HomeMy WebLinkAboutLT-2021-021-Chamber-Independence DayLT -202T-021-CHAM BER-CLE ELU M-I N DEPEN DENCE
2021 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND THE KITTITAS COUNTY CHAMBER OF COMMERCE
This Contract, effectiveJanuary 1,,2021is made and entered into byand between KITTITAS
COUNW ("County"), a subdivision of the State of Washington, and THE KITTITAS COUNTY
CHAMBER OF COMMERCE ("Contractor"), for 2O2t Cle Elum lndependence Day Celebration
("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 eighteen thousand seven hundred twenty-nine dollars
(S18,729.00) (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 eighteen thousand seven
hundred twenty-nine dollars (518,729.00) (Kittitas Co. lodging tax funding).
c. Services/Expenses that are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January t5,2022 after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Aud itor
Attn: Auditor's Accounting
205 West 5th Ave - Suite L05
2027 County Lodging Tax Funding Agreement Page 7
LT -2O2T-O21-CHAM BER-CLE ELU M-I N DEPEN DENCE
Ellensburg, WA 98926
a ud itorsacco u ntin @co.kittitas.wa.us
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 Employee travel & training
o Print marketing
o Digitalmarketing
o Stage rental
e Entertainment
. Equipment hire
o Volunteer/ staff training
r Talent fees
o Porta-Potties and soap stations
o PPE
o Tokens
o Garbage
r Fencing rental
o SeatinB rental
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 Applications/ permits
h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
fol lowing add ress: http ://www.co. kittitas.wa. us/a ud itor/defa u lt.aspx
Section 3- Pe bv Contractor
Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County. Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the County's option.
b. Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County. ln no event shall
Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the
e
2027 County Lodging Tax Funding Agreement Poge 2
LT -2O21"-021-C H AM B E R-C LE E LU M - I N D E P E N D E N C E
County. lt is understood that the Contractor and the Contractor's staff and employees are
not employees of the County and are not, therefore, entitled to any benefits provided
employees of the County.
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, maritalstatus, or the presence of a physical, sensory, or mental handicap.
e The Services shall at all times be subject to inspection by and approval of the County, but
the County's making (or failure or delay in making) such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's knowledge of defective or non-complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County with sufficient, safe, and proper facilities and equipment for such inspection and
free access to such facilities.
t. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or its designee, or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine, audit and copy, with or without notice) all of Contractor's books, documents,
papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release, lndemnitv, and Hold Harmless.
The County assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County, its officers and employees,
agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities,
damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
a Any fault, negligence, strict liability or product liability of Contractor in connection with the
2027 County Lodging Tax Funding Agreement Page 3
LT -2O2!-021-CHAM BER-CLE ELU M-I N DEP EN DENCE
Services for this Agreement;
a Any lien asserted upon any property of the County 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
Section 5. Comoliance with Public Records Law.
a. ln compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. ln the event a public records request is made to the County for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County shall provide notice to
Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
c. The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark, copyright or other law.
Section 5. lndu lnsurance Waiver.
With respect to performance of this Agreement and as to any claims against the County, its Additional
lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 5L
of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contracto/s employees
and agrees that the obligations to indemnifiT, defend and hold harmless provided in this Agreement
extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is
mutually negotiated by the parties to this Agreement.
Section 7- lnsura and Endorsements
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.
2027 County Lodging Tax Funding Agreement Page 4
LT -202T.O21-CHAM BER-CLE ELU M-I N DEPEN DENCE
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.
Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County as an Additional lnsured and shall stipulate that the insurance
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
Section 8. Termination.
The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any
portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon
receiving such notice of termination, Contractor shall, except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice. ln the event the
County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of
the date of the notice of termination.
Section 9. Miscellaneous
c
e
a Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
c. Notice for any purpose under this Agreement, except service of process, shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W.
5th Ave. Ste. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by
the County to the Contractor shall be given to the 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.
d. The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict, affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
2027 County Lodging Tax Funding Agreement Page 5
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LT -202L-O21-CHAM BER-CLE ELU M.I N DEPEN DEN CE
This Agreement may be executed in one or more counterparts and by facsimile, each of
which will be deemed an original, but allof which together willconstitute one and the same
instrument.
f. Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement. Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement, and is not in
violation of any applicable law, ordinance, or regulation the consequence of which will or
may materially affect Contractor's ability to perform its obligations under this Agreement.
g. lf any term or condition of this Agreement or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect the other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To
this end, the terms and conditions of this Agreement are declared severable.
h. The exclusive venue for any action brought to enforce this Agreement or any of its terms
shall be in Kittitas County, State of Washington.
