HomeMy WebLinkAbout012615_ra02TO:
Fy RUCTi 9
DATE:
Regular Agenda
615 Sheridan Street
Port Townsend, WA 98368
www. JeffersonCountyPublicHealth.org
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
Board of County Commissioners
Philip Morley, County Administrator
Tami Pokorny, Environmental Specialist II
January 26, 2015
SUBJECT: Resolution to Begin the 2015 Conservation Futures Funding Cycle
STATEMENT OF ISSUE:
Staff requests BoCC approval of a resolution to begin the 2015 Conservation Futures Funding Cycle
including approval of program materials, setting an application period, and estimating the funds from the
Conservation Futures Fund available to new acquisition, and operation and maintenance, projects in this
cycle.
ANALYSIS /STRATEGIC GOALS/PRO'S and CON'S:
The Conservation Futures Citizen Oversight Committee (CF Committee) developed recommendations for
changes to the program's Property Acquisition and/or Operations and Maintenance Application, project
Score Sheet and Program Manual at its October 2 and November 19, 2014 meetings. Only minor changes
to the program materials are proposed and these are described in the Summary of Proposed Changes to
Program Materials and incorporated into the draft documents.
The draft resolution establishes a conservation futures application period of January 26 to March 2, 2015
and estimates the amount of funding available to 2015 projects, as calculated by JCPH staff, at $205,000.
Of this amount, up to $30,750 may be awarded to operations and maintenance activities (15% of 2014 CF
Fund revenues).
FISCAL V"ACT /COST BENEFIT ANALYSIS:
The program materials and resolution would have no impact to the county's General Fund. Funding to
support the Conservation Futures Program is provided by the Jefferson County Conservation Futures Tax
Levy. The estimate of available funds for 2015 projects was calculated using a projection of 2014 revenue
to the Conservation Futures Fund, previously budgeted project expenses, staff and other anticipated
program costs. The final figure for funds available to new projects will be recalculated prior to project
ranking by the CF Committee.
Community Health
Developmental Disabilities
360 -385 -9400
360 -385 -9401 (f)
Always working for a safer and healthier community
Environmental Health
Water Quality
360 - 3859444
(f) 360- 379 -4487
RECOMMENDATION:
Staff recommends the BoCC approve the resolution to begin the 2015 Conservation Futures Funding
Cycle.
REVIEWED BY:
ilip Mor ounty Ad inis or
Community Health
Developmental Disabilities
360 -385 -9400
360 -385 -9401 (f)
Always working for a safer and healthier community
Environmental Health
Water Quality
360 -385 -9444
(f) 360- 379 -4487
STATE OF WASHINGTON
County of Jefferson
In the Matter of Establishing a Conservation }
Futures Program Application Period, Setting }
An Estimated Amount of Conservation }
Futures Funds Available and Approving }
Program Materials for Use in the 2015 } RESOLUTION NO.
Conservation Future Funding Cycle }
WHEREAS, conservation futures tax levy collections, authorized under RCW 84.34.230
are an important means of retaining community character and accomplishing open space policies and
objectives of the Jefferson County Comprehensive Plan that encourage the coordinated acquisition of
key open space lands for long term protection, and;
WHEREAS, Jefferson County is authorized by RCW 84.34.210 and 84.34.220 to
acquire open space land, agricultural and timber lands, as defined in RCW 84.34.220, and;
WHEREAS, the Conservation Futures Citizen Oversight Committee and program staff
have developed and revised program materials in accordance with Jefferson County Code Section
3.08.030, and;
WHEREAS, under the provisions of the Jefferson County Code Section 3.08.030(1), an
application submission date shall be established no later than March 30, and;
WHEREAS, under the provisions of the Jefferson County Code Section 3.08.030(1),
public notice shall be provided at least one month prior to the application submission date, and;
WHEREAS, Public Health has estimated the amount of Conservation Futures funds
available for new acquisition and operations and maintenance projects in 2015, and;
WHEREAS, Jefferson County Board of County Commissioners considers it in the best
public interest to establish the program application materials, period and available funding for the 2015
Conservation Futures funding cycle,
NOW, THEREFORE BE IT RESOLVED by the Jefferson County Board of
Commissioners as follows:
Jefferson County hereby approves of the draft 2015 Conservation Futures Program
Manual, Application, and Score Sheet.
2. The Conservation Futures application period will commence January 26, 2015 and the
application submission deadline will be March 2, 2015.
RESOLUTION NO. Establishing a Conservation Futures Program Application Period, Setting an Amount of
Conservation Futures Funds Available and Approving Program Materials for Use in the 2015 Conservation Futures
Funding Cycle
The total amount of Conservation Futures Funds available to the 2015 funding round is
estimated to be $205,000.
4. Of this amount, up to $30,750 is available to fund operations and maintenance projects.
APPROVED AND ADOPTED this day of
Washington.
SEAL:
ATTEST:
Carolyn Avery
Deputy Clerk of the Board
2015 in Port Townsend,
JEFFERSON COUNTY
BOARD OF COMMISSIONERS
David Sullivan, Chair
Phil Johnson, Member
Kathleen Kler, Member
2015 Conservation Futures Program
Summary of Proposed Changes to Program Materials
Application and Score Sheet
1. Application Background Question #7: The following language was added, "Please differentiate
current and proposed ownership of each APN and indicate if the parcel is to be acquired with CF
funds or used as match."
