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HomeMy WebLinkAboutLT-2021-016-AirportLT -2O2L-016-A I R PO RT- F LY I N 2021 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND KITTITAS COUNTY AIRPORT This Contract, effective January 1,2O2'J, is made and entered into by and between KITTITAS COUNTY ("County"), acting as agent for and on behalf of the City of Ellensburg, a Washington municipal corporation ("Cily"), a subdivision of the State of Washington, and KITTITAS COUNW AIRPORT ("Contractor"lfor the 2021 Bower's Field Fly-ln ("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 six thousand seven hundred (56,200.00) (City of Ellensburg 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 six thousand seven hundred (56,700.00) (City of Ellensburg 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: 7nt1 County Lodging Tax Funding Agreement Poge 7 LT -202L-OL6-AI RPO RT- F LY I N Kittitas County Auditor Attn: Auditor's Accounting 205 West 5th Ave - Suite L05 Ellensburg, WA 98926 a uditorsaccounting@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: r Print, broadcast media, and social media marketing r Security, Transportation and Audio (Sound system) Equipment 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): N/A h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as no more than two reimbursement requests with supporting documentation at the conclusion of the event. 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 fo I lowing add ress: http ://www.co. kittitas.wa. us/a ud ito r/defa u lt.aspx Section 3. Performance 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 and City. Any such delegation or subcontracting without the County's or City's prior written consent shall be voidable at the County's or City's option. b. Contractor shall at all times be an independent contractor and not an agent or representative of the County or City 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 or City. ln no event shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the County or City. lt is understood that the Contractor and the Contractor's staff and employees are not employees of the County or City and are not, therefore, entitled to any benefits provided employees of the County or City. 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 c. totl County Lodging Tox Funding Agreement Page 2 LT -202T-016.AI R PO RT- F LY I N 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, mental disability or any other protected status recognized under local, state or federal law. The Services shall at alltimes be subject to inspection by and approval of the County or City, but the County's or City'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 or City's knowledge of defective or non-complying performance, or the substantiality or ease of discovering the same. Contractor shall provide the County or City 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 City, or their 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 or City makes final payment of compensation due hereunder, Contractor shall provide the County or City access to (and the County or City 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 or City assumes no liability for the Contractor's actions under this Agreement. Contractor releases and shall defend, indemnify, and hold harmless the County and the City, their 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 or City in connection with the Services for this Agreement; Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance, a a a _2027 County Lodging Tax Funding Agreement Page 3 LT -2O2I-OL6-AI RPORT- F LY I N 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 Sqction 5. Compliance 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 or City 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 or City 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 or City specifically shall not be liable to Contractor for the County's or City's release under public records laws of any documents not otherwise exempt from disclosure 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 or City, their Additional lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51 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. lnsurance and Endorsements. 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 Tax Funding Agreement Page 4 LT -2O2L-O1"6-AI RPO RT-F LY I N 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 and City as Additional lnsureds 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 or self-insurance maintained by the County or City. 