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Home My WebLink AboutKVEC Capital Outdoor LED LightingLodging Tax for Tourism-Related, Small-Scale Municipality-Owned Capital Projects and Operations il nrcEvED Jrii{ _ I ?t}?3 it i KTTTtls couNTy BOARD OF COMMISSIONERS / 3/ro5 Submission Deadline: June L,2023 at 4pm (Thursday) Kittitas County Comm issioners 205 W 5th Avenue, Suite 108, Ellensburg, WA 98926 509-952-7508 t Lodging Tax for Tourism-Related, Small-Scale Municipality- Owned Capital Projects and Operations General lnformation Kittitas County imposes a lodging tax assessed on the sale or charge made for furnishings of lodging according to RCW 67.28.I8O and RCW 67.28.L81. ln accordance with the tax and Washington State law, a Lodging Tax Advisory Committee has also been established. The committee's purpose is to advise and recommend to the Board of County Commissioners how excise taxes on lodging should be allocated to support tourism which in turn generates revenue. Uses According to [aw: RCW 67.28.1816 states the following Lodging tax revenues under this chapter may be used, directly by any municipality or indirectly through a convention and visitor bureau or destination marketing organization for: ...(c) Supporting the operations and capital expenditures of tourism-related facilities owned or operated by a municipality... Definitions included in state law which shou ld be considered in anv anolication reouestinp fundine include 1 Tourism means economic activity resulting from tourists, which may include sales of overnight lodging, meals, tours, gifts, or souvenirs. Tourism promotion means activities, operations, and expenditures designed to increase tourism, including but not limited to advertising, publicizing, or otherwise distributing information for the purpose of attracting and welcoming tourists; developing strategies to expand tourism; operating tourism promotion agencies; and funding marketing or the operation of special events and festivals designated to attract tourists. 3. Tourism-related facility means real or tangible personal property with a usable life of three or more years, or constructed with volunteer labor that is: (a) (i) owned by a public entity; (ii) owned by a nonprofit organization described under section 501 (c) (3) of the federal internal revenue code of 1986, as amended; or (iii) owned by a nonprofit organization described under section 501 (c) (6) of the federal internal revenue code of 1986, as amended; a business organization, destination marketing organizations, main street organization, lodging association, or chamber of commerce; and (b) used to support tourism, performing arts, or to accommodate tourist activities. 2 2 Review Process: Kittitas County's Lodging Tax Advisory Committee (LTAC) will review all complete applications. Qualifying applicants will be provided the opportunity to present their projects to the LTAC and answer questions. Capital project applications will be scored based on the information provided by the applicant, ranked, and funding recommendations with supporting information will be submitted to the Kittitas County Board of Commissioners. The ranking will determine, generally, the order in which the applications will be considered for funding from the highest being considered first to the lowest receiving the last consideration. However, all municipalities which submit at least one qualifying application in a given year must receive funding consideration before a second application from a municipality which has been recommended for a funding award is considered. The Board of County Commissioners (BOCC) has final approval authority for the list of recommendations. Prior to making a final decision, the BOCC will publicly deliberate on the recommendations received from the LTAC. Applicants may also be requested to present their projects to the BOCC and answer questions. Scoring sheets utilized by the LTAC to rank applications for capital projects are included in this packet for your reference and information. Applications which do not receive a minimum score of at least 75 points, do not provide at least 10% matching funds, or do not follow the submission instructions will not be considered for funding. Aoolication Defin itions Below is a list of terms and phrases which have a specific meaning within this application. lt may be helpful for you to review these as you prepare responses so that a better understanding of the reviewer's expectations may be obtained. Capital Asset is any type of property that has a useful life longer than one year and is valued at over 55,000.00. Construction or "Hard" Costs are the direct contractor costs for labor, material, equipment and services; contractor's overhead and profit, and other direct construction costs. These costs do not include the compensation paid to architects, engineers, or consultants, the cost of land, right-of-ways, or other similar costs. Matching Funds is the amount of funding your organizations has secured and is contributing to the project. This includes both direct and indirect support. Direct funds can be in the form of cash funding from your organization or funding secured elsewhere but dedicated to the project such as other grants, loans, donations, etc. lndirect funding support includes in-kind support like labor, volunteer support, supplies, and