HomeMy WebLinkAbout023-Rodeo WALT-2022-023-RODEO WA
2022 LODGI NG TAX SERVICES AG RE EM ENT
BETWEEN KITTITAS COUNTY AND THE MISS RODEO WASHINGTON PAGEANT 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 MISS RODEO
WASHINGTON PAGEANT lNC. ("Contractor"), for the 2022 Miss Rodeo Washington Pageant
("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 two thousand four hundred dollars (52,400.00) (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 two thousand four
hundred dollars (S2,400.00) (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
a
2022 County Lodging Tax Funding Agreement Page 7
LT-2022-O23-RODEO WA
Attn: Auditor's Accounting
205 West 5th Ave - Suite 105
Ellensburg, WA 98926
a ud itorsaccou nt @co.kittitas.wa.us
Reporting requirements of your events will be required on prescribed forms from the
County Auditor.
f. Contractor is eligible to claim reimbursement for the following items and amounts only
o Social Media, marketing and advertising
r Video marketing and advertising.
r ln person Marketing/advertising by our Royalty and Board
o Special events to draw an audience
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.
l. Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
fol lowi ng a dd ress: http ://www.co. kittita s.wa. us/a ud itor/defa ult.aspx
Section 3. Perform ance 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
e
2022 County Lodging Tax Funding Agreement Page 2
LT-2022-O23-RODEO WA
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.
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.
t. 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, indemnifli, 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
e
a
a
a
2022 County Lodging Tdx Funding Agreement Poge 3
LT-2022-023-RODEO WA
a Any breach of or default under this Agreement by Contractor
Section 5. Compliance with Public Records Law.
ln compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. ln the event a public records request is made to the County for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County shall provide notice to
Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
c The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark, copyright or other law.
Section 5- lnd 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 Contracto/s employees
and agrees that the obligations to indemnify, defend and hold harmless provided in this Agreement
extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is
mutually negotiated by the parties to this Agreement.
Section 7. Insurance and Endorsements.
The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses
arising out of personal injury (including death) or property damage that may result from
performance of the Services or this Agreement, whether such performance is by Contractor
or any of its employees, agents or representatives.
c. Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d. Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
e Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County as an Additional lnsured and shall stipulate that the insurance
a
a
2022 County Lodging Tox Funding Agreement Page 4
LT-2022-023-RODEO WA
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.
c. 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
a
2022 County Lodging Tax Funding Agreement Poge 5
LT-2022-023-RODEO WA
violation of any applicable law, ordinance, or regulation the consequence of which will or
may materially affect Contractor's ability to perform its obligations under this Agreement.
g. lf any term or condition of this Agreement or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect the other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To
this end, the terms and conditions of this Agreement are declared severable.
h. The exclusive venue for any action brought to enforce this Agreement or any of its terms
shall be in Kittitas County, State of Washington.
The performance of this Agreement is subject to termination without liability by either party
upon the occurrence, or upon the prediction by the National Oceanic and Atmospheric
Administration, any other agency of the United States Government, or any agency of the
Government of the State of Washington of the occurrence of any circumstance beyond the
control of either party-including, without limitation, acts of God, war, acts of terrorism
within a fifty (50) mile radius of Kittitas County, government regulations, disaster,
pandemic/epidemic illness, strikes or threat of strikes (except that neither party may
terminate this Agreement for situations involving that party's own employees), civil
disorder, or curtailment of transportation facilities-to the extent that such circumstance
makes it illegal , impossible or economically impracticable for the parties to complete the
duties and mutual obligations agreed upon and imposed upon them herein. The ability to
terminate this Agreement without liability pursuant to this paragraph is conditioned upon
delivery of written notice from one party to the other within 10 days of such occurrence or
upon delivery of written notice from one party to the other within 24 hours of the receipt of
notice of the prediction of any of the above occurrences. To the extent feasible within the
constraints imposed by any event of the type described above, the parties agree that if the
triggering event is of apparently or likely transitory effect, the parties may negotiate such
amendments to the agreement that are mutually satisfactory and not otherwise contrary to
law, including but not limited to a change in the dates for completion of any portion or the
entirety of this agreement.
