HomeMy WebLinkAboutCONSENT LTAC Forks Chamber Consent Agenda
Commissioners Office
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
FROM: Adiel McKnight, Executive Assistant
DATE: be4�0 23, 202�
SUBJECT: AGREEMENT re: 2025 Hotel Motel (Lodging Tax) Grant Funding; In the
Amount of$61,297; Forks Chamber of Commerce
STATEMENT OF ISSUE:
This agreement provides grant funding for 2025 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 November 22, 2024 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 December 9, 2024.
FISCAL IMPACT:
Forks Chamber of Commerce $61,297
RECOMMENDATION:
Approve and sign the agreement.
REVIEWED BY:
Mark McCauley, C ty Administrator ate:
i
I
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: FORKS CHAMBER OF COMMERCE Contract No: LTAC FORKS
Contract For: Lodging Tax Funding for Forks Chamber of Commerce Term: Jan-Dec 2025
COUNTY DEPARTMENT: County Administrator
Contact Person: Adiel McKnight
Contact Phone: 102
Contact email: afmcknight@co.jefferson.wa.us
AMOUNT: 61,297 PROCESS: Exempt from Bid Process
Revenue: Cooperative Purchase
Expenditure: 61,297 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 12555730/411106 Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES CO IANC IT JC .08 ND CHAPTER 42.23 RCW.
CERTIFIED: ■❑ N/A: ��'�
Si Date
STEP 2: DEPARTMENT CERTIFIES THE PERSON PRO S FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT EN BARRE BY ANY FEDERAL, STATE, OR LOCAL
AGENCY.
CERTIFIED: a N/A:
ignature Date
STEP3: RISK MANAGEMENT REVIEW(will he added a ctronically through Laserfiche):
Electronically approved by Risk Management on 12/19/2024.
S I F P 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 12/19/2024.
Template pre-approved by PAO. Thank you for making the corrections.
STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND
PROSECUTING ATTORNEY(IF REQUIRED). Q
STEP 6: CONTRACTOR SIGNS W
STEP 7: SUBMIT TO BOCC FOR APPROVAL ZZ
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I �
AGREEMENT FOR 2025 HOTEL-MOTEL FUNDING FOR TOURISM SERVICES
FOR FORKS CHAMBER OF COMMERCE
This Agreement is by and between Jefferson COUNTY, Washington (the COUNTY) and
FORKS CHAMBER OF COMMERCE("RECIPIENT").
WHEREAS, RECIPIENT is a non-profit corporation registered with the Secretary of State
of the State of Washington under UBI number 602 909 174;and
WHEREAS, the COUNTY desires to promote tourism in unincorporated Jefferson
COUNTY,as authorized by Chapter 67.28 RCW and Chapter 3.25 Jefferson COUNTY Code;and
WHEREAS, the COUNTY appointed the Jefferson COUNTY Lodging Tax Advisory
Committee("LTAC")to review and recommend lodging tax proposals submitted to the COUNTY,
as authorized by RCW 67.28.1817 and Chapter 3.25 Jefferson COUNTY Code;and
WHEREAS,RECIPIENT submitted a qualified lodging tax proposal to the LTAC;
WHEREAS, the LTAC reviewed and recommended funding all or part of RECIPIENT's
qualified lodging tax proposal to the Jefferson County Board of Commissioners;
WHEREAS, the Jefferson County Board of Commissioners reviewed the LTAC
recommendation for funding all or part of RECIPIENT's qualified lodging tax proposal and
finalized an award of$61,297 for the purposes recommended by the LTAC ("Final LTAC Award");
IN CONSIDERATION of the mutual covenants and agreements herein it is agreed by the
parties as follows:
1. SERVICES TO BE PERFORMED USING THE LTAC AWARD
a. RECIPIENT shall use its capabilities and utilize up to the total amount of Final LTAC
Award for the approved tourism promotion services listed in Exhibit A and for no other
purpose during the 2025 fiscal year.
b. If the Final LTAC Award does not specify the approved tourism promotion services, then
the use of the amounts approved in the Final LTAC Award shall be limited to the proposed
tourism promotion services listed in RECIPIENT's proposal for the 2025 fiscal year, a copy
of which is attached as Exhibit B.
2. RESPONSIBILITIES OF RECIPIENT
a. On or before January 31; April 30; July 31; October 31, 2025; and January 31, 2026,
RECIPIENT shall provide to the COUNTY all of the following,which are more specifically
described in Exhibit C:
i. A quarterly report of the use, services, programs and activities of RECIPIENT
under this Agreement for the prior quarter;
ii. 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 2025.
LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 1 of 36
iii. On or before January 31, 2026 or upon execution of this Agreement, whichever is
later,provide to the COUNTY: A billing invoice requesting payment of Hotel-
Motel Funding for the 2025 fiscal year.
b. 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.
c. 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,
2026.
d. By February 281h of each year provide all of the following information on EXHIBIT D,
attached hereto and incorporated by reference for the previous year.
i. Each festival, event, or tourism facility owned and/or operated by RECIPIENT.
ii. The amount of lodging tax revenue allocated for expenditure (whether actually
expended or not)by RECIPIENT on each festival, event or tourism facility.
iii. 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).
iv. Estimated lodging stays. ("Lodging" refers to commercial lodging such as hotels,
motels, resorts,bed and breakfasts, or commercial campgrounds).
v. Measurements that demonstrate the impact of increased tourism attributable to the
event, festival or facility.
3. RESPONSIBILITY OF JEFFERSON COUNTY
a. The COUNTY shall provide RECIPIENT funding from Hotel-Motel Tax receipts to be used
in support of their responsibilities as defined under this Agreement.
b. Said funding is in the amount of the Final LTAC Award for the 2025 fiscal year. Payment is
conditioned on full compliance with this Agreement, including but not limited to, the
submittal of the reports required by Section 2.
c. Payment shall be made by the COUNTY upon receipt of an invoice on the next available
billing cycle.
4. TERM
This Agreement shall be for a term of one year, commencing on January 1, 2025 and ending on
December 31, 2025, except for the reports required in Section 2, which are due January 31, 2026
and February 28,2026.
LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 2 of 36
5. ASSIGNMENT
A parry's interests in this Agreement may not be assigned to any other person.
6. TERMINATION
a. This 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.
b. RECIPIENT 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, RECIPIENT 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.
7. HOLD HARMLESS
a. RECIPIENT 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 RECIPIENT's negligence or breach of an of its obligations under this
Agreement; provided that nothing herein shall require RECIPIENT 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) RECIPIENT'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 RECIPIENT's negligence,
or the negligence of RECIPIENT's agents or employees.
b. RECIPIENT specifically assumes potential liability for actions brought against the
COUNTY by RECIPIENT's employees, including all other persons engaged in the
performance of any work or service required of RECIPIENT under this Agreement and,
solely for the purpose of this indemnification and defense, RECIPIENT specifically
waives any immunity under the state industrial insurance law, Title 51 RCW.
RECIPIENT recognize that this waiver was specifically entered into pursuant to
provisions of RCW 4.24.115 and was subject of mutual negotiation.
8. INSURANCE
RECIPIENT shall obtain and keep in force during the term of this Agreement, or as otherwise
required,the following insurance:
a. Commercial General Liability Insurance. RECIPIENT shall maintain commercial general
liability coverage on a form acceptable to Jefferson COUNTY Risk Management for
LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 3 of 36
bodily injury, personal injury, and property damage, with a limit of not less than in the
amount of at least $1 million per occurrence, for bodily injury, including death, and
property damage; and
b. Worker's Compensation (Industrial Insurance). RECIPIENT shall maintain workers'
compensation insurance at its own expense, as required by Title 51 RC W, for the term of
this Agreement and shall provide evidence of coverage to Jefferson COUNTY Risk
Management, upon request.
9. INDEPENDENT CONTRACTOR
a. RECIPIENT and the COUNTY agree that RECIPIENT is an independent contractor with
respect to the services provided pursuant to this Agreement.
b. Nothing in this Agreement shall be considered to create the relationship of employer and
employee between the parties hereto.
c. Neither RECIPIENT nor any employee of RECIPIENT shall be entitled to any benefits
accorded COUNTY employees by virtue of the services provided under this Agreement.
d. 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 RECIPIENT, or any
employee,representative, agent or subcontractor of RECIPIENT.
e. RECIPIENT shall be responsible for all applicable withholdings, deductions, state
industrial insurance, tax reports, business licenses, registrations, and all other obligations
of an independent organization.
10. COMPLIANCE WITH LAWS
RECIPIENT shall comply with all Federal, State, and local laws and ordinances applicable to the
work to be done under this Agreement.
11. CHOICE OF LAW
The parties agree that this Agreement is entered into in the State of Washington. This Agreement
shall be governed by and construed under the laws of the United States, the State of Washington
and the County of Jefferson,as if applied to transactions entered into and to be performed wholly
within Jefferson County, Washington between Jefferson County residents. No party shall argue
or assert that any state law other than Washington law applies to the governance or construction
of this Agreement.
12. DISPUTES
a. The parties agree to use their best efforts to prevent and resolve disputes before they
escalate into claims or legal actions. Any disputed issue not resolved under this
Agreement shall be submitted in writing within 10 days to the County Risk Manager,
whose decision in the matter shall be final, but shall be subject to judicial review.
LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 4 of 36
b. If either party deem it necessary to institute legal action or proceeding to enforce any
right or obligation under this Agreement, each party in such action shall pay for its own
attorney's fees and court costs.
c. Any legal action shall be initiated in the Superior Court of the State of Washington for
Jefferson County, subject to the venue provisions for actions against counties in RCW
36.01.050. The parties agree that the parties have the right of appeal from such decisions
of the Superior Court under the laws of the State of Washington.
d. RECIPIENT consents to the personal jurisdiction of the courts of the State of
Washington.
13. DISCRIMINATION PROHIBITED
RECIPIENT with regard to the project to be completed under this Agreement, shall 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, or subcontractors.
14. INTEGRATED AGREEMENT
This agreement together with attachments or addenda represents the entire and integrated
agreement between the COUNTY and RECIPIENT and supersedes all prior negotiations,
representations, or agreements written or oral.
15. PUBLIC RECORDS ACT
This Agreement and any reports submitted by RECIPIENT are subject to disclosure as a public record
under the Public Records Act, RCW Chapter 42.56.
16. RECORDS RETENTION AND AUDIT AUTHORIZATION
a. A minimum of six years, RECIPIENT shall maintain documented proof of payments made,
contracts executed and other expenditures authorized under your Agreement with Jefferson
COUNTY.
b. Upon reasonable notice, RECIPIENT shall provide access to COUNTY or State representatives
to audit records related to the funds provided to RECIPIENT under this Agreement.
17. NO SEVERABILITY
The terms of this Agreement are not severable. If any provision of this Agreement or the
application of this Agreement to any person or circumstance shall be invalid, illegal, or
unenforceable to any extent,the remainder of this Agreement and the application this Agreement
shall not be enforceable.
18. SURVIVAL
Those provisions of this Agreement that by their sense and purpose should survive the term of
this Agreement shall survive the term of this Agreement for a period equal to any and all relevant
LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 5 of 36
statutes of limitation, plus the time necessary to fully resolve any claims,matters or actions
begun within that period. Without limiting the generality of the preceding sentence, and for the
avoidance of doubt,the provisions that survive the term of this agreement include: (a)controlling
law; (b)insurance; and, (c) indemnification.
19. AMENDMENT,MODIFICATION AND WAIVER
a. This Agreement may be not be amended or modified to change the approved tourism
promotion services in the Final LTAC Award.
b. Only the Jefferson County Board of Commissioners or their delegate by writing
(delegation to be made prior to action) shall have the expressed, implied, or apparent
authority to sign, alter, amend, modify, or waive any clause or condition of this
Agreement.
c. Any alteration, amendment, modification, or waiver of any clause or condition of this
Agreement is not effective or binding unless made in writing and signed by the Jefferson
County Board of Commissioners or their delegate.
