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Home My WebLink AboutOlympic Peninsula Tourism Commission - 021218cl , : �-Tu� G Agreement TOURISM COMMISSION OPTC Annual 12018 PO Box 670 Port Angeles, WA 98362 360-452-8552 • 1-800-942-4042 info@olympicpeninsula.org www.olympicpeninsula.org 2018 Operating Agreement This Agreement is made on the date last signed by the Partners below, between the Olympic Peninsula Visitor Bureau (a 501(c)-6 non-profit corporation), and the following: Forks Chamber of Commerce, City of Port Townsend, City of Sequim, City of Port Angeles, Clallam Bay/Sekiu Chamber of Commerce, Jefferson County Tourism Coordinating Council, the Lake Quinault Innkeepers Association, and Mason County. For purposes of this operating agreement, "Partner" is defined as a funding collaborator, a participant in the development of and execution of mutually agreed upon marketing activities to promote tourism to the Olympic Peninsula, as detailed in the annual budget. This agreement does not create a partnership for purposes of Chapter 25 RCW or under common law. RECITALS A. The Partners wish to undertake cooperative marketing activities in order to promote tourism to and for the Olympic Peninsula. B. In order to conduct these cooperative activities, the Partners have determined that it is in their best interests to form an alliance as set forth in this agreement. AGREEMENT In consideration of the mutual covenants contained in this Agreement, the Partners agree as follows: 1. The Partners shall operate as a committee of the Olympic Peninsula Visitor Bureau ("OPVB"). New members may be added by an amendment to this Agreement. Written consent of a majority of the members shall be required to add a new member. 2. The OPVB will be the administrative service provider and will keep financial records and accounts on behalf of the Olympic Peninsula Tourism Commission ("OPTC"). These services include, but are not 1 limited to, staffing, project coordination, fulfillment, accounting, financial record keeping and other administrative tasks. As part of the annual budget and annual financial commitment, the Partners agree to pay a service fee to the OPVB for these administrative services. 3. In 2018, Olympic Peninsula Tourism Commission partners include: a. Olympic Peninsula Visitor Bureau (Clallam County), of 618 South Peabody Street, Suite F, Port Angeles, WA b. Forks Chamber of Commerce, of 1411 South Forks Avenue, Forks, WA c. City of Port Townsend, of 250 Madison Street, Suite 2, Port Townsend, WA d. City of Sequim, of 152 West Cedar Street, Sequim, WA e. City of Port Angeles, of 321 East 5th Street, Port Angeles, WA f. Clallam Bay/Sekiu Chamber of Commerce, of P.O. Box 355, Clallam Bay, WA g. Jefferson County Tourism Coordinating Council, of 2023 East Sims Way, Suite 308, Port Townsend, WA Lake Quinault Innkeepers Association, of 1111 North Tacoma Avenue, Tacoma, WA Mason County, represented by Northwest Event Organizers, Inc., P.O. Box 622, Shelton, WA 98584 4. Each partner has committed to the following investments to finance the marketing efforts for 2018: a. Olympic Peninsula Visitor Bureau (Clallam County)- $47,000 b. Forks Chamber of Commerce - $10,000 c. City of Port Townsend - $22,000 d. City of Sequim - $12,000 e. City of Port Angeles- $26,000 f. Clallam Bay/Sekiu Chamber of Commerce - $2,500 g. Jefferson County Tourism Coordinating Council- $27,000 h. Lake Quinault Innkeepers- $3,000 i. Mason County Chamber of Commerce- $3,000 Total: $152,500 The contribution amounts in Section 4 may be amended by the Parties by letter of agreement, without needing to amend the entire Agreement. 2 5. SCOPE AND DESCRIPTION The Partners agree to cooperatively market and promote the Olympic Peninsula, advocate for issues that affect tourism, and serve as liaison and conduit for information exchange between government and industry. 6. CONTRIBUTIONS Contributions of individual Partners shall be billed monthly for contract services and all other expenses incurred. Billing will be based on a percentage of individual contribution to the overall budget as set forth in Section 4 of this Agreement. 7. RECORDS AND ACCOUNTING The Olympic Peninsula Visitor Bureau shall maintain a complete set of records, statements, and accounts concerning the total operation of the joint partnership. All the books will be open at all times for inspection and examination by the Partners. 8. VOTING Each partner will have one (1) vote in deciding matters. A quorum of 51% of partners is required to conduct business. Majority rules. If a partner cannot be present, their vote may be proxied to the administration before the vote is called. Unless this agreement is amended pursuant to Section 1, a total of 9 votes only will be tallied. 