HomeMy WebLinkAboutJefferson County Historical Society Gateway, Amendment No. 1 - 082321 [.+(t5 t 1'tM .2a.39
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CONTRACT AMENDMENT#1
By and Between
JEFFERSON COUNTY
and
JEFFERSON COUNTY HISTORICAL SOCIETY
•
(Olympic Peninsula Gateway Visitor Center)
For Hotel-Motel Funding 2021
This Amendment a I is by and between JEFFERSON COUNTY(hereinafter known as"COUNTY"and the
JEFFERSON COUNTY HISTORICAL SOCIETY(hereinafter known as"HISTORICAL SOCIETY").
WHEREAS,the COUNTY and the HISTORICAL SOCIETY entered into an Agreement on February 23,2021 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 Fax 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 reviewed and recommended$10,000 in additional funding be awarded to the HISTORICAL
SOCIETY Olympic Peninsula Gateway Visitor Center 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 February 23,2021 is hereby amended as follows:
1. Paragraph 5 is added to"Section I: Services To Be Performed"as follows;
5. Me HISTORICAL SOCIETY shall use its capabilities and utili,e up to an additional S10,000 of funding
provided under this Agreement to perform the tourism promotion services consistent with Exhibit B attached
hereto and incorporated herein for deferred maintenance. 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 I ehruars 23,2021 Agreement is hereby
amended as follows:
2. Said funding for the performance of services in Exhibit A is in the sum of S49,000 for 2021. Quarterly
payments of S12.250 will be made, beginning with the first quarter of 2021. Payment will be made by the
COUNTY upon receipt of an invoice on the next available billing cycle. An additional amount of S I 0.000 will
be paid in a lump sum to the HISTORICAL SOCIETY upon execution of this Amendment 0 1 for the
performance of the scrr ices in Exhibit B for deferred maintenance issues. Payments are to be predicated on
submittal of reports dunned in Section 2 and upon receipt of invoice. The total 2021 Hotel-Motel amount will
not exceed S59,000
3. All other terms and conditions of the original Agreement executed on February 23,2021 will remain the same.
APPROVED and signed thist day of August. 2021.
JEFFERSON COUNTY
Attest: BOARD OF COMMISSIONERS
C 'aw M�1
Carolyn allaway, Kate ean. Chair
Clerk of the Board
Approved as to Form: JEFFERS N COUNTY HI 'TORICAI. SOCIETY
cCtAreti
Philip Hunsucker. August 17, 2021 Au zed O icial
Chief C'iv iI Deputy Prosecuting Attorney
EXHIBIT B
Funding Request Outline: Upgrade Visitor Site for compromised ADA access and to address deferred
maintenance.
Amount Requested: To be determined by Jefferson County Facilities Manager review and best bid process.
REQUEST OUTLINE: To ensure continued tourism promotion at the Gateway on a yearly basis in a safe and welcoming
manner.
The Gateway Visitor Center was in process of addressing the most needed deferred maintenance issues in fall of 2019
when weather and funding issues stopped process. The arrival of the Corona Pandemic in 2020 and associated closures,
uncertainty, and projected lack of funding halted the process that year.
Now opportunity to correct these deferred maintenance objectives is on hand. Our objectives are listed in order of
importance below.
1. Address broken, rotted, and removed sections of ADA hand railing to code.
2. Replace worn, unglued, and threadbare indoor/outdoor carpeting on front porch and ADA ramp to reduce tripping
hazard.
3. Pressure wash and paint exterior of building. Building is shabby looking and, in some places, reached the point
where wood rot and mold is becoming evident. On south side of building trim in areas is down to bare wood.
Note: As manager at the Gateway in 2010 I removed and replaced indoor/outdoor carpeting and painted exterior of
building and trim with Volunteer assistance. We used small portion of Gateway Yearly Budget for materials, and
all work was accomplished without need for supplemental LTAC funding. Currently, many of those Volunteers
who assisted are too old or no longer with us.
4. Address some florescent lighting issues inside Center;tubes can no longer be safely removed from some fixtures
without breakage.
Conclusion:
The Gateway Visitor Center operates on a year- round basis, at this time on a 6 day a week scheduling
format. We are still staffed at times by Volunteers and are open 10: 00am to 4: 00pm including Holidays.
So far in 2021 we have greeted and provided information to over 2, 200 travelers on site. We have
contacted, via request- based Bulk Mailings and other programs, almost 11, 000 more potential visitors.
The Gateway serves all tourism related business in Jefferson County and the Olympic Peninsula. To
extend our influence we also partner with the Olympic Peninsula Visitors Bureau and communities of
Clallam County in many Marketing endeavors.
Please consider use of supplemental 2021 LTAC funding or the Gateway Dedicated funding reserves,
10, 000), set aside for the Visitor Center on a yearly basis.
i
0 CO I4It&kV Board of County Commissioners
7 '
�w�`s eon�� 1820 Jefferson Street !
mT ti �' Pa Box 1220
Port Townsend, WA 98368
��5'FIING`t�� Kate Dean,District I Heidi Eisenhour,District 2 Greg Brotherton,District 3
August 24, 2021
Jefferson County Historical Society
Olympic Peninsula Gateway
Bill Roney
P.O. Box 65478
Port Ludlow, WA 98365
Dear Bill Roney,
Enclosed for signature are two(2) originals for AGREEMENT,Amendment No. 1 re: 2021
Hotel Motel(Lodging Tax) Grant Funding; In the Amount of$10,000; Jefferson County
Historical Society_
Please Sion both, keen 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 JC Historical Society shall obtain insurance as outlined in the terms of the Agreement and
provide a copy to this office. At this time I do not have a copy.
