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HomeMy WebLinkAboutLT-2023-021-ELLENSBURG RODEO HALL OF FAMELT-2O23-O2I-ELLENSBURG RODEO HALL OF FAME 2023 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND ELLENSBURG RODEO HALI OF FAME This Contract, effective January L,2023 is made and entered into by and between KITTITAS COUNTY ("County"), a subdivision of the State of Washington, and the ELLENSBURG RODEO HALL oF FAME ("Contractor"), for the 100rH ANNIVERSARY oF THE ELLENSBURG RoDEo cELEBRATtoNs ("Event"). WHEREAS, the purpose of this Agreement is to provide for activities and expenditures designed to increase tourism, NOW THEREFORE, in consideration oT 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-of Work. a. Contractor shall provide the services and staff described in its Application for Lodging Tax Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A" which is attached hereto and incorporated herein by this reference. b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the following as required to perform the services, described in Paragraph (a) above, in accordance with this Agreement: Personnel, labor and supervision; technical, professional and other services. All such services, property and other items furnished or required to be furnished, together with all other obligations performed, or required to be performed, by Contractor under this Agreement are collectively referred to herein as "Services." c. Contractor shall commence, perform, and complete such Services in accordance with Exhibit "8" which is attached hereto and incorporated herein by this reference. Section 2. Pavment. a. As full compensation for satisfactory performance of the Contractor's Services, the County agrees to pay Contractor the sum of thirty thousand dollars (530,000.00)(529,065.78 from Kittitas co. lodging tax funding and 5934.22 from Ellensburg 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 thirty thousand dollars (530,000.00)(529,065.78 from Kittitas Co. lodging tax funding and 5934.22 from Ellensburg 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 70,21?ll. after this date funds lapse. d. Requests for reimbursements must be submitted to: 2023 County Lodging Tax Funding Agreement Page 7 LT-2O23.O21-ELLENSBURG RODEO HALL OF FAME Kittitas County Auditor Attn; Auditor's Accounting 205 West 5th Ave - Suite 105 Ellensburg, WA 98926 a ud itorsaccounting@ 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:. Advertising and Marketing . Web Enhancement and Maintenance o Communications . Facility Rent o Pro 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): N/A h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as no more than two reimbursement requests with supporting documentation. Contractors must complete the Lodging Tax Reimbursement online training course provided by the County Auditor's office prior to filing reimbursement claim. Requests for reimbursement will not be accepted by the County Auditor prior to the training being completed. The training may be found online at the Kittitas County Auditor's website at the fol lowi ng add ress: http ://www.co. kittitas.wa. us/auditor/defau 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-2O23-O21-ELLENSBURG RODEO HALL OF FAME 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 a a a 2023 County Lodging Tax Funding Agreement Page 3 LT-2O23-O2I-ELLENSBURG RODEO HALL OF FAME a Any breach of or default under this Agreement by Contractor Section 5. Compliance with Public Records Law. a. ln compliance with Washington's public records law, the County will retain copies of any documents associated with this Agreement, which may be required by law unless legally exempt from such retention, for any applicable legally required retention period. b. ln the event a public records request is made to the County for documents created in relation to this Agreement, should legal uncertainty arise regarding the disclosability of any documents under federal or state public records laws, the County shall provide notice to Contractor pursuant to Washington's public records act, chapter 42.55 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. lndustrial lnsurance Waiver. With respect to performance of this Agreement and as to any claims against the County, its Additional lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contractor's employees and agrees that the obligations to indemnify, defend and hold harmless provided in this Agreement extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is mutually negotiated by the parties to this Agreement. Section 7. lnsurance and Endorsements. The County may require through a request in writing that the Contractor provide the County with a certificate, binder, or policy of liability insurance, acceptable to the County in an amount specified by the County. b. Such liability insurance shall be such as will protect Contractor, its employees, agents and representatives, from all claims, losses, harm, costs, liabilities, damages and expenses arising out of personal injury (including death) or property damage that may result from performance of the Services or this Agreement, whether such performance is by Contractor or any of its employees, agents or representatives. Should the County require such liability insurance, the Contractor agrees to provide proof of insurance prior to commencing performance of this Agreement. d. Copies of the County's written request and the insurance documents provided by Contractor shall be attached to this Agreement and by this reference will be made part hereof. a c 2023 County Lodging Tax Funding Agreement Page 4 LT-2O23-O2T-ELLENSBURG RODEO HALL OF FAME e. 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. Sth Ave. Ste. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the County to the Contractor shall be given to the Contractor's address provided on the signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class, postage prepaid, certified mail, return receipt requested. d. The section and paragraph headings of this Agreement are for reference convenience only and are not intended to restrict, affect or be of any weight in interpreting or construing the provisions of such sections or paragraphs. This Agreement may be executed in one or more counterparts and by facsimile, each of which will be deemed an original, but all of which together will constitute one and the same instrument. f. Contractor warrants to the County that the individual signing on Contractor's behalf has the requisite power and authority to enter into and to perform Contractor's obligations under e 2023 County Lodging Tox Funding Agreement Page 5 LT.2O23-021-ELLENSBURG RODEO HALL OF FAME 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-2O23.O21-ELLENSBURG RODEO HALL OF FAME CONTRACTOR KITTITAS COUNW BOARD NERS rk ofthe Board 'Marte S*i-1,s a t-... IAddress] AS TO FORM Deputy Prosecuting Attorney 2023 County Lodging Tox Funding Agreement Page 7 9129122. 11:11AM LTAC Clerk Review E*hib r t nr CLTAC: Clerk Application Review Current Year Grant Application Workshop* Organization Address* Upload Proof of Organization Status* Street Address 2500 Kittitas Hwy Address Line 2 City Ellensburg Postal / Zip Code 98926 IRS Wg Form[5652].pdf Acceptable file formats include: JPG, PDF or TIFF State / Province / Region WA Country United States 215.05KB 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 Ellensburg Rodeo Hall of Fame Organization * 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*Marie lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77595/85649?hideHeader=true 1114 9129122, 11:11 AM Last Name*Smith Phone Number* 509-856-7199 Email*murf@elltel.net Project or Event lnformation LTAC Clerk Review ProlecUEvent Name* 100th YearAnniversary of the Ellensburg Rodeo Celbrations 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 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 Start Dates* 1t1t2023 ProjecVEvent Location * New or Ongoing ProjecVEvent? * Amount of Funding Requested * Funding Request Max 44,800 End Dates 12t31t2023 Kittitas Valley Ongoing ProjecUEvent (More than four years in existence) , New ProjecUEvent (Four or fewer years in existence) $ 30000.00 lf you selected "Ongoing ProjecVEvent" above this amount may nol exceed 1 0% of the total expense budget of this project. lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77595/85649?hideHeader=true 2t14 9129122,11:'l1 AM LTAC Clerk Review Tourism Seasonsx From the list below, what season will your project enhance tourism? Select any which apply. 