HomeMy WebLinkAboutLT-2022-010LT -2022-OTO- K E E N - B I R D
2022 LODGI NG TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND KITTITAS ENVIROMENTAL EDUCATION NETWORK
This Contract, effective January 1,, 2022, is made and entered into by and between -
KITTITAS COUNW ("County"), a subdivision of the State of Washington, and the KITTITAS
ENVIRONMENTAL EDUCATION NETWORK ("Contractor"l, for the 2022 Yakima Canyon Bird
Fest("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 '?"
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.
a. As full compensation for satisfactory performance of the Contractor's Services, the County
agrees to pay Contractor the sum of twelve thousand eight hundred fifty dollars
(S12,850.00) (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 twelve thousand eight
hundred fifty dollars (S12,850.00) (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
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205 West 5th Ave - Suite 105
Ellensburg, WA 98926
a uditorsaccounting@co.kittitas.wa.us
Reporting requirements of your events will be required on prescribed forms from the
County Auditor.
f. Contractor is eligible to claim reimbursement for the following items and amounts only
o Advertising
o Speakers and Talent Fees
o Marketing
r Transport
o Volunteer Training
o Design 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 lowing a dd ress: http://www.co. kittitas.wa. us/a ud itor/defa u lt.a spx
Section 3- Perfo rmance 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
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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, maritalstatus, 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. ln nitv, and Hold Harmless.
The County assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County, its officers and employees,
agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities,
damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
Any lien asserted upon any property of the County in connection with the Services for this
Agreement;
Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
any governmental authority; or
a
a
a
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o Any breach of or default under this Agreement by Contractor
Section 5. Comoliance h 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 ln surance Waiver.
With respect to performance of this Agreement and as to any claims against the County, its Additional
lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 5L
of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contracto/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. lnsuran and Endorsements.
a The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses
arising out of personal injury (including death) or property damage that may result from
performance of the Services or this Agreement, whether such performance is by Contractor
or any of its employees, agents or representatives.
c. Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d. Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
c
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e. Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County as an Additional lnsured and shall stipulate that the insurance
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
Section 8. Termination.
The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any
portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon
receiving such notice of termination, Contractor shall, except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice. ln the event the
County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to
refund to ihe County all monies paid for Services not yet rendered by the Contractor, if any, as of
the date of the notice of termination.
Section 9. Miscellaneous.
Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
Notice for any purpose under this Agreement, except service of process, shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W.
5th Ave. Ste. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by
the County to the Contractor shall be given to the Contractor's address provided on the
signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class,
postage prepaid, certified mail, return receipt requested.
d. The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict, affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
e. This Agreement may be executed in one or more counterparts and by facsimile, each of
which will be deemed an original, but allof which togetherwillconstitute one and the same
instrument.
t. 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
c
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this Agreement. Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement, and is not in
violation of any applicable law, ordinance, or regulation the consequence of which will or
may materially affect Contractor's ability to perform its obligations under this Agreement.
g. lf any term or condition of this Agreement or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect the other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To
this end, the terms and conditions of this Agreement are declared severable.
h. The exclusive venue for any action brought to enforce this Agreement or any of its terms
shall be in Kittitas County, State of Washington.
The performance of this Agreement is subject to termination without liability by either party
upon the occurrence, or upon the prediction by the National Oceanic and Atmospheric
Administration, any other agency of the United States Government, or any agency of the
Government of the State of Washington of the occurrence of any circumstance beyond the
control of either party-including, without limitation, acts of God, war, acts of terrorism
within a fifty (50) mile radius of Kittitas County, government regulations, disaster,
pandemic/epidemic illness, strikes or threat of strikes (except that neither party may
terminate this Agreement for situations involving that party's own employees), civil
disorder, or curtailment of transportation facilities-to the extent that such circumstance
makes it illegal , impossible or economically impracticable for the parties to complete the
duties and mutual obligations agreed upon and imposed upon them herein. The ability to
terminate this Agreement without liability pursuant to this paragraph is conditioned upon
delivery of written notice from one party to the other within 10 days of such occurrence or
upon delivery of written notice from one party to the other within 24 hours of the receipt of
notice of the prediction of any of the above occurrences. To the extent feasible within the
constraints imposed by any event of the type described above, the parties agree that if the
triggering event is of apparently or likely transitory effect, the parties may negotiate such
amendments to the agreement that are mutually satisfactory and not otherwise contrary to
law, including but not limited to a change in the dates for completion of any portion or the
entirety of this agreement.
