HomeMy WebLinkAboutCONSENT Hall rental for Master Gardener class JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
CONSENT AGENDA REQUEST
TO: Board of County Commissioners
Josh Peters, County Administrator
FROM: Bridget Gregg, WSU Jefferson County Extension, bridget.gregg@wsu.edu;
DATE: 08/17/2026
SUBJECT: MG26.01 Quimper Grange Rental Contract for Master Gardener Sponsored
Community Presentation by Oregon State University Researcher, James Cassidy,
"It's ALL about Soil!"
STATEMENT OF ISSUE: Rental Contract for Quimper Grange. Purpose: Enhance countywide knowledge of
the critical role healthy soils play in supporting agriculture, environmental quality, and ecosystem
health.
ANALYSIS: Needing access to classroom space for Port Townsend outreach/education
FISCAL IMPACT: Cost $165; $100 will be refunded after the event.
RECOMMENDATION: I, Bridget Gregg, recommend the BOCC approves this contract for the use of the
facility.
REVIEWED BY:
),,v tl=) /-7 (G
Josh" Peters, County Administrator Date
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: Quimper Grange#720 Contract No: MG26.01
Contract For: Hall Rental Term: 9/3/2026
COUNTY DEPARTMENT: Jefferson County Extension
Contact Person: Bridget Gregg,Amit Sharma,Owen Rowe
Contact Phone: 360 379-5610 x 210
Contact email: bridget.gregg@wsu.edu,amit.sharmal@wsu.edu,orowe@co.jefferson.wa.us
PROCESS: —
AMOUNT: $165 Exempt from Bid Process
Revenue: Cooperative Purchase
Expenditure: $165 — Competitive Sealed Bid
Matching Funds Required: Small Works Roster
Sources(s) of Matching Funds Vendor List Bid
Fund# 108 RFP or RFQ
Munis Org/Obj 10857124.310000 Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES COMP ANC ITH J'j(;C'3.55.080 AND CHAPTER 42.23 RCW.
CERTIFIED: fl N/A:fl v ,�� z-/40/72 G
ign a % ate
STEP 2: DEPARTMENT CERTIFIES THE PE SON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT BEEN DEB RRED BY ANY FEDERAL, STATE, OR LOCAL
AGENCY.
CERTIFIED: 1-1 N/A:
i ature Date
STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche):
Electronically approved by Risk Management on 8/6/2026.
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 8/4/2026.
DPA Luther reviewed and approved on 8/4/2026.
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
QUIMPER GRANGE# 720
2026 HALL RENTAL AGREEMENT
Rental agreement made between Quimper Grange# 720 ("Grange" "Owner") and WSU Jefferson
County Extension Master Gardener ("Renter") this date: 08/03/26. The parties agree:
1. Rental of Quimper Grange Hall: Grange hereby rents to Renter, and Renter rents from Grange, the
Quimper Grange Hall, its contents and parking lot, hereafter"the premises", located at 1219 Corona
Ave, Port Townsend, Washington, for the period
from 4:30P to_8:30P_on September 3rd_2026
2. Payment by Renter: At time of signing this agreement Renter shall provide Grange with one check
to include: $_65_ for the rental period, and $_100.00_as cleaning/damage deposit, subject to
paragraph (7) below.
3. Purposes: The Grange Hall shall be used by Renter solely for the purpose of the event_"It's All
About Soil"_. Renter shall not use or allow use of the Grange Hall nor its premises for any other
purpose or in violation of any law, ordinance, or governmental regulation, or for any purpose or in any
manner hazardous to the Grange Hall or unsafe to any occupants.
4. Condition: Renter acknowledges that Renter has examined the premises, is satisfied with the
condition thereof, and relies completely upon such examination, and not upon any representation or
promise of Grange or any other person in renting the Grange Hall.
5. Responsibility: Renter shall maintain order throughout the rental period and shall not engage in or
allow others to engage in any action or conduct in the Grange Hall or on its premises which may
cause harm, injury, or damage to persons or property. No smoking/vaping is allowed in the Hall or
on the premises.