1', 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 I ProjecUEvent Description Please provide a description of your projecUevent. lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77595/85649?hideHeader=true 3114 9129122,11:11AM Response 1: ProjecVEvent Description * Video Link List of lntended Use of Funds* . Advertising and Marketing . Web Enhancement and Maintenance . Communications . Facility Rent. Pro LTAC Clerk Review Ellensburg Rodeo Hall of Fame (ERHoF) has a museum that is open to the public year-round. The museum inducts new members each year. These new members have been participants of past rodeos and become part of our ongoing displays to promote the history of the Ellensburg Rodeo. We are a non-profit organization separate from the rodeo that works in coordination with the Ellensburg Rodeo. Our project this year is to celebrate the 100th Anniversary of the Ellensburg Rodeo; which started in 1923. The legacy of this rodeo is part of our community's foundation. Ranchers and farmers decided along with local townspeople to come together to create an event to showcase rodeo competitions which had become a popular sport across the nation. The Yakama lndians donated the land, and Kittitas Valley locals brought out their teams of horses and farming equipment to clear the land and make the grounds that exist today. ERHOF plans to have a speaker come each month from January through August who will speak on a topic of historical significance to sport of rodeo and the Kittitas Valley. The currently the plan is to hold the event on the 23rd of each month at 19:23 military time to symbolize the historic rodeo year. we plan to call the event "A Nite at the Museum", attendance will be free to the public. we will hold our final event just before rodeo. we will be presenting the history of the Ellensburg saddle Tree, which gained national notoriety when it became the foundation for the cowboy saddle which is currently used today. Previously, riders used spanish saddles that did not work as well for herding cattle and doing the work of branding and doctoring the herd. This saddle was instrumental in creating a new saddle industry in the United States with its beginnings in Ellensburg by the Ferrellfamily. Nationally known localsaddle maker, Janneman Pienaar, will be building a saddle tree and a full saddle for this event. We have also asked Pienaar to speak at a presentation regarding the history of how this saddle evolved. We will utilize the Cowboy Channel and the PRCA (Pro Rodeo Cowboys Association) to advertise on a national level. On the local level we will be coordinating with the Ellensburg Rodeo and its Centennial Celebration along with many other events that are planned. We will be advertising with posters, newspaper ads, newsletters to our membership, send out postcards and use Facebook and lnstagram to attract a larger audience. 2500 character limit Please provide us link to a brief video summary of you organization's evenUproject. You MUST be present at the Q&A meeting to qualify for funding. https://youtu . be/aWNvel UjBoY lf-app-16-03.co.kiftitas.wa.us/Forms/form/submission/hlstory/77595/85649?hideHeader=true 4t'.t4 9129122, 11:11 AM LTAC Clerk Review 2l Supporting Kittitas County as a tourism destination 1. Away from their place of residence or business and staying overnight in paid accommodations; 2. To a place fifty miles or more away from their place of residence or business for the day or staying overnight; 3. or from another country or state outside of their place of residence or business. You must provide the evidence utilized in determining your projections. Response 2.1 *Why would tourists travel to Kittitas County to attend your evenUactivity/facility? ERHOF has proven with our attendance guestbook registry that people are interested in the history of this area and the Ellensburg Rodeo. The Ellensburg Rodeo draws thousands of fans to Ellensburg during the four days of rodeo and the Cowboy Channel has shown viewers throughout the United States and Canada that the Ellensburg Rodeo is a quality rodeo. The Ellensburg Rodeo is one of the top ten rodeos in this nation. The sport of rodeo and its American values are appreciated by many people in our society. The hundred year history of the Ellensburg Rodeo that is being celebrated in 2023 displays professionalism, quality, commitment, and dedication to a legacy that is generations strong. We offer top rated displays in four locations throughout Ellensburg that commemorate that. 2500 character limit Response 2.2*Describe the prior success of your evenVactivity/facility in attraction tourists. The number of attendees viewing our displays is recorded on a daily basis. So far this year we have seen over 3200 people. We anticipate another 1000 people attending by the year's end. We have seen the support of donors increase by doubling our fundraising and membership efforts. The feedback from our supporters has been positive and uplifting and shows promise for the future as we continue the path toward offering access to cultural history of the Kittitas Valley rural lifestyle. People who have moved away from the Kittitas Valley but have been involved in the rodeo production love to get together at this time of year and celebrate the history they have helped to create. 2500 character limit Application Questions: Part 2 3l lmpact lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77595/85649?hideHeader=true 5114 9129122, 11:11 AM Response 3: Measuring Results* LTAC Clerk Review Describe how you will promote your evenVactivity/facility to attract tourists. As a new event, we plan to target the audiences of the Cowboy Channel/RFD TV, PRCA Magazine, KIMA TV and the Daily Record Fair and Rodeo Program. This willattract those most interested in the Hallof Fame and this 100th year anniversary celebration. ln past events we have held we have seen people attend from Australia, Canada, Mexico, and throughout the United States. We anticipate an even broader attendance base with these new attractions and ideas. 2500 character limit Application Questions: Part 3 4l Collaboration lf your organization collaborates or has created partnerships with other organizations, groups, or other events, how is this accomplished? lf-app-16-03.co.kittitas.wa.uslForms/form/submission/history/77595/85649?hideHeader=true 6114 9129122, 11:'11 AM 4.1 Collaboration * LTAC Clerk Review Our collaboratron for past events have included these local businesses . old Miil . Merit Resources . HotelWindrow . Anderson Hay . Safeway . Fred Meyer . Super One . Fitterers . Cashmere Bank . Ellensburg Rodeo . Ellensburg Downtown Association/Hoedown in the Downtown . Kelleher's . Spirit Therapeutic Riding Center . Edward Jones . University Auto . Clymer . Law Office of Lathrop, Winbaurer . Kittitas County Cattlewomens . Suncadia . Samie Jo Photography . Jerry Aldridge/Home Video Studios . Smoke N Barrels . Gard . The UPS Store . Fastlane Signs . Heritage Distillery . Palace Restaurant . KXLE . Ellensburg Farmer's Market We anticipate for the 100th Anniversary of the Ellensburg Rodeo our collaboration list will expand exponentially. 2500 character limit lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77595/85649?hideHeader=true 7t14 9129122,11:11AM 4.2 Promoting Local Business * LTAC Clerk Review Describe how you will promote lodging establishments, restaurants, and business located in Kittitas County We plan to add a Quicklink to our webpage allowing users to access local diners, hotels, and activities from our site. Along with the Ellensburg Rodeo we will host our overnight guests at three locations: Econolodge, Holiday lnn Express and Red Lion hotels. we promote local businesses on the Ellensburg Rodeo Royal court Poster, sponsorships at the ERHOF museum, we sponsor First Friday ArtWalk events, and artists along with local businesses at our lnduction Banquet. we often provide visible signage by means of posters, banners, brochures, and flyers. The evolution of saddles in the world of rodeos is expected to have a large impact on local tourism as this event will be bringing people to this event from near and far. We plan to promote our downtown museum and this major community event during Labor Day Weekend. We also plan to have an appearance in the Pioneer's Day Parade, the Ellensburg Rodeo Parade, and other events in the northwest. 2500 character limit 4.3 Host Hotel*ls there a host hotel for your event or grant project? lf yes, list the hotel. No Yes. Along with the f ttenlOurg Rodeo we will host our overnight guests at three locations: Econolodge, Holiday lnn Express and Red Lion hotels. 