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HomeMy WebLinkAboutLT-2021-003LT-2021-OO3 WASHINGTON STATE HORSE PARK 2021 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND WASHINGTON STATE HORSE PARK This Contract, effective January 'J,,2OZI is made and entered into by and between KITTITAS COUNTY ("County"), a subdivision of the State of Washington, and the WASHINGTON STATE HORSE PARK ("Contractor"l, for the 2021- 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. Pavment. a. As full compensation for satisfactory performance of the Contractor's Services, the County agrees to pay Contractor the sum of fifteen thousand dollars (S15,000.00) (Kittitas Co. lodging tax funding). b. Additional payment terms: The County will make payment to the Contractor only on a reimbursement basis, as receipts/invoices for any items including marketing and/or advertising are submitted to the County, not to exceed the sum of (515,000.00) (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 L5,2022 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 2027 County Lodging Tax Funding Agreement Page 7 LT-2021-OO3 WASHINGTON STATE HORSE PARK a uditorsaccounting@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: o Covered arena marketing ads, flyers, video and other materials r Program or purchase software for online processing, mapping and reporting r Temporary signage that helps visitors navigate and make efficient use of changing Park facilities o Outreach business development program with local business and organizations 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. 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 fol lowi ng add ress: http://www.co. kittitas.wa. us/a ud ito r/defa u lt.aspx Section 3- Perfo bv Contractor 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. ln no event shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the County. lt 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. 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, c 2027 County Lodging Tdx Funding Agreement Page 2 LT-2021-OO3 WASHINGTON STATE HORSE PARK and further agrees to keep them in full force and effect during the term of this Agreement. d. The County and the Contractor agree that in fulfilling the terms and conditions of this Agreement neither shall discriminate on the basis of race, creed, color, national origin, age, sex, marital status, or the presence of a physical, sensory, or mental handicap. e. The Services shall at all times be subject to inspection by and approval of the County, but the County's making (or failure or delay in making) such inspection or approval shall not relieve Contractor of its responsibility to perform the Services in accord with this Agreement, notwithstanding the County's knowledge of defective or non-complying performance, or the substantiality or ease of discovering the same. Contractor shall provide the County with sufficient, safe, and proper facilities and equipment for such inspection and free access to such facilities. f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly furnish the County or its designee, or such Federal or State auditor with such information related to the Services as may be requested by the applicable governmental entity. Contractor shall preserve and maintain all financial records and records relating to performance of Services under this Agreement for six (6) years after contract termination. For such duration after the County makes final payment of compensation due hereunder, Contractor shall provide the County access to (and the County shall have the right to examine, audit and copy, with or without notice) all of Contractor's books, documents, papers and records related to the Services or this Agreement. g. Contractor understands and acknowledges that Contractor is solely responsible for its own reporting and accounting of all state, federal, social security, and local taxes, of every nature, arising from Contractor's performance of this Agreement. All compensation received by the Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in accord with the applicable IRS regulations. Section 4. Release. lndemnitv. and Hold Harmless. The County assumes no liability for the Contractor's actions under this Agreement. Contractor releases and shall defend, indemnify, and hold harmless the County, its officers and employees, agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities, damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or may arise or be alleged to arise out of or by reason of this Agreement including: Any fault, negligence, strict liability or product liability of Contractor in connection with the Services for this Agreement; Any