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CONSENT LTAC Quilcene Fair and Parade
Consent Agenda JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners FROM: Adiel McKnight,Deputy Clerk of the Board DATE: December 22,2025 SUBJECT: AGREEMENT re: 2026 Hotel Motel (Lodging Tax) Grant Funding; In the amount of$10,000; Quilcene Fair and Parade Association STATEMENT OF ISSUE: This agreement provides grant funding for 2026 to certain non-profit agencies for the promotion of tourism and ongoing preservation of Jefferson County's heritage. The Lodging Tax Advisory Committee met on November 7, and 26, 2025 and reviewed request for proposals. This funding has been budgeted from the Hotel Motel (Lodging Tax) Fund, and approved by the Board of County Commissioners on December 8,2025. FISCAL IMPACT: Quilcene Fair and Parade Association $10,000 RECOMMENDATION: Approve and sign the agreement REVIEWED BY: e.)51bC2 9/1-7/)% Jos D. Peters, County Administrator Date CONTRACT REVIEW FORM Clear Form (INSTRUCTIONS ARE ON THE NEXT PAGE) CONTRACT WITH: QUILCENE FAIR AND PARADE Contract No: QFP26 Contract For: 2026 LODGING TAX Term: 2026 COUNTY DEPARTMENT: COUNTY ADMINISTRATOR Contact Person: ADIEL MCKNIGHT Contact Phone: X 102 Contact email: AFMCKNIGHT@CO JEFFERSON WA US AMOUNT: $10,000 PROCESS: — Exempt from Bid Process Revenue: _ Cooperative Purchase Expenditure: $Vo,000 _ Competitive Sealed Bid Matching Funds Required: Small Works Roster Sources(s)of Matching Funds ,_, Vendor List Bid Fund# _ RFP or RFQ Munis Org/Obj _Other: APPROVAL STEPS: STEP 1: DEPARTMENT CERTIFIES C PLI WITH .55.080 AND CHAPTER 42.23 RCW. CERTIFIED: ❑ N/A:❑■ fof, °2 ature Date STEP 2: DEPARTMENT CERTIFIES THE PERSO PROPOSED FOR CONTRACTING WITH THE COUNTY (CONTRACTOR) HAS NOT :EEN 1 MARRED :Y ANY FEDERAL, STATE, OR LOCAL AGENCY. Ari CERTIFIED: ❑ N/A: a '..!`. 4 AA / 17 .02 5 ' ' gnature Date STEP 3: RISK MANAGEMENT REVIEW(will be added • onically through Laserfiche): Electronically approved by Risk Manage -nt on 12/17/2025. STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche): Electronically approved as to form by PAO on 12/17/2025. Standard LTAC contract form. Hard copy of PAO signature will be provided. STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND PROSECUTING ATTORNEY(IF REQUIRED). STEP 6: CONTRACTOR SIGNS STEP 7: SUBMIT TO BOCC FOR APPROVAL I AGREEMENT FOR 2026 HOTEL-MOTEL FUNDING FOR TOURISM SERVICES FOR QUILCENE FAIR AND PARADE CAR SHOW This Agreement is by and between Jefferson COUNTY, Washington (the COUNTY) and QUILCENE FAIR AND PARADE CAR SHOW("RECIPIENT"). WHEREAS, RECIPIENT is a non-profit corporation registered with the Secretary of State of the State of Washington under UBI number 601-695-904;and WHEREAS, the COUNTY desires to promote tourism in unincorporated Jefferson COUNTY,as authorized by Chapter 67.28 RCW and Chapter 3.25 Jefferson COUNTY Code;and WHEREAS, the COUNTY appointed the Jefferson COUNTY Lodging Tax Advisory Committee("LTAC")to review and recommend lodging tax proposals submitted to the COUNTY, as authorized by RCW 67.28.1817 and Chapter 3.25 Jefferson COUNTY Code; and WHEREAS, RECIPIENT submitted a qualified lodging tax proposal to the LTAC; WHEREAS, the LTAC reviewed and recommended funding all or part of RECIPIENT's qualified lodging tax proposal to the Jefferson County Board of Commissioners; WHEREAS, the Jefferson County Board of Commissioners reviewed the LTAC recommendation for funding all or part of RECIPIENT's qualified lodging tax proposal and finalized an award of$10,000 for the purposes recommended by the LTAC ("Final LTAC Award"); IN CONSIDERATION of the mutual covenants and agreements herein it is agreed by the parties as follows: 1. SERVICES TO BE PERFORMED USING THE LTAC AWARD a. RECIPIENT shall use its capabilities and utilize up to the total amount of Final LTAC Award for the approved tourism promotion services listed in Exhibit A and for no other purpose during the 2026 fiscal year. b. If the Final LTAC Award does not specify the approved tourism promotion services, then the use of the amounts approved in the Final LTAC Award shall be limited to the proposed tourism promotion services listed in RECIPIENT's proposal for the 2026 fiscal year, a copy of which is attached as Exhibit B. 2. RESPONSIBILITIES OF RECIPIENT a. On or before January 31, 2026; April 30, 2026; July 31, 2026; October 31, 2026; and January 31, 2027, RECIPIENT shall provide to the COUNTY all of the following, which are more specifically described in Exhibit C: i. A quarterly report of the use, services, programs and activities of RECIPIENT under this Agreement for the prior quarter; ii. A quarterly financial statement detailing revenues,expenses and cash balances for the prior quarter; and for the final quarter report,the financial statement shall also include a detailed financial statement for all 2026. QUILCENE FAIR AND PARADE Page 1 of 41 iii. On or before January 31, 2027 or upon execution of this Agreement, whichever is later,provide to the COUNTY: A billing invoice requesting payment of Hotel- Motel Funding for the 2026 fiscal year. b. For a minimum of six(6) years, maintain documented proof of payments made, contracts executed, and other expenditures authorized under this Agreement. Upon reasonable notice, provide access to COUNTY or State representatives to audit those records. c. Funding provided by this Agreement may only be expended on the services described in Section 1 of this Agreement. Any monies used for other services or purposes shall be refunded to Jefferson COUNTY. Any monies under-expended of the total funding allocated under this Agreement shall be refunded to Jefferson COUNTY by January 31, 2027. d. By February 28th of each year provide all of the following information on Exhibit B, attached hereto and incorporated by reference for the previous year. i. Each festival, event, or tourism facility owned and/or operated by RECIPIENT. ii. The amount of lodging tax revenue allocated for expenditure (whether actually expended or not)by RECIPIENT on each festival, event or tourism facility. iii. Estimated number of tourists served at each festival, event or tourism facility. ("Tourist" includes persons traveling more than 50 miles to the location of the event, festival or facility and overnight stays in the area). iv. Estimated lodging stays. ("Lodging" refers to commercial lodging such as hotels, motels, resorts, bed and breakfasts, or commercial campgrounds). v. Measurements that demonstrate the impact of increased tourism attributable to the event, festival or facility. 3. RESPONSIBILITY OF JEFFERSON COUNTY a. The COUNTY shall provide RECIPIENT funding from Hotel-Motel Tax receipts to be used in support of their responsibilities as defined under this Agreement. b. Said funding is in the amount of the Final LTAC Award for the 2026 fiscal year. Payment is conditioned on full compliance with this Agreement, including but not limited to, the submittal of the reports required by Section 2. c. Payment shall be made by the COUNTY upon receipt of an invoice on the next available billing cycle. 4. TERM This Agreement shall be for a term of one year, commencing on January 1, 2026 and ending on December 31, 2026, except for the reports required in Section 2, which are due January 31, 2027 and February 28,2027. 5. ASSIGNMENT A party's interests in this in this Agreement may not be assigned to any other person. QUILCENE FAIR AND PARADE Page 2 of 41 6. TERMINATION a. This Agreement may be terminated, in whole or in part, by the COUNTY upon thirty (30) days written notice in the event expected or actual revenue from the Hotel-Motel Tax is reduced or limited in any way, or for non-performance of duties under this Agreement, or for any reason. b. RECIPIENT may terminate this Agreement upon thirty (30) days written notice to the COUNTY. In the event of termination under this clause, the COUNTY shall be liable to pay only for services rendered prior to the effective date of termination. If termination covers a period for which payment has already been made, RECIPIENT shall refund to the COUNTY a pro-rated share of the payment based upon the balance of time remaining in the paid period,unless otherwise negotiated. 