HomeMy WebLinkAbout022315_ca03Consent Agenda
Commissioners Office
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Leslie Locke, Deputy Clerk of the Board
DATE: February 23, 2015
SUBJECT: AGREEMENTS (3) re: 2015 Hotel Motel Grant Funding; 1) In the Amount of
$55,664; Jefferson County Historical Society; 2) In the Amount of $58,500;
Jefferson County Historical Society — Gateway Visitor's Center; and 3) In the
Amount of $91,425; Tourism Coordinating Council (TCC)
STATEMENT OF ISSUE:
These agreements provide grant funding for 2015 to certain non -profit agencies for the promotion of tourism
and ongoing preservation of Jefferson County's heritage. This funding has been budgeted from the Hotel
Motel (Lodging Tax Advisory Committee) Fund.
FISCAL IMPACT:
Jefferson County Historical Society:
Jefferson County Historical Society — Gateway Center
Tourism Coordinating Council
RECOMMENDATION:
Approve and sign the agreements.
REVIEWED BY:
i ip Mor ounty Ac�tn s"ator Date:
$55,664
$58,500
$91,425
;.4
AGREEMENT
By and Between
THE JEFFERSON COUNTY HISTORICAL SOCIETY
And
JEFFERSON COUNTY
For Hotel -Motel Funding, 2015
4
T1us Agreement is by and between JEFFERSON COUNTY (hereinafter known as
"COUNTY" and the JEFFERSON COUNTY HISTORICAL SOCIETY (hereinafter known as
"HISTORICAL SOCIETY').
WHEREAS, the HISTORICAL SOCIETY is a non-profit corporation of the State of
Washington; and
WHEREAS, the COUNTY desires to promote tourism by documenting; preserving and
displaying County heritage for the benefit of its residents and to encourage tourist interest in Jefferson
County;
IN CONSIDERATION of the mutual covenants and agreements herein it is agreed by the
parties as follows:
SECTION I: SERVICES TO BE PERFORMED
The HISTORICAL SOCIETY shall use the Hotel -Motel Tax finding under this agreement to fund staff
salaries to continue and update the ongoing performance of the following specific services:
1. Operation of the following tourism facilities in Jefferson County:
• Jefferson Museum of Art & History
• Rothschild House Museum
• Commanding Officer's Quarters Museum
• Historical Research Center
2. Operation of the County Museum and care of the collection for its long -term maintenance.
3. Outreach to County residents through educational programs and Museum exhibits
regarding cultural and natural heritage.
4. Promotion of heritage awareness through countywide recognition programs and the
establishment of new and traveling exhibits and publications.
5. Continued documentation of County heritage through collecting, oral history, research and
other means.
6. Advocacy of heritage preservation through all available means including the enhancement
of heritage based tourism for the economic development of the County.
Page: l of 8 Jefferson County Historical Society
7. Assistance as requested to the Quilcene Historical Museum in development of its
Museum, in implementation of basic museum practices and procedures and in promotion
of the Museum as a local, public cultural and education organization.
8. Tourism promotion services provided by JCHS Staff and volunteers at each facility as
follows:
• Verbal information, displays and brochures;
• Telephone communications during normal office hours (9:00 am. — 5:00 pan.)
yearround;
• Website access to tourism information
SECTION 2: RESPONSIBILITIES OF THE JEFFERSON COUNTY HISTORICAL SOCIETY
1. Provide to the COUNTY a quarterly report of the use, services, programs and activities of
the HISTORICAL SOCIETY and billing for quarterly payment through Hotel -Motel
Fund. Reports are due on or before January 31 (for prior year quarter); April 30; July 31;
October 31.
2. Provide documented proof of payments made, contracts executed, and other
expenditures authorized under this contract. Any monies under- expended to the total
funding allocated under this contract shall be refunded to Jefferson County by
December 31, 2015. Maintain the above records and back -up documentation for bills
paid for a minimum of six (6) years.
3. By February 2 of each year provide the following information on Exhibit A, attached
hereto and incorporated by reference for the previous year.
a. Each festival, event, or tourism facility owned and/or operated by HISTORICAL
SOCIETY..
b. The amount of lodging tax revenue allocated for expenditure (whether actually
expended or not) by the HISTORICAL SOCIETY on each festival, event or tourism
facility.
c. 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).
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.
SECTION 3: RESPONSIBILITY OF JEFFERSON COUNTY
The; COUNTY will provide the HISTORICAL SOCIETY funding from Hotel -Motel Tax
receipts to be used in support of their responsibilities as defined under this agreement.
Page: 2 of 8 Jefferson County Historical Society
2. Said funding is in the sum of $55,664 for 2015. Quarterly payments of $13,916.00 will be
made, beginning with the fast quarter of 2015. Payments are to be predicated on quarterly
reports defined in Section 2. Payment will be made by the COUNTY on the first
available billing cycle of the quarter.
SECTION 4: iEiFiM
This Agreement shall be for a term of one year, commencing on January 1. 2015 and ending on
December 31, 2015, except for the report referenced in Section 2, due February 28, 2016.
SECTION 5; ASSIGNMENT
Either party to the agreement shall not assign this Agreement, except by signed amendment.
SECTION 6: MODIFICATION
This Agreement may be modified by mutual written agreement executed by both parties.
SECTION 7: TERMINATION
The Agreement may be terminated, upon thirty (30) days written notice by either party. After
receipt of notice, and before terin at +on, the party in default may cure the defect, in which case
the agreement shall continue in force for the full term. The COUNTY shall be refunded a pro -
rated share of the agreed funding upon termination based upon the balance of time remaining in
the term unless otherwise negotiated.
The HISTORICAL SOCIETY shall indemnify and hold the COUNTY, and its officers,
employees, and agents 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 the HISTORICAL
SOCIETY's negligence or breach of any of its obligations under this Agreement; provided that
nothing herein shall require the HISTORICAL SOCIETY 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 and agents, and; provided further that if the claims or
suits are caused by or result from the concurrent negligence of: (a) the HISTORICAL
SOCIETY's agents or employees; and, (b) the COUNTY, its officers, employees and agents;
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 the HISTORICAL SOCIETY's negligence, or the negligence of the
HISTORICAL SOCIETY's agents or employees.
