HomeMy WebLinkAboutLT-2019-002-WA ST Horse ParkLT -2019 -002 -WASHINGTON STATE HORSE PARK
2019 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND WASHINGTON STATE HORSE PARK
This Contract, effective January 1, 2019 is made and entered into by and between KITTITAS
COUNTY ("County"), a subdivision of the State of Washington, and WASHINGTON STATE HORSE
PARK (WSHP) ("Contractor").
WHEREAS, the purpose of this Agreement is to provide for activities and expenditures
designed to increase tourism,
NOW THEREFORE, in consideration of the terms and conditions contained herein, or
attached and incorporated and made a part hereof, the County and the Contractor mutually agree
as follows:
Section 1. Scope of Work.
Contractor shall provide the services and staff described in its Application for Lodging Tax
Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A"
which is attached hereto and incorporated herein by this reference.
Except as otherwise specifically provided in this Agreement, Contractor shall furnish the
following as required to perform the services, described in Paragraph (a) above, in
accordance with this Agreement: Personnel, labor and supervision; technical, professional
and other services. All such services, property and other items furnished or required to be
furnished, together with all other obligations performed, or required to be performed, by
Contractor under this Agreement are collectively referred to herein as "Services."
c. Contractor shall commence, perform and complete such Services in accordance with Exhibit
"B" which is attached hereto and incorporated herein by this reference.
Section 2. Payment.
a. As full compensation for satisfactory performance of the Contractor's Services, the County
agrees to pay Contractor the sum of twenty six thousand, five hundred dollars ($26,500.00)
($24,318 Cie Elum lodging tax funding, and $2,182 Kittitas Co. lodging tax funding).
b. Additional payment terms: The County will make payment to the Contractor only on a
reimbursement basis, as receipts/invoices for any items including marketing and/or
advertising are submitted to the County, not to exceed the sum of twenty six thousand, five
hundred dollars ($26,500.00) ($24,318 Cle Elum lodging tax funding, and $2,182 Kittitas Co.
lodging tax funding).
c. Services/Expenses that are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January 15, after this date funds lapse.
d. Requests for reimbursements must be submitted to:
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LT -2019 -002 -WASHINGTON STATE HORSE PARK
Kittitas County Auditor
Attn: Auditor's Accounting
205 West 5th Ave —Suite 105
Ellensburg, WA 98926
auditorsaccountin co.kittitas.wa.us
e. Reporting requirements of your events will be required on prescribed forms from the
County Auditor.
f. Contractor is eligible to claim reimbursement for the following items and amounts only:
• Website
■ Shopping cart
• Social media
• Brochure/progress reports
• Ads and infomercials
• Local business incentive program
g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and
is further expressly denied funding for the following items as requested in the application as
defined in Section 1(a): no funding for comprehensive signage
h. Contractors requesting reimbursement for event -specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
E. Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
following address: http://www.co.kittitas.wa.us/auditor/default.aspx
Section 3. Performance by Contractor.
a. Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County. Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the County's option.
b. Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County. In no event shall
Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the
County. It is understood that the Contractor and the Contractor's staff and employees are
not employees of the County and are not, therefore, entitled to any benefits provided
employees of the County.
c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders,
licenses, permits, and other requirements, now or hereafter in effect, of any governmental
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authority (including, but not limited to, such requirements as may be imposed upon the
County and applicable to Services). Contractor shall furnish such documents as may be
required to effect or evidence such compliance. All laws, ordinances, rules, and orders
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, or mental handicap.
e. The Services shall at all times be subject to inspection by and approval of the County, but
the County's making (or failure or delay in making) such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's knowledge of defective or non -complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County with sufficient, safe, and proper facilities and equipment for such inspection and
free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or its designee, or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine, audit and copy, with or without notice) all of Contractor's books, documents,
papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the Internal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release Indemnity, and Hold Harmless.
The County assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County, its officers and employees,
agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities,
damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
• Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
o Any lien asserted upon any property of the County in connection with the Services for this
Agreement;
■ Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
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rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
any governmental authority; or
a Any breach of or default under this Agreement by Contractor.
Section S._ Compliance with Public Records Law.
a. In compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. In the event a public records request is made to the County for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County shall provide notice to
Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
c. The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark, copyright or other law.
Section 6. Industrial Insurance Waiver.
With respect to performance of this Agreement and as to any claims against the County, its Additional
Insureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51
of the Revised Code of Washington, the Industrial Insurance Act, for injuries to Contractor's employees
and agrees that the obligations to indemnify, defend and hold harmless provided in this Agreement
extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is
mutually negotiated by the parties to this Agreement.
