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HomeMy WebLinkAboutJefferson County (Chimacum) Farmers Market, Amendment No. 1 - 082718 04votisIbq q-71- 11/ -404c* . :1Y1 ((°" .-'cf\ CD-) CONTRACT AMENDMENT#1 By and Between JEFFERSON COUNTY and JEFFERSON COUNTY FARMERS MARKET For Hotel-Motel Funding 2018 This Amendment#1 is by and between JEFFERSON COUNTY(hereinafter known as "COUNTY" and the JEFFERSON COUNTY FARMERS MARKET(hereinafter known as "FARMERS MARKET"). WHEREAS,the COUNTY and the FARMERS MARKET entered into an Agreement on February 12,2018 for Hotel-Motel Funding in 2018; and WHEREAS,the parties desire to amend the terms of that Agreement; and WHEREAS,on April 20,2018 the Jefferson County Lodging Tax Advisory Committee(LTAC)was advised that additional Lodging Tax revenue was projected to be available for appropriation in 2018 without reducing historic fund balances;and WHEREAS,the LTAC reviewed and recommended$2,992 in additional funding be awarded to the FARMERS MARKET to support greater delivery of services under the Agreement; NOW,THEREFORE,IT IS AGREED BETWEEN BOTH PARTIES AS NAMED HEREIN that the Agreement executed on February 12,2018 is hereby amended as follows: 1. Paragraph 2. is added to"Section 1: Services To Be Provided"as follows: 2. The FARMERS' MARKET shall use its capabilities and utilize up to an additional$2,992 of funding provided under this Agreement to perform the tourism promotion services consistent with Exhibit C, attached hereto and incorporated herein. Work performed consistent with Exhibit C prior to the execution of this Amendment#1 is hereby ratified. 2. Paragraph 2.of"Section 3: Responsibility of Jefferson County"of the February 12,2018 Agreement is hereby amended as follows: 2. Said funding for the performance of services in Exhibit A is in the sum of$4,205 for 2018. Payment will be made by the COUNTY upon receipt of an invoice on the next available billing cycle. An additional amount of$2,992 will be paid in a lump sum to the FARMERS MARKET upon execution of this Amendment#1 for the performance of the services in Exhibit C for the development and printing of a Chimacum Farm Stand Walking and Bike Map and highway banners. Payments are to be predicated on submittal of reports defined in Section 2. The total 2018 Hotel-Motel amount will not exceed$7,197. 3. All other terms and conditions of the original Agreement executed on February 12, 2018 will remain the same. APPROVED and signed this 27th day of August,2018. JEFFERSON OUNTY Attest: BOARD • #OMMI SIO ERS i 6 Carol Gallaway, Davi, u Ivan, a r Deputy Clerk of the Board Approved as to orm: JEFFERSON COUNTY F• • ER MARKET 2?4* Philip Hunsucker, Authorized Official Chief Civil Deputy Prosecuting Attorney EXHIBIT C Jefferson County Farmers Markets (JCFM) For the Promotion of the Chimacum Farmers Markets and our Local Farms Item Unit Cost per Unit Cost Funding Source Map Design 16 hrs $60 hr $960 LTAC Map Printing 7500 maps .13 each $1,000 LTAC Staff hours for map distribution 20 hrs $19 hr $380 LTAC Chimacum Farmers Market Banner $300 In-kind Design 5 hrs $60 hr Staff Hours hanging Chimacum 76 LTAC Farmers Market Banners 4 hrs 19 hr Banner Printing 6 banners $96 each $576 LTAC Total Budget $3,292 LTAC Total Request $2,992 LTAC Total In-kind $300 LTAC 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: August 27,2018 SUBJECT: AGREEMENT,Amendment No. 1 re: 2018 Supplemental Lodging Tax Grant Funding; In the Amount of$2,992; Jefferson County Farmers Market STATEMENT OF ISSUE: The supplemental agreement provides additional grant funding for 2018 to certain non-profit agencies for the promotion of tourism and ongoing preservation of Jefferson County's heritage. The Lodging Tax Advisory Committee recommended $58,086 be expended from the $70,000 excess lodging tax revenue. FISCAL IMPACT: Jefferson County Farmers Market: $2,992 A budget appropriation will be requested during the 3rd Quarter Budget Extension process. RECOMMENDATION: Approve and sign the supplemental agreement. REVIEWED BY: /CO4 i ip M e i ley, C l unty Ad ' stator Date: CONTRACT REVIEW FORM CONTRACT WITH: Jefferson County Farmers Market (Contractor) CONTRACT FOR: 2018 Lodging Tax Grant Funding Amendment#1 TERM: Ends 12/31/18 8 6 ,� r ✓ 4 1 dia9k$f e;. 3 <s2ii �� a wi r•4, ss rf f ; ry`'�+ �' t y f �� r f fes, „` ✓;o fr ”'f rr„aJJ` f Pr C.22,M' ,:O,y, „N 1 a ;;' f r�,xy'' 'AI + ii i{t y9 si '` f ,•' "f, �;5 5 x,u"1r' d n def;il :f » �,j,•� ,f,�s' ,Sr✓, ��sffr q• �rr`xyr•'.:74414+116;')",,,w,:7, �ff`9 r ; t,: a y y m" �y /544' ' �y" „ 13` ," `/0`,A s� r ; As,+` •5 r!'F'Y f'w ,>',•`a�'1,;� ,^ , ,,f� / ,,,, ; •,' fr:t ?„y J{r/,•,�i ,.•r�+,f o sxi€r !' F r f, ,'C f.r:`e: I/x .r r9! .y „„ r 7 ;�;,%, f t ' r` ✓.;: �f ����F��,rf�,fffs" {y '�' xr f150: ,�".� ,ra �x s�^�� n �.''..', � §1f yyf, . e ^'f,%`�� Fr. ff r`r�'' x fi�,�•- ff S € 'as &€ s; f a.••"', 'f,'` aw .rr .. .. ' �`r off ff r`3;a6 f rr bsa `;•ta, rf`aY`+'" r"f�i f'.'3� �'�fr ,'��fG;i.,�fl`6 .Ylxi'"`=',f+f�af r��`yr"`rfF`,'� s�� .,';m.s' ,rf f5;r �'�jY � ,+g'..»' ,` .- ..., , . p��'+ r ,pe.'{'' ,+,%� � f'� �,,^ s; sy,* SP /,*4: ep'k u`y✓✓Y".�s�f d ''? »•+j°``Xs ,� ,rte r fix" ',:ti' 2 y7,•,'`/0 , 1148 fes' ;,e3 t 1 S•.r. � +f 4Ft e'i'r,''„ ✓'f` .1 *013 `' 'x O ¢ x;. r`t'F �aw r r r f fx 1. ..a .�. ,� ,„. Jr 5r c 5 d`� AMOUNT: .$2,992 PROCESS: Exempt from Bid Process _ Consultant Selection Process Revenue: Cooperative Purchase Expenditure: Competitive Sealed Bid Matching Funds Required: _ Small Works Roster Source(s) of Matching Funds: Vendor List Bid RFP or RFQ Step 1: REVIEW BY R K ` T Review Y L*eM �L 2©lL Date Reviewed: L APPROVED FORM [J Returned for revision(See comments) Comments: Step 2: REVIEW BY PROSECUTI A TORNEY Review by: 1• Date Reviewed: '],JJ'p APPROVED AS TO FOR1V14 Returned for revision(See comments) Comments: 64211a.-C404414.404--0 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.) :L-` Q("1 Olfeeim e*Tt\I AGREEME 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: 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 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 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 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 1. 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 /24--'"' day of h'244/7 , 2018. JEFFE ' ON COUNTY Attest: BO;2170 ONERS Carolyn allaway, /r David Sullivan, Chair Deputy Clerk of the Board Approved as to Form: JEFFERSON COUNTY FARMERS MARKET O'- 1.1/1--.1,140//t CLA,---1, ----Xf -K) Philip unsucker, Authorized Official Chief Civil Deputy Prosecutor Page: 3 of 6 Chimacum Farmers Market EXHIBIT A Itemized List of Proposed Tourism Promotion Services Three 1/4 page ads in Edible Seattle,May through October,2018.Ads will include the