HomeMy WebLinkAboutLT-2022-007LT-2022-OO7-WASARVAC
2022 LODGI NG TAX SERVICES AG REEMENT
BETWEEN KITTITAS COUNTY AND THE WASHINGTON STATE SEARCH AND RESCUE
ASSOCTATTON
This contract, effective January 7, 2022, is made and entered into by and between -KlrTlrAs coUNTY ("County"), a subdivision of the State of washington, and WASHINGToN STATESEARCH AND RESCUE AssoctATloN ("contractor,,), for the 2022 WASARVAC (.,Event,,).
wHEREAS, the purpose of this Agreement is to provide for activities and expendituresdesigned to increase tourism,
Now THEREFORE, in consideration of the terms and conditions contained herein, orattached and incorporated and made a part hereof, the county and the contractor mutually agreeas follows:
Section 1. Scope of Work.
b
contractor shall provide the services and staff described in its Application for lodging TaxFunds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit ,?,,
which is attached hereto and incorporated herein by this reference.
Except as otherwise specifically provided in this Agreement, contractor shall furnish thefollowing as required to perform the services, described in paragraph (a) above, inaccordance with this Agreement: Personnel, labor and supervision; technical, professionaland other services. All such services, property and other items furnished or required to befurnished, together with all other obligations performed, or required to be performed, bycontractor under this Agreement are collectively referred to herein as ,,services.,,
Contractor shall commence, perform, and complete such Services in accordance withExhibit "8" which is attached hereto and incorporated herein by this reference.
c
Section 2. Pavment
a' As full compensation for satisfactory performance of the contractor,s services, the countyagrees to pay contractor the sum of twenty one thousand four hundred fifty dollars(S21,450.00) (Kittitas Co. lodging tax funding).
b' Additional payment terms: The county will make payment to the contractor only on areimbursement basis, as receipts/invoices for any items including marketing and/oradvertising are submitted to the county, not to exceed the sum of twenty one thousandfour hundred fifty doilars (s21,450.00) (Kittitas co. rodging tax funding).
c' Services/Expenses that are reimbursed must be dated during the current year and final dateto submit reimbursements requests is January 1.s,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
e
LT-2022-OO7-WASARVAC
205 West 5th Ave - Suite 105
Ellensburg, WA 98926
a ud itorsaccounting@co.kittitas.wa. us
Reporting requirements of your events will be required on prescribed forms from theCounty Auditor.
f' contractor is eligible to claim reimbursement for the following items and amounts onlyo Facility Cost
o lT Support
r Media Development
o printing
r Advertising
o Marketing
o Staff Training
r Event Support
g' contractor is not eligible to claim reimbursement for any items not listed in section 2 (f) andis further expressly denied funding for the following items as requested in the application asdefined in Section 1(a): N/A
h' contractors requesting reimbursement for event-specific expenses shall submit all claims asno more than two reimbursement requests with supporting documentation.
l' contractors must complete the Lodging Tax Reimbursement online training course providedby the county Auditor's office prior to filing reimbursement claim. Requests forreimbursement will not be accepted by the county Auditor prior to the training beingcompleted' The training may be found online at the Kittitas County Auditor,s website at thefol lowing add ress: http://www.co. kittitas.wa. us/a ud itor/defa u rt.aspx
Section 3. Performance bv Contractor.
a' contractor shall not (by contract, operation of law or otherwise) delegate or subcontractperformance of any Services to any other person or entity without the piior written consentof the county. Any such delegation or subcontracting without the county,s prior writtenconsent 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 representthat it is, or hold itself out as, an agent or representative of the county. ln no event shallcontractor be authorized to enter into any Agreement or undertaking for or on behalf of thecounty' lt is understood that the contractor and the contractor's staff and employees arenot 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
2022 County Lodging Tax Funding Agreement Pdge 2
LT-2022-OO7-WASARVAC
authority (including, but not limited to, such requirements as may be imposed upon the
County and applicable to Services). Contractor shall furnish such documents as may be
required to effect or evidence such compliance. All laws, ordinances, rules, and orders
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
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, maritalstatus, 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, butthe 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.
This contract is subject to review by any Federal or State auditor. Contractor shall promply
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.
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.
.
