Loading...
HomeMy WebLinkAboutLT-2023-019-ROSLYN DOWNTOWNLT-2023-019-ROSLYN DOWNTOWN 2023 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND ROSLYN DOWNTOWN ASSOCIATION This Contract, effective January !,2023 is made and entered into by and between KITTITAS COUNW ("County"), a subdivision of the State of Washington, and the ROSLYN DOWNTOWN ACCOCIATION("Contractor"l,for the ROSLYN DOWNTOWN ASSOCIATTON MARKETTNG / TUOURTSM RELATED PROJECTS ("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 pbrformed, or required to be performed, by Contractor under this Agreement are collectively referred to herein as "Services." c. Contractor shall commence, perform, and complete such Services in accordance with Exhibit "8" which is attached hereto and incorporated herein by this reference. Section 2. Pavment. a. As full compensation for satisfactory performance of the Contractor's Seryices, the County agrees to pay Contractor the sum of eighteen thousand two hundred fifty dollars (s1S,250.00) ($I7,231.79 Kittitas Co. lodging tax funding and s1,018.21 Rostyn 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 eighteen thousand two hundred fifty dollars (S18,250.00) {5L7,231.79 Kittitas Co. lodging tax funding and $1,018.21 Roslyn 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 70,2O2q after this date funds lapse. 2023 County Lodging Tox Funding Agreement Page 7 LT -2O23-OT9. ROS LYN DOW NTOW N d. Requests for reimbursements must be submitted to Kittitas County Auditor Attn: Auditor's Accounting 205 West 5th Ave - Suite 105 Ellensburg, WA 98925 a u ditorsaccou ntin 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: . Marketing . Design . Digital Advertising . Facility Rental o Event Activities r Talent Fees . Print Marketing o Web Design and Hosting . Tourism- Related Content . Equipment Hire o Entertainment 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.wa.us/ auditor /default.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 2023 County Lodging Tax Funding Agreement Page 2 LT -2O23-OL9- ROS LYN DOW N TOW N County. lt is understood that the Contractor and the Contractor's staff and employees are not employees of the County and are not, therefore, entitled to any benefits provided employees of the County. c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders, licenses, permits, and other requirements, now or hereafter in effect, of any governmental authority (including, but not limited to, such requirements as may be imposed upon the County and applicable to Services). Contractor shall furnish such documents as may be required to effect or evidence such compliance. All laws, ordinances, rules, and orders required to be incorporated into agreements of this character are incorporated into this Agreement by this reference. Contractor agrees to obtain all required licenses and permits, and further agrees to keep them in full force and effect during the term of this Agreement. d. The County and the Contractor agree that in fulfilling the terms and conditions of this Agreement neither shall discriminate on the basis of race, creed, color, national origin, age, sex, marital status, or the presence of a physical, sensory, or mental handicap. The Services shall at all times be subject to inspection by and approval of the County, but the County's making (or failure or delay in making) such inspection or approval shall not relieve Contractor of its responsibility to perform the Services in accord with this Agreement, notwithstanding the County's knowledge of defective or non-complying performance, or the substantiality or ease of discovering the same. Contractor shall provide the County with sufficient, safe, and proper facilities and equipment for such inspection and free access to such facilities. f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly furnish the County or its designee, or such Federal or State auditor with such information related to the Services as may be requested by the applicable governmental entity. Contractor shall preserve and maintain all financial records and records relating to performance of Services under this Agreement for six (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 Contracto/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 e a 2023 County Lodging Tax Funding Agreement Page 3 a LT -2023.019- ROS LYN DOW NTOW N Services for this Agreement; Any lien asserted upon any property of the County in connection with the Services for this Agreement; a Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance, rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of any governmental authority; or a Any breach of or default under this Agreement by Contractor Section 5- Comnliance 