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HomeMy WebLinkAboutGardiner Community Center - 012317c-� AGREEMENT By and Between GARDINER COMMUNITY CENTER BOARD And JEFFERSON COUNTY 2017 Community Services Grant Funding Purpose: The purpose of this Community Services Grant is to ensure the continued availability and use of the Gardiner Community Center and to ensure that said facility continues to provide a focal point to address the needs of the population in the Gardiner and surrounding community. Parties: This grant is to assist the Gardiner Community Center Board, hereinafter known as "BOARD," for the purposes provided herein, with funds allocated by Jefferson County, hereinafter known as "COUNTY," a municipal corporation. SECTION 1: SERVICES TO BE PERFORMED BY THE BOARD A. The BOARD agrees to perform or oversee the following services to benefit the population in the Gardiner and surrounding community: 1. Oversee the routine operation of the Community Center, including scheduling of events, program planning, activities, and building security. 2. Oversee programs and activities to benefit the general population. 3. Schedule use of the Community Center by community groups and organizations. a. Should a for-profit or not-for-profit entity, business, firm or agency (collectively a "lessee") seek exclusive use (based upon delineated and agreed upon hours and days of the week for said exclusive use) of a portion of a County owned community center for more than 80 hours per month in two or more months during any calendar year, then the lessee shall be required to enter into a written lease with Jefferson County to govern the terms and obligations of said exclusive use, naming BOARD as a third party beneficiary for an appropriate portion of the lease payment. Jefferson County will consult with the Board in developing terms of the lease and will comply with all laws regulating the lease of public property. 4. Purchase of necessary operating supplies including but not limited to desks, tables, chairs, and office supplies. Cleaning and facility operating supplies shall be approved by Jefferson County Facilities Division. 5. Purchase and replace interior light bulbs and fluorescent lamps as part of the operating supplies referred to in paragraph 4, above. Brand and style of lamps are to be approved by Jefferson County Facilities Division. All used fluorescent tubes shall be boxed and returned to Jefferson County Facilities Division for disposal. Page 1 of 5 2017 Community Services Grant Funding with Gardiner Community Center Board 6. Provide and manage routine custodial functions including but not limited to restrooms, floor care, room set up and minor emergency plumbing such as plugged or overflowing toilets. To ensure quality of care, the Board shall receive guidance from the Jefferson County Facilities Division as outlined in Attachment A. 7. Provide routine grounds maintenance, limited to mowing, operating and maintaining the irrigation system, and weeding. 8. Pay water, telephone, garbage and electrical service charges. 9. Work cooperatively with the American Red Cross and Jefferson County Department of Emergency Management in the event of an emergency to provide the use of the county owned facility as a mass care shelter. B. Reporting/Notification Responsibilities of the Board: 1. Provide to the COUNTY at least quarterly a statistical report of Center use, services, programs and activities, and a report of the costs (including but not limited to utility, and operating and cleaning supplies costs), as well as a report of all revenues from rentals or lease agreements of the Community Center. 2. Notify the COUNTY of changes in the use that may significantly impact water consumption, sewage disposal, electrical consumption and/or normal wear and tear of the Community Center. All BOARD financial and program records with respect to any matters covered by this Agreement shall be made available to the County at any time during normal business hours to allow the County to verify quarterly reports and to inspect, audit and make copies of any relevant data. SECTION 2: RESPONSIBILITIES OF JEFFERSON COUNTY A. The COUNTY agrees to assure the Gardiner Community Center is available for use by the community, including financial responsibility for the following: Maintenance and repair of real property (building, parking lot, water and septic systems) including, but not limited, to plumbing, kitchen equipment, floor repair and exterior lighting. 