HomeMy WebLinkAboutSteve Shively Letter of Understanding 042614RE: Letter of Understan ding
The purpose of this Document is, to outline the duties and responsibilities ofthe
Jefferson Tourism Coordinating Council Narketing Coordinator. Document also
outlines the jefferson County Tourism Coordinating Council,(designated as TCC in
this document), responsibilities to contractor in ternis of"paymerut and oversight
To over and implement all Media Marketing prograrns, print, int ernet, or other
media,, that have been diussied and developed by the Jefferson County Tourism
Colorldinathio gCouncil. And to advise TCC mernbers, ofbestavenues forsuccess in
Jefferson County media Promotions airned at overnight and extended stays in local
lodging.
Coordinate between TCC, (Jefferson County Tourism Coordinating Council), OPVB,
(Olympic Peninsula Visitor Bureau), and OPTC,(Olympic Peninsula Totirism
Cornmission"), on Spring and Fall Campaigns, web based promotions, aids, etc, These
Carnpaigns are formulated in partnership, TCS, OiPVB, OPTC and aruted by
OPV'pus lead entity.
Coordii-iate with Marketing and Ad Reps, aj,'id help facilitate Cooperative promotions
and giveaways associated with these programs.
Attend meetings, WC, J.C. LTAQ OPTC and provide input rel atedto Marketing
venues, provided by TCC to address jefferson County Lodging Promotional needs.
Set meeting dates for TCQ with input from Committee, venues, advertise meeting in
Jefferson County Leadier,
Send ineeting notices to Board Members, :ruin null interested parties, meeting agendas
should go out to the board no less than 4 days prior to meeting, (gives time to
review and or add), Record meeting, download media and place on CD,, file.
Take minutes during meeting, After meeting, trap scrib e Minutes, distribute to IVC
mernbers, Meeting minutes and supporting docs should be distributed for
comment/rieview within 7 days of meeting.
Prepare meeting diocunients:Aglenda, Minutes, Financial Report,, and any additional
information in support o needs at the momenL
Report ou currient prograrns, Media Campaigns, and advise TCC menibers on your
ideas asto best achievie success in advertising.,
Disseminate all peitinent information is ernail, phone, or hard COPY; MUCII of this is
pass -a -long from OPTC,
Organize Annual T'CC Meeting in November. Meet with TCC Chair and TCC Co- Chair
to design budget for COIning year
Fill out application for LTAC funding,, write use descriptions, present application to
LTAC committee.
Receive invoices for reimbursement, process for payment,, (room rental, Facebook
ads, office supplies, etc), deliver original to Auditor's office for payment, file second
original in file. Chuck with county to see if payment has been issued. Coordinator
will be resparr sill e for the checkbook. Keep track of financial matters. toulls of
invoices, moIneys due, etc. Produce up to date Budget for TCC committee meetings,
Printed Collateral:
Coordinate with Roney and appropriate partners for reprints like our Activity Map,
Lodging Lists:
Coordinate with pill Roney at Gateway, VQ who updatesI, and coordinates with
receiving inform tion, about these updates on Ludging Lists.
Make and send postcards, to all jeff, Co. lodgings for changes, then place those
changes in the current Lodging List, with Roney as involved partner.
Interact with Lodgings on any pertinent matters.
I genre is and ieflu ed at present, but TCC has planned to use Website, Pacebook,
Pinterest, Twitter, Blog, etc.
Coordinate with people who are working on Social Media pages.,
May need to write text for landing pages, etc, for banner ads,
Legislative Representation. -
Write letters, make phone calls, interact with Legislative Representatives, when
needed.
The TCC mill provide direction, oversight, and funding as agreed upon for Marketing
Coordinator during each T'C Budget yearly cycle and will provide, agreed uplon,
stipends for travel, mileage and expenses would be in-line with County i WA State per
diem. travel parameters, and funds for necessary expenses; printing,, office needs and
other related TCC expenses.
This agre,etiietitrc,,iriaillis , in effect on a monthly basis, until thec or Contractor feel
need al'id agree to terminate, Both'TCC and undersigned contractor have the right
to terminate this, with a 30 day prior notice to &othelr p�arty nienn loned,
arta
Date
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Com'wil,Chair
Jefferson (,'o�.,�nty'TourismCODrdinating Council TCC Marketing Coordinatal