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*This is a onetime event (100th Anniversary of the Ellensburg Rodeo) we will be holding various activities throughout 2023 to celebrate the occasion, ending Labor Day Weekend. We plan to gather sponsors, hold fundraising events, charge admission to our lnduction Ceremony and Whiskey Tasting Night to subsidize our costs. We are also teaming up with the Ellensburg Rodeo to write a follow up book on the original John Ludtka book of The Tradition Lives: the first 7Syear history of the Ellensburg Rodeo. We have applied for additional grants in Washington State. We will also be utilizing money held in reserves for these upcoming events. 2500 character limit Application Questions: Part 4 lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77595/85649?hideHeader=true 8t't4 9129122,11:11 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 Ellensburg is unique in that for its size it offers much to do. Tourist come to visit Ellensburg throughout the year as a result. The Ellensburg Rodeo Hall of Fame Museum is frequently visited by out of towners. when speaking with these guests we find that they are not always staying for the day. They plan on overnighting in our town and visiting multiple museums and galleries, wine shops, and pubs, and want information on local eateries. We are always happy to provide these visitors with tailored information to make their stay in Ellensburg truly unique. For the past ten years we have proudly involved local artisans and sponsors for our fundraising events. This is a great way to provide exposure for both artists and sponsors to local community and beyond. 2500 character limit You may upload any supporting documents such as graphs, images, diagrams, marketing materials, etc. You are allowed to submit up to 3 single page (US Letter) documents in JPG, PDF or TIFF format 7l Previous Lodging Tax Grant lnformation Supporting Documents Previous Years Awarded Lodging Tax Grants * Overall Attendance Past Actual* 3,200 Has your event received Lodging Tax funds in previous years? No, this evenUproject has not previously received Lodging Tax Funding Yes, 1 year previous Yes, 2 years previous Yes, 3 or more years previous Projected * 6,400 Number of people travelling more than 50 miles for your event? Past Actual* Projected * 982 1,000 Number of people traveling from outside wA State for your event? lf-app-16-03.co.kiftitas.wa.us/Forms/form/submission/history/77595/85649?hideHeader=true 9t14 9125122. 11:11 AM LTAC Clerk Review Past Actual* 179 Projected * The number of overnight guests who stay in paid accommodations in Kittitas County for your event Past Actual* Projected * 54 250 Number of paid lodging room nights resulting from you evenVactivity/facility? Past Actual* Projected * 35 200 250 Prior Year Paid Overnight Stay Data Past Methodology * Projected Methodology* 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 accepled: 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 I nformal Survey (preferred) Structured Estimate Other i lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77595/85649?hideHeader=true 10t14 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 9129122,11:11 AM Methodology Narrative* Funding Source Washington Events and Heritage Association Funding Shortfalls* Matching Funds Percentage LTAC Clerk Review Please explain. Our guestbook is located at the ERHOF museum. lt records daily attendance along with other date i.e., email, location. First Friday and other events utilize direct count. We utilize EventBrite for our ticket sales which gives us personal information on every attendee. During our Meet and Greets our ERHOF Members mingle with attendees who willingly provide them with stats. We add to our database every year during our annual membership drive. We use Boomerang; which is a database program that tracks usage and personal information. 2500 character limit Amount $ 6,000.00 What changes will be made if funding for your request is not available or recommended? We will have to cutback on the marketing and advertising for this project. We believe that the 100th year celebration of the Ellensburg Rodeo is a monumental tourism draw to our county and with adequate funds for marketing and advertising we can reach those potential tourist from out of region to come to our area and spent time and money experiencing the culture we have to offer with the Ellensburg Rodeo and the Kittitas Valley Agricultural Heritage. While here they will also exposed to CWU's presence and our historic downtown which is rich in art, wine shops, pubs, coffeehouses, and other local businesses. 2500 character limit. 100.00 This field will auto fill with the correct percentage based on your input to budget section below. lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77595/85649?hideHeader=true 11t14 9129122, '11:11 AM Verification of ln-kind Contributions Past Actual 3 LTAC Grant Funding $ 0.00 All Other Revenues LTAC Clerk Review For any claimed in-kind contributions valued at $b00 or more and related to marketing/advertising, you must submit veriflTing documentatipn which assures the contribution will be provided. 9l Project Budget Overview Please complete budget for this projecUproposal. lf your agency operates independently of this project application it may not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to the projecUevent for which you are requesting funding and adheres to the basic budget format shown below. The budget must include anticipated revenues, expenditures, and any potential profit or loss. For projects/events which are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations (need not be consecutive) for the projecUproposal if applicabte. 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 Fundraising lncome Past Actual 3 $ 0.00 Past Actual 2 $000 Past Actual 2 $ 0.00 Past Actual 1 $000 Past Actual 1 $000 Projected $ 30,000 00 Projected $ 20000.00 ln-Kind Contributions (except volunteerism) Account Name Past Actual 3 Past Actual 2 Past Actual 1 projected lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77595/85649?hideHeader=true 12t14 9129122,11:11AM Janneman Pienaar $ 0.00 Expenses Advertising Video Production Website Updates for event Speaker Travel Fees Displays Talent Fees Venue/Sound/Produc tion Past Actual 3 $000 $ 0.00 $ 0.00 $ 0.00 $ 000 $ 0.00 $000 Past Actual 3 $000 $ 0.00 Past Actual 2 $000 Past Actual 2 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $000 Past Actual 2 $000 LTAC Clerk Review $000 PastActual 1 $ 0.00 Past Actual 1 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $000 $ 0.00 $ 0.00 PastActual 1 $000 $ 10000.00 Projected $ 79790.40 Projected $ 18500.00 $ 10000 00 $ 500.00 $ 1200.00 $ 600 00 $ 7500.00 $ 6500.00 Projected $ 44800.00 Contributions of Volunteer Time Number of Hours Evidence of Volunteer Contributions* Calculated Value of Projected Volunteer Time Revenue Totals Past Actual 3 $ 0.00 Past Actual 3 Past Actual 2 Past Actual 1 Projected 840 Please upload a single file which offers evidence in support of the projected volunteer hours. Volunteer Worksheet.jpg 2AM8 $ 19,790.40 Expense Totals Profit & Loss Past Actual 3 Past Actual 2 Past Actual 1 Projected lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77595/85649?hideHeader=true 13t14 9129122,11:11 AM LTAC Clerk Review $000 $000 $ 0.00 $ 34990.40 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 and2 and understands and will comply with all provisions thereof. Certified by Name*Marie Smith Sign Applicant's Title* Board Member lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77595/85649?hideHeader=true 14t14 w-g Request for Taxpayer ldentification Number and Certification ) Go to www.irs.gavlFomwg ior instructions and the latest information. wr- | iAppiies la accotDls maiDlat@d ailside lhe U.S j ci oo)6o-co 6co (' f og .9 o It)CIo ooa do o c'i o- Forf) (8ov. Oclober 201 8) Dcpadmonl ol lhe Treasury lnternal Rdvtnup Seruice I Name on your income i9 roquitgd on not this line Ellensburg Rodeo Hall of Fame enlity nam6, if trom 7 List account Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoidbackup withholding. For individuals, this is generally your social security nunrbor (SSN). Howovor, for atosident alien, sote propfletor, or disregarded entity, see the instructions for Part l, later. For oth€renlilies, i't is your employer identificaiion number (ElN). lf you do not have a number, see How to get aTlN, lalet Give Form to the requester. Do not send to the lRS. 4 Exemptioos (codes apply only to certain entities, not individualsi s6e instructions on page 3): Exempt payee code (if any) Exemption from FATCA reporting code (if any) name and address or Note: ll the account is in more than one name, see the instructions for line 1. Also see What Name andNumber To Give the Requesler for guidelines on whose number to enter. Under penalties of perjury, I certify that: 1. The number shown on this form is my correct taxpayer idenlification number (or I am waiting for a number to be issued to me); and2' I am.not.