2022 County Lodging Tax Funding Agreement Page 6
La
KITTITAS COUNTY
BOARD OF coMMrssroNERs
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- 56t"b
CONTRACTOR
IPrint
[Address]
[Telephone]
Chair
Brett chsmith, Commissioner
,,,,
A
,V02>
a
.rr , Clerk of the Board
APPROVED AS TO FORM:
Deputy Prosecuting Attorney
Vice
2022 County Lodging Tax Funding Agreement Page 7
Exhi ht un')
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop -2021*
Submittal lnstructions
& General
lnformation *
Did you atlend th€ GraniApplication Workshop - 2021 hosted bylhe Kiitilas Coulty ChanberotCorr]nlerce?
'.) Yes
r) No
'r) Yes,
I have read and understand Submittal lnstruclions and General lnformalion lot lhe 2A21 Lodging Tax Giani Funding
Process
You are strongly encouraged to compose your responsss 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 drat by selecting the button
at the bottom.of this page. lMren you do this you will be logged out and rnust log back in to continue. ln order to save a
draft you will need tc provide an email address and a password. Afrer completing lhe save draft, you will be redirected to
landing page containing a link to log back into the form. We,suggest you save thie link as a bookmark. The link will also be
sent to you in an ernail. For your convenience we have provided a word document version of the questions. Download it
here.
Organ ization I nformation
Name of Organization* The Kittitas Environmental Education Network
Organization Address* straet Address
414 S Willow St
AdOress Line Z
South Willow
CitY
Ellensburg
Postai / Zip Code
98926
Organization is a:*i.i Business
a;) Non-Profit
(Noie: Please submit W-9 for business or IRS Designation Letter for non-profit.)
Click here to view sample documents (redacted).
Slate I Proviuce / Regiol
WA
Country
United States
46.6'1KBUpload Proof of
Organization Status*
Project Contact I nformation
IRS Conf of Exempt Staius under 501(c)3.pdf
Acceptable file fornlats include: JPG. PDF or TIFF.
iAi
First Name*
Last Name*
Phone Number*
- ..*tmail kittitasee@gmail.com
JILL
A SCHEFFER
509-551-8807
Project or Event lnformation
ProjecVEvent Name*
Service Categories Check all categories lhat apply to lhis application
' ' Tourism promotion/marketing
7i Operation of a special event designed to attract tourists
. i Operation of a tourism related facility
Other
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.
Yakima River Canyon Bird Fest
End Dates
511512022
Helen McCabe Park. Umtanum Creek
Recreation Area, and Canyon River Ranch
Lodge
. r Ongoing ProjecUEvent (More than four years in existence)
'r: New ProjectlEvent (Four or fewer years in existence)
$ 18000.00
lfyou selecled "Ongoing Project/Event" above this amount may not exceed 10olo of the lotal expense budget of this
project.
Event Dates
Start Dates*
511312022
ProjecVEvent
Location *
New or Ongoing
ProjecVEvent?*
Amount of Funding
Requested *
Funding Request Max
Tourism Seasons*From the lisi below. what seasorr will yout proiecl euhance tourisnt? Select any which apply.
, j Year-round (January - December)
, I Off Season (November - February)
rrl 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 | ProjecUEvent Description
Please provide a descrrption of your projectievent.
Response 1:
ProjecVEvent
Description *
The Yakima River Canyon Bird Fest operates during 3-days on the second
weekend of May and discover the natural beauty of Central Washington State! The
Yakima River Canyon is an Audubon lmpo{ant Bird Area (lBA) with some of ihe
highest densities of passerines and birds of prey in the State.
