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HomeMy WebLinkAbout017-ERHOFLr-2022-OL7-ERHOF 2022 LODGI NG TAX SERVICES AG REE M E NT BETWEEN KITTITAS COUNTY AND THE ELLENSBURG RODEO HALL OF FAME This Contract, effective January 1,, 2022, is made and entered into by and between - KITTITAS COUNTY ("County"), a subdivision of the State of Washington, and the ELLENSBURG RODEO HALL OF FAME ("Contractor"), for the 2022lnduction Banquet ("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: Seqtion 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. As full compensation for satisfactory performance of the Contractor's Services, the County agrees to pay Contractor the sum of six thousand eight hundred and seven dollars and fifty cents ($6,807.50) (Kittitas Co. lodging tax funding). b. Additional payment terms: The County will make payment to the Contractor only on a reimbursement basis, as receipts/invoices for any items including marketing and/or advertising are submitted to the County, not to exceed the sum of six thousand eight hundred and seven dollars and fifty cents (56,807.50) (Kittitas Co. lodging tax funding) c. Services/Expenses that are reimbursed must be dated during the current year and final date to submit reimbursements requests is January t5,2023 after this date funds lapse. d. Requests for reimbursements must be submitted to: Kittitas County Auditor Attn: Auditor's Accounting a 2022 County Lodging Tox Funding Agreement Poge 7 LT-2O22-OL7-ERHOF 205 West 5th Ave - Suite 105 Ellensburg, WA 98926 a ud ito rsaccou nti np@co. kittitas.wa. us e. Reporting requirements of your events will be required on prescribed forms from the County Auditor. f. Contractor is eligible to claim reimbursement for the following items and amounts only: r Advertising and Marketing r Web enhancement and maintenance r Communication o Facility rent o Production stage sound system etc.- Equipment rental r Display r Photography and video recording o Security and volunteer training o Speakers and talent fees . qR Codes to Website 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 L(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. 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 lowing 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. Any such delegation or subcontracting without the County's prior written consent shall be voidable at the County's option. b. Contractor shall at all times be an independent contractor and not an agent or representa- tive of the County with regard to performing the Services. Contractor shall not represent that it is, or hold itself out as, an agent or representative of the County. ln no event shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the County. lt is understood that the Contractor and the Contractor's staff and employees are not employees of the County and are not, therefore, entitled to any benefits provided employees of the County. 2022 County Lodging Tax Funding Agreement Page 2 LT-2O22-OL7-ERHOF c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders, licenses, permits, and other requirements, now or hereafter in effect, of any governmental authority (including, but not limited to, such requirements as may be imposed upon the County and applicable to Services). Contractor shall furnish such documents as may be required to effect or evidence such compliance. All laws, ordinances, rules, and orders required to be incorporated into agreements of this character are incorporated into this Agreement by this reference. Contractor agrees to obtain all required licenses and permits, and further agrees to keep them in full force and effect during the term of this Agreement. d. The County and the Contractor agree that in fulfilling the terms and conditions of this Agreement neither shall discriminate on the basis of race, creed, color, national origin, age, sex, marital status, or the presence of a physical, sensory, or mental handicap. e. The Services shall at all times be subject to inspection by and approval of the County, but the County's making (or failure or delay in making) such inspection or approval shall not relieve Contractor of its responsibility to perform the Services in accord with this Agreement, notwithstanding the County's knowledge of defective or non-complying performance, or the substantiality or ease of discovering the same. Contractor shall provide the County with sufficient, safe, and proper facilities and equipment for such inspection and free access to such facilities. f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly furnish the County or its designee, or such Federal or State auditor with such information related to the Services as may be requested by the applicable governmental entity. Contractor shall preserve and maintain all financial records and records relating to performance of Services under this Agreement for six (6) years after contract termination. For such duration after the County makes final payment of compensation due hereunder, Contractor shall provide the County access to (and the County shall have the right to examine, audit and copy, with or without notice) all of Contractor's books, documents, papers and records related to the Services or this Agreement. g. Contractor understands and acknowledges that Contractor is solely responsible for its own reporting and accounting of all state, federal, social security, and local taxes, of every nature, arising from Contractor's performance of this Agreement. All compensation received by the Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in accord with the applicable IRS regulations. Section 4. Release, lndemnitv, and Hold Harmless The County assumes no liability for the Contractor's actions under this Agreement. Contractor releases and shall defend, indemnify, and hold harmless the County, its officers and employees, agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities, damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or may arise or be alleged to arise out of or by reason of this Agreement including: Any fault, negligence, strict liability or product liability of Contractor in connection with the Services for this Agreement; Any lien asserted upon any property of the County in connection with the Services for this Agreement; a a 2022 County Lodging Tax Funding Agreement Poge 3 LT-2022.OI7-ERHOF 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. ln compliance with Washington's public records law, the County will retain copies of any documents associated with this Agreement, which may be required by law unless legally exempt from such retention, for any applicable legally required retention period. b. ln