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. The City is not a party to this Agreement but is an intended third-party beneficiary of this Agreement and to the extent set forth herein certain of its provisions are for the benefit of the City and are enforceable by City in its own name and capacity as a Washington municipal corporation. b. 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. c.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. d. 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. 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. _2027 County Lodging Tax Funding Agreement Page 5 e LT -202T-0T6-AI RPORT-FLY I N 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. f. 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. g. 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. h. 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. 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 orthe entirety of this agreement. _2027 County Lodging Tax Funding Agreement Poge 6 LT -202T-0T6-AI R PORT-F LY I N KITTITAS COUNTY BOARD OF COUNTY COMMISSIONERS Chair Vice Chair Commissioner ATTEST Clerk of the Board APPROVED AS TO FORM Deputy Prosecuting Attorney CONTRACTOR IPrint Name] lAddressl [Telephone] ,021 County Lodging Tax Funding Agreement Page 7 Exhi nrt " nu CLTAC: Application for Lodging Tax Grant Funding Grant Application Workshop - 2020 * Dd you aftend the Aant Appication llbrkslrop - 2020 hmted by the Krttilas Oounty Orarrber of Connerce? f Yes iNo G Yes, I have read and understand fuixrittal hstrlctions and General lnforn-alion for the 2021 Lodging Tax Gant Frnding R'ocess Submittal lnstructions & General lnformation * You are strongly encouraged to compose your 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 selecting 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 passvr,ord. 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 this link as a bookmark. The link will also be sent to you in an email. Organization I nformation Name of Organization * Kittitas County Airport Organization Address * sreelAddress 1101 West Bor,rers Rd Address Line 2 0ly Ellensburg tostal lZip Code 98926 StatelHovince/P€gion Co:ntry Kittitas Organization is a: *ll Business f Non-Profit (Note: Please submit W-9 for business or IRS Designation Letter for non-profit.) Click here to view sample documents (redacted). Upload Proof ot ZA2O Kiititas County W9 (002).pdf Organization Status * Acceptable file fornrts inclucje: JFG. FDF or liFF Project Contact I nformation 130.89K8 First Mme*Ken Last Name *Grannan Phone Number*50s-607-61 34 Email*ken. grannan @co. kittitas.rira - us Project or Event lnformation ProjecVEvent Name * Bowers Field Fly-ln Service Categories Check all categories that apdy to this applicatiol l- Tourism promotion/marketing 17 Operation of a special event designed to attract tourists l- Operation of a tourism related facility l- Other Event Dates Please provide any specific dates, or range of dates, on Wrich your event or project will be held. You may add as many dates or date ranges as necessary. Event Dates Start Dates* 816t2021 ProjecUEvent Location * New or Ongoing ProjecVEvent? * Amount of Funding Requested * End Dates 817t2021 Boiners Field f Ongoing ProjecVEvent (More than four years in existence) 6 NewProject/Event (Four or fewer years in existence) $ 8000.00 lf you selected "Grgoing Flojectl6renf'above this anount nay not exceed '10% of the tdal expense budget of this project. Funding Request Max Tourism Seasons*Fromthe list beiow, what seassr will your ffoject enhance tourism? Select any r,vhich apSy. J- Year-round (January - December) l- Off Season (November - February) f- Shoulder Season (October or March - May) 17 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 project/event. Response 1: ProjecUEvent *uescnptron The Bou,ers Field Fly-ln is a regional event designed to brirrg in private, e4rerimental, corporate and military aircraft as static display for aviation enthusiasts. 