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HomeMy WebLinkAboutLT-2022-017LT-2022-OL7-ERHOF 2022 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND THE ELLENSBURG RODEO HALL OF FAME 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 ELLENSBURG RODEO HALL OF FAME ("Contractor"), for the 2022lnduction Banquet ("Event"). WHEREAS, the purpose of this Agreement is to provide for activities and expenditures designed to increase tourism, NOW THEREFORE, in consideration of the terms and conditions contained herein, or attached and incorporated and made a part hereof, the County and the Contractor mutually agree as follows: Section 1.of Work. a. Contractor shall provide the services and staff described in its Application for Lodging Tax Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A" which is attached hereto and incorporated herein by this reference. b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the following as required to perform the services, described in Paragraph (a) above, in accordance with this Agreement: Personnel, labor and supervision; technical, professional and other services. All such services, property and other items furnished or required to be furnished, together with all other obligations performed, or required to be performed, by Contractor under this Agreement are collectively referred to herein as "Services." c. Contractor shall commence, perform, and complete such Services in accordance with Exhibit "8" which is attached hereto and incorporated herein by this reference. Section 2. Pavment. As full compensation for satisfactory performance of the Contractor's Services, the County agrees to pay Contractor the sum of six thousand eight hundred and seven dollars and fifty cents ($6,807.50) (Kittitas Co. lodging tax funding). b. Additional payment terms: The County will make payment to the Contractor only on a reimbursement basis, as receipts/invoices for any items including marketing and/or advertising are submitted to the County, not to exceed the sum of six thousand eight hundred and seven dollars and fifty cents ($6,807.50) (Kittitas Co. lodging tax funding) c. Services/Expenses that are reimbursed must be dated during the current year and final date to submit reimbursements requests isJanuary 15,2023 afterthis date funds lapse. d. Requests for reimbursements must be submitted to: Kittitas County Auditor Attn: Auditor's Accounting a 2022 County Lodging Tax Funding Agreement Page 7 LT-2022-077-ERHOF 205 West 5th Ave - Suite 105 Ellensburg, WA 98926 a uditorsaccountin 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 Advertising and Marketing r Web enhancement and maintenance r Communication r Facility rent r Production stage sound system etc.- Equipment rental o Display o Photography and video recording r Security and volunteer training o Speakers and talent fees . QR Codes to Website g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and is further expressly denied funding for the following items as requested in the application as defined in Section l(a): N/A h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as no more than two reimbursement requests with supporting documentation. 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 add ress: http ://www.co. kittitas.wa. us/a ud ito r/defa u lt.aspx Section 3. Pe 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. e 2022 County Lodging Tox Funding Agreement Page 2 LT-2022-OI7-ERHOF c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders, licenses, permits, and other requirements, now or hereafter in effect, of any governmental authority (including, but not limited to, such requirements as may be imposed upon the County and applicable to Services). Contractor shall furnish such documents as may be required to effect or evidence such compliance. All laws, ordinances, rules, and orders required to be incorporated into agreements of this character are incorporated into this Agreement by this reference. Contractor agrees to obtain all required licenses and permits, and further agrees to keep them in full force and effect during the term of this Agreement. d. The County and the Contractor agree that in fulfilling the terms and conditions of this Agreement neither shall discriminate on the basis of race, creed, color, national origin, age, sex, marital status, or the presence of a physical, sensory, or mental handicap. e The Services shall at all times be subject to inspection by and approval of the County, but the County's making (or failure or delay in making) such inspection or approval shall not relieve Contractor of its responsibility to perform the Services in accord with this Agreement, notwithstanding the County's knowledge of defective or non-complying performance, or the substantiality or ease of discovering the same. Contractor shall provide the County with sufficient, safe, and proper facilities and equipment for such inspection and free access to such facilities. f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly furnish the County or its designee, or such Federal or State auditor with such information related to the Services as may be requested by the applicable governmental entity. Contractor shall preserve and maintain all financial records and records relating to performance of Services under this Agreement for six (6) years after contract termination. For such duration after the County makes final payment of compensation due hereunder, Contractor shall provide the County access to (and the County shall have the right to examine, audit and copy, with or without notice) all of Contractor's books, documents, papers and records related to the Services or this Agreement. g. Contractor understands and acknowledges that Contractor is solely responsible for its own reporting and accounting of all state, federal, social security, and local taxes, of every nature, arising from Contractor's performance of this Agreement. All compensation received by the Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in accord with the applicable IRS regulations. Section 4. Release. lndemnity, and Hold Harmless. The County assumes no liability for the Contractor's actions under this Agreement. Contractor releases and shall defend, indemnify, and hold harmless the County, its officers and employees, agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities, damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or may arise or be alleged to arise out of or by reason of this Agreement including: Any fault, negligence, strict