The URL can be used to link to this page

Home My WebLink AboutLT-2021-014-Suncadia-10kConservancyLT -202L-O74-S U N CA D I A-CO N S E RVA N CY 2021 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND SUNCADIA RESORT This Contract, effective January 1,,2021- is made and entered into by and between KITTITAS COUNTY ("County"), a subdivision of the State of Washington, and SUNCADIA RESORT ("Contractot''),for the 2021 Conserve the Conservancy ("Event"). WHEREAS, the purpose of this Agreement is to provide for activities and expenditures designed to increase tourism, NOW THEREFORE, in consideration of the terms and conditions contained herein, or attached and incorporated and made a part hereof, the County and the Contractor mutually agree as follows: Section 1. Scope of Work. a. Contractor shall provide the services and staff described in its Application for Lodging Tax Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A" which is attached hereto and incorporated herein by this reference. b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the following as required to perform the services, described in Paragraph (a) above, in accordance with this Agreement: Personnel, labor and supervision; technical, professional and other services. All such services, property and other items furnished or required to be furnished, together with all other obligations performed, or required to be performed, by Contractor under this Agreement are collectively referred to herein as "Services." c. Contractor shall commence, perform, and complete such Services in accordance with Exhibit "8" which is attached hereto and incorporated herein by this reference. Section 2. Pavment a. As full compensation for satisfactory performance of the Contractor's Services, the County agrees to pay Contractor the sum of seven thousand two hundred fifty dollars (57,250.00) (Kittitas Co. lodging tax funding). b. Additional payment terms: The County will make payment to the Contractor only on a reimbursement basis, as receipts/invoices for any items including marketing and/or advertising are submitted to the County, not to exceed the sum of seven thousand two hundred fifty dollars (S7,250.00) (Kittitas Co lodging tax funding). c. Services/Expenses that are reimbursed must be dated during the current year and final date to submit reimbursements requests is January 15,2022 after this date funds lapse. d. Requests for reimbursements must be submitted to: Kittitas County Auditor Attn: Auditor's Accounting 205 West 5th Ave - Suite 105 Ellensburg, WA 98926 2027 County Lodging Tax Funding Agreement Poge 7 LT -2O2L-OT4-SU N CAD IA-CO N S E RVAN CY a uditorsaccountins@co.kittitas.wa.us e. Reporting requirements of your events will be required on prescribed forms from the County Auditor. f. Contractor is eligible to claim reimbursement for the following items and amounts only: o Archway for start/end of race o Race Equipment such as safety cones & safety r Flyer and Signs such as Posters, Banners, Event Maps, Directional Signage o Entertainment such as a DJ or live band . Entertainment such as bounce house, climbing wall, and other outdoor themed activities o Vendors for complimentary tastings such as donuts, coffee and race themed giveaways e Digital advertising: Such as resort website, resort social media accounts, geo targeted Seattle/Bell e Print Advertising: Such as regional Seattle/Bellevue o Radio Advertising: Such as regional Seattle/Bellevue g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and is further expressly denied funding for the following items as requested in the application as defined in Section 1(a): No souvenir collateral (swag). h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as no more than two reimbursement requests with supporting documentation. Contractors must complete the Lodging Tax Reimbursement online training course provided by the County Auditor's office prior to filing reimbursement claim. Requests for reimbursement will not be accepted by the County Auditor prior to the training being completed. The training may be found online at the Kittitas County Auditor's website at the fol lowi ng add ress: http ://www.co. kittitas.wa. us/a ud ito r/defa u lt.aspx Section 3. Perfo nce bv Contractor. a Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract performance of any Services to any other person or entity without the prior written consent of the County. Any such delegation or subcontracting without the County's prior written consent shall be voidable at the County's option. b. Contractor shall at all times be an independent contractor and not an agent or representa- tive of the County with regard to performing the Services. Contractor shall not represent that it is, or hold itself out as, an agent or representative of the County. ln no event shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the County. lt is understood that the Contractor and the Contractor's staff and employees are not employees of the County and are not, therefore, entitled to any benefits provided employees of the County. 