services which directly relate to the project or event, including those supplied by your organization and others. Municipality is an incorporated city, county, or town. 3 Real Property is fixed property, principally land and buildings. Small Scale capital projects are defined as those which request funding support at or less than 550,000. Soft Costs are cost items in addition to the direct construction cost. These generally include architectural and engineering, permits and fees, financing fees, construction interest and operating expenses, leasing and real estate commissions, advertising and promotion, and supervision. Tourist is a person traveling for business or pleasure on a trip A. Away from their place of residence or business and staying overnight in paid accommodations; B. To a place fifty miles or more one way from their place of residence or business for the day or staying overnight; or C. From another country or state outside of their place of residence or their business. 4 SU BM ITTAL I NSTRUCTIONS Please return ONE COPY of the entire original application and answers to narrative questions to: Kittitas Cou nty Comm issioners Attn: Lodging Tax Grant Application 205 West 5th, Suite 108, Ellensburg, WA 98926 Applications must be received no later than 4:00 PM Thursdav, June 1. 2023 in person at the Kittitas Countv Board of Commissioners Office or postmarked no later than June 1, 2023. lncomplete and/or late applications will not be considered. Applications may not be changed or amended by the applicant after the deadline for submission Schedule: . Application deadline . Oral presentations of proposals to LTAC . BOCC Deliberation and Decision r Applicant Award Notification and fund availability Proiect ManaFement: Successful applicants may be required, as a condition of the funding award, to enter into a contract. The agreement may include, but not be limited to, the specific amount of the award and what it may be used for, all reporting requirements associated with this funding, payment terms, and any and all other appropriate terms of the funding. Kittitas County will be the contracting agent for all approved projects. All funds awarded under this program will be available in the form of reimbursable grants. The funds for capital projects will be available for reimbursement as of the date of the contract and for 24 (twenty- four) months (or two years) thereafter. Capital projects must be completed within the two-year period. All funds awarded for supporting the operations of county-owned tourism-related facilities will be available for reimbursement as of the date of the award and for up to 12 (twelve) months (1 year) thereafter. Any unexpended funds will be returned to the Lodging Tax account and made available for re-appropriation. All requests for reimbursement shall be made to the Kittitas County Auditor's office at the following address: Kittitas County Auditor Attn: LodgingTax Grant Funds Reimbursement 205 W 5th, Suite 105 Ellensburg, WA 98925 For specific information and requirements regarding the reimbursement process, please contact the Auditor's office at 509-962-7504. 6/7/2023 6174/2023 7/s/2O23 8/3/2023 (Tentative) 5 Proiect Reporting Requirements for Tourism-Related Facilities: State law requires that all recipients of Lodging Tax revenues must submit a report to the municipality describing the actual number of people traveling for business or pleasure on a trip: A. Away from their place of residence or business and staying overnight in paid accommodations; B. To a place fifty miles or more one way from their place of residence or business for the day or staying overnight; or C. From another country or state outside oftheir place of residence or their business. A report form will be provided as part of the contract for receiving funds. We ask that you provide this information within 60 days after your project is complete. Applicant Cateeories and ElisibiliW: Grants from lodging tax funds are provided for two types of applicants, Capital Projects and County Operations. No more than one capital project is allowed per application. An organization may submit no more than three capital project applications per funding cycle. The categories are defined as follows: The Capital Project category is for applications from municipalities or public facilities districts requesting support for capital expenditures of tourism-related facilities owned or operated by the municipality for public facilities district. lf applying for funding under the capital project category, an applicant need only answer the questions listed under the Capital Budget Narrative and provide the Capital Project Budget as well as include necessary attachments. The Operations category is for applications from municipalities requesting support for the operations of tourism-related facilities owned or operated by the municipality. lf applying for funding under the Operations category, an applicant need only answer the questions listed under the Operational Funding Narrative. Other lnformation: lnsurance: As part of its contract for performance, a municipality may require contractors to maintain liability insurance in the amount of 51,000,000 or more and name the municipality as an additional insured on its liability insurance policy. Application Form: This packet will be available