Loading...
HomeMy WebLinkAboutLT-2019-002 WA 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. a. Contractor shall provide the services and staff described in its Application for Lodging Tax Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A" which is attached hereto and incorporated herein by this reference. b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the following as required to perform the services, described in Paragraph (a) above, in accordance with this Agreement: Personnel, labor and supervision; technical, professional and other services. All such services, property and other items furnished or required to be furnished, together with all other obligations performed, or required to be performed, by Contractor under this Agreement are collectively referred to herein as "Services." c. Contractor shall commence, perform and complete such Services in accordance with Exhibit "B" which is attached hereto and incorporated herein by this reference. Section 2. 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 Cle 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: ___ 2019 County Lodging Tax Funding Agreement Pagel LT-2019-002-WASHINGTON STATE HORSE PARK Kittitas County Auditor Attn: Auditor's Accounting 205 West 5th Ave -Suite 105 Ellensburg, WA 98926 aud itorsaccounting@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 l(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. I. 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 ___ 2019 County Lodging Tax Funding Agreement Pagel LT-2019-002-WASHINGTON STATE HORSE PARK 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; • 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, ___ 2019 County Lodging Tax Funding Agreement Page3 LT-2019-002-WASHINGTON STATE HORSE PARK rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of any governmental authority; or • Any breach of or default under this Agreement by Contractor. Sections. 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. ---=2019 County Lodging Tax Funding Agreement Page4 LT-2019-002-WASHINGTON STATE HORSE PARK 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. ___ 2019 County Lodging Tax Funding Agreement Pages LT-2019-002-WASHINGTON STATE HORSE PARK 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 / ~ J ~/C/1/q ABSENT CONTRACTOR [Address] <l77-t, ~ f'-VII! [Telephone] Deputy Prosecuting Attorney ___ 2019 County Lodging Tax Funding Agreement Page6 CL TAC: Application for Lodging Tax Grant Funding Grant Application * Workshop -201 8 Dd you attend the G'ant Application Wirkshop -2018 hosted by the Kittitas O:Junty Olan1:ler of O:Jmrerce? r-Yes r No Submittal Instructions r-Yes, & General I have read and understand SUbnittal nstructions and General lnforrration for the 2018 Lodging Tax G'ant Funding Information * A-ocess EXHIBIT "A" 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 v.111 be logged out and must log back in to continue. In order to save a draft you v.111 need to provide an email address and a passoord. After completing the save draft, you will be redirected to landing page containing a link to log back into the form. We suggest you save this link as a bookmark. The link v.111 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 Box278 Qty Cle Elum R:lstal / Zip Code 98922 wahorsepark.org 33-1197391 601-844-4 77 r Government Entity (.' 501 (c)3 r 501(c)4 r 501 (c)6 r Other State I A-ovince / R9gion 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 me fonrats include: JFG, RF or llFF. Contact Information First Name * Leslie 594.95KB Last Name* Phone Number* Email* Thurston 877-635-4111 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 Vvill be held. You may add as many dates or date ranges as necessary. Event Dates Start Dates* 1/1/2019 Project/Event Location* New or Ongoing Project/Event?* Amount of Funding * Requested End Dates 12/31/2019 Washington State Horse Park r-Ongoing Project/Event (More than four years in existence) r New Project/Event (Four or fewer years in existence) $ 35000.00 If you selected "07going Ffoject/Bient" above this arrount rray not exceed 10% of the total expense budget of this prtject. Funding Request Max 61,200 Tourism Seasons* Fromthe list below , what season will your project enhance tourism? Select any which appy, r Year-round (January -December) r Off Season (November -February) ~ Shoulder Season (October or March -May) ~ High Season (June -September) Application Questions: Part 1 A 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 Vvill target Vvith these funds. You must include an itemized list of exactly how any grant funds awarded will be utilized. Response 1: Project/Event Description* The Horse Park's mission is to build, promote, operate and sustain the premier destination for horse activities in the Pacific Northwest. 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 lnstagram 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 2500 character linit List of Intended Use of Funds* 1 . Website $4,500 2. Shopping Cart $3,500 3. Social Media $3,000 4.Brochure/Progress Reports $8,000 List of Intended Use of Funds* 5. Ads and lnformercials $4,500 6. Comprehensive Signage $8,500 7. Local Business Incentive Program $3,000 21 Projections of Increased Tourism Please provide the followng estimates of how any money received wll 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 : Projection* 1.Away from their place of residence or business and staying overnight in paid accommdations; 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 wth a fifth arena, and many important disciplines require a covered arena before they wll consider booking an event at the Park. So our plan in 2019 to construct a fifth arena (and the only one that wll 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 wll 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. 