• Payment will be provided upon invoice, subject to the terms of the Agreement.
Thank you for your assistance.
.a_
night _
Executive Assistant
¢
Enclosure: Two (2)originaLcopies for signature
Phone (360) 385-9100 Fax (360) 385-9382 jeffboce@co.jefferson.wa.us
co
NMssr Board of County Commissioners
o4w4s 1820 Jefferson Street
m� .26
PO Box 1220
Port Townsend, WA 98368
-2
�S�IING`t�� Kate Dean,District 1 Heidi Eisenhour,District 2 Greg Brotherton,District 3
August 24, 2021
Jefferson County Historical Society
Olympic Peninsula Gateway
Bill Roney
P.O. Box 65478
Port Ludlow, WA 98365
Dear Bill Roney,
Enclosed for signature are two (2) originals for AGREEMENT, Amendment No. 1 re: 2021
Hotel Motel (Lodging Tax) Grant Funding; In the Amount of S10,000; Jefferson County
Historical Society.
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 JC Historical Society shall obtain insurance as outlined in the terms of the Agreement and
provide a copy to this office. At this time I do not have a copy.
• Payment will be provided upon invoice, subject to the terms of the Agreement.
Thank you for your assistance.
Sincerely,
A 'e 4 Kn ght
Executive A4sistant
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$10,000 for a Total of$59,000;
Jefferson County Historical Society
STATEMENT OF ISSUE:
The proposed supplemental agreement provides additional grant funding to the Jefferson County
Historical Society 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
Jefferson County Historical Society's request to fund an additional amount of$10,000 for promotional
needs. LTAC members approved a supplemental amount of the funding request and are
recommending the Board of County Commissioner's amend the agreement with Jefferson County
Historical Society to include the additional $10,000 for a total of$59,000.
FISCAL IMPACT:
Jefferson County Historical Society $10,000
RECOMMENDATION:
Approve and sign the amendment to agreement.
REVIEWED BY:
Mark McCauley terim County Administrat D e:
CONTRACT REVIEW FORM
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: Jefferson County Historical Society Amendment#1
(Name of Contractor/Consultant) Contract No.
COUNTY DEPARTMENT: County Administrator
Contact Person: Mark McCauley
Contact Phone: Ext. 383
Contact email: mmccaulev )..co.iefferson.wa.us
AMOUNT: $10,00o 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 3.5,5 IN)AND CHAPTER 42.23 RCW.
CERTIFIED: n N/A:Ill Adiel McKnight or g °„",�°° 7`0 7.7Z 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: n N/A: I_ Adiel McKnight p os peijib5+,;;-0 9Z 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.
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 8/17/2021.
Same Contract twice?
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
AGREEMENT FOR 2021 HOTEL-MOTEL FUNDING FOR TOURISM SERVICES
HISTORICAL SOCIETY
OLYMPIC PENINSULA GATEWAY VISITOR CENTER
This Agreement is by and between JEFFERSON COUNTY(hereinafter known as
"COUNTY" and the JEFFERSON COUNTY HISTORICAL SOCIETY(hereinafter known as
"HISTORICAL SOCIETY").
WHE
REAS,the HISTORICAL SOCIETY is a non-profit corporation of the State of
Washington; and
WHEREAS, the COUNTY desires to promote tourism by providing information to guests,
supporting and staffing the Gateway Visitor Center in unincorporated Jefferson County, as well as
promoting tourism through participation at workshops, conferences and regional organizations, as
authorized by Chapter 67.28 RCW and Jefferson County Code Chapter 3.25; and
WHEREAS, the COUNTY wishes to create and operate a visitor center that can be a
destination itself, a place to learn about Jefferson County and visitors can be encouraged to spend
time in the County, not just a place to pick up brochures; and
WHEREAS, the COUNTY envisions that the HISTORICAL SOCIETY will create
opportunities to generate revenue through gift shop sales, charges for services(stocking brochures,
etc.), all of which will be retained by the HISTORICAL SOCIETY; and
WHEREAS, management of the visitor center will be at no cost to the HISTORICAL
SOCIETY with all reasonable expenses being paid for by the COUNTY; and
WHEREAS, the Jefferson County Lodging Tax Advisory Committee reviewed and
recommended funding the lodging tax proposal by the HISTORICAL SOCIETY to operate the
Gateway Visitor Center;
NOW, THEREFORE, IN CONSIDERATION of the mutual covenants and agreements
herein, the parties agree as follows:
SECTION 1: SERVICES TO BE PERFORMED
The HISTORICAL SOCIETY shall use its capabilities and utilize the funding provided under this
agreement to continue and update the ongoing performance of the following tourism promotion
services, as outlined below:
I. Act as a pass through agency for the purpose of staffing and operating the Gateway
Visitor Center, including scheduling hours of operation, receiving and processing
information requests, routine grounds maintenance, payment of utilities and other
activities necessary to maintain the Gateway Visitor Center as a point of visitor
contact and education: Provide entry and updates in coordination with other tourism
Page: 1 of 13 Historical Society— Gateway Visitor Center
promotion organizations on Facebook and on www.olympicpenninsula.org, the
latter including web pages for the Olympic Peninsula Gateway Visitor Center, Tri-
Area and Port Ludlow; and perform additional tourism promotion activities
consistent with the Itemized List of Proposed Promotion Services attached hereto
and incorporated herein as Exhibit A.
