HomeMy WebLinkAboutLT-2021-020-WASARVACLT-2O2L-O2O-WASARVAC
2021 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND WASHINGTON STATE SEARCH AND RESCUE
VOLUNTEER ADVISORY COUNSIL AKA WASARVAC
This Contract, effective January 'J,,2021- 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 ("City"), a subdivision of the State of Washington, and WASHINGTON
STATE SEARCH AND RESCUE VOLUNTEER ADVISORY COUNSIL AKA WASARVA ("Contractor")
for the 2021 Annual Washington State Search and Rescue Conference ("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 nine hundred (56,900.00) (54,448.00 City of
Ellensburg lodging tax funding and 52,452.00 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 six thousand nine hundred
(56,900.00) (54,448.00 City of Ellensburg lodging tax funding and 52,452.00 Kittitas Co.
lodging tax funding).
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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 Cou nty Auditor
Attn: Aud itor's Accounting
205 West 5th Ave - Suite 105
Ellensburg, WA 98926
a ud itorsaccou nting@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 Hand Sanitizer - Personal use and for classrooms
o Additional social distancing / masking signage
r Masks, Gloves, Face Shields
r Additional registration materials i.e. contact tracing
o lD system (lD Badges) Conference COVID security
e Rentals
r Programs
o Other COVID related protection items
o Printing, Advertising, Programs, Supplies
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 bottled water.
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.a spx
Section 3- Perfor mance 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
_2027 County Lodging Tax Funding Agreement Page 2
LT-2O2I-O2O-WASARVAC
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.
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, mental disability or any other
protected status recognized under local, state or federal law.
e. The Services shall at all times 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. ln nitv, 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,
tn,7 County Lodging Tax Funding Agreement Page 3
LT-202L-O2O-WASARVAC
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;
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.
a
a
Section 5. Compliance with Public Records [aw.
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.
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. Insurance 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.
a
c
a
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LT-202T-O2O-WASARVAC
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.
Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
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.
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.
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
a
c
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LT-202L-O2O.WASARVAC
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 Contractor'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.
e. 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 Washingtort 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
_2027 County Lodging Tax Funding Agreement Pdge 6
LT-2O2T.O2O-WASARVAC
to the agreement that are mutually satisfactory and not otherwise contrary to law, includingbut not limited to a change in the dates for completion of any portion or the entirety of this
agreement.
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]
[Address]
[Telephone]
_2027 County Lodging Tax Funding Agreement Page 7
6x,htb:t "no
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2O2O*
Submittal lnstructions
& General
lnformation *
Dd you aftefld the &ant Applicatior V\brkshop - 2020 hosted by the ldltitas &unty Oranier of tloffnerce?
i; Yes
(*No
t; Yes,
I have read and utrderstand SJllri{lal lnstructions and Celreral lnfornation for the 2021 Lodghg Tax Gant Fllnding
Rocess
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
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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* Washington State Search and Rescue Volunteer Advisory Council {aka)
WASARVAC
Organization Address * Street Address
301 Rogers Street NW
Address Line 2
otv
Olympia
F:siall Zip tue
98502
Sltate / Flovince / Region
Was
Country
USA
Organization is a:*f Business
li 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 of SARVAC tRS ElN.pdf
organization status *
Acceptable file fornnts inclLrrle: Js. FDF or llFF.
Project Contact I nformation
68.08K8
First Name*Biil
Gillespie
360-352-4864
Last Name*
Phone Number*
- ..*tmail billsar@hotmail.com
Project or Event lnformation
ProjecUEvent Mme* Annual Washington State Search and Rescue Conference
Service Categories Check all categories llut ap$y to this applicatior
l- Tourism promotion/marketing
l- Operation of a special event designed to attract tourists
l- Operation of a tourism related facilily
[7 Other EcJucalional Search and Rescue Vr:lunteer Conference classes
Event Dates
Please provide any specific dates, or range of dates, on wtrich your event or project will be held. You may add as many
dates or date ranges as necessary.
