HomeMy WebLinkAboutJefferson County Historical Society-Olympic Peninsula Gateway Visitor Center $83,000 (ins attached to JCHS) - 122021 v( Ji#fs J;' - / 5-0.25
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AGREEMENT FOR 2022 HOTEL-MOTEL FUNDING FOR TOURISM SERVICES
JEFFERSON COUNTY HISTORICAL SOCIETY
OLYMPIC PENINSULA GATEWAY VISITOR CENTER
This Agreement is by and between JEFFERSON COUNTY(hereinafter known as
"COUNTY" and the JEFFERSON COUNTY HISTORICAL SOCIETY(hereinafter known as
"GATEWAY VISITOR CENTER").
WHEREAS,the GATEWAY VISITOR CENTER is a non-profit corporation of the State of
Washington; and
WHEREAS,the COUNTY desires to promote tourism by providing information to guests,
supporting and staffing the Gateway Visitor Center in unincorporated Jefferson County, as well as
promoting tourism through participation at workshops, conferences and regional organizations,as
authorized by Chapter 67.28 RCW and Jefferson County Code Chapter 3.25; and
WHEREAS,the COUNTY wishes to create and operate a visitor center that can be a
destination itself, a place to learn about Jefferson County and visitors can be encouraged to spend
time in the County,not just a place to pick up brochures; and
WHEREAS, the COUNTY envisions that the GATEWAY VISITOR CENTER will create
opportunities to generate revenue through gift shop sales, charges for services(stocking brochures,
etc.), all of which will be retained by the GATEWAY VISITOR CENTER;and
WHEREAS,management of the visitor center will be at no cost to the GATEWAY
VISITOR CENTER with all reasonable expenses being paid for by the COUNTY; and
WHEREAS,the Jefferson County Lodging Tax Advisory Committee reviewed and
recommended funding the lodging tax proposal by the JEFFERSON COUNTY HISTORICAL
SOCIETY to operate the Gateway Visitor Center;
NOW, THEREFORE,IN CONSIDERATION of the mutual covenants and agreements
herein,the parties agree as follows:
SECTION l: SERVICES TO BE PERFORMED
The GATEWAY VISITOR CENTER shall use its capabilities and utilize up to $83,000 of funding
provided under this agreement to continue and update the ongoing performance of the following
tourism promotion services, as outlined below:
1. Act as a pass through agency for the purpose of staffing and operating the Gateway
Visitor Center, including scheduling hours of operation,receiving and processing
information requests,routine grounds maintenance,payment of utilities and other
activities necessary to maintain the Gateway Visitor Center as a point of visitor
contact and education: Provide entry and updates in coordination with other tourism
promotion organizations on facebook and on www.olympicpenninsula.org,the latter
Page: 1 of 14 Historical Society—Gateway Visitor Center
including web pages for the Olympic Peninsula Gateway Visitor Center, Tri-Area
and Port Ludlow; and perform additional tourism promotion activities consistent
with the Itemized List of Proposed Promotion Services attached hereto and
incorporated herein as Exhibit A.
2. Act as a pass through agency for the purpose of providing the staff function to
represent the COUNTY on local,regional,and statewide tourism organizations and
activities,to promote tourism in the unincorporated areas of Jefferson County.
3. Prepare and submit an annual budget request to the Board of Commissioners for the
staffing and operating of the Gateway Visitor Center.
SECTION 2: RESPONSIBILITIES OF THE GATEWAY VISITOR CENTER
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
Gateway Visitor Center 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 2019.
2. On or before January 31 (OR upon execution of this agreement,whichever is later);
April 30;July 31; 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 Gateway
Visitor Center.
b. The amount of lodging tax revenue allocated for expenditure(whether
actually expended or not)by the Gateway Visitor Center on each festival,
event or tourism facility.
Page: 2 of 14 Historical Society— Gateway Visitor Center
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 GATEWAY VISITOR CENTER 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$83,000 for 2022. Quarterly payments of$20,750 will
be made,beginning with the first quarter of 2022. Payments are to be predicated on
quarterly reports defined in Section 2. The COUNTY will make payment on the first
available billing cycle of the quarter.
4. Consult with the GATEWAY VISITOR CENTER on all decisions regarding design
and site considerations.
