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HomeMy WebLinkAboutNorth Hood Canal Chamber of Commerce (NHCCC) - 021218AGREEMENT FOR 2018 HOTEL -MOTEL FUNDING FOR TOURISM SERVICES NORTH HOOD CANAL CHAMBER OF COMMERCE AND VISITOR CENTER This Agreement is by and between JEFFERSON COUNTY (hereinafter known as "COUNTY" and the NORTH HOOD CANAL CHAMBER OF COMMERCE (hereinafter known as "NHCCC"). WHEREAS, the NHCCC is a non-profit corporation of the State of Washington; and WHEREAS, the COUNTY desires to promote tourism by providing information to guests, support and staff to information centers in unincorporated Jefferson County, as well as workshops, conferences and materials to enhance productivity of visitor information centers in the promotion of the tourism industry, 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 the North Hood Canal Chamber of Commerce to operate visitor centers in Quilcene and Brinnon; IN CONSIDERATION of the mutual covenants and agreements herein it is agreed by the parties as follows: SECTION 1: SERVICES TO BE PERFORMED The NHCCC 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. Be responsible for the daily operation and continuation of the Quilcene Visitor's Center and the Brinnon Visitor's Center and provide visitor information materials for the Dosewallips State Park, consistent with the Itemized List of Proposed Tourism Promotion Services and NHCCC Lodging Tax budget, a copy of which are incorporated herein and attached hereto as Exhibit A. SECTION 2: RESPONSIBILITIES OF THE NORTH HOOD CANAL CHAMBER OF COMMERCE 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 NHCCC under this Agreement for the prior quarter; Page: 1 of 13 North Hood Canal Chamber of Commerce • 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 and July 31, 2018, provide to the COUNTY: • A billing statement requesting payment of Hotel -Motel Funding for the current half 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. 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 28t' 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 NHCCC. b. The amount of lodging tax revenue allocated for expenditure (whether actually expended or not) by the NHCCC 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 the NHCCC 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 $60,095 for 2018. Semi-annual payments of $30,047.50 will be made in the first and third quarter of 2018. Payments are 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. Page: 2 of 13 North Hood Canal Chamber of Commerce 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 NHCCC 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, NHCCC 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 NHCCC 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 NHCCC's negligence or breach of any of its obligations under this Agreement; provided that nothing herein shall require the NHCCC 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 NHCCC'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 NHCCC's negligence, or the negligence of the NHCCC's agents or employees. The NHCCC specifically assumes potential liability for actions brought against the COUNTY by the NHCCC's employees, or any other persons engaged in the performance of any work or service required of the NHCCC 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 NHCCC recognizes that this waiver was specifically entered into pursuant to provisions of RCW 4.24.115 and was subject of mutual negotiation. Page: 3 of 13 North Hood Canal Chamber of Commerce SECTION 9: INSURANCE The NHCCC 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 NHCCC shall maintain Workers' Compensation coverage as required under the Washington State Industrial Insurance Act, RCW Title 51, for all NHCCC employees, agents and volunteers eligible for such coverage under the Industrial Insurance Act. SECTION 10: INDEPENDENT CONTRACTOR The NHCCC and the COUNTY agree that the NHCCC 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 NHCCC nor any employee of