HomeMy WebLinkAboutAmend 2 LT-2021-004Amendment No.2 to Lodging Tax Service Agreement2021-004- JAZZ lN THE VALLEY
between Kittitas County and Laughing Horse Arts Foundation, d.b.a Jazz in the Valley
Lodging Tax Agreement 2021-004 is hereby amended as allowed by section 9(b) of the
original Grant Agreement to reflect the underlined changes that the Consolidated
committee made on the 7123121 CLTAC meeting.
Section 2. Pavment.
a. As full compensation for satisfactory performance of the Contractor's Services, the
County agrees to pay Contractor the sum of fourteen thousand five hundred dollars
($14.500.00)($2.339_48 of Gle Elum lodoino tax fund $9.000 Citv ofcitv
Ellensburs lodqins tax fundinq and $3.160.52 Kittitas Co. lodqins tax fund).
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 fourteen thousand
five hundred dollars ($14.500.00) ($2.339.48 Citv of Gle Elum lodqinq tax fund.
$9.000 Citv of Ellensburs lodqinq tax fundinq and $3.160.52 Kittitas Co. lodsinq
tax fund).
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 Sth Ave - Suite 105
Ellensburg, WA 98926
auditorsaccou ntinq@co. kittitas.wa. us
e. Reporting requirements of your events will be required on prescribed forms from the
County Auditor.
f. Contractor is eligible to claim reimbursement for the following items and amounts only:
. Rent canvas tents to cover the seating areas at the Rotary Pavilion, our
matn venue
: ffi:'J""J?;;ffi: il',ffiffiX'i'ffi:"J iHil?Jff li','.. rrom 6pm unti,
Midnight
Help defray the rentals costs of the sound equipment used at the Rotary
Pavilion.
Rent cooling devices/fans for the venues if the temperatures during the
festival require them.
Lodging Tax Agreement2021-004 Amendment No.2
Page L
On-line and print advertising focused on target audience.
Social media advertising
Use an on-line exit survey to get feedback from festival attendees
Rent performing arts spaces for venues.
Radio advertising
Speaker and talent fees
Artist expenses
Equipment Rental
All other terms and conditions of the agreement remain in full force and effect.
WITNESS WH EOF, the parties have executed this Agreement this &pa^V ot
2021
APPROVED
Laughing Horse Arts Foundation by KITT COUNTY,IN
Sign re S an
5ac.t
Print Name of Sig
Contractor Address
Project Contact:
Lodging Tax Agreement 2021-004 Amendment No.2
Page 2
hairman
Vice-Chairman
Cory Wright, Commissioner
Julie
Mandy Buchholz
of the Board
County's Address:
Kittitas County
205 West 5th Avenue, Suite 108
Ellensburg, WA 98926
Project Contact:
Laura Osiadacz, County Commissioner
Judy Pless, Budget and Finance Manager
LT-2021-OO4-JAZZ IN THE VALLEY
2021 TODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND TAUGHING HORSE ARTS FOUNDATION
d.b.a. JAZZ IN THE VALTEY
This Contract, effective January I,2OZt 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 (CitV"l, a subdivision of the State of Washington, and LAUGHING HORSE ARTS
FOUNDATION d.b.a. JAZZ lN THE VALLEY ("Contractor") for the 2021 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 (59,000.00) (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 L5,2022 after this date funds lapse.
d. Requests for reimbursements must be submitted to:
_2027 County Lodging Tax Funding Agreement Page 7
LT.2O21-OO4-JAZZ IN THE VALLEY
Kittitas County Auditor
Attn: Aud itor's Accounting
205 West 5th Ave - Suite 105
Ellensburg, WA 98926
a uditgrsaccounting@co. kittitas.wa. us
e. Reporting requirements of your events will be required on prescribed forms from the County
Auditor.
f. Contractor is eligible to claim reimbursement for the following items and amounts only:o Rent canvas tents to cover the seating areas at the Rotary Pavilion, our main
venue
o Rent porta-potties and wash stations for outside venuesr 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 advertisingr Use an on-line exit survey to get feedback from festival attendeesr 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.
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 address: http ://www.co. kittitas.wa. us/a ud itor/defa ult.aspx
Section 3.Performance bv ctor.
a Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County and City. Any such delegation or subcontracting without the County's or City's
prior written consent shall be voidable at the County's or City's option.
_2027 County Lodging Tax Funding Agreement Page 2
LT-2021-OO4.JAZZ IN THE VALLEY
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.
t. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or City, or their designee, or such Federal or State auditor with such
information related to the Services as may be requested by the applicable governmental
entity. Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County or City makes final payment of compensation due
hereunder, Contractor shall provide the County or City access to (and the County or City shall
have the right to examine, audit and copy, with or without notice) all of Contractor's books,
documents, papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release, lndemnitv, and Hold Harmless.
_2021 County Lodging Tox Funding Agreement Page 3
LT-2O2L-OO4.IAZZ IN THE VALLEY
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. Comoliance Public Records Law.
a ln compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. ln the event a public records request is made to the County 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. lndu 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 5L of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contractor's
employees and agrees that the obligations to indemnify, defend and hold harmless provided in this
Agreement extend to any claim brought by or on behalf of any employee of the Contractor. This waiver
is mutually negotiated by the parties to this Agreement.
Section 7. lnsu and Endorsements.
a
a
7 County Lodging Tax Funding Agreement Page 4
LT-2021-OO4.JAZZ IN THE VALLEY
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, damaggs 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-ermination
The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any
portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon
receiving such notice of termination, Contractor shall, except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice. ln the event the
County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to refund
to the County all monies paid for Services not yet rendered by the Contractor, if any, as of the date
of the notice of termination.
