HomeMy WebLinkAbout082321ca09Consent 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 23, 2021
SUBJECT: AGREEMENT, Amendment No.1 re: 2021 Supplemental Lodging
Tax Grant Funding; In the Amount of $10,906 for a Total of $39,746;
Quilcene Historical Museum
STATEMENT OF ISSUE:
The proposed supplemental agreement provides additional grant funding to the Quilcene Historical
Museum 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 Quilcene
Historical Museum's request to fund an additional amount of $10,906 for promotional needs. LTAC
members approved a supplemental amount of the funding request and are recommending to the Board
of County Commissioner's to amend the agreement with the Quilcene Historical Museum to include
the additional $10,906, for a total of $39,746.
FISCAL IMPACT:
Quilcene Historical Museum $10,906
RECOMMENDATION:
Approve and sign the amendment to the agreement.
REVIEWED BY:
ZarkMcCaule terim County Administr ate:
CONTRACT AMENDMENT # I
By and Between
JEFFERSON COUNTY
and
QUILCENE HISTORICAL MUSEU
For Hotel -Motel Funding 2021 1
This Amendment #I is by and between JEFFERSON COUNTY (hereinafter known as "COUNTY" and the
QUILCENE HISTORICAL MUSEUM.
WHEREAS,, the COUNTY and the QUILCENE HISTORICAL MUSEUM entered into an Agreement on Marcll
222021 for Hotel -Motel Funding in 2021 - and
WHEREAS, the parties, destre to amend the terms of that Agreement; and
I &"
—""AEREAS, on July 26, 2021 the Jefferson County Lodging Tax Advisory Committee (LTAC�)i was advised that
additional Lodging Tax revenue was projected to be available a in 2021 without reducing historic fund
balances; and
WHEREAS, the LTAC met on August 31, 20121 and approved recommending $10,906 in additional funding to be
awarded to the QUILCENE HISTORICAL MUSEUM to support greater delivery of services, under the Agreement,
V W
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APPROVED and signed this day of August, 2021.
JEFFERSON COUNTY
Attest: BOARD OF COMMISSIONERS
Carolyn Gallaway, Kate Dean, Chair
Clerk of the Board
Approved as to Form.- QUILCENE HISTORICAL MUSEUM
Philip Hunsucker, Authorized Official
Chief Civil Deputy Prosecuting Attorney
X r e r,rc4io;,,
C
AGREEMENT FOR 2021 HOTEL, -MOTEL FUNDING FOR TOURISM SERVICES
QUILL N HISTORICAL MUSEUM�m
4 This Agreement is by and between JEFFERSON COUNTY (hereinafter known as
#COUNTV and the: ILCENE HISTORICAL MUSEUM ('hereinafter known as, "MUSEUM").
WHEREAS, the MUSEUM is a non-profit corporation ot the State of Washington,, an,t
0
WHEREAS, the COLNTY desires to promote toun'sm by documenting, preserving and
displaying County heritage for the benefit of its residents and to encouragetourist interest in
ill
Jefferson County, as authon*zect I ny Chapter 67.28 RCW and Jeff�rson County Code Chapter 3.25
and
WHEREAS, the Jefferson County Lodging Tax Advisory Committee reviewed and
recommended funding the lodging tax proposal by the Quilcene Histonical Museum 'to promote,
operate and maintain the museum as a cultural resource and tourism destination, and to provide
information to tourists and residents about the local area-,
IN* CONSIDERATION of the mutual covenants and agreements herein it is agreed by the
parties as follows-,
SECTION 1 0- SERVICES TO BE PERFORMED
am"INNFAM"I
The MUSEUM'shall, use its capabilities and utilize the funding provided u,nder this agreement to
continue and update the ongoing performance of the follow�ing tourism promotion services
consistent with the Itemized Ust of Proposed Tourism Promotion Services and Lodgingrax
Budget a copy of which, is incorporated herein and attached hereto as Exhi*b1t A. -
I Operation of the Quilcene Flisto6cal Museum and programs, including:
a. Care of the collection, for its long-term maintenance.
b. Outreach to County residents through educational 'Programs and Museum exhibits
regarding cultuxal and natural heritage.
c,, Continued documentation of County heritage through collecting, oral history, research
and other means.
d., Advocacy of heritage preservation through all aval*lable means including, the
enhancement of'hen*,tage based tourism for the economic development of the County'.
2. Be a point of" contact for the Jefferson County Tourism Coordinating Council for support
and participation in tourism promotional acts v,itie&- assist in developing regional
promotional material in co nj unction with other Chambers of Commerce and the Tourism
Coordinating Council,
3. Respond to specific requests referred by the Olympic Peninsula 'YOU rism Commi,ssion,
the Jeffierson County Toun'sm Coordinating Council and, all, other Jefferson County
visitorls centers and Chambers of Commerce.
Page.1 ()C9 Quilcene Flist,(")rical kftlSellni
01 ,
vacancies occur, recommend potential representatives and alternates for i*ncl usion 'with,
other candidates for consideration by the Board of County Commissioners for appointment
to the Tourism Coordinating C'otincil to represent the Quilcene region.
