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HomeMy WebLinkAboutHuffman Farms Applicationoil liVMTASCOLRNTY FIVE? Kittitas County, Washington AUG 2 2 2019 BOARD OF COUNTY COMMISSIONERS EVENT APPLICATION PROCESS i 1. Submit a completed Event Application and materials to the Kittitas County Commissioners Office at least 6o days prior to the event. There are several departments who review the Event Applications and make their determination based upon the application, written plans and documentation that has been provided. Please note that additional permits may be required in addition from individual departments including: the Fire Marshal, Public Health, Environmental Health, Community Development Services, and the Public Works Department. A $200.00 permit fee is to be submitted at the time of application for each event. Applications will not be processed until the permit fee has been received. 2. Once a special event has been approved by the County Commissioners, the site and facilities may need to be inspected by County officials (including but not be limited to the Fire Marshal, Sheriffs Department, and Public Health Department) up to five days in advance prior to opening to the general public. This is to ensure that you are complying with the stated plans upon which the approval was made. If you fail to comply with those requirements, your permit may be revoked and the event closed. 3. Depending upon the nature and scope of the proposed event, other permits may be required as determined through the application process (liquor license, etc.). Some events may require approval from other agencies or jurisdictions. 4. Permittee covenants and agrees to indemnify, defend and hold harmless the County, its officers, agents and employees from any and all claims actions, damages, liability, cost and expense, including reasonable attorney fees in connection with or occasioned, in whole or in part by any act or omission of Permittee, its officers, agents, employees, customers or licenses, or arising from or out of Permittee's failure to comply with any provision of the Event Permit granted as a result of this application, regardless of whether it is alleged or proven that the acts or omissions of the County, its officers, agents or employees caused or contributed hereto. 5. Insurance Requirement: A Certificate of Insurance and endorsements specifically naming "Kittitas County" as an additional insured in the minimum amount of $1,000,000.00 per occurrence and a$2,000,000.00 aggregate coverage must be included with the Event Application. This insurance must apply first and on a primary non-contributing basis in relation to any other insurance or self-insurance available to Kittitas County. The County Prosecutor's office may require a greater amount if it is determined to be necessary for the proposed event. �. Written statements signed by the applicant and property owner allowing permission to enter the event site for inspections and stating responsibility for the event and compliance with the codes is required as part of the written documentation to be submitted at the time of application. 7. Before applying for an event it is encouraged that you schedule a time to meet with County departments so they may assist with questions you may have prior to submitting your application. KI'f AS COUNTY COURTHOUSE • 205 WEST 5", SUITE 108 • ELLENSBURG, WA 98926 (509) 962-7508 • FAX (509) 962-7679 www.co.kittitas.wa.us Kittitas County Contact Information wvvw. co littitas.wa. us Board of County Commissioners — (509) 962-7508 Community Development Services — (509) 962-75o6 Environmental Health — (509) 962-7005 Fire Marshal — (509) 962-7000 Prosecutor — (509) 962-7520 Public Health — (509) 962-7515 Public Works Department — (509) 962-7523 Sheriffs Office — (509) 962-7525 Solid Waste Department — (5o9) 962-7542 KITTITAS COUNTY COURTHOUSE - 205 WEST 5h, SUITE 108 - ELLENSBURG, WA 98926 (509) 962-7508 • FAX (509) 962-7679 www.co.kittitas.wa.us Admissions Tax Kittitas County Ordinance 2016-003 Ordinance amending Ch.3.22 Kittitas County Code to impose an Admissions Tax "Admissions charge," in addition to its usual and ordinary meaning includes but shall not be limited to a charge for participation in an event or activity; a charge made for season tickets or subscriptions, or a charge made for use of seats and tables, reserved or otherwise, and other similar accommodations; and a charge made for rental or use of equipment or facilities for purpose of recreation or amusement, and where the rental of the equipment or facilities is necessary to the enjoyment of the