HomeMy WebLinkAboutLT-2023-008-EASTON-MEMORIAL0DAYLT-2023-OO8-EASTON M EM ORIAL DAY
2023 LODGING TAX SERVICES AGREEMENT
BETWEEN KIfiITAS COUNTY AND EASTON MEMORIAT DAY CELEBRATION
This Contract, effective January t,2023 is made and entered into by and between KITTITAS
COUNTY ("County"), a subdivision of the State of Washington, and the EASTON MEMORIAL DAy
cELEBRATIoN ("contractor"l,for the EASTON MEMoR|AL DAy cELEBRAT|oN ("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-e 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 ofthree thousand three hundred sixty dollars and ninety
cents ($3,360.90) (Kittitas Co. lodging tax funding).
b. Additional payment terms: The County will make payment to the Contractor only on a
reimbursement basis, as receipts/invoices for any items including marketing and/or
advertising are submitted to the County, not to exceed the sum of three thousand three
hundred sixty dollars and ninety cents ($3,360.90) (Kittitas Co lodging tax funding).
c. Services/Expenses that are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January IO,2OZl after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn: Auditor's Accounting
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205 West 5th Ave - Suite 105
Ellensburg, WA 98926
a u d itorsaccou nting@ co. kittitas.wa. us
e. Reporting requirements of your events will be required on prescribed forms from the
County Auditor.
f. Contractor is eligible to claim reimbursement for the following items and amounts only
. Social Media / Online Marketing
r Print Advertising
r TV Advertising / Radio Advertising
. Venue lmage Pro
. Facility Hire (rental, sound systems, Kidzone bouncy's, two-way radios, etc.)
. Computer Maintenance Expense lT Website Support
. Transport (equipment transport & hire of busses)
. Speaker and Talent Fee
. PPE sanitizer, portable restrooms, handwashing stations, masks
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 lowin g add ress: http://www.co. kittitas.wa. us/a ud itor/defa ult.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 Qounty'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.
e. The Services shall at all times be subject to inspection by and approval of the County, but
the County's making (or failure or delay in making) such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's knowledge of defective or non-complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County with sufficient, safe, and proper facilities and equipment for such inspection and
free access to such facilities.
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;
a Any lien asserted upon any property of the County in connection with the Services for this
a
2023 County Lodging Tax Funding Agreement Page 3
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
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.
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 5. 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.
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.
a
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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.
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.
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 93926. 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
a
c
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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.
i. 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 NTY COMMISSIONERS
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2023 County Lodging Tax Funding Agreement Page 7
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9129122, 12:18 PM LTAC Clerk Review
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 whetherthe applicant attended the workshop or not.
Yes
No
Organ ization I nformation
Name of
Organization *
Organization
Address*
Upload Proof of
Organization Status*
Easton Memorial Day Celebration
Street Address
PO Box 698
Address Line 2
City
EASTON (KTTTTTAS)
Postal / Zip Code
98925
Affirmation letterOOO1 .pdf
Acceptable file formats include: JPG, PDF or TIFF
State / Province / Region
WA
Country
United States
862.93K8
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*Teresa
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Last Name *Kartes
Phone Number* 206-501-5268
Email*easton memorialdayparade@g mail. com
Project or Event lnformation
ProjecUEvent Name* Easton Memorial Day Celebration
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*
5127t2023
ProjecUEvent
Location *
New or Ongoing
ProjecUEvent? *
Amount of Funding
Requested *
Funding Request Max 3,361
End Dates
5t27t2023
Railroad Street, Easton, WA
', Ongoing ProjecVEvent (More than four years in existence)
New ProjecUEvent (Four or fewer years in existence)
$ 3360.90
lfyou selected "Ongoing ProjecVEvent" above this amount may not exceed 10% ofthe total expense budget of
this project.
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Tourism Seasons*From the list below, what season will your project enhance tourism? Select any which apply.
Year-round (January - December)
Off Season (November - February)
'':,, Shoulder Season (October or March - May)
' High Season (June - September)
Application Questions: Part 1
Please answer each question completely, in the order listed. Please include any supporting data within the
response narrative.
1 | ProjecUEvent Description
Please provide a description of your projecUevent.
