HomeMy WebLinkAboutGardiner Community Center 2023-2025 Community Services GrantAGREEMENT
By and Between
GARDINER COMMUNITY CENTER BOARD
And
JEFFERSON COUNTY
2023-2025 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 ofthe 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 ofthe 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
2023-2025 Community Services Grant Funding with Gardiner Community Center Board
6. Provide and manage routine custodial functions includingbut 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 5
2023-2025 Community Services Grant Funding with Gardiner Community Center Board
Said grant amount for 2023 is $3,958, for 2024 is$4,077 and for 2025 is $4,199. Annual
payments will be made the first quarter of each year 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, 2023 and ending
December 31, 2025 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.
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.
Page 3 of 5
2023-2025 Community Services Grant Funding with Gardiner Community Center Board
IN WITNESS WHEREOF,the parties have caused this Agreement to be executed this // day
of D2G¢w-k-i- , 2022.
JEF ERSON COUNTY
Attest:BO OF C MMISSIONERS
CarolyntGallaway,Hei t Eisen our, Chair
Clerk of the Board
Approved as to Form: GARDINER COMMUNI Y CENTER BOARD
r am- v i(e-t k...
December 15,2022
Philip C. Hunsucker, President Date
Chief Civil Deputy Prosecuting Attorney
Page 4of5
2023-2025 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
cC)M f, Board of County Commissioners
7ON ` GG 1820 Jefferson Street
m PO Box 1220
Port Townsend, WA 98368
5 S Kate Dean, District I Heidi Eisenhour, District 2 Greg Brotherton, District 3IIIN
December 27, 2022
Gardiner Community Center
Attn:Lynne Tjomsland,Secretary
543 Bachelor Road
Sequim,WA.98382
Re: AGREEMENT re:Gardiner Community Center Management;In the Amount of$3,958 with a 3%
Escalator for 2024 and 2025;Jefferson County Administrator;Gardiner Community Center Board of
Directors
Dear Ms.Tjomsland,
Enclosed are 2 Originals re:AGREEMENT re:Gardiner Community Center Management;In the Amount of
3,958 with a 3%Escalator for 2024 and 2025;Jefferson County Administrator;Gardiner Community
Center Board of Directors
Please have Mr.Anderson as Board President sign both Originals.Keep one for your own records and
please return the other signed Original to the following address:
Jefferson County Commissioners Office
Attn:Julie Shannon
PO Box 1220
Port Townsend,WA. 98368
When returning the signed Original, please send a copy of your Proof of Insurance as stated in the
Agreement if not already submitted.
Please contact our office if you have any questions.
lha k you,
o 4 j
Julie hannon
Executive Secretary II
Jefferson County Commissioners Office
36o 385 9100
jshannon@co.jefferson.wa.us
Enclosure
Phone (360) 385-9100 Fax (360) 385-9382 jeffhocc@co.jefferson.wa.us
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
CONSENT AGENDA REQUEST
TO: Board of County Commissioners
FROM: Mark McCauley, County Administrator
DATE: December 19, 2022
SUBJECT: Request for Board of County Commissioners approval of a
community services grant agreement with the Gardiner Community Center Board
for managing the Gardiner Community Center
STATEMENT OF ISSUE:
Jefferson County has contracted with the Gardiner Community Center Board for many years to manage the
Gardiner Community Center. The grant agreement needs to renewed.
ANALYSIS:
The attached three-year agreement provides grant funding for 2023 through 2025. The grant amount for
2023 is $3,958, for 2024 is $4,077 and for 2025 is $4,199.
FISCAL IMPACT:
Fiscal impact for 2023 is $3,958, for 2024 is $4,077 and for 2025 is $4,199, all to be paid out of Department
068, Community Services of the General Fund.
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:
4,4,,r-7_64r 0-1—
Mark Mc ley, County Admini a or a
CONTRACT REVIEW FORM Clear Form
INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: Gardiner Community Center Board Contract No: GCommCtr-23-25
Contract For: Community Center Management Services Term: Through 2025
COUNTY DEPARTMENT: County Administrator
Contact Person:Mark McCauley
Contact Phone: 360385-9130
Contact email: mmccauley@co.jefferson.wa.us
AMOUNT: $3,958 in 2023 w/3%escalator PROCESS:Exempt from Bid Process
Revenue: N/A Cooperative Purchase
Expenditure: $3,958 Competitive Sealed Bid
Matching Funds Required: N/A Small Works Roster
Sources(s)of Matching Funds N/A Vendor List Bid
Fund # oot RFP or RFQ
Munis Org/Obj 001-068 Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES C LI NCE C 3.55.080 AND CHAPT R 2.23 RCW.
