HomeMy WebLinkAbout012120_ca01 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: January 21,2020
SUBJECT: AGREEMENT re: 2020 Hotel Motel (Lodging Tax) Grant Funding; In the
Amount of$200,000; Tourism Coordinating Council
STATEMENT OF ISSUE:
This agreement provides grant funding for 2020 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:
Tourism Coordinating Council $200,000
RECOMMENDATION:
Approve and sign the agreement.
REVIEWED BY:
P•' ip orley, c untyc dmi i st, tor-s Date:
AGREEMENT FOR 2020 HOTEL-MOTEL FUNDING FOR TOURISM SERVICES
TOURISM COORDINATING COUNCIL
This Agreement is by and between JEFFERSON COUNTY(hereinafter known as
"COUNTY" and the JEFFERSON COUNTY TOURISM COORDINATING COUNCIL
(hereinafter known as "TCC").
WHEREAS,the TCC is established by the Board of County Commissioners through
Resolution No. 78-03 and its members are appointed by Board of County Commissioners; and
WHEREAS,the COUNTY desires to promote tourism by providing information to guests,
support and staff to information centers in unincorporated Jefferson County,as well as workshops,
conferences and materials to enhance productivity of visitor information centers in the promotion of
the tourism industry, 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 the Tourism Coordinating Council 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
The TCC 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. 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.
2. Be the focal point for community involvement, act as a clearinghouse for community
organizations, and participate in planning and strategizing for tourism promotion.
3. Coordinate with the City of Port Townsend, State of Washington,United States
Government and other public and private agencies in the use of Hotel Motel Tax funds and
the promotion of tourism activities.
Page: 1 of 7 Tourism Coordinating Council
SECTION 2: RESPONSIBILITIES OF THE TOURISM COORDINATING COUNCIL:
1. On or before January 31; April 30; July 31; October 31,2020; and January 31,2021,
provide to the COUNTY:
• A quarterly report of the marketing, services,programs and activities of the
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 2020.
2. Submit orders and invoices from marketing vendors to the County Administrator's Office
for payment by the County out of budgeted funding allocated for TCC activities
consistent with this Agreement.
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 retained in the Fund 125 Hotel/Motel fund balance.
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 TCC.
b. The amount of lodging tax revenue allocated for expenditure(whether actually
expended or not)by the TCC 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 TCC 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$200,000 for 2020. Payment is to be predicated on submittal
of reports defined in Section 2. Except as provided below in Paragraph 3,payment will be
made by the COUNTY upon receipt of an invoice on the next available billing cycle.
Page: 2 of 7 Tourism Coordinating Council
3. The County shall establish a Fund 125 revolving checking account, and the County
Administrator's Office may use it to pay time-sensitive orders and invoices for services
consistent with this Agreement, and that require payment sooner than a normal County
billing cycle.
SECTION 4: TERM
This Agreement shall be for a term of one year,commencing on January 1, 2020 and ending on
December 31,2020, except for the reports referenced in Section 2,due January 31, 2021 and
February 28,2021.
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 TCC
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.
SECTION 8: COMPLIANCE WITH LAWS
The TCC 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
The TCC with regard to the services 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: 3 of 7 Tourism Coordinating Council
SECTION 10: INTEGRATED AGREEMENT
This agreement together with attachments or addenda represents the entire and integrated
agreement between the County and the TCC 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 TCC.
