Loading...
HomeMy WebLinkAbout012317_ca05Consent Agenda Commissioners Office JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Philip Morley, County Administrator FROM: Leslie Locke, Executive Assistant DATE: January 23, 2017 SUBJECT: AGREEMENT (11) re: 2017 Hotel Motel Grant Funding; 1) In the Amount of $20,000; Centrum; 2) In the Amount of $64,076; Jefferson County Historical Society (JCHS); 3) In the Amount of $65,000; Jefferson County Historical Society (JCHS) - Gateway Visitor's Center; 4) In the Amount of $29,535; Forks Chamber of Commerce; 5) In the Amount of $7,714; Jefferson County Public Works, Olympic Discovery Trail; 6) In the Amount of $5,000; WSU Extension Farm Tour; 7) In the Amount of $28,140; Jefferson County Parks & Recreation; 8) In the Amount of $15,985; Quilcene Historical Museum; 9) In the Amount of $53,800; North Hood Canal Chamber of Commerce; 10) In the Amount of $135,000; Tourism Coordinating Council (TCC); 11) In the Amount of $3,500; Quilcene Fair & Parade Association STATEMENT OF ISSUE: This agreement provides grant funding for 2017 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) Fund. FISCAL IMPACT: • Centrum: $ 20,000 • Jefferson County Historical Society: $ 64,076 • Jefferson County Historical Society Gateway Visitor's Center: $ 65,000 • Forks Chamber of Commerce: $ 29,535 • Jefferson County Public Works Olympic Discovery Trail: $ 7,714 • WSU Extension Farm Tour: $ 5,000 • Jefferson County Parks & Recreation Campgrounds: $ 28,140 • Quilcene Historical Museum: $ 15,985 • North Hood Canal Chamber of Commerce: $ 53,800 • Tourism Coordinating Council: $135,000 • Quilcene Fair & Parade Association: $ 3,500 RECOMMENDATION: Approve and sign the agreements. + *' BY: Philip Morl or Date: AGREEMENT FOR 2017 HOTEL -MOTEL FUNDING FOR TOURISM SERVICES CENTRUM This Agreement is by and between JEFFERSON COUNTY (hereinafter known as "COUNTY" and the CENTRUM (hereinafter known as "CENTRUM"). WHEREAS, the CENTRUM is a non-profit corporation of the State of Washington; and WHEREAS, the COUNTY desires to promote tourism in unincorporated Jefferson County, as authorized by Chapter 67.28 RCW and Jefferson County Code Chapter 3.25; and WHEREAS, the Jefferson County Lodging Tax Advisory Committee reviewed and recommended funding the lodging tax proposal by Centrum to implement a strategy for the unincorporated area of Jefferson County to promote tourism activities; IN CONSIDERATION of the mutual covenants and agreements herein it is agreed by the parties as follows: SECTION 1: SERVICES TO BE PERFORMED The CENTRUM shall use its capabilities and utilize up to $20,000 of funding provided under this agreement to continue and update the ongoing performance of the tourism promotion services consistent with the Itemized List of Promotion Services and Lodging Tax Budget, a copy of which is incorporated herein and attached hereto as Exhibit A. SECTION 2: RESPONSIBILITIES OF CENTRUM: On or before April 30; July 31; October 31, 2017; and January 31, 2018, provide to the COUNTY: • A quarterly report of the use, services, programs and activities of the CENTRUM under this Agreement for the prior quarter; • 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 2017. 2. On or before January 31, 2017, provide to the COUNTY: • A billing statement requesting payment of Hotel -Motel Funding for the current year. 3. 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. Page: 1 of 9 Centrum 4. 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, 2018. By February 28th of each year provide the following information on Exhibit B, attached hereto and incorporated by reference for the previous year. a. Each festival, event, or tourism facility owned and/or operated by CENTRUM. b. The amount of lodging tax revenue allocated for expenditure (whether actually expended or not) by the CENTRUM 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 CENTRUM 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 $20,000 for 2017. Payment is to be predicated on submittal of reports defined in Section 2. Payment will be made by the COUNTY upon receipt of an invoice on the next available billing cycle. SECTION 4: TERM This Agreement shall be for a term of one year, commencing on January 1, 2017 and ending on December 31, 2017, except for the reports referenced in Section 2, due January 31, 2018 and February 28, 2018. 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. Page: 2 of 9 Centrum SECTION 7: TERMINATION The 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. The CENTRUM 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, CENTRUM 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. SECTION 8: HOLD HARMLESS The CENTRUM 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 CENTRUM's negligence or breach of any of its obligations under this Agreement; provided that nothing herein shall require the CENTRUM 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 CENTRUM'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 CENTRUM's negligence, or the negligence of the CENTRUM's agents or employees. The CENTRUM specifically assumes potential liability for actions brought against the COUNTY by the CENTRUM's employees, or any other persons engaged in the performance of any work or service required of the CENTRUM 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 CENTRUM recognizes that this waiver was specifically entered into pursuant to provisions of RCW 4.24.115 and was subject of mutual negotiation. SECTION 9: INSURANCE The CENTRUM shall obtain and keep in force during the term of the Agreement, or as otherwise required, the following insurance with companies or through sources approved by the State Insurance Commissioner pursuant to RCW 48. The CENTRUM shall maintain Workers' Compensation coverage as required under the Washington State Industrial Insurance Act, RCW Title 51, for all CENTRUM employees, agents and volunteers eligible for such coverage under the Industrial Insurance Act. Page: 3 of 9 Centrum SECTION 10: INDEPENDENT CONTRACTOR The CENTRUM and the COUNTY agree that the CENTRUM 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 CENTRUM nor any employee of the CENTRUM 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 CENTRUM, or any employee, representative, agent or contractor of the CENTRUM. The CENTRUM shall be responsible for all applicable withholdings, deductions, state industrial insurance, tax reports, business licenses, registrations, and all other obligations of an independent organization. SECTION 11: COMPLIANCE WITH LAWS The CENTRUM 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 12: DISCRIMINATION PROHIBITED The CENTRUM 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. Page: 4 of 9 Centrum SECTION 13: INTEGRATED AGREEMENT This agreement together with attachments or addenda represents the entire and integrated agreement between the County and the CENTRUM 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 CENTRUM. APPROVED and signed this day of January, 2017. JEFFERSON COUNTY Attest: BOARD OF COMMISSIONERS Carolyn Avery, Kathleen Kler, Chair Deputy Clerk of the Board Approved as to Form: CENTRUM Michael Haash/2'L rb Authorized Official Prosecuting Atto ey / Page: 5 of 9 Centrum EXHIBIT A Itemized List of Proposed Tourism Promotion Services and Centrum Lodging Tax Budget [Note: Centrum shall decrease total lodging tax expenditures to $20,0001 JazzTimes Magazine, March and April 2017 editions. JazzTimes has a circulation of 70,000 magazine readers, 30,000 newsletter subscribers, 215,000 Facebook likes/Twitter followers, & 275,000 unique visitors to lazztimes.corn with 44%ODD pageviews. S1,81S Display ad promoting all of Centrum's programs in Olympic Peninsula Getaway guide, March 2017 edition. Olympic Peninsula Getaway has a circulation of 2i7D,000 including Washington State Ferries. $630 Two Me "advaertoriar ($6,114 opportunity cost, half paid by Centrum, hall` by Fort Worden) promoting annual Centrum programs in the MV Coho Magazine. MV Coho Magazine (90,000 copies annually) is the on -beard publication of the ferry MV Coho, the only carrier to provide year --round transportation service between Port Angeles and Victoria, with 400,000 passengers annually. $3,057 • 40 underwriting announcements on KUOW-FFM for Centrum's Summer Season "rams, during May and June 2017. KUOW-FM reaches 342,700 listeners throughout western Washington each week. Fifty seven percent of KUOW's listeners live in households with a yearly income of over $75,Ot1•0, and 45 percent live in households with income of more than $100,OD0 per year. $3,000 40 underwriting announcements on KPLU-FM for Jazz Port Townsend and Port Townsend Acoustic Blues Festival, during May and June 2017. KP'LU-FM reaches 309,000 listeners throughout western Washington each week. $3,S70 + Quarter page display ad promoting Port Townsend Writers! Conference in Poets and Writers Magazine, March/April and May/June 2417 editions. This magazine has a circulation of over 100,000 with people throughout the US who take their writing vocation seriously. Poets and Writers Magazine provides the most comprehensive listing of literary grants and awards, deadlines, and prizewinners available in print- $1,818 • Display ads promoting Jazz Peart Townsend in DownBeat Magazine, March 2017 Jazz Camp Guide and May 2017 Summer Festival Guide. Downgeat Magazine has a circulation of 68,000 for people throughout the US who love jazz. $1,780 Display ad promoting Young Artist Project Explorations and Water World programs in the Bellingham Herald, February 2017. Bellingham Herald has a circulation of more than 57,000 people In and near Bellingham. $228 • Quarter page display ad promoting Writers' Conference in the Writer's Chronicle, February 2017. Writer's Chronicle has a circulation of 35,000 with an estimated readership of 54,00D people throurghout the U.S. $572 • % page display ad promoting Jazz Port Townsend in the program guide for Victoria Jazz Festival. %Actoria Jazz Festival has aro audience of 43,000 people. $1,312 Page 6 of 9 Centrum Display ad promoting Young Artist Project Explorations and Water World programs In the Central Ititsap Reporter, February 2017. Central Kitsap Reporter has a circulation to over 18,000 households in Silverdale and Central Kitsap County. $2SO + Two display ads promoting Part Townsend Acoustic Blues Festival in Acoustic Guitar Magazine and on their website in April and May 2017. Acoustic Guitar Magazine h as readers throughout the US who like blues and other styles of guitar. $2,150 • Display ad promoting Port Townsend Acoustic Blues Festival in the Festival Guide issue of Living Blues Magazine, April/May 2017. Living Blues Magazine has a circulation of 16,000 with people throughout the US who like blues. $600 Display ad promoting Young Artist Project Explorations and Water World programs in the Aberdeen Daily World, February 2016. Aberdeen, Daily World has a circulation of 14,100 with people along, the coast of Washington State. $220 • Display ad (1/3 page) promoting Jazz Port Townsend In JazzED Magazine, March/April 2017. This magazine has a circulation of over 13,000 jazz educators. $677 Printing of 8,000 season brochures promoting all of Centrum`s programs for direct mail throughout Washington and the U.S. and for distribution at Jefferson County Visitor Information Center, Port Townsend Visitor Information Center, hotels and B&Bs in Jefferson County, and more. $7,802 Printing of 5,080 rack cards promoting all Centrum summer season programs for distribution at Jefferson County Visitor i nformation Center, Port Townsend Visitor Information Center, hotels and B&Bs in Jefferson County, and more. $502 • Two 2/3 page display ads promoting Jazz Port Townsend in Earshot tau Magazine, lune and July 2017. Earshot has a monthly circulation of 6,000 in Seattle. 5340 Two full page color ads Promoting Fiddle Tunes in the Oki -time Herald Magazine, April and May 2017. Half page color ad promoting Voice Works In May 2017 Old-time Herald Magazine. Old Time Herald has a readership of 4,000 people throughout the US who like old-time roots music. $1,782 Half page ad promoting Fiddle Tunes in Fiddler Magazine, Spring 2017. This magazine has a readership of 3,000 people throughout the US who like fiddle music:. $20d • Display ad 1/6 page promoting Young Artist Project Explorations and Water World programs in the Methow Valley News, February 2417. Methow Valley News has a circulation of 2,758 with people in eastern Washington State, $238 Total expenses Total requested from JCLTAC Page 7 of 9 Centrum S3 M6 $2s,000 Exhibit B 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 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 this form for EACH activity. 