HomeMy WebLinkAboutLT-2021-014LT -2021.-074-5 U N CA D I A-CO N S E RVAN CY
2021 LODGING TAX SERVICES AGREEMENT
BETWEEN KIfiITAS COUNTY AND SUNCADIA RESORT
This Contract, effective January L,2021. is made and entered into by and between KITTITAS
COUNTY ("County"), a subdivision of the State of Washington, and SUNCADIA RESORT
("Contracto r"l, for the 2021, Conserve the Conservancy ("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.of Work.
a. Contractor shall provide the services and staff described in its Application for Lodging Tax
Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A"
which is attached hereto and incorporated herein by this reference.
b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the
following as required to perform the services, described in Paragraph (a) above, in
accordance with this Agreement: Personnel, labor and supervision; technical, professional
and other services. All such services, property and other items furnished or required to be
furnished, together with all other obligations performed, or required to be performed, by
Contractor under this Agreement are collectively referred to herein as "Services."
c. Contractor shall commence, perform, and complete such Services in accordance with
Exhibit "B" which is attached hereto and incorporated herein by this reference.
Section 2. Pavment.
a. As full compensation for satisfactory performance of the Contractor's Services, the County
agrees to pay Contractor the sum of seven thousand two hundred fifty dollars (57,250.00)
(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 seven thousand two
hundred fifty dollars (S7,250.00) (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 15,2022 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
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aud itorsaccounting@co.kittitas.wa.us
Reporting requirements of your events will be required on prescribed forms from the
County Auditor.
f. Contractor is eligible to claim reimbursement for the following items and amounts only:
r Archway for start/end of race
o Race Equipment such as safety cones & safety
o Flyer and Signs such as Posters, Banners, Event Maps, Directional Signage
r Entertainment such as a DJ or live band
o Entertainment such as bounce house, climbing wall, and other outdoor themed
activities
o Vendors for complimentary tastings such as donuts, coffee and race themed
giveaways
o Digital advertising: Such as resort website, resort social media accounts, geo
targeted Seattle/Bell
o Print Advertising: Such as regional Seattle/Bellevue
o Radio Advertising: Such as regionalseattle/Bellevue
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
fol lowing add ress: http://www.co. kittitas.wa. us/a ud ito r/defa u lt.aspx
Section 3. Performance bv Contractor.
Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County. Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the County's option.
b. Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County. ln no event shall
Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the
County. lt is understood that the Contractor and the Contractor's staff and employees are
not employees of the County and are not, therefore, entitled to any benefits provided
employees of the County.
a
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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, 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. I , 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;
e
a
a
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a Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
any governmental authority; or
a Any breach of or default under this Agreement by Contractor
Section 5- Comoliance 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 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.
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 Contractor's employees
and agrees that the obligations to indemnifiT, defend and hold harmless provided in this Agreement
extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is
mutually negotiated by the parties to this Agreement.
Section 7. lnsura and Endorsements.
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.
Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
c
c
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d. Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County as an Additional lnsured and shall stipulate that the insurance
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
Section 8. Termination.
The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any
portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon
receiving such notice of termination, Contractor shall, except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice. ln the event the
County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of
the date of the notice of termination.
Section 9. Miscellaneous.
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.
This Agreement may be executed in one or more counterparts and by facsimile, each of
which will be deemed an original, but allof which togetherwillconstitute one and the same
instrument.
e
c
e
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f. Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement. Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement, and is not in
violation of any applicable law, ordinance, or regulation the consequence of which will or
may materially affect Contractor's ability to perform its obligations under this Agreement.
g. lf any term or condition of this Agreement or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect the other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To
this end, the terms and conditions of this Agreement are declared severable.
h. The exclusive venue for any action brought to enforce this Agreement or any of its terms
shall be in Kittitas County, State of Washington.
