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HomeMy WebLinkAbout2026-057 AGRMT Ashland Chamber of Commerce DBA Travel Ashland � | � , CITY OF� LAND �� ~= 7^�\��Q ���� ��K �����~��� � ��Agreement | i / City Information Consultant Information ' Ashland Chamber nfCommerce, � City ofAshland Firm Name: [}BA Travel Ashland � Attn: JondanRookk/n Contact: Sandra Slattery 20 East Main Street Address: 110 E Main St � � Ashland, Oregon 8752O Ashland, Oregon 9752O � Phone: 541-553-2103 Phone: 541-482-3486 � / Email: ordan.nooklyn@oehand.ocua Email: aondns@aSh|mndoho0be[C00 � { Contract Summary / Procurement Method: Sole Source Completion Date: June 3O. 2D27 Contract Amount: $458.000 | Description of ! Services: Destination Marketing Aot|v|t|Go � Supporting Documents: Exhibit/\—Consultant's Services Dated: June 12' 2O28 i Exhibit 8—Living Wage Doted: June 30. 2O25 � Exhibit C—Governance Policies � � & Procedurem Dated: May 2[\ 2025 ExhibitD— � Certification/Representation Dated: June 12. 2O2G This Personal Services Agreement 01ara�m�ar�\onaannent� is entered into by and bedmxaon the | ` 'Agreement") ' � City of Ashland, an Oregon municipal corporation (hereinafter "City") and the Consultant listed | under Consultant Information above, ("hereinafter ^CunsuKant"), for the services listed under | Description of Services and Supporting [JocUynenhe as noted in the Contract Summary above. In | the event of conflict between provisions of the Supporting Documents, the Supporting Documents / shall ba given precedence in the order listed above. | ! This Agreement, the Exhibits and the Supporting Documents shall be construed to be mUtUa|k/ complementary d supplementary whereveri In the of a conflictb / so resolved, the of this Agreement itself sh U control over any �Vherein /oOsm � any of the exhib�aoraupporUn0 documents. The Consultant's initials nignifv } acknowledgment and agreement tothis provim|mn, if applicable, orifnot sign ''N64". | Consultant's services are collectively referred t8iD this Agreement aS the ^VV0Mk." Page 1 of 13 Personal Services Agreement Between the City of Ashland and Ashland Chamber of Commerce � NOW THEREFORE, iOconsideration of the mutual covenants contained herein, the City and Consultant hereby agree aofollows: 1. Definitions: 1A. "Tourism promotion" means any of the following activities: (a) advertising, publicizing, or distributing information for the purpose of attracting and welcoming tourists; (b) conducting strategic planning and research necessary to stimulate future tourism development; (c) operating tourism promotion agencies; and (d) marketing special events and festivals designed to attract tourists. ORS 32O.3OU(7). 1.2. "Tour|om" means economic activity resulting from tourists. ORS 32O.3OO(G). 1.3. "TouheY' nnaana a person who, for busineoo, p|eeouna, reureoUon, or participation in events related to the arts, heritage, or culture, travels from the community in which that person is o resident to a different community of residence, and that trip (o) requires the person to travel more than 50 miles from the community of residence; or (b) includes an overnight stay. {)RG 320.300(10). 3. Effective Date and Duration: This Agreement shall become effective on July 1' 2O25. |tshall remain in affoot for one (1) year, ending June 30. 2026, unless sooner terminated as specifically provided herein. There will be an option for renewal for an additional one (1) year ending June 3O. 2U27 The City must notify the Consultant nf renewal ot least three/3\months in advance of expiration ofagreement. 31. Compensation: City shall pay Consultant the sum listed as the"Contract Amount" under the Contract 8u0Dl8[y UD page one of this document as full oVDlpeneaUoO for Consultant's performance of all Work under this Agreement. In no event shall Consultant's total of all compensation and reimbursement under this Agreement exceed the Contract Amount without the express written approval from the appropriate Department Head or City Manager. Payments shall be made within thirty(30)days of the date of receipt by the City of Consultant's invoice. Should this Agreement be terminated prior to completion of all VVork, payments will be made for any phase of the Work completed and accepted as of the date of termination. 4. Consultant Obligations: 4.1. Administrative and Management Functions. The City recognizes that the Consultant � is an entity of the Ashland Chamber of Commerce, DBA Travel Ashland. Consultant shall provide day-to-day management activities including the planning and acquisition of sen/ioeo, equipmant, supplies and facilities to fulfill the requirements of this agreement. � Consultant shall be responsible for maintaining capable and competent ataff, including management staff. Consultant executive staff or designee shall attend any City Council | meetings as directed by City Council to provide updatao, infonnotion, or other data on Travel Ashland plans and services. Of the total contract amount of$450,000.00, no more than $250.000.00 ahoU be allocated toward ao|orieo, fringe benefits, rent, uti|itieo, accounting emn/ines, and insurance incurred in the performance of this Agreement. The � Page 2 of 13 Personal Services Agreement Between the City of Ashland and Ashland Chamber of Commerce remaining funds Sh8U be used for marketing activities and related 0@[kgt [8S88[Ch, ' advertising campaiQna, content cnaskion, outreach aDdeavors, and other marketing- related services as specified herein. ! � 4.2. Govmrnonue. | 421. The City recognizes that the Consultant has created the Travel Ashland Advisory | Committee (TAAC) for the purpose of offering travel & hospitality expertise, support, ! counsel and direction tOConsultant. � 4.2.2. Th8TAAC shall consist oftwelve (12) members which shall represent the lodging � and other tourism industries with no one industry having a majority membarehip. � � 4.2.3. Purpose and Mission, Chair. Duties, and other Membership procedures are to � follow those outlined in Exhibit C—Governance Policies& Procedures. ' 4.2.4. The T/\CCshall assist iD the development of, and review and approve the Travel � Ashland annual marketing plan and budget. 4.2.5. The City will provide e liaison to the TAAC to attend monthly meetings and report back toC|tv {�0VnCi|� i ' / 4.3. Reporting. The following are agreed upon procedures to determine Consultant's compliance with this agreement. ' | 4.3.1. Budget. � * Consultant shall submit an annual budget to the City for review bv May 1 for the � fiscal period that will begin OO July 1 for each year nf the agreement. � � * Consultant shall submit carryover budget allocation report by March 30. The | TAAC will review and approve the allocation uf carryover funds. ^ Consultant must ot all times identify a separate bank account from the Ashland | Chamber of Commerce to identify receipts and disbursements of funds paid and | received under this contract, Any difference in the amounts paid and received shall be noted and explained. 4.3.2. Reporting. � ! * Consultant shall report the total of all funds disbursed by line item under this agreement and identified in Exh\bitA— CnDeuhanye Sen/|oae and Seotion4.1 Administrative and Management Functions by June 1 each year.This total shall ! be compared to the total amounts received from the City and the differences | shall becomputed. � � Page 3 of 13 Personal Services Agreement Between the City of Ashland and Ashland Chamber of Commerce � m Consultant shall provide its financial statement for each year(ending June 3[A to C|h/' with a comparison to the proposed budget in Section 4.3.1 above, w The actual amounts shall be traced to the Consultant's general ledger, and the budget amounts shall be compared to the proposed budget required by this agreement. m The actual amounts shall be compared by classification to the total amounts by classification that were examined under ExhibitA— Conau|tani's Services and Section 4.1 Administrative and Management Functions and compute the difference. * The funds that were received but were not spent by June 3Oof each year shall be incorporated in the budget for the following year, ° Consultant shall report quarterly to the CITY including financial reports provided to TAAC. A Study Session will be scheduled at the discretion of the Council. 