HomeMy WebLinkAboutLT-2021-004-Jazz in the ValleyLT-2021.-OO4-JAZZ IN THE VALLEY
2021 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND TAUGHING HORSE ARTS FOUNDATION
d.b.a. JAZZ IN THE VALLEY
This Contract, effective January 1,,2O2I is made and entered into by and between KITTITAS
COUNTY ("County"), acting as agent for and on behalf of the City of Ellensburg, a Washington
municipalcorporation ("City"l, a subdivision of the State of Washington, and LAUGHING HORSE ARTS
FOUNDATION d.b.a. JAZZ lN THE VALLEY ("Contractor"l for the 2O2l Jazzin the Valley ("Event").
WHEREAS, the purpose of this Agreement is to provide for activities and expenditures
designed to increase tourism,
NOW THEREFORE, in consideration of the terms and conditions contained herein, or
attached and incorporated and made a part hereof, the County and the Contractor mutually agree
as follows:
Section 1. Scope of Work.
a. Contractor shall provide the services and staff described in its Application for Lodging Tax
Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A"
which is attached hereto and incorporated herein by this reference.
b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the
following as required to perform the services, described in Paragraph (a) above, in accordance
with this Agreement: Personnel, labor and supervision; technical, professional and other
services. All such services, property and other items furnished or required to be furnished,
together with all other obligations performed, or required to be performed, by Contractor
under this Agreement are collectively referred to herein as "Services."
c. Contractor shall commence, perform and complete such Services in accordance with Exhibit
"8" which is attached hereto and incorporated herein by this reference.
Section 2. Pavment.
a. As full compensation for satisfactory performance of the Contractor's Services, the County
agrees to pay Contractor the sum of nine thousand dollars ($9,000.00) (City of Ellensburg
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 nine thousand dollars
(59,000.00) (City of Ellensburg 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 'J,5,2022 after this date funds lapse.
d. Requests for reimbursements must be submitted to:
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LT-2021-OO4-JAZZ IN THE VALLEY
Kittitas County Auditor
Attn: Auditor's Accounting
205 West 5th 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 Rent canvas tents to cover the seating areas at the Rotary Pavilion, our main
venue
r Rent porta-potties and wash stations for outside venues
o Hire security to police the festival Friday & Saturday nights from 6pm until
Midnight
. Help defray the rentals costs of the sound equipment used at the Rotary
Pavilion.
r Rent cooling devices/fans for the venues if the temperatures during the festival
require them.
o On-line and print advertising focused on target audience.
r Social media advertising
r Use an on-line exit survey to get feedback from festival attendees
o Rent performing arts spaces for venues.
r Radio advertising
g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and
is further expressly denied funding for the following items as requested in the application as
defined in Section 1(a): N/A
h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation at the conclusion
of the event.
Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
fo I lowi ng add ress: http://www.co. kittitas.wa. us/a ud itor/defa u lt.aspx
Section 3. Performance bv Contractor.
Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County 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.
a
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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
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. lnd itv. and Hold Harmless.
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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,
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;
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. Compliance with Public Records Law.
a. ln compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. ln the event a public records request is made to the County 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
Agreementextendtoanyclaim broughtbyoron behalf of anyemployeeof theContractor.Thiswaiver
is mutually negotiated by the parties to this Agreement.
Section 7. lnsurance and Endorsements.
a
a
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The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses arising
out of personal injury (including death) or property damage that may result from performance
of the Services or this Agreement, whether such performance is by Contractor or any of its
employees, agents or representatives.
c. Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d. Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
e Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County 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 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.
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,
a
a
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LT-2021.-OO4.JAZZ IN THE VALLEY
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.
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 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.
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.
i. 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
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LT-202L-OO4-JAZZ IN THE VALLEY
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.
KITTITAS COUNTY
BOARD OF
ner
NTY Mtsst
J A
Clerk of the Board
CONTRACTOR
'A--
lPr mel
[Address]
[Telephone]
tr-a\|t-.J$f
k
"'|.L
4\a
D AS TO FORM
Deputy Prosecuting Attorney
_2027 County Lodging Tax Funding Agreement Page 7
Exn\btr I'qt\
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2020 *Dd you attend the &ant Apdication Workshop - 2020 hosteci by llre lfttilas County 0ranber ot (brnr€rce?
(; Yes
fNo
l; Yes,
I have read and ut.rderstand Subnitlal hstructions and General h{ornation f t:r llrc2}2l Lodging Tax Gant Funding
Flocess
Submittal lnstructions
& General
lnformation *
You are strongly encouraged to compose your responses to the questions of this form with a desktop text
editor and save your work, then copy and paste the information into the form. You may also save a draft by selecting
the button at the bottom of this page. When you do this you will be logged out and must log back in to continue. In order
to save a draft you will need to provide an email address and a passranrd. After completing the save draft, you ltill be
redirected to landing page containing a link to log back into the form. We suggest you save this link as a bookmark. The
link will also be sent to you in an email.
Organization I nformation
Name of Organization * Laughing Horse Arts Foundation d.b.a. Jaz-in the Valley
Organization Address * $reel Acidress
P.O. Box 214
Address Line 2
oty
Fllensburg
hstal I Zip Code
98926
Organization is a:*f Business
It Non-Profit
(Note: Please submii W-9 for business or IRS Designation Letter for non-profit.)
Click here to view sample documents (redacted).
