HomeMy WebLinkAboutLT-2021-020LT.2O2T-O2O-WASARVAC
2021 TODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND WASHINGTON STATE SEARCH AND RESCUE
VOLUNTEER ADVISORY COUNSIL AKA WASARVAC
This Contract, effective January 7,2021is made and entered into by and between KITTITAS
COUNTY ("County"), acting as agent for and on behalf of the City of Ellensburg, a Washington
municipal corporation ("City"l, a subdivision of the State of Washington, and WASHINGTON
STATE SEARCH AND RESCUE VOLUNTEER ADVISORY COUNSIL AKA WASARVA ("Contractor")
for the 2021 Annual Washington State Search and Rescue Conference ("Event").
WHEREAS, the purpose of this Agreement is to provide for activities and expenditures
designed to increase tourism,
NOW THEREFORE, in consideration of the terms and conditions contained herein, or
attached and incorporated and made a part hereof, the County and the Contractor mutually agree
as follows:
Section 1-Scooe of Work.
a. Contractor shall provide the services and staff described in its Application for Lodging Tax
Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A"
which is attached hereto and incorporated herein by this reference.
b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the
following as required to perform the services, described in Paragraph (a) above, in accordance
with this Agreement: Personnel, labor and supervision; technical, professional and other
services. All such services, property and other items furnished or required to be furnished,
together with all other obligations performed, or required to be performed, by Contractor
under this Agreement are collectively referred to herein as "Services."
c. Contractor shall commence, perform and complete such Services in accordance with Exhibit
"8" which is attached hereto and incorporated herein by this reference.
Section 2. Pavment.
a. As full compensation for satisfactory performance of the Contractor's Services, the County
agrees to pay Contractor the sum of six thousand nine hundred (56,900.00) (54,448.00 City of
Ellensburg lodging tax funding and 52,452.00 Kittitas co. lodging tax funding).
b. Additional payment terms: The County will make payment to the Contractor only on a
reimbursement basis, as receipts/invoices for any items including marketing and/or
advertising are submitted to the County, not to exceed the sum of six thousand nine hundred
(56,900.00) (54,448.00 City of Ellensburg lodging tax funding and 52,4s2.00 Kittitas Co.
lodging tax funding).
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LT-2O2L-O2O-WASARVAC
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 5'h Ave - Suite 105
Ellensburg, WA 98926
a uditorsaccountin @co.kittitas.wa.us
Reporting requirements of your events will be required on prescribed forms from the County
Auditor.
f. Contractor is eligible to claim reimbursement for the following items and amounts only:
o Hand Sanitizer - Personal use and for classrooms
r Additional social distancing / masking signage
o Masks, Gloves, Face Shields' . Additional registration materials i.e. contact tracing
o lD system (lD Badges) Conference COVID security
r Rentals
. Programs
o Other COVID related protection items
o Printing, Advertising, Programs, Supplies
g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and
is further expressly denied funding for the following items as requested in the application as
defined in Section 1-(a): No bottled water.
h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation at the conclusion
of the event.
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
following address:httn://www .kittitas.wa. us/auditor/default.aspx
Section 3. Performance bv Contractor.
a. Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County and City. Any such delegation or subcontracting without the County's or City's
prior written consent shall be voidable at the County's or City's option.
b. Contractor shall at all times be an independent contractor and not an agent or representative
of the County or City with regard to performing the Services. Contractor shall not represent
20t 7 County Lodging Tax Funding Agreement Page 2
LT-2O2T-O2O-WASARVAC
that it is, or hold itself out as, an agent or representative of the County or City. ln no event
shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf
of the County or City. lt is understood that the Contractor and the Contractor/s staff and
employees are not employees of the County or City and are not, therefore, entitled to any
benefits provided employees of the County or City.
c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders,
licenses, permits, and other requirements, now or hereafter in effect, of any governmental
authority (including, but not limited to, such requirements as may be imposed upon the
County and applicable to Services). Contractor shall furnish such documents as may be
required to effect or evidence such compliance. All laws, ordinances, rules, and orders
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree .that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, mental disability or any other
protected status recognized under local, state or federal law.
e. The Services shall at all times be subject to inspection by and approval of the County or City,
but the County's or City's making (or failure or delay in making) such inspection or approval
shall not relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's or City's knowledge of defective or non-complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County or City with sufficient, safe, and proper facilities and equipment for such
inspection and free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or City, or their designee, or such Federal or State auditor with such
information related to the Services as may be requested by the applicable governmental
entity. Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County or City makes final payment of compensation due
hereunder, Contractor shall provide the County or City access to (and the County or City shall
have the right to examine, audit and copy, with or without notice) all of Contractor's books,
documents, papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release. lndemnitv, and Hold Harmless.