privilege for which a general admission is charged, the combined charges shall be considered as an admission charge. A donation for admittance shall also be deemed an admission charge. Admission charge includes any money paid within or without of Kittitas County for any of the kinds of admission charges defined herein so long as the facilities, entertainment, recreation or amusement privilege derived from such admission charge occurs in Kittitas County. The tax imposed shall be collected at the time admission charge is paid by the person seeking admission to any place and shall be reported and remitted by the person receiving the tax to the Treasurer in quarterly installments on or before the last day of the month next succeeding the end of the quarterly period in which the tax is collected or received. Any person conducting or operating any activity for which an admission charge is made shall register with the Auditor. In order to complete the registration process, you will need to register online. Any questions, please contact the Treasurer's office at 509-962-7535; Auditor's office at 509- 962-7502 or email at admissionstax@co.kittitas.wa.us. Kittitas County, Washington BOARD of COUNTY COMMISSIONERS u�" EVENT APPLICATION Thank you for your interest in holding a special event in Kittitas County. Please complete and return this application along with any other materials to the Kittitas County Board of Commissioners at least 60 days prior to the day upon the event is scheduled. Any misrepresentation in the application materials or deviation from the final agreed upon route and/or method of operation described may result in the immediate revocation of an issued permit. Specifics outlining Event Permits can be viewed at http://www.co.kittitas.wa.us/boc./coui-itN7code/titleO5.asp Event Information Name of event: Huffman Farms U -Pick Pumpkin Patch Date(s) of event: Sat/Sun beginning 9/28 -Oct and Fri/Sat nights in Oct Hours of operation: Sat/Sun 10-4 and Fri/Sat 7-11 Description of the event: We are a family farm offering traditional fall family fun with U -pick activities by day and haunted by night Has this event taken place before? Vs No Dates: Since 2012 Estimated attendance: 9000 How is your event being publicized? Social media, radio, posters, parades, cross -marketing Please attach any flyers, posters, etc. with your application submission. Contact Information Name of the organizer/ contact person: Hilary Huffman Address. 6181 Wilson Creek Rd, Ellensburg Phone number(s): 509.899.2002 Email address: Hilarya@huffmanfarms.com Date of birth of applicant:. 11 /9/1974 KITTITAS COUNTY COURTHOUSE - 205 WEST 5h, SUITE 108 • ELLENSBURG, WA 98926 (509) 962-7508 • FAX (509) 962-7679 www.co.kittitasma.us If the application is made on behalf of a partnership, please submit full names with their residence and post office address for a period of six months prior to the date of application together with the location of principal office or place of business of such corporation. Emergency contact name(s) and phone number(s) that can be contacted during the event: Hilary Huffman 509.899.2002 Name Phone Number Bob Hammon 509.237.9443 Name Phone Number WRITTEN PERMISSION TO ENTER EVENT SITE I/We hereby permit law enforcement and/or County officials to enter the site for which the Event Application has been granted at the time of the event and up to five days prior to the event for the purposes of inspecting and enforcement of County Code and other applicable laws, and pursuant to my agreement and representations made in connection with this Event Application. SWORN STATEMENT OF COMPLIANCE I/We hereby acknowledge that I/We have read Kittitas County Code, have familiarized myself with County requirements. I/We agree that either my designated agent or I/ we shall be on site at all times and shall be responsible for the operation of the event and for compliance with all legal requirements in connection with this event. I/We understand that failure to comply with the rules, z ul�' nd c editions set forth in Code may be deemed a gross misdemeanor anIta drug o ear atics violations are crimes under RCW. Hilary Huffman 1 Applicant Name (Print) Applicant' ature Applicant Name (Print) Applicant Signature KITTITAS COUNTY COURTHOUSE • 205 WEST 5", SUITE 108 • ELLENSBURG, WA 98926 (509) 962-7508 • FAX (509) 962-7679 www.co.kittitasma.us r _ Kittitas County, Washington BOARD of COUNTY COMMISSIONERS lrrrrti�enr: r+ Fire Safe and Protection If more than 50 people are expected at your event, you must complete a separate application process which can be obtained through the Kittitas