Loading...
HomeMy WebLinkAboutLT-2023-010-HERITAGE CLUB ROSLYN-RONALD-CLE-ELUMLT-2023-O1O-HERITAGE CLUB ROSLYN RONALD CLE ELUM 2023 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND ROSLYN RONALD CtE ELUM HERITAGE CLUB This Contract, effective January I,2023 is made and entered into by and between KITTITAS COUNTY ("County"), a subdivision of the State of Washington, and the ROSLyN RONALD CLE ELUM HERITAGE CLUB ("Contractor"), for the CULTURAL TOURTSM OUTREACH (,,Event,,). WHEREAS, the purpose of this Agreement is to provide for activities and expenditures designed to increase tourism, NOW THEREFORE, in consideration of the terms and conditions contained herein, or attached and incorporated and made a part hereol the County and the contractor mutually agree as follows: Section 1. Scope of Work. a' Contractor shall provide the services and staff described in its Application for Lodging Tax Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit .,A,, which is attached hereto and incorporated herein by this reference. b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the following as required to perform the services, described in paragraph (a) above, in accordance with this Agreement: Personnel, labor and supervision; technical, professional and other services. All such services, property and other items furnished or required to be furnished, together with all other obligations performed, or required to be performed, by Contractor under this Agreement are collectively refer.red 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 twenty thousand dollars (520,000.00) (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 twenty thousand dollars (520,000.00) (Kittitas Co lodging tax funding). Funding amount and who funded. tf multiple funding sources, say how muh came from who). c. Services/Expenses that are reimbursed must be dated during the current year and final date to submit reimbursements requests is January IO,2O2|. after this date funds lapse. d. Requests for reimbursements must be submitted to: Kittitas County Auditor 2O23 County Lodging Tox Funding Agreement Page 7 LT-2023-O1O-HERITAGE CLUB ROSLYN RONALD CLE ELUM Attn: Auditor's Accounting 205 West 5th Ave - Suite L05 Ellensburg, WA 98926 audito rsacco u 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 r Print Advertising . Television/Radio Advertising . Digital Marketing/Online Advertising r Direct Mail o Print Materials ( Flyers/Posters/Progra ms/Broch u res . Signage . Talent Fees/Speakers . Facility Rentals r Equipment Rentals o Operational Reimbursement 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 following address: http://www.co.kittitas.w a.us/ auditor /default.aspx Section 3 nce bv Contractor. Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract performance of any Services to any other person or entity without the prior written consent of the County. Any such delegation or subcontracting without the County's prior written consent shall be voidable at the County's option. b. Contractor shall at all times be an independent contractor and not an agent or representa- tive of the County with regard to performing the Services. Contractor shall not represent that it is, or hold itself out as, an agent or representative of the County. ln no event shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the County. lt is understood that the Contractor and the Contractor's staff and employees are not employees of the County and are not, therefore, entitled to any benefits provided employees of the County. 2023 County Lodging Tox Funding Agreement Page 2 LT-2023-O1O-HERITAGE CLUB ROSLYN RONALD CLE ELUM c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders, licenses, permits, and other requirements, now or hereafter in effect, of any governmental authority (including, but not limited to, such requirements as may be imposed upon the County and applicable to Services). Contractor shall furnish such documents as may be required to effect or evidence such compliance. All laws, ordinances, rules, and orders required to be incorporated into agreements of this character are incorporated into this Agreement by this reference. Contractor agrees to obtain all required licenses and permits, and further agrees to keep them in full force and effect during the term of this Agreement. d. The County and the Contractor agree that in fulfilling the terms and conditions of this Agreement neither shall discriminate on the basis of race, creed, color, national origin, age, sex, marital status, orthe presence of a physical, sensory, or mental handicap. 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; a Any lien asserted upon any property of the County in connection with the Services for this a 2023 County Lodging Tax Funding Agreement Poge 3 a a LT-2023-O10-HERITAGE CLUB ROSLYN RONALD CLE ELUM Agreement; Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance, rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of any governmental authority; or Any breach of or default under this Agreement by Contractor Section 5. Compliance with Public Records Law. a. 