HomeMy WebLinkAboutQuilcene Fair and Parade Association re: 2023 LTAC Funding - 121922 ( ins for event x-0922 )AGREEMENT FOR 2023 HOTEL -MOTEL FUNDING FOR TOURISM SERVICES
QUILCENE FAIR & PARADE ASSOCIATION
This Agreement is by and between JEFFERSON COUNTY (hereinafter known as
"COUNTY" and the QUILCENE FAIR & PARADE ASSOCIATION (hereinafter known as
"QUILCENE FAIR").
WHEREAS, the QUILCENE FAIR is a non-profit corporation 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
WHEREAS, the Jefferson County Lodging Tax Advisory Committee reviewed and
recommended funding the lodging tax proposal by the Quilcene Fair and Parade Association 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
The QUILCENE FAIR 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. QUILCENE FAIR shall use its capabilities and utilize up to $25,000 of funding provided under
this agreement to promote the Quilcene Fair and Parade, 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, as may be reduced on a prorated basis to match the actual funding amount.
SECTION 2: RESPONSIBILITIES OF THE QUILCENE FAIR•
1. On or before January 31; April 30; July 31; October 31, 2023; and January 31, 2024,
provide to the COUNTY: see Exhibit C, attached hereto and incorporated;
• A quarterly report of the use, services, programs and activities of the QUILCENE FAIR
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 2023.
2. On or before January 31, 2023, provide to the COUNTY:
• A billing statement 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 13
Quilcene Fair & Parade
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 281h 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 QUILCENE FAIR.
b. The amount of lodging tax revenue allocated for expenditure (whether actually
expended or not) by the QUILCENE FAIR 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
The COUNTY will provide the QUILCENE FAIR 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 $25,00 for 2023. 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, 2023 and ending on
December 31, 2023, except for the reports referenced in Section 2, due January 31, 2024 and
February 28, 2024.
SECTION 5: ASSIGNMENT
Either party to the agreement shall not assign this Agreement, except by signed amendment.
SECTION 6: MODIFICATION
This Agreement may be modified by mutual written agreement executed by both parties.
SECTION 7: TERMINATION
The Agreement may be terminated, in whole or in part, by the County upon thirty (30) days written
notice in the event expected or actual revenue from the Hotel -Motel Tax is reduced or limited in
any way, or for non-performance of duties under this Agreement, or for any reason. The
QUILCENE FAIR 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
Page: 2 of 13 Quilcene Fair & Parade
services rendered prior to the effective date of termination. If termination covers a period for which
payment has already been made, QUILCENE FAIR 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
QUILCENE FAIR shall indemnify and hold the COUNTY, and its officers, employees, agents
and volunteers (and their marital communities) 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 QUILCENE FAIR's
negligence or breach of an of its obligations under this Agreement; provided that nothing herein
shall require QUILCENE FAIR 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, agents and volunteers (and their marital communities), and; provided further
that if the claims or suits are caused by or result from the concurrent negligence of. (a) QUILCENE
FAIR's agents or employees; and, (b) the COUNTY, its officers, employees agents and volunteers
(and their marital communities), 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 QUILCENE FAIR's negligence, or the
negligence of QUILCENE FAIR's agents or employees.
QUILCENE FAIR specifically assumes potential liability for actions brought against the
COUNTY by QUILCENE FAIR's employees, including all other persons engaged in the
performance of any work or service required of QUILCENE FAIR under this Agreement and,
solely for the purpose of this indemnification and defense, QUILCENE FAIR specifically waives
any immunity under the state industrial insurance law, Title 51 RCW. QUILCENE FAIR recognize
that this waiver was specifically entered into pursuant to provisions of RCW 4.24.115 and was
subject of mutual negotiation.
SECTION 9: INSURANCE
QUILCENE FAIR shall obtain and keep in force during the term of the Agreement, or as otherwise
required, the following insurance:
A. Commercial General Liability Insurance. QUILCENE FAIR shall maintain commercial
general liability coverage on a form acceptable to Jefferson County Risk Management for
bodily injury, personal injury, and property damage, with a limits of not less than in the amount
of at least $1 million per occurrence, for bodily injury, including death, and property damage.
