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HomeMy WebLinkAbout082321ca07 Consent Agenda Commissioners Office JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Mark McCauley, Interim County Administrator FROM: Adiel McKnight, Executive Assistant DATE: August 2021 SUBJECT: AGREEMENT, Amendment No. 1 re: 2021 Supplemental Lodging Tax Grant Funding; In the Amount of$60,000 for a Total of$201,450; Tourism Coordinating Council STATEMENT OF ISSUE: The proposed supplemental agreement provides additional grant funding to the Jefferson County Tourism Coordinating Council for the promotion of tourism and ongoing preservation of Jefferson County's heritage. The Lodging Tax Advisory Committee (LTAC) met on August 3, 2021 and reviewed the Tourism Coordinating Council's request to fund an additional amount of$60,000 for promotional needs. LTAC members approved a supplemental amount of the funding request and are recommending the Board of County Commissioner's to amend the agreement with Tourism Coordinating Council to include the additional $60,000 for a total of$201,450. FISCAL IMPACT: Tourism Coordinating Council $60,000 RECOMMENDATION: Approve and sign the amendment to agreement. REVIEWED BY: 7/1/Vv7 -"tie"t.1:1-Z1 r/Vii Mark McCaule /nterim County Ad drt ator D . CONTRACT AMENDMENT #1 By and Between JEFFERSON COUNTY and TOURISM COORDINATING COUNCIL For Hotel -Motel Funding 2021 This: Amendment #I is by and between JEFFERSON COUNTY (hereinafter known as "COUNTY"' and the TOURISM COORDINATING COUNCIL (hereinafter known as "TCC"). WHEREAS, the COUNTY and the TCC entered into an Agreement on February 23,,2021 for Hotel -Motel mme WHEREAS, the parties dee to amend the terms of that Agreement; and WHEREAS,, on July 26i, 2021 the Jefferson County Lodging Tax Advisory Committee (LTAC) was advised that additional Lodging, Tax revenue was projecited to be available for appropriation in 2021 without reducing historic fbnd balances; and WHEREAS, the LTAC reviewed and recommended $60,000i in additional funding be awarded to the TCC to ImIld W2 11* N1211 I Ito I r NOW', THEREFORE !� I F IS AGREED BETWEEN BOTH PARTIES AS NAMED HEREIN that the Agreement eixecuted on February 23, 202 1, is hereby amended as follows: Paragraph 5. Is added to "Section I -. Services To Be Performed" as follows.- 5. The TOURISM COORDINATING COUNCIL shall use its capabies and utilize an additional $60,000 of ffinding provided under ►this Agreement to perform the toun*sm promotion services consistent with Exhibit A" , attached hereto and incorporated herein for marketing. Work performed consistent with Exhibit C prior to tk-- exeicution of the Amendment #I is hereby ratified. 2. Paragraph 3. of "Section 3: Responsibility Of Jefferson County " of the February 23, 2021 Agreement is hereby amen&4.?_.s follows: F644 Approved as to Form-, Philip Hunsucker, Chief Civil Deputy Prosecuting Attorney 1,61ify"11,11 t4 1XII oil Kate Dean, Chair a0 nw'mm, Funding'i ifle: Jefferson County Tourism Marketing Coordinating Council Funding Dates: August 15 - December 31, 2021 Amount Requested: $ 60,000 TYPE OF PROPOSAL: TOURISM PROMOTION/MARKETING ffttl_lw7JllINtlWwlW I I M W ILM I I MINN 4 *j lVol 1. U.4 I I Vol t MAMI MAN 1101 . . . . . . . . . . ALUM. MUM fp I wow_ te, AGREEMENT FOR 2021 HOTEL-MOTE1, FlINIDING FOR TOURIS?M SERVICES TOURISM COORDINATING COUNCIL 1'his Agreement is by and between JEFFERSON COUNTY ('hereinafter known as "C0L.,'NTY" and the 10 UN ­ Y RA.' (hereinafter known as "Tcc"). W14EREAS, the TCC is established by the Board of County Cornmissioners, through Resolution Nio. 78-03 and its members are appointed by Board of County Commissioners-, and t # WHEREAS., the Jeff�rson County L..Oclglng, 'Tax Advisory Committee reviewed and recommended fundingthe lodging, tax proposal'by the 1"ourism Coordinating Council to 'implement a strategy for the unincorporated area of jefferson County, to promotetourism acti,vitie-sl IN CONSIDERATION of the mutual covenants and agreements herein it is agreed by the parties as follows: T'he TCC shall use its capabilities and utilize t,he fwiding provided wider this agreement to continue and update the ongoing performance of the f,"oflowillg WUnsm, romotion services I P 'as outfined below: Adopt and Implernent a tourism marketing and promotion, strategy -for the, unincorporated a,rea of Jefferson County, consistent with the proposed TCC Lodging 'Tax services and I budget, a copy of which is incorporated herein and attached hereto as Exhibit A. 2, Be thefiocal point for community involvement, act as a clearinghouse for community, organizations, and,participate in planning (and strategizing for tourism prornotion. 