HomeMy WebLinkAboutLT-2023-020-CleElumRoundupLT-2O23-O2O-CLE ELUM ROUND UP
2023 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND CtE EULM ROUND UP 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 ROUNDUP
ASSOCIATION("Contractor"), for the CLE ELUM ROUNDUP ("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 hereol 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 fourteen thousand dollars (S14,000.00)(55,470.40
Kittitas Co. lodging tax funding and $8,529.60 Cle Elum lodging tac 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 fourteen thousand
dollars (S14,000.00) (55,470.40 Kittitas Co. lodging tax funding and 58,529.60 Cle Elum
lodging tac funding).
c. Services/Expenses that are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January IO,2023 after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
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Attn: Auditor's Accounting
205 West 5th Ave - Suite 105
Ellensburg, WA 98926
auditorsaccounting@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:
. Facility Rental
. Stock fee
. Equipment Rental
r Talent fees (clown, announcer, band, sound, specialty act). Rental: seating, stage, lighting, power, sound, screen, fencing, panels, trailer, tents,
water equip parking
. Marketing & promotion print, video, audio, radio, social media, web based, in person,
royalty, tv
. Security
r Transportation - ticket holders from offsite parking
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 lowi ng address: http://www.co. kittitas.wa. us/a ud itor/defa u lt.aspx
Section 3. Performance bv Contractor.
a. Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County. Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the county's option.
b. Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County. ln no event shall
Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the
County. lt is understood that the Contractor and the Contractor's staff and employees are
not employees of the County and are not, therefore, entitled to any benefits provided
employees of the County.
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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 (5) 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 AgreemenU
a Any lien asserted upon any property of the County in connection with the Services for this
e
a
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a
a
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Agreement;
Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
any governmental authority; or
Any breach of or default under this Agreement by Contractor
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.
c. The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark, copyright or other law.
Section 6. Industrial 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.
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.
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d. Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
e. Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County as an Additional lnsured and shall stipulate that the insurance
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
Section 8. Termination.
The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any
portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon
receiving such notice of termination, Contractor shall, except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice. ln the event the
County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of
the date of the notice of termination.
Section 9. Miscellaneous.
Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
c. Notice for any purpose under this Agreement, except service of process, shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W.
5th Ave. Ste. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by
the County to the Contractor shall be given to the Contractor's address provided on the
signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class,
postage prepaid, certified mail, return receipt requested.
d. The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict, affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
a
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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.
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.
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KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS
Chair
Vice Chair
Commissioner
ATTEST
Clerk of the Board
APPROVED AS TO FORM
Deputy Prosecuting Attorney
CONTRACTOR
[Print Name]
lAddressl
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CLTAC: Clerk Application Review
Current Year Grant
Application
Workshop*
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
Organ ization I nformation
Name of
Organization *
Cle Elum Roundup Association
Organization
Address*
Upload Proof of
Organization Status*
Street Address
PO Box 671
Address Line 2
City
Cle Elum
Postal / Zip Code
98922
IRS letter.pdf
Acceptable file formats include: JPG, PDF or TIFF,
State / Province / Region
WA
Country
USA
442.05K8
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).
Project Contact I nformation
First Name*Julie
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Last Name*Cloninger
Phone Number* 509-607-3665
Email*president@cleel u mround u p. com
Project or Event lnformation
ProjecUEvent Name* Cle Elum Roundup
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*
7128t2023
ProjecUEvent
Location *
New or Ongoing
ProjecUEvent? *
Amount of Funding
Requested *
Funding Request Max 14,020
End Dates
7t30t2023
WA State Horse Park, Cle Elum WA
Ongoing ProjecUEvent (More than four years in existence)
New ProjecUEvent (Four or fewer years in existence)
$ 14000.00
lf you selected "Ongoing ProjecUEvent" above this amount may not exceed 1 0% of the total expense budget of
this project.
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Tourism Seasons*From the list beloq 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 | ProjecVEvent Description
Please provide a description of your projecUevent.
Response 1:
ProjecUEvent
Description *
The Cle Elum Roundup Association presents PRCA & WPRA sanctioned
(Profession Rodeo Cowboy AssociationA//omen's Professional Rodeo
Association) pro-rodeo and western entertainment the last weekend in July at the
Washington State Horse Park in Cle Elum, Washington.
There are two PRCA/WPRA rodeo performances on one each on Friday and
Saturday evenings, PRCA/WPRA slack for all roping and barrel racing events
during the day Saturday, and cowboy church & a community/amateur event on
Sunday. There are food & merchandise vendors, entertainers (drillteams,
musicians, clown acts), rodeo royalty, and kids & family activities allweekend long
before, during, and after each rodeo performance.
The professional rodeo performances are filled with traditional rodeo events, as
wellas, an entertaining clown and crowd-pleasing announcer, mutton busting,
boot races, Royalty runs, cowhide races and a spectacular grand entry where
sponsor flags fly high and the American flag is honored with the national anthem
performed live by local talent.
We offer family activities before the rodeo, along with rodeo royalty and contestant
meet & greet, as well as entertainment including music, dancing and refreshments
after each of the rodeo performances. We find that multiple rodeo performances
and added activities of our event along with partnerships with sponsors to offer
discounts and advertising for local accommodations encourage our out-oftown
patrons to stay the night and enjoy a full weekend within our community.
The Cle Elum Roundup Association is a non-profit organization comprised of
dedicated volunteers working to strengthen our community through the traditions
of Roundup and the sport of rodeo.
2500 character limit
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Video Link Please provide us link to a brief video summary of you organization's evenUproject. You MUST be present at the
Q&A meeting to qualify for funding.
https://youtu. be/F2 NqAWC2 rbM
List of lntended Use of Funds*
Facility Rental
Stock fee
Equipment Rental
Talent fees (clown, announcer, band, sound,
specialty act)
Rental: seating, stage, lighting, power, sound,
screen, fencing, panels, trailer, tents, water equip
parking
Marketing & promotion print, video, audio, radio,
social media, web based, in person, royalty, tv
Security
Transportation - ticket holders from offsite parking
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.
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Response 2.1 *
LTAC Clerk Review
Why would tourists travel to Kittitas County to attend your evenVactivity/facility?
The Cle Elum Roundup attracts tourists from across the state and beyond. The
high mountain setting with our arena nestled in the trees is unique for rodeo and
many fans come to enjoy the sport in a nontraditional backdrop.
The Central Washington location and multiple day/night events attract patrons
from around the State. Cle Elum is close enough to drive to for a fun event, yet far
enough away that people choose to spend the night so they can enjoy the before
& after rodeo entertainment with live bands, dancing, beer garden, kids corral,
specialty act, royalty, vendors and a full weekend of events and activities in Kittitas
County.
PRCA & WPRA are the highest levels of sanctioning in the sport of rodeo. This
means that the best competitors and stock, along with nationally recognized
PRCA photographers, clown, entertainment, & announcer bring fans and followers
to Cle Elum and Kittitas County. Professional contestants travel from around the
USA to compete for points and prizes at the Roundup.
Additionally, rodeo royalty travel from across the pacific northwest to participate in
a weekend full of royalty activities. They often arrive on Thursday and stay for the
entirety of the weekend bringing followers and fans, as well as promote local
businesses and Roundup sponsors through social media posts. Plus we can't
deny that royalty helps to increase family attendance as the young rodeo fans
want to meet real princesses and their ponies.
ln 2022 we had more than '1500 in attendance. With more than 60% coming from
outside of Kittitas County. lt's clear to see that rodeo contestants and fans will
travel to participate and enjoy an event based on western traditions with rodeo
competition and entertainment at its finest.
2500 character limit
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Response 2.2*
Application Questions: Part 2
3l lmpact
LTAC Clerk Review
Describe the prior success of your evenUactivity/facility in attraction tourists.