County Fire Marshal's office. You may contact the Fire Marshal's office at 509-962-7000. Will there be a temporary structure erected for the event? Yes Wo If yes, you must attach a drawing including the dimensions. The structure may require an inspection by County staff prior to the event. Public Health/Environmental Health Will there be food served at the event? Vs No If no food will be served at the event then, no permit or application is required. If yes, is the food and beverage that you intend on preparing and serving at the event exempt from permit requirements littk),IZwww.co.l<ittita,-i.wa.u.s/hea.l.t.11/footi.asp? - If yes, please submit an application for exemption from permit and proof of food handlers training to the Kittitas County Public Health Department (KCPHD). If yes, and the food or beverage is not considered exempt from permit, then does the person or organization preparing and serving the food have a food service permit, temporary food service permit, or catering permit from KCPHD? - If yes, please provide a list of foods and beverages that you intend on having prepared and served at the event along with the name and phone number(s) of the permitted person or organization. If yes, and the person or organization preparing and serving the food does not already have a food service permit. - Then a temporary food service permit or catering permit will need to be acquired from KCPHD prior to the event. Please allow at least 2 weeks to complete the food service permitting process. KITTITAS COUNTY COURTHOUSE • 205 WEST 5", SUITE 108 • ELLENSBURG, WA 98926 (509) 962-7508 • FAX (509) 962-7679 www.co.kitfitas.wa.us Are there permanent or fixed bathroom facilities already available at the location of the event? V.Z.s No If yes, please provide an estimated attendance for the event, a detailed map that identifies the name and address of the physical facility that will provide lavatory facilities for the event, quantity of toilette facilities available for each gender, and the distance from the event that patrons must walk. If no, please provide an estimated attendance for the event, specific information related to the number of portable restrooms that will be provided, the distance from the event that patrons must walk, and a service plan to ensure that sari -cans remain in a sanitary condition. You must include the location of the portable restrooms on a map/ diagram of the event. KITTITAS COUNTY COURTHOUSE • 205 WEST 5", SUITE 108 • ELLENSBURG, WA 98926 (509) 962-7508 • FAX (509) 962-7679 www.colittitasma.us kittitas.wa.us Kittitas County, Washington BOARD of COUNTY COMMISSIONERS Law EnforcemenySecuribfEmergency Medical Services Will there be security on site during the event? Yes w If yes, please provide a complete list of names and contact information for who will be providing the security. Will Emergency Medical Services (EMS) be on site during the event? Vs No If yes, please provide written verification from the providers. Will there be music, sound amplification or any other noise impacts? Y/s No If yes, Kittitas County has a noise ordinance in effect (see County Code for details). If your event is scheduled for outside of the allowed time, you must submit a written letter to the Board of County Commissioners requesting a waiver and it must be included with your application materials. Will you have traffic control? Vs No If yes, please provide documentation on how the traffic control will be addressed. Will there be off-site parking? Yes 46 If yes, please provide the location and a parking plan. Will there be shuttle buses provided for attendees? Yes V6 If yes, provide a map of their route. Will there be alcohol served at the event? Yes V If yes, a State permit is required from the WA State Liquor Control Board and must submitted with your application materials. KITTITAS COUNTY COURTHOUSE • 205 WEST 5h, SUITE 108 • ELLENSBURG, WA 98926 (509) 962-7508 • FAX (509) 962-7679 wwwxolittitas.wa.us Kittitas County, Washington BOARD of COUNTY COMMISSIONERS Public Roads Will the event obstruct, interfere or require the closure and free use of any public road, street or right-of-way? Yes V6 If yes, please provide a detailed adequate traffic and detour plans at the time of submission of the application. Will there need to be road closure or detour signs posted? Yes 4 KITTITAS COUNTY COURTHOUSE - 205 WEST 5", SUITE 108 • ELLENSBURG, WA 98926 (509) 962-7508 • FAX (509) 962-7679 www.co.kitfitas.wa.us Kittitas County, Washington BOARD of COUNTY COMMISSIONERS Garbage Rec clip Do you have a plan for garbage and recycling? Vis No A written plan