State I P'ovince I Region
WA
Cu;ntry
USA
Upload Proof of
Organization Status*
501 c3.pdf
Acceptalle f ile fornats i'rclude; JFG. FS r:r TIFF
788.28K8
Project Contact I nformation
First Mme*Don
Solberg
509-925-3241
Last Name *
Phone Number*
Email*djsolberg @charter.net
Project or Event lnformation
ProjecVEvent Name * Laughing Horse Arts Foundation d.b.a Jaz.in the Valley
Service Categories Check all calegolies that agly to lhis appiioatior
l'- Tourism promotion/marketing
17 Operation of a special event designed to attract tourists
l- Operation of a tourism related facility
l- Other
Event Dates
Please provide any specific dates, or range of dates, on wfrich your event or project will be held. Yeu may add as many
dates or date ranges as necessary.
Event Dates
Start Dates*
713012021
ProjecVEvent
Location *
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
End Dates
81112021
Dounrior,tn Ellensburg
6 Ongoing Project/Event (More than four years in existence)
f New Project/Event (Four or fer,r,rer years in existence)
$ 10000.00
lf you selected "&lgoing frojecUFrent" above this anount nay ncf exceed 10% of lhe total experse budget of this
pro.ject.
Funding Request Max
Tourism Seasons*Frornlhe lisi below, what season will your projeci enhartce tourisrt Se{ect any which apply
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:
ProjecVEvent*uescflptron
Jazzin the Valley is a three day music festival originally created to celebrate the
Jazgenre in all of its various forms and entice visitors to spend time in
Ellensburg's downtor,rnr area during the Summer. Over the pasl22 years of our
existence \tue have e4landed our horizons to irrclude not just straight ahead Jaz.
and swing but Blues, Soul, R&8, Latin, Funk, Ragae, Zidago, Gospel and even
some Rock 'n Roll. Because our numbers have decreased in the past few years,
we are considering re-branding the festival to reflect our diversity.
Our core audience members are music lovers of wtro are looking for a weekend
getalwy at an affordable price. The primary attendees will come from the Pacific
Northvrest but the festival dravrs from across the United States and Canada.
Like most destination iestivals, we $,ere forced to cancel the 2020 season due to
Covid19. We hope to restart the festival in 2021 .lf public health restrictions are still
in place by February 2021 , we will start implementing plans to a reduced level
festival in order to remain in compliance Wth these guidelines.
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List of lntended Use of Funds*
1. Rent canvas tents to cover the seating areas at
the Rotary Pavilion, our main venue
2. Rent Portapotties and wash stations for outside
venues
3. Hire security to police the festival Friday &
Saturday nights from 6pm until Midnight
4. Help defray the rentals costs of the sound
equipment used at the Rotary Pavilion.
5. Rent cooling devices/fans for the venues if the
temperatures during the festival require them.
6. On-line and print advertising focused on our
target audience.
7. Social media advertising
8. Use an online exit survey to get feedback from
festival attendees
9. Rent performing arts spaces for venues.
10. Radio advertising
2l Supporting Kittitas County as a tourism destination
1. Auay {rom their place of residence or business and staying overnight in paid accommodations;
2. f o a place fifty miles or more a\ 6y fiom 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: ?art 2
\{hy would iour,sts travel to Kittitas Oounly to aitend your evenllaclivitylfacility?
Covid'19 devastated festivals around the nation, with cancellation of many events
much larger and wiih even more history than Jazin the Valley. lf all factors come
together to allow a full 3 day traditional invitation festival, we feel strongly that the
pent up demand for festival attendance, coupled with the current low incidence of
Covidl9 in our county will make travel to our area both attractive and feasible.
Additionally, in an economy stressed by significant detrimental impacts in 2021, our
festival renrains one of the best buys in the Pacific NW.
'1 . We underwrite radio programs that promote Jaz throughout the year and
purchasing ads in the months prior to the festival, targeting our core audience and
blanketing most of the state.
2. We hope to refine our on-line nernnletter (ufrich is focused on past altendees)
3. We produce 7000 brochures and 250 posters that are distributed throughout the
State and mail information packets to Chambers of Conrmerces throughout in the
State.
4. We distribute at least 75 of our posters to locations throughout the state, 30 of
wttich go to wineries in Washington (many participate in the Wine tastings provided
by Gallery One and the Clymer Museum during the festival rneekend).
5. We developed an on-line nelr,sletter targeted to past attendees, to keep our
patrons engaged in what this year's festival will be offering as lr,ell as other events
in our area.
6. Through many of the on-line and social media ads we placed last year. we
received valuable demographic infornration. Combinirrg this with the email
addresses from past ticket sales, we hope to direct market to this audience and
request feedback orr their festival experiences. (Currently the list numbers 865
email addresses)
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}]scribe the pricr success of ycur evenvactivityifacility in anractjon tdlrisls.
- We have a mailing list of over 1750 members, 36% (634) of which have
addresses outside of our county and wi'rich span across the United states and
British Columbia. The out of county addresses are all from past attendees of the
Festival who requested to be on the list.
-- We are a three-day festival with Friday and Saturday nights events going until
midnight. Most attendees from more than 50 miles away choose to stay overnight;
be it in local lodging establishments or with friends that live in the area.
