HomeMy WebLinkAbout122021ca17 Consent Agenda
Commissioners Office
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
FROM: Adiel McKnight,Executive Assistant
DATE: December 20,2021
SUBJECT: AGREEMENT re: 2022 Hotel Motel (Lodging Tax) Grant Funding; In the
Amount of$295,000; Tourism Coordinating Council
STATEMENT OF ISSUE:
This agreement provides grant funding for 2022 to certain non-profit agencies for the promotion of
tourism and ongoing preservation of Jefferson County's heritage. The Lodging Tax Advisory
Committee met on November 2, 2021 and reviewed request for proposals. This funding has been
budgeted from the Hotel Motel (Lodging Tax) Fund, and approved by the Board of County
Commissioners on November 15, 2021.
FISCAL IMPACT:
Tourism Coordinating Council $295,000
RECOMMENDATION:
Approve and sign the agreement.
REVI WED BY:
t7/672
ark cCaule nterim Co ty Administrato Date:
AGREEMENT FOR 2022 HOTEL-MOTEL FUNDING FOR TOURISM SERVICES
TOURISM COORDINATING COUNCIL
This Agreement is by and between JEFFERSON COUNTY(hereinafter known as
"COUNTY" and the JEFFERSON COUNTY 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.
Page: 1 of 11 Tourism Coordinating Council
SECTION 2: RESPONSIBILITIES OF THE TOURISM COORDINATING COUNCIL:
1. On or before January 31;April 30;July 31; October 31,2022;and January 31, 2023,
provide to the COUNTY: see Exhibit C, attached hereto and incorporated;
• A quarterly report of the marketing, services,programs and activities of the
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 for all 2022.
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
1. 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. Said funding is in the sum of$295,000 for 2022. Payment is to be predicated on submittal of
reports defined in Section 2. Except as provided below in Paragraph 3,payment will be
made by the COUNTY upon receipt of an invoice on the next available billing cycle.
Page: 2 of 11 Tourism Coordinating Council
3. 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.
SECTION 4: TERM
This Agreement shall be for a term of one year,commencing on January 1,2022 and ending on
December 31,2022, except for the reports referenced in Section 2,due January 31,2023 and
February 28,2023.
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 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.
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.
Page: 3 of 11 Tourism Coordinating Council
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 day of
JEFFERSON COUNTY
Attest: BOARD OF COMMISSIONERS
Carolyn Gallaway, Chair
Clerk of the Board
Approved as to4Form: TOURISM COORDINATING COUNCIL
!
C
December 4,2021
Philip Hunsucker, Authorized Official
Chief Civil Deputy Prosecutor
Page: 4 of 11 Tourism Coordinating Council
EXHIBIT A
Proposed 2022 Tourism Coordinating Council Lodging Tax Services and Budget
1. Itemized List of Proposed Tourism Promotion Services
Organization (or Event) Name: JCC) Tourism Coordinating Council
/n the following space mrono separate sheet mf paper, please specify each proposed tourism
promotion, /au&h� event nractivity, including quantities and costs(see examples at bottom of page).
TCC Proposed Budget 2D%2
Advertising Collateral 64.000
Lodging List Placement in Getaway Guides 6.000
Changes to Lodging List for Act. Map Reprint 1.000
Opportunities 10.000
Regional Map Offerings 10.000
Brochure+Distribution 6.000
Web Hosting, Domain Reg. &Social Media Sub. 8.000
Ad Creative Services 15.000
Advertising'Marketing 122.500
SphnQ/Fo||Cempaignn 28.000
Digital Marketing 30.000
FA/N Tour Support 3.000
Olympic Culinary Loop 8.500
0y Peninsula Tourism Summit Collaboration 2.000
VVTAParticipakion 6.000
Year-Around TCCCampaigns 15.000
Value Seasons TCC Campaigns 30.000
Olympic Peninsula Tourism Comm.+Programs 6$.000
OPTC 36.000
Strategic plan 30.000
PrnYmmaimnml Services 52,500
Coordination of Marketing, Budget, etc. 44.500
Traxe|, Postogo, Copies, Office Expenses, etc. 8,000
TOTAL Budgeted Totals 296.000
Page 5 mfll 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
Organizations receiving funtling to promote festivals,Tecial event and tourism-related activities through tounsm-related facilities
anted or sponsored by non-profit. ....-or the local*indiction are required to complete this form for EACH activity_
1 Or'Name: Rep 'rating Yem
2 Sponsor Type(Check One): 0 501(cX3) 0 501(46) OLD Jaziadictii00ther(E (••1:
3 ArtivityName
4 Arum Type(Check°Ve): Etivalesetal* to Facility* 0 Madrenar
5 Activity Scat Date:
45 Arm:mad Date*,
7 Total Cost of ktm'Mt-- $
9 Amour Awardet
10 Ceiman e Accmamodancee*
a) Floored* Projemed*
b) Acme b) Actual
c) • -•.••.• (Check One): °Direct Cools* c) •(Check One): Direct Come
Olubrect Cant* - *e Survey* 4,lazed Count* le :••••Y.' Sieve?
