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HomeMy WebLinkAboutCONSENT CS Amend 2 Gardiner Community Center JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of Commissioners FROM: Josh D. Peters, County Administrator Shawn Frederick, Central Services Director DATE: December 22, 2025 RE: POTENTIAL ACTION re: Contract extension between Jefferson County and Gardiner Community Center for managing the Gardiner Community Center STATEMENT OF ISSUE: Jefferson County has contracted with the Gardiner Community Center for many years to manage the Gardiner Community Center. The term of the current contract is set to expire December 31,2025. ANALYSIS: The current agreement provided grant funding for 2023-2025. The amount for 2023 was $3,958 for 2024 it was$4,077,and for 2025 it is$4,199, all to be paid out of the Community Services Department—068 of the General Fund. It is highly unlikely that a new contract could be negotiated prior to the expiration of the existing agreement,making the contract extension necessary. The goal is to have the new contract in place by December 31,2026. FISCAL IMPACT: $4,325.00 to Fund 001-068. This is consistent with the terms of the existing contract to include the 3%increase. RECOMMENDATION: Staff recommend approval of contract extension. REVIEWED BY: D PAfaz2re"1 J . Peters,County Administrator Date CONTRACT REVIEW FORM Clear Form (INSTRUCTIONS ARE ON THE NEXT PAGE) CONTRACT WITH: Gardiner Community Center Contract No: CAOCSD-3 Contract For: Community Center Management Services Term: Through December 31, 2026 COUNTY DEPARTMENT: County Administrator Contact Person: Shawn Frederick Contact Phone: 360-385-9362 Contact email: srrederick@co.jefferson.wa.us AMOUNT: $4,325 PROCESS: Exempt from Bid Process Revenue: n/a Cooperative Purchase Expenditure: $4,325 Competitive Sealed Bid Matching Funds Required: n/a Small Works Roster Sources(s)of Matching Funds n/a Vendor List Bid Fund # 001 RFP or RFQ Munis Org/Obj 001-068 Other: APPROVAL STEPS: STEP 1: DEPARTMENT CERTIFIES COMPLIANCE WITH JCC 3.55.080 AND CHAPTER 42.23 RCW. CERTIFIED: I— I N/A:I I / P4.2.dZ2GC.,‘ /al / /t Os-- Signature STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE COUNTY (CONTRACTOR) HAS NOT BEEN DEBARRED BY ANY FEDERAL, STATE, OR LOCAL AGENCY. CERTIFIED: I-1 N/A: E Yac / t f /as-- Signature Date STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche): Electronically approved by Risk Management on 12/11/2025. STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche): Electronically approved as to form by PAO on 12/17/2025. County standard contract amendment language. 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 Amendment No.2 to the Agreement By and Between Gardiner Community Center—2023-2025 Community Services Funding This Amendment No. 1 to the Agreement is made and entered into by and between the Gardiner Community Center and Jefferson County, herein after known as the"Parties." WHEREAS,the Parties want to amend the Agreement entered into between them; NOW, THEREFORE,the Parties agree as follows: 1. Purpose.The purpose of this Amendment is to extend the term of the agreement for a maximum of twelve months ending December 31,2026 and modify the Termination section of the agreement. 2. Amendment. That portion of Section 3. that reads "This Agreement shall be for a term of three years, commencing on January 1, 2023 and ending December 31, 2025." is amended to read: This Agreement shall be for a term of four years, commencing on January 1, 2023 and ending December 31,2026". 3. Amendment. That portion of Section 8. That reads "The Agreement may be terminated, upon thirty (30) days written notice for any material breach of any of the terms of the Agreement by either party. After receipt of notice, and before termination,the party in default may cure the defect,in which case the Agreement shall continue in force for the full term.The COUNTY shall be refunded a pro-rated share of the agreed funding upon termination based upon the balance of time remaining in the term unless otherwise negotiated." is amended to read "The Agreement may be terminated,upon thirty(30)days written notice by either party.After receipt of notice,and before Termination,the COUNTY shall be refunded a pro- rated share of the agreed funding upon termination based upon the balance of time remaining in the term unless otherwise negotiated." 