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HomeMy WebLinkAboutLodging Tax LettersKittitas County, Washington BOARD OF COUNTY COMMISSIONERS April 3, 2018 City of Roslyn c/o Brandi Taklo, City Clerk PO Box 451 Roslyn, W A 98941 District One Paul Jewell District Two Laura Osiadacz RE: LODGING TAX GRANT PROGRAM PROJECT REQUIREMENTS Dear Brandi, District Three Obie O'Brien You submitted a project in April 2017 for Kittitas County's lodging tax grant program for tourism-related, large-scale municipality-owned capital projects. Your project was selected to be included in the Capital Improvement Program (CIP) and must now continue working through the four-step process as outlined within the grant program in order to become and remain eligible for potential funding consideration. The process for determining how each project should be placed within the four-step process has been completed and your project has been designated as eligible for Step two. Please refer to the program guidelines and description included with this letter for the requirements which need to be met in each step. A copy of the recommendation form from the Lodging Tax Advisory Committee (LTAC) is enclosed for your review. As the applicant, you must now submit a scope of work to the LTAC for consideration. Your proposed scope of work should include everything necessary to complete the current Step at which your project has been placed within the process. The proposed scope of work will be reviewed by the LTAC and a Technical Review Team (TRT). You may be requested to present your proposal in person to the TRT as part of this review. The deadline for submitting your proposed Scope of Work is May 18, 2018. Please submit your scope of work via email to bocc@ co.kittitas.wa.us . If you do not agree with the decision to place your project at Step two in the four-step process, you may request the LTAC reconsider this decision. To request reconsideration, you must obtain and fill out a Review of Completeness for your particular Step requirements. Please contact Debbie Myers , LT AC Clerk at debbie.mycrs@ co.k ittita .wa.u for more information. We look forward to working together toward completion of your project. Please let us know if you have any further questions. Enclosures ttP~~~--- Obie O'Brien Paul J e we ll Vice-Chairman Commissioner KITTITAS COUNTY COURTHOUSE· 205 WEST 5"', SUITE 108 . ELLENSBURG, WA 98926 (509) 962-7508 . FAX (509) 962-7679 www.co.kittitas.wa.us Kittitas County Lodging Tax Grant Program for Tourism-Related, Large-Scale Municipality-Owned Capital Projects Technical Review Team (TRT) Initial Project Evaluation Form Intent and Use The intent of this form is to efficiently implement and manage the four-step review process. After the placement of a project on the Capital Improvement Plan (CIP) by the Board of County Commissioners (BOCC) as a result of a recommendation by the Lodging Tax Advisory Committee (LTAC), the TRT will review and evaluation each project for placement in the four-step process. The decision of the TRT will be included in this form and then forwarded to the LTAC for review and decision. If the LTAC does not agree with the TRT, a joint meeting will be held to further discuss the project and its placement in the four-step process in order to reach agreement. Once the TRT and the LTAC agree, a recommendation will be forward to the BOCC for final decision. Applicants will be notified of the BOCC's decision. Applicants will then be required to present a proposed scope of work (SOW) to the LTAC for completing the respective step requirements. The LTAC will submit the SOW to the TRT for review. Applicants may be requested to present the SOW to the TRT in person. Project: Roslyn City Hall, Library and Community Center; 1st Floor Renovation Applicant: City of Roslyn Review Date: 2-12-18 Step Placement Recommendation: Step 2 TRT Discussion/Rationale : There was discussion on feasibility requirements; the historic structure; what pieces of the project would be eligible to be funded with lodging tax funds; operations plan; budget. Also, once a portion of the project is determined to be eligible, how will that portion directly increase tourism? Needed prior to meeting step 2 requirements: 1. Maintenance and operations strategy; 2. Identification of portion(s) of the project eligible for funding; 3. Market/demand analysis; 4. Updated budget including a detailed breakdown of soft costs. LT AC Review: Agree ~ Disagree 0 LTAC Comments: None April 3, 2018 City of Roslyn c/o Brandi Taklo, City Clerk PO Box 451 Roslyn, W A 98941 Kittitas County, Washington BOARD OF COUNTY COMMISSIONERS District One Paul Jewell District Two Laura Osiadacz District Three Obie O'Brien RE: LODGING TAX GRANT PROGRAM PROJECT REQUIREMENTS Dear Brandi, You submitted a project in April 2017 for Kittitas County's lodging tax grant program for tourism-related, large-scale municipality-owned capital projects. Your project was selected to be included in the Capital Improvement Program (CIP) and must now continue working through the four-step process as outlined within the grant program in order to become and remain eligible for potential funding consideration. The process for determining how each project should be placed within the four-step process has been completed and your project has been designated as eligible for Step two. Please refer to the program guidelines and description included with this letter for the requirements which need to be met in each step. A copy of the recommendation form from the Lodging Tax Advisory Committee (LTAC) is enclosed for your review. As the applicant, you must now submit a scope of work to the LTAC for consideration. Your proposed scope of work should include everything necessary to complete the current Step at which your project has been placed within the process. The proposed scope of work will be reviewed by the LTAC and a Technical Review Team (TR T). You may be requested to present your proposal in person to the TRT as part of this review. The deadline for submitting your proposed Scope of Work is May 18, 2018. Please submit your scope of work via email tobocc@co.kittitas.wa.us. If you do not agree with the decision to place your project at Step two in the four-step process, you may request the L T AC reconsider this decision. To request reconsideration, you must obtain and fill out a Review of Completeness for your particular Step requirements. Please contact Debbie Myers, LT AC Clerk at debbie lmyers@co.kittitas,wa,us for more information. We look forward to working together toward completion of your project. Please let us know if you have any further questions. Chairman Enclosures d:JJ ·¢;!L-- Obie O'Brien V ice-Chairman ~ -------~ Commissioner KITTITAS COUNTY COURTHOUSE· 205 WEST 5th , SUITE 108 . ELLENSBURG, WA 98926 (509) 962-7508 . FAX (509) 962-7679 www.co.kittitas.wa.l1s Kittitas County Lodging Tax Grant Program for Tourism-Related, Large-Scale Municipality-Owned Capital Projects Technical Review Team (TRT) Initial Project Evaluation Form Intent and Use The intent of this form is to efficiently implement and manage the four-step review process. After the placement of a project on the Capital Improvement Plan (CIP) by the Board of County Commissioners (BOCC) as