Loading...
HomeMy WebLinkAboutJefferson County Farmers Market - 122021 (re: LTAC) (ins x022823) lor tj_: 1a•d0 'ir‘ a3a7 GREEMENT FOR 2022 HOTEL-MOTEL FUNDING FOR TOURISM SERVICES JEFFERSON COUNTY FARMERS MARKET This Agreement is by and between JEFFERSON COUNTY(hereinafter known as "COUNTY" and JEFFERSON COUNTY FARMERS MARKET(hereinafter known as "FARMERS MARKET"). WHEREAS,FARMERS MARKET is a Government Agency of the State of Washington; and WHEREAS,the COUNTY desires to promote tourism in unincorporated Jefferson County, as authorized by Chapter 67.28 RCW and Jefferson County Code Chapter 3.25; and 3 WHEREAS,the Jefferson County Lodging Tax Advisory Committee reviewed and recommended funding the lodging tax proposal by FARMERS MARKET 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 FARMERS MARKET 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. FARMERS MARKET shall use its capabilities and utilize up to $13,520 of funding provided under this agreement to promote the Chimacum Farmers Market,restricted to any of the eligible items in the itemized list of proposed tourism promotion services, a copy of which is incorporated herein as Exhibit A. SECTION 2: RESPONSIBILITIES OF FARMERS MARKET: 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 Chimacum Farmers Market 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 31,2022 OR upon execution of this agreement,whichever is later, provide to the COUNTY: • A billing invoice requesting payment of Hotel-Motel Funding for the current year. 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. Page: 1 of 11 Jefferson County Farmers Market 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 FARMERS MARKET. b. The amount of lodging tax revenue allocated for expenditure(whether actually expended or not)by FARMERS MARKET 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 FARMERS MARKET 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$13,520 for 2022. Payment is 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. FARMERS MARKET may terminate this Agreement upon thirty(30)days written notice to the COUNTY. In the Page: 2 of 11 Jefferson County Farmers Market 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,FARMERS MARKET shall refund to the COUNTY a pro-rated share of the payment based upon the balance of time remaining in the paid period,unless otherwise negotiated. SECTION 8: HOLD HARMLESS The FARMERS MARKET 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 FARMERS MARKET'S negligence or breach of any of its obligations under this Agreement; provided that nothing herein shall require the FARMERS MARKET 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 FARMERS MARKET'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 FARMERS MARKET's negligence, or the negligence of the FARMERS MARKET's agents or employees. The FARMERS MARKET specifically assumes potential liability for actions brought against the COUNTY by the FARMERS MARKET's employees, or any other persons engaged in the performance of any work or service required of the FARMERS MARKET 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 FARMERS MARKET 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 FARMERS MARKET 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 FARMERS MARKET shall maintain Workers' Compensation coverage as required under the Washington State Industrial Insurance Act, RCW Title 51, for all FARMERS MARKET employees, agents and volunteers eligible for such coverage under the Industrial Insurance Act. SECTION 10: INDEPENDENT CONTRACTOR The FARMERS MARKET and the COUNTY agree that the FARMERS MARKET 