HomeMy WebLinkAboutLT-2021-001LT -2021,-OO1 ROSLYN DOWNTOWN ASSOCIATI ON
2021 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND ROSLYN DOWNTOWN ASSOCIATION
This Contract, effective January L,2027 is made and entered into by and between KITTITAS
COUNTY ("County"), a subdivision of the State of Washington, and the ROSLYN DOWNTOWN
ASSOCIATION ("Contractor"), for the 2021 Roslyn Downtown Association ("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 ten thousand nine hundred thirty dollars (S10,930.00)
(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 ten thousand nine
hundred thirty dollars (S10,930.00) (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 L5,2022 after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn: Auditor's Accounting
205 West 5th Ave - Suite 105
Ellensburg, WA 98926
2027 County Lodging Tax Funding Agreement Poge 7
LT-2021-OO1 ROSLYN DOWNTOWN ASSOCIATION
a uditorsaccounting@co.kittitas.wa. us
e. Reporting requirements of your events will be required on prescribed forms from the
County Auditor.
f. Contractor is eligible to claim reimbursement for the following items and amounts only:
r Digital marketing
o Print advertising/ marketing
r Collateral materials - self guided tour
o Venue branding
r Webdesign/host/content
g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and
is further expressly denied funding for the following items as requested in the application as
defined in Section 1(a): No souvenir collateral (swag).
h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
L Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
fo I lowi ng ad d ress: http ://www.co. kittitas.wa. us/a ud ito r/defa ult.aspx
Section 3-Performance bv Contractor
a Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County. 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
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,
2027 County Lodging Tox Funding Agreement Page 2
LT-2021-OO1 ROSLYN DOWNTOWN ASSOCIATION
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, or mental handicap.
The Services shall at all times be subject to inspection by and approval of the County, but
the County's making (or failure or delay in making) such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's knowledge of defective or non-complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County with sufficient, safe, and proper facilities and equipment for such inspection and
free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or its designee, or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine, audit and copy, with or without notice) all of Contractor's books, documents,
papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release, lndemnitv, and Hold Harmless
The County assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County, its officers and employees,
agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities,
damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
Any lien asserted upon any property of the County in connection with the Services for this
Agreement;
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
e
a
a
a
a Any breach of or default under this Agreement by Contractor
2027 County Lodging Tax Funding Agreement Page 3
LT.2O27.OO1. ROSLYN DOWNTOWN ASSOCIATI O N
Section 5. Comoliance 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 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. lnsurance and Endorsements.
a. The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses
arising out of personal injury (including death) or property damage that may result from
performance of the Services or this Agreement, whether such performance is by Contractor
or any of its employees, agents or representatives.
c. Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d. Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
e. Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County as an Additional lnsured and shall stipulate that the insurance
afforded by the policies shall be primary insurance, and that any insurance, self-insured
2027 County Lodging Tox Funding Agreement Page 4
LT -2O21.-OO1 ROS LYN DOWNTOWN ASSOCIATI O N
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
portionoftheServicesnotyetperformed,whetherornotContractorisinbreachordefault. 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.
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.
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.
e. This Agreement may be executed in one or more counterparts and by facsimile, each of
which will be deemed an original, but all of which together will constitute one and the same
instrument.
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
a
c
2027 County Lodging Tax Funding Agreement Pdge 5
LT-2021-OO1 ROSLYN DOWNTOWN ASSOCIATION
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
ch
tsstoN
LT-2021-OO1 ROSLYN DOWNTOWN ASSOCIATION
CONTRACTOR
Namel
-/t -2
r
Vice
Commissioner
)J/a/et lAdd
Clerk of the Board
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TO FORM
Deputy Prosecuting Attorney
2027 County Lodging Tax Funding Agreement Poge 7
Exhru\ | tt ptt
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2020 *Dd you attend the &ant Application \ rbrkshop - 2020 hosted by the ldtiitas County Ourrber of Connerce?