Page: 3 of 8 Jefferson County Historical Society
The HISTORICAL SOCIETY specifically assumes potential liability for actions brought
against the COUNTY by the HISTORICAL SOCIETY's employees, or any other persons
engaged in the performance of any work or service required of the HISTORICAL SOCIETY
under this Agreement and, solely for the purpose of this indemnification and defense, the
Contractor specifically waives any immunity under the state industrial insurance law, Title 51
RCW. The HISTORICAL SOCIETY recognizes that this waiver was specifically entered into
pursuant to provisions of RCW 4.24.115 and was subject of mutual negotiation.
SECTION 4: INSURANCE
The HISTORICAL SOCIETY shall obtain and keep in force during the term of the contract, or as
otherwise required, the following insurance with companies or through sources approved by the
State Insurance Commissioner pursuant to RCW 48.
The HISTORICAL SOCIETY shall maintain Workers' Compensation coverage as required
under the Washington State industrial Insurance Act, RCW Title 51, for all HISTORICAL
SOCIETY employees, agents and volunteers eligible for such coverage under the Industrial
Insurance Act.
SECTION 10: INDEPENDENT CONTRACTOR
The HISTORICAL SOCIETY and the COUNTY agree that the HISTORICAL SOCIETY is an
independent contractor with respect to the services provided pursuant to this agreement.
Nothing in this agreement shall be considered to create the relationship of employer and
employee between the parties hereto. Neither the HISTORICAL SOCIETY nor any employee
of the HISTORICAL SOCIETY shall be entitled to any benefits accorded County employees
by virtue of the services provided under this agreement. 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 the HISTORICAL SOCIETY, or any employee, representative, agent
or contractor of the HISTORICAL SOCIETY.
SECTION 11: COMPLIANCE WITH LAWS
The HISTORICAL SOCIETY shall comply with all Federal, State, and local laws and
ordinances applicable to the work to be done under this Agreement. This Agreement shall be
interpreted and construed in accord with the laws of the State of Washington and venue shall
be in Jefferson County, Washington.
Page: 4 of 8 Jefferson County Historical Society
SECTION 12: DISCRIMINATION PROHIBITED
The HISTORICAL SOCIETY with regard to the project to be completed under this agreement,
will 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, contractors or subcontractors.
SECTION 13: INTEGRATED AGREEMENT
This agreement together with attachments or addenda represents the entire and integrated
agreement between the County and the HISTORICAL SOCIETY and supersedes all prior
negotiations, representations, or agreements written or oral. This agreement may be amended
only by written instrument signed by both the County and the HISTORICAL SOCIETY.
APPROVED and signed this
Attest:
Carolyn Avery,
Deputy Clerk of the Board
Approved as too }
�z 13 IS
David Alvarez, uty
Prosecuting Attorney
Page: 5 of 8
day of 2015.
JEFFERSON COUNTY
BOARD OF COMMISSIONERS
David Sullivan, Chairman
JEFFERSON COUNTY HISTORICAL SOCIETY
Authorized Official
Jefferson County Historical Society
Y:
Exhibit A
Jurisdiction Lodging Tax Reporting Form - To Be Submitted to .Jefferson
County Administrator's Office
No Later than February 28g' of each Year
PART A
All organizations are required to fill out this form:
1. Organization: Year:
Total Lodging Tax Revenue Received: $
2. Amount used by your organization or non -profit organizations exempt from taxation
under IRS 501 (c)(3) or 501 (c)(6) codes: $
PART B
Organizations receiving funding to promote festivals, special events and tourism- related
activities through tourism - related facilities owned or sponsored by non-profit organizations or
the local jurisdiction are required to complete the attached form for EACH activity.
Name of individual who prepared report:
Phone
Page 6 of 8
E -mail
RETURN THIS FORM TO:
Jefferson County Adutin4trator's Office
P.O. Box 1220
Port Townsend, WA 98368
No later than February 280 of each year reuortins
Jefferson County Historical Society
Y
PART B
organizations receivingfunding to promote festivals, special events and tourism - related activities
through tourism - related facilities owned or sponsored by non prdfrt organizations or the local
jurisdiction are required to complete this form for EA CH activity.
Activity Name:
Activity Type (Check One):
= Event/Festival* =Facility* = Marketing*
Activity Start Date *:
Activity End Date*
Amount Requested: S Amount Awarded: $ Total Cost of Activity: S
Overall Attendance"
Projected'
Actual*
Methodology* (Check One):
RDirect Count* ' Indirect Coum*
Informal Survey* e Structured Estimate*
Total # of Attendees Who Traveled 50 Miles or More *:
Projected*
Actual*
Methodology* (Check One):
8 Direct Count* F-1 Indirect Count*
Informal Survey* Structured Estimate*
RRepresentative Survey*
Other:
RRepresentative Survey*
Other:
Of that Total, # of Attendees Who Traveled From Another State or Country*:
Projected*
Actual*
Methodology* (Check One):
RDirect Count* e Indirect Count* a Representative Survey*
Informal Survey* Structured Estimate* Other:
Attendees Who Stayed Over Night —Paid Accommodations *:
Projected*
Actual*
Methodology* (Check One):
RDirect Count* Indirect Count*
Informal Survey* a Structured Estimate*
Attendees Who Stayed Over Night —Un -Paid Accommodations *:
Projected*
Actual*
Methodology* (Check One):
8 Direct Count* Indirect Count*
Informal Survey* B Structured Estimate*
Paid Lodging Nights*
BRepresentative Survey*
Other.
RRepresentative Survey*
Other:
Projected*
Actual*
Methodology* (Check One):
RDirect Count* Indirect Count* Representative Survey*
Informal Survey* r7 Structured Estimate* e Other.
*See LTAC Yearly Reporting Definitions/Instructions below
Page 7 of 8 Jefferson County Historical Society
S
LTAC Yearly Reporting
Deli nitionw 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 evem/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 eventIfestival 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 visitorstparticipants.
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 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:
Totah 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.
Page 8 of 8 Jefferson County Historical Society
AGREEMENT
By and Between
THE JEFFERSON COUNTY HISTORICAL SOCIETY
And
JEFFERSON COUNTY
For Hotel -Motel Funding, 2015
(Gateway Visitor Center)
This Agreement is by and between JEFFERSON COUNTY (hereinafter known as
"COUNTY" and the JEFFERSON COUNTY HISTORICAL SOCIETY (hereinafter know as
"HISTORICAL SOCIETY ").