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 FARMERS MARKET nor any employee of the FARMERS MARKET 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 Page: 3 of 11 Jefferson County Farmers Market 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 FARMERS MARKET,or any employee,representative,agent or contractor of the FARMERS MARKET. The FARMERS MARKET shall be responsible for all applicable withholdings,deductions, state industrial insurance, tax reports,business licenses,registrations,and all other obligations of an independent organization. SECTION 11: COMPLIANCE WITH LAWS FARMERS MARKET 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 FARMERS MARKET 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 Jefferson County Farmers Market 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 Jefferson County Farmers Market. APPROVED and signed this day of 1bCk-t^ti9y-r-, 2z>Z I JEFFERSON COUNTY Attest: BOARD OF COMMISSIONERS CarolynPhilip allaway, Kate Dean,Chair Clerk of the Board 1-�1`5l /zl Approved as to Form: JEFFERSON COUNTY FARMERS MARKET I ,,,j. °`' a 11 December 7,2021 C. Hunsucker, Authorized Official Chief Civil Deputy Prosecutor Page: 4 of 11 Jefferson County Farmers Market Billing Number: 0007504470 COUNTRY FINANCIAL Policy Number: AB 9295249 01 COMMON POLICY DECLARATIONS COUNTRY Mutual Insurance Company 1701 Towanda Ave., P.O.Box 2100, Bloomington Illinois 61 7 02-21 00 Item 1. Named Insured and Mailing Address Agent Name and Address JEFFERSON COUNTY FARMERS BELFORD JIM R MARKET TACOMA AGENCY PO BOX 1384 4707 S 19TH ST PORT TOWNSEND WA 98368-0026 TACOMA WA 98405-0000 Agent No. 23563 Agent Phone No.: (253) 472-2932 Item2 Policy Period From: 02-28-2021 To: 02-28-2022 at 12:01 AM., Standard Time at your mailing address shown above. Item 3. Business Description: FARMERS MARKET Form of Business: NON—PROFIT CORPORATION Item 4. In return for the payment of the premium, and subject to all the terms of this policy, we agree with you to provide _the insurance as stated in this policy. This policy consists of the following coverage parts for which a premium is indicated. Where no premium is shown, there is no coverage. This premium may be subject to adjustment. Coverage Part(s) Premium COMMERCIAL GENERAL LIABILITY COVERAGE PART $ 346 . 00 COMMERCIAL INLAND MARINE COVERAGE PART $ 294 . 00 COMMERCIAL AUTOMOBILE COVERAGE PART $ 1, 129 . 00 / 4.0/7 sia-le 704. Cr'1A V i , kV-/ ct d YI 7 k t S TAX OR SURCHARGE $ 1 . 73 (-- cy Premium / Total Advance Premium $ 1, 770 . 73 Standard Payment Plan Charges Policy Grand Total $ 1, 7 7 0 . 73 Payment Plan Annual licy, contact your COUNTRY Financial° representative or call our i66. ,f this policy at time of issue: orsements Countersigned: Date: 01-24-21 By: Ad orizeoa' -presentative TO REPORT A CLAIM ANY TIME DAY OR NIGHT, CALL 1-800-846-0100. THIS COMMON POLICY DECLARATION AND THE SUPPLEMENTAL DECLARATION(S), TOGETHER WITH THE COMMON POLICY CONDITIONS, COVERAGE PART(S), COVERAGE FORM(S) AND FORMS AND ENDORSEMENTS, IF ANY, COMPLETE THE ABOVE NUMBERED POLICY. IL DS 03 08 07 Insured Copy Policy Number COUNTRY; AB 9295249 01 FINANCIAI SCHEDULE OF TAXES, SURCHARGES OR FEES COUNTRY Mutual Insurance Company Named Insured JEFFERSON COUNTY FARMERS Effective Date: 02-28-21 12:01 A.M., Standard Time Agent Name BELFORD JIM R Agent No. 23563 AIL DS 03 (cont . ) TAXES/SURCHARGES DETAILED BREAKDOWN WA—REGULATORY SURCHARGE $ 1 . 73 TOTAL TAXES/SURCHARGES $ 1 . 73 TAX-FORM(01/97) Insured Copy Policy Number COUNTRY AB 9295249 01 FfNANC1AL.. .,.