HomeMy WebLinkAboutTourism Coordinating Council, Amendment No. 1 $60,000 - 082421 1 CC - ' �
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C'o\TRACf AMEN isl
By and Between
JEFFERSON Cot N IY and IUl'RISS1 COORDINATING I\(i('Ut \Cll.
For Flute!-Motel Funding 2021 �—
I his Amendment rt I is by and between JF.FFERSO\ COIN I V(hereinafter known as"C'UI \TY"and the
1U1'RISM COORDINATING CUI'NCIII.(hereinafter known as"-I C("").
WHEREAS.the C'UI'\TY and the ICC entered into an Agreement on Fehruar. 23. 2021 for I lotel-Motel
Funding in 2021:and
' I IERI:AS.the parties desire to amend the terms of that Agreement:and
WI EFRFAS.on July 26,2021 the Jefferson County Lodging Fax Advisory Committee(i.I AC)was advised that
additional lodging Tax revenue was projected to he available for appropriation in 2021 without reducing historic fund
balances:and
WHEREAS.the I I AC reviewed and recommended S60.000 in additional funding be awarded to the ICC to
support greater delisery Olsen:ices under the Agreement:
NOW.TIIFRF.IORI:. IT iS AGREED BF 1W1:I:A Will! PAR I IF:S ..\S \A\1F1) 111-.RFIN that the Agreement
executed on February 23. 2021 is hereby amended as f011ow,:
Paragraph 5. Is added to"Section 1. Sery ices I o Be Performed"as follow s:
5. theIOt.RiSM C(X)RDINA I ING COL\('I!,shall use its capabilities and utilve an additional S60.000
funding provided under this Agreement to perform the tourism promotion services consistent with Fxhihit C
attached hereto and incorporated herein for marketing. Work performed consistent with Fxhihit C prior to the
execution(lithe Amendment tt I is hereby ratified
2. Paragraph 3.of"Section 3• Responsibility Of Jefferson County"of the February 23. 2021 Agreement is hereby
amended as follows:
3. Said funding for the performance()ken ices in I.xhihit A in the sum of S I.11.450 for 2021_ Payment will he
made by the COI \I V upon receipt of an invoice on the next available killing cycle. An additional amount
of$60.000 will he paid to tourism Coordinating Council upon execution of this Amendment a I lOr the
performance of the services in 1•shihit C for marketing. Payments are to he predicated on submittal of report,
defined in Section 2. the combined total 2021 Hotel-Motel amount will not exceed$201.450
All other terms and conditions of the original Agreement executed on February 21. 202 I will remain the same
APPROVED and signed this_3ay of Azijizr . 2021.
.IEF'FERSON COt'NTV
Attest. ROAR!)OE,,COMMISSIONERS
Gr/li' (- �' r►- •
( arol♦n(,all.tway. Kate ik.an. ( hair
C icrk of the Board
Approscd as to i nrm. 1 OI RISV'1 COORI)1\A 11\(, ( t)t \('II
August17 2021
Philip I Iun,uckcr. Authorved t►ff i cal
( hie( ( evil Deputy Prosecuting Attorney
EXHIBIT C
Funding Title: Jefferson County Tourism Marketing Coordinating Council
Funding Dates: August 15 - December 31. 2021
Amount Requested: $ 60,000
TYPE OF PROPOSAL: TOURISM PROMOTION/MARKETING
In order to help ensure continuation of robust tourism in the Fall and Winter TCC (Jefferson County Tourism
Marketing Coordinating Council), requests $60,000 in supplemental LTAC funding. so as to continue to aide
promotion of post pandemic on-going tourism events and activities by so as to continue to attract and draw
tourists to unincorporated Jefferson County from outside Jefferson County.
TCC feels it successfully continues to meet the LTC mandates of successfully promoting tourism activities
that:
• Promote Jefferson County and/or events, activities, and places in the County to potential tourists from
outside Jefferson County.