2022 County Lodging Tax Funding Agreement Page 6
LT-2022-O23-RODEO WA
KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS
Laura Osiadacz, Chair
Cory Wright, Vice Chair
Brett Wachsm ith, 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
Exhiu t (n\1
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop -2021*
Submittal lnstructions
& General
lnformation *
Did yotr attend the Grant Application Workshop - 2021 hosted by lhe Kittilas County Chamber ot Cornmerce?
.i Yes
..) No
'.* Yes,
I have read alrd undersland Subnrittal lnstructiolrs and General lntormation for il}e 2021 Lodging Tax Crant Flnding
Process
You are strongly encouraged to compose yo$r rcspanges to the questions of this form with a desktop text Gditor
and save your work, then copy and paste the information intc the form. You rnay also save a draft by selecting the buton
at the bofiom of this page. lAlhen you do this you witl be loggod out and must log ba6k in to continue. ln order to sav6 a
draft you will noed to provide an email address and a password, Afrer cornpleting the save drat, you will be redirected to
landing page containing a link to tog back into the forrn. We suggest you save this link as a bookmark. The link will also be
sent to you in an email. For your convenience we havo provided a word documentversion of the questions. Download it
here.
Organization I nformation
Name of Organization* Miss Rodeo Washinglon Pageant
Organization Address* street Address
1106 NE State Highway 308
Address Lilte 2
CitY
Poulsbo
Postal / Zip Code
98370-8021
Organization is a: *i.-) Business
{i Non-Profit
(Note: Please submit W-9 for business or IRS Designation Letter for non-profit.)
Click here to view sample documents (redacted).
IRS Tax letter[83].pdf
Acceptsble file fonnats include: JpG. PDF or TIFF
State I Provitrce I Regiou
WA
Country
United States
245.21K4Upload Proof of
Organization Status*
Project Contact lnformation
First Name*
Last Name*
Phone Number*
- ..*trmail MRWP.candy@gmail.com
Project or Event lnformation
Candyce
Gration
360-271-8509
ProjecVEvent Name* Miss Rodeo Washington Pageant
Service Categories Check all categories ihat apply to this application
Ll Tourism promotion/marketing
fi Operation of a special event designed to attract tourists
',-l Operation of a tourism related facility
ii Other i
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 date ranges as necessary.
Event Dates
Start Dates*
10t5t2022
ProjecVEvent
Location*
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
Funding Request Max
Tourism Seasons*
Application Questions: Part 1
End Dates
10t9t2022
Ellensburg, WA
ti; Ongoing Project/Event (More than lour years in existence)
O New Pro.lect/Evenl (Four or fewer years in existence)
$ 2400.00
lf you selected "Ongoing PrcjecuEvenf' above this amount may not exceed 1 0% of lhe total expense budget ol this
project.
From the list below, lvhat season will your project enhance tourism? Selecl any which apl:ly.
{l Year-round (January - December)
l--l Off Season (November - February)
tyi Shoulder Season (October or March , May)
td High Season (June - September)
Please answer each question completely, in the order listed. Please include any supporting data within the
response narrative.
I I ProjecUEvent Description
Please provide a description of your project/event.
Response 1:
ProjecUEvent
Description *
The Miss Rodeo Washington Pageant wrll be an open event that includes Miss
Rodeo Washington Contestants ages 21 to 25 and the Miss Teen Rodeo
Washington Contestants ages 13 to18 and their families and friends. They must
reside in Washington State and live throughout the state. Our attendees include
volunteer workers, our audience, out of state judges. accountants, visiting royalty,
and their families and friends.
We have moved our pageant from the Kiliitas Valley Center to the Hotel Windrow.
This move has allowed an increase in attendees and wonderful options for various
venues for variety of meals, shopping and sightseeing.
We continue to book Miss Rodeo America as our guest speaker which increases our
audience-
The Horsemanship po(ion of our pageant will still be held in the Bloom Pavilion
which will expand the options for dinner and visiting the other side of town.
