HomeMy WebLinkAboutLT-2020-004LT -2020 -004 -WASHINGTON STATE HORSE PARK
2020 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND WASHINGTON STATE HORSE PARK
This Contract, effective January 1, 2020 is made and entered into by and between KITTITAS
COUNTY ("County"), a subdivision of the State of Washington, and WASHINGTON STATE HORSE
PARK ("Contractor"), for the 2020 Marketing Plan for Horse Park Ongoing Operations ("Event").
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 twelve thousand dollars. ($12,000)($303 City of Cle
Elum lodging tax funding and $11,697 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 twelve thousand dollars.
($12,000)($303 Cle Elum lodging tax funding and $11,697 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, 2021 after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn: Auditor's Accounting
205 West 5th Ave — Suite 105
Ellensburg, WA 98926
2020 County Lodging Tax Funding Agreement
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LT -2020 -004 -WASHINGTON STATE HORSE PARK
auditorsaccounting@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:
• Promote new covered arena
e Upgrade website, mapping, online processes
■ Temporary signage around park and trails
• Local business promotion 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): N/A
h. Contractors requesting reimbursement for event -specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
1. 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
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.
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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:
a 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;
o Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
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.
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Section 5. Cornoliance 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.
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
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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.
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
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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
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Clerk of the Board
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Deputy Prosecuting Attorney
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2020 County Lodging Tax Funding Agreement Page 6
EXHIBIT "A"
CLTAC: Application for Lodging Tax Grant Funding
Grant Application Ltd you attend the Grant Application Workshop - 2019 hosted by the Kttitas County Chanber of Cormerce?
Workshop - 2019 * (? Yes
C No
Submittal Instructions G. Yes,
& General I have read and understand Subrrittal kistructions and General Inforrration for the 2019 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 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 will also be sent to you in an email.
Organization Information
Name of Organization* Washington State Horse Park
Organization Address* Street Address
1202 Douglas Munro Blvd
Address Line 2
aty State / Province / Fbgion
Cie Elum Washington
F bstal / Zip Code Country
98922 United States
Website wahorsepark.org
Federal Tax ID # * 33-1197391
UBI #* 601-844-477
Organization is a: * O Government Entity
r 501(c)3
G 501(c)4
C 501(c)6
* Other
(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.pdf 594.95KB
Organization Status* Acceptablefileforrrets include: JFG, FDF or TIFF.
Contact Information �+
First Name* Leslie
Last Name* Thurston
Phone Number* 877-635-4111
Email * director@wahorsepark.org
r�.__:_�.. r.._._i �._r_____a•_�
rroject or vela h-IfOr 11atiu1 l
Project/Event Name* 2020 Marketing Pian for Horse Park Ongoing Operations
v
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
1/11/2020 12/31 /2020
Project/Event Washington State Horse Park
Location *
New or Ongoing r Ongoing Project/Event (More than four years in e)astence)
Project/Event?* r New Project/Event (Four or fewer years in existence)
Amount of Funding $ 15000.00
Requested * If you selected "Ongoing Project/Event" above this arrrount xray not exceed 10% of the total expense budget of this
project.
Funding Request Max 15,000
Tourism Seasons * Fromthe list below, what season will your project enhance tourism) Select any which apply.
r— Year-round (January - December)
PF Off Season (November - February)
67 Shoulder Season (October or March - May)
CJ 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 with 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 2020 are to
(1) Maintain and grow our large annual events for hunter/jumper, eventing, reining
reined cow horse and rodeo disciplines,
(2) Promote our new covered arena that will open during the 2020 season and
attract additional groups, disciplines and activities that requiring such a facility.
(3) Continue to attract a wide variety of other english and western horse activities
to fill out the calendar and maximize use of the facilities, including small -medium
size shows, youth and adult camps and clinics, recreational/social outings, etc.
The factors that most influence expansion of our support base are our abilities to:
provide high quality facilities and services that meet diverse needs and
expectations, 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 2020 is $15,000 (the maximum allowed under the
guidelines, which represents 10% of our total marketing budget, not operating
budget) which will contribute to a very ambitious, multi -faceted marketing plan in
2020:
1. Develop and distribute up-to-date advertisements, promotional materials and
progress reports, including time -elapsed footage of the covered arena being built
and the completed structure.
