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HomeMy WebLinkAboutGateway Visitor Center re: 2023 LTAC Fudning - 1219224 p 4-. a4l AGREE I FOR 2023 HOTEL -MOTEL FUNDING FOR TOURISM SERVICES JEFFERSON COUNTY HISTORICAL SOCIETY OLYMPIC PENINSULA GATEWAY VISITOR CENTER This Agreement is by and between JEFFERSON COUNTY (hereinafter known as "COUNTY" and the JEFFERSON COUNTY HISTORICAL SOCIETY OLYMPIC PENINSULA GATEWAY VISITOR CENTER (hereinafter known as "HISTORICAL SOCIETY"). WHEREAS, the HISTORICAL SOCIETY is a non-profit corporation of the State of Washington; and WHEREAS, the COUNTY desires to promote tourism by providing information to guests, supporting and staffing the Gateway Visitor Center in unincorporated Jefferson County, as well as promoting tourism through participation at workshops, conferences and regional organizations, as authorized by Chapter 67.28 RCW and Jefferson County Code Chapter 3.25; and WHEREAS, the COUNTY wishes to create and operate a visitor center that can be a destination itself, a place to learn about Jefferson County and visitors can be encouraged to spend ---� time in the County, not just a place to pick up brochures; and G ✓1 WHEREAS, the COUNTY envisions that the HISTORICAL SOCIETY will create opportunities to generate revenue through gift shop sales, charges for services (stocking brochures, etc.), all of which will be retained by the HISTORICAL SOCIETY; and WHEREAS, management of the visitor center will be at no cost to the HISTORICAL SOCIETY with all reasonable expenses being paid for by the COUNTY; and WHEREAS, the Jefferson County Lodging Tax Advisory Committee reviewed and recommended funding the lodging tax proposal by the JEFFERSON COUNTY HISTORICAL SOCIETY to operate the Gateway Visitor Center; NOW, THEREFORE, IN CONSIDERATION of the mutual covenants and agreements herein, the parties agree as follows: SECTION 1: SERVICES TO BE PERFORMED The HISTORICAL SOCIETY shall use its capabilities and utilize up to $91,655 of funding provided under this agreement to continue and update the ongoing performance of the following tourism promotion services, as outlined below and consistent with the Itemized List of Proposed Tourism Promotion Services and Lodging Tax Budget a copy of which is incorporated herein and attached hereto as Exhibit A: Page: 1 of 14 Jefferson County Historical Society — Olympic Peninsula Gateway Visitor Center Act as a pass through agency for the purpose of staffing and operating the Gateway Visitor Center, including scheduling hours of operation, receiving and processing information requests, routine grounds maintenance, payment of utilities and other activities necessary to maintain the Gateway Visitor Center as a point of visitor contact and education. 2. Act as a pass through providing free display for the purpose of providing the staff function to represent the COUNTY on local, regional, and statewide tourism organizations and activities to promote tourism in the unincorporated areas of Jefferson County. Also providing a refined outdoor display area including informative publications with QR Codes, other direct links to websites, and phone numbers for a 24-hour, 7 day a week informative center and perform additional tourism promotion activities consistent with the Itemized List of Proposed Promotion Services attached hereto and incorporated herein as Exhibit A. SECTION 2: RESPONSIBILITIES OF THE GATEWAY VISITOR CENTER 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 Gateway Visitor Center under this Agreement for the prior quarter; • A quarterly financial statement detailing revenues, expenses and cash balances for the prior quarter; and for the final quarter report, the financial statement shall also include a detailed financial statement for all 2019. 2. On or before January 31 (OR upon execution of this agreement, whichever is later); April 30; July 31; October 31, 2023, provide to the COUNTY: • A billing statement requesting payment of Hotel -Motel Funding for the current quarter. For a minimum of six (6) years, maintain documented proof of payments made, contracts executed, and other expenditures authorized under this Agreement. Upon reasonable notice, provide access to County or State representatives to audit those records. 4. Funding provided by this Agreement may only be expended on the services described in Section 1 of this Agreement. Any monies used for other services or purposes shall be refunded to Jefferson County. Any monies under -expended of the total funding allocated under this Agreement shall be refunded to Jefferson County by January 31, 2023. 