Loading...
HomeMy WebLinkAboutLT-2023-012-HISTORICAL SOCIETYLT-2023-012- H tSTORtCAL SOCt ETY 2023 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND KITTITAS COUNTY HISTORICAL SOCIETY, INC. This Contract, effective January !, 2023, is made and entered into by and between - KITTITAS COUNTY ("County"), a subdivision of the State of Washington, and the KITTITAS COUNTy HISTORICAL SOCIETY ("Contractor"), for the 2023 KCHS MARKETTNG (,.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 (S15,000.00) (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 70,20}. after this date funds lapse. d. Requests for reimbursements must be submitted to: Kittitas County Auditor Attn: Auditor's Accounting 2O23 County Lodging Tax Funding Agreement Page 7 LT -2O23-O72- H I STORI CAL SOCI ETY 205 West 5th Ave - Suite 1.05 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:. Online Marketing . Newsletters . Website Updates . Video Production . Speaker and Talent Fees . Walkabout Guide 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. L Contractors must complete the Lodging Tax Reimbursement online training course provided by the County Auditor's office prior to filing reimbursement claim. Requests for reimbursement will not be accepted by the County Auditor prior to the training being completed. The training may be found online at the Kittitas County Auditor's website at the fol lowin g add ress : http ://www.co. kittitas.wa. us/a ud itor/defa 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 2023 County Lodging Tax Funding Agreement Page 2 LT -2023-Ot2- H TSTOR I CAL SOC| ETY required to effect or evidence such compliance. All laws, ordinances, rules, and orders required to be incorporated into agreements of this character are incorporated into this Agreement by this reference. Contractor agrees to obtain all required licenses and permits, and further agrees to keep them in full force and effect during the term of this Agreement. d. The County and the Contractor agree that in fulfilling the terms and conditions of this Agreement neither shall discriminate on the basis of race, creed, color, national origin, age, sex, marital status, or the presence of a physical, sensory, or mental handicap. e. The Services shall at all times be subject to inspection by and approval of the County, but the County's making (or failure or delay in making) such inspection or approval shall not relieve Contractor of its responsibility to perform the Services in accord with this Agreement, notwithstanding the County's knowledge of defective or non-complying performance, or the substantiality or ease of discovering the same. Contractor shall provide the County with sufficient, safe, and proper facilities and equipment for such inspection and free access to such facilities. 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; 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 o a a 2023 County Lodging Tax Funding Agreement Page 3 a LT -2023-072- H |STOR I CAL SOCI ETY Any breach of or default under this Agreement by Contractor 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. Section 5. Compliance with Public Records Law. ln compliance with Washington's public records law, the County will retain copies of any documents associated with this Agreement, which may be required by law unless legally exempt from such retention, for any applicable legally required retention period. b. ln the event a public records request is made to the County for documents created in relation to this Agreement, should legal uncertainty arise regarding the disclosability of any documents under federal or state public records laws, the County shall provide notice to Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow Contractor to seek a court injunction. The County specifically shall not be liable to Contractor for the County's release under public records laws of any documents not protected by trademark, copyright or other law. Section 6. Industrial lnsurance Waiver With respect to performance of this Agreement and as to any claims against the County, its Additional lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contractods 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. lnsuran and Endorsements. c a b. Such liability insurance shall be such as will protect Contractor, its employees, agents and representatives, from all claims, losses, harm, costs, liabilities, damages and expenses arising out of personal injury (including death) or property damage that may result from performance of the Services or this Agreement, whether such performance is by Contractor or any of its employees, agents or representatives. c. Should the County require such liability insurance, the Contractor agrees to provide proof of insurance prior to commencing performance of this Agreement. 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. 