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HomeMy WebLinkAboutLT-2022-009-WSHPLr-2022-009-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 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-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 perform'ed, or required to be performed, by Contractor under this Agreement are collectively referred to herein as "Seryices." c. Contractor shall commence, perform, and complete such Services in accordance with Exhibit "B" which is attached hereto and incorporated herein by this reference. Section 2. Pavment a. As full compensation for satisfactory performance of the Contractor's Services, the County agrees to pay Contractor the sum of 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 15,2023 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 105 Ellensburg, WA 98926 2022 County Lodging Tox Funding Agreement Page 7 LT-2022-OO9-WSHP auditorsaccounting@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 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 Audito/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.aspx Section 3. Performance bv Contractor. 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. 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 2022 County Lodging Tdx Funding Agreement Page 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, 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, lndemnity, and Hold Harmless. The County assumes no liability for the Contractor's actions under this Agreement. Contractor releases and shall defend, indemnify, and hold harmless the County, its officers and employees, agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities, damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or may arise or be alleged to arise out of or by reason of this Agreement including: Any fault, negligence, strict liability or product liability of Contractor in connection with the Services for this Agreement; Any lien asserted upon any property of the County in connection with the Services for this Agreement; Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance, rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of any governmental authority; or a a a a Any breach of or default under this Agreement by Contractor 2022 County Lodging Tox Funding Agreement Pdge 3 Lr-2022-O09-WSHP Section 5. Comoliance Public Records 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. 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. 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 Section 6- lnd 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 Contracto/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. ln surance and Endorsements. a The County may require through a request in writing that the Contractor provide the County with a certificate, binder, or policy of liability insurance, acceptable to the County in an amount specified by the County. b. Such liability insurance shall be such as will protect Contractor, its employees, agents and representatives, from all claims, losses, harm, costs, liabilities, damages and expenses arising out of personal injury (including death) or property damage that may result from performance of the Services or this Agreement, whether such performance is by Contractor or any of its employees, agents or representatives. c.Should the County require such liability insurance, the Contractor agrees to provide proof of insurance prior to commencing performance of this Agreement. d. Copies of the County's written request and the insurance documents provided by Contractor shall be attached to this Agreement and by this reference will be made part hereof. Where insurance is requested by the County, all liability insurance policies shall be endorsed to include the County as an Additional lnsured and shall stipulate that the insurance afforded by the policies shall be primary insurance, and that any insurance, self-insured retention, deductibles, or risk retention trusts maintained or participated in by the Parties e 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. 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. 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. 5ih 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. This Agreement may be executed in one or more counterparts and by facsimile, each of which willbe deemed an original, but allof which togetherwillconstitute one and the same instrument. t. 