HomeMy WebLinkAbout018-Suncadia NelsonLf -2O22-OL8-S U N CAD I A- N E LSO N
2022 LODGI NG TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND THE SUNCADIA RESORT
This Contract, effective January I, 2022, is made and entered into by and between -
KITTITAS COUNry ("County"), a subdivision of the State of Washington, and the SUNCADIA RESORT
("Contractor"l, for the 2022 Nelson Farm Concert Series ("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
As full compensation for satisfactory performance of the Contractor's Services, the County
agrees to pay Contractor the sum of seven thousand seven hundred and fifty dollars
(S7,750.00) (Kittitas Co. lodging tax funding).
b. Additional payment terms: The County will make payment to the Contractor only on a
reimbursement basis, as receipts/invoices for any items including marketing and/or
advertising are submitted to the County, not to exceed the sum of seven thousand seven
hundred and fifty dollars (57,750.00) (Kittitas Co. todging 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
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205 West Sth Ave - Suite 105
Ellensburg, WA 98926
a uditorsaccounting@co.kittitas.wa.us
Reporting requirements of your events will be required on prescribed forms from the
County Auditor.
. Contractor is eligible to claim reimbursement for the following items and amounts only:. Equipment Rentals such as stage/sound/lights/backline
r Signage such as directional signs
o Marketing such as fliers/posters/banners/event maps
r Chinookentertainment partnership
o Facility Rentals such as tents, toilets, generators, stage sets, tables, chairs, equipment
renta ls
o Transportation such as busing to and from the event location
. Entertainment rentalsuch as bubble man/face painting/hennafyoga, HOPE Gallery/yard
games/bounce mania blowup
o Security personal hire
o Artist fees
r Onsite event liaison
r Volunteer training
f
g Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f)
and is further expressly denied funding for the following items as requested in the
application as defined in Section 1(a):
no beautification
no staff salaries from Suncadia payroll
a
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
fol lowi ng add ress: http ://www.co. kittitas.wa. us/a ud itor/defa u lt.aspx
Section 3. Performance bv Contractor.
Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County. 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
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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.
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:
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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 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 for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County shall provide notice to
Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark, copyright or other law.
Section 6. lndustrial lnsurance Waiver.
With respect to performance of this Agreement and as to any claims against the County, its Additional
lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51
of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contractor's employees
and agrees that the obligations to indemnifiT, defend and hold harmless provided in this Agreement
extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is
mutually negotiated by the parties to this Agreement.
Section 7. 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
a
a
c
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performance of the Services or this Agreement, whether such performance is by Contractor
or any of its employees, agents or representatives.
Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d. Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County as an Additional lnsured and shall stipulate that the insurance
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
Section 8. Termination.
The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any
portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon
receiving such notice of termination, Contractor shall, except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice. ln the event the
County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of
the date of the notice of termination.
Section 9. Miscellaneous.
Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
Notice for any purpose under this Agreement, except service of process, shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W.
5th Ave. Ste. L08, 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.
c
e
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d. The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict, affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
This Agreement may be executed in one or more counterparts and by facsimile, each of
which will be deemed an original, but allof which togetherwillconstitute one and the same
instrument.
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 L0 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.
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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
ExVrluit fin
((
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop -2021*
Submittal lnstructions
& General
lnformation *
Di{i yolr allend the Grarrl Application Workshop - 202 t host€d by the Kittitas Counly Charrber ol Conrmerce?
.., Yes
No
o,, Yes.
I have rea{l slrcl undersland Submiltal lnslructiors a[{l Geneaal lrformatior for tlre 2021 Lodging Tax Gral]t Fundiflq
Process
You are strongly encouraged to compose your responses to the questions of this torm with a desktop text editor
and save your work, then copy and paste the information into ihe form. You may also save a drafi by selecting the button
at the bottom of this page. When you do this you will be logged out and must log back in to continue. ln order 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 suggest you save this link as a bookmark. The link will also be
sent to you in an email. For your convenience we have provided a word document version of the questions. Download it
here.
Organ ization lnformation
Name of Organization* Suncadia Resort
Organization Address* street Address
3600 Suncadia Trail
Address Li[e 2
CjlY
Cle Elum
Postal I Zip Code
98922
Upload Proof of
Organization Status*
Organization is a:*i!, Business
: Non-Profit
(Noie: Please submit W-9 for business or IRS Designation Letter for non-profit.)