7. HOLD HARMLESS a. RECIPIENT shall indemnify and hold the COUNTY, and its officers, employees, agents and volunteers (and their marital communities) harmless from and shall process and defend at its own expense, including all costs, attorney fees and expenses relating thereto, all claims, demands, or suits at law or equity arising in whole or in part, directly or indirectly, from RECIPIENT's negligence or breach of an of its obligations under this Agreement; provided that nothing herein shall require RECIPIENT to indemnify the COUNTY against and hold harmless the COUNTY from claims, demands or suits based solely upon the conduct of the COUNTY, its officers, employees, agents and volunteers (and their marital communities), and; provided further that if the claims or suits are caused by or result from the concurrent negligence of: (a) RECIPIENT's agents or employees; and, (b) the COUNTY, its officers, employees agents and volunteers (and their marital communities), this indemnity provision with respect to claims or suits based upon such negligence, and or the costs to the COUNTY of defending such claims and suits, etc., shall be valid and enforceable only to the extent of RECIPIENT's negligence, or the negligence of RECIPIENT's agents or employees. b. RECIPIENT specifically assumes potential liability for actions brought against the COUNTY by RECIPIENT's employees, including all other persons engaged in the performance of any work or service required of RECIPIENT under this Agreement and, solely for the purpose of this indemnification and defense, RECIPIENT specifically waives any immunity under the state industrial insurance law, Title 51 RCW. RECIPIENT recognize that this waiver was specifically entered into pursuant to provisions of RCW 4.24.115 and was subject of mutual negotiation. 8. INSURANCE RECIPIENT shall obtain and keep in force during the term of this Agreement, or as otherwise required,the following insurance: a. Commercial General Liability Insurance. RECIPIENT shall maintain commercial general liability coverage on a form acceptable to Jefferson COUNTY Risk Management for bodily injury, personal injury, and property damage, with a limits of not less than in the amount of at least $1 million per occurrence, for bodily injury, including death, and property damage; and QUILCENE FAIR AND PARADE Page 3 of 41 b. Worker's Compensation (Industrial Insurance). RECIPIENT shall maintain workers' compensation insurance at its own expense, as required by Title 51 RCW, for the term of this Agreement and shall provide evidence of coverage to Jefferson COUNTY Risk Management, upon request. 9. INDEPENDENT CONTRACTOR a. RECIPIENT and the COUNTY agree that RECIPIENT is an independent contractor with respect to the services provided pursuant to this Agreement. b. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto. c. Neither RECIPIENT nor any employee of RECIPIENT shall be entitled to any benefits accorded COUNTY employees by virtue of the services provided under this Agreement. d. The COUNTY shall not be responsible for withholding or otherwise deducting federal income tax or social security or for contributing to the state industrial insurance program, otherwise assuming the duties of an employer with respect to RECIPIENT, or any employee, representative, agent or subcontractor of RECIPIENT. e. RECIPIENT shall be responsible for all applicable withholdings, deductions, state industrial insurance, tax reports, business licenses, registrations, and all other obligations of an independent organization. 10. COMPLIANCE WITH LAWS RECIPIENT shall comply with all Federal, State, and local laws and ordinances applicable to the work to be done under this Agreement. 11. CHOICE OF LAW The parties agree that this Agreement is entered into in the State of Washington. This Agreement shall be governed by and construed under the laws of the United States,the State of Washington and the County of Jefferson,as if applied to transactions entered into and to be performed wholly within Jefferson County, Washington between Jefferson County residents. No party shall argue or assert that any state law other than Washington law applies to the governance or construction of this Agreement. 12. DISPUTES a. The parties agree to use their best efforts to prevent and resolve disputes before they escalate into claims or legal actions. Any disputed issue not resolved under this Agreement shall be submitted in writing within 10 days to the County Risk Manager, whose decision in the matter shall be final, but shall be subject to judicial review. b. If either party deem it necessary to institute legal action or proceeding to enforce any right or obligation under this Agreement, each party in such action shall pay for its own attorney's fees and court costs. c. Any legal action shall be initiated in the Superior Court of the State of Washington for Jefferson County, subject to the venue provisions for actions against counties in RCW QUILCENE FAIR AND PARADE Page 4 of 41 36.01.050. The parties agree that the parties have the right of appeal from such decisions of the Superior Court under the laws of the State of Washington. d. RECIPIENT consents to the personal jurisdiction of the courts of the State of Washington. 13. DISCRIMINATION PROHIBITED RECIPIENT with regard to the project to be completed under this Agreement, shall not discriminate on the grounds of age, sex, marital status, sexual orientation, race, creed, color, national origin, honorably discharged veteran or military status, or the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability, unless based upon a bona fide occupational qualification in the selection and retention of employees, materials, supplies, or subcontractors. 14. INTEGRATED AGREEMENT This agreement together with attachments or addenda represents the entire and integrated agreement between the COUNTY and RECIPIENT and supersedes all prior negotiations, representations, or agreements written or oral. 15. PUBLIC RECORDS ACT This Agreement and any reports submitted by RECIPIENT are subject to disclosure as a public record under the Public Records Act,RCW Chapter 42.56. 16. RECORDS RETENTION AND AUDIT AUTHORIZATION a. A minimum of six years, RECIPIENT shall maintain documented proof of payments made, contracts executed and other expenditures authorized under your Agreement with Jefferson COUNTY. b. Upon reasonable notice, RECIPIENT shall provide access to COUNTY or State representatives to audit records related to the funds provided to RECIPIENT under this Agreement. 17. NO SEVERABILITY The terms of this Agreement are not severable. If any provision of this Agreement or the application of this Agreement to any person or circumstance shall be invalid, illegal, or unenforceable to any extent,the remainder of this Agreement and the application this Agreement shall not be enforceable. 18. SURVIVAL Those provisions of this Agreement that by their sense and purpose should survive the term of this Agreement shall survive the term of this Agreement for a period equal to any and all relevant statutes of limitation, plus the time necessary to fully resolve any claims, matters or actions begun within that period.. Without limiting the generality of the preceding sentence, and for the avoidance of doubt,the provisions that survive the term of this agreement include: (a)controlling law; (b) insurance; and, (c)indemnification. QUILCENE FAIR AND PARADE Page 5 of 41 19. AMENDMENT,MODIFICATION AND WAIVER a. This Agreement may be not be amended or modified to change the approved tourism promotion services in the Final LTAC Award. b. Only the Jefferson County Board of Commissioners or their delegate by writing (delegation to be made prior to action) shall have the expressed, implied, or apparent authority to sign, alter, amend, modify, or waive any clause or condition of this Agreement. c. Any alteration, amendment, modification, or waiver of any clause or condition of this Agreement is not effective or binding unless made in writing and signed by the Jefferson County Board of Commissioners or their delegate. SIGNATURES ARE ON THE FOLLOWING PAGE QUILCENE FAIR AND PARADE Page 6 of 41 JEFFERSON COUNTY WASHINGTON QUILCENE FAIR AND PARADE ASSOCIATION Board of COUNTY Commissioners Jefferson COUNTY, Washington By: By: Heidi Eisenhour, Chair Signature By: Name: Greg Brotherton, Commissioner Title: By: Date: Heather Dudley-Nollette, Commissioner SEAL: ATTEST: Carolyn Galloway, CMC Date Clerk of the Board Approved as to form only: i9'c /(174.------ /Z /7 1v 2�- Philip C. Hunsucker, to Chief Civil Deputy Prosecuting Attorney QUILCENE FAIR AND PARADE Page 7 of 41 EXHIBIT A Itemized List of Tourism Promotion Services Approved in the Final Award Tourism Promotion from May 2026-Sept 2026=$3.200 Getaway Guide includes DIGITAL version.plus 6 months on WA ferries-$1._00 Physical& Direct Advertising-$800 Banners.Posters. Postcards Entertainment. Rentals& Day Of Expenses: $8200 Rental: Bathroom& handwashing stations 1.200.00 Volunteer Costs for Day Of 1.000.00 All Ages Rental: Game Truck 1.000.00 Kids Area Rental:Large Tents 1.600.00 Photographer. 200.00 Rockaraocke 3.200.00 Facebook SOCIAL MEDIA ADS-$1.200 Participants& Support for Day of Event=$4.500 Exhibit Hall=$50 Prizes. Day of Supplies&promotional materials Kids Carnival=$800 Prizes& Games Parade=$250 Day of Supplies Purchase tent& banner Raffle=$600 Mailings and Day of Supplies =$250 Mailings and sponsor banner for day of Car Show& Burn Out=$800 QUILCENE FAIR AND PARADE Page 8 of 41 Prizes. trophies. dash plaques & day of supplies Volunteers = $1.000 T-shirts. Lunch/Drinks and day of supplies Expenses to Support Event= $2500 Insurance for Day of Event= $650 Janitors Day Of= $800 Website Hosting (annually) = $300 General Administrative costs throughout the year=$450 PO Box. Postage. SOS Annual Fees. Chamber dues, supplies EXHIBIT B RECIPIENT'S PROPOSAL QUILCENE FAIR AND PARADE Page 9 of 41 ATTACHED QUILCENE FAIR AND PARADE Page 10 of 41 Exhibit C Jurisdiction Lodging Tax Reporting Form —To Be Submitted to Jefferson COUNTY Administrator's Office No Later than February 28th of each Year Lodging Tax Reporting Form Organizations receiving funding to promote fezm-als.special events and tourism-related activities through tot>rr-n-related ficiI owned or;pon.ared b}non-profit orniucanons or the local jurisdiction are required to complete this form for EAC H activity. 