on Kittitas County's website as a word document and as a pdf. lt can also be obtained directly as a hard copy or in digital format by contacting the Kittitas County Board of Commissioners office at 509-952-7508. Kittitas County's website address is: www.co. kittitas.wa. us. 6 Caoital P roiectApplicant lnformation Operations (Circle One or BothI Name of Municipality: Mailing Address: Kittitas Valley Event Center 901 E 7th Ave, Suite 1 Ellensburg, WA 98926 ContaCt PerSon and Title: Kady Porterfield, CFE - Event Center Director Phone 509-962-7675 Email kady. porterfleld@co. kittitas.wa. us Project Title Outdoor LED Lighting Project Location KVEC Funding Request:$39,600.00 Application Req uirements x 1. The project qualifies for lodging tax funds as a capital expenditure of a tourism- related facility owned or operated by a municipality or is supporting the operations of tourism-related facilities owned or operated by a municipality. x 2. The municipality has submitted no more than three applications for capital project funding in the current year. 3. The municipality's lodgingtax advisory committee (or equivalent) has been informed of the project and endorsed it (not required for Kittitas County). A letter from the municipality is included. 4. Lodging tax capital project funds are not being substituted for other funds that are already secured or applied for (if applicable). 5. Municipality has secured matching funds of at least LO% of the total project costs. 6. A completed project budget is included in the application (if applicable). NA x x x 7 x 7. A detailed 8%X 11 vicinity map that clearly shows the project is included (if applicable). Tourism-Related, Small-Scale Municipality-Owned Capital Project Narrative 1. Project Description: Please describe the project in detail. lndicate the major work to be completed, any milestones that need to be overcome in order for the project to move forward, and include a comparison of existing and proposed conditions. 2. Kittitas County Tourism lnfrastructure Plan: Please explain how the project meets the goals and priorities in the Kittitas County Tourism lnfrastructure Plan as adopted. Also, describe the specific county tourism infrastructure needs the project addresses and how the project directly increases tourism. Explain how the improvements will promote tourism in Kittitas County and indicate specifically how the improvements will directly increase economic activity resulting from tourists (see the definition of tourist on page 3 of this application). 3. Use of Grant Funds: Please explain exactly how the requested funds will be used. lnclude an itemized list. 4. Real Property: lf real property acquisition is a component of the project, please explain. lnclude any information of property already secured or evidence of the ability to secure the real property. 5. CapitalAssets: lf capital asset acquisition is a component of the project, please explain. lnclude any bids solicited and received from potential vendors willing to supply the asset. A// capital asset purchases require at leost three bids. lf you have already selected one of the bids, please provide justifications in writing. 6. Coordination: Please explain how this project has been coordinated with other jurisdictions as well as affected stakeholders. Please include letters of support from stakeholders. 7. Studies: Please attach any feasibility or other studies that demonstrate linkages between the proposed project and the anticipated tourism impacts. Also please include your operations/maintenance funding strategy and business plan for long-term project sustainability (how the facility or facilities will be operated and maintained for at least three years following completion). 8. Project Readiness: Please provide a detailed project schedule, including milestones necessary for completion as mentioned in question 1 above. On the schedule, indicate items completed and exactly where in the schedule the project is at this time. Be sure to include expected completion date. 9. Applicant Certification: Please sign below in agreement with statement of certification Certification is hereby given that the information provided is accurate and the applicable attachments are complete and included as part of the application package. I further certify that the application thresholds are met at the time of application. 8 J-Y 5 A 3 Signatu of Official resentative Title Date Tou rism-Related, Smal l-Scale Municipal ity-Owned Capital Project Budget All applicants for capital project funding must supply a detailed and complete project budget utilizing the following basic format: Funding Sources Lodging Tax Funds Request *Other Grant Funds List By Source (indicate if secured or applied) *Other Local Government Funds List By Source *Private Funds List By Source (may include in-kind) Total Available Funding Project Expenses Real Property or "Right-of-Way" Acquisition Cost Capital Asset Cost Construction Cost or "Hard" Cost lnclude an itemized list of general costs For example: asset type and cost, site prep, building foundation and structure, mechanical work, finish work, site restoration, electrical work, technology, etc. Soft Cost lnclude an itemized list of soft costs For example: design fees, construction management fees, survey costs, engineering fees, permitting costs, special inspections, cultural resource surveys, etc. Total Project Costs *Verifying documentation must be provided and attached to this budget. This documentation may include award letters, letters of commitment, or loan approval documentation. You must include this in order to meet the matching funds requirement. lf the funding source includes applicant funds, proof of available funding in the form of a letter of commitment from an authorized body or representative of the applicant is adequate. 