The performance of this Agreement is subject to termination without liability by either party
upon the occurrence, or upon the prediction by the National Oceanic and Atmospheric
Administration, any other agency of the United States Government, or any agency of the
Government of the State of Washington of the occurrence of any circumstance beyond the
control of either party-including, without limitation, acts of God, war, acts of terrorism
within a fifty (50) mile radius of Kittitas County, government regulations, disaster,
pandemic/epidemic illness, strikes or threat of strikes (except that neither party may
terminate this Agreement for situations involving that party's own employees), civil
disorder, or curtailment of transportation facilities-to the extent that such circumstance
makes it illegal , impossible or economically impracticable for the parties to complete the
duties and mutual obligations agreed upon and imposed upon them herein. The ability to
terminate this Agreement without liability pursuant to this paragraph is conditioned upon
delivery of written notice from one party to the other within 10 days of such occurrence or
upon delivery of written notice from one party to the other within 24 hours of the receipt of
notice of the prediction of any of the above occurrences. To the extent feasible within the
constraints imposed by any event of the type described above, the parties agree that if the
triggering event is of apparently or likely transitory effect, the parties may negotiate such
amendments to the agreement that are mutually satisfactory and not otherwise contrary to
law, including but not limited to a change in the dates for completion of any portion or the
entirety of this agreement.
2027 County Lodging Tax Funding Agreement Poge 6
LT -202L-074-S U N CA D IA-CO N S E RVA N CY
KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS
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CONTRACTOR
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[Address]
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D AS TO FORM
erk ofthe Board
Deputy Prosecuting Attorney NIJ\I t\,$*s
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2027 County Lodging Tax Funding Agreement Poge 7
Evni
CLTAC: Application for Lodging Tax Grant Funding
rR It
Grant Application
Workshop - 2O2O*
Submittal lnstructions
& General
lnformation *
Dd yott attend the gant Apilicatlcxr nrbrkshop - 2020 hosted by the l{ttitas County Charrber of Conrrerce?
C Yes
(rNo
6 Yes,
lhave read atrd understand Subrriltal $rstructions and General hfrynnlrsr for the 2021 Ldging Tax &ant Funding
Rocess
You are strongly encouraged to compose your responses to the questaons of this form with a desktop text
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link will also be sent to you in an email.
Organization I nformation
Name of Organization* Suncadia Resort
Organization Address * Sreet Acjdress
3600 Suncadia Resorl
Address Line 2
0ty
Cle Elum
tustal / Zip Code
98922
Stale I R'ovince i Region
uashington
Country
USA
Organization is a:*l' Business
i 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*
Project Contact I nformation
First Name *Camie
Last Name*Stevenson
Phone Number*589-645-6142
- ..*bmarl
Project or Event lnformation
3320 Suncadia Trail - Hotel License - Business License.pdf
AcceptalJe f ile fornats ir.rclude: JE. FF or llFF.
87.47KB
camie.stevenson @destination hotels.com
ProjecVEvent Name* Conserve the Conservancy
Service Categories Check all catego'ies ihat apdy to ttris application
f- Tor,rrism promolionlmarketing
ll Operation of a special event designed to attract tourisls
l- Operation of a tourism related facility
l- other
Event Dates
Please provide any specific dates, or range of dates. on which your event or project will be held. You may add as many
dates or date ranges as necessary.
Event Dates
Start Dates*
81812021
ProjecVEvent
Location *
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
End Dates
81812021
Nelson Farm, Suncadia Resort
t' Ongoing ProjectiEvent (More than four years in existence)
G New ProjectlEvent (Four or fewrer years in existence)
$ 9000.00
lf you selected "Glgoing *ojecv&enf'above this arrount nEy not exceed 10% of the total expense budget of this
pro.lect.
Funding Request Max
Tourism Seasons*Fromthe lisl below. what season will your projecl enha'rce toLrrisr? Select any which apply
l- Year-round (January - Decenrber)
f- 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 | ProjecUEvent Description
Please provide a description of your projectlevent.
Response 1:
ProjecVEvent
Description *
About: Our goal in crealing the new run is to create a ra,ellness based activity that
brings araareness to our natural surroundings. With over 4,000 acres of
conservancy land we would like to share or"lr appreciation for the great outdoors
uirile educating visitors on wildlife, native plants and terrain. Many people visit the
resort proper but do not fully explore the epansive grounds nor do they
understand the grandeur ol lhe space. We hope this run is one step to brining
more awareness to our beautiful community.
Market: Our primary audience for this event continues to aitract overnight resort
guests and day visiiors from all over ihe PNW; Suncadia homeowners, their friends
and families; and many visitors from our local comn,unities. Our secondary
audience includes those visiting for other reasons (other events and conferences)
who also have an interest in seasonal festivals.
