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HomeMy WebLinkAboutJefferson County Historical Society, Gateway Visitor's Center - 020518AGREEMENT FOR 2018 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: 1. 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.ol=igpenninsula.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. 3. 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, 2018; and January 31, 2019, 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 2018. 2. On or before January 31; April 30; July 31; October 31, 2018, 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, 2019. 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 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 1. 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 $66,700. Quarterly payments of $16,675.00 will be made, beginning with the first quarter of 2018. 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. 5. 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 Janary 1, 2018 and ending on December 31, 2018, except for the reports referenced in Section 2, due January 31, 2019 and February 28, 2019. 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 .b to -- Attest: Carolyn allaway, i Deputy Clerk of the Board Approved as o Form: • C /7 hilip H sucker, Chief Civil Deputy Prosecutor day of - e-6Wt , 2018. tJ JEFFERSO �COUNTY BOARD OM ISSIONERS David Sull�li an, al 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 and tourism in Unincorporated Jefferson County. We promote all businesses and tourism 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; 965 donated hours through end of September in 2017; this is over 8.9% of our operating hours, our volunteers keep operating cost down. At years end over 10 to 15% of our LTAC funds will be used to fund Promotional Multimedia Programs beyond our location. The Center provided service to over 7,373 through the door visitors in this 2017 year to date. We provide oversight for all Jefferson County promotional programs, Iocal or regional, on all levels, printed or electronic. Our budget includes monies for Bulk mailing fulfillment including web and phone requests from our site, and all quarries to our Regional website. Through end of September this year we have made 41,666 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. Examples of 2017 Promotion costs outside of Visitor Center Operations in 2017 WA State Ferries Program $2,698.03 Website Promotions $1,200.00 Print Development $500.00 vender cost + est. staff time $1,500.00 Bulk Mailing, by request $5,656.72 to date Total $10,054.75 not including staff time We fund and maintain a Jefferson County web presence on the internet with www.eqoyolympic eninsula.com and www.olympicneninsula.org, these sites include year round updates to pages for all of Jefferson County. We also provide funding for a Gateway Visitor Center site in Facebook, a Blog site, and Pinterest. We also provide funds for a Washington State Ferries distribution program through Certified Folder Inc. on both the Seattle to Kingston and the Seattle to Bainbridge Isl. run, this program provides for year round distribution. The Gateway Visitor Center staff produces Promotional products like our "Activities Map" spotlighting Unincorporated Jefferson County. Staff attends all Tourism related Committee meetings and is involved with development of Peninsula and County related promotional programs through the Olympic Peninsula Tourism Commission as voting member and Jefferson County Tourism Coordinating Council