HomeMy WebLinkAboutJefferson County Farmer's Market $34,898.96 RECEIVED
2024 Request for Proposal Packet AUG 31 2023
JEFFERSON COUNTY
Lodging Tax/Tourism Promotion COMMISSIONERS
This packet is for the 2024 TOURISM PROMOTION SERVICE PROPOSALS
to be funded by the Jefferson County Lodging Tax. Under Jefferson
County guidelines, you must be a NON-PROFIT or GOVERNMENTAL
AGENCY to be eligible to be funded by the Jefferson County Lodging Tax.
The Jefferson County Lodging Tax Advisory Committee will only consider
complete and signed proposals that include all of the requested
information and documents, and that are submitted by the deadline:
MONDAY SEPTEMBER 11, 2023 by 4:30 pm
Digital Delivery only for Proposals to afmcknight(a�co.iefferson.wa.us
2024 Proposal Guidelines: Tourism Promotion Activities
The Jefferson County Lodging Tax Advisory Committee (LTAC) is accepting proposals from
government agencies and non-profit organizations for tourism promotion to be provided during
calendar year 2024 and paid for from the County's lodging tax fund. The Committee will make
recommendations to the Jefferson County Commissioners within one month following the proposal
deadline. All decisions for use of the lodging tax will be made by the Jefferson County
Commissioners.
• Proposals from government agencies or non-profit organizations are to be for tourism
promotion during calendar year 2024. Please refer to Section 1 of this packet for
examples of eligible tourism promotion activities for this funding round.
• At the time of implementation, tourism related activities within proposals must comply with
federal, state, and county laws and requirements, including county Public Health
direction. NOTE: Jefferson County may not use public funds in any way that can be construed
as a gift to an individual or organization.
• Proposals must completely address the questions, and all requested supplemental information
must be provided. Incomplete proposals will not be considered by LTAC.
• To be considered, a fully completed and signed digital application (digital signatures
acceptable) must be received at afmcknight(c�co.iefferson.wa.us by the deadline listed above.
• The preferred format for a digital application is a single PDF file attached to an email. If
necessary, multiple files in either PDF or Microsoft Word may be attached to a single email as
a complete digital application.
• All documents filed with the County are public records, potentially eligible for release.
Jefferson County is committed to the non-discriminatory treatment of all
Persons in the employment and delivery of services and resources.
- I
2024 Proposal Checklist for Tourism Promotion Activities
Organization Name Jefferson County Farmers Markets
Event Name, if different Chimacum Farmers market
Proposed Contract Amount: $34,898.96
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 2024 promotion, facility, event or activity budget.
x Section 3 — 2023 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.
x 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 MONDAY SEPTEMBER 11, 2023.
Documents submitted to the County are public records, potentially eligible for release.
2024 Proposal Checklist for Tourism Promotion Activities
Proposal Deadline: MONDAY SEPTEMBER 11, 2023 at 4:30 pm (received, not postmarked)
Address To: Jefferson County Lodging Tax Advisory Committee
Mailing Address: P.O. Box 1220, Port Townsend WA 98368
Delivery Address: Jefferson County, County Administrator's Office,
1820 Jefferson Street, Port Townsend, WA 98368
Email Address: afmcknight(a�co.jefferson.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 Jefferson County Farmers Markets
Organization Address PO Box 1384, Port Townsend, WA 98368
Contact Name Amanda Milholland
Contact Address PO Box 1384, Port Townsend, WA 98368
Day Phone 360-379-9098 Evening or Cell Phone 360-379-9098
E-Mail Address info@jcfmarkets.org
Facility/Event (if applicable) Chimacum Farmers Market
Total Lodging Tax Request: $: 34,898.96
Estimated 2024 org. operating
budget (Incl. Lodging Tax funds) $: 280,000
If asking for funds for a specific Dollar Amount
event, list other cash funding
USDA Farmers Market Promotion Program Grant(listed amount is a portion of 3-year grant) $26,000
sources and dollar amounts
budgeted for this project. The Leader, In-kind advertisement $2000
Note: This section is only due for The Rose Theatre, In kind advertisement $800
specific event and festival KPTZ, In-kind weekly spot of KPTZ April-December $1000
funding requests. JCFM,CFM staff salary $4,389
LTAC Request $32,898.96
Total Project Revenue Budget $69084.76
Did your organization receive Lodging Tax Funds from the County in 2023? x yes no
I understand that if my organization's proposal for tourism promotion activities is approved by the County that my
organization will enter into a contract with the County to provide the contracted services up to the maximum contract
amount. I understand that the proposal herein is a public record potentially eligible for public release.
Sign Name: Date: 8/31/2023
Print Name and Title: Amanda Milholland, Executive Director
1 . Itemized List of Proposed Tourism Promotion Services
Organization (or Event) Name: Chimacum Farmers Market
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).
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.
Design and printing $1,250
Distribution by XYZ Company $ 500
5 hours of staff time at$17.00 per hour to write copy, edit and proof the cards $ 85
1/3 page black and white event promotional advertisement in XYZ Magazine,July 2018 edition $1,500
XYZ Magazine has 250,000 subscribers in western and northwest states. This 1/3-page ad
will be part of a full-page advertisement being coordinated by the VCB. XYZ Magazine will match
the value of the advertisement with a feature article on Jefferson County and the event in the same edition.
2. Proposal Questions
Please confine your answers to no more than one page for each question.