Section 9. Miscellaneous.
a. 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.
This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
c
_2027 County Lodging Tax Funding Agreement Poge 5
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.
The exclusive venue for any action brought to enforce this Agreement or any of its terms shall
be in Kittitas County, State of Washington
j. 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
,|County Lodging Tax Funding Agreement Page 6
LT-2021-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 UNTY
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CONTRACTOR
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Clerk of the Board
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Deputy Prosecuting Attorney
t County Lodging Tox Funding Agreement Pdge 7
LXV\\ YJI T f1
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2O2O*
Submittal lnstructions
& General
lnformation *
(. "e\
f \io
r; Yes,
I have read arld undersland Subnittal trstrlrctions and Gencret hfo rrBtion for the 2021 Lalgirg 'lax Clant Fllndirg
R-ocess
You are strongly encouraged to compose your responses to lhe questions of this form with a desktop text
editor and save your work, lhen copy and paste the information into the form. Ycru may also save a drait by selecting
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to save a draft you r,ryill need to provide an email address and a passrrord. After completing the save draft, you will 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 lo you in an email.
Organization I nformation
Name of Organization* Laughing Florse Arts For-rrrdation d.b.a. Jaz.ut the Valley
Organizatiott Address * Sreet Aclcjress
P.O, tscix 2 r4
l\iii,lrL::.rt i .:llt 2
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Upload Proof of
Organization Status*
501cJ.prlf
At;ce!:1.:tijel f rle i lr].ral ; :trJl rii; Ji' 4,' i:l,l' i u tlFF
::t:.i\a I .t4:),i(ta:" lTartrii
1j'n.! rli,.J
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*urganrzailon rs a:C Business
6 Non-Profit
(Note: Please subnrit W-9 for biisiness or IRS Desiqnaiion Letter for non-profil.)
Click here lo vier,v sample doctinrenls (redailed).
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Project Contact I nformation
First Mme* Dotr
Last Name * Solberg
Phone Number* 5og-g25-3241
Email* djsolberg@charter.rrel
Project or Event lnformation
ProjecVEvent Name * Laughing Horse Arts Foundation d.b.a Jaz in the Valley
Service Categories C)rccl< all c;rtegor r:s ih;ll aofrly to lhis af,Ttlt(ittiti l
l- Tor-rrisnr pronrotion/mirrketirtg
lf Operation of a special event designeci tlr altract tourists
f- Operation of a tourisrn related fat-.ility
l- Other
Event Dates
Please pr'ovide any specific tlates, or range of daies, on wtlich your event or project wjll be hetd. Ygu rnay adtl as many
dates or dale rarrges as necessaty.
Event Dates
Start Dates *
7130t2A21
ProjecUEvent
Location *
New or Ongoing
ProjecUEvent? *
Amount of Funding
Requested *
End Dates
811t2021
Downlorrr,rr Ellen sbu rg
(r Ongoing Project/Event (More than four years in exisience)
f New ProjectlEvent (Four or fer,ver years in existence)
$ 10000.00
tf you sek{rted "C}tgoing FiojecuErent" abcve this a}'}'nunt n?y not exceed 10o,i, of the lotal expense budget ol this
projeot.
Funding Request Max
Tourism Seasons*fio'rrlhc ltsl l:r;low. 'rit.rl sr:;rsr.rn will ,;.)t.t |i'llter:t rnil,irrtj.j k\ jhrrf/ 3,rln.l:rtry wltrcn;u;Dly
l- Year-round (January - Decernber)
l- Ofl St-ason iNovernber - Febr.rory)
f- Shoulder Season {October trr f\4arch - Mav)
17 High Season iJune - Seplember)
Application Questions: Part 1
Please answer each question complelely, in the order listed. Please include any supporting data within the
response narrative,
1 | ProjecUEvent Description
Please provide a description of your project/event.
Response 1:
ProjecVEvent
Description *
Jazz in the Valley is a three day nrusic fesiival origirrally crealed lo celelrrate the
Jazzgenre in all of its various forms and entice visitors to sperrd time in
EllensbLirg's dor,r.'nlown area during the Sunrmer. Over ihe past 22 years of our
exlstence u/e have epanded our horizons to include not just straight ahead Jaz
and swng but Blues, Soul, R&8. La1in, Furrk, Ragae, Zrdago, Gospel and even
some Rock'n Roll. Becarise our nunrbers have decreased in the past fewVears,
we are considering re-branding the festival to reflect our diversity.
Ottr core audience members ate music lovers cf rrrho are looking for a vreekend
qeta!€y at an affordable price. The primary attendees wjll come from the Pacific
Norlhuest but the festival draws from across tlre United States and Canada.
Like most destinalion festivais. we !!ere forced to cancel lhe 2020 season due tc
Covid 1 9. We hope to restart the festival in '2A21 . lf pubilc health restrictions are still
in place by February 2A21 ,we will slart inrplemenlirrq plans to a reducerj level
festival in order to remain in ccmp|ant:e u4th these guidelines.
25C[] cirar"lclc. lirnt
List of lntended Use of Funds*
1. Rent canvas tents to cover the seating areas al
the Rotary Pavilion, our main venue
2. Rent Portapotties and wash stations for outside
venues
3. Hire security lo police the fesiival 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 adverlising focused on our
target audience.
7. Social media advertising
B, Use an oniine exit survey lo get feedback from
festival attendees
9. Rent performing arts spaces for venues.
10. Radio advertising
2l Supporting Kittitas Couniy as a tourism destination.