Click here to view sample documents (redacted).
Slate / Province r'Region
Washington
Country
United Staies
74.32K8Suncadia W9.pdf
Acceptahle lile forntals include: .]PG, PDF or TIFF
Project Contact I nform ation
First Name*
Last Name*
Phone Number*
- ..*Email
Camie Stevenson + Philip Hopper
Camie Stevenson + Philip Hopper
509-649-6142
cstevenson@suncadia. com
Project or Event lnformation
ProjecVEvent Name* Nelson Farm Concerts
Service Categories Clreck all caieqories that apply to lhis application
, Tourism promotionlmarketing
,i Operation of a special eveni designed to attract tourists
i Operation of a tourism related facility
i Other ,
Event Dates
Please provide any specific dates, or range of dates, on which your event or project will be held. You may add as many
dates or dale ranges as necessary.
Event Dates
Start Dates*
6125t2022
Project/Event
Location *
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
End Dates
9110t2022
Nelson Farm at Suncadia Resort
' , Ongoing Project/Event (More than four years in existence)
'n; New ProjectlEvent (Four or fewer years in existence)
$ 104000.00
lf you selected "Ongoing Project/Event" above this amount may noi exceed 1 OYo of the total expense budget of this
proiect.
Funding Request Max
Tourism Seasons*Fronr the lisl below, what season will your prolec{ enharce tourism? Selecl any which epply.
i Year-round (January - December)
' : Off Season (November - February)
, i Shoulder Season (October or March - May)
a, 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 | Project/Event Description
Please provide a description of your projectlevent.
Response 1:
ProjecVEvent
Description *
Video Link
List of lntended Use of Funds*
Equipment Rentals such as
stage/so u nd/lig hts/backli ne
Signage such as directional signs
Marketing such as fliers/posters/banners/event maps
Chinook entertainment partnership
Facility Rentals such as tents, toilets, generators,
stage sets, tables, chairs, equipment rentals
Transportation such as busing to and f rom the event
location
Entedainment such as bubbleman/face
painting/henna/yoga, HOPE Gallery/yard
games/bouncemania blowup
Security personal
Artist fees
Onsite event liaison + one support Staff
Beautification
Volunteer training
ABOUT
The Nelson Farm Concerts will take place overfourdates: June 25. July 16. August
13 and September 1Oth of 2022. These events will be ticketed and take place at
Nelson Farm f rom 6-8pm. Nelson Farm has an abundance of space where we
could place a large stage and have room for more attendees. Our goal is creating a
music centric event with a regional opener and headliner geared towards providing
an outdoor music experience for all ages- Along with the musical entertainment, we
plan to include complimentary kids activities such as Henna tattoos, crafis with Hope
Gallery, Face Painting by Alison. Balloon tying. yard games. blow ups f rom
Bouncemania and more. These will be available during the concerl time with no
additional cost. Local food trucks and breweries will help support this event by
providing attendees with a taste of the Pacific Northwest through various foods and
beverages. With various options of food and beverage, there will be sonrething
everyone will enjoy. This experience will cater to all demographics in the surrounding
communities of the Pacifjc Northwest. Bringing rnembers of the outside communities
will bring attraction to our local businesses. restaurants, and lodging. We hope these
entertainment experiences will bring guests and comrnunity members together in the
appreciation of various genres of music.
MARKET Our primary audience for this event continues to attract overnight resort
guests and day visitors f rom all over the PNW; Suncadia homeowners. their friends
and families: and many visitors f rom our local communities. Our secondary
audience includes those visiting for other reasons (other events and conferences)
who also have an interest in seasonal festivals.
2500 characier limil
Please provide us link to a brief video suBrnary ol \'orJ organ'zaliorl's uventlptojerl. Yoit l',4US'f be presenl al the
Q&A nreetirg in Novenrbei to qualily ior funditr.l.
https : //yo u tu. be/gAL0 lYYjq N g
2l Suppor"ting Kittitas County as a tourism destination
1. Away from their place of residence or business and staying overnight rn paid accornmodations;
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 *
'r'1,4ry lvorild lourisls ttavel to Kittitas Courrty to allend yoLr evenllaclivity/faciliiy?
