Loading...
HomeMy WebLinkAboutJefferson County Historical Society Gateway Visitor Center - 021621 cc: CA ; n: 767,7 es' 33i ' 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 contracts executed, and other expenditures authorized under this Agreem nt made, 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 2250 will be mad beginning with the first and third quartr of 2021 Payments are lt o be predicated one, 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 inthe 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. 1• Worker's Com ensation and Em to er's Liabili 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 Liabilit Insurance providing bodily injury and property dams e 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. 3• General Commercial Liabilit 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 Societ y—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 , t' / day of Y1ACt kt 2021. Attest: JEFFERSON COUNTY BOARD OF COMMISSIONERS Ca 66- ( ,„v� Carolyn GMlaway, y' C Kate Dean, Chair Clerk of the Board Approved as to Form: JEFFERSON COUNTY /a HIS ORICAL IETY zf/47Z, Philip Hunsucker, helly Leav s, 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 oldie 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 Jefferson 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 Iwo websites, x'tivw,ettiovolvtnpiepetrinsula.corn,and www.olympicpeninsula.org 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,oversite in in creating programs with the Jefferson County Tourism Coordinating Council and Olympic Peninsula Tourism Commission in partnership, as these organizations 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 development of printed promotional pieces placed in mailing, including the Jefferson County Activities Map, Include up to three examples and plans or links for marketing,performance indicators,and future sustainability 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 fivrn one display rack outside for Brochure display to four,increasing our ability to promote by 75%,including a rollaway informational Brochure display for use when front door could be opened.As part of our.outdoor Promotional area we also installed a large, 3 foot by 9 foot panel featuring, over 20, 8.5"X 1 1"pages with Photos, Logos,QR,Website,and phone contact numbers for all venues. These displays feature information ranging from Lodging,and Food Services,to, WA State Coronavirus Safety regulations, Ferry Scheduling,all Parks,Federal,State, County,Camping information, Wa State Fishing information links, Museums, Local Chambers, Visitor Centers,and,a changeable, Board for most important,current Peninsula related issues. This display includes ncludessSSerrvice Bulletin 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 he safely enjoyed extended stay and overnight tourists In Jefferson County. to bring The Gateway will continue to allocate a substantial part of our yearly budget as part of these,out of house,productions,as mentioned above. As in the past, the Gateway will continue to format and oversee production of Tourism related printed publications including the Jefferson County.Activity Map, Olympic Peninsula Travel Planner,Jefferson County, Leader-Getaway Guide,and J. C.Lodging list for all productions, 'Fhe Gateway will continue to function as the hub for distribution,of requested,Touriun Page 8 of 12 Jefferson County Historical Society—Gateway Visitor Center related,publication fulfillment,mailing or delivery to individual Travel Chambers of Commence,and business in Jefferson, Clallam County, and� other Visitor Center sites, 1-5 region. To document our Promotional activity the Gateway will continue to produce our Monthly Tourism Activity Overview Report documenting onr activities on a monthly basis for County Commissioners and other interested parties. We will produce a Mid-Year Report and Year-End R Quarterly Report.of Internet activity through our Media Manager, SteveReport. WeSolutions.also product an the past, the Gateway will continue to � � Shively, at S3 As in function as a Keystonereport to WA. State as requested. The Gateway will continue to partner in attracting and promoting longer stays from the Traveling ublic multi-level efforts in Hospitality, Service,and Informational endeavors on site and beyond. by our Page 9 of 12 Jefferson County Historical Society—Gateway Visitor Center Historical Societ - Gatewa Visitor Center Lod in Tax Bud et Jan-Nov 20 Budget Ordinary Income/Expanse ��� Income 4000•Income 4020.Donations 262.00 914313 4010'Jefferson County LTAC 62,035.00 6z,035.00 4050•Sale Items.Other(candy,etc) 164.11 550.00 Total 4000 Income 62,481.11 63,501,63 Total Income Cost of Goods Sold 62,461,11 03,501.63 5000•Cost of Good Sold 57.43 183.37 Total COGS Gross Profit STA3 103,37 62,403.68 63,318.26 Expense 7900.Off Site Marketing Exp 7510•Bulk Mailing,OPVB,Cert.Folder 3,377.94 5,500.00 