4.3.3. Audit. Consultant shall provide the City with a certified financial statement audit at the City's request, The City shall provide one-hundred twenty (120) day notice of the request. The audit shall be performed by an accounting firm selected by the City in accordance with professional standards. This firm shall not have o current contractual relationship with the Chamber or be a member of the Chamber. The cost nf the audit will be born by the Consultant. 4.3.4. Access to Records. Consultant shall maintain for at least six (G) years all books, � / dotu0ente, papena, and records which are pertinent to the services provided under this agreement for purposes of audit, examination,excerpts, and transcripts. The City Manager or their designee may examine during normal business hours the books � and accounting records of Consultant after notifications toConsultant. Information regarding the contents of books, paper, and accounting records shall be considered confidential, provided that nothing shall prevent disclosure to other Ashland officials for the purpose nf enforcing any provisions of this agreement. 44. Independent Contractor Status. Consultant is an independent contractor and not an employee of the City for any purpose. Consultant shall have the complete responsibility for the performance of this Agreement. Consultant shall provide workers' compensation coverage as required in ORS Chapter 85Gfor all pmrnnOe employed to perform VVq/k pursuant to this Agreement. Consultant iaa subject employer that will comply with ORS 656.017. 4.5. Qualified Work. Consultant has /epmasenied, and by entering into this Agreement now represents,that all personnel assigned to the Work to be performed under this Agreement are fully qualified to perform the set-vices to which they will be assigned in a skilled manner Page 4 of 13 Personal Services Agreement Between the City of Ashland and Ashland Chamber of Commerce ! � ` / and, if [SqU|[Hd to be registered, licensed, or bonded by the State of Oregon, are So registered, licensed, orbonded. � 4.6. Work Performance Obligation. Consultant shall, at its own risk, perform the Work ` described in the Description of Services and in the Supporting Documents and, unless � � otherwise |Oth�Ao[eeRle[t'fU[n�h8U|8b0r equipment, and 08tedgbirequired � � ' for the proper performancecf such Work. | 5. Insurance: Consultant shall, Ed its own expense, maintain the following insurance: � 5.1. Workmr'o Compensation. Worker's Compensation insurance in compliance with ORS � 858.017. which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers, | � 5.2. Professional Liability insurance with a combined single |imit, or the equivalent, of not � less than $2'OOO.00U (two million dollars) per occurrence. This iotn cover any damage ! caused by error, omission or negligent acts related to the Work to be provided under this � Agreement. 5.3. General Liability insurance with 8 combined single U[nit, or the equivalent, of not |eaa ! than$2.OUO.ODO(two million dollars)per occurrence for Bodily Injury, Oeath.ondPropody | / Damage. . 54. /4uton)mb||o Liability insurance with a combined single Umit, or the equivalent, of not | less than $2O0O.0UO(tvonni||iondo||o[o\foreen��coid�n�forBodi|y | ''U[yGndPnopedy | . , ' | Damage, including coverage for owned, hired or non-owned vehicles, as applicable. ! 5.5. Notice ofcancellation or change. There ohoU be no canoe|etion, material chmnge, reduction Vf limits o[intent not to renew the insurance ooverage(s)without thirty(30days' � prior written notice from the Consultant nr its inaurmrbAto the City. 6'6' Additional Insured/Certificates of Insurance. Consultant shall name the City of ! Ashland, Oregon, and its elected officials, officers and employees ao Additional Insureds | on any insurance policies, excluding Professional Liability and Workers' C0D1pensmd|oO. required herein, but only with respect to Consultant's services to be provided under this Agreement. The consultant's insurance is primary and non-contributory, As evidence of the insurance coverages required by this AgpaeDloDt' the Consultant shall furnish | acceptable insurance certificates prior to commencing the Work under this Agreement. � The certificate will specify all of the parties who are Additional Insureds. Insuring � companies or entities are subject to the Citv'sacceptance. |f requested, complete copies i of insurance policies;trust agreements,etc. shall be provided to the City. The Consultant shall be financially responsible for all pertinent deductibles,self-insured retentions, and/or � self-insurance. | � G. Termination: � Page 5 of 13 Personal Services Agreement Between the City of Ashland and Ashland Chamber of 6.1. Mutual Consent. This Agreement may bR terminated 8t any time b«the mutual consent of both parties. 6.2. City'sCmnvmnienom. This Agreement may be terminated bv City ot any time upon not less than thirty (30) days' prior written notice delivered by certified mail or in person. 8.3. For Cause. City may terminate or modify this Agreement, in whole or in part, effective upon delivery of written notice to Consultant, or at such later date as may be established by City under any Vf the following conditions: * If City funding from fedens|, state, county or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services; or ~ |f federal or state regulations or guidelines are modified, changed, orinterpreted in such a way that the services are no |oDOe[ allowable or appropriate for purchase under this Agreement or are no longer eligible for the funding proposed for payments authorized by this Agreement; or w If any license or certificate required by law or regulation to be held by Consultant � � to provide the oen/|mao required by this Agreement is for any naoaon denied, � revoked, suspended, or not renewed. 6.4. For Default or Breach. Either City or Consultant may terminate this Agreement in the event of o breach of the Agreement by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and its intent to terminate. If the party committing the breach has not entirely cured the b[meoh within � fifteen (15) days of the dab* of the nntice, or within such other period as the party giving � the notice may authorize in VV[itiDg, then the Agreement may be terminated at any time thereafter bya written notice nf termination by the party giving notice. 6.4.1. Default: The Consultant shall be|n default of this Agreement ifConsultant: commits any material breach or default of any oovenant, warrmnh/, cod|fioetion, or obligation under the Agreement; institutes an action for relief in bankruptcy or has instituted against it an action for insolvency; makes o general assignment for the benefit of creditors; or ceases doing business on a regular basis of the type identified in its obligations under the Agreement; nr attempts to assign rights in, or delegate duties under, this Agreement. 6,5, Obligation/Liability of Parties. Termination or modification of this Agreement pursuant to subsections 5.1. 5.2. or 5.3 above aho|| be without prejudice to any obligations or liabilities of either party already accrued prior to such termination or modification, However, upon receiving a notice of termination (regardless of whether such notice is given pursuant to subsection 5.1` 5.2. 5.3, or 5.4 of this aection. Consultant shall immediately cease all activities under this Agreement, unless expressly directed Page 6of13 Personal Services Agreement Between the City of Ashland and Ashland Chamber of Commerce � � otherwise by ������8�n ������8U � -' �� ' ' "'"=' ` ! deliver to City all documentm, informatioD, works-in-progress and other property that are � or would be deliverables had the Agreement been completed. City shall pay Consultant for Work performed prior to the termination dote if such Work was performed in accordance with this Agreement. 