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. ln 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 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. Should the County require such liability insurance, the Contractor agrees to provide proof of insurance prior to commencing performance of this Agreement. c 2023 County Lodging Tax Funding Agreement Page 4 LT-2023-O1O-HERITAGE CLUB ROSLYN RONALD CLE ELUM d. Copies of the Cou nty's written req uest a nd the insu rance d ocu ments p rovided by Contractor shall be attached to this Agreement and by this reference will be made part hereof. e. Where insurance is requested bythe County, allliability insurance policies shallbe 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. T ermination. 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. a c 2023 County Lodging Tax Funding Agreement Poge 5 LT-2023-O1O-HERITAGE CLUB ROSLYN RONALD CLE ELUM e This Agreement may be executed in one or more counterparts and by facsimile, each of which will be deemed an original, but all of which together will constitute one and the same instrument. f. Contractor warrants to the County that the individual signing on Contractor's behalf has the requisite power and authority to enter into and to perform Contractor's obligations under this Agreement. Contractor further warrants to the County that Contractor has made no misrepresentation or misleading statement in connection with this Agreement, and is not in violation of any applicable law, ordinance, or regulation the consequence of which will or may materially affect Contractor's ability to perform its obligations under this Agreement. g. lf any term or condition of this Agreement or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect the other terms, conditions or applications which can be given effect without the invalid term, condition or application. To this end, the terms and conditions of this Agreement are declared severable. h. The exclusive venue for any action brought to enforce this Agreement or any of its terms shall be in Kittitas County, State of Washington. The performance of this Agreement is subject to termination without liability by either party upon the occurrence, or upon the prediction by the National Oceanic and Atmospheric Administration, any other agency of the United States Government, or any agency of the Government of the State of Washington of the occurrence of any circumstance beyond the control of either party-including, without limitation, acts of God, war, acts of terrorism within a fifty (50) mile radius of Kittitas County, government regulations, disaster, pandemic/epidemic illness, strikes or threat of strikes (except that neither party may terminate this Agreement for situations involving that party's own employees), civil disorder, or curtailment of transportation facilities-to the extent that such circumstance makes it illegal , impossible or economically impracticable for the parties to complete the duties and mutual obligations agreed upon and imposed upon them herein. The ability to terminate this Agreement without liability pursuant to this paragraph is conditioned upon delivery of written notice from one party to the other within 10 days of such occurrence or upon delivery of written notice from one party to the other within 24 hours of the receipt of notice of the prediction of any of the above occurrences. To the extent feasible within the constraints imposed by any event of the type described above, the parties agree that if the triggering event is of apparently or likely transitory effect, the parties may negotiate such amendments to the agreement that are mutually satisfactory and not otherwise contrary to law, including but not limited to a change in the dates for completion of any portion or the entirety of this agreement. 2023 County Lodging Tax Funding Agreement Page 6 LT-2023-O10-HERITAGE CLUB ROSLYN RONALD CLE ELUM CONTRACTOR KITTITAS COUNTY BOARD U AS TO FORM rssroNERs 7 rtr) Clerk of the Board zob )7sr^ zsz-s L3 ,,W a lAddressl ;"r) Deputy Prosecuting Attorney 2023 County Lodging Tax Funding Agreement Page 7 9129122, 10:49 AM LTAC Clerk Review Exnibit'R' CLTAC: Clerk Application Review Current Year Grant Application Workshop* Organization Address* Upload Proof of Organization Status* Street Address PO Box 916 Address Line 2 City Cle Elum Postal / Zip Code 98922 I RS Determination Letter. pdf Acceptable file formats include: JPG, PDF or TIFF Did you attend the Grant Application Workshop for the current year hosted by the Kittitas County Chamber of Commerce? Yes No Clerk Verification *Please confirm whether the applicant attended the workshop or not. Yes No Organ ization I nformation Name of Organization * Roslyn Ronald Cle Elum Heritage Club Organization is a:*Business Non-Profit (Note: Please submit w-9 for business or IRS Designation Letter for non-profit.) Click here to view sample documents (redacted). State / Province / Region WA Country United States 64KB Project Contact I nformation First Name*Maria lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77654/85641?hideHeader=true 1 t't7 9129122, 10:49 AM LTAC Clerk Review Last Name*Adams Phone Number* 206-755-3525 .,*Email mo n roe_ada ms@comcast. net Project or Event lnformation ProjecVEvent Name* Roslyn Ronald Cle Elum Heritage Club Cultural Tourism Outreach Service Categories Check all categories that apply to this application . Tourism promotion/marketing 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* 2t8t2023 411212023 5t13t2023 5t26t2023 6t14t2023 7t15t2023 8t9t2023 9t2t2023 10t11t2023 11t8t2023 End Dates 2t8t2023 4t12t2023 5113t2023 5t29t2023 6114t2023 7tl5t2023 8t9t2023 