HomeMy WebLinkAboutCONSENT American Legion shelter amend 1 JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
CONSENT AGENDA REQUEST
TO: Jefferson County Board of Commissioners
FROM: Carolyn Gallaway, Clerk of the Board
DATE: June 16, 2025
SUBJECT: AGREEMENT, Amendment No. 1 re: Jefferson County
Emergency Shelter Lease; Extension of contract
STATEMENT OF ISSUE:
As a result of community and housing providers input, County staff reached out to the
American Legion to request an extension to our lease for the Emergency Shelter.
ANALYSIS:
The amendment will extend the Lease Term from July 1, 2025 until December
31, 2025, and effective January 1, 2026,the lease will conver to a"month by
month"basis until June 30, 2026. The tenant will provide the operators of the
Jefferson County Emergency Shelter (JCES) some system to verify that clients
of the JCES are not convicted sexual predators. This system must be met with
the approval of the landlord.
FISCAL IMPACT:
$1,750 per month,Non Departmental Fund 270
RECOMMENDATION:
Approve the attached amendment.
REVIEWED BY:
01
• a
ark McCauleyjCounty Administra r Dat
CONTRACT REVIEW FORM Clear Form:]
("INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: The American Legion-Marvin G. Shields Memorial Post 26 Contract No: LEGION-amendl
Contract For: Amendment re: Landlord/Tenant Agreement Term: Through 12/31/25 with option to extend
COUNTY DEPARTMENT: County Administrator's Office
Contact Person: Carolyn Gallaway
Contact Phone: 360-385-9122
Contact email: Carolyn@co.jefferson.wa.us
AMOUNT: $1,750/month 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 COMPLI CE Val
JCC 3.55.080 AND CHAPTER 42.23 RCW.
CERTIFIED: N/A: G !Z l
Signature bate
STEP 2: DEPARTMENT CERTIFIES T PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT BEEN DEBARRED BY ANY FEDERAL, STATE, OR LOCAL
AGENCY.
CERTIFIED: E N/A:
Signature Date
STEP 3: RISK MANAGEMENT REVI . ill be added electronically through Laserriche):
Electronically approved by Risk Management on 6/12/2025.
STEP 4: PROSECUTING ATTORNEY REN I E:W(will be added electronically through Laserftche):
Electronically approved as to form by PAO on 6/12/2025.
Amendment No. 1 extended the term of the lease and following
expiration, will become month-to-month. Original attached. No PAO
signature line. PAO added.
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
`�ttl 11 �
The American Legion
7
Marvin G. Shields
Memorial Post 26
Addendum
The American Legion Marvin G. Shields Memorial Post 26 (landlord) agrees to
extend the lease with Jefferson County, Washington (tenant) for use of the
basement at 209 Monroe Street, Port Townsend, Washington as the Jefferson
County Emergency Shelter (JCES).
All terms of the lease shall remain unchanged with the following exceptions:
1) This Addendum extends the Lease Term from July 1, 2025 until December
31, 2025.
2) Effective January 1, 2026, the lease will convert to a "month by month"
basis until June 30, 2026.
3) The tenant will provide the operators of the JCES some system to verify that
clients of the JCES are not convicted sexual predators. This system must be
met with the approval of the landlord.
Landlord Tenant
Andrew Ranson, Commander Representing
American Legion Jefferson County, Washington
Marvin G, Shields Memorial Post 26 Date:
Approv only:
Date: — ---
lelissa Pleimann,Civil Deputy Prosecuting Attorney
209 Monroe Street
Port Townsend,WA 98368
(360)385-3454 * www.ptzl26.org
0
AMERICAN LEGION, MARVIN G SHIELDS MEMORIAL POST 26 LEASE
AGREEMENT
This Lease Agreement(Lease) is entered by and between, the American Legion, Marvin G Shields
Memorial Post 26(Landlord)and Jefferson County Washington(Tenant). Landlord and Tenant may
collectively be referred to as the "Parties".
The Parties agree as follows:
1. PREMISES.
A. Premises. Landlord hereby leases part of the property located at: 209 Monroe St., Port
Townsend, Jefferson County, Washington to Tenant.
B. Parking. Tenant shall be entitled to use two(2) parking space(s) for the parking of Tenant's
motor vehicle(s). The parking space(s) will be used exclusively for the parking of passenger
vehicles and is not to be used for washing, painting, or servicing of vehicles. Tenant's vehicle
will occupy the parking spaces)entirely at the risk of Tenant. If Tenant should not require
parking accommodation for any reason, Tenant shall not assign or sublet the parking space
unless expressly granted written prior permission by Landlord.