lien asserted upon any property of the County in connection with the Services for this Agreement; Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance, rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of any governmental authority; or a a a a Any breach of or default under this Agreement by Contractor 2027 County Lodging Tax Funding Agreement Page 3 LT-2021-OO3 WASHINGTON STATE HORSE PARK Section 5. Compliance with Public Records Law. ln 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. ln 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. lndustrial Insurance Waiver. With respect to performance of this Agreement and as to any claims against the County, its Additional lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51- of the Revised Code of Washington, the lndustrial lnsurance 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. lnsurance 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. Where insurance is requested by the County, all liability insurance policies shall be endorsed to include the County as an Additional lnsured and shall stipulate that the insurance afforded by the policies shall be primary insurance, and that any insurance, self-insured a e 2027 County Lodging Tox Funding Agreement Page 4 LT.2OZI-OO3 WASHINGTON STATE HORSE PARK 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 allor 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. ln 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. Sect ion 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. l-08, 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 willconstitute 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 2027 County Lodging Tox Funding Agreement Page 5 LT-202L-OO3 WASHINGTON STATE HORSE PARK 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. lf 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. The performance of this Agreement is subject to termination without liability by either party upon the occurrence, or upon the prediction by the National Oceanic and Atmospheric Administration, any other agency of the United States Government, or any agency of the Government of the State of Washington of the occurrence of any circumstance beyond the control of either party-including, without limitation, acts of God, war, acts of terrorism within a fifty (50) mile radius of Kittitas County, government regulations, disaster, pandemic/epidemic illness, strikes or threat of strikes (except that neither party may terminate this Agreement for situations involving that party's own employees), civil disorder, or curtailment of transportation facilities-to the extent that such circumstance makes it illegal , impossible or economically impracticable for the parties to complete the duties and mutual obligations agreed upon and imposed upon them herein. The ability to terminate this Agreement without liability pursuant to this paragraph is conditioned upon delivery of written notice from one party to the other within 10 days of such occurrence or upon delivery of written notice from one party to the other within 24 hours of the receipt of notice of the prediction of any of the above occurrences. To the extent feasible within the constraints imposed by any event of the type described above, the parties agree that if the triggering event is of apparently or likely transitory effect, the parties may negotiate such amendments to the agreement that are mutually satisfactory and not otherwise contrary to law, including but not limited to a change in the dates for completion of any portion or the entirety of this agreement. 2027 County Lodging Tox Funding Agreement Page 5 LT.2O21-OO3 WASHINGTON STATE HORSE PARK co KITTITAS COUNTY BOARD OF COUNTY Co $llllil t r t t htu lPrint Namel" ""Li;: ;i t K'I'rlupso J Vi DQ 0 a1 e(h [Address]9nrLner ,s sli PP lliiltl ofthe Board TO FORM Deputy Prosecuting Attorney 2027 County Lodging Tax Funding Agreement Page 7 Exhr W\f trqt) CLTAC: Application for Lodging Tax Grant Funding Grant Application Workshop - 2020* Submittal lnstructions & General lnformation * Dd you aftend the Aant Application $,brkhop - 2020 hosted by lhe Kttitas County Orarber of Cormerce? 