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HomeMy WebLinkAboutThriving Communities Grant Awardees Port Ludlow Village Council - 050526 AGREEMENT FOR 2026 THRIVING COMMUNITIES SMALL GRANT FUNDING FOR PORT LUDLOW VILLAGE COUNCIL This Agreement is by and between Jefferson County,Washington(the COUNTY) and PORT LUDLOW VILLAGE COUNCIL("PORT LUDLOW VILLAGE COUNCIL"). WHEREAS, PORT LUDLOW VILLAGE COUNCIL is a non-profit corporation registered with the Secretary of State of the State of Washington under UBI number 91-2000400; 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 VILLAGE COUNCIL submitted a qualified TC proposal to the Jefferson County Board of Commissioners (BoCC); WHEREAS, PORT LUDLOW VILLAGE COUNCIL'S qualified proposal contains an evaluation plan with criteria; WHEREAS, the BoCC staff reviewed and recommended funding all or part of PORT LUDLOW VILLAGE COUNCIL's qualified proposal; WHEREAS, the BoCC reviewed the staff recommendation for funding all or part of PORT LUDLOW VILLAGE COUNCIL'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 VILLAGE COUNCIL 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 VILLAGE COUNCIL'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 VILLAGE COUNCIL'S Page 1 2. RESPONSIBILITIES OF PORT LUDLOW VILLAGE COUNCIL a. No later than January 31, 2027, PORT LUDLOW VILLAGE COUNCIL 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 VILLAGE COUNCIL 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 VILLAGE COUNCIL to the COUNTY, shall remain the property of the PORT LUDLOW VILLAGE COUNCIL, unless otherwise agreed. 3. RESPONSIBILITY OF JEFFERSON COUNTY a. The COUNTY shall provide PORT LUDLOW VILLAGE COUNCIL $500.00 in funding from the Thriving Communities small grant to be used in support PORT LUDLOW VILLAGE COUNCIL'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. PORT LUDLOW VILLAGE COUNCIL 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 VILLAGE COUNCIL 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 VILLAGE COUNCIL'S Page 2 7. HOLD HARMLESS a. PORT LUDLOW VILLAGE COUNCIL 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 VILLAGE COUNCIL's negligence or breach of an of its obligations under this Agreement; provided that nothing herein shall require PORT LUDLOW VILLAGE COUNCIL 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 VILLAGE COUNCIL'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 VILLAGE COUNCIL's negligence, or the negligence of PORT LUDLOW VILLAGE COUNCIL's agents or employees. b. PORT LUDLOW VILLAGE COUNCIL specifically assumes potential liability for actions brought against the COUNTY by PORT LUDLOW VILLAGE COUNCIL's employees, including all other persons engaged in the performance of any work or service required of PORT LUDLOW VILLAGE COUNCIL under this Agreement and, solely for the purpose of this indemnification and defense, PORT LUDLOW VILLAGE COUNCIL specifically waives any immunity under the state industrial insurance law, Title 51 RCW. PORT LUDLOW VILLAGE COUNCIL 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 VILLAGE COUNCIL shall obtain and keep in force during the term of this Agreement the following insurance: a. Commercial General Liability Insurance. PORT LUDLOW VILLAGE COUNCIL 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 VILLAGE COUNCIL 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 VILLAGE COUNCIL'S Page 3 9. INDEPENDENT CONTRACTOR a. PORT LUDLOW VILLAGE COUNCIL and the COUNTY agree that PORT LUDLOW VILLAGE COUNCIL 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 VILLAGE COUNCIL nor any employee of PORT LUDLOW VILLAGE COUNCIL 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 VILLAGE COUNCIL, or any employee, representative, agent or subcontractor of PORT LUDLOW VILLAGE COUNCIL. e. PORT LUDLOW VILLAGE COUNCIL 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 VILLAGE COUNCIL'S Page 4 10. SUBCONTRACTING REQUIREMENTS a. PORT LUDLOW VILLAGE COUNCIL Owns Contract Performance. PORT LUDLOW VILLAGE COUNCIL 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 Village Council 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 VILLAGE COUNCIL 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 VILLAGE COUNCIL, 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 VILLAGE COUNCIL 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 VILLAGE COUNCIL'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 VILLAGE COUNCIL consents to the personal jurisdiction of the courts of the State of Washington. 