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,
d
e
t
g
a
a
a
2022 County Lodging Tax Funding Agreement Page 3
a
LT-2022-OO7-WASARVAC
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
any governmental authority; or
Any breach of or default under this Agreement by Contractor
Section 5. Compliance with public Records Law.
a' ln compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. ln the event a public records request is made to the County for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County shall provide notice to
Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
c. The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark, copyright or other law.
Section 6. lndustrial lnsurance Waiver.
With respect to performance of this Agreement and as to any claims against the County, its Additional
lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51
of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to 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. lnsurance and Endorsements.
a. The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b' Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, 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.
2022 County Lodging Tax Funding Agreement Page 4
Lr-2022-OO7-WASARVAC
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
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-neous.
a. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
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.
Sth Ave. Ste. L08, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by
the County to the Contractor shall be given to the Contractor's address provided on the
signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class,
postage prepaid, certified mail, return receipt requested.
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.
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f' Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement. Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement, and is not in
violation of any applicable law, ordinance, or regulation the consequence of which will or
may materially affect Contractor's ability to perform its obligations under this Agreement.
g' lf any term or condition of this Agreement or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect the other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To
this end, the terms and conditions of this Agreement are declared severable.
h. The exclusive venue for any action brought to enforce this Agreement or any of its terms
shall be in Kittitas County, State of Washington.
The performance of this Agreement is subject to termination without liability by either party
upon the occurrence, or upon the prediction by the National Oceanic and Atmospheric
Administration, any other agency of the United States Government, or any agency of the
Government of the State of Washington of the occurrence of any circumstance beyond the
control of either party-including, without limitation, acts of God, war, acts of terrorism
within a fifty (50) mile radius of Kittitas County, government regulations, disaster,
pandemic/epidemic illness, strikes or threat of strikes (except that neither party may
terminate this Agreement for situations involving that party's own employees), civil
disorder, or curtailment of transportation facilities-to the extent that such circumstance
makes it illegal , impossible or economically impracticable for the parties to complete the
duties and mutual obligations agreed upon and imposed upon them herein. The ability to
terminate this Agreement without liability pursuant to this paragraph is conditioned upon
delivery of written notice from one party to the other within 10 days of such occurrence or
upon delivery of written notice from one party to the other within 24 hours of the receipt of
notice of the prediction of any of the above occurrences. To the extent feasible within the
constraints imposed by any event of the type described above, the parties agree that if the
triggering event is of apparently or likely transitory effect, the parties may negotiate such
amendments to the agreement that are mutually satisfactory and not otherwise contrary to
law, including but not limited to a change in the dates for completion of any portion or the
entirety of this agreement.
2022 County Lodging Tax Funding Agreement Poge 6
KITTITAS COUNTY
OF COUNTY COMMISSIONERS
Chair
Brett ith, Commissioner
B
NTY
CONTRACTOR
LT-2O22-OO7-WASARVAC
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[Address]
[Telephone]
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Clerk of the Board
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APPROVED AS TO FORM
Deputy Prosecuting Attorney
2022 County Lodging Tox Funding Agreement Page 7
Exhrtaf 0fr"
CLTAC. Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2021*
Di{l you allerrd the Gtant Application \ lorkshop - 20? t hosteil by lhe Kj[itas courty Char]ber af Coflryefce,?
,.c, Yes
:No
Submittal lnstructions
& General
lnformation *
r Yes,
I have read slld Lln derstand s u bnriltal I n strurlion s an d Genet al irrform alion {ot the 2o2 1 L odgin g Tax Grart i:il n din q
Process
You are strongly encouraged to compose your fesponses to the questions of this form with a desktop text editorand save your work' then copy and paste the information into the form. You may also save a drafl by selecting the buttonat the bottom of this page. When you do this you will be logged out and must log back in to continue. ln order to save adraft you will need to provide an email address and a password, After completing the save dr.aft, yor.r will be redirected tolanding page containing a link to log back inio the form. we suggest you save this link as a bookmark. The link will also besent to you in an email. For your convenience we have provided a word document version of the questions. Download ilhere.