2. Act as a pass through agency for the purpose of providing the staff function to
represent the COUNTY on local, regional,and statewide tourism organizations and
activities, to promote tourism in the unincorporated areas of Jefferson County.
3. Prepare and submit an annual budget request to the Board of Commissioners for the
staffing and operating of the Gateway Visitor Center.
4. In recognition of the unavoidable disruption to tourism activities from the COVID-
19 pandemic, the HISTORICAL SOCIETY may substitute other Promotion
Services in 2021 in using the funding provided through this Agreement, upon prior
presentation of an itemized list to the Lodging Tax Advisory Committee (LTAC)
and affirmative vote by the LTAC recommending that the HISTORICAL SOCIETY
proceed with the proposed substitution. In such case no amendment to this
Agreement shall be required and the HISTORICAL SOCIETY may use the funding
to perform the substitute Promotion Services in 2021.
SECTION 2: RESPONSIBILITIES OF THE HISTORICAL SOCIETY
1. On or before January 31; April 30;July 31; October 31,2021; and January 31, 2022,
provide to the COUNTY:
• A quarterly report of the marketing, services, programs and activities of
HISTORICAL SOCIETY for the prior quarter under this Agreement,and
the 2020, Amendment No. 2 dated December 7, 2020;
• A quarterly financial statement detailing revenues, expenses and cash
balances for the prior quarter; and for the final quarter report,the financial
statement shall also include a detailed financial statement for all 2021.
2. On or before January 31 (OR upon execution of this agreement, whichever is later);
April 30; July 31; October 31, 2021, provide to the COUNTY:
• A billing statement requesting payment of Hotel-Motel Funding for the
current quarter.
3. For a minimum of six (6) years, maintain documented proof of payments 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
Page: 2 of 13 Historical Society—Gateway Visitor Center
purposes shall be refunded to Jefferson County. Any monies under-expended of
the total funding allocated under this Agreement shall be refunded to Jefferson
County by January 31, 2022.
5. By February 28th of each year provide the following information on Exhibit B,
attached hereto and incorporated by reference for the previous year.
a. Each festival, event, or tourism facility owned and/or operated by Gateway
Visitor Center.
b. The amount of lodging tax revenue allocated for expenditure(whether
actually expended or not)by the Gateway Visitor Center on each festival,
event or tourism facility.
c. Estimated number of tourists served at each festival, event or tourism
facility. ("Tourist" includes persons traveling more than 50 miles to the
location of the event, festival or facility and overnight stays in the area).
d. Estimated lodging stays. ("Lodging"refers to commercial lodging such as
hotels, motels,resorts, bed and breakfasts, or commercial campgrounds).
e. Measurements that demonstrate the impact of increased tourism attributable
to the event, festival or facility.
SECTION 3: RESPONSIBILITY OF JEFFERSON COUNTY
1. The COUNTY will provide the HISTORICAL SOCIETY funding from Hotel-
Motel Tax receipts to be used in support of their responsibilities as defined under
this agreement.
2.
Said
funding is in the sum of$49,000. Quarterly payments of$12,250 will be made,
beginning with the first and third quarter of 2021. Payments are to be predicated on
quarterly reports defined in Section 2. The COUNTY will make payment on the first
available billing cycle of the quarter.
3. The County recognizes that the original allocation to the HISTORICAL SOCIETY
in Hotel-Motel funds for the operation of the Gateway Visitor's Center may be
voluntarily reduced because of the impacts of the COVID-19 pandemic. Any
voluntary reduction from 2021 funding is earmarked for potential use to operate the
Gateway Visitor's Center in 2022, contingent on a recommendation by the Lodging
Tax Advisory Committee to award those funds to the HISTORICAL SOCIETY in
2022 and approval by the Board of County Commissioners.
5. Consult with the HISTORICAL SOCIETY on all decisions regarding design and
site considerations.
6. The HISTORICAL SOCIETY assumes no responsibility for the maintenance and
upkeep of the Gateway Visitor Center. The COUNTY shall keep the Center and the
entries immediately adjacent thereto in a neat, clean and safe condition, maintain the
glass of all windows and doors thereof, and maintain the Center and entries thereto
Page: 3 of 13 Historical Society—Gateway Visitor Center
in a good state of repair. The COUNTY shall also maintain and repair the electrical
and other utility systems within the Center together with the roof, exterior walls and
foundations thereof.
SECTION 4: DEFINITION:
Pass Through Agency: The term pass through agency shall mean that the HISTORICAL SOCIETY
shall act as the fiscal agent for the operation of the Gateway Center. The HISTORICAL SOCIETY
shall not incur any additional financial liability for the operation of the Gateway Center in excess of
the sum listed in Section 3 above.