WHEREAS, the HISTORICAL SOCIETY is a non -profit corporation of the State of
Washington with the mission "to actively discover, collect, preserve and promote the heritage of
Jefferson County" and
WHEREAS, the COUNTY desires to promote tourism by providing information to guests,
supporting and staffing the Gateway Visitor Center in unincorporated Jefferson County, as well as
promoting tourism through participation at workshops, conferences and regional organizations; and
WHEREAS; the COUNTY wishes to create and operate a visitor center that can be a
destination itself, a place to learn about Jefferson County and visitors can be encouraged to spend
time in the County, not just a place to pick up brochures; and
WHEREAS, the COUNTY envisions that the HISTORICAL SOCIETY will create
opportunities to generate revenue through gift shop sales, charges for services (stocking brochures,
etc.), all of which will be retained by the HISTORICAL SOCIETY; and
WHEREAS, management of the visitor center will be at no cost to the HISTORICAL
SOCIETY with all reasonable expenses being paid for by the COUNTY; and
WHEREAS, the Jefferson County Lodging Tax Advisory Committee reviewed and
recommended funding the lodging tax proposal by the Historical Society to operate the Gateway
Visitor Center;
NOW, THEREFORE, IN CONSIDERATION of the mutual covenants and,agreements
herein, the parties agree as follows:
SECTION 1: SERVLCE5 TO BE PERFORMED
The HISTORICAL SOCIETY shall use its capabilities and utilize the funding provided under this
agreement to continue and update the ongoing performance of the following tourism promotion
services consistent with the Itemized List of Proposed Tourism Promotion Services, as maybe
reduced on a prorated basis to match the actual finding amount as compared to the HISTORICAL
SOCIETY'S funding request in its application a copy of which is incorporated herein and attached
hereto as Exhibit A, plus other tourism promotion services as outlined below:
Page I of 10 Jefferson County Historical Society — Gateway Visitor Center
a�
1. Act as a pass through agency for the purpose of staffing and operating the Gateway
Visitor Center, including scheduling hours of operation, receiving and processing
information requests, routine grounds maintenance, payment of utilities and other
activities necessary to maintain the Gateway Visitor Center as a point of visitor
contact and education: Provide entry and updates in coordination with other tourism
promotion organizations on facebook and on www.olvmpicnenninsula.org the latter
including web pages for the Olympic Peninsula Gateway Visitor Center, Tri-Area
and Port Ludlow; and perform additional tourism promotion activities consistent
with the Itemized List of Proposed Promotion Services attached hereto and
incorporated herein as Exhibit A-
2, Act as a pass through agency for the purpose of providing the staff function to
represent the COUNTY on local, regional, and statewide tourism organizations and
activities; to promote tourism in the unincorporated areas of Jefferson County,
provide staff services to the LTAC committee, including scheduling of meetings,
taking minutes, etc.
3. Prepare and submit an annual budget request to the Board of Commissioners for the
stifling and operating of the Gateway Visitor Center.
SECTION 2; RESPONSIBJLrfM OF THE HISTORICAL SOCIETY
1. Provide to the COUNTY quarterly reports of the use, services, programs and
activities of the Gateway Center and bill for quarterly payment through Hotel -Motel
Fund as provided in Section 3. Reports are due on or before January 31 (for the prior
year quarter); April 30; July 31; and October 31.
2. Provide documented proof of payments made, contracts executed, and other
expenditures authorized under this contract. Any monies under- expended to the
total funding allocated under this contract shall be refunded to Jefferson County
by December 31; 2015. Maintain the above records and back -up documentation for
bills paid for a minimum of six (6) years.
3. By February 281 each year provide the following information on the attached
form, Exhibit B, for the previous year to be included in the County's report to
Washington State Tourism.
a. Each festival, event, or tourism facility owned and/or operated by the
Gateway Center.
b. The amount of lodging tax revenue allocated for expenditure (whether
actually expended or not) by the Gateway Center on each festival, event or
tourism facility.
C. Estimated number of tourists served at each festival, event or tourism
facility. ("Tourist" includes persons traveling more than $0 miles to the
location of the event, festival or facility and overnight stays in the area).
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.
Page 2 of 10 Jefferson County Historical Society — Gateway Visitor Center
a
SECTION 3: RESPONS}BMITY OF JEFFERSON COUNTY
1. The COUNTY will provide the HISTORICAL SOCIETY funding from Hotel -
Motel Tax receipts to be used in support of their responsibilities as defined under
this agreement.
2. Said funding is in the sum of $58,500. Quarterly payments of $14,625.00 will be
made, beginning with the first quarter of 2015. Payments are to be predicated on
quarterly reports defined in Section 2. The COUNTY will make payment on the
first available billing cycle of the quarter.
4. Consult with the HISTORICAL SOCIETY on all decisions regarding design and
site considerations.
5. The HISTORICAL SOCIETY assumes no responsibility for the maintenance and
upkeep ofthe Gateway Visitor's Center (the Center). The COUNTY shall keep the
Center and the entries immediately adjacent thereto in a neat, clean and safe
condition, maintain the glass of all windows and doors thereof, and maintain the
Center and entries thereto in a good state of repair. The COUNTY shall also
maintain and repair the electrical and other utility systems within the Center together
with the roof, exterior walls and foundations thereof.
SECTION 4: DEFINITION:
Pass Through Agency: The tam pass through agency shall mean that the HISTORICAL SOCIETY
shall act as the fiscal agent for the operation of the Gateway Center, The HISTORICAL SOCIETY
shall not incur any additional financial liability for the operation of the Gateway Center in excess of
the sum listed in Section 3 above.
SECTION 5: TERM
This Agreement shall be for a term of one year, commencing on January 1, 2015 and ending
December 31, 2015, except that the reporting requirements of Section 2 above shall run to February
28, 2016.
SECTION §,=ASSIGNMENT
Either party to the agreement shall not assign this Agreement, except by signed amendment.
SECTION 7: MODIFICATION
This Agreement may be modified during the term of the agreement by mutual agreement of the
parties and appended in writing to the Agreement.
Page 3 of 10 Jefferson County Historical Society — Gateway Visitor Center
SECTION 8: TERMINATION
The Agreement may be terminated, upon thirty (30) days written notice by either parry. After
receipt of notice, and before termination, the party in default may cure the defect, in which case the
agreement shall continue in force for the full term. The COUNTY shall be refunded a pro -rated
share of the agreed funding upon termination based upon the balance of time remaining in the tern
unless otherwise negotiated.
SECTION 9: IIQLI? HARMLESS
The HISTORICAL SOCIETY shall comply with all Federal, State, and local laws and ordinances
applicable to the work to be done under this Agreement. This Agreement shall be interpreted and
construed in accord with the laws of the State of Washington and venue shall be in Jefferson
County, WA.
