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Home My WebLink AboutLT-2023-017-PatchLT-2O23-OT7-THE PATCH 2023 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND THE PATCH ATJENSEN FARMS This Contract, effective January !,2023 is made and entered into by and between KITTITAS COUNW ("County"), acting as agent for and on behalf of the City of Ellensburg, a Washington municipal corporation ("City"), a subdivision of the State of Washington, and THE PATCH AT JENSEN FARMS ("Contractor") for the EASTER EGG HUNT ("Event"). WHEREAS, the purpose of this Agreement is to provide for activities and expenditures designed to increase tourism, NOW THEREFORE, in consideration of the terms and conditions contained herein, or attached and incorporated and made a part hereof, the County and the Contractor mutually agree as follows: Section 1. Scope of Work. a. Contractor shall provide the services and staff described in its Application for Lodging Tax Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A" which is attached hereto and incorporated herein by this reference. b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the following as required to perform the services, described in Paragraph (a) above, in accordance with this Agreement: Personnel, labor and supervision; technical, professional and other services. All such services, property and other items furnished or required to be furnished, together with all other obligations performed, or required to be performed, by Contractor under this Agreement are collectively referred to herein as "Services." c. Contractor shall commence, perform and complete such Services in accordance with Exhibit "8" which is attached hereto and incorporated herein by this reference. Section 2. Pavment a. As full compensation for satisfactory performance of the Contractor's Services, the County agrees to pay Contractor the sum of three thousand five hundred dollars (Sa,SOO.OOI (City of Ellensburg 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 three thousand five hundred dollars ($3,500.00)(City of Ellensburg 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 tO, 2023 after this date funds lapse. d. Requests for reimbursements must be submitted to: Kittitas County Auditor Attn: Auditor's Accounting _2023 County Lodging Tox Funding Agreement Page 7 LT-2O23-O77-THE PATCH 205 West 5th Ave - Suite 105 Ellensburg, WA 98926 a u dito rsaccou nting@co. kittitas.wa. us e Reporting requirements of your events will be required on prescribed forms from the County Auditor. f. Contractor is eligible to claim reimbursement for the following items and amounts onlyo Social media o radio o online(YouTube/Reddit), o visitor guides 8. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and is further expressly denied funding forthe 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 at the conclusion of the event. 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 following address: http://www.co.kittltas.wa.us/auditor/defau lt.aspx Section 3. Performance bv Contractor Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract performance of any Services to any other person or entity without the prior written consent of the County and City. Any such delegation or subcontracting without the County's or City's prior written consent shall be voidable at the County's or City's option. b. Contractor shall at all times be an independent contractor and not an agent or representative of the County or City 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 or City. ln no event shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the County or City. lt is understood that the Contractor and the Contractor's staff and employees are not employees of the County or City and are not, therefore, entitled to any benefits provided employees of the County or City. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders, licenses, permits, and other requirements, now or hereafter in effect, of any governmental authority (including, but not limited to, such requirements as may be imposed upon the County and applicable to Services). Contractor shall furnish such documents as may be required to effect or evidence such compliance. All laws, ordinances, rules, and orders a c _2023 County Lodging Tax Funding Agreement Page 2 LT-2O23-O77-THE PATCH 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, mental disability or any other protected status recognized under local, state or federal law. The Services shall at all times be subject to inspection by and approval of the County or City, but the County's or City'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 or City's knowledge of defective or non-complying performance, or the substantiality or ease of discovering the same. Contractor