HomeMy WebLinkAbout2023 Chamber of Jefferson CountyRECEIVED
OCT 17 2022
JEFFERSON COUNTY
('OMMI IIONERS
� . is 'i�i • 3�
2023 Proposal Checklist for Tourism Promotion Activities I .�
Organization Name The Chamber of Jefferson County
Event Name, if different
Proposals must completely address the questions, and all requested supplemental
information must be provided. Incomplete or late proposals will not be considered by the
Jefferson County LTAC.
To be eligible for consideration, your application must be signed, dated, and include the following
items in the listed order.
Check each item submitted.
Signed and Dated Proposal Summary Sheet
Section 1 - Itemized list of proposed services and estimated costs.
Section 2 - Proposal Questions.
Section 3 - Proposed 2023 promotion, facility, event or activity budget.
Section 3 — 2022 budget and year-to-date income and expense statement(s).
Section 3 - List of names and addresses of the organization's current Board of Directors.
Name and contact information for event chairperson, if applicable.
Section 3 - Optional work samples such as season brochures, promotional materials,
reviews, news/magazine articles, etc. (maximum of 5 separate pieces)
To be considered, a fully completed and signed original application with supporting documents
must be received and date stamped at the Jefferson County Administrator's Office, 1820 Jefferson
Street, P.O. Box 1220, Port Townsend, WA 98368 by October 15, 2022. Courthouse is closed
Saturday
Documents submitted to the County are public records, potentially eligible for release.
2023 Proposal Checklist for Tourism Promotion Activities
Proposal Deadline: October 15, 2022 at 4:30 pm (received, not postmarked) Courthouse is
closed Saturday
Address To: Jefferson County Lodging Tax Advisory Committee
Mailing Address: P.O. Box 1220, Port Townsend WA 98368
Delivery Address: Jefferson County, County Administrator's Office,
1820 Jefferson Street, Port Townsend, WA 98368
Email Address: afmcknight(cD-co.iefferson.wa.us
Please type (10 point or larger) or legibly print in ink. To be considered: all questions must be answered; all
requested documents provided; this form must be signed and dated.
Organization Name The Chamber of Jefferson County
Organization Address 2409 Jefferson Street, PT
Contact Name Arlene Alen
Contact Address same as above
Day Phone 390-385-8760 Evening or Cell Phone 928.308.8538
E-Mail Address director@jeffcountychamber.org
Facility/Event (if applicable) NA
Total Lodging Tax Request: $: 5600.
Estimated 2023 org. operating
budget (Incl. Lodging Tax funds) $: 320,000
If asking for funds for a specific
event, list other cash funding
sources and dollar amounts
budgeted for this project.
Note: This section is only due for
specific event and festival
funding requests.
Total Project Revenue Budget
no festival or event
Dollar Amount
funding sought
$
$
$
$
$
uia your organization receive Lod inq Tax Funds from the County in 2022? X yes no
l understand that if my organization's proposal for tourism promotion activities is approved by the County that my
organization will enter into a contract with the County to provide the contracted services up to the maximum contract
amount. I understand that the proposal herein is a public record potentially eligible for public release.
Sign Name: Date: 10,13.22_
Print Name and, itle:
A ene Alen, CPM. IOM Executive Director
1. Itemized List of Proposed Tourism Promotion Services
Organization (or Event) Name: The Chamber of Jefferson County
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).
We are requesting funds to maintain and update, maintain and continue marketing
www.jeffersoncountywa.org. We rebuilt the old site a few years back and have been supporting,
updating and marketing since. The site needs some additional improvements and updates for 2023
Cost estimate from webteam is $6500. We believe we can create some efficiencies and do some of the
work internally to bring the LTAC funding to $5600.
Examples of how to list your proposed tourism promotion services or event (please be as specific AS
POSSIBLE about the services, quantities, the tourism market, distribution method, and cost):
10,000 promotional rack cards for 1-5 corridor from Portland to Bellingham, April - June 2018...... ...... $1,835
The rack cards will promote an event/hotel/restaurant promotional package.
