HomeMy WebLinkAboutTourisim Coordinating Council $275,000 - 102323 660 TCC, 16• ' 4/3
AGREEMENT FOR 2024 HOTEL-MOTEL FUNDING FOR TOURISM SERVICES
TOURISM COORDINATING COUNCIL
This Agreement is by and between JEFFERSON COUNTY(hereinafter known as
"COUNTY" and the JEFFERSON COUNTY TOURISM COORDINATING COUNCIL
(hereinafter known as "TCC").
WHEREAS, the TCC is established by the Board of County Commissioners through
Resolution No. 78-03 and its members are appointed by Board of County Commissioners; and
WHEREAS,the COUNTY desires to promote tourism by providing information to guests,
support and staff to information centers in unincorporated Jefferson County, as well as workshops,
conferences and materials to enhance productivity of visitor information centers in the promotion of
the tourism industry, 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 the Tourism Coordinating Council 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
The TCC shall use its capabilities and utilize up to$275,000 of funding provided under this
agreement to continue and update the ongoing performance of the following tourism promotion
services, as outlined below:
1. Fulfilling County Ordinance 02-0622-98 year-round, tourism promoter targeting regional
and global promotions on behalf of Jefferson County, consistent with the proposed TCC
Lodging Tax services and budget, a copy of which is incorporated herein and attached
hereto as Exhibit A.
2. Strategically target regional and global tourism promotions on behalf of the entire County.
Be the focal point for community involvement,act as a clearinghouse for community
organizations, and participate in planning and strategizing for tourism promotion.
3. Coordinate with the City of Port Townsend, State of Washington, United States
Government and other public and private agencies in the use of Hotel Motel Tax funds and
the promotion of tourism activities.
Page: 1 of 11 Tourism Coordinating Council
SECTION 2: RESPONSIBILITIES OF THE TOURISM COORDINATING COUNCIL:
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 marketing, services, programs and activities of the
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. Submit orders and invoices from marketing vendors to the County Administrator's Office
for payment by the County out of budgeted funding allocated for TCC activities
consistent with this Agreement.
3. For a minimum of six (6) years, maintain documented proof of payments made, contracts
executed, and other expenditures authorized under this Agreement. Upon reasonable
notice, provide access to County or State representatives to audit those records.
4. Funding provided by this Agreement may only be expended on the services described in
Section 1 of this Agreement. Any monies used for other services or purposes shall be
refunded to Jefferson County. Any monies under-expended of the total funding allocated
under this Agreement shall be retained in the Fund 125 Hotel/Motel fund balance.
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 TCC.
b. The amount of lodging tax revenue allocated for expenditure (whether actually
expended or not)by the TCC 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 the TCC 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$275,000 for 2024. Payment is to be predicated on submittal of
reports defined in Section 2. Except as provided below in Paragraph 3,payment will be
made by the COUNTY upon receipt of an invoice on the next available billing cycle.
Page: 2 of 11 Tourism Coordinating Council
3. The Countyshall establish a Fund 125 revolvingcheckingaccount, and the County
Administrator's Office may use it to pay time-sensitive orders and invoices for services
consistent with this Agreement, and that require payment sooner than a normal County
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. The TCC
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.
SECTION 8: COMPLIANCE WITH LAWS
The TCC shall comply with all Federal, State, and local laws and ordinances applicable to the
work to be done under this Agreement. This Agreement shall be interpreted and construed in
accord with the laws of the State of Washington and venue shall be in Jefferson County,
Washington.
SECTION 9: DISCRIMINATION PROHIBITED
The TCC with regard to the services to be completed under this agreement, will not discriminate
on the grounds of age, sex, marital status, sexual orientation, race, creed, color, national origin,
honorably discharged veteran or military status, or the presence of any sensory, mental, or
physical disability or the use of a trained dog guide or service animal by a person with a
disability, unless based upon a bona fide occupational qualification in the selection and retention
of employees, materials, supplies, contractors or subcontractors.
Page: 3 of 11 Tourism Coordinating Council
SECTION 10: INTEGRATED AGREEMENT
This agreement together with attachments or addenda represents the entire and integrated
agreement between the County and the TCC 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 TCC.
APPROVED and signed this ,,, ,�d y of a 4- , 2023
°A F RSO
s� ;GoMMiS �'0 s JEFFER 1 N COUNTY
Attest: _°C/ 'o••. O� B 1 ' ► i COM TONERS
)i /
arolyn allaway, CMC -,OT'• 'reg Brotberton, Chair
Clerk of the Board ''o�'Q '' ^' •p� .+�•
Approved as to Form: T 1 .I;,1 SM C 1 : ,, 1 INATING COUNCIL
10/18/2023
Philip C. Hunsucker, Authorized Official
Chief Civil Deputy Prosecutor
Page: 4 of 11 Tourism Coordinating Council
EXHIBIT A
Proposed 2022 Tourism Coordinating Council Lodging Tax Services and Budget
1. Itemized List of Proposed Tourism Promotion Services
Jefferson County • Tourism Coordinating Council
Organization (or Event) Name:
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).