The County or City assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County and the City, their officers and
employees, agents, representatives, attorneys and/or volunteers, from and against all claims, costs,
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LT-202T-O2O-WASARVAC
liabilities, damages, and expenses, (including, but not limited to, reasonable attorney fees) which
arise or may arise or be alleged to arise out of or by reason of this Agreement including:
Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
Any lien asserted upon any property of the County or City in connection with the Services for
this Agreement;
Any failure of Contractor,or of the Services, to comply with any applicable.law, ordinance,
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
any governmental authority; or
a
a
a
a Any breach of or default under this Agreement by Contractor
Section 5. Compliance with Public Records Law.
ln compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. ln the event a public records request is made to the County or City for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County or City shall provide notice
to Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
c. The County or City specifically shall not be liable to Contractor for the County's or City's
release under public records laws of any documents not otherwise exempt from disclosure
by trademark, copyright or other law.
Section 6. lndustrial lnsurance Waiver.
With respect to performance of this Agreement and as to any claims against the County or City, their
Additional lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under
Title 51 of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contractor's
employees and agrees that the obligations to indemnify, defend and hold harmless provided in this
Agreement extend to any claim brought by or on behalf of any employee of the Contractor. This waiver
is mutually negotiated by the parties to this Agreement.
Section 7. lnsurance and Endorsements.
The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
a
a
_2027 County Lodging Tax Funding Agreement Poge 4
LT -2021"-020-WASA RVAC
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 and City as Additional lnsureds and shall stipulate that the insurance
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance or self-insurance maintained by
the County or City. Contractor shall furnish the County a certificate of insurance with
Endorsement as evidence that the required policies are in full force and effect.
Section 8. Termination
The County may, by written notice thereof to Contractor, terminate this Agreement as to allor any
portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon
receiving such notice of termination, Contractor shall, except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice. ln the event the
County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to refund
to the County all monies paid for Services not yet rendered by the Contractor, if any, as of the date
of the notice of termination.
Section 9. Miscellaneous.
The City is not a party to this Agreement but is an intended third-party beneficiary of this
Agreement and to the extent set forth herein certain of its provisions are for the benefit of
the City and are enforceable by City in its own name and capacity as a Washington municipal
corporation.
b. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or any
right or interest in this Agreement without the County's prior written consent.
c. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
a
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LT-202L-O2O-WASARVAC
d. Notice for any purpose under this Agreement, except service of process, shall be given by the
Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W 5th Ave.
Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the County to the
Contractor shall be given to the Contracto/s address provided on the signature page. Notice
may be given by delivery or by depositing in the U.S. Mail, first class, postage prepaid, certified
mail, return receipt requested.
e. The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict, affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
f. This Agreement may be executed in one or more counterparts and by facsimile, each of which
will be deemed an original, but all of which together will constitute one and the same
instrument.
g. Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement. Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement, and is not in
violation of any applicable law, ordinance, or regulation the consequence of which will or may
materially affect Contractor's ability to perform its obligations under this Agreement.
h. lf any term or condition of this Agreement or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect the other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To this
end, the terms and conditions of this Agreement are declared severable.
The exclusive venue for any action brought to enforce this Agreement or any of its terms shall
be in Kittitas County, State of Washington.
The performance of this Agreement is subject to termination without liability by either party
upon the occurrence, or upon the prediction by the National Oceanic and Atmospheric
Administration, any other agency of the United States Government, or any agency of the
Government of the State of 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
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LT-2O2L-O2O-WASARVAC
to the agreement that are mutually satisfactory and not otherwise contrary to law, including
but not limited to a change in the datesforcompletion of any portion orthe entiretyof this
agreement.
KITTITAS COUNTY
BOARD'OF COUNTY
tr
AS TO FORM
MMISSIONERS
ofthe Board
&&I
IA
IPrint
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N
[Address]
q
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jlb-Ar>Z-A gtu
,s [Telephone]
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Deputy Prosecuting Attorney
_2027 County Lodging Tox Funding Agreement Page 7
Lx hi Drf
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CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2020*
Submittal lnstructions
& General
lnformation *
Dd you attend the Aanl Apdicahon \{brkshop - 2020 hosled by lhe ldttitas Oounlt Chanber of Oonr:erce?