6.6. The rights and F8Uladiae of City provided in this subsection are not exclusive and are in � addition to any other rights and remedies provided by law or under this Agreement. / 7. Indemnification: Consultant hereby agrees b] defend, inde0Oifv, aave, and hold Cdv. its | ofOmans, eNnployeem, and agents harmless from any and all losses, claims, actions, costs, � expenses, 'udgmenta, or other damages resulting from injury to any person (including injury | resulting in death), or damage(including loss or destruction)to property, of whatsoever nature | arising out of or incident to the performance of this Agreement by Consultant (including but � not limited to, Consultant's employees, agents, and others designated by Consultant to | | perform Work orservices attendant tu this &oreaman0. However, Consultant shall not be held responsible for any |oSSeG. expenses, claims, cOSt6' 'Vdgnnenta. Or other damages, caused solely by the gross negligence ofCity. 0. Consultant's Compliance with Tax Laws: Consultant represents and warrants to the City that* Consultant shall comply with all Oregon tax |ovvo, including but not limited to ORS 305.620. (}FfG 305.380(4). and ORS Chapters 318, 317, 318. in addition to any ru|oa' | regulations, charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions and any tax provisions imposed by a political subdivisions of the State | of Oregon. 9. Living VVmQe Requirements: If the amount of this Agreement is $26,429.65 or more, � Consultant is required to comply with Chapter 3.12 of the Ashland Municipal Code by paying � o living wage, as defined in that chapter, to all employees performing Work under this � Agreement and to any Subcontractor who performs 5096 or more of the Work under this � Agreement. Consultant is also required to post the notice attached h8[9t0 as "Exhibit B" � predominantly in aname where it will be seen by all employees. � 10. Notice- Whenever notice is required or permitted to be given under this Agreement, such ! notice shall be given in writing tu the other party by personal dm|ivery, by sending via m ! reputable commercial overnight courier, by mailing using re0|otnnad or certified United States mail, return receipt nequasted, postage pnapmid, or by a|antrmOica||y confirmed at the � | addresses set forth on page one of this agreement with a copy to: | City of Ashland—Legal Department 20E. Main Street Ashland, Oregon 8752O � Phone: (54l) 48O'535O 11. General Provisions: Page 7 of 13 Personal Services Agreement Between the City of Ashland and Ashland Chamber of Commerce 11.1. Non-appropriations Clause—Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this Agreement within the Chx's fiscal year budget. Consultant understands and agrees that City's payment of amounts under this Agreement attributable to Work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to u||ovx City in the exercise of its reasonable administrative discretion, to continue to make payments under this Agreement. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this Agreement without penalty or liability to City' effective upon the delivery of written notice to Consultant, with no further liability to Consultant. 11.2. Statutory Requirements: The following laws of the State of Oregon are hereby incorporated by reference into this Agreement: ORS 279B.220. 27Q13.23Oand 278B.236. 11.3. Nondiscrimination: Consultant agrees that no person shall, on the grounds of race, oo|or, re|ig|on, creed, sex, marital status' familial status or domestic partnership, national nrigin, age, mental or physical diomhi|ity, sexual or|entation, gender identity or source of income, suffer discrimination in the performance of any Work under this Agreement when employed byConsultant. Consultant agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statutes, rules and regulations. Further. Consultant agrees not todiscriminate against disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business enterprise certified under ORS 200,055, in awarding subcontracts as required by ORS � 279A.11O. 11.4. Governing Law: This Agreement shall be governed by the laws of the State of Oregon without regard to conflict of laws principles. Exclusive venue for litigation ofany action arising under this Agreement shall be in the Circuit Court of the State of Oregon for Jackson County unless exclusive jurisdiction is in federal court, in which case exclusive venue shall be in the federal district court for the district of Oregon. Eoohpmrty expressly vvm|vem any and all rights to maintain on action under this Agreement in any other venue, and expressly consents that, upon motion of the other party, any case may be d|smiaeed, or its venue transferred, as appropr\ete, so as to effectuate this choice of venue. 12. 0OerQec This agreement and the attached exhibits constitute the entire understanding and agreement between the parties. No waiver, consent, modification or change of terms ofthis agreement shall bind either party unless in writing and signed by both parties. Such waiver, ooneent, modification or change, if made, ahoU be effective only in the specific instance and for the specific purpose given. There are no understandings, agreements, 0rrepresentations, Page 8 of 13 Personal Services Agreement Between the City of Ashland and Ashland Chamber of Commerce oral or written, not specified herein regarding this agreement. Consultant, by signature of its authorized representative, hereby acknowledges that he/she has read this agreement, understands it, and agrees to be bound by its terms and conditions. WITNESS WHEREOF, the parties have executed this Agreement in their respective names by their duly authorized representatives as of the dates indicated below. This Agreement may be executed in two counterparts, each of which shall be deemed an original, with equal force and effect as if executed in a single document. City of Ashland: Ashland Chamber of Commerce, DBA Travel Ashland(Consultant): By: Signature: ��6C Email: sabrinaxotta@ashland.or.us By.- Sabrina Cotta, City Manager Signature Date �( �0440 Printed Naame 11V�� 1 i(le Purchase Order No. Title is a� Date (W--9 is to be submitted with this signed Agreement) APPROVED AS TO FORM: City Attorney Date Page 9 of 13 Personal Services Agreement Between the City of Ashland and Ashland Chamber of Commerce Exhibit A Consultant's Services 1. Tourism Promotion Activities, Consultant shall promote Ashland as a destination for tourists and visitors. Consultant shall coordinate its Travel Ashland tourism promotion activities, as appropriate, with other organizations such as Travel Southern Oregon, Travel Oregon, Oregon Shakespeare Festival, and other visitor promotion entities. 2. Visitor Guide. Consultant shall produce and distribute the Annual Visitor Guide. 3. Visitor Information Center. Consultant shall provide information and services for visitors in at least one Visitor Information Center(s) designated and operated by Consultant. This includes daily management, staffing, complete and updated brochures, and information provided in a friendly, attractive atmosphere. 4. Business Marketing Program. Consultant shall design and pilot a business marketing program that helps local businesses better market to and attract visitors. 5. Data, Analytics, and Research. Consultant shall conduct market research to (a) measure advertising effectiveness, and (b) determine the best use of the transient lodging tax funds paid to Consultant by City through methods such as: a. Geographic data and spending data b. Surveys and visitor profiles collected from users of the visitor center(s) c. Surveys and visitor profiles of attendees and participants at events d. Surveys conducted via Travel Ashland and associated websites Market research may also be conducted in consultation with Travel Oregon, Travel Southern Oregon, the City of Ashland, the Travel Ashland Advisory Committee, and/or other organizations and entities, as appropriate. 