HomeMy WebLinkAboutLT-2023-010-HERITAGE CLUB ROSLYN-RONALD-CLE-ELUM signedLT-2023-O1O-HERITAGE CLUB ROSLYN RONALD CLE ELUM
2023 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND ROSLYN RONALD CtE ELUM HERITAGE CLUB
This Contract, effective January I,2023 is made and entered into by and between KITTITAS
COUNTY ("County"), a subdivision of the State of Washington, and the ROSLyN RONALD CLE ELUM
HERITAGE CLUB ("Contractor"), for the CULTURAL TOURTSM OUTREACH (,,Event,,).
WHEREAS, the purpose of this Agreement is to provide for activities and expenditures
designed to increase tourism,
NOW THEREFORE, in consideration of the terms and conditions contained herein, or
attached and incorporated and made a part hereol the County and the contractor mutually agree
as follows:
Section 1. Scope of Work.
a' Contractor shall provide the services and staff described in its Application for Lodging Tax
Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit .,A,,
which is attached hereto and incorporated herein by this reference.
b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the
following as required to perform the services, described in paragraph (a) above, in
accordance with this Agreement: Personnel, labor and supervision; technical, professional
and other services. All such services, property and other items furnished or required to be
furnished, together with all other obligations performed, or required to be performed, by
Contractor under this Agreement are collectively refer.red to herein as "Services."
c. Contractor shall commence, perform, and complete such Services in accordance with
Exhibit "B" which is attached hereto and incorporated herein by this reference.
Section 2. Pavment.
a. As full compensation for satisfactory performance of the Contractor's Services, the County
agrees to pay Contractor the sum of twenty thousand dollars (520,000.00) (Kittitas Co.
lodging tax funding).
b. Additional payment terms: The County will make payment to the Contractor only on a
reimbursement basis, as receipts/invoices for any items including marketing and/or
advertising are submitted to the County, not to exceed the sum of twenty thousand dollars
(520,000.00) (Kittitas Co lodging tax funding). Funding amount and who funded. tf multiple
funding sources, say how muh came from who).
c. Services/Expenses that are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January IO,2O2|. after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
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Attn: Auditor's Accounting
205 West 5th Ave - Suite L05
Ellensburg, WA 98926
audito rsacco u nting@ co. kittitas.wa. us
e. Reporting requirements of your events will be required on prescribed forms from the
County Auditor.
f. Contractor is eligible to claim reimbursement for the following items and amounts only
r Print Advertising
. Television/Radio Advertising
. Digital Marketing/Online Advertising
r Direct Mail
o Print Materials ( Flyers/Posters/Progra ms/Broch u res
. Signage
. Talent Fees/Speakers
. Facility Rentals
r Equipment Rentals
o Operational Reimbursement
g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and
is further expressly denied funding for the following items as requested in the application as
defined in Section 1(a):
h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
following address: http://www.co.kittitas.w a.us/ auditor /default.aspx
Section 3 nce bv Contractor.
Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County. Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the County's option.
b. Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County. ln no event shall
Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the
County. lt is understood that the Contractor and the Contractor's staff and employees are
not employees of the County and are not, therefore, entitled to any benefits provided
employees of the County.
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c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders,
licenses, permits, and other requirements, now or hereafter in effect, of any governmental
authority (including, but not limited to, such requirements as may be imposed upon the
County and applicable to Services). Contractor shall furnish such documents as may be
required to effect or evidence such compliance. All laws, ordinances, rules, and orders
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, orthe presence of a physical, sensory, or mental handicap.
e. The Services shall at all times be subject to inspection by and approval of the County, but
the County's making (or failure or delay in making) such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's knowledge of defective or non-complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County with sufficient, safe, and proper facilities and equipment for such inspection and
free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or its designee, or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine, audit and copy, with or without notice) all of Contractor's books, documents,
papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release, lndemnitv. and Hold Harmless.
The County assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County, its officers and employees,
agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities,
damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
a Any lien asserted upon any property of the County in connection with the Services for this
a
2023 County Lodging Tax Funding Agreement Poge 3
a
a
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Agreement;
Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
any governmental authority; or
Any breach of or default under this Agreement by Contractor
Section 5. Compliance with Public Records Law.
a. ln compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. ln the event a public records request is made to the County for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County shall provide notice to
Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
c. The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark, copyright or other law.
Section 6. ln I lnsurance Waiver.
With respect to performance of this Agreement and as to any claims against the County, its Additional
lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51
of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contracto/s employees
and agrees that the obligations to indemnify, defend and hold harmless provided in this Agreement
extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is
mutually negotiated by the parties to this Agreement.
Section 7. lnsurance and Endorsements
a. The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses
arising out of personal injury (including death) or property damage that may result from
performance of the Services or this Agreement, whether such performance is by Contractor
or any of its employees, agents or representatives.
Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
c
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d. Copies of the Cou nty's written req uest a nd the insu rance d ocu ments p rovided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
e. Where insurance is requested bythe County, allliability insurance policies shallbe endorsed
to include the County as an Additional lnsured and shall stipulate that the insurance
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
Section 8. T ermination.
