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HomeMy WebLinkAbout061520_ca09 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: June 15, 2020 SUBJECT: AGREEMENT re: 2020 Hotel Motel (Lodging Tax) Grant Funding; In the Amount of$9,000; Quilcene Fair and Parade Association 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: Quilcene Fair and Parade Association $9,000 RECOMMENDATION: Approve and sign the agreement. 41% 1orle Co'u. Adm' istrato Date: p y' AGREEMENT FOR 2020 HOTEL-MOTEL FUNDING FOR TOURISM SERVICES QUILCENE FAIR& PARADE ASSOCIATION This Agreement is by and between JEFFERSON COUNTY(hereinafter known as "COUNTY" and QUILCENE FAIR&PARADE ASSOCIATION(hereinafter known as "QUILCENE FAIR"). WHEREAS, QUILCENE FAIR&PARADE ASSOCIATION is a non-profit corporation 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 the QUILCENE FAIR 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 QUILCENE FAIR 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. The QUILCENE FAIR shall use its capabilities and utilize up to $9,000 of funding provided under this agreement to promote the Quilcene Fair and Parade 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. 2. In recognition of the unavoidable disruption to tourism activities from the COVID-19 pandemic, QUILCENE FAIR may substitute other Promotion Services in 2020 in using the funding provided through this Agreement,upon prior presentation of an itemized list to the Lodging Tax Advisory Committee(LTAC)and affirmative vote by the LTAC recommending that QUILCENE FAIR proceed with the proposed substitution. In such case no amendment to this Agreement shall be required and QUILCENE FAIR may use the funding to perform the substitute Promotion Services in 2020. SECTION 2: RESPONSIBILITIES OF THE QUILCENE FAIR& PARADE ASSOCIATION: 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 the QUILCENE FAIR 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. Page: 1 of 9 Quilcene Fair& Parade Association 2. On or before January 31,2020 OR upon execution of this agreement,whichever is later, provide to the COUNTY: • A billing invoice requesting payment of Hotel-Motel Funding for the current year. 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 Hotel/Motel Fund. 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 the QUILCENE FAIR. b. The amount of lodging tax revenue allocated for expenditure(whether actually expended or not)by the QUILCENE FAIR 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 QUILCENE FAIR funding from Hotel-Motel Tax receipts to be used in support of their responsibilities as defined under this agreement. 2. The County recognizes that an original allocation to QUILCENE FAIR of$10,000 in Hotel- Motel funds to promote the Quilcene Fair and Parade has voluntarily been reduced by$1,000 because of the impacts of the COVID-19 pandemic,resulting in an allocation of$9,000 in 2020. Therefore, funding is in the sum of$9,000 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. 3. The $1,000 reduction from 2020 is earmarked for potential use to promote the Quilcene Fair and Parade by QUILCENE FAIR in 2021, contingent on a recommendation by the Lodging Tax Advisory Committee to award those funds to QUILCENE FAIR in 2021 and approval by the Board of County Commissioners. 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 Page: 2 of 9 Quilcene Fair& Parade Association 28,2021. Work performed during the term and pursuant to this Agreement,but prior to its complete execution, is 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. 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 QUILCENE FAIR 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, the QUILCENE FAIR 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 QUILCENE FAIR 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 QUILCENE FAIR's negligence or breach of any of its obligations under this Agreement; provided that nothing herein shall require the QUILCENE FAIR 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 QUILCENE FAIR'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 QUILCENE FAIR's negligence, or the negligence of the QUILCENE FAIR's agents or employees. The QUILCENE FAIR specifically assumes potential liability for actions brought against the COUNTY by the QUILCENE FAIR's employees, or any other persons engaged in the performance of any work or service required of the QUILCENE FAIR 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 QUILCENE FAIR recognizes that this waiver was specifically entered into pursuant to provisions of RCW 4.24.115 and was subject of mutual negotiation. Page: 3 of 9 Quilcene Fair& Parade Association SECTION 9: INSURANCE The QUILCENE FAIR 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. 