1 Organization Name: Reporting Year: 2 Sponsor Type (Check One): ® 501(c)(3) 0 501(c)(6) 0 Local Jurisdiction 0 Other (Explain): 3 Activity Name: 4 Activity Type (Check One): 0 EvenUFestival* 0 Facility* 0 Marketing* 5 Activity Start Date*: 6 Activity End Date*: 7 Total Cost of Activity: $ 8 Amount Requested: $ 9 Amount Awarded: $ 10 Overall Attendance* a) Projected* b) Actual* c) Methodology (Check One): 0Direct Count* Indirect Count* Representative Survey* 0Informal Survey* Structured Estimate* ®Other(explain): 11 Number of Attendees Who Traveled 50 Miles or More* a) Projected* b) Actual* c) Methodology (Check One): ® Direct Count* 0 Indirect Count* 0 Representative Survey* QInformal Survey* 0 Structured Estimate* 0 Other (explain): 12 Number of Attendees Who Traveled from Another State or Country* a) Projected* b) Actual* c) Methodology (Check One): ® Direct Count* 0 Indirect Count* Representative Survey* 0 Informal Survey* 0 Structured Estimate* Other (explain): *See Lodging Tax Yearly Reporting Definitions/Instructions Name of Individual Who Prepared Report: Phone #: E -Mail Address: RETURN THIS FORM TO: Jefferson County Administrator's Office 1820 Jefferson Street P.O. Box 1220 Port Townsend. WA 98368 jeffbocc(c.co.jefferson.wa.us 13 Number of Attendees Who Stayed Overnight in Unpaid Accommodations* a) Projected* b) Actual* ® Direct Count* c) Methodology (Check One): 0 Direct Count* 0 Indirect Count* 0 Informal Survey* Representative Survey* 0Informal Survey* 0 Structured Estimate* ®Other (explain): 15 Number of Paid Lodging Nights* 14 Number of Attendees Who Stayed Overnight in Paid Accommodations* a) Projected* b) Actual* c) Methodology (Check One): ® Direct Count* 0 Indirect Count* QRepresentative Survey* 0 Informal Survey* 0 Structured Estimate* 0 Other (explain): 15 Number of Paid Lodging Nights* a) Projected* b) Actual* c) Methodology (Check One): _ - Direct Count* 0 Indirect Count* O Representative Survey* Informal Survey* 0 Structured Estimate* Other (explain): DEADLINE: February 28th of Each Reporting Year Page 8 of 9 Centrum 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. Page 9 of 9 Centrum AGREEMENT FOR 2017 HOTEL -MOTEL FUNDING FOR TOURISM SERVICES JEFFERSON COUNTY HISTORICAL SOCIETY This 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, as authorized by Chapter 67.28 RCW and Jefferson County Code Chapter 3.25; IN CONSIDERATION of the mutual covenants and agreements herein it is agreed by the parties as follows: SECTION 1: SERVICES TO BE PERFORMED The HISTORICAL SOCIETY shall use the Hotel -Motel Tax funding 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: 1 of 7 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 a.m. — 5:00 p.m.) year round; • Website access to tourism information SECTION 2: RESPONSIBILITIES OF THE JEFFERSON COUNTY HISTORICAL SOCIETY On or before January 31; April 30; July 31; October 31, 2017; and January 31, 2018, provide to the COUNTY: • A quarterly report of the use, services, programs and activities of the HISTORICAL SOCIETY under this Agreement for the prior quarter; • 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 2017. 2. On or before January 31; April 30; July 31; and October 31, 2017, provide to the COUNTY: • A billing statement requesting payment of Hotel -Motel Funding for the current quarter. 3. 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. 4. 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, 2018. 5. By February 28' 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). Page: 2 of 7 Jefferson County Historical Society 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. 2. Said funding is in the sum of $64,076 for 2017. Quarterly payments of $16,019.00 will be made, beginning with the first quarter of 2017. Payments are to be predicated on submittal of reports defined in Section 2. Payment will be made by the COUNTY upon receipt of an invoice on the next available billing cycle. SECTION 4: TERM This Agreement shall be for a term of one year, commencing on January 1, 2017 and ending on December 31, 2017, except for the reports referenced in Section 2, due January 31, 2018 and February 28, 2018. 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, 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. The HISTORICAL SOCIETY 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, HISTORICAL SOCIETY 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. SECTION 8: HOLD HARMLESS 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 Page: 3 of 7 Jefferson County Historical Society 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. 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 9: INSURANCE The HISTORICAL SOCIETY shall obtain and keep in force during the term of the Agreement, 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. The HISTORICAL SOCIETY shall be responsible for all applicable withholdings, deductions, state industrial insurance, tax reports, business licenses, registrations, and all other obligations of an independent organization. Page: 4 of 7 Jefferson County 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. 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 day of January, 2017. JEFFERSON COUNTY Attest: BOARD OF COMMISSIONERS Kathleen Kler, Chair Carolyn Avery, Deputy Clerk of the Board Approved as to Form: JEFFERSON COUNTY HISTORICAL SOCIETY Michael Haas f 2/2 Z/?,+► C� Authorized Official Prosecuting Attorney 1 Page: 5 of 7 Jefferson County Historical Society Exhibit A Jurisdiction Lodging Tax Reporting Form — To Be Submitted to Jefferson County Administrator's Office No Later than February 28t' of each Year Lodging Tax Reporting Form 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 this form for EACH activity. 1 Organization Name: Reporting Year: 2 Sponsor Type (Check One): 0 501(c)(3) 0 501(c)(6) 0 Local Jurisdiction 0 Other (Explain): 3 Activity Name: 4 Activity Type (Check One): 0 Event/Festival* 0 Facility" i0 Marketing* 5 Activity Start Date*: 6 Activity End Date*: 7 Total Cost of Activity: $ 3 Anount Requested: $ 9 Amount Awarded: $ 10 Overall Attendance" a) Projected* b) Actual* c) Methodology (Check One): 0Direct Count* Indirect Count* Representative Survey* 0Informal Survey" 0Structured Estimate* 0Other (explain): 11 Number of Attendees Who Traveled 50 Miles or More* a) Projected* b) Actual* c) Methodology (Check One): 0 Direct Count* 0 Indirect Count* 0 Representative Survey* 0 htformal Survey" Q Structured Estimate" 0 Other (explain): 12 Number of Attendees Who Traveled from Another State or Country* a) Projected* b) Actual* c) Methodology (Check One) Direct Count* 0 Indirect Count* 0 Representative Survey* 0 Informal Survey" Structured Estimate* 0Other (explain): 'See Lodging Tax Yearly Reporting Definitions/Instructions Name of Individual Who Prepared Report: Phone # RETURN THIS FORM TO: E -Mail Address: Jefferson County Administrator's Office 1820 Jefferson Street P.O. Box 1220 13 Number of Attendees Who Stayed Overnight in Unpaid Accommodations* a) Projected* b) Actual* c) Methodology (Check One) Direct Count* 0Indirect Count* 0 Representative Survey* Qlnformal Survey* 0 Structured Estimate* Other (explain): 14 Number of Attendees Who Stayed Overnight in Paid Accommodations* a) Projected* b) Actual* c) Methodology (Check One): 0 Direct Count* 0 Indirect Count" 0 Representative Survey* 0 Informal Survey* 0 Structured Estimate* 0 Other (explain): 15 Number of Paid Lodging Nights* a) Projected* b) Actual* c) Methodology (Check One): Direct Count* 0 Indirect Covert* O Representative Survey - 0 Informal Survey" 0 Structured Estimate* ) Other (explain): Port Townsend, WA 95368 j eftbocc(a co _j efferson.\va.us DEADLINE: February 28th of Each Reporting Year Pate 6 of 7 Jefferson County Historical Society 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. Page 7 of 7 Jefferson County Historical Society AGREEMENT FOR 2017 HOTEL -MOTEL FUNDING FOR TOURISM SERVICES HISTORICAL SOCIETY OLYMPIC PENINSULA GATEWAY VISITOR CENTER This 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 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, as authorized by Chapter 67.28 RCW and Jefferson County Code Chapter 3.25; 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: SERVICES 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, as outlined below: 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 Page: 1 of 10 Historical Society — Gateway Visitor Center promotion organizations on facebook and on www.olympicpenninsula.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. Prepare and submit an annual budget request to the Board of Commissioners for the staffing and operating of the Gateway Visitor Center. SECTION 2: RESPONSIBILITIES OF THE HISTORICAL SOCIETY 1. On or before January 31; April 30; July 31; October 31, 2017; and January 31, 2018, provide to the COUNTY: • A quarterly report of the use, services, programs and activities of the Gateway Visitor Center under this Agreement for the prior quarter; • 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 2017. 2. On or before January 31; April 30; July 31; October 31, 2017, provide to the COUNTY: A billing statement requesting payment of Hotel -Motel Funding for the current quarter. 3. 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. 4. 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, 2018. By February 28" of each year provide the following information on Exhibit B, attached hereto and incorporated by reference for the previous year. a. Each festival, event, or tourism facility owned and/or operated by Gateway Visitor Center. Page: 2 of 10 Historical Society — Gateway Visitor Center b. The amount of lodging tax revenue allocated for expenditure (whether actually expended or not) by the Gateway Visitor 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 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. 2. Said funding is in the sum of $65,000. Quarterly payments of $16,250.00 will be made, beginning with the first quarter of 2017. 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. The HISTORICAL SOCIETY assumes no responsibility for the maintenance and upkeep of the Gateway Visitor 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 term 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, 2017 and ending on December 31, 2017, except for the reports referenced in Section 2, due January 31, 2018 and February 28, 2018. Page: 3 of 10 Historical Society — Gateway Visitor Center 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, 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. The HISTORICAL SOCIETY 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, HISTORICAL SOCIETY 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. SECTION 8: HOLD HARMLESS 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. 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. Page: 4 of 10 Historical Society — Gateway Visitor Center SECTION 9: INSURANCE The HISTORICAL SOCIETY shall obtain and keep in force during the term of the Agreement, 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. The HISTORICAL SOCIETY shall be responsible for all applicable withholdings, deductions, state industrial insurance, tax reports, business licenses, registrations, and all other obligations of an independent organization. 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. 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. Page: 5 of 10 Historical Society — Gateway Visitor Center 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 to Form: Michael Haas f 2�x ZPR ° ( 6 Prosecuting Attorney day of January, 2017. JEFFERSON COUNTY BOARD OF COMMISSIONERS Kathleen K&er, Chairman HISTORICAL SOCIETY Authorized Official Page: 6 of 10 Historical Society — Gateway Visitor Center EXHIBIT A Itemized List of Proposed Tourism Promotion Services And HISTORICAL SOCIETY Lodging Tax Budget Tourism Promotion Services The Olympic Peninsula Gateway Visitor Center provides for a seven day -a -week site dedicated to the promotion of business in Unincorporated Jefferson County. We promote all businesses in Jefferson County without charge or Chamber affiliation. Our Center is the first opportunity the visitor has for local information on the Olympic Peninsula after crossing the Hood Canal Bridge on Highway 104. The Visitor Center is open 362 days a year and is the only site that opens for all holiday weekend scheduling. Our Visitor Center uses Volunteers to fill a portion of weekly scheduled openings; 929 donated hours through end of September in 2016; this is over 8% of our operating hours, volunteers keep our operating cost down. At years end over 10% of our LTAC funds will be used to fund Promotional Multimedia Programs beyond our location. The Center provided service to over 7,500 through the door visitors in 2016 year to date. We provide oversight for all Jefferson County promotional programs, local or regional, on all levels, printed or electronic. Our budget includes monies for Bulk mailing fulfillment including well and phone requests froin our site, Port'l-ownsend, and all quarries to our Regional website. Through end of September this year we have made 41,621 total contacts directly, by mail, or by delivery of promotional materials to other sites on and off Peninsula, this does not include visits to our web pages. We fund and maintain a JetTerson County web presence on the internet with these sites include year round updates to pages for Port Hadlock, Port Ludlow, and the Gateway Visitor (,enter. We also provide funding for a Gateway Visitor Center site in Face book, Instagrant, a Blog site, and Pinterest. For the last four year,; we also provided for a Washington State Ferries distribution program through Certified Folder Inc. on both the Seattle to Kingston and the Seattle to Bainbridge 151. run, in 2016 we increased this program to year round distribution. The Gateway Visitor Center staff produces Promotional products like, our "Activities Map" spotlighting Unincorporated Jefferson County. Staff attends all'Yourism related CommittLe meetingsI - and is invo�ved v.ith development of Nnins, fla and Count-, rclau�d prc)rnotional progi-anis through the Olympic Peninsula Tourism Commission as -votilig 11ie1jjLVf and JeffCTS011 COL111tV Tourism Coordinating Council as Chair, ate alsoP rovidefor all security and maintenance of building, parking lot, toilets, trash pickup, and IoL deaning. Page 7 of 10 Jefferson County Historical Society — Gateway Visitor Center Historical Society — Gateway Visitor Center Lodging Tax Budge 2017 Ewdget Income 4060 - Sale fkwairz - Mier (candy, etc) 350.OD 4000 income 4011) - Jafforimn County LTAC 65.000.00 4029 Donations 1,000.00 Irotal 4000 • Income 58,350.4100 Total Income 58,350,00 Cost of Goods Sold SM - Gott of Goods Sold 360.00 TOW COGS 350,00 Grove profit 66,000,00 Expense 0000 , Payroll Expenses 8570 - Wag" Paw 37,100-00 SWD , COMMItIng Services 3,900.00 Tots[ 6000, Payroll Expenses 41.000,00 700D ^ On -Site Expense MW - Counter Candy - Free 60.00 7015 - Nledlical Reimbursement 1,400.00 7020. Office Equipment 400,00 7060 Mileage 1000.00 1066 • Volunteer Functions 200.00 7116 - ENdS Rpm & PaW9 Lot Maint 3,000.00 7200 - SwWMatntmaoce Supplies 400-04 7500.Office Supplies 700.00 7540 - Water 200" 760D P.U. Box Rental 80.00 totat ?000 - Ott -Site Expense 9,430.00 790D , Gff Slly-- Marketing Exp 7750 - MariwtinwWab Prorno & Mgmt 1,400.0Q 7WO - internet, computerilittvvreevc 1.600.00 7510, Bulk Mailing, OPVB, CeTtFoWer 5,400.00 7M - Travel 4000D 7030, Does 600100 Total IM - Off Site Marketing Exp 91200.00 800D - On Site Utlittles 8010 - Ebactrk* I'Mcoa $020 - Telephone MO.00 3030, Tisaft Pick-up 700,00 8040 - Saivi-Can Servlc@ 3.0W.00 Total 8000 - On Site Utilities 7,000,01D l et Income -630.00 Page 8 of 10 Jefferson County Historical Society — Gateway Visitor Center Exhibit B 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 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 this form for EACH activity. 