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HomeMy WebLinkAboutLT-2022-009LT-2022-OO9-WSHP 2022 LODGI NG TAX SERVICES AGREE MENT BETWEEN KITTITAS COUNTY AND WASHINGTON STATE HORSE PARK This Contract, effective January !, 2022, is made and entered into by and between - KITTITAS COUNTY ("County"), a subdivision of the State of Washington, and the WASHTNGTON STATE HORSE PARK ("Contractor"), for the 2022 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. 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. 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 perform'ed, or required to be performed, by Contractor under this Agreement are collectively referred to herein as "Services.,, 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. todging 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 L5,2023 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 i-05 Ellensburg, WA 98926 a b c. 2022 County Lodging Tox Funding Agreement Page 7 LT-2022-OO9-WSHP a ud itorsaccounting@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 Photo, video, website and mapping enhancementsr Additional improvements in online software processes 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. I' 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 lowing add ress: http ://www.co. kittitas.wa. us/a ud itor/defa ult.aspx Section Performance bv ntractor. a. Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract performance of any Services to any other person or entity without the prior written consent of the County. Any such delegation or subcontracting without the County's prior written consent shall be voidable at the County's option. 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, and further agrees to keep them in full force and effect during the term of this Agreement. The County and the Contractor agree that in fulfilling the terms and conditions of this g. b. c d 2O22 County Lodging Tax Funding Agreement Poge 2 LT_2022_OO9_WSHP Agreement neither shall discriminate on the basis of race, creed, color, national origin, age, sex, maritalstatus, 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, butthe county's making (or failure or delay in making) such inspection or approval shall notrelieve contractor of its responsibility to perform the services in accord with thisAgreement, notwithstanding the County's knowledge of defective or non-complyingperformance, 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 andfree access to such facilities. f' This contract is subject to review by any Federal or state auditor. Contractor shall promptlyfurnish the county or its designee, or such Federal or state auditor with such informationrelated to the services as may be requested by the applicable governmental entity.contractor shall preserve and maintain all financial records and records relating toperformance 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 toexamine, 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 ownreporting 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 thecontractor will be reported to the lnternal Revenue service at the end of the calendar year inaccord with the applicable tRS regulations. . The County assumes no liability for the Contractor's actions under this Agreement. Contractorreleases and shall defend, indemnifiT, 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 ormay 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 thisAgreement; ' 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, ofany governmental authority; or ' Any breach of or defaurt under this Agreement by contractor. 2022 County Lodging Tax Funding Agreement Page 3 LT-2022-OO9-WSHP Section 5. Comoliance with Public Law a. 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. Industrial 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 5L of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contracto/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. 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 c 2022 County Lodging Tax Funding Agreement Page 4 LT-2022_009_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 evidencethat 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 anyportion of the Services not yet performed, whether or not Contractor is in breach or default. Uponreceiving 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 theCounty terminates the Contractor's Services, the Contractor is obligated and hereby agrees torefund to the County all monies paid for Services not yet rendered by the Contractor, if any, as ofthe 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. 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 ormodification 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 bythe Contractor to the Kittitas County Commissioners and the Kittitas County Audtor, 205 W. 5th Ave. Ste' 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice bythe 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. 