2021 would mark the inaugural borryers field Fly-ln as the 2020 event was cancelled due to Covid-19. We would draw on aircraft from the pacific north\,est and local agencies such as the DNR, CWU flight program, US Army, Airlift Northuest, Washington Pilots Association and others. The event r,rculd begin on Friday evening with a initial fly-in and VIP dinner located at Bowers Field. Saturday morning would open with a pancake breakfast and staging of incoming daily aircraft. We rmuld provide opportunities for sponsorship and educational booths for spectators and participants. There r,tmuld be a food vendors to provide lunch and snacks throughout the day on Saturday wilh the event closing late afternoon- The purpose of the Fly-ln is to increase Borrvers Field's regional impacl as an important asset to central Washington. Bowers Field provides a strategic location for the Washingion State DOT Aviation program, Department of Natural Resources Firefighting cre\ /s and a potential location for emergency evacuation or FEMA center if there is a catastrophic event on the coast or mountairr region. Not to mention it houses the only 4-year aviation program in the Pacific Northwest and has a substantial general aviation interest from private and corporate pilots. 2500 character linit List of lntended Use of Funds* $6000 for print, broadcast media, social media marketing $2000 Security, Transportation and Audio (Sound system) Equipment 2l Supporting Kittitas Couniy as a tourism destination 1. Atray from their place of residence or business and staying overnight in paid acconrmodations; 2. To a place fifty miles or more a\4iay from their place of residence or business for the day or staying overnight; 3. or from another country or state outside of their place of residence or business. You must provide the evidence utilized in determining your projections. Response 2.1 *Wry wor:ld lourists travel to ldtitas Couniy to attend your evenUactivitylfacility? Many travelers already stop at Bo\ €rs Field for refueling, recreational or business purposes. Many tourists, being aviation enthusiasts and pilots attend aviation events all over the country. We r.vruld be able io encourage tourists to travel to Kittitas County for many reasons, usually nice vreather in August, abundance of outdoor and recreational activities, food and beverage establishnrents within our county, historical purposes and for the fun of the event. lhe bulk of our marketing will be to the Seattle Metro area, Wenaichee. Moses Lake, Spokane, Walla Walla and the Tri-Cities all of which are 50+ miles away. Studies from the International Council of airshora,s indicate thal32% of all spectators travel from 40+ miles away and 12ok travel from 100 miles or more. Considering the success of the Moses Lake airshow in 20 1 9, and their continued effort for June of 2021 , u,e believe there is vast interest in aviation in our region. Our event being smaller and focused on general aviation will drawa smaller croud, hor,rrever we believe seeing 1500+ spectators is atlainable. The study also shows 44o/o of speclators r,ryere with an average of tuo children under the age of 18. With that information we plan to market to school age children and families for the trro-day event. 2500 character linrt Response 2.2 * Application Questions: Part 2 hsorihe the prior success of your evenVactivitylfacility it atlraclion lourisls. This is the second proposed year for the event with the inaugural year being cancelled due to Covid-19, therefore rire do not have historical data for this event. We can use estimates based on other similar events that take place within the region. Many similar events draw several hundred to a few thousand participanis. Last year Hospice friends easily raised over $1000 in the first raeek of promotions, prior to stopping sponsor requests based on the Covid-19 Pandemic. This event vtas well supported by our local community and region. 2500 character linit 3llmpact Response 3: Measuring Results * lbscril:e hniry yw will pnxnle your p.ventiactivity,facility kr attracl t&rflsts. The event will be promoted via regional and national agencies such as the Washington Pilots Association, Eperimental Aircraft Association, Civil Air Patrol and FM. We will promote via radio and broadcast media in eastern Washington and print ads in various ne\n6papers. We are also in the process of developing an online presence for Boraers Field with county lT approval r,rae will be able to promote via web-based marketing programs with Facebook, Google and others. Results will be measured through the use of registration forms for all aircraft participants, online ticket sales, social media contacts arrd surveys done during the event. 250t) character linit Application Questions: Part 3 4lCollaboration lf your organization collaborates or has created partnerships with other organizations, groups, or other events, how is this accomplished? 