the NHCCC 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 NHCCC, or any employee, representative, agent or contractor of the NHCCC. The NHCCC 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 NHCCC 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 NHCCC 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: 4 of 13 North Hood Canal Chamber of Commerce SECTION 13: INTEGRATED AGREEMENT This agreement together with attachments or addenda represents the entire and integrated agreement between the County and the NHCCC 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 NHCCC. APPROVED and signed this day of rCbm6i�, 2018. JEFFERSON COUNTY Attest: BO F CO MJSSIONERS f: Carolyn llaway, David Sullivan, Chair Deputy Clerk of the Board Approved as to Form: NORTH HOOD CANAL CHAMBER lip Hunsucker, Authorized Official Chief Civil Deputy Prosecutor Page: 5 of 13 North Hood Canal Chamber of Commerce EXHIBIT A Itemized List of Proposed Tourism Promotion Services And NHCCC Lodging Tax Budget Tourism Promotion Services OVERVIEW In this section we discuss what we do and the associated costs. Before doing that it is important to note that the Chamber's Executive Director will be retiring at year end. This presents a significant challenge to the Chamber, but one that we can and will overcome. There are two parts to the challenge. One is providing overall management and the other is paying for that management. Considering that the current Executive Director is being paid $1 per year and that Chamber revenues (not including Lodging Tax funds) are less than $3,500 per year, finding a replacement will be a challenge. We believe that certain Supervisory functions relative to the Visitor Centers can be handled by our Lead Receptionist. To that end, we are requesting certain additional hours and wage increments in this proposal for Supervisory activity. With respect to leadership for exclusively Chamber functions, that will rely on volunteer efforts as it has in the past. The Chamber is exploring other options for continuing operations but cannot be specific about those options at this time. At any rate, the current Executive Director has promised to be available for consultations at no charge during transitions in the coming year. ACTIVITIES: Visitor Centers: The Chamber requests funding to operate two Visitor Centers as outlined below: o US Forest Service (USFS) Ranger Station, Quilcene ■ Occupancy arrangement • The Chamber has a formal agreement with the USFS in which the Chamber provides labor to USFS in exchange for use of the facilities (occupancy) ■ Activities Required activities under agreement o Ensure a minimum of two staff on duty on weekends and holidays o Provide information regarding USFS and Olympic National Park North Hood Ca", 1. Chamber of Commerce E-111 f Quikene arM &+nnory Page 6 of 13 North Hood Canal Chamber of Commerce o Sell maps and permits o Provide additional administrative staffing hours as maybe reasonable from time to time. As we pay no rent or occupancy utilities to the USFS, we believe this is a reasonable exchange. • Permitted activities o Provide general visitor information and printed materials to the traveling public including ■ Commercial tourist activities ■ Food and lodging ■ State park information o Maintain an inventory of tourism related rack cards and promotional material for the traveling public ■ Hours of Operation • Weekends • Holidays • Additional hours during the week o Brinnon Community Center, Brinnon ■ Occupancy arrangement • A Memorandum of Understanding between the Chamber and OlyCap allows use of the facilities to provide information to the traveling public ■ Activities • Provide general visitor information and printed materials to the traveling public including o Commercial tourist activities o Food and lodging o State park information • Maintain an inventory of tourism related rack cards and promotional material for the traveling public ■ Hours of Operation • Depending on the season, we provide paid staffing approximately