HomeMy WebLinkAboutProduction Alliance, The (ins ex 060124) - 102323 tr'`J -rpi iC.2-? + 9an
AGREEMENT FOR 2024 HOTEL-MOTEL FUNDING FOR TOURISM SERVICES
THE PRODUCTION ALLIANCE—2024 SEASON OF EVENTS
This Agreement is by and between JEFFERSON COUNTY(hereinafter known as
"COUNTY" and THE PRODUCTION ALLIANCE—2024 SEASON OF EVENTS (hereinafter
known as "TPA").
WHEREAS, The Production Alliance is a non-profit corporation of the State of
Washington; and
WHEREAS,the COUNTY desires to promote tourism in unincorporated Jefferson County, �^
as authorized by Chapter 67.28 RCW and Jefferson County Code Chapter 3.25; and
WHEREAS,the Jefferson County Lodging Tax Advisory Committee reviewed and
recommended funding the lodging tax proposal by TPA 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
TPA shall use its capabilities and utilize up to$55,000 of funding provided under this agreement to
promote Jefferson County Events,restricted to any of the promotional expense items identified as
"LTAC"in the itemized list of proposed tourism promotion services,a copy of which is
incorporated herein as Exhibit A.
• Website Development&Design
• Videography&Photography
• Marketing&Advertising
• Graphic Design& Printing
• Administration of Tourism Events
• Event Equipment
• Entertainment Displays
SECTION 2: RESPONSIBILITIES OF THE PRODUCTION ALLIANCE:
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 TPA for the prior
quarter under this Agreement;
• 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 first half of the
current year.
Page: 1 of 13 The Production Alliance 2024 Season of Events
3. For a minimum of six (6) years, maintain documentedproof of payments
p yments 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 Hotel/Motel Fund. Any monies under-expended of the total
funding allocated under this Agreement shall be refunded to Jefferson County by January
31, 2024.
5. By February 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 TPA.
b. The amount of lodging tax revenue allocated for expenditure(whether actually
expended or not)by TPA 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 TPA 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$55,000 for 2024. Semiannual payments of$27,500 will be
made, beginning with the first quarter of 2024. Payments are 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. Work performed during the term and pursuant to this Agreement,but prior to its
complete execution, is hereby ratified.
SECTION 5: ASSIGNMENT
Either party to the agreement shall not assign this Agreement, except by signed amendment.
SECTION 6: MODIFICATION
This Agreement may be modified by mutual written agreement executed by both parties.
Page: 2 of 13 The Production Alliance—2024 Season of Events
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. TPA 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, TPA 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
TPA 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 TPA's negligence or breach of an
of its obligations under this Agreement; provided that nothing herein shall require TPA 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) TPA'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 TPA's negligence, or the negligence of TPA's agents or employees.
TPA specifically assumes potential liability for actions brought against the COUNTY by TPA's
employees,including all other persons engaged in the performance of any work or service required
of TPA under this Agreement and, solely for the purpose of this indemnification and defense, TPA
specifically waives any immunity under the state industrial insurance law, Title 51 RCW. TPA
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
TPA shall obtain and keep in force during the term of the Agreement,or as otherwise required,the
following insurance:
A. Commercial General Liability Insurance. TPA 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). TPA shall maintain workers' compensation
insurance at its own expense,as required by Title 51 RCW, for the term of this Agreement and
shall provide evidence of coverage to Jefferson County Risk Management, upon request.
Page: 3 of 13 The Production Alliance—2024 Season of Events
SECTION 10: INDEPENDENT CONTRACTOR
TPA and the COUNTY agree that TPA 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 TPA nor any
employee of TPA 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 TPA,
or any employee, representative,agent or contractor of TPA. TPA 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
TPA 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
TPA 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 TPA 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 TPA.
oN►N►►MN /
APPROVED and Sipe ieusE N''; of a ,2023.
.•GpMM/SS� 1.
yi 2'(JAFFE N COUNTY
Attest: m �:rip COMMISSIONERS
eq. 0, 671,cf,,
Carolyn allaway, CMC ,�cH IN(3-C ''''Greg Brotherton, C hair
Clerk of the Board """"" "��
Approv d as to Form: TH PRODUCTION ALLIANC
0C 1
- 10/18/2023 / 2
Philip C. Hunsucker, u orized Official !!!!
