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HomeMy WebLinkAboutQuilcene Historical Museum, Amendment No. 1 $10,906 - 082321 L345 toil 14-1 �,(US . � 1� 4 Cit el- f CONTRACT AMENDMENT#1 By and Between JEFFERSON COUNTY and QUILCENE HISTORICAL MUSEUM Fo For Hotel-Motel Funding 2021 This Amendment#1 is by and between JEFFERSON COUNTY(hereinafter known as"COUNTY"and the OUILCENE HISTORICAL MUSEUM. WHEREAS,the COUNTY and the QUILCENE HISTORICAL MUSEUM entered into an Agreement on March 22,2021 for Hotel-Motel Funding in 2021; and WHEREAS,the parties desire to amend the terms of that Agreement;and WHEREAS,on July 26,2021 the Jefferson County Lodging Tax Advisory Committee(LTAC)was advised that additional Lodging Tax revenue was projected to be available for appropriation in 2021 without reducing historic fund balances;and WHEREAS,the LTAC met on August 3,2021 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; NOW,THEREFORE,IT IS AGREED BETWEEN BOTH PARTIES AS NAMED HEREIN that the Agreement executed on March 22,2021 is hereby amended as follows: 1. Paragraph 6 is added to"Section 1: Services To Be Performed"as follows: 6. The QUILCENE HISTORICAL MUSEUM shall use its capabilities and utilize an additional$10,906 of funding provided under this Agreement to perform the tourism promotion services consistent with Exhibit B attached hereto and incorporated herein for marketing. Work performed consistent with Exhibit B prior to the execution of this Amendment#1 is hereby ratified. 2. Paragraph 2.of"Section 3: Responsibility of Jefferson County"of the March 22,2021 Agreement is hereby amended as follows: 2. Said funding for the performance of services in Exhibit A is in the sum of$28,840 for 2021. Semi-annual payments of$14,420 will be made the first and third quarters of 2021. Payment will be made by the COUNTY upon receipt of an invoice on the next available billing cycle. An additional amount of$10,906 will be paid in a lump sum to the QUILCENE HISTORICAL MUSEUM upon execution of this Amendment#1 for the performance of the services in Exhibit B for marketing on the website and social media. Payments are to be predicated on submittal of reports defined in Section 2,and upon receipt of an invoice. The total 2021 Hotel- Motel amount will not exceed$39,746. 3. All other terms and conditions of the original Agreement executed on March 22, 2021 will remain the same. APPROVED and signed this day of August,2021. JEFFERSON COUNTY Attest: BOARD OF COMMISSIONERS Carolyn allaway, O Kat an,Chair Clerk of the Board Approved as to Form: QU CENE HI RI MUSEUM :., ..x August 16, 2021 G�►�, PhilipHunsucker, {, Authorized icial Chief Civil Deputy Prosecuting Attorney $t47 (/y14yy) MCC/0000 EXHIBIT B QHM 2021 LTAC Supplemental Proposed Tourism Promotion Services Promotional Info, Conveniences $1,225.00 Direct Mail Campaign Awareness Mailing Campaign-B2B, B2C in WA, OR, ID, CA, AZ Design Postcards- By Point Wilson Printing 5,000 Printing, Postage & Distribution-by Olympic Mailing Services Cooperative Partnerships Web, Social Media, ISP, & Phone $9,281.00 Security System Service Surveillance and monitoring system for collection security Special Events Promotion& Marketing Professional Services, Projects $400.00 Total cost of services: S 10,906 /G���NISTORIt:,��G Quilcene Historical Museum l P 151 Columbia Street♦ PO Box 574 • Quilcene, WA 98376 www.quilcenemuseum.org• quilcenemuseum@olypen.com • 360-765-4848 Established April 21,1991 August 27, 2021 Dear Adiel McKnight, Enclosed is the signed original for AGREEMENT, Amendment No.1 re: 2021 Hotel Motel (Lodging Tax) Supplemental Grant Funding for Quilcene Historical Museum. I believe we are up to date with providing our quarterly reports. Please