2O23 County Lodging Tox Funding Agreement Poge 4 LT -2023-Ot2- H ISTORtCAL SOC| ETY Where insurance is requested bythe County, all liability insurance policies shall be endorsed to include the County as an Additional lnsured and shall stipulate that the insurance afforded by the policies shall be primary insurance, and that any insurance, self-insured retention, deductibles, or risk retention trusts maintained or participated in by the Parties shall be excess and not contributory to any other insurance maintained by the County. Contractor shall furnish the County a certificate of insurance with Endorsement as evidence that the required policies are in full force and effect. Section 8. Termination. The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon receiving such notice of termination, Contractor shall, except as otherwise directed by the County, immediately stop performing the Services to the extent specified in the notice. ln the event the County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of the date of the notice of termination. Section 9. Miscellaneous. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or any right or interest in this Agreement without the County's prior written consent. b. This Agreement embodies the entire Agreement between the County and Contractor, and supersedes any and all prior oral or written communications, proposals, conditions, promises, representations, or understandings regarding the Services. No change, amendment or modification of any provision of this Agreement shall be valid unless set forth in a written amendment to the Agreement signed by both parties. c. Notice for any purpose under this Agreement, except service of process, shall be given by the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W. 5th Ave. Ste. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the County to the Contractor shall be given to the Contractor's address provided on the signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class, postage prepaid, certified mail, return receipt requested. d. The section and paragraph headings of this Agreement are for reference convenience only and are not intended to restrict, affect or be of any weight in interpreting or construing the provisions of such sections or paragraphs. 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 individualsigning on Contractor's behalf has the requisite power and authority to enter into and to perform Contractor's obligations under e e 2023 County Lodging Tax Funding Agreement Page 5 LT -2O23-OT2- H ISTOR I CAL SOCI ETY 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-OL2- H ISTOR| CAL SOC| ETY KITTITAS COUNTY Vice Ch roner IONERS 4\4 rint Namel [Address csgsodeh ' h'' S,tdietlncqtr Lchnn ,T7 rk ofthe Board Deputy Prosecuting Attorney 2023 County Lodging Tox Funding Agreement Poge 7 LTAC Clerk Review f*rnibi\A9129122, 11:12 AM CLTAC: Clerk Application Review Current Year Grant Application Workshop* Did you attend the Grant Application Workshop for the current year hosted by the Kittitas County Chamber of Commerce? Yes No Clerk Verification *Please confirm whether the applicant attended the workshop or not. Yes No Organ ization I nformation Name of Kittitas County Historical Society, lnc. Organization * Organization Address* Upload Proof of Organization Status* Street Address 114 E 3rd Ave Address Line 2 City Ellensburg Postal / Zip Code 98926 irs letter plus flru9.pdf Acceptable file formats include: JPG, PDF or TIFF State / Province / Region WA Country USA 161.77K8 Organization is a:*Business Non-Profit (Note: Please submit w-9 for business or IRS Designation Letter for non-profit.) Click here to view sample documents (redacted). Project Contact I nformation First Name*Sadie lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77661/85650?hideHeader=true 1t18 9129122,11:12AM Last Name*Thayer Phone Number*509-925-3778 Email*sadie.thayer@kch m. org Project or Event lnformation LTAC Clerk Review ProjecvEvent Name* 2023 KCHS Marketing 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 Start Dates* 1t1t2023 ProjecVEvent Location * New or Ongoing ProjecUEvent?x Amount of Funding Requested * Funding Request Max '17,000 I 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 End Dates 12t31t2023 Ellensburg and Kittitas County ' Ongoing ProjecUEvent (More than four years in existence) New ProjecVEvent (Four or fewer years in existence) $ 15000.00 lf you selected "Ongoing ProjecuEvent" above this amount may not exceed 1 0% of the total expense budget of this project. lf-app-16-03.co.kiftitas.wa.us/Forms/form/submission/history/77661/85650?hideHeader=true 2t18 9129122, 11:12 AM LTAC Clerk Review Tourism Seasons*From the list below, what season will your project enhance tourism? Select any which apply. Year-round (January - December) Off Season (November - February) Shoulder Season (October or March - May) High Season (June - September) Application Questions: Part 1 Please answer each question completely, in the order listed. Please include any supporting data within the response narrative. 