HomeMy WebLinkAboutLT-2021-24-Roslyn HeritageLT -202L-024-ROSLYN H ERITAG E
2021 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND THE ROSLYN RONAL CLE ELUM HERITAGE CLUB
This Contract, effective January 'J,, 2O2L, 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 2O2t Roslyn Cemetery Kiosk Dedication Ceremony
("Event").
WHEREAS, the purpose of this Agreement is to provide for activities and expenditures
designed to increase tourism,
NOW THEREFORE, in consideration of the terms and conditions contained herein, or
attached and incorporated and made a part hereof, the County and the Contractor mutually agree
as follows:
Section 1. Scope of Work
a. Contractor shall provide the services and staff described in its Application for Lodging Tax
Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A"
which is attached hereto and incorporated herein by this reference.
b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the
following as required to perform the services, described in Paragraph (a) above, in
accordance with this Agreement: Personnel, labor and supervision; technical, professional
and other services. All such services, property and other items furnished or required to be
furnished, together with all other obligations performed, or required to be performed, by
Contractor under this Agreement are collectively referred to herein as "Services."
c. Contractor shall commence, perform, and complete such Services in accordance with
Exhibit "B" which is attached hereto and incorporated herein by this reference.
Section 2. Pavment
a. As full compensation for satisfactory performance of the Contractor's Services, the County
agrees to pay Contractor the sum of one thousand three hundred sixty six dollars and eighty
seven cents (S1,366.87) (City of Cle Elum 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 thousand three hundred
sixty six dollars and eighty seven cents (51,366.87) (City of Cle Elum 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 15,2022 after this date funds Iapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn: Auditor's Accounting
205 West 5th Ave - Suite 105
2027 County Lodging Tax Funding Agreement Page 7
LT -202L-O24-ROS LYN H ERITAG E
Ellensburg, WA 98926
aud itorsaccountinq@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:
o Facility Rental
. Equipment Rental
o Office Supplies
o Print Advertising
o Online Advertising
o Print materials (programs, invitations, etc.)
o Signage
. Speaker & Talent Fees
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
fo I lowi ng a dd ress: http://www.co. kittitas.wa. us/a ud itor/defa u lt.aspx
Section 3. Perform ance 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.
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
a
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LT -2O2L-O24-ROSLYN H ERITAG E
County and applicable to Services). Contractor shall furnish such documents as may be
required to effect or evidence such compliance. All laws, ordinances, rules, and orders
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, or mental handicap.
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.
leclion 4. Release, Indemnitv, 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
a
a
a
2027 County Lodging Tox Funding Agreement Page 3
LT -2O21.-O24- ROSLYN H ER ITAG E
any governmental authority; or
a Any breach of or default under this Agreement by Contractor
Section 5 Comnliance with Public Records Law
a. ln compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. ln the event a public records request is made to the County for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County shall provide notice to
Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
c. The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark, copyright or other law.
Secti on 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.
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 Contractoragreesto 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.
c
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LT.2O2L-O24-ROSLYN H ERITAG E
e. Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County as an Additional lnsured and shall stipulate that the insurance
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
Section 8. Termination
The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any
portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon
receiving such notice of termination, Contractor shall, except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice. ln the event the
County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of
the date of the notice of termination.
Section 9. Miscellaneous.
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.
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 willconstitute 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
a
c
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LT -202L-024- ROS LYN H ER ITAG E
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 1"0 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.
