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HomeMy WebLinkAboutLT-2023-018-CleElumDowntownLT-2023-018-CLE ELU M DOWNTOWN 2023 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND CLE ELUM DOWNTOWN ASSOCIATION This Contract, effective January !,2023 is made and entered into by and between KITTITAS COUNTY ("County"), a subdivision of the State of Washington, and the CLE ELUM DOWNTOWN ASSSOCIATION ("Contractor"),for the CLE ELUM DOWNTOWN ("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 "B" 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 fifteen thousand dollars (515,000.00)(Cle Elum 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 fifteen thousand dollars (S15,000.00)(Cle Elum 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 70,2023 after this date funds lapse. d. Requests for reimbursements must be submitted to: Kittitas County Auditor Attn: Auditor's Accounting 2O23 County Lodging Tax Funding Agreement Page 1 LT-2023-018-CLE ELUM DOWNTOWN 205 West 5th Ave - Suite 105 Ellensburg, WA 98926 aud itorsacco u nti ng(d co. kittitas.wa. us e. Reporting requirements of your events will be required on prescribed forms from the County Auditor. f. Contractor is eligible to claim reimbursement for the following items and amounts only: . Employee Travel & Training . Social Media / Online Marketing . Print Advertising . Venue lmage Promo . TV and Radio Advertising . Computer Maintenance Expense . lT Support . Facility Hire (rental, sound systems, two-way radios, etc. r Volunteer Training . PPE (sanitizer, portable restrooms, handwashing stations, masks, etc. r website branding . Transport (equipment transport & hire of busses) 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): h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as no more than two reimbursement requests with supporting documentation. Contractors must complete the Lodging Tax Reimbursement online training course provided by the County Auditor's office prior to filing reimbursement claim. Requests for reimbursement will not be accepted by the County Auditor prior to the training being completed. The training may be found online at the Kittitas County Auditor's website at the fol lowing add ress: http ://www.co. kittitas.wa. us/a uditor/defa u lt.aspx Section 3.nce bv Contractor. Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract performance of any Services to any other person or entity without the prior written consent of the County. Any such delegation or subcontracting without the County's prior written consent shall be voidable at the County's option. b. Contractor shall at all times be an independent contractor and not an agent or representa- tive of the County with regard to performing the Services. Contractor shall not represent that it is, or hold itself out as, an agent or representative of the County. ln no event shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the County. lt is understood that the Contractor and the Contractor's staff and employees are not employees of the County and are not, therefore, entitled to any benefits provided 2023 County Lodging Tox Funding Agreement Poge 2 LT-2023-018-CLE ELU M DOWNTOWN employees of the County c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders, licenses, permits, and other requirements, now or hereafter in effect, of any governmental authority (including, but not limited to, such requirements as may be imposed upon the County and applicable to Services). Contractor shall furnish such documents as may be required to effect or evidence such compliance. All laws, ordinances, rules, and orders required to be incorporated into agreements of this character are incorporated into this 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. 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. lndemnitv. 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: a Any fault, negligence, strict liability or product liability of Contractor in connection with the Services for this Agreement; e 2023 County Lodging Tax Funding Agreement Page 3 a LT-2023-018-CLE ELUM DOWNTOWN Any lien asserted upon any property of the County in connection with the Services for this Agreement; Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance, rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of any governmental authority; or a a 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 for documents created in relation to this Agreement, should legal uncertainty arise regarding the disclosability of any documents under federal or state public records laws, the County shall provide notice to Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow Contractor to seek a court injunction. The County specifically shall not be liable to Contractor for the County's release under public records laws of any documents not protected by trademark, copyright or other law. Section 6. lndustrial lnsurance Waiver. With respect to performance of this Agreement and as to any claims against the County, its Additional Insureds, 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. a c 2O23 County Lodging Tax Funding Agreement Page 4 LT-2023-018-CLE ELU M DOWNTOWN 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. 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, bywritten notice thereof to Contractor, terminate this Agreement asto 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. a. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or any right or interest in this Agreement without the County's prior written consent. b. This Agreement embodies the entire Agreement between the County and Contractor, and supersedes any and all prior oral or written communications, proposals, conditions, promises, representations, or understandings regarding the Services. No change, amendment or modification of any provision of this Agreement shall be valid unless set forth in a written amendment to the Agreement signed by both parties. c. Notice for any purpose under this Agreement, except service of process, shall be given by the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W. 5th Ave. Ste. 