a result of a recommendation by the Lodging Tax Advisory Committee (LTAC), the TRT will review and evaluation each project for placement in the four-step process. The decision of the TRT will be included in this form and then forwarded to the LTAC for review and decision . If the LTAC does not agree with the TRT, a joint meeting will be held to further discuss the project and its placement in the four-step process in order to reach agreement. Once the TRT and the LTAC agree, a recommendation will be forward to the BOCC for final decision. Applicants will be notified of the BOCC's decision. Applicants will then be required to present a proposed scope of work (SOW) to the LTAC for completing the respective step requirements. The LTAC will submit the SOW to the TRT for review. Applicants may be requested to present the SOW to the TRT in person. Project : Towns to Teanaway Corridor Acquisition Applicant : City of Roslyn Review Date: 2-12-18 Step Placement Recommendation : Step 2 TRT Discussion/Ra tiona le : It was not clear from the application whether the owner(s) of the proposed acquisition is a willing seller. Also, no long-term maintenance and operations plan was included. Finally, no real analysis on the direct economic impact on tourism from this project or an estimated build out strategy once acquisition occurs. Needed prior to meeting Step 2 requirements: 1. Binding first right of refusal; 2. Maintenance and operations plan; 3. Market analysis; 4. Five year buildout plan. L T AC Review: Agree ~ Disagree 0 LTAC Comments: None Kittitas County, Washington BOARD OF COUNTY COMMISSIONERS April 3, 2018 City of Cle Elum District One Paul Jewell c/o Rob Omans, City Administrator 119 West First Street Cle Elum, W A 98922 District Two Laura Osiadacz RE: LODGING TAX GRANT PROGRAM PROJECT REQUIREMENTS Dear Rob, District Three Obie O'Brien You submitted a project in April 2017 for Kittitas County's lodging tax grant program for tourism-related, large-scale municipality-owned capital projects. Your project was selected to be included in the Capital Improvement Program (CIP) and must now continue working through the four-step process as outlined within the grant program in order to become and remain eligible for potential funding consideration. The process for determining how each project should be placed within the four-step process has been completed and your project has been designated as eligible for Step two. Please refer to the program guidelines and description included with this letter for the requirements which need to be met in each step. A copy of the recommendation form from the Lodging Tax Advisory Committee (LTAC) is enclosed for your review. As the applicant, you must now submit a scope of work to the L TAC for consideration. Your proposed scope of work should include everything necessary to complete the current Step at which your project has been placed within the process. The proposed scope of work will be reviewed by the LTAC and a Technical Review Team (TRT). You may be requested to present your proposal in person to the TRT as part of this review. The deadline for submitting your proposed Scope of Work is May 18,2018. Please submit your scope of work via email to bocc@co.kitlitas.waus . If you do not agree with the decision to place your project at Step two in the four-step process, you may request the LTAC reconsider this decision. To request reconsideration, you must obtain and fill out a Review of Completeness for your particular Step requirements. Please contact Debbie Myers, LT AC Clerk at debbie .myers@co .kiUitas.W8 .lIS for more information. We look forward to working together toward completion of your project. Please let us know if you have any further questions. O:Q. ~ladacz Chairman Enclosures Vice-Chairman Commissioner KITTITAS COUNTY COURTHOUSE· 205 WEST 5"', SUITE 108 . ELLENSBURG, WA 98926 (509) 962-7508 . FAX (509) 962-7679 www.co.kittitas.wa.us Kittitas County Lodging Tax Grant Program for Tourism-Related, Large-Scale Municipality-Owned Capital Projects Technical Review Team (TRT) Initial Project Evaluation Form Intent and Use The intent of this form is to efficiently implement and manage the four-step review process. After the placement of a project on the Capital Improvement Plan (CIP) by the Board of County Commissioners (BOCC) as a result of a recommendation by the Lodg ing Tax Advisory Committee (L TAC), the TRT will review and evaluation each project for placement in the four-step process. The decision of the TRT will be included in this form and then forwarded to the LTAC for review and decision . If the LTAC does not agree with the TRT, a joint meeting will be held to further discuss the project and its placement in the four-step process in order to reach agreement. Once the TRT and the LTAC agree, a recommendation will be forward to the BOCC for final decision. Applicants will be notified of the BOCC's decision. Applicants will then be required to present a proposed scope of work (SOW) to the LTAC for completing the respective step requirements . The LTAC will submit the SOW to the TRT for review. Applicants may be requested to present the SOW to the TRT in person. Project : Washington State Horse Park Covered Arena and Associated Build-Out Applicant: City of Cle Elum-WSHP Review Date: 2-12-18 Step placement Rec o mmen dation : Step 2 TRT Disc ussi o n/Rationale: It is unclear from the application whether prevailing wage requirements were considered in the project costs. If not, the project budget should be revised. No long term maintenance and operations strategy was included in the application . There was no market feasibility/demand study or discussion included in the application. Needed prior to meeting step 2 requirements: 1. Maintenance and Operations strategy including cost estimates and revenue sources; 2. Market feasibility/demand study; 3. Revised/updated project budget. LT AC Review: Agree .~ Disagree D LTAC Comments: Need to consider the prevailing wage, which may change the budget numbers. Kittitas County, Washington BOARD OF COUNTY COMMISSIONERS April 3, 2018 District One Paul Jewell Kittitas County Park and Recreation District No.1 c/o John Storch PO Box 1064 Roslyn, WA 98941 District Two Laura Osiadacz RE: LODGING TAX GRANT PROGRAM PROJECT REQUIREMENTS Dear John, District Three Obie O'Brien You submitted a project in April 2017 for Kittitas County's lodging tax grant program for tourism-related, large-scale municipality-owned capital projects. Your project was selected to be included in the Capital Improvement Program (CIP) and must now continue working through the four-step process as outlined within the grant program in order to become and remain eligible for potential funding consideration. The process for determining how each project should be placed within the four-step process has been completed and your project has been designated as eligible for Step two. Please refer to the program guidelines and description included with this letter for the requirements which need to be met in each step . A copy of the recommendation form from the Lodging Tax Advisory Committee (LTAC) is enclosed for your review. As the applicant, you must now submit a scope of work to the LTAC for consideration . Your proposed scope of work should include everything necessary to complete the current Step at which your project has been placed within the process. The proposed scope of work will be reviewed by the L T AC and a Technical Review Team (TRT). You may be requested to present your proposal in person to the TRT as part of this review. The deadline for submitting your proposed Scope of Work is May 18,2018. Please submit your scope of work via email to bocc@co.kittitas.wa.us . If you do not agree with the decision to place your project at Step two in the four-step process, you may request the LT AC reconsider this decision. To request reconsideration, you must obtain and fill out a Review of Completeness for your particular Step requirements. Please contact Debbie Myers , L T AC Clerk at debbie.myer @co.k itlita s.wa.u for more information. We look forward to working together toward completion of your project. Please let us know if you have any further questions. L Chairman Enclosures -'J~~~ Obie 0 'Brien ~4:z.