6 Yes {- No It Yes, I have read arrd utrderstand srbrrinal hstruclions and Ge'reral lnforrr8tidi for lhe 2A21 Lodging Tax Ganl Funding F rx;ess You are strongly encouraged to compose your responses to the questions of this form with a desktop text editor and save your work, then copy and paste the information into the form. You may also save a draft by selecting the button at the bottom of this page. When you do this you will be logged out and must log back in to coniinue. ln order to save a draft you will need to provide an email address and a passrirord. After completing the save draft, you will be redirected to landing page containing a link to log back into the form. We suggest you save this link as a bookmark. The link will also be sent to you in an email. Organization I nformation Name of Organization * Washington State Horse Park Organization Address * Sreet Address 1202 Douglas Munro Blvd Address Line 2 oty Cle Elum tustallZip Code 98922 StalelRovincelRegion Washington &untry United States Organization is a:*C Business 6 Non-Profit (Note: Please submit W-9 for business or IRS Designation Letter for non-profit.) Click here to view sample documents (redacted). Upload Proof of Organization Status* WSHP 501c3 Letter.pdf Acceptable lile f ornats include: JE, Fff or TIFF 262.04K8 Project Contact I nformation First Name*Leslie Last Name *Thurston Phone Number*877-635-41 11 _ .,*Emarl director@wahorsepark.org Project or Event lnformation ProjecVEvent Name* 2021 Marketing Plan for Horse Park Ongoing operations Service Categories Oreck all catego|ies tlral ap$y to this ap$ication [y' Tourism promotionlmarketing l- Operation of a special eveni designed to attract tourists l- Operation of a tourism related facility l- Other 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* 11112021 ProjecVEvent Location * New or Ongoing ProjecVEvent? * Amount of Funding Requested * Funding Request Max Tourism Seasons* Application Questions: Part 1 End Dates 12t31t2021 Washington State Horse Park 6 Ongoing ProjectlEvent (More than four years in existence) C New Project/Event (Four or feraer years in existence) $ 15000.00 lf you sdected "Orgoing RojecUfuenf'above this anount nEy not exceed 10% of the total expense budget of this prqject- Fromthe list bdow. what season will your projecl enhance tourisnf Select any r,vhich ap$y [f Year-round (January - December) l- Off Season (November - February) l- Shoulder Season (October or March - May) l- High Season (June - September) Please answer each question completely, in the order listed. Please include anysupporting data within the response narrative. 1 I ProjecUEvent Description Please provide a description of your project/event. Response 1: ProjecVEvent*uescnptron Our busitress development goals for 2021 are to regain the nromerrtum ue lost in 202O due to Covid. Our assumplion is that activities can return to normal in 2021 and that any fallout from 2020 will be offset by penlup demand, so our overall goals remain largely the same as last year's appllcalion: ('1 ) Maintain and grow our large annual events for hunterljumper, eventing, reining. reined cow horse and rodeo disciplines. (2) Promote our newcovered arena that will open in 2021 and attract additional groups, disciplines and activities that require such a facility. (3) Continue to attract a wide variety of other Enqlish and \,1estern horse events and non-equine activities to maximize use of the facilities. We plan to develop and implemenl a very ambitious, multi-faceted marketing plan in 2A21 Io achieve these goals: 1. Develop and distribute up-to-date advedisenrents, pronrotional materials and progress reports, including drone footage of lhe covered arena. 2. Continue to significantly upgrade our new digital processing capabilities wlrich have been every uell-received by our user community in 2020. We need to explore or develop more flexible solutions to serve the needs of event organizers and recreational rides, as \ell as support management reporting. This initiative includes integration with handheld devices and introduction of digital mapping capabiliiies. 3. Develop and implement flexible temporary signage to improve raay-finding and use of facilities with the new covered arena and to facilitate emergency response. 4. Create an outreach program with local businesses and organizations lhat will increase visitor traffic to them and promote new horse and non-equine uses of the covered arena. 2500 r:harar:ler lirrii List of lntended Use of Funds* $5,000 Covered arena marketing ads, flyers, video and other materials $5,000 Program or purchase software for online processing, mapping and reporting $3,500 Temporary signage that helps visitors navigate and make efficient use of changing Park facili $1,500 Outreach business development program with local business and organlzations 2l Supporting Kittitas County as a tourism destination 1. Auay from their place of residence or blrsiness and staying overnight in paid accommodations; 2. f o a place fifty miles or more a\ €y from their place of residence or business for the day or staying overnight; 3. or from anolher couniry or staie outside of their place of residence or business. You must provide the