6 Yes
fNo
G Yes,
lhave read and understand grbn"ifial hstrurctions and General krforraiion for lhea}2l Ldging Tax Gant Funding
R-rcess
Submittal lnstructions
& General
lnformation *
You are strongly encouraged to compose your responses to the questions of this form with a desktop text
editor and save your work, then copy and paste the information into the form. You may also save a draft by selecting
the button at the bottom of this page. When you do this you will be logged out and must log back in io continue. ln order
to save a draft you will need to provide an email address and a passuarrd. After completing the save draft, you w,ill be
redirected to landing page containing a link to log back into the form. We suggest you save this link as a bookmark. The
link will also be seni to you in an email.
Organization I nformation
Name of organization * ROSLYN DOWNTOWN ASSOCIATION
Organization Address * sreet Address
'101 E PENNSYLVANIA AVE
Address Line 2
Po Box 546
(]ty
ROSLYN
Fbstal i Zip &de
98941
State / Ft'ovince / Regicn
WA
&untry
United States
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).
Upload Proof of
Organization Status
SKM_C25820092507500.pdf
Acceptable file fornats include: JPG. FS r:r llFF.
42.31K8'*
Project Contact I nformation
First Name *CHERI
Last Name *MARUSA
Phone Number*509-260-0091
Email*cheri@roslyndownto\,r,n.org
Project or Event lnformation
ProjecuEvent Mme* ROSLYN DOWNTOWNASSOCIATION
Service Categories Oteck allcategories that ap$y to this application
17 Tourism promotion/marketing
17 Operation of a special event designed to attraci tourists
l- Operation of a tourism related facility
l- Other
Event Dates
Please provide any specific dates, or range of dates, on r,nfrich your event or project will be held. You may add as many
dates or date ranges as necessary.
Event Dates
Start Dates*
1/1t2021
ProjecVEvent
Location *
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
End Dates
12131t2021
ROSLYN DOWNTOWN
(' Ongoing Project/Event (More than four years in existence)
(. NewProject/Event (Four or fewer years in exisience)
$ 1 0930.00
lf you sdected "Grgcung FIojecVBrenf' above this anDunl rmy not exceed 10% of the total expense budgei of this
poject.
Funding Request Max
Tourism Seasons*Fromthe list below. what season will your project enhance lourisrd? Seiect any r,vhich apply
[f Year-round (January - December)
J- Off Season (November - February)
l- Shoulder Season (October or March - May)
f- High Season (June - September)
Application Questions: Part 'l
Please answer each question completely, in the order listed. Please include any supporting data within the
response narrative,
1 | ProjecUEvent Description
Please provide a description of your project/event.
Response '1 :
ProjecUEvent*uescnptron
This application is for multiple events, and we put a major focus on each event to
draw attendance from outside of the area, specifically from the Westside of the
Mountains and Yakima Valley. The Roslyn Dorir,,ntowl Association has been the
lead agency for downtown revitalization for many years. Each year, the Roslyn
Dornntornn Association rrorks to e4)and its outreach to build partnerships and
market doltntormr. Thousands of people visit the Roslyn douintorm annually
because of its unique and authentic historical history and structures, great
Restaurants, shopping. biking and hiking. and events.
This application for Lodging Tax will assist the Roslyn Dovmtown Association in
!rcrking with other entities to promote downtounr, these events, and boost
promolions of smaller events. ln addition, the application will assist with funding a
strong year-round marketing campaign for visiting dovwtor,r,n Roslyn and
highlighting the revitalization work of the Roslyn Dovrintown Association.
Promoting dotitnrto\/n Roslyn as a destinaiion has been a long-term goal, uhich.
through a partnership with the Chanrber's tourism office and improvements to the
dountowr. is coming to fruitjon. By building a campaign to feature the dor.ryntown
and the many reasons to visit, wlrether it is for shopping and dining or as part of a
visit to Roslyn for an event, the annual campaign will help create a consistency of
message that will resorrate with visitors. The campaign to visit and enjoy downtor,u-t
on a year-round basis wll create value-added advantage for events that occur in
the do\tntowl core and business support of local stores and the potential business
owrers.