9t3t2023 10t11t2023 11t8t2023 lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77654/85641?hideHeader=true 2t17 9129122, 10:49 AM ProjecVEvent Location * New or Ongoing ProjecVEvent? * Amount of Funding Requested * LTAC Clerk Review Roslyn, Ronald & Cle Elum Ongoing ProjecUEvent (More than four years in existence) New ProlecVEvent (Four or fewer years in existence) $ 20000.00 lfyou selected "Ongoing ProjecUEvent" above this amount may not exceed 10% ofthe total expense budget of this project. Funding Request Max 32,550 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. lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77654/85641?hideHeader=true 3t17 9129122, 10:49 AM Response 1: ProjecUEvent Description * LTAC Clerk Review The Roslyn Ronald Cle Elum Heritage Club's project is to continue to increase awareness of our unique history and local heritage sites. We plan to do this through marketing and collaboration using events, signage, printed materials, digital marketing, video, and advertising. Our focus utilizes the idea of Cultural Tourism or Heritage Tourism to link together the cultural assets and treasures located in Roslyn, Ronald, Cle Elum & South Cle Elum. These sites include. the Coal Mines Trailwhich physically links Cle Elum, Roslyn & Ronald, the Telephone Museum and Carpenter House Museum in Cle Elum, and in Roslyn the Coal Miner's Memorial, Roslyn Museum, and Roslyn's Historic Cemeteries. The National Trust for Historic Preservation defines Heritage Tourism as traveling to experience the places, artifacts, and activities that authentically represent the stories and people of the past and present. Cultural Tourism not only brings in revenue it also raises awareness and celebrates the distinct culture of our community. Our Mission Statement provides guidance to our project: "To preserve and maintain the Coal Miners' Memorial and give voice to the proper and rightful protection and preservation of our historic cemeteries." We oversee and maintain the Roslyn Cemetery as well as the Coal Miners' Memorialwhich is prominently located in downtown Roslyn. We plan to use signage to direct visitors to explore the Coal Miners' Memorial, Roslyn's Historic Cemeteries, the Roslyn Museum, and the Coal Mines'Trail which links to sites in Cle Elum and Ronald. Currently there is a limited amount of signage and what does exist is in disrepair. "To preserve, memorialize and communicate our community's rich ethnic and cultural history to citizens and visitors." With the influx of visitors and new community members we can create an experience for them to learn and participate in the unique cultural heritage of our area. "To employ cultural activities that honor and celebrate our community's heritage." We host several cultural events throughout the year including guest speakers that share stories pertaining to the history of our area. A yearlong advertising campaign will take advantage of the tourists that already come to our area as well as expanding our reach outside of Kittitas County to attract more visitors, building upon what assets and events we already have. Our video provides more background on what we currently do and have done this past 2500 character limit lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77654/85641?hideHeader=true 4t't7 9t29122, 10:49 AM LTAC Clerk Review Video Link Please provide us link to a brief video summary of you organization's evenUproject. You MUST be present at the Q&A meeting to quali! for funding. https : //youtu. beA/D5yl OQ R pis List of lntended Use of Funds * Print Advertising Television/Rad io Advertisi ng Digital Marketing/Online Advertising Direct Mail P ri nt Materia ls ( Flyers/Posters/P ro g ra ms/B roch u res Signage Talent Fees/Speakers Facility Rentals 1 Equipment Rentals Operational Reimbursement 2l Supporting Kittitas County as a tourism destination 1. Away from their place of residence or business and staying overnight in paid accommodations; 2. To a place fifty miles or more away from their place of residence or business for the day or staying overnight; 3. or from another country or state outside of their place of residence or business. You must provide the evidence utilized in determining your projections. lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77654/85641 ?hideHeader=true 5t'17 9129122,10:49 AM Response 2.1* LTAC Clerk Review Why would tourists travel to Kittitas County to attend your evenuactivity/facility? Cultural tourism helps preserve and promote the unique cultural aspects of a place, preventing them from being forgotten or forever lost. lt helps preserve our local culture while allowing our communities to emphasize the uniqueness and to differentiate it from other locations. We think this is one of the reasons people are so attracted to Roslyn and its' "funkiness". We have the means of attracting visitors through our cultural sites and events. The Roslyn Cemetery and Coal Miners' Memorial provide the community and visitors an opportunity to rediscover the achievements and hardships of our ancestors. They provide a connection to our past. Visiting our areas' unique treasures and participating in fun, enriching, culturalevents create admiration and community pride. We already possess all these aspects; our goal is to communicate to a broader audience and capture the attention of visitors that already flock to our area. LTAC