HomeMy WebLinkAbout009-WSHPLT-2022-OO9-WSHP
2022 LODGI NG TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND WASHINGTON STATE HORSE PARK
This Contract, effective January 1., 2022, 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"), for the 2O22 Annual Marketing ("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 "8" 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 ten thousand eight hundred seventy five dollars
(S10,875.00) (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 ten thousand eight
hundred seventy five dollars (S10,875.00) (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 'J.5,2023 after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Aud itor
Attn: Auditor's Accounting
205 West 5th Ave - Suite 105
Ellensburg, WA 98926
2O22 County Lodging Tax Funding Agreement Page 7
Lr-2022-OO9-WSHP
a uditorsaccounting@co. kittitas.wa.us
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 Photo, video, website and mapping enhancements
r Additional improvements in online software processes
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): No software purchase. Subscription costs associated with software
are allowed.
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
fo I lowi ng add ress: http ://www.co. kittitas.wa. us/a ud itor/defa u lt.a spx
Section 3. Performance 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.
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.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
e
a
2022 County Lodging Tax Funding Agreement Page 2
LT-2022-OO9-WSHP
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, 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:
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;
a 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 Any breach of or default under this Agreement by Contractor
a
a
2022 County Lodging Tax Funding Agreement Page 3
Lr-2022-OO9-WSHP
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 5- ln lnsurance 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 indemnifiT, 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- lnsura nce and Endorsements.
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.
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 lnsured and shall stipulate that the insurance
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
a
2022 County Lodging Tax Funding Agreement Poge 4
LT-2022-OO9-WSHP
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. 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.
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. 1"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 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
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.
2022 County Lodging Tax Funding Agreement Poge 5
LT-2022-OO9-WSHP
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.
2022 County Lodging Tax Funding Agreement Poge 6
LT-2022-OO9-WSHP
KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS
Laura Osiadacz, Chair
Cory Wright, Vice Chair
Brett Wachsm ith, Commissioner
Date signed:
ATTEST
Clerk of the Board
APPROVED AS TO FORM:
Deputy Prosecuting Attorney
CONTRACTOR
IPrint Name]
lAddressl
[Telephone]
2022 County Lodging Tax Funding Agreement Page 7
Exrriurt "Ho
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop -2021*
Submittal lnstructions
& General
lnformation *
Did yotr attend the Gtani Application Wo.kshop - 2021 hosted by lhe Kittitas County Chamber of Comnrerce?
,.rr Yes
,:,; No
itl) Yes,
I have read and trnde.stand Submittal lnstruclions and Ceneral lntornralion lor lhe 202'1 Lociging Tax Grant Funding
Process
You are strongly encouraged to compose your responses to the questions of this form with a desKop text editor
and save your work, then copy and paste the infcrmation into the form. You may also save a draff by selecting lhe button
at the bottom of this page. lMren you do this you will be logged out and must log back in to continue. ln order to save a
drafr you will need to provide an email address and a password. After compteting the save draft, you will be redirected to
landing page ccntaining a link to log back into the form. We suggest you save this link as a bookmark. The link will also be
sent tq ygu in an email. For your convenience we have provided a word document version of the guestions. Download it
here.
Organization I nformation
Name of Organization* Washington State Horse Park
Organization Address* steet Address
1202 Douglas Munro Blvd
Address Line 2
PO Box 278
City
Cle Elum
Postal I Zip Code
98922
Organization is a:*'i Business
;e_: Non-Profit
(Note: Please submit W-9 for business or IRS Designation Letter for non-profit.)
Click here to view sample documents (redacted).