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Response 1:
ProjecUEvent
Description *
Video Link
LTAC Clerk Review
The Easton Memorial Day Celebration is a one-day, free, family oriented,
hometown celebration. We honor the true tradition of Memorial Day and all it
stands for. Our event has become more of a "don't miss" celebration, kicking off
the summer season. Hoping to bring more tourists, visitors and snagging l-90
passerby's to show that this small town, in Upper Kittitas County, offers great
potential for future endeavors.
This "don't miss" event is well worth your time to partake. Be sure to come hungry
and plan to stay the entire day.
Start out at the school cafeteria for an all inclusive pancake breakfast. By 9am you
can walk off those added calories while checking out the amazing Cabin Creek
Cruisers Car Show, just off 1st street on the playfield of the school. Don't forget to
vote for "Best of show"
The KidZone starts at 10am, lt is an area specifically for children ages 2-'18.
(Adults are welcome with their children.) You will find bouncy houses, slides and
games. Age segregation areas are put in place so the little ones don't get
accidently squished and to keep everyone happy and safe. lt is possible, if not
probable that your children will have played so hard, that your evening might well
be quieter than usual.
While the kids are playing, you can shop! You will find vendors offering beautiful,
unique and local items lining both sides of Railroad Street. You will also find great
food available, ranging from cotton candy, popcorn, corn dogs, hot dogs,
hamburgers, and Smokey's Bar-B-Que, (localto South Cle Elum.)
Be sure to secure your place for the Grand Paradel Bring yourself a chair or find
an available straw bale or grassy knoll but make yourself comfortable as you will
be sitting there for about an hour. We always start the parade with the posting of
our colors and local talent singing our national anthem and honoring our fallen
heroes. Every year there is something different, creative, or even wacky that
follows.
At the Main Stage, after the parade, will be local performances for your
entertainment. Early evening and into the night will be a street dance with live,
local talent. There is one thing you are guaranteed to always see at this event.
The endless smiles!
2500 character limit
2500 character limit
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://wlvll. youtube.com/watch ?
v=aJr5hYnGMgA&t=50s
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List of lntended Use of Funds*
Social Media / Online Marketing
Print Advertising
TV Advertising / Radio Advertising
Venue lmage Pro
Facility Hire (rental, sound systems, Kidzone
bouncy's, two-way radios, etc.)
Computer Maintenance Expense lT Website
Support
Transport (equpiment transport & hire of busses)
Speaker and Talent Fee
PPE sanitizer, portable restrooms, handwashing
stations, masks
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 evenUactivity/facility?
It's fun; it's free and only an hour outside of the hustle and bustle of Seattle.
It is specifically designed to hit everyone's interests. (When the kids are happy
and busy, the parents are happy and content to stay the day.)
For the first24 years of the Easton Memorial Day Celebration the followers were
"word of mouth" only. Over the last B years, with the help of the Kittitas County
Lodging Tax grant, we have been able to advertise via radio/internet and
newspapers within a 100 mile radius of Easton. For a month prior to our event, we
put out our bright yellow, 20 foot banners on both sides of l-90, reminding and
snagging travelers of our upcoming event. Colorful and patriotic flyers are posted
any place that will allow us to advertise.
Memorial Day weekend is the longest stretch that workers wait between times off
from work. By the time Christmas is over and summer begins, people are anxious
to get out of the cities. The Easton Memorial Day Celebration and the surrounding
beauty of the Easton area allows you to make the most of your time, of your 3
days away from work to relax and have fun before you have to turn around and
return to the city.
Memorial Day is statistically the highest traffic volume of the year. According to the
WSDOT Geoportal Map, l-90 has anywhere from 40,000 to 80,000 vehicles on a
daily average traveling over Snoqualmie Pass. Coming from the west, visitors
enter Kittitas County at the top of Snoqualmie Pass and Easton is the first town in
Eastern Washington for visitors. Surrounded by State and Federal campgrounds,
private recreational lodging, Memorial Day weekend is one of busiest for overnight
stays.
Only one hour from Seattle, day trips to hike, bike, fish, and multiple other
recreational experiences can be accessed at Easton. Those who are traveling
from the east, find that Easton is an easy location to travel to visit for a day, and
celebrate the three day weekend. The Memorial Day Celebration offers additional
incentive for visitors to stay overnight at one of the many campgrounds and
private lodging facilities offered close by.
2500 character limit
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 event/activity/facility in attraction tourists.
When the Easton Memorial Day Celebration began in 199'1, the event was
primarily local people having fun and gathering to hold a parade. lt provided an
opportunity for community members to gather and enjoy each others company.