Event Dates
Start Dates*
612112021
ProjecVEvent
Location *
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
End Dates
612712021
Kittitas County Event Center arrd Ceniral
Washington University
f Ongoing ProjecVEvent (More than four years in existence)
6 NewProjectlEvent (Four or fewer years in existence)
$ 9200.00
lf you sdected "Orgcing RqmVBrenf' above tlis ann"mt nay not exceed 10% of lhe total expense budget of this
project.
Funding Request Max
Tourism Seasons*Fromthe list below, what season will your prqecl enhance toiuisrrl? Select arry r,vlrrch apply.
f- Year-round (January - December)
l- Off Season (November - February)
l- Shoulder Season (October or March - May)
17 High Seasbn (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:
ProjecVEvent*uescflptron
This project is the Washington State Search and Rescue 202'l Conference
proposed for June 21 - 27 2021 in Ellensburg at a split venue of CWU and KVEC.
Hosted by Washinglon State Search and Rescue Volunteer Advisory Council (aka
WASARVAC) Kittitas County Search and Rescue, Kittitas County Sheriff Clay
Myers KCSO, and a host of volunteers from other SAR units in Washington State.
Hislory of the Conference in Ellensburg: ln 2018 and 2019 Sheriff Gene Dana
KCSO, and Kittitas County SAR committed to partnering with the WA State SAR
Volunteer Advisory Council (SARVAC) for co-hosting the State SAR Conference
The conference provided a split venue bet\,een CWU and KVEC for both years,
2018 and 2019 Conferences received very high ratings in post Conference
attendee and instructor questionnaires.
ln response to COVID 19 the 2020 Conference scheduled for June of 2020 rms
cancelled.
The Conference is dedicated to training classes for Search and Rescue Volunteers
and Professionals for the greater good of the State(s) Country(s) and Communities
in which they serve.
The Conference typically has 250-350 attendees. The conference is open to the
public. Vendors provide SAR specific products and resources. During the 2019
conference we advertised and added 4 free public classes. At this conference SAR
volunteers and professionals of all ages travel and stay in Kittitas County. where
they eat in our restaurants, stay in our hotels, explore wtrat lte have to offer, camp
and wani to come back.
Future plans for the conference is to remain in Kittitas County
SARVAC is a statewide volunteer organization that oversees training and other
volunteer needs including training provided by Washington State Department of
Emergency Management, which provides funding for some instructors and specific
classes at the conference.
25{10 character lirit
List of lntended Use of Funds*
Hand Sanitizer - Personal use and for classrooms
Additional social distancing / masking signage
Masks, Gloves, Face Shields
Additional registration materials i.e, contact tracing
lD system (lD Badges) Conference Covid security
Rentals
Programs
Other COVID related protection items
Bottled vwter
Printing, Advertilng, Programs, Supplies
2l Suppoding Kittitas County as a tourism destination.
1. Away from their place of residence or business and staying overnight in paid accommodations;
2. f o a place fifty miles or more au€y 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 *
Response 2.2 *
Application Questions: Part 2
Wry wanld tcx-rrists lravd to Kittitas Oounty to attend your eventlactivity,.iacility?
During the June 2019 conference:
295 SAR Volunteers paid regisirations for the 3 day conference June 21-23
86 SAR professionals and SAR Volunteers attended the pre conference June 17-
20.
Conservative estimates: The 86 thal attended the preconference (June17-20).213
stayed in Hotel/Motel 1/3 Camped. (minus 10 that live less than 50 miles auray)
Hotel/Motel $187 average per night for a 3 night stay= 926,OUO
Camping $52 average per night for a 3 night stay = g 3,740
Conservative estlmate: The 295 that attended the Conference (Jr-rne 21-23) 2/3
stayed in Hotel/Motel 113 Camped. (minus 20 that live less than 50 miles auay)
HotellMotel $187 average per night for a 3 night stay = $102,102
Camping $52 average per night for a 3 night stay = g 14,aU,
Estinrated spending irrtroduced into Kittitas County during the June 2019 SAR
Conference: $148,248
Estimates achieved using attendance information from the 2019 conference and by
using rates from Kittitas County WA Tourism Alliance Dean Runyan & Associates
study published May 2018 page 95.
