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HomeMy WebLinkAboutTourism Coordinating Council - 012120AG ENT 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: 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 28" 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 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 - /3-day of JC- nka'� , Z020 Attest: 1,2 Carol Gallaway, Deputy Clerk of the Board Approved as to Form: 4' �A0 Philip unsucker, Chief Civil Deputy Prosecutor JEFFERSON COUNTY 3qQAFj')-0f COM SIONERS Chair ,�e5 TOURISM COO ATING COUNCIL Authorized Official r(C' 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 $200,0001 TCC Proposed Budget 2020 2020 Proposed Advertisin - Collateral $ 34,000 Lodging Ust Placement In Getaway Guides 6,000 Change s to Lodgi ng U st for Act. Ma p Re pri nt 1,000 Opportunities 5,000 Regional Map Offerings 10,000 Brochure + Distribution 6,000 Web Hosting, [domain Reg, & Social Media Sub. 1,000 Ad Creative Services I .= Advertising - Marketing � 88,540 Spring/Fall Campaigns 18,000 Digital Marketing 21,000 FAM Tour Support 3,000 Ol m is Culina LOOE 5,500 Ql Peninsula Tourism Summit Collaboration 2,000 WTA Participation 1,000 Year -.Around TCC Campaigns 15,000 Value Seasons TCC Campaigns a,= Olympic Peninsula Tourism Comm. + P2grams $ 42,000 OPTC 32,000 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 I$ 20S,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 Orgamz== recening fil ding to prime fe=rak. Veoai eivnis and 90 au-aa-relafed am-sar;, duough uxwum-m4ted owned or vonu red bp� non profit organz=ow cc die local jumsdiction am aequued to cawle* then form £or FACH acmiter. I OrFinadaa. Name: FjgM _ Year: 590— Type laed ote c 0 50Vc t"3) 0 scj(f, tf, Larx JWS&Crian V 04M TVUM,,: € M-7 s A2mG'rey Tspe (Cbedk Oaue o: 0 a-t3-=-L- OF---- --- o xnkas 5 Asmr.'na Stoat DM*: 3 Acmm EntDneo: Taal=C.MofAamty- S I Am = $ 9 Ammar Amuded: S 10 ORaaa Anmdmce+ el 1rnaected' o) Acaoap' e; MebaWou (Ched 0-1 O Comaro OMblilict Cam* 5 • ktmla SWvW- Eqj t ) ~ Owe✓✓ 8 0dwl.eggMa3: II Nla=bK afAawdm Who TnveW 50 MileaI(W a,. PM, 1j) Acn&l' as Pm;evted' hl Acmas' t,+ Mdmdokr (Cheer oukl: 0Dina Caowo lu m C0=r 0 5MWvo Joust Smraec' ()Luoamxo fr4gamj: *See Lodging Tax Yearly Reporting ; Instruction% %aD a efbtntail IWU AWmed Report E-3W _tea; RETCR`► THIS FOF—Ai TO: Jefferson County Ad=nusnator's Offlice 1820 Jefferson street P.O. Box 1220 Port Town --end. WA 9S36S jeffi>occiu co tefferon.ua.us 13 Number ad Ala Am Who Strued O vemq# ea Upaai Accommadiname a) ie*ecaed• bi Ame cY Mededsou (Mat Ome3: 0 Diect offmo uor Obuhcea Ca' se szwryo 7m3or3ravl Surrey' 0 Sauamred Ei maa' +ems: 1;NtwidAtaWmWWStromOmmghtmPod AccommodamaW a p*ecad. bj AcruL' ct . (C'huh Ono: 0 Bsect :aurae" l� i.VA{IA' /1�� s� Smtrn� E>-mmaoe' V ote _ VV 15 *.=ffba4dpaedLodpngN*r3' bi Atcaar' 0 bukrea Coma' O sucsey" .WMmat Smseg" 0 Smeamed L-omaoe' iw%wi: DEADLL`7F February _8th 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 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 ' orle , unty(Adnii ,, &tmter Date: CONTRACT REVIEW FORM CONTRACT WITH: Tourism Coordinating Council (Contractor/Consultant) CONTRACT FOR: 2020 Lodging Tax Grant Funding TRACKING NO.: BOCC 2019-17 COUNTY DEPARTMENT: County Administrator TERM: 12/31 /20 For More Information Contact: Philip Morley Contact Phone #: Ext. 383 RETURN TO: Leslie Locke (Person in Department) AMOUNT: $200,000 Revenue Expenditure Matching funds Required Source(s) of