the event a public records request is made to the County for documents created in relation to this Agreement, should legal uncertainty arise regarding the disclosability of any documents under federal or state public records laws, the County shall provide notice to Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow Contractor to seek a court injunction. c. The County specifically shall not be liable to Contractor for the County's release under public records laws of any documents not protected by trademark, copyright or other law. Section 6. lndustrial lnsurance Waiver. With respect to performance of this Agreement and as to any claims against the County, its Additional lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contractor's employees and agrees that the obligations to indemnify, defend and hold harmless provided in this Agreement extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is mutually negotiated by the parties to this Agreement. Section 7. lnsurance.and Endorsements The County may require through a request in writing that the Contractor provide the County with a certificate, binder, or policy of liability insurance, acceptable to the County in an amount specified by the County. 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. a a 2022 County Lodging Tdx Funding Agreement Page 4 LT-2022-077-ERHOF d. Copies of the County's written request and the insurance documents provided by Contractor shall be attached to this Agreement and by this reference will be made part hereof. Where insurance is requested by the County, all liability insurance policies shall be endorsed to include the County as an Additional lnsured and shall stipulate that the insurance afforded by the policies shall be primary insurance, and that any insurance, self-insured retention, deductibles, or risk retention trusts maintained or participated in by the Parties shall be excess and not contributory to any other insurance maintained by the County. Contractor shall furnish the County a certificate of insurance with Endorsement as evidence that the required policies are in full force and effect. Section 8 Termination. The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon receiving such notice of termination, Contractor shall, except as otherwise directed by the County, immediately stop performing the Services to the extent specified in the notice. ln the event the County terminates the Contracto/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 Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or any right or interest in this Agreement without the County's prior written consent. b. This Agreement embodies the entire Agreement between the County and Contractor, and supersedes any and all prior oral or written communications, proposals, conditions, promises, representations, or understandings regarding the Services. No change, amendment or modification of any provision of this Agreement shall be valid unless set forth in a written amendment to the Agreement signed by both parties. Notice for any purpose under this Agreement, except service of process, shall be given by the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W. 5th Ave. Ste. 1"08, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the County to the Contractor shall be given to the Contractor's address provided on the signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class, postage prepaid, certified mail, return receipt requested. d. The section and paragraph headings of this Agreement are for reference convenience only and are not intended to restrict, affect or be of any weight in interpreting or construing the provisions of such sections or paragraphs. e. This Agreement may be executed in one or more counterparts and by facsimile, each of which will be deemed an original, but all of which together willconstitute one and the same instrument. 2022 County Lodging Tax Funding Agreement Pdge 5 Lr-2022-017-ERHOF f. Contractor warrants to the County that the individual signing on Contractor's behalf has the requisite power and authority to enter into and to perform Contractor's obligations under this Agreement. Contractor further warrants to the County that Contractor has made no misrepresentation or misleading statement in connection with this Agreement, and is not in violation of any applicable law, ordinance, or regulation the consequence of which will or may materially affect Contractor's ability to perform its obligations under this Agreement. g. lf any term or condition of this Agreement or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect the other terms, conditions or applications which can be given effect without the invalid term, condition or application. To this end, the terms and conditions of this Agreement are declared severable. h. The exclusive venue for any action brought to enforce this Agreement or any of its terms shall be in Kittitas County, State of Washington. The performance of this Agreement is subject to termination without liability by either party upon the occurrence, or upon the prediction by the National Oceanic and Atmospheric Administration, any other agency of the United States Government, or any agency of the Government of the State of Washington of the occurrence of any circumstance beyond the control of either party-including, without limitation, acts of God, war, acts of terrorism within a fifty (50) mile radius of Kittitas County, government regulations, disaster, pandemic/epidemic illness, strikes or threat of strikes (except that neither party may terminate this Agreement for situations involving that party's own employees), civil disorder, or curtailment of transportation facilities-to the extent that such circumstance makes it illegal , impossible or economically impracticable for the parties to complete the duties and mutual obligations agreed upon and imposed upon them herein. The ability to terminate this Agreement without liability pursuant to this paragraph is conditioned upon delivery of written notice from one party to the other within 10 days of such occurrence or upon delivery of written notice from one party to the other within 24 hours of the receipt of notice of the prediction of any of the above occurrences. To the extent feasible within the constraints imposed by any event of the type described above, the parties agree that if the triggering event is of apparently or likely transitory effect, the parties may negotiate such amendments to the agreement that are mutually satisfactory and not otherwise contrary to law, including but not limited to a change in the dates for completion of any portion or the entirety of this agreement. 