2500 character linit
Describe the ryio success of your evenyact'vitytfacility in attraction tcr.Jrists.
The WA State SAR Conference has been held in Kittitas Co. in 2013, 2018 and
2019.
lnstruclors, Attendees and Vendors come fronr Washington, Oregon, ldaho,
Montana, California, Virginia, Canada, lceland and NewZealand.
The majority are from Western Washington, with an estimaie of 20-30 altendees
that live less than 50 miles ai,wy.
(Note: The 20-30 that live less than 50 miles avray M€re not included in lhe
estimate in the 2.1 Evidence response)
2500 character lirit
3llmpact
Response 3:
Measuring Results *
Application Questions: Part 3
Describe how you will prorote your evenUactivitylfacilily to attract toJrisls.
We will be using Online, Social Media, Radio, Nevrrspaper and if possible Television
advertising for marketing.
All logolbranding requirements for the Lodging Tax grant will be adhered to.
Measuring Results: We will use paid registrations and attendance counts for free
public classes to track attendees. (Direct count)
We will ask the Hosi Holels and Campgrounds for paid room or campspot counts
when vrc set up the reservation blocks. And retrieve that information post
conference. (Direct count)
Representative Survey: We will send out a Survey Monkey to all attendees and
instructors post conference.
2500 character lin'it
4lCollaboration
lf your organization collaborates or has created partnerships with other organizations, groups, or other
events, how is this accomplished?
4.1 Collaboration *Collaboration: This entire conference is designed as a collaborative effort betuieen
the volunteer organizations: Washington SARVAC, Kitiitas County Search and
Rescue, the government organizations WA State Depa(ment of Emergency
Management, Kittitas County Sheriffs Office, Kittitas County Event Center, and
Central Washington University. We also work with the Ellensburg Chamber of
Commerce for handouts and tourism information.
Also with local hotels to arrange pre-booked blocks of regisirations and published
{ares and rates.
WSECU contribuied to the success of the Conference last year and ue continue to
look for additional sponsors for this event.
For 2A21 vr,e are planning a Conference social event. This event is in the planning
stages, bui will include the use of either catering, food trucks and or local
restaurants and Brer,veries.
2500 characier limt
4.2 Promoting Local
Business *Describe hc'\t you will prorcte lfflging estadishrrents, restauranls. and business located i'r l(tlRas Grnty
Marketing: WASARVAC will continue to make arrangements with Hotels/Motels and
Camping sites for Corrference attendees.
For 2021 rae are planning a Conference social event. This event is in the planning
stages, but will include the use of either catering, food trucks and or local
restaurants and Breweries. We will be using Online, Social Media, Radio,
Neuspaper and if possible Television advertising for marketing. All required logos
and information will be used.
There are individual packels handed out to each attendee (suag bags) every year
during conference registration, including Kittitas Chamber of Commerce handouts
and information from upper and lorrrirer counly tourism businesses, Restaurants,
venues, establishments, and advertisements. This will continue to be uiilized and
lve will add information aboui Kittitas County and ideas for things to do while here
to the WA SARVAC registration rarebsite or include it as a downloadable form after
registration.
ln 2019 \ e \nere able to publish a PSA regarding the event in the Daily Record
during the event. We advertised 4 free public classes locally using local radio
PSA's and shared class information through Kittitas County, City Of Ellensburg and
at CWU
2500 character limt
4.3 Flost Hotel*b there a hosi hotel for-your event or grant prQect? lf yes. list lhe holel.
fNo
tt Yes. lbi:day ir:n !::;<1rrr:r,:. i:lc:.:l Wr:l!-.iir i,k.;s. fir:iJ l,.ir::r i;ic:;ll ltr-::il ltaiL
5l Future Plans
Please explain what plans exist to allow this project to become self-sustaining. lnclude any plansfor ticket
sales, event sponsors, and other cost-recovery models.