2. Audit financial records of the BOARD. 3. Maintenance of appropriate property insurance including scope and level of coverage and third party liability coverage for the County -approved Board members while acting within the scope of their responsibilities. B. The COUNTY will provide the BOARD a Community Services Grant to be used in support of their responsibilities as defined under this Agreement. Page 2 of 5 2017 Community Services Grant Funding with Gardiner Community Center Board Said grant is in the sum of three thousand one hundred and twenty dollars (S' ,120). Annual payment will be made the first quarter of 2417, based on the County's quarterly- billing cycle. Payment is predicated on quarterly reports defined in Section 1. SECTION 3: TERM This Agreement shall be for a term of one year, commencing on January 1. 2017 and end December 31. 2417 unless renewed by mutual agreement of the parties. SECTION 4: RENTAL AND LEASE INCOME The Board will retain all income derived from the rental or lease of the Community Center in order to support the costs of its responsibilities as described in this Agreement. except as provided in Subsection i.A.i. SECTION 5: ASSIGNMENT Either party to the Agreement shall not assign the Agreement, except by signed amendment. SECTION 6: MODIFICATION This Agreement may be modified during the term of the Agreement by mutual agreement of the parties and appended in writing to the Agreement. SECTION 7: TERMINATION The Agreement may be terminated, upon thirty (30) days written notice for any material breach of any of the terms of the Agreement by either party. After receipt of notice. and before termination. the party in default may cure the defect, in which case the Agreement shall continue in force for the full term. The COUNTY shall be refunded a pro -rated share of the agreed funding upon termination based upon the balance of time remaining in the teen unless otherwise negotiated. Pa=e 3 of 2017 Community Services Grant Funding with Gardiner Community Center Board SECTION 8: AGREEMENT TO COMPLY WITH APPLICABLE LAWS The BOARD shall comply with all Federal, State, and local laws and ordinances applicable to the work to be done under this Agreement. This Agreement shall be interpreted and construed in accord with the laws of the State of Washington and venue shall be in Jefferson County, WA. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed this -23 day Of jalUtaij , 2017. JEFFERSON COUNTY Attest: BOARD OF COMMISSIONERS Ave, Carolyn Ave r, Kathleen Kler, Chair Deputy Clerk of the Board Approved as to Form: GARDINtE� R COMMUNITY CENTER BOARD Michael Haas //2 �((, President Date Prosecuting Attorn y Page 4 of 5 2017 Community Services Grant Funding with Gardiner Community Center Board ATTACHMENT A Custodial Duties Daily: Clean and sanitize restrooms Empty trash cans Bi -Weekly: Vacuum all carpets Tri -Weekly: Sweep and mop all hard floors Annually: Wash windows Wipe down all doors and woodwork Assist county staff with heavy maintenance of all floors. Other: Set-up rooms as directed by building manager Page 5 of 5 FEB 2 4 2017 21 February 2017 Jefferson County Commissioners Attn: Julie Shannon PO Box 1220 Port Townsend WA 98368 Dear Ms. Shannon: As Secretary of the Gardiner Community Center I am submitting with this letter: 1) Minutes of the JAN 18, 2017, Meeting of the GCC Board of Directors. 2) GCC Income & Expense Statement for January, 2016. 