Designand printing............................................................................. $1,250
Distribution by XYZ Company ................................ $ 500
5 hours of staff time at $17.00 per hour to write copy, edit and proof the cards ...... $ 85
1/3 page black and white event promotional advertisement in XYZ Magazine, July 2018 edition........ $1,500
XYZ Magazine has 250,000 subscribers in western and northwest states. This 1/3-page ad
will be part of a full -page advertisement being coordinated by the VCB. XYZ Magazine will match
the value of the advertisement with a feature article on Jefferson County and the event in the same edition.
2. Proposal Questions
Please confine your answers to no more than one page for each question.
1. Tell us about y(Yar promotion, facility, event or activity and why you think it will increase
tourists traveling to and staying in Jefferson County. Include a general description of the
promotion, facility, event or activity including its purpose, history, etc.), and describe your
organization's track record.
We have maintained www.jeffersoncountywa.org and completely revamped it during its 11 years
online. We support this with emarketing, on the Chamber site and it links to all our Tourism Partners
2. If this is a continuing promotion, facility or event, how is it different than in the past?
This is ongoing and serves visitor traffic to our partner sites which have been ramping annually. We
are currently doing work on the site technology.
3. Describe how you intend to market/promote your promotion, facility, event or activity to
potential tourists who reside outside Jefferson County.
a) If an event, the date of the event: NA
b) The timeline for the tourism promotion activity you are proposing (e.g. May through July, 2023)
The sope of work on this project is 12 months, ongoing monthly updates and review.
c) Target Audience
We promote tourism to multiple target audience segmentations and this site is included in all.
d) Promotion methods you intend to use to reach the tarqqet audience.
Social Media, marketing campaigns, web-bot on EnjoyPl-and more
e) Describe how you will promote overnight stays at Jefferson County lodgingq establishments.
i
The site and it's tegrated partner links are a ready a resource for overnights Mays nd Gve seek to constantly
,update tie si to cc��ti�ue this hi gr level f romotion
f) Iyou in ends fo co a orate wfgk anot�i�'r agency or non-profit to provide these services, please
state the name of the organization and describe the nature of the collaboration:
We link to multiple organizations including but not limited to OPTC , TCC, EnjoyPT
4. Hqqw will you �peasure the effectiveness of your ro[potion facility event or activity?
C ontinuin a highly functiona-f website with increasing webstpts through oGr new hb�trng entity.
Also, describe how you will document and report to the County the economic impact from
your event/facility. (State law requires the County to report annually to the State Department of
Community Development and Economic Trade about the number of lodging stays and economic
k�neit from to trists e�tera ed use of Lo�i�inq Ta�rocgegd$ for tc�t rbsr�t r� c�t�$n.�
e always re o onb n m er o vise s served an On rallya era e e ween n a nually, however so
far in 2022, we have served over 20,000 visitors through the Chamber of Jefferson Counties marketing efforts, Data is not
available as to how many overnight stays were created however we do know that our group tours are now captured
What economic impact can we expect in Jefferson County from your proposed promotion,
facility, event or activity?
a.) Actual or estimated number of tourists at your event/facility last year (2022).
over 20,000 visitors served 2022 Y-T-D
b.) Estimated number of tourists who will attend your event/facility this year (2023):
NA
c.) Projected economic impact in Jefferson County from your event/facility (e.g. number of tourists
who will stay overnight in Jefferson County -based lodging establishments, economic impact for
Jefferson County restaurants, community facilities, amenities, events, and businesses).
We are marketing sustainable tourism and bicycle tour groups and which this year so far have brought 450 overnight guests
6. Describe your organization's area of expertise. Do you provide a unique service?
The Charnber of Jefferson County represents over 500 local businesses and interacts with 200 more on a regular basis as
well as extensive publication in print and digitally through the Chamber and partners with the PT Leader & PDN on
marketing projects throughout the year.
3. Background Information about Your Organization
Attach the following items to your proposal in the order listed:
(Note: To be considered by the Committee, all of the listed information must be included with your
proposal.)
Attachments:
— Proposed 2023 promotion, facility, event or activity budget including income and expenses.
