HomeMy WebLinkAboutFriends of Chimacum Ceek - 081417JEFFERSON COUNTY
VOLUNTEER MAINTENANCE AGREEMENT
AGREEMENT made between the Friends of Chimacum Creek, hereinafter referred to as the
"Volunteers" and Jefferson County, State of Washington, hereinafter referred to as the "County".
SECTION ONE - AGREEMENT. The Volunteers seek to serve as official Jefferson County
Public Works Volunteers and to donate maintenance services for Irondale Beach County Park,
563 Moore St, Port Hadlock, Washington. Jefferson County accepts the offer of the Volunteers
to donate maintenance services for Irondale Beach Park. The Volunteers gain good will by being
good citizens of Jefferson County; and the County and its citizens gain ongoing maintenance of
Irondale Beach County Park; both items representing good and valuable consideration in support
of this Volunteer Maintenance Agreement. Information about the Volunteers is provided in
EXHIBIT A. The Maintenance Plan is provided in EXHIBIT B.
SECTION TWO — TERM OF AGREEMENT. The agreement shall become effective upon
approval, and shall be open ended, subject to termination as hereinafter provided.
SECTION THREE — COMPENSATION TO THE VOLUNTEERS. It is understood and agreed
by both the County and the Volunteers that no compensation or other benefits will be provided to
the Volunteers by Jefferson County for maintenance services donated to Irondale Beach Park.
SECTION FOUR — THE VOLUNTEERS' INABILITY TO CONTRACT FOR THE COUNTY.
Notwithstanding anything herein contained to the contrary, the Volunteers shall not have the
right to make any contracts or commitments for or on behalf of the County without first
obtaining the written consent of the County.
SECTION FIVE — AGREEMENTS OUTSIDE OF CONTRACT. This contract contains the
complete agreement concerning the personal services agreement between the parties and shall, as
of the effective date hereof, supersede all other agreements between the parties.
SECTION SIX — MODIFICATION OF CONTRACT. No waiver or modification of this
Agreement or of any covenant condition or limitation herein contained shall be valid unless in
writing and duly executed by each party.
SECTION SEVEN — TERMINATION. This agreement may be terminated by either party for
any reason upon twenty-eight (28) day's written notice to the other. In the event of any violation
by the Volunteers of any of the terms of this contract, County thereon may terminate this
Volunteer Maintenance Agreement with notice. Upon written notice from the County to the
Volunteers that the County intends to terminate this Agreement based upon the Volunteers's
breach of this Agreement, the Volunteers shall have seven (7) days to cure or remedy the alleged
breach to the satisfaction of the County's Public Works Department or that Department's
designated representative. In the event of a severe breach of this Agreement as determined by the
Department's designated representative, the County may prohibit the Volunteers from carrying
out the day to day duties of the Volunteers described in this Agreement at anytime deemed
necessary by the County.
Volunteer Maintenance Agreement Page 1 of 7
SECTION EIGHT — SEVERABILITY. All agreements and covenants contained herein are
severable, and in the event of any of them with exception of those contained in Sections One and
Three hereof, shall be held to be invalid by any competent court, this contract shall be interpreted
as if such invalid agreements or covenants were not contained herein.
SECTION NINE — PARK MAINTENANCE PLAN. It is understood by both the County and the
Volunteers that maintenance will be conducted according to the Park Maintenance Plan detailed
in Exhibit B.
SECTION TEN — PARK MODIFICATIONS. No modifications to existing structures, trails,
vegetation, roads, or signs will be made by the Volunteers without prior written consent of the
County. No new signs, benches, trails, or other park amenities will be installed without prior
written consent of the County.
SECTION ELEVEN — SAFETY POLICY and MEDICAL INSURANCE. It shall be a condition
of this Agreement that the Volunteers shall serve as official Jefferson County Public Works
Volunteers, and shall follow all safety practices set forth in Jefferson County and the State of
Washington. The Volunteers shall be provided with not less than two (2) hours of training with
respect to the County's Safety Policy. The Volunteers will be covered by Washington State
Workers Compensation insurance for volunteers (medical only). The Volunteers shall follow the
Education and Intervention Policy that is detailed in EXHIBIT C.
SECTION TWELVE — ANTI -HARASSMENT AND DISCRIMINATION. It shall be a
condition of this Agreement that the Volunteers comply with the Jefferson County Personnel
Administration Manual, Appendix F Anti -Harassment Policy and Procedures.
SECTION THIRTEEN —ETHICS. It shall be a condition of this Agreement that the Volunteers
comply with the Jefferson County Personnel Administration Manual, Appendix B Code of Ethics
Policies and Procedures.
SECTION FOURTEEN - PARK ORDINANCE. It shall be a condition of this agreement that the
Volunteers comply with Jefferson County Park ordinance found in Chapters 8.25 and 12.25.