1 | ProjecUEvent Description Please provide a description of your projecUevent. lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77661/85650?hideHeader=true 3/t8 9129122, 11:12 AM Response 1: ProjecVEvent Description * Video Link List of lntended Use of Funds * Online Marketing Newsletters LTAC Clerk Review The Kittitas County Historical Society, lnc. (DBA Kittitas County Historical Museum) seeks funding in the 1Oth year of its successful campaign to revitalize and rebrand its public relations campaign as the organization itself looks toward strengthening and renewing its presence as it undertakes its most unique year yet. We will embark upon a stronger public relations campaign to renew interest in the museum itself and its events, activities, and historic anecdotes; while introducing an "Open Under Construction" campaign while the Museum readies and begins a multi-year restoration project for the Cadwell Building which may impact access to the museum, exhibits, and events, and a "Preservation is Key" campaign which will look at preservation projects of historic buildings in Ellensburg, Cle Elum, Roslyn, and other areas around Kittitas County during the Museum's period of restoration. We also seek to partner with the Ellensburg Rodeo, especially to highlight the K'ti'tas and Pshw6napam bands of lndigenous people, which the Nason Aronica family was inducted into the Rodeo Hall of Fame in 2010 and we are the cultural custodians of their collection, in addition to sharing the vast history held in our museum. We also seek to build new events like activities around historic preservation and community anniversaries, and continue successful activities like our walking tours, scavenger hunts, lecture series, historic pub crawl, and more. The campaigns also seek to reconnect the public in a post-pandemic world to the Museum and its offerings, while the Museum commits itself to a greater sharing of local history and historic preservation. The campaigns also re-energize marketing areas that the Museum has previously had success in, and wishes to expand interest in, as these individuals frequently travel through or visit (via daytrip or overnight), such as the great King County area, specifically Des Moines, Kent, lssaquah; the Tri-Cities DMA, Spokane DMA; and the Portland, Oregon DMA. We wish to update interested individuals through social media posts (organic and paid marketing)for specific interests, general awareness, and evenUactivity promotion, website updates, and newsletters. 2500 character limit Please provide us link to a brief video summary of you organization's evenVproject. You MUST be present at the Q&A meeting to qualify for funding. https://youtu. be/eO_BtWud P I lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77661/85650?hideHeader=true 4t18 9129122, 11:12 AM LTAC Clerk Review Website Updates Video Production Speaker and Talent Fees Walkabout Guide 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.kiftitas.wa.us/Forms/form/submission/history/77661/85650?hideHeader=true 5/18 9129122, 11:12 AM Response 2.1* LTAC Clerk Review Why would tourists travel to Kittitas County to attend your event/activity/facility? The Kittitas County Historical Museum holds the history of our county, from Snoqualmie Pass to Vantage; from Blewett Pass to Roza. lt reflects history since time immemorial to present day, of the people, places, events, activities, and more. The Museum's mission is to collect, preserve, and share that history -- with anyone interested in local history. Visitors come to the museum to learn more about the local area, about the buildings, events and activities, and the family members that may have once lived (or still live) here. They want to know anything and everything, and with having over 50 exhibits, we certainly have something for everyone. By advertising in the Seattle/Tacoma, Portland, Oregon, and Eastern Washington areas, we will draw travelers to and through Ellensburg and Kittitas County. We know at present many of our guests are from outside of the Kittitas County area, especially more than 50 miles away, as all major cities in the Pacific Coast region are more than 50 miles away. ln 2021, 56% of all visitors were from outside of 50 miles, compared to 60% so far in 2022. Our Facebook page reflects primary visitation by individuals from 50+ miles, including Portland, Oregon and the major Washington cities of Seattle, Tacoma, Spokane, Portland, Kennewick, Vancouver, Everett, Moses Lake, and Port Orchard allwithin the top 10 cities following our page. We anticipate based on current numbers that visitation and overnight stays will increase due to advertising in 2022 and our partner events and activities. We have already had several individuals from out of the area stay overnight as part of an evening lecture, or they came with the Museum intended as their destination for research purposes and stayed overnight as a result. We expect that as our activities increase, visitation and overnight stays will increase as well. We have already partnered with Hotel Windrow for our lecture stays and encourage visitors to make this their hotel choice; but we are working with the new Marriott as they have chosen the Ellensburg Blue agate as their theme and design - using items in our collection as the inspiration. We plan to work with both for upcoming events to encourage more visitors to stay overnight, as visitors have indicated that multiple events and venues on certain weekends justify them staying overnight. Many of these events will add to existing events or create an opportunity to extend their stay in the Ellensburg and Kittitas County area. 2500 character limit tf-app- t 6-03.co.kittitas.wa.us/Forms/form/submission/history/7766 1/85650?hideHeader=true 6/18 9129122, 11:12 AM