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List of lntended Use of Funds *
Archway for starVend of race
Race Equipment such as safety cones & safety
Flyer and Signs such as Posters, Banners, Event
Maps, Directional Signage
Entertainment such as a DJ or live band
Entertainment such as bounce house, climbing wall,
and other outdoor themed activities
Vendors for complimentary tastings such as donuts,
coffee and race themed giveaways
Race water bottles from such places Liberty Bottle,
Yakima WA
Digital advertising: Such as resort website, resort
social media accounts, geo targeted Seattle/Bell
Print Advertising: Such as regional Seattle/Bellevue
Radio Advertising: Such as regional Seattle/Bellevue
2l Supporting Kittitas County as a tourism destination.
1. Away from lheir place of residence or buslness and staying overnight in paid accommodations;
2. To a place fifty miles or more a\ ay from their place of residence or business for the day or staying overnight;
3. or fronr anolher 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
\A.hy would iorrists travd to l(ttitas County to attend your eveilVactivrtylfacility?
Projection- A major goal of the Suncadia Resort is to plan events that encourage
visitors to stay overnight r,Mro are more than 50 miles ar,ray. Overnight stays
increase opportunities for larger numbers of visitors to patronize local business. To
reach such visitors such items will be produced banners, flyers and posters. Our
marketing (in-house) has a list of over 35,000 loyalty members that will receive
eblast, e-nevr,sletters and package enticing them to come over for the day. They will
also focus on stralegies such as Facebook, lnstagram, and website.
Once to Suncadia Resort there are various retail and food establishments that
visitors can visit that will impact the economic make up of Kittitas County.
. Public Relations: Proactive outreach to SeattlelBellevue nredia and publications
. Digital: Google Display Ad Netu,ork and Facebook- Geo Targeting
Evidence- The resorls number one attraction is the hiking and biking trail system.
Any activities that encourage utilization of this trail system will nalurally increase the
number of leisure visits.
Projeclion- The typical attendee will stay ihe entire weekend, they will arrive on a
Friday night and stay through Sunday, usually requesting a late checkout if staying
in a local hotel/motel or vacation honre. Because lhis run is scheduled for an early
Sunday morning lhe attendee will stay the nighl wtrich will lead them to seek out
other activities to compete their stay, such as dining out at local establishments;
shopping in nearby municipalities (including Ellensburg); or other morninglevening
events arrd activities such as outdoor recreation, movies, concerts, or the theater.
The same visitors will purchase gas, meals and/ or groceries, and mementos of
their stay in Kittitas County.
Suncadia will offer such packages as _Conserve & Stay at Suncadia (overnight
stay + pgs6r1 credit) to encourage runner io stay one or more nights.
Suncadia will statically plan other aciivities such as Saturday night wine tasting, late
night live entertainment, Summer Concerts and specials at the Glade Spring Spa,
lo entice guests to stay longer
Evidence- 80% of our visitors (leisure and group) are from the Great Seattle Area
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Describe lhe pior success of your eventlaclivitylfacility in attraction tourists.
This event was first held in 2019 with lowattendance. For 2020 ihis run was
planned to be partnered with Orca Running but raas cancelled due to COVID
2500 characler linii
3llmpact
Response 3:
Measuring Results*
Desc.ibe how you will p{onote your evenVactivitylfacility to attract tcJrisls.
To promote this event raie will r,r,ork to do the following-
a. This year ue have increased exposure via social media, vriebsite awareness and
email communication
b. Ensure the tarebsite is optimized for proper event search terms
c. Digital Advertising Geo targeting SeattlelBellevue area. We can monitor interesl
and interaciions via uebsiie clicks and Facebook insights.
d. We advertise in such location as Western Washington
e. We have partrrered with the Kittitas Conservation Trust as part of the race fee is
donated back.
f. We have partnered with Liberty Bottle Works to provide each runner with a
reusable water bottle.
g. We have partnered Dru Bru Brera,ery to provide complimentary beer tastings for
participants.
h. We have partnered with Blissful Bites to provide complimentary donuts for all
participants
i. We have partnered with various PNW wineries to offer complimentary wine
tastings.
j. We have partnered with l-leritage Distilling Comparry to offer complimenlary spirit
tasting.
k. We are planning on working with oiher PNW groups/organizations who support
runners and races that support the idea of conservation.
k. Planning on reaching out to PNW business thai focus on running, gear for
runners and nutrition.
