HomeMy WebLinkAbout091018_ca01Consent 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: September 10, 2018
SUBJECT: AGREEMENT, Amendment No. 1 re: 2018 Supplemental Lodging
Tax Grant Funding; In the Amount of $20,000; Tourism Coordinating
Council (TCC)
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
FISCAL IMPACT:
Tourism Coordinating Council: $20,000
A budget appropriation will be requested during the 3rd Quarter Budget Extension process.
RECOMMENDATION:
Approve and sign the supplemental agreement.
Date:
CONTRACT AMENDMENT #I
By and Between
JEFFERSON COUNTY and TOURISM COORDINATING COUNCIL
For Hotel -Motel Funding 2018
This Amendment #I is by and between JEFFERSON COUNTY (hereinafter known as
"COUNTY" and the TOURISM COORDINATING COUNCIL (hereinafter known as "TCC").
WHEREAS, the COUNTY and the TCC entered into an Agreement on February 5, 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 $20,000 in additional funding be awarded to the
TCC 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 5, 2018 is hereby amended as follows:
1. Paragraph 1. of "Section 1: Services To Be Performed" is hereby amended as follows:
1. Adopt and implement a tourism marketing and promotion strategy for the
unincorporated area of Jefferson County, consistent with the proposed TCC Lodging
Tax services and budget, a copy of which is incorporated herein and attached hereto as
Exhibit A.
TCC shall use its capabilities and utilize up to an additional $20,000 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 #I 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 services in Exhibit A of this Agreement is in the sum of $150,000 for
2018. Said funding for services in Exhibit C is in the sum of an additional $20,000 for
2018. Except as provided below in Paragraph 3, payments will be made by the
COUNTY upon receipt of an invoice on the next available billing cycle. The combined
total 2018 Hotel -Motel amount will not exceed $170,000.
3. All other terms and conditions of the original Agreement executed on February 12, 2018 will
remain the same.
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APPROVED and signed this day of
Attest:
Carolyn Gallaway,
Deputy Clerk of the Board
Approved as to Form:
r/ 6 r�
Philip Hunsucker,
Chief Civil Deputy Prosecuting Attorney
, 2018.
JEFFERSON COUNTY
BOARD OF COMMISSIONERS
David Sullivan, Chair
TOURISM COORDINATING COUNCIL
Authorized Official
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EXHIBIT C — Budget and Scope of Work for Amendment #1
BUDGET FOR AMENDMENT #1:
Supplemental Budget: Campaign — elements
Amount
Apple and Cider Fest
• IFWTWA interp and promotions, post event FAM
$1,750
• Marketing within regional culinary festivals
$3,500
• Seattle Refined, Goa le AdWords, additional Social Media boosted posts
$2,250
Sustainable "Geotourism" principals as solve to threat of "Overtourism"
* Step One —Education and Assessment.
$3,000
* Step Two —Pilot internal introduction of recommendations.
o Share with regional partners
$5,250
• Step Three —Monitor, adjust and document
$1,500
Capacity Building
• Expanded project management and additional marketing efforts 1$2,7SO
TOTAL........................................................................................................................................... $20.000
SCOPE & DELIVERABLES FOR AMENDMENT #1 (see Narrative also):
1. Apple and Cider Fest
1.1 Int'l Food Wine & Travel Writers Association Pre -event Familiarization Tour
• $1,750 to conduct a Fam Tour of the Cider Route on May 10 & 11, 2018 for
IFWTWA attendees and others.
• Deliverables: Fam Tour and brief report on activities and who participated.
1.2 Marketing at Regional Culinary Festivals
* $3,500 to buy festival promotions at other culinary tourism festivals, such as
Dungeness Seafood & Crab Festival, Shelton OlysterFes, Olympic Peninsula
Wineries Association Harvest Wine & Cider Tour.
• Deliverables: Marketing and brief report on promotion activity and cost for
each festival.
1.3 Digital Google AdWord buys & Boosted Social Media Promotions
• $2,250 to purchase AdWord or Google Ads buys to boost search results and
related purchases to boost social media promotions targeting I-5 corridor
travelers.