The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any
portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon
receiving such notice of termination, Contractor shall, except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice. ln the event the
County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of
the date of the notice of termination.
Section 9. Miscellaneous.
Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
Notice for any purpose under this Agreement, except service of process, shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W.
5th Ave. Ste. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by
the County to the Contractor shall be given to the Contractor's address provided on the
signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class,
postage prepaid, certified mail, return receipt requested.
d. The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict, affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
a
c
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e This Agreement may be executed in one or more counterparts and by facsimile, each of
which will be deemed an original, but all of which together will constitute one and the same
instrument.
f. Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement. Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement, and is not in
violation of any applicable law, ordinance, or regulation the consequence of which will or
may materially affect Contractor's ability to perform its obligations under this Agreement.
g. lf any term or condition of this Agreement or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect the other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To
this end, the terms and conditions of this Agreement are declared severable.
h. The exclusive venue for any action brought to enforce this Agreement or any of its terms
shall be in Kittitas County, State of Washington.
The performance of this Agreement is subject to termination without liability by either party
upon the occurrence, or upon the prediction by the National Oceanic and Atmospheric
Administration, any other agency of the United States Government, or any agency of the
Government of the State of Washington of the occurrence of any circumstance beyond the
control of either party-including, without limitation, acts of God, war, acts of terrorism
within a fifty (50) mile radius of Kittitas County, government regulations, disaster,
pandemic/epidemic illness, strikes or threat of strikes (except that neither party may
terminate this Agreement for situations involving that party's own employees), civil
disorder, or curtailment of transportation facilities-to the extent that such circumstance
makes it illegal , impossible or economically impracticable for the parties to complete the
duties and mutual obligations agreed upon and imposed upon them herein. The ability to
terminate this Agreement without liability pursuant to this paragraph is conditioned upon
delivery of written notice from one party to the other within 10 days of such occurrence or
upon delivery of written notice from one party to the other within 24 hours of the receipt of
notice of the prediction of any of the above occurrences. To the extent feasible within the
constraints imposed by any event of the type described above, the parties agree that if the
triggering event is of apparently or likely transitory effect, the parties may negotiate such
amendments to the agreement that are mutually satisfactory and not otherwise contrary to
law, including but not limited to a change in the dates for completion of any portion or the
entirety of this agreement.
2023 County Lodging Tax Funding Agreement Page 6
LT-2023-O10-HERITAGE CLUB ROSLYN RONALD CLE ELUM
CONTRACTOR
KITTITAS COUNTY
BOARD U
AS TO FORM
rssroNERs
7
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Clerk of the Board
zob )7sr^ zsz-s
L3 ,,W a
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Deputy Prosecuting Attorney
2023 County Lodging Tax Funding Agreement Page 7
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CLTAC: Clerk Application Review
Current Year Grant
Application
Workshop*
Organization
Address*
Upload Proof of
Organization Status*
Street Address
PO Box 916
Address Line 2
City
Cle Elum
Postal / Zip Code
98922
I RS Determination Letter. pdf
Acceptable file formats include: JPG, PDF or TIFF
Did you attend the Grant Application Workshop for the current year hosted by the Kittitas County Chamber of
Commerce?
Yes
No
Clerk Verification *Please confirm whether the applicant attended the workshop or not.
Yes
No
Organ ization I nformation
Name of
Organization *
Roslyn Ronald Cle Elum Heritage Club
Organization is a:*Business
Non-Profit
(Note: Please submit w-9 for business or IRS Designation Letter for non-profit.)
Click here to view sample documents (redacted).
State / Province / Region
WA
Country
United States
64KB
Project Contact I nformation
First Name*Maria
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Last Name*Adams
Phone Number* 206-755-3525
.,*Email mo n roe_ada ms@comcast. net
Project or Event lnformation
ProjecVEvent Name* Roslyn Ronald Cle Elum Heritage Club Cultural Tourism Outreach
Service Categories Check all categories that apply to this application
. Tourism promotion/marketing
Operation of a special event designed to attract tourists
' Operation of a tourism related facility
Other
Event Dates
Please provide any specific dates, or range of dates, on which your event or project will be held. You may add as many
dates or date ranges as necessary.
Event Dates
Start Dates*
2t8t2023
411212023
5t13t2023
5t26t2023
6t14t2023
7t15t2023
8t9t2023
9t2t2023
10t11t2023
11t8t2023
End Dates
2t8t2023
4t12t2023
5113t2023
5t29t2023
6114t2023
7tl5t2023
8t9t2023
9t3t2023
10t11t2023
11t8t2023
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ProjecVEvent
Location *
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
LTAC Clerk Review
Roslyn, Ronald & Cle Elum
Ongoing ProjecUEvent (More than four years in existence)
New ProlecVEvent (Four or fewer years in existence)
$ 20000.00
lfyou selected "Ongoing ProjecUEvent" above this amount may not exceed 10% ofthe total expense budget of
this project.
Funding Request Max 32,550
Tourism Seasons*From the list beloW what season will your project enhance tourism? Select any which apply.