let me know if we owe you a report. We will be providing you with our latest Insurance Certification as soon as I can get a copy from the insurance company. Thank you for all that you do! qfht Marty McCullough Treasurer Quilcene Historical Museum 360-765-3420 Executive Board Christine Satterlee, Chair • Cleone Telling,Vice Chair • Larry McKeehan,Secretary • Marty McCullough,Treasurer Proud members of the following: National Trust for Historic Preservation • Washington State Historical Society • Washington Museum Association Jefferson County Historical Society • North Hood Canal Chamber of Commerce Washington Trust for Historic Preservation • Jefferson County Chamber of Commerce roNclssrBoard of County Commissioners oo� O� 1820 Jefferson Street p7 ti tel PO Box 1220 Port Townsend, WA 98368 &9s ,59 III NG � Kate Dean,District 1 Heidi Eisenhour,District 2 Greg Brotherton,District 3 August 24, 2021 Quilcene Historical Museum Brian Cullin P.O. Box 574 Quilcene, WA 98376 Dear Brian Cullin, Enclosed for signature are two (2) originals for AGREEMENT, Amendment No. 1 re: 2021 Hotel Motel (Lodging Tax) Supplemental Grant Funding; Additional Amount of$10,906 for a Total of$39,746; Quilcene Historical Museum Please sign both, keep one and return the second to: Jefferson County Commissioner's Office Attn: Adiel McKnight P.O. Box 1220 Port Townsend, WA 98368 • Please remember that on or before April 30; July 31; October 31, 2021 and January 31, 2022 you are required to provide to the County: A quarterly report of the use, services, programs and activities under this agreement for the prior quarter. • 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 by February 28t" of each year. • The Museum shall obtain insurance as outlined in the terms of the Agreement and provide a copy to this office. The certificate on file expired on 7/23/21,please update with this office. • Payment will be provided upon invoice, subject to the terms of the Agreement. Thank you for your assistance. Si erely, A iel c ight Executive Assistant Enclosure: Two (2) original copies for signature . Phone (360) 385-9100 Fax (360) 385-9382 jeffbocc@co.jefferson.wa.us 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 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: Aark McCaule terim County Administra ate:/ CONTRACT REVIEW FORM (INSTRUCTIONS ARE ON THE NEXT PAGE) CONTRACT WITH: Quilcene Historical Museum Amendment#1 (Name of Contractor/Consultant) Contract No. COUNTY DEPARTMENT: County Administrator Contact Person: Mark McCauley Contact Phone: Ext. 383 Contact email: mmccaulev anco.iefferson.wa.us AMOUNT: $10,906 PROCESS: _ Exempt from Bid Process Revenue: Cooperative Purchase Expenditure: .� Competitive Sealed Bid Matching Funds Required: Small Works Roster Sources(s)of Matching Funds Vendor List Bid _ RFP or RFQ Other: APPROVAL STEPS: STEP 1: DEPARTMENT CERTIFIES COMPLIANCE WITH JCC ;.++x+i AND CHAPTER -12.2 t RCW. CERTIFIED: N/A:1 11 Adiel McKnight or'g'°e,`;,7S: ;;`. 08/13/21 Signature Date STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE COUNTY (CONTRACTOR) HAS NOT BEEN DEBARRED BY ANY FEDERAL, STATE, OR LOCAL AGENCY. CERTIFIED: P N/A: ICI Adiel McKnight o ag;°e°,;, ;'.-0" " 08/13/21 Signature Date STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche): Electronically approved by Risk Management on 8/16/2021. 