HomeMy WebLinkAboutLT-2022-007-WASARVACLT-2O22-OO7-WASARVAC
2022 LODGI NG TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND THE WASHINGTON STATE SEARCH AND RESCUE
ASSOCTATTON
This Contract, effective January I, 2022, is made and entered into by and between -
KITTITAS COUNTY ("County"), a subdivision of the State of Washington, and WASHINGTON STATE
SEARCH AND RESCUE ASSOCIATION ("Contractor"), for the 2022 WASARVAC ("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 twenty one thousand four hundred fifty dollars
(S21,450.00) (Kittitas Co. lodging tax funding).
b. Additional payment terms: The County will make payment to the Contractor only on 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 twenty one thousand
four hundred fifty dollars (S21,450.00) (Kittitas Co. todging tax funding).
c. Services/Expenses that are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January 75,2023 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
LT-2O22-OO7-WASARVAC
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 Facility Cost
o lT Support
r Media Development
r printing
o Advertising
o Marketing
o Staff Training
r Event Support
g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and
is further expressly denied funding for the following items as requested in the application as
defined in Section 1(a): N/A
h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
l. Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
fol lowing a dd ress: http://www.co. kittitas.wa. us/a ud itor/defa u lt.aspx
Section 3. Performance bv Contractor.
a. Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County. Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the County's option.
b. Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County. ln no event shall
Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the
County. lt is understood that the Contractor and the Contractor's staff and employees are
not employees of the County and are not, therefore, entitled to any benefits provided
employees of the County.
c.Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders,
licenses, permits, and other requirements, now or hereafter in effect, of any governmental
2022 County Lodging Tax Funding Agreement Page 2
LT-2022-OO7-WASARVAC
authority (including, but not limited to, such requirements as may be imposed upon the
County and applicable to Services). Contractor shall furnish such documents as may be
required to effect or evidence such compliance. All laws, ordinances, rules, and orders
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
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,
a
a
a
2022 County Lodging Tax Funding Agreement Page 3
a
LT-2022-OO7-WASARVAC
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
any governmental authority; or
Any breach of or default under this Agreement by Contractor
Section 5. Compliance with Public Records Law.
a. ln compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. ln the event a public records request is made to the County for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County shall provide notice to
Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
c. The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark, copyright or other law.
Section 6. lndustrial lnsurance Waiver.
With respect to performance of this Agreement and as to any claims against the County, its Additional
lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51
of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contractor's employees
and agrees that the obligations to indemnifli, 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.
The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses
arising out of personal injury (including death) or property damage that may result from
performance of the Services or this Agreement, whether such performance is by Contractor
or any of its employees, agents or representatives.
c.Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d. Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
2022 County Lodging Tax Funding Agreement Page 4
LT-2O22-OO7-WASARVAC
e Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County as an Additional lnsured and shall stipulate that the insurance
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
Section 8. Termination.
The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any
portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon
receiving such notice of termination, Contractor shall, except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice. ln the event the
County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of
the date of the notice of termination.
Section 9. Miscellaneous.
Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
c. Notice for any purpose under this Agreement, except service of process, shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W.
5th Ave. Ste. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by
the County to the Contractor shall be given to the Contractor's address provided on the
signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class,
postage prepaid, certified mail, return receipt requested.
d. The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict, affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
e. This Agreement may be executed in one or more counterparts and by facsimile, each of
which will be deemed an original, but all of which together will constitute one and the same
instrument.
a
2022 County Lodging Tax Funding Agreement Page 5
Lr-2022-OO7-WASARVAC
f. Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement. Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement, and is not in
violation of any applicable law, ordinance, or regulation the consequence of which will or
may materially affect Contractor's ability to perform its obligations under this Agreement.
g. lf any term or condition of this Agreement or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect the other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To
this end, the terms and conditions of this Agreement are declared severable.
h. The exclusive venue for any action brought to enforce this Agreement or any of its terms
shall be in Kittitas County, State of Washington.