2027 County Lodging Tdx Funding Agreement Poge 2 LT -202L-OI4.SU N CAD IA-CO N S E RVAN CY c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders, licenses, permits, and other requirements, now or hereafter in effect, of any governmental authority (including, but not limited to, such requirements as may be imposed upon the County and applicable to Services). Contractor shall furnish such documents as may be required to effect or evidence such compliance. All laws, ordinances, rules, and orders required to be incorporated into agreements of this character are incorporated into this Agreement by this reference. Contractor agrees to obtain all required licenses and permits, and further agrees to keep them in full force and effect during the term of this Agreement. d. The County and the Contractor agree that in fulfilling the terms and conditions of this Agreement neither shall discriminate on the basis of race, creed, color, national origin, age, sex, marital status, or the presence of a physical, sensory, or mental handicap. e. The Services shall at all times be subject to inspection by and approval of the County, but the County's making (or failure or delay in making) such inspection or approval shall not relieve Contractor of its responsibility to perform the Services in accord with this Agreement, notwithstanding the County's knowledge of defective or non-complying performance, or the substantiality or ease of discovering the same. Contractor shall provide the County with sufficient, safe, and proper facilities and equipment for such inspection and free access to such facilities. f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly furnish the County or its designee, or such Federal or State auditor with such information related to the Services as may be requested by the applicable governmental entity. Contractor shall preserve and maintain all financial records and records relating to performance of Services under this Agreement for six (6) years after contract termination. For such duration after the County makes final payment of compensation due hereunder, Contractor shall provide the County access to (and the County shall have the right to examine, audit and copy, with or without notice) all of Contractor's books, documents, papers and records related to the Services or this Agreement. g. Contractor understands and acknowledges that Contractor is solely responsible for its own reporting and accounting of all state, federal, social security, and local taxes, of every nature, arising from Contractor's performance of this Agreement. All compensation received by the Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in accord with the applicable IRS regulations. Section 4. Release. lndemnitv, and Hold Harmless. The County assumes no liability for the Contractor's actions under this Agreement. Contractor releases and shall defend, indemnify, and hold harmless the County, its officers and employees, agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities, damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or may arise or be alleged to arise out of or by reason of this Agreement including: Any fault, negligence, strict liability or product liability of Contractor in connection with the Services for this Agreement; Any lien asserted upon any property of the County in connection with the Services for this Agreement; a a 2027 County Lodging Tax Funding Agreement Page 3 LT -2O2T-OT4-S U N CA D IA-CO N S E RVA N CY a Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance, rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of any governmental authority; or a Any breach of or default under this Agreement by Contractor. Section 5. Comnliance with Public Records Law. ln compliance with Washington's public records law, the County will retain copies of any documents associated with this Agreement, which may be required by law unless legally exempt from such retention, for any applicable legally required retention period. b. ln the event a public records request is made to the County for documents created in relation to this Agreement, should legal uncertainty arise regarding the disclosability of any documents under federal or state public records laws, the County shall provide notice to Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow Contractor to seek a court injunction. c. The County specifically shall not be liable to Contractor for the County's release under public records laws of any documents not protected by trademark, copyright or other law. Section 5. lndustrial lnsurance Waiver. With respect to performance of this Agreement and as to any claims against the County, its Additional lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 5L of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contractor's employees and agrees that the obligations to indemnify, defend and hold harmless provided in this Agreement extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is mutually negotiated by the parties to this Agreement. Section 7. lnsura and Endorsements. a. The County may require through a request in writing that the Contractor provide the County with a certificate, binder, or policy of liability insurance, acceptable to the County in an amount specified by the County. b. Such liability insurance shall be such as will protect Contractor, its employees, agents and representatives, from all claims, losses, harm, costs, liabilities, damages and expenses arising out of personal injury (including death) or property damage that may result from performance of the Services or this Agreement, whether such performance is by Contractor or any of its employees, agents or representatives. c. Should the County require such liability insurance, the Contractor agrees to provide proof of insurance prior to commencing performance of this Agreement. a 2027 County Lodging Tdx Funding Agreement Pdge 4 LT -2027-014-5U N CAD IA-CONSE RVAN CY d. Copies of the County's written request and the insurance documents provided by Contractor shall be attached to this Agreement and by this reference will be made part hereof. e. Where insurance is requested by the County, all liability insurance policies shall be endorsed to include the County as an Additional lnsured and shall stipulate that the insurance afforded by the policies shall be primary insurance, and that any insurance, self-insured retention, deductibles, or risk retention trusts maintained or participated in by the Parties shall be excess and not contributory to any other insurance maintained by the County. Contractor shall furnish the County a certificate of insurance with Endorsement as evidence that the required policies are in full force and effect. Section 8. Termination. The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon receiving such notice of termination, Contractor shall, except as otherwise directed by the County, immediately stop performing the Services to the extent specified in the notice. ln the event the County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of the date of the notice of termination. Section 9. Miscellaneous. a. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or any right or interest in this Agreement without the County's prior written consent. b. This Agreement embodies the entire Agreement between the County and Contractor, and supersedes any and all prior oral or written communications, proposals, conditions, promises, representations, or understandings regarding the Services. No change, amendment or modification of any provision of this Agreement shall be valid unless set forth in a written amendment to the Agreement signed by both parties. c. Notice for any purpose under this Agreement, except service of process, shall be given by the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W. 5th Ave. Ste. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the County to the Contractor shall be given to the Contracto/s address provided on the signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class, postage prepaid, certified mail, return receipt requested. d. The section and paragraph headings of this Agreement are for reference convenience only and are not intended to restrict, affect or be of any weight in interpreting or construing the provisions of such sections or paragraphs. e This Agreement may be executed in one or more counterparts and by facsimile, each of which will be deemed an original, but all of which together will constitute one and the same instrument. 2027 County Lodging Tdx Funding Agreement Page 5 LT -202T-OL4-S U N CA D I A-CO N S E RVA N CY f. Contractor warrants to the County that the individual signing on Contractor's behalf has the requisite power and authority to enter into and to perform Contractor's obligations under this Agreement. Contractor further warrants to the County that Contractor has made no misrepresentation or misleading statement in connection with this Agreement, and is not in violation of any applicable law, ordinance, or regulation the consequence of which will or may materially affect Contractor's ability to perform its obligations under this Agreement. g. lf any term or condition of this Agreement or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect the other terms, conditions or applications which can be given effect without the invalid term, condition or application. To this end, the terms and conditions of this Agreement are declared severable. h. The exclusive venue for any action brought to enforce this Agreement or any of its terms shall be in Kittitas County, State of Washington. The performance of this Agreement is subject to termination without liability by either party upon the occurrence, or upon the prediction by the National Oceanic and Atmospheric Administration, any other agency of the United States Government, or any agency of the Government of the State of Washington of the occurrence of any circumstance beyond the control of either party-including, without limitation, acts of God, war, acts of terrorism within a fifty (50) mile radius of Kittitas County, government regulations, disaster, pandemic/epidemic illness, strikes or threat of strikes (except that neither party may terminate this Agreement for situations involving that party's own employees), civil disorder, or curtailment of transportation facilities-to the extent that such circumstance makes it illegal , impossible or economically impracticable for the parties to complete the duties and mutual obligations agreed upon and imposed upon them herein. The ability to terminate this Agreement without liability pursuant to this paragraph is conditioned upon delivery of written notice from one party to the other within 10 days of such occurrence or upon delivery of written notice from one party to the other within 24 hours of the receipt of notice of the prediction of any of the above occurrences. To the extent feasible within the constraints imposed by any event of the type described above, the parties agree that if the triggering event is of apparently or likely transitory effect, the parties may negotiate such amendments to the agreement that are mutually satisfactory and not otherwise contrary to law, including but not limited to a change in the dates for completion of any portion or the entirety of this agreement. 