, Year-round (January - December)
Off Season (November - February)
Shoulder Season (October or March - May)
High Season (June - September)
Application Questions: Part 1
Please answer each question completely, in the order listed. Please include any supporting data within the
response narrative.
1 | ProjecUEvent Description
Please provide a description of your projecUevent.
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Response 1:
ProjecUEvent
Description *
LTAC Clerk Review
The Roslyn Ronald Cle Elum Heritage Club's project is to continue to increase
awareness of our unique history and local heritage sites. We plan to do this
through marketing and collaboration using events, signage, printed materials,
digital marketing, video, and advertising. Our focus utilizes the idea of Cultural
Tourism or Heritage Tourism to link together the cultural assets and treasures
located in Roslyn, Ronald, Cle Elum & South Cle Elum. These sites include. the
Coal Mines Trailwhich physically links Cle Elum, Roslyn & Ronald, the Telephone
Museum and Carpenter House Museum in Cle Elum, and in Roslyn the Coal
Miner's Memorial, Roslyn Museum, and Roslyn's Historic Cemeteries.
The National Trust for Historic Preservation defines Heritage Tourism as traveling
to experience the places, artifacts, and activities that authentically represent the
stories and people of the past and present. Cultural Tourism not only brings in
revenue it also raises awareness and celebrates the distinct culture of our
community.
Our Mission Statement provides guidance to our project:
"To preserve and maintain the Coal Miners' Memorial and give voice to the proper
and rightful protection and preservation of our historic cemeteries."
We oversee and maintain the Roslyn Cemetery as well as the Coal Miners'
Memorialwhich is prominently located in downtown Roslyn. We plan to use
signage to direct visitors to explore the Coal Miners' Memorial, Roslyn's Historic
Cemeteries, the Roslyn Museum, and the Coal Mines'Trail which links to sites in
Cle Elum and Ronald. Currently there is a limited amount of signage and what
does exist is in disrepair.
"To preserve, memorialize and communicate our community's rich ethnic and
cultural history to citizens and visitors."
With the influx of visitors and new community members we can create an
experience for them to learn and participate in the unique cultural heritage of our
area.
"To employ cultural activities that honor and celebrate our community's heritage."
We host several cultural events throughout the year including guest speakers that
share stories pertaining to the history of our area.
A yearlong advertising campaign will take advantage of the tourists that already
come to our area as well as expanding our reach outside of Kittitas County to
attract more visitors, building upon what assets and events we already have.
Our video provides more background on what we currently do and have done this
past
2500 character limit
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Video Link Please provide us link to a brief video summary of you organization's evenUproject. You MUST be present at the
Q&A meeting to quali! for funding.
https : //youtu. beA/D5yl OQ R pis
List of lntended Use of Funds *
Print Advertising
Television/Rad io Advertisi ng
Digital Marketing/Online Advertising
Direct Mail
P ri nt Materia ls ( Flyers/Posters/P ro g ra ms/B roch u res
Signage
Talent Fees/Speakers
Facility Rentals 1
Equipment Rentals
Operational Reimbursement
2l Supporting Kittitas County as a tourism destination
1. Away from their place of residence or business and staying overnight in paid accommodations;
2. To a place fifty miles or more away from their place of residence or business for the day or staying overnight;
3. or from another country or state outside of their place of residence or business.
You must provide the evidence utilized in determining your projections.
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Response 2.1*
LTAC Clerk Review
Why would tourists travel to Kittitas County to attend your evenuactivity/facility?
Cultural tourism helps preserve and promote the unique cultural aspects of a
place, preventing them from being forgotten or forever lost. lt helps preserve our
local culture while allowing our communities to emphasize the uniqueness and to
differentiate it from other locations. We think this is one of the reasons people are
so attracted to Roslyn and its' "funkiness".
We have the means of attracting visitors through our cultural sites and events. The
Roslyn Cemetery and Coal Miners' Memorial provide the community and visitors
an opportunity to rediscover the achievements and hardships of our ancestors.
They provide a connection to our past. Visiting our areas' unique treasures and
participating in fun, enriching, culturalevents create admiration and community
pride. We already possess all these aspects; our goal is to communicate to a
broader audience and capture the attention of visitors that already flock to our
area. LTAC funding will assist with this goal.
2500 character limit
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Response 2.2*
Application Questions: P art 2
3l lmpact
LTAC Clerk Review
Describe the prior success of your evenUactivity/facility in attraction tourists.
The largest cultural celebration we hold is the Croatian Picnic which is held the 3rd
Saturday in July. No need to be Croatian, many people enjoy becoming Croatian
for the day by adding an "itch" to their last name. This is a celebration of the
largest cultural group that immigrated to our area to work in the coal mines. This is
a family friendly event that attracts people from all over the country and even the
world. This year we saw record attendance with 610 people (usually we have
between 350-400, in 2021 we had an estimated 500).
Our annual Roslyn Cemetery Clean Up day saw a decline in participation in
comparison to 2021 due to inclement weather. Despite the rain we still had B0
people helping, '18% from out of Kittitas County, and 28 didn't have family
members buried in the Roslyn Cemetery.