-..---l~ V ice-Chairman Commissioner KITTITAS COUNTY COURTHOUSE· 205 WEST 5lh, SUITE 108 . ELLENSBURG . WA 98926 (509) 962-7508 . FAX (509) 962-7679 www.co.kittitas.wa.us Kittitas County Lodging Tax Grant Program for Tourism-Related, Large-Scale Municipality-Owned Capital Projects Technical Review Team (TRT) Initial Project Evaluation Form Intent and Use The intent of this form is to efficiently implement and manage the four-step review process. After the placement of a project on the Capital Improvement Plan (ClP) by the Board of County Commissioners (BOCC) as a result of a recommendation by the Lodging Tax Advisory Committee (LTAC), the TRT will review and evaluation each project for placement in the four-step process. The decision of the TRT will be included in this form and then forwarded to the LTAC for review and decision. If the LTAC does not agree with the TRT, a joint meeting will be held to further discuss the project and its placement in the four-step process in order to reach agreement. Once the TRT and the LTAC agree, a recommendation will be forward to the BOCC for final decision. Applicants will be notified of the BOCC's decision. Applicants will then be required to present a proposed scope of work (SOW) to the LTAC for completing the respective step requirements. The LTAC will submit the SOW to the TRT for review. Applicants may be requested to present the SOW to the TRT i n person. Project: Evergreen SnoPark Completion Applicant: Kittitas County Park and Recreation District No.1 Review Date: 2-12-18 Step Placement Rec ommendation : Step 2 TRT Discussion/Rationale: There was discussion on year-round access viability versus just snow park use; ability for applicant to obtain matching funds; and how this will be used to i mprove tourism in Kittitas County. Need prior to meeting step 2 requirements: 1. Market/demand analysis; 2. Site concept plan ; 3. Maintenance and operations plan; 4. Plan for expanded use -how will this occur? LTAC Review: Agree ~ Disagree D LTAC Comments: None Kittitas County, Washington BOARD OF COUNTY COMMISSIONERS April 3, 2018 District One Paul Jewell Kittitas County Park and Recreation District No.1 c/o John Storch PO Box 1064 Roslyn, WA 98941 District Two Laura Osiadacz RE: LODGING TAX GRANT PROGRAM PROJECT REQUIREMENTS Dear John, District Three Obie O'Brien You submitted a project in April 2017 for Kittitas County's lodging tax grant program for tourism-related, large-scale municipality-owned capital projects. Your project was selected to be included in the Capital Improvement Program (CIP) and must now continue working through the four-step process as outlined within the grant program in order to become and remain eligible for potential funding consideration. The process for determining how each project should be placed within the four-step process has been completed and your project has been designated as eligible for Step two. Please refer to the program guidelines and description included with this letter for the requirements which need to be met in each step . A copy of the recommendation form from the Lodging Tax Advisory Committee (LTAC) is enclosed for your review. As the applicant, you must now submit a scope of work to the LTAC for consideration. Your proposed scope of work should include everything necessary to complete the current Step at which your project has been placed within the process. The proposed scope of work will be reviewed by the LT AC and a Technical Review Team (TRT). You may be requested to present your proposal in person to the TRT as part of this review. The deadline for submitting your proposed Scope of Work is May 18,2018. Please submit your scope of work via email to bocc@co .kittitas.wa.us . If you do not agree with the decision to place your project at Step two in the four-step process, you may request the LT AC reconsider this decision. To request reconsideration, you must obtain and fill out a Review of Completeness for your particular Step requirements. Please contact Debbie Myers , LT AC Clerk at debbie.myel' @co.kitlitas .wa.u for more information. We look forward to working together toward completion of your project. Please let us know if you have any further questions. Enclosures Obie O 'Brien V ice-Chairman ~-=~------- Commissioner KITTITAS COUNTY COURTHOUSE· 205 WEST 5Lh , SUITE 108 . ELLENSBURG , WA 98926 (509) 962-7508 . FAX (509) 962-7679 www.co .kittitas .wa.us Kittitas County Lodging Tax Grant Program for Tourism-Related, Large-Scale Municipality-Owned Capital Projects Technical Review Team (TRT) Initial Project Evaluation Form Intent and Use The intent of this form is to efficiently implement and manage the four-step review process. After the placement of a project on the Capital Improvement Plan (CIP) by the Board of County Commissioners (BOCC) as a result of a recommendation by the Lodging Tax Advisory Committee (LTAC), the TRT will review and evaluation each project for placement in the four-step process. The decision of the TRT will be included in this form and then forwarded to the LTAC for review and decision. If the LTAC does not agree with the TRT, a joint meeting will be held to further discuss the project and its placement in the four-step process in order to reach agreement. Once the TRT and the LTAC agree, a recommendation will be forward to the BOCC for final decision. Applicants will be notified of the BOCC's decision. Applicants will then be required to present a proposed scope of work (SOW) to the LTAC for completing the respective step requirements. The LTAC will submit the SOW to the TRT for review. Applicants may be requested to present the SOW to the TRT in person. Project : Teanaway Yakima Rivers Confluence Applicant : Kittitas County Park and Recreation District No.1 Review Date: 2-12-18 Ste p Placement Recommendation : Step 2 TRT Discussion/Rationale : Discussion included that it appeared very little work had actually been completed on this project -that it was very much in the "idea" stage. As such, the application lacked many elements needed prior to moving the project forward in the step process, including a commitment/willingness to sell on the part of the private land owner, a site concept plan/drawing, any basic feasibility analysis of the site itself, any discussion