SECTION 5: TERM
This Agreement shall be for a term of one year, commencing on January 1,2021 and ending on
December 31, 2021, except for the reports referenced in Section 2, due January 31,2022 and
February 28,2022.
SECTION 5: ASSIGNMENT
Either party to the agreement shall not assign this Agreement,except by signed amendment.
SECTION 6: MODIFICATION
This Agreement may be modified by mutual written agreement executed by both parties.
SECTION 7: TERMINATION
The Agreement may be terminated, in whole or in part, by the County upon thirty(30)days written
notice in the event expected or actual revenue from the Hotel-Motel Tax is reduced or limited in
any way, or for non-performance of duties under this Agreement, or for any reason. The
HISTORICAL SOCIETY may terminate this Agreement upon thirty(30)days written notice to the
COUNTY. In the event of termination under this clause, the County shall be liable to pay only for
services rendered prior to the effective date of termination. If termination covers a period for which
payment has already been made, HISTORICAL SOCIETY shall refund to the COUNTY a pro-
rated share of the payment based upon the balance of time remaining in the paid period, unless
otherwise negotiated.
SECTION 8: HOLD HARMLESS
The HISTORICAL SOCIETY shall indemnify and hold the COUNTY, and its officers,
employees, and agents harmless from and shall process and defend at its own expense, including
all costs, attorney fees and expenses relating thereto, all claims, demands, or suits at law or equity
arising in whole or in part, directly or indirectly, from the HISTORICAL SOCIETY's negligence
or breach of any of its obligations under this Agreement; provided that nothing herein shall
require the HISTORICAL SOCIETY to indemnify the COUNTY against and hold harmless the
Page: 4 of 13 Historical Society— Gateway Visitor Center
COUNTY from claims, demands or suits based solely upon the conduct of the COUNTY, its
officers, employees and agents, and; provided further that if the claims or suits are caused by or
result from the concurrent negligence of: (a) the HISTORICAL SOCIETY'S agents or employees;
and, (b) the COUNTY, its officers, employees and agents, this indemnity provision with respect
to claims or suits based upon such negligence, and/or the costs to the COUNTY of defending
such claims and suits, etc., shall be valid and enforceable only to the extent of the HISTORICAL
SOCIETY'S negligence, or the negligence of the HISTORICAL SOCIETY'S agents or employees.
The HISTORICAL SOCIETY specifically assumes potential liability for actions brought against
the COUNTY by the HISTORICAL SOCIETY'S employees, or any other persons engaged in the
performance of any work or service required of the HISTORICAL SOCIETY under this
Agreement and, solely for the purpose of this indemnification and defense, the Contractor
specifically waives any immunity under the state industrial insurance law, Title 51 RCW. The
HISTORICAL SOCIETY recognizes that this waiver was specifically entered into pursuant to
provisions of RCW 4.24.115 and was subject of mutual negotiation.
SECTION 9: INSURANCE
HISTORICAL SOCIETY shall obtain and keep in force during the term of the Agreement, or as
otherwise required, the following insurance with companies or through sources a rov
State Insurance Commissioner pursuant to RCW 48. pp ed by the
1• Worker's Com ensation and Em to er's LiabilityInsurance as required by the State of
Washington. HISTORICAL SOCIETY shall maintain Workers' Compensation coverage
as required under the Washington State Industrial Insurance Act, RCW Title 51, for all
HISTORICAL SOCIETY employees, agents and volunteers eligible for such coverage
under the Industrial Insurance Act.
2. Commercial Automobile Liabilit Insurance providing bodily injury and property damage
liability coverage for all owned and non-owned vehicles assigned to or used in the g
performance of the work for a combined single limit of not less than $1,000,000 per
occurrence in connection with HISTORICAL SOCIETY'S performance of the contract,
including:
a. Owned Automobiles;
b. Hired Automobiles; and
c. Non-owned Automobiles.
3. General Commercial Liabili Insurance in an amount not less than a single limit of one
million dollars ($1,000,000.00)per occurrence and an aggregate of not less than two (2)
times the occurrence amount ($2,000,000.00 minimum) for bodily injury, including death
and property damage, unless a greater amount is specified in the contract specifications.
The insurance coverage shall contain no limitations on the scope of the protection
provided and include the following minimum coverage:
a. Broad Form Property Damage, with no employee exclusion;
b. Personal Injury Liability, including extended bodily injury;
Page: 5 of 13 Historical Society—Gateway Visitor Center
c. Broad Form Contractual/Commercial Liability—including: completed operations;
d. Premises—Operations Liability(M&C);
e. Independent Contractors and subcontractors;
f. Blanket Contractual Liability.
Said commercial automobile liability policy and general commercial liability policy shall name
the County as an additional insured and shall include a provision prohibiting cancellation or
reduction of coverage of said policy except upon thirty (30)days prior written notice to the
County. Certificates of coverage as required by this Section shall be delivered to the County
within thirty(30)days of execution of this Agreement.
The County may, upon the Contractor's failure to comply with any or all provisions of this
contract relating to insurance, withhold payment or compensation that would otherwise be due to
the Contractor.
If the proof of insurance or certificate indicating the County is an "additional insured"to a policy
obtained by the Contractor refers to an endorsement (by number or name) but does not provide
the full text of that endorsement, then it shall be the obligation of the Contractor to obtain the full
text of that endorsement and forward that full text to the County.