As the event became more popular, strictly by "word of mouth" it became more of
a big deal.
A "changing of the guards" in 2014 brought new ideas and a fresh look to the
event. Then more and more people came. B years later, we are stronger than
ever. We added a street fair, car show, motorcycle show and KidZone.
Seeing the opportunity to provide a unique event in a very small town, the
committee began to look for more ways to market and promote the celebration.
With the help of Kittitas CLTAC grant funds the committee additional marketing
options to help spread the work about the Memorial Day Celebration. Using paid
advertising, online marketing, printed posters and flyers that were distributed
widely, we saw our small local event growing into a popular event which began
drawing more and more people to our area. ln 2019, we had our largest
participation, 4,000 people! Our small{own community event has become a small-
town celebration to put on your calendar to attend. Every year we learn something
new. Learning what worked and what didn't.
Although this town may seem like it has no future economy. My hope is big! That
one day, this event will be the beginning of reviving Easton to its once booming
economy.
2500 character limit
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Response 3:
Measuring Results*
LTAC Clerk Review
Describe how you will promote your evenVactivityifacility to attract tourists.
Advertise, advertise, advertise! We plan to use multiple ways to attract tourists by
ads in newspapers and on the radio. Online advertising, (Because online ads are
not subject to the 10 day rule. ) TV if we can afford it. Place ads via social media
platforms. The committee works hard together to distribute flyers and drop off post
cards in as many places as possible. We also drop off postcards at local lodging
facilities and ask if they wouldn't mind helping out by displaying them in their
lobby's. lnformation on the Easton Memorial Day Celebration is posted on
Discover Cle Elum, Easton School District, Easton Fire Department, and multiple
Facebook pages. This has provided a tremendous amount of free promotion. We
plan to continue with these partnerships and look for additional ones that can help
promote to a larger audience.
On our website you can now sign-up and pay for a vendor space. Sign up to be in
the parade. See what entertainers will be there. We list all of our partners,
sponsors/supporters. Anyone listed on our website will have a link back to their
own Facebook page or website. That information is left on our website through the
rest of the year for possible future business to them.
We are hoping to utilize more online marketing and social media tools, and
increasing our co-marketing with local partners to obtain help in promoting this
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?
4.1 Collaboration *The Easton Memorial Day Celebration Committee takes time, each year, to
confirm partnerships, sponsorships and identify possible new ones by reaching
out via email, walk-ins, and phone calls. The committee is made up of community
members and those who represent the Easton Fire Department, Easton School
District, local organizations and businesses in Easton. Many of our partners
provide important components of the day's celebration. As an example, the Cabin
Creek Cruisers host the car show; the Snomads snowmobile club hosts the beer
garden. The Hitching Post Market puts on the street dance. Easton School
enables us to use their parking lot for the KidZone which is one of our most
popular activities during the day of the event. NKC Tribune provides half off their
ad prices to name a few.
2500 character limit
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4.2 Promoting Local
Business *
LTAC Clerk Review
Describe how you will promote lodging establishments, restaurants, and business located in Kittitas County
We have a lodging page on our website which promotes these establishments by
their logo's/pictures that if someone is interested if there is availability all they
have to do is click on their logo/picture and it will take you directly to their website
or Facebook page.
lf there is a lodging location willing to work with us we would be happy to work
further with them.
Lodging for Memorial Day weekends in our area is booked way in advance,
whether you are camping or hoteling. Dropping off postcard sized flyers to the
lodging locations and asking them to hand out at check-in is the only way that has
worked, somewhat, in the past.
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.l
5l Future Plans
Please explain what plans exist to allow this project to become self-sustaining. lnclude any plans for ticket
sales, event sponsors, and other cost-recovery models.
Future Plans*We continue to look for ways to help sustain our celebration. Each year we have
been able to increase our sponsorship; We seek additional funding through other
grants that we may qualify for. Offering marketing options to our sponsors.
lncreasing sales of our raffles.