1 Organization Name: Reporting Year: 2 Sponsor Type (Check One): ® 501(c)(3) 0 501(c)(6) 0 Local Jurisdiction ® Other (Explain): 3 Activity Name: 4 Activity Type (Check One): 0 Event/Festival* 0 Facility* 0 Marketing* 5 Activity Start Date*: 6 Activity End Date*: 7 Total Cost of Activity: $ 8 Amount Requested: $ 9 Amount Awarded: $ 10 Overall Attendance* a) Projected* b) Actual* c) Methodology (Check One): 0Direct Count* 0Indirect Count* 0 Representative Survey* 0Informal Survey* 0Structured Estimate* QOther (explain): I 1 Number of Attendees Who Traveled 50 Miles or More* a) Projected* b) Actual* c) Methodology (Check One): ® Direct Count* 0 Indirect Count* 0 Representative Survey* QInformal Survey* ® Structured Estimate* 0 Other (explain): 12 Number of Attendees Who Traveled from Another State or Country* a) Projected* b) Actual* c) Methodology (Check One): 0 Direct Count* 0 Indirect Count* Representative Survey* 0 Informal Survey* Structured Estimate* Other (explain): *See Lodging Tax Yearly Reporting Definitions/Instructions Name of Individual Who Prepared Report: Phone #: E -Mail Address: RETURN THIS FORM TO: Jefferson County Administrator's Office 1820 Jefferson Street P.O. Box 1220 13 Number of Attendees Who Stayed Overnight in Unpaid Accommodations* a) Projected* b) Actual* c) Methodology (Check One): 0 Direct Count* 0 Indirect Count* Representative Survey* Informal Survey* 0 Structured Estimate* Other (explain): 14 Number of Attendees Who Stayed Overnight in Paid Accommodations* a) Projected* b) Actual* c) Methodology (Check One): 0 Direct Count* 0 Indirect Count* 0 Representative Survey* 0 Informal Survey* 0 Structured Estimate* 0 Other (explain): 15 Number of Paid Lodging Nights* a) Projected* b) Actual* c) Methodology (Check One). > Direct Count* 0Indirect Count* 0 Representative Survey* 0 Informal Survey* 0 Structured Estimate* 0 Other (explain): Port Townsend, WA 98368 j effbo cc(o,co. j efferson.wa. us DEADLINE: February 28th of Each Reporting Year Page 9 of 10 Jefferson County Historical Society— Gateway Visitor Center 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 banded 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 FOR 2017 HOTEL -MOTEL FUNDING FOR TOURISM SERVICES FORKS CHAMBER OF COMMERCE AND VISITOR CENTER This Agreement is by and between JEFFERSON COUNTY (hereinafter known as "COUNTY" and the FORKS CHAMBER OF COMMERCE (hereinafter known as "FCC"). WHEREAS, the FCC is a non-profit corporation of the State of Washington; and WHEREAS, the COUNTY desires to promote tourism by providing information to guests, support and staff to information centers in unincorporated West Jefferson County, as well as workshops, conferences and materials to enhance productivity of visitor information centers in the promotion of the tourism industry, as authorized by Chapter 67.28 RCW and Jefferson County Code Chapter 3.25; and WHEREAS, the Jefferson County Lodging Tax Advisory Committee reviewed and recommended funding the lodging tax proposal by the Forks Chamber of Commerce; IN CONSIDERATION of the mutual covenants and agreements herein it is agreed by the parties as follows: SECTION 1: SERVICES TO BE PERFORMED. The FCC 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, as outlined below and consistent with the proposed FCC Lodging Tax budget, a copy of which are incorporated herein and attached hereto as Exhibit A: Provide for seasonal (May -September) Olympic National Park staffing at the Kalaloch Visitor Center to provide visitor information services there, consistent with a negotiated agreement with Olympic National Park. 2. Provide summer seasonal staffing at the Forks Visitor Information Center. 3. Update, print and distribute a West End tourism map and the Mick Dodge Coloring Sheets. 4. Be the focal point for support of the West End participation in tourism promotional activities included but not limited to: web page update and web site hosting; distribution of Jefferson County tourism information and materials through the Kalaloch Visitor Center and the Forks Visitor Information Center; and participate in Joint Marketing and other tourism promotion activities. SECTION 2: RESPONSIBILITIES OF THE FORKS CHAMBER OF COMMERCE On or before January 31; April 30; July 31; October 31, 2017; and January 31, 2018, provide to the COUNTY: • A quarterly report of the use, services, programs and activities of the FCC under this Agreement for the prior quarter; Page: 1 of 7 Forks Chamber of Commerce • 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 2017. 2. On or before January 31, 2017, provide to the COUNTY: • A billing statement requesting payment of Hotel -Motel Funding for the current year. 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. 4. 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, 2018. 5. By February 28" of each year provide the following information on Exhibit B, attached hereto and incorporated by reference for the previous year. a. Each festival, event, or tourism facility owned and/or operated by FCC. b. The amount of lodging tax revenue allocated for expenditure (whether actually expended or not) by the FCC 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 1. The COUNTY will provide the FCC 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 $29,535 for 2017. Payment is to be predicated on submittal of reports defined in Section 2. Payment will be made by the COUNTY upon receipt of an invoice on the next available billing cycle. SECTION 4: TERM. This Agreement shall be for a term of one year, commencing on Januar�1, 2017 and ending on December 31, 2017, except for the reports referenced in Section 2, due January 31, 2018 and February 28, 2018. SECTION 5: ASSIGNMENT. Either party to the agreement shall not assign this Agreement, except by signed amendment. Page: 2 of 7 Forks Chamber of Commerce SECTION 6: MODIFICATION. This Agreement may be modified by mutual written agreement executed by both parties. SECTION 7: TERMINATION. The 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. The FCC 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, FCC 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. SECTION 8: HOLD HARMLESS. The FCC 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 FCC's negligence or breach of any of its obligations under this Agreement; provided that nothing herein shall require the FCC 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 FCC'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 FCC's negligence, or the negligence of the FCC's agents or employees. The FCC specifically assumes potential liability for actions brought against the COUNTY by the FCC's employees, or any other persons engaged in the performance of any work or service required of the FCC 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 FCC recognizes that this waiver was specifically entered into pursuant to provisions of RCW 4.24.115 and was subject of mutual negotiation. SECTION 9: INSURANCE. The FCC shall obtain and keep in force during the term of the Agreement, or as otherwise required, the following insurance with companies or through sources approved by the State Insurance Commissioner pursuant to RCW 48. The FCC shall maintain Workers' Compensation coverage as required under the Washington State Industrial Insurance Act, RCW Title 51, for all FCC employees, agents and volunteers eligible for such coverage under the Industrial Insurance Act. SECTION 10: INDEPENDENT CONTRACTOR. The FCC and the COUNTY agree that the FCC 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 FCC nor any employee of the FCC shall be Page: 3 of 7 Forks Chamber of Commerce 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 FCC, or any employee, representative, agent or contractor of the FCC. The FCC shall be responsible for all applicable withholdings, deductions, state industrial insurance, tax reports, business licenses, registrations, and all other obligations of an independent organization. SECTION 11: COMPLIANCE WITH LAWS. The FCC 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 12: DISCRIMINATION PROHIBITED. The FCC 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 FCC 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 FCC. APPROVED and signed this day of January, 2017. Attest: Carolyn Avery, Deputy Clerk of the Board Approved as to Form: Michael Haas 1 ��2-' l°6 Prosecuting Attorney JEFFERSON COUNTY BOARD OF COMMISSIONERS Kathleen Kler, Chair FORKS CHAMBER OF COMMERCE Authorized Official Page: 4 of 7 Forks Chamber of Commerce EXHIBIT A Proposed 2017 Forks Chamber of Commerce Lodging Tax Budget 2017 FUNDS REQUESTED 2017 Budge Staffing - Kalaloch Visitor Center May 2017 — Sept 2017 .....................................$ 19,275.00 Staffing — Forks Visitor Information Center June 12 — September 22, 2017 ... ..........$4960.00 28 hours per week for 15 weeks At the Forks Visitor Information Center Reorder Full Color Rain Forest Country Adventure Maps ..........................................$5050.00 Printing........................ ....................................... 2550.00 Mailing/Distributing .................................................2500.00 Reorder Mick Dodge Coloring books ................ .................. $250.00 Total Budget $29,535.00 Page 5 of 7 Forks Chamber of Commerce Exhibit B 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 it) prutoo4t &-Abak special events and tourism -relates) aLtivitics through tourism -related fuilities owned or sponsored by non-profit organizations or the local jurisdiction are required to complete this form for EACH activity, I (kipanization Nam, Reponing Vmt 2 Sponsor Type (CKck Ojk,) 0 .51114'ei(j) 0 Vfl(cii6) 0 tival,fujialklion 0 t7hfiertFxplavif 3 ALttvk, Naniv. 4 Activit} -lype Wheck OnL) C5 EvenCFesUvall 0 Facilliv* oMorkoing* 5 Activittv Stan irate* 6 ActiV11% End dale" 7 Total Cost ofActivto, 9 Amount Reviumiaxi- S 9 Arnourit Awardod $ I (i Overall Anto lance* at PrJ,,,Ld* b) AvUiall of Methodol(Tv 4Chcck Onc) ONMt Cotint, 01ndirect Count* 0 kPrcumanivi: Sun i;% 0 informal SUTVVV* Structurcd Estimate* 0 Oodwrivxoamr 11 More a) Pfoj,-ctcd* bl ACtual* c) Methodology i ChoLk One) 0 oil Count* 0 Indko Count* 0 Rep rf,-.iL flult W e S urvek 0 Informal SUrVCV* 0 structurt(I usinviate 0 otba jexphm� 12 Number of Attendees Who'Travdcd from Another 14attt or Ciiuntv* a) pnrgvvdl bf Actual* c) Methodology tChtx'* 0w).""0 Dirco Coant* 0IWrTCCtCo=—t, RLprewritative Sonic-, 0 Informal Surwyl ostrKlured Ustimate *Sce Ledging Tax Yearly Reporting Definitionslinstructions Name of Individual Who Pvqmrvd RA:fiorl llbomol E -Mail AddrcsA, RETURN THIS FORM TO- hAmson Countv Adininistrator's Office 1 &20 Jeffcrsan Street P,O, Box 1220 Port, Townsend, WA 99368 U Numtvr M-Aukeod i." Who `,tai cit ovrmytit in Unpaid Accommodations' ai Projecte4l b) Actual* cj Mcthod(4WhoA­ Ow) 0 Dui�vl Count* 01ndir,,,ctCouo1* 0Rert:scnLati%e Sutvtv 01111otmal 51ovkI, sillicturiAl l'_sltrnate* 00thef I empljjn) : 0 14 Numbi:i ufAtundoes Who Stmed Overnight in Paid Accuintmoddlions' o Mohodolov�t (Chevk One) Direct Count* 0 0 Indawt Count* ORtInm-ritalivo Smm.* 0 Irtfintnal Surtev* 0 Strucrurod Estimate 0 OtWr (explain'y I v NumtvofPani 1,.i*ing' Nights* Projected' b) Actual* c) McthWoioa CChcck Unei 0 Virixt Count* 0Ir41rAvtCoUnt* 01(clitew"(411w Surkvw,* 0 Informal sunvv* 0 StrLictur"d Estimate DEADLINE: February 29th of Each Reporting Year Page 6 of 7 Forks Chamber of Commerce 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. Page 7 of 7 Forks Chamber of Commerce AGREEMENT FOR 2017 HOTEL -MOTEL FUNDING FOR TOURISM SERVICES JEFFERSON COUNTY PUBLIC WORKS This Agreement is by and between JEFFERSON COUNTY (hereinafter known as "COUNTY" and JEFFERSON COUNTY PUBLIC WORKS (hereinafter known as "JCPW"). WHEREAS, JCPW is a Government Agency of the State of Washington; and WHEREAS, the COUNTY desires to promote tourism in unincorporated Jefferson County, as authorized by Chapter 67.28 RCW and Jefferson County Code Chapter 3.25; and WHEREAS, the Jefferson County Lodging Tax Advisory Committee reviewed and recommended funding the lodging tax proposal by Jefferson County Public Works to assist with construction of a portion of the Olympic Discovery Trail, which is a County -owned tourism -related facility; IN CONSIDERATION of the mutual covenants and agreements herein it is agreed by the parties as follows: SECTION 1: SERVICES TO BE PERFORMED JCPW shall use its capabilities and utilize the funding provided under this agreement to continue and update the ongoing performance of the following tourism promotion, as outlined below: 1. JCPW shall use its capabilities and utilize up to $7,714 of funding provided under this agreement to assist in the construction of a portion of the Olympic Discovery Trail restricted to any of the eligible items in the 2017 budget, a copy of which is incorporated herein as Exhibit A. SECTION 2: RESPONSIBILITIES OF JEFFERSON COUNTY PUBLIC WORKS: On or before January 31; April 30; July 31; October 31, 2017; and January 31, 2018, provide to the COUNTY: • A quarterly report of the use, services, programs and activities of JCPW under this Agreement for the prior quarter; • 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 2017. 