Section 7. Insurance and Endorsements.
a. The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses
arising out of personal injury (including death) or property damage that may result from
performance of the Services or this Agreement, whether such performance is by Contractor
or any of its employees, agents or representatives.
c. Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d. Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
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e. Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County as an Additional Insured and shall stipulate that the insurance
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
Section 8. Termination.
The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any
portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon
receiving such notice of termination, Contractor shall, except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice. In the event the
County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of
the date of the notice of termination.
Section 9. Miscellaneous.
a. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
c. Notice for any purpose under this Agreement, except service of process, shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W.
5th Ave. Ste. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by
the County to the Contractor shall be given to the Contractor's address provided on the
signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class,
postage prepaid, certified mail, return receipt requested.
d. The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict, affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
e. This Agreement may be executed in one or more counterparts and by facsimile, each of
which will be deemed an original, but all of which together will constitute one and the same
instrument.
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f. Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement. Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement, and is not in
violation of any applicable law, ordinance, or regulation the consequence of which will or
may materially affect Contractor's ability to perform its obligations under this Agreement.
g. 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 the other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To
this end, the terms and conditions of this Agreement are declared severable.
h. The exclusive venue for any action brought to enforce this Agreement or any of its terms
shall be in Kittitas County, State of Washington.
KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS CONTRACTOR
Chair
Vice Chair
Commissioner
ATTEST:
, Clerk of the Board
APPROVED AS TO FORM:
Deputy Prosecuting Attorney
[Print Name]
[Address]
[Telephone]
2019 County Lodging Tax Funding Agreement Page 6
CLTAC: Application for Lodging Tax Grant Funding EXHIBIT A,
Grant Application Lid you attend the Gant ApIplication Workshop - 2018 hosted by the Kittitas County Chanber of Corrrrerce?
Workshop - 2018 * G Yes
r No
Submittal Instructions r Yes,
& General I have read and understand Subrrittal Instructions and General Infornation for the 2018 Lodging Tax Gant Funding
Information * Process
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 Wil 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.
Organization Information
Name of Organization * Washington State Horse Park
Organization Address* Street Address
Website
Federal Tax ID #*
UBI #*
Organization is a:*
1202 Douglas Munro
Address Line 2
PO Box 278
aty
Cie Elum
Postal / Zip aide
98922
wahorsepark.org
33-1197391
601-844-477
r Government Entity
r 501(c)3
r 501(c)4
r 501(c)6
r Other
State / Province / P-agioi
Washington
Country
United States
(Note: you must submit 501(c)3, 501(c)4, or 501(c)6 approval documentation.)
Click here to view sample documents (redacted).
Upload Proof of WSHPA IRS501c3 (2) (2).pdf
Organization Status* Acceptable file foruntsinclude: JPG,IEForTIFF.
Contact Information
First Name* Leslie
594.95KB
Last Name* Thurston
Phone Number* 877-635-4111
Email * director@wahorsepark.org
Project or Event Information
Project/Event Name* 2019 Marketing Plan for Horse Park Ongoing Operations
Event Dates
Please provide any specific dates, or range of dates, on which your event or project will be held. You may add as many
dates or date ranges as necessary.
Event Dates
Start Dates* End Dates
1/1/2019 12/31 /2019
Project/Event Washington State Horse Park
Location *
New or Ongoing r Ongoing Project/Event (More than four years in existence)
Project/Event? * r New Project/Event (Four or fewer years in existence)
Amount of Funding $ 35000.00
Requested * if you selected "Ongoing Roject/Event" above this arrant rray not exceed 10% of the total expense budget of this
project.
Funding Request Max 61,200
Tourism Seasons * Fromthe list below, what season will your project enhance tourism? Select any which apply
r- Year-round (January - December)
r- Off Season (November - February)
rJ Shoulder Season (October or March - May)
rJ High Season (June - September)
Application Questions: Part 1
Please answer each question completely, in the order listed. Please include any supporting data within the
response narrative.
11 Project/Event Description
Please provide a description of your project/event and identify the specific tourism audience/market that your
organization will target Wth these funds. You must include an itemized list of exactly how any grant funds
awarded will be utilized.
Response 1: The Horse Park's mission is to build, promote, operate and sustain the premier
Project/Event destination for horse activities in the Pacific Northwest.