We target all of the United States to promote our program and show ihis part of our
beautiful state.
2500 characier lirnil
Video Link Please provide us lirrk to a brief video sunrmary of you orgalrization's event/projeci. You MUST be present at the
Q&A meeling irr November lo qualiay for tunding.
https: l/youtu.bel_3GbGkyxdYw
List of lntended Use of Funds*
Social Media, marketing and advertising
Video marketing and advertising.
ln person Marketing/advertising by our Royalty and
Board
Special events to draw an audience
2l Supporting Kittitas County as a tourism destination
1. Away from their place of residence or business and staying overnight in paid accommodations;
2. To a place fifty miles or more away from their place of residence or business for the day or slaying overnight;
3. or from another country or state outside of their place of residence or business.
You must provide the evidence utilized in determining your projections.
Response 2.1 *
Response 2.2*
Application Questions: ParL 2
\i/hy would lourisis lravel to Kittiias Counly to aterd your eveni/activityffacility?
1)By targeting our marketing effor-ts in all media sources we will be able to increase
our attendance and overnight accommodations. We have started a plan for an
additional two day event to be held in Kittiias County which would include an
overnight stay . lncreasing events will give our Miss Rodeo Washington Pageant
more exposure. We than will attract potential contestants, families, friends, current
titleholders which will increase our audience.
2) Our 2021 Miss Rodeo Washington 2O22 Pageant contestants are coming from all
over our state and several of their friends and family will be attending from out of
state!
3) Visiting royalty from all over the state will be attending and we have also had
several interests from royalty attending from oui of our state. These attendees will
be staying over night.
4) We have iickets for the Miss Rodeo Washington Pageant on line and we have
had a amazing response. Tickets are still on sale and we do not have a attendance
amount yet.
2500 character lirilit
Describe the prior success of your evenliaclivily,{acility in a[raction tourisis.
We received eighteen requests for applications for the Miss Rodeo Washington
2021 Pageanl for the Miss Rodeo Washin gton 2022 and the Miss Teen Rodeo
Washington 2022. Since we did not hold a pageant last year due to Covid, The
amount of application inlerest is strong. The requests came fror.n the following zip
codes:99352,9831 2,98844,99361 ,9881 6,98257,98903,99344,99006,98674,98922,9
8620,99403, 99 1 22,98625,98948,99206, 98589.
We have six contestants competing for our pageant from Richland 99352,
Bremerton 98312, Orville 98844,Waitsburg 99361, Chelan 98816, Ellensburg g8926
We have four judges one from Moses lake, one from Colorado, one from Arizona
and one from Oregon. All will be bringing friends and family to Ellensburg and some
that are driving plan on staying extra days after our pageant.
Moving to our new beautiful venue The Windrow gives us an oppodunity for an
increase in attendance. We are expecting 100 attendees at each of our six events.
We have used Social Media lo encourage guests to click on the
CENTRALWASHINGTONOUTDOOR.COM to visit areas in the area. The visitors will
have time during the day due to closed interviews and practices that the contestants
will be doing.
2500 character limit
3l lmpact
Response 3:
Measuring Results*
Descrille how you v/ill profilole your evest,ractivtiy,faqlity lo attracl tourists.
We have a plan for targettng a larger audience by irrcreasrng our advertising and
beautifying our Miss Rodeo Washington Pageant website. We are looking forward to
having a custom website which will make the site more user friendly and
professional. We found that visitors to ourweb site only looked at the fjrst page and
exited. Also, during our research, we found that a professional website will rank
better on search engines. We plan on drawing more attention by using a s|de show
with logos, sponsor links, professional pictures, which would include lifestyle photos.
We plan on updating more often and directing our audiences to the web site. We
plan on creating an email newsletter so that we will have more access to our
audience. to encourage attendance to our pageant and other events we might hold
in Ellensburg.