1 Otrgamnnon Name: Reparne Year 2Sponsor Type;Check One): 0501;:c)(3i 0501(06) O Local J•ansductwn °Ot<er;Explam): 3 Activity Name 4 Amity Type(Check Orel O EventFesnval' O Facility' O Marketing' 5 Arncnv Son Date*: 6 Activity Ead Date 'Total Cost of Acm•m- S S Amount Requested: S Amour Awarded S 1 Oveca l Attendance 13 Number of Arteciees Who Staved Ovecn ehr m Ltpa i Accommodancou• a) ?to;ected• a; Projected• Actuu• hi Arm:* Methodoio_v i Check One °Direct Court• c; Methodology i Chick One': O 7.0mct'Come °I direct Count" ORepresemam•e Survey Olndnect Court• ()Representative Survey' °Informal Surrey' O Structured Emote" O nSxn il Survey' O Structured Estimaoe• 00ther(explain;: O4 r'explunl: 11 Number of Aneedees Who Iraveled 50 Miles or More• 14 Number of vier lees V.ha Staved Ovemi.h.m Paid Accommodanons• a) Pm'ected• a; Projected• bl Acids' hi Antral* c) Methodology iCLeck Out 0Direct C curl• C; Methodology iCh.e k(bled: O Cirecr oath 0lndirect Caren' O Represemam a Survey O ldtrect Couet' ORepresemaave Saves- OJrfom,s]Sun+ey O Structured Esnmate• O Worms'Survey' O Structured Estimate 0 Other'explain: O Other'euphoric 12 Number of Attendees Who Traveled ham Another State or Country" 15 Number of Paid Loipng Yt.its' a) Pm?ected• a: Projected' b Acma:• bi Actual.' c) Methodology i Check One O Direct C out(' c; Methodology i Check Ones: O Ctrect Colmr• Okduecr Count* °Representatie Survey-' O ard¢ect Count' OF_epresentame Surrey• Oh'4orcal Surer' O Structured Emate• O^at£xmal Sarver Stmcrured Eurmaoe• °Other a explain;: (J Other;explain): `See Lodging Tax Yearly Reporting Definitions Instructions Name of 1ndmduai Who Prepares Report: Phone=: E-Mail Address RETL-R.N THIS FORM TO: Jefferson County Administrator's Office 1820 Jefferson Street P.O.Box 1220 Port Townsend.WA 9836S reffbocc a co)effer-.on-wa u: DEADLLcE:February 28th of Each Reporting Year QUILCENE FAIR AND PARADE Page 11 of 41 LTAC Yearly Reporting Definitions/Instructions Activity Type: Event/Festival:Short-term activity occurring between specific dates(e.g.,4th of July celebration,local marathon) Facility:Municipally-owned facility that operates some or all of the year(e.g.,county historical museum, convention center) Marketing:Activity that provides information to encourage visitors to an area;is typically a year-round activity but may also operate for less than a full year. Activity Date: Activity beginning and ending dates. Actual: Persons estimated to have actually participated in event/festival or visiting a facility.For marketing activity, enter the number of persons estimated to have actually visited area as result of marketing activity. Projected: Persons expected to participate in event/festival or visiting a facility.For marketing activity,enter the number of persons expected to visit area as result of marketing activity. Methodology: Select the methodology used to estimate the actual number of visitors/participants. Direct Count:Actual count of visitors using methods such as paid admissions or registrations,clicker counts at entry points,vehicle counts or number of chairs filled.A direct count may also include information collected directly from businesses,such as hotels,restaurants or tour guides,likely to be affected by an event. Indirect Count:Estimate based on information related to the number of visitors such as raffle tickets sold, redeemed discount certificates,brochures handed out,police requirements for crowd control or visual estimates. Representative Survey: Information collected directly from individual visitors/participants.A representative survey is a highly structured data collection tool,based on a defined random sample of participants,and the results can be reliably projected to the entire population attending an event and includes margin of error and confidence level. Informal Survey:Information collected directly from individual visitors or participants in a non-random manner that is not representative of all visitors or participants.Informal survey results cannot be projected to the entire visitor population and provide a limited indicator of attendance because not all participants had an equal chance of being included in the survey. Structured Estimate:Estimate produced by computing known information related to the event or location.For example,one jurisdiction estimated attendance by dividing the square footage of the event area by the international building code allowance for persons(3 square feet). Other:(please describe) Overall Attendance: Total projected and estimated actual attendance recorded for event,facility or resulting from marketing activity. Total Attendees Traveling 50 miles or more: Total: Total projected and estimated actual number of visitors traveling more than 50 miles to attend event or facility. For marketing organizations,report visitors traveling more than 50 miles to visit area. Of total,attendees who traveled from another state or country:Of the total projected and estimated actual number of visitors traveling more than 50 miles to attend event or facility or visit area,report projected and estimated actual number of visitors who traveled from another state or country. Attendees who stayed overnight: Paid Accommodations: Total projected and estimated actual number of visitors staying in paid lodging establishments such as hotels,motels,bed and breakfasts,etc. Unpaid Accommodations: Total projected and estimated actual number of visitors staying in unpaid accommodations such as family and friends. Paid Lodging Nights: Total projected and estimated actual number of paid lodging nights.One Lodging night=one or more persons occupying one room for one night. QUILCENE FAIR AND PARADE Page 12 of 41 EXHIBIT C 1 St QUARTER Due by April 30th to afmcknight(a,co jefferson.wa.us Organization: Contact person: Mailing Address: Phone Number/Email: 1. LTAC Funds received from Jefferson County 1St QTR: ORGANIZATION Amount Received Overspent Refund TOTAL 1" Awarded From (+) Required QTR by Jefferson Underspent LTAC Jefferson County (-)of LTAC FUNDS County funds SPENT 2. LTAC funds spent by your organization I QTR(include 200 word limit regarding activities and funds spent with an itemized statement and supporting documentation,i.e. invoices paid,receipts from payment,): 3. LTAC funds balance remaining 1"QTR: 4. Please attach your organization's report for all revenue,marketing,services,programs and activities of the prior quarter. This report and any attachments may be subject to disclosure as a public record under the Public Records Act, RCW Chapter 42.56. A minimum of six years, RECIPIENT shall maintain documented proof of payments made, contracts executed and other expenditures authorized under your Agreement with Jefferson County. Upon reasonable notice, RECIPIENT shall provide access to Jefferson County or State representatives to audit those records. QUILCENE FAIR AND PARADE Page 13 of 41 EXHIBIT C 2nd QUARTER Due by July 31st to afmcknightc co jefferson.wa.us Organization: Contact person: Mailing Address: Phone Number/Email: 1. LTAC Funds received from Jefferson County 2°41 QTR: ORGANIZATION Total Total Overspent Refund TOTAL TOTAL Amount Received (+) Required 1s1 QTR 2°d QTR Awarded From Underspent LTAC LTAC by Jefferson (-)of LTAC FUNDS FUNDS Jefferson County funds SPENT SPENT County 2. LTAC funds spent by your organization 2°d QTR(include 200 word limit regarding activities and funds spent with an itemized statement and supporting documentation,i.e. invoices paid,receipts from payment,): 1. LTAC funds balance remaining 2°d QTR: 2. Please attach your organization's report for all revenue,marketing,services,programs and activities of the prior quarter. This report and any attachments may be subject to disclosure as a public record under the Public Records Act, RCW Chapter 42.56. For a minimum of six years, RECIPIENT shall maintain documented proof of payments made, contracts executed and other expenditures authorized under your Agreement with Jefferson County. Upon reasonable notice,RECIPIENT shall be able to provide access to Jefferson County or State representatives to audit those records. QUILCENE FAIR AND PARADE Page 14 of 41 EXHIBIT C 3rd QUARTER Due by October 31"to afmcknightna,co.jefferson.wa.us Organization: Contact person: Mailing Address: Phone Number/Email: 1. LTAC Funds received from Jefferson County 3`d QTR: ORGANIZATION Total Total Overspent Refund TOTAL TOTAL TOTAL Amount Received (+) Required 1"QTR 2nd QTR 3`a QTR Awarded From Underspent LTAC LTAC LTAC by Jefferson (-)of LTAC FUNDS FUNDS