Still in process, not yet aproved
— 2022 Budget and Actual income and expense year to date statement(s).
no budget was approved for 2022 due to pandemic; attached: note that 42% of
our income is Q4 of all recent years
List of names and addresses of the organization's Board of Directors as of the date the
proposal is filed. Also, if the proposal is for the marketing of an event and there is a
chairperson for the event (either volunteer or paid), list that individual's name, address and
phone number.
• attached
Note: Staff will verify Incorporation status of the non-profit agencies who submit service proposals by
— If you desire, you may provide samples of promotion materials such as brochures or p
operating tourism promotion agencies; and funding the marketing of special events and
festivals designed to attract tourists.
"Tourism -related facility" means real or tangible personal property with a usable life of three or more
years, or constructed with volunteer labor that is: (a)(i) Owned by a public entity; (ii) owned by
a nonprofit organization described under section 501(c)(3) of the federal internal revenue code
of 1986, as amended; or (iii) owned by a nonprofit organization described under section
501(c)(6) of the federal internal revenue code of 1986, as amended, a business organization,
destination marketing organization, main street organization, lodging association, or chamber
of commerce and (b) used to support tourism, performing arts, or to accommodate tourist
activities.
4. Proposal Evaluation Criteria —
Jefferson County Policy Statement for Use of the Lodging Tax.
Jefferson County's Lodging Tax Fund will be the primary source of county funding for activities,
operations, and expenditures designed to increase tourism. The County does not make any multi-
year commitments with Lodging Tax funds. However, service providers are not limited or prohibited
from making repeat annual requests of the same nature. The County intends to maintain a reserve in
the Fund, and will assess on an annual basis how much of the Fund to appropriate in a given year.
The Jefferson County Commissioners have created a Lodging Tax Advisory Committee to conduct an
annual process to solicit and recommend Lodging Tax funded services for the County Commissioners
consideration. Jefferson County will only consider proposals for use of the Lodging Tax from public
and non-profit agencies.
The Fund will ONLY be used for the following purposes:
The promotion of emerging or on -going tourism events, facilities, and activities by government
or non-profit agencies so as to attract and draw tourists to unincorporated Jefferson County
from outside Jefferson County.
Operation of a tourism promotion agency (such as a visitor and convention bureau);
The marketing of special events and festivals designed to attract tourists to unincorporated
Jefferson County from outside Jefferson County.
4. Capital and/or operating costs for tourism facilities owned by a public entity or a non-profit
organization as defined in State law RCW 67.28.080.1(7) — Tourism Related Facility.
5. Administrative costs to support tourism events, facilities and activities.
Other Criteria.
HIGH PRIORITY will be given to tourism activities that
■ Promote Jefferson County and/or events, activities, and places in the County to potential
tourists from outside Jefferson County.
■ Have demonstrated potential or high potential from the Committee's perspective to result in
overnight stays by tourists in lodging establishments within the unincorporated areas Jefferson
County.
A. 2023 LTAC Opportunity Information
1. Jefferson County's Proposal Process -
The Jefferson County LTAC solicits service proposals each year. The proposal form is attached,
posted on the County's website, www.co.iefferson.wa.us and may also be requested by calling the
Jefferson County Commissioner's Office at the Courthouse, (360) 385-9102.
This year, the Committee will review proposals on October 28, 2022 from 1 p.m. to 3 p.m. Applicants
are asked to attend the October 28, 2022 meeting beginning at 1 p.m. The County will provide
meeting information for all complete applications. At that meeting, each proposing agency will answer
questions from the Committee regarding their proposal. The Lodging Tax Advisory Committee will
make a recommendation to the Board of County Commissioners regarding which proposals to fund,
and at what funding levels within available revenues.
The review of the LTAC recommendations and final decision about how to use the lodging tax monies
is made by the County Commissioners. Each agency will be notified of the status of their proposal.
Contracts are prepared by the County and sent to agencies.
2. Available Funding for 2023
Organizations submitting proposals should be aware that a total of approximately $800,000 in lodging
tax awards will be available for allocation to eligible tourism promotion activities through this RFP.
This amount also includes $4,000 in staff administrative costs to manage the grants and to process
invoices.
County Ordinance 02-0622-98 provides for distribution of Lodging Tax as follows:
• The lodging tax funds are to be used for targeted and/or regional promotion, the operation and
maintenance of organizations operating tourist related facilities and their costs for local
promotional activities.
