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HomeMy WebLinkAboutJefferson County Farmers Market $15,000 ex 02.28.24 - 102323 AGREEMENT FOR 2024 HOTEL-MOTEL FUNDING FOR TOURISM SERVICES JEFFERSON COUNTY FARMERS MARKET This Agreement is by and between JEFFERSON COUNTY(hereinafter known as "COUNTY" and JEFFERSON COUNTY FARMERS MARKET(hereinafter known as "CHIMACUM FARMERS MARKET"). WHEREAS, FARMERS MARKET 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 FARMERS MARKET to implement a strategy for the unincorporated area of Jefferson County to promote tourism activities; IN CONSIDERATION of the mutual covenants and agreements herein it is agreed by the parties as follows: SECTION 1: SERVICES TO BE PERFORMED FARMERS MARKET shall use its capabilities and utilize the funding provided under this agreement to continue and update the ongoing performance of the following tourism promotion services, as outlined below: 1. FARMERS MARKET shall use its capabilities and utilize up to $15,000 of funding provided under this agreement to promote the Chimacum Fanners Market,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 CHIMACUM FARMERS MARKET: 1. On or before January 31; April 30; July 31; October 31, 2024; and January 31,2025,provide to the COUNTY: see Exhibit C, attached hereto and incorporated; • A quarterly report of the use, services,programs and activities of the Chimacum Farmers Market 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 2024. 2. On or before January 31, 2024 OR upon execution of this agreement,whichever is later, provide to the COUNTY: • A billing invoice requesting payment of Hotel-Motel Funding for the current year. 3. For a minimum of six (6)years,maintain documented proof of payments made, contracts executed, and other expenditures authorized under this Agreement. Upon reasonable notice, provide access to County or State representatives to audit those records. Page: 1 of 14 Jefferson County Farmers Market 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, 2025. 5. By February 28th 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 CHIMACUM FARMERS MARKET. b. The amount of lodging tax revenue allocated for expenditure(whether actually expended or not)by CHIMACUM FARMERS MARKET 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 1. The COUNTY will provide CHIMACUM FARMERS MARKET 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$15,000 for 2024. 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 1,2024 and ending on December 31,2024, except for the reports referenced in Section 2, due January 31,2025 and February 28,2025. SECTION 5: ASSIGNMENT Either party to the agreement shall not assign this Agreement, except by signed amendment. SECTION 6: MODIFICATION This Agreement may be modified by mutual written agreement executed by both parties. SECTION 7: TERMINATION The Agreement may be terminated, in whole or in part,by the County upon thirty(30)days written notice in the event expected or actual revenue from the Hotel-Motel Tax is reduced or limited in any way, or for non-performance of duties under this Agreement, or for any reason. CHIMACUM FARMERS MARKET may terminate this Agreement upon thirty(30)days written notice to the COUNTY. In the event of termination under this clause,the County shall be liable to pay only for Page: 2 of 14 Jefferson County Farmers Market services rendered prior to the effective date of termination. If termination covers a period for which payment has already been made, CHIMACUM FARMERS MARKET 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 CHIMACUM FARMERS MARKET 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 CHIMACUM FARMERS MARKET's negligence or breach of an of its obligations under this Agreement; provided that nothing herein shall require