2022 County Lodging Tdx Funding Agreement Page 6 LT-2022-Ot7-ERHOF KITTITAS COUNTY BOARD OF COUNTY COMMISSIONERS Laura Osiadacz, Chair Cory Wright, Vice Chair Brett Wachsmith, Commissioner Date signed ATTEST: Clerk of the Board APPROVED AS TO FORM Deputy Prosecuting Attorney CONTRACTOR IPrint Name] lAddressl [Telephone] 2022 County Lodging Tax Funding Agreement Page 7 Exh(bit o ft" CLTAC: Application for Lodging Tax Grant Funding Grant Application Workshop - 2021 * Did you atlend the Grart Applicatjon Workshop - 202 t hssted by the Kitlilas County Chamber oi Colrnrerce? .r.' Yes '.1 No i Yes, I have rearl and understand Subnlittal lnstructions and General lrfcrmalion lor lhe 2A21 Lodging Tax Grast Funding 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. \Men you do this you will be logged out and must lgg back in to continue. ln order to save a draft you will need to provide an email address and a password. After completing the save draft, you will be redirected to landing page containing a link to log back into the form. We $uggest you save this link as a bookmark. The link will also be sent to you in an email. For your convenience we have prcvided a word document version of the questions. Download it here. Organization I nformation Name of Organization* Ellensburg Rodeo Hall of Fame Organization Address* street Address 2500 Kitiitas Hwy A.Jdress Line 2 CitY Ellensburg, WA Postal I Zip Code 98926 State I Province / Regiorl WA Couriry United States Organization is a:*; Business 'rl Non-Profit (Note: Please submit W-9 for business or IRS Designation Letter for non-profit.) Click here to view sample documents (redacted). Upload Proof of Organization Status* Project Contact I nformation First Name* Last Name* Phone Number* - .,*tsmail mud@elltel.net ERHOF IRS 501c3 Recognition Documeni 07-30- 2001 .pdf ERHOF W-9 2020pdf.pdf Acceptable i:le for(rals ircluder JpG, PDI' qr I lFF. 1.71MB 763.63K8 Marie Smith 509-856-71 99 Project or Event lnformation ProjecVEvent Name* Ellensburg Rodeo Hall of Fame lnduction Banquet Service Categories Cherk all categories lhat apply to this application :1, Tourism promotion/marketing tl Operation of a special event designed to attract tourists 1l Operation of a tourism related facility r Oiher Fvent Dates Please provide any specific daies, or range of dates. on which your event or project will be held. You may add as many dates or date ranges as necessary. Event Dates Start Dates* 711t2022 ProjecVEvent *LOCaUOn New or Ongoing ProjecVEvent? * Amount of Funding Requested * End Dates 9t30t2022 1051 Sorenson Road -Spirit Therapeutic Riding Arena : , Ongoing Project/Event (More than four years in existence) l; New Project/Event (Four or fewer years in existence) $ 11285.00 lf you selected "Ongoing Project/Event" above this amount may not exceed 1 0% of the lotal expense budget of this projecl. Funding Request Max Tourism Seasons*Faom lhe lisl belovr'. !./hal season lvill your project enhance tourism? Select atry which apply. vj year-round (January - December) : , Off Season (November - February) I Shoulder Season (October or March - May) ,r High Season (June - September) Application Questions: Part 1 Please answer each question completely, in the order listed. Please include any supporting data within the response narrative. 1 | ProjecUEvent Description Please provide a description of your project/event. '*j Response 1: ProjecVEvent Description * Ellensburg Rodeo Hall of Fame (ERHOF) has a museum that is open to the public year around. The museum inducts new members that are padicipants of rodeo's past every year for our ongoing displays to promote the history of the Ellensburg Rodeo. We are a separate non-profit organization in coordination with the Ellensburg Rodeo- Our pro.ject is to develop an Induciion Ceremony that will draw the supporters and advertise our museum to the public. Because the rodeo draws people from far and wide who are involved in the rodeo we will hold this event in close proximity io the Labor day weekend to draw people here at an earlier date to come to Ellensburg and enjoy the multiple activities going on all week. ln 2021 we decided to try an initial event at Spirit Therapeutic Riding Center. an outdoor arena that allows for up to 300 people to attend. Our plans were made when we felt lhe pandemic was lifting but in the end we modified as the resurgence began to alter the state rules for gatherings. We advertised with posters. newspaper ads, newsletters to our membership. sent out postcards and used Facebook and lnstagrant to get the word out. We offered a dinner prepared by the Cattlewomen of Kittitas County and a production of our 2 new lnductees and their history with the early Ellensburg Rodeo. We had an attendance of 125 people. 30 of these were from more than 50 miles away. We promoied our museum and the partners we have in Kittitas County. ln 2022 we can see so nrany ways to broaden this event to bring more people as we feel the pandemic should ease and life by Labor Day week should allow for more atiendance. The feedback we received from our supporters was very positive and has lead us to believe we can be more successful next year. ln 2022 we will bring in more lnductees and broaden our scope of adverlising and offer western entertainment to enhance the experience. Our board feels that this event will bring people to Kittitas County all year around as the word gets out about our museurn that ls open all year long. 2500 characler lirlil Video Link Pleitse p.ovide us lirk to a brief video slrnrnary of yor.r o.garizelio{r's eve8tlproject. Yoir IdUST be presenl a1 lhe Q&A nreeling in Noverlrbirr to qualify lcr fondinq. https:/lE RHOF@YouTube List of lntended Use of Funds* Adveriising and Marketing Web enhancement and maintenance Communication Facility rent Production stage sound system etc. Display Photography and video recording Security and volunteer training Speakers and talent fees QR Codes to Website 2l Supporting Kittitas County as a tourism destination 1. Away from their place of residence or business and staying overnight in paid accommodations; 2. To a place fifty miles or more away from their place of residence or business for the day or staying overnight; 3. or from another country or state outside of their place of residence or business. You must provide the evidence utilized in determining your projections. Response 2.1 * Response 2.2* Application Questions . Parl2 3l lmpact Response 3: Measuring Results* !'