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HomeMy WebLinkAboutCONSENT Thriving Communities Chime In ohlint, In - JEFFERSON COUNTY ��1 jetnf5 BOARD OF COUNTY COMMISSIONERS 5 CONSENT AGENDA REQUEST TO: Board of County Commissioners FROM: Commissioner Heidi Eisenhour Amanda Christofferson,Grants Administrator DATE: 1 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: (7)erp Josh . Peters, County Administrator Date CONTRACT REVIEW FORM Clear Form (INSTRUCTIONS ARE ON THE NEXT PAGE) CONTRACT WITH: Thriving Communities Grant Awardees Contract No: TC Award CHIME IN-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: $1500.00 PROCESS: Exempt from Bid Process Revenue: _ Cooperative Purchase Expenditure: $ 1 5 0 0.0 0 Competitive Sealed Bid Matching Funds Required: _ Small Works Roster Sources(s) of Matching Funds Vendor List Bid Fund # 001.068."Community Services" n RFP or RFQ Munis Org/Obj 001.068.57121-410571 ✓ Other: Grant APPROVAL STEPS: STEP 1: DEPARTMENT CERTIFIES COMPLIANCE WITH JCC 3.55.080 AND CHAPTER 42.23 RCW. CERTIFIED: N/A:n r2hCL/ 4y 5/15/2026 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: Ei N/A: fl �k� (� -d � _5/15/2026 Signature Date STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche): Electronically approved by Risk Management on 5/26/2026. STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche): Electronically approved as to form by PAO on 5/22/2026. DPA Luther reviewed and approved on 5/22/26. It is unclear why the grant award is not being provided directly to the school, but that does not defeat the legal sufficiency of the 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 • AGREEMENT FOR 2026 THRIVING COMMUNITIES SMALL GRANT FUNDING FOR CHIME IN This Agreement is by and between Jefferson County, Washington (the COUNTY) and ("CHIME IN"). WHEREAS, CHIME IN is a non-profit corporation registered with the Secretary of State of the State of Washington under TIN number 88-3970262; 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 fiend 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, CHIME IN submitted a qualified TC proposal to the Jefferson County Board of Commissioners(BoCC); WHEREAS,CHIME IN's qualified proposal contains an evaluation plan with criteria; WHEREAS,the BoCC staff reviewed and recommended funding all or part of CHIME IN's qualified proposal; WHEREAS, the BoCC reviewed the staff recommendation for funding all or part of CHIME IN'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. CHIME IN 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 CHIME IN'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 CHIME IN a. No later than January 31, 2027, CHIME IN 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. CHIME IN shall maintain books, records, documents and other evidence that sufficiently and properly reflect all direct and indirect costs expended by it to perform this Thriving Communities Grant Award Agreement for CHIME IN Page 1 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 CHIME IN to the COUNTY, shall remain the property of the CHIME IN,unless otherwise agreed. 3. RESPONSIBILITY OF JEFFERSON COUNTY a. The COUNTY shall provide CHIME IN $1500.00 in funding from the Thriving Communities small grant to be used in support CHIME IN'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. CHIME IN 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, CHIME IN 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. CHIME IN 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 CHIME IN's negligence or breach of an of its obligations under this Agreement; provided that nothing herein shall require CHIME IN 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 Thriving Communities Grant Award Agreement for CHIME IN Page 2 (and their marital communities), and; provided further that if the claims or suits are caused by or result from the concurrent negligence of: (a) CHIME IN'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 CHIME IN's negligence, or the negligence of CHIME IN's agents or employees. b. CHIME IN specifically assumes potential liability for actions brought against the COUNTY by CHIME IN's employees, including all other persons engaged in the performance of any work or service required of CHIME IN under this Agreement and, solely for the purpose of this indemnification and defense, CHIME IN specifically waives any immunity under the state industrial insurance law, Title 51 RCW. CHIME IN recognize that this waiver was specifically entered into pursuant to provisions of RCW 4.24.115 and was subject of mutual negotiation. 8. INSURANCE CHIME IN shall obtain and keep in force during the term of this Agreement the following insurance: a. Commercial General Liability Insurance. CHIME IN 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). CHIME IN 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. CHIME IN and the COUNTY agree that CHIME IN 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 CHIME IN nor any employee of CHIME IN 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 CHIME IN, or any employee,representative, agent or subcontractor of CHIME IN. e. CHIME IN 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 CHIME IN Page 3 10. SUBCONTRACTING REQUIREMENTS a. CHIME IN Owns Contract Performance. CHIME IN 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. CHIME IN assumes responsibility for all liability for the actions and quality of services performed by any subcontractor. b. Subcontractor Disputes. Any dispute arising between CHIME IN 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, CHIME IN, 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 CHIME IN 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. 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 Thriving Communities Grant Award Agreement for CHIME IN Page 4 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. CHIME IN consents to the personal jurisdiction of the courts of the State of Washington. 