as Chair. We also provide for all security and maintenance of building, parking lot, toilets, trash pickup, and lot cleaning. Page 7 of 10 Jefferson County Historical Society — Gateway Visitor Center Historical Societv - Gatewav Visitor Center Lodaina Tax Budget PROPOSED 2018 GATEWAY VISITOR CENTER BUDGET 2017 Budget cost change 2018 2018 Budget Income 200.00 -25.00 4050 • Sale Items - Other (candy, etc) 250.00 250.00 4000 • Income Gross Profit 4010 • Jefferson County LTAC 65,000.00 increase 1,700.00 66,700.00 4020 • Donations 1,000.00 1,000.00 Total 4000 • Income 66,250.00 Total Income 66,250.00 67,950.00 Cost of Goods Sold 6000 • Cost of Goods Sold 200.00 -25.00 175.00 Total COGS 200.00 Gross Profit 66,050.00 67,775.00 Expense 6000 • Payroll Expenses 6570 • Wages Paid 38,700.00 38,700.00 6560 Consulting Services 3,000.00 increase 50.00 3,050.00 Total 6000 • Payroll Expenses 41,700.00 41,750.00 7000 •Onsite Expense 7007 • Counter Candy - Free 50.00 50.00 7015 • Medical Reimbursement 1,300.00 1,300.00 7020 • Office Equipment 500.00 500.00 7060 Mileage 3,000.00 3,000.00 7065 • Volunteer Functions 200.00 increase 50.00 250.00 7110 • Bldg Rpm & Park'g Lot Maint 2,000.00 -500.00 1,500.00 7200 • BldgiMaintenance Supplies 500.00 500.00 7500 •Office Supplies 700.00 -100.00 600.00 7540 • Water 250.00 -50.00 200.00 7600 • P.O. Box Rental 100.00 100.00 Total 7000 • OnSite Expense 8,600.00 8,000.00 7900 •Off Site Marketing Exp 7750 • Marketing/Web Promo & Mgmt 1,600.00 1,600.00 7530 • Internet, computedsf Tlavc 1,800.00 -800.00 1,000.00 7510 • Bulk Mailing, OPVB, Cert.Folder 4,800.00 increase 1,400.00 6,200.00 7070 • Travel 400.00 400.00 7030 • Dues 650.00 -150.00 500.00 Total 7900 •Off Site Marketing Exp 9,250.00 9,700.00 6000 • On Site Utilities 8010 • Electricity 1,500.00 -500.00 1,000.00 8020 • Telephone 1,600.00 increase 100.00 1,700.00 6030 - Trash Pick-up 750.00 -50.00 750.00 8040 • Sani-Can Service 3,800.00 3,800.00 Total 8000 • On Site Utilities 7,650.00 7,250.00 Total Expense 67,200.00 66,700.00 Net Income -950.00 250.00 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 recetvazq fsrnding to proonote festn-als, special events and touaism-related activities through tounsm-related facilities owned or sponsored by non profit organizations or the local jurisdiction are required to complete this form for E-ACH activity. I Orpm:zation Name: Revvrfinvyar 1 Spuria Tcpe (Clieck one): C 501(c)(3) 0 501(cx6) Lacai lutes&ctmm 00dw (Edam): 3 Asttnn Name Acu m• TSI* (Check One): Ea eneFegitial• OF—AW 0 M.I turg' 5 Actium Start Date•: 6 ActrMy End Race•: Tot Cost ofActMTr S 8 Amamr Requested: $ 9 Amass Aundeti s 10 OvecallAtoendatce• a) pmaected' b) Actual* c) Mebodoiogy (Check One): ()Di ect Catmr• Obdirect Co ue ORqir.mMr ,. Sur%vy- /8kh=J slSmm- QsuucturadEstimate* ti 0dw (): I I Numb of Ativedees V.Iw Traveled 50 Miles or Mote• a) Pmjected• b) Actual` c) m (Ched One): 0 Direct Count* kdaect Cour e 0 RVWMMe suutey IofKIIIal SWM4 0 Structured Estimate" QCidier (): 12 Number ofAneadeei Who Traveled tram Another state or Ca miry' a) Projected* W) Acetal` c) Mediodoiogy(Check One):/�+� 0 Direct Camt- Obdinct Carni 4,,.