HomeMy WebLinkAbout012120_ca05 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;
Upgrade the RV Campsite Electrical Hook Up System; In the Amount of
$13,269; Jefferson County Parks& Recreation
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:
Jefferson County Parks & Recreation $13,269
RECOMMENDATION:
Approve and sign the agreement.
REV ED BY:
"--' /777h
' ilip Morle ,Cg).inty Administi? for Date:
AGREEMENT FOR 2020 HOTEL-MOTEL FUNDING FOR TOURISM SERVICES
JEFFERSON COUNTY PARKS AND RECREATION DIVISION
Electrical Hook-Up System Upgrade—Oak Bay Campground
This Agreement is by and between JEFFERSON COUNTY(hereinafter known as
"COUNTY" and JEFFERSON COUNTY PUBLIC WORKS PARKS AND RECREATION
DIVISION(hereinafter known as "JCPR").
WHEREAS,JCPR 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 Jefferson County Parks and Recreation to
implement a strategy for the unincorporated area of Jefferson County to promote tourism activities
and maintain the operation of certain County facilities;
IN CONSIDERATION of the mutual covenants and agreements herein it is agreed by the
parties as follows:
SECTION 1: SERVICES TO BE PERFORMED
JCPR 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 and operation of
certain County facilities, as outlined below:
1. JCPR shall use its capabilities and utilize up to $13,269 of funding provided under this
agreement to upgrade the RV campsite electrical hook up system at the Upper Oak Bay
Campground,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 JEFFERSON COUNTY PARKS AND
RECREATION:
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 use, services,programs and activities of JCPR 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. On or before January 31, 2020 OR upon execution of this agreement,whichever is later,
provide to the COUNTY:
• A billing statement requesting payment of Hotel-Motel Funding for the current year.
Page 1 of 6 Jefferson County Parks & Recreation
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, 2021.
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 JCPR.
b. The amount of lodging tax revenue allocated for expenditure(whether actually
expended or not)by JCPR 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 JCPR 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$13,269 for 2020. 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 1,2020 and ending on
December 31,2020, except for the reports referenced in Section 2, due January 31, 2021 and
February 28,2021. All activities performed pursuant to this Agreement within its term and prior to
its execution are 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.
Page 2 of 6 Jefferson County Parks & Recreation
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. JCPR 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,JCPR 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
JCPR 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
JCPR 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 JCPR 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 JCPR.
APPROVED and signed this day of
JEFFERSON COUNTY
Attest: BOARD OF COMMISSIONERS
Carolyn Gallaway, CMC Kate Dean, Chair
Deputy Clerk of the Board
Approved as to Form: JEFFERSON COUNTY
PARKS & RECREATION DIVISION
Philip Hunsucker, Monte Reinders
Chief Civil Deputy Prosecutor Public Works Director/County Engineer
Page 3 of 6 Jefferson County Parks & Recreation
EXHIBIT A
Itemized List of Proposed Tourism Promotion Services
[Note:JCPR shall decrease total lodging tax expenditures to$13,269]
Detailed LTAC Budget Oak B,, Electric tJ. mdse
Item Description
PUD connection fees, and ! s ]t fees SAM
Re move and re+lace 6 existing electric pedestals with new 12 ,r 1
Install electrical pedestals in 4 additional campsites 7,w I I
New area l ;hting fixture at tourist information kiosk T 1,350
All new 320 amp meter base 2,300
2 all new 200A 2, + rain tight main service panels 3,100
Excavate and install new electrical service wiring 20,300
Total Expenses 53,2
Page 4 of 6 Jefferson CountyParks & Recreation
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 fi mltnE to promote frtr als.special eve 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.
l Orguaatim Name: P pamte Year
2 Sponsor Type(Check One): °501(c03) °501(c)(6) °Lail Jurisdiction (Omer(Explain):
3 Amboy Name
4 Arum,Type(Check One): °Etens:Festival• °Facility' °Marketing'
5 A!mum Star)Date*:
5 Adam Ead Date':
7 Tact Cost of Actives S
i Amami Regaoested: $
9 Amount Awarded S
10 Ove al Attendance' 13 Number of Ai t&es Who Stayed Overnight n Unpaid Accommodations*
a) Projected• a) Projected*
b) Amur b) Actual*
e) Methods oj.(Check One): °Ditea Come c) !Vtethodoio!•(Check One): °Direct Came•
°Indirect Count* QRepaeseaative Survey QTndaea C4vau °gip Survey
lnftemal Survey °Structured Estimate* 8=,,Ever. °Scrummed Estimate8 (aspirin): sPl*
11 Mother of Atte lees SU Traveled 50 Miles or Mote* 14 Number of Attendees Who Stayed Ovv>vkghr n Paid Arcootmodamra•
a) Proleaed* a) Projected•
b) Amur b1 Actual
e) Methodology(Check Ore °): Direct Cama* c) Mesbodoiog,''(Check Obe): 0 Direct Cates*
g
ludirect Cour 0 ReprnenuaSumer ve Suey IndiumCame* Repuseatuise Survey*Informal Survey* Q Structured En mate' 8 Informal Stover Strummed Estimaoe•
°Otho(explain): °Other(e4e1a®J:
12 Member of Attendees Who Traveled from Another State or Camay 15 tiutober of Paid Lodging Nights'
a) Rejected* a) Projected*
Is) Arms a• b) Acme*
c Methodology(Check Ore): 0 Direct Com c) Methodoi (Check Ober): 0 Direct Come
()Indirect Conor* ()Representative Survey' °Indirect Caamr* QRepreseatatise Stswey*
•InfumalSurvei- °Structured Estimate* °rairamalSumer °SaucnuedEstimate*
9 .•= (aplaa): Q Omer(explain,:
*See Lodging Tax Yearly Reporting Defrnitions'Instructions
Name of Individual Who Prepared Report.
Phone:: E-Mail Address:
RETURN THIS FORM TO:
JeffersCounty Administrator's Office
1S'0 Jefferson Street
P.O.Box 1220
Port Townsend.WA 98368
peffbocc u.cojefferson. a.us
DEADLINE:February 28th of Each Reporting Year
Page 5 of 6 Jefferson County Parks & Recreation
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 Jefferson County Parks& Recreation