Organ ization I nformation
Name of Organization * Washington State Search and Rescue Volunteer Advisory Council WASARVAC
Organization Address * skeet Artdress
301 Rogers Street NE
Address Lil)e 2
City
Olympia
Postal I Zip Code
98502
Stale I Province I Regi0rl
Washington
Country
United States
68.OBKB
Organization is a: *, r Business
'e: Non-Profit
(Note: Please submit w-9 for business or IRS Designation Letter for non-profit.)
Click here to view sample documents (redacted).
Upload Proof of SRRVRC IRS EtN.pdf
Organization Status *
Acceptable file fonnats include Jpo, pDF or TIFF
Project Contact I nformation \:l
First Name*
Last Name*
Phone Number*
Email
Biil
Gillespie
360-352-4864
billsar@hotmall.com
Project or Event lnformation
ProjecVEvent Name* Washington State Search and Rescue Conference
Service Categories Check all categories that apply to this apptication
,,,J Tourism promotion/marketing
i.l Operation of a special event designed to attract iourists
rJ Operation of a tourism related facility
fl Other Educational Search and Rescue Conference
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*
612012022
ProjecVEvent
Location *
New or Ongoing
ProjecUEvent? *
Amount of Funding
Requested*
End Dates
6t2612022
Kitiitas Valley Event Center
{) Ongoing Project/Event (More than four years in existence)
O New Projeci/Event (Four or fewer years in existence)
$ 39800.00
lf you selected "Ongoing Prcjecl/Event" above this amount may not exceed 10% of the total expense budget of this
prcject.
Funding Request Max
Tourism Seasons*Fronr lhe list betow. lvhat season will your proiect enhance tourism? Select any which apply,
l,] Year-round (January- December)
l Off Season {November - February)
i.] Shoulder Season (October or March - May)
r7l High Season (June - September)
Application Questions: Part 1
Please answer each question completely, in the order listed, Please include any supporting data within the
response narrative,
1 J ProjecUEvent Description
Please provide a descripiion ofyour project/event.
Response 1:
ProjecVEvent
Description *
Video Link
List of lntended Use of Funds*
Facility Cost $10,000
lT Support $8,250.00
Media Development 92, 1 50.00
Printing $8,400.00
Advertising $2,800.00
Marketing $3,000.00
Staff Training $4,000.00
Event Support $3,750.00
This project is the washington state search and Rescue 2a22 conference proposed
for June 20 - 26 2022 in Ellensburg at KVEC.Hosted by washington state search
and Rescue Volunteer Advisory council (akawASARVAC) Kittitas couniy search
and Rescue, Kittitas county sheriff clay Myers KCSO, Volunteers from other sAR
units in Washington Slate.
History of the Gonference in Ellensburg: h 2a1g and 201 9 sheriff Gene Dana and
KCSo staff & Kittiias couniy search & Rescue committed to partnering with the wA
state sAR Volunteer Advisory council (sARVAc) for co-hosting the state sAR
Conference.
2018 and 2019 Conferences (in Ellensburg) received very high ratings in post
Conference attendee and instructor questionnaires.
ln response to coVlD 1 9 the 2020 conference scheduled for June of 2020, then
again in June 2021 & we tried again for October of 2021. All were cancelled.
The conference is dedicated to training classes for search and Rescue volunteers
and Professionals for the grealer good of the state(s) country(s) and communities
in which ihey serve.
The conference typically has 250-350 attendees. The conference is open to the
public. Vendors provide sAR specific producls and resources. During the 2019
conference we advertised and added 4 free public classes. At this conference sAR
volunteers and professionals of all ages travel and stay in Kittitas county, where
they eat in our restaurants, stay in our hotels, explore whai we have to offer, camp
and want to come back.
Future plans for the conference is to remain in Kittitas Couniy
SARVAO is the statewide volunteer organization that oversees iraining and other
volunteer needs during ihe main conference on Friday. Saturday and Sunday.
washington state Department of Emergency Management aiso oversees training for
sAR professionals and volunteers attending the pre-conference classes taking
place Mon, Tues, Weds & Thurs.
2500 character limit
Please provide us link lo a blief video suntfraly ol you qrganizatjon's eventlproject. You lllUSl be paesenl ai lhe
O&A meeting in Novetnber to qualify lor fun{iing.
https:/ldrive. goog le. com/file/dl1 MBTVCZEUvS
ab4PH9tvSzcQePBX2ktZ6S/view?
usP=shr,.itt
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 fifly miles or more away from their place of residence or business for the day or staying overnight;
3. or from another country or stale outside of their place of residence or business.
