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HomeMy WebLinkAboutLT2026-009 ELLENSBURG DOWNTOWN ASSOCIATION FINAL-1 LT-2026-009 ELLENSBURG DOWNTOWN ASSOCIATION _______2026 County Lodging Tax Funding Agreement Page 1 2026 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND ELLENSBURG DOWNTOWN ASSOCIATION This Contract, effective January 1, 2026, is made and entered into by and between KITTITAS COUNTY acting as agent for and on behalf of the CONSOLIDATED LODGING TAX COMMITTEE (“County”), and ELLENSBURG DOWNTOWN ASSOCIATION (“Contractor”) for DOWNTOWN ELLENSBURG YEAR-ROUND EVENTS & PROMOTION (“Event”). WHEREAS, the purpose of this Agreement is to provide for activities and expenditures designed to increase tourism, and; WHEREAS, the constituent members of the Consolidated Lodging Tax Committee are Kittitas County, City of Roslyn, City of Cle Elum, and the City of Ellensburg (the cities are individually and collectively referred to in this Agreement as “City”); 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 resources described in its Application for Lodging Tax Funds submitted to the Lodging Tax Advisory Committee, attached as Exhibit “A” which is incorporated herein by reference. b. To perform the services described in Paragraph (a) above and in accordance with this Agreement, Contractor shall furnish necessary equipment, property, personnel, labor, supervision, and all necessary 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 the “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. Compensation. a. Pursuant to the grant award for year 2026, the maximum compensation allowed under this Agreement is $47,600. b. Compensation under this Agreement shall be provided on a reimbursement basis upon submission of a proper reimbursement request accompanied by the required supporting documentation for the applicable expenses (including, without limitation, receipts and invoices). c. Reimbursable expenses must be incurred between January 1, 2026, and December 31, 2026. All reimbursement requests must be submitted no later than January 11, 2027, at 5:00 p.m. LT-2026-009 ELLENSBURG DOWNTOWN ASSOCIATION _______2026 County Lodging Tax Funding Agreement Page 2 d. Requests for reimbursements must be submitted to: Kittitas County Auditor Attn: Auditor’s Accounting 205 West 5th Ave – Suite 105 Ellensburg, WA 98926 auditorsaccounting@co.kittitas.wa.us e. Reporting requirements of your events will be required on prescribed forms from the County Auditor. f. Contractor is eligible to claim reimbursement only for the following items and in the amounts specified below: • Promotional items • Marketing collateral print/production • Entertainment • Photography/videography • Event rentals/support vendors/event supplies • Advertising: Radio/print/digital/social media • Signage (maps, kiosks, banners, downtown guides) No Capital • Website development /maintenance/usage fee’s (tourism/event-specific pages, SEO) • Program Related Subscriptions and Memberships g. For event-related expenses, Contractors shall submit all reimbursement requests, together with the required supporting documentation, in no more than two (2) reimbursement requests submitted at the conclusion of the applicable event. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f). h. Contractors must complete the Lodging Tax Reimbursement online training course provided by the County Auditor’s office prior to submitting a reimbursement request. Requests for reimbursement will not be accepted or approved by the County Auditor prior to the training being completed. The training may be found online at the Kittitas County Auditor’s website at the following address: http://www.co.kittitas.wa.us/auditor/default.aspx i. Lodging Tax funds provided under this Agreement shall be used solely for the activities, operations, and expenditures expressly authorized herein. If the Contractor: (i) fails to expend the Lodging Tax funds in accordance with this Agreement, and/or (ii) uses such funds for any unauthorized purpose, then any funds received and not properly expended or accounted for shall, without prejudice to any other available remedy or penalty, be repaid to the County together with interest at the rate of twelve percent (12%) per annum. LT-2026-009 ELLENSBURG DOWNTOWN ASSOCIATION _______2026 County Lodging Tax Funding Agreement Page 3 Section 3. General Terms and Conditions. a. Assignment and Subcontracting: This Agreement may not be assigned or subcontracted in whole or in part without the express prior written approval of the County. Any such assignment or subcontracting without the County’s prior written consent shall be voidable at the County’s option. b. Independent Contractor: Contractor’s services shall be furnished by Contractor as an independent contractor, and nothing stated herein shall be construed to create a relationship of employer-employee or a guarantee of future employment. Contractor acknowledges that its entire compensation under this Agreement is specified in Attachment "B", and that Contractor is not entitled to any County benefits, including but not limited to: vacation pay, holiday pay, sick leave pay, medical, dental, or other insurance benefits, or any other rights or privileges afforded to County employees. c. Nondiscrimination: Contractor will not discriminate against any recipient of any services or benefits provided for under this Agreement on the grounds of age, race, creed, color, national origin, citizenship or immigration status, sex, sexual orientation, marital status, honorably discharged veteran or military status, or the presence of any sensory, mental or physical disability or the use of a trained dog guide or service animal by a person with a disability. d. Right to Review; Maintenance of Records: This Agreement is subject to review by any Federal or State auditor. The County or their designee shall have the right to review and monitor the financial and service components of the work performed under this Agreement by whatever means are deemed expedient by the County. Such review may occur with or without notice, and may include, without limitation, on-site inspection, inspection of all records or other materials which the County deems pertinent, and any and all communications with or evaluation by service recipients under this Agreement. Contractor shall preserve and maintain all records relating to this Agreement for six (6) years after termination or expiration of the Agreement, and upon request shall make them available for review by any Federal or State auditor, the County and/or any persons authorized by the County. 