- COMMERCIAL GENERAL LIABILITY COVERAGE SCHEDULE COUNTRY Mutual Insurance Company Named Insured JEFFERSON COUNTY FARMERS Effective Date: 02-28-21 12:01 A.M., Standard Time Agent Name BELFORD JIM R Agent No. 23563 Item 5. Location of Premises Location of All Premises You Own, Rent or Occupy: See Schedule of Locations Code No. Premium Basis Premises/Operations 61212 Square Feet Location 0 01/0 01 Exposure 500 Rate Advance Premium Classification: 47 . 609 $ 24 . 00 BUILDINGS OR PREMISES - BANK OR OFFICE - ERCANTILE OR MANUFACTURING (LESSOR' S Products/Completed Operations ISK ONLY) - OTHER THAN NOT-FOR-PROFIT p (PRODUCTS-COMPLETED OPERATIONS ARE SUBJECT TO THE GENERAL AGGREGATE LIMIT) Rate Advance Premium INCL Code No. Premium Basis Premises/Operations 15124 Gross Sales Location 0 0 2/0 01 Exposure $8 0, 0 0 0 Rate Advance Premium Classification: 3 . 503 $ 283 . 00 MARKETS - OPEN AIR (LESSOR' S RISK ONLY) NOT-FOR-PROFIT ONLY (PRODUCTS-COMPLETED Products/Completed Operations OPERATIONS ARE SUBJECT TO THE GENERAL P Pe AGGREGATE LIMIT) Rate Advance Premium INCL Code No. ' Premium Basis 15124 Gross Sales Premises/Operations Location 003/001 Exposure $5, 000 Rate Advance Premium Classification: 3 . 503 $ 18 . 00 MARKETS - OPEN AIR (LESSOR' S RISK ONLY) NOT-FOR-PROFIT ONLY (PRODUCTS-COMPLETED OPERATIONS ARE SUBJECT TO THE GENERAL Products/Completed Operations AGGREGATE LIMIT) Rate Advance Premium INCL Code No. Premium Basis 15124 Gross Sales Premises/Operations Location 004/001 Exposure $6, 000 Rate Advance Premium Classification: 3 . 503 $ 21 . 00 MARKETS - OPEN AIR (LESSOR' S RISK ONLY) _ NOT-FOR-PROFIT ONLY (PRODUCTS-COMPLETED Products/Completed Operations OPERATIONS ARE SUBJECT TO THE GENERAL AGGREGATE LIMIT) Rate Advance Premium INCL ACGDS0201/97 Insured Copy POLCYNUMBER AB 9295249 01 ACADS011111 SUPPLEMENTAL VEHICLE SUMMARY The Supplemental Vehicle Summary is NOT part of your policy and is for summary purposes only. This summary is NOT a statement of coverage. In the event there is a conflict between your policy documents and this summary,the policy provisions will prevail. Please see your policy declarations and schedules for coverages and premiums. Pdicy Period Rom: 02-28-2021 To: 02-28-2022 at1201AM.StardardTime Bache Date: 02-28-21 DEDUCTIBLES OTHER PREMIUM UNIT Customer Garaging PHYSICAL PER NO. Veh No. YEAR/MAKE Description VIN/SERIAL NO Zip Code Liability MED/PIP COLL DAMAGE VEHICLE 1 1999 TOYOTA SIENNA 4X2 MINI 4T3ZFI9CXXU103067 98368 Y Y/N $ 500 $ 500 $ 966 Specific unit premiums $ 966 Other auto/ trucker policy premiums $ 163 Total annual auto/ trucker poicvorerrium $ 1,129 ACADS0111 11 Page l of1 Insured Copy ITEM THREE SCHEDULE OF COVERED AUTOS YOU OWN SEE SCHEDULE OF COVERED AUTOS YOU OWN ITEM FOUR SCHEDULE OF HIRED OR BORROWED COVERED AUTO COVERAGE AND PREMIUMS COVERED AUTOS LIABILITY COVERAGE—Cost Of Hire Rating Basis for Autos Used In Your Motor Carrier Operations(Other Than Mobile Or Farm Equipment) COVERED AUTOS LIABILITY ESTIMATED ANNUAL 1 COVERAGE COST OF HIRE FOR EACH STATE PREMIUM Primary Coverage Excess Coverage TOTAL HIRED AUTO PREMIUM For "autos"used in your motor carrier operations, cost of hire means: 1. The total dollar amount of costs you incurred for the hire of automobiles (includes "trailers"and semitrailers), and if not included therein, 2. The total remunerations of all operators and drivers' helpers, of hired automobiles whether hired with a driver by les- sor or an "employee"of the lessee, or any other third party, and 3. The total dollar amount of any other costs (i.e., repair, maintenance, fuel, etc.) directly associated with operating the hired automobiles whether such costs are absorbed by the "insured", paid to the lessor or owner, or paid to