The Yakima River Canyon Bird Fest offers experi-led field trips, vendors,
extended field trips, leciures and keynote speakers. social events and music, and
a plethora of bird watching during early springl
Yakima River Canyon Bird Fest is a family-friendly event targeting birders
throughoui the Pacific Northwest and from around the world. Birders travel
thousands of miles to add to their'life lists' and our festival will fall right in between
two complimentary festivals - the Grays Harbor Shorebird Fesiival in late April
and the Leavenworth Bird Festival in late May. Birders plan theirtravel calendars
to engage in as many birding opportunities as they can, and this festival in May is
the best time to see colorful, diverse and rare bird species in the Canyon.
Yakima River Canyon Bird Fest will feature Friday afternoon registration at festival
headquarters based in Helen McCabe Park. Most attendees will stay overnight in
hotel rooms. camp in the Canyon, or stay at the Yakima River RV Camp. ln
addition, we work with Canyon River Ranch Lodge and our host hotel. Hotel
Windrow. to provide reduced and/or group rates for festival attendees.
Friday evening activities will include owl hooting and bat field trips as well as
music and drinks at a local venue to be determined. Saturday morning will begin
with very early field trips, and activities will continue throughout the day capping
off the evening with our keynote speaker. Corrplementary Get Intimate with the
Shrub-Steppe (another KEEN event) activities occur on Saturday as well. Sunday
morning will have more early morning field trips and the festival will wrap up at
noon on Sunday.
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Video Link Please provide us link ts a briet lti.Jeo surn[]ary ol you orqa[;zi]lior's event/groject. You i',1US-t be p.esenl al the
O&A rneetitrg jn Noverlrber {o qualify fot funding.
https://www. youtube. com/watch?v=nwKbE-
zhtu0
List of lntended Use of Funds*
Advertising
Speakers and Talent Fees
Marketing
Transport
Volunteer Training
Design Fees
2l Supporting Kittitas County as a tourism destination
1. Away from their place of residence or business and staying overniglrt 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. orfromanothercountryorstateoutsideof theirplaceof residenceorbusiness.
You must provide the evidence utilized in determining your projections.
Response 2.1 *VVtry vrould tourists travel 10 Kittilas County ta atlend your evenllaclivityffacili{y?
From past events, we know that birders visiiing the Yakima River Canyon Scenic
Byway are split equally between males and females with an average age of 61
years old. The majority of attendees to Bird Fest lived in Western Washinglon
(King, Pierce, Skagit, and Snohomish Counties) with an income between
$100,000 and $149,000.
Birders that pa(icipated in our survey said ihat they typically travel about 100
miles. but will travel between 100 miles and 500 miles to seek out great birding
opportunities that have a wide variety and rare bird species.
Several survey respondents take yearly trips out of state or country for birding
experiences. When traveling for birding excursions away from home. most stay
overnight for approximately 2 nights in a motel/hotel. The majority of birders who
took this survey said that they have been to the Yakima River Canyon Scenic
Byway for birding excursions. What ihey like best about the Yakima River Canyon
Scenic Byway is the variety and number of birds that show up due to the diversity
of habitat.
We also know, from ihe Bureau of Land Management about their recreation sites in
the Yakima River Canyon Scenic Byway. surveys and pay records that show a
steady and significant use pattern in the Canyon that shows nearly 400,000
overnight stays in the Canyon during 6 months (May-Oct).
The Kittitas County Tourism and Recreation Plan identifies wildlife viewing
as the third most popular activity and among the highest day-lrip expenditure
category, and WA State SCORP shows nearly 60% of tourists engaging in wildlife
viewing activities.
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Response 2.2 *
Application Questions: Parl 2
Describe lhe prior sLrccess oi your eventlactivityfacility irr attraclion tourisls.
With thousands of birders visiting the Canyon annually, the Yakima River Canyon
Bird Fest is sure to be a very well attended event.
KEEN anticipates between 500 attendees in our 3rd year. Based on 2018
attendance, we estimate that 80% of event attendees will be considered tourists
(*400 people) and that 30% of them will be from another state or out of Country
(-'120 people).
The 2019 event was cancelled due to a conflict with another birding event and the
2021 and 2022 events were cancelled due to covid.
Pre-registration will be required for events. lectures, and field trips. We can
track attendee information this way through our online licket sales.
ln addition, Yakima River Canyon Bird Fest headquarters will be located ai Helen
McCabe Park and everyone altending the evenl will be required to check in,
receive their event materials. and in this way. we will be able to track attendees'
destinaiions and overnight stay statistics.
