HomeMy WebLinkAboutLT-2021-022-Miss WALT -2021.-022- M ISS ROD EO WASH I N GTON
2021 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND MISS RODEO WASHINGTON PAGEANT INC.
This Contract, effective January L,2021, is made and entered into by and between KITTITAS
COUNTY ("County"), a subdivision of the State of Washington, and MISS RODEO WASHINGTON
PAGEANT lNC. ("Contractor"), for 2021Miss Washington Rodeo Pageant ("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 L.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 "B" 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 two thousand five hundred fifty dollars (52,550.00)
(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 two thousand five
hundred fifty dollars (52,550.00) (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 1,5,2022 after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn: Auditor's Accounting
205 West 5th Ave - Suite 1"05
Ellensburg, WA 98926
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a ud itorsaccounting@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 Guest Speakers
r Training
o Radiomarketing/advertising
r On-linemarketing/advertising
o Directmail marketing/advertising
r Videomarketing/advertising
o Printmarketing/advertising
r SocialMediamarketing/advertising
r ln person marketing/advertising by Royalty and Board of Directors
g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and
is further expressly denied funding for the following items as requested in the application as
defined in Section 1(a): N/A
h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
fol lowi ng add ress: http://www.co. kittitas.wa. us/a ud itor/defa u lt.aspx
Section 3. Performance 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
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
2027 County Lodging Tax Funding Agreement Poge 2
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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.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or its designee, or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine, audit and copy, with or without notice) all of Contractor's books, documents,
papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in
accord with ihe applicable IRS regulations.
Section 4. Release, lndemnity, and Hold Harmless.
The County assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County, its officers and employees,
agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities,
damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
Any lien asserted upon any property of the County in connection with the Services for this
Agreement;
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
a
a
a
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a
any governmental authority; or
Any breach of or default under this Agreement by Contractor
Section 5. Compliance 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 6-lndustrial lnsurance Waiver
With respect to performance of this Agreement and as to any claims against the County, its Additional
lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51
of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contracto/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.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses
arising out of personal injury (including death) or property damage that may result from
performance of the Services or this Agreement, whether such performance is by Contractor
or any of its employees, agents or representatives.
c. Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
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.
2027 County Lodging Tax Funding Agreement Page 4
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e. Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County as an Additional lnsured and shall stipulate that the insurance
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
Section 8. Termination.
The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any
portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon
receiving such notice of termination, Contractor shall, except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice. ln the event the
County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of
the date of the notice of termination.
Section 9. Miscellaneous.
a. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
c. Notice for any purpose under this Agreement, except service of process, shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W.
5th Ave. Ste. L08, 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.
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.
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
e
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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 L0 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-O22-M ISS ROD EO WAS H I N GTON
CONTRACTOR
IPrint Name]
[Address]
2027 County Lodging Tox Funding Agreement Page 7
Fx
CLTAC: Application for Lodging Tax Grant Funding
hiuit " n n
Grant Application
Workshop - 2O2O*
Submittal lnstructions
& General
lnformation *
Dd you attend the Aant Appication $,brkshop - 2020 hosted by tlrc Kittrtas County Chanber of Comerce?
{r Yes
CNo
G Yes,
I have read and understand StJbrittal hslrLctions and Gereral lrrfornelion for the 202'1 Ldging Tax G"ant Funding
R'ocess
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 information into the form. You may also save a draft by selecting
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link will also be sent to you in an email.
Organization I nformation
Name of Organization * Miss Rodeo Washington Pageant lnc
Organization Address * Sroei Acldress
1106 NE State Fl\ilV 308
Acidress Lrne 2
otv
Poulsbo
tustal I Zip Code
98370
Organization is a: *f Business
{? Non-Profit
(Note: Please submit W-9 for business or IRS Designation Letter for non-profit.)
Click here to view sample documents (redacted).