shall provide the County or City 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 City, or their 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 or City makes final payment of compensation due hereunder, Contractor shall provide the County or City access to (and the County or City 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. lndemnitv. and Hold Harmless. TheCountyorCityassumesnoliabilityfortheContractor'sactionsunderthisAgreement. Contractor releases and shall defend, indemnify, and hold harmless the County and the City, their 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 or City 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 e a a _2023 County Lodging Tax Funding Agreement Page 3 LT-2O23-OT7-THE PATCH any governmental authority; or a Any breach of or default under this Agreement by Contractor Section 5. Compliance with Public Records Law. 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 or City 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 or City 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 or City specifically shall not be liable to Contractor for the County's or City's release under public records laws of any documents not otherwise exempt from disclosure 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 or City, their 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 indemnify, defend and hold harmless provided in this Agreement extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is mutually negotiated by the parties to this Agreement. Section 7. lnsurance and Endorsements. a. The County may require through a request in writing that the Contractor provide the County with a certificate, binder, or policy of liability insurance, acceptable to the County in an amount specified by the County. b. Such liability insurance shall be such as will protect Contractor, its employees, agents and representatives, from all claims, losses, harm, costs, liabilities, damages and expenses arising out of personal injury (including death) or property damage that may result from performance of the Services or this Agreement, whether such performance is by Contractor or any of its employees, agents or representatives. c. Should the County require such liability insurance, the Contractor agrees to provide proof of insurance prior to commencing performance of this Agreement. d. Copies of the County's written request and the insurance documents provided by Contractor shall be attached to this Agreement and by this reference will be made part hereof. a c _2023 County Lodging Tox Funding Agreement Page 4 LT-2O23-OI7-THE PATCH Where insurance is requested by the County, all liability insurance policies shall be endorsed to include the County and City as Additional lnsureds 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 contributoryto any other insurance or self-insurance maintained by the County or City. 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. The City is not a party to this Agreement but is an intended third-party beneficiary of this Agreement and to the extent set forth herein certain of its provisions are for the benefit of the City and are enforceable by City in its own name and capacity as a Washington municipal corporation. b. 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. 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. d. 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,2O5 W 5th Ave. 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. 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 a c e ,2 County Lodging Tax Funding Agreement Page 5 LT-2O23-O77-THE PATCH f. 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- g. 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. h. 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. 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. KITTITAS COUNTY BOARD OF COUNTY COMMISSIONERS Chair CONTRACTOR IPrint Name] _2023 County Lodging Tax Funding Agreement Page 6 LT.2O23.OL7.THE PATCH Vice Chair Commissioner ATTEST [Address] [Telephone] Clerk of the Board APPROVED AS TO FORM Deputy Prosecuti ng Attorney _2023 County Lodging Tox Funding Agreement Poge 7 LTAC Clerk Review F*hibrt A9129122, 12:24 PM CLTAC: Clerk Application Review Current Year Grant Application Workshop* Organization Address* Upload Proof of Organization Status* Street Address 6181 Wilson Creek Rd Address Line 2 City Ellensburg Postal / Zip Code 98926 B usiness_Lic_w_DBA. pdf Acceptable file formats include: JPG, PDF or TIFF Did you attend the Grant Application Workshop for the current year hosted by the Kittitas County Chamber of Commerce? Yes No Clerk Verification *Please confirm whether the applicant attended the workshop or not. Yes ,No Organization I nformation Name