The performance of this Agreement is subject to termination without liability by either party
upon the occurrence, or upon the prediction by the National Oceanic and Atmospheric
Administration, any other agency of the United States Government, or any agency of the
Government of the State of Washington of the occurrence of any circumstance beyond the
control of either party-including, without limitation, acts of God, war, acts of terrorism
within a fifty (50) mile radius of Kittitas County, government regulations, disaster,
pandemic/epidemic illness, strikes or threat of strikes (except that neither party may
terminate this Agreement for situations involving that party's own employees), civil
disorder, or curtailment of transportation facilities-to the extent that such circumstance
makes it illegal , impossible or economically impracticable for the parties to complete the
duties and mutual obligations agreed upon and imposed upon them herein. The ability to
terminate this Agreement without liability pursuant to this paragraph is conditioned upon
delivery of written notice from one party to the other within 10 days of such occurrence or
upon delivery of written notice from one party to the other within 24 hours of the receipt of
notice of the prediction of any of the above occurrences. To the extent feasible within the
constraints imposed by any event of the type described above, the parties agree that if the
triggering event is of apparently or likely transitory effect, the parties may negotiate such
amendments to the agreement that are mutually satisfactory and not otherwise contrary to
law, including but not limited to a change in the dates for completion of any portion or the
entirety of this agreement.
2027 County Lodging Tax Funding Agreement Page 6
KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS
Chair
Vice Chair
Commissioner
ATTEST:
Clerk of the Board
APPROVED AS TO FORM
Deputy Prosecuting Attorney
LT.2O2L-021-CHAM BER-CLE ELU M-I N DEPEN DENCE
CONTRACTOR
IPrint Name]
[Address]
2027 County Lodging Tax Funding Agreement Poge 7
Exllrbf t Q fftr
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2O2O*
Submittal lnstructions
& General
lnformation *
Dd you attend the Gant A$ication \4,brkshop - 2020 hostetl by Ure l{fiilas &unty Orarrber of Ccnnerce?
F Yes
CNo
G Yes,
I have read alrd understand Sulxrittal krslrr-rctrons and General lnfornation fot thez}2a Ldging Tax Gant Funding
Rocess
You are strongly encouraged to compose your responses to the questions of this form with a desktop text
editor and save yout work, then copy and paste the infornntion into the form. You may also save a draft by seleciing
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link will also be sent to you in an ernail.
Organization I nformation
Name of Organization * Kittitas Couniy Chamber of Commerce
Organization Address * SheelAddress
609 N Main
Address Line 2
oly
Ellensburg
fustallZip Code
98926
Slale I R'ovince / Region
WA
Oountry
USA
Organization is a: *f Business
{l Non-Profit
(Note: Please submit W-9 for business or IRS Designation Letter for non-profit.)
Click here to view sample documents (redacted).
Upload Proofof 501c6 Status.pdf
Organization Status *
AcceptaHe f ile lornats ir.rclude; Jpe FDF or llFF.
Project Contact I nformation
First Mme*Madison
Last Name *Ford
Phone Number*509-925-2002
_ ..*Emarl madison @kittitascountycha mber. com
Project or Event lnformation
282.73K8
ProjecVEvent Mme* Cle Elum lndependence Day Celebration
Service Categories Clreck all categcx-ies tlrat apdy to lhis apdicaticJl
l- Tourism promotionlmarketing
ly' Operation of a special event designed to attract tourists
l- Operation of a touiism related facility
f other
Event Dates
Please provide any specific dates, or range of dates, on wfrich your event or project will be held. You may add as many
dates or date ranges as necessary.
Event Dates
Start Dates*
71412021
ProjecVEvent
Location *
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
End Dates
71412021
Wye Park, Cle Elum
a Ongoing Project/Event {More than four years in existence)
(' New Project/Event (Four or feurer years in exisience)
$ 30850.00
lf you sdected "Orgcing *ojecU&enf' above this anount nsy not exceed 10% ol the total expense budget of this
project.
