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HomeMy WebLinkAbout010322ca08 Consent Agenda Commissioners Office JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners FROM: Adiel McKnight, Executive Assistant DATE: January 3,2022 SUBJECT: AGREEMENT re: 2022 Hotel Motel (Lodging Tax) Grant Funding; In the Amount of$72,530; Jefferson County Historical Society 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: Jefferson County Historical Society $75,530 RECOMMENDATION: Approve and sign the agreement. REVI WED BY: '/fat, ,..../ _ /2 : U/ti ark McCa y, Interim County A��. 'strator Dat AGREEMENT FOR 2022 HOTEL-MOTEL FUNDING FOR TOURISM SERVICES JEFFERSON COUNTY HISTORICAL SOCIETY This Agreement is by and between JEFFERSON COUNTY(hereinafter known as "COUNTY"and the JEFFERSON COUNTY HISTORICAL SOCIETY(hereinafter known as "HISTORICAL SOCIETY"). WHEREAS,the HISTORICAL SOCIETY is a non-profit corporation of the State of Washington; and WHEREAS,the COUNTY desires to promote tourism by documenting,preserving and displaying County heritage for the benefit of its residents and to encourage tourist interest in Jefferson County,as authorized by Chapter 67.28 RCW and Jefferson County Code Chapter 3.25; IN CONSIDERATION of the mutual covenants and agreements herein it is agreed by the parties as follows: SECTION 1: SERVICES TO BE PERFORMED The HISTORICAL SOCIETY shall use its capabilities and utilize up to$72,530 of funding provided under this agreement to continue and update the ongoing performance of the following tourism promotion services consistent with the Itemized List of Proposed Tourism Promotion Services and Lodging Tax Budget a copy of which is incorporated herein and attached hereto as Exhibit A: The HISTORICAL SOCIETY shall use the Hotel-Motel Tax funding under this agreement to fund staff salaries to continue and update the ongoing performance of the following specific services: 1. Operation of the following tourism facilities in Jefferson County: • Jefferson Museum of Art&History • Rothschild House Museum • Commanding Officers Quarters at Fort Worden State Park • Historical Research Center • Collaborating with many local organizations for cross promoting 2. Operation of the County Museum and care of the collection for its long-term maintenance. 3. Outreach to County residents through educational programs and Museum exhibits regarding cultural and natural heritage. 4. Promotion of heritage awareness through countywide recognition programs and the establishment of new and traveling exhibits and publications. 5. Continued documentation of County heritage through collecting, oral history,research and other means. Page: 1 of 12 Jefferson County Historical Society 6. Advocacy of heritage preservation through all available means including the enhancement of Heritage based tourism for the economic development of the County. 7. Assistance as requested to the Quilcene Historical Museum in development of its Museum, in implementation of basic museum practices and procedures and in promotion of the Museum as a local,public cultural and education organization. 8. Tourism promotion services provided by JCHS Staff and volunteers at each facility as follows: • Verbal information,displays and brochures; • Telephone communications during normal office hours(9:00 a.m.—5:00 p.m.)year round; • Website access to tourism information SECTION 2: RESPONSIBILITIES OF THE JEFFERSON COUNTY HISTORICAL SOCIETY 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 use,services,programs and activities of the HISTORICAL SOCIETY 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. On or before January 31 (OR upon execution of this agreement,whichever is later);April 30;July 31;and October 31,2022,provide to the COUNTY: • A billing statement requesting payment of Hotel-Motel Funding for the current quarter. 3. For a minimum of six (6) years,maintain documented proof of payments made, contracts executed, and other expenditures authorized under this Agreement. Upon reasonable notice, provide access to County or State representatives to audit those records. 4. Funding provided by this Agreement may only be expended on the services described in Section 1 of this Agreement. Any monies used for other services or purposes shall be refunded to Jefferson County. Any monies under-expended of the total funding allocated under this Agreement shall be refunded to Jefferson County by January 31, 2023. 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 HISTORICAL SOCIETY. b. The amount of lodging tax revenue allocated for expenditure(whether actually expended or not)by the HISTORICAL SOCIETY on each festival,event or tourism facility. Page: 2 of 12 Jefferson County Historical Society c. Estimated number of tourists served at each festival,event or tourism facility. ("Tourist" includes persons traveling more than 50 miles to the location of the event,festival or facility and overnight stays in the area). d. Estimated lodging stays. ("Lodging"refers to commercial lodging such as hotels, motels,resorts,bed and breakfasts,or commercial campgrounds). e. Measurements that demonstrate the impact of increased tourism attributable to the event, festival or facility. SECTION 3: RESPONSIBILITY OF JEFFERSON COUNTY 1. The COUNTY will provide the HISTORICAL SOCIETY funding from Hotel-Motel Tax receipts to be used in support of their responsibilities as defined under this agreement. 