The COUNTY shall indemnify and hold the HISTORICAL SOCIETY, and its officers,
employees, and agents 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
(hereinafter collectively "claims") arising in whole or inpart, directly or indirectly, from
participation in this agreement, EXCEPT, those claims arising from the HISTORICAL
SOCIETY's sole negligence or breach of any of its obligations under this Agreement; provided
further that if the claims are caused by or result from the concurrent negligence of: (a) the
HISTORICAL SOCIETY's agents or employees; and, (b) the COUNTY, its officers, employees
and agents, then this indemnity provision with respect to claims based upon such negligence,
and/or the costs to the COUNTY of defending such claims, shall be valid and enforceable only to
the extent of the HISTORICAL SOCIETY's negligence, or the negligence of the HISTORICAL
SOCIETY's agents or employees.
SECTION 10: INSURANCE
1. The HISTORICAL SOCIETY shall obtain and keep in force during the term of the contract,
or as otherwise required, the following insurance with companies or through sources
approved by the State Insurance Commissioner pursuant to RC W 48.
2. The HISTORICAL SOCIETY shall maintain Workers' Compensation coverage as
required under the Washington State Industrial Insurance Act, RCW Title 51, for all
HISTORICAL SOCIETY employees, agents and volunteers eligible for such coverage
under the Industrial Insurance Act.
3. Automobile Liability insurance: Any employee, representative or volunteer of the
HISTORICAL SOCIETY who uses his or her personal vehicle in order to accomplish any
purpose of this Agreement or to accomplish any obligation of the HISTORICAL
SOCIETY under this Agreement shall within 30 days of the execution of this contract or
prior to the execution of such work in furtherance of this Agreement provide to the Clerk
to the Jefferson County Commission proof of personal automobile insurance for third
party liability (bodily injury) in an amount of not less than $250,000 per occurrence,
$500,000 aggregate. Said personal automobile insurance shall also provide coverage for
Page 4 of 10 Jefferson County Historical Society— Gateway Visitor Center
property damage liability in an amount not less than 2001/6 of the statutory minimum
required property damage insurance.
4. The HISTORICAL SOCIETY and its subcontractors' insurance policies and additional
named insured endorsements shall provide primary insurance coverage and be non-
contributory. Any insurance, self - insured retention, deductible, risk retention or
insurance pooling maintained or participated in by the County shall be excess and not
contributory to such insurance policies. The HISTORICAL SOCIETY and its
subcontractors' liability insurance policies must be endorsed to show this primary
coverage.
5. The HISTORICAL SOCIETY shall, for each required insurance policy, provide a
Certificate of Insurance, with endorsements attached, evidencing all required coverages,
limits, deductibles, self- insured retentions and endorsements and which is conditioned
upon the County receiving thirty (30) days prior written notice of reduction in coverages,
cancellation or non- renewal. Each Certificate of Insurance and all insurance notices shall
be provided to the Jefferson County Administrator's Office, P.O. Box 1220, Port
Townsend, WA 98368.
SECTION 11: INDEPENDENT CONTRACTOR
The HISTORICAL SOCIETY and the COUNTY agree that the HISTORICAL SOCIETY are an
independent contractor with respect to the services provided pursuant to this agreement. Nothing
in this agreement shall be considered to create the relationship of employer and employee
between the parties hereto. Neither the HISTORICAL SOCIETY nor any employee of the
HISTORICAL SOCIETY shall be entitled to any benefits accorded County employees by virtue
of the services provided under this agreement. 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 the HISTORICAL SOCIETY, or any employee of the HISTORICAL SOCIETY.
SECTION 12: COMPLIANCE WITH LAWS
The HISTORICAL SOCIETY shall comply with all Federal, State, and local laws and ordinances
applicable to the work to be done under this Agreement_ This Agreement shall be interpreted and
construed in accord with the laws of the State of Washington and venue shall be in Jefferson
County, Washington.
SECTION 13: DISCRIMINATION PROHIBITED
The HISTORICAL SOCIETY with regard to the project to be completed under this agreement,
will 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 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, contractors or subcontractors.
Page 5 of 10 Jefferson County Historical Society — Gateway Visitor Center
I
SECTION 14: OTEGRATED AGREEMENT
This agreement together with attachments or addenda represents the entire and integrated
agreement between the County and the HISTORICAL SOCIETY and supersedes all prior
negotiations, representations, or agreements written or oral. This agreement may be amended
only by written instrument signed by both the County and the HISTORICAL SOCIETY.
APPROVED and signed this day of 2015.
JEFFERSON COUNTY
Attest; BOARD OF COMMISSIONERS
Carolyn Avery,
Deputy Clerk of the Board
Approved ns tyF: David Alvarez, y Pr uting Attorney
David Sullivan, Chairman
HISTORICAL SOCIETY:
Authorized Official
Page 6 of 10 Jefferson County Historical Society — Gateway Visitor Center
EXHIBIT A
itemized List of Proposed Tourism Promotion Services
[Note: Historical Society shall increase total Hotel- Motel Tax expenditures to $58,500 or less]
the olyW, Pw asulaGneway Visitor Ceuta provides for a seven day- week site dedicated to the
lactation of business in Unincotporete6 Jefferson County..' We promote -all businesses in Jefferson:Cowrty
withovs.cPtarge ar itiamtieraUShintioa.
Our Ceuta is the fistopportueity the visitor lies for local infortrisition
oathe olytnP i lbearagoisa$er crossing the Hood Cori Midge on Mgkway, 11A TheVisAprCestsirls
opus 362 6W ayagrand is the only site that opens for all surnmer holiday wwkeads scheduling. Ow
Vbk,,Cester tars Valuaxrs to M a porboa of w"W safadakd oPeaissat 744 deeaced bms
tkaorgA end afSeptwsher Wrie456 oiev opentig livesmdate.. Vairmeaskeepouroptirisift
cog down. Atyear's ead over 9%of of r GTAC fowls wW be Ned to fmd Prostadonal Mmd*oedis
Pregraw beygd our lneanas. The Ceufar VmWed service to over 9;SW through the door visitors, in
2017, and vve have aee scrae 8,411 on site visitors through the end of Soptamber, 1214. We provide
oversight fitr all.laffetsonCnunty pmmotiertsl ixogYatns..lecai orregimtal, on ail levels; printed orelncaronic.