Matching Funds Step 1: >d APPROVED FORM Comments REVIEW Date RETURN BY: ASAP (Date) PROCESS: ❑ Exempt from Bid Process ❑ Consultant Selection Process ❑ Cooperative Purchase ❑ Competitive Sealed Bid ❑ Small Works Roster ❑ Vendor List Bid ❑ RFP or RFQ ❑ Other ❑ Returned for revision (See Comments) /k 402-e2 Step 2: REVIEW BY PRO E TING ATTORNEY Review by:p Philip C. Hunsucker Date Reviewed:zazz-Chief Civil Deputy Prosecuting Attorney APPROVED AS TO FORM Ef Returned for revision (See Comments) Comments Step 3: (If required) DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND PROSECUTING ATTORNEY Step 4: CONTRACTOR/CONSULTANT SIGNS APPROPRIATE NUMBER OF ORIGINALS Step 5: SUBMIT TO BOCC FOR APPROVAL Submit original Contract(s), Agenda Request, and Contract Review form. Also, please send 2 copies of just the Contract(s) (with the originals) to the BOCC Office. Place "Sign Here" markers on all places the BOCC needs to sign. MUST be in BOCC Office by 4:30 p.m. TUESDAY for the following Monday's agenda. (This form to stay with contract throughout the contract review process.) Lodging Tax Reporting Form Organizations receiving funding to promote festivals,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 EACH activity. I Organization Name: Jefferson County Tourism Coordinating Council(TCC) Reporting Year: 2020 2 Sponsor Type(Check One): 0501(c)(3) ®50I(c)(6) Q Local Jurisdiction O Other(Explain): 3 Activity Name: Jefferson County Tourism Coordinating Council(TCC) 4 Activity Type(Check One): O Event/Festival* 0 Facility* 0 Marketing* 5 Activity Start Date*: January 1,2020 6 Activity End Date*: December 31,2020 7 Total Cost of Activity: $200,000 8 Amount Requested: $210,000 9 Amount Awarded: $200,000 10 Overall Attendance* - 13 Number.of Attendees Who Stayed Overnight in Unpaid Accommodations* a) Projected* 587,814 a) Projected* NA b) Actual* 555,018 b) Actual* NA c) Methodology(Check One): ®Direct Count* c) Methodology(Check One): O Direct Count* ®Indirect Count* ®Representative Survey* ®Indirect Count* Representative Survey* °Informal Survey* ®Structured Estimate* ®Informal Survey* ®Structured Estimate* ®Other(explain): ®Other(explain): 11 Number of Attendees Who Traveled'50 Miles or More* 14 Number of Attendees Who Stayed Overnight in Paid Accommodations* a) Projected* 522,406 a) Projected* 522,406 b) Actual* 397,165 b) Actual* 397,165 c) Methodology(Check One): ®Direct Count* c) Methodology(Check One): ®Direct Count* 0 Indirect Count* 0 Representative Survey* ©Indirect Count* ®Representative Survey* 0 Informal Survey* 0 Structured Estimate* 0 Informal Survey* O Structured Estimate* ®Other(explain): ®Other(explain): 12 Number of Attendees Who Traveled from Another State or Country* 15 Number of Paid Lodging Nights* a) Projected* NA a) Projected* 209,202 b) Actual* NA b) Actual* 170,775 c) Methodology(Check One): ®Direct Count* c) Methodology(Check One): O Direct Count* CIndirect Count* °Representative Survey* 0Indirect Count* ORepresentative Survey* 0 Informal Survey* °Structured Estimate* 0 Informal Survey* ©Structured Estimate* ®Other(explain): ©Other(explain): *See Lodging Tax Yearly Reporting Definitions/Instructions Name of Individual Who Prepared Report: Steve Shively Phone#: 360-440-7006 E-Mail Address: TCC@S3Solutions.biz RETURN THIS FORM TO: Jefferson County Administrator's Office 1820 Jefferson Street P.O. Box 1220 Port Townsend,WA 98368 jeffbocc@co.jefferson.wa.us DEADLINE: February 28th of Each Reporting Year