We will conduci an in-person survey in 2022 in order to increase survey
responses and get direct overnight stay data. We have found that our online
surveys are not well-responded to (we believe thai this is due to the older age of
our event attendees).
We are constantly refining our advertising methods. Our partnership with Living
Bird Magazine will begin earlier, and add print to their digital presence. They will
at the conclusion of the publishing/financial cycle, provide the data which will
demonstrate iheir effectiveness.
Birders plan their travel calendars to engage in as many birding opportunities as
they can, and this fesiival in May is the best time to see colorful, diverse and rare
bird species in the Canyon.
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3l lmpact
Response 3:
Measuring Results*
Descriire holv you will promole your evesUactivityifacility to attracl tourisls.
Yakima River Canyon Bird Fest is a date specific shoulder-season event. We will
advertise on national birding websites and through Facebook ads with a targeted
audience identified as birders and bird enthusiasts from around the Pacific
Nodhwest.
Our 2018 final report shows our online targeted audience locations for
all ads on Facebook, Living Bird Magazine, and Bird Watcher's Digest (they focus on
Seattle area, Spokane area. Portland area, and Vancouver BC area).
All our advertising will follow the required guidelines for branding as
specified in the grant. KEENs website and FB page and other social media will
identify funders and sponsors wiih appropriate recognition. We will identify affinity
events happening during the same time of year in Kiititas County as a way to identify
opportuniiies to extend stays before and after the event.
Traveling to Kittitas County in the spring is one of the best times to visit our area. We
will follow the ruies of the contract on our marketing items with appropriate logos,
and will also work to increase attendance by encouraging other activities while here.
KEEN will use our social media accounts to share and cross-post recreation,
farmers markets. wineries and local breweries to the same audience. Birders travel
thousands of miles to add to their'life lists' and our festival will fall right in between
two complimentary festivals - the Grays Harbor Shorebird Festival in late April and
the Leavenworth Bird Festival in late May.
Birders plan theirtravel calendars to engage in as nrany birding opportunities as
they can. and this festival in May is the best time to see colorful, diverse and rare
bird species in the Canyon. To the extent possible, we will cross post to these other
festivals and gain audience and ad reach that way. Each attendee receives the
Chamber handout packet in their event go bags, we link to the Chamber website on
our websiie, and we put the hotel registraiion widget on our website for ease of
travel arrangements.
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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
*trustness
4.3 Host Hotel*
Yes, KEEN partners with several groups in Kittitas County and across the state to
promote and encourage tourism.
For Bird Fest we specifically partner with Seattle, Kittitas and Yakima County
Audubon groups and the Kittitas County Field and Stream Club. These
organizations provide expertise, field trip leaders, event volunteers, and planning
committee members.
We also work with CWU interns and professors, expert field trip leaders from around
the state, and WA Staie Parks for the location of the event. This event would not be
successful without {hese partnershipsl
We also partner with Canyon River Ranch Lodge for the dinner, auction, and social
gathering space for the event.
We highlight downtown Ellensburg by adding art activities ai Gallery One, downtown
tours with the historical museum, ask downtown businesses to run specials for bird
festers who bring in their passes during the weekend. We will continue to build on
those ideas in future years.
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Desclibe how you will pronroie lodging establishnenls. reslaurants. and business located in Kiltjtas Couuly
We highlight downtown Ellensburg by adding arl activities at Gallery One, downtown
tours with the historical museum, ask downtown businesses to run specials for bird
festers who bring in iheir passes during the weekend. We will continue to build on
those ideas this year.
Our host hotel is Holiday lnn Express and we'll build in additional marketing and
outreach opportunities with them in 2022.
Our website highlights 'other things to do', chamber events pages, and more. We
want our birders to spend their time and money here.
We are committed to our community and to providing an amazing wildlife viewing
experience to tourists.
Though this event has taken a few hits in recent years, we believe it has huge
potential and we'll continue to pursue its growth.
