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HomeMy WebLinkAboutCONSENT Childrens Center Crime Victim Servcs JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS CONSENT AGENDA REQUEST TO: Board of County Commissioners Josh Peters,County Administrator FROM: James Kennedy,Prosecuting Attorney DATE: October 20,2025 RE: Grant Agreement with Olympic Peninsula YMCA for$50,000 in funding from Fund 120—Crime Victim Services-For The Jefferson County Children's Advocacy Center STATEMENT OF ISSUE: The Jefferson County Prosecutor's Office receives pass through funds from the State of Washington from penalty assessments imposed during criminal prosecutions for the purpose of establishing and supporting crime victim and witness programs for Jefferson County pursuant to RCW 7.68.035. In line with the purpose of the statute, Jefferson County has the opportunity to provide a one-time grant to the Olympic Peninsula YMCA for the purpose of establishing the Jefferson County Children's Advocacy Center in Port Townsend, WA, an accredited Child Advocacy Center where children who experience abuse, and non-offending family members, can come for safety,justice, and healing. ANALYSIS Jefferson County located in the Olympic region has been presented with a unique opportunity to provide support for the Olympic Peninsula YMCA's new Child Advocacy Center(CAC) located in Port Townsend, WA. Jefferson County has historical been lacking resources for child victims of crime.The Jefferson County courthouse is located in Port Townsend,45 miles from the nearest child forensic interview location, and not equip as a child-friendly, safe, and confidential space. Jefferson County has a backlog of cases alleging child abuse. The Jefferson County Multidisciplinary Team (MDT)reports overseeing 42 active child abuse cases. The Olympic Peninsula YMCA and community partners, including the Jefferson County Prosecuting Attorney, are developing an accredited Child Advocacy Center where children who experience abuse, and non-offending family members, can come for safety,justice, and healing.The new CAC location in Port Townsend will provide a child-friendly,victim centered environment where children can talk to a trained professional forensic interviewer about their abuse in a safe, confidential space. MDT partners will use this space to meet with the child and their non-offending caregiver(s),to provide support to help stop the abuse and begin the process of healing. The CAC will guide the framework for providing trauma informed and evidence-based collaboration and services according to the National Children's Alliance(NCA) Standards of Accreditation. Benefits to having the CAC in the Jefferson County community are far reaching. The CACs involvement streamlines the process, creating efficiencies and providing effective services. Studies support that having a CAC in the community will improve timelines for charging criminals with crimes against children. Research shows that defendants convicted of sex crimes against children receive longer prison terms when the case has been investigated through the CAC-multidisciplinary model. The Olympic Peninsula YMCA's new Child Advocacy Center(CAC)has received state and federal funding for this program, including grant funds through the Washington State Department of Commerce. Jefferson County's grant will allow the CAC finish the installation of the forensic interview equipment obtain through grant and support staff functions for providing services to the impacted Jefferson County community. FISCAL IMPACT: This is a one-time grant from Fund 120, which is included in the budget and must be spent on programs and services consistent with the requirements under RCW 7.68.035. RECOMMENDATION: The Board of County Commissioners consider and take action to approve the attached agreement with the Olympic Peninsula YMCA. REVIEWED BY: • lip P.40&44, it /it/as' Jo Peters,County Administrator Date CONTRACT REVIEW FORM Clear Form (INSTRUCTIONS ARE ON THE NEXT PAGE) CONTRACT WITH: Olympic Peninsula YMCA Contract No: PAO-YMCA 2025 Contract For: Grant Agreement-Fund 120 Crime Victim Services Term: 12/31/2025 COUNTY DEPARTMENT: Jefferson County Prosecuting Attorneys Office Contact Person: James Kennedy Contact Phone: (360)385-9180 Contact email: jkennedy@co.jefferson.wa.us AMOUNT: $50,000 PROCESS: ✓ Exempt from Bid Process Revenue: Cooperative Purchase Expenditure: $50,000 — Competitive Sealed Bid Matching Funds Required: _ Small Works Roster Sources(s)of Matching Funds _ Vendor List Bid Fund # 120 ,_ RFP or RFQ Munis Org/Obj ✓ Other: APPROVAL STEPS: STEP 1: DEPARTMENT CERTIFIES OM L#' ` WITH JCC 3.55.080 AND CHAPTER 42.23 RCW. CERTIFIED: ■© N/A: .