four hours a day on Fridays, Saturdays and Sundays • Note: The Brinnon Visitor Center is also staffed at other times by other volunteers completely outside the control of the Chamber. We do not count visitors helped by these volunteers. o Visitor Counts ■ Visitor counts are more fully discussed under Section 2, Item 5, Subsections a.) and b.). • Cooperation: The Chamber intends to cooperate with County, the Olympic Peninsula Tourism Commission, and other entities by providing such Visitor Center related information as may reasonably be requested from time to time. EVENTS • The Chamber does not sponsor tourist -related events. While the Chamber does sponsor membership meetings and other events which are designed to foster business understanding and fraternity within the business community, these are strictly Chamber functions and are not intended to draw tourists. North Nood Cana! Chamber of Commerce Emerald Towns of Uwkene aM &omen Page 7 of 13 North Hood Canal Chamber of Commerce MARKETING PARTNERSHIPS • The Chamber does not request funding for other marketing partnerships. VISITOR CENTER MARKETING • The Chamber will continue to do its own electronic marketing by maintaining our website, on which we post festivals and events, and Facebook postings in which we discuss area activities. BUDGET • Important note o The following budget discussion is for Fund 200 Lodging Tax Funds only. It does not include any discussion of Fund 100 Chamber Funds. o No Lodging Tax Funds are ever spent for Chamber expenses and likewise, no Chamber Funds are ever spent on Lodging Tax activities. • Income o Grant Request ■ Acct 5040 LTAX Visitor Center Grant: $60,095.00. • Our overall grant request is 10.59% over our 2017 grant award of $53,800.00. • This is an increase of $6,295.00 o Other income ■ Acct 5310 Interest Income: $15.00 • We expect about $15.00 in interest income on our checking account. • No increase. o Total all Lodging Tax Income: $60,110.00 • Expense o Staff Wages ■ Acct 7221 Payroll: $50,500.00. • Budget Hours o Current estimates of hours to be worked in 2017 are 2,738.25 hours spread out among five part time employees o This is an increase of about 85 hours • Changes this year o Increase in Federal wage scales ■ As discussed more fully below, the Federal wage scales will increase by 1.9% on January first ■ This increase amounts to approximately $800 o Sick Pay ■ New this year is an amount for Sick Pay ■ Sick pay is a new mandatory benefit required under State Initiative 1433 and amounts to one hour of paid sick leave for every 40 hours worked ■ This amounts to approximately 2.5% of wages paid in the year ■ This increase amounts to approximately $1,200 o Supervisor Pay North Hood Canal Chamber of Commerce emaam rm�s or (liken and Winnai Page 8 of 13 North Hood Canal Chamber of Commerce ■ New this year is an increment for Supervisor pay ■ As discussed in the Overview in this section (above) we request additional funding for Supervisory activities at the Visitor Centers ■ Expected Supervisory duties include personnel management, payroll, accounting and government reporting ■ We budget 144 hours (12 hours per month) of Supervisor pay at the GS -6 rating of $19.67 per hour ■ This amounts to an increase of approximately $2,900 Holiday Bonus o Included in our Payroll figure is an amount for a Holiday Bonus of approximately 2.5% of wages paid in the twelve month period ending in November of the plan year o This will be about $1,200 • Payroll Reserve o We plan for 3% of wages to be a Payroll Reserve to cover unanticipated wage requirements o This amount will be about $1,400 • Important Note: All wages in this request will go directly to front-line staff working directly with the traveling public. Even Supervisor pay will be awarded to the Lead Receptionist who works directly with the traveling public. Other notes Why we pay employees when other Visitor Centers rely on volunteers o Federal Hiring Approval Required: No staff member may be hired to work at the USFS Ranger Station except