6. Reporting and Documentation a. Quarterly Report. Consultant shall submit quarterly reports summarizing activities performed in the previous quarter, progress against objectives, and any notable outcomes. Reports must include: i. # Daily Visitors ii, # Overnight Visitors iii. Occupancy Rate iv. Average Daily Rate v. Dollars spent by commodity category vi. Visitor Demographics C. I T V 0 IF -ASHLAND Exhibit A b, Annual Report. At the conclusion of each fiscal year, Consultant shall prepare an Annual Performance and Results Report detailing overall accomplishments, insights from research, and recommendations for future efforts. Report must include: i. Number of events supported ii. Advertising metrics (impressions/exposure, engagements, website visits) iii. Visitor guide leads/requests/fulfillment iv. Visitor Information Center interactions (calls, emails, inquiries, traffic, engagement programs, etc.) v. Marketing campaign effectiveness (trips generated, tickets booked, click throughs, etc.) I T V 0 F ASHLAND CITY OF ASHLAND, OREGON City of Ashland LIVING 1 WAGE ' per hour, effective June 30, 2026. The Living Wage is adjusted annually every June 30 by the Consumer Price Index. - • - • , portion of the business of 401 K, and IRS eligible their employer, if the cafeteria plans(including employer has ten or more childcare) benefits to the employees, and has received employee's amount of wages. ➢ For all hours worked under a financial assistance for the service contract between their project or business from the ➢ Note: For temporary and employer and the City of City of Ashland over$27,861; part-time employees, the Ashland if the contract Living Wage does not apply exceeds $27,861 or more. ➢ If their employer is the City of to the first 1040 hours worked Ashland, including the Parks in any calendar year. For ➢ For all hours worked in a and Recreation Department. more details, please see month, if the employee Ashland Municipal Code spends 50%or more of the ➢ In calculating the living wage, Section 3.12.020. employee's time in that month employers may add the value working on a project or of health care, retirement, For additional information: Call the Ashland City Manager's office at 541-488-6002 or write to the City Manager, City Hall, 20 East Main Street, Ashland, OR 97520, or visit the City's website www.ashlandoregon.gov. Notice to Employers: This notice must be posted in areas where it can be seen by all employees. - .CITY OF -ASH LAN D TRAVEL ASHLAND ADVISORY COMMITTEE POLICIES AND PROCEDURES PURPOSE AND MISSION The purpose of the Travel Ashland Advisory Committee (committee) is to offer travel &hospitality expertise,support,council and direction to Travel Ashland, and the Board of Directors of The Chamber (the"Board"). The mission of the Committee is to increase and create a steady volume of visitation, lodging occupancy and enhance the overall visitor experience by promoting Ashland as an unmatched travel destination,thereby strengthening the local economy. This is an advisory Committee and is not a voting entity. Should there be a recommendation from the Committee to take a specific action,the director will relay that recommendation to the Chamber Board for final approval. CHAIR The Chair shall be appointed by the director of Travel Ashland and serve a two (2) year term and up to two (2) terms totaling four (4) years. The two (2) year term of office will be November I through October 31st of the next year. MEMBERSHIP Committee members will provide input and feedback prior to the director's appointment of new Committee members.The membership of the Committee shall be recommended by the director and Chair of the Committee. The Committee shall consist of twelve (12) members and shall include members representing the lodging industry and other tourism industries,with no single industry having majority representation. Committee member terms shall be three (3) year terms that can be renewed once serving up to six (6) years total. The implementation of these terms will commence July 1st, 2025 with a phased approach to retain institutional industry knowledge. The City of Ashland will annually provide an appointed City Council Liaison to attend monthly meetings and report back to the City Council, Attendance includes staff that oversees Visitor information Services and Chamber staff where relevant. DUTIES The Committee will meet monthly or more often as needed,to approve minutes, review and monitor the Travel Ashland quarterly financial reports, to accept monthly director, analytic and visitation reports from the director ofTravel Ashland and its team and review and monitor the progress Of the promotional programs OfTravel Ashland. The Committee will provide OlOOth|y insight from their respective industries. The director will review the annual Travel Ashland budget with the Committee. It will be the Travel Ashland director's responsibility to work with the Chair to schedule the monthly meetings and plan the agenda. The Chair will conduct the meetings. The director will represent the Committee before the Chamber Board,the Ashland City Council and other public agencies as may be required to carry out the purpose and mission of Travel Ashland and the committee. ATTENDANCE If any Council member is absent for more than six (6) regular meetings during the fiscal year, o[ in absent for more than three /4\ consecutive meetings,the seat of that Council member shall be declared vacant, Submitted May 2025 ���"�� � Exhibit �� Certif lioatim0s/RepresentationS: Consultant, by and through its authorized representative, under penalty of perjury, certifies that (a) the number shown on the attached W-Q form is its correct taxpayer ID (or is waiting for the number to be issued to it and (b) Consultant is not subject to backup withholding because: /i> itio exempt from backup withholding, or(ii) ithas � not been notified by the Internal Revenue Service(IRS)that it is subject to backup withholding as o naeu|t of o failure to report all interest or dividends, or (i{i) the |R8 has notified it that it is no ! longer subject to backup withholding, Consultant further represents and warrants to City that: (e) � it has the povvaF and authority to enter into this Agreement and perform the Work, /b\ the � � � Aonaament, when executed and deUvenad, shall be avaUd and binding obligation of Consultant | enforceable in accordance with its te[0S �)th�vV�[KURd�rtheAgr��Dl8rds��|| b�p��o�D�din ' `` | accordance with the highest professional standards, and(d) Consultant is qualified, professionally | competent, and duly licensed /ifopp|icgb|a\�npe�ormtheVVork� Consultant � . ' � penalty of perjury that its business is not in violation of any Oregon tax laws, it is an independent ! contractor as defined in the Agn8e[neD{, it is authorized to do business in the State of Oregon, � � and Consultant has checked four or more of the following criteria that apply to its business. | \/ /1\ Consultant carries out the work or services at m location separate from a private � residence or is in a specific portion of a private residence, set aside as the location of � the business. � \/ (2) Commercial advertising or business cards or a trade association membership are � purchased for the business. ! (0) Telephone listing is used for the business separate from the personal /aeideDma listing. � v N\ Labor Vr services are performed only pursuant to written contracts, � / | \/ (5) Labor or services are performed for two or more different persons within a period � of one year. /8\ Consultant assumes financial responsibility for defective workmanship or for � service not provided as evidenced by the ownership of performance bondo, vvarrant1ea, errors and omission (professional liability) insurance nrliability insurance � provided. ____�nsultant's signature | Date � � � Travel Ashland FY27 Agreement TAsigned 6. 