HomeMy WebLinkAbout2022 JCFM-Chimacum Market RFP 2022 Proposal Checklist for Tourism Promotion Activitie§ ,;;j
Proposal Deadline: October 29, 2021 at 4:30 pm (received, not postmarked).- w rµ ,,,; r• . , ,-- ,�
Address To: Jefferson County Lodging Tax Advisory Committee
Mailing Address: P.O. Box 1220, Port Townsend WA 98368 W y •y""= �.
Delivery Address: Jefferson County, County Administrator's Office,
1820 Jefferson Street, Port Townsend, WA 98368
Please type(10 point or larger) or legibly print in ink. To be considered: all questions must be answered; all
requested documents provided; this form must be signed and dated.
Organization Name J-?- '..v\ K g U/k^
Organization Address PCB' x i.S ` 1 (A1 c„e33LE,
Contact NamePOP1 k 1
Contact Address -26 Bc>x. 135`i , 7�k- T , l ctpz-5(�2
Day Phone 3 60�3 _i dci s Evening or Cell Phone .3(00_ ) 213
E-Mail Address
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Facility/Event (if applicable) cwkiC M c ► '.Q.Q/S 1u' ^L
Total Lodging Tax Request: $: I 5 20 K�
Estimated 2022 org. operating </z
budget (Incl. Lodging Tax funds) $:
If asking for funds for a specific Dollar Amount
event, list other cash funding $
sources and dollar amounts
budgeted for this project. $
Note: This section is only due for
specific event and festival $
funding requests. $
Total Project Revenue Budget $
Did your organization receive Lodging Tax Funds from the County in 2021? X yes no
1 understand that if my organization's proposal for tourism promotion activities is approved by the County that my
organization will enter into a contract with the County to provide the contracted services up to the maximum contract
amount. I understand that the proposal herein is a public record potentially eligible for public release.
Sign Name: I t�-
1/4 — v���tll� Date: I0/2--c /21
Print Name and Title: Af^ f y1,iilfillav2t) 1 iY'e dcvi CA 1\
1. Itemized List of Proposed Tourism Promotion Services
Organization (or Event) Name:
In the following space or on a separate sheet of paper, please specify each proposed tourism
promotion, facility, event or activity, including quantities and costs (see examples at bottom of page).
Examples of how to list your proposed tourism promotion services or event(please be as specific AS
POSSIBLE about the services, quantities,the tourism market, distribution method, and cost):
10,000 promotional rack cards for 1-5 corridor from Portland to Bellingham,April-June 2018 $1,835
The rack cards will promote an event/hotel/restaurant promotional package.
Design and printing $1,250
Distribution by XYZ Company $ 500
5 hours of staff time at$17.00 per hour to write copy,edit and proof the cards $ 85
1/3 page black and white event promotional advertisement in XYZ Magazine,July 2018 edition $1,500
XYZ Magazine has 250,000 subscribers in western and northwest states. This 1/3-page ad
will be part of a full-page advertisement being coordinated by the VCB.XYZ Magazine will match
the value of the advertisement with a feature article on Jefferson County and the event in the same edition.
2. Proposal Questions
Please confine your answers to no more than one page for each question.
1. Tell us about your promotion, facility, event or activity and why you think it will increase
tourists traveling to and staying in Jefferson County. Include a general description of the
promotion, facility, event or activity including its purpose, history, etc.), and describe your
organization's track record.
2. If this is a continuing promotion, facility or event, how is it different than in the past?
3. Describe how you intend to market/promote your promotion, facility, event or activity to
potential tourists who reside outside Jefferson County.
a) If an event, the date of the event:
b) The timeline for the tourism promotion activity you are proposing (e.g. May through July, 2022)
c) Target Audience
d) Promotion methods you intend to use to reach the target audience.
e) Describe how you will promote overnight stays at Jefferson County lodging establishments.
f) If you intend to collaborate with another agency or non-profit to provide these services, please
state the name of the organization and describe the nature of the collaboration:
4. How will you measure the effectiveness of your promotion, facility, event or activity?
Also, describe how you will document and report to the County the economic impact from
your event/facility. (State law requires the County to report annually to the State Department of
Community Development and Economic Trade about the number of lodging stays and economic
benefit from tourists generated by use of Lodging Tax proceeds for tourism promotion.)
5. What economic impact can we expect in Jefferson County from your proposed promotion,
facility, event or activity?
a.) Actual or estimated number of tourists at your event/facility last year (2021):
b.) Estimated number of tourists who will attend your event/facility this year (2022):
c.) Projected economic impact in Jefferson County from your event/facility (e.g. number of tourists
who will stay overnight in Jefferson County-based lodging establishments; economic impact for
Jefferson County restaurants, community facilities, amenities, events, and businesses).
6. Describe your organization's area of expertise. Do you provide a unique service?
3. Background Information about Your Organization
Attach the following items to your proposal in the order listed:
(Note: To be considered by the Committee, all of the listed information must be included with your
proposal.)
Attachments:
Proposed 2022 promotion, facility, event or activity budget including income and expenses.
V
— 2021 Budget and Actual income and expense year to date statement(s).
List of names and addresses of the organization's Board of Directors as of the date the
proposal is filed. Also, if the proposal is for the marketing of an event and there is a
chairperson for the event (either volunteer or paid), list that individual's name, address and
phone number.
— If you desire, you may provide samples of promotion materials such as brochures or
promotional materials (maximum of five).
Note: Staff will verify Incorporation status of the non-profit agencies who submit service proposals by
checking the Washington Secretary of State's on-line corporation records.
A. 2022 LTAC Opportunity Information
pp Y
1. Jefferson County's Proposal Process -
The Jefferson County LTAC solicits service proposals each year. The proposal form is attached,
posted on the County's website, www.co.jefferson.wa.us and may also be requested by calling the
Jefferson County Commissioner's Office at the Courthouse, (360) 385-9102.
This year, the Committee will review proposals on November 2nd, 2022 from 1 p.m. to 3 p.m.
Applicants are asked to attend the November 2, 2021 meeting beginning at 1 p.m. The County will
provide meeting information for all complete applications. At that meeting, each proposing agency will
answer questions from the Committee regarding their proposal. The Lodging Tax Advisory Committee
will make a recommendation to the Board of County Commissioners regarding which proposals to
fund, and at what funding levels within available revenues.
The review of the LTAC recommendations and final decision about how to use the lodging tax monies
is made by the County Commissioners. Each agency will be notified of the status of their proposal.
Contracts are prepared by the County and sent to agencies.
2. Available Funding for 2022
Organizations submitting proposals should be aware that a total of approximately $900,000 in lodging
tax awards will be available for allocation to eligible tourism promotion activities through this RFP.
This amount of funding for 2022 is higher than the - $500,000 that was in the RFP for the prior year
due to increased Hotel-Motel tax receipts. This amount also includes $4,000 in staff administrative
costs to manage the grants and to process invoices.
County Ordinance 02-0622-98 provides for distribution of Lodging Tax as follows:
• The lodging tax funds are to be used for targeted and/or regional promotion, the operation and
maintenance of organizations operating tourist related facilities and their costs for local
promotional activities.
• Not more than 25% for the development of tourism related facilities.
3. Definitions -
By state law, lodging tax funds may only be used for tourism promotion and the acquisition and/or
operation, including maintenance, of tourism-related facilities. The following definitions are copied
verbatim from RCW 67.28.080. Note: State law changed in 2007 to include "operation" of tourism
events in the definition of"tourism promotion."
"Tourism" means economic activity resulting from tourists, which may include sales of overnight
lodging, meals, tours, gifts, or souvenirs.
"Tourist" means a person who travels from a place of residence to a different town, city, county, state,
or country, for purposes of business, pleasure, recreation, education, arts, heritage, or culture.
"Tourism promotion" means activities, operations, and expenditures designed to increase tourism,
including but not limited to advertising, publicizing, or otherwise distributing information for the
purpose of attracting and welcoming tourists; developing strategies to expand tourism;
operating tourism promotion agencies; and funding the marketing of special events and
festivals designed to attract tourists.
"Tourism-related facility" means real or tangible personal property with a usable life of three or more
years, or constructed with volunteer labor that is: (a)(i) Owned by a public entity; (ii) owned by
a nonprofit organization described under section 501(c)(3) of the federal internal revenue code
of 1986, as amended; or (iii) owned by a nonprofit organization described under section
501(c)(6) of the federal internal revenue code of 1986, as amended, a business organization,
destination marketing organization, main street organization, lodging association, or chamber
of commerce and (b) used to support tourism, performing arts, or to accommodate tourist
activities.
4. Proposal Evaluation Criteria —
Jefferson County Policy Statement for Use of the Lodging Tax.
Jefferson County's Lodging Tax Fund will be the primary source of county funding for activities,
operations, and expenditures designed to increase tourism. The County does not make any multi-
year commitments with Lodging Tax funds. However, service providers are not limited or prohibited
from making repeat annual requests of the same nature. The County intends to maintain a reserve in
the Fund, and will assess on an annual basis how much of the Fund to appropriate in a given year.
The Jefferson County Commissioners have created a Lodging Tax Advisory Committee to conduct an
annual process to solicit and recommend Lodging Tax funded services for the County Commissioners
consideration. Jefferson County will only consider proposals for use of the Lodging Tax from public
and non-profit agencies.
The Fund will ONLY be used for the following purposes:
1. The promotion of emerging or on-going tourism events, facilities, and activities by government
or non-profit agencies so as to attract and draw tourists to unincorporated Jefferson County
from outside Jefferson County.
2. Operation of a tourism promotion agency (such as a visitor and convention bureau);
3. The marketing of special events and festivals designed to attract tourists to unincorporated
Jefferson County from outside Jefferson County.
4. Capital and/or operating costs for tourism facilities owned by a public entity or a non-profit
organization as defined in State law RCW 67.28.080.1(7) — Tourism Related Facility.
5. Administrative costs to support tourism events, facilities and activities.
Other Criteria.
HIGH PRIORITY will be given to 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.
1. On February 2, 2006, the State of Washington Attorney General's Office issued Opinion #AGO
2006 #4, which clarifies that a municipality may NOT provide advance payment to private
organizations for tourism promotion. Payment must occur after the services have been
performed and documentation in keeping with the contract is submitted to the County.
2. The County may not pay for donated or volunteer services or pay more than the actual cost
incurred by the contracting agency to provide the service.
5. Background Information —
Jefferson County's Lodging Tax.
The Lodging Tax is an excise (sales) tax authorized by State law in RCW 67.28, Public Stadium,
Convention, Arts and Tourism Facilities.
In 1998, the State Legislature amended Chapter 67.28 of the Revised Code of Washington (RCW) to
allow local governments to assess an additional 2% tax on lodging for tourism promotion and/or
tourism-related facilities (sometimes referred to as "the new 2%"). In April 1999, the County
Commission, by Ordinance, increased the County's Lodging Tax from a 2% to a 4% tax as allowed by
RCW 67.28.
Jefferson County's Lodging Tax Advisory Committee.
Per RCW 67.28.1817, the State requires that local governments collecting the Lodging Tax establish
a Lodging Tax Advisory Committee consisting of at least five (5) members:
The Chair — a member of the County Commission or their designee
2 members — representing the lodging industry
2 members — representing activities authorized to be funded by said tax
The Committee's role is advisory in nature, with the Committee's purpose being to advise the County
Commissioners. The Committee must select the candidates from amongst the applicants applying for
use of revenues and provide a list of such candidates and recommended amounts of funding to the
County Commissioners for final determination.
In 1998, the Jefferson County Commissioners created such a Committee, and asked the Committee
to establish an annual process to solicit and review proposals for tourism services eligible for lodging
tax funding. Committee members are appointed by the County Commissioners as part of the
County's regular advisory committee appointment process.
For additional information, contact
County Administrator
Jefferson County Courthouse
1820 Jefferson Street
PO Box 1220
Port Townsend, WA 98368
Ph: 360-385-9100; Fax: 360-385-9382
e-mail: mmccaulevCa�co.iefferson.wa.us
- END -
• Have demonstrated potential or high potential from the Committee's perspective to result in
documented economic benefit to Jefferson County.
• Have a 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.
• Provide, maintain, operate, or enhance County-owned tourism facilities or infrastructure.
LODGING TAX ADVISORY COMMITTEE REVIEW CONSIDERATIONS
In developing its recommendations, the Committee considers:
• The estimated amount of lodging tax receipts for the coming year provided by the County
Administrator's Office.
• Operational adaptations or pivots that ensure future organizational success of tourism related
activities and promotion, in response to the COVID-19 pandemic.
• Thoroughness and completeness of the proposal.
• The relationship of proposed services to the areas of high priority identified by the Committee.
• Percent of the proposal request to the event/facility promotions budget and overall revenues.
• Percent of increase over prior year Jefferson County Lodging Tax funded proposal if any.
• Projected economic impact within the unincorporated Jefferson County, in particular projected
overnight stays to be generated in lodging establishments in the unincorporated areas of
Jefferson County.
• Requirements in State law for use of the tax, and the definitions in State RCW 67.28.080 for
"tourism," "tourist," "tourism promotion," and "tourism-related facility."
• The applicant's history of promotion success, reporting history and financial stability.
• Committee member general knowledge of the community and tourism-related activities.
NOT CONSIDERED are requests for
• Services to be provided beyond calendar year 2022.
• Proposals from for-profit businesses (however, a government or nonprofit agency contracting
with the County may itself contract with for-profit businesses as third-party vendors).
• Promotional activities that reach a target audience solely located within Jefferson County.
NOTE:
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County Administrator
1820 Jefferson Street
Port Townsend, WA 98368
October 28, 2021
Dear Jefferson County Lodging Tax Advisory Committee,
Greetings! Thank you LTAC board members for your support of the Chimacum Farmers
Market during our 2021 season. Together, we improved the visibility of our Chimacum
Farmers Market while bringing people to Jefferson County. We invite you to help us
celebrate 30 years of operation in 2022 with support for market promotion, live music,
and rebranding. In partnership, we will highlight the local food, farm and artisan culture
that makes Jefferson County unique. By uplifting and showcasing our markets, we attract
new and returning visitors to the county in support of local lodging and businesses.
The 501 (c) 3 non-profit, Jefferson County Farmers Markets, operates the Port Townsend
and Chimacum Farmers Market. We celebrate our 30th anniversary in 2022. Our markets
provide affordable, low-bar, direct-to-consumer retail space for vendors, high quality food
for our community, and fosters local economic growth by connecting local and regional
shoppers to growers and makers. The Chimacum Farmers Market operates annually, June
through October at Chimacum Corner Farmstand, 9122 Rhody Dr, Chimacum,WA. The
market hosts about 20 farm, food, and art vendors Sundays,loam-2pm. Walking distance
from some participating farms, the Chimacum Farmers Market brings shoppers truly
fresh, locally grown, and artisan food, as well as high-quality arts and crafts.
We operate food access programs providing up to $40 match per market day for
Supplemental Nutrition Assistance Program(SNAP) purchases. We additionally match
Women Infants and Children (WIC), and Senior Farmers Market Nutrition Program
(SFMNP) vouchers with $25 in market tokens seasonally. During most market seasons,
we host weekly live music, as well as monthly special events and kids' activities. COVID-
19 forced us to put these beloved programs on hold. However, many COVID-19
restrictions have been lifted for farmers markets giving us confidence that we will be able
to bring back these programs in 2022.
Our farmers markets boost our local economy beyond the market. Direct sales between
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market shoppers and vendors increase the amount of money that stays in the community.
According to the Farmers Market Coalition, for every $100 spent at farmers markets
approximately $68 stays in local communities and$99 in the state. This benefit ripples out
to support local businesses with market vendors purchasing locally and visitors to the
market frequenting neighboring businesses.
Local lodging establishments are one of the groups that benefit from the economic ripple
out created by our markets. According to visitor counts and dot surveys, this season, more
than a quarter of our weekly Chimacum Farmers Market shoppers were visitors to
Jefferson County, some on day trips and as many as 20-25% staying the night at local
hotels,bed and breakfasts, and air B and Bs. With between 150 and 400 shoppers weekly,
we served 825 and 2,200 people who were utilizing local lodging. The Jefferson County
Lodging Tax is a natural partner for our Chimacum Farmers Market. We benefit from
your investment in promoting the market through regional advertisement while local
lodging benefits from increased county visitors.
With your support, we plan to promote the Chimacum Farmers Market using the
following methods:
• Print advertisement in the Waterside Magazine available all market season on
Washington State and British Columbia ferries, reaching 100,000 readers.
• Print advertisement in the Leader activities section and Visitor Guide, reaching
6,500+readers through local distribution, as well as via area visitor centers.
• Printing and distribution of 7,000 promotional market postcards via the Leader,
local lodging, and visitor centers in Jefferson County, as well as along the 5-1
corridor.
• Print advertisement in the Kitsap Sun, distribution to 30,000 readers in Kitsap,
Mason, and Jefferson counties.
• Olympic Culinary Loop, distribution to readers traveling the Olympic Peninsula,
as well as in King and Kitsap counties.
• Film promotion highlighting our farmers markets in celebration of our 30th
anniversary. Films will be shared through the Jefferson County Chamber of
Commerce, Port Townsend Film Festival, Rose Theatre, Port Townsend Food Co-
op, JCFM social media, and via KCTS Chanel 9, Seattle.
• Social media sponsored advertisements.
• Graphic design services. Working with a local graphic designer to rebrand our
markets for a cleaner, more engaging, and consistent look.
• Staff time for postcard distribution to lodging and visitor centers, as well as for ad
building and management.
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• Market music, chef demonstrations and kids' activities.
We will use LTAC grant funds to promote the Chimacum Farmers Market June through
October. Our surveys show that the majoring of people who visit the Chimacum Farmers
Market and stay at local lodging traveled 25 to 100 miles to reach the market. Our target
audience is thus people living 25 to 100 miles from Jefferson County who value farm-
direct and artisan food. Promotions like the Olympic Culinary Loop, the Leader Visitor
Guide, and Waterside Magazine will engage visitors who travel regionally. We will use
social media to target and attract visitors on a weekly basis with posts customized to reach
people in Kitsap, King, and Clallam County. By sharing the videos in partnership with the
Jefferson County Chamber of Commerce, Port Townsend Film Festival, Rose Theatre, the
Food Co-op, social media, and KCTS Channel 9, Seattle we will reach visitors who are
unfamiliar with the market but love some of the other businesses and events that make our
community special. The Chimacum Farmers Market offers visitors to our county a fun and
engaging marketplace weekly. By drawing people to the market, we encourage visitors to
extend their county stay and come back. We will also encourage overnight stays with
advertising tag lines such as, "Make a day of it" or"Jefferson County, great food, farms,
art."
In 2021, we were not able to host live music due to COVID-19 restrictions. Those
restrictions have been relaxed. We are hopeful that we will be able to bring back music,
chef demonstrations, and kids' activities for the 2022 season. These special features help
us capture returning visitors and cements the Chimacum Farmers Market in the hearts and
minds of shoppers. Your contribution towards market music will allow us to offer a
stipend to performers. The contribution to chef demonstrations and kids' activities covers
the cost of materials while the staff time to support these events will be covered by the
JCFM general operations budget.
We will measure the effectiveness of our promotions through dot surveys and customer
counts. We will take customer counts weekly and will post dot surveys at least once per
month. Dot surveys give shoppers the opportunity to use a dot sticker to share their
responses to questions including:
• How far did you travel to reach the market? 0-10 miles, 10-24 miles, 25-50, 50+
• Visiting?Where are you staying: hotel, Air B and B,bed and breakfast, with
friends and family, camping day trip
• How did you hear about the market? Print advertisement, postcard, video, social
media, word-of-mouth, directional signs
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We will use this information to estimate the number of out-of-town visitors and people
staying at local lodging. These estimates will be shared in our quarterly LTAC reports.
We expect that the Chimacum Farmers Market will host between 150 and 400 visitors
weekly, or a total of 3,300-8,800 shoppers. Of these shoppers, we anticipate between 20%
and 30% will be county visitors, with as many as 20%-25% staying at local lodging. That
is 825-2,200 lodging guests. County guests will support our economy by paying for
lodging and patronizing local businesses. The significant range in numbers relates to
changes in lodging and tourist activities as impacted by COVID-19, as well as weather on
market days.
Past LTAC grant funds have allowed us to increase the visibility of the Chimacum
Farmers Market through season-long promotions. Without your support, we are limited to
advertising in Jefferson County. Together, we highlight Jefferson County as a food, farm,
and arts destination with the economic ripple out benefiting local lodging and businesses.
Help us make our 30th anniversary year memorable with support for the Chimacum
Farmers Market. Thank you for helping us grow! Please contact me if you have any
questions.
With appreciation,
Amanda Milholland
Director/Manager
Jefferson County Farmers Markets
info @jcfmarkets.org
360-379-9098
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Mission Statement
The Jefferson County Farmer's Market creates marketplaces to directly connect farmers and food and
craft artisans with a diverse customer base;foster community well-being through education and food
access programs; and promote a strong local economy.
Vision Statement
A community marketplace where local farmers, artisans and small businesses thrive
Board List
Radha Newsom-President Janet Aubin—Vice President
2nd year,elected 2019,3rd year 2022 Elected 2020,3rd year 2023
Co-owner Newquist Forge Co-owner Finnriver Farm
PO Box 135 62 Barn Swallow Rd
Nordland WA,98358 Chimacum,WA 98325
(206)475-1957 (360)821-2226
radha.newsom@gmail.com farmer@finnriverfarm.com
Lucianne Pugh-Treasurer Natalie Swope-Secretary
elected by board at meeting in 2019 elected by board at meeting in 2020
Business Guides Co-owner White Lotus Farm
1005 Lawrence St,Port Townsend,WA 98368 3723 Beaver Valley Road
(360)379-5770 Port Ludlow,WA 98365
lucianne@thebusinessguides.com (425)830-0253
whitelotusinn@gmail.com
Heidi Burbank John Turner Masland
Elected 2020,3rd year 2023 Elected 2021,3rd year in 2024
Co-owner Gypsy Coffeehouse Farmer,previously head librarian
PO Box 475 552 Embody Road Port Ludlow WA 98365
Port Hadlock,WA 98339 603-545-5051
(360)301-1790 turner.masland@gmail.com
javagypsy@live.com
Julia-Ellen Spruill-Smith Jessie E.Short
Elected 2021,3rd year 2024 Elected 2021,3`d year in 2024
3723 Beaver Valley Road 80 Warbler Ln Port Ludlow,WA 98365
Port Ludlow,WA 98365 360.301.0912
mobile:202-468-4113 Jshort@uw.edu
spacetwinsprovisions@gmail.com
Angela Dunham
Elected 2021,3rd year 2024
1801 Rosewood St
Port Townsend,WA 98368
(425)220-5500
Angelad@outlook.com
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Jefferson County Farmers Market
Budget vs. Actuals: 2021 - FY21 P&L
January- December 2021
Total
Actual Budget over Budget %of Budget
Income
BIPOC Business Fund 4,154.00 3,000.00 1,154.00 138.47%
Food Access Fundraising income 254.00 11,000.00 -10,746.00 2.31%
Friends of the Market 3,632.63 7,560.00 -3,927.37 48.05%
Donation for arts/crafts fees 3,000.00 0.00 3,000.00
Vendor fees waived(RM) -2,787.00 0.00 -2,787.00
Total Donation for arts/crafts fees $ 213.00 $ 0.00 $ 213.00
Donation for farm fees 28,000.00 0.00 28,000.00
Vendor fees waived(GK) -29,611.00 0.00 -29,611.00
Total Donation for farm fees -$ 1,611.00 $ 0.00 -$ 1,611.00
Total Friends of the Market $ 2,234.63 $ 7,560.00 -$ 5,325.37 29.56%
Grant Income 0.00 0.00 0.00
FINI Grant 0.00 1,550.00 -1,550.00 0.00%
Jeff Co Foundation grant 17,000.00 17,000.00 0.00 100.00%
Jeff Co Lodging grant 17,424.00 13,000.00 4,424.00 134.03%
NODC COVID Response Grant 25,000.00 25,000.00 0.00 100.00%
PT Arts Comm Grant 0.00 2,000.00 -2,000.00 0.00%
SNAP Match 31,654.60 26,700.00 4,954.60 118.56%
WSDA Covid-Recovery Grant 55,000.00 0.00 55,000.00
Total Grant Income $ 146,078.60 $ 85,250.00 $ 60,828.60 171.35%
Merchandise sales 0.00 0.00 0.00
Merch sales-Chimacum 431.78 180.00 251.78 239.88%
Merch sales-Port Townsend 3,407.27 1,700.00 1,707.27 200.43%
Merch sales-purchases -992.68 -800.00 -192.68 124.09%
Total Merchandise sales $ 2,846.37 $ 1,080.00 $ 1,766.37 263.55%
Non Profit Income 0.00 0.00 0.00
Sponsors-Community 17,739.58 9,000.00 8,739.58 197.11%
Token Rental Fee 2,057.00 1,400.00 657.00 146.93%
Vendor income 0.00 0.00 0.00
Vendor fees-Application 300.00 1,000.00 -700.00 30.00%
Vendor fees-Chimacum 4,086.00 3,000.00 1,086.00 136.20%
Vendor fees-Online sales 1,802.06 13,000.00 -11,197.94 13.86%
Vendor fees-Saturday 61,400.66 50,000.00 11,400.66 122.80%
Vendor fees-Wednesday 0.00 0.00 0.00
Vendor fees waived(GK unreimbursed) -140.00 0.00 -140.00
Vendor fees waived-flower coupons -278.00 0.00 -278.00
Vendor members 330.00 1,200.00 -870.00 27.50%
Total Vendor income $ 67,500.72 $ 68,200.00 -$ 699.28 98.97%
Total Income $ 242,897.70 $ 186,490.00 $ 56,407.70 130.25%
Gross Profit $ 242,897.70 $ 186,490.00 $ 56,407.70 130.25%
Expenses
Admin&general expenses 0.00 0.00 0.00
Advertising 0.00 0.00 0.00
Advertising-Chimacum 54.00 1,490.00 -1,436.00 3.62%
Advertising-LTAC 14,818.15 9,010.00 5,808.15 164.46%
Advertising-Port Townsend 2,239.02 4,950.00 -2,710.98 45.23%
Advertising-Social Media 166.71 2,350.00 -2,183.29 7.09%
Total Advertising $ 17,277.88 $ 17,800.00 -$ 522.12 97.07%
Bank fees 0.00 0.00 0.00
Bank Charges&Interest 50.20 240.00 -189.80 20.92%
EBT/credit/debit fees 3,463.95 4,200.00 -736.05 82.48%
Local Marketplace fees 2,684.73 3,900.00 -1,215.27 68.84%
PayPal fees 17.32 60.00 -42.68 28.87%
GIB fees 2,389.75 1,800.00 589.75 132.76%
Total Bank fees $ 8,605.95 $ 10,200.00 -$ 1,594.05 84.37%
Board expenses 0.00 2,900.00 -2,900.00 0.00%
Dues&memberships 1,000.00 1,800.00 -800.00 55.56%
Education/training 256.80 900.00 -643.20 28.53%
Insurance 5,194.11 3,000.00 2,194.11 173.14%
Licenses&permits 438.50 600.00 -161.50 73.08%
Meetings 19.25 200.00 -180.75 9.63%
Office Supplies 1,879.90 3,700.00 -1,820.10 50.81%
Postage 64.10 240.00 -175.90 26.71
Printing&copies 329.52 1,900.00 -1,570.48 17.34%
Rent 0.00 0.00 0.00
Rent-Port Townsend 6,870.00 6,600.00 270.00 104.09%
Total Rent $ 6,870.00 $ 6,600.00 $ 270.00 104.09%
Supplies&equipment 13.21 0.00 13.21
Equipment(small) 2,033.77 2,000.00 33.77 101.69%
Equipment rental 134.00 120.00 14.00 111.67%
Supplies-Chimacum 189.51 80.00 109.51 236.89%
Supplies-POP 0.00 100.00 -100.00 0.00%
Supplies-Port Townsend 3,557.43 1,455.00 2,102.43 244.50%
Total Supplies&equipment $ 5,927.92 $ 3,755.00 $ 2,172.92 157.87%
Utilities 320.57 300.00 20.57 106.86%
Telephone/Internet 1,314.74 1,680.00 -365.26 78.26%
Total Utilities $ 1,635.31 $ 1,980.00 -$ 344.69 82.59%
Website 109.35 250.00 -140.65 43.74%
Total Admin&general expenses $ 49,608.59 $ 55,825.00 -$ 6,216.41 88.86%
BIPOC Fund Payouts 3,500.00 3,000.00 500.00 116.67%
Conference 414.32 450.00 -35.68 92.07%
Consulting/professional services 0.00 600.00 -600.00 0.00%
Bookkeeping/accounting 1,473.75 3,500.00 -2,026.25 42.11%
Contract labor 175.00 0.00 175.00
Total Consulting/professional services $ 1,648.75 $ 4,100.00 -$ 2,451.25 40.21%
Cost of Labor 0.00 0.00 0.00
Maintenance coordinator 300.00 0.00 300.00
Market Assistant 20,192.57 25,000.00 -4,807.43 80.77%
Market Director 0.00 0.00 0.00
Market Manager 32,979.15 42,000.00 -9,020.85 78.52%
Music Coord-Chimacum 0.00 450.00 -450.00 0.00%
Music Coord-Port Townsend 0.00 600.00 -600.00 0.00%
Payroll taxes 7,466.26 9,550.00 -2,083.74 78.18%
Site Manager-Chimacum 4,076.90 2,400.00 1,676.90 169.87%
Site Manager-Online Market 0.00 5,400.00 -5,400.00 0.00%
Total Cost of Labor $ 65,014.88 $ 85,400.00 -$ 20,385.12 76.13%
Meals 9.04 200.00 -190.96 4.52%
Musicians Guarantee 0.00 2,500.00 -2,500.00 0.00%
PT Arts Comm Grant expense 0.00 2,000.00 -2,000.00 0.00%
Repair&Maintenance 1,909.21 600.00 1,309.21 318.20%
Tokens expenses 0.00 0.00 0.00
Tokens-Gimme 5 2,675.00 0.00 2,675.00
Tokens-SNAP match 31,823.00 37,700.00 -5,877.00 84.41
Tokens-VegRX 1,109.00 0.00 1,109.00
Total Tokens expenses $ 35,607.00 $ 37,700.00 -$ 2,093.00 94.45%
Travel 125.75 330.00 -204.25 38.11%
Unapplied Cash Bill Payment Expense 0.00 0.00 0.00
Volunteer Appreciation 8.47 320.00 -311.53 2.65%
Total Expenses $ 157,846.01 $ 192,425.00 -$ 34,578.99 82.03%
Net Operating Income $ 85,051.69 -$ 5,935.00 $ 90,986.69 -1433.05%
Other Income
In-Kind income 0.00 2,500.00 -2,500.00 0.00%
In-Kind expense-goods 0.00 -2,500.00 2,500.00 0.00%
Total In-Kind income $ 0.00 $ 0.00 $ 0.00
Interest Income 8.22 0.00 8.22
PPP loan/grant 25,372.00 24,686.00 686.00 102.78%
Total Other Income $ 25,380.22 $ 24,686.00 $ 694.22 102.81%
Other Expenses
Events expenses 100.00 0.00 100.00
Farm Tour 1,000.00 500.00 500.00 200.00%
Miscellaneous 0.00 0.00 0.00
Over/short 50.00 0.00 50.00
Reconciliation Discrepancies 50.00 0.00 50.00
Total Other Expenses $ 1,200.00 $ 500.00 $ 700.00 240.00%
Net Other Income $ 24,180.22 $ 24,186.00 -$ 5.78 99.98%
Net Income $ 109,231.91 $ 18,251.00 $ 90,980.91 598.50%
Wednesday,Oct 27,2021 10:12:59 AM GMT-7-Cash Basis
Jefferson County Farmers Market
Profit and Loss
January 1, 2020 -October 27,2021
Total
Income
BIPOC Business Fund 4,154.00
Food Access Fundraising income 4,669.00
Friends of the Market 11,659.27
Donation for arts/crafts fees 3,000.00
Vendor fees waived(RM) -2,787.00
Total Donation for arts/crafts fees $ 213.00
Donation for farm fees 43,000.00
Vendor fees waived(GK) -44,611.00
Total Donation for farm fees -$ 1,611.00
Total Friends of the Market $ 10,261.27
Grant Income
EIDL loan/grant 2,000.00
FINI Grant 1,538.00
Jeff Co Foundation grant 30,490.00
Jeff Co Lodging grant 17,424.00':
NODC COVID Response Grant 25,000.00
PT Arts Comm Grant 2,000.00
SNAP Match 63,867.60
WSDA Covid-Recovery Grant 55,000.00
Total Grant Income $ 197,319.60
MarketWurks 60.00
Membership Dues 782.00
Vendor dues-Chimacum (deleted) 0.00
Vendor dues-Saturday(deleted) 0.00
Vendor dues-Wednesday(deleted) 0.00
Total Membership Dues $ 782.00
Merchandise sales
Merch sales-Chimacum 615.62
Merch sales-Port Townsend 5,239.71
Merch sales-purchases -3,252.45
Total Merchandise sales $ 2,602.88
Non Profit Income 0.00
Sales of Product Income 0.00
Sponsors-Community 41,489.58
Sponsors-Music 1,000.00
Sponsors-POP Club 2,000.00
Token Rental Fee 3,376.50
Vendor Fees 0.00
Vendor income
Vendor fees-Application 480.00
Vendor fees-Chimacum 7,200.00
Vendor fees-Online sales 21,374.85
Vendor fees-Saturday 110,233.37
Vendor fees-Wednesday 445.00
Vendor fees waived(GK unreimbursed) -2,395.00
Vendor fees waived-flower coupons -278.00
Vendor members 1,568.00
Total Vendor income $ 138,628.22
Total Income $ 406,375.85
Cost of Goods Sold
Token Reimbursement 0.00
Total Cost of Goods Sold $ 0.00
Gross Profit $ 406,375.85
Expenses
Admin&general expenses
Advertising 0.00
Advertising-Chimacum 987.46
Advertising-LTAC 17,812.71
Advertising-Port Townsend 6,560.66
Advertising-Social Media 1,404.31
Total Advertising $ 26,765.14
Bank fees
Bank Charges&Interest 505.82
EBT/credit/debit fees 7,665.74
Local Marketplace fees 6,667.57
PayPal fees 56.91
QB fees 4,177.64
Total Bank fees $ 19,073.68
Dues&memberships 2,795.00
Education/training 256.80
Insurance 7,782.02
Licenses&permits 1,050.26
Meetings 44.83
Office Supplies 5,860.89
Postage 344.60
Printing&copies 2,079.29
Rent
Rent-Port Townsend 13,190.00
Total Rent $ 13,190.00
Supplies&equipment 36.21
Equipment(small) 4,254.46
Equipment rental 284.00
Supplies-Chimacum 227.18
Supplies-POP 130.10
Supplies-Port Townsend 5,131.02
Total Supplies&equipment $ 10,062.97
Utilities 573.07
Telephone/Internet 3,010.62
Total Utilities $ 3,583.69
Website 344.79
Total Admin&general expenses $ 93,233.96
BIPOC Fund Payouts 3,500.00
Conference 1,298.77
Consulting/professional services 218.75
Bookkeeping/accounting 3,910.00
Contract labor 175.00
Technology support 275.00
Total Consulting/professional services $ 4,578.75
Cost of Labor
Maintenance coordinator 300.00
Market Administrator 0.00
Market Assistant 41,468.66
Market Director 0.00
Market Manager 80,004.35
Music Coord-Chimacum 374.00
Music Coord-Port Townsend 250.00
Payroll taxes 16,609.58
Site Manager-Chimacum 6,388.90
Site Manager-Online Market 4,423.91
Total Cost of Labor $ 149,819.40
Meals 59.04
Payroll Expenses
Wages(deleted)
Regular Pay(deleted) 0.00
Total Wages(deleted) $ 0.00
Wages(deleted-1)
Retro Pay(deleted) 0.00
Total Wages(deleted-1) $ 0.00
Total Payroll Expenses $ 0.00
PT Arts Comm Grant expense 1,314.00
Repair&Maintenance 1,973.77
Tokens expenses
Tokens-Gimme 5 2,675.00
Tokens-SNAP match 74,640.00
Tokens-VegRX 1,109.00
Tokens Adjustments 9,245.80
Total Tokens expenses $ 87,669.80
Travel 445.47
Unapplied Cash Bill Payment Expense 0.00
Uncategorized Expense 0.00
Volunteer Appreciation 8.47
Total Expenses $ 343,901.43
Net Operating Income $ 62,474.42
Other Income
In-Kind income 600.00
In-Kind expense-goods -600.00
Total In-Kind income $ 0.00
Interest Earned 139.32
Interest Income 8.22
PPP loan/grant 25,372.00
Total Other Income $ 25,519.54
Other Expenses
Bad debt 2,454.34
Events expenses 100.00
Farm Tour 1,500.00
Miscellaneous 0.00
Over/short 248.80
Reconciliation Discrepancies 50.00
Total Other Expenses $ 4,353.14
Net Other Income $ 21,166.40
Net Income $ 83,640.82
*Please see that we spent the full 2020-2021 LTAC grant between advertising the Chimecum
Farmers Market regionally both seasons.We received some of the LTAC grant allotment from
2020 during our 2021 season Q1,
Wednesday,Oct 27,2021 10.17:18 AM GMT-7-Cash Basis
RECEIVED
q p
2022 Request for Proposal Packe
Lodging Tax/Tourism PromotioffT 2S 202,
JEFFERSON COUNTY
COMMISSIONERS
This packet is for the 2022 TOURISM PROMOTION SERVICE PROPOSALS
to be funded by the Jefferson County Lodging Tax. Under Jefferson
County guidelines, you must be a NON-PROFIT or GOVERNMENTAL
AGENCY to be eligible to be funded by the Jefferson County Lodging Tax.
The Jefferson County Lodging Tax Advisory Committee will only consider
complete and signed proposals that include all of the requested
information and documents, and that are submitted by the deadline:
OCTOBER 29, 2021 by 4:30 pm
Digital Delivery only for Proposals to afmcknioht(c�co.lefferson.wa.us
2022 Proposal Guidelines: Tourism Promotion Activities
The Jefferson County Lodging Tax Advisory Committee (LTAC) is accepting proposals from
government agencies and non-profit organizations for tourism promotion to be provided during
calendar year 2022 and paid for from the County's lodging tax fund. The Committee will make
recommendations to the Jefferson County Commissioners within one month following the proposal
deadline. All decisions for use of the lodging tax will be made by the Jefferson County
Commissioners.
• Proposals from government agencies or non-profit organizations are to be for tourism
promotion during calendar year 2022. Please refer to Section 1 of this packet for a
examples of eligible tourism promotion activities for this funding round.
• At the time of implementation, tourism related activities within proposals must comply with
federal, state, and county laws and requirements, including county Public Health
direction. NOTE: Jefferson County may not use public funds in any way that can be construed
as a gift to an individual or organization.
• Proposals must completely address the questions, and all requested supplemental information
must be provided. Incomplete proposals will not be considered by LTAC.
• To be considered, a fully completed and signed digital application (digital signatures
acceptable) must be received at afmcknight(a�co.jefferson.wa.us by the deadline listed above.
• The preferred format for a digital application is a single PDF file attached to an email. If
necessary, multiple files in either PDF or Microsoft Word may be attached to a single email as
a complete digital application.
• All documents filed with the County are public records, potentially eligible for release.
Jefferson County is committed to the non-discriminatory treatment of all
Persons in the employment and delivery of services and resources.
2022 Proposal Checklist for Tourism Promotion Activities
Organization Name YQ 5 cp\Q t/c MA-VaALS
Event Name, if different VL\vc.LN.0 "... G. vv ears k e E-
Proposed Contract Amount: $ (3 i 5
Proposals must completely address the questions, and all requested supplemental
information must be provided. Incomplete or late proposals will not be considered by the
Jefferson County LTAC.
To be eligible for consideration, your application must be signed, dated, and include the following
items in the listed order.
Check each item submitted:
J Signed and Dated Proposal Summary Sheet
Section 1 - Itemized list of proposed services and estimated costs.
f Section 2 - Proposal Questions.
\/ Section 3 - Proposed 2022 promotion, facility, event or activity budget.
Section 3 — 2021 budget and year-to-date income and expense statement(s).
Section 3 - List of names and addresses of the organization's current Board of Directors.
Name and contact information for event chairperson, if applicable.
V Section 3 - Optional work samples such as season brochures, promotional materials,
reviews, news/magazine articles, etc. (maximum of 5 separate pieces)
To be considered, a fully completed and signed original application with supporting documents
must be received and date stamped at the Jefferson County Administrator's Office, 1820 Jefferson
Street, P.O. Box 1220, Port Townsend, WA 98368 by October 29, 2021.
Documents submitted to the County are public records, potentially eligible for release. •