The Miss Rodeo Washrngton pageant has been held annually since 1963. During
this time. we have had many Miss Rodeo Washington's place in the Top 10 at the
Miss Rodeo America Pageant. ln the past 10 years, our Miss Rodeo Washington
program has produced: Miss Rodeo America Katherine Merck 2016, 1st runner up
Hannah Leib 2020, 2nd Runner up Beth Snyder 2019, 2nd runner up Audrey
Ramsden 2015, and Top 10 Katie Garfield 2011. Having a strong program generates
interest for the up and coming young ladies to attend our pageant and see what it
takes to compete at such a level.
The strategies we employ to assure that we attracl tourists from at least 50 miles
away include social media, print advertising, Royalty visits to rodeos across
Washington State, Oregon. ldaho and other sites in the USA. This includes PRCA
rodeos, NPRA rodeos and High School Rodeos. Our Royalty attend autograph print
signings during their visits. Autograph prints will have information to direct them to
our webpage, social media and will include logos.. We plan on sending information
to each contestant for suggested areas of interest. Places to shop and dine while
that are in Ellensburg for the Miss Rodeo Washington pageant. Our website will
have local accommodation page with links to overnight options throughout the
county. Our announcer recognizes sponsors throughout the pageant.
While contestants are sequestered, taking a test (or interviewing). friends and family
are encouraged to discover Ellensburg, shopping and taking advantage ofthe local
cr"risine, and tour surrounding Kiititas Valley.
2500 rharactix Iimil
Application Questions: Part 3
4l Collaboration
lfyour organization collaborates or has created partnerships with other organizations, groups, or other events,
how is this accomplished?
4.1 Collaboration*The strategies we will use to assist in marking all of Kittitas County as a tourist
destirration is using the designated logos forthe Kittitas County as a tourist
destination is using the designated logos for the Kiititas Couniy Chamber of
Commerce on all of our media. we will have brochures and maps available.
We have some Ellensburg partners that we partner They cunently are Hotel
Windrow, Kelleher Ford, Julie Baugher Leather designs, and Shirtworks. We are
very inierested in finding more partners.
25C0 clrararter lintit
4.2 Promoting Local
Business *
DEScribe how you ltill prornole lodgjng establishRrents. restariranls, and busiuess locilted ln Kittilas County
We will be promoting local business by giving information during the check in for the
pageant. We will have available maps and brochures. We will be using a local MC
during our pageant who is very familiar with the Kittitas Valley and will promote and
suggest areas of interest to visit. .
25flo draracter limit
4.3 Host Hotel*ls ihere a hosl hoiel lor your evenl or qralt ptoject?
'l
yes list lhe holel.
,NO
. Yes. Hisiorical Hotel Wndrow
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 have successful pageanls under our belt. We wish to continue that trend. Every
year we review the pros and cons of our pageant. We look for ways to improve and
to beconre more successful. Our nrission is and will continue to be: The Miss Rodeo
Washington Pageant is a non-profit organization comprised of dedicated volunteet.s
working together to strengthen our program for the Miss Rodeo Washington title
holders and contestants. To organize. coordinate. administer, assure the
perpetuation, and promote a scholarship program to provide educational
opportunities through scholarships to selected Miss Rodeo Washington Pageant
contestants.
Ellensburg benefits from the attendance to the Miss Rodeo Washjngton Pageant
through use of local businesses. gas stations, bakeries, restaurants, hotels, RV
resorts, grocery stores, shops. Our pageant inspires little girls to go for their dreams
of becoming a rodeo queen. Seating during our pageant has been a challenge. We
are working hard toward a solution for the 2A21 pageant by moving our pageant
downtown to the Hotel Windrow. Wiih additional seating, a new website and push to
update all of our social rnedia we will work hard to increase our pageant numbers
and rncrease tourism throughout Kittitas County.
2500 characier lintil
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 lf you ilad a plannecl evert in 2020 or 202.1. whelher lhey lvere able lo iake plac-. or nol. please describe any
successes and clrallenges you exllerieIced.