2. Application Scored Question #7: Added the italicized language in the following sentence, "If
affirmative in any of the above, please describe and list the Priority Habitat(s) and Threatened,
Endangered, or Sensitive species below, and cite or provide documentation of species' use."
3. Score Sheet Question #111-
Language added:
d. None of the above = 0 points
Program Manual
1. An Appendix C was added for definitions.
2. On page 3 under Overview, the word "minimum" was added: A minimum 50% match is required
for all project types. Match must be cash, land trades, the value of land to be traded, or other
open spaces
3. On page 4 under Overview, the following changes were made:
ApplieatieRs This year, applications will beafe-typk-4�-due theist Monday March 2, 2015
and sponsors present projects to the CF Committee and host site visits in April. Information
he ap; _ >tion period isThe application peFied ¢^F 2014 will be posted on the program
website, announced in local newspapers and via email, and available by contacting program staff.
In April or May, the CF Committee meets to rank projects, determine recommended funding
levels, and compose its overall recommendations to the BoCC. The BoCC typically makes award
determinations in June.
4. Dates, Committee membership, project sponsor agreement template and map were updated.
ON
t{, O
Jefferson County Conservation Futures Program Manual
2015 Funding Cycle
Jefferson County Conservation Futures Program Manual
2015 Funding Cycle
Mission of the Conservation Futures Program
The mission of the Jefferson County Conservation Futures Program is to provide a system of
public open spaces, those open spaces being necessary for the health, welfare, benefit and
safety of the residents of Jefferson County and the maintenance of Jefferson County as a
desirable place to live, visit and locate businesses.
Conservation Futures Citizen's Oversight Committee M > rship (as of January 2015)
Phil Andrus, Citizen, District #2
Mary Biskup, Citizen, District #I
Scott Brinton, Interest — Agriculture
Lige Christian, Citizen, District #j
JD Gallant, Citizen, District #3
Jerry Gorsline, Citizen, District #2
Rob Harbour, Interest — Working Lands,
Ray Hunter, Interest — Fallow Farms %WINES`
Richard Jahnke, Interest'', coastal Areasj;
Craig Schrader, Interest - Climate Change
Lorna Smith, Interest — Ecotourism
Sarah Spaeth, Interest — Jeff`i` Land'Trust
i
Table of Contents
Overview .............. . .................................................... ...............................
3
Conservation Futures Cjtt`z�' Oversight Committee (CF Committee ) ............................4
xProject Selection'...,./'',, ..... .:::::..........._ ............................. ..............................4
InformationSourc m, ............... ...r,,......... ......... ...............................
Reimbursement ........... ................................................ ...............................
5
Compliancewith All Laws....................................... .......... ..............................5
Record Retention .......................................................... ...............................
5
, isition Projects ........................................................ ..............................6
Opp on and Maintenance (O &M) Projects ........................... ..............................9
Required Meeting and Site Visit ......................................... ..............................1 l
Grant Notification and Agreement ...................................... ...............................
11
AnnualReports .:::......................................................... ..............................1 I
ProgramSugg68tions ....................................................... ..............................1 l
Forms and Templates ............... ............................... .......................APPENDIX A
Funding Request and Reimbursement Form
Project Agreement Template
Annual Report Form Template
Please note: The 2015 CF Application and Ratings Worksheets are available
separately from program staff.
Map of Approved Projects ......... ............................... .......................APPENDIX B
Definitions........................... ............................... .......................APPENDIX C
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Overview
Jefferson County welcomes your application to the Conservation Futures Program (CF
Program). Please do not hesitate to contact Jefferson County Environmental Health
Department with questions at Ph: 360/385 -9444, Fax: 360/379 -4487 or
tpokomy@co.jefferson.wa.us. The Conservation Futures Program website address is
http: / /www.co.j efferson.wa.us/ commissioners /Conservation/conservation.asp.
In July 2002, the county commissioners approved Conservation Futures Ordinance, now
codified at Jefferson County Code Section 3.08 in accordance with the Revised Code of
Washington (RCW) Chapter 84.34. The ordinance establishes goals for the county's
Conservation Futures Program and an allocation process for the conservation futures tax levy.
The purpose of the CF Program is to acquire open space lands, including green spaces,
greenbelts, fish and wildlife habitat, trail rights =of- -ways, agricultural land and timber land (as
those terms are defined in Ch. 84.34 R Y ). Projects may include fee - simple or any lesser
interest or development right with respect to real property as;ell as operation and
maintenance (O & M) activities. O & M projects must be limo to CF- funded acquisitions.
A minimum 50% match is required for all projecttypes. Match mu to cash, land trades,
the value of land to be traded, or other ope Iinked to the propertyunder
application. Open space, wildlife habitat, agricultural and timber lands are all eligible.
The project sponsor must sign a grant agreement with the county (see Appendix A).