funding will assist with this goal. 2500 character limit lf-app- t 6-03.co.kittitas.wa.us/Forms/form/submission/history/77654/85641?hideHeader=true 6t17 9129122,10:49 AM Response 2.2* Application Questions: P art 2 3l lmpact LTAC Clerk Review Describe the prior success of your evenUactivity/facility in attraction tourists. The largest cultural celebration we hold is the Croatian Picnic which is held the 3rd Saturday in July. No need to be Croatian, many people enjoy becoming Croatian for the day by adding an "itch" to their last name. This is a celebration of the largest cultural group that immigrated to our area to work in the coal mines. This is a family friendly event that attracts people from all over the country and even the world. This year we saw record attendance with 610 people (usually we have between 350-400, in 2021 we had an estimated 500). Our annual Roslyn Cemetery Clean Up day saw a decline in participation in comparison to 2021 due to inclement weather. Despite the rain we still had B0 people helping, '18% from out of Kittitas County, and 28 didn't have family members buried in the Roslyn Cemetery. Memorial Day weekend also had unseasonably cold and wet weather so our hospitality area which is usually hopping with activity only gathered 2'1 visitors signing our guest book. Security cameras are in use at our Kiosk and we are able to retrieve reports that provide data on how many people, animals, and vehicles trigger the cameras. From January 1,2022 through September 21,2022 there were 2,050 visitor groups that entered the kiosk. We also know that we are only capturing data on people that actually visit the kiosk. The number of people that visit the Gemetery but don't stop at the kiosk aren't tracked. The meetings we held during the past year had an average of 35 attendees with a hand full of people attending our meetings virtually. Our guest speakers included a wide range of topics and speakers including an Eagle Scout that conducted his project at one of Roslyn's Historic Cemeteries an update of projects in Roslyn including a partnership with the Yakama Nation, a demonstration on cwu's digital archives and special collections, and Seattle Archivist Ryan Donaldson, sharing his journey to find out more about his African American ancestors that came to Roslyn to mine coal in the late 1880's and '1890's. lf the speaker was amenable, we shared the video of their presentation on YouTube. November 2022 guest speaker Fred Krueger has rock star star status as a former teacher at CER High School for 30 years+. Our Facebook post of him had a reach of 4,508 and the video of his presentation has 475 views so far on our YouTube channel. 2500 character limit lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77654/85641?hideHeader=true 7 I'17 9129122, 10:49 AM Response 3: Measuring Results* LTAC Clerk Review Describe how you will promote your evenVactivity/facility to attract tourists. We have 229 members and including our past donors and interested parties our mailing list is double that with almost 500 households with 33% mailed out of county and 20o/o out of state. Our email list is more extensive with an additional 150 people. We snail mail a year-end newsletter that includes a calendar of events for the upcoming year. We also increased our presence on social media. Our reach on Facebook this past year was at 12,000 with 332 page visits. A good start but there is room for improvement. As a member of the Kittitas County Chamber of Commerce we are beginning to utilize their resources to assist us with sharing and advertising. We created a YouTube channel to house any videos related to our events and activities. Our two guest speakers that allowed us to share their presentations garnered 475 and 77 views. Videos about the Roslyn Cemetery housed on our YouTube channel have a combined 1329 views from our 7 published videos. Our area already sees a large number of tourists. We want to increase awareness of our unique local history and heritage sites. To do this we plan on utilizing signage, printed materials such as brochures, and advertising through social media, print media, and video. 2500 character limit Application Questions. Part 3 4l Collaboration lf your organization collaborates or has created partnerships with other organizations, groups, or other events, how is this accomplished? lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77654/85641 ?hideHeader=true 8t17 9129122, 10:49 AM 4.1 Collaboration* LTAC Clerk Review This year we joined the Kittitas County Chamber of Commerce and increased our presence with CAMAH (Cascade Association of Museums, Arts & History)with the intent of broadening our partnerships and collaborations throughout Kittitas County. We partner and collaborate with over 40 businesses and organizations. Most of these partnerships and collaborations have happened by meeting in person with the organizer or business owner. Our group of volunteers have a broad reach and are deeply involved with our community which allows us to establish long lasting relationships. We are fortunate to have a strong partnership with Central Washington University's Department of Anthropology & Museum Studies and their Department of Special Collections and Digital Archives. Since 2017, we have utilized students and faculty to assist us with Ground Penetrating Radar and GIS mapping in Roslyn's Historic