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 theprovisions of such sections or paragraphs. 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. Contractor warrants to the County that the individual signing on Contractor,s behalf has therequisite 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 inviolation 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. b d e f 2022 County Lodging Tax Funding Agreement Page 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 Page 6 LT-2022-OO9-WSHP KITTITAS COUNTY BOARD OF COUNTY COMMISSIONERS La cz, Chair W ht, v Brett a smith, Commissioner IPrint Name]' Cis-LtL (\ q-l*a asro') hls lt? I IAddress]tlt- torf .({-lt I [Telephone] ti >.2 K t- Clerk of the Board TO FORM Deputy Prosecuting Attorney 2O22 County Lodging Tax Funding Agreement Poge 7 Exniurt "Ho GLTAC: Application for Lodging Tax Grant Funding Grant Application Workshop - 2021* Submittal Instructions & General lnformation * Did you attend the Grant Application Workshsp _ ii; Yes .l No 2021 hosted by the Kittitas Caunly Chamber of Cotnnle.ce" ir) Yes, ii""J:.:"t and trnderstand subnritta, lnstrucliorls atrd Generat tntormalion for lhe 2021 Lodging Tax cranr Fuidina You are strongly encouraged to cornpose your responses to the guestions of this form with a desKop text edltorand save your work, then copy and paste the informalion into the form. you may also save s drafr by selecting the buttonat the bottom. of this page' lMten you do this you will be logged oul and musilog iack in to continue. ln oder to save adrafr you will need tc provide an email address and a password. Afler complet;ng tn"."u" draft, you will be redirected tolanding page eon(aining a link io log back into lhe form. we suggest you save this link as a bookma*. rhe ftnk will also be ;:[.* t'in an email' For your convenience we hdve provided a word document version of the questions. Download it Organization lnformation Name of Organization * Washington State Horse park Organization Address * Streer Add.ess 1202 Douglas Munro Blvd Address Lirre 2 pO Box 278 Lrry Cle Elum postal / Zip Code 98922 Organization is a: *') Business il Non-Profit Stale I Provirce / Regiou Washington Country United States (Note; Prease submit w-g for business or rRS Designation Letter for non-profit.)Click here to view sample documents (redacted). Upload Proof of wSHp 501c3 Letter.pdf z62.o4KBorganization status* Acceprabre ireiornrats incrude: Jpc. pDF or TrFF. Project Contact I nformation First Name* Leslie Last Name* Thurston Phone Number* B7Z-63s-41i1 Email* director@wahorsepark.org Project or Event lnformation ProjecUEvent Name* Service Categories 2022 Marketing Plan for Horse Park Ongoing Operations Check all categories that apply to this application i-i To urism promotionimarketing !..i Operation of a special eveni designed to attract tourists i-.i Operation of a tourism related facilily f.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 dales or daie ranges as necessary. Event Dates Start Dates* 1nt2a22 ProjecVEvent Location * New or Ongoing ProjecVEvent?* Amount of Funding Requested * End Dates 12t31t2022 Horse Park 'i* Ongoing Project/Event (More than four years in existence) {) New Project/Event {Four or fewer years in existence) $ 15000.00 ll you selected "ongoing Prcject/Event" above this amounl may not exceed 1 0% of the total expense budget of lhisprciect. Funding Request Max Tourism Seasons*From rhe list berow. whar season rviil your pro.iecr enhance tourism? serecr any which appry. s Year-round (January - December) t .| Off Season {November - February) ii Shoulder Season (October or March - May) 'J High Season {June - September) Application Questions: part 1 Please answer each question completely, in the order listed. Please include any supporting data within theresponse narrative. 1 | ProjectlEvent Description Please provide a description of your projectievent. 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 Norihwest. our target market includes 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 for 2O22 aie lo '1. Retain the I large events we currently host and to attract more as opportunities 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 z-4+ days thereby causing more visitors to stay overnight. overnight stays increase park revenues from stall fees. RV camper hook-ups, arena fees and other use charges. Having people stay also increases opportunities for visitors io patronize local businesses. 2. continue to attract and host a wide variety of medium and smaller size shows, clinics and camps. we attraci many smaller clubs and groups that each have their own needs and focus, and often are able to handle more than one ofthem simultaneously. 