County code (JCC 03.08.010)) requires that properties or easements be held by public
entities or others as defined in RCW 84.34.210. Government entities may choose to share
title of a property, with a non -prat nature conservancy corporation or association. Public
open spaces'must be available on the satn oftdi ns to all residents of the county for the
benefit of all Jefferson County residents and visitors. Applicants for projects may include
the county, municipalities, park districts, state or federal agencies, private non -profit
corporations or associations, and private individuals.
Project applicants must be represented bya local sponsoring organization based in Jefferson
County. Potential sponsors include local governments, special purpose districts and non-
profit corporations. A list of potential sponsors is available by contacting program staff. A
project sponsor` ig responsi6 "r the content and submission of the application, organizing
and hosting a site wit, making "a formal project presentation to the CF Committee, the
stewardship plan and its implementation, and all contracting, reporting, and reimbursement
obligations with Jefferson County.
Available funding is announced early in the calendar year and applications are
provided by Jefferson County Environmental Health. Conservation Futures Fund
monies can be the collateral, revenue stream or security for long -term financing
(typically bonds) in a manner consistent with law. Public workshop(s) may be
held prior to the start of the funding round. Staff is always available to answer
questions from sponsors, applicants, and interested parties.
This year, applications will be due Monday, March 2, 2015 and sponsors present projects to
the CF Committee and host site visits in April. Information about the application period is
posted on the program website, announced in local newspapers and via email, and available
by contacting program staff. In April or May, the CF Committee meets to rank projects,
determine recommended funding levels, and compose its overall recommendations to the
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BoCC. The BoCC typically makes award determinations in June. Funding for reimbursement
is generally not available until August. At least every other year, the BoCC reviews the
priorities of the Conservation Futures Program and the project ranking process. All meetings
of the Conservation Futures Committee are open to the public. Citizens are encouraged to
attend.
Conservation Futures Citizen Oversight Committee (CF Committee)
The CF Committee membership is intended to reflect a broad spectrum of interests and
expertise. It includes at least two individuals from each commissioner district and at least
nine citizens total. Anyone interested in applying for a seat on the committee is encouraged to
contact the Board of County Commissioners Office (jeffbocc @co jefferson.wa.us) and /or
program staff.
Project Selection
The CF Committee ranks projects according to criteria designed to reflect the priorities
expressed in Jefferson County Code (JCC 03.08). Please see the cede and current application
for specifics.
After the site visits and project presentation h CF Committee member independently
scores each project on a preliminary basis. Atthenext meeting, the scores are discussed and
projects are ranked. The omm! then develops recommendation for allocating the
available funding between projects and between capita expenses and O & M. Both the rank
order and the funding recommendations�ppFsentecf .ahe county commissioners and a
public hearing is held at a reguto y scheduled meeting, usually in June.
Designat n of grant awards may be made at this time or at a later date, at the discretion of
the comnftsners. Funds may be avable as early as August. Please contact program staff
for more information a4tt,,,the timing of funds.
Information Sources-
The Conservation Futures 'gram is administered by the Commissioners Office with
assistance from the Environmental Health Department. Please note that the information
contained in this manual does not supersede the statutes governing the Jefferson County
Conservation Futus Fund and Program, and should be read in conjunction with them.
Relevant sections of law are found in Revised Code of Washington, Chapter 84.34 (RCW
84.34) and the Jefferson County Code (JCC 03.08).
To access RCW 84.34 online, visit www. leg .wa.gov /Help /helpwithsearch.htm and click on
"Laws and Agency Rules." The Jefferson County Code is available online at
http: / /www.codepublishing .coin /WA /JeffersonCounty.
Contact program staff at ph: 360/379 -4498, fax: 360/379 -4487 or send an email to
tpokorny@co.jefterson.wa.us.
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Reimbursement
All grants are funded through the Jefferson County Conservation Futures tax levy. Except in
the case of escrow payments, sponsors must expend their own funds on eligible and allowable
expenditures prior to requesting reimbursement. With sufficient lead time, an approved
settlement statement, and a preliminary title report, CF funds may be made available to the
title company shortly before closing for the direct costs of property acquisition and closing.
Please discuss dates for closings and loan periods with program staff to help ensure that grant
funds are ready and available when needed.
The project sponsor will commit to providing a matching contribution of no less than the
amount of conservation futures funds awarded tort project before conservation futures tax
funds are reimbursed to that sponsor. This cor�1.11 on may consist o£
• cash
• land trades if the valuation of the land to be traded is established by a valuation
arising from an appraisal generated by a Washington State Certified Licensed
Appraiser (Member of the Appraisal Institute MAID;
• the cash value of the land ta,.be traded, excluding Jefferson County conservation
futures contributions; or
• other open spaces acquired withi*4he' ,*'evious two years that.is situated either
directly adjacent to or could, in the mole discretion of the county, be directly linked
to the property tinder application.
• cost of appraisal, title insurance, closing cow, and other miscellaneous fees (See
JCC .x.08.030(5).)
The funding request, reimbursement form and backup documentation may be submitted any
time during the project period. It is important to implement projects in as timely a manner as
possible and also to bill in a timely manner. Deeds and conservation easement documents
must be recorded bythe Jefferson Coun yAuditor's Office within 30 days of closing.
If matching funds arelnot secured within three years, the project may be required to re- apply.
Jefferson Count must pre - approve easement language and will add restrictive language to
statutory warrantee deeds, or iequire the use of other legal instruments, to ensure
conservation of project and match properties in perpetuity.
Compliance with,All Laws
Project sponsors shall comply fully with the project agreement, grant program policies,
County policies and all applicable federal, state and local laws, orders, regulations and
permits.
Record Retention/Public Records Act
The project sponsor shall retain all books, records, documents, data and other materials
relevant to the agreement for a minimum of six (6) years after the completion of the project.
Documents related to the expenditure of CF funds, by way of example only, purchase and
sale contracts, settlement documents, invoices, e- mails, expert reports and/or appraisals, are
Public Records subject to disclosure in accordance with the Public Records Act, Ch. 42.56
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RCW, if requested by a citizen or entity. All meetings and activities of the CF Committee are
subject to the Open Public Meetings Act, Ch. 42.30 RCW. The public is always invited and
encouraged to attend. Two observer comment periods are included in each agenda.
Acquisition Projects
Project applications for the acquisition of property must meet the following threshold criteria
in order to be considered for funding. Each application will receive an initial screening to
make sure that it is in compliance. Applicants are encouraged to submit pertinent materials
and documents, as appropriate, in addition to those items required. Multi -year acquisition
projects are permitted but require additional justification.
Project Eligibility
Proposed acquisitions must have a willing seller.
The property, or propertywr t, must be eligible for purchase as defined by state
law, RCW 84. 34.21*e. "...protect, preserve, maintain, improve, restore, limit
the future use of, or otherwise conserve, selected open space land, farm and
agricultural land, and timberland...").'
Conservation, Futures funds cannot be used to acquire property, or a property
right, that wilt,,be used for active recreation purposes (including but not limited to
sports fields, playgrounds, recreation cenk rs, swimming beaches or pools,
motorized boat launches):
Conservation Futures funds cannot be used for passive development of a site.
For the purposes of this application, passive improvements include, but are not
limited to, trails, interpretive centers, viewpoints, picnic areas, access, restrooms,
landscapir mod parking.
" Applicant Eligibitr;.
Eligible applicants"itt de the County, municipalities, Park Districts, State or federal
agencies, private non - profit corporations or associations, and private individuals.
Sponsor Eligibility
All applicans.tttust have a local sponsor. Eligible sponsors include county,
munic lt#s "park districts, or private non - profit corporations based in Jefferson
County. A`current, but not necessarily comprehensive, list of eligible local sponsors may
be requested from program staff.
Eligible Capital Project Expenditures: (See also JCC 3.080.030(7))
Capital project expenditures or match may include:
_Costs of acquiring real property, including interests in real property
_Cost of related relocation of eligible occupants (includes administration)
_Cost of appraisal
_Cost of appraisal review
Cost of title insurance
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_Closing costs
_Pro rata real estate taxes
_Recording fees
_Compensating tax
_Hazardous waste substances reports
_Directly related staff and administrative costs (These are limited to 5% of the total cost of the
project.)
_Related legal costs excluding the cost of preparing application for conservation
futures funds.
_Baseline documentation
_Boundary survey
_Cultural resources review (survey, excavation, site monitoring and data recovery)
Conservation futures tax levy funds may not be used to acquire any real property or
interest in real property therein through the exercise of the power of eminent domain.
Eligible Operations & Maintenance alienditures — Please note: Total O & M awards are limited to
15% of the conservation futures funding availahle in any year — contact stafffor details.
Operations & Maintenance expenditures or match may include, but are not limited to:
_Cultural resources review (survey, excavatiw%,oa -site monitoring anct4, recovery)
_Demolition
_Fencing (if needed for public safety or resource protection)
_Noxious weed control (initial control, up to $75 pet acre)
S ignage
_Speci. site- specific reports (e.g. stewardship reports)
Wetlandidentification and/or delineation
Stewardship Plan
Prior to r6mbursemed ..sponsors must provide a stewardship plan that describes how the
property, or property rig , ill be maintained over time. Costs for stewardship plans are
eligible for operations and main ce reimbursement only under "Special Reports" (not
as a capital acquisition expense).
Title Report and Title Insurance
Please make county staff aware of issues that could affect the title report and provide
updates as they are generated. A title report and title insurance are to be issued in
conjunction with the property transaction.
Appraisals
Successful applicants must provide an independent appraisal (standard, narrative or
M.A.I.) from a Washington State Certified Licensed Appraiser if the estimate of value
exceeds the assessed value at the time that reimbursement is requested. In no case shall
conservation futures funds dispersed exceed the grant amount awarded by the BoCC. No
appraisal is required for properties assessed at $20,000 or less.
The appraisal must:
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be no more than 1 year old. A Supplemental Update by the original appraiser
may be required, at the discretion of the county, if the appraisal is more than
six months old.
include a current Title Report provided at the time of the most current
appraisal or update.
if timber, mineral or aquatic resources are to be included as value to the
appraisal, then the appraisal shall include a separate timber, mineral or
aquatic resources evaluation of value,
or
an opinion of value from a qualified representative of the real estate industry
or recent valuation from the Jefferson County Assessor's Office may be used
when the total assessed value does not exceed $20,000.