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. e. Taxes: Contractor understands and acknowledges that neither the County will not withhold Federal or State income taxes from payments made to Contractor. Where required by State or Federal law, Contractor authorizes the County to make withholding for any taxes other than income taxes (e.g., Medicare). All compensation received by Contractor will be reported to the Internal Revenue Service at the end of the calendar year in accordance with applicable IRS regulations. It is the responsibility of Contractor to make its necessary estimated tax LT-2026-009 ELLENSBURG DOWNTOWN ASSOCIATION _______2026 County Lodging Tax Funding Agreement Page 4 f. payments throughout the year, if any, and Contractor is solely liable for any tax obligation arising from Contractor’s performance of this Agreement. The County will pay sales and use taxes imposed on goods or services acquired hereunder as required by law. Contractor must pay all other taxes, including but not limited to: business and occupation tax; or taxes based on (1) Contractor’s gross or net income, or (2) personal property to which the County does not hold title. The County is exempt from federal excise tax. g. Non-Transferability of Grant Assets: The Grantee is prohibited from pledging, mortgaging, assigning, or otherwise encumbering any grant funds or property acquired or improved with such funds. Any such attempt shall be considered null and void and unenforceable against Kittitas County. Section 4. Indemnification. To the fullest extent permitted by law, Contractor agrees to indemnify, defend and hold the County and their departments, elected and appointed officials, employees, agents and volunteers, harmless from and against any and all claims, damages, losses and expenses, including but not limited to court costs, attorney's fees and alternative dispute resolution costs, for any personal or bodily injury, sickness, disease or death, for any damage to or destruction of any property (including the loss of use resulting therefrom), and for any other claims, damages, losses, and expenses sustained by the County, which (1) are caused in whole or in part by any act or omission, negligent or otherwise, of Contractor, its employees, agents or volunteers, or Contractor’s subcontractors, their employees, agents or volunteers; or (2) are directly or indirectly arising out of, resulting from, or otherwise connected with the performance of this Agreement; or (3) are based upon Contractor’s or its subcontractors’ use of, presence upon or proximity to the property of the County. This indemnification obligation of Contractor shall not apply in the limited circumstance where the claim, damage, loss or expense is caused by the sole negligence of the County. This indemnification obligation of Contractor shall not be limited in any way by the Washington State Industrial Insurance Act, RCW Title 51, or by application of any other workmen's compensation act, disability benefit act or other employee benefit act, and Contractor hereby expressly waives any immunity afforded by such acts. The foregoing indemnification obligations of Contractor are a material inducement to the County to enter into this Agreement, are reflected in Contractor’s compensation, and have been mutually negotiated by the parties. The County reserves the right, but not the obligation, to participate in the defense of any claim for damages, losses or expenses, and such participation shall not constitute a waiver of Contractor’s indemnity obligations contained in any section of this Agreement. In the event Contractor enters into subcontracts to the extent allowed under this Agreement, each such subcontractor shall indemnify the County on a basis equal to or exceeding Contractor’s indemnity obligations to the County. LT-2026-009 ELLENSBURG DOWNTOWN ASSOCIATION _______2026 County Lodging Tax Funding Agreement Page 5 Section 5. Termination. a. This Agreement may be terminated at any time by mutual written agreement of the parties. b. The County, by giving written notice, may terminate this Agreement at any time without cause and without further obligation to Contractor except for payment due for deliverables provided and/or services performed prior to the effective date of termination. An equitable adjustment in the contracted price for partially completed tasks will be made by the County, but such adjustment shall not include compensation for loss of anticipated profit on uncompleted work. c. If Contractor defaults by failing to perform any of its obligations under this Agreement, or becomes insolvent, is declared bankrupt or commits any act of bankruptcy or insolvency, or makes an assignment for the benefit of creditors, the County may, by written notice to Contractor, terminate the Agreement, and at the County's option, obtain performance of the work elsewhere. If the Agreement is terminated under this paragraph, Contractor shall not be entitled to receive any further payments under this Agreement until all of its obligations hereunder have been fully performed, and any extra cost or damage to the County shall be deducted from any money due or coming due to Contractor. Furthermore, in the event of termination under this paragraph, Contractor shall bear the costs of any extra expenses incurred by the County in completing the work, and all damages sustained, or which may be sustained, by the County. d. If the termination results from acts or omissions of Contractor, including but not limited to misappropriation of funds provided hereunder, nonperformance of required services, and/or fiscal mismanagement, Contractor shall return to the County immediately any funds, misappropriated or unexpended, which have been paid to the Contractor by the County, together with applicable interest calculated at the rate of twelve percent (12%) per annum. e. Termination of this Agreement by any means provided herein shall not excuse any party’s performance of its obligations hereunder through the effective date of termination, except that the County shall not be obligated to pay for services that have not been performed or deliverables that have not been provided. Section 6. Miscellaneous. a. Cities as a Party. The other constituent members of the Consolidated Lodging Tax Committee (Cities of Roslyn, Cle Elum, and Ellensburg) are not direct parties to this Agreement but are intended third-party beneficiaries of this Agreement and to the extent set forth herein certain of its provisions are for the benefit of these Cities and are enforceable by these Cities in their own names (collectively and/or individually) and in their capacities as Washington municipal corporation(s). LT-2026-009 ELLENSBURG DOWNTOWN ASSOCIATION _______2026 County Lodging Tax Funding Agreement Page 6 b. Contractor Commitments, Warranties, and Representations: Contractor represents and warrants as follows: b.1. Contractor represents that it has been duly authorized by the County to enter into this Agreement and to perform the obligations set forth herein. Contractor warrants that it possesses all necessary legal authority to enter into and perform this Agreement. b.2. Contractor has the authority to execute this Agreement, to make the representations and warranties set forth herein, and to perform its obligations hereunder. b.3. This Agreement has been validly executed by an authorized representative of Contractor and constitutes a valid and legally binding and enforceable obligation of Contractor. b.4. Contractor holds, or will obtain prior to commencing work under this Agreement, such licenses, permits and other authorizations from federal, state and local governmental authorities, or from any applicable industrial or professional certification or licensing bodies, as are necessary for the lawful performance of its obligations under this Agreement, and will maintain such throughout the term of this Agreement. b.5. Contractor 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. Contractor is not subject to any order or judgment of any court, tribunal or governmental agency which materially and adversely affects its operations or assets in the State of Washington, or its ability to perform its obligations under this Agreement. b.6. Contractor is not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency. b.7. None of the representations or warranties in this Agreement, and none of the documents, statements, certificates or schedules furnished by Contractor in connection with the performance of the obligations contemplated under this Agreement, contains or will contain any untrue statement of a material fact or omits or will omit a material fact necessary to make the statements of fact contained therein not misleading. c. Waiver: The waiver of any default or breach of this Agreement, or the failure of a party to enforce any provision hereof or to exercise any right or privilege hereunder, shall not be deemed to waive any prior or subsequent default or breach, the enforcement of any provision hereof, or the exercise of any right or privilege hereunder, unless otherwise stated in a writing, signed by the parties hereto. LT-2026-009 ELLENSBURG DOWNTOWN ASSOCIATION _______2026 County Lodging Tax Funding Agreement Page 7 d. Ownership of Items Produced: All writings, programs, data, reports, films, recordings, or other materials prepared by Contractor and/or its consultants or subcontractors, in connection with the performance of this Agreement, shall be the sole and absolute property of the County. The County will have all rights of ownership therein, including but not limited to the right to use, copyright, trademark, and/or patent, and the ability to transfer any or all ownership rights. e. Complete Agreement: This Agreement constitutes the entire agreement between the parties and supersedes any and all other agreements, understandings, negotiations and discussions, oral or written, express or implied, regarding the work to be performed hereunder. The parties agree that no other representations, inducements, promises, agreements, or warranties relating to this Agreement, oral or otherwise, have been made between the parties. Except as provided elsewhere in this Agreement, no modification or waiver of this Agreement shall be valid or binding unless in writing and signed by the parties. f. Notice: 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. 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. g. Headings: The headings of sections and paragraphs of this Agreement are for convenience of reference only and are not intended to restrict, affect, or be of any weight in the interpretation or construction of the provisions of such sections or paragraphs. h. Severability: If 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 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 to be severable.. i. Venue and Choice of Laws: In the event that any litigation should arise concerning this Agreement, the venue for such action shall be in the Superior Court of the State of Washington in and for the County of Kittitas. This Agreement shall be governed by the laws of the State of Washington. j. Force Majeure; Termination without Liability. 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 LT-2026-009 ELLENSBURG DOWNTOWN ASSOCIATION _______2026 County Lodging Tax Funding Agreement Page 8 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. k. Time: Time is of the essence in the performance of this Agreement unless otherwise agreed between the parties in a signed writing. l. Construction: This Agreement has been mutually reviewed and negotiated by the parties, and should not be construed against the drafter. m. Agreement Not for Benefit of Third Parties: This Agreement is entered into solely for the benefit of the parties hereto and vests no rights in, nor is it enforceable by, any third parties. LT-2026-009 ELLENSBURG DOWNTOWN ASSOCIATION _______2026 County Lodging Tax Funding Agreement Page 9 KITTITAS COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACTOR ________________________________ ______________________________ Chair [Print Name] ________________________________ Vice Chair [Sign Name] Commissioner [Address] Telephone] Date signed: ________________________________ ATTEST: _________________________ Clerk of the Board Letter to Prospective Applicants Dear Prospective Applicants, Thank you for considering applying for the 2026 Lodging Tax Fund. As a crucial part of our community's efforts to bolster tourism and enrich our local culture, we are excited to outline the specific goals and priorities of the Consolidated Lodging Tax Committee for the upcoming year. Our committee is dedicated to supporting events that not only draw visitors to our community but also contribute to its long-term vitality and prosperity. To this end, we are particularly focused on the following criteria for 2026: Off-Season Events: We are eager to fund events that take place during off-peak times, as these have the potential to stimulate economic activity during typically slower periods. Priority will be given to proposals for new events that diversify our community's offerings and attract visitors throughout the year. Uniqueness