Funding Request Max
Tourism Seasons*Fromlhe list below, what seassr will your prqecl enhance tourisrr? Select any rvhich apply.
f- Year-round (January - December)
l- Off Season (November - February)
l- Shoulder Season (October or March - May)
ly' 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.
A
Response 1:
ProjecUEvent*uescnptron
List of lntended Use of Funds *
Employee travel & training
Print marketing
Digital marketing
Stage rental
Entertainment
Equipment hire
Volunteer/ staff training
Talent fees
Porta-Potties and soap stations
PPE
Tokens
Applications/ permits
Garbage
Fencing rental
Seating rental
ln Cle Elum. the po\fier of community is in the people. Tourists travel to Cle Elum to
eperience the por,rrer of a small, tight knit community that is rarely experienced in
urban areas. The excitment that an lndependence Day Celebration can bring io
this already nosolgioc holiday weekend not only provides a festive enviromerrt to
celebrate our nation's independence, but also wll help leverage our surrounding
businesses and generate heads in beds.
The lndependence Day Celebration will be a free and open event from noon to 10
pm serving as a "hub" of happenings on lndependence Day, providing live
entertainment before the firerirorks show that will draw padestrians and travelers
driving by dor,mtor,rn, and keep them there. We plar"r to use Wye Park on 1st street
to host a family-friendly event with something for everyone during the entire day.
Activities will feature a beer garden, a raffle, and a kids zone- wtrich will be a unique
and family-friendly draw into the park.
Food trucks that will help take the heavy load of visitors off local establishments,
and a beer garden featuring local breu,eries in partnership with Sandona Beverage
will drawvisitors to stay in the area for the full day. We plan to utilize the stage with
6 different local entertainers throughoul the day (4S-minute sets with 1S-minute
breaks). Each entertainer will atiract audiences of diverse interests, and a kids'
area with a bourrce house and interactive games will serve as a playful elenrent to
the event, setting the tone as kid-friendly. The celebration will be a "buffer" of
something to do betureen activities downtornn for those popping in and out of local
businesses and various \i,ays to celebrate.
For every hour of travel, a tourist needs at least 4 hours of activity, and we are
helping bridge the gap between activities and dining to encourage staying in local
accommodations. We know that by including this celebration in one of the hottest
u,eekends in Upper County, we are opening the door for families that would not
have stayed multiple nights and giving them a reason io stay in Cle Elum on
Saturday night after the parade and before the fireworks showon Sunday.
2500 chararler lirit
2l Supporting Kittitas County as a tourism destination
1. Auay from their place of residence or business and staying overnight in paid accommodations;
2. To a place fifty miles or more a\ ay fronr their place of residence or business for the day or staying overnight;
3. or fronr another couni.y or state outside of their place of residence or business.
You must provide the evidence utilized in determining your projections,
Response 2.1 *\Atry wruld tourisls travel to Kitirtas Cout-lty to attend your evenllactivity/facility?
We know that lndependence Day in Cle Elum is a popular ra,eekend for visitation
with a 34.4% higher average accommodation daily raie. ($106.13 average
compared to $142.66 this r,r,eekend each year) Since iae know visitors enjoy the
small-town feel of a 4th of July tucked away in the mountains, our goal is to
capitalize on this inlerest, developing an event that encourages visitors to stay
Saturday night and celebrate with the locals on Sunday. We see this as an
opportunity to punctuate the strong community connection betu,een Kittitas County
and it's travelers- welcoming visitors, friends, and family to experience it with us.
2500 character lirrit
Response 2.2 *Describe the prior success of your eventracttvrtyifaciltty ir'l atfaclion tourists.
This is the first annual event, so we do not have concrete quantitative daia from
years past. Our projections are based on a similar event called "4th of July
lndependence Celebration", which is hosted by the Silver Valley ldaho Chamber of
Commerce. The popr-rlation in Silver Valley is aboui 13,000 within 60 miles, but with
a location that is 30 minutes from Coeur D'Alene, t hour from Spokane, t hour
from St Regis Montana- they are a centralized tourist locatiorr similar to Cle Elum.