Review Appraisals
No appraisal review is required of the sponsor by the tF program. However, the CF
Committee and/or the county may choose to select an appraisal for independent review
for any reason.
Project Implementation
At the time of pureha!'�'e °or the signing of a "purchase and sale agreement ", the appraisal
must be no more than a year old unless an extended period is requested and approved by
the county, up to a total of 18,"months.
Application and Attachment Requirements f Acquisition Projects
All aterials must be submitted in:hard copy except as noted below and specified in the
application:
Proof,' ling Seller: A "Willing Seller" letter confirming that the current
owner of the property proposed for acquisition is willing to sell.
Estimate of Value. A�, ounty assessment, certified appraisal of value, and/or
an esti I of value from the project sponsor.
Site Location Map: On a Jefferson County base map, or on a map of the
sponsoring agency's jurisdictional boundaries, clearly identify the location of
the proposed acquisition.
Project Boundary Map: On a quarter- section map or other map of sufficiently
large scale, identify the boundaries of the proposed project.
Color Images: Provide six (6) different views of the property proposed for
cquisition. The images should show vegetation, terrain, waterfront, man-
made features, access roads, wetlands, unique characteristics, etc. Please
include captions and an aerial view, if available. Provide in hard copy as well
as JPEG or PDF.
Development Plan or Narrative: Provide a schematic or master plan map of
the project site showing proposed uses and improvements, if applicable.
In addition, if the application sponsor is a private non - profit organization,
attachments must also include:
_ Proof of 501(c)(3) Status
_Current Budget
Board Roster
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_Organization Chart or Staff Roster
_Most Recent Financial Statements (audited if possible)
_Copy of minutes or resolution documenting official action to submit
application for proposed acquisition. If more than one project is submitted
from the same sponsor, the minutes or resolution should indicate the project
priority and how it was determined.
Operation and Maintenance Funding
Availability of Funds for O & M
Only projects that are acquired using conserv#ton futures funds are eligible for O & M
funding. Requests for O & M funding should not exceed the available limit (consult with
program staff). Approved disbursements for operation and maintenance of interests in
real property purchased with conservatitiri "future levy monies shall not in any
particular year be greater than fifteen percent (151/6 �hhe conservation futures tax levy
monies raised in the precedingyear.
Project Eligibility
Operation and maintenance funding may be used for any property U, quired with
Conservation Futures °Funds. Conservation futures tax levy funds appropriated for O & M
or interests in real property shall not supplant or replace any existing funding for
maintenance and opera s of parks and recreational lands.
Applicant Eligiblll y
Eligi e applicants include the` County, municipalities, Park Districts, State or federal
agencies, private non -profit corporations or associations, and private individuals.
Sponsor Eligibility
All applicants must have a local sponsor. Eligible sponsors include the County,
municipalities, Park: Districts, or private non -profit corporations based in Jefferson
County.
Application and Attachment Requirements for O & MProjects
All requested,materials must accompany the application upon submission. If an item is
irrelevant to ifi6 project at hand, please explain why this is so.
Proof of Willing Seller: A "Willing Seller" letter confirming that the current
owner of the property proposed for acquisition is willing to sell.
Estimate of Value: A County assessment, certified appraisal of value, and/or
an estimate of value from the project sponsor.
Site Location Map: On a Jefferson County base map, or on a map of the
sponsoring agency's jurisdictional boundaries, clearly identify the location of
the proposed acquisition.
Project Boundary Map: On a Quarter- section map or other map of
sufficiently large scale, identify the boundaries of the proposed project.
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Color Images: Provide six (6) digital images of the property proposed for
acquisition. The images should show flora, terrain, waterfront, man -made
features, access roads, wetlands, unique characteristics, etc. Please include
captions and an aerial view, if available.
Development Plan or Narrative: Provide a schematic or master plan map of
the project site showing proposed uses and improvements, if applicable.
In addition, if the application sponsor is a private non - profit organization,
attachments must also include:
_ Proof of 501(c)(3) Status
_Current Budget
_Board Roster
_Organization Chart or Staff Roster "
_Most Recent Financial Statements (audited if possible)
_Copy of minutes or resolution, documenting official action to submit
application for proposed acqui ion. If more than one project is
submitted from the same sponsor, the minutes or resolution should
indicate the project priority and how it was determined.
Budget and Timeline
Attached to the first Annual Reporting Form,tst be a budget and timeline for
expenditure of O &M funding for the succc4ng ten (10) years measured from the date of
approval by the BOCC.
Documentation of Match
A match of 50% Must be documented with` each invoice. Match guidelines are identical
for acquisition and,0 & M proposals. In -kind labor cannot be used as match.
Reporting
Anypject sponsor receiving O & M funds is required to submit a report each October
until those fund' expended. An ,,expenditure summary that provides the following
information must accompany billing:
1) Date the payment was made.
2) The vendor and/or employee to whom the payment was made.
3)'A description of what was purchased or what work and /or services were performed;
provide - description of what service or work was performed for the payroll costs
or by the sub - contractor.
Application and Attachment Requirements for O&MProjects
To apply for O & M funding for a project previously purchased using CF Funds, use the
standard application form. In question #1, refer to the original project title and year that
the project was approved followed by "O & M Request Only ". If you feel that a question
is irrelevant to the project at hand, please explain why.