Description *
Our business development goals for 2019 are to:
(1) Maintain and grow our large annual events for hunter/jumper, eventing, reining,
reined cow horse and rodeo disciplines,
(2) Continue to attract a wide variety of other english and western horse activities
including small -medium size shows, youth and adult camps and clinics,
recreational/social outings, etc., and
(3) Promote our plan to build a fifth (covered) arena that will attract additional
groups and disciplines requiring such a facility.
The factors that most influence expansion of our support base are our abilities to:
provide high quality service and facilities that serve diverse needs, increase
awareness of the Park throughout the regional horse community, and ensure
visitors enjoy their stay in the local area.
Our total funding request for 2019 is $35,000 which will enable us to execute a
multi -faceted marketing plan that includes some major new initiatives:
1. Significant upgrade of website to integrate with social media and make it easier
to provide and find information - $4,500
2. Addition of shopping cart capabilities online and onsite to facilitate event
registration, ticket sales, credit/debit card transactions, and expand range of goods
and services offered - $3,500
3. On-going management of Facebook and Instagram accounts with greater
development and use of video and photo content,
possibly including drone footage of layout and facilities - $3,000
4. Development and distribution of up-to-date promotional brochure and progress
reports, especially reporting on covered arena construction - $8,000
5. Print advertising and infomercials in newspapers, horse industry publications,
visitor guides, etc. - $4,500
6. Develop, design and implement comprehensive signage program for the Park
and surrounding trails system to improve way -finding, use of facilities and
emergency response - $8,500
7. Revamp and reintroduce an incentive program with local
businesses that will increase visitor traffic and business owners awareness of Park
influence - $3,000
Total Grant Request $35,000
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List of Intended Use of Funds*
1. Website $4,500
2. Shopping Cart $3,500
3. Social Media $3,000
4.13rochure/Progress Reports $8,000
List of Intended Use of Funds*
5. Ads and Informercials $4,500
6. Comprehensive Signage $8,500
7. Local Business Incentive Program $3,000
21 Projections of Increased Tourism
Please provide the following estimates of how any money received will result in increases in the number of people
traveling for business or pleasure on a trip:
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:. 1. Away fromtheir place of residence or business and staying overnight in paid acconTrodations;
Projection * Our target market includes Washington, Oregon, Idaho, Montana, California, and
British Columbia and is comprised of very diverse english and western horserelated
interests and disciplines. A major goal for the Park is to book large shows of 100+
horses that run 2-4+ days thereby causing more visitors to stay overnight.
Overnight stays increase Park revenues from arena rentals, stall fees, RV camper
hook-up and other use fees, and increase opportunities for larger numbers of
visitors to patronize local businesses.
We have been able to build and maintain participation in our larger shows that now
include four hunter/jumper shows, two horse trials, the roundup(rodeo) and
reining/reined cow horse competitions. These are all multi -day events that have
significant influence on the number of total visitor days the Park generates. A
portion of the medium and smaller size events change each year as organizers
seek a new experience or need to rotate to other geographic areas to serve their
constituents. For that reason, we believe the best measure for evaluating the
Park's success in contributing to economic impact is by looking at the overall totals
of all activities for the season.
We obtained residence information from 4,189 visitors this year, who came from
Canada, Alaska, Arizona, California, Colorado, Idaho, Massachusetts, Montana,
Nevada, New Mexico, New York, Ohio, Oregon, South Dakota, and Utah. The
overall increase in visitor days has slowed a bit until we build more capacity for
large shows with a fifth arena, and many important disciplines require a covered
arena before they will consider booking an event at the Park. So our plan in 2019
to construct a fifth arena (and the only one that will be covered) is key to our
continued growth and long term sustainability.
The attached Economics Metrics Table reflects total visitors for the past four years
and this season. This table shows continued growth in total visitor traffic and
annual economic benefits. We plan to maintain at least these levels in 2019 as we
build and promote the covered arena, which will spur growth in 2020 and beyond.
-The economic impact dollar assumptions used in the Metrics Table for 2014-17
were from the 2015 Dean Runyan Report courtesy of the Kittitas County Director of
Tourism. The 2018 impacts were calculated using Dean Runyan data for 2017 as
provided by the Chamber CEO.
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Response 2.1: -Recreational Rider visitor days and % non -local is based on information from each
Evidence* rider completing a Day User registration form and those who purchase a Season
Pass for recreational use of the Park. We calculated the number of visitor
overnights based on the number of stalls rented, and then applied a reasonable
estimate to the number of people camping versus staying in a hotel. Because we
don't have staff onsite 24/7 to ensure all papeRvork is completed and submitted,
these numbers are conservative.