DESTINATIONPROJECTION
A major goal of the Suncadia Resort is to plan events that encourage visitors to stay
overnight who are more than 50 miles away. Overnight stays increase opporlunities
for larger numbers of visitors to patronize local business. To reach such visitors such
items will be produced banners, flyers and posters. Our marketing (in-house) has a
list of over 35,000 loyalty members that will receive e-blast, e-newsletters and
package enticing them to come over for the day. They will also focus on strategies
such as Facebook, lnstagram, and website. Upon arrival at Suncadia Resort, there
are various retail and food establishments that visitors can visit that will impact the
economic make up of Kittitas County
PUBLIC RELATIONS: Proactive outreach SeattlelBellevue media and publications
DIGITAL: Google Display Ad Network and Facebook- Geo Targeting
EVIDENCE:S
Suncadia's numer one attraction is the 6,000 acres of forested mountain landscape
surrounded by the Wenatchee National Forest. Suncadia's Nelson Farm is an ideal
outdoor venue offering concert friendly weather, ample seating and views of he
Cascade Mountalns. The resort as well as the surrounding communities offer year
around activiiies for your family or group: miles of hiking and biking trails, glade
spring spa, mountain golf and quaint historic mining towns nestled in the roots of the
Cascade Mountains.
PROJFCTION
The typical attendee will stay the entire weekend, they will arrive on a Friday night
and staythrough Sunday, usually requesting a late checkout if staying in a local
hotellmotel or vacation home. Because these concerts are scheduled for Saturday
nights, the attendee will stay the night which will lead them to seek out other
activities to complete their stay. such as dining out at local establishments; shopping
in nearby municipalities (including Ellensburg); or other nrorning/evening events and
activities such as outdoor recreation. movies, or other community events. The same
visitors will purchase gas, meals and/ or groceries. and mementos of their stay in
Kiititas County.
SUMMERTIME CONCERT PACKAGE. lncludes - Overnight Stay, Resort Credit,
and VIP Passes - to encourage guests to stay one or more nights.
WE SALUTE YOU PACKAGE. You have earned your leave and then some. As a
thank you for your service, we offer activity duty and retired service members
specially priced tickets.
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Response 2.2 *
Application Questions'. P art 2
Describe the prior sriccess of your evelllaotivity/facilaty in atlraclioB tourisls.
DESCRIBE THE PRIOR SUCCESS OF YOUR EVENT IN ATTRACTING
TOURISTS:
This concert series was first held in the Summer of 2021. offering 7 daies on a
smaller stage pannering with Chinook entertainment, Dru Bru and local food and
craft vendors. We experienced great traffic and attendance despite Covid-19. We
are looking forward to a higher number of aitendance next summer by strategically
planning 4 key dates and bringing in popular regional performers as well as
partnering with the local communities in lodging. food offerings and retail
experiences.
SUNCADIA WILL STRATEGICALLY PLAN VARIOUS OTHER ACTIVITIES SUCH
AS:
. FRIDAY NIGHT CONCERTS AT THE PAVILION
. LATE NIGHT ENTERTAINMENT
. SPECIALS AT GLADE SPRING SPA
. SEASONAL RECREATION ACTIVITIES
. FOOD AND BEVERAGE COMPONENTS
2500 charncler lirnil
,.!;
3l lmpact
Response 3:
Measuring Results*
Describe ho!.r you will prontote your evenllaclivitylfacilily lo attract louisls.
fO PROMOTE THIS EVENT, WE PLAN TO DO THE FOLLOWING
. lncreased exposure via social media, website awareness and email
communication
. Ensure the website is optimized for proper event search terms
. Digital advertising, Geo targeting Seatile/Bellevue area.
. Monitor interest and interactions via website clicks and Facebook insights
. Advertise in locations such as Western Washington, Central Washington, other
PNW areas
. We have partnered with Chinook Entertainment for the planning and execution of
the conceds
. Provide children with complimentary activities
WE PLAN TO PARTNER WTH:
. Dru Bru to provide a taste of Kittitas County
. Local craft vendors such as Hope Gallery, Face Painting by Allison, Henna Tattoos
by Laura, etc.