SECTION FIFTEEN — VOLUNTEER SUPPLIED EQUIPMENT — Volunteers are responsible
for supplying any tools and equipment necessary for performance of the work which are not
otherwise provided by the County. Jefferson County is not responsible for the costs of
replacement or maintenance of any Volunteer -owned or provided tools or equipment used in the
performance of the work which may sustain damage as a result of this work. Jefferson County
may reimburse the Volunteers for fuel, oil, blades and other consumables used in performance of
the work up to a maximum of $250 per year based upon a valid invoices presented by the
Volunteers.
Volunteer Maintenance Agreement Page 2 of 7
IN WITNESS WHEREOF, the artier have executed this agreement at Port Townsend,
Washington on this, the &2 day of �itG�t'Lt�$ f' , 20/7
COUNTY OF JEFFERSON
BOARD OF COMMISSIONERS
Kath een Kler, Chair
Approved as form only.
Philip C. Hunsucker Date
Chief Civil Deputy Prosecutor
i
Mont 1 �&�.% ate
Public Works Director/County Engineer
Volunteers Signatures q�
fl.4 / 1/ 0 3 �
Date
1-02 V-404.4 I - U ��
Date
Volunteer Maintenance Agreement Page 3 of 7
EXHIBIT A
Jefferson County
Volunteer Maintenance Agreement for Irondale Beach Park
Friends of Chimacum Creek Organizational Information
1. Mission
The mission of the Friends of Chimacum Creek is to improve the health, welfare, safety, and
well-being of the entire community through support and maintenance of public parks at the
mouth of Chimacum Creek.
2. Officers
a. Susie Learned, President, 110 2nd Ave, Port Hadlock, Washington
b. Ashley Kehl, Vice President, Port Hadlock, Washington
c. Molly Pearson, Secretary, 420 E. Moore St., Port Hadlock, Washington
d. Groundskeeper, Jim Stark, 543 E. Moore St., Port Hadlock, Washington
3. Membership
a. 84 Households
4. Annual Meeting
a. Prior to 4d' of July Community Picnic at Irondale Beach Park
5. Regularly Scheduled Events
a. Annual 0 of July Community Picnic at Irondale Beach Park
b. First Saturday of every month, group (deep clean) trash pick-up
c. Monday mornings April through October, noxious weed removal and maintenance
Volunteer Maintenance Agreement Page 4 of 7
EXHIBIT B
Jefferson County
Maintenance Plan for Irondale Beach Park
Relevant Existing Plans, Covenant and Code
1. Environmental Covenant held by the Washington State Department of Ecology
2. Cultural Resources Management Plan issued by the Washington State Department of
Archeology and Historic Preservation.
3. Irondale Beach Park Master Plan
4. Jefferson County Park Code
Maintenance Goals
1. The park is free of garbage, including micro garbage such as cigarette butts and gum
wrappers.
2. The park is free of branches, downed trees, and danger trees.
3. Garbage cans are emptied and maintained.
4. The park is free of dog waste.
5. Areas including the Power House Cap, the Steel Mill Cap, the Creekside area, and the
Beachfront areas are mowed to prevent tree, weed, and shrub growth.
6. Trails are maintained with long, open sight lines, good drainage, and free of debris and
downed trees.
7. Signs, fences, delineators, gates, bollards, and other structures are clean and functional.
8. The parking lot is reasonably well maintained.
Maintenance Tasks and Schedule of the Volunteers
Task
Minimum Frequency
Tools and Supplies
Garbage clean up
Weekly
tongs, gloves
Haul garbage cans to dump
—Bags,
Weekly/as needed
Truck or trailer (County pays
dump fees)
Deep garbage clean up
Monthly
Bags, tongs, gloves
Mowing
Monthly
Finish mower or brush mower
Cut brush from trails
Monthly
Loppers, saws, clippers
Branch and debris clean up
Monthly
Most debris can be treated on
site
Clean signs
Yearly
Soap, sponge and water
Repair gates, fences,
delinators, signs etc
Yearly
Various
Volunteer Maintenance Agreement Page 5 of 7
EXHIBIT B - Continued
Jefferson County
Maintenance Plan for Irondale Beach Park
Maintenance Tasks and Schedule of the County
Task
Minimum Frequency
Equipment and Supplies
Grade and gravel parking area
Once per year
County heavy equipment
Tree work - including danger
Once per year or as needed
Local contractors
trees, bucking up down trees,
and tree pruning
Cultural resources
Ongoing
Various
management plan
Volunteer Maintenance Agreement Page 6 of 7
EXHIBIT C
Jefferson County
Education and Intervention Policy
Intervention Policy
1. Volunteers will wear their badge and at least one garment or cap with a Parks and
Recreation Logo while interacting with the public.