5. The GATEWAY VISITOR CENTER assumes no responsibility for the
maintenance and upkeep of the Gateway Visitor Center. The COUNTY shall keep
the Center and the entries immediately adjacent thereto in a neat,clean and safe
condition,maintain the glass of all windows and doors thereof, and maintain the
Center and entries thereto in a good state of repair. The COUNTY shall also
maintain and repair the electrical and other utility systems within the Center together
with the roof, exterior walls and foundations thereof.
SECTION 4: DEFINITION:
Pass Through Agency: The term pass through agency shall mean that the GATEWAY VISITOR
CENTER shall act as the fiscal agent for the operation of the Gateway Center. The GATEWAY
VISITOR CENTER shall not incur any additional financial liability for the operation of the
Gateway Center in excess of the sum listed in Section 3 above.
SECTION 5: 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.
Page: 3 of 14 Historical Society— Gateway Visitor Center
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
GATEWAY VISITOR CENTER 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, GATEWAY VISITOR CENTER 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 GATEWAY VISITOR CENTER 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 GATEWAY VISITOR
CENTER's negligence or breach of any of its obligations under this Agreement; provided that
nothing herein shall require the GATEWAY VISITOR CENTER 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 GATEWAY
VISITOR CENTER'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 GATEWAY VISITOR CENTER's negligence, or the
negligence of the GATEWAY VISITOR CENTER's agents or employees.
The GATEWAY VISITOR CENTER specifically assumes potential liability for actions brought
against the COUNTY by the GATEWAY VISITOR CENTER's employees, or any other persons
engaged in the performance of any work or service required of the GATEWAY VISITOR
CENTER 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 GATEWAY VISITOR CENTER recognizes that this waiver was specifically entered
into pursuant to provisions of RCW 4.24.115 and was subject of mutual negotiation.
Page: 4 of 14 Historical Society—Gateway Visitor Center
SECTION 9: INSURANCE
The GATEWAY VISITOR CENTER 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 GATEWAY VISITOR CENTER shall maintain Workers' Compensation coverage as
required under the Washington State Industrial Insurance Act, RCW Title 51, for all GATEWAY
VISITOR CENTER employees, agents and volunteers eligible for such coverage under the
Industrial Insurance Act.
SECTION 10: INDEPENDENT CONTRACTOR
The GATEWAY VISITOR CENTER and the COUNTY agree that the GATEWAY VISITOR
CENTER 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 GATEWAY VISITOR CENTER nor any
employee of the GATEWAY VISITOR CENTER 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 GATEWAY VISITOR CENTER, or any employee, representative,
agent or contractor of the GATEWAY VISITOR CENTER. The GATEWAY VISITOR
CENTER 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
The GATEWAY VISITOR CENTER 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 GATEWAY VISITOR CENTER 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.
Page: 5 of 14 Historical Society—Gateway Visitor Center
SECTION 13: INTEGRATED AGREEMENT
This agreement together with attachments or addenda represents the entire and integrated
agreement between the County and the GATEWAY VISITOR CENTER 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 GATEWAY VISITOR CENTER.
APPROVED and signed this 2°1-day of DO--C-e,i4 , 2v2-(
JEFFERSON COUNTY
Attest: BOARD OF COMMISSIONERS
allawa
Y, �
CarolynI{ateean,Chair
Clerk of the Board
Approved as to Form: GATE Y VISITO CENTER
Lir December 7,2021
Philip C. Hunsucker, rived Of al
Chief Civil Deputy Prosecutor
Page: 6 of 14 Historical Society -Gateway Visitor Center
EXHIBIT A
Itemized List of Proposed Tourism Promotion Services
And GATEWAY VISITOR CENTER Lodging Tax Budget
1. Itemized List of Proposed Tourism Promotion Services
Organization (or Event) Name: Olympic Peninsula Gateway Visitor Center
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).
On Site Marketing expense:
Note: See Full Itemized Breakdown of operational costs in 2022 Budget Sheet
Figure below includes all estimated Expenses accrued in the normal operational scheduling of
openings at the Gateway during the calendar year, 6 days a week, and, all full summer Holiday
weekends, January through end of December, 2022. This breakdown Includes all wages, payroll
taxes, accounting, utilities, and building site maintenance, including parking lot and toilet facilities
expenses are noted in this figure.