Memorial Day weekend also had unseasonably cold and wet weather so our
hospitality area which is usually hopping with activity only gathered 2'1 visitors
signing our guest book. Security cameras are in use at our Kiosk and we are able
to retrieve reports that provide data on how many people, animals, and vehicles
trigger the cameras. From January 1,2022 through September 21,2022 there
were 2,050 visitor groups that entered the kiosk. We also know that we are only
capturing data on people that actually visit the kiosk. The number of people that
visit the Gemetery but don't stop at the kiosk aren't tracked.
The meetings we held during the past year had an average of 35 attendees with a
hand full of people attending our meetings virtually. Our guest speakers included a
wide range of topics and speakers including an Eagle Scout that conducted his
project at one of Roslyn's Historic Cemeteries an update of projects in Roslyn
including a partnership with the Yakama Nation, a demonstration on cwu's digital
archives and special collections, and Seattle Archivist Ryan Donaldson, sharing
his journey to find out more about his African American ancestors that came to
Roslyn to mine coal in the late 1880's and '1890's. lf the speaker was amenable,
we shared the video of their presentation on YouTube. November 2022 guest
speaker Fred Krueger has rock star star status as a former teacher at CER High
School for 30 years+. Our Facebook post of him had a reach of 4,508 and the
video of his presentation has 475 views so far on our YouTube channel.
2500 character limit
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Response 3:
Measuring Results*
LTAC Clerk Review
Describe how you will promote your evenVactivity/facility to attract tourists.
We have 229 members and including our past donors and interested parties our
mailing list is double that with almost 500 households with 33% mailed out of
county and 20o/o out of state. Our email list is more extensive with an additional
150 people. We snail mail a year-end newsletter that includes a calendar of
events for the upcoming year.
We also increased our presence on social media. Our reach on Facebook this
past year was at 12,000 with 332 page visits. A good start but there is room for
improvement. As a member of the Kittitas County Chamber of Commerce we are
beginning to utilize their resources to assist us with sharing and advertising.
We created a YouTube channel to house any videos related to our events and
activities. Our two guest speakers that allowed us to share their presentations
garnered 475 and 77 views. Videos about the Roslyn Cemetery housed on our
YouTube channel have a combined 1329 views from our 7 published videos.
Our area already sees a large number of tourists. We want to increase awareness
of our unique local history and heritage sites. To do this we plan on utilizing
signage, printed materials such as brochures, and advertising through social
media, print media, and video.
2500 character limit
Application Questions. Part 3
4l Collaboration
lf your organization collaborates or has created partnerships with other organizations, groups, or other events,
how is this accomplished?
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4.1 Collaboration*
LTAC Clerk Review
This year we joined the Kittitas County Chamber of Commerce and increased our
presence with CAMAH (Cascade Association of Museums, Arts & History)with the
intent of broadening our partnerships and collaborations throughout Kittitas
County.
We partner and collaborate with over 40 businesses and organizations. Most of
these partnerships and collaborations have happened by meeting in person with
the organizer or business owner. Our group of volunteers have a broad reach and
are deeply involved with our community which allows us to establish long lasting
relationships.
We are fortunate to have a strong partnership with Central Washington
University's Department of Anthropology & Museum Studies and their Department
of Special Collections and Digital Archives. Since 2017, we have utilized students
and faculty to assist us with Ground Penetrating Radar and GIS mapping in
Roslyn's Historic Cemeteries. This partnership has continued to strengthen the
past 2 years with the use of student interns to assist with archival and online
research for inclusion on our interactive digital kiosk located at the Roslyn
Cemetery. Students created a visitor survey to be conducted this fall at the Roslyn
Cemetery providing us with more in-depth data to assist them with creating an
interpretive plan for us. This summer and fall students and faculty are conducting
Oral History interviews with long standing members of our community to capture
their stories before they are no longer with us. The Roslyn Downtown Association
has provided use of their Creative Center, a beautiful and useful space to conduct
these interviews.
Networking has increased our reach to organizations outside of Kittitas County.
lnvolvement with the Roslyn Cemetery has also provided us with the unique
opportunity to network, collaborate and partner with several organizations located
outside Kittitas County.
Virtual meetings since 2020 have provided avenues of being included in meetings
and collaborations with the Black Heritage Society of Washington, Newcastle
Cemetery & Historical Society, King County Historic Preservation Landmarks
Commission, Museum of History & lndustry, the Association of King County
Historical Organizations, Black Diamond Historical Society, and the Olympia
Genealogical Society. We anticipate these collaborations will continue.
Last year we began conversations with local lodging partners listed under 4.3 Host
Hotel.
2500 character limit
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4.2 Promoting Local.*
EUSINESS
LTAC Clerk Review
Describe how you will promote lodging establishments, restaurants, and business located in Kittitas County
We promote our business partners by including their logos in our advertising,
programs, signs, posters, flyers, and banners. These items are used prior to the
event, during the event and post event. We create a "Thank You" ad after each of
our events to recognize our partners and those businesses that we have
collaborated with.
At the Roslyn Cemetery we have a poster displayed year-round that includes our
individual donors as well as our public and corporate partners and sponsors. We
have also encouraged people to utilize businesses with prizes and gifts from those
businesses (i.e. door prizes as a result of the lodging surveys). Banners have also
been hung up for our local sponsors at our events.
