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HomeMy WebLinkAboutJefferson County Chamber of Commerce - 061520, MI. AGREEMENT FOR 2020 HOTEL -MOTEL FUNDING FOR TOURISM SERVICES JEFFERSON COUNTY CHAMBER OF COMMERCE This Agreement is by and between JEFFERSON COUNTY (hereinafter known as "COUNTY" and the JEFFERSON COUNTY CHAMBER OF COMMERCE (hereinafter known as "JCCC"). WHEREAS, the JCCC is a non-profit corporation of the State of Washington; and WHEREAS, the COUNTY desires to promote tourism in unincorporated East Jefferson County, especially in the greater Port Hadlock/Tri-Area region and Port Ludlow region, by providing information to guests, support and staff to information centers, as well as workshops, conferences and materials to enhance productivity of visitor information centers and other means 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 Jefferson County Chamber of Commerce to: support marketing outside the County and other tourism promotion 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 JCCC shall use its capabilities and utilize the funding provided under this agreement to perform the tourism promotion services as described in the Itemized List of Proposed Tourism Promotion Services and Lodging Tax Budget, a copy of which is incorporated herein and attached hereto as Exhibit A, and to continue and update the ongoing performance of the following tourism promotion services, as outlined below: 1. Assist in marketing events and other tourism promotion activities in unincorporated Jefferson County with a particular focus on the greater Port Hadlock/Tri-Area region and Port Ludlow Region. 2. Be a point of contact for the Jefferson County Tourism Coordinating Council for support and participation in tourism promotional activities; assist in developing regional promotional material in conjunction with other Chambers of Commerce and the Tourism Coordinating Council. 3. Respond to specific requests referred by the Olympic Peninsula Tourism Commission, the Jefferson County Tourism Coordinating Council and all other Jefferson County visitor's centers and Chambers of Commerce. Page: 1 of 10 Jefferson County Chamber of Commerce 4. As vacancies occur, recommend potential representatives and alternates, preferably Chamber members, for inclusion with other candidates for consideration by the Board of County Commissioners for appointment to the Tourism Coordinating Council to represent the Port Hadlock/Tri-Area region and the Port Ludlow region. 5. In recognition of the unavoidable disruption to tourism activities from the COVID-19 pandemic, JCCC 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 JCCC proceed with the proposed substitution. In such case no amendment to this Agreement shall be required and JCCC may use the funding to perform the substitute Promotion Services in 2020. SECTION 2: RESPONSIBILITIES OF THE JEFFERSON COUNTY CHAMBER OF COMMERCE 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 JCCC 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, provide to the COUNTY: • A billing statement requesting payment of Hotel -Motel Funding for the current year. 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 281h 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 JCCC. b. The amount of lodging tax revenue allocated for expenditure (whether actually expended or not) by the JCCC 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). Page: 2 of 10 Jefferson County Chamber of Commerce 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 JCCC 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 the JCCC of $20,000 in Hotel -Motel funds for tourism promotion services has voluntarily been reduced by $5,000 because of the impacts of the COVID-19 pandemic, resulting in an allocation of $15,000 in 2020. Therefore, funding is in the sum of 15,000 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 $5,000 reduction from 2020 is earmarked for potential use for tourism promotion services by the JCCC in 2021, contingent on a recommendation by the Lodging Tax Advisory Committee