� 10/16/2025 Signature Date STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE COUNTY (CONTRACTOR) HAS NOT BE N,n EBARRED BY ANY FEDERAL, STATE, OR LOCAL AGENCY. CERTIFIED: N/A: El //27/12 ' 10/16/2025 Signature Date STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Lase Electronically approved by Risk Management on 10/16/2025. STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche): Electronically approved as to form by PAO on 10/16/2025. STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND PROSECUTING ATTORNEY(IF REQUIRED). STEP 6: CONTRACTOR SIGNS STEP 7: SUBMIT TO BOCC FOR APPROVAL 1 GRANT AGREEMENT WITH OLYMPIC PENINSULA YMCAFOR $50,000 IN FUNDING FROM FUND 120—CRIME VICTIM SERVICES-FOR THE JEFFERSON COUNTY CHILDREN'S ADVOCACY CENTER This Grantee Agreement("Agreement") is by and between Jefferson County, a Washington political subdivision("County")and Olympic Peninsula YMCA,("YMCA" or"Grantee"). WHEREAS, YMCA is a local non-profit agency that provides services to victims of crime in Jefferson County;and WHEREAS, YMCA is developing an accredited Children's Advocacy Center (CAC) where Jefferson County children who experience abuse, and non-offending family members, can come for safety, justice and healing;and WHEREAS, through RCW 7.68.035, Jefferson County receives funds from penalty assessments paid to the clerk of the superior court and transmitted to the county treasurer maintained exclusively for the support of comprehensive programs to encourage and facilitate testimony by the victims of crimes and witnesses to crimes;and WHEREAS, RCW 7.68.035 authorizes the Jefferson County Prosecuting Attorney to administer funds either directly through the prosecuting attorney's office or by contract between the county and agency providing services to victims of crime;and WHEREAS, YMCA seeks $50,000 in funding from Jefferson County to support their Children's Advocacy Center;and WHEREAS,the Prosecuting Attorney recommends the funding request be approved;and NOW THEREFORE, in consideration of the foregoing recitals, which are incorporated herein by reference,and the terms and condition set forth below,the parties agree as follows: 1. Effective Date and Term. The term of this Agreement is from January 1, 2025 through December 31, 2025, unless terminated earlier by the County in writing. This agreement is effective on the date last executed by the parties.All work performed consistent with this agreement during its term,but prior to the effective date, is hereby ratified. 2. Grant Amount and Grantee's Use of Grant Funds.The Grant amount is$50,000,payable using funds from Fund 120-Crime Victim Services. The grant amount is payable in one lump sum of $50,000. The Grantee shall ensure that any funds expended are used for the authorized purposes by RCW 7.68.035(6)(a)-(e),and in accordance with the terms of this grant. The Grant amount shall be paid to Grantee by County when RCW 7.68.035 revenues are sufficient for payment and funds are contingent on comprehensive program approval from the Washington State Department of Labor and Industries. 3. Responsibilities of Grantee. a. On or before January 31, 2026, Grantee shall provide to the County a report of the use, services, programs and activities of Grantee for purposes authorized under this Agreement for prior year. Page 1 of 8 b. For a minimum of six (6) years, maintain documented proof of payments made, contracts executed, and other expenditures authorized under this Agreement. Upon reasonable notice, provide access to County or State representatives to audit those records. c. Funding provided by this Agreement may only be expended on the services described in Section 2 of this Agreement. Any monies used for other services or purposes shall be refunded to Jefferson County. Any monies under-expended of the total funding allocated under this Agreement shall be refunded to Jefferson County by January 31,2026. 4. Termination. The County may terminate this Agreement, for convenience or otherwise and for no consideration or damages,upon prior notice to the Grantee. 5. Independent Contractor. a. Grantee and the County agree that Grantee is an independent contractor with respect to the services provided pursuant to this Agreement. b. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto. c. Neither Grantee nor any employee of Grantee shall be entitled to any benefits accorded County employees by virtue of the services provided under this Agreement. d. The County shall not be responsible for withholding or otherwise deducting federal income tax or social security or for contributing to the state industrial insurance program, otherwise assuming the duties of an employer with respect to Grantee,or any employee,representative, agent or subcontractor of Grantee. e. Grantee shall be responsible for all applicable withholdings, deductions, state industrial insurance, tax reports, business licenses, registrations, and all other obligations of an independent organization. 6. Indemnification. The Grantee agrees to defend, indemnify and hold the County, its officers, officials, employees, agents and volunteers (and their marital communities) harmless from and against any and all claims, injuries, damages, losses or expenses including without limitation personal injury, bodily injury, sickness, disease, or death, or damage to or destruction of property, which are alleged or proven to be caused in whole or in part by an act or omission of the Grantee, its officers, directors, employees, and/or agents relating to the Grantees' performance or failure to perform under this Agreement. The section shall survive the expiration or termination of this Agreement. 