HomeMy WebLinkAboutGardiner Community Center - 021218AGREEMENT
By and Between
GARDINER COMMUNITY CENTER BOARD
And
JEFFERSON COUNTY
2018 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
2018 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.
3. 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
2018 Community Services Grant Funding with Gardiner Community Center Board
Said grant is in the sum of three thousand two hundred and twenty dollars ($3,220). Annual
payment will be made the first quarter of 2018, 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, 2018 and end
December 31, 2018 unless renewed by mutual agreement of the parties. All activities performed
pursuant to this Agreement within its term and prior to its execution are hereby ratified.
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 1.A.3.
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 term unless otherwise
negotiated.
Page 3 of 5
2018 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 /�� qday
of t -e kl rwi s ,�— , 2018.
JEFFERS N COUNTY
O C
Attest: BOA ISSIONERS
�,
Carol Gallaway, David Su ivan, Chair
Deputy Clerk of the Board
Ap oved a o F rm: GARDINER COMMUNITY CENTER BOARD
Philip Hunsucker, President Date
Chief Civil Deputy Prosecutor
Page 4 of 5
2018 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
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: February 12, 2018
SUBJECT: AGREEMENT re: 2018 Community Services Grant Funding; In the
Amount of $3,220; Gardiner Community Center
STATEMENT OF ISSUE:
This agreement provides grant funding for 2018 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:
Gardiner Community Center:
RECOMMENDATION:
Approve and sign the agreements.
REVIEWED BY:
ip Morle is for
$3,220
Date
CONTRACT WITH:
CONTRACT REVIEW FORM
Gardiner Community Center
(Contractor)
'18
AMOUNT: .$3,220 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 RISK
05
&eview by: PIVIN-131
Date Reviewed: `—
APPROVED FORM [3 Returned for revision (See comments)
Comments:
Step 2: REVIEW BY
Review by: 1/
Date Reviewed:
APPROVED AS TO FORM
Comments:
RNEY
Returned for revision (See comments)
Step 3: DEPARTMENT MAKES REVISIONS
Have contractor sign appropriate number of originals.
Step 4: SUBMIT TO PROSECUTING ATTORNEY FOR FINAL 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.)
1820 Jefferson Street
Port Townsend,
David W. Sullivan, District 2 Kathleen Kler, District 3
February 13, 2018
Gardiner Community Center
Herb Cook
395 Bachelor Road
Sequim, WA 98382
Re: Agreement for 2018 Community Services Funding — Gardiner Community Center
Dear Mr. Cook,
Enclosed for signature are two (2) original agreements for 2018 Community Services
Funding. Please sign both originals, keep one original for your records and return the
second original to the address listed above.
Thank you for your assistance.
jSincell
y
Leslie Lock
Executive Assistant
Enclosure
Phone (360) 385-9100 Fax (360) 385-9382 jeffbocc@co.jefferson.wa.us
23 February 2018
Jefferson County Commissioners
Attn: Julie Shannon
PO Box 1220
Port Townsend WA 98368
Dear Ms. Shannon:
FEB 2 b 2018
As Secretary of the Gardiner Community Center I am submitting with this letter:
I ) Minutes of GCC Board of Directors Meetings DEC 13, 2017; and JAN 21, 2018.
2) GCC Income & Expense Statements for December 2017 and January 2018.
3) GCC Annual Income & Expense Summary for JAN 1 -DEC 31, 2017.
4) GCC Facility Usage and Rental Revenue Report for 4Q 2017.
5) Signed 2018 Community Services Grant Funding Agreement.
GCC Board members appreciate Jefferson County's continued confidence in our operation of the
Community Center. We look forward to receiving the $3,220 Community Services Grant.
SVCook
H
Secretary
Gardiner Community Center Board of Directors
395 Bachelor Rd.
Sequim WA 98382
PH: 360-797-7097
EM: lie rbco€ik(riwt. net
Gardiner Community Center Board
Minutes: December 13, 2017
Call to Order
The meeting was called to order by President Carol Hansen Hills at 11:10AM. Also present:
Vice President Fran Reynolds, Treasurer Trish Warner, Secretary Herb Cook, directors Mark
Nebel and Carleton Posey; GCC Caretaker Andrew Watson.
Public Comment / Recognition of Guests
Board members welcomed Gardiner resident Crystal Gregory. Former GCC Board member
Steve Durupt and Jefferson County Commissioner Kathleen Kler attended an informal luncheon
and discussion following the business meeting.
