HomeMy WebLinkAbout2020-01-08-minutes-ec-study-sessionKITTITAS COUNTY
EC STUDY SESSION MINUTES
BOCC CONFERENCE ROOM, 205 WEST 5TH ROOM 108 - ELLENSBURG
Regular Meeting
WEDNESDAY _ 10:00 AM January 8, 2020
Board members present: Cory Wright (Chairman), Vice -Chairman Brett Wachsmith, Commissioner Laura
Osiadacz
Others: Kady Porterfield (Event Center Director), Chelsea Hajny, Clay Meyers (Sheriff), Jim Goeben (IT
Director), Mark Cook (Public Works Director), Ben Kokjer (Operations Commander, Sheriff's
Department)
1. Call to Order At 10:00 a.m. Chairman Wachsmith opened meeting to discuss Event Center business
2. General Event and Rental Updates: Kady presented current updates on rental rates Event Center
staff has been working on. Work is still in progress, but the Event Center is looking forward to providing
a discount for event managed RV Camping, as well as an Outdoor Grounds rental package. Also looking
at removing amenities that no longer are available. Most of the work is compiling of rounding rates up
into whole dollars without raising any rates significantly.
Vice -Chairman Osiadacz shared it makes sense to round numbers into whole numbers for ease of use
and sharing information between staff and customers. Commissioner Wright suggested evaluating some
of the high usage facilities that have needs for upgrades and if those rate adjustments would be
beneficial in completing the needed upgrades to be done so customers would be gaining more from use
of the facility. Chairman Wachsmith added to look at raising the labor costs since labor costs have
increased the last two years.
3. Self -Promoted Events Business: Per Kady, announcement of the artist for 2020 Patriot Night Under
the Lights will look at being scheduled for early February and going on sale within a couple weeks of
announcement. Working with our agent and our new website and ticketing company to get things up
and running on this timeline.
4. Approve Publishing Notice of RFP for Official Radio Station for Patriot Night Under the Lights:
Due to the popularity of the official radio station title for the 4th of July concert, Kady wrote and
presented a draft RFP to the Commissioners to be approved to publish a notice. This keeps competition
between potential radio partners fair the Event Center can get the best marketing deal for the concert.
Kady expressed how important radio partners are for events like these and their involvement greatly
helps with advertising costs, which is always one of the most expensive pieces of putting on an event.
Commissioner Wright moved to approve publishing the notice for the RFP. Vice -Chairman Osciadacz
seconded the motion. No furhter discussion. Motion passes.
2020-01-08 MINUTES
5. Sponsor Business: Kady opened the discussion on sponsorship goals for 2020. Chelsea Hajny shared
there is somewhere $50-75,000 in potential sponsorship revenue the County could be making. It was
expressed that many venues have used their facility assets to create partners that supply a steady
stream of income. Competitive processes were also discussed.
Kady added it would help with some of the projects needed in order to keep up with the high facility
usage and provide more for our customers. Per Commissioner Wright, that's it's hard to increase or
better services without funds, so finding creative means to gain funding is important to the growth of
the Event Center. He suggested to Kady to prepare sharing the cost structure and funding needs we
have with our customers as that will be important to communicate as we progress.
Kady will work on a resolution that binds our sponsorship revenue into our project and improvement
costs at the Event Center so funds raised are secured to go back into the Event Center.
6. Special Projects: Kady reported she has no major updates at this time. Just organizing the timeline on
projects and lining out the new maintenance staff to prepare for those.
7. Review of KVEC Director Goals:
Goal - Identify training for staff that is required to perform the duties of their job and what would
enhance their abilities.
Results — Kady put together a spreadsheet to develop and track the ongoing training and professional
development plans for her staff. Trainings include those that are required for job safety, special vendor
or new equipment trainings, as well as skills development for the different positions. The spreadsheet
also tracks those trainings that were completed under her supervision or on record in 2019. A copy of
the spreadsheet was handed out to the Commissioners, but Kady included that she was continually
adding and adapting this as different training opportunities come up.
