HomeMy WebLinkAboutLT-2023-0009-KALEIDOSCOPELT-2023-009- KALET DOSCOPE
2023 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND SUNCADIA
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 SUNCADIA RESORT
( "Contra ctor" ), for the SU NCADIA KALEI DOSCOP E FESTIVAL (,.Event,,).
WHEREAS, the purpose of this Agreement is to provide for activities and expenditures
designed to increase tourism,
NOW THEREFORE, in consideration of the terms and conditions contained herein, or
attached and incorporated and made a part hereof, the County and the Contractor mutually agree
as follows:
Section 1. Scope of Work
a. Contractor shall provide the services and staff described in its Application for Lodging Tax
Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit ,,A,,
which is attached hereto and incorporated herein by this reference.
b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the
following as required to perform the services, described in Paragraph (a) above, in
accordance with this Agreement: Personnel, labor and supervision; technical, professional
and other services. All such services, property and other items furnished or required to be
furnished, together with all other obligations performed, or required to be performed, by
Contractor under this Agreement are collectively referred to herein as "Services."
c. Contractor shall commence, perform, and complete such Services in accordance with
Exhibit "B" which is attached hereto and incorporated herein by this reference.
Section 2. Pavment
a. As full compensation for satisfactory performance of the Contractor's Services, the County
agrees to pay Contractor the sum of fifteen thousand dollars ($15,000.00) (Kittitas Co.
lodging tax funding).
b. Additional payment terms: The County will make payment to the Contractor only on a
reimbursement basis, as receipts/invoices for any items including marketing and/or
advertising are submitted to the County, not to exceed the sum of fifteen thousand dollars
(S15,000.00) (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 10, 202!l after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn: Auditor's Accounting
2023 County Lodging Tax Funding Agreement Page 7
LT-2023-009- KALET DOSCOPE
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:. Rental of music equipment for talent
. Payment of local activity Vendors
. Marketing
g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and
is further expressly denied funding for the following items as requested in the application as
defined in Section 1(a):
h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
fol lowing add ress : http ://www.co. kittitas.wa. us/a ud itor/defa u lt.aspx
Section 3. Performance bv Contractor.
a. Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County. Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the County's option.
b. Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County. ln no event shall
Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the
County. lt is understood that the Contractor and the Contractor's staff and employees are
not employees of the County and are not, therefore, entitled to any benefits provided
employees of the County.
c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders,
licenses, permits, and other requirements, now or hereafter in effect, of any governmental
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,
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and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, or mental handicap.
e. The Services shall at all times be subject to inspection by and approval of the County, but
the County's making (or failure or delay in making) such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's knowledge of defective or non-complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County with sufficient, safe, and proper facilities and equipment for such inspection and
free access to such facilities.
f . This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or its designee, or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine, audit and copy, with or without notice) all of Contractor's books, documents,
papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release. 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;
Any lien asserted upon any property of the County in connection with the Services for this
Agreement;
a 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
o
a
a
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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. lndu I 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 Contracto/s employees
and agrees that the obligations to indemnify, defend and hold harmless provided in this Agreement
extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is
mutually negotiated by the parties to this Agreement.
Section 7. lnsurance and Endorsements.
The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses
arising out of personal injury (including death) or property damage that may result from
performance of the Services or this Agreement, whether such performance is by Contractor
or any of its employees, agents or representatives.
Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d. Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
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
c
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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 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.
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
a
c
e
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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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LT-2023-009- KALET DOSCOPE
C
KITTITAS COUNTY
BOARD U
AS TO FORM
tsstoNERs
IT 23
(/
rk of the Board
CONTRACTOR
IPrint Name]
S,nnrt,F tt?-
L
Deputy Prosecuting Attorney
2023 County Lodging Tax Funding Agreement Page 7
txnibit 'A'
9129122, 10:52 AM LTAC Clerk Review
CLTAC: Clerk Application Review
Current Year Grant
Application
Workshop*
Name of
Organization *
Organization
Address*
Upload Proof of
Organization Status*
Did you attend the Grant Application Workshop for the current year hosted by the Kittitas County Chamber of
Commerce?
