HomeMy WebLinkAbout022315_ca04JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
CONSENT AGENDA REQUEST
TO: Board of County Commissioners ` l'
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FROM: Philip Morley, County Administrator
DATE: February 23, 2015
RE: Agreement Re: Staff Support for Tourism Coordinating Council; In the
Amount of $12,000; Tourism Coordinating Council; Steve Shively
STATEMENT OF ISSUE: Board approval is recommended of a contract with Steve Shively,
dba S3 Solutions, to provide staff support services to the County's Tourism Coordinating
Council (TCC).
ANALYSIS: This agreement provides basic staff support to the TCC.
FISCAL IMPACT: This expenditure of $12,000 in 2015 falls within the TCC's budgeted
allocation for this year.
RECOMMENDATION: Approve the proposed agreement.
REV Z WED BY: .
Philip Mor ount�mi ator
Date
Jefferson County Tourism Coordinating Council
Marketing Coordinator Agreement
The purpose of this Agreement is to outline the duties and responsibilities of the
Jefferson Tourism Coordinating Council Marketing Coordinator, Steve Shively, DBA
as S3 Solutions. This Agreement also outlines the Jefferson County Tourism
Coordinating Council, (designated as TCC in this Agreement), responsibilities to
contractor in terms of payment and oversight. This Agreement for Professional
Services is entered into by Jefferson County, the TCC, a Marketing Promotional
Advisory Council formed by and for Jefferson County, WA, and Steve Shively, DBA S3
Solutions. TCC operates pursuant to Jefferson County Resolution 78 -03 and the
TCC's adopted Bylaws.
All compensation received on behalf of S3 Solutions is for services as an
Independent Contractor, not as an employee of Jefferson County TCC. The
compensation for performing the specified services shall be $1,000.00 per month,
payable upon receipt of monthly invoice.
Upon execution by all parties, this renewable agreement is for a term of January 1,
2015 through December 31, 2015, unless a mutually agreed extension is executed by
all parties, or unless terminated as provided herein. Either TCC or S3 Solutions may
terminate this agreement within 30 days' notice, for any reason or no reason, by
written notice to other party. TCC will compensate S3 Solutions for services
rendered up to Date of termination.
This agreement shall be governed in accordance with the laws of Washington State.
If any court determines that any part of this agreement is invalid or unenforceable,
all parties agree that all other parts shall remain in force and in effect to the extent
permitted by law.
This agreement is binding on the parties' successors, and administrators
Jefferson County, WA is the county of venue for any judicial proceeding arising out of
this Agreement.
TCC Marketing Coordinator Duties covered by Contract will be as follows:
1. To oversee and implement all Media Marketing programs, print, internet, or
other media, that have been discussed and developed by the Jefferson County
Tourism Coordinating Council; and to advise TCC members of best avenues
for success in Jefferson County media promotions aimed at overnight and
extended stays in local lodging.
Coordinate between TCC, (Jefferson County Tourism Coordinating Council),
OPVB, (Olympic Peninsula Visitor Bureau), and OPTC, (Olympic Peninsula
Tourism Commission), on Spring and Fall Campaigns, web based promotions,
ads, etc. These Campaigns are formulated in partnership, TCC, OPVB, OPTC
and are executed by OPVB as lead entity.
3. Coordinate with Marketing and Ad Reps, and help facilitate Cooperative
promotions and giveaways associated with these programs.
4. TCC Meetings:
Attend TCC, J.C. LTAC and OPTC meetings, and provide input related to
Marketing venues provided by TCC to address Jefferson County Lodging
promotional needs.
Set meeting dates and venues for TCC with input from Committee, and
advertise meeting in Jefferson County Leader.
Send meeting notices to Board Members, and all interested parties. Meeting
agendas should go out to the board no less than 4 days prior to meeting,
(gives time to review and or add). Record meeting, download media archive
and file.
Take minutes during meeting. After meeting, prepare Minutes, distribute to
TCC members. Meeting minutes and supporting documents should be
distributed for comment /review within 7 days of meeting.
Prepare meeting documents: Agenda, Minutes, Financial Report, and any
additional information in support of needs at the moment.
Report on current programs, Media Campaigns, and advise TCC members on
ideas as to best achieve success in advertising.
Disseminate all pertinent information via email, phone, or hard copy, much
of this is pass -a -long from OPTC.
5. Represent TCC as assigned on regional and state marketing organizations, i.e.
collaboration through OPTC.
6. LTAC, TCC Budget Proposal:
Organize Annual TCC Meeting in November. Meet with TCC Chair and TCC
Co- Chair to design budget for coming year
Fill out application for LTAC funding, write use descriptions, present
application to LTAC committee, prepare and transmit required reports on
TCC's activities to LTAC.
7. Invoices & Accounting:
Receive invoices for reimbursement, process for approval by the TCC Chair,
(room rental, Facebook ads, office supplies, etc), deliver original to Auditor's
office for payment, file second original in file. Check with county to see if
payment has been issued. Keep track of financial matters: totals of invoices,
moneys due, etc. Produce up to date Budget for TCC committee meetings.
8. Printed Collateral:
Coordinate with TCC Chair, Gateway Visitor Center and appropriate partners
for reprints like our Activity Map.
9. Lodging Lists:
Coordinate with TCC Chair and Gateway Visitor Center, who updates, and
coordinates with receiving information, about these updates on Lodging
Lists.
Interact with Lodgings on any pertinent matters.
10. Social Media:
Coordinate management of social media on behalf of the TCC.
11. Legislative Representation:
Write letters, make phone calls, interact with Legislative Representatives,
when needed.
Jefferson County Tourism Coordinating Council responsibilities:
The TCC will provide direction, oversight, and funding as agreed upon for Marketing
Coordinator during each TCC Budget yearly cycle and will provide, agreed upon,
stipends for travel, mileage and expenses in -line with County / WA State per diem
travel parameters, and funds for necessary expenses as may be authorized by the
TCC, such as printing, office needs and other related authorized TCC expenses.
IN WITNESS WHEREOF:
The parties have signed this contract on the date noted:
Jefferson County Tourism
Coordinating Council
�z�s
Bill Roney, Chad Date
Jefferson County Board of
County Commissioners:
David Sullivan, Chair Date
Attest:
Carolyn Avery
Deputy Clerk of the Board
Steve Shively, DBA S3 Solutions
2 s
Date
Approved as to Form:
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Date David Alvarez Date
Deputy Prosecuting Attorney