for garbage and recycling must be attached to your application materials. For questions or assistance contact the Kittitas County Solid Waste Department at 509-962-7542. Insurance Have you obtained a Certificate of Insurance and endorsements, specifically naming "Kittitas County" as an insured? Vs No A copy of the Certificate of Insurance amd endorsements must be included with your application materials. Kittitas County must be named as an additional insured in the amount of $1,000,000.00 per occurrence and $2,000,000.00 aggregate coverage. This insurance must apply first and on a primary non-contributing basis in relation to any other insurance or self-insurance available to Kittitas County. Penal Bond - Bond of Indemni A $5,000.00 Penal Bond - Bond of Indemnity is required to be deposited with the County Treasurer to save and protect the streets, pavements, bridges, etc. from damage. The deposit or its balance will be returned once the event has been held and the Board of County Commissioners has certified no damage has been done and that the County has not incurred additional expenses Are you submitting a $5,000.00 Penal Bond - Bond of Indemnity with your Event Application? Yes l�o If no, you must request a letter in writing to the Board of County Commissioners requesting a waiver to the Penal Bond - Bond of Indemnity and outline the specific reasons why it should not be required of your event. Coun . Filings and Registration Is there a cost to attend the event? Yes 4(0 How much are you charging to attend your event? KITTITAS COUNTY COURTHOUSE • 205 WEST 5", SUITE 108 • ELLENSBURG, WA 98926 (509) 962-7508 • FAX (509) 962-7679 www.co.kittjtas.wa.us Huffman Farms Pumpkin Festival 6181 Wilson Creek Rd - Ellensburg Daytime patch event: Saturdays and Sundays 10am to 4pm (beginning the last weekend in September) Evening haunted forest and corn maze: Fridays and Saturday 7pm to lopm (beginning the 1st weekend in October) Ii UE - Overview TIU( C,-/ (Iia A -(Tv) We have been holding this event since 2013, with attendance growing to approximately 9,000 for the month. The average daytime attendee stays about 2 %Z - 3 hours and 38% of last year's attendees were from outside Kittitas County. During daytime event hours, we offer wholesome fall family fun with the following activities: o Pick your pumpkin straight from the patch (charged by size) • Hayride (free of charge) Petting zoo (free of charge) s Duck races (free of charge) Various lawn games (free of charge) Pony hop races (no charge, being added to Kid's Zone) - Note: these are inflatable ponies a Jack's Kid Zone (charge) Bubble soccer (charge) • Pumpkin chucking (charge) Corn maze (charge) • Retail shopping Concessions Evening event hours offer the following: • Haunted forest and corn maze Fire pits Fireside concessions (s'mores, hot chocolate, coffee) Fire Safety All structures that will be used during the event are permanent and permitted structures. As a result, the Fire Marshal has been on-site for inspection. Furthermore, we've obtained a letter from the Fire Chief, stating that any and all department apparatus that may be needed are permitted to travel over our bridge. We will contact the Fire Marshal's office prior to this event. Finally, we have a firefighter/EMT onsite almost all event hours (personal family friend). Buildings There are several structures on the property, with four being used during event hours. All structures are as follows (as shown on the attached map ): (A) 12x16 storage building — holds all haunted forest props and supplies (B) 36x36 pole building/shop — will be used as retail space during daytime event hours *permitted with the County Building Dept. (C) 14' storage silo — used as misc. storage (D) 12x16 storage building — holds all farm tools, seeds, etc. (E) 10x12 carport — used as a BBQ shack (F) 14' silo — used as our prep kitchen *This building has been refurbished with countertops, sink, stovetop, fridge, service window, etc. and is inspected by the Health Department (G) 10x20 carport — used as covered seating for guests E, F and G are all permitted structures with the County Concessions All raw meat concessions are cooked off-site at a commercial kitchen and prepped on-site. We obtain an event permit from the Co. Health Department each year. This year's permit has been filed and paid for, we are just waiting to receive a copy. Concessions consist of the following: • Pulled pork sandwiches • Chicken salad sandwiches • Hotdogs • Veggie burgers • Coleslaw • Baked beans • Chips N Baked goods • Caramel apples 8 Popcorn Bottled water • Pop Restrooms We have two to