HomeMy WebLinkAboutTourism Coordinating Coucil (TCC), Steve Shively dba S3 Solutionn, Amendment No. 2 (Marketing Coordinator)- 0306171+r� -. �v-3 -
0.2 — JEFFERSON COUNTY TOURISM COORDINATING COUNCIL
MARKETING COORDINATOR AGREEMENT
This Amendment No. 2 to the Jefferson County Tourism Coordinating Council
Marketing Coordinator Agreement is by and between JEFFERSON COUNTY, hereinafter known
as "COUNTY," the JEFFERSON COUNTY TOURISM COORDINATING COUNCIL,
hereinafter known as "TCC," and STEVE SHIVELY dba S3 Solutions, hereinafter known as "S3
SOLUTIONS," all three of which are collectively known as "the PARTIES."
WHEREAS, the PARTIES fully executed a Jefferson County Tourism Coordinating
Council Marketing Coordinator Agreement (Agreement) on February 23, 2015; and
WHEREAS, the PARTIES executed Amendment No. 1 to the Agreement on
February 1, 2016; and
WHEREAS, the Agreement term as established by Amendment No. 1 expires on
December 31, 2016, unless a mutually agreed extension is executed by all parties; and
WHEREAS, the PARTIES desire to extend the Agreement;
IN CONSIDERATION of the mutual covenants and agreements herein, the
Agreement is hereby amended as follows:
The second paragraph of the Agreement is amended to read as follows:
All compensation received on behalf of S3 Solutions is for services as an Independent
Contractor, not as an employee of Jefferson County and the TCC. The compensation for
performing the specified services in 2016 shall be $1,500.00 per month, and in 2017 shall
be $1,750 per month, payable upon receipt of monthly invoice.
2. The third paragraph of the Agreement is amended to read as follows:
This renewable Agreement is for a term of January 1, 2015 through December 31, 2017,
except as provided below:
• If the TCC reorganizes and incorporates as an independent non-profit organization
and enters into a mutual agreement with the County to assume the tourism
promotion/marketing activities of the TCC, in lieu of operating under Resolution
No. 78-03, then this Agreement shall terminate immediately upon the execution of
said agreement, at which time, the new non-profit and S3 Solutions may choose to
enter into an independent agreement to continue marketing coordinator services;
• Any party to this Agreement may terminate the Agreement before December 31,
2017, for any reason, upon 30 days' written notice to the other parties; or
• A mutually agreed written extension is executed by all parties.
The County shall not be liable for any services or expenditures after the date of termination.
All work performed in 2017 consistent with the Agreement prior to the adoption of
Amendment No. 2 is hereby ratified.
Page 1 of 2 AMENDMENT NO.2 - TCC MARKETING COORDINATOR AGREEMENT
3. All other provisions of the original Agreement executed on February 23, 2015, and as amended
by Amendment No. 1 executed on February 1, 2016, remain in effect.
APPROVED and signed this
Attest:
7 �ro
Carolyn Akery,
Deputy Clerk of the Board
Approved as to Form:
Michael Haas
Prosecuting Attorney
day of Al a y c, , 2017.
JEFFERSON COUNTY
BOARD OF COMMISSIONERS
(tLe-
u1 ln 4_�
Kathleen Kler, Chair
JEFFERSON COUNTY TOURISM
COORDINATING COUNCIL
Bill Roney, Chiair
STEV HIVELY, dba 3 SOLUTIONS
<) A
Steve Shively
Page 2 of 2 AMENDMENT NO. 2 - TCC MARKETING COORDINATOR AGREEMENT
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: March 6, 2017
SUBJECT: AGREEMENT, Amendment No. 2 re: Jefferson County Tourism
Coordinating Council Marketing Coordinator; In the Amount of $21,000;
Steve Shively (dba S3 Solutions)
STATEMENT OF ISSUE:
Amendment No. 2 for TCC Marketing Coordinator services is to extend the 2016 agreement through
December 31, 2017 and increase the monthly payment from $1,500 to $1,750.
FISCAL IMPACT:
Contractor will receive $1,750 per month for 2017 for a total of $21,000.
RECOMMENDATION:
Approve and sign the agreement.