C. Utilities& Services. Landlord shall be responsible for paying the following utilities and
services: trash and recycle removal,water and sewage, pest control,and propane service.
2. LEASE TERM. The lease will start on July 1, 2024,and will end on June 30, 2025.
3. PAYMENTS.
A. For utilities or services listed in PREMISES, subparagraph C Tenant shall re-imburse
Landlord according to the following schedule.
l. Water and sewer- 75%of each month's billing
2. Garbage and recycle- 75%of each month's billing
3. Propane- 80%of each month's billing
4. Pest Control - 50016 of each month's billing
B. If the JCES is not occupied for a period greater than 30 days,the Tenant shall not be assessed
uti I ities charges.
C. Landlord shall invoice Tenant for the charges. Tenant shall pay such charges within Thirty
(30) days of the date on the invoice. A 15% late fee will be assessed for any payment received
on the 31 st day or later.
Page I 1 of 10 Post 26 Initials/1i,-- Jefferson County Initi VerO6/1912024
D. The Tenant shall pay a monthly rent of*$1,750.00 due on or before the 151 of each month. A
15%late fee will be assessed for rental payments received after the due date.
E. The building fire suppression system protects both Landlord and Tenant. Any costs or fees
associated with maintenance. certification, monitoring,or repair of any part of the system will
he shared equally between the landlord and Tenant. The Landlord and Tenant will provide
an invoice as apprupriate for timely reimbursement of fees or costs. Payment for such fees or
costs will be due within Thirty (30) days of the date of the invoice. A 15% late fee will be
assessed for any payment received on the 31 st day or later.
4. USE.
A. Permitted Use. The tenant shall occupy and use the Premises consistent with the terms of any
use permits issued by the City of Port Townsend to the tenant expressly for the purpose of
operating the Jefferson County Emergency Shelter(1CFS). If there is any change to the use
of the Premises, the Tenant must first obtain the Landlord's written consent.
B. Prohibited Use. Notwithstanding anything to the contrary. Tenant is not to use the Premises
for any illegal purposes, nor will Tenant use the Premises for the storing, manufacture, selling
or distribution of any dangerous, noxious, or hazardous substance. Furthermore, Tenant is
also prohibited from violating the terms of any permit, house rules for residents, or the
Memorandum of Understanding (MOU) between all parties in the event of any conflict
between any ofthose documents this lease agreement shall have priority. In the event of any
violation the landlord may terminate this lease agreement. The intended use is for single
adults 18 years or older and legally emancipated minors.
C. Noise. 'Tenant shall not cause or allow any unreasonably loud noise or activity on the
Premises that might disturb the rights, comforts, and conNeniences of members of Post 26.
other residents or neighbors.
D. Signage. Tenant is permitted to install and display signage that is permitted by the City of'Port
Townsend subject to landlord's approval which shall not be unreasonably withheld.
E. Building Rules & Regulations. Landlord may adopt reasonable building rules, which will
become part of this Lease.
5. ALTERATION, DAMAGE & REPAIR.
A. Alterations and Improvements. Tenant agrees not to make any improvements or alterations to
the Premises without the prior written consent of Landlord. If any alterations,
improvements,or changes are made to or built on or around the Premises, except for fixtures-
and personal property that can be removed without damage to the Premises, they shall
become the property of Landlord and shall remain at the expiration of the Lease, unless
otherwise agreed to in writing.
Page 2 of' 10 PoAt 26 Initials 4- 4(L Jetterson County lnitials VcK)ii 19/2024
B. Damage to the Premises. If the Premises or any part of the Premises arc damaged or
destroyed by fire or other casualty not due to Tenant's negligence, the Rent will be abated
during the time that the Premises arc rendered unfit for occupancy. If the Premises are
rendered partially unfit because of damage or destruction not due to Tenant's Negligence; the
Rent will be abated in proportion to the percentage of the Premises that are and remain unfit
for occupancy. if the Landlord decides not to repair or rebuild the Premises,then this Lease
shall terminate, and the Rent shall be prorated up to the time of the damage. Any unearned
rent paid in advance shall be refunded to Tenant.
C. Condition of Premises. Tenants have inspected the Premises, the fixtures, the grounds,
building and improvements and acknowledge that the Premises are in good and acceptable
condition and are fit for occupancy. if in Tenant's opinion, the condition ofthe Premises has
changed at any time during the Lease Term, Tenant shall promptly provide reasonable notice
to Landlord.