B. Worker's Compensation (Industrial Insurance). QUILCENE FAIR shall maintain workers'
compensation insurance at its own expense, as required by Title 51 RCW, for the term of this
Agreement and shall provide evidence of coverage to Jefferson County Risk Management,
upon request.
Page: 3 of 13 Quilcene Fair & Parade
SECTION 10: INDEPENDENT CONTRACTOR
The QUILCENE FAIR and the COUNTY agree that the QUILCENE FAIR 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 QUILCENE FAIR nor any employee of the QUILCENE FAIR 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 QUILCENE FAIR, or any
employee, representative, agent or contractor of the QUILCENE FAIR. The QUILCENE FAIR
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 QUILCENE FAIR 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 QUILCENE FAIR 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 QUILCENE FAIR 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 QUILCENE FAIR.
SIGNATURES ON THE FOLLOWING PAGE
Page: 4 of 13 Quilcene Fair & Parade
/c
APPROVED and signed this I day ofy"`� , 2022.
JEFFERSON COUNTY
Attest: BO OF COMMISSIONERS
Carolyn Gallaway, CMC Heidi isenhour, Chair
Clerk of the Board
Approved as to Form: Q L ,ENE FAIR & PARADE ASSOCIATION
December 15, 2022
PhilipC. Hunsucker, ZY.,cd ic�al
Chief Civil Deputy Prosecutor
Page: 5 of 13 Quilcene Fair & Parade
EXHIBIT A
Itemized List of Proposed Tourism Promotion Services
1. Itemized List of Proposed Tourism Prom otionSery ices
Organization (or Event) Name: Qukene Fair & Parade Association
In the Wowing space or on a separate sheet of paper, please specify each proposed tourism
promotion, facift, event or wtMty, kxWing quantities and costs (see exampdes at bottom of page).
Tourism Promotion from Jan 2023 - Sept 2023 = $11.000
• Print Advertising a $5.000
Kitsap, Mason, Clallarn & Jefferson County Publications
Regional/National Car Publications, Ads & Calendar listing
• Social Media Advertising = $2,000
1 Facebook, Statewide plus suggested targets
• Physical & Direct Advertising = $4.000
Banners / Posters I Signs in Jefferson, Kftsap. Mason & Clallam Counties
Postcards and Letters to
• Sponsors
• Raffle Sponsors
• Target Audience for Car Show, Parade & Vendors
Enuftniment for Day of E"M a $3,000
• Bands / Live Music
• Performers for Kids & Car Show
• Demonstrations
Physical hems for day of Event - $4,000
• Restroorn & Handwashing Station Rental
Good Man Sanitationa $2.000
• Purchase Additional Tent Carxn*m & Garbage Cans = $1,000
• Purchase Parade Organization (numbers & signs, print maps) = $500
• Supplies (zip ties trash bags, pens tagsisigns, etc) ;; $500
Website Maintenance & Video Production = $2,000
a Both :orhrwnq partner -ship with The Production Alliance
Kids Games for Day of Event = $4.500
6 Tert Rental
J The Production AlMnoe = $1,500
* Prizes & New Games - $2,000
e Strait Up Foam Party (from Port Angeles) = $1.000
Page 6 of 13 Quilcene Fair & Parade
PwIlicipants & Support for Day of Event a $6,000
• Vendors, Car Show & Volunteer Day of Item s = $3000
o Gift bap. T-shirts, Food, Drinks Incentives and Support Staff
• Garden Club & Local Exhbb = $1 ODO
* Improved Signs and Prizes, Craft & Kids Giveaway
* Local print advertising inserts & posters for school and c*.bs
Add Prizes & more Trophies for the Car Show m $1750
9 RA% decor and signs & promotion = $250
Administrative Expenses to Support Event = $1,500