Approval of Minutes
Minutes of the previous Board meeting on November 15, 2017, were approved as presented.
Communications
None.
Facility Reports
• Maintenance: Caretaker Andrew Watson
o Andrew is seeking a supplier of additional letters for the GCC Readerboard.
o Andrew will purchase a steam cleaner for upholstery.
• Rental & Scheduling: Fran Reynolds
o Several 2018 Rental Agreements remain outstanding; Fran will follow up.
o The Sea Change K9 organization donated a new vacuum cleaner. The old vacuum
will be discarded.
o Jan Hintermayr continues to launder GCC's soiled linens. Carol offered to send a
card and flowers or a plant to recognize Jan's volunteer service.
• Landscape: Trish Warner
o Trish and Mark Nebel have completed fall/winter grounds clean-up.
o Jefferson County's road sweeper swept the GCC parking lot; Trish thanked
county maintenance supervisor Dave Kaldahl.
Treasurer's Report: Trish Warner
• Financial Statements: November receipts $1,973, expenditures $2,035. Checking
account NOV30 balance: $17,918, including $750 net refundable damage deposits.
December bills payable $1,539, including $32.60 reimbursement to Trish for paying the
six-month Ooma Telo telephone bill. MSA (Herb/Carleton): to approve the
Treasurer's Report and authorize payment of December bills.
Old Business
• Cleaning Window Blinds: Blinds were dusted when holiday decorations were installed.
Board members agreed the blinds should be washed in the spring.
• Chair Rails: Tom Walker (Jefferson County Facilities Maintenance) notified Carol by
email that the county lacks the manpower or budget to install chair rails in the large
downstairs meeting room. Andrew offered to install the rails. After discussion, it was
MSA (Fran/Mark): to authorize Andrew to spend up to $100 for wood and install
chair rails, contingent upon approval of Jefferson County.
• 2018 Caretaker Agreement: Board members accepted minor amendments to the
Caretaker's responsibilities as enumerated in the Agreement. MSA (Trish/Fran): to
approve the 2018 Caretaker Agreement as amended, including compensation of
$13,200 as an independent contractor.
New Business
• Officers' Duties: Fran distributed a draft of proposed Officers' Duties. Discussion was
deferred to January.
• 2018 Board Meeting Schedule: Board members agreed to continue holding meetings at
10:00AM on Wednesdays (usually the 3rd Wednesday of the month) and scheduled the
following meeting dates in 2018:
January 17 April 11 July 18 October 17
February 21 May 16
March 21 June 20
Next Meeting
Wednesday, January 17, 10:00AM.
August 15 November 14
September 19 December 19
There being no further business to come before the Board, the meeting was adjourned at
12:05PM. Board members and guests then enjoyed an informal luncheon and discussion with
Commissioner Kler until 1:15PM.
Respectfully submitted,
Herb Cook / Secretary
IV
Gardiner Community Center Board
Minutes: January 17, 2018
Call to Order
The meeting was called to order by President Carol Hansen Hills at 10:00AM. Also present:
Vice President Fran Reynolds, Treasurer Trish Warner, Secretary Herb Cook, directors Mark
Nebel, Carleton Posey and Barb Reavis; GCC Caretaker Andrew Watson.
Public Comment / Recognition of Guests
None
Approval of Minutes
Minutes of the previous Board meeting on December 13, 2017, were approved as presented.
Communications
Fran received a letter from the Captain of the US Navy Civil Engineering Corps, expressing
thanks for use of GCC on Veterans Day.
Facility Reports
• Maintenance: Caretaker Andrew Watson
o The upstairs floor is being scratched when tables are moved. After discussion,
MSA (Trish/Fran): To authorize Andrew to spend up to $100 to purchase a
furniture dolly and secure it when not in use.
o Andrew has been hand -cleaning chair cushions. After discussion, MSA
(Herb/Fran): To authorize Andrew to spend up to $100 to purchase a steam
cleaner for upholstery.
o The upstairs floor continues to deteriorate, especially where it is heavily used by
square dancers. Jefferson County has informed Carol that the county lacks money
and manpower to refinish the floor again. Andrew will investigate the cost of
refinishing with a more durable product such as used on gymnasium floors.
