HomeMy WebLinkAboutWSU, Jefferson County Extension - 012317o�= WSL-
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A REIEM NT FOR 2017 HOTEL -MOTEL FUNDING FOR TOURISM SERVICES
co, - � � 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 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 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.
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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 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 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.
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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 ,,234day of January, 2017.
Attest:
Carolyn A ery,
Deputy Clerk of the Board
Approved as to Form:
Michael Haas j'� �iC6
Prosecuting Atto e
JEFFERSON COUNTY
BOARD OF COMMISSIONERS
Kathleen Kler, Chair
WSU EXTENSION
Authorized Official
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EXHIBIT A
Itemized List of Proposed Tourism Promotion Services
JEFFERSON COUNTY FARM TOUR 2017
fternized List of Proposed Tourism Promotion Services
:,TOTAL EXPENSE:
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): 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): ODirect Count*
0Indirect Count* 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):
c) Methodology (Check One):
0 Direct Count*
0 Indirect Count*
0 Representative Survey*
0 Informal Survey*
0 Structured Estimate*
0 Other (explain):
Structured Estimate*
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*
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 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*
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*
0Representative
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 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
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.
+ BY:
Philip Morl � ' or Date:
CONTRACT WITH:
CONTRACT FOR:
CONTRACT REVIEW FORM
WSU Extension Farm Tour
(Contractor)
7017 14ntel Mntp] C:rnnt F
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TERM: Ends 12/31/17
AMOUNT: .$5,000 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 8
Review b,
rate RPvi
It—" APPROVED FORM
Comments:
MReturned for revision (See comments)
Step 2: REVIEW BY PROSECUTING G�JRNEY
Review by:
Date Reviewed:
APPROVED AS TO FORDO Returned for revision (See comments)
Comments: /L---- C1%:
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.)