FUNDS Jefferson County funds SPENT SPENT SPENT County 2. LTAC funds spent by your organization 3`1 QTR(include 200 word limit regarding activities and funds spent with an itemized statement and supporting documentation,i.e. invoices paid,receipts from payment,): 2. LTAC funds balance remaining 3ra QTR: 3. Please attach your organization's report for all revenue,marketing, services,programs and activities of the prior quarter. This report and any attachments may be subject to disclosure as a public record under the Public Records Act, RCW Chapter 42.56. For a minimum of six years, RECIPIENT shall maintain documented proof of payments made, contracts executed and other expenditures authorized under the Agreement with Jefferson County. Upon reasonable notice,you shall be able to provide access to Jefferson County or State representatives to audit those records. QUILCENE FAIR AND PARADE Page 15 of 41 EXHIBIT C 4th QUARTER Due by January 31"to afmcknight(2 co jefferson.wa.us Organization: Contact person: Mailing Address: Phone Number/Email: 1. LTAC Funds received from Jefferson County 4th QTR: ORGANIZATION Total Total Overspent Refund TOTAL TOTAL TOTAL 3`d TOTAL Amount Received (+) Required 1"QTR 2nd QTR QTR 4d'QTR Awarded From Underspent LTAC LTAC LTAC LTAC by Jefferson (-)of LTAC FUNDS FUNDS FUNDS FUNDS Jefferson County funds SPENT SPENT SPENT SPENT County 2. LTAC funds spent by your organization 4th QTR(include 200 word limit regarding activities and funds spent with an itemized statement and supporting documentation,i.e. invoices paid,receipts from payment,): 3. LTAC funds balance remaining 4th QTR: 4. Please attach your organization's report for all revenue,marketing,services,programs and activities of the prior quarter. This report and any attachments may be subject to disclosure as a public record under the Public Records Act, RCW Chapter 42.56. A minimum of six years, RECIPIENT shall maintain documented proof of payments made, contracts executed and other expenditures authorized under your Agreement with Jefferson County. Upon reasonable notice, RECIPIENT shall provide access to Jefferson County or State representatives to audit those records. QUILCENE FAIR AND PARADE Page 16 of 41 RECEIVED 09/10/25 Page 1 of 25 2026 REQUEST FOR PROPOSAL PACKET LODGING TAX/TOURISM PROMOTION This packet is for the 2026 TOURISM PROMOTION SERVICE PROPOSALS to be funded by the Jefferson County Lodging Tax. Under Jefferson County guidelines, you must be a NON- PROFIT or GOVERNMENTAL AGENCY to be eligible to be funded by the Jefferson County Lodging Tax. The Jefferson County Lodging Tax Advisory Committee may only consider complete and signed proposals that include all of the requested information and documents, and that are submitted by the deadline: WEDNESDAY, SEPTEMBER 10,2025 by 4:30 P.M. 2026 Proposal Guidelines: Tourism Promotion Activities The Jefferson County Lodging Tax Advisory Committee (LTAC) is accepting proposals from government agencies and non-profit organizations for tourism promotion to be provided during calendar year 2026 and paid for from the County's lodging tax fund. The Committee will make recommendations to the Jefferson County Commissioners within one month following the proposal deadline. All decisions for use of the lodging tax will be made by the Jefferson County Commissioners. • Proposals from government agencies or non-profit organizations are to be for tourism promotion during calendar year 2026. Please refer to Section 1 of this packet for examples of eligible tourism promotion activities for this funding round. • At the time of implementation,tourism related activities within proposals must comply with federal, state, and county laws and requirements, including county Public Health direction. NOTE: Jefferson County may not use public funds in any way that can be construed as a gift to an individual or organization. • Proposals must completely address the questions, and all requested supplemental information must be provided. Incomplete or late proposals may not be considered by LTAC. • To be considered, a fully completed and signed digital application (digital signatures acceptable) must be received at afmcknighta,co.jefferson.wa.us by the deadline listed above. • All applications must be submitted as a signal digital application in a one PDF file attached to an email. If you need assistance combining multiple documents into a single PDF document, please contact our office. • All documents filed with the County are public records,potentially eligible for release. Jefferson County is committed to the non-discriminatory treatment of all Persons in the employment and delivery of services and resources. 1IP QUILCENE FAIR AND PARADE Page 17 of 41 RECEIVED 09/10/25 Page 2 of 25 2026 Proposal Checklist for Tourism Promotion Activities Organization Name: Quilcene Fair and Parade Association Event Name, if different: Quilcene Fair and Parade,Car Show Proposed Contract Amount: $ 10,000 501(c)(3) ® (6) 0 WA UBI Number: 601695904 EIN Number: 91-171564/ Proposals should completely address the questions,and all requested supplemental information should be provided.Incomplete or late proposals may not be considered by the Jefferson County LTAC. To be eligible for consideration, your application must be signed, dated, and include the following items in the listed order. Check each item submitted: ® Signed and Dated Proposal Checklist for Tourism Promotion Activities. ® Declaration of capital expenditures and operations, if applicable(Attachment A). ® Proof of liability insurance(Attachment B) ® Section 1 - Itemized list of proposed services and estimated costs. ® Section 2 -Proposal Questions. ® Section 3 -Proposed 2026 promotion, facility, event or activity budget. ® Section 3 -2025 organizational budget and year-to-date income and expense statement(s). • Section 3 -List of names and addresses of the organization's current Board of Directors. Name and contact information for event chairperson, if applicable. ® Section 3 -Optional work samples such as season brochures,promotional materials,reviews, news/magazine articles, etc. (maximum of 5 separate pieces) To be considered, a fully completed and signed original application with supporting documents must be electronically received and date stamped at the Jefferson County Administrator's Office,to Adiel McKnight @ afmcknight(u)co.iefferson.wa.us by WEDNESDAY,SEPTEMBER 10,2025 by 4:30 p.m.(Secure and approved file transfer links are acceptable to accommodate large file sizes if needed.) Documents submitted to the County are public records, potentially eligible for release. 2I QUILCENE FAIR AND PARADE Page 18 of 41 RECEIVED 09/10/25 Page 3 of 25 2026 Proposal Checklist for Tourism Promotion Activities Proposal Deadline: WEDNESDAY, SEPTEMBER 10,2025 AT 4:30 P.M. Electronically to Email Address: afmcknight(a,co.iefferson.wa.us Please type(10 point or larger)or legibly print in ink. To be considered: all questions mustpo b be answered; all requested documents provided;this form must be signed and dated. Organization Name: Quilcene Fair and Parade Association Organization Address: Po Box 761 Quilcene, Wa 98376 Contact Name: Richard Fitzgerald Contact Address: 14 old state highway Quilcene Washington 98376 Day Phone: 360 765 3321 Evening or Cell Phone: 209 810 1629 E-Mail Address: Rfitzgerald@olycap.org Facility/Event: (if applicable) Quilcene Fair& Parade , Car show Quilcene school Total Lodging Tax Request: $ 10,000 Estimated 2026 org. operating budget: (Incl. Lodging Tax funds) $ 15.000 If asking for funds for a specific Dollar Amount event, list other cash funding Profit forward from 2025 $5000 sources and dollar amounts $ budgeted for this project. $ Note: This section is only due for $ specific event and festival funding $ requests. $ Total Project Revenue Budget: $15000 Did your organization receive Lodging Tax Funds from the County in 2025? ® Yes ❑ No I understand that if my organization's proposal for tourism promotion activities is approved by the County that my organization will enter into a contract with the County to provide the contracted services up to the maximum contract amount. I understand that the proposal herein is a public record potentially eligible for public release. Sign Name: XV, Date: 09/09/2025 Print Name and Title: Richard Fitzgerald 3I QUILCENE FAIR AND PARADE Page 19 of 41 RECEIVED 09/10/25 Page 4 of 25 1. Itemized List of Proposed Tourism Promotion Services In the following space or on a separate sheet of paper,please specify each proposed tourism promotion,program,facility, event or activity, including quantities and costs (see examples at bottom of page). Tourism Promotion from May 2026- Sept 2026=$3,200 Getaway Guide includes DIGITAL version, plus 6 months on WA ferries - $1,200 Physical& Direct Advertising- $800 Banners, Posters, Postcards Entertainment, Rentals& Day Of Expenses: $8200 Rental: Bathroom&handwashing stations 1,200.00 Volunteer Costs for Day Of 1,000.00 All Ages Rental: Game Truck 1,000.00 Kids Area Rental: Large Tents 1,600.00 Photographer, 200.00 Rockaraocke 3,200.00 Facebook SOCIAL MEDIA ADS- $1,200 Participants& Support for Day of Event= $4,500 Exhibit Hall=$50 Prizes, Day of Supplies & promotional materials Kids Carnival= $800 Prizes&Games Parade=$250 Day of Supplies Purchase tent& banner Raffle=$600 Mailings and Day of Supplies =$250 Mailings and sponsor banner for day of Car Show& Burn Out= $800 4IPage QUILCENE FAIR AND PARADE Page 20 of 41 RECEIVED 09/10/25 Page 5 of 25 Prizes,trophies, dash plaques&day of supplies Volunteers=$1,000 T-shirts, Lunch/Drinks and day of supplies Expenses to Support Event=$2500 Insurance for Day of Event=$650 Janitors Day Of=$800 Website Hosting(annually)=$300 General Administrative costs throughout the year=$450 PO Box, Postage, SOS Annual Fees, Chamber dues, supplies Examples of how to list your proposed tourism promotion services or event(Please be as specific AS POSSIBLE about the services, quantities, the tourism market,distribution method,and cost): 10,000 promotional rack cards for I-5 corridor from Portland to Bellingham,April-June 2018 $1,835 The rack cards will promote an event/hotel/restaurant promotional package. Design and printing $1,250 Distribution by XYZ Company $ 500 5 hours of staff time at$17.00 per hour to write copy,edit and proof the cards......