9 Tourism-Related, Small-Scale Municipality-Owned Capital Project Narrative For the Year: 2023 L. Project Description: Please describe the project in detail. lndicate the major work to be completed, any milestones that need to be overcome in order for the project to move forward and include a comparison of existing and proposed conditions. Additional outdoor lighting is needed in the livestock handling areas to increase safety of event personnel and livestock. The lighting to be installed will be LED and located strategically to encompass the greatest areas of need. These areas include the North Stock Pens (along 8th Ave), the stripping chute pen and alleyway (east side of Rodeo Arenal, livestock pens behind Gold Buckle Club (east of Rodeo Arena), and the livestock pens south of the Directo/s Barns (northeast of Rodeo Arena). These areas are currently very dark and most events run past sunset, increasing the need to provide lighting for safe event operations. Some power is already available in these locations. Some areas will need a pole installed and a line run to them to place light in the appropriate area. There willalso be photo eyes installed on each of the new lights, so they automatically come on after the sun goes down and turn off as the sun comes up. This work will be professionally contracted out and the goal is to have it completed before the 100th Ellensburg Rodeo coming up on September L-4,2lz3.There are no major milestones to be overcome as work can proceed with normaloperations. 2. Kittitas County Tourism lnfrastructure Plan: Please explain how the project meets the goals and priorities in the Kittitas CountyTourism lnfrastructure Plan as adopted. Also, describe the specific county tourism infrastructure needs the project addresses and how the project directly increases tourism. Explain how the improvements will promote tourism in Kittitas County and indicate specifically how the improvements will directly increase economic activity resulting from tourists (see the definition of tourist on page 3 of this application). The Kittitas Valley Event Center is not only home to the world-famous Ellensburg Rodeo, but many large rodeos and other closely related events in the Rodeo Arena every year. Some of these events are growing rapidly and are being associated with larger stakeholders across the country, such as Professional Rodeo Cowboys Association, Women's Professional Rodeo Association, World Series Team Roping, WA State High School Rodeo Association, and Columbia River Circuit Finals. Having a safe and efficient operational facility where customers can conduct their high-level events is very important to our tourism plan to keep those large economic drivers and possibly gain new ones. With the lighting additions, our facility will be easier and safer to use for events. 3. Use of Grant Funds: Please explain exactly how the requested funds will be used. lnclude an itemized list. The funds will be used for the following: - lnstallation of IED lights, photo eyes, poles, and all necessary hardware and equipment - Electrician labor (prevailing wages) - Permits - Any foreseen additional expenses directly related to completing the project 4. Real Property: lf real property acquisition is a component of the project, please explain. lnclude any information of property already secured or evidence of the ability to secure the real property. N/A - no acquisition of real property. Property already owned. 5. Capital Assets: lf capital asset acquisition is a component of the project, please explain. lnclude any bids solicited and received from potential vendors willing to supply the asset. All capitalasset purchases require at leastthree bids. lf you have alreadyselected one of the bids, please provide justifications in writing. N/A - no acquisition of new capital asset. 6. Coordination: Please explain how this project has been coordinated with other jurisdictions as well as affected stakeholders. Please include letters of support from stakeholders. Our largest stakeholder currently is the Ellensburg Rodeo Association. They have invested interest in the renovation of this facility and making sure it is more than adequate for the useful purposes of their event every Labor Day weekend. We do extensive facility reviews after each Rodeo and again each spring in preparation for the next event. tighting has been identified as a key issue that can be a huge improvement to increase the useability and safety, not only the Ellensburg Rodeo, but for other customers as well. Many other large events use these impacted areas throughout the spring, summer, and fall including events such as Bares N' Broncs, Ellensburg 5 Header, Cowboy Cross, State High School Rodeo, and more. Local clubs also depend on the facilities to conduct their events such as the Ellensburg Rodeo Posse, Kittitas County Barrel Racers, Kittitas County Roping Club, and Kittitas County High School Rodeo Association. A letter of support for this project from the Ellensburg Rodeo is attached to the application. 