-- Based on knovm zip codes associated with our ticket sales, at least 53% or our
tickets sold u€re to out of county residents.(See Exhibit 41 )
-- Of those r,r*ro completed our survey at the festival:
- 38% had Kittitas County Zp codes
- 62% of respondeni's lp codes were fronr outside of Kittitas County Of that
number:
- 2o/o slayed in an RV Park in Kittitas County
- 6% stayed 1 nights in paid accommodations
- 24o/o slayed 2 nights in paid accommodatiorrs
- 6% with friends or relatives in Kittitas County
- 62% didn't report
-- ln summary, our data strongly suggest thai 55-60% of our atiendees live outside
Kittitas County
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3llmpact
Response 3:
Measuring Results*
Describe hov yor-| will pronde your evenuaclivity/facility to attract toJnsts.
-- We track demographic information of ticket sales through lhe Chamber, on-line
sales through ShowClix, mail-order sales and our unrestricted personal /business
contributions. During the 2019 Festival \Me asked ticket buyers to tell us their 2p
codes and their email addresses. When u,e combined all of the available ticket
information: 53% of tickets nere in Kittitas County and 47o/"v'nre out of the county
(See Exhibit A1 ).
-- The respondents to the survey taken during the festival that reporied addresses
shou,ed: 43o/o trwre from Kittitas County and 57o/o v@te or-ri of ihe county. (See
Eiribit A2) Our on-line survey at the end of the festival shor,rcd sinrilar results.
-- Facebook kept track of interactions with all the ads wa purchased with them this
year. See {Eftibit B)
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Application Questions: Part 3
4lCollaboration
lf your organization collaborates or has created partnerships with other organizations, groups, or other
events, how is this accomplished?
4.1 Collaboration *
4.2 Promoting Local*
HUSINESS
4.3 Host Hotel*
1. CHAMBER OF COMMERCE: Serves as our sales outlet prior to the festival and
helped staff the box office during the festival.
2. CITY OF ELLENSBURG:
- Waves noise ordinance for r,r,eekend
- Allows our use of the Rotary Pavilion for our main venue and the on-sight building
as our Box Office with the Chamber of Commerce also providing staff support
during the Festival.
- Provides: fencing for ihe Rotary Pavilion (main venue); no parking signs;
handicap signs; hangs our banner across 4th bet\,een Main and Pearl streets.
3. CWU:
- Through a contract arrangement provides: Pianos, Music stands, Platforms, and
Cooling fans for the Rotary Pavilion.
- We offer yearly scholarships for Jaz students attending CWU.
- We partner to provide musrc clinics for the County high school students.
- The camp students performed t\ito a free concerts: Friday and Saturday morning
prior to the festival events.
4. RODEO BOARD: Provides usage of approximately 750 chairs for the festival.
5. GALLERY ONE & CLYMER MUSEUM:
6.The 509 Facilities donated $1000 in-kind services to clean and maintain the
Rotary Pavilion during the festival.
- They serve as music venues during the festival
- Provides a tasting of prenriunr Washington State wines on the Sat. afternoon of
the festival. This is a major fundraising event for them.
7. FARMER'S MARKET: runs extended hours that'vr,eekend
B. COMMIT A PAGE OF OUR BROCHURE to other events happening in Ellensburg
that weekend.
9. PUBLIC LIBRARY: decorates their lobby wiih Festival memorabilia. They also
have an archive of all our past festivals.
10. DOMTED: 24 Festival Passes to nor.r-profit organizations to aid in their
fundraising efforts.
1 1 . KVH: - Displays all 22 years of posters in their lobby throughout July. - Was a
Major Festival Sponsor that provided a free Sunday concert for the community. We
handed out 468 wristbands to arryone thai didn't have a festival badge.
12.|n 2019, u,e did promotional concerts at t\,o local establishments: The Gard and
Nodding Donkey.
13. Outside of the Rotary Pavilion, all of our music venues have been in
businesses around the dountorrrn area. Our Box office personnel, with Chamber
Personnel assisting, refer countless customers during the festival to local bars,
restaurants, clothing stores, museums, art galleries, and give out hotel and motel
information to all facilities in the area.
14. We contacted of lodging establishments to discuss the possibility of creating
value packages for those attending the festival.
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tlscribe how you will promrte lodging eslaHislnents, reslaurants. an.j busilEss krated in l(ftitas County
Outside of the Rotary Pavilion, all of our music venues have been in businesses
around the dolvntovrn area. Our Box office persorrnel, with Chamber Personrrel
assisting, refer countless customers during the festival to local bars, restaurants,
clothing stores, museums, art galleries, and give oui hotel and motel information to
all facilities in the area.
Lodging links directly to hotels for bookings are available through our u,ebsite
throughout the year.
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ls ihere a host hold {rx yoL.n event or grarrt prqect? lf yes. list lhe hoiel.
fNo
G Yes. llllcl v.!irrl:.*w
5l Future Plans
Please explain what plans exist to allow this project to become self-sustaining. lnclude any plans for ticket
sales, event sponsors, and other cost-recovery models.
Future Plans*Most years we have been financially in the black and r,rcre able to accuntulate
reserves. Unfortunately, because of increasing epenses and our declining
attendance, we have had to dip into those reserves. As a result, becoming self-
sustaining has been a major focus for our board.