• insurance for Day of Event= $700
• Monthly Rental to Quilceine Community Center for k4eetir,ys = $Jt5u
• PO Box Annual Cost = 5200
Business Cards & Stationery = $250
Page 7 of 13 Quilcene Fair & Parade
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
Orgaarzaations receiving funding to promote Sestn•aL-. special elmt and tourism -related actnitiey through tourism -related facLmes
owned or sponsored by non-profit organmatrom or the local jurisdiction are required to complete this form for EACH acni-it}
1 Organiratrou Name: Repor=e Year:
' Spon;� Type :neck Oozy: 501,c"(3) it}14cj(6) 14ca Jurudicrim 0OtheriTvLatrj:
3 Acacm, Nam
Acu Type (Check Ore: ; : e nrrl :' Fz_z�:- • 1t e!Sne'
5 Acnity Start Date t
4 A trM End Date•-
7 fioW Cost ofAcricvy T
S Amount Rjac rested: 5
a Antoart uwled. 5
10 (h Atedance•
a} Ptolected•
b) Acnm•
c) Metaodoion i' F k
Ore ODuect Court-
Olnd recr Cam
OR.epresemam'e Sun,es.•
Oirfo=31sun-e'-
Stttunued r:M=Ce-
O0tbff ! r,;plaLn::
11 Number of Anmdees UTo Traveled ; l ltiizs or More•
A) Pro ---tied•
b) Acmia:•
c) athodoon(CtieckOne DuectCoum•
lnduecr Corm•
F.4neiernative Svney
kfom 1"sunk^
SnwcttuedEstimare-
Other i esplarnj:
12 Nmber of Artetdees G7to Traveled boor Another Sraie off,- ctzt-,-•
a) Pro. -led'
b) Acmai"
c) Drledyodoaagv (Ck>cic Oce ,�^� Direct Gaza•
kdaw Co= +� Represemurve Suzve,0
ainfonrtlSv VV* OSttucnuedEgunrre•
OOtbeT (evLun :
'See Lodging Tax Yeirly- Reporting Definition. In-tructioos
k time of lndrttd-,W'alto prgW-d Fsport:
Phone -. E-Y..all Addzeas
RETURN THIS FORM TO:
Jefferson County A.dministrahu's Office
1820 Jefferson street
P.O. Box 1220
Port Townsend. iVA 98368
3eff wocc;uco_jef6ersonma.us
13 tiumber of Ages %Imo Stayed Ovenigha m Lnpasd Accommodanous•
s; proje ted-
b) Actila •
c) Methodoogs (Chad One): Direct County
Oldaw Corm• OR,epres�tanip S!m •
Ifforrmal Stone-• O Sauc used Estimare'
O` beer exPkw:
14 Number of Attendees 30w Staved 04'eniah m Paid Acco�odanom
a; Projected• -
b) Actual-
c) Methodology (Check One): 0 DuWt cam -
0 itdtrecr Court* Rmxmzed
epresertaate Suney^
0� 'srfarn
/al Some• EsamaW
Dt er :--WUM).
LS `:umber of Rud twin_ `: ghrs•
a) projected•
b) Actaat'
L] Metado�ogY I Check Ono: 0 cuect
,r9!IItt•
t� 1daect Coot, OF,epreteetaate Stagy'
0 Ssuvey^ Osaucn.. Estimate•
'(ep1aw:
DEADLINE: Febru.ar y ;Sth of Each Reporting Year
Page 8 of 13 Quilcene Fair & Parade
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 9 of 13 Quilcene Fair & Parade
EXHIBIT C 1 St QUARTER
Organization:
Contact person:
Mailing Address:
Phone Number/Email:
1. LTAC Funds received from the County V QTR:
Due by April 30t" to afmcknight0co.iefferson.wa.us
2. LTAC funds spent by your organization Vt QTR (include 200 word limit regarding activities and funds spent with
supporting documentation ie: reports outlining LTAC funds,):
3. LTAC funds balance remaining 15t QTR:
4. Please attach your organization's report for all revenue, marketing, services, programs and activities of the prior
quarter.
This report and any attachments may be subject to disclosure as a public record under the Public Records Act, RCW
Chapter 42.56. A minimum of six years, you must maintain documented proof of payments made, contracts executed
and other expenditures authorized under your Agreement with Jefferson County. Upon reasonable notice, you must be
able to provide access to County or State representatives to audit those records.
