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Forks Chamber of Commerce Lodging Tax Funding - 122324
AGREEMENT FOR 2025 HOTEL-MOTEL FUNDING FOR TOURISM SERVICES FOR FORKS CHAMBER OF COMMERCE This Agreement is by and between Jefferson COUNTY, Washington (the COUNTY) and FORKS CHAMBER OF COMMERCE("RECIPIENT'). WHEREAS, RECIPIENT is a non-profit corporation registered with the Secretary of State of the State of Washington under UBI number 602 909 174;and WHEREAS, the COUNTY desires to promote tourism in unincorporated Jefferson COUNTY, as authorized by Chapter 67.28 RCW and Chapter 3.25 Jefferson COUNTY Code; and WHEREAS, the COUNTY appointed the Jefferson COUNTY Lodging Tax Advisory Committee("LTAC")to review and recommend lodging tax proposals submitted to the COUNTY, as authorized by RCW 67.28.1817 and Chapter 3.25 Jefferson COUNTY Code;and WHEREAS,RECIPIENT submitted a qualified lodging tax proposal to the LTAC; WHEREAS, the LTAC reviewed and recommended funding all or part of RECIPIENT's qualified lodging tax proposal to the Jefferson County Board of Commissioners; WHEREAS, the Jefferson County Board of Commissioners reviewed the LTAC recommendation for funding all or part of RECIPIENT's qualified lodging tax proposal and finalized an award of$61,297 for the purposes recommended by the LTAC ("Final LTAC Award"); IN CONSIDERATION of the mutual covenants and agreements herein it is agreed by the parties as follows: 1. SERVICES TO BE PERFORMED USING THE LTAC AWARD a. RECIPIENT shall use its capabilities and utilize up to the total amount of Final LTAC Award for the approved tourism promotion services listed in Exhibit A and for no other purpose during the 2025 fiscal year. b. If the Final LTAC Award does not specify the approved tourism promotion services, then the use of the amounts approved in the Final LTAC Award shall be limited to the proposed tourism promotion services listed in RECIPIENT's proposal for the 2025 fiscal year, a copy of which is attached as Exhibit B. 2. RESPONSIBILITIES OF RECIPIENT a. On or before January 31; April 30; July 31; October 31, 2025; and January 31, 2026, RECIPIENT shall provide to the COUNTY all of the following, which are more specifically described in Exhibit C: i. A quarterly report of the use, services, programs and activities of RECIPIENT under this Agreement for the prior quarter; ii. A quarterly financial statement detailing revenues, expenses and cash balances for the prior quarter; and for the final quarter report,the financial statement shall also include a detailed financial statement for all 2025. LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 1 of 36 iii. On or before January 31, 2026 or upon execution of this Agreement, whichever is later, provide to the COUNTY: A billing invoice requesting payment of Hotel- Motel Funding for the 2025 fiscal year. b. For a minimum of six(6)years, maintain documented proof of payments made, contracts executed, and other expenditures authorized under this Agreement. Upon reasonable notice, provide access to COUNTY or State representatives to audit those records. c. Funding provided by this Agreement may only be expended on the services described in Section 1 of this Agreement. Any monies used for other services or purposes shall be refunded to Jefferson COUNTY. Any monies under-expended of the total funding allocated under this Agreement shall be refunded to Jefferson COUNTY by January 31, 2026. d. By February 28th of each year provide all of the following information on EXHIBIT D, attached hereto and incorporated by reference for the previous year. i. Each festival, event, or tourism facility owned and/or operated by RECIPIENT. ii. The amount of lodging tax revenue allocated for expenditure (whether actually expended or not)by RECIPIENT on each festival,event or tourism facility. iii. Estimated number of tourists served at each festival, event or tourism facility. ("Tourist" includes persons traveling more than 50 miles to the location of the event, festival or facility and overnight stays in the area). iv. Estimated lodging stays. ("Lodging" refers to commercial lodging such as hotels, motels, resorts, bed and breakfasts, or commercial campgrounds). v. Measurements that demonstrate the impact of increased tourism attributable to the event, festival or facility. 3. RESPONSIBILITY OF JEFFERSON COUNTY a. The COUNTY shall provide RECIPIENT funding from Hotel-Motel Tax receipts to be used in support of their responsibilities as defined under this Agreement. b. Said funding is in the amount of the Final LTAC Award for the 2025 fiscal year. Payment is conditioned on full compliance with this Agreement, including but not limited to, the submittal of the reports required by Section 2. c. Payment shall be made by the COUNTY upon receipt of an invoice on the next available billing cycle. 4. TERM This Agreement shall be for a term of one year, commencing on January 1, 2025 and ending on December 31, 2025, except for the reports required in Section 2, which are due January 31, 2026 and February 28,2026. LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 2 of 36 5. ASSIGNMENT A parry's interests in this Agreement may not be assigned to any other person. 6. TERMINATION a. This Agreement may be terminated, in whole or in part, by the COUNTY upon thirty (30) days written notice in the event expected or actual revenue from the Hotel-Motel Tax is reduced or limited in any way, or for non-performance of duties under this Agreement, or for any reason. b. RECIPIENT may terminate this Agreement upon thirty (30) days written notice to the COUNTY. In the event of termination under this clause, the COUNTY shall be liable to pay only for services rendered prior to the effective date of termination. If termination covers a period for which payment has already been made, RECIPIENT shall refund to the COUNTY a pro-rated share of the payment based upon the balance of time remaining in the paid period, unless otherwise negotiated. 7. HOLD HARMLESS a. RECIPIENT shall indemnify and hold the COUNTY, and its officers, employees, agents and volunteers (and their marital communities) harmless from and shall process and defend at its own expense, including all costs, attorney fees and expenses relating thereto, all claims, demands, or suits at law or equity arising in whole or in part, directly or indirectly, from RECIPIENT's negligence or breach of an of its obligations under this Agreement; provided that nothing herein shall require RECIPIENT to indemnify the COUNTY against and hold harmless the COUNTY from claims, demands or suits based solely upon the conduct of the COUNTY, its officers, employees, agents and volunteers (and their marital communities), and; provided further that if the claims or suits are caused by or result from the concurrent negligence of: (a) RECIPIENT's agents or employees; and, (b) the COUNTY, its officers, employees agents and volunteers (and their marital communities), this indemnity provision with respect to claims or suits based upon such negligence, and or the costs to the COUNTY of defending such claims and suits, etc., shall be valid and enforceable only to the extent of RECIPIENT's negligence, or the negligence of RECIPIENT's agents or employees. b. RECIPIENT specifically assumes potential liability for actions brought against the COUNTY by RECIPIENT's employees, including all other persons engaged in the performance of any work or service required of RECIPIENT under this Agreement and, solely for the purpose of this indemnification and defense, RECIPIENT specifically waives any immunity under the state industrial insurance law, Title 51 RCW. RECIPIENT recognize that this waiver was specifically entered into pursuant to provisions of RCW 4.24.115 and was subject of mutual negotiation. 