2027 County Lodging Tax Funding Agreement Poge 6 twa KITTITAS COUNTY BOARD OF COUNTY COMMISSIONERS Chair Vice Chair Commissioner ATTEST: Clerk of the Board APPROVED AS TO FORM: Deputy Prosecuting Attorney LT -2O2L.O74-SU N CAD IA-CO NSE RVAN CY CONTRACTOR lPrint Namel IAddress] 2027 County Lodging Tax Funding Agreement Page 7 Ex htYnt ufiu CLTAC: Application for Lodging Tax Grant Funding Grant Application Workshop - 2O2O* Submittal lnstructions & General lnformation x Dd you aftend the 9ant Applicatiol Vbrkshop - 2020 hosted by the ldttitas Ocunty Oranber of (bnnerce? C Yes 6No G Yes, I have read and utrderstand Subrrittal hstructions and C€,leral lnforrration lor lhe2021 Lodging Tax gant Funding Roce-ss You are strongly encouraged to compose lrour responses to the questions of this form with a desktop text editor and save your work, then copy and paste the information into the form. You may also save a draft by selecling the button at the bottom of this page. When you do this you will be logged out and must log back in to continue. ln order to save a draft you will need to provide an email address and a passraord. After completing the save draft, you will be redirected to landing page containing a link to log back into the form. We suggest you save ihis link as a booknrark. Ihe link will also be sent to you in an email. Organization I nformation Name of Organization * Suncadia Resort Organization Address * Sreel Address 3600 Suncadia Resort Address Line 2 oly Cle Elum Fbstal 1 Zip Code 98922 State / R'ovince i Region washington Country USA Organization is a: *6 Business f Non-Profit (Note: Please submii W-9 for business or IRS Designation Letter for non-profit.) Click here to view sample documents (redacted). Upload Proof of Organization Status* Project Contact I nformation 3320 Suncadia Trail - Hotel License - Business License.pdf Acceptade f ile lormts include: JFG FDF or llFF. 87.47KB First Mme* Camie Last Name* Stevenson Phone Number* 509-649-6142 Email* camie.stevenson@destinationhotels.com Project or Event lnformation ProjecUEvent Name* Conserve the Conservancy Service Categories 0-reck all categories that apdy io this applicatiotr l- Tor-rrism promotionlmarketing [/ Operation of a special event designed to attract tourrsts J- Operation of a tourism related faciliiy f other Event Dates Please provide any specific dates, or range of dates, on vrhich your event or project will be held. You may add as many dates or date ranges as necessary. Event Dates Start Dates* 818t2021 ProjecUEvent Location * New or Ongoing ProjecUEvent? * Amount of Funding Requested * End Dates 81812021 Nelson Farm, Surrcadia Resort a Ongoing Project/Event (More than four years in existence) (: New Project/Event (Four or felver years in existence) $ 9000.00 lf you sdected "Grgoing FlojecilFr'ent" above this anount ray not exceed 1 0% of lhe total expense budget of this project. Funding Request Max ^*I OUflSm Seasons Fromlhe lisl below, what season will your prc{ect errhance lourism'/ Select arry which app.!y- l- Year-round (January - December) I- Off Season (November - February) l- Shoulder Season (October or March - May) lf High Season (June - September) Application Questions: Part 1 Please answer each question completely, in the order listed. Please include anysupporting data within the response narrative. 1 | ProjecUEvent Description Please provide a description of your projectlevent. Response '1 : Project/Event *uescnptton About: Our goal in creating the new run is to create a u,ellness based activity that brings avrereness to our natural surroundings. With over 4,000 acres of conservancy land we would like to share our appreciation for the great outdoors while educating visitors on wildlife, native plants and terrain. Many people visit the resort proper but do not fully explore the expansive grounds nor do lhey understand the grandeur of the space. We hope this run is one step to brining more awareness to our beautiful community. Market: Our primary audience for this event continues to attract overnight resort guests and day visitors {rom all over the PNW; Suncadia homeowners, their friends and families; and many visitors from our local comntunities. Our secondary audience includes ihose visiting for other reasons (other events and conferences) wtro also have an interest in seasonal festivals. 2500 character linit List of lntended Use of Funds* Archway for starVend of race Race Equipment such as safety cones & safety Flyer and Signs such as Posters, Banners, Event Maps, Directional Signage Entertainment such as a DJ or live band Entertainment such as bounce house, climbing vrall, and other outdoor themed activities Vendors for complimentary tastings such as donuts, coffee and race themed giveaways Race rnater bottles from such places Liberty Bottle, Yakima WA Digital advertising: Such as resort rarebsite, resort social media accounts, geo targeted Seattle/Bell Print Advertising: Such as regional Seattle/Bellevue Radio Advertising: Such as regional Seattle/Bellevue 2l Supporting Kittitas County as a tourism destination 1. Atmy from their place of residence or business and staying overnight in paid accommodations; 2. To a place flfty miles or more a\ Ey from their place of residence or business for the day or staying overnight; 3. or from another country or state ouiside of their place of residence or business. You must provide the evidence utilized in determining your projections. Response 2.1 * Response 2.2 * Application Questions: Parl 2 \ ,try would tourists ravel to ldttitas Oounly to attend your eventractivitylfactlity? Projection- A major goal of the Suncadia Resort is to plan events thai encourage visitors to stay overnight who are more than 50 miles away. Overnight stays increase opportunities for larger numbers of visitors to patronize local business. To reach such visitors such items will be produced banners, flyers and posters. Our marketing (in-house) has a list of over 35,000 loyalty members that will receive eblast, e-neuirsletters and package enticing them to come over for the day. They will also focus on strategies such as Facebook, lnstagram, and rirebsite. Once to Suncadia Resort there are various retail and food establishments that visitors can visit that will impact the economic make up of Kittitas County. . Public Relations: Proactjve outreach to Seattle/Bellevue media and