You must provide the evidence utilized in determining your projections.
Response 2.1 *\ *ry would tou.ists lravel to Kittitas County to aftenri your event/activilylfacility?
The washington state search and Rescue conference is internationally recognized
for providing education and training for SAR response Teams and individuals. The
Conference has been held annually since 1g6g at various locations in Washingion
State. (except Covid cancellations in 2020 and2021)
All of our survey information reflects pent up demand for this conference
Ellensburg has been a well received location by the SAR Community and current
plans are for the Conference to remain in Ellensburg.
SAR instructors, volunteers and professionals from Washington, Oregon, ldaho,
Montana, Canada, lceland, New Zealand and UK regularly aitend the Washington
State Search and Rescue Conference.
2500 character !itnit
Response 2.2*Describe the p.ior success of your evenllaciivilyifacility in altraction lourists.
During the June 201 9 conference:
295 SAR Volunteers paid registrations for the 3 day conference June 21-23
86 SAR professionals and SAR Volunteers attended the pre conference June j720.
Conservative estimates:
The 86 that atiended the preconference (June17-20). 2/3 stayed in Hotel/Motel 113
Camped. (minus 10 that live less than 50 miles away)
Hotel/Motel $1 87 average per night for a 3 night stay= 92g.OUO
Camping $52 average per night for a 3 night stay = 6 3,70,
Conservative estimate: The 295 that attended the Main 3 day Conference (June 21-
23 2019) 2/3 stayed in Hotel/Motel 113 Camped. (minus 20 that live less than 50
miles away)
Hotel/Motel $187 average per night for a 3 night stay = $1 02,.102
Camping $52 average per night for a 3 night stay = 6 14,aU,
Estimated spending inlroduced into Kittilas County during the June 2019 SAR
Conference : $148,248
Estimates achieved using attendance information from the 2019 conference and by
using rates from Kittitas County WA Tourism Alliance Dean Runyan & Associates
study published May 2018 page 95.
2500 cha.acter litnll
Application Questions'. Part 2
3l lmpact
Response 3:
Measuring Results*
Describe ho\a you will pt omole your evenUactivitylfaciIity io attract tourisls.
Measuring Results: We will use paid registrations and attendance counts for
attendees and for the free public classes to track attendees. (Direct count)
We will ask the Host Hotels and Campgrounds for paid room or camp spot counts
when we set up the reservation blocks. And retrieve that information post
conference. (Direct count)
Representative Survey: We will send out a Survey Monkey to all attendees and
instructors post conference.
ln the past 6 months SARVAC has conducted surveys to establish the interest level
in continuing this Conference and the responses indicaie the need and desire to
attend the Washington State Search and Rescue Conference. Outlook for 400 for
the June 2022 canlercnce remains strong.
2500 characler liilit
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 *This conference's success depends on a collaborative effort with local Hotels,
Restaurants, Businesses, City of Ellensburg, Kiititas County, Kittiias County
Chamber of Commerce and volunteer organizations: Washington SARVAC, Kittiias
County Search and Rescue, WA State Department of Emergency Management,
Kitiitas County Sheriffs Office, Pierce County Search and Rescue. yakima County
Search and Rescue and the Kittitas Valley Event Center.
We also work with Kittitas County Chamber of Commerce to assist with tourism
information.
Local Hotels are contacied to arrange blocks of rooms for registration and preferred
fares and rates,
WSECU contributed to the success of the Conference last year and we continue to
look for additional sponsors for this event.
For 2a22 we will use local catering or food truck(s) on site and collaborate with local
businesses, restaurants and Breweries.
2500 character lintil
4.2 Promoting Local
E'UStness
Descrlbe llolv you will prgmote lodgjng establislrnrenls. restauranls, and business localed in Kitiitas CaUnty
WASARVAC will continue to make arrangements with Hotels/Motels and Carnping
sites for Conference attendees.
For 2022 we will be using Online, Social Media, Radio, Newspaper and if possible
Television advertising for marketing.