We got many more requests for applications this year. Our entry numbers have
remained consistent. Our challenge was to be able to siep up our pageant event to a
higher standard in 2021 with no income coming in from the pageant or an event. in
2020. While our treasury sufiered in 2020 due to us not being able to hold any
events many of expenses remained the same. We have worked very hard to attract
new and more volunteers to help with our program. Our commitment was to move to
a better. more inviting location and this has been accomplished for2021 . We have
secured some new sponsors and will continue to work trying to secure more
sponsors but have had some linritations due to the economic conditions from the
2420 year.
2500 cha,acter linrit
Additional lnformation Miss Rodeo Washington Pageant would love to remain in Ellensburg due to its
central location- We wani to grow our program by having a professional, well
respected and entertaining evenls.. Kittitas County is the perfect place to have many
western evenis to build on the reputation of being the best. We think we can help
expand the greatness of the western environment.
2500 character limit
Suppofting DocumentS You ntay upload any supporling documeBts sucir as graphs. irnages. diagranrs, markeaing malerials. etc.
You are allowed to subrlil !p to 3 single page (US Letler) docrmetxs in JPG. PDF or TIFF iormal
7l Previous Lodging Tax Grant Information
Number of people travelling more than 50 miles for your event?
Previous Years
Awarded Lodging Tax
Grants*
Overall Attendnace
Past Actual*
140
Past Actual *
60
Past Actual *
225
Prior Year Paid
Overnight Stay Data
Has your evenl received Lodgirg Tax funds in previous years?
t; No. this event/project has not previously received Lodging Tax Funding
'.r, Yes, 1 year previous
, .t Yes, 2 years previous
Yes, 3 or more years previous
Projected *
200
Projected *
150
Projected *
240
lrl addition to tield above, yor.r tray upload the evidelrce io silpport the prior years'room,lsight iutonration.
Yort rnay upload up to ihree si[gle pages (US Letler), of informalior. lf yoil a single mulli-page docun]ent. only ilte
tirsl lhree pages will be considered. The following formats. will ile accepteci: JPG. pDF or l-lFF
Number of people traveling from outside WA State for your event?
Past Actual* Projected *
25
The number of overnight guests who stay in paid accommodations in Kittitas County
for your event
PastActual* Projected*
96 105
Number of paid lodging room nights resulting from you eventlactivity/facility?
Past Methodology*V\ihai nethodalogy did you use to calculate the 201 I aclual lrLrmbers?
' r Direct Count (preferred)
:ri lndirect Count
.-l Representative Survey
, I lnformal Survey (prefened)
i i Structured Estimate
' i Oiher :
Wlat melhodology will you use to calculate ihe upcoming nutnbeas')
. t Direct Count (preferred)
.l lndirect Count
r . Representative Survey
,7i lnformal Survey (preferred)
: ; Structured Estimate
Other
Please explain.
We obtained our estimated numbers by conducting an informal survey during our
events. These numbers are representative of the pageant held in 202'1 . We may use
these numbers to extrapolate future pageant attendance.
2500 character lirnit
Projected
Methodology
Methodology
Narrative *
*
Application Questions: Part 5
8l Funding
Does your organization have, or have you applied for, grant funding from other sources? lf not, why not? lf yes, please list
the funding you have for the project. including any volunteer and in-kind 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 ihe project couldn't be funded?
Other Funding*
Explanation *
Funding Shortfalls*
Matching Funds
Percentage
Does your organization have. ot have you applied ior {unding frofi otlter sources?
i., YeS ao; No
lf lrot lvhy not?
We do not know of any other grants.
2500 character linlil
What changes will be trrade if funding for yo(r request is uot available or tecommended?
lf we did not receive any addition funding we would have to go backwards and
regloup on our vision of being one of the best state pageants.
We don't know how much funds we will have after our pageant this year.
2500 character limit.
0.00
o/
This field vJill aoto fill with the correct perceltage based on yolf inpui io budget seclion below.
9l Project Budget Overview
Please complete budget for this projectlproposal. lf your agency operates independently of this project application it may
not be necessary to submii the entire agency budget. You must submit a budget which specifically pertains to the
projecUevent for which you are requesting funding and adheres to the basic budget format shown below
The budget must include anticipated revenues, expenditures, and any potential 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 operalions (need not
be consecutive) for the project/proposal if applicable.