Our budget tncludesmome for Do&olffi ll9 idUhlmwd including web andphonarequests from our sift, Port
Townasd, aed ail qugtiias toy our Regional wehaha. Through and of August this yeas we have mode A787
total Waswa, duactly, by mtil,:a by delivery of promotional materials to ether sites on WA off Peninsula, this
a...er.eis�lr:4 uiaidn.m nor wrbewea,
We ftmd ->md moiMin a Jd%mos County web presence on the interact with wwsr.oivmyicneninsuta.ara and
w 2YgL>.�RS46giima.iw.M these sues raciade yea mend Wilowsto pages for Port Hadlock ,Port
bnd ow, and due Gaeosy Vituor Center We aisoprovW flaming for a Gaseway Visitor Center site is FWC
book,hnst aBlag:aite, sad .Mistress. Fortbelagfogr.. yemawes }saprovidedforaWashingt=Stoe
Parries diattil's#iot± pro am through Certified FeWer:hic on both the Seattle to Kingston and the SeasUeto
Bainbridge I4. has:
The Gateway Visitor Center staff produces Promotional products like our "Activities Map" spotlighting
ilnisaorpwutad:Jefferson County. We work to make our County proptohon more efficient: inchAft
mforfaatbag car moiling program to make use of this rttap;:amuch in= economically mailed piece. We
gaiha due hairs nor Guest Register, and, this effort enables our Marketing Committee to direct use of fiords
to beirraAoind beg locations forprorao[hin. 3dff8lleode all Tounsirn rtiated Committee meebAsS aW is
involved % th deveiopsent of Peninsula and Counq related promotional programs through: the Olympic
Peomsmla Tourism Commissioa®rd k%niun County Tourisrs Cootdwasing Council "Chair We also
prwA& for A security and insintamnce of banding, pack ng IM urileta, trash pickup, and lot cleaning;
Page 7 of 10 Jefferson County Historical Society — Gateway Visitor Center
9
Exhibit 8
Jurisdiction Lodging Tax Reporting form To Be Submitted to Jefferson County
Administrator's Office
No Later than February 2e of each Year
PART A
All organizations are required to fill out this form:
1. Organization: Year:
Total Lodging Tax Revenue Received:
2. Amount used by your organization or non -profit organizations exempt from taxation under IRS 501
(cx3) or 501 (c)(6) codes: $
PART B
Organizations receiving funding to promote festivals, special events and tourism - related activities through
tourism - related facilities owned or sponsored by non-profit organizations or the local jurisdiction are required
to complete the attached form for EACH activity.
Name of individual who prepared report:
Phone #: E -mail address:
RETURN THIS FORM TO:
Jefferson County Administrator's Office
P.O. Box 1220
Port Townsend, WA 48368
No later than February 28th of each year reoortine
Page 8 of 10 Iefferson County Historical Society - Gateway Visitor Center
PART B
organizations receiving funding to promote festivals, special events and tourism- related activities through tourism -
re7atedfacilities owned or sponsored by non-profit organizations or the local jurisdiction are required to complete this
form for EACH activity.
Activity Name:
Activity Type (Check One):
=Event/Festivat* =Facility* =Marketing*
Activity Start Date *:
Activity End Date*
Amount Requested: $ _ Amount Awarded: S Total Cost of Activity: S_
Overall Attendance *:
Projected*
Actual*
Methodology* (Check One):
RDirect Count* Indirect Count* B Representative Survey*
Informal Survey* Structured Estimate* Other:
Total # of Attendees Who Traveled 50 Miles or More*:
Projected*
Actual*
Methodology* (Check One):
Direct Count* Indirect Count*
Informal Survey* 8 Structured Estimate*
RRepresentative Survey*
Other:
Of that Total, # of Attendees Who Traveled From Another State or Country*:
Projected*
Actual*
Methodology* (Check One):
Direct Count* Indirect Count* Representative Survey*
Informal Survey* e Structured Estimate* a Other:
Attendees Who Stayed Over Night — Paid Accommodations *:
Projected*
Actual*
Methodology* (Check One):
8 Direct Comm* Indirect Count*
informal Survey* Structured Estimate*--
Attendees Who Stayed Over Night — Un -Paid Accommodations *:
Projected*
Actual*
Methodology* (Check One):
RDirect Count* e Indirect Count*
Informal Survey* Structured Estimate*
Paid Lodging Nights *:
Projected*
Actual*
Methodology* (Check One):
gDirect Count* Indirect Count*
Informal Survey* 8 Structured Estimate*
RRepresentative Survey*
Other.
8 Representative Survey*
Other:
8 Representative Survey*
Other:
*See LTAC Yearly Reporting Defutitions/Instructions below
Page 9 of 10 Jefferson County Historical Society — Gateway Visitor Center
a
LTAC Yearly Reporting
DefinitionsAnstrtletions
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 ==her 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.
Page 10 of 10 Jefferson County Historical Society — Gateway Visitor Center
AGREEMENT
By and Between
THE JEFFERSON COUNTY TOURISM COORDINATING COUNCIL
And
JEFFERSON COUNTY
For hotel -Motel Funding 2015
This Agreement is by and between JEFFERSON COUNTY (hereinafter known as
"COUNTY" and the JEFFERSON COUNTY TOURISM COORDINATING COUNCIL
(hereinafter known as "TCC).
WHEREAS, the COUNTY desires to promote tourism by providing information to guests,
support and staff to information centers in unincorporated Jefferson County, as well as workshops,
conferences and materials to enhance productivity of visitor information centers in the promotion of
the tourism industry; and
WHEREAS, the Jefferson County Lodging Tax Advisory Committee reviewed and
recommended funding the lodging tax proposal by the Jefferson County Tourism Coordinating
Council to implement a strategy for the unincorporated area of Jefferson County to promote tourism
activities;
NOW, THEREFORE, IN CONSIDERATION of the mutual covenants and agreements
herein it is agreed by the parties as follows:
SECTION 1: SERVICES TO BE PERFORMED
The TCC shall use its capabilities and utilize the finding provided under this agreement to continue
and update the ongoing performance of the following tourism promotion services consistent with
the Itemized List of Proposed Tourism Promotion Services, as maybe reduced on a prorated basis
to match the actual funding amount as compared to the TCC'S funding request in its application a
copy of which is incorporated herein and attached hereto as Exhibit A, plus other tourism
promotion services as outlined below:
1. Adopt and implement a strategy for the unincorporated area of Jefferson County to promote
tourism activities, consistent with the TCC Draft Budget for 2015 and Itemized List of
Proposed Tourism Promotion Services, a copy of which are incorporated herein and
attached hereto as Exhibit A.
