HomeMy WebLinkAboutLT-2022-020LT-2022-020-KCHS
2022 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND THE KITTITAS COUNTY HISTORICAL SOCIETY INC.
This Contract, effective January L, 2022, is made and entered into by and between -
KITTITAS COUNTY ("County"), a subdivision of the State of Washington, and the KITTITAS COUNTY
HISTORICAL SOCIETY lNC. ("Contractor"), for the 2022 New Event ("Event").
WHEREAS, the purpose of this Agreement is to provide for activities and expenditures
designed to increase tourism,
NOW THEREFORE, in consideration of the terms and conditions contained herein, or
attached and incorporated and made a part hereof, the County and the Contractor mutually agree
as follows:
Section 1. Scope of Work.
a. Contractor shall provide the services and staff described in its Application for Lodging Tax
Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A"
which is attached hereto and incorporated herein by this reference.
b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the
following as required to perform the services, described in Paragraph (a) above, in
accordance with this Agreement: Personnel, labor and supervision; technical, professional
and other services. All such services, property and other items furnished or required to be
furnished, together with all other obligations performed, or required to be performed, by
Contractor under this Agreement are collectively referred to herein as "Services."
c. Contractor shall commence, perform, and complete such Services in accordance with
Exhibit "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 two hundred and fifty dollars (56,250.00)
(Kittitas Co. lodging tax funding).
b. Additional payment terms: The County will make payment to the Contractor only on a
reimbursement basis, as receipts/invoices for any items including marketing and/or
advertising are submitted to the County, not to exceed the sum of six thousand two
hundred and fifty dollars (56,250.00) (Kittitas Co. lodging tax funding).
c. Services/Expenses that are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January 15,2023 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
Lr-2022-020-KCHS
205 West 5th Ave - Suite 1O5
Ellensburg, WA 98926
aud itorsaccounting@co.kittitas.wa. us
e. Reporting requirements of your events will be required on prescribed forms from the
County Auditor.
f. Contractor is eligible to claim reimbursement for the following items and amounts only:
r Online Advertisement Production and Marketing
o Video Production
o Website Updates
o Speaker and Talent Fees
g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and
is further expressly denied funding for the following items as requested in the application as
defined in Section 1(a): N/A
h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
fo I lowi ng a dd ress: http://www.co. kittitas.wa. us/a ud itor/defa u lt.aspx
Section 3. Performance bv Contractor.
Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County. Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the County's option.
b. Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County. ln no event shall
Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the
County. lt is understood that the Contractor and the Contractor's staff and employees are
not employees of the County and are not, therefore, entitled to any benefits provided
employees of the County.
c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders,
licenses, permits, and other requirements, now or hereafter in effect, of any governmental
authority (including, but not limited to, such requirements as may be imposed upon the
County and applicable to Services). Contractor shall furnish such documents as may be
required to effect or evidence such compliance. All laws, ordinances, rules, and orders
required to be incorporated into agreements of this character are incorporated into this
a
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LT-2022-020-KCHS
Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, or mental handicap.
e. The Services shall at all times be subject to inspection by and approval of the County, but
the County's making (or failure or delay in making) such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's knowledge of defective or non-complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County with sufficient, safe, and proper facilities and equipment for such inspection and
free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or its designee, or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine, audit and copy, with or without notice) all of Contractor's books, documents,
papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release, Indemnitv, and Hold Harmless.
The County assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County, its officers and employees,
agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities,
damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
Any lien asserted upon any property of the County in connection with the Services for this
Agreement;
Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
any governmental authority; or
Any breach of or default under this Agreement by Contractor
a
a
a
a
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LT-2022-020-KCHS
Section 5- Comn liance 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. lndustri al lnsurance Waiver.
With respect to performance of this Agreement and as to any claims against the County, its Additional
lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51
of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contractor's employees
and agrees that the obligations to indemnifiT, defend and hold harmless provided in this Agreement
extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is
mutually negotiated by the parties to this Agreement.
Section 7. Insurance and Endorsements.
The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses
arising out of personal injury (including death) or property damage that may result from
performance of the Services or this Agreement, whether such performance is by Contractor
or any of its employees, agents or representatives.
Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d. Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
e. Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County as an Additional lnsured and shall stipulate that the insurance
c
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tt-2022-020-KcHS
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
Section 8. Termination.
The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any
portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon
receiving such notice of termination, Contractor shall, except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice. ln the event the
County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of
the date of the notice of termination.
Section 9. Miscellaneous.
Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
Notice for any purpose under this Agreement, except service of process, shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W.
5th Ave. Ste. 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 willconstitute one and the same
instrument.
f. Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement. Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement, and is not in
c
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violation of any applicable law, ordinance, or regulation the consequence of which will or
may materially affect Contractor's ability to perform its obligations under this Agreement.
g. lf any term or condition of this Agreement or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect the other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To
this end, the terms and conditions of this Agreement are declared severable.
h. The exclusive venue for any action brought to enforce this Agreement or any of its terms
shall be in Kittitas County, State of Washington.
The performance of this Agreement is subject to termination without liability by either party
upon the occurrence, or upon the prediction by the National Oceanic and Atmospheric
Administration, any other agency of the United States Government, or any agency of the
Government of the State of Washington of the occurrence of any circumstance beyond the
control of either party-including, without limitation, acts of God, war, acts of terrorism
within a fifty (50) mile radius of Kittitas County, government regulations, disaster,
pandemic/epidemic illness, strikes or threat of strikes (except that neither party may
terminate this Agreement for situations involving that party's own employees), civil
disorder, or curtailment of transportation facilities-to the extent that such circumstance
makes it illegal , impossible or economically impracticable for the parties to complete the
duties and mutual obligations agreed upon and imposed upon them herein. The ability to
terminate this Agreement without liability pursuant to this paragraph is conditioned upon
delivery of written notice from one party to the other within 10 days of such occurrence or
upon delivery of written notice from one party to the other within 24 hours of the receipt of
notice of the prediction of any of the above occurrences. To the extent feasible within the
constraints imposed by any event of the type described above, the parties agree that if the
triggering event is of apparently or likely transitory effect, the parties may negotiate such
amendments to the agreement that are mutually satisfactory and not otherwise contrary to
law, including but not limited to a change in the dates for completion of any portion or the
entirety of this agreement.