4: PROSECUTING ATTORNEY REVIEW(will be added electronicallythrough Laserfiche): STEP g Electronically approved as to form by PAO on 8/17/2021. Contract Amendment STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND PROSECUTING ATTORNEY(IF REQUIRED). STEP 6: CONTRACTOR SIGNS STEP 7: SUBMIT TO BOCC FOR APPROVAL 1 r m tunlvv, s, rerutn „2c,;4- AGREEMENT FOR 2021 HOTEL-MOTEL FUNDING FOR TOURISM SERVICES QUILCENE HISTORICAL MUSEUM This Agreement is by and between JEFFERSON COUNTY(hereinafter known as "COUNTY" and the QUILCENE HISTORICAL MUSEUM(hereinafter known as "MUSEUM"). WHEREAS,the MUSEUM is a non-profit corporation of the State of Washington; and WHEREAS,the COUNTY desires to promote tourism by documenting, preserving and displaying County heritage for the benefit of its residents and to encourage tourist interest in Jefferson County, 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 Quilcene Historical 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: SERVICES TO BE PERFORMED The MUSEUM 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 consistent with the Itemized List of Proposed Tourism Promotion Services and Lodging Tax Budget a copy of which is incorporated herein and attached hereto as Exhibit A: 1. Operation of the Quilcene Historical 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 cultural and natural heritage. c. Continued documentation of County heritage through collecting, oral history, research and other means. d. Advocacy of heritage preservation through all available means including the enhancement of heritage 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 activities; assist in developing regional promotional material in conjunction with other Chambers of Commerce and the Tourism Coordinating Council. 3. Respond to specific requests referred by the Olympic Peninsula Tourism Commission, the Jefferson County Tourism Coordinating Council and all other Jefferson County visitor's centers and Chambers of Commerce. Page: 1 of 9 Quilcene Historical Museum 4. As vacancies occur, recommend potential representatives and alternates for inclusion with other candidates for consideration by the Board of County Commissioners for appointment to the Tourism Coordinating Council to represent the Quilcene region. 5. In recognition of the unavoidable disruption to tourism activities from the COVID-19 pandemic, the MUSEUM 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 proceed with the proposed substitution. In such case no amendment to this Agreement shall be required and the MUSEUM may use the funding to perform the substitute Promotion Services in 2021. SECTION 2: RESPONSIBILITIES OF THE OUILCENE HISTORICAL MUSEUM 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 MUSEUM 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, 2021 (OR upon execution of this agreement)and July 31, 2021, provide to the COUNTY: • A billing statement requesting payment of Hotel-Motel Funding 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 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 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 MUSEUM. b. The amount of lodging tax revenue allocated for expenditure(whether actually expended or not) by the MUSEUM 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). Page: 2 of 9 Quilcene Historical Museum 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 MUSEUM 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$28,840 for 2021. Semi-annual payments of$14,420 will be made in the first and third quarter of 2021. Payments are to be predicated on submittal of reports defined in Section 2. Payment will be made by the COUNTY upon receipt of an invoice on the next available billing cycle. 