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HomeMy WebLinkAbout070119_ca05 JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS CONSENT AGENDA REQUEST TO: Board of County Commissioners Ai r--1122) Morley, County Administrator/ 6h ( �1'G FROM: Mark McCauley,Central Services Director I DATE: July 1,2019 ' RE: Request for Board of County Commissioners approval of a Facility Use Agreement with the Red Cross—Kitsap & Olympic Peninsula Chapter(herein after Red Cross) for Use of the Brinnon, Chimacum,Gardiner,Port Townsend and Quilcene Community Centers to Provide Services During and After a Disaster STATEMENT OF ISSUE: The Red Cross has conducted facility assessments of the county's five community centers and wishes to enter into a facility use agreement with the county for use of these facilities during and after a disaster. ANALYSIS: The Red Cross provides a variety of badly needed services during and after disasters. In order to do this they identify suitable locations and facilities in advance of those disasters so agreements for use can be completed in advance which helps bring those facilities on line rapidly when needed.The Brinnon, Chimacum,Gardiner,Port Townsend and Quilcene Community Centers are ideal facilities for the Red Cross due to their locations and available space. It would appear to be in the best interests of our community and citizens to grant the Red Cross use of these facilities when a disaster strikes. FISCAL IMPACT: There is no fiscal impact. The county will provide the Red Cross use of the facility at no charge. The agreement does call for the Red Cross to reimburse the county for certain reasonable expenses, if incurred. RECOMMENDATION: That the Board of Commissioners approve the attached Facility Use Agreement with the Red Cross for use of the Brinnon,Chimacum, Gardiner, Port Townsend and Quilcene Community Centers to provide services during and after a disaster. REVIEWED BY: `� n e •� �- ("1ll/ Philip Morley, County Administrator Date tw- i o F`' .-erican Facility Use Agreement Red©vow The American National Red Cross("Red Cross"),a non-profit corporation chartered by the United States Congress, provides services to individuals,families and communities when disasters strike.The disaster relief activities of the Red Cross are made possible by the American public who support the Red Cross with generous donations.The Red Cross's disaster services are also supported by facility owners who permit the Red Cross to use their buildings as shelters and other service delivery sites for disaster victims.This agreement is between the Red Cross and a facility owner("Owner")so the Red Cross can use the facility to provide services during a disaster.This agreement only applies when Red Cross requests use of the facility and is managing the activity at the facility. Parties and Facility Owner: Full Name of Owner Address �, P S O v. f T u v W4s4 �+ 7 fj il 1 g? 24 Hour Point of Contact M Q Y�L M �lU �� / ' Name and Title Work Phone l ��`!'2C�at(' ,, t�'�1 �v �eS 360-- '85.-- 3 Q 6/V) � ` ��c_ 774 - 4 2�o�Ge J Cell Phone J Address for Official Notices(only if different from above address) Red Cross: Chapter Name Chapter Address �� �-pix . �J 24-Hour Point of Contact r � "�{ ` '`�- qY` kJ 4-. i�3 7 Name and Title (�K Q c� — sd_ ,,L e A) j!_A-45-V-�y1 /l� Work Phone �5 3 �, 6—� Cell Phone ,q�,�, c, 3100 _ a-�7 - 370 3 7 Address for Official16trWL?American Red Cross, Disaster Cycle ServiceSs"�L`ogistics,855o Arlington Blvd.,Fairfax, Notices VA 22031 Facility: Insert name and complete street address of building or,if multiple buildings,write"See attached facility list,"and attach facility list,including complete street address of each building that is part of this agreement. If the Red Cross will use only a portion of a building,then describe the portion of the building that the Red Cross will use. ,-d..c,, I , A C.L.m-- k.A,G DCS JT DMWT Facility Use Agreement V.2.0 2017.06.29 1 -4 Amerticafi Facility Use Agreement mad cpozs Terms and Conditions i. Use of Facility: Upon request and if feasible,Owner will permit the Red Cross to use and occupy the Facility on a temporary basis to conduct emergency, disaster-related activities. The Facility may be used for the following purposes(both parties must initial all that apply): Facility Purpose Owner Initials Red Cross Initials Service Center(Operations, Client Services, or Volunteer Intake) Storage of supplies Parking of vehicles Disaster Shelter 2. Facility Management: The Red Cross will designate a Red Cross official to manage the activities at the Facility ("Red Cross Manager"). The Owner will designate a Facility Coordinator to coordinate with the Red Cross Manager regarding the use of the Facility by the Red Cross. 