/hy wo!ld tourists travel to Killitas Counly io attend your evqrt/'acliv,tylfacility? ERHOF has proven with our attendance guest book registry that people are interested in the history that we have to offer. When we see that the Ellensburg Rodeo draw thousands of fans for 4 days of rodeo and the Cowboy Channel has brought it to the television viewers we see the sport of rodeo and its American values are appreciated by a large parl of our society. 11 has an almost 100 year history which in 2 years we will be celebrating this while the recognition and appreciation for rodeo grows. We offer quality displays in 4 locations. The Western Village @ the rodeo grounds, the Ellensburg Rodeo Office, Hotel Windrow and our Museum in downtown Ellensburg. The visitors guest book located in the museum in the first year of operaiion (even during COVID), we had guests from Australia, Colorado, Nevada, Utah, Oregon, South Carolina, Montana. Oklahoma, California. Arizona, Texas and Alaska 2500 character Iintil Describe lhe prior srlccess ol your event/aclivilyt.tcility ilt atlracliotr io.idsls. It has shown in the response to opening the museum despite all the restrictions durtng the pandemic and the amount of attendees on a daily basis. We have seen the suppod of donors increase in doubling our mernbership and fundraising abilities. The feedback from our suppo(ers has been positive and uplifting and shows promise for the future if we continue on the path of offering access to cultural history of the rural lifestyle appreciated by so many. People who have moved away and have been involved in the Rodeo production love to get together at this time of year and celebrate the hjstory that they have helped create. The Labor Day weekend has and continues to make great memories for people that has been an annual event for nearly 100 years. This speaks ior itself. ?500 cha, acler linrit Describe how you will pronrole yorr eveBt/activitylfzrcility {o ettract lourisls. We plan to target the audience of the Cowboy ChannellRFD TV PRCA Magazine and the Daily RecordlFair/Rodeo Program(s). We feel this will attract those nrost interested in the Hall of Fame and our inductees. KIMA TV out of Yakima covered our lnduction in 2021 and it aired for two days in their news feed. Last year this showed very positive as our guest book revealed guests from: Australia, Colorado. Nevada, Utah, Oregon, South Carolina. Montana, Oklahoma, California, Arizona. Texas and Alaska 2500 chcr acler linrii Application Questions: Part 3 4l Collaboration lfyour organization collaborates or has created partnerships with other organizations, groups, or other events, how is this accomplished? 4.1 Collaboration* 4.2 Promoting Local * TJUSINESS ERHOF museum is part of the Western Culture and Art Center that includes an alliance with Western Art Association and the Clymer Museunr and Art Gallery. We support each other as venue and a means to enhance Kittitas County and the culture available to patrons. Spirit Therapeutic Riding Center is a nonprofit and we would support each other by advertising and renting their facility while showing its location and function to a different crowd. The Kittitas Co. Cattlewomen were in need of a fundraiserso hiring them to do ourdinnerforthe lnduction was a welcome addition to their roster and a successful addition to our event. The Palace Caf6 was the bar for our event. We work with the Ellensburg Rodeo to promote their event by doing a royal court poster as a fundraiser. When the Ellensburg Rodeo was inducted into the Pro Rodeo hall of fame ERHOF provided the history and arlifacts for a display at the Hall of Fame site in Colorado. We draw people to our downtown museum with displays at lhe Windrow Hotel and the Rodeo and Chamber offices. We work with up to 30 local afiists and sponsors on our fundraiser: Arts of Fame, every year for the last 9 years. Gallery One has parlicipated in supporting this ari project. ERHOF participates in First Friday art walks on a monthly basis. Old Mill Country store has contributed gift certificates to promote both our organizations. 2500 characier lirilil lles.rribe how ycs Hill prenrote lodging establishmerls. restaura[ls. atrd business l.]cated rr Kiliilas County We can add a promotion to stay in local hotels with a discount for our event along with coupons for restaurants if awarded grant money to assist in this promotion. We print posters with the names of the artisis and many business sponsors thai support us in our endeavors throughout the year and do displays at the museum. We could offer door prizes with certificates obtained from local business. 2500 characler lirirl 4.3 Host Hotel*ls there a hosl llolel ior your ev€rl or grtn{ project? lf yes. list the hotel. 6, NO Yes. 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*Cost recovery; ERHOF will sell tickets to the dinner event and continue their fundraising efforts and sponsors that have been successful to date. Our inaugural event in 2021 al Spirit Therapeutic Riding was self sustained by these methods. Our museum has sponsorship opportunities and smaller events to raise funds. 2500 draracler limit Application Questions'. P ar1. 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. COVID-l9lnfOfmation lfyouhadaplarn€deverlin2020or2021 whethertheyv/ereabletolakeplaceorlrot,pleasedescrrbeany suctesses and chailerges you exper ierced. Challenges were seen in the amount of people attending this event as the roller coaster of rules kept changing with the spread of the new variant where we had to limit ihe number of atlendees and the space to social distance with seating arrangements. We did not spend funds to promote widely with the question of rules to allow an event. Additional lnformation 250{:} characler linit 2500 characler lirrit Suppofting DocumentS You nray upload any suppo.ting docunrenls such as g,aphs. images. diagrams. marketing materiats. etc. You are allowed lo slrbrnil up lo 3 single page iUS Letler) docurnenls in JPG. PDF or TIFF fornal 7l Previous Lodging Tax Grant Information Previous Years Awarded Lodging Tax Grants* Overall Attendnace Past Actual* 125 5 Has your event received Lodgilrg lax funds i[ previous yea.s? a: No, this eventlproject has not previously received Lodging Tax Funding. -) Yes, 1 year previous . .; Yes, 2 years previous ' Yes. 3 or more years previous Projected * 250 Number of people travelling more than 50 miles for your event? Past Actual* Projected * 20 100 Number of people traveling from outside WA State for your event? Past Actual *Projected * 40 2 The number of overnight guests who stay in paid accommodations in Kittitas County for your event Past Actual* Projected * 532 Number of paid lodging room nights resulting from you event/activity/facility? PastActual* Projected* 5 Prior Year Paid Overnight Stay Data l,l additign to field above, you may upload