HomeMy WebLinkAboutThriving Communities Grant Awardees Swan School - 042726AGREEMENT FOR
2026 THRIVING COMMUNITIES SMALL GRANT FUNDING FOR THE SWAN
SCHOOL
This Agreement is by and between Jefferson County, Washington (the COUNTY) and THE
SWAN SCHOOL ("THE SWAN SCHOOL").
WHEREAS, THE SWAN SCHOOL is a non-profit corporation registered with the
Secretary of State of the State of Washington under UBI number 91-1247629;
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, THE SWAN SCHOOL submitted a qualified TC proposal to the Jefferson
County Board of Commissioners (BoCC);
WHEREAS, THE SWAN SCHOOL'S qualified proposal contains an evaluation plan with
criteria;
WHEREAS, the BoCC staff reviewed and reconunended funding all or part of THE SWAN
SCHOOL's qualified proposal;
WHEREAS, the BoCC reviewed the staff recommendation for funding all or part of THE
SWAN SCHOOL'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. THE SWAN SCHOOL 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 THE SWAN
SCHOOL'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.
2. RESPONSIBILITIES OF THE SWAN SCHOOL
a. No later than January 31, 2027, THE SWAN SCHOOL shall submit a report to the BoCC
Staff describing the final results as compared to the requirements in the evaluation plan
during the teen of this Agreement due.
Thriving Communities Grant Award Agreement for THE SWAN SCHOOL'S Page 1
b. THE SWAN SCHOOL 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 THE SWAN SCHOOL to the
COUNTY, shall remain the property of the THE SWAN SCHOOL, unless otherwise
agreed.
3. RESPONSIBILITY OF JEFFERSON COUNTY
a. The COUNTY shall provide THE SWAN SCHOOL $500.00 in funding from the Thriving
Communities small grant to be used in support THE SWAN SCHOOL'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 party'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. THE SWAN SCHOOL 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, THE SWAN SCHOOL 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.
7. HOLD HARMLESS
a. THE SWAN SCHOOL shall indemnify i 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 THE SWAN SCHOOL's negligence or breach of
Thriving Communities Grant Award Agreement for THE SWAN SCHOOL'S Page 2
an of its obligations under this Agreement; provided that nothing herein shall require
THE SWAN SCHOOL 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) THE SWAN SCHOOL'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 THE SWAN SCHOOL's negligence, or the negligence
of THE SWAN SCHOOL's agents or employees.
b. THE SWAN SCHOOL specifically assumes potential liability for actions brought against
the COUNTY by THE SWAN SCHOOL's employees, including all other persons
engaged in the performance of any work or service required of THE SWAN SCHOOL
under this Agreement and, solely for the purpose of this indemnification and defense,
THE SWAN SCHOOL. specifically waives any immunity under the state industrial
insurance law, Title 51 RCW. THE SWAN SCHOOL recognize that this waiver was
specifically entered into pursuant to provisions of RCW 4.24.115 and was subject of
mutual negotiation.
8. INSURANCE
THE SWAN SCHOOL shall obtain and keep in force during the term of this Agreement the
following insurance:
a. Commercial General Liability Insurance. THE SWAN SCHOOL 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). THE SWAN SCHOOL 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.
9. INDEPENDENT CONTRACTOR
a. THE SWAN SCHOOL and the COUNTY agree that THE SWAN SCHOOL 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 THE SWAN SCHOOL nor any employee of THE SWAN SCHOOL 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,
Thriving Communities Grant Award Agreement for THE SWAN SCHOOL'S Page 3
otherwise assuming the duties of an employer with respect to THE SWAN SCHOOL, or
any employee, representative, agent or subcontractor of THE SWAN SCHOOL.
e. THE SWAN SCHOOL shall be responsible for all applicable withholdings, deductions,
state industrial insurance, tax reports, business licenses, registrations, and all other
obligations of an independent organization.
10. SUBCONTRACTING REQUIREMENTS
a. THE SWAN SCHOOL Owns Contract Performance. THE SWAN SCHOOL 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. THE SWAN
SCHOOL assumes responsibility for all liability for the actions and quality of services
performed by any subcontractor.
b. Subcontractor Disputes. Any dispute arising between THE SWAN SCHOOL 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, THE SWAN SCHOOL, 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
THE SWAN SCHOOL 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
Thriving Communities Grant Award Agreement for THE SWAN SCHOOL'S Page 4
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_ deemit 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.