Traro specific projects will be a self-guided tour of dowrtolvn historic br-rildings and a
98941 Tips for Enjoying Roslyn. We will be conducting a project that will tell our
story of our history and our downloranr. We wll be raorking with a content
professional to r,wite the stories that will be promoted via brochures, blog stories,
and r,rrebsite content.
The target audience is..-
Tourists that are attracted to Mouniain Towns and traditional or historical events
Suncadia guests
Central Washingion Area {outside of Kittitas County)
Pierce and King Counties
Western Washinglon
Yakima Valley
2500 character ltnit
List of lntended Use of Funds *
DIGITAL MARKETING
PRINT ADVERTISING/ MARKETING
COLLATEML MATERIALS - SELF GUIDED TOUR
VENUE BMNDING
WEB DESIGi\UHOST/CONTENT
2l Supporting Kittitas County as a tourism destination
1. Away {rom their place of residence or business and slaying overnight in paid accommodations:
2. To a place fifty miles or more away from their place of residence or business for the day or staying overnight:
3. or from another country or state outside of their place of residence or business.
You must provide the evidence utilized in determining your projections.
Response 2.1 *
Response 2.2*
Application Questions: Part 2
3llmpact
\nhy lvarid lourists iravel to Kiititas Counly to aitend your evenuactivitytfacility?
Year round visitor campaign: We will be utililng the recommendations from the
Arnett Muldrow market analysis and dormtowr master plan to complete the
campaign message but with the figures listed above of which is 23% of potential
visitors to dowllowr Roslyn, r,re estimate this figure will increase during the summer
weeks of the year. lf the Roslyn Dor,rrntown Association uses a conservative
average annual number of visitors a|215 per vreek (more during peak season, less
during slowseason) to accommodate for atr average throughout the year and
calculates at 25% staying overnight(30% of travelers are leisure travelers per the
tourism office): 215 travelers x 23% (siatistic from Arnett Muldrow study) x 52 weeks
= 2,571 with 25% staying overnight = 643 annual hotel stays, plus estimated hotel
stays. 643 annual hotels slays x121.74 {avg daily rate: STAR Report for the county
accommodations) = $78,105 in hotel spending.
250C cltracter lin'il
Dscribe the prior success o[ ycxrr eve]tlactivily/facilitv in atraction lourists.
The prediction is that 8,608 people will visit from 50 miles away or more for events
in dounrtowr Roslyn and outdoor recreation. This prediction could bring visitors to
spend $178,960 in Roslyn. According to local survey results. 73% were vrsiting
from 50 miles araay or more but only for a day trip and possibly overnight
accommodations.
According to ihe 2019 Dean Runyan report for Kittitas County, the average
ependitures per person for day trip are $27 (6628 v27 = $178,960 in poiential
spending).
The Kittitas CoLrnty Chamber has done an outstanding job tracking the data and
guiding the RDA's etforts. The Chambers and RDA will continue to do surveys,
review google analytics, cash register sales comparisons, and tax receipts
comparisons to verify the information.
These are numbers provided to tell you the response of Roslyn's story. Yet, vve
also have everyday successes throughout the year that \/e get to help influence
that becomes revisited trips. Our success is the success of each business owner
downtor,mr, or in the county as a wl'role.
Roslyn Dowriown Association is a Washington State Main Slreet designated
contmunity, and we embrace the full tourist polential and experience offering. From
RDA hosted evenls and in providing additional support to other local everrts by
numerous community groups and business ovlners. Through promotion.
advertising, and marketing, we can tell a compelling story and stay consistent with
our efforts and goals.
2500 characler linrt
Response 3:
Measuring Results*
Dscribe hour you will prorote your evenUactivity/facility to attract t(rurists.
The RDA will provide the Chamber's Central Washington Visitors Guide, the
Tribune'sEplore the Kittitas County guide and the local Visitors Map at the RDA
Visitor Cenier and event vr,elcome tables.
