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HomeMy WebLinkAboutJefferson County Historical Society - Gateway Visitor Center - 121718 41 tA3, ' u`:64)? 12 ,11.1( it 1411k: 195 • AG1MENT OR 2019 HOTEL-MOTEL FUNDING FOR TOURISM SERVICES HISTORICAL SOCIETY OLYMPIC PENINSULA GATEWAY VISITOR CENTER This Agreement is by and between JEFFERSON COUNTY(hereinafter known as "COUNTY" and the JEFFERSON COUNTY HISTORICAL SOCIETY(hereinafter known as "HISTORICAL SOCIETY"). WHEREAS,the HISTORICAL SOCIETY is a non-profit corporation of the State of Washington; and WHEREAS,the COUNTY desires to promote tourism by providing information to guests, supporting and staffing the Gateway Visitor Center in unincorporated Jefferson County, as well as promoting tourism through participation at workshops, conferences and regional organizations,as authorized by Chapter 67.28 RCW and Jefferson County Code Chapter 3.25; and WHkREAS,the COUNTY wishes to create and operate a visitor center that can be a destination itself, a place to learn about Jefferson County and visitors can be encouraged to spend time in the County,not just a place to pick up brochures; and WHEREAS,the COUNTY envisions that the HISTORICAL SOCIETY will create opportunities to generate revenue through gift shop sales,charges for services(stocking brochures, etc.), all of which will be retained by the HISTORICAL SOCIETY; and WHEREAS,management of the visitor center will be at no cost to the HISTORICAL SOCIETY with all reasonable expenses being paid for by the COUNTY; and WHEREAS,the Jefferson County Lodging Tax Advisory Committee reviewed and recommended funding the lodging tax proposal by the HISTORICAL SOCIETY to operate the Gateway Visitor Center; NOW, THEREFORE, IN CONSIDERATION of the mutual covenants and agreements herein,the parties agree as follows: SECTION 1: SERVICES TO BE PERFORMED The HISTORICAL SOCIETY 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. Act as a pass through agency for the purpose of staffing and operating the Gateway Visitor Center, including scheduling hours of operation,receiving and processing information requests,routine grounds maintenance,payment of utilities and other activities necessary to maintain the Gateway Visitor Center as a point of visitor contact and education: Provide entry and updates in coordination with other tourism Page: 1 of 11 Historical Society—Gateway Visitor Center promotion organizations on facebook and on www.olympicpenninsula.org,the latter including web pages for the Olympic Peninsula Gateway Visitor Center,Tri-Area and Port Ludlow; and perform additional tourism promotion activities consistent with the Itemized List of Proposed Promotion Services attached hereto and incorporated herein as Exhibit A. 2. Act as a pass through agency for the purpose of providing the staff function to represent the COUNTY on local,regional, and statewide tourism organizations and activities,to promote tourism in the unincorporated areas of Jefferson County. 3. Prepare and submit an annual budget request to the Board of Commissioners for the staffing and operating of the Gateway Visitor Center. SECTION 2: RESPONSIBILITIES OF THE HISTORICAL SOCIETY 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 the Gateway Visitor Center 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 (OR upon execution of this agreement,whichever is later); April 30; July 31; October 31,2019,provide to the COUNTY: • A billing statement requesting payment of Hotel-Motel Funding for the current quarter. 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. 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, 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 Gateway Visitor Center. Page: 2 of 11 Historical Society—Gateway Visitor Center b. The amount of lodging tax revenue allocated for expenditure(whether actually expended or not)by the Gateway Visitor Center 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 the HISTORICAL SOCIETY 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$72,500. Quarterly payments of$18,125 will be made, beginning with the first quarter of 2019. Payments are to be predicated on quarterly reports defined in Section 2. The COUNTY will make payment on the first available billing cycle of the quarter. 4. Consult with the HISTORICAL SOCIETY on all decisions regarding design and site considerations. 