For any claimed in-kind corttributions valued at $500 or more and related to marketingiadvertising, 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 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 claitrled in-kind conlribrtions valued al S500 or more and relaled to tnarkelingladvertlsirrg, yoo must subtnil
veriiiing docunleniatiet which assrires iite contributioB lvill be provided.
2020 2021 2022
Revenues From Consolidated Lodging Tax Grant
Verification of ln-kind
Contributions
Budget Year
Edit if necessary 2019
Past Actual 3
LTAC Grant Funding $ 0.00
All Other Revenues
Account Name PastActual 3
$ 0'00
Evidence of Volunteer
Contributions*
Calculated Value of
Projected Volunteer
Time
Past Actual 3
Revenue Totals $ 0.00
Past Actual 2
$ 0.00
PastActual 1
480
Past Actual 1
$ 2400.00
Projected
$ 0.00
Projected
$ 0.00
Projected
Projected
$ 23604.00
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
PastActual 1
$ 2,400.00
Past Actual 1
$ 0.00
PastActual 1
$ 0.00
Projected
$ 2,400.00
ln-Klnd Contributions (except volunteerism)
Account Name Past Actual 3
$ 0.00
Contributions of Volunteer Time
Past Actual 3 Past Actual 2
Number of Hours 0 240 900
Please upload a single file which offers evideltce in support of the proJected vo[rnteer hoors.
Miss Rodeo Washington Pageant Volunteer
60.72K8
Hours.pdf
$ 21,204.0A
Expenses
Account Name PastActual3 PastActual2 PastActual 1 Projected
MRWP $ 0.00
Past Actual 3
Expense Totals $ 0.00
Profit & Loss
Past Actual 3
$ 0.00
$ 29000.00
Past Actual 2
$ 29000.00
Past Actual 2
$ -29000.00
$ 14000.00
PastActual 1
$ 14000.00
PastActual 1
$ -11600.00
$ 24000.00
Projected
$ 24000.00
Projected
$ -396.00
Application Certification
The applicant here certifies and affirms: 1. That it does not now, nor will it during the per{ormance of any contraci 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 ail relevant local, state and federal laws and
regulations and; 3. That it has read ihe information contained in the lnstructions on pages 1 and2 and understands and
will comply with all provisions thereof.
Certified by:
Name*
Applicant's Title*
Candyce Gratton
National Director
IIITERITAI, EEI'EI{T'B SER]ITCEP. O. BOX 2508crNcrNriaTr, oE 45201
Dare:FtB$Se0l2
IIISS RODEO IIASEI$EIOII EAGEAISf
1802 I[ tGrER sTIILI'FI|ISBIIRG. IVA 99946-2045
Enclosure; Arblication 4221-l{c
DEPARI!'BTqI OF TES IREASI'RY
iE|Il)loyer ldelrtification Ntuber !
27-4A486Lt
D[}I:
602011142
CantaeE Ferson:
ERIC R3:Econtac! Tetephoue $tumber:(8?21 s2e-55stAccornting period End.i_ag:
Octaber 31Fom 990 Required.:
Y€S
EEfecLive Date of Exerq)tioE:
Felrruary 9, 2011coutrLbutioa Deduetibt ll-Ey :
No
Addenahrm App].ies:llo
ID* 31612
Oear Applieant:
we are pleased. to-i-utom you tbat qpoE revie$ of your applicatLm for !ax-exenpt statua we hanre aeterniabd ttrit yorr are e<efurt from Federal incone taxrmder sect,i4n 5o1 (c) (4) of the r'otsen:r ReveBue code- geca.|lse tlris lettercould help resolve any questions regard'ing ].ot- -.*wL statu6, you sbould kee4lit iu yorrr permanent, records.