publications . Digital: Google Display Ad Netrrucrk and Facebook - Geo Targeting Evidence- The resorts number one attraction is the hiking and biking trail system. Any activities that encourage ulilization of this trail system will nalurally increase the number of leisure visits. Projection- The typical altendee will stay the entire vr,eekend, ihey will arrrve on a Friday night and stay through Sunday, usually requesting a late checkout if staying in a local hotellnrotel or vacation honre. Because this run is scheduled for an early Sunday morning the attendee will stay the night which will lead them to seek out other activities to compete their stay, such as dining out at local establishments; shopping in nearby municipalities (including Ellensburg); or other morninglevening events atrd activities such as outdoor recreation, movies, coucerts, or the theater. The same visitors will purchase gas, meals and/ or groceries, and mementos of their stay in Kittitas County. Suncadia will offer such packages as _Conserve & Stay at Suncadia (overnight stay + rss6ft credit) to encourage runner to stay one or more nights. Suncadia will statically plan other activities such as Saturday night wine tasting, late night live entertainment, Summer Concerts and specials al the Glade Spring Spa, to errtice guests to stay longer Evidence- B0% of our visitors (leisure and group) are from the Great Seattle Area 2500 character limt Describe the sior success of your evenvactivitylfacility in attraction tourists. This event was firsi held in 2019 with low attendance. For 2020 this run \ffas planned to be partnered with Orca Running but iras cancelled due to COVID 2500 character lin'it 3llmpact Response 3: Measuring Results* Application Questions: Part 3 Describe how yc{.J will prorrote your evenV'activity/facility to attract tourisls. To promote this event vle will rlork to do the following- a. This year ra,e have increased exposure via social media, u,ebsite auareness and email communication b. Ensure the uebsite is optimized for proper event search ierms c. Digital Advertising Geo targeting Seatile/Bellevue area. We can monitor interest and interactions via rrebsite clicks and Facebook insights. d. We advertise in such location as Western Washington e. We have partnered with the Kittitas Conservation Trust as part of the race fee is donaled back. f. We have parinered wiih Liberty Bottle Works to provide each runner with a reusable vrnter bottle. g, We have partnered Dru Bru Brera,ery lo provide complimentary beer tasiings for participants. h. We have partnered with Blissful Bites to provide complimentary donuts for all pariicipants i. We have partnered with various PNW wineries to offer complimentary wine tastings. j. We have partnered with Heritage Distilling Company to offer complimentary spirit tastlng. k. We are planning on raorking with other PNW groupslorganizations wtro support runners and races that support the idea of conservation. k. Planning on reaching out to PNW business that focus on running, gear for runners and nutrition. 2500 character llnrt 4lCollaboration lf your organization collaborates or has created partnershipswith other organizations, groups, or other events, how is this accomplished? 4.1 Collaboration * 4.2 Promoting Local t HUSINCSS ln addition to the many partnerships, the resort enjoys a robust group conference business that brings in many PNW organizations to the area. Many of the attendees of these conferences make return visits to the area with their families and friends to attend such events as Harvest Festival, summer concerts, holiday celebrations and or a weekend visit. A link to the Kittitas County Website has been added to our website so visitors can be educated on all the recreation Kittitas County has to offer. Additionally, u,e are vr,orking orr a nrarketing plan to further pariner with more local and national organizalions as u,ell as a charity contribution for 10K Run. This plan uould include sponsorships for the event with an overall donation to the Kittitas County Conservancy. This will be a marketing plan that will be occurring year or year. Cirrrent Collaboration Example Kittitas Conservation Trust- Cle Elunr Donation Liberty Bottle Works-Yakima Sponsorship for reusable rmter bottle Broune Family Vineyards-Seattle Provide Wine Tasting Treveri - Yakima Provide Wine Tasting Dru Bru- Cle Elum & Snoqualmie Pass Provide Beer Tasting Sugar + Spoon- Seattle Provide Cookie Dough Entertainnrent Plus- Ellensburg Provide Music Shirtrmrks- Ellensburg Provide Race Shirts Heritage Distaining Company- Roslyn Provide Spirit Tasting Future Collaboration Example's Bounce Pros- Chehalis Provide Entertainment Compass Outdoor Adventures- Northbend WA 2500 cltracter liffit Describe how yr)u will pronole lodging establishrents, restauranis. arxi business looated ir1 Kjllilas Crunty To promote local establishments Suncadia will strategically partner with key business within and without the county such as Dru Bru. Heritage Distilling Company, Sugar + Spoon, etc. 2500 characler linit 4.3 Host Hotel*b lhere a host hotel for you| event o[ grant prqect? lf yes, list the hotel. t^ No tr Yes. iii,lnr-.i:tli:r l:.ieslri 5l Future Plans Please explain what plans exist to allow this project to become self-sustaining. lnclude any plans for ticket sales, event sponsors, and other cost-recovery models. Future Plans*We hope that eveniually this event will gather enough attendance and gather funds through ticket sales and work with a number of sponsors so it can be self- sustaining. ln its infancy it will need assistance. 2500 oharacter liml Application Questions: Parl 4 6l Additional lnformation Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your project and its benefit to tourism. 