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. lndu I lnsurance Waiver With respect to performance of this Agreement and as to any claims against the County, its Additional lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contractor's employees and agrees that the obligations to indemnify, defend and hold harmless provided in this Agreement extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is mutually negotiated by the parties to this Agreement. Section 7. lnsurance and Endorsements. a. The County may require through a request in writing that the Contractor provide the County with a certificate, binder, or policy of liability insurance, acceptable to the County in an amount specified by the County. b. Such liability insurance shall be such as will protect Contractor, its employees, agents and representatives, from all claims, losses, harm, costs, liabilities, damages and expenses arising out of personal injury (including death) or property damage that may result from performance of the Services or this Agreement, whether such performance is by Contractor or any of its employees, agents or representatives. 2023 County Lodging Tox Funding Agreement Page 4 LT-2023-019-ROSLYN DOWNTOWN 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. e. Where insurance is requested by the County, all liability insurance policies shall be endorsed to include the County as an Additional lnsured and shall stipulate that the insurance afforded by the policies shall be primary insurance, and that any insurance, self-insured retention, deductibles, or risk retention trusts maintained or participated in by the Parties shall be excess and not contributory to any other insurance maintained by the County. Contractor shall furnish the County a certificate of insurance with Endorsement as evidence that the required policies are in full force and effect. Section 8. Termination. The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon receiving such notice of termination, Contractor shall, except as otherwise directed by the County, immediately stop performing the Services to the extent specified in the notice. ln the event the County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of the date of the notice of termination. Section 9. Miscellaneous. a. 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. c 2023 County Lodging Tax Funding Agreement Poge 5 e LT -2023 -OLg- ROS LY N DOW NTOW N 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. 2O23 County Lodging Tax Funding Agreement Page 5 KITTITAS COUNTY BOA F LT-2023-019-ROSLYN DOWNTOWN CONTRACTOR IPrint Name]CIuU) Y6)apYPQ-t<- t Ir lAddressl5pq -2a,a -obq MISSIONERS t ofthe Board D AS TO FORM Deputy Prosecuting Attorney ner 2023 County Lodging Tax Funding Agreement Page 7 t7 9129122,12:18 PM LTAC Clerk Review E*hibi+A CLTAC. Clerk Application Review Current Year Grant Application Workshop* Organization Address* Upload Proof of Organization Status* Street Address 101 E Pennsylvania Ave PO Box 546 Address Line 2 City Roslyn Postal / Zip Code 98941 RDA IRS Ruling 001 (1) (2) jpg RDA IRS ruling pg 2 001 (2).jpg 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 Organization I nformation Name of Roslyn Downtown Association Organization * State / Province / Region WA Counlry USA 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). 294.21K8 121.3K8 Project Contact I nformation First Name*Cheri lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77354/85652?hideHeader=true 1t14 9129122,12:18 PM LTAC Clerk Review Last Name*Marusa Phone Number* 509-260-0091 .,*trmail cheri@roslyndowntown. org Project or Event lnformation ProjecUEvent Name* Roslyn Downtown Association Marketing i Tourism Related Projects Service Categories Check all categories that apply to this application Tou rism promotion/marketin g Operation of a special event designed to attract tourists Operation of a tourism related facility Other Event Dates Please provide any specific dates, or range of dates, on which your event or project will be held. You may add as many dates or date ranges as necessary. Event Dates Start Dates * 1t1t2023 ProjecUEvent Location * New or Ongoing ProjecUEvent? * Amount of Funding Requested * Funding Request Max 20,355 End Dates 1t31t2023 Roslyn, WA Ongoing ProjecVEvent (More than four years in existence) New ProjecVEvent (Four or fewer years in existence) $ 18250.00 lf you selected "Ongoing Project/Event" above this amount may not exceed 1 0% of the total expense budget of this project. lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77354/85652?hideHeader=true 2t14 9129122,12:'18 PM LTAC Clerk Review llcurism 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/77354/85652?hideHeader=true 3t't4 9129122, 12:18 PM Response 1: ProjecUEvent