The performance of this Agreement is subject to termination without liability by either party
upon the occurrence, or upon the prediction by the National Oceanic and Atmospheric
Administration, any other agency of the United States Government, or any agency of the
Government of the State of Washington of the occurrence of any circumstance beyond the
control of either party-including, without limitation, acts of God, war, acts of terrorism
within a fifty (50) mile radius of Kittitas County, government regulations, disaster,
pandemic/epidemic illness, strikes or threat of strikes (except that neither party may
terminate this Agreement for situations involving that party's own employees), civil
disorder, or curtailment of transportation facilities-to the extent that such circumstance
makes it illegal , impossible or economically impracticable for the parties to complete the
duties and mutual obligations agreed upon and imposed upon them herein. The ability to
terminate this Agreement without liability pursuant to this paragraph is conditioned upon
delivery of written notice from one party to the other within 10 days of such occurrence or
upon delivery of written notice from one party to the other within 24 hours of the receipt of
notice of the prediction of any of the above occurrences. To the extent feasible within the
constraints imposed by any event of the type described above, the parties agree that if the
triggering event is of apparently or likely transitory effect, the parties may negotiate such
amendments to the agreement that are mutually satisfactory and not otherwise contrary to
law, including but not limited to a change in the dates for completion of any portion or the
entirety of this agreement.
2022 County Lodging Tax Funding Agreement Poge 6
KITTITAS COUNTY
BOARD OF NTY COMMISSIONERS
cz, Chair
CONTRACTOR
LT-2022-OO7-WASARVAC
Nw
U.0. Gi
lPri nt Name
7-
Brett h, Commissioner
IK,
[Address]
[Telephone]
lrb -7-,+x
lttt
t t4tz
ah
:rn
: (/)
.f
lL
Clerk of the Board
APPROVED AS TO FORM:
Deputy Prosecuting Attorney
2022 County Lodging Tax Funding Agreement Page 7
Exhrvart
o n"
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2021*
Submittal lnstructions
& General
lnformation *
Did yoo aitend the Gratrt Application Vvorkshop - 20? I hosled by lhe Kittitas Courly Chanrber ot (lorllne! ce ?
i: YeS
rlNo
.r,. Yes,
I have read ard ilncjersland Subnrittal lnstructio[s ard General lrformation for the 2021 Lodging Tax Grant Fundirg
Fr ocess
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 the information into the form. You may also save a drafi by selecting the button
at the bottom of thie page. When you do this you will be logged out and must log back in to continue. ln order to save a
draft you will need to provide an email address and a password. After completing the save draft, yoi.r will be redirected to
landing page containing a link to log back into the form. We suggest you save this link as a bookmark. The link 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.
Organization lnformation
Name of Organization * Washington State Search and Rescue Volunteer Advisory Council WASARVAC
Organization Address* Sneet A.idress
301 Rogers Street NE
Address Line 2
City
Olympia
Postai I ZiP rjode
98502
State I Province I Region
Washington
Country
United States
68.08K8
Organization is a:*' , Business
'3; Non-Profit
(Note: Please submit W-9 for business or IRS Designation Letter for non-profit.)
Click here to view sample documents (redacted).
Upload Proof of
Organization Status*
Project Contact I nformation
SARVAC IRS ElN.pdf
Acceplairle lile toilr)als include JPG, PDF or TIFF
First Name*
Last Name*
Phone Number*
Email*billsar@hotmail.com
Project or Event lnformation
Bill
Gillespie
360-352-4864
'..1 j
ProjecVEvent Name* Washington State Search and Rescue Conference
Service Categories Check all categories llrai apply to this application
.i Tourism promotion/marketing
' : Operation of a special event designed to attract tourists
: ; Operation of a tourism relaied facility
,.i.i Other :Educational Search and Rescue Conference
Event Dates
Please provide any specific dates, or range of dates, on which your event or project will be held. You may add as rnany
dates or date ranges as necessary.
Event Dates
Start Dates*
6t20t2022
Project/Event
Location *
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
End Dates
6t2612022
Kittitas Valley Event Center
i..r Ongoing Projeci/Eveni (More than four years in existence)
:.r New Project/Eveni (Four or fewer years in existence)
$ 39800.00
lf you selected "Ongoing Projecl/Event" above this amount may nol exceed 10% of the total expense budget of this
proiect.
Funding Request Max
Tourism Seasons*Fro$ lhe lisl llelow, lvhal season will your project enhance tourisryt? Selecl any lvhich apply.
