HomeMy WebLinkAboutCONSENT LTAC JC Farmers Market Consent Agenda
Commissioners Office
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
FROM: Adiel McKnight,Executive Assistant
DATE:
SUBJECT: AGREEMENT re: 2025 Hotel Motel (Lodging Tax) Grant Funding; In the
Amount of$24,214; Jefferson County Farmers Market
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•
Jefferson County Farmers Market $24,214
RECOMMENDATION:
Approve and sign the agreement.
REVIEWED BY:
Mark McCauley ounty Administrator Date:
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: JEFFERSON COUNTY FARMERS MARKET Contract No: LTAC JCFM
Contract For: Lodging Tax Funding for CHIMACUM MARKET berm: Jan-Dec 2025
COUNTY DEPARTMENT: County Administrator
Contact Person: Adiel McKnight
Contact Phone: 102
Contact email: afmcknight@co.jefferson.wa.us
AMOUNT: 24,214 PROCESS: Exempt from Bid Process
Revenue: Cooperative Purchase
Expenditure: 21,214 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 12555730/411108 Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES MP C/E I CC .S,UBU AND CHAPTER 42.23 RCW.
CERTIFIED: a N/A:
Signat Date
STEP 2: DEPARTMENT CERTIFIES THE PERSO1q PROPO FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT PtEN DF�BARREp FEDERAL, STATE, OR LOCAL
AGENCY. /
CERTIFIED: N/A: /
ignatur Date
STEP3: RISK MANAGEMENT REVIEW(will be added veectronicall.N through Laserfiche):
Electronically approved by Risk Management on 12/19/2024.
STEP 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).
STEP 6: CONTRACTOR SIGNS Uj
z
STEP 7: SUBMIT TO BOCC FOR APPROVAL z
S
U
I n
AGREEMENT FOR 2025 HOTEL-MOTEL FUNDING FOR TOURISM SERVICES
FOR JEFFERSON COUNTY FARMERS MARKET
This Agreement is by and between Jefferson COUNTY, Washington (the COUNTY) and
JEFFERSON COUNTY FARMERS MARKET (hereinafter known as "CHIMACUM FARMERS
MARKET")("RECIPIENT").
WHEREAS, RECIPIENT is a non-profit corporation registered with the Secretary of State
of the State of Washington under UBI number 601 568 972;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$24,214 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;
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 1 of 44
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.
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 28t6 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.
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 2 of 44
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.
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.
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 3 of 44
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
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.
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 4 of 44
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.
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
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 5 of 44
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
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 JEFFERSON COUNTY FARMERS MARKET Page 6 of 44
JEFFERSON COUNTY WASHINGTON JEFFERSON COUNTY FARMERS MARKET
Board of COUNTY Commissioners
Jefferson COUNTY, Washington
By: By:
Kate Dean,Chair Date Signature
By: Name:
Greg Brotherton,Commissioner Date
Title:
By: Date:
Heidi Eisenhour,Commissioner Date
SEAL:
ATTEST:
Carolyn Galloway, CMC Date
Clerk of the Board
Approved as to form only:
x7l�zlil for 12/19/2024
hilip C. Hruinsucker, Date
Chief Civil Deputy Prosecuting Attorney
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 7 of 44
EXHIBIT A
Itemized List of Tourism Promotion Services Approved in the Final Award
Chimacum Farmers Market(CFM)Promotion Budget LTAC 2025
Promotion Type Funding Source Cost Reach Notes
6,500 readers Leader,
Leader,PON,Visitor Guide, LTAC $3.000.0C Visitor guide 70,000 Co-promote the Port Townsend and Chimacum
Chamber Map reach,40,000 PON Farmers Markets(CFM)
readers across the
Peninsula
Facebook/Instagram LTAC $500.00 21,158 viewers quarterly,6.9k Facebook followers, Weekly boosted post ads,May-October
2.7 Instagram Followers
12,000 subscribers, Reaching visitors to the Olympic Peninsula
Olympic Culinary Loop LTAC $435 00 60,000 brochures through distribution at visitor center,local
distributed regionally lodging,and more
2,500 distributed to local lodging,visitor centers
Rack Cards LTAC $1.500.00 2,500 readers and at our markets
25,000 magazines
Waterside Magazine on LTAC $1.800.00 distributed to 600+ Year-long distribution on WA and BC Ferries,
Washington Ferries and in locations in Washington and along 1-5 from Seattle to Vancouver in high-
Visitor Centers and British Columbia traffic hotel lobbies,airports,and visitor centers
reaching 100,000 readers
21,158 quarterly social Aired on social media regionally,shared in our
Video production LTAC $3,500.00 media viewers+4,000 weekly newsletter,website and on the Rose
Rose Theatre views Theatre screen
Seattle Stranger digital Digital advertisement in the Food and Drink,
advertising LTAC $2500+00 1,340,000 readers features/news and events sections
Seattle Times digital $11 per 1,000 impressions run over the course
advertisement LTAC $3,000.010 272,727 impressions of the market season
Kids'Activities LTAC $375.00 -10,500 market shoppers $75 per month, 5 months
Live Music Fund LTAC $4,400.00 -10,500 market shopper Live music stipend,$200 per week,22 weeks
Staff time for conducting LTAC customer
CFM Site Manager LTAC $2,112.00 -10,500 market shoppers tracking at$24 per hour x 4 hours per week
June-October
Market Administration and 1 hours per week,22 weeks at$40, market
Oversight LTAC $880.00 oversight,grant reporting
Payroll Tax LTAC $211 20 For billable staff hours at 10%
Total Request LTAC $24,213.20
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 8 of 44
EXHIBIT B
RECIPIENT'S PROPOSAL
JEFFERSON COUNTY FARMERS MARKET REQUEST FOR PROPOSAL
ATTACHED
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 9 of 44
2025 Request for Proposal Packet
Lodging Tax/Tourism Promotion
This packet is for the 2025 TOURISM PROMOTION SERVICE PROPOSALS
to be funded by the Jefferson County Lodging Tax. Under Jefferson
County guidelines, you must be a NON-PROFIT or GOVERNMENTAL
AGENCY to be eligible to be funded by the Jefferson County Lodging Tax.
The Jefferson County Lodging Tax Advisory Committee may only consider
complete and signed proposals that include all of the requested
information and documents, and that are submitted by the deadline:
FRIDAY OCTOBER 4, 2024 by 4:30 pm
Digital Delivery only for Proposals to afmcknight(cDco.iefferson.wa.us
2025 Proposal Guidelines: Tourism Promotion Activities
The Jefferson County Lodging Tax Advisory Committee (LTAC) is accepting proposals from
government agencies and non-profit organizations for tourism promotion to be provided during
calendar year 2025 and paid for from the County's lodging tax fund. The Committee will make
recommendations to the Jefferson County Commissioners within one month following the proposal
deadline. All decisions for use of the lodging tax will be made by the Jefferson County
Commissioners.