on who would maintain and operate the facility, whether or not it would have a positive impact on growing tourism, and needed interactions with other agencies like WDFW or WSDOT or BLM. Needed prior to meeting step 2 requirements: 1. Binding first right of refusal from the property seller(s); 2. Maintenance and operations strategy; 3. Site/concept plan; 4. Market/demand analysis; s. Site feasibility analysis including critical areas analysis, shoreline master program analysis, traffic analysis, highway access analysis, cultural/archaeological considerations, flood analysis, etc.; 6. Letters of support from adjacent land owners including state and federal agencies (WDFW, WSDOT, BLM, and private landowners (if any)). L T AC Review : Agree ~ Disagree D LTAC Comments: None Kittitas County, Washington BOARD OF COUNTY COMMISSIONERS April 3, 2018 City of Ellensburg c/o Derek Mayo, City Engineer SOl N Anderson St Ellensburg, W A 98926 District One Paul Jewell District Two Laura Osiad acz RE: LODGING TAX GRANT PROGRAM PROJECT REQUIREMENTS Dear Derek, District Three Obie O'Brien You submitted a project in April 2017 for Kittitas County 's lodging tax grant program for tourism-related, large-scale municipality-owned capital projects. Your project was selected to be included in the Capital Improvement Program (CIP) and must now continue working through the four-step process as outlined within the grant program in order to become and remain eligible for potential funding consideration. The process for determining how each project should be placed within the four-step process has been completed and your project has been designated as eligible for Step three. Please refer to the program guidelines and description included with this letter for the requirements which need to be met in each step. A copy of the recommendation form from the Lodging Tax Advisory Committee (LTAC) is enclosed for your review. As the applicant, you must now submit a scope of work to the LTAC for consideration. Your proposed scope of work should include everything necessary to complete the current Step at which your project has been placed within the process. The proposed scope of work will be reviewed by the L T AC and a Technical Review Team (TRT). You may be requested to present your proposal in person to the TRT as part of this review. The deadline for SUbmitting your proposed Scope of Work is May 18,2018. Please submit your scope of work via email to bocc @ co .kittitas.wa.us . If you do not agree with the decision to place your project at Step three in the four-step process, you may request the L T AC reconsider this decision. To request reconsideration, you must obtain and fill out a Review of Completeness for your particular Step requirements. Please contact Debbie Myers , LT AC Clerk at debb ie.myers@co.kiHita .W8.1I for more information. We look forward to working together toward completion of your project. Please let us know if you have any further questions. Sincerel~ ~~ Chairman Obie O'Brien V ice-Chairman ~-- Enclosures Commissioner KJ TTITAS COUNTY CO URTHOUSE· 205 WEST 5"', SUI TE 108 • ELLE NSBURG , WA 98926 (509) 962-7508 . FAX (509) 962-7679 www.co.kittitas .wa.us Kittitas County Lodging Tax Grant Program for Tourism-Related, Large-Scale Municipality-Owned Capital Projects Technical Review Team (TRT) Initial Project Evaluation Form Intent and Use The intent of this form is to efficiently implement and manage the four-step review process. After the placement of a project on the Capital Improvement Plan (CIP) by the Board of County Commissioners (BOCe) as a result of a recommendation by the Lodging Tax Advisory Committee (LTAe), the TRT will review and evaluation each project for placement in the four-step process. The decision of the TRT will be included in this form and then forwarded to the LTAC for review and decision . If the LTAC does not agree with the TRT, a joint meeting will be held to further discuss the project and its placement in the four-step process in order to reach agreement. Once the TRT and the LTAC agree, a recommendation will be forward to the BOCC for final decision. Applicants will be notified of the BOCe's decision. Applicants will then be required to present a proposed scope of work (SOW) to the LTAC for completing the respective step requirements. The LTAC will submit the SOW to the TRT for review. Applicants may be requested to present the SOW to the TRT in person. Project: Implementation of Ellensburg's Wayfinding Master Plan Applicant: City of Ellensburg Public Works Review Date: 2-12-18 Step Placement Recommenda tion : Step 3 TRT Discussion /Rationale : There was discussion on the signs and if it increases tourism or just enhances the experience of the tourists while they are here. Need prior to meeting step 3 requirements: 1. Commitment for matching funds; 2. Updated budget; 3. Implementation schedule; 4. Analysis of State and County permitting requirements (if any). L T AC Review: Agree ~ Disagree 0 LTAC Comments: Design and permitting Kittitas County, Washington BOARD OF COUNTY COMMISSIONERS April 3, 2018 City of Ellensburg District One Paul Jewell c/o Amy McGuffin, Director of Tourism 501 N Anderson St Ellensburg, W A 98926 District Two Laura Osiadacz RE: LODGING TAX GRANT PROGRAM PROJECT REQUIREMENTS Dear Amy, District Three Obie O'Brien You submitted a project in April 2017 for Kittitas County's lodging tax grant program for tourism-related, large-scale municipality-owned capital projects. Your project was selected to be included in the Capital Improvement Program (CIP) and must now continue working through the four-step process as outlined within the grant program in order to become and remain eligible for potential funding consideration. The process for determining how each project should be placed within the four-step process has been completed and your project has been designated as eligible for Step two. Please refer to the program guidelines and description included with this letter for the requirements which need to be met in each step. A copy of the recommendation form from the Lodging Tax Advisory Committee (LTAC) is enclosed for your review. As the applicant, you must now submit a scope of work to the LTAC for consideration. Your proposed scope of work should include everything necessary to complete the current Step at which your project has been placed within the process. The proposed scope of work will be reviewed by the L T AC and a Technical Review Team (TRT). You may be requested to present your proposal in person to the TRT as part of this review. The deadline for submitting your proposed Scope of Work is May 18,2018. Please submit your scope of work via email to booc@c o.kittitas.wa.us . If you do not agree with the decision to place your project at Step two in the four-step process, you may request the LT AC reconsider this decision. To request reconsideration , you must obtain and fill out a Review of Completeness for your particular Step requirements. Please contact Debbie Myers , LT AC Clerk at debbie.m ye l" @co .kittitas .. waus for more information. We look forward to working together toward completion of your project. Please let us know if you have any further questions. Enclosures LL-d!_1/:.--,=·~~4~=L..