• Have demonstrated potential or high potential from the Committee's perspective to result in overnight
stays by tourists in lodging establishments within the unincorporated areas Jefferson County.
• Have demonstrated potential or high potential from the Committee's perspective to result in
documented economic benefit to Jefferson County.
• Having demonstrated history of success in Jefferson County. or are proposed by a group with a
demonstrated history or high potential of success with similar activities.
• Minimize duplication of services where appropriate and encourage cooperative marketing and/or
includes an element of cooperation or partnership.
2 ()1
c.Jrnafi Steve Shively<steve.shively@gmail.com>
TCC supplemental JeffCo. LTAC funding agreement
gatewayvcr@olympus.net<gatewayvcr@olympus.net> Sat,Aug 28,2021 at 4:43 PM
To:"Tourism Coordinating Council,Jefferson Co.WA"<tcc@s3solutions.biz>
Hello Steve,
I will approve the use of my digital signature in this Supplemental Budget Funding Request document for Jefferson County Tourism Coordinating Council
marketing promotions.
Thank you, Bill
Bill Roney
Manager
Olympic Peninsula Gateway Visitor Center
P.O.Box 65478
93 Beaver Valley Rd.
Port Ludlow,WA 98365
360-437-0120
360-531-0120
gatewayvcr@olyrnpus.net
From:Tourism Coordinating Council,Jefferson Co.WA<tcc@s3solutions.biz>
Sent:Saturday,August 28,2021 4:29 PM
To:Olympic Peninsula Gateway Visitor Center<gatewayvcr@olympus.net>
Subject:TCC supplemental JeffCo.LTAC funding agreement
Hi Bill-
Attached is the TCC supplemental JeffCo.LTAC funding agreement for TCC signature.
If you want me to sign it,simply let me know.
If you'd like to sign it on behalf of TCC,please let me know If the use of your digital signature is OK, please indicate your authorization via reply email.
If not,please print,sign and return the two signature pages to me for processing.
Thanks-
CONTRACT AMENDMENT#I
By and Between
JEFFERSON COUNTY and TOURISM COORDINATING COUNCIL
For Hotel-Motel Funding 2021
This Amendment #1 is by and between JEFFERSON COUNTY(hereinafter known as"COUNTY"and the
TOURISM COORDINATING COUNCIL(hereinafter known as"TCC").
WHEREAS,the COUNTY and the TCC entered into an Agreement on February 23,2021 for Hotel-Motel
Funding in 2021;and
WHEREAS. the panics desire to amend the terms of that Agreement;and
WHEREAS,on July 26,2021 the Jefferson County Lodging lax 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 S60.000 in additional funding be awarded to the TCC 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. The TOURISM COORDINA I ING COUNCIL shall use its capabilities and utilize an additional $60,000 of
funding provided under this Agreement to perform the tourism promotion services consistent with Exhibit C
attached hereto and incorporated herein for marketing. Work performed consistent with Exhibit C prior to the
execution of the Amendment#I is hereby ratified.
2. Paragraph 3.of-Section 3: Responsibility Of Jefferson County"of the February 23.2021 Agterment is hereby
amended as follows:
3. Said funding for the performance of services in Exhibit A in the sum of$141,450 for 2021. Payment will be
made by the COUNTY upon receipt of an invoice on the next available billing cycle. An additional amount
of S60,000 will be paid to Tourism Coordinating Council upon execution of this Amendment#1 for the
performance of the services in Exhibit C for marketing. Payments are to be predicated on submittal of reports
defined in Section 2. The combined total 2021 Hotel-Motel amount will not exceed$201,450.
3. All other terms and conditions of the original Agreement executed on February 23, 2021 will remain the same.
APPROVED and signed this d y of/1146tSt- , 2021.