2027 County Lodging Tox Funding Agreement Poge 6
KITTITAS COUNTY
BOARD OF COUNTY
Cha
Vice
Mtsst RS CONTRACTOR
[Print Name
LT -2027-024- ROS LYN H E R ITAG E
&
r
Com oner 4l*t le I [Address]
Clerk of the Board
7lartr
ED AS TO FORM
Deputy Prosecuting Attorney
2027 County Lodging Tax Funding Agreement Poge 7
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2O2O*
Submittal lnstructions
& General
lnformation *
Dd you attend the &ant Application \l,brkshop - 2020 hosted by the lQlilas County Oranber of O;nnerce?
tt Yes
fNo
l? Yes,
I have read and utrdersland S.rbnittal $rstructiorrs and General lrrfornatiorr for the 202.1 Lodgirrg Tax Gant Funding
Flocess
You are strongly encouraged to compose your responses to the questions of this form with a desktop text
editor and save your work, then copy and paste the information into the form. You may also save a draft by selecting
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Organization I nformation
Name of Organization * Roslyn Ronald Cle Elum Heritage Club
Organization Address * Street Address
c/o Jana Bland
Address Line 2
PO Boxg16
fty
Cle Elum
Rrstal i Zp Code
98922
State i kovirrce I Regioir
WA
Countly
USA
Organization is a:*f Business
G Non-Profit
(Note: Please submit W-9 for business or IRS Designation Letier for non-profit.)
Click here lo viewsample documents (redacted),
Upload Proof of
Organization Status*
IRS Determination Letter.pdf
Acceptalle file fornats include: Jffi. FF or llFF.
Roslyn CemeteryKiosk@g ma il.com
64KB
Project Contact lnformation
First Name*Maria
Last Name*Adams
Phone Number*206-755-3525
- ,.*Emarl
Project or Event lnformation
ProjecVEvent Name* Roslyn Cemetery Kiosk Dedication Ceremony
Service Categories (heck all categories that apply to lhis apgication
l- Tourism promotion/marketlng
ly' Operation of a special event designed to attract tourists
V Operation of a tourism related facility
l- 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
daies or dale ranges as necessary.
Event Dates
Start Dates*
512812021
ProjecVEvent
Location *
New or Ongoing
Project/Event?*
Amount of Funding
Requested *
End Dates
513112021
Roslyn Cemetery
f Ongoing ProjecVEvent (More than four years in exisience)
6 New ProjectlEvent (Four or ferr,er years in existence)
s 1 1200.00
lf you sdected "Otgoing RojecUEvent" above this anount nay not exceed 10% of the total expense budget of ihis
project.
Funding Request Max
Tourism Seasons*Fromthe list bdow. what season will your projecl enhance tourisn? Seleci arry which apply.
[- Year-round (January - December)
l- Off Season (November - February)
17 Shoulder Season (October or March - May)
I- Higir Season (June - September)
Application Questions: Part 1
Please answer each question completely, in the order listed. Please include anysupporting data within the
response narrative.
1 | ProjecUEvent Description
Please provide a descripiion of your projecVevent.
Response 1:
Project/Event*Llescnptron
List of lntended Use of Funds*
Facility Rental
Equipment Rental
Office Supplies
Print Advertising
Online Advertising
Print materials (programs, invitations, etc)
Signage
Speaker & Talent Fees
The Roslyn Cemetery has a long and significant history in Upper Kittitas County.
The Cemeteries are a focal point for the community and families who live, or have
lived, in the community. The Roslyn Cemetery is very unique in that it consists of
27 individual cemeteries scattered across 19 acres of a raooded area within the
boundaries of the City of Roslyn. Prior to 2008 the various lodges and community
groups maintained ihe different Cemeteries. When the Roslyn Ronald Cle Elum
Heritage Club gained non-profit status they took charge of coordinating,
maintaining, and supporting the Roslyn Cemetery Complex. This includes
numerous improvements and large scale projects, the latest being a new Kiosk.
The Kiosk structure was built to provide a protected place to gather as ia,ell as to
house a new lnteractive Digital Kiosk that will provide information on the people
interred in the Roslyn Cemeteries. The structure is also intended to serve as a
place to hold graveside services, especially during the wnter months when snow
often creates challenges to observing graveside burials.
