HomeMy WebLinkAboutCONSENT Thriving Grant - Pt Ludlow Performing Arts Ryi- 14w
JEFFERSON COUNTY f�,
BOARD OF COUNTY COMMISSIONERS �► Il mt
CONSENT AGENDA REQUEST
TO: Board of County Commissioners
FROM: Commissioner Heidi Eisenhour
Amanda Christofferson,Grants Administrator
DATE: Ap4 f c 71 ..
SUBJECT: Thriving Communities Small Grants Program Contracts for Execution
•
STATEMENT OF ISSUE:
Jefferson County BOCC committed awards for the Thriving Communities Small Grants program in January.
Attached are contracts for the fifteen community organizations that the County awarded funds to.
ANALYSIS:
The fifteen awardees have provided W9 documentation and the contracts with them will secure the County's
interests. These various projects will bring benefit to many communities.
FISCAL IMPACT:
The County allocated $10,000 in the 2026 budget in order to fund the Thriving Communities Small Grant
program.
RECOMMENDATION:
Staff recommends that the Board of County Commissioners make a motion to approve of the awards.
REVIEWED BY:
CP519 ±q_ ____la- 0
Josh s, County Administrator Date
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: Thriving Communities Grant Awardees Contract NO: TC Award
Put lLurluwPer fur t niy 2026
Contract For: TC Grant Award Term: Execution-December 31, 2026
COUNTY DEPARTMENT: Auditors Office
Contact Person: Amanda Christofferson
Contact Phone: 360-385-9232
Contact email: amchristofferson@co.jefferson.wa.us
AMOUNT: $500.00 PROCESS: n Exempt from Bid Process
Revenue: $500.00 _ Cooperative Purchase
Expenditure: _ Competitive Sealed Bid
Matching Funds Required: _ Small Works Roster
Sources(s) of Matching Funds Vendor List Bid
Fund# cs RFP or RFQ
Munis Org/Obj CS57121-410571 ✓ Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES COMPLIANCE WITH JCC 3.55.080 AND CHAPTER 42.23 RCW.
CERTIFIED: N/A:I 1 4hrt.cuttla- ��Iit C�/ rt- 4/8/2026
Signature L Date
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: ❑� N/A: n 4y�� -� e 2I4Z 4- _4/8/2026
Signature Date
STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche):
Electronically approved by Risk Management on 4/17/2026.
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 4/16/2026.
DPA JBL reviewed and approved on 4-16-2026
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
AGREEMENT FOR
2026 THRIVING COMMUNITIES SMALL GRANT FUNDING FOR PORT LUDLOW
PERFORMING ARTS
This Agreement is by and between Jefferson County,Washington(the COUNTY)and PORT
LUDLOW PERFORMING ARTS ("PORT LUDLOW PERFORMING ARTS").
WHEREAS, PORT LUDLOW PERFORMING ARTS is a non-profit corporation
registered with the Secretary of State of the State of Washington under UBI number 91-1872471;
WHEREAS, the COUNTY desires to support projects that promote a safe, secure, and
satisfying way of life for Jefferson County residents and visitors. Sought projects that promote a
sense of belonging, so that residents and visitors feel welcomed to share in the many activities,
opportunities, and experiences available across Jefferson County;
WHEREAS, the COUNTY allocated $ 10,000.00 to a fund a Thriving Communities (TC)
small grant program;
WHEREAS, the COUNTY published a request for proposals on September 4, 2025 that
required each proposal to contain an evaluation plan;
WHEREAS, PORT LUDLOW PERFORMING ARTS submitted a qualified TC proposal
to the Jefferson County Board of Commissioners(BoCC);
WHEREAS, PORT LUDLOW PERFORMING ARTS'S qualified proposal contains an
evaluation plan with criteria;
WHEREAS, the BoCC staff reviewed and recommended funding all or part of PORT
LUDLOW PERFORMING ARTS's qualified proposal;
WHEREAS, the BoCC reviewed the staff recommendation for funding all or part of PORT
LUDLOW PERFORMING ARTS's qualified proposal;
IN CONSIDERATION of the mutual covenants and agreements herein it is agreed by the
parties as follows:
1. SERVICES TO BE PERFORMED USING THE THRIVING COMMUNITIES
AWARD
a. PORT LUDLOW PERFORMING ARTS shall use its capabilities and utilize up to the total
amount of Final TC Award for the approved scope of work for the Project described in
PORT LUDLOW PERFORMING ARTS's proposal for the 2026 fiscal year, a copy of
which is attached as Exhibit A.
b. The budget for the Project is described in Exhibit B,attached.