2. Said funding is in the sum of$72,530 for 2022. Payments are to be predicated on submittal of reports defined in Section 2. Payment will be made by the COUNTY upon receipt of an invoice on the next available billing cycle. 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 HISTORICAL SOCIETY may terminate this Agreement upon thirty(30)days written notice to the COUNTY. In the event of termination under this clause,the County shall be liable to pay only for services rendered prior to the effective date of termination. If termination covers a period for which payment has already been made,HISTORICAL SOCIETY shall refund to the COUNTY a pro- rated share of the payment based upon the balance of time remaining in the paid period,unless otherwise negotiated. SECTION 8: HOLD HARMLESS Page: 3 of 12 Jefferson County Historical Society The HISTORICAL SOCIETY shall indemnify and hold the COUNTY,and its officers, employees,and agents harmless from and shall process and defend at its own expense, including all costs, attorney fees and expenses relating thereto, all claims, demands, or suits at law or equity arising in whole or in part, directly or indirectly, from the HISTORICAL SOCIETY's negligence or breach of any of its obligations under this Agreement;provided that nothing herein shall require the HISTORICAL SOCIETY to indemnify the COUNTY against and hold harmless the COUNTY from claims, demands or suits based solely upon the conduct of the COUNTY, its officers, employees and agents, and; provided further that if the claims or suits are caused by or result from the concurrent negligence of: (a)the HISTORICAL SOCIETY's agents or employees; and, (b)the COUNTY, its officers,employees and agents,this indemnity provision with respect to claims or suits based upon such negligence, and/or the costs to the COUNTY of defending such claims and suits, etc., shall be valid and enforceable only to the extent of the HISTORICAL SOCIETY's negligence, or the negligence of the HISTORICAL SOCIETY's agents or employees. The HISTORICAL SOCIETY specifically assumes potential liability for actions brought against the COUNTY by the HISTORICAL SOCIETY's employees, or any other persons engaged in the performance of any work or service required of the HISTORICAL SOCIETY under this Agreement and, solely for the purpose of this indemnification and defense, the Contractor specifically waives any immunity under the state industrial insurance law, Title 51 RCW. The HISTORICAL SOCIETY recognizes that this waiver was specifically entered into pursuant to provisions of RCW 4.24.115 and was subject of mutual negotiation. SECTION 9: INSURANCE The HISTORICAL SOCIETY shall obtain and keep in force during the term of the Agreement,or as otherwise required,the following insurance with companies or through sources approved by the State Insurance Commissioner pursuant to RCW 48. The HISTORICAL SOCIETY shall maintain Workers' Compensation coverage as required under the Washington State Industrial Insurance Act, RCW Title 51, for all HISTORICAL SOCIETY employees, agents and volunteers eligible for such coverage under the Industrial Insurance Act. SECTION 10: INDEPENDENT CONTRACTOR The HISTORICAL SOCIETY and the COUNTY agree that the HISTORICAL SOCIETY is an independent contractor with respect to the services provided pursuant to this agreement. Nothing in this agreement shall be considered to create the relationship of employer and employee between the parties hereto. Neither the HISTORICAL SOCIETY nor any employee of the HISTORICAL SOCIETY shall be entitled to any benefits accorded County employees by virtue of the services provided under this agreement. The COUNTY shall not be responsible for withholding or otherwise deducting federal income tax or social security or for contributing to the state industrial insurance program, otherwise assuming the duties of an employer with respect to the HISTORICAL SOCIETY, or any employee, representative, agent or contractor of the HISTORICAL SOCIETY. The HISTORICAL SOCIETY shall be responsible for all applicable Page: 4 of 12 Jefferson County Historical Society withholdings,deductions, state industrial insurance,tax reports,business licenses, registrations, and all other obligations of an independent organization. SECTION 11: COMPLIANCE WITH LAWS The HISTORICAL SOCIETY shall comply with all Federal, State,and local laws and ordinances applicable to the work to be done under this Agreement. This Agreement shall be interpreted and construed in accord with the laws of the State of Washington and venue shall be in Jefferson County, Washington. SECTION 12: DISCRIMINATION PROHIBITED