HomeMy WebLinkAboutHuffman Farms Special Event ApplicationKittitas County, Washington AUG 2 7
K.
BOARD OF COUNTY COMMISSIONERS
EVENT APPLICATION PROCESS
1. Submit a completed Event Application and materials to the Kittitas County
Commissioners Office at least 6o days prior to the event. There are several
departments who review the Event Applications and make their determination based
upon the application, written plans and documentation that has been provided. Please
note that additional permits may be required in addition from individual departments
including: the Fire Marshal, Public Health, Environmental Health, Community
Development Services, and the Public Works Department. A $200.00 permit fee is to be
submitted at the time of application for each event. Applications will not be processed
until the permit fee has been received.
2. Once a special event has been approved by the County Commissioners, the site and
facilities may need to be inspected by County officials (including but not be limited to the
Fire Marshal, Sheriffs Department, and Public Health Department) up to five days in
advance prior to opening to the general public. This is to ensure that you are complying
with the stated plans upon which the approval was made. If you fail to comply with those
requirements, your permit may be revoked and the event closed.
3. Depending upon the nature and scope of the proposed event, other permits may be
required as determined through the application process (liquor license, etc.). Some
events may require approval from other agencies or jurisdictions.
4. Permittee covenants and agrees to indemnify, defend and hold harmless the County, its
officers, agents and employees from any and all claims actions, damages, liability, cost
and expense, including reasonable attorney fees in connection with or occasioned, in
whole or in part by any act or omission of Permittee, its officers, agents, employees,
customers or licenses, or arising from or out of Permittee's failure to comply with any
provision of the Event Permit granted as a result of this application, regardless of
whether it is alleged or proven that the acts or omissions of the County, its officers,
agents or employees caused or contributed hereto.
5. Insurance Requirement: A Certificate of Insurance and endorsements specifically
naming "Kittitas County" as an additional insured in the minimum amount of
$1,000,000.00 per occurrence and a$2,000,000.00 aggregate coverage must be
included with the Event Application. This insurance must apply first and on a primary
non-contributing basis in relation to any other insurance or self-insurance available to
Kittitas County. The County Prosecutor's office may require a greater amount if it is
determined to be necessary for the proposed event.
6. Written statements signed by the applicant and property owner allowing permission to
enter the event site for inspections and stating responsibility for the event and
compliance with the codes is required as part of the written documentation to be
submitted at the time of application.
7. Before applying for an event it is encouraged that you schedule a time to meet with
County departments so they may assist with questions you may have prior to submitting
your application.
KITTITAS COUNTY COURTHOUSE • 205 WEST 5", SUITE 108 • ELLENSBURG, WA 98926
(509) 962-7508 • FAX (509) 962-7679
www.co.lcittitas.wa.us
Kittitas County Contact Information
www.colittitas.wa.us
Board of County Commissioners — (509) 962-7508
Community Development Services — (509) 962-75o6
Environmental Health — (509) 962-7005
Fire Marshal — (509) 962-7000
Prosecutor — (509) 962-7520
Public Health — (509) 962-7515
Public Works Department — (509) 962-7523 Sheriffs
Office — (509) 962-7525
Solid Waste Department — (509) 962-7542
KITTITAS COUNTY COURTHOUSE • 205 WEST 5", SUITE 108 • ELLENSBURG, WA 98926
(509) 962-7508 • FAX (509) 962-7679
www.colittitas.wa.us
Admissions Tax
Kittitas County Ordinance 2016-003
Ordinance amending Ch.3.22 Kittitas County Code to impose an Admissions Tax
"Admissions charge," in addition to its usual and ordinary meaning includes but shall not be
limited to a charge for participation in an event or activity; a charge made for season tickets or
subscriptions, or a charge made for use of seats and tables, reserved or otherwise, and other
similar accommodations; and a charge made for rental or use of equipment or facilities for
purpose of recreation or amusement, and where the rental of the equipment or facilities is
necessary to the enjoyment of the privilege for which a general admission is charged, the
combined charges shall be considered as an admission charge. A donation for admittance
shall also be deemed an admission charge. Admission charge includes any money paid
within or without of Kittitas County for any of the kinds of admission charges defined herein so
long as the facilities, entertainment, recreation or amusement privilege derived from such
admission charge occurs in Kittitas County.