Suncadia Resort
Yes
No
Clerk Verification *Please confirm whether the applicant attended the workshop or not
Yes
No
Organization I nformation
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).
Street Address
3600 Suncadia Trail
Address Line 2
City
Cle Elum, WA
Postal / Zip Code
98922
New Su ncad ia Hospital ity _W-9 _07 1221 .pdf
Acceptable file formats include: JPG, PDF or TIFF.
State / Province i Region
Washington
Country
United States
120.09K8
Project Contact I nformation
First Name*Austin
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Last Name*Kong
Phone Number*503-780-4269
Email*akong@suncadia.com
Project or Event lnformation
ProjecUEvent Name* Suncadia's Kaleidoscope Festival
Service Categories Check all categories that apply to this application
Tou rism 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*
4122t2023
ProjecUEvent
Location *
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
Funding Request Max
End Dates
4t22t2023
Nelson Farm
Ongoing ProjecVEvent (More than four years in existence)
New Project/Event (Four or fewer years in existence)
$ 15000.00
lf you selected "Ongoing ProjecUEvent" above this amount may not exceed 1 0% of the total expense budget of
this project.
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Tourism Seasons*From the list below, what season will your project enhance tourism? Select any which apply
' Year-round (January - Decembel)
Off Season (November - February)
Shoulder Season (October or March - May)
High Season (June - September)
Application Questions. Part 1
Please answer each question completely, in the order listed. Please include any supporting data within the
response narrative.
1 | ProjecUEvent Description
Please provide a description of your projecUevent.
Response 1:
ProjecUEvent
Description *
Video Link
List of lntended Use of Funds*
Rental of music equipment for talent
The Kaleidoscope festivalwill be an open community event from '12pm to 6pm on
Saturday, April 22nd, to welcome Spring and embrace all the seasons. Suncadia
embraces all seasons, but as we leave winter behind, we welcome the fresh new
earth, flora, and bountiful wildlife. The chosen location of Nelson Farm will provide
outdoor space for various activities and the opportunity to embrace the Spring
season outside. Activities will feature a rainbow run 5k, outdoor yoga classes,
musical performances, Spring related crafts (Flower Crowns, Pot yourself potted
plants, to name a few), throwing of colors, rhythmic gymnastics, color photo
sessions, kids ukulele band and morel Suncadia would also like to get Forest
services involved by having a representative present to teach guests about the
local floral within the area. Local food trucks and breweries will help support this
event by providing attendees with a taste of the Pacific Northwest through various
foods and beverages. \Mth various options of food and beverage, there will be
something everyone will enjoy. We also plan to utilize our stage to host local
musicians throughout the day. Each musician will attract a different crowd based
on their genre. This festival is the perfect way to bring the community together to
welcome spring and connect through various activities throughout the day. This
special festival will be hosted rain or shine. The transition into spring is something
to celebrate and we hope to be able to do so at Suncadia Resort.
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://youtu. be/3AlMcDSAikY
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Payment of local activity Vendors
Marketing
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,
Response 2.1*Why would tourists travel to Kittitas County to attend your evenVactivity/facility?
A major goal of Suncadia Resort is to plan events that encourage visitors to stay
overnight who are more than 50 miles away. Overnight stays increase
opportunities for larger numbers of visitors to patronize local business. To reach
such visitors they will focus on strategies such as Facebook, lnstagram, and
website. Physical items will be produced banners, fliers and posters to distribute
locally as well. Our marketing (in-house) has a list of over 35,000 loyalty members
that will receive e-blast, e-newsletters and package enticing them to come over for
the day. Upon arrival at Suncadia Resort, there are various retail and food
establishments that visitors can visit that will impact the economic make up of
Kittitas County. Suncadia has been considered a top vacation destination for many
travelers. To continue this reputation, Suncadia has put on many events to add
more excitement and incentive for guests. To name a few of the higher attended
events; HarvestFest, WinterFest, Art Wine and Walk, Fourth of July Celebration,
are the most notable. We want to implement another heavy hitter to this rotation
for the Spring season. Events similar to this in other states have amassed large
crowds with individuals gathering from around the country to attend (For example;
ln Spanish Fork, Utah the Sri Sri Radha Krishna Temple hosts a celebration for
Holi, a Hindu based holiday of color and community)
2500 character limit
Response 2.2*Describe the prior success of your evenVactivity/facility in attraction tourists.