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Application Questions: Part 3
4lCollaboration
lf your organization collaborates or has created partnershipswith other organizations, groups, or other
events, how is this accomplished?
4.1 Collaboration *
4.2 Promoting Local*
HUSINESS
ln addition to the many partnerships, the resort enjoys a robust group conference
business that brings in many PNW organizations to the area. Many of the
attendees of these conferences make return visits to the area with their families
and friends to attend such events as Harvest Festival, summer concerts, holiday
celebrations and or a ueekend visit. A link to the Kittitas County Website has been
added to our website so visitors can be educated on all the recreation Kittitas
County has to offer.
Additionally, ue are vrrcrking on a nrarketing plan to further partner with more local
and national organizations as ra,ell as a charity contribution for 10K Run. This plan
tu,ould include sponsorships for the event with an overall donation io the Kittitas
County Conservancy. This will be a marketing plan that will be occurring year or
year.
Current Collaboration Example
Kiltitas Conservation Trust- CIe Elum Donation
Liberty Bottle Works-Yakima Sponsorship for reusable water bottle
Browne Family Vineyards-Seattle Provide Wine Tasting
Treveri - Yakima Provide Wine Tasting
Dru Bru- Cle Elum & Snoqualmie Pass Provide Beer Tasting
Sugar + Spoon- Seattle Provide Cookie Dough
Entertainnrent Phls- Ellensburg Provide Music
Shirturorks- Ellerrsburg Provide Race Shirts
Heritage Distaining Company- Roslyn Provide Spirit Tasting
Future Collaboratiorr Example's
Bounce Pros- Chehalis Provide Entertainment
Compass Outdoor Adventures- Northbend WA
2500 character liril
[txcrtbe how you will pronole bdging establisl]ner.rts. restauranls. and business located irr Kttitas County
To promote local establishments Suncadja will strategically partner with key
business within and without the county such as Dru Bru, Heritage Distilling
Company. Sugar + Spoon, etc.
2500 oharaiier lirnt
4.3 Flost Hotel*b there a hast hotei for your event o'grarrt project? lf yes. list tjre hotel.
fNo
G Yes. ljt:1<:::l.iiu :|.;::,;r:rt
5l Future Plans
Please explain what plans exist to allow this project to become self-sustaining. lnclude any plansfor ticket
sales, event sponsors, and other cost-recovery models.
Future Plans*We hope thai eventually this event will gather enough attendance and gather funds
through ticket sales and \ork with a number of sponsors so it can be self-
sustaining. ln its infancy it will need assistance.
2500 character lirnt
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
Additional lnformation
ff you had a planned evetrt in 2020, whether it was able to take place cr not, dease descib€ any successes ancl
challenges you experlenced.
This run U,aS planned tor 2020 but due to COVID this event rrvas cancelled.
2500 character linit
2500 character lirrit
2021 Projected*
250
2021 Projected*
356
!r addition to lield above, you ney u$oad the evidence to suppsl the prior years' roon*right infornation.
Ycu nay upload up to threr single pages (L-6 Letter), of irrfo{nntion. lf you a single mrlti-page docunrent, only the first
lhree pages will be considered. lhe fdlor,ving fonrats, will be accepted: Jfu, FF or TIFF
Supporting Documents Ycru nay upload any srlpporting docurents such as graphs, ineges. diagrans, narketitE nEtejals, etc.
10K Map Route 2019.pdf 3BB.B4KB
Conserve the Conservacy 10K_HDC Drink Menu.pdf 2A2.1KB
Conserve the Conservancy Flier_8.Sxl 1.pdf 1.1 1MB
You are ailovred lr: subnit up to 3 single page (L-S LeRet docunents in JFG Fff or TIFF fornat
TlPrevious Lodging Tax Grant lnformation
PreviOuS Years Fbs ;rotr event received Lodging Tax funds in previous years?