3. Condition of Facility: The Facility Coordinator and Red Cross Manager (or designee) will jointly conduct a survey of the Facility before it is turned over to the Red Cross. They will use the first page of the Red Cross's Facility/Shelter Opening/Closing Form to record any existing damage or conditions. The Facility Coordinator will identify and secure all equipment in the Facility that the Red Cross should not use. The Red Cross will exercise reasonable care while using the Facility and will not modify the Facility without the Owner's express written approval. 4. Food Services (This paragraph applies only when the Facility is used as a shelter or service center.): Upon request by the Red Cross,and if such resources are available,the Owner will make the food service resources of the Facility, including food, supplies, equipment and food service workers, available to feed the shelter occupants.The Facility Coordinator will designate a Food Service Manager to coordinate meals at the direction of and in cooperation with the Red Cross Manager. The Food Service Manager will establish a feeding schedule and supervise meal planning and preparation. The Food Service Manager and Red Cross Manager will jointly conduct a pre-occupancy inventory of the food and food service supplies before the Facility is turned over to the Red Cross. When the Red Cross vacates the Facility, the Red Cross Manager and Facility Coordinator or Food Service Manager will conduct a post-occupancy inventory of the food and supplies used during the Red Cross's activities at the Facility. 5. Custodial Services(This paragraph applies only when the Facility is used as a shelter or service center.): Upon request of the Red Cross and if such resources are available, the Owner will make its custodial resources, including supplies and workers,available to provide cleaning and sanitation services at the Facility.The Facility Coordinator will designate a Facility Custodian to coordinate the these services at the direction of and in cooperation with the Red Cross Manager. 6. Security/Safety: In coordination with the Facility Coordinator, the Red Cross Manager, as he or she deems necessary and appropriate,will coordinate with law enforcement regarding any security and safety issues at the Facility. 7. Signage and Publicity: The Red Cross may post signs identifying the Facility as a site of Red Cross operations in locations approved by the Facility Coordinator. The Red Cross will remove such signs when the Red Cross concludes its activities at the Facility.The Owner will not issue press releases or other publicity concerning the Red Cross's activities at the Facility without the written consent of the Red Cross Manager.The Owner will refer all media questions about the Red Cross activities to the Red Cross Manager. DCS JT DMWT Facility Use Agreement V.2.0 2017.06.29 2 i Amewican Facility Agreement �4 reement Rad Coazz 8. Closing the Facility: The Red Cross will notify the Owner or Facility Coordinator of the date when the Red Cross will vacate the Facility. Before the Red Cross vacates the Facility, the Red Cross Manager and Facility Coordinator will jointly conduct a post-occupancy inspection, using the second page of the Shelter/Facility Opening/Closing Form,to record any damage or conditions. 9. Fee(This paragraph does not apply when the Facility is used as a shelter. The Red Cross does not pay fees to use facilities as shelters.): Both parties must initial one of the two statements below: a. Owner will not char e a fee for the use of the Facility. Owner initials: Red Cross initials: %t"`.