of The Patch at Jensen Farms Organization * Organization is a. *Business Non-Profit (Note: Please submit W-9 for business or IRS Designation Letter for non-profit.) Click here to view sample documents (redacted). State / Province / Region WA Country United States 862.7KB Project Contact I nformation First Name*Hilary lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77621186050?hideHeader=true 1t14 9129122, 12:24 PM LTAC Clerk Review Last Name*Jensen Phone Number* 509-899-2002 .,*Email H ilary@thepatchjensenfarms.com Project or Event lnformation ProjecVEvent Name* Easter Egg Hunt Service Categories Check all categories that apply to lhis application Tourism promotion/marketin g : Operation of a special event designed to attract tourists 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. Event Dates Start Dates* 41812023 ProjecVEvent Location * New or Ongoing ProjecVEvent? * Amount of Funding Requested * Funding Request Max 4,500 End Dates 4t9t2023 6181 Wilson Creek Rd Ongoing ProjecUEvent (More than four years in existence) New ProjecVEvent (Four or fewer years in existence) $ 3500 00 lfyou selected "Ongoing ProjecUEvent" above this amount may not exceed 10% ofthe total expense budget of this project. lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77621l86050?hideHeader=true 2114 9129122, 12:24 PM LTAC Clerk Review Tourism Seasons*From the list below, what season will your project enhance tourism? Select any which apply Year-round (January - December) Off Season (November - February) Shoulder Season (October or March - May) High Season (June - September) Application Questions: Part 1 Please answer each question completely, in the order listed. Please include any supporting data within the response narrative. 1 | ProjecUEvent Description Please provide a description of your projecUevent. Response 1: ProjecUEvent Description * The Patch is a u-pick pumpkin patch and family farm. We focus on the 'experience', with our fall festival being our biggest and most well received event. That said, we are pivoting away from a singular focus (fall) and growing towards being a year-round seasonal, event-based farm. We plan to take a "pop up" approach (i.e. open for a big Easter evenVclose down, open for a big Mother's Day event, close down, etc.), offering guests event opportunities throughout the year. This application is solely for the Easter event. For those familiar with past applications, we have always submitted funding requests for our fall festival. We feelthat this event has become sustainable and will not be seeking fall festival funding this year. To be frank, we had not planned on seeking Easter funding either. When we began our fall festival, we waited several years to apply for lodging tax dollars, as we wanted to have enough "substance" or reason for guests to travel for our event. Our intention was to do the same for our new Easter event. However, we were surprised at the considerable out of county turnout for this first- year event. While we'll go into numbers in greater detail elsewhere in this application, I will quickly share that 20% (according to online ticket sales) were from outside Kittitas, with several coming from as far as Olympia, Newcastle and Mountlake Terrace. And, this was without any tourist focused marketing. ln talking with guests, we learned that they were already "Patch fans" and follow us on Facebook, therefore seeing all of the organic marketing. The re-occurring theme in talking with them all is that they were excited to have another reason to come, not having to wait until fall. Based on that 20oh and the positive feedback we received, we felt that it was timely to start growing this event as a tourist focused event as well. Activities guest enjoyed in 2022'. Pictures with Earl the Easter Bunny Foo hrrnt lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77621186050?hideHeader=true 3114 5129122, 12:24 PM LTAC Clerk Review Peep and Greet Mini horses Scavenger hunt Jack's kids zone Wall maze Talladega trike course Pumpkin patch pool (human billiards) Raffle Sips and Sweets Shack Farm store Just as a further example of where we're headed, we hosted a Father's Day weekend this past year as well, "Axes, Dads and Desserts", which served as a kick-off for our new axe throwing wall. We plan to expand this event in 2023 and add a few new ones as well. While we're expanding our event calendar, we are also expanding guest experiences. Our axe throwing addition (available at 2500 character limit Video Link Please provide us link to a brief video summary of you organization's event/project. You MUST be present at the Q&A meeting to qualify for funding. https: //youtu. be/Dy I 7aC E MVS4 List of lntended Use of Funds * Social media, radio, online (YouTube/Reddit), visitor guides 2l Supporting Kittitas County as a tourism destination '1. Away from their place of residence or business and staying overnight in paid accommodations; 2. To a place fifty miles or more away from their place of residence or business for the day or staying overnight; 3. or from another country or state outside of their place of residence or business. You must provide the evidence utilized in determining your projections. lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77621186050?hideHeader=true 4114 9129122,'12:24 PM Response 2.1* Response 2.2* Application Questions: Part 2 3l lmpact LTAC Clerk Review Why would tourists travel to Kittitas County to attend your evenVactivity/facility? First, our 300+ days of sunshine are very appealing to tourists. While both spring and fall weather on the westside brings rain, muddy corn mazes and water laden egg hunts, we typically have sunny, blue sky days here in Ellensburg. Spring can no doubt be a challenge, but it's not westside weather! Over the years, we've heard "weather" as a driving factor for many guests and this year's Easter event was no exception. Secondly, guests are looking to avoid the crowds. Most farms on the westside are less than 30-minutes from a major urban center, which means they get inundated by crowds. As a result, farms have had to change their operations in order to manage the numbers. Advanced tickets are often required and rigid time slots are managed. Thirdly, we hear the word "genuine" a lot. Guests are looking to avoid the "commercial" feel found on westside farms, where you'll find trains, rollercoasters and nacho cheese machines (oh my!). Guests love visiting directly with the farmers year-after-year, getting cookies from "grandma" (yes, my mom) in the Silo Caf6 and getting to sit on "grandpa's" tractor (yup, my dad). lt's a family operation and guests love it as much as we do. 2500 character limit Describe the prior success of your evenVactivity/facility in attraction tourists. Looking more closely at our event numbers for 2022, we had approximately 450 guests. Of those guests, 333 purchased tickets online, giving us good, trackable data. Of the 333 tickets purchased online, 23% (76) were from outside Kittitas County. Within thatT4o/o (55)were from 50+ miles away. With the exception of two tickets being tied to a Florida address (which we excluded from our numbers as they were clearly not visiting from FL and likely recently moved), none of our data shows guests from out-of-state or the country As mentioned before, we had no lodging tax support for this event and in an effort to keep costs down, made no effort to attract guests from 50+ miles away. Talking with guests in attendance, we learned that many are already "Patch fans" and follow us on social media. And, they were thrilled to have a reason to come back, without having to wait until the fall. That said, we believe that targeted marketing, afforded by lodging tax grant dollars, will have an immediate impact on 50+ mile attendees and expect attendance to reach 700 next year. 2500 character limit lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77621l86050?hideHeader=true 5114 9129122, 12:24 PM Response 3: Measuring Results* LTAC Clerk Review Describe how you will promote your evenUactivityifacility to attract tourists. First, we go to where the tourists already are. For example, we buy ad space in the upper county visitor's guide each year and participate in the Pioneer Days parade and ancillary events. Here in Ellensburg, we participate in the Labor Day parade and will be participating in the Apple Cup parade in2023. We feelthis helps build overall brand awareness. Second, we will take a page out of our "pumpkin playbook" and have a very robust and targeted online ad campaign via Facebook, lnstagram and Pinterest. We'll target specific demographics in zip codes from the Seattle, Bellevue, lssaquah, Snoqualmie Valley, Moses Lake, Yakima and Wenatchee areas. Third, we will piggyback on spring/Easter promotion opportunities such as travel mom blogs, community boards, etc. Finally, we will appeal to our existing follower base, showing one more reason to visit the farm and Kittitas County as a whole. 