Awarded Lodging Tax {^ No. this eventlproject has not previously received Lodging Tax Funding
Grants* F yes, 1 year previous
a Yes, 2 years previous
f Yes, 3 or more years previous
Overall Attendnace
2019 Actual*
55
201 9 Actual *
286
Prior Year Paid
Overnight Stay Data
Number of people travelling more than 50 miles for your event?
2019 Actual* 2021 Projected*
55 306
Number of people traveling from outside WA State for your event?
201 9 Actual * 202'1 Projected *
286 306
The number of overnight guests who stay in paid accommodations in Kittitas County
for your event
201 9 Actual *
286
2021 Projected*
Number of paid lodging room nights resulting from you eventlactivitylfacility?
356
2019 Methodology*
2021 Methodology*
Methodology
Narrative *
\Alrat nethoddogy did you Lise to calculate lhe 2019 actual nunters?
V Direct Count (preferred)
l- lndirect Count
l- Representative Survey
l- lnformal Survey (preferred)
l- Structured Estimate
V Other A:; n parl of lJvait, Suncr:cjiii llcsori rrliliz,es lr.rrnpi:n1:,nrrrie jnsliuclir
Wial nelhodology will you use to calcr-rlate tlle upcoring r.unjrers?
17 Direct Count (preferred)
l- lndirect Count
[- Representative Survey
l- lnformal Sirrvey (preferred)
l- Structured Estimate
V Other A".; a parl a{ f.ly;:il. $unc;riia f{q::,-:ri i.iiiiiz.ei r;r.;rrip:rry,r.,iiiri inr,;trLrr:ili
FIease explain.
As a part of Hyatt, Suncadia Resort utilizes companyuride instruction and guidance
provided to estimate the room night increase and \/je forecast accordingly.
2500 character lirtrt
Application Questions: Part 5
SlFunding
Does your organizaiion have, or have you applied for, grant funding from other sources? tf not, wiry not? lf yes. please
list the funding you have for the project, including any volunleer and in-kind sources in Question 9l Project Budget
Overview.
Funding sources and amounts wtrich have not yet been secured will be listed separately. in the field(s) directly below.
Finally, ttirat changes would occur if the project couldn't be funded?
Other Funding *Does your organizatiotr have, or have you applied for lundirrg frontother so:rces?
CYes GNo
_*Lplanatron lf not. why not?
201 9 was the first year that the 10K Conservation run \,,vas planned, at this time
Suncadia funded all needed materials, marketing, and any race needed itenrs for
the 10K run. The race was cancelled for 2020 due to COVID.
2500 character limt
Funding Shortfalls*\Arhai changes will be rade lf iundirrg for your reqLrast is not available or recorrended?
Vendor Fees
The idea of the Conserve the Conservancy 10K vms created to support lhe local
community. runners and to give back to the Kittitas Conservation Trust. tf this event
rms unable to receive no funding and was unable to happen this next summer, the
impact on the local community, artists, vendors and small business raould be
upsetting. The10K run supports many local business through purchasing supplies
and materials and vendors will be relying on the event to happen every year.
Additionally, since the run w€s cancelled for 202A r.rae are planning on a more
robusi programming for 2A21 .
2500 character linit.
Matching Funds
Percentage
72.22
6J/o
This lield will auto f illwith ihe correcl percentage based on your input to budgei section be,low
ol Elr^i^^+ E rrIA^+ nr,^h,i^..,
rl r r LrJEr-1 LrLrl.lgs r \rY rrr v trr w
Please complete budget for this project/proposal. lf your agency operaies independently of this project 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 must include anticipated revenues, expenditures, and any potential profit or loss. For projecis/events which
are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years ol operalions
(need not be consecutive) for the projeci/proposal if applicable.
For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must
submit verifying documentation which assures the contribution will be provided. For instance, ilyou are
claiming in-kind contributions in the form of advertising match, a binding contract itenrilng 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
requtred io be filled before lhis form is submitted. Providing all applicable data is your responsibility, failure to do
so will potentially jeopardize your application's chance for review.