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. a c 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 5 LT-2022-OO9-WSHP KITTITAS COUNTY BOARD OF COUNTY COMMISSIONERS acz, Chair W ht, Brett a smith, Commissioner K ')'/- Clerk of the Board TO FORM Deputy Prosecuting Attorney fll- lo2f .9lt t R IPrint Name] LZs ct'u IAddress] vt*u e-grou) {ti >z [Telephone] 2022 County Lodging Tdx Funding Agreement Page 7 Exniurt "no CLTAC: Application for Lodging Tax Grant Funding Grant Application Workshop -2021* Submittal lnstructions & General lnformation * Did you altend the Granl Applicalion Workshop - 202'l hosted by the Killitas Counly Chamber o{ Cornnteice? .il Yes il No ia) Yes, I have read and undersland Submattal lnstructions afid Cenerai lnformation fot lhe 2021 Lodging Tax Granl Funding Process You are strongly encouraged to compose your responses to the questions of this form with a desktop text editor and save your work, then copy and paste the information into the form. You,may also saVe a drat by selecting the button at the bollom of this page. When you do this you will be logged out and must log back in to continue. ln order to qave a draft you will need to provide an email address and a password. Ater completing the save drafr, you will be redirected to landing page containing a link to log back into the form. We suggest you save this link as a bookmark. The link will also be sent to you in an email. For your convenience we have provided a word docurnent version of the guestions. Download it here. Organ ization lnformation Name of Organization* Washington Siate Horse Park Organization Address* street Add.ess 1202 Douglas Munro Blvd Address L,re 2 PO Box 278 Cily Cle Elum PQstal / Zip Code 98922 Organization is a:*r.) Business ilt 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 lile lorntats ficlude: JPG, PDF ar TIFF. State / Plovirce / Region Washington Country United Siaies 262.04KBUpload Proof of Organization Status* Project Contact I nformation First Name* Last Name* Phone Number* EmaI director@wahorsepark.org Leslie Thurston 877-635-4111 Project or Event lnformation Check all rategories that apply to lhis applicalion ,. Tourrsm promotion/marketing I I Operation of a special event designed to attracl tourisls ,-) Operation of a tourism related facility i r Other ; Event Dates Please provide any specific dates, or range of dates, on which your evenl or project will be held. You may add as many dates or date ranges as necessary. ProjecVEvent Name* Service Categories Event Dates Start Dates* 11112022 ProjecUEvent Location * New or Ongoing ProjecUEvent? * Amount of Funding Requested * 2022 Marketing Plan for Horse Park Ongoing Operations End Dates 12t31t2022 Horse Park ", Ongoing ProjecVEvent (More than four years in existence) i , New Project/Event (Four or fewer years in existence) $ 15000.00 lfyou selected "Ongoing Project/Event" above this amount may not exceed 10% of the total expense budget of this project. Funding Request Max Tourism Seasons*From lhe list below. whal season will your project enhance loutisrt? Select anv vahich apply. 'ri Year-round (January - December) - ; Off Season (November - February) I Shoulder Season (October or March - May) : r High Season (June - September) Application Questions: Part 1 Please answer each question completely, in the order listed. Please include any supporting data within the response narrative. 1 | ProjecUEvent Description Please provide a descripiion of your projectlevent. 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 Nodhwest. 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 lor 2022 are lo: 1. Retain the B 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 2-4+ days thereby causing more visitors to stay overnight. Overnight stays increase Park revenues from stall fees, RV camper hook-ups. arena fees and oiher 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 their own needs and focus. and often are able to handle more than one ofthem simultaneously. 3. Keep stakeholders informed aboul proposed land sale and development plans bordering the Park, new amenities that help make the Park more turn-key for event organrzers, 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 to communicate effectively with returning and new visitors. 25u0 rharacier l;rni1 Video Link Please pro,/,de us lilk lo a briei iiideo sBflmary of you crga[izaiio]r's event'project You 1'1ra-t lle l)r€scltt at th{l O&A ryreetirrg in Ncvernber lo rllali{y fr' 1ll]ding. https://www. youtr"rbe. 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 sofiware processes 2l Supporting Kittitas County as a tourism destination '1. Away frot-tr their place of residence or business and staying overnight in paid accommodations: 2. To a place filty miles or more away from their place of residence or business for the day or staying overnight; 3. or from another country 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'/hy would lorrrists travel lo Kitlitas Colrnly io attend you. evenyactivityfacility? 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 location. Other factors that draw event organizers are the quality of arena grooming and knowledgeable customer service. These are not characteristics found in many other facilitles 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 recreaiional oppodunities 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 rs where the horse populatron 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 servtces_ 2500 characler hrit Describe th-- priol success of your evertlaclivttyllaoltty in a&.aclion toLtists. We obtained residence information from 3.909 visrtors 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 oiher 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 results since 2014. 2500 characler linrit 3l lmpact Response 3: Measurlng Results * Desc.ibe lroy, you r/ill prarloie your evenllactivity:f:tcility ts afir:tci tourisls. 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 lo continue this effort and provide more specific visual nraterial about the covered arena, RV hook ups, stalls, dry camping..jumping materials available, lunging and wash rack areas, PA systems, etc etc. 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 ourwebsite and Facebook. and shown at meetings. Links are made with other websites thai furlher promote the Park. We also do some print adveriislng 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 through our website and online system which is a very effective oppofiunity for us to promote the venue. The best promotion of all is testimonials and word of mouth endorsements from people who have visiied the Park. To do so we need to keep developing and maintainrng the Park and providing excellent customer service through ongoing operaiions. 2500 char zrcter lirnit Application Questions: Part 3 4l Collaboration lf your 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 the past. Covid and staffing shortages have significantly impacted our ability to reach out to maintain and form new alliances. ln 2021 we discussed collaborative opportunities with the Downtown Association director and hope to pursue some of those ideas in 2A22. 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 character liB;1 4.2 Promoting Local Business * Describe hour yolr will p.onrole lodging establislrnenls reslairra[ts, and busifiess located rn Kiililas Cou,]ty We distribute information about the local communiiy and activities at the two major vrsitor traffic points at the Park: our registration booth and the show office. This includes the Cle Elum "This ls How We Do" guide, the Chambefs 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 rncluding hotels, restaurants, office supply businesses. farm-home-hardware suppliers, rental vendors, caterers, etc. We will rnvestiage whether there is support from local businesses to reintroduce our Discount Coupon program that highlighted visiting the participating 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 disincentive in a tight labor market. 2500 draracler lirnil 4.3 Host Hotel*ls there a host holel Ior your evenl or gri]fft projecl? lf yes. list tlre hotel. ,NO * Yes. Stewart Lodge 5l Future Plans Please explain what plans exist to allow this project to become self-sustaining. Include 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 bLrilding. 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 wili 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 term 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 relatlonships and sustainability. Last but not least, we believe nonequine activities could be a significant 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. 2500 iiharacler lirnil Application Questions. Part 4 6l Additional lnformation Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your project and its benefit to tourism. COVID-1 I lnfOfmatiOn It you had a plannecJ etenl rn 2ll2il or 2021 lvheiher they were .rble to take place or nor. please describe any soccesses and rhallenges yoil experienced. The overall number of visitor days had been fairly constant from 2016-2019, but in 2A2A 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 visitor types due to continuing Covid concerns and resirictions. 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 limited 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 seasorl. This table tracks growth in total visitor traffic and annual economic benefits. Our goal for 2022 is to increase overall visitor traffic by about 15% assuming Covid does not have a major resurgence. 