15 Final Audit Report 2026-06-15 Created: 2026-06-15 By: Jordan Rooklyn Qordan.rooklyn@ashland.or.us) Status: Signed Transaction ID: CBJCHBCAABAAhrNx_5xvh4gt6sF3NnOc8MdSFMCdPe7S "Travel Ashland FY27 Agreement TAsigned 6.15" History ''I Document created by Jordan.Rooklyn (jordan.rooklyn@ashland.or.us) 2026-06-15-6:04:53 PM GMT Document emailed to Sabrina Cotta (sabrina.cotta@ashland.or.us)for signature 2026-06-15-6:05:01 PM GMT "I Email viewed by Sabrina Cotta (sabrina.cotta@ashland.or.us) 2026-06-15-6:06:07 PM GMT Document e-signed by Sabrina Cotta (sabrina.cotta@ashland.or.us) Signature Date:2026-06-15-6:06:22 PM GMT-Time Source:server-Signature Appearance Selected:MOBILE—IMAGE Agreement completed. 2026-06-15-6:06:22 PM GMT 0 Adobe Acrobat Sign -ASH I LAND Personal Services Agreement City Information Consultant Information Ashland Chamber of Commerce, City of Ashland Firm Name: DBA Travel Ashland Attn: Jordan Rooklyn Contact: Sandra Slattery 20 East Main Street Address: 110 E Main St Ashland, Oregon 97520 Ashland, Oregon 97520 Phone: 541-552-2103 Phone: 541-482-3486 Email: jordan.rooklyn@ashland.or.us Email: sandra@ashlandchamber.com Contract Summary Procurement Method: Sole Source Completion Date: June 30, 2027 Contract Amount: $450,000 Description of Services: Destination Marketing Activities Supporting Documents: Exhibit A—Consultant's Services Dated: June 12, 2026 Exhibit B— Living Wage Dated: June 30, 2025 Exhibit C—Governance Policies & Procedures Dated: May 20, 2025 Exhibit D — Certification/Representation Dated: June 12, 2026 This Personal Services Agreement (hereinafter"Agreement") is entered into by and between the City of Ashland, an Oregon municipal corporation (hereinafter "City") and the Consultant listed under Consultant Information above, ("hereinafter "Consultant"), for the services listed under Description of Services and Supporting Documents as noted in the Contract Summary above. In the event of conflict between provisions of the Supporting Documents, the Supporting Documents shall be given precedence in the order listed above. This Agreement, the Exhibits and the Supporting Documents shall be construed to be mutually complementary and supplementary wherever possible. In the event of a conflict which cannot be so resolved, the provisions of this Agreement itself shall control over any conflicting provisions in any of the exhibits or supporting documents. The Consultant's initials L herein signify acknowledgment and agreement to this provision, if applicable, or if not sign "N/W. Consultant's services are collectively referred to in this Agreement as the "Work." Page 1 of 13 Personal Services Agreement Between the City of Ashland and Ashland Chamber of Commerce NOW THEREFORE, in consideration of the mutual covenants contained herein, the City and Consultant hereby agree as follows: 1. Definitions: 1.1. "Tourism promotion" means any of the following activities: (a) advertising, publicizing, or distributing information for the purpose of attracting and welcoming tourists; (b) conducting strategic planning and research necessary to stimulate future tourism development; (c) operating tourism promotion agencies; and (d) marketing special events and festivals designed to attract tourists. ORS 320.300(7). 1.2. "Tourism" means economic activity resulting from tourists. ORS 320.300(6). 1.3. "Tourist" means a person who, for business, pleasure, recreation, or participation in events related to the arts, heritage, or culture, travels from the community in which that person is a resident to a different community of residence, and that trip (a) requires the person to travel more than 50 miles from the community of residence; or (b) includes an overnight stay. ORS 320.300(10). 2. Effective Date and Duration: This Agreement shall become effective on July 1, 2025. It shall remain in effect for one (1) year, ending June 30, 2026, unless sooner terminated as specifically provided herein. There will be an option for renewal for an additional one (1) year ending June 30, 2027. The City must notify the Consultant of renewal at least three(3) months in advance of expiration of agreement. 3. Compensation: City shall pay Consultant the sum listed as the"Contract Amount" under the Contract Summary on page one of this document as full compensation for Consultant's performance of all Work under this Agreement. In no event shall Consultant's total of all compensation and reimbursement under this Agreement exceed the Contract Amount without the express written approval from the appropriate Department Head or City Manager. Payments shall be made within thirty(30)days of the date of receipt by the City of Consultant's invoice. Should this Agreement be terminated prior to completion of all Work, payments will be made for any phase of the Work completed and accepted as of the date of termination. 4. Consultant Obligations: 4.1. Administrative and Management Functions. The City recognizes that the Consultant is an entity of the Ashland Chamber of Commerce, DBA Travel Ashland. Consultant shall provide day-to-day management activities including the planning and acquisition of services, equipment, supplies and facilities to fulfill the requirements of this agreement. Consultant shall be responsible for maintaining capable and competent staff, including management staff. Consultant executive staff or designee shall attend any City Council meetings as directed by City Council to provide updates, information, or other data on Travel Ashland plans and services. Of the total contract amount of$450,000.00, no more than $250,000.00 shall be allocated toward salaries, fringe benefits, rent, utilities, accounting services, and insurance incurred in the performance of this Agreement. The Page 2 of 13 Personal Services Agreement Between the City of Ashland and Ashland Chamber of Commerce remaining funds shall be used for marketing activities and related market research, advertising campaigns, content creation, outreach endeavors, and other marketing- related services as specified herein. 4.2. Governance. 4.2.1. The City recognizes that the Consultant has created the Travel Ashland Advisory Committee (TAAC) for the purpose of offering travel & hospitality expertise, support, counsel and direction to Consultant. 4.2.2. The TAAC shall consist of twelve (12) members which shall represent the lodging and other tourism industries with no one industry having a majority membership. 4.2.3. Purpose and Mission, Chair, Duties, and other Membership procedures are to follow those outlined in Exhibit C—Governance Policies & Procedures. 4.2.4. The TACC shall assist in the development of, and review and approve the Travel Ashland annual marketing plan and budget. 4.2.5. The City will provide a liaison to the TAAC to attend monthly meetings and report back to City Council. 4.3. Reporting. The following are agreed upon procedures to determine Consultant's compliance with this agreement. 4.3.1. Budget. • Consultant shall submit an annual budget to the City for review by May 1 for the fiscal period that will begin on July 1 for each year of the agreement. • Consultant shall submit a carryover budget allocation report by March 30. The TAAC will review and approve the allocation of carryover funds. • Consultant must at all times identify a separate bank account from the Ashland Chamber of Commerce to identify receipts and disbursements of funds paid and received under this contract. Any difference in the amounts paid and received shall be noted and explained. 4.3.2. Reporting. • Consultant shall report the total of all funds disbursed by line item under this agreement and identified in Exhibit A — Consultant's Services and Section 4.1 Administrative and Management Functions by June 1 each year. This total shall be compared to the total amounts received from the City and the differences shall be computed. Page 3 of 13 Personal Services Agreement Between the City of Ashland and Ashland Chamber of Commerce • Consultant shall provide its financial statement for each year (ending June 30) to City, with a comparison to the proposed budget in Section 4.3.1 above. • The actual amounts shall be traced to the Consultant's general ledger, and the budget amounts shall be compared to the proposed budget required by this agreement. • The actual amounts shall be compared by classification to the total amounts by classification that were examined under Exhibit A — Consultant's Services and Section 4.1 Administrative and Management Functions and compute the difference. • The funds that were received but were not spent by June 30 of each year shall be incorporated in the budget for the following year. • Consultant shall report quarterly to the CITY including financial reports provided to TAAC. A Study Session will be scheduled at the discretion of the Council. 