Chief Civil Deputy Prosecutor ' ►(L X a c,n, rN�
�ctGuTIVCJ�/�re 0
Page: 4 of 13 The Production Alliance—2024 Season of Events
EXHIBIT A
Itemized List of Proposed Tourism Promotion Services
The
LTAC Section 1.Itemized IL... propaw.t1 service.c and estimated tom k ?kr& PrO0Uctj On
%,.11-- Alliance
Administration & Tourism Event Operations . ...........TOTAL=S44,000
• TM Marketing Coordinator............... ............ ..............S15,000
Graphic design,website,social media.mulk mail marketing,event brochures,posters,
flyers and handbills for Street Team,banners and signage,merchandise
• TPA Event Coordinator....................... .._ ,.„, ........ .............. ......$10,000
Administration,planning, logistics. management of fiseai sponsors and financial
reporting,management of contractors
rormanon and development of partnerships with local hotels in Jefferson County
• TPA Volunteer Coordinator................ „., „ „ ..... ................ ......S5,000
Recruitment.plarnning,naming.and day-of activities associated with event volunteer staff
• TPA'Technical Director.........„ „ . .... .. ................... ......... „ ,,$5,000
Audio,stage.,lighting,and technical event coordination
• Miscellaneous Event Contractors, _ ...............................„ „
• Officv at Fort Warden and storage rental fees. S2,500
• Permitting,licensing,event insurance .$3,500
Graphic Design & Printing TOTAL S18.000
• Printing&distribution.......... _ „................. . S I 0,000
.-. Event brochures
c Posters
r• Flyers and handbills tar Street Team
Banners and signage
• Visual artist commissions for new event designs........ .....................$3,000
• Marketing and PR Contractors ... , ..... ..............S3,000
• "Street Team"'to hang posters etc. in public apices S2,000
Marketing& Advertising TOTA1..= 514,500
Through a cohesive and creative marketing campaign,TPA will increase brand awareness through onsite,
print and digital marketing,including promotion of Jefferson County events.festivals and other tourist
attractions. TPA Marketing Coordinator will develop a robust strategic plan for 2024 season of events to
increase social media engagement,drive traffic to website„and increase impressions click-through rate.
We will work with local marketing coordinators to enhance visitor experience,community engagement,
and data collection, including improved systems for capturing of visitation data(le where people are
coming from,collected at day of event). We also will enhance visitor experience through engagement
ith skilled-front of house"staff,which will also be prumoting future events.
• Targeted print adNenising................... „ .............................. .S1 0,000
▪ Strait Up Magazine
▪ Pon Townsend&Jefferson County Leader Getaway Guide
O PON Olympic Peninsula Visitor Guides 12
Page: 5 of 13 The Production Alliance —2024 Season of Events
Z. II, The
rar..ei Pro
L7:4C Sevtion I.Itemized lc.: pnymard trrvercc wad csitima1ed orosis ductionnit- Alliance
c- Banners& signage along Highway 19,20, 101 and 104
Postering on WSDOT Ferries
• Postcring in major metropolitan areas along 1-5 corridor
• Targeted digital advertising on the following platforms . $3,000
Facehook. instagram. YouTube
Google AdWords
The Leader(local newspaper)
• Major metropolitan news sites
s• Popular arts,culture,and travel blogs
• Radio ads ..S 1.300
Videographl, & Photography TOTAL =57,000
TPA will hire a local videographer photographer to collect digital content throughout the TPA Season of
Events. The videographer photographer will be tasked to capture specitic content creation far wcbute,
printdigital advertising.YouTuhe,and social media. The new content will then be developed into 30-to
60-second teaser reds and 60-to 1 -second videos with comrprehensive evert information for promotion
on website, YouTube and social media. All high-quality content will then he stnred in an online library
for future print and digital marketing purposes.
• Photographer at events S2,000
• Videographer.editing and post production........................... . . S5,0IX)
Event Expenses and Equipment .TOTAI. = 58,000
• Venue fees
• Rental of tools,equipment,and materials fur day-of event.. S1,000
• Construction materials,small tools,and equipment.......... ...... . . . , . S3,000
• Food and beverage for events.... . . „ . , . . ................S2,04X)
Entertainment TOTAL $7,000
TPA uses creative large displays and spectacles for community enjoyment such as Fireworks,drone light
shows, and more. We also draw upon our large network of musicians. performers, and artists to bring
excitement and fun to all of our events.