Proposed budget vs. actual
I C( Budget 2 0)4 Pf Oposai ICC Budget 2023 pros,ess
-PeGled 3, 23 X 14 Jpdoriss/ ; s
saw(
13...ode!
Budget
Advertising Coiletersi 55,500 Advertising Collateral 54.000 311:4
:-....1 pieci, lc ; ,oeIes5,4s,.3 ._•slits 5,031:, ‘01•1114,4 I_St nacefrifeal III Get aw r,GLAp, 0 OW 6,07c
...11 c At %sec.4eprsrt• 2 000 Cleoetrs.'t,Lcdging-1st tui ail M. Rev nt 1 IOC 100C
L'occr:Jr t•ai I'll MO 01000(11..c.,I lel I C",i)rx; 4000
14*-1,:m111 Noe+24.4f,t, 10!")(1 Revs:mai 1.4.4,Offer-rsgs Ii!,,W; :C4'..,2
iisvc.h..ire-DI:trl:„A,Il 6,01DC grecn.ge t 0,S1rIbUtICt,
wr#.,1:3 Koll.,,e,Ciema,n 4..tg &5.:(a 1,46.4,4 i„jc 7A4) *OD 044`41`r4,Otrrlairi Rog g 50)t,e,Yea,4 Sut Is OM 2324
Ad t-e4e,Ne.Sen.-fa, :i ice'. Ad Croatm.iervices 15 OM 7.54
Advertising-Marketing 126,5.00 Advertising-Marketing 124,250 &Ina
.crfniCa.111,....brflpevitri 5 "AGM . -J _J"ICiler'S 78,004 i 14 7`,
Neel Markel ng N 01 DitiiiJ voice-. 29.250 Moil
;AM I C,..?"'SuP0Cft 4 ACV %AM'our Suppol 3 00C, :.
LI.,00 10,060 01 Vf"d01( ii Nine-300 1g Mr 10000
CO,P11,10,1.161 Tc7v13,1S,...min,t CollArw-wit,Cr, 2,000 Olv Per oi...4 rEtt.tr,SM 36,1101 t i.iildtotattc," 2 t.10 c a
VOA aartitioaton 6.XC ihrrA Partioparicr 6 00C 1000
Yee,Around T(..0 Campe,r: 1,JCO Year Ate-on43 TLC Lama.iir,1 16 uoi2 rsr,
s,ral,c r is rt.(,enGsa•gr,% tr lirr ' al.a'0,,.<154.”1:ICC'L1,71/.744/0-, IC COC 13034
Olympic Peninsula Tourism Comm,+Programs 65.000 Olympic Peninsula Tourism Comm. +Pros 65.000 4183:
:PT:
35.307 ::10 1 k. 35.CO: ;431:
( I A-Et ',4, •"'21i,,Cr.3.It-tviettt In it'r CraratA114!,v1Strat Pia-n =,,,,r4,,,ity,e ro_,,,,, , v,
Professional Services 53,000 Professional Services 51.750 2S337
Dt Mir*PS,`ii tikl dir.T.t tt: 14 MC 2c.iCA
"*.r..; : -•.g..! ,..,::.7 e,:.331.a.e esz.e-ses,47C 3,003
-"ava ,7',.,i!thie :cols): Ott,e E,,zense,,. ,pir "1SC 23/31
TOTAL Est.Budgeted Totals 300,000 TO Est,Budgeted Totals 195,000
me,irc
ri_lr.L 84..04€1 .)`",'VC Iti5sii6
Page 5 of 11 Tourism Coordinating Council
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 funding to promote festivals.special event and tounsm-related activities through tourism-related facilities
owned or sponsored by non-profit orgsni7ations or the local jurisdiction are required to complete this form for EACH activity.