2500 character lirrit Response 2.1 : Evidence* Response 2 .2 : Projection* Response 2.2 : Evidence* Response 2 .3 : Projection* Response 2.3 : Evidence* •Recreational Rider visitor days and % non-local is based on information from each rider completing a Day User registration form and those wtio 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 ons ite 24/7 to ensure all paper\M)rk is completed and submitted , these numbers are conservative. •The base visitor data for Events was supplied by each event organizer wtio 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 wtio stay overnight rent expensive vacation homes in Suncadia , Roslyn Ridge and elsewtiere locally . We determined from a local vacation rental agent the average house rental price and# bedrooms ; we assume 2 people per bedroom wtiich results in : $61 .50/night/person for accommodat ions 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 IA>ith the event organizers , surveys of some user groups , and kno1Medge we have about how each group uses the Park. 2500 character linit 2.To a place rnty niles or rmre away from their place of residence or business for the day or staying overnight ; See above answers. 2500 character linit See above answers. 2500 character lirrit 3. or from another country or state outside of their place of residence or business , See above answers. 2500 character linit See above answers. 2500 character linit Application Questions: Part 2 31 Measuring Results What tools IA>ill you use to measure your event's impact on tourism? Please be specific and provide examples. Include the follo\A>ing information: A. Is your project/event year-round or is it seasonal or date-specific? Go to definitions of terms . B. What strategies IA>ill you employ to assure you are attracting tourists from at least 50 miles away? C. What strategies IA>ill you use to ass ist in marketing all of Kit t itas County as a tourist destination IA>ith your event/project funding request? Response 3: Measuring Results* Response 3 A: Measuring Results * Response 3 B: Measuring Results* Response 3 C: Measuring Results* Wiat tools will you use to rmasure your event 's inpact on tourism? Reas e be specific and provide exarrples . Currently, our core operating months are April through October. We wll 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 wth more and larger events in the July-October t imeframe . Since that encompasses hot and dry months wth wld fire threats, we ½ill be actively promoting the benefits of the Park to overcome perceptions and realities, including firewsing projects and emergency preparedness plans. Throughout the Park's season we wll continue gathering zip codes and other individual details from Park users directly or from the event organizers about their part icipants . We expect our metrics to become even more complete and accurate as we mature and have staff on the property cons istently to mon itor use and ensure proper completion of registration and survey papel"M'.lrk. 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 ½ill inform us about the ir 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 wll 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 . 2500 ch aracter lirril A. Is your project/event year-round or is it seasonal or date-specific? r Year Round r-Seasonal r Date Specific Your selection here should be supported by the dates you provided above, in the R-oject or Bien! lnfor1TBtion section. B Wiat strategies w ill you errploy to assure yo u are attra cting tourists from at least 50 mi es away ? As long as we continue marketing to and attracting large and diverse events, we wll be drawng heavily from people over 50 miles away since that is where the majority of competitive riders live. As we host more western disciplines that VIAii bring in more local residents , but they wll remain a small percentage of our overall attendance. 2500 character lirrit C Wiat strategi es w ill you us e to assist in 1TBrketing all of l«titas County as a tourist destination with your event/project f unding req uest? We VIAii continue to prov ide 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 wth businesses around Kittitas County that encourages Park visitors to stop by their locations and identifies the visitors as coming from the Park . 2500 character lirrit 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* SI Future Plans As noted above , we distribute information about the local community and act iv it ies at the two major visitor traffic points at the Park: our visitors' registration booth and the show office Vvhere 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 qu ilts 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 vis itors center and place ads in the ir publica t ions . The Park's Executive Director actively participates on the Roundup Board to promote, fund a nd produce th is 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 DoVvntown 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. 2500 characte r lirrit 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 Plans* We 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 publ ic 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 Vvill 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 ind ividuals and groups. But communication about Vvtiat 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. 