-The base visitor data for Events was supplied by each event organizer who
provided the zip code of each rider participating in their event. We then multiplied
that base data by 1.5 to 3.5 depending on the group to project total attendees
[Central Washington University conducted an economic study of over 40 horse
parks across the country that was updated in 2006. The CWU findings estimate on
average 3 people (including trainers, grooms, family, spectators, staff, volunteers,
vendors, etc.) attend an event per horse/participant, and that assumption seems
reasonable for many groups based on our experience managing the Park to -date.]
• Special Note: we now host four large hunter/jumper shows that combined run for
22 days and attract a very well-healed clientele. Based on information we've
gathered from surveying this population, about 30% of those who stay overnight
rent expensive vacation homes in Suncadia, Roslyn Ridge and elsewhere locally.
We determined from a local vacation rental agent the average house rental price
and # bedrooms; we assume 2 people per bedroom which results in:
$61.50/night/person for accommodations plus other daily expenses we estimate at
$50, for a combined assumption of $111.50/person. This assumption was applied
to 30% of this unique segment of overnight show attendees (versus the $52/day
assumption for "other" overnight provided by the Dean Runyan Report.
-The number and type of overnight accommodation was based on interviews with
the event organizers, surveys of some user groups, and knowledge we have about
how each group uses the Park.
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Response 2.2: 25o a place fifty riles or rrnre away fromtheir place of residence or business for the day or staying overnight;
Projection * See above answers.
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Response 2.2: See above answers.
Evidence * 2500 character lirrit
Response 2.3: 3. or from another country or state outside of their place of residence or business.
Projection * See above answers.
2500 character limit
Response 2.3: See above answers.
Evidence* 2500 character lirrit
Application Questions: Part 2
31 Measuring Results
What tools will you use to measure your event's impact on tourism? Please be specific and provide examples. Include the
following information:
A. Is your project/event year-round or is it seasonal or date -specific? Go to definitions of terms.
B. What strategies will you employ to assure you are attracting tourists from at least 50 miles away?
C. What strategies will you use to assist in marketing all of Kittitas County as a tourist destination with your
event/project funding request?
Response 3: What tools will you use to rreasure your event's irrpact on tourisrrf? Rease be specific and provide exarrples,
Measuring Results* Currently, our core operating months are April through October. We will open
sooner and close later depending on the weather, but we do not yet have a
covered arena that would allow us to attract events that demand protection from
unpleasant weather. May -June has consistently been our busiest period for large
events because the weather and footing (ground) are much better at the Park than
on the west side of the mountains where most of the active horse community
resides. We were successful this year in better -balancing the season with more
and larger events in the July -October timeframe. Since that encompasses hot and
dry months with wild fire threats, we will be actively promoting the benefits of the
Park to overcome perceptions and realities, including firewising projects and
emergency preparedness plans.
Throughout the Park's season we will continue gathering zip codes and other
individual details from Park users directly or from the event organizers about their
participants. We expect our metrics to become even more complete and accurate
as we mature and have staff on the property consistently to monitor use and
ensure proper completion of registration and survey paperwork.
We have developed a set of questions to help us solicit input from event organizers
about their groups and where they are staying overnight, where they purchase
food/drinks or dine out, where they shop and other information that will inform us
about their experience while visiting the Park and the local area. We have tried
several ways to gather this information directly, but our ability to do so will require
volunteer assistance since the Park's small staff is very busy during events. We
have had very little luck getting information from hotels and restaurants about
business from Park visitors.
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Response 3 A: A. Is your project/event year-round or is it seasonal or date -specific?
Measuring Results* r Year Round G Seasonal r Date Specific
Your selection here should be supported by the dates you provided above, in the R-cject or Event Inforrration section,
Response 3 B: B. What strategies will you errploy to assure you are attracting tourists from at least 50 rriles away?
Measuring Results* As long as we continue marketing to and attracting large and diverse events, we
will be drawing heavily from people over 50 miles away since that is where the
majority of competitive riders live. As we host more western disciplines that will
bring in more local residents, but they will remain a small percentage of our overall
attendance.
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Response 3 C: G What strategies will you use to assist in rrarketing all of Kttitas County as a tourist destination with your
Measuring Results* event/project funding request?
We will continue to provide the Cle Elum's "This Is How We Do" guide, the
Chamber's Central Washington Visitors Guide, the Tribune's Explore Kittitas
County guide including the local Visitors' Map at our registration booth and the
Park office. We also have a link on our website and Facebook to the Central
Washington Color.com website and actively direct people to the information
available there as well as the Chamber of Commerce website.