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 2023 County Lodging Tax Funding Agreement Page 5 LT-2023-018-CLE ELU M DOWNTOWN 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 instru ment. 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. 2023 County Lodging Tax Funding Agreement Page 6 LT-2023-018-CLE ELUM DOWNTOWN KIfiITAS COUNTY BOARD OF COUNTY COMMISSIONERS Chair Vice Chair Commissioner ATTEST: Clerk of the Board APPROVED AS TO FORM Deputy Prosecuting Attorney CONTRACTOR IPrint Name] IAddress] 2O23 County Lodging Tax Funding Agreement Page 7 9129122, 12:21 PM LTAC Clerk Review Exh\bit "N CLTAC: Clerk Application Review Clerk Verification *Please confirm whether the applicant attended the workshop or not. Yes No Organ ization I nformation Current Year Grant Application Workshop* Name of Organization * Organization Address* Upload Proof of Organization Status* Street Address PO Bos 106 Address Line 2 City Cle Elum Postal / Zip Code 98922 Letter of Determi nation. 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 Cle Elum Downtown Association 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 Kittitas 43.79K8 Project Contact I nformation First Name*Debbie lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77506/85664?hideHeader=true 1t19 LT -2O23-O!8-CLE E LU M DOWNTOWN 2023 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND CLE EIUM DOWNTOWN ASSOCIATION This Contract, effectiveJanuary 1,2023 is made and entered into byand between KITTITAS COUNTY ("County"), a subdivision of the State of Washington, and the CLE ELUM DOWNTOWN ASSSOCIATION ("Contractor"),for the cLE ELUM DOWNTOWN ("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 fifteen thousand dollars (515,000.00)(Cle Elum 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 andlor advertising are submitted to the County, not to exceed the sum of fifteen thousand dollars (S15,000.00)(Cle Elum 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-2023-018-CLE ELU M DOWNTOWN 205 West 5th Ave - Suite L05 Ellensburg, WA 98926 aud itorsacco unting@ co. kittitas.wa. us e. Reporting requirements of your events will be required on prescribed forms from the County Auditor. f. Contractor is eligible to claim reimbursement for the following items and amounts only:. Employee Travel & Training . Social Media / Online Marketing r Print Advertising . Venue lmage Promo . TV and Radio Advertising . Computer Maintenance Expense . lT Support . Facility Hire (rental, sound systems, two-way radios, etc. r Volunteer Training . PPE (sanitizer, portable restrooms, handwashing stations, masks, etc. o website branding r Transport (equipment transport & hire of busses) 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): h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as no more than two reimbursement requests with supporting documentation. Contractors must complete the Lodging Tax Reimbursement online training course provided by the County Auditor's office prior to filing reimbursement claim. Requests for reimbursement will not be accepted by the County Auditor prior to the training being completed. The training may be found online at the Kittitas County Auditor's website at the fol lowing address: http://www.co. kittitas.wa. us/a uditor/defa u lt.aspx Section 3 nce 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 2023 County Lodging Tax Funding Agreement Page 2 LT-2023-018-CLE ELUM DOWNTOWN employees of the County c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders, licenses, permits, and other requirements, now or hereafter in effect, of any governmental authority (including, but not limited to, such requirements as may be imposed upon the County and applicable to Services). Contractor shall furnish such documents as may be required to effect or evidence such compliance. All laws, ordinances, rules, and orders required to be incorporated into agreements of this character are incorporated into this 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, orthe presence of a physical, sensory, or mental handicap. 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, lndemnitv. 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; e 2023 County Lodging Tax Funding Agreement Page 3 a LT-2023-018-CLE ELU M DOWNTOWN Any lien asserted upon any property of the County in connection with the Services for this Agreement; Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance, rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of any governmental authority; or a 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 for documents created in relation to this Agreement, should legal uncertainty arise regarding the disclosability of any documents under federal or state public records laws, the County shall provide notice to Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow Contractor to seek a court injunction. The County specifically shall not be liable to Contractor for the County's release under public records laws of any documents not protected by trademark, copyright or other law. Section 6. lndustrial lnsurance Waiver. With respect to performance of this Agreement and as to any claims against the County, its Additional lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to 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. 