kik haftenal Smoot* 0 Souctured Emett* •kformal Sneer 411 .Estimate*
fik Other(explain): 40•i•
11 Number dieter:dee Who Traveled 50 Miles or More* 14 Number of Attendees Who Staved Overnight no Paid ••••••.•. •.•.-*
a) Projected* a) Peojecnal*
b) Actual* b) Actual*
c) _ (Check One), °Direct Dame -•.••.• • •(Check One): Direct Come
•Iminect Come • •Survey* ao Indirect Count* : Stavey*
ai Informal Survey* 0 Suuctared Eva:nate* 701fietsal Survey* 40 Smarmed Esemate
0 Other(evenl): 0 Other(engem):
12 Number of Attendees Into Traveled from Anodise State re County* 15 Number of Paidli mien"Niglos*
a) Projected* a) Projentsi*
b) Actual* b) Actual*
c) • • •••c (Clerk One)- ()Direct Caw* c} Methodology(Chaves One): Dire. ct Comit*
kdd`ea Count* 0Represemanve Survey* But:veto Cacmt* 1111Remeseuratioa Survey*
0 Infootti Surmy* Sturm:ref Estimate* Mformal Steve** Scrammed Estivate'
()Cater(ngrain): 0 Other("lam):
'See Lodging Tax Yearly Reporting DefinitionsInstructions
Name of Indivireal Who Prepared Report
None o: E-Mail Address-
RETUR2C IRIS.FORM TO
Jerson County Arktuntstratofs Office
1820 Jefferson Street
P.O.Box 1220
Port Townsend.WA 98368
jeffoocc ucoiefferson.vra us
DEADLINE:February.28th of Each Reporting Year
Page 6 of 11 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 11 Tourism Coordinating Council
EXHIBIT C 1st OUARTER Due by April 30th to afmcknight@co.jefferson.wa.us
Organization:
Contact person:
Mailing Address :
Phone Number/Email :
STARTING BALANCE ♦ REVENUE THIS EXPENSES THIS ENDING BALANCE
PREVIOUS QUARTER QUARTER QUARTER s THIS QUARTER
Please attach supportive documents.Any attachments may be subject to disclosure as a public record under the Public
Records Act,RCW Chapter 42.56.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.
Please provide your reports of the revenue,marketing,services,programs and activities of the prior quarter.
JANUARY
Incoming Revenue Outgoing Expenses Total
• •
• •
FEBRUARY
Incoming Revenue Outgoing Expenses Total
• •
• •
MARCH
Incoming Revenue Outgoing Expenses Total
• •
• •
Page 8 of 11 Tourism Coordinating Council
EXHIBIT C 2nd QUARTER Due by July 31"to a fmcknight a co jefferson.wa.us
Organization:
Contact person:
Mailing Address :
Phone Number/Email:
STARTING BALANCE REVENUE THIS EXPENSES THIS ENDING BALANCE
PREVIOUS QUARTER QUARTER QUARTER — THIS QUARTER
Please attach supportive documents.Any attachments may be subject to disclosure as a public record under the Public
Records Act,RCW Chapter 42.56.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.
Please provide your reports of the revenue,marketing,services,programs and activities of the prior quarter.
APRIL
Incoming Revenue Outgoing Expenses Total
• •
• •
• •
MAY
Incoming Revenue Outgoing Expenses Total
JUNE
Incoming Revenue Outgoing Expenses Total
Page 9 of 11 Tourism Coordinating Council
EXHIBIT C 3rd OUARTER Due by October 31st to afmcknight@co.jefferson.wa.us
Organization:
Contact person:
Mailing Address:
Phone Number/Email:
STARTING BALANCE REVENUE THIS _ EXPENSES THIS _ ENDING BALANCE
PREVIOUS QUARTER QUARTER QUARTER — THIS QUARTER
Please attach supportive documents.Any attachments may be subject to disclosure as a public record under the Public
Records Act,RCW Chapter 42.56.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.
Please provide your reports of the revenue,marketing,services,programs and activities of the prior quarter.
JULY
Incoming Revenue Outgoing Expenses Total
• •
• .
AUGUST
Incoming Revenue Outgoing Expenses Total
SEPTEMBER
Incoming Revenue Outgoing Expenses Total
Page 10 of 11 Tourism Coordinating Council
EXHIBIT C 4th QUARTER Due by January 31"to afmcknight@co.jefferson.wa.us
Organization:
Contact person:
Mailing Address:
Phone Number/Email:
STARTING BALANCE REVENUE THIS EXPENSES THIS _ ENDING BALANCE
PREVIOUS QUARTER QUARTER QUARTER i THIS QUARTER
Please attach supportive documents.Any attachments may be subject to disclosure as a public record under the Public
Records Act,RCW Chapter 42.56.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.
Please provide your reports of the revenue,marketing,services,programs and activities of the prior quarter.
OCTOBER
Incoming Revenue Outgoing Expenses Total
• •
NOVEMBER
Incoming Revenue Outgoing Expenses Total
DECEMBER
Incoming Revenue Outgoing Expenses Total
Page 11 of 11 Tourism Coordinating Council