Description * LTAC Clerk Review This application is for our overall tourism marketing for multiple events and projects, with a focus on each method to draw attendance from outside of the area, specifically from 50 miles outside the county. These funds will be used to continue in achieving successful marketing and advertising geared towards tourrsm and the overall mission of the RDA. Thousands of people visit Roslyn downtown annually because of its authentic history and historical buildings, unique restaurants, shopping, biking, hiking, and events. The RDA has been a catalyst for Roslyn for 17 years. Each year, the RDA works to expand its outreach to build partnerships and market downtown Roslyn. This application for Lodging Tax funding will assist the RDA in working with other entities to promote downtown through several event projects and the partnership events surrounding them. ln addition, the application will assist with funding a strong year-round marketing campaign for visiting downtown Roslyn and highlighting the work of the Roslyn Downtown Association. Promoting downtown Roslyn as a destination has been a longterm goal, which, through a partnership with the Chamber's tourism office and improvements to the downtown, is being accomplished. The marketing to visit and enjoy downtown on a year-round basis will create value-added advantages for events that occur in the downtown core and business support of local stores and the business owners within it. ln the last year, our marketing has made incredible growth, educating over20,000 users about how to support and travel to Roslyn responsibly, doubling the impact of the year before. We highlight events in upper county, feature business owners, and give guidance on how to be a responsible traveler to this community and surrounding recreational areas. Our print material is distributed in the regional upper county tourism market, and is seen by travelers from across Washington and outside of the state. A few additional, specific projects will include 98941 Tourism Brochure Footprint of Yakama Nation in Roslyn Brochure Roslyn's Women-Owned Businesses Brochure A video production of historic Roslyn- "Coalwas King", the Yakama Nation, 4 Distinct Seasons of Recreation and Tourism 2500 character limit lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77354l85652?hideHeader=true 4t14 9129122,12:18 PM 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 qualify for funding. https : //d rive. g oog le. co m I file I d I 1 I g so bmzWB M_RcU F 1 8xn NC0KiQ2cq3d0S/view? usp=sharing List of lntended Use of Funds* Marketing Design Digital Advertising Facility Rental Event Activities Talent Fees Print Marketing Web Design and Hosting Tourism- Related Content Equipment Hire Entertainment 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/77354l85652?hideHeader=true 5114 9129122.12:18 PM LTAC Clerk Review Why would tourists travel to Kittitas County to attend your evenUactivity/facility? Roslyn draws visitation from the history buff to the recreationalist, as an eclectic, welcoming, and a family-friendly, fun experience for all ages. We will be utilizing the recommendations from the Arnett Muldrow market analysis and downtown master plan to continue our strategic messaging to travelers that are considering visiting Roslyn. lf the RDA uses a conservative average annual number of visitors at215 per week (more during peak season, less during slow season) to accommodate for an average throughout the year and calculates al25o/o staying overnight (30% of travelers are leisure travelers per the tourism office). 215 travelers x23o/o (increase statistic from Arnett Muldrow study) x 52 weeks = 2,571 with 25o/o staying overnight = 643 annual hotelstays. 643 annual hotelstays x $121 .74 (avg daily rate; STAR Report for the county accommodations) = $78,105 in hotel spending. 2500 character limit Describe the prior success of your evenVactivity/facility in attraction tourists. According to2022 event results, more than half were visiting from 50 miles away or more, and we foresee this statistic to continue into 2023 and beyond. We conducted our first ever Roslyn Art Festival in 2022, which featured multiple talented local artists, supportive venues, and live performers in downtown Roslyn This small, soft opening brought approximately 200 additional guests to Roslyn, which provided a positive response to continue to invest and expand the Art Festival. The Kittitas County Chamber continues to do an outstanding job by being available in supporting the RDAs efforts, and sharing county-wide tourism data The RDA will continue to monitor and review results from our marketing efforts and related events. We have everyday successes throughout