1. A\i€y from their place of residence or brrsiness and stayrng overnight in paid accommodationsl
2. f o a place fifty nriles or mot'e away from therr place of residence or business for the day or slaying overnight;
3. or frorl another counlry or state outside of their place of restdence or business.
You must provide the evidence utilized in determining your projections.
Response 2.1 *
Response 2.2 *
Application Questions: Part 2
,i.,h,/ w',tJtl lrr,r.sts l:r,r1rl k) Kjllrt;ts l,,,nly ri;rft{.nil.ri.\u lveil\lacI'.t l\j,'tai:tlil\J')
Covirjl9 devastaled iestivais around lhe nation, with ctncellatiillt of nrany everrts
much latger and witlr even rrore history than Jaz in the Valiey. lf all factols corne
loilether tt-r allow a lull :) day tratiitional invilation festival. we feel sirongly that the
pe'rt up denrand for festival atlendaltce, coupled with lhe curretrt lowirrcidence of
Covidl9 in orrr county will nrake lrayel to out'area both attractive ancl ieasible.
Additionally, rn an cconorny slressed b!, significant dcirintcrrtal inrpacts jn 2021. Lrur
lestival renrains one of the besl buys in the Pacilic NW.
1. $/e rinderwrite radio Froglilms that promote Jaz ihrougliorit Lhe Vear and
pltrchasing atls in the fllontits prior to the leslivai, targeling our core aucjience anij
t lanketing rrosl ol llre siate.
?. We hope tt; r'efine our on-line nelj1€lelter (which rs focusecl ilrl pasl altendees)
3. VVe ptoriuce 7000 brochuies and 250 irosters lhat are distributeci lhroilghoril ti-re
Stale :nd mail information packels to Charnbers of Contmerces lhrouqhout in lhe
State.
4. We distribute al least 75 of our poslers to locatiol"ls throughout tite slate. J0 of
lrtiich go to wneries in Washington (many participraie in the \Aline lastings provided
by Gallery One and tl,.e Clyrner MLrseunt ciuring the festival lrraekend).
5. We developed an on-line neu/slelier ta.geted to past atiendees, to keep our
patrons engagr:ri in rnhal lhis year's iestirrtrl lull be ciferincl as'oell as olher events
in our area.
6. Through nrany of {he on-iine and sociai nredia acis ,,,ie placed lasl year', rr're
received va[rabl.] denrr:graphic infonrration. Ccnrbinirrg this Wth the ernail
addt'esses frcnr past tirket sales. we lrope to Cilect fitai'l-et to this audience arrd
requesl leedback orr their feslival experiences. (Currently ihe list nurlbers 865
email addresses)
25.C :heraclm ,rrr ri
Ll::{:rll}) lhe ni{n su';;t:ss 0j ViH-.i i \;11rlr'a(,i,L.,il!,.,i,,11itt!r {r:dll]rjlj{)-::j{l; rli
-- We h;ve a nrailing lisl crf over 1750 nrcntbcrs,36% (63.1) olwfrich have
addresses outside ofoul ccunty and wlricit span across the United states and
tsritish Colunrbia. The orrt of coL.rnly aijdresses are all trorl past attenrjees of the
Festival who requested to be on lhe lrst.
-- We are a thiee-day leslival wtir Friday irrrd Saturday nrghts everrts going urrirl
midnight. llJosl attendees front more than 50 rniles away droose to stay oriernight;
be it in local lodcing establisl-tntents or 1r'!ilh ft-iends that live in the .rrea.
-- Based on knolln 2p codes associated',r,rth our ticket sales, al le.rst 53'l; or our
tickets sold were lo out of county residents.lSee Exhibtt A1)
-- Of lhose r,vi":o completeci our sLtrvey al the feslival.
- 38% had Kiltitas CoLrnty 2p ccdes
- 62% ol respondent's irr codes rilere frorn outside oi Krtiitas County Ol that
numberi
- 2'l'l' stayed in an RV Park in Kiltltas CoLinty
- 6-'d staved 1 nights in paid accomirrorlatiorrs
- 2.1% stayeti 2 nights irr pai,:i accr:mnrodirtiorrs
" 696 \,!ith lrierrds or relatives in Kittiias County
- 62% didn't report
-- ln summary, our dala strongly suggJest that 55-6tl% o{ our altendees live outside
Kitiitas County
2500 cn.r,erlt: ltrrit
3llmpact
Response 3:
Measuring Results*
Describe hovy you will protll)te Vour evenutcrivitylf3cility tc atlract tolfisls.
-- We track dernographic informalion of licket sales through the Chamber, on-line
sales through ShouClix, maitorder sales and our unrestricled personal lbusiness
contribltlions. During the 2019 Festival \i,€ asked ticket buyers to tell us their lp
codes and their ernail addresses. When vr,e combined all of the available ticket
information: 53% of tickets \rcre in Kittiias Cotnly and 47% w:re out of the cotnty
(See Exhibit.{1 ).
-- The respondents to the survey taken during the festival that reported addresses
shouaed: 4301, v'firc from Kittitas County and 57% were olrt of the county. {See
E$ibit A2) Our on-line survey at the end ol the festival sholrrcd sinrilar results.
-- Facebook kept track of inieraclions with ail the ads i,ve purchased with them this
year. See {E.$ibit B)
2500 character lirit
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. CHAI/BER OF COfuIMERCE. Serves as our sales oLrtlet prior lo the festival and
helped staff lhe box office dur"rng'the lestival.