6. Permits: Renter shall secure from the public agencies having jurisdiction any permit (such as a
Banquet Permit) required for the activity or purpose for which the Grange Hall or its premises are to
be used and shall pay any related cost or fee required in advance for such permit. Check the
Washington Liquor & Cannabis Board Online Banquet Permit to see if your event needs a permit
(https://lcb.wa.gov/licensing/online-banquet-permit). A copy of this permit must be submitted to the
Grange as well as be posted at the event. No sale of alcohol is permitted on the premises.
7. Return of Cleaning/Damage Deposit: Renter shall return the premises to the Grange at the end of
the rental period in the same condition as at commencement of the rental period. The completed
Checklist must be signed and placed in the envelope provided in the kitchen. Within two weeks of the
event, the Grange will mail a refund of the deposit, providing no cleaning or repair needs to be
performed after the rental. If the rental results in damage or need for excessive cleaning, the Renter
shall be liable to the Grange for the amount of such cleaning/damage. The Grange will apply the
cleaning/damage deposit, and refund any excess to the Renter. If cleaning/damage exceeds the
amount of the deposit, upon written demand of Grange, the Renter shall promptly pay to Grange the
amount of excess damage/cleaning.
8. Hold Harmless: Renter shall defend, indemnify, and hold Grange completely harmless with respect
to any and all claims or demands which may arise out of the use of the premises by Renter and
Renter's invitees.
9. Nighttime Events: All activity must cease by 11:00 pm out of consideration of our neighbors.
Grange Hall Rental Agreement Page 1 Rev Jan 2V16
10. Cancellation Policy: $25 administration fee. Remaining amount: 30+ days - all of the remaining
amount; 1-4 weeks - 50% of the remaining amount; under 1 week — no refund. Postponement rather
than cancellation can be discussed.
11. Documents: All paperwork required by this agreement may be mailed to Quimper Grange, 1219
Corona Ave, Port Townsend, WA 98368, or drop into the locking mailbox located at Silver& 32nd Sts,
12. Legal Fees, Costs, and Venue: If a dispute arises over the performance of this agreement, and
Grange initiates a lawsuit against Renter to recover damages, in addition to any amount awarded for
damages, Grange shall be entitled to an award of its attorney fees and costs. Regardless of Renter's
residence, the exclusive venue for such suit shall be solely in the Courts of Jefferson County, WA.
13. Additional Terms (if any, describe here):
Renter Initials Owner Initials
14. Entire Agreement; Modification: This contains the entire agreement and understanding between the
parties relating to the Grange Hall and its premises. No modification or claimed waiver shall be binding
upon any of the parties unless in writing made after the date hereof making specific reference to this
agreement and signed by the Grange and the Renter.
RENTER: Amit Sharma Jefferson County /WSU Jefferson County Extension
Printed Name Organization (if any)
Signature
121 Oak Bay Road Port Hadlock WA 98339
Address City State Zip
360-379-5610x210 Telephone(s) amit.sharmal @wsu.edu Email
BACKUP CONTACT: Bridget Gregg Name 360-531-0413 Telephone
Approved as to Form Only 08-04-2026
Jeremi ut r/ Civil Deputy Prosecuting Attorney
GRANGE: Quimper Grange#720
Rental Representative: Signature:
NOTE: If Different Than Above, return deposit to:
Pay To:
Mail To :
Address City State Zip
Grange Hall Rental Agreement Page 2 Rea Jan 2026
Keep the following pages for your information!
Return pages 1 and 2 of the signed agreement with one check to include both rental and
cleaning/damage amounts to: Quimper Grange, 1219 Corona Ave, Port Townsend 98368. Make all
checks payable to Quimper Grange #720. Place into the locked mailbox at Silver and 32td Streets.
The key code will be provided via email 2-3 days before rental. The key lockbox is near the ramp
access door.
Maximum Capacity: The main hall is 30 x 50, plus a basic kitchen and two restrooms. One door has
ramp access. Do not exceed:
216 persons standing
100 persons with tables and chairs
• Rental Fees (include your setup and clean up time):
Up to 4 hours: $85.00
From 4 to 8 hours: $160.00
From 8 to 12 hours: $210.00
• Rates for recurring classes or events that occur at least monthly:
1 - 2 hours: $45 2 - 3 hours: $55 3 -4 hours: $65
• Quimper Grange members receive a 25% discount for private events where no admission fee is
charged.
