HomeMy WebLinkAbout021218_ca14Consent 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
$41,625; Jefferson County Parks & Recreation
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 Parks & Recreation $41,625
RECOMMENDATION:
Approve and sign the agreement.
REV WED BY:
Orley, un dmini tr Date:
AGREEMENT FOR 2018 HOTEL -MOTEL FUNDING FOR TOURISM SERVICES
JEFFERSON COUNTY PARKS AND RECREATION DIVISION
This Agreement is by and between JEFFERSON COUNTY (hereinafter known as
"COUNTY" and JEFFERSON COUNTY PUBLIC WORKS PARKS AND RECREATION
DIVISION (hereinafter known as "JCPR").
WHEREAS, JCPR 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 Jefferson County Parks and Recreation to
implement a strategy for the unincorporated area of Jefferson County to promote tourism activities
and maintain the operation of certain County facilities;
IN CONSIDERATION of the mutual covenants and agreements herein it is agreed by the
parties as follows:
SECTION 1: SERVICES TO BE PERFORMED
JCPR 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 and operation of
certain County facilities, as outlined below:
JCPR shall use its capabilities and utilize up to $41,625 of funding provided under this
agreement to promote and continue the operation of Lake Leland Campground, Upper and
Lower Oak Bay Campground and Quilcene Campground, 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 JEFFERSON COUNTY PARKS AND
RECREATION:
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 JCPR 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 statement requesting payment of Hotel -Motel Funding for the current year.
Page 1 of 7 Jefferson County Parks & Recreation
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.
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 JCPR.
b. The amount of lodging tax revenue allocated for expenditure (whether actually
expended or not) by JCPR 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 JCPR 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 $41,625 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. All activities performed pursuant to this Agreement within its term and prior to
its execution are hereby ratified.
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.
Page 2 of 7 Jefferson County Parks & Recreation
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. JCPR 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, JCPR 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
JCPR 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
JCPR 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 JCPR 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 JCPR.
APPROVED and signed this day of
Attest:
Carolyn Gallaway,
Deputy Clerk of the Board
Approved as to Form:
Philip Hunsucker,
Chief Civil Deputy Prosecutor
, 2018.
JEFFERSON COUNTY
BOARD OF COMMISSIONERS
David Sullivan, Chair
JEFFERSON COUNTY
PARKS & RECREATION DIVISION
Monte Reinders
Public Works Director/County Engineer
Page 3 of 7 Jefferson County Parks & Recreation
EXHIBIT A
Itemized List of Proposed Tourism Promotion Services
Proposed 2018 Tourism Promotion Budget
Lake Leland Campground
General Description
Open from April 1, to November 1, 2018 (7 months)
22 Campsites with picnic tables, fire rings, RV and tent spaces
Campground contains 2 vault toilets, two dumpster enclosures & circle road
Lake Leland Campground Tourist Attractions
Cost
Adjacent to Lake Leland Day Use fishing and boating park
$
6,795
Boat ramp, fishing dock, fishing trails, parking, bank fishing, canoeing, kayaking,
swimming
Lake is fully stocked by WDFW and rated top freshwater fishing
Utilities
$
Lake Leland Detailed Proposed Tourism Services
Equipment and supplies
$
Service Provided
Cost
$
Staff 2 hours/day, 5 days/week, 8 months/year
$
6,795
Small truck
$
600
Utilities
$
1,510
Equipment and supplies
$
1,450
Tree service
$
800
Total Cost of Operating Lake Leland Campground
$
11,155
Quilcene Campground
General Description
Open from April 1, to November 1, 2017 (7 months)
9 Campsites with picnic tables, fire rings, RV and tent spaces
Campground contains 1 toilet, dumpster, water, playground, basketball & tennis court
Quilcene Campground Tourist Attractions
Linger Longer Marina and access to the Hood Canal for boating, fishing, crabbing
Adjacent to the Quilcene National Forest Rangers Station and office