to award those funds to the JCCC 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 28, 2021. All activities performed pursuant to this Agreement within its term and prior to its execution are hereby ratified. SECTION 5: ASSIGNMENT Either parry 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 JCCC 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 Page: 3 of 10 Jefferson County Chamber of Commerce made, JCCC 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 JCCC 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 JCCC's negligence or breach of any of its obligations under this Agreement; provided that nothing herein shall require the JCCC 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 JCCC'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 JCCC's negligence, or the negligence of the JCCC's agents or employees. The JCCC specifically assumes potential liability for actions brought against the COUNTY by the JCCC's employees, or any other persons engaged in the performance of any work or service required of the JCCC 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 JCCC recognizes that this waiver was specifically entered into pursuant to provisions of RCW 4.24.115 and was subject of mutual negotiation. SECTION 9: INSURANCE The JCCC 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. Worker's Compensation and Employer's Liability Insurance as required by the State of Washington. The JCCC shall maintain Workers' Compensation coverage as required under the Washington State Industrial Insurance Act, RCW Title 51, for all JCCC 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 JCCC's performance of the contract, including: a. Owned Automobiles; b. Hired Automobiles; and C. Non -owned Automobiles. Page: 4 of 10 Jefferson County Chamber of Commerce 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 that endorsement and forward that full text to the County. All insurance policies obtained by JCCC 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 JCCC under this Agreement shall not in any manner limit or qualify the liabilities or obligations of JCCC under this Agreement. Page: 5 of 10 Jefferson County Chamber of Commerce SECTION 10: INDEPENDENT CONTRACTOR The JCCC and the COUNTY agree that the JCCC 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 JCCC nor any employee of the JCCC 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 JCCC, or any employee, representative, agent or contractor of the JCCC. The JCCC 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 JCCC 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 12: DISCRIMINATION PROHIBITED The JCCC 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 13: INTEGRATED AGREEMENT This agreement together with attachments or addenda represents the entire and integrated agreement between the County and the JCCC 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 JCCC. Page: 6 of 10 Jefferson County Chamber of Commerce APPROVED and signed this Aday of June, 2020. Attest: 111�C-7Carol Galay, CMC Deputy Clerk of the Board Approved as to Form: z � ). n/dz,'r' z Philip Hunsucker, Chief Civil Deputy Prosecutor 4 COUNTY COMMISSIONERS Chair JEFFERSON COUNTY CHAMBER OF C MMERCE 7Ar ene Alen, irector Page: 7 of 10 Jefferson County Chamber of Commerce EXHIBIT A Itemized List of Proposed Tourism Promotion Services and Lodging Tax Budget [Note: Jefferson County Chamber shall decrease total lodging tax expenditures to $15,0001 Chamber of Jefferson County 2020 Get Away Guide Projected Expense QManity 50,000 2-page ads Distr(butfon Reach 60,000 travelers Printing & Distribution Cost 4750 Proposed LTAC Support 4750 4-,750 Chsrntmr Income 0 Quanity 6D,000 Distribution Reach 280,000 Tmpre"Jons, Printing & Distribution Cost 11,500 Proposed LTAC Support 11,SW 11,500 Chamber Income ID Ferry Videa Distribution -Seasonal Video subrrdssions Quanity 20 second videos -push to prfint media on Fefry/terrninal Distribution Reach on ferrys and it termi;na Is Seattle/Ba'nibridge, Edmonds -Kingston, aupeville(P7` Distribution Cost 51500 Production