�'Represer ,. SurvW lasomul Brauer• oStructured Est®ace• (fin): *See Lodging Tai Yearly Reporting Defruitions'Instructious Name ofkdrvidual Who prepared err: V RETCIR\ THIS FOR%f TO: E -Mail Address: Jefferson County Administrator's Office 1920 Jefferson Street P.O. Boa 1220 13 Numvber of Atcendees I%Ia Stayed Ovwnighr in unpaid Accommodannus- a) Projected• b) Actue C) Methodaleff (Check One): 0 Direct C,anN 01dhect Ce a Suites- zSurvey' 0 Stmctured Esdaim# �limi): 14 Numb rof Atendees Who Stayed Oasoighr in. Paid AccommodanoW a) Projected• b) Actual* C) Methodology (check One): 0 Direct Cc=* 8 Indirect Coeur` Repseatathe S.W. I tarsal. Stavey Structured £stun, 0odw (: 15 Number ofPaidicdgmgltiights' a) projected• b) Actual* c) Methodoiw (Check Our): Direct carrot' oIndirect Coune oRepreseataate SYasey 0 hr£ormal s -,-e 0 Sttucnued £somata• 00dW(: Port Townsend. WA 98368 jefibocci4co yeffersou.vea.us DE_�DLL17E: 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 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 10 of 10 Jefferson County Historical Society — Gateway Visitor Center 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: February 5, 2018 SUBJECT: AGREEMENT re: 2018 Hotel Motel Grant Funding; In the Amount of $66,700; JC Historical Society -Gateway Visitor's Center STATEMENT OF ISSUE: This agreement provides grant funding for 2018 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 a.;> re.ce7o71h e,,,A.j�' , � Ke— (.came �Qx FISCAL IMPACT: Jefferson County Historical Society — Gateway Visitor's Center $66,700 RECOMMENDATION: Approve and sign the agreement. REVIEWED B Philip rle ministrator Date: CONTRACT WITH: CONTRACT REVIEW FORM JC Historical Society - Gateway Visitor's Center (Contractor) CONTRACT FOR: 2018 Hotel Motel Grant Funding (Lodging Tax) TERM: Ends 12/31/18 AMOUNT: .$66,700 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 Reviewc 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.) o� Coss Board of County Commissioners er° °06. 91, 1820 Jefferson Street PO Box 1220 tA Port Townsend, WA 98368 Kate Dean,District 1 David Sullivan,District 2 Kathleen Kler,District 3 -is"LNG's-- August 29,2018 Jefferson County Historical Society&Gateway Visitor Center Attn:Shelly Leavens, Executive Director 540 Water Street Port Townsend,WA 98368 RE: AGREEMENT,Amendment No.1 re:2018 Supplemental Lodging Tax Grant Funding; In the Amount of$5,997;Jefferson County Administrator's Office;Jefferson County Historical Society and AGREEMENT,Amendment No.1 re: 2018 Supplemental Lodging Tax Grant Funding; In the Amount of$2,000;Jefferson County Administrator's Office;Jefferson County Historical Society(Gateway Visitor's Center) Dear Ms. Leavens, Enclosed for your records is the Fully Executed Original Contract re:AGREEMENT,Amendment No.1 re: 2018 Supplemental Lodging Tax Grant Funding; In the Amount of$5,997;Jefferson County Administrator's Office;Jefferson County Historical Society and AGREEMENT,Amendment No.1re: 2018 Supplemental Lodging Tax Grant Funding; In the Amount of$2,000;Jefferson County Administrator's Office;Jefferson County Historical Society(Gateway Visitor's Center) Thank you, Julie Shanno Executive Secretary II,Jefferson County Commissioners Office 36o 385 9100 jeff_bocc_cco.jefferson_wa.us Enclosure Phone (360) 385-9100 Fax (360) 385-9382 jeffbocc@co.jefferson.wa.us CONTRACT AMENDMENT#1 B and Between to a3)1. . ( 06q .. -c:(tqc. ig.