three standard porta-potties and one ADA porta potty available at all times, as well as two hand washing sinks. They are strategically placed between the petting zoo and concessions area. They are provided by Brown and Jackson. They provide cleanings on Mondays. During the event itself, we have Clorox wipes available to guests and we do spot cleanings throughout the day. Parking Upon arriving at the farm, a parking attendant helps you park. Handicap parking is provided closest to the main area. Out at the road (Wilson Creek), traffic impact is non-existent, as it is not a heavily traveled section of road. Guests coming and going have a clear line of sight and easy access to turn left or right. We are also adding additional signage along Wilson Creek Rd this year, directing guests to the upcoming turn. Garbage/Recyclini Garbage cans are made available throughout the event, with about a dozen on-site in all. Approximately 4-5 are designated for recycling. At the end of the event, we empty all trash/recyclables into a large dump trailer (keeping them separate). Then, regular weekly visits are made to KCSW for dumping/recycling. Insurance In addition to our farm/umbrella coverage, we purchase event insurance each year as well. We are in the process of having Kittitas County added as per the application. In addition, a statewide agritourism liability law went into effect in 2017. Our event is covered under this new law and appropriate signage will be in place to communicate this to guests. *PLESE NOTE THAT WE CANNOT OBTAIN OUR EVENT INSURANCE UNTIL 30 -DAYS BEFORE THE EVENT Music/Noise We play music through a PA/stereo system during the daytime event hours of 10am and 4pm. The two speakers used are directed away from any neighbors and the volume is set at a reasonable level, as to just add ambiance music for the event. We play music for our guests through a single speaker, during our evening event hours of 7pm to 10pm. Some sound effects are used as well throughout the forest. However, it's all nature related (i.e. coyotes howling, etc.), so it blends right in O Neighbors Our farm is 36 acres and is heavily forested throughout the majority of the land. The closest neighbors we have are located just off Wilson Creek Road. The first, are our tenants. We rent the small house at the front of the property and the tenant's lease includes an addendum that spells out the close proximity of the farm and what to expect and accept in October. The second closet neighbors sit just to the North of us. Their home/shop are at the front of the property, with no dwellings near the event area. They, the Jenkins, are very supportive of our event. They make multiple visits each year and we provide their family with V.I.P. passes as a thank you for their support. Attachments Site map Penal bond waiver request Posters as requested in application OD C m G1 O O_ w M X l0 M N U tko 0 0 V) LA tw C lL L m a f0 `1 f0 (�6 O. =0 Y LL Y U Y W c IA t 0 0 o CL a� L U u c O CL m c E Y C O_ L E O > U CL Hilary Huffman 6181 Wilson Creek Rd Ellensburg, WA 98926 Kittitas County Board of Commissioners 205 West 5th Suite #108 Ellensburg, WA 98926 Dear County Commissioners: August 22, 2019 I would like to request a waiver of the penal bond/bond of indemnity that is part of the event permit application process. As this will be our seventh year holding this event at the same location, I believe that we have had ample time to demonstrate that our event has no measurable impact on the county infrastructure around us. Event access and egress comes at a section of Wilson Creek Road that is not heavily traveled (about four miles North up Wilson Creek Road, just before Radar). The road is simple, with no bridges, guardrails, traffic lights, stop signs, etc. Given our event history and the minimal travel that occurs along this section of roadway, I respectfully request a waiver. Hilary Huffman Huffman Farms Kittitas County Office Of The Treasurer s�z Amy Cziske, Treasurer 205 W 5tk Avenue, Suite IU2 Ellensburg, Wa 98926 Phone (509) 962-7535 Fax (509) 933-8212 Cash Suspense Receipt Number: 2019-3206 Date: 08/22/2019 Received From: MANDY BUCHHOLZ DEPUTY CLERK OF THE BOARD II Check Amount: $200.00 Cash Amount: $0.00 Other Amount: $0.00 Total Amount: $200.00 Deputy: MANDYR Receipt Type: CHK Template: COMMISSIONER' COMMISSIONERS Comments: HUFFMAN FARMS SPECIAL EVENT APPLICATION FEE FundCode Gl, Code Description Amount 001 1632171 SPECIAL EVENTS FEE $200.00 Total Amount: $200.00 Kittitas County Treasurer's Office Submitted By: MANDY ROBINSON (c) 2002 Cashtax All Rights Reserved 08/22/2019 13:20:15 MANDYR