-subiect to backup withholding because: (a) | am exempt from backup withholding, or (b) I have not been notified by the lnternal RevenueService (lRS) that I am subiect to backup withholding as a resuit of a failure to report all inieresi or dividenos, or 1c; ine IRS has notified me that I amno longer subject to backup withholding; and 3. I am a U.S. citizen or other U.S. porson (defined below); and 4. The FATCA code(s) entered on this form {if any) indicatlng that I am exempt from FATCA reporling is correct. Certification inslructions' You must cross out item 2 above if you have been nolilied by the IRS that you are currently subject 10 backup wjthholding becauseyou have failed to report all interest and dividends on your tax return. For real eslate transactlons, item 2 does not appty. io.mortgage interest paid,acquisition or abandonment of secured propeny, canCellation ot debt, contributions to an individual retirement urr*ij"il.ni gnn), ani generatty, laymentsother than interest and dividends, you are not required to sign the certification, but you must provide your correct rlfi. See the initructi6ns ior Fart ti, later. Sign Here Signature of U.S, person )Oate > General lnstructions Section relerenc€s are to the lnternal Revenue Code unless otherwiss noted. Future dovelopments. For the latest information about developments related to Form W-g and its instructions, such as legislation enacted after they were published, goto www.irs.gov/Formtj/9. Purpose of Form An individual or €ntity (Form W-9 requester) who is required to file an information return with the IRS must obtain your correct taxpayer iqgllifigation number fFlN) which may be your social security number (SSN), individual taxpayer identitication number (lTtN), adopiion taxpayer identification number (ATIN), or employer identification number (ElN). to report on an information teturn the amount paid to you, or other amount repodable on an informalion return. Examples of information returns include, but ate not limited to, the following. . Form 1099-lNT (interest earned or paid) . Form 1099-DlV (dividends, including those from stocks or mutual funds) o Form 1099-MISC (various types of income, prizes, awards, or gross proceeds) . Form 1099-8 (stock or mutual fund sales and certain other transactions by brokors) . Form 1 099-5 (proceeds from real estate transactions) . Form 1 099-K (merchant card and third party network transactions) 1 l_oy1 ] OSa (home mortgage interest), 1098-E (student loan interest), 1098-T (tuition) r Form 1 099-C (canceled debt) . Form 1099-A (acquisition or abandonment of secured property) Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your correct TlN. lf you do not return Form W-9 to the requester with a TlN, you might be subject to backup withholding. See What is backup withholding,- later. lor lederal tax classification of the person whose name is entered on line 1. check only one of the E lndivioualzsole proprietor or E c corporation [J S corporation n eartnersnip f TrusVestatesingle-membsr LLC [] Llmited tiabitity company. Enter the tax classiiication (C=C corporation, S=S corporation, p-pannership) > 3 Check appropriate box following seven boxes. Nole:Check the inboxappropriate linethe forabove taxlhe ofclassification the ownersingle-member Do checknottfLLCLLCtheclassifiedlsaasLLCsingle-member that fromdisregarded ownerthe theunless otowner LLCthe isLLCanotherlsthatnotthefromforownerU.S-disregarded federal tax apurposes.Olhemise,LLCsingle-member ts thefrom shouldowner lhecheckdisregarded box thefor taxappropriate classitication itsof owner. Othe.instructions) > 110 West 6th Avenue PMB #374 street, and See inrtructions,or Ellensburg, WA 98926 6 City, state, Number Social security number t-ltt Part I identitication nu 9 1 1 I I 3 I 4 0 Part ll Cat. No. 10231X norm W-9 (Rev. 10-2018) Form W-9 (Rev. 10-2018) Page 2 By signing the filled-out form, you: 1- Certify that the TIN you are giving is correct {or you are waiting for a number to be issued), 2. Certily that you are not subjeci to backup withholding, or 3. Claim exemption from backup withholding if you are a U.S. exempt payee. lf applicable, you are also certifyjng that as a U.S. person, your allocable share of any padnership income from a U.S. trade or buiiness is not subject to the withholding tax on foreign partners, share of effectively connected income, and 4. Certify that FATCA code(s) entered on this form (if any) indicatingtltyo, are exempt from the FATCA reporting, is correct. See What is FATCA reporting, later, for further information. Notet lf you are a U.S. person and a requester gives you a form other than Form W-9, to request your TlN, you must ule the requester,s form if it is substantially similar to this Form W-9. Definition of a U.S. pErson. For federal tax purposes, you are considered a U.S. person if you are; . An individual who is a U.S. citizon or U.S. resident alien; . A partnership, corporation, company, or association created or organized in the Unjted States or under the laws ol the United States; . An estate (other than a foreign estate); or . A domestic trust (as defined in Regulations section 901.770i -7). Special rules for partnerships. partnerships that conduct a trade or business in the United States are generally required to pay a withholding tax under section 1446 on any foreign partners'share of effectively connected taxable income from such business. Further, in certain cases wherea Form W-9 has not been received, the rules undersection 1446 require a padnership to presume that a partner is a foreign person, and pay the section 1446 withholding tax. Therefore, if you aie a U.S. person that is a partner in a partnership conducting a trade or business in the United States, provide Form W-9 to the partnership to establish your U,S. status and avoid section 1446 withholding on your share of - partnership income. ln the cases below, the following person must give Form W-9 to thepartnership for purposes of establishing its U.S. status and avoiding withholding on its allocable share of net income from the partnership conducting a trade or business in the United States. . ln the case of a disregarded entity with a U.S. owner, the U.S. owner of the disregarded entity and not the entity; . ln the case of a grantor trust with a U.S. gtantor or other U.S. owner, generally, the U.S. grantor or other U.S. owner of the grantor trust and not the trust; and , ln the case of a U.S. trust (other than a grantor trust), the U.S. trust (other than a grantor trust) and noi the beneliciaries of the trust, Foreign person. lf you are a foreign person or the U.S. branch of a foreign bank that has elected to be treated as a U.S. person, do not use Form W-9. lnstead, use lhe appropriate Form W-g or Form g233 (see Pub. 515, Withholding of Tax on Nonresident Aliens and Foreion Fntities). Nonresident alien who becomos a resident alien. Generally, only a nonresident alien individual may use the terms of a tax treaty to reduce or eliminate U.S. tax on certain types of income. However, most tax treaties contain a provision known as a ,,saving clause." Exceptions specilied in the saving clause may permit an exemption lrom tax to continue for cenain types of income even after the payee has otherwise become a U.S, resident alien for tax purposes. ll you are a U.S. resiclent alien who is rslying on an exceptloncontainod in the saving clause oJa tax treaty t-o claim an aiemptronkom U.S. tax on certaln types of lncorre, ydu musl attach a stat€mentto Fornr W-9 thal specifies lhe following five items. ,1. The treaty country. Gonerally, this must be the same trsaty underwhich you claimed exemption from tax as a nonresident alion. 2. The treaty article addressing the income, 3. The article number (or location) in the tax treaty that contains thesaving clause and its exceplion$. - 4. The iype and amount of income that quali{ies for the exempiionfrom tax. 5. Suflrcient facts to justify the exemption from tax under the terms ofthe treaty article. Example- Article 20 of the U.S.