the year that influence and inspire travelers to revisit. Our success is the success of each business owner downtown, and economic development in the county as a whole. Roslyn Downtown Association is a Washington State Main Street designated community, and we embrace the full tourist potential and experience nationally. RDA hosted events provide additional support to other local events for numerous community groups and business owners over the years, and it is our mission to continue this work, while keeping up with the growth of our fast-developing region. Through accurate promotion and destination marketing efforts, we can continue to tell a compelling story and stay consistent with our year over year growth in attracting travelers. 2500 character limit Response 2.1 * Response 2.2* lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77354/85652?hideHeader=true 6t't4 9129122,12:18 PM Application Questions: Part 2 3l lmpact Response 3: Measuring Results* LTAC Clerk Review Describe how you will promote your evenUactivity/facility to attract tourists. The RDA provides the Chamber's Central Washington Visitors Guide, the Tribune's Explore the Kittitas County guide, the localVisitors Map, and the Roslyn Past-Port at the RDA Visitor Center. We also direct visitors to the centralwashingtonoutdoor.com county tourism website and Chamber of Commerce website to learn more about traveling in our country as a whole. We also link to the county tourism website, as well as the Chamber of Commerce website on the footer of our own website throughout the year. The RDA and its marketing team reviews social media insights and website performance that quantifies the measurement of the online marketing channels. Currently, many of our social media followers are travelers that primarily reside in out-of-county cities, including Seattle, Yakima, Kirkland, Bonney Lake, and Puyallup. To attract an audience from outside of the county as opposed to only local attendance, we direct efforts to demographics outside of Kittitas County. 2500 character limit Application Questions: Part 3 4l Collaboration lf your organization collaborates or has created partnerships with other organizations, groups, or other events, how is this accomplished? 4.1 Collaboration *The Roslyn Downtown Association works with the Chamber of Commerce and Central Washington Outdoor County tourism to promote events to a wide-ranging audience. We have distribution points throughout the downtown core to have information about the local area and expand county-wide information, including the Visitor's Guide, the Kittitas County maps, Tribune visitor's guide, etc. We utilize the Chamber's channels to promote the efforts of RDA on their website, calendar, emails to members, and have RDA materials at the visitor centers. RDA connects with downtown business owners, City and County personnel, Rotary, School District, Forterra, the Yakama Nation, and other community organizations. These relationships shine a light on all of our collective endeavors. 2500 character limit lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77354l85652?hideHeader=true 7 t14 9129122,'12:18 PM 4.2 Promoting Local Business * LTAC Clerk Review Describe how you will promote lodging establishments, restaurants, and business located in Kittitas County We use our website, print collateral, and social media outlets to highlight our local businesses and lodging in Roslyn, which all punctuate the true tourism destination that Roslyn is. We advocate for businesses in Roslyn on a state level by using the 4 corners of the Washington Main Street Program include outreach, promotion, economic vitality, and design. 2500 character limit 4.3 Host Hotel*ls there a host hotel for your event or grant project? lfyes, list the hotel. No Yes. lf an event, Hotel Roslyn 5l Future Plans Please explain what plans exist to allow this project to become self-sustaining. lnclude any plans for ticket sales, event sponsors, and other cost-recovery models. Future Plans*We foresee continuing to support other events and happenings around Roslyn to keep their marketing and event costs reasonable. We want to enhance our current, and outstanding events to continue to broaden and build attendance from outside of the area, which contributes to the business community's financial stability. Today and in the future, successful events and meaningful things we do mean more engagement from numerous resources that provide economic stimulation in Roslyn. 