Stale / R'ovince 1 Region
WA
Gruntry
USA
Upload Proof of
Organization Status*
IRS Certificate and Tax Letter.pdf
Acceptade lile fornets include: JFG, Fff or llFF
592.78K8
Project Contact I nformation
First Name *Candyce
GrattonLast Name *
Phone Number*360-271 -8509
_ ..*tmarl mrup.candy@gmail.com
Project or Event lnformation
ProjecUEvent Mme* Miss Rodeo Washington Pageant
Service Categories Check all calegories that apply to lhis application
[7 Tourism promotion/marketing
lT Operation of a special event designed to attract tourists
f- Operation of a tourism related facility
f other
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*
101612021
Project/Event
Location *
New or Ongoing
ProjecUEvent? *
Amount of Funding
Requested *
End Dates
1011112021
Ellensburg, WA
6 Ongoing Project/Event (More than four years in existence)
f New Project/Event (Four or fewer years in eXstence)
$ 4200.00
lf you selected "Orgoing RqecVErenf' abcrve thjs anount nay not exceed '10% of the total expense budget of this
project.
Funding Request Max
Tourism Seasons *Fromthe lisl beiow, what season will your project enhance tourism? Select any rvhich apdy-
ly' Year-round (January - December)
l- Off Season (November - February)
V Shoulder Season (October or March - May)
l- High Season (June - September)
Application Questions: Part 1
Please answer each question completely, in the order listed. Please include anysupporting data within the
response narrative.
1 | ProjecUEvent Description
Please provide a description of your projectlevent.
Response 1:
ProjecVEvent*uescnptron
The Miss Rodeo Washington Pageant will be an open event that includes Miss
Rodeo Washington contestants, Miss Teen Rodeo Washington contestants, and
their family and friends, plus the volunteer u/orkers, digniiaries and members of the
local community during the Columbus Day weekend.
The beautiful city of Ellensburg was selected for our pageant due to its
central location in Washington State. The picturesque Kittitas valley is the
perfect backdrop to host this rarestern pageant r,nhere rae will croun the
First lady of Washington rodeo!
We plan on moving the pageant from the current location at the Kittitas
Valley Event Center to the Hotel Windrow locaied in dor,mtowr hisioric
Ellensburg. This move will enable us to increase our audience from a
capacity of 100 to 250 and will give our audience more access for shopping,
eploring and to enjoy the many food esiablishments during the pageani^
We have booked the appearance of Miss Rodeo America as our guest
speaker for the pageant, in order to drawa larger attendance. The
Horsemanship portion of the pageant will be a free and an open eveni
located in the Bloom Pavilion. We target all of the Northraest through social
media, print advertising, radio advertising, posters. Our royalty travel
throughout the Northuest and the United States to promote our program.
The Miss Rodeo Washington Pageant draran contestants from all areas of
Washington State.
2500 character linit
List of lntended Use of Funds*
Guest Speakers
Training
Rad io marketin g/advertising
On-line marketing/advertising
Direct mail marketing/advertising
Video marketi ng/advertisin g
Print marketin giadvertisin g
Social Media marketing/advertising
ln person marketing/advertising by Royalty and
Board of Directors
2l Suppoding Kittitas County as a tourism destination.
1. Away from their place of residence or business and staying overnight in paid accommodations:
2. Io a place fifty miles or more auray from their place of residence or business for the day or staying overnight;
3. or from another country or state outside of lheir place of residence or business.
You must provide the evidence utilized in determining your projections,
Response 2.1 *
Response 2.2 *
Applicaiion Questions: Parl 2
$iry would ioLrrists travd to Kjttilas &unty to attend your evenlactivilylfacility?
1. Auay from their place of residence or business and staying overnight in paid
accommodations;
By targeting our marketing efforts in all nredia sources who live greater than 50
miles away ne will be able to increase our attendance and overnight
accommodations, We will attract these spectators and contestants by: The Miss
Rodeo Washington Pageant has been held in Ellensburg for years and vle have
repeal visitors. Our move to the Hotel Windrowwill be a fresh newaccommodation
which will draw more overnight guests.