4.3.3. Audit. Consultant shall provide the City with a certified financial statement audit at the City's request. The City shall provide one-hundred twenty (120) day notice of the request. The audit shall be performed by an accounting firm selected by the City in accordance with professional standards. This firm shall not have a current contractual relationship with the Chamber or be a member of the Chamber. The cost of the audit will be born by the Consultant. 4.3.4. Access to Records. Consultant shall maintain for at least six (6) years all books, documents, papers, and records which are pertinent to the services provided under this agreement for purposes of audit, examination,excerpts, and transcripts. The City Manager or their designee may examine during normal business hours the books and accounting records of Consultant after notifications to Consultant. Information regarding the contents of books, paper, and accounting records shall be considered confidential, provided that nothing shall prevent disclosure to other Ashland officials for the purpose of enforcing any provisions of this agreement. 4.4. Independent Contractor Status. Consultant is an independent contractor and not an employee of the City for any purpose. Consultant shall have the complete responsibility for the performance of this Agreement. Consultant shall provide workers' compensation coverage as required in ORS Chapter 656 for all persons employed to perform Work pursuant to this Agreement. Consultant is a subject employer that will comply with ORS 656.017. 4.5. Qualified Work. Consultant has represented, and by entering into this Agreement now represents,that all personnel assigned to the Work to be performed under this Agreement are fully qualified to perform the services to which they will be assigned in a skilled manner Page 4 of 13 Personal Services Agreement Between the City of Ashland and Ashland Chamber of Commerce and, if required to be registered, licensed, or bonded by the State of Oregon, are so registered, licensed, or bonded. 4.6. Work Performance Obligation. Consultant shall, at its own risk, perform the Work described in the Description of Services and in the Supporting Documents and, unless otherwise specified in this Agreement,furnish all labor, equipment, and materials required for the proper performance of such Work. 5. Insurance: Consultant shall, at its own expense, maintain the following insurance: 5.1. Worker's Compensation. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers. 5.2. Professional Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 (two million dollars) per occurrence. This is to cover any damage caused by error, omission or negligent acts related to the Work to be provided under this Agreement. 5.3. General Liability insurance with a combined single limit, or the equivalent, of not less than$2,000,000(two million dollars) per occurrence for Bodily Injury, Death, and Property Damage. 5.4. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 (two million dollars) for each accident for Bodily Injury and Property Damage, including coverage for owned, hired or non-owned vehicles, as applicable. 5.5. Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or intent not to renew the insurance coverage(s)without thirty(30)days' prior written notice from the Consultant or its insurer(s) to the City. 5.6. Additional Insured/Certificates of Insurance. Consultant shall name the City of Ashland, Oregon, and its elected officials, officers and employees as Additional Insureds on any insurance policies, excluding Professional Liability and Workers' Compensation, required herein, but only with respect to Consultant's services to be provided under this Agreement. The consultant's insurance is primary and non-contributory. As evidence of the insurance coverages required by this Agreement, the Consultant shall furnish acceptable insurance certificates prior to commencing the Work under this Agreement. The certificate will specify all of the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If requested, complete copies of insurance policies; trust agreements, etc. shall be provided to the City. The Consultant shall be financially responsible for all pertinent deductibles, self-insured retentions, and/or self-insurance. 6. Termination: Page 5 of 13 Personal Services Agreement Between the City of Ashland and Ashland Chamber of Commerce 6.1. Mutual Consent. This Agreement may be terminated at any time by the mutual consent of both parties. 6.2. City's Convenience. This Agreement may be terminated by City at any time upon not less than thirty (30) days' prior written notice delivered by certified mail or in person. 6.3. For Cause. City may terminate or modify this Agreement, in whole or in part, effective upon delivery of written notice to Consultant, or at such later date as may be established by City under any of the following conditions: • If City funding from federal, state, county or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services; or • If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this Agreement or are no longer eligible for the funding proposed for payments authorized by this Agreement; or • If any license or certificate required by law or regulation to be held by Consultant to provide the services required by this Agreement is for any reason denied, revoked, suspended, or not renewed. 6.4. For Default or Breach. Either City or Consultant may terminate this Agreement in the event of a breach of the Agreement by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and its intent to terminate. If the party committing the breach has not entirely cured the breach within fifteen (15) days of the date of the notice, or within such other period as the party giving the notice may authorize in writing, then the Agreement may be terminated at any time thereafter by a written notice of termination by the party giving notice. 6.4.1. Default: The Consultant shall be in default of this Agreement if Consultant: commits any material breach or default of any covenant, warranty, certification, or obligation under the Agreement; institutes an action for relief in bankruptcy or has instituted against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business on a regular basis of the type identified in its obligations under the Agreement; or attempts to assign rights in, or delegate duties under, this Agreement. 6.5. Obligation/Liability of Parties. Termination or modification of this Agreement pursuant to subsections 5.1, 5.2, or 5.3 above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination or modification. However, upon receiving a notice of termination (regardless of whether such notice is given pursuant to subsection 5.1, 5.2, 5.3, or 5.4 of this section, Consultant shall immediately cease all activities under this Agreement, unless expressly directed Page 6 of 13 Personal Services Agreement Between the City of Ashland and Ashland Chamber of Commerce otherwise by City in the notice of termination. Further, upon termination, Consultant shall deliver to City all documents, information, works-in-progress and other property that are or would be deliverables had the Agreement been completed. City shall pay Consultant for Work performed prior to the termination date if such Work was performed in accordance with this Agreement. 6.6. The rights and remedies of City provided in this subsection are not exclusive and are in addition to any other rights and remedies provided by law or under this Agreement. 