15. DISCRIMINATION PROHIBITED CHIME IN 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 CHIME IN 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, CHIME IN 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. CHIME IN further agrees that upon receipt of any written public record request, CHIME IN 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 CHIME IN 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, CHIME IN shall maintain documented proof of payments made, contracts executed and other expenditures authorized under your Agreement with COUNTY. b. Upon reasonable notice, CHIME IN shall provide access to the COUNTY or State representatives to audit records related to the funds provided to CHIME IN 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. Thriving Communities Grant Award Agreement for CHIME IN Page 5 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 CHIME IN Page 6 JEFFERSON COUNTY WASHINGTON CHIME IN Board of COUNTY Commissioners Jefferson COUNTY, Washington By: Signature By: -- Heidi Eisenhour, Chair Date Name: Title: By: 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: �� 05/22/2026 Jeremiah :.Liner, Date Civil Deputy Prosecuting Attorney Thriving Communities Grant Award Agreement for CHIME IN Page 7 EXHIBIT A-SCOPE OF WORK CHIME IN has been awarded $1500.00 (the "Final TC Award"), after recommendation by the TC staff. CHIME IN shall use the Final TC Award consistently with its response to the request for proposal submitted. A true and correct copy of the CHIME IN's response to the request for proposal is attached as Exhibit C. Thriving Communities Grant Award Agreement for CHIME IN Page 8 EXHIBIT B — BUDGET CHIME IN has been awarded $1500.00 (the "Final TC Award"), after recommendation by the TC staff. CHIME IN 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 CHIME IN's response to the request for proposal is attached as Exhibit C. Applicant: CHIME IN Contact: Daniel Ferland, Jackson Colcord Address: PO BOX 631, Chimacum, WA 98325 Phone: Email: Daniel Ferland@csd49.org,jajackson21@gmail.com Thriving Communities Grant Award Agreement for CHIME IN Page 9 Exhibit C CHIME IN'S PROPOSAL Request for Proposal (RFP)starts after this page Thriving Communities Grant Award Agreement for CHIME IN Page 10 RECEIVED Z 4 2025 Chimacum Band Boosters If FFf:RSUNCOUNTY COMMISSIONERS Project Title:Jefferson County to the Nation's Stage: Building Belonging Through Music Funding Requested: $2,000 Primary Contact: Daniel Ferland I Daniet_Eerlandacsd49 rg 1360-301-9816 1) Project Overview In 2026,the Chimacum High School Band will represent the entire State of Washington at the 250th Anniversary of the United States Parade in Washington, D.C.—the only band in the state to receive this invitation.This once-in-a-lifetime opportunity is a source of immense pride for Jefferson County, showcasing our rural students'talent, perseverance, and community spirit on a national stage. However, our small,economically diverse community must raise roughly$100,000 to make full participation possible.This County grant of$2,000 will directly support local community engagement and equity-focused preparation,ensuring that every student, regardless of family income,can take part in this historic moment.Through inclusive events, local performances,and public outreach,this project strengthens belonging and shared pride across Jefferson County while connecting our youth to the broader American story.This project will strengthen Jefferson County's sense of belonging and show the nation the heart of rural communities,where every student's music becomes a voice for us all. 2) Project Scope Statement Project Timeline(2025-2026) •Q4:"November 10`',2025-Veterans Day Assembly Announcement." -Community at large and students will learn they were selected. •Q1/Q2: Public rehearsals, showcases,continued fundraising,community events such as Rhody Fest, Irrigation Fest,and community outreach. •Q3: Band travels to Washington,D.C.for national performance. • Q4: Homecoming Celebration and local appreciation events. Grant-Funded Activities: •Accessibility and inclusion support our children grade 7-12 from all backgrounds and economic opportunities. • Local venues, printing, and sound for public performances. •Student uniforms,travel, lodging,and meals while on the 4 day trip to D.C. • Media and outreach highlighting Jefferson County's representation. 3)Organization Profile The Chimacum Band Boosters is a Jefferson County-based 501(c)(3) nonprofit that supports the Chimacum School District's music education program,which has faced years of budget cuts.We empower students through music, leadership, and service while fostering community pride.We coordinate fundraising, provide logistical support, and ensure equitable participation for every student. 4)Project Budget* Category Description Cost Inclusion &Equity Fund Assistance for lower- $1,200 income students (uniform, meals, travel deposits) Community Events venues, sound, printing, $500 insurance, permits Outreach &Access Extends engagement to $300 Spanish-speaking families and residents with disabilities Total County Grant Request $2,000 *full budget attached 5)Evaluation Plan We will track outcomes at each milestone and submit a final report by December 2026. Key Metrics: •>30 students financially supported • >1,000 residents attending events •>85%of attendees feel proud and connected • >50 community volunteers engaged • Documented media coverage and social reach through both traditional media and social media 6) References 1)Scott Mauk-Superintendent,Chimacum School District 2)Ryan Stevens-Chimacum Jr/Sr High School Principal 3) Kelly Watson-Pie Principal and Career Education Director 7)Awareness&Compliance Diversity&Inclusion: Focused on rural, low-income, and diverse youth participation. LHI MAC U/Iq 91 West Chim cum WA98325 O SC.