of Event: We seek events that stand out for their originality, creativity, and distinctiveness. Whether through innovative programming, cultural significance, or immersive experiences, we are interested in supporting events that capture the imagination and leave a lasting impression on attendees. Community Support and Strategic Alignment: It is essential that funded events have a tangible impact on the community in which they are held and align with its strategic goals. We encourage applicants to demonstrate how their event will contribute to local businesses, promote cultural exchange, or enhance community well-being, among other objectives. Emphasis on Tourism from Outside the 50-Mile Radius: Proposals should outline strategies for marketing and outreach to attract visitors from neighboring regions and beyond, thereby maximizing the economic and cultural benefits of the event. (RCW 67.28.1816) We believe that by prioritizing these criteria, we can support events that not only drive tourism but also foster community engagement, stimulate economic growth, and showcase the unique identity of Kittitas County. We encourage all interested applicants to carefully review the guidelines and criteria outlined in the application materials and to submit proposals that align closely with our goals and priorities. Together, we can create memorable experiences that enrich our community and leave a lasting legacy for years to come. Thank you for your interest in the 2026 Lodging Tax Fund. We look forward to receiving your applications and working together to make Kittitas County a vibrant destination for visitors and residents alike. Sincerely, Consolidated Lodging Tax Committee EXHIBIT A LTAC Application 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 the button at the bottom of this page. When you do this you will be logged out and must log back in to continue. In order to save a draft you will need to provide an email address and a password. After completing the save draft, you will be redirected to landing page containing a link to log back into the form. We suggest you save this link as a bookmark. The link will also be sent to you in an email. Did you attend the Grant Application Workshop for the current year hosted by the Kittitas County Chamber of Commerce?* Confirmation and Acknowledgement:* Name of Organization * Organization Address * Organization Classification * Upload Proof of Organization Status (NOTE: incorrect/incomplete documentation will disqualify the application)* NOTE: The project contact listed below MUST be a volunteer/member/employee of the organization requesting funds. First Name * Last Name * Yes No I have read and understand Submittal Instructions and General Information for the Lodging Tax Grant Funding Process. I acknowledge that a representative for my organization will need to attend (either virtually or in-person) the oral presentation meeting to answer questions. Organization Information Ellensburg Downtown Association City Ellensburg State / Province / Region WA Postal / Zip Code 98926 Country USA Mailing Address 109 E 3RD AVE STE 1 Business Non-Profit Click here to view sample documents (redacted). Acceptable file formats include: JPG, PDF or TIFF 501c-3 State letter.pdf 51.89KB Project Contact Information Teresa Chanes Phone Number * Email * Project/Event Name * Project/Event Location * New or Ongoing Project/Event?* 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.* Start Dates *End Dates Service Categories * Tourism Seasons * Amount of Funding Requested * Funding Request Max 1| Project/Event Description 509-962-6246 director@ellensburgdowntown.org Project or Event Information Downtown Ellensburg Year-Round Events & Promotion Downtown Ellensburg, WA Ongoing Project/Event (More than four years in existence) New Project/Event (Four or fewer years in existence) 1/1/2026 12/31/2026 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 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) If you selected "Ongoing Project/Event" above, this amount may not exceed 10% of the total expense budget of this project. 60000.00$ 467,000.00 Please answer each of the following questions completely, in the order listed. Please include any supporting data within the response narrative. Application Questions: Part 1 Response 1.1: Please provide a description of your project/event.* Response 1.2: Please provide us link to a brief video summary of you organization's event/project.* The Ellensburg Downtown Association (EDA) produces and markets a year-round calendar of events that attract visitors, increase overnight stays, and strengthen Ellensburg’s economy and reputation as a premier destination in Kittitas County. Through signature events and broad marketing campaigns, we showcase the vibrancy of downtown while delivering measurable tourism impact. Annual Tourism Events: Girls Night Out (Spring & Holiday): Hundreds attend for shopping, dining, and entertainment, with many pairing the event with mid-week overnight stays. Hoedown in the Downtown: Free outdoor concert that kicks off the world-famous Ellensburg Rodeo and Fair, drawing thousands with headliners, a beer garden, food, and family activities. Buskers in the Burg: Arts-centered festival featuring street performers, live music, and children’s activities that attract families and cultural tourists. Night Market Series (Summer & Winter) transforms downtown into a festival marketplace with 30+ vendors, food trucks, and live music, building Ellensburg’s reputation as an arts and culture destination. Holiday Series: Girls Night Out Holiday, Plaid Friday, Holiday Night Market, and Moments to Remember Tree Lighting together attract thousands seeking a festive small-town holiday experience. Tourism Marketing: LTAC funding also supports year-round destination marketing, targeted digital ads in Puget Sound, Spokane, Yakima, and Tri-Cities; regional print placements; professional photo/video; and proactive media outreach that has secured features in SIP Magazine, NW Travel, KIMA TV, and the Daily Record. These efforts keep Ellensburg top-of-mind for regional travelers both during and outside event weekends. Strategic Alignment: This work directly supports the Kittitas County Tourism Strategic Plan, which identifies Seattle-Tacoma- Bellevue, Yakima, Spokane, and Portland-Vancouver-Hillsboro as top visitor markets and calls for “spreading tourism benefits countywide, supporting downtown districts as cultural destinations, and promoting shoulder-season tourism.” By expanding marketing reach and elevating these signature events, the EDA ensures more visitors experience Ellensburg’s hospitality, creating measurable benefits for lodging, dining, and downtown businesses. 