G Yes
{- No
G Yes,
I have read and utrderstand Srbtritlal hstnnlions anrJ Gerler"al lnforrmtjon for the202l Lodging Tax Gant Funding
Fl'ocess
You are strongly encouraged to compose your responses to the questions of this form with a desktop text
editor and save your work, then copy and paste the information into the form. You may also save a draft by selecting
the button at the bottom of this page. When you do this you will be logged out and must log back in to continue. ln order
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redirected to landing page containing a link to log back into the form. We suggest you save this link as a bookmark. The
link will also be sent to you in an email.
Organization I nformation
t
Name of Organization * Washington State Search and Rescue Volunteer Advisory Council (aka)
WASARVAC
Organization Address * Streel Address
301 Rogers Street NW
Address Line 2
oty
Olympia
ttrstalt Zip Code
98502
Slate / Rovince I Regiclr
Was
&untry
USA
Organization is a:*f Business
6 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*
SARVAC IRS ElN.pdf
Acceptabie file forn'uls inclirde: JFG. IXF or T|FF-
68.08K8
Project Contact lnformation
First Name *
Last Name*
Phone Number*
utlt
Gillespie
360-352-4864
- ..*bmarl billsar@hotmail,com
Project or Event lnformation
ProjecVEvent Name* Annual Washington State Search and Rescue Conference
Service Categories Check all categofies that apgy to this apflication
l- Tourism promotion/marketing
l- Operation of a special event designed to aftraci tourists
l- Operation of a tourism related facility
17 Other Fducational Search ancl Rescue l,y'olunteer Carfersnce classr:s
Event Dates
Please provide any specific dates, or range of dates, on vrtrich your event or project will be held. You may add as many
dates or date ranges as necessary.
Event Dates
Start Dates*
612112021
Project/Event
Location *
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
End Dates
612712021
Kittitas County Event Center and Central
Washington University
f Ongoing Project/Event (More than four years in existence)
(' New Project/Event (Four or feraer years in existence)
$ 9200.00
lf you sdected "Cfrgoing FtojecVFvenf' above tlis anounl nsy not exceed 1 f/" of the total expense fudget of this
project.
Funding Request Max
Tourism Seasons *Fromthe list below, what seascn willyour prciect enhance tourism? Select any which apoy_
l- Year-round (January - December)
l- Off Season (November - February)
l- Shoulder Season (October or March - May)
17 High Season (June - September)
Application Questions: Part 1
Please answer each question completely, in the order listed. Please include any supporting data within the
response narrative.
1 I ProjecUEvent Description
Please provide a description of your project/event.
Response 1:
ProjecUEvent
Description *
This project is the Washington State Search and Rescue 2021 Conference
proposed for June 21 - 27 2021 in Ellensburg at a split venue of CWU and KVEC.
Hosted by Washington State Search and Rescue Volunteer Advisory Council (aka
WASARVAC) Kittitas County Search and Rescue, Kittitas County Sheriff Clay
Myers KCSO, and a host of volunteers from other SAR units in Washington State.
History of the Conference in Ellensburg: ln 2018 and 2019 Sheriff Gene Dana
KCSO, and Kittitas County SAR committed to partnering with the WA State SAR
Volunteer Advisory Council (SARVAC) for co-hosting the State SAR Conference
The conference provided a split venue betr,reen CWU and KVEC for both years.
2018 and 2019 Conferences received very high ratings in post Conference
altendee and instructor questionnaires.
ln response to COVID 19 the 2020 Conference scheduled for June of 2020 rms
cancelled.
The Conference is dedicated to training classes for Search and Rescue Volunteers
and Professionals for the greater good of the State(s) Country(s) and Communities
in vrlrich they serve.
The Conference typically has 250-350 attendees. The conference is open to the
public. Vendors provide SAR specific products and resources. During the 2019
conference i,le advertised and added 4 free public classes. At this conference SAR
volunteers and professionals of all ages travel and stay in Kittitas County, where
they eat in our restaurants. stay in our hotels, explore what riw have to offer, camp
and urant to come back.
Future plans for the conference is to remain in Kittitas County
SARVAC is a statewide volunteer organization lhat oversees training and other
volunteer needs inciuding training provided by Washington Siate Department of
Enrergency Management, which provides funding for some instructors and specific
classes at the conference.