Over the past 9 years, the Cle Elum Roundup has seen an increase in notoriety
and attendance. The Roundup has grown from an amateur rodeo with '100
spectators to a PRCfuWPRA professional rodeo weekend event that attracts
thousands of spectators, vendors, contestants, and volunteers.
Contestant participation has increased and many return year after year because
they are satisfied with the quality of stock, ground, hospitality, awards, and facility
that we provide. They promote our event and local community through social
media, contestant forums, awards voting, and word of mouth.
ln 2022 attendance was tracked by direct count. Barcoded tickets were sold and
zip codes for purchasers were recorded at time of sale. Tickets were scanned at
the gate for entry. Additionally, we collected accommodation information by direct
ask regarding overnight stay, residency, and accommodations at time of ticket
sale. We did the same during vendor, contestant and volunteer registration.
|n2022 we had 1588 overall attendance for Friday and Saturday performances.
978 were from outside of Kittitas County and of those 138 were from outside of
WA state. 743 attendees utilized overnight lodging (hotel/motel, RV/camping, or
vacation rental). Using the 2.5 people per pd lodging night multiplier would make a
total of 297.2 paid nights.
Clearly the Roundup brings western tourists and competitors to Cle Elum and the
allure of the shops, restaurants, and recreation keep them coming back to Cle
Elum, Roslyn and all of Kittitas County.
2500 character limit
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Response 3:
Measuring Results*
LTAC Clerk Review
Describe how you will promote your evenuactivity/facility to attract tourists.
The Cle Elum Roundup vrlill utilize marketing strategies in multiple mediums to
promote our event and attract tourists to Kittitas County.
Our target audience will be individuals and families who have an interest in rodeo,
western sports &/or lifestyle and enjoy the great outdoors.
We will utilize branded marketing in social media such as Facebook targeted ads,
lnstagram, google adwords, and influencer campaigns. Driving traffic to our
website for connection with tickets, accommodations, tourism, sponsor promo,
Iinks, and sales. We will use digital marketing Key Performance lndicators (KPl) to
measure the efficacy of our tactics to optimize and improve the results throughout
the marketing campaign.
Relational digital and print marketing in partnership with our sanctioning body,
contractors, sponsors, and vendors. Agreement for social media and web
promotion to drive their followers and fans to our website, media, and event.
We will utilize in-person marketing and promotion with the Roundup Queen
ambassador who travels throughout the pacific northwest promoting the Roundup
and our community. Our royalty averages 4,000+ miles of travel each year and
hands out several hundred poster-photo cards that contain branding and event
information.
Additionally, we will utilize radio advertising, direct mail, posters, and other print
publications that will contain discount codes to drive business to our website from
outside of Kittitas county.
We will adjust our campaign to utilize strategies with the greatest success in
driving ticket sales and tourism for our 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?
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4.1 Collaboration *
LTAC Clerk Review
As a not-for-profit volunteer organization, the Roundup relies heavily on its
partnership businesses and organizations in order to hold our event.
We have more than 45 sponsors who financially support the Roundup because
they believe in our mission and the benefit we provide to the community. Several
of oursponsors have been with the Roundup since its inception in2014 and in
2022we added many new/'lst time sponsors to help continue to grow this event
toward self-sufficiency. One of our key longterm collaborators is the Washington
State Horse Park where our event is held each year. We promote our sponsors
with banners, flags, posters, radio, social media, website, and they too promote
the Roundup with cross marketing. Additionally, we utilize coupons and special
promotions to drive rodeo fan business to our sponsor partners.
We have partnered with several community organizations to further the Roundup
and their organizations with shared volunteering and financial benefits. Some of
our partnerships include Manastash Grange, multiple 4H clubs, Rotary, Youth
Services mentoring, Spirit Therapeutic Riding Center, Cle Elum Downtown
Association, Ellensburg Rode Posse, and the Putnam Centennial Center.
Additional partnerships have been forged with events likes Bares & Bronc in
Ellensburg, Toppenish Rodeo, Rascal Rodeo, & Roslyn Riders Playday. Our
organization support one another with volunteers and shared marketing &
promotion.