2500 character limit Application Questions: Part 3 4l Collaboration lf your organization collaborates or has created partnerships with other organizations, groups, or other events, how is this accomplished? lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77621l86050?hideHeader=true 6t14 9125122, 12:24 PM 4.1 Collaboration * LTAC Clerk Review We have always had great working relationships throughout the county Collaborations include: Pioneer Days kid's activity zone - Provided activities for kids during Pioneer Days Pioneer Days parade Upper Co Rotary - Donations Cle Elum Rodeo Round Up - Donations for fundraising efforts via Miss Cle Elum Round Up Boo Elum - Donated pumpkins for downtown event Jam Shop - Sell products through them and cross market Thorp Fruit Stand - Sell products through them and cross market Gemini - Sell products through them and cross market Roslyn Farmer's Market - Joined in2022 Spirit Therapeutic Riding Center - Donations Valley Musical Theater - Donations and ad buys Ellensburg Downtown Assoc - Pumpkins and staffing for Buskers Ellensburg County Fair - Booth YoungLife - Pro bono patch visits for youth Elmview - Pro bono patch visits for guests with disabilities Trellis - Patch visits and cross promotion Labor Day parade KXLE - Sponsorships, cross marketing and trick-or-treat bag promotions Tim's Cascade Potato Chips - Sponsorships Winegars - Cross marketing Evergreen Home Loans - Sponsorships and cross marketing lron Horse Brewery - Pumpkins and cross promotion The Burg - Sponsorships CWU - Numerous donations to various clubs Junktiquen - Cross marketing Barn Quilts - On-site event activities Spirit of the West - On-site event activities Double Rafter Livestock - Sell their products in store and online Knutson Family Farm - Sell their products in store KJ Designs - Sell their products in store Blonde Dog - Sell their products in store Windemere - Sponsorships and cross marketing We have also use our social media accounts to share posts from other farms and local businesses, building others up Collaboration efforts have included cross marketing one another's events/businesses, products in exchange for marketing, sponsorships and donations. However, our donation efforts are just touched upon in this list. 2500 character limit lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/7762 1/86050?hideHeader=true 7t14 9129122, 12:24 PM 4.2 Promoting Local Business * LTAC Clerk Review Describe how you will promote lodging establishments, restaurants, and business located in Kittitas County ln 2023, we plan to market our Easter event as part of a greater "spring in Kittitas County" road trip. We will be creating a "road map" of sorts of all the things guests can do in Upper County and throughout the greater Ellensburg area when they come for Easter (i.e. grab brunch before coming out, spring slower hike, etc.). I would also like to point out that our Easter event is the first event we've used our online ticketing platform for. While we've only scratched the surface, we have the ability to offer "ad-ons" when checking out and take guests directly to potential partnering hotels for booking. 2500 character limit 4.3 Host Hotel*ls there a host hotel for your event or grant project? lf yes, list the hotel -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*We applied for and received grant funds for our fall festival for six years, helping us to grow and become self-sustainable. We see our Easter event as being very much on the same course. Given time, we will be able to grow our numbers, offer more revenue streams, streamline operations (thereby cutting costs), find stronger cross-promotion opportunities, make prudent capital "onetime" purchases and become self-sustainable with this event as well. I think it's also worth noting that "Rising tides raise all ships" ... or something like that? We believe that the overall growth and success of the farm as a whole will benefit each and every event that we do. As we succeed overall, so to will our Easter event and every event that comes after. 2500 character limit Application Questions. Part 4 6l Additional lnformation Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your project and its benefit to tourism. lf-app-'16-03.co.kittitas.wa.us/Forms/form/submission/history/77621186050?hideHead€r=true 8t14 9t29122,'12:24 PM LTAC Clerk Review Additional lnformation We feel that our track record in creating and growing events (i.e. fall festival) that now draw 40% of our guests from outside the county and account for 100+ room nights should be taken into account when considering this applocation. 2500 character limit You may upload any supporting documents such as graphs, images, diagrams, marketing materials, etc. You are allowed to submit up to 3 single page (US Letter) documents in JPG, PDF or TIFF format 7l Previous Lodging Tax Grant lnformation Supporting Documents Previous Years Awarded Lodging Tax.