Costs 1,500 Proposed LTAC Support 5,500 5,500 Chamber Inccirne 0 Port Ludlow Outdoor Movie NW Signs & banners 1,250 Posters & Social Media 1,400 AdvertiVing & Creative 1$100, Hr) 2,200 Chamber Total Production Cost 2,500 Event Cost 11.800 Proposed LTAC Suppport 215co 2,500 Chain Income 0 Washington State Road Map U Fold (Ivanity IMUcm maps 1,450 Distribution/Reach I outlets Creative 150 Production 1.600 Pfoposed LTAC Support 11600 Chamber Income 0 Port H"ock Block Party Event Cost unknown Chamber Suppport 1,000 Chamber Income D Propposed LTAC Support 1,00D We site Updating & Social Pronto tion of 7CC & OPTC, EnjoyPT new sites Proposed LTAC Suppert Income Total LTAC Fru:;iused 5upport" 4150C; Visitieffersoncountywa.mm 7 K, am RM 30 4, 1,1 - o Page 8 of 10 Jefferson County Chamber of Commerce Exhibit B Jurisdiction Lodging Tax Reporting Form — To Be Submitted to Jefferson County Administrator's Office No Later than February 28th of each Year Lodging Tax Reporting Form Orpaarzataoa: recenmg fitadiag to promote £Ga zL-. :pecul eat and lounm-related acn.es through towtsm•reL2ted face =es o ned or Tonzored In non-profit or=ateow or the Local jum-Av.-ton are regtaaed to complete d= form for E?►C H wm ire Spon-m Type 'c3ed Dee-r O rJ Vc:ii) O xl, c to . 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WA 9S363 ;efBbocc ac-0 efier:oa.na.ti U N-mtbe ad AnwAm Who Stn�k Ott a Uzpard 4ccaomwdm3m:• i, P�eca4" b 4.^nt• c? vetadli vu ICheck Omer. O Csttt ca®C oad¢ect Lame' O$�raae Stye''' O'�' SQ<L•eG• � SQ9Ctoracl Einmto•' \. 0t. , 14 timiber aff Ar wAm Wb; Saved O"raghr a Pad 4macitodimem' is PMgecvd' h, A rw C: iMW IL-ked Omel: O C>att �amc' OdL7LLECC COW- a SID .�• Oddora,t] mvv— Savoured E,-tomw Or. I? XMbe dp adraderrit`:v C: a: Peened• r xeabxb; eu ! Cked Ome:+: Cara car=- O acf¢ect cmaxr Ogepae�ersaasq ;�-.�•• SM.- O Savautad L--==- �O DEADUNE: February 'Sth of Each Reporting Year Page 9 of 10 Jefferson County Chamber of Commerce 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 10 of 10 Jefferson County Chamber of Commerce 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 $15,000; Jefferson County Chamber of Commerce 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 Chamber of Commerce RECOMMENDATION: Approve and sign the agreement. AV MAP_ 013-15 $15,000 Date: CONTRACT REVIEW FORM CONTRACT WITH: Jefferson County Chamber of Commerce (Contractor/Consultant) CONTRACT FOR: 2020 Lodging Tax Grant Funding TRACKING NO.: BOCC 2019-8 TERM: 12/31 /20 COUNTY DEPARTMENT: County Administrator For More Information Contact: Philip Morley DEC Q 4 2019 Contact Phone #: Ext. 383 RETURN TO: Leslie Locke RETURN BY, AS (Person in Department) (Date) AMOUNT: i 151 o oo Revenue Expenditure Matching funds Required Source(s) of Matching Funds Step 1: APPROVED FORM Comments PROCESS: ❑ Exempt from Bid Process ❑ Consultant Selection Process ❑ Cooperative Purchase ❑ Competitive Sealed Bid ❑ Small Works Roster ❑ Vendor List Bid ❑ RFP or RFQ ❑ Other REVIEVii BY NT Review Date Revie d ❑ RTedorision (See Comments) Step 2: REVIEW BY Review by: Date Reviewed: APPROVED AS TO FORM Comments ROSFJC G ATTORNEY Philip C. Hunsucker Chief Civil Deputy Prosecuting Attorney ❑ R turned for revision (See 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.) Jefferson Townsend, June 15, 2020 Jefferson County Chamber Arlene Alen, Director 2409 Jefferson Street, Ste. A Port Townsend, WA 98368 Re: Agreement for 2020 LTAC Funding — Jefferson County Chamber of Commerce Dear Ms. Alen, Enclosed for signature are two (2) original agreements for 2020 Lodging Tax Funding. Please sign both originals, keep one original for your records and return the second original to the address listed above. New wording has been added to Section 1 and Section 3 to include COVID-19 disruption to tourism activities. Please remember that on or before April 30; July 31; October 31, 2019 and January 31, 2021 you are required to provide to the County: • A quarterly report of the use, services, programs and activities 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. Thank you for your assistance. Sing rely, eslie Lo e Executive Assistant Enclosure Phone (360) 385-9100 Fax (360) 385-9382 jeffboccrir co,jefferson.wa.us 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. 