2020 lnformation lf you had a planrrai everrt in 2020. whether it was able 10 lake place or not, piease describe any successes and challenges you expenvrced. This run \ as planned lor 2020 but due to COVID this event was cancelled. Additional lnformation 2500 charaoter linit 2500 charactel linii Supporting Documents You nay upload any supportilrg docunents sLoh as graphs, inages, diagrans, narkeling neterials, etc. 10K Map Route 2019.pdf 388.84K8 Conserve the Conservacy 1OK_HDC Drink Menu.pdf 202.1KB, Conserve the Conservancy Flier_B.Sxl 1 .pdf 1 .1 1 MB You are allolr'l ed to subn'it up to 3 single page (L.S Leller) dmunents in JFG, # or TIFF fornat 7l Previous Lodging Tax Grant lnformation Previous Years Awarded Lodging Tax Grants * Overall Attendnace 2019 Actual* 55 201 9 Actual * 286 Prior Year Paid Overnight Stay Data Number of people travelling more than 50 miles for your event? 2019 Actual* 2021 Projected* 55 306 Number of people traveling from outside WA State for your event? 2019 Actual* 2021 Projected* 286 306 The number of overnight guests who stay in paid accommodations in Kittitas County for your event 201 9 Actual * 286 2021 Projected* Number of paid lodglng room nights resulting from you event/activity/facility? l-bs your event received Lodging Tax funds in previans years? C No, this event/project has not previously received Lodging Tax Funding G Yes, 1 year previous r Yes, 2 years previous f Yes, 3 or more years previous 2021 Projected* 250 2021 Projected* 356 h additiott to iield above, you ney u$oad the evidence to support the ;xior years' roo{rtnight info'rration. Ytu nay upload up to three single pages (LS Letter), of irrf cx'lation. lf you a single mrltFpage docunent. only the fjrst three pages will be consideied. The fdlowing fonrats, will be accepted: JPG, FNF or TIFF 356 2019 Methodology* 2021 Methodology* Methodology Narrative * Application Questions: Part 5 i{fiat nethodoiogy did you use to calculate the 2019 actual nunbers? lf Direct Count (preferred) l- lndirect Count f- Representative Survey f- lnformal Survey (preferred) l- Structured Estimate 17 Other A$ ri i.)arl ol l-iyatl, $Ltncaciia Resorl *iiiiz-es ucrnparry,r,'tr-ie irr:iirr-;clic \ rhat relho{Jology will you use lo calculate the upconing rrunbers? 17 Direct Count (preferred) l- Indirect Count l- Representative Survey l- lnformal Survey (preferred) l- Structured Estimale 17 Other A:r a p?i!"f ll |-iy::rtl, .!iunc;,rdit liei;cil r.tl.ili:-cs cr rtl-lr;lyr,,,rr.lr.; irrriiLi*ir Fease explain. As a part of Hyatt, Suncadia Resort utilizes companywide instruction and guidance provided to estimate ihe room night increase and we forecast accordingly. 2500 character Iimt SlFunding Does your organization have, or have you applied for, grant fr-rnding from other sources? lf not, wtry not? lf yes, please list the funding you have for the project, including any volunteer and in-kind sources in Question 9l Project Budget Overview. Funding sources and amounts which have not yet been secured will be listed separately, in the field(s) directly below Finally, what changes would occur if the project couldn't be funded? Other Funding *Does yout organization have, or have you ap$id for funding fronrr:ther sources? fYes (lNo .*tplanatron lf nol, why not? 2019 r.,ms the first year that the 10K Conservation run was planned, at this time Suncadia funded all needed materials, marketing, and any race needed itenrs for the '10K run. The race liras cancelled for 2B2O due to COVID. 2500 character linit Funding Shortfalls*V\ihat changes wrll be nnde if fundirrg for your request is not avallable or reconrrended? Vendor Fees The idea of ihe Conserve the Conservancy 1 0K uas created io support the local community, runners and to give back to the Kittitas Conservation Trust. lf this event uas unable io receive no funding and was unable to happen this next summer, the impact on the local community. artists, vendors and small business wruld be upsetting, The10K run supports many local business through purchasing supplies and materials and vendors will be relying on the event to happen every year. Additionally, since the run \ €s cancelled for 2020 ule are planning on a more robust progranrming for 2021. 2500 chararler linil. Matching Funds Percentage 72.22 OJ This lield will aulo fillwith ihe correct percartage based on your inpr,il to budget section belo\t ot Dr^:^^+ cl.r,t^^+ ^r,^h,t^.r, Jl rr vjrrr,r rJLrrrvrtr \JYrr! Y n-w Please complete budget for this project/proposal, lf your agency operates independently of this project application it may not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to the project/event for which you are requesting funding and adheres to the basic budget format shown below, The budget must include anticipated revenues, ependitures, and any potential profit or loss. For projects/events wtlich are ongoing for more ihan one (1) year, please also submit actuals from the previous three (3) years of operations (need not be consecutive) for the projectlproposal if applicable. For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must submit verifying documentation which assures the contribution will be provided. For insiance, if you are claiming in-kind contributions in the form of advertising match, a binding contract itenrilng the matching value and obligating each party must be provided. ATTENTION: ln an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are required to be filled before this form is submitted. Providing all applicable data is your responsibility, failure to do so will potentially jeopardize your application's chance for review. Verification of