2. Be the focal point for community involvement, act as a clearinghouse for community
organization, and participate in the distribution of Hotel Motel Tax funds budgeted for
tourism promotion.
3. Prepare and submit an annual budget request to the Board of Commissioners based on the
adopted strategy, for consideration for appropriation.
Page: 1 of 11 Tourism. Coordinating Council
4. Coordinate with the City of Port Townsend, State of Washington, United States
Government and other public and private agencies in the use of Hotel Motel Tax funds and
the promotion of tourism activities.
SECTION 2: RESPONSIBILITIES OF THE JEFFERSON COUNTY TCC
1. Provide to the COUNTY quarterly reports of the use, services, programs, activities,
revenue collected and money distributed of the TCC. Reports are due on or before
January 31 (for prior year quarter); April 1; July 1; November 1.
2. Provide documented proof of payments made, contracts executed, and other: expenditures
authorized under this contract. Any monies under- expended to the total funding allocated
under this contract shall be refunded to Jefferson County by December 31, 2015.
Maintain the above records and back -up documentation for bills paid for a minimum of
six (6) years.
3. By February 28th each year provide the following information on the attached form,
Exhibit B, for the previous year to be included in the County's report to Washington State
Tourism.
a. Each festival, event, oar tourism facility owned and/or operated by the TCC (if
applicable).
b. The amount of lodging tax revenue allocated for expenditure (whether actually
expended or not) by the TCC on each festival, event or tourism facility listed in "a"
above (if applicable).
c. Estimated number of tourists served at each festival, event or tourism facility listed in
"a" above. (" Tourist" includes persons traveling more than 50 miles to the location of
the event, festival or facility and overnight stays in the area).
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.
SECTION -3: RESPONSIBILITY OF JEFFERSON COUNTY
1. The COUNTY will provide the TCC ftmdmg from Hotel -Motel Tax receipts to be used in
support of their responsibilities as defined under this agreement.
2. Said funding is in the sum of $91,425 for 2015. Monthly invoices should be submitted to
the County by the last day of each month and the County will make payment in the fast
scheduled billing cycle immediately following receipt of the invoices.
Page: 2 of 11 Tourism Coordinating Council
SECTION 4: TERM
This Agreement shall be for a term of one year, commencing on January 1, 2015 and ending on
December 31, 2015, except that the reporting requirements of Section 2 above shall run to February
28; 2016.
SECTION 5: ASSIGNMENT
Either party to the agreement shall not assign this Agreement, except by signed amendment.
SECTION 6: MODIFICATION
This Agreement may be modified during the term of the agreement by mutual agreement of the
parties appended in writing to the Agreement.
SECTION 7: TERMINATION
The Agreement may be terminated, upon thirty (30) days written notice by either party. After
receipt of notice, and before termination, the party in default may cure the defect, in which case the
agreement shall continue in force for the full term. The COUNTY shall be refunded a pro -rated
share of the agreed funding upon termination based upon the balance of time remaining in the term
unless otherwise negotiated.
SECTION 8: COMPLIANCE WITH APPLICAKE LAWS
The TCC shall comply with all Federal, State, and local laws and ordinances applicable to the
work to be done under this Agreement. This Agreement shall be interpreted and construed in
accord with the laws of the State of Washington and venue shall be in Jefferson County, WA.
APPROVED and signed this day of
Attest:
Carolyn Avery
Deputy Clerk of the Board
, 2015.
JEFFERSON COUNTY
BOARD OF COMMISSIONERS
David Sullivan, Chairman
Date
Approved as to Form: JEFFERSON COUNTY
2[13 TOURISM COORDINATING COUNCIL
David Alvarez, Deputy i III Authorized Official Date
Prosecuting Attorney
Page: 3 of 11 Tourism Coordinating Council
EXHIBIT A
TCC Draft Budget for 21195
& Itemized List of Proposed Tourism Promotion Services
[Note: TCC shall increase total Hotcl -Mote) Tax expenditures to $91,425 or less]
x" 2M
AdwrSMna 0o6gsral
S%M
41x164
SIMO
Ladokp Wtplaa Inowft yCaadn
MAW
SM
ChWVWW LOdOV UMfor Aet IMP
3000
3600
8o
(CohoAd)
611500
SIAM
W
Rapt" J WOS,Ay Map
83AM
$4AO
M
AdMf&ftTr14
So
SOM
61A00
Waww TiwwOd Aa Rwkw
$ZODO
35.000
$3.000
Vwb wo* eOM106,pas
400
.. fRSD .
so
A*AWG ae- AMOWMft
$3SD6►
41AM
8tA#9FMC
474,004
S%M
p
MOWMwin"
$8.000
86,000
81,000
FAM ToW&*W
VU
$1.480
SM
Oly p CL*" LOOP
KOM
561000.
. $7.000
OyltpkPrlYUWa Taxian&wtrutfaS orarbrc
12AM
S6;oo0
w
WTAPWkOPOM
W6.
M
$0
YeW,ra+Pd CemW4n .
$11Aop
$01005:
4 ew
..
pie Pw6u�TaMpn Cpn04Mon
R�,SO6
' �A05
So
OPTC
317,000
$7!.000
So
Meta: fanKagnalaNAhA LWOW,PL
Medbck OAIW6 040911W
f14A0S
M&M
4800
CoaWobwdAArFStlOq, Wj1gKalc.
$11,00o
S11,p7o
So
Tra•/M. ftsww Cep", OM" OOK68%aa.
SY.000.
.51900
4WO
coftM Cdit
3200
4260
b.
40106
$o
So
so
Tourism Coordinating Council
I
EXHIBIT A
TCC Draft Budget for 2015
itemized List of Proposed Tourism Promotion Services
[Note: TCC shall increase total Hotel -Motel Tax expenditures to $91,425 or less]
omniPeaensmosueakapad Olympic surflmits!. "��-- ` ---_, w:.... -. _...,...
The Jaffaraoa Caamty tourism messeW is as broadamldivaseas ow Cosmy is. Frans bbmw saps Ward. to
ttsle!oai4 a &ituon a �CNmanam Ys!kF..�Wi>:a &aa�p3irYio& amwhare acedaA staring rhea u�vism
toaoead b the paisawy work of the TCC (Toasism CoradonessigCosesil ofleffmaa Corm y)..