7030•Dues 0.00 595.87 7630•Internet,computer/sftwr/sue 0.00 137.50 7750•Marketing/Web Promo S Mgmt 1,889.80 7070•Travel 3,300.00 0.00 Total 7900•Off Skip 524 Marketing Exp '�"" 7 00• 7.74 10,063.37 7000.On,Slle Expense 7200•Bldg/Maintenance Supplies 430.84 275.00 7110•Bldg fors&Park'g Lot Maint 2,105.11 7007•Counter Candy916.63 -Free 6,00 27,50 7015•Medical Reimbursement 7060•Mileage 0.00 1,191.63 014.08 1,375.00 7601'Misc.Supplies 0.00 45,87 7020.Office EquiprnentfMtce 729.91 183.37 7500.Office Supplies 408.89 45.37 7600•P.O.Box Rental 130.00 110,00 7065•Volunteer Functions 270.00 229.13 7640•Water 121:36 100.38 Total 7000•On-Site Expense 4,818.19 4.97286 8000•On Site Utilities 8010-Electricity - 853,62- 916.83 8040•Sanl-Can Service 3,390.10 3,116.63 6020-Telephone 2,409.88 2.291.63 8030•Trash Pick-up 832,89 1,191.83 Total 6000-On Site Utilities 7,280.27 7,516.52 6000•Payroll Expenses 6580•Consulting Services&Fees 2,628.96 2,795.87 6676•Payroll taxes Paid by JCHS 2,805,30 3,200.37 6570•wages Paid by JCHS 272---42.75 38,500.00-- Total 0000•Payroll Expenses 32,877.03 44,504.24 Total Expanse 50.22723 87.077.01 Net Ordinary Mcome Net Income 12.176.45 (3,758.75) 12,17645 (3,788.78) Page 10 of 12 Jefferson County Historical Society-Gateway Visitor Center Exhib Jurisdiction Lodging Tax Reporting Form 't BTo Be Submit ted to Jefferson County Administrator's Office No Later than February 28th of each Year Lodging Tax Reporting Form Organizations receiving funding to promote festmak,special event and tourism-related�a:�through to related facihesownedef or sponsored b5 n�t-pnofi organizations or the local jurisdiction are required to complete thus form for EACH amity 1 u'hpreztciea?sacne: 2 Sportier Type Owl;Ore): . '3 BEFbruct Year Annul'Name `•+�501 1 ©SPlicl(Sl Luca Ttrisdirtian QO , ACtitltt•7+?e(am.Otte): Q Exmi�Fesuwl• Q i Facibty Slad ewe' 5 Anecmt•Start Dee": 3 Armit4y End Date•. 7 Tail Corr of Activity S S Alma 9[egaessed: S 9 Amtar t Mended S e) 13 Number ad Aneadees.Who Sr ye i Oven:4#in Lrpaai Arracumudaticas• Era Accra,• a) prcjecxd• b) Art;:ta:+ c) bdetboOM xt iChit Orel: ©DirectCamr• QTccbsen Come c) Slenirodo�mo• Chslt Ckoej: 0 Caect Come P.epreseraatire Si z .• Q'md recr Cams• ,il Stever Su-soured Q1leFaesensar se Sta:eg•Q1 QOa6er(espSaime Q?miirtJ Survey' 0 Sanctum)Eatima�• I1 Diomt er af.4n®.ieea Who Isneled 5+] 'Mies or ldate+ ' • a) 13 NiamF,eacf.Uee;Rfio Staved Oc�righr m Paid �codwioru 6j Ac�i a) �J�d• c) 3�betbodaia�• L'hect Ocei Q?i[ect Cams* b) Acceal• g ImthtCo c) rl�dameo ICherktiei: ©Cazct.am * ,Q�^� ;sertazic a Sws er• Q redirect Cow*Itheasai Survey* t..J yure3 Estimate• OyePteseraaose Sune3 0 Oiba tit: ©Te�sn.0 Sr4eei Q iaucrtued Esrimare• 12 Mariam af.rdettdeer Who Tsai Bled€rom Otter;espies): +tuottxt Ssueor Cr-Catmy- 15 twat ad paid Ladgicte 7--• a) Proieced° re) Amu:* I) Iteolecxd• b) Amer c) Metbodaiag'(Check One): Q Direct Came Q1rcLr�t LvuM c) etbod©ioes;l�eri Cme: Dmct:Cmmt• QRep/eteaaarxSusses• Qlectrecr Cauer Ql sl Surrey" ©S+muauel E;:Mite' QAe mused Estimate* Sit:* ()Otter i:espleri): Q il Sisiey Q immured E:tima�• 'See Lodging Tax Yearly Reporting 0Otter,:esF : eportin;Defieution:'Iu tractions Name a f ind sp±,yl Who?repared Report: E-Majj Address: RETURN THIS FORM TO: Jeffeisctn County Miinisttator s Office 1820 Jefferson Street P.O.Box 1220 Poet Townsend,.WA 98368 jeffboct.reT:co iefferson.ua.us DEADLLVE:February 28th of Eacle Reporting 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. 4th of July celebration, local marathon) Facility:Municipally-owned facilitythat operates (ear,e. center) some or all of the Y ( g.,county historical museum,convention 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 marketingactivity. Total Attendees Traveling 50 miles or more: ty 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 Consent 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 ... D ,y 22h)17-27 hi Orley,C d mi strator Date: CONTRACT REVIEW FORM CONTRACT WITH: JC Historical Society-Gateway Visitor Cntr TRACKING NO.: BOCC 2021-04 (Contractor/Consultant) CONTRACT FOR: 2021 Lodging Tax Funding Eyijib COUNTY DEPARTMENT: County Administrator For More Information Contact: Philip Morley JAN 2 6 2021 Contact Phone #: Ext.383 JEFFERSON COUNTY RETURN TO: Leslie Locke RETURN BY: ASAP COMMISSIONERS (Person in Department) (Date) AMOUNT: $49,000 PROCESS: ❑ Exempt from Bid Process ❑ Consultant Selection Process Revenue ❑ Cooperative Purchase Expenditure ❑ Competitive Sealed Bid Matching funds Required ❑ Small Works Roster Source(s) of Matching Funds ❑ Vendor List Bid ❑ RFP or RFQ ❑ Other Step 1: REVIEW BY Review -f '-//.2c2z Date Reviewe APPROVED FORM ❑ Returned or revision(See Comments) Comments Step 2: REVIEW BY P OS U ING ATTORNEY Review by: • Philip C. Hunsucker Date Reviewed: 2 Chief Civil Deputy Prosecuting Attorney APPROVED AS TO FORM 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.)