2022 County Lodging Tax Funding Agreement Page 6
LT-2022-020-KCHS
KITTITAS COUNTY
UNTY COMMISSIONERS
acz, Chair
Brett smith, Commissioner lAddressl
Sl]q.qaR.3?"R
R
IPrint Name]
Ittt tr 2-l Arr
, l[t.
ce
[Telephone]
h2^
Clerk of the Board
llllt,D AS TO FORMROVE
Deputy Prosecuting Attorney
2022 County Lodging Tax Funding Agreement Page 7
EXhibr I ofiu
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2021*
Submittal lnstructions
& General
lnformation *
Did yoil atle8d the Grarrt Application Workshop - 2021 hssled by the Kittilas Couilly Chaml)er ol Cotrlnrerce'?
*: Yes
,No
i Yes,
I have read and underslanr, Subtrr,ttal lnstruclions alrd General lnfcrmation for lhe 2021 Lodging lax Graltt Fundirg
You are strongly encouraged to compose your responses to the questions ofthis form with a desktop text editor
and save your work, then copy and paste ihe
'nformation
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. Afier completing the save draft, you will be redirected to
landing page containing a link to log back inio the form. We suggest you save this link as a bookmark. The link will also be
sent to you in an email. For your convenience we have provided a word document version of the questions. Download it
here.
Organ ization I nformation
Name of Organization * Kittitas County Historical Society, lnc.
Organization Address * street A.ldress
1'14 E 3rd Ave
Addtess Line 2
CitY
Ellensburg
Postal i Zip Code
98926
Organization is a:*, Business
o: Non-Profit
(Note: Please submit W-9 for business or IRS Designation Letter for non-profit.)
Click here to view sample documents (redacted).
Slate / Province,/ Regiou
WA
Courtry
USA
44.3'1KBUpload Proof of
Organization Status*
irs letter.pdf
Acceptable lile fornrais inclu.Je: JPG, PDF or Tll-F
Project Contact I nformation
First Name*
Last Name*
Phone Number*
Email sadie.thayer@kchm.org
Project or Event lnformation
Sadie
Thayer
509-925-3778
ProjecUEvent Name* KCHS 2022 NEW EVENT
Service Categories
Event Dates
Start Dates*
1t|t2022
ProjecUEvent
Location *
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
Check all categories that apply to this application
l Tourism promotion/marketing
/l Operation of a special event designed to attract tourists
{i Operation of a tourism related facility
i Other i
Event Dates
Please provide any specific dates, or range of dates, on which your event or project will be held. You may add as many
dates or date ranges as necessary.
End Dates
1213112021
Kittitas County
Ongoing ProjecUEvent (More ihan four years in existence)
*, New Project/Eveni (Four or fewer years in existence)
$ 50100.00
lf you selected "Qngoing PrcjecuEvent' above lhis amount may not exceed '1 0% of lhe total expense budgei of this
project.
Funding Requesi Max
Tourism Seasons*Fiorn the list below, \ahat seirson will your project enhance tourism? Salect any lvhich epply.
I Year-round (January - December)
Off Season (November - February)
, Shoulder Season (October or March - May)
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 | ProjectlEvent Description
Please provide a description of your projecVevent.
Response 1:
ProjecVEvent
Description *
The Kittitas County Historical Museum has a new and fun idea to help drive visitors
to not only spend the night in our county, but increase sales for local businesses. A
county-wide scavenger hunt will feature clues based on Kittitas County history. local
points of interest, and artifacts held within the Museum: and will enhance brand
aware'ress and visibility for the Museum through these items and creating and
broadening unique partnerships between the Museum and business padners across
Kittitas County. This will include online video production and dislribution; printed
nraps to tour local businesses and areas in Kittitas County; social media marketing;
newsletter production and distribution: and website updates.
Each week for 52 weeks, clues will be given leading scavenger hunt participants to a
new business partner somewhere wrlhin Kittitas County. Clues will be provided
through videos promoted on social media, which will link back to the website where
all the clues and previous scavenger hunts will be available for anyone to play at any
time. Those parlicipating will be asked to find a logo of the Museum within the
business, then take a photograph of tlremselves with the logo and post it on a social
tnedia platform using #VisitKCHM. Then each month. someone will be drawn from
those who submitted their photographs with the hashtag to win a gift certificate for
$200.
Social media posts, website updates, and the newsletters would all promote the
scavenger hunt along with highlighting ongoing activities of the Kittitas County
Historical Museum and the clues given. Each week will also promote the business
partner. hopefully leading to individuals visittng and spending money at that location.
There has been documented success with other programs at the Museum and we
anticipate this same success extending to the new scavenger hunt activity. Our
friends at the Tacoma Historical Museum and Clark County Historical Museum have
also seen success wiih similar programs. Additionally, this plan is focused on
sharing information and encouraging individuals to explore Kittitas County and ils
history while staying safe in these uncertain times. Since 2020, many of our plans
have been cancelled as indoor rules and regulations keep changing. By sharing our
local history in these new formats, we intend to draw interest in the community from
individuals from the entire western United States who may be planning upcolning
trips or are interested in history and our community.