2500 character limit Note: You MUST be present at the Q&A meeting to qualify for funding. https://youtu.be/OrLK8ZpdO-c Response 1.3: List of Intended Use of Funds * Note: This language will be related in the contract if awarded. The CLTAC cannot approve funds not listed under RCW 67.28.1816. However, the committee has the right to be more restrictive. Promotional items Marketing collateral print / production Entertainment Photography / videography Reporting / analytics tools Event rentals / support vendors / event supplies Advertising: Radio/ print/digital / social media Employee & Board travel and training Wayfinding signage (maps, kiosks, banners, downtown guides) Website development / maintenance / usage fee's (tourism/event-specific pages, SEO) Beautification tied directly to tourism (seasonal décor, planters, lighting) Program Related Subscriptions and Memberships 2| Supporting Kittitas County as a tourism destination. 1. Away from their place of residence or business and staying overnight in paid accommodations; 2. To a place fifty miles or more away from their place of residence or business for the day or staying overnight; 3. Or from another country or state outside of their place of residence or business. You must provide the evidence utilized in determining your projections. Response 2.1: Why would tourists travel to Kittitas County to attend your event/activity/facility?* Tourists come to Ellensburg for the charm of our historic downtown, its cultural traditions, and the variety of unique experiences offered throughout the year: Girls Night Out delivers an energetic mid-week evening of shopping, raffles, and entertainment, unlike any other retail event in the region. Hoedown in the Downtown brings nationally recognized music acts to a free outdoor concert, drawing fans from across Washington as part of the Rodeo & Fair kickoff. As a partner event of the Ellensburg Rodeo, we often see event attendance from rodeo contestants and families. Buskers in the Burg highlights arts, music, and family fun, making it a must-visit creative festival. This event has ties to the Fremont Solstice parade and is a big draw due to the Blue Bear Puppet Lab. Night Market Series offers visitors a festival-style experience with food trucks, micro-retailers, and live entertainment, turning downtown into a summer and winter market, on a mid-weeknight that typically doesn't have as much going on. Downtown for the Holidays: Provides a quintessential small-town holiday experience with shopping promotions, a tree lighting, and community gathering, as strong draw for Seattle-area visitors seeking a festive getaway. Overall, people who are looking to escape from the hustle and bustle of their busy metropolitan lives can attend events in Ellensburg for a much-needed escape. Ellensburg provides something for everyone as a creative district, historic district, art hub, wine scene, unique shopping experiences, and rural heritage we provide something for everyone. Additionally, we are aware of the growing sports recreation market that is infiltrating Ellensburg on the weekends. We are working to find ways that we can attract to this market of people who are coming into town for sports, but during downtime, they’re finding recreation in our downtown shops, wineries, and restaurants. 2500 character limit 3| Impact Response 2.2: Describe the prior success of your event/activity/facility to attract tourists.* EDA events have a strong record of attracting out-of-county visitors and generating measurable economic impact. With 2025 lodging tax funds, we have already seen significant increases in attendance and engagement, with more than half the year ’s events still ahead. From January–September 2025, website traffic grew by 35% compared to the same period in 2024, and overall event attendance has increased by 18%, reflecting the direct impact of enhanced LTAC-supported marketing. Girls Night Out (Spring 2025): 370 bingo cards distributed; 18% completed by visitors from outside Kittitas County (Seattle, Spokane, Yakima, Oregon, California). Businesses reported strong results, including Gard Vintners selling 117 bottles of wine in one evening (vs. 25–30 typical). Raffle ticket sales equated to $22k–$44k in estimated revenue. Social media reached 20,000+, with 25% non-followers. Hoedown in the Downtown (2025): Attendance exceeded 1,200, with ~15% out-of-town visitors tied to the headliner. A $300 ad spend produced 79,000+ boosted views, while Messenger ads generated 101,000 impressions, 2,530 taps, and 561 hours of exposure. LTAC funds allowed us to book regional/national talent, broadening the statewide draw. Night Market Series (2025): Mid-week event, 800+ attendees per market, with 280 in the first hour (tracked at entrances). More than 30 vendors participated alongside food trucks and live entertainment. Coverage by KIMA TV and the Daily Record expanded regional visibility. Holiday Series (2024): The “Moments to Remember” tree lighting drew 1,000+, many from Puget Sound seeking a traditional holiday experience. Girls Night Out Holiday and Plaid Friday reinforced Ellensburg as a regional shopping destination. My Ellensburg’s partnership with Seattle Refined promoted Ellensburg as a festive getaway. Buskers in the Burg is an event that highlights many types of performance art. With ties to the Fremont Solstice Parade and added draw due to the larger-than-life puppets from Blue Bear Puppet Lab, this event draws crowds from across the state. These results demonstrate consistent visitor demand, strong ROI on LTAC-supported marketing, and direct alignment with the county’s tourism strategy, which identifies Seattle-Tacoma-Bellevue, Yakima, Spokane, and Portland-Vancouver-Hillsboro as top visitor markets. 2500 character limit Application Questions: Part 2 Response 3: Describe how you will promote your event/activity/facility to attract tourists.