15. DISCRIMINATION PROHIBITED PORT LUDLOW VILLAGE COUNCIL 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 VILLAGE COUNCIL 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 VILLAGE COUNCIL 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 VILLAGE COUNCIL further agrees that upon receipt of any written public record request, PORT LUDLOW VILLAGE COUNCIL 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 VILLAGE COUNCIL 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 VILLAGE COUNCIL shall maintain documented proof of payments made, contracts executed and other expenditures authorized under your Agreement with COUNTY. b. Upon reasonable notice, PORT LUDLOW VILLAGE COUNCIL shall provide access to the COUNTY or State representatives to audit records related to the funds provided to PORT LUDLOW VILLAGE COUNCIL under this Agreement. Thriving Communities Grant Award Agreement for PORT LUDLOW VILLAGE COUNCIL'S Page 6 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 VILLAGE COUNCIL'S Page 7 JEFFERSON COUNTY WASHINGTON PORT LUDLOW VILLAGE COUNCIL Board of COUNTY Commissioners Jeffers.n COUNTY, Washington L /o�'n3 By: on - ' B • 7 112,s' Signature p Heidi Eisenh•� ali Date Name: 01°410By: , C1 7/ Title: t - :�herton, Member at Date: B pod! . , iudley-Nollette,Membe Dat- ,,,,,,, SEAL: ,o,''FFE.Rsp y'' ••o�nMISS,o�'0 61 1. • ATTEST: '-,,0 ''' .....••' O`er.'` wASHIN° c/o/24. ar Gallaway, CAC Date Cler f the Board Approved as to form only: 4111, 04/16/2026 ' - - _rn` - Date Jeremiah B. Luther, Deputy Prosecuting Attorney Thriving Communities Grant Award Agreement for PORT LUDLOW VILLAGE COUNCIL'S Page 8 JEFFERSON COUNTY WASHINGTON PORT LUDLOW VILLAGE COUNCIL Board of COUNTY Commissioners Jeffe .n COUNTY,Washington 1 By: °Ls! 7 `� l�' Signature B �` Heidi Eisenh• Date Name: (7 E C 1 k Lu n c By: , i►/1 PA lip (1 7 ._Title: ^tom,L vc Lt' s - herton,Member at Date: S/161/A (o Bett, / 1 ' . 'j udley-Nollette,Membe Date SEAL: ;` tiF,.• �' �.G0�,IMISS�O.FQ VI ATTEST: 's o ........ �A SN ING 0/'' ``4ttttt111Ntttt`,' //2,C0 ar Gallaway,j-Ifk— Date Cler f the Board Approved as to form only: 04/16/2026 Date Jeremiah B.Luther, Deputy Prosecuting Attorney Thriving Communities Grant Award Agreement for PORT LUDLOW VILLAGE COUNCIL'S Page 8 EXHIBIT A- SCOPE OF WORK PORT LUDLOW VILLAGE COUNCIL has been awarded $500.00 (the "Final TC Award"), after recommendation by the TC staff. Port Ludlow Village Council 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 VILLAGE COUNCIL's response to the request for proposal is attached as Exhibit C. Thriving Communities Grant Award Agreement for PORT LUDLOW VILLAGE COUNCIL'S Page 9 EXHIBIT B—BUDGET PORT LUDLOW VILLAGE COUNCIL has been awarded$500.00 (the"Final TC Award"), after recommendation by the TC staff Port Ludlow Village Council 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 VILLAGE COUNCIL's response to the request for proposal is attached as Exhibit C. Applicant: Port Ludlow Village Council Contact: Gary Hammond Address: P.O. Box 65012, Port Ludlow, WA 98365 Phone: Email: treasurer@portludlowvillagecouncil.org Thriving Communities Grant Award Agreement for PORT LUDLOW VILLAGE COUNCIL'S Page 10 Exhibit C PORT LUDLOW VILLAGE COUNCIL'S PROPOSAL Request for Proposal(RFP) starts after this page Thriving Communities Grant Award Agreement for PORT LUDLOW VILLAGE COUNCIL'S Page 11 RECEIVED Grant Application:Community Opportunity Fair,2026 OCT 23 2025 A Port Ludlow Village Council Committee Proposal JEFFERSON COUNTY COMMISSIONERS Project Overview The Community Opportunity Fair is a biennial event organized by a non-profit 501(c)(3) committee