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. a 2023 County Lodging Tax Funding Agreement Page 4 LT-2023-018-CLE ELU M DOWNTOWN 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 Cou nty's written req uest a nd the insu ra nce d ocu ments provided by Contractor shall be attached to this Agreement and by this reference will be made part hereof. e. Where insurance is requested by the County, all liability insurance policies shall be endorsed to include the County as an Additional lnsured and shall stipulate that the insurance afforded by the policies shall be primary insurance, and that any insurance, self-insured retention, deductibles, or risk retention trusts maintained or participated in by the Parties shall be excess and not contributory to any other insurance maintained by the County. Contractor shall furnish the County a certificate of insurance with Endorsement as evidence that the required policies are in full force and effect. Section 8. Termination The County may, by written notice thereof to Contractor, terminate this Agreement as to 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 a. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or any right or interest in this Agreement without the County's prior written consent. b. This Agreement embodies the entire Agreement between the County and Contractor, and supersedes any and all prior oral or written communications, proposals, conditions, promises, representations, or understandings regarding the Services. No change, amendment or modification of any provision of this Agreement shall be valid unless set forth in a written amendment to the Agreement signed by both parties. c. Notice for any purpose under this Agreement, except service of process, shall be given by the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W. 5th Ave. Ste. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the County to the Contractor shall be given to the Contracto/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. 2023 County Lodging Tax Funding Agreement Poge 5 e LT -2O23-OT8-CLE E LU M DOWNTOWN 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 instru ment. 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. E. 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. 2023 County Lodging Tax Funding Agreement Page 6 LT-2023.018.C1E ELUM DOWNTOWN KITTITAS COUNTY BOARD OF COUNTY COMMISSIONERS Chair Vice Chair Commissioner ATTEST: Clerk of the Board APPROVED AS TO FORM Deputy Prosecuting Attorney CONTRACTOR IPrint Name] lAddressl 2023 County Lodging Tax Funding Agreement Page 7 9125122, 12:21 PM LTAC Clerk Review Last Name*Bogart Phone Number*509-433-7330 Email*executived i rector@cleelu mdowntown. com Project or Event lnformation ProjecUEvent Name* Cle Elum Downtown Service Categories Check all categories that apply to this 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* 111t2023 ProjecVEvent Location * New or Ongoing ProjecVEvent? * Amount of Funding Requested * Funding Request Max 39,850 End Dates 12t31t2023 Downtown Cle Elum Ongoing ProjecUEvent (More than four years in existence) New ProjecUEvent (Four or fewer years in existence) $ 15000.00 lf you selected "Ongoing ProjecUEvent" above this amount may not exceed 1 0% of the total expense budget of this project. lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77506/85664?hideHeader=true 2t19 9125122, 12:21 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 projecVevent. lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77506/85664?hideHeader=true 3/1 I 9129122, 12:21 PM Response 1: ProjecVEvent Description * LTAC Clerk Review The Downtown Cle Elum Association is a nonprofit organization whose mission is to Preserve, Promote and Enhance cle Elum's Historic Downtown. This is done through successful partnerships which offer collaborative opportunities for year around events and activities that market our downtown while at the same time increases tourism in Cle Elum. over the past three years our community has seen increased participation in events from tourists and visitors to Cle Elum. For example, our annual event Pioneer Day actually doubled in size both with activities and participants. we know that this growth is being stimulated due to the fact that Cle Elum has become identified as a location that offers year around opportunities for all ages. As our community grows, so have lodging options. Campgrounds, hotels, motels and VBRo's offer affordable and attractive overnight options for visitors year around. During our rebranding period, two years ago, Cle Elum adopted the slogan of being "Halfway to Everywhere", this tagline has been well received by visitors and is now being used to attract weekend travelers as well as tourists to our centrally located community. we have even been told by visitors that they are gathering in the Cle Elum area because it is halfway for families and friends to meet to recreate, relax and enjoy the many different outlets that our community now provides. To help ensure that we are increasing our outreach to visitors, attracting more tourism, and marketing cle Elum as a destination, it is important that we produce events and activities on a year around basis. We do this by reviewing and updating annual events, identifying new activities to draw travelers to downtown, and by using a proven method of collaboration and shared promotion of events. Through collaboration our events have grown in attendance, our ability to reach a larger audience through networking and co-marketing of events has resulted in a greater distance or marketing reach. Through our marketing outreach growth many of our partners have asked the cle Elum Downtown Association to help promote their offerings. Examples of our partners include, Suncadia Resort, Snoqualmie Ski Museum, Roslyn Downtown Association, Ellensburg Downtown Association, NK Rotary, cle Elum Roslyn school District. Through social media we are co-marketing within the WA Main Street network of 35 communities in WA State, Downtown Communities in Alaska, and Oregon. 