evidence utilized in determining your projections. The Horse Park's mission is 1o build, promote, operate and sustain the premier destination for horse activities in the Pacifrc Northra,est. Response 2.1 * Response 2.2 * Application Questions: ParI 2 V\fty wcruld torirists travel to Kjj.ljtas &unty to aitend your evenUactivitylfacility? The Horse Park is currently rated the best in the state for hosting large horse events as indicated in survey responses from show organizers. We've achieved this level due to the quality of our facilities and knouiledgeable customer service. Without a covered arena \ffe have only been able to host medium-large events from May-September or just 40% of the year. The covered arena will provide a venue for year-round activities that currently doesn't exist in upper Kittitas county. ln addition, our largest shor,ris want to grow but are unable to until we add more competiton space, wtrich the covered arena also addresses. Finally, trc're excited by the possibilities for hosting non-equine activitres such as food or brewfests. concerts, expos and shorir,s of various types and even a winter sports staging area. 2500 character lirril Escribe the prio' success o{ your evenlactivilyfacility in attraction tourists. Our target market includes Washington, Oregon, ldaho, Montana, California, and Btitish Columbia and is comprised of very diverse english and ra,estern horse related interests and disciplines. A major goal for the Park is to book large shorrs of 1 50+ horses that run 2-4+ days thereby causing more vrsitors 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 maintairr pariicipation in our larger, multi-day events that have significant influence on the number of total visitor days the Park generates. A portion of the nredium 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. vr,e believe the best measure for evaluating the Park's success in contribLtting to economic impact is by looking at the overall totals of all activities for the season. We obtained residence information kom4,O52 visitors in2019, who 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 r,ve have just four outdoor arenas to rent. We critically need a flfth arena and a covered competition space in orderto growthe size, diversity and lengih of season ue can host events. Thankfully, the new covered arena will address these limitations starting in 2021 extending our season from23 to 33 weekends and adding more competition space. A covered arena will also attract local riders at all times of the year and especially off season. The attached Economics Metrics Table reflects total visitors for the past five years and in 2019. This table tracks growth in total visitor traffic and annual economic benefits. With the opening of the covered arena \ € expeci the grordh trend to pickup starting in 2A21 by about 10%, but it will take several years to realize its full potential in attracting visitors and driving economic benefits.. 2500 character lin"il 3llmpact Response 3: Measuring Results* fbscrib€ how ycu will lyorcle ycJur eventiactivity/facility to altract fourists. We have found that "seeing is believing" r,r,fren it come to promoting the Park. At last we have a structure to photograph and advertise. lt is impressive in size and design and is the largest covered riding arena in WA and perhaps the northyresi. There are many features about it that make it fleible for many needs and uses, and it Wll be relatively easy to create strong mental images of howdifferent events can be held there. We will highlight all these features in pictures, ads, flyers, posters, videos, and other media to create even more buzzlhan is already happening. Our target market for these materials will be horse publications, horse show organizers. competing riders in various disciplines and event planners. 2500 character limt Application Questions: Part 3 4lCollaboration lf your organization collaborates or has created partnerships with other organizations, groups, or other events, how is this accomplished? 4.1 Collaboration *ln 2021 we will underiake a much more active outreach to local businesses, schools, community organizations, therapeutic riding groups and economic development directors to develop jnterest in visiting and using the Park. ln addition we will continue to do the following We will 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 u,,here event participants register. ln addition io the materials listed, we also provide Suncadia's activity calendar, Cle Elum dovr'ntown map, flyers and other information provided to us about local events and activities such as the Swiftr,r,later 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 ol events such as on its uiebsite 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 Dounrtown 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 Cle Elum City Council and siaff, Suncadia senior management. Cle Elum Tourisnr Committee, Kittitas County Parks and Recreation, Cle Elum Dourntourn Association, Cle Elum Rotary Club, and Roselyn Riders. Finally, Park management is constantly meeting with horse group leaders around the state and region to promote the Park and \ork together to better the health of their sport and activities. 