4. No Other Change. All other terms of the Agreement between the Parties remain unchanged, except as modified in this Amendment. (SIGNATURES FOLLOW ON NEXT PAGE) 1 IN WITNESS WHEREOF,the parties have caused this Grant Agreement to be executed on this 22nd day of December,2025. Jefferson County Gardiner Community Center Board of Commissioners Heidi Eisenhour,Chair Date Authorized Signature Date Print Name/Title ATTEST: Carolyn Gallaway,CMC Date Clerk of the Board APPROVED A`, TO FORM: C- 12/17/2025 Philip C. Hunsucker Date Chief Deputy Prosecuting Attorney 2 CONTRACT AMENDMENT lit By and Between JEFFERSON COUNTY and GARDINER COMMUNITY CENTER For Community Services Grant Funding 2023-2025 This Amendment#1 is by and between JEFFERSON COUNTY(hereinafter known as"COUNTY" and the GARDINER COMMUNITY CENTER. WHEREAS,the COUNTY and the GARDINER COMMUNITY CENTER entered into an Agreement on December 19,2022 for Community Services funding 2023-2025; and WHEREAS,the parties desire to amend the terms of that Agreement;and NOW,THEREFORE,IT IS AGREED BETWEEN BOTH PARTIES AS NAMED HEREIN that the Agreement executed on December 19,2022 is hereby amended as follows: SECTION 2(A)(3): RESPONSIBILTIES OF JEFFERSON COUNTY which currently reads: 3. Maintenance of appropriate property insurance including scope and level of coverage and third-party liability coverage for the County-approved Board members while acting within the scope of their responsibilities. Is amended to read: 3. Maintenance of appropriate property insurance including scope and level of coverage and third-party liability coverage for Board members while acting within the scope of their responsibilities. All other terms and conditions of the original Agreement executed on December 19,2022 will remain the same. (SIGNATURES ON FOLLOWING PAGE) APPROVED and signed this day of/�Cav di 2025. ""OOOOOO JEFFERSON COUNTY e OF Attest: . � BOARD OF COMMISSIONERS :Nikki (Ca ly rallaw y.6 a': 't ,+C (Acc,Y- CI rk o the Board � Z(r, 6 how^' 'a �SNtN" �� ro Qi dr J gin p.HHIaau Approved as to Form (:ARDINER UNITY CENTER 1 y - for 02/27/2025 �`- '' ' f U ' Z�cz c Philip C.Hunsucker, Date Authorized Official Date Chief Civil Deputy Prosecuting Attorney JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners FROM: Carolyn Gallaway,Clerk of the Board DATE: March 4, 2025 SUBJECT: AGREEMENT, Amendment No. I re: Gardiner Community Center STATEMENT OF ISSUE: On October 7,2024, the Commissioners discussed the Gardiner Community Center,and ultimately decided to rescind Resolutions No. 106-79, No. 64-07, No. 4-12, and No. 20-17, so that the Gardiner Community Center may make their own decisions pertaining to their hoard structure and membership. ANALYSIS: The Gardiner Community Center reached out to the County,as they noted that their 2023-2025 operating agreement still states the following: "Maintenance of appropriate property insurance including scope and level of coverage and third-party liability coverage for the County-approved Board members while acting within the scope of their responsibilities."They requested that the term"County-approved Board members"be removed from the contract. FISCAL IMPACT: No fiscal impact. RECOMMENDATION: Staff recommends that the Commissioners approve the amendment to Section 2(A)(3)which currently reads: "Maintenance of appropriate property insurance including scope and level of coverage and third-party liability coverage for the County-approved Board members while acting within the scope of their responsibilities" be amended to read"Maintenance of appropriate property insurance including scope and level of coverage and third-party liability coverage for Board members while acting within the scope of their responsibilities." REVIEWED BY: Mark MeCa y, County Administrator Date CONTRACT REVIEW FORM Clear Form (INSTRUCTIONS ARE ON THE NEXT PAGE) CONTRACT WITH: Gardiner Community Center Contract No: GCC Amend 1 2025 Contract For: Community Center Management Services Amend No ' l ern': Through 2025 COUNTY DEPARTMENT: Counoj Administrator Contact Person: Caro+yn Gallaway Contact Phone: 3t>1 say 9'2. Contact email: caroiynipco;etfersnn via us AMOUNT: N/A PROCESS: z Exempt from Bid Process Revenue: Cooperative Purchase I:xpenditure: Competitive Scaled Rid Matching Funds Required: _ Small Works Roster Sources(s)of Matching Funds Vendor List Bid Fund k RFP or RFQ Munis Org!0hj Other: APPROVAL STEPS: STEP I: DEPARTMENT CERTIFIES COMPLIANCE TIH.ICC 3.55.0811 AND CHAPTER 42.23 RC\ . 