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ls there a hosl hotel for your eveirt or grant project'? lf yes, list the hotel
)No
. Yes. Hotel Windrow
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*KEEN increased sponsorship levels, vendor's fees. and other cost-covering fees for
participation in 2O18. As the event grows we believe that our sponsorship levels will
increase and we will attract more vendors over time causing this to continue to be a
revenue positive event for KEEN that will soon become self-sustaining.
We want to keep ticket prices low overall. so will increase 'add-ons'to the event.
Special speakers, workshops with CWU professors, art activities downtown. and
more. Most other bird fests do not charge an 'entry'ticket so it is important for us io
keep ticket prices low and find income fronr other sources. We are considering a
'donation'ticket price instead. The committee is discussing many options.
As happens in the bird-watching world, once an event is established. birders start io
look for event details earlier and earlier. We have already contacted Living Bird
Magazine and posted the event on our website and FB pages.
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Application Questions'. P arl 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-l9 lnformation lf you had a plailned e'Jenl in 2020 or 2021, whether ihey rere able lo iak-- place or rot. please desciibe any
successes ancJ challenqes yoir experienced.
The 2020 and 2021 events were cancelled due to covid.
We held snrall online outreach events encouraging people to get outside and
birdwatch in their own areas-
Yott may upload;tny supporling doc!$enls such as graphs. images. diallrants. ntarkeiing ntaterials. etc.
Sird Fest Poster - big format final.jpg 1.82M8
You are allovved io srhrnit up to 3 sin!.jle paEe (US Lelter) documents in iPG. PDF or Tlf F forrnitl
7l Previous Lodging Tax Grant lnformation
2500 ,:haracler lintit
2500 character lintitAdditional lnformation
Supporting Documents
Previous Years
Awarded Lodging Tax
UTANIS
Overall Attendnace
Past Actual *
250
Has your eve,rl teceived l-odging lax flnds in previous years?
. No, this event/project has not previously received Lodging Tax Funding
o.: Yes, 'l year previous
; Yes.2 years previous
Yes. 3 or more years previous
Projected *
400
Number of people travelling more than 50 miles for your event?
Past Actual* Projected *
196 375
Number of people traveling from outside WA State for your event?
Past Actual* Projected *
86 200
The number of overnight guests who stay in paid accommodations in Kittitas County
for your event
Past Actual* Projected *
160 175
Number of paid lodging room nights resulting from you event/activity/facility?
PastActual* Projected*
276 350
Prior Year Paid
Overnight Stay Data
Past Methodology*
Projected
Methodology*
Methodology
Narrative*
ln addilion lo lie,d above. you rnay upload lhe evidence to support lbe p.ior years'room/night inforntalion.
Yolr may uplaad up lo lhree sirgle pages iUS Lelte'. of infornration. lf yor a single mulltspage docunrerl. only the
arsl three pages will be considere.l. The lollouring forfiats. will be accepted: JPG. FDF or TIFF
!"!hal lnelhodoloay did vou use lo calclrlate the 201 9 acloal nllmbe.s?
11 Direct Count (preferred)
, lndirect Count
. , Representative Survey
rl lnformal Survey (preferred)
' ' Structured Estimate
Other
il'rrat methodology will you rse to calcu'ate the upcomingl nunbers,
'/l Direct Count (preferred)
: -i lndirect Count
, r Representative Survey
,.r] lnfonnal Survey (preferred)
, ; Structured Estimate
' Other ,
Please explain.
Our goal is always to track our participants and survey them after the event. Birders
are typically older and less responsive to online suryeys. So instead. in 2A22,we'll
be providing short written surveys that can be filled out during the event. lf that
doesn't provide answers, we'll consider mailing a survey to each registered
participant.
ln addition, all tickets are bought in advance and purchasers are required to provide
information about how large their party is, how many people will be staying
overnight, and how many in paid accommodations.
We'll work closely with our host hotel, RV and campgrounds in the Canyon, and
Canyon River Ranch Lodge, to track and survey our attendees.
2500 characler lirrit
l
Application Questions. Part 5 r3;
8l Funding
Does your organization have, or have you applied for. grant funding from other sources? lf not, why not? lf yes, please list
the funding you have for the project. including any volunteer and in-kind sources in Question 9l Project Budget
Overview.