• Not more than 25% for the development of tourism related facilities.
3. Definitions -
By state law, lodging tax funds may only be used for tourism promotion and the acquisition and/or
operation, including maintenance, of tourism -related facilities. The following definitions are copied
verbatim from RCW 67,28.080. Note: State law changed in 2007 to include "operation" of tourism
events in the definition of "tourism promotion."
"Tourism" means economic activity resulting from tourists, which may include sales of overnight
lodging, meals, tours, gifts, or souvenirs.
"Tourist" means a person who travels from a place of residence to a different town, city, county, state,
or country, for purposes of business, pleasure, recreation, education, arts, heritage, or culture.
"Tourism promotion" means activities, operations, and expenditures designed to increase tourism,
including but not limited to advertising, publicizing, or otherwise distributing information for the
purpose of attracting and welcoming tourists; developing strategies to expand tourism;
1. On February 2, 2006, the State of Washington Attorney General's Office issued Opinion #AGO
2006 #4, which clarifies that a municipality may NOT provide advance payment to private
organizations for tourism promotion. Payment must occur after the services have been
performed and documentation in keeping with the contract is submitted to the County.
2. The County may not pay for donated or volunteer services or pay more than the actual cost
incurred by the contracting agency to provide the service.
5. Background Information —
Jefferson County's Lodging Tax.
The Lodging Tax is an excise (sales) tax authorized by State law in RCW 67.28, Public Stadium,
Convention, Arts and Tourism Facilities.
In 1998, the State Legislature amended Chapter 67.28 of the Revised Code of Washington (RCW) to
allow local governments to assess an additional 2% tax on lodging for tourism promotion and/or
tourism -related facilities (sometimes referred to as "the new 2%"). In April 1999, the County
Commission, by Ordinance, increased the County's Lodging Tax from a 2% to a 4% tax as allowed by
RCW 67.28.
Jefferson County's Lodging Tax Advisory Committee.
Per RCW 67.28.1817, the State requires that local governments collecting the Lodging Tax establish
a Lodging Tax Advisory Committee consisting of at least five (5) members:
The Chair — a member of the County Commission or their designee
2 members — representing the lodging industry
2 members — representing activities authorized to be funded by said tax
The Committee's role is advisory in nature, with the Committee's purpose being to advise the County
Commissioners. The Committee must select the candidates from amongst the applicants applying for
use of revenues and provide a list of such candidates and recommended amounts of funding to the
County Commissioners for final determination.
In 1998, the Jefferson County Commissioners created such a Committee, and asked the Committee
to establish an annual process to solicit and review proposals for tourism services eligible for lodging
tax funding. Committee members are appointed by the County Commissioners as part of the
County's regular advisory committee appointment process.
For additional information, contact
County Administrator
Jefferson County Courthouse
1820 Jefferson Street
PO Box 1220
Port Townsend, WA 98368
Ph: 360-385-9100; Fax: 360-385-9382
e-mail: mmccauley(a_co.jefferson.wa.us
-END-
■ Have demonstrated potential or high potential from the Committee's perspective to result in
documented economic benefit to Jefferson County.
■ Have a demonstrated history of success in Jefferson County, or are proposed by a group with
a demonstrated history or high potential of success with similar activities.
■ Minimize duplication of services where appropriate and encourage cooperative marketing
and/or includes an element of cooperation or partnership.
■ Provide, maintain, operate, or enhance County -owned tourism facilities or infrastructure.
LODGING TAX ADVISORY COMMITTEE REVIEW CONSIDERATIONS
In developing its recommendations, the Committee considers:
■ The estimated amount of lodging tax receipts for the coming year provided by the County
Administrator's Office.
■ Operational adaptations or pivots that ensure future organizational success of tourism related
activities and promotion, in response to the COVID-19 pandemic.
■ Thoroughness and completeness of the proposal.
■ The relationship of proposed services to the areas of high priority identified by the Committee.
■ Percent of the proposal request to the event/facility promotions budget and overall revenues.
■ Percent of increase over prior year Jefferson County Lodging Tax funded proposal if any.