- For example: ln 2016 vr,re experimented with erpanding the types of music to
attract a bigger audience. ln 2017 , u,re experimented wilh a change in ticket pricing,
wl-rich assisted us in partially overcoming some additional costs such as the new
City admissions tax. ln 2018, with a major change in board members, ule embarked
of developing a five-year business plan. A major focus riws to attract nrore major
festival sponsors by reassessing r,that that might look like for them. This vr,e
accomplished, moving from trrrc sponsors in 2017 to five in 2018 including KVH
wlrich sponsored Sunday's performances as a free concert to festival goers and
our comnrunity. We also reduced our costs by reducing the number of venues to
eight from ten. Subsequently, in 2018 we covered all expenses and ended with a
small surplus for the next year. For 2019, \€ increased our corporate sponsorshrps
to seven and again KVH subsidized the free concert on Sunday.
- Our nensletter is still in it's infancy. but ue already see ihe potential of epanding
our message.
- Although we still have enough reserves to put on a festival next year, our
attendance was dor,rnr slightly and we did not make our 2019 budget. The
Ellensburg Arts Comnrission helped us defray some of the costs and r,re will be
looking to them again to help us out for specific needs.
- The Festivals biggest contribution comes from our board members and the
approx. 150-200 community volunteers that work to set up and put on the festival.
Keeping them involved and attracting new people to help is a focus for us.
- The board is r.rorking with a facilitator to help us develop a cohesive, rirell-
functioning board and committees, wirile developtng a well-defined long-term plan
tor Jazzin the Valley. A key element for our longevity is atiracting more community
members to help our various committees throughout the year.
2500 character linit
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 in 2020, whether it was able lo take place or not, please describe any successes and
challenges you experienced.
- This will be our 23rd year offering the festival and every year festival board
members have done informal surveys of the restaurants and motels. The feedback
\ € have received indicates this is one of their busiest and best \^€ekends during
the year. We know rae are not the only reason but certainly
help.
- The only paid staff is during the festival: ticket booth staffing, security officers,
and the musicians along with the sound lechs.
- Volunteers are our lifeblood. This festival is truly a community effort. Fbrarever,
with a reduced festival size, \ffe Miould obviously need significantly feraer volunteers
- Attached is a brief history of our journey: See Exhibit E.
- We are vvorking to re-create our image. We have established a recognizable
entity/festival; horirever. \ie are more than the traditional/straightup jaz. We have
entertained changing the name and promoting the variety of music we offer. So far,
when r,re asked our patrons on Survey Monkey their opinion, the majority wanted it
io stay Jaz in the Valley.
Additional lnformation
2500 character linri
2500 character lirit
Supporting Documents Ycu nray upload any supporting docrments sucl] as graphs, irrages, diagranE. n?rkethg n?terials, etc.
Exhibit_A-2019.pdf 218.62K8
Exhibit_B_2019.pdf 607.72K8
Exhibit_E.pdf 114.11K8
Yor"r are allouied to subnit up lo 3 single page {LS Letter) docunents in JFG FDF or llFFfornet
7l Previous Lodging Tax Grant lnformation
Previous Years
Awarded Lodging Tax
Grants*
Overall Attendnace
2019 Actual*
2,241
Fhs yolr event received Lodging Tax funds in previffis years?
C No, this eventlproject has not previously received Lodging Tax Funding
f Yes, 1 year previous
f Yes, 2years previous
6 Yes, 3 or more years previous
2021 Projected*
2,448
Number of people travelling more than 50 miles for your event?
2019 Actual* 2O21,Projected*
1 ,188 1 ,098
Number of people traveling from outside WA State for your event?
2019 Actual* 2021 projected*
49 56
The number of overnight guests who stay in paid accommodations in Kittitas County
for your event
2019 Actual* 2021 Projected*
880 1,100
Number of paid lodging room nights resulting from you event/activity/facility?
2019 Actual* 2021 Projected*
440 550
Prior Year Paid
Overnight Stay Data
2019 Methodology*
2021 Methodology*
Methodology
Narrative *
h addition to field above, yol nEy udoad the evidence to support the p-itr years' roordnight irfor'rction.
Lodging_counts_2019.pdf 14.64K8
You nuy upload lp to three single pages (i-S Letter), of infrynation. if you a stngle mllllpage dr:cunent, only the first
three pages will be cotrsidered. The {ollowing folrats. wrll be accepted: Jffi. S or llFF
Wtat nethodr:logy did yoLr r-se to calculate the 2019 actual nuntrers?
17 Direct Count (preferred)
17 lndirect Count
J- Representative Survey
17 lnformal Survey (preferred)
l- Structured Estimate
l- Other
Whal rethoddogy will you use to calculate {rc upconing rrunters?
l- Direct Count (preferred)
17 lndirect Count
J- Representative Survey
J- lnformal Survey (preferred)
l- Structr,rred Estimate
l- Other
Flease explain.
We used the same methodology as we did for budget projections; that is, averages
of the last 3 years of lodging data submitted previously. This iracks very close to
2019 data, our most precise estimate of local lodging utilization.
Though a survey is listed as preferred, ue felt this tracked more accurately with our
budget, especially given the uncertainiies of the times,
2500 character linit
Application Questions: Part 5
SlFunding
Does your organization have, or have you applied for, grant funding from other sources? lf not, rdry 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 anrounts wlrich have not yet been secured will be listed separately, in the field(s) directly below
Finally, uhat changes would occur if the project couldn't be funded?
Dces your organzation have. o have you aqlied lor funding frwnother scxrces?