WSHP 501c3 Letter.pdf
Acceptable file fornlats jnclude: JPc. PDF or TIFF
State I P.ovirce / Region
Washington
Country
United Stales
262.04K8Upload Proof of
Organization Status*
Project Contact I nformation
First Name*
Last Name*
Phone Number*
- ..*trmail d irector@wahorsepark. org
Leslie
Thurston
877-635-4111
Project or Event lnformation
ProjecVEvent Name*
Service Categories
2022 Marketing Plan for Horse Park Ongoing Operations
Check:ll calegories that apply 1o this applicat,on
lr Tourism promotionlmarketing
r i Operation of a special event designed to attract tourists
i .i Operation of a iourism related faciliiy
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*
111t2022
ProjecUEvent
Location *
New or Ongoing
ProjecVEvent?*
Amount of Funding
Requested *
Funding Request Max
Tourism Seasons*
Application Questions: Part 1
End Dates
12t31t2022
Horse Park
ie-; Ongoing Project/Event (More than four years in existence)
' ., New Project/Event (Four or fewer years in existence)
$ 15000.00
lf you selected "Ongoing Project/Event" above this amounl may not exceed 1 0% of the total expense budget ol this
project.
F.om lhe list below. \yhat season !.1ill your project enhance toilrism? Select any !./hich apply.
I Year-round (January - December)
' I Off Season (November - February)
: I Shoulder Season (October or March - May)
I High Season (June - September)
,j;
Please answer each question completely, in the order listed. Please include any supporting data within the
response narrative.
1 | ProjectlEvent Description
Please provide a description of your project/event.
Response 1:
ProjecVEvent
Description *
The Horse Park's mission is to build, promote, operate and sustain the premier
destination for horse activities in the Pacific Northwesl. Our target market irrcludes
Washington, Oregon, ldaho. Montana, California. and British Columbia and is
comprised of very diverse english and western horse-related interests and
disciplines. lt includes amateurs and professionals. people of all ages and skill
levels.
Our marketing objectives tor 2022 are lo
1. Retain the 8 large events we currently host and to attracl more as opporlunities
arise; large events do not change venues often and have a long lead time for
relocating. We want to book large shows of 150+ horses that run 2-4+ days thereby
causing more visitors to stay overnight. Overnight stays increase Park revenues
kom stall fees, RV camper hook-ups, arena fees and other use charges. Having
people stay also increases opportunities for visitors to patronize local businesses.
2. Continue to attract and host a wide variety of medium and smaller size shows,
clinics and camps. We attract many smaller clubs and groups that each have iheir
own needs and focus, and often are able to handle more than one of them
simultaneously.
3. Keep stakeholders informed about proposed land sale and development plans
bordering the Park, new amenities that help make the Park more lurn-key for event
organizers, and staffing progress after a very difficult labor market this year.
4. Make additional improvements to our online software products we use to provide
information (website and Facebook primarily) and handle visitor registrations.
ln sumnrary, following the challenges of the Covid pandemic, we hope to rebuild our
overall visitor count by actively marketing our facilities and capabilities and the
healthy outdoor environment we provide. We will put special emphasis on the new
large covered arena that opened in May of this year. Finally, we will continue to
upgrade use of online systems to draw people to our website and allow us io
communrcate effectively with returning and new visitors.
2500 chararter linril
Video Link Plilase pro'/ide us lillk lo a briel video sunrmarv of you crga[izaiio,] s evenl/projeql. Yqu irlUS I be preseui at lbe
0&A neeting it] Noveiltbgr to qualiiy ior llndiilg.
https: l/www. youiu be. com/watch ?v=C 1 qBRj-
hvk4
List of lntended Use of Funds*
$7,500 photo, video, website and mapping
enhancements
$7,500 additional improvements in online software
processes
2l Supporting Kittitas County as a tourism destination
1. Away frotn 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 cou ntry or state outside of their place of residence or business.
You must provide the evidence utilized in determining your projections.
Response 2.1 *
Response 2.2*
Application Questions. P arl 2
V\*ry vjould lo[.isls t.avel !o Kittitas County lr] alleld your evelllactivaLyifaclity?