8. Other business: Intelligence Update from Kittitas County Sheriff, Clay Meyers.
9. Adjourn: Meeting adjourned at 10:58 am
2020-01-08 MINUTES
KITTITAS COUNTY COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
Brett Wachsmith, Chairman
l�lr
New Amount f "
Western Town
Grandstand Roams
Manastash Room
$ 370.00 $
VIP/Dance Hall
$
370.04
$
367.50
Ticket Office
$
80.00
$
78.75
Shops 1-4 (Each)
$
80.00
$
78.75
Shop 5
$
55.00
$
52.50
Shop 6 (Small Bar)
$
80.00
$
78.75
Courtyard (with rental of at least 1 other WT Room)
$
$
210,00
All WT Space
55.00
$
$
630.00
Outdoor Spaces (no non-profit discount)
Grandstand Roams
Manastash Room
$ 370.00 $
367.50
Heritage Center
$
210.00
Naneum Room
$
105.00
Taneum Room
PKGE: All 4 Grandstand Rooms
$
$ 710.00 $
105.00
708.75
Outdoor Spaces (no non-profit discount)
Rodeo Arena Package (includes stock Pens,
Behind the Chutes, & Concession Stands)
$ 1,050.00
Gazebo
$
80.00
$
78.75
Frontier Village
$
158.00
$
157.50
Yakima Indian Village
$
80.00
$
78.75
Vendor Courtyard
$ 58.00
$ 57.75
$
210.00
Hunt Memorial Dog Arena
$
80'.00
$
78.75
North Parking Lot
Key Deposit - per set
$
315.00
N-1 Lot
$
55.00
$
52.50
Outside Grounds Exclusive Package (Excludes Frontier Village)
$
750.00
TNEW
Rodeo Arena
Rodeo Arena Package (includes stock Pens,
Behind the Chutes, & Concession Stands)
$ 1,050.00
Rodeo Arena - All Day
First Stall - Full Month (includes Haul -in Pass)
$ 750.00
Gold Buckle Club
$
$ 315.00
Behind the Chutes
$
$ 210.00
West Concession Stand
126.50
$ 105.00
East Concession Stand
$ 52.00
$ 52.50
Hourly Club Rate (min 40 hrs/yr; 3-5 hr rentals)
$ 58.00
$ 57.75
Rodeo Arena Set Up Day (40% discount)
$
$ 450.00
Stock Pens
$ 10.00
$ 10.50
Winter Stabling.
First Stall - Full Month (includes Haul -in Pass)
$
222.00
$
220.50
Stabling - Half Month (After the 15th of the month - includes Haul -in Pass)
$
126.00
$
126.50
Additional Stall - per month
$
158.00
$
157.50
Tack Stall - per month
1
$
21.00
Damage Deposit - per stall
so=
$
78.75
Key Deposit - per set
$
21.00
Hatd-in Pass'
Full Month $ 63.00
Half Month $ 31.50
Labor Rates
Labor/Clean Up (per employee per hour) $ 65.00
Motorized Equipment with Operator $ 125.00
(per equipment per hour)
Camping
RV/Camper - Individual Rate
$
37.00
$
36.75
RV/Camper - Group Rate
$
33.110
$
31.50
RV Camper Winter (No Water)
$
55.00
$
21.00
Dry Camping
$
1.7,00
$
17.85
Reed Park Closure (ticketed events only)
$
370.00
$
367.50
Event r0anavle d C2d1Tplog Discount
:0''r
New
52.50
Audio/Visual Equipment
Power Board/Multiplier
$
55.00
$
52.50
Conference Phone
$
11.00
$
10.50
Data Projector
$
55.00
$
52.50
Portable PA System - Small
$
55.00
$
52.50
Portable PA System - Large
$
80.00
$
78.75
Portable Lighting System
$
52.50
Large Sound System (includes 2 Audio Subs, 2 Speakers, and rack with Amp & Mixer
Equipment)
For use in Teanaway, Umtanum, or outdoors ONLY
$
125.00
AFT
Discounts
Non-Proft Discount 20%
Set Up Day Discount 40%
Amenitles/Equipment Rentals
Benches - Outdoor (per event)
$
7.00
$
7.35
Tables - Outdoor set up (per event)
$
7.00
$
6.30
Chairs - Outdoor set up (per event)
$
1.00
$
1.05
Steam/Salad Bar (Manastash/Teanaway only)
$
32.00
$
31.50
100 -Cup Coffee Maker
$
16,00
$
15.75
Steam Buffet Server (Table Top)
$
32.00
$
31.50
Refridgerated Sandwich Station
$
32.00
$
31.50
Portable Bar
$
26.00
$
26.25
Stage Risers (4'x8')
$
11.00
$
10.50
Small Frame Tents (10'x20')
Remove
$
52.50
Large Frame Tents (30'x60') off site
$ 1,575.00
Large Frame Tents (30'x60') on site
$
800,00
$
787.50
Information Booth
Remove
$
52.50
Portable Ticket Booth
Remove
$
52.50
Dressing Room Trailer
$
80.00
$
78.75
Pipe & Drape Booth (per day)
$
32.00
$
31.50
Pipe & Drape Per Foot (per day)
$
3.00
$
2.63
Bouncy House (indoor Umtanum only)
;- riiove
$
262.50
Bleachers
$
32.00
$
31.50
Portable Stage - Large
(Client must provide transportation)
Remove
$
472.50
Portable Stage - Large Kittitas County Municipality Rate (Client must
provide transportation)
Remove
$
262.50
Portable Stage - Small
(30 one-way mile limit with $5/mile beyond 30; Client must provide 4 volunteers