-China income tax treaty allows an exemption from tax for scholarship income received by a Chinese student temporarily present in the United States. Under U.S. law, this student will become a resident alien for tax purposes if his or her stay in the United States exceeds 5 calendar years. However, paragraph 2 of the first Protocol to the U.S.-China treaty {dated April 30, 19-84) allows the provisions of Article 20 to continue to apply even after the bhinese student becomes a resident alien of the United States. A Chinese student who qualifies for this exception {under paragraph 2 of the first protocol) and is relying on this exception to claim an exemption from tax on his or her scholarship or fellowship income would attach to Form W-9 a statement that includes the information describod above to support that exemption. lf you are a nonresidenl ailen or a foreign entity, give the requester the apptopriate completed Form W-8 or Form 8233. Backup Withholding What is backup withholding? Persons making certain payments to you must under certain conditions withhold and pay to the IRS 24% of such payments. This is called "backup withholding," payments that may be subject lo backup withholding include interest, tax-exempt interesi, dividends, broker and barter exchange transactions, rents, royalties, nonemployee pay, payments made in setflement of payment card and third party network transactions, and certain payments from fishing boat operators. Real estate transactions are not subject to backup wilhholding. You will not be subject to backup withholding on payments you receive if you give the requester your correct TlN, make the proper certifications, and report all your taxable int€rest and dividends on your tax return. Payments you receive will be subiect to backup withholding il: 1. You do not furnish your TIN to the requester, 2. You do not certify your TIN when required (see the instructions for Part ll for details), 3. The IRS tells the requester that you furnished an incorrect TlN, 4, The IBS tells you that you are subject to backup withholding because you did not report all your interest and dividends on your tax return (for reportable interost and dividends only), or 5. You do not certify to the requester that you are not subject to backup wiihholding under 4 above (for reportable interest and dividend accounts opened after.l983 only). ^ Certain payees and payments are exempt irom backup withholding. See Exempt payee code, lalet, and the separate lnstructlons {or the Requester of Form W-9 for more information. Also see Special rules for partnerships, eailier. What is FATCA Reporting? The Foreign Account Tax Compliance Act (FATCA) requires a participating foroign financial institution to report all United States accounl holders that are specified United States persons. Certain payees are exempt from FATCA reporting. See Exempllon from FATCA reporiing code, later, and ihe lnsttuctions for the Requester of Form W-9 for more information. Updating Your lnformation You must provide updated information to any person to whom you claimed to be an exempl payee if you are no longer an exempt payee and anticipate receiving reportable payments in the fuiure fromihis person. For example, you may need to provide updated information il you arc a C corporation that elects to be an S corporation, or if you no longer are tax exempt. ln addition, you must furnish a new Form W-g if the name or TIN changes for the account; ior example, if the grantor of a grantor trust dies. Penalties Failure to furnish TlN. lf you fail to furnish your correci TIN to a requester, you are subject lo a penalty oJ $50 for each such failure unless your failure is due 1o reasonable cause and not to willful neglect. Civil penalty for false information with respect to withholding. lf you make a false slat€m€nt with no reasonable basis that results in no - backup withholding, you are subject to a $500 penalty. Form W-9 (Rev. 10-2018) Page 3 Criminal penalty_for falsifying information, Willfully falsifying certifications or affirmations may subject you to criminal penalties including fines andlor imprisonment. Misuse ol TlNs. lf lhe requester discloses or uses TlNs in violation of federal law, the requester may be subject to civil and criminal penalties. Specific lnstructions Line 1 You must enter one o{ the following on this line; do not leave this line blank. The name should match the name on your tax return. lf this Form W-9 is for a joint account (other than an account maintained by a foreign financial institution (FFl)), list tirst, and then circle, the name of the person or entity whoie number you entered in Pad I of Form W-9. i{ you are providing Form W-g to an fft to documentajoint account, each holderofthe account that is a U,S. person muslprovide a Form W-9. a.. lndividual, Generally, enter the name shown on your tax return. lfyou have changed your last name without informing the Social Security Administration (SSA) of the name change, enter your first name, the lait name as shown on your social security card, and your new last name. Note: lTlN applicant: Enter your individual name as it was entered onyour Form W-7 application, line 1a. This should also be the same as the name you entered on the Form 104O/1O4ON1O4OEZyou filed with your application. b. Sole proprietor or single-member LLC. Enler your individual name as shown on your 1040/104AN104OEZ on line i, you may enteryout busrness, trade, or "doing business as,' {DBA) name on line 2. c. Partnership, LLC fhat is not a single-member LLC, Ccorporation, or S corpotation. Enter the entity,s name as shown on theentily's tax return on line 1 and any businoss, tiade, or DBA name on line 2. d.. Oiher entities, Enter your name as shown on required U.S. federal tax documents on line 1. This name should match the name shown on the charter or other legal document creating the entity. you may enter any business, trada, or DBA name on line 2. e. Disregarded entity, For U.S. federal tax purposes, an entity that is disregarded as an entity separate from its owner is trealed as a'disregarded entity." See Flegulations section 001.7701-2(c)(2)(iii). Enter the owner's name on line 1. The name of the entity entered on line .l should never be a disregarded entity. The name on line l should be the name shown on the income tax return on which the income should be reported. For example, if a foreign LLC thal is treated as a dlsregarded entity for U.S. federal tax purposes has a single owner that is a 0.S.person, lhe U-S. owner's naryte is required to be provided on line 1. lf the direct owner of th6 entity is also a disregarded entity, enter the first owner that is not disregarded tor tederal tax purposes. Lnier the disregarded entity's name on line 2, ,,Business name/disregarded entity name." lf the owner of the disregarded entity is a foreign person, the owner must complete an appropriate Form W-g instead of a Form W-9. This is the case even if the foreign person has a U.S. TlN. Line 2 lf you have a business name, trade name, DBA name, or disregarded entity name, you may enter it on line 2. Line 3 Check the appropriate box on line 3 for the U.S. federal tax classification of the person whose name is entered on line 1. Check only one box on line 3. Line 4, Exemptions lf you are exempt from backup withholding andlor FATCA reporting, enter in the appropriate space on line 4 any code(s) that may apply to you. Exempt payee code. . Generally, individuals (including sole proprietors) are not exempt from backup wilhholding. . Except as provided below, corporations are exempt irom backup withholding {or certain payments, including inter€st and dividends.. Corporations are not sx€mpt from backup withholding for paymonts made in settlement of payment card or third pany network transactions.. Corporations are not exempt from backup withholding with respect to attorneys' fees or gross proceeds paid io attorneys, and corporations that provide medical or health care services are not exempt with respect to payments reportable on Form 1ogS-M|SC. The following codes identify payees lhat are exempt from backup withholding, Enter the appropriate code in the space in line 4. 1 -An organization exempt from lax under section 501(a), any lRA, or a custodial account under sectjon 403(bXZ) if the account satisfies the requir€ments of section 401(0(2) 2-The United States or any of its agencies or instrumentalities 3-A state, the District of Columbia, a U.S. commonwealth or possession, or any of their political subdivisions or instrumentalities 4-A foreign government or any of its political subdivisions, agencies, or instrumentalities 5-A corporation 6-A dealer in securities or commodities required to regjster in the United States, the District of Columbia, or a U.S. commonwealth or possession 7-A futures commission merchanl registered with the Commodity Futures Trading Commission 8-A real €state investment trust 9-An entity registered at all times during the tax year under the lnvestment Company Act of 1 940 10-A common trust fund operated by a bank under section 5g4(a) 1 1 -A financial institution 12-A middleman known in the investment community as a nominee or custodian '13-A trust oxempt from tax under section 664 or described in section 4947 lF the enlity/person on line 1 is a(n).'.THEN check the box for r Corporalion Corporation . lndividual . Sole proprietorship, or. Single-member limited liability company (LLC) owned by an individual and disregarded for U.S. federal tax purposes. lndividual/sole proprietor or single- momber LLC . LLC treated as a partnership for U.S. federal tax purposes, . LLC that has filed Form 8832 or 2553 to be taxed as a corporation, or . LLC that is disregarded as an €ntil.y separaio from its olvner but the owner is another LLC that is not disregarded for U.S. foderal tax purposes. Limited liability company and enter the appropriate tax classif ication. (P= Partnership; C= C corporation; or S= S corporation) r Partnership Padnership. Trust/estate Trust/estate Form W-9 {Rev. 10-2018)Page 4 lF the payment is for lnterest and dividend payments Broker transactions Barter exchange transactions and paironage dividends Payments over $600 required to be reported and direct sales over $5,ooo' THEN the paym€nt is exempttor,., All exempt payees except lor 7 Exempt payees 1 through 4 and 6 through 11 and all C corporations S corporations must not enter an exempt payee code because they ars exempt only for sales of noncovered securities acquired prior to 2012. Exempt payees 1 through 4 Generally, exempt payees '1 through 52 The following chart shows iypes of payments that may be exempt from backup withholdjng. The chart applies to the exempt payees listed abov€, 1 through 13. . M-A lax exempt trust under a sectjon 403(b) plan or section 457(9) plan Nole: You may wish to consult with the financial institution requesting this form to determine whether the FATCA code and/or exempt payee code should be compleied. Line 5 Enter your address (number, street, and aparlment or suite number). This is where the requester of this Form W-9 will mail your informalion returns. lf this address differs from lhe one the requester already has on file, write NEW at lhe top. If a new address is provided, there is still a chance the old address will be used until the payor changes your address in their records. Line 6 Enter your ciiy, state, and ZIP code. Part l. Taxpayer ldentification Number (TlN) Enter your TIN in the appropriate box. lf you are a resident alien and you do not have and are not eligible to get an SSN, your TIN is your IRS individual taxpayer identification number (lTlN). Enter it in tho social security number box. lf you do not have an lTlN, see How to get a TIN below. ll you are a sole proprietor and you have an ElN, you may enter either your SSN or ElN. lf you are a single-member LLC that is disregarded as an entity separate from its owner, enter the owner's SSN (or ElN, if the owner has one). Do not enter the disregarded entity's ElN. lf the LLC is classified as a corporation or partnership, enter the entity's ElN. Note: See What Name and Number To Give the Requestet,later, for further clarification of name and TIN combinations. How to get a TlN. lf you do not have a TlN, apply for one immediately. To apply for an SSN, get Form SS-5, Application for a Social Security Card, from your local SSA office or get this form online at www.SSA.gov. You may also get this form by calling 1-900-772-1213. Use Form W-7, Application for IRS lndividual Taxpayer ldentification Numler, to apply for an lTlN, or Form SS-4, Application for Emptoyer ldentification Number, to apply for an ElN. You can apply for an Eti.t online by accessing the IRS website atwww.ks.govlBusrhesses and clicking on Employer ldentification Number (ElN) under Starting a Business. Go to www.irs.govlForms to view, download, or print Form W-7 andlor Form SS-4. Or, you can go lo www.its.gov/OrderForms lo place an order and have Form W-7 andlor SS-4 mailed to you within 10 business days. lf you are asked to complete Form W-9 but do not have a TlN, apply for a TIN and write "Applied For" in the space for the TlN, sign and date the form, and give it to the requester. For interest and dividend payments, and certain payments made with respect to readily tradable instruments, generally you will have 60 days to get a TIN and give it to the requester before you are subject to backup withholding on payments, The 60-day rule does not apply to other types of payments. You will be subject to backup withholding on all such payments until you provide your TIN to the requester. Note: Entering "Applied For" means that you have already applied for a TIN or that you intend to apply ior one soon. Caution; A disregarded U.S. entity that has a foreign owner must use the appropriate Form W-8. Part ll. Certification To establish to the withholding agent that you are a U.S. person, or resident aiien, sign Form W-9. You may be requested to sign by the withholding agent even if item 1, 4, or 5 below indicates otherwise. For a joint account, only the person whose TIN is shown in pan I should sign (when required). ln the case of a disregarded entity, the person identiJied on line 1 must sign, Exempt payees, see Exempt payee code, earlier. Signature requirements. Complete the certification as indicated in itemslthrough5below. Payments made in settlement of Exempt payees 1 through 4 paymenl card or third party transaclions I See Form 1099-M|SC, Miscellaneous lncome, and its instructions. 2 Howover, the following payments made to a corporation andreportable on Form l0-99-MISC are not ex€mpt fiom backup withholding: medical and health care payments, allorneys'fees, gross proceeds paid to an attorney reportable under seciion 6045(0, and payments for services paid by a federal executive agency. Exemption {rom FATCA reporting code. The following codes identify payees that are exempt from reporting under FATCA. These codes apply to persons submitting thjs form for accounts maintained outside of the United States by certain foreign financial institutions. Therefore, if you are only submitting this form for an account you hold in the United States, you may leave this field blank. Oonsult with the person requesting this iorm if you are uncertain if the financial institution is subiect to these requiremenls. A requester may indicate that a code is not required by providing you wiih a Form W-9 with '.Nol Applicable,'(or any similar indication) written or printed on the ljne for a FATCA exemptiolr code. A-An organization ex€mpt from lax under section S01(a) or any individual retirement plan as defined in section 7701(al(371 B-The United States or any of its agencies or instrumentalities C-A state, the District of Columbia, a U.S, commonwealth or possession, or any ol their political subdivisions or instrumentalities D-A corporation the stock of which is regularly traded on one or more established securities mark€ts, as described in Regulations section 1,1 472-1 (c)(1 )(i) E-A corporation that is a member of the same expanded affiliated group as a corporation described in Regulations section 1.1472-1(c)(i)(i) F-A dealer in securities, commodities, or derivative financial instruments (including notional principal contracts, futures, forwards, and options) that is registered as such under the laws of the United States or any state G-A real estate investm€nt trust H-A regulated investment company as defined in section g51 or an entity registered at all times during lh€ tax year under the lnvestmsnt Company Act oi 1 940 l-A common trust fund as defined in section 584(a) J-A bank as defined in section 581 K-A broker L*A trust exempt {rom tax under section 664 or described in section 4s47(aX1) Form W-9 (Rev, .10-2018) Pase 5 L lnterest, dividend, and barter exchange accounts opened before 1984 and broker accounts considered active during 1993. You must give your correct TlN, but you do nol have to sign the certification. 2. lnterest, dividend, broker, and barter erchange accounts opened afteillg8il and broker accounts considetod inaetive during 1983. You must sign the certification or backup withholding will apply. lt you ar€ subject to backup withholding and you are merely providing your correct TIN to the requester, you must cross out item 2 in the certification before signing the form. 3. Real estate transactions. You must sign the certification. you may cross out item 2 of the cedification. 4. Other payments. You must give your correct TlN, but you do not have to sign the certiiication unless you have been notified that you have prevaously given an incorrect TlN. ,,Other payments" include payments made in the course of the requester,s trade or business for rents, royalties, goods (other than bills for merchandise), medical and heallh care services (including payments to corporations), payments to a nonemployee for services, payments made jn settlement of payment card and third party network transactions, payments to certain filhing boat crew members and fishermen, and gross proceeds paid to attorneys (including payments io corporations). 5. Mortgage interest paid by you, acquisition or abandonm€nt of secured property, cancellation of debt, qualitiEd luition program paymenls (under section 529), ABLE accounts (under section 529A), lRA, Coverdell ESA, Archer MSA or HSA contributions or distributions, and pension distributions. you must give your correct TlN, but you do not have to sign the certiiication. For this type of account:GivE name and EIN of: What Name and Number To Give the Requester For this Upe of account:Give name and SSN of: with the Dopartment Agriculture ]n the name o{ a public entity (such as a state or local gov6rnment, school district, or prison) that receives agricultural program payments 1 5. Grantor trust filing under the Form '104'l Filing lvlethod or lhe Optional Form 1099 Filing Mothod 2 (see Regulations section 1.6/l "4(bx?)t4(gl The trust 1 List first and circle the name of the person whose number you furnish. lf only one person on a joint account has an SSN, that pers6n's number must be furnished. 2 Crrcle the minor's name and furnish the minor's SSN. 3 You must s!:ory your individual nane and you may also enter your business or DBA name on the "Business name/dlsregarded entity" name line. You may use either your SSN or EIN (if you have one), but the IRS encourages you to use your SSN. 4 List first and circle the name of the trust, estate, or pension trust. (Do not furnish the TIN of the personal representative or trustee unless ihe legal entity itself is not designated in the account title.) Also see Speca/ rules for partnershlps, earlier. *Note: The grantor also must provide a Form W-9 to trustee of trust. Note: lf no name is circled when more lhan one name is listed, the number will be considered to be that of the first name listed. Secure Your Tax Records From ldentity Theft ldentity theft occurs when someone uses your personal information such as your name, SSN, or other identifying information, without your permission, to commit fraud or other crimes. An identity thief may use your SSN to get a job or may file a tax return using your SSN to receive a refund, To reduce your risk: r Protect your SSN, . Ensure your employer is protecting your SSN, and . Be careful when choosing a tax preparer. lf your tax records are affected by identity theft and you receive a notice from the lRS, respond right away to the name and phone number printed on the lFlS notice or letter. lf your tax records are not currenlly affected by identity theft but you think you are at risk due to a lost or stolen purse or wallet, qu€stionable credit card activity or credit report, contact the IRS ldentity Theft Hotline at 1 -800-908-4490 or submit Form 1 4039. For more information, see Pub. 5027, ldentity Theft lnformation for Taxpayers. Victims of identity theft who are experiencing economic harm or a systemic problem, or are seeking help in resolving tax problems thai have not been resolved through normal channels, may be eligible for Taxpayor Advocate Service [AS) assistance. You can reach TAS by calling lhe TAS toll-free case intake line at 1-BlT-777-471A or tryfiDO 1 -800-829-4059. Protect yourself lrom suspicious emails or phishing schemes. Phishing is the creation and use of email and websites designed to mimic legitimate business emails and websites. The most common act is sending an email to a user falsely claiming to be an established legitimate enterptise in an attempt to scam the user into surrendering private information that will be used for identity theft. 14. 1. lndividual 2. Two or more individuals {joint accountl other than an account maintained by an FFI 3. Two or more U.S, persons {joint account mainlained by an FFI) 4. Custodial account of a minor (Uniform Gilt to Minors Act) 5. a. Tho usual rsvocable savings trust {grantor is also trustee) b, So-called trust account that is not a legal or valid trust under state law 6. Sole proprietorship or disregarded entity owned by an individual 7. Grantor trust liling under Optional Forn 1099 Filirg \4ethod 1 (see Regulations sect,on 1 .671-4{bX2Xi} For this type of account: 8. Disregarded entity owned by an individual L A valjd lrust, eslate. or p€nsion trusl 1 0. Corporation or LLC electing corporate status on Form 8832 or Form 2553 '1 1. Association, club, religious, chariiable, educational, or other lax- exempt organization '12, Parlnership or multi-member LLC 13. A broker or registered nominee The individual The aclual owner of the account or, il combined lunds, lhe iirst;ndividual on the accountl Each holdsr of the account :Ine mtnot The grantor-trusteel The actual ownerl The owne13 The grantor' Give name and EIN of: The owner Legal entitya The corpotalion The organizalion ThE partnership The broker or nominee Form W-g (Rev. '10-2018) Page 6 The IRS does not initiate contacls wilh taxpayers via emails. Also, the IRS does not request personai detailed informaiion through email oi asktaxpayers for the PIN numbers, passwords, or similar seciet access information for their credit card, bank, or other financial accounts. lf you receive an unsolicited email claiming to be from the lRS, fo.ruiard this message to ph,sh ing@irs.gov. you may also report misuse of tho IRS namo,- logo. or other IRS property to the Treasury lnspector Gonoral for Tax Administration CflcTA) at i:800-966-4484. you can forward suspiclous emails to the Federal Trade Commission at spam@uce.gov or report lhem al www,ftc.govlcomplaint. you can contact tha.FTC at www.ftc.gov/idth€tf or 977-tDTHEFT (g7Z-4AB-4C3S). lf you have been the victim of identity thgft. see www.ldantllyThaft.gov' and Pub.5027, . Visitwww.its.gov/ldentityTheft to learn more about identity theft andhow to reduce your risk. Privacy Act Notice Ssction 6109 of the lnternal Revenue Code requires you to provide your correct T,N to persons (including federal agencies) who are required to file information returns with the IRS to report interest, dividends, or certain other income paid to you; mortgage interest you paid; the acquisilion or abandonment of secured property; the cancellation of debt; or contributions you made to an lRA, Archer MSA, or HSA. The person collecting this form uses the information on the lorm to file information returns with the lRS, reporling the above information. Rouline uses of this information include giving it to the Department of Justice for civil and criminal litigation and to cities, statos, the District of Columbia, and U.S. commonwealths and possessions for use in administering their laws. The information ilso may be disclosed to other countries under a treaty, to federal and state agencies to enforce civil and criminal laws, or to lederal law enforcement and intelljgence agencies to combal terrorism. You must provide your TIN whether or not you are reguired to file a tax return. Under section 3406, payers must generally withhold a percontage of taxable interest, dividend, and c€rtain other payments to a payee who does not give a TIN to the payer. Certain penalties may also apply lor providing false or fraudulent informatlon. 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 al 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 capture forfull reimbursement. (lf you are using a live logo as the link to CWO, please ensure the hyperlink is shown in the screen capture). The logo must be displayed on the contractor's home page, it must be sized no smaller than% inch in height and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. B. Print Advertising and Online Display Advertising of all types (including but not limited to newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party websites, streaming displays, social media etc.) must include the County's and appropriate City's tourism website logo (or URL with a one-click away operational hyperlink). The URL landing page must use the correct logos and have a link to centralwashingtonoutdoor.com. Contractors must either keep the landing page active until time of reimbursement or use a screen capture for full reimbursement. (lf you are using a live logo as the link to CWO, please ensure the hyperlink is shown in the screen capture). The logo must be sized no smaller than% inch in height and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. C. Video Advertising of all types (including but not limited to television, online, electronic kiosks, motion billboards, etc.) must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller than % inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. All logos and website information may be obtained by contacting the Director of Tourism, Kittitas County Chamber of Commerce. Section 2. Advertising Reimbursements Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere to the following guidelines and requirements for each type of advertising media utilized. A. Print Advertisine: 1. Print advertising placed with any media provider which operates exclusively outside of Kittitas County may be reimbursed at LOO% of the cost, including any production costs. To operate exclusively outside of Kittitas County, the provider must not be physically located in the County and/or not distribute any media within the County. 2. Print advertising placed with any media provider which operates inside Kittitas County may be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 10 days prior to the event may be reimbursed at 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)(a) above, advertising reimbursement requests must include a statement from the media provider specifying the percentage distribution to areas outside of Kittitas County. Reimbursements will be allowed for the amount distributed outside of Kittitas County, including any production costs. B. Television Advertising: L. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will be reimbursed al tOO% of the cost, including any production cost. 2. Television advertising placed with any media provider inside the Yakima /fittitas 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 L}o% 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 Advertising: t. Online advertising and promotion may be reimburse d at tOO% of the cost, including any production cost. 2. Streamed media (radio, television, other) requests for reimbursement must include a statement from the media provider specifying the percentage of recipients which are outside of Kittitas County. Reimbursements will be allowed for the percentage distributed outside of Kittitas County, including any production costs. D. Direct Mail: L. Direct mail advertising may be reimbursed at IOO% of the cost, including any production cost, for each item mailed or shipped to a destination outside of Kittitas County. ln order to receive reimbursement, a list of the addresses and a signed statementfrom the contractor that the list is accurate, or other proof of delivery, must be provided along with other required documentation. E. Flvers/Posters: 1. Flyers or posters which are placed outside of Kittitas County may be reimbursed at IOO% of the cost, includingany production cost. ln orderto receive reimbursement, a listof 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 posterflyer 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 IOO% 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: 1. Radio advertising placed with any media provider located outside of Kittitas County may be reimbursed al IOO% 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 7OO% 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 30%of the total cost, including any production costs. G. Operation Reimbursement: t. Operation costs may be reimbursed IOO% of the paid invoice cost. ln order to receive reimbursement operations invoice must an approved cost from the Consolidated Lodging Tax committee members list. lnvoice provided must include notation of payment with proof of payment. 2. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed al lOO% of cost. ln order to receive reimbursement, a signed statement from the receiver along with other required documentation. Mileage reimbursement subject to IRS mileage reimbursement rates which may change annually. 3. ltems not eligible for reimbursement: a. Salaries of employees b. Capitol purchases- any item with 3+ years life and over SS,O0O.c. Licenses, permits, insurance, or credit card fees ,o,, llll-9 (Rev. October 2018) Department of the Treasury lntornal Revenue Service Sign Here General Section references are noted. lntemal Revenu€ Code unless otherwise Future developments. For the latest infonnation about developments related to Form W-9 and its instructions, such as legislation enacted aft er they were published, go lo www. i rs.gov I Fo mwg. Purpose of Form An individual or entity (Form W-9 requester) who is required to file an information return with the IRS must obtain your corect taxpayer identification number (IlN) which may be your social security number (SSN), individual taxpayer identification number (lTlN), adoption taxpayer identification numbor (ATIN), or employer identification number (ElN), to report on an information retum the amount paid to you, or other amount reportable on an information return. Examples of information retums include, but are not limited to, the following. r Form 1099-lNT (interest earned or paid) Request for Taxpayer ldentification Number and Certification ) Go to www.its,govlFormWg for instructions and the latest information. Give Form to the requester. Do not send to the lRS. (' o O)(d o" go.oocoo>E*1, oi Eit Co (,oo.q oo @ on your tax ls on not Ellensburg Rodeo Hall of Fame 2 Business name/dlsregarded entity name, 4 Exemptions (codes apply only to cenain entitles, not individuals; se€ instructions on page 3): Exempt payee code 0f any) Exemptlon from FATCA reporting code (f any) (Appfies lo ac@nE mhhtned olidde the U.SJ R€qusster's name 7 List account numbe(s) here (optionaO ldentification Number Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the instructions for Part l, later. For other entities, it is your employer identitication number (ElN). lf you do not have a number, see How to get a I/N, later. Note: lf tho account is in more than one name, see the instructions for line '1. Also see What Name and Number To Giva the Requesfer for guidelines on whose numb€r to enter. Under penalties of perjury, I certify that: 1' The number shown on this form is my correct taxpayer identification number (or t am waiting for a number to be issued to me); and 2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the lnternal Revenue Servlce (lRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS iras notified me that I am no longer subject to backup withholding; and 3. I am a U.S. citizen or other U.S. person (defined below); and 4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correcl or 3"0-3Oate > . Form 1099-DlV (dividends, including those from stocks or mutual funds) o Form 1099-MISC (various types of income, prizes, awards, or gross proceeds) o Form 1099-8 (stock or mutual fund sales and certain other transactions by brokers) . Form 1099-5 (proceeds from real estate transactions) e Form 1099-K (merchant card and third party network transactions) . Form 1098 (home mortgage interest), 1098-E (student loan interest), 1098-T (tuition) o Form 1099-C (canceled debt) . Form 1099-4 (acquisition or abandonment of secured property) Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your conect TlN. lf you do not return Form W-g to the requestar with a TlN, you might be subject to backup withholding. See What is backup withholding, later. 3 Check appropriate box for federal tax classitication of tha person whose name is entered on line 1. Gheck only one of the following seven boxes, n lndividuaysoleproprietoror E CCorporation fJ Scorporarion n eartnersnip f] trusVestate single-member LLC fl t-imiteO liability company. Enter the tax classification (C=C corporation, S=S corporation, P=Partn€rship) > Other lnstructions) > 5 Addrsss (number, street, and apt. or suit€ no.) Sa€ instructions. 110 West 6th Avenue PMB #374 6 City, state, and ZIP code Ellensburg, WA 98926 Social numbor Part I Employer 9 1 1 8 I 3 8 4 0 Part ll Slgnature ol U.S. person Cat. No.10231X Form W-9 1Rev. 10-2018)