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Home My WebLink About2023 North Hood Canal Chamber of CommerceRECEIVED OCT 12 2022 JEFFERSON COUNTY COMMISSIONERS 2023 Proposal Checklist for Tourism Promotion Activities Organization Name North Hood Canal Chamber of Commerce Event Name, if different Proposed Contract Amount: $ 66,802.42 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: X Signed and Dated Proposal Summary Sheet X Section 1 - Itemized list of proposed services and estimated costs. X Section 2 - Proposal Questions. X Section 3 - Proposed 2023 promotion, facility, event or activity budget. X Section 3 — 2022 budget and year-to-date income and expense statement(s). X 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: Octor)er 15 2022 at 4 � j pm (received, not postmarked) o�-jrihouse is closet! 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: afmcknight0co.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 North Hood Canal Chamber of Commerce Organization Address PO Box 774, 295142 Highway 101, Quilcene, WA Contact Name Stacey Nimmo Contact Address Po Box 774, Quilcene, WA 98376 Day Phone 360-765-4999 Evening or Cell Phone 850-217-8321 E-Mail Address emeraidtowns@gmail.com Facility/Event (if applicable) Not applicable Total Lodging Tax Request $: 66,802,42 Estimated 2023 org. operating budget (Intl. Lodging Tax funds) S: 66,802.42 If asking for funds for a specific is 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 Dollar Amount $ $ $ $ $ $ Did your organization receive Lodging Tax Funds from the County in 2022? X es no I understand that if my orgenizakw'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: Print Name and Title: Debbie Williams Vice President 1. Itemized List of Proposed Tourism Promotion Services Organization (or Event) Name: North Hood Canal Chamberof Commerce 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). Payroll for Visitor Center staff, including holiday bonuses, sick pay, payroll taxes and a 25% payroll reserve: $60,932.41. Recruiting and retaining staff who know about and promote our area is crucial for our operation. Because all our staff must be approved by the Forest Service and are required to perform to the same levels as federal employees in the USFS Ranger Station, we attempt to pay at similar levels. All our employees are part time, we offer no other benefits except for a 2.5% Holiday Bonus and State mandated Sick Pay. All wages under this contract go to front-line staff who work directly with the traveling public. Consistent with our previous practice, any unspent LTAC Funds will be returned to the County after year end. We provide front desk coverage of 2 paid receptionists at the Quilcene Visitor Center located in the Quilcene Ranger Station on weekends and holidays throughout the year. We have also budgeted a few hours a month for staff to work on the social media pages and the event page from home. This will help ensure that local events are posted without delay. We staff the Brinnon Visitor Center in the Brinnon Community Center with 1 paid receptionist on weekends and holidays throughout the year. Telephone, internet and postage: $2,075.01 For assisting people who are not here in person by phone and e-mail, sending off lodging and event information, and working on our website and social media account, all of which promote our area. Insurance: $2,000 Office expenses and supplies: $300 Accounting Fees: $1500 For fees associated with payroll through Quickbooks. We budgeted $5 for interest earned on our account. 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. North Hood Canal Chamber of Commerce Emerald Towns of Quilcene and Brinnon 2. Proposal Questions Please confine your answers to no more than one page for each question. 1. Tell us about your 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 operate two Visitor Centers, one within the US Forest Service Ranger Station in Quilcene and the other in the Brinnon Community Center. Chamber staff provides Visitor Information to the traveling public at our two locations. We maintain tourism related rack cards and promotional material at both centers as well. The Chamber maintains a website featuring a collection of local events, lodging and other information helpful to the traveling public. We also have a Facebook page and a Twitter account where visitor information is posted on a regular basis. In a "typical" year, we would see over 30,000 visitors, providing us ample opportunity to promote our area to the traveling public. Our staff all live in the area and are familiar with local tourist activities, food, and lodging. Most of our staff have been with us for several years and are quite experienced with helping visitors plan their trips. People often comment on the helpfulness and friendliness of our staff, qualities we believe encourage people to stay in the area or to return and make this area a base for their future travels to the peninsula. 