JEFFERSON COUNTY
Attest: BOARD 0 COMMISSIONERS
G`a" CCLel
arolyn( allaway. Kat Dean,Chair
Clerk of the Board
Approved as to Form. TOt"RISM COORDINA PING COUNCIL
August 17,2021
Philip Hunsucker. Authorised Official
Chief Civil Deputy Prosecuting Attorney
I of
EXHIBIT C
Funding Title: Jefferson County Tourism Marketing Coordinating Council
Funding Dates: August 15 -December 31, 2021
Amount Requested: $ 60,000
TYPE OF PROPOSAL: TOURISM PROMOTION/MARKETING
In order to help ensure continuation of robust tourism in the Fall and Winter TCC (Jefferson County Tourism
Marketing Coordinating Council), requests $60,000 in supplemental LTAC funding, so as to continue to aide
promotion of post pandemic on-going tourism events and activities by so as to continue to attract and draw
tourists to unincorporated Jefferson County from outside Jefferson County.
TCC feels it successfully continues to meet the LTC mandates of successfully promoting tourism activities
that:
• Promote Jefferson County and/or events,activities, and places in the County to potential tourists from
outside Jefferson County.
• Have demonstrated potential or high potential from the Committee's perspective to result in overnight
stays by tourists in lodging establishments within the unincorporated areas Jefferson County.
• Have demonstrated potential or high potential from the Committee's perspective to result in
documented economic benefit to Jefferson County.
• Having demonstrated history of success in Jefferson County,or are proposed by a group with a
demonstrated history or high potential of success with similar activities.
• Minimize duplication of services where appropriate and encourage cooperative marketing and/or
includes an element of cooperation or partnership.
2 of 2
Consent Agenda
Commissioners Office
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Mark McCauley, Interim County Administrator
FROM: Adiel McKnight, Executive Assistant
DATE: August , '`;2021
SUBJECT: AGREEMENT, Amendment No. 1 re: 2021 Supplemental Lodging
Tax Grant Funding; In the Amount of$60,000 for a Total of$201,450;
Tourism Coordinating Council
STATEMENT OF ISSUE:
The proposed supplemental agreement provides additional grant funding to the Jefferson County
Tourism Coordinating Council for the promotion of tourism and ongoing preservation of Jefferson
County's heritage. The Lodging Tax Advisory Committee (LTAC)met on August 3, 2021 and
reviewed the Tourism Coordinating Council's request to fund an additional amount of$60,000 for
promotional needs. LTAC members approved a supplemental amount of the funding request and are
recommending the Board of County Commissioner's to amend the agreement with Tourism
Coordinating Council to include the additional $60,000 for a total of$201,450.
FISCAL IMPACT:
Tourism Coordinating Council $60,000
RECOMMENDATION:
Approve and sign the amendment to agreement.
REVIEWED BY:
7*'fA/
Mark McCaule nterim County Ad nis ator D /
CONTRACT REVIEW FORM
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: Tourism Coordinating Council 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: $60,000 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 . .5:*.0ho AND CHAPTER 42.2. RCW.
CERTIFIED: [1 N/A:ri Adiel McKnight 1,t1,9;8,°Y °r a»` 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/A: I_ Adiel McKnight o '' „'"45," 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 8/18/2021.
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
v 4,) TCC ? ;j _;;,�'
"tat(yl /
C C ,Ob
AGREEMENT FOR 2021 HOTEL-MOTEL FUNDING FOR TOURISM SERVICES
TOURISM COORDINATING COUNCIL
This Agreement is by and between JEFFERSON COUNTY(hereinafter known as
"COUNTY" and the JEFFERSON COUNT Y TOURISM COORDINATING COUNCIL
(hereinafter known as"TCC").