2. Significantly upgrade website to integrate with handheld devices and introduction -
of digital mapping capabilities and online processing of registrations, reservations,
etc.
3. Develop and implement flexible temporary signage for the Park and surrounding
trails system to improve way -finding, use of facilities and emergency response.
4. Revamp and reintroduce an incentive program with local businesses that will
increase visitor traffic and business owners awareness of Park influence.
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List of Intended Use of Funds*
Promote new covered arena $7500
Upgrade website, mapping, online process $7500
Temp. signage around park and trails 0
Local business promo program 0
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 accormrodations;
Projection * Our target market includes Washington, Oregon, Idaho, Montana, California, and
British Columbia and is comprised of very diverse english and western horse
related interests and disciplines. A major goal for the Park is to book large shows of
150 horses that run 2-41 days thereby causing more visitors to stay overnight.
Overnight stays increase Park revenues from stall fees, RV camper hook-ups,
arena fees and other use charges. Having people stay overnight also increases
opportunities for visitors to patronize local businesses.
We have been able to build and maintain participation in our larger, 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 4,052 visitors this year, wfio came from
throughout Washington, 13 other states, Canada and a few foreign countries. The
overall number of visitor days has been fairly constant over the past few years
because we have just four outdoor arenas to rent. We critically need a fifth arena
and a covered competition space in order to grow the size, diversity and length of
season we can host events. Thankfully, we currently are building a large covered
arena that will address these limitations starting in 2020: extending our season
from 23 to 33 weekends and adding more competition space will significantly add to
visitor numbers over time and is key to our long term sustainability. A covered
arena will also attract local riders at all times of the year and especially off season,
however it remains to be seen how much the facilites will be utilized in the depths of
winter.
The attached Economics Metrics Table reflects total visitors for the past five years
and this season. This table tracks growth in total visitor traffic and annual economic
benefits. With the opening of the covered arena we expect the growth trend to
pickup starting in 2020 by about 10%, but it will take several years to realize its full
potential in attracting visitors and driving economic benefits..
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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 paperwork 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 people depending on the group to project total
attendees [CWU conducted an economic study of over 40 horse parks across the
country last updated in 2006. Their 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
20 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 about 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: 2.To a place fifty rriles or more away fromtheir place of residence or business for the day or staying overnight;
Projection * Because the mix of events at the Park changes somewhat from year to year due to
circumstances beyond our control, we believe the best measure for evaluating the
Park's contribution to economic impact is by looking at the overall totals of all
activities and visitors for the season. We hope to achieve an overall 10% increase
in visitors and economic impact in 2020.
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Response 2.2: We will continue to collect zip code data from all users of the Park to determine
Evidence * where they reside, track how many days they are visiting, and apply informed
assumptions to the types of overnight accommodations where they stay.
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Response 2.3: 3. or from another country or state outside of their place of residence or business.
Projection * Because the mix of events at the Park changes somewhat from year to year due to
circumstances beyond our control, we believe the best measure for evaluating the
Park's contribution to economic impact is by looking at the overall totals of all
activities and visitors for the season. We hope to achieve an overall 10% increase
in visitors and economic impact in 2020.
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Response 2.3: We will continue to collect zip code data from all users of the Park to determine
Evidence* where they reside, track how many days they are visiting, and apply informed
assumptions to the types of overnight accommodations where they stay.
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Application Questions: Part 2 i
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 impact on toarisrrf2 Rease be specific and provide exarrples.
Measuring Results* The Park is seasonal and currently operates from April through September. Once
the r_.nvered arena is open next year we expect to extend the season into
November and open as soon as weather permits the following spring, perhaps as
early as late February. 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 more
consistently to monitor use and ensure proper completion of registration and
survey paperwork.
Response 3 A:
Measuring Results*
Response 3 B:
Measuring Results*
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 would
require volunteer assistance as 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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A. Is your projectlevent 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} ect or Event Inforrretion section.
B. What strategies will you errploy to assure you are attracting tourists from at least 50 mines away?
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 we will bring
in more local residents, however local users will remain a relatively small
percentage of our overall users.
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Response 3 C: C WU strawJes w ill you uw to assist in rrsrketing all of Kittitas County as a tourist destination with your
Measuring Results * eveWpr4eal fuzing regUed?