Sub Total: $73,550.00
Off Site Marking Expenses:
Note: This is over 12% of total Gateway Operational Budget
This includes Request based Bulk Mailing, postage, Certified Folder distribution on Bainbridge/Seattle,
Kingston/Edmonds Ferry service, Internet/Web Promotion, development, (Lodging Lists, text, layout, for
Activity Map, O. P. Travel Planner, Getaway Guide, websites), and management of programs related to
Facebook pages, updates, and websites, www.enjoyolympicpeninsula and www.olympicpeninsula.org
Sub Total: $9,450.00
2022 Total LTAC Request $83,000.00
GATEWAY VISITOR CENTER — Gateway Visitor Center Lodging Tax Budget
Page 7 of 14 Jefferson County Historical Society—Gateway Visitor Center
Gateway VIC 2022 Budget Jan-Dec 2022
Income
4000•Income
4020•Donations 500.00
4010•Jefferson County LTAC 83,000.00
4050•Sale Items-Other(candy,etc) 300.00
Total 4000•Income 83,800.00
Total Income 83,800.00
Cost of Goods Sold
5000•Cost of Good Sold 100.00
Total COGS 100.00
Gross Profit 83,700.00
Expense
7900•Off Site Marketing Exp
7510• Bulk Mailing,OPVB,CertFolder 5,750.00
7030• Dues 100.00
7530•Internet,computer/sftwr/svc 2,000.00
7750•Marketing/Web Promo&Mgmt 1,500.00
7070•Travel 100.00
Total 7900.Off Site Marketing Exp 9,450.00
7000•On-Site Expense
7200•Bldg/Maintenance Supplies 500.00
7110•Bldg Rprs&Park'g Lot Malt 3,500.00
7601 •Misc.Supplies 50.00
7020•Office Equipment/Mtce 600.00
7500•Office Supplies 400.00
7600•P.O.Box Rental 200.00
7065•Volunteer Functions 250.00
7540•Water 200.00
Total 7000•On-Site Expense 5,700.00
8000•On Site Utilities
8010• Electricity 900.00
8040•Sani-Can Service 3,500.00
8020•Telephone/Internet services 2,500.00
8030•Trash Pick-up 850.00
Total 8000•On Site Utilities 7,750.00
6000• Payroll Expenses
6580•Consulting Services&Fees 2,900.00
6575•Payroll taxes Paid by JCHS 3,200.00
6570•Wages Paid by JCHS 54,000.00
Total 6000•Payroll Expenses 60,100.00
Total Expense 83,000.00
Net Ordinary Income 700.00
Page 8 of 14 Jefferson County Historical Society—Gateway Visitor Center
Exhibit B
Jurisdiction Lodging Tax Reporting Form - To Be Submitted to Jefferson County
Administrator's Office
No Later than February 28th of each Year
Lodging Tax Reporting Form
Or zanimrion.s receiving firndin to promote val.:,rpecial event:ad touram-relared activities,through tourism-related facilities
ovrned or sponsored by non-profit orpulizz:cr.L.-or the local*ri:ii.:tom are required to complete this form for EACH activity_
1 °rpm:nickel:Name: 7..epartna Yer:
2 Sporniir Type(Check Or... (1)fl L : 3, ; :.:".7: : t (7)I rs-si'Isnisa'caca (D0the;Explain):
3 Artivin-Narne
4 Activity Type(Check Orie): ( 1-.,r,-.7 s:7,7:2:' bf N,
5 Aty Start Date:
d ilitisity Ed Dare
7 Trail Cost of Actisr: L
8 Amours Reque.ted: S
9 Amount Awarded: S
10 Overad Attendance L3 nanbis of Armies,-Who 3rayed O,,,.-stis,ts In Ur.pascl..-ticounno *
a) Pe-red' a: Projteel+
Si AcsiaL• 'a I Aim:*
c) 3Lfetrodolo7(Check One °Direct astir:* c: Methodekgy Check OW 0:Direct:our'
Oliiinssz Coat" OR.Tresentative clurre':-. 0:11fErea CCoirr ORepresentattie Sia-tvy.