2. CITY OF ELLENStsURG:
- Waves noise ordirrance for rareekenci
- Allows our use of lhe Rotary Pdvilion for our nrain venue and the orr-sight buildinil
as our Box Office wilir the Chamber of Commerce alsr: providiriq siaff support
Crtrrng lhe Festival.
- Provides: lencing for the Rotary Pavilion (main venue); no parking signs:
harrdicap sigtrsi hangs our banner across 4th belweerr Nlatrr and Pearl streets.
3 CWU:
- Through a conlracl arlangemenl provides: Pianos, Music stancJs Platforrns. arrd
Cooling lens for the Rotary Pavilion.
- We o{fer ye:rrly scirolarships lor Jazz sludents attending CWU.
- We partner to provide nrusic clirrics ior the Counly high school stlidents.
- The cantp sturlents perfornierl twrr a free concerts: Friday and Satr.rrrlny nrorrring
pr'or to tl.e iestr\,.ti events.
4. RODEO BOARD: Frovides rsage of approxinrately 750 chairs fol the festival.
5, GALLERY ONE & CLYI\,IER |iIUSEUM:
6 The 509 Facrlities don:ted $1000 in-kirrd services to ciean arrd maintain the
Rolanr Paviiiorr ciurinq the festival.
- Thev serve as rrrusrc venlles during the festival
- Frovides a tasting oi prentiunr Washington State wines on lhe S3t. aiternoon r;f
the lestir;al, This is a major fundraising event for ihenr.
7. FARMER'S MARKET; runs e{ended hours that'\€ekend
ii. C0tu1tullT A PAGE OF L)UR BROCHURE to other events happcning in EllcnsbLrg
ihal weekend,
S. PUBLIC LIBRARY. decorales lheir loi:by lVth Feslivarl menrorabilia. They also
have an archive of all our past iestivals.
10. DONAI-ED. 24 Festivai Passes to non-profit organiz,alioris to aicl in their
fundraisinq effcrls.
11. l(tiH: - Displays ali 22 years of posters rn their lobby throughout July. - Was a
l\4ajor Festir,rai Sponsor lhat providecl :r free Sr"rnday concert for the comnrurrity. We
handed oLtt 468 wristbands io anyone that didn'l ha'.,e .r feslival badqe.
'1 2. ln 20'19, ite did pronrotional concerls at lwo local establishmenls, The Gard arrrJ
Nodding Donkey.
13- Outside of the Rotary Pavilion, all of our musjc vet'lues have been in
businesses around lhe downtolr4l z]lea. Out Boxoffice personnei. ,mth Chantber
Personrrel assisting, refer countless customers durirrrl the {estrval lo local bars.
rest.rur.,r-rls, clothing slores. rnuseums, art galleries. and give oi.rt hotel anri nrotel
infortnatrorr to all facilities in lhe area.
'14. We oorrtacted of lodging establishments to disclss the possibilitl' ol creating
va,ue packages {or thosr) altending the festival.
-i:it-J,"': r; ;tclcr linil
ll'sc.liBilow!'orIh:1or]ulcki-j!;r,.; es{ai.rliljlyr-r)1|:r residur:rrls;rril bisrnasslG;;tleali'tKtttirsaitilri!
OLrtside of the Rot;iry Ptrvlliorr, all of our nlrslo venues heve been in businesses
around the dovlnlowr area. Orrr Box office persorrnel. witlr Chamtrer Pelsonrrel
assisting, reler ccuuiless cr.isiorners during the festival to local Lrars, restauranls.
clothing stores rnuseurns. art galleritls, and give oui hotel and slotci inforntation to
all facilities in tire area.
Lodging links directly to hoiels for bookings are availahle ihrough orlr websiie
tirroughout the year.
l50ij L ha acle;. linrl
Iii;iii;).!tir,i;r.111,t-,1r,l r:,rri r,,,.r-,iri .i,.1t\irr..)j(,ai'. l ,;',:, ]i::ititti,r,t:l-
fNo
(" Y tic;. r: I
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*Nlost ycars we |rave been financially in the black and were able to accunt*latc
reserves. Unfortunately, because of increasing expenses and our declining
atlendance. we have had to dip into lhose reserves. As a result, beconring self-
sustaining has been a major foclrs for our bDarai.
- For exarnple: ln 2016 w€ experimented with expandinq the tyfres of ntuslc to
attract a Lrigger ar:dience. h 2A17. we eperimentecl urth a change in licket pricing,
which assisterl t,s in parhally overconring some adrjitional costs such as lhe new
Cily admissions tax. ln 2018, with a rrajor change irr lroar'd mcn*ers. \n€ embarked
of developing a five-year business plan. A major iocus rr,ns io allract more major
feslival sporrsors by reassessing \,{,&al that nrighl look like lor ihem. This vle
accorrplished, nroving from h^n sponsors in 2017 to fjve in 2018 inciuding KVH
i,ttrich sponsored Sunday's perforrirances as a free concert to festival Eoers and
our cr'lmrrunity. We also reduced olr cosls by reducing the nunrber'of rrenues to
eighl lrom ten. Sribsequently, in 2018 we covered all expenses and ended rrr.rlh a
small sulplus for the nexl year. For 2019, lre increased our c.)rporate sponsorships
to seven and again KVH subsrdized lhe free concert on Sunday.
- Otrr neu6letler is still in it's infancy. but ,rre already see the poierrtial rrf exparrding
our lres.caqe,
- Aithough ue siill have enough reserves to put on a festival lrext year our
atiendance was down slightly and we did not r-rrake our 2019 hrrdget. The
Lilerrsbirrq Ar'ts Comnrission helped us defr3y some of the costs ancJ vr,e will be
lookrrg lo lhent :garn to help us out for spectfic needs.