2. On or before January 31, 2017, provide to the COUNTY: • A billing statement requesting payment of Hotel -Motel Funding for the current year. 3. 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. 4. 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 Page 1 of 6 Jefferson County Public Works 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, 2018. 5. By February 28th of each year provide the following information on Exhibit B, attached hereto and incorporated by reference for the previous year. a. Each festival, event, or tourism facility owned and/or operated by JCPW. b. The amount of lodging tax revenue allocated for expenditure (whether actually expended or not) by JCPW 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 JCPW 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 $7,714 for 2017. Payment is to be predicated on submittal of reports defined in Section 2. Payment will be made by the COUNTY upon receipt of an invoice on the next available billing cycle. SECTION 4: TERM This Agreement shall be for a term of one year, commencing on January 1, 2017 and ending on December 31, 2017, except for the reports referenced in Section 2, due January 31, 2018 and February 28, 2018. SECTION 5: ASSIGNMENT Either parry 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, 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. JCPW 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 Page 2 of 6 Jefferson County Public Works made, JCPW 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. SECTION 8: COMPLIANCE WITH LAWS JCPW 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 9: DISCRIMINATION PROHIBITED JCPW 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 10: INTEGRATED AGREEMENT This agreement together with attachments or addenda represents the entire and integrated agreement between the County and JCPW 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 JCPW. APPROVED and signed this day of January, 2017. Attest: Carolyn Avery, Deputy Clerk of the Board Approved as to Form: Michael Haas 2 �Zz(2�cS Prosecuting Attorney JEFFERSON COUNTY BOARD OF COMMISSIONERS Kathleen Klet, Chair JEFFERSON COUNTY PUBLIC WORKS Authorized Official Page 3 of 6 Jefferson County Public Works EXHIBIT A 2017 Budget Olympic Discovery Trail — South Discovery Bay [Note: Jefferson County Public Works shall decrease total lodging tax expenditures to $7,714] Otympie Discovery rr a# Scutt, Discovery Say - Segr:nenc A • MaIM"371111! JOLYMPIC DISCOVERY TRAIL, SOUTH DISCOVERY BAY 2017 BUDGET Lodging Tax Grant Jefferson County Public Works Peninsula Traits Coalition Recreation & Conservation Office Grants Total Project Management Construction Tectal Page 4 of 6 Jefferson County Public Works $ 25,000 $ 150,000 S 10,000 1,250,000 S 1435,00{1 Exhibit B 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 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 this form for EACH activity. 1 Organization Name: Reporting Year: 2 Sponsor Type (Check One): ® 501(c)(3) 0 501(c)(6) ® Local Jurisdiction 0 Other (Explain): 3 Activity Name: 4 Activity Type (Check One): 0 Event/Festival* 0 Facility* 0 Marketing* 5 Activity Start Date*: 6 Activity End Date*: 7 Total Cost of Activity: $ 8 Amount Requested: $ 9 Amount Awarded: $ 10 Overall Attendance* a) Projected* b) Actual* c) Methodology (Check One) 0Direct Count* 0Indirect Count* 0Representative Survey* 0Informal Survey* 0Structured Estimate* ©Other (explain): 11 Number of Attendees Who Traveled 50 Miles or More* a) Projected* b) Actual* c) Methodology (Check One): ® Direct Count* 0 Indirect Count* C Representative Survey* 0 Informal Survey* 0 Structured Estimate* 0 Other (explain): 12 Number of Attendees Who Traveled from Another State or Country* a) Projected* b) Actual* c) Methodology (Check One): O Direct Count* 0 Indirect Count* Representative Survey* 0 Informal Survey* Structured Estimate* Other (explain): *See Lodging Tax Yearly Reporting Definitions/Instructions Name of Individual Who Prepared Report: Phone #: E -Mail Address: RETURN THIS FORM TO: Jefferson County Administrator's Office 1820 Jefferson Street P.O. Box 1220 Port Townsend, WA 98368 jeflbocc(c,co.jefferson.wa.us 13 Number of Attendees Who Stayed Overnight in Unpaid Accommodations* a) Projected* b) Actual* c) Methodology (Check One): © Direct Count* 0Indirect Count* 0Representative Survey* Informal Survey* 0 Structured Estimate* Other (explain): 14 Number of Attendees Who Stayed Overnight in Paid Accommodations* a) Projected* b) Actual* c) Methodology (Check One): 0 Direct Count* 0 Indirect Count* QRepresentative Survey* OInformal Survey* Q Structured Estimate* ® Other (explain): 15 Number of Paid Lodging Nights* a) Projected* b) Actual* c) Methodology (Check One). Direct Count* 0 Indirect Count* Representative Survey* 0 Informal Survey* 0 Structured Estimate* Other (explain): DEADLINE: February 28th of Each Reporting Year Page 5 of 6 Jefferson County Public Works LTAC Yearly Reporting Definition s/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 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 6 of 6 Jefferson County Public Works AGREEMENT FOR 2017 HOTEL -MOTEL FUNDING FOR TOURISM SERVICES WSU EXTENSION FARM TOUR This Agreement is by and between JEFFERSON COUNTY (hereinafter known as "COUNTY" and WSU EXTENSION FARM TOUR (hereinafter known as "WSU EXTENSION"). WHEREAS, WSU EXTENSION is a Government Agency of the State of Washington; and WHEREAS, the COUNTY desires to promote tourism in unincorporated Jefferson County, as authorized by Chapter 67.28 RCW and Jefferson County Code Chapter 3.25; and WHEREAS, the Jefferson County Lodging Tax Advisory Committee reviewed and recommended funding the lodging tax proposal by WSU Extension to implement a strategy for the unincorporated area of Jefferson County to promote tourism activities; IN CONSIDERATION of the mutual covenants and agreements herein it is agreed by the parties as follows: SECTION 1: SERVICES TO BE PERFORMED WSU EXTENSION 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, as outlined below: 1. WSU EXTENSION shall use its capabilities and utilize up to $5,000 of funding provided under this agreement to promote the Jefferson County Farm Tour, restricted to any of the eligible items in the itemized list of proposed tourism promotion services, a copy of which is incorporated herein as Exhibit A. SECTION 2: RESPONSIBILITIES OF WSU EXTENSION: 1. On or before January 31; April 3 0; July 31; October 31, 2017; and January 31, 2018, provide to the COUNTY: • A quarterly report of the use, services, programs and activities of WSU EXTENSION under this Agreement for the prior quarter; • 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 2017. 2. On or before January 31, 2017, provide to the COUNTY: • A billing statement requesting payment of Hotel -Motel Funding for the current year. 3. 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. Page: 1 of 6 WSU Extension Farm Tour 4. 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, 2018. 5. By February 28" of each year provide the following information on Exhibit B, attached hereto and incorporated by reference for the previous year. a. Each festival, event, or tourism facility owned and/or operated by WSU EXTENSION. b. The amount of lodging tax revenue allocated for expenditure (whether actually expended or not) by WSU EXTENSION 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 WSU EXTENSION 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 $5,000 for 2017. Payment is to be predicated on submittal of reports defined in Section 2. Payment will be made by the COUNTY upon receipt of an invoice on the next available billing cycle. SECTION 4: TERM This Agreement shall be for a term of one year, commencing on January 1, 2017 and ending on December 31, 2017, except for the reports referenced in Section 2, due January 31, 2018 and February 28, 2018. 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, 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. WSU EXTENSION may terminate this Agreement upon thirty (30) days written notice to the COUNTY. Page: 2 of 6 WSU Extension Farm Tour 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, WSU EXTENSION 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. SECTION 8: COMPLIANCE WITH LAWS WSU EXTENSION 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 9: DISCRIMINATION PROHIBITED WSU EXTENSION 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 10: INTEGRATED AGREEMENT This agreement together with attachments or addenda represents the entire and integrated agreement between the County and WSU EXTENSION 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 WSU EXTENSION. APPROVED and signed this day of January, 2017. Attest: Carolyn Avery, Deputy Clerk of the Board Approved as to Form: Michael Haas j�y f�C6 Prosecuting Atto e JEFFERSON COUNTY BOARD OF COMMISSIONERS Kathleen Kler, Chair WSU EXTENSION Authorized Official Page: 3 of 6 WSU Extension Farm Tour EXHIBIT A Itemized List of Proposed Tourism Promotion Services JEFFERSON COUNTY FARM TOUR 2017 Itemized List of .rl'T Tourism Promotion Services �knR i EAhwatedcog 00"s Graphic-DNgn $11000.00 _ . rlfstlllrtEtstxtCAttN#YCatevtitM GrrithjTOesitttrer WA O copies a abore lhw imlobation 1"41t�rnu9etSrwndreat ,+ftuw Cascade Fresh .4d S 185M 10D)M waders annually phis amine lstirg PT Leaner fall At hwties Gude 51'00 2*4 ad &.411sting. fiver SCOW readers acrd owinc taw* _.,_ 25100 0 SS, coorksuted at sumtrer tong ted an fenles, etc. Segwrn and PT FeMaL PON: Living on PeninsulaS .. 4QDpp,: ivies JiWotedon ferries, 10 tegiund wstor centers. -=I a=rrodanons and ,.,'n.... _._. ... RT Getaway Guide S3moo ammolistigg t]tgmhttr 0! Eitww ww Codi loan Ptsksi,c header Board rt Entry Into Town dor the week 0, September it 151h, Whid" WW ChensW Reader Board $410.00 non p egt tdxuvrn Chandler insert - Physical and E -news Letter $50.00 Esttfmtted Coss over t.ODD emok arftiteshe4.415 membtvs Evew Posters not sit Keep Posted Printing 510000 so+Printineinseattle,discountedrate forworlcrewltitit" tisaercompamKeep Posted. i C44,*"ar a eterzng eoo pot r ir, Sebetto sunt Ttcoma, for reieva" postings in iso Keep Posted $ 200.00 related embli'N"nts S10000 Largeousterstoadrartiseat Farm TcxCsmrattannatetausrho stwnmar Posters(IW4t: Ch14nacumCramerFarmStand Rosters {B.Sa1lj: PT, Chim, island, Hadtock etc_ S 30000 small posteas to adverdso at raleva n IaCB astawahn.& its th'tobst ret the svrrnmu lar�r proRle posters to advertise at rely ait local eseabllsfvssems throt4hout the Posters i,11g17K Local PT, Chim, Istepnd, Hadlock etc. $10000 wmnw Posters rte=M Forties $ 100-00 pon" for So renters ui Be tUlributed un NX State titres one month prior td+e eve". k Stripping $ 50.00 For ihippirtg of pubtets to fesvndi outlets. wates rwtuW Adww0AW Eotlmmed Coat Rose Ttwo re $ 30000 S13des(up to S- rot ate -i mot For oradu[dof and videowaghy, Ws cn Wolm-mal rit*)a f*owing katal farm s on Proms; Videos $2,000.00 Perm lour roruse adverttstrsgorcMreted&OWrraarketuig,platforms. $ 200.00 fartim audlences regioragr Facebook Boosts tither FXtW *tttd Coit MOM $100.00 incidental rnarketrw cost STtCKER51 printrunner.tom TOTAL ADVERTISING $5,575 Cos=ehftyt Ott Notes Ferm TOW arachwe Graphic Design for Map $ 300-00l seh etcytle MVEasel S loomt4Wj5kWMnts to er! ertae kxai mea ud DfOd ere styrene Sign Nddw with Side Picket 135 w Mort± t 5.r3DD opies of heel put rawmend _Bader Bei of SeptemberSallI tfifold brochure full Color $ 1,470.51"Mg, Fort'rowrtsend WiY Trifoid Brochure Insertlon mto PT Leader S 6W.00 1$4zs pas$1TS fordelbety to urate; TOTAL BROCHURE COST $2,471 oder EMelatedCoat t Ft* ytanon, port Hadlock WA ;or updates to road stens is" to swap parK; ipants T) Road StensS 20 00 pa*t: patsng fjomS on For" lour For updates io banner tnclm'it* day+, time* "wW d;%dareri es "Its frnrut hw the Farm Tour Banner date change $ 55.OG simmer Imf.ctmg lef to Fair, Wooder B024 Fist, etc. Tex Station, Post Hadlock W Towel Wats 4 MXidted with ercmowg erhvtMe 44nage from the rco& far pattrnpanrlit Farm Set-up/3— awing Costs $ 45.00 famsor, Faun Tour. TOTAL OTHER CAST $283 TOTAL EXPENSE: $&329 Page 4 of 6 WSU Extension Farm Tour Exhibit B 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 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 this form for EACH activity. 