Original plans called for this project to be completed by Memorial Day 2O2A but due
to Covid-19 the projeciwas delayed and is just nowbeing completed this month
(September 2020). Another new addition to the Cemetery was also conrpleted this
past Spring, an ltalian Monument erected by the local Order Sons & Daughters of
Italy and families of ltalian descendants. To celebrate the completion of both
projects and to recognize and thankdonors, \,e had planned on holding multiple
activities including luo separate Dedication Ceremonies, during Menrorial Day
2020. We are optimistic that the activities planned for 2020 will now happen during
Memorial Day urcekend in 2021 .
The following is a draft schedule of events:
Friday Night 5l2\l21: Wine & Cheese Reception for Donors & Volunteers
Saturday 5129121:
. Dedication Ceremonies for ltalian Monument & Kiosk (including guest speakers,
dignitaries, singers, & musicians). Outdoor using new Kiosk & rental teni.
. Boulet Theatre Presents: Living History Stories portraying four people that are
interred in the Roslyn Cemeteries. Outdoor using new Kiosk & rental tent.
. Guided Cemetery Tours (throughout the Cemeieries)
. Heritage Club Dinner with Cultural Music and Dancers Open to the Public
Monday 5131121: Memorial Day Ceremony at Roslyn Cemetery (happens every
year except 2020)
2500 charader linit
2l Supporling Kittitas County as a tourism destination
1. Atiuay from their place of resrdence or business and staying overnight in paid accommodations,
2. Toa placefiftymilesormorea\Eyfromtheirplaceof resid_enceorbusinessforthedayorstayingovernight;
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 *\A,try r,uroukl tourists travel lo Ktlitas Crunty to atten{i your everrVactivitylfacility?
Memorial Day vms declared a national holiday in 1971 to commemorate all men
and \iomen who have died wliile serving in the US military. lt has also become a
time to pay respects to family members that have passed. Cemetery clean up \/ork
parties are held every year prior to Memorial Day r,leekend so the Cemetery looks
its best when family members and visitors arrive during that r.rcekend. lt is
estimated that there are 5,000 people interred in the Roslyn Cemeieries, over
1,000 in unmarked graves. Our Cemetery has a large number of internments for a
small touin. When coal mining in the area ended in 1963, the population dropped
significantly. ln Roslyn, the population reached a height of 4,000 and the current
estimate is 900. Although fer,r,er people live in the area, many people living outside
the region return to visit family, retrace their heritage, and visit lhe cemetery to pay
respects to relatives wlro are interred here. There are tour buses and multi-
generational family trips to the Cemetery. Every Memorial Day, the Heritage Club
hosts a ient for visitors to stop and have a refreshment, gather information, and
visit with other families. Our Dedication Event wll offer an opportunity for those
visitors to stay, gather, and interacl with others that are interested in the history
and cultural significance of our area.
ln November 2019 a letter rirrras sent to all members of the Roslyn Ronald Cle Elum
Heritage Club and also to people that have donated to the Roslyn Cemetery in the
past. We received personal checks from over B0 households and funds from 30
Businesses & Organizations. Of the donors, 53% reside outside Kittitas County.
This is indicative of the far reach that the Roslyn Cemetery has across the country
as i,lell as the uorld. In addition to lhe General Public, everyone on this list will be
personally inviled to the events.
We already have interest from 50 attendees outside of the county. One of the
families is planning on having some members fly up from California to attend as
they are descendants of one of the people portrayed in the Living History
Presentation segmenl. None of their family members live or have second homes
here so they wll be using local lodging as u/ell as dining locally. Since this is a
multiple night event we anticipale that a great number of attendees will also be
eating at local restaurants as the only dinner opportunity that is part of our event
will be the celebration on Saturday night.
2500 character linil
Response 2.2*
Application Questions: Part 2
Describe the prior success of you. evenl/acliviiylfacility irl attraclion tourists.