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. THE SWAN SCHOOL consents to the personal jurisdiction of the courts of the State of
Washington.
15. DISCRIMINATION PROHIBITED
THE SWAN SCHOOL 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 THE SWAN SCHOOL 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, THE SWAN SCHOOL 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 SWAN SCHOOL further agrees that upon receipt of
any written public record request, THE SWAN SCHOOL 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 THE SWAN SCHOOL 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, THE SWAN SCHOOL shall maintain documented proof of
payments made, contracts executed and other expenditures authorized under your
Agreement with COUNTY.
Thriving Communities Grant Award Agreement for THE SWAN SCHOOL'S Page 5
b. Upon reasonable notice, THE SWAN SCHOOL shall provide access to the COUNTY or
State representatives to audit records related to the funds provided to THE SWAN
SCHOOL under this Agreement.
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 THE SWAN SCHOOL'S Page 6
JEFFERSON COUNTY WASHINGTON THE SWAN SCHOOL
Board of COUNTY Commissioners
Jeffers COUNTY, Washington
By: 5/ .A1W— DAL
By: Signa re [ [Ou)i /1� �� V
Heidi Isenhour, Chair Date
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Carolyn Oallaway,
CMC Date
Clerk of the Board
Approved as to form only:
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Jeremiah B. Luther, DPA
Name:
Title:
Date:
Thriving Communities Grant Award Agreement for THE SWAN SCHOOL'S Page 7
JEFFERSON COUNTY WASHINGTON THE SWAN SCHOOL
Board of COUNTY Commissioners '
Jeffers COUNTY, Washington
i By: —
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By: � 1-4-
Heidi Isenhour, Chair Date i n a LC
Name.
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Date:
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Carolyn allaway, CMC
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Clerk of the Board
Approved as to form only:
Jeremiah B. Luther, DPA
Thriving Communities Grant Award Agreement for THE SWAN SCHOOL'S Page 7
EXHIBIT A - SCOPE OF WORK
THE SWAN SCHOOL has been awarded $500.00 (the "Final TC Award"), after
recommendation by the TC staff. THE .SWAN SCHOOL shall use the Final TC Award
consistently with its response to the request for proposal submitted.
A true and correct copy of the THE SWAN SCHOOL's response to the request for proposal is
attached as Exhibit C.
Thriving Communities Grant Award Agreement for THE SWAN SCHOOL'S Page 8
EXHIBIT B — BUDGET
THE SWAN SCHOOL has been awarded $500.00 (the "Final TC Award"), after
recommendation by the TC staff. THE SWAN SCHOOL 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 THE SWAN SCHOOL's response to the request for proposal is
attached as Exhibit C.
Applicant: THE SWAN SCHOOL
Contact: Aliina Lahti
Address: 2345 Kuhn St., Port Townsend, WA 98368
Phone:
Email: artbyaliina@gmail.com
Thriving Communities Grant Award Agreement for THE SWAN SCHOOL'S Page 9
Exhibit C
THE SWAN SCHOOL'S PROPOSAL
Request for Proposal (RFP) starts after this page
Thriving Communities Grant Award Agreement for THE SWAN SCHOOL'S Page
OCT 2A 2025
JEFEERSGA',� COUNTY
COMMISSIONERS
Swan School Thriving Communities Grant Proposal
Swan School is. an independent elementary school nestled in the quiet Port Townsend
neighborhood called "Bohemian heights" sandwiched between San Juan and Discovery
Roads. It is the only non-public school alternative for elementary education in Port
Townsend. Swan School employs 16 people, 15 of which are women, who are humbly
led by Chimacum native, Emily Gohn. The board consists of six women, which include
community members, retired teachers, alumni, and parents.
The School's mission is to build strong learners in an environment of academic
excellence aligned with creativity and personal expression. We weave social -emotional
and social justice themes throughout project based lessons and all -school curriculum.
For 42 years, Swan School has worked to be an inclusive and welcoming community:
one that teaches children to value themselves and to empathize with others. In order to
make school (and the rest of the world) more just and equitable for all people, today's
students (and tomorrow's leaders) deserve a firm foundation in anti -bias education. The
school serves families with a wide variety of ethnic backgrounds and income. Over 35%
of its students are considered low income. Swan School operates under the non-profit
501-c3 status. After payroll our total budget for the year is $40,000.
Swan School does not just serve as a community hub for its students and their families.