SIGNATURES ARE ON THE FOLLOWING PAGE
LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 6 of 36
JEFFERSON COUNTY WASHINGTON FORKS CHAMBER OF COMMERCE
Board of COUNTY Commissioners
Jefferson COUNTY, Washington
By:
Kate Dean,Chair Date
By:
Greg Brotherton,Commissioner Date
By:
Heidi Eisenhour,Commissioner Date
SEAL:
ATTEST:
By:
Carolyn Galloway,CMC Date Signature
Clerk of the Board
Approved as to form only: Name:
X� -"'y
Title:
12/19/2024
'Philip C. Hunsucker, Date Date:
Chief Civil Deputy Prosecuting Attorney
LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 7 of 36
EXHIBIT A
Itemized List of Tourism Promotion Services Approved in the Final Award
Income
DRAFT2025
Budget
West Jeff. Co
61,297.00
Total Income
$61,297.00
Expenses
West Jefferson County Pass-Through
ONP Kalaloch VC Staff 20,350.00
Map / Brochure Preparation 0.00
Mailing & Distribution 500.00
VIC Staffing 31,447.00
Tourism Marketing 9,000.00
Total W Jefferson County Pass-Through $ 61,297.00
Total Expenses $ 61,297.00
Year-to-Date Surplus (Loss) $0.00
LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 8 of 36
EXHIBIT B
RECIPIENT'S PROPOSAL
FORKS CHAMBER OF COMMERCE REQUEST FOR PROPOSAL ATTACHED
LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 9 of 36
2025 Proposal Checklist for Tourism Promotion Activities
Organization Name Forks Chamber of Commerce
Event Name, if different
Proposed Contract Amount: $ 61297.00
Proposals must completely address the questions, and all requested supplemental
Information must be provided. Incomplete or late proposals may not be considered by the
Jefferson County LTAC.
To be eligible for consideration, your application must be signed, dated, and include the following
items in the listed order.
Check each item submitted:
✓ Signed and Dated Proposal Summary Sheet
✓ Section 1 - Itemized list of proposed services and estimated costs.
_✓ Section 2 - Proposal Questions.
✓ Section 3 - Proposed 2025 promotion, facility, event or activity budget.
_ ✓ Section 3 - 2024 budget and year-to-date income and expense statement(s).
✓ Section 3 - List of names and addresses of the organization's current Board of Directors.
Name and contact information for event chairperson, if applicable.
✓ Section 3 - Optional work samples such as season brochures, promotional materials,
reviews, news/magazine articles, etc. (maximum of 5 separate pieces)
To be considered, a fully completed and signed original application with supporting documents
must be electronically received and date stamped at the Jefferson County Administrator's Office, to
Adiei McKnight @ afmcknight(cD-co.jefferson.wa.us by FRIDAY OCTOBER 4, 2024.
Documents submitted to the County are public records, potentially eligible for release.
LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 10 of 36
2025 Proposal Checklist for Tourism Promotion Activities
Proposal Deadline: FRIDAY OCTOBER 4, 2024 at 4:30 pm (received, not postmarked)
Electronically to Email Address: afmcknight(a)-co.'efferson.wa.us
Please type (10 point or larger) or legibly print in ink. To be considered: all questions must be answered; all
requested documents provided; this form must be signed and dated.
Organization Name Forks Chamber of Commerce
Organization Address PO Box 1249, Forks, WA 98331
Contact Name Lissy Andros
Contact Address Same
Day Phone 3603742531 Evening or Cell Phone 9033604449
E-Mail Address director@forkswa.com
Facility/Event (if applicable)
Total Lodging Tax Request: $: 61297.00
Estimated 2025 org. operating
budget (Incl. Lodging Tax funds) $: 61297.00
If asking for funds for a specific Dollar Amount
event, list other cash funding -- - -- ---$
sources and dollar amounts - - -- -
budgeted for this project.
Note: This section is only due for — $
specific event and festival $
funding requests. $
k k $ y
Total Project Revenue Budget I
Did your organization receive Lodging Tax Funds from the County in 2024? ✓yes no
i understand that if my organization's proposal for tourism promotion activities is approved by the County that my
organization will enter into a contract with the County to provide the contracted services up to the maximum contract
amount. l understand t e proposal herein is a public record potentially eligible for public release.
1
Sign Name: Date: 10-3-2024
Print Name and Title: Lissy Andros, executive director
LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 11 of 36
1 . Itemized List of Proposed Tourism Promotion Services
Organization (or Event) Name: Forks Chamber of Commerce
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).
Please see attached.
Examples of how to list your proposed tourism promotion services or event(please be as specific AS
POSSIBLE about the services,quantities, the tourism market, distribution method, and cost):
10,000 promotional rack cards for 1-5 corridor from Portland to Bellingham, April -June 2018 ..........$1,835
The rack cards will promote an event/hotel/restaurant promotional package.
Design and printing ............................................................................ $1,250
Distribution by XYZ Company............................................................... $ 500
5 hours of staff time at$17.00 per hour to write copy,edit and proof the cards......$ 85
113 page black and white event promotional advertisement in XYZ Magazine,July 2018 edition.... ... $1 500
XYZ Magazine has 250,000 subscribers in western and northwest states.This 1/3-page ad
will be part of a ful'-page advertisement being coordinated by the VCB. XYZ Magazine will match
the value of the advertisement with a feature article on Jefferson County and the event in the same edition.
2. Proposal Questions
Please confine your answers to no more than one page for each question.
1. Tell us about your promotion, facility, event or activity and why you think it will increase
tourists traveling to and staying in Jefferson County. Include a general description of the
promotion, facility, event or activity including its purpose, history, etc.), and describe your
organization's track record.
2. If this is a continuing promotion, facility or event, how is it different than in the past?
3. Describe how you intend to market/promote your promotion, facility, event or activity to
potential tourists who reside outside Jefferson County.
a) If an event, the date of the event.
b) The timeline for the tourism promotion activity you are proposing (e.g. May through July, 2025)
c) Target Audience
d) Promotion methods you intend to use to reach the target audience.
LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 12 of 36
e) Describe how you will promote overnight stays at Jefferson County lodging establishments.
f) If you intend to collaborate with another agency or non-profit to provide these services, please
state the name of the organization and describe the nature of the collaboration:
4. How will you measure the effectiveness of your promotion, facility, event or activity?
Also, describe how you will document and report to the County the economic impact from
your event/facility. (State law requires the County to report annually to the State Department of
Community Development and Economic Trade about the number of lodging stays and economic
benefit from tourists generated by use of Lodging Tax proceeds for tourism promotion.)
5. What economic impact can we expect in Jefferson County from your proposed promotion,
facility, event or activity?
a.) Actual or estimated number of tourists at your event/facility last year (2024):
b.) Estimated number of tourists who will attend your event/facility this year (2025):
c.) Projected economic impact in Jefferson County from your event/facility (e.g. number of tourists
who will stay overnight in Jefferson County-based lodging establishments; economic impact for
Jefferson County restaurants, community facilities, amenities, events, and businesses).
6. Describe your organization's area of expertise. Do you provide a unique service?
3. Background Information about Your Organization
Attach the following items to your proposal in the order listed:
(Note: To be considered by the Committee, all of the listed information must be included with your
proposal.)
Attachments:
Proposed 2025 promotion, facility, event or activity budget including income and expenses.
— 2024 Budget and Actual income and expense year to date statement(s).
— List of names and addresses of the organization's Board of Directors as of the date the proposal
is filed. Also, if the proposal is for the marketing of an event and there is a chairperson for the
event(either volunteer or paid), list that individual's name, address and phone number.
— If you desire, you may provide samples of promotion materials such as brochures or promotional
materials (maximum of five).
Note: Staff will verify Incorporation status of the non-profit agencies who submit service proposals by
checking the Washington Secretary of State's on-line corporation records.
LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 13 of 36
1 . Itemized List of Proposed Tourism Promotion Activities
2025 FUNDS REQUESTED by Forks Chamber of Commerce
Staffing — Kalaloch Visitor Center May — Sept. 2025 (exact dates tbd)...............$20350.00
• We anticipate that Kalaloch Ranger Station will be staffed 5 days/week beginning around
5/11/2025, and then 7 days/week during peak summer season.
Full-time, 5 days/week staffing from 5/11/2024 to 9/30/2024; 824 hours.
2 days/week staffing coverage off/lieu days (when Kalaloch Ranger Station is open 7
days/week per above); 240 hours.
• Staffing may be adjusted depending on funding received.
Staffing — Forks Visitor Information Center .....................................$31447.00
1716 hours / average of 33 hours weekly at $16.66 plus 10% for payroll taxes
28588.56 plus 2858.86
Tourism Marketing......................................................................$9000.00
Washington State Visitor Guide, Co-op Marketing w/ OPTC, other,
to include social media, print ads, television, bus ads, other
Mailing of Rain Forest Country Adventure Map..................................$500.00
To individuals in visitor packets, and to AAANIC around WA
and surrounding states
Total .....................................................................................$61297.00
LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 14 of 36
2. Proposal Questions
1 . The Forks Visitor Information Center is the only year-round, open daily (except New Year's
Day, Easter, Thanksgiving and Christmas) Visitor Information Center on the west end of
Clallam and Jefferson County. We have from 4 — 7 staff members depending on the season.
While we are Clallam County, not Jefferson County, we are the same community. We offer
information on lodging, businesses, and destinations in Jefferson County. We mail out packets
to those seeking area information. Our facility retains records of numbers of visitors with our
visitor count on the next page. In 2024 we are on track to have the busiest year in our history.
We have a proven track record of providing quality information and services and it shows with
our increasing visitor numbers.
We also have opportunities to participate in ad co-ops with Olympic Peninsula Tourism
Commission to promote value season travel. This includes tv & bus ads in Seattle and
Portland, and other opportunities.
2. With the projected continuation of increased tourism, we will be hiring more staff members for
2025. We are using our social media campaigns to promote the value season. New for 2025,
we will be gearing up for cyclists with our new repair station at the VIC/TM grounds.
3. A) N/A
B) January 1 — December 31, 2025
C) With our world-wide fame through Twilight, our target audience is very broad. We appeal to
the 1-5 Corridor, Texas, Florida, California and most other states (as you can see from our pin-
map). We have visitors from every country on the map. Our demographics include families,
friend trips, single travelers, outdoor enthusiasts, photographers, campers, hikers, RV'rs, storm
watchers, Bigfoot/Sasquatch and Twilight fans, and others.
D) The Forks Chamber of Commerce markets the area through a variety of opportunities such
as print media, television, bus ads, social media, press releases, interviews, brochure creation
and distribution, and mails visitor packets to those interested in traveling here from the U.S.
and Canada.
E) We promote overnight stays in Jefferson County through our marketing, website, lodging
guide (printed and online), the Rainforest Country Adventure Guide, and any other means
available.
F) We collaborate with the Olympic Peninsula Tourism Commission for marketing and Friends
of Olympic National Park for staffing at Kalaloch.
4. We measure effectiveness by lodging tax dollars (increased or decreased), visitor center stats,
feedback from our lodging businesses, and occupancy rates. We will report all necessary
information to the County quarterly and annually.
LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 15 of 36
5. A) We predict that we will have over 75,000 people sign our guest book in 2024, and 30%
more that don't sign totaling 97,500.
B) We estimate that we will have numbers in line with 2024 or higher.
C) With the tourism outlook being very positive, businesses in West Jefferson County stand to
benefit through meals, services, food, souvenirs, and fuel being purchased. Kalaloch is fully
reopened. The Hard Rain Cafe is keeping their restaurant open through Thanksgiving. With
the increase of tourism in the off season, we predict that lodging in West Jefferson County will
be at an all-time high for occupancy. There is no way to differentiate between west Jefferson
lodging tax revenue and the rest of Jefferson County.