3. The County recognizes that the original allocation to the MUSEUM 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 MUSEUM 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, 2021, except for the reports referenced in Section 2,due January 31, 2022 and February 28,2022. All activities performed pursuant to this Agreement within its term 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 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 MUSEUM 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, MUSEUM 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. Page: 3 of 9 Quilcene Historical Museum SECTION 8: HOLD HARMLESS The MUSEUM 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 MUSEUM's negligence or breach of any of its obligations under this Agreement; provided that nothing herein shall require the MUSEUM to indemnify the COUNTY against and hold harmless the 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 MUSEUM'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 MUSEUM's negligence, or the negligence of the MUSEUM's agents or employees. The MUSEUM specifically assumes potential liability for actions brought against the COUNTY by the MUSEUM's employees, or any other persons engaged in the performance of any work or service required of the MUSEUM 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 MUSEUM 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 The MUSEUM 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 Compensation and Employer's Liability Insurance as required by the State of Washington. The MUSEUM shall maintain Workers' Compensation coverage as required under the Washington State Industrial Insurance Act, RCW Title 51, for all MUSEUM employees, agents and volunteers eligible for such coverage under the Industrial Insurance Act. 2. 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; c. Broad Form Contractual/Commercial Liability— including: completed operations; d. Premises—Operations Liability (M&C); Page: 4 of 9 Quilcene Historical Museum 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 MUSEUM 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 MUSEUM under this Agreement shall not in any manner limit or qualify the liabilities or obligations of MUSEUM under this Agreement. SECTION 10: INDEPENDENT CONTRACTOR The MUSEUM and the COUNTY agree that the MUSEUM 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 MUSEUM nor any employee of the MUSEUM 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 MUSEUM, or any employee, representative, agent or contractor of the MUSEUM. The MUSEUM shall be responsible for all applicable withholdings, deductions, state industrial insurance, tax reports, business licenses, registrations, and all other obligations of an independent organization. Page: 5 of 9 Quilcene Historical Museum 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. SECTION 12: DISCRIMINATION PROHIBITED The MUSEUM 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 MUSEUM 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 MUSEUM. APPROVED and signed this day of At/iv( v , 2021. JEFFERSON COUNTY Attest: BOARD OF COMMISSIONERS CGS 1 �' (-741av6 a_ Carolyrf'Gallaway, Kate Dean, Chair Clerk of the Board d104011 Approved as to Form: QUILCENE HISTORICAL SST' �� '......,..�s 7/01/74 Philip Hunsucker, Authorized Official Chief Civil Deputy Prosecutor C 371/12 ,.0 ( zQiLry, /7/ lZ4�vt Page: 6 of 9 Quilcene Historical Museum EXHIBIT A Itemized List of Proposed Tourism Promotion Services and Lodging Tax Budget Itemized List of Proposed Tourism Promotion Services 2018 2019 - 2(121 12-15-2020 1. Visitor Event Support& Information Museum Expanse Code I 1$112 ia,040 ill,040 $6,84.5 signage exhibits newsletters brochures conveniences event materials 2. Co-operative Partnerships&Collaborations Naiseein Expense Code 6116118 $1120 $2500 $1,170 FAA1 tours,Culinary Loop,101&minty,CMIQ,Quicene Fair,Quilcene Alumni OPTC(Olympic PeninsiAa Tourism COMA,OPVB(Olympic Peninsula Visitors Bureau) Stale,Regional,&National mentioships,Chanters of Commerce,Lions"Club,Boy Scouts Quicene/&Moon Garden