We also have a link on our Website to the cenlralraashingtoncolor.com vrirebsite and
actively direct people to the information
available there as well as the Chamber of Commerce vraebsite.
Kittitas County Chamber has taken the lead in vr,orking with the RDA and will
provide:
o Facebook insights and Google Analytics that will help with the measurement from
the online marketing channels. We will continue to monitor online activity and
increases in traffic
o Event registratrons, v*ren applicable, will help with tracking information lp codes,
overnight stays, etc.
o There will be information gathered at the various evenls through surveys
registraiion forms, and 2p code gathering in businesses. Also, raork with the hotels
on collecting data on room stays in relation to events.
o STAR reports to see if the peak acconrmodation demand correlates with events
or activities in the dowrtown.
o Event surveys will include a request for zip code, howthey heard about the
event, whether or not they are staying overnight in a hotel. Surveys done inside
businesses over the summer will ask for a lp code, primary reason for travel (if not
local), and howmany marketing such as the following:
Digital
Website Marketing
Radio Advertising
Search Engine Optimization
Pay-Per-Click Advertisin g
Content Marketing
Email Marketing
Social Media Marketing
Mobile Marketing
Video Marketing
Prini Advertising
Brochure Printing
The RDA reviews and discusses this data with the Kittitas County Chamber
Tourism office.
2500 character limi
Application Questions: Part 3
4lGollaboration
lf your organization collaborates or has created partnerships with other organizations, groups, or other
events, how is this accomplished?
4.1 Collaboration *
4.2 Promoting Local*
EUSINESS
Roslyn Downtovrr-r Association will work with the Chamber of Conrmerce and Central
Washington Outdoor County tourism to promote events to a wide-ranging
audience.
We will have distribution points throughout the dolrnrto\ n core to have information
about the local area and expand counly-wide information, including the Visitor's
Guide, the Kittitas County maps, Tribune visitor's guide, etc. We will utilize the
chamber's channels lo promote the efforts of RDA on their vrebsite, calendar,
weekly emails to menrbers, and have RDA materials at the visitor centers.
RDA meets with dorivntoran business owners, Ciiy and County personal, Rotary.
School District, and other community organizations around the region sharing,
listening, and learning about their respective community efforts and actrvities.
Also, the RDA recently partnered with Forterra.These relationships shine a light on
all ol our collective endeavors. The RDA enjoys and benefits from these significant
relationships.
2500 cheracler lirril
Describe lrow you will Uomle icdlging establishnenls, restaLfi'ants. and business located in Kittitas Crunty
Building additional content on our websile to ensure the promotion of tourism-
related information content for businesses is highlighted. We are providing support
to the businesses through flyers. brochures, etc. and dovra-rtovrn beautification.
Additionally, u,e will r,r,ork wrth the Chamber of Commerce to engage businesses jn
their efforts on Central Washington Or,rtdoor.
We will offer throughout the year insights to the businesses by highlighting their
efforts and story on our self-guided walking tour and oiher digital marketing
platforms.
2500 character liruit
4.3 Host Hotel*ls there a lrosl hotel for your e'rent or gr;lrrt prtjerl? lf yes. list ihe hotel.
t-No
F Yes. iir:tt:i l.|:t,!..1n
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 trant to create higher quality events to draw from outside of the area, while
becoming self-sustarning. We plan to continue a partnership with the Chamber of
Commerce, continue to solicit sponsors for each event, and continue community
centered and volunieer based "in house" u,ork for these events to keep costs low
nhile still remaining extremely effective. lf we are able to open for events. vw will
include plans that may introduce hybrid efforts for everyone to be involved. As we
navigate the recent pandemic we will be able to assess ihe plans to move ioward
self-susta ining.