6. Our area of expertise includes helping thousands of people with area information, marketing
the area, providing clean bathrooms, and being ambassadors for the West End and the
Olympic Peninsula.
Respectfully submitted by Lissy Andros
LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 16 of 36
DRAFT 2025
Budget
Income
West Jeff. Co 61,297.00
Total Income $ 61,297.00
Expenses
West Jefferson County Pass-Through
ONP Kalaloch VC Staff 20,350.00
Map /Brochure Preparation 0.00
Mailing & Distribution 500.00
VIC Staffing 31,447.00
Tourism Marketing 9,000.00
Total W Jefferson County Pass-Through $ 61,297.00
Total Expenses $ 61,297.00
Year-to-Date Surplus (Loss) $0.00
LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 17 of 36
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1 July YTO 2024 Jan-July 2023
2024 Budget Actual YTD Jul 2024 Notes
home
o Savings 7,000.00 0.00 0%," scholarships and cafA lighting
T Accounts Receivable 0,00 0%'
0 Dues 18,000.00 13,510.00 75% 50.00
X Dues-Sponsor Dues 15,000.00 14,850.00 99%
= Interest Earned-1st Federal 150.00 100.84 67% 15.4S
> Fundraisers 0.00
m Forever Twilight in Forks Festival
X 3SOx600•210.000 VIT;225400=22,500 and 200x100=20,000
O totaling$42,500 Party;3000 Salmon Dinner;6"Meet and
n
0 Ticket Sales 261,500.00 236,220.77 90% 11539.15 Greet
KTicket Sales{defer to the next year less paypal fees 0.00
m Refunded Ticket Sales -1,979.96
mSponsorships 8,000.00 1,384.00 17%
Sponsorships for special guest 0.00 15,500 Nancy
Sponsorships(First Fed Tents) 0.00
Public Support 10,000,00 0.00 0%
City Investment 32,000.00 0.00 0%
Port of Port Angeles Grant 0,00
Clallam County LTAC 35,000.00 35,000.00 100%
Misc. 2,500.00 850.00 34% 50.00 1500 City Sponsorship
Contingency
FTF Equinox
Ticket Sales 4,125.00 2,680.00 65% 50 x$75=$3750/15 x$15=$375
Port of Port Angeles Grant 0.00 0.00
Public Support 1,500.00 $1500 Nancy
City Investment-FTF Equinox 3,000.00 0.00 0%
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Forever Twilight in Forks Collection
f City Investment 15,500.00 15,500.00 100%
n Public Support 22,000.00 14,354.46 65% 4770.40
n M isc. 0.00
m Hickory Shirt Heritage Days
m Public Support/Grants 1,500.00 0%
Misc 500.00 0%
m Sales
151,050.00 108,927.93 72% 26006.89
0 Public Support-Miscellaneous 1,500.00 657.25 44% 54.95
Cn Public Support-Miscellaneous(v s packets; 1,500.00 1,462.70 98% 167.99
= Public Support-Earmarked for Scholarships 400.00 0.00 0%
Grants
W Grants 0.00
0 OPVB Tourism 10,000.00 0.00 0%
Port of Seattle 0.00 0.00
0 OPVB VIC 5,000.00 0.00 0%
K Clallam County LTAC 0.00
� Clallam EDC 0.00
0
m Port of Port Angeles
Sales/Advertising
Lodging Board 2,000.00 1,500.00 75% 1200.00
Lodging Guide 5,000.00 0.00 0%
Web Ads 0.00 0.00
Webcam Sponsorship 150.00 1,438.40 959% 17.00
Misc. 0.00
Logging Tour Public Support 500.00 301.00 60% 151.00
City Investment 135,000.00 55,802.39 41% 53,410.
West Jeff.Co 50,000.00 25,000.00 50% 30,195.00
Total Income $ 797,875.00 $SZ9,059.78 66% 3,92Q—
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F Operations
n Wages Director Costs-Lissy 64,000.00 37,633.04 59% 36,297, 5415.52
Wages-Benefits 6,SD0.00 3,818.72 59% 2,987 533.96
Payroll Taxes-Employer(Lissy) 5,500.00 2,702.57 49% 3,177 389.09
m Computer Maintenance 250.00 0.00 0%
Professional Development 4,000.00 672.34 17% 3.222 17.37
m Telephone
1,260.00 706.47 56% 846,
70 Travel Expenses 4,000-00 3,810.67 95% 2,816: 189.09
W Guest lunches 850.00 482.60 S7%�70.
= Dues-AW B 350.00 350.00 100% SU;
� Dues-WTA 500.00 500.00 100%_W- 100
m Insurance-Director/BOD Coverage 1,000.00 1,040.00 104% 95 ` renews in Feb
0 O City Leasehold Tax 664.00 332.00 SO%
n Total Operations 5 88,874.00 $ 52,048.46 59%. $6,545.02
O
K
E: VC Costs
VIC Employee Wages 77,630.00 61,183.19 79% 12891.73
m Web Manager 9,000.00 5,451.53 61% 6,281- 622.86
Director of Customer Services Wages 36,109.00 16,098.57 45% 1S,846, 2712.57
DCS Payroll Taxes-Employer 3,600.00 1,233.59 34% 1,932i 196.58
DCS Benefits 3,200.00 1,980.16 62%t 1,488. 285.67
Payroll Taxes-Employer 11,000-00 7,185.85 65% 6,168. 986.22
Copy Machine 9,000.00 4,776.32 53% 4,722. 1107.69
Misc.Supp res 4,000.00 3,488.25 87% 3.285 1318.38
Office Supplies 2,000.00 1,177.23 59% 669, 282.74
VIC Equipment 200.00 0.00 0%
Accounting Services 4,200.00 1,790.00 43%.., 1,734` 248.00
insurance-Auto 1,822.00 1,871.00 103% 1,822.
Insurance-Liabrrty 1,871.00 1,874.00 100% 1,961
Postage(Newsletters,bills) 150,00 0.00 0% 8.