2500 character limit lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77506/85664?hideHeader=true 4t19 9129122, 12:21 PM LTAC Clerk Review Video Link Please provide us link to a brief video summary of you organization's evenVproject. You MUST be present at the Q&A meeting to qualiff for funding. https://www. ca n va. co mld esi g n/DAF MycFTY QllT 264JlUPl -Llydy RpyOZ9Nwatch? utm_co ntent= DAFMycFTYQ I &utm_campa ig n=desig nshare&utm_med iu m= I in k2&utm_so urce=sharebutton List of lntended Use of Funds* Employee Travel & Training Social Media / Online Marketing Print Advertising Venue lmage Promo TV and Radio Advertising Computer Maintenance Expense lT Support Facility Hire (rental, sound systems, two-way radios, etc. Volunteer Training PPE (sanitizer, portable restrooms, handwashing stations, masks, etc. website branding Transport (equipment transport & hire of busses) 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/77506/85664?hideHeader=true 5/1 I 9129122, 12:21 PM Response 2.1* LTAC Clerk Review Why would tourists travel to Kittitas County to attend your evenUactivity/facility? Traveling to Cle Elum is gaining popularity as our business community continues to offer more for visitors to explore and experience. Cle Elum has become a destination and a location that is close enough for weekend travel where a mix of recreational experiences and activities are being offered. We have earned the tag of being "halflrvay to everywhere", and in being central to travel throughout the state. Our close and easy proximity to both the SeaTac and Yakima airport allows for easy and close access to seasonal recreation. Our retail businesses share that shoppers are expressing their excitement in visiting Cle Elum and seeing all the positive changes. Through our continued zip code tracking, conversation with businesses and social media traffic we are seeing an increase in people from 1-2 hours away and furthervisiting Cle Elum ln the past three years, fifteen new businesses have opened, which has provided more attraction for visitors. New storefronts and updated business are attracting visitors and have increased our ability to market Cle Elum as a destination. Our sidewalk improvement project which is phasing into our downtown providing a more walk-able experience of our downtown. The new sidewalks and decor bring a more attractive look and feel while visiting. We have become known as the town that welcomes visitors, and a business community that encourages visitors to explore what Cle Elum has to offer. Business owners are showing an increased level of pride in the downtown which is one of the best marketing tools that encourages customers to stay and visit the new shops and restaurants that are available. 2500 character limit lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77506/85664?hideHeader=true 6/1 I 9129122,'12:2'l PM Response 2.2* Application Questions. Parl 2 3l lmpact LTAC Clerk Review Describe the prior success of your evenVactivity/facility in attraction tourists. Over the past three years, our social media marketing and online presence has continued to increase. We engaged in these findings by increasing our online marketing and presence. Social media post reach has increased by 453%, and our FB post engagement has increased by 168%. We have also produced event marketing materials that could be launched through social media, shared by our local collaboration, and through direct placement in the hands of those who are lodging locally. Two years ago, we designed a small rack card and added QR codes leading to landing pages for event information. These cards are printed and placed in fifty different businesses in Cle Elum. They are distributed to businesses between Snoqualmie Pass and Ellensburg where travelers are stopping. The 2021 and 2022 Digital Analytics Reports attached to the application demonstrate that both CEDA's website and social media outreach has increased significantly. ln 2021 the YTD website page view was 9,900 and at the time of this application, with four months remaining the page view total is at 12,280. ln addition, Facebook followers have increased from 4,790 to 5,140 with an organic reach of 70,300 for Facebook and 23.000 for lnstagram. Again 2022 totals are short of four months for a year's total being reported. Based on these metrics and our ztp code tracking, we feel that we can confidently state that our social media reach and participation in annual events ranges from Cle Elum to South Dakota. Weekly, staff visit with local retail businesses to talk about retail impact, visitor experience and note any unique information that visitors have shared. From these informal assessments we are able to identify additional ideas and events that draw interest by visitors in exploring Cle Elum. 2500 character limit lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77506/85664?hideHeader=true 7t19 9129122, 12:21 PM Response 3: Measuring Results* LTAC Clerk Review Describe how you will promote your evenVactivity/facility to attract tourists. We are excited to be on the ground floor promoting our downtown. As more and more stores remodel or reopen, the opportunity to draw visitors into our downtown has become easier and gaining popularity. Using our collaborative process of working with existing and new partnerships we will continue to build our marketing campaign, increase partnerships, and with lodging facilities to draw more visitors, and increase overnight stays. Our strategic methods to reach audiences 50 miles or farther will continue to include working with lodging businesses. Since 2021, two of our major hotel chains and a local resort have changed their position on distributing materials that market events in Cle Elum. We continue to work in building relationships to reengage all three entities. We are offering them the opportunity to network through social