1. Tell us about 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.
2. If this is a continuing promotion, facility or event, how is it different than in the past?
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:
b) The timeline for the tourism promotion activity you are proposing (e.g. May through July, 2024)
c) Target Audience
d) Promotion methods you intend to use to reach the target audience.
e) Describe how you will promote overnight stays at Jefferson County lodging establishments.
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:
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.)
5. 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 (2023):
b.) Estimated number of tourists who will attend your event/facility this year (2024):
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).
6. Describe your organization's area of expertise. Do you provide a unique service?
3. Background Information about Your Organization
Attach the following items to your proposal in the order listed:
(Note: To be considered by the Committee, all of the listed information must be included with your
proposal.)
Attachments:
— Proposed 2024 promotion, facility, event or activity budget including income and expenses.
— 2023 Budget and Actual income and expense year to date statement(s).
— List of names and addresses of the organization's Board of Directors as of the date the proposal
is filed. Also, if the proposal is for the marketing of an event and there is a chairperson for the
event (either volunteer or paid), list that individual's name, address and phone number.
— If you desire, you may provide samples of promotion materials such as brochures or promotional
materials (maximum of five).
Note: Staff will verify Incorporation status of the non-profit agencies who submit service proposals by
checking the Washington Secretary of State's on-line corporation records.
A. 2024 LTAC Opportunity Information
1 . Jefferson County's Proposal Process -
The Jefferson County LTAC solicits service proposals each year. The proposal form is attached, posted
on the County's website, www.co.jefferson.wa.us and may also be requested by calling the Jefferson
County Commissioner's Office at the Courthouse, (360) 385-9102.
This year, the Committee will review proposals on SEPTEMBER 19, 2023 from 9:30 a.m. to 1:30 p.m.
Applicants are asked to attend the SEPTEMBER 19, 2023 meeting beginning at 9:30 a.m. The County
will provide meeting information for all complete applications. At that meeting, each proposing agency
will answer questions from the Committee regarding their proposal. The Lodging Tax Advisory
Committee will make a recommendation to the Board of County Commissioners regarding which
proposals to fund, and at what funding levels within available revenues.
The review of the LTAC recommendations and final decision about how to use the lodging tax monies
is made by the County Commissioners. Each agency will be notified of the status of their proposal.
Contracts are prepared by the County and sent to agencies.
2. Available Funding for 2024
Organizations submitting proposals should be aware that a total of approximately $692,900 in lodging
tax awards will be available for allocation to eligible tourism promotion activities through this RFP. This
amount also includes $4,658 in staff administrative costs to manage the grants and to process invoices.
County Ordinance 02-0622-98 provides for distribution of Lodging Tax as follows:
• The lodging tax funds are to be used for targeted and/or regional promotion, the operation and
maintenance of organizations operating tourist related facilities and their costs for local
promotional activities.
• Not more than 25% for the development of tourism related facilities.
3. Definitions -
By state law, lodging tax funds may only be used for tourism promotion and the acquisition and/or
operation, including maintenance, of tourism-related facilities. The following definitions are copied
verbatim from RCW 67.28.080. Note: State law changed in 2007 to include "operation" of tourism
events in the definition of"tourism promotion."
"Tourism" means economic activity resulting from tourists, which may include sales of overnight
lodging, meals, tours, gifts, or souvenirs.
"Tourist" means a person who travels from a place of residence to a different town, city, county, state,
or country, for purposes of business, pleasure, recreation, education, arts, heritage, or culture.
"Tourism promotion" means activities, operations, and expenditures designed to increase tourism,
including but not limited to advertising, publicizing, or otherwise distributing information for the
purpose of attracting and welcoming tourists; developing strategies to expand tourism; operating
tourism promotion agencies; and funding the marketing of special events and festivals designed
to attract tourists.
"Tourism-related facility" means real or tangible personal property with a usable life of three or more
years, or constructed with volunteer labor that is: (a)(i) Owned by a public entity; (ii) owned by a
nonprofit organization described under section 501(c)(3) of the federal internal revenue code of
1986, as amended; or (iii) owned by a nonprofit organization described under section 501(c)(6)
of the federal internal revenue code of 1986, as amended, a business organization, destination
marketing organization, main street organization, lodging association, or chamber of commerce
and (b) used to support tourism, performing arts, or to accommodate tourist activities.
4. Proposal Evaluation Criteria —
Jefferson County Policy Statement for Use of the Lodging Tax.
Jefferson County's Lodging Tax Fund will be the primary source of county funding for activities,
operations, and expenditures designed to increase tourism. The County does not make any multi-year
commitments with Lodging Tax funds. However, service providers are not limited or prohibited from
making repeat annual requests of the same nature. The County intends to maintain a reserve in the
Fund, and will assess on an annual basis how much of the Fund to appropriate in a given year. The
Jefferson County Commissioners have created a Lodging Tax Advisory Committee to conduct an
annual process to solicit and recommend Lodging Tax funded services for the County Commissioners
consideration. Jefferson County will only consider proposals for use of the Lodging Tax from public and
non-profit agencies.
The Fund will ONLY be used for the following purposes:
1. The promotion of emerging or on-going tourism events, facilities, and activities by government or
non-profit agencies so as to attract and draw tourists to unincorporated Jefferson County from
outside Jefferson County.
2. Operation of a tourism promotion agency (such as a visitor and convention bureau);
3. The marketing of special events and festivals designed to attract tourists to unincorporated
Jefferson County from outside Jefferson County.