2. To a place fifty miles or more ariray from their place of residence or business for
the day or staying overnight:
ln 2019 for our 2020 pageant r.rle had seven Miss Rodeo Washington Pageant
contestants. We have started to increased our visibility on Facebook and
hstagram and for our 2021 pageant \ile sent out tu€nty applicationsl Due to Covid-
19 vre postporred our pageant until 202'1 . By targeting and increasing our
marketing efforts in all media sources to potential Miss Rodeo Washington Pageant
contestants throughout our state, we will be able to increase our attendance and
overnight accommodations. We will atlract Miss Rodeo Washington pageant
contestants and future contestants, families, friends, current rodeo titleholders and
past Miss Rodeo Washington title holders
3. or from another country or state outside of their place of residence or business;
We have visiting Royalty who attend for the experience and training, we also have
out of state judges, dignitaries arrd Miss Rodeo America as a guest speaker.
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lbscribe lhe ptior success trf your evenll;rctivitylfacility in attradion ltxl'ists.
The request for applications for the 2021 pageant, u,irich has been postponed,
gave us the residences of our potential contestants. They are from the towns of
Eatonville, Othello, Richland. Woodland, Hockins, LaCenter, Seabeck, Ellensburg.
Deer Park, Bonney Lake, Tonasket, Port Orchard, Curlew, Maple Valley, Newman
Lake. Goldendale. lnchelium, Olympia, Lynden and Enumclaw. We have secured
four out of state.judges who plan on staying extra days to eplore the area. Our
former venue had a capacity for nrax, of 100. Our new venue at the Hotel Windrow
Ballroom will have seating for 250.
ln 2019 u,e had rae had an attendance of 100. We had seating at tables for g0
wtrich were all filled. The remainder rnere volunteers standing and wcrking in
various areas of the venue. Contestants and iitle holders were not seated. The
contestants were from the totmrs of Otis Orchards, Toppenish, Goldendale, Cle
Elum, Davenport, Kalama and Clarkston. The judges came from Florida, Texas,
Poulsbo Washington, and Moses Lake. All had their oiryn vehicles or rental cars to
spend time before and after the pageant in the Ellensburg area.
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3llmpact
Response 3:
Measuring Results*
Application Questions: Part 3
fbscribe how you w'll prorote your evenUactivity/facilily to attract t(}rf isls.
We have a plan for targeting a larger audience by increasing our advertising and
beautifying our Miss Rodeo Washingtorr Pageant vr,ebsite. We are looking forward
io having a custom ra,ebsite lrvirich will the site more user friendly and professional.
We found that visitors to our \rcb site only looked at the first page and exited. Also,
during our research, lte found thai a professional vvebsite will rank better on search
engines. We plan on drawing more attention by using a slide showwith logos,
sponsor links, professional pictures, vr,,lrich r,rould include lifestyle photos. We plan
on updating more often and directing our audiences to the web site" We plan on
creating an enrail nellsletter so lhat rir,e will have more access to our audience to
encourage attendance to our pageant and other events ME might hold in
Ellensburg.
The Miss Rodeo Washington pageant has been held annually since 1963. During
this time, we have had many Miss Rodeo Washington's place in the Top 10 at the
Miss Rodeo America Pageant. ln the past 10 years, our Miss Rodeo Washington
program has produced: Miss Rodeo America Katherine Merck 2016, 1st Runner up
Hannah Leib2020.2nd Runner up Beth Snyder 2019,2nd Runner up Audrey
Ramsden 201 5, and Top 10 Katie Garfield 2011. Having a strong program
generates irrterest for the up and comir-rg young ladies to attend our pageant and
see what it takes to compete at such a level.
The strategies we employ to assure rre attract tourists fronr at least 50 nriles away
include social media, print advertising. Royalty visits to rodeos across Washington
State, Oregon, ldaho and other states in the USA. This includes PRCA rodeos,
NPRA rodeos, High School Rodeos. Our Royalty attend autograph prinl signings
during their visits. Autograph prints will have information to direct them to our
webpage and social media. We plan on sending informalion to each contestant for
suggested areas of interest. Places to shop and dine lthile they are in Ellensburg
for the Miss Rodeo Washington pageant. Our rrcbsite will have local
accommodations page with links to overnight options throughout the counly. Our
announcer recognizes sponsors throughout the pageant.