I Year-round (January - December)
i Off Season (November - February)
, r Shoulder Season (October or March - May)
,r'r High Season (June - September)
Application Questions: Part 1
Please answer each question completely, in the order listed. Please include any suppoding data within the
response narrative.
1 | ProjectlEvent Description
Please provide a description of your project/event.
Response 1:
ProjecVEvent
Description *
Video Link
List of lntended Use of Funds*
Facility Cost $10,000
lT Suppori $8,250.00
Media Development $2,1 50.00
Printing $8,400.00
Advertising $2,800.00
Marketing $3,000.00
Staff Training $4,000.00
Event Support $3,750.00
This project is the Washington State Search and Rescue 2A22 Conference proposed
for June 2A - 26 2022 in Ellensburg at KVEC.Hosted by Washington State Search
and Rescue Volunteer Advisory Council (akaWASARVAC) Kittitas County Search
and Rescue, Kittitas County Sheriff Clay Myers KCSO, Volunteers from other SAR
units in Washington Siate.
History of the Conference in Ellensburg: ln 2018 and 2019 Sheriff Gene Dana and
KCSO Staff & Kittiias County Search & Rescue committed to partnering with the WA
State SAR Volunteer Advisory Council (SARVAC) for co-hosting the State SAR
Conference.
2018 and 2019 Conferences (in Ellensburg) received very high ratings in post
Conference attendee and instructor questionnaires.
ln response to COVID 19 the 2020 Conference scheduled for June of 2020, then
again in June 2021 & we tried again for October of 2021. All were cancelled.
The Conference is dedicated to training classes for Search and Rescue Volunteers
and Professionals for the greater good of the State(s) Country(s) and Communities
in which they serve.
The Conference typically has 250-350 attendees. The conference is open to the
public. Vendors provide SAR specific products and resources. During the 2019
conference we advertised and added 4 free public classes. At this conference SAR
volunteers and professionals of all ages travel and stay in Kittitas County. where
they eat jn our restaurants. stay in our hotels. explore what we have to offer. camp
and want to come back.
Future plans for lhe conference is to remain in Kittitas County
SARVAC is the slatewide volunteer organization that oversees training and other
volunteer needs during the main conference on Friday, Saturday and Sunday.
Washington State Department of Emergency Management also oversees training for
SAR professionals and volunteers attending the Pre-conference classes taking
place Mon. Tues. Weds & Thurs.
25i10 character liurit
Please provide us lillk b a briel vi.Jeo sunrmary of you orgarrizatron's event,'project. You lvlUST be presenl at the
O&A meeli[g in Novernber to qualify ior lundinU.
https://drive. goog le. com/file/dl1 MBTVCZEUvS
ab4PH9tvSzcQePBX2ktZ6S/view?
usp=sharing
2l Supporting Kittitas County as a tourism desiination
1. Away from iheir place of residence or business and staying overnight rn 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 outside of iheir place of residence or business.
You must provide the evidence utilized in determining your projections.
Response 2.1 *V\/hy vrould tou,ists travel to Kittltas Cou,tty lo alle|d yot.ir everrilactivily/facilily?
The Washington State Search and Rescue Conference is internationally recognized
for providing education and training for SAR response Teams and individuals. The
Conference has been held annually since 1969 at various locations in Washington
Staie. (except Covid cancellations in 2020 and 2021)
All of our survey information reflects pent up demand for this conference.
Ellensburg has been a well received location by the SAR Community and current
plans are for the Conference to remain in Ellensburg.
SAR instructors. volunteers and professionals from Washington, Oregon, ldaho,
Montana, Canada. lceland, New Zealand and UK regularly attend the Washington
State Search and Rescue Conference-
250CJ characler li&it
Response 2.2*Describe lhe prior success of your evenl/'aclivilyliacilily in ailraction lourists.
