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HomeMy WebLinkAbout012120_ca06 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; Operation of Campgrounds; In the Amount of$44,159; 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 $44,159 RECOMMENDATION: Approve and sign the agreement. REMWED BY: z7 ilip Mor -y, unty Administrate Date: AGREEMENT FOR 2020 HOTEL-MOTEL FUNDING FOR TOURISM SERVICES JEFFERSON COUNTY PARKS AND RECREATION DIVISION 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 $44,159 of funding provided under this agreement to promote and continue the operation of Lake Leland Campground,Upper and Lower Oak Bay Campground and Quilcene 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$44,159 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 2020 Expenses by Campground Services Provided Leland Qulicene T Oak Bay Total Staff $ 7,209 $ 7,209 $ 7,209 $ 21,626 Truck $ 637 $ 637 $ 637 $ 1,910 Utilities $ 1,602 $ 1,602 $ 3,204 5 6,408 Equipment & supplies $ 1,538 $ 1,538 $ 1,538 $ 4,615 Tree service $ 849 $ 849 $ 849 $ Z 546 Customer service Sam to 5pm $ 990 ' $ 990 $ 990 $ 990 Website www.countyreC com $ 884 $ 884 $ 884 $ 2,575 Rack card $ 478 $ 478 $ 478 $ 1,391 Total $ 14,185 $ 14,185 $ 15,787 1 $ 44,159 Page 4 of 6 Jefferson County Parks& 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 finding to promote 6Gm-als,special egret,and tourism-related activities through tounstm-related facilities owned or sponsored by non-profit orpzuzanons or the local jurisdiction are required to complete this form for EACH activity. 1 Organiadm Name Repating Year. 2 Spasm Type(Check Ore): 0 501(0(3) Q 501(c)(6) 0 Local Jurisdiction QOt er(Explain): 3 ArntmName 4 Aman Tape(Check One): Q Es' Festival' Q Facility' Q Madieting' 5 Acmm Stan Date": 6 Activity End Bate 7 Total Cos of Amviry S 8 Amount Requested: S 9 Amount Awarded: S 10 Ose a'3 Attendance* 13 Number of Attendees Who Steed Ocean&in TJnpaid Accmimodatimt• a) Projected• a) Projected* b) Arena:' b) Actual* c) Methodology(Cher#One): °Dire t Count* C) Methodokt •(Check One): Q Direct Came OIndirert Corm" QRepreaenranve Surrey Qlodirect Come QRepresmtame SuMy* RS:mil Survey. QSaurnuelEnuuate• 8hoinmal Survey' Q Samoned Estimate* [ria(fin): (el:Plain): 11 Number of An d_ees Who Traveled 50 Miles or More 14 Number of Attendees Who Stayed Otamsla n Paid Accmmodatiots• a) Pm3ened• a) Projected* b) Acmat b) Actual* c) Methodology(Check One): Q Direct Cant' c) Methodology(Check One): 0 Direct Cam* g Indirect Cam* Q R�aeieait s e Survey 8Inddirect Come 8R nse curse Surrey* Inf heal Surveys Q Structured Esmaate InStrmal Survey' Stemmed E--umaoe• Q Otter(=laic: 0 other(explain): 12 Number of Attendees Who Trawled from Anther State ar Camay' 15 Number of Paid Lodging Nights* a) Pm+eeted' a) Projected* b) Actual" b) Actual* c) Methodang•(C1tesk One): ©Direct Comt' c) Med:edo ogy(Check Ono Q Direct C'auuc• 0k:ditaz Comer' QRegaese fare Survey' 0 Indirect Count' QRapaeseatatite Staley* 8ht>ammal Surge" Q Sawrnred Estimate' Q Informal Suver ()Strummed Eseimaoe• Other(tel: Q Other(explain): *See Lodging Tax Yearly Reporting Defnitious`Instructions Name of lnatndoat Who Prepared Repocr: Phone a: E-Mail Address: RETURN THIS FORM TO: Jefferson County Administrator`s Office 1820 Jefferson Street P.O.Box 1220 Port Tovtasend.WA 98368 jeflbocc+.a co.Jefferson.ga.uz DEADLLVE: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