While contestants are sequestered. taking a test (or interviewing), friends and
family are encouraged to discover Ellensburg, shopping and taking advantage of
the local cuisine, and tour surrounding Kittitas Valley.
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 *The strategies we will use to assist in marketing all of Kittitas Counly as a tourist
destination is using the designated logos for the Kittitas County Chamber of
Commerce on all of our media. We will have brochures and maps available.
We have some Ellensburg partners thai r,ve partner with. These currently are
Kelleher, Julie Baugher Leather Design. We are interested in finding more
partners.
2500 cluractet linit
4.2 Promoting Local*Bustness
Llscribe how you will pronote lodging establishrrcnls. restauranis, and business located in l(ttitas OoLirrty
We will be promoting local business by giving information during the check in for
pageant. We will have available maps and brochures. We will be using a local MC
during our pageant who is very familiar with the Kittitas Valley and will promote and
suggest areas of interest to visit.
2500 lharacler linit
4.3 Host Hoiel*b tirere a host hotd lor your event or granl projecl? lf yes. list lhe futel.
fNo
6 Yes' I-ir:;ior;c:,rI i kri;:l },./VirrrJ:r:',v
5l Future Plans
Please explain what plans exist to allow this project to become self-sustaining. lnclude any plans for ticket
sales, event sponsors, and other cost-recovery models.
Future Plans*We have successful pageants under our belt and we wish io continue that irend.
Every year \rc review the pros and cons of our pageant. We look for inays to
improve and to become more successful. Our nrission is and will continue to be:
The Miss Rodeo Washington Pageant is a non-profit organization comprised of
dedicated volunteers r,rorking together to strengthen our program for the Miss
Rodeo Washington title holders and contestants. To organize, coordinate,
administer, assure the perpelualion, and promote a scholarship program io provide
educational opportunities through scholarships to selected Miss Rodeo
Washington pageant contestants.
Ellensburg benefits from the attendance to the Miss Rodeo Washingtorr Pageant
through use of local businesses, gas stations, bakeries, restaurants, hotels.
RVresorts, grocery slores, shops. Our pageant inspires little girls to go for their
dreams of becoming a rodeo queen. Seating during our pageant has been a
challenge. We are working hard tormrd a solution lor lhe 2021 pageant by nroving
our pageant dountown to the Hotel Windrow. With additional seating, a newraebsite
and push to update all of our social media we wll work hard to increase our
pageant numbers and increase tourism throughout Kittitas County.
2500 ciraracter lirnt
Application Questions: Part 4
6l Additional Information
Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your
project and its benef it to tourism.
2020 lnformation f you had a p'anned event in 202{J. whether il was able to take place or noi, please describe arry sLrccesses and
challengcs you experier rced.
We doubled oLrr application requests this year, even though we are unable to hold
our event due to Covid - 19.
2500 characier linil
Additional lnformation 2500 character liirit
Supporting Documents You rnry uplcad arry supporting docLinents such as graphs, inuges, cjiaqrans, na*etin.l n€ierials. etc-
You are allourecl to subrit up lo 3 srngkr page (LS Letler) da:un"ents rn JFG. S o -llFF lor.nat
7l Previous Lodging Tax Grant lnformation
Previous Years l-bs your event received Loctging Tax funtis in previous years?
Awarded Lodging Tax /' No, this event/project has not previor-rsly received Lodging Tax Funding.
Grants* f yes, 1 year previous
f Yes,2yearsprevious
f Yes, 3 or more years previous
Overall Attendnace
Number of people travelling more than 50 miles for your event?
2019 Actual* 2021 Projected*
85 230
Number of people traveling from outside WA State for your event?
2019 Actual* 2021 Projected*
12 16
The number of overnight guests who stay in paid accommodations in Kittitas County
for your event
20'19 Actual* 2021 Projected*
85 230
Number of paid lodging room nights resulting from you eventlactivitylfacility?
2019 Actual* 2021 Projecled*
63 137
20'|9 Actual*
100
Prior Year Paid
Overnight Stay Data
2019 Methodology*
2021 Methodology*
2021 Projected*
250
ht addition to field above. you nay u$oad lhe evidence to suppod the 1xior years' roontnight inforrmtion.
