HomeMy WebLinkAbout020-KCHSLT-2022-020-KCHS
2022 LODGI NG TAX SE RVICES AG RE EM ENT
BETWEEN KITTITAS COUNTY AND THE KITTITAS COUNTY HISTORICAL SOCIETY INC.
This Contract, effective January L, 2022, is made and entered into by and between -
KITTITAS COUNTY ("County"), a subdivision of the State of Washington, and the KITTITAS COUNTY
HISTORICAL SOCIETY lNC. ("Contractor"), for the 2022 New Event ("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 "B" which is attached hereto and incorporated herein by this reference.
Section 2. Payment.
a. As full compensation for satisfactory performance of the Contractor's Services, the County
agrees to pay Contractor the sum of six thousand two hundred and fifty dollars (56,250.00)
(Kittitas Co. lodging tax funding).
b. Additional payment terms: The County will make payment to the Contractor only on a
reimbursement basis, as receipts/invoices for any items including marketing and/or
advertising are submitted to the County, not to exceed the sum of six thousand two
hundred and fifty dollars (56,250.00) (Kittitas Co. lodging tax funding).
c. Services/Expenses that are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January !5,2023 after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn: Auditor's Accounting
2022 County Lodging Tax Funding Agreement Page 7
LT-2022-020-KCHS
205 West 5th Ave - Suite 105
Ellensburg, WA 98926
a ud itorsacco u nting(oco. kittitas.wa. us
e. Reporting requirements of your events will be required on prescribed forms from the
County Auditor.
f. Contractor is eligible to claim reimbursement for the following items and amounts only:
o Online Advertisement Production and Marketing
o Video Production
r Website Updates
o Speaker and Talent Fees
g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and
is further expressly denied funding for the following items as requested in the application as
defined in Section 1(a): N/A
h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
fo I lowi ng add ress: http ://www.co. kittitas.wa. us/a ud itor/defa u lt.a spx
Section 3.ce bv Contractor.
a. Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County. 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.
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
2022 County Lodging Tax Funding Agreement Page 2
Lr-2022-020-KCHS
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;
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
a
a
a Any breach of or default under this Agreement by Contractor
2022 County Lodging Tax Funding Agreement Page 3
Lr-2022-020-KCHS
Section 5- Comnli ance with Public Records [aw.
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. Industrial 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 5L
of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contractor's employees
and agrees that the obligations to indemnifli, 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.
Should the County require such liability insurance, the Contractoragreesto 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
a
c
c
e
2022 County Lodging Tax Funding Agreement Page 4
LT-2022-020-KCHS
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
Section 8. Termination
The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any
portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon
receiving such notice of termination, Contractor shall, except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice. ln the event the
County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of
the date of the notice of termination.
Section 9. Miscellaneous.
Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
Notice for any purpose under this Agreement, except service of process, shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W.
5th Ave. Ste. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by
the County to the Contractor shall be given to the Contractor's address provided on the
signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class,
postage prepaid, certified mail, return receipt requested.
d. The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict, affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
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 will constitute 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
c
2022 County Lodging Tax Funding Agreement Page 5
Lr-2022-020-KCHS
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.
i. 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.
2O22 County Lodging Tax Funding Agreement Page 6
LT-2022-020-KCHS
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 Poge 7
Exnivn r 4fi \\
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2021*
Submittal lnstructions
& General
lnformation *
Did yotr attend the Grartl Application Workshop - 2021 hosted by the Kittitas Courty Chamber cf Cornr]rerce?
r: YeS
,No
N Yes.
I have read attd Lrndersland Subnlitlal lnstructions and General lnformation fo. the 202 1 iodliing Tax Grant Fu'rdinq
Process
You are strongly encouraged to compose your responses to the questions of this form with a desktop text editor
and save your work, ihen copy and paste the information into the form. You may also save a draft by selecting the button
at the boltom 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 p?ge 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.
Organization I nformation
Name of Organization* Kittitas County Historical Society, lnc.
Organization Address * st!'eet Address
1'14 E 3rd Ave
Addiess Line 2
Cily
Ellensburg
Posial / Zip Corle
98926
Organization is a:*, Business
qr Non-Profit
(Note: Please submit W-9 for business or IRS Designation Letter for non-profit.)
Click here to view sample documents (redacted).
State I Provilrce I Regi0n
WA
Country
USA
44.31K8Upload Proof of
Organization Status*
Project Contact I nformation
irs lelter.pdf
Acceptable llle fornlals irrclude: JPG, PDF or TIFF
First Name*
Last Name*
Phone Number*
Email sadie.thayer@kchm.org
Project or Event lnformation
Sadie
Thayer
549^925-3778
ProjecVEvent Name* KoHS 2022 NEW EVENT
Service Categories Check alt categories that apply to this applicaUon
.{J Tourism promotion/marketing
.l} Operation of a special event designed to aitracl tourists
,* Operation of a tourism related facility
I Other I
i
--t
Event Dates
Please provide any specific dates, or range of dates, on which your eveni or project will be held. You may add as many
daies or date ranges as necessary.