5. The HISTORICAL SOCIETY assumes no responsibility for the maintenance and upkeep of the Gateway Visitor Center. The COUNTY shall keep the Center and the entries immediately adjacent thereto in a neat,clean and safe condition,maintain the glass of all windows and doors thereof, and maintain the Center and entries thereto in a good state of repair. The COUNTY shall also maintain and repair the electrical and other utility systems within the Center together with the roof, exterior walls and foundations thereof. SECTION 4: DEFINITION: Pass Through Agency: The term pass through agency shall mean that the HISTORICAL SOCIETY shall act as the fiscal agent for the operation of the Gateway Center. The HISTORICAL SOCIETY shall not incur any additional financial liability for the operation of the Gateway Center in excess of the sum listed in Section 3 above. SECTION 5: 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. Page: 3 of 11 Historical Society—Gateway Visitor Center 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. The HISTORICAL SOCIETY 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, HISTORICAL SOCIETY 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: HOLD HARMLESS The HISTORICAL SOCIETY shall indemnify and hold the COUNTY, and its officers, employees, and agents harmless from and shall process and defend at its own expense, including all costs, attorney fees and expenses relating thereto, all claims, demands, or suits at law or equity arising in whole or in part, directly or indirectly, from the HISTORICAL SOCIETY's negligence or breach of any of its obligations under this Agreement; provided that nothing herein shall require the HISTORICAL SOCIETY to indemnify the COUNTY against and hold harmless the COUNTY from claims, demands or suits based solely upon the conduct of the COUNTY, its officers, employees and agents, and; provided further that if the claims or suits are caused by or result from the concurrent negligence of: (a)the HISTORICAL SOCIETY's agents or employees; and, (b)the COUNTY, its officers, employees and agents, this indemnity provision with respect to claims or suits based upon such negligence, and/or the costs to the COUNTY of defending such claims and suits, etc., shall be valid and enforceable only to the extent of the HISTORICAL SOCIETY's negligence, or the negligence of the HISTORICAL SOCIETY's agents or employees. The HISTORICAL SOCIETY specifically assumes potential liability for actions brought against the COUNTY by the HISTORICAL SOCIETY's employees, or any other persons engaged in the performance of any work or service required of the HISTORICAL SOCIETY under this Agreement and, solely for the purpose of this indemnification and defense,the Contractor specifically waives any immunity under the state industrial insurance law, Title 51 RCW. The HISTORICAL SOCIETY recognizes that this waiver was specifically entered into pursuant to provisions of RCW 4.24.115 and was subject of mutual negotiation. Page: 4 of 11 Historical Society—Gateway Visitor Center SECTION 9: INSURANCE The HISTORICAL SOCIETY shall obtain and keep in force during the term of the Agreement,or as otherwise required,the following insurance with companies or through sources approved by the State Insurance Commissioner pursuant to RCW 48. The HISTORICAL SOCIETY shall maintain Workers' Compensation coverage as required under the Washington State Industrial Insurance Act, RCW Title 51, for all HISTORICAL SOCIETY employees, agents and volunteers eligible for such coverage under the Industrial Insurance Act. SECTION 10: INDEPENDENT CONTRACTOR The HISTORICAL SOCIETY and the COUNTY agree that the HISTORICAL SOCIETY is an independent contractor with respect to the services provided pursuant to this agreement.Nothing in this agreement shall be considered to create the relationship of employer and employee between the parties hereto. Neither the HISTORICAL SOCIETY nor any employee of the HISTORICAL SOCIETY shall be entitled to any benefits accorded County employees by virtue of the services provided under this agreement. The COUNTY shall not be responsible for withholding or otherwise deducting federal income tax or social security or for contributing to the state industrial insurance program, otherwise assuming the duties of an employer with respect to the HISTORICAL SOCIETY, or any employee, representative, agent or contractor of the HISTORICAL SOCIETY. The HISTORICAL SOCIETY