2500 charader iiril
List of lntended Use of Funds*
Hand Sanitizer - Personal use and for classrooms
Additional social distancing / masking signage
Masks, Gloves, Face Shields
Additional registration materials i.e. contact tracing
lD system (lD Badges) Conference Covid security
Rentals
Programs
Other COVID related protection items
Bottled raater
Printing, Advertilng, Programs, Supplies
2l Suppofiing Kittitas County as a tourism destination
1. Aimy from their place of residence or business and staying overnight in paid accomrnodations;
2. Io a place fifty miles or more a\niay from their place of residence or business for the day or staying overnight;
3. or from another counlry or state outside of their place of residence or business.
You must provide the evidence utilized in determining your projections,
Response 2.'1 *
Response 2.2 *
Application Questions: Part 2
Wry would tourists travel to l(ttitas Ocunty to attend your eve,nUactivjtylfacility?
During the June 201 9 conference;
295 SAR Volunteers paid registrations for the 3 day conference June 21-23
86 SAR professionals and SAR Volunteers aitended the pre conference June 17-
20.
Conservative estimates: The 86 that attended the preconference (June17-20). 213
stayed in Hotel/Motel 1/3 Camped. (minus 10 that live less than 50 miles away)
Hotel/Molel $187 average per night for a 3 night stay= $29,050
Camping $52 average per night for a 3 night stay = g 3,710
Conservative estimate: The 295 that attended the Conference (June 2j-23) 213
stayed in Hotel/Motel 1/3 Camped. (minus 20 that live less than 50 miles auay)
Floiel/Motel $187 average per night for a 3 night stay = 9162, t0,
Camping $52 average per night for a 3 nighi stay = I '14,3U,
Estinuied spending iniroduced into Kittitas County during the June 2019 SAR
Conference . $148,248
Estimales achieved using atlendance information from the 201g conference and by
using raies from Kittitas County WA Tourism Alliance Dean Runyan & Associates
study published May 2018 page 95.
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Describe the gior success of your evenVactivilylfacility in attractio.t tourists.
The WA State SAR Conference has been held in Kittitas Co. in 2013, 2018 and
2019,
lnstructors, Attendees and Vendors come from Washington, Oregon, ldaho,
Montana, California, Virginia, Canada, lceland and NewZealand.
The majority are from Western Washingion, with an estimate oi 20-30 aitendees
that live less than 50 nriles away.
(Note: The 20-30 that live less than 50 miles away v\,ere not included in the
estimate in the 2.1 Evidence response)
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3llmpact
Response 3:
Measuring Results*
Describe how you will tyonDte your evenvaclivitylfacility to attract tcurists.
We will be using Online, Social Media, Radio, Neurspaper and if possible Television
advertising for marketing.
All logolbranding requirements for the Lodging Tax grant will be adhered to.
Measuring Results: We will use paid registrations and attendance counts for free
public classes to track attendees. (Direct count)
We will ask the Flost Hotels and Campgrounds for paid room or campspot counts
when tare set up the reservation blocks. And retrieve that information posi
conference. (Direct count)
Representative Survey: We will send out a Survey Monkey to all attendees and
instructors post con{erence.
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Application Questions: Part 3
4lCollaboration
If your organization collaborates or has created partnerships with other organizations, groups, or other
events, how is this accomplished?
4.1 Collaboration*Collaboration: This entire conference is designed as a collaborative effort betiaeen
the volurrteer organizations: Washington SARVAC, Kittitas County Search and
Rescue, the government organizations WA State Department of Emergency
Management, Kittitas County Sheriffs Office, Kittitas County Event Center, and
Central Washington University. We also lr,ork with the Ellensburg Chamber of
Commerce for handouts and tourism information.
Also with local hotels to arrange pre-booked blocks of registrations and published
fares and rates.
WSECU contributed to the success of the Conference last year and vre continue to
look for additional sponsors for this evenl.
For 2421 we are planning a Conference social event. This event is in the planning
stages, but will include the use of either catering, food lrucks and or local
restauranls and Breweries.
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4.2 Promoting Local*BUSINESS
Describe how yor-t will gonote lodging estaHishrerrts, restaurants, and business located il1 t(ttitas &unty
Marketing: WASARVAC will continue to make arrangements with Hotels/Motels and
Camping siles for Conference attendees.
Far 2A21 we are planning a Conference social event. This event is in the planning
stages, but will include ihe use of either catering, food trucks and or local
restaurants and Breweries. We will be using Online, Social Media, Radio,
Neraspaper and if possible Television advertising for marketing. All required logos
and information will be used.
There are individual packets handed out to each attendee (sr,rag bags) every year
during conference registration, including Kittitas Chamber of Commerce handouts
and information lrom upper and lolver county tourism businesses, Restaurants,
venues, establishments, and advertisements. This will continue to be utllized and
u,e will add information about Kittitas County and ideas for things to do while here
to the WA SARVAC registration vrrrebsite or include it as a downloadable form after
registration.