. Various food vendors to provide guests with the option of purchasing food at the
evenl
. Other PNW groupslorganizationslbusinesses
. PNW Wineries. Heritage Distillery and other local breweries throughout Kittitas
County to include complimentary tastings in licket price
2500 charader lintit
Application Questions: Part 3
4l Collaboration
lfyour organization collaborates or has *eated partnerships with other organizations, groups, or other events,
how is this accomplished?
4.1 Collaboration*
4.2 Promoting Local
Business *
lN ADDITION TO THE MANY PARTNERSHIPS, the resort enjoys a robust group
conference business that brings in many PNW organizations to the area. Many of
the attendees of these conferences make return to visits to the area with their
families and friends to attend such events as Harvest Festival, Summer Concerts.
Holiday Celebrations and or a weekend visit. A link to the Kittitas County Website
has been added to our website so visilors can be educated on all the recreation
Kittitas Couniy has to offer. Additionally, we are working on a marketing plan to
further partner with more local and national organizations as well as a charity
contribution to the local VFW. (Veterans of Foreign Wars) This plan would include
sponsorships for the event with an overall donation to the VFW in Cle Elum. WA.
FEATURED COLLABORATIONS SUCH AS:
. Chinook Entertainment
. Dru Bru
. Sugar + Spoon
. Soup-R-Dawgs
. Buddy Burger
. Whos Doggin'Who
. Hope Gallery
. Face Painting by Allison
. Sundog Henna
. Balloon Art by Hugh
2500 character limrt
Desclibe how you lvill prorllote lorlging eslablishmen!s. restauranls, and bLrsirless located in Kiltitas CoL,itiy
TO PROMOTF LOCAL ESTABLISHMENTS SUNCADIA WILL STRATEGICALLY
PARTNER WITH KEY BUSINESSES INSIDE AND OUTSIDE THE COUNTY SUCH
AS:
. Cle Elum and Roslyn communities
. Dru Bru
. Heritage Distilling Company
' Sugar + Spoon
2500 character limit
4.3 Host Hotel*ls llrere a hosl holel lor your event or grant project? lf yes. I'st the holel.
';No
.-q Yes. rSuncadia Resort
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*We hope that eventually this event will gather enough attendance and gather funds
through ticket sales while working with several sponsors so it can be self-sustaining
ln its infancy, it will need assistance.
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Application Questions, Part 4 *r
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-19 lnformation
Additional lnformation
Supporting Documents
Previous Years
Awarded Lodging Tax
Grants*
Overall Attendnace
Past Actual *
1,872
2500 ciraracle. limit
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li you had a planned evenl in 2020 ot 2021, lvhelher they wefe able to take p,ace or not. please describe any
successes and challenges yoai experienced
2021 INFORMATION
This event was well attended. highly enjoyed by 1872 attendees and brought us
great partnerships with some local food, beverage and craft vendors. Some
challenges we faced were consistenl food and beverage at all 7 dates, wildfire
smoke causing potential cancellations and the lack of a solid stage/set up. For next
sumrner's series, if we can execute a larger scale event with proper staging,
structure and presentation then we would expect the outcome and attendance to
exceed our expectations. This event was planned for 2021 with the following Covid-
19 protocols in mind:
. Outdoor venue for amble room
, Online ticket sales
. Guests bring their own chairs
. Precautionary mask wearing with vendor inieraction
You nlay trpload any supporling documerls sudl as graphs. ilnages diagranrs, rlarkeling materials, etc.
Suncadia KCT Grant_Nelson Farm
357.53K8
Concerts_supplemental. pdf
You are allolved to submii.rp lo 3 sirgle page {US Letier) docu*rents in JPG PDF or TIFF fornat
7l Previous Lodging Tax Grant lnformation
Has your event recejved Lodging Tax fultds in previous years?
.rr No, this event/project has not previously received Lodging Tax Funding.
r) Yes, 1 year previous
; Yes,2 years previous
Yes. 3 or more years previous
Projected *
2.500
Number of people travelling more than 50 miles for your event?
Past Actual* Projected *
1,500 2,128
Number of people traveling from outside WA State for your event?