7. Insurance. Prior to commencing work, the Grantee shall obtain at its own cost and expense the following insurance coverage specified below and shall keep such coverage in force during the terms of the Agreement. Commercial Automobile Liability Insurance providing bodily injury and property damage liability coverage for all owned and non-owned vehicles assigned to or used in the performance of the work for a combined single limit of not less than $500,000 each occurrence with the County named as an additional insured in connection with the Consultant's performance of his Agreement. This insurance shall indicate on the certificate of insurance the following coverage: (a) Owned automobiles; (b) Hired automobiles; and, (c) Non-owned automobiles. Page 2 of 8 Commercial General Liability. Insurance in an amount not less than a single limit of$1,000,000 per occurrence and an aggregate of not less than two(2)times the occurrence amount($2,000,000.00 minimum) for bodily injury, including death and property damage, unless a greater amount is specified in the contract specifications. The commercial general liability insurance coverage shall contain no limitations on the scope of the protection provided and include the following minimum coverage: a. Broad Form Property Damage,with no employee exclusion; b. Personal Injury Liability,including extended bodily injury; c. Broad Form Contractual/Commercial Liability - including coverage for products and completed operations; d. Premises-Operations Liability(M&C); e. Blanket Contractual Liability. The County shall be named as an"additional named insured" under all insurance policies required by this Agreement,except Professional Liability Insurance when not allowed by the insurer,and shall include a provision prohibiting cancellation of said policy except upon thirty(30)days prior written notice to the County. Such insurance coverage shall be evidenced by one of the following methods:(a)Certificate of Insurance;or,(b)Self-insurance through an irrevocable Letter of Credit from a qualified financial institution. The Grantee shall furnish the County with properly executed certificates of insurance that,at a minimum,shall include:(a)The limits of overage;(b)The project name to which it applies;(c)The certificate holder as Jefferson County, Washington and its elected officials,officers,and employees with the address of Jefferson County Risk Management,P.O.Box 1220,Port Townsend,WA 98368,and,(d)A statement that the insurance policy shall not be canceled or allowed to expire except on thirty(30)days prior written notice to the County.If the proof of insurance or certificate indicating the County is an"additional insured"to a policy obtained by the Consultant refers to an endorsement(by number or name)but does not provide the full text of that endorsement,then it shall be the obligation of the Consultant to obtain the full text of that endorsement and forward that full text to the County. Certificates of coverage as required by this section shall be delivered to the County within fifteen(15)days of execution of this Agreement. Failure of the Grantee to take out or maintain any required insurance shall not relieve the Grantee from any liability under this Agreement,nor shall the insurance requirements be construed to conflict with or otherwise limit the obligations concerning indemnification of the County. The Grantee's insurers shall have no right of recovery or subrogation against the county(including its employees and other agents and agencies),it being the intention of the parties that the insurance policies, with the exception of Professional Liability Insurance,so affected shall protect all the parties and shall be primary coverage for all losses covered by the above described insurance. Page 3 of 8 Insurance companies issuing the Grantee's insurance policy or policies shall have no recourse against the County(including its employees and other agents and agencies)for payment of any premiums or for assessments under any form of insurance policy. All deductibles in the Grantee's insurance policies shall be assumed by and be at the sole risk of the Grantee. Any deductibles or self-insured retention shall be declared to and approved by the County prior to the approval of this Agreement by the County.At the option of the County,the insurer shall reduce or eliminate deductibles or self-insured retention,or the Consultant shall procure a bond guaranteeing payment of losses and related investigations,claim administration and defense expenses. Any judgments for which the County may be liable,in excess of insured amounts required by this Agreement,or any portion thereof,may be withheld from payment due,or to become due,to the Grantee until the Grantee shall furnish additional security covering such judgment as may be determined by the County. Any coverage for third party liability claims provided to the County by a"Risk Pool"created pursuant to Ch.48.62 RCW shall be non-contributory with respect to any