Thriving Communities Grant Award Agreement for PORT LUDLOW PERFORMING ARTS'S
Page 1
2. RESPONSIBILITIES OF PORT LUDLOW PERFORMING ARTS
a. No later than January 31, 2027, PORT LUDLOW PERFORMING ARTS shall submit a
report to the BoCC Staff describing the final results as compared to the requirements in
the evaluation plan during the term of this Agreement due.
b. PORT LUDLOW PERFORMING ARTS shall maintain books, records, documents and
other evidence that sufficiently and properly reflect all direct and indirect costs expended
by it to perform this Agreement. These records shall be subject to inspection, review or
audit by personnel of both parties, other personnel duly authorized by either party, the
Office of the State Auditor, and federal officials so authorized by law. All books, records,
documents, and other material relevant to this Agreement will be retained for six years
after expiration of agreement. The Office of the State Auditor, federal auditors, the
Jefferson County Auditor, and any persons duly authorized by the parties shall have full
access and the right to examine these materials during this period. If any litigation, claim
or audit is started before the expiration of the six (6) year period, the records shall be
retained until all litigation, claims, or audit findings involving the records have been
resolved. Records and other documents, in any medium, furnished by PORT LUDLOW
PERFORMING ARTS to the COUNTY, shall remain the property of the PORT
LUDLOW PERFORMING ARTS,unless otherwise agreed.
3. RESPONSIBILITY OF JEFFERSON COUNTY
a. The COUNTY shall provide PORT LUDLOW PERFORMING ARTS $500.00 in funding
from the Thriving Communities small grant to be used in support PORT LUDLOW
PERFORMING ARTS'S qualified program.
b. Said funding is in the amount of the Final TC Award for the 2026 fiscal year.
4. TERM
This Agreement shall be for a term of one year, commencing on January 1, 2026 and ending on
December 31,2026, except for the reports required in Section 2,which are due January 31,2027.
5. NO ASSIGNMENT
A parry's interest in this in this Agreement shall not be assigned to any other person.
6. TERMINATION
a. This Agreement may be terminated, in whole or in part, by the COUNTY upon thirty (30)
days written notice if expected or actual revenue from the grant is reduced or limited in
any way, or for non-performance of duties under this Agreement, or for any reason.
b. PORT LUDLOW PERFORMING ARTS may terminate this Agreement upon thirty (30)
days written notice to the COUNTY. If there is termination under this clause,the COUNTY
shall be liable to pay only for services rendered prior to the effective date of termination. If
termination covers a period for which payment has already been made, PORT LUDLOW
PERFORMING ARTS shall refund to the COUNTY a pro-rated share of the payment
based upon the balance of time remaining in the paid period,unless otherwise negotiated.
Thriving Communities Grant Award Agreement for PORT LUDLOW PERFORMING ARTS'S
Page 2
7. HOLD HARMLESS
a. PORT LUDLOW PERFORMING ARTS shall indemnify and hold the COUNTY, and its
officers, employees, agents and volunteers (and their marital communities)harmless from
and shall process and defend at its own expense, including all costs, attorney fees and
expenses relating thereto, all claims, demands, or suits at law or equity arising in whole
or in part, directly or indirectly, from PORT LUDLOW PERFORMING ARTS's
negligence or breach of an of its obligations under this Agreement; provided that nothing
herein shall require PORT LUDLOW PERFORMING ARTS to indemnify the COUNTY
against and hold harmless the COUNTY from claims, demands or suits based solely upon
the conduct of the COUNTY, its officers, employees, agents and volunteers (and their
marital communities), and; provided further that if the claims or suits are caused by or
result from the concurrent negligence of: (a) PORT LUDLOW PERFORMING ARTS's
agents or employees; and, (b) the COUNTY, its officers, employees agents and
volunteers (and their marital communities), this indemnity provision with respect to
claims or suits based upon such negligence, and or the costs to the COUNTY of
defending such claims and suits, etc., shall be valid and enforceable only to the extent of
PORT LUDLOW PERFORMING ARTS's negligence, or the negligence of PORT
LUDLOW PERFORMING ARTS's agents or employees.
b. PORT LUDLOW PERFORMING ARTS specifically assumes potential liability for
actions brought against the COUNTY by PORT LUDLOW PERFORMING ARTS's
employees, including all other persons engaged in the performance of any work or
service required of PORT LUDLOW PERFORMING ARTS under this Agreement and,
solely for the purpose of this indemnification and defense, PORT LUDLOW
PERFORMING ARTS specifically waives any immunity under the state industrial
insurance law, Title 51 RCW. PORT LUDLOW PERFORMING ARTS recognize that
this waiver was specifically entered into pursuant to provisions of RCW 4.24.115 and
was subject of mutual negotiation.