Telephone 3,000.00 1,6S3.04 55% :,Sii' 239.25
PUD 2,350.00 1,412.27 60% 1,517; 156.02
Trash collection 700.00 401.17 57% 304. , 76.17
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Volunteer Training/Recognition 200.00 0.00 0%
> Building Maintenance 5,000.00 844.77 17% 2,
a Total VC Costs $ 175,032.00 $ 112,420.94 64% $112, 21,123.88
D
Cost of Sales
3 Purchases for Resale 70,000.00 54,220.08 77% 14418.80
CD
Shipping Costs 1,000.00 20.25 2% 10.40
T Credit Card Fees 9,000.00 8,713.00 97% 4,322b 1995.22
0 PayPal Fees 350.00 14.08 4% 119 1.96
Form 990 Tax 1,200-00 0.00 0%
n Business&Occupation Tax 42.00 0.00 0%
> Total Cost of Sales $ 81,592.00 $ 62,967.41 77% 16,426.38
M
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X Capitol Equipment
m Equipment 300.00 0.00 0%
C�
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Contingency-Total 220.00 0.00 0%
m
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m Community Service
Community Service Projects 1,500.00 475.00 32%
Community Service Projects-downtown lights 5,000.00 0%
Community Service Projects-Shred Event 1,000.00 0.00 0%
Customer Service Workshop 250.00 0.00 0%
Scholarships 2,000.00 2,000.00 100% 1,060. 2000.00
Best of The Year 1,700.00 1,539.42 91% 1,523 18
Logging Tour 1,000.00 1,245,87 125% 307.56§ 987.46
Total Community Service 5 12,450.00 $ 5,260.29 42% $ 3,618.78r, $2,997-46
Events
4th of July 300.00 460.24 1S3% 281.84• 26424
Hot Thunder Night 50.00 0.00 0%
Hickory Shirt Heritage Days 1,500.00 0.00 0%
Other 350.00 0.00 0%
264.24
Total Events $ 2,200.00 $ 460.24 21%
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> forever Twilight in Forks Fesitval
Admin 7,000.00 2,697.71 39% 371.93
a
n Advertising/Social Media 0.00 0.00
CD
Collection 0.00 0.00
3 Contingency
Castmembers(travel,lodging,etc.) 23,000.00 8,870.24 39% 7642.06
o Event-Quilt Class 0.00 0.00
71
O Event Decorating/Rentals 38,000.00 0.00 0%
71 Event Decorating/Rentals(Tents) 15,000.00 0,00 0%
n Event Food/Beverages/Liquor License
Friday Breakfast 4,000.00 0.00 0%
co Bella Italia 12,500.00 0-00 0%
�c Friday Night 8,000.00 0.00 0%
T, Saturday Night 8,000.00 0.00 0%
n
O Sunday Brunch 8,500.00 0.00 0%
Wine,Beer 500.00 a00 0%
m Other(including Tea,Sunday Supper) 3,000.00 0.00 0%
m Event Music/DJ Saturday Night 3,000.00 0.00 0%
Event Parking 200.00 0.00 0%
Event Venue Rental&Cleaning(RAC) 5,50000 3,085.00 56%
Event Venue Rental(others) S,500.00 3,681.89 67% 100.00 $250 MTI event;
Event Venue Bathroom Trai er 3,400.00 0%
Goodie Bags 12,000.00 10,442.19 87% 1T; 1247.98
iCN Office Space 3,500.00 2,771.84 79% 2,
Insurance 1,000.00 0.00 0%
Misc./5k/Shuttle Services 5,000.00 1,543.92 31% 2,091.69 70.59
Movie Licensing 500.00 500.00 100% 405.00 500.00
Paypal Fees 8,000.00 7,169,69 90% 6,990.99 389.85
Photobooth/Photography 6,500.00 1,385.40 21% ^ 1,194.60
Photos 4,000.00 0.00 0%
Prizes/Silent Auction items 1,S00.00 744.58 50% 11,859.71
Schedules/Printed Materials 0.00
Security 2,000,00 0.00 0%
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a Special Guests 140,000.00 110,655.75 79% 87060.00 7500,55000;55000;17500(T/L); 15000(Photos/Sec);
> Special Guest-special
n Total Forever Twilight in Forks Festival $ 329,100.00 $ 153,548.21 47% $97,382.31
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m FTF Equinox
3 Saturday Night Catering 2,000.00 1,904.00 95% 50 x$35=1750/$150 taxes/$100 Misc
0 Saturday Night Decorating 500.00 1,744.51 349% quote not received yet
m Saturday Night Entertainment 250.00 225.00 40°ro $225 Cherish/$25 mist
0 Friday Events 750.00 450.99 60% supplies,snacks,movie,
Paint&Sip Teacher 0.00
n Paint&Sip Expenses 0.00
> Movie Licensing 0.00 50.00
W Movie Catering 0.00 1,300.02
A Misc Movie Expenses 0.00 543.07
n Concert Expenses 0.00 579.19
n 3,421l 114% i,6'3.43 Britt 407.80 Sam 3S0/Vee 450/Mar 426.21/Elk View E
� Cast(travel,lodging,etc.} 3,000.00 / g
K Event Venue Rental and cleaning(RAC) 800.00 765.00 96% 945.00 $765 venue rental
n Insurance 0.00 0.00
44
m Misc 1,008.75 1,0�5:1
Total FTF Equinox Expenses $ 7,300.00 $ 9,525.11 130% $ 7,535.59
Forever Twilight in Forks Collection WIWI
Rent $12,660.00 12,000.00 95%,:_ .12,000.00
Electricity 750.00 449.63 60% 0.62 70.83
Storage/Office Space 2500.00 2,500.00 100% 2,50000
Mannequins/Disp ays 300.00 0.00 0%
Insurance 1500.00 1,260.00 849V'o 1,230 renews in May
Misc.Supplies 1500.00 2,224.21 148% 1,276, 988.98
Internet 1200.00 1,200.00 100% 0s
Alarm 400.00 227.99 57% 212, 32.57
Total Forever Twilight in Forks Collection $20,810.00 $ 19,961.83 95% $17,660. _ 1,092.38
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Promotional Tools
a Forks Color Brochure 000 0.00
Total Promotional Tools $0.00
19
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o Lodging Guide 5,000.00 0.00 0%
Lodging Board 28S.00 166.2S 58% 23.75
� Total Local CO-OP Projects $ 5,285.00 $ 166.25 3% $ $23.75
Cn
= Forks Advertising
> Postage(Requested information) 500.00 700.71 140% 798. 50.40
m ISP/dsl&Modem 1,500.00 840,00 56% 690. 120.00
A
O State Ferry Kingston/Edmonds 0.00 0.00
n PON Visitor Guide 5,700.00 3,2S0.00 57% 2,8' S.