5. By February 281 of each year provide the following information on Exhibit B, attached hereto and incorporated by reference for the previous year. a. Each festival, event, or tourism facility owned and/or operated by Gateway Visitor Center. b. The amount of lodging tax revenue allocated for expenditure (whether actually expended or not) by the Gateway Visitor Center on each festival, event or tourism facility. Page: 2 of 14 Jefferson County Historical Society — Olympic Peninsula Gateway Visitor Center C. Estimated number of tourists served at each festival, event or tourism facility. ("Tourist" includes persons traveling more than 50 miles to the location of the event, festival or facility and overnight stays in the area). d. Estimated lodging stays. ("Lodging" refers to commercial lodging such as hotels, motels, resorts, bed and breakfasts, or commercial campgrounds). e. Measurements that demonstrate the impact of increased tourism attributable to the event, festival or facility. SECTION 3: RESPONSIBILITY OF JEFFERSON COUNTY 1. The COUNTY will provide the HISTORICAL SOCIETY 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 $91,655 for 2023. Quarterly payments of $22,913.75 will be made, beginning with the first quarter of 2023. Payments are to be predicated on quarterly reports defined in Section 2. The COUNTY will make payment on the first available billing cycle of the quarter. 3. Consult with the HISTORICAL SOCIETY on all decisions regarding design and site considerations. 4. The HISTORICAL SOCIETY assumes no responsibility for the maintenance and upkeep of the Gateway Visitor Center. The COUNTY shall keep the Center and the entries immediately adjacent thereto in a neat, clean and safe condition, maintain the glass of all windows and doors thereof, and maintain the Center and entries thereto in a good state of repair. The COUNTY shall also maintain and repair the electrical and other utility systems within the Center together with the roof, exterior walls and foundations thereof. SECTION 4: DEFINITION: Pass Through Agency: The term pass through agency shall mean that the HISTORICAL SOCIETY shall act as the fiscal agent for the operation of the Gateway Center. The HISTORICAL SOCIETY shall not incur any additional financial liability for the operation of the Gateway Center in excess of the sum listed in Section 3 above. SECTION 5: TERM This Agreement shall be for a term of one year, commencing on Jggu 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. Page: 3 of 14 Jefferson County Historical Society — Olympic Peninsula Gateway Visitor Center SECTION 6: MODIFICATION This Agreement may be modified by mutual written agreement executed by both parties. SECTION 7: TERMINATION The Agreement may be terminated, in whole or in part, by the County upon thirty (30) days written notice in the event expected or actual revenue from the Hotel -Motel Tax is reduced or limited in any way, or for non-performance of duties under this Agreement, or for any reason. The HISTORICAL SOCIETY 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, HISTORICAL SOCIETY 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 HISTORICAL SOCIETY 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 HISTORICAL SOCIETY's negligence or breach of an of its obligations under this Agreement; provided that nothing herein shall require HISTORICAL SOCIETY 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) HISTORICAL SOCIETY'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 HISTORICAL SOCIETY's negligence, or the negligence of HISTORICAL SOCIETY's agents or employees. HISTORICAL SOCIETY specifically assumes potential liability for actions brought against the COUNTY by HISTORICAL SOCIETY's employees, including all other persons engaged in the performance of any work or service required of HISTORICAL SOCIETY under this Agreement and, solely for the purpose of this indemnification and defense, HISTORICAL SOCIETY specifically waives any immunity under the state industrial insurance law, Title 51 RCW. HISTORICAL SOCIETY 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 HISTORICAL SOCIETY shall obtain and keep in force during the term of the Agreement, or as otherwise required, the following insurance: Page: 4 of 14 Jefferson County Historical Society — Olympic Peninsula Gateway Visitor Center A. Commercial General Liability Insurance. HISTORICAL SOCIETY 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). HISTORICAL SOCIETY 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. SECTION 10: INDEPENDENT CONTRACTOR The HISTORICAL SOCIETY and the COUNTY agree that the HISTORICAL SOCIETY 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 HISTORICAL SOCIETY