2500 character limit Application Questions: Part 4 6l Additional lnformation Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your project and its benefit to tourism. lf-app-'16-03.co.kittitas.wa.us/Forms/form/submission/history/77354185652?hideHeader=true 8t14 9129122,12:18 PM LTAC Clerk Review Additional lnformation A few highlights to date from2022 Brought back Vintage Trailer Rally lntroduced Roslyn Art Festival Building a Public Gazebo at the trailheads of Roslyn Established partnership with the Yakima Nation - Cultural Resource Program Created first ever Historic "Past-Port" publication - stories of Roslyn's buildings and how they have served our community in the past These efforts display the adaptation, hard work, and leadership that the RDA provides for our small community. We are thankful and can depend on trusted resources from the Kittitas County Chamber and tourism office that directly benefit the businesses and tourism of Roslyn. We appreciate the Lodging Tax funding that we have received to date, and consideration of support for this application. 2500 character limit You may upload any supporting documents such as graphs, images, diagrams, marketing materials, etc. City of Roslyn (2).pdf 5716K8 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* 9,890 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 * 11,373 Number of people travelling more than 50 miles for your event? Past Actual* Projected * 5,750 6,612 lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77354l85652?hideHeader=true 9t14 Number of people traveling from outside WA State for your event? Past Actual* Projected * 1,150 1,322 The number of overnight guests who stay in paid accommodations in Kittitas County for your event 9129122,12:18 PM Past Actual* 739 Prior Year Paid Overnight Stay Data Past Methodology* Projected Methodology* LTAC Clerk Review Projected * 849 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 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 Number of paid lodging room nights resulting from you evenVactivitylfacilily? Past Actual* Projected * 295 339 lf-app-'16-03.co.kittitas.wa.us/Forms/form/submission/history/77354/85652?hideHeader=true '10t14 9129122,12:18 PM Methodology Narrative * LTAC Clerk Review Please explain. Although we may not get 100% response with an informal survey, we still prefer this method due to the relationship of the consumer and our volunteers. By doing an informal survey we keep the feeling of old fashion simple small town flavor and are not abrasive in getting the information, but still are able to get a measurable look into the data on our attendees. 2500 character limit 0.00 This field will auto fill with lhe correct percentage based on your input to budget section below. Application Questions: Part 5 8l Funding Does your organization have, or have you applied for, grant funding from other sources? lf not, why not? lf yes, please list the funding you have for the project, including any volunteer and in-kind sources in Question 9l Project Budget Overview. Funding sources and amounts which have not yet been secured will be listed separately, in the field(s) directly below. Finally, what changes would occur if the project couldn't be funded? Other Funding *Does your organization have, or have you applied for funding from other sources? Yes No Funding for which you have applied but not yet secured Funding Source Amount B&O $ 213,333.33 Funding Shortfalls*What changes will be made if funding for your request is not available or recommended? This funding is primarily for our ongoing marketing efforts to promote Roslyn as a holistic tourism market, including the promotion of our gatherings and events. Due diligence in planning and evaluating each event that we support on whether we need to make budget amendments is ongoing. lf this event was unable to be funded we would work with our stakeholders and board to determine if the event can go forth, be scaled-down, or if it is necessary to cancel depending on available funding. Each event has a different draw, and provides various experiences to the guests. We certainly make every effort to scale back the event rather than cancel in those situations. 2500 character limit. Matching Funds Percentage lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77354/85652?hideHeader=true 11t14 9129122, 12:18 PM Verification of ln-kind Contributions Past Actual 3 LTAC Grant Funding $ 10,000.00 All Other Revenues LTAC Clerk Review 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. 