CHIMACUM FARMERS MARKET 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) CHIMACUM FARMERS MARKET'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 CHIMACUM FARMERS MARKET's negligence, or the negligence of CHIMACUM FARMERS MARKET's agents or employees. CHIMACUM FARMERS MARKET specifically assumes potential liability for actions brought against the COUNTY by CHIMACUM FARMERS MARKET's employees, including all other persons engaged in the performance of any work or service required of CHIMACUM FARMERS MARKET under this Agreement and, solely for the purpose of this indemnification and defense, CHIMACUM FARMERS MARKET specifically waives any immunity under the state industrial insurance law, Title 51 RCW. CHIMACUM FARMERS MARKET 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 CHIMACUM FARMERS MARKET shall obtain and keep in force during the term of the Agreement, or as otherwise required, the following insurance: A. Commercial General Liability Insurance. CHIMACUM FARMERS MARKET 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). CHIMACUM FARMERS MARKET shall maintain workers' compensation insurance at its own expense, as required by Title 51 RCW, for the term of this Agreement and shall provide evidence of coverage to Jefferson County Risk Management, upon request. Page: 3 of 14 Jefferson County Farmers Market SECTION 10: INDEPENDENT CONTRACTOR The CHIMACUM FARMERS MARKET and the COUNTY agree that the CHIMACUM FARMERS MARKET 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 CHIMACUM FARMERS MARKET nor any employee of the CHIMACUM FARMERS MARKET 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 CHIMACUM FARMERS MARKET, or any employee, representative, agent or contractor of the CHIMACUM FARMERS MARKET. The CHIMACUM FARMERS MARKET 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 CHIMACUM FARMERS MARKET 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 CHIMACUM FARMERS MARKET with regard to the project to be completed under this agreement, will not discriminate on the grounds of age, sex, marital status, sexual orientation, race, creed, color,national origin, honorably discharged veteran or military status, or the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability, unless based upon a bona fide occupational qualification in the selection and retention of employees, materials, supplies, contractors or subcontractors. SECTION 13: INTEGRATED AGREEMENT This agreement together with attachments or addenda represents the entire and integrated agreement between the County and the Jefferson County CHIMACUM FARMERS MARKET 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 Jefferson County Farmers Market. SIGNATURES ON THE NEXT PAGE Page: 4 of 14 Jefferson County Farmers Market • APPROVED and signed this 23 day of OC±1 i 2 02 3 asFFERsQ' VJEFFERSON COUNTY Attest: ' .•''r,`�"�4":9S:, /1' AR COMMISSIONERS 1 i. /2 C Carolyn 3allaway,CMC O,c �' °'• o ,Chair Clerk of the Board •... . / ''+ SHIN...Oa.. App//r++oved as to Form: """`""''N JEFFERSON COUNTY FARMERS MARKET O. , ( 4%-- Philip C. Hunsucker, Authorized Official /D/3//zo�3 Chief Civil Deputy Prosecutor October 16, 2023 Page: 5 of 14 Jefferson County Farmers Market EXHIBIT A Itemized List of Proposed Tourism Promotion Services 1)Itemized List of Proposed Tourism Promotion Services + Cost Chimacum Farmers Market Promotion Budget LTAC 2024 Funding 1 Promotion Type Source Cost Reach Notes Port Townsend Leader print advertisement In-kind S2,000.00 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 PON throughout the season Weekly spot on KPTZ,Apnl- 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 54 389 00 Farmers Market X S12/hr -10,000 readers Leader,40,000 PON readers Leader, PON,Visitor across the Co-promote the Port Townsend and Guide,Chamber