All required logos and information will be used
There are individual packets handed out to each attendee (swag bags) every year
during conference registration, including Kittitas chamber of commerce handouts
and information frorn upper and lower counly tourism businesses, Restaurants,
venues, establishments, and advertisements. This will continue to be uiilized and we
will add information about tourism throughout Kittitas County to the WASARVAC
registration website or include it as a downloadable form after registration.
ln 2019 we were able to publish a PSA regarding the event In the Daily Record
during the event.
we advertised 4 free public classes locally using local radio psA's and shared class
information througout Kittitas County, City Of Ellensburg and at CWU
25110 characie. lirnit
4.3 Host Hotel*ls lhere a host holel lor yoLlr evenl or grant project? tf yes lisl ll]e holel.
". NO
Yes.
5l Future Plans
Please explain what plans exist to allow this project to become self-sustaining. tnclude any plans for ticket sales,
event sponsors, and other cost-recovery models.
Future Plans*Registration fees are kept as low as possible in order to make ihis training
conference feasible.
The conference is dedicated to training classes for search and Rescue Volunteers
and Professionals for the greater good of the state{s) couniry(s) and communities
in which they serve.
Grant Funds from this Lodging Tax Grani assist in making this event possible.
wsEcu contributed to the success of the conference last year. we continue io look
for additional sponsors for this event.
Self sustainability is not predicted at this time
2500 characler limit
Application Questions: Part 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-I I lnfOfmatiOn If you had a planned event in 2020 or 2021. lvhether they v,rere able to take ptace or noi. please describe any
successes and challenges yoU experienced.
We had planned for June 15-21 WASARVAC Conference in 2020.
Challenges: The June 15-21 2A20 Conference was cancelled due lo COVID 19
We were anxious about2021 and whether or not a galhering this large will be
permiited in 2021 and we ultimately had to cancel for 2021.
we have concerns lhat these cancellations will have impacts on sAR units across
washington state. (Note: many of the classes presented at this conference are field
training and classroom classes that are not otherwise be available to SAR
Volunteers)
Successes: we have been meeting regularly to discuss and implement alternative
ways to partially accomplish lhe goals of this Conference. i.e. smaller classes,
online/zoom classes, alternative sites, some classes in Ellensburg.
2500 characler lirrit
Additional lnformation The Consolidated Lodging Tax Grant assists in our ability to provide this training
ln shorl without this grant we will likely need to increase the registration fee to sAR
Volunteers who attend at iheir own expense. sAR volunteers from here in Kittitas
County and across the Staie devote 1000's of hours in training and on search,
rescue and recovery missions each year without recompense and ai their own
expense.
Spring of 201 9, Spring of 2O2A and 2O21 hundreds of SAR volunteers from other
counties in Washington Stale came lo Kittitas County for evidence searches.
Without proper irained personnel these SAR and Community responses would not
be possible throughout the State.
250u character limit
Suppofting Documents You Bay ilpload any supporling documerts sLich as graphs. irnages, diagra{ns, marketing malerials. etc.
SAR map Auction number 2.pdf 2.ZMB
You are allorve.l lo subrnil ilp to 3 single page iuS Letter) r:locuments in JPG. iiDF or TIFF foBnai
7l Previous Lodging Tax Grant lnformation
Previous Years
Awarded Lodging Tax
Grants*
Overall Attendnace
Past Actual *
381
Past Actual *
361
Number of people travelling more than 50 miles for your event?
Has your evelll received Lodging Tax tL{nds in prevjous years?
' .; No, this event/project has not previously received Lodging Tax Funding.
, : Yes, 1 year previous
.i; Yes, 2 years previous
. Yes. 3 or more years previous
Projected *
400
Projected *
380
Number of people traveling from outside WA State for your event?
Past Actual* Projected *
30 30
The number of overnight guests who stay in paid accommodations in Kittitas County
for your event
Past Actual* Projected *
345 360
Number of paid lodging room nights resulting from you eventlactivity/facility?
Past Actual* Projected*
345 360
Prior Year Paid
Overnight Stay Data
Past Methodotogy*
Projected
Methodology*
,n addilion to field above. you nray upload lhe evidence to support the prior years' roortnight intomration.
