Loading...
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"