Event Dates
Start Dates*
11112022
Project/Event
Location *
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
Funding Request Max
Tourism Seasons*
Application Questions: Part't
End Dates
12131t2021
Kittitas County
, Ongoing ProjecVEvent (More than four years in existence)
,.1 New ProjecVEvent (Four or fewer years in existence)
$ 50100.00
lf you selected "Ongoing Project/Event" above this amount may nol exceed 10% of the total expense budgel of this
prciect.
Frorn the lisl below, what season will your projecl enhance tourism? Selecl any which apply.
rj Year'round (January - Decembe$
; Off Season (November - February)
, Shoulder Season (October or March - May)
' I High Season {June - September)
Please answer each question completely, in the order listed. Please include any supporting data within the
response narrative.
t I Project/Event Description
Please provide a description ofyour projecVevent.
Response 1:
ProjecVEvent
Description *
The Kittitas County Hisiorical MuseLrm has a new and fun idea to help drive visitors
to not only spend the night in our county, bul increase sales for locai businesses. A
county-wide scavenger hunt will feature clues based on Kittitas Couniy history, local
points of interest, and artifacts held within the Museum; and will enhance brand
awareness and visibility for the Museum th.ough these items and creating and
broadening unique partnerships between the Museum and business partners across
Kittitas County. This will include online video production and distribution; printed
nraps to tour local businesses and areas in Kittitas County; social media marketing,
newsletter production and distribution: and website updates.
Each week for 52 weeks, clues will be given leading scavenger hunt participants to a
new business padner somewhere wrthin Kittitas County. Clues will be provided
through videos promoted on social media, which will link back to the website where
all the clues and previous scavenger hunts will be available for anyone to play at any
time. Those padicipating will be asked to find a logo of the Museum within the
business. then take a photograph of tlremselves with the logo and post it on a social
media platform using #VisitKCHM. lhen each month, someone will be drawn from
those who submitted their photographs with the hashtag to win a gift certificate for
$200
Social media posts, website updates, and the newsletters would all promote the
scavenger hunt along with highlighting ongoing activities of ihe Kitiitas County
Historical Museum and the clues given. Each week will also promote the business
partner, hopefully leading to individuals visiting and spending money at that location
There has been documented success with other programs at the Museum and we
anticipate this same success extending to the new scavenger hunt activity. Our
friends at the Tacoma Historical Museum and Clark County Historical Museurn have
also seen success with sinrilar programs. Additionally, this plan is focused on
sharing information and encouraging individuals to explore Kittitas County and its
history while staying safe in these uncedain times. Since 2020, many of our plans
have been cancelled as indoor rules and regulations keep changing. By sharing our
locai history in these new formats, we intend to draw interest in the cornmunity from
individuals from the entire western United States who may be planning upcorning
trips or are interested in history and our community.
254i0 .Jraracier lirnil
Video Link Please p.o,ride us litrk lo a brie[video sur]mary of you orgJlization's everilprojecl. '/cu llljSI be ptesenl at the
O&11 meelilrg in Novernber lo qualify for lurrdi'rq.
https ://youtu. be/mQbL-0JlB8o
List of lntended Use of Funds*
Online Advertisement Production and Marketing
Video Production
Website Updates
Speaker and Talent Fees
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 r"esidence 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 *\j\&y !!ould tourists lravel lo K;ltilas Corinty to atlend youa everrUactivity/acility?
The Museum seeks funding to support adveriising for marketing and production of a
new scavenger hunt activity that will connect Kittitas County history with a wider
audience, in addition to raising awareness of new and expanded business
partnerships.
Visitots traveling in and to Kittitas County often find themselves interested in the
history of the comnrunity they are visiting. The Kitlitas County Historical Museum is
dedicated to the collecting and preservation of ourcounty's history and the display
and interpretation of that history, ofien drawing people from across the world to the
facility to explore local history whether as an immediate destination or
cotnplimentary destination on a visit to and through Ellensburg.
lndividuals may be interested in learning information about local history on a myriad
of topics, such as family history and building history. Or lhey may be interested on
specific topics, such as being vehicle enthusiasts or rock and mineral collectors.
Since the Museum is focused on the entirety of Kittitas County history. within 2,333
square miles, ihere is quite a bit of history going back to its geological roots to
modern day.
Visitors ofien come through for our exhibits arrd the items represented in the
displays. Thts new project will showcase these items, and those often not on display.
in a new and engaging way along with the business histories throughout Kittitas
County. This will develop an opportunity to share Kittitas County history through the
items related io an area; the stories of the businesses and people through the clues
given in videos; promote ihe inforrnation to a wider audience than those wlro can
often visit our communities, museum, and businesses - and build awareness and
encouragement to visit for those who are, perhaps, unfamiliar. This project is
expected to incorporate an inclusive approach to Kittitas County history, highlighting
materials in the collection at the museum and businesses throughout the county.
Aspects of Kittiias County history may include topics such as geology, Native
American history, and interesting tidbits of local lore and legend. Additionally, those
visiting the museum will be encouraged to participate and visit locations throughout
the County, while brochures will be provided to further encourage visitors and event
attendees.