-J--,-l)~ ~~'---............... _ Obie O'Brien ~ Vice-Chairman Commiss ioner KITTITAS COUNTY COURTHOUSE· 205 W EST 5ih , SUITE 108 . ELLENSBURG , WA 98926 (509) 962-7508 . FAX (509) 962-7679 www.co .kittitas .wa .us Kittitas County Lodging Tax Grant Program for Tourism-Related, Large-Scale Municipality-Owned Capital Projects Technical Review Team (TRT) Initial Project Evaluation Form Intent and Use The intent of this form is to efficiently implement and manage the four-step review process. After the placement of a project on the Capital Improvement Plan (CIP) by the Board of County Commissioners (BOCC) as a result of a recommendation by the Lodging Tax Advisory Committee (LTAC), the TRT will review and evaluation each project for placement in the four-step process. The decision of the TRT will be included in this form and then forwarded to the LTAC for review and decision. If the LTAC does not agree with the TRT, a joint meeting will be held to further discuss the project and its placement in the four-step process in order to reach agreement. Once the TRT and the LTAC agree, a recommendation will be forward to the BOCC for final decision. Applicants will be notified of the BOCC's decision. Applicants will then be required to present a proposed scope of work (SOW) to the LTAC for completing the respective step requirements. The LTAC will submit the SOW to the TRT for review. Applicants may be requested to present the SOW to the TRT in person. Project : Visitor Center Applicant: City of Ellensburg Review Date: 2-12-18 Step Placement Recommendation: Step 2 TRT Discussio n/Rationale : Jim Armstrong recused himself due to a possible conflict of interest. There was discussion on location restrictions and whether the proposed location would require building in the right of way; traffic impact concerns were also expressed with regards to viability of the location for the project; further discussion also included whether another visitor center location was needed and what the maintenance and operations strategy would be. Need prior to meeting step 2 requirements: 1. Maintenance and operations plan; 2. Site feasibility analysis to include traffic impacts, ingress and egress, etc.; 3. Market/demand analysis; 4. Updated budget. LTAC Re view: Agree ~ Disagree D LTAC Comments: Concerns over egress and ingress to visitor site . Kittitas County, Washington BOARD OF COUNTY COMMISSIONERS April 3, 2018 Kittitas County c/o Jill Scheffer, KVEC Director 205 W 5th Ave, Suite 108 Ellensburg, W A 98926 District One Paul Jewell District Two Laura Osiadacz RE: LODGING TAX GRANT PROGRAM PROJECT REQUIREMENTS Dear Jill, District Three Obie O'Brien You submitted a project in April 2017 for Kittitas County's lodging tax grant program for tourism-related, large-scale municipality-owned capital projects. Your project was selected to be included in the Capital Improvement Program (CIP) and must now continue working through the four-step process as outlined within the grant program in order to become and remain eligible for potential funding consideration. The process for determining how each project should be placed within the four-step process has been completed and your project has been designated as eligible for Step two. Please refer to the program guidelines and description included with this letter for the requirements which need to be met in each step. A copy of the recommendation form from the Lodging Tax Advisory Committee (LTAC) is enclosed for your review. As the applicant, you must now submit a scope of work to the LTAC for consideration. Your proposed scope of work should include everything necessary to complete the current Step at which your project has been placed within the process. The proposed scope of work will be reviewed by the LTAC and a Technical Review Team (TR T). You may be requested to present your proposal in person to the TRT as part of this review. The deadline for submitting your proposed Scope of Work is May 18,2018. Please submit your scope of work via email to bocc@co.kittitas.wa.us . If you do not agree with the decision to place your project at Step two in the four-step process, you may request the LT AC reconsider this decision. To request reconsideration, you must obtain and fill out a Review of Completeness for your particular Step requirements. Please contact Debbie Myers, L T AC Clerk at debb ie.myers@oo,kitti tas.wa.us for more information. We look forward to working together toward completion of your project. Please let us know if you have any further questions. Enclosures ti0~gt~)~ Obie O'Brien V ice-Chairman Commissioner KITTITAS COUNTY COURTHOUSE· 205 WEST 5th , SUITE 108 . ELLENSBURG, WA 98926 (509) 962-7508 . FAX (509) 962-7679 www.co.kittitas.wa.us Kittitas County Lodging Tax Grant Program for Tourism-Related, Large-Scale Municipality-Owned Capital Projects Technical Review Team (TRT) Initial Project Evaluation Form Intent and Use The intent of this form is to efficiently implement and manage the four-step review process. After the placement of a project on the Cap ital Improvement Plan (CIP) by the Board of County Commissioners (BOCC) as a result of a recommendation by the Lodging Tax Advisory Committee (L TAC), the TRT will review and evaluation each project for placement in the four-step process. The decision of the TRT will be included in this form and then forwarded to the LTAC for review and decision . If the LTAC does not agree with the TRT, a joint meeting will be held to further discuss the project and its placement in the four-step process in order to reach agreement. Once the TRT and the LTAC agree, a recommendation will be forward to the BOCC for final decision. Applicants will be notified of the BOCC's decision. Applicants will then be required to present a proposed scope of work (SOW) to the LTAC for completing the respective step requirements. The LTAC will submit the SOW to the TRT for review. Applicants may be requested to present the SOW to the TRT i n person. Project : Kittitas Valley Event Center Barns and Bloom Pavilion project Applicant,: Kittitas County Review Date: 2-12-18 Ste.p placement Recommendation : Step 2 TRT Discussion/Rationale : Application does not include a long-term maintenance and operations strategy. No business plan for the facility was included either. Will new revenue be realized from the renovation? Needed prior to meeting Step 2 requirements: 1. Operations and maintenance strategy; 2. Facility business plan; 3. Revenue projections from the new facility. L T AC Review: Agree ~ Disagree D LTAC Comments: None Kittitas County, Washington BOARD OF COUNTY COMMISSIONERS April 3, 2018 Kittitas County c/o Jill Scheffer, KVEC Director 205 W 5th Ave, Suite 108 Ellensburg, W A 98926 District One Paul Jewell District Two Laura Osiadacz RE: LODGING TAX GRANT PROGRAM PROJECT REQUIREMENTS Dear Jill, District Three Obie O'Brien You submitted a project in April 2017 for Kittitas County's lodging tax grant program for tourism-related, large-scale municipality-owned capital projects. Your project was selected to be included in the Capital Improvement Program (CIP) and must now continue working through the four-step process as outlined within the grant program in order to become and remain eligible for potential funding consideration. The process