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Video Link Pleese pro\ridt'us link 1o a brief video sunrorary ot you organization's e\rent4lroiect. Ycu iJLiSl- bil presenl at the
Q&A meelirrg in No.Jerrl)er lo (lualily for lundiiq.
https:l/youtu. belmQbL-0JlBBo
List of lntended Use of Funds*
Online Advertisement Prod uction and Marketing
Video Production
Website Updates
Speaker and Talent Fees
2l Supporting Kittitas Couniy as a tourism destination
1. Away from their place of residence or business and staying overnight in paid accommodations;
2. To a place fifty miles or more away from their place of residence or business for the day or staying overnight;
3. or from another country or state oulside of their place of residence or business.
You must provide the evidence utilized in determining your projections.
Response 2.1 *\Mry would torrrists travel 1a Kitlitas Co.lnty io altend your eveltUaclivity/facility?
The Museum seeks funding to support advertising for marketing and production of a
new scavenger hunt activity that will connect Kittitas County history with a wider
audience, in addition to raising awareness of new and expanded business
partnerships.
Visitors traveling in and to Kittitas County ofien find themselves interested in the
history of the community they are visiting. The Kittitas Couniy Historical Museum is
dedicated to the coilecting and preservation of our county's history and the display
and interpretation of that history, often drawing people from across the world to the
facility io explore local history, whether as an immediate destination or
complimentary destination on a visit to and through Ellensburg.
lndividuals may be interested in learning information about local history on a myriad
of topics, such as family history and building history. Or they may be interested on
specific topics, such as being vehicle enthusiasts or rock and mineral collectors.
Since the Museum is focused on the entirety of Kittitas County history, within 2,333
square miles, there is quite a bit of history going back to its geological roots to
modern day.
Visitors ofien come through for ourexhibits and the items represented in the
displays. This new project wili showcase these items, and those often not on display
in a new and engaging way along with the business histories throughout Kittitas
County. This will develop an opportunity to share Kittitas County history through the
items related to an area; the stories of the businesses and people through the clues
given in videos; promote the information to a wider audience than those who can
often visit our communities, museum, and businesses - and build awareness and
encouragement to visit for those who are, perhaps, unfamiliar. This project is
expected to incorporate an inclusive approach to Kittitas County history, highlighting
materials in the collection at the museum and businesses throughout the county.
Aspects of Kittitas County history may include topics such as geology, Native
American history, and interesting tidbits of local lore and legend. Additionally, those
visiting the museum will be encouraged to pa{icipate and visit locations throughout
the County, while brochures will be provided to further encourage visitors and event
attendees.
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Response 2.2*
Application Questions: Parl 2
Describe the prior sriccess ol your everltaciivily,facility in attractiotr tourists.
As the county-wide scavenger hunt is an entirely new event to the Kittitas County
Historical Museum, we do not have any prior success to mention. We are aware that
the Tacoma Historical Museum and the Clark County Historical Museum have both
had very successful events but lack the specific data for these activities; they were
also events on a smaller scale.
The Kittitas County Historical Museum itself has had great success in attracting
visitors. By reviewing our guest register and through verbal interaction with guests,
we have found that despite the COVID-19 closures and restrictions in 2020, we still
had 2,625 visitors who came in the Museum. Of those who visited, 58% of our
guests in 2020 (1 ,523 of 2.625) were from 50+ miles, with most visiting for a day{rip
or overnight trip from lhe 50+ mile distance. Visitors from Washington State primarily
came from Seattle, Tacoma, Auburn, Pasco, Kennewick, Everett. We have had
visitors from 28 states, with ihem primarily being lrom California, Oregon, ldaho,
Texas, Florida, Nevada, and Oklahoma. International visitors came from Brazil,
Canada, China. Germany, Lebanon, Lithuania, the Nelherlands, New Zealand,
Spain, and the United Kingdom.
While this data compares to our 2019, in that it only represented 3'1 % of our
traditional visitation rate; and reverted visitation standards to that of 2017. Each
year. our campaigns have been very successful in our activities, with an annual
growth of approximately 25-3Ao/o.
Additionally, our social media reach has been predominately to those outside of the
50+ mile distance, with our top cities following primarily registering as Seattle,
Tacoma, Portland, Spokane, Kennewick, Vancouver (WA), Everett, Port Orchard,
and Auburn.
We have ascertained the data from our register book that indicaies event aitendees
come for museum activities (whteher as lecture or walking tour) from as Tri-Cilies,
Renton, lssaquah, Moses Lake, Portland, OR, and even Georgia, beyond those
from Kittitas County. In most cases, most had heard about the events from social
media marketing and promoiion, so we anticipate similar success for our 2022
advertising program and campaign. Many of our museum activities, including new
exhibits, have always proven to be of interest to those looking to day-trip or
overnight in Ellensburg and Kittitas Couniy, so we also expect this program to entice
those looking to find out more about Kittitas County hislory in 2022.
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3l lmpact
Response 3:
Measuring Results*
Describe holv you will promote your evelrUaclvilyllacility to aitract tourisis.
Since there are a number of current indoor restriciions, our Museum would like to
encourage individuals to discover and explore local history, and local businesses, in
a new and exciting way ihat will make the organization accessible to everyone. By
producing videos that utilize clues featuring aspects of local history and items from
the museum collection. it enables a level of accessibility for those who wish to
examine and study Kittitas County history as well as making it tangible to place and
time within Kittiias County itself. This also will enable individuals io become exposed
to a business they may be unfamiliar with, and hopefully spend money at that
Iocation.
Through the creation of videos, and their promotion and housing on the website,
informalion about the Museum, Kittitas County history, and regional information will
be able to be shared with anyone interested. Information about people, places,
events, activities, and items in the Museum collection (whether on view or not) will
be able to be shared with everyone - and connected to a location in the comrnunity,
as well as the history of a business or location.
