HomeMy WebLinkAboutTourism Coordinating Council $141,450 - 022321 441 20 7
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AGREEMENT FOR 2021 HOTEL-MOTEL FUNDING FOR TOURISM SERVICES
TOURISM COORDINATING COUNCIL
This Agreement is by and between JEFFERSON COUNTY(hereinafter known as
"COUNTY"and the JEFFERSON RSON COUNT TOURISM COORDINATING COUNCIL
(hereinafter known as "TCC").
WHEREAS,the TCC is established by the Board of County Commissioners through
Resolution No. 78-03 and its members are appointed by Board of County Commissioners;and
WHEREAS,the COUNTY desires to promote tourism by providing information to guests,
support and staff to information centers in unincorporated Jefferson County,as well as workshops,
conferences and materials to enhance productivity of visitor information centers in the promotion of
the tourism industry, as authorized by Chapter 67.28 RCW and Jefferson County Code Chapter
3.25;and
WHEREAS,the Jefferson County Lodging Tax Advisory Committee reviewed and
recommended funding the lodging tax proposal by the Tourism Coordinating Council to implement
a strategy for the unincorporated area of Jefferson County to promote tourism activities;
IN CONSIDERATION of the mutual covenants and agreements herein it is agreed by the
parties as follows:
SECTION 1: SERVICES TO BE PERFORMED
The TCC shall use its capabilities and utilize the funding provided under this agreement to continue
and update the ongoing performance of the following tourism promotion services,as outlined
below:
1. Adopt and implement a tourism marketing and promotion strategy for the unincorporated
area of Jefferson County,consistent with the proposed TCC Lodging Tax services and
budget,a copy of which is incorporated herein and attached hereto as Exhibit A.
2. Be the focal point for community involvement,act as a clearinghouse for community
organizations,and participate in planning and strategizing for tourism promotion.
3. Coordinate with the City of Port Townsend, State of Washington, United States
Government and other public and private agencies in the use of Hotel Motel Tax funds and
the promotion of tourism activities.
4. In recognition of the unavoidable disruption to tourism activities from the COVID-19
pandemic, the TCC 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 TCC proceed with the proposed substitution. In such case no amendment to this
Agreement shall be required and the TCC may use the funding to perform the substitute
Promotion Services in 2021.
Page 1 of 7 Tourism Coordinating Council
SECTION 2: RESPONSIBILITIES OF THE TOURISM COORDINATING COUNCIL:
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 the
TCC 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. Submit orders and invoices from marketing vendors to the County Administrator's Office
for payment by the County out of budgeted funding allocated for TCC activities
consistent with this Agreement.
3. For a minimum of six(6)years, maintain documented proof of payments made, contracts
executed, and other expenditures authorized under this Agreement. Upon reasonable
notice, provide access to County or State representatives to audit those records.
4 Funding provided by this Agreement may only be expended on the services described in
Section 1 of this Agreement. Any monies used for other services or purposes shall be
refunded to Jefferson County. Any monies under-expended of the total funding allocated
under this Agreement shall be retained in the Fund 125 Hotel/Motel fund balance.
5. By February 28tb of each year provide the following information on Exhibit B,attached
hereto and incorporated by reference for the previous year.
a. Each festival,event,or tourism facility owned and/or operated by TCC.
b. The amount of lodging tax revenue allocated for expenditure(whether actually
expended or not)by the TCC on each festival,event or tourism facility.
c. Estimated number of tourists served at each festival,event or tourism facility. ("Tourist"
includes persons traveling more than 50 miles to the location of the event,festival or
facility and overnight stays in the area).
d. Estimated lodging stays.("Lodging"refers to commercial lodging such as hotels,
motels,resorts,bed and breakfasts,or commercial campgrounds).
e. Measurements that demonstrate the impact of increased tourism attributable to the
event, festival or facility.
SECTION 3: RESPONSIBILITY OF JEFFERSON COUNTY
1. The COUNTY acknowledges that per the 2020 Agreement,Amendment No. 2 dated
December 7, 2020,funding in the amount of$63,550 will be made available to the TCC
during the first quarter of 2021. Pursuant to this 2021 Agreement, the TCC may expend the
amount carried over from 2020 throughout 2021.
2. The COUNTY will provide the TCC funding from Hotel-Motel Tax receipts to be used in
support of their responsibilities as defined under this agreement.
Page 2 of 7 Tourism Coordinating Council
3. Said funding is in the sum of$141,450 for 2021 which is in addition to the amount carried
over into 2021 from 2020. Payment is to be predicated on submittal of reports defined in
Section 2. Except as provided below in Paragraph 4,payment will be made by the
COUNTY upon receipt of an invoice on the next available billing cycle.