2500 oharacter lirit 4.2 Promoting Local* BUSINESS lxcrih; how you \irlll promlte lixlging eslablishrerrts, restauranls. and business locate.l i,r l(ttitas Ocunty We will continue to provtde the Cle Elum "This ls 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 rffsbsite and Facebook to the Central Washington Color.com \n€bsite and actively direct people to the information available there as well as the Chamber of Commerce r,rebsite- We intend to continue to revamp and reintroduce a program developed in 2O1B with businesses around Kittitas Couniy 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 visiiors can easily find out wtrat is happening aror-rnd the county while they are here. 2500 ciraracter lirnt 4.3 Flost Hotel *b there a host hotel for yorr event or grant project'? tf yes, ilst the hotel. fNo {t Yes. jjir:,r-r;ri j.,i,.lir-lr: 5l Future Plans Please explain what plans exist to allow this project to become self-sustaining, lnclude any plans for ticket sales, event sponsors, and other cost-recovery models. Future Plans*Thanks to public support at tlre State, County and City levels, \,e epect the covered arena structure to be compleied in 2020. This keystone addition will allow us to host larger events, extend the season into at least March and November as uiell as aitract many activities and groups that require a covered competition space. Already there are a lot of inquiries about the arena, but organizers of large shows wll vwit to inspect the newfacility before they will commit to holding a showthere. We e)eect that in five years the calendar and revenue generating impacts of the covered arena Wll be largely realized, especially if lrre are able to add more stabling and parking to accommodate the epected demand. Some future events will allow ticket sales, parking fees and park concessions. We have an annual business sponsorship campaign and ongoing donor solicilation. The Park will hold its fourth major auction dinner gala on November 9th at Sahalee Country Club to raise aMareness and funding for operations and capital projects. We continue to have significant volunteer support from many individuals and groups. Communication about wlrat rare are doing is absolutely critical to building broader interest and support. The Lodging Taxfunds continue to be a major help to us in promoting the Park, the events ine're offering and communicating the broader messages about howto help sustain the Park. 2500 charactel liml Application Questions: Part 4 6l Additional lnformation Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your project and its benefit to tourism. 2020 lnformation lf you had a planrred everrt in 2020, whether it was able to take place or not. please describe any successes and challenqes you experielced. ln 2019 u€ hosted 47 small-large events with total atlendance of over 31,000. This year M€ hosted 27 small gatherings of less than 10 people and totaled attendance of 749. When county health directives allovllred us to start hosting events of more than 10 people in iate August, \,\e Miere overcome with smoke from wildfires and now rain causing any remaining events to cancel except perhaps on in earlt October. We did attract many recreational riders and new visitors - all eager to get out into the outdoors and explore during Covid. On the whole the challenges have been significant and beyond our control. The loss of revenue to fund our activities and needs has been equally signilicant as rrre plan for 2A21 . Thal makes these grant funds even more important than ever. 2500 char:rcter lirit Additional lnformation The covered arena will attract the following new opportunities Equine Year round riding Therapeutic riding CLrtiing Roping Breed Shor'r,s Dressage Drill Teanrs Non-equine Social distancing (ex. graduations) Sales and e4pos Brew and food fests Emergency shelter 2500 characler linil Supporting Documents You *lry upload any supfx)rling docLrnenls such as graphs. inages, diagrans, n'nrkelii]g n€terials, eto. 2019 Horse Park Visitors by Zip Code of Residence.pdf 435.08K8 You are allowed to sLib'rit up to 3 single pagl-- iL-S Letter) docLurEnts irr JFG ff cr llFF frxn-at 7l Previous Lodging Tax Grant lnformation Previous Years lbs your crenl received Lodging Tax funds irr previor-rs years? Auarded Lodging f ax f No, this event/project has not previously received Lodging Tax Funding Grants* f yes, 1 year previous f Yes, 2years previous 6 Yes, 3 or more years previous Overall Attendnace 201 9 Actual * 31,883 2021 Projected* 32,000 Number of people travelling more than 50 miles for your event? 