Ultimately. the goal is to entice individuals to explore Kittiias County and its history,
businesses. and organizations through a utilization of the resources housed in the
museum and to become engaged with the Museum's planned business partners.
Messaging about staying overnight, visiting ihese localions, and special events will
be conveyed through the newsletters and online adverlising. The websiie will be
available to anyone interested, as well as the videos through social media, and
online advertising itself would be targeted toward specific interests in the western
United States.
We will measure our success through tracking sign-ups and open-rate of the
newsletter, the views of the videos, Google Analyiics and tracking of the website and
respective social media insights and tracking. We will also track onsite visitation
through our Attendance Log, which we compare to the previous years to identify
trends and adjust our advertising campaign accordingly. We will also request any
business partner to track lhose specifically visiting for our event as a condition of
participation.
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Application Questions. Part 3
4l Collaboration
lf your organization collaborates or has created partnerships with other organizations, groups, or other events,
how is this accomplished?
4.1 Collaboration *
4.2 Promoting Local
t'UStness
The Kiltitas County Historical Museum annually partners with numerous
organizalions as it hosts special exhibits, programs, and events to promote a topic of
local history. We work with local businesses and other non-profits to co-market
events that may help increase exposure to both parties. ln the past and present, we
have sought assistance with the Kittitas County Chamber of Commerce, which was
been beneficial, as well as worked with a number of local businesses for the
collection, preservation. and sharing of local history-
We pariner with organizations to provide exhibits, information, or provide
involvement that helps to enhance community events. We serve as a resource for
historical artifacts, photographs, and informaiion for events such as new businesses,
local events, individuals doing research, and more. We also provide space for
events and host activities for statewide organizations. We parlner with businesses
and organizations for our exhibjts and programrning.
As we continue our mission at the Museum, we would like to expand, build upon.
and create new partnerships wrth businesses and organizations throughout Kittitas
County lhrough this new and exciting activity. Many of these new partnerships will be
confirmed in the next few months if funding is allocated. lf not, it may take additional
time to create and build upon these partnerships.
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Descrille how yoLr,:lrll pforole iod.i;n.l Dstablishmellls. ,estauran!s. at,'d buiiness lorjated |t Kitiilas Courl)/
This project is built upon the prornotion of local business through the weekly
promotion of a scavenger hunt at a business location somewhere in Kittitas County,
resulting in 52 businesses being highlighted during the course of the campaign.
Through the maps to local history and businesses. we will promote lodging
establishments, restaurants, and businesses located in Kittitas County: this map will
be available digitally through our website with a few printed copies made available.
Traditionally, the Museum also works with local businesses and othei non-profits to
highlight local history and co-market events. This event builds upon this tradition as
we develop the scavenger hunt, and increases exposure for both parties. As we
highlight each business, we will add information and local resources to our website,
promotion through social media accounts, especially as facts about businesses or
additional materials found in the collection about the area in which the business is
found: through the videos. websiie, and newsletters encouraging individuals to
complete a scavenger hunt in an area - and enabling individuals to play at any time.
Through all this, individuals will be encouraged to visit, stay, and shop locally.
Museum information, such as exhibits. will also be updated to include facts as
applicable to the campaign for cross-prornotion, as well as any available brochures.
information and photographs provided to ihe business, and any ways to collaborate
or cross-prornote further through exhibit and programming partnerships.
Museum staff and volunteers also provide word of mouth recommendations and
print materials at the nruseum for individuals interested in local lodging
establishments, restaurants, and businesses.
2li00 chara{)ter Iinril
4.3 Host Hotel*ls thr:re a hosl hoiel lor youi evenl er Lr.anl projecl'l lt yes. lisl lh-- hoiel.
"No
Yes.
5l Future Plans
Please explain what plans exist to allow this project to become self-sustaining. lnclude any plans for ticket sales,
event sponsors, and other cost-recovery models.
Future Plans*As this is the first year of this particular program, we are hopeful of its success
based on information from other museums who have had similar programs. Our
Museum does have plans ultimately to make a program of this nature self-sustaining
as it does with all of its activities.
Due to the success of past adverlising canrpaigns, the Museum's Board of Directors
has become educated about the rate of return of the advertising investment and
nraintains a budget line of $2,500 to match any advertising or reach alternative
markets.
We have received an increased rate of donations to the museum as a result of
increased visitation to the museum, which we attribute to the current advertising
campaign. We have also increased our membership program in which the fees go
towards funding events, activities. and programs.
It is anticipaied that with the awareness of the museum, its activities, and artifacts,
as well as the businesses featured. will enable revenues from our gift shop,
donations. and membership dues to eventually increase, allowing the advertising
budget line to grow to a larger anrount and reduce future requests for support from
the Kittitas County Consolidated Lodging Tax Grant.
We do have plans to partner with organizations and businesses io make this event
cosLeffjcient. We also plan to reach out to hotels to partner or make
recommendations on places for individuals to stay overnight if they are participating
in the weekly scavenger hunt.
2500 character liDrit
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 lnformation tfyauha{laplalr]erie\tefit.ii?O2{}o.2021 whelh.irtheywereabietotakeplace{,rnot.pleasedesc.rbeatry
successes !na, cirallellges you expeileIceal-
The Kittitas County Historical Museum unfortunately had to cancel its planned
lecture series and numerous onsite events in 2020 and 2021 as a result of local and
state government restrictions for indoor gatherings and industry specific standards.
While there was an allowance to gather again. spacing made the event impractical
for both the number of guests as well as for the per diern being paid for speaker. We
do not have a digital alternative at this time, as we partnered twice to do virlual
events in late 2020 and both were failures (lack of attendance, high point of cost,
etc).