2500 rlhafacter Irnit
Response 2.2*
Application Questions: Parl 2
Describe the priar success cl your eveBUactivilyifac,lity r] aiiracli.n] tourists.
As the county-wide scavenger hunt is an entirely new event to the Kittitas County
Historical Museum, we do not have any prior success to mention. We are aware that
the Tacoma Historical Museum and the Clark County Historical Museum have both
had very successful events but lack the specific data for these activities; they were
also events on a smaller scale-
The Kittitas County Historical Museum itself has had great success in attracting
visitors. By reviewing our guest register and through verbal interaction with guests,
we have found that despite the COVID-1 I closures and restrictions in 2020, we still
had 2,625 visitors who came in the Museum. Of those who visited, 58% of our
guests in 202A (,523 ot 2,625) were from 50+ miles, with most visiting for a daytrip
or overnight trip from the 50+ mile distance. Visitors from Washington State primarily
came from Seattle, Tacoma, Auburn, Pasco, Kennewick, Everett. We have had
visitors from 28 states. with them primarily being from California, Oregon, ldaho.
Texas, Florida, Nevada, and Oklahoma. lnternational visitors came from Brazil,
Canada, China, Germany, Lebanon, Lithuania, the Netherlands, New Zealand,
Spain, and the United Kingdom.
While this data compares to our 2019, in that it only represented 31% of our
traditional visitation rate: and reverted visitation siandards to that of 2017. Each
year. our carnpaigns have been very successful in our activiiies, with an annual
groMh of approximately 25-30%.
Additionally, our social media reach has been predominately to those outside of the
50+ rrile distance, with our iop cities following primarily registering as Seattle,
Tacoma, Porlland, Spokane, Kennewick, Vancouver (WA), Everett, Port Orchard,
and Auburn.
We have ascertained the data from our register book that indicates event attendees
come for museum activiiies (whteher as lecture or walking tour) from as Tri-Cities,
Renton, lssaquah, Moses Lake, Porlland, OR, and even Georgia. beyond those
from Kittitas County. ln most cases, most had heard about the events from social
media marketing and promotion. so we anticipate similar success fo{ out 2022
adveriising program and campaign. Many of our museum aciivities, including new
exhibits, have always proven to be of interest to those looking io day-trip or
overnight in Ellensburg and Kittitas County, so we also expect this program to entice
those looking to find out more about Kittitas County history in 2022.
2500 character litnit
3l lmpact
Response 3:
Measuring Results*
Describe holv you will promote you. evetrt/aclivilylfacility to attracl tourists.
Since there are a number of current indoor restrictions, our Museum would like to
encourage individuals to discover and explore local history. and local businesses, in
a new and exciting way that will make the organization accessible to everyone. By
producing videos that utilize clues featuring aspects of local history and items from
the museum collection, it enables a level of accessibility for those who wish to
examine and study Kittitas County hislory as well as making it tangible to place and
iime within Kittitas County itself. This also will enable individuals to become exposed
to a business they may be unfamiliar with. and hopefully spend money at that
location.
Through the creation of videos, and their promotion and housing on the website,
information about the Museum, Kittitas County history, and regional information will
be able to be shared with anyone interested. lnformation about people, places,
events, activities. and items in the Museum collection (whether on view or not) will
be able to be shared with everyone - and connected to a location in the community.
as well as the history of a business or location.
Ultimately. the goal is to entice individuals to explore Kittitas County and its history,
businesses, and organizations through a utilization ofthe resources housed in the
museum and to become engaged with the Museum's planned business partners.
Messaging about staying overnight, visiting these locaiions, and special events will
be conveyed through the newsletters and online advertising. The website will be
available to anyone interested, as well as the videos through social media, and
online advertising itself would be targeted toward specific interests in the western
United Slates.
We will measure our success through tracking sign-ups and open-rate of the
newsletter. the views of the videos, Google Analytics and tracking of the website and
respective social media insights and tracking. We will also track onsite visitation
through our Attendance Log, which we compare to the previous years to identify
trends and adjust our advedising campaign accordingly. We will also request any
business partner to track those specifically visiting for our event as a condition of
participalion.
2500 character linrit
Application Questions: Part 3
4l Collaboration
[f your organization collaborates or has created partnerships with other organizations, groups, or other events,
how is this accomplished?
4.1 Collaboration *
4.2 Promoting Local
Business *
The Kittitas County Historical Museum annually pafiners with numerolts
organizations as it hosts special exhibits, programs, and events to pronlote a topic of
local history. We work with local businesses and other non-profits to co-market
events that may help increase exposure to both parlies. ln the past and present, we
have sought assistance with the Kittitas County Chamber of Commerce, which was
been beneficial, as well as worked with a number of local businesses for the
collection. preservatjon. and sharing of local hisiory.