8. INSURANCE RECIPIENT shall obtain and keep in force during the term of this Agreement, or as otherwise required, the following insurance: a. Commercial General Liability Insurance. RECIPIENT shall maintain commercial general liability coverage on a form acceptable to Jefferson COUNTY Risk Management for LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 3 of 36 bodily injury, personal injury, and property damage, with a limit of not less than in the amount of at least $1 million per occurrence, for bodily injury, including death, and property damage;and b. Worker's Compensation (Industrial Insurance). RECIPIENT shall maintain workers' compensation insurance at its own expense, as required by Title 51 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 FORKS CHAMBER OF COMMERCE Page 4 of 36 b. If either party deem it necessary to institute legal action or proceeding to enforce any right or obligation under this Agreement, each party in such action shall pay for its own attorney's fees and court costs. c. Any legal action shall be initiated in the Superior Court of the State of Washington for Jefferson County, subject to the venue provisions for actions against counties in RCW 36.01.050. The parties agree that the parties have the right of appeal from such decisions of the Superior Court under the laws of the State of Washington. d. RECIPIENT consents to the personal jurisdiction of the courts of the State of Washington. 13. DISCRIMINATION PROHIBITED RECIPIENT with regard to the project to be completed under this Agreement, shall not discriminate on the grounds of age, sex, marital status, sexual orientation, race, creed, color, national origin, honorably discharged veteran or military status, or the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability, unless based upon a bona fide occupational qualification in the selection and retention of employees, materials, supplies,or subcontractors. 14. INTEGRATED AGREEMENT This agreement together with attachments or addenda represents the entire and integrated agreement between the COUNTY and RECIPIENT and supersedes all prior negotiations, representations, or agreements written or oral. 15. PUBLIC RECORDS ACT This Agreement and any reports submitted by RECIPIENT are subject to disclosure as a public record under the Public Records Act, RCW Chapter 42.56. 16. RECORDS RETENTION AND AUDIT AUTHORIZATION a. A minimum of six years, RECIPIENT shall maintain documented proof of payments made, contracts executed and other expenditures authorized under your Agreement with Jefferson COUNTY. b. Upon reasonable notice, RECIPIENT shall provide access to COUNTY or State representatives to audit records related to the funds provided to RECIPIENT under this Agreement. 17. NO SEVERABILITY The terms of this Agreement are not severable. If any provision of this Agreement or the application of this Agreement to any person or circumstance shall be invalid, illegal, or unenforceable to any extent, the remainder of this Agreement and the application this Agreement shall not be enforceable. 18. SURVIVAL Those provisions of this Agreement that by their sense and purpose should survive the term of this Agreement shall survive the term of this Agreement for a period equal to any and all relevant LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 5 of 36 statutes of limitation, plus the time necessary to fully resolve any claims, matters or actions begun within that period. Without limiting the generality of the preceding sentence, and for the avoidance of doubt,the provisions that survive the term of this agreement include: (a) controlling law; (b) insurance; and, (c)indemnification. 19. AMENDMENT,MODIFICATION AND WAIVER a. This Agreement may be not be amended or modified to change the approved tourism promotion services in the Final LTAC Award. b. Only the Jefferson County Board of Commissioners or their delegate by writing (delegation to be made prior to action) shall have the expressed, implied, or apparent authority to sign, alter, amend, modify, or waive any clause or condition of this Agreement. c. Any alteration, amendment, modification, or waiver of any clause or condition of this Agreement is not effective or binding unless made in writing and signed by the Jefferson County Board of Commissioners or their delegate. SIGNATURES ARE ON THE FOLLOWING PAGE LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 6 of 36 JEFFERSON COUNTY WASHINGTON FORKS CHAMBER OF COMMERCE Board of COUNTY Commissioners Jefferson COUNTY, Washington By: ltlr--� /2/j/i,Kate an, Chair Da By: Z L1"—I g Brotherton,Commissioner Date By: (2 6 /Z(/ eidi Eisenhour,Commissioner Date SEAL: 4 IFI E ~•+,y r/ GoMM/SS- i ATTEST: ' 9. Carol n Gallowa , CMC Date Signature 7 Y g Clerk of the Board Approved as to form only: Name: I 1 S Title: ' for 12/19/2024 Philip C. Hunsucker, Date Date: Chief Civil Deputy Prosecuting Attorney LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 7 of 36 EXHIBIT A Itemized List of Tourism Promotion Services Approved in the Final Award Income DRAFT2025 Budget West Jeff. Co 61,297.00 Total Income $61,297.00 Expenses West Jefferson County Pass-Through ONP Kalaloch VC Staff 20,350.00 Map / Brochure Preparation 0.00 Mailing & Distribution 500.00 VIC Staffing 31,447.00 Tourism Marketing 9,000.00 Total W Jefferson County Pass-Through $ 61,297.00 Total Expenses $ 61,297.00 Year-to-Date Surplus (Loss) $0.00 LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 8 of 36 EXHIBIT B RECIPIENT'S PROPOSAL FORKS CHAMBER OF COMMERCE REQUEST FOR PROPOSAL ATTACHED LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 9 of 36 2025 Proposal Checklist for Tourism Promotion Activities Organization Name Forks Chamber of Commerce Event Name, if different Proposed Contract Amount: $ 61297.00 Proposals must completely address the questions, and all requested supplemental information must be provided. Incomplete or late proposals may not be considered by the Jefferson County LTAC. To be eligible for consideration, your application must be signed, dated, and include the following items in the listed order. Check each item submitted: _✓ Signed and Dated Proposal Summary Sheet ✓ ,_ Section 1 - Itemized list of proposed services and estimated costs. _✓ Section 2 - Proposal Questions. ✓ Section 3 - Proposed 2025 promotion, facility, event or activity budget. _✓ Section 3 — 2024 budget and year-to-date income and expense statement(s). __✓ _ Section 3 - List of names and addresses of the organization's current Board of Directors. Name and contact information for event chairperson, if applicable. ✓ Section 3- Optional work samples such as season brochures, promotional materials, reviews, news/magazine articles, etc. (maximum of 5 separate pieces) To be considered, a fully completed and signed orioinal application with supporting documents must be electronically received and date stamped at the Jefferson County Administrator's Office, to Adiel McKnight @ afmcknight co.jefferson.wa.us by FRIDAY OCTOBER 4, 2024. Documents submitted to the County are public records, potentially eligible for release. LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 10 of 36 2025 Proposal Checklist for Tourism Promotion Activities Proposal Deadline: FRIDAY OCTOBER 4, 2024 at 4:30 pm (received, not postmarked) Electronically to Email Address: afmcknight(a.co.iefferson.wa.us j Please type (10 point or larger)or legibly print in ink. To be considered: all questions must be answered; all requested documents provided;this form must be signed and dated. Organization Name Forks Chamber of Commerce Organization Address PO Box 1249, Forks, WA 98331 Contact Name Lissy Andros Contact Address Same Day Phone 3603742531 Evening or Cell Phone 9033604449 E-Mail Address director@forkswa.com Facility/Event (if applicable) Total Lodging Tax Request: $: 61297.00 Estimated 2025 org. operating budget (Incl. Lodging Tax funds) $: 61297.00 I 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 Proiect Revenue Budget $ Did your organization receive Lodging Tax Funds from the County in 2024? Kites 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. 