D. Maintenance and Repair. Tenant will, at Tenant's sole expense, keep and maintain the
Premises in good, clean, and sanitary condition and repair during the term of this Lease and
any renewal thereof. The Tenant shall be responsible for making all repairs to the Premises,
including walls, floor,ceiling, glass, windows, heating system, electrical systems, plumbing,
and wiring that was installed by tenants. Damage caused by persons residing in the JCES
shall be the sole responsibility of the Tenant to repair or replace. Tenant shall promptly
notify landlord of any damage, defect or destruction of the premise, or in the event ofthe
failure ofany ofir furnace and waterheaters.
6. SECURITY,INSURANCE & INDEMNIFICATION.
A. Security. Tenant understands that Landlord does not provide a security alarm system or
other security for Tenant or the Premises. Tenant releases Landlord from any loss,
damage, claim, or injury resulting from the failure of any alarm system, security or from
the lack ofany alarm system or security.
B. Insurance. Landlord and Tenant shall each be responsible for maintaining appropriate
insurance for their respective interests in the Premises and property Imated on the
Premises. Tenant understands that Landlord will not provide any insurance coverage for
Tenant's property. Landlord will not be responsible for any loss of Tenant's property,
whether by theft, fire, riots, strikes, acts of God or otherwise. Notwithstanding anything
related to the foregoing, Tenant shall, at its own expense, maintain a policy of
comprehensive general liability with respect to its activities at the Premises.
C. Indemnification. To the extent permitted by law, Tenant hereby indemnifies and holds
Landlord and Landlord's property, including the Premises, free and harmless from any
liability for losses, claims, injury to or death of any person, including Tenant, or for
damage to property arising from Tenant using and occupying the Premises or from the
acts or omissions of any person or persons, including Tenant, in or about the Premises
with Tenant's express or implied consent, except where such loss, claim or injury is due
to Landlord's act or negligence.
Page 13 of 10 Post 26 Initials hwX- Jefferson County Initi s Ver06/19!2024
D. Acknowledgement of Landlords Operations. Tenants acknowledges landlords'operations.
Landlord operates a club daily and holds various functions, featuring music. Tenants are
aware of and accept the resulting noise and activity from such activities.
7. POSSESSION& INSPECTION.
A. Possession and Surrender of Premises. Tenant shall be entitled to possession of the
Premises on the first day ofthe Lease Term. At the expiration of the Lease Term, Tenant
shall peaceably surrender the Premises to Landlord or Landlord's agent in as good of
condition as it was at the commencement of the Lease, reasonable wear and tear
excepted.
B. Quiet Enjoyment. Tenant shall be entitled to enjoyment of the Premises,and Landlord will
not interfere with that right if Tenant performs all obligations under this Lease.
C. Right of Inspections. Tenant agrees to make the Premises available to Landlord or
Landlord's agent(s) to inspect, to make repairs or improvements, to supply agreed
services, to show the Premises to prospective buyers or tenants, or to address an
emergency. Except in an emergency, Landlord shall give Tenant reasonable notice of
intent to enter. For these purposes,twenty-four(24)hour notice shall be deemed
reasonable. Tenant shall not, without Landlord's prior written consent, add, alter, or rekey
any locks to the Premises. At all times Landlord shall be provided with a key or keys
capable of unlocking all such locks and permitting entry. Tenant further agrees to notify
Landlord in writing if Tenant installs any alarm system, including instructions on how to
disarm it in case of emergency entry.
S. DEFAULTS.
A. Event of Default. If Tenant fails to fulfill or obey any of the covenants of this Lease.
Tenant shall be in default of this Lease ("Event of Default"). During any Event of
Default, subject to any statute, ordinance or law to the contrary, and upon Landlord
serving a written seven (7) days' notice upon 'Tenant specifying the nature of said default
and upon the expiration of said seven (7)days, if Tenant does not cure the default of
which he has been notified,or if the default cannot be completely cured or remedied in
seven days, Landlord may at Landlord's option: (i) cure such detault and add the cost of
such cure to Tenant's financial obligations under the Lease; or(ii)declare Tenant in
default and terminate the [.ease.
B. Physical Remedies. If the notice provided for in paragraph A of this Section has been
given, and the term shall expire as noted, or if Tenant shall make default in the payments
specified in PAYMENTS, then Landlord may without notice, as permitted by law, re-
enter the Premises either by force or otherwise, dispossess Tenant by summary
proceedings or otherwise,and retake possession of the Premises. Tenant hereby waives
the service of notice of intention to re-enter or institute legal proceedings to that end.