$ 85 1/3 page black and white event promotional advertisement in XYZ Magazine,July 2018 edition....$1,500 XYZ Magazine has 250,000 subscribers in western and northwest states.This 1/3-page ad will be part of a full-page advertisement being coordinated by the VCB.XYZ Magazine will match the value of the advertisement with a feature article on Jefferson County and the event in the same edition. 5I QUILCENE FAIR AND PARADE Page 21 of 41 RECEIVED 09/10/25 Page 6 of 25 2. Proposal Questions Please limit your answers to no more than one page for each question. 1 Tell us about your promotion, program, facility,event or activity and why you think it will increase tourists traveling to and staying in Jefferson County. Include a general description of the promotion, program, facility, event or activity including its purpose, history, etc. The Quilcene Fair& Parade plus Car Show will be held Saturday September 19th, 2026 from 10-3 with the parade starting at 11 am.All events, other than the parade held right on Hwy 101, will take place inside and outside of the Quilcene School located at 294715 Hwy 101 in Quilcene. We cooperate with Jefferson County Sheriff and WSDOT to detour traffic along the Hwy 101 parade route for close to an hour to allow time for the parade and community photo in the street directly after. In addition to the parade,there is a vendor and food fair, car show, live music, raffle, community crafts and contests and a kids carnival with games and prizes. We are proud to donate the funds we raise that day, back to our community to groups like Quilcene Skatepark, Weekend Nutrition Program and Quilcene Masonic Hall's Bike for Books program. In addition to raising funds for our local community,we also hope to promote and highlight the beauty of Quilcene and Brinnon and the people who live here and make it so special! Not only does our event draw new visitors from neighboring counties and beyond, but it's also a great day of homecoming bringing back former residents to Quilcene from areas far and wide. With our 2021 LTAC funds,we were proud to partner with The Production Alliance to build a brand new website that has allowed us to promote our event all year long! With the event coming back in full force after COVID in 2022, our focus with our LTAC funds was strengthening our partnership with Quilcene Historical Museum and Jefferson County Farm Tour for the"Quilcene Festival Weekend." In 2023, our LTAC funds allowed us to add much needed new pop up tents. Because our 2024 LTAC funds were less than expected, we greatly reduced our print advertising and focused on Facebook which has a far reach into neighboring counties and specific target audiences. The reduction in funding also compelled us to request specific needs as donations from our regular partners.Now, we can also consider partners like Good Man Sanitation and The Production Alliance sponsors because they have donated a portion of their services to us and we plan to continue these relationships in 2025 which is reflected in our budget for restrooms&tents. Further, we intend to continue to focus on digital and social media marketing and that is also reflected in our 2025 budget. Our last 2 events(2023 & 24)had a noticeable increase in attendance and that we attribute to Facebook marketing of our event and are happy to see that the prioritization of digital media by the BoCC matches our 2025 marketing focus. In his 9/18/2024 Life in Ludlow"column,Ned Luce, noted the crowds: "The Quilcene Fair and Parade is coming up this weekend and if this year is like last year, success will be had again. There was a huge crowd last year and if the weather holds it will be great. " 6IPagr QUILCENE FAIR AND PARADE Page 22 of 41 RECEIVED 09/10/25 Page 7 of 25 1. If this is a continuing or reoccurring promotion, program, facility or event,describe your organization's prior activities. If applicable, how is it different than in the past? Yes, this is an annual event on the 3rd Saturday of September.2026 and will be the 42st overall and the 20th with a car show included. Our LTAC request for 2026 is the same dollar amount that we received in 2025 and our 2026 budget and event will be much the same as it was in 2025. In recent years, as many local nonprofits struggle to find volunteers,we've found adding features to the day that don't require all day volunteer support (like live music, kids entertainment like a magician and foam party) are best and hope to continue this into 2026 by adding a feature directed towards middle/high school kids or even adults (like mini golf Game Truck, Rockaroke, or a photo booth.) 2. How does your promotion, program, facility or event support one of the Highest Priorities or Additional Considerations listed below under"Other Criteria" (see page 9)? The Quil 7IPaje QUILCENE FAIR AND PARADE Page 23 of 41 RECEIVED 09/10/25 Page 8 of 25 4. cene Fair and parade is a county event that has been happening for many years there are families and friends that look forward to this event and the promotion of this event helps promote to many other people from across the state and further.We spend a lot of time sharing the information of this event to ensure that people from all over can have the opportunity to hear about this event as well as join in and be a part of it. .Promote Jefferson County and/or events,activities,and places in the County to potential tourists from outside Jefferson County. 5. Describe how you intend to market/promote your promotion, program,facility,event or activity to potential tourists who reside outside Jefferson County or traveling more than 50 miles. a. If an event, the date of the event: Saturday Sept. 19th, 2026 b. The timeline for the tourism promotion activity you are proposing(e.g. May through July, 226). May - September, 2026 c. Target Audience Long weekend tourists , mostly young to middle age couples with or without children, from neighboring counties and beyond who are generally the adventurer type and like to explore small towns and hike, shop and eat out. We also hope to draw mature car show enthusiasts from all over the state and parade participants from local and neighboring county organizations who have parade floats and royalty. Our target audience is not only interested in our event but in traveling to our area to explore our small towns, forests and seas, family businesses and wholesome events. Also,hometown loyalists who have moved away will find it the perfect time to visit friends and family members back home. Our community event brings former residents back to town for the day, long weekend or week, because they know it'll be a fun time to visit and other people they know will be back home visiting too. b. Promotion methods you intend to use to reach the target audience. Our primary methods will be Facebook ads boosting posts on Facebook ads an advertisement in the getaway guide which is a full page color advertisement which is included in a digital version as well as banners postcards and other Flyers. c. Describe how you will promote overnight stays at Jefferson County lodging establishments. By showing this is an amazing event where people who used to live here have a reason to come and stay again where people who have not visited would be able to enjoy the beautiful scenery as well as multitudes of other things to do through the weekend as well as this event by also having the event on a weekend giving them the opportunity to come in earlier and leave later. 