We intervieurcd this Chamber and anticipate at least the same turnout just for this
event, ai least 1,000 attendees that will make the choice to visit because of this
event. Silver Valley reported that they usually have betrlreen 30%-50% from over
50 miles ar,ray depending on wtrat day of the week the 4th lands on, so \n/e
conservatively project that 40% of attendees will stay in overnight paid
accommodations in Kittitas County. (400 divided by 2.5 average guests in each
room = 160 nights booked)
250C character lirit
Application Questions: Parl 2
3llmpact
Response 3:
Measuring Results *
Application Questions: Part 3
Describe hottr you will prormle your evenVactivity/facility to attracl tourists.
Attracting tourists starts with providing resources for their visit. We will develop an
event Facebook page that will promote different components of the event,
highlighting local partner activities, businesses, and accomidaiion options on
DiscoverCleElunr.com. The majority of the paid marketing will be geo{argeted to
audiences 50 miles or ntore from Kittitas County, in our main demographics of
Pierce and King counties.
To ensure that rae are attracting a large audience fronr outside of the county as
opposed to local attendance, !1€ will track attendees via surveys at the event to
gain data on where they are traveling from, their plans on lodging, and howthey
heard about the event, to better pinpoint w,hat marketing strategies are most
effective to reach these audiences in the future.
Additionally, we will use ticket purchases, social media engagement, and M,ebsite
traffic to gain data about attendees and where they are traveling from. We will also
distribute print material in the community, as ne knowthat marry locals invite
travelers from around the state to visit the area for lndependence Day.
2500 character limt
4lCollaboration
lf your organization collaborates or has created partnerships with other organizations, groups, or other
events, how is this accomplished?
4.1 Collaboration *We Wll r.vork with the current 4th of July happenings in the area to cross-promote
things to do dor,tntown before. after, and during the celebration. We currer-rtly
partner with organizations throughout the year such as the Cle Elum Doltintoun
Association, Suncadia Resort. the City of Cle Elum, Pioneer Beverage, local
entertainers, PSE, Fish, PCC, The Nature Conservancy, our sponsors, and many
others wtro have all epressed interest in being a part of this event in 2A21 and
help push it out to their audiences.
2500 character liml
4.2 Promoting Local*Bustness
4.3 Host Hotel*
Describe how you vvill prorDte lodging establishnEnts, restaurants. and business locrled in l(ttiias C.unty
We will link to DiscoverCleElum.com on our event page, and encourage travelers to
eplore accommodation options and things to do during their stay in Cle Elum. We
will partner with CEDA to promote the event and get local businesses prepared and
excited to serve travelers. When the event date arrives, we will provide the Central
Washington Visitors Guide, the Tribune's E4olore Kittitas County guide, and the Cle
Elum Town Guide at our welcome table. We will also help directly support our
Kittitas County businesses by choosing beer vendors. booth vendors, food truck
options, and entertainers u/ho are local organizations and businesses.
With a predicted number of 1,000 attendees at this event in 2021, including an
estimation of 40% staying in local accommodations, r,r,e can multiply the vr,eekend
ADR of $142.66 by 400, estimating $57,064 in lodging night revenues locally. This
conservatlve esiimation is based off the assumption that visitors at the event will
either stay Saturday night after the parade for the Sunday celebration, and does
not include those who may stay Sunday night after the fireltorks show.
2500 character liml
ls lhere a host holel fc/r your evenl or qranl project? ll yes, lisl the lrotel.
l- No
G Yes. SLtricl-lrjja fir::;{rti i,ts.; in lii){lil.rtoi, i;:;l',,ve,r,tll l^rf: ,:ltr,ri.,rrr,1 !i.j::i(JLti'(;c:,
5lFuture Plans
Please explain what plans exist to allow this project to become self-sustaining. lnclude any plans for ticket
sales, event sponsors, and other cost-recovery models.
Future Plans*We plan to analyze the event details and attendance after the first year to project a
3 year plarr for this everrt with a focus on makirrg the event self-sustaining by
continuing to growwith our partners and generate sponsorship agreements lo
offset e4censes. Afier interviewing the Selah Chamber of Commerce on their 4th of
July event, they er4rressed lhat creating a fairl carnival environment rnas worth the
effort and u/as one of the key financial drivers for their lndependence Day
Celebration. We plan to introduce more mechanical rides after the first 3 years to
mimic this case sludy.
2500 characte-limt
Application Questions. Parl 4
6l Additional lnformation
Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your
project and its benefit to tourism.