In 2019 !!e \ffere able to publish a PSA regarding the event in the Daily Record
during the event. We advertised 4 free public classes locally using local radio
PSAs and shared class information thror-rgh Kittitas County, City Of Ellensburg and
at CWU
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4.3 Flost Hotel*b there a ks;t hoteJ fo yotLr event or grant prdect? lf yes. list llle hotel.
fNo
tr Yes' Holiday lnir lfxprers, ?.cst Wsstern Plu:1, RerJ l,.icrr *re all hcst holc
5lFuture Plans
Please explain what plans exist to allow this project to become self-sustaining. Include any plans for ticket
sales, event sponsors, and other cost-recovery models.
Future Plans*Self Sustaining: Registration fees are kept as low as possible in order to make this
training conference feasible. The Conference is dedicated to training classes for
Search and Rescue Volunteers and Professionals for the greater good of the
State(s) Couniry(s) and Communities in wtrich they serve,
Grant Funds from this Lodging Tax Grant assist in making this event possible.
WSECU contributed to the success of the Conference last year
We continue to look for addiiional sponsors for this event.
Self sustainability is not predicted at this time
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Application Questions: Part 4
6l Additional lnformation
Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your
project and its benefit to tourism.
2020 lnformation lf you had a planned event irr 2020. wheiher it was 3ble to take place or not. please describe any successes and
challences you ex;xrienced.
We had planned for June 15-21 WASARVAC Conferencein2O20.
Challenges: The June 15-21 2020 Conference \ffas cancelled due to COVID 19.
We are anxjous abo$2A21 arrd whether or not a gathering this large will be
permitted in June of 2021 . \Ale also have concerns that if the conference is not held
in 2A21 it will have impacts on SAR units across Washington State. (Note: many of
the classes presented at lhis conference are field training and classroonr classes
that rrculd not otherwise be available to SAR Volunteers)
Successes: We have been meeting regularly to discuss allernative ways to partially
accomplish the goals of this Conference. i.e. smaller classes, online classes,
alternative sites, some classes in Ellensburg.
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Additional lnformation This is an educational conference for SAR Volunteers. This Conference is the
longest running in the US and r,le are fortunate to have this type of training. Most
attending are from Washington State. This kind of visitor exposure to Kittitas
County is expected to produce repeat visits for recreation and training for SAR
volunteers and families.
Houiever. there is a greater purpose for this conference. These SAR Volunteers
attend the conference so that they are prepared for SAR missions year around in
the communities that they live in- ln most counties in Washington State, SAR
volunteers are used as a support resource for a wide variety of emergency
services.
Note:Sprrng of 201 9 and Spring of 2A20 hundreds of SAR volunteers from other
counties in Washington State came to Kittitas County for an evidence search. (This
has happened in 2018,2019 and now in 2020.)
Without proper trairred personnel these SAR and Communily responses ralrtuld not
be possible throughout the State.
There are individual packels handed out lo each attendee (suag bags) every year
during conference registration. inclLrding handouts and information from upper and
lotrcr county tourism businesses, venues, establishments, and advertisements.
This will continue to be utilized and \ ile will add information about Kittitas County
and ideas for things to do rdtile here to the WA SARVAC registration website or
include it as a dor,l,nloadable form after registration.
ln 2019 M/e \€re able to publish a PSA regarding the event in the Daily Record
during the event. We adveriised 4 free public classes locally using PSAs and
shared class infornration through Kittitas County, City Of Ellensburg and at CWU.
ln 2019 \ ,e offered 4 public classes ai the KVEC Western Village on Saturday June
22nd. These uere advertised, free classes lor the public. Winter Safety, Outdoor
Safety, Essentials for the Outdoors and an ATV Safety class. All of these classes
trere 90 minutes and taught by SAR lnstructors. We will offer additional public
classes in 2021 and advertise them locally and expand advertisements to Yakima
and Western Washington areas..
2{i00 character linit
Supporting Documents You n:y uplo:1d any sllpporling docurlenls such as graphs, in'ages. cliag;rana, narketing ll1]tetials, etc.
You are allowed to subrrit up 1o 3 single page (l,s Letter) dr:crnrents in JFG. ff or llFF lorrrul
7l Previous Lodging Tax Grant lnformation
Previous Years
Awarded Lodging'Tax
Grants*
Overall Attendnace
2019 Actual*
381
2019 Actual*
361
2019 Actual*
345
2019 Actual*
345
Prior Year Paid
Overnight Stay Data
l-bs ycur event rmeived Lodging Tax funds in previcx.s years?
l- No, this event/project has not previously received Lodging Tax Funding.