REV WED BY:
t ��
Hip Morle , Co my Admin' tr
� 3 /1
Date:
CONTRACT REVIEW FORM
CONTRACT WITH: Steve Shively dba S3 Solutions
CONTRACTFOR• Amendment 2- TCC Marketing Coordinator Agreement TERM: 1/1/15-12/31/17
COUNTY DEPARTMENT: County Administrator Office
For More Information Contact: Philip Morley x-383
Contact Phone #:
RETURN TO: Philip Morley RETURN BY:
(Person in Department) (Date)
AMOUNT: $1,750/mo = $21,000 in 2017 PROCESS:
Revenue:
Expenditure:
Matching Funds Required:
Sources(s) of Matching Funds
xempt from Bid Process
'onsultant Selection Process
ooperative Purchase
ompetitive Sealed Bid
mall Works Roster
endor List Bid
FP or RFQ
,ther - Amendment
Step 1: REVIEW BY RIS
Review by: T�N4T
Date Reviewed:
APPROVED FORM F-1 Returned for revision (See Comments)
Comments
Step 2: REVIEW BY PROSECUT TTO EY
Review by:
Date Reviewed:
APPROVED AS TO FORM El Returned for revision (Sek Comments)
Com ents
Step 3: (If required) DEPARTMENT MAKES REVISIONS & RESUBMITS TO
RISK MANAGEMENT AND PROSECUTING ATTORNEY
Step 4: CONTRACTOR/CONSULTANT SIGNS APPROPRIATE NUMBER OF
ORIGINALS
Step 5: SUBMIT TO BOCC FOR APPROVAL
Submit originals and 6 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 4:40 p.m. TUESDAY for the following Monday's agenda.
(This form to stay with contract throughout the contract review process.)
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AMENDMENT NO. I — JEFFERSON COUNTY TOURISM COORDINATING COUNCIL
MARKETING COORDINATOR AGREEMENT
This Amendment No. 1 to the Jefferson County Tourism Coordinating Council
Marketing Coordinator Agreement is by and between JEFFERSON COUNTY, hereinafter known
as "COUNTY," the JEFFERSON COUNTY TOURISM COORDINATING COUNCIL,
hereinafter known as "TCC," and STEVE SHIVELY dba S3 Solutions, hereinafter known as "S3
SOLUTIONS," all three of which are collectively known as "the PARTIES."
WHEREAS, the PARTIES fully executed a Jefferson County Tourism Coordinating
Council Marketing Coordinator Agreement (Agreement) on February 23, 2015; and
WHEREAS, the Agreement expires on December 31, 2015, unless a mutually
agreed extension is executed by all parties; and
WHEREAS, the PARTIES desire to extend the Agreement and modify the rate of
compensation to S3 SOLUTIONS for services rendered;
IN CONSIDERATION of the mutual covenants and agreements herein, the
Agreement is hereby amended as follows:
The second paragraph of the Agreement is amended to read as follows:
All compensation received on behalf of S3 Solutions is for services as an Independent
Contractor, not as an employee of Jefferson County and the TCC. The compensation for
performing the specified services in 2016 shall be $1,500.00 per month, payable upon
receipt of monthly invoice.
2. The third paragraph of the Agreement is amended to read as follows:
This renewable Agreement is for a term of January 1, 2015 through December 31, 2016,
except as provided below:
• If the TCC reorganizes and incorporates as an independent non-profit organization
and enters into a mutual agreement with the County to assume the tourism
promotion/marketing activities of the TCC, in lieu of operating under Resolution
No. 78-03, then this Agreement shall terminate immediately upon the execution of
said agreement, at which time, the new non-profit and S3 Solutions may choose to
enter into an independent agreement to continue marketing coordinator services;
• Any party to this Agreement may terminate the Agreement before December 31,
2016, for any reason, upon 30 days' written notice to the other parties; or
• A mutually agreed written extension is executed by all parties.
The County shall not be liable for any services or expenditures after the date of termination.
3. All other provisions of the original Agreement executed on February 23, 2015, remain in effect.
Page: 1 of 2 AMENDMENT NO. 1- TCC MARKETING COORDINATOR AGREEMENT
APPROVED and signed this I day of Q LYM G , 2016.
JEFFERSON COUNTY
Attest: BOARD OF COMMISSIONERS
Carolyn Avery, Kathleen Kler, Chair
Deputy Clerk of the Board
Approved as to Form: JEFFERSON COUNTY TOURISM
t COORDINATING COUNCIL
f) A J OLuTv
David Alvarez, Deputy 14 Bill Roney, Chair
Prosecuting Attorney
STEVE SWVELY, dba S3 SOLUTIONS
vely
Page: 2 of 2 AMENDMENT NO. i - TCC MARKETING COORDINATOR AGREEMENT
Jefferson County Tourism Coordinating Council
Marketing Coordinator Agreement
The purpose of this Agreement is to outline the duties and responsibilities of the
Jefferson Tourism Coordinating Council Marketing Coordinator, Steve Shively, DBA
as S3 Solutions. This Agreement also outlines the Jefferson County Tourism
Coordinating Council, (designated as TCC in this Agreement), responsibilities to
contractor in terms of payment and oversight. This Agreement for Professional
Services is entered into by Jefferson County, the TCC, a Marketing Promotional
Advisory Council formed by and for Jefferson County, WA, and Steve Shively, DBA S3
Solutions. TCC operates pursuant to Jefferson County Resolution 78-03 and the
TCC's adopted Bylaws.