2020 lnformation lf you hacl :r planneri eveirt in 202U, u.,hether it was able lo take place or nol. please d*cribe any successes and
challenges you experiencecl.
After receivirrg $22,886.00 in 2020 to put on the first annual Independence Day
Celebration, u,e had to cancel this in-person event due to the impossibility of
conducling the activities virtually. We instead applied for and ra,ere auarded
$10,000 for firervrrks for our upcoming 2020 Christmas in Cle Elum parade.
We uorked with Public Health and the Cily of Cle Elum to conduct the annual
firewcrks show, with an approved safety plan and guidelines. We also developed a
virtual parade instead of the annual physical one as WSDOT r,r,ould not let us host
the formal parade in person.
2500 character ilnl
Additional lnformation Advocating for Cle Elum and getting creative, \/e have worked with our team at
WSDOT to develop the first ever WSDOT-approved reverse parade in 202O for
Christmas in Cle Elum; wlrere the floats stay still and the participants drive through
to allowfor proper safety and physical distancing. The Department of
Transportalion will be using our safety plan as a case study for other communities
as they navigate reopening.
These efforts show our adaption to find a rmy to bring a celebration of our
Country's ltrdependence to Cle Elum, despite the postponing of the lirst annual Cle
Elum lndependence Day Celebration.
2500 charactev linit
Supporting Documents You rray upload any supportirrg drx;unents srrcir as graphs, i|lElJes, diagrarrc, rurkelrng rraterials. etc.
You are allorr;eci to subml up ta 3 single page (L$ Letter) docurrents in JFG, FIT or llFF forrral
TlPrevious Lodging Tax Grant lnformation
Previous Years
Awarded Lodging Tax
Grants *
Fhs your event received Lalging Tax funds in previous years?
6 No, this eveni/project has not previously received Lodging Tax Funding.
f Yes, 1 year previous
f Yes, 2 years previous
f Yes, 3 or more years previous
Overall Attendnace
20"19 Actual*2021 Projected *
1,000
h addition to field above, you nay upload the evicJence to suptxlt the prior years' rooddght infornation.
You nay upbad up to thre€ single pages (LE Lelter). of infornalion. lt you a single mlti-page docurent. only the first
three pages will be considered. The fdlcnving fornats. will be accepted: JFG, FF or liFF
Wral rretlroddc,gy did yGr use to calculate the 2019 actual nunJrers?
l- Direct Count (preferred)
l- lndirect Count
f- Representative Sr-rrvey
l- lnformal Survey (preferred)
l* Structured Estimate
17 Other l;ir*t time ever:1, no acir-rals in ?019
V\,hat nethodology will you rse to calculate the upcoring nurb€rs?
Fl Direct Counl (preferred)
l- lndirect Count
[7 Representative Survey
l- Informal Survey (preferred)
l- Structured Estimate
f other
Flease explain.
This is an inaugural event. We are basing our projections from a like event in Silver
Valley, lD. We anticipaie getting more detailed information from the attendees from
the surveys that will be provided during the event, and depending on resirictions
due to COVID may even be able to provide direct count data from ingress/ egress
numbers.
2500 character linil
U
Number of people travelling more than 50 miles for your event?
2019 Actual* 2021 Projected*
0 400
Number of people traveling from outside WA State for your event?
2019 Actual* 2021 Projected*
03
The number of overnight guests who stay in paid accommodations in Kittitas County
for your event
2019 Actual* 2021 projected*
0 400
Number of paid lodging room nights resulting from you eventlactivity/facility?
2019 Actual* 2021 Projected*
0 160
Prior Year Paid
Overnight Stay Data
2019 Methodology*
2021 Methodology*
Methodology
Narrative *
Application Questions: Part 5
8l Funding
Does your organization have, or have you applied for, grant funding from other sources? tf not, why 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 uhich have not yet been secured will be listed separately, in the field(s) directly below.
Finally, what changes would occur if the project couldn't be funded?
Other Funding *Dns your orqan2ation harre, or have yor-r applied for funding frollother sources?
{. Yes t" No
ll noi. why not'?
With this event almost a year a\,l/ay, we haven't applied for other funding or
developed arry sponsorship agreements at this point. We have ntany partners r,ttro
are willing to help support this event, but being a first annual-event lodging tax
revenues will be our financial catapult.