11_ 101167y3P4 P.,7 g Ire Dale STEP 2: DEPARTMENT CERTIFIES TH . PERSON PROPOSED FOR CONTRACTING WITH THE COUNTY (CONTRACTOR) IIAS NOT BEEN DEBARRED BY ANY FEDERAL. STATE, OR LOCAL AGENCY. CERTIFIED: D N/A: 1 1 Lk._- k'kep S w re Lute STEP3: RISK MANAC:EMEN F REVIEW (will added electronically through Lasertichc): STEP J: PROSF.( (TING ATTORNEY REVIEW(will he added electronically through Laserfichc): Electronically approved by Risk Management on 2/27/2025. STEP S: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANA(:EMF:NT AND PROSECUTINt: ATlORNFY(IF REQUIRED). STEP 6:CONTRACTOR SIGNS STEP 7:SI BMiT TO BOS'C FOR M'APPROVAL Liectronically approved as to form by PAO on 2/27/2025. Amendment No 1 to grant agreement with original attached. AGREEMENT By and Between GARDiNER COMMUNITY CENTER BOARD And JEFFERSON COUNTY 2023-2025 Community Services Grant Funding Purpose: The purpose of this Community Services Grant is to ensure the continued availability and use of the Gardiner Community Center and to ensure that said facility continues to provide a focal point to address the needs of the population in the Gardiner and surrounding community. Parties: This grant is to assist the Gardiner Community Center Board, hereinafter known as"HOARD," for the purposes provided herein, with funds allocated by Jefferson County, hereinafter known as"COUNTY,"a municipal corporation. SECTION 1: SERVICES TO BE PERFORMED BY THE BOARD A. The BOARD agrees to perform or oversee the following services to benefit the population in the Gardiner and surrounding community: 1, Oversee the routine operation of the Community Center, including scheduling of events, program planning, activities,and building security. 2, Oversee programs and activities to benefit the general population. 3, Schedule use of the Community Center by community groups and organizations. a. Should a for-profit or not-for-profit entity,business, firm or agency(collectively a "lessee")seek exclusive use(based upon delineated and agreed upon hours and days of the week for said exclusive use)of a portion of a County owned community center for more than 80 hours per month in two or more months during any calendar year, then the lessee shall be required to enter into a written lease with Jefferson County to govern the terms and obligations of said exclusive use, naming BOARD as a third party beneficiary for an appropriate portion of the lease payment. Jefferson County will consult with the Board in developing terms of the lease and will comply with all laws regulating the lease of public property. 4. Purchase of necessary operating supplies including but not limited to desks,tables, chairs, and office supplies. Cleaning and facility operating supplies shall he approved by Jefferson County Facilities Division. 5. Purchase and replace interior light bulbs and fluorescent lamps as part of the operating supplies referred to in paragraph 4, above. Brand and style of lamps are to be approved by Jefferson County Facilities Division. All used fluorescent tubes shall be boxed and returned to Jefferson County Facilities Division for disposal. Page 1 of 5 2023-2025 Community Services Grant Funding with Gardiner Community Center Board 6. Provide and manage routine custodial functions including but not limited to restrooms, floor care,room set up and minor emergency plumbing such as plugged or overflowing toilets. To ensure quality of care, the Board shall receive guidance from the Jefferson County Facilities Division as outlined in Attachment A. 7. Provide routine grounds maintenance, limited to mowing,operating and maintaining the irrigation system,and weeding. 8. Pay water,telephone, garbage and electrical service charges. 