1 Organization Name: Chamber of Jefferson County Reporting Year: 2020 2 Sponsor Type(Check One): 0 501(c)(3) 0 501(c)(6) ®Local Jurisdiction ®Other(Explain): 3 Activity Name: Web update and social promotion 4 Activity Type(Check One): 0 Event/Festival* ®Facility* 0 Marketing* 5 Activity Start Dates: January 2020 6 Activity End Date*: January 2021 7 Total Cost of Activity: $ 8 Amount Requested: $4500 9 Amount Awarded: $4500 10 Overall Attendance* 13 Number of Attendees Who Stayed Ovemight in Unpaid Accommodations* a) Projected* 4500 a) Projected* not applicable b) Actual* 3100 b) Actual* not applicable c) Methodology(Check One): °Direct Count* c) Methodology(Check One): Direct Count* °Indirect Count* °Representative Survey* ®Indirect Count* °Representative Survey* °Informal Survey* °Structured Estimate* ®Informal Survey* 0 Structured Estimate* ()Other(explain):website and linkage updates and digital pro @Other(explain):not applicable 11 Number of Attendees Who Traveled 50 Miles or More* 14 Number of Attendees Who Stayed Overnight in Paid Accommodations* a) Projected* not applicable a) Projected* not applicable b) Actual* not applicable b) Actual* not applicable c) Methodology(Check One): 0 Direct Count* c) Methodology(Check One): 0 Direct Count* 0 Indirect Count* 0 Representative Survey* 0 Indirect Count* ®Representative Survey* 0 Informal Survey* 0 Structured Estimate* 0 Informal Survey* 0 Structured Estimate* 0 Other(explain):not applicable 0 Other(explain):not applicable 12 Number of Attendees Who Traveled from Another State or Country* 15 Number of Paid Lodging Nights* a) Projected* not applicable a) Projected* not applicable b) Actual* not applicable b) Actual* not applicable c) Methodology(Check One): 0 Direct Count* c) Methodology(Check One): 0 Direct Count* 0 Indirect Count* ORepresentative Survey* 0 Indirect Count* ®Representative Survey* 0 Informal Survey* °Structured Estimate* 0 Informal Survey* 0 Structured Estimate* @Other(explain):not applicable Q Other(explain):not applicable *See Lodging Tax Yearly Reporting Definitions/Instructions Name of Individual Who Prepared Report: Arlene Alen Phone#: 360-385-7869 x200 E-Mail Address: director@jeffcountychamber.org RETURN THIS FORM TO: Jefferson County Administrator's Office 1820 Jefferson Street P.O.Box 1220 Port Townsend,WA 98368 jeffbocc@co.j efferson.wa.us DEADLINE: February 28th of Each Reporting Year 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. 1 Organization Name: Chamber of Jefferson County Reporting Year: 2020 2 Sponsor Type(Check One): ®501(c)(3) 0 501(c)(6) ®Local Jurisdiction ®Other(Explain): 3 Activity Name: Video production&Distribution 4 Activity Type(Check One): ®Event/Festival* 0 Facility* 0 Marketing* 5 Activity Start Date*: January 2019 6 Activity End Date*: August 2020 7 Total Cost of Activity: $3600 8 Amount Requested: $5500 9 Amount Awarded: $5500 10 Overall Attendance* 13 Number of Attendees Who Stayed Overnight in Unpaid Accommodations* a) Projected* not applicable a) Projected* not applicable b) Actual* not applicable b) Actual* not applicable c) Methodology(Check One): °Direct Count* c) Methodology(Check One): ®Direct Count* ()Indirect Count* °Representative Survey* °Indirect Count* °Representative Survey* ®Informal Survey* °Structured Estimate* °Informal Survey* ®Structured Estimate* ()Other(explain):Video production and distribution truncates ()Other(explain):not applicable 11 Number of Attendees Who Traveled 50 Miles or More* 14 Number of Attendees Who Stayed Overnight in Paid Accommodations* a) Projected* not applicable a) Projected* not applicable b) Actual* not applicable b) Actual* not applicable c) Methodology(Check One): 0 Direct Count* c) Methodology(Check One): ®Direct Count* 0 Indirect Count* °Representative Survey* ®Indirect Count* °Representative Survey* 0 Informal Survey* ()Structured Estimate* ®Informal