We partner wrth organizations to provide exhibits. information, or provide
involvement that helps 1o enhance community events. We serve as a resource for
historical artifacts, photographs, and information for events such as new businesses
local events. individuals doing research, and more. We also provide space for
events and host activities for statewide organizations. We partner with businesses
and organizations for our exhibits and programming.
As we continue our mission at the Museum, we would like to expand, build upon,
and create new partnerships with businesses and organizations throughout Kittitas
County through this new and exciting activity. Many of these new partnerships will be
confirmed in the next few months if funding is allocated. lf not. it may take additional
time to create and build upon these partnerships.
2500 {raaacler litrlri
Descl lLre hor.J yeu !/!il pru[]olu locl.Jinr.t ilsl2blishme'ts. ,eslauraris. aId busiless locatecl ln Kitlilas Couilly
This project is built upon the prornotion of local business through the weekly
promotion of a scavenger hunt at a business location somewhere in Kittitas County,
resulting in 52 businesses being highlighted during the course of the campaign.
Through the maps to local history and businesses, we will promote lodging
establishments. restaurants, and businesses located in Kittitas County: this map will
be available digitally through our website with a few prrnted copies made available.
Traditionally, the Museum also works with local businesses and other non-profits to
highlight local history and co-market events. This event builds upon this tradition as
we develop the scavenger hunt, and increases exposure for both parlies. As we
highlight each business, we will add information and local resources to our website,
promotion through social media accounts, especially as facts about businesses or
additional materials found in the collection about the area in which the business is
found: through the videos. website, and newsletters encouraging individuals to
complete a scavenger hunt in an area - and enabling individuals to play at any time.
Through all this, individuals will be encouraged to visit, stay, and shop locally.
Museum information, such as exhibits, will also be updated to include facts as
applicable to the campaign for cross-proinotion. as well as any available brochures,
information and photographs provided to the business, and any ways to collaborate
or cross-promote further through exhibit and programming partnerships.
Museum staff and volunteers also provide word of mouth recommendations ancl
print materials at the nruseum for individuals interested in local lodging
establishments, restaurants, and businesses.
2500 characler litrrit
4.3 Host Hotel*ls there :r hosl holel 1or your ev.tni
"r
qranl Droled'? lf yes. lisl tlre hotel.
aNo
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*As this is the first year of this particular program, we are hopeful of its success
based on jnformation from other museums who have had similar programs. Our
Museum does lrave plans ultimately to make a program of this nature self-sustaining
as it does with all of its activities.
Due to the success of past advertising canrpaigns, the Museum's Board of Directors
has become educated about the rate of return of the advertising investment and
maintains a budget line of $2,500 to match any advertising or reach alterrrative
markets.
We have received an increased rate of donations to the museum as a result of
increased visitation to the museum. which we attribute to the current advedising
carnpaign. We have also increased our membership program in which the fees go
towards funding events. activities, and programs.
It is anticipated that with the awareness of the museum, its activities. and artifacts,
as well as the businesses featured, will enable revenues from our gift shop,
donaiions, and membership dues to eventually increase, allowing the advertising
budgei line to grow to a larger amount and reduee future requests for suppo( from
the Kittitas County Consolidated Lodging Tax Grant.
We do have plans to partner with organizations and businesses to make this everrt
coslefficient. We also plan to reach out to hotels to partner or make
recommendations on places for individuals to stay overnight if they are padicipating
in the weekly scavenger hunt.
250C ,rharacler Iintii
Application Questions. Parl 4
6l Additional lnformation
Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your
project and its benefit to tourism.
COVID-19 lnformation lfyog6aflapla[nr:cleue)ltt2-t2'J.r2021 i{lrelhe.lh{:ywereableiotakeplaqi].irnol.illeaseiiitsclbiialry
suc{;esses :rd {Jrallenges you exper ieIced-
The Kittitas County Historical Museum unfortunately had to cancel its planned
lecture series and nurnerous onsite events in 202A and 2021 as a result of local and
state government restrictions for indoor gatherings and industry specific standards.
While there was an allowance to gather again, spacing made the event impractical
for boih the number of guests as well as for the per diern being paid for speaker. We
do not have a digital alternative at this time, as we partnered twice to do virlual
events in lale 2A20 and both were failures (lack of attendance. high point of cost,
etc).
We are still grappling with the onsite visitation issue and what to do about spacing
for seating in its current requirements as we look ahead at the Museum's planned
events for 2022. lt is already anticipated that the KCHS Annual Lecture may be
cancelled through Summer 2022 unlil we have a confirmed drrection that does not
alienate our non-vaccinated populations, as those are supporters - and financial
donors - to the museurr,
Exhibii changes at the Museum have not fully taken place as plarrned as numerous
partners cancelled their planned exhibits due to COVID-'19 restrictrons.
The positive side has been that through the website updaie, and the accessibility of
contact and research. more individuals have been reaching out to donate artifacts to
the Museum as well as to request information frorn our files. This has also resr:lted
in new partnerships for the Museum.
2500 .haracier lir!il
Additional lnformation
Supporting Documents Yot may upload 6ny supporiirlg docusrents such as glaphs rnrages. diagranrs, ntatkeling ntaletials. elc.
