Contract - 07-11-2017 - 8839 - Ryderwood Ballot Box Licensing Agreement.AS -8839 Consent B. 13.
BOCC Agenda
Meeting Date: 07/11/2017
Ryderwood Ballot Box Licensing Agreement
Submitted For: Carolyn Fundingsland, Elections
Submitted By: Carolyn Fundingsland, Elections
Department: Elections
Information
Subject and Summary Statement
With the passage of SB 5472, each Washington County Auditor is required by RCW 29A.40.160 to establish a
minimum of one ballot drop box per fifteen thousand registered voters and a minimum of one ballot drop box in each
city, town, and census - designated place in the county with a post office.
Cowlitz County currently has six ballot drop boxes, which exceeds the required minimum of one ballot drop box to
every 15,000 registered voters and there is at least one ballot drop box located in each city in Cowlitz County.
Ryderwood, Washington is a census - designated place in Cowlitz County with a post office and does not have a
ballot drop box. In order to meet the requirements of the law, a ballot drop box must be installed in Ryderwood,
Washington.
The Cowlitz County Elections Office has located a suitable site in Ryderwood to install a new ballot drop box but
must enter into an agreement with the owner of the parcel. The parcel, WN0320123, is owned by the Ryderwood
Improvement & Service Association, Inc., an association of homeowners that manages the business of the town.
The Association believes the addition of a new ballot box is in the best interest of Ryderwood and has signed the
licensing agreement for a ten year period.
This new mandate has not come with additional funding from the State and will need to be paid from the Election
Reserve Capital Improvement fund. The cost of the new ballot box will be $1,869.63. The cost of installation has yet
to be determined but should be inexpensive if Cowlitz County Facilities Maintenance installs the box.
Will Staff Attend Y / N
Yes
Department Recommendation
The Elections Office recommends the Board of County Commissioners sign the licensing agreement to
install a new ballot drop box in Ryderwood.
Fiscal Impact
Expenditure Required $: 1,869.63
Budget Sufficient Y -N: Y
Amendment Required Y -N: Y
Source of Funds - Fund /Dept.: 51002 / 520100
Grant Y -N: N
II'"41T1 taif
Inbox
Kris Swanson
Claire Hauge, Financial Management
Clerk of the Board
Form Started By: Carolyn Fundingsland
Final Approval Date: 07106/2017
corm Keview
Reviewed By Date
Tiffany Ostreim 06/26/2017 04:11 PM
Tiffany Ostreim 07106/2017 11:08 AM
Tiffany Ostreim 07/06/2017 11:13 AM
Started On: 06/26/2017 12:20 PM
LICENSE AGREEMENT
1. Background
The parties to this agreement are the Ryderwood Improvement & Services Association, Inc., an
Association of homeowners managing the business of the town of Ryderwood, 305 Morse St, P.O. Box
143, Ryderwood, Washington, 98581, and Cowlitz County, a municipal corporation of the state of
Washington, 207 N 4th Ave., Kelso, Washington, 98626.
Each Washington County Auditor is required by RCW 29A.40.160, amended by the Legislature in
2017, to place a ballot box in each Census Designated Place with a Post Office, which includes Ryderwood,
Washington.
Cowlitz County desires to utilize a portion of a right of way located in Ryderwood and owned by
the Ryderwood Improvement & Service Association, Inc., to install and maintain a ballot box to aid in the
collection of election ballots. The ballot box will be installed and located on Morse St., on Parcel
WN0320123, as identified by map labeled Exhibit "A" and by photograph labeled Exhibit "B ", which are
attached hereto. The parties are entering into this license agreement to set forth the terms upon which
the Ryderwood Improvement & Services Association, Inc. will allow Cowlitz County to access, use, and
maintain the ballot box.
II. The Parties Agree as Follows:
1. In return for the mutual promises herein each party agrees as set forth in this document.
2. The Ryderwood Improvement & Services Association Inc. hereby grants to Cowlitz County
a license to install and to reasonably maintain, at their sole expense, a ballot box located on Morse St.,
Ryderwood, Washington. This license permits installation, use, and maintenance of a ballot box for
election related activities, and only by Cowlitz County.
3. Cowlitz County agrees that all premises at the ballot box location are and shall remain in
the ownership of the Ryderwood Improvement & Services Association, Inc.
4. The Ryderwood Improvement & Services Association, Inc. reserves the right to make
reasonable rules and regulations for the use of the rights of way surrounding the ballot box covered by
this agreement and Cowlitz County agrees to abide by all such rules promptly upon receipt thereof.
S. Cowlitz County agrees to move or relocate the ballot box if the Ryderwood Improvement
Services Association, Inc. determines that as a result of the location of the ballot box traffic flow is
unduly impeded, a substantial risk of harm or accident exists, or traffic patterns are substantially altered.
6. Cowlitz County shall not in any manner be liable for loss or damage to or upon the rights
of way of the Ryderwood Improvement & Services Association, Inc. caused by fire, theft, accident, or any
other cause whatsoever.
7. This use permit shall be effective for ten (10) years from the date of execution. Cowlitz
County shall have the option to renew the use permit for an additional ten (10) year period on mutually
agreed upon terms and conditions. Either party may terminate this use permit upon sixty (60) days'
written notice to the other, PROVIDED, however, such notice is given no less than 120 days before any
regularly scheduled use of the premises and ballot box of which the Ryderwood Improvement & Services
Association, Inc. has notice, including but not limited to regularly scheduled elections.
Dated this // day of 2017.
RYDERWOOD IMPROVEMENT AND
SERVICES ASSOCIATION, INC.
ennett, President
BOARD OF COUNTY COMMISSIONERS
OF COWLITZ COUNTY, WASHINGTON
Joe Gardner, Chairman
Qj-",
Dennis Weber, Commissioner
Arne Mortensen, Commissi of C' )U/V,-
n l
ATTEST: a coumTV
l0 'VISHINGTO" 6,
G
Tiff n 'Ostrei, . Clerk ofthe'Board
APPROVED AS TO FORM:
Deputy Prosecu g Attorney
Exhibit "A"
W0320159
rrr.YYYiiYii ; —
m321
0 - 0W0m20
WIO:32. 00 J9
L '
t
T
r
J.
L
Wf1U320152 +. • r
I
am .. Y I wt m2oaao
y
r
WN03201J3 Ww320126
WN032015
tvti
7. :
1 •
N0321WNU0125-x- WN16 -
Aar
WNm2U1J5 i•` • 'WN0320030
1 T
WN0320124 WN0329115
WNm20037
f17.
f10321290
WM0320292 X , • _ i
J i Wf0320123 WN037
R. J Y
000 •. ,f1116
W#103N10ffi j
IL
yJe+•. WN020122 •
T• I. W103201D
y, `
WMOM035 J
Aw
WN03m14e
f Ir I s201se' +
W `--
s _ _ got I All I
pr
WN0320121
W140320UB
M10320W89 <'
I s
i WN03201+
1 W140320120 WN0120J -
3
iWNm20033
V,
1 • -
1 —ti • __ F
10- T10N-23Nf,. 1 fWN0320127
WNiW2015 + WN0320024 y
1 _ _ som i'^ .
WN0320128 rWNQ320023 Y
Exhibit "B"