The Horse Park has become a destination for many Northwest horse people and
beyond because of the beautiful setting, wide range of facilities and convenient
central locaiion. Other factors that draw event organizers are the qualiiy of arerra
grooming and knowledgeable customer service. These are not characteristics found
in many other facilities in Washington state or elsewhere. and will continue to attract
a range of competitions from a large and diverse marketplace.
ln addition. the local area provides a growing array of other recreatlonal
opportunities and visitor amenities that will further attract tourjst to visit and return
As long as lhe Park continues to host large events we will draw visitors from over 50
miles away because that is where the horse population is concentrated. And since
we rarely host one-day events, those visitors will stay overnight anywhere from 1 to
6 nights for a show. spending money on lodging. food. beverages. fuel. supplies and
servrces.
250C characler liuil
Desc.ibe lh-- prior sriccess of your evetll/acliviiyliacility ir afiracttor] bilrists.
We obtained residence information from 3,909 visitors this year, who came from
throughout Washington, 20 other states and Canada. This number reflects the
padicipants who register for recreational riding and events. lt does not include other
visitors such as spectators, event staff, volunteers, vendors, officials, family, trainers,
grooms, etc. lncluding these additional visitors and the number of days people were
on site. we estimate we had a total of 20,700 visitor days this season, with 85% of
those visitors residing more than 50 miles away.
Please refer to the Visitor and Economic Metrics Table for annual resulis since 2014.
2500 charaotel lintil
3l lmpact
Response 3:
Measuring Resulis *
Describe ho!,/ you r./ill ptontole your eyenllaclivitylf;rcjlily lo atlract iout isls.
We create and distribute videos, pictures. flyers and other methods that demonstrate
the facilities we have and are developing, and the scope of activities the Park can
host. We need to continue this efiort and provide more specific visual nraterial about
the covered arena, RV hook ups. sialls, dry camping, jumping materials available,
lunging and wash rack areas, PA systems, etc elc. That is the detailed information
event organizers and recreational riders want to know when making a decision
about visiting the Park.
These nraterials are made visible onsite, emailed and posted on our website and
Facebook, and shown at meetings. Links are made with other websites that further
promote the Park. We also do some print advertising when appropriate, and that
may prove to be a good tool for reaching nonequine audiences.
People who are making reservations to come to the Park do so lhrough our website
and online system which is a very effective oppodunity for us to promote the venue.
The best promotion of all is testimonials and word of rnouih endorsements from
people who have visited the Park. To do so we need to keep developing and
maintaining the Park and providing excellent customer service through ongoing
operations.
2500 rharaiJer liriit
Application Questions: Part 3 '.:.i
4l Collaboration
lfyour organization collaborates or has created partnerships with other organizations, groups, or other events,
how is this accomplished?
4.1 Collaboration*ln 2020 and 2021 we have not been as active in collaborating as we would have
liked and have done in ihe past. Covid and siaffing shortages have significantly
impacted our ability to reach out to maintain and form new alliances.
ln 2O21 we discussed collaborative opportunities with the Downtown Association
director and hope to pursue some of those ideas in 2022. We believe the covered
arena can provide a unique venue for community activities. and a more conducive
setting for some businesses to have a presence at the Park.
We also will contact the Chamber's new tourism and events director to explore ideas
about how the Park can partner with other organizations and events in the coming
year.
2500 characler liuil
4.2 Promoting Local
Business *
4.3 Host Hotel*
Describe holv you wili pro'roie lo{lging establishrnents reslau.anls. ancJ busioess located in Kitiitas County
We distribute informaiion about the local community and activities at the two ma.ior
visitor traffic points at the Park; our regrstration booth and the show office. This
includes the Cle Elum "This ls How We Do" guide, the Chamber's Central
Washington Visitors Guide, the Tribune's Explore guide, and other materials like the
Cle Elum public market handout.
Our website links to those community websites as well. We also recommend
businesses to event organizers including hotels, restaurants, office supply
businesses, farm-horne-hardware suppliers. rental vendors, caterers, etc.