under the Port Ludlow Village Council.The Fair serves as a dynamic platform for community engagement and connection,fostering collaboration among local organizations, service groups, and residents.The Fair encourages volunteerism in our community by showcasing many of the groups who operate in our area and extending beyond Port Ludlow.Volunteers keep communities thriving and dramatically reduce the cost for the vital mission of non profits. Community Impact The Fair has demonstrated a strong positive impact, attracting over 500 attendees in 2022 and 2024.The venue is ADA compliant, ensuring accessibility for all participants. Growing attendance and enthusiastic feedback indicate that the event effectively meets the evolving needs of the Port Ludlow community. Project Scope Scheduled for August 2026,the Fair will bring together 50-75 exhibitors under one roof for a day of networking, discovery, and fun. Exhibitors represent a broad spectrum of local clubs, organizations, sports and exercise groups, and service providers, including: • Clubs&Organizations: Book Clubs, Singing Groups, Dine &Discover, Quitters by the Bay, Pride Port Ludlow, Concerts in the Barn,Art League, Fly Fishers, US Coast Guard Auxiliary • Sports &Activities: Golfing, Pickleball,Tennis, Model Sailboats, Inner Joy Qigong,Tai Chi, Pilates, Tap Dance,Yoga,Zumba • Service Groups:AAUW, Rotary, Friends of the Library, Food Bank, Habitat for Humanity, Housing Solutions Network, Humane Society, Dove House, ECHHO,Jefferson Land Trust, Friends of Fort Flager,YMCA To address limited on-site parking,two shuttle vans provide frequent service from a larger lot located just 1.5 miles away, ensuring smooth arrival and departure for both exhibitors and attendees. Exhibitors can conveniently unload supplies before parking and shuttling back to the venue. The Fair features musical entertainment, a pickleball demonstration on the terrace, refreshments, and food trucks.Thanks to generous local donations, every participant receives a swag bag. A free raffle at the end of the Fair offers prizes such as personal training or physical therapy sessions, gift certificates to local businesses and eateries, a handmade quilt, gift baskets, gardening supplies, and a four-hour cruise for four on Ludlow Bay. Volunteer Coordination The organizing committee has developed an effective volunteer strategy: each exhibitor provides one volunteer to assist during the Fair.This collaborative model ensures adequate staffing and smooth event operations. Planning and Publicity Committee work begins with an evaluation of the previous event. Planning meetings are held bi-monthly from August to December,then monthly until the Fair.A comprehensive publicity campaign includes: • Canvas signage at strategic village locations • 8.5 x 11 flyers at local businesses • Emails to the Village Council list • Articles in The Voice magazine • Posts on Next Door and Facebook • Announcements on Homeowner Association electronic bulletin boards • Handouts at Homeowner Association front desks and select businesses Organization Profile The Community Opportunity Fair introduces attendees to a remarkable array of volunteer opportunities. Exhibitors consistently report increased volunteer recruitment as a result of their participation. Originally launched in the early 2000s as the Newcomers Open House,the event has expanded to welcome the entire community,with new exhibitors joining each cycle. Mission and Outreach The Fair's mission is to connect newcomers and long-term residents with local organizations. In addition to widespread publicity, personalized invitations (including a free raffle ticket)are sent to residents who have lived in Port Ludlow for less than two years.This targeted outreach yields a 75%attendance rate among invitees, demonstrating exceptional success in engaging newcomers. To encourage active participation, attendees can earn a free raffle ticket by collecting stamps from 16 exhibitors on their event passport. Organizational Qualifications The organizing committee brings extensive experience