8. INSURANCE
PORT LUDLOW PERFORMING ARTS shall obtain and keep in force during the term of this
Agreement the following insurance:
a. Commercial General Liability Insurance. PORT LUDLOW PERFORMING ARTS shall
maintain commercial general liability coverage on a form acceptable to COUNTY Risk
Management for bodily injury, personal injury, and property damage, with a limits of not
less than in the amount of at least $1 million per occurrence, for bodily injury, including
death, and property damage; and
b. Worker's Compensation (Industrial Insurance). PORT LUDLOW PERFORMING
ARTS 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
COUNTY Risk Management,upon request.
Thriving Communities Grant Award Agreement for PORT LUDLOW PERFORMING ARTS'S
Page 3
9. INDEPENDENT CONTRACTOR
a. PORT LUDLOW PERFORMING ARTS and the COUNTY agree that PORT LUDLOW
PERFORMING ARTS 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 PORT LUDLOW PERFORMING ARTS nor any employee of PORT LUDLOW
PERFORMING ARTS 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 PORT LUDLOW
PERFORMING ARTS, or any employee, representative, agent or subcontractor of PORT
LUDLOW PERFORMING ARTS.
e. PORT LUDLOW PERFORMING ARTS shall be responsible for all applicable
withholdings, deductions, state industrial insurance, tax reports, business licenses,
registrations, and all other obligations of an independent organization.
Thriving Communities Grant Award Agreement for PORT LUDLOW PERFORMING ARTS'S
Page 4
10. SUBCONTRACTING REQUIREMENTS
a. PORT LUDLOW PERFORMING ARTS Owns Contract Performance. PORT LUDLOW
PERFORMING ARTS is responsible for meeting all terms and conditions of this
Agreement including standards of service, quality of materials and workmanship, costs
and schedules. Failure of a subcontractor to perform is no defense to a breach of this
Agreement. Port Ludlow Performing Arts assumes responsibility for all liability for the
actions and quality of services performed by any subcontractor.
b. Subcontractor Disputes. Any dispute arising between PORT LUDLOW PERFORMING
ARTS and any subcontractors or between subcontractors must be resolved with
involvement of any kind on the part of the COUNTY and without detrimental impact on
the delivery of contracted goods and services.
11. LEGAL AND REGULATORY COMPLIANCE
While performing under this Agreement, PORT LUDLOW PERFORMING ARTS,
subcontractors, and their employees are required to comply with all applicable local, state and
federal laws, codes, ordinances and regulations, including but not limited to:
a. Applicable regulations of the Washington State Department of Labor and Industries,
including WA-DOSH Safety Regulation; and
b. State and Federal Anti-Discrimination Laws.
12. COMPLIANCE WITH LAWS
PORT LUDLOW PERFORMING ARTS shall comply with all Federal, State, and local laws and
ordinances applicable to the work to be done under this Agreement.
13. CHOICE OF LAW
The parties agree that this Agreement is entered into in the State of Washington. This Agreement
shall be governed by and construed under the laws of the United States, the State of Washington
and the County of Jefferson, as if applied to transactions entered into and to be performed wholly
within Jefferson County, Washington between Jefferson County residents. No party shall argue
or assert that any state law other than Washington law applies to the governance or construction
of this Agreement.
14. DISPUTES
a. The parties agree to use their best efforts to prevent and resolve disputes before they
escalate into claims or legal actions. Any disputed issue not resolved under this
Agreement shall be submitted in writing within 10 days to the County Risk Manager,
whose decision in the matter shall be final,but shall be subject to judicial review.
b. If either party deem it necessary to institute legal action or proceeding to enforce any
right or obligation under this Agreement, each party in such action shall pay for its own
attorney's fees and court costs.