This is a brand-new evenUconcept that has not been put into execution at
Suncadia yet. Therefore, there is no previous success to compare.
2500 character limit
Application Questions: Part 2
3l lmpact
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Response 3:
Measuring Results*
LTAC Clerk Review
Describe how you will promote your evenVactivity/facility to attract tourists.
TO PROMOTE THIS EVENT, WE PLAN TO DO THE FOLLOWING
Describe how you will promote lodging establishments, restaurants, and business located in Kittitas County
TO PROMOTE LOCAL ESTABLISHMENTS SUNCADIA WILL STRATEGICALLY
PARTNER WITH KEY BUSINESSES INSIDE AND OUTSIDE THE COUNTY
SUCH AS:
. Cle Elum and Roslyn Communities
. Dru Bru
. Heritage Distilling Company
. Sugar + Spoon
Snoqualmie Ski and Snowboard Museum
2500 character limit
. lncreased exposure via social media, website awareness and email
communication.
. Ensure the website is optimized for proper event search terms.
. Digital advertising Geo targeting Seattle/Bellevue area.
. We can monitor interest and interactions via website clicks and Facebook
insights.
'we advertise in locations within western washington, central washington, other
PNW areas.
' We have partnered with Chinook Entertainment for the execution of live music.
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 *WE PLAN TO PARTNER WITH.
. Local yoga instructors to teach yoga classes.
. Dru Bru Brewery to provide complimentary beer tastings for participants.
. Dru Bru to execute the Rainbow Run 5K.
. Various PNW craft vendors to bring craft experiences into the festival.
Snoqualmie Ski and Snowboard Museum
2500 character limit
4.2 Promoting Local
Business *
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4.3 Host Hotel*
Suncadia Resort
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 hope that eventually this event will gather enough attendance and gather
funds through ticket sales from components like the Rainbow 5k Run and color
photo sessions while working with several sponsors so it can be self-sustaining. ln
its infancy, it will need assistance.
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.
Add itional lnformation The typical attendee will stay the entire weekend, they will arrive on a Friday night
and stay through Sunday, usually requesting a late checkout if staying in a local
hotel/motel or vacation home. Because this is a one-day event, the attendee will
stay the night which will lead them to seek out other activities to complete their
stay, such as dining out at local establishments; shopping in nearby municipalities
(including Ellensburg); or other morning/evening events and activities such as
outdoor recreation, movies, concerts, or the theater. The same visitors will
purchase gas, meals and/ or groceries, and mementos of their stay in Kittitas
County.
2500 character limit
ls there a host hotel for your event or grant project? lf yes, list the hotel.
No
Yes.
Supporting
Documents
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
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Previous Years
Awarded Lodging Tax
Grants *
Overall Attendance
Past Actual*
0
Prior Year Paid
Overnight Stay Data
LTAC Clerk Review
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 *
750
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
Number of people travelling more than 50 miles for your event?
Past Actual* Projected *
0 1,000
Number of people traveling from outside WA State for your event?
Past Actual* Projected *
0 300
The number of overnight guests who stay in paid accommodations in Kittitas
County for your event
Past Actual* Projected *
0 1,000
Number of paid lodging room nights resulting from you evenVactivity/facility?
Past Actual* Projected *
0 125
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Past Methodology*
Projected
Methodology *
Methodology
Narrative *
Funding Source
Suncadia Fund For Community Enhancement
LTAC Clerk Review
What methodology did you use to calculate the 2019 actual numbers?