lhe evidence lo support the prior years' roonr/niglrt inforrraiion. You nray upload up to tlrree single pages (US LellerJ, ot ilfornration. lf you a single multj-page doculnent, only the first three pages will ile considered. The tollowing fornrats. yrill be accepted: JPG. PDF or TIFF Past Methodology*V\4rat methodology did you use to calculaie ihe 201 I actual nuntbers? j Direct Couni (prefened) r -l lndirect Count r Represen{ative Survey l. i Informal Survey (prefened) l I Structured Estimate .rr Other iRooms paid for or shared cost with the Rodeo for guests. Projected Methodology* Methodology Narrative* Application Questions. Part 5 Matching Funds Percentage AN OA o//o 'lhis field will aulo fill viilh the correcl per.enlage base(i o,t yollr inltilt lo budgel section below. V&al rnethodology urill you use lo calculale lhe ilpco.iinll nUqbers? , Direct Count (preferred) , lndirect Count i Representalive Survey , Informal Survey (preferred) i Structured Estimate / Other Based on potential lnductees and where they are from. Please explain. ERHOF sold tickets to our event on EVENTBRITE which has a tracking feature with purchasers information. We also have guest rosters at our museum and the Western Village display to track who comes in and where they are from. ln addition we could ask where they are staying. Many who are in town for other reasons also come in to see the museum year round. ln the first year of being open our guest book alone had 1,000 sign-ins. We expect this to grow this coming year as COVID restrictions are lifted (hopefully), and word spreads about the museum. The Board is looking at other ways to track our guests and have a few ideas...including new software we are looking at for better tracking of donors, visitors and including the Website and YouTube activity. 2500 char?clur linit 8l Funding Does your organization have, or have you applied for, grant funding from other sources? lf not, why not? lf yes. please list the funding you have for the project. including any volunteer and in-kind souries in Question 9l Project Budget Overview. Funding sources and amounts which have not yet been secured will be listed separately, in the field(s) directly below. Finally. what changes would occur if the project couldn't be funded? Other Funding *Does yorir organizatiolr have ol have you applied for fun(ling lrotrt ollter sources? ,Yes e. No Explanation *lf Bol wlry rol? 2021 was the first year that we tried this format for our induction and have not fully researched other sources at this time. This will be an ongoing search for our Board of Direclors to find funding sources for this event. The Hall of Fame has been in existence since 1997 and has built up a fund to fall back on of $300,000 mostly invested currently. We have $40,000 in cash to cover our needs for the coming year. Our Board believes strongly in raising funds for our operation of the museum and we see this as one of our primary functions, and always look for ways to fundraise, we are a working board. 2500 rharacler limit Funding Shortfalls*V.rral changes rJill be rnade it fundilrg lor your requesl is not available or recolltoreurled? There may be minor adjustments where possible, such as cutting back on advertising. As previously stated the Board has been working for years and built up a fund to use in the event that we need to. 2500 draracler lirnit. 9l Project Budget Overview Please complete budget for this project/proposal. lf your agency operates independenily of this project application rt may not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to the projecuevent 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 profii or loss. For projectslevents which are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations (need not be consecutive) for the projecUproposal if applicable. For any claimed in-kind contributions valued at $500 or more and related to marketingladvertising, you must submit verifying documentation which assures the contribution will be provided. For instance, if you are claiming in- kind contributions in the form of advertising match, a binding contraci itemizing the matching value and obligating each party must be provided. ATTENTION: ln an effori to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are required to be filled before this form is submitted. Providing all applicable data is your responsibility, failure to do so will potentially jeopardize your application's chance for review For ary claimed it-kind coniributiors valued at $500 or more and related to ma,ketilgladvefiising. you ntusl subrnil verifying Cocunrerlalion wh;ch assures !he cortrabulion will be provided. 2021 2022 Revenues From Consolidated Lodging Tax Grant Verification of ln-kind Contributions Budget Year Edit if necessary Past Actual 3 LTAC Grant Funding $ 0.00 All Other Revenues Account Name PastActual 3 Ticket Sales $ 0.00 Account Name Tables and Chairs Past Actual 3 $ 0.00 Past Actual 2 $ o.oo Past Actual 2 $ 0.00 Past Actual 2 $ 0.00 Past Actual 1 $ 0.00 PastActual 1 $ 3160.00 PastActual 1 $ 750.00 Projected $ 11,285.00 Projected $ 5000.00 Projected $ 750.00 ln-Kind Contributions (except volunteerism) Contributions of Volunteer Time Past Actual 3 Past Actual 2 Number of Hours Past Actual 2 $ 0.00 PastActual 1 210 PastActual 1 $ 3910.00 Projected 300 Projected $ 24103.00 Evidence of Volunteer Contributions * Calculated Value of Projected Volunteer Time Past Actual 3 Revenue Totals $ 0.00 Please upload a single file !.rhich offers evjdence in sapporl o{ ilte projecled volonleer houts. Volunteer schedule for Induction Banquet.pdf 444.95KB $ 7,068.00 Expenses Account Name lnduction Plaques/Awards lnduction Display/Printing lnduction Travel/Lodging Advertising Video Production Venue/Sound Past Actual 3 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 Past Actual 2 $ 0.00 PastActual 1 $ 175.00 $ 0.00 $ 650.00 $ 1285.00 $ 0.00 Projected $ 250.00 $ 6900.00 $ 750.00 $ 1285.00 $ 500.00 Projected $ 11285.00 Projected $ 12818.