4.1 Collaboration *We have reached out to Hospice Friends to help promote the event for 2021 and utilize their volunteer corps to help facilitate the event as it was initially their event in 2020. We will also be unrking with CWU's aviation program, Department of Natural Resources and the EAA to facilitate onsite aviation operations. We are also uacrking wiih regional Civil Air Patrol units to being young aviators to the event for ground operations assistance. 2500 cherftxler lirrit 4.2 Promoting Local* tsUSINESS 4.3 l-lost Hotel* l]:scribe hora yori will prorir:te ltxiging establishnenls, reiiauranls. and business located rn l(tiitas County We will promote local lodging establishrnents through early marketing and registration forms for participants of the event. We will r,r,rcrk with local hotels to reserve blocks of rooms for those r,vtro have pre'registered for the event and selected specific accommodations. We will urork with local restaurants to provide Fly-ln special's lor their patrons and plan to promote other businesses willing to provide special incentives for tourists relating to the Fly-ln. We will also promote the farmers markets and other timely events scheduled for the vreekend of our event. Any business sponsors will be added to promotional materials and announced at the event. 2500 ciraracter limt ls there a lrost hotel for your event or glant project? lf yes, lisr the hotel. It No f Yes- 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*Future plans to make this event self-sustaining will primarily be fron'r ticket sales, vendor sales and event sponsorships. We will rely significantly on entrance tickets and food and beverage sales to sustain the event. Sponsorship funds will be less than 2Aok of the generated income from the event in the initial years to guarantee our revenLle model works. Once the model has been proven and lhe event shous growth, lw will look to increase sponsorship rates. 2500 characler lirit Application Questions: ?arl 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 li you had a planned event in 2020. vrheiher il was able to lake place oi' nol, please tlescribe any successes and challenges you experierrced. The event originally designed by Hospice Friends did not take place due to Covid- 19. There u,ere many positive aspects of the original idea. As the person who created this event for Hospice Friends, lfound tremendous support and excitement from ntany of the following organizations; Airlift Northr,rest, Kittitas Valley Hospital, Kittitas Valley Fire and Rescue, Department of Natural Resources, Tom Dent (State Representative), County commissioners, City officials and many local businesses. There rrms interest fornr the US Army and civilian aircraft ovrners wlling to suppod the event. Over $1000 was raised in the first week of promotiolrs, prior to stopping sponsor requests based on the Covid-19 Pandemic. 2500 oharacler Iinit Additional lnformation ln determining our projected spectator and lodging nunrbers we used ihe lnternational Council of Airshows Study from 2018. This study stated that on average 32% of spectator travel from 40+ miles and 12% travels 100+ miles to attend aviation events. With the expectaiion of approximately 1500 spectators we have based the participation on these numbers. I have attached the graphs fronr the lnternational council of Airshorirs to back up lhis data as ihis is a new event. The other portion I have enclosed is to showihat 44olo of Ihe attendees bring an average of 2 children under the age of 1 B. 2500 charar:tar linit Supporting Documents You ney upload any suppoding docufierrts such as graphs, innges, riiagrans. nnrketing rrate,rials, etc. Slide 1.pdf 110.72K8 Slide 27.pdf 60.39K8 You are allowed kr subnit up io 3 single page (l-6 i-etter) docunEnts ir Jre, S or TIFF lornet 7l Previous Lodging Tax Grant lnformation Previous Years Awarded Lodging Tax Grants * Fl-:s your evenl receiveci Loriging lax funds in previous years? f No, this eventlproject has not previously received Lodging Tax Funding G Yes, 1 year previous r Yes, 2 years previous f Yes, 3 or more years previous Overall Attendnace Number of people travelling more than 50 miles for your event? 20'19 Actual* 2021 Projected * 0 450 Number of people traveling from outside WA State for your event? 2019 Actual* 2021 Projected* 020 The number of overnight guests who stay in paid accommodations in Kittitas County for your event 2019 Actual* 2021 Projected* 060 Number of paid lodging room nights resulting from you eventlactivity/facility? 