Rental & Scheduling: Fran Reynolds
o Fran presented GCC's Quarterly Usage Report for October -December 2017
(appended by reference to these Minutes). GCC hosted 175 activities in the 4th
Quarter and 660 activities in 2017. Annual revenue (including rentals and
donations) increased from $14,902 in 2016 to $17,052 in 2017.
o Gardiner Salmon Derby Association President Kathy Watrous requested use of
eight GCC tables during the Olympic Peninsula Salmon Derby, March 9-11; and
use of the GCC Readerboard to promote Derby ticket sales. MSA (Fran, Mark):
To authorize use of GCC tables and Readerboard as requested.
Landscape: Trish Warner
o No report.
Treasurer's Report: Trish Warner
• Financial Statements: December receipts $1,575, expenditures $1,833. DEC 31
checking account balance: $17,360, including $560 refundable damage deposits. January
bills payable $1,587.
• Annual Financial Statement (2017): receipts $19,740; expenditures $25,093; decrease
in assets ($5,353). MSA (Herb/Fran): to approve the Treasurer's Report and
authorize payment of January bills.
Old Business
• Chair Rails: GCC received approval from Tom Walker (Jefferson County Facilities
Maintenance) to install rails to protect the walls of the downstairs meeting room. Andrew
obtained wood samples. After discussion, Board consensus was that relatively minor
scuffs and dings may not justify the expense and labor required. No action was taken.
• Jan Hintermayr: Carol and Carleton delivered a plant to Jan in December to thank her
for her ongoing volunteer efforts in laundering GCC's linens. Jan was grateful for the gift
and the recognition of her service.
• Officers' Duties: Board members suggested minor revisions to Fran's draft. Fran will
make the revisions; Herb will coordinate distribution.
2018 Board Meeting Schedule: Herb distributed the approved schedule:
January 17 April 11 July 18 October 17
February 21 May 16 August 15 November 14
March 21 June 20 September 19 December 19
New Business
• Use of GCC as a Mass Care Shelter: Carol received a request from Jamie Goodwin of
the American Red Cross (ARC) Kitsap & Olympic Peninsula Chapter to update the 2012
agreement for use of GCC as an emergency shelter. Board members discussed whether
GCC as operator of the Community Center or Jefferson County as owner should execute
the agreement. Goodwin and an ARC colleague will visit GCC on January 25.
Next Meeting
Wednesday, February 21, 10:00AM.
There being no further business to come before the Board, the meeting was adjourned at
11:45PM.
Respectfully submitted,
Herb Cook / Secretary
Category Summary
Date ange- Custom Dates (12/1/2017 - 12/31/2017)
Accot.snm First Federal, First Federal Savings
G to orips. Beginning Balance, Begnning Balance, and 15 more
All Tags
.-pe Details for all categories
Shoe, MernolNotes
v Money In
-$98.76
$1,575.00
Rentals & Donations
Andrew Watson
-$98.76
$1,575.00
12/1/2017
First Federal
Yoga
$180.00
12/1/2017
First Federal
Exercise
$20.00
12/1/2017
First Federal
Four Plus Four
$180.00
12/6/2017
First Federal
Men's Coffee
$35.00
12/7/2017
First Federal
Peninsula WCG
$120.00
12/7/2017
First Federal
Gardiner Community Church
$85.00
12/8/2017
First Federal
Sea Change Canine
$235.00
12/14/2017
First Federal
Rhody O's
$270.00
12/14/2017
First Federal
Sea Change Canine
$235.00
12/15/2017
First Federal
Phyllis Carey
$115.00
12/27/2017
First Federal
American Sewing Guild
$100.00
v Money Out
-$1,832.98
Building Maintenance
-$98.76
12/13/2017
First Federal
Andrew Watson
-$98.76
Contract Labor
-$1,050.00
12/20/2017
First Federal
Andrew Watson
-$1,050.00
Damage Deposit
-$225.00