Bringing large amounts of people to Kittitas County, has only been made possible
by the help and support of the lodging tax reimbursement, our generous sponsors
to our KidZone (2022 sponsors listed below) and the hard work and pride of its
volunteers. Enabling this event to shine bright as Upper Kittitas County's rising
starl
ECP- Ellensburg Cement Products
Ride Roslyn Bicycles
Cle Elum Downtown Association
NW Safe - Enumclaw
ll DArms-Easton
Saratoga Yacht Charters - Oak Harbor
Summit at Snoqualmie
Snomads - Easton Snowmobile Club
MJ's Auto Transport - Easton
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trasron towtng
Sefior Bones - Cle Elum
PNW Kitchens & Bath LLC
Shocker Trucking & Excavation - Cle Elum
509 Pub Crawlers
Gemini Fish Market - Cle Elum
Troutwater Fly Shop
Maria @ Attitude Salon
Cashmere Valley Bank - Cle Elum
Ploy Thai Bistro
Roslyn Mexican Grill
Great Floors - Yakima
Secret Valley Jam
TLC Vacation Rental Homes
Troutwater
Cascade Door & Remodel
El Caporal Mexican Restaurant
BillYeager
NKC News Tribune
Bator Lumber
Beau's Pizza, Pasta & Steaks
The Brick Saloon
Roslyn F.O.E.
Big Rock Sports
The Hitching Post
Mike's Tavern
Cassie's Cleaning
LoriTurnley
Denney lmprovements
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.
Additional lnformation We live in Easton, you may live in Cle Elum, Roslyn, Thorp, or Ellensburg, it
doesn't matter. We all have one common denominator, Kittitas County. Supporting
each other is what's important. Working together makes us strong.
2500 character limit
10/16
LTAC Clerk Review
You may upload any supporting documents such as graphs, images, diagrams, marketing materials, etc.
KidZone placement.jpg 529.83K8
raffle sponsors.jpg 276.33K8
large raffle descriptions copy.jpg 41132K8
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
9129122, 12:19 PM
Supporting
Documents
Previous Years
Awarded Lodging Tax
Grants *
Overall Attendance
Past Actual*
2,500
Has your event received Lodging Tax funds in previous years?
No, this evenUproject has not previously received Lodging Tax Funding
Yes, 1 year previous
Yes, 2 years previous
Yes, 3 or more years previous
Projected *
3,000
Number of people travelling more than 50 miles for your event?
Past Actual* Projected *
1,500 2,000
Number of people traveling from outside WA State for your event?
Past Actual* Projected *
77
The number of overnight guests who stay in paid accommodations in Kittitas
County for your event
Past Actual* Projected *
900 1,200
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77651/85653?hideHeader=true 11t16
Number of paid lodging room nights resulting from you event/activity/facility?
Past Actual* Projected *
200 225
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Prior Year Paid
Overnight Stay Data
Past Methodology*
Projected
Methodology *
Methodology
Narrative*
Application Questions: Part 5
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 (prefened)
lndirect Count
Representative Survey
I nformal Survey (preferred)
Structured Estimate
Other
What methodology will you use to calculate the upcoming numbers?
Direct Count (preferred)
lndirect Count
Representative Survey
I nformal Survey (preferred)
Structured Estimate
Other
Please explain.
Past overnight stay data was collected through direct count and informal survey.
We go prior to the event and ask local lodging facilities to share the number of
guests that they will be registering. The direct count comes from those lodging
establishments and RV facilities that follow through with their lodging report. We
combine this with an informal survey result of 10% estimated overnight stays for
those facilities that did not report.
This year we plan to add a QR code to our event material which will include the
option for visitors to share where they are staying overnight, and zip code to
indicate where they are traveling from.
2500 character limit
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8l Funding
Does your organization have, or have you applied for, grant funding from other sources? lf not, why not? lf yes, please
list the funding you have for the project, including any volunteer and in-kind sources in Question 9l Project Budget
Overview.
Funding sources and amounts which have not yet been secured will be listed separately, in the field(s) directly below.
Finally, what changes would occur if the project couldn't be funded?
Other Funding *Does your organization have, or have you applied for funding from other sources?
Yes No
Funding for which you have applied but not yet secured
Funding Source
Suncadia Fund for Community Enhancement
Sponsorships - Partners
Community Donations
Funding Shortfalls*
Matching Funds
Percentage
Verification of ln-kind
Contributions
Amount
$ 1,000.00
$ 3,000 00
$ 1,200.00
What changes will be made if funding for your request is not available or recommended?
The KidZone would be the first to scale back. The advertising would go back to
local papers, radio and posters only. We would still have options. We can increase
raffle sales. We could set up year round donation buckets at businesses that
would allow it. Partnerwith more businesses. The show would still go on!
2500 character limit.
664.76
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 verifuing documentation which assures the contribution will be provided.
