HomeMy WebLinkAboutGardiner Community Center, Amendment No. 1 - 011921 Cvi J - relate :it
lac
Cf, Amendment No. 1 to the 2020-2022 Community Services Grant Agreement
Between the Gardener Community Center Board and Jefferson County for Managing
Jefferson County's Gardiner Community Center
This Amendment No. 1 to the 2020-2022 Community Services Grant Agreement is made
and entered into by and between the Gardiner Community Center Board ("Grantee") and
Jefferson County, a political subdivision under the laws of the State of Washington("County"),
(collectively "Parties") for managing Jefferson County's Gardiner Community Center.
WHEREAS, the Parties want to amend the Community Services Grant Agreement entered
into between them;
NOW, THEREFORE, the Parties agree as, follows:
1. Purpose. The purpose of this Amendment is to revise the grant dollar amount for r_
2021 as provided for in the original 2020-2022 Community Services Grant Agreement. All other
terms of the 2020-2022 Community Services Grant Agreement between the Parties remain
unchanged, except as modified in this Amendment.
2. Amendment.
ra
The second sub-section of SECTION 2.B. which currently reads: "Said grant amount
for 2020 is$3,486, for 2021 is$3,660 and for 2022 is$3,843. Annual payments will E,
be made the first quarter of each year, increasing 5% in 2021 and 2022, based on the
County's quarterly billing cycle." Is amended to add this additional sentence: "In
addition to the $3,660 annual grant amount for 2021 an additional one-time amount
of$11,000 will be provided to partially mitigate the economic impact of the COVID-
19 pandemic on the revenues and expenditures of the Gardiner Community Center in
2020 and 2021, and to enable the Gardiner Community Center Board to continue to
operate the Gardiner Community Center."
(SIGNATURES FOLLOW ON NEXT PAGE)
1
Gardiner Community Center Board:
C0490 4/C41PX, Ala p
Name and title
Date
FOR JEFFERSON COUNTY:
Kate Dean, Chair, Board of County Commissioners
1/(g 72-0 2-(
•
Date
ATTEST:
61-)111/ ),. /2 /2-o2J
Carolyn laway, Clerk to th oard Date
APPROVED AS TO FORM ONLY:
ltrAPhilip C. Hunsucker, at
Chief Civil Deputy Prosecuting Attorney
2
50)
CC° C
AGREEMENT
By and Between
GARDINER COMMUNITY CENTER BOARD
And
JEFFERSON COUNTY
2020-2022 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 6
2020-2022 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:
1. 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 6
2020-2022 Community Services Grant Funding with Gardiner Community Center Board
Said grant amount for 2020 is $3,486, for 2021 is $3,660 and for 2022 is $3,843. Annual
payments will be made the first quarter of each year, increasing 5%in 2021 and 2022,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 three years, commencing on January 1, 2020 and ending
December 31, 2022 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 6
2020-2022 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/ day
of , 2020.
SIGNATURES APPEAR ON THE NEXT PAGE
Page 4 of 6
2020-2022 Community Services Grant Funding with Gardiner Community Center Board
JEFFERSON COUNTY
Attest: BO F OMMISSIONERS
Carolyn allaway, / G erton, Chair //4/Zu
y
Deputy Clerk of the Board
Approved as to Form: GARDINER COMMUNITY CENTER BOARD
el/I& 4/,
,,ig, 1
Philip Hunsucker, President Date
Chief Civil Deputy Prosecutor
Page5of6
2020-2022 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 6 of 6
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
CONSENT AGENDA REQUEST
TO: Board of County Commissioners �/
Philip Morley, County Administrator w���
f t f
FROM: Mark McCauley, Central Servic erector
DATE: January 6,2020
SUBJECT: Request for Board of County Commissioners approval of a grant
agreement with the Gardiner Community Center Board for managing the Gardiner
Community Center
STATEMENT OF ISSUE:
Jefferson County has contracted annually with the Gardiner Community Center Board for a number of years
to manage the Gardiner Community Center. The grant agreement needs to renewed.
ANALYSIS:
The attached three-year agreement provides grant funding for 2021 through 2022. The grant amount for
2020 is $3,486, for 2021 is $3,660 and for 2022 is $3,843.
FISCAL IMPACT:
The 2020 budget for this agreement is $3,420. We will submit a supplemental budget request in the 1st
quarter of 2020 to cover the difference.
RECOMMENDATION:
That the Board of County Commissioners approve the attached grant agreement with the Gardiner
Community Center Board for managing the Gardiner Community Center.
REVIEWED BY:
- ,t //34
Philip Mbrley2Co ministrator Date
CONTRACT REVIEW FORM
CONTRACT WITH: Gardiner Community Center Board TRACKING NO.: (_ i f 53
(Contractor/Consultant)
CONTRACT FOR: Managing the Gardiner Community Center TERM: 1/1/20-12/31/22
COUNTY DEPARTMENT: Central Services For More Information Contact: Mark McCauley IRECED v�/�
ED
Contact Phone #: 360-385-9130 DEC 20 2019
RETURN TO: Mark McCauley RETURN BY: ASAP .IFFFERSON COUNTY
(Person in Department) IgNOSECUTING ATTORNEY
AMOUNT: $3,486 in 2020 PROCESS: ❑ Exempt from Bid Process
❑ Consultant Selection Process
Revenue ❑ Cooperative Purchase
Expenditure $3,486 ❑ Competitive Sealed Bid
Matching funds Required ❑ Small Works Roster
Source(s)of Matching Funds ❑ Vendor List Bid
❑ RFP or RFQ
E] Other
Step 1: REVIEW BY R,I$ E T
{ Y
Review by i
Date Rel iewe ..