We will continue to provide the Cie Elum "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 in 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 continue to revamp and reintroduce a program developed in 2018
with businesses around Kittitas County that encourages Park visitors to stop by
their location and identifies the visitors as coming from the Park.
We are doing a complete overhaul of our user experience starting with enhanced
digital mapping, upgrading our website to facilitate online marketing and access
from handheld devices so that visitors can easily find out what is happening around
the county while they are here.
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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, Cie 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 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
participates on the Downtown Association economic development committee to
generate opportunities in upper county. However, we currently don't have enough
staff to take an active role in many of the community events.
As situations arise the Executive Director and others from Park management attend
and participate in meetings with Cie Elum City Council and staff, Suncadia senior
management, Cie Bum Tourism Committee, Kittitas County Parks and Recreation,
Cie Bum Downtown Association, Cie 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 Plans* Thanks to public support at the State,County and City levels, we expect the
covered arena structure to be completed in 2020. 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.
Already there lot ofinquiries _r• ho. t the -Tena, but "r an,zerro of hrge sho`.".5
2a..y� are �yu��e�a�.,u, u� ..�^y ., u�y..�
will wait to inspect the new facility before they will commit to holding a show there.
We expect that in five years the calendar and revenue generating impacts of the
covered arena will be largely realized, especially if we are able to add more stabling
and parking to accommodate the expected demand.
We have an annual business sponsorship campaign and ongoing donor
solicitation. The Park will hold its forth major auction dinner gala on November 9th
at the the Sahalee Country Club to raise awareness and funding for operations
and capital projects. We continue to have significant volunteer support from many
individuals and groups.
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.
2500 character lirrit
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 use social media as a way to cost-effectively reach our far-flung and diverse
audiences. Year-to-date we have achieved 197,064 Facebook "Reaches", an
indicator of how many times a post was vievued by an individual at least once.
We have been working to address some major obstacles with our current systems.
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 much more robust
operating needs in the online, digital age. For example we have many people who
want to reserve and pay for facilities online. We are in the middle of a complex
project to evaluate options and implement improvements.
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.
Also, as the Park's 112 acre campus expands we need more informative, accurate
and interactive mapping of facilities to help people understand what we have
available and navigate once they are on the property.
2500 character limit
Supporting Documents You xray upload any supporting docurrents such as graphs, images, diagrams, rrarketing materials, etc.
2019MetricsTable-Lodoe Tax.pdf 88.18KB
2019 ZipCodeMap.pdf 391.34KB
2019 Event Calendar.pdf 216.56KB
You are allowed to subrrit up to 3 single page (US Letter) docurrsnts in JPG, PCF or TIFFforrrat
71 Previous Lodging Tax Grant Information
Previous Years Has your event received Lodging Tax funds in previous years?
Awarded Lodging Tax G No, this event/project has not previously received Lodging Tax Funding.
Grants* G Yes, 1 year previous
f_; Yes, 2 years previous
E 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 *
31,883 35,071
How many days did/will your event occur?
Prior Year Projected
180 240
How many paid overnight stays were and/or will be booked as a result of your
project/event?
Prior Year * Projected
10,004 11,005
Paid Overnights' Data Support
Explain howthe room nights data above from the prior year was collected and howthe 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 stays for 2019 were calculated for each event based on 2ip codes of
Overnight's Stay attendees, number of days of the event, and input on lodging types utilized from
Response* show organizers and participants. We applied a 2.5 person per room assumption to
estimate the number of paid overnights in hotels, rental homes, RVs and have
assumed a 10% overall increase in 2020 based on the covered arena will begin
generating increased visitor traffic.
2500 character limt.
Prior Year Paid In addition to field above, you may upload the evidence to support the prior years' roorrinight information.
Overnight Stay Data You may upload up to three single pages (ILS Letter), of information. ft you a single rrufti-page decurrent, only the first
three pages will be considered. The following formats, will be accepted: JFG, FDF 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 would occur if the project couldn't be funded?
Other Funding* Does your organization have, or have you applied for funding from other sources?
C,3 Yes C No
Explanation * It not, why not?
We have not applied for other funding for marketing and promtional activities, but
have applied for and been granted substantial funds to build the covered arena.
2500 character lirrit
Funding Shortfalls* Wiat changes would occur K the project couldn't be funded?