shall be responsible for all applicable withholdings, deductions, state industrial insurance,tax reports, business licenses, registrations, and all other obligations of an independent organization. SECTION 11: COMPLIANCE WITH LAWS The HISTORICAL SOCIETY 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 12: DISCRIMINATION PROHIBITED The HISTORICAL SOCIETY 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. Page: 5 of 11 Historical Society—Gateway Visitor Center SECTION 13: INTEGRATED AGREEMENT This agreement together with attachments or addenda represents the entire and integrated agreement between the County and the HISTORICAL SOCIETY 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 HISTORICAL SOCIETY. APPROVED and signed this /74-"day of -b 261� JEFFERSON COUNTY Attest: BO ' COMMISSIONERS zd 6,4,64-vs, Carolyn allaway, a Chair Deputy Clerk of the Board Approved as to o : HIST• ' CAL SOCIE r /i I p 8 Philip Hunsucker, uthorized 0 j cial Chief Civil Deputy Prosecutor 5 E c vta /v S -O'er6C ' riivC 112€c tolt� Page: 6 of 11 Historical Society—Gateway Visitor Center EXHIBIT A Itemized List of Proposed Tourism Promotion Services And HISTORICAL SOCIETY Lodging Tax Budget Tourism Promotion Services The Olympic Peninsula Gateway Visitor Center has been open 362 days a year since 2007,under the management of the Jefferson County Historical Society. The Gateway Visitor Center provides service and information for the traveling public on a daily basis on site,and also provides funding and oversize for an active and informative presence on the Internet. Me Visitor Center has served over MOO onsite travelers and contacted over 33,000 potential visitors through our.request based,Bulk Mailing programs to date in 2018, Staff at the Center also works in partnership with the Jefferson County Tourism Coordinating Council and the Olympic Peninsula Tourism Commission in developing and providing focused Marketing Programs and articulate information for the traveling public At the Gateway Visitor Center our personal service and word of mouth information is tailored to visitor needs that often promotes longer stays and return visits to the Peninsula.In Conversion studies done by WA State and others,"Word of Mouth"information is recogn`." as the 2.most powerful general marketing tool in the Tourism arena year after year. Gateway tourism y is as broad and diverse as Jefferson County is.From Marrowsto, ire Island,to ocean beaches of Kataloch, including our communities of Port Townsend,Port Had lock,Port Ludlow, Brinson,and Quiletrie the Gateway is actively guiding.amplifying,and promoting extended stays with tourism focused information presented to active travelers. 'The Gateway SIJOCCSS is apparent when the traveling public converts this information and conversation about the Olympic Peninsula into heads in beds,feet on the ground,and dollars in the cash ,listers of Jefferson County. It should be noted that as July 201 Tourism related Lodging Tax collections were up 10,0%over collections in 2017. Our volunteers have contributed over 700 hours so far this year to maintain this service.We could not provide this extensive service on a frugal budget without these enthusiastic volunteer Ambassadors for Jefferson County. As mentioned bnctly above we also provide for staff service and funding in other marketing venues for Jefferson County. So far in 2018 staff is spending more than 35%of management time monthly in devekipment,production,and maintenance of pro„4 ms outside the VIC. The Visitor Center will increase our dedication in funding to this endeavor outside the Center to over 17%of our proposed 2019 budget if full funding is provided. One of the most important yearly promotions in terms of contact beyond the Center is a monthly Bulk Mailing of individual requests for information on Jefferson County and the Olympic Peninsula. These requests are up 37%so far this year to e: • from 2017. These requests for inure information from our website and other sources arc answered by this Burk Mailing prognim,For this requested fulfillment Gateway Visitor Center manager again worked with the O.P.Tourism Commission sub-committee lot- development of printed promotional pieces placed in mailing,including the Jefferson County Adventure Map. As in the past,the Gateway manager,is again involved as lead in production of many Jefferson County related printed publications. The