GYes CNo
Other Funding *
Funding Source
Ellensburg Arts Commission
Funding Shortfalls*
Matching Funds
Percentage
Verification of ln-kind
Contributions
Funding for which you have applied but not yet secured
Amount
$ 2,300.00
$",ha! changes will be nrCe i{ funciirrg fol your request is noi available or reconrrended'/
Jaz in the Valley received a grant of $2300 by the Flllensburg Arts Commission,
originally to suppori the CWU jaz Camp. and then repurposed to help defray
e)penses incurred in developing and advertising the 2020 Festival prior to the
Board's decrsion to cancel the season in March of 2020. We ra,ere notified of Arts
Commission approval, bul have not received a final decision by the City Council to
approve disbursement of those funds, nor received a check.
Jazzin lhe Valley, a subsidiary of Lar-rghing Horse Arts Foundation, has no
employees, so lrc did not qualify for a CARES grant or Payroll Protection Program.
Horrr,ever. Valley Musical Theatre, another entity of Laughing Horse Arts
Foundation, had enrployees and did apply and receive restricted grants under
these relief programs totaling about $3100.
2500 characler lirit.
965.1 5
lhis lieki lrill auto fill rvilh tlre col recl peicertaqe based cxl your input to bLrCget section beloi,v
For at')y clainF-d in-knrJ ocvrtributrons v:rlueri at $500 o'
'rr,r'e
and rdated to rrerkeiinglarivertis,lrg, you ilrst slibDit
verifying dmunentaiion whk ] assures lhe contributiryt will be providerl.
Budget Year
Edit if necessary 2017 2018 2019 2021
Revenues From Consolidated Lodging Tax Grant
9l Project Budget Overview
Please complete budget for this project/proposal. lf your agency operates independently of this project application it may
not be necessary to submit the entire agency budget. You must submit a budget which specificallypertains 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 projects/everrts nlrich
are ongoing for more than one (1) year, please also subnrit acluals fronr the previous three (3) years of operations
(need not be consecutive) for the projectlproposal if applicable.
For anyclaimed in-kind eontributions 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 form of advertising match, a binding contract itemiZng the matching value and
obligating each party must be provided.
ATTENTION: ln an effortto allowan adequate level of flexibilityfor all applicants, not all fields in the budget portion are
required to be filled before ihis fornr is submitted. Providing all applicable data is your responsibility, failure to do
so will potentially jeopardize your applicalion's chance for review.
Past Actual 3
$ e,000.00
Pasi Actual 2
$ 10,000.00
Past Actual 1
$ 10,000.00
Projected
$ 10,000.00LTAC Grant
Funding
All Other Revenues
ln-Kind Contributions (except volunteerism)
Account Name
Contributions
Ticket Sales
interest Received
Misc. lncome
Sale of Goods
Vendors
Fundraising Event
Account Name
City
CWU - Music Dept
CWU - Facilites
Ellensburg Rodeo
Dumpsters
Portapotties
Rental spaces
EquipmenVSupplies
Services
Contract labor
Past Actual 3
$ 1 1352.00
$ 65701.00
$ 944.00
$ -47.00
$ 13679.00
$ 190.00
$ 0.00
Past Actual 2
$ 11262.00
$ 72242.OO
$ 278.00
$ 147.00
$ 1 191 8.00
$ 190.00
$ o.oo
Past Actual 1
$ 1478s.00
$ 58071.00
$ 94.00
$ 0.00
$ 12371.00
$ 0.00
$ 1735.00
Projected
$ 14000.00
$ 62000.00
$ 90.00
$ o.oo
$ 12000.00
$ 0.00
$ 1700.00
Past Actual 3
$ 1000.00
$ 1000.00
$ 300.00
$ 1200.00
$ 400.00
$ 220.50
$ 450.00
$ 317.00
$ 200.00
$ o.oo
Past Actual 2
$ 1000.00
$ 1000,00
$ 300.00
$ 400.00
$ 360.00
$ 629.00
$ 275.00
$ 714.00
$ 730.00
$ o.oo
Past Actual 1
$ 1000.00
$ 1000.00
$ 300.00
$ 400.00
$ 700.00
$ 700.00
$ 1 125.00
$ 500.00
$ 1625.00
$ 1045.00
Projected
$ 1000.00
$ 1000.00
$ 300.00
$ 400.00
$ 700.00
$ 7oo.oo
$ 500.00
$ 500.00
$ 1 125.00
$ 500.00
Contributions of Volunteer Time
Past Actual 3 Past Actual 2
Number of Hours 3,809 2,786
Past Actual 1
2,472
Projected
2,500
EvidenceofVolunteer Fle-aseuplcndasirrglefilewhichoffersevidenceinsuppoiloltheprojectedvolunteerhours.
