HomeMy WebLinkAboutCONSENT LTAC Quilcene Historical Museum Consent Agenda
Commissioners Office
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
FROM: Adiel McKnight, Executive Assistant
DATE: ( *-,- Z 3, 2414
SUBJECT: AGREEMENT re: 2025 Hotel Motel (Lodging Tax) Grant Funding; In the
Amount of$91,500; Quilcene Historical Museum
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:
Quilcene Historical Museum $91,500
RECOMMENDATION:
Approve and sign the agreement.
REVIEWED BY:
Mark McCaul , County Administrator Date:
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: QUILCENE HISTORICAL MUSEUM Contract No: LTAC QHM
Contract For: Lodging Tax Funding I erm: Jan-Dec 2025
COUNTY DEPARTMENT: County Administrator
Contact Person: Adiel McKnight
Contact Phone: 102
Contact email: afmcknight@co.jefferson.wa.us
AMOUNT: 91,500 PROCESS: Exempt from Bid Process
Revenue: Cooperative Purchase
Expenditure: 91,500 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 12555 0/411103 Other:
APPROVAL STEPS: i
1
STEP 1: DEPARTMENT CERTIFIES C PL �1{ 3.55.080 AND CHAPTER 42.23 RCW.
CERTIFIED: N/A:0 ( ,�' - / /7-D
Signatur Date'
I
STEP 2: DEPARTMENT CERTIFIES T PERSO PR P SED FOR CONTRACTING WITH THE
,kMCOUNTY (CONTRACTOR) HAS NOT DEBARR ANY FEDERAL, STATE, OR LOCAL
AGENCY. /'
CERTIFIED: E N/A:
S ignatu�eV Date
STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche):
Electronically approved by Risk Management on 12/19/2024.
i
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
L.tJ
PROSECUTING ATTORNEY(IF REQUIRED). z
STEP 6: CONTRACTOR SIGNS z
S
STEP 7: SUBMIT TO BOCC FOR APPROVAL CU
1
AGREEMENT FOR 2025 HOTEL-MOTEL FUNDING FOR TOURISM SERVICES
FOR QUILCENE HISTORICAL MUSEUM ASSOCIATION
This Agreement is by and between Jefferson COUNTY, Washington (the COUNTY) and
QUILCENE HISTORICAL MUSEUM ASSOCIATION("RECIPIENT").
WHEREAS, RECIPIENT is a non-profit corporation registered with the Secretary of State
of the State of Washington under UBI number 601 333 689;and
WHEREAS, the COUNTY desires to promote tourism in unincorporated Jefferson
COUNTY,as authorized by Chapter 67.28 RC W 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$91,500 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;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 QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 1 of 31
ii. 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 28te 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 QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 2 of 31
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 QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 3 of 31
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 RCW, 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 QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 4 of 31
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 QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 5 of 31
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 QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 6 of 31
JEFFERSON COUNTY WASHINGTON QUILCENE HISTORICAL MUSEUM
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 late
Clerk of the Board
Approved as to form only:
la
for 12/19/2024
Philip C. Hunsucker, Date
Chief Civil Deputy Prosecuting Attorney
LTAC Grant Award Agreement for QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 7 of 31
EXHIBIT A
Itemized List of Tourism Promotion Services Approved in the Final Award
Quilcene Historical Museum
2025 LTAC Budget
2023 orig 2024 2025
LTAC BUDGETLTAC BUDGETLTAC
BUDGET
66112 LTAX Visitor Prom-Info-Convenes
66112.1 Conveniences•PLO 3,000 5,200 5,200
66112.2 Signage&PPE Supplies 2,000 500 500
66112.3 Exhibits 1,500 500 1,000
661124 News Letters&Postcards 1,000 500 500
66112.5 Brochures 750 1,000 1,000
66112.6 Conveniences-Sanitation 1,500 2,500 2,500
66112.7 Invitations 750 750 750
Total 66112 LTAX Visitor Prom-Info-Convenes 10,500 10,950 11,450
66116 LTAX Cooperative Partnerships 1,000 1,000 1,000
66118 LTAX Web,Soc Media,ISP,Phone
66118.1 Internet&Phone Service 3,000 4,000 4,000
66118.2-Website Design&Malnt. 2,600 5,000 5,000
66118.3-Email Service 200 200 200
66118A Website Provider 350 350 500
6611&5 Video-Teleconference Service 200 200 200
6611&6 Security System Service 400 420 1,000
66118.7.Muli-Media H/W
Total 66118 LTAX Web.Soc Media,ISP,Phone 6,750 10,170 10,900
66120 LTAX Spl Events Prom&Mking
66120.1 Multi-Media Advert.-Comm 5,000 2,000 2,000
66120.2 Event Promotion&Support 11,500 12,500 16,500
66120 Wedding Promotion 1,250 6,000 6,000
Total 66120 LTAX Spl Events Prom&Mktng 17,750 20,500 24,500
66122-LTAX Prof Svcs,Projects
66122.1-Graphic Design•Non Event(Mark 300 300 300
66122.2 Mailing Services 3,000 2,000 2,000
66122.3 Lawn Services 15,000 18,000 18,000
661224 Grant Whiting Services 1,550 2,500 2,500
66122.5-CPA Services 1,250 750 750
66122.6 WP Maintenance&Operations 19,200 16,000 16,000
66122 Pass Perfect software 1,800 1,800 1,800
Total 66122 LTAX Prof Svcs,Projects 42,100 41,350 41,350
66130 Conference Convention,Meeting
500 500 500
66171 Office Expenses,Program 100 400 400
66173 Postage,Program 100 100 100
66195 Travel 100 100 100
Total Other Program Expenses 800 1,100 1,100
6.B Administration
66200 Other Non-Program Expenses
66265 Office Expense,Administration 300 500 300
66267 Postage,Administration 600 1,000 500
66269-Printing and Copying,Admin.LQ.Q 400 400
Total 66200 Other Non-Program Expenses 1,100 1,900 1,200
Total Expense
80,000 86,970 91,500
LTAC Grant Award Agreement for QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 8 of 31
EXHIBIT B
RECIPIENT'S PROPOSAL
QUILCENE HISTORICAL MUSEUM ASSOCIATION REQUEST FOR
PROPOSALATTACHED
LTAC Grant Award Agreement for QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 9 of 31
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.jefferson.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 afmckni ht co.iefferson.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.
LTAC Grant Award Agreement for QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 10 of 31
2025 Proposal Checklist for Tourism Promotion Activities
Organization Name Quilcene Historical Museum
Event Name, if different
Proposed Contract Amount: $ 91,500.00
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:
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 Administrator's 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 QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 11 of 31
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(cDco 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 Quilcene Historical Museum
Organization Address 151 East Columbia Street, PO Box 574 Quilcene, WA 98376
Contact Name Kevin Wooley
Contact Address PO Box 574 Quilcene, WA 98376
Day Phone (360)765-4848 Evening or Cell Phone (360) 531-1023
E-Mail Address Quilcenemuseum.treasurer(aD_gmail.com;
Kevin J.wooley(aD_gmail.com
Facility/Event (if applicable) Quilcene Historical Museum/Worthington Park
Total Lodging Tax Request:
$: 91,500.00
Estimated 2025 org. operating
budget (Incl. Lodging Tax funds) $:151,613.00
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. $
$
Total Project Revenue Budget $
Did your organization receive Lodging Tax Funds from the County in 2024? Xyes 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. 1 understand that the proposal herein is a public record potentially eligible for public release.
7
Sign Name: �� �2 r
`D Date:
Print Name and Title: Kkl o►n
LTAC Grant Award Agreement for QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 12 of 31
Section 1 - Itemized list of proposed services and estimated costs.
Quilcene Historical Museum
2025 LTAC Budget
2023 orig 2024 2025
LTAC BUDGET LTAC BUDGET LTAC BUDGET
66112 LTAX Visitor Prom-Info-Convencs
66112.1 Conveniences-PUD 3,000 5,200 5,200
66112.2 Signage 8.PPE Supplies 2,000 500 500
66112.3 Exhibits 1,500 500 1,000
66112.4-News Letters&Postcards 1,000 500 500
66112.5 Brochures 750 1,000 1,000
66112.6 Conveniences-Sanitation 1,500 2,500 2,500
66112.7 Invitations 750 750 750
Total 66112 LTAX Visitor Prom-Info-Convents 10,500 10,950 11,450
66116 LTAX Cooperative Partnerships 1,000 1,000 1,000
66118 LTAX Web.Soc Media.ISP.Phone
66118.1 Internet&Phone Service 3,000 4,000 4,000
66118,2 Website Design&Maint. 2,600 5,000 5,000
66118.3 Email Service 200 200 200
66118.4 Website Provider 350 350 500
66118.5 Video-Teleconference Service 200 200 200
66118.6 Security System Service 400 420 1,000
66118.7-Muli-Media H/W - - -
Total 66118-LTAX Web.Soc Media,ISP,Phone 6,750 10,170 10,900
66120 LTAX Spl Events Prom&Mktng
66120.1 Multi-Media Advert.-Comm 5,000 2,000 2,000
66120.2 Event Promotion&Support 11,500 12,500 16,500
66120 Wedding Promotion 1,250 6,000 6,000
Total 66120 LTAX Spi Events Prom&Mktng 17,750 20,500 24,500
66122 LTAX Prof Svcs,Projects
66122.1 Graphic Design-Non Event/Mark 300 300 300
66122.2 Mailing Services 3,000 2,000 2,000
66122.3 Lawn Services 15,000 18,000 18,000
66122.4 Grant Writing Services 1,550 2,500 2,500
66122.5 CPA Services 1,250 750 750
66122.6 WP Maintenance&Operations 19,200 16,000 16,000
66122-Pass Perfect Software 1,800 1,800 1,800
Total 66122-LTAX Prof Svcs,Projects 42,100 41,350 41,350
66130 Conference,Convention,Meeting 500 500 500
66171 Office Expenses.Program 100 400 400
66173 Postage,Program 100 100 100
66195 Travel 100 100 100
Total Other Program Expenses 800 1,100 1.1 00
6.B-Administration
66200 Other Non-Program Expenses
66265-Office Expense,Administration 300 500 300
66267-Postage,Administration 600 1,000 500
66269-Printing and Copying.Admin 200 400 400
Total 66200 Other Non-Program Expenses 1,100 1,900 1,200
Total Expense 80,000 86,970 91,500
LTAC Grant Award Agreement for QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 13 of 31
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.
Worthington Park continues to be a one-of-a-kind historical and cultural destination with an active
museum, restored Victorian mansion, outdoor performing arts theater, and ten acres of beautiful
grounds. Our museum is a nonprofit, operating without debt, staffed, and led by volunteers - with
well over 50,000 hours of volunteer effort to date. Our public events continue to draw record
numbers of visitors from locations far beyond our county. These events are rooted in strategic
partnerships and aggressive promotion. This summer brought record visitation to Worthington Park
from across the country and internationally. The Park hosted a wide range of public and private
events, including numerous weddings, with happy couples and guests coming from the surrounding
counties and other states. Worthington Park will continue to attract increasing numbers of visitors to
Jefferson County as a unique location for public and private events, while celebrating the history,
natural beauty, and special character of our region.
2. If this is a continuing promotion, facility or event, how is it different than in the past?
Quilcene Historical Museum Volunteers utilized the new museum addition to help organize and
refresh the museum's exhibits, displays, and stored artifacts. Worthington Park continued to
increase the number and variety of events this year, with additional wedding, anniversary, and
birthday event bookings, as well as additional and expanded public events. All these events brought
guests and vendors from outside of Jefferson County. The restored Hamilton-Worthington House
continues to be booked for overnight stays and heavily utilized during events and for private tours.
Our events tend to utilize the entire 10 acres of the park: museum, 1915 barn, restored Victorian
mansion, outdoor theatre, meadow, and scenic grounds. Very few other event facilities provide this
kind of offering. Major public events were staged every month from June to October. The June
gravel bike race, the Bon Jon Pass Out, returned for the fourth year, attracting participants from
numerous other states. This competition is the largest of its kind in Jefferson County —taking
advantage of Worthington Park's proximity to the Olympic National Forest and trailheads. The very
popular Up, Up, Up Circus returned for its fourth year in July attracting approximately 400 visitors
who picnicked in the meadow, catching the free circus performance. Wrapping up the summer in
August was the 15th annual Tasting Gala - featuring libations from around the Hood Canal area.
The Gala attracted over 100 attendees and multiple vendors from Jefferson and Mason counties.
The Oyster Races half marathon, 10K, and 5K will return to Worthington Park in September.
Registration for these races is tracking to make them the largest to date. Online promotion of the
event has led to interest coming from the surrounding counties of Clallam, Pierce, Mason, King,
Kitsap, and Thurston. In October, the very popular Quilcene Fiber Festival returns to the park
featuring sheep shearing, weaving, spinning, knitting, felting, and traditional music and storytelling.
Fiber artists from across the Peninsula will be offering their creations in the restored mansion and
across the entire park. We expect this South County event to attract the greatest amount of
business and visitors to Quilcene in 2024. The online interest in the event is almost doubled from
last year, with more than a month of promotion time remaining we hope to increase attendance by
at least 20%. We employed LTAC funding to successfully promote our overnight accommodations
in the Hamilton-Worthington House and greater Jefferson County and generate increased bookings
for private and public events. We have adjusted our promotional priorities to increase online traffic
LTAC Grant Award Agreement for QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 14 of 31
and awareness of the facility. We expect our wedding bookings to increase by 50% in 2025. We are
also increasingly utilizing the Hamilton-Worthington House through the "off season" for private
events including private parties, fund-raising events, anniversaries, memorials, and weddings in
efforts to offset our increased costs of running the park and museum. Additionally, with the county's
goal to increase off season tourism we are extending the museum to be open during the off-season
months.
3. Describe how you intend to market/promote your promotion, facility, event or activity to
potential tourists who reside outside Jefferson County.
Worthington Park continues to adjust its marketing strategy to reach people inside and outside of
Jefferson County. Our public events are listed on our Facebooks pages and our Google profile, as
well as our websites. While each individual public event has a specific marketing strategy, our
wedding marketing has been a major focus this year. We are attending multiple wedding expos
outside of Jefferson County and are promoting our event hosting on social media as well as
wedding and tourist websites. A very high percentage of our events hosted throughout the year
(and also our overnight lodging) target audiences beyond our immediate region using print ads.
Publications like the Getaway Guide are distributed on the Washington State Ferries, and the
popular Tracing the Fjord Magazine reached tourists in rest stops, visitor's centers and local
businesses from Seattle to Portland. Worthington Park's Facebook page has seen a greater than
30% increase in link clicks from the previous year and more than a 50% increase in content
interactions. Soon we are going to be featured on HereComeTheGuide.com, which is regularly
within the top 3 Google search results for 'Olympic Peninsula Weddings', 'Washington Weddings',
and other similar searches. We are also hoping to begin promotions on Instagram and Google Ads.
a) If an event, the date of the event:
Worthington Park supports events throughout the calendar year, and the museum is now open to
visitors throughout the year as well.
b) The timeline for the tourism promotion activity you are proposing (e.g. May through July 2025)
January through December 2025.
c) Target Audience
Our primary audiences continue to be along the West Coast to include, but not limited to,
Washington, Oregon, California, Idaho, and Arizona. However, with our expanded capacities, we
attracted a wider variety of visitors from those areas. Because of the particular nature of some of
our special events, we attracted participants from great distances away (i.e., mountain bicyclists,
runners, fabric artists, etc.).
d) Promotion methods you intend to use to reach the target audience.
We will continue utilizing social media marketing and plan to expand our paid social media
advertising. We are expanding ads and venue listings on local and national online paid directories
and booking sites. As previously mentioned, we are attending numerous wedding expos outside of
Jefferson County to attract couples (and their guests) to our area. We also employ more traditional
media to reach visitors already in the region such as placing signage in strategic locations. We will
continue to place conventional print ads strategically to maximize their impact on a wider audience.
LTAC Grant Award Agreement for QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 15 of 31
Lastly, we will continue to update our websites with current event information and images.
hftps://www.worthingtonparkquilcene.org , https://www.guilcenemuseum.orq/
e) Describe how you will promote overnight stays at Jefferson County lodging establishments.
Primary promotion is through digital marketing (website, etc.), tourist magazines & publications as
described above. We also promote Jefferson County lodging establishments for the guests'
attending weddings and other events at the park.
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:
The Jefferson County Historical Society continues to be a great supporter as we renew our
investments in our museum. The Jefferson County Library District and Key City Public Theater are
both partnerships that bring children and families to our park for their summer programs. We are
hosting a booth at the Quilcene Fair and Parade this year, and they will be making an
announcement about the museum being open during the parade. The Quilcene Brinnon Garden
Club has provided grant opportunities for landscape improvements. The Museum is a Quimper
Events Collective founding member, and holds memberships in the Olympic Peninsula Tourism
Commission, Jefferson County Tourism Coordinating Council, and North Hood Canal Chamber. All
our interactions with these and other groups bring people to our venue, which then exposes them to
the promotion of future events hosted by our organization. Worthington Park's unique character
provides a one-of-a-kind experience in hosting these partnerships with its museum, mansion,
theatre, and expansive grounds.
4. How will you measure the effectiveness of your promotion, facility, event or activity?
We use event visitation figures, vendor sales numbers, overnight stay data, and online performance
insights to measure the effectiveness of our promotions, facility, and events. Our Facebook and
Instagram statistics continue to indicate a significantly expanded reach for all our events. We also
gather data from each event inquiry to determine how they heard about our venue.
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.)
We have organized our operational management to consistently provide, as required by our
contract with the county, quarterly reports of the use, services, programs, and activities utilizing the
information we have collected as described above. We also provide quarterly financial statements
detailing revenues, expenses, and cash balances.
5. What economic impact can we expect in Jefferson County from your proposed promotion,
facility, event or activity?
Our visitor numbers continue to increase significantly year after year (2020 Pandemic being the
exception).
a.) Actual or estimated number of tourists at your event/facility last year (2024): Over 2,900.
LTAC Grant Award Agreement for QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 16 of 31
b.) Estimated number of tourists who will attend your event/facility this year (2025): Over 5,000
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).
Over 50% of our visitors come from beyond the County and who we presume to be taking overnight
accommodations in the immediate area. Overnight guests at our facility, coupled with more events
on our schedule has equated to increased visitation with an ever-growing percentage from outside
our region. We continue to expand our partnerships with lodging and booking establishments
throughout the County in our event planning. During our events the local businesses in Jefferson
County continue to see increased traffic year to year. Operations of our facility and events, though
largely volunteer, have also brought employment opportunities to individuals in our Quilcene
community.
6. Describe your organization's area of expertise. Do you provide a unique service?
Worthington Park is a one-of-a-kind, volunteer led, historical and cultural destination with an active
museum, a restored Victorian mansion (offering overnight lodging), an outdoor performing arts
theater, and ten acres of beautiful grounds. We stand out from other wedding and event venues
because of the all-encompassing settings available on our grounds. As noted above, the variety of
the events we are offering continues to expand and we are committed to integrating our facility in a
manner that draws ever increasing numbers of visitors. The funding we are requesting for 2025
reflects our expanding mission and is structured in detail to promote, sustain, and grow our capacity
to support unique visitor experiences. This funding will strengthen the extraordinary cultural
character of our facility as we upgrade and maintain our interpretive and exhibition offerings - and
continue to expand our narrative to growing numbers of visitors.
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).
LTAC Grant Award Agreement for QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 17 of 31
3. Background Information about Your Organization
Proposed 2025 promotion, facility, event or activity budget including income and expenses.
QHM 2025 Income & Expense Budget (PRELIMINARY - Excludes Construction and Depreciation)
Budget
Income
43110 Membership Dues 4,390
44110 Interest (Financial Inst) 25
44130 Dividends (Excl Cap Gain) 25
44140 Unrealized Gain/Loss-Securities 2,000
44430 Local Gov't Contracts (LTAX) 91,500
46110 Gaming Gross Income 500
46120 Fundraising Non-Gift Income 5,000
46130 Fundraising Gift Inc (990 Ln1) 3,500
46140 Fundraising Event Expenses -4,000
47110 Inventory Sales-Incl Sales Tax 1,093
47510 Rent Revenue 30,000
47550 Personal Property Rent Revenue 100
43401 Contributions, General 15,000
43403 Contributions, Endowment Fund 2,480
Total Income $ 151,613
LTAC Grant Award Agreement for QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 18 of 31
QHM 2025 Income & Expense Budget (PRELIMINARY - Excludes Construction and Depreciation)
Budget
Expense
64125 Insurance, Property & Casualty 8,000
64135 Maintenance and Repairs 20,000
64137 Garden Expense 5,000
64145 Rental Host 11,000
64150 Tax, Real Estate & Personl Prop 9,000
64160 Utilities 2,500
66112 Visitor Event Support & Information 11,450
66116 Cooperative Partnerships 1,000
66118 Web-sites, Social Media, ISP, Phone 10,900
66120 Special Events, Promotions, Marketing 24,500
66122 Professional Services, Projects 41,350
66130 Conference, Convention, Meeting 500
66145 Exhibits 2,500
66171 Office Expenses, Program 400
66173 Postage, Program 100
66175 • Recognition and Appreciation 500
66192 • Hospitality, Food, Beverages 500
66195 • Travel 100
66220 • Bank and Payment Service Fees 200
66230 • Business Perm it/Reg istr/License 120
66265 • Office Expense, Administration 300
66267 • Postage, Administration 1,000
66269 • Printing and Copying, Admin 400
Total Expense $ 151,320
Net Ordinary Income $ 293
LTAC Grant Award Agreement for QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 19 of 31
Section 3 - 2024 budget and year-to-date income and expense statement(s).
Quilcene Historical Museum
Budget VS. ACtuaIS: January- December 2024
TOTAL
ACTUAL BUDGET OVER BUDGET %OF BUDGET
Revenue
4.A Revenue
46100 Gaming and Fundraising Events
46110 Gaming Gross Income 2,500.00 -2,500.00
46120 Fundraising Non-Gift Income 5,750.31 5,000.00 750.31 115.01 %
46130 Fundraising Gift Inc(990 Ln1) 5,000.00 -5,000.00
46140 Fundraising Event Expenses -1,250.00 -2,000.00 750.00 62.50%
Total 46100 Gaming and Fundraising Events 4,500.31 10,500.00 -5,999.69 42.86%
47100 Inventory Sales Net
47110 Inventory Sales-Incl Sales Tax 469.25 1,093.00 -623.75 42.93%
Total 47100 Inventory Sales Net 469.25 1,093.00 -623.75 42.93%
47200 Program Income
47230 Membership Dues 0.00 0.00
Total 47200 Program Income 0.00 0.00
47500 Rentals
47510 Rent Revenue--Exempt/Tax Paid 3,376.71 25,100.00 -21,723.29 13.45%
47530 Rent Rev--Nonexempt/Tax Due 19,704.65 19,704.65
Total 47500 Rentals 23,081.36 25,100.00 -2,018.64 91.96%
Total 4.A Revenue 28,050.92 36,693.00 -8,642.08 76.45%
4.13 Support
43100 Member Dues and Assessments
43110 Membership Dues 1,925.00 4,390.00 -2,465.00 43.85%
Total 43100 Member Dues and Assessments 1,925.00 4,390.00 -2,465.00 43.85%
43400 Direct Public Support
43401 Contributions, General 39,666.95 15,000.00 24,666.95 264.45%
43403 Contributions, Endowment Fund 300.00 2,480.00 -2,180.00 12.10%
Total 43400 Direct Public Support 39,966.95 17,480.00 22,486.95 228.64%
44100 Investment Ordinary Income
44110 Interest(Financial Inst) 1,239.82 2,460.00 -1,220.18 50.40%
44140 Unrealized Gain/Loss-Securities 401.33 1,000.00 -598.67 40.13%
Total 44100 Investment Ordinary Income 1,641.15 3,460.00 -1,818.85 47.43%
44400 Government Contracts
44430 Local Gov't Contracts(LTAX) 51,000.00 51,000.00 0.00 100.00%
Total 44400 Government Contracts 51,000.00 51,000.00 0.00 100.00%
44500 Government Grants
44540 State Grants 0.00 0.00
Total 44500 Government Grants 0.00 0.00
Total 4.13 Support 94,533.10 76,330.00 18,203.10 123.85%
Discounts given -5.00 -5.00
Total Revenue $122,579.02 $113,023.00 $9,556.02 108.45%
Cost of Goods Sold
LTAC Grant Award Agreement for QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 20 of 31
Quilcene Historical Museum
Budget VS. ACtuaIS: January- December 2024
TOTAL
ACTUAL BUDGET OVER BUDGET %OF BUDGET
50000 Cost of Goods Sold
66190.1 Merchandise Purchases 232.00 232.00
Total 50000 Cost of Goods Sold 232.00 232.00
Total Cost of Goods Sold $232.00 $0.00 $232.00 0.000/0
GROSS PROFIT $122,347.02 $113,023.00 $9,324.02 108.25%
Expenditures
6.A Program
64100 Occupancy Expenses
64110 Depr and Amort-Allowable 38,667.92 60,430.20 -21,762.28 63.99%
64125 Insurance, Property&Casualty 3,714.35 7,200.00 -3,485.65 51.59%
64130 Janitorial Services 775.60 0.00 775.60
64135 Maintenance and Repairs 2,719.30 5,000.00 -2,280.70 54.39%
64137 Garden Expense 512.87 3,000.00 -2,487.13 17.10%
64145 Rental Host -706.04 10,700.00 -11,406.04 -6.60%
64150 Tax, Real Estate& Person] Prop 2,863.09 7,800.00 -4,936.91 36.71 %
64160 Utilities 541.83 1,000.00 -458.17 54.18%
Total 64100 Occupancy Expenses 49,088.92 95,130.20 -46,041.28 51.60%
66100 Other Program Expenses
66110 Advertising and Promotion
66112 LTAX Visitor Prom-I nfo-Convencs
66112.1 Conveniences-PUD 3,254.22 4,000.00 -745.78 81.36%
66112.2 Signage&PPE Supplies 405.19 500.00 -94.81 81.04%
66112.3 Exhibits 831.84 500.00 331.84 166.37%
66112.4 News Letters&Postcards 500.00 -500.00
66112.5 Brochures 1,000.00 -1,000.00
66112.6 Conveniences-Sanitation 1,076.82 2,500.00 -1,423.18 43.07%
66112.7Invitations 750.00 -750.00
Total 66112 LTAX Visitor Prom-Info-Convencs 5,568.07 9,750.00 -4,181.93 57.11 %
66116 LTAX Cooperative Partnerships 260.00 1,000.00 -740.00 26.00%
66118 LTAX Web,Soc Media, ISP, Phone
66118.1 Internet&Phone Service 2,362.50 4,000.00 -1,637.50 59.06%
66118.2 Website Design&Maint. 1,900.00 3,000.00 -1,100.00 63.33%
66118.3 Email Service 200.00 -200.00
66118.4 Website Provider 313.02 350.00 -36.98 89.43%
66118.5 Video-Teleconference Service 105.22 200.00 -94.78 52.61 %
66118.6 Security System Service 396.03 420.00 -23.97 94.29%
66118.7 Muli-Media H/W 0.00 0.00
Total 66118 LTAX Web,Soc Media,ISP,Phone 5,076.77 8,170.00 -3,093.23 62.14%
66120 LTAX Spl Events Prom&Mktng 0.00 0.00
66120.1 Multi-Media Advert.-Comm 2,000.00 -2,000.00
66120.2 Event Promotion&Support 9,268.01 9,000.00 268.01 102.98%
66120.3 Wedding Promotion 2,646.89 3,000.00 -353.11 88.23%
LTAC Grant Award Agreement for QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 21 of 31
Quilcene Historical Museum
Budget VS. ACtuaIS January- December 2024
TOTAL
ACTUAL BUDGET OVER BUDGET %OF BUDGET
Total 66120 LTAX Spl Events Prom&Mktng 11,914.90 14,000.00 -2,085.10 85.11 %
66122 LTAX Prof Svcs, Projects 1,800.00 -1,800.00
66122.1 Graphic Design-Non Event/Mark 120.00 300.00 -180.00 40.00%
66122.2 Mailing Services 410.13 2,000.00 -1,589.87 20.51 %
66122.3 Lawn Services 7,277.50 15,840.00 -8,562.50 45.94%
66122.4 Grant Writing Services 446.25 2,500.00 -2,053.75 17.85%
66122.5 CPA Services 683.86 750.00 -66.14 91.18%
66122.7 Bookkeeper 6,228.80 13,440.00 -7,211.20 46.35%
Total 66122 LTAX Prof Svcs,Projects 15,166.54 36,630.00 -21,463.46 41.40%
Total 66110 Advertising and Promotion 37,986.28 69,550.00 -31,563.72 54.62%
66130 Conference,Convention, Meeting 500.00 -500.00
66150 Equip Purchases<$2000 10,449.61 1,000.00 9,449.61 1,044.96%
66171 Office Expenses, Program 309.22 400.00 -90.78 77.31 %
66172 Over/Short Cash Handling 220.00 220.00
66173 Postage, Program 68.00 100.00 -32.00 68.00%
66175 Recognition and Appreciation 36.00 500.00 -464.00 7.20%
66192 Hospitality, Food,Beverages 500.00 -500.00
66195 Travel 100.00 -100.00
Total 66100 Other Program Expenses 49,069.11 72,650.00 -23,580.89 67.54%
67100 Program Development Expenses
67101 Landscaping 315.20 315.20
67101.1 POH Irrigation 3,279.14 3,279.14
Total 67101 Landscaping 3,594.34 3,594.34
Total 67100 Program Development Expenses 3,594.34 3,594.34
Total 6.A Program 101,752.37 167,780.20 -66,027.83 60.65%