*Lirants Overall Attendance Past Actual* 450 Has your event received Lodging Tax funds in previous years? No, this evenVproject has not previously received Lodging Tax Funding Yes, 1 year previous Yes, 2 years previous Yes, 3 or more years previous Projected * 700 Number of people travelling more than 50 miles for your event? Past Actual* Projected * 55 120 Number of people traveling from outside WA State for your event? Past Actual* Projected * 00 The number of overnight guests who stay in paid accommodations in Kittitas County for your event Past Actual* Projected * 0 10 lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77621186050?hideHeader=true 9114 Number of paid lodging room nights resulting from you evenVactivitylfacility? Past Actual* Projected * 0 10 9129122, 12:24PM Prior Year Paid Overnight Stay Data Past Methodology * LTAC Clerk Review ln addition to field above, you may upload the evidence to support the prior years' room/night information. You may upload up to three single pages (US Letter), of information. lf you a single multi-page document, only the first three pages will be considered. The following formats, will be accepted: JPG, PDF or TIFF What methodology did you use to calculate the 2019 actual numbers? Direct Count (preferred) lndirect Count Representative Survey lnformal Survey (preferred) Structured Estimate Other : I ,.1 Projected Methodology * What methodology will you use to calculate the upcoming numbers? Direct Count (preferred) lndirect Count Representative Survey I nformal Su rvey (preferred) Structured Estimate : ' othe Estimations I I I I I I lf-app-16-03.co.kiftitas.wa.us/Forms/form/submission/history/77621186050?hideHeader=true 10t14 A quick note. We listed overnight stays at 0 for 2022 not because there were truly 0, but becasue we didn't have data collection in place to obtain an accurate estimation. Guests may have in fact stayed overnight, we simply didnt' capture it this first year. 2500 character limit Application Questions: Part 5 8l Funding Does your organization have, or have you applied for, grant funding from other sources? lf not, why not? lf yes, please list the funding you have 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 *Does your organization have, or have you applied for funding from other sources? Yes ' No Explanation *lf not, why not? There have not been other funding opportunities available that we're aware of. lf that changes, we will apply. 2500 character limit FUnding ShOrtfalls * What changes will be made if funding for your request is not available or recommended? We will revert back to local marketing efforts only. 2500 character limit. 9129122, 12:24 PM Methodology Narrative* Matching Funds Percentage Verification of ln-kind Contributions 9l Project Budget Overview LTAC Clerk Review Please explain. We saw approx 450 guests at our 2022 event. Of those, 333 purchased tickets online, allowing us to see zip code data, but not overnight data. Of the 333 online tickets, 55, or 12o/o were from 50+miles away. Based on other past events, we feel we can grow this to 20o/o. We will also implement the same data collection methods (direct survey and a raffle that collects overnight data. 245.71 This field will auto fill with the correct percentage based on your input to budget section below For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must submit veriflTing documentation which assures the contribution will be provided. 2023 ln-Kind.pdf 1.39M8 lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77621l86050?hideHeader=true 11t14 9129122, 12:24 PM LTAC Clerk Review Please complete budget for this projecuproposal. 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 projects/events 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 projecUproposal if applicable. For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must submit verifying documentation which assures the contribution will be provided. For instance, if you are claiming in-kind contributions in the form of advertising match, a binding contract itemizing the matching value and obligating each party must be provided. ATTENTION: ln an effort to allow an adequate level of flexibility for allapplicants, not allfields 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. Budget Year Edit if necessary 2020 2021 2022 2023 Revenues From Consolidated Lodging Tax Grant Past Actual 3 LTAC Grant Funding $ 0.00 All Other Revenues Account Name Ticket sales Account Name Marketing paid by The Patch ln-kind Genesis Past Actual 3 $000 PastActual 3 $000 $ 000 Past Actual2 $ 0.00 Past Actual 2 $ 0.00 Past Actual 2 $ 0.00 $ 0.00 Past Actual 1 $000 Past Actual 1 $ 3494.00 Past Actual 1 $ 500.00 Projected $ 3,500.00 Projected $ 7350.00 Projected $ 650.00 ln-Kind Contributions (except volunteerism) $ 0.00 lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77621186050?hideHeader=true $ 600.00 12t14 9129122, 12:24 PM Contributions of Volunteer Time Past Actual 3 Past Actual 2 Number of Hours Evidence of Volunteer Contributions * Calculated Value of Projected Volunteer Time Revenue Totals Expenses Operating expenses (insu rance/staff/suppl ies, etc.) Expense Totals Profit & Loss Past Actual 3 $ 0.00 Past Actual 3 $ 0.00 Past Actual 3 $ 0.00 Past Actual 3 $ 000 Past Actual 2 $ 0.00 Past Actual 2 $ 0.00 Past Actual 2 $000 Past Actual 2 $000 LTAC Clerk Review Past Actual 1 '100 Past Actual 1 $ 3994.00 Past Actual 1 $ 2800 00 Past Actual 1 $ 2800 00 Past Actual 1 $ 1194.00 Projected 100 Projected $ 14456.00 Projected $ 4500.00 Projected $ 4500 00 Projected $ 9956.00 Please upload a single file which offers evidence in support of the projected volunteer hours. Volunteer hours 2022_23_Easter.pdf 63.74KB $ 2,356.00 Application Certification The applicant here certifies and affirms: 1. That it does not now, nor will it during the performance of any contract arising from this application, unlawfully discriminate against any employee, applicant for employment, client, 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.fhal it will abide by all relevant local, state and federal laws and regulations and; 3. That it has read the information contained in the lnstructions on pages 1 and 2 and understands and will comply with all provisions thereof. Certified by: lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77621186050?hideHeader=true 13t14 9129122, 12:24 PM LTAC Clerk Review Name*Hilary Jensen Applicant's Title* PresidenVOwner lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77621186050?hideHeader=true 14t14 Profit Corporation FIRST THINGS FIRST, INC. 6181 WILSON CREEK RD ELLENSBURG WA 9S926.7206 UNEMPLOYMENT INSURANCE . ACTIVE MINOR WORK PERMIT - ACTIVE UBI:603428666 001 0001 ri j.;.iii',.ii. ',l, I i., l:i".iLoI :r 1 ,i al- . r: ;.1;., :.: i.'t:, i ' ''.1 INDUSTRIAL INSURANCE - ACTIVE TAX REGISTRATION . ACTIVE u\l lssue Date: Jan 14,2A22 Unified Business lD #; 603428666 Business lD #: 001 Location: 0001 Expires: Aug 31,2022 Expires: Au131,2022 ' ' i a I !i . 1 ,i 1,',r.. i : ',1 .,1 ,il il :,1 : ,,r r) ,-| "t'l'i i CITY ENDORSEMENTS: ROSLYN GENERAL BUSINESS - NON.RESIDENT. ACTIVE DUTIES OF MINORS: Ages 16-17: TICKET TAKING, GIFT SHOP SALES LICENSING RESTRICTIONS: It is the business's responsibility to comply with minor work permit requirements. See WAC 296-125-030 and WAC296-125'033 for Non-Agricultural and WAC 296-1 31-125 foi Agricultural guidelines and restricted activities. Service occupations: if.a minor w_orks past 8 p.m., minor must be supervised by a responsible adult employee who ison the premises at alltimes, WAC 296-125-030(30) REGISTERED TRADE NAMES: THE PAICH THE PATCH AT JTNSEN FARMS irr),ti"<:t.;ttttiit,i,iitr.t,..:lt.tttt:;t,. t,t:tir,t,.tt::t,i..,,!,ii;,,,,.;,.t:t'.it,:;tt.:,1,,,,;ltr,l:,r,.r,r,,, ,r.:::,.,i'j,r',.,1;.,.rt,;|ir,r.i!,r.rl.xr,,rr,.;,t-rir,.,,.ril.,.,,tzi,ir:tt,..if;,1!.,.,i::rj,:;11:J;r,.11rg:!,<.tt1:!, L.r..r:rlitiri1.t,.:jrr... trrii.lr.i,1ji,.:,;ii1., tt. ,,tt,i.t,tittrl,v,.,,l,il;:t..r.rrltlr.tit:t1.ap,..,r,,11iu. .'t'ttl.rtt..'ii,tt.),ttijit,t,t\,.trilit ri1-rlr;ir" ri;1r.,.!.r..;,:,,,i.,,i t.rj r:,11., ,.j,1 ,l ,,, j,r,,.,r,. FIRST THINGS FIRST, INC. 6181 WILSON CREEK RD ELLENSBURG WA 98926.7206 UNEMPLOYMENT I NSURANCE - ACTIVE INDUSTRIAL INSURANCE - ACTIVE MINOR WORK PERMIT - ACTIVE TAX REGISTRATION - ACTIVE ROSLYN GENEML BUSINESS. NON.RESIDENT - ACTIVE "W*'t- firn'r't- IMPORTANT! PLEASE READ THE FOLLOWING INFORMATION CAREFULLY BEFORE POSTING THIS LICENSE EndorsementsGeneral lnformation Post this Business License in a visible location at your place of business. lf you were issued a Business License previously, destroy the old one and post this one in its place. Login to My DOR at dor.wa.gov if you need to make changes to your business name, location, mailing address, telephone number, or business ownership. Telephone: 360-705-674 1 All endorsements should be renewed by the expiration date that appears on the front of this license to avoid any late fees. lf there is no expiration date, the endorsements remain active as long as you continue required reporting. Tax Registration, Unemployment lnsurance, and lndustrial lnsurance endorsements require you to submit periodic reports. Each agency will send you the necessary reporting forms and instructions. For assistance or to request this document in an alternate format, visit http:/lbusiness.wa.gov/BLS or call (360) 7Os-6741. Toletype (TTy) users may use the WashingtonRelay Service by calling 711. BLS-7 O0- I 07 (O7 I 27 I 20) Exhibit "B" Guidelines and Requirements for Expenditure Reimbursements from Lodging Tax Section 1. Branding Contractors who have been approved to utilize grant awards for advertising expenditures must incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism information as follows: A. Websites and Social Media Sites must include the County's and appropriate City's tourism website