This is a new event for our organization, although we can make close comparrson
to a similar event that occurred on Memorial Weekend in 2018. On Saturday, May
26,2018 a Dedication Ceremony vras held for the new Croatian Memorial
Monument erected in lhe National Croatian Society Cemetery. This event vras held
in the Cemetery and uas well aitended with approximately 100 people in
attendance. Several Dignitaries attended including the Honorary Consul for the
Republic of Croatia uiro iraveled from New York and the Consul General wtro
traveled from Los Angeles. That evening a celebration was held at Hawthorne Hall
in Ronald with approximately 125-150 people in attendance. This information came
from ihe organizer of that eveni, Beverly Prkacin Read.
Our event will be reaching a broader audience, especially out of county visiiors
since rnire wtll be sending out invitations to our donors as r,rell as to all the members
of our Heriiage Club wtrich consists of 208 members, 70 of those members reside
outside of Kittitas County. Our list of donors and contributors for the Kiosk consists
of over 200 individual households, businesses, and organizations and the ltalian
Monumenl has a list of 67 donors and supporters. ln contrast the Croatian
Monument had 75 donors and supporters.
The format of the Dedication Ceremony will follow the structure of the 2018
Dedication Ceremony which rms proven to be a successful event. The dinner on
Saturday night also has proven success with its structure so v1,e will followthat
format uhen planning our dinner. The Living Hisiory Presenlations are newto us
bui vrle have recruited the assistance of The History Museum of Hood River County
from Hood River, Oregon that holds an annual event called Cemetery Tales. Tvro
members of our local Boulet Theatre Group have also been a part of the Zoom
meetings u,e have held with this group.
2500 character linil
3llmpact
Response 3:
Measuring Results*
Describe lrow you will promcte your eva#aclivity/facility to attract tourists.
We have a list of past donors and volunteers, all of whom will receive a personal
invitation with a schedule of events so they can plan ahead for their lodging needs.
This list consists of over 200 people, 53% u,iro reside outside of Kittitas County.
The Order Sons and Daughters of ltaly Lodge Cle Elum solicited and received
funds for their monument from 67 donors. Their organization has 1600 members
wiihin 16 lodges located in Washington and Oregon. lnformation about our event
will be shared through their group as vlell.
The Boulet Theatre Group will also share and cross advertise the event as they
are involved with the Living History Presentations part of our eveni. These
presentations share the stories of four people lhat are interred in the Roslyn
Cemetery.
Memorial Day ir,eekend is one of the busiest tourist weekends of the year in the
Upper Kittitas County and the Cemetery is of great historic and cultural interest to
visitors. We will have signage around the area to encourage tourists that are
already in our area to attend the activities that are part of our Event. This
information will also be shared at all the local hotels and lodging choices in the
Upper Kittitas County via printed materials and social media.
We also have a project with lnland Netr,ryorks who are assisting with the creation of a
video showing our newkiosk project at ihe Roslyn Cemetery. The presentation
includes an interviewwith a locai resident giving a tour of the Cemetery while
sharing stories about some of his relatives that are buried there. This video will
initially be shared with atlendees of Croatia Fest, an annual celebraiion held at the
Seattle Center in October. Since this large event uon't be held in person this year,
people will be able to view it at home and share it with others. The Croatia Fest
event began in 2004 and usually has betr.r,reen 3,000-4,000 attendees coming from
across the United States and Canada.
2500 character linit
Application Questions: Part 3
4lCollaboration
lf your organization collaborates or has created partnerships with other organizations, groups, or other
events, how is this accomplished?
4.1 Collaboration*
4.2 Promoting Local*tiustness
Organizations and business partnerships specific to this event are: Basecamp
Books & Bites, Boulet Theatre Group, Cle Elum Fraternal Order of Eagles, Order
Sons and Daughters of ltaly Cle Elum Lodqe #1868, Putnam Centennial Center,
Ronald Community Club, Roslyn Dour-rlor,rn Association, Roslyn Museum, Ryan
Anthony Donaldson Archivist, The History Museum of Hood River County Cemetery
Tales, Veterans of Foreign Wars, and Wapiti Office.