Future Plans*Self Sustaining: Registration fees are kept as low as possible in order to make this
training conference feasible. The Conference is dedicated to training classes for
Search and Rescue Volunteers and Professionals for the greater good of the
State(s) Counky(s) and Communities in which they serve.
Grant Funds from this Lodging Tax Grant assist in making this event possible.
WSECU contributed to the success of the Conference last year
We continue to look for additional sponsors for this event.
Self sustainability is not predicted at this time.
2500 characler linit
Application Questions: ?art 4
6l Additional lnformation
Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your
proiect and its benefit to tourism.
2020 lnformation lf you had a Strantretl evelrt in 2020. whether it \,,ras ade b take place or not, please describe any successes and
challenges you experienced.
We had planned for June 15-21 WASARVAC Conferenaein2020.
Challenges: The June 15-21 2020 Conference \,as cancelled due to COVID 19.
We are anxious about 2021 arrd whether or not a gatherirrg this large will be
permitted in June of 2O21 . We also have concerns that if the conference is not held
in 2O21 it will have impacts on SAR units across Washington State. (Note: many of
the classes presented at this conference are field training and classtoom classes
lhal rrculd not otherwise be available lo SAR Volunteers)
Successes: We have been meeting regularly to discuss alternative ways to partially
accomplish the goals of ihis Conference. i.e. smaller classes, online classes,
alternative siles, some classes in Ellensburg.
2500 character lirnt
Additional lnformation This is an educalional conference for SAR Volunteers. This Conference is the
longest running in the US and we are fortunate to have this type of training. Most
attending are from Washington State. This kind of visitor exposure to Kittitas
County is e>pected to produce repeat visits for recreation and training for SAR
volunteers and families.
Hotivever, there is a greater purpose for this conference. These SAR VolLrnteers
attend the conference so that they are prepared for SAR missions year around in
the communities ihat they live in. ln most counties in Washington State. SAR
volunteers are used as a support resource for a wide variety of emergency
services.
Note:Spring of 2019 and Spring of 2A20 hundreds of SAR volunteers from oiher
counties in Washington State came to Kittitas County for an evidence search. (This
has happened in 2018,2019 and nowin 2020.)
Without proper trained personnel these SAR and Community responses u'ould not
be possible throughout the State.
There are individual packets handed out to each attendee (suag bags) every year
during conference registration, including handouts and information from upper and
lower county tourism businesses, venues. establishments, and advefiisements.
This will continue to be utilized and \e will add irrfornration about Kitlitas County
and ideas for things to do while here to the WA SARVAC registration websiie or
include it as a dowlloadable form after registration.
ln 2019 we were able to publish a PSA regarding the event in the Daily Record
during the event. We advertised 4 free public classes locally using PSA's and
shared class information through Kittitas County, City Of Ellensburg and at CWU.
h 2A19 \ /e offered 4 public classes at lhe KVEC Western Village on Saturday June
22nd. These were advertised, free classes for the public. Winter Safety, Outdoor
Safety, Essentials for the Outdoors and an ATV Safety class. All of these classes
vlere 90 minutes and taught by SAR lnstructors. We will offer additional public
classes in 2021 and advertise them locally and expand advertisements to Yakima
and Western Washington areas..
2500 chaB0ter linit
Supporting Documents Yol nly uploati any suppodiqg drcunents such as graphs. ina51es. diaeranr. nLrrkelirrg rmtet ials. ek;.
You are allo\,ved to subrit up to 3 single page (LE Lefter) docunenls in JPG FIJF or llFF fornai
7l Previous Lodging Tax Grant lnformation
Number of people travelling more than 50 miles for your event?