logo or URL with an operational link to the site(s). The URL landing page must use the correct logos and have a link to centralwashingtonoutdoor.com. Contractors must either keep the landing page active until time of reimbursement or use a screen capture for full reimbursement. (lf you are using a live logo as the link to CWO, please ensure the hyperlink is shown in the screen capture). The logo must be displayed on the contractor's home page, it must be sized no smaller than% inch in height and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. B. Print Advertising and Online Display Advertising of all types (including but not limited to newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party websites, streaming displays, social media etc.) must include the County's and appropriate City's tourism website logo (or URL with a one-click away operational hyperlink). The URL landing page must use the correct logos and have a link to centralwashingtonoutdoor.com. Contractors must either keep the landing page active until time of reimbursement or use a screen capture for full reimbursement. (lf you are using a live logo as the link to CWO, please ensure the hyperlink is shown in the screen capture). The logo must be sized no smaller than % inch in height and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. C. Video Advertising of all types (including but not limited to television, online, electronic kiosks, motion billboards, etc.) must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller than% inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. All logos and website information may be obtained by contacting the Director of Tourism, Kittitas County Chamber of Commerce. Section 2. Advertising Reimbursements Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere to the following guidelines and requirements for each type of advertising media utilized. A. Print Advertising: 1. Print advertising placed with any media provider which operates exclusively outside of Kittitas County may be reimbursed at LOO% of the cost, including any production costs. To operate exclusively outside of Kittitas County, the provider must not be physically located in the County and/or not distribute any media within the County. 2. Print advertising placed with any media provider which operates inside Kittitas County may be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 10 days prior to the event may be reimbursed at tOO% of the cost, including any production costs. b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 2 A, (2)(a) above, advertising reimbursement requests must include a statement from the media provider specifying the percentage distribution to areas outside of Kittitas County. Reimbursements will be allowed for the amount distributed outside of Kittitas County, including any production costs. B. Television Advertisine: 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 al !OO% of the cost, including any production costs. b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 2 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.D Mail: L. Direct mail advertising may be reimbursed at t)O% 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 statementfrom the contractor that the list is accurate, or other proof of delivery, must be provided along with other required documentation. E. Flvers/Posters: L. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% of the cost, including any production cost. ln orderto receive reimbursement, a list of the locations where flyers or posters were posted outside of Kittitas County, a signed statement from the contractor that the list is accurate and a copy of the poster/flyer must be provided along with other required documentation. 2. Banners which are placed inside of Kittitas County may be reimbursed al LOO% 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 orderto 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 Advertising: 7. Radio advertising placed with any media provider located outside of Kittitas County may be reimbursed at LOO% 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 al tOO% of the cost, including any production cost. b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 2 F,2(a) above, advertising may be reimbursed at the rate of 3o% of the total cost, including any production costs. G. Operation Reimbursement: 1. Operation costs may be reimbursed tOO% of the paid invoice cost. ln order to receive reimbursement operations invoice must an approved cost from the Consolidated Lodging Tax committee members list. lnvoice provided must include notation of payment with proof of payment. 2. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed at tOO% 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