The HISTORICAL SOCIETY with regard to the project to be completed under this agreement, will not discriminate on the grounds of age,sex,marital status, sexual orientation,race,creed, color,national origin,honorably discharged veteran or military status,or the presence of any sensory,mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability, unless based upon a bona fide occupational qualification in the selection and retention of employees,materials,supplies,contractors or subcontractors. SECTION 13: INTEGRATED AGREEMENT This agreement together with attachments or addenda represents the entire and integrated agreement between the County and the HISTORICAL SOCIETY and supersedes all prior negotiations,representations,or agreements written or oral.This agreement may be amended only by written instrument signed by both the County and the HISTORICAL SOCIETY. APPROVED and signed this day of JEFFERSON COUNTY Attest: BOARD OF COMMISSIONERS Carolyn Gallaway, Kate Dean,Chair Clerk of the Board Approved as to Form: JEFFERSON COUNTY HISTORICAL SOCIETY 0 Philip C. Hunsucker, December 28,2021 Authorized Official Chief Civil Deputy Prosecutor Page: 5 of 12 Jefferson County Historical Society Exhibit A 1. Itemized List of Proposed Tourism Promotion Services Organization (or Event) Name: Jefferson County Historical Society 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). Heritage, Arts & Culture Tourism Support • Research Center Staff o .5 FTE Director $27,500 o .5 FTE Assistant $17,680 • Visitor Experience and Facilities Manager o .5 FTE Staff $27,350 $72,530 Page 6 of 12 Jefferson CountyHistorical Society EXHIBIT B Jurisdiction Lodging Tax Reporting Form - To Be Submitted to Jefferson County Administrator's Office Lodging Tax Reporting Form Orgatuzatwas recenwg funding to promote festn-als,special eienr,and to n m-related actnutes through tourism-related facilities oxrned or sponsored by non-profit or par tTaaoas or the local junsdunon are required to complete this form for EAC H acatuy 1 OrpmizanorName Rrperm Year 2 Sponsor Type'Check Ore; 05O1:001 05O1rca.6J QIfraiJunsmcaon QOther:E'glam' 3 Activity Naue Armin Type(Check One; 0 EtearFestival* 0 Fachty Q Mtdienng' 5 Actnare Sun Date' 3 Anion End Date• 'Total Cosi of Acnvey S 8 Amara Requested: S 9 Amount Awarded. S 13 Ostsal Attendance* 13 Number of Attendees Who Stayed Overnight m Unpaid Accommodations' err Prowled* 3': Projected• hi Actna' hi Actual' c'. Methodology ICCheck Ore, °Direct Carr' c MethodoagY(Check One): 0 Direct Coraar• °Indirect Come OReprese*anve Survey" 0 ect Court' ©Re ire5ematne Sam' lefonnal Survey' °Sructured Estate•Other g nfoal Sumer' Q Strvctured Estimate explain; mt:explain). 11 Number of Anendees Who Traveled 50 Miles err More 14 Yumbet of Attendees Who Stayed Overnight m Peal Acccaanodanons• a; Proected• 3; Projected* hi Acme• hr Acrid' Methodology tCieck One; ()Direct Count' c Methodoagy i Check One. Q Deed'Count' Indirect.:corn• 0Prfuese tame Sunev' g Ir �drect Comet' Represenzanve Saws.* al intyly Ssnsctktred Emulate afatmal Survey* 0 Structured Esnaate 0 Odle explain 0 Other[etsplarnt 12 Number of Ater lee=.Who Traveled from Another State or Country" 15 Number of Paid t M,n.Nights• a. Proected' a Projected* hj A.ctia' h, Actual' c Medwdoa tv;Check Ore 0 Direct Coves' c Methodology;Check One' 0 Direct:omit' 0 mdtrect;:ourtr• OP rr-.eatatn•e Surrey 0 ndrect Cow* ORepreserratnc Sums" 0lafotasl Sum' 0 Structured Estimate* 0+"-dorsal Sam' 0 Svuctuted Estimate' °Other explain' L)Other:.explain' : 'See Lod in:Tan Yearly Reporting Definitions Instructions Name of Insrid a:Who?reparei Repor ?here: E-K,ail A.i'Sesi RETUL'THIS FORM TO. Jefferson C ountr tiim,t,t-n'ator s Office S20 Jefer;or Street PO Box ::2C Port Tonn:end.WA 9S=-6S -efr:socc a:o:effes.on W rc DEADLINE Februan :9th of Each Reporting Year Page 7 of 12 Jefferson County Historical Society 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 8 of 12 Jefferson County Historical Society EXHIBIT C 1st QUARTER Due by April 30th to afmcknight@cojefferson.wa.us j,efferson.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. JANUARY Incoming Revenue Outgoing Expenses Total FEBRUARY Incoming Revenue Outgoing Expenses Total • • MARCH Incoming Revenue Outgoing Expenses Total • • • • Page 9 of 12 Jefferson County Historical Society EXHIBIT C rd OUARTER Due by July 31't to afmcknight@cojefferson.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 10 of 12 Jefferson County Historical Society EXHIBIT C 3rd OUARTER Due by October 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 THIS QUARTER 1 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 11 of 12 Jefferson County Historical Society EXHIBIT c 4th OUARTER Due by January 31 st to afmcknig,ht@cojefferson.wa.us 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. OCTOBER Incoming Revenue Outgoing Expenses Total • • • • • • NOVEMBER Incoming Revenue Outgoing Expenses Total • • DECEMBER Incoming Revenue Outgoing Expenses Total Page 12 of 12 Jefferson County Historical Society