- The Fesliv;:ls biggesl contriirution corles frorl out board nrernkrer's and lhe
approx. 150-20t1 comntunity voluntcers tirat work to set up anci put on the festival.
l(eeping thr)r'1l involved and altracting ncw pcoi_rle to help is a focus for us.
- The board rs 1n$rking with a faciliialor to help us deveiop a cohesive, u,ell-
funciioning bo.rrd :rrrtl corilmittees, w,hile deve loping a 'rueli-defined long-terrn plan
lor Jazz rn ihe ValleV. A key element for crur longeviiy is attracting more comntunily
rrernbers to help our various conrmttlees lhtoughout the year.
?iC,\ ;lritrl(;!1r lilt{l
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 lf you nad a fiarlt,;.J dvolrt n 20?tl, ivltetitr-r tl !.J:rS able lo iakr: place ol not. i:rleast: r;cs;;rib{i atny sL,Ccessefi iil{i
chidlenqes you experietx)txj.
- This will be our 23rd year offering the fesl;val and every year festival board
members have done informal surveys of the restaurants and rlotels. The feedback
Mite have receivcd indicates ttris js one of their busiost and best !@ekends dlrring
the year, We knowu€ are not ihe oniy reason but Lrertainly
help.
- The only paid staff is during the festival: ticket booth staffing, security officers.
and lhe musicians along [/ith the sound techs.
- Volunteers are our lileblood. This festival is truly a comntunity effort. However,
with a reduced festival size. r,r,e rr,rculd obviously need significantly fewel volunteers.
- Attached is a brief history of our journe y: See Extribit E.
- We are u.orking to re-create our inrage. We have established a recognizable
enlityifestlval: hou,ever. !\e are more lhan the traditional/stritight up jaz, We have
eniertained changinq lhe name and promotiltg the variely of musrc we offer. Sc far
when we asked our palron$ on Survev N,lonkey their opiniol, tl-.e majority wanted it
to stay Jilzz in the Valley.
Additional lnformation
25{}0 chafachrr iinit
2b00 cirar:icief liril
SuppOrting DOCUntentS Ya- rmy Lr;:iaad any sl.prnrlinq (io].rcnl:r sl,cil i1s {l.aplrs. ir:nqes. ili:1{lroi16. rrtri\ot|ril rnte;,,lls, eic.
Exh;bil_,A-2019.pdf 2 1.s.62K8
Exhibit_8_20'1!.pdf 607,72{8
Exhrbit_E.pdf t14.j1KB
Y '11 :r3 ?il&'r' ed lc s:iLntt up h) 3 srr r..lle p3!e iUS L{'ticri dc.:,maris t: iFlL g}- rtr ilFf ic,rnll
TlPrevious Lodging Tax Grant lnformation
PrgviouS Ygars P.rs ycrr,t elent recevul Lalcrnl lbx ltrlrjs rn llevirus vr*is,
Awarded Lodging Tax f No, lhis eventlprolecl has not pleviously received Lociging Tax Funding.Grants* f yes, I )rear previor;s
(. Yes, 2 Vears prrevir:us
(? Yes, 3 or ilore years ptevtoLrs
Overall Attendnace
2019 Actual*
2,241
2021 Prqecled*
2,448
Number of people travelling more than 50 miles for your event?
20'19 Actual* 2021,projected*
1 ,188 .t ,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
2021 Projected*
1,100
Number of paid lodging room nights resulting from you event/activity/facility?
2019 Actual* 2021 projected*
440 550
2019 Actual*
880
Prior Year Paid
Overnight Stay Data
2019 Methodology*
2021 Methodology*
Methodology
Narrative *
L',:dgirg_.counts*2i.1 i 9.f Cf 14.641(B
ihet:l:rtriul ,lill r-;r.'nsi,ia,'ir ilul j,llc-,rirrl lcnral:; .ntllr;q;y:,t:eirl:xl. -lilj. H-Fer flFF
'.^rra:,r:llrlji:l'-it\,,.lt.jVti,-r,rlit,:ll:|iiri.,ltlr;llillu;l:,,r-:tirrunrr,ril,
fl Direct Orrrint iorarerrerJ)
17 lnlirect CcL;ni
f- Reoi-esentalivr Sur,rey
l/ lnfcrmol Survey (preferrerlr
i- Structureci Estinra|e
l* other
li.hal rretl'oddcgy H, il you J-qe to calc- late :ire rrlrorrinit ntinllers ;'
f' Direct Count (preferred)
17 lndirect Count
i- Representative Survey
f- lnformal Survey (prelerred)
l- Sln-rctured Estimate
l- Other
Hr)ast: 0xplairl
We used the same methodology as we did for budget proiectior-rs: that is, averages
of the last 3 years of lodging data subnritted previor:sl1r This tracks very close to
2019 dala, our most precise estimate of local lndging r,ttilization.
Though a survey is listed as preferred. rre fell this tracked more accurately with our
budgel, especially given the uncertainties of the linres.
25lL] clraractd. linil
Application Questions: Part 5
Sf Funding
Does your organization have. or have you applied for, grarrt fLinding fronr other soLrrces? lf not, rn4ry not? lf yes, please
list the funding yoit have for the project, including any volunteer and in-kind sources in Question 9l Project Budget
Ove rview.
Funding sources atrd antounts wttich have r'rot yet been secured will be listed separalely, in the fleld(s) directly belolv.