liability or product liability of Contractor in connection with the Services for this Agreement; Any lien asserted upon any property of the County in connection with the Services for this Agreement; a a 2022 County Lodging Tox Funding Agreement Page 3 LT-2O22-OL7-ERHOF a Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance, rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of any governmental authority; or a Any breach of or default under this Agreement by Contractor Section 5. Comoliance Public Records Law. a ln compliance with Washington's public records law, the County will retain copies of any documents associated with this Agreement, which may be required by law unless legally exempt from such retention, for any applicable legally required retention period. b. ln the event a public records request is made to the County for documents created in relation to this Agreement, should legal uncertainty arise regarding the disclosability of any documents under federal or state public records laws, the County shall provide notice to Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow Contractor to seek a court injunction. The County specifically shall not be liable to Contractor for the County's release under public records laws of any documents not protected by trademark, copyright or other law. Section 6. lndustrial lnsurance Waiver. With respect to performance of this Agreement and as to any claims against the County, its Additional lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to 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 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 Contractoragrees to provide proof of insurance prior to commencing performance of this Agreement. c 2022 County Lodging Tax Funding Agreement Pdge 4 LT-2O22-OT7-ERHOF d. Copies of the County's written request and the insurance documents provided by Contractor shall be attached to this Agreement and by this reference will be made part hereof. 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 allor any portionoftheServicesnotyetperformed,whetherornotContractorisinbreachordefault. 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. 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. 5th Ave. Ste. 1"08, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the County to the Contractor shall be given to the Contractor's address provided on the signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class, postage prepaid, certified mail, return receipt requested. d. The section and paragraph headings of this Agreement are for reference convenience only and are not intended to restrict, affect or be of any weight in interpreting or construing the provisions of such sections or paragraphs. 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. 2022 County Lodging Tax Funding Agreement Page 5 LT-2O22-OI7-ERHOF f. Contractor warrants to the County that the individual signing on Contractor's behalf has the requisite power and authority to enter into and to perform Contractor's obligations under this Agreement. Contractor further warrants to the County that Contractor has made no misrepresentation or misleading statement in connection with this Agreement, and is not in violation of any applicable law, ordinance, or regulation the consequence of which will or may materially affect Contractor's ability to perform its obligations under this Agreement. g. lf any term or condition of this Agreement or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect the other terms, conditions or applications which can be given effect without the invalid term, condition or application. To this end, the terms and conditions of this Agreement are declared severable. h. The exclusive venue for any action brought to enforce this Agreement or any of its terms shall be in Kittitas County, State of Washington. The performance of this Agreement is subject to termination without liability by either party upon the occurrence, or upon the prediction by the National Oceanic and Atmospheric Administration, any other agency of the United States Government, or any agency of the Government of the State of Washington of the occurrence of any circumstance beyond the control of either party-including, without limitation, acts of God, war, acts of terrorism within a fifty (50) mile radius of Kittitas County, government regulations, disaster, pandemic/epidemic illness, strikes or threat of strikes (except that neither party may terminate this Agreement for situations involving that party's own employees), civil disorder, or curtailment of transportation facilities-to the extent that such circumstance makes it illegal , impossible or economically impracticable for the parties to complete the duties and mutual obligations agreed upon and imposed upon them herein. The ability to terminate this Agreement without liability pursuant to this paragraph is conditioned upon delivery of written notice from one party to the other within 10 days of such occurrence or upon delivery of written notice from one party to the other within 24 hours of the receipt of notice of the prediction of any of the above occurrences. To the extent feasible within the constraints imposed by any event of the type described above, the parties agree that if the triggering event is of apparently or likely transitory effect, the parties may negotiate such amendments to the agreement that are mutually satisfactory and not otherwise contrary to law, including but not limited to a change in the dates for completion of any portion or the entirety of this agreement. 