During the June 2019 conference:
2S5 SAR Volunteers paid registrations for the 3 day conference June 21-23
86 SAR professionals and SAR Volunteers attended the pre conference June 1720.
Conservative estimates:
The 86 ihat attended the preconference {June17-20). 2/3 stayed in Hotel/Motel 1/3
Camped. (minus 10 that live less than 50 miies away)
Hotel/Motel $187 average per night for a 3 night stay= $28,050
Camping $52 average per night for a 3 night stay = $ 3,744
Conservative estimate: The 295 that attended the Main 3 day Conference (June 21-
23 2015) 2/3 stayed in Hotel/Motel 1 /3 Camped. (min us 20 that live less than 50
miles away)
Hotel/Motel $1 87 average per nrght for a 3 nighi stay = $1 02,1 02
Camping $52 average per night for a 3 night stay = $ 14.352
Estimated spending introduced into Kittitas Couniy during the June 2019 SAR
Conference : $148,248
Estimates achieved using attendance information from the 2019 conference and by
using rates from Kittitas County WA Tourism Alliance Dean Runyan & Associates
study published May 2018 page 95.
2500 characler liuil
Application Questions: Part 2
3l lmpact
Response 3:
Measuring Results*
Describe hglv you vJill prornote your eventlactivilylfacility to attract lourists.
Measuring Results: We will use paid registrations and attendance counts for
attendees and for the free public classes to track atlendees. (Direct count)
We will ask the Host Hotels and Campgrounds for paid room or camp spot counts
when we set up the reservation blocks. And reirieve that information post
conference. {Direct count)
Representative Survey: We will send out a Survey Monkey to all attendees and
instructors post conference.
In the past 6 months SARVAC has conducted surveys to establish the interest level
in continuing this Conference and the responses indicate the need and desire to
altend the Washington State Search and Rescue Conference. Outlook for 400 for
the June 2A22 conference remains strong.
2500 character linil
Application Questions. Part 3
4l Collaboration
lfyour organization collaborates or has created partnerships with other organizations, groups, or other events,
how is this accomplished?
4.1 Collaboration *This conference's success depends on a collaborative effort with local Hotels,
Resiaurants, Businesses, Crty of Ellensburg, Kittitas County, Kittitas Couniy
Chamber of Commerce and volunteer organizations: Washingion SARVAC, Kittitas
County Search and Rescue, WA Staie Department of Emergency Management,
Kittiias County Sheriffs Office, Pierce County Search and Rescue, Yakima County
Search and Rescue and the Kittitas Valley Event Center.
We also work with Kittitas County Chamber of Commerce to assist with tourism
informalion.
Local Hotels are contaeted to arrange blocks of rooms for registration and preferred
fares and rates.
WSECU contributed to the success of the Conference last year and we continue to
look for additional sponsors for this event.
For 2022 we will use local catering or food truck(s) on site and collaborate with local
businesses, restaurants and Breweries.
2500 characler linril
4.2 Promoting Local
Business*
Descflbe llow y.)u will promote lodgitrct estahlishnrenls restaurants and b!siness localed in Kittitas Counly
WASARVAC will continue to make arrangements with Hotels/Motels and Camping
sites for Conference attendees.
For 2A22 we will be using Online, Social Media, Radio, Newspaper and if possible
Television advertising for marketing.
All required logos and information will be used.
There are individual packets handed out to each attendee (swag bags) every year
during conference registration, including Kittitas Chamber of Commerce handouts
and information from upper and lower county tourism businesses, Restaurants,
venues. establishmenis, and advertisements. lhis will continue lo be utilized and we
will add information about tourism throughout Kittitas County to the WASARVAC
registration website or include it as a downloadable form after registration.
ln 2019 we were able to publish a PSA regarding the event in the Daily Record
during the event.
We advertised 4 free public classes locally using local radio PSA's and shared class
information througout Kittitas County, City Of Ellensburg and at CWU
2500.lharacier lirrit
4.3 Host Hotel*ls lhere a host holel for yoLu event o. rJranl project? It yes ljst the holel.
6. 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*Registration fees are kept as low as possible in order to make this training
conference feasible.
The Conference is dedicated to training classes for Search and Rescue Volunteers
and Professionals for the greater good of the State(s) Country(s) and Communities
in which they serve.
Grant Funds from this Lodging Tax Granl assist in making this event possible.
WSECU contributed to the success of the Confererrce last year. We continue to look
for additional sponsors for this event.
Self sustainability is not predicted at this time
2500 rharacter lirnit
Application Questions: Part 4
6l Additional lnformation
Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your
project and its benefit to tourism.
COVID-1 9 lnfOfmatiOn lf yor had :r planned evenl ia 2020 or 2021 . lvhetire, they $/ere :ble to take plac-- or nor. please describe urny
successes and challenges yoLt experienced.