in non-profit management,with backgrounds in organizations such as Children's Council, Habitat for Humanity, and The Lindsay Wildlife Museum. Members also offer expertise in law, advertising, state government,writing, and graphic arts. Evaluation Plan Post-event evaluation is conducted through surveys distributed to exhibitors and participants, gathering feedback on successes and areas for improvement.The committee reviews survey results to inform future planning and ensure continuous enhancement of the Fair. References (attached following budget) • John Goldwood—Former PLVC President, 2024-2025 • Vickie Norris—Former Project Manager, Community Opportunity Fair • Diana Smeland—President, Port Ludlow Associates Project Budget Category Amount(USD) Publicity $1,200 Postage $200 Building Rental $700 Music $500 Tables ! $300 Food $200 Van Rental $150 Decorations $100 Miscellaneous Supplies $200 Total $3,550 Funding is also sought from Port Ludlow Village Council, Ludlow Maintenance Commission, South Bay Community Association, Port Ludlow Brokers,Active Life Physical Therapy, and Coldwell Banker Realty. Letter of Reference in support of 2026 Community Opportunity Fair grant proposal October 22, 2025 My name is Vickie K Norris. I reside in Port Ludlow. I was the volunteer project manager of the Community Opportunity Fair (COF) in 2022 and 2024. I write this letter in support of the grant proposal submitted by the Port Ludlow Village Council (PLVC), the primary sponsor of the COF. This event was born out of a desire to reintroduce the greater Port Ludlow community to volunteer opportunities in Jefferson County following the shut downs caused by COVID. The original COF committee, consisting of four women put their heads together and their time and effort to developed a structure for the event which worked remarkably well. County wide non- profits, clubs, classes and governmental entities were invited to showcase their organizations at the South Bay Club. Over 50 organizations participated each year. Each organization was asked to donate a volunteer to help with the fair. That's how four women were able to pull off an event that included fair branding, printing, advertising, volunteer training, a raffle, food, live music, shuttle service, feedback forms, greeters, swag bags and the booths for the exhibitors. Whew! Each year, PLVC, community businesses and clubs helped financially sponsor the COF. We were good stewards of these funds with the fair coming in under budget each year. Each year the event was well received by the community. Non-profits reported upticks in volunteers. In fact, COF got an additional committee member in 2024 from a 2022 fair attendee. Representative feedback included: "As new resident, I was blown away by all the groups to be involved in." "Very organized, clear directions, good communications." My own volunteerism throughout my life has been extensive, most recently as a Trustee of the Jefferson County Library District. (One of the COF attendees!). I was happy to be part of introducing Port Ludlow residents both new and old to the many volunteer opportunities in Jefferson County. These grant funds to COF can introduce more Jefferson County citizens to the many ways they can help out. Vickie K Norris 256 Anchor Lane Port Ludlow, WA 98365 October 22, 2025 Josh Peters County Administrator Jefferson County, Washington Dear Mr. Peters, I am writing in support of the Grant Request being submitted by Tam McDearmid to help fund the Port Ludlow Community Opportunity Fair, held every two years here in Port Ludlow. When my wife and I first moved to Port Ludlow,we had the opportunity to attend our first Community Opportunity Fair and were amazed by both the depth and breadth of volunteer opportunities we discovered. That event in 2022 led us to numerous volunteer activities that we would otherwise never have known about nor considered. In fact, I became President of Port Ludlow Village Council because of volunteering to serve on its Board of Directors. As is true for many small communities such as Port