2022 County Lodging Tox Funding Agreement Page 6 LT-2022-OL7-ERHOF KITTITAS COUNTY OF NTY COMMISSIONERS CZ,atr Brett chsmith, Commissioner tg ,a-2-- L f) \l<- Clerk of the Board APPROVED AS TO FORM: Deputy Prosecuting Attorney CONTRACTOR IPrint N lAddressl [Telephone] C a V u1 Y 2022 County Lodging Tax Funding Agreement Page 7 Exh(bil n"a CLTAC: Application for Lodging Tax Grant Funding Grant Application Workshop - 2021* Submittal lnstructions & General lnformation * Did you atlend the Grarll Application Workshop - 202 1 hosted by lhe Kittilas Counly Charlber ol Conrnterce? ,?, Yes No l)r Yes, I have read and |ndersland Subnritlal lnslruclious atrd General lntormation lor lbe 2021 Lodljing Tax Grant F|rdiDg Process You are strongly encouraged to compose your respon$es to the questions of this form with a desktop text editor and save your work. then copy and paste the information into the form. You may also save a drafi by selecting the button at the bottom of this page. When you do this you will be logged out and must log back in to continue. ln order to save a draft you will need to provide an email address and a password. After completing the save draft, you will be redirected to landing page containing a link to log back into the form. We suggest you save this link as a bookmark. The link witl also be sent to you in an email. For your convenience we have provided a word document version of the questions. Download it here. Organization lnformation Name of Organization* Ellensburg Rodeo Hall of Fame Organization Address* street Addless 2500 Kitiitas Hwy Address I ine 2 Cit)' Ellensburg, WA Postal I Zip Code 98926 Slale 1 Province I Regiotl WA Country United States Organization is a:*r Business 'tr Non-Profit (Note: Please submit W-9 for business or IRS Designation Letter for non-profit.) Click here to view sample documents (redacted). Upload Proof of Organization Status* Project Contact lnformation ERHOF IRS 501c3 Recognition Document 07-30- 2001 .pdf ERHOF W-9 2020pdf.pdf Acceptai:le iile formais ntclude: .lPG. PDF tx IIFF. 1.71M8 763.63K8 First Name* Last Name* Phone Number* - ..*Email murf@elltel.net Marie Smith 509-856-71 99 Project or Event lnformation ProjecVEvent Name* Service Categories Event Dates Start Dates* 7t'U2022 ProjecVEvent Location * New or Ongoing ProjecVEvent?* Amount of Funding Requested * Ellensburg Rodeo Hall of Fame lnduction Banquet Check all categorie$ that apply lo this applicalion i7- i Tou rism promotion/marketing iVJ Operation of a special event designed to attract tourists ,iJ Operation of a tourism related facility i I Other l* --- Event Dates Please provide any specific dates, or range of dates, on which your evenl or project will be held. You may add as many dates or date ranges as necessary. End Dates 913012022 1051 Sorenson Road -Spirii Therapeutic Riding Arena ( ) Ongoing ProjecVEvent (More than four years in existence) i;-) New Project/Event (Four or fewer years in existence) $ 11285.00 lfyou selected "Ongolng Project/Event" above this amount may not exceed 10% ot the total expense budget of this proiect, Funding Request Max Tourism Seasons*From the list below. what seasorl lvill your projecl enhance tourism? Seleat any which apply. ,ti Year-round (January - December) i.; Off Season {November - February) -,i Shoulder Season (October or March - May) i7J High Season (June - September) Application Questions: Part 1 Please answer each question completely, in the order listed. Please include any supporting data within the response narrative, 1 | ProjecUEvent Description Please provide a description of your projecVevent. Response 1: ProjecVEvent Description * Ellensburg Rodeo Hall of Fame (ERHOF) has a museum that is open to the public year around. The museum inducts new members that are participants of rodeo's past every year for our ongoing displays to promote the history of the Ellensburg Rodeo. We are a separate non-profit organization rn coordination with the Ellensburg Rodeo. Our project is to develop an lnduction Ceremony that will draw the supporters and advertise our museum to the public. Because the rodeo draws people from far and wide who are involved in the rodeo we will hold this event in close proximity to the Labor day weekend to draw people here at an earlier date lo come to Ellensburg and enjoy the multiple activities going on all week. ln 2021 we decjded to try an initial event at Spirft Therapeutic Riding Center, an outdoor arena that allows for up to 300 people to attend. Our plans were made when we felt the pandemic was lifting but in the end we modified as the resurgence began to alter the state rules for gatherings. We advertised with posters. newspaper ads, newsletters to our membership. sent out postcards and used Facebook and lnstagrant to get the word out. We offered a dinner prepared by the Cattlewomen of Kittitas County and a production of our 2 new lnductees and their history with the early Ellensburg Rodeo_ We had an attendance of 125 people. 30 of these were from more than 50 miles away. We promoted our museum and the padners we have in Kittitas County. ln 2022 we can see so many ways to broaden this event to bring more people as we feel the pandemic should ease and life by Labor Day week should allow for more attendance. The feedback we received from our supporters was very positive and has lead us to believe we can be more successful next year. ln 2022we will bring in more lnductees and broaden our scope of advertising and offer western entertainment io enhance the experience. Our board feels thai this event will bring people to Kittiias County all year around as the word gets out about our museutll that is open all year long. ?5i10 characler !i[]il Video Link Plelrse prqvide os link io a b,ief \tideti srlnrnary of yo! orga,rizlii:or's evetrl;'proiec1. YoU LlUST be present at lhe Q&A r*eeling in Novetrtber to qualifv ior fiin.linq https:/IERHOF@YouTube List of lntended Use of Funds* Advertising and Marketing Web enhancement and maintenance Communication Facility rent Production stage sound system etc. Display Photography and video recording Security and volunteer training Speakers and talent fees QR Codes to Website 2l Supporting Kittiias County as a tourism destinaiion 1. Away from their place of residence or business and staying overnight in paid accommodatiorrs; 2. To a place fifty miles or more away from their place of residence or business for the day or staying overnight, 3. or from another country or state outside of their place of residence or business. You must provide the evidence utilized in determining your projections. Response 2.1 * Response 2.2* Application Questions: P art 2 3l lmpact Response 3: Measuring Results* V./hy would la!rrisls travel to Kiltilas Couniy to atttend your event'aciivityrtacil,ty? ERHOF has proven with our attendance guest book registry that people are interested in the history that we have to offer. When we see that the Ellensburg Rodeo draw thousands of fans for 4 days of rodeo and the Cowboy Channel has brought it to the television viewers we see the sport of rodeo and its American values are appreciated by a large part ofoursociety. lt has an almost 100 year history which in 2 years we will be celebrating this while the recognitron and appreciation for rodeo grows. We offer qualiiy displays in 4 locaiions. The Western Village @ the rodeo grounds, the Ellensburg Rodeo Office, Hotel Windrow and our Museum in downtown Ellensburg. The visitors guest book located