We have a large list of organizations and businesses that have supported us by
either donating in kind or providing discounted services. This entire list will be
recognized and included in our Dedication Event with opportunities for cross
promolion.
Adams Construction Management LLC, Central Nursery, Ceniral Washington
University, CJ Lighting Solutions, Comanche Pawree Mining Co., Croatian
Fraternal Union, DuBay's Concrete Co., Ellensburg Cement Products, Enconrpass
Engineering & Surveying, lnland Netraorks, Montgomery Building Design LLC,
Owen's Meats, Payne West lnsurance, Red Bird Caf6, Repin Construciion, Roslyn
Brewery, Roslyn Fraternal Order of Eagles, Select Painting, Shoemaker
Foundation, Summit ll LLC General Contractors, Suncadia Fund for Community
Enhancement, Stell Environmental, Tierra Right of Way, The Boeing Company, T-
Mobile. T&M Electric LLC, Washington State Depariment of Archaeology & Historic
Preservation, Wild Moose Construction.
2500 charader lirrit
Describe how you wrll promote lodging eslablishnerris. rqslaurants. and busirrcss located in l(titas Oounly
Since it is one of the busiest \Meekends in the Upper County, finding lodging could
provide a challenge to those that decide at the last minute to attend our event. We
will send out invitations urell in advance of our event to give people the opportunity
to make reservations for local lodging. We always have great support from local
businesses who donate. Those businesses will be recognized in the program for
our events. Many of these businesses are already contributors that are recognized
in print on the back uall of the Kiosk at the Cemetery wtrich is displayed year
round. Attendees from our events enjoy exploring local businesses as ra,ell as the
local restaurants" There are family traditions thal dictate visits to businesses thal
have been here for mulit-generations such as Glondos, Owens, Carek's, and the
Cle Elum Bakery, Historically visitors to the Cemetery have utilized lodging,
restaurants, and businesses throughout the Kittitas County. We knowthis from
discussions with visitors of the Cemetery. Our new Kiosk will have a guest book so
in the future this information can be formally captured.
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4.3 Host Hotel*ls there a host hoiel for your everrt cr grant project? lf yes. lisl the hotel.
FNo
f Yes.
5lFuture 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*The Reception on Friday night will be a private function to thank and recognize the
donors that contributed to the construction of the New Kiosk and ltalian Monument.
The rest of the events will be open to the public including the dinner on Saturday
night. Every year there is a family friendly celebration on Saturday night of
Memorial Weekend with cultural food, music, and dancing. This is held at
Hawthorne Hall in Ronald and is a self-sustaining event through ticket sales, food &
drink sales, and donations at ihe event. We are asking for funds this year in
anticipation that this venue will be too small based on our estimated attendance.
This venue also doesn't have an option to become an outdoor event if there are
still Covid-'19 restrictions in place particularly concerning indoor events. We are
planning on renling the Putnam Centennial Center in Cle Elum where u,e can rent a
large eveni tent providing more room for attendees.
lf the Living History Performances by the Boulet Theatre Group are a success this
could become it's or,r,n event with ticket sales sustaining it financially.
The Memorial Day Ceremony that occurs on Monday of Memorial Day is already an
annual evenl but does not require any funding.
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Application Questions Part 4
6l Additional lnformation
Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your
project and its bene{it to tourism.
2020 lnformation lf you had a planned event in 2020, v/hetl€r it was airle to take place or noi. please ciescribe arry successes arrd
challenges you experierrced.