Finaily, what changes lrould occur if the project couldn't be iurrded'Z
tfrs ytrr'orLlanrzaltinn havg ar ltive y(tu ijLfirr(i iu itJndii'ttj llilll{riher:;irrl-s:.?
l? Yes f No
Other Funding *
Funding for which you have applied but not yet secured
Amount
$ 2,300.00
ly'll:;t c":rtttj:t,t . ; lll tx'it;-tt t't ;l I. nr{:il1,j ' 'j i'jJr J r-.lj-.i)si is I i0{ r,..}[i]ble tt r11.-n1111111111)
Ja.z irr the Vailey ret-:eirreii a granr of $2300 by ihe Ellle nsLrirrg Arts Cornmissrorr.
originztlly lo suL)po|t the CWU jaz: Canp. anri lhen repurposcd trl help defray
expenses incurrecj in developinq and adverlising the 2020 Festival nrior to the
Board's cieclsion io carrccl the se::scn in Marr:h r:f 2C2A. We ',r,ere notifi*rJ of Arts
Comrtrrssicn approrral, iri:l havc,tol receive.i a final det:tsjon t.:y the Ciiy Council to
apilrovd rjrsitr-:rsenrerrt of lhose ir.:nds, r-tix receitied a check.
Ja;rzin the Vaile;r, a slbstdiary ,,';l Lauglrtlrg Horse Arts Foundatiorr. h;ls no
elrployees, so yie did rrol qr;aiiiy irtr- a tlARfS qranl.cr Payroll Proteclion Proeram.
Hov,ever. Vallei,' l...,1usiral l'lre::lre, another errtiiy rti Lar"ighirrg Horse Arts
Fcl:ndation, irad errt!:ic;rees anct cljd apply an{j reLrcive restritt*d Jlants Lirtij.-y
fhL.sc rclrel prcgr3nts iot:riir:t1 about $i)100.
2.:l si ^st:,:x:tt:' ttl
Funding Source
Ellensburg Arts Commission
Funding Shortfalls *
Matching Funds
Percentage
Verification of ln-kind
Contributions
BLrdget Year
Edit if necessary 2017 2018 2019
Revenues From Consolidated Lodging Tax Grant
9f Project Budget Overview
Please coint:lele budget for this projecllproposal. ll your agency operates indel,renflsllliy of thi6 project a;:priicalion it nray
nol be neu:essary to subnrit lhe errlire alJency buclgel. You must submit a budget which specifically pertains to the
projectlevent for which you are requesting funding ancl adheres to the basic budget formai showrr below.
The hLrdget nrt:sl include anticipated rever']Lies, expenditures, and any potential profil or loss. For projectsievents itfrich
are ongoinq for nrore than one (1) -vear. pleasc aiso subnrit actuals fr-onr the prcvioits three ii)) years of opcrations
ineed not be consecutive) for the projectlproposal if aprplicable
For any clairned in-kind contributions valued at $500 or more and related to marketingiadvertising, you musl
submit verifying documentation which assures the contribution will be provided. For irrstance. if you are
claimirlg trr-kttld cotrlributions in the fot'rn of aclvertising nratch. a binding contract itemilng the ntatching value aitci
obligaiing each prrrty rnust be provicleri,
,ATTENTION: ln .rn effort to allowan .rdecluatc lcvel of flexibrlitl, for all applicants, not all fielcjs in the bLidgct pt>rtion ;lre
requirecl to be filled before {his iornr is submitled. Providing all applicable data is your responsibility, failure to do
so will potentially jeopardize your application's chance for review,
ltt'|y. i t';
'1.. .,:i il.,r.,ir
,:i:';i:rtii,t,i:i-'\it,',1\'!.:tit.:tla:,)iti.,.lt: 'ir,,):;,)t1.:;1i",1.:t.t't::.).,.
Past Actual 3
$ s,000.00
Past Actual 2
$ 10,000.00
Past Actual 1
$ 10,000.00
2021
Projected
$ 10,000.00LTAC Grant
Funding
All Other Revenues
Account Name
Contributions
Ticket Sales
interest Received
Misc. lncome
Sale of Goods
Vendors
Fundraising Event
Past Actual 3
$ 11352.00
$ 65701.00
$ 944.00
$ -47.00
$ 13679.00
$ 190.00
$ o.oo
Past Actual 2
$ 11262.00
$ 72242.00
$ 278.00
$ 147.00
$ 1 1918,00
$ 190.00
$ o.oo
Past Actual 1
$ 14783.00
$ 58071.00
$ 94.00
$ 0.00
$ 12371.00
$ o.oo
$ 1735.00
Past Actual 1
2,472
Projected
$ 14000.00
$ 62000.00
$ e0.00
$ o.oo
$ 12000.00
$ o.oo
$ 1700.00
ln-Kind Contributions (except volunteerism)
Account Name Past Actual 3 Past Actual 2 Past Actual 1
City $1000.00 $1000.00 $1000.00
CWU - Music Dept $ 1000.00 $ 1000.00 g 1000.00
CWU-Facilites $300.00 $300.00 $300.00
Ellensburg Rodeo $ 1200.00 $ 400.00 $ 400.00
Dumpsters $400.00 $360.00 $700.00
Portapotties $220.50 $629.00 $700.00
Rentalspaces $450.00 $275.00 $1125.00
EquipmenVSupplies $317.00 $714.00 $500.00
Services $200.00 $730.00 $1625.00
Contract labor $ 0.00 $ 0.00 $ 1045.00
Projected
$ 1000.00
$ 1000.00
$ 300.00
$ 400.00
$ 700.00
$ 700.00
$ 500.00
$ 5oo.oo
$ 1 125.00
$ 500.00
Contributions of Volunteer Time
Past Actual 3 Past Actual 2
Number of Hours 3,809 2,786
Projected
2.500