Staging area for trips into Olympic National Park, and the Buckhorn Wilderness
Located in center of Quilcene, easy walk to local businesses
Quilcene Detailed Proposed Tourism Services
Service Provided
Cost
Staff 2 hours/day, 5 days/week, 8 months/year
$
6,795
Small truck
$
600
Utilities
$
1,510
Equipment and supplies
$
1,450
Tree service
$
800
Total Cost of Operating Quilcene Campground
$
11,155
Page 4 of 7 Jefferson County Parks & Recreation
Continued
Proposed 2018 Tourism Promotion Budget
Oak Bay Campground (INCLUDES UPPER AND LOWER)
General Description
Open from April 1, to November 1, 2018 (7 months)
29 Total Campsites with picnic tables, fire rings, RV and tent spaces
Campground contains 2 vault toilets, 2 dumpsters, electrical service to 5 sites
Oak Bay Campground Tourist Attractions
Located on the beautiful shores of Oak Bay for boating, fishing, crabbing
Outstanding wildlife viewing, birding, scenery, and views
Adjacent to Indian Island County Park, with access to trails, clamming, and beaches
2.8 miles to Port Hadlock, 11.3 miles to PT, and 7.3 miles to Port Ludlow
Oak Bay Detailed Proposed Tourism Services
Service Provided
Cost
Staff 2 hours/day, 5 days/week, 8 months/year
$
6,795
Small truck
$
600
Utilities
$
3,020
Equipment and supplies
$
1,450
Tree service
$
800
Total Cost of Operating Oak Bay Campground
$
12,665
Tourism Promotion Services (System Wide Marketing, Customer Service and Advertising)
General Description
The overall goals are (1) to provide complete information
both in person, on the phone, via www.countyrec.com,
via facebook, and google pages and (2) to market campgrounds and day use parks
that can be seen as a 'grand tour' of Jefferson County for which
The Spontaneous Jefferson County Tourist Attraction
Camp, no reservation needed, at one of 4 campgrounds, overflow one to the other
Move from Oak Bay to Lake Leland or Quilcene to continue the adventure
Visit and walk Indian Island, Gibbs Lake, East Beach, North Beach, Irondale Beach
No Discover Pass, NW Forest Pass, or National Park pass is required
System Wide Marketing, Customer Service and Advertising
Services Provided
Live assistance in person and on phone, 8am to 5pm, M -F $ 2,800
Redesigned campground webpages, + one additional page $ 1,100
Google Pages information improvements for every County Park $ 1,400
Create and publish a rack card, make available at 3 campgrounds $ 1,350
Total Cost of Tourism Promotion Services $ 6,650
Proposal Total $41,625
Page 5 of 7 Jefferson County Parks & Recreation
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
Ur s receiving Banding to prounote festrvals, special exp and tourism4elated ac iities throw facilities-
owned
or sponsored by non-profit orpnizatauns or the kcal jurisdiction fee required to complete fiats fog for F—kCH actm-ity,
Reporting Year.
3 Sponsor Type (Cieck One): 501(cX3) 501(cX6) 0 Local Jvuisdicnon (E ):
3 AcumNazer
gay
4 (Check ): Eveot°F�tita[* 0
5 Artivity Start Daae*:
6 ActntyEnd Date*:
Total Cog of $
S
9 Amount A $
10 OveraaAflendance
a) *
b) *
e iMedaodoiou (CIeA One)- Dizect *
Duhreft C Sun, -y"
Survey* E " *
othar (egrlamn
11 Number ofAnaadees {b°tro Traveled 50 Miles at Mate*
a) *
b) *
e) MediodokU (Ched fine). 0 Divact Count*
-. S.,,e
0 Suuctuzed Esrimae#
Odw (Lmr):
1? Numbe r of An eadees. Who Tn w aled from Anod H T State ar Cam nry *
a) Pmeaed*
b) *
e) M (Check Due) 0 Direct Co=*
Coum, 0Rpmmatm. S..,I
kimmal Surm' Esr®aee*
fi[� (esplam).
*See Lodging Tax Yearly Reporting De6eitioaslus-tructioas
Pbme*: E-MaalAddress_
RETU&N TMS FUR\t TO -
Jefferson County rAdnam s rator"s office
1820 Jefferson Stet
P.O. Box 1220
Part Town -And. WA 99369
je iueo-jei%rson.wa.us
13 Nurnbff of Who as Uqwmd AtcommWations-
it) Pref *
b)
c) (ChecA One): 0 Direct *
obulffect come e Stow ,y *
*
():
14 NuaLberofAnandees Who in Paid Accommodations -
a) PR *
b) Ata2#
c) MeffiodaioU (Cbeck Ono: 0 Direct C
Smvy*
khffmalsurw Structured Estimate*
0
15 '_+Tauber of Paid Nights'
a) P*ectEd*
b) Actual*
c) Metbodology (Check Coe): Direct CoumN
l Survvy*
[p ry), StuvW S Estimate*
'w OffierM1f lamJ:
DE A1DLLNE: February 28th of Each Reporting' Year
Page 6 of 7 Jefferson County Parks & Recreation
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 7 of 7 Jefferson County Parks & Recreation