9. PROPERTY Intellectual, personal and real property purchased with resources of the Partners will be in the custody of the OPVB, but title shall remain with the Partners. The logo, and associated intellectual property rights, is the property of the Partners, each of whom has an undivided interest in those rights. If a Partner withdraws from the Commission, they are obligated to their share of the existing debt for the term of this contract, which must be paid within 60 days of their notification to OPTC. C The use of the logo is primarily intended for projects and promotions done on behalf of the Olympic Peninsula Tourism Commission; however, each Partner may use the logo in the Partner's marketing materials to support branding of the Olympic Peninsula. Leads generated as a result of each Partner's logo -branded marketing will be shared among the Partners. The Olympic Peninsula Tourism Commission logos are as follows: NATURE'S CHAMPION P IN ULA P IN ULA e P TIrUL PWIIN%ULA COMMISSIOIN 4 10. SIGNATURES This Agreement may be executed in counterparts, each of which shall be deemed to be an original, but all of which, taken together, shall constitute one and the same agreement. 11. TERM The fiscal year of this partnership shall commence on January 1 and close on December 31 of each year of operation. This agreement will continue from year to year until dissolved or amended by a 2/3 majority vote of the partners. In witness whereof, the Partners executed this agreement on the date indicated below by the signing Partner. Marsha Massey, ee Dir., m ' P i sula Visitor Bureau Dat David Sullivan, Chair Jefferson County Commissioner Date Approved as I o form: �9�c5 Philip Hunsucker, Chief Civil Deputy Prosecutor 2018 Signatories: Olympic Peninsula Visitor Bureau: Marsha Massey, Executive Director Forks Chamber of Commerce: Lissy Andros, Executive Director City of Port Townsend: David Timmons, City Manager City of Sequim: Charlie Bush, City Manager City of Port Angeles: Dan McKeen, City Manager Clallam Bay / Sekiu Chamber of Commerce: Ali Baker, Chito Beach Resort Jefferson Co. TCC: David Sullivan, Jefferson County Commissioner Lake Quinault Innkeepers Association: Peter Bailey, Quinault River Inn Mason County: Rachel Hansen, Northwest Event Organizers, Inc. 5 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: Provide Cooperative Marketing Activities to Promote Tourism in Jefferson County and the Olympic Peninsula; In the Amount of $27,000; Jefferson County Tourism Coordinating Council (TCC); Olympic Peninsula Tourism Commission (OPTC) STATEMENT OF ISSUE: This agreement provides grant funding for 2018 to the Olympic Peninsula Tourism Commission (OPTC) for the promotion of tourism and ongoing preservation of Jefferson County's heritage. This funding has been included in the Hotel Motel (Lodging Tax) Fund for the Jefferson County Tourism Coordinating Council (TCC), as recommended by the Lodging Tax Advisory Committee. FISCAL IMPACT: Jefferson County Tourism Coordinating Council's portion to the Olympic Peninsula Tourism Commission is $27,000 RECOMMENDATION: Approve and sign the agreement. REVI WED BY: i ip Morle , unty Adrnix�iStrator Date: CONTRACT WITH CONTRACT REVIEW FORM Olympic Peninsula Tourism Commission (OPTC) (Contractor) CONTRACT FOR: 2018 Marketing Activities and Promote Tourism COUNTY DEPARTMENT: County Administrator For More Information Contact: Philip Morley Contact Phone #: ext. 383 RETURN TO: Leslie Locke in RETURN BY: TERM: Ends 12/31/18 AMOUNT: .$27,000 Paid out of TCC Lodging Tax Budget 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: nate tceviewea: APPROVED FORM Comments: Returned for revision (See comments) Step 2: REVIEW BY PROSECUTIN ATTORNEY Review by: Date Reviewed: dAPPROVED AS TO FORM Returned for revision (See comments) 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.) 1820 Jefferson Street PO Box 1220 Port Townsend, WA 98368 Kate Dean, District 1 David W. Sullivan, District 2 Kathleen Kler, District 3 February 13, 2018 Olympic Peninsula Tourism Commission Marsha Massey P.O. Box 670 Port Angeles, WA 98362 Re: Agreement for 2018 Operating Agreement Dear Ms. Massey, Enclosed for your signature are two (2) original agreements for 2018 Operating Agreement. Please sign both originals, keep one original for your records and return the second original to the address listed above. Thank you for your assistance. Sinc ely, r slie Locke Executive Assistant Enclosure Phone (360) 385-9100 Fax (360) 385-9382 jeffbocc(aco.jefferson.wa.us TOURISM COMMISSION February 16, 2018 Mr. David Sullivan Jefferson County 1820 Jefferson Street P.O. Box 1220 Port Townsend, WA 98368 Dear Mr. Sullivan, PO Box 670 Port Angeles WA 98362 360-452-8552 800-942-4042 info@OlympicPeninsula.org www.OlympicPeninsula.org Attached, you will find one copy of the 2018 OPTC Partner Operating Agreement, countersigned by Marsha Massey. Please keep this copy of the Agreement for your records. Thank you very much for your continued participation in OPTC! Sincerely, Allegra Pomeroy Office Manager