MRW venue comparison - Revised on 9-25-20.pdt 118.83K8
Yor nay upload up io three single pages (LS Letter). ol info{n?lion. lf you a singie rulli-page docurTFnt, only the firsl
three pges will be considered. The fdlowing fornats, will be accepted: JK. FS or llFF
Wut nethoclology dicl yor,r use to calculate lhe 2019 acttral nur*prs?
l- Direct Count (preferred)
V lndirect Count
l- Representative Survey
l- lnformal Survey (preferred)
17 Structured Estimate
l- Other
Wut nethodology v,r ill ycu rse to calculate lhe upcorring nurrbers?
ll Direct Count (preferred)
l- lndirect Count
l- Representative Survey
lT lnformal Survey (preferred)
l- Structured Estimaie
l- Other
Methodology
Narrative *F1-^ase explain.
We used the number of contestants nho were 50 miles or more au,ay fronr
Ellensburg, WA and ticket sales to determine hotel room night reservations along
with the requesled roonr block at our former host hotel.
1071.43
o/
lltis field will auto lill Brilh llre correct perceniage based o''r your input to irudget section be.lo\,v
ln 2021 u,e will provide a direct count from the roonrs and purchases that Miss
Rodeo Washington Pageanl makes as well as an informal survey conducted at our
events.
2500 characler linit
Application Questions: Part 5
SlFunding
Does your organization have, or have you applied for, grant funding from other sources? lf not, vrfry not? lf yes, please
list the funding you have for the project, including any volunteer and in-kind sources in Queslion 9l Project Budget
Overview.
Funding sources and antounts wirich have not yel been secured wll be listed separately, in the field(s) directly below.
Finally, what changes would occur if the project couldn't be funded?
Other Funding *[bes your organizalion have. or lrave you applierl ior funding 1'romoiher sources?
fYes t?No
Explanation *lf nct, wlry ncti?
Miss Rodeo Washington Pageants raises funds to operate our pageant by entry
fees from the conlestants, the contestants selling ads in our pageant progranr and
ticket admittance. We have a stable organization and event and are always looking
at !!ays to grow and raiould love to have a partnership wth the Kittitas Valley
Chamber of Commerce.
250{J rhdracter lrnrt
Funding Shortfalls*Wrat changes will be narie ii frnrclinq for yclil re.ttu€rsl is nci avarlable or recorrnended?
We wjll continue with our proposed event, but will have to charge nrore for
contestant applications and event admissions, which could possible lower our
lourists nunrbers.
2500 character liril.
Matching Funds
Percentage
9l Project Budget Overview
Please complete budget for this project/proposal. lf your agency operates independently of this project application it may
not be necessary to submit the entire agency budgei. 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, eryenditures, and any potential profit or loss. For projects/events which
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 project/proposal if applicable.
For anyclaimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must
submit verifying documentation which assures the contribution will be provided. For instance, if you are
claiming in-kind contributions in the form of advertising match. a binding contracl itemiZng the matching value and
obligating each party must be provided.
ATTENTION: ln an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are
required to be filled before this form is submitted. Providing all applicable data is your responsibility, failure to do
so will potentially jeopardize your application's chance for review,
Verification of ln-kind
Contributions
For any claitred i*kjrrd contributiGrs valued at 5500 or nnre and related lo nerketing/acfr;erlising. you rusi subrit
verifyrng docunentation which assures the cmtributron will be providal.
Budget Year
Edit if necessary 2017 2018 2019
Revenues From Consolidated Lodging Tax Grant
Past Actual 2
$ o.oo
Past Actual 2
$ 29328.21
Past Actual 2
$ o.oo
Past Actual 1
$ 0.00
Past Actual 1
$ 32170.62
Past Actual 1
$ o.oo
Past Actual 1
4,805
2021
Projected
$ 4,200.00
Projected
s 45000.00
Proiected
$ 0.00
Projected
5,920
LTAC Grant
Funding
Past Actual 3
$ 0.00
All Other Revenues
Account Name Past Actual 3
MRWP General $ 28921.82
Account
Past Actual 3
$ o.oo
ln-Kind Contributions (except volunteerism)
Account Name
Contributions of Volunteer Time
Past Actual 3 Past Actual 2
Number of Hours 4,980 5,200
Evidence of Volunteer Flease uploacl a single f ile rrylrich off ers eviderrce in sup;:xxt of the projected volullteer hours.
