HomeMy WebLinkAboutJefferson County Parks and Recreation $50,000 (no ins) - 120522AGREEMENT FOR 2023 HOTEL -MOTEL FUNDING FOR TOURISM SERVICES
JEFFERSON COUNTY PARKS AND RECREATION DIVISION
This Agreement is by and between JEFFERSON COUNTY (hereinafter known as
"COUNTY" and JEFFERSON COUNTY PUBLIC WORKS PARKS AND RECREATION
DIVISION (hereinafter known as "JCPR").
WHEREAS, JCPR is a Government Agency of the State of Washington; and
WHEREAS, the COUNTY desires to promote tourism in unincorporated Jefferson County,
as authorized by Chapter 67.28 RCW and Jefferson County Code Chapter 3.25; and
WHEREAS, the Jefferson County Lodging Tax Advisory Committee reviewed and
recommended funding the lodging tax proposal by Jefferson County Parks and Recreation to
implement
70
a strategy for the unincorporated area of Jefferson County to promote tourism activities
and maintain the operation of certain County facilities;
IN CONSIDERATION of the mutual covenants and agreements herein it is agreed by the
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parties as follows:
SECTION 1: SERVICES TOBE PERFORMED
JCPR shall use its capabilities and utilize the funding provided under this agreement to continue and
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update the ongoing performance of the following tourism promotion services and operation of
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certain County facilities, as outlined below:
1. JCPR shall use its capabilities and utilize up to $50,000 of funding provided under this
agreement to promote and continue the operation of Lake Leland Campground, Upper and
Lower Oak Bay Campground and Quilcene Campground, restricted to any of the eligible items
in the itemized list of proposed tourism promotion services, a copy of which is incorporated
herein as Exhibit A.
SECTION 2: RESPONSIBILITIES OF JEFFERSON COUNTY PARKS AND
RECREATION:
On or before January 31; April 30; July 31; October 31, 2023; and January 31, 2024,
provide to the COUNTY:
• A quarterly report of the use, services, programs and activities of JCPR 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 2020.
2. On or before January 31, 2023 OR upon execution of this agreement, whichever is later,
provide to the COUNTY:
• A billing statement requesting payment of Hotel -Motel Funding for the current year.
Page 1 of 10 Jefferson County Parks & Recreation
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, 2024.
5. By February 2811 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 JCPR.
b. The amount of lodging tax revenue allocated for expenditure (whether actually
expended or not) by JCPR 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 transfer funding to JCPR 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 $50,000 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. All activities performed pursuant to this Agreement within its term and prior to
its execution are hereby ratified.
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.
Page 2 of 10 Jefferson County Parks & Recreation
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. JCPR 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, JCPR 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 S: COMPLIANCE WITH LAWS
JCPR 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 9: DISCRIMINATION PROHIBITED
JCPR 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 10: INTEGRATED AGREEMENT
This agreement together with attachments or addenda represents the entire and integrated
agreement between the County and JCPR 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 JCPR.
APPROVED and signed this cJ day of N=f'` e`" 2022
JEF RSON COUNTY
Attest: BO OF COMMISSIONERS
� c awViEisedlr,� CaroI34Gallaway, CMC� H air
Clerk of the Board
Approved as to Form: JEFFERSON CO &
RECREATIO IVISION
u November 22, 2022
Philip C. Hunsucker, Monte Reinde
Chief Civil Deputy Prosecutor Public Works Director/County Engineer
Page 3 of 10 Jefferson County Parks & Recreation
EXHIBIT A
Itemized List of Proposed Tourism Promotion Services
FUNDED 2016-2022
Malrdenance, operations, & Promotion of County Carnpgroun&
Total Grant Request $57,233
Section 3 Attachment
Iternized List of 2023 Proposed Services Expense Budget
Services Provided
L*ke LetAn4 otilltefte.
Campground Campground
Upper& Lower!
IOak 63Y
Campgrounds
5 9,920
Total
29,760
Staff maintenance: 2 hours/day, 5
clays/week 8 ma/year
5 9,920
9,920
Truck
$
843
$
843
W
2,528
utlklies
S
2,225
$
2,225
$ 21225
$
61615
Egulwoeht & supoits
24091
5
2,091
$ 2R91
6,274
Tree serve
I.M
1,030
5 1,030
3A90
Customer sefvke 8am to Sprn
$
1,391
1,391
$ 1,391
$
4,174
WeWte WWWx0uAtYWx*M
$
1,073
1,073
$ 1,073
$
3,218
heel; card
$
505
S
505
$ 505
1,516
Total
$
19,079
$
19,0781$
19,M
57,233
TAC Funds
2023 Proposed Revenue Sudg t
Leland V Oak Say Total
19,078 19,078 57,233
Page 4 of 10 Jefferson County Parks & Recreation
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 Repar°ring Form
Cirganizatiom recen- g fimdiag to promote fe.-tae aL. special e,.vnts and tutuisma-related actnzties through tourtsmrrelated factiities
aimed or sponsored by nom-lxvfit osganrzanom or the local3um-Aliction are regmred to complete thus form for E kC'H actnity.
t oromwatim l ame: F-Apar=g Year:
2 SP—at Ihpe (Clack-- Oae): 501(C;a3) 0 501(cX6) 01 Local Jutti*cr t Ot-w EVWt :
3 Act vvName
4 ActrM hpe (Check One;: i F emFestisal" Faahry- Maskeuar'
5 AcuM-'Aw Date':
6 A=ty End Date*
Total Cast dAczi%vr S
"s Amaucr F.>?gaesaed: §
� Amount Aar: i
10 CKWali Artmdsnce'
a) Pvo,&:teda
b) Acrml-
c) 1r§ebodology ((C acl One;
0--uxt Co=-
g
}LStJl ct com
ptvnezaaira, JTrnw.