Thriving Communities Grant Award Agreement for PORT LUDLOW PERFORMING ARTS'S
Page 5
c. Any legal action shall be initiated in the Superior Court of the State of Washington for
Jefferson County, subject to the venue provisions for actions against counties in RCW
36.01.050. The parties agree that the parties have the right of appeal from such decisions
of the Superior Court under the laws of the State of Washington.
d. PORT LUDLOW PERFORMING ARTS consents to the personal jurisdiction of the
courts of the State of Washington.
15. DISCRIMINATION PROHIBITED
PORT LUDLOW PERFORMING ARTS shall not discriminate on the grounds of age, sex,
marital status, sexual orientation, race, creed, color, national origin, honorably discharged
veteran or military status, or the presence of any sensory, mental, or physical disability or the use
of a trained dog guide or service animal by a person with a disability, unless based upon a bona
fide occupational qualification in the selection and retention of employees, materials, supplies, or
subcontractors.
16. INTEGRATED AGREEMENT
This agreement together with attachments or addenda represents the entire and integrated
agreement between the COUNTY and PORT LUDLOW PERFORMING ARTS and supersedes
all prior negotiations, representations, or agreements written or oral.
17. 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, PORT LUDLOW PERFORMING ARTS 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. PORT LUDLOW PERFORMING
ARTS further agrees that upon receipt of any written public record request, PORT LUDLOW
PERFORMING ARTS shall, within two business days, notify the COUNTY by providing a copy
of the request per the notice provisions of this Agreement.
This Agreement and any reports submitted by PORT LUDLOW PERFORMING ARTS are
subject to disclosure as a public record under the Public Records Act, RCW Chapter 42.56.
18. RECORDS RETENTION AND AUDIT AUTHORIZATION
a. A minimum of six years, PORT LUDLOW PERFORMING ARTS shall maintain
documented proof of payments made, contracts executed and other expenditures
authorized under your Agreement with COUNTY.
b. Upon reasonable notice, PORT LUDLOW PERFORMING ARTS shall provide access to
the COUNTY or State representatives to audit records related to the funds provided to
PORT LUDLOW PERFORMING ARTS under this Agreement.
Thriving Communities Grant Award Agreement for PORT LUDLOW PERFORMING ARTS'S
Page 6
w
19. NO SEVERABILITY
The terms of this Agreement are not severable. If any provision of this Agreement or the
application of this Agreement to any person or circumstance shall be invalid, illegal, or
unenforceable to any extent,the remainder of this Agreement and the application this Agreement
shall not be enforceable.
20. SURVIVAL
Those provisions of this Agreement that by their sense and purpose should survive the term of
this Agreement shall survive the term of this Agreement for a period equal to any and all relevant
statutes of limitation, plus the time necessary to fully resolve any claims, matters or actions
begun within that period. Without limiting the generality of the preceding sentence, and for the
avoidance of doubt,the provisions that survive the term of this agreement include: (a) controlling
law; (b) insurance; and, (c) indemnification.
21. AMENDMENT, MODIFICATION AND WAIVER
a. This Agreement may be not be amended or modified to change the approved scope of
services in the Final TC Award.
b. Only the BoCC or their delegee by writing (delegation to be made prior to action) shall
have the expressed, implied, or apparent authority to sign, alter, amend, modify, or waive
any clause or condition of this Agreement.
c. Any alteration, amendment, modification, or waiver of any clause or condition of this
Agreement is not effective or binding unless made in writing and signed by the BoCC or
their delegee.
SIGNATURES ARE ON THE FOLLOWING PAGE
Thriving Communities Grant Award Agreement for PORT LUDLOW PERFORMING ARTS'S
Page 7
JEFFERSON COUNTY WASHINGTON PORT LUDLOW PERFORMING ARTS
Board of COUNTY Commissioners
Jefferson COUNTY, Washington
By:
Signature
By:
Heidi Eisenhour,Chair Date
Name:
By: Title:
Greg Brotherton, Member Date
Date:
By:
Heather Dudley-Nollette,Member Date
SEAL:
ATTEST:
Carolyn Gallaway,CMC Date
Clerk of the Board
Approved as to form only:
4-16-2026
elver; Date
Jeremiah B. Luther,DPA
Thriving Communities Grant Award Agreement for PORT LUDLOW PERFORMING ARTS'S
Page 8
EXHIBIT A- SCOPE OF WORK
PORT LUDLOW PERFORMING ARTS has been awarded $500.00 (the "Final TC Award"),
after recommendation by the TC staff. Port Ludlow Performing Arts shall use the Final TC
Award consistently with its response to the request for proposal submitted.