Cemeteries. This partnership has continued to strengthen the past 2 years with the use of student interns to assist with archival and online research for inclusion on our interactive digital kiosk located at the Roslyn Cemetery. Students created a visitor survey to be conducted this fall at the Roslyn Cemetery providing us with more in-depth data to assist them with creating an interpretive plan for us. This summer and fall students and faculty are conducting Oral History interviews with long standing members of our community to capture their stories before they are no longer with us. The Roslyn Downtown Association has provided use of their Creative Center, a beautiful and useful space to conduct these interviews. Networking has increased our reach to organizations outside of Kittitas County. lnvolvement with the Roslyn Cemetery has also provided us with the unique opportunity to network, collaborate and partner with several organizations located outside Kittitas County. Virtual meetings since 2020 have provided avenues of being included in meetings and collaborations with the Black Heritage Society of Washington, Newcastle Cemetery & Historical Society, King County Historic Preservation Landmarks Commission, Museum of History & lndustry, the Association of King County Historical Organizations, Black Diamond Historical Society, and the Olympia Genealogical Society. We anticipate these collaborations will continue. Last year we began conversations with local lodging partners listed under 4.3 Host Hotel. 2500 character limit lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77654/85641?hideHeader=true 9t't7 9129122, 10:49 AM 4.2 Promoting Local.* EUSINESS LTAC Clerk Review Describe how you will promote lodging establishments, restaurants, and business located in Kittitas County We promote our business partners by including their logos in our advertising, programs, signs, posters, flyers, and banners. These items are used prior to the event, during the event and post event. We create a "Thank You" ad after each of our events to recognize our partners and those businesses that we have collaborated with. At the Roslyn Cemetery we have a poster displayed year-round that includes our individual donors as well as our public and corporate partners and sponsors. We have also encouraged people to utilize businesses with prizes and gifts from those businesses (i.e. door prizes as a result of the lodging surveys). Banners have also been hung up for our local sponsors at our events. 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.;Hotel Roslyn, lron Horse lnn B&8, Suncadia lLodge, Digs Co. Vacation Rentals. 5l Future Plans Please explain what plans exist to allow this proiect to become self-sustaining. lnclude any plans for ticket sales, event sponsors, and other cost-recovery models. Future Plans*We have been successful in securing funding from businesses willing to support our projects, particularly our large events and capital projects. Through data and matrices, we will be able to gauge and monitor our success in attracting visitors from outside of Kittitas County. Using this data, we will approach our partners and other businesses and organizations and ask for their financial support regarding advertising and outreach. The Croatian Picnic funds our other free events which are open to the public including the King Coal Ceremony, events at the Roslyn Cemetery, and guest speakers. Our events that include dinner, dancing and music are self-sustaining and contribute to our free events. Funds from our events also help to support our role of maintaining the Roslyn Cemetery and Coal Miners' Memorial. 2500 character limit Application Questions: ParL 4 lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77654/85641 ?hideHeader=true 10t'17 9129122, 10:49 AM LTAC Clerk Review 6l Additional Information Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your project and its benefit to tourism. Additional lnformation Our plan in 2023 is to continue to encourage Cultural Tourism. The visitors are here. How do we attract their attention to educate and share our unlque and treasured heritage sites and history? And how do we spread the load and get heads in beds during the less busy times such as during the week? This is something we will continue to improve and work on in 2023. We will also work on improving our use of paid lodging and the tracking that goes along with that. 2500 character limit You may upload any supporting documents such as graphs, images, diagrams, marketing materials, etc. Supporting Data p1.pdf 150.16KB Supporting Data p2.pdf 28.69KB Supporting Data p3.pdf 575.09K8 You are allowed to submit up to 3 single page (US Letter) documents in JPG, PDF or TIFF format 7l Previous Lodging Tax Grant lnformation Supporting Documents Previous Years Awarded Lodging Tax Grants * Overall Attendance Past Actual* 1,162 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 * 2,000 Number of people travelling more than 50 miles for your event? Past Actual* Projected * 209 400 Number of people traveling from outside WA State for your event? Past Actual* Projected * lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77654/85641?hideHeader=true 11t17 9129t22, 10:49 AM LTAC Clerk Review 19 30 The number of overnight guests who stay in paid accommodations in Kittitas County for your event Past Actual*Projected * 10039 Number