Funding sources and amounts which have not yet been secured will be ljsted separately, in the field(s) directly below.
Finally, what changes would occur if the project couldn't be funded?
Other Funding*
'"' Yes No
Funding for which you have applied but not yet secured
Funding Source Amount
Sponsorships from community businesses $ 5,000.00
FUnding ShOftfalls* !,irai clran{]e3 u/ill be rnade It frnd;na ior yru. re.luesl is rol available of recolrrrendeci?
We'll modify our advertising plarrs to spend less money, maximize efforts to secure
sponsorships and grants, and change the rest of our budget to reflect lower
attendance. ln addition, the keynote dinner nray be changed to remove the cost for
facility rental and speakers fee.
2500 characier li'rit.
Does yolr organizalior) have cr have you applied tor iurdinq ffotrt other sources?
105.56
%
ihrs field vnl' aulo lill
"/ilh ihe corrcct percerlilge baserl orr yolir inp|t b burigel seclion belov.
9l Project Budget Overview
Please complete budget for this project/proposal. lf your agency operates independently of this project application it may
not be necessary to subtnit the entire agency budget. You must submit a budget which specifically pertains to the
project/event for which you are requesting funding and adheres to the basic budget format shown below.
The budget must inckrde anticipated revenues, expenditures, and any potential profit or loss. For projects/events which are
ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operatrons (need not
be consecutive) for the projecVproposal if applicable.
For any claimed in-kind contributions valued at $500 or more and related to marketingladvertising, you must
submit verifying documentation which assures the contribution will be provided. For instance, if you are claiming in-
kind contributions in the form of advertising match, a binding contract itemizing the matching value and obligating each
party must be provided.
ATTENTION: ln an effort to allow an adequate level of flexrbility for all applicants, not all fields in the budget portion are
required to be filled before this form is submitled. Providing all applicable data is your responsibility, failure to do so
will potentially jeopardize your application's chance for review.
Matching Funds
Percentage
Verification of ln-kind
Contributions
Budget Year
Edit if necessary 2018
i:or aily clainted in-kir.l contribulions valued al S5tl0 or more a8d relaled 10 lnarkelirgladverlising, you rnust subllit
veljlying docunrenlalior vrhich asstires lhe conlr!bulior Eill be provided.
2020 2021 2022
Revenues From Consolidated Lodging Tax Grant
Past Actual 3 Past Actual 2 Past Actual 1 Projected
LTAC Grant Funding $ 6,357.33 $ 0.00
Past Actual 2
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
PastActual 1
$ 0.00
PastActual 1
PastActual 1
$ 0.00
PastActual 1
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 18,000.00
Projected
$ 10000.00
$ 5000.00
$ 250.00
$ 250.00
$ '1000.00
$ 2500.00
Projected
$ 0.00
ln-Kind Contributions (excepi volunteerism)
Account Name
All Other Revenues
Account Name PastActual 3
Ticket Sales $ 6600.00
Sponsorships $ 1675.00
Merch Sales $ 260.00
Vendor Fees $ 250.00
Foundation Support $ 0.00
Donations/Auction $1260.00
Past Actual 3
$ 0.00
Evidence of Volunteer
Contributions *
Calculated Value of
Projected Volunteer
Time
Past Actual 3
Revenue Totals $ 16402.33
Past Actual 2
$ 0.00
Contributions of Volunteer Time
Past Actual 3 Past Actual 2
Number of Hours 1,022
Please upload a slngle file which olfers evrclence in support of lhe projected volunteer haurs.