7. Indemnification: Consultant hereby agrees to defend, indemnify, save, and hold City, its officers, employees, and agents harmless from any and all losses, claims, actions, costs, expenses, judgments, or other damages resulting from injury to any person (including injury resulting in death), or damage(including loss or destruction)to property, of whatsoever nature arising out of or incident to the performance of this Agreement by Consultant (including but not limited to, Consultant's employees, agents, and others designated by Consultant to perform Work or services attendant to this Agreement). However, Consultant shall not be held responsible for any losses, expenses, claims, costs, judgments, or other damages, caused solely by the gross negligence of City. 8. Consultant's Compliance with Tax Laws: Consultant represents and warrants to the City that: Consultant shall comply with all Oregon tax laws, including but not limited to ORS 305.620, ORS 305.380(4), and ORS Chapters 316, 317, 318, in addition to any rules, regulations, charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions and any tax provisions imposed by a political subdivisions of the State of Oregon. 9. Living Wage Requirements: If the amount of this Agreement is $26,429.65 or more, Consultant is required to comply with Chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in that chapter, to all employees performing Work under this Agreement and to any Subcontractor who performs 50% or more of the Work under this Agreement. Consultant is also required to post the notice attached hereto as "Exhibit B" predominantly in areas where it will be seen by all employees. 10_ Notice: Whenever notice is required or permitted to be given under this Agreement, such notice shall be given in writing to the other party by personal delivery, by sending via a reputable commercial overnight courier, by mailing using registered or certified United States mail, return receipt requested, postage prepaid, or by electronically confirmed at the addresses set forth on page one of this agreement with a copy to: City of Ashland — Legal Department 20 E. Main Street Ashland, Oregon 97520 Phone: (541) 488-5350 11. General Provisions: Page 7 of 13 Personal Services Agreement Between the City of Ashland and Ashland Chamber of Commerce 11.1. Non-appropriations Clause—Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this Agreement within the City's fiscal year budget. Consultant understands and agrees that City's payment of amounts under this Agreement attributable to Work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion, to continue to make payments under this Agreement. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this Agreement without penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further liability to Consultant. 11.2. Statutory Requirements: The following laws of the State of Oregon are hereby incorporated by reference into this Agreement: ORS 279B.220, 2798.230 and 27913.235. 11.3. Nondiscrimination: Consultant agrees that no person shall, on the grounds of race, color, religion, creed, sex, marital status, familial status or domestic partnership, national origin, age, mental or physical disability, sexual orientation, gender identity or source of income, suffer discrimination in the performance of any Work under this Agreement when employed by Consultant. Consultant agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statutes, rules and regulations. Further, Consultant agrees not to discriminate against a disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business enterprise certified under ORS 200.055, in awarding subcontracts as required by ORS 279A.110. 11.4. Governing Law: This Agreement shall be governed by the laws of the State of Oregon without regard to conflict of laws principles. Exclusive venue for litigation of any action arising under this Agreement shall be in the Circuit Court of the State of Oregon for Jackson County unless exclusive jurisdiction is in federal court, in which case exclusive venue shall be in the federal district court for the district of Oregon. Each party expressly waives any and all rights to maintain an action under this Agreement in any other venue, and expressly consents that, upon motion of the other party, any case may be dismissed, or its venue transferred, as appropriate, so as to effectuate this choice of venue. 12. Merger: This agreement and the attached exhibits constitute the entire understanding and agreement between the parties. No waiver, consent, modification or change of terms of this agreement shall bind either party unless in writing and signed by both parties. Such waiver, consent, modification or change, if made, shall be effective only in the specific instance and for the specific purpose given. There are no understandings, agreements, or representations, Page 8 of 13 Personal Services Agreement Between the City of Ashland and Ashland Chamber of Commerce oral or written, not specified herein regarding this agreement. Consultant, by signature of its authorized representative, hereby acknowledges that he/she has read this agreement, understands it, and agrees to be bound by its terms and conditions. WITNESS WHEREOF, the parties have executed this Agreement in their respective names by their duly authorized representatives as of the dates indicated below. This Agreement may be executed in two counterparts, each of which shall be deemed an original, with equal force and effect as if executed in a single document. City of Ashland: Ashland Chamber of Commerce, DBA Travel Ashland(Consultant): By: Signature: sa6��� Email: sabrinaxotta@ashland.or.us By: Sabrina Cotta, City Manager c ',, Signature Date JQ Ki aSL Printed Name aQc�J' Purchase Order No. Title t 5 -- a(.:::, Date (LA-9 is to be submitted with this signed Agreement) APPROVED AS TO FORM: City Attorney Date Page 9 of 13 Personal Services Agreement Between the City of Ashland and Ashland Chamber of Commerce Exhibit A Consultant's Services 1. Tourism Promotion Activities. Consultant shall promote Ashland as a destination for tourists and visitors. Consultant shall coordinate its Travel Ashland tourism promotion activities, as appropriate, with other organizations such as Travel Southern Oregon, Travel Oregon, Oregon Shakespeare Festival, and other visitor promotion entities. 2. Visitor Guide. Consultant shall produce and distribute the Annual Visitor Guide. 3. Visitor Information Center. Consultant shall provide information and services for visitors in at least one Visitor Information Center(s) designated and operated by Consultant. This includes daily management, staffing, complete and updated brochures, and information provided in a friendly, attractive atmosphere. 4. Business Marketing Program. Consultant shall design and pilot a business marketing program that helps local businesses better market to and attract visitors. 5. Data, Analytics, and Research. Consultant shall conduct market research to (a) measure advertising effectiveness, and (b) determine the best use of the transient lodging tax funds paid to Consultant by City through methods such as: a. Geographic data and spending data b. Surveys and visitor profiles collected from users of the visitor center(s) c. Surveys and visitor profiles of attendees and participants at events d. Surveys conducted via Travel Ashland and associated websites Market research may also be conducted in consultation with Travel Oregon, Travel Southern Oregon, the City of Ashland, the Travel Ashland Advisory Committee, and/or other organizations and entities, as appropriate. 