2019 Actual* 2021 Projected* 29,362 29,000 Number of people traveling from outside WA State for your event? 2019 Actual* 2021 Projected* 380 400 The number of overnight guests who stay in paid accommodations in Kittitas County for your event Number of paid lodging room nights resulting from you event/activity/facility? 2021 Projected* 9,800 201 9 Actual * 10,000 201 9 Actual * 9,864 Prior Year Paid Overnight Stay Data 2019 Methodology* 202'l Methodology* Methodology Narrative * 2021 Projected* 10,000 h addition lo field above, you nay u$oad the evidence to silpport the pri6 years' roonlnight infcr€tion. 20l9Metricslable-Lodge TaxApp202 l.pdf B7.62KB Yw nay upload up lo three single pages (LS LetterJ, of infornetion. lf you a s,rrgle mrlti-page docunenl, mly the first three pages will be considered. the fdlowing fornats. will be accepted: JPG. FDF or T1FF Wrat rrethodology did you use to calculale the 2019 actual nunlrers? l- Direct Count {preferred) l- lndirect Count f- Represeniative Survey I- lnformal Survey (preferred) ff Structured Estimate l- Other \Al'nt nethodology v'rill you use to calculate the upcoring nunbers? J- Direct Count (preferred) [- lndirect Count l- Representative Survey l- lnformal Survey (preferred) [7 Structured Estimate l- Other Flease ex$ain. Zip codes are collected for all pariicipants plus the number and type of additional attendees. Estimates are ihen made as to how many days they uere at the Park and r,rfrere they stayed for eacg individual event. 2500 character limt Application Questions: Part 5 SlFunding Does your organization have, or have you applied for, grant funding from other sources? tf not, why not? lf yes, please list the funding you have for the project, including any volunteer and in-kind sources in Question 9l Project Budget Overview. Funding sources-and amounts wtrich have not yet been secured will be listed separately, in the field(s) directly below^ Finally, what changes lvculd occur il the proiect couldn't be funded? Other Funding x ..*t4Clanatron Funding Shortfalls* Matching Funds Percentage Verification of ln-kind Contributions 9l Project Budget Overview Please complete budget for this project/proposal. lf your agency operates independently of lhis project application it may not be necessary to submit the errtire 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, ependitures, 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 itemiZng the matching value and obligating each party must be provided. ATTENTION: ln 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. hes your organizalion have. or have you applied for funciing lrotnolher sources? fYes l?No lf not. why not? We have not applied for other funding for marketing and promotional activities, but have applied for and been granted substantial funs to build the covered arena. 2500 character linit Wnt changes will l)e nnde if fundinq fs'your request is not avarlal;le <y reccrmnnded? We have a critical need to pronrote the newcovered arena irr 2021 since many people have been skeptical that it rivould ever happen and/or don't understand the high quality of the structure we are building. lt will be one of the largest and most "horse friendly" covered arenas in the state. But if r,re can'l adequately promote ii, polenlial users will be unaware it exists and the many opportunities it provides for horse activities and other uses, and r,,ve wll fall short of our usage and revenue goals. lf trve are unable to continue to upgrade our online presence and automation capabilities, we will further frustraie poiential visitors and our uses, and our processes will be inefficient, labor intensive and unprofessional. The same holds true lor real{ime signage and mapping enhancements as the Park continues to develop its 112 acre campus. 2500 character lirit. 