after interview with and approval by the USFS o Performance Requirements: Our staff is required to perform to the same levels as federal employees in the USFS Ranger Station o Fairness: We believe that our employees, with similar qualifications and doing the same work in the same facility as others should get similar pay USFS Wages: The USFS classifies employees and pays them in accordance with the Federal General Service pay schedule. Their classification are as follows o Part Time Receptionist, GS -4 o Lead Receptionist, GS -5 o Supervisor Receptionist, GS -6 o We use the same rates of pay and Steps, except that our Steps are based on 2000 hours of service No other benefits: Except for Sick Pay as discussed above, we pay no other benefits that might be paid by the Federal government o No vacation pay o No holiday pay o No medical benefits o No dental benefits N Hood Unal \ Chamber of Commerce Emerald Towns of (ridkenr antl &finnan Page 9 of 13 North Hood Canal Chamber of Commerce • Prevailing Wages: While we can find no basis in legislation for the application of prevailing wage theories for administrative staff, it is a concept well established in Washington State law (RCW 39.12) and in Federal law (Davis - Bacon Act) that if public funds are expended on public works, then wages must be paid at prevailing rates. The sense and intent of the legislation is that no public funds should be used to pay substandard wages. We think it is good public policy that Lodging Tax Funds (public funds) be used to pay not substandard but fair and equitable wages. Remaining Budget: The remaining items on the budget will be self-explanatory breakdowns of the following major categories ■ Acct 7250 Payroll Taxes (paid by employer): $4,545.00, an increase of $475 ■ Acct 7520 Accounting fees (payroll processing): $750.00, no increase ■ Acct 8100 Non -personnel expenses (including Internet service): $2,125.00, an increase of $275 ■ Acct 8170 Depreciation: $140.00, no increase ■ Acct 8500 Other expenses: $2,050.00, an increase of $50 o Total all Expenses: $60,110.00 Surplus or Deficit: $0 North Hood Canal Chamber of Camn—e EmrraW Lowns as Q�tre�r ane e.m�.o� Page 10 of 13 North Hood Canal Chamber of Commerce NHCCC Lodging Tax Budget 100 Chamber Funds 200 Lodging Tax Funds TOTAL Jan - Dec 18 Jan •Dec 16 Jan - Dec 18 Ordinary Income/Expense Income 5 • Earned Income (Revenue) 5040 • Local government contracts 5042 • LTAX Visitor Center Grant 60,095.00 60,095.00 Total 5040 • Local government contracts 60,095.00 60,095.00 5210 • Dues, Member 5211 • Dues, Membership 2,600.00 2,600.00 5222 • Dues, Cancellations -350.00 -350.00 Total 5210 • Dues, Member 2,250.00 2,250.00 5310 • Interest on checking/savings 10.00 15.00 25.00 5440 • Gross sales - inventory 5441 • Sales Federal Govt Items 22,500.00 22,500.00 5448 - Inventory Purchases -20.000.00 -20.000.00 Total 5440 • Gross sales - inventory 2,500.00 2,500.00 5450 • Advertising revenue 15.00 15.00 Total 5 • Earned Income (Revenue) 4,775.00 60,110.00 64,885.00 Total Income 4,775.00 60,110.00 64,885.00 Gross Profit 4,775.00 60,110.00 64,885.00 Expense 7 - Program Services 7000 • Grant & program expense 7060 • Meeting Expense 7061 • Chamber Mixer 500.00 500.00 7062 • Chamber Picnic 350.00 350.00 7063 • Meeting Refresh/Supplies 125.00 125.00 7064 • Meeting Expense -Other 250.00 250.00 Total 7060 • Meeting Expense 1,225.00 1.225.00 Total 7000 • Grant & program expense 1,225.00 1,225.00 7200 • Salaries & related expenses 7210 - Officers & directors salaries 1,500.00 1,500.00 7220 • Salaries & wages 7221 • Payroll 50,500.00 50,500.00 Total 7220 • Salaries & wages 50,500.00 50,500.00 7250 • Payroll taxes 4,545.00 4,545.00 Total 7200 • Salaries & related expenses 1,500.00 55,045.00 56,545.00 7500 • Outside services 7520 • Accounting fees 750.00 750.00 Total 7500 • Outside services 750.00 750.00 Total 7 - Program Services 2,725.00 55,795.00 58,520.00 8 • Adminstrative Expense 8100 • Nonparsonnel expenses 8104 • Office expenses 550.00 550.00 8106 • Information