(- Yes, 1 year previous
(] Yes,2 years prevrous
f Yes. 3 or more years previous
2021 Projected*
400
Number of people traveling from outside WA State for your event?
201 9 Actual
30
tr 2021 Projected*
The number of overnight guests who stay in paid accommodations in Kittitas County
for your event
Number of people travelling more than 50 miles for your event?
2021 Projected*
380
2021 Projected*
360
2021 Projected*
360
h addition to lield above, you rray upload the evidence to supporl the prior years' rocn*right inforneltion.
Yoi: nry upltxd up to three sirgle pages (LE Letter). of infornntion. lf you a single mrhi-page docunent. only the lirst
three pages will be considered. lhe fdlowing fornals, will be accepted: JFG, FDF or TIFF
20'1 9 Methodology*Wut rrelhodology did you use to calculate the 2019 actual nun*:ers?
l- Direct Count (preferred)
17 lndirect Count
l- Representative Sirrvey
ll lnformal Survey {preferred)
17 Struclured Estimate
l- Other
30
Number of paid lodging room nights resulting from you eventlactivity/facility?
2021 Methodology*
Methodology
Narrative *
\Arhat nrthoclology will you ilse to calculate the upcsring nunteJs?
l- Direct Count (preferred)
l- lndirect Count
l- Representative Survey
l- lnformal Survey (preferred)
ly' Structured Estimate
l- Other
Fle.ase explain.
Our overnight stay information is based on the number of paid registrations and
rn{rere they are from.
The preconference is Mon-Thurs of the conference. ln 2019 u,e had 86 enrolled
(10 from 50 miles or less) We allor.red 3 nights stay with 2/3 stayed in HoiellMotels
and 1i3 Stayed at Campgrounds.
The main Conference is Fri-Sun. Classes start at 8 am on Friday and main
registration check in is on Thursday evening.. h 2A19 \q,e had 295 enrolled (20
from 50 miles or less) We allovl,ed 3 nights stay with 213 stayed in HoteliMotels and
113 Stayed at Campgiounds.
This information is based on paid registrations, attendance and registrants lhat live
more than or less than 50 miles away.
2500 character lirrit
Application Questions: Part 5
SlFunding
Does your organization have, or have you applied for, grant funding from other sources? lf not, wtry not? lf yes, please
list the funding you have for the project, including any volunteer and in-kind sources in Question 9l Project Budget
Overview.
Funding sources and amounts which have not yet been secured will be listed separately, in the field(s) directly below.
Finally, lvirat changes rarould occur if the project couldn't be funded?
Other Funding *Dtes your organiz;rtiorr have. o have you applied for {unding fronrother sources?
ll Yes l' No
Funding for which you have applied but not yet secured
Funding Source
WSECU
Funding Shortfalls*
Amount
$ 4,000.00
Wut changes will be nede ii funding for your request is not available or reconrrendecl?
Washington State Search and Rescue Conference is an educational conference
that affords SAR Volunteers (at their or,nin expense) access to classes.
We anticipate that $175 registration fee may need to be raised at some point in the
fuiure in order for the conference to continue. Resources, such as the
The Consolidated Lodging Tax Grant assist in our ability to provide this training.
ln short without this grant we will likely need to increase the registration fee to SAR
Volunteers r,viro att'end at their or,vn expense. These SAR volunieers from here in
Kittitas County and across the State devote 1000's of hours in training and on
search, rescue and recovery missions each year without recompense and at their
owl e)Qense.
2500 character linit.
Matching Funds
Percentage
Verification of ln-kind
Contributions
9l Project Budget Overview
Please complete budget for this project/proposal. lf your agency operates independently of this project application it may
not be necessary to subrnit 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 sh,own below.
The budget must include anticipated revenues, expenditures, and any potential profit or loss. For projectslevents rartrich
are ongoing for more than one (1) year, please also submit actuals from ihe 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 contributions in the formof advertising match, a binding contraci itemi2ng 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.