Verification of ln-kind
Contributions
For any clai*ed irrkjnd cG'rlril:trtions valr-ed at $500 or rrue and rdated to n€rkelingladve{ising. you mtst subnit
venfying docunrentation which assures the contribulion will i:e provided,
Budget Year
Edit if necessary 2017 2018 2015
Revenues From Consolidated Lodging Tax Grant
Past Actual 2
$ 5,000.00
Past Actual 2
$ 440.00
Past Actual 2
$ o.oo
Past Actual 2
$ 5440.00
Past Actual 1
$ o.oo
Past Actual 1
$ o.oo
Past Actual 1
$ o.oo
Past Actual 1
Past Actual 1
$ o.oo
2021
Projected
$ 9,000.00
Projected
$ 6500.00
Proiected
$ o.oo
Projected
0
Projected
$ 15500.00
ln-Kind Contributions (except volunteerism)
Account Name
LTAC Grant
Funding
Past Actual 3
$ o.oo
All Other Revenues
Account Name PastActual 3
Ticket Sales $ 0.00
Past Actual 3
$ o.oo
Past Actual 3
$ o.oo
Contributions of Volunteer Time
Past Actual 3 Past Actual 2
Number of Hours
Calculated Value of $ 0.00
Projected Volunteer
Time
Revenue Totals
Expenses
Account Name
D$ Entertainment
Signage- Copy
Shop
Race Shirts-
Shirttrcrks
Race Bibs
Sugar + Spoon
Race Supplies
Water Supplies
Pre & Post
entertainment
Water Bottles
Expense Totals
Profit & Loss
Past Actual 3
$ 0.00
$ o.oo
$ 0.00
Past Actual 2
$ 450.00
$ 920.00
$ 70.00
$ o.oo
$ 100.00
$ 250.00
$ o.oo
$ 0.00
Past Actual 2
$ 2763.00
Past Actual 2
$ 2677.00
Past Actual 1
$ 0.00
$ o.oo
Projected
$ 1200.00
$ 1200.00
$ 2500.00
$ 500.00
$ 1500.00
$ 1500.00
$ 500.00
$ 7000.00
Projected
$ 18900.00
Projected
$ -3400.00
$ 973.00 $ o.oo
$ 0.00
$ o.oo
$ 0.00
$ 0.00
$ 0.00
$ o.oo
Past Actual 3
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ 0.00
$ o.oo
$ o.oo $ 3000.00
Past Actual 3
$ 0.00
Past Actual 1
$ o.oo
Past Actual 1
$ o.oo
Application Certification
The applicani here certifies and affirms: 1. Thai it does not now, nor will it during the performance of any contract arising
from this application, unlawfully discriminate against any enrployee, applicant for employment, clieni, customer, or other
person tdro 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 laun and
regulations and; 3. That it has read the information contained in the lnstrLrctions on pages 1 and2 and understands and
will comply with all provisions thereof.
Certified by:
&e*aAee€dae
Name *Camie Stevenson
Applicant's Title * Sim & Fitness and Special Events Manager
ffi
26s3i
UBI:602369068 0Ol 0005
t
DH ROSLYN MANAGEMENT LLC
DESTINATION ROSLYN RESORT
3320 SUNCADIA TRAIL
ctE ELUM, WA 98922-3215
DH ROSLYN MANAGEMENT LLC
DH ROSLYN MANAGEMENT LLC
3600 SUNCADIA TRAIL
CLE ELUM WA 98922-3240
DETACH SEFORE POSTING
STATE OF WASHINGTON
UNEMPLOYMENT INSURANCE.
ACTIVE
TOBACCO PRODUCTS RETAILER.
ACTIVE
TAX REGISTRATION - ACTIVE
HOTEL LICENSE #87857 - ACTIVE
PERMIT TO PURCHASE SPIRITS.
SPIRITS DISTILLERS,
DISTRIBUTORS ANO RETAILERS:
THE LICENSEE WHOSE NAME
APPEARS ON THIS PERMIT (OR
THE LICENSEE'S EMPLOYEE OVER
21 YEARS OF AGE) IS AUTHORIZED
TO PURCHASE SPIRITUOUS
LIQUOR FROM YOU AS PROVIDED
BY THE WASHINGTON STATE
LTQUOR ACT RCW 66.24.640,
66.24.630, AND 66.24.640.