We have a critical need to promote the new covered arena in 2020 since many
people have been skeptical that it would ever happen and/or don't understand the
high quality of the structure we are building. It will be one of the largest and most
"horse friendly" covered arenas in the state. But if we- can't adequately promote it,
potential users will be unaware it exists and the many opportunities it provides for
horse activities and other uses, and we will fall short of our usage and revenue
goals.
J _
If VW are unable IU continue IO upglaUe UUI (7111111e presence andCUlJll latll711
capabilities, we Wil further frustrate potential visitors and our uses, and our
processes will be inefficient, labor intensive and unprofessional. The same holds
true for real-time signage and mapping enhancements as the Park continues to
develop its 112 acre campus.
2500 character lirrit.
Matching Funds 0.00
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 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 -land contributions valued at $500 or more and related to rrarketing/advertising, you mast subrrit
Contributions ver'rtying docurrentation w hich assures the contribution will be provided.
Budget Year
Edit if necessary 2017 2018 2019 2020
Revenues From Consolidated Lodging Tax Grant
Past Actual 3 Past Actual 2 Past Actual 1 Projected
LTAC Grant $ 25,000.00 $ 25,000.00 $ 26,500.00 $ 15,000.00
Funding
All Other Revenues
Account Name Past Actual 3
Past Actual 2
Past Actual 1
Projected
$
$ 0.00
$ 0.00
$ 0.00
In -Kind Contributions (except volunteerism)
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
$0.00 $0.00 $0.00 $0.00
Contributions of Volunteer Time
Past Actual 3 Past Actual 2 Past Actual 1
Number of Hours
Calculated Value of $ 0.00
Projected Volunteer
Time
Past Actual 3 Past Actual 2 Past Actual 1
Revenue Totals $ 25000.00 $ 25000.00 $ 26500.00
Expenses
Account Name
Past Actual 3
Past Actual 2
Past Actual 1
Marekting & Promo
$ 55000.00
$ 65000.00
$ 94000.00
Past Actual 3
Past Actual 2
Past Actual 1
Expense Totals
$ 55000.00
$ 65000.00
$ 94000.00
Profit & Loss
Projected
n
Projectec
$ 15000.
Projectec
$ 15000(
Projected
$ 15000(
Past Actual 3 Past Actual 2 Past Actual 1 Projected
$ -30000.00 $ -40000.00 $ -67500.00 $ -13500
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:
Luew
Name* Leslie Thurston
Applicant's Title* Executive Director
INTERNAL REVENUE SERVICE
P. O. BOX 2508
CINCINNATI, OH 45201
Date: DEC 05 2Mu
WASHINGTON STATE HORSE PARK
AUTHORITY
C/O LESLIE THURSTON
PO BOX 2078
WOODINVILLE, WA 98072
Dear Applicant:
DEPARTMENT OF THE TREASURY
Employer Ilentification 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)
(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
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
WSHP Economic Metrics Table
2014
2015
2016
2017
2018
2019
733
1,470
1,140
1,005
849
796
513
985
753
439
388
399
70%
67%
66%
44%
45%
50%
75
150
85
53
46
49
$13,125
$26,250
$14,875
$9,434
$8,602
$9,163
75
150
85
54
47
50
$3,750
$,7500
$4,250
$2,754
$2,444
$2,600
363
685
583
332
295
300
$31,218
$58,910
$50,138
$28,552
$25,370
$25,800
$48,093
$92,660
$69,263
$40,740
$36,416
$37,563
(27) 2,903
(17) 1,830
(22) 1,195
(25) 1,321
(18) 218
(29) 3,938
(12) 14,343
(21) 22,997
(17) 28,968
(20) 28,198
(20) 31,933
(18) 27,149
17,246
24,827
30,163
29,519
32,151
31,087
15,495
20,228
27,246
28,338
29,511
28,962
93%
88%
95%
96%
92%
93%
6,102
7,889
8,257
11,144
13,229
12,946
$1,067,850
$1,380,575
$1,444,997
$1,983,660
$2,473,823
$2,420,902
4,192
5,462
14,210
11,720
12,517
11,715
$328,843
$482,655
$1,010,437
$882,787
$987,784
$982,380
5,201
6,877
7,277
5,474
3,817
4,057
$447,286
$591,422
$625,822
$470,764
$328,262
$348,902
$1,843,979
$2,454,652
$3,081,256
$3,337,211
$3,789,869
$3,752,184
33%
26%
8%
14%1
0.9%
Our goal for 2020 is to achieve a 10% increase in overall economic benefit from 2019, while building capacity for future
growth, especially due to the addition of the covered arena.