insurance policy the Grantee shall provide to comply with this Agreement. The County may,upon the Grantee's failure to comply with all provisions of this Agreement relating to insurance,withhold payment or compensation that would otherwise be due to the Grantee. The Grantee shall provide a copy of all insurance policies specified in this Agreement. Written notice of cancellation or change in the Grantee's insurance required by this Agreement shall reference the project name and agreement number and shall be mailed to the County at the following address: Jefferson County Risk Management, P.O. Box 1220,Port Townsend,WA 98368. The Grantee's liability insurance provisions shall be primary and noncontributory with respect to any insurance or self-insurance programs covering the County,its elected and appointed officers,officials, employees,and agents. Any failure to comply with reporting provisions of the insurance policies shall not affect coverage provided to the County,its officers,officials,employees,or agents. The Grantee's insurance shall apply separately to each insured against whom claim is made or suit is brought,except with respect to the limits of the insurer's liability. The Grantee shall include all Sub-Grantees as insured under its insurance policies or shall furnish separate certificates and endorsements for each Sub-Grantee.All insurance coverage for Sub-Grantees shall be subject to all the requirements stated in this Agreement. The insurance limits mandated for any insurance coverage required by this Agreement are not intended to be an indication of exposure nor are they limitations on indemnification. The Grantee shall maintain all required insurance policies in force from the time services commence until services are completed. Certificates,insurance policies,and endorsements expiring before completion of services shall be promptly replaced.All the insurance policies required by this Agreement shall provide that Page 4 of 8 thirty(30)days prior to cancellation,suspension,reduction or material change in the policy,notice of same shall be given to the County Risk Manager by registered mail,return receipt requested. The Grantee shall place insurance with insurers licensed to do business in the State of Washington and having A.M. Best Company ratings of no less than A-,with the exception that excess and umbrella coverage used to meet the requirements for limits of liability or gaps in coverage need not be placed with insurers or re-insurers licensed in the State of Washington. The County reserves the right to request additional insurance on an individual basis for extra hazardous contracts and specific service agreements. 8. Worker's Compensation(Industrial Insurance). If and only if the Consultant employs any person(s) in the status of employee or employees separate from or in addition to any equity owners, sole proprietor, partners, owners or shareholders of the Consultant, the Grantee shall maintain workers' compensation insurance at its own expense, as required by Title 51 RCW, for the term of this Agreement and shall provide evidence of coverage to Jefferson County Risk Management,upon request. Worker's compensation insurance covering all employees with limits meeting all applicable state and federal laws. This coverage shall include Employer's Liability with limits meeting all applicable state and federal laws. This coverage shall extend to any Sub-Grantee that does not have their own worker's compensation and employer's liability insurance. The Grantee expressly waives by mutual negotiation all immunity and limitations on liability, with respect to the County, under any industrial insurance act, disability benefit act, or other employee benefit act of any jurisdiction which would otherwise be applicable in the case of such claim. If the County incurs any costs to enforce the provisions of this subsection, all cost and fees shall be recoverable from the Grantee. 9. Compliance with Laws. Guidelines. The Grantee shall comply with all federal, state, and local laws and all requirements (including certifications and audits), to the extent applicable, when seeking Reimbursement. 10. Maintenance and Audit of Records. The Grantee shall maintain records, books, documents, and other materials relevant to its performance under this Agreement. These records shall be subject to inspection, review and audit by the County or its designee,the Washington State Auditor's Office. If it is determined during the course of the audit that the Grantee was reimbursed for unallowable costs under this Agreement or any,the Grantee agrees to promptly reimburse the County for such payments upon request. Page 5 of 8 11. Notices. Any notice desired or required to be given hereunder shall be in writing, and shall be deemed received five (5) days after deposit with the U.S. Postal Service, postage fully prepaid, certified mail, return receipt requested, and addressed to the party to which it is intended at its last known address, or to such other person or address as either party shall designate to the other from time to time in writing forwarded in like manner: Grantee Wendy Bart, Olympic Peninsula YMCA CEO 610 N.5th Avenue,Sequim,WA 98382 Jefferson County Jefferson County Risk Manager Jefferson County Courthouse 1820 Jefferson Street Port Townsend,WA 98368 12. Improper Influence. Each party warrants that it did not and will not employ, retain, or contract with any person or entity on a contingent compensation basis for the purpose of seeking, obtaining, maintaining, or extending this Agreement. Each party agrees, warrants, and represents that no gratuity whatsoever has been or will offered or conferred with a view towards obtaining, maintaining, or extending this Agreement. 