for determining how each project should be placed within the four-step process has been completed and your project has been designated as eligible for Step two. Please refer to the program guidelines and description included with this letter for the requirements which need to be met in each step. A copy of the recommendation form from the Lodging Tax Advisory Committee (LTAC) is enclosed for your review. As the applicant, you must now submit a scope of work to the LTAC for consideration. Your proposed scope of work should include everything necessary to complete the current Step at which your project has been placed within the process. The proposed scope of work will be reviewed by the L T AC and a Technical Review Team (TRT). You may be requested to present your proposal in person to the TRT as part of this review. The deadline for SUbmitting your proposed Scope of Work is May 18,2018. Please submit your scope of work via email to bocc@c o.kittitas.wa.us . If you do not agree with the decision to place your project at Step two in the four-step process, you may request the L T AC reconsider this decision. To request reconsideration, you must obtain and fill out a Review of Completeness for your particular Step requirements. Please contact Debbie Myers , LT AC Clerk at debb ie.myers@co .kittitas .wa .u for more information. We look forward to working together toward completion of your project. Please let us know if you have any further questions. Chairman Enclosures Vice-Chairman Commissioner KITTITAS COUNTY COURTHOUSE· 205 WEST 5"', SUITE 108 . ELLENSBURG, WA 98926 (509) 962-7508 . FAX (509) 962-7679 www.co.kirtitas.wa.us Kittitas County Lodging Tax Grant Program for Tourism-Related, Large-Scale Municipality-Owned Capital Projects Technical Review Team (TRT) Initial Project Evaluation Form Intent and Use The intent of this form is to efficiently implement and manage the four-step review process. After the placement of a project on the Capital Improvement Plan (CIP) by the Board of County Commissioners (BOCC) as a result of a recommendation by the Lodging Tax Advisory Committee (LTAC), the TRTwili review and evaluation each project for placement in the four-step process. The decision of the TRT will be included in this form and then forwarded to the LTAC for review and decision. If the LTAC does not agree with the TRT, a joint meeting will be held to further discuss the project and its placement in the four-step process in order to reach agreement. Once the TRT and the LTAC agree, a recommendation will be forward to the BOCC for final decision. Applicants will be notified of the BOCC's decision. Applicants will then be required to present a proposed scope of work (SOW) to the LTAC for completing the respective step requirements. The LT AC will submit the SOW to the TRT for review. Applicants may be requested to present the SOW to the TRT in person. Project : Ellensburg Rodeo arena Upgrade Project Applicant: Kittitas County Review Date: 2-12-18 'Step Placement Recommendation : Step 2 TRT Discussion/Rationale: Application does not include a long-term maintenance and operations strategy. No business plan for the facility was included either. Will new revenue be realized from the renovation? Needed prior to meeting Step 2 requirements: 1. Operations and maintenance strategy; 2. Facility business plan; 3. Revenue projections from the new facility. LTAC Review: Agree ~ Disagree 0 LTAC Comments: None Background Kittitas County imposes a lodging tax assessed on the sale or charge made for furnishings of lodging according to RCW 67.28.180 and RCW 67.28.181. In accordance with the tax and Washington State law, a Lodging Tax Advisory Committee (LTAC) has also been established. The committees' purpose is to advise and recommend to the Board of County Commissioners how excise taxes on lodging should be allocated to support tourism which in turn generates revenue. Uses According to law: RCW 67.28.1816 states the following: Lodging tax revenues under this chapter may be used, directly by any municipality or indirectly through a convention and visitor bureau or destination marketing organization for: ... (c) Supporting the operations and capital expenditures of tourism-related facilities owned or operated by a municipality ... Definitions included in state law which should be considered in any application requesting funding include: 1. Tourism means economic activity resulting from tourists, which may include sales of overnight lodging, meals, tours, gifts, or souvenirs. 2. Tourism promotion means activities, operations, and expenditures designed to increase tourism, including but not limited to advertising, publicizing, or otherwise distributing information for the purpose of attracting and welcoming tourists; developing strategies to expand tourism; operating tourism promotion agencies; and funding marketing or the operation of special events and festivals designated to attract tourists. 3. Tourism -re lated facility means real or tangible personal property with a usable life of three or more years, or constructed with volunteer labor that is: (a) (i) owned by a public entity; ... and (b) used to support tourism, performing arts, or to accommodate tourist activities. Grant Program Description This grant program is one component of an overall strategy to enhance the economic value of tourism in Kittitas County. The intent of the program is to develop and implement a Capital Improvement Plan (CIP) for developing tourism-related, large-scale municipality-owned projects throughout the County which contribute to that strategy. Kittitas County Tourism Infrastructure Plan: As the basis for developing this grant program and the CIP, the Board of County Commissioners (BOCC) adopted the Kittitas County Tourism Infrastructure Plan. The plan includes, among other things, an inventery of tourism-related facilities across the County, an evaluation of potential tourism opportunities, goals for guiding tourism development, and a list of prioritized actions for implementation. The plan was created with the assistance and input of various tourism-related interest groups from across the County through a process of open meetings, tourism surveys, open house events, focus group meetings and data research. Municipality Ownership: In order to be eligible for funding under this program, projects must be owned by a municipality in Kittitas County. Projects may be privately developed, but must be transferred to municipality ownership at completion. Proof of ownership and/or transfer agreements may be a requirement of any funding award and reimbursement request. Application Process: Projects seeking funding assistance within this grant program must complete each step of a four-step grant process. Figure A: The intent of the process is to create the CIP with potential projects which are eligible under state law for receiving lodging tax funds. The list will be prioritized based on criteria derived from the Kittitas County Tourism Infrastructure Plan. Projects must successfully navigate through each step of the process to remain in the CIP. The CIP will be updated through this application process at least once every five (5) years. The CIP is managed by the County's LTAC, with assistance from County staff