HomeMy WebLinkAbout021621_ca02Consent Agenda
Commissioners Office
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Adiel McKnight, Executive Assistant
DATE: February 16, 2021
SUBJECT: AGREEMENT re: 2021 Hotel Motel (Lodging Tax) Grant Funding; In the
Amount of $49,000; JC Historical Society -Gateway Visitor Center
STATEMENT OF ISSUE:
This agreement provides grant funding for 2021 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:
JC Historical Society -Gateway Visitor Center $49,000
RECOMMENDATION:
Approve and sign the agreement.
REVI " j
hi;Morley, C d inistrator Date:
AGREEMENT FOR 2021 HOTEL -MOTEL FUNDING FOR TOURISM SERVICES
HISTORICAL SOCIETY
OLYMPIC PENINSULA GATEWAY VISITOR CENTER
This Agreement is by and between JEFFERSON COUNTY (hereinafter known as
"COUNTY" and the JEFFERSON COUNTY HISTORICAL SOCIETY (hereinafter known as
"HISTORICAL SOCIETY").
WHEREAS, the HISTORICAL SOCIETY is a non-profit corporation of the State of
Washington; and
WHEREAS, the COUNTY desires to promote tourism by providing information to guests,
supporting and staffing the Gateway Visitor Center in unincorporated Jefferson County, as well as
promoting tourism through participation at workshops, conferences and regional organizations, as
authorized by Chapter 67.28 RCW and Jefferson County Code Chapter 3.25; and
WHEREAS, the COUNTY wishes to create and operate a visitor center that can be a
destination itself, a place to learn about Jefferson County and visitors can be encouraged to spend
time in the County, not just a place to pick up brochures; and
WHEREAS, the COUNTY envisions that the HISTORICAL SOCIETY will create
opportunities to generate revenue through gift shop sales, charges for services (stocking brochures,
etc.), all of which will be retained by the HISTORICAL SOCIETY; and
WHEREAS, management of the visitor center will be at no cost to the HISTORICAL
SOCIETY with all reasonable expenses being paid for by the COUNTY; and
WHEREAS, the Jefferson County Lodging Tax Advisory Committee reviewed and
recommended funding the lodging tax proposal by the HISTORICAL SOCIETY to operate the
Gateway Visitor Center;
NOW, THEREFORE, IN CONSIDERATION of the mutual covenants and agreements
herein, the parties agree as follows:
SECTION 1: SERVICES TO BE PERFORMED
The HISTORICAL SOCIETY 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. Act as a pass through agency for the purpose of staffing and operating the Gateway
Visitor Center, including scheduling hours of operation, receiving and processing
information requests, routine grounds maintenance, payment of utilities and other
activities necessary to maintain the Gateway Visitor Center as a point of visitor
contact and education: Provide entry and updates in coordination with other tourism
Page: 1 of 13 Historical Society — Gateway Visitor Center
promotion organizations on Facebook and on www.olympicpenninsula.org, the
latter including web pages for the Olympic Peninsula Gateway Visitor Center, Tri-
Area and Port Ludlow; and perform additional tourism promotion activities
consistent with the Itemized List of Proposed Promotion Services attached hereto
and incorporated herein as Exhibit A.
2. Act as a pass through agency for the purpose of providing the staff function to
represent the COUNTY on local, regional, and statewide tourism organizations and
activities, to promote tourism in the unincorporated areas of Jefferson County.
3. Prepare and submit an annual budget request to the Board of Commissioners for the
staffing and operating of the Gateway Visitor Center.
4. In recognition of the unavoidable disruption to tourism activities from the COVID-
19 pandemic, the HISTORICAL SOCIETY may substitute other Promotion
Services in 2021 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 the HISTORICAL SOCIETY
proceed with the proposed substitution. In such case no amendment to this
Agreement shall be required and the HISTORICAL SOCIETY may use the funding
to perform the substitute Promotion Services in 2021.
SECTION 2: RESPONSIBILITIES OF THE HISTORICAL SOCIETY
1. On or before January 31; April 30; July 31; October 31, 2021; and January 31, 2022,
provide to the COUNTY:
• A quarterly report of the marketing, services, programs and activities of
HISTORICAL SOCIETY for the prior quarter under this Agreement, and
the 2020, Amendment No. 2 dated December 7, 2020;
• 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 2021.