4. Capital and/or operating costs for tourism facilities owned by a public entity or a non-profit
organization as defined in State law RCW 67.28.080.1(7) — Tourism Related Facility.
5. Administrative costs to support tourism events, facilities and activities.
Other Criteria.
HIGH PRIORITY will be given to tourism activities that
• Promote Jefferson County and/or events, activities, and places in the County to potential tourists
from outside Jefferson County.
• Have demonstrated potential or high potential from the Committee's perspective to result in
overnight stays by tourists in lodging establishments within the unincorporated areas Jefferson
County.
■ Have demonstrated potential or high potential from the Committee's perspective to result in
documented economic benefit to Jefferson County.
• Have a demonstrated history of success in Jefferson County, or are proposed by a group with a
demonstrated history or high potential of success with similar activities.
• Minimize duplication of services where appropriate and encourage cooperative marketing and/or
includes an element of cooperation or partnership.
• Provide, maintain, operate, or enhance County-owned tourism facilities or infrastructure.
LODGING TAX ADVISORY COMMITTEE REVIEW CONSIDERATIONS
In developing its recommendations, the Committee considers:
■ The estimated amount of lodging tax receipts for the coming year provided by the County
Administrator's Office.
• Operational adaptations or pivots that ensure future organizational success of tourism related
activities and promotion.
• Thoroughness and completeness of the proposal.
• The relationship of proposed services to the areas of high priority identified by the Committee.
• Percent of the proposal request to the event/facility promotions budget and overall revenues.
• Percent of increase over prior year Jefferson County Lodging Tax funded proposal if any.
• Projected economic impact within the unincorporated Jefferson County, in particular projected
overnight stays to be generated in lodging establishments in the unincorporated areas of
Jefferson County.
■ Requirements in State law for use of the tax, and the definitions in State RCW 67.28.080 for
"tourism," "tourist," "tourism promotion," and "tourism-related facility."
• The applicant's history of promotion success, reporting history and financial stability.
• Committee member general knowledge of the community and tourism-related activities.
NOT CONSIDERED are requests for
• Services to be provided beyond calendar year 2024.
• Proposals from for-profit businesses (however, a government or nonprofit agency contracting
with the County may itself contract with for-profit businesses as third-party vendors).
• Promotional activities that reach a target audience solely located within Jefferson County.
NOTE:
1. On February 2, 2006, the State of Washington Attorney General's Office issued Opinion #AGO
2006 #4, which clarifies that a municipality may NOT provide advance payment to private
organizations for tourism promotion. Payment must occur after the services have been
performed and documentation in keeping with the contract is submitted to the County.
2. The County may not pay for donated or volunteer services or pay more than the actual cost
incurred by the contracting agency to provide the service.
5. Background Information —
Jefferson County's Lodging Tax.
The Lodging Tax is an excise (sales) tax authorized by State law in RCW 67.28, Public Stadium,
Convention, Arts and Tourism Facilities.
In 1998, the State Legislature amended Chapter 67.28 of the Revised Code of Washington (RCW) to
allow local governments to assess an additional 2% tax on lodging for tourism promotion and/or
tourism-related facilities (sometimes referred to as "the new 2%"). In April 1999, the County
Commission, by Ordinance, increased the County's Lodging Tax from a 2% to a 4% tax as allowed by
RCW 67.28.
Jefferson County's Lodging Tax Advisory Committee.
Per RCW 67.28.1817, the State requires that local governments collecting the Lodging Tax establish a
Lodging Tax Advisory Committee consisting of at least five (5) members:
The Chair — a member of the County Commission or their designee
2 members — representing the lodging industry
2 members — representing activities authorized to be funded by said tax
The Committee's role is advisory in nature, with the Committee's purpose being to advise the County
Commissioners. The Committee must select the candidates from amongst the applicants applying for
use of revenues and provide a list of such candidates and recommended amounts of funding to the
County Commissioners for final determination.
In 1998, the Jefferson County Commissioners created such a Committee, and asked the Committee to
establish an annual process to solicit and review proposals for tourism services eligible for lodging tax
funding. Committee members are appointed by the County Commissioners as part of the County's
regular advisory committee appointment process.
For additional information, contact
County Administrator
Jefferson County Courthouse
1820 Jefferson Street
PO Box 1220
Port Townsend, WA 98368
P h: 360-385-9102; Fax: 360-385-9382
e-mail: afmcknight(c�co.iefferson.wa.us
- END -
JEFFERSON COUNTY
FARMERS MARKETS
PORT TOWNSEND • CHIMACUM
August 31, 2023
2. Proposal Questions
1. Event Purpose, History, and Organization Track Record
Thank you, LTAC board members, for your support of the Chimacum Farmers Market
(CFM). Together, this season we attracted record-breaking attendance through new
promotional activities, weekly live music, and monthly kid's activities. Your partnership in
growing Jefferson County tourism is key to the success of our farmers markets. Please
join us again in 2024 as a Chimacum Farmers Market partner.
The 501(c)(3) non-profit Jefferson County Farmers Markets (JCFM) operates the Port
Townsend Farmers Market (PTFM) and the CFM. Our mission is to support local
farmers and artisans with vibrant marketplaces that cultivate community and provide
access to healthy food for all. JCFM has a successful 31-year track record of operating
vibrant farmers markets in Jefferson County. We support small business success and
economic growth through our marketplaces by directly connecting makers and growers
with our community and visitors alike. This year our markets serve more than 90 small
farm, food, and art businesses, providing affordable retail space and serving local,
regional, and national shoppers.