* 4| Collaboration The EDA uses a layered marketing strategy that combines targeted advertising, organic engagement, media outreach, and partnership-driven promotion: Digital Advertising: Paid boosts on Facebook, Instagram, Google Ads, and Messenger campaigns targeting Puget Sound, Spokane, Yakima, and Tri-Cities. Past campaigns have delivered 100,000+ impressions with higher than average click-through- rates (CTR’s) Social Media Engagement: Organic reach consistently exceeds 20,000 users leading into major events, with strong non-follower engagement (e.g., 51.6% of viewers on Girls Night Out’s map post were not followers). Press & Media Outreach: Proactive outreach has secured features in SIP Magazine, NW Travel Magazine, KIMA TV, and the Daily Record - positioning Ellensburg as a regional destination. Print & Visitor Materials: Posters, brochures, rack cards, downtown maps, large format printing and regional visitor guide advertising expand reach to tourists planning trips. Website & Email Marketing: The EDA’s website provides event details, lodging links, and a downtown directory; email campaigns target thousands of regional subscribers. Professional photography and videography: This will help to paint the picture for visitor and then can be applied to all of the above outlets. Partner Advertising: Through our partnership with MyEllensburg, events are promoted across their digital platforms and visitor channels, extending our reach into broader markets and aligning Ellensburg events with countywide tourism campaigns. This strategy directly supports the Tourism Plan’s recommendation of “spreading tourism benefits countywide, supporting downtown districts as cultural destinations, and promoting shoulder-season tourism to balance visitor flow” (Tourism Plan, pp. 10–11, 46–47). 2500 character limit Application Questions: Part 3 Response 4.1: If your organization collaborates or has created partnerships with other organizations, groups, or other events, how is this accomplished?* Response 4.2: Describe how you will promote lodging establishments, restaurants, and business located in Kittitas County * Response 4.3: Is there a host hotel for your event or grant project? If yes, list the hotel.* 5| Future Plans The Ellensburg Downtown Association operates through a partnership model that amplifies tourism impact with shared planning, cross-promotion, and on-the-ground support. Our work is rooted in collaboration across the community: Municipal & Economic Development Partners – City of Ellensburg (permits, logistics, beautification), Kittitas County Chamber/My Ellensburg (visitor outreach and media), and Ellensburg Rodeo & Kittitas County Fair (Rodeo Week alignment and audience crossover). Central Washington University – Central Washington University brings student and faculty audiences, volunteers, and performers, with direct integration through events like CWU Night Out. Business & Property Owners – Local businesses fuel tourism through sponsorships, in-store activations (raffles, event participation, extended hours), and vendor participation that keeps spending centered downtown. Arts & Culture – Local artists, musicians, Blue Bear Puppet Lab, and cultural groups deliver signature programming such as Buskers in the Burg and the Night Market. Nonprofits & Civic Groups – Community organizations, and volunteers contribute over 2,000 hours annually, supporting staffing, day of event production, and family-friendly programming. Regional Media & Influencers – Partnerships extend our reach into 50+ mile markets through cross-posting and story placements. 2500 character limit EDA’s website is directly linking to sites like My Ellensburg and a downtown directory that will link visitors to shops, restaurants, and downtown amenities and lodging. EDA’s events and marketing campaigns are designed to drive tourism dollars directly into Kittitas County’s lodging, dining, and retail sectors: Lodging Promotion: Event pages and digital ads encourage visitors to “make a weekend of it,” with direct links to hotels and lodging partners on the EDA website. Restaurant & Retail Integration: Events like Girls Night Out, Night Market, and Plaid Friday incorporate local businesses directly into programming through bingo cards, raffle prizes, vendor booths, and shopping promotions. Food & Beverage Partnerships: Hoedown features a beer garden with local breweries; Night Market highlights food trucks and local eateries; Girls Night Out incorporates wineries and restaurants. Visitor Maps & Guides: Printed and digital maps distributed at events and high traffic areas around town highlight lodging, dining, and retail, making it easy for visitors to extend their time downtown. This aligns with the county’s goal of “spreading tourism benefits countywide, supporting downtown districts as cultural destinations, and promoting shoulder-season tourism to balance visitor flow” (Tourism Plan, pp. 10–11, 46–47). 2500 character limit No Yes Response 5: Please explain what plans exist to allow this project to become self-sustaining. Include any plans for ticket sales, event sponsors, and other cost-recovery models.* The EDA uses a diversified funding model that builds long-term sustainability while growing tourism impact: Sponsorships: Local and regional businesses invest in tiered sponsorship packages, receiving recognition across print, digital, and on-site promotions. Sponsorship interest continues to rise as event attendance and visibility increase. Event Participation Revenue: Vendor fees, business activations, and an annual beer garden fundraiser (Hoedown) generate direct revenue. Private fundraising events are occasionally added to expand earned income. Grants & Main Street Tax Credit Incentive Program (MSTCIP): Grants and MSTCIP investments fund downtown enhancements such as murals, lighting, and placemaking, which elevate the visitor experience and extend overnight stays. Volunteer Contributions: Over 2,000 volunteer hours annually reduce staffing cost. LTAC funding is a critical resource that enables us to expand marketing reach and enhance programming quality. This draws more overnight visitors, which in turn strengthens sponsorship value, increases vendor demand, and generates higher earned revenue. In recent years, LTAC-supported marketing has directly contributed to measurable growth in attendance, out-of-county participation, and local business sales — outcomes that reinforce sponsor confidence and encourage greater private investment. As a nonprofit, we will continue to balance LTAC support with sponsorships, program donors, vendor fees, grants, and MSTCIP projects. Over time, this approach reduces reliance on any single funding source and ensures the long-term sustainability of downtown Ellensburg’s tourism events. 