We had planned for June 15-21 WASARVAC Conference in 2020.
Challenges: The June 15-21 2A20 Conference was cancelled due to COVID 19.
We were anxious abaut 2021 and whether or not a gathering this large will be
permitted in 2A21 and we ultimately had to cancel f or 2021 .
We have concerns that these cancellations will have impacts on SAR units across
Washington State. (Note: many of the classes presented at this conference are field
training and classroom classes that are not otherwise be available to SAR
Volunteers)
Successes: We have been meeting regularly to discuss and implement aiternative
ways to partially accomplish the goals of this Conference. i.e. smaller classes,
online/zoom classes, alternative sites, some classes in Ellensburg.
2500 cbaracter lirnil
Additional lnformation The Consolidated Lodging Tax Grant assists in our abiliiy to provide this training
ln short without this grant we will likely need to increase the registration fee to SAR
Volunteers who attend at their own expense. SAR volunteers from here in Kittitas
County and across the Slate devote 1 000's of hours in training and on search.
rescue and recovery missions each year without recompense and at their own
expense.
Spring of 201 9, Spring of 2A20 and 2A21 hundreds of SAR volunteers from other
counties in Washington State came to Kittitas County for evidence searches.
Without proper trained personnel ihese SAR and Community responses would not
be possible throughout the State.
250ii cha' acter lim,l
SUppOfting DOCUmgntS You rray uploati any suppo.ting doc!rnelis such as g.aphs. irrages. rliagranrs marketir]g &aterals. eic.
SAR map Auciion number z.pdf 22M8
You a.e allowed 1o subrlil up to 3 siDgle paqe (US Leiter) docurnents in JPG. pDF or TIFF {onnat
7l Previous Lodging Tax Grant lnformation
Previous Years
Awarded Lodging Tax
Grants*
Overall Attendnace
Past Actual*
381
Has yout evenl received Lodqirg tax fr{nds in previous years?
, No, this event/project has not previously received Lodging Tax Funding
. ' Yes. 1 year previous
.c) 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 *
361 380
Number of people traveling from outside WA State for your event?
PastActual* Projected*
30 30
The number of overnight guests who stay in paid accommodations in Kittitas County
for your event
Past Actual* Projected *
345 360
Number of paid lodging room nights resulting from you event/activity/facility?
Past Actual* Projected *
345 360
Prior Year Paid
Overnight Stay Data
Past Methodology*
Projected
Methodology*
ln addition to field above. you nray upload the evidence to supporl the prior yeat-s'rootn/nighl infonlation.
Yotl may upload up to thred sisgle pages (US Letter], ot informatiar. lf you a single rnulli-page docunlent. only the
lirst three pages will be corlsidered. The following iormats. will be accepted: JPG. pDF or TIFF
\Mrat methodology did yoil use to calculate lbe 20rg actxal numbers?
lj Direct Count (preferred)
:?t lndirect Count
i) Representative Survey
J lnformal Survey {prefered)
ii Structured Estimate
ii other :
I
-l
\ ,ftai methodology will you use to calculate lhe upcoming numtlers?
,lj Direct Count (preferred)
i*l lndirect Count
iJ Representative Survey
O lnformal Survey (preferred)
?-l Structured Estimate
1...1 other i
Methodology
Narrative *
Application Questions: Part 5
Please explaitr
During the June 2019 conference:
295 SAR Volunteers paid registrations for the 3 day conference June 2'1-23
86 SAR professionals and SAR Volunteers attended the pre conference June 1720.
Conservative estimates:
The 86 that attended the preconference (June17-20). 213 stayed in HotellMotel 1/3
Camped. (minus 10 that live less than 50 miles away)
Hotel/Motel $ 187 average per night for a 3 night stay= $28.050
Camping $52 average per night for a 3 nighi stay = 5 3,tOO
Conservative estimate: The 295 that attended the Conference (June 21-23 2019)
213 stayed in HotellMotel 1/3 Camped. (minus 20 that live less than 50 miies away)
Hotel/Motel $187 average per night for a 3 night stay = 5192, ,O,
Camping $52 average per night for a 3 night stay = g 14,aU,
Estimated spending introduced into Kittitas County during the June 2019 SAR
Conference .5148,248
Estimates achieved using attendance information from the 2019 conference and by
ustng rates from Kittitas County WA Tourism Alliance Dean Runyan & Associates
stLrdy published May 2018 page 95.