Map LTAC $3.000.00 Peninsula Chimacum Farmers Markets Page 6 of 14 Jefferson County Farmers Market 16,500 viewers Weekly boosted post ads May- IFacebookfInstagram jLTAC 51,000.00 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 51.500 DO visitor centers and at our markets Distributed to the ' Port Townsend Visrtor Center, Sequirn 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, '1odgin9 LTAC $448000 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 53,50G. Arrecl 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 $2,000 001.349.000 readers events sections May-Sept,60 second video, Seattle/Bainbridge. Digital advertising on Edmondsierigston Seattle Pier 52 the WA State Ferries LTAC 55,800 0016.841 271 travelers terry routes Seattle Times digital 272.727 311 per 1 000 impressions run over advertisement LTAC $3,009.00 impressions the course of the market season 10.0004 distributed locally 120«local venues&drop boxes.WA Stale Ferry routes as well as unlimited Tracing the Fjord online ;Magazine LTAC $650.00 viewsidownloads. Full page ad sprinwsummer issue. -10,774 market Kids'Activities LTAC $750.00 shoppers $150 per month,5 months t -10 774 market Live music stipend,5200 per week, L1-iye Music Fund LTAC $4.400.00 shoppers 22 weeks Page 7 of 14 Jefferson County Farmers Market Music Coordinator -10.774 market Coordinating the CFM TUSliC Stipend LTAC $1,500.00 shoppers f UM Chirnacum regional advertisements, Staff Time Graphic $30 per hour,6 hours per month x 6 Design LTAC S1,080.00 'months Staff lime 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 $34,1198.96 -1 _ Total Advertising 1 Budget $69,084,76 I Page 8 of 14 Jefferson County Farmers Market 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 Organizations receiving fi,uline to promote fmti air.special event and tourism-related aetivitie;through tourism-related facilities owned or sponsored by non-profit orapi7ations or the local jurisdiction are required to complete this form for EACH activity_ 1 Organiratiat Name: Repotting Year: 2 Spon;at Type _1teCk toe): 0 50I c{3) 0 501(c)(6) 0 Local hut-diction 0Other Evalainc 3 Activity Name 4 Activity Type(Check rite): 0 Event Festival* 0 Facikty 0 Marketing' 5 Activity Start Date': 6 Activity End Date*: Total Cost of cnvitr S S Amount Requested: S 9 Amount Awarded S 10 Overall Attendance' 13 Number of Attendees D.ho Stayed Overnight m Urmthd A:commodanone a) Profited' a: Projected* b) Actual* b) Actual* c) Methodology(Check One: Direct Coum• c) Methodology(Check One ()Direct Comt' J'tIndirect Count* Rmreseniat ve Survey* :nditect Come CRepresentanve Survey' Irfnnral Survey* 01 Structured Ermare* lformal Survey* Structured Estimate* 00 h.(eupLe ): '^Other*plain): 11 Nttmbec of Arteadees Who Traveled 5.1 Miles or More* 14 lumber of Anendees Who Staved Ovesi_t m Paid Accaamsodaatnory• a) Projected* a) Projected' b) Actual* b) Actual* c) Methodology(Check One) 0 Direct Coucr* c) Methodology(Check One: i Direct Cmmt• °Indirect Come 0 Representanve Stacey* oldirect Count' °Representative Survey* Informal Survey* 0,Structured Eunnate' item'Sutter 0 Structured Estimate' Other(explain): 0 Ott 1-Number of Attendees Who Traveled from Another State or Comity* 15 Number of Paid I nlvinv Nighrs• a) Projected' a) Projected* b) Actual* bi Anita:' c) Methodology(Check One): Direct Colin' c) Methodology(Check One 0 Direct Count' 0Indirect Count* O�iRepresettanve Surrey* ndirect Come °Representative Survey' Worm-al Survey* t- Structured Estimate' :nfarmal Survey 0 Structured Estimate* °Otter(explain): Other(eeplain): *See Lodging Tax Yearly Reporting Definitions Instructions Name of Individual Who Prepared Report: Phone e: E-Mail Address: RETURN THIS FORM TO: Jefferson County Administrator's Office 1820 Jefferson Street P.O.Box 