2. On or before January 31 (OR upon execution of this agreement, whichever is later);
April 30; July 31; October 31, 2021, provide to the COUNTY:
• A billing statement requesting payment of Hotel -Motel Funding for the
current quarter.
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
Page: 2 of 13 Historical Society — Gateway Visitor Center
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, 2022.
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 Gateway
Visitor Center.
b. The amount of lodging tax revenue allocated for expenditure (whether
actually expended or not) by the Gateway Visitor Center 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 HISTORICAL SOCIETY 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 $49,000. Quarterly payments of $12,250 will be made,
beginning with the first and third quarter of 2021. Payments are to be predicated on
quarterly reports defined in Section 2. The COUNTY will make payment on the first
available billing cycle of the quarter.
3. The County recognizes that the original allocation to the HISTORICAL SOCIETY
in Hotel -Motel funds for the operation of the Gateway Visitor's Center may be
voluntarily reduced because of the impacts of the COVID-19 pandemic. Any
voluntary reduction from 2021 funding is earmarked for potential use to operate the
Gateway Visitor's Center in 2022, contingent on a recommendation by the Lodging
Tax Advisory Committee to award those funds to the HISTORICAL SOCIETY in
2022 and approval by the Board of County Commissioners.
5. Consult with the HISTORICAL SOCIETY on all decisions regarding design and
site considerations.
6. The HISTORICAL SOCIETY assumes no responsibility for the maintenance and
upkeep of the Gateway Visitor Center. The COUNTY shall keep the Center and the
entries immediately adjacent thereto in a neat, clean and safe condition, maintain the
glass of all windows and doors thereof, and maintain the Center and entries thereto
Page: 3 of 13 Historical Society — Gateway Visitor Center
in a good state of repair. The COUNTY shall also maintain and repair the electrical
and other utility systems within the Center together with the roof, exterior walls and
foundations thereof.
SECTION 4: DEFINITION:
Pass Through Agency: The term pass through agency shall mean that the HISTORICAL SOCIETY
shall act as the fiscal agent for the operation of the Gateway Center. The HISTORICAL SOCIETY
shall not incur any additional financial liability for the operation of the Gateway Center in excess of
the sum listed in Section 3 above.
SECTION 5: TERM
This Agreement shall be for a term of one year, commencing on January 1, 2021 and ending on
December 31, 2021, except for the reports referenced in Section 2, due January 31, 2022 and
February 28, 2022.
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
HISTORICAL SOCIETY 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, HISTORICAL SOCIETY 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 HISTORICAL SOCIETY 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 HISTORICAL SOCIETY's negligence
or breach of any of its obligations under this Agreement; provided that nothing herein shall
require the HISTORICAL SOCIETY to indemnify the COUNTY against and hold harmless the
Page: 4 of 13 Historical Society — Gateway Visitor Center
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 HISTORICAL SOCIETY'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 HISTORICAL
SOCIETY's negligence, or the negligence of the HISTORICAL SOCIETY's agents or employees.
The HISTORICAL SOCIETY specifically assumes potential liability for actions brought against
the COUNTY by the HISTORICAL SOCIETY's employees, or any other persons engaged in the
performance of any work or service required of the HISTORICAL SOCIETY 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
HISTORICAL SOCIETY 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
HISTORICAL SOCIETY 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. HISTORICAL SOCIETY shall maintain Workers' Compensation coverage
as required under the Washington State Industrial Insurance Act, RCW Title 51, for all
HISTORICAL SOCIETY 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 HISTORICAL SOCIETY's performance of the contract,
including:
a. Owned Automobiles;
b. Hired Automobiles; and
C. Non -owned Automobiles.
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 ($2,000,000.00 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;
Page: 5 of 13 Historical Society — Gateway Visitor Center
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 HISTORICAL SOCIETY 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 HISTORICAL SOCIETY under this Agreement shall not in any
manner limit or qualify the liabilities or obligations of HISTORICAL SOCIETY under this
Agreement.
SECTION 10: INDEPENDENT CONTRACTOR
The HISTORICAL SOCIETY and the COUNTY agree that the HISTORICAL SOCIETY 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 HISTORICAL SOCIETY nor any employee of the
HISTORICAL SOCIETY 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 HISTORICAL SOCIETY, or any employee, representative, agent or contractor of the
Page: 6 of 13 Historical Society — Gateway Visitor Center
HISTORICAL SOCIETY. The HISTORICAL SOCIETY 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 HISTORICAL SOCIETY 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 HISTORICAL SOCIETY 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 HISTORICAL SOCIETY 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 HISTORICAL SOCIETY.