Page 4 of 10 Post 26 Initials A Jefferson County Initi 4XI
VerO6/19/2024
C. Financial Remedies. In the event of any default, rc-entry, expiration and/or dispossession
by summary proceedings or otherwise, (i) the payments shall become due thereupon and
be paid up to the time of such re-entry, dispossession or expiration,together with such
expenses Landlord may incur for legal expenses, attorneys' fees, brokerage, and/or
putting the Premises in good order; (ii) Landlord may re-let the Premises or any part or
parts thereof; and/or(iii) Tenant shall also pay Landlord liquidated damages for his
failure to observe and perform the covenants in this Lease.
9. ASSIGNMENT& SUBORDINATION.
A. Assignment by Tenant. Tenant shall not assign or sublet any interest in this Lease without
prior written consent of the Landlord, which consent shalt not be unreasonably withheld.
Any assignment or sublease without Landlord's written prior consent shall. at Landlord's
option, terminate this Lease.
B. Assignment by Landlord. Nothing in this Lease shall restrict the Landlord's ability to sell,
assign, convey or otherwise encumber the Premises,subject only to the rights of the
Tenant under this Lease.
C. Subordination. This lease is and shall be subordinate in all respects to all mortgages now
or hereafter placed on the Premises, and all extensions, renewals, or modifications
thereof. The Tenant agrees to promptly execute any instruments of subordination as may
be requested.
10.MISCELLANEOUS.
A. Sevcrability. If any part or parts of this Lease shall be held unenforceable for any reason,
the remainder of this Lease shall continue in full force and effect. If any provision of this
Lease is deemed invalid or unenforceable by any court of competent jurisdiction,and if
limiting such provision would make the provision valid, then such provision shall be
deemed to be construed as so limited.
B. Binding Effect. The covenants and conditions contained in the Lease shall apply to and
bind the parties and the heirs, legal representatives, successors,and permitted assigns of
the parties.
C. Governing Law. This Lease shall be governed by and construed in accordance with the
laws of the State of Washington.
D. Entire Agreement. This Lease constitutes the entire agreement between the Parties and
supersedes any prior understanding or representation of any kind preceding the date of
this Lease. There arc no other promises, conditions, understandings,or other agreements,
whether oral or written, relating to the subject matter of this Lease. This Lease may be
modified in writing and must be signed by both Landlord and Tenant.
E. Notice. Any notice required or otherwise given pursuant to this Lease shall be in writing
and mailed certified return receipt requested, postage prepaid, or delivered by overnight
Page j 5 of 10 Post 26 initials AW(l. Jefferson County Initial Ver(W19/2024
delivery service, if to Tenant, at the Premises and if to Landlord, at 209 Monroe St. Port
Townsend, WA. 98368. Either party may change such addresses from time to time by
providing notice as set forth above.
F. Waiver. The failure of either party to enforce any provisions of this Lease shall not be
deemed a waiver or limitation of that party's right to subsequently enforce and compel
strict compliance with every provision of this Lease. The acceptance of payments by
Landlord does not waive Landlord's right to enforce any provisions of this Lease.
11. AI)1)1 1 1()tiAL TERMS AND CONDITIONS.
The American Legion, Marvin G Shields Memorial Post 26 and Jefferson County Washington agree to
the following:
Exhibit 1. Memorandum of Understanding
2. City of Port Townsend Conditional Use Permit
It is also agreed by the parties that with termination of funding by 50% State or Federal funds
Tenant may terminate this lease agreement at any time providing the Utility payments are paid
through the end of occupancy. Tenants will no longer be obliged under this contract.
Termination shall be in writing and effective when tenant sends notice to landlord.
this lease is renegotiable at its expiration June 30, 2026.
IN WITNESS WHEREOF: the parties have caused this Lease to be executed on the day and year
as indicated in the Section Lease Term.
L ndl d Tent;
Andrew Ranson, Commander Representing
American Legion, Marvin G Shields Jefferson County Washington
Memorial Post 26
0� ,4- "14 r.
Date c
Page 16 of 1U Post 26 Initials AINl`Jefferson County Initial VedWI912024
MEMORANDUM of UNDERSTANDING
PURPOSE
This Memorandum of Understanding(hereafter known as MOU) is an addendum to the Lease
Agreement between the American Legion, Marvin G Shields Memorial Post 26(hereafter known
as Post 26) and Jefferson County Washington. It provides an outline of those responsibilities for
management of the Jefferson Count Emergency Shelter(hereafter known as JCES)not
specifically covered in the Lease Agreement.