9, Work cooperatively with the American Red Cross and Jefferson County Department of Emergency Management in the event of an emergency to provide the use of the county owned facility as a mass care shelter. B. Reporting/Notification Responsibilities of the Board: 1. Provide to the COUNTY at least quarterly a statistical report of Center use, services, programs and activities,and a report of the costs(including but not limited to utility,and operating and cleaning supplies costs),as well as a report of all revenues from rentals or lease agreements of the Community Center. 2. Notify the COUNTY of changes in the use that may significantly impact water consumption, sewage disposal,electrical consumption and/or normal wear and tear of the Community Center. 3. All BOARD financial and program records with respect to any matters covered by this Agreement shall be made available to the County at any time during normal business hours to allow the County to verify quarterly reports and to inspect,audit and make copies ot'any relevant data. SECTION 2: RESPONSIBILITIES OF JEFFERSON COUNTY A. The COUNTY agrees to assure the Gardiner Community Center is available for use by the community, including financial responsibility for the following: 1. Maintenance and repair of real property(building,parking lot,water and septic systems) including, but not limited,to plumbing,kitchen equipment,floor repair and exterior lighting. 2. Audit financial records of the BOARD. 3. Maintenance of appropriate property insurance including scope and level of coverage and third-party liability coverage for the County-approved Board members while acting within the scope of their responsibilities. l3. The COUNTY will provide the BOARD a Community Services Grant to be used in support of their responsibilities as defined under this Agreement. Page 2of5 } 2023-2025 Community Services Grant Funding with Gardiner Community Center Board Said grant amount for 2023 is$3,958,for 2024 is$4,077 and for 2025 is$4,199. Annual payments will be made the first quarter of each year based on the County's quarterly billing cycle. Payment is predicated on quarterly reports defined in Section 1. SECTION 3: TERM This Agreement shall be for a term of three years,commencing on January 1,2023 and ending December 3l,2025 unless renewed by mutual agreement of the parties. All activities performed pursuant to this Agreement within its term and prior to its execution arc hereby ratified. SECTION 4: RENTAL AND LEASE INCOME The Board will retain all income derived from the rental or lease of the Community Center in order to support the costs of its responsibilities as described in this Agreement,except as provided in Subsection 1.A.3. SECTION 5: ASSIGNMENT Either party to the Agreement shall not assign the Agreement, except by signed amendment. SECTION 6: MODIFICATION This Agreement may be modified during the term of the Agreement by mutual agreement of the parties and appended in writing to the Agreement. SECTION 7: TERMINATION The Agreement may be terminated,upon thirty(30)days written notice for any material breach of any of the terms of the Agreement by either party. After receipt of notice,and before termination, the party in default may cure the defect, in which ease the Agreement shall continue in force for the full term. The COUNTY shall be refunded a pro-rated share of the agreed funding upon termination based upon the balance of time remaining in the term unless otherwise negotiated. SECTION 8: AGREEMENT TO COMPLY WITH APPLICABLE LAWS The BOARD shall comply with all Federal,State,and local laws and ordinances applicable to the work to be done under this Agreement. This Agreement shall be interpreted and construed in accord with the laws of the State of Washington and venue shall be in Jefferson County, WA. Page 3 of 5 2023-2025 Community Services Grant Funding with Gardiner Community Center t3oard IN WITNESS WHEREOF,the parties have caused this Agreement to be executed this// -day of 1�2U2.i_-�r ,2022. JEFFERSON COUNTY Attest: BO7 'D OF C MMISSIONERS (laitecir /, ��1 awc'�. Carolynttiatlaway, I ki t Eisen our.Chair Clerk of the board Approv fd as tt Form: GARDINER COMMUNI 'Y CENTER BOARD C ips1,25 Q8t9mber 15,2022 Philip C. Hunsucker, President Date Chief Civil Deputy Prosecuting Attorney • Paw: dor5 2023-2025 Community Services Grant Funding with Gardiner Community Center Board ATTACHMENT A Custodial Duties Daily: Clean and sanitize