Thanks to partnerships and collaborations we give & receive shared social media
marketing, poster hanging, volunteers, and recognition/promotion at events and
within organizations.
for 2023 we will continue to work with local businesses to collaborate on how to
better expand our event for the benefit of the Cle Elum, Roslyn, and Kittitas
County as a whole.
2500 character limit
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4.2 Promoting Local
*SUSINCSS
LTAC Clerk Review
Describe how you will promote lodging establishments, restaurants, and business located in Kittitas County
Our focused marketing and promotion will be web and social-media driven. The
Roundup website will continue to have a Visitor lnfo heading with pictures, links, &
logos for local accommodations, our sponsors, the city of Cle Elum, and Kittitas
County. We will also partner with local VRBO and hotel with Roundup room/stay
rates and ticket packages.
Lodging information is provided during the ticket purchase process and a coupon
for a local restaurant will accompany each ticket.
Additionally, contestants, contractors, vendors and volunteers will receive lodging
and sponsor information, as well as be driven to our website for more information.
During the rodeo performances, sponsors will be promoted with vendor booths,
grand entry flags, arena banners, printed on the day sheets, and within the
program. Additionally, the announcer promotes sponsors throughout the event.
There will also be poster, newsprint and radio ads with sponsor acknowledgment.
Our sponsors are the reason we are able to accomplish our mission so we will do
as much as we can to promote them and drive rodeo fans & contestants to their
businesses.
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.
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Future Plans *The Cle Elum Roundup Association is continuing to build a strong board of
directors focused on meeting our mission. We utilize best business practices
along with policies and procedures that allow for strategic planning for long-term
self-sustainability. Some of the immediate plans are: ln 2023we will be adjusting
our performance start times later in the evening allowing for daytime activities and
encourage more overnight stays. Additionally we can offer daytime activities along
with multi-day passes and tiered pricing to encourage weekend long attendance.
We continue to work with the facility to develop a plan for a long-term lighting and
seating solution. However, for2022 we rented temporary bleachers to increase
our seating capacity and lights for arena, vendor and parking utilization. Rental
bleachers have many limitations and are only a temporary seating solution.
Permanent seating is of the utmost importance to the successful growth of the
Roundup. Howevel it also presents substantial challenges due to space
availability & facility wants/needs, as well as, permitting, site prep, installation,
labor and material costs. The longterm benefits of permanent seating allows for
better self-sustainability of not only the Roundup but also other events held at the
venue. We can generate greater revenue from increased seats & lighting with
tiered ticket pricing based on seat location and performance day/time. ln 2023 we
will continue to evolve our ticket sales with two performance and family ticket
packs, as well as partnerships with a local hotels & VRBO on packages to
guarantee overnight stays. ln 2023 we will utilize sponsorship levels that better
align our revenue goals and offers consistent messaging to our donors. This will
help to preserve long-term donor relations, as well as attract new supporters.
There has been a positive supporter response thus far. ln 2023 we will increasing
contestant participation by continuing what we started last year with well prepare
arena ground management with a focus on timed events. We will increase our
added money and give practical go-round prizes. The contestants raved about our
ground and the gas cards we gave away. We will continue to work with our stock
contractor, PRCA & Columbia River Circuit to help increase our Rough Stock
participation . ln 2023 we are looking to increase revenue with more community
support through annual membership. VIP seating and expanding the event quality
and specialty acts.
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/77658/85656?hideHeader=true 10t17
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Additional lnformation ln 2022 the Cle Elum Roundup was held the last weekend in July. WA state
experienced record-breaking temperatures and we worked tirelessly to adjust and
pivot our plans, performances and facility to assure that we had hydration stations,
sun shades, and seating covers for metal bleachers. Additionally, we addressed
the added element of care our volunteers and the welfare of stock (rodeo,
volunteer, and contestant stock)with appropriate shelter & hydration availability.
This was an added element that we will continue to address into the future and will
become a part of our longerterm planning.