Past Actual* Projected*
400 500
fhe number of overnight guests who stay in paid accommodations in Kittitas County
for your event
Past Actual* Projected *
1,000 ,1,500
Number of paid lodging room nights resulting from you eventlactivityifacility?
Past Actual* Projected *
500 80
Prior Year Paid
Overnight Stay Data
Past Methodology*
Projected
Methodology*
Methodology
Narraiive*
lil addilior to iield above. you may upload the evidence lo supporl the prior years' roorn/night infarmatiotr.
You ntay upload up to lhree single pages {US Letler), of irfotrnalion. ll you a single ntulti-page docutlen!, only the
{irst three pages v/ill be considered. The iollov/ing formats. vrill be accepted: JPG. PDF or TIFF
\i/hat methodology did you use to calculate the 201 9 aciual numbers?
i-i Direct Count (prefened)
:..i lndrrect Count
, ; Representative Survey
I lnformal Survey (preferred)
. i Structured Estimate
ir: Other Cor"t fiu" Hospitaliiy
\ rral meihodology will you use to mlculate the upcostiltg rltnlters?
I Direct Count (prefened)
. i lndirect Count
. -r Representative Survey
'. ; lnformal Survey (preferred)
i Structured Estimate
ai Other .Coral Tree Hospitality
Please explain.
As a part of Coral Tree Hospitality, Suncadia Resort utilizes companywide rnstructton
and guidance provided to estimate the room night increases and we forecast
accordingly.
2500 character limit
Application Questions: Part 5
8l Funding
Does your organization have, or have you applied for, grant funding fiom other sources? lf not, why not? lf yes, please list
the funding you have for the project, including any volunteer and in-kind sources in Question 9l Project Budget
0verview.
Funding sources and amounis 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'i be funded?
Other Funding*Does your organizalion lrave, or have you apltlied for lurding tron ollter sources?
i-.. Yes ii) No
Explanation *lf not. lvhy noa?
We are currently applying for the LTAC grant.
2500 character litrit
Funding Shortfalls*y,,hat changes will be ltade if tutrdiilg tot your request is nsi available or recontfiended?
The Nelson Farm Concerts were created to provide guests, members and
community members with the oppo(unity to have a musical evenl to attend. lf this
event was unable to receive no funding and was unable to happen this next
summer, the impact on the local community, adists, vendors and performers would
be upsetting. The concerts support performers, local craft vendors, Dru Bru, food
vendors, and many more. Without the needed budget, we would have to either do a
smaller scale conced, if permitted or cancel the event in rts whole.
2500 character linrit.
9l Project Budget Overview
Please complete budget for this project/proposal. lf your agency operates independently of this project application it may
not be necessary to submit the entire agency budget. You must submit a budget which specifically pe*ains to the
projectlevent for which you are requesting funding and adheres to the basic budget format shown below.
The budget must include aniicipated revenues. expenditures, and any potential profit or loss. For projects/events 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 project/proposal if applicable.
For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must
submit verifying documentation which assures the contribution will be provided. For instance, if you are claiming in-
kind contributions in the form of advertising match, a binding contract itemizing the matching value and obligating each
party must be provided.
ATTENTION: ln an effort to allow an adequaie level of flexibility for all applicants, not all fields in the budget portion are
required to be filled before this form is submiiied. Providing all applicable data is your responsibility, failure to do so
will potentially jeopardize your application's chance for review
Matching Funds
Percentage
Verification of ln-kind
Contributions
Budget Year
Edit if necessary 201 I 2020 2021
Revenues From Consolidated Lodging Tax Grant
5 /.b9
o//a
lhis lield will auto fill with the correcl percentage based on your iuprii to budget section beloui
For asy claimed in-kind cotrtributions va[red at $500 or rrore and related io n]arketingladveiising. you rnust subntit
verifying docstrlentation lahich essLrres ltre conlribiltion lvill be provided.