media by tagging the Cle Elum Downtown Association and in turn, our social media tools will help their reach to travelers. This next year we will be introducing the idea of adding links to our business directory and tourism information to their websites, again giving their guests more resources and reasons to visit and stay overnight in Cle Elum. The Cle Elum Downtown Association is known to for being collaborative, and supportive of businesses and encouraging of new business growth. lt is our hope that reinstating our network and co-marketing partnership will lead to the ability to also distribute printed materialwhich will increase our ability to capture zip code information and help us to identify audiences / locations for further marketing. We will continue to work in collaboration to co-market and plan events. Strong partnerships have provided shared opportunities for marketing and the ability to expand our reach to multiple locations as well as audiences. Another outcome is that it has allowed for greater exposure while not increasing our budgets significantly. Our business community is an important partner is promoting and supporting the events being planned. Their involvement is gaining every year and with every event. 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/77506/85664?hideHeader=true 8/19 9129122, 12,,21 PM 4.1 Collaboration * LTAC Clerk Review Utilizing the Main Street Four Point Strategic Approach, our association works with businesses and our community to strengthen our economic development. Business and community members are on our Main Street Committees which include, Promotions, Economic Vitality, Design and Outreach. One of the key goals for the Cle EIum Downtown Association is that of creating and fostering partnerships with others. Our partnership with our local partners continues to gain strength. Our collaborative network includes working with the Roslyn Downtown Association, Ellensburg Downtown Association, Kittitas County Chamber of Commerce, WA Horse Park, Norther Kittitas County Historical Society, Suncadia Resort, the NKC Tribune, UKC Rotary, UKC Basketball Club, UKC Youth Softball and BaseballAssociation, and many others to plan events that can coincide with peak weekends to attract visitors. This has been especially beneficial in placing Gle Elum as a destination for visitors to Roslyn, Suncadia Resort, and WA Horse Park. Through this collaboration we are moving traffic from these locations down into Cle Elum where there are new and exciting opportunities that are now being offered. Our business community are also key partners. Through continued building of relationships with existing and new businesses they have become much more engaged planning and marketing their downtown. One of the major areas of growth has been the engagement businesses have on social media and in capturing their audiences. Through our collaborative efforts of sharing through social media, our reach has become much greater. This past year we reorganized Pioneer Day planning by officially launching a community planning team representing twelve different organizations, businesses, and individuals. This launch was intentional and meant to reestablish Pioneer Day as a signature Cle Elum event with strong community support from multiple sources. The result included increased venues for visitors to experience and strong community excitement. Another area of expanded collaboration was that of combining our retail community, local artists, and art displays to offer art walks that invited visitors to explore our downtown. Working with the City of Cle Elum Historic Preservation Commission, The Northern Kittitas County Historical Society, and the Cascade Association of Museums & History, we are continuing to work together to promote our rich historic past in a manner that attracts visitors to our town. 2500 character limit lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77506/85664?hideHeader=true 9/1 I 9129122. 12:22 PM 4.2 Promoting Local *sUStness LTAC Clerk Review Describe how you will promote lodging establishments, restaurants, and business located in Kittitas County Over the next year, we will be working to with lodging facilities to offer the opportunity to network through social media tools. Encouraging them to tag the Cle Elum Downtown Association will provide more exposure for their lodging and facilities. We are hopefulthat this will open a stronger marketing avenue where we can be more reciprocal in marketing their business and in turn having our events marketed. We will also be working towards a favorable option of adding our business directory and tourism information as links on their websites, again giving their guests more resources and reasons to visit and stay overnight in Cle Elum. Using online tools will enable us to watch traffic and trends on specific posts and ads. This year alone, our FB post reach has increased by afi%, and our FB post engagement has increased by 16BYo. Our posts are made daily and promote local businesses, lodging, restaurants, and services. During peak COVID restrictions, our association offered social media, online sales, and marketing classes to businesses who were struggling with promoting their business. As a result, more businesses became active in marketing through online platforms. We continue to offer support and help to those who are just entering into the world of social media and those who are wanting to increase their skills by using new tools, such as Reels or lnstagram. Through our co-marketing and collaboration with partners we our ability to promote lodging, retail, dining, recreation outlets, museums, and new business entrepreneurial ventures will continue to grow and gain strengths. We have proven that our marketing efforts are impacting all of these areas of interests for tourism. 