µ001 DISTRICT J P: 360.302.5890 frit t F:360.732.4336 \ WWW.CSD49.ORG 0 October 24, 2025 Jefferson County Board of Commissioners Thriving Communities Small Grants Program Dear Commissioners, On behalf of the Chimacum School District, I could not be prouder to offer this letter of support for the Chimacum Cowboy Marching Band's participation in the 250th Birthday Independence Day Parade in Washington, D.C. As a small, rural district where traditions run deep and community connection is one of our greatest strengths. For more than six decades, the Chimacum Cowboy Marching Band has been a source of pride and continuity. It brings students, families, and neighbors together through music, disciplined teamwork, and spirited performance. Many of our Cowboy alumni remember their special years in the band as formative, and today's students carry that legacy forward with the same dedication and joy. Participation in the parade is more than a performance opportunity; it's a chance for our Jefferson County students to contribute to a cherished national celebration, showcase their hard work, and represent our community with excellence. The experience aligns with our district's promise that every student is known by name, strength, and need in order to learn, dream, and become. Thank you for supporting the Chimacum Marching Band for this year's once-in-a-lifetime opportunity. I think I can safely say that I speak for the entire Chimacum community when I say we are honored and proud to be in the 250th Birthday parade. We appreciate the commitment to support our being part of the nation's celebration. If you need any additional information, please feel free to contact me. With app",re iation Dr. colt Mauk Superintendent, Chimacum School District DEEP ROOTS BROAD HORIZONS cirklIVIACum JUNIOR/SENIOR HIGH so-IOOI DISTRIcr SCHOOL 91 West Valley Rd,PO Box 278 Chimacum,WA98325 O P: 360.302.5900 F:360.732.72.7359 O WWW.CSD49.ORG/CJSHS '©"• Letter of Recommendation To Whom It May Concern: It is with great enthusiasm that I write this letter in strong support of the Chimacum Cowboy Band. This exceptional group of young musicians has consistently demonstrated excellence,dedication, and a level of achievement that far exceeds expectations. The band's competitive record speaks for itself.They have earned placement in the top three at every contest they have entered, a remarkable testament to their skill and commitment. Perhaps most impressively,they have successfully competed against and defeated large comprehensive high schools—schools with significantly greater resources and larger student populations. This achievement underscores the extraordinary talent and hard work of these students and their directors. Beyond their competitive success, the Chimacum Cowboy Band has become a source of tremendous pride for our entire community. They represent the best of what young people can accomplish through discipline, teamwork,and artistic excellence. Their performances bring our community together and showcase the caliber of education and character development happening in our schools. The band now has the opportunity to represent our community at our nation's 250th birthday celebration in Washington, D.C.—a once-in-a-lifetime honor that would be a fitting recognition of their achievements.This trip would not only reward their past accomplishments but also provide an invaluable educational and patriotic experience for these students. I wholeheartedly recommend providing support for the Chimacum Cowboy Band as they strive to participate in this historic national celebration. They have earned this opportunity through their dedication and excellence, and they will undoubtedly represent our community with distinction on this momentous occasion. Sincer111, "Seretr. Chimacum Junior Senior High School Principal 10/24/25 DEEP ROOTS BROAD HORIZONS:IONS LF11MACUM JUNIOR/SENIOR HIGH SCHOOL DISTRICT SCHOOL 91 West Valley Rd,PO Box .t > 278 Chimacum,WA 98325 PF: 360.302.5900. 2.73 O F:360.732.7359 WWW.CSD49.ORG/GSHS 0 October 24, 2025 Jefferson County Board of Commissioners Thriving Communities Small Grants Program To whom it may concern, It is with great enthusiasm that I write to recommend the Chimacum Senior High School Band for the Thriving Communities Small Grants Program. Our program has been selected to represent Washington State in the upcoming National Independence Day Parade. This exceptional ensemble exemplifies musical excellence, community spirit and dedication— qualities that make them an outstanding ambassador for our community. The Chimacum Senior High School Band has consistently demonstrated superior musicianship and professionalism. Under the skilled direction of their band director, Daniel Felrand, the group has achieved remarkable success in regional and state competitions, earning accolades that reflect their hard work and talent. Beyond their technical skill, the band embodies that spirit of teamwork and perseverance, inspiring audiences with vibrant performance. Moreover,the band's commitment to community engagement is exemplary. They regularly perform at local events,fostering a strong connection between the school and the greater Chimacum community. Their participation in civic activities exemplifies the values of patriotism and unity, making them an ideal representative for the National Independence Day Parade. I am confident the Chimacum Senior High School Band will bring energy, pride and a high level of artistry to the parade, showcasing the best of Washington State's youth and cultural spirit. I wholeheartedly support this program and urge you to consider them favorably. Thank you for your time and consideration. Please feel free to contact me if you require any further information. Kelley Watson Pie Principal and Career Education Director Chimacum School District