91Page QUILCENE FAIR AND PARADE Page 24 of 41 RECEIVED 09/10/25 Page 9 of 25 d. If you intend to collaborate with another agency or non-profit to provide these services,please state the name of the organization and describe the nature of the collaboration: There are many collaborations that happen through this event from the product alliance a nonprofit from Port Townsend that specializes in community events. Working with groups like Gifts in Kind a great organization that provides items for people in need as well as some of the toys that have been donated as prizes for the kids carnival. We also work with groups like Count me in for Quilcene Which is a nonprofit organization that donates a lot of time and energy in helping all sorts of different groups and people from all around Quilcene WA. 1. How will you measure the effectiveness of your promotion, program,facility,event or activity? This year we will be working on a questionnaire that will inform us on where they heard about the fair or of any of the hotels in the area to ensure we have better knowledge of where they're receiving information and how we can move forward to provide a better understanding of how to promote this in a more productive way e. Also,describe how you will document and report to the County the economic impact from your promotion, program,facility,event or activity.(State law requires the County to report annually to the State Department of Community Development and Economic Trade about the number of lodging stays and economic benefit from tourists generated by use of Lodging Tax proceeds for tourism promotion.) We will continue to have a simple written Attendance Survey at our Information or Raffle Booth during our event to get a sampling of those attending. Our survey asks attendees questions similar to the State required Lodging Tax Reporting Form submitted annually by the end of February. Additionally, we speak to our local business owners to get a feel for how their business was that day and typically there is follow up news coverage in The Leader that will describe the attendance. In 2023, Quilbilly's Restaurant& Taproom shared on Facebook that the Fair& Parade day was their busiest day ever! In the words of Ned Luce'sLife in Ludlow" 9/27/2023 column in The Leader: " Quilcene had it all on a recent weather-perfect Saturday.The Quilcene Fair& Parade satisfied all of your needs with a car show, a football game, a "burnout", craft booths, food trucks, live music and a parade. And yes,there were several thousand folks cheering it on! " 2. What economic impact can we expect in Jefferson County from your proposed promotion, program,facility,event or activity? f. Actual or estimated number of tourists at your event/facility last year(2025): 1500 g. Estimated number of tourists who will attend your event/facility this year(2026): 2000 h. Projected economic impact in Jefferson County from your event/facility(e.g. number of tourists who will stay overnight in Jefferson County-based lodging ion QUILCENE FAIR AND PARADE Page 25 of 41 RECEIVED 09/10/25 Page 10 of 25 establishments; economic impact for Jefferson County restaurants, community facilities, amenities,events, and businesses). It is projected that our event will increase brick& mortar local business sales including restaurant sales, plus general tourist traffic to our area, as well as overnight stays and return visits by tourists. Quilcene is packed full of people on Fair& Parade Day! As stated earlier, in his 9/18/2024 "Life in Ludlow"column, Ned Luce, noted the crowds: "The Quilcene Fair and Parade is coming up this weekend and if this year is like last year, success will be had again. There was a huge crowd last year and if the weather holds it will be great. "Retail and food sales for our vendors at the Fair will also be positively economically impacted. In addition, many non-profits fundraise at their fair booth and Jefferson County businesses are able to advertise themselves to locals who will be attending and • potentially use their services. At the 2024 Quilcene Fair, Jefferson County PUD held a celebration of high-speed rural fiber internet at their Fair booths, including a fiber network ribbon cutting(see D5)and taking attendees on a local fiber tour to see the efforts the public utility has made to bring fiber to Quilcene. Kunz Pest Solutions, a new business formed in April 2024 who services the Olympic Peninsula area, was able to advertise for free by participating in the parade. Additionally,the local non-profits that we donate the proceeds of our day of fundraising(raffle/kids/car show)are all located in Jefferson County. The Quilcene Fair& Parade will donate at least$3,500 from our 2026 event! 3. Describe your organization's area of expertise. Do you provide a unique service? We provide a unique small town tradition that has often been lost in larger towns or cities around Washington State and our country.Our small town event allows for tourists to come and experience small town pride,wholesome family fun and local businesses,as well the natural beauty of Quilcene and the Olympic National Forest.The Quilcene Fair&Parade, plus Car Show, is a unique opportunity to highlight South Jefferson County's natural resources and its people and places. 11 QUILCENE FAIR AND PARADE Page 26 of 41 RECEIVED 09/10/25 Page 11 of 25 2026Quilcene Fair& Parade Overall Budget Income- LTAC Grant 10,000.00 Income - Profit Forward from 2025 6,000.00 TOTAL Income 16,000.00 OPERATING COSTS:$4,100 Expense - Janitors for Day Of 800.00 Expense - Insurance for Day of 650.00 Expense - Volunteer Costs for Day Of(food&shirts) 1,000.00 Expense -Website,Annually 300.00 Expense- Administrative Costs, Annually(PO Box,day of etc) 450.00 Expense - Photographer, Day of 200.00 Expense - Meeting Space, Annually 300.00 Expense Purchase tables for info booth&raffle 400.00 • PROMOTIONAL COSTS:$3,200 1 Expense - Facebook Advertising 1,200.00 Expense - Getaway Guide(multiple counties, ferries and DIGITAL) 1,200.00 Expense-Physical Advertising(Posters, Banners, Post Cards) 800.00 Expense- Kids Area Rental: Large Tent and/or Ride/Game with attendants 1,400.00 Expense -All Ages Rental. Mini-Golf/Photo Booth with attendants 1,200.00 Expense- Entertainment for Day of(Music. Magician etc for Kids, Burnout Expo) 1,600.00 Expense - Rental Bathroom and handwashing stations for Day Of 1,400.00 COMMITTEE AREAS COSTS:$3,100 Expense - Kids 800.00 Expense - Car Show& Burn Out 800.00 Expense • Parade 250.00 Expense - Raffle 300.00 Expense - Sponsors 150.00 Expense - Community Crafts 400.00 Expense -Vendors 400.00 Total Expense: 16,000.00 12 QUILCENE FAIR AND PARADE Page 27 of 41 RECEIVED 09/10/25 Page 12 of 25 2025 Quilcene Fair& Parade Overall Budget Income-LTAC Grant 10,000.00 6,700.00 Income-Profit Forward from 2024 16,700.00 TOTAL Income ***Donation Goal-$3,500 Biz Expenses:$3000 650.00 Expense-Insurance for Day of(based on last year) Expense-Website,Annually- payable in Nov 300.00 450.00 Expense-Administrative Costs (PO Box, Biz supplies) 200.00 Expense -Sponsors (letters, postage) Entertainment, Rentals&Day Of Expenses:$8200 Expense-Rental: Bathroom & handwashing stations(w/Good Man 1,200.00 Sponsorship) 1,000.00 Expense-Volunteer Costs for Day Of(Tshirts for all,other supplies) 1,000.00 Expense-All Ages Rental:Game Truck(have invoice) 1,600.00 Expense-Kids Area Rental: Large Tents(price confirmed 1/29) Have Invoice Expense-Photographer, Day of(Wrens Lens, price confirmed 1/21, have 200.00 Invoice) Expense-Rockaraocke PLUS Hospitality:(pay online) Purchaser to provide band green room$200 or break area, meals and 3,200.00 drinks for 6 persons (5 band& 1 crew) 800.00 Expense-Facebook Advertising-Event$500, Car Show$200+Boost posts 13IPar-, e QUILCENE FAIR AND PARADE Page 28 of 41 RECEIVED 09/10/25 Page 13 of 25 Expense-Physical Advertising(Flyer?, Post Cards-done, Posters ?, Banners 800.00 ?) 400.00 Expense-Sept ad -ordered, $500- need invoice Expense-Advertising/Ads,full page Getaway Guide w/The Leader(price 1,400.00 conf. 1/29) COMMITTEE AREAS COSTS: $2,700 900.00 Expense-Kids Expense-Car Show 900.00 Expense-Vendors 400.00 250.00 Expense-Parade (Queen/King stuff,food, drinks& lunch) 50.00 Expense-Info Desk 200.00 Expense-Raffle 800.00 Expense-Janitors for Day Of& night before 16,700.00 Total Expense: 14Ioa QUILCENE FAIR AND PARADE Page 29 of 41 RECEIVED 09/10/25 Page 14 of 25 Staff/board Richard Fitzgerald* 209-810-1629 rfitzgerald@olycap.org President 14 Old State Highway Quilcene 98376 Amanda Worley 360-908-0667 mandarworley.agrnaiLcon;VP 6720 A oak bay rd port Ludlow 98365 Linda Lindquist* 360-774-6855 lindalee_63@hotmail.com Secretary& Kid's Carnival PO Box 531 Quilcene,WA 98376 Shonna Wilkerson* 360-990-3665 notaryshonna@gmail.com Treasurer PO Box 385 Quilcene, WA 98376 3. Background Information about Your Organization Attach the following items to your proposal in the order listed: (Note: To be considered by the Committee, all of the listed information must be included with your proposal.) Attachments: • Projected 2026 promotion, program, facility,event or activity budget including income and expenses. (Please note: if an LTAC award is granted at a different than requested, you will be asked to submit a revised budget prior to contract approval.) • 2025 Budget and Actual income and expenses year to date statement(s)(for example, Profit & Loss and Balance Sheets). • List of names and addresses of the organization's Board of Directors as of the date the proposal is filed. Also, if the proposal is for the marketing of an event and there is a chairperson for the event(either volunteer or paid), list that individual's name, address and phone number. • If you desire, you may provide samples of promotional and/or design materials such as brochures, artist renderings, graphics, etc. (recommended 1-10 samples.) Note: Staff will verify Incorporation status of the non-profit agencies who submit service proposals by checking the Washington Secretary of State's on-line corporation records. 