-3,1-tc‘ JEFFERSON COUNTY . � and C� . C 0-)i JEFFERSON COUNTY HISTORICAL SOCIETY (Olympic Peninsula Gateway Visitor Center) For Hotel-Motel Funding 2018 This Amendment#1 is by and between JEFFERSON COUNTY(hereinafter known as "COUNTY" and the JEFFERSON COUNTY HISTORICAL SOCIETY(hereinafter known as "HISTORICAL SOCIETY"). WHEREAS,the COUNTY and the HISTORICAL SOCIETY entered into an Agreement on February 5,2018 for Hotel-Motel Funding in 2018;and WHEREAS,the parties desire to amend the terms of that Agreement; and WHEREAS,on April 20,2018 the Jefferson County Lodging Tax Advisory Committee(LTAC)was advised that additional Lodging Tax revenue was projected to be available for appropriation in 2018 without reducing historic fund balances;and WHEREAS,the LTAC reviewed and recommended$2,000 in additional funding be awarded to the HISTORICAL SOCIETY Olympic Peninsula Gateway Visitor Center to support greater delivery of services under the Agreement; NOW,THEREFORE,IT IS AGREED BETWEEN BOTH PARTIES AS NAMED HEREIN that the Agreement executed on February 5,2018 is hereby amended as follows: 1. Paragraph 4 is added to"Section 1: Services To Be Provided"as follows: 4. The HISTORICAL SOCIETY shall use its capabilities and utilize up to an additional$2,000 of funding provided under this Agreement to perform the tourism promotion services consistent with Exhibit C attached hereto and incorporated herein for digital marketing, setup and integration of current Gateway Visitor Center pages into new website pages and Facebook Website Links. Work performed consistent with Exhibit C prior to the execution of this Amendment#1 is hereby ratified. 2. Paragraph 2. of"Section 3: Responsibility of Jefferson County"of the February 5,2018 Agreement is hereby amended as follows: 2. Said funding for the performance of services in Exhibit A is in the sum of$66,600 for 2018. Quarterly payments of$16,665 will be made,beginning with the first quarter of 2018. Payment will be made by the COUNTY upon receipt of an invoice on the next available billing cycle. An additional amount of$2,000 will be paid in a lump sum to the HISTORICAL SOCIETY upon execution of this Amendment#1 for the performance of the services in Exhibit C for digital marketing,setup and integration of current Gateway Visitor Center pages into new website pages and Facebook Website Links. Payments are to be predicated on submittal of reports defined in Section 2. The total 2018 Hotel-Motel amount will not exceed$68,600. 3. All other terms and conditions of the original Agreement executed on February 5, 2018 will remain the same. I APPROVED and signed this 27th day of August,2018. JEFFERSO COUNTY Attest: BOARD CO S NERS 0 O� f Caroly Gallaway, David Sullivan, hair Deputy Clerk of the Board Approved as tFo : JEFFERSON COUNTY HISTORICAL SOCIETY 9c )4,:g____ F72710 Philip Hunsucker, Authorized Official e.-0---tib Chief Civil Deputy Prosecuting Attorney EXHIBIT C Budget $2,000.00 in Supplemental Funding will be used to augment funding already allocated to Digital Marketing by the Gateway, $3,000.00, for 2018. The total$2,000.00 Budget will be used for setup and integration of current Gateway Visitor Center pages into new website pages at reformatted www.olympicpeninsula.org., www.olympicpeninsula.org, and,we will work on website links to Facebook as well. Part of funding will be used for production of information needed to produce, populate, and insure smooth customer transition to new site. This budget includes: Production of Lodging Lists,Activities Agendas,and Event Calendars will need to be populated as needed for Gateway VIC coverage on these sites and Facebook that were not covered in 2018 Digital Marketing portion of Gateway Budget. This funding will augment funds already allocated by the Olympic Peninsula Tourism Commission, $15,000.00, and by Jefferson County Tourism Coordinating Council, (some part of$13,000.00 already allocated for TCC Digital Marketing in 2018). The exact delectation of funding cannot be ascertained until website is in production. Funding will be dedicated as needs arise in production and cannot be pinpointed at this date. 