You are allowed !o submrt up to 3 single page (US Lelter) docufienis in JPG, PDF or TIFF fonrai
7l Previous Lodging Tax Grant lnformation
Flas your evenl received Lodgrng Tax futrds in prevroits yeats?
c 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 *
7,500
in addition b fiel{i above. you rt:y upioad the evidence lo suppoal the prior years'roonrlnight inlormatiolt.
You nay upload !p to lhree single pages (iJS Letlerl. of i0formaiion. ll you a single ntulti-page docUnen(. only the
first three pages will be consjdered. The fellowinll lorntats sr;ll be accepted: JPG. PDF or TIFF
Past Methodology*!\hal nrethodoloqy dkj you use lo calculate lhe 201 I actual nutrbers?
vi Direct Count (preferred)
i lndirect Count
Representative Survey
a lnformal Survey (preferred)
{i Structured Estimate
: Other .
2500 characler linrit
Previous Years
Awarded Lodging Tax
Grants *
Overall Attendnace
Past Actual*
2,625
Prior Year Paid
Overnight Stay Data
Number of people travel[ng more than 50 miles for your event?
Past Actual* Projected *
1,523 4,350
Number of people traveling from outside WA State for your event?
Past Actual* Projected *
578 1,650
The number of overnight guests who stay in paid accommodations in Kittitas County
for your event
Past Actual* Projected *
120 400
Number of paid lodging room nights resulting from you event/activity/facility?
Past Actual* Projected *
75 300
Projected
Methodology*
Methodology
Narrative *
Application Questions. Part 5
VVhat fiethodology will you use lo calculate lhe lpcoming D[mbers?
{ Direct Count (preferred)
, lndirect Count
' Representative Survey
,, lnformal Survey lpreferred)
a: Structured Estimate
Other
Please explain-
While hard to quantify. we are anticipating an average visitation rate based on
previous years. We expect to utilize a different guesl book log in 2022, which will ask
for more detailed information, along with digital survey for those who participate in
our event. lt is anticipated that based on the visitation rate, which is known to
increase approximately 25o/o yearly, that we should have the same growth for 2022
based on past success. However. we show a marketed decrease lo 2016 numbers
due to the anticipated lack of individuals coming onsite for the lecture until the
second half of 2021.
It is our expectation that the Museum also serves as an added benefit to someone's
stay. so it may not create the initial hotel room reservation but may add one or two
nights stay on an existing one. The per-month atlendance rate has increased
significantly, showing great promise for a return to same levels of in-person visitation
as past years in 2022. However, due to individuals being leery of indoor visitation
still, and guidelines being fairly restrictive for indoor evenis and activities, this
outdoor event will be excellent but hard to track and quantify beyond those who
submit their information. Otherwise, we will rely on informalion tracked by our
business partners. We are still hopeful overall to reach out and increase our support
and contact through virtual contact which would boost our counts accordingly.
?500 char.tcter lirl!
8l Funding
Does your organization have, or have you applied for, grant funding fronn other sources? lf not, why not? lf yes, please list
the funding you have for ihe project. including any volunteer and in-kind sources 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'i be funded?
Other Funding*Does your crgarrization have. or have you apillied for funding ltoll other sources?
.* Yes ;No
Funding for which you have applied but not yet secured
Funding Source
KCHS Budget
Amount
$ 2,500.00
Funding Shortfalls*
Matching Funds
Percentage
Verification of ln-kind
Contributions
V\jhal clratrges will be nrllde ii irnding lor yollt .eqU--st ts Ioi zlvailable or tecorlrlertrled ?
The Kittitas County Historical Museum currently receives no tnonetary support for
advertising beyond the allocated amount through the museum's annual budget and
what is awarded through the Lodging Tax Grant process. The Museum's Board of
Directors has dedjcated an annual siipend of $2,500 to match the Lodging Tax grant
fund request through its annual budget.
While we have applied for grant funding for capital improvement and archival project
specific funding in the past. the funding received was dedicated for those projects
and not for advertising. We were not funded for additional awards for advertising nor
were we successful in recent years in receiving other grant funding.
ln 2019, we applied for but did not receive funding for capital improvenrent project
funding through local, regional, and national grants in addition to grants specific to
nluseum collections storage, archives maintenance, collections care, and historic
preservation. Due to the COVID-1 I situation tn 202A and 2021. we were unable to
pursue project-based grants in 2020 and found ourselves ineligible for funding for
some grants in 2021 due to our size. scope, and scale. However, we anticipate
applying for a major capital improvement grani that will be dedicated funding and not
appropriated unlil 2023 if successful.
We ask for support from the Lodging Tax Grant to help accommodate all of the new
ideas we would like to use to achieve success. lf not funded in full, we would adjust
our plans to reflect the decreased budget: however. depending on the allocation, we
may be unable to pursue any of the planned activities as we do not have the
capacity to do video production, newsletters, or maintain our website with our limited
staff and resources. This would effect'vely silence a great opportunity to engage with
individuals from all across the western region of the United States who have
expressed interest in our Museum. and our lecture series, while we have limited
capacity and ability until COVID-19 restrictions are lifted.