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 Past Actual 2 $ 0.00 Past Actual 2 $ 0.00 PastActual 1 $ 2385.00 PastActual 1 $ 1525.00 $ 275.00 $ 400.00 $ 0.00 $ 1200.00 Website Updates for Event Past Actual 3 Expense Totals $ 0.00 Profit & Loss Past Actual 3 $ 0.00 Application Certification The applicant here certiftes and affirms: 1. That it does not now, norwill it during the performance of any contract arising from this application, unlawfully discriminate against any employee, applicani for employment, clienl, customer, or other person who might benefit from said contraci, by reason of age. race, color, ethniclty, sex, religion, military status, sexual orientation, creed, place of birth, ordisability: 2. That itwill abide by all relevant local, state and federal laws and regulations and; 3. That it has read the information contained in the Instructions on pages 1 and 2 and understands and will comply with all provisions thereof. Certified by: {;Ha,*oSa*** Name * Applicant's Title* Marie Smith Event Coordinator -il ': INTERNAT REVENUE., -(VICEP. O, BOX 2508 crNcINNATr, OH 45201 DEPARI'!,TENT OF THE TREASURI Date:Jut I o zool ELLENSBIJRG RoDEo HALL OF FAME ASSOCIATION C/O BOB KELLY 508 N MAIN ELLENSBURG, WA 98926 Accountlng Period Ending: Decernber 3l Form 990 Required: Yes Addendun Applies: Yes Dear Applicant: Based on information supplied, and assrrming your operations will be asstated in your application for recognition of exemption, we have determinedyou are exempt frorn federal incone tax under section 501 (a) of the Internal Revenue Code as an organization descrlbed in section 501(c)(3). We have further determined that you are not a private foundation within the rneanint of seetion 509(a) of the Code, because you are an organization described in section 509(a)(2). If your sources of support; or your purposes, character, or rnethod of operation change, please let us know so vre can consider the effect of the change on your exernpt status and foundation status. In the case of an amend- ment to your ortanizational docurnent or bylaws, please send us a copy of the amended docunent or bylaws. Also, you should infonn us of all changes in your nane or address. As of January l, 1984, you are liable for taxes under the Federal Insurance Contributions Act (social security taxes) on remuneratiorr of ,$1O0or nore you pay to each of your employees during a calendar year, You are not liable for the tax imposed under the Federal llnemployment Tax Act (FUTAi. Since you are not a private foundatj-on, you are not subJect to the excise taxes under Chapter 42 of. the Code. However, if you are involved in an excess benefit transaction, that transaction night be subject to the excise taxes r:f section 4958, Additionally, you are not atrtomaticall.y exempt from other federal exeise taxes, If you have any questions abortt excise, employment, or other federal taxes, please contact your key di-strict office. Grantors and eontributors may rely on thjs deternination unless the Internal Revenue Service publishes notj.ce to the contrary. However, if you lose your section 509.(a)(2) status, a Brantor or contributor may not rely on this deterrnination if he or she was in part responsible for, or was a{^rare Enployer Identification Number: 9l-1883840 DLN: 50 1 2050 76 Contact Person: T}ENNIS SAYF,RS ID/T 52486 Contaet Telephone Number:(877) 829-5s00 o-o O Letter 947 (D0/CG) -2- ELLENSBURG RODEO TIAI,L OF FAMF. ho,o CJ of, the act or failure to act, or the substantial or material change orl r.hepart of the organizati-on that resulted in your loss of such status, of j_f he orshe acquired knowledge that the rnternal Revenue service had given notice thatyou would no longer be classified as a section 509(a)(2) oreanization. Donors may deduct contributions to you as provj.ded in section 170 of thecode. -Beguests, legaeies, devises, transfers, or gifts to you or for your useare deductible for federal estate and ei.fi tax tn.poses if they rneet theapplicable provisions of code sections 2055, 2rb6, and 2522. Contribution deductions are allowable to donors only to the extent thattheir contributions are cifts, with no consideration received. Ticket pur-chases and sinilar paynents in conJunctiou with funrlraising events may notnecessarily qualify as deductible contributions, depending on the circum-stances. see Revenue Ruling 67-246, published in cunulative Bulletin 1967-2,on pa8e 104, which sets forth guidelines regarding the deductibili.ty, as chari-table contributions, of payments marle by taipayers for adrnissiorr to or otherparticipatlon in fundraising activities for ctrarity. fn the heading of thls letter we have indicated uhether you ntust file F,orm990' Return of organi-zation Exernpt Fron rncone Tax. If yes is indicated, youare required to file Form gg0 0n1y if your gross receipts each year arenormally nore than $25,000. However, it you receive a Form 990-package in thenail, please file the return even if you io not exceecl the gross receipts test.rf you are not required to file, simply attach the label provided, check thebox in the heading to indlcate that your annual gross receipts are normarly$251000 or less, and sign the return. rf a return is required,*it must be fil.etl by the l5th day of the fj-fthmonth after the end of your annual accountine p"iioa. A penalty of g20 a dayis charged when a return is filed late, unless-there is reasonable cause forthe delay. However, the maximun penalty eharged cannot exceed $10,000 or5 percent of your gross receipts ior ttri yu"rl "hi"h"o"" i.s less. Fororganizations with gross receipts exceeding $i,000,000 in any year, tle penaltyis $100 per day per return, unless there j.s reasonable cause-rlr the delay.The naximum penalty for an organization with 6ross receipts exceeding$1,000,000 shall not exceed $50,000. This peiaiiy *uv also be charsed if areturn is not complete, so be sure your return is compleLe before you file it. You are required to mahe your annual infornati.on return, Fonn 990 orForm 990-EZ, available for public inspection ferr three years after the laterof the due date of the return or the date the return is filed. you are alsorequired to make availabl.e for puhlic j-nspection your exentption application,any supporting documents, anrl yorrr exemption let.ter. copies of thesedocuments are also required to be provi.rtetl to any iurlj.vidual upon written or inperson r€quest wj.thout charge other than reasonable fees for copying andpostage. You may fulfilt this requirement by placing theee docurnents on thernternet' Penalties may be inposed llor failirre to conply wi.th theserequj-renents. Additional lnformation is available :i.n Fubtication 557,Tax-Exenpt status for your 0rganization, or you may call our toll freenurnber shown above, Letter 947 (InlCc) ffi_o ("_) -3- ELLENSBURG RODEO HALL OF FAI,IE You are not required to file federal income tax returns urrless you aresttbject to the tax on trnrelated business incone under.section 5ll of the code. I!