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Home My WebLink About2019-07-17-minutes-ec-study-sessionKITTITAS COUNTY EC STUDY SESSION MINUTES BOCC CONFERENCE ROOM, 205 WEST 5TH ROOM 108 - ELLENSBURG Special Meeting WEDNESDAY 1 9:30 AM I Jul 17.2019 Board members present: Chairman Cory Wright; Vice -Chairman Brett Wachsmith; and Commissioner Laura Osiadacz Others: Kady Porterfield Event Center Director; Lacie Dawson Event Center Program Manager; Dan Morgan Ellensburg Rodeo Board Member At 9:30 a.m. Chairman Wright opened meeting to discuss Event Center business. General Event and Rental updates: Kady discussed the complimentary usage of the facility by Kittitas County, Rodeo Board, Posse and 4H. Kady stated that she is still working with Cascade Cow Cutters and RCE in regard to fees from Bloom construction. Kady is meeting with Cow Cutters 7/18/19, and will report back from there. Per Kady, the Posse has offered to carry a KVEC flag for parades; she will work to get one for them. Kady discussed the first alcohol service request for an event on the rodeo grounds at the end of September. She is meeting with State Liquor Control and will update further after that meeting. Currently, KVEC is only able to serve alcohol in Western Village, Behind the Chutes and the Gold Buckle due to fencing issues. Self -Promoted Events Business: Kady stated that Patriot Night went well with no big issues. For future events, will seek more volunteers for setup and take down (Posse has already expressed interest in helping next year). Kady will look at different seating configurations and beer garden locations. Kady will be meeting with the city and KVFR next week to recap the event. City is looking at possibly hosting a family event in Memorial Park in conjunction with Patriot Night next year. Kady is working with one routing partner and is going to seek a second one, to get a break on the cost of the entertainer. Commissioner Wright asked if Kady had the final financial numbers. Per Kady, the complete numbers are not finalized as of yet. The office is currently working on final payments to service providers and few other bills. Kady spoke with our promoter agent who stated it usually takes 3 years for events of this type to make a profit. Commissioner Wright stated that it was a great event and has received many compliments. Commissioner Wachsmith stated that people were glad to have something to do for the holiday. He also expressed that a city partnership would be great to have. Commissioner Wachsmith asked if this is something that could qualify for lodging tax. Kady will look into it. Sponsor Business: Kady has nothing to report until after fair. 2019-07-17 MINUTES Special Projects: Kady is working on the grant for LED lighting for the Arena. Commissioner Osiadacz asked if Kady has spoken with the rodeo board about the project. Per Kady, she has been working with Rodeo Board Member Dan Morgan. Per Morgan, he is working on getting quotes and reports. Currently estimates are coming in around $200,000. Per Morgan, the Rodeo Board is very interested in this project. Per Kady, Doug from IT has been working with Rodeo Board Member Jerry on the access point project. They have been working to eliminate the ticket scanner/WIFI issues. Per Commissioner Wachsmith there are no updates on the North Parking Lot Project at this time. Kady is going to have a meeting next week with Bloom users to see if there is a mutually agreeable footing. Kady has the specs from the Rodeo Arena project from 2017. Kady discussed long-term building plans for swine barn area. Discussed possible use of tents for 2020. Kady will work with the fair board on this. Commissioner Osiadacz stated that coordinating a building tour with Judy Warnick and Tom Dent may be beneficial. Consider Lodging Tax Agreement Amendment between Kittitas County and the City of Cle Elum: Commissioner Osiadacz stated that the current agreement is set up as a reimbursement. Per Commissioner Osiadacz, the City of Cie Elum is not able to pay in that mannar. Commissioner Wachsmith made a motion to amend the lodging tax agreement between Kittitas County and the City of Cie Elum to allow the City of Cie Elum to pay by receipt. Commissioner Osiadacz seconded the motion. Commissioners Osiadacz, Wachsmith and Wright voted to approve amendment. Motion passes per Commissioner Wright. Discuss 2019 Lodging Tax Operations Funding Application: Per Kady, would like to use finding for arena management. Needed items include bow gates for Bloom, water truck, more panels (currently not enough if Bloom and Rodeo Arena are both used at the same time). Kady stated that we have been borrowing the ripper for the arena from the Rodeo Board. Kady would also like a smaller rototiller to be able to take care of the roping boxes (currently the one that attaches to the tractor is too large to get into the corners). Kady also stated that the yearly rock picking in the Rodeo Arena and anti -clump spray would be included as well as leveling Bloom. Kady stated that she had spoken to Buck Brannaman that stated contacting the Kiser drag company to come out and make adjustments and do a training session with KVEC staff may be beneficial. Currently Kady is requesting $110,000 and will attend a meeting tomorrow. Per Commissioner Osiadacz, the budget is better written this time than it had been in the past; just be sure to have the rest of the budget together as well. Kady stated she would like to go over the operating budget for 2020. Would like to bring back the full-time Office Clerk position and add a second seasonal Event Operations Aide for next year. Per Kady, the Event Center is currently under staffed. The Office Clerk position was traded to gain additional EOA staff. OTHER BUSINESS: No other business. Meeting adjourned at 10:13 2019-07-17 MINUTES 2 KITTITAS COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON � X'z-, / 2, ��&' Z/'� ad P rterMeId Cory Wright, Chairman 2019-07-17 MINUTES LODGING TAX SERVICES AGREEMENT AMENDMENT BETWEEN KITTITAS COUNTY AND THE CITY OF CLE ELUM WHEREAS, Kittitas County ("County"), a subdivision of the state of Washington, and the City of Cle Elum ("Contractor"), a Washington Municipal corporation, (collectively, the "Parties") entered into an agreement dated January 2, 2019 for construction of a horse park using lodging tax funds, WHEREAS, the Parties to said agreement mutually desire to amend it, 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 to amend section 2(b) of said agreement as follows with all other terms and conditions remaining in full force and effect: Section 2. Payment. b. Additional payment terms: The County will make payment to the Contractor only upon receipt of bills from the Contractor, representing the Contractor has reviewed and approved expenditures by the Washington State Horse Park, which were initially submitted to the Contractor. Said payment to the Contractor shall not to exceed, in total, the sum of One Million Five Hundred Thousand dollars ($1,500,000.00) to be used for capital project covered arena and associated build -out for the Washington State Horse Park. KITTITAS COUNTY BOARD OF COUNTY COMMISSIONERS ice ATTEST: Clerk of the Board APPROVED AS TO FORM. Deputy Prosecuting Attorney County Lodging Tax Funding Amendment CITY OF CLE ELUM Mayor ?• 8• / 9 Date Jay McGowan City of Cie Elum 119 W First Street Cie Elum, WA 98922 (509) 674-2262 Page 1