nor any employee of the HISTORICAL SOCIETY 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 HISTORICAL SOCIETY, or any employee, representative, agent or contractor of the HISTORICAL SOCIETY. The HISTORICAL SOCIETY 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 HISTORICAL SOCIETY 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 HISTORICAL SOCIETY with regard to the project to be completed under this agreement, will not discriminate on the grounds of age, sex, marital status, sexual orientation, race, creed, color, national origin, honorably discharged veteran or military status, or the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability, unless based upon a bona fide occupational qualification in the selection and retention of employees, materials, supplies, contractors or subcontractors. Page: 5 of 14 Jefferson County Historical Society — Olympic Peninsula Gateway Visitor Center SECTION 13: INTEGRATED AGREEMENT This agreement together with attachments or addenda represents the entire and integrated agreement between the County and the HISTORICAL SOCIETY 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 HISTORICAL SOCIETY. APPROVED and signed this day of Attest: Carolyn Gallaway, CMC Clerk of the Board Approved as to Form: December 15, 2022 Philip C. Hunsucker, Chief Civil Deputy Prosecutor 2022. JEFFERSON COUNTY BOARD OF COMMISSIONERS Heidi Eisenhour, Chair JEFFERSON COUNTY HISTORICAL SOCIETY Authorized Official Page: 6 of 14 Jefferson County Historical Society — Olympic Peninsula Gateway Visitor Center SECTION 13: INTEGRATED AGREEMENT This agreement together with attachments or addenda represents the entire and integrated agreement between the County and the HISTORICAL SOCIETY 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 HISTORICAL SOCIETY. APPROVED and signed this day of w`'" 2022. JEFFERSON COUNTY Attest: Teii OF COMMISSIONERS Carolyn �Laflaway, CMC nhour, Chair Clerk of the Board Approved as to Form: JEFFERSON COUNTY RjOial OC Y Philip C. Hunsucker, oriz Chief Civil Deputy Prosecutor Page: 6 of 14 Jefferson County Historical Society — Olympic Peninsula Gateway Visitor Center EXHIBIT A Itemized List of Proposed Tourism Promotion Services And GATEWAY VISITOR CENTER Lodging Tax Budget OiMpi c Peninsula Gsttieway Visitor Center 1. Gateway Visitor Centw r hmtains an opening schetlule of 290-300 days a yeaar,10ara to 4pm 2. Wo diWby over 1SD Promotional Brochures related to kftrson County and the Olympic Peninsula Inside Center and a 24 hour a day, 7 days a week display, outside featuring mot popular and IrOwmatiortal Brochures for pickup by 3. We maiertarin portsh an the Internet at i wwWnaa. raoenin orrH. and facebook pages to promote Lodging events, and activi6a year round. 4. We are Involved with devolopment and production of production printed materials Nke 1ePfarson County Activity Maps, the Olympic Peninsula Travel Planner, The L C. Getaway Guide, and other printed, promotional l pieces produced by the Jefferson Courmf Tourism Coord ng Council and Olympk Peninsula Tourism Carrmmisslon. Developing and im t ng Tourism attractional enclaintovs for bath Jefferson and ashm County. These range from television, lnternet, to hardcopy publications beyond those mentioned above. The GatmW funds a PrOliessional hUds Manager to develop and implement many of endeavors. S. To provide a pleasant, safe, and sanitary environment for the traveler, the aGaatewsy funds all maintenarAm on site, with very few tweptions, Induding toilet, park aancl title lot, seeurfty system, and groumb vm o& Maybe. All ofsevicmdescribed ahowe are cost Iternited in the Budget Report shown In section, 2023 Proposed Budget. Page 7 of 14 Jefferson County Historical Society — Gateway Visitor Center GATEWAY 2023 BUDGET JANUARY-DECEMBER G7atieaW VIC 2M PmpowdOudpet bmam Ommber 2m Iguana 4m • fe .Lmadom $Koo • de8uaop CQWW Lm ot,tiLoo 4m • sad* am: - O&W fm*, ) 3WIC Tog OW • tnomm pp Toot tnoerrer rm�at of #oio X= • C;osf of Good Sold Iftec TOW I9aro p"m WWIALSO EVWM ?m - Off 9fLe varkwhe Mv 7690 ev* Opm CWLFoldef 4AMOO 7oao DW* Iffm 7W WbOO , vWMmW dafawrt:vo 7"00 77 muksAlowwob Promo a as" 4AMOO 74" Travel 290 io Taid7W Offs * MwkdMgexp "0 I= I Bldomwnwamme aqw0m VAW MO "N" k PNWI L.at M&W $. ag* 76" ' Mire. 9"on l9 w TM OIFAe EAPOWMMM dfmic 79do • m" YAW 78t16 • Vakatiear FoscOms 10 O ?So • Waiiu isa.9M ToW 7W , On4fLe Expense tides - an Milt UWKka sm - emomefty am 18aa14an 9er+rMae 1.809 OLi wo • T turret aerrlora 2,a44� 00 I= • Tram P"4jp 40 l96Ki Pwpv* emws" CmvMft Sw4m 6 F#m ms • ftpvo taws Pall bv 070 • WV0 Paid by XNS Told OW, Papal Expwom Tt*M 9,9MOO SXLOC 999.iiD M7',;i7x.o0 i1;9d9:Q�9 Page 8 of 14 Jefferson County Historical Society — Gateway Visitor Center Exhibit B Jurisdiction Lodging Tax Reporting Form — To Be Submitted to Jefferson County Administrator's Office No Later than February 28th of each Year Lodging 'Tax Reporting Form Or mg hmhng to wvmote teals, special events and ftd wtivibes throa A -relatet fied s sponsored by — p-fit or or die local junsdwtwn are tequmed to cook dyes Surat fir E ALC'H actmvy. 