• Fireworks display for Final Night(New Year's Eve celebration). . .... ....... .........................S2,000
• Musician and performing artists.................. . .. , ....................S5,000
"-
Page: 6 of 13 The Production Alliance—2024 Season of Events
mg, he
LTAC Section I. Itemized lift of proposed services and extiniaied costs PrO.CluCtiOn
Alliance
Website Deselopment & Design trovevireliot4444 TOTAL=$5,000
The TPA website acts as the primary hub of event and partner information,and is a repository for graphic
design,video content,and event organization. TPA strives to continually tmprose our website in order to
draw more visitors and support partner organizations, and highlight what makes our community so great
We plan to use LrAc-funds in the following ways:
• Websitc maintenance performed by TPA Informatitin Manager.50 hours at$100(hr.......55.000
Extensive debugging,testing, and optimizations of existing website
(hups:.Ytheproductionallianceorg
Improved database and server backups with enhanced analytic tools to track visitor
di:mow:Thum, including geography to better estimate percentage of out of county visitorii
▪ Improved search engine optimiration SE0)to increase traffic to website and improve
ranking in organic searches
Improved user experieuce including navigation and site responsiveness
Site optimized for improved mobile user experience
Error and activity logs to aid in rapid debugging
• Enhancing website security and backups of database
Data audit clean up accumulated database and tech debt to maintain data integrity
Overhaul and build ow of infrastructure to support:
• User profiles
• Volunteer recruitment and retamment
• Tcnt'acity equipment rcservalimr.syslcm
Page: 7 of 13 The Production Alliance—2024 Season of Events
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 5 nrlin,L,to promote festivals,special eve and tourism-related activities through tourism-related facilities
owned or sponsored by non-profit organizations or the local jurisdiction are required to complete this form for EACH activity_
1 Organintim Name: Reporting Yew.
2 Sponsor Type(Check One): j 501,c);3) 0 501(c)(6) 0 Local Jurisdiction Ceder(Emden.):
3 Activity Nana
4 Acnvity Type(Check One): EventTenva1* 0 Facility °Marketing*
S Activity Stan Date*:
6 Activity End Dates:
7 Total Cost of Activity: $
8 Amount Requested: $
9 Amount awarded: $
10 Overall.Attendance* 13 Number of Attendees Who Staved Ov m rhr m unpaid Atcan,mniatiow*
a) Projected* a) Projected*
b) Actual* b) Actual*
c) Methodology(Check One) (Direct Come c) Methodology(Check One): Q Direct Come
°Indirect Coon* °Representative Survey* indirect Come °Representative Survev*
irf m+a1 Survey* Strucnned Emulate* Inhemal Survey* ()Structured Estimate*
°Othr(explain): of er(evplain):
11 Number of Attendees Who Traveled 50 Miles or More• 14 Number of Attendees Who Stayed Ov ern ihr m Paid Arcammodanons*
a) Projected* a) Projected*
b) Actual* b) Actual*
c) Met odologv(Check One) °Direct Cm* c) Methodology(Check Ceei: Direct Come
8Indirect Coma' 0 Repaese tative Surer Indirect Corot* Representative Surey'
In5oamal Survey* 0 Structured Estimate' Informal Survey 0 Structured Estimate*
0O ( ): a Otha( »:
12 Number of Attendees Who Traveled from Another State or Country* 15 Number of Paid J Meow Nights*
a) Projected* a) Projected•
b) Actual* b) Actual*
c) Methodology(Cheer C cs Direct Cm' c) Methodology(Check tame):�y 0 Direct Come
Indirect Count* JRzpresemarive Slaver 0Indrect Count* ORepreseatative Slaver
0 hifoamal Survey )Structured Esamvte• 0lnbormal Survey' 0 Structured Estimate*
Qo (explain): + Other(explain):
x See Lodging Tax Yearly Reporting Definitions Instructions
Name of Indirrdual Who Prepared Report
Phone : E-Mail Address:
RETURN THIS FORM TO:
Jefferson County Administrator's Office
1820 Jefferson Street
P.O.Box 1220
Port Townsend_WA 98368
jeflboccico jefferson.vra.us
DEADLINE:February 28th of Each Reporting Year
Page: 8 of 13 The Production Alliance—2024 Season of Events
LTAC Yearly Reporting
Definitions/Instructions
Activity Type: Event/Festival: Short-term activity occurring between specific dates(e.g.,4th of July celebration,local
marathon)
Facility: Municipally-owned facility that operates some or all of the year(e.g.,county historical museum,
convention center)
Marketing:Activity that provides information to encourage visitors to an area;is typically a year-round activity
but may also operate for less than a full year.