2500 character limit Application Questions: Part 4 6| Additional Information Response 6.1: Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your project and its benefit to tourism. The Ellensburg Downtown Association’s year-round programming provides measurable tourism benefits that align directly with Kittitas County’s strategic goals: Visitor Impact: Attendance data, out-of-county tracking, and marketing ROI demonstrate our success. Year-Round Tourism: Events spread across all seasons address the county’s challenge of balancing peak visitation with shoulder-season activity. Regional Marketing Alignment: Our campaigns target the county’s strongest markets: Seattle-Tacoma-Bellevue, Yakima, Spokane, and Portland-Vancouver-Hillsboro. Downtown Ellensburg programming directly supports the Kittitas County Tourism Plan’s goal of “supporting downtown districts as cultural destinations and promoting shoulder-season tourism to balance visitor flow.” Partnerships: Collaboration with the Chamber, CWU, City of Ellensburg, Rodeo, and local businesses ensures wide-reaching impact. By investing LTAC dollars into these events and marketing initiatives, the committee ensures that Ellensburg continues to attract overnight visitors, drive spending in lodging and dining, and reinforce Kittitas County’s identity as a premier year-round tourism destination. 2500 character limit Response 6.2: You may upload any supporting documents such as graphs, images, diagrams, marketing materials, etc. You are allowed to submit up to 3 single page (US Letter) documents in JPG, PDF or TIFF format 2026 LTAC - Supplemental Doc.pdf 1.85MB 7| Previous Lodging Tax Grant Information Response 7.1: Has your event received Lodging Tax funds in previous years?* No, this event/project has not previously received Lodging Tax Funding Yes, 1 year previous Yes, 2 years previous Yes, 3 years previous Yes, 4 or more years previous Response 7.2: Overall Attendance * Past Actual *Projected * 15,000 18,000 Response 7.3: Number of people travelling more than 50 miles for your event?* Past Actual *Projected * 2,800 3,500 Response 7.4: Number of people traveling from outside WA State for your event?* Past Actual *Projected * 400 500 Response 7.5: The number of overnight guests who stay in paid accommodations in Kittitas County for your event?* Past Actual *Projected * 280 350 Response 7.6: Number of paid lodging room nights resulting from you event/activity/facility?* Past Actual *Projected * 140 175 Response 7.7: In addition to fields above, you may upload the evidence to support the prior years' room/night information. You may upload up to three single pages (US Letter), of information. If you a single multi-page document, only the first three pages will be considered. The following formats, will be accepted: JPG, PDF or TIFF Response 7.8: What methodology did you use to calculate the prior years' actual numbers?* Direct Count (preferred) Indirect Count Representative Survey Informal Survey (preferred) Structured Estimate Other Response 7.9: What methodology will you use to calculate the upcoming numbers?* Direct Count (preferred) Indirect Count Representative Survey Informal Survey (preferred) Structured Estimate Other 8| Funding Response 8.1: Does your organization have, or have you applied for funding from other sources?* Response 8.2a: If not, please explain why not.* Response 8.3: What changes will be made if funding for your request is not available or recommended?* Matching Funds Percentage Response 7.10: Please explain your methodology.* Please explain. Direct counts: Volunteers track attendance with clickers or timed counts at entry points. Surveys/zip codes: Collected through bingo cards and raffles to measure visitors traveling 50+ miles, overnight stays, and out- of-state participation. Digital analytics: Ad and website data confirm geographic reach and visitor conversion behavior. Business/vendor feedback: Partners provide sales data. 2500 character limit Application Questions: Part 5 Yes No The Ellensburg Downtown Association is primarily funded through city contracts, general donations, and the Main Street Tax Credit Incentive Program. Each year, we allocate a portion of our budget to marketing, advertising, and events. However, with the addition of LTAC funds, we could significantly enhance our efforts and create a larger impact on tourism outreach. While we have applied for funding from other sources, these funds are targeted for specific projects, such as administrative cots, beautification initiatives, mural restorations, and other capital improvements in our downtown. These grants are not intended to directly increase our budget for tourism marketing and outreach. In short, while we have pursued other funding sources, they are not specific to tourism and destination marketing. 2500 character limit If additional funding for our request is not available or recommended, we will continue to carry out our existing events and marketing efforts as planned. However, the lack of enhanced funding would limit our ability to grow and improve these initiatives. Specifically, without the additional resources, we would face the following challenges: Limited Marketing Reach: Our current marketing efforts would continue to be geared towards a local audience, preventing us from expanding our reach to attract new audiences. This would hinder our ability to engage a broader demographic of tourists and visitors, limiting the potential economic impact on the local community. Fewer Enhancements to Events: We would not be able to introduce new features, activities, or experiences to our events, which are essential for maintaining visitor interest and driving repeat attendance. Enhancements such as improved entertainment, additional vendors, and activities could be scaled back. Decreased Flexibility for Tourism Promotion: Without the additional funding, we would have less flexibility to explore unique digital marketing strategies, such as social media campaigns, targeted online ads like ad messenger. Overall Slower Growth: Ultimately, without the additional funds, our ability to scale our tourism marketing and outreach efforts would be significantly hindered, resulting in slower growth in both visitor numbers and economic benefits for the downtown area. In summary, while we would continue our current activities, the opportunity to innovate, expand, and improve would be limited, impacting our long-term goals for tourism growth and community engagement. 2500 character limit. 636.67 This field will auto fill with the correct percentage based on your input to budget section below. 