1 Orpumfin Nara XgporwYear. 2 51omaar Type (Chea 0-): r 541(c)(3) 301(c)(6) r Loadf ' ). 3 Actinty is . 4 ActasstyType(Cbed : ' E—uyeeh d. ty. 5 ActiM Start Daft*: 6 ActiestyEad F e*: ToLd coo ofAcmity: $ 8 Amwx Repmat; 4 Am= Anuded: i ,. _, .• r, RETU Rik THIS FOM TO: Jeffirson Gawrtty As Office 1820 lelfi 3'son 5t eet Part TovrnsencL W a4. 58368 fd�:CMa �e�e:l90a:tV'a.SS DF DIXNE: Febnwn sSrh of Each Repordag Year Page 9 of 14 Jefferson County Historical Society — Gateway Visitor Center LTAC Yearly Reporting Definitions/Instructions Activity Type: Event/Festival: Short-term activity occurring between specific dates (e.g., 4th of July celebration, local marathon) Facility: Municipally -owned facility that operates some or all of the year (e.g., county historical museum, convention center) Marketing: Activity that provides information to encourage visitors to an area; is typically a year-round activity but may also operate for less than a full year. Activity Date: Activity beginning and ending dates. Actual: Persons estimated to have actually participated in event/festival or visiting a facility. For marketing activity, enter the number of persons estimated to have actually visited area as result of marketing activity. Projected: Persons expected to participate in event/festival or visiting a facility. For marketing activity, enter the number of persons expected to visit area as result of marketing activity. Methodology: Select the methodology used to estimate the actual number of visitors/participants. Direct Count: Actual count of visitors using methods such as paid admissions or registrations, clicker counts at entry points, vehicle counts or number of chairs filled. A direct count may also include information collected directly from businesses, such as hotels, restaurants or tour guides, likely to be affected by an event. Indirect Count: Estimate based on information related to the number of visitors such as raffle tickets sold, redeemed discount certificates, brochures handed out, police requirements for crowd control or visual estimates. Representative Survey: Information collected directly from individual visitors/ participants. A representative survey is a highly structured data collection tool, based on a defined random sample of participants, and the results can be reliably projected to the entire population attending an event and includes margin of error and confidence level. Informal Survey: Information collected directly from individual visitors or participants in a non-random manner that is not representative of all visitors or participants. Informal survey results cannot be projected to the entire visitor population and provide a limited indicator of attendance because not all participants had an equal chance of being included in the survey. Structured Estimate: Estimate produced by computing known information related to the event or location. For example, one jurisdiction estimated attendance by dividing the square footage of the event area by the international building code allowance for persons (3 square feet). Other: (please describe) Overall Attendance: Total projected and estimated actual attendance recorded for event, facility or resulting from marketing activity. Total Attendees Traveling 50 miles or more: Total: Total projected and estimated actual number of visitors traveling more than 50 miles to attend event or facility. For marketing organizations, report visitors traveling more than 50 miles to visit area. Of total, attendees who traveled from another state or country: Of the total projected and estimated actual number of visitors traveling more than 50 miles to attend event or facility or visit area, report projected and estimated actual number of visitors who traveled from another state or country. Attendees who stayed overnight: Paid Accommodations: Total projected and estimated actual number of visitors staying in paid lodging establishments such as hotels, motels, bed and breakfasts, etc. Unpaid Accommodations: Total projected and estimated actual number of visitors staying in unpaid accommodations such as family and friends. Paid Lodging Nights: Total projected and estimated actual number of paid lodging nights. One Lodging night = one or more persons occupying one room for one night. Page 10 of 14 Jefferson County Historical Society — Gateway Visitor Center EXHIBIT C 1 St QUARTER Organization: Contact person: Mailing Address: Phone Number/Email: I. LTAC Funds received from the County 1st QTR: Due by April 30th to afmcknight@co.jefferson.wa.us 2. 