The Vassar OfdiueeaavasMieas tidiseWy evident in the onsaing aftheovestt Obq,*peaoUjn
Tosrpm>nestfto add Point.
1
Ohm* National Park we oersed 1.72 MOM Violable toss pm Asst. A25.39G inerease
over 2013. The sia*-higLmFaYondetwe sionds ewer raeaded for at Park and an rswk to posidwy
heads the earned record of 3.84 Maine viadaes set in 19971
yew toDOW Cowty HOW /B,mtallodgtngTax reweavea ap 13% ova bodad
)ream DW Cormy HOW /MOW Lod®ogrevemais tp13.49%ow the 4- yearaverage
for the Sam period
� s....,. w. t....,:. a ..:...:............:. u. .....:_- tee_....- ^ ---,'-- ._....
net good raves isAst thane's soamrh to about!
Research isdiaamadva toraiencing&aolympde Petsmdaa a' tat" typedestieatian. k's wholly
=41k -.
TOCprepoeeaa tQft WoededW eery tbrotagh the &aRowingbtr (EdiW G) tatepries.
Ad"AAMM .10aft .................................. $3S,"
IWOA '1ehN t'aeapr+tgux ........... $13,wo
m.. We Partner with As^ Chdion'trdthe Lake Qaimadt
ty for barren buying pam on promotions and edmnarog and to
he package. The asmmom does 90 recagtai Offs my 1oros and
da W06MU paraasoambioo firads to aware that out promotions
o faire advartta POf9=nDM es ofsoale is Piro, radio, Web and
eat be able to afford to its owl This&OJ (Rarer On Invannent)
od job bringing vista s to Jdfassion Cotmty as Mustrased by
A. Dar Reaper RWmt, Wadaiagaa %ft Cotamy Two] bripact
Vishor 9podiog at Dostination ban coca asedycdean raw *an a
dor" the Great Raseasaton. This vary positively ie0ects Ow Work
Page: 5 of 1 I Tourism Coordinating Council
EXHIBIT A
TCC Draft Budget for 2015
& Itemized List of Proposed Tourism Promotion Services
[Note: TCC shall increase total Hot&Motel Tax expenditures to $91,425 or less]
s.,;,:s
Travel.....
wra+st WAWu wamV9 eseeamnma I=a mecwatem for oryoft msgOtgle, tsWOM marketing. WTA is
a to 1993, Cokn&
ehan kiftd -iu tourism matkc* foxed^ wren its $12 mrUioa premobw budW Ym ew to ;W; As a result,
COknmtls's dmmafic mmlmtshm Rlv Pd 30%wittmtwo ycros, NVOOMft a kaaofover S2 billion in
twMMroveW mmrwlly. InThrecstegmycoves bem nlaaiseiou torte aamw mtwwkw& sad
edacatimW s wMitfortwo TCC members, ndUwe]. In 2011 WA MW dosed the Steae tourism o8im.
UmPgtft vMWM Wk WWA budgeb rmtgefrom$10and360xifflm.
Olympic PsnkWAb TOW180 CwftwbtIOn ..................... S21900
Iris is the potcore Offnada dW are oar9ib4ed to the Out nwkbth* efforts of the obvo, Pftwwila
rowiemC*"M3sM(0FW). wb"bmdes overall muWwg of Ow Obnq a Pw nn* of whwb TCC is a
Pmtaer, wins much vftw force: The fwtds.5om the OMM span M adivmfwd awnnw fachwn print,
VAb. Mdlo, trade shows, rtelwwbns to promote mmfsm to Ow o" is Pereneala; in 2009, OPTC was
Page: 6 of 11 Tourism Coordinating Council
EXHIBIT A
TCC Draft Budget for 2015
& Itemized List of Proposed Tourism Promotion Services
[Note: TCC shall increase total Hotel -Motel Tax expenditures to $91,425 or less]
MWMNMW inP0lpMngaiesionalwaWte ,.elyta ;org;in widchallCl mbenamtVisuoa
Casorsmikeoiympie Peaiauk meableto manage ti ar am and ieciuda
ShMUOM WWarIOW=in 9W theyfoelis .All and prom sdonebyOnC.
poiottofkatwe9aile, w) tickco�osnformetiona &mrtlst�aenCpwiy '. ,te�nr�tt,evuas.s
bodd. avoyllsift rwkn Used to know to draw them m Jeffersancounty,
ktadditloo,oliwisit srummpplmpromnaswpm ar9deaabautftolysimPau4reideiopno ,web,
eke, t6atwotdddostanaumNal$ t1. 2im41iohamualiy( SaEEaA�tD ,"OlympcPetina�tlaViaitorStveau
MediaCmaagd3wemoary, Estimated Pulilicity Value: $11,208,217, Estimated Online Impression:
$324y1t,032�
J o!%rsee County TOC "Jesse was OMtpuf sl}ave1PlaW sea covers *awbokOir"
Paainsisla end Moludis60 Lodging Guides sorn . each aaeaofmaOirmpiePauinnstda ,+nciudinjeiltitson
coRSeaeal....................................... f43,M
i• AdcousidabagJ.odMcaide ...SM
l nCaumyTCCwi &•PMTowasmdlop*h*d*Ledp*OAu eslbr bee jeffeson
ComnyaadFat TGavamdia An Port Townsend LaderCelrwsy Guide, w>Wi is distributed along tir:.t•5
endsdmed in wen in on OWolympiePemmula
Paid :molested edust listings'opdahs $500
Ikeiso wsekAad yapidc updates fastaarien Jeffa'son Calmly need o popular vis ms cenmr
pad ureps, Jel1Co. AetivKy Mapaudotter potion nom
(Jp lawilyXch': $1,5W
naviceka�> a�eau�ary�a�otr�tegia�tdmattstine " ase�„asmea�rccanaralww
olysepit, Pmmviawwiun pertlwntolarkoiptuam.someof W sessinew soisedglod, WW we V"
Opportunities PmvWiUvWbft ifi ml) an s to aoplapaed aysisti, &g the 2013 Palerai Government
s"Wessinstins t g a close Of Olympic NMMW PA* MdOmOmmOm mob as Kalaloch Lodge.