CERTIFIED: N/A:E Z-
gnature ate
STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT EEN DEBARRED BY ANY FEDERAL, STATE, OR LOCAL
AGENCY. 7
CERTIFIED: D N/A: ®
n
a
gature D to
STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche):
Electronically approved by Risk Management on 12/15/2022.
Risk is acceptable. The Gardiner Board is very responsible. Activities at the
center are low risk.
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 12/15/2022.
Non-standard language that creates greater risk for the County - Risk
Management decision to accept this language, after balancing the risks
and rewards.
STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND
PROSECUTING ATTORNEY(IF REQUIRED).
STEP 6: CONTRACTOR SIGNS
STEP 7: SUBMIT TO BOCC FOR APPROVAL
1
GARDINER COMMUNITY CENTER
2023 INDEPENDENT CONTRATOR CARETAKER SERVICES AGREEMENT
Approved by the Board, December 21,2022)
This is an agreement for Facility Caretaker Services between Independent Contractor Mark Nebel,
INDEPENDENT CONTRACTOR")and the Board of Directors of the Gardiner Community Center("GCC
BOARD"). The Gardiner Community Center("FACILITY") is located at 980 Old Gardiner Road, Gardiner,
WA 98382. GCC BOARD agrees to compensate INDEPENDENT CONTRACTOR in the amount of$1,200.00
one thousand two hundred dollars) per month. Payments under this agreement are to be made by
check, issued to INDEPENDENT CONTRACOR Mark Nebel. This agreement commences on January 1,
2023,and expires on December 31, 2023. A performance and compensation review will be conducted in
September,2023.
GCC BOARD may terminate or suspend this agreement by written notice if:
a. Caretaker Services are not completed to the satisfaction of GCC BOARD;or
b. INDEPENDENT CONTRACTOR notifies GCC BOARD that he will be unable to fulfill the terms
of this agreement for two weeks or more;
c. FACILITY will he closed for longer than two weeks.
INDEPENDENT CONTRACTOR is not an employee of the FACILITY, of GCC BOARD,or of Jefferson County,
Washington. There are NO employee benefits associated with this agreement.
INDEPENDENT CONTRACTOR shall provide the Facility Caretaker Services listed below,and such other
services as the GCC BOARD reasonably requests.
Facilitating RentersJUsers
1. Ensure that the FACILITY is clean/supplied, and thermostats are set properly before each
function.
2. Unlock the FACILITY for renter/users. Instruct renter/users on how to lock the FACILITY.
3. Instruct new renters/users on:
a. Compliance with FACILITY Covid-19 protocols in force at the time of use.
b. Proper use of all kitchen appliances, sound system, lights, and fans.
c. How to clean the FACILITY after use.
4. Inspect interior and exterior of FACILITY after an event. Verify that appliances and lights are
turned off, temperatures in all rooms are appropriate and FACILTY is secured. Use GCC camera
to document time-and-date-stamped images of any unsatisfactory condition.
5. After an event verify kitchen appliances and surfaces are clean and free of damage. Clean as
necessary. Remove all food and ice from refrigerators.
6. After each rental, notify the BCC Board Vice-President as to the condition of FACILITY so that any
damage deposit can be refunded.
1. Open the FACILITY as needed for the County Exterminator to inspect for pests and rodents.
2. Notify the GCC Board President of minor wall patching/painting repairs as needed.
3. If the FACILITY requires major repairs or emergency response, notify the GCC BOARD President.
Unforeseen Expenses
INDEPENDENT CONTRACTOR shall obtain approval of the GCC BOARD President or Vice-President before
making out-of-pocket expenditures for goods or services not previously approved by the GCC BUDGET.
Receipts for approved purchases shall be presented to the GCC BOARD Treasurer for reimbursement.
A regiments
I, Mark Nebel,as an INDEPENDENT CONTRACTOR,will perform the Caretaker duties as stated in this
agreement and if some unforeseen event prevents me from performing the Caretaker duties as
outlined, I or my representative will advise the GCC BOARD of the situation. I recognize my
responsibility to pay any income and self-employment taxes incurred as a result of my compensation
under this agreement.
it t __,/ :J
2<
Mark Nebel, INDEPENDENT CONTRACTOR,Caretaker Date Signed
I,Gordon Anderson, as President of the GCC BOARD,agree that the GCC BOARD will meet its obligations
under this Agreement, including provision of an IRS Form 1099 accurately reflecting the INDEPENDENT
CONTRACTOR'S compe ation.
A 0 i3
G r n Anderson, GCC BOARD President Date Signed