restrooms Empty trash cans Bi-Weekly: Vacuum all carpets Tri-Weekly: Sweep and mop all hard floors Annually: Wash windows Wipe down all doors and woodwork Assist county staff with heavy maintenance of all floors. Other: Set-up rooms as directed by building manager Page 5 of 5 Board of County Commissioners � ¢$©N GL 1820 Jefferson Street 0 44 A PO Box 1220 Port Townsend, WA 98368 O� Kate Dean, District I Heidi liisenhour,District 2 Greg Brothcrton,District i 9�S�j�G December 27,2022 Gardiner Community Center Attn:Lynne Tjomsland,Secretary 543 Bachelor Road Sequim,WA,98382 Re: AGREEMENT re:Gardiner Community Center Management;In the Amount of$3,958 with a 3% Escalator for 2o24 and 2o25;Jefferson County Administrator;Gardiner Community Center Board of Directors Dear Ms. rjomsland, Enclosed are 2 Originals re:AGREEMENT re:Gardiner Community Center Management;In the Amount of $3,958 with a 3%Escalator for 2oz4 and 2025;Jefferson County Administrator;Gardiner Community Center Board of Directors Please have Mr.Anderson as Board President sign both Originals.Keep one for your own records and please return the other signed Original to the following address: Jefferson County Commissioners Office Attn:Julie Shannon PO Box 1220 Port Townsend,WA.98368 When returning the signed Original,please send a copy of your Proof of Insurance as stated In the Agreement if not already submitted. Please contact our office if you have any questions. Thafk you, 14u4 annon�t Executive Secretary II Jefferson County Commissioners Office 36o 385 9100 jshannon@co.jefferson.wa,us Enclosure Phune.(360) 385-9100 Fax(360) 185-9382 jeffhocctuco.jcffcrson.wa.us JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS CONSENT AGENDA REQUEST TO; Board of County Commissioners FROM: Mark McCauley, County Administrator DATE: December 19,2022 SUBJECT: Request for Board of County Commissioners approval of a community services grant agreement with the Gardiner Community Center Board for managing the Gardiner Community Center STATEMENT OF ISSUE: Jefferson County has contracted with the Gardiner Community Center Board for many years to manage the Gardiner Community Center.The grant agreement needs to renewed. ANALYSIS: The attached three-year agreement provides grant funding for 2023 through 2025. The grant amount for 2023 is$3,958, for 2024 is $4,077 and for 2025 is$4,199. FISCAL IMPACT: Fiscal impact for 2023 is $3,958,for 2024 is$4,077 and for 2025 is$4,199,all to be paid out of Department 068,Community Services of the General Fund. RECOMMENDATION: That the Board of County Commissioners approve the attached grant agreement with the Gardiner Community Center Board for managing the Gardiner Community Center, REVIEWED BY: 4` rZ(I4Z— Markc Mc ley, County Co nt y Admini. a or CONTRACT REVIEW FORM clear Form (INSTRUCTIONS ARE ON THE NEXT PAGE) CONTRACT WITH: Gardiner Community Center Board Contract No: GCommCtr-23-25 Contract For: Community Center Management Services Term: Through 2025 COUNTY DEPARTMENT: County Gamin traIw Contact Person: Mark McCautoy Contact Phone: 360385.9130 Contact email: mmccawey@co.pnenwnweue AMOUNT: $3,958 in 2023 w13%escalator PROCESS: Exempt from Bid Process Revenue: N/A Cooperative Purchase Expenditure: $3,955 ~_ Competitive Seated Bid Matching Funds Required: N/A Small Works Roster Sources(s)of Matching Funds N/A Vendor List Bid Fund# ooi RFP or RFQ Munis Org/Obj 001-068 Other: APPROVAL STEPS: STEP I DEPARTMENT CERTIFIES C LI NCE ..0 .Si.UBU AND CHAPT'}R 42.23 RCW. CERTIFIED: N/A:n gnature ( ate STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE COUNTY (CONTRACTOR) HAS NOT EEN DEBARRED BY ANY FEDERAL, STATE, OR LOCAL AGENCY. -CERTIFIED: -- a N/A: Ei gnaturc D to STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Lascrftche): Electronically approved by Risk Management on 12/15/2022. Risk is acceptable. The Gardiner Board is very responsible. Activities at the center are low risk. STEP 4_PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserf-iche): Electronically approved as to form by PAO on 12/15/2022. Non-standard language that creates greater risk for the County - Risk Management decision to accept this language, after balancing the risks and rewards. 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