All insurance policies obtained by HISTORICAL SOCIETY in order to comply with this Section
shall be primary and non-contributory as against any coverage provided through any
memorandum of coverage for third party liability claims or actions obtained and retained by the
County through a Ch. 48.62 RCW "Risk Pool."
It is agreed by the parties that insurers shall have no right of recovery or subrogation against the
County(including its employees and other agents and agencies), it being the intention of the
parties that the insurance policies so affected shall protect both parties and be primary coverage
for any and all losses covered by the above described insurance.
The insurance maintained by HISTORICAL SOCIETY u
manner limitunder this Agreement shall not in or
qualify the liabilities any
or obligations of HISTORICAL SOCIETY under this
Agreement.
SECTION 10: INDEPENDENT CONTRACTOR
The HISTORICAL SOCIETY and the COUNTY agree that the HISTORICAL SOCIETY is an
independent contractor with respect to the services provided pursuant to this agreement. Nothing
in this agreement shall be considered to create the relationship of employer and employee
between the parties hereto. Neither the HISTORICAL SOCIETY nor any employee of the
HISTORICAL SOCIETY shall be entitled to any benefits accorded County employees by virtue
of the services provided under this agreement. The COUNTY shall not be responsible for
withholding or otherwise deducting federal income tax or social security or for contributing to
the state industrial insurance program, otherwise assuming the duties of an employer with respect
to the HISTORICAL SOCIETY, or any employee, representative, agent or contractor of the
Page: 6 of 13 Historical Societ
y— Gateway Visitor Center
HISTORICAL SOCIETY. The HISTORICAL SOCIETY shall be responsible for all applicable
withholdings, deductions, state industrial insurance, tax reports, business licenses, registrations,
and all other obligations of an independent organization.
SECTION 11: COMPLIANCE WITH LAWS
The HISTORICAL SOCIETY shall comply with all Federal, State, and local laws and ordinances
applicable to the work to be done under this Agreement. This Agreement shall be interpreted and
construed in accord with the laws of the State of Washington and venue shall be in Jefferson
County, Washington.
SECTION 12: DISCRIMINATION PROHIBITED
The HISTORICAL SOCIETY with regard to the project to be completed under this agreement,
will not discriminate on the grounds of age, sex, marital status, sexual orientation, race, creed,
color, national origin, honorably discharged veteran or military status, or the presence of any
sensory, mental, or physical disability or the use of a trained dog guide or service animal by a
person with a disability, unless based upon a bona fide occupational qualification in the selection
and retention of employees, materials, supplies, contractors or subcontractors.
SECTION 13: INTEGRATED AGREEMENT
This agreement together with attachments or addenda represents the entire and integrated
agreement between the County and the HISTORICAL SOCIETY and supersedes all prior
negotiations, representations, or agreements written or oral. This agreement may be amended
only by written instrument signed by both the County and the HISTORICAL SOCIETY.
APPROVED and signed this __ day of �ura
�� , 2021.
Attest: JEFFERSON COUNTY
BOARD OF COMMISSIONERS
~k �'�-���� c G ,
Carolyn Gallaway, CMC
Kate Dean, Chair
Clerk of the Boa
rd
Approved as to Form: JEFFERSON COUNTY
IiIL_ z/y/io24 HIS ORICAL IETY
Philip Hunsucker,
Chief Civil Deputy Prosecutor helly Leav s, Director
Page: 7 of 13 Historical Society —Gateway Visitor Center
1
EXHIBIT A
Itemized List of Proposed Tourism Promotion Services
And HISTORICAL SOCIETY Lodging Tax Budget
Tourism Promotion Services
A document up to three pages including a description of the proposed funding request with an
explanation of bow it will assist in building tourism and/or promoting events or activities that will
bring overnight tourists to Jefferson County.
The proposed 2021 LTA('Funding request will provide funding to maintain onsite operations into
2021,showcasing Activities and Events across Jefferson County.This proposed funding will allow the
Gateway Visitor Center to return to opening 362 days a year,dependent on I lealth restrictions, The
Funding will also continue be used to maintain our Internet services both though Facebook and our two
websites, w_wwselovolyouni.a.wiiiiisula,coni,and wv.w.olyrripicpeninsula.org
Funding will provide for,assured,continued production of printed materials like the Jefferson
County Activity Map,production and advertising in the Getaway Guide.,and Olympic Peninsula
Travel Planner.