We will investiage whether there is support from local businesses to reintroduce our
Discount Coupon program that highlighted visiting the parlicipating local businesses
in exchange for some small benefit of their choosing (5% off, a free dessert, etc.). lt
was popular with Park visitors but required a little extra effort from the businesses to
fulfill the benefits and that proved to be a disinceniive in a tight labor market.
2500 {rra.acle. Iirnit
,s there a host holel ftlr your evenl or Urant pioject? lf yes. li3l lhe holel.
,.., No
a' Yes. Stewart Lodge
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*
Application Questions: Parl 4
The Park continues to develop and add facilities and amenities, but we still are not a
maiure venue in terms of the amenities we can provide and the buildout of parking
and stabling that are needed. We also lack spectator seating. a restroom building. a
built in PA system, windscreens for the covered arena and elecricity to the outdooe
arenas. We intened to add those features as funding becomes availabie and that will
allow us to attract more big events and charge more for facility rentals.
The covered arena has allowed us to generate new sponsorship funds, and
supporters are so impressed it gives them confidence in funding continued
improvements.
Longer ternr we intend to offer services and equipment that can be provided for a
fee, thus eliminating work for event organizers and adding value they will be willing
to pay for. This will further enhance our relationships and susiainability.
Last but not least. we believe nonequine activities could be a significant new market
opportuniiy and revenue source for the Park. This could include winter sports and
uses ofthe covered arena such as expos and "fests". soccer practice. vollyball or
movie night, etc.
2500 character lirnit
6l Additional lnformation
Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your
project and its benefit to tourism.
COVID-1 I lnfOfmatiOn It yoti harl a planned event In 2al2u or 2021 whetlrer they were able to l.rke place or not please deso ibe :rny
successes and rihallenges yoLl expetienced.
The overall number of visitor days had been failly constant from 2016-2019, but in
2020 the Covid pandemic prevented us from hosting most organized activities. This
year we saw a rebound in registered participants but a significant decline in other
visiiortypes due to continuing Covid concerns and restrictions. Two trends are
noteworthy: there were a lot more recreational riders than we've seen in the past,
and an increased demand for RV hook-ups and dry camping for lodging which
reflects Covid concerns as well as linrited availablilrty of hotel rooms.
We also experienced severe staffing shortages this year as did many other
businesses, which can be partially attributed to Covid effects.
The attached Visitor and Economics Metrics Table reflects total visitors for the past
six years and this season. This table tracks growth in total visitor traffic and anrrual
economic benefits. Our goal for 2022 is to increase overall visitor iraffic by about
15% assuming Covid does not have a major resurgence.
2500 character linlil
Additional lnformation The attached Google Analytics chart for January to September of this year shows a
sizeable increase in new visitors to our website. This reflects the new online system
being used by visitors to register for recreational activites and some events, which
draws them to our website where we provide information about facilities, services
and the surrounding community
We very much appreciate the annual support we've had from the County's Lodging
Tax Committee. Our success in attracting visitors, and the economic benefits they
provide, would not have been as strong were it not for the grant funding we've been
fortunate to receive. Thank you very much for your consideration again this year.
2500 chnra.iter Iinit
SuppOfting DocumgntS You may uploaci any sripporting docunreils such as graphs. images. diagranrs. marketing materials. elc.
202lMetricsTable-Lodge TaxApp21Z2.pdf 453.22K8
2021 VisitorsMapwlegend.pdf 519.74K8
2021 GoogleAnalytics10072021 .pdf 1 .1 1 MB
You are allowed to subnil up to 3 single poge (US Letler) documents in JPG. PDF or TIFF ,ormat
7l Previous Lodging Tax Grant lnformatlon
Number of people travelling more than 50 miles for your event?
Past Actual* Projected *
17,500 20,125
Number of people traveling from outside WA State for your event?
Previous Years
Awarded Lodging Tax
Grants*
Overall Attendnace
Past Actual*
20.700
Past Actual*
1 ,'t 00
Past Actual*
2,870
Prior Year Paid
Overnight Stay Data
Has your evenl received Lodging Tax funds in previoils years?