others. COVERED AUTOS LIABILITY COVERAGE-Cost Of Hire Rating Basis for Autos NOT Used In Your Motor Carrier Operations(Other Than Mobile Or Farm Equipment) COVERED AUTOS ESTIMATED ANNUAL LIABILITY COVERAGE STATE COST OF HIRE FOR EACH STATE PREMIUM Primary Coverage Excess Coverage WA IF ANY $ 5 0 TOTAL HIRED AUTO PREMIUM $ 5 0 For "autos"NOT used in your motor carrier operations, cost of hire means the total amount you incur for the hire of "autos"you don't own (not including "autos"you borrow or rent from your partners or "employees"or their family mem- bers). Cost of hire does not include charges for services performed by motor carriers of property or passengers. ACADSO40514 Page 2 Insured Copy EXHIBIT A Itemized List of Proposed Tourism Promotion Services Chimacum Farmers Market Promotion Budget 2022 itr94 ., M . n "furtirrg°Stuirre task Notes i Promotion in the Leader,PDN,Visitor JCFM and Market We co-promote the Port Townsend and Chimacum Farmers Markets Guide,Chamber Map Sponsorships $ 3,000 with monthly ads Port Townsend Leader print In-kind Sponsorship, advertisement Leader $ 2,000 Two donated 1/2 page ads JCFM and Market KPTZ-Radio promotion Sponsorships $ 375 Scheduled Expanded PSA's airing 15 times between April-December JCFM and Market Facebook/Instagram Sponsorships $ 1,000 Posts promoting both Jefferson County Farmers Markets JCFM and Market Staff time Sponsorships $ 1,500 Ad building,coordination,and posting JCFM and Market Working with a graphic designer to create a new logo and brand Graphic Design Sponsorships $ 2,500 guide for our 30th anniversary season Port Townsend Leader print A portion of the Visitor Guide,Chamber map and other Leader advertisement and postcard LTAC $ 2,500 printing targeting tourists to Jefferson County Facebook/instagram LTAC $ 660 Weekly boosted posts/ads,22 weeks x$30 Advertising Market opening-For Chimacum and Port Townsend Poster Production&Print LTAC $ 500 Farmers Markets(25 posters each} Reaching visitors to the Olympic Peninsula through distribution at Olympic Cullinary Loop LTAC $ 435 visitor center,local lodging,and more `Consultation,rebranding and support for JCFM staff in building ads Graphic Design LTAC $ 500 and promoting the JCFM markets Staff time LTAC $ 250 Staff time distributing postcards and posters Aired regionally through KCTS,the Jefferson County Chamber of Commerce,Port Townsend Film Festival,Rose Theatre,Port Video production LTAC $ 3,500 Townsend Food Co-op,and on social media. Waterside Magazine LTAC $ 1,225 On the WA ferries all season long! Kitsap Sun ads LTAC $ 1,000 Monthly June-October Kids'Activities and Chef Demos LTAC $ 750 $150 per month,5 months Live Music Fund LTAC $ 2,200 Live music stipend,$100 per week,22 weeks. Total Request LTAC $ 13,520 Total Advertising Budget $ 23,895 Page 5 of 11 Jefferson County Farmers Market 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 Smd;ng to promote fetn-alr.:pecial event and tourism-related activitie-through tourism-related facilities owned or sponsored by non-profit o -.. - ..;.:.--or the local jurisdiction are required to complete this form for EACH activity. 1 OrganiatimName 3 SOv•.. C '• -". J Year. 2�— 2 Spomar Type(Check One): fit i01(43,i �i01(cX6)((-��` •Local J m dIctiam •Other(E . y 3 Amity Name C �h V--1,.—W -t rJ..✓Ill yr 14J.'-VI 1 4 Anxiety Type Check One): 14;1 Et ent'Fesu a1• •Faity' 141 Marteting' 5 Activity Start DM": [ 2Zz 8 5 Activity ad Date Q— 1 �2 7 Tata1 Cost of Actnmy, S t—SI 8 Amami : $ 13, 52-a 9 Amory A nipd: S I Z t 5 w 10 O all Attmdmce•((� 13 N�ber of Who Stayed . - :a. .., Acc,:•, ..,;».:• a) ' (P f (2 00 a) Pr ec3d• b) Acmar b) Ama1• c) .