LOCATION OF THE JCES
The JCES is located in the basement of the American Legion, Marvin G Shields Memorial Post
26 at 209 Monroe Street, Port Townsend WA 98368.
TERM OF AGREEMENT
This MOU shall be in effect for the same period as the Lease Agreement between Post 26 and
Jefferson County Washington. The MOU may be terminated without penalty at any time
provided written notice is given thirty (30)days prior to termination. This MOU may be
terminated for cause immediately upon written notice to the other party. Cause shall be defined
as violation of law, this MOU, the Lease Agreement, or the use permit issued by the City of Port
Townsend.
JCES MANAGEMENT
Jeterson County Washington is solely responsible for the operational management of JCES.
They may agree to partner with other agencies to provide food service, laundry service or other
services at need. Those partner agencies shall not be a party to the lease between Post 26 and
Jefferson County.
lt>✓SIDENT ELEGIBILITY
JCES residency will be restricted to persons 18 years of age or older and legally emancipated
minors. All residents must meet the definition of"Homeless or Unhoused" as set forth in RCW
43.185C.010(12). Homeless is a person living outside or in a building not meant for human
habitation or which they have no legal right to occupy, in an JCES, or in a temporary housing
program which may include a transitional and supportive housing program where habitation time
limits exist. This definition includes substance abusers, people with mental illness, and sex
offenders who are homeless. However, known sex offenders shall be denied resident status at
JCES. The JCES is gender neutral. Priority of resident placement is as follows:
1. Veterans of the United States Military
2. Physically disabled persons
3. Persons aged 65 or older
4. Victims of domestic violence
RESIDENT BED CAPACITY
Daily capacity of residents is 32 beds based on the following distribution of assets:
L 17 male assigned beds
2. 11 female assigned beds
3. 4 Set aside beds for residents of Jefferson County
Page 17 of 10 Post 26 Initials 1 WO- Jefferson County Initial VerW19/2024
4. 4 Overflow beds for vulnerable persons during severe weather or emergency situations
EMERGENCY CAPACITY
The JCES Manager shall, in tithes of extreme weather, make any necessary or appropriate
temporary overcapacity decisions. Under no circumstance shall total occupancy exceed 37
people as set forth in Port Townsend City building use code.
EMERGENCY HOUSING OF RESIDENTS
The main hall of Post 26 is unsuitable for housing and therefore under no circumstance will
residents of the JCES be housed in the main hall of the Post.
JCES FACILITIES FOR NONRESIDENTS
Under no circumstance may nonresident homeless persons avail themselves of the bathing,
laundry, sleeping, or food services provided at the JCES. Only homeless persons who have been
appropriately screened and admitted to the JCES may utilize the services of the JCES.
MAIL SERVICE
Under no circumstance may residents of the JCES receive any type of mail at 209 Monroe Street.
Mail for JCES residents will be returned to the Post Office marked "Not delivVrable to this
address". If Jefferson County wishes to provide mail service, they will take the necessary steps
with the US Postal Service to have mail delivered to the JCES.
JCES IIOURS OF OPERATION
Jefferson County will post the normal hours of operation of the JCES in a prominent location.
Extended hours of operation are appropriate for Thanksgiving Day, Christmas Day, and New
Year's Day. Periods of extreme weather may also necessitate extended hours of operation.
SCREENING/INTAKE OF JCES RESIDENTS
Screening of JCES residents is the sole responsibility of the Jeferson Count JCES Management.
Screening will normally only take place during the posted hours of operation. Residents shall
read and sign a copy of JCES rules during screening. The JCES rules shall be posted so
residents or staff can readily refer to them when questions arise. The JCES Management shall be
responsible for writing, posting, and enforcing JCES rules. JCES management shall provide a
written copy of JCES rules and any updates to the rules when they occur to the Post 26 Executive
Board.
JCES STAFFING
The Jefferson County JCES Manager will ensure adequate paid staff will be available daily.
Jefferson County may choose to augment the paid staff with appropriately trained volunteers.
The appropriate ratio of Jefferson County staff to residents is 1 staff member to 16 residents.
FOOD SERVICE
Food may be donated and prepared by agencies in partnership with Jefferson County. All meals
must be prepared in either Donor Kitchens or Commercial Kitchens. Appropriately trained food
handlers shall prepare and serve meals to the residents. Normally, residents are offered an
evening meal, breakfast, and a takeaway lunch, if requested.