(�x")lafuara SSur 'n-
Saa:.•nme3 Eszimace'
4 � (oY''�Maj.
11 N=bei of ven doe: WlU Trsyeied 540 Bales cr More
a)
b) Acm&I
C) Medwso or (Cha-I Care;
act cat=-
kdaw Cep''
t F4me,name 511 ,W-
it al Surv-ET4
+wa-,wed Emmacea
C) Other t esgia m):
12 Number of Ana UU T:7-va_ieat ?cm 3.robar Site os _curs.'
a) Ptt;t-eia
b) Actual'
c) lsieftdaaagv(.Cha-I Orel � � Buz t �:V=a
wirect CQ=,• Gi4 rawmave sunW4
i� kiicIMLA SMN%.?^a ,iS''liai'.'1iLT.4� E:IIiGataa
*See Lodging Tax Yearly Reporting DefiaititrnAus.tructions
Nam.: ocL i", — is n,1.n ?ZNI
Phone = E-;1^':nil AsL�aess
RETU&N THIS FOKX TO -
Jefferson Uunty stair oil- Office
1820 Jef' UMM Sheet
P.O. Box 1220
Fort Toamm end. WA 9836S
xeffaoeci4i co }effietsoa.aa.us
13 :lamb$ of Arsnn deer 141.o Stayed Ommght m L6aaa:d Accaamadamwl
a) Projected'
b) Acraai'
C) ,(rMed"lo g (Cled One): Direct �amta
l s Endirect cow— itepr�aaiaariSe SuCa�R
anf.zal S.w- Snvctared FitiC .'
,iote, (esplainj:
14Number ofArecdeeiRT�, 3faTic�:Pv:—LftmP-aaA,c,m=mi.r.,3m'
a) Project'
b) AttWI*
c) Med odo oge• (Check 0u): DUect auur'
Ind]raCi Cerra )REpmecaarae Smv,v'a
Infaan:al Survey* Suiirroed E'samwe
1.otff (esplam):
15 -,umber of Paid Lodgmg Mtkrs'-
a) Prejected•
b) Artua;a
c) Medw o:op- (Check One): 1 Direct arcmc"
Indirect Cmw \„%y Reprasemam-e Sin -a -'a
�� Ira.FA€>231 SIM�eV"' �/ Siruxtttr^�i Ei»�a
otker ;Aria):
DE.DLINE� February 'Sth of Each Reporting Year
Page 5 of 10 Jefferson County Parks & Recreation
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 6 of 10 Jefferson County Parks & Recreation
EXHIBIT C 1 st QUARTER
Organization:
Contact person:
Mailing Address:
Phone Number/Email:
1. LTAC Funds received from the County 151 QTR:
Due by April 30th to afmcknight0co.jefferson.wa.u5
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 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 7 of 10 Jefferson County Parks & Recreation
EXHIBIT C 2nd QUARTER
Organization:
Contact person:
Mailing Address:
Phone Number/Email:
I. LTAC Funds received from the County 15t QTR:
Due by July 315Y to afmcknight co jefferson wa us
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,):
2. LTAC funds balance remaining 151 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 8 of 10 Jefferson County Parks & Recreation
EXHIBIT C 3r1 QUARTER
Organization:
Contact person:
Mailing Address:
Phone Number/Email:
1. LTAC Funds received from the County 15Y QTR:
Due by October 31s' to afmcknight co jefferson wa us
LTAC funds spent by your organization 1s' 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 9 of 10 Jefferson County Parks & Recreation
EXHIBIT C 41h QUARTER
Organization:
Contact person:
Mailing Address:
Phone Number/Email:
1. LTAC Funds received from the County 1st QTR:
Due by January 31st to afmcknighWco.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 111 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 10 Jefferson County Parks & Recreation
Consent Agenda
Commissioners Office
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
FROM: Adiel McKnight, Executive Assistant
DATE: December 6,, 2022
SUBJECT: AGREEMENT re: 2023 Hotel Motel (Lodging Tax) Grant Funding; In the
Amount of $50,000; Jefferson County Parks and Recreation
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:
Jefferson County Parks and Recreation $50,000
RECOMMENDATION:
Approve and sign the agreement.
REVIEWED BY:
4°
Mark McC luey, County Administrator Dat :
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: Jefferson County Parks & Recreation Contract No: LTAC JCP&R
Contract For: Lodging Tax Term: January through December 2023
COUNTY DEPARTMENT: County Admininstrator
Contact Person: Adiel McKnight
Contact Phone: 360-385-9102
Contact email: afmcknight@co.jefferson.wa.us
AMOUNT: $50,000 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 12559700/597174 Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES CQ/,,:� LIA E W CC 3. 1)80 AND CHAPTER 42.23 RCW.
CERTIFIED: N/A: t� �� • �.� r
Stgnature (77
Date
STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT BEEN DEBARRED BY Vy FEDERAL, STATE, OR LOCAL
AGENCY.
CERTIFIED: a N/A:
o
Signature
STEP 3: RISK MANAGEMENT REVIEW (will be added electr�onjtally through Laserfiche):
Electronically approved by Risk Management on 11/23/2022.
STEP 4: PROSECUTING ATTORNEY REVIEW (will be added electronically through Laserriche):
Electronically approved as to form by PAO on 11/22/2022.
County internal agreement.
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