Contributions *
Exlribit_D_2g1 9.pdf
Calculated Value of
Projected Volunteer
Time
$ 58,900.00
15-92K8
Revenue Totals
Expenses
Account Name
Cost of Goods Sold
Concessions
Past Actual 3
$ 105906.50
Past Actual 3
$ 3410.00
$ 5023.00
Past Actual 2
$ 1 1 1445.00
Past Actual 2
$ 2645.00
$ 5058.00
Past Actual 1
$ 105449.00
Past Actual 1
$ 4063.00
$ 4852.00
Projected
$ 165415.00
Projected
$ 4000.00
$ 5000.00
Account Name
Education
Facilities - Repairs
-. Contract labor
- Equipment Rental
- Supplies/Equip
-- lnsurance/License
- Site Storage/Rent
Fundraising
General E>penses
Music - musicians
- Lodging
-- Sound Enhancmt
-- lnstrument
repair/rental
Promotions -- Print
Ads
- Electronic/Social
Media
-- Brochure/Posters
- Survey/Handbill
etc
- Web Redesign
Tickets/Sales
Volunteers
Expense Totals
Profit & Loss
Past Actual 3
$ 1500.00
$ 1389.00
$ 1625.00
$ 9410.00
$ 836.00
$ 2190.00
$ 1250.00
$ 4382.00
$ 4957.00
$ 49227.00
$ 9135.00
$ 5409.00
$ 1200.00
Past Actual 2
$ 3950.00
$ 66.00
$ 3185.00
$ 9s27.00
$ 657.00
$ 2671.00
$ 625.00
$ 6133.00
$ 5254.00
$ 37966.00
$ 6006.00
$ 7388.00
$ 1250.00
Past Actual 1
$ 5040.00
$ 1780.00
$ 1780.00
$ 8867.00
$ 1576.00
$ 2316.00
$ 625.00
$ 4999.00
$ 8160.00
$ 38448.00
$ 7749.00
$ 6993.00
$ 1250.00
Projected
$ 5000.00
$ 200.00
$ 1800.00
$ 9000.00
$ 1000.00
$ 2400.00
$ 625.00
$ 5ooo.oo
$ 5300.00
$ 38000.00
$ 7800.00
$ 7000.00
$ 1250.00
$ 5988.00 $ 6634.00 $ 7285.00 $ 6000.00
$ 6140.00 $ 6662.00 $ 4297.00 $ 4300.00
$ 1867.00
$ 252.00
$ 2600.00
$ 1874.00
$ 494.00
Past Actual 3
$ 120158.00
Past Actual 3
$ -14251.50
$ 1552.00
$ 187.00
$ o.oo
$ 1903.00
$ 310.00
Past Actual 2
$ 109429.00
Past Actual 2
$ 2016.00
$ 1448.00
$ 244.00
$ o.oo
$ 1632.00
$ 356.00
Past Actual 1
$ 't 13760.00
Past Actual 1
$ -8s1 1.00
$ 1500.00
$ 200.00
$ 0.00
$ 1500.00
$ 300.00
Projected
$ 107175.00
Proiected
$ 58240.00
Application Certification
The applicant here certifies and affirms: 1. That it does not now, nor will it during the performance of any contract arising
lrom this application, urrlawfully discriminate against any employee, applicant for employment, client, customer, or other
person who might benefit from said conlract, 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 relevanl local, state and federal lar,r,s and
regulations and; 3. That it has read the information contained in the lnskuctions on pages 1 and 2 and understands and
will comply wiih all provisions thereof.
Certified by:
Name *
Applicant's Title*
tott,/t kfiet l
Don A Solberg
Treasurer, Jaz in the Valley/Laughing Horse
Arts
lntemal Ftevenue Service
Date: April 12,2003
Laughing Horse Arts Foundation
P.O. Box 214
Ellensburg, WA 98926-0214
Departrnent of the Treasury
P. O. Box 25O8
Clncinnati, OH 4$?0'f
Person to Gontact:
Ronnie Clemons
Customer Service Representative
Toll Free Tblephone Number:
8:l)0 a.n to6:30Fm. EST
877,829-5500
Fax Number:
513-263-3756
Fedenl ldentification Nunnber:
91,121 1 173
Dear Sir:
This is in response to yourCertificate Of Amendment, frled July 6, 1999, in the State of Washington,
changing the organization's name fiom Ellensburg Sumrner Theater Foundation, to the above as listed.
Our records indicate that a determination letter issued in July 1984, granted your organization exemption
from federal income tax under secfion 501(cX3) of the lntemal Revenue Code. That letter is still in effecl
Based on information subsequently submitted, we dassified your organization as one that is not a private
foundation within the rneaning of section 509(a) of the Code because it is an organization described in
sections 5O9(a)(1) and, 1 7o(b)tlxAxvi).
This classification was ba$ed on the assumption that your organization's operations would continue as stgted
in the application. lf your orgnnization's ssurcos of support, or its character, method of operations, or
purposes have changed, please let us knsur so we can consider the effect of the change on the exempt
status and foundation status of your organization.
Your organization is required to file Form 99O, Retum of Organization Exernpt fmm lncome Tax, only if its
gross receipts each year are normally more than $25,000- lf a retum is required, it must be liled by the 15th
day ol the fffttt month afterthe end of the organization's anngal accounting-period. The law imposes a
penalty of $20 a day, up to a ma:<imum of $10,000, when a retum is filed late, unless there is reasonable
cause for the delay.
Allexempt organizations (unless specifically excluded) are liable fortaxes underthe Federal lnsurance
Conkibutions Act {social security taxes} on rernuneration of $100 or more paid to each employee during a
calendar year- Your organization is not liable tor the tax imposed under the Federal Unemployment Tax Act
{FUTA).
Organizations that are not private foundations are not subject to the excise taxes under Chapter 42 of the
Code. However, these organizations are notaubmatically exemptfrom otherfederalexcise taxes.
Donors may deduct contributions to your organization as provided in section 170 of the Code. Bequests,
legacies, devises, transfers, or gifts to your organization or for its use are deductible for federal estate and
gift tax purposes if they meet the applicable pCIvisions of sections 2055, 2106, and 2522 of the Code.