Activity Date: Activity beginning and ending dates.
Actual: Persons estimated to have actually participated in event/festival or visiting a facility. For marketing activity,
enter the number of persons estimated to have actually visited area as result of marketing activity.
Projected: Persons expected to participate in event/festival or visiting a facility. For marketing activity,enter the number
of persons expected to visit area as result of marketing activity.
Methodology: Select the methodology used to estimate the actual number of visitors/participants.
Direct Count:Actual count of visitors using methods such as paid admissions or registrations,clicker counts at
entry points,vehicle counts or number of chairs filled.A direct count may also include information collected
directly from businesses,such as hotels,restaurants or tour guides, likely to be affected by an event.
Indirect Count: Estimate based on information related to the number of visitors such as raffle tickets sold,
redeemed discount certificates,brochures handed out,police requirements for crowd control or visual estimates.
Representative Survey: Information collected directly from individual visitors/participants.A representative
survey is a highly structured data collection tool,based on a defined random sample of participants,and the
results can be reliably projected to the entire population attending an event and includes margin of error and
confidence level.
Informal Survey: Information collected directly from individual visitors or participants in a non-random
manner that is not representative of all visitors or participants. Informal survey results cannot be projected to the
entire visitor population and provide a limited indicator of attendance because not all participants had an equal
chance of being included in the survey.
Structured Estimate: Estimate produced by computing known information related to the event or location.For
example,one jurisdiction estimated attendance by dividing the square footage of the event area by the
international building code allowance for persons(3 square feet).
Other: (please describe)
Overall Attendance: Total projected and estimated actual attendance recorded for event, facility or resulting from marketing
activity.
Total Attendees Traveling 50 miles or more:
Total: Total projected and estimated actual number of visitors traveling more than 50 miles to attend event or facility.
For marketing organizations,report visitors traveling more than 50 miles to visit area.
Of total,attendees who traveled from another state or country: Of the total projected and estimated actual number of
visitors traveling more than 50 miles to attend event or facility or visit area,report projected and estimated actual number
of visitors who traveled from another state or country.
Attendees who stayed overnight:
Paid Accommodations: Total projected and estimated actual number of visitors staying in paid lodging establishments
such as hotels,motels,bed and breakfasts,etc.
Unpaid Accommodations: Total projected and estimated actual number of visitors staying in unpaid accommodations
such as family and friends.
Paid Lodging Nights: Total projected and estimated actual number of paid lodging nights.One Lodging night=one or more
persons occupying one room for one night.
Page: 9 of 13 The Production Alliance—2024 g Season of Events
EXHIBIT C 1st QUARTER Due by April 30th to afmcknightftco.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 lst
Awarded (+) Required QTR
by JeffCo From Underspent LTAC
JeffCo (_)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: 10 of 13 The Production Alliance—2024 Season of Events
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 1st QTR QTR
Awarded From Underspent LTAC LTAC
by JeffCo JeffCo (-)of LTAC FUNDS FUNDS
funds SPENT SPENT
2. LTAC funds spent by your organization 2"d 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: 11 of 13 The Production Alliance—2024 Season of Events
EXHIBIT C 3rd QUARTER Due by October 31s1 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 2"d TOTAL
Amount Received (+) Required 1"QTR QTR 3rd QTR
Awarded Underspent LTAC LTAC LTAC
by JeffCo From (-)of LTAC FUNDS FUNDS FUNDS
JeffCo funds SPENT SPENT SPENT
2. LTAC funds spent by your organization 3`d 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: 12 of 13 The Production Alliance—2024 Season of Events
EXHIBIT C 4th QUARTER Due by January 31"to afmcknightPco.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 2nd QTR 3rd QTR 4th QTR
Awarded From Underspent LTAC LTAC LTAC LTAC
by JeffCo From (-)of LTAC FUNDS FUNDS FUNDS FUNDS
JeffCo
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: 13 of 13 The Production Alliance—2024 Season of Events
Issue Date 5/16/2023 Cert#:0000043201
Non Profit Insurance Program
Certificate of Coverage
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONVEYS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES
NOT AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.THIS CERTIFICATE OF COVERAGE DOES NOT CONSTITUTEA 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 SUBROGRATION IS WAIVED,subject to the terms and conditions of
the policy,certain coverage may require an endorsement.A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