of paid lodging room nights resulting from you evenVactivity/facility? Past Actual* Projected * 59 100 Prior Year Paid Overnight Stay Data Past Methodology* Prolected Methodology* ln addition to field above, you may upload the evidence to support the prior years' room/night information. Overnight Lodging.pdf 25.62K8 You may upload up to three single pages (US Letter), of information. lf you a single multi-page document, only the first three pages will be considered. The following formats, will be accepted: JPG, PDF or TIFF What methodology did you use to calculate the 2019 actual numbers? Direct Count (preferred) lndirect Count Representative Survey lnformal Survey (preferred) ' , Structured Estimate Other What methodology will you use to calculate the upcoming numbers? Direct Count (preferred) lndirect Count Representative Survey ' lnformal Survey (preferred) Structured Estimate Other lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77654/85641 ?hideHeader=true 12t17 9129122, 10:49 AM Methodology Narrative* LTAC Clerk Review Please explain. The Roslyn Cemetery is our largest draw throughout the year. We are adding both a digital guest book using a QR code as well as a physical visitor log for people to fill out when visiting the cemetery. This information assists in capturing a more accurate account of the number of visitors and where they travel from. We also ask if they are staying in local paid lodging. This summer CWU students created a visitor survey to be conducted on site at the Roslyn Cemetery. This survey will be done in person and will also have a QR code for completion on a cell phone. The survey will be conducted during Fall quarter which begins September 21,2022. The survey not only asks where people are visiting from but their motivation on why they chose to visit the Cemetery. This information will assist CWU to build an interpretation plan for the Roslyn Cemetery for our benefit. At our events such as the Croatian Picnic we will continue to offer surveys using door prizes to entice people to fill them out. We had great success at this year's picnic. lt was so popular that we ran out of forms so next year we plan on printing more forms, or possibly adding a QR code for online completion. We also improved our tracking in 2022 using wristbands with sequential numbers to provide a more accurate count of attendees. We will continue to work on improving the tracking of attendees, particularly those from out of the area and capturing lodging nights information. We have sign in sheets to track visitors at our meetings where guest speakers are presenting. These sheets ask if they are staying in paid overnight lodging. 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 lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77654/85641?hideHeader=true 13t17 9129122. 10:49 AM Explanation * Funding Shortfalls* Matching Funds Percentage Verification of ln-kind Contributions LTAC Clerk Review lf not, why not? We have not applied for grant funding for this project. We receive funding for advertising from the Roslyn Downtown Association, NKC Tribune Matching Ad Sponsorship Program, and local businesses. We will continue to request support from these funding sources. We will also explore other sources of funding at the state and national level through various grant programs. We are fortunate to have broad support from various groups in the community. Our volunteer hours shown only include hours for our events in 2022. They do not include the thousands of volunteer hours spent in the Roslyn Cemetery each year maintaining and improving the grounds as well as working on the various projects throughout the 27 different cemeteries. The hours spent maintaining the Coal Miners' Memorial are also not included. 2500 character limit What changes will be made if funding for your request is not available or recommended? lf we don't receive LTAC funding lor 2023 we will scale back our plans. Advertising our large-scale events will continue, as will advertising our guest speakers but expanding our reach outside the County will be limited. Additional planned signage at the Coal Miner's Memorial and Roslyn Cemetery may also need to be scaled back. 2500 character limit. 65.00 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 veriffing documentation which assures the contribution will be provided. ln Kind Advertising.pdf 31.55K8 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. lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77654/85641?hideHeader=true 't4t17 9129122, 10:50 AM LTAC Clerk Review ATTENTION: ln an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are required to be filled before this form is submitted. Providing all applicable data is your responsibility, faiture 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 Past Actual 3 $ 0.00 Past Actual 3 $ 0.00 Croatian Picnic Profits MemorialDay Weekend Event Profits $000 $000 Labor Day Weekend $ 0.00 Event $000 ln-Kind Contributions (except volunteerism) Account Name Past Actual 2 $000NKC Tribune Matching Funds Roslyn Downtown Association $000 $ 0.00 Past Actual 2 $ 0.00 Past Actual2 $ 0.00 $ 0.00 Past Actual 1 $ 12,375.00 Past Actual 1 $ 4490.95 $ 0.00 $000 Past Actual 1 $ 2120.00 Projected $ 20,000.00 Projected $ 5000.00 $ 500.00 $ 500 00 Projected $ 3000 00 $ 0.00 $ 1000.00 $ 2000.00 John L Scott Donation $ 550.00 lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77654/85641?hideHeader=true $ 500 00 15117 9t25122, 10:50 AM ReMax Real Estate Jennifer Basterrachea The Boeing Company Volunteer Matching Fund Expenses Print Advertising Television/Radio Ad Digital Marketing/Online Advertising Direct Mail Printed Materials Signage Talent Fees/Speakers Facility Rentals Equipment Rentals $ 0.00 $ 0.00 Past Actual 3 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 Past Actual 2 $ 0.00 Past Actual2 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 Past Actual 1 $ 23035.95 Past Actual 1 $ 4200.00 $ 0.00 $ 0.00 $ 2000.00 $ 551.40 $ 112.42 $ 1B73.72 $ 350.00 $ 1138.52 Projected $ 91900.00 Projected $ 6200.00 $ 1000.00 $ 2000.00 $ 3000.00 $ 950.00 $ 7000.00 $ 4100.00 $ 2000.00 $ 2800.00 LIAC Clerk Review $ 500.00 $ 500 00 $ 2000.00 $ 1000.00 Contributions of Volunteer Time Number of Hours Evidence of Volunteer Contributions* Calculated Value of Projected Volunteer Time Revenue Totals Past Actual 3 $ 0.00 Past Actual 3 Past Actual 2 Past Actual 1 Projected 1,437 2,500 Please upload a single file which offers evidence in support of the projected volunteer hours. Volunteer Hours.pdf 29.45K8 $ 58,900.00 $000 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77654/85641?hideHeader=true 16t17 9129122, 10:50 AM Operational Expenses Expense Totals Profit & Loss LTAC Clerk Review $ 3330 07 $ 3500.00$ 0.00 Past Actual 3 $ 0.00 Past Actual 3 $000 $ 0.00 Past Actual 2 $ 0.00 Past Actual 2 $ 0.00 Past Actual 1 $ 13556.13 Past Actual 1 $ 9479.82 Projected $ 32550.00 Projected $ 59350.00 Application Certification The applicant here certifies and affirms: 1. That it does not now, nor will it during the performance of any contract arising from this application, unlawfully discriminate against any employee, applicant for employment, client, customer, orother person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, sexual orientation, creed, place of birth, or disability; 2. That it will abide by all relevant local, state and federal laws and regulations and; 3. That it has read the information contained in the lnstructions on pages 1 and 2 and understands and will comply with all provisions thereof. Certified by Name*Maria Adams Applicant's Title* President lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77654/85641?hideHeader=true 17t',t7 Dbpartrnent of the Treasury lnternal Revenue Serulce Tax Exempt and Government Entities PO Box 2508 Cincihnati, OH 45201 ROSLYN RONAI,D CLE ELUM HERITAGE CIUB P O BOX 916 C]LEELUM WA9S922 0t0 Drlal AU0 T4 20i8 Employer lO nombsr: 9{-18e4087 Perton to contacl / lD numtrer; BenJamin L Davls lD# 02030{8 Oontrct telep0one n umber:."*_-J.&77{2*6600-_ Form 990/990-El/teGil roqqlr€d i Yes Dear Applicant: ln your lettet dated April 5, 2018, you roquested reclassificstion of foundatlon status as a public chuity, Our recotds indioate you are classified as a privato foundation. You claim you,re enoneously classified as a.privato foundation and aro roquesting conection of the enor. Based on the information you providd we dotermined you meet the requirements'for olassification as a public charity descrjbed in IRC Seotions 509(a)(1) and 170(b)(iXAXvi) and updated our records, lJesause yeiur tru-oxempl status wasn,t undot c.onsideratioo, you contlnue to bo classiJicd as an organi ration exempt from federal income-tax under IRC Seatlon S0l(c)(3i. This letter eould helprosolve questions on your foundation status, Keep it for your records. Sincerely Ffiin *, t (*+n Stephen A. Martin Dire.ctor, Exornpt Oqganizations Rulings and Agreernents Letter *42C (Rov. 1,201 6) Cateloo Nurnb6r 522S6W nator RoSIJYT{ RONAIjD CLE EIJUtl HERITAGE CLUB Po BoX 916 cLE EIjIrU, }tA 98922-0000 T TERNAL RET.IEI{I'E SERVTCE P. o. BOX 2s08 crNcrNNATr, oH 45201 DEPARTMEN,r OF T1IE TREASI,RY Drployer rdencif icacion Nunrbor: 9l- 169408? DLNI 2 6053516005386 Contact Pargon: CUSTOIT{ER SSRVICE ID+ 31954 Contact Telephone Numbarl (0??l s29-55oo AccounElng Perlod Endlng: Deceilbcr 3l Form 990-PF Requiredr Ysg EffecE,lve Datse of Exenptiont tlay 15, 2015 Mdendum ApplJ.es: No MAY 0 5 ?016 Dear Applicanbr ife?re pleased to tell you we datormined yourre exeftpe fron federal lneoro hax under Internal Revelluc Code (IRC) Scctlon 5O1(c) (3), mnors can dcductsqonEribution8 Chey nake t,o you rrnder IRC gection 170. You're also quallfi€d to receivc tax deductible begreste, devlaes, tr:utgfers or gifts under Section 2055, 2106. ot 2522. Thls let!€r could help resolve questions on your exertpt Etatus. Pleaee keep it for your records. OrganlzationE exenqtt undcr IRC Saetlou 501(cl {3) are futthcr clasaifiod Ee elther publtc ohariEies or privace foundat,ionE. we dsberorlned youtre a privaee foundacion wlthln the moaning of Section 509(a). Baeed on th6 lnformatlon you eubnlE,Ccd On your applicatioD, we approved your request for reEroactLve relnatatenent under 9€ction ,l of Revcnue Procedure 201.1-11. Your effccBlva date ot exeupEion, as llEted aC che top of thle letter, ie retrorclive to your datc of revocation, Yourre raguired t,o flle Form 99O-PF, Return of Private Foundatlon or 9ectlon {9{?