Jefferson County Activity Map,Olympic Peninsula Travel Planner,the Jefferson County.leader.Getaway Guide,and J.C.Lodging list for all productions. The Gateway has allocated a substantial of our yearly budget,to date,directly on these out of house promotions,not including staff oversight. As pan of this out of house promotion project we are also the hub for Page 7 of 11 Jefferson County Historical Society—Gateway Visitor Center • publication fulfillment requests to other Visitor Center sites,including Port Townsend,on and off the Peninsula via mail and personal deliveries by staff. Beyond our J.C.Activity Map"and productions mentioned above,the Gateway Visitor Center staff worked to evolve Advertising Promotions with a number of Peninsula Marketing agencies last year, including thc Jefferson County Tourism Coordinating Council,and the Olympic Peninsula Tourism Commission.A few of these promotional efforts that are focused by these partnerships,or solely by the Gateway range from all the local festivals,Jefferson County Farmers Markets,many events,like the Quikene Fair,Port I ladloek Block Party and panicle,and Jefferson County Historical Society West End Weekend. As mentioned above the Ciarteway is also involved in ongoing hosting of informational venues on our various Peninsula related Internet sites. Gateway Visitor Center provides oversight and funding to our comprehensive tourism websites,www.enjoyolympicpen nsuta.com.,www:olyrnpicpcn insu la.img on a yearly basis and,and an active Facebook site for Jefferson County as well. Our Internet sites managed by the Gateway at www.cojovolyuipii„..pciiiiistila,coni, and iv NY V.'.0 ay flip pegi insu ta.org..both experienced robust gain in visitors W it h ww elliOVOlynk*.paititspqi.showing the greatest increase. Staff is involved in ongoing committee work fur the refurbishing of the Olympic Peninsula Tourism Commission, website as well. Our Social Media on our Facebook Gateway Visitor Center site has enjoyed a gain or over 18%in views so far this year,and is 16 on Peninsula activity views,behind the Olympic National Park,and Sequim's local site. With 59%of that total growth in Mobile phone usage as access to the Internet the Gateway is focused on increased oversize and funding for these newer internet needs by making our silos phone friendly. We have been working extensively over the past 5 years to take advantage of these changes and have recognized some notabk success. We are seeing growth in this Internet sector of our marketing and will continue our efforts in this area in partnership with all marketing agencies on the Olympic Peninsula.These Coordinated digital media campaigns have proven very successful for the Gateway,our Facebook pages remains at the top social media platform with Instagram increasing influence and importance. Our investment in these Internet venues command interest in our one-of-a-kind communities and all of the natural attractions on the Peninsula. The Gateway coordinates and communicates all important updates related to Hwy Int construction and all updates relating to thc Olympic National Park,Hood Canal Bridge,and other Tourism related needs This level of real-time accurate information contributes to our high visitor satisfaction ratings for providing reliable,relevant and responsible travel inliirmation on a daily basis. Through our hard work,collaborative partnerships,the Gateway highlights opportunities for enjoying the Olympic Peninsula on a daily basis,With special focus on winter,spring and fall campaigns emphasizing The bounty of recreational and leisure available from the county's eastern edge on Marrowstone Island To exploring the"hidden gents"of our small towns and experiencing the fertile farms across Chimacum valley. The Olympic Peninsula Gateway Visitor Center's marketing endeavors have played a pail in creating the current year to date increase over projected Jefferson County Lodging Tax collections to date in 2018. These Lodging Tax collections arc now standing at 1-10%over 2017 tax receipts, The Gateway looks forward to continuing its work in promoting Jefferson County businesses from die Hood Canal to our Pacific Beaches. Page 8 of 11 Jefferson County Historical Society—Gateway Visitor Center Historical Society— Gateway Visitor Center Lodging Tax Budget Incomew Jar•Deo 2019 6090•bele Iona•Other foody,6 200.00 6040•imam 6010•Js9Lrsor County