2500 character linlit Additional lnformation The attached Google Analytics chart for January to September of this year shows a sizeable increase in new visitors io our website. This reflects ihe new online system being used by visitors to register for recreational acttvites 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 rih!r:rcter lintii SUppOfting DOCUmgntS You may upload any supporiin!l docuffrents such as graphs. images. diagranrs. marketing materials. etc. 202lMetricsTable-Lodge faxApp2022.pdf 453.22K8 2021 VisitorsMapwlegend.pdf 51 9.74K8 2021 GoogleAnalyticsl 0072021 .pdf 1 .1 1 MB You are allowed to subnlit up ta 3 single page (US Letter) documenis in JPG. PDF or TIFF tonnat 7l Previous Lodging Tax Grant lnformation Number of people travelling more than 50 miles for your event? Previous Years Awarded Lodging Tax Grants * Overall Attendnace Past Actual * 20,700 Past Actual * '17,500 Prior Year Paid Overnight Stay Data Has yoLlr evertl received Lodging Tax funds iil previoLrs years? , .:' No, this event/project has not previously received Lodging Tax Funding. .; Yes, 1 year previous .: Yes, 2 years previous o Yes. 3 or more years previous Projected * 23,800 Projected * 20,125 ln addition to iield above. you nray upioad lhe evidence to support the prior years' roonrlnighl information. You rnay upload up to three sirgle pages (US Letter). of inionnalion. lf you a single lxulli-page docurne[l, only lhe first lhree pages will be considered, The lollo\'r'ing fonrats, will be arcepted: JPG. PDF or TIFF 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/activitylfacility? Past Actual* Projected * 2,870 3,300 Past Methodology*\i/hat firethodology drd you rrse to calculate the 2019 actual nLrrlbers? , i Direct Count (preferred) r lndirect Count . j Representative Survey r lnformal Survey (preferred) rr Structured Estimate Other \ ,4ral nethodology will you use to calcillate lhe upcoming nuntbers ? r Direct Couni (preferred) ' : lndirect Count r Representative Survey i lnformal Survey (prefened) ',; Structured Estimate , 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 L25 - 2 visitors per registered participant. We apply the same 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 stay in rental homes. Projected Methodology* Methodology Narrative* We have reviewed this methodology with several event organizers and they agree with the assumptions being used. 2500 characler 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 soLrces 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 olgarlization have. or bave yori applieci lor futding lront othet soutces? ) Yes re; No Explanation *lf not. why rot? We have not applied for other funding for markeiing and promotional activities. but in the recent past have applied for and been granted sunstantial funds lo build ihe covered arena. 2500 charader lirnit Funding Shortfalls* Matching Funds Percentage Verification of ln-kind Contributions Budget Year Edit if necessary 2019 2020 2021 Revenues From Consolidated Lodging Tax Grant \,'\ihal changes rvill be miide if lilnrling for yoLtr requL'sl rs rot {l\,ailallle or Iecomtne|cled? We would need to cut back on pictorial marketing materials which we have found to be the most effective means of pronroting 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 rmpact our customers as well as our staff time spent addressing issues. 2500 characler lirnit. s026.67 o/o I his lield will aulo aill irilh the ilor rer! percerlage b?sed on yolrr input 1o budg€l seriior belo!v. 9l Project Budget Overview Please complete budget for this projectlproposal. lf your agency operates independently of this project application it may not be necessary to submit the entire agency budget. You must submit a budget which specifically pedains to the project/event for which you are requesting funding and adheres to the basic budget format shown below The budget must include anticipated revenues, expenditures. and any potential profit or loss. For projects/events which are ongoing for more than one (.1) year, please also submit actuals from the previous three (3) years of operations (need not be consecutive) for the projectlproposal 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 contrtbutions in the form of advertising match, a binding contract itemizrng the matching value and obligating each party must be provided. ATTENTION: ln an effort to allow an adequate level of flexibility forall 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. i:or aty .:lairred irtsklrrd .rcrllribulions valued at S500 or nrcie :Ira{ related io r}rarketinglailverlrsin0 you nr.lsl stiltfiil verifyil!l docillnrjlrlation !hich.rssures !he corrlribillior lyill be provided. lnkind2021 1 0082021.pdf 582.51 KB Past Actual 3 LTAC Grant Funding $ 2'1 ,076.00 All Other Revenues Account Name PastActual 3 All other Non-capital $ 666036.00 Past Actual 2 $ 10,003.00 Past Actual 2 $ 215610.00 PastActual 1 $ 15,000.00 PastActual 1 $ 720000.00 2022 Projected $ 15,000.00 Projected $ 750000.00 Projected $ 4000.00 ln-Kind Contributions (except volunteerism) Account Name Past Actual 3 Past Actual 2 Past Actual 1 Marketing $0.00 $0.00 $2300.00 Contributions of Volunteer Time Past Actual 3 Past Actual 2 Number of Hours 200 100 Expenses Account Name Marketing All other non-capital PastActual 3 $ 70000.00 $ 486342.00 Past Actual 2 $ 225613.00 Past Actual 2 $ 45650.00 $ 207350.00 Past Actual 2 $ 253000.00 Past Actual 1 250 PastActual 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 Contributions* Calculated Value of Projected Volunteer Time Past Actual 3 Revenue Totals $ 687112.00 Please upload a single file lvhich offers evidence is suppo* ol the p.ojecled volunieer hours. VolHrs10082021.