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Required Meeting and Site Visit
Project sponsors are required to host a visit to the project site and make a formal presentation
to the CF Committee. The presentation must begin with an introductory project description
and then be organized according to the sequence of questions listed on the Rating Sheet. Site
visits are videotaped by county staff. The site visits and presentations are scheduled in March
or April.
Grant Notification and Agreement
Sponsors will be notified by staff of grant awards as soon as possible after the BoCC makes
their decision, usually in June. Sponsors will them�sked to sign a project agreement with
Jefferson County. An informational template is provided with this manual.
Annual reports
Sponsors are required to submit a brief progress report by October 30 every year for three
years after the acquisition funds Are disbursed to the applicant, whichever is later. The
progress report must address any changes in the project focus or purpose, progress in
obtaining matching funding, and stewardship and maintenance. Sponsors receiving O &M
funds will also submit an annual report for each year that O &M funds are expended. The
Committee will use the infohjigtion to develop project "report card" that will be submitted
annually to the Board of County Commissioners A.,report format template is included with
this manual and will be provided to the project spo electronically.
Program Suggestions
Suggestions for program improvements are always welcome and may be provided to the
Conservatlt Futures Cbmmittee by letter or email via staff at the contact information on
page 3. Every CF Committee meeting also includes two public comment periods. Meeting
times are provided in newspapers and on the program website.
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Appendix A
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Conservation Futures Funding Request and Reimbursement Form
Jefferson County
Project Name:
Date:
Conservation Futures
Program
c/o Jefferson County
Water Quality Division
Project Sponsor:
615 Sheridan Street
Port Townsend, WA
Billing Period:
98368
Is this the final billing? Yes [ ] No [ J ce Number [ ]
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Sponsor's Certificate: I hereby certify nder penalty of perjury that the items and total listed and
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attached herein are proper charges for materials, merchandise or services furnished and /or services
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rendered have been provided without discrimination, because of age, sex, marital status, race, creed,
color, national origin, handicap, ,Tpligion or Vietnam or disabled veterans status.
BY
Title Date
Toompl By Sponsor
Categories
(attach
Previous Expenditures To DAW,
Costs For This Billing
detailed lists
Project
and receipts)
Agreement
, Non-
Non -
Expenditures
Reimbursable
Total
Expenditures
Reimbursable
Total
Match
Match
Land
Totals
O &M
Totals
Funding and Expenditure Formula (For CF Program Staff Use ONLY)
Agreement Information
Previous CF Reimbursements
Match Source
Date
Notes
Total Billed
CF Share Billed
CF Share
Approved
Match Owed
Balance
CF Share Retained
CF Share Paid
2015 CF Program Manual 12
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JEFFERSON COUNTY CONSERVATION FUTURES PROGRAM
PROJECT AGREEMENT
(template only)
Project Sponsor:
Project Title:
Project Number:
Approval: Resolution No. xxx on xxx, 2015
A. Parties to the Agreement
This Project Grant Agreement (Agreement) is entered into between County of Jefferson
(County), PO Box 1220, Port Townsend, Washington 98368 and
(Sponsor), xxxxx, xxxxx, WA 983xx,,and shall be binding upon the
agents and all persons acting by or through the parties.
B. Purpose of the Agreement
This Agreement sets out the terms and conditions by which a grant is made through the
Jefferson County Conservation Futures Fund. The grant is administered by Jefferson County
Environmental Health for the Sponsor for the project named above.
C. Description of Project
The Project is described in th�*�3 ached xxx Conservation Futures Program Property
Acquisition and /or Operations and Maintenance Project Application. The Project funds are to
be used towards the purchase oxxxx, Jefferson County Parcel Numbers xxxx. All expenses
are to be incurred prior to xxxx. The conservation easement, will permanently protect xxxx.
The easement Grantor xxxx.
D. Term of Agreement
The Project Sponsor's on -going obligation for the above project funded by this Agreement is
to provide maintenance of the site or facility to serve the purpose for which it was intended in
perpetuity unless otherwise identified in this Agreement.
E. Period of Performance
The Project reimbursement period for acquisition expenses shall begin on xxxx xx, 52015.
The Project reimbursement period for acquisition expenses will end on xxx xx, 2017 unless
proof of match is provided prior to this date. No expenditure made before xxx xx, 52015 is
eligible for reimbursement unless incorporated by written amendment into this Agreement.
F. Project Funding
The total grant award provided by the Conservation Futures Fund (CFF) for the Project shall
not exceed $xxxxx and Jefferson County CFF shall not pay any amount beyond that approved
herein for funding of the Project. The Sponsor shall be responsible for all total costs for the
Project that exceed $xxx,xxx. In no event will the CFF funds expended for this purchase
exceed fifteen percent (15 %) of the overall acquisition cost of APN xxx- xxx -xxx. This
Project is eligible for reimbursement of capital project and operations and maintenance
expenditures as described in the Jefferson County Conservation Futures Program Manual for
the 52015 Funding Cycle.
The contribution by the Sponsor toward work on the Project at a minimum shall be as
indicated below. The contribution by the County toward work on the Project is described
immediately above and in "C" above.