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: August 27,2018 SUBJECT: AGREEMENT,Amendment No. 1 re: 2018 Supplemental Lodging Tax Grant Funding; In the Amount of$2,000; Jefferson County Historical Society(Gateway Visitor's Center) STATEMENT OF ISSUE: The supplemental agreement provides additional grant funding for 2018 to certain non-profit agencies for the promotion of tourism and ongoing preservation of Jefferson County's heritage. The Lodging Tax Advisory Committee recommended $58,086 be expended from the $70,000 excess lodging tax revenue. FISCAL IMPACT: Jefferson County Historical Society(Gateway Visitor's Center): $2,000 A budget appropriation will be requested during the 3`d Quarter Budget Extension process. RECOMMENDATION: Approve and sign the supplemental agreement. REV .. ED BY: )1/ 37/;3 Gri" ' ilip Morley o ► Admmis rator Date: CONTRACT REVIEW FORM CONTRACT WITH: Jefferson County Historical Society(Gateway Visitor's Center) (Contractor) CONTRACT FOR: 2018 Lodging Tax Grant Funding Amendment#1 TERM: Ends 12/31/18 7,,, � 'vy nfc z of } �v` "'.x m's '" . ggr ®fir ¢ $ $i a e w,' v" as ki ,mat sFi . , �,- 0 , r' el 'f5:;:',41$ �d�' �,��. � '�f��„'�l .�f,, y'"�`�'�� ��,'�"'��� � � ,� �a�.: ,�!. `mss'4i f ��' „r.��.Y ,,;„;444W,„ /'i'+ .f 'a1;,✓'`. y/,'.,,r',�, '` ✓ r' �rrrr'l{ s ,',,. �{' r rt:,�', `+i ,i� .v;<- °� s `f'. �,,,"�+ r sF.? p k ,x ,'f,,r ,* �„ a ?:;, AC;ice ; i >�, .c` r. :'t#::' ,1,1* r F r it +r !s fs d' ,�.a, ` l ,��'�` �* r�'�� f f � rim r� a' ' �'�f r. vrs: n r,/„./44.0' °...✓l f 4 fv4/r t,g,-. , ?`, ,,,v rn ray .-' r i' i' fi l' r s , ' F00 ,4 F`�%r'. ,.Ff i�s' *t�.fi x` > ` f i ✓^ .4; s'+ :r :r.�'..g J,.. �.5% ``,F'"4' "5` rr F f `,` .."° ,fir', drf ,`ff,, /5'„ 4 rte' ?, d' 1 '',:4;;; ,, �' `. l Mesa t, ; rhe i .: . r '}r: ;:r,F ' if ,: r '-'9 s, 'rr�� ,�”.+�f,r"i,��`5�,��T,�„i'�'' :�;,` ''`,�z,,�'��' ,''�����';r�#r r - "Q`.f ,�"�1 ;µ,�.., :.�,.r'-s`1�,✓ ^�`�� ._"$ J,`S ,i� ..��' 'rr'.✓i'i,`(' ,r''r :%,yf.",''`r f t,',� n ,',r��'", .�r ��ar _ A` r0:1- 44 �rWa y;�,.',r 'FFy.��„f�•'F r��J/F;;a.�c�';r�,�f,�fr�rr�;t%F "'r� ��""r r� r`' ��v ,f. �/";`',`'� �' '�..> .1'„ ,'�< � ., It ,.'1''' ' y+ '' iF° �� 11 � ^.� ;'G'„' l`C a b 4,41#, 4 p l., r rs' fy,, / r r r�"Y„0,1".2.,,,:4,-v,;.4?"'"-,-`7(4 ,'.7:.4.Y1 r.f . ,ra AMOUNT: .$2,000 PROCESS: 7 Exempt from Bid Process Consultant Selection Process Revenue: Cooperative Purchase Expenditure: Competitive Sealed Bid — Matching Funds Required: Small Works Roster Source(s) of Matching Funds: — Vendor List Bid RFP RFQ/ 161,1.4."-L./..44 ins Step 1: REVIEW BY RIS . ' GEMENT Review by: E A _ 4411W, ��.��ll .57 Date Reviewed: jaAPPROVED FORM ED Returned for revision(See comments) Comments: Step 2: REVIEW BY PR ECUT TORNEY Review by: Date Reviewed: vJA6 1E( APPR VED AS O FO * Returned for revision(See comments) Comments: f �1►� - 1-- 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.) }cricr:i S i011 c\ re-tlM ev\+ h .72NY ,2/0,5" AGREEMENT FOR 2018 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 CountyLodging 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: 1. 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. 3. 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 31,2018; and January 31,2019, 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 2018. 2. On or before January 31;April 30;July 31; October 31,2018,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, 2019. 