2500 character linit
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 ff you had a plannexl everll irr 2020. whether it uras able to lake plaoe or not. please describe any sllccesses and
chrllenqes you exp€rien.ed
The RDA \^€s gearing up for 20201 Lights, camera, action Roslyn style. The first
round of event printed materials and the event calendar were completed, and a
timeline in place to launch the Creative Center and more.
Then the unforeseen happened COVID-19. All events and programs were
canceled, and ihere \nere so many unkno\ 4'ts. One certainty for sure u€s to keep
Roslyn residents and guest safe. Given the flu season coming in October
combined with COVID -'19, the RDA changed gears. PROMOTIONAL cIVEAWAYS.
Reusable bags with face masks, hand sanitizer, Kleenex, and CDC
recommendations inseri. Wear a Mask, Wash Your Hands, (don't touch your face),
and Social Distance. Giveavrays for tourists coming into tovrn and available to ihe
residents as vr€'|.
2500 characler linit
Additional lnformaiion We confirmed with Taylor Crouch from Kittitas County that rarre were to edit lhe
budget section beloq as vt€ \ /ere awarded $10,000 for 2020 and raanted to reflect
these actuals.
2500 dEracter lirit
Supporting Documents You nny uploacl any supportingdocurlents such as graphs. irmges, diagrarrs, n€rketinq n'Etei"iir,s. etr.
You are allcru,ed to subnit up lo 3 single page (L-S Letler) docunents in JFG. FF or TIFF fornel
7l Previous Lodging Tax Grant lnformation
Previous Years
Awarded Lodging Tax^*Ljrants
Overall Attendnace
2019 Actual*
n
Fhs your event received Lodging Tax funds in previous years?
f No, this eventlproject has not previously received Lodging Tax Funding
6 Yes, 1 year previous
f Yes, 2 years previous
f Yes, 3 or more years previous
2021 Projected*
8,600
Number of people travelling more than 50 miles for your event?
2019 Actual* 2021 Projected*
0 5,000
Number of people traveling from outside WA State for your event?
2019 Actual* 2021 Projected*
0 1,000
The number of overnight guests who stay in paid accommodations in Kittitas County
for your event
20'19 Actual* 2021 Projected*
0 643
Number of paid lodging room nights resulting from you event/activity/facility?
2019 Actual*2021 Projected*
6430
Prior Year Paid
Overnight Stay Data
2019 Methodology*
2021 Methodology*
Methodology
Narrative *
h addition lo field above, you nay u$oad the evidence to support the prior years' rooninight infornatio,r.
Yel lrEy upload up to tlrree single pages {l,S Letter}, of infornatiorr. lf you a sirrgle nulti-page docune|t, only tl]e f,rst
three pages will be considered. The following fornats, will be accepted: JE FIF or llFF
\ hat nethoddogy did you use to calculate lhe 201 I actual nunbers?
l- Direct Count (preferred)
l- lndirect Count
l- Representative Survey
17 lnformal Survey (preferred)
l- Structured Estinrate
f other
W]aI
'rethodology
will you use to calculate the upconing nunbers?
f- Direct Count {preferred)
l- lndirect Count
l- Representative Survey
17 lnformal Survey (preferred)
l- Slructured Estimate
[- Other
Fease expain.
Although !1€ may not get 100% response with an informal survey, we still prefer lhis
method due to the relationship of the consumer and our volunteers. By doing an
informal survey v1& are not abrasive in getting the information.
2500 charac{er linit
Application Questions: Part 5
SlFunding
Does your organizaiion have, or have you applied for, grant funding from other sources? lf not, wiry not? lf yes, please
list the funding you have for the project, including any volunteer and in-kind sources in Question 9l Project Budget
Overview.
Funding sources and amounts which have not yet been secured will be listed separately, in the field(s) directly below
Finally, ldrat changes would occur if the project couldn't be funded?
Other Funding *Does your organaalion have. or have you a$ied {or funding frornother sources?
f Yes tr No
E4clanation *
Funding Shortfalls*
Matching Funds
Percentage
Verification of ln-kind
Contributions
9l Project Budget Overview
Please complete br:dget for this project/proposal. lf your agency operates independenily of this projecl application it may
not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to the
project/event for which you are requesting funding and adheres to the basic budget format shown below.