-vou are subJect to thj.s tax, yon nust fil.e an income tax re[urn orr Form990-T, Exempt Drganization Business rncome Tax Retnrn. tn thi.s Ietter ne ar(-1not determining shether any of your present or proposed activities are unre-lated trade or business a.s defined in section str nf the cotle, You need an employer identification number even if you have no employees.If an enployer identification number was not enteretl on your application, anumber will be assigned to you and you witl be advised oi it. -Fle"s" use thatnumber on all returns you file and in all correspondence with the InternalRevenue Service. This deterrninati.on is based on evidence that your funds are dedicatedto the purposes listed in section 501(c)(3) of the Code. To assure yourcontinued exemption, You should keep reeords to show that funds are expendedonly for those purposes. If you distribute funds to other organizations, yourrecords shourd show whether they are exempt under sectio'501(c)(3), rn caseswferg-the recipient organization ls not eienpt under section 501(c)(3), thereshould be evidence that the funds will remain aeaicated to the requiredpurposes and that they will be used for those purposes by the recipient. If distributions are made to individuals, ease histories regarding therecipients should be kept showing names, addresses, purposes of awards, nannerof selection, relationship (if any) to members, ofiicers, trustees or dorrors offunds to you, so that- any and all distributions made to j.ndividuals can besubstantiated upon request by-the rnternal Revenue service. (Revenue Ruling56-304, c.B, 1956-2, paBe 306:) If we have indicated in the heading of this letter that an addendumapplies, the enclosed addendum is an integral part of this letter. Because thj-s letter could help resolve any qtrestions about your exemptstatus and foundation status, you should keep it in your permaqent records. If you have any questions, please contact the person whose name and.telephone number are shown in the heading of this letter. Sincerely yours, rt-* / nt/* Steven T. Miller Direct.or, Exempt 0rgarr j zations Enclosure(s): Addendurn Letter 947 (D0/Cc) t o-o O -4- ELLENSBURG RODEO HALL OF FAME Based on the facts and circumstances represented in the organizatioirrs requestf or relief ' pur.stlant to section 30 I .910d-3 of the rncorne Tax Regulations, arrextension of the fil.ine period fixed by seetion 1.50g_l(a)(2) oi th"regttlations has been granterl . Acc<lrdingly, l.fue nrganizntiorrrs exen'tign rrnrlersection 501(c)(3) of the code wir.r be efflct-J.ve from Arrsust 15, r9gr, r.hedate your organization was formed, L€tter 947 (Do/Cc) w-9 (Rev. Ocbber2018) Deparhent of th6 Tressury lnlemal Rwenue Selvice Forfir on your tax on Hall of Fame 2 Business nan9, 7 List account number(s) here Enter yourTlN in the approFriate box- The TIN provided must match the name given on line 1 to avold backup withholding. For individual$, lhis is genorally your social security number (SSN). Horever, for a resident alien, sole propn-etor, or disregarded entty, see the insbuctions for Part l, later. For other enliU€s, lt ls your employer identificatllon number (ElN). lf you do not have a number, seo How to get a 77M later. Note: If the account is in more than one name, see the insfuctions for line 1 . Also see Wmt Name and Numbw To Giye the Reg.J€ster for guidelines on whose number to enter. Request for Taxpayer ldentification Number and Gertification ) Go to nnrw.irs.gotrlFormrfl9fo' ins'tructions and the latetrt inSormatbn. Give Form to the requester, Do not send to the IRS- 4 kemptkms (codes applyonly to cerlain entities, not irdividuals: see instsuctions on page 3)r ErGifipt payee code (if any) EKemption ftom FATCA reportlng code ff any) (,pt6to'@fr/ffi d6ue ffeU.S.) narne and addrcss ci o ct)({ o-co .atoccLo>rEfiJotr faD O-s =.)oeg, {,ll)qt or Under penalties of periury, I oefiify that 1 . The number shown on lhis form is my conect taxpayer identiffcadon number (or I am walting for a number to be issued to me); and 2. I am not subject to backup withholdirg because: (a) I am e,rempt from backup withholding, or (b) I have not been not?fied by tie lnternal Rovenue Servt'ce {RS) that I am subject to backup withholding as a result of a failure to report all intersst or dividends, or (c) the IRS has notilied me that I am no longer subject to backup witfrholding; and 3. I am a U.S- citizen or other U.S. person (defined below); and 4. The FATCA code(s) entered on this form (f any) indicating that I am exempt lrom FATCA reporting is conect. Gertification ilnstruction$. You must cross out item 2 above if you have been notified bytlF IRS that you are you have failed to report all interest and acqulsition or abandonment of seqrred dividends on your iax retum. For real estate lransactiong ilem 2 does prop€rty, cancellatlon of debt, contrlbullons to an individual retirement anangement gRA), and generdly, payments must ptovide )rour conect TlN. See the instruclions for Part ll, later-otherlhan interest and dividends, you are not to sign the certi{ication, but you currently subject to backup wlthholding bocauee not apply. For mortgage interest paid, /2- / / -;aSignrtura of U.g Fcr$on>fizr- General ns Section references are to the lntemal Revenue Code unless otherwise noted. Future developmenb. Forthe latest inlormation about developments related to Form W-9 and its instructions, such as legislation enacted aft€r they w6re published, golo www.its.gavlFormW9. Purpose of Form An individual or entity (Fom W€ requester) who is required to file an information refum with the IRS must obtain your correct taxpayer identifcation number filN) which may be your social secudty number (SSltI), lndividual taxpayer identification number (lTlN), adoption taxpayer identification number (ATIN), or employer idenffication number (ElN), to rsport on an information refum the amount pald to you, ol other amount reportable on an information retum. E:<amples ol information retums include, but are not fmited to, the following- . Fom 109S1-INT 0nterest€am€d or paid) Date > . Form 1099DlV (dividends, including those from stoc*s or mutual tunds) r Form 1099MISC (variou$ types of income, prizes, awards, or gross proceeds) . Form 109S8 (stock or mutualfund sales and certain other hansac-tions by brokers) . Form '1099-5 (proceeds from real estate transactions) . Fom 1099-K (merchant card and third party network transactions) . Fom 1098 (home mortgage hterest), 109&E (shrdent loan interest), t098-T (tuiton) . Form 1099-C (canceled debt) ' Form 1 099-A (acquisition or abandonment of secured property) Use Form W-9 only if you ar€ a U.S. person {including a resident alien), to provide your coft€ct TIN- lf you do rrrclt refttm Form W-9 to tle rcqrrrlster with a TlN, you might be srbjec,t to bectup withholdtng- See t rhat is backup withholding, later- 3 Check appropriate box for fudeal tax classification of ttp person wlbse ndme is entered ofl line 1. Check only one of lhe folloltvirg sa/en boxes. n tnoiuid*y*te proprietor or