1220 Port Townsend-WA 98368 jeffboccva co.jeffersan.wa.us DEADLLNE:February 28th of Each Reporting Year Page 9 of 14 Jefferson County Farmers Market 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 Farmers Market EXHIBIT C 1 QUARTER Due by April 30th to afmcknight@ico.jefferson.wa.us Organization: Contact person: Mailing Address: Phone Number/Email: 1. LTAC Funds received from the County 1st QTR: ORGANIZATION Amount Received Overspent Refund TOTAL 1" Awarded From (+) Required QTR by JeffCo JeffCo Underspent LTAC (-)of LTAC FUNDS funds SPENT 2. LTAC funds spent by your organization 1st QTR (include 200 word limit regarding activities and funds spent with an itemized statement and supporting documentation ie: invoices paid, receipts from payment,): 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 Farmers Market EXHIBIT C 2nd QUARTER Due by July 31st to afmcknight@co.jefferson.wa.us Organization: Contact person: Mailing Address: Phone Number/Email: 1. LTAC Funds received from the County 2"d QTR: ORGANIZATION Total Total Overspent Refund TOTAL TOTAL 2nd Amount Received (+) Required I QTR QTR Awarded From Underspent LTAC LTAC by JeffCo JeffCo (-)of LTAC FUNDS FUNDS funds SPENT SPENT 2. LTAC funds spent by your organization 2nd QTR (include 200 word limit regarding activities and funds spent with an itemized statement and supporting documentation ie: invoices paid, receipts from payment,): 1. LTAC funds balance remaining 2"d QTR: 2. 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 Farmers Market EXHIBIT C 3rd QUARTER Due by October 31st to afmcknight@co.jefferson.wa.us Organization: Contact person: Mailing Address: Phone Number/Email: 1. LTAC Funds received from the County 3'd QTR: ORGANIZATION Total Total Overspent Refund TOTAL TOTAL 2nd TOTAL Amount Received (+) Required 1st QTR QTR 3rd QTR Awarded From Underspent LTAC LTAC LTAC by JeffCo JeffCo (-)of LTAC FUNDS FUNDS FUNDS funds SPENT SPENT SPENT 2. LTAC funds spent by your organization 3rd QTR (include 200 word limit regarding activities and funds spent with an itemized statement and supporting documentation ie: invoices paid, receipts from payment,): 2. LTAC funds balance remaining 3rd 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 13 of 14 Jefferson County Farmers Market EXHIBIT C 4th QUARTER Due by January 31"to afmcknight@ico.jefferson.wa.us Organization: Contact person: Mailing Address: Phone Number/Email: 1. LTAC Funds received from the County 4th QTR: ORGANIZATION Total Total Overspent Refund TOTAL TOTAL TOTAL TOTAL Amount Received (+) Required 1"QTR 2"QTR 3rd QTR 4th QTR Awarded From Underspent LTAC LTAC LTAC LTAC by JeffCo JeffCo (-)of LTAC FUNDS FUNDS FUNDS FUNDS funds SPENT SPENT SPENT SPENT 2. LTAC funds spent by your organization 4th QTR (include 200 word limit regarding activities and funds spent with an itemized statement and supporting documentation ie: invoices paid, receipts from payment,): 3. LTAC funds balance remaining 4th 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 Farmers Market ®�' DATE(MMIDD/YYYY) i E' CERTIFICATE OF LIABILITY INSURANCE 10/31/2023 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS_ CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES I • BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must be endorsed. If SUBROGATION IS WAIVED, subject'o the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). f PRODUCER CONTACT JIM R BELFORD(23563) PHONE JIM R BELFORD FAX • i . 112 E MEEKER (A/C.No.Eat): 253-435-1941 (A/C,No):253 435 1945 _ PUYALLUP,WA 98372-0000 ADDRESS: JIM.BELFORD@COUNTRYFINANCIAL.COM 1 INSURER(S)AFFORDING COVERAGE NAICA' i ' INSURER A: COUNTRY Mutual Insurance Company 20990 i r INSURED 7504470 INSURER B: i PO BOX O1384 COUNTY FARMERS MARKET INSURER C: 1 PORT TOWNSEND,WA 98368 INSURER D: ___S INSURER E: t j�, INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: Al THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS.- CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS. EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. . [INSRT ADDL SUBR POLICY EFF 1 POLICY EXP i LTR TYPE OF INSURANCE INSR WVD POLICY NUMBER (MM/DD/YYYY) (MMIDD/YYYY) LIMITS , GENERAL UABIUTY AB9295249 2/28/2023 2/28/2024 EACH OCCURRENCE $2,000,000 A ✓ COMMERCIAL GENERAL LIABILITY DAMAGE E SO RENTED -- __i PREMISES(Ea occurrence) $100.000 CLAIMS-MADE ✓ OCCUR MED EXP(Any one person) $10,000 _ PERSONAL&ADV INJURY $2,000,000 GENERAL AGGREGATE $4.000.00Q _ 4. 1 GEN'L AGGREGATEI GA_ LIMIT APPLIES PER: PRODUCTS-COMP/OP AGG $4,000,000 ✓ , POLICY je O LOC $ AUTOMOBILE UABIUTY CO MBI NED SINGLE LIMIT 3 500,00�___-- AB9295249 2/28/2023 2/28/2024 ,_ ANY AUTO BODILY INJURY(Per person) $ A• ALL OWNED SCHEDULED ` AUTOS ✓ AUTOS BODILY INJURY(Per accident) $ i NON-OWNED (PerOaccidentDAMAGE $ ✓ ✓HIRED AUTOS AUTOS $ UMBRELLA UAB OCCUR EACH OCCURRENCE $ {I' EXCESS UAB CLAIMS-MADE AGGREGATE $ DED I RETENTION$ $ t I WORKERS COMPENSATION WC STATU- OTH- --y AND EMPLOYERS'UABILITY Y/N TORY LIMITS ER ANY PROPRIETOR/PARTNER/EXECUTIVE E.L EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? N/A ' (Mandatory in NH) E.L DISEASE-EA EMPLOYEE $ .. If yes,describe under ` DESCRIPTION OF OPERATIONS below E.L DISEASE-POLICY LIMIT $ -f 1 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (Attach ACORD 101,Additional Remarks Schedule,if more space is required) vn Iir t l• CERTIFICATE HOLDER CANCELLATION rSHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE E JEFFERSON COUNTY THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN i ACCORDANCE WITH THE POLICY PROVISIONS. PO BOX 1220 PORT TOWNSEND,WA 98368 i AUTHORIZED REPRESENTATIVE I: -� // ©1988-2010 A •RD C k ' ORATION. All rights reserved. , I ACORD 25(2010/05) The ACORD name and logo are registered marks of ACORD • 1 Consent Agenda Commissioners Office JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners FROM: Adiel McKnight, Executive Assistant DATE: L e fy j, ,,.1.3 , 2023 SUBJECT: AGREEMENT re: 2024 Hotel Motel (Lodging Tax) Grant Funding; In the Amount of$15,000; Jefferson County Farmers Market STATEMENT OF ISSUE: This agreement provides grant funding for 2024 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 September 19, 2023 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 October 2, 2023. FISCAL IMPACT: Jefferson County Farmers Market $15,000 RECOMMENDATION: Approve and sign the agreement. REVIEWED BY: 7 s / 0,3 Mark McCaul:�'�, County Administrator Date: CONTRACT REVIEW FORM Clear Form (INSTRUCTIONS ARE ON THE NEXT PAGE) CONTRACT WITH: Jefferson County Farmers Market Contract No: LTAC JCFM Contract For: Chimacum Farmers Market Term: 2024 COUNTY DEPARTMENT: County Administrator Contact Person: Adiel McKnight Contact Phone: 102 Contact email: armcknight@co.jefferson.wa.us AMOUNT: $15,000 PROCESS: Exempt from Bid Process Revenue: _ Cooperative Purchase Expenditure: Si 5.000 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 125 • 0/411108 Amp ✓ Other: APPROVAL STEPS: STEP 1: DEPARTMENT CERTIFIES Ail 1 PLIAN' ' IT .i .0 AND CHAPTER 42.23 RCW. CERTIFIED: El N/A: �I '' _ �"I /C'/3• �1W Date STEP 2: DEPARTMENT CERTIFIE THE PE' 'ROPOSE P 1 ' CONTRACTING WITH THE COUNTY (CONTRACTOR) HAS N V BEE . BA'RED BY NY F ERAL, STATE, OR LOCAL AGENCY. CERTIFIED: U N/A: ❑� y�4�j �: /0•/3- Signature W` Date STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche): Electronically approved by Risk Management on 10/17/2023. STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche): Electronically approved as to form by PAO on 10/16/2023. 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 1