7. Studies: Please attach any feasibility or other studies that demonstrate linkages between the proposed project and the anticipated tourism impacts. Also please include your operations/maintenance funding strategy and business plan for long-term project sustainability (how the facility or facilities will be operated and maintained for at least three yea rs following com pletion). There have been no studies completed, just discussion points assessed by the community and event customers sharing their needs. We've been very open to criticism and love to hear what the users' issues are so we can continue to fulfill their needs to host events that continue and grow our tourism. Our contracted electrician has also assessed the areas needing lighting and developed a plan of action based on our needs. KVEC now has a Grounds Manager that oversees the day-to-day facility needs and supervises the maintenance crew. His job is to conduct lighting inspections annually, making sure everything is in proper working condition or replacing any lights in need of repair. Our funding comes from Kittitas County's General Fund and we hope as we continue to have successful rates of events, our revenues will work to cover the labor and operations of facility maintenance. 8. Project Readiness: Please provide a detailed project schedule, including milestones necessary for completion as mentioned in question 1 above. On the schedule, indicate items completed and exactly where in the schedule the project is at this time. Be sure to include the expected completion date. Project Schedule: March 2023- Project Site Review with Contractor (Completed) May 2023 - Quote Received (Completed) June 2023 - Contract lssued June 2023 - Project Begins August L5,2023 - Project Completed Application for Lodging Tax for Small Capital Project ESTIMATED BUDGET 2023 LED Lightins Additions Funds Cost Building Permits LTAC Grant $ 3so.oo Electrician Labor - Prevailing Wage LTAC Grant $ 17,280.00 All lights, hardware, parts, poles, and equipment LTAC Grant s 18,901.s0 Proeject Sales Tax (8.4%l LTAC Grant S 3,068.65 GRANT TOTAL s 39,600.15 Digging and Pole Setting County $ 4,ooo.oo TOTAT PROJECT S 43,600.15 OFFICIAT FACILITY MAP NORTH PARKING LOT K'TTITAS VA!-I-EYM ,.:.r,,lr:;,;iti:. l.]1',f l.,lr:l:l r;. :t:. ,*yirFltt4JOHN I a,n"ffi YAKIMA ry .B .r; i,;r /llii.' :- ry.$ :--: *-i so \\ anarr- t*(k"'i-o? ,,/-trI:rl".i \Ifl,+J;,f I I VILLAGE o ARMoRY :i ';:- ,o*'- O "' :q\{,,4":.:- ,".'iiril-*\rtn{i iFi:{Ef ,r. jL:.\Hl @ @ N @ @*E E.:{ rrn .li'! rl :1. .. @o o @ ,:flgiEs I BU ILDINGS ot r$tR\t@-' CITY POOL WARM-UP ARENA or"o @COI,RTYARD 1 Main Office 2 Gazebo 3 Maintenance Shop 4 Bloom Pavilion 5 Swine & Cattle Barn 6 Draft Horse Barn 7 Light Horse Barn 8 Dog Barn 9 Teanway Hall 10 Umtanum Hall 11 Manastash Room 12 Heritage Center 13 Naneum Room 14 Taneum Room 15 FrontierVillage 16 Hunt Memorial Dog Arena 17 Rodeo Concession Stand 18 Behind the Chutes 1 9 Rodeo Arena 20 Gold Buckle 21 81h Ave. Ticket Office 22 Western Village MAINTENANCE YARD O ELLENSSURG RODEO CONTESTANT PARKING RV LOT 2 Pnoject Aneas PENS RV LOT 1 a{. PARKING 1 CONTACT THE KITTITAS VALLEY EVENT CENTER 901 ETTHAVENUE,SUITE 1, ELLENSBURG, WA98926 (509) 962-7 639 . EVENTCENTER@CO.KTTTTTAS.WA.US o ffi&6$nuttwlu o D Every Labor 609 N. MAIN ST ELLENSBTJRG, WA 98926 (509) 962-783r 1-800-637-2444 May 15,2023 Re: FUNDING REQUEST _ ADDITIONAL LIGHTING Dear Whom Ever It May Concern: On behalf of the Ellensburg Rodeo Board, I write in support of the request from Event Center Director, Kady Porterfield, for additional outdoor lighting in the livestock handling areas surrounding the large outdoor arena. Additional lighting would increase the safety of both personnel and animals working in those areas. Thank you for your support of our community. Sincerely, Brian Twardoski President #83098977 vl Tourism-Related Facility Operational Funding Narrative (Municipality Applications Only) 1. Operational Spending: Please explain your request for operational funding and how it is directly related to supporting the operations of a tourism-related facility owned or operated by a municipality or public facilities district. 2. Sustainability Strategy: Please describe your strategy for long-term operational sustainability. lnclude any specific progress toward this goal. 3. Applicant Certification: Please sign below in agreement with statement of certification Certification is hereby given that the information provided is accurate and the applicable attachments are complete and included as part of the application package. I further certify that the application thresholds are met at the time of application. Signature of Official Representative Title Date NA 10 Criteria Lodging Tax Capital Project Rating Form Points Possible lication Questions Points Awarded Kittitas County Tourism lnfrastructure Plan Yes = 15 No= 0 Question 2 Stakeholder Support in the form of letters with signatures up to 20 Question 6 Feasibility Analysis and Business Plan Completed Yes = 15 No=0 Question 7 Promotes Tourism/ lncreases Economic Activity Resulting From Tourists Up to 30 Question 2 Project Readiness Up to 20 Question 8 7T