• Deliverables: AdWord/Google Ad buys, other social media promotions, and
brief report on buys & promotions conducted and their costs, and any metrics
on views/effectiveness
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2. Sustainable Geotourism to prevent Overtourism
2.1 Education & Assessment
$3,000 to consult with National Geographic and conduct an assessment of
Jefferson County's tourism assets, and educate local tourism industry
representatives about geotourism principles.
Deliverables: Report summarizing the assessment of Jefferson County
tourism assets, a description of education program(s) conducted, the number
and affiliation of individuals educated, and how Hotel/Motel funds were
expended.
2.2 Draft Recommendations — pilot assessment and actions at 2018 Olympic
Peninsula Tourism Summit
• $5,250 to TCC and/or its contractors to organize and enact stakeholder
taskforce
• Deliverables: Convene and facilitate stakeholder taskforce comprised of
industry, community and public representatives to identify and develop
measurable outcomes.
2.3 Monitor & Adjust Geotourism Efforts & Monitoring/Reporting of results
• $1,500 in 2019 and 2020 to TCC and/or its contractors to organize and enact
stakeholdertaskforce
• Deliverables: Documenting and reporting on the performance of identified
outcomes
3. Capacity Building
3.1 Integrate TCC's digital messaging into www.olympicpeninsula.org
• $2,750 to fund staffing to integrate TCC's content into OPTC's web site.
• Deliverables: Report summarizing what content was integrated, and
associated expenditure of Hotel/Motel funds.
NARRATIVE:
"'From Canal to Coast & Sea to Summit" The Jefferson County tourism message is as broad and diverse as
our County is. From Marrowstone Island, to Kalaloch, to Brinnon to the Chimacum Valley. TCC remains
active guiding, amplifying, and where needed - starting - these tourism focused conversations to the ears
and eyes of active travelers.
Our success is known when they convert these marketing messages of Enjoy Olympic Peninsula into heads
in beds, feet on the ground, and dollars in the cash registers, of Jefferson County hospitality and lodging
partners. This is the primary work of the TCC (Tourism Coordinating Council of Jefferson County). The
power of these curated tourism messages is directly evident in the ongoing success of the overall Olympic
Peninsula Tourism message and product.
Thanks to the opportunity of the Jefferson Co. LTAC supplement tourism promotions funding opportunity
we request $20,000.00 to enable additional capacity building which will aim to expand promotional
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efforts, so as not to become an Overtourism victim of our own success.
Ap* and Cir Festival -'NCelebrate the Season, Taste the Regloe, October 12th -14th, 201&
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tree-to-ifiass weekend experience. A
tasting. Packaging of full weekend Apple and Cider offerings was identified as a desirable post -event
request from attendees of last year's Inaugural feslNaL LTAC funding will be focused on attracting U
w- eekend travelers to-dz ft--1val.
seek to attract more visftm Into extended festival participation and resulting overnight stays. Survey
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Briefing all attendees of The international Food Wine & Travel Writers Association (IFVVTWA)
Conference, May 6-9, 2018 Whidbey Island. Experientially engaging several JFWTA attendees care of
a FAM (Familla rization) tour of the Cider Route May 10
Purchasing festival promotions wn current well established, and hig* attended, fail culinary
tM urism festivals, Dunptww Seafood & Orab Festival a Shelton's Oysb~, and Olympic Peninsula
Wineries AssociatiiWs Hwvest Vibm & Cider Tour.
* Digital Google AdWord buys and boosted social media promotions targeting 1-5 corridor travelers.
Curr,ent Apple and Ckler Festival Schedule Includes:
FRIDAY - OCTOBER 12TH
Harvest Dinner - The Palindrome, Eaglemount Wine and Cidery
SATURDAY - OCTOBER 13TH
0 Port Townsend Farmers Market - Apple therned press and cooking demos
* Cider Saloon - The Palindrome, Eaglemount Wine and Cklery
Featuring 40+ regional ciders, apple and cheese pairings, apple tempura,
cider pressing, live music and celebration
a Propolls Fall Fire Party - Festival afterparty at Propolls Brewing
Food trucks, fire show and block party dance party.
20,17,Appit & rlde% Ji&L-t
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SUNDAY - OCTOBER 14TH liovw'�O' TX.
0 Firehouse Brunch - Cape George Fire Hall hosted by Alpenfire Cidery
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