We intend to revamp and reintroduce a program developed in 2017 with
businesses around Kittitas County that encourages Park visitors to stop by their
locations and identifies the visitors as coming from the Park.
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Application Questions: Part 3
41 Collaboration
If your organization collaborates or has created partnerships with other organizations, groups, or other
events, how is this accomplished?
Collaboration * As noted above, we distribute information about the local community and activities
at the two major visitor traffic points at the Park: our visitors' registration booth and
the show office where event participants register. In addition to the materials listed,
we also provide Suncadia's activity calendar, Cle Elum downtown map, flyers and
other information provided to us about local events and activities such as the
Swiftwater Cellars' concert series, the barn quilts tour, etc. The Park has a
presence at the annual Suncadia Neighborhood Picnic and their Harvest Festival.
We utilize the Chamber's channels to promote the Park and our calendar of events
such as on the its website and weekly emails to members, have Park materials at
the visitors center and place ads in their publications.
The Park's Executive Director actively participates on the Roundup Board to
promote, fund and produce this keystone event for upper county. However, we
currently don't have enough staff to take an active role in many of the community
events.
During the year the Executive Director and others from Park management attend
and participate in meetings with Cle Elum City Council and staff, Suncadia senior
management, Cle Elum Tourism Committee, Kittitas County Parks and Recreation,
Cle Elum Downtown Association, Cle Elum Rotary Club, and Roselyn Riders.
Finally, Park management is constantly meeting with horse group leaders around
the state and region to promote the Park and work together to better the health of
their sport and activities.
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51 Future Plans
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.
Future PlansWe continue to generate increasing revenues from operations. This year we
hosted 38 events compared to 45 last season, but generated more visitor traffic by
increasing the average size/duration of events we hosted. We have been able to
attract some nice new shows by providing first class facilities, good customer
service and continuing to improve amenities to attract more users groups. Thanks
to public support at the State, County and City levels, we expect the covered arena
project to be largely funded by yearend 2018 with construction completed in 2019.
This keystone addition will allow us to host larger events, extend the season into at
least March and November as well as attract many activities and groups that
require a covered competition space.
We have an annual business sponsorship campaign and ongoing donor
solicitation. The Park will hold its third major auction dinner gala on November 10th
at the Newcastle Golf Club to raise awareness and funding for operations and
capital projects. We continue to have significant volunteer support from many
individuals and groups.
But communication about what we are doing is absolutely critical to building
broader interest and support. The Lodging Tax funds continue to be a major help
to us in promoting the Park, the events we're offering and communicating the
broader messages about how to help sustain the Park.
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Application Questions: Part 4
61 Additional Information
Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your
project and its benefit to tourism.
Additional Information We are making better use of social media as a way to cost-effectively reach our
far-flung and diverse audiences. Year-to-date we have achieved 327,127
Facebook "Reaches", a net gain of +16,480 compared to prior year, and a net gain
in new page likes of 598. Facebook Reach indicates the number of times a post
was viewed by an individual at least once.
However, we have encountered some major obstacles with our current systems that
must be addressed. Our Customer Relationship Management (CRM) system makes
it difficult to store, sort and communicate appropriately with various contacts. This
system was initially selected and utilized as a donor database, but we have grown
to reach much more diverse audiences that have more robust needs in the online,
digital age.
In addition, our website is not easy to read or navigate with a mobile device and
must be overhauled to meet today's online, "on our way" audiences. We also are
unable to satisfy visitor needs with online registrations,ticket sales and debit/credit
card payment options since we currently can only accept cash or check for most
transactions, which creates many delays and turns some business away.
Our request for grant funding support includes $8,000 combined (projects 1 and 2)
to address these needs.
2500 character lirrit
Supporting Documents You rrey upload any supporting docurrents such as graphs, irrages, diagrams, narketing rraterials, etc.
2018 Zip Code Map.pdf 205.89KB
2018Event Calendar 8-30-2018.pdf 220.08KB
You are allowed to subrit up to 3 single page (LIS Letter) documents in JFG, PDF or 11FFforrrat
71 Previous Lodging Tax Grant Information
Previous Years Fps your event received Lodging Tax funds in previous years?
Awarded Lodging Tax f No, this event/project has not previously received Lodging Tax Funding.
Grants* C' Yes, 1 year previous
r Yes, 2 years previous
C Yes, 3 or more years previous
How many participants and spectators attended last year's activity and/or will attend
this year?
Prior Year* Projected *
29,520 32,150
How many days did/will your event occur?
Prior Year* Projected*
210 210
How many paid overnight stays were and/or will be booked as a result of your
project/event?