On or before January 3 1 - April 30; July 3 1, - October 31, 2021 - and January 31, 2022,
vro p *e to the COUN"ry.. id
. . . . . . . . . . . . . .......... ........
2. On or, before January 31, 2021 (OR upon execution, of this agreement) and July 31,, 202 1,
p
r*de to the COtJNry-. ovi
o A billing statement requesting payment of Hotel-Motel'Fund'ing for the current half'
year.
3. For a minimum of six (6) years, maintain documented proof of payments made,, contracts
executed, and other expenditures authorized under thi si Agreement. Upon reasonable
We access to County or State r;epresentatives to audit those reco
notice, p:rovi I r
4. Funding provi'ded by this Agreement may only be expeinded on the services described in
Section I of this' Agreement. Any monies used for other services or Purposes shall be
0
refunded to Jefferson County. Any monies under -expended of the totalffinding allocated
underthis Agreement shall be refunded to JeMrs,on County by January 311, 202;12.
Ilk
;I I Kry
LUMANAM
facifity and ever i*,ght stays in fuse)
d. Estimated lodgi*ng stays. ("Lodging" refers to commercial lodgi'ng such as hotels,
motels, resorts. bed and breakfasts,orcmeI cgrouds).
Page: 2 o1`9 Quilcene is:icy ILMUSeUlil
SECTION 4** TERM
This Agreement shall be for a temi of one year, commenci, g on Januz
n M, 1., 202 - 'I - and ending on,
December 31, 202 1, except for the reports referenced in Section 2, due January 3 1, 2022 and
February 28, 2022. All activities performed pursuant to this: Agreement within its, tenn and prior to
its execution are hereby ratified.
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
Page, 3 o1`9 ()Liflcene flistorical MUseL11"n,
SECTION 9: INSURANCE
J'he MUSEUM shall obtain and keepIn force during the term of the Agreement, or as, otherwise
required, the following insurance with companies or through sources approved by the State
Insurance Cornmissioner pursuant to RCW 481.
Worker's Co sation and Empl,oyer's Liabill; a # I I
jX Insurance•s requirea, oy the State of
Washington. The MUSEUM shall maintain Workers' Compensation coverage as
required under the Washin ton State Industrial'
9 Insurance Act, RCW'Title 5 1, for all
MUSEUM employees, agents and volunteers eligible for such coverage under the
Industrial Insurance Act.
4
2. GlIerieral 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 boduy iqlury,mcluding death
and property damage, unless a greater amount is speci fied in the contract specl f7ications.
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 exclUSton;
b. PersonalInjury Liability, including extended bodily injury;
C. Broad Fomi Contractual/Cominercial Liabifity_-- including:completed operations,;
d. Premises — Operations,Liabi'lity
Nge 4 of 9 QuIlcenc.1-listorical NNIUSeUnl
e. Independent Contractors and subcontractors';
f Blanket Contractual Liability.
The County may,upon the Contractor's failureto 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 polic
obtained by the Contractor: refers to an endorsement (b y number or name) but does not provide
the ftil], text of that endorsement,, then it shall be the obligation of the Contractor to obtain the ffii
text of that endorsement and forward that full text to the County. I
All insurance policies obtained 'by MUSEUM in, order to comply with this Section shall be
primary, and non-contributory as against any coverage provided through any memorandum of
t I
coverage for thirdparty liability claims or actions, obtained and retainea oy the County through, a
4;4 0
Ch. 48.62 RCW Risk Pool."
Page,- 5 ot'9 QuIlcetie Histori,cal Muse'Urn
SECTION 11 ., COMPLIANCE WITH LAWS
The MUSEUM 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.
Nil
111��ii wax
This: agreement together with attachments or addenda represents the: entire an, d integrated
agreement between the County and the MUSEUM and supersedes all prior negotiations,
repre sentat ions,, or agreements written or oral. This agreement may be amended only by written
0
instrument signed by both the County and the MUSEUM.
APPROVED and signed this day of 202 L
Attest. -
Po
Carolyft"Gallaway,
Clerk .ate Board
Approved as to Form. -
Philip Hunsucker,
Chief Civil Deputy Prosecutor
BOARD OF COMMISSIONERS
to Dean, Chair
6 of" 9 Quilcene 1-fistorical Museuni
E`XHIBIT A
Itemized List of Proposed Tourism Promotion Services and Lodgiing Tax,Budget
Iteudzed', List of Proposed Tourism Promodon Strvices, 2( 1
1 , Visitor Event Support & Inkrmabw
s�:nage exNbits;
0
boxhures cmwerweOm
11101 1111mwpimil
[3. Museum web*Sites & SocW Media tSP Phone wafto mwomo c*4 # wis s5m,, i6000
dmia' "isi, ,tjpgr & rmWnt (xi, enhamajwq� *th links to JWo Wcong, dining and ever*
14. mu"W" IFXP"" 00do 0 "m "Its"
Travel / cor*rerices
confiNemm I conven"i i Meeting
(A)
Mumm Expetm C�ode #661,30
Of fwie Expenses, Pro��!ram
Munum Experoo Co4 ONVI
s � , , , I ,
mu"01, m, EXPO "Ise cod$ 46195
Office Expemse,
mus"m E
xPOO'SO code #64265
"'A"":
2A,
Roslj�,,,p, AdmatistraI ton
musau m" Ex"pine, C04, #66267
"1"
Prtnfing rawd Copytng,AA'Jvjtr
MuseumE)wnse Code #66269
$
TOTAL, LTAC 2w a , ,ti 1A acRit,
tc , Pvj useum t, tr 'fion
$28840
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DEADLINE 'Stb,,affa-ch Repo rrm Y
Lig", C 8 o t, 9 Quilcene [,,Iist(,)rica,l NNILLse'uni
LTAC 'Yearly Reporting
*,to
Definitions/Instruetbluffs-
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 actuallyparticipated in event/festival or facility. For is g a marketing activity, enter
i in 1, '1
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 visi,tors/participants.