Ckib,educational&scholarship programs,Quicene Booster Club Children programs&events,Local Farms&Seafood producers Farmer Markets,Car&RV group tours,Victoriana tours&education 3. Museum web-sites& Social Media, ISP,Phone anew&pews Code 016118 $5000 36000 $1.364 domains,upgrades&maintenance,enhancement with links to JedCo lodging,dining and events 4. Special Events, Promotions, Marketing museum Expense Coate 84r20 $ 01! S/8:50 $6,650 Museum 2020 Season Opening(April) .14(rne d Spirits Tasting Fest'(Aug) Worthington Park/QFR'Easter Egg Hunt (April) 'Ouilcene Festival Weekend'(Sept) OHS Alumni Reunion exhibits(June) Worthington Park/OSD'Harvest Festive'(Oct) Worthington Park'Country Picnic'(June) Appreciation Dinner(Nov) Worthington Park Outdoor Movie Night(June.Aug) "Polar Express Festivar(Nov/Dec) "Quicene Gravel UnraverBike Trek(June) Community Lighting Festival(Dec) Worthington Mansion open house tours(June,July,Sept) Weicome the Holidays gala(Dec) Marketing Med./Ads£Promotion Roast Portfolio Packet 5. Professional Services.Projects leimwo Expense Cede lite6122 $3050 15050 3 $7,036 accessioning input Oral History Protect professional services Jefferson County history./culture publications facilities maintenance 6. Travel i conferences,postage,copies,office Conference;Convention/Meeting Museum Expense Code 066130 $1400 S2400 S775 Office Expenses,Program Museum Expense Cods 066$71 520C 3400 ;1 $150 Travel MISIMINI Expense Code 066195 $30C $300 , $0 Office Expense,Administration Museum Expense Code 1036205 5200 $500 , .t, $200 Postage,Administration liklIMIUM awes Code i66267 $500 ' $275 Printing and Copying,Admen Museum Equine.Code i16209 $11)0 $300 $150 TOTAL LTAC nig•2019 1 request for Museum tourism promotion/fealty £3.. 534,340 s2efe4o Page 7 of 9 Quilcene Historical Museum Exhibit B Jurisdiction Lodging Tax Reporting Form - To Be Submitted to Jefferson County Administrator's Office No Later than February 28 ' of each Year Lodging Ti Reporting Form Oration recerving fired,rty to promote fescrvaLs.special eveng and tourims-reLited activities through rouriim•-ieared facr.:Inaz owned or sponsored by non-profit ornr.-r.tion:-.or the Local;urvAiction ire required to complete±_ls fonn ti EAC H 3CC'Ary 1 Organization Name: Reporting Yam Spoeau Type((beck()M..' 0 501(cX3) C)5C.Iirca 6'. 0 Loci:Turiadictiran Ole.-:Ewl.mr.)- 3 Ameaty Name 4 Activity Type(Chick Otte): 0 Ea.mr.1. 1,4.• C. Markeimr• 5 Activity Start Dam": 3 Actitity End Doe' 7 Meg Thst al AL-Kitty S 3 Amoum l-amed S 9 Amours Awarded S 10 Overml Amendence• Number of Arendem Who Str- • i.mon5* Prtrected• a) Paopeced• b) Acitia b) Ataa c) Nietbodoktp(Chet One: 02arecr Cone c) NfetrodokcY(Check One): 0 Cirect Cow' °Indirect Cams' OReareiamitartve Stever 05ndirecr Count' ORepreseartive Survey' •Informal Surrey' 0 Structured Ear:mace informal Slaver °Scrummed Lamm' 41P• (Rep : Odra espJairr): 11 Nuniaer of Arrest:leer Who Tnyeied 5,3 Wes or More' 14?Amber Anecieei Who Stayed Ov.scir,hr zi Reif Accommodmar.:.•• a) Pacecteri• a) Projected' b) Annie' b) Arraa:• c) baelhaciainev• t Check Om; 0 Direct Cain:* c) MeModakay Chemii One): 0 aue..-.t 0.-EdirKr Cour' 0 Rapt-mamma:4 Surre..-' *Thimm.Cam' Recaesersaave.Survey' 7rfnrra my 0"*.auCuaai Emunne• Surt-er', Smarmed&mama' 0 Otter i,explam:: 0 Otlia-;ecplatn): 12 Number af.Artendees Who Trzveled iiitn Amber Sire or onr V Number of Pad boding Nighrs• a) Praerred• Prolemed* b) Arun' b) Arun* c) Mediodaeor.•Ctera Oce: 0 Direct cMethedokspy fCheck One): 0.73rml. 0 indirmt Costar' ..JRcreiduaraave Survey' 0 lubrecr Count• Regime:lathe Survey' O'Infoactal Saner C)Sa..imurei Eoemare' 0"mformal'Amer ()I'azicruzed Eireataar ()Otter feerplaio;: e. Other"Lexplaw: "•:,.ee Lodging Tax Yearly Reporting Defnaitioas Instructions Name of Itivittaial Who Prepared?