Corrtribuliorrs* Fxrrilrit D 2{)18.r:Ct
Calculated Value of
Projected Volunteer
Time
$ s8,900.00
't 5,92K8
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 Aciual 2
$ 2645.00
$ 5058.00
Pasi 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 Erpenses
Music - musicians
-- Lodging
- Sound Enhancmt
- lnstrument
repairirental
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
$ 4e227.00
$ 9135.00
$ 5409.00
$ 1200.00
$ 1867,00
$ 2s2.00
$ 2600.00
$ 1874,00
$ 4e4.00
Past Actual 3
$ 120158.00
Past Actual 3
$ -142s1.50
Past Actual 2
$ 3950.00
$ 66.00
$ 3185.00
$ 9327.00
$ 657.00
$ 267'1.00
$ 625.00
$ 6133.00
$ 5254.00
$ 37966.00
$ 6006.00
$ 7388.00
$ 1250.00
$ 1552.00
$ 187.00
$ o.oo
$ 1903.00
$ 310.00
Past Actual 2
$ 109429.00
Past Actual 2
$ 2016.00
Past Actual 1
$ 5040.00
$ 1780.00
$ 1780.00
$ 8867.00
$ 1576.00
$ 2316.00
$ 625.00
$ 4e99.00
$ 8160.00
$ 38448.00
$ 7749.00
$ 6993.00
$ 1250.00
$ '1448.00
$ 244.00
$ 0.00
$ 1632.00
$ 356.00
Past Actual 1
$ 'r 'r3760.00
Past Actual 1
$ -8311,00
Projected
s 5000.00
$ 200.00
$ 1800.00
$ e000.00
$ 1000.00
$ 2400.00
$ 625.00
$ 5000.00
$ s300.00
$ 38000.00
$ 7800.00
$ 7000.00
$ 1250.00
$ 1500.00
$ 200.00
$ 0.00
$ 1500.00
$ 300.00
Projected
$ 107175.00
Projected
$ 58240.00
$ 5988.00 $ 6634.00 $ 7285.00 $ 6000.00
$ 6'140.00 $ oooz.oo $ 42e7.00 $ 4300.00
Application Certif ication
The applicant here certifles and allirms: 1. That rt does not no!v, nor wrll it during the perlorrnance of any contr'act arising
from this application, unlarMully discrinrinate against any employee. applicant lor employment, client, cltstomer, or olher
person vlho nriglri benefil from said contraci, by reason of age, race. color. ethnicity, sex, religion. fitlitary status, sexual
orietrtation, creed, piace of birth, or disability; 2. That it wll abide by all relevant local, state anti federal larrs and
regulations and; 3. That it has read the information contained in the lnstrLrctions on pages 1 and 2 and understands and
will comply with all provisions ihereof.
Certified by:
Name *
Applicant's Title *
htt, /f k(!u/|
Don A Soli.:erq
Treasurer, Jazzin the VaIIeylL.tughing Horse
Arls
lnte,rnal Revenue $ervice
Date: April 12,2003
Laughing Horse Arts Foundation
P.O. Box 214
Ellensburg, WA 9892&0214
Department of the Treasury
P, Q. Box 25OB
Cincinnati, OH /tfi2O't
Person to Gs$tact:
Ronnie Clemons
Customer Service Representative
Toll Free Telephone Number:
S:00 a.rn to 6:30 prn. EsT
877-829-5500
Fax Number:
513263-.3756
Federal ldentiftcation Nunnher:
91-121 1 173
Dear Sir:
This is in response to your Certificate Of Amendment, filed July 6, 1999, in the State of Washington,
changing the organization's narne from 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 section 501(cX3) of the lniemal Revenue Code. That letter is still in effect
Based on information subsequently submitted, we classified your organization as one that is not a private
foundation within the meaning of section 509(a) of lhe Code because it is an organization described in
sections 509(a)(1) and 1 7o(b)(1XAXv}.
This classification was based on the assumption that your organization's operations would continue as stdted
in the application. lf your organization's sgurces of support, or its chanacter, method of operations, or
purposes have changed. please let us knsvrr 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 990, Retum of Organization Exemptfrom tncome Tax, only if its
gross receipts each year are normally more than $25,000- lf a retum is required, it must be filed by the 15th
day af the fffth month afterthe end of the organization's annual accounting period. The law imposes a
psnalty of $20 a day, up to a maximum of $10,000, when a retum is filed late, unless there is reasonable
cause for the delay.
All exempt organizations (unless specifically excluded) are liable for taxes under the Federal lnsurance
Contributions Act (social security taxes) on remuneration of $100 or more paid to each employee during a
calendar year. Your organization is not liabie for the tax imposed under the Federal Unemployment Tax Act
{FUrA).
Organizations that are not private foundations are not subject to the excise taxes under Chapter 42 of the
Code. However, these organizations are not automatically exempt from other federal excise 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 provisions of sections 2055, 2106, and2522 of the Code.