Inform'Satre' 0 Swarmed Estimate arlfivtivd Stitasey• 0 Sawn:red Estnme
_,Odin.4i:plain): C,I,Ottc explain':
11 Number of Attendees Alin Traveled 52.M.Lis,or More 14 NI:tabs of Attendees Who StiyetiOvemight ta Paid Accommola(2ots•
a) ?to:)Kted• a: Projected'
) 1aL. Si Arm:*
Nieto:Ito:op.(Check Ore; °Dina Cam:* c; Meiknoakigy(Check On : 0 Direct Come
8 indirect Count' 0 Rvesezranve Survey'
atclirect Coma' R.epresenttrive Survey
Itafinural Sarver 0 Structured E witaare ) nformal Sarver ima-nired Eitimare•
0 othe(explain::: 0 Other(explain):
12 2:ism'a‘n of Attendees 7,10 Trn-elesi from Aro ther c.,rrie OE Cy" 15 Number of Paid r Moir?,.N4ht5'
3:' Pw.‘ected* a; Projected'
b) Atraal. bi Actual'
c' Methodology rCbeck Oro; 0 Dina Cour c`, MethodoOgy Ct.w.ii One): 0 Direct Dome
0 Ind)sec.Cour °Representative Survey' ()2ndirecs Co ?' ORepmentative Sursev"
STirrywr il 3arVey. °Swanned Eximate Cs)ltifcccal 3mvey• 0 Stroctined Esrirnato*
o.,.'explatn;: ®Oster explain):
*See Lodging Tax Yearly Reporting Definition:Instructions
Name oils...dm:in'.Who?ceparei Elpa:-..:
?acne 4: E-Mail Addrffia
FITT:13Y THIS FORM TO:
3effes:on C ounty Administrator':Office
1S23 Jefferson Street
P.O.Box 177C
Part TOWELSPnri WA 98363
:effboz:i a zo.jeffert.on.n.a.uf.,
DEADLINE. Fehruar,,.-:8th of Each Reporting Year
Page 9 of 14 Jefferson County Historical Society—Gateway Visitor Center
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 10 of 14 Jefferson County Historical Society—Gateway Visitor Center
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 — 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 11 of 14 Jefferson County Historical Society— Gateway Visitor Center
EXHIBIT C 2nd OUARTER Due by July 3 Pt to afmcknight@co.jefferson.wa.us
Organization:
Contact person:
Mailing Address :
Phone Number/Email:
STARTING BALANCE -F 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 12 of 14 Jefferson County Historical Society—Gateway Visitor Center
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 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.
JULY
Incoming Revenue Outgoing Expenses Total
AUGUST
Incoming Revenue Outgoing Expenses Total
SEPTEMBER
Incoming Revenue Outgoing Expenses Total
Page 13 of 14 Jefferson County Historical Society— Gateway Visitor Center
EXHIBIT C 4t' OUARTER Due by January 31s"to of icknightna,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.
OCTOBER
Incoming Revenue Outgoing Expenses Total
NOVEMBER
Incoming Revenue Outgoing Expenses Total
• •
• •
DECEMBER
Incoming Revenue Outgoing Expenses Total
Page 14 of 14 Jefferson County Historical Society—Gateway Visitor Center
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$83,000; Jefferson County Historical Society (Gateway Visitor
Center)
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 (Gateway Visitor Center) $83,000
RECOMMENDATION:
Approve and sign the agreement.
REVIEWED BY:
Mark McCaule nterim County Administrat Date:
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: Jefferson County Historical Society(Gateway Visitor Center) Contract No: N/A
Contract For: Lodging Tax Term: 1 yr
COUNTY DEPARTMENT: County Administrator
Contact Person: Mark McCauley
Contact Phone: Ext.383
Contact email: mmccauley@co.jefferson.wa.us
AMOUNT: $83,00o 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 12555730/411107 Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES C LIAN E W JCC 3.5".080 AND CHAPTER 42.23 RCW.
CERTIFIED: fl N/A:f ' 1-2 6-4-1
Signature Date
STEP 2: DEPARTMENT CERTIFIES T PERSON P POSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS N T EN DEBA D BY ANY FEDERAL, STATE, OR LOCAL
AGENCY. j
� LKk
�CERTIFIED: t n! N/A: I ' l / / 2`Gf .cr2-/
Signature ( Date
STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche):
Electronically approved by Risk Management on 12/6/2021.