1 Organization Name: Reporting Year: 2 Sponsor Type (Check One): O 501(c)(3) 0 501(c)(6) ® Local Jurisdiction 0 Other (Explain): 3 Activity Name: 4 Activity Type (Check One): ® Event/Festival* 0 Facility* ® Marketing* 5 Activity Start Date*: 6 Activity End Date*: _ 7 Total Cost of Activity: $ 8 Amount Requested: $ 9 Amount Awarded: $ 10 Overall Attendance* a) Projected* b) Actual* c) Methodology (Check One): Direct Count* Indirect Count* 0 Representative Survey* 0Informal Survey* Structured Estimate* Other (explain): I 1 Number of Attendees Who Traveled 50 Miles or More* a) Projected* b) Actual* c) Methodology (Check One): ® Direct Count* 0 Indirect Count* 0 Representative Survey* © Informal Survey* 0 Structured Estimate* QOther (explain): 12 Number of Attendees Who Traveled from Another State or Country* a) Projected* b) Actual* c) Methodology (Check One): 0 Direct Count* 0 Indirect Count* ®Representative Survey* Informal Survey* 0Structured Estimate* QOther (explain): *See Lodging Tax Yearly Reporting Definitions/Instructions Name of Individual Who Prepared Report: Phone #: E -Mail Address: RETURN THIS FORM TO: Jefferson County Administrator's Office 1820 Jefferson Street P.O. Box 1220 Port Townsend, WA 98368 j effbocc(.d-1co. j efferson.wa.us 13 Number of Attendees Who Stayed Overnight in Unpaid Accommodations* a) Projected* b) Actual* c) Methodology (Check One): 0 Direct Count* 0Indirect Count* O Representative Survey* 0Informal Survey* 0 Structured Estimate* Other (explain): 14 Number of Attendees Who Stayed Overnight in Paid Accommodations* a) Projected* b) Actual* c) Methodology (Check One): Direct Count* 0 Indirect Count* 0 Representative Survey* 0 Informal Survey* 0 Structured Estimate* 0 Other (explain): 15 Number of Paid Lodging Nights* a) Projected* b) Actual* c) Methodology (Check One): Direct Count* 0 Indirect Count* Representative Survey* 0 Informal Survey* O Structured Estimate* QOther (explain): DEADLINE: February 28th of Each Reporting Year Page 5 of 6 WSU Extension Farm Tour 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. Page 6 of 6 WSU Extension Farm Tour AGREEMENT FOR 2017 HOTEL -MOTEL FUNDING FOR TOURISM SERVICES JEFFERSON COUNTY PARKS AND RECREATION This Agreement is by and between JEFFERSON COUNTY (hereinafter known as "COUNTY" and JEFFERSON COUNTY PARKS AND RECREATION (hereinafter known as "JCPR"). WHEREAS, JCPR is a Government Agency of the State of Washington; and WHEREAS, the COUNTY desires to promote tourism in unincorporated Jefferson County, as authorized by Chapter 67.28 RCW and Jefferson County Code Chapter 3.25; and WHEREAS, the Jefferson County Lodging Tax Advisory Committee reviewed and recommended funding the lodging tax proposal by Jefferson County Parks and Recreation to implement a strategy for the unincorporated area of Jefferson County to promote tourism activities and maintain the operation of certain County facilities; IN CONSIDERATION of the mutual covenants and agreements herein it is agreed by the parties as follows: SECTION 1: SERVICES TO BE PERFORMED JCPR 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 and operation of certain County facilities, as outlined below: 1. JCPR shall use its capabilities and utilize up to $28,140 of funding provided under this agreement to promote and continue the operation of Lake Leland Campground and Quilcene Campground, restricted to any of the eligible items in the itemized list of proposed tourism promotion services, a copy of which is incorporated herein as Exhibit A. SECTION 2: RESPONSIBILITIES OF JEFFERSON COUNTY PARKS AND RECREATION: On or before January 31; April 30; July 31; October 31, 2017; and January 31, 2018, provide to the COUNTY: • A quarterly report of the use, services, programs and activities of JCPR under this Agreement for the prior quarter; • 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 2017. 2. On or before January 31, 2017, provide to the COUNTY: • A billing statement requesting payment of Hotel -Motel Funding for the current year. 3. 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. Page 1 of 6 Jefferson County Parks & Recreation 4. 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, 2018. 5. By February 28" of each year provide the following information on Exhibit B, attached hereto and incorporated by reference for the previous year. a. Each festival, event, or tourism facility owned and/or operated by JCPR. b. The amount of lodging tax revenue allocated for expenditure (whether actually expended or not) by JCPR 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 1. The COUNTY will provide JCPR 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 $28,140 for 2017. Payment is to be predicated on submittal of reports defined in Section 2. Payment will be made by the COUNTY upon receipt of an invoice on the next available billing cycle. SECTION 4: TERM This Agreement shall be for a term of one year, commencing on January 1, 2017 and ending on December 31, 2017, except for the reports referenced in Section 2, due January 31, 2018 and February 28, 2018. 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, 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. JCPR may terminate this Agreement upon thirty (30) days written notice to the COUNTY. In the event of Page 2 of 6 Jefferson County Parks & Recreation 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, JCPR 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. SECTION 8: COMPLIANCE WITH LAWS JCPR 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 9: DISCRIMINATION PROHIBITED JCPR 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 10: INTEGRATED AGREEMENT This agreement together with attachments or addenda represents the entire and integrated agreement between the County and JCPR 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 JCPR. APPROVED and signed this day of January, 2017. Attest: Carolyn Avery, Deputy Clerk of the Board Approved as to Form: a/1-, �'' aas tt�4 Prosecuting Atto JEFFERSON COUNTY BOARD OF COMMISSIONERS Kathleen Kler, Chair JEFFERSON COUNTY PARKS & RECREATION Authorized Official Page 3 of 6 Jefferson County Parks & Recreation EXHIBIT A Itemized List of Proposed Tourism Promotion Services ! Lake Leland Campground General Description Open form April 1 to November 1, 2917 J8 months) 24 Campsites with picnic tables, fire rings, RV and tent spaces tampround *oMaim Z vauk toilets, two dumpstet eoclo sures & circle roan lake Leland Tourist Attractions Adjacent to lake Letand pay Use fishing and boating park Boat rarrtu,fishirgdock. fishingtraits, parking, bankfleshing, canoeing, kayaking, swimming, salting LArke is fully stocked by WDFW and rated top freshwater fishit Lake Leland Detailed Proposed Tourism Services service Provid" cost Staff 2 hour/day, 5 daysdweek, 3 rnoniris/year $ 5,795 Small truck r 1,740 Garbage dumpisterserwce $ 1,51(1 Equipment And supplies $ 11450 Tree service $ sa0 Total Cost of Operating Lake Leland Campground $ 12,295 2 Qukene Campground General Description Open from April 1, to Nave 1, 21017(8 months) 15 Campsites with picnic tabes, fire rings. RV and tent spaces C.4Mpgt0U1d centaina 1 vaUlttoilet, clumpster, water supply, playground, basketball & tennis toirrt Quiiutne Campground Tourist ims Unger longer Ma rine and access to the Hood Canal for boattri& fishing, c rablwre Adjacent to the Quilcerie National Forest Rangers 5tataoo# and office Staging area for trips rota Olympic National park, and the Suckhprn Wilderness Located in center of Quilcene, easy walk to local buisinesses Culkene Detailed Proposed Tourism Services Sere" Pr*vtdsd Gast Staff 2 hourl fay. S days/week, 8 months/year $ 6,795 Small truck $ 1,744 Garbage dumpster service $ „514 Equipment and supplies $ 1,454 Tree service $ sco Total Cost of Operating Qukene Campground $ 12,245 3 Promotion, &Tourist info Website: wwuw.co+untyrim om General Description Received 65,05 page views in the last 12 months ist in Google searches 'Camping in Jefferson Ccu"'. and "Camping in Quiicene" Service Provided cast Photogra ph each campsite For website, create You Tube video $ 1,400 evild ai-4 install two new business information Klosks S 1,SM Partner wi& other tourist websites to provide better information 5 3W update, print and circulate park map to visitors centers $ 750 Total Cost of Promotion and Tourist Info Webske $ 3.554 Tatof Cast of Proposed Tourfsm Prionrption Seruvites $ 28,240 Page 4 of 6 Jefferson County Parks & Recreation Exhibit B 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 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 this form for EACH activity. I Organization Name: Reporting Year: 2 Sponsor Type (Check One): 501(c)(3) ® 501(c)(6) 0 Local Jurisdiction © Other (Explain): 3 Activity Name: 4 Activity Type (Check One): ® Event/Festival* Q Facility* 0 Marketing* 5 Activity Start Date*: 6 Activity End Date*: 7 Total Cost of Activity: $ 8 Amount Requested: $ 9 Amount Awarded: $ 10 Overall Attendance* a) Projected* b) Actual* c) Methodology (Check One): Direct Count* 0Indirect Count* Representative Survey* 0Informal Survey* 0Structured Estimate* Other (explain): I 1 Number of Attendees Who Traveled 50 Miles or More* a) Projected* b) Actual* c) Methodology (Check One): O Direct Count* 0 Indirect Count* 0 Representative Survey* 0 Informal Survey* 0 Structured Estimate* © Other (explain): 12 Number of Attendees Who Traveled from Another State or Country* a) Projected* b) Actual* c) Methodology (Check One). 0 Direct Count* 0 Indirect Count* O Representative Survey* 0 Informal Survey* Structured Estimate* Other (explain): *See Lodging Tax Yearly Reporting Definitions/Instructions Name of Individual Who Prepared Report: Phone #: E -Mail Address: RETURN THIS FORM TO: Jefferson County Administrator's Office 1820 Jefferson Street P.O. Box 1220 Port Townsend, WA 98368 jeffbocc(.ico.jefferson.wa.us 13 Number of Attendees Who Stayed Overnight in Unpaid Accommodations* a) Projected* b) Actual* c) Methodology (Check One): ® Direct Count* Indirect Count* Representative Survey* Informal Survey* Structured Estimate* ®Other (explain): 14 Number of Attendees Who Stayed Overnight in Paid Accommodations* a) Projected* b) Actual* c) Methodology (Check One): 0 Direct Count* ®Indirect Count* QRepresentative Survey* 0 Informal Survey* 0 Structured Estimate* 0 Other (explain): 15 Number of Paid Lodging Nights* a) Projected* b) Actual* c) Methodology (Check One): _ Direct Count* 0 Indirect Count* Representative Survey* 0 Informal Survey* Q Structured Estimate* E) Other (explain): DEADLINE: February 28th of Each Reporting Year Page 5 of 6 Jefferson County Parks & Recreation 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. Page 6 of 6 Jefferson County Parks & Recreation AGREEMENT FOR 2017 HOTEL -MOTEL FUNDING FOR TOURISM SERVICES QUILCENE HISTORICAL MUSEUM This Agreement is by and between JEFFERSON COUNTY (hereinafter known as "COUNTY" and the QUILCENE HISTORICAL MUSEUM (hereinafter known as "MUSEUM") WHEREAS, the MUSEUM 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, as authorized by Chapter 67.28 RCW and Jefferson County Code Chapter 3.25; and WHEREAS, the Jefferson County Lodging Tax Advisory Committee reviewed and recommended funding the lodging tax proposal by the Quilcene Historical Museum to promote, operate and maintain the museum as a cultural resource and tourism destination, and to provide information to tourists and residents about the local area; IN CONSIDERATION of the mutual covenants and agreements herein it is agreed by the parties as follows: SECTION 1: SERVICES TO BE PERFORMED The MUSEUM 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 and Lodging Tax Budget a copy of which is incorporated herein and attached hereto as Exhibit A: Operation of the Quilcene Historical Museum and programs, including: a. Care of the collection for its long-term maintenance. b. Outreach to County residents through educational programs and Museum exhibits regarding cultural and natural heritage. c. Continued documentation of County heritage through collecting, oral history, research and other means. d. Advocacy of heritage preservation through all available means including the enhancement of heritage based tourism for the economic development of the County. 2. Be a point of contact for the Jefferson County Tourism Coordinating Council for support and participation in tourism promotional activities; assist in developing regional promotional material in conjunction with other Chambers of Commerce and the Tourism Coordinating Council. Page: 1 of 8 Quilcene Historical Society Respond to specific requests referred by the Olympic Peninsula Tourism Commission, the Jefferson County Tourism Coordinating Council and all other Jefferson County visitor's centers and Chambers of Commerce. 4. As vacancies occur, recommend potential representatives and alternates for inclusion with other candidates for consideration by the Board of County Commissioners for appointment to the Tourism Coordinating Council to represent the Quilcene region. SECTION 2: RESPONSIBILITIES OF THE QUILCENE HISTORICAL MUSEUM On or before January 31; April 30; July 31; October 31, 2017; and January 31, 2018, provide to the COUNTY: • A quarterly report of the use, services, programs and activities of the MUSEUM under this Agreement for the prior quarter; • 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 2017. 2. On or before January 31 and July 31, 2017, provide to the COUNTY: • A billing statement requesting payment of Hotel -Motel Funding for the current half year. 3. 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. 4. 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, 2018. 