.% APPROVED FORM 0 Returned or revision(See Comments)
Comments
Step 2: REVIEW BY /��� OS U ; NG ATTORNEY
Review by: I C. �� Philip C. Hunsucker
Date Reviewed: �i' Chief Civil Deputy Prosecuting Attorney
APPROX ED AS TO FORM ❑ Returned for revision(See Comments)Comments V Jv j f 4 it p I, f r tok . lefea4414,.
D
Step 3: (If required)DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK
MANAGEMENT AND PROSECUTING ATTORNEY
Step 4: CONTRACTOR/CONSULTANT SIGNS APPROPRIATE NUMBER OF
ORIGINALS
Step 5: SUBMIT TO BOCC FOR APPROVAL
Submit original Contract(s),Agenda Request,and Contract Review form. Also,please send 2 copies of
just the Contract(s)(with the originals)to the 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 to stay with contract throughout the contract review process.)
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
CONSENT AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator a a�
FROM: Mark McCauley, Central Servi irector
DATE: January 19, 2021
SUBJECT: Request for Board of County Commissioners approval of Amendment
No. 1 to the 2020-2022 Community Services Grant Agreement with the Gardiner
Community Center Board for managing the Gardiner Community Center
STATEMENT OF ISSUE:
Jefferson County has contracted annually with the Gardiner Community Center Board for a number of years
to manage the Gardiner Community Center. Because of the Covid-19 pandemic and the closure of the
county's community centers the Gardiner Community Center Board had nearly exhausted the fund balance it
had carefully built up over the years. They need an infusion of funds to continue operating the community
center. Absent the infusion it is possible the group could disband leaving the community center with no
management structure. This would require the community center to be mothballed until another group could
be recruited to manage it. Any follow-on group would also need funding to stand up.
ANALYSIS:
The Gardiner Community Center Board has asked for a one-time infusion of funding in 2021 in the amount
of$11,000. They believe this will restore their fund balance and allow them to maintain the community
center as a viable community asset through the end of the pandemic. The attached Amendment No.1 to the
original 2020-2022 Community Services Grant Agreement amends the agreement to provide for the one-
time infusion of$11,000 in 2021.
FISCAL IMPACT:
The fiscal impact of this request is $11,000. We will submit a supplemental budget request in the 1st quarter
of 2021 to fund this payment.
RECOMMENDATION:
That the Board of County Commissioners approve the attached Amendment No. 1 to the Community
Services Grant Agreement with the Gardiner Community Center Board for managing the Gardiner
Community Center.
REVIEWED BY:
76_t_,‘:;/ /77c
Philip Morley, Ginty ldministrator''i Date
CONTRACT REVIEW FORM
CONTRACT WITH: Gardniner Community Center Board TRACKING NO.:
(Contractor/Consultant)
CONTRACT FOR: Community Center Management Services TERM: Thru 2022
COUNTY DEPARTMENT: Central Services r,
For More Information Contact: Mark McCauley
Contact Phone #: 360-385-9130(Ext 130) JAN 14 2fl?
RETURN TO: Mark McCauley RETURN BY: AS S611.:asp
(Person in Department) ( l .
AMOUNT: $11,000 PROCESS: E Exempt from Bid Process
❑ Consultant Selection Process
Revenue N/A ❑ Cooperative Purchase
Expenditure $ 11,000 ❑ Competitive Sealed Bid
Matching funds Required N/A E Small Works Roster
Source(s) of Matching Funds N/A ❑ Vendor List Bid
D RFP or RFQ
ther
Step 1: REVIEW BY
Review C[C XC 1
Date Reviewe :
APPROVED FORM ❑ Returned for revision(See Comments)
Comments
Step 2: REVIEW BY ROS ING ATTORNEY
Review by:V - Philip C. Hunsucker
Date Reviewed: Chief Civil Deputy Prosecuting Attorney
62
APPROVED AS TO FORM eturned for revision(See Comments)
Comments fa ef/h
Step 3: (If required) DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK
MANAGEMENT AND PROSECUTING ATTORNEY
Step 4: CONTRACTOR/CONSULTANT SIGNS APPROPRIATE NUMBER OF
ORIGINALS
Step 5: SUBMIT TO BOCC FOR APPROVAL
Submit original Contract(s),Agenda Request,and Contract Review form. Also,please send 2 copies of
just the Contract(s)(with the originals)to the 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 to stay with contract throughout the contract review process.)
Cods Board of County Commissioners
doe 1820 Jefferson Street
w y ,� ,pt PO Box 1220
as '' -c Port Townsend, WA 98368
S O Kate Dean,District 1 Heidi Eisenhour,District 2 Greg Brotherton,District 3
�`S�II NO
January 21, 2021
Gardiner Community Center
Carol Hansen Hills, President
P.O. Box 667
Sequim, WA 98382
Re: Gardiner Community Center Agreement, Amendment No. 1
Dear Carol Hansen Hills,
Enclosed for your signature are two (2) original agreements, amendment No. 1 for
additional finding. Please sign both originals, keep one original for your records and
return the second original to the address listed below.
Please sign and return to:
Jefferson County Board of Commissioners
P.O. Box 1220
Port Townsend, WA 98368
Sincerely,
eslie R. L cke
Executive Assistant
Enclosure
Phone (360) 385-9100 Fax (360) 385-9382 leffbocc@co.jefferson.wa.us