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 language.
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
o� Co.NTls Board of County Commissioners
w¢�oN e %l. 1820 Jefferson Street
ti PO Box 1220
Port Townsend, WA 98368
481/ING�
Kate Dean,District 1 Heidi Eisenhour,District 2 Greg Brotherton,District 3
December 20, 2021
Jefferson County Historical Society
Gateway Visitor Center
William Roney
P.O. Box 65478
Port Ludlow,WA 98365
Dear William Roney,
Enclosed for signature are two (2) originals for AGREEMENT re: 2022 Hotel Motel (Lodging
Tax) Grant Funding; In the Amount of$83,000; Jefferson County Historical Society (Gateway
Visitor Center)
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@co.jefferson.wa.us
Issue Date 4/12/2022 Cert#:0000039867
Non Profit Insurance Program
Certificate of Coverage
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONVERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES
NOT AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.THIS CERTIFICATE OF COVERAGE DOES NOT CONSTITUE 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 SUBROGRATION IS WAIVED,subject to the terms and conditions of
the policy,certain coverage may require an endorsement.A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
CER COMPANIES AFFORDING COVERAGE
Clear Risk Solutions GENERAL LIABILITY
451 Diamond Drive American Alternative Insurance Corporation,et al.
Ephrata,WA 98823
AUTOMOBILE LIABILITY
American Alternative Insurance Corporation,et al.
INSURED s PROPERTY
American Alternative Insurance Corporation,et al.
Jefferson County Historical Society MISCELLANEOUS PROFESSIONAL LIABILITY
540 Water Street Princeton Excess and Surplus Lines Insurance Company
Port Townsend,WA 98368
COVERAGES
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE COVERAGE PERIOD
INDICATED, NOT WITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
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.
TYPE OF INSURANCE POLICY NUMBER POLICY EFF POLICY EXP DESCRIPTION LIMITS
DATE DATE
GENERAL LIABILITY
COMMERCIAL GENERAL LIABILITY N1-A2-RL-0000013-12 6/1/2021 6/1/2022 PER OCCURRENCE $5,000,000
OCCURRENCE FORM PER MEMBER AGGREGATE $10,000,000
INCLUDES STOP GAP PRODUCT-COMP/OP $5,000,000
PERSONAL&ADV.INJURY $5,000,000
(LIABILITY IS SUBJECT TO A$150,000 SIR PAYABLE FROM PROGRAM FUNDS) ANNUAL POOL AGGREGATE $50,000,000
ANY AUTO N1-A2-RL-0000013-12 6/1/2021 6/1/2022 COMBINED SINGLE LIMIT $5,000,000
(LIABILITY IS SUBJECT TO A$150,000 SIR PAYABLE FROM PROGRAM FUNDS) ANNUAL POOL AGGREGATE NONE
L✓r j. s...,f/�/.��.//i' ��/r/G li,.�.r. /J.rr'�L'.GG'�..+%,.. 1�F:l. .:;:'% f %.1.. .0...lf//C,':
N1-A2-RL-0000013-12 6/1/2021 6/1/2022 ALL RISK PER OCC EXCL EQ&FL $75,000,000
EARTHQUAKE PER OCC Excluded
FLOOD PER OCC Excluded
(PROPERTY IS SUBJECT TO A$150,000 SIR PAYABLE FROM PROGRAM FUNDS) ANNUAL POOL AGGREGATE NONE
MISCELLANEOUS PROFESSIONAL LIABILITY
N1-A3-RL-0000060-12 6/1/2021 6/1/2022 PER CLAIM $5,000,000
(LIABILITY IS SUBJECT TO A$150,000 SIR PAYABLE FROM PROGRAM FUNDS) ANNUAL POOL AGGREGATE $40,000,000
Evidence of Coverage only.
CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN ACCORDANCE
WITH THE POLICY PROVISIONS.
CERTIFICATE HOLDER j7 AUTHORIZED REPRESENTATIVE
Jefferson County
PO Box 1220 /s
Port Townsend,WA 98368