43.48
Yn
Ihis field rvill auto fill with the cr:rrect percentage basecl r:n your inprd to budget seclion below
For any olairled iru.kt':d coirlributions val-tetl at $500 or nrle ancl relaled to nurketin!/a{jvertisitg. you n"us1 subml
verifying docr-rrrerrtalion which assures lhe cont|ibulirrt lvill be yr:viCed_
Revenues From Consolidated Lodging Tax Grant
Budget Year
Edit if necessary 2017
LTAC Grant
Funding
Past Actual 3
$ 0.00
All Other Revenues
Account Name Past Actual 3
WSECU $ O.OO
Past Actual 3
$ 0.00
2018
Past Actual 2
$ 5,000.00
Past Actual 2
$ 0.00
Past Actual 2
$ o.oo
2019
Past Actual 1
$ 10,700.00
Past Actual '1
$ 0.00
Past Actual 1
$ 0.00
Past Actual 1
7,1 06
2021
Projected
$ 9,200.00
Projected
$ 4000.00
Projected
$ 0.00
Projected
7,106
ln-Kind Contributions (except volunteerism)
Account Name
Contributions of Volunteer Time
Past Actual 3 Past Actual 2
Number of Hours 7,106
Evidence of Volunteer Flease uploacl a single f ile nvhich offers eviderrce irr supporl of tlre pl'ojectecl vdurrteer hcx.lls.
Contributions* WASARCONVolunteerHoursLetter.pdf 182.68K8
Calculated Value of $ 167,417.36
Projected Volunteer
Time
Revenue Totals
Expenses
Account Name
Operational Costs
DEM Classes
KVEC Rental
Expense Totals
Profit & Loss
Past Actual 3
$ o.oo
Past Actual 3
$ 0.00
$ o.oo
$ o.oo
Past Actual 3
$ o.oo
Past Actual 3
$ 0.00
Past Actual 2
$ 5000.00
Past Actual 2
$ 32054.00
$ 35000.00
$ o.oo
Past Actual 2
$ 67054.00
Past Actual 2
$ -62054.00
Past Actual 1
$ 10700.00
Past Actual 1
$ 42000.00
$ 3s000.00
$ 4000.00
Past Actual 'l
$ 81000.00
Past Actual 1
$ -70300.00
Projected
$ 180617.36
Projected
$ 52500.00
$ 35000.00
$ 4500.00
Projected
$ 92000.00
Projected
$ 88617.36
Application Certification
The applicant here certifies and affirms: 1. That it does not noq nor will it during the performance of any contract arising
from ihis 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, eihnicity, sex, religion, military status, sex.ral
orientation, creed, place of birth, or disability; 2. That it will abide by all relevant local, state and federal larts and
regulations and; 3. That ii has read the information contained in the lnsiructions on pages 1 and 2 and understands and
will comply with all provisions thereof.
Certified by:
a.-/iurr"://S&,$t,Qttt/trr.ytt:
Name*James Nale for Bill Gillespie
WASARVAC PresidentApplicant's Title *
INTERNAIJ REVENUE SERVICE
P. o. BOX 2s08
CTNCINNATI, OH 4520L
DEPARTMENT OF THE TREASURY
Employer fdentif ication Number :
91-l.6424LL
DLN:
L7 053 1 553 4 003 3
Contact Person:
CUSTOMER SERVICE ID# 31954
contact Telephone Number:
(877') 829-5s00
Date:AU0 ?1ZaM
WASHINGTON STATE SEARCH AND RESCIIE
VOIJUMTEER ADVISORY COUNCIL
c/o enrslewN LoFToN plrlrc
C DENNIS BRTST,AT'IN
5555 I,AKEVIEW DR STE 201
KIRKI,AND, WA 98033
Accounting Period Ending:
December 31
Pulclic Charity Status :
170 tb) (1) tA) tvi)
Form 990 Required:
Yes
Effective Date of Exemption
May 15, 2OL0
Contribution Deduct. ibil ity :
Yes
Addendum Applies:
Yes
Dear Applicant:
we are pleased to inform you that upon review of your application for tax
exempL status we have determined that, you are exempt from Federal income taxunder section 501(c)(3) of the Internal Revenue Code. Contributions to you aredeductible under section l-?o of bhe Code. you are also qualified Eo receivetax deductible bequest.s, devises, transfers or gifts under section 2055, 2LoGor 2522 of the Code. Because this leLter could help resolve any questionsregarding your exempt status, you should keep it in your permanent records.
organizations exempt under section 501 (c) (3) of the code are further classified.as either public charities or private foundat.ions. we determined that you area public charity under the code sect,ion(s) listed in the head.ing of thigletter.
For important information about your responsibilit.ies as a tax-exemptorganization, go to www.irs.gov/charities. Enter \422:--pcil in lhe search bart.o view Pri-blicatiori 422I-pC, Compliance Guide for 501-{c) (3} public Charit.ies,which describes your recordkeeping, reporting, and disclosure reguirements.
tetter 947
-a-
WASHINGTON STATE SEARC}I AN' RESCUE
we have aent a copy of this tetEer to your repreaentative as indicated. in your
pohrer of at.t,orney.