Survey* ®Structured Estimate* 0 Other(explain): 0 Other(explain):not applicable 12 Number of Attendees Who Traveled from Another State or Country* 15 Number of Paid Lodging Nights* a) Projected* not applicable a) Projected* not applicable b) Actual* not applicable b) Actual* not applicable c) Methodology(Check One): ®Direct Count* c) Methodology(Check One): Direct Count* 0Indirect Count* °Representative Survey* 0Indirect Count* ORepresentative Survey* 0 Informal Survey* °Structured Estimate* ®Informal Survey* ()Structured Estimate* ()Other(explain):not applicable 0 Other(explain):not applicable *See Lodging Tax Yearly Reporting Definitions/Instructions Name of Individual Who Prepared Report: Arlene Alen Phone#: 369-385-7869 E-Mail Address: director@jeffcountychamber.org 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 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: Chamber of Jefferson County Reporting Year: 2020 2 Sponsor Type(Check One): 0 501(c)(3) 0 501(c)(6) 0 Local Jurisdiction 0 Other(Explain): 3 Activity Name: PT Leader Getaway Guide 4 Activity Type(Check One): 0 Event/Festival* 0 Facility* 0 Marketing* 5 Activity Start Dates: April 2019 6 Activity End Date*: April 2020 7 Total Cost of Activity: $3760 8 Amount Requested: $4750 9 Amount Awarded: $4750 10 Overall Attendance* 13 Number of Attendees Who Stayed Overnight in Unpaid Accommodations* a) Projected* 50,000 distribution a) Projected* not applicable b) Actual* 50,000 distribution b) Actual* not applicable c) Methodology(Check One): ()Direct Count* c) Methodology(Check One): 0 Direct Count* °Indirect Count* °Representative Survey* °Indirect Count* °Representative Survey* °Informal Survey* @Structured Estimate* °Informal Survey* 0 Structured Estimate* °Other(explain): ()Other(explain):not applicable 11 Number of Attendees Who Traveled 50 Miles or More* 14 Number of Attendees Who Stayed Ovemight in Paid Accommodations* a) Projected* not applicable a) Projected* not applicable b) Actual* not applicable b) Actual* not applicable c) Methodology(Check One): 0 Direct Counts c) Methodology(Check One): 0 Direct Count* 0 Indirect Count* °Representative Survey* 0 Indirect Count* ®Representative Survey* 0 Informal Survey* 0 Structured Estimate* 0 Informal Survey* 0 Structured Estimates 0 Other(explain): 0 Other(explain): 12 Number of Attendees Who Traveled from Another State or Country* 15 Number of Paid Lodging Nights* a) Projected* distributed by printer outside state a) Projected* not applicable b) Actual* 20,000 b) Actual* not applicable c) Methodology(Check One): 0 Direct Count* c) Methodology(Check One): 0 Direct Count* 0 Indirect Count* °Representative Survey* 0 Indirect Count* °Representative Survey* 0 Informal Survey* Structured Estimate* 0 Informal Survey* 0 Structured Estimate* ®Other(explain): 0 Other(explain):not applicable *See Lodging Tax Yearly Reporting Definitions/Instructions Name of Individual Who Prepared Report: Arlene Alen Phone#: 360-385-7869 x 200 E-Mail Address: director@jeffcountychamber.org 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 Adiel F. McKnight From: Arlene Alen <arlene.alen@jeffcountychamber.org> Sent: Thursday, March 11, 2021 10:40 AM To: Adiel F. McKnight Cc: Arlene Alen Subject: Chamber Annual Reports for Tourism Promotion Services Lodging Tax Budget Attachments: County LTAC Video.pdf; County LTAC report 2020 GetAway.pdf; County LTAC web update.pdf; County LTAC State Map.pdf CAUTION:This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Attached find County LTAC 2020 Tourism Promotion Services reports We were provided with a budget of$15,000 $5000 was volunteered for COVID-19 cancelled events to migrate to 2021 budget allocation Cancelled in total were Port Ludlow and Port Hadlock live celebrations Our total expenses were$10,605 Should there be any questions relative to these submittals, please advise. Arlene Alen, CPM, IOM Executive Director The Chamber of Jefferson County 360.385.7869 Reimagine—Reengineer—Revitalize Jefferson County I ne Chamber A. building business,building community 1