2500 character linit 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 med ia as a way to cost-effect ively 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 deb it/cred it 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 fund ing support includes $8 ,000 comb ined (projects 1 and 2) to address these needs. 2500 character li nit Supporting Documents You rmy upload any supporting docurrents such as graphs , irmges, diagram;, rmrketing rmterials, etc. 2018 Zip Code Map.pdf 2018Event Calendar 8-30-2018.pdf You are allowed to subrrit up to 3 single page (US Letter) docurrents in JFG, R:f or llFF forrmt 71 Previous Lodging Tax Grant Information I-tis your event rece ived Lodging Tax f un ds in previous years? 205 .89KB 220.08KB Previous Years Awarded Lodging Tax Grants* r No, this event/project has not previously received Lodging Tax Funding . r Yes, 1 year previous r Yes , 2 years previous (.' Yes , 3 or more years previous How many participants and spectators attended last year's activity and/or will attend this year? Prior Year* 29,520 Projected* 32,150 How many days did/will your event occur? Prior Year* 210 Projected* 210 How many paid overnight stays were and/or will be booked as a result of your project/event? Prior Year* 22,970 Paid Overnights' Data Support Projected* 25,840 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 Overnight's Stay Response* Prior Year Paid Overnight Stay Data See attached economic metrics table. The above "projected" data is the same as projected for 2018 since we believe we are near capacity with facilities and 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 lirrit , In addition to field above, you rray upload the evidence to support the prior years' room'night inforrration. 2018 WSHP Economic Metrics Table.pdf 417.89KB You rray upload up to three single pages (LB Letter), of inforrration W you a single rrulti-page docurrent, only the first three pages will be considered. The following forrrats, will be accepted: JR3, ITT or TIFF 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 IM'.luld occur if the project couldn 't be funded? Other Funding* Explanation * Funding Shortfalls* Matching Funds Percentage Cbes your organization have, or have you applied for funding from other sources? r Yes r-No W not , why not? We have been applying for various capital project grant opportunities to fund the $4.Bm 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 linit \Miat chang es would occur if th e project couldn't be funded? If this project can't be funded , we IM'.luld 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 IM'.luld severely weaken our ability to engage them. That in turn IM'.luld slow down our progress in filling the calendar and in funding needed improvements, thereby adversely affecting the related economic benefits the Park could generate . 2500 character linit 1514.29 % 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 match ing value and obligating each party must be provided. ATTENTION: In an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are required to be filled before this form is submitted. Providing all applicable data is your responsibility, failure to do so will potentially jeopardize your application's chance for review. Verification of In-kind For any clairred in-kind contributions valued at $500 or rrore and related to rmr ket ing/advertising , you rrust subnit Contributions verifying docurrentation w hich ass ures the contributi on will be provided . Budget Year Edit if necessary 2016 2017 2018 2019 Revenues From Consolidated Lodging Tax Grant Past Actual 3 Past Actual 2 Past Actual 1 Projected LTAC Grant $ 20,000.00 $ 25,000.00 $ 25,000.00 $ 35,000.00 Funding All Other Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Operating Revenue $ 329000.00 $ 367160 .00 $ 394000 .00 $ 400000.00 Contributions $ 90000.00 $ 110000.00 $ 120000 .00 $ 130000.00 In-Kind Contributions (except volunteerism) Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected $ $ $ $ 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 Fae & Equipment All other Expense Totals Profit & Loss Past Actual 3 $ 205000.00 $ 95000.00 Past Actual 3 $ 464000.00 Past Actual 3 $ -25000.00 Application Certification Past Actual 2 $ 191400.00 $ 131880 .00 Past Actual 2 $ 526720.00 Past Actual 2 $ -24560 .00 Past Actual 1 $ 240000.00 $ 135000.00 Past Actual 1 $ 565000.00 Past Actual 1 $ -26000.00 Projected $ 260000.00 $ 142000.00 Projected $ 612000.00 Projected $ -47000.00 ~~-~---- The applicant here certifies and affirms : 1. That it does not now, nor wll it during the performance of any contract arising from th is appl ication , unlawfully discriminate against any employee , applicant for employment , client , customer , or other person wio might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, sexual orientation, creed , place of birth, or disab ility; 2. That it wll 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 wll comply wth all provisions thereof. Certified by:* Name * Leslie Thurston Applicant's Title * Executive Director INTERNAL REVENUE SERVICE P. 0. BOX 2508 CINCINNATI, OH 45201 Date: WASHINGTON STATE HORSE PARK AUTHORITY C/0 LESLIE THURSTON PO BOX 2078 WOODINVILLE, WA 98072 Dear Applicant: DEPARTMENT OF THE TREASURY Employer I~entification Number: 33-1197391 DLN: 17053090318011 Contact Person: FAITH E CUMMINS Contact Telephone Number : (877) 829-5500 Accounting Period Ending : June 30 Public Charity Status: 170 (b) (1) (A) (vi) F0rn1 990 Required: Yes Effective Date of Exemption : January 9, 1998 Contribution Deductibility: Yes Addendum Applies : No ID# 31534 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 SOl(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/d ay Other non-local day visitors $86/day Estimated economic impact: (2) EVENTS 1-2-day Events -total# visitor days 3-6 day Events -total # visitor days Total# visitor days # Non-Local % Non-Local Overnight stays hotel $187/day* Overnight stays "other" $52/$112/day* Other non-local day visitors $86/day Estimated economic impact: Annual Increase 2014 733 513 70% 75 $13,125 75 $3,750 363 $31,218 $48,093 (27) 2,903 (12) 14,343 17,246 15,495 93% 6,102 $1,067,850 4,192 $328,843 5,201 $447,286 $1,843,979 2015 2016 1470 1140 985 753 67% 66% 150 85 $26,250 $14,875 150 85 $7,500 $4,250 685 583 $58,910 $50,138 $92,660 $69,263 (17) 1,830 (22) 1,195 (21) 22,997 (17) 28 .968 24,827 30,163 20,228 27,246 88% 95% 7,889 8,257 $1,380,575 $1,444,997 5,462 14,210 $482,655 $1,010,437 6,877 7,277 $591,422 $625,882 $2,454,652 $3,081,256 33% 26% 2017 2018 1005 849 439 388 44% 45% 53 46 $9,434 $8,602 54 47 $2,754 $2,444 332 295 $28,552 $25,370 $40,740 $36,416 (25) 1,321 {18) 218 (20) 28,198 (20) 31,933 29,519 32,151 28,338 29,511 96% 92% 11,144 13,229 $1,983,660 $2,473,823 11,720 12,517 $882,787 $987,784 5,474 3,817 $470,764 $328,262 $3,337,211 $3,789,869 8% 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 Olympic National Park , , Gr;J,-nJ I :.;111.-. • Umat illa National Forest Wallowa-Whitman National Forest 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 Payette N::itinn::11 Fm April 1 April 7 April 20-22 April 27-29 May 4-6 May 4-6 May 12 May 19-20 May 25-27* June 6 June 8-10 June 12-17* June 19-24* June 30-July 1 July 6-8 July 10-15* July 19-22 July 27-29 Aug 1 Aug 1-5 Aug 18-26 Sept 5 Sept 7-9* SeptB-9 Sept 15-16* Sept 28 -30 Oct 3 Oct 12-14 Oct20 TBD 2018 EVENTS CALENDAR Park opens (weather permitting) Park clean up party Freedom Run Farm Eventing Clinic Experience Eventing & DX (EEDX) Willowbrook Pony Club Camp Karen O'Neal Ev en ting Clin ic Registered Paint Horse Club Trail Ride (open to all !) Work Parties for Horse Trials Equestrians Institute Horse Trials Chuck Wagon Wednesday Julie Winkle Hunter Jumper Clinic Swiftwater Invitational Hunter Jumper Show Alpine Preview Hunter Jumper Show Cowboy Dressage Show Cowboy Tradition Ranch Roping Pacific Crest Outreach Hunter Jumper Show Mustang Madness & Trail Challenge 5th Annual Cle Elum Roundup Chuck Wagon Wednesday Reining Horse Association of NW Show and Clin ic Cowabunga -Cow Horse Activities Chuck Wagon Wednesday Cascade Finals Hunter Jumper Show Work Parties for Horse Trials Equestrians Institute Horse Trials Arabian Region 5 Trails Group Chuck Wagon Wednesday Craig Cameron Horsemanship Clinic Season End Work Party Old Mill Country Store Play Day at the Park TBD ~AwASHINGTON STATE ~ HORSE PARK 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 lnstagram for updates! /washingtonstatehorsepark @WAHorsePark * Large events -Park at capacity and closed to other horse activities during these dates. 7-19-18 Se cti o n 1. Branding Exhibit "B" Guidelines and Requirements for Advertising Expenditures of Lodging Tax 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 ½ inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. B. Print Ad vert ising and Onlfne Displa y Advertis i ng 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 than½ 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 than½ 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. Sectio n 2 . Advertisi ng Re imburse me nts 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. B. Television Advertising : 1. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will be reimbursed at 100% of the cost, including any production cost. 2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 7 days prior to the event may be reimbursed at 100% of the cost, including any production costs. b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 2 B, 2(a) above, advertising may be reimbursed at the rate of 70% of the total cost, including any production costs. C. On.line Advertising: 1. Online advertising and promotion may be reimbursed at 100% of the cost, including any production cost. 2. Streamed media (radio, television, other) requests for reimbursement must include a statement from the media provider specifying the percentage of recipients which are outside of Kittitas County. Reimbursements will be allowed for the percentage distributed outside of Kittitas County, including any production costs. D. Direct Mail: 1. Direct mail advertising may be reimbursed at 100% of the cost, including any production cost, for each item mailed or shipped to a destination outside of Kittitas County. In order to receive reimbursement, a list of the addresses and a signed statement from the contractor that the list is accurate, or other proof of delivery, must be provided along with other required documentation. E. Flyers/Posters: 1. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% of the cost, including any production cost. In order to receive reimbursement, a list of the locations where flyers or posters were posted outside of Kittitas County, a signed statement from the contractor that the list is accurate and a copy of the poster/flyer must be provided along with other required documentation. F. Radio Advertis ing : 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.