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 11 of 14 Jefferson County Historical Society — Gateway Visitor Center EXHIBIT C 2nI QUARTER Organization: Contact person: Mailing Address: Phone Number/Email: 1. LTAC Funds received from the County 1st QTR: Due by July 31s' to afmcknight@coJefferson.wa.us LTAC funds spent by your organization 111 QTR (include 200 word limit regarding activities and funds spent with supporting documentation ie: reports outlining LTAC funds,): 2. LTAC funds balance remaining 1st 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 12 of 14 Jefferson County Historical Society — Gateway Visitor Center EXHIBIT C 3rd QUARTER Organization: Contact person: Mailing Address: Phone Number/Email: 1. LTAC Funds received from the County 1st QTR: Due by October 31s' to afmcknightCa)co.jefferson.wa.us 2. LTAC funds spent by your organization 11 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 14 Jefferson County Historical Society — Gateway Visitor Center EXHIBIT C 4 h QUARTER Organization: Contact person: Mailing Address: Phone Number/Email: 1. LTAC Funds received from the County 1st QTR: Due by January 31st 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 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 14 of 14 Jefferson County Historical Society — Gateway Visitor Center Consent Agenda Commissioners Office JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners FROM: Adiel McKnight, Executive Assistant DATE: December 19, 2022 SUBJECT: AGREEMENT re: 2023 Hotel Motel (Lodging Tax) Grant Funding; In the Amount of $91,655; Jefferson County Historical Society (Gateway Visitor Center) 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 Historical Society (Gateway Visitor Center) $91,655 RECOMMENDATION: Approve and sign the agreement. REVIEWED BY: Mark McCavt4, County Administra r Dat . CONTRACT REVIEW FORM Clear Form (INSTRUCTIONS ARE ON THE NEXT PAGE) CONTRACT WITH: Jefferson County Historical Society -Gateway Visitor Center Contract No: LTAC Gateway Contract For: Lodging Tax Term: January through December 2023 COUNTY DEPARTMENT: County Administrator Contact Person: Adiei McKnight Contact Phone: x102 Contact email: afmcknight&o.iefferson.wa.us AMOUNT: $91,655 Revenue: Expenditure: Matching Funds Required: Sources(s) of Matching Funds Fund # Munis Org/Obj APPROVAL STEPS: STEP 1: DEPARTMENT CERTIFIES CERTIFIED: © N/A: F $91,655 125 12555730/411107 PROCESS: Exempt from Bid Process Cooperative Purchase Competitive Sealed Bid Small Works Roster Vendor List Bid RFP or RFQ Other: JCC 3. .080 AND CHAPTER 42.23 RCW. Date STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE COUNTY (CONTRACTOR) HAS NOT BEEN ARRED BY ANY FEDERAL, STATE, OR LOCAL AGENCY. CERTIFIED: ® N/A: Signature ( Date STEP 3: RISK MANAGEMENT REVIEW (will be added electronically through Laserfiche): Electronically approved by Risk Management on 12/15/2022. STEP 4: PROSECUTING ATTORNEY REVIEW (will be added electronically through Laserriche): Electronically approved as to form by PAO on 12/15/2022. Pre -approved language. STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND PROSECUTING ATTORNEY(IF REQUIRED). STEP 6: CONTRACTOR SIGNS STEP 7: SUBMIT TO BOCC FOR APPROVAL \III NP G`� December 19, 2022 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 Jefferson County Historical Society Gateway Visitor Center William Roney P.O. Box 65478 Port Ludlow, WA 98365 Dear William Roney, Enclosed for signature are two (2) originals for AGREEMENT re: 2023 Hotel Motel (Lodging Tax) Grant Funding; In the Amount of $91,655; Jefferson County Historical Society (Gateway Visitor Center) Please sign both, keep one and return the second to: Jefferson County Commissioner's Office Attn: Adiel McKnight P.O. Box 1220 Port Townsend, WA 98368 • Please remember that on or before April 30; July 31; October 31, 2021 and January 31, 2022 you are required to provide to the County: A quarterly report of the use, services, programs and activities under this agreement for the prior quarter. • A quarterly financial statement detailing revenues, expenses and cash balances for the prior quarter; and for the final quarter report, the financial statement shall also include a detailed financial statement by February 28t' 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