and a Technical Review Team (TRT) and as approved by the BOCC, through the four-step process described above in Figure A. The TRT is an advisory body made up of 5 to 7 members to include volunteers with industry experience and technical knowledge in planning, design, and development of projects. Although the TRT may also include County staff, it is not intended to duplicate other county or city permitting, planning, or project compliance processes. Its scope is to assure that the CIP strategic intent is met, that information provided in the project application remains current and is accurate, and to advise the LTAC of the applicant's completion of each project requirement at each step. All members of the TRT are appointed by the BOCC. Steps 1 and 2 determine a project's eligibility for funding consideration. Projects are eligible for funding consideration in Steps 3 and 4 of the process. However, it should be noted that completion of Steps 1, 2, and/or 3 is not a guarantee of future funding. Projects which become eligible for funding consideration must compete with all other eligible projects as funds become available. All funding decisions are subject to recommendation of the LTAC and approval by the Board of County Commissioners. Awards may be authorized for projects which have completed Steps 1 and 2 annually as funding allows, and may include consideration of how a project ranks in priority with regard to all other eligible projects, project readiness, and other factors as determined by the LTAC. All eligible projects which have completed Steps 1 and 2 of this process will be notified each year when funding is available, the amount of funding, and the process for funding decisions. It is the intent of this process that project funding will be considered annually. It is not the intent of this process to be the sole funding source for any non-county owned project and some county-owned projects. Strict minimum matching fund commitments will be required from all non-county owned projects as well as from some county-owned projects (see page 7 "Matching Funds Requirements". Each step of the process is illustrated in figure 2 and further described as follows: Step 1 -Application for ClP Project List Applicants must first apply and be approved to be included in the program's CIP. In order to generate the program's CIP, the County will request project proposals at least once every five years. To facilitate this process, the County's LTAC will create an application form to use in evaluating proposals. Applicants must fill out the form and submit it to the LTAC. The LTAC will review the proposals and make recommendations for creating the list of projects for the program's CIP to the Board of County Commissioners. All applications will be rated and ranked according to the rating sheet included in this packet. The Board of County Commissioners will make the final decision to approve or reject the list. Step 2 -Feasibility Analysis Applicants whose projects are included in the program's capital improvement plan shall propose a scope of work to determine overall project feasibility. The scope of work will be included in a Step 2 agreement between the applicant and the County. The LTAC shall manage all agreements and will submit the proposed Step 2 agreement to the TRT for recommendation. The LTAC and the TRT may recommend modifications to the scope of work for project feasibility requirements as necessary. Feasibility requirement may include, but are not limited to, long term operations and management plan, site evaluations, funding mechanisms, market analysis, business plan development, etc. The LTAC's and TRT's recommendations shall be submitted to the Board of County Commissioners for final approval. No funding will be included in Step 2 agreements. Step 2 agreements will be reviewed at least annually by the LTAC and the TRT to assess progress and review compliance. The LTAC and the TRT may meet more frequently if needed and/or requested by the applicant. Applicants who do not meet Step 2 agreement requirements within the timeframe outlined in the agreement will not continue in this program or remain on the CIP. Step 2 agreement amendments, including the addition of requirements, modifications of existing requirements, or time extensions shall be reviewed by the LTAC and the TRT. Recommendations from the LTAC and the TRT shall be submitted to the Board of County Commissioners for final decision . Applicants must complete all Step 2 agreement requirements prior moving to Step 3 in this process. To be considered complete, an applicant must request a review for completeness from the LTAC and the TRT. The LTAC and the TRT shall review the Step 2 agreement requirements and submit a written recommendation to the Board of County Commissioners for approval. If a project is accepted as part of the County's CIP and at the time of acceptance it has completed feasibility analysis and requirements, a Step 2 agreement may not be required. Applicants may be granted a waiver from the Step 2 agreement requirement by making request to the LTAC and the TRT for review of complete feasibility work and requirements. The LTAC and the TRT shall review the waiver request and supporting documentation and submit a recommendation to the BOCC. The BOCC shall have the final authority to accept or reject the recommendation. Step 3 -Design and Permitting Applicants whose projects meet all the requirements of their Step 2 agreement shall propose a scope of work for final project planning, design and permitting to the LTAC for approval. The scope of work will be included in a Step 3 agreement between the applicant and the County. The LTAC will submit the Step 3 agreement to the TRT for recommendation. The LTAC and the TRT may recommend modifications to the proposed scope of work for final project planning, design and permitting requirements necessary. The TRT shall limit its review to assuring completion of project design, planning and permitting requirements; its function is considered non-duplicative of other county and city permitting, planning, and project completion requirements and it shall have no authority to make recommendations or decisions with regard to funding. The LTAC shall consult annually with county financial staff as directed by the County Auditor and shall consider all eligible Step 3 and Step 4 agreements along with available funding resources. The LTAC shall provide a written recommendation for funding eligible Step 3 and Step 4 agreements to the Board of County Commissioners for consideration. The recommendation shall include which agreements to fund, the funding amount for each, and a written explanation for the recommendation. The recommendation shall also include a listing of the currently eligible projects requesting funding which are not included in the recommendation. Applicants will only be held to the timeframe requirements included in Step 3 and Step 4 agreements if adequate funding is awarded. The Board of County Commissioners shall either accept or reject the recommendation from the LTAC. Step 3 agreements will be reviewed at least annually by the LTAC and the TRT to assess progress and review compliance. The LTAC and the TRT may meet more frequently if needed and/or requested