Past Actual 3
LTAC Grant Funding $ 0.00
All Other Revenues
Account Name PastActual 3
Ticket Sales $ 0.00
Past Actual 3
$ 0.00
ln-Kind Contributions (except volunteerism)
Account Name
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
PastActual 1
$ 0.00
Past Actual '1
$ 35274.47
PastActual 1
$ 0.00
2022
Projected
$ 104,000.00
Projected
$ 60000.00
Projected
$ 0.00
Contributions of Volunteer Time
Pasi Actual 3 Past Actual 2
Number of Hours
Projected
0
Calculated Value of
Projected Volunteer
Time
$ 0.00
PastActual 1
Past Actual 3
Revenue Totals $ 0.00
Expenses
Account Name
Past Actual 2
$ 0.00
PastActual 1
$ 35274.47
Projected
$ 164000.00
Projected
$ 25000.00
$ 4500.00
$ 2000.00
$ 2000.00
$ 3500.00
$ 4000.00
$ 3000.00
$ 0.00
Projected
$ 104000.00
Projected
$ 60000.00
Past Actual 3
$ 0.00
Past Actual 2
$ 0.00
Past Actual 1
$ 7000.00Stage / sound /
lights / backline
Branding
requirements, no
date or location-
specific info allowed
$ 0.00
Chinook
Entertainment
$ 0.00
Such as jackets
and/or shirts for staff
identification
$ 0.00
Marketing $ 0.00
$ 0.00Such as bobcat
rentals for event
space
Tents, toilets,
generators, stage
sets, tables, chairs
$ 0.00
Band
Hotel/Hospitality
$ 0.00
Security personal $ 0.00
$ 0.00Onsite event liaison
+ one support staff
Equipment rentals
Bubbleman, face
painting, henna
$ 0.00
Medical fees $ 0.00
$ 0.00Transportation (such
as hire of charter
bus)
Event Management $ 0.00
Past Actual 3
Expense Totals $ 0.00
Profit & Loss
Past Actual 3
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
$ 10150.00
$ 0.00
$ o.oo
$ 2600.00
$ 0.00
$ 0.00
$ 17500.00
Past Actual 1
$ 87909.00
PastActual 1
$ -52634.53
$ 0.00 $ 3000.00
$ 37500.00 $ 30000.00
$ 0.00 $ 2000.00
$ 3320.00 $ 15000.00
$ 4700.00 $ 2000.00
$ s139.00 $ 8000.00
Application Certification
The applicant here certifies and affirms: 1. That it does not now, nor will it during the performance of any contract arising
from this application, unlawfully discriminate against any employee, applicant for employment, client, customer, or other
person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, sexual
orientation, creed, place of birth, or disability; 2. That it will abide by all relevant local, siate and federal laws and
regulations and; 3. Thai it has read the information contained in the lnstructions on pages 1 and 2 and understands and
will comply wlth all provisions thereof.
Certified by:
fuzfux;WW.
Name*
Applicant's Title*
Camie Stevenson + Phillip Hopper
Swim & Fitness & Resort Events Manager
,1
,o,,' lllf-9
(Rev. Decembor 2014)
D6DErlment ol tho Troagury
lntirnal Revenue Seruice
Request for TaxPaYet
ldentification Number and Gertification
Give Form to the
requester. Do not
send to the lRS.
(as on youl lax on
New Suncadia LLC
name, lt dlflaent
General lnstructions
Sectlon reterences ar€ to tho lntsrflal Flevonuo Code unless olherwlse noted'
Future developmsnf6, Intormatlon about davslopments affeotlng Form W-0 (such
aiieglslatlon o'nacted after we releass ll) ls alwww'irs'govlfw9'
Purpose of Form
An lndlvldual or ontity (Form W-9 requeste4 who is re-qulred.to fl.le an lnformallon
iuii'r wrifr ir'te rns niui t obtaln your'ooneci laxpayer ldentltlcation number-filN)
;h"hil ili il" vbu.. i*i"ii"*ri'tv number (ssNi, ihdlvldual.laxpayer identllioatlon
"i,ititj"i ililrli'ra"ollon i"xpaveitoentillcation riumber (ATIN), or employer . . .