*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 2018-19 impacts were calculatd using Dean
Runyan data for 2017 as provided by the Chamber CEO
Special Note: we host two very large hunter/jumper shows that combined run for 14 days and attract a very well-
healed clientele. Based on information we've gathered from surveying this population, about 40% 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 40% of this unique segment of
overnight show attendees (versus the $51/day assumption for "other" overnight provided by the Dean Runyan
Report. ��
Washington State Horse Park 2019 Visitors
Residence by Zip Codes
R.-
0
9
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OREGON GO gle'vk%-jm l.:-
L�CISC
Out of WA State & Country by zip codes:
,Alaska
3
5
Arizona
California
29
Canada
7
Colorado
3
Florida
4
4
France
Idaho
84
Montana
52
Nevada
6
Norway
6
,Ohio
6
{Oregon
142
(Papua New Guinea
2
Texas
7
Utah
.4
Wisconsin
8
2019 EVENTS CALENDAR
April 1
Park opens (weather permitting)
April 6 & 13
Park clean up party (weather permitting
April 26-28
Experience Eventing & DX (EEDX)
May 3-5
Karen O'Neal Eventing Clinic
May 11
Chili Feed Ride
May 18-19
Freedom Run XC Schooling
May 18-19
Area VII Young Riders Show Jump Clinic
May 25-26
CWU Schooling Show
May 25
Work Parties for Horse Trials
May 31 -June 2*
Equestrians Institute Horse Trials
June 8-9
Hunter/Jumper Clinics TBA
June 11-16*
Swiftwater Invitational Hunter Jumper Show
June 18-23*
Alpine Preview Hunter Jumper Show
June 30
Cowboy Dressage Show
July 5-7
Cowboy Tradition Ranch Roping
July 6
Mountain Magic 4H
July 10-14*
Pacific Crest Outreach Hunter Jumper Show
July 26-28
6th Annual Cie Elum Roundup
July 30 August 4
Reining Horse Association of NW Show and Clinic
August 9-11
Mustang Madness & Trail Challenge
August 17-18
Karen O'Neal Eventing Clinic
August 17-25
Cowabunga - Cow Horse Activities
September 6-8*
Cascade Finals Hunter Jumper Show
September 14
Central Washington Dressage Show
September 14
Work Parties for Horse Trials
September 21-22*
Equestrians Institute Horse Trials
September 27-29
Arabian Region 5 Social
September 27-29
Craig Cameron Horsemanship Clinic
October 31
Park Closed
�ZQWASHINGTON 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
for updates!
* Large events —Park at capacity
and closed to other horse activities
during these dates.
3-19-19
Exhibit "B"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Branding
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cie 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.
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.
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. Online Advertising:
1. Online advertising and promotion may be reimbursed at 100% of the cost, including any
production cost.
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:
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_ Fly_ersjposters:
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.
2. Banners which are placed inside of Kittitas County may be reimbursed at 100% of the cost,
including any production costs. In order to receive reimbursement, the banner cannot list a
specified date or location. Request can only be made one time.
3. Signage (site layout use only) which are placed inside of the venue/facility of the event may
be reimbursed at 100% of the cost, including any production costs. In order to receive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time. (i.e. ADA Parking/Parking, Loading Zone, Evacuation Route, Bathrooms, and
Stage locations)
F. Radio Advertisi
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.
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.
G. Operation Reimbursement:
1. Operation costs may be reimbursed 100% of the paid invoice cost. In order to receive
reimbursement operations invoice must an approved cost from the Consolidated Lodging
Tax committee members list. Invoice provided must include notation of payment with proof
of payment.
2. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed
at 100% of cost. In order to receive reimbursement, a signed statement from the receiver
along with other required documentation. Mileage reimbursement subject to IRS mileage
reimbursement rates which may change annually.
3. Items not eligible for reimbursement:
a. Salaries of employees
Capitol purchases- any item with 3+ years life and over $5,000.
Licenses, permits, insurance, or credit card fees