6.B Administration
63100 Prof Fees&Contract Svcs
63140 Outside Contract Services 1,211.25 1,211.25
Total 63100 Prof Fees&Contract Svcs 1,211.25 1,211.25
66200 Other Non-Program Expenses
66220 Bank and Payment Service Fees 148.06 200.00 -51.94 74.03%
66230 Business Perm it/Reg istr/License 475.95 120.00 355.95 396.63%
66265 Office Expense,Administration 59.00 300.00 -241.00 19.67%
66267 Postage,Administration 166.00 800.00 -634.00 20.75%
66269 Printing and Copying,Admin 400.00 -400.00
66270 Taxes-Non UBI 1,383.00 -1,383.00
Total 66200 Other Non-Program Expenses 849.01 3,203.00 -2,353.99 26.51 %
Total 6.13 Administration 2,060.26 3,203.00 -1,142.74 64.32%
6.0 Fundraising
65100 Printing, Publications, Mailing 761.53 761.53
65130 Postage, Fundraising 249.72 249.72
LTAC Grant Award Agreement for QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 22 of 31
Quilcene Historical Museum
Budget VS. ACtuaIS: January- December 2024
TOTAL
ACTUAL BUDGET OVER BUDGET %OF BUDGET
Total 65100 Printing,Publications, Mailing 1,011.25 1,011.25
Total 6.0 Fundraising 1,011.25 1,011.25
Total Expenditures $104,823.88 $170,983.20 $-66,159.32 61.31 %
NET OPERATING REVENUE $17,523.14 $-57,960.20 $75,483.34 -30.23%
Other Revenue
48200 Donated Goods and Services 197.56 197.56
48250 Gifts in Kind-FAS 116-9 Service 153.16 153.16
48280 Volunteer Svcs-Non-GAAP Inc 77,651.31 77,651.31
Total 48200 Donated Goods and Services 78,002.03 78,002.03
Total Other Revenue $78,002.03 $0.00 $78,002.03 0.00%
Other Expenditures
63200 Donated Goods/Services Expense
63240 Gifts In Kind-Non Accession 37.56 37.56
63280 Volunteer Svcs-Non-GAAP Exp 77,804.47 77,804.47
Total 63200 Donated Goods/Services Expense 77,842.03 77,842.03
Total Other Expenditures $77,842.03 $0.00 $77,842.03 0.00%
NET OTHER REVENUE $160.00 $0.00 $160.00 0.000/0
NET REVENUE $17,683.14 $-57,960.20 $75,643.34 -30.51 %
LTAC Grant Award Agreement for QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 23 of 31
Section 3 - List of names and addresses of the organization's current Board of Directors
Quilcene Historical Museum Board 2024
Jeff Childs PO Box 609 Quilcene WA 98376 vin.fishAyahoo.com 360-765-3954 360-303-7074
Carol Christiansen 8349 Caniano Loop NE Lacey WA 98516 jecebc(&olympus.net 360-628-8594 206-618-9400
Brian Ctullin 495 Cascara Drive Quilcene WA 98376 bpctdlir [t icloud.com 360-765-0841 571-286-8164
Ruth Durillam 50 Old Point Wl utnev Road Bnnnon WA 98320 206-719-0585
Caitlin Friedtrl<-ut PO Box 519 Quilcene WA 98376 caihesai4& ain�l.com 814-403-7159
Dan Gatchet 3900 Lindsay Hill Road Quilcene WA 98376 dangatchet(dme.com 206-465-2429
Larry McKeehan 491 Olele Point Rd Port Ludlow WA 98365 larrymck45gonail.com 360-437-2842 360-774-2051
Talia Munn 50 Walker Street Quilcene WA 98376 taliamunn(e�ltmail.eom
Mati Phillips 450 Petnry Creek Rd Quilcene WA 98376 peimyereekbaby@,yahoo.com 360-765-0688 360-531-2776
Da-,id Satterlee PO Box 249 Quilcene WA 98376 dsatti^a olyaencom 360-765-4810 206-999-5593
Christine Satterlee PO Box 249 Quilcene WA 98376 cs.ghm wp(&wnail.com 360-765-4810 206-734-5898
Cleone Tellins 181 E Leland Valley Rd Quilcene WA 98376 71cleone(dirmail.com 360-301-4130
Kevin Wooley 3850 Lindsay Hill Rd Quilcene WA 98376 ke%in.i.wooleY(&AmaiLcom 360-531-1023
Lauren Reinertsen QHM Bookkeeper Quilcene.WA 98376 Northwest Business Solutions
Section 3 - Work samples
Samples of Promotion Materials
i Quilcene
presents t PJstOr��/
I sth��, 3RD ANNUAL
P
i'
FIBER FESTIVAL
August 9th, 2024
FRIDAY I 5-8PM 2024
I�
,i or. i nlvtt i ov rAr(n QulLctntt
IS) E. Columbia St.
- 2,+ EVENT OCTOBER 12
tLPAFFLE
ASTING TICKETS FOR $20 /
18 FOR MUSEUM MEMBERS SatLvc�ci 10ar, 4PPL
AND SILENT AUCTION `1 1 °�t-1IIINGTON FAKK
T, w r
wo•tn:eaten Part to a Prooarty of tho Qodcone 61 E.COLLNABIA ST QUILCENE,WA
H ittotic at Mua1YT.a selici3 organization Worthington Park it a property of the QuUc Htafortnl Mota a SC1(03—proflt organiatlon.