2500 character limit
4.3 Host Hotel*ls there a host hotel for your event or grant project? lf yes, list the hotel.
No
Yes.;Hotel Roslyn, lron Horse
lnn B&8, Suncadia
lLodge, Digs Co.
Vacation Rentals.
5l Future Plans
Please explain what plans exist to allow this proiect to become self-sustaining. lnclude any plans for ticket
sales, event sponsors, and other cost-recovery models.
Future Plans*We have been successful in securing funding from businesses willing to support
our projects, particularly our large events and capital projects. Through data and
matrices, we will be able to gauge and monitor our success in attracting visitors
from outside of Kittitas County. Using this data, we will approach our partners and
other businesses and organizations and ask for their financial support regarding
advertising and outreach. The Croatian Picnic funds our other free events which
are open to the public including the King Coal Ceremony, events at the Roslyn
Cemetery, and guest speakers. Our events that include dinner, dancing and music
are self-sustaining and contribute to our free events. Funds from our events also
help to support our role of maintaining the Roslyn Cemetery and Coal Miners'
Memorial.
2500 character limit
Application Questions: ParL 4
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6l Additional Information
Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your
project and its benefit to tourism.
Additional lnformation Our plan in 2023 is to continue to encourage Cultural Tourism. The visitors are
here. How do we attract their attention to educate and share our unlque and
treasured heritage sites and history? And how do we spread the load and get
heads in beds during the less busy times such as during the week? This is
something we will continue to improve and work on in 2023. We will also work on
improving our use of paid lodging and the tracking that goes along with that.
2500 character limit
You may upload any supporting documents such as graphs, images, diagrams, marketing materials, etc.
Supporting Data p1.pdf 150.16KB
Supporting Data p2.pdf 28.69KB
Supporting Data p3.pdf 575.09K8
You are allowed to submit up to 3 single page (US Letter) documents in JPG, PDF or TIFF format
7l Previous Lodging Tax Grant lnformation
Supporting
Documents
Previous Years
Awarded Lodging Tax
Grants *
Overall Attendance
Past Actual*
1,162
Has your event received Lodging Tax funds in previous years?
No, this evenUproject has not previously received Lodging Tax Funding
Yes, 1 year previous
Yes, 2 years previous
Yes, 3 or more years previous
Projected *
2,000
Number of people travelling more than 50 miles for your event?
Past Actual* Projected *
209 400
Number of people traveling from outside WA State for your event?
Past Actual* Projected *
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19 30
The number of overnight guests who stay in paid accommodations in Kittitas
County for your event
Past Actual*Projected *
10039
Number of paid lodging room nights resulting from you evenVactivity/facility?
Past Actual* Projected *
59 100
Prior Year Paid
Overnight Stay Data
Past Methodology*
Prolected
Methodology*
ln addition to field above, you may upload the evidence to support the prior years' room/night information.
Overnight Lodging.pdf 25.62K8
You may upload up to three single pages (US Letter), of information. lf you a single multi-page document, only
the first three pages will be considered. The following formats, will be accepted: JPG, PDF or TIFF
What methodology did you use to calculate the 2019 actual numbers?
Direct Count (preferred)
lndirect Count
Representative Survey
lnformal Survey (preferred)
' , Structured Estimate
Other
What methodology will you use to calculate the upcoming numbers?
Direct Count (preferred)
lndirect Count
Representative Survey
' lnformal Survey (preferred)
Structured Estimate
Other
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Methodology
Narrative*
LTAC Clerk Review
Please explain.
The Roslyn Cemetery is our largest draw throughout the year. We are adding both
a digital guest book using a QR code as well as a physical visitor log for people to
fill out when visiting the cemetery. This information assists in capturing a more
accurate account of the number of visitors and where they travel from. We also
ask if they are staying in local paid lodging.
This summer CWU students created a visitor survey to be conducted on site at the
Roslyn Cemetery. This survey will be done in person and will also have a QR code
for completion on a cell phone. The survey will be conducted during Fall quarter
which begins September 21,2022. The survey not only asks where people are
visiting from but their motivation on why they chose to visit the Cemetery. This
information will assist CWU to build an interpretation plan for the Roslyn Cemetery
for our benefit.
At our events such as the Croatian Picnic we will continue to offer surveys using
door prizes to entice people to fill them out. We had great success at this year's
picnic. lt was so popular that we ran out of forms so next year we plan on printing
more forms, or possibly adding a QR code for online completion. We also
improved our tracking in 2022 using wristbands with sequential numbers to
provide a more accurate count of attendees. We will continue to work on
improving the tracking of attendees, particularly those from out of the area and
capturing lodging nights information.
We have sign in sheets to track visitors at our meetings where guest speakers are
presenting. These sheets ask if they are staying in paid overnight lodging.
2500 character limit
Application Questions: Part 5
8l Funding
Does your organization have, or have you applied for, grant funding from other sources? lf not, why not? lf yes, please
list the funding you have for the project, including any volunteer and in-kind sources in Question 9l Project Budget
Overview.
Funding sources and amounts which have not yet been secured will be listed separately, in the field(s) directly below.
