HomeMy WebLinkAboutJefferson County Historical Society JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
CONSENT AGENDA REQUEST
TO: Board of Commissioners
FROM: Mark McCauley, County Administrator
DATE: July 22, 2024
RE: Agreement with the Jefferson County Historical Society: Preservation of
Historic Documents
STATEMENT OF ISSUE:
In 2005 the Governor signed House Bill 1386 which increased document recording fees for a number of
purposes,one of which was for historical preservation or historical programs,which may include
preservation of historic documents. One dollar of the recording fee increase was set aside for this
purpose. Since roughly 2012 the County has been providing 90%of the$1.00 recording fee revenue to
the Jefferson County Historical Society for this purpose.
ANALYSIS:
A search by the County and the Historical Society for contract documents memorializing this
arrangement yielded a draft agreement but not a fully and duly executed agreement. Attached is
an agreement that, if approved, will correct that situation. The County has been providing 90%of
the revenue collected. The attached agreement will provide 100%of the revenue collected since
the revenue can't be used for any other purpose. The Jefferson County Historical Society is the
only incorporated non-profit institution in Jefferson County that does this work for the entire
county.
FISCAL IMPACT:
This request is budget neutral—every dollar collected will be remitted to the Historical Society.
RECOMMENDATION:
Approve the attached agreement with the Historical Society.
REVIEWED BY:
•
s•J 7/0/11
Mark McCauley, County Administrator Date
CONTRACT REVIEW FORM tea`^"rr
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: Jefferson County Historical Society Contract No: JcHs Preservatior 24-28
Contract For: Historic Document Preservation Term: Through 2028
COUNTY DEPARTMENT: c
Contact Person: r,4;1r r+M.Cauiey
Contact Phone: isr):3as 4130
Contact email: mmccauley§co.jelrerson.we.us
AMOUNT: Variable year to year but approximately S x»ryr PR()("ESN: i. tempt from Bid Process
Revenue: N/A Cooperative Purchase
Expenditure: see above Competitive Sealed Bid
Matching Funds Required: N/A Small Works Roster
Sources(s)of Matching Funds WA Vendor List Bid
Fund# 001-060 RFP or RFQ
Munis Org/Obj oot-o Other:Amendment
APPROVAL.STEPS:
STEP 1: DEPARTMENT CERTIFIES COMPLIANCE WITH JCC 3.55.080 AND CHAPTER 42.23 RCW.
CERTIFIED: DNIA:
Signature Date
s I EP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT BEEN DEBARRED BY ANY FEDERAL, STATE„ OR LOCAL
AGENCY.
CERTIFIED: El N/A: El
Signature Date
STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Lasertiche):
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronicall through Laserfiche):
STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND
PROSECUTING ATTORNEY(IF REQUIRED).
STEP 6:CONTRACTOR SIGNS
STEP 7: SUBMIT`I'O LIOCC FOR APPROVAL Electronically approved as to form by
PA91@et7aWipproved by Risk
NorNoVing1618ffilerrRrghaFatliaMMe.
Risk management decision. Low
risk.
HB1386 Contract with Jefferson County Historical Society
WHEREAS, HB1386, codified as RCW 36.22.170, includes a$1.00 surcharge
per instrument recorded by the county auditor, known as the "Commissioners Dollar"
deposited in the county general fund"to be used at the discretion of the county
commissioners to promote historical preservation or historical programs, which may
include preservation of historic documents"; and
WHEREAS, the Jefferson County Historical Society is the only incorporated non-
profit institution in Jefferson County with the mission to preserve the history of the entire
county, and
WHEREAS, the Jefferson County Historical Society Research Center contains
an estimated half million documents related to Jefferson County history maintained by an
archivist according to accepted professional standards in a secure and environmentally
appropriate facility open to the public year-round,
IN CONSIDERATION of the mutual covenants and agreements herein it is
agreed by the parties as follows:
SECTION 1: SERVICES TO BE PERFORMED
The Jefferson County Historical Society shall
1. Continue to collect and preserve documents related to the history of
Jefferson County.
2. Continue to make such documents available to the public on a regular
schedule year round.
3. Assist other heritage organizations in Jefferson County including the
Quilcene Museum with professional conservation, documentation, and
collection organizing advice.
4. Offer collection advice in workshops for the general public.
5. Make the conservation laboratory at the Research Center available to other
heritage organizations including the Quilcene Museum.
SECTION 2: RESPONSIBILITY OF JEFFERSON COUNTY
1. The COUNTY will provide the HISTORICAL SOCIETY with funding
from the HB1386 revenues in support of their responsibilities as defined under
this agreement.
2. Said funding is in the sum of 90%of the HB1386 revenues to be
distributed on the first billing cycle following the final quarter of each year
during which the fees were collected.
SECTION 3: TERM
This agreement will be for a term of five years commencing on
January 1, 2024 and ending on December 31, 2028
SIGNATURES APPEAR ON THE NEXT PAGE.
IN WITNESS WHEREOF, the parties have caused this Grant Agreement to be executed
this day of 2024.
Jefferson County Jefferson County Historical Society-
Board of Commissioners
Signature Date
Printed Name I Title
By:
Kate Dean,Chair Date
SEAL:
ATTEST:
Carolyn t iallaway,CM(' Date
Clerk of the Board
Approved as to form only:
July 18, 2024
Philip C. Hunsucker Date
Chief Civil Deputy Prosecuting Attorney