■ Proposals from government agencies or non-profit organizations are to be for tourism
promotion during calendar year 2025. Please refer to Section 1 of this packet for
examples of eligible tourism promotion activities for this funding round.
■ At the time of implementation, tourism related activities within proposals must comply with
federal, state, and county laws and requirements, including county Public Health
direction. NOTE: Jefferson County may not use public funds in any way that can be construed
as a gift to an individual or organization.
■ Proposals must completely address the questions, and all requested supplemental information
must be provided. Incomplete proposals may not be considered by LTAC.
■ To be considered, a fully completed and signed digital application (digital signatures
acceptable) must be received at afmcknight@co.jefferson.wa.us by the deadline listed above.
■ The preferred format for a digital application is a single PDF file attached to an email. If
necessary, multiple files in either PDF or Microsoft Word may be attached to a single email as
a complete digital application.
■ All documents filed with the County are public records, potentially eligible for release.
Jefferson County is committed to the non-discriminatory treatment of all
Persons in the employment and delivery of services and resources.
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2025 Proposal Checklist for Tourism Promotion Activities
Organization Name Jefferson County Farmers Market
Event Name, if different Chimacum Farmers Market
Proposed Contract Amount: $24,213.20
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:
x Signed and Dated Proposal Summary Sheet
_x Section 1 - Itemized list of proposed services and estimated costs.
x Section 2 - Proposal Questions.
x Section 3 - Proposed 2025 promotion, facility, event or activity budget.
x Section 3 — 2024 budget and year-to-date income and expense statement(s).
x Section 3 - List of names and addresses of the organization's current Board of Directors.
Name and contact information for event chairperson, if applicable.
x Section 3 - Optional work samples such as season brochures, promotional materials,
reviews, news/magazine articles, etc. (maximum of 5 separate pieces)
To be considered, a fully completed and signed original application with supporting documents
must be electronically received and date stamped at the Jefferson County Administrators Office, to
Adiel McKnight @ afmcknightAco.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 JEFFERSON COUNTY FARMERS MARKET Page 11 of 44
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 co.jefferson.wa.us
Please type (10 point or larger)or legibly print in ink.To be considered: all questions must be answered; all
requested documents provided; this form must be signed and dated.
Organization Name Jefferson County Farmers Markets
Organization Address PO Box 1384, Port Townsend, WA 98368
Contact Name Amanda Milholland
Contact Address PO Box 1384, Port Townsend, WA 98368
Day Phone 360-379-9098 Evening or Cell Phone 360-379-9098
E-Mail Address info@jcfmarkets.org
Facility/Event (if applicable) Chimacum Farmers Market
Total Lodging Tax Request: $24,213.20
Estimated 2025 org. operating
budget (Incl. Lodging Tax funds) $300,000 for the Operation of the Jefferson County
If asking for funds for a specific Dollar Amount
event, list other cash funding JCFM general operating funds for CFM Staff time $5,148
sources and dollar amounts -
budgeted for this project. USDA Farmers Market Promotion Program Grant $26,996.80
Note: This section is only due for designated for Marketing Coordinator time and
specific event and festival advertising during the grant period
In-kind Port Townsend Leader print advertisement $2,000
funding requests. In-kind KPTZ Radio Advertisement $1,000
In-Kind Rose Threare Advertisement $1,600
$
Total Project Revenue Bud et LTC requests and other funds combined $54,810 $35,744.80
Did your organization receive Lodging Tax Funds from the County in 2024? x yes no
1 understand that if my organization's proposal for tourism promotion activities is approved by the County that my
organization will enter into a contract with the County to provide the contracted services up to the maximum contract
amount. I understand that the proposal herein is a public record potentially eligible for public release.
Sign Name: Date: 9/19/2024
Print Name and Title: Amanda Milholland, Executive Director
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 12 of 44
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 13 of 44
1 . Itemized List of Proposed Tourism Promotion Services
Organization (or Event) Name: _Chimacum Farmers Market
In the following space or on a separate sheet of paper, please specify each proposed tourism
promotion, facility, event or activity, including quantities and costs (see examples at bottom of page).
Please see the attached budget with proposed promotions.
Examples of how to list your proposed tourism promotion services or event(please be as specific AS
POSSIBLE about the services,quantities,the tourism market, distribution method, and cost):
10,000 promotional rack cards for 1-5 corridor from Portland to Bellingham,April-June 2018............$1,835
The rack cards will promote an event/hotel/restaurant promotional package.
Design and printing............................................................................. $1,250
Distribution by XYZ Company............................................................... $ 500
5 hours of staff time at$17.00 per hour to write copy,edit and proof the cards......$ 85
1/3 page black and white event promotional advertisement in XYZ Magazine,July 2018 edition........$1,500
XYZ Magazine has 250,000 subscribers in western and northwest states.This 1/3-page ad
will be part of a full-page advertisement being coordinated by the VCB.XYZ Magazine will match
the value of the advertisement with a feature article on Jefferson County and the event in the same edition.
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 14 of 44
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.
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?
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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:
x Proposed 2025 promotion, facility, event or activity budget including income and expenses.
x 2024 Budget and Actual income and expense year to date statement(s).
x 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.
x 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.
2025 LTAC Opportunity Information
1 . Jefferson County's Proposal Process -
The Jefferson County LTAC solicits service proposals each year. The proposal form is attached, posted
on the County's website, www.co.iefferson.wa.us and may also be requested by calling the Jefferson
County Commissioner's Office at the Courthouse. (360) 385-9102.
This year, the Committee will review proposals on OCTOBER 17, 2024 from 11:00 a.m. to 2:00 p.m.
Applicants are asked to attend the OCTOMBER 17, 2024 meeting beginning at 11:00 a.m. The County
will provide meeting information for all complete applications. At that meeting, each proposing agency
will answer questions from the Committee regarding their proposal. The Lodging Tax Advisory
Committee will make a recommendation to the Board of County Commissioners regarding which
proposals to fund, and at what funding levels within available revenues.
The review of the LTAC recommendations and final decision about how to use the lodging tax monies
is made by the County Commissioners. Each agency will be notified of the status of their proposal.
Contracts are prepared by the County and sent to agencies.
2. Available Funding for 2025
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Organizations submitting proposals should be aware that a total of approximately $900,000 in lodging
tax awards will be available for allocation to eligible tourism promotion activities through this RFP. This
amount also includes $5,051 in staff administrative costs to manage the grants and to process invoices.
County Ordinance 02-0622-98 provides for distribution of Lodging Tax as follows:
• The lodging tax funds are to be used for targeted and/or regional promotion, the operation and
maintenance of organizations operating tourist related facilities and their costs for local
promotional activities.
• Not more than 25% for the development of tourism related facilities.