2500 characler [iil]it
8l Funding
Does your organization have, or have you applied for, grant funding from other sources? lf not, why not? lf yes, please list
the funding you have for the project. including any volunteer and in-kind sources in Question 9l Project Budget
Overview.
Funding sources and amounts which have not yet been secured will be listed separately. in the field(s) directly below.
Finally, what changes would occur if the project couldn't be funded?
Other Funding *Ooes ycrrr ortlanizaiion have. or have yoU applicd ior lundi|q from ollter sources?
q Yes No
Funding for which you have applied but not yet secured
Funding Source
WSECU
Funding Shortfalls*
Matching Funds
Percentage
Amount
$ 4,000.00
!4lhal changes will be ilade ii flnding lor youf .ecluest is nol available or recotnrlended?
Washington State Search and Rescue Conference is an educational conference ihat
affords SAR Volunteers (at their own expense) access to classes.
We anticipate that $175.00 registration fee may need to be raised at some point in
the future.
The Consolidated Lodging Tax Grant assists in our ability to provide this kaining
Without the LTAC grant we will likely ne€d to increase the registration fee to SAR
Volunteers.
25OO character limit
185.93
/o
i'his lield vrrll;:t.rto fill willr the correcl perceltage based on yout iltpul to budget seclaon l)elow.
9l Project Budget Overview
Please complete budget for this projectlproposal. lf your agency operates independently of this project application it may
not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to the
projecUevent for which you are requesting funding and adheres to the basic budget format shown below.
The budget must include anticipated revenues, expenditures. and any potential profit or loss. For projectslevents which are
ongoing for more than one (1 ) year, please also submit actuals from the previous three (3) years of operations (need not
be consecutive) for the project/proposal if applicable.
For any claimed in-kind contributions valued at $500 or more and related to marketingladvertising, you must
submitverifying documetrtation which assures the contribution will be provided. For instance, if you are claiming in-
kind contributions in the form of advertising match. a binding contract itemizing the rnatching value and obligating each
party must be provided.
ATTENTION: ln an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are
required to be filled before this form is submitted. Providing all applicable data is your responsibility, failure to do so
will potentially jeopardize your application's chance for review.
Verification of ln-kind
Contributions
Budget Year
Edit if necessary 2019 2020 2021
Revenues From Consolidated Lodging Tax Grant
For affy clairl.jd j[-ki[(i conltii)ulions v3lued al 5500 ot ntore and a€iated lo r]irik--tilltriti.lverlislng. you milst sL,filrlil
verilyino docurrrenlelioil lihidr as;ures iire rattributiort irill be providcd.
Volunteer Hours.pdf 106.84K8
Past Actual 3
LTAC Grant Funding $ 10,700.00
All Other Revenues
Account Name PastActual 3
wsEcu $ o.oo
Registration $ 50150.00
Past Actual 3
$ 0.00
Evidence of Volunteer
Contributions*
ln-Kind Contributions (except volunteerism)
Account Name
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
$ 0.00
Past Actual 2
$ 0.00
PastActual 1
$ 0.00
PastActual 1
$ 0.00
$ 0.00
Past Actual 'l
$ o.oo
PastActual 1
0
2022
Projected
$ 39,800.00
Projected
$ 4000.00
$ 70000.00
Projected
$ 0.00
Coniributions of Volunteer Time
Past Actual 3 Past Actual 2
Number of Hours 7,526 0
Projected
7.526
Please rii:load a sirg'e lile which oifers svideltce ill suppod of the p.itjecled voluIteer l]olrs.