9| Project Budget Overview Please complete budget for this project/proposal. If 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 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 project/proposal if applicable. For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must submit verifying documentation which assures the contribution will be provided. For instance, if you are claiming in-kind contributions in the form of advertising match, a binding contract itemizing the matching value and obligating each party must be provided. ATTENTION: In an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are required to be filled before this form is submitted. Providing all applicable data is your responsibility, failure to do so will potentially jeopardize your application's chance for review. Budget Year Edit if necessary Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Verification of In-kind Contributions Contributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Number of Hours Evidence of Volunteer Contributions * Calculated Value of Projected Volunteer Time Total Revenues 2023 2024 2025 2026 LTAC Grant Funding 0.00$0.00$34,750.00$60,000.00$ Other Revenues Donations 103700.00$184600.00$225000.00$275000.00$ Sponsorship 43338.86$35212.00$37000.00$25000.00$ City Contracts 60000.00$60000.00$60000.00$60000.00$ Sales + Miscellaneous 9306.00$6435.00$12900.00$12000.00$ Grants 2500.00$6500.00$5000.00$10000.00$ In-Kind Contributions For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must submit verifying documentation which assures the contribution will be provided. 1,405 1,525 2,021 2,400 Please upload a single file which offers evidence in support of the projected volunteer hours. 2024 WSMSP Annual Report - signed copy.pdf 2.21MB 56,544.00$ Past Actual 3 Past Actual 2 Past Actual 1 Projected Expenses Expense Item Past Actual 3 Past Actual 2 Past Actual 1 Projected Expense Totals Profit & Loss Past Actual 3 Past Actual 2 Past Actual 1 Projected The applicant hereby certifies and affirms: 1. That it does not now, nor will it during the performance of any contract arising from this application, unlawfully discriminate against any employee, applicant for employment, client, customer, or other person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, sexual orientation, creed, place of birth, or disability; 2. That it will abide by all relevant local, state and federal laws and regulations and; 3. That it has read the information contained in the Instructions on pages 1 and 2 and understands and will comply with all provisions thereof. 218844.86$292747.00$374650.00$498544.00$ Promotional Items 0.00$0.00$4000.00$5000.00$ Marketing collateral print / production 845.55$950.00$8500.00$10000.00$ Entertainment 5800.00$4350.00$16000.00$25000.00$ Photography /Videography 500.00$225.00$2500.00$5000.00$ Reporting/ Analytics tools 471.83$3932.39$0.00$2000.00$ Event rentals / support vendors / event supplies 15947.48$11924.98$8000.00$12000.00$ Advertising: Radio/ print/digital / social media 16138.46$2582.18$4000.00$10000.00$ Employee & Board travel and training 8135.66$10931.26$10000.00$12000.00$ Administration /Insurance 154985.63$238820.00$285000.00$350000.00$ Wayfinding signage (maps, kiosks, banners, downtown guides) 0.00$0.00$1000.00$3000.00$ Website development / maintenance (tourism/event-specific pages, SEO) 0.00$0.00$2000.00$30000.00$ Beautification tied directly to tourism (seasonal décor, planters, lighting) 0.00$0.00$2500.00$3000.00$ 202824.61$273715.81$343500.00$467000.00$ 16020.25$19031.19$31150.00$31544.00$ Application Certification Certified by:* Name * Applicant's Title * Teresa Chanes Executive Director - EDA 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. (If you are using a live logo as the link to CWO, please ensure the hyperlink is shown in the screen capture). The logo must be displayed on the contractor’s home page, it must be sized no smaller than ½ 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. (If you are using a live logo as the link to CWO, please ensure the hyperlink is shown in the screen capture). The logo must be sized no smaller than ½ 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 ½ 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 100% 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 100% of the cost, including any production costs. b. For seasonal or year-round events, or for date-specific events outside of the timeframe in Section 2 A, (2)(a) above, advertising reimbursement requests must include a statement from the media provider specifying the percentage distribution to areas outside of Kittitas County. Reimbursements will be allowed for the amount distributed outside of Kittitas County, including any production costs. B. Television Advertising: 1. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will be reimbursed at 100% of the cost, including any production cost. 2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 7 days prior to the event may be reimbursed at 100% 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 B, 2(a) above, advertising may be reimbursed at the rate of 70% 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: 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. In 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: 1. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% of the cost, including any production cost. In order to 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 100% of the cost, including any production costs. In order to receive reimbursement, the banner cannot list a specified date or location. Requests 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. In order to receive reimbursement, the signage cannot list specified date or location. Request can only be made one time. (i.e. ADA Parking/Parking, Loading Zone, Evacuation Route, Bathrooms, and Stage locations) F. Radio Advertising: 1. Radio advertising placed with any media provider located outside of Kittitas County may be reimbursed at 100% of the cost, including any production cost. 2. Radio advertising placed with any media provider located inside of Kittitas County may be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 7 days prior to the event may be reimbursed at 100% 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(a) above, advertising may be reimbursed at the 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. In order to receive reimbursement operations invoice must an approved cost from the Consolidated Lodging Tax committee members list. Invoice 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 100% of cost. In order to receive reimbursement, a signed statement from the receiver along with other required documentation. Mileage reimbursement is subject to IRS mileage reimbursement rates which may change annually. 3. Items not eligible for reimbursement: a. Salaries of employees. b. Capitol purchases- any item with 3+ years life and over $5,000. c. Licenses, permits, insurance, or credit card fees.