HomeMy WebLinkAboutLT-SS-2023-001-KVEC (2)BOARD OF COUNTY COMMISSIONERS
COUNTY OF KITTITAS
STATE OF WASHINGTON
A RESOLUTION ADOPTING THE DISTRIBUTION OF THE 2023 TOURISM-
RELATED, SMALL-SCALE MUNICIPALITY.OWNED CAPITAL PROJECTS GRANT
FUNDS
WHEREAS: Kittitas County imposes a lodging tax assessed on the sale or charge made for
furnishings of lodging according to R.C.W. 67.28.180 and R.C.W. 67.28.181; and
WHEREAS: In accordance with the aforementioned R.C.W.'s a Lodging Tax Advisory
Committee has been established; and
WHEREAS: in accordance with R.C.W. 67.28.1816, lodging tax revenues may be used, directly
or indirectly through a convention and visitor bureau or destination marketing
organization for supporting the operations and capital expenditures of tourism-
related facilities owned or operated by a municipality; and
WHEREAS: Kittitas County has an approved Tourism Infrastructure Plan; and
WHEREAS: The County, through the Lodging Tax Advisory Committee has established a grant
application and review process to consider proposals for using such funds.
WHEREAS: The Lodging Tax Advisory Committee met in an open public meeting June 14th,
2023 at 1:00 PM to consider the applications, review presentations from the
applicants, and develop funding recommendations for consideration by the Board
of County Commissioners; and
NOW' THEREFORE BE IT RESOLVED: That Kittitas County hereby awards the2023
Tourism Related, Small-Scale Municipality-Owned Capital Projects as follows:
RESOLUTION
No.2023- / +fr
Kittitas Valley Event Center
City of Ellensburg Unity Park Shade Tents
51n
$39,600.15
$50,000.00
$89,600.l5
SIGNATURE BLOCKS
BOARD OF COUNTY COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
ADOPTED this day of
Vice-Chair
ABSENT
Commissioner
OF THE BOARI)
LT-SS-2023-001-KVEC
2023 TODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND KITTITAS COUNTY EVENT CENTER
This Contract, effective January t, 2024, is made and entered into by and between -
KITTITAS COUNTY ("County"), a subdivision of the State of Washington, and KITTITAS COUNTY
EVENT CENTER ("Contractor"), for the 2023 Outdoor LED Lighting Project ("Event").
WHEREAS, the purpose of this Agreement is to provide for activities and expenditures
designed to increase tourism,
NOW THEREFORE, in consideration of the terms and conditions contained herein, or
attached and incorporated and made a part hereof, the County and the Contractor mutually agree
as follows:
Section 1. Scope of Work.
a. Contractor shall provide the services and staff described in its Application for Lodging Tax
Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A"
which is attached hereto and incorporated herein by this reference.
b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the
following as required to perform the services, described in Paragraph (a) above, in
accordance with this Agreement: Personnel, labor and supervision; technical, professional,
and other services. All such services, property and other items furnished or required to be
furnished, together with all other obligations performed, or required to be performed, by
Contractor under this Agreement are collectively referred to herein as "Services."
c. Contractor shall commence, perform, and complete such Services in accordance with
Exhibit "B" which is attached hereto and incorporated herein bythis 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 thirty-nine thousand six-hundred dollars and fifteen
cents (539,600.15) (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 are submitted to the County, not to exceed the
totalsum of thirty-nine thousand six-hundred dollars and fifteen cents (539,600.15) (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, 2025, 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
_2023 County Lodging Tax Funding Agreement Page 7
LT-SS-2023-001-KVEC
auditorsaccountin co. kittitas.wa. us
Reporting requirements of your events will be required on prescribed forms from the
County Auditor.
f. Contractor is eligible to claim reimbursement for the following items and amounts only:
r Building permits- three-hundred and fifty dollars (S:SO1
o Electrician Labor- seventeen thousand two-hundred and eighty dollars (S17,280)
o All lights, hardware, parts, poles, and equipment- eighteen thousand nine-hundred and
one dollar and fifty cents (S18,901.50)
r Project sales tax (8.4%)- three thousand sixty-eight dollars and sixty-five cents
(s3,063.65)
g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and
is further expressly denied funding for the following items as requested in the application as
defined in Section 1(a): N/A
h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
fol lowi ng add ress: http ://www.co. kittitas.wa. us/a ud itor/defa u lt.aspx
Section 3. Perfor nce 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
_2023 County Lodging Tax Funding Agreement Poge 2
LT-SS-2023-001-KVEC
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
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, or mental handicap.
e. The Services shall at all times be subject to inspection by and approval of the County, but
the County's making (or failure or delay in making) such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's knowledge of defective or non-complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County with sufficient, safe, and proper facilities and equipment for such inspection and
free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or its designee, or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine, audit and copy, with or without notice) all of Contractor's books, documents,
papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release. I , 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
O
_2023 County Lodging Tax Funding Agreement Page 3
LT-SS-2023-001-KVEC
a Any breach of or default under this Agreement by Contractor
Section 5. Compliance with 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.