_ep.tr. e Addreii RE TURY 1/11S FORM TO: Jeffer son Comity Adattinstratoit Office 1820 let Street PM.Box 1220 Port Towrgend.WA 98368 .t elf:nee:0'co Jeffeison.wallf, DEADLLVE:February 28tb of tack Reporting Year Page 8 of 9 Quilcene Historical Museum 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 9 of 9 Quilcene Historical Museum 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: March 22,2021 SUBJECT: AGREEMENT re: 2021 Hotel Motel (Lodging Tax) Grant Funding; In the Amount of$28,840 Quilcene Historical Museum 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: Quilcene Historical Museum $28,840 RECOMMENDATION: Approve and sign the agreement. ilip Morl••-, C. • • ••• , . or Date: CONTRACT REVIEW FORM CONTRACT WITH: Quilcene Historical Museum TRACKING NO.: BOCC 2021-11 (Contractor/Consultant) CONTRACT FOR: 2021 Lodging Tax Funding TERM: 12/31/21 CCVED COUNTY DEPARTMENT: County Administrator ' For More Information Contact: Philip Morley JAN 2 7 2021 Contact Phone #: Ext.383 JEFFERSON COON FY RETURN TO: Leslie Locke RETURN BY: ASAP COMMISSIONERS (Person in Department) (Date) AMOUNT: $28,840 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 l . REVIEW :41 ?iter: 1=► E view by- 6 Date Rev APPROVED FORM ❑ Returned for revision(See Comments) C ments Step 2: REVIEW BY OSEC T G ATTORNEY Review by: . Philip C. Hunsucker Date Reviewed: Z Chief Civil Deputy Prosecuting Attorney APPROVED AS TO FORM ❑ R urned 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. "I'UESDAY for the following Monday's agenda. (This form to stay with contract throughout the contract review process.) �. . £0Mi1Ji� Board of County Commissioners SON �,' ,Sf ,�ii4' 0 1820 Jefferson Street 77 c w a PO Box 1220 Port Townsend, WA 98368 RSkjNG�� Kate Dean, District 1 Heidi Eisenhour,District 2 Greg Brotherton,District 3 March 18, 2021 Quilcene Historical Museum Brian Cullin P.O. Box 574 Quilcene, WA 98376 Dear Ms. Leavens, Enclosed for signature are two (2)originals for AGREEMENT re: 2021 Hotel Motel (Lodging Tax) Grant Funding; In the Amount of$28,840 Quilcene Historical Museum. Please sign both, keep one and return the second to: Jefferson County Commissioner's Office Attn: Adiel McKnight P.O. Box 1220 Port Townsend, WA 98368 • Please remember that on or before April 30; July 31; October 31, 2021 and January 31, 2022 you are required to provide to the County: A quarterly report of the use, services, programs and activities under this agreement for the prior quarter. • 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 by February 28th of each year. • The Museum shall obtain insurance as outlined in the terms of the Agreement and provide a copy to this office. • Payment will be provided upon invoice, subject to the terms of the Agreement. Thank you for your assistance. Sincerely, Adie McKnight Executive Assistant Enclosure: Two (2) original copies for signature DATE ,4Co CERTIFICATE OF LIABILITY INSURANCE `..� 08/27/2021 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Ryan Smith NAME: Homer Smith Insurance Inc. PHONE (360)385-3711 FAX (360)385-3726 PO Box 591 min No,Ext): (A/C,No): ADDRESS: ryan@homersmith.com INSURER(S)AFFORDING COVERAGE NAIC# Port Townsend WA 98368 INSURER A: West American Ins Co 44393 INSURED INSURER B: Quilcene Historical Museum INSURER C: PO Box 574 INSURER D: INSURER E: Quilcene WA 98376 INSURERF: COVERAGES CERTIFICATE NUMBER: CL2182709801 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR AUUL SUBR POLICY EFF POLICY EXP LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER (MMIDDIYYYY) (MM/DD/YYYY) LIMITS X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 CLAIMS-MADE X