WHEREAS, the TCC is established by the Board of County Commissioners through
Resolution No. 78-03 and its members are appointed by Board of County Commissioners; and
WHEREAS, the COUNTY desires to promote tourism by providing information to guests,
support and staff to information centers in unincorporated Jefferson County,as well as workshops,
conferences and materials to enhance productivity of visitor information centers in the promotion of
the tourism industry, as authorized by Chapter 67.28 RCW and Jefferson County Code Chapter
3.25;and
WHEREAS,the Jefferson County Lodging Tax Advisory Committee reviewed and
recommended funding the lodging tax proposal by the Tourism Coordinating Council to implement
a strategy for the unincorporated area of Jefferson County to promote tourism activities;
IN CONSIDERATION of the mutual covenants and agreements herein it is agreed by the
parties as follows:
SECTION 1: SERVICES TO BE PERFORMED
The TCC shall use its capabilities and utilize the funding provided under this agreement to continue
and update the ongoing performance of the following tourism promotion services,as outlined
below:
1. Adopt and implement a tourism marketing and promotion strategy for the unincorporated
area of Jefferson County,consistent with the proposed TCC Lodging Tax services and
budget,a copy of which is incorporated herein and attached hereto as Exhibit A.
2. Be the focal point for community involvement,act as a clearinghouse for community
organizations,and participate in planning and strategizing for tourism promotion.
3. Coordinate with the City of Port Townsend, State of Washington, United States
Government and other public and private agencies in the use of Hotel Motel Tax funds and
the promotion of tourism activities.
4. In recognition of the unavoidable disruption to tourism activities from the COVID-19
pandemic, the TCC may substitute other Promotion Services in 2021 in using the funding
provided through this Agreement, upon prior presentation of an itemized list to the Lodging
Tax Advisory Committee(LTAC) and affirmative vote by the LTAC recommending that
the TCC proceed with the proposed substitution. In such case no amendment to this
Agreement shall be required and the TCC may use the funding to perform the substitute
Promotion Services in 2021.
t' L- rouris.m. Coord inati icr ( ounci1
SECTION 2: RESPONSIBILITIES OF THE TOURISM COORDINATING COUNCIL:
On or before January 31; April 30; July 31; October 31,2021;and January 31,2022,
provide to the COUNTY:
• A quarterly report of the marketing, services, programs and activities of the
TCC for the prior quarter under this Agreement,and the 2020 Amendment
No. 2 dated December 7,2020;
• A quarterly financial statement detailing revenues,expenses and cash
balances for the prior quarter;and for the final quarter report, the financial
statement shall also include a detailed financial statement for all 2021.
2. Submit orders and invoices from marketing vendors to the County Administrator's Office
for payment by the County out of budgeted funding allocated for TCC activities
consistent with this Agreement.
3. For a minimum of six(6)years, maintain documented proof of payments made, contracts
executed,and other expenditures authorized under this Agreement. Upon reasonable
notice, provide access to County or State representatives to audit those records.
4 Funding provided by this Agreement may only be expended on the services described in
Section 1 of this Agreement. Any monies used for other services or purposes shall be
refunded to Jefferson County. Any monies under-expended of the total funding allocated
under this Agreement shall be retained in the Fund 125 Hotel/Motel fund balance.
5. By February 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 TCC.
b. The amount of lodging tax revenue allocated for expenditure(whether actually
expended or not) by the TCC on each festival,event or tourism facility.
c. Estimated number of tourists served at each festival,event or tourism facility. ("Tourist"
includes persons traveling more than 50 miles to the location of the event, festival or
facility and overnight stays in the area).
d. Estimated lodging stays.("Lodging"refers to commercial lodging such as hotels,
motels,resorts,bed and breakfasts, or commercial campgrounds).
e. Measurements that demonstrate the impact of increased tourism attributable to the
event, festival or facility.
SECTION 3: RESPONSIBILITY OF JEFFERSON COUNTY
The COUNTY acknowledges that per the 2020 Agreement, Amendment No. 2 dated
December 7, 2020, funding in the amount of$63,550 will be made available to the TCC
during the first quarter of 2021. Pursuant to this 2021 Agreement, the TCC may expend the
amount carried over from 2020 throughout 2021.
2. The COUNTY will provide the TCC funding from Hotel-Motel Tax receipts to be used in
support of their responsibilities as defined under this agreement.