You may upload up to three sisgle pages iUS Letter), of inaomation. {f you a single multFpage document. only the
first three pages viill be co[si.lered. The following forn]ats. will be accepted: JpG. pDF or TIFF
Whal methodolo0y did yo* use to calcrrtate tlte 201 9 actual nlmbersz
i-l Direct Count {prefened)
?j lndirect Count
i,*] Representative Survey
i:l lnformal Survey (preferred)
'J Structured Estimate
:i other l-:'
\Atrat methodology will you rrse to calculate the Upcoming lrunrbers?
,i,i Direct Count (preferred)
i.l lndirect Count
i-i Representative Survey
Vj lnformal Survey (prefened)
Lr?,i Structured Estimate
1,1 Other
Methodology
Narrative *
Please explaiu.
During the June 201 9 conference:
295 SAR Volunteers paid regisirations for the 3 day conference June 21-23
86 SAR professionals and SAR Volunteers attended the pre conference June 1 720.
Conservative estimatesi
The 86 that aftended the preconference (June17-20). 2/3 stayed in HotellMotel 1/3
Camped. (minus 10 that live less than 50 miles away)
Hotel/Motel $187 average per night for a 3 night stay= $28,050
Camping $52 average per night for a 3 night stay = $ 3,744
Conservative estimate: The 295 that attended the Conference (June 21-23 2019)
2/3 stayed in Hotei/Motel 1/3 Camped. (minus 20 that live less than 50 miles away)
Hotel/Motel $187 average per night for a 3 night stay = 5192.'' O,
Camping $52 average per night for a 3 night stay = 5 14,tU,
Estimated spending introduced into Kittitas County during the June 20.19 SAR
Conference : $148,248
Estimates achieved using attendance information from the 201g conference and by
using rates from Kittitas County WA Tourism Alliance Dean Runyan & Associates
study published May 2018 page 95.
2500 cha.acter limit
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 forthe project, including any volunieer 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) direclly below.
Finally, what changes would occur if the project couldn't be funded?
Other Funding*Does yoirr orgasizatton have, ot have yoLl applied {or lutrditrg ftom ofiter sources?
lYeS ,NO
Funding for which you have applied but not yet secured
Funding Source
WSECU
Funding Shortfalls*
Matching Funds
Percentage
Amount
$ 4,000.00
l rrat changes will be ,lade if firnding lor your reques! is roi available or recomnlen.led?
washington state search and Rescue conference is an educational conference ihat
affords SAR Volunteers (at their own expense) access to classes.
We anticipate that $175.00 registration fee may need to be raised at some point in
the future.
The Consolidated Lodging Tax Grant assists in our ability to provide this training.
Without the LTAC grant we will likely t'leed to increase the registralion fee to SAR
Volunieers.
2500 character lisrit
185.93
%
This fieid vriil zlsto filt with the correci percentage based on yoilr input le budget seclion belolv.
9l Project Budget Overview
Please complete budget for this project/proposal. lf your agency operates independently of this project application it may
not be necessary to submit the entire agency budget. You must submit a budget which specifically 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 projeclslevents which are
ongoing for more than one (1) year, please also submii actuals from the previous three (3) years of operations (need not
be consecutive) for the project/proposal if applicable.
For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must
submit verifying documentation which assures the contribution will be provided. For instance, if you are claiming in-
kind contributions in the form of advertising match, a binding contract itemizing the rnatching 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.
Verification of ln-kind
Contributions
Budget Year
Edit if necessary 2019 2020 2021
Revenues From Consolidated Lodging Tax Grant
ljor any claimed itr-kird contrilluaions valued al 5500 or nrore and relatecl tc mark-^titrgladvertjsing. you ntilst s{lbmit
verilying docurBentation whjch assures lire conlribuliolt will be provjded.