3. Definitions -
By state law, lodging tax funds may only be used for tourism promotion and the acquisition and/or
operation, including maintenance, of tourism-related facilities. The following definitions are copied
verbatim from RCW 67.28.080. Note: State law changed in 2007 to include "operation" of tourism
events in the definition of"tourism promotion."
"Tourism" means economic activity resulting from tourists, which may include sales of overnight
lodging, meals, tours, gifts, or souvenirs.
"Tourist" means a person who travels from a place of residence to a different town, city, county, state,
or country, for purposes of business, pleasure, recreation, education, arts, heritage, or culture.
"Tourism promotion" means activities, operations, and expenditures designed to increase tourism,
including but not limited to advertising, publicizing, or otherwise distributing information for the
purpose of attracting and welcoming tourists; developing strategies to expand tourism; operating
tourism promotion agencies; and funding the marketing of special events and festivals designed
to attract tourists.
"Tourism-related facility" means real or tangible personal property with a usable life of three or more
years, or constructed with volunteer labor that is: (a)(i) Owned by a public entity; (ii) owned by a
nonprofit organization described under section 501(c)(3) of the federal internal revenue code of
1986, as amended; or (iii) owned by a nonprofit organization described under section 501(c)(6)
of the federal internal revenue code of 1986, as amended, a business organization, destination
marketing organization, main street organization, lodging association, or chamber of commerce
and (b) used to support tourism, performing arts, or to accommodate tourist activities.
4. Proposal Evaluation Criteria —
Jefferson County Policy Statement for Use of the Lodging Tax.
Jefferson County's Lodging Tax Fund will be the primary source of county funding for activities,
operations, and expenditures designed to increase tourism. The County does not make any multi-year
commitments with Lodging Tax funds. However, service providers are not limited or prohibited from
making repeat annual requests of the same nature. The County intends to maintain a reserve in the
Fund, and will assess on an annual basis how much of the Fund to appropriate in a given year. The
Jefferson County Commissioners have created a Lodging Tax Advisory Committee to conduct an
annual process to solicit and recommend Lodging Tax funded services for the County Commissioners
consideration. Jefferson County will only consider proposals for use of the Lodging Tax from public and
non-profit agencies.
The Fund will ONLY be used for the following purposes:
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 17 of 44
1. The promotion of emerging or on-going tourism events, facilities, and activities by government or
non-profit agencies so as to attract and draw tourists to unincorporated Jefferson County from
outside Jefferson County.
2. Operation of a tourism promotion agency (such as a visitor and convention bureau);
3. The marketing of special events and festivals designed to attract tourists to unincorporated
Jefferson County from outside Jefferson County.
4. Capital and/or operating costs for tourism facilities owned by a public entity or a non-profit
organization as defined in State law RCW 67.28.080.1(7) - Tourism Related Facility.
5. Administrative costs to support tourism events, facilities and activities.
Other Criteria.
HIGH PRIORITY will be given to tourism activities that -
■ Promote Jefferson County and/or events, activities, and places in the County to potential tourists
from outside Jefferson County.
■ Have demonstrated potential or high potential from the Committee's perspective to result in
overnight stays by tourists in lodging establishments within the unincorporated areas Jefferson
County.
■ Have demonstrated potential or high potential from the Committee's perspective to result in
documented economic benefit to Jefferson County.
■ Have a demonstrated history of success in Jefferson County, or are proposed by a group with a
demonstrated history or high potential of success with similar activities.
■ Minimize duplication of services where appropriate and encourage cooperative marketing and/or
includes an element of cooperation or partnership.
■ Provide, maintain, operate, or enhance County-owned tourism facilities or infrastructure.
RESPONSIBILITIES:
On or before January 31; April 30; July 31; October 31, 2025; and January 31, 2026, provide to
the COUNTY:
• A quarterly report of the use, services, programs and activities of organization 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 2025.
1. On or before January 31, 2025 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.
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 18 of 44
2. 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.
3. 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, 2025.
4. By February 281' of each year provide the following information by reference for the previous year.
a. Each festival, event, or tourism facility owned and/or operated by organization.
b. The amount of lodging tax revenue allocated for expenditure (whether actually expended or not)
by organization 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.
5. Scheduled Site Visits
LODGING TAX ADVISORY COMMITTEE REVIEW CONSIDERATIONS —
In developing its recommendations, the Committee considers:
■ The estimated amount of lodging tax receipts for the coming year provided by the County
Administrator's Office.
■ Operational adaptations or pivots that ensure future organizational success of tourism related
activities and promotion.
■ Thoroughness and completeness of the proposal.
■ The relationship of proposed services to the areas of high priority identified by the Committee.
■ Percent of the proposal request to the event/facility promotions budget and overall revenues.
■ Percent of increase over prior year Jefferson County Lodging Tax funded proposal if any.
■ Projected economic impact within the unincorporated Jefferson County, in particular projected
overnight stays to be generated in lodging establishments in the unincorporated areas of
Jefferson County.
■ Requirements in State law for use of the tax, and the definitions in State RCW 67.28.080 for
"tourism," "tourist," "tourism promotion," and "tourism-related facility."
■ The applicant's history of promotion success, reporting history and financial stability.
■ Committee member general knowledge of the community and tourism-related activities.
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 19 of 44
NOT CONSIDERED are requests for —
■ Services to be provided beyond calendar year 2025.
■ Proposals from for-profit businesses (however, a government or nonprofit agency contracting
with the County may itself contract with for-profit businesses as third-party vendors).
■ Promotional activities that reach a target audience solely located within Jefferson County.
NOTE:
1. On February 2, 2006, the State of Washington Attorney General's Office issued Opinion #AGO
2006 #4, which clarifies that a municipality may NOT provide advance payment to private
organizations for tourism promotion. Payment must occur after the services have been
performed and documentation in keeping with the contract is submitted to the County.
2. The County may not pay for donated or volunteer services or pay more than the actual cost
incurred by the contracting agency to provide the service.
5. Background Information —
Jefferson County's Lodging Tax.
The Lodging Tax is an excise (sales) tax authorized by State law in RCW 67.28, Public Stadium,
Convention, Arts and Tourism Facilities.
In 1998, the State Legislature amended Chapter 67.28 of the Revised Code of Washington (RCW) to
allow local governments to assess an additional 2% tax on lodging for tourism promotion and/or
tourism-related facilities (sometimes referred to as "the new 2%"). In April 1999, the County
Commission, by Ordinance, increased the County's Lodging Tax from a 2% to a 4% tax as allowed by
RCW 67.28.
Jefferson County's Lodging Tax Advisory Committee.
Per RCW 67.28.1817, the State requires that local governments collecting the Lodging Tax establish a
Lodging Tax Advisory Committee consisting of at least five (5) members:
The Chair — a member of the County Commission or their designee
2 members — representing the lodging industry
2 members — representing activities authorized to be funded by said tax
The Committee's role is advisory in nature, with the Committee's purpose being to advise the County
Commissioners. The Committee must select the candidates from amongst the applicants applying for
use of revenues and provide a list of such candidates and recommended amounts of funding to the
County Commissioners for final determination.
In 1998, the Jefferson County Commissioners created such a Committee, and asked the Committee to
establish an annual process to solicit and review proposals for tourism services eligible for lodging tax
funding. Committee members are appointed by the County Commissioners as part of the County's
regular advisory committee appointment process.
For additional information, contact —
County Administrator's Office
Jefferson County Courthouse
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 20 of 44
1820 Jefferson Street
PO Box 1220
Port Townsend, WA 98368
Ph: 360-385-9102; Fax: 360-385-9382
e-mail: afmcknight(cD-co.jefferson.wa.us
- END -
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 21 of 44
JEFFERSON COUNTY
FARMERS MARKETS
PORT TOWNSEND • CHIMACUM
September 19, 2024
2. Proposal Questions
1. Purpose, History, and Organization Track Record
Thank you, LTAC board members, for supporting the Chimacum Farmers Market
(CFM). With your continued investment in promotion, we are growing our vendor,
tourist, and local shopper base for a more sustainable market and local economy.
Your investments in regional promotions, signage, live music, and kid's activities is
critical to the success of the CFM. Please join us again in 2025 as a CFM partner.
The 501 (c) 3 non-profit Jefferson County Farmers Markets (JCFM) operates the
Port Townsend Farmers Market (PTFM) and the CFM. Our mission is to support
local farmers and artisans with vibrant marketplaces that cultivate community and
provide access to healthy food for all. JCFM has a successful 32-year track record
of operating vibrant farmers markets in Jefferson County. We support small
business success and local economic growth through our marketplaces by directly
connecting makers and growers with our community and visitors alike. Our two
farmers markets serve more than 100 small farm, food, and art businesses this
year, providing affordable commerce and community gathering space.
The CFM operates on Sundays from 10am-2pm, June through October. The Market
will celebrate 17 years of operation in 2025. Founded by the Chimacum Grange in
2008, the CFM has made a home for itself in the grass next to the Chimacum
Corner Farmstand since 2010. JCFM took over the operation of the CFM in 2010 to
support its growth. More than 40 farm, food, and art vendors participat in the CFM
this year, offering fresh, locally grown, and artisan foods, as well as high-quality arts
and crafts.
JCFM creates a vibrant community space that brings visitors and locals back for
more. Live music, culinary demonstrations, kids' activities, and product quality and
diversity make our farmers market stand out. Our farmers markets helped establish
Jefferson County as an agricultural, food, and arts destination, attracting about
63,000 shoppers annually between our two locations.
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 22 of 44
JEFFERSON COUNTY
FARMERS MARKETS
PORT TOWNSEND • CHIMACUM
While small business sales at the PTFM and CFM totaled $1.7M last year, the
economic impact of our farmers markets far exceeds this number. Neighboring
businesses report that Market days are their strongest sales days. Your partnership
in promoting the CFM is a crucial component to the success of our local economy.
2. What is Different with the CFM and our Promotions for the 2025 Season
The CFM and our marketing approach differ from past years in the following ways:
Vendor base is growth. Last year, we broke a record with 30 participating CFM
businesses, more than any prior CFM season. This year, we have again broken the
record in business participation in the CFM with 40+ farm, food, and arts vendors.
While not all of these entrepreneurs are at the market every week, the number of
participant businesses weekly is greater than during any previous season. This
change marks a significant shift for the CFM, our vendors, and the community.
Local farmers, food makers, and artists see the CFM as a place to establish and
grow their businesses. Shoppers are attracted to the diversity of products and
larger market size.
With more vendors, the CFM covers the majority of its base operation costs through
vendor fees. JCFM keeps vendor fees low to help incubate local small businesses
and ensure that they bring home the majority of every dollar earned at the market.
The flat weekly $20 fee charged to CFM vendors covers the equipment and most of
the management and administrative costs required to keep this market operational.
In past years, CFM fees have covered only a fraction of the market's operation cost.
LTAC's investment in the CFM has been critical to this growth. Your support for our
regional marketing, way-finding banners, live music, and kids' activities have helped
put the CFM and Jefferson County on the map for tourists and locals alike. In 2024,
small businesses participating at the CFM have (so far) generated 20% more
revenue than last year. This growth reflects more consistent and greater shopper
attendance, increased visibility of the market, and economic growth that starts at
the CFM and ripples out to Jefferson County lodging and business establishments.
Thank you! Please help us continue growing in 2025.
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 23 of 44
JEFFERSON COUNTY
FARMERS MARKETS
PORT TOWNSEND • CHIMACUM
Marketing consistency and quality. Over the last two years, we professional ized
our marketing approach with support from a United States Department of
Agriculture (USDA) Farmers Market Promotion Program (FMPP) grant (which is
funded through September 2025). We hired a part-time marketing coordinator who
created an advertising calendar and established brand and voice consistency.
In 2024, we leveraged FMPP grant funds to secure a State of Washington Tourism
(SWT) grant, which supports JCFM in developing a beautiful photo library featuring
our farmers markets and vendors. The 2025 season will be the last we are
guaranteed to have a marketing professional on our team. Utilizing the photos
produced with SWT dollars and the expertise of our marketing coordinator, we will
produce beautiful and engaging print, social media, and digital advertisements in
2025.
3. Promotional Strategy
During the 2025 season, JCFM will continue growing the CFM through engaging
promotion leading up to the season and through the season's end— May through
October. LTAC-funded advertisements will target people from the Seattle area, the
Olympic Peninsula, British Columbia, and national visitors of all ages. We will
combine in-kind and USDA grant dollars with LTAC's investment to increase the
reach of our marketing using a multifaceted approach— print, digital, social media,
and video.
Messages and Strategy:
1. Co-market promotion: Our flagship market, the PTFM, has better name
recognition outside of Jefferson County than the CFM. Promoting our
markets together helps place the CFM for visitors, gives the market added
credibility, and improves the PTFM's visibility.
2. Advertising Messages: Our advertising messages promote Jefferson
County as an agricultural, artisan food, and arts destination with taglines
including "Explore the flavors of Jefferson County," "40+ Farm, Artisan Food
and Arts Vendors," and "Meet me at the Market." We will include information
about our food access programs, product selection, and live music and
activities to show the diversity of the Market's offerings and the inclusivity of
the CFM for people of all ages and socio-economic backgrounds.
3. Beautiful Images: We will pair advertising messages with stunning images
taken by four local professional photographers that tell the story of the CFM
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 24 of 44
JEFFERSON COUNTY
FARMERS MARKETS
PORT TOWNSEND • CHIMACUM
and our agricultural, artisan food, and arts community. These photos were
paid for with SWT grant funds.
Our digital advertising provides viewer metrics and is one of our focus areas.
Through digital advertisements with the Seattle Times and Stranger, we reach
about 1,612,727 readers. We plan to continue advertising with the Waterside
Magazine, which is distributed on ferries across Washington and British Columbia,
as well as at visitor centers and airports. The Waterside reaches an audience of
about 100,000 people.
Our social media posts featuring videos have the highest engagement of all our
posts. As a bonus, we share videos with regional partners such as the Olympic
Culinary Loop, the State of Washington Tourism, and the Washington State
Farmers Market Association. We also utilize in-kind sponsorship from the Rose
Theatre to showcase our videos locally on the big screen for moviegoers. Through
these methods, we have reached 25,158 viewers, and thousands more see our
videos thanks to partner sharing.
JCFM strives to create a repeat shopper base. Curating a great shopping
experience brings locals and tourists back for more. Next year we will host weekly
live music and monthly kids' activities to engage shoppers and help the CFM stand
out.
4. Effectiveness of Promotion
During the 2025 season, we will use tracking methods that have been effective for
our markets. JCFM uses a combination of shopper surveys, customer counts and
sales tracking to measure attendance and the Market's economic impact. Metrics
from our digital advertisements and distribution for our print advertisement help us
gauge the number of people reached through our promotions.
On Sundays, we count every single shopper who enters the market. There is one
primary entry point for the CFM that is visible from the Market Information Booth.
This allows us to track every shopper entering the market using a hand tally
counter.
We track where shoppers come from and what brings them to the market with a
once-a-month dot survey. Shoppers answered a five-question survey using dot
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 25 of 44
JEFFERSON COUNTY
FARMERS MARKETS
PORT TOWNSEND • CHIMACUM
stickers to vote on their answers from a series of possible answers written on flip
chart paper. We ask questions, including where shoppers live, what is their primary
reason for visiting the market, how much they plan to spend at the market, and if
they are staying at local lodging. Using this survey during the 2024 season, we saw
that more than half of CFM visitors live outside of Jefferson County in locations as
close as other parts of the Olympic Peninsula and as far as internationally. A total of
20% of CFM shoppers reported staying at local lodging or camping.
Market vendors report their sales information to JCFM weekly. We use this
information to monitor the success of the CFM as a sales venue for small
businesses as well as the Market's economic impact on these businesses. We will
report the CFM sales, attendance, and visitor survey data annually to the Jefferson
County LTAC committee through our final grant report.
Through our LTAC-sponsored advertising, we reach approximately 1,906,000
viewers in Washington and British Columbia as well as visitors to the state. We
review the viewer/reader metrics of the publications we advertise in annually to help
us choose how to get the biggest impact from our marketing dollars.
5. Economic Impacts
While the CFM operates through October of this year, we can provide an
attendance estimate based on the season to date. Taking our average attendance
and multiplying it by our 22 CFM dates this year, we estimate serving about 10,500
shoppers in 2024. Approximately 50% of our shoppers live more than 50 miles
away. That is about 5,250 shoppers from 50+ miles visiting the CFM annually. We
anticipate that we will have similar CFM attendance next year.
With about 20% of these shoppers (1,050 people) staying at local lodging, we
estimate that the economic benefit of the CFM to lodging establishments equates to
at least $210,000— that is $200 per CFM shopper/lodging guest this season. We
estimate that the CFM will have a similar economic benefit for county lodging
establishments in 2025.
It is also essential to note the impact of the CFM on participating businesses. Last
year, CFM businesses generated $152,965 in direct sales to market shoppers. This
year, we are seeing a 20% increase in sales over 2023. If this trend continues
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 26 of 44
JEFFERSON COUNTY
FARMERS MARKETS
PORT TOWNSEND • CHIMACUM
through the end of the season, we anticipate CFM vendors will generate
approximately $183,000 in market sales. This revenue supports local jobs, and
small businesses while also rippling out to benefit our greater local economy.
6. Organization's Area of Expertise
We are experts in hosting farmers markets, live music, and events that unite our
community, support our local economy, and incubate local small businesses. JCFM
is well-connected in our community and has strong partnerships with our vendors,
shoppers, local businesses, and nonprofit organizations.
Collaboration is one of our superpowers. We partner with local professional
photographers and videographers who provide high-quality photos and videos. We
interview our vendors and share their stories in our newsletter and the Leader.
Local photographers and videographers capture the feel of our markets with
beautiful images taken at market throughout the season and on participating farms.
Our videos are playful and fresh. See the two videos we created this season here
and here. Our storytelling, bright and authentic photos, and videos make our
marketing stand out.
Farmers markets provide a unique and highly sought-after opportunity for direct
human connection to our food, arts, and culture. Our markets are desirable tourist
locations and have the potential to be an even greater draw to the County with
continued LTAC support. LTAC grant funds empower JCFM to reach a greater
audience, which in turn supports our markets in driving tourism and revenue for our
community. Your support is essential for our continued marketing efforts.
Thank you for considering our proposal. Please contact me if you have any
questions. Amanda Millholland, JCFM Executive Director, info@jcfmarkets.org,
360-379-9098.
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 27 of 44
1.Itemized List of Proposed Tourism Promotion Services
Chimacum Farmers Market(CFM)Promotion Budget LTAC 2025
Promotion Type Funding Source Cost Reach Notes
6,500 readers Leader,
Visitor guide 70,000
reach.40.000 PDN
Leader,PDN,Visitor Guide. readers across the Co-promote the Port Townsend and Chimacum
Chamber Map LTAC $3,000.00 Peninsula Farmers Markets(CFM)
21,158 viewers quarterly.
6.9k Facebook followers.
Facebook/Instagram LTAC $500.00 2.7 Instagram Followers Weekly boosted post ads.May-October
12,000 subscribers, Reaching visitors to the Olympic Peninsula
60,000 brochures through distribution at visitor center,local
Olympic Culinary Loop LTAC $435.00 distributed regionally lodging,and more
2,500 distributed to local lodging,visitor centers
Rack Cards LTAC $1,500.00 2,500 readers and at our markets
25,000 magazines
distributed to 600+
Waterside Magazine on locations in Washington Year-long distribution on WA and BC Ferries,
Washington Ferries and in and British Columbia and along 1-5 from Seattle to Vancouver in high-
Visitor Centers LTAC $1,800.00 reaching 100.000 readers traffic hotel lobbies,airports,and visitor centers
21,158 quarterly social Aired on social media regionally,shared in our
media viewers+4.000 weekly newsletter.website and on the Rose
Video production LTAC $3,500.00 Rose Theatre views Theatre screen
Seattle Stranger digital Digital advertisement in the Food and Drink,
advertising LTAC $2,500.00 1,340.000 readers features/news and events sections
Seattle Times digital $11 per 1,000 impressions run over the course
advertisement LTAC $3,000.00 272,727 impressions of the market season
Kids'Activities LTAC $375.00 -10,500 market shoppers $75 per month,5 months
Live Music Fund LTAC $4,400,00 -10,500 market shopper Live music stipend,$200 per week,22 weeks
Staff time for conducting LTAC customer
tracking at$24 per hour x 4 hours per week
CFM Site Manager LTAC $2,112.00 -10,500 market shoppers June-October
Market Administration and 1 hours per week,22 weeks at$40,market
Oversight LTAC $880.00 oversight.grant reporting
Payroll Tax LTAC $211.20 For billable staff hours at 10%
Total Request LTAC $24,213.20
JCFM General
Operating Funds Staff time for the coordination,leadership and
paid with CFM hosting of the Chimacum Farmers Market,at
CFM Site Manager vendor fees $3,168.00 -10,500 market shoppers $24 per hour x 5 hours per week May-October
JCFM General
Operating Funds
paid with CFM
Music Coordinator Stipend vendor fees $1,100.00 -10,500 market shoppers Coordinating the CFM music program
JCFM General
Operating Funds
Market Administration and paid with CFM 1 hours per week,22 weeks at$40,market
Oversight vendor fees $880.00 oversight,grant reporting
Port Townsend Leader print
advertisement In-kind $2,000.00 6,500 local subscribers Two donated 1/2 page ads
6,500 Leader
Port Townsend Leader and USDA Farmers subscribers,40,000 PDN
Peninsula Daily News(PDN) Market Promotion readers across the Co-promote our farmers markets throughout the
print advertisement Program Grant $8,000.00 Peninsula season
KPTZ-Radio promotion In-kind $1,000.00 12,000 listeners Weekly spot on KPTZ,April-December
USDA Farmers 21,158 viewers quarterly,
Market Promotion 6.9k Facebook followers, Posts promoting both Jefferson County Farmers
Facebook/Instagram Program Grant $1,000.00 2.7k Instagram followers Markets
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 28 of 44
6,500 subscribers+
Spring and summer postcard USDA Farmers distributed to local Posts promoting both Jefferson County Farmers
insert in the Leader and local Market Promotion lodging and visitor Markets.This is a multi-year grant with secure
lodging Program Grant $3,000.00 centers reaching funding through 912025.
The video produced with LTAC grant funds will
be shown on the Rose Theatre screen as well
as distributed to other local and regional
Video Rose Theatre Screen In-kind $1,600.00 -4.000 viewers partners
Marketing Coordinator 18 hours a week during
the CFM season.Our Marketing Coordinator
writes our weekly newsletter reaching 1,738
subscribers,maintains our website with 4,200
visits per month,creates social media content
reaching 21,158 viewers quarterly,and designs
our advertising reaching audiences in the
Olympic Peninsula and greater Seattle area as
well as national and international tourists.
USDA Farmers Viewer estimate is conservative based on our
Market Promotion weekly visitors to our farmers markets over the
Marketing Coordinator Time Program Grant $13,996.80 2024 season.
Other CFM Promotion
Budget $35,744.80
Total Advertising Budget $54,810.00
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 29 of 44
Jefferson County Farmers Markets
Profit and Loss
January 1 - September 18, 2024
TOTAL
Income
BIPOC Business Fund 8,000.00
Friends of the Market 5,868.73
Food Access Donations 100.00
Total Friends of the Market 5,968.73
Grant Income
FMPP Grant
Billable Expense Income/FMPP 11,078.92
USDA/FMPP 31,408.87
Total FMPP Grant 42,487.79
Jeff Co Foundation grant
Give Jefferson 9,000.00
Love Your Neighbor-Food Access 5,000.00
Love Your Neighbor-Technology 5,000.00
Total Give Jefferson 19,000.00
Total Jeff Co Foundation grant 19,000.00
Jeff Co Lodging grant 15,000.00
SFMNP 8,673.50
SNAP Match 16,447.60
State of WA Tourism
State of WA Tourism Income 18,000.00
Total State of WA Tourism 18,000.00
WSFMA 75.00
WSMA 12,560.00
Total Grant Income 132,243.89
Merchandise sales
Merch sales-Chimacum 1,626.93
Merch sales-Port Townsend 6,725.96
Total Merchandise sales 8,352.89
Misc income 1.00
Service fees income 3.27
Sponsors
Sponsors-Community 11,500.00
Sponsors-Food Access 11,000.00
Total Sponsors 22,500.00
Token Rental Fee 1,599.16
Unapplied Cash Payments 4.00
Uncategorized Income 10.37
Vendor Fees 413.40
Vendor income
Vendor fees-Application 840.00
Vendor fees-Chimacum 5,699.90
Vendor fees-Saturday 70,914.18
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 30 of 44
Cash Basis Wednesday, September 18, 2024 03:26 PM GMT-07:00
TOTAL
Vendor members 4,400.00
Total Vendor income 81,854.08
Total Income $260,950.79
Cost of Goods Sold
Cost of Goods Sold 729.10
Merch-purchases 5,662.13
Token Reimbursement 20.00
Total Cost of Goods Sold $6,411.23
GROSS PROFIT $254,539.56
Expenses
Admin&general expenses
Bank fees 196.40
Bank Charges&Interest 58.31
EBT/credit/debit fees 1,969.44
Farmers Market software 2,100.00
PayPal fees 38.95
OB fees 2,795.62
Total Bank fees 7,158.72
Dues&memberships 1,795.00
Education/training 440.00
SNAP Ambassador Stipend 40.00
Total Education/training 480.00
Insurance 1,831.57
Licenses&permits 1,129.01
Meetings 1,471.71
Office Supplies 1,669.10
Postage 427.06
Printing&copies 3,533.82
Rent
Rent-Port Townsend 8,369.07
Total Rent 8,369.07
Supplies&equipment 754.43
Equipment(small) 3,365.95
Equipment rental 351.14
Supplies-Chimacum 58.80
Supplies-Port Townsend 456.04
Supplies-SFMNP 6,007.38
Technology Grant Expense-LYN 1,200.00
Total Supplies&equipment 12,193.74
Survey Incentives 348.97
Utilities 267.98
Telephone/Internet 628.50
Total Utilities 896.48
Total Admin&general expenses 41,304.25
Advertising 6,992.76
Advertising-LTAC/JEFFCO 9,732.00
Advertising-LTAC/PT 4,200.00
Advertising-Port Townsend 15,537.13
Advertising-Social Media 306.52
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 31 of 44
Cash Basis Wednesday, September 18,2024 03:26 PM GMT-07:00
TOTAL
Total Advertising 36,768.41
Billing fees 46.33
BIPOC Fund Payouts 7,303.50
Conference -215.00
Consulting/professional services 0.02
Bookkeeping/accounting 1,548.32
Contract labor 4,585.00
WSMA 6,771.16
Total Consulting/professional services 12,904.50
Cost of Labor 514.50
Assistant Manager 17,568.00
Bonus Pay 600.00
Market Director 47,541.61
Marketing Coordinator 19,665.00
Music Coord-Chimacum 166.66
Music Coord-Port Townsend 1,833.32
Payroll taxes 9,708.13
Site Manager 8,247.76
Total Cost of Labor 105,844.98
Education-Chef's Demos 284.50
Meals 58.09
Melio Service Fees 28.50
Musicians Guarantee 5,800.00
Repair&Maintenance 420.19
Tokens expenses
Tokens-Gimme 5 11,685.00
Tokens-SNAP match 19,218.00
Tokens-VegRX 3,394.00
Total Tokens expenses 34,297.00
Travel 1,765.12
Travel Meals 298.92
Unapplied Cash Bill Payment Expense 0.00
Uncategorized Expense 5.00
Volunteer Appreciation 160.09
Total Expenses $247,074.38
NET OPERATING INCOME $7,465.18
Other Income
Events income
Annual Fundraiser income 44,911.83
Annual Fundraiser Sponsors 1,500.00
Total Annual Fundraiser income 46,411.83
Total Events income 46,411.83
Interest Earned 483.24
Total Other Income $46,895.07
Other Expenses
Annual Fundraiser Expenses 7,873.79
Bad debt 130.19
Farm Tour 1,000.00
Over/short -1.00
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 32 of 44
Cash Basis Wednesday. September 18, 2024 03:26 PM GMT-07:00
TOTAL
Total Other Expenses $9,002.98
NET OTHER INCOME $37,892.09
NET INCOME $45,357.27
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 33 of 44
Ljasis Wednesday, September 18, 2024 03:26 PM GMT-07:00
Jefferson County Farmers Markets
Budget 2024:
Budget 2024
Income
BIPOC Business Fund $ 9,000.00
Friends of the Market $ 8,000.00
Grant Income $ -
FMPP Grant $ -
Billable Expense Income/FMPP $ 14,000.00
USDA/FMPP $ 40,000.00
Total FMPP Grant $ 54,000.00
Jeff Co Foundation grant $ 9,000.00
Love Your Neighbor $ 5,000.00
Total Jeff Co Foundation grant $ 14,000.00
Jeff Co Lodging grant $ 15,000.00
SNAP Match $ 35,100.00
WSMA $ 12,560.00
Total Grant Income $ 130,660.00
Merchandise sales
Merch sales-Chimacum $ 1,500,00
Merch sales- Port Townsend $ 7,50000
Total Merchandise sales $ 9,000.00
Service fees income $ -
Sponsors $ -
Sponsors-Community $ 12,500.00
Sponsors-Food Access $ 13,000.00
Sponsors-Music $ 9,000.00
Total Sponsors $ 34,500.00
Token Rental Fee $ 1,800.00
Unapplied Cash Payments $ -
Uncategorized Income $
Vendor Fees $
Vendor income $ -
Vendor fees-Application $ 800.00
Vendor fees-Chimacum $ 7,800.00
Vendor fees-Saturday $ 106,000.00
Vendor members $ 4,250.00
Total Vendor income $ 118,850.00
Total Income $ 311,810.00
Cost of Goods Sold
Merch-purchases $ 4,000.00
Merch Art Purchase $ 600.00
Total Cost of Goods Sold $ 4,600.00
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 34 of 44
Gross Profit $ 307,210.00
Expenses
Admin&general expenses $ 800,00
Bank fees $ -
Bank Charges&Interest $ 108.00
EBT/credit/debit fees $ 3,200.00
Farmers Market software $ 2,100.00
PayPal fees $ 25.00
QB fees $ 4,070.00
Total Bank fees $ 9,503.00
Dues&memberships $ 1,800.00
Education/training $ 2,500.00
Insurance $ 2,518.00
Licenses&permits $ 700.00
Meetings $ 1,800.00
Office Supplies $ 1,700.00
Postage $ 270.00
Printing&copies $ 2,200.00
Rent $ 600.00
Rent-Port Townsend $ 7,900.00
Total Rent $ 8,500.00
Supplies&equipment $ 1,800.00
Equipment(small) $ 3,500.00
Total Supplies&equipment $ 5,300.00
Technology for Farm Vendors $ 4,500.00
Survey Incentives $ 300.00
Utilities $ 380.00
Telephone/Internet $ 790.00
Total Utilities $ 1,170.00
Website $ 420.00
Total Admin&general expenses $ 39,181.00
Advertising $ 6,000.00
Advertising-Chimacum $ 1,400.00
Advertising-LTAC $ 15,000.00
Advertising-Port Townsend $ 7,000.00
Advertising-Social Media $ 1,000.00
Total Advertising $ 30,400.00
BIPOC Fund Payouts $ 6,000.00
Conference $ 1,000.00
Consulting/professional services $ 560.00
Bookkeeping/accounting $ 1,500.00
WSMA $ 7,120.00
Total Bookkeeping/accounting $ 9,180.00
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 35 of 44
Contract labor $ 7,00000
Total Consulting/professional services $ 16,740.00
Cost of Labor $ -
Assistant Manager $ 22,125.00
Bonus Pay $ 3,000.00
Market Director $ 68,000.00
Marketing Coordinator $ 24,000.00
Music Coord-Port Townsend $ 3,200.00
Payroll taxes $ 16,500,00
Sick Pay $ 1,500.00
Site Manager $ 12,480.00
Vacation Pay $ 1,500.00
Total Cost of Labor $ 152,305.00
Donation to Community $ -
Education-Chefs Demos $ 4,000.00
Melio Service Fees $ 130.00
Musicians Guarantee $ 10,600.00
Repair&Maintenance $ 700.00
Tokens expenses $ -
Tokens-donated S 500.00
Tokens-Gimme 5 $ 14,000.00
Tokens-SNAP match $ 30,000.00
Tokens-VegRX $ 7,000.00
Total Tokens expenses $ 51,500.00
Travel S 1,200.00
Volunteer Appreciation $ 300.00
Total Expenses $ 314,056.00
Net Operating Income $ (6,846.00)
Other Income
Events income
Annual Fundraiser income $ 28,000.00
Annual Fundraiser expenses -17000.00
Total Annual Fundraiser income $ 11,000.00
Total Events income $ 11,000.00
Interest Earned S 630.00
Miscellaneous Income $ -
Total Other Income $ 4,784.00
Other Expenses
Farm Tour $ 1,000.00
Total Other Expenses $ 1,000.00
Net Other Income $ 3,784.00
Net Income $ 3,784.00
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 36 of 44
JEFFERSON COUNTY
0�11 i* FARMERS fa
MARKETS -
�, .
'-yI (_HIM:.-_Ilht • rf_:AT 'C:d�"dSE%C-1 I �.
9
Board Membership Roster 2024
Janet Aubin, President Angela Dunham,Vice President
Co-owner Stellar J Farm Marketing Professional
53 Barn Swallow Rd 1801 Rosewood St
Chimacum, WA 98325 Port Townsend, WA 98368
(360)821-2226 (425)220-5500
Janet@stellarjfarm.com Angelad@outlook.com
Laina Amerson, Treasurer Jessie E. Short, Secretary
Accountant, Real Estate Agent Marketing, Port Ludlow Resort
307 Eddy Court 80 Warbler Ln
Port Townsend, WA 98368 Port Ludlow, WA 98365
(360)301-2952 (360)301-0912
laina@amerson.us jshort@portludlowassociates.com
Pierce Kennedy Laura Llewellyn
Soft Step Farm Chimalow Produce
3059 7th St PO Box 593
Port Townsend, WA 98368 Chimacum, WA 98325
(541)350-0636 (570) 573-3138
SoftStepFarm@gmail.com Laura@chimalowproduce.com
Natalie Motson Aliza Saraco-Polner
Co-owner White Lotus Farm 52 7th Ave.
3723 Beaver Valley Road Port Hadlock, WA 98339
Port Ludlow, WA 98365 (973)420-4267
(425)830-0253 asaracop@gmail.com
whitelotusinn@gmail.com
Julia-Ellen Spruill-Smith Ben Wilson
Space Twins Provisions Retired Healthcare Technology Executive and
3723 Beaver Valley Road Entrepreneur
Port Ludlow, WA 98365 1428 Rose St.
(202)468-4113 Port Townsend, WA 98368
spacetwinsprovisions@gmail.com (408)406-1743
wilsonbe@gmail.com
Elise Wright
431 Calhoun St.
Port Townsend, WA 98368
(360)713-4468
wright.elise@gmail.com
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 37 of 44
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30+ vendors seasonal produce fish mushrooms - baked goods art live music picnic area kids' activities
EXHIBIT C 1st QUARTER Due by April 30"to
afmckni hhtt(a coiefferson.wa.us
Organization:
Contact person:
Mailing Address:
Phone Number/Email:
1. LTAC Funds received from Jefferson County 1st QTR:
ORGANIZATION Amount Received Overspent Refund TOTAL 1s`
Awarded From M Required QTR
by Underspent LTAC
Jefferson 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 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, 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 JEFFERSON COUNTY FARMERS MARKET Page 39 of 44
EXHIBIT C 2nd QUARTER Due by July 3111 to
afmcknisht(c�co.iefferson.wa.us
Organization:
Contact person:
Mailing Address:
Phone Number/Email:
1. LTAC Funds received from Jefferson County 2nd QTR:
ORGANIZATION Total Total Overspent Refund TOTAL TOTAL
Amount Received (+) Required I"QTR 2"d 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 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. 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 JEFFERSON COUNTY FARMERS MARKET Page 40 of 44
EXHIBIT C 3" QUARTER Due by October 3111 to
afmckn ight@co.j efferson.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 1"QTR 2"d QTR 3rd QTR
Awarded From Underspent LTAC LTAC LTAC
by (-)of LTAC FUNDS FUNDS FUNDS
Jefferson Country° funds SPENT SPENT SPENT
County
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,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 JEFFERSON COUNTY FARMERS MARKET Page 41 of 44
EXHIBIT C 4 h QUARTER Due by January 31 s`to
afmckni hhtt{g-c, o.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 31d TOTAL
Amount Received (+) Required 1"QTR 2"d QTR QTR 41'QTR
Awarded From Underspent LTAC LTAC LTAC LTAC
by (-)ofLTAC 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 JEFFERSON COUNTY FARMERS MARKET Page 42 of 44
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 Tax Reporting Form
Or eatnzanons receiving fcwdrne to promote fesm-aL.:pecral event-and tourian-related acnvines through toun:m-related faeilities
otsned or pomored by non-profit orpnrzanons or the local jumclicnon are required to complete this form for EACH activity.
1 Orem mam Name: Pep f`.'ear
Sponsor Type'Cbeck the 0 301::1.1 O 5n.col O Ioca:T'ansdtcaon O Cter:Etr;.m)
i Acman•Name
4 Acncm•Ihpe(Cbedt One) O EvertFestna:' O Faalitn- ()Madecog'
5 Accatty Surf Date,
6 AttiatryErd Date,
7 Tour.Cast of Armin- 5
8 Arno=Requested: 5
a Amwrl Awarded: 5
10 Oserall Attendance' 13 Nth of Attendees[lln Steed Osenighi m Uga;i Arcommodaacns•
a) Ptoxcted• A) Projected,
b) Amin:• b) Arraa:•
c) Methodoion iCheck Ore ODrrect Cam• c) Mmhodnory(Check Onei HecT om
Ohdrrect Coam• OF.enreseraam•e Stm•ev, 1dnect Co., 0114presenm.State•
Oleformal S•mvt' 0 Sitvcwed Esc�ace' O hfQmal Stm�ey" Struc tired Esnmace•
00thet tevIam;: �Od a;ecpluni
I 1 Ntrsber of AnwAses Who Tmeied SO Miles or Mare' 14 Number of Attendees lxbo itri'ed Oswm,-�l m Paid Arca a=,ocIrAM
a) Pro rted• a) Proje.t*d•
bi Arai* b) Arrra:'
Ci MethodoAr tCl e:I Cie DuKt Calm' c) Methodoiorr iChKk ones Daea Cant•
Olydwect Comm F.gre5eo am•e Staten' ndtrect Coamt• ()F.epreswame Sunw'
Infoffial Sun,- l)Stntcwai Earmate' dal Simw O S Iuctired Esamate
Other i erplun: O Other;ey.+lun is
I'Ntrmber of Anendees Ale Irn eied=om Amther Sure at Com:ar' 15 Number ad Paid Lodnne yutta•
a) Pro,xted• a) Projected'
b) .Aram:• b) Arraa:-
;i Meitiodwon•(Check One L i:uect Cam• c)/M�ethodoaory lCheck Cnec Dmtt Co nt•
()lydrrectCaam• T.VesematieSunev* LJ1d.,C.- �()FspresecuaeeStatej•
Iefom al S utYn Tom'aucwel E tm rte m nfaal ta SuneS' l J- u ured Lamm'
`�-
Other esplam Otbn'ttplami:
'Jet Lodging Tax Tearh Reporting Definition;In-.rructionq
Name of lndividia:IaIo Prej wed Fepotr
Phone= E-Mail Address
RETURN Tffi5 FOR\I TO:
Jeffer son C ounty Admrmsi atoi s Office
1820 Jeffenon Street
P.O.Box 1220
Port Townsend.WA 98368
)effbocraco.jeffiersonma.tG
DE.ADLL%-E:February:8th of Each Reporting Year
LTAC Grant Award Agreement for JEFFERSON COUNTY FARMERS MARKET Page 43 of 44
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 JEFFERSON COUNTY FARMERS MARKET Page 44 of 44