APPROVED and signed this day of
Attest:
Carolyn Gallaway, CMC
Clerk of the Board
Approved as to Form:
0- C - / 1/t4- Z/V/Z91.J
, 2021.
JEFFERSON COUNTY -
BOARD OF COMMISSIONERS
Kate Dean, Chair
JEFFERSON COUNTY
HISTORICAL SOCIETY
Philip Hunsucker, Shelly Leavens, Director
Chief Civil Deputy Prosecutor
Page: 7 of 13 Historical Society — Gateway Visitor Center
EXHIBIT A
Itemized List of Proposed Tourism Promotion Services
And HISTORICAL SOCIETY Lodging Tax Budget
Tourism Promotion Services
A document up to three pages including a description of the proposed funding request with an
explanation of how it will assist in building tourism and/or promoting events or activities that will
bring overnight tourists to Jefferson County.
The proposed 2021 LTAC Funding request will provide funding to maintain onsite operations into
2021, showcasing Activities and Events across Jel1ersou County. This proposed funding will allow the
Gateway Visitor Center to return to opening 362 days a year, dependent on I lealth restrictions, The
Funding will also continue be used to maintain our Internet services both though Facebook and our two
websites, yar�+w.ert'c� aIyjjip and www,olympicneninsula.ora
Funding will provide for, assured, continued production of printed materials like the Jefferson
County Activity Map, production and advertising in the Getaway Guide, and Olympic Peninsula
Travel Planner.
Funding will also provide continuity in Bulk Mailing programs, and brochure placement on WA State
Ferries runs with Certified Folder. And for distribution of materials to Travelers, interested vendors and
Information Centers both on and off Peninsula.
Funds will also provide for staff service in other marketing venues for Jefferson County. This
includes development, production, and maintenance of programs outside the VIC. For example, oversize
in in creating programs with the Jefferson County Tourism Coordinating Council and Olympic Peninsula
Tourism Commission in partnership, as these organiiations develop and provide these focused Marketing
Programs for Jefferson County and the Olympic Peninsula.
As mentioned, one of the most important yearly promotions in terms of contact beyond the Center is a
monthly Bulk Mailing of individual requests for information on Jefferson County and the Olympic
Peninsula. These requests for more information from our website and other sources are answered by this
Bulk Mailing program. For this requested fulfillment Gateway Visitor Center manager again worked with
The O. P. Tourism Commission sub -committee for do-velopmcm of printed promotional pieces placed in
mailing, including the Jefferson County Activities Map,
Include up to three examples and plans or finks for marketing, performance indicators, and future
sustainabiUty
To keep abreast of unforeseen change in 2021 the Gateway will continue upgrading of our newly built
and expanded Informational area under cover of our front porch. We went from one display rack outside
by 750 for Brochure display to four, increasing our ability to promote including a rollaway
informational Brochure display for use when front door could be opened. As put of our outdoor
Promotional area we also installed a large, 3 too( by 9 foot panel featuring. over 20, 8.5** X I I" pages
with Photos, Logos, QP, Website, and phone contact numbers for all venues. These displays feature
information ranging from Lodging, and Food Services, to, WA State Coronavimg Safety regulations.
Ferry Scheduling, all Parks, Federal, State, County, Camping information, Wa State Fishing information
links, Museums, Local Chambers, Visitor Centers, and, a changeable, updated, area Bulletin
Board for most important, current Peninsula related issues- This display includes Service Doorbell to
access staff during business, hours for special Traveler needs- The Center also features access to
Cellphone number for extended, after hours, questions. 'With these outdoor improvements to promote
Tourism, we began highlighting adventure related activities that could be safety enjoyed to bring
extended stay and overnight tourists to Jefferson County.
The Gateway will continue to allocate a substantial part of our yearly budget as part of thew, out of
house, productions, as mentioned above. As in the past, the Gateway will continue to format and
oversee production of ToLnism related printed publication-, including the Jefferson County Activity Map,
Olympic Peninsula Travel Planner, Jefferson County, Leader- Getaway Guide, and J. C. Lodging list for
all productions, The Ciateway will continue to function as the hub for distribution, of requtsted, Tourism
Page 8 of 12 Jefferson County Historical Society — Gateway Visitor Center
related, publication fulfillment, mailing or delivery to individual Travelers, other Visitor Center sites.