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. lndustrial 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. lnsurance and Endorsements.
a. The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses
arising out of personal injury (including death) or property damage that may result from
performance of the Services or this Agreement, whether such performance is by Contractor
or any of its employees, agents or representatives.
c. Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d. Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County as an Additional lnsured and shall stipulate that the insurance
e
_2023 County Lodging Tax Funding Agreement Page 4
LT-SS-2023-001-KVEC
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
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
Section 8. Termination
The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any
portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon
receiving such notice of termination, Contractor shall, except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice. ln the event the
County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of
the date of the notice of termination.
Section 9. Miscellaneous.
a. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
c. Notice for any purpose under this Agreement, except service of process, shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W.
5th Ave. Ste. 108, 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 will be deemed an original, but all of which together will constitute one and the same
instrument.
f. Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement. Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement, and is not in
e
_2023 County Lodging Tax Funding Agreement Poge 5
LT-SS-2023-001-KVEC
violation of any applicable law, ordinance, or regulation the consequence of which will or
may materially affect Contractor's ability to perform its obligations under this Agreement.
g. lf any term or condition of this Agreement or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect the other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To
this end, the terms and conditions of this Agreement are declared severable.
h. The exclusive venue for any action brought to enforce this Agreement or any of its terms
shall be in Kittitas County, State of Washington.
KITTITAS COUNTY
BOARD O NTY COM ONERS CONTRACTOR
Sig
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\
Vice C r
ABSrrur
Commissioner
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[Address]
6^q -\at-7zs(
Clerk of the Board
[Telephone]
ED AS TO FORM
Deputy Prosecuting Attorney
,nr2 County Lodging Tax Funding Agreement Page 6
Lodging Tax for Tourism-Related, small-scale
Municipality-owned capital projects and
Operations
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Sulomission Deadline: June l, ZAZgat 4pm (Thursdayl
Kittitas County Com m issioners
205 W 5th Avenue, Suite 10g, Ellensburg, WA gg925
509-962_7508
I
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.L80 and RCw 67.28.Lgr. tn accordance with the tax andWashington 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 oroperated by a municipality...
ich lntundinp in o.
1
2
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.
2
3 Tou nsm-re ated fa ity m ea n re a or ta n g ib e e rsona p rop e rty with sa e ife ofsaub
h ree or rn o re yea fS,ructe W it h vol u tee a o that is a o wned by a
t
(
ro const d n
p
r b r ()(
p u c e nt ty;i)own ed by a nonp orgarofit n izat to n d es ri bed u d e sect ron 501 clib()
(c n r
)3 of th e fed era nt e rn a reve u e e of 1986 as a me n d ed or ow n e d b \/n cod i)(i
n o n profit o rga izat ro n d e c ri bed u n d er e ct to n 501 c)6 of th e fed e al n ter anss(()r n
revenue code of 1986, as amended; a business organization, destination marketing
organizations, main street organization, lodging association, or chamber of
cornmerce; and (b) used to support tourism, performing arts, or to accommodate
tourist activities.
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.
Application Definitions:
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, ortown.
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 prornotion, 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
sugMFTeL |NSTRUCfiONS
Please return ONE CoPY of the entire original application and answers to narrative questions to
Kittitas County Commissioners
Attn: Lodging Tax Grant Application
205 West 5th, Suite 10g, Ellensburg, WA 9g926
Applications must be rgceived no later than 4:00 PMJhurldav, June 1,2023 in per.son at the Kittitas
lncomplete and/or late applications will not be considered. Applications may not be changed or
amended by the applicant after the deadline for submission
Scheduie:
. Application deadline
' Oral presentations of proposals to LTACr BOCC Deliberation and DecisionI Applicant Award Notification and fund availability
Proiect Manaeeme.$t;
Successfulapplicants 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 sth, suite 105
Ellensburg, WA 98926
For specific information and requirements regarding the reimbursement process, please contact the
Auditor's office at 509-962-7504.
6/7/2023
6/L4/2023
7ls/2023
8/3/2023 (Tentative)
5
Proiect Reportinr ReEuirements for Tou risr.n-Releted Fa cil ities :
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 of their 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 Cateqorles and Eliqibilitv:
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 Proiect 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 $1,000,000 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
CapitalPfolectApplicant lnformation Operations (Circle One or Both)
Name of Municipality:Kittitas Valley Event Center
Mailing Address 901 E 7th Ave, Suite 1
Ellensburg, WA 98926
Contact Person and Title: Kady Porterfield, CFE - Event Center Direcior
Phone:509-962-7675
Email:kady wa.us
Project Title:Outdoor LED Lighting
Project Location:KVEC
Funding Request:$39,600.00
Application Requirements
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.