During the summer months, its spaces are rented out on a 'by donation' basis to other
community organizations for camps, like the tuition free "YAY Music Camp" and many
others. Its playground is also open to the community during all non -school hours year
round.
Families and community members create a unique relationship by volunteering over
1450 hours each year to help keep tuition costs at a minimum, create memorable
community gatherings, and to keep the school running smoothly.
For many Swan School students, recess is the highlight of their school day. The Swan
playground is not like others in the area. Its focus is on interactive and creative play. If
you were to visit, you would find the expected swing set and play structures with
monkey bars and slides, but you would. also see stations that help students practice
critical thinking, building, problem solving, experimentation, and fun. If you were to visit
during recess, you would witness teachers and staff encouraging students to take risks
physically and emotionally - from braving the climbing wall to working out a fairy dispute.
Adults are there to support the kids in solving their own problems and exploring and
experimenting with their world.
The playground is in constant motion and evolution. It requires a considerable amount
of care and upkeep from everyone involved. Parent volunteers fix wobbly boards, kids
participate in "recess clean up", teachers rake gravel, administrators maintain tools in
the makerspace, etc. Most recently, the much beloved big twisty slide broke. As you
know, a slide is a staple for most playgrounds and this one is sorely missed.
Swan School is requesting funds to replace the slide and purchase two loads of
playground gravel to fill in the fall zone underneath. We believe this slide is
quintessential to children's happiness for all kids who use the playground.
Sarah Grossman of JUMP! Has advised Swan School on the best slide options and
ways to find community funding matches. The team has reviewed Jefferson County's
"Handbook for Public Playground Safety". We have been working with GameTime,
Rainbow Swing Set Co, and Outdoor Play northwest for slide estimates that come out to
nearly $5000. We have scheduled consultations with them for exact estimates later this
month.
We recognize this grant program is able to give -a maximum of $2,000. This will not be
enough to cover the whole project. Swan School will pay the remaining balance through
community donations. Once grant funding and matches are received, bids will be
evaluated, the slide will be purchased, delivered, and installed. It is estimated that the
slide will take 3 - 6 weeks to arrive. Playground gravel will be ordered and delivered by
Shold's Excavating (about one week) staff and volunteers will spread it around the new
slide. School will be out of session from mid December until mid January. The slide
might be delivered within the break. If that's the case, we plan to install and fill in the
new year.
Once school has started again we will host a slide celebration with a ribbon -cutting,
thanks to Jefferson County Board of Commissioners, acknowledgment of volunteers
and number of work hours gifted, lots of laughter, and play!
References
Laurel Zeeman Swan School board Chair laurel a�swanschool.org
Eron Berg- Port of Port Townsend eron Woortofot.com
Nick Schlesinger - The ReCyclery Programs Mngr hickO yclerv.ora
Budget
Open Spiral Slide with Installation: $5,000
Two Loads of Gravel and delivery: $950
Total: $5,950
5,vvav? ��vd
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
CONSENT AGENDA REQUEST
TO: Board of County Commissioners
FROM: Commissioner Heidi Eisenhour
Amanda Christofferson, Grants Administrator
DATE:
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:
Josh et rs, County Administrator Date
CONTRACT REVIEW FORM
(INSTRUCTIONS ARE ON THE NEXT PAGE)
Clear Form
CONTRACT WITH: Thriving Communities Grant Awardees
Contract For: TC Grant Award
COUNTY DEPARTMENT: Auditors Office
Contact Person: Amanda Christofferson
Contact Phone: 360-385-9232
Contact email: amchristofferson@co.jefferson.wa.us
AMOUNT: $500.00
Revenue: $500.00 .
Expenditure:
Matching Funds Required:
Sources(s) of Matching Funds
Fund # cs _
Munis Org/Obj CS57121-410571
Contract No: TC Award SwanSchool
Term: Execution - December 31, 2026
PROCESS: Exempt from Bid Process
_ Cooperative Purchase
_ Competitive Sealed Bid
Small Works Roster
Vendor List Bid
RFP or RFQ
Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES COMPLIANCE WITH JCC 3.55.080 AND CHAPTER 42.23 RCW.
CERTIFIED:
N/A:
.N� t�_i�i2Gdt8�lrrUt ddyL
4/8/2026
Signature
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: E]
/
C—��s��
_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
PROSECUTING ATTORNEY(IF REQUIRED).
STEP 6: CONTRACTOR SIGNS
STEP 7: SUBMIT TO BOCC FOR -APPROVAL
RISK MANAGEMENT AND