Response 2.2* Application Questions: Part 2 LTAC Clerk Review Describe the prior success of your evenUactivity/facility in attraction tourists. ln a recent assessment of our register book, we found that in 2021, 56% of those who visited the museum were from areas more than 50 miles, which totaled 2,717 of 4,851 visitors. As of August 31 , 2A22, there have been 4,626 visitors with only 1,333 signing the guest book. Of these, 798 were from more than 50 miles, representing 600/o of current attendance, while the remainder (40o/o) come from more localdistances. Of these individuals, when inquired, half had indicated they were staying overnight due to comments such as "heard from the hotel" verbally or written. Of the 4,626 people who have visited the museum , 3,726 (81%) have attended for exhibit or general purpose. Most of these individuals inquired about other activities in and around Ellensburg and Kittitas County, such as food, shopping, educational offerings, other museums and historical sites. Of these, we are certain that at least 50% will purchase meals, gas, gifts, and more while passing through Kittitas County. Guests to the museum have identified they come from locations outside Kittitas County and the state of Washington. We also direct visitors to local attractions in and around Kittitas County and Ellensburg, such as museums, historic sites, recreational opportunities and more. Our Facebook page reflects primary visitation by individuals from 50+ miles, including Portland, Oregon and the major Washington cities of Seattle, Tacoma, Spokane, Portland, Kennewick, Vancouver, Everett, Moses Lake, and Port Orchard all within the top 10 cities following our page. We have been collecting data from individuals who sign up for our tours and events through our website including zip codes and email addresses, as well as through after-event surveys which asks about the event, their experience, and questions such as length of stay, place of stay, etc. This will continue as long as we have our current programming. We have received commitment from some of our organizations that meet at the museum that the attendees will be staying in the area overnight. We have commitment from 4 of our upcoming presenters for hotel stays (1 night each), and one Museum Association group (totaling B nights). We have also had an additional individual stay in Ellensburg solely to visit the Museum and its events (16 stays). As we are an add-on to many experiences, we have found that while we do not directly generate a high number of stays, we add to the stay and most will stay an extra night to take part of an event. 2500 character limit lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77661/85650?hideHeader=true 7 t18 9129122, 11:'12 AM 3l lmpact Response 3: Measuring Results* LTAC Clerk Review Describe how you will promote your event/activity/facility to attract tourists. By targeting our marketing to the Seattle/Tacoma, Portland, Oregon, and Eastern Washington areas, we will reach a market that is already predisposed to driving for more than 50 miles or staying overnight. 29o/o of our current visitors have identified themselves through our register book, which often represent one person for several individuals (as we have many units of family or friends visit). These individuals are seeking either a day or overnight experience in and around Ellensburg and Kittitas County. Our evening lecture series and activities already draw many individuals from the 50+ miles demographic, visiting for the event and then returning home or staying overnight depending on specific interest. We currently have had a response of individuals attending from the Seattle, Tri-Cities, Moses Lake, Bellingham, Kent, and Spokane areas beyond those from Kittitas County. ln most cases, most had heard about the pub crawl, lectures, or special activities from social media marketing and promotion. We anticipate with more lectures, pub crawls, and activities we will have more guests from the 50+ mile distance. One proposed presenter of the 2023 series is known to draw attendees from the Tri-Cities, Northeast Oregon, and Spokane, and while the others are not yet confirmed, we anticipate similar crowds from them. Our pub crawl alone drew guests from all across the northwest, and we expect to revitalize our walking tour offerings in the post-Pandemic world while still offering our Downtown Scavenger Hunt and free self-guided walking tours. Additionalevents and activities, including new exhibits, have always proven to be of interest to those looking to daytrip or overnight in Ellensburg and Kittitas County. We are looking to promote exhibits between historical sites and museums in and throughout Ellensburg and Kittitas County as wellas Central Washington. Exhibit plans and programming currently include great partnerships under developmentin2023 with the Cle Elum and Roslyn institutions, as well as with the Ellensburg Rodeo and many other groups, organizations, and local businesses. 2500 character limit Application Questions: Part 3 4l Gollaboration 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/7766'l /85650?hideHeader=true 8t18 9t29122. 