With the continued COVID 19 impacts and the increased costs of services we
have been cautrous about our rate of expansion of our event. Sponsors have been
supportive and our retention rate is high due to the value they see in what the
Roundup brings to upper county. Ticket sales were slow this year with continued
concern over COVID 19 and then the threat of high heat which did have a direct
impact on our attendance. We were grateful to have a fun and successful
community event and look forward to the Cle Elum Roundup during the last
weekend of July in 2023.
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
Grants *
Overall Attendance
Past Actual*
1,588
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 *
2,500
Number of people travelling more than 50 miles for your event?
Past Actual* Projected *
978 1,600
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77658/85656?hideHeader=true 11t17
Number of people traveling from outside WA State for your event?
Past Actual* Projected *
138 300
The number of overnight guests who stay in paid accommodations in Kittitas
County for your event
Past Actual* Projected *
743 1,300
Number of paid lodging room nights resulting from you event/activity/facility?
Past Actual* Projected *
297 520
5129122, 12:2O PM
Prior Year Paid
Overnight Stay Data
Past Methodology*
Projected
Methodology*
LTAC Clerk Review
ln addition to field above, you may upload the evidence to support the prior years' room/night information.
Zip Code report 2022.pdf 467.35KB
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
I nformal Su rvey (preferred)
Structured Estimate
Other
What methodology will you use to calculate the upcoming numbers?
Direct Count (preferred)
' lndirect Count
Representative Survey
lnformal Survey (prefened)
Structured Estimate
Other
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77658/85656?hideHeader=true 12t17
9129122, 12',2O PM
Methodology
Narrative *
LTAC Clerk Review
Please explain.
ln 2022 attendance was tracked by direct count. Barcoded tickets were sold and
zip codes for purchasers were recorded at time of sale. Tickets were scanned at
the gate for entry. Additionally, we collected accommodation information by direct
ask regarding overnight stay, residency, and accommodations at time of ticket
sale. We did the same during vendor, contestant and volunteer registration.
ln 2022 we had 15BB overall attendance for Friday and Saturday performances.
978 were from outside of Kittitas County and of those '138 were from outside of
WA state. 743 attendees utilized overnight lodging (hotel/motel, RV/camping, or
vacation rental). Using the 2.5 people per pd lodging night multiplier would make a
total of 297.2 paid nights.
2023 overall attendance is based on projected seating capacity and contestant
growth expected. We utilized actualand percentage growth based 2019-2022to
project 2023 as we anticipate similar demographic.
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 forthe 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?
The Cle Elum Roundup has not applied for other funding sources at this time. We
are currently researching opportunities that may match our mission and 501c4
status for 2023. However, we will continue to pursue sponsorship, donor and
membership funding and seek grants that become available in order to support
our mission.
2500 character limit
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9129122, 12t2O 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?
Should funding not be available for the Cle Elum Roundup project then
reconsideration will have to be made for the validity of this event for the benefit of
the localcommunity.
The Roundup understands that Lodging Tax may not be available for the long
term, however, as a professional rodeo, we are still considered to be in our
infancy. We are working toward a long-term goals that include becoming self-
sustaining.
We have significantly reviewed and revised our budget however, there are certain
aspects of rodeo we can not compromise and in order to grow we have to offer the
best for the contestants, stock, sponsors, volunteers, vendors, fans as they are all
our patrons.
ln order to become self-sustaining we have to work through some continued
venue challenges with seating. This is being addressed and plans being made
however the funding is substantial and takes time to put in place. \We truly believe
that we are in asset to the community and that we help to influence out-of{own
tourists not only for our event but indirectly when people return to Kittitas County
because of their experiences while attending the Cle Elum Roundup.
2500 character limit.
860.71
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 verifying documentation which assures the contribution will be provided.
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.
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77658/85656?hideHeader=true 14t17
9125122, 12:20 PM LTAC Clerk Review
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.