, -) No, this event/project has not previously received Lodging Tax Funding.
.r Yes, 1 year previous
; Yes, 2 years previous
" Yes. 3 or more years previous
Projected *
23,800
Projected *
1,400
Projected *
3,300
ln addition to field above. you nray opload the evidence lo support lhe prior years'roorrlnight information.
You rnay upload up to three sjnOle pages (US Letter), of iflionnatio,]. lf you a single nrulti-page doc[ment. only lhe
lirst three pages will be considered. The lollowing foflrats. will be accepted: JPG. PDF or"flFF
The number of overnight guests who stay in paid accommodations in Kittitas County
for your event
PastActual* Projected*
7,175 8,250
Number of paid lodging room nights resulting from you event/activity/facility?
Past Methodology*What rnethodology did yau use lo calculate the 201 I actual nuntbers?
, i Direct Count (preferred)
r : lndirect Count
-i Representative Survey
' : lnformal Survey (preferred)
r- Structured Estimate
Other
Wrat melhodology will you use to calculate the upconting nuntbers?
', I Direct Counl (prefened)
' ; lndirect Count
: Representative Survey
I lnformal Survey (prefened)
,t; Structured Estinrate
Other
Please explain.
For events we colleci zip codes for all registered participants. We held 23 events this
season and for each we assessed how many additional people attended based on
observatron and applied a multiplier ranging from 1.25 - 2 visitors per registered
padicipant. We apply the same logic to recreational riders and pass holders. We
ihen estimate the type of lodging each group used based on ihose who registered
with the Park for RV hookups or dry camping, or indicated they were staying in a
hotel. ln addition, for the large hunter jumper shows we estimate 30% of visitors stay
in rental homes.
Projected
Methodology
Methodology
Narrative *
*
We have reviewed this methodology with several event organizers and they agree
with ihe assumptions being used.
2500 charader linril
Application Questions: Part 5
8l Funding
Does your organization have. or have you applied for, grant funding from other sources? lf 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 amounis which have not yet been secured will be listed separately. in the field(s) directly below.
Finally, whai changes would occur if the project couldn't be funded?
Other Funding*Does your organization have. or have you appl,ed for filnding irorr othel sources?
I Yes ,r.r No
ll rot. why not?
We have not applied for other funding for marketing and promotional aetivities, but in
the recent past have applied for and been granted sunstantial funds to build ihe
covered arena.
2500 character limit
Explanation *
Funding Shortfalls *
Matching Funds
Percentage
Verification of ln-kind
Contributions
Budget Year
Edit if necessary 2019 2020 2021
Revenues From Consolidated Lodging Tax Grant
l,'thal charrjes will l)e made if lrnding for your requ--st is dot ilvailable or tecomtienderl'2
We would need to cut back on pictorial marketing materials which we have found to
be the most effective means of promoting what the Park has to offer aside from
personal visits.
We would also need to curtail efforts to improve our online processing and
information sharing to make them more user-friendly and reliable. That would impact
our customers as well as our staff time spent addressing issues.
2500 qharacier lirnit
5426.67
Yo
lhis lield lill aut6 lill v/ilir the correal percert.r!Je based on yoLr i[l]irt lo budooi se{;{ion below.
9l Project Budget Overview
Please complete budgei for this projectlproposal. lf your agency operates independently of this projecl application it may
not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to the
projectievent 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 submrt 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 ai $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 malch, a binding contract itemizing 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
Fo. ary clar[].id i[-kitrd contrbutjors valu!]d :lt S500 or rnrre and related io narkelirlltl:r{lveltisifirJ. y.lu nrLrsl suiltrrit
verifyir{J docrlner!latirn qhich assores ihe conlribr{lion rill be prcvided.