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 Past Actual 1 $ 21400.00 The applicant here certifies and affirtns: 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, customer, or other person who might benefit from said conlract, by reason of age, race, color, ethnicity. sex, religion, military status, sexual orientation, creed, place of bir1h, or disability: 2. That it will abide by all relevant local, slate and federal laws and regulations and; 3. That it has read the information coniained in the lnstructions on pages I and2 and understands and will comply with all provisions thereof. Certified by tagtfintrfrtu Name* Applicant's Title* Leslie Thurston Executive Director TNTERNAL REVENUE SERVICE F. O. BOX 2508 CINCINNATI, O}I 45201 Date WAS}TTNGTOI{ STATE }TORsE PARK AUTI{ORITY C/O LESLIE THTIRSTON po Box 2078 WOODI$VILLE, WA 98072 DEPARTMENT OF TI{E TREASURY Employer :tlncif icalion Number ; 33-119739:" DLN: 170 53 0 90318 01" l" Contaec Person: FAITI{ E CUMMINS Contact ?elephone Number 1877't 829- 5500 stCs5#Nn rD# 3 r-5 34 AccountinE Period Ending: June 30 Public ChariLy Slatus: L70 ib) (1) (A) (vi) Fornr 990 Required: Yes EffecEive Date of Exemplion January 9, 1998 ConLribuEion Deductibi"lity : Yes Addendum Applies; No Dear Applicant: We are pleased to inform you thaL upon review of your application for Lax exempt stalus rare have deEermined thac you are exenpt from Federal income tax under eeclion 501{c) {3} of fhe Internal Revenue Code. Contribulions to you are deductible under secbion 1?0 of the Code. You are also qualified to receive tax deduc|ible bequeets, devises, Lransfers or gifts under section 2A55, 2LO6 or 2522 of the Code. Because ehis leit,er could help resolve any queslioas regarding your exempt sLatus, for should keep it in your permanent records. Organizations exempt under seclion soL(c) (3) of the Code are further elassified as either public charilies or private foundaLions. We det,ermined Lhab you are a public charity under the Code sectj-on {s} }isled in Ehe heading sf this letler. Please see enclosed Publication 42?1,-PC, Compliance Guide far 501(c) t3) Public Charitiee, for some helpful infcrmalion about your responsibilities as an exeilpt organization. Lerrer 94'7 {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 2A2L budget is realistic for their services. t\ t, 2021 Washington State Horse Park VisitorsBased onzip codes of visitors' residences for events and recreational use.Vancouvero0 PFillcrcn99eN?lso.lrar:brcii ftii.e I,t3Pi^r.-ri:'?.i '_o I'r 1.,'r rlllf,,sir6iis!rlieNanaimoo3I9JJij-llElF.fKooleoatonal F0r€stNorthCascadesNationbl ParkIIoa1 visitor2 to 5 visitors6 to 10 visitorsI I to 20 visitors21 to 50 visitorsf e o011'mPicNatioirdl Parkr,i([;!,,90MalheurNational ForeslalS!r:it",.l9$I00i9almq !.rSiuslawNational F0restIIMt. l'loodNational Forest.,9"ttfyf;liTff", Payette' National ForestI 1,lr::lfa.',1-i!r!i,,,,tt99f.l*g'"'99arl€0Natio0wi0 -oGreiiHeie_9w.i:I0l:lliti ii91$eeeIINez Perce -0*. -,:.9e9i-: i rrirl-ji i.r\ri f:ffji,1ir.r., rClearwaterNaiionalForesls.Q.,0"s'€09:ir'iri!i tiiil i\i!I!r i.#*,#;lS g'"$p"::*n-ISalmon'ChalllsNalional F0res1,'0Iilt<i: iir, ?utI4ap data ()2021 Google5l+ visitorsO.4c11 [GO]r.r'9-ii0** Washington State Horse Park Visitors and Economics Metrics TableRECREATIONAL RIDERSTotal # visitor days# Non-Local% Non-LocalOvernight stays hotel5187/davOvernight stays "other "5s2/davOther non-local day visitorsS86/dayEstimated economic impact* :EVENTSTotal # visitor days# Non-Local% Non-LocalOvernight stays hotelSI87/davOvernight stays "other"5s21511216^,Other non-local day visitorsSso/oayEstimated economic impact* :20L42,73351370%75S13,1257553,750353531,218S4s,o93L7,24615,49593%6,1o2Si.,067,8504,t925328,8435,201-Squ,zgo5t,8p]3,g7g2015L,47098s67%150526,zso150S,75oo68sSsg,groSsaeeo24,82720,22888%7,gggS1,380,5755,4625482,6556,877559t,qzz52,4s4,6s220L61,74O75366%85S14szs85s42s0s83S5o,13sSeg,zeg30,16327,24695%8,2575L,444,9g774,zLOS'J.,oro,4377,277562s,822Sqosr"2sG20t7l-,m5439M%5359,q3q52lsq332S2s,552540',7n29,5L929,33996%11_,r44Si.,983,660!1,7205&gz,t8t5,4745470,7645g,gg7,zLL201884938845%4658,Go247$2,q+a,29s'zs,37oSre,are32,tsr29,511_92%t3,22952,473,92312,5r7SeetJBq3,8r75328,26253,789,86920L9796399so%4959,tog50s2,600300S2s,8ooSrzssg3L,O8729,96293%12,94652,42o,9o2LI,7]-55982,3804,O575348,90253,7s4Lu2020COVID202L54z,Bz33$t6,q3zSgo,+goSrgg,zsr18,L16,4,165779,2299,272,5226,5479L,7WThe