2015 CF Program Manual 13
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Acquisition
Percentage
Dollar Amount
Conservation Futures — xxxx
xx%
$xx
Project Sponsor
xx%
$xx
Total Acquisition Cost
100%
$xx
Operations and Maintenance
Conservation Futures — xxxx
xx%
$xx
Project Sponsor
xx%
$xx
Total Operations and Maintenance Cost
100%
$xx
G. Unexpended Project Allocations
Should unexpected Project allocations, including, but not, limited to project completion at less
than the estimated cost or, alternatively, the abandonmentoflte Project occur, then the
Sponsor shall notify the County.
H. Rights and Obligations
All rights and obligations of the parties to this Agreement are subjeetthis Agreement and
its attachments, including the Sponsor's Application and Jefferson County Conservation
Futures Program Manual for the 52015 Fundi`fi y , 1 of which are attached hereto and
incorporated herein.
Except as provided herein, no alteration-,of any of th "'i ' s or conditions of this Agreement
will be effective unless provided in writing. All such alterations, except those concerning the
period of performance, must be signed by both parties. Period of performance extensions
need only be signed by Jefferson Boni of Co pty,Commissioners.
L Indemnification
Sponsor shall indemnify, defend and hold,,barmless the County, its officers, agents
and employees, from and against any and all claims, losses or liability, or any portion
thp�, i cIluding attor zys'fees and costs, arising from injury or death to persons,
including dies, sickness, disease or death to Sponsor's own employees, or damage
to property occasioned by a negligent a;`omission or failure of the Sponsor.
Insurance
The Sponsor shall secure and maintain in force throughout the duration of this
contract:
1. Worker's opippensation and employer's liability insurance as required by
"tire State Washington.
2. Comprehensive general liability insurance with a minimum coverage of
$1,0641;000 per occurrence and $2,000,000 aggregate in connection with
the Sponsor's performance of this Agreement.
3. Commercial Automobile Liability Insurance providing bodily injury and
property damage liability converge for all owned and non owned
vehicles assigned to or used in the performance of the work for a
combined single limit of not less than $500,000 each occurrence.
4. Sponsor shall provide all required proofs of insurance to the County in
care of, Contracts Manager at Jefferson County Public Health,
2015 CF Program Manual 14
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615 Sheridan St. Port Townsend, WA 98368 prior to fee simple
acquisition of APN xxx- xxx -xxx.
5. The insurance required by this section shall be purchased from
companies or through sources approved by the State Insurance
Commissioner pursuant to Title 48 RCW.
6. The Sponsor's insurance required by this section shall be in all
circumstances primary to any insurance available to the County.
K. Independent Contractor
The Contractor and the County agree that the Contractor is an independent contractor
with respect to the services provided pursuant to this agreement. Nothing in this
agreement shall be considered to create the relationship of employer and employee
between the parties hereto. Neither Contractor nor any employee of Contractor shall
be entitled to any benefits accorded County employees by virtue of the services
provided under this agreement. The County shall not be responsible for withholding
or otherwise deducting federal income tax or social security oif contributing to the
state industrial insurance program, otherwise assuming the duties of an employer
with respect to Contractor, or any employee of Contractor. The Contractor shall not
sublet or assign any of the services covered b ,this contr t without the express
written consent of the Counter its authoriz4 representative. Assignmen6es not
include printing or other customary reimbursablo'ekpenses that may be provided in
an agreement.
L. Ownership and Use of Documents
All documents, .drawings, specifications and material =produced by the Sponsor
in connection Wi'the services rendered unclefgreement shall be the property of
the Sponsox whether the project for which they are made -,is executed or not. The
County sha.be ,permitted to retain copies, " including reproducible copies, of drawings
and specifications for information, reference and use in connection with the
Sponsor's endeavors.
M. Compliance with Applicable Statutes, hles, and Jefferson County Policies
This Agreement is governed..by, and the Sponsor shall comply with, all applicable state and
federal laws ancfegulations, including RCW 84.34.210, and published agency policies,
which are incorporated hereinythis reference as if fully set forth.
N. "Sponsor's Accounting Books and Records
The Sponsor shall maintain complete financial records relating to this contract and
the services rendered including all books, records, documents, receipts, invoices, and
all other evidence of accounting procedures and practices which sufficiently and
properly reflect all direct and indirect cost of any nature expended in the performance
of this contract. The Sponsor's records and accounts pertaining to this agreement are
to be kept available for inspection by representatives of the County and state for a
period of six (6) years after the date of the final payment to Sponsor. Copies shall be
made available upon request.
O. Licensing, Accreditation and Registration
The Sponsor shall comply with all applicable local, state and federal licensing,
accreditation, permitting and registration requirement/standards necessary for the
performance of this contract.