Direct Count- Actual count of visitors using methods such as paid admissions or re�gistrations, clicker counts at
entry points, vehicle counts or number of chairsfilled. 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.- friformation 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 reliabily 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-randorn 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 incl,uded 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 descri,be)
Overall Attendance: Total projected and estimated actual attendance recorded for event, facility or resulting from market i ti,,gy activity
W
Total Attendees Traveling 50 miles or more. -
Total: to projected and estimated actual number ot'visitors traveling more than 50 miles to attend event or facility. For
rnarketing organizations, report visitors traveling more than 50 miles to visit area.
Of total, attendees who traveled from another state or country,: Of the to 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 aCtLial number ositors staying in paid lodging establishments such
,41s hotels, motels, bed and breakfasts, etc,
Unpaid Accommodations-, 'Total projected and estimated actual number of visitors staying in unpaid accommodations such
as family and ffiends.
Paid Lodging Nights: '17otal projected and estimated actual number of,paid lodging nights. One L,od,ging night one or more persons
occupying one room, for one night,
Pa,�,,),e 9 of 9 Quilcerle Hist(I)rical \/luseu,'m
JE'r FERSON COUNTY
BOARD OF C6U'NTY COMMISSIONERS
0 40 a
TOO Board of County Commissioners
Philip Morley, County Administrator
FROMO Adiel McKnight, Executive Assistant
,DATE*, March, 22, 2020
SUBJECT, AGREEMENT re: 2021 Hotel Motel (Lodging Tax) Grant Funding; In the
Amount of $28,840 Quilcene Histon* cal 'Museum
0
STATEMENT OF ISSUE.
This agreement provides grant funding for 2021 to certain non-profit agencies tor the promotion of
tourism and on ing pre: a ^ 1 0
,go servtion of Jefferson County':s hen4age. This turicting has beenbudgeted from
rVIn N V1111 1 0
the Hotel Motel (Lodging i ax) P und, as recommended by the L',oaging Tax Advi sory Committee.
FISCAL IMPACT,:
Qu cene Historical Museum S28,840
0
RECOMMENDATIONIN
IN*
Approve and sign the agreeme�nt.,
WED-PY0
0,001,
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� ... .... . ie
ty Date.-
ilip Morl9y"',", dmin istra or
CONTRACT REVIEW FORM
CONTRACT WITH, "'',Quilcene Historical Museum TRACKINGNO., BOCC2021-11
(Contractor/Con,sultant")
CONTRACT FOR, 2021 Lodging Tax Funding TERM#* 12/31/21
Kf,
w..,OUNTY DEPARTMENT: Qmn!y Ad, mmIl Nir
AMOUNT. $28,840
Revenue
Expenditure
0
Matching funds'Required
Source(s) of Matching Funds
R,4"view" by
kevi"
APPROVED FORM
4mi c- n. t s
oo
Coll, 11
PROCESS: 11
Exempt from Bid Process
11
Consultant Selection Process
El
Cooperative purchase
1:1
Competitive Sealed Bid
11
Small Works Roster
0
Vendor List Bid
0
RFP` or RFQ
11
Other
El Retu"'mi"i" ..... .... . e"d fior revis, , ion (See Comments)
?"J . ........iG
0, 1'0� O'1
. reqUir
Step 3.0 (It' * ed) DEPARTMENT MAKES REVISIONS & RESUBM"ITS TO RISK
MANAGEMENT AND PROSECUTINGATTORNEY
Step 40* CONTRACTOR/CONSULTANT SIGNS APPROPRIATE NUMBER OF
ORIGINAL4S
ow
P
Ste. SUBMIT TO BOCC FOR APPROVAL
Submit original Contract(s), Agenda Request, and Contract Review t"orni. Also, please send 2 copies, of '
just,the Contract(s) (with the originals) to the BO(IT Office. Place "'Sign [-1ere"' markers on all places the
BOCC needs to sign.
ML]ST be in BOCC Office by 4-30 ptn,, "11.1 SL) Y t*or the R,)Ilowing 1%4onday's agenda,
(This foriti to stay with contract throughout the contract review process.)
1*1