Finally, what changes would occur if the project couldn't be funded?
Other Funding *Does your organization have, or have you applied for funding from other sources?
Yes ' No
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Explanation *
Funding Shortfalls*
Matching Funds
Percentage
Verification of ln-kind
Contributions
LTAC Clerk Review
lf not, why not?
We have not applied for grant funding for this project. We receive funding for
advertising from the Roslyn Downtown Association, NKC Tribune Matching Ad
Sponsorship Program, and local businesses. We will continue to request support
from these funding sources. We will also explore other sources of funding at the
state and national level through various grant programs.
We are fortunate to have broad support from various groups in the community.
Our volunteer hours shown only include hours for our events in 2022. They do not
include the thousands of volunteer hours spent in the Roslyn Cemetery each year
maintaining and improving the grounds as well as working on the various projects
throughout the 27 different cemeteries. The hours spent maintaining the Coal
Miners' Memorial are also not included.
2500 character limit
What changes will be made if funding for your request is not available or recommended?
lf we don't receive LTAC funding lor 2023 we will scale back our plans. Advertising
our large-scale events will continue, as will advertising our guest speakers but
expanding our reach outside the County will be limited. Additional planned
signage at the Coal Miner's Memorial and Roslyn Cemetery may also need to be
scaled back.
2500 character limit.
65.00
This field will auto fill with the correct percentage based on your input to budget section below.
For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must
submit veriffing documentation which assures the contribution will be provided.
ln Kind Advertising.pdf 31.55K8
9l Project Budget Overview
Please complete budget for this projecUproposal. lf your agency operates independently of this project application it
may not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to
the projecUevent for which you are requesting funding and adheres to the basic budget format shown below.
The budget must include anticipated revenues, expenditures, and any potential profit or loss. For projects/events which
are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations
(need not be consecutive) for the projecUproposal if applicable.
For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must
submit verifying documentation which assures the contribution will be provided. For instance, if you are claiming
in-kind contributions in the form of advertising match, a binding contract itemizing the matching value and obligating
each party must be provided.
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ATTENTION: ln an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are
required to be filled before this form is submitted. Providing all applicable data is your responsibility, faiture to do
so will potentially jeopardize your application's chance for review.
Budget Year
Edit if necessary 2020 2021 2022 2023
Revenues From Consolidated Lodging Tax Grant
Past Actual 3
LTAC Grant Funding $ 0.00
All Other Revenues
Account Name Past Actual 3
$ 0.00
Past Actual 3
$ 0.00
Croatian Picnic
Profits
MemorialDay
Weekend Event
Profits
$000 $000
Labor Day Weekend $ 0.00
Event
$000
ln-Kind Contributions (except volunteerism)
Account Name Past Actual 2
$000NKC Tribune
Matching Funds
Roslyn Downtown
Association
$000 $ 0.00
Past Actual 2
$ 0.00
Past Actual2
$ 0.00
$ 0.00
Past Actual 1
$ 12,375.00
Past Actual 1
$ 4490.95
$ 0.00
$000
Past Actual 1
$ 2120.00
Projected
$ 20,000.00
Projected
$ 5000.00
$ 500.00
$ 500 00
Projected
$ 3000 00
$ 0.00
$ 1000.00 $ 2000.00
John L Scott
Donation
$ 550.00
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$ 500 00
15117
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ReMax Real Estate
Jennifer
Basterrachea
The Boeing
Company Volunteer
Matching Fund
Expenses
Print Advertising
Television/Radio Ad
Digital
Marketing/Online
Advertising
Direct Mail
Printed Materials
Signage
Talent
Fees/Speakers
Facility Rentals
Equipment Rentals
$ 0.00
$ 0.00
Past Actual 3
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
Past Actual 2
$ 0.00
Past Actual2
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
Past Actual 1
$ 23035.95
Past Actual 1
$ 4200.00
$ 0.00
$ 0.00
$ 2000.00
$ 551.40
$ 112.42
$ 1B73.72
$ 350.00
$ 1138.52
Projected
$ 91900.00
Projected
$ 6200.00
$ 1000.00
$ 2000.00
$ 3000.00
$ 950.00
$ 7000.00
$ 4100.00
$ 2000.00
$ 2800.00
LIAC Clerk Review
$ 500.00 $ 500 00
$ 2000.00 $ 1000.00
Contributions of Volunteer Time
Number of Hours
Evidence of Volunteer
Contributions*
Calculated Value of
Projected Volunteer
Time
Revenue Totals
Past Actual 3
$ 0.00
Past Actual 3 Past Actual 2 Past Actual 1 Projected
1,437 2,500
Please upload a single file which offers evidence in support of the projected volunteer hours.