1. Worker's Compensation and Employer's Liability Insurance as required by the State of Washington. The QUILCENE FAIR shall maintain Workers' Compensation coverage as required under the Washington State Industrial Insurance Act, RCW Title 51, for all QUILCENE FAIR employees, agents and volunteers eligible for such coverage under the Industrial Insurance Act. 2. Commercial Automobile Liability Insurance providing bodily injury and property damage liability coverage for all owned and non-owned vehicles assigned to or used in the performance of the work for a combined single limit of not less than$1,000,000 per occurrence in connection with QUILCENE FAIR's performance of the contract, including: a. Owned Automobiles; b. Hired Automobiles; and c. Non-owned Automobiles. 3. General Commercial Liability Insurance in an amount not less than a single limit of one million dollars ($1,000,000.00)per occurrence and an aggregate of not less than two (2) times the occurrence amount($1,000,000.00 minimum) for bodily injury, including death and property damage, unless a greater amount is specified in the contract specifications. The insurance coverage shall contain no limitations on the scope of the protection provided and include the following minimum coverage: a. Broad Form Property Damage,with no employee exclusion; b. Personal Injury Liability, including extended bodily injury; c. Broad Form Contractual/Commercial Liability—including: completed operations; d. Premises—Operations Liability(M&C); e. Independent Contractors and subcontractors; f. Blanket Contractual Liability. Said commercial automobile liability policy and general commercial liability policy shall name the County as an additional insured and shall include a provision prohibiting cancellation or reduction of coverage of said policy except upon thirty(30) days prior written notice to the County. Certificates of coverage as required by this Section shall be delivered to the County within thirty(30) days of execution of this Agreement. The County may, upon the Contractor's failure to comply with any or all provisions of this contract relating to insurance, withhold payment or compensation that would otherwise be due to the Contractor. If the proof of insurance or certificate indicating the County is an"additional insured"to a policy obtained by the Contractor refers to an endorsement(by number or name)but does not provide the full text of that endorsement,then it shall be the obligation of the Contractor to obtain the full text of Page: 4 of 9 Quilcene Fair& Parade Association that endorsement and forward that full text to the County. All insurance policies obtained by QUILCENE FAIR in order to comply with this Section shall be primary and non-contributory as against any coverage provided through any memorandum of coverage for third party liability claims or actions obtained and retained by the County through a Ch. 48.62 RCW"Risk Pool." It is agreed by the parties that insurers shall have no right of recovery or subrogation against the County(including its employees and other agents and agencies), it being the intention of the parties that the insurance policies so affected shall protect both parties and be primary coverage for any and all losses covered by the above described insurance. The insurance maintained by QUILCENE FAIR under this Agreement shall not in any manner limit or qualify the liabilities or obligations of QUILCENE FAIR under this Agreement. SECTION 10: INDEPENDENT CONTRACTOR The QUILCENE FAIR and the COUNTY agree that the QUILCENE FAIR 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 QUILCENE FAIR nor any employee of the QUILCENE FAIR 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 QUILCENE FAIR, or any employee, representative, agent or contractor of the QUILCENE FAIR. The QUILCENE FAIR 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 QUILCENE FAIR 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 g g accord with the