il;tif-h;;ii"ti';;;-fttiedr], iJ'r"port on an lnfon'natlon return lhe.amount pald to
oou.'or-ot,"r "*ount iepo'rtablebn an infotmatlon r6turn, Examples of lnformation
letuins include, but are hot llmlted to' the following:
. Form lo99-lNT (lnterest eamed or pald)
. Form 1099-DM (dlvldends, lnoludlng those from stocks or nrutual funds)
. Form 1ogs-Ml$C (various typss ol income, plizes, awards, or gross proceeds)
. Form lo99-B (stock or mutual fund sales and certaln other transaotlons by
brokers)
. Fonn 1099-5 (proceeds from roal eslstg lransactlons)
. Form 1099-K (merchant card and thlrd party network transactions)
4 Exomptlons (codes aPPIY only to
cer-taln tinlitios,'not lndividuals; see
lnslruotlons on pagE 3);
Exempl payae code (if anY)
--Exemptlon from FATCA rePodlng
does not apply, For mortgage
rellrem€nt anangement (lBA), and
provlde your correot TIN' See the
not
nii)o)
G'
CLco
oEclo>E
--E
&oE
oo
CI
@
ooa
code (it any)
{rppdos lo tccrrils dllf,lalnrd oul6ldo fte U.5.,
name and addtess
Llst account
IIN on page 8.
Nole. lf the acoount is ln more than one name, see the lnstructions lor lln€ 'l and the chad on page 4 for
guldellnas on whose number to enter'
Under penalties of perJury, I certify that:
1 . The number shown on thts torm ls my correci taxpayer identlticatlon number (or t am waitlng for a number to be issued to mell and
2. I am not subject to backup withholdlng booau€6: (a) I am oxompt trom backup withholdlng, or (b) I have not been notifled by tho lnternal Revenue
sorvtco (lRS) .that I am subJect to backup withhotdrng u" a ie*uii ot a tailure td r€port all iniiresi irr aMdends, or (c) the tRS has noiitled me that I am
no tonger stiblect to backup withholdlng; and
3, lam a U.S. citizen or other U.S, person (defined below); and
4. The FATGA oodo(s) ent€red on this form (if any) lndicating that I am exempt from FATCA reporting is correct'
Certlficatlon instructions. You must ctoss oul item 2 above lf you have been notlfled by the IRS that you aro cunenlly sublect to backup withholdlng
bocause you have failod to report all interest and dlvldends on Your tax return, For roal estate transactlons,item 2
lnterBsi pald, acqulsltlon or abandonmsnt of secured proPertY'oancellatlon of debt, contribullons to an lndlvidual
othet and dividends, You are not required to sign tho certlflcatlon, but you must
3.
Here
(6tudant loan lnteresD, 10s8-T
or
. Form 1098 (home motlgage
{tultlon)
. Form 1099-C (canceled debt)
. Form 1 09s-A (acqulsition or abandonrnent of socured property)
Use Form W*9 only il you are a U.S, person (lncluding a resident allen)' to
provldo your coroct TlN,
tl vou do not telum Fotm W-g lo tha requestet with aTlN, you mlght be subiact
b bAckup wllhholdlng. See Whatts bacfrdp wilhholding? onpage2'
Ety slgnlng lhe llllEd-out torm' you:
1. certily that the TIN you are glvlng is correol (or you are waltlng lor a number
to be issued),
2. Certlry that you ar€ not subJect lo baokup wilhholdlng, or
3. Clalm exempll0n from backup wllhholdlng if you are a U'8' exemptpayee' lt
"oilio"Oi" vou,its also cerlifying that as a U,S. person, your allocable share ol
"[i i-artn"iittloincome lrom i tIs' trade or buslness la not sublect to the
iiiihf,Jia-hq {"i o; forelgn parlners' shBr€ ol offectively conneoted lncome' and
4. Certltu that FATCA code(s) entoted on lhiB form (f any) lndlcatlng that you ars
"*"lnpt
ti,jni ttt" fATCA reporting, ls oonect' S60 What is FAT}A repoilng? on
page 2 for furlher lnformallon.
other
slngl6-member
Limlted llabllity
Note, For a slnsle-rnember
th€ llx classiflo-atlon of the
LLC ihat is disreg8rd€d
slngle-member owner.