2500 clrara(ler linril
100
a//o
This iield wrll auto iill wilh the.o{ect percerta{re hased cr} yoilr input io budget seciroil bdoy.
9l Project Budget Overview
Please complete budget for this pro.ject/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 pertains to the
projecUevent for which you are requesting funding and adheres to the basic budget format shown below.
The budget must include antjcipated revenues. expenditules, 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 projecVproposal if applicable.
For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must
submit verifying documeniation which assures the contribution will be provided. For instance, if you are claiming in-
kind contributions in the form of advertising rnatch, a binding contract itemizrng the matching value and obligating each
party must be provided.
ATTENTION: ln an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are
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 any daiuerl in-kind corrLibulions valued at 9500 or ryrore arrd reial--d io ilrarkelint/adverlising, you musl subntil
veiifying doointeniatioI xl,rich assLtres lhe contrii]Ution will be prc]vided.
Proposed Budget- 2022.pd1 133.4K8
Budget Year
Edit if necessary 2019 2020 2021
Revenues From Consolidated Lodging Tax Grant
PastActual 3 PastActual 2 PastActual 1
LTAC Grant Funding $ 0.00 $ 0.00 $
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
$ 0.00
Past Actual 2
$ 0.00
PastActual 1
$
PastActual 1
$ 0.00
PastActual 1
PastActual 1
$ 0.00
PastActual I
$ 0.00
$ 0.00
PastActual 1
$ 0.00
2022
Projected
$ 50,100.00
Projected
$ 2500.00
Projected
$ 0.00
ln-Kind Contributions (except volunteerism)
Account Name
All Other Revenues
Account Name PastActual 3
KCHS Budget $ 0.00
Past Actual 3
$ 0.00
Past Actual 3
Revenue Totals $ 0.00
Contributions of Volunteer Time
Past Actual 3 Past Actual 2
Number of Hours
Calculated Value of
Projected Volunteer
Time
$ 0.00
Projected
0
Projected
$ 52600.00
Expenses
Account Name
Advertising
Prizes
Past Actual 3
$ 0.00
$ 0.00
Past Actual 3
$ 0.00
Projected
$ 52500.00
$ 2400.00
Expense Totals
Profit & Loss
Past Actual 3
$ 0.00
Application Certification
Past Actual 2
$ o.oo
PastActual 1
$ 0.00
Projected
$ 54900.00
Projected
$ -2300.00
The applicant here certifies and affirms: 1. That it does nol now, nor wlll 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, colol ethnicity, 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 lnstructions on pages 1 and 2 and understands and
will comply with all provisions thereof.
Certified by:Sign
Name*Sadie Thayer
Museum DirectorApplicant's Title*
%'-
Intesna]. Revenue Service
Director, Exempt orgranizations
Date: October 18, 2001
KITTITAS COUNTY HISTORICAL SOCIETY INCG,JREliI
PO BOX 460
ELLENSBURG WA 98926*0460
Departnert of ttre TreasuryP.o. Box 2508Cincinnati, Ohio 45201
Fereon to Contact-ID# : 31-07326
Agent Williarn C ,farvi
Contact Te3-ephone Nunibers:
8?7-S29-5500 phone
513*263-3756 FAX
Federal fdentifiqation Number:
9L*6 037783
Dear Sir or Madam:
This is j-n reference to your Letter.of May 1J-, 2001, requesting aruring regardi-ng your quarification for status as an exempi operatingfoundalion as defined in section 4940{d)(2) of the Internal Revenue Code.
our records indicate you were recognized. as exempt from federalincome tax under section 50L(c)(3) of the Code effective September of \974.ft was deter:nined the organization i,ras not a private foundation within themeaning of section 509 {a) of the code because it is an organizaLiondescribed in section 1?0(b) (1) {A) (vi) and 509(ai. you have also beendetermined to be a private operatingi foundation within t.l:e meaning ofsection 4942(ji {3) of the Code as of January L, 1996.
The informati-on submltted indicates your governing body is broadlyrepresentative of the general public as evidenced by the large number ofarea residents of various occupations making up the Board. No BoardMembers are disqualified persons.
section 4940 {a) of the code provides for the imposition on eachexempt private foundaLion of an excise tax egual f,o 2 percent of the netinvestment income sf such foundation for the taxable year.
Section 49{0(d}(1.) of the Code provides no tax shal1 be imposed undersection 4940 on any private foundation which is an exempt operatingfoundation for the taxable yeaq.
Section 4940 (d) e'f the Code was enacted pursuant to the Tax ReformAct of 1984, 1984-3 C.Bi (Vo1. 1)1 (the ',Act'. ) .