1 understand t e proposal herein is a public record potentially eligible for public release. Sign Name: Date: 10-3-2024 Print Name and Title: Lissy Andros, executive director LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 11 of 36 1. Itemized List of Proposed Tourism Promotion Services Organization (or Event) Name: Forks Chamber of Commerce In the following space or on a separate sheet of paper, please specify each proposed tourism promotion, facility, event or activity, including quantities and costs (see examples at bottom of page). Please see attached. Examples of how to list your proposed tourism promotion services or event(please be as specific AS POSSIBLE about the services,quantities,the tourism market, distribution method, and cost): 10,000 promotional rack cards for 1-5 corridor from Portland to Bellingham,April-June 2018 $1,835 The rack cards will promote an event/hotel/restaurant promotional package. Design and printing $1,250 Distribution by XYZ Company $ 500 5 hours of staff time at$17.00 per hour to write copy,edit and proof the cards......$ 85 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. 2. Proposal Questions Please confine your answers to no more than one page for each question. 1. Tell us about your promotion, facility, event or activity and why you think it will increase tourists traveling to and staying in Jefferson County. Include a general description of the promotion, facility, event or activity including its purpose, history, etc.), and describe your organization's track record. 2. If this is a continuing promotion,facility or event, how is it different than in the past? 3. Describe how you intend to market/promote your promotion, facility, event or activity to potential tourists who reside outside Jefferson County. a) If an event, the date of the event: b) The timeline for the tourism promotion activity you are proposing (e.g. May through July, 2025) c) Target Audience d) Promotion methods you intend to use to reach the target audience. LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 12 of 36 e) Describe how you will promote overnight stays at Jefferson County lodging establishments. f) If you intend to collaborate with another agency or non-profit to provide these services, please state the name of the organization and describe the nature of the collaboration: 4. How will you measure the effectiveness of your promotion, facility, event or activity? Also, describe how you will document and report to the County the economic impact from your event/facility. (State law requires the County to report annually to the State Department of Community Development and Economic Trade about the number of lodging stays and economic benefit from tourists generated by use of Lodging Tax proceeds for tourism promotion.) 5. What economic impact can we expect in Jefferson County from your proposed promotion, facility, event or activity? a.)Actual or estimated number of tourists at your event/facility last year(2024): b.) Estimated number of tourists who will attend your event/facility this year(2025): c.) Projected economic impact in Jefferson County from your event/facility(e.g. number of tourists who will stay overnight in Jefferson County-based lodging establishments; economic impact for Jefferson County restaurants, community facilities, amenities, events, and businesses). 6. Describe your organization's area of expertise. Do you provide a unique service? 3. Background Information about Your Organization Attach the following items to your proposal in the order listed: (Note: To be considered by the Committee, all of the listed information must be included with your proposal.) Attachments: — Proposed 2025 promotion, facility, event or activity budget including income and expenses. — 2024 Budget and Actual income and expense year to date statement(s). — List of names and addresses of the organization's Board of Directors as of the date the proposal is filed. Also, if the proposal is for the marketing of an event and there is a chairperson for the event(either volunteer or paid), list that individual's name, address and phone number. — If you desire, you may provide samples of promotion materials such as brochures or promotional materials (maximum of five). Note: Staff will verify Incorporation status of the non-profit agencies who submit service proposals by checking the Washington Secretary of State's on-line corporation records. LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 13 of 36 1. Itemized List of Proposed Tourism Promotion Activities 2025 FUNDS REQUESTED by Forks Chamber of Commerce Staffing — Kalaloch Visitor Center May — Sept. 2025 (exact dates tbd) $20350.00 • We anticipate that Kalaloch Ranger Station will be staffed 5 days/week beginning around 5/11/2025, and then 7 days/week during peak summer season. • Full-time, 5 days/week staffing from 5/11/2024 to 9/30/2024; 824 hours. • 2 days/week staffing coverage off/lieu days (when Kalaloch Ranger Station is open 7 days/week per above); 240 hours. • Staffing may be adjusted depending on funding received. Staffing — Forks Visitor Information Center $31447.00 1716 hours /average of 33 hours weekly at $16.66 plus 10% for payroll taxes 28588.56 plus 2858.86 Tourism Marketing $9000.00 Washington State Visitor Guide, Co-op Marketing wl OPTC, other, to include social media, print ads, television, bus ads, other Mailing of Rain Forest Country Adventure Map $500.00 To individuals in visitor packets, and to AAANIC around WA and surrounding states Total $61297.00 LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 14 of 36 2. Proposal Questions 1. The Forks Visitor Information Center is the only year-round, open daily (except New Year's Day, Easter, Thanksgiving and Christmas) Visitor Information Center on the west end of Clallam and Jefferson County. We have from 4— 7 staff members depending on the season. While we are Clallam County, not Jefferson County, we are the same community. We offer information on lodging, businesses, and destinations in Jefferson County. We mail out packets to those seeking area information. Our facility retains records of numbers of visitors with our visitor count on the next page. In 2024 we are on track to have the busiest year in our history. We have a proven track record of providing quality information and services and it shows with our increasing visitor numbers. We also have opportunities to participate in ad co-ops with Olympic Peninsula Tourism Commission to promote value season travel. This includes tv & bus ads in Seattle and Portland, and other opportunities. 2. With the projected continuation of increased tourism, we will be hiring more staff members for 2025. We are using our social media campaigns to promote the value season. New for 2025, we will be gearing up for cyclists with our new repair station at the VIC/TM grounds. 3. A) N/A B) January 1 — December 31, 2025 C) With our world-wide fame through Twilight, our target audience is very broad. We appeal to the 1-5 Corridor, Texas, Florida, California and most other states (as you can see from our pin- map). We have visitors from every country on the map. Our demographics include families, friend trips, single travelers, outdoor enthusiasts, photographers, campers, hikers, RV'rs, storm watchers, Bigfoot/Sasquatch and Twilight fans, and others. D)The Forks Chamber of Commerce markets the area through a variety of opportunities such as print media, television, bus ads, social media, press releases, interviews, brochure creation and distribution, and mails visitor packets to those interested in traveling here from the U.S. and Canada. E) We promote overnight stays in Jefferson County through our marketing, website, lodging guide (printed and online), the Rainforest Country Adventure Guide, and any other means available. F) We collaborate with the Olympic Peninsula Tourism Commission for marketing and Friends of Olympic National Park for staffing at Kalaloch. 4. We measure effectiveness by lodging tax dollars (increased or decreased), visitor center stats, feedback from our lodging businesses, and occupancy rates. We will report all necessary information to the County quarterly and annually. LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 15 of 36 5. A) We predict that we will have over 75,000 people sign our guest book in 2024, and 30% more that don't sign totaling 97,500. B) We estimate that we will have numbers in line with 2024 or higher. C) With the tourism outlook being very positive, businesses in West Jefferson County stand to benefit through meals, services, food, souvenirs, and fuel being purchased. Kaleloch is fully reopened. The Hard Rain Café is keeping their restaurant open through Thanksgiving. With the increase of tourism in the off season, we predict that lodging in West Jefferson County will be at an all-time high for occupancy. There is no way to differentiate between west Jefferson lodging tax revenue and the rest of Jefferson County. 6. Our area of expertise includes helping thousands of people with area information, marketing the area, providing clean bathrooms, and being ambassadors for the West End and the Olympic Peninsula. Respectfully submitted by Lissy Andros LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 16 of 36 DRAFT 2025 Budget Income West Jeff. Co 61,297.00 Total Income $ 61,297.00 Expenses West Jefferson County Pass-Through ONP Kalaloch VC Staff 20,350.00 Map/Brochure Preparation 0.00 Mailing & Distribution 500.00 VIC Staffing 31,447.00 Tourism Marketing 9,000.00 Total W Jefferson County Pass-Through $ 61,297.00 Total Expenses $ 61,297.00 Year-to-Date Surplus (Loss) $0.00 LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 17 of 36 r D t7 w D f d n July YTD 2024 co qm q 2024 Budget Actual % Jul 2024 Notes hgome oSavings 7,000.00 0.00 0% scholarships and café lighting T Accounts Receivable 0.00 0% 2 Dues 18,000.00 13,510.00 75% 50.00 rn Dues•Sponsor Dues 15,000.00 14,850.00 99% i Interest Earned•1st Federal 150.00 100.84 67% 15.48 K Fundraisers 0.00 Forever Twilight in Forks Festival 70 350x600.210,000 VIT;225400=22,500 and 200x100=20,000 m0 totaling$42,500 Party;3000 Salmon Dinner;6000 Meet and O Ticket Sales 261,500.00 236,220.77 90% 11539.15 Greet K Ticket Sales(defer to the next year less paypal fees) 0.00 m Refunded Ticket Sales -1,979.96 mSponsorships 8,000.00 1,384.00 17% Sponsorships for special guest 0.00 15,500 Nancy Sponsorships(First Fed Tents) 0.00 Public Support 10,000.00 0.00 0% City Investment 32,000.00 0.00 0% Port of Port Angeles Grant 0.00 Clallam County LTAC 35,000.00 35,000.00 100% Misc. 2,500.00 850.00 34% 50.00 1500 City Sponsorship Contingency ITF Equinox Ticket Sales 4,125.00 2,680.00 65% S0 x$75=$3750/15 x$154375 Port of Port Angeles Grant 0.00 0.00 Public Support 1,500.00 $1500 Nancy City Investment•FTF Equinox 3,000.00 0.00 0% m to is CO 0 0) w rn r D O Forever Twilight in Forks Collection f City Investment 15,500.00 15,500.00 100% d Public Support 22,000.00 14,354.46 65% 4770.40 • Misc. 0.00 m Hickory Shirt Heritage Days m Public Support/Grants 1,500.00 0% =_ Misc 500.00 0%° T Sales 151,050.00 108,927.93 72% 26006.89 xi Public Support-Miscellaneous 1,500.00 657.25 44% 54.95 co Public Support-Miscellaneous(v s packets) 1,500.00 1,462.70 98% 167.99 = Public Support-Earmarked for Scholarships 400.00 0.00 0% KGrants m Grants 0.00 0 O OPVB Tourism 10,000.00 0.00 0% Port of Seattle 0.00 0.00 O OPVB VIC 5,000.00 0.00 0% 3 Clallam County LTAC 0.00 u Clallam EDC 0.00 m Port of Port Angeles Sales/Advertising Lodging Board 2,600.00 1,500,00 75% 1200.00 Lodging Guide 5,000.00 0.00 0% Web Ads 0.00 0.00 Webcam Sponsorship 150.00 1,438.40 959% 17.00 Misc. 0.00 Logging Tour Public Support 500.00 301.00 60% 151.00 City Investment 135,000.00 55,802.39 41% West Jeff.Co 50,000.00 25,000.00 50% Total Income $ 797,875.00 $529,059.78 66% • ,022.86 a, Co m CO 0 r D 0 0 . a, Eilpenses F Operations a Wages-Director Costs-Lissy 64,000.00 37,633.04 59% 5415.52 ,o Wages-Benefits 6,500.00 3,818.72 59% 533.96 m Payroll Taxes-Employer(Lissy) 5,500.00 2,702.57 49% 389.09 m Computer Maintenance 250.00 0.00 0% ;u. o Professional Development 4,000.00 672.39 17% 17.37 m Telephone 1,260.00 706.47 56% . x Travel Expenses 4,000.00 3,810.67 95% 2.,. 189.08 m Guest Lunches 850.00 482.60 57% 57 = Dues-AWB 350.00 350.00 100% 350:0 K Dues-WTA 500.00 500.00 100% 500 °' m Insurance-Director/BOD Coverage 1,000.00 1,040.00 104% renews in Feb A O City Leasehold Tax 664.00 332.00 50% n Total Operations $ 88,874.00 $ 52,048.46 59% $6,545.02 0 K K VC Costs x) VIC Employee Wages 77,630.00 61,183.19 79% 12891.73 m Web Manager 9,060.00 5,451.53 61% 622.86 Director of Customer Services Wages 36,109.00 16,098.57 45% 2712.57 DCS Payroll Taxes•Employer 3,600.00 1,233.59 34% 196.58 DCS Benefits 3,200.00 1,980.16 62% 285.67 Payroll Taxes-Employer 11,000.00 7,185.85 65% 986.22 Copy Machine 9,000.00 4,776.32 53% 1107.69 Misc.Supplies 4,000.00 3,488.25 87% 1318.38 Office Supplies 2,000.00 1,177.23 59% 282.74 VIC Equipment 200.00 0.00 0% Accounting Services 4,200.00 1,790.00 43% 248.00 insurance-Auto 1,822.00 1,871.00 103% insurance-Liability 1,871.00 1,874.00 100% Postage(Newsletters,bills) 150.00 0.00 0% Telephone 3,000.00 1,653.04 55% 239.25 m PAD 2,350.00 1,412.27 60% 156.02 m Trash collection 700.00 401.17 57% 76.17 N O O_ CO O r 1 (-) 0 Volunteer Training/Recognition 200.00 0.00 0% F Building Maintenance 5,000.00 B44.77 17% a Total VC Costs $ 175,032.00 $ 112,420.94 64% 21,123.88 Co m Cost of Sales m Purchases for Resale 70,000.00. 54,220.08 77% 14418.80 ^_ 1,000.00 20.25 2% 10.40 Shipping Costs ° 9,000.00, 8,713.00 97% 1995.22 CredittardFees 2 PayPal Fees 350.00 14.08 4% 1.96 c Form 990 Tax 1,200.00 0.00 0% C) Business&Occupation Tax 42.00 0.00 0% x m> Total Cost of Sales $ 81,592.00 $ 62,967.41 77% 16,426.38 c m Capitol Equipment n Equipment 300.00 0.00 0% 0 K Contingency-Total 220.00 0.00 0% m c) m Community Service Community Service Projects 1,500.00 475.00 32% Community Service Projects-downtown lights 5,000.00 0% Community Service Projects-Shred Event 1,000.00 0.00 0% Customer Service Workshop 250.00 0.00 0% Scholarships 2,000.00 2,000.00 100% 2000.00 Best of The Year 1,700.00 1,539.42 91% Logging Tour 1,000.00 1,245.87 125% 987.46 Total Community Service $ 12,450.00 $ 5,260.29 42% $2,987.46 Events 4th of July 300.00 460.24 153% 264.24 Hot Thunder Night 50.00 0.00 0% Hickory Shirt Heritage Days 1,500.00 0.00 0% m Other 350.00 0.00 0% m Total Events $ 2,200.00 $ 460.24 21% $264.24 N O_ O) • D 0 m' S D Forever Twilight in Forks Fesitval Li) Admin 7,000.00 2,697.71 39% 37183 n Advertising/Social Media 0.00 0.00 m Collection 0.00 0.00 m Contingency Castmembers(travel,lodging,etc.) 23,000.00 8,870.24 39% 7642.06 o Event-Quilt Class 0.00 0.00 0 Event Decorating/Rentals 38,000.00 0.00 0% Event Decorating/Rentals(Tents) 15,000.00 0.00 0% cn 0 Event Food/Beverages/Liquor License Friday Breakfast 4,000.00 0.00 0% m Bella Italia 12,500.00 0.00 0% A Friday Night 8,000.00 0.00 0% -n Saturday Night 8,000.00 0.00 0% 0 Sunday Brunch 8,500.00 0.00 0% 3 Wine,Beer 500.00 0.00 0% A Other(including Tea,Sunday Supper) 3,000.00 0.00 0% m Event Music/DJ Saturday Night 3,000.00 0.00 0% Event Parking 200.00 0.00 0% Event Venue Rental&Cleaning(RAC) 5,500 00 3,085.00 56% Event Venue Rental(others) 5,500.00 3,681.89 67% 100.00$250 MTI event; Event Venue Bathroom Traier 3,400.00 0% Goodie Bags 12,000.00 10,442.19 87% 1247.98 ICN Office Space 3,500.00 2,771.84 79% Insurance 1,000.00 0.00 0% Misc./5k/Shuttle Services 5,000.00 1,543.92 31% 70.59 Movie Licensing 500.00 500.00 100% 500.00 Paypal Fees 8,000.00 7,169.69 90% 389.85 Photobooth/Photography 6,500.00 1,385.40 21% Photos 4,000.00 0.00 0% Prizes/Silent Auction items 1,500.00 744.58 50% 13 Schedules/Printed Materials 0.00 o Security 2,000.00 0.00 0% co N 0 r > n 0 il • Special Guests 140,000.00 110,655.75 79% 87060.00 7500;55000;55000;17500(T/L); 15000(Photos/Sec); f Special Guest-special . Total Forever Twilight in Forks Festival $ 329,100.00 $ 153,548.21 47% $97,382.31 D a$ m FTF Equinox m Saturday Night Catering 2,000.00 1,904.00 95% 50 x$35=1750/$150 taxes/$100 mist • Saturday Night Decorating 500.00 1,744.51 349% quote not received yet 0 m Saturday Night Entertainment 250.00 225.00 90% $225 Cherish/$25 misc A Friday Events 750.00 450.99 60% supplies,snacks,movie, q) Paint&Sip Teacher 0.00 = Paint&Sip Expenses 0.00 • Movie Licensing 0.00 FPI Movie Catering 0.00 Misc Movie Expenses 0.00 71 Concert Expenses 0.00 0 Cast(travel,lodging,etc.) 3,000.00 3,426.86 114% Britt 407.80/Sam 350/Vee 450/Marg 426.21/Elk View t K Event Venue Rental and cleaning(RAC) 800.00 765.00 96% $765 venue rental m Insurance 0.00 0.00 m Misc 1,008.75 Total FTF Equinox Expenses $ 7,300.00 $ 9,525.11 130% $ 7,53539 Forever Twilight in Forks Collection Rent $12,660.00 12,000.00 95% Electricity 750.00 449.63 60% 70.83 Storage/Office Space 2500.00 2,500.00 100% Mannequins/Disp ays 300.00 0.00 0% Insurance 1500.00 1,260.00 84% renews in May Misc.Supplies 1500.00 2,224.21 148% 988.98 Internet 1200.00 1,200.00 100% Alarm 400.00 227.99 57% 32.57 Total Forever Twilight in Forks Collection $20,810.00 $ 19,861.83 95% $1,092.38 v a, to m N W 0 W) r > 0 0 Ei J f Promotional Tools m n Forks Color Brochure 0.00 0.00 2 Total Promotional Tools $ $0.00 m' m a) Local CO-OP Projects o Lodging Guide 5,000.00 0.00 0% m Lodging Board 285.00 166.25 58% 23.75 73 Total Local CO-OP Projects $ 5,285.00 $ 166.25 3% $23.75 x co = Forks Advertising 3 Postage(Requested information) 500.00 700.71 140% 50.40 m ISP/dsl&Modem 1,500.00 840.00 56% 120.00 71 O State Ferry Kingston/Edmonds 0.00 0.00 m• PON Visitor Guide 5,700.00 3,250.00 57% O• Web Hosting 1,400.00 1,058.17 76% 104.85 K Upgrade Website 2,000.00 546.24 27% 21.81 xl WebCam 1,300.00 735.00 57% 105.00 m Advertising-Tourism 27,000.00 21,740.96 81% 2876.63 Advertising-local 250.00 875.00 350% 225.00 Total Forks Advertising $ 39,650.00 $ 29,746.08 75% <t26,'; $3,503.69 i Regional Co-op Marketing 13,500.00 10,470.81 78% ': 7,517. 475.21 West Jefferson County Pass-Through ONP Kalaloch VC Staff 18,500.00 18,500.00 100% `" 22,109c Mailing&Distribution 1,660.00 0.00 0% •. VIC Staffing 22,370.00 0.00 0% Tourism Marketing 7,470.00 2,645.00 35% . 1,975.I Total W Jefferson County Pass-Through $ 50,000.00 $ 21,145.00 42% ,_4 24,184.j, $0.00 A i Total Expenses $ 826,313.00 J$ 477,620.63 58% -363,794.E.. $149,824.32 m Year-to-Date Surplus(Loss) ($28,438.00) $51,439.15 -181% 0.126.' ($105,801.46) CO CD N A 0 CO W G7 July Income $ 44,023 8. July Expense $ (149,824) m July Surplus/loss $ (105,801) 3 0 m 2024 Budget approved with$23563.00 deficit ccn 1-25-2024 spreadsheet error found and actual deficit is$28438.00 = approved by Board on 2-22-2024 m O m O m m In a, 0 W 03 2024 CHAMBER BOARD OF DIRECTORS Trent Thurman,President Shauna Peters,At Large Miller Tree Inn B&B Bug&Burs Espresso 654 E. Division, Forks, WA 98331 PO Box 1613, Forks,WA 98331 360-374-6806 Work 360-640-2464 206-369-8414 Cell Shauna1572(rkmail.com info@millertreeinnbnb.com Sharon Millett,Past President Diana Reaume,Vice-President (Individual) District Superintendent,Qulllayute Valley SD PO Box 573, Forks, WA 98331 PO Box 147, Beaver,WA 98305 509-780-1164 Cell 360-640-1429 Work wall2wallpaws@gmail.com diana.reaume@gvschools.org Renee Rux,Quileute Oceanside Resort Christi Baron,Treasurer Quileute Tribal Representative Forks Forum PO Box 67 P.O. Box 300, Forks,WA 98331 LA Push,WA 98350 360-374-3311 Work (360)640 1729 Cell 360-374-2244 Home resort.manager@uuileutetribe.com 360-640-2132 Cell cbaron@forksforum.com Caryn Depew Clerk Treasurer&City of Forks Representative Melene Bourm,Secretary 500 E. Division, Forks, WA 98331 Forks Community Hospital 360-374-5412 Work PO Box 81, Forks,WA 98331 carvnd@forkswashington.org 360-640-0167 Cell carymelene@yahoo.com STAFF: Lissy Andros Linda Keen,At Large Executive Director Quillayute River Resort P.O. Box 1267, Forks,WA 98331 473 Mora Road, Forks,WA 98331 360-374-2531 Chamber 360-374-7447 Work 903-360-4449 Cell 360-640-4715 Cell director@forkswa.com (work) lindakeen@qriverresort.com lissvandros@hotmail.com (personal) Bruce Paul,At Large Forks Outfitters 950 S. Forks Avenue, Forks,WA 98331 Updated 1-13-2024 360-374-6161 Work 360-640-0620 Cell bruce.paui@forksoutfitters.com Bruce Hanify,At Large (Individual) PO Box 1872, Forks,WA 98331 360-562-2205 BruceHanify@msn.com LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 26 of 36 9E to CZ wed VU 3,(1 ii391iVHD S DIA4d`J J '@ I V)11eJ0 3V11 0 0 0 0 0 0 0 0 0 0 0 0 'b' o p g 'd S q g : i o g m :m r Wp m 55J i v f R W u� 0.n m v P N P u � 0 dtt $$ KK R u � nP w P wui P N a N '. 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' __._ WASHINGTON b + ill .Sunshine Jor•all-Seucr,ns' t �►^" 4. 1-800-737-8462 Find hold nature connected PORT ANGELES visitsunnysequim.com -�r WAFMINL,[,N., / SEQUIN with small town vibes. FOLLOW THE TIDE HERE Olympic Peninsula . ..... t w•e, r �ave hello to cozy oceanfront lodging inside Whale Watching ;GUARANTIED lj v Olympic National Park. - `• S.9"',S • * '_ aT,OUND \s rPESS 1150 --• ' ___kS) TheKalalochLodge.comI .' •-'.. '�'"�':"""(1I1. PugetSoundExpress.com THE RESORT AT '�V A . , `r �` ,CORKS : 6 ' : L� _. .+a Don't iiriss our museums 1 %,=>q Timber • Twilight t ra Enjoy Of nature,trails,boating and Olympic National Park: form-to-table dining with spectacular vre•.5. All World-Class Beaches, Waterfalls&Rainforests www.portludlowresort.com FprksWdtoi+ � Request your Vifkor Padat rere: 80044T-157 W GET YOUR FRFFTRAVEL PLANNER: Okm Y 1-800-942-4042 • OLYMPICPENINSULA.ORG LTAC Grant a EiRINSULAOR l EXHIBIT C 1st QUARTER Due by April 30 to afmckniehtt co.jefferson.wa.us Organization: Contact person: Mailing Address: Phone Number/Email: 1. LTAC Funds received from Jefferson County 151 QTR: ORGANIZATION Amount Received Overspent Refund TOTAL 1st Awarded From (+) Required QTR by Jefferson Underspent LTAC Jefferson (-)of LTAC FUNDS County County funds SPENT 2. LTAC funds spent by your organization I"QTR(include 200 word limit regarding activities and funds spent with an itemized statement and supporting documentation,i.e. invoices paid,receipts from payment,): 3. LTAC funds balance remaining I"QTR: 4. Please attach your organization's report for all revenue,marketing,services,programs and activities of the prior quarter. This report and any attachments may be subject to disclosure as a public record under the Public Records Act, RCW Chapter 42.56. A minimum of six years, RECIPIENT shall maintain documented proof of payments made, contracts executed and other expenditures authorized under your Agreement with Jefferson County. Upon reasonable notice, RECIPIENT shall provide access to Jefferson County or State representatives to audit those records. LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 31 of 36 EXHIBIT C 2nd QUARTER Due by July 31st to afmcknightaco jefferson.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 2nd 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 2nd 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 FORKS CHAMBER OF COMMERCE Page 32 of 36 EXHIBIT C 3rd QUARTER Due by October 31s'to afmcknightc co jefferson.wa.us Organization: Contact person: Mailing Address: Phone Number/Email: 1. LTAC Funds received from Jefferson County 3`d QTR: ORGANIZATION Total Total Overspent Refund TOTAL TOTAL TOTAL Amount Received (+) Required In QTR 2nd QTR 3`d QTR Awarded From Underspent LTAC LTAC LTAC by Jefferson (-)of LTAC FUNDS FUNDS FUNDS Jefferson County 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 3'd QTR: 3. Please attach your organization's report for all revenue,marketing,services,programs and activities of the prior quarter. This report and any attachments may be subject to disclosure as a public record under the Public Records Act, RCW Chapter 42.56. For a minimum of six years, RECIPIENT shall maintain documented proof of payments made, contracts executed and other expenditures authorized under the Agreement with Jefferson County. Upon reasonable notice, you shall be able to provide access to Jefferson County or State representatives to audit those records. LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 33 of 36 EXHIBIT C 4th QUARTER Due by January 31"to afmcknight(a,co jefferson.wa.us Organization: Contact person: Mailing Address: Phone Number/Email: 1. LTAC Funds received from Jefferson County 4d'QTR: ORGANIZATION Total Total Overspent Refund TOTAL TOTAL TOTAL 3m TOTAL Amount Received (+) Required 1"QTR 2nd QTR QTR 4th QTR Awarded From Underspent LTAC LTAC LTAC LTAC by Jefferson (-)ofLTAC FUNDS FUNDS FUNDS FUNDS Jefferson County funds SPENT SPENT SPENT SPENT County 2. LTAC funds spent by your organization 4d'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 4th QTR: 4. Please attach your organization's report for all revenue,marketing,services,programs and activities of the prior quarter. This report and any attachments may be subject to disclosure as a public record under the Public Records Act, RCW Chapter 42.56. A minimum of six years, RECIPIENT shall maintain documented proof of payments made, contracts executed and other expenditures authorized under your Agreement with Jefferson County. Upon reasonable notice, RECIPIENT shall provide access to Jefferson County or State representatives to audit those records. LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 34 of 36 EXHIBIT D Jurisdiction Lodging Tax Reporting Form —To Be Submitted to Jefferson COUNTY Administrator's Office No Later than February 28' of each Year Lodging Tax Reporting Form Organization:receiving funding to promote festn-aL-.pecial events and towr.m-related aetnvre:through rows i -related facune owned or apomared by non-profit or ganuanom or the local jun drenon are regwred to complete dux form for EACH activity. 1 Qmmanm Name: Rapance Year 2 Sponsor Type(Click One): 0jOlc)r3 0 501(tX6) O Lao:Junsdcum °Omer;Eypiami. 3 Actuary Name. 1 Amu!:Type(Check One): O Even Fesmai• O FaalN• 0 Mahetmg• 5 Acuun Stan Date•. 5 Actin End Date 'Taal Cost of Actuary- S S Amount Requested S Amount.awarded $ 13 Overall Attendance' 13 Number of aneedeer Who Stayed Osernt:ha m Uvgaad Accmmmodadats• a) Proected• a` Pro',ectec• b) Actual' bi Arai• c: Methodoior(Check One; °Duna Caws• c; Methodology.Chxk Oner 0Drrert:mare OhArrecr COUCH' ORsQresereame Survey' O mtirect Cam' OPeorectaove Sunni' °Informal Sure)' 0 Structured Eumate• antenna]SmeY O Smutted Estrmare• ()Other senplaan:: °Other:explains: 11 Number of Attendees Who Trawled 50 Miles or More 11 Number of Attendees Also Stayed Overnight m Paid Accanmodanom• a) P rected• a; Projected' b) Anna? bl Acnui• c) Methodology(Check Ore) °Direct Caws' c) Methodology(Check Ones l):Zect;o'mm• Olyduec Come O Represemame Survey" 0 aioea Carat* OReprtsertarne Suns' Oinformal Sung)' O Structured Emcee' 0 afa>ral dare)' O Saucwel Emmate OOrlin tesplaiM: O Otter emboli 12 Number ofAnecdees Who Traveled tom Another State or Coma* IS Number of Paid:od rn. a) Pmxcted• a) Projected• _ _ b) Angora:• Si Actual* c) Methodology(Check One). °Direct Came c; Methodology iCheck Cee: O Zama Count' °Indirect Cams• ORepresemame Surrey' O aditecr Cott• ORepresecamw Surrey* 0lnformalSurvey* OSuuctmeiEmcctte• 0sfaanlSurrey' OStructuredEsnmate °Other tet : O Other.esplamr. 'See Lodging Tax Yeirh Reporting Defnttiou;Istructionc Name of Individual Who Prepared Report- Phone a: E-Mail Address RETURN THIS FORM TO: Jefferson County Administrator's Office 1820 Jefferson Street P.O.Box 1220 Port Townsend WA 98368 jeffbocc d co jefferson.wa.us DEADLINE:February 38th of Each Reporting Year LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 35 of 36 LTAC Yearly Reporting Definitions/Instructions Activity Type: Event/Festival:Short-term activity occurring between specific dates(e.g.,4th of July celebration,local marathon) Facility:Municipally-owned facility that operates some or all of the year(e.g.,county historical museum, convention center) Marketing:Activity that provides information to encourage visitors to an area;is typically a year-round activity but may also operate for less than a full year. Activity Date: Activity beginning and ending dates. Actual: Persons estimated to have actually participated in event/festival or visiting a facility.For marketing activity, enter the number of persons estimated to have actually visited area as result of marketing activity. Projected: Persons expected to participate in event/festival or visiting a facility.For marketing activity,enter the number of persons expected to visit area as result of marketing activity. Methodology: Select the methodology used to estimate the actual number of visitors/participants. Direct Count:Actual count of visitors using methods such as paid admissions or registrations,clicker counts at entry points,vehicle counts or number of chairs filled.A direct count may also include information collected directly from businesses,such as hotels,restaurants or tour guides,likely to be affected by an event. Indirect Count: Estimate based on information related to the number of visitors such as raffle tickets sold, redeemed discount certificates,brochures handed out,police requirements for crowd control or visual estimates. Representative Survey:Information collected directly from individual visitors/participants.A representative survey is a highly structured data collection tool,based on a defined random sample of participants,and the results can be reliably projected to the entire population attending an event and includes margin of error and confidence level. Informal Survey:Information collected directly from individual visitors or participants in a non-random manner that is not representative of all visitors or participants.Informal survey results cannot be projected to the entire visitor population and provide a limited indicator of attendance because not all participants had an equal chance of being included in the survey. Structured Estimate:Estimate produced by computing known information related to the event or location.For example,one jurisdiction estimated attendance by dividing the square footage of the event area by the international building code allowance for persons(3 square feet). Other:(please describe) Overall Attendance: Total projected and estimated actual attendance recorded for event,facility or resulting from marketing activity. Total Attendees Traveling 50 miles or more: Total: Total projected and estimated actual number of visitors traveling more than 50 miles to attend event or facility. For marketing organizations,report visitors traveling more than 50 miles to visit area. Of total,attendees who traveled from another state or country:Of the total projected and estimated actual number of visitors traveling more than 50 miles to attend event or facility or visit area,report projected and estimated actual number of visitors who traveled from another state or country. Attendees who stayed overnight: Paid Accommodations: Total projected and estimated actual number of visitors staying in paid lodging establishments such as hotels,motels,bed and breakfasts,etc. Unpaid Accommodations: Total projected and estimated actual number of visitors staying in unpaid accommodations such as family and friends. Paid Lodging Nights: Total projected and estimated actual number of paid lodging nights.One Lodging night=one or more persons occupying one room for one night. LTAC Grant Award Agreement for FORKS CHAMBER OF COMMERCE Page 36 of 36 Consent Agenda Commissioners Office JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners FROM: Adiel McKnight, Executive Assistant DATE: be ze pi& - 23, 202c SUBJECT: AGREEMENT re: 2025 Hotel Motel (Lodging Tax) Grant Funding; In the Amount of$61,297; Forks Chamber of Commerce STATEMENT OF ISSUE: This agreement provides grant funding for 2025 to certain non-profit agencies for the promotion of tourism and ongoing preservation of Jefferson County's heritage. The Lodging Tax Advisory Committee met on November 22, 2024 and reviewed request for proposals. This funding has been budgeted from the Hotel Motel (Lodging Tax)Fund, and approved by the Board of County Commissioners on December 9, 2024. FISCAL IMPACT: Forks Chamber of Commerce $61,297 RECOMMENDATION: Approve and sign the agreement. REVIEWED BY: Mark McCauley, C ty Administrator ate: CONTRACT REVIEW FORM Clear Form (INSTRUCTIONS ARE ON THE NEXT PAGE) CONTRACT WITH: FORKS CHAMBER OF COMMERCE Contract No: LTAC FORKS Contract For: Lodging Tax Funding for Forks Chamber of Commerce Term: Jan-Dec 2025 COUNTY DEPARTMENT: County Administrator Contact Person: Adiel McKnight Contact Phone: 102 Contact email: afmdmight@co.jefferson.wa.us AMOUNT: 61,297 PROCESS: _ Exempt from Bid Process Revenue: Cooperative Purchase Expenditure: 61,297 Competitive Sealed Bid Matching Funds Required: Small Works Roster Sources(s)of Matching Funds _ Vendor List Bid Fund# 125 L RFP or RFQ Munis Org/Obj 12555730/411106 _ Other: APPROVAL STEPS: STEP is DEPARTMENT CERTIFIES CO - IA NC IT JC�11�!ND CHAPTER 42.23 RCW. CERTIFIED: ■ N/A: El Date STEP 2: DEPARTMENT CERTIFIES THE PERSON PRO' . t FOR CONTRACTING WITH THE COUNTY (CONTRACTOR) HAS NOT : EN ! BARRE I : ANY FEDERAL, STATE, OR LOCAL AGENCY. f CERTIFIED: 0N/A: ❑ by /`1/l I _ /-7 (7 . :3=7, ignature ifit Date STEP 3: RISK MANAGEMENT REVIEW(will be added e tronically 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 ty Z STEP 7: SUBMIT TO BOCC FOR APPROVAL z Q U 1 ACCORD 01/20/2025 ® CERTIFICATE OF LIABILITY INSURANCE DATE(M0/DDIYYYY) 0/2025 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Kayla Furford NAME: Callis&Associates,Inc. PHONE (360)452-2314 FAX (360)452-1701 (A/C,No,Ext): (A/C,No): 802 East First Street,Suite 3 E-MAIL certificate@callisinsurance.com ADDRESS: INSURER(S)AFFORDING COVERAGE NAIC# Port Angeles WA 98362 INSURER A: Hartford Underwriters Insurance Company INSURED INSURER B: United States Liability Insurance Company Forks Chamber Of Commerce,Inc INSURER C: Berkshire Hathaway Homestate Insurance Company PO Box 1249 INSURER D: INSURER E: Forks WA 98331 INSURER F: COVERAGES CERTIFICATE NUMBER: CL2511011634 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDL SUBR POLICY EFF POLICY EXP LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER (MM/DD/YYYY) (MM/DD/YYYY) _ LIMITS X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 X DAMA 1,000,000 CLAIMS-MADE OCCUR PREMISES(Ea occurrence) $ MED EXP(Any one person) $ 10,000 A Y 52SBABG9HPT 12/30/2024 12/30/2025 PERSONAL&ADV INJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER GENERAL AGGREGATE $ 2,000,000 X POLICY PRO 2,000,000 JECT LOC PRODUCTS-COMP/OPAGG $ OTHER $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1,000,000 (Ea accident) ANY AUTO BODILY INJURY(Per person) $ C OWNED X SCHEDULED 02APM040539-02 12/30/2024 12/30/2025 BODILY INJURY(Per accident) $ _ AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE $ AUTOS ONLY _ AUTOS ONLY (Per accident) X UMBRELLALIAB X OCCUR EACH OCCURRENCE $ 1,000,000 B EXCESSLIIAB CLAIMS-MADE CUP1564786D 12/28/2024 12/28/2025 AGGREGATE $ 1'000,000 DED X RETENTION $ 10,000 $ WORKERS COMPENSATION PER NI WA State Stop Gap AND EMPLOYERS'LIABILITY STATUTE X ER YIN 1,000,000 A ANY PROPRIETOR/PARTNER/EXECUTIVE N NIA 52SBABG9HPT 12/30/2024 12/30/2025 E.L.EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $ 1,000,000 If yes,describe under 1,000,000 DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space is required) Evidence Only.Certificate holder is an additional insured with respects to the General Liability where required by written contract&provided only by the terms of form SL3032. Includes Waiver of Subrogation and Primary&Non-contributory when required by written contract. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN Jefferson County Health&Human Services Dept ACCORDANCE WITH THE POLICY PROVISIONS. 615 Sheridan AUTHORIZED REPRESENTATIVE Port Townsend WA 98368 . ®1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ' pit THE HARTFORD BLANKET ADDITIONAL INSURED BY CONTRACT This endorsement modifies insurance provided under the following: BUSINESS LIABILITY COVERAGE FORM Except as otherwise stated in this endorsement, the terms and conditions of the Policy apply. A. The following is added to Section C. WHO IS AN INSURED: Additional Insureds When Required By Written Contract, Written Agreement Or Permit The person(s) or organization(s) identified in Paragraphs a. through f. below are additional insureds when you have agreed, in a written contract or written agreement, or when required by a written permit issued by a state or governmental agency or subdivision or political subdivision that such person or organization be added as an additional insured on your Coverage Part, provided the injury or damage occurs subsequent to the execution of the contract or agreement, or the issuance of the permit. A person or organization is an additional insured under this provision only for that period of time required by the contract, agreement or permit. However, no such person or organization is an additional insured under this provision if such person or organization is included as an additional insured by any other endorsement issued by us and made a part of this Coverage Part. The insurance afforded to such additional insured will not be broader than that which you are required by the contract, agreement, or permit to provide for such additional insured. The insurance afforded to such additional insured only applies to the extent permitted by law. The limits of insurance that apply to additional insureds are described in Section D. LIABILITY AND MEDICAL EXPENSES LIMITS OF INSURANCE. How this insurance applies when other insurance is available to an additional insured is described in the Other Insurance Condition in Section E. LIABILITY AND MEDICAL EXPENSES GENERAL CONDITIONS. a. Vendors Any person(s) or organization(s) (referred to below as vendor), but only with respect to "bodily injury" or "property damage" arising out of "your products" which are distributed or sold in the regular course of the vendor's business and only if this Coverage Part provides coverage for "bodily injury" or "property damage" included within the "products-completed operations hazard". (1) The insurance afforded to the vendor is subject to the following additional exclusions: This insurance does not apply to: (a) "Bodily injury" or "property damage" for which the vendor is obligated