Volunteer Hours.pdf 106.84K8
Past Actual 3
LTAC Grant Funding $ 10,700.00
All Oiher Revenues
Account Name PastActual 3
wsEcu $ 0.00
Registration $ 50150.00
Past Actual 3
$ 0.00
ln-Kind Contributions (except volunteerism)
Account Name
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
$ 0.00
Past Actual 2
$ 0.00
PastActual 1
$ 0.00
PastActual 1
$ o.oo
$ o.oo
PastActual 1
$ 0.00
2022
Projected
$ 39,800.00
Projected
$ 4000.00
$ 70000.00
Projected
$ 0.00
Contributions of Volunteer Time
Pasi Actual 3 Past Actual 2 Past Actual 1 projected
Number of Hours 7,526 0 0 7,526
EVidenCe of VolUnteef Please upload a single llle which offers evidence ilt suppod of lhe projected voluuteer hours.
contributions *
Volunteer Hours.pdf 1 06.B4KB
Calculated Value of
Projected Volunteer
Time
$ 177,312.56
Past Actual 3
Revenue Totals $ 60850.00
Expenses
Account Name
Operational Costs
DEM Classes
Facility Costs
Past Actual 3
$ 42000.00
$ 35000.00
$ 4000.00
Past Actual 3
$ 81000.00
Past Aciual 2
$ 0.00
$ 0.00
$ 0.00
Past Actual 2
$ 0.00
Past Actual 1
$ 0.00
Past Actual 1
$ 0.00
$ 0.00
$ 0.00
PastActual 1
$ 0.00
PastActual 1
$ 0.00
Projected
$ 291112.56
Projected
$ 29800.00
$ 35000.00
$ 10000.00
Projected
$ 74800.00
Projected
$ 216312.56
Past Actual 2
$ 0.00Expense Totals
Profit & Loss
Past Actual 3
$ -20150.00
Application Certification
Past Actual 2
$ 0.00
The applicant here certifies and affirms: 1. That it does not now, nor will it during the performance of any contract arising
from this application, unlawfully discriminate against any employee, applicant for employment, client, customer, or other
person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion. mrlitary status. sexual
orientation. creed, place of birth, ordisability; 2.fhatilwill 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:
,-,foa*t'rl4aset&g€tttal*e
Name*
Applicant's Title*
James Nale for Blll Gillespie
SARVAC President
INTERNAL REVENUE SERVICE
P. O. BOX 2s08
CTNCINNATI, OH 452AL
DEPARTMENT OF THE TRSASURY
Employer fdentif icatsion Number :
9t-t6424LL
DLN:
17053 1553 4 003 3
Contact Person:
CUSTOMER SERVICE ID# 3:-954
Contac! Telephone Nunberr
1877'' 829-5500
Date:AU0 71za:r
WASHINGTON S?A?E SEARCH AND RESCTIE
VOIJTJIVTEER ADVISORY COUNCIL
c/o BRlsLAwtI LoFToN pllrc
C DENNIS BRTSI,A}TN
5555 I,AKEVIEW DR STE 201-
KTRKLAND, WA 98033
Accounting Period Ending:
December 3L
Public Charity Status:
170 (b) (1) tA) (vi)
Form 990 Reguj-red:
Yea
Effective Date of Exemption:
May 15 , 201"0
Cont.ribuLion Deductibil iEy :
YES
Addendum Applies:
Yes
Dear Applicant.:
we are pleased to inform you t.hat upon review of your application for taxexempt st'atus we have determined t.hat you are exempt from Federal income taxunder sect.ion 50i_(c) (3) of t.he Internal Revenue Code. Contributions to you aredeductible under section L?0 of the code. you are also qualified Lo recej.vetax deductible beguests, devises, transfers or gifLs under section 20s5, 2:.06ot 2522 of the Code. Because this lett.er could help resolve any questionsregarding your exempt staLus, 1rou should. keep it in your permanent records.
Organizat,ions exempt under section 501 (c) (3) of the Code are further classifiedas either public charities or privat,e foundaEions. we deLermined lhat you area public charity under the code section{s) list.ed in the heading of thieletter.
For important. informacion about your responsibilities as a t.ax-exemptorganizat.i-on, go to www.irs.gov/charities. Ent,er \422!-pctr in the search barLo view publication 422:--pC, Compliance Guide for 501tc) (:) public Charities,which describes your recordkeeping, reporting, and discl-osure reguirement.s.