Prior Year* Projected *
22,970 25,840
Paid Overnights' Data Support
Explain how the room nights data above from the prior year was collected and how the projection for the next year is
derived. (For example, if there was a survey conducted for the prior year, explain the methodology. For the projections,
what are they based upon and how is that basis justified?)
Prior Year Paid See attached economic metrics table. The above "projected" data is the same as
Overnight's Stay projected for 2018 since we believe we are near capacity with facilities and
Response* calendar dates for our short season. The good news is that the coverd arena will
add both capacity as well as extend the season, so it offers strong growth
opportunities once its built.
2500 character limit.
Prior Year Paid In addition to field above, you nay upload the evidence to support the prior years' room'night information
Overnight Stay Data 2018 WSHP Economic Metrics Table.pdf 417.89KB
You may upload up to three single pages (IJS Letter), of information. If you a single rrulti-page docurrent, only the first
three pages will be considered. The following formats, will be accepted: JIG, FBF or 11FF
Application Questions: Part 5
81 Funding
Does your organization have, or have you applied for, grant funding from other sources? If not, why not? If yes, please
list the funding you have for the project, including any volunteer and in-kind sources in Question 91 Project Budget
Overview.
Funding sources and amounts which have not yet been secured will be listed separately, in the field(s) directly below.
Finally, what changes would occur if the project couldn't be funded?
Other Funding * Does your organization have, or have you applied for funding from other sources?
r Yes r No
Explanation * If not, why not?
We have been applying for various capital project grant opportunities to fund the
$4.8m covered arena project, which is our highest priority to ensure future success
of the Park. We anticipate seeking grant funds, in-kind support and volunteerism
for firewising activities and to install an equine security fence along 190. However,
we have not applied for grant funding for marketing and promotional activities from
other sources for 2019.
2500 character limit
Funding Shortfalls * what changes would occur if the project couldn't be funded?
If this project can't be funded, we would be forced to cut back significantly on our
marketing activities and materials, and to rely almost exclusively on outdated
modes of communication with our target audiences. That would severely weaken
our ability to engage them. That in turn would slowdown our progress in filling the
calendar and in funding needed improvements, thereby adversely affecting the
related economic benefits the Park could generate.
2500 character limit.
Matching Funds 1514.29
Percentage
This field will auto fill with the correct percentage based on your input to budget section below.
91 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 flebbility for all applicants, not all fields in the budget portion are
required to be filled before this form is submitted. Providing all applicable data is your responsibility, failure to do
so will potentially jeopardize your application's chance for review.
Verification of In-kind For any clairred in-Wrid contributions valued at $500 or rrore and related to rmrketing/advertising, you rrust subrrit
Contributions verifying docurrentation which assures the contribution will be provided.
ii
Budget Year
I'
Edit if necessary 2016 2017 2018 2019
Revenues From Consolidated Lodging Tax Grant
Past Actual 3 Past Actual 2 Past Actual 1 Projected
I
LTAC Grant $ 20,000.00 $ 25,000.00 $ 25,000.00 $ 35,000.00
Funding
All Other Revenues
Account Name Past Actual 3
Operating Revenue $ 329000.00
Contributions $ 90000.00
Past Actual 2 Past Actual 1 Projected
$ 367160.00 $ 394000.00 $ 400000.00
$ 110000.00 $ 120000.00 $ 130000.00
In -Kind Contributions (except volunteerism)
Account Name
Past Actual 3
Past Actual 2
Past Actual 1
Projected
li
Contributions of Volunteer Time
Past Actual 3
Past Actual 2
Past Actual 1
Projected
Number of Hours
Calculated Value of
$
Projected Volunteer
Time
Past Actual 3
Past Actual 2
Past Actual 1
Projected
Revenue Totals
$ 439000.00
$ 502160.00
$ 539000.00
$ 565000.00
Expenses
Account Name
Past Actual 3
Past Actual 2
Past Actual 1
Projected
Payroll
$ 164000.00
$ 203440.00
$ 190000.00
$ 210000.00
Account Name
I
Past Actual 3
Past Actual 2
Past Actual 1
Projected
Fac & Equipment
$ 205000.00
$ 191400.00
$ 240000.00
$ 260000.00
All other
$ 95000.00
$ 131880.00
$ 135000.00
$ 142000.00
Past Actual 3
Past Actual 2
Past Actual 1
Projected
Expense Totals
$ 464000.00
$ 526720.00
$ 565000.00
$ 612000.00
Profit & Loss
Past Actual 3
Past Actual 2
Past Actual 1
Projected
$ -25000.00
$ -24560.00
$ -26000.00
$ -47000.00
Application Certification
The applicant here certifies and affirms: 1. That it does not now, nor will it during the performance of any contract arising
from this application, unlawfully discriminate against any employee, applicant for employment, client, customer, 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.