The CFM m on operates Sundays from 10am-2 June through October. The 2024
P Y p 9
season will be CFM's 16th year. Founded by the Chimacum Grange in 2008, the CFM
has been in its current location in the parking lot of the Chimacum Corner Farmstand
since 2010. More than 30 farm, food, and art vendors are participating in the CFM this
year offering fresh, locally grown, and artisan foods, as well as high-quality arts and
crafts.
JCFM creates vibrant community space at our farmers markets that bring visitors and
locals back for more. Weekly live music, monthly chef demonstrations and kid's
activities as well as product quality and diversity make our farmers market stand out.
Our farmers markets helped establish Jefferson County as an agricultural, food and arts
destination attracting about 63,000 shoppers annually between our two locations.
JEFFERSON COUNTY
FARMERS MARKETS
PORT TOWNSEND • CHIMACUM
While small business sales at the PTFM and CFM totaled $1.65M last year, the
economic impact of our farmers markets far exceeds this number with neighboring
businesses reporting that Market days are their strongest sales day. Your partnership in
promoting the CFM is a key component to the success of our farmers markets, local
small businesses and lodging establishments. Thank you!
2. How is the CFM Different than in Past Years
JCFM received a three-year United States Department of Agricultural (USDA) Farmers
Market Promotion Program Grant. Grant funds available through September 2025,
substantially increase our promotional capacity with a part-time Marketing Coordinator
and additional marketing dollars. We are utilizing this funding to grow and diversify our
outreach strategies with a focus on highlighting our vendor businesses with professional
photography, business spotlights in our newsletter and on social media and by
increasing our regional advertising.
We are seeing results! On Facebook we have seen 98% engagement growth this
August over August 2022. Chimacum Farmers Market daily attendance is about 490
with a peak at 675 shoppers this season to-date versus peak attendance of 571
shoppers last season. Chiamcum Farmers Market sales are 17% higher than this time
in 2022 with $98,874 generated for local agricultural, artisan food and arts businesses.
We are tracking the growth of the CFM through shopper counts and surveys on
Sundays at the Market. This year, 39% of our survey respondents attending the CFM
are visiting from more than 50 miles away. A total of 30% of these guests reported
staying at lodging establishments in Jefferson County. The shoppers, and especially the
tourist, increase is supported by our advertising through the Washington State Ferries,
Seattle Times and Seattle Stranger as well as social media marketing reaching
communities more than 50 miles from the Market. Partially LTAC funded directional
signs, colorful flags and banners leading up to the Market also capture visitor attention.
During the 2024 season, JCFM aims to continue the growth of the CFM through regular
promotion leading up to the farmers market season through the season end. LTAC
funded advertisements will target people from the Seattle area, surrounding counties,
and national visitors of all ages. We will combine in-kind and USDA grant promotional
dollars to increase the reach of our marketing efforts using a multifaceted approach—
print, digital, social media and video advertisement. Print and digital advertising on the
JEFFERSON COUNTY
FARMERS MARKETS
PORT TOWNSEND • CHIMACUM
Washington State Ferries will support us in reaching visitors to the area. We will utilize
digital advertising through the Seattle Times and Stranger to connect to people in the
Seattle metro area. With our social media advertisement we will set the target of
reaching people more than 50 miles from Jefferson County. Rack cards and spring and
summer postcards distributed to visitor centers and local lodging will help direct tourists
to the Farmers Market.
We will promote overnight stays in a variety of ways:
1. Co-advertise with the Resort at Port Ludlow through our WA Ferry rack cards.
This strategy initiated in the 2023 season both makes the promotion more
cost-effective and highlights local lodging.
2. Co-market promotion: The PTFM— our flagship market— has better name
recognition outside of Jefferson County than the CFM. Promoting our markets
together helps place the CFM for visitors, gives the market added credibility and
additionally improves the visibility of the PTFM.
3. Advertising Messages: Our advertising messages will promote Jefferson
County as an agricultural, artisan food and arts destination utilizing beautiful
images and catchy colors with messages like, "Explore the flavors of Jefferson
County."
4. Measure Effectiveness of your Promotion
We use a combination of shopper surveys and customer counts to track attendance and
sales data to monitor the economic impact of the CFM. On Sundays, we count every
single shopper who enters the CFMt. We are able to do this because there is one
primary entry point for the CFM, which is visible from the Information Booth. Our Market
Site Manager uses an attendance clicker to note each shopper who enters the Market.
We track where shoppers are coming from and what brings them to market with a short
survey of shoppers who visit the Information Booth. Our Information Booth is where we
sell tokens needed to purchase items at the Market and where we operate our food
access programs serving people with low incomes. The traffic to the Information Booth
is pretty consistent throughout the day, including both local and tourist shoppers. We
ask questions, including how far people live from the Market location and what brought
them to the Market. If they are visiting from outside of Jefferson County, we ask where
they are staying. We also track how visitors heard about the Market.
JEFFERSON COUNTY
FARMERS MARKETS
PORT TOWNSEND • CHIMACUM
Each CFM day our vendors report their sales information to JCFM. We use this
information to track the success of our farmers markets as well as to measure their
economic impact. Of course, our vendor sales data does not reflect the full benefit of the
CFM on the Jefferson County economy as Market shoppers also visit other local
businesses and stay at lodging establishments. We will report the CFM sales,
attendance, and visitor survey data annually to the Jefferson County LTAC committee
through our final grant report.