Chambers of Commerce, and business in Jefferson, Clallam County, and 1-5 region.
To document our Promotional activity the 0 a produce our Monthly Tourism
Jateway will continue to Mont y
Activity Overview Report docuincriting our activities on a monthly basis for County Connnissioners and
other interested parties. We will produce a Mid -Year Report and Year -End Report. We also produce an
Quarterly Report of Internet activity through our Media Manager, Steve Shively, at S3 Solutions, As in
the past, the Gateway will continue to report to WA. State as rcqucstod. The Gateway will continue to
fanction as a Keystone parm or in attracting and promoting longer stays from the Traveling public by our
multi -level efforts in Hospitality, Service, and Informational endeavors on site and beyond.
Page 9 of 12 Jefferson County Historical Society — Gateway Visitor Center
Historical Society — Gateway Visitor Center Lodging Tax Budget
Jan - Nov 20
Budget
Ordinary Incom elEcpa nse
Income
40M - Income
4020 - Donations
202,00
016,63
4010 . Jefferson County LTAC
62,035.00
62,035.00
4050 - Sale Items - Other (candy, etc)
104,11
550,00
Total4000 - Income
62,451.11
63,501.63
Total Income
62,46111
63,501.63
Cost of Goads Sold
S000 - Cost of Good Sold
57.43
183,37
Total COOL;
5743
183,37
Oros$ Profit
62,403.68
63,318.25
Expense
7900. ON $Re Marketing Exp
7510 - Bulk Mailing, OPVB, Cert.Folder
3,377.94
5,500.00
7030 - Dues
0,00
595.67
7530-Internet, corn putertsitardsvc
0-00
137.50
7750. Marketingrftb Promo 3 Mgmt
1,869.80
3,300.00
7070 - Travel
000
S%Z
Total 7900 •Off Site Marketing Exp
5,247.74
10,083.37
7000. Om Site Expense
7200 • BMglMaintenance Supplies
430.84
275.00
7110 - Bldg Rprs 3 Purk'g Lot Maim
2,105.11
916.63
7007 - Counter Candy - Free
6.00
27,50
7015 • Medial Reimbursement
0.00
1,191.63
7000 • Mileage
614.08
1,375.00
7601 � MISC. Suppliaa
0,00
4547
7020. Office 6quipmontl1111tce
729.91
183.37
75m • Office Supplies
408.89
458.37
7600 • P.O. Box Rental
130.00
110,00
7065 � Volunteer Functions
270.00
229.13
7540 - Water
12136
160.38
Total 7000. On -Site Expe nse
4,819-19
4,972.88
8000 • On Site Lllikties
8010 - Electricity -
653.62 -
916.63 .
8040 - Sani-Can Service
3,390,10
3,116.63
8020 - Telephone
2,409.6E
2,291,83
9090 - Trash Pick-up
832.89
1,191.83
Total 8000 - On Site Utilities
7,280.27
7,516.52
6000 - Payroll Expenses
ISM , Consulting Services d Fees
2,828.98
2,795-87
887E - Payroll taxes Paid by JCHS
2,805.30
3.208,37
6570 - Wages Paid by JCf1S
27-242.75
38,500.00
Total 000 . Payroll Expenses
32,877,03
44,504.24
Total Expense
50227.23
67,077.01
Met Ordinary In come
12„178.45
(3,75&75)
Not Income
12,178,45
(3,761115)
Page 10 of 12 Jefferson County Historical Society — Gateway Visitor Center
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
- remt%=g funding to promote fe=-aL, special e7,wft atad ram -relates€ actmVm dvough t arum-re4ated faclibes
owned or sponsored by non-profit orpmzaucois or the local jariwdictron am required to catoplete this form for E3GH acmity.
10,FmzM=2tame: P.eparmr.eyear.
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RETUILN THIS FOKAI TO
FefSerwn. County Admintstrator's office
1820 Jeffer yam: Street
P.O. Box 1220
Fort Town -,end. WA 99369
jef&Gccea co..je&vou.a-a. m
li Number of Ansidee5 Who Stryed t"tmghc mt Unpaid A rrommodaoans*
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DE.DLL`*7Ee February 28th of Each Retorting Year
Page 11 of 12 Jefferson County Historical Society — Gateway Visitor Center
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 12 of 12 Jefferson County Historical Society — Gateway Visitor Center