Contributions* Volunteer Time.pdf
Calculated Value of
Projected Volunteer
Time
$ 139,475.20
60.4K8
Revenue Totals
Expenses
Account Name
MRWP General
Account
Past Actual 3
$ 28521.82
Past Actual 3
$ 31462.20
Past Actual 3
$ 31462.20
Past Actual 2
s 29328.21
Past Actual 2
$ 29876.46
Past Actual 2
$ 29876.46
Past Actual 1
$ 32170.62
Past Actual 1
$ 28810.77
Past Actual 1
$ 28810.77
Projected
$ 188675.20
Projected
$ 42500.00
Projected
$ 42500.00Expense Totals
Profit & Loss
Past Actual 3
$ -2540.38
Past Actual 2
$ -548.25
Past Actual 1
$ 3359.85
Projected
$ 146175.20
Application Certification
The applicant here certifies and affirms: 1. That it does not noq r.]or will it during the performance of any coniract arising
from this application, unlawfully discriminate against any employee, applicant for employment, client, customer, or other
person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, serual
orientation, creed, place of birth, or disabilily; 2. That it will abide by all relevant local, state and federal laws and
regulations and; 3. That it has read the information contained in lhe lnslructions on pages 1 and2 and understands and
will comply with all provisions thereof.
Certified by:
Name *
Applicant's Title*
Sign
Candyce S. Gratton
Miss Rodeo Washington - National Director
I}ITERT{AII RETICNT'B SER\TICBP. o. BOX 2508
ctNcItCNATr, OE 45201
Dare:FEB$64il12
! TSS RODEO nASEITSEIEN PAGEATTT
1BO2 }I NATER ST
ETTLEIISBI'RG. Ifa 98926-2045
Enclosure: nrblicaticn 4221-l{C
Si:ecere1y,#""f W-^-**
DEPARI!|ENIT OF TIIE SREASTIRY
EtrE loyer Ideotifieation linrmber:
27-48486!t
Df:Ii[:
602011142
Colltact Pers^fi:
ERTC KASE
Contact TeJ-ephone $hrober:
@77t 829-5sOO
AccountLng Period &&ing:
Oetober 31
Fonn 990 Required:
YesEffectirre Date of Bxeq>tion:
Felrruary 9, 201-l
Cc'lrtrll'ut ior. DeductiJril l.ry :
llo
Addendum Alrp].ies:
llo
Irois G- LerserDirector, &(eqlt Orgia&lzations
rretter 948 (DO/CG)
rD* 31612
Deat ApplicanE:
tle are pl-eased to.i-nforrn you t!at, upoa revLew of your aFBlication f,or Eax-elcerqlt status rve have deterniubd. tlat you are exftlt fGil rederal- incone taxrnder section 501tc) t4) c|f t'fus lsgarna't Revenue Coae- geearrse t]ris 1etster
9""+d help resolwe any guestions regardilg ysur exeqlt staEus, you sbould keepit in your permanedt recorde.
Please see encl-osed E'ublicaELon 422a-Iilc, Conpliance 6ride for Tax-&reuptOrganizations (Otlrer tban 501(cl (3) pubfic cha-lties and. prirrate Foundations),for so'rF he:lpfraf infot.m.tion about your reslrqlsilri].ities as 'n exeryt'organr:ization-
*tetq**
@&esemes€Hux&rigs*g&rg
$€AS'ES 6pF'
t^(b.L)o{ State
fr SAM REED, Secreary of State ofthe State of Washington and custodian of its seal"
herebyissuethis
CTRTIFICATE OF INCORPORATION
MISS RODEO WASEINGTON PAGEAhIT
to
a/an WA Non-Profit Corpolation.- Charter doctmene are eftcti\re on the a"rc i"Alut"a
beIow.
ns
Date:2{9a0ll
UBI Nunber:603-009433
APPID:1952882
r -: !_
': l"-
Given uuder rny hand and the Seal of the State
of Wasbington ar0lyrryia" tbe State Ceiral
.'-*.;c
"+ -".