Because we were not able to have large gatherings on Memorial Weekend this
year we decided to scale back our event to whai had been done in past years wth
a hospitality tent. Our new kiosk struciure was finished enough to allow us to set up
tables and provide coffee, r,mter, individually wrapped cookies, and Covid related
safety materials (masks, hand sanilizer, etc) during Memorial Day weekend. We
also provided flyers for people to take home that included information on our new
Digital Kiosk since it wasn'l installed yet. Visitors are able to access the ra,ebsiie that
is associated with the Digital Kiosk using a honre computer. On Saturday,
historically the busiest day for visitors during that weekend, we sei up a laptop
connecled to a very large screen so that we could showexamples of howthe new
Digital Kiosk i,rorks. Many visitors stopped, even if just for a brief moment to take
our flyer. We had printed 50 flyers which ute quickly distributed so we went back to
Wapiti Office to get another set. After the r.reekend we only had a handful of fliers
left so r,r,e handed out almost 100 flyers over the course of that weekend. Usually
there inas one flyer handed out per group.
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Additional lnformation We lvere able to share our project with others via Social Media. Kitiitas County
Commissioner Laura Osiadacz is one of the Board Members of our Heritage Club.
She held a Facebook Live event on Saturday, May 25th. So far the video has 966
vievrn. Here is the link to that video:
https://uanw. facebook.comllau ra.osiadac/videosl 1 02232649 1 5269842
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Supporting Documents You nay upload arry supporting docur'rents such as graphs. inrges, diagrans, narketing nuterrals, etc.
You are allowed to srbrit up lo 3 sirrgle page (L"S Letter) docurerrts in JFG. FF or 'llFF fornat
TlPrevious Lodging Tax Grant lnformation
Previous Years
Awarded Lodging Tax
Grants*
Overall Attendnace
2019 Actual*
Fbs your everrt received Lodgirg Tax funds in previous years?
{: M, this evenVproject has not previously received Lodging Tax Funding.
f Yes, 1 year previous
f Yes, 2 years previous
f Yes, 3 or more years previous
2021 Projected*
200
hr additiotr to field above, you rey u$oad lhe evidence to support the prior years' roor/night iniornulion.
You rray u$oad up to tlrree single pges (LS Letter), of itrfornutiorr. lf you a single rutti-page docunent. only lhe first
three pages will be considered. The following fornais, will be accepted: JPG, DF or llFF
Wtat nethoddogy did you use 1o crlculate the 2-019 aciual nunters?
l- Direct Count (preferred)
l- lndirect Count
l- Represeniative Survey
l- lnformal Survey (preferred)
l- Structured Estimate
[7 oiher Did not have a fcrrnal everrt in 20.19
0
Number of people travelling more than 50 miles for your event?
2019 Actual* 2021 Projected*
090
Number of people traveling from outside WA State for your event?
2019 Actual* 2021 Projected*
0 10
The number of overnight guests who stay in paid accommodations in Kittitas County
for your event
2019 Actual*2021 Projected*
70
Number of paid lodging room nights resulting from you eventlactivity/facility?
2019 Actual* 2021 Projected*
0 200
0
Prior Year Paid
Overnight Stay Data
2019 Methodology*
2021 Methodology*
Methodology
Narrative*
Wral nethoddogy will you use to calculate the upconing nunbers?
V Direct Count {preferred)
[- lndireci Count
f- Representative Survey
f7 lnformal Survey (preferred)
l- Structured Estimate
f other
Hease explain.
Our estimates are based on extrapolations from a similar event thai occurred in
2018 which \ €s also held on Memorial Day u,eekend. We are estimaiing that rne will
have a larger turn out as \rue are offering more activities during the weekend and
we are also reaching out to a larger base of individuals and businesses,
particularly ones outside of Kittitas Counly.
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Application Questions: Part 5
SlFunding
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 rnould occur if the project couldn't be funded?
Other Funding*Does your organization have. or have you ap$ied for furrdirrg fronrother sources?
l^ Yes {r No
f,;
..*hxclanatron
Funding Shortfalls*
Matching Funds
Percentage
lf rrot, why rrr.:l?
We have not applied for any grant funding for this specific event yet. We will also
be applying for funds for this event from the Roslyn Dorantolryn Association,
Suncadia Fund for Community Enhancement, NKC Tribune Matching Ad
Sponsorship Program, and other businesses.