LTAC Grant Award Agreement for QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 24 of 31
THE aLrL .c; � � � I: I ( 1 .5 cL �� � PR � ST � TS Q
- 1ST ANNUAL ��
4TH 1ULY
n`�i\�����1�1111 POTLUCK jrq �� - --
��K�\\�RI�� FREE FOR ALL AGES �� 3p
r ` PRf1�UEU B1.G1�1I(}1� I11'\� 11U t�TNFR I.C(11. [('I<<'11111 IaR(•I 1'S
M� ' AT WORTHINGTON PARK - 151 E.COLUMBIA ST.QUILCENE,WA 98376 -
_r
Z � Fiber-
irk�•�.•
/ / UP Ctrcu.� I B o
p. . Wordu��nPcdWadww,.or�
A property • 1
EXHIBIT C I st QUARTER Due by April 301 to
afmckni ht ,co jefferson.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 151
Awarded From N Required QTR
by Jefferson Underspent LTAC
Jefferson (-)of LTAC FUNDS
County County funds SPENT
2. LTAC funds spent by your organization 1st QTR(include 200 word limit regarding activities and
funds spent with an itemized statement and supporting documentation,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 QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 26 of 31
EXHIBIT C 2nd QUARTER Due by July 3151 to
afmcknightAco.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 L 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 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 QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 27 of 31
EXHIBIT C Yd QUARTER Due by October 3151 to
afmcknight(a,co iefferson.wa.us
Organization:
Contact person:
Mailing Address:
Phone Number/Email:
1. LTAC Funds received from Jefferson County 3rd QTR:
ORGANIZATION Total Total Overspent Refund TOTAL TOTAL TOTAL
Amount Received (+) Required 11'QTR 2nd QTR 31d 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 QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 28 of 31
EXHIBIT C 4" QUARTER Due by January 311 to
afmckn ighta,co.iefferson.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 1"QTR 2nd 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 QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 29 of 31
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
Orgaratanom receiving funding to promote festn-als.gwtal event•.and totui;m-related acttntre:through tourtsm-related facilities
ov ned or sponsored by non-profit orpamzatiom or the local jun;dtctton are required to complete this form for EAC H acnvity.
1 Orztmanoc Name: Reparncg Yew
'-Sponsor Type:^Chad Ono r 0;01 ;31 0 501(c w 0 Local hmsdictwn ()otter,E iarn i
3 ActnitvNme
4 Actmn•Type(Check One): O Eyent Festiva:• O Facihry- O Ma Leong•
5 Actrvm•Start Dare'
6 Acmin End Date,
7 Total Cost of Acm•tn' S
S Amato Requested: S
9 Amoumr Awarded S
10 Owrall Attendance' 13 Numbs of attendees I.Who Staved Overru-tc m Uga;i Accommodanom'
A) Projected' a; Projected'
b) Actua• bi Actual'
c) Medwdobey(Check One, )=uectCairi c; )fethodoioeyrClarJrOnei: ODnect.amt•
Ondduact Court' OR.epresentarrve Sun•e,- Old¢ect Caz-t ORPptesemtame Smy%l
0Ir1o®al Suney' O Strucwed Esrurate' Oliatral Sun e.' O Saucnsed Esamare'
oOther i esplam'.: Ot'tteT:slam-r
11 Number of Artmdees Who TrnEled;0`files or More' 11 Number of Artecdees Also Staved Ot ern, m Paw'Accommodations
Ij Pro.+ected' a: Projected'
.4zr32' b Acrual'
.) Methodabn iCheck One ODuea Com- c: Methodology(Check One): O Direct Com-
okdaect Cams O Reptesemiaye Swvev* 0^1&w Coumt• ORepresectame Sumo,
0 kfomal irmey' O Structured Estimate' O aftmal Su Vey• O Sauc ured Esamare•
0 Olt.ievlaut 0 Otis,evpiamt
12 Number of Artendees'J U Traveled from Another State or C maim.. 15 Number of Paid Loinne N Letts•
a) PraYcted• a; Projected'
bi AcrLa:• bi Acraal•
c; Methodooes(Check One O Direct Couu• c Nfethodoaey iCheck Oaei: urger a:m
OhiduectCoum• ORepresearameSun•er 01drectCamt• OF-pr-emiatneSunw•
0IdonnalSun•ey' OStrucwrvdEvumate' O1fotma1Suner• 0StructuredEsttmaro'
Other i esplam;: Oita;ecplamc
*See Lodging Tax Pearly Reporting Definitions Instructions
Name of Indnvdual Who Prepared Reporr
Phone= E-Mail address
RETUR-THIS FOR\!TO:
Jeffer;on C otmty Administrator'-,Office
1820 Jefferson Street
P.O.Box 1220
Port Townsend.WA 98368
jeffboce a co.jefferson wa.m
DEADLLNE:February .9th of Each Repornn;Year
LTAC Grant Award Agreement for QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 30 of 31
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 QUILCENE HISTORICAL MUSEUM ASSOCIATION Page 31 of 31