HomeMy WebLinkAboutCONSENT CAO Gardiner Community Center amend 1 JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
FROM: Carolyn Gallaway, Clerk of the Board
DATE: March 4, 2025
SUBJECT: AGREEMENT,Amendment No. 1 re: Gardiner Community Center
STATEMENT OF ISSUE:
On October 7, 2024,the Commissioners discussed the Gardiner Community Center, and
ultimately decided to rescind Resolutions No. 106-79,No. 64-07,No. 4-12, and No. 20-17, so
that the Gardiner Community Center may make their own decisions pertaining to their board
structure and membership.
ANALYSIS:
The Gardiner Community Center reached out to the County, as they noted that their 2023-2025
operating agreement still states the following: "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."They requested that the
term"County-approved Board members"be removed from the contract.
FISCAL IMPACT:
No fiscal impact.
RECOMMENDATION:
Staff recommends that the Commissioners approve the amendment to Section 2(A)(3) which
currently reads: "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"be amended to read"Maintenance of appropriate
property insurance including scope and level of coverage and third-party liability coverage for
Board members while acting within the scope of their responsibilities."
REVIEWED BY:
00,
,� ZS'
Mark McCa y, County Administrator Date
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: Gardiner Community Center Contract No: GCC Amend 1 2025
Contract For: Community Center Management Services Amend.No. 1 Term: Through 2025
COUNTY DEPARTMENT: County Administrator
Contact Person: Carolyn Gallaway
Contact Phone: (360)385-9122
Contact email: carotyn@co.jefferson.wa.us
AMOUNT: N/A PROCESS: Exempt from Bid Process
Revenue: Cooperative Purchase
Expenditure: Competitive Sealed Bid
Matching Funds Required: Small Works Roster
Sources(s)of Matching Funds Vendor List Bid
Fund # RFP or RFQ
Munis Org/Obj Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES COMPLIANCE NVITH JJCjC 3.55.080 AND CHAPTER 42.23 RCW.
CERTIFIED: a N/A:❑ ;ZIMA��
gn ure Date
STEP 2: DEPARTMENT CERTIFIES TH PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT BEEN DEBARRED BY ANY FEDERAL, STATE, OR LOCAL
AGENCY.
CERTIFIED: E N/A:
Si na re Date
STEP 3: RISK MANAGEMENT REVIEW(will added electronicalh through Laserfiche):
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved by Risk Management on 2/27/2025.
STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND
PROSECUTING ATTORNEY(IF REQUIRED).
STEP 6: CONTRACTOR SIGNS
STEP 7: SUBMIT TO B C FORAPppROVAL
lectronlcally approved as to form by PAO on 2/27/2025.
Amendment No. 1 to grant agreement with original
attached. I
CONTRACT AMENDMENT#1
By and Between
JEFFERSON COUNTY
and
GARDINER COMMUNITY CENTER
For Community Services Grant Funding 2023-2025
This Amendment#1 is by and between JEFFERSON COUNTY(hereinafter known as "COUNTY"
and the GARDINER COMMUNITY CENTER.
WHEREAS,the COUNTY and the GARDINER COMMUNITY CENTER entered into an Agreement
on December 19,2022 for Community Services funding 2023-2025; and
WHEREAS,the parties desire to amend the terms of that Agreement; and
NOW,THEREFORE,IT IS AGREED BETWEEN BOTH PARTIES AS NAMED HEREIN that the
Agreement executed on December 19,2022 is hereby amended as follows:
SECTION 2(Ax3): RESPONSIBILTIES OF JEFFERSON COUNTY which currently reads:
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.
Is amended to read:
3. Maintenance of appropriate property insurance including scope and level of coverage and
third-party liability coverage for Board members while acting within the scope of their
responsibilities.
All other terms and conditions of the original Agreement executed on December 19,2022 will remain the same.
(SIGNATURES ON FOLLOWING PAGE)
APPROVED and signed this day of 2025.
JEFFERSON COUNTY
Attest: BOARD OF COMMISSIONERS
Carolyn Gallaway,CMC Heidi Eisenhour,Chair
Clerk of the Board
Approved as to Form: GARDINER COMMUNITY CENTER
for 02/27/2025
Philip C.Hunsucker, Date Authorized Official Date
Chief Civil Deputy Prosecuting Attorney
AGREEMENT
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 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
2023-2025 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:
l. 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 tern 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 2022.
,TEF ERSON COUNTY
Attest: BO 1) OF C MMISSIONERS
�61 NC��(Y� CCUC(Ctn,✓�
C rolynt(ialIaway, 1lei i Eisen our, Chair
Clerk of the Board
Approv d as tip Form: GARDINER COMMUNI 'Y CENTER BOARD
0. December 15,2022 Date
Philip C. Hunsucker, President 01�1 Chief Civil Deputy Prosecuting Attorney
Page 4 of 5
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
I
i
Page 5 of 5
O� com�jj 's Board of County Commissioners
4w¢50N �0G 0 t820 Jefferson Street
PO Box 1220
Port Townsend, WA 98368
INCi�0 Kate Dean, District l Heidi Fisenhour,District 2 Greg Brotherton,District 3
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 2.024 and 2025;Jefferson County Administrator;Gardiner Community Center Board of
Directors
Dear Ms.Tiomsland,
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.
Thak you,
j�
�Juliie hannon
Executive Secretary 11
Jefferson County Commissioners Office
360 385 9100
ishannon@co.ieff_erson.wa.us
Enclosure
Phone(360) 385-9100 Fax (360) 385-9382 jeffhocc@co.jcfferson.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:
Mark Mc ley, County Admini a or a
i
CONTRACT REVIEW FORM Clear Form
(INS77RUC TONS 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.jefferaon,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 # 001 RFP or RFQ
Munis Org/Obj 001.068 Other:
APPROVAL STEPS:
STEP I: DEPARTMENT CERTIFIES C LI NCE C 3.,55,UA AND CHAPTER 42.23 RCW.
CERTIFIED: F N/A:
gnature ate S
STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT EEN DEBARRE� BY ANY FEDERAL, STATE, OR LOCAL
AGENCY.
CERTIFIED: E N/A: Z
gnature D to
STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserriche):
Electronically approved by Risk Management on 12115/2022.
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 Laserfche):
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