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 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 1. 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$66,700. Quarterly payments of$16,675.00 will be made,beginning with the first quarter of 2018. 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. 5. 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 1,2018 and ending on December 31,2018, except for the reports referenced in Section 2,due January 31,2019 and February 28,2019. 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 +J day of-Mita%2018. JEFFERSO OUNTY Attest: BOARD OM I SIONERS CitL(66,16,/, Carolyn allaway, David Sullivan, ai Deputy Clerk of the Board Approved as o Form: HISTORICAL SOCIETY e /7/4/ hilip H sucker, Authorized Official Chief Civil Deputy Prosecutor 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 and tourism in Unincorporated Jefferson County. We promote all businesses and tourism 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; 965 donated hours through end of September in 2017; this is over 8.9% of our operating hours,our volunteers keep operating cost down. At years end over 10 to 15%of our LTAC funds will be used to fund Promotional Multimedia Programs beyond our location. The Center provided service to over 7,373 through the door visitors in this 2017 year to date. We provide oversight for all Jefferson County promotional programs,Iocal or regional,on all levels,printed or electronic. Our budget includes monies for Bulk mailing fulfillment including web and phone requests from our site,and all quarries to our Regional website. Through end of September this year we have made 41,666 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. Examples of 2017 Promotion costs outside of Visitor Center Operations in 2017 WA State Ferries Program $2,698.03 Website Promotions $1,200.00 Print Development $500.00 vender cost+est.staff time$1,500.00 Bulk Mailing,by request $5,656.72 to date Total $10,054.75 not including staff time We fund and maintain a Jefferson County web presence on the internet with www.enjoyolympicpeninsula.com and www.olympicpeninsula.org,these sites include year round updates to pages for all of Jefferson County. We also provide funding for a Gateway Visitor Center site in Facebook, a Blog site,and Pinterest. We also provide funds for a Washington State Ferries distribution program through Certified Folder Inc. on both the Seattle to Kingston and the Seattle to Bainbridge Isl. run,this program provides for year round distribution. The Gateway Visitor Center staff produces Promotional products like our"Activities Map" spotlighting Unincorporated Jefferson County. Staff attends all Tourism related Committee meetings and is involved with development of Peninsula and County related promotional programs through the Olympic Peninsula Tourism Commission as voting member and Jefferson County Tourism Coordinating Council as Chair. We also provide for all security and maintenance of building,parking lot,toilets,trash pickup,and lot cleaning. Page 7 of 10 Jefferson County Historical Society—Gateway Visitor Center • Historical Society- Gateway Visitor Center Lodging Tax Budget PROPOSED 2018 GATEWAY VISITOR CENTER BUDGET 2017 Budget cost change 2018 2018 Budget Income 4050•Sale hens-Other(candy,etc) 250.00 250.00 4000•Income 4010•Jefferson County LTAC 65.000.00 increase 1,700.00 66,700.00 4020.Donations 1,000.00 1,000.00 Total 4000•Income 66,250.00 Total income 66,250.00 67,950.00 Cost of Goods Sold 5000•Cost of Goods Sold 200.00 -25.00 