Sincerely,
Director, Exempt Organizat.ione
a
Letter 947
-3-
WASHTNGTON STATE SNARCH AND RESCTIE
ADDENDUTIT
Based on the informat,ion submitted with your appl"ication, we approved your
request for reinslat.etnent under Revenue Procedure z$tf-tL. your effective dateof exemptlon, as €hown in bhe heading of this letter, is retroactive to the
dat.e of revocation.
Lett.er 947
These numbers are conservative and represent 2019 volunteer hours as well as projections for the 2020
conference. P / B / 2020 WASARVACjn )
Dear Lodging Tax Advisory Board,
Thank you for your consideration of our application. Unfortunately, we don't have specific logged data
or sign in sheets for volunteer hours during the 2018 conference, however based on personnel and
hours performed we can provide a close estimation.
The prior conferences, especially the one we were a part of in 2Ot3, would all be similar in volunteer
participation.
Estimated volunteer hours:
Operations during the Conference: 220 hrs.
Planning Meeting's and prep leading up to the Conference: 276hrs
Scheduling for the Conference: 80 hrs.
Class Development: 240 hrs.
Website Development: 80 hrs.
Volunteers attending classes during the conference: 6,210 hrs.
Instructors teaching classes during the conference: 210 hrs.
lnstructor preparation prior to the conference: 210 hrs.
Total volunteer hours for the 2018 conference i 7 ,526
Sincerely,
Dave Houseberg
Kittitas County Sheriff's Office
Exhibit "B"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Branding
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism
information as follows:
A. Websites and Social Media Sites must include the County's and appropriate City's tourism
website logo with an operational link to the site(s). The logo must be displayed on the
contractor's home page, it must be sized no smaller than% inch in height, and must be
surrounded by appropriate white space to allow easy recognition and legibility. Contractors
shall not change the logo(s) in color or appearance.
B. Print Advertisine and Online Displav Advertisins of all types ( including but not limited to
newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party
websites, streaming displays, etc.) must include the County's and appropriate City's tourism
website logo. The logo must be sized no smaller than% inch in height, and must be surrounded
by appropriate white space to allow easy recognition and legibility. Contractors shall not change
the logo(s) in color or appearance.
C. Video Advertising of alltypes (including but not limited to television, online, electronic kiosks,
motion billboards, etc.) must include the County's and appropriate City's tourism website logo.
The logo must be sized no smaller than% inch in height, and must be surrounded by appropriate
white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in
color or appearance.
All logos and website information may be obtained by contacting the Director of Tourism, Kittitas
County Chamber of Commerce.
Section 2. Advertising Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere
to the following guidelines and requirements for each type of advertising media utilized.
A. Print Advertisins:
7. 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 attO}% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 A, (2)(a)above, advertising reimbursement requests must include a
statement from the media provider 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. Television 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(a) above, advertising may be reimbursed at the rate of 7O% of
the total cost, including any production costs.
C. Online ng:
t. 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. Direct Mail:
1. Direct mail advertising may be reimbursed at 100% of the cost, including any production
cost, for each item mailed or shipped to a destination outside of Kittitas County. ln order to
receive reimbursement, a list of the addresses and a signed statement from the contractor
that the list is accurate, or other proof of delivery, must be provided along with other
req uired documentation.
E. Flvers/Posters:
t. Flyers or posters which are placed outside of Kittitas County may be reimbursed at IOO% of
thecost,includinganyproductioncost. lnordertoreceivereimbursement,alistofthe
locations where flyers or posters were posted outside of Kittitas County, a signed statement
from the contractor that the list is accurate and a copy of the poster/flyer must be provided
along with other required documentation.
2. Banners which are placed inside of Kittitas County may be reimbursed at 7O0% 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 Advertising
1'. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at lOO% 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 atIOO% of the cost, including any production cost.
b. For seasonal or year-round events , or for date-specific events outside of the time-
fra me in Section 2 F, 2(a) above, advertising may be reimbursed at the rate of 30% of
the totalcost, including any production costs.
G. Operation Reimbursement:
1,. Operation costs may be reimbursed IOOYo of the paid invoice cost. ln order to receive
reimbursement operations invoice must an approved cost from the Consolidated Lodging
Tax committee members list. lnvoice provided must include notation of payment with proof
of payment.
2. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed
at IOO%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