The tax imposed shall be collected at the time admission charge is paid by the person seeking
admission to any place and shall be reported and remitted by the person receiving the tax to
the Treasurer in quarterly installments on or before the last day of the month next succeeding
the end of the quarterly period in which the tax is collected or received.
Any person conducting or operating any activity for which an admission charge is made
shall register with the Auditor.
In order to complete the registration process, you will need to register online.
Any questions, please contact the Treasurer's office at 509-962-7535; Auditor's office at 509-
962-7502 or email at admissionstax@co.kittitas.wa.us.
Kittitas County, Washington
BOARD of COUNTY COMMISSIONERS
EVENT APPLICATION
Thank you for your interest in holding a special event in Kittitas County. Please
complete and return this application along with any other materials to the Kittitas
County Board of Commissioners at least 60 days prior to the day upon the event is
scheduled. Any misrepresentation in the application materials or deviation from the
final agreed upon route and/or method of operation described may result in the
immediate revocation of an issued permit. Specifics outlining Event Permits can be
viewed at htU-)://www.c-o.kittitas.wa.us/boc/coujitycode/titleO5.asl)
Event Information
Name of event: Huffman Farms U -Pick Pumpkin Patch
Date(s) of event: October: 6, 7, 13, 14, 20, 21, 27, 28 (10am to 4pm)
Hours of operation: October: 12, 13, 19, 20., 26, 27 (7pm to 10pm)
Description of the event: U -Pick Pumpkin patch and activities Sat/Sun
Haunted Forest and Corn Maze Fri/Sat nights
Has this event taken place before? 'VeS No
Estimated attendance: 9,000
Dates: 2013-2017
How is your event being publicized? We partner with Chamber and use
FB, InstaAram, radio, visitor guides, parades, newspapers. etc.
Please attach any flyers, posters, etc. with your application submission.
Contact Information
Name of the organizer/ contact person: Hilary Huffman
Address: 6183 Wilson Creek Rd Ellensburg, WA 98926
Phone number(s): 509.899.2002
Email address: Hilary huffmanfarms.com
Date of birth of applicant: 11 /9/74
KITTITAS COUNTY COURTHOUSE • 205 WEST 5h, SUITE 108 • ELLENSBURG, WA 98926
(509) 962-7508 • FAX (509) 962-7679
www.co.kittitas.wa.us
If the application is made on behalf of a partnership, please submit full names with their
residence and post office address for a period of six months prior to the date of
application together with the location of principal office or place of business of such
corporation.
Emergency contact name(s) and phone number(s) that can be contacted during the
event:
Hilary Huffman 509.899.2002
Name Phone Number
Name
Phone Number
WRITTEN PERMISSION TO ENTER EVENT SITE
I/ We hereby permit law enforcement and/or County officials to enter the site for which
the Event Application has been granted at the time of the event and up to five days
prior to the event for the purposes of inspecting and enforcement of County Code and
other applicable laws, and pursuant to my agreement and representations made in
connection with this Event Application.
SWORN STATEMENT OF COMPLIANCE
I/ We hereby acknowledge that I/ We have read Kittitas County Code, have
familiarized myself with County requirements. I/ We agree that either my designated
agent or I/we shall be on site at all times and shall be responsible for the operation of
the event and for compliance with all legal requirements in connection with this event.
I/ We understand that failure to comply with the rules,
forth in Code may be deemed a gross misdemeanor an
violations are crimes under RCW.
Hila Huffman
Applicant Name (Print) App
Applicant Name (Print)
smd
Applicant Signature
KITTITAS COUNTY COURTHOUSE • 205 WEST 5", SUITE 108 • ELLENSBURG, WA 98926
(509) 962-7508 FAX (509) 962-7679
www.colittitas.wa.us
itions set
Kittitas County, Washington
BOARD of COUNTY COMMISSIONERS
Fire Safety and Protection
If more than 50 people are expected at your event, you must complete a separate
application process which can be obtained through the Kittitas County Fire Marshal's
office. You may contact the Fire Marshal's office at 509-962-7000.
Will there be a temporary structure erected for the event? Yes No
If yes, you must attach a drawing including the dimensions. The structure may
require an inspection by County staff prior to the event.