Funds that we have received to date have all been used to pay for the new Kiosk
Structure, landscaping, parking lot improvements, digital kiosk stand and software
Our next major improvement project at the cemetery will be adding and improving
the irrigation system throughout all 27 cemeteries.
We are fortunate to have broad support from various groups in the community
where they come and assist with various clean up and improvement projects in the
Cemetery. This includes members of the Rotary Club, Ethnic Lodges, Fraternal
Organizations, Churches, local school groups, CWU students, and members of the
Roslyn Ronald Cle Elum Heriiage Club. ln 2018 we had over'100 volunteers for
one of the Cemetery Clean Up days prior to Memorial Day. Because of Covid
restrictions not allowing groups to assemble there M/as a large drop in the number
of volunteers for the Cenretery Clean Up days. Despite the State's Stay at Home
Order that was in place families \,€re still seen cleaning up gravesites and different
areas of the cemeteries.
These volunteer hours total hundreds, if not thousands of volunteers every year
For this specific event we have estimated the volunteer hours on a spreadsheel
that has been uploaded to thjs application.
This estimate doesn't include volunteer hours for the clean up and maintenance of
the Cemetery. lt also doesn't include volunteer hours to finish the websiie for the
Digital Kiosk.
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\Ahat clratrges will be nacle if funding for yc:rr requr:si is nol available or recon.nerxiecl?
Our intent is to use this funding for expenses that we normally would not have. Our
preference is to use the donations already procured for improvemenls and
maintenance of the Roslyn Cemetery. We will also seek out donations from
businesses and other community partners. lf we don't receive funding we wll scale
back our evenl pending donations from other sources.
2500 characler lirrit.
53.57
%
Tltis field will auto fill wilh tlre correct percentage based orr your input to ltudgel secltolt below
9l Project Budget Overview
Please complete budget for lhis project/proposal. 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
project/event for which you are requesting funding and adheres to the basic budget format shown below.
The budget nrust include anticipated revenues, expenditures, and any potential profit or loss. For projectslevents wlrich
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 project/proposal if applicable.
For anyclaimed 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 malch, 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.
Verification of ln-kind
Contributions
Budget Year
Edit if necessary 20'17 2018 2019
Revenues From Consolidated Lodging Tax Grant
For atry clairred itrkind contributiotrs valued at $500 or nr:re and rdated lo n-nrkelirrg/advertisinq. you nust subrril
verifying docunentatiorr which assures ihe corrtribulion will be providecl.
LTAC Grant
Funding
Past Actual 3
$ 0.00
All Other Revenues
Account Name Past Actual 3
Saturday Night $ 0.00
Dinner Ticket Sales
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
Past Actual 1
$ 0.00
Past Actual 1
$ 0.00
Past Actual 1
$ o.oo
$ 0.00
$ o.oo
Past Actual 1
2021
Projected
$ 11,200.00
Projected
$ 3000.00
Projected
$ 1000.00
$ 1000.00
$ 1000.00
Projected
1,021
ln-Kind Contributions (except volunteerism)
Account Name Past Actual 3 Past Actual 2
Roslyn Dovrrntown $ 0.00 $ 0.00
Association
Suncadia $0.00 $O.OO
OtherBusinesses& $0.00 $0.00
Organizations
Contributions of Volunteer Time
Past Actual 3 Past Actual 2
Number of Hours
Evidence of Volunteer Flease uploatl a single file which offers eviderrce ir.r supporl ol lhe projectetl volunteer hours.