11:12 AM 4.1 Collaboration * LTAC Clerk Review Throughout the year, the KCHM hosts special exhibits, programs, and events to promote the topic of a particular exhibit. We work with local businesses and other non-profits to co-market these events which increase exposure for both parties. ln the past and present, we have sought assistance with the Kittitas County Chamber of Commerce, which has been beneficial. Through co-sponsoring events, having a booth, etc., we have increased our presence at events throughout Kittitas County. We expect to continue expanding our community presence in 2020. We partner with organizations to provide exhibits, information, or provide involvement that helps to enhance community events. A few of those are: Ellensburg Rodeo: Display and activities highlighting the 100 Years of the Rodeo Kittitas County Fair: Highlighting the 100 Years of the Kittitas County Fairgrounds Jazzin the Valley: Exhibit on local music history plus a chtldren's craft activity; FISH Car Show: Provide antique cars for display; Moments to Remember: An annual exhibit that focuses on an aspect of local nostalgia; and Puget Sound Energy Wild Horse Wind Farm: ltems loaned for annual display and partnership for the annual Ellensburg Rodeo Parade; new activity called "Wild & Whiskey" Ellensburg Downtown Association. Throwback Thursday social media posts and History Pub Crawlevent Walking Tours: Partnership with Gallery One VisualArts Center, Ellensburg Downtown Association, and more, to provide themed walking tours in and around Ellensburg. We also serve as a resource for historical artifacts, photographs, and information for events such as new businesses, local events, individuals doing research, and more. We also provide space for events and hosting teachertraining activities for statewide organ izations. We also partner with other organizations through our exhibits and programming, such as the Roslyn Museum, the Northern Kittitas County Historical Society (Carpenter House Museum and Cle Elum Telephone Museum), Thorp Mill, the Cascade Association of Museums and History, the Washington Museum Association, and other local and regional events. Our annual Lecture Series is made possible through collaboration with the Humanities Washington Speakers Bureau and potential partnerships with a number of local and regional groups, such as CentralWashington University, the Mountains to Sound Greenway, and more. 2500 character limit lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77661/85650?hideHeader=true 9/18 9129122, 11:12 AM 4.2 Promoting Local *HUSINESS LTAC Clerk Review Describe how you will promote lodging establishments, restaurants, and business located in Kittitas County We will promote lodging establishments, restaurants, and businesses located in Kittitas County in a variety of methods. Throughout the year, we have a number of special exhibits, programs, and events to promote the topic of a particular exhibit. We work with local businesses and other non-profits to co-market these events which increase exposure for both parties. We anticipate to feature a number of these particular businesses through our exhibit upgrades and through references on our website as links; through the virtual lectures where they have a full screen of information that sends people to local resources to plan trips; promotion through our social media accounts, especially as facts about businesses through our "Did You Know" notes; and through our videos and newsletters that encourage individuals to visit and stay locally. Our downtown walking tour and scavenger hunt also promote local businesses. The Museum also has an entire exhibit room of 2,400 square feet plus a space of 600 square feet that features local businesses past and present. As exhibits update, there are ways to incorporate information on current local businesses. Additionally, we have recently worked with a number of local current and historic businesses to preserve their histories and stories, such as Fitterer's Furniture, Woods Ace Hardware, as well as any donated or loaned artifacts. Plans have been in the works with local automotive families, with those in the sheep industry, and at KRD. We have a display at HotelWindrow, which we promote, along with one at PSE, and an upcoming one at the lda Nason Aronica Elementary School. And we are looking for additional collaborative prolects in and around Kittitas County. Other plans to promote local lodging establishments, restaurants, and businesses include tour and event sponsorships, exhibit and programming partnerships, and through opportunities to provide historic research, photographs, and information for the business which is a great collaborative effort that co-promotes the business and museum. For example, we have provided information to the Ellensburg Downtown Association about the Sayles Building in Ellensburg, and we are actively working with businesses in Ellensburg, Kittitas, Cle Elum, Roslyn, and Easton. Museum staff and volunteers also provide word of mouth recommendations and print materials at the museum for individuals interested in local lodging establ ish ments, restaurants, and businesses. 