economic impactdollarassumptions used inthe MetricsTablefor 2Ot4-I7 were from the 2015 Dean Runyan Report courtesyof the Kittitas CountyDirector ofTourism.The2018-19impactswerecalculatedusingDeanRunyandatafor2OtTasprovidedbytheChamberCEO. NocomparableassumptionswereavailablefromtheChamberfor2O2t,soweusedthe20lTDeanRunyandatafortrendcomparisonpurposes. ln2020theCovidpandemicseverelyimpactedoperations:wewereunableto hostmostorganizedactivitiesandstaffi ngcutbacksprevented ournormalsystematiccollectionandcompi lationofvisitordata.Special Note: we hostthree very largehunter/jumper shows that combi ned runfor 18 days andattracta very well-healed clientele. Based on informationwe'vegathered from surveyingthis population, about 30-40%ofthose who stay overnight rent expensive vacation homes in Suncadia, Roslyn Ridgeand elsewhere locally.Wedetermi ned froma localvacationrentalagenttheaveragehouserentalpriceand#bedrooms;weassume2peopleperbedroomwhichresultsinS6l.50/night/personfor accommodations plus otherdailyexpenses we esti mate atS50,for a combined assumption of $tt2/person.This assumptionwas applied Io4O%of this uniquesegment of overnightshowattendees from 2OL4-20L9,and30%for202L (versustheS5L/dayassumptionfor"other" overnightprovidedbythe Dean RunyanReport). Audience Overview o AllUsers 100 00q. Usars overvlaw la lJsers 1.000 2.404 i.000 Jan 1.2021 - S€p 30, 2021 F abvoty 2O2l March 20? l Ap.il 2021 Sessions 24,869 Avg. Seseion DuratiEn 00:02:03 May 2a2t Juno 202 1 Number of Sesslons per Uset 1.47 gounce Rate 37.91V. .Irdy ii021 algust 2021 I New Visitor I Reluming Visilor us€ts % Ussrs Sop16.. Ugers 14,212 Pageviews 53,087 Languoge New Users 14,104 Pages / Session 2.54 l. en-us 2. en-gb 3. en 4. z.h-{:a 5. en-ct 6. de.de 7. €n-at 8. lr-fr 9. ict 10. c r?,809 348 319 67 49 36 36 34 31 30 - e0.57% | 7.46"^ | 2.26t F| 0.47% l, I o.3s% i o.z5% | 0,25% I a.u% I a.22% I 0.21% € ?o?1 6oogl€ NthI tutaus t'aso..lnj qa H?3S rrt bv Nthl Aurar4ftfi,o fL€Gr sfraeffronl (K'atzst>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 than% inch in height and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. B. Print 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 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. Print Adverti 1. Print advertising placed with any media provider which operates exclusively outside of Kittitas County may be reimbursed attOO% of the cost, including any production costs. To operate exclusively outside of Kittitas County, the provider must not be physically located in the County and/or not distribute any media within the County. 2. Print advertising placed with any media provider which operates inside Kittitas County may be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 10 days prior to the event may be reimbursed atIOO% of the cost, including any production costs. b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 2 A, (21(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. Television Advertising: L. 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 2 8,2(al above, advertising may be reimbursed at the rate of 7O% of the total cost, including any production costs. Online Advertis 1. Online advertising and promotion may be reimbursed at L00% of the cost, including any production cost. 2. Streamed media (radio, television, other) requests for reimbursement must include a statement from the media provider specifying the percentage of recipients which are outside of Kittitas County. Reimbursements will be allowed for the percentage distributed outside of Kittitas County, including any production costs. D. Direct Mail: 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 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: 7. 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 at 1:0O% of the cost, including any production costs. In 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 Advertising t. 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 at IOO% 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 totalcost, including any production costs. G. Operation Reimbursement: 1'. Operationcostsmaybereimbursedl00%ofthepaidinvoicecost. lnordertoreceive reimbursement operations invoice must an approved cost from the Consolidated Lodging Tax committee members list. lnvoice provided must include notation of payment with proof of payment. 2. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed atLOO% of cost. ln order to receive reimbursement, a signed statement from the receiver along with other required documentation. Mileage reimbursement subject to IRS mileage reimbursement rates which may change annually. 3. ltems not eligible for reimbursement: a. Salaries of employees b. Capitol purchases- any item with 3+ years life and over 55,000. c. Licenses, permits, insurance, or credit card fees