ITAC 75,00000 6!2••Dm alkwo 900.00 ToW 0300.bosoew 76.100.00 To*boom 76,100.00 Cess.f Goods bow 0000•Cwt of Good Soil 175.00 Total COOS 175.00 Ores PROW 75125_00 Capone 0000'Pored Exposes 1175-Wawa Paid 43.000 00 'SMO Primes 3.000.00 Toil NN•Pelrel Exposes 60.000.00 7100.Oni1h Expense 7560•ylrslsr 12S_00 7907•Comer Cody-Fuse 10000 7015•Medical ReInsbormoeisel 1,30000 7020.Moe Equipmee 50000 7900•Wow 1,500,00 7065•V%lumb r Psrrotleos 275,00 7110•Ms Ilp+i Pati Lai Maim 1,700.00 7295 1151,1111ainliowlo+bopPlMs 440.00 MOO•Moe Supplies 700.00 7000-PA.Woo Riedel 120.00 Toil TODD•Orono Upon* 6.720.00 7000•Ow SD,Mris6Yfi e.,P 7710•tiorkoelegNIeb Praire i Msonlr 3.00040 1119111141. 7110•Salk M OBi .OPUM.CsrtFoIsr 9,500.00 7070•Tri 600.00 7030•Ores 750.00 Total 7100.ON Site lioludlop Lip 13.069.00 0000•0.Nee 1.10111 50 Mho•Ilieceiclay 900.00 1020•Tslip*on r wlFi 1500.00 1031•nosh Maki., BOO 00 0060'$6n4Gsn Nrvi.s 3,60000 TOM 1010.Oo Sa.1J1Mdss •• I 7,500.00 Tali Exposes 76.070.00 Net locos a $65.10 Page 9 of 11 Jefferson County Historical Society—Gateway Visitor Center 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 funding to promote festival,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 EAC:H activity. 1 Orpnimim Name: Repotting Year: 2 Sponsor Type(Check Ove): °501(cX3) °501(c)(6) Q Local Jadsmroan °Other(Explain): 3 Actium Name: 4 Activity Type(Check One): Q EvenrFestival* Q Facithr Q Math/titer 5 Activity Stan Date*: 6 Activity End Dare*: 7 Taal Cost of Activity S 8 Atraotmt Requested: S 9 Amara Awarded: $ 10 thrall Attendance* 13 Neater of Attendees Who Steed Overnight n Unpaid Accatmaodatims* a) Pmjected• a) Projected' b) Actual* b) Actual* c) Methodology(Check One): °Direct Cama• c) Miethodology(Check One): 0 Direct Cost* Qlodirect Cams• ()Representative Slimy°' °lnduect Come ORepaeseotuive Survey* SInfounal Survey* °Struc u ed Estimate' 8lafiormal Survey' Q Structured Estimate* Other(explain): (egg/AO 11 Number of Attendees Who Traveled 50 Miles or Mme* 14 Number of Anetdees Who Stayed Overnight m Paid Aram rodaoons• a) Projected* a) Projected* b) Actual* b) Actual* c) Methodology(Check One): Q Meth CMOS* c) Methodology(Check One): Q Direct Count' gliatirect Count' Q Represeorarive Survey* Indirect Count* Representative Survey* Informal Stinvey* Q Structured Emote' 8 Informal Striver Structured Estimate* Q« (explain): °Other( ): 12 Number of Attendees Who Traveled from Another Stare or Camey* 15 Number of Paid Lodging Night;* a) Projected' a) Projected* b) Amor b) Actual* c) Methodology(Check One): Q Direct Cap* c) Methodology(Check One): °Direct Caaot' °Indirect Cour' °Representative St ivey' °Indirect Count' °Representative Storey' Sld:anal Stever ()Structured Ezitzate• 0 Informal Swvey' 0 Structured Estimate* Other(explain): Q Other(explain): See Lodging Tax Yearly-Reporting Defieitions'llnatructions Name of Individual Ciao Prepred Report Phone*: E-Mail Address: RETURN THIS FORM TO: Jefferson County Administrators Office 1820 Jefferson Street P.O.Box 1220 Port Townsend WA 98368 jeffboccitico.jefferson.wa.us DEADLINE:February 28th of Each Reporting Year Page 10 of 11 Jefferson County Historical Society—Gateway Visitor Center 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 11 of 11 Jefferson County Historical Society—Gateway Visitor Center 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$72,500; Jefferson County Historical Society—Olympic Peninsula Gateway Visitor Center 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: Jefferson County Historical Society- Olympic Peninsula Gateway Visitor Center $72,500 RECOMMENDATION: Approve and sign the agreement. REVIEWED BY:i /24-4 11 P 1 or • dminis or Date: CONTRACT REVIEW FORM CONTRACT WITH: Olympic Peninsula Gateway Visitors Center ,g_ q (Contractor) CONTRACT FOR: 2019 Hotel Motel Grant Funding(Lodging Tax) TERM: Ends 12/31/19 far More q�Iorpp , , 'br tat tlr e '; . 1- t 'l ��U Ishii _ ,. ..* � "5 .- �i -' ',�xa mss-:': ..� t Department) __a .. __ a .. � AMOUNT: $72,500 PROCESS: Exempt fromSeleB Consultant ctionidProcess 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 RIS1w A", E, , dor z. , Review by: ,K`'� `drii', - G 7 ��� logo Date Reviewed: APPROVED FORM ED Returned for revision(See comments) Comments: Step 2: REVIEW BY PROSECUTI TORNEY 07' C Review by: Date Reviewed: /zi.0/6 APPROVED AS TO FORM E3 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.)