All compensation received on behalf of S3 Solutions is for services as an
Independent Contractor, not as an employee of Jefferson County TCC. The
compensation for performing the specified services shall be $1,000.00 per month,
payable upon receipt of monthly invoice.
Upon execution by all parties, this renewable agreement is for a term of January 1,
2015 through December 31,. 2015, unless a mutually agreed extension is executed by
all parties, or unless terminated as provided herein. Either TCC or S3 Solutions may
terminate this agreement within 30 days' notice, for any reason or no reason, by
written notice to other parry. TCC will compensate S3 Solutions for services
rendered up to Date of termination.
This agreement shall be governed in accordance with the laws of Washington State.
If any court determines that any part of this agreement is invalid or unenforceable,
all parties agree that all other parts shall remain in force and in effect to the extent
permitted by law.
This agreement is binding on the parties' successors, and administrators
Jefferson County, WA is the county of venue for any judicial proceeding arising out of
this Agreement.
TCC Marketing Coordinator Duties covered by Contract will be as follows:
1. To oversee and implement all Media Marketing programs, print, internet, or
other media, that have been discussed and developed by the Jefferson County
Tourism Coordinating Council; and to advise TCC members of best avenues
for success in Jefferson County media promotions aimed at overnight and
extended stays in local lodging.
2. Coordinate between TCC, (Jefferson County Tourism Coordinating Council),
OPVB, (Olympic Peninsula Visitor Bureau), and OPTC, (Olympic Peninsula
Tourism Commission), on Spring and Fall Campaigns, web based promotions,
ads, etc. These Campaigns are formulated in partnership, TCC, OPVB, OPTC
and are executed by OPVB as Iead entity.
3. Coordinate with Marketing and Ad Reps, and help facilitate Cooperative
promotions and giveaways associated with these programs.
4. TCC Meetings:
Attend TCC, J.C. LTAC and OPTC meetings, and provide input related to
Marketing venues provided by TCC to address Jefferson County Lodging
promotional needs.
Set meeting dates and venues for TCC with input from Committee, and
advertise meeting in Jefferson County Leader.
Send meeting notices to Board Members, and all interested parties. Meeting
agendas should go out to the board no less than 4 days prior to meeting,
(gives time to review and or add). Record meeting, download media archive
and file.
Take minutes during meeting. After meeting, prepare Minutes, distribute to
TCC members. Meeting minutes and supporting documents should be
distributed for comment/review within 7 days of meeting.
Prepare meeting documents: Agenda, Minutes, Financial Report, and any
additional information in support of needs at the moment.
Report on current programs, Media Campaigns, and advise TCC members on
ideas as to best achieve success in advertising.
Disseminate all pertinent information via email, phone, or hard copy; much
of this is pass -a -long from OPTC.
5. Represent TGC as assigned on regional and state marketing organizations, i.e.
collaboration through OPTC.
6. LTAC, TCC Budget Proposal:
Organize Annual TCC Meeting in November. Meet with TCC Chair and TCC
Co- Chair to design budget for coming year
Fill out application for LTAC funding, write use descriptions, present
application to LTAC committee, prepare and transmit required reports on
TCC's activities to LTAC.
7. Invoices & Accounting:
Receive invoices for reimbursement, process for approval by the TCC Chair,
(room rental, Facebook ads, office supplies, etc), deliver original to Auditor's
office for payment, file second original in file. Check with county to see if
payment has been issued. Keep track of financial matters: totals of invoices,
moneys due, etc. Produce up to date Budget for TCC committee meetings.
8. Printed Collateral:
Coordinate with TCC Chair, Gateway Visitor Center and appropriate partners
for reprints like our Activity Map.
9. Lodging Lists:
Coordinate with TCC Chair and Gateway Visitor Center, who updates, and
coordinates with receiving information, about these updates on Lodging
Lists.
Interact with Lodgings on any pertinent matters.
10. Social Media:
Coordinate management of social media on behalf of the TCC.
11. Legislative Representation:
Write letters, make phone calls, interact with Legislative Representatives,
when needed.
Jefferson County Tourism Coordinating Council responsibilities:
The TCC will provide direction, oversight, and funding as agreed upon for Marketing
Coordinator during each TCC Budget yearly cycle and will provide, agreed upon,
stipends for travel, mileage and expenses in-line with County / WA State per diem
travel parameters, and funds for necessary expenses as may be authorized by the
TCC, such as printing, office needs and other related authorized TCC expenses.
IN WITNESS WHEREOF:
The parties have signed this contract on the date noted:
Jefferson County Tourism Steve
Coordinating Council
Bill Roney, Chai Date Stev
Jefferson Co ty Board of
County Co xiissio er
David Sullivan, Chair Date
Attest:
, DBA S3 Solutions
vely Date
Approved as to Form:
7/23is &C ,JL l
Carolyn ery Date David Alvarez Date
Deputy Clerk of the Board Deputy Prosecuting Attorney