■ Projected economic impact within the unincorporated Jefferson County, in particular projected
overnight stays to be generated in lodging establishments in the unincorporated areas of
Jefferson County.
■ Requirements in State law for use of the tax, and the definitions in State RCW 67,28.080 for
"tourism," "tourist," "tourism promotion," and "tourism -related facility."
■ The applicant's history of promotion success, reporting history and financial stability.
■ Committee member general knowledge of the community and tourism -related activities.
NOT CONSIDERED are requests for
■ Services to be provided beyond calendar year 2023.
■ Proposals from for -profit businesses (however, a government or nonprofit agency contracting
with the County may itself contract with for -profit businesses as third -party vendors).
■ Promotional activities that reach a target audience solely located within Jefferson County.
NOTE:
Jefferson Co Chamber of Commerce
Profit & Loss Statement
January - September, 2022
Total
Revenue
Advertising Revenue
Reader Board
1,612,52
ReaderBoardlNon-Mem.
2,525.00
Total Advertising Revenue
$
4,137.52
Contributed Income
Grant Income
ARPA
12,000.00
POS-Spotlight
3,161.83
Total Grant Income
$
15,161.83
Total Contributed Income
$
15,161.83
Events
EV Expo
850.00
Leadership Awards
35.00
Sponsors
7,500.00
Tickets
816.00
Total Leadership Awards
$
8,351.00
School Welcome
40000
Total Events
$
9,601.00
Membership Revenue
Membership Dues
42,286,15
New Member tee
38.10
Total Membership Revenue
$
42,324.25
Pivot Funds
5,000,00
Reimbursements
Fractional Use Space
2,600.00
Total Reimbursements
$
2,600.00
Service Contracts
City Sevice Agreement
81,884.97
City Tourism/Marketing
0.00
County LTAC
27,100.00
Total Service Contracts
$
108,984.97
Unappiied Cash Payment Income
90.00
Total Revenue
$
187,899.57
Gross Profit
$
187,899.57
Expenditures
Expenses - VIC (deleted)
0.00
Grant Expense
Community Development Grant
CDG Award
5,912,98
Total Community Development Grant
$
5,912.98
Chamber
Addendum to The Chamber of Jefferson County Request for 2023 Jefferson County Tourism Promotion
Services Grant Request.
While we explained the information in Section 3 in narrative, we are submitting additional narrative as to
Budget, facility, or event.
The quotes for work to continue marketing, hosting updating, and maintaining our
wwww.visitieffersoncountywa.com website were, inclusive of social costs, $10, 680.
Our request from the County was to cover a portion of this expense for the 2023 year.
As our communities continue to restructure their events and marketing plans, we anticipate 2024 to be a more
engaged year that we can plan. 2023 will be a year of Chamber expense to assist our community partners who
were not able to request our participation early enough to be included in this application.
Thank you for the opportunity to continue serving the needs of our community partners.
2409 Jefferson St, Port Townsend 98368 360.385.7869 www.jeffcountychamber.org
Lliefferson County Chamber of Commerce Board of Directors 2022
Name Industry Business Email
EXEC 800 1.5.22
Richard Tucker Non-profit Jefferson Land Trust rtucker@saveland.org
Candice Cotterill Banking 1st security 1st Security
Cammv Brown Legal Business Services Peninsula Legal Secretarial Services cebrow@cablespeed.com
GIOf
KC Upshaw
Human Resources
Kinship HR kcekinshiphr.com
Cindy Brooks
Economic Development
EDC Team Jefferson director@edcteamjefferson.org
Aishrin Palmer
Food/Beverage, Nonprofit
old Alcohol Plant, Bayside Housing aislinnbpalmer@ mail.com
Office Expenses
C.M. Software Fees
4.326.12
Computer Equipment
1,415.33
Computer Repair
310.93
Janitor Supplies
151.21
Office Supplies
2,564,96
Software License
99.00