Page 10 of 13 Quilcene Fair & Parade
EXHIBIT C 2nl QUARTER
Organization:
Contact person:
Mailing Address:
Phone Number/Email:
1. LTAC Funds received from the County V QTR:
Due by July 31s'to afmcknight0co jefferson.wa.us
1. LTAC funds spent by your organization 1" QTR (include 200 word limit regarding activities and funds spent with
supporting documentation ie: reports outlining LTAC funds,):
2. LTAC funds balance remaining 15' QTR:
3. Please attach your organization's report for all revenue, marketing, services, programs and activities of the
prior quarter.
This report and any attachments may be subject to disclosure as a public record under the Public Records Act, RCW
Chapter 42.56. A minimum of six years, you must maintain documented proof of payments made, contracts executed
and other expenditures authorized under your Agreement with Jefferson County. Upon reasonable notice, you must be
able to provide access to County or State representatives to audit those records.
Page 11 of 13 Quilcene Fair & Parade
EXHIBIT C 3rd QUARTER
Organization:
Contact person:
Mailing Address:
Phone Number/Email:
1. LTAC Funds received from the County 1" QTR:
Due by October 31s'to afmcknightPco.jefferson.wa.us
2. LTAC funds spent by your organization 1" QTR (include 200 word limit regarding activities and funds spent
with supporting documentation ie: reports outlining LTAC funds,):
3. LTAC funds balance remaining 15Y QTR:
4. Please attach your organization's report for all revenue, marketing, services, programs and activities of the
prior quarter.
This report and any attachments may be subject to disclosure as a public record under the Public Records Act, RCW
Chapter 42.56. A minimum of six years, you must maintain documented proof of payments made, contracts executed
and other expenditures authorized under your Agreement with Jefferson County. Upon reasonable notice, you must be
able to provide access to County or State representatives to audit those records.
Page 12 of 13 Quilcene Fair & Parade
EXHIBIT C 41h QUARTER
Organization:
Contact person:
Mailing Address:
Phone Number/Email:
1. LTAC Funds received from the County 1st QTR:
Due by January 31s' to afmcknight@co.jefferson.wa.us
LTAC funds spent by your organization 1st QTR (include 200 word limit regarding activities and funds spent with
supporting documentation ie: reports outlining LTAC funds,):
3. LTAC funds balance remaining 1st QTR:
4. Please attach your organization's report for all revenue, marketing, services, programs and activities of the prior
quarter.
This report and any attachments may be subject to disclosure as a public record under the Public Records Act, RCW
Chapter 42.56. A minimum of six years, you must maintain documented proof of payments made, contracts executed
and other expenditures authorized under your Agreement with Jefferson County. Upon reasonable notice, you must be
able to provide access to County or State representatives to audit those records.
Page 13 of 13 Quilcene Fair & Parade
NEW
NO FLAT CANCELLATIONS
=-- UUMMUN POLICY DECLARATIONS =====
Underwritten by: Scottsdale Insurance Company
Home Office:
One Nationwide Plaza - Columbus, Ohio 43215
Administrative Office:
18700 North Hayden Road - Scottsdale, Arizona 8o255
1-800-423-7675 - A Stock Company
IITEM 1. NAMED INSURED AND MAILING ADDRESS
QUILCENE FAIR & PARADE ASSOCIATION
PO BOX 761
QUILCENE WA 98376
AGENT NAME AND ADDRESS
COCHPAVE & COMPANY (SPOKANE, WA) 1405 S RUSTLE
ST SPOKANE WA 99224-2022
Policy Number
CPS7637711
Agent No.. 46006 — Program No.: CT
ITEM 2. POLICY PERIOD From; 09/17/2022 To:09/18/2022 Term: 1
1 12:01 A.M., Standard Time at the mailing address shown in ITEM 1.
Business Description: ANNUAL FAIR
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 Summary
Commercial General Liability Coverage Part
$
$578 MP
Commercial Property Coverage Part
$
NOT COVERED
Commercial Crime And Fidelity Coverage Part
$ ... ..................................
NOT COVERED
......... .. . .. . ................... ... ...