One of the components of our USDA Farmers Market Promotion Program grant is a
large-scale shopper and vendor survey, which we are soon to launch. This survey will
be distributed at our farmers markets, and we will also engage community participation
via social media, our website, the weekly newsletter, partner newsletters, and Leader
and PDN advertisements. Survey data will help optimize our strategy and audience next
year based on the results.
5. Economic Impact
While the CFM operates through October of this year, we can provide an attendance
estimate based on the season to date. Taking our average attendance and multiplying it
by our 22 CFM dates this season, we estimate serving 10,774 shoppers this year.
Approximately 39% of our shoppers visit from more than 50 miles away. That is 4,202
shoppers from 50+ miles visiting the CFM. We anticipate that we will have similar CFM
attendance next year.
With 30% of these shoppers (1,260 people) staying at lodging establishments in
Jefferson County, we estimate that the economic benefit of the CFM to lodging
establishments equates to approximately $252,000—that is $200 per CFM shopper
lodging guest this season. We estimate that the CFM will be a similar economic boon for
local lodging establishments in 2024.
In 2022, CFM sales for the season reached $141,166. With a 17% sales increase this
year to-date, CFM sales may reach $143,565 in 2023. CFM sales have grown annually
since 2021. We anticipate that our 2024 sales will reach $143,500+, rippling out to
support local small businesses, jobs, and lodging establishments.
JEFFERSON COUNTY
FARMERS MARKETS
PORT TOWNSEND • CHIMACUM
6. Organization's Area of Expertise
We are experts in hosting farmers markets, live music, and at-market events that bring
our community together, support our local economy, and incubate local small
businesses. JCFM is well-connected in our community. We have established
partnerships with JCFM vendors, shoppers, local businesses, and non-profit partners.
This year, we have expanded our outreach and marketing by hiring a Marketing
Coordinator with experience in social media engagement, writing, and advertisement
design. Additionally, the JCFM board has a Marketing Committee that serves as an
advisor to our Marketing Coordinator, providing feedback on advertisement design and
helping direct our promotional strategy.
Over the last 5 years, we have produced several video projects using a combination of
professional videographers and our staff expertise for project design and leadership.
Our 2023 CFM anniversary promotional video (LTAC Funded) was very well received.
You can check it out here: https://www.youtube.com/watch?v=zNLMY6T0tCk.
Collaboration is one of our superpowers. We partner with multiple local professional
photographers who provide us with high-quality photos at a discount. These
photographs greatly increase the quality of the visual advertising we generate with a
small budget. We also have strong partnerships with our vendors, sponsor businesses,
local musicians, chefs, and many other groups. Our relationships, history of leading
vibrant farmers markets, and experience building engaging multi-media advertisements
will ensure this project's success.
Farmers markets provide a unique and highly sought-after opportunity for direct human
connection to our food, arts, and culture. Our markets are desirable tourist locations and
have the potential to be an even greater draw to the County with continued LTAC
support. LTAC grant funds will empower JCFM to promote our already well-renowned
markets to a greater audience, generating an increase in tourist dollars spent in our
community that will stay in our community.
Thank you for your consideration of our proposal. Please contact me if you have any
questions, Amanda Millholland, JCFM Executive Director, info@jcfmarkets.org,
360-379-9098.
1) Itemized List of Proposed Tourism Promotion Services + Cost
Chimacum Farmers Market Promotion Budget LTAC 2024
Funding
Promotion Type Source Cost Reach Notes
Port Townsend Leader
print advertisement In-kind $2,000.00 6,500 subscribers Two donated 1/2 page ads
Port Townsend Leader USDA Farmers 6,500 Leader
and Peninsula Daily Market subscribers, Co-promote our farmers markets
News (PDN) print Promotion $8,000.00 40,000 PDN throughout the season
Weekly spot on KPTZ,April-
KPTZ-Radio promotion In-kind $1,000.00 12,000 listeners December
USDA Farmers
Market
Promotion 16,500 viewers Posts promoting both Jefferson
Facebook/Instagram Program Grant $1,000.00 quarterly County Farmers Markets
6,500 subscribers
Spring and summer USDA Farmers + distributed to Posts promoting both Jefferson
postcard insert in the Market local lodging and County Farmers Markets. This is a
Leader and local Promotion visitor centers multi-year grant with secure
lodging Program Grant $3,000.00 reaching funding.
The video produced with LTAC
grant funds will be shown on the
Rose Theatre screen as well as
distributed to other local partners
Video Rose Theatre for sharing and with the Washington
Screen In-kind $800.00 —4,000 viewers State Farmers Market Association.
Marketing Coordinator 18 hours a
week during the Chimacum
Farmers Market Season. Our
Marketing Coordinator writes our
weekly newsletter reaching 1,738
subscribers, maintains our website
with 4,200 visits per month, creates
social media content reaching
20,916 viewers in August 2023, and
designs our advertising reaching
audiences in the Olympic Peninsula
and greater Seattle area as well as
national and international tourists.
USDA Farmers Viewer estimate is conservative
Market based on our weekly visitors to our
Marketing Coordinator Promotion farmers markets over the 2023
Time Program Grant $13,996.80 —63,000 viewers season.