Staff consumables
228.63
Total Office Expenses
$
9,096.18
Payroll
Health Care
7,391.50
Human Resources
1,334.06
Overhead
3,060,88
Payroll Taxes
7.674,74
Salaries & Wages
Chamber
71,330,72
VIC
14,830,00
Total Salaries & Wages
$
86,160.72
Total Payroll
$
105,621.90
Postage
1,00827
Professional Fees
Bookkeeping
10,003.75
Consultant
750.00
Total Professional Fees
$
10,753.75
Training & Seminars
3500
Travel & Mileage
41,42
Total Operation Expenses
$
182,752.76
Payroll Expenses
Company Contributions
Health Insurance
5,015,38
Total Company Contributions
$
5,015.38
Taxes
3,78900
Wages
44,849.51
Total Payroll Expenses
$
53,653.89
Unapplied Cash Bill Payment Expense
0,00
Total Expenditures
$
242,995.80
Net Operating Revenue
$
55,096.23
Other Revenue
Interest
6,46
Total Other Revenue
$
6.46
Net Other Revenue
$
6.46
Net Revenue
-$
55,089.77
Saturday, Oct 15. 2022 10:01:09 AM GMT-7 - Cash Basis
POS
Excise Taxes
516 17
Seattle Spotlight
160.00
Total POS
$
676.17
Total Grant Expense
$
6,589.15
Operation Expenses
Advertising
Advertising
28675
Branding & Marketing
Marketing
850.27
Bus. Ins.IJC
2,840.00
Total Marketing
$
3,690.27
Total Branding & Marketing
$
3,690.27
City LTAC
6,73008
County LTAC
661 26
Social Media Management
52.54
Total Advertising
$
11,420.90
Bank Service & Credit Card Fees
2,021,76
Dues, Subscriptions, Seminars
2,136.06
Events
EV Expo
221.85
Leadership Awards
Other Fees
8,803,25
Supplies
861.01
Total Leadership Awards
$
9,664.26
School Welcome
325.55
Tickets -Other Events
31.50
Trade Show Booth
24.11
WDB Events
93.15
Women -Maritime
29.39
Wooden Boat
43.64
Total Events
$
10,433.45
Insurance
Insurance - D&O
954.60
Insurance - Liability
1,738 93
Total Insurance
$
2,693.53
Internet & Website Services
Web Hosting
390.98
Total Internet & Website Services
$
390.98
Occupancy
Electricity
1,93235
Garbage Service
85323
Janitorial
1,969 50
Rent
15, 804.00
Repairs and Maintenance
53.40
Taxes & Insur.
1,533.33
Telephone/Internet
4,100.61
Water & Sewer
853.14
Total Occupancy
$
27,099.56
O[4VIW /V VISIT v EXPLORE -� PLAN YOUR STAY v ROAD TRIPPING ti
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www.visitjeffersoncountywa.org
Port Hadlock-Irondale, Chimacum, Center Valley, Beaver
Valley & Oak Bay
Open fields of green gr:;.>, rpllmg valleys and rich farmland form the
foundation of this flourishing agricultural and agrltourism area. Branching off
of as pastoral charms is a burgeoning commercial sector of restaurants, pub:,
wineries and equine businesses. Check out the Chimavum Fatrner5 Market
and Fairinver Farm & Cidery to feel and taste the IOC61 flavor„
Marrowstone Island
This fnendly Island community harkens back to a time of old school charm
and tranquility located t$ miles from Port Townsend Marrowstone island
has gorgeous beaches, small shops and local hotspot Nordland General Store.
The Island won the geographic tottery with views of the Cascade Mountains,
5allsh Sea and the marine shipping lane from Marrowstone's eastern short.
The Island also boasts popular camping destinations at Mystery Bay Stare
Parl, and FDrt Flaglrr State Park. Before you leave, done forget to stop at
Marrowstone Vineyards to taste the localr award winning vintage.
Quilcene & Brinnon
H-i l;-: ;; --,s thr E;vei a o : �,wn; 1 the Hood Canal', Qu,lcene & Brinnon rae+e
once thriving lumber camps. Perfect for day trips, these quaint towns have
great scenic views, fresh seafood and picturesque sunsets.
the Quilcene Historical Museum and its Victorian Worthington Maf'swm are
perfect for photo ups, as are the rhododendrons at Whitney Gardens ?�
Nursery in Brinnon
Visit Jefferson County, WA!
Watch on QWWTuhe
Come relax on the Olympic Peninsula
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