NA- 3' The municipality's lodging tax 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.
x 4- Lodging tax capital project funds are not being substituted for other funds that are
already secured or applied for (if applicable).
x 5. Municipality has secured matching funds of at least Lo% of the total project costs.
x 6' A completed project budget is included in the application (if applicable).
7
7' A detailed 8%x ll 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 anitemized 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 realproperty.
5. CapitalAssets: lf capitalasset acquisition is a component of the project, please explain.
lnclude any bids solicited and received from potential vendors willing to supply the asset. A//
capitol osset purchases require at least 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
necessaryfor completion as mentioned in question l 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.
x
8
t*l'fc'*cr O
gnatu of Official resentative Title Date
Tourism-Related, Small-Scale Municipality-owned Capital project Budget
All applicants for capital project funding must supply a detailed and complete project budgetutilizing 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, slte prep, building foundation and structure,
mechanical work, finish work, site restoration, electricalwork, 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 mustinclude 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.
+"3
9
Tourism-Related, small-scale Municipality-owned capital project
Narrative
For the Year: 2023
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.
Additional outdoor lighting is needed in the livestock handling areas to increase safety of eventpersonnel and livestock. The lighting to be installed will be LEo and located strategically to
encompass the greatest areas of need. These areas include the North Stock pens (alonggth Rve),the stripping chute pen and alleyway (east side of Rodeo Arena), livestock pens behind Gold
Buckle club (east of Rodeo Arena), and the livestock pens south of the Director/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 will also 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 1-4, 2023. There are no major
milestones to be overcome as work can proceed with normal operations.
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 Ropin& wA state High school Rodeo Association, and columbia River circuit
Finals.
Having a safe and efficient operational facitity 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 LED lights, photo eyes, poles, and atl 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
capital asset purchases require at least three bids. lf you have already selected 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 [abor Day weekend. We do extensive facility reviews after each Rodeo and
again each spring in preparation for the next event. lighting 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 springo 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.
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
sustainabllity (how the facility or facilities will be operated and maintained for at least three
yea rs following completion).
There have been no studies compteted, 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 iob is to conduct lighting inspections annually, making sure everything is inproper working condition or replacing any tights 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 2A23- Project Site Review with Contractor (Completed)
May 2023 - Quote Received (Completed)
June 2023 - Contract lssued
June 2023 - Project Begins
August !5,2A23 - prdect Cornpleted
7
Application for Lodging Tax for Small Capital project
D BUDGET 2A23rl
LlD Lighting Additlons Funds Cost
Bu Permits LTAC Grant S gso.oo
Electrician Labor - Prevail LTAC Grant s 17,280.00
All lights, hardware, parts, poles, and
LTAC Grant S rg,sor.so
Sales Tax (8.4%LTAC Grant $ g,osg.os
GRANT TOTAT 5 sg,ooo.t5
and Pole Setti s 4,000.00
TOTAT PROJECT s 43,600.15
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2 Gaze1o
3 Maintenance Shop
4 Bioom Pavilion
5 Swine & Cattle Barn
6 Drafl Horse Barn
7 Light Horse Barn
I Dog Earn
9 l eanway Hall
1O Umtanum Hall'!'l Manastash Room
-!2 Herirage Center
',l3 Naneum Room
'14 Taneum Roorn
.15 FrontierVillage
'[6 Hunt Memoriat Dog Arena
17 RoCeo Concession Sland
1E Behind the Chutes
1 I Rodeo Arena
20 Gold Buckle
2'l 8rh Ave. Tickel Office
22 Western Village
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CONTACT THE KITTITAS VALLEY
EVENT CENTER
901 E 7TH AVENUE, SUITE 1, ELLENSBURG, WA 98926
(509)962-7639.Ea/ENTCENTER@CO.K|TT|TAS.WA.US
o rLi!ffir atlnut
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609 N. MAIN ST ELLENSBTIRG, WA 98926
Evary Labor
(509) 962-783 l t-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 ofthe request from Event CenterDirector, Kady Porterfield, for additional outdoor lighting in the livestock handling areassurrounding the large outdoor arena. Additional tiglting would increase the safety"of bothpersonnel and animals working in those areas.
Thank you for your support of our community.
Sincerely,
i):KS'z.
Brian Twardoski
President
#83098977 vt
Tourism-Related Facility Operational Fundi ng Narrative
(Municipality Applications Onty)
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 strategyfor 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
lodging Tax Capital project Rating Form
Criteria Points Possible ication 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
IT