Direct Count (preferred)
lndirect Count
Representative Survey
lnformal Survey (preferred)
' Structured Estimate
Other
What methodology will you use to calculate the upcoming numbers?
Direct Count (preferred)
lndirect Count
Representative Survey
I nformal Survey (preferred)
Structured Estimate
Other
Please explain.
Possible Methodology can include; Ticket sales for activities that require
registration, stationed employees counting incoming attendees, gathering room
reservation count and number of children and adult staying with Suncadia.
2500 character limit
Application Questions: Part 5
8l Funding
Does your organization have, or have you applied for, grant funding from other sources? lf not, why not? lf yes, please
list the funding you have for the project, including any volunteer and in-kind sources in Question 9l Project Budget
Overview.
Funding sources and amounts which have not yet been secured will be listed separately, in the field(s) directly below.
Finally, what changes would occur if the project couldn't be funded?
Other Funding *Does your organization have, or have you applied for funding from other sources?
Yes No
Funding for which you have applied but not yet secured
Amount
$ 90,000.00
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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?
The idea of the Kaleidoscope Festival is to provide those in attendance with a
unique, creative and welcoming day to welcome the transition of spring. lf this
event was unable to receive funding and was unable to happen, the local
community, artists, vendors and small business would be missing out on
increasing their yearly revenue. This event supports many local businesses
through the purchase of supplies, performers and local artists. Without funding,
this event would not be able to perform at the best it could
2500 character limit.
0.00
This fleld 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 projecUproposal. lf your agency operates independently of this project application it
may not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to
the projecUevent for which you are requesting funding and adheres to the basic budget format shown below.
The budget must include anticipated revenues, expenditures, and any potential profit or loss. For projects/events which
are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations
(need not be consecutive) for the projecUproposal if applicable.
For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must
submit verifying documentation which assures the contribution will be provided. For instance, if you are claiming
in-kind contributions in the form of advertising match, a binding contract itemizing the matching value and obligating
each party must be provided.
ATTENTION: ln an effort to allow an adequate level of flexibility for all applicants, not allfields in the budget portion are
required to be filled before this form is submitted. Providing all applicable data is your responsibility, failure to do
so will potentially jeopardize your application's chance for review.
Budget Year
Edit if necessary 2020 2021 2022 2023
Revenues From Consolidated Lodging Tax Grant
Past Actual 3 Past Actual 2 Past Actual 1 Projected
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77652l85644?hideHeader=true 9t11
9129122, 10:52 AM
LTAC Grant Funding $ 0.00 $ 000
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
Past Actual 2
$000
Past Actual 2
$ 0.00
Past Actual 2
$000
LTAC Clerk Review
$000
Past Actual 1
$000
PastActual 1
$ 0.00
Past Actual 1
$000
Past Actual 1
$ 0.00
PastActual 1
$ 0.00
Past Actual 1
$ 0.00
$ 15,000.00
Projected
$ 0.00
Projected
$ 0.00
Projected
0
Projected
$ 15000 00
Projected
$ 0.00
Projected
$000
Projected
$ 15000.00
ln-Kind Contributions (except volunteerism)
Account Name
All Other Revenues
Account Name Past Actual 3
$ 0.00
Past Actual 3
$ 0.00
Contributions of Volunteer Time
Number of Hours
Calculated Value of $ 0.00
Projected Volunteer
Time
Revenue Totals
Past Actual 3
$000
Expenses Past Actual 3
$ 0.00
Expense Totals
Past Actual 3
$000
Profit & Loss
Past Actual 3
$ 0.00
Past Actual 3 Past Actual 2 Past Actual 1
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/7765218564 ?hideHeader=true 'tot11
9125122, 10:52 AM LTAC Clerk Review
Application Certification
The applicant here certifies and affirms: 1. That it does not now, nor will it during the performance of any contract
arising from this application, unlawfully discriminate against any employee, applicant for employment, client, customer,
or other person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military
status, sexual orientation, creed, place of birth, or disability, 2. 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*Austin Kong
Applicant's Title*Community Relations and Communications
Coordinator
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77652185644?hideHeader=true 11t11
Exhibit 'B"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Branding
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism
information as follows:
A. Websites and Social Media Sites must include the County's and appropriate City's tourism
website logo or URL with an operational link to the site(s). The URL landing page must use the
correct logos and have a link to centralwashingtonoutdoor.com. Contractors must either keep
the landing page active until time of reimbursement or use a screen capture for full
reimbursement. (lf you are using a live logo as the link to CWO, please ensure the hyperlink is
shown in the screen capture). The logo must be displayed on the contractor's home page, it
must be sized no smaller than% inch in height and must be surrounded by appropriate white
space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or
appearance.