2. Volunteers may in a friendly manner: introduce self, greet and assist park visitors, answer
questions and explain regulations in an open and friendly manner. The Volunteers may
distribute copies of maps, rules and brochures, may assist in locating a part of the park,
will be familiar with points of interest and location of services that might be of interest to
the visitor. Volunteers may assist in park public relations, education activities and special
events. Volunteers will not attempt to discipline or apprehend any park user. Volunteers
will report any minor disturbance or breaking of rules to the Parks and Recreation
Manager. Major issues, crime, or serious emergencies will be reported to the Jefferson
County Sheriff directly.
LAW ENFORCEMENT WILL BE DONE BY THE JEFFERSON COUNTY SHERIFF
NOT BY THE VOLUNTEERS
3. The Volunteers are to inform visitors of rules and regulations. If the park users seem
cooperative, the Volunteers can ask them to correct the situation in a friendly manner. If
the park users do not comply after one friendly reminder or intervention, then the
Volunteers are prohibited from making any further contact with that visitor, and law
enforcement will be contacted by the Volunteers. The Volunteers must keep in mind that
they may not receive immediate response from law enforcement.
4. In the event of an uncooperative visitor, a visitor that makes the Volunteers
uncomfortable in any way, or in any unpredictable situation, the Volunteers will leave the
situation immediately and contact the appropriate party.
Volunteer Maintenance Agreement Page 7 of 7
Department of Public Works
O Regular Agenda
Page 1 of 1
Jefferson County
Board of Commissioners
Agenda Request
To: Board of Commissioners
Philip Morley, County Administrator
From: Monte Reinders, Public Works Director/County Engineer
Agenda Date: August 14th, 2017
Subject: Volunteer Maintenance Agreement for Irondale Beach Park
Statement of Issue: The Friends of Chimacum Creek Group (The Volunteers) seek to
enter into a maintenance agreement for Irondale Beach Park. Maintenance duties
include mowing, garbage service, park clean up, trail clearing, sign cleaning, general
repairs and removing brush and debris. The Volunteers will also monitor park use,
assist with reservations and events, and participate in park planning.
Analysis/Strategic Goals/Pro's Ft Con's: The Volunteers have maintained Irondale
Beach Park since staff reductions in 2009. The Volunteers would like to continue to do
so over the long term. The Volunteers are organized, reliable, and effective.
Fiscal Impact/Cost Benefit Analysis: The agreement allows for $250 per year towards
maintenance and operation of equipment owned by the Volunteers for use at Irondale
Beach Park. The benefits of providing a 14 acre beach park and National Historic Site
far outweigh the costs.
Recommendation: Hear a brief presentation, at 10:15am, approve the agreement
and return two copies to Public Works. Participate in a photo opportunity after
approving the agreement.
Department Contact: Matt Tyler 360-385-9129
Reviewed By:
PMorley, ou y Administrator
Date
CONTRACT REVIEW FORM
CONTRACT WITH: Friends of Chimacum Creek
(Contractor/Consultant)
CONTRACT FOR: Volunteer Maintenance Services
COUNTY DEPARTMENT:
For More Information Contact:
Contact Phone #:
RETURN TO: Tina
in
Public Works
TERM: Open ended
Matt Tyler JUN 19 2017
(360) 385-9129
RETURN BY: Jule. 13, 2017
AMOUNT: Not Applicable PROCESS: Exempt from Bid Process
Consultant Selection Process
Revenue: Cooperative Purchase
Expenditure: Less than $750/year Competitive Sealed Bid
Matching Funds Required: Small Works Roster
Sources(s) of Matching Funds Vendor List Bid
RFP or RFQ
X Other
Step 1: REVIEW BY
Review by:
Date Reviewed.
APPROVED FORM
Comments
Step 2: REVIEW BY PRO
Review by:
Date Reviewed:
APPROVED AS TO FORM Q
Comments
/0l/
Returned for revision (See Comments)
TTORNEY
Philip C. Hunsucker
/ Chief Civil Deputy Prosecutor
Returned for revision (See Comments)
Step 3: (If required) DEPARTMENT MAKES REVISIONS AND RESUBMITS TO RISK MANAGEMENT AND
PROSECUTING ATTORNEY
Step 4: CONTRACTOR/CONSULTANT SIGNS APPROPRIATE NUMBER OF ORIGINALS
Step 5: SUBMIT TO BOCC FOR APPROVAL
Admin will submit originals and 6 copies of Contract and Review Form with Agenda Bill to BOCC Office.
Place "Sign Here" markers on all places the BOCC needs to sign.
MUST be in BOCC Office by 4:30 p.m. TUESDAY for the following Monday's agenda.
(This form is to stay with the contract throughout the contract review process and accompany the Agenda Bill.)
\\CASTLEHILL\Group\Publicworks\SUPPORT\1 Staff Folders\Matt\Parks\lrondale Beach Park\IBP Adoption Infornlatlon\Contract Review
Form IBP Agreement.docx rev. 4/26/2017