2019 Actual* 2021 Prqected*
361 380
Number of people traveling from outside WA State for your event?
20'19 Actual* 2021 Projected *
30 30
The number of overnight guests who stay in paid accommodations in Kittitas County
for your event
Previous Years
Awarded Lodging Tax
Grants *
Overall Attendnace
2019 Actual*
381
2019 Actual*
345
Prior Year Paid
Overnight Stay Data
2019 Methodologyl
l-bs your event received Loclging Tax funds in previojs years?
i No, this event/project has not previously received Lodging Tax Funding.
f Yes, 1 year previous
6 Yes, 2 years previous
f Yes, 3 or more years previous
202'1 Projected *
400
2021 Projected*
360
h addition to field above, you rray upload the evidence to support the prior years' roonJnight ;nforrretJon.
Y<ru nay Lrpload up to lhree sirgle pages (L-S Letter), of irrfsrartion. lf you a sirrgle m-rlti-page doclln?nt, only the iirst
three pages will be considered. lhe fdlowing fornats. will be accepted: JPG. Fff or llFF
Wut rrethodology did you use to calculale the 2019 actual nunters?
J- Direct Count (preferred)
17 lndirect Count
l- Representative Sr-lrvey
V lnformal Survey (preferred)
17 Structured Estimate
f Other
Number of paid lodging room nights resulting from you event/activitylfacility?
2019 Actual* 2021 Projected*
345 360
2021 Methodology*
Methodology
Narrative *
ilhat nethodoir:gy will you iise to calculate the upcoffing nunters?
l- Direct Count (preferred)
l- lndirect Count
l- Representative Survey
l- lnformal Survey (preferred)
17 Structured Estimate
l* other
Flease explain.
Our overnight stay information is based on the number of paid registrations and
uhere they are from.
The preconference is Mon-Thurs of the conference. ln 2019 ra,re had 86 enrolled
(10 from 50 miles or less) We allovrred 3 nights stay with 2/3 stayed in HotellMotels
and '113 Stayed at Cantpgrounds.
The main Conference is Fri-Sun. Classes start at B am on Friday and main
registration check in is on Thursday evening.. ln 20'19 ra,e had 295 enrolled (20
from 50 miles or less) We ailou,ed 3 nights stay with 2/3 stayed in HoteliMotels and
'113 Stayed at Campgrounds.
Thjs information is based on paid registraiions, attendance and registrants that live
more than or less than 50 miles auay.
2500 character iinit
Application Questions: Part 5
SlFunding
Does your organization have, or have you applied for, grant funding fronr 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, rdrai changes would occur if the project couldn't be funded?
Other Funding *Do€^s your organizalion irave. o' have you appiied lor funding lrorrother sources?
GYes iNo
Funding for which you have applied but not yet secured
Funding Source
WSECU
Funding Shortfalls*
Amount
$ 4,000.00
Wut changes will i.r nude ii furrding fw your reque,sl is not availade or recormrendqi?
Washington State Search and Rescue Conference is an educational conference
thal affords SAR Volunteers (at their owr epense) access to classes.
We anticipate ihat $175 registration fee may need to be raised at some point in the
future in order for the conference to coniinue. Resources, such as the
The Consolidated Lodging Tax Grant assisi in our ability to provide this training.
In short without this grant we will likely need to increase the registration fee to SAR
Volunteers who attend at their orrun expense. These SAR volunieers from here irr
Kittitas County and across the State devote 1000's of hours in training and on
search, rescue and recovery missions each year without recompense and at their
own e4cense.
2500 characler linit.
Matching Funds
Percentage
Verification of ln-kind
Contributions
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 ihe 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 projectslevents which
are ongoing for more than one (1) year, please also submit aciuals from the previot-rs three (3) years of operations
(need not be consecutive) for the project/proposal if applicable.
For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must
submitverifying documentation which assures the contribution will be provided. For instance, if you are
claiming in-kind coniributions in the {orm of advertising match. a binding contract ilemilng the matching value and
obligating each party must be provided.