OCCUR DAMAGETO REN r D 1,000,000 PREMISES(Ea occurrence) $ MED EXP(Any one person) $ 15,000 A BKW57216373 07/23/2021 07/23/2022 PERSONAL BADVINJURY $ 1,000,000 GEN'LAGGREGATE LIMIT APPLIES PER' GENERAL AGGREGATE $ 2,000,000 X POLICY PRO- JECT LOC 2,000,000 PRODUCTS-COMP/OP AGG $ OTHER: Expense Mod Factor 1 $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ ANY AUTO (Ea accident) - BODILY INJURY(Per person) $ OWNED SCHEDULED AUTOS ONLY AUTOS BODILY INJURY(Per accident) $ HIRED NON-OWNED PROPERTY DAMAGE $ _ AUTOS ONLY _ AUTOS ONLY (Per accident) UMBRELLA LIAB OCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE AGGREGATE $ DED RETENTION$ $ WORKERS COMPENSATION PER OTH- AND EMPLOYERS'LIABILITY Y I N STATUTE ER ANY PROPRIETOR/PARTNER/EXECUTIVE E.L.EACH ACCIDENT $OFFICER/MEMBER EXCLUDED? N/A (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $ If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ DESCRIPTION OF OPERATIONS I LOCATIONS/VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space is required) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN Evidence of Insurance ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD Lodging Tax Reporting Form Organizations receiving funding to promote festivals,special events and tourism-related activities through tourism-related facilities owned or sponsored by non-profit organizations or the local jurisdiction are required to complete this form for EACH activity. i Organization Name: QUILCENE HISTORICAL MUSEUM Reporting Year, 2021 2 Sponsor Type(Check One): 0 501(c)(3) Q 501(c)(6) 0 Local Jurisdiction ®Other(Explain): 3 Activity Name: QUILCENE HISTORICAL MUSEUM 4 Activity Type(Check One): Q Event/Festival* Q Facility* 0 Marketing* 5 Activity Start Date*: 01/01/2021 6 Activity End Date*: 12/31/2021 7 Total Cost of Activity: $40,035:0V 3/4 4'( tC(L 8 Amount Requested: 3i 9 Amount Awarded: 5•'s:Ots , 3 9, y 4 ,yl - 10 Overall Attendance* 13 Number of Attendees Who Stayed Overnight in Unpaid Accommodations* a) Projected' 3,000 a) Projected* 800 b) Actual* 2,922 b) Actual* 500 c) Methodology(Check One): ®Direct Count* c) Methodology(Check One): Q Direct Count* °Indirect Count* Q Representative Survey* ()Indirect Count* ®Representative Survey* °Informal Survey* ®Structured Estimate* ®Informal Survey* 0 Structured Estimate* ()Other(explain): ®Other(explain): 11 Number of Attendees Who Traveled 50 Miles or More* 14 Number of Attendees Who Stayed Overnight in Paid Accommodations* a) Projected* 2,500 a) Projected* 1,200 b) Actual* 2,130 b) Actual* 960 c) Methodology(Check One): Q Direct Count* c) Methodology(Check One): Q Direct Count' C)Indirect Count* Q Representative Survey*Il ()Indirect Count* ()Representative Sury ey* 0 Informal Survey* ®Structural Estimate* 0 Informal Survey' Q Structured Estimate* QOther(explain): 0 Other(explain): 12 Number of Attendees Who Traveled Gorr Another State or Country' 15 Number of Paid Lodging Nights* a) Projected* 360 a) Projected° 700 b) Actual* 264 b) Actual* 582 c) Methodology(Check One): 0 Direct Count* c) Methodology(Check One): 0 Direct Count' ®Indirect Count* ®Representative Survey* Indirect Count* ®Representative Survey* ®'Informal Survey* °Structured Estimate* Q Informal Survey' Q Structural Estimate* ®Other(explain): ®Other(explain): .See Lodging Tax Yearly Reporting Definitions/Instructions Name of Individual Who Prepared Report: LARRY MCKEEHAN Phone#: (360)765-4848 E-Mail Address: quilee nemnseum@olype r'com RETURN TffiS FORM TO: Jefferson County Administrator's Office 1820 Jefferson Street P.O.Box 1270 Port Townsend,WA 98368 jcffbocc@co jefferson_waus DEADLINE:February 28th of Each Reporting Year N O I-. 1-, 1-> I-. 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