in the museum in the first year of operation (even during COVID), we had guests from Australia, Colorado. Nevada, Utah. Oregon, South Carolina, Montana, Oklahoma, California, Arizona, Texas and Alaska 2500 charasle. li[]it Describe th.r p,ior sircress ol your evell/actrvitylfaciliiy ilr atlracliorl Irurisis. It has shown in the response to opening the museum despite all the restrictions during the pandemic and the amount of attendees on a daily basis. We have seen the support of donors increase in doubling our menrbership and fundraising abilities. The feedback fiom our supporters has been positive and uplifting and shows promise for the future if we continue on the path of offering access to cultural history of the rural lifestyle appreciated by so many. People who have moved away and have been involved in the Rodeo production love to get together at this time of year and celebrate the history that they have helped creaie. Ihe Labor Day weekend has and continues to make great rnemories for people that has been an annual event for nearly 100 years. This speaks for itself. ?5U0 cbaracler linril Describe how you vtill prontole your evenvactivity/faci[ily to atlract lourisls. We plan to target the audience of the Cowboy Channel/RFD TV PRCA Magazine and the Daily Record/Fair/Rodeo Program(s). We feel this will attract those most interested in the Hall of Fame and our inductees. KIMA TV out of Yakima covered our lnduction in 2021 and it aired for two days in their news feed. Last year this showed very positive as our guest book revealed guests from: Australia, Colorado, Nevada, Utah, Oregon, South Carolina. Montana, Oklahoma, Californra, Arizona, Texas and Alaska ?500 character linl1 Application Questions. Part 3 4l Collaboration lfyour organization collaborates or has created partnerships with other organizations, groups, or other events, how is this accomplished? 4.1 Collaboration* 4.2 Promoting Local Business* ERHOF museunl is part of the Western Culture and Art Center that rncludes an alliance with Western Art Association and the Clymer Museunr and Ari Gallery. We support each other as venue and a means to enhance Kittitas County and the culture available to patrons. Spirit Therapeutic Riding Center is a nonprofit and we would support each other by advertising and renting their facility while showing its location and function io a different crowd. The Kitiitas Co. Cattlewomen were in need of a fundraiser so hiring them to do our dinner for the lnduction was a welcome addition to their roster and a successful addition to our event. The Palace Caf€ was the bar for our event. We work with the Ellensburg Rodeo to promote their event by doing a royal courl poster as a fundraiser. When the Ellensburg Rodeo was inducted into the Pro Rodeo hall of fame ERHOF provided the history and arlifacts for a display at the Hall of Fame site in Colorado. We draw people to our downtown rxuseum with displays at the Windrow Hotel and the Rodeo and Chamber offices. We work with up to 30 local artists and sponsors on our fundraiser: Arts of Fame, every year for the last g years. Gallery One has particlpated in suppo(ing this art project. ERHOF participates in First Friday art walks on a monthly basis. Old Mill Country store has contributed gift certificates to promote both our organizations. 2500 charn.ler lirril l)escribe helv yoil will prenrote lodging estabiishm--nls, reslauranls. ancl business,o.:ated in Killilas CouNty We can add a promotion to stay in local hotels with a discount for our event along with coupons for restaurants if awarded grant money to assist in this promotion. We print posters with the names of the artists and many business sponsors that support us in our endeavors throughout the year and do displays at the museum. We could offer door prizes with certificates obtained from local business. 2500 chara.rter lirnri 4.3 Host Hotel*ls lhere a h{rst holel lor your eveil or !rant }roject? It yes lisl tho hoiel. cNo Yes. 5l Future Plans Please explain what plans exist to allow this project to become self-sustaining. lnclude any plans for ticket sales, event sponsors, and other cost-recovery models. Future Plans*Cost recovery; ERHOF will sell tickets to the dinner event and continue their fundraising efforts and sponsors that have been successful to date. Our inaugural event in 2A21 at Spirit Therapeutic Riding was self sustained by these methods. Our museum has sponsorship opportunities and smaller events to raise futrds- 2500 chara.ler lirnit 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-1 I lnfOfmatiOn lf you had ? plarned evenl ilr 2f120 or 2021, whethei they v/ere able to lake place ar ilat. ple ase Cescribil ary successes itnd chillleltges you experienced. Challenges were seen in the amount of people attending this event as the roller coaster of rules kept changing with the spread of the new variant where we had to limit the number of atlendees and the space to social distance with seating arrangements. We did not spend funds to promote widely with the question of rules io allow an event. Additional lnformation 2500 ciraracler lirlit 21;00 chaiacter linlit SUppofting Documents YoU may upload any sirpporling docunrents silch as qraphs inrages, diag.ams. marketing nraterjals. etc. You are allolved to submil up to 3 single page {US Leller) documents in JPG. POF o. TIFF format 7l Previous Lodging Tax Grant lnformation Previous Years Awarded Lodging Tax Grants* Overall Attendnace Past Actual * 125 Has you. €vent received Lodging Tax lunds in previous years? 'a-: No, this eventlproject has not previously received Lodging Tax Funding. :.! Yes, '1 year previous ...: Yes, 2 years previous Yes. 3 or more years previous Projected * 250 You ntay upload up to three sirgle pages (US Lelle.). of infornlal;on. lf you a single nrulti-page document, only the first three pages vrill be considered. The following formats. will be accepled: JpG. pDF or TIFF l lhat melhodology did you use io calculate the 201 I actual nuntbers? . Direct Count (preferred)'i lndirect Count : l Representative Survey i : lnformal Survey (preferred) I I Structured Esiimate Number of people travelling more than 50 miles for your event? Past Actual* Projected * 20 100 Number of people traveling from outside WA State for your event? Past Actual* Projected * 540 The number of overnight guests who stay in paid accommodations in Kittitas County for your event Past Actual* Projected * 532 Number of paid lodging room nights resulting from you evenUactivitylfacility? Past Actual *Projected * 5 I lI additioll lo fleld above, you may upload lhe evidence lo suppo|t the prior years' roomlnight info.nation. 2 Prior Year Paid Overnight Stay Data Past Methodology* Projected Methodology* Methodology Narrative* Application Questions: Part 5 Matching Funds Percentage V'ihal rrlethodolqgy wlll yo.l use lo calcLllzlle llte Llpcornina ilufibers? ' Direct Count (preferred) ; lndirect Count ; Representative Survey , lnformal Survey (preferred) i Structured Estimate I Other Based on potential lnductees and where they are from. Pleese explain. ERHOF sold tickets to our event on EVENTBRITE which has a tracking feature with purchasers information. We also have guest rosters at our museum and the Western Village display to track who comes in and where they are from. ln addition we could ask where they are staying. Many who are in town for other reasons also come in to see the museum year round. ln the first year of being open our guest book alone had 1,000 sign-ins. We expect this to grow this coming year as COVID restrictions are lifted (hopefully), and word spreads about the museum. The Board is looking at other ways to track our guesis and have a few ideas...including new software we are looktng at for better tracking of donors, visitors and includin:g the Website and YouTube activity. 2500 character lir]rit 8l Funding Does your organization have, or have you applied for. grant funding from other sources? lf not, why not? lf yes. please list the funding you have for the project, including any volunteer and in-kind souries in Question 9l Project Budget Overview. Funding sources and arnounts which have not yet been secured will be listed separately. in the field(s) directly below. Finally, what changes would occur if the project couldn't be funded? Other Funding *Does your organizatiolr h.rve or have you applied for iunding flotrt olher sources? : Yes a, No Explanation *lf nOt why trolz 2021 was the first year that we tried this format for our induction and have not fully researched other sources at this tinre. This will be arr ongoing search for our Board of Directors to find funding sources for this event. The Hall of Fame has been in existence since 1997 and has built up a fund to fall back on of $300,000 mostly invested currently. We have $40,000 in cash to cover our needs for the coming year. Our Board believes strongly in raising funds for our operation of the museum and we see this as one of our primary functions. and always look for ways to fundraise, we are a working board. 250{} chararler lirnit Funding Shortfalls*V'ftat changes will be ntade lt tunding ior your ter]uesl is not availzlhle or rerollntended" There may be minor adjustments where possible, such as cutting back on advertising. As previously stated the Board has been working for years and built up a fund to use in the event that we need to. 2500 characler ltrn,t. 50.95 o)/o 'lhis field will auio till !'/ilir li)e correcl perceniage based o'r yolt. irilu! to trudgel section beloyr. 9l Project Budget Overview Please cornplete budget for this projectlproposal. lf your agency operates independently of this project application it may not be necessary to subrnit 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 projectslevents which are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations (need not be consecutive) for the projecilproposal if applicable. For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must submit verifying documentation which assures the contribution will be provided. For instance, if you are claiming in- kind contributions in the form of advertising match, a binding contract itemizing the matching value and obligating each party must be provided. ATTENTION: In an effori to allow an adequate level of flexibility for all applicants, not all flelds in the budgei 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 claimed in-k[rd contfibutior]s valued at $500 of more and reiated lo marketingladverlisrng. you musl submit verifying docunrentelion \rrhich assures llte cotrlribution will be provided. 2021 2022 Revenues From Consolidated Lodging Tax Grant Verification of ln-kind Contributions Budget Year Edit if necessary Past Actual 3 LTAC Grant Funding $ 0.00 All Other Revenues Account Name PastActual 3 Ticket Sales $ 0.00 ln-Kind Contributions (except volunteerism) Account Name Tables and Chairs Past Actual 3 $ 0.00 Past Actual 2 $ 0.00 Past Actual 2 $ 0.00 Past Actual 2 $ 0.00 Past Actual 1 $ 0.00 PastActual 1 $ 3160.00 PastActual 1 $ 750.00 Projected $ 11 ,285.00 Projected $ 5000.00 Projected $ 750.00 Projected Projected $ 24'103.00 Contributions of Volunteer Time Past Actual 3 Past Actual 2 Number of Hours 300 Evidence of Volunteer Contributions* Calculated Value of Projected Volunteer Time Past Actual 3 Revenue Totals $ 0.00 Please uploacl a single file v.ihich oflers evidence in support of ihe p. ojecled volunleer hours. Volunteer schedule for lnduction Banquet.pdf 444.95K8 $ 7,068.00 Past Actual 2 $ 0.00 PastActual 1 210 PastActual 1 $ 3910.00 Expenses Account Name lnduction Plaques/Awards lnduction Display/Printing lnduction Travel/Lodging Advertising Video Production Venue/Sound Website Updates for Event Past Actual 3 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 Past Actual 2 $ 0.00 $ 0.00 $ 0.00 PastActual 1 $ 175.00 Projected $ 250.00 $ 6900.00 $ 750.00 $ 1285.00 $ 500.00 Projected $ 11285.00 Projected $ 12818.00 $ 275.00 $ 400.00 $ 0.00 $ 1200.00 Past Actual 2 $ 0.00 Past Actual 2 $ 0.00 $ 0.00 $ 650.00 $ 1285.00 $ o.oo Past Actual 1 $ 2385.00 Past Actual 1 $ 1525.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 Past Actual 3 Expense Totals $ 0.00 Profit & Loss Past Actual 3 $ 0.00 Application Certification The applicant here certifies and affirms: 1. That it does not now, nor will it during the performance of any contract arising from this application, unlawfully discriminate against any employee. applicant for employment, client, cuslomer, or other person who might benefit from said contract, by reason of age, race, color. ethnicity, sex, religion, military status, sexual orientation, creed, place of birth, or disability: 2. That it will abide by all relevant local, 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: {%drk'5ftu6 Name* Applicant's Title* Marie Smith Event Coordinator INTERNA"t REVENUE-. .(VICE P. O, BoX 2508 cIlrcINNATr, OH 452Ot Jul I o zool DEPARI'I'IENT OF THE TREASURI Enployer Identif ication Nunber: 9l-1883840 DLN: 60 I 2050 76 Contact Person: DENNIS SAYF.RS ID/I 52486 Contact Teleplrone Number:(877) 829-ss00 Date: ELLENSBURG RODBO HALI OF FAME ASSOCIATION C/O Aos KELLY 508 N MAIN ELLENSBURG, WA 98926 Accountlng Period Ending: December 3l Form 990 Required: Yes Addendum Applies: Yes Dear Applicant: Based on information supplied, and assrrming your operations will be asstated in your application for recognition of exemption, we have deterrninedyou are exempt fron federal i.ncome tax under seetion 501 (a) of the Internal Revenue code as an organization described in section 501(c)(3). We havi further detennined that you are not a private foundation withinthe neaning of section 509(a) of the Code, because you are an organizationdescribed in section 509(a)(2). rf your sources of support; or your purposes, eharacter, or method ofoperation change, please let us know so we can consider the effect of the change on your exempt status and foundation status. In the case of an amend- ment to your organizational document or bylaws, please send us a copy of the amended docunent or bylaws. Also, you should infonn us of all changes in your natne or address, As of January 1, 1984, you are liable for taxes under the Federal Insurance Contributions Act (social security taxes) on remuneratiorr of $lO0or more you pay to each of your employees during a calendar year, you arenot liable for the tax imposed under the Federal Unernployment Tax Act (FUTA). Since you are not a private foundatj.on, you are not subject to the excisetaxes under Chapter 42 of the Code. However, if you are involved in an excessbenefit transaction, that transactj.on mjght be subject to the excise taxes nfsection 4958, Additionally, you are not aul:onatical l.y exempt f rorn othcrfederal excise taxes. If you have any questions abotrt excise, employrnelt, orother federal taxes, please contact your key district office. Grantors and eontributors nay rely on thjs determination unless theInternal Revenue Service publishes notj.ce to the contrary. However, if you lose your section 509.(a)(2) status, a Brantor or contrjbutor rnay nof rely on this determination if he or she was in part responsible for, or waS airare o-o O Letter 947 (D0/CG) -2- ELLEN.SBURG RODEO TIAI,L OF FAME >'o-o CJ of' the act or failure to act, or the substantial or naterial chapte orr r.hepart of the organizatj-on ttrat resulted in your loss of such statusr or j.f he orshe acquired knowledge that the rnternal Rlvenue service had given notice thatyou would no lonter be classified as a section 509(a)(2) organization. Donors may deduct contributions to you as provi.ded in section 170 of thecode. Bequests,_ legacies, devises, transferr, or gifts to you or for your lrseare deductible for federal estate and ei.fi t"* p"rpo"es if they meet theapplicable provisions of code sections 2oss, zroa, and 2s22. contribution deducti-ons are allowable to donors only to the extent thattheir contributions are gifts, with no consideration received. Ticket pur-chases and similar Paynents in conjunction with funrlraislng events may notnecessarily qualify as deductible contributions, depending on the circum-stances, see Revenue Ruling 67-246, publisneJ-in crrmulative Bulletin 196l-2,on pa8e 104' which sets forth guidelines regardin* atu deductibili.ty, as chari-table contributions, of paynenfs made by taxpayers for admissiorr to or otherparticipation in fundraising activities for ctrarity. rn the heading of this letter tre have indicated uhether you rnust file Form990' Return of organization Exernpt From rncor" iax. rf yes is inJicated, youare required to file Form 990 only if your gross receipts each year arenormally more than $25,000. However, ir you receive a Form 990 package in thernail, please file the return even if'you io not exceed the tross receipts test.If you are not required to file, simply attaclr the label provided, check thebox in the heading to indlcate ihat you. annual Bross reeeipts are normally$251000 or less, and sign the retllrn. rf a return is required,-it nusr be fil.eil by the l5th day of the fj-fthmonth after the end of your annual accounting p"rioa. A penalty of g20 a d.ayis charged when a return is filed late, unless-there is reasonable cause forthe delay. llowever, the maximum penaliy charged cannot exceed g10,000 or5 percent of your gross receipts ior tt,i y"url-wnicnever j.s ress. Fororganizations with gross receipts exeeeding $i,000,000 in any year, the penaltyis $100 per day per return, unless there is reasonable cause'f6r the delay,The maximum penalty for an organization with 6,ross receipts exceeding$1,000,000 shalt not exceed $50,000. rfris peiaiiv *rv also be charsed if areturn is not complete, so be sure your return is complel-e before you file it. You are reqtrired to make your annual infornati.on return, Forrn 990 orForm 990-EZ, available for public inspecEion fr:r three y€ars after the laterof the due date of the return or the date the return ls filed. you are alsorequired to make availabl.e for public inspection your exenption application,any supporting docurnents, antl your exemption tet. ter. Cnpies of tlresedocuments are al.so required to be providetl to any iurlj.vitlual upop written or inperson request wi.thout charge other than reasonable fees for copying anapostage. You may fulfill this requirement by placing these documents on thernternet' Penalties may be imposed for failirre to eonply wi.th tlreserequirenents. Additional lnformatlon is available i.n -puitication 557,Tax-Exempt status for your 0rganization, or you may call otrr toll fr-eenunber shown abcrve, Letter 947 (In/CC) h ffi_o (=') -3- ELLENSBURG RODEO HAIL OF FAME You are not reguired to file federal income tax returns unless yon aresttbJect tn the tax on unrelated business income under,section 5ll of the code.J! you are subJeet to thi.s tax, yorr must fil.e an income tax reiurn on Forn990-T, Exempt organization Business rncome Tax Retrtrn. In tlri.s letter rde arr)not determining whether any of your present or proposed activities are unre-lated trade or br-rsiness as defined in section sir nf the cotle, You need an employer identification number even if you have no employees,rf an enployer identificatj.on number was not entered on your application, anumber will be assigned to you and you will be ad.vj.sed oi it. -Fteus" use thatnumber on all returns you file and in all correspondence with the InternalRevenue Service. This determination is based on evid,ence that your funds are dedicatedto the purposes listed in section 501(c)(3) of the Code. To assure yourcontinued exemption, You should keep records to show that funds are expendedonly for those purposes. If you distribute funds to other organizations, yo.rrrecords shourd show whether they are exempt under sectio'501(c)(3), rn caseswfrerg-the recipient organization ls not eiempt under section 501(c)(3), thereshould be evidence that the funds will rernain aeaicated to the requiredpurposes and that they will be used for those purposes by the recipient. If distributions are made to individuals, ease histories regarding thereclpients should be kept showing names, addresses, purposes of awards, mannerof selection, relatlonship (ie any) to members, officers, trustees or dorrors offunds to you, so that any and all distributions made to j.ndividrrals can besubstantiated upon request by-the rnternal Revenue service. (Revenue Ruling56-304, C.B, 1956-2r paBe JO6:) If we have indicated in the heading of this letter that an addendumapplies, the enclosed addendum is an integral part of this letter. Because thJ-s let'ter could help resolve any qtrestions about your exemptstatus and foundati.on status, you should keep it in your permarlent records, If you have any questions, please contact the person whose name andtelephone number are shown in the heading of this litter. Sincerely yours, rt.-* / n;//* Steven T. Miller Director, Exernpt Orgarri zalions Enclosure(s): Addendum Letter 947 (D0/CG) t -4- ELTENSBURG RODEO HALL OF FAI"IE Based on the facts and circumstahces represented in the organizatioirrs requestfor relief, pursttant to section 301.910d-3 of the rncome Tax Regulatlons, anextension of the fil.ine period fixed by section 1,508_l (a)(D of theregulations has heen granterl . Accordingly, l.1e nrgani znt-iorr rs exen'tirrn rrntlersection 501(c)(3) of the code wiLl be eirlctJ..re from Arrsust 15, l9gt, thedate your organization was formed. o-o O Letter 947 (D0/Cc) Form (Rev. Ocbber20l8) Depanment of the Treasury lntanal RwenueS€rvice Enter yourTlN in the appropriate box- The TIN provided must match the backup withholding. For individuats, ihi$ is generally your social security r€sident alien, sole propnretor, or disregarded entity, see the instuctions Sign Here Signeturo of U.9 pcrson >nz?- General ns Section reference$ are to the lntemal Revenue Code unless otherwise noted. Fufurc developnEnts. For the latest information about developments related to Form W-9 and its instructions, such as legislation enacted aftor they wer€ published, goTo www.irs.govlFormW9. Purpose of Form An individual or enlity (Fom W-9 requester) who is required to file an information refum with the IRS must obtain your corect taxpayer idenffication number filN) which may be your social security riumber (SSl$, lndividual taxpayer identification number (fflN), adoption taxpayer identification number (ATIN), or employer identification number (ElN), to report on an information retrm the amount paid to you, of other amount reporhble on an in{onnation retum- Examples ol information retums include, but are not [mited to, the following. . Folm 1099-lNT 0nterest eamed or paid) Request fior Taxpayer ldentification Number and Certification > Go to Bryrv.ri's. go|ilFotmnig la insilruclions and the tatest innormatbn. Give Form tothe requester, Do not send to the lRS. 4 E<empti:ns (codes apply only to certain entitiqe, not individuals: see instsuctions on page 3): Exempt payeecode 0f any) EKe mpti on from FATCA reporti n g code ffany) @tb b @fr ddhM d6'rto $e U.sl narne and address or currently subject to backup withholding b€caus€ not apply- For mortgage interest paid, w-g rt oct)(0 o. tro .6ocCLO>iEfi) OE t-a d-q Eooo.ooll)(D 1 shown on yot{is reqired on enlity nane, it dtbr€nt ftom abov€ accounl here name given on line 1 to avold number (SSN). Horever, for a for Part I, later. For other qntitiee, it 16 your employ€r identificatlon number {ElN). lf you do not have a number, see Holy to get aTlN,lalq. Note: lf the account is in more than one name, see the instructions for line 1. Also see What Name and Number To Giye the Reg.Jester for guidelines on whose number to enter. Under penalties periury, I oedify that 1 ' The number shown on lhis form is my conect talqrayer ldentiffcadon number (or I am waiting for a numb€r to be issued to fie); and 2. I affnot lu-bjg-ct to backup withholdirg because: (a) I am er<empt fom backup withholding, or (b) I have not been notited by the Intemal R€venue Service (lRS) that I €rfl subject to baclop withholding as a result of a failure to report all interesi or dividends, or (c) the tRsiras notitiect me that I am no longer srrhject to baelep withholding; and 3- I am a U.S. citizen or other U.S. person (de{ined below); and 4. The FATCA code(s) entered on this forn $l any) indicating that I am exempt lrorn FATCA reporting is conect. Gertifcallon instructbn$. You must cross out item 2 above ifyou have been notified bythe IRS that you are you hav€ tailed to report all interest and acquisition or abandonment of seanred dividefids on your tax retum. For real estate lransactions, item 2 does property, cancellation of debt, contrlbutons to other than interest and dividends, you a€ not to sign the certification, but you an individual retirement arangement (1R4, and generdly, payments must provi@ your coriect TlN, See the instructions for Part ll, lat€r. on> /J'//-;a . Farm 109$DlV (dividends, including those from stoc*s or mutual tunds) . Form 109!}-MISC {various types of income, prizes, awards, or gro€s proceeds) . Form 109+8 {stock or mutualfund sales and certain other transactions by brokers) . Form 1099-5 (proceeds from real estate tsansactions) . Fom 1099-K (merchant card and lhird party network fransactions) . Form 1098 (horne mortgage interest), 109&E (student loan intvest), I098-T (tuiflon) . Form 1099-C (canceled debt) . Form 1 099-A (acquisition or abandonment of secured propedy) Use Form W-9 only if you arc a U-S. person (including a resident alien), to provide your con€ct TlN. If yw do rrplt retum Form W-9 to the reqwsterwith aTlN, you might be $llbjecf, to beclup withhotcling- See What is backup withholding, later- 3 Check appropiate box for Heral tax classification of the peEon vrhose rrame is entered ofl line 1, Check only one of ihe following saren box€s. E hoiuid*y"ole proprietor or EI c corporation fl s corporation U partnersnip f] tr"t/uttrtu single-member LLC I t-imitd tialility company. Enter the tax claEsification {C=C corporation, S=S corporation, P=Partnership) } Other iostructions) > 5 row stest, and spt. or suite no-) See 374 codestato, and WA number Part I I I 7 8 I 3 I 4 o Part