12/6/2017
First Federal
Andrea Davis
-$25.00
12/15/2017
First Federal
Wash Contract Loggers Assn
-$150.00
12/27/2017
First Federal
American Sewing Guild
$150.00
12/28/2017
First Federal
Aida Uy
-$200.00
Category Summary: printed from GCC on 1/6/18 Page 1
Electric
$1,575.00
Money Out:
-$315.70
12/15/2017
First Federal
PUD
-$315.70
Garbage
-$50.41
12/15/2017
First Federal
Murreys Disposal
-$50.41
Grounds Maintenance
-$30.00
12/1/2017
First Federal
Mark Nebel
-$30.00
Telephone
-$32.40
12/15/2017
First Federal
Trish Warner
-$32.40
Water
-$30.71
12/15/2017
First Federal
PUD
-$30.71
Money In:
$1,575.00
Money Out:
-$1,832.98
Net Total:
-$257.98
Category Summary: printed from GCC on 1/6/18 Page 2
Category Summary
Date Range: Custom Dates (1/1/2018 -1/31/2018)
Accounts: First Federal, First Federal Savings
Categories: 150.00, Adjustment, Bank Service Charge, and 55 more
Tags: All Tags
Type: Summary for all categories
Money In
Damage Deposit
Rentals & Donations
Money Out
Building Maintenance
Contract Labor
Electric
Garbage
Office Supplies
Water
Show Memo/Notes
$3,747.00
$350.00
$3,397.00
-$1,731.16
-$95.56
-$1,100.00
-$361.32
-$50.41
-$75.73
-$48.14
Money In:
$3,747.00
Money Out:
-$1,731.16
Net Total:
$2,015.84
Category Summary: printed from GCC on 2/3/18 Page 1
Category Summary
Date F I Custom Dates (1/l/2017 - 12/31/2017)
Accounts: First Federal, First Federal Savings
Categcri: 150.00, Adjustment, Bank Service Charge, and 55 more
Tags: All Tags
Type: Summary for all categories
Money In
Bank Service Charge
County Funds
Rentals & Donations
Sign Rental
Money Out
Building Fixtures
Building Maintenance
Building Supplies
Buillding Maintenance
Contract Labor
Damage Deposit
Electric
Garbage
Grounds Maintenance
Landscape Materials
Office Supplies
Telephone
Water
Show Memo/Notes
$19,740.00
$10.00
$3,120.00
$16,410.00
$200.00
-$25,092.58
-$5,225.97
-$418.76
-$704.75
-$82.17
-$12,600.00
-$400.00
-$3,435.18
-$604.39
-$400.00
-$301.18
-$76.29
-$440.92
-$402.97
Category Summary: printed from GCC on 1/11/18 Page 1
Money In: $19,740.00
Money Out: -$25,092.58
Net Total: -$5,352.58
Category Summary: printed from GCC on 1/11/18 Page 2
2017 GCC QUARTERLY REPORTS
JAN -
MAR
First Q..t r
T°FdAcbnhes
166
APR -
JUN
so°nd °i�`�'
TotalAc"es
169
JULY -
SEPT
"�
TowAcws.
150
OCT -
DEC
Fourth °uartw
TortalAchvihes
175
CLIENTS
# of
Activities
% Of
Total Use
# of
Activities
% of
Total Use
# of
Activities
% of
Total Use
# of
Activities
% Of
Total Use
ANNUAL - RENTAL
36%
37%
37.2%
32.9%
Arts/Crafts Clubs
15
9%
15
9%
15
10%
14
8%
Church Activities
12
7%
17
10%
15
10%
13
[ 7.4%
Mushroom Society
1
1%
2
1%
1
.6%
2
1%
Square Dancing Clubs
31
19%
28
1 17%
25
16.6%
29
16.5%
ANNUAL - DONATION
48%
52%
50.6%
47.9%
Bunco Club
2
1%
6
4%
4
2.6%
6
3.4%
Coffee Clubs
37
22%
39
23%
40
26.6%
37
21% I
Exercise/Yoga Classes
37
22%
39
23%
31
20.6%
37
21%
Gardiner Garden Club
2
1%
2
1%
1
.6%
3
2%
Salmon Derby
4
2%
2
1%
1
.6%
1
.5%
EVENT RENTALS
8
5%
7
4%
7
4.6%
18
10.3-/0
i
COMMUNITY SERVICE
17
10%
12
7%
10
6.6%
15
8.6%
Cemetery District 3
(3)
(3)
(3)
(4)
Emergency Preparedness
(10)
(5)
(4)
(7)
GCC Bd Meet.
(3)
(3)
(3)
(3)
Project Linus
(1)
(1)
-0-
(1)
Revenue Earned Per
Quarter:
I 2016
2017
2016
2017
2016
2017
2016
2017
Annual Rentals
$1960
$2125
$2290
$2335
$2010
$1975
$1847
$2180
Event Rentals
$1130
$1270
$1010
$530
$1215
$505
$1100
$1740
( Donations
($585)
$1335
($585)
$731
($585)
$1081
($585)
$1243
I
Revenue Waived Per
Quarter:
Community Service
<$710>
<$210>
<$365>
<$615>
Total Revenue Earned Per
Quarter
$3675
$4730
$3885
$3598
$3810
$3561
$3532
$5163
TOTAL REVENUE EARNED
2016
2017
$14902
$17052
I