Funding will also provide continuity in Bulk Mailing programs,and brochure placement on WA State
Ferries runs with Certified Folder. And for distribution of materials to Travelers, interested vendors and
Information Centers both on and oft'Peninsula
Funds will also provide for staff service in other marketing venues for Jefferson County, This
includes development,production,and maintenance of programs outside the VIC'. For example,oversee
in in creating programs with the Jefferson County Tourism Coordinating Council and Olympic Peninsula
Tourism Commission in partnership, as these organitations develop and provide these focused Marketing
Programs for Jefferson County and the Olympic Peninsula,
As mentioned, one of the most important yearly promotions in terms of contact beyond the Center is a
monthly Bulk Mailing of individual requests for information on Jefferson County and the Olympic
Peninsula. These requests for more information from oar website and other sources are answered by this
Bulk Mailing program. For this requested fulfillment Gateway Visitor Center manager again worked with
Thc O. P. Tourism Commission sub-committee for development of primed promotional pieces placed in
mailing, including the Jefferson County Activities Map
Include up to three examples and plans or links for marketing,performance indicators,and future
sustainabilit)-
ro keep abreast of unforeseen change in 2021 the Gateway will continue upgrading of our newly built
and expanded Informational area under cover of our front porch. We went from one display rack outside
for Brochure display to four, increasing our ability to promote by 75%, including a rollaway
informational Brochure display for use when front door could be opened. As part of our outdoor
Promotional area we also installed a large, 3 foot by 9 foot panel featuring, over 20, 8.5' X I I"pages
with Photos, Logos,QR,Wehsite,and phone contact numbers for all venue& Thcsc displays feature
information ranging from Lodging. and Food Services, to, WA Slate C'oronavirus Safety regulations,
Ferry Scheduling all Kirks. Federal, State, County, Camping information, Wa State Fishing information
links, Museums. Local('hambers, Visitor Centers,and,a changeable, updated, area Bulletin
Board for most important,current Peninsula related issues. This display includes Service Doorbell to
access staff during husineos hours for special Traveler needs. The Center also features access to
Cellphone number for extended, after hours,questions With these outdoor improvements to promote
Murton, we began highlighting adventure related activities that could he safely enjoyed to bring
extended stay and overnight tourists to Jefferson County.
Thc Gateway will continue to allocate a substantial part of our yearly budget an part of'these,out of
house, productions,as mentioned above. As III the past, the Gateway will continue to format and
oversee production of Tourism related printed publications including the Jefferson County Activity Map,
Olympic Peninsula Travel Phumer,Jefferson County, Leader-Getaway Guide, and J. C. Lodging list for
all productions. 't he(iatew , will continue to function as the huh for distribution, of requested, Tourism
Page 8 of 12 Jefferson County Historical Society— Gateway Visitor Center
related, publication fulfillment, mailing or delivery to individual Travelers, other Visitor Center sites,
Chambers of Commerce, and business in Jefferson, ClaBarn County, and 1-5 region
To document our Promotional activity the Gateway will continue to produce our Monthly Tourism
Activity Overview Report documenting our activities on a monthly basis for County Commissioners and
other interested parties We will produce a Mid-Year Report and Year-End Report. We also produce an
Quarterly Report of Internet activity through our Media Manager, Steve Shively, at S3 Solution . As in
the past, the Gateway will continue to report to WA. State as requested. The Gateway will continue to
function as a Key-stone partner in attracting and promoting longer stays from the Traveling public by our
multi-level efforts in Hospitality, Service,and Informational endeavors on site and beyond
Page 9 of 12 Jefferson County Historical Society—Gateway Visitor Center
Historical Socie - Gatewa Visitor Center Lod in Tax Bud et
me/Expensa
Ordinarylnco Jan Nov20 Budget
Income
4000•income
4020•Donations
262.00 91883
4010'Jefferson County LTAC
62.03e.00 62,036.00
4050 Sala Items-Other(candy,etc) 164.11
ToW4000•Income0.00
55
Tool Income 62.401.11 03,501.63
ez,4e1,11 03.501.61
Cost of Goods Sold
5000•Cost of Good Sold
57.13 183.37
Total COGS
Gross Profit
5741 t03.3T
62,403.68 63,318.28
Expense
7500'01f Site Marketing Exp
7510.Bulk Mat$ng,OPVB,Cert.Folder
3.377 W 5.500 00
7'020•Dues
0,00 59567
7530•Inks inlet.torn puterls the rlsvc
0.00 137.50
7750•Marketing/Web Promo i Mgmt 1
• 889.60 3,300.00
TUTO Travel
0.00 550.00
Total 7100,pry Site Marketing EXp
-________
5 247.74 10,083.37
7000•On-811a Expense
7200•ElkiO/alntenance Supplies 410.84
275.00
7110•BId
g Nprs S Perk'9 Lot Meld 2,105.11
7007•Counter Can 918.8.7
Candy-Free e,00 27.50
7015•Medical Reimbursement
7060•Mileage 0.00 1,191.83
014.00 1,375.00
7601•Misc.Supplies
0.00 45.07
7020•Office Equipment/Btu
720.91 183.37
7500 Office Supplies 400110 450.37
7600•P.O.Box Rental
130.00 110.00
7065•Volunteer Functions
270.00 229.13
7640,der
121 38 180.38
ToW 7000•0n.Bke Expense
4,81819 4,972.8e
6000•On Site LAilkies
S010-EMctricMy
853.82 . 916.63
6040•Sant-Can Service
3,39010 3,116.63
1020•Telephone
2,40980 2291.83
S030•Trash Pick-up
832.09 /,191 63
Total 8000 On Site Utilities
7.200.27 7,516.52
6000•Payroll Expenses
8580•Consulting Services S Fees
2.628.96 2,795.87
8675•Payroll taxes Paid by JCRB
2,805.30 3,2oe,37
6370'Wages Paid by JC1411
27.242.75 38,500.00
ToW 4000.Payroll Expenses
Total Expense 3- 8n03 44.504.21
Net Ordinary Income 50 227 23 87,077.01
Net Income 12.17615 (3.758 JS)
12.174.45 (3.758.75)
Page 10 of 12 Jefferson County Historical Society -Gateway Visitor Center
Exhibit B
Jurisdiction Lodging Tax Reporting Form - To Be Submitted to Jefferson County
Administrator's Office
No Later than February 28th of each Year
Lodging, Tax Reporting Form
Orpnamtron:::ecev.ing firoclurg to promote fr.trral:.r.pecial eve=and touncror-relared ectrarre:through tour-um-re-aced fac_:-..e.
owned or Toc.:ored by non-profit organizatrour,or the local Jurluirczon ire:equued to complete±..tc:form for[AC H aciar.ir.