1nkind202110082021 .pdf 582.51KB
Past Actual 3
LTAC Grant Funding $ 21,076.00
All Other Revenues
Accouni Name PastActual 3
All other Non-capital $ 666036.00
Account Name
Marketing
Past Actual 3
$ 0.00
Past Actual 2
$ 10,003.00
Past Actual 2
$ 21 5610.00
Past Actual 2
$ 0.00
Past Actual 1
$ 15,000.00
Past Actual 1
$ 720000.00
Past Actual 'l
$ 2300.00
2022
Projected
$ 15,000.00
Projected
$ 750000.00
Projected
$ 4000.00
ln-Kind Contributions (except volunteerism)
Contributions of Volunteer Time
PastActual 3 PastActual 2
NumberofHours 200 100
Expenses
Account Name
Marketing
All other non-capital
Past Actual 3
$ 70000.00
$ 486342.00
Past Actual 2
$ 225613.00
Past Actual 2
$ 45650.00
$ 207350.00
Past Actual 2
$ 253000.00
PastActual 1
250
Past Actual 1
$ 737300.00
PastActual 1
$ 48500.00
$ 667400.00
PastActual 1
$ 715900.00
Projected
300
Projected
$ 776068.00
Projected
$ 50000.00
$ 665000.00
Projected
$ 715000.00
Projected
$ 61068.00
Evidence of Volunteer
Contribuiions *
Calculated Value of
Projected Volunteer
Time
Past Actual 3
Revenue Totals $ 687112.00
Please upload a sirgle file r,r'hich oflers evid-oice ir1 suppod ol lhe proiecled volurleer hours.
VolHrs'1 0082021.pdf 289.64K8
$ 7,068.00
Past Actual 3
Expense Totals $ 556342.00
Profit & Loss
Past Actual 3
$ 130770.00
Application Certification
Past Actual 2
$ -27387.00
PastActual 1
$ 21400.00
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 discrinrinate against any empioyee, applicant for employment, client, customer, or other
person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, mililary status, sexual
orientation. creed, place of bir1h, 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 lnstructions on pages 1 and2 and understands and
will comply with all provisions thereof.
Certified by:
{a(k,flttr$*
Name*
Applicant's Title*
Leslie Thurston
Executive Director
IN?ERNAL REVENUE SERVTCEp. 0. Box 2508
CINCINNATT, OH 45201
Date
WASHINGTON STATE I{ORSE PARK
AUTHQRT?Y
C/O LESLIE TSURSTON
PO BOX 20?8
WOODINIJILLE, WA 98472
DEPARTMENT OF THE TREASURY
Employer rFenrif j-caLion Number r
33 - 1L9739t_
DLN:
r-70 53 0 903 L8 011
Contact Fergon:
FAITH E CUMMINS
Contsacl ?elephone Number
1877') 829-5500
s tc CI5 6ln
rD# 31534
AccountinE Period Ending :
June 30
Public Charity Slatus:
170 {b) (r) iAi tvi)
F;rirt 990 Required:
Yes
EffecEive DaEe of Exemplion:
"tanuary 9, 1-998
Conbribut.ion Deductibil ity :
Ye6
Addendum AppLies r
NO
Dear Applicant:
We are pleased bo inform you thaL upon review of your application for tax
exempt sta!,us we have determined that yau are exempt. from Federal income Eax
under sectlon 501tc) (3) of the Int,ernal Revefiue Code. Contributions to you are
deductible under secEion l"?0 of the Code. You are also quallfied to receive
lax deductible bequesls, devises, lransfers or gift,s under section 2A59, 2Lg6
ar 2522 of the Code. Because t.his letter could help resolve any queslions
regarding your exempt status, foll should keep it. i.n your permanenL records'
Organizations exempt under secLion SO1(c) (3) of the Code are further classified
as either public chari.Lies or private foundations. We determined thab you are
a public charlty under the Code section{s} }isted in the heading of Lhis
let,ter.
Please see enclosed PublicaLion 42?t-PC, Compliance Guide for 501(c) (3) Public
Charitiee, for some helpful informali-on about your reaponsibilities as an
exempL organization.
Lerter 947 {DOICG}
Estimates of hours 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.