Section 4940(d) (2) of the Code provides the term "exempt operatingfoundation" means with respecL to any taxable year, any private foundationif*
such foundation i-s an operating foundation (as defined insection 494?(j) (3);
such foundation has been publicly supported for at least L0taxable years;
a
b
Proposed 2021 KCHS BudgetProposed20222021BudgetBudgetThru1UI5,t2021$ ,141.32 $$ 5,035.23 $$ 2,022.00 $2020BudgetThru12J31t20202019BudgetThru12BlnO19Ordinary lncome/Expenselncome501 00 ' Fundraiser50102 ' Gift Shop lncome50103' Foundation lncome50104 Memorials-other50105 Donation box50106 ' Membership Dues501 09' lnterest lncome-unrestricted501 1 0' lnterest lncome-restricted50113' Contributions & $ Donations50'114 ' Other501 15 County Hotel/Motel - FundingReimbursementffi50122' Programs & Events Sponsorship $50123 ' Programs & Events lncome $50124 ' Grants lncome $Solar lncome'l 14 1/2 rental incomeUniversity Way Rental lncomeProperty lncome-4o2 S MainProperty Tax Reimbursement80119' lnsuranceReimburs.-4O2SM $ 1,200Total lncomeExoense70002 Utilities-Storage70003 . Utilities-Museum70004' lnsurance-Directors&Officers$ 155,9s0500 $7,500 $2,022 $100 $10,000 $950 $CommentsUnknown if will dosouvenrs,& toyslnterestpaid in fullunknown if will$lncome received onlyWA State rebates; CW ofEllensburg monthly rebates directlyapply to the 70O03 budget line$1200 per monthWill not reimburse for generalOffslte GasBOD, staft (E&O)$2503,5004,5002504501,0005012580102801138011480115$ 5,000$ 61,700$ 14,400$ 38,100$ 4,000$$$$$35014,7505007,5002,0225007,5002,O22$$$306.74 $6,142.64 $2,022.00 $354.836,128.982,O22.00$$$$$$$$$$$$$$$$$$3,500$$$$$$$$$6,326.117,500'l$$2,000.001$$$$$$$$8,500746.214,000.00$ 5,065.94$ 50,968.46$ 9,000.00$ 30,525.00$ 3,923.292503,5005,500200450750350$ 7,500$ 40,000$ 250$ 3,500$ 4,500$ 250$ 450$ 1,000$ 3503,189.734,124.15212.44401.626,470.30$ 9,336.65$ 40,000.00$ 25.00$ 4,067.38$ 4,531.74$ 545.71$ 605.32$ 9,343.49$ 56.56- $ 12,932.479,720 s 9,720.00$ 2,500$ 53,400$ 9,000$ 33,300$ 4,600$ 1,300$ 4,358.63 $$ 40,000.00 $$ 768.60 $$ 1,920.44 $$ 5,585.71 $$ 621.28 $$ 605.36 $$ 8,248.57 $$ at.65 $- $ 12,254.36 $9,720 $ 26,770.81 $$ 1,0008,419.73 $-$2503,5004,5002504501,000350$ 5,000 $$ 58,800 $$ e,600 $$ 36,100 $$ 4,000 $$ 1,200 $ 15,572.8253,799.519,400.0036,075.003,665.822,500 $54,900 $9,000 $33,300 $4,000 $5,445.77 $44,112.75 $4,800.00 $26,975.00 $3,992.94 $$ 141,000$$$ 128,320 $ 196,460.22763.5411Page 1 of 3
70006' lnsurance-Museum70007 ' lnsurance-Employee Health70101 RE Taxes-1 14 E 3rd70102 Taxes-PayrollT02O2 Janilotial Service70204 Accounting70205 AdvertisingLodging Tax AdvertisingBank ChargesTravel and Seminar FeeLegalDues and MembershipCapital lmprov./Remodel70308 Repairs-UniversityWay70401 Telephone@iv+g4g-=+ele?h€n€-[auseum70407 Security-Storage E Univeristy70408 Security-Museum70410'Postage7041 1 Licenses and Fees$ 8,500$ 14,000$ 4,500$ 8,500$ 14,000$ 4,500$ 8,500$ 14,000$ 4,5007,00014,0005,000$ 7,642.42$ 10,824.82$ 4,456.93$ 2,932.30 $$ 2,925.00 $5,000.00 $2,625.00 $$ 8,487.40$ 12,058.72$ 4,377.462,790.002,526.28$ 11,392.46$ 324.44$ 1,731.82$ 69.95$ 718.00$ 14,372.63504.821,595.84472.38805.19372.2660.00Proposed 2021 KCHS Budget$ 7,643.42 $$ 13,435.73 $$ 4,086.81 $$ 9,000$ 9,000 $ 6,'130.47 $ 9,000 $ 8,41 1.99 $ 10,800 $ 7,817.15medical leaveDept of Revenue, employmentdept, social security,unemployment, paidexpenses for cleaningsanitizing 2x week; windowTax Awardexpensesto Offsrte repairs including70402 & 70403$45760 for Director ($22.00/hr);$30739 for Ass,sta nt ( $1 4. 49/h 0$$$$7,5003,0002502,00076,0001,2502,0003005009006,5007507,5003,0002502,0003,000 $3,000 $3,000 $3,000 $adveftising only; does not$ 2,500$ 2,500 $ 1,560.00 $ 2,500 $ 1,035.00 $ 2,500 $ 3,032.12any Lodging Tax Awardexpenses7021570206702077030270303703053502,5005001,2502,000$ 14,750$ 350$ 2,500$ 500$ 1,250$ 2,000$ 160.80 $$ 110.00 $$ 201.19 $$ 2,668.50 $$ 1,133.00 $$ 9,160.72 $3502,5005001,0002,0003001,5005005002,000$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$10,013.58464.80723.O04,414.171,557.23480.96751.03495.001 10.004001,2504257255001002502,000500750500100,252.39400.80634.8520.00500750500100soo750500100$$$$$$$c$$$$$$$$$$$$$$$$$$$$$$$$250704127041570416704't97050170503705047060 172,2501,2502,0003005009006,50075070,000 $1,250 $2,000 $300 $500 $900 $6,500 $750 $72,312.001,556.361,4',t2.56288.98647.60900.003,143.98149.19$ 65,000$ 1,250$ 1,850$ 300$ 500$ 900$ 3,000$ 500SalarySupplies-Museum FacilitiesSupplies-OfficeWater ServiceMiscellaneouslnternet ServiceGift Shop PurchasesExhibiVDisplay Expense$$$$$$$$$ 54,116.40 $$ 1,471.51 $$ 754.15 $$ 241.56 $$ 396.45 $$ 600.00 $$ 6,21 1.98 $$ 118.50 $66,408.00983.732,'t53.67354.302,184.48975.008,967.782,074.78Page 2 of 3