-/.-
Laughing Horse Arts Foundation
91-1211173
your organization is not required to file federalincome tax returns unless it is subiect to the tax on unrelated
business income under.section 511 of the Code. lf your organization is subjeet to this tax. it must file an
income tax retum on the Form 99&T, Exempt0rganization Business lncsrne Tax Retum. ln this letter, we
are not determining whether any of your organization's present or proposed activities are unrelated trade or
business as definad ln section 513 of the Code.
The law requires ygu to make your organization's annual retum available for public inspection without charge
forthree years after the due date of the retum. lf your organization had a copy of its application for
recognition of exemption on July 15, 1987, it is also required to make available for public inspection a copy of
the exemption application, any supporting documents and the exemption leterto any individualwho requests
such documents in person or in writing. You can charge only a reasonable fee for reproduction and astual
postage costs for the-copied materials. The law does not require you to provide copies of public inspection
documents that are widely available, such as by posting them on the lnternet (World Wde Web). You may
be liable for a penalty of $20 a day for each day you do not make these documents available for public
- inspec{*o*{up-ta a maximum.ef-$l0r00ginlhe case of an arnual-retum}-
Because this letter could help resolve any que$tions about your organization's exempt stakrs and foundation
stahrs, you should keep it with the organization's permanent records.
lf you have any questions, please call us at the telephone number shown in the heading of this letter.
This letter affirms your organization's exempt status.
Sincerbly,
John E. Ricketts, Dircctor, TBGE
Customer Account Services
Tickets zOLg
Total tickets 2018 Festival
Exhibit A1
2241
Ticket Sales with recorded zipcodes Kittias
Countv
Out of
Countv Totals Unknown
Unrestricted Contribution Tickets 142 142
Chamber Ticket Sales 43 43 5
ShowClix 284 383 667 23
Recorded during the Festival 48 42 90 374
Totals 517 425 942 402
55%45%100%
Comp Tickets
Band Member Tickets 74 1 8 1 255
JazzCamp Friday Night 14 94 108
Donated Tickets to non-profits 8 16 24
Sunday - Free Sponsored Concert 468
Volunteers 10+ hrs
Totals
34
130
8
299
42
429
30%70%100o/o
-Total Tickets 647 724 1371 870
47o/o 53%100%
Exhibit AzJazzin the Valley Festival Survey Results
Of the surveys that reported resident locations:
Kittitas County 43o/o
Out of County 57o/o
77o/o reported staying at least one night
59% reported two or more nights
Jazzln the Valley On-Line Survey Results
Of the surveys that reported resident locations:
Kittitas County 38o/o
Out of County 620/o
Exhibit A3
Exhibit B
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lmage used in ads:
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Event Responses
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WebsitePurchases
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fhruPlaV
Link Clicks
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Post Engagement
T1|ruPlay
Post Engagement
21D.62
543.89
442.13
164.30
100.00
100.00
100.00
35.00
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100.00
50.00
100.00
99.99
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19.99
25.00
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2.88
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2019-01-01
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5547
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4836
4271
4053
3608
3443
3377
3280
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2772
2026
1780
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Volunteer Hours - 2018
Past Board
Members
Board Members Board Meetings Committee
Meetings
lndividual
Reponsibilites Festival Total
Beck Dan 27 27
Brunner Micah 16 30 54 50 '150
iruya Chris I 20 60 10 98
Burke
'111Y
16 12 55 35 118
Fraser Rob 12 8 52 15 87
Smith Marie 23 10 37 70
Solberq oy 13 4 170 10 197
Solberg Don 14 10 63 23 110
Solberg Ona 14 4 20 38
tanlev Laura 21 13 109 18 161
Swartz Tony 25 30 100 35 190
Wallen Norm I 8 10 26
Warren Linda 13 12 50 3'l 106
Wineoar Kori 0
Brunner Debbie 24 24
SharDe _amt 3
France Joe 't0
1415
Music 20
Facitlities 120
Volunteers 442
475Promotions
'to57
Committee volunteers
Total Volunteer Hours 2472
lazzinheVaey::T::1i:::lllTilTi,T:il::T:":f1"0,",",.,
CWU's Jazz program who produced a free concert at the fairgrounds during the summer of 1997.
Larry had been involved with Laughing Horse Summer Theatre, which, in collaboration with CWU,
had provided repertory theatre during summers in Ellensburg for the prior 15 years. He foresaw that
with our connection to these artists, now professionals throughout the Pacific Northwest, producing a
local Jazz Festivalwas possible. He brought together past board members of Laughing Horse
Theatre and other community minded people for a meeting to discuss the viability of this idea in April
of 1998. The group approached the Summer Theater board and requested transfer of their 501(c)3
status. Out of this discussion came the formation of the Laughing Horse Arts Foundation, which
serves as an umbrella organization for a number of organizations throughout the county that are
involved in the performing arts. The first Jazz Festival happened at the end of July that year.
From the very beginning, our goal was to entice visitors to visit our downtown during the summer,
historically a "down" time for businesses. We fostered integration by using local businesses as music
venues for the event. We made money that year and the community loved it. Over the years, we
grew, and expanded our offerings from Friday and Saturday to include Sunday and increased our
venues from five to ten, now eight.