9l Project Budget Overview Please complete budget for this projecVproposal. lf your agency operates independently of this project application it may not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to the projecUevent for which you are requesting funding and adheres to the basic budget format shown below. The budget must include anticipated revenues, expenditures, and any potential profit or loss. For projects/events which are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations (need not be consecutive) for the projecUproposal if applicable. For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must submit verifying documentation which assures the contribution will be provided. For instance, if you are claiming in-kind contributions in the form of advertising match, a binding contract itemizing the matching value and obligating each party must be provided. ATTENTION: ln an effort to allow an adequate level of flexibility for all applicants, not 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 Account Name webbconstructioninc @gmail.com Past Actual 3 $000 Past Actual 2 $ 10,930.00 Past Actual 2 $ 0.00 Past Actual 1 $ 16,932 50 Past Actual 1 $ 0.00 Projected $ 18,250.00 Projected $000 ln-Kind Contributions (except volunteerism) lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77354185652?hideHeader=true 12t14 9129122, '12:18 PM Account Name Past Actual 3 $ 0.00 Contributions of Volunteer Time Number of Hours Past Actual 3 1,415 Evidence of Volunteer Contributions * Calculated Value of Projected Volunteer Time Revenue Totals Past Actual 3 $ 10000.00 Please upload a single file which offers evidence in support of the projected volunteer hours RDA Volunteer Hours _2022 (1).pdf 7B.76KB $ 69,502.00 Past Actual 2 $ 0.00 Past Actual2 1,550 Past Actual2 $ 10930 00 Past Actual 2 $ 40000.00 $ 5500.00 $ 5000.00 $ 25058.00 $ 10000.00 $ 6000.00 $ 500.00 $ 12250.00 $ 3433.00 $ 4560.00 $ 5700.00 $ 1600.00 $ 3750.00 LTAC Clerk Review Past Actual 1 $ 0.00 Past Actual 1 2,614 Past Actual 1 $ 16932.50 Projected $ 0.00 Projected 2,950 Projected $ 87752.00 Projected $ 60000.00 $ 5500.00 $ 7000 00 $ 40000.00 $ 20000.00 $ 10000.00 $ 500.00 $ 35000.00 $ 5000.00 $ 6000.00 $ 7000.00 $ 3000.00 $ 3750.00 Expenses Events Website Storefront Studio Adv/Mktg Print Venue Branding Legal Fees Payroll Office Expenses CPA Services Utilities Travel Expenses lnsurance Past Actual 3 $ 35000.00 $ 1200.00 $ 5000.00 $ 7488.00 $ 7487.82 $ 4000.00 $ 500.00 $ 70s1.00 $ 3841.00 $ 1490.00 $ 6200.00 $ 1719.69 $ 8500.00 Past Actual 1 $ 5s000.00 $ 5500.00 $ 6500.00 $ 30000.00 $ 20000.00 $ 8000.00 $ 500 00 $ 30000 00 $ 5000.00 $ 6000.00 $ 6500 00 $ 3000.00 $ 3750.00 lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77354l85652?hideHeader=true 13t14 9129122, 12:'18 PM Memberships $ 500.00 Expense Totals Profit & Loss Certified by: Name* Past Actual 3 $ 89977.51 Past Actual 3 $ -79977.51 Cheri Marusa $ 600.00 Past Actual2 $ 123951.00 Past Actual 2 $ -113021.00 LTAC Clerk Review $ 700.00 Past Actual 1 $ 180450.00 Past Actual 1 $ -163517.50 $ 800.00 Projected $ 2035s0.00 Projected $ -115798.00 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.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. Applicant's Title * President lf-app-16-03.co.kiftitas.wa.us/Forms/form/submission/history/77354/85652?hideHeader=true 14t14 0rq INTERNAI REVENUE SER,VICE P, O. BOX 2508 CINCINNATI. OH 452AI DEFARTMANT OF THE TREASURY Emploi,e:r ldenl i f :-c; !: :-;n l.l'::-,-}r:: : 20 -4041024 DI,}I: 1.705108r009046 Ccrllact Fergon: GAJTY I.l1J1'HER? Il)I$ 315T8 Conlact" Telephrrne Nunber' : t812\ 829 -5$00 Accounr rnq Period Endr.ng Decernbe r J 1. P:.1:1ic Ci'rar j,l-y Stal"rris i 1';0 tb) tii i.r') iv;.) Irrin 9!10 Sequ:.::*'i: YES Ef f ecl i ze Dat e of Exe rnpr- i,:rt , Duc--rnhi-:r 13, 2C0l) ConIrlbur. icn I]€d'.:cr : bi 1 :i ly r : I.5 Advrrnce Ruilng lnCiriq Dale: Decernber 13. 2309 DaLE ROSLl.N REVITALIZATION CIO JEAN KRISLE FO BO.X 242 4Lt li U?AH ROSLTN, WA 989{1-02{2 APR 2 I 2006 De.lr ApDl icanr : !{e ars aleased Lo iirf orm v)u LllaL irpon revie'q nf you: ;rpp1ic.rtr.:n f cr t:ax cxampL staCus rre |rave Cef er:nri$ed t )'lrl you are exerlFt f rorr !'Cdcral inr:ome t,ax rlncler secc ioa 5Sl" (,:) {3 ) of the lnle::nal. Rever:ue C.rde. C.rntribuaicn:: Lo ycu are deducrinie und*r se;tlcn 1?0 of the C':d*. You are a).so cpt;r1lf red :o recet'.'e iax de<i,.rcLih'le bequeats, de./rses, i.ransiers or gi.f Ls under secLi.on 2055. ?:46 ;t 2i.22 of ehe Code . Bccausr thi:; -c;t,ter ccr:ld hei5' resol r'* cltty queslion.; regarC.r.riE !,.rlr exe&p.