5. By February 28t' of each year provide the following information on Exhibit B, attached hereto and incorporated by reference for the previous year. a. Each festival, event, or tourism facility owned and/or operated by MUSEUM. b. The amount of lodging tax revenue allocated for expenditure (whether actually expended or not) by the MUSEUM 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. Page: 2 of 8 Quilcene Historical Society SECTION 3: RESPONSIBILITY OF JEFFERSON COUNTY The COUNTY will provide the MUSEUM 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 $15,985 for 2017. Semi-annual payments of $7,992.50 will be made in the first and third quarter of 2017. Payments are to be predicated on submittal of reports defined in Section 2. Payment will be made by the COUNTY upon receipt of an invoice on the next available billing cycle. SECTION 4: TERM This Agreement shall be for a term of one year, commencing on January 1, 2017 and ending on December 31, 2017, except for the reports referenced in Section 2, due January 31, 2018 and February 28, 2018. SECTION 5: ASSIGNMENT Either parry 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, 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. The MUSEUM 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, MUSEUM 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. SECTION 8: HOLD HARMLESS The MUSEUM 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 MUSEUM's negligence or breach of any of its obligations under this Agreement; provided that nothing herein shall require the MUSEUM to indemnify the COUNTY against and hold harmless the COUNTY from claims, demands or suits based solely Page: 3 of 8 Quilcene Historical Society 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 MUSEUM'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 MUSEUM's negligence, or the negligence of the MUSEUM's agents or employees. The MUSEUM specifically assumes potential liability for actions brought against the COUNTY by the MUSEUM's employees, or any other persons engaged in the performance of any work or service required of the MUSEUM 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 MUSEUM recognizes that this waiver was specifically entered into pursuant to provisions of RCW 4.24.115 and was subject of mutual negotiation. SECTION 9: INSURANCE The MUSEUM shall obtain and keep in force during the term of the Agreement, or as otherwise required, the following insurance with companies or through sources approved by the State Insurance Commissioner pursuant to RCW 48. The MUSEUM shall maintain Workers' Compensation coverage as required under the Washington State Industrial Insurance Act, RCW Title 51, for all MUSEUM employees, agents and volunteers eligible for such coverage under the Industrial Insurance Act. SECTION 10: INDEPENDENT CONTRACTOR The MUSEUM and the COUNTY agree that the MUSEUM 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 MUSEUM nor any employee of the MUSEUM 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 MUSEUM, or any employee, representative, agent or contractor of the MUSEUM. The MUSEUM shall be responsible for all applicable withholdings, deductions, state industrial insurance, tax reports, business licenses, registrations, and all other obligations of an independent organization. SECTION 11: COMPLIANCE WITH LAWS The MUSEUM 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 Page: 4 of 8 Quilcene Historical Society accord with the laws of the State of Washington and venue shall be in Jefferson County, Washington. SECTION 12: DISCRIMINATION PROHIBITED The MUSEUM 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 MUSEUM 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 MUSEUM. APPROVED and signed this day of January, 2017. Attest: Carolyn Avery, Deputy Clerk of the Board Approved as to Form: Michael Haas / Z. /.Lti(2-tJL Prosecuting Atto y JEFFERSON COUNTY BOARD OF COMMISSIONERS Kathleen Kler, Chair QUILCENE HISTORICAL SOCIETY Authorized Official Page: 5 of 8 Quilcene Historical Society EXHIBIT A Itemized List of Proposed Tourism Promotion Services and Lodging Tax Budget Visitor womodon, informational & conviences (prodwct) ...........................1..1.11 $3815.00 flyers, posters, banners 200 rnedia 100 event ads 150 signage 1100 exhibits 325 newsMW (s) twice & monthly e -version 900 brochures 266 conveniences 600 invilawns 175 Cq!Wmfive Parbnerships & Collaborations $2120.00 ex. FAM tour, Culinary Loop, 101 Brewery, CMIQ, QtAcene Fair, Quilcene Alurr , OPTC, DPVB state, regional, national memberships, Hi -'Yu, local and state Ch bets of Commerce, mam#=. Quibene i Brinnon Garden Club, local school horticultural priagrarns, sdtolarship programs Museum websites & Social Media I ....... I'll..............11.............. $ MCA domains, maintenance, enhancement with Iiinks to jefferson CoLmly lodging, dining acrd events SiRtcial Events, Promobans, Alarkatiq9 Kftsap Sun: NW Navy Life "lar 118 page btw 5250 MWAR me": $800 Pro fOgiona J'$M—kWprof edj§ �. _.MU. r Oral History Project (inteMewer, supplies) (550) Jefferson County histvy I culture publications (1050) Amxts,"ning W) 1.11—.11-1- ..... ............. -- .... - $ MOM A & E Circular 118 page W $185 Prinflng.- $2216 .. ........................................ $ 3100.00 Travel I onforences, postage, copies, office ...... -- ........................ .......... $700.00 TOTAL LTAC 2017 Leguest for Museum tourism promotion I facility services = $15,985 Page 6 of 8 Quilcene Historical Society Exhibit B Jurisdiction Lodging Tax Reporting Form — To Be Submitted to Jefferson County Administrator's Office No Later than February 28t" of each Year Lodging Tax Reporting Form 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 this form for EACH activity. I Organization Name: Reporting Year: 2 Sponsor Type (Check One): ® 501(c)(3) 0 501(c)(6) 0 Local Jurisdiction 0 Other (Explain): 3 Activity Name: 4 Activity Type (Check One): 0 Event/Festival* 0 Facility* 0 Marketing* 5 Activity Start Date*: 6 Activity End Date*: 7 Total Cost of Activity: $ 8 Amount Requested: $ 9 Amount Awarded: $ 10 Overall Attendance* 13 Number of Attendees Who Stayed Overnight in Unpaid Accommodations* a) Projected* a) Projected* b) Actual* c) Methodology (Check One): 0Direct Count* 0Indirect Count* 0Representative Survey* 0informal Survey* 0Structured Estimate* Other (explain): Other (explain): I 1 Number of Attendees Who Traveled 50 Miles or More* a) Projected* b) Actual* c) Methodology (Check One): 0 Direct Count* CIndirect Count* 0 Representative Survey* 0 Informal Survey* 0 Structured Estimate* 0 Other (explain): 12 Number of Attendees Who Traveled from Another State or Country* a) Projected* b) Actual* c) Methodology (Check One): 0 Direct Count* 0 Indirect Count* Representative Survey* 0 Informal Survey* Structured Estimate* ®Other (explain): *See Lodging Tax Yearly Reporting Definitions/Instructions Name of Individual Who Prepared Report: Phone #: E -Mail Address: RETURN THIS FORM TO: Jefferson County Administrator's Office 1820 Jefferson Street P.O. Box 1220 Port Townsend, WA 98368 jeffbocc@cojefferson.wa.us b) Actual* c) Methodology (Check One). 0 Direct Count* 0Indirect Count* 0 Representative Survey* Informal Survey* ® Structured Estimate* Other (explain): QInformal Survey* 14 Number of Attendees Who Stayed Overnight in Paid Accommodations* a) Projected* b) Actual* c) Methodology (Check One): 0 Direct Count* 0Indirect Count* 0Representative Survey* QInformal Survey* 0 Structured Estimate* 0 Other (explain): 15 Number of Paid Lodging Nights* a) Projected* b) Actual* c) Methodology (Check One): 1 Direct Count* 0 Indirect Count* O Representative Survey* 0 Informal Survey* 0 Structured Estimate* GOther (explain): DEADLINE: February 28th of Each Reporting Year Page 7 of 8 Quilcene Historical Society LTAC Yearly Reporting Def nitions/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. Page 8 of 8 Quilcene Historical Society AGREEMENT FOR 2017 HOTEL -MOTEL FUNDING FOR TOURISM SERVICES NORTH HOOD CANAL CHAMBER OF COMMERCE AND VISITOR CENTER This Agreement is by and between JEFFERSON COUNTY (hereinafter known as "COUNTY" and the NORTH HOOD CANAL CHAMBER OF COMMERCE (hereinafter known as "NHCCC"). WHEREAS, the NHCCC is a non-profit corporation of the State of Washington; and 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, as authorized by Chapter 67.28 RCW and Jefferson County Code Chapter 3.25; and WHEREAS, the Jefferson County Lodging Tax Advisory Committee reviewed and recommended funding the lodging tax proposal by the North Hood Canal Chamber of Commerce to operate visitor centers in Quilcene and Brinnon; IN CONSIDERATION of the mutual covenants and agreements herein it is agreed by the parties as follows: SECTION 1: SERVICES TO BE PERFORMED The NHCCC 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, as outlined below: Be responsible for the daily operation and continuation of the Quilcene Visitor's Center and the Brinnon Visitor's Center and provide visitor information materials for the Dosewallips State Park, consistent with the Itemized List of Proposed Tourism Promotion Services and NHCCC Lodging Tax budget, a copy of which are incorporated herein and attached hereto as Exhibit A. SECTION 2: RESPONSIBILITIES OF THE NORTH HOOD CANAL CHAMBER OF COMMERCE On or before January 31; April 30; July 31; October 31, 2017; and January 31, 2018, provide to the COUNTY: • A quarterly report of the use, services, programs and activities of the NHCCC under this Agreement for the prior quarter; Page: 1 of 13 North Hood Canal Chamber of Commerce • 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 2017. 2. On or before January 31 and July 31, 2017, provide to the COUNTY: • A billing statement requesting payment of Hotel -Motel Funding for the current half year. 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. 4. 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, 2018. 5. By February 28' of each year provide the following information on Exhibit B, attached hereto and incorporated by reference for the previous year. a. Each festival, event, or tourism facility owned and/or operated by NHCCC. b. The amount of lodging tax revenue allocated for expenditure (whether actually expended or not) by the NHCCC 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 NHCCC 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 $53,800 for 2017. Semi-annual payments of $26,900 will be made in the first and third quarter of 2017. Payments are to be predicated on submittal of reports defined in Section 2. Payment will be made by the COUNTY upon receipt of an invoice on the next available billing cycle. SECTION 4: TERM This Agreement shall be for a term of one year, commencing on January 1, 2017 and ending on December 31, 2017, except for the reports referenced in Section 2, due January 31, 2018 and February 28, 2018. Page: 2 of 13 North Hood Canal Chamber of Commerce 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, 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. The NHCCC 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, NHCCC 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. SECTION 8: HOLD HARMLESS The NHCCC 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 NHCCC's negligence or breach of any of its obligations under this Agreement; provided that nothing herein shall require the NHCCC 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 NHCCC'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 NHCCC's negligence, or the negligence of the NHCCC's agents or employees. The NHCCC specifically assumes potential liability for actions brought against the COUNTY by the NHCCC's employees, or any other persons engaged in the performance of any work or service required of the NHCCC 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 NHCCC recognizes that this waiver was specifically entered into pursuant to provisions of RCW 4.24.115 and was subject of mutual negotiation. Page: 3 of 13 North Hood Canal Chamber of Commerce SECTION 9: INSURANCE The NHCCC shall obtain and keep in force during the term of the Agreement, or as otherwise required, the following insurance with companies or through sources approved by the State Insurance Commissioner pursuant to RCW 48. The NHCCC shall maintain Workers' Compensation coverage as required under the Washington State Industrial Insurance Act, RCW Title 51, for all NHCCC employees, agents and volunteers eligible for such coverage under the Industrial Insurance Act. SECTION 10: INDEPENDENT CONTRACTOR The NHCCC and the COUNTY agree that the NHCCC 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 NHCCC nor any employee of the NHCCC 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 NHCCC, or any employee, representative, agent or contractor of the NHCCC. The NHCCC shall be responsible for all applicable withholdings, deductions, state industrial insurance, tax reports, business licenses, registrations, and all other obligations of an independent organization. SECTION 11: COMPLIANCE WITH LAWS The NHCCC 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 12: DISCRIMINATION PROHIBITED The NHCCC 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. Page: 4 of 13 North Hood Canal Chamber of Commerce SECTION 13: INTEGRATED AGREEMENT This agreement together with attachments or addenda represents the entire and integrated agreement between the County and the NHCCC 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 NHCCC. APPROVED and signed this day of January, 2017. Attest: Carolyn Avery, Deputy Clerk of the Board Approved as to Form: of ichael Haas j�/� Z�(6 Prosecuting Attorney JEFFERSON COUNTY BOARD OF COMMISSIONERS Kathleen Kler, Chair NORTH HOOD CANAL CHAMBER Authorized Official Page: 5 of 13 North Hood Canal Chamber of Commerce EXHIBIT A Itemized List of Proposed Tourism Promotion Services And NHCCC Lodging Tax Budget Tourism Promotion Services ACTIVITIES' • Visitor Centers: The Chamber requests funding to operate two Visitor Centers as outlined below: c US Forest Service (USFS) Ranger Station, Quilcene a Occupancy arrangement The Chamber has an informal agreement with the USFS in which the Chamber provides labor to USFS in exchange for use of the facilities (occupancy) • The arrangement is an informal continuation of a previous contract pending formalization by the USFS, ■ Required activities under agreement consist of • Ensure a minimum of two staff on duty on weekends and holidays • Provide information regard -Ing USFS and Olympic National Park • Sell maps and permits • Provide additional administrative staffing as may be reasonable from time to time a Permitted activities • Provide general visitor information and printed materials to the traveling public including State park information Commercial tourist activities Food and lodging • Maintain an inventory of tourism related rack cards and promotional material for the traveling public ■ Number of visitors • 19,588 in all of 2015. The following are direct counts 1,089 from another state or country 1,585 from over fifty miles away c) ?SO stayed overnight in unpaid