4, The County shall establish a Fund 125 revolving checking account, and the County
Administrator's Office may use it to pay time-sensitive orders and invoices for services
consistent with this Agreement, and that require payment sooner than a normal County
billing cycle.
5. The County recognizes that the original allocation to the TCC in Hotel-Motel funds for
promotional services in Jefferson County may be voluntarily reduced because of the
impacts of the COVID-19 pandemic.Any voluntary reduction from 2021 funding is
earmarked for potential use in 2022,contingent on a recommendation by the Lodging Tax
Advisory Committee to award those funds to the TCC in 2022 and approval by the Board of
County Commissioners.
SECTION 4: TERM
This Agreement shall be for a term of one year,commencing on January 1,2021 and ending on
December 31, 202 t,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 TCC
may terminate this Agreement upon thirty(30)days written notice to the COUNTY. In the event of
termination under this clause, the County shall be liable to pay only for services rendered prior to
the effective date of termination.
SECTION 8: COMPLIANCE WITH LAWS
The TCC shall comply with all Federal, State, and local laws and ordinances applicable to the
work to be done under this Agreement. This Agreement shall be interpreted and construed in
accord with the laws of the State of Washington and venue shall be in Jefferson County,
Washington.
Page 3 of 7 Tourism Coordinating Council
•
SECTION 9: DISCRIMINATION PROHIBITED
The TCC with regard to the services to be completed under this agreement,will not discriminate
on the grounds of age, sex,marital status, sexual orientation,race,creed, color,national origin,
honorably discharged veteran or military status,or the presence of any sensory, mental, or
physical disability or the use of a trained dog guide or service animal by a person with a
disability,unless based upon a bona fide occupational qualification in the selection and retention
of employees, materials,supplies, contractors or subcontractors.
SECTION 10: INTEGRATED AGREEMENT
This agreement together with attachments or addenda represents the entire and integrated
agreement between the County and the TCC and supersedes all prior negotiations,
representations, or agreements written or oral. This agreement may be amended only by written
instrument signed by both the County and the TCC.
APPROVED and signed this �2 2�r day of nti 2" ,2021.
JEFFERSON COUNTY
Attest: BOARD OF COMMISSIONERS
Carolyn allaway, Kate Dean, Chair
Clerk of the Board
Approved as to Form: TOURISM COO INATING COUNCIL
February 16,2021
Philip Hunsucker, ill Roney,President
Chief Civil Deputy Prosecutor
Page 4 of 7 Tourism Coordinating Council
•
EXHIBIT A
Proposed 2021 Tourism Coordinating Council Lodging Tax Services and Budget
TCC Proposed Busy& 2021
2021 Proposed•
Advrrti::irrg -Collateral S 34 p�
LodEsng List Placement in Getaway Guides, pf}p
Chines to Lodging List For Act.i t p Reprint 1 ()QQ
Opportunities S
Regional hhxs OfFenrv5s 1{!pip 1GamO
Filroichur o-Csistribrtion
�rht)H4i;ting t-
, � ma x;;,
inN� . r+n.s',>,i^ f a �i;, 1,a10
Ad Gaative Srrnric+ts 5,001
i itvrr1 '1 • - Marked=1.._._. i $ 818,500
5;Irin / alt Cnrrnlreikns 18,CO3
i_Oi fitrl Marketini _ ' 21,C0]
FAM four Support i 3 . .
Olympic Culinary Loop 5,500
Peninsula Tuurism Sur+n�t Coll r<E hih-Minn 2.G00
WTA Participation ir�pp
Y'ar•A,sound ICCCa*npalgn, li,E
Value Seasons Ttc C,ampalgrts Z3,r I
Olympic Peniresut;►Tourism Corot_ *Programs 5 42.000 1
ETC
Sustainable Tourism effort WACO +
Pr.,fessinr-a!Sc'eiC:*; $ 40,500
,
I Cr?brt'inetiQr,:;rt hr-,r;•,'tinE, e!'G ry,91: 34,5CO
1 Xr l t.FC15:4159,Cop1435.; f?i:!;^\pH'i>)!a '"'Z-- iS•O
- _1.~__ �05,,4 }
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,FSJN!`!NG 'Sr,>Llef?Co,LTaCasr rritatlocation - 5_ 141,41O
$141,450 is in addition to the $63,550 carried over into 2021 from 2020,
which carry over may be expended throughout 2021
Page 5 of 7 Tourism Coordinating Council
Exhibit B
Jurisdiction Lodging Tax Reporting Form - To Be Submitted to Jefferson
County Administrator's Office
No Later than February 28th of each Year
Ladgiug Tax Reporfiug Form
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Page 6 of 7 Tourism Coordinating Council
LTAC Yearly Reporting
Definitions/Instructions
Activity Type: Event/Festival: Short-term activity occurring between specific dates (e.g., 4th of July celebration, local marathon)
Facility: Municipally -owned facility that operates some or all of the year (e.g., county historical museum, convention
center)
Marketing: Activity that provides information to encourage visitors to an area; is typically a year-round activity but
may also operate for less than a full year.