Page I S of 10 Post 26 Initials AW i2 Jefferson County InitialR1Ver06i19/2024
STAFF AND VOLUNTEER TRAINING
Jefferson County is solely responsible for coordination and scheduling of staff and volunteer
training on an as needed basis. Jefferson County may partner with other agencies to provide
training in JCES operations. Food Handler training shall be scheduled on a yearly basis through
the auspices of an Jefferson County partner agency.
PARKING AT THE JCES
Tenants are allowed two parking spaces. There is no other parking allowed on American Legion
property. Space must be maintained for deliveries to the JCES and for the removal of trash.
MEDIA CONTACT/QUERIES
All requests for information about the JCES shall be directed to Jefferson County or its
representative.
TI IE SERVICE MODEL
The JCES operates under a general hospitality model which includes such services as meals,
laundry, and sleeping arrangements.
TERMINATION OF SERVICE AT THE JCES
Any resident of the JCES may be denied access and/or be required to vacate the JCES and
associated property upon demand by the JCES manager. A resident denied access to or ordered
to vacate the JCES may file a grievance utilizing grievance procedures established by Jefferson
County. JCES Management shall promptly notify Post 26 by the most expeditious means of any
adverse resident actions or other resident problems which could potentially affect the safety of
Post 26 personnel/members, Post 26 operations,or the Post facilities. Post 26
personnel/members will not be involved with grievances between JCES residents and JCES
personnel.
VIOLENT OR ILLEGAL BEHAVIOUR
In the event a JCES resident is arrested or is issued a temporary or permanent trespass citation by
City of Port Townsend Police or any other law enforcement agency JCES personnel shall notify
Post 26 duty bartender immediately. If a trespass citation is issued the citation shall include
Marvin G Shields Memorial Post 26 property as also being off limits. During normal business
hours the duty bartender and/or Club Manger will be notified immediately of any law
enforcement actions. When a trespass citation issued,or arrest made, and Post 26 is closed for
business then JCES personnel shall notified the Post 26 Club Manger or duty bartender the next
business day.
JCES RESIDENT PERSONAL PROPERTY
Residents of JCES will not be allowed to store or otherwise leave personal property on the
premises. Residents shall remove all personal property daily. JCES management personnel shall
strictly enforce this provision.
ROUTINE MAINTENANCE AND CLEANLINESS
JCES staff shall be responsible for routine maintenance of bathroom fixtures, plumbing fixtures,
Page 19 of 10 Post 26 initials AWk Jefferson County Initial. VeKW19/2024
food preparation and storage equipment, laundry machines, and lighting fixtures. Jefferson
County shall be responsible for any costs associated with routine maintenance. JCES
staff/volunteers will be responsible for daily cleaning of berthing spaces, common areas, food
preparation areas, and bathing spaces. Post 26 maintenance personnel shall always have 24 hour
access to JCES.
UTILITIES AND SF,RViCES
Post 26 shall negotiate and maintain appropriate contracts for waste disposal and recycling,
propane service, yearly inspection of the fire suppression system, and pest control. Post 26 shall
provide a copy of all paid utility bills to the JCES Manager. Jefferson County will be
responsible for re-imburscmcnt to Post 26 for all costs and fees associated as outlined under
PAYMENTS in the Lease. Jefferson County shall, upon receipt of copies of paid utihtyservicc
bills from the Post 26 Financial Officer or Club Manager, re-imburse Post 26 within 30 days of
the date on said copies.
POST 26 SPECIAL EVENTS AND HALL RENTAL
Post 26 hosts special events or rents the hall throughout the year, which may impact normal quiet
hours of the JCES. The Post 26 Club Manager or Adjutant shall provide written notice in the
form of an email and/or text message in advance of those events to the JCES Manager.
MEETINGS
JCES manager shall notify Post 26 of scheduled JCES management meetings. Post 26 may
attend such meetings to facilitate a cooperative atmosphere between Post 26 and the JCES
management. The JCES manager is encouraged and welcome to attend the General Membership
meeting held the third Wednesday of each month at 7:00 PM.
SIGNATORIES
Landlord T "tant
Andrew Ranson,Commander _-- Representing
Marvin G Shields Memorial Post 26 Jefferson County Washington
Date: Date:
Page 110 of 10 Post 26 InitWsAW Jefferson County Initi er0&19/2024
I MfIRIT A
Premises
Floor Flan of basement of
Amencan I egm Property .
l
Monitor's Desk
TV Room won'le n's
1M
•
Page 10 Post 26 Initials COUNTY Initials 06 I4'2024 ersion
APPENDIX 1 - SHELTER RULES
BAYSIDE
HOUSING & SERVICES
SHELTER RULES
American Legion Post #26
Hours of Shelter Operation: 4:00 mm. to 8:00 a.m., 7-days a week, 365 days a vear
By staying at the shelter and signing these rules, you agree to the following:
Ilygiene For Guests
Guests are encouraged to take advantage of our showers. wash station. free toiletries, and bath
towels.
