HomeMy WebLinkAbout022018_ca07JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
FROM: Philip Morley, County Administrator
DATE: February 20, 2018
RE: Approval of Amendment No. 3 to Digital Media Management Memorandum
of Understanding; Steve Shively dba S3 Solutions; Jan. 1— Dec. 31, 2018; Not
to Exceed $40,600
STATEMENT OF ISSUE: County Commissioners are asked to approve the enclosed
Amendment No. 3 to the Digital Media Management Memorandum of Understanding; Steve
Shively dba S3 Solutions; Jan. 1 — Dec. 31, 2018; Not to Exceed $40,600.
ANALYSIS: Steve Shively provides digital media management services for the County's
Tourism Coordinating Council (TCC), as part of TCC's work to promote tourism in Jefferson
County, utilizing Hotel/Motel Tax funds generated by tourism. The enclosed Amendment No. 3
would extend through 2018 the term of the County's existing Digital Media Management
Memorandum of Understanding with Mr. Shively, and provide funding for Mr. Shively's
services, including reimbursing third party costs for advertising placed by Mr. Shively on the
TCC's behalf as authorized by the TCC.
FISCAL IMPACT: Funding for these services are already budgeted for the TCC in 2018 from
Hotel/Motel Tax Fund 125.
RECOMMENDATION: Approve the enclosed Amendment No. 3 to the Digital Media
Management Memorandum of Understanding; Steve Shively dba S3 Solutions; Jan. 1 — Dec. 31,
2018; Not to Exceed $40,600.
ED BY:
P clip Morle C ty Administrator
2 'Z/61; -
Date
AMENDMENT NO.3
JEFFERSON COUNTY TOURISM COORDINATING COUNCIL
DIGITAL MEDIA MANAGEMENT MEMORANDUM OF UNDERSTANDING
This Amendment No. 3 to the Jefferson County Tourism Coordinating Council Digital
Media Management Memorandum of Understanding is by and between JEFFERSON COUNTY,
hereinafter known as "COUNTY," the JEFFERSON COUNTY TOURISM COORDINATING
COUNCIL, hereinafter known as "TCC," and STEVE SHIVELY dba S3 Solutions, hereinafter
known as "S3 SOLUTIONS," all three of which are collectively known as "the PARTIES."
WHEREAS, the PARTIES fully executed a Jefferson County Tourism Coordinating
Council Digital Media Management Memorandum of Understanding (MOU) on February 17, 2015;
and
WHEREAS, the MOU incorporated and supplemented an April 26, 2014 Letter of
Understanding; and
WHEREAS, the PARTIES executed Amendment No. 1 to the MOU on February 1, 2016;
and
WHEREAS, the MOU term as established by Amendment No. 1 expires on December 31,
2016, unless a mutually agreed extension is executed by all parties; and
WHEREAS, the PARTIES executed Amendment No. 2 to the MOU on March 6, 2017; and
WHEREAS, the MOU term as established by Amendment No. 2 expires on December 31,
2017, unless a mutually agreed extension is executed by all parties; and
WHEREAS, the PARTIES desire to extend the Agreement;
IN CONSIDERATION of the mutual covenants and agreements herein, the Agreement is
hereby amended as follows:
1. Section 2. Compensation is hereby amended to read as follows:
2. Compensation:
All compensation received by S3 Solutions shall be deemed to be for services as an
independent contractor, and not as an employee of Jefferson County and/or the TCC.
A. Compensation for performing the specified digital media management of TCC's digital
media assets shall be $300/month, payable upon monthly invoice, for a subtotal in 2018
not to exceed Three Thousand Six Hundred Dollars ($3,600).
Page 1 of 3 AMENDMENT NO.3 — TCC Digital Media Management MOU
B. For 2018, S3 Solutions may be reimbursed for reasonable tourism advertising (digital
and non -digital advertising) and promotion pass through third party expenses which
implement and are consistent with the scope and budget of the "Agreement for 2018
Hotel -Motel Funding For Tourism Services: Tourism Coordinating Council," approved
February 5, 2018, which expenses are authorized by the TCC and approved by the TCC
Chair, up to a subtotal in 2018 not to exceed Thirty Three Thousand Dollars ($33,000).
C. For 2018, payment for other costs authorized by the TCC and approved by the TCC
Chair, shall be as follows:
Service
Rate
Creative work to
$65/hour
design promotional
material:
Administrative work
$40/hour
(invoicing, budgeting,
etc.)
Copying:
black & white: $ 0.10/page
Color: $ 0.50/page
Travel & meeting
Mileage, and actual meal and lodging rates up to
expenses for authorized
maximums per Washington Office of Financial
media management &
Management's latest adopted per diem map:
marketing
www. ofm.wa.gov/accounting/administrative-accounting-resources/travel
coordination:
The subtotal of other costs as listed above in 2018 shall not exceed Four Thousand
Dollars ($4,000).
D. Total compensation in 2018 for all work performed under this MOU pursuant to
paragraphs A., B. and C. above, shall not exceed Forty Thousand Six Hundred Dollars
($40,600).
2. Section 3. Term of Agreement is hereby amended to read as follows:
3. Term of Agreement:
This renewable digital media management MOU and Letter of Understanding shall expire
on December 31, 2018, except as provided below:
• Any party to this Agreement may terminate the MOU and Letter of Understanding
before December 31, 2018, for any reason, upon 30 days' written notice to the other
parties; or
• A mutually agreed written extension is executed by all parties.
The County shall not be liable for any services or expenditures after the date of termination.
Page 2 of 3 AMENDMENT NO.3 — TCC Digital Media Management MOU
All work performed in 2018 consistent with the MOU prior to the adoption of Amendment
No. 3 is hereby ratified.
3. Section 5. Amendments is hereby amended to read as follows:
5. Amendments:
This MOU, as modified by Amendment No. 1, Amendment No. 2, Amendment No. 3
supplements and modifies the Letter of Understanding dated April 26, 2014, and together,
constitute the entire agreement between the Parties and may be further amended only in
writing and executed by authorized representatives of all Parties.
4. All other provisions of the MOU executed on February 17, 2015, as modified by Amendment
No. 1 executed on February 1, 2016, and by Amendment No. 2 executed on March 6, 2017
remain in effect.
APPROVED and signed this day of
Attest:
Carolyn Gallaway,
Deputy Clerk of the Board
Approved as to Form:
Philip Hunsucker,
Deputy Prosecuting Attorney
92018.
JEFFERSON COUNTY
BOARD OF COMMISSIONERS
David Sullivan, Chair
JEFFERSON COUNTY TOURISM
COORDINATING COUNCIL
Bill Roney, Chair
STEVE SHIVELY, dba S3 SOLUTIONS
Steve Shively
Page 3 of 3 AMENDMENT NO.3 — TCC Digital Media Management MOU