Public Health/Environmental Health
Will there be food served at the event? VS No
If no food will be served at the event then, no permit or application is required.
If yes, is the food and beverage that you intend on preparing and serving at the event
exempt from permit requirements http:/f www.co.kittitas.wa.us/health/food.asp?
- If yes, please submit an application for exemption from permit and proof of food
handlers training to the Kittitas County Public Health Department (KCPHD).
If yes, and the food or beverage is not considered exempt from permit, then does the
person or organization preparing and serving the food have a food service permit,
temporary food service permit, or catering permit from KCPHD?
- If yes, please provide a list of foods and beverages that you intend on having
prepared and served at the event along with the name and phone number(s) of
the permitted person or organization.
If yes, and the person or organization preparing and serving the food does not already
have a food service permit.
- Then a temporary food service permit or catering permit will need to be acquired
from KCPHD prior to the event.
Please allow at least 2 weeks to complete the food service permitting process.
KITTITAS COUNTY COURTHOUSE • 205 WEST 5", SUITE 108 • ELLENSBURG, WA 98926
(509) 962-7508 • FAX (509) 962-7679
www.colittitas.wa.us
Are there permanent or fixed bathroom facilities already available at the location of
the event?
Yes Vo
If yes, please provide an estimated attendance for the event, a detailed map that
identifies the name and address of the physical facility that will provide lavatory
facilities for the event, quantity of toilette facilities available for each gender, and the
distance from the event that patrons must walk.
If no, please provide an estimated attendance for the event, specific information
related to the number of portable restrooms that will be provided, the distance from
the event that patrons must walk, and a service plan to ensure that sani-cans remain in
a sanitary condition. You must include the location of the portable restrooms on a
map/ diagram of the event.
KITTITAS COUNTY COURTHOUSE - 205 WEST 5", SUITE 108 - ELLENSBURG, WA 98926
(509) 962-7508 • FAX (509) 962-7679
www.colittitas.wa.us
Kittitas County, Washington
BOARD of COUNTY COMMISSIONERS
Law Enf orcementf Securityf Emergency Medical Services
Will there be security on site during the event? Yes V
If yes, please provide a complete list of names and contact information for who will be
providing the security.
Will Emergency Medical Services (EMS) be on site during the event? Y/s No
If yes, please provide written verification from the providers.
Will there be music, sound amplification or any other noise impacts? Vs No
If yes, Kittitas County has a noise ordinance in effect (see County Code for details). If
your event is scheduled for outside of the allowed time, you must submit a written
letter to the Board of County Commissioners requesting a waiver and it must be
included with your application materials.
Will you have traffic control? Yes ll
If yes, please provide documentation on how the traffic control will be addressed.
Will there be off-site parking? Yes 46
If yes, please provide the location and a parking plan.
Will there be shuttle buses provided for attendees? Yes l6
If yes, provide a map of their route.
Will there be alcohol served at the event? Yes 46
If yes, a State permit is required from the WA State Liquor Control Board and must
submitted with your application materials.
KITTITAS COUNTY COURTHOUSE . 205 WEST 5", SUITE 108 • ELLENSBURG, WA 98926
(509) 962-7508 • FAX (509) 962-7679
www.colittitas.wa.us
15111GR '
Kittitas County, Washington
BOARD of COUNTY COMMISSIONERS
Public Roads
Will the event obstruct, interfere or require the closure and free use of any public
road, street or right-of-way? Yes V6
If yes, please provide a detailed adequate traffic and detour plans at the time of
submission of the application.
Will there need to be road closure or detour signs posted? Yes V6
KTTTITAS COUNTY COURTHOUSE • 205 WEST 5`" , SUITE 108 • ELLENSBURG, WA 98926
(509) 962-7508 • FAX (509) 962-7679
www.colittitas.wa.us
�~ Kittitas County, Washington
BOARD of COUNTY COMMISSIONERS
k l I"I'IT,�,`+ L 1. 11-i►
Garbage/Recycling
Do you have a plan f or garbage and recycling? Vs No
A written plan for garbage and recycling must be attached to your application
materials. For questions or assistance contact the Kittitas County Solid Waste
Department at 509-962-7542.