44bb.b / o//o lhis field wrll auto fill rvitlr the correct perceniaqe based cn your rnpul to budgei secli{ln beloyr For any clained in-kntj conl|ibr"rlions valued al $500 $ 'rore and relaied lo nrrkelinfadver'1isirrg. you n1"lsl subnit verifyirrq docrrnentalir:n which assrrres the conlribL-rlion will be provided. Budget Year Edit if necessary 2017 2018 2019 Revenues From Consolidated Lodging Tax Grant 2021 LTAC Grant Funding Past Actual 3 $ 25,000.00 All Other Revenues Account Name Past Actual 3 All other lrlon-capital $ 558990.00 Account Name Marketing Revenue Totals Expenses Account Name Marketing All other non-capital Past Actual 3 $ 0.00 Past Actual 3 $ 583990.00 Past Actual 3 $ 55000.00 $ 471718.00 Past Actual 2 $ 25,000.00 Past Actual 2 $ 658890.00 Past Actual 2 $ 0.00 Past Actual 2 $ 683890.00 Past Actual 2 $ 65000.00 $ 492955.00 Past Actual 2 $ 557955.00 Past Actual 2 $ 125935.00 Past Actual 1 $ 26,500.00 Past Actual 1 $ 666036.00 Past Actual 1 $ 0.00 Past Actual '1 200 Past Actual 1 $ 692536.00 Past Actual 1 $ 70000.00 $ 486342.00 Past Actual 1 $ 556342.00 Past Actual 1 $ 136194.00 Projected $ 15,000.00 Projected $ 670000.00 Projected $ 0.00 Projected 300 Projected $ 692068.00 Projected $ 80000.00 $ 490000.00 Projected $ 570000.00 Projected $ 122068.00 ln-Kind Contributions (except volunteerism) Contributions of Volunteer Time Past Actual 3 Past Actual 2 Number of Hours 50 100 Evidence of Volunteer Rease upload a single iile rvhioh offers eviclence in suppol of the projected vdunteer hours. contributions* Estimates of hours are conservative and based on knorrvledge of many Park supporters speaking about the Park to fellow riders and show orqanizers.pdf Calculated Value of Projected Volunteer Time $ 7,068.00 230.35K8 Expense Totals Profit & Loss Past Actual 3 $ 5267'18.00 Past Actual 3 $ 57272.00 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 vvho might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military siatus, serual orientaiion, creed. place of birth, or disability; 2. That it will abide by all relevant local, state and federal larns and regulations and; 3. That it has read the information contained in the lnstructions on pages 1 and2 and understands and will comply with all provisions thereof. Certified by: tesle tiarsbn Name *Leslie Thr-rrston Applicant's Title *Executive Director IN?ERNAI, REVENI'E SERVICEp. o. Box 2508 CINCINNATI, OH 452OL Date: WASHINGTO}T S?A?E }TORSE PARK AU?}IORITY C/O LESLIE ?HURSTON PO EOX 20?g l{ooDrNV:LLE, WA 984'7? DEPAR?MENT OF TT{E TREASURY Employer lEenuif icalion Number : 33*r"1"97391 DLN: t-?o530903L9011- Contact Person: FAITH E CIJMMINS Contact Telephone Number: (8771 829-5500 st0 05 mll rD* 31s34 Accounbing Period Ending: .Iune 3 0 Publie Charity 9tatugr l,?0 {b) {1) {A) (vi} Forii! 990 -Required Effective Date of ExempLion Oanuary 9, 1998 Contribution Deductibiliey : Yes Addendum Applies: NO Dear ApplicanE: We are pleaeed to inforrn you that upon review of your application for tax exernpt status we have debermined thaL you are exe$tpt from Federal income tax under secti.on 50L(c){3i of the Internal Revenue Code" Coneributions to you are deductible under seetion 1?0 of the Code. You are aleo qualified to receive tax deductible bequests, dev5-see, transfers or gifEs under section 2A55, 2LA6 ar 2322 of the Code" Because this letter could help resolve any gueetions regarding your exempt ot'abusr fou ghould keep it in your permanenf records' Organizalions exempt under sectlon 501{e) (3) of the Code are further classified as either public eharities or privaLe forrndaLions. We determined Lhal you are a public ctrarity under Lhe Code section(s) listed in the heading of this letter. Please see enclosed Publ"ication 422L-pC, Compliance Guide for 501(c) (3) Public Charj.ties, for some helpful informalion abouL your responeibilities as an exempl organization, Lerrer 947 (DOICG) Estimates of volunteers'hours spent on marketing efforts are conservative and based on knowledge of many Park supporters speaking about the Park to fellow riders and show organizers, plus bringing their friends to the Park to see what its about and discuss what it has to offer. WSHP Economic Metrics Table (1) RECREATTONAT RTDERS Total # visitor days # Non-Local % Non-Local Overnight stays hotel 5187 ldav Overnight stays "other " 5s2/dav Other non-local day visitors 586/day Estimated economic impact: (2) EVENTS L-2-day Events - total # visitor days 3-6 day Events - total # visitor days Total # visitor days # Non-Local % Non-Local Overnight stays hotel Stsl lday* Overnight stays "other" 5s2/SLL2/day* other non-local day visitors S86/day Estimated economic impact: Annual lncrease *The economic impact dollar assumptions used in the Metrics Table for 20L4-17 were from the 20L5 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 huntef umper 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 localvacation 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 S5O, for a combined assumption of S11L.50/person. This assumption was applied to 4O% of this unique segment of overnight show attendees (versus the S51/day assumption for "other" overnight provided by the Dean Runyan Report. 