We are still grappling with the onsite visitation issue and what to do about spacing
for seating in its current requirements as we look ahead at the Museum's planned
events for 2022. ll is already anticipated that the KCHS Annual Lecture may be
cancelled through Summer 2022 unlil we have a confirmed direction that does not
alienate our non-vaccinated populations. as those are supporters - and finarrcial
donors - to the museum.
Exhibit changes at the Museum have not fully taken place as planned as numerous
partners cancelled their planned exhibits due to COVID-19 restrictions.
The positive side has been that through the websile update, and the accessibility of
contact and research, more individuals have been reaching out to donate artifacts to
the Museum as well as to request information from our files. This has also resulted
in new partnerships for the Museum.
25OO character limit
Additional lnformation
Supporting Documents You Rray upload any supporling docunlenls soch as graphs. inages diagraRrs, nrarketing nralerials. etc.
You are allo!.red lo subrrrt rp to 3 single page (US Leller) docuntenis in JPG, PDF or TIFF fornlal
7l Previous Lodging Tax Grant lnformation
llas your evenl received Lodlring Tax fuBds ir previous years?
*. No. this event/project has not previously received Lodging Tax Funding
Yes. 1 year previous
Yes. 2 years previous
Yes, 3 or more years previous
Projected *
7,500
ln addition to field above, you rray uploild the ev'dence io supporl lhe paior years'roomlnighi information.
You nray upload up io three sirgle pages {US Letter), of i|foinralion. lf you a single $illti-page docuntet}t, only the
first three pages will be considered. The following fornrals. urill be accepted: JPG. PDF or TIFF
Past Methodology*\irhat methodology did you use to calculate the 20 1 I actual nurrbers?
,, Direci Count (prefened)
, lndirect Count
: Representaiive Survey
, lnformal Survey (preferred)
ti Struciured Estimate
Other
2500 characler lintil
Previous Years
Awarded Lodging Tax
Grants*
Overall Attendnace
Past Actual *
2,625
Prior Year Paid
Overnight Stay Data
Number of people travelling more than 50 miles for your eveni?
Past Actual* Projected *
1,523 4,350
Number of people traveling from outside WA State for your event?
Past Actual* Projected *
578 1,650
The number of overnight guests who stay in paid accommodations in Kittitas County
for your event
Past Actual* Projected *
120 400
Number of paid lodging room nights resulting from you eventlactivity/facility?
Past Actual* Projected *
75 300
Projected
Methodology*
Methodology
Narrative *
Application Questions: Part 5
V\itral rnethodol.rgy will yoa use lo calcul6te the upcorting ilumilers?
!t. Direct Count (preferred)
: lndireci Count
' Representative Survey
r, lnformal Survey (preferred)
*; Structured Esiimate
Other
Please explain.
While hard to quantify, we are anticipating an average visitation rate based on
prevrous years. We expect to uiilize a different guest book log in 2022. which will ask
for more detailed information, along with digrtal survey for those who participate in
our event. lt is anticipated that based on the visitaiion rale, which is known to
increase approximately 25ok yearly, that we should have the same growth lor 2022
based on past success. However, we show a marketed decrease to 20'16 numbers
due to the anticipated lack of individuals coming onsite for the lecture until the
second halfof2021.
li is our expectation that the Museum also serves as an added benefit to someone's
stay, so it may not create the initial hotel room reservaiion but may add one or two
nights stay on an existing one. The per-month attendance rate has increased
significantly. showing great promise for a return to same levels of in-person visitation
as past years in 2022. However, due to individuals being leery of indoor visitation
still, and guidelines being fairly restrictive for indoor events and aciivities, this
outdoor event will be excellent but hard to track and quantify beyond those who
submit their information. Otherwise, we will rely on information tracked by our
business partners. We are still hopeful overall to reach out and increase our support
and contact through virtual contaci which would boost our counts accordingly.
2500 character llntil
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 pro.ject, including any volunteer and in-kind sources in Question 9l Project Budget
Overview.
Funding sources and amounts which have not yet been secured will be listed separately, in the field(s) directly below.
Finally, what changes would occur if the project couldn't be funded?
Other Funding*l)oes your orgarrizalion have. or have you ap,rlied for funding front other soLrrces?
sYes :No
Funding for which you have applied but not yet secured
Funding Source
KCHS Budget
Amount
$ 2,500.00
Funding Shortfalls*
Matching Funds
Percentage
Verification of ln-kind
Contributions
\i.,hzrl chdnges will be trlade il tUndina foa yo.it reqLlest is uot .tvailable o. tecotnr])er1aled i
The Kittitas County Historical Museum currently receives no monetary support for
advertising beyond the allocated amount through the museum's annual budget and
what is awarded through the Lodging Tax Grant process. The Museum's Board of
Directors has dedicated an annual stipend of $2,500 to match the Lodging Tax grant
fund request through its annual budget.
While we have applied for grant funding for capital improvement and archival project
specific funding in the past, the funding received was dedicated for those projecis
and not for advertising. We were not funded for additional awards foi advertising nor
were we successful in recent years in receiving other grant funding.
ln 201I, we applied for but did not receive fLrnding for capital improvement project
funding through local. regional, and national grants in addition to grants specific to
nruseum collections storage, archives maintenance, collections care. and historic
preservation. Due to the COVID-19 situation in 2020 and 2021 . we were unable to
pursue project-based grants in 202A and found ourselves ineligible for funding for
some grants in 2021 due to our sjze, scope, and scale. However, we anticipate
applying for a rrajor capital improvemeni grant that will be dedicated funding and not
appropriated until 2023 if successful.