Certified by: *
a6 l0 -e3 6fi td,--"
Name* Leslie Thurston
Applicant's Title* Executive Director
INTERNAL REVENUE SERVICE
P. O. BOX 2508
CINCINNATI, OH 45201
Date: �
WASHINGTON STATE HORSE PARK
AUTHORITY
C/O LESLIE THURSTON
PO BOX 2078
WOODINVILLE, WA 98072
Dear Applicant:
DEPARTMENT OF THE TREASURY
Employer ITentification Number:
33-1197391
DLN:
17053090318011
Contact Person:
FAITH E CUMMINS ID# 31534
Contact Telephone Number:
(877) 829-5500
Accounting Period Ending:
June 30
Public Charity Status:
170 (b) (1) (A) (vi)
Form 990 Required: -
Yes
Effective Date of Exemption:
January 9, 1998
Contribution Deductibility:
Yes
Addendum Applies:
No
We are pleased to inform you that upon review of your application for tax
exempt status we have determined that you are exempt from Federal income tax
under section 501(c)(3) of the Internal Revenue Code. Contributions to you are
deductible under section 170 of the Code. You are also qualified to receive
tax deductible bequests, devises, transfers or gifts under section 2055, 2106
or 2522 of the Code. Because this letter could help resolve any questions
regarding your exempt status, you should keep it in your permanent records.
Organizations exempt under section 501(c)(3) of the Code are further classified
as either public charities or private foundations. We determined that you are
a public charity under the Code section(s) listed in the heading of this
letter.
Please see enclosed Publication 4221 -PC, Compliance Guide for 501(c)(3) Public
Charities, for some helpful information about your responsibilities as an
exempt organization.
Letter 947 (DO/CG)
WSHP Economic Metrics Table
(1) RECREATIONAL RIDERS
Total # visitor days
# Non -Local
Non -Local
Overnight stays hotel
$187/day
Overnight stays "other "
$52/day
Other non -local day visitors
$86/day
Estimated economic impact:
(2) EVENTS
2014 2015 2016 20171 2018
733
1470
1140
1005
513
985
753
439
70%
67%
66%
44%
75
150
85
53
$13,125
$26,250
$14,875
$9,434
75
150
85
54
$3,750
$7,500
$4,250
$2,754
363
685
583
332
$31,218
$58,910
$50,138
$28,552
$48,093
$92,660
$69,263
$40,740
1 -2 -day Events - total # visitor days (27) 2,903 (17) 1,830
3-6 day Events -total # visitor days (12) 14,343 (21) 22,997
Total # visitor days
17,246
24,827
# Non -Local
15,495
20,228
% Non -Local
93%
88%
Overnight stays hotel
6,102
7,889
$187/day*
$1,067,850
$1,380,575
Overnight stays "other"
4,192
5,462
$52/$112/day*
$328,843
$482,655
Other non -local day visitors
5,201
6,877
$86/day
$447,286
$591,422
Estimated economic impact:
$1,843,979
$2,454,652
Annual Increase
33%
(22) 1,195
(17) 28.968
30,163
27,246
95%
8,257
$1,444,997
14,210
$1,010,437
7,277
$625,882
$3,081,256
26%
(25) 1,321
(20) 28,198
29,519
28,338
96%
11,144
$1,983,660
11,720
$882,787
5,474
$470,764
$3,337,211
849
388
41
$8,602
4'.
$2,444
29'
$25,370
$36,416
(18) 218
(20) 31,933
32,151
29,511
92%
13,229
$2,473,823
12,517
$987,784
3,817
$328,262
$3,789,869
14%
Our goal for 2019 is to at least maintain the number of visitors of economic benefit shown from 2018,
while building capacity for future growth.
Washington State Horse Park 2018 Event Visitors Zip Codes by
Residence
Ivanaunou KIu111immu sor " Gr(yTi d�
��Abbo•.Isfotd._ — . ' � 13.1
M�
MI
'111Unat Fpruslkallalla! FOresl hFaStOt18
Victoria 9Xff
Y
r -t
9 9 Olympic Ok anr.�r• WerlatChee
National Park Nat nal forest S
Mir 11 Aailt
Olympm, 0
NallonalFo�t � � ��
WA K -94�T t 9 9
9 9) �� 9
3. n
9
I�.F pn
9 911.;4tq a . .