2500 character linrt
Explanation *
Funding Shortfalls *Wrat chanqes \,lrill be nade if f Lrnding f or your reeuest is not availelttl ty r€lconntrxled?
lf funding is unavailable, rr,,re u,rculd need to really stretch our resources to
determine if a much smaller event is possible. This rnould irrclude increasing our
sponsorships, wl'rich rirc see as being a challenge post-COVID with the
understanding that ure already have an aggressive sponsorship goal.
2ii00 character lrmt.
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 the errtire agency budget. You must submit a budget which specifically pertains to the
project/event for which you are requesting funding and adheres to the basic budget format shown below.
The budget must include anticipated revenues, e>penditures, and any poiential profit or loss. For projects/events wtrich
are ongoing for more than one ('1 ) year, please also submit actuals from the previous three (3) years of operations
(need not be consecutive) for the projectlproposal if applicable.
For anyclaimed in-kind contributions valued at $500 or more and related to marketingladvertising, you must
submit verifying documentation which assures the eontribution will be provided, For instance, if you are
claiming in-kind contributions in the form of advertising match, a binding contract itemilng the matching value and
obligating each party must be provided.
ATTENTION: ln an effort to allow an adeqr:ate level of flexibility for all applicants, not all fields in the budget portion are
required to be filled before this fornr is submitted. Providing all applicable data is your responsibility, failure to do
so will potentially jeopardize your application's chance for review,
90.11
-this field',.rill auto iill vvith the ccrect percentage based on your input to br-rCget section belo\il
For ar:y clained in-knd contribulions valued at !i500 or rnrre and related lo rmrketing/advertisirg, you r;ust subril
verifyirrg dccrlnent;rlion which;:ssirres the conlributilxr will be ltrovirled.
Budget Year
Edit if necessary 2017 2018 2019
Revenues From Consolidated Lodging Tax Grant
2021
LTAC Grant
Funding
All Other Revenues
Account Name
Food trucks
Beer garden tickets
Water sales
Sponsorships
Past Actual 3
$ 0.00
Past Actual 3
$ o.oo
$ o.oo
$ o.oo
$ 0.00
Past Actual 2
$ 0.00
Past Actual 2
$ o.oo
$ 0.00
$ o.oo
$ o.oo
Past Actual 2
$ o.oo
Past Actual 1
$ 0.00
Projected
$ 30,850.00
Projected
$ 1800.00
$ 15000.00
$ 1000.00
$ 10000.00
Projected
$ o.oo
Projected
100
Past Actual ''l
$ o.oo
$ 0.00
$ o.oo
$ 0.00
ln-Kind Contributions (except volunteerism)
Account Name Past Actual 3
$ o.oo
Past Actual 1
$ 0.00
Past Actual 1
Contributions of Volunteer Time
Past Actual 3 Past Actual 2
Number of Hours 0 0 0
Evidence of Volunteer Hease uploacl a sirqle iile which ofiers eviclence in support of the projected vdunteer hours.
Contributions* Volunieer Hours.pdf
Calculated Value of
Projected Volunteer
Time
$ 2,3s6.00
13.2K8
Revenue Totals
Expenses
Account Name
Applications/ permits
Entertainment
Bank and credit
card fees
Porta potties abd
soap stations
Garbage
Online ads
Bounce house
Event coordinator
Brevrrer product
Past Actual 3
$ o.oo
Past Actual 3
$ o.oo
$ 0.00
$ 0.00
$ 0.00
Past Actual 2
$ o.oo
Past Actual 2
$ o.oo
$ o.oo
$ 0.00
$ 0.00
Past Actual 'l
$ 0.00
Past Actual 1
$ 0.00
$ 0.00
$ o.oo
$ o.oo
Projected
$ 61006.00
Projected
$ 100.00
$ 10000.00
$ 150.00
$ 1500.00
$ 300.00
$ 2500.00
$ 5oo.oo
$ 5000.00
$ o.oo
$ o.oo
$ 0.00
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ 0.00
$ o.oo
$ o.oo
$ 0.oo
$ o.oo
$ o.oo
$ o.oo
$ 0.00
$ o.oo
Account Name
Tokens
Volunteer
appreciation party
Sound
Water bottles
Fencing
Seaiing
PPE
Expense Totals
Profit & Loss
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ 0.00
$ o.oo
$ 0.00
Past Actual 2
$ o.oo
Past Actual 2
$ o.oo
$ o.oo
$ o.oo
$ 0.00
$ 0.00
$ 0"00
Past Actual 1
$ o.oo
$ o.oo
$ 0.00
Past Actual 1
$ o.oo
$ 300.00
$ 500.00
$ 1500.00
$ 500.00
$ 2500.00
$ 2500.00
$ 3000.00
Projected
$ 30850.00
Projected
$ 30156.00
Past Actual 3 Past Actual 2 Past Actual 1 Projected
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ 0.00
Past Actual 3
$ o.oo
Past Actual 3
$ o.oo
Application Certification
The applicant here certifies and affirms: 1. That it does not now, nor will it during the performance of any contract arising
from this application, unlawfully discriminate against any employee, applicant for employment, client, customer, or other
person rarho might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, serual
orientation, creed, place of birth, or disability; 2. That it will abide by all relevant local, state and federal larars and
regulations and; 3. That it has read the informatiorr contained in the lnstructions on pages 1 and 2 and understands and
will comply with all provisions thereof.