We ask for support from the Lodging Tax Grant to help accommodate all of the new
rdeas we would like to use to achieve success. lf not funded in full, we would adjust
our plans to reflect the decreased budget, however. depending on the allocation, we
may be unable to pursue any of the planned activities as we do not have the
capacity to do video production, newsletters, or maintain our website with our lirnited
staff and resources. This would effectively silence a great opportunity to engage with
individuals from all across the western region of the United States who have
expressed interest in our Museum, and our lecture series. while we have limited
capacity and ability until COVID-'19 restrictions are lifted.
1l5a{l .hara(14r linrii
4.99
Yo
This ti{?,.i will auto ii'l v/iilr lhr? ag.recl p.:tc.lnlage based o[ yqirr ]trpui b lludgcl seitiio| bitlc!.r.
9l Project Budget Overview
Please complete budget for thrs project/proposal. lf your agency operates rndependently 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
projectlevent for which you are requesting funding and adheres to the basic budget format shown below.
The budgei must include anticipated revenues, expenditules. and any potential profit or loss. For pro.jectslevents which are
ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations (need not
be consecutive) for the project/proposal if applicable.
For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must
submit verifying documentation which assures the contribution will be provided. For instance. if you are claiming in-
kind contributions in the form of advertising match, a binding contract rtemizing the matching value and obligating each
parly 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 befote 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 slty clainretl in-kin.l coiliribulions valued at 5500 or more and relaleal io $.lrkelingladverlisir)g you must subnrit
veriiying docilnierl?rlion which assL{res llte contt ibuliotr wilI be provided.
Proposed Budget- 2022.pdf 133.4K8
Budget Year
Edit if necessary 2019 2020 2021
Revenues From Consolidated Lodging Tax Grant
Past Actual 3 Past Actual 2 Past Actual 1
LTAC Grant Funding $ 0.00 $ 0.00 $
PastActual 1
Past Actual 1
$ 0.00
PastActual 1
$ 0.00
PastActual 1
$ o.oo
$ 0.00
Past Actual 1
$ 0.00
2022
Projected
$ 50,100.00
Projected
$ 2500.00
Projected
$ 0.00
All Other Revenues
Account Name PastActual 3
KCHS Budget $ 0.00
Past Actual 2
$ 0.00 $
ln-Kind Contributions (except volunteerism)
Account Name PastActual 3 PastActual 2
$ 0.00 $ 0.00
Contributions of Volunteer Time
Past Actual 3 Past Actual 2
Number of Hours
Calculated Value of
Projected Volunteer
Time
$ 0.00
PastActual 1 Projected
0
Past Actual 3
Revenue Totals $ 0.00
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
$ 0.00
Past Actual 2
$ 0.00
Projected
$ 52600.00
Expenses
Account Name
Advertising
Prizes
Past Actual 3
$ o.oo
$ 0.00
Past Actual 3
$ 0.00
Projected
$ 52500.00
$ 2400.00
Expense Totals
Profit & Loss
Past Actual 3
$ 0.00
Application Certification
Past Actual 2
$ o.oo
Past Actual 1
$ 0.00
Projected
$ 54900.00
Projected
$ -2300.00
The applicant here certifies and affirms: 1. That it does not now, nor will it during the performance of any contract arising
from ihis application, unlawfully discriminate against any employee, applicant for employment, client, customer, or other
person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, sexual
orientation, creed, place of birth, ordisability; 2. That itwill abide by all relevant local. state and federal laws and
regulations and; 3. That it has read the information coniained in the lnstructions on pages 1 and 2 and understands and
will comply with all provisions thereof.
Certified by:Sign
Name*Sadie Thayer
Museum DirectorApplicant's Title*
-F5
Internal Reverrue Service
Director, Exempt orgranizations
Date: October 18, 2001
KITTITAS COUNTY HTSTORICAI, SOCTETY INCGJREW
PO BOX 460
SLTENSBURG WA 98926*0460
Department of the TreasuryP.o. Box 2508
Cincinnati, Ohio 45201
Fereon to Contact-ID# : 31-07326
Agent lfliJ.liam C .larvi
Contact Eelephone lilumbers :
8??-829-5500 phone
5L3-263-3756 FAX
Fede:ra.]. fdentification Number:
91 -6037783
Dear Sir or Madam:
This is in reference to your letter of May i-1-, zaotr requestj-ng aruring regarding your quarification for status as an exempi operatingfoundation as defined in section 4940{d)(2) of the fnterna} Revenue Code.
our records indicate you were recogni-zed. as exempt from federalincome tax under section 501-tc)(3) of lhe code effective september of Lgjl.It was determined lhe organization was not a private foundation within therneaning of section 509 (a) of the code because it is an organizationdescribed in section 1?0{b) (1) (A) (vi) .and 509(aj. you have also beendetermined to be a private operating foundation withi-i: the meaning ofsection 4942(j) (3) of the Code as of January l, l-996.
The information submj.tted indicates your governing body is broadlyrepresentative of the geaeral public as evidenced by the large number ofarea residents of various occupations making up the Board"- No BoardMembers are disqualified persons
sectj-on 4940 (a) of the code provides for the imposition on eachexempt private foundation of an excise tax equal to 2 percent of the netinvestment income of such foundation for the taxable-year.
Section 4940 (d) (1) of the Code provides no tax shall- be imposed undersection 4940 on any private foundation which is an exempt operatingfoundation for the taxable yeag.