Volunteer Hours.pdf 29.45K8
$ 58,900.00
$000
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
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Operational
Expenses
Expense Totals
Profit & Loss
LTAC Clerk Review
$ 3330 07 $ 3500.00$ 0.00
Past Actual 3
$ 0.00
Past Actual 3
$000
$ 0.00
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
Past Actual 1
$ 13556.13
Past Actual 1
$ 9479.82
Projected
$ 32550.00
Projected
$ 59350.00
Application Certification
The applicant here certifies and affirms: 1. That it does not now, nor will it during the performance of any contract
arising from this application, unlawfully discriminate against any employee, applicant for employment, client, customer,
orother person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military
status, sexual orientation, creed, place of birth, or disability; 2. That it will abide by all relevant local, state and federal
laws and regulations and; 3. That it has read the information contained in the lnstructions on pages 1 and 2 and
understands and will comply with all provisions thereof.
Certified by
Name*Maria Adams
Applicant's Title* President
lf-app-16-03.co.kittitas.wa.us/Forms/form/submission/history/77654/85641?hideHeader=true 17t',t7
Dbpartrnent of the Treasury
lnternal Revenue Serulce
Tax Exempt and Government Entities
PO Box 2508
Cincihnati, OH 45201
ROSLYN RONAI,D CLE ELUM HERITAGE CIUB
P O BOX 916
C]LEELUM WA9S922
0t0
Drlal AU0 T4 20i8
Employer lO nombsr:
9{-18e4087
Perton to contacl / lD numtrer;
BenJamin L Davls
lD# 02030{8
Oontrct telep0one n umber:."*_-J.&77{2*6600-_
Form 990/990-El/teGil roqqlr€d i
Yes
Dear Applicant:
ln your lettet dated April 5, 2018, you roquested reclassificstion of foundatlon status as a public chuity,
Our recotds indioate you are classified as a privato foundation. You claim you,re enoneously classified as a.privato foundation and aro roquesting conection of the enor.
Based on the information you providd we dotermined you meet the requirements'for olassification as a public
charity descrjbed in IRC Seotions 509(a)(1) and 170(b)(iXAXvi) and updated our records,
lJesause yeiur tru-oxempl status wasn,t undot c.onsideratioo, you contlnue to bo classiJicd as an organi ration
exempt from federal income-tax under IRC Seatlon S0l(c)(3i.
This letter eould helprosolve questions on your foundation status, Keep it for your records.
Sincerely
Ffiin *, t (*+n
Stephen A. Martin
Dire.ctor, Exornpt Oqganizations
Rulings and Agreernents
Letter *42C (Rov. 1,201 6)
Cateloo Nurnb6r 522S6W
nator
RoSIJYT{ RONAIjD CLE EIJUtl HERITAGE
CLUB
Po BoX 916
cLE EIjIrU, }tA 98922-0000
T TERNAL RET.IEI{I'E SERVTCE
P. o. BOX 2s08
crNcrNNATr, oH 45201
DEPARTMEN,r OF T1IE TREASI,RY
Drployer rdencif icacion Nunrbor:
9l- 169408?
DLNI
2 6053516005386
Contact Pargon:
CUSTOIT{ER SSRVICE ID+ 31954
Contact Telephone Numbarl
(0??l s29-55oo
AccounElng Perlod Endlng:
Deceilbcr 3l
Form 990-PF Requiredr
Ysg
EffecE,lve Datse of Exenptiont
tlay 15, 2015
Mdendum ApplJ.es:
No
MAY 0 5 ?016
Dear Applicanbr
ife?re pleased to tell you we datormined yourre exeftpe fron federal lneoro hax
under Internal Revelluc Code (IRC) Scctlon 5O1(c) (3), mnors can dcductsqonEribution8 Chey nake t,o you rrnder IRC gection 170. You're also quallfi€d to
receivc tax deductible begreste, devlaes, tr:utgfers or gifts under Section
2055, 2106. ot 2522. Thls let!€r could help resolve questions on your exertpt
Etatus. Pleaee keep it for your records.
OrganlzationE exenqtt undcr IRC Saetlou 501(cl {3) are futthcr clasaifiod Ee
elther publtc ohariEies or privace foundat,ionE. we dsberorlned youtre a privaee
foundacion wlthln the moaning of Section 509(a).
Baeed on th6 lnformatlon you eubnlE,Ccd On your applicatioD, we approved your
request for reEroactLve relnatatenent under 9€ction ,l of Revcnue Procedure
201.1-11. Your effccBlva date ot exeupEion, as llEted aC che top of thle letter,
ie retrorclive to your datc of revocation,
Yourre raguired t,o flle Form 99O-PF, Return of Private Foundatlon or
9ectlon {9{?(al (1) Truet Tr€aEed es Prlvate Foundetlon, annullly, wheLher or
rtot you have Inconp or actJ,vJ.t,y during the yoar, If you don,t file a rcgulred
rcburn or noilce tor thrcc qonsacuEive yeqra, your oxcnrpe status w{ll bo
autornatLcal ly rcrroked.
tf so lndlcated at the Eop of thls letcEr that an addendurn applios, Ehe
encloDed addendum ie an integral pa.rt of !,his letter.
For inporEant lnfonaElon about your rcoponEibllitles a6 a E.x*-exempt
organlzation. gq to wwn.lrs.gov/chartLles. Enter r1221-PFo in the search barto vlew Publloat,ion .1221-PF, Compllanoe Gulde fof 5Ol(c) (3) Frlvate
poundatlong, whleh dcearlbea your recordkeeping, reportlng, and dLsclosure
rcqulrements.