O Web Hosting 1,400.00 1,058.17 76% 767, 104.85
K Upgrade Website 2,000.00 546.24 27% 1,252: 21.81
X WebCam 1,300.00 735.00 S7% 13°3, 105.00
m Advertising-Tourism 27,000.00 21,740,96 81% :9,7 2876.63
Advertising-local 250.00 875.00 3S0% 225.00
Total Forks Advertising S 39,650.00 $ 29,746.08 75% $ 26,925. $3,S03.69
Regional Co-op Marketing 13,500.00 10,470.81 78% 7,517, 47S.21
5
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West Jefferson County Pass-Through
F
ONP Kalaloch VC Staff 18,500.00 18,500.00 100% 22,209
Mailing&Distribution 1,660.00 0.00 0%
VIC Staffing 22,370.00 0.00 0%
Tourism Marketing 7,470.00 2,645.00 35% `
Total W Jefferson County Pass-Through $ 50,000.00 $ 21,145.00 42% $ 24,184. 0.00
Total Expenses $ 826,313.00 $ 477,620.63 58% , _363J $149,824.32
m Year-to-Date Surplus(Loss) ($28,438.00) $51,439.15 -181°rb ($105,801.46)
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° 149,824
a July Expense 5 ( )
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m July Surplus/Loss $ (105,801)
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T 2024 Budget approved with$23563.00 deficit
U) 1-25-2024 spreadsheet error found and actual deficit is$28438,00
= approved by Board on 2-22 2024
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2024 CHAMBER BOARD OF DIRECTORS
Trent Thurman,President Shauna Peters,At Large
Miller Tree Inn B&B Bug& Buf s Espresso
654 E. Division, Forks, WA 98331 PO Box 1613, Forks,WA 98331
360-374-6806 Work 360 640-2464
206-369-8414 Cell Shauna1572@Kmail.com
info@millertreeinnbnb.com
Sharon Millett,Past President
Diana Reaume,Vice-President (Individual)
District Superintendent,Quillayute Valley SD PO Box 573, Forks, WA 98331
PO Box 147, Beaver,WA 98305 509-780-1164 Cell
360-640 1429 Work wall2wal11paws2l,mail.com
diana.reaume@gvsch_ools.orp,
Renee Rux,Quileute Oceanside Resort
Christi Baron,Treasurer Quileute Tribal Representative
Forks Forum PO Box 67
P.O. Box 300, Forks,WA 98331 LA Push,WA 98350
360-374-3311 Work (360) 640 1729 Cell
360-374-2244 Home resort.manager@guileutetribe.com
360-640-2132 Cell
cbaron@forksforum.com Caryn Depew
Clerk Treasurer &City of Forks Representative
Melene Bourm,Secretary 500 E. Division, Forks, WA 98331
Forks Community Hospital 360-374-5412 Work
PO Box 81, Forks,WA 98331 carynd(yforkswashington.org
360-640-0167 Cell
carymelene@yahoo.com STAFF:
Lissy Andros
Linda Keen,At Large Executive Director
Quillayute River Resort P.O. Box 1267, Forks, WA 98331
473 Mora Road, Forks,WA 98331 360 374-2531 Chamber
360-374-7447 Work 903-360-4449 Cell
360-640-4715 Cell director@forkswa.com (work)
lindakeen@griverresort.com lissyandrosC.photmail.com (personal)
Bruce Paul,At Large
Forks Outfitters
950 S. Forks Avenue, Forks, WA 98331 Updated 1-13-2024
360-374-6161 Work
360-640-0620 Cell
bruce.paul(cDforksoutfitters.com
Bruce Hanify, At Large
(Individual)
PO Box 1872, Forks, WA 98331
360-562-2205
BruceHanify@msn.com
LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 26 of 36
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LTAC Grant A rOe!ngrrgfq,fQWS�HAt Ei C(S�AMERCE Page 27 of 36
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OLYMPIC PENINSULA
---}- WA S H I N G T O N
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Sim-shine far all Seen n.s! :� 0 - � �►'h�
:++ • Find hold nature connected PORT ANGELES
tvith small town vibes.
FOLLOW THE TIDE HERE Olympic Peninsula
Whale Watching h
Wave hello to cozy oceanfront lodging inside CDBRDNTEED
Olympic National Park. `• sgn•np: �
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PUGFT SOUND
EXPRESS bk
\
TheKalalochLodge.com I KAI Al m l l l t.11� .1
- - Pug etSound Express.corn
THE RESORT A7 'r
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Don't Miss Wit,Museums:`
Timber • Twilight 1 r'
Enjoy golf nature.trolls,boat y and Olympic National Park:
form-to-table dining with spectacular viev q. All World-Class Beaches, ti
Waterfalls&Rainforests
www.portludlowresort.com
GET YOUR FREETRAVEL PLANNER:
T 1-800-942-4042 • OLYMPICPENINSULA.ORG
' : I M . • •- �
EXHIBIT C 1st QUARTER Due by April 30`h to
afmcknight(dco iefferson.wa.us
Organization:
Contact person:
Mailing Address:
Phone Number/Email:
1. LTAC Funds received from Jefferson County 1 g`QTR:
ORGANIZATION Amount Received Overspent Refund TOTAL 1-t
Awarded From N Required QTR
by Jefferson Underspent LTAC
Jefferson (-)of LTAC FUNDS
County County funds SPENT
2. LTAC funds spent by your organization 11 QTR(include 200 word limit regarding activities and
funds spent with an itemized statement and supporting documentation,i.e. invoices paid,receipts
from payment,):
3. LTAC funds balance remaining I"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, RECIPIENT shall maintain documented proof of
payments made, contracts executed and other expenditures authorized under your Agreement with
Jefferson County. Upon reasonable notice, RECIPIENT shall provide access to Jefferson County or State
representatives to audit those records.
LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 31 of 36
EXHIBIT C 2n1 QUARTER Due by July 3111 to
afmckniQht n co.jefferson.wa.us
Organization:
Contact person:
Mailing Address:
Phone Number/Email:
1. LTAC Funds received from Jefferson County 2"d QTR:
ORGANIZATION Total Total Overspent Refund TOTAL TOTAL
Amount Received (+) Required Is'QTR 2"1 QTR
Awarded From Underspent LTAC LTAC
by Jefferson (-)of LTAC FUNDS FUNDS
Jefferson County funds SPENT SPENT
County
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,i.e. 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. For a minimum of six years, RECIPIENT shall maintain documented proof of
payments made, contracts executed and other expenditures authorized under your Agreement with
Jefferson County. Upon reasonable notice, RECIPIENT shall be able to provide access to Jefferson
County or State representatives to audit those records.
LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 32 of 36
EXHIBIT C 3rd QUARTER Due by October 31S1 to
afmckni W&co.iefferson.wa.us
Organization:
Contact person:
Mailing Address:
Phone Number/Email:
1. LTAC Funds received from Jefferson County 31 QTR:
ORGANIZATION Total Total Overspent Refund TOTAL TOTAL TOTAL
Amount Received (+) Required 1s1 QTR 2"d QTR Yd QTR
Awarded From Underspent LTAC LTAC LTAC
by (-)of LTAC FUNDS FUNDS FUNDS
Jefferson Jefferson funds SPENT SPENT SPENT
County County
2. LTAC funds spent by your organization 31 QTR(include 200 word limit regarding activities
and funds spent with an itemized statement and supporting documentation,i.e. invoices paid,
receipts from payment,):
2. LTAC funds balance remaining 31 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. For a minimum of six years, RECIPIENT shall maintain documented proof of
payments made, contracts executed and other expenditures authorized under the Agreement with
Jefferson County. Upon reasonable notice, you shall be able to provide access to Jefferson County or
State representatives to audit those records.
LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 33 of 36
E=BIT C 4" QUARTER Due by January 311 to
afmckni aht(a,,co.jefferson.wa.us
Organization:
Contact person:
Mailing Address:
Phone Number/Email:
1. LTAC Funds received from Jefferson County 41 QTR:
ORGANIZATION Total Total Overspent Refund TOTAL TOTAL TOTAL 3`d TOTAL
Amount Received (+) Required I1 QTR 21 QTR QTR 41h QTR
Awarded From Underspent LTAC LTAC LTAC LTAC
by (-)of LTAC FUNDS FUNDS FUNDS FUNDS
Jefferson Jefferson funds SPENT SPENT SPENT SPENT
County County
2. LTAC funds spent by your organization 41 QTR(include 200 word limit regarding activities and
funds spent with an itemized statement and supporting documentation,i.e. invoices paid,receipts
from payment,):
3. LTAC funds balance remaining 41 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, RECIPIENT shall maintain documented proof of
payments made, contracts executed and other expenditures authorized under your Agreement with
Jefferson County. Upon reasonable notice, RECIPIENT shall provide access to Jefferson County or State
representatives to audit those records.
LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 34 of 36
EXHIBIT D
Jurisdiction Lodging Tax Reporting Form —To Be Submitted to Jefferson COUNTY
Administrator's Office
No Later than February 28" of each Year
Lodging Taz Reporting Form
Oreanrzanom recer vine funding to promote fe trvaE.:pecial events and tourrza-related achxvwe through rotmsm-reiated facrlrnes
oared or sponsored by non-profit organ, atrom or the local j=dicnon are regntred to complete du-form for EAC H acnyity
1 Otrpmanoc Name: Reporuu Yew
Spomm Type Cbedk Otej: i01;c _) 501(c X 6! Local lunsdicoaa ()Other TvLam,
3 Acmtn Name
4Acnttrhpei Check Oney oEceatFesnr-a: iFa_un' O>fa�eanz
5 Acmitc Start Date,
6 Acuan End Dare'
'Taal Cost of.4cm•rts S
B Amwm Requested: S
9 Amounr Awarded S
10 CRerall attendance' 13 Number of Anendees Rho Stayed 0Rwag.li m Urpari Accommodanans•
ai Projected* a) Ptojecred•
b) Acnu• b) Actual'
ci Methodology(Check One) ODuw Cotmr• c; Methodoioes(Check One): O Direct Cowt-
( direct Coum• ORepresemam•e Survey O:ndaecr Cowl, ORePresentaMv Sunny-
olnfomral Sure- O Structured Eukmate' 0h-fca ]S nre' 0 S.-ured Eican e•
00ther t ewlatw 0Odxt;e11p1ami:
11 Nuaxr of attendees Who Traveled„3`files or`fore' 14 Number of Attendees Rho Staved 4can�_ts m Pard.kccorrmodawos'
ai Pro-eked' c Projected,
acr3a:• bi Arraa]•
.� -Melhodolo?y'rfheckOre OJI[eCt LOnr1' C; >fethodoloEy,Cteck l7II2l: :nect
O]rdrrect Count' l�J Represeotam•e Survey' l�1dnect Comm ()R.eptgentame Sunny
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`See Lodging Tax Yearly Reporting Definitions In-.tructiou-
Name of Indrtdua:Who Prepared R.epor
phone E\ladl address
RETUR.N THIS FOR\I TO:
Jeffer An C ountc Adman:trator:Office
1820 Jefferson Street
P.O.Box 1220
Port Totcasend WA 98368
ieffbocc a co j effer on.na.m
DEADUVE:February 23th of Each Reporting Year
LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 35 of 36
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.
LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 36 of 36