Budget Year
Edit if necessary 2019 2021 2022 2023
Revenues From Consolidated Lodging Tax Grant
Past Actual 3
LTAC Grant Funding $ 7,494.00
All Other Revenues
Account Name
Rodeo lncome
Sponsorship
Other event income
Account Name
Sponsor in-kind
Royalty in-kind
Past Actual 3
$ 25000.00
$ 42000.00
$ 0.00
Past Actual 3
$ 5000.00
$ 4000.00
Past Actual 2
$ 10,000.00
Past Actual 2
$ 47514.00
$ 39753.00
$ 6078 00
Past Actual 2
$ 7500.00
$ 2500 00
Past Actual 2
3,581
Past Actual 1
$ 12,260.00
Past Actual 1
$ 34285.00
$ 50500.00
$ 8731.00
Past Actual 1
$ 1700.00
$ 0.00
Past Actual 1
3,716
Projected
$ 14,000.00
Projected
$ 45000.00
$ 60000.00
$ 10000.00
Projected
$ 4500 00
$ 1000.00
Projected
3,800
In-Kind Contributions (except volunteerism)
Contributions of Volunteer Time
Number of Hours
Past Actual 3
3,700
Evidence of Volunteer Please upload a single file which offers evidence in support of the projected volunteer hours
Contributions* 22 Volunteer hour list.pdf 401.3K8
lf-app-'16-03.co.kittitas.wa.us/Forms/form/submission/history/77658/85656?hideHeader=true 15t17
9129122, 12:20 PM
Calculated Value of $ 89,528.00
Projected Volunteer
Time
Past Actual 2
$ 113345.00
LTAC Clerk Review
Past Actual 1
$ 107476.00
Past Actual 3
$ 83494.00
Past Actual 3
$ 18646.00
$ 1000.00
$ 18722.44
$ 14032.00
$ 7486.00
$ 37220.00
$ 9644.00
$ 1084.00
$ 3980 00
$ 0.00
$000
$000
$000
$000
$ 0.00
$ 0.00
$000
$000
Past Actual 3
$ 111814.44
Projected
$ 224028.00
Projected
$ 9200 00
$ 2000 00
$ 30000 00
$ 10000.00
$ 10000.00
$ 30000.00
$ 4000.00
$ 3500.00
$ 2500.00
$ 25000.00
$ 1500 00
$
$ 6000 00
$ 1500.00
$ 1000.00
$ 0.00
$ 2500.00
$ 1500.00
Projected
$ 140200.00
Revenue Totals
Expenses
Admin
Hospitality
Venue
Marketing
Goods Sold
Production
Royalty
Security
Operations
Contestant Awards
Familyl Activities
Special Rodeo
PosUpre Rodeo Ent
Lodging
Scholarship
PRCA Conference
Parking/Transport
VIP/Sponsor
Expense Totals
Past Actual 2
$ 6761.85
$ 1400.00
$ 14612.78
$ 9300.00
$ 4443.83
$ 27350.00
$ 554.42
$ 3985.00
$ 692.00
$ 12025.00
$000
$ 3230 00
$ 1000.00
$ 379 00
$000
$ 0.00
$ 0.00
$ 000
Past Actual 2
$ 85733.88
Past Actual 1
$ 7470.58
$ 1358.78
$ 24083.88
$ 7977.32
$ 8432.41
$ 27400.00
$ 358 05
$ 3500 00
$ 1641.67
$ 21325.50
$ 55.45
$000
$ 5983.66
$ 1528.11
$ 3000.00
$000
$ 1000 00
$ 1600.00
Past Actual 1
$ 116715.41
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77658/85656?hideHeader=true 16t17
9t29122, 12',20 PM
Profit & Loss
Past Actual 3
$ -28320.44
Past Actual 2
$ 27611.12
LTAC Clerk Review
Past Actual 1
$ -9239.41
Projected
$ 83828.00
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,
orother 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.