V3a Mp.
I� ///yyy Wallowa -Whitman
C19 National Forest
)od 9
Forest Umatilla
National Forest Payette
1,1.0-41 Gni
Out of state event visitor zip codes, by residence:
Canada
4
Alaska
2
Arizona
9
California
27
Colorado
3
Idaho
81
Massachusetts
2
Montana
49
Nevada
4
New Mexico
4
New York
2
Ohio
1
Oregon
130
South Dakota
12
Utah
15
UK
15
2018 EVENTS CALENDAR WASHINGTON STATE
ZZ HORSE PARK
April 1
Park opens (weather permitting)
April 7
Park clean up party
April 20-22
Freedom Run Farm Eventing Clinic
April 27-29
Experience Eventing & DX (EEDX)
i
May 4-6
Willowbrook Pony Club Camp
May 4-6
Karen O'Neal Eventing Clinic
May 12
Registered Paint Horse Club Trail Ride (open to all!)
May 19-20
Work Parties for Horse Trials
May 25-27*
Equestrians Institute Horse Trials
June 6
Chuck Wagon Wednesday
June 8-10
Julie Winkle Hunter Jumper Clinic
June 12-17*
Swiftwater Invitational Hunter Jumper Show
June 19-24*
Alpine Preview Hunter Jumper Show
June 30 -July 1
Cowboy Dressage Show
July 6-8
Cowboy Tradition Ranch Roping
July 10-15*
Pacific Crest Outreach Hunter Jumper Show
July 19-22
Mustang Madness & Trail Challenge
July 27-29
5th Annual Cle Elum Roundup
Aug 1
Chuck Wagon Wednesday
Aug 1-5
Reining Horse Association of NW Show and Clinic
Aug 18-26
Cowabunga - Cow Horse Activities
Sept 5
Chuck Wagon Wednesday
Sept 7-9*
Cascade Finals Hunter Jumper Show
Sept 8-9
Work Parties for Horse Trials
Sept 15-16*
Equestrians Institute Horse Trials
Sept 28-30
Arabian Region 5 Trails Group
Oct 3
Chuck Wagon Wednesday
Oct 12-14
Craig Cameron Horsemanship Clinic
Oct 20
Season End Work Party
TBD
Old Mill Country Store Play Day at the Park TBD
We have plenty of space for
multiple activities, so please ask if
the dates you are considering
already have an event scheduled.
For more information or to book an
event, email
director@wahorsepark.org,
877-635-4111.
Visit us at wahorsepark.org for
event details and entry forms, if
available.
Follow us on Facebook and
Instagram for updates!
/wash ingtonstatehorsepark
@WAHorsePark
* Large events —Park at capacity
and closed to other horse activities
during these dates.
7-19-18
Exhibit "B"
Guidelines and Requirements for
Advertising Expenditures of Lodging Tax
Section 1. Brandine
EXHIBIT "B"
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 with an operational link to the site(s). The logo must be displayed on the
contractor's home page; it must be sized no smaller than % inch in height, and must be
surrounded by appropriate white space to allow easy recognition and legibility. Contractors
shall not change the logo(s) in color or appearance.
B. Print Advertising and Online Display Advertising of all types ( including but not limited to
newspaper, periodicals, flyers, posters, billboards, direct mail, e -newsletters, third -party
websites, streaming displays, etc.) must include the County's and appropriate City's tourism
website logo. The logo must be sized no smaller than %: inch in height, and must be surrounded
by appropriate white space to allow easy recognition and legibility. Contractors shall not change
the logo(s) in color or appearance.
C. Video Advertising of all types (including but not limited to television, online, electronic kiosks,
motion billboards, etc.) must include the County's and appropriate City's tourism website logo.
The logo must be sized no smaller than %: inch in height, and must be surrounded by appropriate
white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in
color or appearance.
All logos and website information may be obtained by contacting the Director of Tourism, Kittitas
County Chamber of Commerce.
Section 2. Advertising Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere
to the following guidelines and requirements for each type of advertising media utilized.
A. Print Advertising:
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.
EXHIBIT "B"
b. For seasonal or year-round events, or for date -specific events outside of the time-
frame in Section 2 A, (2)(a) above, advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County. Reimbursements will be allowed for the amount distributed
outside of Kittitas County, including any production costs.
0, Television Advertisi
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 Advertisi
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. DirPrt Mail
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/Poster :
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.
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.
EXHIBIT "B"
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.