(al (1) Truet Tr€aEed es Prlvate Foundetlon, annullly, wheLher or rtot you have Inconp or actJ,vJ.t,y during the yoar, If you don,t file a rcgulred rcburn or noilce tor thrcc qonsacuEive yeqra, your oxcnrpe status w{ll bo autornatLcal ly rcrroked. tf so lndlcated at the Eop of thls letcEr that an addendurn applios, Ehe encloDed addendum ie an integral pa.rt of !,his letter. For inporEant lnfonaElon about your rcoponEibllitles a6 a E.x*-exempt organlzation. gq to wwn.lrs.gov/chartLles. Enter r1221-PFo in the search barto vlew Publloat,ion .1221-PF, Compllanoe Gulde fof 5Ol(c) (3) Frlvatepoundatlong, whleh dcearlbea your recordkeeping, reportlng, and dLsclosure rcqulrements. IJ€tter 5437 ROSIJYN RONAI'D CIJE ELU'' IIERITAGE Sincerely, rleffrey f . qooper Dl.rcctor, Excmpts OrganizaEions Rullnge and Agreementg I€tter 5437 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 lhan% inch in height and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. B. Print Advertising and Online Display Advertising of all types (including but not limited to newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party websites, streaming displays, social media etc.) must include the County's and appropriate City's tourism website logo (or URL with a one-click away operational hyperlink). The URL landing page must use the correct logos and have a link to centralwashingtonoutdoor.com. Contractors must either keep the landing page active until time of reimbursement or use a screen capture for full reimbursement. (lf you are using a live logo as the link to CWO, please ensure the hyperlink is shown in the screen capture). The logo must be sized no smaller lhan% inch in height and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. C. Video Advertising of all types (including but not limited to television, online, electronic kiosks, motion billboards, etc.) must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller than% inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. All logos and website information may be obtained by contacting the Director of Tourism, Kittitas County Chamber of Commerce. Section 2. Advertising Reimbursements Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere to the following guidelines and requirements for each type of advertising media utilized. A. Print Advertising: L Print advertising placed with any media provider which operates exclusively outside of Kittitas County may be reimbursed al 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 of the event and up to 10 days prior to the event may be reimbursed attOO% of the cost, including any production costs. b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 2 A, (2)(a) above, advertising reimbursement requests must include a statement from the media provider specifying the percentage distribution to areas outside of Kittitas County. Reimbursements will be allowed for the amount distributed outside of Kittitas County, including any production costs. B. Television Advertisine: 7. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will be reimbursedattOO% 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 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 2B,2(al above, advertising may be reimbursed atthe rate of 7O%of the total cost, including any production costs. C. Online Advertising 1. Online advertising and promotion may be reimbursed at 100% of the cost, including any production cost. 2. Streamed media (radio, television, other) requests for reimbursement must include a statement from the media provider specifying the percentage of recipients which are outside of Kittitas County. Reimbursements will be allowed for the percentage distributed outside of Kittitas County, including any production costs. D. Direct Mail: L. 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 statement from the contractor that the list is accurate, or other proof of delivery, must be provided along with other required documentation. E. Flyers/Posters: t. Flyers or posters which are placed outside of Kittitas County may be reimbursed at LOO% 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 at tOO% of the cost, including any production costs. ln order to receive reimbursement, the banner cannot list a specified date or location. Request can only be made one time. 3. Signage (site layout use only) which are placed inside of the venue/facility of the event may be reimbursed at 100% of the cost, including any production costs. ln order to receive reimbursement, the signage cannot list specified date or location. Request can only be made one time. (i.e. ADA Parking/Parking, Loading Zone, Evacuation Route, Bathrooms, and Stage locations) F. Radio Advertising L. Radio advertising placed with any media provider located outside of Kittitas County may be reimbursed al LOO% of the cost, including any production cost. 2. Radio advertising placed with any media provider located inside of Kittitas County may be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 7 days prior to the event may be reimbursed al tOO% of the cost, including any production cost. b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 2 F,2(al above, advertising may be reimbursed at the rate of 3O% of the total cost, including any production costs. G. Operation Reimbursement: t. Operation costs may be reimbursed LOO% of the paid invoice cost. ln order to receive reimbursement operations invoice must an approved cost from the Consolidated Lodging Tax committee members list. lnvoice provided must include notation of payment with proof of payment. 2. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed at LOO% 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