for set up and tear down)
$
400.00
$
367.50
New Amount
Armory
6 hour block rentals - Mon-Thurs only
Teanaway
$ 630.00
Umtanum
Main Hall (includes Kitchen & BI AV)
Kitchen $
160.00 $ 157.50
$
525.00
Conference Room A (includes BI AV)
$ 1,260.00
$
$
105.00
Conference Room B
$
80.00
$
78.75
Conference Room C
$
80.00
$
78.75
PKGE: All 4 Rooms (Hall, A, B, & C)
$
710.00
$
708.75
PKGE: Hall and Conference Room A
$
580.00
$
577.50
PKGE: Hall and Conference Room B & C
$
555.00
$
551.25
Teanaway and Umtanum Halls
6 hour block rentals - Mon-Thurs only
Teanaway
$ 630.00
Umtanum
$ 630.00
Kitchen $
160.00 $ 157.50
PKGE: Both Halls - No Kitchen
$ 1,155.00
PKGE: Both Halls - Include Kitchen
$ 1,260.00
Commercial Kitchens
6 hour block rentals - Mon-Thurs only
Bloom - All Day
$ 210.00
Availability is subject to change -
55.00 $ 52.50
Armory Room B - 2 hr max
7am-2pm, 4pm-10pm, 12am-6am
38.00 $ 36.75
Armory Room C - 2 hr max
On -Call Meeting Rooms
Bloom - All Day
Armory Room A (AV included) - 2 hr max
$
55.00 $ 52.50
Armory Room B - 2 hr max
$
38.00 $ 36.75
Armory Room C - 2 hr max
$
27.00 $ 26.25
Historic Barns
Bloom - All Day
$ 630.00
Bloom - Hourly $
Barn A - 72 Stalls (with animals)
Bloom Set Up Day (40% Discount)
$ 378.00
$ 1,071.00
Barn B - 36 Stalls (with animals)
PKGE: Bloom with Barns A, B, and C
$ 2,250.00
$
535.00
Barn C -16 Stalls (with animals)
$
222.00
$
220.50
Barn A (without animals)
$
160.0.0.
$
157.50
Barn B (without animals)
$
105.00
Barn C (without animals)
$
80.00
$
78.75
Stalls - Overnight Individual Rate
$
21.00
Stalls - Overnight Group Rate
$
16.00
$
15.75
Stalls - Tie/Day/Tack Use
$
10.00
$
10.50
Bloom Pavilion
Bloom - All Day
$ 630.00
Bloom - Hourly $
48.00 $ 47.25
Bloom Set Up Day (40% Discount)
$ 378.00
Clockum Room $
78.00 $ 78.25
PKGE: Bloom with Barns A, B, and C
$ 2,250.00
PKGE: Bloom with Barns A, B, C, and Clockum
$ 2,325.00
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�h5rj�j,t5-=A>.,� KITTITAS VALLEY EVENT CENTER
Home of the Kittitas County Fair and Ellensburg Rodeo
9- 11TAS VALLEY - v 901 E. 7" Ave, Suite 1, Ellensburg, WA 98926
}�C3t �Cnl' EventCenter@co.kittitas.wa.us
Office (509) 962-7639
xi ri iras cuuh'rY Fax (509) 962-7010
REQUEST FOR PROPOSALS
RFP OPENING DATE: January 10, 2020
TIME:
8:OOAM
LOCATION:
EVENT CENTER DIRECTOR
KITTITAS VALLEY EVENT CENTER
901 E 7" AVE, SUITE 1
ELLENSBURG, WA 98926
RFP TITLE:
Patriot Night Under the Lights Official Radio Station
RFP NO.:
KVEC2020-01
NOTICE TO ALL PROPOSERS
You are hereby notified that it its Kittitas County's intent to establish a standard of competition.
The Kittitas Valley Event Center (a department of Kittitas County) is releasing Request for
Proposals (RFP) NO. KVEC2020-01 with the intent to award a partnership agreement to a
qualified radio station for the purpose of professionally and efficiently marketing and advertising
the concert on July 4, 2020 during the Patriot Night Under the Lights event. KVEC reserves the
right to include in their analysis of r spansible proposals, the past and/or anticipated performance
of either the proposer or the produ h iing proposed.
KVEC conducts its procurements to maxi'} rpr etition and provide all potential partners
with an opportunity to compete fairly. All Contac*and correspondence with the Kittitas Valley
Event Center after the Request for Proposals is opened, must be exclusively through a designated
Contact Person, and no one else.
The designated contact for this procurement is Kady Porterfield, Event Center Director at
(509)962-7675 or email: kady.porterfield@co.kittitas.wa.us. Questions must be submitted by
email at the email address listed above.
Proposers, their agents, and representatives are directed not to contact or lobby other staff
members, management or members of the Board of County Commissioners of Kittitas County
regarding this RFP.
SUBMITTAL DEADLINE DATES
All Proposals must be submitted no later than 5:00 p.m. on January 31, 2020. Proposals may be
submitted by email to the designated contact person or by mail or delivery service and addressed
to the `Location' outlined above.