9l Project Budget Overview
Please complete budget for this projecUproposal. lf your agency operates independently of this project application it
may not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to
the projecUevent for which you are requesting funding and adheres to the basic budget format shown below.
The budget must include anticipated revenues, expenditures, and any potential profit or loss. For projects/events which
are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations
(need not be consecutive) for the projecVproposal if applicable.
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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.
Budget Year
Edit if necessary 2020 2021 2022 2023
Revenues From Consolidated Lodging Tax Grant
Past Actual 3
LTAC Grant Funding $ 0.00
All Other Revenues
Account Name
Raffle Sales
Sponsorships
Suncadia Comm.
Enhancement Grant
Donations
Vendor Space Sales
Hat Sales
Past Actual 3
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
$ 0.00
$000
Past Actual 1
$ 3,000.00
Past Actual 1
$ 7011 00
$ 6723.00
$000
$ 1250 00
$ 940.00
$ 720.00
Past Actual 1
$ 649.00
$ 760.00
Projected
$ 3,360 90
Projected
$ 8000.00
$ 6800 00
$ 1000.00
$ 1300.00
$ 1000.00
$ 720.00
Projected
$ 649 00
$ 760.00
$ 0.00
$ 0.00
$ 0.00
ln-Kind Contributions (except volunteerism)
Account Name
The Summit
Shocker Trucking
Past Actual 3
$ 0.00
$ 0.00
Past Actual 2
$ 0.00
$000
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77651/85653?hideHeader=true 14t16
Contributions of Volunteer Time
Past Actual 3 Past Actual 2
9129122,12:19 PM
ll D Arms
NW Safe
Ride Roslyn
Revenue Totals
Expenses
Operations
PPE
Talent - Cont.
Promotions
Expense Totals
Profit & Loss
$ 0.00
$ 0.00
$ 000
Past Actual 3
$000
Past Actual 3
$ 0.00
$ 0.00
$ 0.00
$000
Past Actual 3
$ 0.00
Past Actual 3
$ 0.00
$ 0.00
$000
$ 0.00
Past Actual 2
$000
Past Actual 2
$000
$ 0.00
$000
$ 0.00
Past Actual 2
$000
Past Actual 2
$ 0.00
LTAC Clerk Review
$ 895 00
$ 549.00
$ 669 00
Past Actual 1
823
Past Actual 1
$ 23166.00
Past Actual 1
$ 3250.00
$ 1165.00
$ 15184.00
$ 2786 00
Past Actual 1
$ 22385.00
Past Actual 1
$ 781.00
$ 895.00
$ 549.00
$ 669.00
Projected
900
Projected
$ 46906.90
Projected
$ 4050.00
$ 1500 00
$ 23784.00
$ 4275.00
Projected
$ 33609.00
Projected
$ 13297.90
Number of Hours 0 0
Evidence Of VOlunteer Please upload a single file which offers evidence in support of the projected volunteer hours.
Contributions* 2)22volunteer Hrs.pdf 40g.1gKB
Calculated Value of $ 21,204.00
Projected Volunteer
Time
Application Certification
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The applicant here certifies and affirms: 1. That it does not now, nor will it during the performance of any contract
arising from this application, unlawfully discriminate against any employee, applicant for employment, client, customer,
or other person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military
status, sexual orientation, creed, place of birth, or disability; 2. 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*Teresa Kartes
Sign
Applicant's Title*President
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77651/85653?hideHeader=true 16/16
00b
ffit ms flitilin'fi :ii#J: llllu';P.O. Box 2508Cincinnati 0H 45?Or
In reply refer to: 0?48358257Feb. L6t 20L6 LTR 4168C 0
9l-I779697 000000 00
00017631
BODC: TE
ffi
EASTON MEMORIAL DAY CELBRATION
COI,IH I TTE E
PO BoX 698
EAST0N hlA 98925
Employer ID Number I 9t- 1779697
Form 990 requiredr Yes
Dear Taxpayer !
This is in response to your nequest dated Feb. A4, ?A16, regardingyour tax-exenpt status.
We issued vou a determination letter in November 2014r recognizingvou as tax-exempt under Internal Revenue Code (IRC) Section 501(c)(3).
0ur records also indicate yourre not a private foundation as definedunder IRC Section 509(a) because you're described in IRC Section
509(a) (2).