APPROVED and signed this day of
JEFFERSON COUNTY
Attest: BOARD OF COMMISSIONERS
Carolyn Gallaway, Chair
Deputy Clerk of the Board
Approved as to Form: TOURISM COORDINATING COUNCIL
ii?4' e'' —____ /1/2,0,av
Philipunsucker, Authorized Official
Chief Civil Deputy Prosecutor
Page: 4 of 7 Tourism Coordinating Council
EXHIBIT A
Proposed 2020 Tourism Coordinating Council Lodging Tax Services and Budget
[Note: TCC shall decrease total lodging tax expenditures to$200,000]
TCC Proposed Budget 2020
2020 Proposed
Advertising - Collateral $ 34,000
Lodging List Placement In Getaway Guides 6,030
Changes to Lodging List for Act. Map Reprint 1,
Op unities 5,000
Regional Map Offerin_s 10,0(1)
Brochure+ Distribution 6,000
Web Hosting, Domain Reg. & Social Media Sub. 1,000
Ad Creative Services 5,I'•$,
Advertising Marketing $ 88,500
Spring/Fail Campaigns 18,000
Digital Marketing 21,000
FAM Tour Support 3,000
Olympic Culinary Loop 5,500
Oly Peninsula Tourism Summit Collaboration 2,000
WTA Participation 1,000
Year-Around TCC Campaigns 15,000
Value Seasons TCC Campaigns 23,000
Olympic Peninsula Tourism Comm. + Projrams $ 42,000
OPTC32,$
Sustainable Tourism effort 10,000
Professional Services $ 40,500
Coordination of Marketing, Budget, etc. 34,500
Travel, Postage, Copies, Office Expenses, etc. 6,000
,TOTAL Requested Runding Allocation S 205,000+
Page 5 of 7 Tourism Coordinating Council
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
Orgamatiom receiving funding to promote fe mai pecial events and tourism-related activiti through tourism-related facilities
owned or sponsored by non-profit organizations or the local jurisdiction are required to complete this form for EACH activity_
1 Organization Name: P.m.:tong Year
2 Spon ar Type(Check Doe): Q 501(e.,(3) Q 501(c)(6) 0 Local rcasictim °Other(Explain):
3&lintyNama
4 Army Type(Check One): Q E«cFesaival' 0 Faofty Q Mu#et:Mr
5 At.ncny Start Date•:
6 Acuity End Daze*:
Taal Cost ciALLiv er. S
8 Amount Requested: S
9 Amount Awarded: S
10 Doman:Ittendaoce' 13 Number of Attendees Who Sta►ed Omagh(et Unpaid Accantoodatims•
a) Projected* a) Projected*
b) Actual' b) Actual*
c) Metbodoiagr•('heck One): QDiect Cama' c) Methodoiog•)Check Orr): O Direct Cama'
Qlodiaect Cont QRepresemive Soret °Inds ect Couat. OReprrsmratice Suety*
8Informal Buttery °Structured Esthoace• Qlnformal 3tnveS' 0 Smrnmed Esrimaee'
Other(explain): t!r'"J�llh�(eepleiu):
11 Number of Attendees Who Traveled 50 Miles air Mixes 14 Number of Ateodees Who Stayed Ovemighr a Paid Accmmodaoaets•
a) Projected' a) Projected*
b) Acmai• b) Actual
c) Methodology(Chock One): 0 Direct Cm* c) Methodology(Check Cie): O Deem Cm*
gIndirect Cams' Q Repremmire Survey* 8Indrect Count' 8Repaesearatise Surrey"
Infonisal Survey* 0 Suuctmed E nares Informal Summer Strummed Eitimaie
0- (explain): Oma(
12 Number of Artendeei AU Traveled from.Another State air Comm" 15 Number of Paid Lodging Night:
a) Projected* a) Projected*
b) Actual* b) Actual*
c) Melhodoiou(Check Cie): O Direct C4'mar* C) Methodoiog•(Check Ode): 0 Direct Carer•
QIndirect Count* ORepaesmaac'e Storey* Q rnd¢act Count' 011icrseeterhe SntleY.
Informal Survey* QSmecttred Estimate*8
Q In/canal SumerO Structured Exams**( ) d Other( :
Other
'See Lodging Tax Yearly Reporting DeEtaitioas'Instructions
Name of Individual Who Prepared Report:
Phone=: E-Mail address
RETURN THIS FORM TO:
Jefferson County Administrator's Office
1820 Jefferson Street
P.O.Box 1220
Port Townsend.WA 98368
jegbocc,u"co_je$erson.aa.us
DEADLINE:February 28th of Each Reporting Year
Page 6 of 7 Tourism Coordinating Council
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 7 of 7 Tourism Coordinating Council