3) 2017 Community Services Grant Funding Agreement between Gardiner Community Center Board and Jefferson County (original signed by GCC President Carol Hansen Hills). Please contact me if you have questions or need additional information. Sincerely, r Herb ook Secretary Gardiner Community Center Board of Directors 395 Bachelor Rd. Sequim WA 98382 PH: 360-797-7097 EM: herbcook(d1itt.net Gardiner Community Center Board Minutes: January 18, 2017 Call to Order The meeting was called to order by President Carol Hansen Hills at 10:02AM. Present: President Hills, Vice President Fran Reynolds, Treasurer Trish Warner, Secretary Herb Cook, directors Carleton Posey and Barbara Reavis; caretaker Andrew Watson. Absent: director Steve Durupt. Public Comment / Recognition of Guests No guests attended. No public comment. Approval of Minutes Minutes of the previous Board meeting on December 14, 2016, were approved as amended. Communications None. Facility Report/Maintenance Caretaker Andrew Watson reported: • Steve Durupt received a quote of about $5,000 from Strait Floors Inc. for purchase and installation of composition flooring to replace the worn-out carpet in the downstairs meeting room. Steve will bring flooring samples to the February 1.5 Board meeting. • In Andrew's opinion, the estimated cost of $1,500 to replace current fluorescent lighting tubes with energy-efficient LED tubes is excessive. • Jefferson County has repaired the ladies toilet. • Bob McCauley made and contributed a wooden door lock. Facility Report/Rental & Scheduling Fran Reynolds distributed a summary of GCC rentals and usage through December 31, 2016. Fran reported: • GCC users now sign one of three agreements: rental, recreational or community service. All current paid renters have submitted agreements. Agreements from two recreational users remain outstanding. There were cancellations in December because of icy conditions. The Salmon Derby Association would like to use GCC folding tables and chairs for the awards ceremony and barbecue at the Gardiner Boat Ramp on Monday, February 20. MSA (Herb, Fran) to authorize use of tables and chairs as requested. Landscape Committee Trish Warner reported that severe winter winds had damaged some plants. Treasurer's Report Trish Warner reported • Damage Deposits: As authorized by the Board in December, Fran and Trish reviewed all damage deposits. Trish refunded $1,325 to ongoing users, reducing the deposit balance to about $400, solely for upcoming events. • Financial Statements: Trish reported December receipts of $1,810, expenditures of $3,205 (including damage deposit refunds of $1,325) and a cash balance of $23,168 as of January 13, 2017. MSA: (Herb, Fran) to approve the November Treasurer's Report. • January Bills: MSA: (Fran, Barbara) to authorize payments totaling $1,740.08. Old Business • Downstairs Carpet Replacement: Strait Floors proposes to install solid (not panel) composition flooring. Steve will bring color samples to the February 15 Board meeting (see Facility Report). • LED Lighting: Jefferson County PUD informed Trish that the PUD does not offer rebates for the installation of LED lighting. After discussion of LED cost, energy savings, illumination quality and public relations benefits, it was MSA: (Herb, Fran) to authorize purchase of LED tubes from Home Depot for $1,586.04, to be installed by Jefferson County. • Guidelines for Operation: Herb agreed to draft potential guideline revisions, incorporating suggestions by Fran, for Board consideration in February or March. New Business • Phone Service: Board members agreed to discuss the pros and cons of changing from CenturyLink landline service to Ooma VoIP internet phone service. Next Meeting 10:00AM Wednesday, February 15. There being no further business to come before the Board, the meeting was adjourned at 11:50AM. Respectfully submitted, Herb Cook Secretary Category Summary Date Range: Custom Dates (1/1/2017 - 1/31/2017) Accounts First Federal, First Federal Savings Categories: Balance Forward, Bank Service Charge, and 20 more Tags: All Tags Type: Custom Money 1n $1,435.00 Bank Service Charge $10.00 1/13/2017 First Federal rfnd ser chg $10.00 Rentals & Donations $1,425.00 1/10/2017 First Federal Four Plus Four dep $995.00 $90.00 Gardiner Salmon 1/10/2017 First Federal $500.00 Derby 1/10/2017 First Federal Acrylic Paint Class $25.00 