YRC Bird Fest Volunteer Justification.pdf 121.98K8
$ 25,916.00
Projected
1 ,'1 00
Projected
$ 629t6.00
Past Actual 2
$ 0.00
Expenses
Account Name
Advertising
Marketing
Design Fees
Printing
Speakers and Talent
Fees
Transport
Supplies
Square Fees
Facility Rentals
Past Actual 3
$ 6357.00
$ 1500.00
$ 2500.00
$ 1110.00
$ 1500.00
$ 450.00
$ 556.00
$ 268.00
$ 428.00
Past Actual 2
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
Past Actual 1
$ 0.00
$ o.oo
$ 0.00
$ 0.00
$ 0.00
Projected
$ 10000.00
$ 1500.00
$ 2500.00
$ 2000.00
$ 1500.00
$ 500.00
$ 600.00
$ 200.00
$ 1500.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
Volunteer Training
Equipment
Merchandise
Catering
Auction ltems
$ 525.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
Past Actual 2
$ 0.00
$ o.oo
$ 0.00
$ 0.00
$ 0.00
$ 0.00
PastActual 1
$ o.oo
$ 500.00
$ 250.00
$ 100.00
$ 1000.00
$ 500.00
Projected
$ 22650.00
Projected
$ 40266.00
Past Actual 3
Expense Totals $ 15194.00
Profit & Loss
Past Actual 3
$ 1208.33
Past Actual 2
$ 0.00
PastActual 1
$ 0.00
Application Certification
The applicant here certifies and affirms: 1. Thai 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, clieni, customer, or other
person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, sexual
orientation, creed, place of birth, or disability; 2. That it will abide by all relevant local, siate and federal laws and
regulations and, 3. That it has read the information contained in the lnstructions on pages 1 and 2 and understands and
will comply with all provisions thereof.
Certified by:
Name*
Applicant's Title*
J.R'I'TS8!TA'r I(BVSNUE I'ERVICE
P. O. BOIC 25OS
CIllCINlnfI, OE rl5?O1
DaEe;Atl60lm
KITIII'AS 8!n:'R'OnHETSXAL BSUCATTOnI
!{SFWORK
9O BOX 587
EI 'ET|II'BIIRG, WA 9fJ9?5
DBPARII{EITT QF gE TREASURY
a
hqfloyer Identif lcatistr N\rmber :
22-3A4902L
DIrl{:
17053067801-01-3
Co[tects Sersea:
IJ. I{ATI{B B TEE ID* 31462
Cortact Telephone llrrrber:
(8?71 S29-5sOO
Public (harity SEaEug:
t?0(b, ,r1 1al (wll
Dear Applie'ne:
Our letier datcd itItI.Y 2002, atsafed ]cnr roufd be exeqrt f:rom Federall-come ta:c usder sect,L@ 501 (cl(3) of tbe fntsernal Reverrue Code, a[d you would
be treabed as a public cbaxlty aluri[g at advance niliug perLod.
Based on our recatdg and on Ehe i.gf,o:matl,on llgrr eubnitt€d, ttlE are pleased to
eog(iru that fou azt exeqrt trnder seelior 5OX (cl (31 of tshe Code, and laou are
eLasgifl.ed ae a pubtic cbarlcy und€r Fha coda eectiorr 1i6Ued is thc beadlng of
Ehis leEEer-
hrbllcaElon 55?, Terc-Ebce4tt statua for Yotrr orgrani'zat'ion' provideg detalLed
lnforrneelon about your riihte and responei.blDlies as an exeryE otgarrizatim.
-you nay reqgest " iopy'ty cagirg tJre Cott-free nqmber for fornrs.'- (EOol gzS-3gfg. rnfanlallorr ts aleo arral'latjle ou sur xuteFoet tleb stee at
wvrw. iro.gov.
If you have geleral gueeElous about exeqlt organtZablons, please eaII our
boli-free nlrmber sfrot"a iu tbs headhg betreeu 8:OO a-m- - 5:30 P-m- EaEfcrn
Eltne.
Please keep thia l-ebter ia luur pemancnrt riecorda.