JCFM general Approximately 9.5 hours per week,
Chimacum Site operating 22 weeks of the Chimacum
Manager Time budget $4,389.00 Farmers Market X $12/hr
—10,000 readers
Leader, 40,000
PDN readers
Leader, PDN, Visitor across the Co-promote the Port Townsend and
Guide, Chamber Map LTAC $3,000.00 Peninsula Chimacum Farmers Markets
16,500 viewers Weekly boosted post ads, May-
Facebook/Instagram LTAC $1,000.00 quarterly October
12,000
subscribers, Reaching visitors to the Olympic
60,000 brochures Peninsula through distribution at
distributed visitor center, local lodging, and
Olympic Culinary Loop LTAC $435.00 regionally more
2,500 distributed to local lodging,
Rack Cards LTAC $1,500.00 visitor centers and at our markets
Distributed to the
Port Townsend
Visitor Center,
Sequim Visitor
Center, Olympic
Peninsula
Gateway Visitors
Center and Marine
Science Center
reaching
Spring and summer thousands of
distributed to local visitors to our Staff time to distribute the postcards
lodging LTAC $480.00 county and rack cards twice a year.
Rack cards on the
Seattle/Bainbridge,
Kingston/Edmonds and Seattle Pier
52 route. Co-advertising with The
Rack cards WA 24,204,895 Resort at Port Ludlow. Full cost
Ferries LTAC $1,750.00 travelers $3,500.
Aired regionally on the WA State
15,000 social Ferries, through the Jefferson
media viewers + County Chamber of Commerce,
6,841,271 ferry Rose Theatre, Port Townsend Food
Video production LTAC $4,000.00 travelers Co-op, and on social media
Digital advertisement in the Food
Seattle Stranger digital and Drink, features/news and
advertising LTAC $2,000.00 1,340,000 readers events sections
May-Sept, 60 second video,
Seattle/Bainbridge,
Digital advertising on Edmonds/Kingston, Seattle Pier 52
the WA State Ferries LTAC $5,800.00 6,841,271 travelers ferry routes
Seattle Times digital 272,727 $11 per 1,000 impressions run over
advertisement LTAC $3,000.00 impressions the course of the market season
10,000+ distributed
locally 120+ local
venues & drop
boxes, WA State
Ferry routes as
well as unlimited
Tracing the Fjord online
Magazine LTAC $650.00 views/downloads. Full page ad, spring/summer issue.
—10,774 market
Kids'Activities LTAC $750.00 shoppers $150 per month, 5 months
—10,774 market Live music stipend, $200 per week,
Live Music Fund LTAC $4,400.00 shoppers 22 weeks
Music Coordinator —10,774 market Coordinating the CFM music
Stipend LTAC $1,500.00 shoppers program
Chimacum regional advertisements,
Staff Time Graphic $30 per hour, 6 hours per month x 6
Design LTAC $1,080.00 months
Staff time for the coordination,
leadership and hosting of the
Chimacum Farmers Market,
conducting LTAC customer tracking
Chimacum Site —10,774 market at $20 per hour x 10 hours per
Manager Time LTAC $1,200.00 shoppers week June-October
Market Administration 2 hours per week, 22 weeks at $35,
and Oversight LTAC $1,540.00 market oversight, grant reporting
Payroll Tax LTAC $813.96 For billable staff hours at 15.3%
Total Request LTAC $34,898.96
Total Advertising
Budget $69,084.76
JEFFERSON COUNTY
FARMERS MARKETS P-.
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Board Membership Roster 2023
Julia-Ellen Spruill-Smith, President Jessie E. Short, Vice President
Space Twins Provisions Marketing, Port Ludlow Resort
3723 Beaver Valley Road 80 Warbler Ln
Port Ludlow, WA 98365 Port Ludlow, WA 98365
(202) 468-4113 (360) 301-0912
spacetwinsprovisions@gmail.com jshort@portludlowassociates.corn
Laina Amerson, Treasurer Natalie Swope, Secretary
Accountant, Real Estate Agent Co-owner White Lotus Farm
307 Eddy Court 3723 Beaver Valley Road
Port Townsend, WA 98368 Port Ludlow, WA 98365
(360) 301-2952 (425) 830-0253
laina@amerson.us whitelotusinn@gmail.com
Janet Aubin Gretchen Dietz
Co-owner Stellar J Farm Retired School Teacher
53 Barn Swallow Rd 4156 Wilson St.
Chimacum, WA 98325 Port Townsend, WA 98368
(206) 755-3119
(360) 821-2226 anngretchen@gmail.com
Janet@stellarjfarm.com
Angela Dunham Pierce Kennedy
Marketing Professional Soft Step Farm
1801 Rosewood St 3059 7th St
Port Townsend, WA 98368 Port Townsend, WA 98368
(425) 220-5500 (541) 350-0636
SoftStepFarm@gmail.corn
Angelad@outlook.com
Laura Llewellyn Lane White
Chimalow Produce Creaky Knees Farm
PO Box 593 PO Box 213
Chimacum, WA 98325 Port Hadlock, WA 98339
(570) 573-3138 (360) 999-8473
Laura@chimalowproduce.com creakyknees@gmail.com
JEFFERSON COUNTY
` FARMERS MARKETS '