by the applicant. Applicants who do not meet Step 3 agreement requirements within the timeframe outlined in the agreement will not continue in this program or remain on the CIP. However, projects may reapply to be placed on the CIP during the next project application cycle. Step 3 agreement amendments shall be reviewed by the LTAC and the TRT Recommendations from the LTAC and the TRT for amendments shall be submitted to the Board of County Commissioners for final decision. Applicants must complete all Step 3 agreement requirements prior moving to Step 4 in this process. To be considered complete, an applicant must request a review for completeness from the LTAC and TRT. The LTAC and the TRT shall review the Step 3 agreement requirements and submit a written recommendation to the Board of County Commissioners for approval. If a project is accepted as part of the County's CIP and at the time of acceptance it has has completed design and permitting, a Step 3 agreement may not be required. Applicants may be granted a waiver from the Step 3 agreement requirement by making request to the LTAC and TRT for review of design and permitting work and requirements. The LTAC and TRT shall review the request and supporting documentation received and submit a recommendation to the BOCC. The BOCC shall have the final authority to accept or reject the recommendation. Step 4 -Project Construction and Closeout Reporting Applicants whose projects meet all the requirements of the Step 3 agreement shall propose a scope of work for a Step 4 agreement for project construction and closeout to the LTAC and TRT for approval. The LTAC will submit the step 4 agreement to the TRT for recommendation. The LTAC and the TRT may recommend modifications to the proposed agreement as necessary. The TRT shall limit its review to assuring completion of project construction and closeout; its function is considered non-duplicative of other county a~d city permitting, planning, and project completion requirements and it shall have no authority to make recommendations or decisions with regard to funding. The LTAC shall consult annually with county financial staff as directed by the County Auditor and shall consider all eligible Step 3 and Step 4 agreements along with available funding resources. The LTAC shall provide a written recommendation for funding eligible Step 3 and Step 4 agreements to the Board of County Commissioners for consideration. The recommendation shall include which agreements to fund, the funding amount for each, and a written explanation for the recommendation. The recommendation shall also include a listing of the currently eligible projects requesting funding which are not included in the recommendation. The Board of County Commissioners shall either accept or reject the recommendation from the LTAC. Step 4 agreements will be reviewed at least annually by the LTAC and the TRT to assess progress and review compliance. The LTAC and the TRT may meet more frequently if needed and/or requested by the applicant. Step 4 agreement amendments shall be reviewed by the LTAC and the TRT. Recommendations from the LTAC and the TRT shall be submitted to the Board of County Commissioners for final decision .. Recommendations from the LTAC shall be submitted to the Board of County Commissioners for final decision. Upon project completion, all step 4 agreements must be submitted to the LTAC and TRT for a review of completeness. The LTAC and TRT shall meet as needed to review project completeness for Step 4 agreements. The LTAC and TRT shall submit a written recommendation regarding their finding of project completeness to the Board of County Commissioners for acceptance and final project closeout. Matching Funds Requirements: All non-county owned projects require matching funds of at least 50% of total projects costs. Matching funds may be in the form of cash or verifiable in-kind contributions. At the time of funding considerations (Step 3 and 4), applicants will be required to provide proof of matching funds. County-owned projects which are located within another municipality or are located on publicly-owned property which is owned by an entity other than Kittitas County shall also be subject to the same 50% matching funds requirements as described above. County-owned projects which are located in unincorporated lands and which are not located on land which is publicly-owned by an entity other than Kittitas County are not subject to any matching requirements. Fi gure 2 Tourism Ca ital ar e-Scale roJec s Gran Proc ss Step I Agr •• m nt proposld by th Ippllc nt ndapprovld by th TRT II 80CC Agr m nt proposld by th applicant and approved by the LTAC, TRT Ie eocc Agr Imlnt proposed by th ppllcant and Ipprov d by the LTAC, TRT Ie eocc Construction & Closeout • Mltehlng fllndt Itruff! , • Pro)"t budgtt IPPfClwd • Omit rtqulrtmtnh IS dtttrmlntd • Project con~tf\lttlon • Rlbbon-cuUlng/~fllnd o~.l'tlll9 • FinAl rtportlng II 9r~nt tlfl~tll \ I • Other roqulroments I. dttflfmlnld Application Definitions: Below is a list of terms and phrases which have a specific meaning within this application. It may be helpful for you to review these as you prepare responses so that a better understanding of the reviewer's expectations may be obtained. Capital Asset is any type of property that has a useful life longer than one year and is valued at over $5,000. Construction or "Hard" Costs are the direct contractor costs for labor, material, equipment and services; contractor's overhead and profit, and other direct construction costs. These costs do not include the compensation paid to architects, engineers, or consultants, the cost of land, rights-of-way, or other similar costs. Large-scale, as it relates to projects which may be eligible for being listed on the County's CIP for tourism infrastructure as well as potential funding through this grant process, are projects requesting funding of $50,000 or more. Matching Funds is the amount of funding your organization has secured and is contributing to the project. This includes both direct and indirect support. Direct funds can be in the form of cash funding from your organization or funding secured elsewhere but dedicated to the project such as other grants, loans, donations, etc. Indirect funding support includes in-kind support like labor, volunteer support, supplies, and services which directly relate to the project, including those supplied by your organization and others. A combination of direct and indirect support may be utilized as matching funds. Municipality is a city, county, or town. Real Property is fixed property, principally land and buildings. Soft Costs are cost items in addition to the direct construction cost. These generally include architectural and engineering, permits and fees, financing fees, construction interest and operating expenses, leasing and real estate commissions, advertising and promotion, and supervision. A Tourist is defined as a person traveling away from their place of residence or business and staying overnight in paid accommodations; to a place fifty miles or more one way from their place of residence or business for the day or staying overnight; or from another country or state outside of their place of residence or their business.