Fl-ease see enc]-osed hrblication 4221-Nc, Coryliance cuide for Tax_ExeqltorgaEizationc (other than 50a(c) (3) Pnbri. cfirtiti.s aod priuate Foundations],for sornF herpfur. ifforrbtioo rtouu"l.rrr restr@sibilities as ar, ereryrt.organization-
#*H#*
LOiS G- Lenaer
Director, Elrc{pt Organizations
rretter 948 (DO/CG)
Miss Rodeo Washington Pageant Volunteer Hours
Monthly Zoom Meetings Monthly Zoom Meetings/work preparing for pageant event.
2020 202I
jan2Ohr jan20hr
Feb2Ohr Feb 20 hr
March 20 hr March 20 hrs
April 20 hr April4O hrs
May 20 hr May 40 hrs
June 20hr June 40 hrs
July 20hr July 120hrs
Aug 20 hr Aug 2012hrs
Sept 20 hr Sept 3087 hrs
Oct 20 hr Oct 4032 tncomplete
Nov 20 hr Nov.
Dec 20 hr Dec
Feb20hr
March 20 hr
April20 hr
May 20 hr
June 20hr
July 20hr
Aug 20 hr
Sept 20 hr
Oct 20 hr
Nov 20 hr
Dec 20 hr
Exhibit "8"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Brandine
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism
information as follows:
A. Websites and Social Media Sites must include the County's and appropriate City's tourism
website logo or URL with an operational link to the site(s). The URL landing page must use the
correct logos and have a link to centralwashingtonoutdoor.com. Contractors must either keep
the landing page active until time of reimbursement or use a screen capture for full
reimbursement. (lf you are using a live logo as the link to CWO, please ensure the hyperlink is
shown in the screen capture). The logo must be displayed on the contractor's home page, it
must be sized no smaller than% inch in height and must be surrounded by appropriate white
space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or
appearance.
B. Print Advertising and Online Display Advertising of all types (including but not limited to
newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party
websites, streaming displays, social media etc.) must include the County's and appropriate
City's tourism website logo (or URL with a one-click away operational hyperlink). The URL
landing page must use the correct logos and have a link to centralwashingtonoutdoor.com.
Contractors must either keep the landing page active until time of reimbursement or use a
screen capture for full reimbursement. (lf you are using a live logo as the link to CWO, please
ensure the hyperlink is shown in the screen capture). The logo must be sized no smaller than %
inch in height and must be surrounded by appropriate white space to allow easy recognition and
legibility. Contractors shall not change the logo(s) in color or appearance.
C. Video 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 Advertisins:
7. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed atI0O% 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 atlOO% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 A, (2)(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 Advertisine:
1. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursed at 1-00% 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 al I0O% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 8,2(al above, advertising may be reimbursed at the rate of 70% of
the total cost, including any production costs.
C. Online Advertising
L 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 mailadvertising may be reimbursed at 100%of the cost, includingany production
cost, for each item mailed or shipped to a destination outside of Kittitas County. ln order to
receive reimbursement, a list of the addresses and a signed statement from the contractor
that the list is accurate, or other proof of delivery, must be provided along with other
required documentation.
E. Flvers/Posters:
1. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% of
the cost, including any production cost. ln order to receive reimbursement, a list of the
locations where flyers or posters were posted outside of Kittitas County, a signed statement
from the contractor that the list is accurate and a copy of the poster/flyer must be provided
along with other required documentation.
2. Banners which are placed inside of Kittitas County may be reimbursed at 7OO% 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:
1. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at IO0% 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 2 F,2(al above, advertising may be reimbursed at the rate of 3O% of
the total cost, including any production costs.
G. Operation Reimbursement:
L Operationcostsmaybereimbursedl00%ofthepaidinvoicecost. lnordertoreceive
reimbursement operations invoice must an approved cost from the Consolidated Lodging
Tax committee members list. lnvoice provided must include notation of payment with proof
of payment.
2. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed
at IOO% of cost. ln order to receive reimbursement, a signed statement from the receiver
along with other required documentation. Mileage reimbursement subject to IRS mileage
reimbursement rates which may change annually.
3. ltems not eligible for reimbursement:
a. Salaries of employees
b. Capitol purchases- any item with 3+ years life and over 55,000.
c. Licenses, permits, insurance, or credit card fees