Certified by
Name*
Sign
Stacy Meyer
Applicant's Title* Secretary
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77658/85656?hideHeader=true '17t17
czo
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ffi$t r ns nifi':1"fi iiii'i: ::::l:';
oGnEN UT 84201_0038
CLE ELUM ROUNDUP ASSOCIATION% BEVERLY HITLERP0 BOx 671
CLF ELUM WA gSg2z_067L
In reply refer to: 043g0g1548Nov. ?6, 20Lg LTR 4158C 0 -
46-5q85332 000000 00
O00264(+9
BODC: TE
a29t B1
Employen ID number:
Fonm 990 required:
Dear Taxpaver !
You can get IRS forns
www. i rs. 9o v / f orms _Fubs
46-548533?
Yes
publications
by calling
file a reguined annuaLyears r we t 11 revoke3rd requined netrtrn or.
m, and F p.m.,
fo1 low paci fic
lrle I re responding to yourtax-exempt status.request dated Nov. lS, ZO1g, about your
We issued you a determination letter in Janua ry ZAI6t recognizingi;lr:s tax--exempt under rntennal Revenue coJ. (IRc) section 501(c)
Because vou'ne not an onganization described in IRC section r.70 (cl,donors can, t deduct cont"rnution, ttrey maf.*-to you. you should adviseyou. contribrttons thal- their contn.ibuiions to you aren,t deduc.tible.
In the heading of this J.etter, we indicated whethen voLl must file anannual infonnatron return. If you're requi r-ec to file a returnr youmust file one of the fotl0wirrg by tne rsir., J", of the 5th month after.the end of your annual accounting period:
- Fonm 990, Return of trrga.izat i on Exemp{ From Incone Tax-;:;- 99oEz, Short Form Retunn of 0,.;";ization Exempt Fron Income- Forrn gg0-N, Electronic Notice (e-Fostca.d) f or Tax_Exernpt0rsani-zations Not Requined to File ;.;; gga or Form 990_Ez- Forn 990-PF' Return of Private pounoation or section q9q7{a) (1)Trust Treated as private Foundation
Accondi.ng to IRC Section 6033(j ) | if you don,tinformation return on notice for j consecutiveyoun tax-exempt statrrs on the due date of thenotice,
or
or
you need from our website at800-TAX-F0RM (800_ 82s_3676). .
If you have questions r call AZZ_g?9_5g00 be.tween g a
i:;:i.time' Mondav ttrrough -rri.oav (Arasr..-uno Hawaii
Thank you for your cooperation.
CL-E ELUI'1 ROUNDUP ASSOCIATII]N
% BEVERLY MILLER
P0 BOX 671
cLE ELUI'l r{A 9A922-067 t
04380815q8
Nov . 26 , 20 I9 LTR 4 l68C 0
46-5485337 000000 00
oB0z6q50
SincenelY Yours,
['-tu*r*.n NCO^]
Deborah
Program
K Al lan
I'lanagen, Al4 0PS 1
Exhibit "8"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Branding
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism
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 lhan% inch in height and must be surrounded by appropriate white
space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or
appearance.
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 7OO% 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 al 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, (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 Advertisins:
L. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursed attOO% 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 IOO% 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 7O% of
the total cost, including any production costs.
C. Online Advertising:
7. 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
I. Direct mail advertising may be reimbursed at tOO% 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 I00% 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 attOO% of the cost,
including any production costs. ln order to receive reimbursement, the banner cannot list a
specified date or location. Request can only be made one time.
3. Signage (site layout use only) which are placed inside of the venue/facility of the event may
be reimbursed at 100% of the cost, including any production costs. ln order to receive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time. (i.e. ADA Parking /Parking, Loading Zone, Evacuation Route, Bathrooms, and
Stage locations)
F. Radio Advertising:
1. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed alI0O% of the cost, including any production cost.
2. Radio advertising placed with any media provider located inside of Kittitas County may be
reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed at 7OO% 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 30% of
the total cost, including any production costs.
G. Operation Reimbursement:
1. Operation costs may be reimbursed 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
at IOO% 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 $S,000.
c. Licenses, permits, insurance, or credit card fees