1 Organization Name: Reporting Year.
2 Sponsor Type(Check One): 501(cx3) 0 50t(cx6) 0 Local Jurudictinn 0 Other(Egtlain):
3 Activity Name:
4 Activity TTpe(Check One): f+Event Twin:* t i Facility* 0 Malketinz'
5 Activity Start Date':
6 Activity End Date':
Iotal Cost of Activity. S
8 Amour Requested S
9 Amount Awarded: S
10 Overall Attendance• 13 Number of Attendees Who Stayed Overnight in Unpaid Accommodations*
a) Projected* a) Projected*
b) Actual* b) Actual*
c) Methodology(Check One): Direct Corns' c) Methodology(Check One): 0 tired Cotmt'
Oltrlirect Count* Representative Survey* °Indirect Count' °Repagentative Survey'
)nfornal Survey' Struct red Esimate" 0
Infmnia1 Survey' (3 Struinaed Estimate"
0ther*plain): 1.n tha(explain):
11 Number of Attendees Who Traveled 50 Miles or More 14 Number of Attendees Who Stayed Ovgnighr at Paid Accamrnori•iroas•
a) Projected* a) Projected*
b) Actual* b) Actual'
c) Methodology.(Check One): ()Direct Cams' c) Methodology(Check One): J Direct Count'
°Indirect Carat' 0 Representative Survey' 0 indirect Count* ORegmentative Survey
0 lnfonnal Survey" Structured Etiolate* 0 Informal Survey' 0 Stnxuued Estimar'
Other*plain): 0 Other(explain):
12 Number of Attendees Who Traveled from Another State or Country' 15 Number of Paid I nvt *ra Nights*
a) Projected' a) Projected'
b) Actual' b) Actual'
c) Methodology(Check One): �y Direct Count' c) Methodology(Check One): 0 Direct Count'
°Indirect Ca ()
Representative Representative Survey-' 0 ndirect Comet' ORepreseutadve Stacey'
0Informal Surly' ()Structured Estimate 0 Informal Survey' 0 Structured Estimate'
()Other(explain): a Other(explain):
*See Lodging Tax Yearly Reporting Definitions Instructions
Name of Individual Who Prepared Report
Phone=. E-Mail Address:
RETURN THIS FORM TO:
Jefferson County Administrator's Office
1S20 Jefferson Street
P.O-Box 1220
Port Townsend WA 98368
jeffiocc rco jefferson-wa.us
DE.3.DLENE:February 28th of Each Reporting Year
Page 6 of 11 Tourism Coordinating Council
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 7 of 11 Tourism Coordinating Council
EXHIBIT C 1 St QUARTER Due by April 30th to afmcknight@co.jefferson.wa.us
Organization:
Contact person:
Mailing Address:
Phone Number/Email:
1. LTAC Funds received from the County 1"QTR:
ORGANIZATION Amount Received Overspent Refund TOTAL lst
Awarded From et-) Required QTR
by JeffCo JeffCo
turnUnderspent 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 8 of 11 Tourism Coordinating Council
EXHIBIT C 2nd QUARTER Due by July 31"to afmcknight@ico.jefferson.wa.us
Organization:
Contact person:
Mailing Address:
Phone Number/Email:
1. LTAC Funds received from the County 2nd QTR:
ORGANIZATION Total Total Overspent Refund TOTAL TOTAL 2nd
Amount Received (+) Required 151 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 2nd 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 9 of 11 Tourism Coordinating Council
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 3rd QTR:
ORGANIZATION Total Total Overspent Refund TOTAL TOTAL 2nd TOTAL
Amount Received (+) Required Pt 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 3'd 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 10 of 11 Tourism Coordinating Council
EXHIBIT C 4th QUARTER Due by January 31"to afmcknight@jco.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 I"QTR 2' QTR 3rd QTR 4th QTR
Awarded Underspent LTAC LTAC LTAC LTAC
byJeffCo From
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 11 of 11 Tourism Coordinating Council
Consent Agenda
Commissioners Office
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
FROM: Adiel McKnight, Executive Assistant
DATE: Ode r21i' A . ,2023
SUBJECT: AGREEMENT re: 2024 Hotel Motel (Lodging Tax) Grant Funding; In the
Amount of$275,000; Tourism Coordinating Council
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:
Tourism Coordinating Council $275,000
RECOMMENDATION:
Approve and sign the agreement.
REVIEWED BY:
/0510-:?
Mark McCaule ounty Administrator Date:
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: Tourism Coordinating Council Contract No: LTAC TCC
Contract For: LTAC TCC Term: 2024
COUNTY DEPARTMENT: County Administrator
Contact Person: Adiel McKnight
Contact Phone: 102
Contact email: afmcknight@co.jefferson.wa.us
AMOUNT: $275,000 PROCESS: ` Exempt from Bid Process
Revenue: _ Cooperative Purchase
Expenditure: $275,000 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 1255573 ' 11102 ✓ Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES CO LIANC IITH J C 3.5 .080 AND CHAPTER 42.23 RCW.
CERTIFIED: ❑ N/A:a lQ'av '-
Sign ure � Date
STEP 2: DEPARTMENT CERTIFIE THE -PERSON T 0:�11 -.1 FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS N T EN BA ED A Y FEDERAL, STATE, OR LOCAL
AGENCY.
CERTIFIED: ❑ N/A: E] Q ,/a� '
Signatur Date
STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Lasertirhe):
Electronically approved by Risk Management on 10/17/2023.
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Lasert'iche):
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