2015 CF Program Manual 15
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P. Disputes
Except as otherwise provided in this contract, when a bona fide dispute arises
between Jefferson County and the Sponsor and it cannot be resolved, either party
may request a dispute hearing with a mediator assigned by or associated with
Jefferson County District Court. Either party's request for a dispute hearing must be
in writing and clearly state:
a. the disputed issue(s),
b. the relative positions of the parties, and
c. the Sponsor's name, address and Agency contact number
These requests must be mailed to the Project Manager, Jefferson County
Environmental Health Department, 615 Sheridan St., Port Townsend, WA 98368,
within fifteen (15) days after either party received notipebf the disputed issue(s). The
parties agree that this dispute process shall precede any action in a judicial or quasi -
judicial tribunal. The parties will split evenly the cost of mediation or whatever form
of dispute resolution is used.
Q. Termination for funding
Jefferson County may unilaterally terminate this contract in the event,funding from
state, federal, or other sources are withdrawn, reduced, or limited in � way after the
effective date of this contract.
R. Termination for Convenience
The County reserves the rio&to terminate this agreement at any time by giving ten
(10) days written notice to the Sponsor.
S. Assignment
The Sponsor sail sublet or assign any interest in this Agreement, and shall not
transfer any interest iii this agreement with�t the di press written consent of the
County.
S. Non - Waives:
Waiver by the County of aayprovision oftls agreement or any time limitation
pta,vided for in this agreement shall not constitute a waiver of any other provision.
T. County Does Not Assume Additional- Duties
The County does not assume any obligation or duty, except as required by federal or
state law, to determine if Spoiisor;is complying with all applicable statutes, rules,
codes ordinances or permits.
U. Agreement Representatives
All written communications sent to the Sponsor under this Agreement will be addressed and
delivered to:
Sponsor Contact Conservation Futures Program Contact
Jefferson County Environmental
Health — Conservation Futures
615 Sheridan Street
Port Townsend, WA 98368
These addresses shall be effective until receipt by one party from the other of a written notice
of any change.
2015 CF Program Manual 16
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V. Entire Agreement /Severability
This agreement, along with all attachments, constitutes the entire agreement of the parties. No
other understandings, oral or otherwise, regarding this Agreement shall exist or bind any of
the parties. If any part of this Agreement is ruled or adjudicated to be unlawful or void, all
other sections of this Agreement shall continue to have full force and effect.
W. Effective Date
This agreement, for the xxxxx (project) shall be effective upon signing by all parties.
X. Venue:
Venue for any litigation arising from this Project Agreement shall be only in the Superior
Court in and for Jefferson County. Each party to this agreement shall be responsible for their
litigation costs, including attorney's fees.
DATED this
1
2
4
5
6
day of 52015.
Jefferson County Conservation Futures Program'
Annual Project Reporting Form (template only)
Project Sponsor:
Project Title:
Project Number:
Status:
Approval Date:
Project goals and objectives:
7. Parcel number(s):
8. Total acreage:
9 Easement:
Title:
Seller:
10. 1~ Simple
Seller:
11. Month and year tt CF funding was awarded:
12. a). Purchase price: b). Total project cost:
13. Amount of CF award:
14. Month and year of acquisition:
15. Entity holding title:
16. Entity responsible for stewardship:
17. Plans or agreements pertaining to this acquisition:
2015 CF Program Manual 17
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18. O& M funds received since acquisition (list by year):
19. Existing and on -going activities and projects (for each O & M activity that has
occurred since October 1 of the previous year, please provide supporting
documentation):
OR
21.
22
New events, activities, projects (for each activity -that has occurred since
October 1 of the previous year, please provide supporting documentation):
Needs and challenges:
%i /iii ��/////�j j
iii
I
Completed by:
Title:
Organization:
Signature
Date
2015 CF Program Manual 18
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Appendix B
2015 CF Program Manual 19
htty: / /www.co.iefferson.wa.us/ commissioners /Conservation/conservation asl)
Conservation Futures
Eastern Jefferson County,
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2015 CF Program Manual 19
htty: / /www.co.iefferson.wa.us/ commissioners /Conservation/conservation asl)
Appendix B
DEFINITIONS
"Conservation futures citizen oversight committee" means the Jefferson County
conservation futures citizen oversight committee established under this chapter.
"Conservation futures fund" means the Jefferson County conservation futures fund
established under this chapter.
"Conservation futures tax levy" means that Jefferson County tax levy upon all taxable
property in Jefferson County authorized by RCW,84.34 230.
"County" means Jefferson County and /or its conservation futures ciftzean oversight
committee.
"Cultural resources" means archeological and historic s6s and artifacts, and traditional
religious ceremonial and social uses- aYd:activities of affected Indian Tribes and
mandatory protections of resources under chapters 27.44 and 27.53 RCW. "Open space
land" means the fee simple or any lesser, nterest ieyefopment right with respect to real
property including; but not limited to, conservation futures, easements, covenants or other
contractual rights necessary to protect, preserved maintain, improve, restore, limit the
future uw; >pf or conserve seleed opmace laid „farm and agricultural land and timber
nd
(as those'terms -are defined in Chapter 84.34 RCW).
"Prot” means open space land, ",any lesser interest or development right in specific
real property, to which Jeffioson County conservation futures tax levy funds are allocated
for acquisition under the procedure outlined under this chapter. [Ord. 1 -14 § 1; Ord. 6 -02
§11
"Silviculture" means the practice of controlling the establishment, growth, composition,
health, and quality of forests for the production of forest products.
2015 CF Program Manual 20
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