1/10/2017 First Federal Rhody O's $180.00 1/10/2017 First Federal Peninsula WCG $200.00 1/12/2017 First Federal Barbara Bucholz -$20.00 1/13/2017 First Federal Alanon $115.00 1/13/2017 First Federal Lakeside Industries $145.00 1/13/2017 First Federal Yoga dep $420.00 $160.00 1/21/2017 First Federal Men's Coffee $30.00 v Money Out -$4,124.68 Building Fixtures -$1,586.04 1/18/2017 First Federal Home Depot LED Lights -$1,586.04 Building Supplies -$57.14 1/18/2017 First Federal Andrew Watson -$57.14 Contract Labor -$1,050.00 1/28/2017 First Federal Andrew Watson -$1,050.00 Category Summary: printed from GCC on 2/12/17 Page 1 Damage Deposit Electric 1/18/2017 Garbage 1/18/2017 Telephone 1/18/2017 1/20/2017 Water 1/18/2017 First Federal PUD First Federal Murreys Disposal First Federal CenturyLink First Federal Century Link First Federal PUD 4840kw 2290 gal Money In: Money Out: Net Total: -$750.00 -$150.00 -$75.00 -$150.00 -$25.00 -$150.00 -$200.00 -$497.81 -$497.81 -$49.88 -$49.88 -$104.07 -$55.51 -$48.56 -$29.74 -$29.74 $1,435.00 -$4,124.68 -$2,689.68 Category Summary: printed from GCC on 2/12/17 Page 2 Gardiner Communityrfnd 1/12/2017 First Federal Church 1/12/2017 First Federal OPMS rfnd 1/12/2017 First Federal Barbara Bucholz rfnd Ann 1/13/2017 First Federal Acrylic Paint Class Waldron Sunshine Acres 1/15/2017 First Federal rfnd Property Owners 1/25/2017 First Federal Sea Change Canine Becker rfnd Electric 1/18/2017 Garbage 1/18/2017 Telephone 1/18/2017 1/20/2017 Water 1/18/2017 First Federal PUD First Federal Murreys Disposal First Federal CenturyLink First Federal Century Link First Federal PUD 4840kw 2290 gal Money In: Money Out: Net Total: -$750.00 -$150.00 -$75.00 -$150.00 -$25.00 -$150.00 -$200.00 -$497.81 -$497.81 -$49.88 -$49.88 -$104.07 -$55.51 -$48.56 -$29.74 -$29.74 $1,435.00 -$4,124.68 -$2,689.68 Category Summary: printed from GCC on 2/12/17 Page 2 Consent Agenda Commissioners Office JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Philip Morley, County Administrator FROM: Leslie Locke, Executive Assistant DATE: January 23, 2017 SUBJECT: AGREEMENT (4) re: 2017 Community Services Grant Funding; 1) In the Amount of $4,910; Jefferson County Fair Association; 2) In the Amount of $3,120; Gardiner Community Center; 3) In the Amount of $137,150; Olympic Community Action Program (OlyCAP); and 4) In the Amount of $13,620; Port Townsend Senior Association STATEMENT OF ISSUE: This agreement provides grant funding for 2017 to certain non-profit agencies for the provision of various community services to the citizens of Jefferson County. This funding has been budgeted from the general fund. FISCAL IMPACT: Jefferson County Fair Association: $4,910 Gardiner Community Center: $3,120 Olympic Community Action Program: $137,150 Port Townsend Senior Association: $13,620 RECOMMENDATION: Approve and sign the agreements. Date CONTRACT WITH: CONTRACT REVIEW FORM /� 02 Gardiner Community Center (Contractor) CONTRACT FOR: 2017 Community Services Grant Funding TERM: Ends 12/31/17 AMOUNT: .$3,120 PROCESS: Revenue: Expenditure: Matching Funds Required: Source(s) of Matching Funds: Exempt from Bid Process Consultant Selection Process Cooperative Purchase Competitive Sealed Bid Small Works Roster Vendor List Bid RFP or RFQ Step 1: REVIEW BY RIS �rM _ G Review b''G Lv Date APPROVED FORM Returned for revision (See comments) omments: Step 2: REVIEW BY PROSECUTING AIraPNEY Review by: Date Reviewed: APPROVED AS TO FORM /I Returned for revision (See comments) omments: ilio [ K"iK/f6t.Ltl.C- Gletn,�,ln - .1J� 14,06' i ".4.(V -V I-' i),, Step 3: DEPARTMENT MAKES REVISIONS 1 c�.�rsc s� 4,f - Have contractor sign appropriate number of originals. gt 's 5w+4 a- s vt owl— WwW.. L t Step 4: SUBMIT TO PROSECUTING ATTORNEY FOR F=NAL SIGN OFF Step 5: SUBMIT TO BOCC FOR APPROVAL Submit originals and 9 copies of Contract, Review Form, and Agenda Bill to BOCC Office. Place "Sign Here" markers on all places the BOCC needs to sign. MUST be in BOCC Office by 5 p.m. TUESDAY for the following Monday's agenda. (This form to stay with contract throughout the contract review process.)