2. If this is a continuing promotion, facility or event, how is it different than in the past? In the past we've provided coverage on weekdays in cooperation with the Forest Service. In 2022 this did not happen as the Forest Service didn't open their office until late June and when they did the hours were very limited. In 2022, the Chamber only staffed weekends and holidays. However, in 2023 we hope to work things out with Forest Leadership to keep the office open to the public 7 days a week. 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: Not applicable b) The timeline for the tourism promotion activity you are proposing (e.g. May through July, 2023) January through December 2023 LTAC 2023 Enclosure, Page 1 of 3 North Hood�Canal Chamber of Commerce Emerald Towns of Quilcene and Brinnon c) Target Audience Everyone who travels through, visits or would like to visit our area. d) Promotion methods you intend to use to reach the target audience. We personally assist anyone who walks into our Visitors Centers, calls us or a -mails us and help them discover all our local area has to offer. We also promote local events and lodging through our website and on our social media pages. e) Describe how you will promote overnight stays at Jefferson County lodging establishments. We get a lot of requests in person to help visitors plan their trips. Many requests also come by phone and e-mail from potential visitors asking for help to plan their trips to western Washington. Our staff is very knowledgeable about our area and has experience in helping people discover why they should include our area in their itinerary. We believe that by being a part of the planning process, we can give them reasons to stay in Jefferson county to experience all there is to offer. We also provide local lodging options and suggestions tailored to their preferences. f) If you intend to collaborate with another agency or non-profit to provide these services, please state the name of the organization and describe the nature of the collaboration: Not applicable 4. How will you measure the effectiveness of your promotion, facility, event or activity? 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 benefit from tourists generated by use of Lodging Tax proceeds for tourism promotion.) We get feedback from visitors who come back to the Visitor Center and maintain sign in sheets at both Visitor Centers which include questions about lodging stays. S. 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): We are estimating around 6,645 for 2022 as the Quilcene office was closed until late June. The Forest Service reopened the office with limited hours and then closed during the week again due to lack of staff. There was also a short time when our Brinnon office was closed due to lack of staff. LTAC 2023 Enclosure, Page 2 of 3 No�Canal Chamber of Commerce Emerald Towns of Quilcene and Brinnon b.) Estimated number of tourists who will attend your event/facility this year (2023): We are expecting the Quilcene office to remain open next year and are hoping to get our numbers back into the 30,000 range. 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). Sending visitors to Jefferson County restaurants, facilities, amenities, events and businesses is what our staff does. In a more typical year, we would log over 2,600 paid lodging nights from our sign in sheets. 6. Describe your organization's area of expertise. Do you provide a unique service? Our area of expertise is being experts on our area. By maintaining a knowledgeable and friendly staff, we are able to guide visitors to our area. Our locations allow us access to a range of visitors, some of whom may not have intended to stay in Jefferson county. We are able to give them reasons to do so. LTAC 2023 Enclosure, Page 3 of 3 4:43 PM North Hood Canal Chamber of Commerce 10/11/22 Budget Overview Accrual Basis January through December 2023 200 Lodging Tax Funds TOTAL Ordinary Income/Expense Income 5 • Earned Income (Revenue) 5040 • Local government contracts 5042 • LTAX Visitor Center Grant Total 5040 • Local government contracts 5310 • Interest on checking/savings Total 5 • Earned Income (Revenue) Total Income Gross Profit Expense 7 • Program Services 7200 • Salaries & related expenses 7220 • Salaries & wages 7221 • Payroll 7225 • Holiday Bonuses 7226 • Sick Pay 7227 • Payroll Reserve Total 7220 • Salaries & wages 7250 • Payroll taxes Total 7200 • Salaries & related expenses 7500 • Outside services 7520 • Accounting fees Total 