2500 character limit lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77661/85650?hideHeader=true 't 0/18 9129122, 11:12 AM LTAC Clerk Review 4.3 Host Hotel*ls there a host hotel for your event or grant project? lf yes, list the hotel No Yes.,Hotel Windrow, TownPlace Suites by Marriott 5l Future Plans Please explain what plans exist to allow this project to become self-sustaining. Include any plans for ticket sales, event sponsors, and other cost-recovery models. Future Plans *The Kittitas County Historical Museum has plans to make this program self- sustaining. The Museum itself has always been supportive of ongoing operations and ways to encourage visitors to learn about local history. Through the undertaking of this project in 2013, and its success, the Museum's Board of Directors have learned about the rate of return of advertising investment and maintains a budget line to match any advertising or reach alternative markets. ln 2023, the budget line has been proposed to increase from $2,500 to $5,000. We have also increased the rate of donations to the museum as a direct result of increased visitation, which we attribute to the advertising campaign ($3,962 in 2021while we have received $3,810 through Aug2022). We have increased our gift shop sales and as a result, invested in and expanded the shop to carry over 350 titles on local and regional history. We also have increased our membership program, in which the fees go toward funding events, activities, and programs. We also offer a free guided walking tour program in addition to a self-guided walking tour, along with a History Pub Crawl, in which we receive approximately $325 after costs. By people being aware of the museum, more offerings can occur as a result of the increased foot traffic and interest in the museum itself, along with more partnerships and overall activity can be made. The Museum itself is self-sustaining, supported by donations, memberships, gift shop sales, rental income, and investment properties. The more those income lines increase, the more the Museum is able to do as a result. 2500 character limit Application Questions: Part 4 lf-app- 16-03.co.kittitas.wa.us/Forms/form/submission/history/77661/85650?hideHeader=true 11t18 9129122, 11:12 AM LTAC Clerk Review 6l Additional lnformation Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your project and its benefit to tourism. Additional lnformation 2so0 character timit You may upload any supporting documents such as graphs, images, diagrams, marketing materials, etc. Application Questions - Working Doc.pdf 286.38K8 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 * 4,851 Past Actual* 2,717 Number of people travelling more than 50 miles for your event? 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 * 9,000 Projected * 4,500 Number of people traveling from outside WA State for your event? Past Actual* Projected * 516 2,250 The number of overnight guests who stay in paid accommodations in Kittitas County for your event lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77661/85650?hideHeader=true 12t18 Number of paid lodging room nights resulting from you event/activity/facility? Past Actual* Projected * 108 250 9129122,11:12 AM Past Actual* 271 Prior Year Paid Overnight Stay Data Past Methodology* Projected Methodology * Methodology Narrative * LTAC Clerk Review Projected * 1,125 ln addition to field above, you may upload the evidence to support the prior years' room/night information. You may upload up to three single pages (US Letter), of information. lf you a single multi-page document, only the first three pages will be considered. The following formats, will be accepted: JPG, PDF or TIFF What methodology did you use to calculate the 2019 actual numbers? Direct Count (preferred) lndirect Count Representative Survey I nformal Su rvey (preferred) Structured Estimate Other What methodology will you use to calculate the upcoming numbers? Direct Count (preferred) Indirect Count Representative Survey I nformal Su rvey (preferred) Structured Estimate Other Please explain. While hard to quantify, we are anticipating an average visitation rate based on previous years. lt is anticipated that based on the visitation rate, which is known to increase approximately 25o/o yearly, that we should have the same growth for 2021. However, we show a marketed decrease to 2018 numbers, but are hopeful that we will exceed pre-Pandemic numbers now. It is our expectation that the Museum also serves as an added benefit to someone's stay, so it may not create the initial hotel room reservation but may add one or two nights stay on an existing one. 2500 character limit lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/7766'll85650?hideHeader=true 13t18 9129122, 11:'12 AM LTAC Clerk Review 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 Explanation *lf not, why not? We have been awarded capital improvement funding but it is not applicable to this project. That grant is through Heritage Capital Projects, like the funding we have applied for through the City of Ellensburg. The Kittitas County Historical Society Foundation supports the Museum for project based support and operating support, and it is unknown what that will look like for 2023 with our major project. 