IJ€tter 5437
ROSIJYN RONAI'D CIJE ELU'' IIERITAGE
Sincerely,
rleffrey f . qooper
Dl.rcctor, Excmpts OrganizaEions
Rullnge and Agreementg
I€tter 5437
Exhibit "B"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Branding
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism
information as follows:
A. Websites and Social Media Sites must include the County's and appropriate City's tourism
website logo or URL with an operational link to the site(s). The URL landing page must use the
correct logos and have a link to centralwashingtonoutdoor.com. Contractors must either keep
the landing page active until time of reimbursement or use a screen capture for full
reimbursement. (lf you are using a live logo as the link to CWO, please ensure the hyperlink is
shown in the screen capture). The logo must be displayed on the contractor's home page, it
must be sized no smaller lhan% inch in height and must be surrounded by appropriate white
space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or
appearance.
B. Print Advertising and Online Display Advertising of all types (including but not limited to
newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party
websites, streaming displays, social media etc.) must include the County's and appropriate
City's tourism website logo (or URL with a one-click away operational hyperlink). The URL
landing page must use the correct logos and have a link to centralwashingtonoutdoor.com.
Contractors must either keep the landing page active until time of reimbursement or use a
screen capture for full reimbursement. (lf you are using a live logo as the link to CWO, please
ensure the hyperlink is shown in the screen capture). The logo must be sized no smaller lhan%
inch in height and must be surrounded by appropriate white space to allow easy recognition and
legibility. Contractors shall not change the logo(s) in color or appearance.
C. Video Advertising of all types (including but not limited to television, online, electronic kiosks,
motion billboards, etc.) must include the County's and appropriate City's tourism website logo.
The logo must be sized no smaller than% inch in height, and must be surrounded by appropriate
white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in
color or appearance.
All logos and website information may be obtained by contacting the Director of Tourism, Kittitas
County Chamber of Commerce.
Section 2. Advertising Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere
to the following guidelines and requirements for each type of advertising media utilized.
A. Print Advertising:
L Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed al TOO% of the cost, including any production costs. To
operate exclusively outside of Kittitas County, the provider must not be physically located in
the County and/or not distribute any media within the County.
2. Print advertising placed with any media provider which operates inside Kittitas County may
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 10 days prior to
the event may be reimbursed attOO% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 A, (2)(a) above, advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County. Reimbursements will be allowed for the amount distributed
outside of Kittitas County, including any production costs.
B. Television Advertisine:
7. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursedattOO% of the cost, including any production cost.
2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed at tOO% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2B,2(al above, advertising may be reimbursed atthe rate of 7O%of
the total cost, including any production costs.
C. Online Advertising
1. Online advertising and promotion may be reimbursed at 100% of the cost, including any
production cost.
2. Streamed media (radio, television, other) requests for reimbursement must include a
statement from the media provider specifying the percentage of recipients which are
outside of Kittitas County. Reimbursements will be allowed for the percentage distributed
outside of Kittitas County, including any production costs.
D. Direct Mail:
L. Direct mail advertising may be reimbursed at LOO% of the cost, including any production
cost, for each item mailed or shipped to a destination outside of Kittitas County. ln order to
receive reimbursement, a list of the addresses and a signed statement from the contractor
that the list is accurate, or other proof of delivery, must be provided along with other
required documentation.
E. Flyers/Posters:
t. Flyers or posters which are placed outside of Kittitas County may be reimbursed at LOO% of
the cost, including any production cost. ln orderto receive reimbursement, a list of the
locations where flyers or posters were posted outside of Kittitas County, a signed statement
from the contractor that the list is accurate and a copy of the poster/flyer must be provided
along with other required documentation.
2. Banners which are placed inside of Kittitas County may be reimbursed at tOO% of the cost,
including any production costs. ln order to receive reimbursement, the banner cannot list a
specified date or location. Request can only be made one time.
3. Signage (site layout use only) which are placed inside of the venue/facility of the event may
be reimbursed at 100% of the cost, including any production costs. ln order to receive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time. (i.e. ADA Parking/Parking, Loading Zone, Evacuation Route, Bathrooms, and
Stage locations)
F. Radio Advertising
L. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed al LOO% of the cost, including any production cost.
2. Radio advertising placed with any media provider located inside of Kittitas County may be
reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed al tOO% of the cost, including any production cost.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 F,2(al above, advertising may be reimbursed at the rate of 3O% of
the total cost, including any production costs.
G. Operation Reimbursement:
t. Operation costs may be reimbursed LOO% of the paid invoice cost. ln order to receive
reimbursement operations invoice must an approved cost from the Consolidated Lodging
Tax committee members list. lnvoice provided must include notation of payment with proof
of payment.
2. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed
at LOO% of cost. ln order to receive reimbursement, a signed statement from the receiver
along with other required documentation. Mileage reimbursement subject to IRS mileage
reimbursement rates which may change annually.
3. ltems not eligible for reimbursement:
a. Salaries of employees
b. Capitol purchases- any item with 3+ years life and over 55,000.c. Licenses, permits, insurance, or credit card fees