PRODUCER COMPANIES AFFORDING COVERAGE
Clear Risk Solutions GENERAL LIABILITY
451 Diamond Drive American Alternative Insurance Corporation,et al.
Ephrata,WA 98823
AUTOMOBILE LIABILITY
American Alternative Insurance Corporation,et al.
INSURED PROPERTY
American Alternative Insurance Corporation,et al.
StrongerTowns
The Production Alliance MISCELLANEOUS PROFESSIONAL LIABILITY
1239 Taylor Street Princeton Excess and Surplus Lines Insurance Company
Port Townsend,WA 98368
COVERAGES
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE COVERAGE PERIOD
INDICATED, NOT WITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF 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.
TYPE OF INSURANCE POLICY NUMBER POLICY EFF POLICY EXP DESCRIPTION LIMITS
DATE DATE
GENERAL LIABILITY
COMMERCIAL GENERAL LIABILITY N1-A2-RL-0000013-13 6/1/2022 6/1/2023 PER OCCURRENCE $1,000,000
OCCURRENCE FORM PER MEMBER AGGREGATE $2,000,000
INCLUDES STOP GAP PRODUCT-COMP/OP $1,000,000
PERSONAL&ADV.INJURY $1,000,000
(LIABILITY IS SUBJECT TO A$250,000 SIR PAYABLE FROM PROGRAM FUNDS) ANNUAL POOL AGGREGATE $50,000,000
AUTOMOBILE LIABILITY
ANY AUTO N1-A2-RL-0000013-13 6/1/2022 6/1/2023 COMBINED SINGLE LIMIT $1,000,000
(LIABILITY IS SUBJECT TO A$250,000 SIR PAYABLE FROM PROGRAM FUNDS) ANNUAL POOL AGGREGATE NONE
PROPERTY
N1-A2-RL-0000013-13 6/1/2022 6/1/2023 ALL RISK PER OCC EXCL EQ&FL $75,000,000
EARTHQUAKE PER OCC Excluded
FLOOD PER OCC Excluded
(PROPERTY IS SUBJECT TO A$250,000 SIR PAYABLE FROM PROGRAM FUNDS) ANNUAL POOL AGGREGATE NONE
MISCELLANEOUS PROFESSIONAL LIABILITY
N1-A3-RL-0000060-13 6/1/2022 6/1/2023 PER CLAIM $1,000,000
(LIABILITY IS SUBJECT TO A$250,000 SIR PAYABLE FROM PROGRAM FUNDS) ANNUAL POOL AGGREGATE $40,000,000
DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/SPECIAL ITEMS
Regarding use of the Pope Marine Building for the Rhody Weekend Opening Ceremony held May 19th,2023.City of Port Townsend is named as Additional Insured
regarding this event only and is subject to policy terms,conditions,and exclusions.Additional Insured endorsement is attached.Host Liquor Liability is included in the
General Liability coverage with a limit of$1,000,000.
CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN ACCORDANCE
WITH THE POLICY PROVISIONS.
CERTIFICATE HOLDER AUTHORIZED REPRESENTATIVE
City of Port Townsend
250or Madison
wnse Std,Wt,Suite 1 �/� //t.
Port Townsend,WA 98368
Consent Agenda
Commissioners Office
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
FROM: Adiel McKnight, Executive Assistant
DATE: cfc` , 2023
SUBJECT: AGREEMENT re: 2024 Hotel Motel (Lodging Tax) Grant Funding; In the
Amount of$55,000; The Production Alliance
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:
The Production Alliance $55,000
RECOMMENDATION:
Approve and sign the agreement.