ll Cat No.10231X rorm W-9 Fev. 10-2018) Volunteer schedule for lnduction Banquet Number of volunteers included the Board and a few others each time we had 14 people volunteering directly for this event. leading up to the event we had a committee of 5 Board members to coordinate and plan the event. They met weekly for about 4 weeks and each had other duties they did between meetings to get equipment, dinner, site prep etc. completed. Our board completes a volunteer log for the hours they work on ERHOF related activities and a sample one has been provided. Timeline for the upcoming week is as follows * Friday (10 AM - 2 PM) will be table & chairs unloading and set-up. * Saturdoy (10 AM - 2PM) will be finol set-up inctuding decorating the tables, setting up the stoge, installing bonner, setting up the ort * Saturdoy (4 PM) will be the final organization ond set-up. * Saturday (5 PM) the event begins. Pleose weor your Btue ERHOF shirt for the event * Sunday (Noon - 2 PM) will be takedown and loading of tabtes/chairs back into the troiler. *Mondoy final pick up of items such as Porto Potty's ond Rodeo tables/chairs. 9 AM Parking will be to the right os you enter Spirit. We are looking for o few peopte to hetp direct parking - please let me know if you are oble to ossist This schedule represents approximately 15 hours tor L4 people directly related to the event, 210 hours. Attached is a log of one of the coordinators for her time leading up and through the event. Exhibit "8" Guidelines and Requirements for Expenditure Reimbursements from Lodging Tax Section 1. Branding Contractors who have been approved to utilize grant awards for advertising expenditures must incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism information as follows: A. Websites and Social Media Sites must include the County's and appropriate City's tourism website logo or URL with an operational link to the site(s). The URL landing page must use the correct logos and have a link to centralwashingtonoutdoor.com. Contractors must either keep the landing page active until time of reimbursement or use a screen capture for full reimbursement. (lf you are using a live logo as the link to CWO, please ensure the hyperlink is shown in the screen capture). The logo must be displayed on the contractor's home page, it must be sized no smaller than% inch in height and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. B. Print Advertising and Online Display Advertising of all types (including but not limited to newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party websites, streaming displays, social media etc.) must include the County's and appropriate City's tourism website logo (or URL with a one-click away operational hyperlink). The URL landing page must use the correct logos and have a link to centralwashingtonoutdoor.com. Contractors must either keep the landing page active until time of reimbursement or use a screen capture forfullreimbursement. (lf you are using a live logo asthe linkto 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 alltypes (including but not limited to television, online, electronic kiosks, motion billboards, etc.) must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller than% inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. All logos and website information may be obtained by contacting the Director of Tourism, Kittitas County Chamber of Commerce. Section 2. Advertising Reimbursements Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere to the following guidelines and requirements for each type of advertising media utilized. A. Print Advertising: 1'. Print advertising placed with any media provider which operates exclusively outside of Kittitas County may be reimbursed at LOO% 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 atIOO% of the cost, including any production costs. b. For seasonal or year-round events, or for date-specific events outside of the time- irame in Section 2 A, (2ir(al above, advertising reimbursement requests must include a statement from the media provider specifying the percentage distribution to areas outside of Kittitas County. Reimbursements will be allowed for the amount distributed outside of Kittitas County, including any production costs. B. Television Advertising: L. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will be reimbursed at 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,Z(al above, advertising may be reimbursed at the rate of 70% of the totalcost, 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 mail advertising may be reimbursed at 100% of the cost, including any production cost, for each item mailed or shipped to a destination outside of Kittitas County. ln order to receive reimbursement, a list of the addresses and a signed statement from the contractor that the list is accurate, or other proof of delivery, must be provided along with other req uired documentation. E. Flvers/Posters: L Flyers or posters which are placed outside of Kittitas County may be reimbursed at lOO% of thecost,includinganyproductioncost. lnordertoreceivereimbursement,alistofthe locations where flyers or posters were posted outside of Kittitas County, a signed statement from the contractor that the list is accurate and a copy of the poster/flyer must be provided along with other required documentation. 2. Banners which are placed inside of Kittitas County may be reimbursed attOO% 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 Advertisins: 1'. Radio advertising placed with any media provider located outside of Kittitas County may be reimbursed atIOO% of the cost, including any production cost. 2. Radio advertising placed with any media provider located inside of Kittitas County may be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 7 days prior to the event may be reimbursed atroo% of the cost, including any production cost. b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 2F,2(al above, advertising may be reimbursed at the rate of 30%of the total cost, including any production costs. G. Operation Reimbursement 1. Operation costs may be reimbursed tOO% of the paid invoice cost. ln order to receive reimbursement operations invoice must an approved cost from the Consolidated Lodging Tax committee members list. lnvoice provided must include notation of payment with proof of payment. 2. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed at 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 SS,OOO.c. Licenses, permits, insurance, or credit card fees