box€B:6evenihoofcheokfollowlngon6lorboxtaxfederalclasslticatlonionlyChack3approprlate
TrusvsslalesPartnershlptr0orporatlonColporationorlndlvldual/sole proprletor
LLC PP=partnershlp)S=StaXtheclasslflcatlon corpotation,corporatlon,Entsr {o=ccompany.u {orabovelinelnlh6boxcheckthechecknotLLC;appropriatsdo
apt, or sulie
770 Suncadia Trail
6 statg, and
Cle Elum, WA 98922
mberPad I
3 1 1 6204I3
Part ll
Dalo >Slgnature of
U,S, psrsoh
cat. No. 1 0231X Form (Rev. l2-2014)
a,SuNcADtAResonr . CouMUNtry . LrcacySUNCADIA NELSON FARM CONCERTSJune 25, July L5, Aug. L3 & Sept. 10,2022APPLICATION FOR 2022 LODGING TAX GRANTFUNDING HOSPITALITY
SUNCADIA NELSON FARM CONCERTSJune 25, July L5, Aug. 13 & Sept. L0, 2022tuk:y,xs*,P.rdAPPLICATION FOR 2022 LODGING TAX CRANT FUNDIN6 HOSPITALITY
SUNCADIA NELSON FARM CONCERTSJune 25, July L5, Aug. 1-3 & Sept. L0, 2022'MSuMMrRTIMTFFAryAT THT ilEI-SON FARMJO{N Ut l*ls gtJlrxE.l FoR FA,t{tLV FUN 6 flustc-....*' ' fhrti;lslItiliiSUMMERTIME-ilmFAryJOIIiI US TH15 SUMI'IEP FON FAMILY FUH a MUsIcAT THE NEI.SON NARMilli'r i'.il) - t,il\i'1 .i*"'i iti liTii- \r'::,:r'r i.'',,r {'.i".;illr -'l1li' 11! -.ri lr':,.i'l',1';iirrli.i -i'ti - li i\i i;:i...i -lil,ri ;!r.j:.i,ir ;'l:i.r.' i ..i .:ii,r,i.'.. j;.-!' t.,r,.,.,:'r j"il,.,.]' i.,.d:1,: i i..ri;, li ii l j ,i i t. ,.. l r ''l"&#$lll:tfilllHffiCn*Efrurpor5oqsD BY lHE 5rrrll(ADtA a,xofoa corFurrtl Y tfidstEx€rlTICKETS I 3rO - AGES !7+$1o - A6Es o ro ro5 & UNDER FREE"#rgurunnEryrfuEpn rAryJOIH U5 TlilS sUl.tU€F FelQ FaHIY FUt{ t }r1}5rcAT THE NTt$Oil T.ARITI.tertI,r r, r{ rlhk...r:ai*Etffi",,".*.*,. (*i;6:r {rr15 I 1r: - ALi, t?.It AOE C rO tO>{ksr*cADrAAPPLICATION FOR 2022 LODCING TAX GRANT FUNDING HOSPITALITYREsoRr. CoMMUNTTY LEcAcY
Exhibit "8"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Branding
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism
information as follows:
A. Websites and Social Media Sites must include the County's and appropriate City's tourism
website logo 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 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. 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 al 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 at tOO% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 A, (2)(a) above, advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County. Reimbursements will be allowed for the amount distributed
outside of Kittitas County, including any production costs.
B. Television Advertising
L. 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 7O% of
the totalcost, including any production costs.
C. Online Advertising:
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. Di 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
req uired documentation.
E. Flvers/Posters:
L. Flyers or posters which are placed outside of Kittitas County may be reimbursed at IOO% 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 venue/facility of the event may
be reimbursed at 100% of the cost, including any production costs. ln order to receive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time. (i.e. ADA Parking/Parking, Loading Zone, Evacuation Route, Bathrooms, and
Stage locations)
F. Radio Advertising:
t. 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 attoo% 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 total cost, including any production costs.
G. Operation Reimbursement:
1. Operation costs may be reimbursedlOO%of the paid invoice cost. ln orderto receive
reimbursement operations invoice must an approved cost from the Consolidated Lodging
Tax committee members list. lnvoice provided must include notation of payment with proof
of payment.
2. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed
at IOO% of cost. ln order to receive reimbursement, a signed statement from the receiver
along with other required documentation. Mileage reimbursement subject to IRS mileage
reimbursement rates which may change annually.
3. ltems not eligible for reimbursement:
a. Salaries of employees
b. Capitol purchases- any item with 3+ years life and over 55,000.c. Licenses, permits, insurance, or credit card fees