175.00 Total COGS 200.00 Gross Profit 66.050.00 67,775.00 Expense 6000•Payroll Expenses 5570•Wages Paid 38.700.00 38,700.00 6580•Consulting Services 3,000.00 increase 50.00 3,050.00 Total 6000•Payroll Expenses 41,700.00 41,750.00 7000•On-Sita Expense 7007•Counter Candy-Free 50.00 50.00 7015•Medical Reknbursemend 1,300.00 1,300.00 7020•Office Equipment 500.00 500.00 7060•Mileage 3,000.00 3,000.00 7065•Volunteer Functions 200.00 increase 50.00 250.00 7110•Bldg Rprs&Park'g Lot Malt 2,000.00 -500.00 1,500.00 7200•Bldg/Maintenance Supplies 500.00 500.00 7500.Office Supplies 700.00 -100.00 600.00 7540•Water 250.00 -50.00 200.00 7500•P.O.Box Rental 100.00 100.00 Total 7000•On-Site Expense 8,600.00 8,000.00 7900.Off Site Marketing Exp 7750•MarketingiWep Promo&Mgmt 1,600.00 1,600.00 7630•Internet,computeNafwrrfsvc 1,800.00 -800.00 1,000.00 7510•Bulk Mailing,OPVB,CeR.Folder 4.800.00 increase 1,400.00 6,200.00 7070•Travel 400.00 400.00 7030•Dues 650.00 150.00 500.00 Total 7900•Off Site Marketing Exp 9.250.00 9,700.00 8000.On Site Utilities 8010•Electricity 1,500.00 -500.00 1,000.00 8020•Telephone 1,600.00 increase 100.00 1,700.00 8030-Trash Pick-up 750.00 -50.00 750.00 8040•Sani-Can Service 3,800.00 3,600.00 Total 8000•On Site Utilities 7,650.00 7,250.00 Total Expense 67,200.00 66,700.00 Net Income -950.00 250.00 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 Organization recening fending to promote festivals,pecial wenn and tourism-related activities through tourism-related facilities mimed or sponsored by non-profit organizations or the local jurisdiction are required to complete this faun for EACH actiiity. 1 Organintien Name: Reporting Year 2 Spasm Type(Check One): 0 501(cX3) O 501(c)(6) Q Local ladsdictian 00ther(Engin). 3 ActivityName 4 Activity Type(Check One): O EaeotrFesdval• 0 Facility Q Makeonr 5 Aravm Stat Date: Activity End Date•: 7 Total Cost of Activity: S II Amount Rapeseed: S 9 Amami Awarded: S 10 Overall Attendance 13 Number of Attendees Who Stayed Overnight in Unpaid Accommodations• a) Projected' a) Projected* b) Acmai• b) Actual c) Mel6odoiou(Check One) °Dived Cotmr• c) Melhodohgy(Check One): 0 Direct Coat' Oladirect Carat' Oltems�ve Survey Qlad rect Count` ng• a Su nee anal Sumer °Saucnned Estimate ?n5omr Some O Soo:tur d Esti' ( ( : 11 Number of Attendees Who Traveled 50 Miles err Mae• 14 Numberof Aneedees Who Stayed Ore:night in Paid Accommodations' a) Pmjeaed• a) Projected* b) Actual• b) Acmai• c) hdethodeiogv(Check One): °Direct Cams• c) Methodology(Check Ove): 0 Direct Cant• QIndirect Cows' °Representative Stover 8Indirect Covent• 8Reporeenthe Steve?* /lSJ Infoonal Stave' 0 Strummed Estimate' Informal Su meg' Structured Ems' °Other O: Q Other(eup : 12 Number of Mendes Who Bowled from Another Stere or Camay 15 Number of Paid Ledging Nights' a) Propos • a) Prejeaed• b) Actual' b) Actual• c) hiethodetog'�One): 0 Direct Cone c) Menodobms g}(Check Ove): °Direct Ca ' (v'� °Mane Survey' ©Todaect Comr °Representative Sum' 801u5+msa1 Stavey. QStrucmred Estmtate 0 Informal Survey Stmctured Estimate• (te): QOther(mph*: *See Lodging Tax Yearly Reporting Defnitions'Instructions Name of icairm nal Who Ptepned Report Phone* E-Mail Address: RETURN THIS FORM TO: Jefferson County Administrator's Office 1820 Jefferson Street P.O.Box 1220 Part Toon:mond,WA 98368 jellbocciit'co jefferson.wa.us DEADLLNE: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 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 10 of 10 Jefferson County Historical Society—Gateway Visitor Center 4