It is expected that guests will wash their hands before leaving the restrooms and before entering
the dining area for food or drink.
Guests are also asked to cover their mouths when coughing or sneezing.
The shelter operates during the cold & flu season. Colds, influenza, bronchitis, and pneumonia
can become epidemic in shelters, and even life-threatening.
It is important to minimize the chance of spreading germs. and being exposed to them.
Coughing and sneezing into one's elbow is better than coughing or sneezing into cupped hands.
(Germs are commonly spread by hand-contact with other people, and hand-contact with surfaces
and objects shared by others. such as door handles. tables, and silverware.)
Coughing and sneezing without covering up at all is unacceptable.
Frequent hand washing helps prevent spread of disease to others. It is also a good way to keep
from catching colds, flu, and other diseases ourselves.
Guests are provided beds or cots for their sleeping comfort. along with blankets, pillow. clean
top-and-bottom sheets, and a pillowcase.
Exchange of bedding is also offered, and necessary in order to help keep guests and staff'free
from disease. Please take advantage of this service.
Shelter hosts or other staff and volunteers are available to assist guests and to ans«er questions
Page 17 Post 26 Initials COUNTY Initials 06;14,'2024 Version
about hygiene and other concerns.
Respecting the health and welfare of your fellow shelter guess, staff and volunteers is important
to making the shelter community a safe place for all. Repeated failure to follow these
recommended hygiene practices may result in guests losing shelter privileges or being asked to
leave.
Summar :
• Shower every day or every other day, if possible
• Wash hands frequently with soap and water
• Wash hands before leaving the restroom
• Wash hands before entering the dining area
• Cough and sneeze into your elbow
Rules of('onduct
1. This shelter uses a priority system. If the space is at maximum capacity and
decisions need to be made regarding priority service. guests will be given bed space based on
the following priority status:
a. Veterans
b. Senior status(62 and over)
c. Domestic Violence individuals
d. Working I tomeless
e. Exceptional Need
2. You must arrive at the shelter between 4:00 p.m. and 9:00 p.m. The capacity of
this shelter will he 26. and beds will he given on a first come basis each night. except when
priority decisions must be made when reaching maximum capacity (see #1 above).
3. An evening meal will be served at a specified time each night posted on the door.
If you arrive at the shelter after the specified time, you will have missed the evening meal.
4. This is a CLEAN and SOBER facility. You must arrive and remain in a clean and
sober state for your time in the shelter. In the event this rule is violated, you must provide proof'
you are in a detox program and attending before you may return.
5. This is a limited-service shelter that includes night-by-night shelter, hygiene
opportunities and meals.
Page 118 Post 26 Initials COUNTY Initials 06,1d2024 Version
6. We have zero tolerance for alcohol, drugs. weapons, threats, or pornography.
Shelter guests found with these items will be asked to leave the shelter.
7. If you choose to leave the property, you will have made the choice to leave for
the evening and will be treated as a new walk-up if you return.
8. Smoking only is permitted in the designated area.
9. You are limited to one bag of personal items.
10. You are not allowed outside of designated areas. The kitchen, opposite gender
bathrooms,opposite gender dorms, and storage rooms are not available to clients
IL Housekeeping responsibilities are assigned on a volunteer basis first and then
random selection. All guests should consider this part of the agreement in trade for shelter.
12. Do not interfere with another person's belongings. 'I'heir area. like yours, is
private.
13. I'his shelter is not a permanent residence. Many circumstances can cause the
closing of the shelter.
14. During your time in the shelter. you are not allowed on the upper floors of the
American Legion Post 426. This means if you are signed in at the shelter and you are found in
the upper floors of Post 026,you will be asked to leave the shelter for the night.
15. Me shelter hosts are here to protect the people staying at the shelter. Failure to
comply with their instructions will mean the denial of shelter service for the night. The ability to
return to the shelter on suhsequent nights will be discussed and determined by the shelter leadership
team.
16. You must give Hayside staff correct and true information upon entering the shelter.
Lying on your intake will result in denial ofservice.
4p .Signing these rules, )•ou agree to follow them and understand that failure to do so can
result in denial of service.
Print Guest Name: Host Name:
Sign Guest Name: Date Sigm--d.