2019 Actual* 2021 Projected* 035 2019 Actual* 0 Prior Year Paid Overnight Stay Data 2019 Methodology* 2021 Methodology* 2021 Projected* 1,500 h addition to field above. you ray upload lhe evidence to suppol the p.icr years' r'oonlniglrt infornation. You ney upload up 10 thre€ sing{e pages (LF Lefter"}. of infiynation. lf you a single xulti-page docuffent, only the lirst 'lhree pages will be considered. The following fornets. will be accepted: Jre. FS cx llFF Wrat rrelhodology did you use to calculale the 2019 actual nunters? l- Direct Couni (preferred) l- lndirect Count l- Representative Survey l- lnformal Survey (preferred) l- Structured Estimate 17 other NO Event !rytrat nethodology will you r-rse to calculate the upconing nunters? 17 Direct Count (preferred) l- lndirect Count l- Representative Survey lfl lnformal Survey (preferred) V Structured Estimate f other Methodology Narrative * Application Questions: Part 5 Hease explain. Projected numbers have been established through the lnternational Council of Airshotus and our local demographics. We followed a study by the lnternational Council of Airshows who do statistical surveys every 2 years. The last information u€s taken from the 2018 study. This study gave insight to spectator travels, ages, and basic demographics across 1 1 different events. The study showed 32% of spectators travel 40 miles or more to attend this type of event. ll also stated thai 12o/otravel 100+ miles to attend aviation events. For clarification, this is spectator numbers not participants. We estimate these numbers to be much higher for participants than spectators. We will assume 50-60% of participants will conre from 50+ miles a\ /ay as they will fly-in. We also believe 25% or more of the participants will come on Friday and stay over at local hotels and leave the following day. To determine the actual numbers and areas of iravel results will be measured through the use of registration forms for all aircraft participants. online ticket sales, social media contacts and surveys done during the event. 2500 clraracler iirit SlFunding Does your organization have, or have you applied for, grant funding from other sources? lf not. lr,hy not? lf yes. please list the funding you have for ihe project, including any volunteer and in-kind sources in Question 9l Project Budget Overview. Funding sources and amounts r,rihich have not yet been secured will be listed separately, in the field(s) directly below Finally, what changes raould occur if the project couldn't be funded? Other Funding * Eplanation * Funding Shortfalls* Matching Funds Percentage Lbes yor.rr organization have, or hzrve yo: applied fo funding ironrother sources"l {' Yes ir No lf nr:|. why not? We vrere notified within the past couple days that Hospice Friends was not pursuing the Fly-ln for 2021 and r,le have not had time to apply for other funding. We will be seeking additional funding in the coming months. 2500 character lirrit Vl,lral ch;:nges will k; mrde if iunding for your reqiiesl is not ayail,llle or reccnnended? lf r,riie will not be able to receive funding we will pursue oiher sponsors and avenues to reach out goal of 8000. We have reduced the amount fornt last years request to lessen the burden on the Airpori Budget if the fr-rnding is not available. lf funding is not received fronr this grant opportunity and other sources are not attainable. we will restructure our advertising budget. 250{l character lin.it. 163.75 To lhis f ield will aub fillwith the col.r'e.ct percentage baserj on yollr input to budget se.clion below 9l Project Budget Overview 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 projectlevent 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 which are ongoing for more than one (1) year, please also submii actuals from tlre previous three (3) years of operations (need not be consecutive) for the project/proposal if applicable. Foranyclaimed 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 instance, if you are claiming in-kind contributions in the form of advertising match, a binding contract itemiZng 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 Fcr any claimd in-kind contributions valued at $500 ry nrDre ald related to rrarketingladvertising, you m.st subml verifying docunentatio{} which assures the contributlcxr will be provided. Budget Year Edit if necessary 2017 2018 2019 Revenues From Consolidated Lodging Tax Grant Past Actual 3 Past Actual 2 Past Actual 1 LTAC Grant $ 0.00 $ 0.00 $ 0.00 Funding All Other Revenues Account Name Ticket Sales Concessions Sponsorship Past Actual 3 $ 0.00 $ o.oo $ o.oo Past Actual 2 $ o.oo $ o.oo $ o.oo