REVIEWED BY:
a / Z-3
Mark McCaule unty Administrator Date:
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: The Production Alliance Contract No: LTAC TPA
Contract For: LTAC TPA Term: 2024
COUNTY DEPARTMENT: County Administrator
Contact Person: Adiel McKnight
Contact Phone: 102
Contact email: afmcknight@co.jeferson.wa.us
AMOUNT: $55,000 PROCESS: — Exempt from Bid Process
Revenue: Cooperative Purchase
Expenditure: $55,000 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 12555730/411123 ✓ Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES CO LIA IT C . 5 80 AND CHAPTER 42.23 RCW.
CERTIFIED: ❑ N/A: •Jip 3
ig ature Date
STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT B N BARRED Y ANY FEDERAL, STATE, OR LOCAL
AGENCY.
C CERTIFIED: ❑ N/A: El
/1.' 4 "
nature Date
STEP 3: RISK MANAGEMENT REVIEW(will be added e tronicalb through Laserfche):
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 10/18/2023.
County standard LTAC grant 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
1
Issue Date 1/18/2024 Cert#:0000045179
Non Profit Insurance Program
Certificate of Coverage
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONVEYS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES
NOTAMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.THIS CERTIFICATE OF COVERAGE 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 SUBROGRATION IS WAIVED,subject to the terms and conditions of
the policy,certain coverage may require an endorsement.A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
PRODUCER COMPANIES AFFORDING COVERAGE
Clear Risk Solutions GENERAL LIABILITY
451 Diamond Drive American Alternative Insurance Corporation,et al.
Ephrata,WA 98823
AUTOMOBILE LIABILITY
American Alternative Insurance Corporation,et al.
INSURED PROPERTY
American Alternative Insurance Corporation,et al.
StrongerTowns
The Production Alliance MISCELLANEOUS PROFESSIONAL LIABILITY
1239 Taylor Street Princeton Excess and Surplus Lines Insurance Company
Port Townsend,WA 98368
COVERAGES
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE COVERAGE PERIOD
INDICATED, NOT WITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF 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.
TYPE OF INSURANCE POLICY NUMBER POLICY EFF POLICY EXP DESCRIPTION LIMITS
DATE DATE
GENERAL UABILITY
COMMERCIAL GENERAL LIABILITY N1-A2-RL-0000013-14 6/1/2023 6/1/2024 PER OCCURRENCE $1,000,000
OCCURRENCE FORM PER MEMBER AGGREGATE $2,000,000
INCLUDES STOP GAP PRODUCT-COMP/OP $1,000,000
PERSONAL&ADV.INJURY $1,000,000
(LIABILITY IS SUBJECT TO A$350,000 SIR PAYABLE FROM PROGRAM FUNDS) ANNUAL POOL AGGREGATE $50,000,000
AUTOMOBILE LIABILITY
ANY AUTO N1-A2-RL-0000013-14 6/1/2023 6/1/2024 COMBINED SINGLE LIMIT $1,000,000
(LIABILITY IS SUBJECT TO A 350,000 SIR PAYABLE FROM PROGRAM FUNDS) ANNUAL POOL AGGREGATE NONE
PROPERTY
N1-A2-RL-0000013-14 6/1/2023 6/1/2024 ALL RISK PER OCC EXCL EQ&FL $75,000,000
EARTHQUAKE PER OCC Excluded
FLOOD PER OCC Excluded
(PROPERTY IS SUBJECT TO A$350,000 SIR PAYABLE FROM PROGRAM FUNDS) ANNUAL POOL AGGREGATE NONE
MISCELLANEOUS PROFESSIONAL LIABILITY
N1-A3-RL-0000060-14 6/1/2023 6/1/2024 PER CLAIM $1,000,000
(LIABILITY IS SUBJECT TO A$350,000 SIR PAYABLE FROM PROGRAM FUNDS) ANNUAL POOL AGGREGATE $40,000,000
DESCRIPTION OF OPERATIONS!LOCATIONS I VEHICLES!SPECIAL ITEMS
Evidence of Coverage only.
CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN ACCORDANCE
WITH THE POLICY PROVISIONS.
CERTIFICATE HOLDER AUTHORIZED REPRESENTATIVE
Jefferson County
PO Box 1220 OVIsLUOI1
Port Townsend,WA 98368 \