Page 19 Post 26 Initials COUNTY Initials Q6,14.2024 Version
Exhibit C:
City of Port Townsend Conditional Use Permit
TO BE ADDED WHEN ISSUED BY THE CITY OF PORT TOWNSEND
Page 120 Post 26 Initials COIN"TY Initials � (9 06'14,,2024 Version
JEFFERSSON COUNTY
BOARD OF COUNTY COMMISSIONERS
TO: Board of County Commissioners
FROM: Greg Brotherton, County Commissioner
DATE: .June 14, 2024
SUBJECT: Contracts for Lasing the American Legion Shelter
STATEMENT OF ISSUE:
The County has been working with the Marvin G. Shields Post 026 of the American Legion (Post #26)on an
arrangement to for a lease and operation of the homeless shelter. The current lease with OlyCAP is set to
expire on June 30, 2024. Concurrently, the County has been working with Bayside on agreement to have it
operate the shelter. Post #26. the County and Bayside have come to terms on a lease and a memorandum of
understanding about how the shelter should be operated (MOU).
The lease and MOU would he effective when two contingencies are satisfied: (1 ) A funding agreement
between the County and Bayside is executed: and, (2) A conditional use permit is issued by the City of Port
Townsend. The conditional use permit cannot he issued by the City. until the lease and MO(; are in place.
Bayside and the County are making good progress toward a funding agreement. Bayside stepped up at the I Vh
hour to agree in principal to operate the shelter. But neither it nor the County can finalize a funding agreement
until the details of operation are finalized in the MOI:.
ANAINSIS:
The County approving and executing the lease and the M0I1 is the next step in the process. Bayside
and Post #+26 will be up next. Assuming approval and execution of the lease and the MO[; by Post #26.
and assuming approval and execution of the MOL. by Bayside, will enable the County and Bayside to
begin final negotiations on the funding agreement.
FISCAL IMPACT:
The fiscal impact of entering into the lease and 'MOIi cannot be determined until there is a final funding
agreement with Bayside. A detailed fiscal analysis of the cost of the funding agreement will be presented in
any agenda request seeking approval of the funding agreement.
RECOMMENDATION:
Approve the attached lease and MOU.
Z
Mark % cCL«<lC`, County A ministr or I ).lie
CONTRACT REVIEW FORM `+ear Form
(INSTRUCTIONS ARE ON THE,'NEXT PAGE)
CONTRACT WITH: Amerman LegPon Manor G Sn*lds Memcral Post 26 Cuntra%;t No. 5neite,Lea—
Contract For. Landlord/Tenant Agreement Form July 1, 2024-June 30, 2025
COUNTY DEPARTMENT: Ad—m-raa„
Contact Person: Mark ucca,r.v
Contact Phone: . 130
Contact email: rwnt"MAWY&Ole`wsor*a
.A.N10( NT: PROCESS: Exempt from Bid Process
Re-,enue Cooperative Purchase
I xpenditure. percem r(,w,ntt N ,,Ming Competitive Sealed Bid
Matching Funds Required. Small Work.. Roster
4source%4s1 of Matching I unds Vendor List Bid
Fund 1i RFP or RFQ
Munis Ork Ohl jv( Other:
%PPROVAL STEPS:
I I P I DEPARTMENT CERTIFIES LIANC' WIT J .T4.titttl AND CHAPTER 42'J RCW.
CERTIFIED: a N;.A:� _ J:. t j a_ •
cure �;):►t�
STEP 2 DEPARTMENT CERTIFIES THE- PERSON OPI1sF 1) FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT AFFN DVRARRVI %N% FEDERAL, STATE, OR LOCAL
AGENCY.
CERTIFIED:
� Lnsture [)ate
STEP 3: RISK MANAGEMF N I REI'IEW (will he added electronicalh through Lawf'iche):
Electronically approved by Risk Management on 6/1812024.
STEP 4: PROSE( I. 11\t, .ATTORNEY RF%IFA% twill he added electninrcalh through Lanerfichel:
Electronically approved as to form by PAO on 619;2024.
Negotiated with PAO assistance. PAO already approved as to form.
STEP S: DEPARI%IENT M xh1 � i(t.% & I41 SI I1%11 1 1, 1 () Itl-,h \1 ` ++I.F:�IENT AND
PROSFCI TING A T l ORNE)i(IF REQ1 IRED).
S I Vp 6: CON UI AU I OR Sclt:NS
STEP 7: SUBMIT TO R(K C FOR \vi,ltO\ %I