Si-oc,ere\y Ysura,
grga.uizatsictns
X,uLinEg aEcl ltgrreerBaEts
l€rEer 1050 (DQlcg)
a
t\(lJ{JVIoUJ)<<tt\7do.'\J><><ttt\nnF-tri--*_l].iloEIoEtgvotoIouffiq"t1ts,3,*.--etl*-'- ''-'+i -),;,(3,rh),,$,.t- /O-- r'\s3*; ful:.; ,*t" -tr'l.fool:-1,. ,t'ta.i,'::ll.r r-- --,ifr
Kittitas County Lodging Tax
Volunteer Match YRC Bird Fest2O2O
Tasks Rate* HoursVolunteer Name
JillScheffer
Stefanie Wickstrom
Thatcher Montgomery
Gary Cox, Jerry Scoville,
Sarah Maes, Landon
Shaffer
Deb Essman
Laura Busby
Wendy Mee
Martha Kurtz
Emily Jacobs
Subject Area Experts
*lndependent Sector Non
profit Volunteer Rate
Board President and Main Project Manager,
Event Planning, Design, Marketing,
Promotions, Budgeting, Tracking, Purchasing,
Ticket, and All Event Tracking and Reporting
KEEN Board Treasurer - project financial
oversight and management
Event ticket sales management, coordination
and reporting
s 2s.43
s 2s.43
s 2s.43
396
L32
22
10
84
L20
84
84
84
KEEN Board Members at large - project
oversight and financial oversight
YRC Bird Fest Planning committee, field trip
leader, coordination with Kit Co Field and
Stream
KEEN Education Committee - project
oversight, program planning and
implementation
KEEN Education Committee - project
oversight, program planning and
implementation
KEEN Education Committee - project
oversight, program planning and
implementation
KEEN Education Committee - project
oversight, program planning and
implementation
Field trip leaders and speakers
Total
s 2s.43
s 2s.43
s 2s.43
s 2s.43
s 2s.43
s 2s.43
s 2s.43 6
s
Total
10,070.28
3,356.76
559.46
254.30
2,L36.L2
3,051_.60
2,736.12
2,L36.L2
2,136.r2
152.58
25,989.46
44 hours committee meetings; 32 additional hours per month on project man
22 hours board meetings; 10 additional hours per month on financial manage
22 hours board meetings
10 hours of project oversight in LL months
44 hours committee meetings; 8 hours per month for 5 months project impler
44 hours committee meetings; 8 hours per month for 5 months project impler
44 hours committee meetings; 8 hours per month for 5 months project impleL
44 hours committee meetings; 8 hours per month for 5 months project impler
44 hours committee meetings; 8 hours per month for 5 months project impleL
s
s
s
s
s
s
s
s
s
s
mentation and field work in summer programming
mentation and field work in summer programming
mentation and field work in summer programming
mentation and field work in summer programming
mentation and field work in summer programming
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 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 Advertisins of all types (including but not limited to television, online, electronic kiosks,
motion billboards, etc.) must include the County's and appropriate City's tourism website logo.
The logo must be sized no smaller than% inch in height, and must be surrounded by appropriate
white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in
color or appearance.
All logos and website information may be obtained by contacting the Director of Tourism, Kittitas
County Chamber of Commerce.
Section 2. Advertising Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere
to the following guidelines and requirements for each type of advertising media utilized.
A. Print Advertisins
1. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed at 7O0% of the cost, including any production costs. To
operate exclusively outside of Kittitas County, the provider must not be physically located in
the County and/or not distribute any media within the County.
2. Print advertising placed with any media provider which operates inside Kittitas County may
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to L0 days prior to
the event may be reimbursed attOO% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 A, (21(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 atIO0% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 8,2(al above, advertising may be reimbursed at the rate of 70% of
the total cost, including any production costs.
C. Online Advertising:
L Online advertising and promotion may be reimbursed at 100% of the cost, including any
production cost.
2. Streamed media (radio, television, other) requests for reimbursement must include a
statement from the media provider specifying the percentage of recipients which are
outside of Kittitas County. Reimbursements will be allowed for the percentage distributed
outside of Kittitas County, including any production costs.
D. Direct Mail:
L. 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
required documentation.
E. Flvers/Posters:
1'. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% of
the cost, including any production cost. ln order to receive reimbursement, a list of the
locations where flyers or posters were posted outside of Kittitas County, a signed statement
from the contractor that the list is accurate and a copy of the poster/flyer must be provided
along with other required documentation.
2. Banners which are placed inside of Kittitas County may be reimbursed at 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:
L. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed aILOO% of the cost, including any production cost.
2. Radio advertising placed with any media provider located inside of Kittitas County may be
reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed at IOO% 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 atthe rate of 30%of
the total cost, including any production costs.
G. Operation Reimbursement:
L Operation costs may be reimbursed 7OO% 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 tol% 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