15IPa e QUILCENE FAIR AND PARADE Page 30 of 41 RECEIVED 09/10/25 Page 15 of 25 Q.UILCENE FAIR CA PARADE SEPTEMBER 20th ROCIVil0 [I1C7E7 i1011 \\1// OODEIOOEDO. ©0€311)DDOQOM IXDIA ADMISSSON 10am 3pm •VENDORS •PARADE Offalifut3fill o KIDS GAMES o FOOD CA DRINKS - • 0 GAME Q Q � ; ;nr ©080000 OilcDeo i3044 i o CAR SHOW - - A IRS�iiL Or OW W/WOOA: a<.....a.ENIIM..pm...,. AND MORE! FIND US ON f 11M if01 1WEBSITE:-QURCENEFAlR _ ORG 2026 LTAC Opportunity Information 1. Jefferson County's Proposal Process - The Jefferson County LTAC solicits service proposals each year. The proposal form is attached, posted on the County's website, www.co.jefferson.wa.us and may also be requested by calling the Jefferson County Commissioner's Office at the Courthouse, (360) 385-9102. This year,the Committee will review proposals on September 30,2025 from 10:30 a.m. to 4:30 p.m.Applicants are asked to attend the September 30,2025 meeting beginning at 10:30 a.m.The County will provide meeting information for all complete applications. At that meeting, each proposing agency will answer questions from the Committee regarding their proposal. The Lodging Tax Advisory Committee will make a recommendation to the Board of County Commissioners regarding which proposals to fund, and at what funding levels within available revenues. 16 I a g QUILCENE FAIR AND PARADE Page 31 of 41 RECEIVED 09/10/25 Page 16 of 25 The review of the LTAC recommendations and final decision about how to use the lodging tax monies is made by the County Commissioners. Each agency will be notified of the status of their proposal. Contracts are prepared by the County and sent to agencies. 2. Available Funding for 2026 Organizations submitting proposals should be aware that a total of approximately $900,000 in lodging tax awards will be available for allocation to eligible tourism promotion activities through this RFP. This amount also includes $5,280 in staff administrative costs to manage the grants and to process invoices,and$10,000 contingency fund for Olympic Peninsula Gateway Visitor Center. County Ordinance 09-1207-98 provides for distribution of Lodging Tax as follows: • The lodging tax funds are to be used for targeted and/or regional promotion,the operation and maintenance of organizations operating tourist related facilities and their costs for local promotional activities. • Not more than 25%for the development of tourism related facilities. 3. Definitions By state law, lodging tax funds may only be used for tourism promotion and the acquisition and/or operation, including maintenance, of tourism-related facilities. The following definitions are copied verbatim from RCW 67.28.080.Note: State law changed in 2007 to include"operation"of tourism events in the definition of"tourism promotion." "Tourism" means economic activity resulting from tourists, which may include sales of overnight lodging, meals,tours, gifts, or souvenirs. "Tourist" means a person who travels from a place of residence to a different town, city, county, state, or country, for purposes of business, pleasure, recreation, education, arts, heritage, or culture. "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 the marketing of special events and festivals designed to attract tourists. "Tourism-related means real or tangible personal property with a usable life of three or more facility" 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 organization, main street organization, lodging 17 QUILCENE FAIR AND PARADE Page 32 of 41 RECEIVED 09/10/25 Page 17 of 25 association, or chamber of commerce and (b) used to support tourism, performing arts, or to accommodate tourist activities. 4. Proposal Evaluation Criteria Jefferson County Policy Statement for Use of the Lodging Tax Jefferson County's Lodging Tax Fund will be the primary source of county funding for activities, operations, and expenditures designed to increase tourism. The County does not make any multi- year commitments with Lodging Tax funds. However, service providers are not limited or prohibited from making repeat annual requests of the same nature.The County intends to maintain a reserve in the Fund, and will assess on an annual basis how much of the Fund to appropriate in a given year. The Jefferson County Commissioners have created a Lodging Tax Advisory Committee to conduct an annual process to solicit and recommend Lodging Tax funded services for the County Commissioners consideration. Jefferson County will only consider proposals for use of the Lodging Tax from public and non-profit agencies. The Fund will ONLY be used for the following purposes: 1. The promotion of emerging or on-going tourism events, facilities, and activities by government or non-profit agencies so as to attract and draw tourists to unincorporated Jefferson County from outside Jefferson County. 2. Operation of a tourism promotion agency(such as a visitor and convention bureau); 3. The marketing of special events and festivals designed to attract tourists to unincorporated Jefferson County from outside Jefferson County. 4. Capital and/or operating costs for tourism facilities owned by a public entity or a non-profit organization as defined in State law RCW 67.28.080.1(7)—Tourism Related Facility. 5. Administrative costs to support tourism events, facilities and activities. Other Criteria HIGHEST PRIORITIES will be given to tourism activities that reflect those defined by the Jefferson County Board of County Commissioners per the memo "BoCC priorities for 2025 LTAC RFP"dated October 14, 2024: 1. Destination development, such as supporting a Public Facilities District to build a pool, public campground improvements, and developing the Gateway VIC are examples of the allowed use listed in RCW 67.28.1816 and represent our county's top priority after an extended period of de-emphasizing this type of investment. 18 I QUILCENE FAIR AND PARADE Page 33 of 41 RECEIVED 09/10/25 Page 18 of 25 2. "The marketing and operations of special events and festivals designed to attract tourists,"as listed in the RCW is our second priority, continuing years of investment in event marketing. 3. Destination marketing, often called "Tourism Marketing" is our lowest priority for 2025 Lodging tax funding. ADDITIONAL CONSIDERATIONS: • Promote Jefferson County and/or events, activities, and places in the County to potential tourists from outside Jefferson County. • Have demonstrated potential or high potential from the Committee's perspective to result in overnight stays by tourists in lodging establishments within the unincorporated areas Jefferson County. • Have demonstrated potential or high potential from the Committee's perspective to result in documented economic benefit to Jefferson County. • Have a demonstrated history of success in Jefferson County, or are proposed by a group with a demonstrated history or high potential of success with similar activities. • Minimize duplication of services where appropriate and encourage cooperative marketing and/or includes an element of cooperation or partnership. • Provide, maintain, operate, or enhance County-owned tourism facilities or infrastructure. RESPONSIBILITIES: • On or before April 30,2026(Q1);July 31,2026(Q2);October 31,2026(Q3);and January 31, 2027(Q4), provide to the COUNTY: • A quarterly report of the use, services, programs and activities of organization for the quarter under this Agreement; • A quarterly financial statement detailing revenues, expenses and cash balances for the quarter; and for the final quarter report, the financial statement shall also include a detailed year to date financial statement . 1. Upon execution of this agreement, provide to the COUNTY: • A billing invoice requesting payment of Hotel-Motel Funding. 19 I QUILCENE FAIR AND PARADE Page 34 of 41 RECEIVED 09/10/25 Page 19 of 25 2. For a minimum of six (6) years, maintain documented proof of payments made, contracts executed, and other expenditures authorized under this Agreement. Upon reasonable notice, provide access to County or State representatives to audit those records. 3. Funding provided by this Agreement may only be expended on the services described in Section 1 of this Agreement. Any monies used for other services or purposes shall be refunded to Jefferson County Hotel/Motel Fund. Any monies under-expended of the total funding allocated under this Agreement shall be refunded to Jefferson County by January 31, 2027. 