Past Actual 1 $ o.oo $ o.oo $ 0.00 Past Actual 1 $ o.oo Past Actual 1 2021 Projected $ 8,000.00 Projected $ 8000.00 $ 2500.00 $ 2600.00 Projected $ 0.00 Projecied 306 ln-Kind Contributions (except volunteerism) Account Name Past Actual 3 Past Actual 2 $ 0.00 $ 0.00 Contributions of Volunteer Time Past Actual 3 Past Actual 2 Number of Hours Evidence of Volunteer llease u$oad a single file which offers evidence;n support of the pm,jected vdunteer hours. Contributions* Volunteer Hour projection.pdf Calculated Value of Projected Volunteer Time $ 7,209.36 112.27K8 Past Actual 3 $ 0.00 Past Actual 2 $ o.oo Past Actual 1 $ o.oo Projected $ 28309.36Revenue Totals Expenses Account Name Advertising Promotional Materials Tent Rentals Lavatories Hospitality / VIP Security Transportation Audio Equipment Expense Totals Profit & Loss Past Actual 3 $ o.oo $ o.oo Past Actual 3 $ o.oo Past Actual 2 $ o.oo $ o.oo Past Actual 1 $ 0.00 $ o.oo $ o.oo $ o.oo $ 0.00 $ 0.00 $ 0.00 $ o.oo Past Actual 1 $ 0.00 Past Actual 1 $ 0.00 Projected $ 6000.00 $ 2000.00 $ 2000.00 $ 1500.00 $ 1000.00 $ 800.00 $ 700.00 $ 500.00 Projected $ 14500.00 Projected $ 13809.36 $ o.oo $ 0.00 $ o.oo $ 0.00 $ o.oo $ 0.00 Past Actual 3 $ o.oo $ o.oo $ 0.00 $ o.oo $ o.oo $ o.oo $ o.oo Past Actual 2 $ 0.00 Past Actual 2 $ 0.00 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, unlaw{ully discriminate against any employee, applicant for employment, client, customer, or other person who might benefit from said contract, by reason of age, race, color. ethnicity, sex, religion, military status, sexual orientation, creed, place of birth, or disability; 2. That it will abide by all relevant local, state and federal lanrs and regulations and; 3. That it has read the infornration contained in the lnstructions on pages 1 and 2 and understands and will comply with all provisions ihereof. Certified by: Name *Ken Grannan Sign Applicant'sTitle* AirportCoordinator w-9 Request for Taxpayer ldentification Number and Certification ) Go to www.its.govlFormW9 tor instruclions and the latest information. 9 rctL L Date > Give Form to the requester. Do not send to the lRS. o oo)(E o-co,oocoo>i: oiE'6 Go o(,oooo on your tax return). Name is required on this line; do not leave this line blank. of Kittitas 2 Business name, 4 Exemptions (codes apply only to certain entities, not individuals; see instructions on page 3): Exempt payee code {if any) 3 Exemption {rom FATCA reporting code (if any) lAppl;es lo eccounts mninlainad outsida the U S.) Requester's name and address (oplional) account num Enter yourTlN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN), However, for a resident alien, sole proprjetor, or disregarded entity, see the instructions for Part l, later. For other entities, it is your employer ideniification number (ElN). lf you do not have a number, see How to get a Il/V, later. Note: lf the account is in more than one name, see the instructions for line '1. Also see What Name and Number To Give tho Fequester for guidelines on whose number to enter, Under penalties of perjury, I certify that: 1. The number shown on this form is my coftect taxpayer identification number {or I am waiting for a number to be issued to me}; and 2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified bythe lnternal Revenue Service (lRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and 3. I am a U.S. citizen or other U.S. person {defined below); and 4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is corroct. Certification instructions, You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply, For mortgage interest paid, acquisition or abandonment of secured property, cancellatron of debt, contributions to an individual retirement arrangement (lBA), and generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TlN. See the instructions for Part ll, later, Form (Rev. October2018) Depa.hgnt o{ the Treasury lnternal Revenue S6ruice Sign Here General lnstru ons Sectlon reJerences are to the lnternal Revenue Code unless otherwise noted. Future developments. For the latest information about developments related to Form W-9 and its instructions, such as legislation enacted after they were published, golo www.irs.gov/FormW9. Purpose of Form An individual or entity (Form W-9 requester) who is required to file an iniormation return wiih the IRS must obtain your conect taxpayer identification number fflN) which may be your social security number (SSN), individual taxpayer identification number (lTlN), adopiion taxpayer identification number (ATIN), or employer identification number (ElN), to report on an information return the amount paid to you, or other amount reportable on an information return. Examples of informaiion returns include, but are not limited to, the {ollowing. . Form 1099-lNT (interest earned or paid) ot -)0> (dividends, including those from stocks or mutual funds) . Form 1099-MISC (various types of income, prizes, awards, or gross proceeds) . Form 1099-8 (stock or mutual fund sales and certain other transactions by brokers) . Form 1099-5 (proceeds from real estate transactions) . Form 1099-K (merchant card and third party network transactions) . Form 1098 (home mortgage interest), 1098-E (student loan interest), '1098-T (tuition) . Form 1099-C (canceled debt) . Form 1 099-A (acquisition or abandonment of secured property) Use Form W-9 only if you are a U,S. person (including a resident alien), to provide your correct TlN. lf you do not return Form W-9 to the requester with a TlN, you might be subject to backup withholding. See What is backup withholding, later. 3 Chsk appropriate box for fed€ral tax classification of the person whose name is entered on line 1 . Check only one of the following seven boxes. fl lnaividual/sole proprietor or n c corporation tr S Corporation D Partnership n TrusVestate singl6-member LLC fl t-imiteO liability company. Enter the tax classification (C=C corporation, S=S corporation, P=Partnership) > _ is disregarded from the owner should chrck the appropriate box for ihe tax classification of its owner Other CheckNote:the ifLLC LLCthe is another LLC that street, and apt. or suite no.,lnstruclion$, IJU" state, and code n NumberPart I €mployor I 1 6 0 0 1 3 4 I Part ll Signature of U,S. person Cat. No. '10231X Form W-9 (Hev. 10-2018) Vol unteer Hou r Projection Bowers Field Fly-ln Volunteer hours projection for the Bowers Field Fly-in is strictly based on information from past events held during my time with Hospice Friends. The Car show which spanned a Friday and Saturday averaged 300-400 hours of volunteer time in preparation for the event. We anticipate approximately 280 hours of volunteer time as follows: Friday Evening: o Admissions o Airport Operations o VIP Dinner: Saturday Fly-ln Event: o Admissions o Airport Operations r Crowd Control o lnformation/FirstAid Total Event Volunteer Hours Ken Grannan 5 Volunteers for 4 Hours = 20 Hours 4 Volunteers for 6 Hours = 24 Hours 5 Volunteers for 4 Hours = 24 Hours 5 Volunteers for 5 Hours = 30 Hours 8 Volunteers for 12 Hours = 96 Hours 10 Volunteers for 8 Hours = 80 Hours 4 Volunteers for 8 Hours = 32 Hours = 305 Hours Distance Traveled to Attend the Air Show by Air Show Spectators, 201 8 vs. 2008-2016 average 2 35 30 25 20 15 10 20.8 L0.3 less than LO 10-20 miles 2O-4A miles 40-60 miles 60-80 miles miles 5 0 80-r.00 miles LO.4 100+ miles 6.66.2 5.7 t Did you attend today's show with a child under 18 years of ag e? lf yes, how many children were in your group? T2 55. 44.3 t4.35.4 lYes rNo r1_ t2 r3 .4+ Mean Average: 2.17 children per suruey respondent 37.6 Exhibit "8" 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 Advertisins and nline Disolav Advertisins 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 alltypes (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. Advertising 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 aIIOO% 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 alTOO% 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 specif,iing 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. Television Advertising: L 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 at1,0O% 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 8,2(a) above, advertising may be reimbursed at the rate of 7O% 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 specifuing 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. Direct Mail: 7. Direct mail advertising may be reimbursed at 100% 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 req uired documentation. E. Flvers/Posters: 1. Flyers or posters which are placed outside of Kittitas County may be reimbursed at lO0% 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 atTOO% 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 vertisins: L. 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 atLOO% 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. Operation Reimbursement: 1'. Operation costs may be reimbursed lOO% 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 tol% 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