technology 500.00 150.00 650.00 8110 • Supplies 250.00 250.00 8130 • Telephone, Telecom & Internet 1,300.00 1.300.00 8140 • Postage, shipping, delivery 200.00 75.00 275.00 8170 • Printing & copying 50.00 50.00 100.00 Total 8100 • Nonpersonnel expenses 1,000.00 2,125.00 3,125.00 8200 - Facility & equipment expenses 8270 • Depr & amort - allowable 140.00 140.00 Total 8200 • Facility & equipment expenses 140.00 140.00 8500 - Other expenses 8520 • Insurance 300.00 2,050.00 2,350.00 8591 • Bank charges & credit card disc 700.00 700.00 Total 8500 • Other expenses 1,000.00 2,050.00 3,050.00 8600 • Business expenses 8650 • Taxes & licenses - other 50.00 50.00 Total 8600 - Business expenses 50.00 50.00 Total 8 • Adminstrative Expense 2,050.00 4,315.00 6,365.00 Total Expense 4,775.00 60,110.00 64,885.00 Net Ordinary Income 0.00 0.00 0.00 Net Income 0.00 0.00 0.00 Page 11 of 13 North Hood Canal Chamber of Commerce 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 Tas Reporting Form Organizations recen ag funding to promote Se= -ah, special elrnb and umnsm-related aeticitm Brough tounsm-related facilities owned or sponsored by non-profit orpn=atwns or the local jurisdiction are required to complete this form for EACH activity. I onam=m Name 2 Sponsor Tnpe (Check Oue): 0 541(c)(3) 0 50406) Rqx tmg Year. Loral J��-dim 00tha (EVI.): 3 Acticm-Name 4 AMM, Type (Check One): 0 EvmcFeinval* O Facility* ()Matket ng* 5 Activity StartDaM*: 5 As7amEadDate*' Taal Cost cf Actmm S 9 Amamt Requested: $ 9 Amami Armed t 10 Otiaa11 Attendance* a) Pmpeaed* b) Actual' C) Mffbodoiogy (Check One): ODirect Com* 010duect cows* Rgxese=trve Surm- formal Survey * Saucftt ed Esdmate• (.Pl..): 11 Number of Anamises Who Tra%vled 50 Miles or Mote* a) Pw*ted* V) AcmaP (f) Meftdobgy (Check Ore). 0 Direct Camt* hubrect Cons* Repres.tative SurvvyM hsisitma] Suter^ 0 Structured Estmiate• Other (): 12 Nine of Attendees Who Tratieleui from Anotber State or Camay* a) pr„. b) At ma? c) Me&oddaU (Check One); 0 Direct came* C)hudnw Cont* ORg resmtative SurvW iifmmal Survey* 0 S4ucnued Estmuate* (.4flaw: *See Lodging Tax Teark Reporting Definitions Instructions Name ofIndivtIual Who Rvamd Repmrt Phane _: RETL R`: THIS FORM TO: E -Mail Address: Jefferson County Administrator's Office 1820 Jefferson Street P.O.3ox 1220 Port Townsend. WA 95358 jeffbocc4 co je$erson.wa.us 13 Number of Aneadees Who Stayers Overnight m Umpaid Accommodatians* a) R*e:aed* b) Actual* C) Methodoiagr (Check Clue): I3aect Cmmt* obuhrect come ORepresmtame Survey* Informal Surrey* 0 Struc uued Estimate* (DOdier(espl.bo: 14 Numberat AneaAaes Who StrW Ommight m Paid Accommodanam * a) Proected* b) Actual* c) Methodciogs (Check One): 013irect Cama* Indirect Cmsms* R.M.entath. Survey informal Sums* Smxnued Estimate - 0 0&er (esPiam): 15 Numbero0aidl odgiQeNiOW a) PEO -M& b) Actual* c) Medminieapy ({heck One): 0 Direct Cam* QIndirect coot* ' e Sur ey' Taft®al Survey* 0 SUUCrdn d Estimate* Odw (: DE_iDLL`*E: February 28th of Each Reporting Year Page 12 of 13 North Hood Canal Chamber of Commerce 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 13 of 13 North Hood Canal Chamber of Commerce 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 12, 2018 SUBJECT: AGREEMENT re: 2018 Hotel Motel Grant Funding; In the Amount of $60,095; North Hood Canal Chamber of Commerce 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: North Hood Canal Chamber of Commerce $600,095 RECOMMENDATION: Approve and sign the agreement. REY4EWED BY: _,V 1 ip Mor C , unty A ninis�trator Date: CONTRACT REVIEW FORM (9-00-1 -, CONTRACT 9-°0- CONTRACT WITH: North Hood Canal Chamber of Commerce (Contractor) CONTRACT FOR: 2018 Hotel Motel Grant Funding (Lodging Tax) TERM: Ends 12/31/18 AMOUNT: .$60,095 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 Reviewed: oAPPROVED FORM Comments: Step 2: REVIEW BY Review by: Date Reviewe APPROVED AS TO FORM Comments: Returned for revision (See comments) MReturned for revision (See comments) 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.)