2500 characier 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. lf-app- 16-03.co.kittitas.wa.us/Forms/form/submission/history/77506/85664?hideHeader=true 10/19 9129122, 12:22 PM LTAC Clerk Review Future Plans*We have several cost recovery models in place, some of which are allowing for a greater match in the events and marketing that can provide. For example, the Cle Elum Downtown Association has begun developing more opportunities for business sponsorships. As our community grows, we are seeing more corporate businesses, banking institutions, and others who are wanting to be recognized as community partners and sponsors. Our sponsorship opportunities have not only grown in the number of sponsors, but also at the sponsorship level. Our investor program provides a broader donor opportunity with the intent to encourage businesses, organizations, corporations, and individuals to support their association through different donor levels. The recent increase in Main Street Tax lncentive Program funding has enabled the association to designate more funding for much needed increase in staff hours as our events grow. ln turn this will help with in-house programming and marketing. Additionally, the Board of Directors annually review budget to determine if there is potential for increasing the Promotion's Committee budget for contractual support with designing marketing and event informational materials that cannot be completed in-house. Through our collaboration with our partners, we are able to look at ways to co-fund or share costs in producing activities and events. For example, this year combining our needs for portable toilets, our association and the Kittitas County Chamber were able to contract with an agency at a reduced rate, saving both organizations money for this expense during Pioneer Day.This type of cost saving discussions will continue as we co-market events with our partners. 2500 character limit Application Questions: Part 4 6l Additional lnformation Provide any additional information which wil! 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/77506/85664?hideHeader=true 11t19 9129122, 12:22 PM LTAC Clerk Review Additional lnformation The Cle Elum Downtown Association is a key partner in the Revitalization Project that is occurring in the downtown core. This summer marks the third summer where phases of the revitalization project are occurring. This current phase will mark the most visible update and change to the downtown in one very visible section of the downtown. When completed, sidewalks will be expanded, trees, planters and light poles will enhance the look at feel of this section. This phase will be a showcase of what the downtown core will look like, once all the sidewalks are completed and will result in turning our downtown into a more attractive place to visit, easier walking paths and access to retail. The Cle Elum Downtown Association will continue to invest in improvements. For example, each year we allocated no less that $20,000 in small business fagade and landscape improvement grants. This has led to buildings improving building fagade, signage update, landscape improvements which in turn has created a greater sense of pride in both ownership and community involvement. ln 2023, CEDA will be launching a phased approach for new rooftop lights on buildings which will add to the attraction for downtown on a year around basis. This project is a 2 - 3 year process that will include working with building owners to help fund and support the placement of new lights on their buildings. ln additional planning for a new pocket park is also undenvay. As the renovation phases are implemented, we will also be working with the city to place new Wayfinding signs that will have a definite impact on the traffic pattern and flow through Cle Elum. The signage are designed to identify key points of business, parks, museums, and other important locations for tourists to explore and learn more about our community. ln keeping with our mission and meeting preservation goals, a new historic walking tour of our downtown historic buildings and events is being planned. Our association spends a considerable amount of funding to market and enhance our community, to support retail and stop the traffic that is moving through downtown. Having the support for funds through the lodging tax grant allows us to continue ourwork, match the expenses not covered through lodging tax funds and produce high quality events and activities for visitors and tourists to explore and enjoy. 2500 character limit Supporting Documents You may upload any supporting documents such as graphs, images, diagrams, marketing materials, etc. Pioneer Day 2022 Zip Code Report Season to Da. .. 144I3K8 Volunteer Tracking - LT reporting.pdf 105.62K8 CEDA Digital Reports 2021-2022.pdf 849.3K8 You are allowed to submit up to 3 single page (US Letter) documents in JPG, PDF or TIFF format lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77506/85664?hideHeader=true 12t19 9129122, '12:22 PM LTAC Clerk Review 7l Previous Lodging Tax Grant lnformation 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 Overall Attendance Previous Years Awarded Lodging Tax Grants* Past Actual* 8,750 1,300 Past Actual* 668 Projected * 9,200 Pro1ected * 750 Number of people travelling more than 50 miles for your event? Past Actual* Projected * 2,300 2,500 Number of people traveling from outside WA State for your event? Past Actual* Projected * 57 57 The number of overnight guests who stay in paid accommodations in Kittitas County for your event Past Actual*Projected * 1,350 Number of paid lodging room nights resulting from you event/activity lfacility? lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77506/85664?hideHeader=true 13t19 9129122, 12:22PM Prior Year Paid Overnight Stay Data Past