-S b. The Red Cross will pay$ per day/week/month (circle one) for the right to use and occupy the Facility. Owner initials: Red Cross initials: 10. Reimbursement: Subject to the conditions in paragraph 10(e) below, the Red Cross will reimburse the Owner for the following: a. Damage to the Facility or other property of Owner, reasonable wear and tear excepted, resulting from the operations of the Red Cross. Reimbursement for facility damage will be based on replacement at actual cash value. The Red Cross, in consultation with the Owner, will select from bids from at least three reputable contractors. The Red Cross is not responsible for storm damage or other damage caused by the disaster. b. Reasonable costs associated with custodial and food service personnel and supplies which would not have been incurred but for the Red Cross's use of the Facility. The Red Cross will reimburse at per-hour, straight-time rate for wages actually incurred but will not reimburse for (i) overtime or (ii)costs of salaried staff. c. Reasonable, actual, out-of-pocket costs for the utilities indicated below, to the extent that such costs would not have been incurred but for the Red Cross's use of the Facility. (Both parties must initial all utilities that may be reimbursed by the Red Cross): Owner Initials Red Cross Initials Water Gas . �_ 4 Electricity Ar--‘d-1"-- ,- y Waste Disposal `- eur ...`—hta(.14_4_,X/9- Pt. -e-e--e-eL) d. The Owner will submit any request for reimbursement to the Red Cross within 6o days after the occupancy of the Red Cross ends. Any request for reimbursement must be accompanied by supporting invoices.Any request for reimbursement for personnel costs must be accompanied by a list of the personnel with the dates and hours worked. e. If the disaster is a Federally-declared disaster and Owner is a municipal or state government entity, then the Owner will work with appropriate emergency management agencies to seek cost reimbursement through the Federal Emergency Management Agency's program for administering Public Assistance Category B under the Robert T. Stafford Act. The Red Cross is not obligated to reimburse the Owner for costs covered by Public Assistance Category B. ii. Insurance: The Red Cross shall carry insurance coverage in the amounts of at least$1,000,000 per occurrence for Commercial General Liability and Automobile Liability. The Red Cross shall also carry Workers' Compensation coverage with statutory limits for the jurisdiction within which the facility is located and $1,000,000 in Employers'Liability. 12. Indemnification: The Red Cross shall defend, hold harmless, and indemnify Owner against any legal liability, DCS JT DMWT Facility Use Agreement V.2.0 2017.06.29 3 4. eaVglieFICEB1 Facility Use Agreement including reasonable attorney fees, in respect to claims for bodily injury, death, and property damage arising from the negligence of the Red Cross during the use of the Facility. 13. Term:The term of this agreement begins on the date of the last signature below and ends 3o days after written notice by either party. The American National Red Cross .3-6: 1 COP / J kf2 7 Owner(Legal Name) (Legal Name) c Ir e-r/,f° By(Signature) By( ignature) Name(Printed) Name(Printed) 1)/DT-4w_ ic, Title Title 6/,y Date Date Apoved a t for / V-' C. / Date: ® /9 Philip C. Hunsucker,Chief Civil Deputy Prosecuting Attorney Jefferson County Prosecuting Attorney's Office DCS JT DMWT Facility Use Agreement V.2.0 2017.06.29 4 ' 2019 Jefferson County, Community Center Shelters Tri-Area Community Center contact (survey done 2/1/19) Sheila Ramsey, Mgr (360) 390-4014 10 West Valley Rd Chimacum, WA 98325 sramsey©olycap.orq Brinnon Community Center contact (survey done 1/22/19) Sandy Peterson, Mgr (360) 796-4350 306144 Hwy 101 Brinnon, WA 98320 speterson@olycap.orq Quilcene Community Center contact ( survey done 3/21/19) Bob Rosen, Mgr (360) 765-3321 294952 Hwy 101 Quilcene, WA 98376 Gardiner Community Center contact(survey done 2018) Herb Cook-Board Secretary Gardiner Community Center Board of Directors PH: 360-797-7097 herbcook@att.net Port Townsend Community Center (survey to be done 6/12/19) Mark McCauley, Jeff Co. Central Services Director 360-385-9130 620 Tyler St Port Townsend, WA mmccauley@co.jefferson.wa.us Notes: Kim Redmond, Supervisor with OlyCap kredmond@olvcap.orq