visitjeffersoncountywa.com/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 1/2 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 Total$1,175 • 4 hours of design work at$25 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 Organizations receiving finviinE to promote festn-als,special events and tourism-related activities through tourism-related facilities owned or sponsored by non-profit organizations or the local jurisdiction are required to complete this form for EACH activity. I Organization Name: Repotting Year. 2 Sponsor Type(Check One): °501(c)(3) 0 501(cX6) 0 Local Jurisdiction QOther(Evian): 3 Aitivin•Nara 4 Activity Type(Check One): 0 EvenuFestnal• Q Facility' 0 Matketinr 5 Actisity Start Dad': 6 Activity End Dates: 7 Taal Cost of Activity. S 8 An Requested: $ 9 Amount Awarded S 10 Overall Attendance' 13 Number of Attendees Who Stayed Ocean t n Unpaid Atcammudatians• a) Projected' a) Projected' b) Actual' b) Actual* c) Methodology(tick Om): °Direct Counts c) Methodology(Check One): 0 Direct Corot' °Indirect Carta• QReprrmtati a Sun'& 0 Indrect Cama• °Reptesnuatise Sunny* �jlofomsd Surrey' °Smrctned E ase' 8 lnfamal Stey' °Stnrnued EEstimatesc her*plain): or(enPlsigl: 11 Number of Attendees Who Traveled 50 Miles or Motes 14 Number of Antmdees Who Stayed Overinght n Paid Accommodaoons' a) Projected' a) Projected• b) Actual' b) Actual* c) 'detbodelogy(Check One): 0 Direct Co mt' c) Methodobgy(Check One): 0 Direct Carat' gIndüect Come °Represe alive Surrey' 8Indrect Cams' 1 eptesearatice Surey' lnfo®sal Surveys 0 Structured Estimates Informal Starer-• �Stncwed Estimates °Other(ems): 0 Other(explain): 12 Number of Attendees Who Traveled from Another State or Cremup' 15 Number of Paid I Ming Nights* a) Projected' a) Projected' b) Actual' b) Actual' c) Methodology(Check One): 0 Direct Cant' c) Methodology(Check One): 0 Direct Comt' 0 Indirect Count' °R xesevuise Survey 0Indirect Course QRepreseautire Slaney' Infaamai Survey °Strucured Estimates Q Informal Survey' Q Structured Estimate' Other(explain): 0 Other(explain): *See Lodging Tax Yearly Reporting Definitions Instructions Name of Iodividtal Who Prepared Report ?owe tt E-Mail Address: RETURN THIS FORM TO: Jefferson Comity Administrator's Office 1820 Jefferson Street P.O.Box 1220 Port Townsend.WA 98368 jeffbocci a co_jefferson.na.u:. DEADLINE: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 (SCCaMIs Board of County Commissioners ¢ oN eo6 1820 Jefferson Street p¢ k � � PO Box 1220 Port Townsend, WA 98368 /84tarI NG,c--+ Kate Dean,District 1 David Sullivan,District 2 Kathleen Kler,District 3 August 29,2018 Jefferson County(Chimacum) Farmers Market Attn:Amanda Milholland,JCFM Director and Market Manager P.O. Box 1384 Port Townsend,WA 98368 RE: AGREEMENT,Amendment No.1 re: 2018 Supplemental Lodging Tax Grant Funding; In the Amount of$2,992;Jefferson County Administrator's Office;Jefferson County Farmers Market Dear Ms. Milholland, Enclosed for your records is the Fully Executed Original Contract re:AGREEMENT,Amendment No.1 re: 2018 Supplemental Lodging Tax Grant Funding; In the Amount of$2,992;Jefferson County Administrator's Office;Jefferson County Farmers Market. Thank you, (1(..UNN\ ie Shannon Executive Secretary II,Jefferson County Commissioners Office 36o 385 9100 jeffbocc@co.jefferson.wa.us Enclosure Phone (360) 385-9100 Fax (360) 385-9382 jeffbocc@co.jefferson.wa.us