Volunteer Hours.pdf 106.84K8
Calculated Value of
Projected Volunteer
Time
$ 177,312.56
Past Actual 3
Revenue Totals $ 60850.00
Expenses
Account Name
Operational Costs
DEM Classes
Facility Costs
Past Actual 3
$ 42000.00
$ 35000.00
$ 4000.00
Past Actual 3
$ 81000.00
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
$ 0.00
$ 0.00
Past Actual 2
$ 0.00
Past Actual 1
$ 0.00
Past Actual 1
$ 0.00
$ 0.00
$ 0.00
PastActual 1
$ 0.00
Projected
$ 291112.56
Projected
$ 29800.00
$ 35000.00
$ 10000.00
Projected
$ 74800.00
Projected
$ 216312.56
Expense Totals
Profit & Loss
Past Actual 3
$ -20150.00
Application Certification
Past Actual 2
$ 0.00
Past Actual 1
$ 0.00
The applicant here certifies and affirms: '1 . That it does not noq nor will it during the performance of any contract arising
from this application, unlawfully discrinrinate against any employee. applicant for employment. clieni, cuslomer, or other
person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, sexual
orientation, creed, place of birth, 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 lnslructions on pages 1 and 2 and understands and
will comply with all provisions ihereof.
Certified by:
c;[*t#faaS*r{fu t*tt'nga
Name*
Applicant's Title*
James Nale for Blll Gillespie
SARVAC Presideni
INTERNAL REVSNTIE SERVICE
P. O. BOX 2s08
CINC]NNATI, oH 452AL
DEPARTMENT OF THE TRSASURY
Employer ldentif icaLion Number :
9L-L6424LL
DIN:
1?053 1553 4 0033
Contact Person:
cu$ToMER SERVICE rDf 31954
Contact Telephone Number:
1877t 829-5s00
Date:AU0 ?1Zau
WASHINGTON SlrAjrE SEARCH AND RESCUE
VOLTJNTEER ADVISORY COT}NCIIJ
c/o eRrsr.AwN IroFToN pLLc
C DENNTS BRISI,A}TN
5555 I,AKEVIEW DR STE 201
KIRKLAND, WA 98033
Accounting Period Ending!
December 31
Public Charity Status:
1?0 (b) (1) (A) {vi)
Form 990 Regui-red:
Yes
EffecLive Date of ExempLion:
May 15. 2010
Contribution Deductibility :
Yes
Addendun Applies:
Yes
Dear Applicant:
hle are pleased to inform you that upon review of your application for taxexempt st'atus we have det.ermined that, you are exempt from Federal income taxunder section 501(c) {3) of t.he fnternal Revenue Code. Contributions t,o you aredeductible under section t7a of the Code. You are also qualified to receivetax deduct.ible bequests, devises, transfers or gifts und.er section 2055, 2tO6ot 2522 of the Code. Because this lett.er could help resolve any guest.ionsregarding your exempt status, lou should keep it in your permanent record.s.
Organizat,ions exempt under section 501 (c) (3) of t,he Code are further classified.as either public charities or private foundations. we det,ermined that you area public charity under t,he Code section(s) listed in the heading of thislet,ter.
For important informacion about your responsibilit.ies as a tax-exempt,organizat.ion, go to www"irs.gov/charities. Enter \422L-pcn in the search barto view Publication A2ZL-?C, Cornpliance Guide for 501{c) {3) public Charities,which describes your recordkeeping, reporting, and disclosure requirement.s.
Lelter 947
-a-
WASHTNGTON STAIE SEARCH AND RESCUE
we have sent. a copy of this lett,er to your representative as iadicaLed in your
po$rer of att,orney.
Sincerely,
Direct,or, Exempt Organizat,ions
a
Letter 947
-3-
WASST}IGTON STATE SEARCH AND RESCUE
ADDENDiJM
Based on t.he information eubmitted with your applicat.ion, ere approved yourrequese for reinscaLemenL under Revenue Procedure 2014-1L. your effective dateof exemption, aa ehovtn in the heading of this letter, is retroactive to thedate of revocation.
Letter 947
These numbers are conservative and represent 2019 volunteer hours as well as projections for the 2022
confe re nce. (9 / 20 /2021 WASARVACj n )
Dear Lodging Tax Advisory Board,
This is information is for prior Washington State Search and Rescue conferences held in Ellensburg,
especially the one we were a part of in 2013, would all be similar in volunteer participation.
Estimated volunteer hours:
Operations during the Conference: 220 hrs.
Pf anning Meeting's and prep leading up to the Conference: 276 hrs.
Scheduling for the Conference: 80 hrs.
Class Development: 240 hrs.
Website Development: 80 hrs.
Volunteers attending classes during the conference: 6,2L0 hrs.