't
ln-Kind Services
A local graphic design artist is providing art work for several promotional pieces
this season and is working on another now. I do not have his estimate yet of time
spent for the year to submit here.
We also just received and offer of help from a software professor who is a visitor
to the Park. We intend to get her involved in planning enhancements to our
systems this fall but I don't have anything to submit on that yet.
I believe the value provided for the 2021budget is realistic for their services.
ll
t,
202I Washington State Horse Park VisitorsBased on zip codes of visitors' residences for events and recreational use9 Peilf.ron0NeisJ.t.I KootenaiNational F0restE.!aiit'. ill0II visitor2 to 5 visitors6 to l0 visitors1 1 to 20 visitorsOlvmpicNalioireil ParkVancouveroP!r(lYilieNanaimool/iit{tlUGal,er,rfI#0S:'at..r,:l09"90 '"'s"l'': ';'.1"*,,,0i.,,,, "r',,'",'..Qiratr,eaoNflcnal Forest9,,9"6 l"i!l lrl'1i.l :J r lillr[5:irIo;'90Grea€HeleanNatiow99'- r)frf'lIIl.le$eg999e990I€9Q'II9lvlt. l.loodNati0nal Forestitr' tr: i: r. : I'ri:,i':-r':i..p,iy.iruff'.i.- rririi.Ll: ii; Ar ii.:'.0,PayelteNationai ForestNez Perce -ClearvJatert'.taiionallorests'l Lriri)'^9r'.."9$o rg9i.. i),.-:.Umatrllg*.t'""u, tot".r?,g,.,st1lt:ISalmon.ChallrsNalional Foresl21 to 50 visitors*;!,ffu0SiuNationslawai ForestWillamNalionalMalheurNatronal [oreslB0ise National'"9O lIGOi\]{.:r::,!:i!jjrn r6,\ r..,r .l4ap dara o2021 Googte5 1 + visitorsI. ,.r0-i'o$'*"
Washington State Horse Park Visitors and Economics Metrics TableRECREATIONAT RIDERSTotal # visitor days# Non-Local% Non-LocalOvernight stays hotel|BtlaavOvernight stays "other "isz/aayOther non-local day visitors$80/dayEstimated economic impact*:EVENTSTotal # visitor days# Non-Local% Non-LocalOvernight stays hotel5787/davOvernight stays "other"5s21511216",Other non-local day visitorsSso/uayEstimated economic impact*:20142,73351370%75St3,tzs7553,750363Sgt,ztSS48,093L7,24615,49593%6,ro2Si-,oG7,g5o4,L92Sgz&s+g5,2Or5447,296it,8pj3,,g7g20t5L,47098567%L50526,zso150S,75oo68sS58,910Sgz,eso24,82720,22888%7,gggSt,ggo,szs5,4625482,6556,8775s91.,42252,4s4,6s220L61,IN75366%85514,87s8554,250s83S50,138569,2G330,16327,24695%8,257$L,444,997t4,2roSr,oro,4377,277Sazs,gzz53,081"25020L71,m543944%5359,q3+54s2,754332528,552$N,7N29,5L929,33996%71_,r44S1,983,660LL,7205892,7875,474Sqtol6q5g,3,g7,2tt20L820t9202L542,823Sso,+gaS139,7512020COVID8493884s%4658,Goz47$2,444295izs,3lo$g6,ars796399so%49s9,1635052,600300Szs,goo$gZser2,L,5L6,43278,1-4,5719,2299,215il6,5226,791,7WThe economic impactdollarassumptions used inthe MetricsTablefor 2014-17 were from the 2015 Dean Runyan Report courtesyof the Kittitas CountyDirector ofTourism.The2018-19impactswerecalculatedusingDeanRunyandatafor20LTasprovidedbytheChamberCEO. NocomparableassumptionswereavailablefromtheChamber for202I, sowe used the2OLT Dean Runyan datafortrend comparisonpurposes. ln2020theCovid pandemicseverelyimpacted operations:we were unableto hostmostorganizedactivitiesandstaffi ngcutbacksprevented ournormalsystematiccollectionandcompi lationofvisitordata.SpecialNote: we hostthree very largehunter/jumper shows that combi ned runfor 18 days andattracta very well-healed clientele. Based on informationwe'vegatheredfromsurveyi ngthispopulation,about30-40%of thosewhostayovernightrentexpensivevacationhomesinSuncadia,RoslynRidgeandelsewherelocally.Wedetermined froma localvacationrentalagenttheaveragehouserentalpriceand#bedrooms;weassume2peopleperbedroomwhichresultsinS6l.50/night/personfor accommodations plus otherdailyexpenses we esti mate atS50,for a combi ned assumptionof $tt2/person.This assumptionwas applied to41%of this uniquesegmentof overnightshowattendees from2OL4-2OL9,and30%for202L(versustheS5l/dayassumptionfor"other"overnightprovidedbytheDeanRunyanReport).32,I5I29,5I!92%73,22952,473,92212,5I75987,7943,8r753zB,z6z53,789,86937,O8729,96293%12,94652,420,9o2LT,7155982,3804,057S3+g,9oz5g,7s4Lu2,