If you wish your public event to be listed on our online calendar(www.quimperqranqe.com), send the
following information to quimpergrange(a gmail.com:
*Starting time and ending time (this will be different from your rental times.) *Speaker or activity;
*Brief description of the event; *Admission Fee/Suggested Donation; *Contact information.
Be considerate of our neighbors:
Quimper Grange is located in a residential neighborhood. Please remain on Grange property and
keep any noise you make inside the hall, including sound systems. Children brought to events must
be supervised at all times. The premises will be vacated by 11:00 p.m.
How to receive your cleaning/damage deposit back:
Attached is a Checklist for your use. The building must be clean for the next renter or a cleaning fee
will be withheld. There are extra checklists in the kitchen.
Special note on the thermostat:
We try to have the thermostat set at an appropriate level for your event. If it is not right for you, please
use only the up and down arrows (on the upper right) to adjust the temperature. Do not use the other
buttons on the thermostat. When you leave, use the buttons to set the temperature at 60.
NOTICE: Our heat comes from the radiant electric heaters up near the ceiling. They get hot!
Thanks for renting the Quimper Grange Hall. We want the hall to be used by our community, so tell
your friends. The more use the hall gets, the more funds will be available to make continuing
improvements. Quimper Grange is available for your get-togethers, meetings, concerts, parties,
presentations, and classes. To rent the hall text, call, or email the Rental Committee. We should
respond within 24 hours.
360.531.0326 quimpergrange(a)_qmail.com
Grange Hall Rental Agreement Page 3 Rev Jan 2026
Quimper Grange - Return of Cleaning/Damage Deposit Checklist
Initial each section to confirm completion
Walls& NEVER use glitter Nor Confetti! Use blue or green masking tape only. Use of
Decoration other tape, nails, staples, tacks, screws, and glitter will result in forfeit of part or all
of damage deposit. Temporary hooks are provided to hang lightweight pieces on
the molding below the electric heaters (hot, use caution). Replace into the cup in
the kitchen when done.
Tables& Use clean rags* under the sink for all cleaning. Wipe table surfaces before returning
Chairs to original locations. Hang folding chairs in the closet. The remaining chairs line up
along the sides of the hall. Do not stack chairs.
Refrigerator IF USED - Remove all your food and wipe the inside clean.
Stove, Sink, IF USED - Clean all spills in the oven or on top of the stove thoroughly. Wash
Counters and dry the counters and sinks. Empty food scraps from the drain or drain
basket.
Dishes IF USED - Wash with hot soapy water, rinse, then dip in 5% bleach water. Dry
and put away ALL the dishes your group uses. Dish towels* are in the cupboard
across from sinks.
Floors Main Hall: Wipe up spills with a water-dampened rag*, and DRY* the area. Use the
long-handled microfiber sweeper (closet) to sweep, including under chairs. DO NOT
use Swiffer pads on main hall flooring.
Bathroom & Kitchen: If you need to wet mop the kitchen or bathrooms, use Swiffer
pads under the kitchen sink.
Restrooms Flush both toilets and don't leave water dripping. Use clorox wipes on the sink, toilet
seat, rim & base. Leave restroom doors open for ventilation and freeze protection.
Empty trash baskets.
Garbage Take all garbage with you at the end of your event. Put your garbage in plastic
bags; replace kitchen bags with spares from the kitchen counter.
Windows Close windows and lower all shades.
Lights Return all lighting to its original position (ie: don't pull the strings unless you turn the
lights back on before you leave). Ramp access overhead light is a motion detector
and should remain on, taped up in the `on' position. Restroom lights and fans will
turn off automatically. Do not turn the outdoor light timer switch backwards.
Heat& Turn the thermostat to 60 when you leave, using only the up or down arrows. Turn off
Fans the air handler fans.
_Key Replace the key in the lock box outside the ramp door. Thank you!
* Place all used rags/linens in the basket next to the stove for laundering.
Renter: Rental Date: Checklist completed:
(PRINT) 1 INI IAI..)
For any questions -text/call the Rental Committee. 360.531.0326
Grange Hall Rental Agreement Page 4 Rev Jan 2026