Section 4940 (d) e'f the Code was enacted. pursuant to the Tax ReformAct of 1,98qt 1984-3 C.B. (Vol. 1)1 (the ,fAct'. ) ,
section 4940(d) (2) of the code provides the term \.exempt operatingfoundation" means with respect to any taxabJ-e year, any private foundationif*
a- such foundation is an operating foundation (as defined insection 4942(j) (3);
b. such foundation has been publicly supported for at reast 10' taxable years;
Ordinary lncome/Expenselncome50100 Fundraiser50102 ' Gift Shop lncome50103' Foundation lncome50104' Memorials-other50105' Donation box50106 ' Membership Dues50109 lnterest lncome-unrestricted501 10 lnterest lncome-restricted501 13 Contributions & $ Donations50114 ' Other501 15 ' County Hotel/Motel - FundingReimbursementffi50122 . Programs & Events Sponsorship $50123 . Programs & Events lncome $50124 . Grants lncome $801'19' lnsuranceReimburs.-4o2SM $ 1,200Total lncomeExoense70002 . Utilities-Storage70003 Utilities-Museum70004 lnsurance-Directors&Officers$ 156,950500 $7,500 $2,022 $$ 100 $$ 10,000 $$ eso$CommentsUnknown if will dosouvenrrs,& toyslnterestpaid in fuilif will.tonly through theState rebates; City ofm onth Iy reb ate s d i rectlyto the 70003 budget line200 per monthnot reimburse for generalOffslfe Gasfor BOD, staff (E&O)$Proposed2022Budget2503,5004,5002504501,00035014,750$ 5,000$ 61,700$ 14,400$ 38,100$ 4,0005007,5002,0222021Budget2019BudgetThru12j31nO19Thru10115t'i2021$ 441.32 $$ 5,035.23 $$ 2,022.00 $Proposed 2021 KCHS Budget2020Thru12t31t2020Budget$$$$$$$$$501258010280113801 1480't'15Solar lncome114 1/2 rental incomeUniversity Way Rental lncomeProperty lncome-4o2 S MainProperty Tax Reimbursement$$$$$$5007,5002,022306.746,142.642,022.00354.836,128.982,022.00$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$3,500$$$6,326.118,419.73$2,000.00$$1.00$$$$$$$$$$$$$$$7,5002503,5004,5002504501,0003508,500$$$746.214,000.002503,5005,500200450750350$ 4,358.63$ 40,000.00$ 768.60$ 1,920.44$ 5,585.71$ 62't.28$ 605.36$ 8,248.57$ 64.65- $ 12,254.36 $9,720 $ 26,770.81 $$ 7,500$ 40,000$ 250$ 3,500$ 4,500$ 250$ 450$ 1,000$ 3503,189.734,124.15212.44401.626,470.30$ 9,336.65$ 40,000.00$ 25.00$ 4,067.38$ 4,531.74$ 545.71$ 605.32$ 9,343.49$ 56.s6- $ 12,932.479,720 $ 9,720.00$ 5,065.94$ 50,968.46$ 9,000.00$ 30,525.00$ 3,923.29$ 2,500$ 53,400$ 9,000$ 33,300$ 4,600$ 1,300$ 5,572.82$ 53,799.51$ 9,400.00$ 36,075.00$ 3,665.82$ 1,000 $ 1$ 5,000 $$ 58,800 $$ 9,600 $$ 36,100 $$ 4,000 $$ 1,2002,50054,9009,00033,3004,0005,445.77 $44,112.75 $4,800.00 $26,975.00 $3,992.94 $$ 128,320$r196"050.22$ 141,000 $ |Page 1 of 3
Proposed 2021 KCHS Budget70006 lnsurance-Museum70007 . lnsurance-Employee Health70101' RE Taxes-1 14 E 3rd70102 Taxes-Payroll702O2 Janitorial Service70204 'Accounting70205 Advertising$ 8,500$ 14,000$ 4,500$ 8,500$ 14,000$ 4,500$ 7,642.42 $$ 10,824.82 $$ 4,456.93 $$ 7,643.42$ 13,435.73$ 4,086.81$ 7,000$ 14,000$ 5,000$ 8,487.40$ 12,058.72$ 4,377.462,790.002,526.28$ 11,392.46$ 324.44$ 1,731 .82$ 69.95$ 718.00$ 14,372.63504.821,595.84472.38805.1 I372.2660.00$ 66,408.00$ 983.73$ 2,153.67$ 354.30$ 2,184.48$ 975.00$ 8,967.78$ 2,074.788,50014,0004,500$ 9,000$ 9,000 $ 6,130.47 $ 9,000 $ 8,411.99 $ 10,800 $ 7,817.153,0003,0002,5003,000 $3,000 $$ 2,500$ 2,500 $ 1,560.00 $$ 160.80 $$ 110.00 $$ 201.19 $$ 2,668.50 $$ 1,133.00 $$ 9,160.72 $2502.0001,252.39400.80634.8520.00$ 1,035.00 $ 2,500 $ 3,032.12Dept of Revenue, employmentsecurity dept, social security,medicare, u nem ployment, p aidmedical leaveJanitorial expenses for cleaningand sanitizing 2x week; windowcleaningMuseum adveftising only; does notanyTax AwardexpensesTax AwardConference expensesSpecific to Offsite repairs includingfor Director ($22.00hr);39 for Asslsfant ( $1 4. 49/h 0$$$$$$7,5003,000$ 76,000$ 1,250$ 2,000$ 300$ 5oo$ 900$ 6,500$ 7507,5003,000$ 2,932.30 $$ 2,925.00 $5,000.00 $2,625.00 $702157020670207703027030370305Lodging Tax AdvertisingBank ChargesTravel and Seminar FeeLegalDues and MembershipCapital lmprov./RemodelSalarySupplies-Museum FacilitiesSupplies-OfficeWater ServiceMiscellaneouslnternet ServiceGift Shop PurchasesExhibiVDisplay Expense3502,5005001,2502,000$ 14,750$ 350$ 2,500$ 500$ 1,250$ 2,0003502,5005001,0002,000$$$$$$$$$$$$$$10,013.58464.80$$$1$$$2300500500500000250723.00744.,41,957.2370308 Repairs-University Way70401 Telephone@iv7€40H€lephen€-+Js6€sm70407 Security-Storage E Univeristy70408 Security-Museum70410'Postage7041 1 ' Licenses and Fees5007505001004001,2504257255001002502,000500750500100500750500100$$$$$$$$$$$$$$$$2502,000$ 70,000$ 1,250$ 2,000$ 300$ 500$ 900$ 6,500$ 750$ 72,312.00 $$ 1,556.36 $$ 1,412.56 $$ 288.98 $$ 647.60 $$ 900.00 $$ 3,143.98 $$ 149.19 $96030000480.751.495.1 10.$$$$$$$$7041270415704'167041970501705037050470601$ 72,250 $$ 1,250 $$ 2,000 $$ 300$$ 500$$ e00$$ 6,500 $$ 750$54,116.401,471.51754.15241.56396.4s600.006,211.981 18.5065,0001,2501,8503005009003,000500Page 2 of 3