lodging 1,551 stayed in paid lodging • 15,650 for the first eight months of 2016. The following are direct counts 872 from another state or country 1,092 from over fifty miles away honK Huad Cas Cho—be, of coftw"-�v Page 6 of 13 North Hood Canal Chamber of Commerce R- 750 stayed overnight in unpaid lodging c 1,477 stayed in paid lodging Brinnon Community Center, Brinnon • Occupancy arrangement A Memorandum of Understanding between the Chamber and OlyCap allows use of the facilities to provide information to the traveling public Activities Provide general visitor information and printed materials to the traveling public including State park information Commercial tourist activities o Food and lodging • Maintain an inventory of tourism related rack cards and promotional material for the traveling public Hours of Operation • Depending on the season, we provide paid staffing four to seven hours a day on Fridays, Saturdays and Sundays • Note: The Brinnon Visitor Center is also staffed at other times by other volunteers completely outside the control of the Chamber. We do not count visitors helped by these volunteers. Number of visitors 8,164 in all of 2015- The following are direct counts, -,, 119 from another state or country 486 from over fifty miles away 41 stayed overnight in unpaid lodging c 256 stayed in paid lodging 2,190 for the first eight months of 2016. the following are direct counts 128 from another state or country 348 from over fifty miles away 64 stayed overnight in unpaid lodging 302 stayed in paid lodging Cooperation: The Chamber intends to cooperate with County and other entities by providing such Visitor Center related information as may reasonably be requested from time to time. EVENTS • The Chamber does not sponsor tourist -related events. While the Chamber does sponsor membership meetings and events which are designed to foster business understanding and fraternity within the business community, these are not intended to draw tourists. Wroth t4oud C4Aal (NO&thrr rA comow-* A" Page 7 of 13 North Hood Canal Chamber of Commerce MARKETING PARTNERSHIPS • The Chamber does not request funding for other marketing partnerships, VISITOR CENTER MARKETING • The Chamber will continue to do its own electronic marketing by maintaining our website, on which we post festivals and events, and Facebook postings in which we discuss area activities, • Important note r� The following budget discussion is for Fund 200 Lodging Tax Funds only. It does not inciude any discussion of Fund 100 Chamber Funds. ,7 No Lodging Tax Funds are ever spent for Chamber expenses and likewise, no Chamber Funds are ever spent on Lodging Tax activities. • Income Grant Request ■ Acct 4542 L TAX Visitor Center Grant: $53,800 our overall grant request is just 2-77% ($1,450) over our 2016 grant award of $52,350 Other income • Acct5310 Interest Income: $17.65 • We expect about $17,65 in interest income an our checking account. Total at/ Lodging Tax Income., $53,817.65 Expense cl. Staff Wages • Acct 7221 Payroll: $42,655.00 • Budget Hours: Current estimates of hours to be worked in 2017 is 2,653 hours spread out among five part time employees. • Important Note: All wages in this request will go directly to front- line staff working directly with the traveling public, Management will be paid at $1 per year not out of Lodging Tax Funds, but out of Chamber funds, • Acct 7225 Holiday Bonus. -$1,066.00 • Holiday Bonus of approximately 2.5% of wages paid in the twelve month period ending in November of the plan year. • Acct 7226 Poyroll Reserve: $1,279.65 • 3% of wages will be a Payroll Reserve to cover unanticipated wage requirements, • Other notes • Why we pay employees when othet, Visitor CeWers rely on volunteers: Not" Now c4o* of cam"W"t. Page 8 of 13 North Hood Canal Chamber of Commerce C" Federal Hiring Approval Required: No staff member may be hired to work at the USFS Ranger Station except after interview with and approval by the USFS. Performance Requirements: Our staff is required to perform to the same levels as federal employees in the USFS Ranger Station. c Fairness: We believe that our employees, with similar qualifications and doing the same work in the same facility as others should get similar pay. USF5 Wages: The USF$ classifies employees and pays them in accordance with the Federal General Service pay schedule, Their classification are as follows: Part Time Receptionist, GS -4, starting at $14.03 and advancing annually in Steps to $15.90 after five years of service. Full Time Receptionist. GS -5, starting at 515.70 and advancing annually in Steps to $17.79 after five year-, of service. We use the same rates of pay and Steps, except that our Steps are based on 2000 hours of service. No other benefits: We will pay no other benefits that might be paid by the Federal government No sick pay No vacation pay No holiday pay No medical benefits No dental benefits • Prevailing Wages- While we can find no basis in legislation for the application of prevailing wage theories for administrative staff, it is a concept well established in Washington State law (RCW 39-12) and in Federal law (Davis -Bacon Art) that if public funds are expended on public works, then wages must be paid at prevailing rates. The sense and;ntent of the legislation is that no public funds should be used to pay substandard wages. We think it is good public policy that Lodging Tax Funds (public funds) be used to pay not substandard but fair and equitable wages, • Living Wage: The budgeted amount is to be divided between five part time employees, On an onnual basis, no individual employee will earn anything close to living wage in Jefferson County for a two adult household. The Massachusetts Institute of Technology website (htli):/Iiivingwau,mit,edu/counties/53031) identifies the minimum household income for two adults in Jefferson County as North #4tktd C.W"Al Page 9 of 13 North Hood Canal Chamber of Commerce c, Remaining SudgEt: The remaining items on the budget will be self-explanatory breakdowns of the following major categories: • Acct 7250 Payroll Taxes (paid by employer): $4,077.00 • Acct 7520 Accounting fees (payroll processing): 5750.00 ■ Acct 8100 Non -personnel expenses (including Internet servicel., $1,850.00 ■ Acct 8270 Depreciation: $140.00 • Acct 8500 Other expenses: $Z .00 n Total all Expenses: $53,817.65 Surplus or Deficit: $0 ft-Ih Wt of S Mo, A" Page 10 of 13 North Hood Canal Chamber of Commerce Ordblwl ti�lI lnaama c nelblw.d*"*W44SMffM-4 4Mb teem ww4s Apia LTA%V*wC~C1w1 law 4049 t4+ M 2m m"MW Me" Tow A - Cowaft w "raw I&WOaal 0 - trNaB bswme inwml.r 0379 - ftw,. Nwwl 0311 D w, Mosobenlesp 8$71. fbw, CWWWMI m YOM 4310 0ww, lMnbw 4310-bl~w P 8448 hews wfoa, b"MMM No• are. fsdwal Bsw lrana IA48 , Cast of wwnlary WN TaW fiMO- afew Ww, slvanbil Tom" AdwMlago.sanwa TaW 8 - EM" W Weeawa IRN"M ay T4eW Imeonu afoA PIeM Eglrnw 1, ftawom SwsblM TWO, afro a F"W" 1309aWrArft peid %n. Moog*" ?W: Ch I I Muw To*CMwOw Frame 9at TMss1 PW R N$i**" Toed 108@ OwIWOa Pre ewMor members r.w 7400 - or*" a poyr4m a11Pws+ 71" aalw"4lelswdw®wess 1230 - OMwv ♦ a,eaora arw%w 1338. Saw" 4 maw tut ►a.aa fid Ywr 720 NOMW aemmw I= P44p4 Awwrw Taw IM � Samoa a vwn 7289' pow" am rabr r3L0 • main & room warms "M • OAdwW swvw" IM - Aaaaurr m ifs Far 1118 • MOM& seroAcw Taw 7. Pragnn abfvkw 8 - Aridod"O 4 EgWnft IMS • NonpemamW egxn s IMM - OaBa wlpwmu 0108 - MMMOGen ftewbaftm alto -tea 0130- Tre80ama, Tata a inbmxe 8140- Poa6pa, SMoft da0w y Iwo - man" a ODPOM Taw 81w - Nanparaw" axpseoea a4w-Fwe114e UDWaagWn-a*aa bl* DW a awna8awaaa Ta6W 8480, Fmft i agWPmw1 *q:Iwaw No, O"t a8pw fi am - blarrweo 0814 Adwrb" r+d po "pkm 99YI ' awA: drYnBw a s14d4 avd diar TOW "M - Odw ospaaw, am, 0.000" wgwnw OW, Tw40a a bae4wa - slow Taw 00, Mnm w eta tow a - A*MWA lw bw~ TOW a4pwee NW WA00W NHCCC Lodging Tax Budget 141 MAMA & F.%" 20 cadol" TAX Fvmpr TOTAL 1rr -Ow 11 JW -DEC j7 . Jan .Ou 17 ;� 400 u; Sa.Sr✓G.011 s3 �a n0 s3 eca n0 350r10G 2,800.W 00 33b.C4 10.00 .7 0, 7 i 85 21.00C,0J 2'1,D30.00 =a 5,14 00 ..._... ..__, -19,54400 _..24@33 2AS OD 1000 1000 4,823:00 1385 ..4543.35 462300 53817 as 53,44935 4675: J0 53817 65 4440 05 701170 iDC.00 40000 30370 :N70.00 J.vu 1:.30000 I.MM ICI 100 42 W6 w Vob0-00 1 ow,w 1:0W.M , .270 M 1 !7865 4o,0x--5t 45.000 CG 4.ve"D0 40F100 I ou 49.075.50 49:7, & 9L' ;750.00 .. .. 38000 75009 t,001 00 46,827.65 51 12995 Mcti 137:00 475 0D 9,coo C0 i50.0i1 1 19000 203. CQ 250.00 45000 %2moo 1200 00 200CC moo 35000 50 C0 5000 i90 00 1 775 �C 1850 0C 3,5-50c, x4000 140 W t4000 140 0C am CC 000 0C 230000 650.00 w w 6M M we 09 I .fi r!97 35W w sow SC �u.ua 5000 4915 CC 13,04 t 59.443@3 0x 000 0W to a40 0.a9 Page 11 of 13 North Hood Canal Chamber of Commerce Exhibit B 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 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 this form for EACH activity. 1 Organization Name: Reporting Year: 2 Sponsor Type (Check One): ® 501(c)(3) 0 501(c)(6) 0 Local Jurisdiction 0 Other (Explain): 3 Activity Name: 4 Activity Type (Check One): (DEvent/Festival* 0 Facility* 0 Marketing* 5 Activity Start Date*: 6 Activity End Date*: 7 Total Cost of Activity: $ 8 Amount Requested: $ 9 Amount Awarded: $ 10 Overall Attendance* a) Projected* 0Indirect Count* b) Actual* Survey* c) Methodology (Check One) Direct Count* 0Indirect Count* Representative Survey* 0Informal Survey* ®Structured Estimate* Other (explain): 11 Number of Attendees Who Traveled 50 Miles or More* a) Projected* b) Actual* c) Methodology (Check One): Direct Count* Indirect Count* 0 Representative Survey* 0 Informal Survey* ® Structured Estimate* 0 Other (explain): 12 Number of Attendees Who Traveled from Another State or Country* a) Projected* b) Actual* c) Methodology (Check One) 0 Direct Count* 0 Indirect Count* 4Representative Survey* 0Informal Survey* 0Structured Estimate* Other (explain): "See Lodging Tax Yearly Reporting Definitions/Instructions Name of Individual Who Prepared Report: Phone #: E -Mail Address: RETURN THIS FORM TO: Jefferson County Administrator's Office 1820 Jefferson Street P.O. Box 1220 Port Townsend, WA 98368 j effbocc@co. j efferson.wa.us 13 Number of Attendees Who Stayed Overnight in Unpaid Accommodations* a) Projected* b) Actual* c) Methodology (Check One): Direct Count* Indirect Count* Representative Survey* Informal Survey* 0 Structured Estimate* Other (explain): 14 Number of Attendees Who Stayed Overnight in Paid Accommodations* a) Projected* b) Actual* c) Methodology (Check One): ® Direct Count* 0Indirect Count* ORepresentative Survey* 0 Informal Survey* 0 Structured Estimate* 0 Other (explain): 15 Number of Paid Lodging Nights* a) Projected* b) Actual* c) Methodology (Check One): Direct Count* 0 Indirect Count* Representative Survey* 0 Informal Survey* 0 Structured Estimate* Other (explain): DEADLINE: February 28th of Each Reporting Year Page 12 of 13 North Hood Canal Chamber of Commerce 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. Page 13 of 13 North Hood Canal Chamber of Commerce AGREEMENT FOR 2017 HOTEL -MOTEL FUNDING FOR TOURISM SERVICES TOURISM COORDINATING COUNCIL 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 TCC is established by the Board of County Commissioners through Resolution No. 78-03 and its members are appointed by Board of County Commissioners; and 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, as authorized by Chapter 67.28 RCW and Jefferson County Code Chapter 3.25; and WHEREAS, the Jefferson County Lodging Tax Advisory Committee reviewed and recommended funding the lodging tax proposal by the Tourism Coordinating Council to implement a strategy for the unincorporated area of Jefferson County to promote tourism activities; 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 funding provided under this agreement to continue and update the ongoing performance of the following tourism promotion services, as outlined below: Adopt and implement a tourism marketing and promotion strategy for the unincorporated area of Jefferson County, consistent with the proposed TCC Lodging Tax services and budget, a copy of which is incorporated herein and attached hereto as Exhibit A. 2. Be the focal point for community involvement, act as a clearinghouse for community organizations, and participate in planning and strategizing for tourism promotion. 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. Page: 1 of 7 Tourism Coordinating Council SECTION 2: RESPONSIBILITIES OF THE TOURISM COORDINATING COUNCIL: On or before January 31; April 30; July 31; October 31, 2017; and January 31, 2018, provide to the COUNTY: • A quarterly report of the marketing, services, programs and activities of the under this Agreement for the prior quarter; 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 2017. 2. Submit orders and invoices from marketing vendors to the County Administrator's Office for payment by the County out of budgeted funding allocated for TCC activities consistent with this Agreement. 3. 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. 4. 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 retained in the Fund 125 Hotel/Motel fund balance. 5. By February 281h of each year provide the following information on Exhibit B, attached hereto and incorporated by reference for the previous year. a. Each festival, event, or tourism facility owned and/or operated by TCC. 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. 