I arpc.1.2noc Name
Repermrg Yer
3 '.,2aesior Type.•`.-Jaacla ONO-. 0 5.:I :.: 0 5OI(c)(6y 0 Loca.
j.4.3-astrt Name
4 A:1mm TYpe,C beck Oat) Cs')ES'alaL Fesly a.• ()Fa.-1..n* 0 Mackecr_r
5 Aram.Scri:ate
J Arms Lad Cafe
g Aiwa=kecaelea S
?Alma=Anztatac S
13 acen.J.kmaacsaace'
1j NucaDer&At-AE.3m 7.1.4;caved asatight la-,..c,paLc1.43:.:occanaiauceb•
3 Pixrecled•
3 P7Jja:itz'
'0 i Arrza:'
,5, Acraa:'
: ....,,"•=1%,:tea One' 0.7,Irecr :ci...u• c Meth:neer.,Check Cee, 0:"."rrecr:emu'
0el....- Ca=• Reprer4u1n7r Slum* 0 lahrect Caw- Olepmemacne%met'
O1r-tmcl;Scum' 0'...aucered Eau:are' (DaLimmc saver 0 lourtured Emma'
c...1:.e. mr Ilia
00ker esplara)
11 Number of Anendoes Wh-o TrarterNhies More' 14? znb.jof 'rho Sieved at III Arad Ar •-:oz.:•
a) Porecled•
a) Projected'to Accro:'
c'd ., .•:,, zr%':tea Cru. • . 1:-.4r.r c=_.:-..-* c Mettocoor. :Lau,Cae. 0.21rect
kall.rerr COES. 0 Repre,zurate'....--•e•'
g
......,,,,...,, 0 Sam:ru..wt Eaxmare* 0 larecr :gum- ORepreseclatme,..tir.w•
0:at"ers31_3,./c,a, • 0-,T.V1Z-K:Eirlasace•
0 Otbr, ,ecadaut,
0 Otca- iocp ila 12 Number of Aceedeei 111.6 t'lvejk"---------mA.aotbexit3aear 15N cePL•c:_ai=" .'TT----'—_ L&_r •3) P03;ened*
a) Projt:atz•
________________-
II) Amu?
la1 Acraa.'
r,3 t::.6.,' 0 C • c; Maskoadaiscr razedale,) olaat•
Olcarecr.Ccrsz• ORepatiessarwe%TVS' 0/MIMI COluir •
FIdoxtr.a.jur eY* 0 S4m:Turti E Amite
...,Cotle nplaix
0,ioner- 0 Sorrtured Esamate•
"See Lodgaaa;Tax Yearh-Repot-tau;Delia:taloa;Inuructions
Neme etr4.,,,t. %-ho Avgared Repot-
7-tcce.r
RE TUR.N THIS FORM TO:
?aileron C°lam-Achammarator%Office
:S.211 Jeffei-:,oz Street
P 0 Box 1220
Port Townrceroci.WA 98368
:effoocc a co:effesson rya Lr:
DE.ADLEST:February nth of Each Reporting Year
Page 11 of 12 Jefferson County Historical Society —Gateway Visitor Center
_____
LTAC Yearly Reporting
Definitions/Instructions
Activity Type: Event/Festival: Short-term activity occurring between specific dates(e.g.,4th of July celebration, local marathon)
Facility: Municipally-owned facilitythat operates some or all of theyear(e.g.,
center) p county historical museum,convention
Marketing:Activity that provides information to encourage visitors to an area; is typically a year-round activity but
may also operate for less than a full year.
Activity Date: Activity beginning and ending dates.
Actual: Persons estimated to have actuallyp
ated in event/ stival ora facity. For mar
the number of persons estimated to have actually visited area as rresult�ting of marketing activity keting activity,enter.
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
or location. For
example, one jurisdiction estimated attendance by dividing the square footage of the event a eatby 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
Total Attendees Traveling 50 miles or more: from marketing activity.
Total: Total projected and estimated actual number of visitors traveling more than 50 miles to a
marketing organizations,report visitors traveling more than 50 miles to visit area. ttend event or facility. For
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. p sons
Page 12 of 12 Jefferson County Historical Society—Gateway Visitor Center
Consent Agenda
Commissioners Office
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Adiel McKnight, Executive Assistant
DATE: February 16,2021
SUBJECT: AGREEMENT re: 2021 Hotel Motel (Lodging Tax) Grant Funding; In the
Amount of$49,000; JC Historical Society-Gateway Visitor Center
STATEMENT OF ISSUE:
This agreement provides grant funding for 2021 to certain non-profit agencies for the promotion of
tourism and ongoing preservation of Jefferson County's heritage. This funding has been budgeted from
the Hotel Motel (Lodging Tax) Fund, as recommended by the Lodging Tax Advisory Committee.