'A 3 C I oordinate with the City of Port 1"own,send, State of Washington, [Jnited Sultes (iovemmentrand other PLIblic and private agenci , es in the use of Hotel Wtel _1'ax funds: and the promotion, OfWLtrisni, activities. 4, In recogn.1tion of the unavoidable disruption to tourism actiy'ifies firorn the COVID- 19 pandemic, the'r(,".(.." tnay subSfitUte othier Promotion Services in"20,21 in using the tilnding 'ded through this Agreement upon prior presentatlon ot. an itemized list t(,,) the LodgI119 Tax'm"vevote Aecmndghat C(11 the'"I'I", proceed with, the proposed substitutiOtl,, I'll SU,ch case no arneridin,ent to this I Agreernent shall be reqUIred wid the]"C(" may Use the ftlliding to perf(:,,,rm the substitt,ae Servi2 1, On or, before January 3 1, Apnd 30, July 31 October 31, 2021 and January 3:1, 2022, provide to the COUN'TY: 4 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 "FCC activities consistent with thi's Agreement. 3 F'or a mintmurn 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 Fundng provided by this Agreement may only be expended on the services described in Section I of; this Agreement. Any nionies used tbr other services or purposes shall be 4 refunded to; Jefferson County. Any m,on'tes under -expended, of the total ftmding allocated under this Agreement shallbe retained in the Fund 125 Flotel/Motelfijnd balance. SECTION 3: RE SPONSIBILITY OF JEFFERSON COUN'IFY The COL;N'r'y acknowledges that per the '41.020 Agreetiw.nt, 'Amendaient No. 2 dated December'7, 2020junding in the amotlnt of $613,550 will'be made available to the "I"C"C' during the first quarter of 202 1. Punsuant to this 202 .1 Agreement, the'F(I'(.1, rnay ex. et' id the amOLUIt carried, over from 2020 throughout 20,2- 1. '"Me C0L..,rNT`Y \A,,,Ill pro vide f,�inding from Hotel-, Motet 'Tax receipts to be Used ITI ,support ot" their resporisibilities as defiiied under tfiis o I reetnellt. 4 3-: Said funding ls'tn the sum of $141,450 �for 2021 which is in addibon to the amount carried over into 2021 ftom 202O.Paytnerit is tobepredicated on submittal of reports defi,ned in Section I Except as provided be;low in Paragraph 4, payment will be made by the COUN"J"Y upon receipt of an invoice on the next available billing cyele. ,4, `Fhe County shall establi'sh a 14 'und 125 revolving checking account, and the County Administratorl, s Office may use it to pay, time -sensi tive orders and invoices for services consistent with s Agreement, and that require payment sooner than a nonnal County billing cycle. SECTION 4.- TERM "'I"hi.s Agreement shall be for a term of one year, conunencing �", on J amliarN,, .-",,-,�,�,,.",,L,,, "-()') I and ending on xcept for the repoils referenced M Section 2, due January 31, 2022 and February 28, 2022. SECTIGN 150- ASSIGNMENT El"ther party to the agreement shall not assign this Agreement, except by signed amendment. SE---CTION'60- MODIFICATION 11-1--��—".,�,,,"''--,-µ-.