Le!ter 947
-2*
WASFTNGTON STATE SEARCII AND RESCUE
we have sent a copy of this letter to your representat,ive as indicated in yourpower of at.t,orney.
gincerely,
Director, Exempt, Organizat,ions
a
Letter 947
-3 -
WASHINGTON STATE SEARCH AI{D RESCTIE
ADDEI{DT]M
Based on the informat,ion aubmibted with your application, we approved yourrequest for reinslatement. under Revenue Procedure 2ol4-1i.. your effective dateof exempti-an, ae shown in lhe heading of this letter, is retroact,ive to thedat,e of revocabion.
Let,ter 947
These numbers are conservative and represent 2019 volunteer hours as well as projections for the 2022
co nfe rence. (9 / 20 /2021, WASARVACjn)
Dear Lodging Tax Advisory Board,
This is information is for prior Washington State Search and Rescue conferences held in Ellensburg,
especially the one we were a part of in 2013, would all be similar in volunteer participation.
Estimated volunteer hours:
Operations during the Conference: 220 hrs.
Planning Meeting's and prep leading up to the Conference,: 276 hrs.
Scheduling for the Conference: 80 hrs.
Class Development: 240 hrs.
Website Development: 80 hrs.
Volunteers attending classes during the conference: 6,210 hrs.
Instructors teaching classes during the conference: 210 hrs.
lnstructor preparation prior to the conference: 210 hrs.
Total volunteer hours for the 2018 conference: 7,526
AllThe Best
Jim Nale (for Bill Gillespie WASARVAC President)
These numbers are conservative and represent 2019 volunteer hours as well as projections for the 2022
co nfere nce. (9 /20 / 2021 WASARVACjn)
Dear Lodging Tax Advisory Board,
This is information is for prior washington State Search and Rescue conferences held in Ellensburg,
especially the one we were a part of in 2013, would all be similar in volunteer participation.
Estimated volunteer hours:
Operations during the Conference: 220 hrs.
Pf anning Meeting's and prep leading up to the conference:276 hrs.
Scheduling for the Conference: 80 hrs.
Class Development: 24O hrs.
Website Development: 80 hrs.
Volunteers attending classes during the conference: 6,210 hrs.
lnstructors teaching classes during the conference: 2L0 hrs.
lnstructor preparation prior to the conference: 210 hrs.
Totalvolunteer hours for the 2018 conference: 7,526
AllThe Best
Jim Nale (for BillGillespie WASARVAC president)
{4):Igcb.r15 20 25Scale 1:67O112&.5030 35 401 inch = 10.6 milesMercator ProjectionWGS84USNG IOTFS-1-lTKNSARTopo2575 kmEI*TIEEffiN- "-*n'51045 mi15"
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 Advertising 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 Advertisine:
7. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed al IOO% of the cost, including any production costs. To
operate exclusively outside of Kittitas County, the provider must not be physically located in
the County and/or not distribute any media within the County.
2. Print advertising placed with any media provider which operates inside Kittitas County may
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to L0 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 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 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 8,2(a) above, advertising may be reimbursed at the rate of 70% of
the totalcost, including any production costs.
C. Online Advertising:
1. Online advertising and promotion may be reimbursed at 100% of the cost, including any
production cost.
2. Streamed media (radio, television, other) requests for reimbursement must include a
statement from the media provider specifying the percentage of recipients which are
outside of Kittitas County. Reimbursements will be allowed for the percentage distributed
outside of Kittitas County, including any production costs.
D. Direct Mail:
L. Direct mailadvertising may be reimbursed at 100% of the cost, including any production
cost, for each item mailed or shipped to a destination outside of Kittitas County. ln order to
receive reimbursement, a list of the addresses and a signed statement from the contractor
that the list is accurate, or other proof of delivery, must be provided along with other
req uired documentation.
E. Flvers/Posters:
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 atroo%of the cost,
including any production costs. In 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 1oo% 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 Advertisins:
1'. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at ro0% 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 TOO%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 30% of
the total cost, including any production costs.
G. Operation Reimbursement:
Operation costs may be reimbursedlo}%of the paid invoice cost. ln orderto receive
reimbursement operations invoice must an approved cost from the Consolidated Lodging
Tax committee members list. lnvoice provided must include notation of payment with proof
of payment.
Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed
at looYo 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.
Items not eligible for reimbursement:
a. Salaries of employees
b. capitol purchases- any item with 3+ years rife and over s5,000.c. Licenses, permits, insurance, or credit card fees
L
2
3