3. Keep stakeholders informed about proposed land sale and development plans bordering the Park, new amenities that help make the park more turn-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 summary, 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 to communicate effectively with returning and new visitors. 2500 character l;mil Video Link Please provrd{r us link to a brief virJeo sLlnrmary of you orgatrizaiion,s evenyprojecl. yrrr: lfiUS t he present at theil&A rleeting in Noveilbet to qualily {or funding. https:l/wwuyoutube. com/waich ?v=C 1 qSRj- 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 frotlr their place of residence or business and staying overnight in paid accommodations, 2. To a place fifty miles or more away from their place of residence or business for the day or staying overnight: 3. or from another country or staie 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 . Parl2 !.Vhy y/ould lo|rists travel io Killitas Counly to atler]C your evenyactivity,,tacrlity? The Horse Park has become a destination for many Northwest horse peopie and beyond because of the beautiful setting, wide range of facilities and convenient central location. other factors that draw event organizers are the guality of arena grooming and knowledgeable customer service. These are not characteristics found in many other facilities in washington state or elsewhere, and will continue to altract a range of competitions from a large and diverse marketplace. ln addition. the iocal area provides a growing array of other recreational opportunities and visitor amenities that will further attract tourist to visit and return As long as the 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 rareiy host one-day events, those visitors will stay overnight anywhere from i to 6 nights for a show. spending money on lodging, food, beverages, fuel. supplies and services. 250C characier lisrit Describe lhe pnor success c{ your evenllactiviiytiacili!y in allracliol {iiu.ists. We obtained residence information from 3,g0g visitors this year, who came from throughoui Washington, 20 other states and Canada. This number reflects the padicipants who register for recreational riding and events. lt does not include oflrer visitors such as spectators. event staff. volunteers, vendors, officials, famlly, trainers grooms. etc. lncluding these additional visitors and the number of days people were on site, we estimate we had a iotal of 20,700 visitor days this season, with g5% of those visitors residing more than 50 miles away. Please refer to the Visitor and Economic Metrics Table for annual results since 2014. 2500 oltaracier lintit 3l lmpact Response 3: Measuring Results* Desrribe lraI./ you .rill pronrole your evellla{livityi.lciLly to altt:trt toutisls. 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 effort and provide more specific visual nraterial about the covered arena. RV hook ups. stalis, dry camping, jumping materials available. lunging and wash rack areas, PA systems, etc etc. That is the detailecl 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 thai further promote the Park. We also do some prinl advertising when appropriate, and that may prove io be a good tool for reaching nonequine audiences. People who are making reservations to come to the park do so through our website and online syslem which is a very effective oppodunity for us to promote lhe venue. The best promotion of all is testimonials and word of rrouth 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. 25t10 chafacter limil Application Questions: Part 3 4l Collaboration lfyour organization collaborates or has created partnerships with other organizations, groups, or other events,how is this accomplished? 4.1 Collaboration*ln 202a and 2o21 we have not been as active in coilaborating as we wourd have liked and have done in the past. covid and staffing shodages have significanily impacted our ability to reach out to maintain and form new ailiances. ln 2021 we discussed colraborative opportunities with the Downtown Association director and hope to pursue some of those ideas in 2022. we believe the csvered 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 lourism and events director to explore ideas about how the Park can partner with other organizations and events in the coming 4.2 Promoting Local Business * year. 2500 character Iinrit Describe how yotr wil, p.onrote lodging establishrnents restau.arts, and business localed in Kitliias Courty we distribute information about the local community and activities at the iwo major visitor traffic points at the park: our registration booth and the show office. This includes the cle Erum "This rs How we Do" guide, the chamber,s centrar washington Visitors Guide, the Tribune's Explore guide, and other malerials like the Cle Elum public market handout. our website links to those community websites as weil. we arso recommend businesses to event organizers including hotels, restaurants, office supply businesses, farm-home-hardware suppliers, rental vendors, caterers, etc. we will investiage whether there is suppo( from rocar businesses to reintroduce our Discount coupon program that highrighied visiting the participating rocar businesses in exchange for some smail benefit of their choosing (5% off, a free dessert, etc.). rt was popular with Park visitors but required a litile extra effort from the businesses to fulfill the benefits and that proved to be a disincentive in a tight labor market. 