Board Membership Roster 2023
Julia-Ellen Spruill-Smith, President Jessie E. Short, Vice President
Space Twins Provisions Marketing, Port Ludlow Resort
3723 Beaver Valley Road 80 Warbler Ln
Port Ludlow, WA 98365 Port Ludlow, WA 98365
(202) 468-4113 (360) 301-0912
spacetwinsprovisions@gmail.com jshort@portludlowassociates.com
Laina Amerson, Treasurer Natalie Swope, Secretary
Accountant, Real Estate Agent Co-owner White Lotus Farm
307 Eddy Court 3723 Beaver Valley Road
Port Townsend, WA 98368 Port Ludlow, WA 98365
(360) 301-2952 (425) 830-0253
laina@amerson.us whitelotusinn@gmail.com
Janet Aubin Gretchen Dietz
Co-owner Stellar J Farm Retired School Teacher
53 Barn Swallow Rd 4156 Wilson St.
Chimacum, WA 98325 Port Townsend, WA 98368
(206) 755-3119
(360) 821-2226 anngretchen@gmail.com
Janet@stellarjfarm.com
Angela Dunham Pierce Kennedy
Marketing Professional Soft Step Farm
1801 Rosewood St 3059 7th St
Port Townsend, WA 98368 Port Townsend, WA 98368
(425) 220-5500 (541) 350 0636
SoftStepFarm@gmail.com
Angelad@outlook.com
Laura Llewellyn Lane White
Chimalow Produce Creaky Knees Farm
PO Box 593 PO Box 213
Chimacum, WA 98325 Port Hadlock, WA 98339
(570) 573-3138 (360) 999-8473
Laura@chimalowproduce.com creakyknees@gmail.com
Jefferson County Farmers Markets
2023 Budget
2023 Budget
Income
BIPOC Business Fund 3,000.00
Friends of the Market 7,000.00
Total Friends of the Market 7,000.00
Grant Income -
Jeff Co Foundation grant 10,000.00
Jeff Co Lodging grant 20,000.00
PT Arts Comm Grant 2,000.00
SNAP Match 27,000.00
FMPP Grant Year 1 53,846.33
WA State Microenterprise Association Grant 8,000.00
Other Grants 5,000.00
Total Grant Income 125,846.33
Merchandise sales -
Merch sales-Chimacum 1,000.00
Merch sales-Port Townsend 8,000.00
Merch sales-purchases (5,000.00)
Total Merchandise sales 4,000.00
Sponsors -
Sponsors-Community 14,000.00
Sponsors-Food Access 6.000.00
Sponsors-Music 9,000.00
Total Sponsors 29,000.00
Token Rental Fee 1,000.00
Vendor income -
Vendor fees-Application 600.00
Vendor fees-Chimacum 7,000.00
Vendor fees-Saturday 100,000.00
Vendor members 4,500.00
Total Vendor income 112,100.00
Total Income 281,946.33
Gross Profit 281,946.33
Expenses
Admin&general expenses -
Advertising -
Advertising-Chimacum 500.00
Advertising-LTAC 20,000.00
Advertising-Port Townsend 8,000.00
Advertising-Social Media 1.000.00
Total Advertising 29,500.00
Bank fees -
Bank Charges&Interest 100.00
EBT/credit/debit fees 1,000.00
Jefferson County Farmers Markets
2023 Budget
2023 Budget
Farmers Market software 2,050.00
PayPal fees 250.00
QB fees 5,100.00
Total Bank fees 8,500.00
Board expenses 500.00
Dues&memberships 2,000.00
Education/training 2,700.00
Insurance 2,500.00
Licenses&permits 1,000.00
Meetings 3,023.00
Office Supplies 1,500.00
Postage 323.00
Printing&copies 2,419.00
Rent -
Rent-Port Townsend 7,650.00
Total Rent 7,650.00
Supplies&equipment -
Equipment(small) 3,500.00
Equipment rental 500.00
Supplies-Chimacum 100.00
Supplies-Port Townsend 400.00
Total Supplies&equipment 4,500.00
Utilities 400.00
Telephone/Internet 1,200.00
Total Utilities 1,600.00
Website 250.00
Total Admin&general expenses 67,965.00
BIPOC Fund Payouts 3,500.00
Conference 2,000.00
Consulting/professional services -
Music Coord 3,000.00
Bookkeeping/accounting 1,700.00
Technology support 300.00
Farm Business Coach(Mark Bowman) 3,600.00
Photography 700.00
Chefs 120.00
Usawa Consulting+Liz Art,WSMA Grant 6,725.00
Total Consulting/professional services 16,145.00
Cost of Labor -
Maintenance coordinator 500.00
Market Administrator 24,000.00
Market Assistant -
Market Director 65,000.00
Jefferson County Farmers Markets
2023 Budget
2023 Budget
Payroll taxes 15,450.40
Site Manager-Chimacum 9,720.00
Marketing Assistant 23,220.00
Survey Assistant 2,160.00
Total Cost of Labor 140,050.40
Education-Chefs Demos 300.00
Meals 100.00
Musicians Guarantee 10,600.00
Payroll Expenses -
Wages -
Sick Pay 3,000.00
Total Wages 3,000.00
Total Payroll Expenses 3,000.00
Purchases -
Repair&Maintenance 2,500.00
Tokens expenses -
Tokens-Gimme 5 6,500.00
Tokens-SNAP match 24,300.00
Tokens-VegRX 5,000.00
Total Tokens expenses 35,800.00
Travel 2,000.00