-..a.w.z.,:•(Check One): ("Dina Cows' c) 'G.tc (Check One): 0 Direct Count' Indirect Crum' O: -arty«Sumer' pidRect Coeur 0: .,::toe..,e 0lerenral Survey' 0 s ructured Examine* • Stmrey •Savcneed Esriman.• •Other(explain):flies CCY\M k} e tl) I (explain): 11 Number of AnrodeAs Who Traveled 50 Miles or Moe 14 Number of Attendees Who Stayed Ov night inPaid Ac ,..,..,. «.:a,' { I) •.. _ > • IMd a) Projected' 712, b) Actual" bj Actual' c) ...•,_i(Check One): °Duect Carat' c) Methodology(C]t.rt One): °Direct Cams' •1 rtrect Coast' 0• ., n r ri a Survey' •indirect Come Repreeitarite Survey' ey' a Infra•tral Surrey' 0 Sau,cnredEcnenxea• t•..,.•..• Survey' •Smucturerl Entrance' °Other(ecplain): a Other(explain): 12 Number of Attendees Who Raveled from Another State or Camay 15 Number of Paid I m1ennNi�s' a) Projected" 2-Ot a) �J ' son b) Actual' b) Actual" c) . r ,€y(Check Oner °Direct Carrot' c) r.. logy i(her{r Coe): °Direct Count' °Indirect Count' °Represenumve Survey °indirect Count' OReprtheritarive Surrey •Informal Survey' gip S ructtred Ezunate• 0 informal Survey' 41110 Stiortureci Estimate* •'Outer(euplainl: Other/explain): *See Lode Tax Yearly Reporting Definitions Instructions Name of laasidual Who Prepared. Report: . A �,� p 11 �j Phone*: ., _ ELT•-� `L """- _ t n RETURN1111S FORM TO: JJJ Jefferson County Administrator's Office 1820 Jefferson Street P.O.Box 1220 Port Town end.WA 98368 jeffbocc it co.jeffetson.na.u- DE 3DLLNE:February 28th of Each Reporting Year Page 6 of 11 Jefferson County Farmers Market 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 Jefferson County Farmers Market 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$13,520; Jefferson County Farmers Market 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 Farmers Market $13,520 RECOMMENDATION: Approve and sign the agreement. REVIEWED BY: „41 ./ 7�r Mark McCaule nterim County Admini ra Date.1,l4 CONTRACT REVIEW FORM Clear Form (INSTRUCTIONS ARE ON THE NEXT PAGE) CONTRACT WITH: Jefferson County Farmers Markets Contract No: LTAC FarmerMarket Contract For: Lodging Tax Term: 1yr COUNTY DEPARTMENT: County Administrator Contact Person: Adiel McKnight Contact Phone: 360-385-9102 Contact email: afmcknight©co.jefferson.wa.us AMOUNT: $13,520 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 Fund# 125 _, RFP or RFQ Munis Org/Obj 12555730/411108 Other: APPROVAL STEPS: STEP 1: DEPARTMENT CERTIFIES C PLIA H JCC . 5.080 AND CHAPTER 42.23 RCW. CERTIFIED: ■ N/A: t 1-2 - 7 { Signature f Date STEP 2: DEPARTMENT CERTIFIES THE PERSON P OPOSED FOR CONTRACTING WITH THE COUNTY (CONTRACTOR) HAS N T D 134 D BY ANY FEDERAL, STATE, OR LOCAL AGENCY. CERTIFIED: ri N/A: a r " Signature Date STEP 3: RISK MANAGEMENT REVIEW(will be added elec ically through Laserfiche): Electronically approved by Risk Management on 12/7/2021. STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche): Electronically approved as to form by PAO on 12/7/2021. Standard County grant contract. STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND PROSECUTING ATTORNEY(IF REQUIRED). STEP 6: CONTRACTOR SIGNS STEP 7: SUBMIT TO BOCC FOR APPROVAL 1 ro CQMMIs Board of County Commissioners N Cod1820 Jefferson Street O PO Box 1220 ca -e Port Townsend, WA 98368 O Kate Dean,District 1 Heidi Eisenhour,District 2 Greg Brotherton,District 3 lgS�II NG(C December 20, 2021 Jefferson County Farmers Markets Amanda Milholland P.O. Box 1384 Port Townsend,WA 98368 Dear Amanda Milholland, Enclosed for signature are two (2)originals for AGREEMENT re: 2022 Hotel Motel (Lodging Tax) Grant Funding; In the Amount of$13,520; Jefferson County Farmers Market