ln-kind Contributions For any clai*ed iFltnd conh ibutions valued al $500 or rrore and related lo nurketing/acivertising, you rrust subnit verrfying docunentailon whiclr assures the contribution will be provided. Budget Year Edit if necessary 2017 2018 2019 Revenues From Consolidated Lodging Tax Grant Past Actual 3 $ o.oo Past Actual 2 $ 5,oo0.oo Past Actual 2 $ 440.00 Past Actual 2 $ o.oo Past Actual 2 $ 5440.00 Past Actual '1 $ o.oo Past Actual 1 $ 0.00 Past Actual 1 $ o.oo Past Actual 1 Past Actual 1 $ 0.00 2021 Projected $ 9,000.00 Projected $ 6500.00 Projected $ o.oo Projected 0 Projected $ 15500.00 LTAC Grant Funding Past Actual 3 $ o.oo All Other Revenues Account Name Past Actual 3 Ticket Sales $ 0.00 Past Actual 3 $ 0.00 ln-Kind Contributions (except volunteerism) Account Name Contributions of Volunteer Time Past Actual 3 Past Actual 2 Number of Hours Calculated Value of Projected Volunteer Time $ o.oo Revenue Totals Expenses Account Name DJ Entertainment Signage- Copy Shop Race Shirts- Shirtuacrks Race Bibs Sugar + Spoon Race Supplies Water Supplies Pre & Post entertainment Water Bottles Expense Totals Profit & Loss Past Actual 3 $ 0.00 $ o.oo $ 0.00 $ o.oo $ o.oo $ 0.00 $ 0.00 $ o.oo $ 0.00 Past Actual 3 $ o.oo Past Actual 3 $ o.oo Past Actual 2 $ 450.00 $ 920.00 $ 973.00 $ 70.00 $ o.oo $ 100.00 $ 250.00 $ 0.00 $ o.oo Past Actual 2 $ 2763.00 Past Actual 2 $ 2677.00 Past Actual 1 $ 0.00 $ o.oo $ o.oo Projected $ 1200.00 $ 1200.00 $ 2500.00 $ 500.00 $ 1500.00 $ 1500.00 $ 500.00 $ 7000.00 $ 3000.00 Projected $ 18900.00 Projected $ -3400.00 $ o.oo $ 0.00 $ o.oo $ 0.00 $ o.oo $ o.oo Past Actual 1 $ 0.00 Past Actual 1 $ o.oo Application Certification The applicant here certifies and affirms: 1, That it does not now nor will it during the performance of any contract arising from this application, unlaMully discriminate againsi any enrployee, applicant for employment, client, customer, or other person r,rrlro might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, serual orientation, creed, place of birth, or disability; 2. That it will abide by all relevant local, state and federal lara,s and regulations and; 3. That it has read the information contained in the lnstrurctions on pages 1 and2 and r-rnderstands and will comply with all provisions thereof. Certified by: &#ersewde Name *Camie Stevenson Applicant's Title* Sim & Fitness and Special Events Manager ffi DH ROSLYN MANAGEMENT LLC DH ROSLYN MANAGEMENT LLC 3600 SUNCADIA TRAIL cLE ELUM WA 98922-3240 r UBI:602369068 001 0005 DETACH BEFORE POSTING STATE OF WASHINGTON 2853-1 DH ROSLYN MANAGEMENT LLC DESTINATION ROSLYN RESORT 3320 SUNCADIA TRAIL CLE ELUM, WA 98922.3215 UNEMPLOYMENT INSURANCE . ACTIVE TOBACCO PRODUCTS RETAILER ACTIVE TAX REGISTRATION .ACTIVE HOTEL LICENSE #87857 . ACTIVE PERMIT TO PURCHASE SPIRITS. SPIRITS DISTILLERS, DISTRIBUTORS AND RETAILERS: THE LICENSEE WHOSE NAME APPEARS ON THIS PERMIT (OR THE LICENSEE'S EMPLOYEE OVER 21 YEARS OF AGE) IS AUTHORIZED TO PURCHASE SPIRITUOUS LIQUOR FROM YOU AS PROVIOED BY THE WASHINGTON STATE LTQUOR ACT RCW 66.24,640, 66.24.630, AND 66.24.640. Expires: Feb29,2020 7 -./'' @ BUSINESS LICENSE STATE OF WASHINCTON lssue Date: May 10,2019 Unified Business lD #: 602369068 Business lD #: 001 Location: 0005 Expires: Feb29,2020 Limited Liability Company DH ROSLYN MANAGEMENT LLC DESTINATION ROSLYN RESORT 3320 SUNCADIA TRAIL CLE ELUM, WA 98922.3215 UNEMPLOYMENT INSURANCE - ACTIVE TAX REGISTRATION - ACTIVE TOBACCO PRODUCTS RETAILER - ACTIVE HOTEL LICENSE #87857 - ACTIVE PARTIES IN INTEREST: TUMBLE CREEK GOLF LLC, PER WAC 314-07-035 REGISTERED TMDE NAMES: DESTINATION ROSLYN RESORT This docurnent lists lhe registrations, endorsemenls, and licenses arthorized for lhe business named above. Byaccepting this tlocumenl, the licensee certi{ies the iofotmation on the application was complete, true, and accurate lo the besl of his or her knowledge, and llrat business will be conducted in compliance with all applicable Washington state, county, and city regulations.Direclor,of Revenue gaL0002 DETACHTHIS SECTIO\ FOR YOUR WALLEI Director, Deparlmcnt of Revenue (otrd ERVE THE g$ueutr fl,zots ONSERVANCY AT SANCAUA {i *r$ ir!{ !L L--i*t">i' -::-*,li+ ** , *,nt* F. ?-'lS e -E #.-+.,,{ s$' ;"'-; .' "rl . 9r' l!--.r -_,_._' -Y. '"..- {t -4.- it- '#" 7 ,-) {R:r__ --;-ea __=,1y. \ 'z -.--.gr "E a>-c (_ Y!iF-. flrcuarHE ENr oriflfittuv P*^ERIE ANr (urrtffoer Combine the traits with the road, and an urban run with a forested trail run. Enjoy over 4,000 acres of Suncadia's scenic conservancy on this new LOk. 7,00AU-|200PM 6.2 Mllf,t INCIUOED, . Race Shirt . Snacks . L6oz. Water Bottle PRE- REOISIRAnION, $IO Register Ontine at: bit.tylConservancylOk 0Ar- 0F REOtgTRAnfly, $19 A portion of attticket sates witl go to the Suncadia Forestry & Conservancy Fund CONSERVE THE CONSERVACY lOK BSB oN THE RocKs BSB@ - Bnowx Sucnn BouneoN ovER tcE SPICY BACON BLOODY MARY HDC Sweer Gnosr Ppppsn Vooxl, HDC BncoN VooxA, DrurrRr's Brooov Mnny Mtx, Drulrnl's Bncon Rlu SHot, Bncox & Prcxlro Vecclr GnnNlsu DEMITRI'S SAVORY BLOODY MARY Dpurrnr's SrnsoNED Vooxn, Dpurrnl's Btoooy Mnny Mtx, Deurrnr's Onrcrrunl Rrr'r Snor, Ollve & Cneese Gnnnlsx + & USA Topo World Topo Map Satellite 1 mile ,. SXif pFsa 0 auro uoq Reos g AvoU H,tMayt ^ "6 n START/ FINISH Exhibit "B" Guidelines and Requirements for Expenditure Reimbursements from Lodging Tax Section 1. Branding Contractors who have been approved to utilize grant awards for advertising expenditures must incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism information as follows: A. Websites and Social Media Sites must include the County's and appropriate City's tourism website logo with an operational link to the