ATTENTION: ln an effort to allow an adequate level of flef bility for all applicants, not all fields in the birdgei 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,
43.48
o/
lhis lield will auto flllwith the co{rect percentage baseci on your illplit io budget section below
For any clairred i*knd contributicxrs valued at $500 or nore and ,€lated lo ryarketirrg/adrrerlising, you rrust subn"it
verifyirrg docunenlation wlrich assures the contt'iblltion !v jll be provided.
Budget Year
Edit if necessary 2017 2018 2019
Revenues From Consolidated Lodging Tax Grant
Past Actual 2
$ 5,000.00
Past Actual 2
$ o.oo
Past Actual 2
$ o.oo
Past Actual 2
7,1 06
Past Actual 1
$ '10,700.00
Past Actual 1
$ 0.00
Past Actual 1
$ 0.00
Past Actual 1
7,1 06
2021
Projected
$ 9,200.00
Projected
$ 4000.00
Projected
$ 0.00
Projected
7,106
LTAC Grant
Funding
Past Actual 3
$ 0.00
All Other Revenues
Account Name Past Actual 3
wsEcu $ o.oo
Past Actual 3
$ 0.00
Contributions of Volunteer Time
Past Actual 3
Number of Hours
I n-Kind Contributions (except volunteerism)
Account Name
Evidence of Volunteer Hease upload a single file which olfers eviderrce in suppdl of the proiected volunteer ho:rs.
Contributions* WASARCONVolunteerHoursLetter.pdf 182.68K8
Calculated Value of $ 167,417.36
Projected Volunteer
Time
Revenue Totals
Past Actual 3
$ 0.00
Expenses
Account Name
Operational Costs
DEM Classes
KVEC Rental
Expense Totals
Profit & Loss
Past Actual 3
$ 0.00
$ 0.00
$ o.oo
Past Actual 3
$ 0.00
Past Actual 3
$ 0.00
Past Actual 2
$ 5000.00
Past Actual 2
$ 32054.00
$ 35000.00
$ o.oo
Past Actual 2
$ 67054.00
Past Actual 2
$ -62054.00
Past Actual 1
$ 10700.00
Past Actual 1
$ 42000.00
$ 35000.00
$ 4000.00
Past Actual 1
$ 81000.00
Past Actual 1
$ -70300.00
Projected
$ ,l80617.s6
Projected
$ 52500.00
$ 35000.00
$ 4500.00
Projected
$ 92000.00
Projected
$ 88617.36
Application Certification
The applicant here certifies and affirms: 1. That it does not noq nor will it during the performance of any coniract arising
from lhis application, unlawfully discriminate against any employee, applicant for employment, client, customer, or other
persotr who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, serual
orientation. creed, place of bidh, or disability; 2. That ii will abide by all relevant local, state and federal laras and
regulations and; 3. That it has read the information contained in the lnstructions on pages 1 and 2 and understands and
will comply with all provisions thereof.
Certified by:
77lea,at1/i&b2#t,$fgt{fi tr,y**
Name *James Nale for Bill Gillespie
WASARVAC PresidentApplicant's Title*
INTERNAIJ REVENUE SERVICE
P. O. BOX 2508
crNcrNNATI, OH 4520]-
AUG ?1 ?oti_
DEPAR?MENT OF THE TRE,AST'RY
Employer ldentif ication Number :
9L-L6424L1
DLN:
17053155340033
ConEact Personi
CUSTOMER SERVICE ID# 31954
Contact Telephone Number:
(877t 829-5500
Date:
WASHINGTON STATE SEARCH AND RESCIIE
VOIJT]NTEER ADVISORY COUNCTIJ
c/o enrsr.AwN rJoF?oN pIJIJc
C DENNIS BRTSI,AWN
5555 I,AKEVIEW DR STE 2O].
KIRKI,AND, WA 98033
Accounting Feriod Ending:
December 31
Public Charity Status:
170 (b) (1) (A) (vi)
Form 990 Required:
Yes
Effective Date of Exempt,ion:
May L5, 20L0
Contribution Deductibility :
Yes
Addendum applies:
Yes
Dear Applicant
we are pleased to inform you that upon review of your application for tax
exempt sLatus we have determined t.hat you are exempt from Federal j-ncome taxunder section 501(c)(3) of the Internal Revenue Code. Cont,ributions to you aredeductible under section 170 of the code. You are also qualified to receivetax deductible bequests, devises, transfers or gifts under section 205s, 2].06ox 2522 of the Code. Because this letter could help resolve any quest.ionsregarding your exempt,6t,atus, lou should keep it in your permanent records.
organizations exempt under section 50L(c)(3) of t.he Code are further classifiedas either public charities or private foundations. we determined t.hat you area public charity under the code section(s) list.ed in the head.ing of thlsletter.
For important information about your responsibiliti-es as a tax-exemptorganization, go to www.irs.gov/charities. Enter r422L-pCu in the search bar
Lo view Pri-blicat.j-on 422t-pc, Compliance Guide for SOj.(c) (3) public Charities,which describes your recordkeeping, reporting, and disclosure requirements.
IJetter 947
-a -
WASHTNGTON STATE SEARCH A}ID RESCUE
we have sent a copy of this letter to your represenlative as indicated in your
power of at.torney.
Sincerely,
Director, Exempt, Organizations
t
Letter 947
*3-
WASIIINGTON STATE SEARCH AND RESCUE
ADDEIiIDUM
Based on the j"nformation submitEed with your application, we approved yourrequest for reinsEatement under Revenue Procedure 2014*1j.. your effect,ive dat,eof exempt.ion, a6 shown in tbe heading of this letter, is retroactive to thedate of revocation.
l,etter 947
These numbers are conservative and represent 2019 volunteer hours as well as projections forthe 2020
conference. (9 / L3 / 2O2O WASARVACj n)
Dear Lodging Tax Advisory Board,
Thank you for your consideration of our application. Unfortunately, we don't have specific logged data
or sign in sheets for volunteer hours during the 2018 conference, however based on personnel and
hours performed we can provide a close estimation.
The prior conferences, especially the one we were a part of in 2013, would all be similar in volunteer
participation,
Estimated volunteer hours:
Operations during the Conference: 220 hrs.
Planning Meeting's and prep leading up to the Conference: 276hrs.
Scheduling for the Conference: 80 hrs,
Class Development: 240 hrs.
Website Development: 80 hrs.
Volunteers attending classes during the conference: 6,210 hrs.
lnstructors teaching classes during the conference: 210 hrs.
lnstructor preparation prior to the conference: 2L0 hrs.
Total volunteer hours for the 2018 conference: 7,526
Sincerely,
Dave Houseberg
Kittitas County Sheriff's Office
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. PrintAdvertisineandOnlineDisolavAdvertisingofalltypes(includingbutnotlimitedto
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 Advertising 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. 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 Advertisins:
L Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed at lOO% 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 at !OO% 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, (2)(a) above, advertising reimbursement requests must include a
statement from the media provider specifliing 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:
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 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 8,2(al above, advertising may be reimbursed at the rate of 70% of
the total cost, including any production costs.
C. Online Advertisins:
L. Online advertising and promotion may be reimbursed at L00% 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. Direct 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. Flvers/Posters:
t. Flyers or posters which are placed outside of Kittitas County may be reimbursed at IOOo/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 I0O% 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 1-00% 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 Advertisins:
t. 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 atL}o% 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 2F,2(a) above, advertising may be reimbursed atthe rate of 30%of
the total cost, including any production costs.
G. Ooeration mbursement
1,. Operation costs may be reimbursed 100% 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 LOO% 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 SS,O0O.
c. Licenses, permits, insurance, or credit card fees