Opposaual,A&va *distdie Paunsulais still " open,fwbusinener,as well asbdp fund a -Were
eckt" campsi�t past 3sgoaratiott
':?e'tf!'JdaP $4,000
Ttdscmemrskalagaedltnlrismintaless "awllataalwansually printed, ( wnptyJ0,0M), end tiroadly
matribumd;tmoygba,ut6n
RdvmnaeThtuFmjecrs ............. $5,000
From dseaafieroHy W.Wis e Waterfall Trail Water Trail trod me, the 3alob Sea sidelffisneft ofowr C ascada Maine TtsiL EQOaoiw, Whiles, to the still growingOlympic Discov«y 1'n0 Win) tads we plenty of worth'"
ttai�wldohidPmtokttni :alltheaijoYmarsopParamwdom
Tha . w
kmeb "Misdagly sl, ad Consumer demand worsens and additional pinings re
fe$Pm=tD l A;ddainnetroad nesbonketrghtwideaodaimaud rforJefferson.
Comaysad�aLkyrrmic.Pmisatds, snd.ffissa foods wip Atha wmk w tIK•brochrres, Ehdr
welieiks, arleallipsagi" and unional efforts asthuae ass, P40Yolympgepu asub
W" Agofth+m trails tabsmuch moxdnu one dap tome and do vkmh once ibuta to intunsir g ase
atu tourist stays islodgirW arise Jet7msnn camty
aB .. $1150
TCC cooboon to leverage the wellestabbdied power ofOl .or& Umg with soategically
tef ng 60 VisitT'heDuagomoom site to TLC's new EnjoY0lympirPeniasuls aom six.
This new sloe atlda ft aeigb MAY popular" of the long successthl SnjoyPr.cam totse consumer's digital
voc" Noy. After :much research and discussion TCC also ndkflitts iwvnetsarch corm quesms to
fiajoy64ympicPenrnaula througfi companion domain; H=rWAlteOlymPkPeaMrik Tosve101ympicPariusula
and. ExpernmOlympiopemoside, 3mrceusfw mgagetnem wiihtnvel writers and pawer ul leveraging of
amW social media menumaofEnjoyolymFcPenirouWbm11uicklyexceed all Pan Porforme ceofTC'C's
previously -D=W handeddilltal media psteenee..
Page: 7 of 11 Tourism Coordinating Council
EMISIT A
TCC Draft Budget for 2015
& Itemized List of Proposed Tourism Promotion Services
[Note: TCC shall increase total Hotel -Motel Tax expenditures to $91,425 or less]
CvwdbsWn tr hbdmft MaK etc.... St2 tfb6
A cooftobd tAffpm wisptadS1,000,ptrmomhtodo = coadlsaio%pomoftof
invocaUft pWwabm mdcowdmbWofmm s,dVKft WMMUMM and .IMd ftmn=ts,
wagellTMtadtentedmodmV , apb*a etid$Kupu9lsWinOn Tmd Piamarexh
year, 5lliNg OW ra domemmps, coo b .N dinBAO*OM m%mmng witL
iad8iag8 geisgand fall o
TCC Comwoes:fgww a:........._ .$2,WD
tout TCC oam ofdoiag noWnm expemfts with wmplemmung&e.yw
to
Cboorenae Cmtat :.... ............ 3300
TCC faM aw eomtammm to Open MeoUM OwWato mof confwweaH techavlogie& This Pmmju
Vt&ftMTema! OMMof lei' eaan. CamtymaWWT (XMeetaga via atw4meam -m
ocansc im. TCCAaape nisOft to=a Conference CiRipg•SysWatewnedby olymW Penirwaa vis",
awewwttl"aat*W&A*. bwwew, we =at 1+RyThe fAr *:timethawe+Witdutm*e
Page: 8 of i 1 Tourism Coordinating Council
Exhibit B
Jurisdiction Lodging Tax Reporting Fame - To Be Submitted to Jefferson County
Administrator's Office
No Later than February 2e of each Year
PART A
All organizations are required to fill out this form:
1. Organization: Year:
Total Lodging Tax Revenue Received: $
2. Amount used by your organization or non -profit organizations exempt from taxation under IRS Sol
(c)(3) or 501 (c )(fi) codes: $
PART B
Organizations receiving funding to promote festivals, special events and tourism - related activities through
tourism - related facilities owned or sponsored by non-profit organizations or the local jurisdiction are required
to complete the attached form for EACH activity.
Name of individual who prepared report:
Phone #: E -mail address:
RETURN THIS FORM TO:
Jefferson County Administrator's Office
P.O. Box 1220
Port Townsend, WA 98368
No later than February 28t' of each year renortine
Page 9 of 11 Tourism Coordinating-Council
PART B
Organizations receiving fzarding to promotefestivals, special events and tourism- related activities through tourism-
related facilities owned or sponsored by non-profit organizations or the local jurisdiction are required to complete this
form for EACH activity .
Activity Name:
Activity Type (Check One):
Q
Event/Festival' Q Facility* =Marketing'
Activity Start Date *: Activity End Date*
Amount Requested: $ Amount Awarded: $ Total Cost of Activity: $
Overall Attendance:
Projected*
Actual*
Methodology* (Check One):
RDirect Count* Indirect Count*
Informal Survey* e Structured Estimate*
RRepresentative Survey*
Other:
Total # of Attendees Who Traveled.50 Miles or More *:
Projected*
Actual*
Methodology (Check Once):
Count*
Indirect Count*
Representative Survey*
RDirect
Informal Survey*
B Structured Estimate*
Other:
Of that Total, # of Attendees Who Traveled From Another State or Country*:
Projected*
Actual*
Methodology* (Check One):
Count*
Indirect Count*
Representative Survey*
RDirect
Informal Survey
8 Structured Estimate*
e Other.
Attendees Who Stayed Over Night - Paid Accommodations *:
Projected*
Actual*
Methodology* (Check One):
Count*
Indirect Count*
Representative Survey*
eDirect
Informal Survey*
8 Structured Estimate*
B Other:
Attendees Who Stayed Over Night — Un -Paid Accommodations *:
Projected*
Actual*
Methodology* (Check One):
eDirect Count*
Informal Survey*
Indirect Count*
8 Structured Estimate*
Representative Survey*
B Other:
Paid Lodging Nights :
Projected*
Actual*
Methodology (Check One):
Cant*
Indirect Count*
Representative Survey*
BDirect
Informal Survey*
8 Structured Estimate*
a Otter:
*See LTAC Yearly Reporting Definitions/Instructions below
Page 10 of l l
Tourism Coordinating Council
I
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 -mined 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 parsons 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 Q 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.
Page 11 of 11 Tourism Coordinating Council