- s:r:cus, you sha'..r1* keci: 1e r.n yorr permane:rt ::ecor<Js. Orltanieaticns exempt Lrnder sectri:a 5{,'1{ci l.)', o! Lhe Ccde are lur:her ciaesif red as eiLher publrc char j.tiea c:: priw;rte fcunciatrc]ng. Dur:ing ypur acivancc :uling period, ;,uu ,*i11 be t::eaceci as a p:"rbi.i.c; ci")arrty. Ycttr adva:l{:e r:u.irg period begrna with the effeclrve dace of your exemplrcn and endc vrith advanr:e rulrng endi ng tlale sh<;wr"r in the lreading of lhe lel:er . thort !;.2 bef ll:'e th€r encl cf rrcur ;ld'rar,ar: r.uling pt::lr,:C, re wili ser,'i ycu Fi:;'rl B?.i4, Supporl $ched{ie far Ad'.'ance Rult::g ?er:c,ci. You'ai1i ha"'i; ru ila\'"i aftej' rhe end of yo;r advance ruling peri-rd co rel'"rrn !:he <:omple:ecl form lle will then nc:rfy you, in wr:.ting, abo:.rr your J.:ublic charr:y $L*iuk- Pieasc see €nclo$ed lirformacicn for Exernpl'Jrqanizalions'i;rrier Sectiort 501 lc) (3 ) for sone helpf ul inlornraE:"on aboui l,-.Jur regpon5ibi. iitr ies as ar: exenpt organi zat i()n. i,elber i04i (DOiCi;l ROSLY].] R!]YI'LA;I ZA?:ON l{e have 6enl a ccpy af pc,wer r:lf atlerrley. [hj.e ]eete: Lo:,t,rur repgesenLative ae :"n,1:caCei in vour (rrr.orolrr I '. -./ Lo.i:r 6. l,erii*r C.: r:ectof , ?ix:..:rpi, !::.1&!ti ? ll: iilit .j R:r-i;-rig: and. Ag: cr:mr-rncl firrclirsureg: rnf.)rrnalron :c'-' t)z:r:ir,i.taL:,Jr:r L--xeanpt l.lrrle-: srrtil:.: 1i:. {c) il j i i_t'. L: e 9).--,.':::. ...:n Le!r€f. L013 ir}lCG) 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 appea rance. B. Print Advertising and Online Display Advertising of all types (including but not limited to newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party websites, streaming displays, social media etc.) must include the County's and appropriate City's tourism website logo (or URL with a one-click away operational hyperlink). The URL landing page must use the correct logos and have a link to centralwashingtonoutdoor.com. Contractors must either keep the landing page active until time of reimbursement or use a screen capture for full reimbursement. (lf you are using a live logo as the link to CWO, please ensure the hyperlink is shown in the screen capture). The logo must be sized no smaller than% inch in height and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. C. Video Advertising of all types (including but not Iimited 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 at 7OO% of the cost, including any production costs. To operate exclusively outside of Kittitas County, the provider must not be physically located in the County and/or not distribute any media within the County. 2. Print advertising placed with any media provider which operates inside Kittitas County may be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 10 days prior to the event may be reimbursed at 7OO% 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, (2Xa) above, advertising reimbursement requests must include a statement from the media provider specifying the percentage distribution to areas outside of Kittitas County. Reimbursements will be allowed for the amount distributed outside of Kittitas County, including any production costs. B. Television Advertisins L. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will be reimbursed at 100% of the cost, including any production cost. 2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will be reimbursed as follows: a. For date-specific events, advertising the day ofthe event and up to 7 days priorto 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 28,2(a) above, advertising may be reimbursed at the rate of 7O% of the total cost, including any production costs. C. Online Advertising: L. 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: t. Direct mail advertising may be reimbursed al 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 statement from the contractor that the list is accurate, or other proof of delivery, must be provided along with other required documentation. E. Flvers/Posters: 1. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% of thecost,includinganyproductioncost. lnordertoreceivereimbursement,alistofthe locations where flyers or posters were posted outside of Kittitas County, a signed statement from the contractorthat 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 lOO% of the cost, including any production costs. ln order to receive reimbursement, the banner cannot list a specified date or location. Request can only be made one time. 3. Signage (site layout use only) which are placed inside of the venue/facility of the event may be reimbursed at 100% of the cost, including any production costs. ln 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 Advertisins: 1. Radio advertising placed with any media provider located outside of Kittitas County may be reimbursed al tlo% of the cost, including any production cost. 2. Radio advertising placed with any media provider located inside of Kittitas County may be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 7 days prior to the event may be reimbursed at LOO% 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,2la) above, advertising may be reimbursed at the rate of 30% 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 atTOO% 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 $5,000. c. Licenses, permits, insurance, or credit card fees