Please sign both, keep one and return the second to: Jefferson County Commissioner's Office Attn: Adiel McKnight P.O. Box 1220 Port Townsend, WA 98368 • Please remember that on or before April 30; July 31; October 31, 2021 and January 31, 2022 you are required to provide to the County: A quarterly report of the use, services, programs and activities under this agreement for the prior quarter. • A quarterly financial statement detailing revenues, expenses and cash balances for the prior quarter; and for the final quarter report, the financial statement shall also include a detailed financial statement by February 28th of each year along with Exhibit B attached to your contract. • Insurance shall be obtained as outlined in the terms of the Agreement and provide a copy to this office. • Payment will be provided upon invoice, subject to the terms of the Agreement Thank you for your assistance. Sincerely, Adiel McKnight Executive Assistant Phone (360) 385-9100 Fax (360) 385-9382 jeffbocc@cojefferson.wa.us /^-"NN N DATE(MM/DDIYYYY) ACORD CERTIFICATE OF LIABILITY INSURANCE 1/31/2022 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies) must be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). CONTACT PRODUCER NAME: JIM R BELFORD JIM R BELFORD(23563) PHONE 253 472.2932 ,FAX No 253 472-3205 (A/C No Extl: 112 E MEEKER E-MAIL JIM.BELFORD@COUNTRYFINANCIAL.COM PUYALLUP,WA 98372-0000 ADDRESS: INSURER(S)AFFORDING COVERAGE NAIC N INSURER A: COUNTRY Mutual Insurance Company 20990 INSURED 7504470 INSURER B: JEFFERSON COUNTY FARMERS MARKET INSURER C: PO BOX 1384 INSURER D PORT TOWNSEND,WA 98368 INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS ND CA ED.CNOTWITHSTAND NOTWITHSTANDING ANYI REQUIREMENT,TERM OR CONDITIONPOLICYES OF INSUCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE TOERTIFY THAT THE OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH PERIOD CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSRRADDL SUER POLICY EFF POLICY EXP TYPE OF INSURANCE N POLICY NUMBER SR WVD (MMIDDIYYYY) IMMIDD/YYYY) UNITS GENERAL LIABILITY AB9295249 2/28/2022 2/28/2023 EACH OCCURRENCE $2,000,000 A ✓ PREMISES SESMAGE O(EaENTED occurrence) $100.000 / COMMERCIAL GENERAL LIABILITY CLAIMS-MADE ✓ OCCUR MED EXP(Any one person) $10,000 PERSONAL&ADV INJURY $2,000,000 GENERAL AGGREGATE $4,000.000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMP/OP AGG $4,000,000 71 PRO- LOC $ POLICYBI JITY COMBINED SINGLE LIMIT AuroMOBaE LIABILITY 1/ AB9295249 2/28/2022 2/28/2023 (Ea accident) S 500.000 BODILY INJURY(Per person) $ A ANY AUTO ALL OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS ✓ AUTOS NON-OWNED PROPERTY DAMAGE $ HIRED AUTOS ✓ AUTOS (Per accident) $ UMBRELLA LIAB _ OCCUR EACH OCCURRENCE $ • EXCESS LIAB CLAIMS-MADE AGGREGATE $ $ DED RETENTION$ VNC STATU- OTH- WORKERS COMPENSATION TORS I A US T FR AND EMPLOYERS'LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE Y/N E.L.EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? I I N I A (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $ If yes,describe under E.L.DISEASE-POLICY LIMIT $ DESCRIPTION OF OPERATIONS below 1 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101,Additional Remarks Schedule,if more space is required) ADDITIONAL INSURED(S): JEFFERSON COUNTY 1820 JEFFERSON STREET PORT TOWNSEND,WA 98368 CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN JEFFERSON COUNTY ACCORDANCE WITH THE POLICY PROVISIONS. 1820 JEFFERSON STREET PORT TOWNSEND,WA 98368 AUTHORIZED REPRESENTATIVE 0, , ©1988-2010 AL`6RD C.' •ORATION. All rights reserved. ACORD 25(2010/05) The ACORD name and logo are registered marks of ACORD