Certified by:
{&,Z.raap@rZ
Name *Madison Ford
Applicant's Title * Direclor of Tourism and Events
"ffiti n s ffi iiln",r ::i ;i:.. I::r,:';
P.0, Box 25A8, Room 40 I0
Cincinnati OH 45?01
In reply refer to: 4A77559279Mar. 79, 20L2 LTR 4I68C 09l-0210430 000000 00
00039I16
BODC: TE
KITTITAS COUNTY
609 N HAIN ST
ELLENSBURG WA
CHAMBER OF COMMERCE
98926-3109l:1.:ryI
l-..EFi
ttr{:-'+
42L928
Empfover Identification Number:
Person to Contact:
To11 Free Telephone Number:
9L-92r0q30
Sophia Brown
l-877-829-5500
Dear Taxpayer:
This is in response to your Feb.20r 20L2r t€euest for infornationregarding your tax-exempt status.
Oun records indicate that you were necognized assection 50I(c)(6) of the Internaf Revenue Code inletter issued in July L942,
exempt under
a determination
Because you
Code., donors
advise your
are not an organization described in section L7A(c) of the
may not deduct contributions made to you. You should
contributors to that effect.
Please ref'er to our website www, irs, govy'eo fon infonmatlon regardingfiling requirements. specificallyr section 603J(j) of the codeprovides that fail.ure to file an annual information return for threeconsecutive yeaRs results in revocation of tax-exempt status as ofthe filing due date of the thind neturn for organizations required tofile. we wilr publish a fist of organizations whose tax-exemptstatus was revoked under section 6033(j) of the Code on our websitebeginning in earl,y 20 t 1.
If you have any questionsr please call us at the telephone numbershonn in tl're heading of this tetter,
Sincenely yours,
h'lrTli^*-
a
Cindy Thomas
l,lanager r E0 Determinations
There is no evidence for past volunteer hous as this is a first time event
Exhibit "B"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Branding
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism
information as follows:
A. Websites and Social Media Sites must include the County's and appropriate City's tourism
website logo with an operational link to the site(s). The logo must be displayed on the
contractor's home page, it must be sized no smaller than% inch in height, and must be
surrounded by appropriate white space to allow easy recognition and legibility. Contractors
shall not change the logo(s) in color or appearance.
B. Print Advertisine and Online Displav Advertising 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 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. Advertisi ng 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 atlOO% 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 L0 days prior to
the event may be reimbursed atLOO% of the cost, including any production costs.
b. For seasonal or year-round events , ot for date-specific events outside of the time-
frame in Section 2 A, (z)(al above, advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County. Reimbursements will be allowed for the amount distributed
outside of Kittitas County, including any production costs.
B. Televisi Advertisine:
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 atI00% 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 totalcost, including any production costs.
C. Online Advertising
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. Di Mail:
1. 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. Flve osters:
t. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% 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 att}O% 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 L00% of the cost, including any production costs. ln order to receive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time. (i.e. ADA Parking /Parking, Loading Zone, Evacuation Route, Bathrooms, and
Stage locations)
F. Radio Advertising
1'. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at \OO% 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 at lOO% of the cost, including any production cost.
b. For seasonal or year-round events, or for date-specific events outside of the time-
fra me 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:
7. 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 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 55,000.
c. Licenses, permits, insurance, or credit card fees