70602' Coll'n,ConseMn & IPM70603' Equipment & Softrare70701 " Fundraising Expense$$$$$$$$$$$$$$$$$$$$$$$$$$2,5005,0002,500150751,5004001,500100754,000$ 176,722$ (1s,2,5004,0002,500 $150 $75$'1 ,500 $400 $1,500 $100 $75$4,000 $1,979.01225.551,58/..17(30.00)2,752.922,000 $150 $75$1,500 $400 $1,500 $100 $75$4,500 $1,398.997,257.414,205.46Serbs122.O31,583.6197.501,620.421.323,923.29857.30school childrenProposed 2021 KCHS Budget$ 1,679.96 $ 2,500 $ 2,330.30 $ 1,750 $$ 11,004.36 $ 4,000$$4,892.712.000429.06$$Quickbooks Renewal, Techwill doLecturc70801709018010380105801068010980110801128011780118Total ExpenseNet lncomeProgram/Events ExpenseEducation ExpenseUtilities-Rental 1 14 l/2Garbage Pick Up-RentalJanitorial Service-Rental 1'1 4Repairs-Rental 114 1/2Legal-RentalMiscellaneous-RentalRE Taxes-402 S MainRET139.361,187 .&4327.503,021.952,500150751,5004001,500100754,000$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$3,665.823,992.9479825.$ 186,722 $ 146,231.85 $ 1C4,972 $ 168,727.89 g 153,150 $ 187,183.80$ 145,7221 $ (30,.168.31) $ 7,248 $ 4,276.67 $ (24,830) $ 9,226.12Page 3 of 3
Exhibit "B"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Branding
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism
information as follows:
A. Websites and Social Media Sites must include the County's and appropriate City's tourism
website logo 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
1'. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed at 7OO% 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 1"0 days prior to
the event may be reimbursed at LO1% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 A,(21(a) above, advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County. Reimbursements will be allowed for the amount distributed
outside of Kittitas County, including any production costs.
B. Television Advertising:
1. 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 attOO% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 28,2(a) above, advertising may be reimbursed at the rate of 70%of
the total cost, including any production costs.
C. Online Advertisins
1.. Online advertising and promotion may be reimbursed at 100% of the cost, including any
production cost.
2. Streamed media (radio, television, other) requests for reimbursement must include a
statement from the media provider specifying the percentage of recipients which are
outside of Kittitas County. Reimbursements will be allowed for the percentage distributed
outside of Kittitas County, including any production costs.
D. Direct Mail
1.. Direct mail advertising may be reimbursed at I0O% 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 lOO% 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 IOO% of the cost,
including any production costs. ln order to receive reimbursement, the banner cannot list a
specified date or location. Request can only be made one time.
3. Signage (site layout use only) which are placed inside of the venue/facility of the event may
be reimbursed at 100% of the cost, including any production costs. ln order to receive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time. (i.e. ADA Parking/Parking, Loading Zone, Evacuation Route, Bathrooms, and
Stage locations)
F. Radio Advertisine:
t. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at I00% 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 100% of the cost, including any production cost.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 F,2(al above, advertising may be reimbursed at the rate of 3O% of
the total cost, including any production costs.
G. Ooeration mbursement:
1. Operation costs may be reimbursed 100% of the paid invoice cost. ln order to receive
reimbursement operations invoice must an approved cost from the Consolidated Lodging
Tax committee members list. lnvoice provided must include notation of payment with proof
of payment.
2. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed
at I0O% 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