Methodology* Projected Methodology* Methodology Narrative* 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 What methodology will you use to calculate the upcoming numbers? Direct Count (preferred) lndirect Count Representative Survey I nformal Su rvey (preferred) Structured Estimate Other Please explain. Utilizing indirect and informal assessment methods we can provide a sample of where visitors are coming from and estimated participation at events. These methods include zip code tracking and direct count. The zip code collection has allowed us to validate that we are attracting visitors from greater than 50 miles in distance. We have also been able to validate that tourist from outside of the State of Washington and even the United States are stopping and exploring Cle Elum. Our direct count methods include conducting walking counts throughout our events. The count occurs approximately every half hour out at locations where events are being held. We also ask retail partners to help keep track by counting shoppers in their businesses. Additionally, we measure our results through google analytics, registration forms, and social media reports on ads placed and engagements. We will also be adding data from our new website which will feature such as our hub for communication Starting in2023, we will be adding an informal survey to our marketing materials, asking participants whether they are lodging overnight during their experience at our events. At this time, it is hard to collect data directly from our hotels, this process will allow for a sampling of findings in relation to lodging. 2500 character limit lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77506/85664?hideHeader=true 14t19 9129122, 12:22 PM LTAC Clerk Review Application Questions: Part 5 8l Funding Does yourorganization 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 Funding for which you have applied but not yet secured Funding Source Sponsorships - Various Partners City of Cle Elum Community Donations Suncadia Fund for Community Enhancement Amount $ 4,000.00 $ 8,000.00 $ 1,500 00 $ 3,000.00 lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77506/85664?hideHeader=true 15t19 5t29122, 12:22 PM Funding Shortfalls* Matching Funds Percentage Verification of ln-kind Contributions LTAC Clerk Review What changes will be made if funding for your request is not available or recommended? We continue to improve our donation and investment outreach, increase our sponsorship opportunities, and seek other grant funds to help with our program needs. These are strategic goals that both our Outreach and Promotions Committee are task with addressing. The success of our events and growth in participation has identified that being a sponsor provide both a marketing benefit and a benefit of being identified as a strong community supporter. Many of our sponsors continue to support events and are willing discuss how we can work with them for additional support and recognition. The Promotions Committee is currently looking at alternative fundraising ideas and how these might be introduced and supported through community partnerships and/or volunteer support. All our events and marketing of Cle Elum are funded in part by the Cle Elum Downtown Association budget. Additional funding to support our year-round marketing and activities comes from support through business sponsorships, donations, and additional grants. The association will need to solicit additional support through these avenues. 2500 character limit. 1270.00 This field will auto fill with the correcl 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 verifying documentation which assures the contribution will be provided. CEDA 2021 Tribune Match.pdf 71.47K8 CEDA_2022 - Tribune match.pdf 69.42K8 9l Project Budget Overview Please complete budget for this projecVproposal. 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 projecVproposal 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 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. lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77506/85664?hideHeader=true 16/19 9129122, 12:22 PM LTAC Clerk Review Budget Year Edit if necessary 2020 2021 2022 Revenues From Consolidated Lodging Tax Grant Past Actual 3 LTAC Grant Funding $ 10,000.00 All Other Revenues Account Name Cle Elum in Bloom Event Sponsorships MST|CP / B&O Community Donation Past Actual 3 $ 3700.00 $ 0.00 $ 90000 00 $ 0.00 Past Actual 2 $ 10,000.00 Past Actual 2 $ 3700 00 $ 1500.00 $ 95000 00 $ 0.00 Past Actual 2 $ 5031.00 $ 2500 00 Past Actual 1 $ 15,000.00 Past Actual 1 $ 10850.00 $ 5000.00 $ 133000.00 $ 1500.00 Past Actual 1 $ 6171.00 $ 2500.00 2023 Projected $ 15,000.00 Projected $ 11500.00 $ 5000.00 $ 165000.00 $ 2000.00 Projected $ 6000.00 $ 1000.00 ln-Kind Contributions (except volunteerism) Account Name NKC Tribune Vacant Store Use Past Actual 3 $ 2400.00 $ 2500.00 Contributions of Volunteer Time Number of Hours Evidence of Volunteer Contributions* Past Actual 3 Past Actual 2 Past Actual 1 Projected 1,724 3,772 4,437 5,500 Please upload a single file which offers evidence in support of the projected volunteer hours. Volunteer Tracking - LT reporting.pdf 105.62K8 lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77506/85664?hideHeader=true 17t't9 9129122, 12',22 PM Calculated Value of Projected Volunteer Time Revenue Totals Expenses Organization Promotion - Events Design - Decor/Art Econmic Vitality - Small Business Entrep lnfrastructure Grant Program Operations Facilities Speaker and Talent PPE Expense Totals Profit & Loss $ 129,580.00 Past Actual 3 $ 108600.00 Past Actual 3 $ 12250.00 $ 24500.00 $ 1100.00 $ 9500.00 $ 15800.00 $ 33500.00 $ 163318.00 $ 000 $ 0.00 $ 0.00 Past Actual 3 $ 259968 00 Past Actual 3 $ -151368.00 Past Actual 2 $ 117731.00 Past Actual 2 $ 6250.00 $ 45500.00 $ 21000.00 $ 8000.00 $ 25000.00 $ 25000.00 $ 171200.00 $ 000 $000 $ 1500.00 Past Actual 2 $ 303450.00 Past Actual 2 $ -1857'19.00 LTAC Clerk Review Past Actual 1 $ 174021.00 Past Actual 1 $ 8500.00 $ 56000.00 $ 40000.00 $ 11000.00 $ 35000 00 $ 18000.00 $ 196500.00 $ 1000 00 $ 5500.00 $ 4500.00 Past Actual 1 $ 376000.00 Past Actual 1 $ -201979.00 Projected $ 335080.00 Projected $ 6500 00 $ 58000.00 $ 68000.00 $ 15000.00 $ 30000 00 $ 20000.00 $ 185000.00 $ 2000 00 $ 7500.00 $ 6500.00 Projected $ 398500.00 Projected $ -63420.00 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, lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77506/85664?hideHeader=true '18t19 9129122, 12:22PM LTAC Clerk Review or other person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, sexual orientation, creed, place of birth, or disability; 2. That it will abide by all relevant local, state and federal laws and regulations and; 3. That it has read the information contained in the lnstructions on pages 1 and 2 and understands and will comply with all provisions thereof. --..-__----..- _-_*--1 Certified by:Sign ___,__,,,___,..___,t Name*Debbie Bogart Applicant'sTitle* ExecutiveDirector lf-app-16-03.co.kittitas.wa.us/Formsfform/submission/history/77506/85664?hideHeader=true 19t15 0ts ffi ms i'"itffii$$l;1". itlxi:""P.0- Box 2508 Clncinnati OH 45?01 In reply nefer to; O75?159618llar. 05r ?019 LTR 4r68C 0 zn-3716010 000000 00 000 16512 B0DCr SB I CLE ELUI| D0t{l{Tot'ltt ASS0CIATION PO BOX 106 cLE ELUH $lA 08922-0r03 ffi )3 3it18 Employer ID nunber: Form 990 required: Dear Tarpaysr g hle r re n€sponding to your tar-erenpt status.request dated Feb. 2?, ?019, about your 20-3716010 Ycs lfe issued you a determination letter in June 2015,you as tax-exenpt under Internal Revenue Code (IRC)(05). recognizing Section 501(c) l4e also show yourre not a private foundation as definedSection 509(a) because you.re described in IRC Sections 170 (b) ( r ) (A) (vl) . under IRC 5O9ta)(l) and Donors can deduct contributions they make to you as provided in IRCsectlon l70. Youire also qualified to r€ceive tax deductible bequestsrlegacies, devises, transfersr or gifts under IRC Sections ZOSS, ZlA6,and 2522- In thE heading of this letterr we indicated whether you nust file anannual infornation return. If youtre required to file a returnr voumust flle one of thc following by the l5th day sf the 5th month aft€rthe end of your annual acqounting p€riodr Form 99Or Return of Organization Exenpt FronForn 990E2, Short Farn Retunn of Organj.zation Tax Fonm 990-N' Electronic Notice (e-Postcardl for Tar-Erempt Organizations Not Requirbd to File Forar 990 or Form 99O-EZ Form 9?O-PFr Return of Private Foundation or Section 4grr7(a)(I)Trust Treatcd as Prlvate Foundation Accordins to IRC Section 6033(J)' if you donrt file a required annualinformation return or notice for 3 consecutive yeansr werII revokeyour tax-exenpt status on the due date of the Srd requlred return ornotice. You can get IRS forns or Fublications you need from our uebsite at www.irs.gov./forns-puhs or by calltng 800-TAX-FORH (800-829-36?6). Incoae Tax Exenpt Fron Incone If you have questions, call E77-829-5500 between 8 a.m. and 5 p.m.1 07s21596t8 l,lar . 05 r 20 19 LTR 4l6AC 0 20-37t60 l0 000000 00 000 16513 CLE ELUH DOI.INTOIIN ASSOCIATTON PO BOX 106 CLE ELUH I{A 98922-OLO6 local tine rtine).llsndav through Fridav (Alaska and Hauaii folrow pacific Thank you for your cooperatinn. Sincerely yours, /^/'(/A Teri l'l , Johnson Operations llanagerr All Ops. 5 I I t Exhibit "8" Guidelines and Requirements for Expenditure Reimbursements from lodging Tax Section 1. Brandins 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 i nformation 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. Advertisine 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 LOO% of the cost, including any production costs. b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 2 A, (2Xa) 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. Tel Advertising: L. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will be reimbursed at 100% of the cost, including any production cost. 2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 7 days prior to the event may be reimbursed at LOO% of the cost, including any production costs. b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 2 8,2(a) above, advertising may be reimbursed at the rate of 7O% of the total cost, including any production costs. C. Online Advertising: 1. 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 !. Direct mail advertising may be reimbursed at LOO% 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: t. Flyers or posters which are placed outside of Kittitas County may be reimbursed at tOO% 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 posterflyer must be provided along with other required documentation. 2. Banners which are placed inside of Kittitas County may be reimbursed at 7OO% of the cost, including any production costs. ln orderto 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 al 7OO% of the cost, including any production costs. ln order to receive reimbursement, the signage cannot list specified date or location. Request can only be made one time. (i.e. ADA Parking /Parking, Loading Zone, Evacuation Route, Bathrooms, and Stage locations) F. Radio Advertisins: t. Radio advertising placed with any media provider located outside of Kittitas County may be reimbursed al IOO% 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,2la) above, advertising may be reimbursed at the rate of 30% of the total cost, including any production costs. G. Operation Reimbursement: 7. Operation costs may be reimburse d lOO% 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 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 $5,000.c. Licenses, permits, insurance, or credit card fees