A true and correct copy of the PORT LUDLOW PERFORMING ARTS's response to the request
for proposal is attached as Exhibit C.
Thriving Communities Grant Award Agreement for PORT LUDLOW PERFORMING ARTS'S
Page 9
EXHIBIT B—BUDGET
PORT LUDLOW PERFORMING ARTS has been awarded$500.00(the"Final TC Award"),
after recommendation by the TC staff. Port Ludlow Performing Arts shall use the Final TC
Award consistently with its response to the request for proposal submitted to the BOCC.
A true and correct copy of the PORT LUDLOW PERFORMING ARTS's response to the request
for proposal is attached as Exhibit C.
Applicant: Port Ludlow Performing Arts
Contact: BJ Luce
Address: PO Box 65210,Port Ludlow WA 98365
Phone:
Email: bettyjluce@gmail.com
Thriving Communities Grant Award Agreement for PORT LUDLOW PERFORMING ARTS'S
Page 10
Exhibit C
PORT LUDLOW PERFORMING ARTS'S PROPOSAL
Request for Proposal (RFP)starts after this page
Thriving Communities Grant Award Agreement for PORT LUDLOW PERFORMING ARTS'S
Page 11
RECEIVED
T 2 4 2025
JEFFERSOCO � COUNTY
PORT LUDLOW PERFORMING ARTS COMMISSIONERS
Proposal for Thriving Communities Small Grants Program — 2026 Funding
Project Title: Chimacum High School Outreach Concert-Andrew Allen
Requested Amount: $1,725
Contact Person: BJ Luce
Phone: 360-437-0191
Email: PortLudlow.PerformingArts@gmail.com
Address: PO Box 65210,Port Ludlow,WA 98365
Website:PortLudlowPerformingArts.com
Date Submitted: October 24,2025
Project Overview
Port Ludlow Performing Arts (PLPA) proposes an outreach concert featuring acclaimed Canadian
singer-songwriter Andrew Allen at Chimacum High School on January 25,2026,for the older students of
Chimacum, Brinnon and Quilcene.This live, interactive concert will bring professional music and
storytelling directly to local youth,many of whom have limited access to performing arts experiences.The
event will inspire creativity,connection and cultural appreciation among Jefferson County students.
This project supports Jefferson County's vision of fostering belonging and shared community experiences
by providing an inclusive and inspiring event for young people in a school setting.
Project Scope Statement
Activities and Timeline (2025-26):
• December 2025:Artist contract and logistics finalized.
•January 25,2026:Andrew Allen performs at Chimacum High School auditorium,including storytelling
and an interactive Q&A.
• February-March 2026: PLPA collects administrator and teacher feedback,summarizes outcomes and
submits a final report to Jefferson County.
The performance will highlight music's role in personal growth,creativity and community connection. PLPA
will collaborate with school staff to ensure accessibility for all students,including those with disabilities or
language needs.
Organization Profile
Port Ludlow Performing Arts (PLPA) is a 501(c)(3) nonprofit organization founded in 1991.
Mission:To enrich community life through music and performance,and to inspire people of all ages through
shared cultural experiences.
For more than 30 years, PLPA has hosted professional concerts and community outreach events throughout
Jefferson County. Past efforts included student workshops,artist visits to schools and free community
concerts.Operated entirely by volunteers, PLPA is known for its professional event management, fiscal
responsibility and dedication to making performing arts accessible to everyone.
Project Budget
Expense Category Description Amount
Artist Honorarium Portion of Andrew Allen's $1,000
outreach concert fee
Food&Lodging Food and one night's $225
lodging for artist
Technical Support Sound technician, $500
audio/visual setup and
stage management
Total Requested from $1,725
Jefferson County
Other Funding Sources:
PLPA will contribute approximately$500 in-kind support from general operating funds to cover
administrative,publicity and production assistance.
Evaluation Plan
PLPA will evaluate project success through:
• Student and teacher surveys to measure engagement,enjoyment and inspiration.
•Attendance records (anticipated audience of 200+ students).
• Teacher feedback on how the concert influenced student interest in arts participation.
• Board review and final report summarizing outcomes, shared with Jefferson County.
References
1. Melinie Perry, Event Coordinator,South Bay Club- (360) 437-2208
2. Rick Smith, PLPA,Advisory Committee Member- (360) 437-5113
3. Phyllis Waldenberg, PLPA Website Administrator&Past Board Member- (206) 909-3661