The budget nrust include anticipated revenues, expenditures, arrd any potential profit or loss. For pro.lectslevents 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 marketingladvertising, you must
submit verifying documentation which assures the contribution will be provided. For instance, if you are
claiming in-kind conkibutions in theforrnof adverlising match, a binding contract itemilng the malching value and
obligating each party must be provided.
ATTENTION: In 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 submiited. Providing all applicable data is your responsibility, failure to do
so will potentially jeopardize your application's chance for review.
lf not. \,vhy not?
RDA events and programs complement other local organization events, of
outstandrng quality, fun, and family-friendly.
The path in becoming self-sustainirrg is managing each event with a responsible
budget, credibiliiy, and garnering sponsorship.
Grant dollars are hard to come by for promotion, advertising, atrd marketing
We plan to continue a partnership with the Chamber of Commerce, solicit sponsors
as needed per event and continue to engage and retain volunteers. Volunteers
and the creative talents of others help in keeping costs low.
As u,e navigale this year's pandemic, uie remain optimistic and look forward to
20211
2500 character lirrit
tl,fiai chernges will be nnde rf iundirrg for your request is rrot available or re,c<xrne.mled?
Due diligence in planning and evaluating each event on whether u,e need to make
budget amendments is ongoing. Usually, at that time, we determine if the event can
go fofih, be scaled-dormr. or necessary lo cancel depending on available funding.
Each event has a theme and provides various eperiences to the guests. We
certainly make every effort to scale back the event rather than cancel.
2500 oharacler linl1.
914.91
%
lhis lield will auto f ill with the coriect perienta.lo based rn ya.tr l rpr-d to budget section k{ow
For any clained in-l<intj contributions vallted al $500 or nlre:rnd relaterj to rrarkelincladvedisinq. you nxst subnit
veriiying.:locunerrtation \^rhich assu.es the c{rnlributjon will lle provided.
Budget Year
Edit if necessary 2017 2018 2020
Revenues From Consolidated Lodging Tax Grani
2021
LTAC Grant
Funding
Past Actual 3
$ 0.00
All Other Revenues
Account Name Past Actual 3
B&o $ 0.00
Revenue Totals
Past Actual 3
$ o.oo
I n- Kind Contribirt ions (except volunteerism)
Account Name Past Actual 3 Past Actual 2
$ 0.00 $ 0.00
Contributions of Volunteer Time
Past Actual 3 Past Actual 2
Number of Hours
Past Actual 2
$ 0.00
Past Actual 2
$ o.oo
Past Actual 2
$ o.oo
Past Actual 2
$ o.oo
$ o.oo
Past Actual 1
$ 10,000.00
Past Actual 1
$ 100000.00
Past Actual 1
$ 0.00
Past Actual 1
1,487
Past Actual 1
$ 110000.00
Past Actual 1
$ 26000.00
$ 1200.00
$ 5000.00
$ 6500.00
$ 4000.00
$ 250.00
$ 7000.00
$ 3000.00
$ s000.00
$ 2200.00
$ 1700.00
$ 5700.00
$ 500.00
Projected
$ 10,930.00
Projected
$ 100000.00
Projected
$ 0.00
Projected
992
Projected
$ 134301.52
Projected
$ 26000.00
$ 5500.00
407.63K8
Evidence of Volunteer Flease upioaci a single lile which offers eviderrce in support of the projectecl volunteer hours.
Contributions *
RDA 2020 Volunteer hrs,.pdf
Calculated Value of
Projected Volunteer
Time
5 23,371.52
Expenses
Account Name
Old Torrrrn Christmas
Website
Design/Host
Storefront Studio
Print Adv/Mktg
Venue Branding
Legal Fees
Payroll
Office Expenses
CPA Services
LJtilities
Travel Expenses
lnsurance
Membership Dues
Past Actual 3
$ 0.00
$ o.oo
$ o.oo
$ 0.00
$ 0.00
$ o.oo
$ 0.00
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ 5000.00
$ 20000.00
$ 6000.00
$ 500.00
$ 20000.00
$ 3000.00
$ 5000.00
$ 2500.00
$ 2000.00
$ 5700.00
$ 600.00
$ o.oo
$ 0.00
$ 0.00
$ o.oo
$ 0.00
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ 0.00
$ o.oo
Account Name
Collateral Materials
Expense Totals
Profit & Loss
Past Actual 3
$ 0.00
Past Actual 3
$ o.oo
Past Actual 3
$ 0.00
Past Actual 2
$ o.oo
Past Actual 2
$ 0.00
Past Actual 2
$ o.oo
Past Actual 1
$ 0.00
Past Actual '1
$ 68050.00
Past Actual 1
$ 41950.00
Projected
$ 7500.00
Projected
$ 109300.00
Projected
$ 25001.52
Application Certification
The applicant here certifies and affirms: 1. Thai it does not now, nor will it during the performance of any contract arising
from this application, unlaudully discriminate against any employee, applicant for employment, clienl, customer, or other
person tAtro 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 laurs and
regulations and; 3. That it has read the information contained in the lnstructions on pages 1 and 2 and understands and
will comply with all provisions thereof.
Certified by:
&r*tWaaa*e.
Name *Cheri Marusa
Applicant's Title *President
2020 Volunteer Hours - Roslyn Downtown Association
NWIC Bldg
Cheri Marusa
Rob Marusa
Justin Zipperer
Valerie Lunn
leri Porter
Gail Dobberthein
Main Street Committee /Forterra
Kevin Kane
Hannah Allender
Dave Ziembicki
Projected yearly volunteer hours
Date(s)
Jan- Dec 2020
Jan - Dec 2020
Jan - Dec 2020
Jan- Dec 2020
Jan - Dec 2020
Jan -Dec 2020
lan- Dec 2020
Hours
480
36
T2
t44
11
24
16s
88
6
26
992
10 hrs week/ operations
3hrs per month maintenance
t hr per month maintenance
12 hrs per month financials/banking
Downtown Rep
2 hrs per month secretary
Discussion/planning
Rehab of historical assest
Newsletter
lT Support
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Exhibit "8"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. B randing
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. Advertising Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere
to the following guidelines and requirements for each type of advertising media utilized.
A. Print Advertising:
1'. 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 at IOO% 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, (2l,(al above, advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County. Reimbursements will be allowed for the amount distributed
outside of Kittitas County, including any production costs.
B. Televisio Advertisine:
1. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursed at 100% of the cost, including any production cost.
2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed atlOO% 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 Advertisins
L. 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. Di Mail:
t. Direct mail advertising may be reimbursed at 100% of the cost, including any production
cost, for each item mailed or shipped to a destination outside of Kittitas County. ln order to
receive reimbursement, a list of the addresses and a signed statement from the contractor
that the list is accurate, or other proof of delivery, must be provided along with other
req uired documentation.
E. Flvers/Posters:
t. Flyers or posters which are placed outside of Kittitas County may be reimbursed at IOO% of
the cost, includingany production cost. ln orderto receive reimbursement, a listof 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 atLOO% of the cost,
including any production costs. ln order to receive reimbursement, the banner cannot list a
specified date or location. Request can only be made one time.
3. Signage (site layout use only) which are placed inside of the venue/facility of the event may
be reimbursed at 100% of the cost, including any production costs. ln order to receive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time. (i.e. ADA Parking /Parking, Loading Zone, Evacuation Route, Bathrooms, and
Stage locations)
F. Radio Advertisins:
1. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed atIOO% 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 at1.00% of the cost, including any production cost.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 F,2(al above, advertising may be reimbursed at the rate of 30% of
the total cost, including any production costs.
G. Operation Reimbursement:
1. Operation costs may be reimbursed 100%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
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