Ludlow, our ability to thrive is contingent upon sustaining, and hopefully increasing, the volunteer base that provides so many of our organizations and activities with the necessary personnel to sustain those organizations and their ongoing efforts. Although the overall budget for this event is comparatively small, the impact of this event for improving the quality of life for our residents here and for surrounding communities is great! I hope you will consider that impact as you make your decision to support their efforts. Thank you. c7 4 Ofh,oad John Goldwood 173 Greenview Lane Port Ludlow,WA 98365 • PORT LU DLOW ASSOCIATES (.LC October 22, 2025 Jefferson County Board of Commissioners Re: Support for Port Ludlow Village Council-2026 Community Opportunity Fair(Thriving Communities Small Grants Program) To the Board of Commissioners: I am writing in strong support of the Port Ludlow Village Council's(PLVC) proposal to the Thriving Communities Small Grants Program for its 2026 Community Opportunity Fair. As President of Port Ludlow Associates, I see firsthand how quickly our community grows and changes—and how vital it is to help both new residents and long-time community members connect with the many nonprofits, service clubs, and public-benefit organizations that make Port Ludlow such a special place to live. The Community Opportunity Fair is a practical, welcoming way for residents to learn what resources, programs, and volunteer opportunities exist—and equally important—for the organizations themselves to discover what each other is doing. This project aligns directly with the program's purpose to promote a sense of belonging so residents feel invited to share in our local activities and experiences. The fair's simple, proven format—tables and demonstrations from local organizations, and easy sign-up opportunities— makes it highly feasible at a modest cost. Outcomes are clear and measurable: number of participating organizations, resident attendance, volunteer sign-ups and resource referrals. From a sustainability perspective, the fair creates durable benefits beyond the event day: residents discover year-round programs; nonprofits expand their volunteer pipelines; and organizations build cross-referral pathways that strengthen service delivery county-wide. These outcomes advance Jefferson County's goals while requiring only a small monetary investment. Thank you for considering this proposal. The Community Opportunity Fair is exactly the kind of belonging-building, collaboration-forward effort the Thriving Communities Small Grants Program is designed to support. Please feel free to contact me with any questions. Sincerely, rely .x.0.44a., (cm/v(44,j_ Diana Smeland President, Port Ludlow Associates Port y.Assc)C idles I1_C 7c� fircdkrr Lint' I I'ort Ladle%\;1\-\ qt�,c ti I, .,6(,-.}37-1,10i I l \\ \\.I) 11I101cn\dy 0(idtc^,con' rLC JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS CONSENT AGENDA REQUEST TO: Board of County Commissioners FROM: Commissioner Heidi Eisenhour Amanda Christofferson,Grants Administrator DATE: May 4,2026 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 final two community organizations that the County awarded funds to. ANALYSIS: The 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: 5/4,46 Joss. Peters, County Administrator Date CONTRACT REVIEW FORM Clear Fomi (INSTRUCTIONS ARE ON THE NEXT PAGE) CONTRACT WITH: Thriving Communities Grant Awardees Contract No: TC Award Pui lLudluwVillaye 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: Cooperative Purchase Expenditure: 4 &'O e2. 00 Competitive Sealed Bid Matching Funds Required: Small Works Roster Sources(s) of Matching Funds VVeenPdoo�RLiistt Bid Fund# coi D(p'� FQ Munis Org/Obj i ✓ Other: APPROVAL STEPS: CO 1 •0 CAS• 12-l 4-1 '1--1 — STEP 1:DEPARTMENT CERTIFIES COMPLIANCE WITH JCC 3.55.080 AND CHAPTER 42.23 RCW. CERTIFIED: ] N/A:[T .A../... ��124;i&eit den. 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. /J CERTIFIED: N/A: f----_--� 4y4 (�12r,2fyo.2o-drL _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