Contributions* VolunteerHoursEstimateDedicationCeremony.pdf
Calculated Value of
Projected Volunteer
Time
$ 24,054.76
58.1 7KB
Revenue Totals
Expenses
Account Name
Food & Drinks
Past Actual 3
$ 0.00
Past Actual 3
$ o.oo
Past Actual 2
$ 0.00
Past Actual 2
$ o.oo
Past Actual I
$ 0.00
Past Actual '1
$ o.oo
Projected
$ 41254.76
Projected
$ 4050.00
Account Name
Permits, Fees,
lnsurance
Facility Rental
Equipment Rental
Office Supplies
Online Advertising
Print Advertising
Print Materials
Speaker & Talent
Fees
Signage
Expense Totals
Profit & Loss
Past Actual 3
$ 0.00
$ o.oo
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ o.oo
$ 0.00
Past Actual 3
$ 0.00
Past Actual 3
$ 0.00
Past Actual 2
$ 0.00
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ 0.00
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
Past Actual 1
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ o.oo
$ o.oo
$ o.oo
$ 0.00
Past Actual 1
$ 0.00
Past Actual 'l
$ o.oo
Projected
$ 1000.00
$ 1500.00
$ 4200.00
$ 100.00
$ 200.00
$ 1000.00
$ 500.00
$ 3500.00
$ 200.00
Projected
$ 16250.00
Projected
$ 25004.76
Application Certification
The applicant here certifies and affirms: 1. That it does not now, nor will it during the performance of any contraci arising
from this application, unlawfully discriminate against any employee, applicant for employment, clieni, customer, or other
person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, sexual
orientation, creed, place of birth, or disability; 2. That it will abide by all relevant local, state and federal lar,rn and
regulations and; 3. That it has read the information contained in the lnstruciions on pages 1 and 2 and underslands and
will comply with all provisions thereof.
Certified by:
Name*
Applicant's Title *
Maria Adams
Roslyn Cemetery Kiosk Dedication
Ceremony Chair
Sign
Exhibit "8"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Branding
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism
information as follows:
A. Websites and Social Media Sites must include the County's and appropriate City's tourism
website logo or URL with an operational link to the site(s). The 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 alltypes (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 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 Advertisine of all types (including but not limited to television, online, electronic kiosks,
motion billboards, etc.) must include the County's and appropriate City's tourism website logo.
The logo must be sized no smaller than% inch in height, and must be surrounded by appropriate
white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in
color or appearance.
All logos and website information may be obtained by contacting the Director of Tourism, Kittitas
County Chamber of Commerce.
Section 2. Advertising Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere
to the following guidelines and requirements for each type of advertising media utilized.
A. Print Advertising:
1. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed at 70O% 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 1,0O% 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, (21(al 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. Televisi Advertisins:
1. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursed at L00% 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 1.OO% 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(al above, advertising may be reimbursed at the rate of 70% of
the total cost, including any production costs.
C. Online Advertisins:
L. Online advertising and promotion may be reimbursed at 100% of the cost, including any
production cost.
2. Streamed media (radio, television, other) requests for reimbursement must include a
statement from the media provider specifying the percentage of recipients which are
outside of Kittitas County. Reimbursements will be allowed for the percentage distributed
outside of Kittitas County, including any production costs.
D. Direct Mail:
1'. Direct mail advertising may be reimbursed at 100% of the cost, including any production
cost, for each item mailed or shipped to a destination outside of Kittitas County. ln order to
receive reimbursement, a list of the addresses and a signed statement from the contractor
that the list is accurate, or other proof of delivery, must be provided along with other
required documentation.
E. Flvers/Posters
1. Flyers or posters which are placed outside of Kittitas County may be reimbursed at I0O% of
thecost,includinganyproductioncost. lnordertoreceivereimbursement,alistofthe
locations where flyers or posters were posted outside of Kittitas County, a signed statement
from the contractor that the list is accurate and a copy of the poster/flyer must be provided
along with other required documentation.
2. Banners which are placed inside of Kittitas County may be reimbursed al 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 at I00% 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 atI0O% 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:
1,. Operation costs may be reimbursed 100% of the paid invoice cost. ln order to receive
reimbursement operations invoice must an approved cost from the Consolidated Lodging
Tax committee members list. lnvoice provided must include notation of payment with proof
of payment.
2. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed
at I0O% 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