Donors can deduct contributions they make to you as provided in IRCSection L70. You're also qualified to receive tax deductible bequestsrlegaciesr devisesr transfersl on sifts under IRC Sections 2055, ?106,
and 2522.
In the heading of this letter, we indicated whether you must file anannual information return. If a return is requiredr you must file Form990,990-EZr 990-Nr or 990-PF by the l5th day of the fifth month afterthe end of your annual accounting period. IRC Section 6035(j) provides
thatr if you donrt file a required annual information return or noticefor three consecutive yearsr Vour'exempt status will be automatically
revoked cn the filj.ng due date ef the th:.rd required return or notice.
For tax forms' instructionsr dnd publicetionsr visit www.irs.gov orcall l-800-TAX-FORll (I-800-829-3676) .
If you have guestionsr call l-877-829-5500 between I a.m. and 5 p.m.,
local time, Honday through Friday (AIaska and Hawaii follow Pacific
Time).
1026? 1
EASTON ITE}IORIAL DAY CELBRATION
CO!IT'I ITTEE
P0 BOX 698
EASTON I{A 9A928
O?r+A358237Feb. 16' 2016 LTR 4168C 09t-L779697 000000 00
000 17652
Sincerely voutsr
tfi" f /F"'r"4c
Doris Kenwrightr Operation Mgr
Accounts ltanagenent Operations I
Exhibit "B"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Branding
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism
information as follows:
A. Websites and Social Media Sites must include the County's and appropriate City's tourism
website logo or URL with an operational link to the site(s). The URL landing page must use the
correct logos and have a link to centralwashingtonoutdoor.com. Contractors must either keep
the landing page active until time of reimbursement or use a screen capture for full
reimbursement. (lf you are using a live logo as the link to CWO, please ensure the hyperlink is
shown in the screen capture). The logo must be displayed on the contractor's home page, it
must be sized no smaller than% inch in height and must be surrounded by appropriate white
space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or
appearance.
B. Print Advertising and Online Display Advertising of all types (including but not limited to
newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party
websites, streaming displays, social media etc.) must include the County's and appropriate
City's tourism website logo (or URL with a one-click away operational hyperlink). The URL
landing page must use the correct logos and have a link to centralwashingtonoutdoor.com.
Contractors must either keep the landing page active until time of reimbursement or use a
screen capture for full reimbursement. (lf you are using a live logo as the link to CWO, please
ensure the hyperlink is shown in the screen capture). The logo must be sized no smaller than%
inch in height and must be surrounded by appropriate white space to allow easy recognition and
legibility. Contractors shall not change the logo(s) in color or appearance.
C. Video Advertising of all types (including but not limited to television, online, electronic kiosks,
motion billboards, etc.) must include the County's and appropriate City's tourism website logo.
The logo must be sized no smaller than % inch in height, and must be surrounded by appropriate
white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in
color or appearance.
All logos and website information may be obtained by contacting the Director of Tourism, Kittitas
County Chamber of Commerce.
Section 2. Advertisins Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere
to the following guidelines and requirements for each type of advertising media utilized.
A. Print Advertisins:
1. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed at LOO% of the cost, including any production costs. To
operate exclusively outside of Kittitas County, the provider must not be physically located in
the County and/or not distribute any media within the County.
2. Print advertising placed with any media provider which operates inside Kittitas County may
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 10 days prior to
the event may be reimbursed at tOO% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 A, (2)(a) above, advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County. Reimbursements will be allowed for the amount distributed
outside of Kittitas County, including any production costs.
B. Television Advertisins:
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 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 Advertisins:
!. 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:
7. 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. Flyers/Posters:
1. 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 poster/flyer must be provided
along with other required documentation.
2. Banners which are placed inside of Kittitas County may be reimbursed al1'0O% 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 on ly) wh ich a re placed inside of the ven ue/facility of the event may
be reimbursed atIOO% 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 Advertisinq:
L. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed alTOO% 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 atIOO% of the cost, including any production cost.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2F,2(a\ above, advertising may be reimbursed at the rate of 3O% of
the total cost, including any production costs.
G. Operation Reimbursement:
1. Operation costs may be reimbursed 7OO% of the paid invoice cost. ln order to receive
reimbursement operations invoice must an approved cost from the Consolidated Lodging
Tax committee members list. lnvoice provided must include notation of payment with proof
of payment.
2. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed
at 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 55,000.
c. Licenses, permits, insurance, or credit card fees