.'f..i Sam Reed.Secrctayof Sme
Volunteer Hours 2021 Projection
Board of Directors
Title holders
Outside Volunteers
6 People 10hrs a week x 52 weeks in year
2 People 20hrs a week 52 weeks in year
L5 People 12hrs days 4 days x L5 people
3120
2080
720
Total Projected hrs.5920
Miss Rodeo Washington Venue Costs
*max occupancy 100
Rooms:
Lodging S961.84
s1,803.4s
s480.92
s350.59
s12O.23
S1s1.80
udges Lodging
Lodging
older lodging
Lodging
Auditor Lodging
lncludes Breakfast
53,878.93 includestax
VenueDeposit#1=
VenueDeposit#2=
ss63.06
S1,689.19
52,252.25 includes tax
Desserts and Beverages for events 5388.69 includes tax
Stage & Pipe and Drape 5L72.20 includestax
Decorations 5188.98 includes tax
Does NOT include room rental setup and teardown of the space
Total: 56,881.05
lHotel Windrow/Elks Grand Ballroom 2021
Hotel Rooms:
Wednesday LO/7 /2O2O
Thursday 7O/8/2O2O
Friday IO/9/2O2O
Saturday rOhO/2020
Total Room Nighr 65 x 5119 = 57735
55xs131.26=s8531.90
*max occupancy of 250
# of Rooms Price of Room:
L2 s11917 s11918 s11918 s119
With Tax
58,531.90 includestaxDoes not include breakfast
Elks Grand Ballroom
The Annex
The Fireplace Room
3 DaYs x 5800 =
Set Up on Wednesday (Annex Only)
S2,5oo x 8.3%Tax
Ssoo
lncluded
lncluded
s2,400
sloo
52,707.50 includes tax
Food and Beverage Minimun S4oox 18% -S472 includestax
Pipe and Drape
Stage (15x24)
Speaker System
5126x 3 =5409 includestax
5373.64 includes tax
Stsox3days=s4s0.00
Room rental includes setup and teardown of the space, as well as tables,
chairs and complimentary wi-fi.
Bloom Arena 3 horrs* S48 =Srqe
s13,088,42Total
Exhibit "8"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Branding
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism
information as follows:
A. Websites and Social Media Sites must include the County's and appropriate City's tourism
website logo with an operational link to the site(s). The logo must be displayed on the
contractor's home page, it must be sized no smaller than% inch in height, and must be
surrounded by appropriate white space to allow easy recognition and legibility. Contractors
shall not change the logo(s) in color or appearance.
B. Print Advertisine and Online Displav Advertising of alltypes ( 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 Advertisins 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 lhan% 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 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 10 days prior to
the event may be reimbursed atIOO% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 A, (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:
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 attOO% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 28,2(al above, advertising may be reimbursed atthe rate of 70%of
the total cost, including any production costs.
C. Online Advertising:
1. Online advertising and promotion may be reimbursed at 100% of the cost, including any
production cost.
2. Streamed media (radio, television, other) requests for reimbursement must include a
statement from the media provider specifying the percentage of recipients which are
outside of Kittitas County. Reimbursements will be allowed for the percentage distributed
outside of Kittitas County, including any production costs.
D. Dire ct Mail:
L. 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.F rs:
L. Flyers or posters which are placed outside of Kittitas County may be reimbursed at L00% 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 atIOO% 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:
L. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at IO0% 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!OO% of the cost, including any production cost.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 F, 2(a) above, advertising may be reimbursed at the rate of 30% of
the total cost, including any production costs.
G. Operation Reimbursement:
L. Operation costs may be reimbursedTO0% of the paid invoice cost. ln orderto 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
atLOO% 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 $S,000.c. Licenses, permits, insurance, or credit card fees