4. By February 28th of each year provide the following information by reference for the previous year. a. Each festival, event, or tourism facility owned and/or operated by organization. b. The amount of lodging tax revenue allocated for expenditure (whether actually expended or not)by organization on each festival, event or tourism facility. c. Estimated number of tourists served at each festival, event or tourism facility. d. Estimated lodging stays. ("Lodging" refers to commercial lodging such as hotels, motels, resorts, bed and breakfasts,or commercial campgrounds). e. Measurements that demonstrate the impact of increased tourism attributable to the event, festival or facility. 5. Scheduled Site Visits may be conducted as part of the evaluation process at the Committee's discretion. 20 QUILCENE FAIR AND PARADE Page 35 of 41 RECEIVED 09/10/25 Page 20 of 25 LODGING TAX ADVISORY COMMITTEE REVIEW CONSIDERATIONS In developing its recommendations, the Committee considers: • The estimated amount of lodging tax receipts for the coming year provided by the County Administrator's Office. • Operational adaptations or pivots that ensure future organizational success of tourism related activities and promotion. • Thoroughness and completeness of the proposal. • The relationship of proposed services to the areas of high priority identified by the Committee. • Percent of the proposal request to the event/facility promotions budget and overall revenues. • Percent of increase over prior year Jefferson County Lodging Tax funded proposal if any. • Projected economic impact within the unincorporated Jefferson County, in particular projected overnight stays to be generated in lodging establishments in the unincorporated areas of Jefferson County. • Requirements in State law for use of the tax, and the definitions in State RCW 67.28.080 for"tourism,""tourist,""tourism promotion,"and"tourism-related facility." • The applicant's history of promotion success, reporting history and financial stability. • Committee member general knowledge of the community and tourism-related activities. NOT CONSIDERED are requests for: • Services to be provided beyond calendar year 2026. • Proposals from for-profit businesses (however, a government or nonprofit agency contracting with the County may itself contract with for-profit businesses as third-party vendors). • Promotional activities that reach a target audience solely traveling from less than a 50-mile radius. NOTE: 1. On February 2, 2006, the State of Washington Attorney General's Office issued Opinion #AGO 2006#4, which clarifies that a municipality may NOT provide advance payment to private organizations for tourism promotion.Payment must occur after the services have been performed and documentation in keeping with the contract is submitted to the County. 2. The County may not pay for donated or volunteer services or pay more than the actual cost incurred by the contracting agency to provide the service. 21 QUILCENE FAIR AND PARADE Page 36 of 41 RECEIVED 09/10/25 Page 21 of 25 5. Background Information Jefferson County's Lodging Tax The Lodging Tax is an excise (sales)tax authorized by State law in RCW 67.28, Public Stadium, Convention, Arts and Tourism Facilities. In 1998,the State Legislature amended Chapter 67.28 of the Revised Code of Washington(RCW) to allow local governments to assess an additional 2%tax on lodging for tourism promotion and/or tourism-related facilities (sometimes referred to as "the new 2%"). In April 1999, the County Commission,by Ordinance, increased the County's Lodging Tax from a 2%to a 4%tax as allowed by RCW 67.28. Jefferson County's Lodging Tax Advisory Committee Per RCW 67.28.1817, the State requires that local governments collecting the Lodging Tax establish a Lodging Tax Advisory Committee consisting of at least five(5)members: The Chair —a member of the County Commission or their designee 2 members—representing the lodging industry 2 members—representing activities authorized to be funded by said tax The Committee's role is advisory in nature, with the Committee's purpose being to advise the County Commissioners. The Committee must select the candidates from amongst the applicants applying for use of revenues and provide a list of such candidates and recommended amounts of funding to the County Commissioners for final determination. In 1998,the Jefferson County Commissioners created such a Committee,and asked the Committee to establish an annual process to solicit and review proposals for tourism services eligible for lodging tax funding. Committee members are appointed by the County Commissioners as part of the County's regular advisory committee appointment process. For additional information,contact: County Administrator's Office Jefferson County Courthouse 1820 Jefferson Street PO Box 1220 Port Townsend, WA 98368 Ph: 360-385-9102 e-mail: afmcknight@a,co.jefferson.wa.us - END - 22 QUILCENE FAIR AND PARADE Page 37 of 41 RECEIVED 09/10/25 Page 22 of 25 ATTACHMENT A Declaration of Capital Expenditures and Operations 1.The total amount of my request for LTAC funding is: $ 10,000 2.Of the total listed in Paragraph 1, above: a. The amount requested for capital expenditures is: $ b. The requested capital expenditures are for: 3.Of the total amount listed in Paragraph 1, above: a. The total amount requested for operations is: $ b. The requested operations expenditures are for: I declare under penalty of perjury under the law of Washington that the foregoing representation about the capital expenditures and operations is true and correct. Signed on this 10 day of September 2025 (date)(month) (year) at Quilcene Wa.98376 (city or other location,and state or country) Richard Fitzgerald (Printed Name) (Signature) 23 QUILCENE FAIR AND PARADE Page 38 of 41 RECEIVED 09/10/25 Page 23 of 25 ATTACHMENT B Insurance Certificate 24IP � e QUILCENE FAIR AND PARADE Page 39 of 41 RECEIVED 09/10/25 Page 24 of 25 A o" CERTIFICATE OF LIABILITY INSURANCE DATE IlaWDD'YYYYI 8/4/2025 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S). AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT, If the certificate holder is an ADDITIONAL INSURED,the pollcy(ies)must be endorsed. If SUBROGATION IS WAIVED.subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME Maggie Merritt Homer Smith Insurance,Inc. PHONE (360 385-37t 1 P 0 Box 591 K"°E.U. ) LAS.lLeT A Port Townsend,WA 98368 ADDRESS-ma991e@homersmlth.com INSURERISI AFFORDING COVERAGE NAIC e mum,mum,A.SCOtsdale Insurance Company INSURED INSURER B Quilcene Fair& Parade Association INSURER C PO Box 761 Quilcene,WA 98376 INSURER D INSURER E INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT. TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, _XCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR L TR TYPE OF eSURANcE MEIN WVD POLICY I i I fur -gym �yy .. ._ LIMNS GENERAL LIABILITY CPS8258425 9/20I2025 9/21/202555 'EACH OCCURRENCE $ 1.000.000 P. o9Ns Rc1AL GENERAL RAL LIABUTYPriE! -DAMAGE TO At NI ED A CLAINIAANDE IX I OCCURne $WsesiEepp«.i.,ou 100.000 11 NED EXP O penal 5,000 PERsoFALEAW INJURY $ 1,000.000 GENERAL AGGREGATE $ 2,000,000 GEM.AGGREGATE UNIT APPLIES Pat ROUC -COPIOP A s 2.000,0001 Pale 1-1 $ AUIOr0NNN MOLT' BIN LI SINGLE NT ANY AUTO Coo Y—ALL OWNED --SCHEMED INJURY Mr $ ^-- .—NOIACMI® BODILY INJURY(Per amprq $ *urns—HIRED AUTOS AIO UN OPERIPer I $ IIrBRELLA LW —OCCUR EACH OCCURRENCE { EXCESS LIAR CIAINAMADE AGORIC 1TE • DED RETENTION WORK tB� •AM)EMPLOYERS. TY y r j TION I Tn n°TALNr^N I 1 ' ANY PROPRIETOR/PARTNER/EXECUTIVE S OFFICERIYEMBER EXCLUDED, reASkImemory E.I.EACH AOCIOSTT M NIE _ /uLL DESCRIPTION OF OPERATIONS bdOR El CS6VE-P'OUCY 1111ITL11fT f DE SCRWTIO N OF OPERATONS I LOCATIONS'VEHICLES IARach ACORD 101.Adda.o.ul Remarks Sched.N.,1 more spa.ie toned) Evidence of Insurance CERTIFICATE HOLDER CANCELLATION Evidence of Insurance SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF. NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE 0 1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25(2010/05) The ACORD name and logo are registered marks of ACORD 25 QUILCENE FAIR AND PARADE Page 40 of 41 ATTACHMENT A RECEIVED 09/10/25 Page 25 of 25 Declaration of Capital Expenditures and Operations 1. The total amount of my request for LTAC funding is: $ 10,000 2. Of the total listed in Paragraph 1, above: a. The amount requested for capital expenditures is: $ 6600 b. The requested capital expenditures are for: Rockaroke, Gametruck„kids' corner,bathrooms 3. Of the total amount listed in Paragraph 1, above: a. The total amount requested for operations is: $ 3400 b. The requested operations expenditures are for: Janitors, insurance, volunteer, web site, Po. Box, photographer, I declare under penalty of perjury under the law of Washington that the foregoing representation about the capital expenditures and operations is true and correct. Signed on this 16 day of September 2025 (date) (month) (year) at Quilcene WA (city or other location, and state or country) P)cAcrL (Printed Name) (Sig atur 16 P a QUILCENE FAIR AND PARADE Page 41 of 41