Instructors teaching classes during the conference: 2L0 hrs.
lnstructor preparation prior to the conference: 210 hrs.
Total volunteer hours for the 2018 conference: 7,526
AllThe Best
Jim Nale (for Bill Gillespie WASARVAC President)
These numbers are conservative and represent 2019 volunteer hours as well as projections for the 2022
co nference. (9 / 20 / 2021, WASARVACjn )
Dear Lodging Tax Advisory Board,
This is information is for prior Washington State Search and Rescue conferences held in Ellensburg,
especially the one we were a part of in 2013, would all be similar in volunteer participation.
Estimated volunteer hours:
Operations during the Conference: 220 hrs.
Planning Meeting's and prep leading up to the Conference:276 hrs.
Scheduling for the Conference: 80 hrs.
Class Development: 240 hrs.
Website Development: 80 hrs.
Volunteers attending classes during the conference: 6,210 hrs.
lnstructors teaching classes during the conference: 2L0 hrs.
lnstructor preparation prior to the conference: 2L0 hrs.
Total volunteer hours for the 2018 conference: 7,526
AllThe Best
Jim Nale (for BillGillespie WASARVAC President)
Mercator ProjectionWGS84USNG ].OTFS-].]-TKNSARTopo2515 20 25Scale 1:67O1125030 35 40L inch = 10.6 miles75 kmvMN15'51045 miEi{t{EEffiN
Exhibit "8"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Branding
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism
information as follows:
A. Websites and Social Media Sites must include the County's and appropriate City's tourism
website logo or URL with an operational link to the site(s). The URL landing page must use the
correct logos and have a link to centralwashingtonoutdoor.com. Contractors must either keep
the landing page active until time of reimbursement or use a screen capture for full
reimbursement. (lf you are using a live logo as the link to CWO, please ensure the hyperlink is
shown in the screen capture). The logo must be displayed on the contractor's home page, it
must be sized no smaller than% inch in height and must be surrounded by appropriate white
space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or
appearance.
B. Print Advertising and Online Display Advertising of all types (including but not limited to
newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party
websites, streaming displays, social media etc.) must include the County's and appropriate
City's tourism website logo (or URL with a one-click away operational hyperlink). The URL
landing page must use the correct logos and have a link to centralwashingtonoutdoor.com.
Contractors must either keep the landing page active until time of reimbursement or use a
screen capture 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 rtisine 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 lhan% inch in height, and must be surrounded by appropriate
white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in
color or appearance.
All logos and website information may be obtained by contacting the Director of Tourism, Kittitas
County Chamber of Commerce.
Section 2. Advertising Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere
to the following guidelines and requirements for each type of advertising media utilized.
A. Print Advertising:
1'. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed atI0O% of the cost, including any production costs. To
operate exclusively outside of Kittitas County, the provider must not be physically located in
the County and/or not distribute any media within the County.
2. Print advertising placed with any media provider which operates inside Kittitas County may
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 10 days prior to
the event may be reimbursed atL00% 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, (z)(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:
t. 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 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 8,2(a) above, advertising may be reimbursed at the rate of 7O% of
the total cost, including any production costs.
C. Online Advertising:
L. Online advertising and promotion may be reimbursed at 100% of the cost, including any
production cost.
2. Streamed media (radio, television, other) requests for reimbursement must include a
statement from the media provider specifying the percentage of recipients which are
outside of Kittitas County. Reimbursements will be allowed for the percentage distributed
outside of Kittitas County, including any production costs.
D. Direct Mail:
1. Direct mail advertising may be reimbursed at 100% of the cost, including any production
cost, for each item mailed or shipped to a destination outside of Kittitas County. ln order to
receive reimbursement, a list of the addresses and a signed statement from the contractor
that the list is accurate, or other proof of delivery, must be provided along with other
req uired documentation.
E.F osters
L. 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 ng:
1-. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at 1OO% of the cost, including any production cost.
2. Radio advertising placed with any media provider located inside of Kittitas County may be
reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed atroo% of the cost, including any production cost.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 F,2(al above, advertising may be reimbursed at the rate of 30% of
the totalcost, including any production costs.
G. Operation Reimbursement:
7. Operation costs may be reimbursed L00%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
atlOO% 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 S5,OO0.c. Licenses, permits, insurance, or credit card fees