After several years, we expanded our mission in cooperation with CWU's jazz program, adopting a
dedication to jazz education. We also initiated a "Paint lo Jazz" program for the Ellensburg School
district, promoting artistic expression of jazz through creative paintings. We conducted educational
presentations on the history of Jazz and its evolution. We sponsored a variety of music clinics for
college and high school students with professional Jazz musicians involving the following: clinics at
CWU, Ellensburg High School and Cle Elum High School; Masterclasses at CWU; performances at
EHS; and providing free community concerts in the CWU Recital Hall.
ln 2012, we started offering scholarships to students wanting to major in Jazz studies at CWU. We
currently provide a $1000 scholarship to an incoming students and a $500 scholarship to a returning
student.
Over our 22years, Jazzin the Valley contributed $42,000 in support of local music educational
programs. A number of years ago CWU offered a Jazz camp for high school students the week prior
to our festival. lt was so successful that even though the timing conflicts with other camps across the
State, staring in 2017 they have committed to offering the camp every year.
This has opened a number of collaborative possibilities:
- Last year we applied for and received an Ellensburg Arts Commission grant, funding used to
support partial student scholarships to attend the CWU -JlY Jazz Camp and production. Five
students received a $200 scholarship ($1000 EAC funds) which covered approximately 27o/o of the
cost of tuition, room and board ($700)
- ln addition, the camp was able to present a free student concert (10 ensembles of
approximately 8 students each) on the JIV Main Stage on Friday afternoon and Saturday
morning prior to the Festival.
- jazz camp parent and student surveys suggest that having the concert at the JIV venue
was a great performing experience and contributed to a very positive overall camp experience.
The audience showed great enthusiasm upon hearing the students and expressed strongly
positive comments following the event to camp staff and faculty as well as JIV board members.
- The Band Camp Members distinctive T-shirts serves as a pass to the entire weekend
event. Their families were encouraged to stay with discounted tickets. (Note: 87o/o of band
members live outside of Kittitas County.)
925-7037
933-1 500
925-9844
933-1 600
925-9800
962-6888
925-931 I
925-4734
933-1 500
925-4244
962-9400
962-5585
Exhibit C
Lodging Worksheet - 2019
Online survey
Air B&B / Vacation homes 2 2 4
Total - Short Term Vacation Rentals (STVR)4
Stayed - Friends / Relatives 12
Elle KOA 31 31 62
Lodging Friday Saturday Totals
Comfort lnn - Amanda *52 52 104
Davs lnn 25 25 50
Econolodqe 38 39 77
Hampton lnn - Christine 3 3 6
Red Lion lnn 15 30 45
uper 8 40 40 80
Total H/M 362
Yakima River RV Park 0 0 0
Total Camp/RV 62
Total Lodging 440
No Discrimination
E J RV Park 13 13 26
Motel 6 full both davs 72
Holidav lnn Exoress full both davs 66
Lincoln Suites 110full both days
274
Exhibit "8"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Branding
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism
information as follows:
A. Websites and Social Media Sites must include the County's and appropriate City's tourism
website logo with an operational link to the site(s). The logo must be displayed on the
contractor's home page, it must be sized no smaller than% inch in height, and must be
surrounded by appropriate white space to allow easy recognition and legibility. Contractors
shall not change the logo(s) in color or appearance.
B. Print Advertisins and ine Displav Advertisine 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 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. Adverti 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
1. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed at IOO% of the cost, including any production costs. To
operate exclusively outside of Kittitas County, the provider must not be physically located in
the County and/or not distribute any media within the County.
2. Print advertising placed with any media provider which operates inside Kittitas County may
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to L0 days prior to
the event may be reimbursed atLOO% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 A, (2)(al above, advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County. Reimbursements will be allowed for the amount distributed
outside of Kittitas County, including any production costs.
B. Television Advertising:
L. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursed at 100% of the cost, including any production cost.
2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed atIOO% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 8,2(al above, advertising may be reimbursed at the rate of 70% of
the total cost, including any production costs.
C. Online Advertisins
7. Online advertising and promotion may be reimbursed at 100% of the cost, including any
production cost.
2. Streamed media (radio, television, other) requests for reimbursement must include a
statement from the media provider specifying the percentage of recipients which are
outside of Kittitas County. Reimbursements will be allowed for the percentage distributed
outside of Kittitas County, including any production costs.
D. Di Mail:
t. Direct mail advertising may be reimbursed at 100% of the cost, including any production
cost, for each item mailed or shipped to a destination outside of Kittitas County. ln order to
receive reimbursement, a list of the addresses and a signed statement from the contractor
that the list is accurate, or other proof of delivery, must be provided along with other
required documentation.
E. Flvers/Posters:
1. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% of
the cost, including any production cost. ln order to receive reimbursement, a list of the
locations where flyers or posters were posted outside of Kittitas County, a signed statement
from the contractor that the list is accurate and a copy of the poster/flyer must be provided
along with other required documentation.
2. Banners which a re placed inside of Kittitas County may be reimbursed at lOO% of the cost,
including any production costs. ln order to receive reimbursement, the banner cannot list a
specified date or location. Request can only be made one time.
3. Signage (site layout use only) which are placed inside of the venue/facility of the event may
be reimbursed at 100% of the cost, including any production costs. ln order to receive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time. (i.e. ADA Parking /Parking, Loading Zone, Evacuation Route, Bathrooms, and
Stage locations)
F. Radio Advertisins:
L. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at L0O% 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 2 F,2(al 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 100% 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 LOl% 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