Insurance
Have you obtained a Certificate of Insurance and endorsements, specifically
naming "Kittitas County" as an insured? Yes V
A copy of the Certificate of Insurance amd endorsements must be included with your
application materials. Kittitas County must be named as an additional insured in the
amount of $1,000,000.00 per occurrence and $2,000,000.00 aggregate coverage. This
insurance must apply first and on a primary non-contributing basis in relation to any
other insurance or self-insurance available to Kittitas County.
Penal Bond - Bond of Indemnity
A $5,000.00 Penal Bond - Bond of Indemnity is required to be deposited with the
County Treasurer to save and protect the streets, pavements, bridges, etc. from
damage. The deposit or its balance will be returned once the event has been held and
the Board of County Commissioners has certified no damage has been done and that
the County has not incurred additional expenses
Are you submitting a $5,000.00 Penal Bond - Bond of Indemnity with your Event
Application? Yes Vo
If no, you must request a letter in writing to the Board of County Commissioners
requesting a waiver to the Penal Bond - Bond of Indemnity and outline the specific
reasons why it should not be required of your event.
County Filings and Registration
Is there a cost to attend the event? Yes #(o
How much are you charging to attend your event?
KITTITAS COUNTY COURTHOUSE - 205 WEST 5t', SUITE 108 - ELLENSBURG, WA 98926
(509) 962-7508 • FAX (509) 962-7679
www.colittitas.wa.us
Huffman Farms Pumpkin Festival
6181 Wilson Creek Rd - Ellensburg
Daytime patch event: Saturdays and Sundays 10am to 4pm
Evening haunted forest and corn maze: Fridays and Saturday 7pm to 10pm (beginning the 2nd weekend)
Milo ry i oIei
We have been holding this event since 2013, with attendance growing to approximately 9,000 for the
month. The average daytime attendee stays about 2 %: - 3 hours and 37% of last year's attendees were
from outside Kittitas County.
During daytime event hours, we offer wholesome fall family fun with the following activities:
• Pick your pumpkin straight from the patch (charged by size)
Hayride (free of charge)
Q Petting zoo (free of charge)
• Duck races (free of charge)
4 Various lawn games (free of charge)
• Pony hop races (charge) — Note: these are inflatable ponies
• Jack's Kid Zone (charge)
• Pumpkin chucking (charge)
• Corn maze (charge)
• Retail shopping
• Concessions
Evening event hours offer the following:
u Haunted forest and corn maze
• Fire pits
• Fireside concessions (s'mores, hot chocolate, coffee)
Fire Safety
All structures that will be used during the event are permanent and permitted structures. As a result,
the Fire Marshal has been on-site, as recently as October 2017 for inspection. Furthermore, we've
obtained a letter from the Fire Chief, stating that any and all department apparatus that may be needed
are permitted to travel over our bridge ( We will contact the Fire Marshal's office
prior to this event. 6t4 f +`v_ i LAbr \4t5tt-4
Finally, we have a firefighter/EMT onsite almost all event hours (personal family friend).
Buildings
There are several structures on the property, with four being used during event hours. All structures are
as follows (as shown on the attached map B):
(A) 12x16 storage building — holds all haunted forest props and supplies
(B) 36x36 pole building/shop — will be used as retail space during daytime event hours *permitted with
the County Building Dept.
(C) 14' storage silo — used as misc. storage
(D) 12x16 storage building — holds all farm tools, seeds, etc.
(E) 10x12 carport — used as a BBQ shack
(F) 14' silo — used as our prep kitchen *This building has been refurbished with countertops, sink,
stovetop, fridge, service window, etc.
(G) 10x20 carport — used as covered seating for guests
E, F and G are all permitted as commercial structures with the County
Concessions
All raw meat concessions are cooked off-site at a commercial kitchen and prepped on-site. We obtain an
event permit from the Co. Health Department each year. This year's permit has been filed and paid for,
we are just waiting to receive a copy. Concessions consist of the following:
• Pulled pork sandwiches
• Chicken salad sandwiches
• Hotdogs
• Veggie burgers
• Coleslaw
• Baked beans
• Chips
• Baked goods
• Bottled water
• Pop
Restrooms
We have three standard porta-potties and one ADA porta potty available at all times, as well as two
hand washing sinks. They are strategically placed between the petting zoo and concessions area. They
are provided by Brown and Jackson. They provide cleanings on Mondays. During the event itself, we
have Clorox wipes available to guests and we do spot cleanings throughout the day.