2 o Tourism ( oou.iinating Coon::!
3. Said funding is in the sum of$141,450 for 2021 which is in addition to the amount carried
over into 2021 from 2020. Payment is to be predicated on submittal of reports defined in
Section 2. Except as provided below in Paragraph 4,payment will be made by the
COUNTY upon receipt of an invoice on the next available billing cycle.
4. The County shall establish a Fund 125 revolving checking account, and the County
Administrator's Office may use it to pay time-sensitive orders and invoices for services
consistent with this Agreement, and that require payment sooner than a normal County
billing cycle.
5. The County recognizes that the original allocation to the TCC in Hotel-Motel funds for
promotional services in Jefferson County may be voluntarily reduced because of the
impacts of the COVID-14 pandemic. Any voluntary reduction from 2021 funding is
earmarked for potential use in 2022,contingent on a recommendation by the Lodging Tax
Advisory Committee to award those funds to the TCC in 2022 and approval by the Board of
County Commissioners.
SECTION 4: TERM
This Agreement shall be for a term of one year,commencing on January 1,2021 and ending on
December 31, 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-perfoiuiance of duties under this Agreement, or for any reason. The TCC
may terminate this Agreement upon thirty(30)days written notice to the COUNTY. In the event of
termination under this clause, the County shall be liable to pay only for services rendered prior to
the effective date of termination.
SECTION 8: COMPLIANCE WITH LAWS
The TCC shall comply with all Federal, State, and local laws and ordinances applicable to the
work to be done under this Agreement. This Agreement shall be interpreted and construed in
accord with the laws of the State of Washington and venue shall be in Jefferson County,
Washington.
I>at,e ti
SECTION 9: DISCRIMINATION PROHIBITED
The TCC with regard to the services to be completed under this agreement,will not discriminate
on the grounds of age, sex,marital status, sexual orientation, race, creed, color, national origin,
honorably discharged veteran or military status, or the presence of any sensory. mental, or
physical disability or the use of a trained dog guide or service animal by a person with a
disability, unless based upon a bona fide occupational qualification in the selection and retention
of employees, materials, supplies, contractors or subcontractors.
SECTION 10: INTEGRATED AGREEMENT
This agreement together with attachments or addenda represents the entire and integrated
agreement between the County and the TCC and supersedes all prior negotiations,
representations, or agreements written or oral. This agreement may be amended only by written
instrument signed by both the County and the TCC.
APPROVED and signed this '%rday of �--6:t9t ,2021.
JEFFERSON COUNTY
Attest: BOARD OF COMMISSIONERS
4 ��
Carolyn i ch.
Kate Dean,Chair
Clerk of the Board
Approved as to Form: TOURISM COO INATING COUNCIL
f , ice-rirev
February 16,2021
Philip Hunsucker, ill Roney. President
Chief Civil Deputy Prosecutor
Page 4 of 7 Tourism Coordinating Council
EXHIBIT A
Proposed 2021 Tourism Coordinating Council Lodging Tax Services and Budget
TCC Prop,Js'ad iliujf-;43! 2021
2021 Pioposeo
riktko,rtiairg Collateral S 3400C
LoriF,fnic Ult Pfarerriew in Ce...tr.vac,Quid0.000
Chln-per,to tarnei It for AtLttat...,P.torri COO
OPPortunities _ S,C010
. -
AcItior t,40 Off tnrIrs 10,1203 "
I 1
DITC.,1-ntic Ci Virg 6.1X4
1>r,r4-rvir: tfol
Ad Crqatriq Sirrvipt“ 5,C(Ki
- Marketi _ _ $ 811500 I
L.-.+ppt;4n1 13,CCO'
21,CCO 1
FAM ro 'Support
01yrnpc Culinar7 Loop 5,SCC
t7M, PniLi%Lif s1-1 Coil aftqon
LCCQ
WIA Participation
7CC
Vglue SeaSOrl 5 ICC Carna•Itiirc Cical
Qn Perina0a Tourivn Corrrn, Pf 42,00C
Stist,ainahle Touft5rn effort ..11:0120
_„„..
Cr)prt.tori
LT.6C t
$141,450 is in addition to the $63 550 carried over into 2021 from 2020,
which carry over may be expended throughout 2021
Page 5 of 7 Tourism Coordinating Council
Exhibit B
Jurisdiction Lodging Tax Reporting Form -To Be Submitted to Jefferson
County Administrator's Office
No Later than February 28th of each Year
Lodging Tax Reporting Form
Or pnrzat oa.;mewing Funding to promote fe:arat:.:pearl eve at:d eourtms-related amine:through rotor ra•telated facwut:
owned or:pon:oted by non-profit orgaruzatron:or the local pmndattaora arm requued to complete the,form for E.AC Ff actuary
1 Cellamtt,ocName Repoorr;Year
2 Sponsor Type;Crick env.. Q 5)t-,t;1 tr Q 301rcab', 0 Loco:taicr5[IIon 0 Otis amass,-
3 A_`tra Mani
t Armin Trim fiber);Au; Q Ere u seal. 0"cr. Q S(adtoatr•
i drama Surf tears•
S Acav:a Est Dare'.
•Foot COO of Amin- S
S Amomx Rootot+ed: S
9 Amnia Ammo* i I
1)Okeral Atrerdaare" 13 Numbs ad Manioc,Q'tn Cured O vetaZZtat m 1.4axl A:rorr'..+,tan•t s•
a) Pto craw• at Paafecred•
-Sr kraal* bi ,meal•
c7 Merbodo,apctaeckOro: 00racr Cams• c Meador:la task One, 0iaerr;aar'
Qbzduerr Caar' OPmpresmrxuce Surrec' Qagktect Cann' QRapresenrame Starry
Qfdom:al tsar' Q Saranvad Emma:* Q'sioernal Saner e7^ 0 iQUrntraad Emma'
00Mer opt=; QOtkar;erplaas.
11 tiara of dnec Coos S1?ar Imeled 94 Milo car More" 1+Nnsdber of Amulets Gto Soy*"01:4rnight m PaaG dczoozoocssioai'
ai Pro?eesadt 4; Proi'scare
b) Arra.
Yebode3op tCrock Ora' 0D1rac Canes• c; ?.farbodoneP task One, Q 1^.rrct:mar'
0toctuacrCatm' 0P.aprr[014ntaSurer' QletoacrCow' RepresaaanorStreet•
Qrr+.+mr•,;WSW 0 Soucsuai E;acute. Q si mui=trey' ;matured Eutaw**
0 Oars re , , 0 Cater;mot:
1:',:nrob r of taec39es Ala Traveled ed from&saw Sure ar Cans' t'Numbs of Patel i.oistag Nters`
ProxcTee a Prolesrrd•
b) ,#craw,• bt Arno
- W"rboina ICEack One' Q Duna Cam. c; Mottotiangti'Ckeric Camel Q Cyst:3,ararr•
bkrItract Caren" QRapmeasare Santis^ 0:Maw Ca¢r' Olotsroacsave Sumer'
- 0 bortastl S Learv' Q`a,.rualEMa a 0limssSort* Dints ardEmmare•
OCASer,awlam 0 Otto erplatal.
-See Loal. m Tar%early Reporting Dafuutjou>la:rrac non-
Name of 3=v- as SL'ho Pr pa>i Papa:.,
?acne+ E:Y,at iltre;s
RETURN THIS FORM TO
JotTee as Counr:A 4m0,, matct
1S23 Je3er-or:Sneer
P U Box_ 12:0
Port Towilmnd. VA 93368
;rfroocc cico.;eiTer0a as s,
DE.ARLINE Februar :$rim of Etch Report:sr;;ICU'
Page 6 of 7 Tourism Coordinating Council
LTAC Yearly Reporting
Definitions/Instructions
Activity Type: Event/Festival: Short-term activity occurring between specific dates(e.g.,4th of July celebration,local marathon)
Facility: Municipally-owned facility that operates some or all of the year(e.g.,county historical museum,convention
center)
Marketing:Activity that provides information to encourage visitors to an area;is typically a year-round activity but
may also operate for less than a full year.
Activity Date: Activity beginning and ending dates.
Actual: Persons estimated to have actually participated in event/festival or visiting a facility.For marketing activity,enter
the number of persons estimated to have actually visited area as result of marketing activity.
Projected: Persons expected to participate in event/festival or visiting a facility.For marketing activity,enter the number of
persons expected to visit area as result of marketing activity.
Methodology: Select the methodology used to estimate the actual number of visitors/participants.
Direct Count: Actual count of visitors using methods such as paid admissions or registrations,clicker counts at
entry points,vehicle counts or number of chairs filled.A direct count may also include information collected directly
from businesses,such as hotels,restaurants or tour guides, likely to be affected by an event.
Indirect Count: Estimate based on information related to the number of visitors such as raffle tickets sold,redeemed
discount certificates,brochures handed out,police requirements for crowd control or visual estimates.
Representative Survey: Information collected directly from individual visitors/participants. A representative
survey is a highly structured data collection tool,based on a defined random sample of participants,and the results
can be reliably projected to the entire population attending an event and includes margin of error and confidence
level.
Informal Survey: Information collected directly from individual visitors or participants in a non-random manner
that is not representative of all visitors or participants. Informal survey results cannot be projected to the entire
visitor population and provide a limited indicator of attendance because not all participants had an equal chance of
being included in the survey.
Structured Estimate:Estimate produced by computing known information related to the event or location. For
example,one jurisdiction estimated attendance by dividing the square footage of the event area by the international
building code allowance for persons(3 square feet).
Other:(please describe)
Overall Attendance: Total projected and estimated actual attendance recorded for event, facility or resulting from marketing activity.
Total Attendees Traveling 50 miles or more:
Total: Total projected and estimated actual number of visitors traveling more than 50 miles to attend event or facility. For
marketing organizations,report visitors traveling more than 50 miles to visit area.
Of total,attendees who traveled from another state or country:Of the total projected and estimated actual number of
visitors traveling more than 50 miles to attend event or facility or visit area,report projected and estimated actual number of
visitors who traveled from another state or country.
Attendees who stayed overnight:
Paid Accommodations: Total projected and estimated actual number of visitors staying in paid lodging establishments such
as hotels,motels,bed and breakfasts,etc.
Unpaid Accommodations: Total projected and estimated actual number of visitors staying in unpaid accommodations such
as family and friends.
Paid Lodging Nights: Total projected and estimated actual number of paid lodging nights. One Lodging night=one or more persons
occupying one room for one night.
Page 7 of 7 Tourism Coordinating Council
CONTRACT REVIEW FORM
CONTRACT WITH: Tourism Coordinating Council TRACKING NO.: BOCC 2021-09
(Contractor/Consultant)
CONTRACT FOR: 2021 Lodging Tax Funding TERM: 12/31/21
COUNTY DEPARTMENT: County Administrator -
For More Information Contact: Philip Morley JAN 2 7 2021
Contact Phone #: Ext.383
JEFFERSON COUNTY
RETURN TO: Leslie Locke RETURN BY: ASAP COMMISSIONERS
(Person in Department) (Date)
AMOUNT: $141,450 PROCESS: ❑ Exempt from Bid Process
❑ Consultant Selection Process
Revenue 0 Cooperative Purchase
Expenditure 0 Competitive Sealed Bid
Matching funds Required 0 Small Works Roster
Source(s) of Matching Funds 0 Vendor List Bid
RFPorRFQ
11 Other
Step 1: REVIEW BY.RISK AGEMENT
Date FR'ev hw.edr
APPROVED FORM ❑ Returned for revision(See Comments)
Comments
Step 2: REVIEW BY PROSECUTING ATTORNEY
Review by: Philip C. Hunsucker
Date Reviewed: February 16,2021 Chief Civil Deputy Prosecuting Attorney
0 APPROVED AS TO FORM ❑ Returned for revision(See Comments)
Comments
Step 3: (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.TUESDAY for the following Monday's agenda.
(This form to stay with contract throughout the contract review process.)
U
Consent Agenda
Commissioners Office
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Adiel McKnight, Executive Assistant
DATE: February 22,2021
SUBJECT: AGREEMENT re: 2021 Hotel Motel (Lodging Tax) Grant Funding; In the
Amount of$141,450 Tourism Coordination Council
STATEMENT OF ISSUE:
This agreement provides grant funding for 2021 to certain non-profit agencies for the promotion of
tourism and ongoing preservation of Jefferson County's heritage. This funding has been budgeted from
the Hotel Motel (Lodging Tax) Fund, as recommended by the Lodging Tax Advisory Committee.
FISCAL IMPACT:
Tourism Coordination Council $141,450
RECOMMENDATION:
Approve and sign the agreement.
DB`Y:
2,1e1Z7
ip Motrley, unty minis or Date:
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: Jefferson County Tourism Coordinating Council(TCC) Reporting Year: 2021
2 Sponsor Type(Check One): ()501(cx3) ()501(c)(6) O Local Jurisdiction O Other(Explain):
3 Activity Name: Jefferson County Tourism Coordinating Council(TCC)
4 Activity Type(Check One): O Event/Festival* O Facility* O Marketing*
5 Activity Start Date*: 01/01/2021
6 Activity End Date*: 12/31/2021
7 Total Cost of Activity: $256,281.78
8 Amount Requested: $265,000.00
9 Amount Awarded: $203,133.70
10 Overall Attendance* 13 Number of Attendees Who Stayed Overnight in Unpaid Accommodations*
a) Projected* 555,000 a) Projected*
b) Actual* 900,000 b) Actual*
c) Methodology(Check One): ()Direct Count* c) Methodology(Check One): O Direct Count*
()Indirect Count* ()Representative Survey* ()Indirect Count* ()Representative Survey*
()Informal Survey* ()Structured Estimate* ()Informal Survey* ()Structured Estimate*
()Other(explain):—62%Year-Over-Year increase vs 2020 ()Other(explain):NA
11 Number of Attendees Who Traveled 50 Miles or More* 14 Number of Attendees Who Stayed Overnight in Paid Accommodations*
a) Projected* 522,400 a) Projected*
b) Actual* 850,000 b) Actual*
c) Methodology(Check One): ()Direct Count* c) Methodology(Check One): ()Direct Count*
OIndirect Count* ()Representative Survey* ()Indirect Count* ()Representative Survey*
()Informal Survey* ()Structured Estimate* ()Informal Survey* O Structured Estimate*
OOther(explain):—62%Year-Over-Year increase vs 2020 ()Other(explain):NA
12 Number of Attendees Who Traveled from Another State or Country* 15 Number of Paid Lodging Nights*
a) Projected* a) Projected* 170,000
b) Actual* b) Actual* 275,000
c) Methodology(Check One): ()Direct Count* c) Methodology(Check One): O Direct Count*
0 Indirect Count* ()Representative Survey* ()Indirect Count* ()Representative Survey*
()Informal Survey* ()Structured Estimate* ()Informal Survey* ()Structured Estimate*
()Other(explain):NA-COVID-I9 restrictions to travel ()Other(explain):—62%Year-Over-Year increase vs 2020
*See Lodging Tax Yearly Reporting Definitions/Instructions
Name of Individual Who Prepared Report: Steve Shively
Phone#: (360)440-7006 E-Mail Address: tcc@enjoyolympicpeninsula.com
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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