Activity Date: Activity beginning and ending dates.
Actual: Persons estimated to have actually participated in event/festival or visiting a facility. For marketing activity, enter
the number of persons estimated to have actually visited area as result of marketing activity.
Projected: Persons expected to participate in event/festival or visiting a facility. For marketing activity, enter the number of
persons expected to visit area as result of marketing activity.
Methodology: Select the methodology used to estimate the actual number of visitors/participants.
Direct Count: Actual count of visitors using methods such as paid admissions or registrations, clicker counts at
entry points, vehicle counts or number of chairs filled. A direct count may also include information collected directly
from businesses, such as hotels, restaurants or tour guides, likely to be affected by an event.
Indirect Count: Estimate based on information related to the number of visitors such as raffle tickets sold, redeemed
discount certificates, brochures handed out, police requirements for crowd control or visual estimates.
Representative Survey: Information collected directly from individual visitors/ participants. A representative
survey is a highly structured data collection tool, based on a defined random sample of participants, and the results
can be reliably projected to the entire population attending an event and includes margin of error and confidence
level.
Informal Survey: Information collected directly from individual visitors or participants in a non-random manner
that is not representative of all visitors or participants. Informal survey results cannot be projected to the entire
visitor population and provide a limited indicator of attendance because not all participants had an equal chance of
being included in the survey.
Structured Estimate: Estimate produced by computing known information related to the event or location. For
example, one jurisdiction estimated attendance by dividing the square footage of the event area by the international
building code allowance for persons (3 square feet).
Other: (please describe)
Overall Attendance: Total projected and estimated actual attendance recorded for event, facility or resulting from marketing activity.
Total Attendees Traveling 50 miles or more:
Total: Total projected and estimated actual number of visitors traveling more than 50 miles to attend event or facility. For
marketing organizations, report visitors traveling more than 50 miles to visit area.
Of total, attendees who traveled from another state or country: Of the total projected and estimated actual number of
visitors traveling more than 50 miles to attend event or facility or visit area, report projected and estimated actual number of
visitors who traveled from another state or country.
Attendees who stayed overnight:
Paid Accommodations: Total projected and estimated actual number of visitors staying in paid lodging establishments such
as hotels, motels, bed and breakfasts, etc.
Unpaid Accommodations: Total projected and estimated actual number of visitors staying in unpaid accommodations such
as family and friends.
Paid Lodging Nights: Total projected and estimated actual number of paid lodging nights. One Lodging night = one or more persons
occupying one room for one night.
Page 7 of 7 Tourism Coordinating Council
CONTRACT REVIEW FORM
CONTRACT WITH: Tourism Coordinating Council TRACKING NO.: BOCC 2021-09
(Contractor/Consultant)
CONTRACT FOR: 2021 Lodging Tax Funding TERM: 12/31/21 __
COUNTY DEPARTMENT: County Administrator nECEIVECF
For More Information Contact: Philip Morley JAN 2 7 2021
Contact Phone #: Ext.383
JEFFERSON COUNTY
RETURN TO: Leslie Locke RETURN BY: ASAP COMMISSIONERS
(Person in Department) (Date)
AMOUNT: $141,450 PROCESS: 0 Exempt from Bid Process
0 Consultant Selection Process
Revenue 0 Cooperative Purchase
Expenditure 0 Competitive Sealed Bid
Matching funds Required 0 Small Works Roster
Source(s)of Matching Funds ❑ Vendor List Bid
❑ RFP or RFQ
0 Other
Step 1: REVIEW BY,LtI .,
Rev y: 77117.6(.? �
Date( evi
APPROVED FORM ❑ Returned for revision(See Comments)
Comments
Step 2: REVIEW BY PROSECUTING ATTORNEY
Review by: ` - "" " - Philip C. Hunsucker
Date Reviewed: February 16,2021 Chief Civil Deputy Prosecuting Attorney
0 APPROVED AS TO FORM ❑ Returned for revision(See Comments)
Comments
Step 3: (1f 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.)
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 22,2021
SUBJECT: AGREEMENT re: 2021 Hotel Motel (Lodging Tax) Grant Funding; In the
Amount of$141,450 Tourism Coordination Council
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:
Tourism Coordination Council $141,450
RECOMMENDATION:
Approve and sign the agreement.
' D BY:
�p M• unty J\dminist or Date: