HomeMy WebLinkAboutLTAC Agenda Packet 06022022
MEETING AGENDA
LODGING TAX ADVISORY COMMITTEE
VIRTUAL MEETING
Click here to visit the City’s Virtual Meetings Page for access andinformation
about ourlive virtual meetings:
https://www.cityofpa.us/984/Live-Virtual-Meetings
June 2, 2022
2:00 –5:00 p.m.
I.CALL TO ORDER
II.ROLL CALL
III.APROVAL OF MINUTES
IV.PUBLIC COMMENT
The Lodging Tax Advisory Committee desires to allow the opportunity for public comment. However, the
business of the Committee must proceed in an orderly, timely manner. At its most restrictive, Public
Comment shall be limited to a total of 15 minutes.
V.ACTION/DISCUSSION ITEMS/OTHER BUSINESS
1.Discussion: Olympic Peninsula Tourism Commission (OPTC) and Lulish Design,
Inc Destination Marketing Presentations
OPTC and Lulish Design, LLC will provide presentations on destination marketing
strategies and statistics at a peninsula-wide and Port Angeles centric levels.
2.Action: 2022 Lodging Tax Budget Amendment
The Lodging Tax Committee will discuss the award of funds to a budget amendment for
Hurricane Ridge Winter Sports Club and the redistribution of withdrawn event grant
funding.
VI.STAFF UPDATES
VII.COMMITTEE MEMBER UPDATES
VIII.ADJOURNMENT
LODGING TAX ADVISORY COMMITTEE
November 18, 2021 at 3:00 p.m.
This meeting was held virtually
CALL TO ORDER
Committee Chair French called the meeting to order at 3:00 p.m.
ROLL CALL
Voting Members Present:Mike French, Christine Loewe, Donya Alward, Sydney Rubin and Marsha Massey.
Non-Voting Members:Peter Stolinsky, and Lisa Hilt.
Members Absent:None.
Staff Present:Clerk Kari Martinez-Bailey, Ben Braudrick, Emma Bolin and Melody Schneider
APPROVAL OF MINUTES
It was moved by Loewe and seconded by Rubin to:
Approve the November 4, 2021 minutes.
The Chair asked if there was unanimous consent, hearing no opposition, the motion carried 4-0.
PUBLIC COMMENT
Lindsay Fox shared she would be able to speak to her non-event application, Hurricane Winter Sports, should anyone have
questions.
ACTION ITEM
1.Review and Award Funding to Event Lodging Tax Fund Application Proposals
Associate Planner Ben Braudrick presented scoring provided by the Committee. The Committee discussed a late non-event
application. Committee discussion followed.
It was moved by French and seconded by Stolinsky to:
Accept the Lodging Tax non-event, Hurricane Winter Sports Club, for the year 2021 provided there are excess funds
available in the budget to fund the non-event.
The Chair asked if there was unanimous consent, hearing no opposition, the motion carried 4-0.
The Committee reviewed and discussed 2022 Event lodging tax application proposals and Lodging Tax Advisory Committee
scoring and discussed funding amounts for each individual applicant. Committee discussion followed.
It was moved by Stolinsky and seconded by Sydney to:
Approve the Lodging Tax Fund application funding proposals for the following amounts:
Jazz in the Olympics $10,000
Dungeness Crab and Seafood Festival $4,000
USA BMX Gold Cup Finals $10,000
Run $4,000
$4,000
$5,000
$4,000
Wintertide Annual Celebration of Light and Art $10,000
North Olympic Discovery Marathon $4,000
NW Cup $5,000
Frosty Moss Relay $2,000
Pacific Northwest Fiber Exposition $8,000
Olympic Adventure Trail Run $1,000
Port Angeles Maritime Festival $5,000
Big Hurt/Little Hurt $3,500
Juan de Fuca Festival for the Arts $4,700
The Chair asked if there was unanimous consent, hearing no opposition, the motion carried 4-0.
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LTAC Minutes
January 21, 2021
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COMMITTEE MEMBER UPDATES
Chair French spoke about the opening of the Winter Ice Village.
STAFF UPDATES
Acting Community and Economic Development Director Emma Bolin introduced herself and provided updates relative to
Port Angeles Municipal Code work progress.
Associate Planner Braudrick noted the date of the next meeting as March 3, 2022 and shared agenda opportunities, including
information updates from Olympic Peninsula Tourism Commission members.
ADJOURNMENT
Chair French adjourned the meeting at time 4:38 p.m.
__________________________ ___________________________
Mike French, Chair Kari Martinez-Bailey, Clerk
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Date: June 2, 2022
To: Lodging Tax Advisory Committee (LTAC)
From: Ben Braudrick, Associate Planner
Subject: 2022 Lodging Tax Budget Amendment Proposal – Hurricane Ridge Winter Sports Club
Background /Analysis:
At the November11,2021LTAC meetinga recommendation was approved unanimously by the
Committee toawardthe Hurricane Ridge Winter Sports Club (HRWSC) withany additionalfunds that
wentunspent in 2021 in order to cover the cost ofthe operation ofashuttle bus for travelers to more
easily access the Hurricane Ridge Ski Resort. A contractamendmentwas executedbuttheHRWSC did
not providea properinvoice for the shuttle operation prior to the2021 budget year lapse.
In Decemberof 2021, CityCouncil approved the LTAC’s recommendation to award the HRWSC
$20,000 for the 2022 Budget year.HRWSCprovided an invoiceon April 10,2022for reimbursementof
2022 operations expenses totaling $42,797.63ingross operational payrollcosts(See Attachment 2) which
fullyexpended the2022 grantaward. On April 24,2022, HRWSC Board Member Jerry Oakessubmitted
a request to considerthe reimbursement of expenses related to the 2021-2022andbeginning of the 2022-
2023winterseason shuttle service to Hurricane Ridge in the amount of $13,793. This request includes
service provided by the Black Ball Ferry Lineshuttlealready provided in the2022 season (January –
March) in the amountof $7,492.50. It also includesanticipated service at the beginning ofthe 2022-2023
season.The Club plans toexpand the service to Saturdays and Sundays, for a totalof9 moredays of
operation in 2022, weather permitting.This request would increase the total grantaward amountin 2022
to$33,800and would require a budgetamendment of$13,800.
Financial Implications:
The annualbudgetprojection providedby theFinance Departmentis based upon bestavailablerevenue
information for thecurrentyear(the state provides revenue info witha 2-monthlatency). Consideration is
also basedon thebudgets of thepreviousfive yearsas wellas othereconomic factors that may impact
travel. The CityCouncilapproved2022 budgetis $701,400 (See Attachment 3). The actual revenue
generatedby Lodging Tax in Port Angeles in 2021based upon information provided by theWashington
State Department of Revenue(DOR) is$997,793.06(See Attachment4). This figure isactuallyrevenue
generatedNovember2020 toOctober2021 due to theDOR latency. The actual calendar year revenue
(January to December2021) is $1,009,840.82. The City records actualcalendaryearin the systemeach
year todemonstrateactual collectionin eachappropriate month rather thancollection on atwo-month
delay.Which resulted inapproximately $604,200in excess reserve balanceat theend of2021.
Recommendation:
Staff recommends the Committeeapprove the grantamendment requestby theHurricane Ridge Winter
Sports Club in the amount of $13,to includeapproval of an amendmenttothe2022budgettouse
Lodging Tax fund excess reserves totheCity Council.
Attached:
1.Hurricane RidgeWinter Sports Club2022 Award Amendment Request
2.Hurricane Ridge Winter Sports Club 2022 Reimbursement
3.2022 Lodging Tax Council Approved Budget
4.February 2022 Room Tax Report
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Attachment 2
From:Jerome Oakes
To:Ben Braudrick
Subject:HRWSC LTAC grant reimbursement request 2022
Date:Sunday, April 10, 2022 3:27:20 PM
Attachments:HRWSC-PR-YTD.pdf
Dear Ben and Lodging Tax Advisory Committee,
Please accept this documentation of operating expenses for Hurricane Ridge Winter Sports
Club (HRWSC) for 2022 to satisfy the City of Port Angeles Lodging Tax Fund reporting
requirements.
Our lift operators and ticket trailer staff work in direct support of our non profit corporations
daily operations
HRWSC Lift Operator/ticket trailer Payroll Expenses for Jan-April 2022 (PDF attached):
Gross operational payroll $37,635.66
Employer taxes/contributions $5,161.97
Total $42,797.63
HRWSC requests grant funds from the City of Port Angeles Lodging Tax Fund for $20,000 as
previously approved and per our contract agreement.
Please let me know if you have any questions or need additional information. Thanks so much
for your support of our off season tourism generating non profit corporation!
Sincerely,
Jerry
Jerome R. Oakes, MD
HRWSC Board Member
360-477-6077
jromdwa@gmail.com
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Attachment 2
GRANT PROGRAM AGREEMENT
BETWEEN
City of Port Angeles
and
Hurricane Ridge Winter Sports Club
This Agreement is made between the City of Port Angeles, a non-charter code city and municipal corporation
of the State of Washington (hereinafter referred to as the “City”) and Hurricane Ridge Winter Sports Club,
a Washington Nonprofit Corporation (hereinafter collectively called the Grantee) for the project described
in this document and its attachments (herein called the Project).
WHEREAS, pursuant to RCW 67.28.1815, the City of Port Angeles is authorized to expend special
excise tax funds for “paying all or any part of the cost of tourism promotion, acquisition of tourism-related
facilities, or operation of tourism-related facilities,” and
WHEREAS “Tourism-related facility" means real or tangible personal property with a usable life of
three or more years, or constructed with volunteer labor that is: (a)(i) Owned by a public entity; (ii) owned by
a nonprofit organization described under section 501(c)(3) of the federal internal revenue code of 1986, as
amended; or (iii) owned by a nonprofit organization described under section 501(c)(6) of the federal internal
revenue code of 1986, as amended, a business organization, destination marketing organization, main street
organization, lodging association, or chamber of commerce; and (b) used to support tourism, performing arts,
or to accommodate tourist activities; and
WHEREAS the City of Port Angeles has enacted a lodging tax, pursuant to PAMC 3.48, and
WHEREAS, it is in the public interest that Port Angeles lodging tax funds be expended for tourist
promotion services within the City of Port Angeles; and
WHEREAS, the Grantee has agreed to perform the work and improvements described in the attached
application;
NOW, THEREFORE, the City and Grantee do mutually agree to the following terms and conditions
regarding the above-mentioned property to be improved using City funds through the Lodging Tax Grant
Program:
1.SCOPE OF SERVICES
The Grantee will complete in a satisfactory and proper manner, as determined by the City, the work described
in the Project Overview that is attached hereto, marked as Attachment A.1, and incorporated herein by
reference. The Grantee’s Lodging Tax Fund Proposal and 2022 Budget is marked as Attachment B and
incorporated herein by reference.
2.GRANTEE’S OBLIGATIONS
The Grantee warrants that they are to perform the operations described in Attachment A.1 – Project
Overview, Attachment A.2 Scope of Work and Awarded Budget, and Attachment B – Lodging Tax
Fund Proposal and 2022 Budget attached and incorporated by this reference. Grantee shall obtain all
necessary permits before commencing the Project.
Grantee agrees to the obligation to perform the payment of salaries and wages as listed in the budget in the
Attachment A.2 – Scope of Work and Awarded Budget by December 31, 2022.
3.BUDGET
The City will reimburse to the Grantee the amount of $20,000.00 for eligible incurred costs and expenses for
the Project according to the budget shown on Attachment A.2 and Attachment B. Only the work that is
outlined in Attachment A.2 – Scope of Work and Awarded Budget will be eligible for reimbursement.
It is understood that this agreement is funded with Lodging Tax program income funds. The Grantee
acknowledges and agrees that the funds must be used only for Lodging Tax eligible expenditures.
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4. PAYMENT
Grantee shall submit invoices to the City for payment for work performed not more than one time per calendar
month. Invoice shall include copies of receipts for eligible items. Invoices shall be in a format acceptable to
the City. Grantee will provide the City with a completed W-9.
The City shall pay all undisputed amounts invoiced by Grantee within 30 days of receipt of a properly
completed invoice.
Grantee acknowledges, and agrees to inform its Contractor, that the City has no obligation to pay the
Contractor for work performed for the Grantee under this Program. This agreement shall not be construed or
deemed to be an agreement for the benefit of any third party or parties, and no third party shall have any claim
or right of action hereunder for any cause whatsoever.
Unless otherwise agreed to in writing by both parties, the Grantee’s total reimbursement under this agreement,
including labor and materials, shall not exceed the maximum sum of $20,000.00 The budget for labor and
materials is found in Attachment A.2. Budgets for each line item may be modified upon mutual agreement
between the two parties, but in any event, the total payment to Grantee shall not exceed $20,000.00.
5. GENERAL CONDITIONS
A. General Compliance. The Grantee agrees to comply with all applicable federal, state and local laws,
regulations, and policies, governing the funds provided under this agreement.
B. Independent Contractor. Nothing contained in this agreement is intended to, or will be construed in
any manner, as creating or establishing the relationship of employer/employee between the parties.
The Grantee will at all times remain an “independent contractor” with respect to the services to be
performed under this agreement. The City is not responsible for payment of any Unemployment
Compensation, FICA, retirement, life and/or medical insurance and Workers’ Compensation
Insurance, as the Grantee is an independent contractor.
C. Hold Harmless. The Grantee agrees to defend, indemnify and hold harmless the City, its officers,
officials, employees and volunteers from and against any and all claims, suits, actions, or liabilities
whatsoever, which arise out of Grantee’s performance or nonperformance of the services or subject
matter called for in this agreement, except only such injury or damage as shall have been occasioned
by the sole negligence of the City.
D. Workers’ Compensation. The Grantee will provide Workers’ Compensation Insurance Coverage for
all of its employees involved in the performance of this agreement.
E.Funding Source Recognition. The Grantee will ensure recognition of the roles of the City in providing
services through this agreement.
F. Suspension or Termination. The City may suspend or terminate this agreement upon the City’s
determination that the Grantee materially failed to comply with any terms of this agreement, including
(but are not limited to) the following:
Failure to comply with any of the rules, regulations or provisions referred to herein, or such
statutes, regulations, guidelines, policies or directives as may become applicable at any time;
Failure, for any reason, of the Grantee to fulfill in a timely and proper manner its obligations under
this Agreement; or
Submission by the Grantee to the City of reports that are incorrect or incomplete in any material
respect.
6. ADMINISTRATIVE REQUIREMENTS
A. Financial Management Accounting Standards. The Grantee agrees to adhere to recognized and
acceptable accounting principles and procedures, utilize adequate internal controls, and maintain
necessary source documentation for all costs incurred.
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B. Documentation and Record Keeping. The Grantee will maintain thorough records pertinent to the
activities to be funded under this agreement, including records adequate to document that the funds
were expended on lodging tax eligible activities.
C. Access to Records and Retention. All such records and all other records pertinent to the work
undertaken under this agreement will be retained by the Grantee for a period of six years after the
City’s final audit of Project, unless a longer period is required to resolve audit findings or litigation.
In such cases, the City will request a longer period of record retention.
D. Audits and Inspections. All Grantee records with respect to any matters covered by this Agreement
will be made available to the City and duly authorized officials of the state and federal government, at
any time during normal business hours, as often as deemed necessary, to audit, examine, and make
excerpts or transcripts of all relevant data.
Any deficiencies noted in audit reports must be fully cleared by the Grantee within 30 days after receipt
by the Grantee. Failure of the Grantee to comply with the above audit requirements will constitute a
violation of this agreement and may result in the withholding of future payments.
E.Reporting. The Grantee, at such times and in such forms as the City may require, will furnish the City
such periodic reports as it may request pertaining to the work or services undertaken pursuant to this
agreement, the costs and obligations incurred or to be incurred in connection therewith, and any other
matters covered by this agreement.
7. PERFORMANCE WAIVER
The City’s failure to act with respect to a breach by the Grantee does not waive its right to act with respect to
subsequent or similar breaches. The failure of the City to exercise or enforce any right or provision will not
constitute a waiver of such right or provision
8. ENTIRE AGREEMENT
This document states the entire agreement between the City and the Grantee for the use of funds received
under this agreement and it supersedes all prior communications and proposals, whether electronic, oral, or
written between the City and the Grantee with respect to this agreement.
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IN WITNESS WHEREOF, the City and the Grantee have executed this agreement as of the date and year last
written below.
CITY OF PORT ANGELES: GRANTEE: Hurricane Ridge Winter Sports
Club
By: , City Manager By: , Governor
Date: Date:
Approved as to form: Attest:
William E. Bloor, City Attorney Kari Martinez-Bailey, City Clerk
Attachments:
A – Project and Budget Overview
B – Lodging Tax Fund Proposal and Budget
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ATTACHMENT A.1 - PROJECT OVERVIEW
Grantee: Hurricane Ridge Winter Sports Club
Section A: Brief Description
Operation of a Tourism-Related Facility owned or operated by a non-profit organization
Budget Category Goals/Expected Results/Products/Accordancewith RCW 67.28.1816
The proposal for direct operational support for fuel costs and lift operator salaries
request demonstrates the use of Lodging Tax Funds in accordance with RCW 67
.28.1816 specifically under section ( 1 )( d) the money will support the operations of
tourism-related facilities owned or operated by a nonprofit organization. This
proposal also complies with (2)(a) as estimates of how any moneys received will
result in increases in travel (i) away from their place of residence and staying
overnight in paid accommodations; (ii) to a place fifty miles or more one way from
their place of residence. The proposal will be reviewed per the RCW by the lodging
tax advisory committee (b)(ii).
21AGeneralAdminThe project will result in: See Attachment B – Lodging Tax Fund Proposal and 2022
. Budget
ATTACHMENT A.2 - SCOPE OF WORK AND AWARDED BUDGET
Budget Category Project Project Totals Applicant’s City Contribution
Activities Contribution
21AGeneralAdmin Materials and $20,000.00 See Attachment B $20,000.00
Labor
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Pg
Packet
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Agenda
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LTAC
6/2/22
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%8-956/25
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81%94-628/5:
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26 Qpsu!U/3133 31323131312:3129312831273126 HID3133 31323131312:3129312831273126
CźŭǒƩĻƭ ğƩĻ ğĭƨǒźƩĻķ ŅƩƚƒ ƷŷĻ 5ĻƦƷ͵ ƚŅ wĻǝĻƓǒĻ ΛǞǞǞ͵ķƚƩ͵Ǟğ͵ŭƚǝΜ ğƓķ ğƩĻ ƷǞƚ ƒƚƓƷŷƭ ĬĻŷźƓķ͵ CźŭǒƩĻƭ ğƩĻ ƷŷĻ ƷƚƷğƌ ƚŅ ĬƚƷŷ δ{ƦĻĭźğƌ IƚƷĻƌΉaƚƷĻƌδ ğƓķ δƩğƓƭźĻƓƷ wĻƓƷğƌδ ƷğǣĻƭ ĭƚƒĬźƓĻķ͵
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.28/36&.22/21&.42/95&
Attachment 4
&!Dibohf&!Dibohf
HRWSC Memo Pg. 61
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EfdfncfsEfdfncfs
OB
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63
PdupcfsPdupcfs
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Pg
Packet
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%216-75:/8:
TfqufncfsTfqufncfs
Agenda
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LTAC
OB
6/2/22
KvmzKvmz
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KvofKvof
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NbzNbz
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OB
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NbsdiNbsdi
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63-851/:5
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GfcsvbszGfcsvbsz
%!!!!!%!!!!!!!
%6-412/83%4-618/83%4-68:/95%4-65:/7:%3-557/59%4-6:8/43%4-565/15%3-856/13
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N/!Dp3133 31323131312:3129312831273126 Tifmupo3133 31323131312:3129312831273126
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Date: June 2, 2022
To: Lodging Tax Advisory Committee (LTAC)
From: Ben Braudrick, Associate Planner
Subject: 2022 Lodging Tax Budget Amendment Proposal – Hurricane Ridge Winter Sports Club
Background /Analysis:
At the November11,2021LTAC meetinga recommendation was approved unanimously by the
Committee toawardthe Hurricane Ridge Winter Sports Club (HRWSC) withany additionalfunds that
wentunspent in 2021 in order to cover the cost ofthe operation ofashuttle bus for travelers to more
easily access the Hurricane Ridge Ski Resort. A contractamendmentwas executedbuttheHRWSC did
not providea properinvoice for the shuttle operation prior to the2021 budget year lapse.
In Decemberof 2021, CityCouncil approved the LTAC’s recommendation to award the HRWSC
$20,000 for the 2022 Budget year.HRWSCprovided an invoiceon April 10,2022for reimbursementof
2022 operations expenses totaling $42,797.63ingross operational payrollcosts(See Attachment 2) which
fullyexpended the2022 grantaward. On April 24,2022, HRWSC Board Member Jerry Oakessubmitted
a request to considerthe reimbursement of expenses related to the 2021-2022andbeginning of the 2022-
2023winterseason shuttle service to Hurricane Ridge in the amount of $13,793. This request includes
service provided by the Black Ball Ferry Lineshuttlealready provided in the2022 season (January –
March) in the amountof $7,492.50. It also includesanticipated service at the beginning ofthe 2022-2023
season.The Club plans toexpand the service to Saturdays and Sundays, for a totalof9 moredays of
operation in 2022, weather permitting.This request would increase the total grantaward amountin 2022
to$33,800and would require a budgetamendment of$13,800.
Financial Implications:
The annualbudgetprojection providedby theFinance Departmentis based upon bestavailablerevenue
information for thecurrentyear(the state provides revenue info witha 2-monthlatency). Consideration is
also basedon thebudgets of thepreviousfive yearsas wellas othereconomic factors that may impact
travel. The CityCouncilapproved2022 budgetis $701,400 (See Attachment 3). The actual revenue
generatedby Lodging Tax in Port Angeles in 2021based upon information provided by theWashington
State Department of Revenue(DOR) is$997,793.06(See Attachment4). This figure isactuallyrevenue
generatedNovember2020 toOctober2021 due to theDOR latency. The actual calendar year revenue
(January to December2021) is $1,009,840.82. The City records actualcalendaryearin the systemeach
year todemonstrateactual collectionin eachappropriate month rather thancollection on atwo-month
delay.Which resulted inapproximately $604,200in excess reserve balanceat theend of2021.
Recommendation:
Staff recommends the Committeeapprove the grantamendment requestby theHurricane Ridge Winter
Sports Club in the amount of $13,to includeapproval of an amendmenttothe2022budgettouse
Lodging Tax fund excess reserves totheCity Council.
Attached:
1.Hurricane RidgeWinter Sports Club2022 Award Amendment Request
2.Hurricane Ridge Winter Sports Club 2022 Reimbursement
3.2022 Lodging Tax Council Approved Budget
4.February 2022 Room Tax Report
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From:Jerome Oakes
To:Ben Braudrick
Subject:HRWSC LTAC grant reimbursement request 2022
Date:Sunday, April 10, 2022 3:27:20 PM
Attachments:HRWSC-PR-YTD.pdf
Dear Ben and Lodging Tax Advisory Committee,
Please accept this documentation of operating expenses for Hurricane Ridge Winter Sports
Club (HRWSC) for 2022 to satisfy the City of Port Angeles Lodging Tax Fund reporting
requirements.
Our lift operators and ticket trailer staff work in direct support of our non profit corporations
daily operations
HRWSC Lift Operator/ticket trailer Payroll Expenses for Jan-April 2022 (PDF attached):
Gross operational payroll $37,635.66
Employer taxes/contributions $5,161.97
Total $42,797.63
HRWSC requests grant funds from the City of Port Angeles Lodging Tax Fund for $20,000 as
previously approved and per our contract agreement.
Please let me know if you have any questions or need additional information. Thanks so much
for your support of our off season tourism generating non profit corporation!
Sincerely,
Jerry
Jerome R. Oakes, MD
HRWSC Board Member
360-477-6077
jromdwa@gmail.com
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Attachment 2
GRANT PROGRAM AGREEMENT
BETWEEN
City of Port Angeles
and
Hurricane Ridge Winter Sports Club
This Agreement is made between the City of Port Angeles, a non-charter code city and municipal corporation
of the State of Washington (hereinafter referred to as the “City”) and Hurricane Ridge Winter Sports Club,
a Washington Nonprofit Corporation (hereinafter collectively called the Grantee) for the project described
in this document and its attachments (herein called the Project).
WHEREAS, pursuant to RCW 67.28.1815, the City of Port Angeles is authorized to expend special
excise tax funds for “paying all or any part of the cost of tourism promotion, acquisition of tourism-related
facilities, or operation of tourism-related facilities,” and
WHEREAS “Tourism-related facility" means real or tangible personal property with a usable life of
three or more years, or constructed with volunteer labor that is: (a)(i) Owned by a public entity; (ii) owned by
a nonprofit organization described under section 501(c)(3) of the federal internal revenue code of 1986, as
amended; or (iii) owned by a nonprofit organization described under section 501(c)(6) of the federal internal
revenue code of 1986, as amended, a business organization, destination marketing organization, main street
organization, lodging association, or chamber of commerce; and (b) used to support tourism, performing arts,
or to accommodate tourist activities; and
WHEREAS the City of Port Angeles has enacted a lodging tax, pursuant to PAMC 3.48, and
WHEREAS, it is in the public interest that Port Angeles lodging tax funds be expended for tourist
promotion services within the City of Port Angeles; and
WHEREAS, the Grantee has agreed to perform the work and improvements described in the attached
application;
NOW, THEREFORE, the City and Grantee do mutually agree to the following terms and conditions
regarding the above-mentioned property to be improved using City funds through the Lodging Tax Grant
Program:
1.SCOPE OF SERVICES
The Grantee will complete in a satisfactory and proper manner, as determined by the City, the work described
in the Project Overview that is attached hereto, marked as Attachment A.1, and incorporated herein by
reference. The Grantee’s Lodging Tax Fund Proposal and 2022 Budget is marked as Attachment B and
incorporated herein by reference.
2.GRANTEE’S OBLIGATIONS
The Grantee warrants that they are to perform the operations described in Attachment A.1 – Project
Overview, Attachment A.2 Scope of Work and Awarded Budget, and Attachment B – Lodging Tax
Fund Proposal and 2022 Budget attached and incorporated by this reference. Grantee shall obtain all
necessary permits before commencing the Project.
Grantee agrees to the obligation to perform the payment of salaries and wages as listed in the budget in the
Attachment A.2 – Scope of Work and Awarded Budget by December 31, 2022.
3.BUDGET
The City will reimburse to the Grantee the amount of $20,000.00 for eligible incurred costs and expenses for
the Project according to the budget shown on Attachment A.2 and Attachment B. Only the work that is
outlined in Attachment A.2 – Scope of Work and Awarded Budget will be eligible for reimbursement.
It is understood that this agreement is funded with Lodging Tax program income funds. The Grantee
acknowledges and agrees that the funds must be used only for Lodging Tax eligible expenditures.
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4. PAYMENT
Grantee shall submit invoices to the City for payment for work performed not more than one time per calendar
month. Invoice shall include copies of receipts for eligible items. Invoices shall be in a format acceptable to
the City. Grantee will provide the City with a completed W-9.
The City shall pay all undisputed amounts invoiced by Grantee within 30 days of receipt of a properly
completed invoice.
Grantee acknowledges, and agrees to inform its Contractor, that the City has no obligation to pay the
Contractor for work performed for the Grantee under this Program. This agreement shall not be construed or
deemed to be an agreement for the benefit of any third party or parties, and no third party shall have any claim
or right of action hereunder for any cause whatsoever.
Unless otherwise agreed to in writing by both parties, the Grantee’s total reimbursement under this agreement,
including labor and materials, shall not exceed the maximum sum of $20,000.00 The budget for labor and
materials is found in Attachment A.2. Budgets for each line item may be modified upon mutual agreement
between the two parties, but in any event, the total payment to Grantee shall not exceed $20,000.00.
5. GENERAL CONDITIONS
A. General Compliance. The Grantee agrees to comply with all applicable federal, state and local laws,
regulations, and policies, governing the funds provided under this agreement.
B. Independent Contractor. Nothing contained in this agreement is intended to, or will be construed in
any manner, as creating or establishing the relationship of employer/employee between the parties.
The Grantee will at all times remain an “independent contractor” with respect to the services to be
performed under this agreement. The City is not responsible for payment of any Unemployment
Compensation, FICA, retirement, life and/or medical insurance and Workers’ Compensation
Insurance, as the Grantee is an independent contractor.
C. Hold Harmless. The Grantee agrees to defend, indemnify and hold harmless the City, its officers,
officials, employees and volunteers from and against any and all claims, suits, actions, or liabilities
whatsoever, which arise out of Grantee’s performance or nonperformance of the services or subject
matter called for in this agreement, except only such injury or damage as shall have been occasioned
by the sole negligence of the City.
D. Workers’ Compensation. The Grantee will provide Workers’ Compensation Insurance Coverage for
all of its employees involved in the performance of this agreement.
E.Funding Source Recognition. The Grantee will ensure recognition of the roles of the City in providing
services through this agreement.
F. Suspension or Termination. The City may suspend or terminate this agreement upon the City’s
determination that the Grantee materially failed to comply with any terms of this agreement, including
(but are not limited to) the following:
Failure to comply with any of the rules, regulations or provisions referred to herein, or such
statutes, regulations, guidelines, policies or directives as may become applicable at any time;
Failure, for any reason, of the Grantee to fulfill in a timely and proper manner its obligations under
this Agreement; or
Submission by the Grantee to the City of reports that are incorrect or incomplete in any material
respect.
6. ADMINISTRATIVE REQUIREMENTS
A. Financial Management Accounting Standards. The Grantee agrees to adhere to recognized and
acceptable accounting principles and procedures, utilize adequate internal controls, and maintain
necessary source documentation for all costs incurred.
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B. Documentation and Record Keeping. The Grantee will maintain thorough records pertinent to the
activities to be funded under this agreement, including records adequate to document that the funds
were expended on lodging tax eligible activities.
C. Access to Records and Retention. All such records and all other records pertinent to the work
undertaken under this agreement will be retained by the Grantee for a period of six years after the
City’s final audit of Project, unless a longer period is required to resolve audit findings or litigation.
In such cases, the City will request a longer period of record retention.
D. Audits and Inspections. All Grantee records with respect to any matters covered by this Agreement
will be made available to the City and duly authorized officials of the state and federal government, at
any time during normal business hours, as often as deemed necessary, to audit, examine, and make
excerpts or transcripts of all relevant data.
Any deficiencies noted in audit reports must be fully cleared by the Grantee within 30 days after receipt
by the Grantee. Failure of the Grantee to comply with the above audit requirements will constitute a
violation of this agreement and may result in the withholding of future payments.
E.Reporting. The Grantee, at such times and in such forms as the City may require, will furnish the City
such periodic reports as it may request pertaining to the work or services undertaken pursuant to this
agreement, the costs and obligations incurred or to be incurred in connection therewith, and any other
matters covered by this agreement.
7. PERFORMANCE WAIVER
The City’s failure to act with respect to a breach by the Grantee does not waive its right to act with respect to
subsequent or similar breaches. The failure of the City to exercise or enforce any right or provision will not
constitute a waiver of such right or provision
8. ENTIRE AGREEMENT
This document states the entire agreement between the City and the Grantee for the use of funds received
under this agreement and it supersedes all prior communications and proposals, whether electronic, oral, or
written between the City and the Grantee with respect to this agreement.
...................................................................................................................................................
IN WITNESS WHEREOF, the City and the Grantee have executed this agreement as of the date and year last
written below.
CITY OF PORT ANGELES: GRANTEE: Hurricane Ridge Winter Sports
Club
By: , City Manager By: , Governor
Date: Date:
Approved as to form: Attest:
William E. Bloor, City Attorney Kari Martinez-Bailey, City Clerk
Attachments:
A – Project and Budget Overview
B – Lodging Tax Fund Proposal and Budget
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ATTACHMENT A.1 - PROJECT OVERVIEW
Grantee: Hurricane Ridge Winter Sports Club
Section A: Brief Description
Operation of a Tourism-Related Facility owned or operated by a non-profit organization
Budget Category Goals/Expected Results/Products/Accordancewith RCW 67.28.1816
The proposal for direct operational support for fuel costs and lift operator salaries
request demonstrates the use of Lodging Tax Funds in accordance with RCW 67
.28.1816 specifically under section ( 1 )( d) the money will support the operations of
tourism-related facilities owned or operated by a nonprofit organization. This
proposal also complies with (2)(a) as estimates of how any moneys received will
result in increases in travel (i) away from their place of residence and staying
overnight in paid accommodations; (ii) to a place fifty miles or more one way from
their place of residence. The proposal will be reviewed per the RCW by the lodging
tax advisory committee (b)(ii).
21AGeneralAdminThe project will result in: See Attachment B – Lodging Tax Fund Proposal and 2022
. Budget
ATTACHMENT A.2 - SCOPE OF WORK AND AWARDED BUDGET
Budget Category Project Project Totals Applicant’s City Contribution
Activities Contribution
21AGeneralAdmin Materials and $20,000.00 See Attachment B $20,000.00
Labor
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Pg
Packet
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Agenda
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LTAC
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6/2/22
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26 Qpsu!U/3133 31323131312:3129312831273126 HID3133 31323131312:3129312831273126
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Attachment 4
&!Dibohf&!Dibohf
HRWSC Memo Pg. 61
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EfdfncfsEfdfncfs
OB
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Pg
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Packet
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%216-75:/8:
TfqufncfsTfqufncfs
Agenda
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LTAC
OB
KvmzKvmz
6/2/22
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GfcsvbszGfcsvbsz
%!!!!!%!!!!!!!
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CźŭǒƩĻƭ ğƩĻ ğĭƨǒźƩĻķ ŅƩƚƒ ƷŷĻ 5ĻƦƷ͵ ƚŅ wĻǝĻƓǒĻ ΛǞǞǞ͵ķƚƩ͵Ǟğ͵ŭƚǝΜ ğƓķ ğƩĻ ƷǞƚ ƒƚƓƷŷƭ ĬĻŷźƓķ͵ CźŭǒƩĻƭ ğƩĻ ƷŷĻ ƷƚƷğƌ ƚŅ ĬƚƷŷ δ{ƦĻĭźğƌ IƚƷĻƌΉaƚƷĻƌδ ğƓķ δƩğƓƭźĻƓƷ wĻƓƷğƌδ ƷğǣĻƭ ĭƚƒĬźƓĻķ͵
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