13. Conflict of Interest. The elected and appointed officials and employees of the parties shall not have any personal interest,direct or indirect,which gives rise to a conflict of interest. 14. Time.Time is of the essence in this Agreement. 15. Survival. The provisions of this Agreement that by their sense and purpose should survive expiration or termination of this Agreement shall so survive. Those provisions include without limitation Indemnification and Maintenance and Audit of Records. 16. Amendment.No amendment or modification to this Agreement will be effective without the prior written consent of the authorized representatives of the parties. 17. Governing Law: Venue. This Agreement will be governed in all respects by the laws of Washington state, both as to interpretation and performance, without regard to conflicts of law or choice of law provisions. Any action arising out of or in connection with this Agreement may be instituted and maintained only in a court of competent jurisdiction in Jefferson County, Washington or as provided by RCW 36.01.050. 18. Non-Waiver. No failure on the part of the County to exercise, and no delay in exercising, any right hereunder shall operate as a wavier thereof;nor shall any single or partial exercise by the County of any right hereunder preclude any other or further exercise thereof or the exercise of any other right. The remedies herein provided are cumulative and not exclusive of any remedy available to the County at law or in equity. 19. Binding Effect. This Agreement shall be binding upon and inure to the benefit of the parties hereto and their respective successors. Page 6 of 8 20. Assignment.Neither party shall assign or transfer any of its interests in or obligations under this Agreement without the prior written consent of the other party. 21. Entire Agreement. This Agreement constitutes the entire agreement between the County and the Grantee for the use of funds received under this Agreement and it supersedes all prior or contemporaneous communications and proposals, whether electronic, oral, or written between the parties with respect to this Agreement. 22. No Third-Party Beneficiaries. Nothing herein shall or be deemed to create or confer any right, action,or benefit in,to, or on the part of any person or entity that is not a party to this Agreement.This provision shall not limit any obligation which either party has to the Washington- State Department of Commerce of these grant funds, including the obligation to provide access to records and cooperate with audits as provided in this Agreement. 23. Severability. In the event that one or more provisions of this Agreement shall be determined to be invalid by any court of competent jurisdiction or agency having jurisdiction thereof, the remainder of this Agreement shall remain in full force and effect and the invalid provisions shall be deemed deleted. 24. Counterparts. This Agreement may be executed in counterparts, any of which shall be deemed an original but all of which together shall constitute one and the same instrument. 25. Authorization. Each party warrants to the other party, that the person executing this Agreement on its behalf has the full power and authority to do so. 26. Public Records Act. Notwithstanding any provisions of this Agreement to the contrary, to the extent any record, including any electronic, audio,paper or other media, is required to be kept or indexed as a public record in accordance with the Washington Public Records Act, Chapter 42.56 RCW (as may be amended),the Grantee agrees to maintain all records constituting public records and to produce or assist the County in producing such records, within the time frames and parameters set forth in state law. The Grantee also agrees that upon receipt of any written public record request, Grantee shall, within two business days, notify the County by providing a copy of the request per the notice provisions of this Agreement. (SIGNATURES APPEAR ON THE NEXT PAGE) Page 7 of 8 IN WITNESS WHEREOF,this Agreement is executed and shall become effective as of the last date signed below. JEFFERSON COUNTY Attest: BOARD OF COMMISSIONERS Carolyn Gallaway, Date Heidi Eisenhour,Chair Date Clerk of the Board Greg Brotherton,Member Date Heather Dudley-Nollette,Member Date Approved as to Form: YMCA OF JEFFERSON COUNTY CHILDREN'S ADVOCACY CENTER �IA� U (— 9.19.2025 for 10/16/2025 Philip C. unsucker Date Wendy Bart Date Chief Civil Deputy Prosecutor Olympic Peninsula YMCA,CEO Page 8 of 8