Parkin
Upon arriving at the farm, a parking attendant helps you park. Handicap parking is provided closest to
the main area. Out at the road (Wilson Creek), traffic impact is non-existent, as it is not a heavily
traveled section of road. Guests coming and going have a clear line of sight and easy access to turn left
or right.
Garbs a Req clip
Garbage cans are made available throughout the event, with about a dozen on-site in all. Approximately
4-5 are designated for recycling. At the end of the event, we empty all trash/recyclables into a large
dump trailer (keeping them separate). Then, regular weekly visits are made to KCSW for
dumping/recycling.
Insurance
In addition to our farm/umbrella coverage, we purchase event insurance each year as well. We are in
the process of having Kittitas County added as per the application. In addition, a statewide agritourism
liability law went into effect last year. Our event is covered under this new law and appropriate signage
will be in place to communicate this to guests ( *PLESE NOTE THAT WE CANNOT
OBTAIN OUR EVENT INSURANCE UNTIL 30 -DAYS BEFORE THE EVENT ON GIS
Music/Noise
We play music through a PA/stereo system during the daytime event hours of 10am and 4pm. The two
speakers used are directed away from any neighbors and the volume is set at a reasonable level, as to
just add ambiance music for the event.
We play music for our guests through a single speaker, during our evening event hours of 7pm to 10pm.
Some sound effects are used as well throughout the forest. However, it's all nature related (i.e. coyotes
howling, etc.), so it blends right in O
Neighbors
Our farm is 36 acres and is heavily forested throughout the majority of the land. The closest neighbors
we have are located just off Wilson Creek Road. The first, are our tenants. We rent the small house at
the front of the property and the tenant's lease includes an addendum that spells out the cloy 6M F►�i
proximity of the farm and what to expect and accept in October ({Tease-see-auached-Q). This will be the
current tenants fourth season with us. The second closet neighbors sit just to the North of us. Their
home/shop are at the front of the property, with no dwellings near the event area. They, the Jenkins,
are very supportive of our event. They make multiple visits each year and we provide their family with
V.I.P. passes as a thank you for their support.
Other attachments
Overall view — E
Penal bond waiver request — F
Posters as requested in application
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Hilary Huffman
444 Buckboard Lane
Ellensburg, WA 98926
Kittitas County Board of Commissioners
205 West 5th Suite #108
Ellensburg, WA 98926
Dear County Commissioners:
August 27, 2017
I would like to request a waiver of the penal bond/bond of indemnity that is part of the event
permit application process.
As this will be our sixth year holding this event at the same location, I believe that we have had
ample time to demonstrate that our event has no measurable impact on the county
infrastructure around us.
Event access and egress comes at a section of Wilson Creek Road that is not heavily traveled
(about four miles North up Wilson Creek Road, just before Radar). The road is simple, with no
bridges, guardrails, traffic lights, stop signs, etc.
Given our event history and the minimal travel that occurs along this section of roadway, I
respectfully request a waiver.
Sincerely,
Hilary Huffman
Huffman Farms
Kittit-as County Office Of The Treasurer
i Brett Wachsmith, Treasurer
- - -' 205 W 5th Avenue, Suite 102
Ellensburg, Wa 98926
Phone (509) 962-7535 Fax (509) 933-8212
Cash Suspense
Receipt Number: 2018-3782
Received From:
Check Amount:
$200.00
Cash Amount:
$0.00
Other Amount:
$0.00
Total Amount:
$200.00
Deputy: DEBBIEM
Receipt Type: CHK
Template: COMMISSIONER'
COMMISSIONERS
Date: 08/27/2018
Comments:
RECEIVED $200.00 CHECK# 1363 FROM HILARY HUFFMAN FOR SPECIAL EVENT APPLICATION 8/27/18
FundCode GICode Description Amount
001 1632171 SPECIAL EVENTS FEE $200.00
Total Amount: $200.00
Kittitas County Treasurer's Office
Submitted By: DEBBIE MYERS
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