20L4 733 s13 70% 75 S13,125 75 S3,750 363 531,218 S48,093 (27) 2,903 (12) L4,343 17,246 15,495 93% 6,r02 Si.,067,850 4,192 s328,843 5,20L 5447,286 s1,943,979 201s 1,,470 985 67% L50 526,250 150 S,75oo 685 S58,9i.0 S92,6Go (17) 1,830 (2r) 22,997 24,827 20,228 88% 7,889 s1,390,575 5,462 5482,655 6,877 5s91.,422 52,454,652 20L6 L,t4O 753 66% 85 5L4,8ts 85 s4,250 583 S50,138 S69,263 (22) t,r95 (17) 28,968 30,163 27,246 95% 8,257 5r,444,997 1,4,2L0 SL,oLo,437 7,277 56zs,8zz $3,091,255 2017 1,005 439 44% 53 59,434 54 52,754 332 s28,552 540,740 (25) 1.,32L (2O) 28,198 29,sLg 29,339 96% LT,T44 s1,993,660 Tt,720 saaztst 5,474 5470,164 $3,ggl,2tt 849 388 45% 46 s8,602 47 52,+4+ 295 525,370 s36,416 2018 (18) 2l_8 (20)31,933 32,rsL 29,stL 92% 13,229 52,473,823 12,517 5987,784 3,81 5328,262 S3,789,869 2019 796 399 s0% 49 S9,1G3 50 52,600 300 S25,8oo S37,563 (29)3,938 (L8) 27,L49 3L,087 29,962 93% L2,946 52,420,902 rt,7t5 s982,380 4,057 s348,902 59,752,L84 33%25%8o/o 1,404 0.9o/o 2019 Horse Park Visitors by Zip Code of Residence I Forest i ith bt I Ie 0 0 9 99 " i :{ ,li :-'j 9e 9 o I I d'Aiqqe' Map data o2020 !3! :jaffdpotnl gt @ 0 ,N @9 l.a 6frrriJ* Jo*i'l L:J tir r' i,:;1I iil ,t it':..a: Mt. Hood National Forest Umatilla Nattonal Forest 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 Cle Elum, Ellensburg, or Roslyn tourism information as follows: A. Websites and Social Media Sites must include the County's and appropriate City's tourism website logo with an operational link to the site(s). The logo must be displayed on the contractor's home page, it must be sized no smaller than% 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 Advertisins and nline Disolav Advertisine 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 Advertisine 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 rtisine: L. Print advertising placed with any media provider which operates exclusively outside of Kittitas County may be reimbursed al I0O% of the cost, including any production costs. To operate exclusively outside of Kittitas County, the provider must not be physically located in the County and/or not distribute any media within the County. 2. Print advertising placed with any media provider which operates inside Kittitas County may be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 10 days prior to the event may be reimbursed atIOO% 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, (21(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: L. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will be reimbursed at \00% 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 al I00% 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 28,2(a) above, advertising may be reimbursed atthe rate of 70%of the total cost, including any production costs. C. Online Advertisins: 1. Online advertising and promotion may be reimbursed at 100% of the cost, including any production cost. 2. Streamed media (radio, television, other) requests for reimbursement must include.a statement from the media provider specifying the percentage of recipients which are outside of Kittitas County. Reimbursements will be allowed for the percentage distributed outside of Kittitas County, including any production costs. D. Direct Mail L. 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. ln 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 req uired documentation. E. Flvers/Posters: L. Flyers or posters which are placed outside of Kittitas County may be reimbursed at I0O% of the cost, including any production cost. ln 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 1.0O% of the cost, including any production costs. ln 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. ln 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 Advertisins: 1'. Radio advertising placed with any media provider located outside of Kittitas County may be reimbursed atTOO% 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 atLOO% 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(al above, advertising may be reimbursed at the rate of 30To of the totalcost, including any production costs. G. Operation Reimbursement: 1'. Operation costs may be reimbursed I00% of the paid invoice cost. ln order to receive reimbursement operations invoice must an approved cost from the Consolidated Lodging Tax committee members list. lnvoice 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 atLOO% of cost. ln 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. ltems not eligible for reimbursement: a. Salaries of employees b. Capitol purchases- any item with 3+ years life and over 55,000. c. Licenses, permits, insurance, or credit card fees