site(s). The logo must be displayed on the contractor's home page, it must be sized no smaller than% inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. B. Print Advertising and Online Displav Advertisine of all types ( including but not limited to newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party websites, streaming displays, etc.) must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller than% inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. C. Video Advertisine of all types (including but not limited to television, online, electronic kiosks, motion billboards, etc.) must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller than% inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. All logos and website information may be obtained by contacting the Director of Tourism, Kittitas County Chamber of Commerce. Section 2. Advertisi ne Reimbursements Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere to the following guidelines and requirements for each type of advertising media utilized. A. Print Advertising: L Print advertising placed with any media provider which operates exclusively outside of Kittitas County may be reimbursed atTOO% of the cost, including any production costs. To operate exclusively outside of Kittitas County, the provider must not be physically located in the County and/or not distribute any media within the County. 2. Print advertising placed with any media provider which operates inside Kittitas County may be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 10 days prior to the event may be reimbursed atIOO% of the cost, including any production costs. b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 2 A, (21(al above, advertising reimbursement requests must include a statement from the media provider specifying the percentage distribution to areas outside of Kittitas County. Reimbursements will be allowed for the amount distributed outside of Kittitas County, including any production costs. B. Televisio Advertisine: 1. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will be reimbursed at 100% of the cost, including any production cost. 2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 7 days prior to the event may be reimbursed atIOO% of the cost, including any production costs. b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 28,2(al above, advertising may be reimbursed atthe rate of 70%of the total cost, including any production costs. C. Online Advertising: 1. Online advertising and promotion may be reimbursed at 100% of the cost, including any production cost. 2. Streamed media (radio, television, other) requests for reimbursement must include a statement from the media provider specifying the percentage of recipients which are outside of Kittitas County. Reimbursements will be allowed for the percentage distributed outside of Kittitas County, including any production costs. D Mail 1'. Direct mail advertising may be reimbursed at L00% of the cost, including any production cost, for each item mailed or shipped to a destination outside of Kittitas County. ln order to receive reimbursement, a list of the addresses and a signed statement from the contractor that the list is accurate, or other proof of delivery, must be provided along with other required documentation. E.F rs: 1. Flyers or posters which are placed outside of Kittitas County may be reimbursed at IOO%o of the cost, including any production cost. ln order to receive reimbursement, a list of the locations where flyers or posters were posted outside of Kittitas County, a signed statement from the contractor that the list is accurate and a copy of the poster/flyer must be provided along with other required documentation. 2. Banners which are placed inside of Kittitas County may be reimbursed at L00% of the cost, including any production costs. ln order to receive reimbursement, the banner cannot list a specified date or location. Request can only be made one time. 3. Signage (site layout use only) which are placed inside of the venue/facility of the event may be reimbursed at 100% of the cost, including any production costs. ln order to receive reimbursement, the signage cannot list specified date or location. Request can only be made one time. (i.e. ADA Parking/Parking, Loading Zone, Evacuation Route, Bathrooms, and Stage locations) F. Radio Advertising 1. Radio advertising placed with any media provider located outside of Kittitas County may be reimbursed at IOO% of the cost, including any production cost. 2. Radio advertising placed with any media provider located inside of Kittitas County may be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 7 days prior to the event may be reimbursed atIOO% of the cost, including any production cost. b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 2 F, 2(al above, advertising may be reimbursed at the rate of 30% of the total cost, including any production costs. G. Ooeration imbursement: L Operation costs may be reimbursed IOO% of the paid invoice cost. ln order to receive reimbursement operations invoice must an approved cost from the Consolidated Lodging Tax committee members list. lnvoice provided must include notation of payment with proof of payment 2. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed at tOO% of cost. ln order to receive reimbursement, a signed statement from the receiver along with other required documentation. Mileage reimbursement subject to IRS mileage reimbursement rates which may change annually. 3. ltems not eligible for reimbursement: a. Salaries of employees b. Capitol purchases- any item with 3+ years life and over 55,000. c. Licenses, permits, insurance, or credit card fees