7600 • Outside services Total 7 • Program Services 8 • Adminstrative Expense 8100 • Nonpersonnel expenses 8104 • Office expenses 8106 • Information technology 8110 • Supplies 8130 • Telephone, Telecom & Internet 8140 • Postage, shipping, delivery Total 8100 • Nonpersonnel expenses 8500 • Other expenses 8520 • Insurance Total 8500 • Other expenses Total 8 • Adminstrative Expense Total Expense Net Ordinary Income Net Income Jan - Dec 23 66,802.42 66,802.42 5.00 66,807.42 66,807.42 66,807.42 50,777.00 1,269.43 1,269.43 1,523.31 54,839.17 60,932.41 1,500.00 62,432.41 100.00 100.00 100.00 2,000.00 75.01 2,375.01 2,000.00 4,375.01 66,807.42 0.00 Jan - Dec 23 66,802.42 66,802.42 5.00 66,807.42 66,807.42 66,807.42 50,777.00 1,269.43 1,269.43 1,523.31 54,839.17 60,932.41 1,500.00 1,500.00 62,432.41 100.00 100.00 100.00 2,000.00 75.01 2,375.01 2,000.00 2,000.00 4,375.01 66,807.42 0.00 0.00 0.00 Page 1 Unaudited Management Report 4:58 PM North Hood Canal Chamber of Commerce 10/11/22 Income & Expense (YTD Actual vs. Annual Budget) Accrual Basis January through August 2022 Ordinary Income/Expense Income 6 • Earned Income (Revenue) 6040 • Local government contracts 5042 • LTAX Visitor Center Grant Total 5040 • Local government contracts 5210 • Dues, Member 6211 • Dues, Membership 5222 • Dues, Cancellations Total 6210 • Dues, Member 5310 • Interest on checking/savings 5440 • Gross sales - inventory 6"1 • Sales Federal Govt Items 6448 - Inventory Purchases Total 5440 • Gross sales - inventory Total 5 • Earned Income (Revenue) Total Income Gross Profit Expense 7 • Program Services 7200 • Salaries & related expenses 7220 • Salaries & wages 7221 • Payroll 7225 • Holiday Bonuses 7226 • Sick Pay 7227 • Payroll Reserve Total 7220 • Salaries & wages 7250 • Payroll taxes Total 7200 • Salaries & related expenses 7500 • Outside services 7520 • Accounting fees Total 7500 •Outside services Total 7 • Program Services 8 • Adminstrative Expense 8100 • Nonpersonnel expenses 8104 • Office expenses 8106 • Information technology 8110 • Supplies 8130 • Telephone, Telecom & Internet 8140 • Postage, shipping, delivery Total 8100 • Nonpersonnel expenses 8200 • Facility & equipment expenses 8210 • Rent, parking, other occupancy 8260 • Equip rental & maintenance Total 8200 • Facility & equipment expenses 8300 • Travel & meetings expenses 8310 • Travel Total 8300 • Travel & meetings expenses 8600.Other expenses 8520 • Insurance 8570 • Advertising and promotion 8579 • Advertising, Other Total 8670 • Advertising and promotion Total 8600 • Other expenses 100 Chamber Funds Jan -Aug 22 Budget 2,295.91 -250.00 l.u/ 34.01 2,080.99 2,080.99 2,080.99 25.00 185.78 210.78 176.95 176.95 200 Lodging Tax Funds Jan - Aug 22 Budget 58,857.00 58,857.00 58,857.00 58,857.00 0.92 5.011 58,857.92 58,862.01 58,857.92 58,862.01 58,857.92 58,862.01 18,886.96 44,135.00 1,103.38 1,685.77 1,103.38 1,324.05 20,572.73 47,665.81 2,739.64 5,296.20 23,312.37 52,962.01 819.93 1,500.001 100.00 100.00 5440 inn nn 50.00 50.00 1,932.05 2,000.00 200.00 200.00 2,132.05 2.000.00 TOTAL Jan - Aug 22 Budget 58,857.00 58,857.00 1.99 0.1.11 34.01 60,938.91 58,862.01 bU,93ti.91 ba'abz.ul 18,886.96 44,135.00 1.103.38 20,572.73 47,665.81 2,739.64 5,296.20 23,312.37 52,962.01 819.93 1,500.00 Z4,1Jz.3U 04,4bZ.U1 100.00 100.00 54 4n inn nn 25.00 688.29 713.29 2,109.00 2,000.00 200.00 Page 1 Unaudited Management Report 4:68 PM North Hood Canal Chamber of Commerce 10/11/22 Income & Expense (YTD Actual vs. Annual Budget) Accrual Basis January through August 2022 100 Chamber Funds Jan - Aug 22 Budget 8600 • Business expenses 8650 Taxes & licenses - other 10.00 8660 • Fines, penalties, judgments 180.00 Total 8600 • Business expenses 190.00 Total 8 • Adminstrative Expense 577.73 Total Expense 577.73 Net Ordinary Income 1,503.26 Net Income 1,503.26 TOTAL Jan -Aug 22 Budget -6.43 180.00 173.57 4,373.82 4,400.00 28,506.12 58,862.01 32,432.79 32,432.79 Page 2 Unaudited Management Report North Hood Canal Chamber of Commerce Emerald Towns of Quilcene and Brinnon Board of Directors and Elected Officers 11 Oct 2022 1 2 3 4 5 Director Vacant Phone Address email Term Expires Debbie Williams Phone 360.796.4809 Address PO Box 475 Brinnon WA 98320 email gearheaddelilevahoo.com Term Expires 2022 Frank Redmon Phone 360.765.3363 Address PO Box 40 Quilcene WA 98376 email fredmongasd48.org Term Expires 2022 Brian Cullin Phone 360.765.0841 Address 495 Cascara Drive Quilcene, WA 98376 email bocullinOicloud.com Term Expires 2024 Greg Brotherton Phone 360.379.6898 Address PO Box 580 Quilcene, WA 98376 email gregorv.brothertonftmail,com Term Expires 2024 Officer Vice President Director Director Director PO Box 774 Quilcene, WA 98376-0774 360.765.4999 Visitor Center www.emeraidtowns.com