2500 character limit lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77661/85650?hideHeader=true 14t18 9129122, 11:12 AM 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 Kittltas County Historical Museum currently receives no monetary support for advertising beyond the allocated amount through the museum's annual budget and what is awarded through the Lodging Tax Grant process. The Museum's Board of Directors has dedicated an annual stipend to match the Lodging Tax grant fund request through its annual budget. The Museum has proposed to increase the budget line from $2,500 to $5,000 for 2023. While we have applied for and been awarded grant funding for capital improvement, the funding received was dedicated for that project and not for advertising. We are applying for additional capital improvement project funding through local, regional, and national grants in addition to grants specific to museum collections storage, archives maintenance, collections care, and historic preservation. Additionally, we have applied for the Humanities Washington Speakers Bureau for our evening lecture series programming, which if approved, will provide a stipend for speaker fees while the museum will be responsible for travel expenses. However, that funding is specific for programming and cannot support other uses. We are also looking for additional grant opportunities to support additional development of our programming and events. We ask for support from the Lodging Tax Grant to help accommodate all of the new ideas we would like to use to achieve success. lf not funded, we would adjust our plans to reflect the decreased budget. While the Museum is utilizing its Operating Budget for support, it does forecast a major operating deficit of $38,000-$45,000 with support to be given and cured by the Kittitas County Historical Society Foundation. lt is uncertain at this time if that support will be lent to advertising as it will be primarily to the programming and capital improvements. 2500 character limit, 1033.33 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 verifoing documentation which assures the contribution will be provided. 9l Project Budget Overview Please complete budget for this projecVproposal. lf your agency operates independently of this project application it may not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to the projecUevent for which you are requesting funding and adheres to the basic budget format shown below. lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77661/85650?hideHeader=true 15t18 9129122, 11 :12 AM LTAC Clerk Review The budget must include anticipated revenues, expenditures, and any potential profit or loss. For projectsievents which are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations (need not be consecutive) for the projecVproposal if applicable. For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must submit verifying documentation which assures the contribution will be provided. For instance, if you are claiming in-kind contributions in the form of advertising match, a binding contract itemizing the matching value and obligating each party must be provided. ATTENTION: ln an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are required to be filled before this form is submitted. Providing all applicable data is your responsibility, failure to do so will potentially jeopardize your application's chance for review. Budget Year Edit if necessary 2020 2021 2022 2023 Revenues From Consolidated Lodging Tax Grant Past Actual 3 LTAC Grant Funding $ 8,500.00 All Other Revenues Account Name KCHS Funding KCHS Operating Budget Past Actual 3 $ 4103.48 $ 0.00 Past Actual 3 $ 0.00 Past Actual 2 $ 14,750.00 Past Actual 2 $ 7080 00 $ 0.00 Past Actual 2 $ 000 Past Actual 1 $ 6,250.00 Past Actual 1 $ 6346.51 $000 Past Actual 1 $000 Projected $ 15,000.00 Projected $ 5000.00 $ 150000.00 Projected $000 ln-Kind Contributions (except volunteerism) Account Name Contributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77661/85650?hideHeader=true 16t18 9129122, 11:12 AM Number of Hours Calculated Value of $ 0.00 Projected Volunteer Time Revenue Totals Expenses Advertising Expenses Museum/Iourism Facility Expense Expense Totals Profit & Loss Past Actual 3 $ 12603.48 Past Actual 3 $ 12603.48 $000 Past Actual 3 $ 12603.48 Past Actual 3 $000 Past Actual 2 $ 21830.00 Past Actual 2 $ 21830.00 $000 Past Actual 2 $ 21830.00 Past Actual 2 $000 LTAC Clerk Review Past Actual 1 $ 12596.51 Past Actual 1 $ 6250.00 Past Actual 1 $ 12596.51 Past Actual 1 $000 0 Projected $ 170000.00 Projected $ 20000.00 Projected $ 170000.00 Projected $000 $ 6346.51 $ 150000.00 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, 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.Thal 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*Sadie Thayer Applicant's Title* Museum Director Sign lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77661/85650?hideHeader=true 't7t18 9129122,11:12 AM LTAC Clerk Review lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77661/85650?hideHeader=true '18/18 O I'L c--ci.