Volunteer Appreciation 800.00
Total Expenses 284,760.40
Net Operating Income (2,814.07)
Other Income
Events income 500.00
Annual Fundraiser income 23,000.00
Annual Fundraiser expenses (9,000.00)
Total Annual Fundraiser income 14,000.00
Other events expenses
Total Events income 14,500.00
In-Kind income 12,450.00
In-Kind expense-advertising (3,500.00)
In-Kind expense-goods (500.00)
In-Kind expense-labor (8,450.00)
Total In-Kind income -
Interest Earned 300.00
Total Other Income 14,800.00
Other Expenses
Farm Tour 1,000.00
Total Other Expenses 1,000.00
Net Other Income 13,800.00
Net Income 10,985.93
Jefferson County Farmers Markets
2023 Budget
2023 Budget
Thursday,Dec 15,2022 01:45:39 PM GMT-8-Cash Basis
Jefferson County Farmers Markets
Profit and Loss
January -August, 2023
Total
Income
Billable Expense Income/FMPP 10,481.42
Friends of the Market 6,525.26
Grant Income
Food Feast&Spoken Word 5,000.00
Jeff Co Foundation grant 8,000.00
Love Your Neighbor 10,000.00
Total Jeff Co Foundation grant $ 18,000.00
Jeff Co Lodging grant 20,000.00
SNAP Match 12,285.90
USDA/FMPP 23,757.42
WSMA 1,600.00
Total Grant Income $ 80,643.32
Merchandise sales 105.41
Merch sales-Chimacum 936.92
Merch sales-Port Townsend 5,964.18
Merch sales-purchases -4,016.64
Total Merchandise sales $ 2,989.87
Sponsors 0.00
Sponsors-Community 15,500.00
Sponsors-Food Access 9,050.00
Sponsors-Music 4,300.00
Total Sponsors $ 28,850.00
Token Rental Fee 1,135.00
Unapplied Cash Payments -32.52
Uncategorized Income 0.40
Vendor Fees 60.00
Vendor income 124.50
Vendor fees-Application 760.88
Vendor fees-Chimacum 4,212.34
Vendor fees-Saturday 65,360.07
Vendor members 4,160.00
Total Vendor income $ 74,617.79
Total Income $ 205,270.54
Gross Profit $ 205,270.54
Expenses
Admin&general expenses 523.68
Advertising 5,931.82
Advertising-Chimacum 1,358.99
Advertising-LTAC 15,723.31
Advertising-Port Townsend 1,759.00
Advertising-Social Media 747.84
Total Advertising $ 25,520.96
Bank fees
Bank Charges&Interest 73.40
EBT/credit/debit fees 2,319.94
Farmers Market software 2,096.39
PayPal fees 21.51
QB fees 2,636.34
Total Bank fees $ 7,147.58
Dues&memberships 1,795.00
Education/training 2,016.43
Insurance 1,511.35
Licenses&permits 455.74
Meetings 122.59
Office Supplies 754.58
Postage 65.30
Printing&copies 1,459.91
Rent 180.00
Rent-Port Townsend 7,800.00
Total Rent $ 7,980.00
Supplies&equipment 1,567.33
Equipment(small) 2,741.90
Total Supplies&equipment $ 4,309.23
Utilities 203.21
Telephone/Internet 568.00
Total Utilities $ 771.21
Website 137.82
Total Admin&general expenses $ 54,571.38
BIPOC Fund Payouts 1,677.00
Consulting/professional services 560.00
Bookkeeping/accounting -1,595.13
Contract labor 4,427.50
Total Consulting/professional services $ 3,392.37
Cost of Labor 2,723.00
Assistant Manager 13,182.00
Bonus Pay 338.70
Market Director 42,590.49
Marketing Coordinator 15,217.50
Music Coord-Port Townsend 999.99
Payroll taxes 9,377.97
Sick Pay 409.48
Site Manager 4,049.00
Site Manager-Chimacum 0.00
Site Manager-Port Townsend 0.00
Total Cost of Labor $ 88 888.13
Donation to Community 130.00
Education-Chefs Demos 4,527.60
Melio Service Fees 63.00
Musicians Guarantee 2,650.00
Payroll Expenses
Wages
Employee Taxes Paid by Employer 60.00
Vacation Pay 1,500.00
Total Wages $ 1,560.00
Total Payroll Expenses $ 1,560.00
Repair&Maintenance 550.53
Tokens expenses
Tokens-donated 20.00
Tokens-Gimme 5 6,265.00
Tokens-SNAP match 14,795.00
Tokens-VegRX 2,984.00
Total Tokens expenses $ 24,064.00
Travel 865.05
Unapplied Cash Bill Payment Expense 0.00
Uncategorized Expense 1,131.96
Volunteer Appreciation 237.61
Total Expenses $ 184,308.63
Net Operating Income $ 20,961.91
Other Income
Events income
Annual Fundraiser income 22,170.00
Annual Fundraiser expenses -868.30
Total Annual Fundraiser income $ 21,301.70
Total Events income $ 21,301.70
Interest Earned 333.34
Total Other Income $ 21,635.04
Other Expenses
Unpaid Market Vendor Fees -220.00
Farm Tour 1,000.00
Total Other Expenses $ 780.00
Net Other Income $ 20,855.04
Net Income $ 41,816.95
Thursday,Aug 31,2023 02:57:11 PM GMT-7-Cash Basis
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