Laughing Horse Arts Foundation
91-'r211173
Your organization is not required to file federalincome tax returns unless it is subject to the tax on unrelated
business income under section 511 of the Code. lf your organization is subject to this tax, it must file an
income tax retum on the Form 99&T, ExemptOrganization Business lncsrne Tax Retum. ln this letter, we
are not determinfng whether any of your organization's present or proposed activities are unrelated trade or
business as defined in section 513 af the Code,
The law requires you to make your organization's annual retum available for public inspection wlthout charge
forlhree 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 leter to any individual who requests
such documents in peron or in writing. You can charge only a reasonable fee for reproduction and actual
postage costs for the copied materials. The law does not require you to provide copies of public inspection
documents that are widely availabte, such as by posting them on the lntemet (Wortd Wde Web). You rnay
be liable for a penalty of $2O a day for each day you do not make these documents available for public
inspectio+ {up-to * maximum. af $10r00&in-ihe cas€ of an aRruJaf retum}.
Because this letter could help resolve any quesCIons about your organization's exempt status and foundaiion
stahJs, 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, Director, TffGE
Customer Account $ervices
Exhibit A1
Tickets 2OL9
Ticket Sales with recorded zipcodes Kittias
Countv
Out of
Gountv 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
55o/o 45%100o/o
Comp Tickets
Band Member Tickets 74 1 I 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
30o/o 70%1O0Yo
I
--
Total Tickets 647 724 1371 870
47o/o 53%100%
Total tickets 201 I Festival
Jazzin 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
Exhibit Az
2241
Jazzln the Valley On-Line Survey Results
Of the surveys that reported resident locations:
Kittitas County:38o/a
Out of County 620/0
Exhibit A3
Exhibit B
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Volunteer Hours - 2018
Past Board
Members
Board Members Board Meetings Committee
Meetings
lndividual
Reponsibililes Festival Total
Beck Dan 27 27
Brunner Micah 16 30 54 50 150
Eruya Chris I 20 6o 10 98
Burke rlTlV 16 't2 55 35 118
Fraser Rob 12 I 52 15 87
Smith Marie 23 10 37 70
Solberg 0y 13 4 17Q 10 197
Solberg Don 't4 10 63 23 110
Solberq Ona 14 4 20 3B
itanley Laura 21 13 109 18 '161
Swartz Tony 25 30 100 35 190
Wallen Norm 8 I 10 26
Warren Linda 13 12 50 31 106
Winegar Kori 0
Brunner Debbie 24 24
Sharpe .afN 3
France Joe 10
1415
Music 20
Facitlities 120
Volunteers 442
Prornotions 475
1057
Committee volunteers
Total Voluntesr Hours 2472
Additional lnformation - Brief History of 22 years
Jazzin the Valley was the brainchild of Larry Sharpe after attending a reunion of graduates of
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 Festival was 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 )azz 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 Recitar Hail.
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 2to/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.
- iazz camp parent and student surveys suggest that having the concert at the JIV venue
was a great pefforming 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 seryes 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
92s-9844
933- t 600
925-9800
962-6888
925-9319
925-4734
933-1 500
9254244
962-9400
962-5585
Exhibif C
Lodging Worksheet - 201I
Online s
Air B&B I Vacation homes 2 2 4
Total - Short Term Vacation Rentals (STVR)4
Stayed - Friends, Relatives 12
31 62E
Lodging Friday Saturday Totals
Comfort lnn - Amanda *52 52 104
Davs lnn 25 25 50
Econolodge 38 39 77
Hampton lnn - Christine 3 3 6
Red Lion lnn 15 30 45
Super I 40 40 80
Total H/M 362
Yakima River RV Park 0 0 0
Total Camp/RV 62
Total Lodging 440
No Discrimination
E&JRV ParK 13 13 26
Motel 6 full both days 72
Holidav lnn Exoress full both davs 66
Lincoln Suites 110
274
Exhibit "8"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1o_BrandinE
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 Advertising and 9nline Disolav 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/z inch in height, and must be surrounded
by appropriate white space to allow easy recognition and legibility. Contractors shall not change
the logo(s) in color or appearance.
C. Video Advertisins of all types (including but not limited to television, online, electronic kiosks,
motion billboards, etc.) must include the County's and appropriate City's tourism website logo.
The logo must be sized no smaller 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. Advertisinq Rgimb_u rsements
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.
4. Print Adv-ertising:
1. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed at L}O% of the cost, including any production costs. To
operate exclusively outside of Kittitas County, the provider must not be physically located in
the County and/or not distribute any media within the County.
2. Print advertising placed with any media provider which operates inside Kittitas County may
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 10 days prior to
the event may be reimbursed at LOO% 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:
7. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursed at L00% 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 at!OO% 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 7A% of
the total cost, including any production costs.
C. Online Advertisins:
1. Online advertising and promotion may be reimbursed at 100% of the cost, including any
production cost.
2. Streamed media (radio, television, other) requests for reimbursement must include a
statement from the media provider specifying the percentage of recipients which are
outside of Kittitas County. Reimbursements will be allowed for the percentage distributed
outside of Kittitas County, including any production costs.
D. Direct Mail:
1. Direct mail advertising may be reimbursed at 100% of the cost, including any production
cost, for each item mailed or shipped to a destination outside of Kittitas County. ln order to
receive reimbursement, a list of the addresses and a signed statement from the contractor
that the list is accurate, or other proof of delivery, must be provided along with other
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 are 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 venuefacility 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 Advertisinq:
1. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed atLOO% 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 atroo% 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 30%of
the totalcost, including any production costs.
G. Operation Reimbursement:
L. 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
atLOO% of cost. ln order to receive reimbursement, a signed statement from the receiver
along with other required documentation. Mileage reimbursement subject to IRS mileage
reimbursement rates which may change annually.
3. ltems not eligible for reimbursement:
a. Salaries of employees
b. Capitol purchases- any item with 3+ years life and over 55,000.c. Licenses, permits, insurance, or credit card fees