B. Print Advertising and Online Display Advertising of all types (including but not limited to
newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party
websites, streaming displays, social media etc.) must include the County's and appropriate
City's tourism website logo (or URL with a one-click away operational hyperlink). The URL
landing page must use the correct logos and have a link to centralwashingtonoutdoor.com.
Contractors must either keep the landing page active until time of reimbursement or use a
screen capture for full reimbursement. (lf you are using a live logo as the link to CWO, please
ensure the hyperlink is shown in the screen capture). The logo must be sized no smaller than%
inch in height and must be surrounded by appropriate white space to allow easy recognition and
legibility. Contractors shall not change the logo(s) in color or appearance.
C. Video Advertising of all types (including but not limited to television, online, electronic kiosks,
motion billboards, etc.) must include the County's and appropriate City's tourism website logo.
The logo must be sized no smaller than% inch in height, and must be surrounded by appropriate
white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in
color or appearance.
All logos and website information may be obtained by contacting the Director of Tourism, Kittitas
County Chamber of Commerce.
Section 2. Advertising Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere
to the following guidelines and requirements for each type of advertising media utilized.
A. Print rng:
1. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed at tOO% 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 ofthe event and up to 10 days prior to
the event may be reimbursed al 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,l2l(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 Advertising:
t. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursed at 100% of the cost, including any production cost.
2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed at LOO% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 8,2(al above, advertising may be reimbursed at the rate of 7O% of
the total cost, including any production costs.
C. Online rtisins:
7. Online advertising and promotion may be reimburse d aI TOO% 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:
t. 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:
1.. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% of
thecost,includinganyproductioncost. lnordertoreceivereimbursement,alistofthe
locations where flyers or posters were posted outside of Kittitas County, a signed statement
from the contractor that the list is accurate and a copy of the poster/flyer must be provided
along with other required documentation.
2. Banners which are placed inside of Kittitas County may be reimbursed aL LOO% of the cost,
including any production costs. ln order to receive reimbursement, the banner cannot list a
specified date or location. Request can only be made one time.
3. Signage (site layout use only) which are placed inside of the venue/facility of the event may
be reimbursed at 100% of the cost, including any production costs. ln orderto receive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time. (i.e. ADA Parking /Parking, Loading Zone, Evacuation Route, Bathrooms, and
Stage locations)
F. Radio Advertising
1. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at tOO% of the cost, including any production cost.
2. Radio advertising placed with any media provider located inside of Kittitas County may be
reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed al Too% of the cost, including any production cost.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in section 2 F,2(a) above, advertising may be reimbursed at the rate of 3o% of
the total cost, including any production costs.
G. Operation Reimbursement:
7. Operation costs may be reimbursed IOO% 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 7OO% of cost. ln order to receive reimbursement, a signed statement from the receiver
along with other required documentation. Mileage reimbursement subject to IRS mileage
reimbursement rates which may change annually.
3. ltems not eligible for reimbursement:
a. Salaries of employees
b. Capitol purchases- any item with 3+ years life and over S5,OO0.c. Licenses, permits, insurance, or credit card fees