HomeMy WebLinkAboutWSU Extension Farm Tour - 121718 (bajHliC(‘"1‘ -den 171( IttatCW' 3'‘)S
l‘AGREEME T FOR 2019 HOTEL-MOTEL FUNDING FOR TOURISM SERVICES
WSU JEFFERSON COUNTY EXTENSION FARM TOUR
This Agreement is by and between JEFFERSON COUNTY(hereinafter known as
"COUNTY" and WSU JEFFERSON COUNTY EXTENSION FARM TOUR(hereinafter known
as "EXTENSION").
WHEREAS, WSU JEFFERSON COUNTY EXTENSION is a cooperative undertaking of
Washington State University, a Government Agency of the State of Washington and Jefferson
County; 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 EXTENSION 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
EXTENSION 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. EXTENSION shall use its capabilities and utilize up to $15,000 of funding provided under this
agreement to promote the Jefferson County Farm Tour,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 EXTENSION:
1. On or before January 31;April 30; July 31; October 31,2019; and January 31,2020,
provide to the COUNTY:
• A quarterly report of the use, services,programs and activities of EXTENSION 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 2019.
2. On or before January 31, 2019 OR upon execution of this agreement, whichever is later,
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 WSU Jefferson County Extension Farm Tour
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 Hotel/Motel Fund. Any monies under-expended of the total
funding allocated under this Agreement shall be refunded to Jefferson County by January
31, 2020.
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 EXTENSION.
b. The amount of lodging tax revenue allocated for expenditure(whether actually
expended or not)by EXTENSION 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 EXTENSION 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$15,000 for 2019. 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, 2019 and ending on
December 31,2019, except for the reports referenced in Section 2, due January 31, 2020 and
February 28,2020. Work performed during the term and pursuant to this Agreement,but prior to
its complete execution, is hereby ratified.
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.
EXTENSION may terminate this Agreement upon thirty(30)days written notice to the COUNTY.
Page: 2 of 6 WSU Jefferson County Extension Farm Tour
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,EXTENSION 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
EXTENSION 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
EXTENSION 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 EXTENSION 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 EXTENSION.
APPROVED and signed this f day of Ca41- '1�
JEFFERSON COUNTY
Attest: BOARD F COMMISSIONERS
Carolyn allaway, hair
Deputy Clerk of the Board
09-
AApporm: WS)U JEFFERSON COUNTY EXTENSION
\
iJZ&/
I
Philip Hunsucker, Clea Rome,Jefferson County Extension Director
Chief Civil Deputy Prosecutor
Page: 3 of 6 WSU Jefferson County Extension Farm Tour
EXHIBIT A
Itemized List of Proposed Tourism Promotion Services
[Note: WSU Extension shall decrease total lodging tax expenditures to$15,000]
Proposed 2019 Jefferson County Farm Tour Budget
Expenses
Rem Estimated cost
Advertising $18,000
Farm Tour Brochure $5,000
Signs/Materials $2,000
Promotional Fundraising Event $2,000
Staff Time $10,000
Development Funds 2020 $5,000
TOTAL EXPENSE $37,000
3 Sponsorships and Income
Farm Tour Presenters Monetary Sponsorship Amount
LTAC 20.000,0Q
WSU Extension £x.94
Port Townsend Farmer's Market Association 1.500.00
Port Townsend Food Coop L500.00
land Trust 1.000.00
Carl's Building Supply 2{Q490,
Chimacum Corner Farmstand .0040
Port Townsend Vineyards 2QQ.QQ
Advertising(Pourhouse,Finnriver) $ 200.00
's TOTAL SPONSORSHIP $ 30.800.00
Event Revenue Amount
Promotional Fundraising Event $ 1,500.00
Day-of Donations $ 4,000.00
TOTAL EVENT REVENUE $ 5,500.00
TOTAL INCOME $ 36,300.00
NET PROFIT -$700
Page 4 of 6 WSU Extension Farm Tour
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
Organizatiorz receiving flmding to promote festri ale,special events and tourism-,related aetiviti, through tourism-related facilities
owned or sponsored by non-profit organizations or the local jurisduction we required to complete this form for EACH activity.