laws of the State of Washington and venue shall be in Jefferson County, Washington. SECTION 12: DISCRIMINATION PROHIBITED The QUILCENE FAIR 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 9 Quilcene Fair& Parade Association SECTION 13: INTEGRATED AGREEMENT This agreement together with attachments or addenda represents the entire and integrated agreement between the County and the QUILCENE FAIR 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 QUILCENE FAIR. APPROVED and signed this day of June, 2020. JEFFERSON COUNTY Attest: BOARD OF COMMISSIONERS Carolyn Gallaway, Greg Brotherton, Chair Deputy Clerk of the Board Approved as to Form: Quilcene Fair& Parade Association Philip Hunsucker, Authorized Official Chief Civil Deputy Prosecutor Page: 6 of 9 Quilcene Fair& Parade Association EXHIBIT A Itemized List of Proposed Tourism Promotion Services [Note: The Quilcene Fair&Parade Association shall decrease total lodging tax expenditures to$9,000] 26,319.39 Revenue- Bank Interest 0.39 Revenue -Booth 2,555.00 Revenue -Car Show and 50/50 Raffle 3,000.00 Revenue-Sponsorship 2,215.00 Quilcone Fair and Parade Revenue -BS Races/Fish Game 163.00 Budget -2020 Revenue • Raffle/Silent Auction 1,386.00 Revenue -LTAC Grant 17,000.00 21,741.80 Expense - Vendor Relations 166.10 Expense - Entertainment 1,200.00 Expense-Envelopes 18.48 Expense- Port A Potty 775 00 Expense - Insurance 638.13 Expense - Janitorial 300,00 Expense-Miscellaneous? 868,18 Expense-Bank Checks-Order 76,10 Expense-Postage 109,85 Expense -Quilcenery Photo Prize Money 15.43 Expense-Raffle 165.63 Expense-Car Show 250.00 Expense-Sec of State Annual Rpt 10,00 Expense Printing 450,00 Expense -Advertising -ValPak 540.00 Expense -Advertising -Theaters 500.00 Expense -Advertising -Ferries 1,100.00 Expense -Advertising -Durable Goods 1,800.00 Expense -Advertising -Publications 10,860,00 Expense -Games for Youth 2,065.00 4,677.59 <------ PROFIT --------> I 4,577.59 As our budget does not change much from year to year, we have also included the 2019 full budget as a reference if needed. Page: 7 of 9 Quilcene Fair& Parade Association 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 Organization,receiving 51nr1ing to promote feswraE.special event and tourism-related utilities through court m-rented facilities owned or sponsored by tint-profit ornr72-tiva or the local jurisdiction are required to complete du:form for EACH activity. 1 OrgamiLtcim Name: P.eparsag Yew: `Sponsor Type(Clerk Orel: 0501(0;3) 0 501(00) Q 1•r*lanidiaion 0 Other(E knit): 3 Army Name 4 AL[wily Type(Check Ore): °Event Festival* °Fac kr}^ °Matketiog' 5 Armtity Sur Date: 3 Aru w Ead Cur Total Cost adActitity S 8 Amount Requested: S 9 Amount Awarded: S 10 Oseraa Amencbmce• 13 Number of Attendees V.lzo Steed Overnight m<timpard Accammadadoas• a) Prowled* a) Projected* p) Acme b) Anti• c) Methodology pod Oar ()Dina Come cl Methodo3ogs i rh+rk One): ©Gaga-cant* °kairert Coact' OR ptesemadve Surrey' °Indirect Coma' Otepreseraatitie Sutsev• my/Nil SatM:. °Strucured Ezimate• Srmey °Smarmed smase'SO grottaiforemil :e : 11 Number of Attendees SU Traveled 5.3 Miles or MOW 14 Number of Atxee lees SU Steed Omer&On Paid Accomm ada om• a) Prowled*led• a) Projected* b) Acma• b) Actual' c; bbe doodaee Cherie Ouei. ° tirect Cote• c) Methado)agr(Chick Ow: ©Caeca Cease g8kaSirect Como' °B. mradve Surcev' ,adaea CratOl ale senaative Survey TWFOTTPAI State!' °Se¢uctored Estimate' Informal Sunw Scrummed Edmore* 0 Other I;+¢'mkt: 0 Other(enplaial: 12 Number©f Amendees Who Traveled hula Another State or t'+i r rr 15 Number of Paid t men.Nights* a) Pmemed• a) Projected* b) Acm • bt Acme c) Metbadangr i,Cleck One). 0 tact Cant• c Methodology i,Che k One): °Gent Cams' 0 lost Crowe' ORemesetaatire Survey* ()Indirect Comm* °llepresemaate Burley 0 hr arwal Scheel• °So<uctured EszCLUe• °�Informal Sumer °Scrummed EEtimare' °O+ther(esp :J lain): Other(erpluai: *See Lodging Tax Yearly Reporting Definitions'Insirucdons Name o€Ind anteal.Who Pommel!Apra: Phone a: E-Mil_4ddre:;s: RETUR.N THIS FORM TO: Jefferson County Administrator S Office 1820 Jefess on Street P.O.Box 1220 Port Town end,WA 93353 jefibocc 4 coleffer an.ive.n DEADLLNE:February 33rh of Each Reporting Year Page: 8 of 9 Quilcene Fair& Parade Association 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: 9 of 9 Quilcene Fair&Parade Association