HomeMy WebLinkAboutCentrum - 012317AGREEMENT 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 Sei vices 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.
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 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 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
,)S ,23 ` qday of January, 2017.
JEFFERSON COUNTY
Attest: BOARD OF COMMISSIONERS
CarolynA ry, Kathleen Kler, Chair
Deputy Clerk of the Board
Appr d as to Form: CENTRUM
Michael Haas f Z/Z y�/Z.�6 Authorized Official
Prosecuting Attorney
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
JazzTlmes 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 jazztlrnes.corn with 440,000 pageviews. $1,aM8
Display ad promoting all of Centrum`s programs in Olympic Peninsula Getaway guide,
Mare 2017 edition. Olympic Peninsula Getaway has a circulation of 200,000 including
Washington State Ferries. $630
• Two page 'advertorial" ($6,11.4 opportunity cost, half paid by Centrum, half by Fort
Warden) promoting annual Centrum programs in the MV Coho Magazine. MV Coho
Magazine (90,000 copies annually) is the tin -board 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 K(JOW-FM for Centrum's Summer Season programs,
during May and lune 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 $75,000, and 45 percent live In households with income of more than
$100,00D per year. $3,000
• 40 underwriting announcements on KPLU-Fluff for Jazz Port Townsend and Port Townsend
Acoustic Blues Festival, during May and June 2017. KPi,U-FM reaches 309,000 listeners
throughout western Washington each week. $3,570
• Quarter page display ad promoting Port Townsend Writers' Conference in Poets and
Writers Magazine, March/April and May/June 2017 editions. This magazine has a
circulation of over 100,000 with people throughout the US who tape 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 Port Townsend in DownBeat Magazine, March 2017 Jazz Camp
Guide and May 2017 Summer Festival Guide. DownBeat Magazine has a circulation of
68,0011 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 57,00D
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 throughout the U.S. $572
* % page display ad promoting Jazz Port Townsend in the program guide for Victoria Jazz
Festival. Victoria Jazz Festival has an 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 Kitsap Reporter, February 2417. Central Kitsap Reporter has a circulation to over
18,000 households in Silverdale and Central Kitsap County. $250
Two display ads promoting Port Townsend Acoustic Blues Festival in Acoustic Guitar
Magazine and on their website in April and May 2017. Acoustic Guitar Magazine has
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. Uvng 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 Baily World, February 2016. Aberdeen Daily World has a circulation of 14,100
with people along the coast of Washington State. $220
a Display ad (1/3 page) promoting Jazz Port Townsend in JazzED Magazine, March/April 2017.
This magazine has a circulation of over 1.3,000 jazz educators. $677
• Printing of 8,000 season brochures pronating 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 5,000 rack cards promoting all Centrum summer season programs for
distribution at Jefferson County Visitor information Center, Part Townsend Visitor
Information Center, hotels and B&Bs in Jefferson County, and more. $503
+ Two 2/3 page display ads promoting Jazz Port Townsend in Earshot Jazz Magazine, June and
July 2017- Earshot has a monthly circulation of 6,000 in Seattle. $340
Two full page color ads prornoting Fiddle Tunes in the Old-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 3,00(? people throughout the US who like fiddle music. $200
Display ad 1/6 page promoting Young Artist Project Explorations and Water World programs
in the Mlethow Valley News, February 2017. Methow Valley News has a circulation of 2,754
with people in eastern Washington State, $238
Total expenses, $32,546
Total requested from JCLTAtC $25,000
Page 7 of 9 Centrum
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): 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* O 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* 0Structured Estimate*
Other (explain):
I 1 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*
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* 0 Representative Survey*
0Informal Survey* 0Structured 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
jeftbocca eo.jefferson.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* Representative Survey*
Chiformal 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 Infonnal Survey*
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*
Other (explain):
DEADLINE: February 28th of Each Reporting Year
Page 8 ofi) 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
Consent 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.
RIEVM)W-DBY:
Philip Morl or Date:
CONTRACT REVIEW FORM / � - Z I q
CONTRACT WITH: Centrum
cc
(Contractor)
AMOUNT: .$20,000 PROCESS:
Revenue:
Expenditure:
Matching Funds Required:
Source(s) of Matching Funds:
Exempt from Bid Process
Consultant Selection Process
Cooperative Purchase
Competitive Sealed Bid
Small Works Roster
Vendor List Bid
RFP or RFQ
Step 1: REVIEW BY
Review by:
Date Reviewed
r0 APPROVED FORM
Comments: (""7 - iy,
Returned for revision (See comments)
L --s t -LV i- c
Step 2: REVIEW BY PROSECUTI TTORNEY
Review by:
Date Reviewed:
APPROVED AS TO FORM Returned for revision (See comments)
toments:
Step 3: DEPARTMENT MAKES REVISIONS
Have contractor sign appropriate number of originals.
Step 4: SUBMIT TO PROSECUTING ATTORNEY FOR FINAL SIGN OFF
Step 5: SUBMIT TO BOCC FOR APPROVAL
Submit originals and 9 copies of Contract, Review Form, and Agenda Bill to BOCC Office.
Place "Sign Here" markers on all places the BOCC needs to sign.
MUST be in BOCC Office by 5 p.m. TUESDAY for the following Monday's agenda.
(This form to stay with contract throughout the contract review process.)
JAN 2 6 201
1820 Jefferson Street
Port Townsend,
Kate Dean, District 1 David W. Sullivan, District 2 Kathleen Kier, District 3
January 24, 2017 G�
Centrum
P.O. Box 1158
Port 'Townsend, WA 98368 FEB 062
Re: Agreement for 2017 Lodging Tax Funding
Dear Centrum,
Enclosed for your signature are two (2) original agreements for 2017 Lodging Tax
Funding. Please sign both originals, keep one original for your records and return the
second original to the address listed above.
Please remember that on or before January 31; April 30; July 31; October 31, 2017 and
January 31, 2018 you are required to provide to the County:
• A quarterly report of the use, services, programs and activities 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.
Thank you for your assistance.
Sincrely,
XIrcslXieL'ock
Executive Assistant
Enclosure
Phone (360) 385-9100 Fax (360) 385-9382 jeffbocc(n'co.jefferson.wa.us