1 l7rpnizstioe Name: Repaying Year
2 Sponsor Type(Check Oro): 0 501(cX3) 5o 1(cX) 0 Local i t entad n °Other(Rapists):
3 Actisity blame
n Activity Type(Check One): 0 Event Pe vel" 0 Fa ihlt* 0 Madteang+
5 Artistry Start Date":
d ActirucEnd Dare":
?Total Cost rat Activity: $
B Amount Requesed: $
9 Amount Attded: S
10 Overall Attendance" 13 Number of Attendees Ina Stayed Overnight is Unpaid Ac
a) Projected" a) Projected*
b) Acmai' bj Aortal*
c) Idedsodolocv(Check One): Dieunc
ct Cot"
0 ) kletbodolog(Check One): C)Direct Count*
Olndirezt Cow Surrey Qnmdirect Coat* ORepreseitacise Snmey
loinnal Srovay.* °Slmct redEfate" STavey^' C)Structured Retinue*
• (en): (erpla :
11 Mosher of tugs no Traveled 50 Mule or fie" 14 N arberef Attendees Mee Stayed Ovearight in Pad Act
a) Projected* a) Ptnjected'
b) Actual" bj Acetal"
cy
hifenhodidou(Check One)' 0 Detect Count* c) ALethedortogy(Cheek Ooe): 0 Direct Court"
Indirect Court* 0 Rept to Sarver 8Indirect 8R are Surrey*
luformal rivet," ((' '"Shrived Ei mate Stormed Estimate
C)Ot(max Other(ems:
12 Numbn of Attendees V.li o Traveled from Ammer Swear Country" 15 Number of Paidt,at ne Niiglaa
a) Poojected" a) Prey"
bi Acetal' bi Actual"
• hietbodologz;(Check One): 0 Direct Count* cl Metbedal y(Check One): 0 Direct Cctiu
lit Cant* a Surrey" 0Indirect Cone Oltepresnuative Survey
• Survey" °Structured Etumate" C In3o®al Stnvey" 0 Strucnued Estimate•
•♦,r. forPlare): Out(ml:
See Lodging Tax I ear{c Reporting Defnition$Iiratructious
Name of lndiusidual G'ho Prepared Report:
P6uoe a: E-Mail Address:
RETUL''4 THIS FORM TO:
Jefferson County Administrator's Office
1820 Jefferson Street
P.O.Box 1220
Pat Tov as end.WA 98368
jeffboccua co_jefEerson.ua.ns
DEADLINE: February 8th of Each Reporting Year
Page 5 of 6 WSU Extension Farm Tour
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 WSU Extension Farm Tour
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: December 17,2018
SUBJECT: AGREEMENT re: 2019 Hotel Motel (Lodging Tax) Grant Funding; In the
Amount of$15,000; WSU Extension Farm Tour
STATEMENT OF ISSUE:
This agreement provides grant funding for 2019 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:
WSU Extension Farm Tour $15,000
RECOMMENDATION:
Approve and sign the agreement.
RE I `"'/ED BY:
Ar,
orley, g •• dministrator Date:
CONTRACT REVIEW FORM
CONTRACT WITH: WSU Extension Farm Tour i g 2.2-A
(Contractor)
CONTRACT FOR: 2019 Hotel Motel Grant Funding(Lodging Tax) TERM: Ends 12/31/19
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AMOUNT: . $15,000 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 RISK , lavAirk E
Review / /1/
ev ew by: �,��, � 1
Date Reviewed:
APPROVED FORM E Returned for revision(See comments)
Comments:
Step 2: REVIEW BY PROSECUTIN9 RNEY
Review by: 9 C
Date Reviewed: /2/r-h V
APPROVED AS TO FORM E 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.)