FISCAL IMPACT:
JC Historical Society-Gateway Visitor Center $49,000
RECOMMENDATION:
Approve and sign the agreement.
REVIE D.B-II:
2/724'
.,,Phi Morley,E y d inistrator Date:
CONTRACT REVIEW FORM
CONTRACT WITH: JC Historical Society-Gateway Visitor Cntr TRACKING NO.: BOCC 2021-04
(Contractor/Consultant)
CONTRACT FOR: 2021 Lodging Tax Funding gaithiiiir___
COUNTY DEPARTMENT: County Administrator
For More Information Contact: Philip Morley JAN 2 6 2021
Contact Phone #: Ext.383
JEFFERSON COUNTY
RETURN TO: Leslie Locke RETURN BY: ASAP COMMISSIONERS
(Person in Department) (Date)
AMOUNT: $49,000 PROCESS: ❑ Exempt from Bid Process
❑ Consultant Selection Process
Revenue ❑ Cooperative Purchase
Expenditure ❑ Competitive Sealed Bid
Matching funds Required ❑ Small Works Roster
Source(s) of Matching Funds ❑ Vendor List Bid
❑ RFP or RFQ
❑ Other
Step 1 : REVIEW' BY
Review a l 2—f
Date Reviewe . �
` APPROVED FORM ❑ Returned or revision(See Comments)
Comments
Step 2: REVIEW BY P OS ING ATTORNEY
Review by: Philip C. Hunsucker
Date Reviewed: 2 Chief Civil Deputy Prosecuting Attorney
APPROVED AS TO FORM Returned for revision(See Comments)
Comments
Step 3: (If required) DEPARTMENT MAKES REVISIONS & RESUBMITS TO
RISK
MANAGEMENT AND PROSECUTING ATTORNEY
Step 4: CONTRACTORJCONSULTANT 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.)
RECEIVED
FEB 2 8 20??
Lodging in TaxReporting FormJEFFERSON COUNTY
g P g COMMISSIONERS
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.
1 Organization Name: Jefferson County Historical Society Reporting Year: 2021'
2 Sponsor Type(Check One): Q 501(c)(3) °501(c)(6) °Local Jurisdiction ®Other(Explain):
3 Activity Name: Olympic Peninsula Gateway Visitor Center
4 Activity Type(Check One): °Event/Festival* 0 Facility* °Marketing*
5 Activity Start Date*: January 2,2021
6 Activity End Date*: December 31,2021
7 Total Cost of Activity: $67,124.21
8 Amount Requested: $59,645.00
9 Amount Awarded: $59,465.00
10 Overall Attendance* 13 Number of Attendees Who Stayed Overnight in Unpaid Accommodations*
a) Projected* 6,500 on site visitation-off site distribution 25,000 a) Projected* 450
b) Actual* 5,430 on site visitation-off site distribution 24,679 b) Actual* 30
c) Methodology(Check One): ®Direct Count* c) Methodology(Check One): °Direct Count*
°Indirect Count* °Representative Survey* °Indirect Count* °Representative Survey*
°Informal Survey* °Structured Estimate* °Informal Survey* °Structured Estimate*
°Other(explain): ()Other(explain):Limited across the counter survey
11 Number of Attendees Who Traveled 50 Miles or More* 14 Number of Attendees Who Stayed Overnight in Paid Accommodations*
a) Projected* 6,500 a) Projected* 4,500
b) Actual* 9,000 very conservative est.with bulk mail b) Actual* 5,600 visitor guest register survey
c) Methodology(Check One): °Direct Count* c) Methodology(Check One): 0 Direct Count*
°Indirect Count* ()Representative Survey* °Indirect Count* °Representative Survey*
°Informal Survey* °Structured Estimate* 0 Informal Survey* 0 Structured Estimate*
Other(explain):data from Guest Register&Bulk Mailings 0 Other(explain):
12 Number of Attendees Who Traveled from Another State or Country* 15 Number of Paid Lodging Nights*
a) Projected* 3,000 a) Projected* 5,500
b) Actual* 2,259 data pulled from Guest Register b) Actual* 7,000-8,000,average stay is 2 nights conservative i
c) Methodology(Check One): 0 Direct Count* c) Methodology(Check One): 0 Direct Count*
0 Indirect Count* °Representative Survey* 0 Indirect Count* °Representative Survey*
0 Informal Survey* °Structured Estimate* °Informal Survey* 0 Structured Estimate*
°Other(explain): 0 Other(explain):
*See Lodging Tax Yearly Reporting Definitions/Instructions
Name of Individual Who Prepared Report: William Roney
Phone#: 360-437-0120 E-Mail Address: gatewayvcr@olympus.net
RETURN THIS FORM TO:
Jefferson County Administrator's Office
1820 Jefferson Street
P.O.Box 1220
Port Townsend,WA 98368
jeffbocc@co.jefferson.wa.us
DEADLINE: February 28th of Each Reporting Year
. .
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