Expires: Feb29,2020
7
,@\W BUSINESS LICENSE
STATE OF
WASHINCTON lssue Date: May 10,2019
Unified Business lD #: 602369068
Business lD #: 001
Location: 0005
Expires: Feb29,2020
Limited Liability Company
DH ROSLYN MANAGEMENT LLC
DESTINATION ROSLYN RESORT
3320 SUNCADIA TRAIL
cLE ELUM, WA98922-3215
UNEMPLOYMENT INSURANCE - ACTIVE
TAX REGISTRATION - ACTIVE
TOBACCO PRODUCTS RETAILER - ACTIVE
HOTEL LICENSE #87857 . ACTIVE
PARTIES IN INTEREST:
TUMBLE CREEK GOLF LLC, PER WAC 314.07.035
REGISTERED TRADE NAMES:
DESTINATION ROSLYN RESORT
This docunrent lists lhe registrations, endorsements, and licenses authorized for lhc business
named above. By accepling tbis document, ihe licensee ccrtifieslhe informalion on the application
was complete, lrue, and accuralc lo the best of his or her knowledge, and that businesi rvill be
conducted in compliance with all applicable Washingtotr state, count1,, and city regulations.Director,
gaL0002 DETACH THIS SECTIO\ FOR YOUR WALLET Director, Depaildcnt of R€veoue
(otrd ERYE THE
gffueutr fi,2ots
ONSERUANCY
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Register Ontine at: bit.ty/ConservancylOk
nAr-oF REO$nRAn0N, $lg
A portion of atlticket sales witt go to the
Suncadia Forestry & Conservancy Fund
flrcua rHE END orrlflfEttuv P**ERIE ANr (trrtffoer
Combine the traits with the road, and an urban run with a forested trail run.
Enjoy over 4,000 acres of Suncadia's scenic conservancy on this new l-Ok.
7,00AM-|ZI00PU 6.2 Mllfd
PRE- REOATRATION. $IO tNctu0E0,
o Race Shirt
. Snacks
. 16oz. Water Bottle
II
CONSERVE THE
CONSERVACY lOK
BSB ON THE RocKs
BSB@ - Bnowx Sucnn BouneoN ovER tcE
SPICY BACON BLOODY MARY
HDC Sweer Gxosr Psppen Vooxt, HDC BacoN VooxA,
Deurrnr's Broooy Mnny Mlx, Deurrnl's BacoN Rtu Snor,
Bncon & Prcxr.eo Veccre GnRnlsn
DEMITRI'S SAVORY BTOODY MARY
DeurrRr's SEnsoNED Vooxn, DrmlrRI's Brooov Mnny Mtx,
Deurrnr's CDnrcrnnl Rlm Snor, Ollvr & Cueese GanNlsn
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START/
FINISH
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. PrintAdvertisinsandOnlineDisplavAdvertisinsofalltypes(includingbutnotlimitedto
newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party
websites, streaming displays, etc.) must include the County's and appropriate City's tourism
website logo. The logo must be sized no smaller than% inch in height, and must be surrounded
by appropriate white space to allow easy recognition and legibility. Contractors shall not change
the logo(s) in color or appearance.
C. Video Advertisine 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. Advertisine Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere
to the following guidelines and requirements for each type of advertising media utilized.
A. Print Advertisins:
L. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed atlO0% of the cost, including any production costs. To
operate exclusively outside of Kittitas County, the provider must not be physically located in
the County and/or not distribute any media within the County.
2. Print advertising placed with any media provider which operates inside Kittitas County may
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to L0 days prior to
the event may be reimbursed attOO% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 A, (21(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 Advertisins:
t. 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 at1,00% 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 70% of
the total cost, including any production costs.
C. Online Advertising:
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. Dire ct Mail:
L Direct mail advertising may be reimbursed at L00% of the cost, including any production
cost, for each item mailed or shipped to a destination outside of Kittitas County. ln order to
receive reimbursement, a list of the addresses and a signed statement from the contractor
that the list is accurate, or other proof of delivery, must be provided along with other
req uired documentation.
E.F
L. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% 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 IOO% 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 Advertisine
1. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at L}OYo 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-
frame in Section 2F,2(al above, advertising may be reimbursed at the rate of 3oo/oof
the total cost, including any production costs.
G. Ooeration mbursement:
L. Operation costs may be reimbursed 1,O0% 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