HomeMy WebLinkAbout021218_ca13Consent 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 12, 2018
SUBJECT: AGREEMENT re: 2018 Hotel Motel Grant Funding; In the Amount of
$4,205; Jefferson County Farmer's Market
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, as recommended by the Lodging Tax Advisory Committee.
FISCAL IMPACT:
Jefferson County Farmer's Market $4,205
RECOMMENDATION:
Approve and sign the agreement.
RW_fi+
Philip M un dministrator Date:
AGREEMENT FOR 2018 HOTEL -MOTEL FUNDING FOR TOURISM SERVICES
CHIMACUM FARMERS MARKET
This Agreement is by and between JEFFERSON COUNTY (hereinafter known as
"COUNTY" and JEFFERSON COUNTY FARMERS MARKET (hereinafter known as
"FARMERS MARKET").
WHEREAS, FARMERS MARKET 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 FARMERS MARKET 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
FARMERS MARKET 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. FARMERS MARKET shall use its capabilities and utilize up to $4,205 of funding provided
under this agreement to promote the Chimacum Farmers Market, 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 FARMERS MARKET:
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 Chimacum
Farmers Market 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, 2018, provide to the COUNTY:
• A billing invoice 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.
Page: 1 of 6 Chimacum Farmers Market
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 2811 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 FARMERS
MARKET.
b. The amount of lodging tax revenue allocated for expenditure (whether actually
expended or not) by FARMERS MARKET 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 FARMERS MARKET 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 $4,205 for 2018. 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, 2018 and ending on
December 31, 2018, except for the reports referenced in Section 2, due January 31, 2019 and
February 28, 2019.
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
Page: 2 of 6 Chimacum Farmers Market
any way, or for non-performance of duties under this Agreement, or for any reason. FARMERS
MARKET 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, FARMERS MARKET 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
FARMERS MARKET 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
FARMERS MARKET 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 the Jefferson County Farmers Market 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 Jefferson County Farmers Market.
APPROVED and signed this day of 52018.
Attest:
Carolyn Gallaway,
Deputy Clerk of the Board
Approved as to Form:
q- e �&_ .21)6110
Philip unsucker,
Chief Civil Deputy Prosecutor
JEFFERSON COUNTY
BOARD OF COMMISSIONERS
Chair
JEFFERSON COUNTY FARMERS MARKET
Authorized Official
Page: 3 of 6 Chimacum Farmers Market
EXHIBIT A
Itemized List of Proposed Tourism Promotion Services
Three Y4 page ads in Edible Seattle, May through October, 2018. Ads will include the
visitjeffersoncountywa.cam/lodging website to encourage lodging while visiting
Jefferson County.
• $750 each add Total $2,250
• 6 hours of design work at $25 Total $150
• Edible Seattle reaches 70,000 regional customers who are generally highly
affluent, educated and professional, have larger than average incomes, and
far larger than average net worth.
One % page ad in the Waterside Magazine, which will be available on Washington
State ferries starting in May, 2018. Ads will include the
visitjeffersoncountywa.com/lodging website to encourage lodging while visiting
Jefferson County.
• Ad cost $1,175
• 4 hours of design work at $25
Total $1,175
Total $100
• Add will reach 100,000+ ferry riders from Washington and British Columbia,
including residents of Clallam, island, Jefferson, King, San Juan, Skagit,
Snohomish, Thurston, and Whatcom Counties. The median household
incomes of ferry riders taking the Seattle to Bainbridge route is $104,000
annually.
Boosted Facebook posts targeting the Seattle region for the Chimacum Farmers
Market, weekly June through October, 2018. Ads will include the
visitjeffersoncountywa.com/lodging website to encourage lodging while visiting
Jefferson County,
• $15 weekly, 22 total adds Total $330
• 8 hours design work at $25 hr Total $200
• Facebook has a huge regional and national reach, and gives one the ability to
choose a target audience. Our goal will be to reach at least 700 people per
boosted Facebook post.
Total Request
$4,205
Page 4 of 6 Chimacum Farmers Market
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 receiving f3indirs to praanote fesnralz, special est and tou-ism-relat+ed ach-sties through toy nsm-related facilities
owned or sponsored by non-profit organizations or the local jurisdiction are required to complete this form for EACH achzzty.
•,am
Reporhns Yew.
? Sp— T)I* (Cbeck 0-,N: 0 501(cx3) 0 501(cX6) 0 Local lurisdictmm C)Odw {Evt-n
3 Acam Name
Acarin Tape (,Check Owe):
0EsentFestitial* 0 FariW
C)Miukeftr
5 At o<vm Stier Date*:
6 Acu MEndDate*.
Toa1 Cast of Actmir S
8 Amount Requested: $
9 Amount Auauied: S
10 OraaR Attendance*
13 hiffiber of Attendees %Io Stared Ovemq# in Unpaid Accommodadons*
a) Projected*
a) Projected*
V) Acetal*
b) Actual*
C) mebidwagy (Check One):
ODirect Count*
c) Methodology (Check One): 0 Direct Carat*
Olodizect Cotten*
C)SurM4
0hudirect Coqmt* R.epus ttadce Sutveta
htt zm al Survey-
()Saucaued Estimate*
b niW Survey* 0 Structured Estimate*
(eq9AW
( :
11 Number ofAnecdees Who Tm*Jed 50 Miles or Mote*
14 Numberof Attendees Who Stored Ovenight in Paid Accommodations*
a) Noiacted*
s) Projected*
b) Acma1*
b) Asurai*
c) Methadokgy (Cheek One):
Indirect Come
0DuW Cams*
0 Rep¢isetnad a Su ,,W
c) Mdhodologr (CLedt Cine): Q Direct Cermr*
Indirect Coma*Represen me Suney*
bofannal SurM4
0Structured Estmate*
lafarmal S—W* structured E-mmHe*
0 Other (dun):
Other (etcplam):
12 Nome of Attendees Who Traveled from Another State ar CounW
15 NtmsberofPaid Lodging Nights'
a) PrkWCted*
b) Atma1*
c) MebAsiogy, (Check +tae): 0 Direct Crum*
0lodirect Count* oRepresettative Surte}-
btul smvw OSaucnuedEstmWe*
Other (fin):
*See Lodgiag Tax Yearly Reporting De6aitionsInstructions
Nate of lt>davt&W %Iw Prepared Report
Pbooe * E -Mail Address:
RETUIL THIS FORM TO:
Jefferson County Administrator' -s Office
1820 Jefferson Street
P.O. Box 1220
Port Townsend. WA 98368
je@boco co jefferson.wams
a) Projected*
b) Actual*
c) Methodology (Check Otte): Daect Carmt*
Qlndrect Count* a surm}
0 womw Sr. 0 Suntxuaed Estimate*
Qodw (evian):
DEADLENE: February 28th of Each Reporting Year
Page 5 of 6 Chimacum Farmers Market
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 Chimacum Farmers Market