70602' Coll'n,Conserv'n & IPM70603' Equipment & Software70701' Fundraising Expense$$$$$$$$$$$$$2,5005,000000Proposed 2021 KCHS Budget$ 2,500 $ 1,679.96 $ 2,500 $ 2,330.30 $$ 4,000 $ 11,004.36 $ 4,000 $ 4,892.71 $$-$-$$$1,7502,0001,398.997,257.41Support$$$429_06SerlesRenewal, TechLectureschool children7080170901801 03801 058010680't0980110801't28011780118Total ExpenseNet lncomeProgram/Events ExpenseEducation ExpenseUtilities-Rental 1 14 1/2Garbage Pick Up-RentalJanitorial Service-Rental 1 14Repairs-Rental 1 14 1/2Legal-RentalMiscellaneous-RentalRE Taxes402 S Main2,500150751,5004001,500100754,0002,500 $150 $75$1,500 $400 $1,500 $100 $75$4,000 $2,000 $150 $75$1,500 $400 $1,500 $100 $75$4,500 $139.361,187.U327.503,021.953,992.94825.79$$$$$$$$$2,500 $150 $75$1,500 $400 $1,500 $100 $75$4,000 $4,205.461,979.01225.551,5U.17(30.00)2,752.923,665.82$$$$$$$$$122.031,583.6197.501,620.421_323,923.29.3076,722$$(1$ 186,722 $ 146,23t.85 $ 164,972 $ 168,727.89 $ 153,150 $ 187,183.80$ (4s,7221 $ (30,468.3r) $ 7,248 $ 4,276.67 $ (24,830) $ s,276.42Page 3 of 3
Exhibit "B"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Branding
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism
information as follows:
A. Websites and Social Media Sites must include the County's and appropriate City's tourism
website logo or URL with an operational link to the site(s). The URL landing page must use the
correct logos and have a link to centralwashingtonoutdoor.com. Contractors must either keep
the landing page active until time of reimbursement or use a screen capture for full
reimbursement. (lf you are using a live logo as the link to CWO, please ensure the hyperlink is
shown in the screen capture). The logo must be displayed on the contractor's home page, it
must be sized no smaller than% inch in height and must be surrounded by appropriate white
space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or
appearance.
B. Print Advertising and Online Display Advertising of alltypes (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. Adve 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
L. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed atLOO% of the cost, including any production costs. To
operate exclusively outside of Kittitas County, the provider must not be physically located in
the County and/or not distribute any media within the County.
2. Print advertising placed with any media provider which operates inside Kittitas County may
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 10 days prior to
the event may be reimbursed at 1-OO% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 A, (21(a) above, advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County. Reimbursements will be allowed for the amount distributed
outside of Kittitas County, including any production costs.
B. Television Advertising:
1. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursed at 1-00% of the cost, including any production cost.
2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed at lOO% 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 total cost, including any production costs.
C. Online Advertising
L Online advertising and promotion may be reimbursed at 100% of the cost, including any
production cost.
2. Streamed media (radio, television, other) requests for reimbursement must include a
statement from the media provider specifying the percentage of recipients which are
outside of Kittitas County. Reimbursements will be allowed for the percentage distributed
outside of Kittitas County, including any production costs.
D. Direct Mail:
t. Direct mail advertising may be reimbursed at L00% 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 L00% of
the cost, including any production cost. ln orderto 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 poste r/tlyer must be provided
along with other required documentation.
2. Banners which are placed inside of Kittitas County may be reimbursed at IOO% of the cost,
including any production costs. ln order to receive reimbursement, the banner cannot list a
specified date or location. Request can only be made one time.
3. Signage (site layout use only) which are placed inside of the venue/facility of the event may
be reimbursed at 100% of the cost, including any production costs. ln order to receive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time. (i.e. ADA Parking/Parking, Loading Zone, Evacuation Route, Bathrooms, and
Stage locations)
F. Radio Advertisins:
1. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at IOOYo 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 atlOO% 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 reimbursedtOO% of the paid invoice cost. ln orderto receive
reimbursement operations invoice must an approved cost from the Consolidated Lodging
Tax committee members list. lnvoice provided must include notation of payment with proof
of payment.
2. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed
at LOO% of cost. ln order to receive reimbursement, a signed statement from the receiver
along with other required documentation. Mileage reimbursement subject to IRS mileage
reimbursement rates which may change annually.
3. ltems not eligible for reimbursement:
a. Salaries of employees
b. Capitol purchases- any item with 3+ years life and over 55,000.
c. Licenses, permits, insurance, or credit card fees