6. Reporting and Documentation a. Quarterly Report. Consultant shall submit quarterly reports summarizing activities performed in the previous quarter, progress against objectives, and any notable outcomes. Reports must include: i. # Daily Visitors ii. # Overnight Visitors iii. Occupancy Rate iv. Average Daily Rate v. Dollars spent by commodity category vi. Visitor Demographics I TY 0 r Exhibit A b. Annual Report. At the conclusion of each fiscal year, Consultant shall prepare an Annual Performance and Results Report detailing overall accomplishments, insights from research, and recommendations for future efforts. Report must include: i. Number of events supported ii. Advertising metrics (impressions/exposure, engagements, website visits) iii. Visitor guide leads/requests/fulfillment iv. Visitor Information Center interactions (calls, emails, inquiries, traffic, engagement programs, etc.) v. Marketing campaign effectiveness (trips generated, tickets booked, click throughs, etc.) Exhibit B CITY OF ASHLAND, OREGON City of Ashland LIVING • • • - WAGE • per hour, effective June 30, 2025. The Living Wage is adjusted annually every June 30 by the Consumer Price Index. working on a project or of health care, retirement, portion of the business of 401 K, and IRS eligible their employer, if the cafeteria plans (including employer has ten or more childcare) benefits to the employees, and has received employee's amount of wages. ➢ For all hours worked under a financial assistance for the service contract between their project or business from the ➢ Note: For temporary and employer and the City of City of Ashland over$27,163. part-time employees,the Ashland if the contract Living Wage does not apply exceeds$27,163 or more. ➢ If their employer is the City of to the first 1040 hours worked Ashland, including the Parks in any calendar year. For ➢ For all hours worked in a and Recreation Department. more details, please see month, if the employee Ashland Municipal Code spends 50%or more of the y In calculating the living wage, Section 3.12.020. employee's time in that month employers may add the value For additional information: Call the Ashland City Manager's office at 541-488-6002 or write to the City Manager, City Hall, 20 East Main Street, Ashland, OR 97520, or visit the City's website at www.ashland.or.us. Notice to Employers: This notice must be posted in areas where it can be seen by all employees. TRAVEL ASHLAND ADVISORY COMMITTEE POLICIES AND PROCEDURES PURPOSE AND MISSION The purpose of the Travel Ashland Advisory Committee (Committee) is to offer travel & hospitality expertise, support, council and direction to Travel Ashland, and the Board of Directors of The Chamber (the "Board"). The mission of the Committee is to increase and create a steady volume of visitation, lodging occupancy and enhance the overall visitor experience by promoting Ashland as an unmatched travel destination,thereby strengthening the local economy. This is an advisory Committee and is not a voting entity. Should there be a recommendation from the Committee to take a specific action,the director will relay that recommendation to the Chamber Board for final approval. CHAIR The Chair shall be appointed by the director of Travel Ashland and serve a two (2) year term and up to two (2) terms totaling four (4) years. The two (2) year term of office will be November 1 through October 31st of the next year. MEMBERSHIP Committee members will provide input and feedback prior to the director's appointment of new Committee members. The membership of the Committee shall be recommended by the director and Chair of the Committee.The Committee shall consist of twelve (12) members and shall include members representing the lodging industry and other tourism industries,with no single industry having majority representation. Committee member terms shall be three (3) year terms that can be renewed once serving up to six (6) years total. The implementation of these terms will commence July 1st, 2025 with a phased approach to retain institutional industry knowledge. The City of Ashland will annually provide an appointed City Council Liaison to attend monthly meetings and report back to the City Council. Attendance includes staff that oversees Visitor Information Services and Chamber staff where relevant. DUTIES The Committee will meet monthly or more often as needed, to approve minutes, review and monitor the Travel Ashland quarterly financial reports, to accept monthly director, analytic and visitation reports from the director of Travel Ashland and its team and review and monitor the progress of the promotional programs of Travel Ashland. The Committee will provide monthly insight from their respective industries. The director will review the annual Travel Ashland budget with the Committee. It will be the Travel Ashland director's responsibility to work with the Chair to schedule the monthly meetings and plan the agenda. The Chair will conduct the meetings. The director will represent the Committee before the Chamber Board,the Ashland City Council and other public agencies as may be required to carry out the purpose and mission of Travel Ashland and the committee. ATTENDANCE If any Council member is absent for more than six (6) regular meetings during the fiscal year, or is absent for more than three (4) consecutive meetings,the seat of that Council member shall be declared vacant. Submitted May 2025 Exhibit D Certifications/Representations: Consultant, by and through its authorized representative, under penalty of perjury, certifies that (a) the number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be issued to it and (b) Consultant is not subject to backup withholding because: (i) it is exempt from backup withholding, or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified it that it is no longer subject to backup withholding. Consultant further represents and warrants to City that: (a) it has the power and authority to enter into this Agreement and perform the Work, (b) the Agreement, when executed and delivered, shall be a valid and binding obligation of Consultant enforceable in accordance with its terms, (c)the work under the Agreement shall be performed in accordance with the highest professional standards, and (d) Consultant is qualified, professionally competent, and duly licensed (if applicable) to perform the Work. Consultant also certifies under penalty of perjury that its business is not in violation of any Oregon tax laws, it is an independent contractor as defined in the Agreement, it is authorized to do business in the State of Oregon, and Consultant has checked four or more of the following criteria that apply to its business. (1) Consultant carries out the work or services at a location separate from a private residence or is in a specific portion of a private residence, set aside as the location of / the business. (2) Commercial advertising or business cards or a trade association membership are ( / purchased for the business. (3) Telephone listing is used for the business separate from the personal residence / listing. (4) Labor or services are performed only pursuant to written contracts. (5) Labor or services are performed for two or more different persons within a period of one year. 6 Consultant assumes financial responsibility for defective workmanship or for O p Y p service not provided as evidenced by the ownership of performance bonds, warranties, errors and omission (professional liability) insurance or liability insurance r lating to t ork r services to be provided. nsultant's signature & , ( 5 . Date Travel Ashland FY27 Agreement TAsigned 6. 15 Final Audit Report 2026-06-15 Created: 2026-06-15 By: Jordan Rooklyn Qordan.rooklyn@ashland.or.us) Status: Signed Transaction ID: CBJCHBCAABAAhrNx_5xvh4gt6sF3NnOc8MdSFMCdPe7S "Travel Ashland FY27 Agreement TAsigned 6. 15" History Document created by Jordan Rooklyn Qordan.rooklyn@ashland.or.us) 2026-06-15-6:04:53 PM GMT Document emailed to Sabrina Cotta (sabrina.cotta@ash land.or.us) for signature 2026-06-15-6:05:01 PM GMT Email viewed by Sabrina Cotta (sabrina.cotta@ashland.or.us) 2026-06-15-6:06:07 PM GMT Document e-signed by Sabrina Cotta (sabri na.cotta@ash land.or.us) Signature Date:2026-06-15-6:06:22 PM GMT-Time Source:server-Signature Appearance Selected: MOBILE—IMAGE Agreement completed. 2026-06-15-6:06:22 PM GMT Adobe Acrobat Sign