-a Xnterna]. Revenue Service Director, Exempt Organizations Date: Oct,ober 1Br 2001 KITTTTAS COUNTY HISTORTCAI, SOCIETY TNCGJR&W PO BOX 460 ELLENSBURG WA 98926_046A Department of the Treasury P.O. Box 25OB Cincinnati, Ohio 45ZOl Ferson to Contact-ID# : 31*0?326 Agent William C .larvi Contact Telephone Nunbersi 877-829-5500 phone 513*263-3756 FAXFederal ldentification Number: 91-6037783 Dear Sir or Madam: This is in reference to your retter of May 11, 2001-, requesting aruling regarding your qualification for status u" u., exenpt operatingfoundation as defined in section 4940(d)(2) of the rnternar Revenue code. our records indicate you were recognized.as exempt from federar.income tax under sectj.on 501(c)(3) of the code effective september of L974.rt was determined the organizalion was not a private foundation withj.n themeanlng of section 509 (a) of the code beeause it is an organizationdescribed in Section 170(b) (1) (A) (vi) and 509(a). you have at-so beendeterr,rined to be a private operatinq foundation witrrin tr:e meani-ng ofsection 4942(j) (3) of the Code as of rlanuary 1, 1996. The i.nformation submitted indicates your governing body is broadlyrepresentative of the general public "u .vid*.r."a uy the 1arge number ofarea residents of various occupations making up the Board., No BoardMember:s are disqual_ified per-ons section 4940 (a) of t.he code provides for the lmposition on eache-xempt private foundat,ion of an excj-se tax eguar to 2 percent of the netinvestment income of such foundation for the taxabre'yL".. Section 4940 (d) (1) of the code provides no tax shal-I be imposed undersection 4940 on any private foundation which is an exempt operabingfoundation for the t.axable year, section 4940 {d) s'f i:he code was enacted pursuant to the Tax ReformAct of 1984, 1984-3 C.B. (Vol. 1)1 (the ,rAcr,. ) . secti-on 4940{d) (2) of the code provides the term *exempt operatingfoundati-on" neans with respect to any taxable year, any private f6undatjon II- a- such foundation is an operating foundatjon (as defined insection 494?(j ) (3);b. such foundation has been publicly supported for aL least 10. taxable yearsi Exhibit "8" Guidelines and Requirements for Expenditure Reimbursements from Lodging Tax Section 1. Branding Contractors who have been approved to utilize grant awards for advertising expenditures must incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism 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 linkto centralwashingtonoutdoor.com. Contractors must either keep the landing page active until time of reimbursement or use a screen captureforfull 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 a ppearance. 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 Advertisine of all types (including but not limited to television, online, electronic kiosks, motion billboards, etc.) must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller than% inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. All logos and website information may be obtained by contacting the Director of Tourism, Kittitas County Chamber of Commerce. Section 2. Advertising Reimbursements Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere to the following guidelines and requirements for each type of advertising media utilized. A. Print Advertising: 1. Print advertising placed with any media provider which operates exclusively outside of Kittitas County may be reimbursed al LOO% of the cost, including any production costs. To operate exclusively outside of Kittitas County, the provider must not be physically located in the County and/or not distribute any media within the County. 2. Print advertising placed with any media provider which operates inside Kittitas County may be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 10 days prior to the event may be reimbursed at lOO% of the cost, including any production costs. b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 2 A, (2)lal above, advertising reimbursement requests must include a statement from the media provider specifying the percentage distribution to areas outside of Kittitas County. Reimbursements will be allowed for the amount distributed outside of Kittitas County, including any production costs. B. Television Advertisins: 1. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will be reimbursed at 7OO% of the cost, including any production cost. 2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 7 days prior to the event may be reimbursed at IOO% of the cost, including any production costs. b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 2 8,2(a) above, advertising may be reimbursed at the rate of 7O% of the total cost, including any production costs. C. Online Advertisins: t. 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. Dire ct Mail: 1. 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. Flve ers: !. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% 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 al L}O% 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 al IO0% 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 at 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 ofthe 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 2F,2(a) above, advertising may be reimbursed atthe rate of 3O%of the total cost, including any production costs. G. Operation Reimbursement: 7. Operation costs may be reimbursed 100% 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 55,000.c. Licenses, permits, insurance, or credit card fees