E] c cotporation I s corporatlon I partnersnip I rr"t/oat" single-member LLC I t-imiteC lialitity oompany. Enter the tax classifioation (G=C corporaiion, S=S corporation, P=Partnechip) >= Nots Check the appropriate box in the line above lor the tax classmcation of the single-member orvner. Do not check LLC if the LlO Is classified as a single-member LLC that is disregarded ftorn the owner ur{ess the owner of the LLC is anothet LLC that is not disrcgatded fiom tte owner for U-S. federal tax purposan Othwise, a sirrgle-member LLC is disregarded fiom the owner should check the approFiate box for tne tax classfication of its owner" Other (s€e instructions) > ot5 Ad<ltess (number, W6th Ave. 6 state, and wA 98926 Nurnber nunter Part I I 1 1 8 I 3 I 4 0 Pad ll Cat No.10231X Form UY-9 (Rev. 10-2018i Volunteer schedule for lnduction Banquet Number of volunteers included the Board and a few others each time we had 14 people volunteering directly for this event. Leading up to the event we had a committee of 6 Board members to coordinate and plan the event. They met weekly for about 4 weeks and each had other duties they did between meetings to get equipment, dinner, site prep etc. completed. Our board completes a volunteer log for the hours they work on ERHOF related activities and a sample one has been provided. Timeline for the upcoming week is as follows: * Friday (10 AM - 2 PM) will be table & chairs unloading and set-up. * Saturdoy (10 AM - 2PM) will be final set-up including decorating the tables, setting up the stage, instolling bonner, setting up the ort * Soturday (4 PM) will be the final organization and set-up. * Saturday (5 PM) the event begins. Please weor your Blue ERHOF shirt for the event. * Sunday (Noon - 2 PM) will be takedown ond loading of tables/chairs back into the trailer *Monday finol pick up of items such os Porto Potty's ond Rodeo tobtes/chairs. 9 AM Parking will be to the right as you enter Spirit. We ore looking for o few people to help direct parking - please let me know if you are able fo osslsf. This schedule represents approximately 15 hours tor L4 people directly related to the event, 210 hours. Attached is a log of one of the coordinators for her time leading up and through the event. Exhibit "B" Guidelines and Requirements for Expenditure Reimbursements from Lodging Tax Section 1.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 or URL with an operational link to the site(s). The URL landing page must use the correct logos and have a link to centralwashingtonoutdoor.com. Contractors must either keep the landing page active until time of reimbursement or use a screen capture for full reimbursement. (lf you are using a live logo as the link to CWO, please ensure the hyperlink is shown in the screen capture). 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 Online Display Advertising of all types (including but not limited to newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party websites, streaming displays, social media etc.) must include the County's and appropriate City's tourism website logo (or URL with a one-click away operational hyperlink). The URL landing page must use the correct logos and have a link to centralwashingtonoutdoor.com. Contractors must either keep the landing page active until time of reimbursement or use a screen capture for full reimbursement. (lf you are using a live logo as the link to CWO, please ensure the hyperlink is shown in the screen capture). 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. Advertising Reimbursements Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere to the following guidelines and requirements for each type of advertising media utilized. A. Print Advertising: L. 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 10 days prior to the event may be reimbursed attOOo/o 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(al above, advertising reimbursement requests must include a statement from the media provider specifiTing the percentage distribution to areas outside of Kittitas County. Reimbursements will be allowed for the amount distributed outside of Kittitas County, including any production costs. B. Television Advertisine: 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 7O% of the total cost, including any production costs. C. Online Advertisine: t. Online advertising and promotion may be reimbursed at 100% of the cost, including any production cost. 2. Streamed media (radio, television, other) requests for reimbursement must include a statement from the media provider specifiTing 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 7. 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 lOO% of thecost,includinganyproductioncost. lnordertoreceivereimbursement,alistofthe locations where flyers or posters were posted outside of Kittitas County, a signed statement from the contractor that the list is accurate and a copy of the poster/flyer must be provided along with other required documentation. 2. Banners which are placed inside of Kittitas County may be reimbursed atIOO% 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 lOO% of the cost, including any production costs. ln order to receive reimbursement, the signage cannot list specified date or location. Request can only be made one time. (i.e. ADA Parking/Parking, Loading Zone, Evacuation Route, Bathrooms, and Stage locations) F. Radio Advertising: L. Radio advertising placed with any media provider located outside of Kittitas County may be reimbursed atIOO% of the cost, including any production cost. 2. Radio advertising placed with any media provider located inside of Kittitas County may be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 7 days prior to the event may be reimbursed at 70O% 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(a) above, advertising may be reimbursed at the rate of 3O%of the total cost, including any production costs. G. Operation Reimbursement 1. OperationcostsmaybereimbursedL00%ofthepaidinvoicecost. lnordertoreceive reimbursement operations invoice must an approved cost from the Consolidated Lodging Tax committee members list. lnvoice provided must include notation of payment with proof of payment. 2. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed at IOO% of cost. ln order to receive reimbursement, a signed statement from the receiver along with other required documentation. Mileage reimbursement subject to IRS mileage reimbursement rates which may change annually. 3. ltems not eligible for reimbursement: a. Salaries of employees b. Capitol purchases- any item with 3+ years life and over 55,000.c. Licenses, permits, insurance, or credit card fees