to pay damages by reason of the assumption of liability in a contract or agreement. This exclusion does not apply to liability for damages that the vendor would have in the absence of the contract or agreement; (b) Any express warranty unauthorized by you; (c) Any physical or chemical change in the product made intentionally by the vendor; (d) Repackaging, except when unpacked solely for the purpose of inspection, demonstration, testing, or the substitution of parts under instructions from the manufacturer, and then repackaged in the original container; (e) Any failure to make such inspections, adjustments, tests or servicing as the vendor has agreed to make or normally undertakes to make in the usual course of business, in connection with the distribution or sale of the products; (f) Demonstration, installation, servicing or repair operations, except such operations performed at the vendor's premises in connection with the sale of the product; Form SL 30 32 06 21 Page 1 of 3 ©2021, The Hartford (May include copyrighted material of Insurance Services Office, Inc., with its permission) THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. THE "°- HARTFORD (g) Products which, after distribution or sale by you, have been labeled or relabeled or used as a container, part or ingredient of any other thing or substance by or for the vendor; or (h) "Bodily injury" or"property damage" arising out of the sole negligence of the vendor for its own acts or omissions or those of its employees or anyone else acting on its behalf. However, this exclusion does not apply to: (i) The exceptions contained in Paragraphs (d) or(f); or (ii) Such inspections, adjustments, tests or servicing as the vendor has agreed to make or normally undertakes to make in the usual course of business, in connection with the distribution or sale of the products. (2) This insurance does not apply to any insured person or organization from whom you have acquired such products, or any ingredient, part or container, entering into, accompanying or containing such products. b. Lessors Of Equipment (1) Any person or organization from whom you lease equipment; but only with respect to their liability for "bodily injury", "property damage" or"personal and advertising injury" caused, in whole or in part, by your maintenance, operation or use of equipment leased to you by such person or organization. (2) With respect to the insurance afforded to these additional insureds, this insurance does not apply to any "occurrence"which takes place after you cease to lease that equipment. c. Lessors Of Land Or Premises (1) Any person or organization from whom you lease land or premises, but only with respect to liability arising out of the ownership, maintenance or use of that part of the land or premises leased to you. (2) With respect to the insurance afforded to these additional insureds, this insurance does not apply to: (a) Any"occurrence"which takes place after you cease to lease that land or be a tenant in that premises; or (b) Structural alterations, new construction or demolition operations performed by or on behalf of such person or organization. d. Architects, Engineers Or Surveyors (1) Any architect, engineer, or surveyor, but only with respect to liability for"bodily injury", "property damage" or "personal and advertising injury" caused, in whole or in part, by your acts or omissions or the acts or omissions of those acting on your behalf: (a) In connection with your premises; (b) In the performance of your ongoing operations performed by you or on your behalf; or (c) In connection with "your work" and included within the "products-completed operations hazard", but only if: (i) The written contract, written agreement or permit requires you to provide such coverage to such additional insured; and (ii) This Coverage Part provides coverage for"bodily injury" or"property damage" included within the "products-completed operations hazard". (2) With respect to the insurance afforded to these additional insureds, the following additional exclusion applies: This insurance does not apply to "bodily injury", "property damage" or "personal and advertising injury" arising out of the rendering of or the failure to render any professional services, including: (i) The preparing, approving, or failure to prepare or approve, maps, shop drawings, opinions, reports, surveys, field orders, change orders, designs or drawings and specifications; or (ii) Supervisory, surveying, inspection, architectural or engineering activities. This exclusion applies even if the claims allege negligence or other wrongdoing in the supervision, hiring, employment, training or monitoring of others by an insured, if the "bodily injury", "property Form SL 30 32 06 21 Page 2 of 3 ©2021, The Hartford (May include copyrighted material of Insurance Services Office, Inc., with its permission) THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. THE HARTFORD damage", or"personal and advertising injury" arises out of the rendering of or the failure to render any professional service. e. State Or Governmental Agency Or Subdivision Or Political Subdivision Issuing Permit (1) Any state or governmental agency or subdivision or political subdivision, but only with respect to operations performed by you or on your behalf for which the state or governmental agency or subdivision or political subdivision has issued a permit. (2) With respect to the insurance afforded to these additional insureds, this insurance does not apply to: (a) Bodily injury", "property damage" or "personal and advertising injury" arising out of operations performed for the federal government, state or municipality; or (b) "Bodily injury" or"property damage" included within the "products-completed operations hazard". f. Any Other Party (1) Any other person or organization who is not in one of the categories or classes listed above in Paragraphs a. through e. above, but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury" caused, in whole or in part, by your acts or omissions or the acts or omissions of those acting on your behalf: (a) In the performance of your ongoing operations performed by you or on your behalf; (b) In connection with your premises owned by or rented to you; or (c) In connection with "your work" and included within the "products-completed operations hazard", but only if: (i) The written contract, written agreement or permit requires you to provide such coverage to such additional insured; and (ii) This Coverage Part provides coverage for "bodily injury" or "property damage" included within the "products-completed operations hazard". (2) With respect to the insurance afforded to these additional insureds, the following additional exclusion applies: This insurance does not apply to "bodily injury", "property damage" or "personal and advertising injury" arising out of the rendering of, or the failure to render, any professional architectural, engineering or surveying services, including: (a) The preparing, approving, or failure to prepare or approve, maps, shop drawings, opinions, reports, surveys, field orders, change orders, designs or drawings and specifications; or (b) Supervisory, surveying, inspection, architectural or engineering activities. This exclusion applies even if the claims allege negligence or other wrongdoing in the supervision, hiring, employment, training or monitoring of others by an insured, if the "bodily injury", "property damage", or "personal and advertising injury" arises out of the rendering of or the failure to render any professional service described in Paragraphs f.(2)(a)or f.(2)(b) above. Form SL 30 32 06 21 Page 3 of 3 ©2021, The Hartford (May include copyrighted material of Insurance Services Office, Inc., with its permission)