-"----�-,-"""-�,.,-,-"-, This Agrcernentniziy be; moed by n,iutual written agreement executed by both partit.,,s. SE4C`T10N'7** 14-1," 1 NATION' SEC110N 8- COMPLIANCE WITH LAWS 1"he "T"C"C'shall coniplv NN,*th al Federal, State, and local laws and ordinances applicable to the workto be done t,,indet- this Agteernent, -riiis,Agreenient shall he intet Treted, and conStmied in accord with the Jav�,,s of" t-he S,tate of"Washi"n C111d venue shal I 'be in Jefl-lerson, (.,ount ('.1 Wr' a, s h irt g t or), gtotl "' Y *i"his agreement together with attachments or addenda represents the einti,re and integrated agreement between the County and,the TCC and supersedes all pnor negotiations, representations, or agreernent,s written or oral. This agreement may be w-nended only by written 4 instrument signed bly both th, e County and the TCC. Approved asto form-, February �16, 2021 Philip Hunsucke'rl ChiefCivil Deputy, Prosecutor I'OtiRISM COO INATING COUNCIL. '00 r v 41,11 Roncy, President EXHIBIT; A Proposed 2021 Tourism Coordinanng Council Lodging Tax Services and Budget $141,450 isin addition to the $:63,550 carried over to 2021 from 2020, whiCh carry over may be expended throughout 2021 W" txhl*bl*t B a OEM soft Jurisdiction Lodging i ax Keporting Form - To Be Submitted to Jeffersoin County Administrator's Office No Later than February 28th; of each Year Lott 9m* Tax Reporting Form g chgms" mmmmii; fiuukag topvmots -.pecul 4mvos mwi %mum-mbftd xcft%-M*-O duough Wimr.m-mlated &ctlmw,., <nm*4 Of' -.POu-1Xw*4 by non-pwfif Orpaimanow or tho local jaa;4d��.W* requ"eid I* CmVl*tt +a-, fonn forE.-V H actnuv Yw, T, e "'baid Ow M� LMM� 0 L4CA: 0: fm� Tv 0 0 3 A-mviv *N,'*=* A Acmvin Tv mW evva. rw 0 F ".m Ovwwwr ,J Ac=tv End Dque roW "-- oss" I Amaw Rmizisd*d: S ; Amv= A=dAd I T cam# 001to I r9b= I N'umw of Artw-dsw� "AU: TinreLed �N� 34*1 or MW , P, t ctlack OCR � 0 Dvw Cv=11 0 0 =�w ot AnwAmoi AU Trittod i= ArAdw Suit x vzrv- bOd=%;y f ctock Ote 0 :,uvcr cv=* C) (>Ova swivve: 0 ,�v LodiOzw Tax VeiarhRtpaviia4 Dofmoiowm In:cructwis, N =e of btVtoi, Who prepu+,J, ?Apo:.! RE-R-&N TMS FOR-Nif TO- Tpffe! Oa ( Ounv AdUU11., �" von 0 Smeiet P 0 Part Town,erui. IWA 99.'�68 ,pefv.�*xcel tr DEADLINE Fobt,ux?,,% Page 61 of 7 "Fourism 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; i $ s 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 tout 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 too], 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 frectly from individual visitors or participants in a non-randolm 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) 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. F marketing organ izations, report visitors traveling more than 50 miles to visit area. I *f total, attendees who traveled from another state or country. Of the total projected and estimated actual number of visitors traveling more than 5O miles to attend event or facility or visit area, report projected and estimated actual number of visiitors who trave,led from another state or country. Attendees who stayed overnig Paid Accommodations: Total projected and estimated actual number of visitors staying in paid lodging establishments such as hotels, motels, bed and breakfasts, etc, i Unpaid Accom modal tions.- 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' Tourisini Coordinating Council CONTRACTREVIEW FORM r Age For More Information Contact: Contact Phone Exto 383 WT Y11- JEF, RS RETURN TOO Leshe LockeRETURN BY* ASAP M IS S 10 NE (Person Department) e Step 31, (It"required DEPARTMENT MAKES REVISIONS & RE.µ ; MI"'ri,.RISK MANAGEMENT AND PROS w U 1 ATTORNEY Step 4#0 fRACTOR/CoNSt.-JI-41"ANT SIG + w`" S Step 56 StfBMIT 1`0 BOCC F()R APPROVAI, Submit at,origi,�., w.,," o ,. ...,, Agenda ..: Request", e,.„-' d Reviecopies ul . n � µ x. .. Contract(s) i e . " a flr � � � , �.., " Place ",.. gr all . � ce e Tw rieled's, to sign.. se;'t Agenda Office N mmuc 40 TO Board of County Commisswners Philip Morley, County Administrator FROM: Adiel McKnight, Executive Assistant 0 DATE: February 22, 2021 SUBJECT:sAGREEMENT re: 2021 Hotel Motel (Lodging Tax) Grant Fundingl: In the Amount of $141, A50 To;un"'sm, Coordination Council "rhis agreement provides grant funding for 2021 to certain non-profit agencies for the promotion of tourism and ongoing preservation of"Jefferson County's heritage. Thiisfunding has been, 'budgeted, ftom the Hotel I Motel (Lodging Tax) Fund, as recommended by, the Lodging Tax Advisory Committee. FISCAL IMPACTO 11 I'll It Tourism Coordination CouncIl $1,41 �450 V RECOMMENDATION., Approve and sign the agreement. R Ile' s 4mini,, o 1P M �­Ieyl unty /\d t :or Da . ...... ....