2500 draracter lirnit 4.3 Host Hotel*ls there a host hotel lor yorr eveni or grant project" If Ves. list lhe hoiei. '.' No r 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*The Park continues to develop and add facilities and amenities, but we still are not a mature 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 available and that will allow us to atiract more big events and charge more for facility rentals. The covered arena has arrowed us to generate new sponsorship funds. and supporters are so impressed it gives them confidence in funding continued improvements. Longer term we intend to offer services and equipmeni that can be provided for a fee, thus eliminating work for event organizers and adding value they will be willing to pay for. This wilr fufiher enhance our rerationships and sustainabirity. Last but not least, we believe nonequine activities could be a significanr new market opportunity 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. 25i]0 characler lirnit Application Quesiions. part 4 6l Additional lnformation Provide any additional information which will assist the Lodging Tax Advisory committee in evaluating yourproject and its benefit to tourism. COVID-19 lnformation Ityoutladaplarlnedeventin2020or202l whetlleriheywereablelolakeplacecrnot pleasedesclbeasy successe3 atrd rhallenges yoU experiesce.j. The overall number of visitor days had been fairly constant from 2016-20i 9, but in 2020 the covid pandemic prevented us from hosting most organized activities. Thrs year we saw a rebound in registered participants but a significant decline in other visitor types 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 rodging which reflects Covid concerns as well as linrited availablility of hoiel 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 annual economic benefits. our goal lor 2022 is to increase overall visitor traffic by about 15% assuming Covid does not have a major resurgence. ?500 character liili! 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 annuar 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 ihis year. ?500 rharacter lintit Suppofting DOCuments You may upload any supporling docunrents such as graphs. irnages. diagranrs. marketing materials. etr. 202lMetricsTable-Lodge TaxApp2l22.pdf 453.22K8 2021 VisitorsMapwlegend.pdf 519J4KB 2021 GoogleAnalyticsl 0072021 .pdf 1 .1 '1 MB Yotr are allowed to subnril tp lo ll sirgle page (US Letteri dacur]rents in JPG, PDF or TIFF folnai 7l Previous Lodging Tax Grant lnformation Previous Years Awarded Lodging Tax Grants* Overall Attendnace Past Actual* 20,700 Past Actual* 2,870 lias yoilr everlt rece,ved Lodging Tax funds in previous years? -r No, this event/project has not previously received Lodging Tax Funding : Yes, 1 year previous r Yes, 2 years previous o Yes. 3 or more years previous Projected * 23,800 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? Past Actual* Projected * 1 ,1 00 1 ,400 The number of overnight guests who stay in paid accommodations in Kittitas County for your event Past Actual* Projected * 7,175 8,250 Number of paid lodging room nights resulting from you event/activity/facility? Prior Year Paid Overnight Stay Data Projected * 3,300 ln addition ao field above you ntay ripload lhe evidence lo support the pior years'roonrlnighl informalion. You tray upload up lo three silgle pages iUS Leler), o{ information. lf yol' a single |rulti-page doculnent. orly the airst !hree pages u/ill be colside.ed. lhe aollowing tornri]ts. will be accepted; JpG. pDF or'ltFF Past Methodology* Projected Methodology* Methodology Narrative * l4trat methodology did you use to calculate lhe 2019 actual nuntbers? Direct Count (preferred) ; lndirect Count ' r Representative Survey ' ; lnformal Survey (preferred) I Structured Estimate Other !,Irat melhodology will you use to calculate the upcontinq nuntbers? . r Direct Count (preferred) : lndireci Couni , Representative Survey : lnformal Survey (prefened) l; Siructured Estinlate . Other Please explain. For events we collect zip codes for all registered participants. we held 23 events this season and for each we assessed how many additional people attended based on observation and applied a multiplier ranging from 1.28 - 2 visitors per registered padicipant. We apply the sanre logic to recreational riders and pass holders. We then estimate the type of lodging each group used based on those 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 siay in rental homes. We have reviewed this melhodology with several event organizers and they agree with the assumptions being used. ?500 characler linlil 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 amounts which have not yet been secured will be listed separately. in the field(s) directly below Finally, what changes would occur if the project couldn't be funded? Other Funding *Does your orgarrizalion have. or have yo| applied Fot tu,tding lront olhet sorsces? : Yes rr) No Explanation *lf noi. why n0t? 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 the covered arena. 2500 character limit Funding Shortfalls* Matching Funds Percentage Verification of ln-kind Contributions Budget Year Edit if necessary 2019 2020 2021 Revenues From Consolidated Lodging Tax Grant \j\tra1 chatrges will l)e rrade il irndi|( tot your requesl is [ol i]vailable or tecorlneltd.ld'.r We would need to cut back on pictorial marketing materials which we have found to be the most effective means of promoting whai 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 character lirnit. 5U26.6 t 1o lhis lield will ar!o lill \iiilh the cotft)0t pe.cilntage based on yoiir jBpt( 10 irudget seclion belo\,/. 9l Project Budget Overview Please complete budget for this project/proposal. lf your agency operates independently of this project application it may noi be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to the projectlevent for which you are requesting funding and adheres to the basic budget format shown below. The budget rnust 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 at $500 or more and related to marketingladvertising, you must submit verifying documentation which assures the contribution will be provided. For instance, if you are claiming in- kind contributions in the form of advertising match. a binding contract itemizing the matching value and obligating each pa'1y must be provided, ATTENTION: ln an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are requlred to be filled before this form is submitted. Providing all applicable data is your responsibility, failure to do so will potentially jeopardize your application's chance for review. For atry tlaiFted irt'kirrd ccskibutiolrs valund at 5500 or irore:rrd related ic nillket$!/ilijveltis,ng you tnust !rrilqlt v--nfyiilq doc{lrnFjItatigfl illtich assul eS lhe coillflbtilio! lvill lls tt.lvideC. lnkind2021 1 0082021.pdf 582.51 KB Past Actual 3 LTAC Grant Funding $ 21,076.00 All Other Revenues Account 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 $ 215610.00 Past Actual 2 $ 0.00 PastActual 1 $ 15,000.00 Past Actual 1 $ 720000.00 Past Actual 1 $ 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 Past Actual 2 $ 225613.00 Past Actual 1 250 PastActual 1 $ 737300.00 Past Actual 1 $ 48500.00 $ 667400.00 Past Actual 1 $ 715900.00 PastActual 1 $ 21400.00 Projected 300 Projected $ 776068.00 Evidence of Volunteer Contributions * Calculated Value of Projected Volunteer Time Past Actual 3 RevenueTotals $ 687112.00 Please upload a siilgle file !,r'hich olfe.s evidence ir slppoil of the projected volunteer hours. VolHrs10082021.pdf 289.64K8 $ 7,068.00 Expenses Account Name Marketing All other non-capital Past Actual 3 $ 70000.00 $ 486342.00 Past Actual 2 $ 45650.00 $ 207350.00 Projected $ 50000.00 $ 665000.00 Past Actual 3 Expense Totals $ 556342.00 Profit & Loss Past Actual 3 $ '130770.00 Application Certification Past Actual 2 $ 253000.00 Past Actual 2 $ -27387.00 Projected $ 715000.00 Projected $ 61068.00 The applicant here ceriifies and affirms: 1. Thai 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, custome( or other person who might benefit from said contract, by reason of age, race, coloq ethnicity. sex, religion. military status. sexual orieniation, creed. place of birth, or disability, 2. That it will abide by all relevant local, state and federal laws and regulations and; 3. That it has read the information contained in the lnstructions on pages 1 and2 and understands and will comply with all provisions thereof. Certified by: ta(k lhtrfut Name* Applicant's Title* Leslie Thurston Execuiive Director INTERNA], REVENIIE SERVICEp. o. Box 2508 crNcrNNATr, oli 45201 Date WASI{INGTON STA?E HORSE PARK .ATTHORlTY C/O LESLIE THIIRSTON PO BOX 20?8 I,{OODINI/ILLE, WA 98A?2 DEPARTMENT OF ?HE TREASURY Employer fFentif ication Number r 33-1r-97391_ DI,N: 17053090318011 Confact Person: FAITI{ E CUMMTNS Contact Telephone Number: latzl 829-5s00 sLC 05 Mn rD# 31534 AccounLing Period Ending: .tune 3 0 Public Charity Slalus: L?0 {b) (r) tAi {vi} F,Jriit 990 Reqr.iired: I EU EffecLive Date af Exemplion lTanuary 9, 1998 Contribulion Deduct ibj-1 iLy : Yes Addendum Applies: No Dear Applicant: We are pleased fo inform you EhaL upon review of your applicat.ion for tax exempt slatus we have determined thal you are exempt from Federal incame Cax under seclion 501{c) {3} of the fnternal Revenue Code. Contributions to you are deductible under sect.ion 1?0 of the Code. You are also qualified !o receive lax deduclible bequesls, devises, lransfers or gifts under seclion 2055, 2La6 ar 25?2 of the Code. Because this letter couLd help resolve any questlons regarding your exempt.status, 1rou should keep J.C in your permanenl records. Organizations exempi under section 501(c) (3) of lhe Code are further classified as eiLher public charlti.es or private foundations. we determj"ned chal you are a public charity under lhe Ccde seclion{s) }j-sted ln the headlng of this lett.er - Please see enclcsed PublicaEion 422L-PC, Com;:liance €uide fcr 501"{e) {3) Public Chari"t.iee, for some helpful information about your responsibilities as *n exempt organization. Letter 947 (DolCG) 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. i 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 2A27 budget is realistic for their services, f. 202r Washington State Horse park visitorsBased onzip codes of visitors' residences for events and recreational use.0 PFnfclon9N3lsc.::isl ircr, . (!-lilleForestcrai:li ciiI P,i'.re l:'.Pi 1"1 " ria.i:i! r.tl!i,fr:tli:lllrr:i'.Risi. i:'..',:1 i.a:lN.stti::.i ar.jJ"j3-Irqrcriie VanCOirVeroI099e0IIINanaimooo-eIelJ f_Li.-: r)tri1"i-lti !! i\ i (:Ji.lltlrsj KootenarNational Forestll'iI visitor2 to 5 visitors6 to 10 visitorsI 1 to 20 visitorsI2l to 50 visitorsoI0"'?9,'e0LIl!0tympicNatioheil ParkOf,u lcalia'i:: ).1Grea€Hete6 *"iiec9s,,$,,,.Jl.r,1iii,.99I0wMalheurNalional Foresi'-:rlr! I 1..{iti090,.wiF"li tii:I9?,FI99i;ii,..lri,i '!.',,Q,,.Nez Peice *ClearvJater''l..JationalForesls^9r"".rgI€Mt. l-1oodNaticlnal Forestl; .r .: irl,matrlla*ur'onu, tor".t?,g,,Fp;LiS?1ff"q9oi-(:). I.:,,,t'\4ap data \$2021 Gooqte9s"3r9PayetteNational Forestt:I ill :j : ; ii ::j l,'!lil,.ll i.f.:M:ii,:',"'QBoise Naiiona'09ISalmon.ChalllsNalional Forest'F9SiuslawNational Forest00'"0ktIcoN51+ visitors.at'rO-i'ib'"* Washington State Horse Park Visitors and Economics Metrics TableRECREATIONAL RIDERSTotal # visitor days# Non-Local% Non-LocalOvernight stays hotelSrat/davOvernight stays "other "isz/aavOther non-local day visitors586/dayEstimated economic impact*:EVENTSTotal # visitor days# Non-Local% Non-LocalOvernight stays hotelSrat/dayOvernight stays "other"Ssz151121o^,Other non-local day visitorsS8o/dayEstimated economic impact*:20L42,73351370%75Stg, tzs7553,750363531,218S48,09317,24615,49593%6,LOzSi.,06z,g5o4,I92s32&8435,20L5447,286iL,84g,97g20L5I,47098567%150526,2so150S,75oo685Ss&groS92,G6o24,92720,22988%7,gggSt,ggo,szs5,462s482,6556,877S59t,qzz52,454,65220L6t,IN75366%85s4,25O583S5o,13sSeg,zsr30,1-6327,24695o/o8,257Sl,4M,g9714,2IO$!,oto,4377,277$62s,822$g,os1"zss20L71,00543944%5329,51929,33996%IL,I44Si.,993,660IT,7205g8z,lBt5,474$qto,lo+59,337,2t1-2018u938845%46s&60247Sz,qqq295525,37oSgo,cre20L979639950%4959,t6E50s2,600300S25,8ooS37,5632020COVID202L542,823516,432Sso,+goSrgg,zsr2,L,5L4,87s Sg,q3q5452,754332$28,ssz540',7N8532,15L29,sLl92%13,22952,473,92312,517SgstJeq3,877$gzg,zaz53,789,96931,,O9729,96293%12,94652,42o,9o211,,7155982,3804,O575348,902$3,154Lu78,r76,4,$779,2299,2Ls646,2,5226,791,7@TheeconomicimpactdollarassumptionsusedintheMetricsTablefor2oT4-tTwerefromthe2015DeanRunyanReportcourtesyof theKittitascountyDi rectorofTourism'The2018-19impactswerecalculatedusingDeanRunyandatafor2o\TasprovidedbythechambercEo. Nocomparableassumptionswereavailablefromthechamberfor202L,soweusedthe2olTDeanRunyandatafortrendcomparisonpurposes. ln2020thecovidpandemicseverelyimpactedoperations:wewereunabletohostmostorganizedactivitiesandstaffingcutbacksprevented ournormalsystematiccollectionandcompi lationofvisitordata.SpecialNote: we hostthree very largehunter/jumper shows that combi ned runfor 18 days andattracta verywell-healed clientele. Based on informationwe'vegatheredfromsurveyingthispopulation,about30-40%of thosewhostayovernightrentexpensivevacationhomesinsuncadia,RoslynRidgeandelsewherelocally.wedetermined from a local vacation rental agentthe average house rental priceand # bedrooms; we assume2 people per bedroom which results in S61.50/night/personforaccommodationsplusotherdailyexpensesweestimateatS50,foracombinedassumptionof S1l2/person.This'assumptionwasapplied to4o%of thisuniquesegment of overnight show attendees from 2ot4-2olg,and3o%for 2o2! (versus the 551/dayassumption for "other" overnight provided by the Dean Runyan Report). Audience Overview Q fll,Y;i';".- Ov€rulew a Users 1.00s 2.0& r.000 Jan 1,2421 - Sep 30, 2021 Fabtuoty Z02t March ?0? !Apd 2021 May 20? I Juno 2021 Numberof Sessions per User 1.47 Bounce Rate 37.g',1vo August 2021 I NewMsilor I RelumingVisitor J(dy ?021 Users 14,212 Paoeviews 53,087 LanEUaqo New useas 14J44 Pages / Session 2.54 S€ssions 2A,g69 Avg. Ses6ion Duralion 00:02:03 Userc % Ussrs l eftrrs 2. on.qb 3. eu 4. 2t-;4 5, en-ca 6. de'de 7. etra0 8. lrlt f. id 10. t 1?809 348 319 6l 49 36 a6 34 ?t 30 I e0.57% | 2.46% | 2.26% n| 0.47% f, I 0.35% I o.?5% | 0.25% t a.24% | 0.22% I 0.21% '. 1O21 9oogle /Vtil &52Ls br-aruJ *ro L[?3Srr€ hV Nthl &taromnfnO ft2er sfacrTro nl C{?,oePg: >.s . 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 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. C. Video Advertising of all types (including but not limited to television, online, electronic kiosks, motion billboards, etc.) must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller than% inch in height, and must be surrounded by approprirt" 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 Advertisi ng 1" Print advertising placed with any media provider which operates exclusively outside ofKittitas County may be reimbursed at Loo% of the cost, including any production costs. Tooperate exclusively outside of Kittitas county, the provider must not be physically located inthe county and/or not distribute any media within the county. 2' Print advertising placed with any media provider which operates inside Kittitas county maybe reimbursed as follows: a' For date-specific events, advertising the day of the event and up to L0 days prior tothe event may be reimbursed alroo%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 astatement from the media provider specifying the percentage distribution to areas outside of Kittitas County. Reimbursements will be allowed for the amount distributedoutside of Kittitas county, including any production costs. B. Television Advertising: t' Television advertising placed with any media provider outside the yakima/Kittitas DMA willbe reimbursed at 100% of the cost, incruding any production cost. 2' Television advertising placed with any media provider inside the yakima /Kittitas DMA willbe reimbursed as follows: a' For date-specific events, advertising the day of the event and up to 7 days prior tothe 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 8,2(al above, advertising may be reimbursed at the rate of 70% ofthe totalcost, including any production costs. c.line Adve isins 1' online advertising and promotion may be reimbursed at 100% of the cost, including anyproduction cost. 2' streamed media (radio, television, other) requests for reimbursement must include astatement from the media provider specifying the percentage of recipients which areoutside of Kittitas county. Reimbursements will be allowed for the percentage distributedoutside of Kittitas County, including any production costs. D. Direct Mail: 1" 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 couniy. ln order toreceive reimbursement, a list of the addresses and a signed statement from the contractorthat the list is accurate, or other proof of delivery, ruri b. provided along with otherrequired documentation. E.F Posters: 1" Flyers or posters which are placed outside of Kittitas County may be reimbursed at roo% ofthe cost, including any production cost. ln order to receive reimbursement, a list of thelocations where flyers or posters were posted outside of Kittitas county, a signed statementfrom 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 attoo%of the cost,including any production costs. ln order to receive reimbursement, the banner cannot list aspecified 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 maybe reimbursed at L00% of the cost, including any production costs. ln order to receivereimbursement, the signage cannot list specified date or location. Request can only bemade one time. (i.e. ADA Parking /Parking, Loading Zone, Evacuation Route, Bathrooms, andStage locations) F. Radio Advertising: 1' Radio advertising placed with any media provider located outside of Kittitas county may bereimbursed at roo% of the cost, incruding any production cost. 2' Radio advertising placed with any media provider located inside of Kittitas county may bereimbursed as follows: a' For date-specific events, advertising the day of the event and up to 7 days prior tothe 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% ofthe total cost, including any production costs. G.O on Reimbu ent: 1,operation costs may be reimbursed loo%of the paid invoice cost. ln order to receivereimbursement operations invoice must an approved cost from the Consolidated Lodging Tax committee members list' lnvoice provided must include notation of payment with proofof payment. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursedat tjo% of cost. ln order to receive reimbursement, a signed statement from the receiveralong with other required documentation. Mileage reimbursement subject to IRS mileagereimbursement rates which may change annually. Items not eligible for reimbursement: a. Salaries of employees b. Capitol purchases- any item with 3+ years life and over SS,OO0.c. Licenses, permits, insurance, or credit card fees 2 3.