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 TCC 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 $135,000 for 2017. Payment is to be predicated on submittal of reports defined in Section 2. Except as provided below in Paragraph 3, payment will be made by the COUNTY upon receipt of an invoice on the next available billing cycle. Page: 2 of 7 Tourism Coordinating Council 3. The County shall establish a Fund 125 revolving checking account, and the County Administrator's Office may use it to pay time -sensitive orders and invoices for services consistent with this Agreement, and that require payment sooner than a normal County billing cycle. SECTION 4: TERM This Agreement shall be for a term of one year, commencing on January 1, 2017 and ending on December 31, 2017, except for the reports referenced in Section 2, due January 31, 2018 and February 28, 2018. 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, 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. The TCC 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. SECTION 8: COMPLIANCE WITH 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, Washington. SECTION 9: DISCRIMINATION PROHIBITED The TCC with regard to the services 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. Page: 3 of 7 Tourism Coordinating Council SECTION 10: INTEGRATED AGREEMENT This agreement together with attachments or addenda represents the entire and integrated agreement between the County and the TCC 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 TCC. APPROVED and signed this day of January, 2017. Attest: Carolyn Avery, Deputy Clerk of the Board Approved as to Form: Michael Haas Prosecuting Attoji ey JEFFERSON COUNTY BOARD OF COMMISSIONERS Kathleen Kler, Chair TOURISM COORDINATING COUNCIL Authorized Official Page: 4 of 7 Tourism Coordinating Council EXHIBIT A Proposed 2017 Tourism Coordinating Council Lodging Tax Services and Budget [Note: TCC shall decrease total lodging tax expenditures to $135,0001 TCC's proposed 2017 marketing budge: is detailed w follows-, TCC 2016 Marked 2t117 Pmpased Advartiaing C Lodging List PjacemwA in Getaway Guides 56,000 to Lodging List for Act Map Reprint $500 opportunities, (e,g.. Coho Ad) $2,700 Regional Map Project (e.g. Redux Activity Plar!000 $10.000 Brochure Reprint (e.g. Walerfall Tfail f 4P TP) $5,200 Web Hosing, Domain Reg. & Social Media Sub. '$1,000 Ad Creative Services $3,000' - Marketing $63,WC Spring/Fall c o -W Campaigns $16,000 Digi! Marketing $13,000 FAM Tour Support $3,500 Olympic Culinary loop Oly Peninsula Tourism Summit Coiiaboration WTA Partici Year-Around Campaign Shoulder Season Campaigns Peninsula 'Tourism Carr iota CEC T TCC provides 4 areas mpniiswftlion Pt. Ludlow, Uarea, OuilcermiBrinnon, West End $27,000 Max Comdinabon of Marketing, Budget, etc. $22,000 Travel, Postage, Copies, Office Expenses, Pro. Sms, atc, $3,10D Page 5 of 7 Tourism Coordinating Council Exhibit B Jurisdiction Lodging Tax Reporting Form — To Be Submitted to Jefferson County Administrator's Office No Later than February 281h of each Year Lodging Tax Reporting Form 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 this form for EACH activity. 1 Organization Name: Reporting Year: 2 Sponsor Type (Check One): 0 501(c)(3) 0 501(c)(6) 0 Local Jurisdiction 0 Other (Explain): 3 Activity Name: 4 Activity Type (Check One): 0 Event/Festival* 0 Facility* 0 Marketing* 5 Activity Start Date*: 6 Activity End Date*: 7 Total Cost of Activity: $ 8 Amount Requested: $ 9 Amount Awarded: $ 10 Overall Attendance* a) Projected* b) Actual* c) Methodology (Check One): 0Direct Count* 0Indirect Count* Representative Survey* 0Informal Survey* Structured Estimate* Other (explain): 11 Number of Attendees Who Traveled 50 Miles or More* a) Projected* b) Actual* c) Methodology (Check One): ® Direct Count* © Indirect Count* 0 Representative Survey* 0 Informal Survey* 0 Structured Estimate* 0 Other (explain): 12 Number of Attendees Who Traveled from Another State or Country* a) Projected* b) Actual* c) Methodology (Check One): 0 Direct Count* 0 Indirect Count* Representative Survey* 0 Informal Survey* Structured Estimate* Other (explain): *See Lodging Tax Yearly Reporting Definitions/Instructions Name of Individual Who Prepared Report: Phone #: E -Mail Address: RETURN THIS FORM TO: Jefferson County Administrator's Office 1820 Jefferson Street P.O. Box 1220 Port Townsend, WA 98368 j effbocc@co. j efferson.wa.us 13 Number of Attendees Who Stayed Overnight in Unpaid Accommodations* a) Projected* b) Actual* c) Methodology (Check One): 0 Direct Count* 0Indirect Count* 0Representative Survey* 0Informal Survey* 0 Structured Estimate* Other (explain): 14 Number of Attendees Who Stayed Overnight in Paid Accommodations* a) Projected* b) Actual* c) Methodology (Check One): 0 Direct Count* 0 Indirect Count* Representative Survey* 0 Informal Survey* 0 Structured Estimate* 0 Other (explain): 15 Number of Paid Lodging Nights* a) Projected* b) Actual* c) Methodology (Check One): Direct Count* 0 Indirect Count* 0 Representative Survey* 0 Informal Survey* 0 Structured Estimate* GOther (explain): DEADLINE: February 28th of Each Reporting Year Page 6 of 7 Tourism Coordinating Council 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. Page 7 of 7 Tourism Coordinating Council AGREEMENT FOR 2017 HOTEL -MOTEL FUNDING FOR TOURISM SERVICES QUILCENE FAIR & PARADE This Agreement is by and between JEFFERSON COUNTY (hereinafter known as "COUNTY" and the _QUILCENE FAIR & PARADE ASSOCIATION (hereinafter known as "QUILCENE FAIR"). WHEREAS, the QUILCENE FAIR is a non-profit corporation of the State of Washington; and WHEREAS, the COUNTY desires to promote tourism in unincorporated Jefferson County, as authorized by Chapter 67.28 RCW and Jefferson County Code Chapter 3.25; and WHEREAS, the Jefferson County Lodging Tax Advisory Committee reviewed and recommended funding the lodging tax proposal by the Quilcene Fair and Parade Association to implement a strategy for the unincorporated area of Jefferson County to promote tourism activities; IN CONSIDERATION of the mutual covenants and agreements herein it is agreed by the parties as follows: SECTION 1: SERVICES TO BE PERFORMED The QUILCENE FAIR 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, as outlined below: 1. QUILCENE FAIR shall use its capabilities and utilize up to $3,500 of funding provided under this agreement to promote the Quilcene Fair and Parade, restricted to any of the eligible items in the itemized list of proposed tourism promotion services, a copy of which is incorporated herein as Exhibit A, as may be reduced on a prorated basis to match the actual funding amount. SECTION 2: RESPONSIBILITIES OF THE QUILCENE FAIR: On or before January 31; April 30; July 31; October 31, 2017; and January 31, 2018, provide to the COUNTY: • A quarterly report of the use, services, programs and activities of the QUILCENE FAIR under this Agreement for the prior quarter; • 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 2017. 2. On or before January 31, 2017, provide to the COUNTY: • A billing statement requesting payment of Hotel -Motel Funding for the current year. 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. Page: 1 of 7 Quilcene Fair & Parade 4. 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, 2018. 5. By February 28t' of each year provide the following information on Exhibit B, attached hereto and incorporated by reference for the previous year. a. Each festival, event, or tourism facility owned and/or operated by QUILCENE FAIR. b. The amount of lodging tax revenue allocated for expenditure (whether actually expended or not) by the QUILCENE FAIR 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 QUILCENE FAIR 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 $3,500 for 2017. Payment is to be predicated on submittal of reports defined in Section 2. Payment will be made by the COUNTY upon receipt of an invoice on the next available billing cycle. SECTION 4: TERM This Agreement shall be for a term of one year, commencing on January 1, 2017 and ending on December 31, 2017, except for the reports referenced in Section 2, due January 31, 2018 and February 28, 2018. SECTION 5: ASSIGNMENT Either parry 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, 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. The Page: 2 of 7 Quilcene Fair & Parade QUILCENE FAIR 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, QUILCENE FAIR 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. SECTION 8: HOLD HARMLESS The QUILCENE FAIR 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 QUILCENE FAIR's negligence or breach of any of its obligations under this Agreement; provided that nothing herein shall require the QUILCENE FAIR 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 QUILCENE FAIR'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 QUILCENE FAIR's negligence, or the negligence of the QUILCENE FAIR's agents or employees. The QUILCENE FAIR specifically assumes potential liability for actions brought against the COUNTY by the QUILCENE FAIR's employees, or any other persons engaged in the performance of any work or service required of the QUILCENE FAIR 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 QUILCENE FAIR recognizes that this waiver was specifically entered into pursuant to provisions of RCW 4.24.115 and was subject of mutual negotiation. SECTION 9: INSURANCE The QUILCENE FAIR shall obtain and keep in force during the term of the Agreement, or as otherwise required, the following insurance with companies or through sources approved by the State Insurance Commissioner pursuant to RCW 48. The QUILCENE FAIR shall maintain Workers' Compensation coverage as required under the Washington State Industrial Insurance Act, RCW Title 51, for all QUILCENE FAIR employees, agents and volunteers eligible for such coverage under the Industrial Insurance Act. SECTION 10: INDEPENDENT CONTRACTOR The QUILCENE FAIR and the COUNTY agree that the QUILCENE FAIR 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 QUILCENE FAIR nor any employee of the QUILCENE FAIR shall be entitled to any benefits accorded County employees by virtue of the services provided under this Page: 3 of 7 Quilcene Fair & Parade 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 QUILCENE FAIR, or any employee, representative, agent or contractor of the QUILCENE FAIR. The QUILCENE FAIR shall be responsible for all applicable withholdings, deductions, state industrial insurance, tax reports, business licenses, registrations, and all other obligations of an independent organization. SECTION 11: COMPLIANCE WITH LAWS The QUILCENE FAIR 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 12: DISCRIMINATION PROHIBITED The QUILCENE FAIR 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 QUILCENE FAIR 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 QUILCENE FAIR. APPROVED and signed this Attest: Carolyn Avery, Deputy Clerk of the Board Approved as to Form: Michael Haas I11 G6 Prosecuting Attorney day of January, 2017. JEFFERSON COUNTY BOARD OF COMMISSIONERS Kathleen Kler, Chair QUILCENE FAIR & PARADE ASSOCIATION Authorized Official Page: 4 of 7 Quilcene Fair & Parade EXHIBIT A Itemized List of Proposed Tourism Promotion Services [Note: Quilcene Fair shall decrease total lodging tax expenditures to $3,500] Facebook advertising: $500 Doubling our music budget for additional acts on Saturday Evening and Sunday: $1,500 Printing 100 extra posters (SOS Printing in Port Townsend): $100 Live sound mixing and DJ for the duration of the 2 day event: $1000 Development money to explore logistics of creating an East Jefferson County Van share (for this event and others, where hotels and businesses could subscribe to get on the route, the van's location is available online in real time, and we can connect our hotels to our attractions with a smaller more nimble and tourist -friendly rural van share. The name, of course: gUber: $2,000 Page 5 of 7 Quilcene Fair & Parade Exhibit B 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 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 this form for EACH activity. 1 Organization Name: Reporting Year: 2 Sponsor Type (Check One): ® 501(c)(3) 0 501(c)(6) 0 Local Jurisdiction 0 Other (Explain): 3 Activity Name: 4 Activity Type (Check One): 0 Event/Festival* 0 Facility* ® Marketing* 5 Activity Start Date*: 6 Activity End Date*: 7 Total Cost of Activity: $ 8 Amount Requested: $ 9 Amount Awarded: $ 10 Overall Attendance* a) Projected* b) Actual* c) Methodology (Check One): 0Direct Count* Indirect Count* Representative Survey* 0Informal Survey* Structured Estimate* 00ther (explain): 1 I Number of Attendees Who Traveled 50 Miles or More* a) Projected* b) Actual* c) Methodology (Check One): 0 Direct Count* 0 Indirect Count* 0 Representative Survey* QInformal Survey* 0 Structured Estimate* 0 Other (explain): 12 Number of Attendees Who Traveled from Another State or Country* a) Projected* b) Actual* c) Methodology (Check One): ® Direct Count* 0 Indirect Count* 0 Representative Survey* 0 Informal Survey* Structured Estimate* Other (explain): *See Lodging Tax Yearly Reporting Definitions/Instructions Name of Individual Who Prepared Report: Phone #: RETURN THIS FORM TO: E -Mail Address: Jefferson County Administrator's Office 1820 Jefferson Street P.O. Box 1220 Port Townsend, WA 98368 j eftbocc@co. j efferson.wa.us 13 Number of Attendees Who Stayed Overnight in Unpaid Accommodations* a) Projected* b) Actual* c) Methodology (Check One): 0 Direct Count* 0 Indirect Count* Representative Survey* Informal Survey* 0 Structured Estimate* Other(explain): 14 Number of Attendees Who Stayed Overnight in Paid Accommodations* a) Projected* b) Actual* c) Methodology (Check One): 0 Direct Count* 0 Indirect Count* Representative Survey* 0 Informal Survey* 0 Structured Estimate* 0 Other (explain): 15 Number of Paid Lodging Nights* a) Projected* b) Actual* c) Methodology (Check One): Direct Count* 0 Indirect Count* Representative Survey* 0 Informal Survey* 0 Structured Estimate* 0 Other (explain): DEADLINE: February 28th of Each Reporting Year Page 6 of 7 Quilcene Fair & Parade 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. Page 7 of 7 Quilcene Fair & Parade