Commercial Inland Marine Coverage Part
$
NOT COVERED
Commercial Auto Coverage Part
$
NOT COVERED
Professional Liability Coverage Part
$
NOT COVERED
THIS CONTRACT IS REGISTERED AND DELIVERED Total Policy Premium
$
578.00
AS A SURPLUS LINE COVERAGE UNDER THE
INSURANCE CODE OF THE STATE OF WASHINGTON, TOTAL TAXES AND FEES
$
TITLE 48 RCW. IT IS NOT PROTECTED BY ANY
$
WASHINGTON STATE GUARANTY ASSOCIATON LAW.
............... ..............
. ................
Brian M Carney Policy Total
$
692.24
Form(s) and Endorsements) made a part of this policy at time of issue:
See Schedule of Forms and Endorsements
SPOKANE. WA (ZL/TF)
HOMER SMITH INSURANCE INC
08/17/2022
THIS COMMON POLICY DECLARATION AND THE SUPPLEMENTAL DECLARATION(S), TOGETHER WITH
THE COMMON POLICY CONDITIONS, COVERAGE PART(S), COVER/,,GE FORM(S) AND FORM(S)
AND ENDORSEMENT(S), IF ANY, COMPLETE THE ABOVE -NUMBERED POLICY.
OPS-D-1-01 17 (01-21)
11 A
t,('j Nationwide'
Consent Agenda
Commissioners Office
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
FROM: Adiel McKnight, Executive Assistant
DATE: December 19, 2022
SUBJECT: AGREEMENT re: 2023 Hotel Motel (Lodging Tax) Grant Funding; In the
Amount of $25,000; Quilcene Fair and Parade
STATEMENT OF ISSUE:
This agreement provides grant funding for 2023 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 October 28, 2022 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 21, 2022.
FISCAL IMPACT:
Quilcene Fair and Parade $25,000
RECOMMENDATION:
Approve and sign the agreement.
2-A;_
Date:
CONTRACT REVIEW FORM
(INSTRUCTIONS FIRE ON THE NEXT PAGE)
CONTRACT WITH: Quilcene Fair and Parade Association
Contract For: Lodging Tax
COUNTY DEPARTMENT: County Administrator
Contact Person: Adiel McKnight
Contact Phone: z102
Contact email: afmcknightQco.jefferson.wa.us
AMOUNT: $25,000
Revenue:
Expenditure:
Matching Funds Required:
Sources(s) of Matching Funds
Fund #
$25,000
125
Clear Form
Contract No: LTAC Quil Fair
Term: January through December 2023
THE
COUNTY (CONTRACTOR) HAS NOT EEN DEBARRED BY ANY FEDERAL, STATE, OR LOCAL
AGENCY. R
CERTIFIED: ® N/A:
1
"Sig-naturej Date
STEP 3: RISK MANAGEMENT REVIEW (will be added electronically through Laserfiche):
Electronically approved by Risk Management on 12/15/2022.
PROCESS: Exempt from Bid Process
Cooperative Purchase
Competitive Sealed Bid
Small Works Roster
Vendor List Bid
RFP or RFQ
Munis Org/Obj 12555730/411111 Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES C PL CE WITH C 3.55.080 AND CHAPTER 42.23 RCW.
CERTIFIED: N/A: r (�
Signature Date
STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH
STEP 4: PROSECUTING ATTORNEY REVIEW (will be added electronically through Lasertiche):
Electronically approved as to form by PAO on 12/15/2022.
Pre -approved language.
STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AIM)
PROSECUTING ATTORNEY(IF REQUIRED). Ltd
Z
STEP 6: CONTRACTOR SIGNS z
STEP 7: SUBMIT TO BOCC FOR APPROVAL
CBS
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SIY I NUS/
December 19, 2022
Quilcene Fair and Parade
Shona Wilkerson
P.O. Box 761
Quilcene, WA 98376
Dear Shona Wilkerson,
Board of County Commissioners
1820 Jefferson Street
PO Box 1220
Port Townsend, WA 98368
Kate Dean, District 1 Heidi Eisenhour, District 2 Greg Brotherton, District 3
Enclosed for signature are two (2) originals for AGREEMENT re: 2023 Hotel Motel (Lodging
Tax) Grant Funding; In the Amount of $25,000; Quilcene Fair and Parade Association
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.
Cordially,
Adiel McKnight
Executive Assistant
Phone (360) 385-9100 Fax (360) 385-9382 jeffbocc@co.jefferson.wa.us