Audience Overview
o All Users
1 00 00q" Usar!
Ov€ru|€w
a Users
1,000
2.$A
i.000
Jan 1,2021 - Sep 30, 2021
,ebtuary 2021 Mar6h ?01 I Apfll 2$2 1
Sessiors
20,869
Avg. Session Duration
00:02:03
May 202 I Juno 202 1
Numberof Sessions pe. Uset
1.47
Bounc€ Rate
37.9170
Augull 2021
I New Msitor I Retuming Wsitor
User6 % Usgrs
Jrdy 2021 Sepia..
Users
14,212
Pageviews
53,097
Languago
New Users
14J44
Pages,l Session
2.54
1. eftus
2. en.qb
3. en
4. zlvcq
5, en-co
6. de'de
7. en-au
8. ft*
f. id
10. t
31S
67
49
36
36
12,809
-
90.57%
34S | 2.46%
a
fi
34 | A.Z4v"
31 | A.22%
30 i 0.21%
2.26r.
4.47%
0.35%
0.25e6
0.26%
L\ 2021 Google
Afthl wszLs
(Zer sianrs-ronl
.}a.arunt .ro LI€6's rrt hV Alt-hJ Aqrorqsf:,0
f(Ooes-gs:'s .
Exhibit "8"
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 or URL with an operational link to the site(s). The URL landing page must use the
correct logos and have a link to centralwashingtonoutdoor.com. Contractors must either keep
the landing page active until time of reimbursement or use a screen capture for full
reimbursement. (lf you are using a live logo as the link to CWO, please ensure the hyperlink is
shown in the screen capture). The logo must be displayed on the contractor's home page, it
must be sized no smaller lhan% 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, social media etc.) must include the County's and appropriate
City's tourism website logo (or URL with a one-click away operational hyperlink). The URL
landing page must use the correct logos and have a link to centralwashingtonoutdoor.com.
Contractors must either keep the landing page active until time of reimbursement or use a
screen capture for full reimbursement. (lf you are using a live logo as the link to CWO, please
ensure the hyperlink is shown in the screen capture). 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.
Video Advert of alltypes (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 Advertisins:
1. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed atLOO% 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 atLOO% 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(al 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. Televisio Advertisine:
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 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 28,2(al above, advertising may be reimbursed atthe rate of 70%of
the total cost, including any production costs.
C. Online Advertisins
L. 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 specifuing 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. Di Mail:
L. Direct mail advertising may be reimbursed at L00% 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:
1'. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% 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 atl0O% 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 Advertisine:
L. 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 attOO% 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 30% of
the total cost, including any production costs.
G. Ooeration imbursement:
t. Operation costs may be reimbursed 1,0O% 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
at tOO% 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