SPECIAL AND REGULAR MEETINGS OF THE RAVALLI COUNTY BOARD OF COUNTY COMMISSIONERS REGULAR MEETING 8:45 AM ^^
Monday, February 08, 2016 -^
Commissioners' Meeting Room ~f County Administration Building, 'j'fr 215 S. 4th St, Hamilton, MT 59840. <<3y
1. Roll Call Commissioner Ray Hawk, Commissioner Jeff Burrows, Commissioner Greg Chilcott, Commissioner JR Iman and Commissioner Doug Schallenberger.
STAFF PRESENT: Glenda Wiles, Minutes
2. Pledge of Allegiance
3. Public Comment
None
4. Review and approve Law Enforcement Co-Op Agreement with Forest Service
Attachment: Co Op Agreement
Present was Under Sheriff Steve Holton and Sheriffs Administrative Assistant Trish Harrison.
Commissioner Greg Chilcott moved to approve the Cooperative Law Enforcement Annual Operating Plan & Financial Plan between the Ravalli County Sheriff's Department and the USDA - Forest Service, Bitterroot National Forest for 2016 in the amount of $13,500. Seconded by Commissioner Doug Schallenberger. Public comment on motion: none. Discussion: none. All voted "aye" (5-0).
5. Open and award Junk Vehicle Bids
Attachment: Junk Vehicle Bid
Present was Environmental Health Director John Palacio.
One bid was received from Honey Enterprises of Darby in the amount of $65.00 per car plus $6.00 per mile from point of origin to the junk vehicle grave yard. Commissioner Jeff Burrows moved to accept and approve the bid received from Honey Enterprises of Darby as received. Seconded by Commissioner JR Iman. Public comment on motion: none. Discussion: none. All voted "aye" (5-0).
6. Discussion and possible decision on placing a mill levy on ballot for Ravalli County Museum and Historical Society
Attachment: Museum Mill Levy Info
Public Comment: James Corker - proponent. Bob Cron - proponent. Donna Fisher - proponent. Brian Jackson - proponent. Hannah Gimple - proponent.
Museum Board Member Dan Rothlisberger indicated the funds generated from this mill levy, if approved by the voters, would be utilized for a variety of needs such as exhibits, procuring supplies & equipment; and technology for digitizing (archival).
Board discussion included the amount 1 mill levy would raise ($74,000), language for the ballot and if this ballot measure is to be on the primary ballot in June, the ballot language will need to be approved by Civil Counsel and the Clerk &Recorder by March 14m for the June 7th ballot.
Commissioner JR Iman made a motion to place this mill levy on the ballot for the Ravalli County Museum and Historical Society. Seconded by Commissioner Doug Schallenberger. Public comment on motion: none. Discussion: none. All voted "aye". (5-0) (See Resolution No. 3371)
7. Final CDBG Draw for TEDD Project (Targeted Economic Development District)
Attachment: CDBG Draw
Ravalli County Economic Development Authority Director Julie Foster was present.
Julie explained the Final Draw Request (#5) for the TEDD project is in the amount of $10,072.16 and the second request is for the release of $3,647.38 of county funds that were obligated as match to this project that was signed on July 23,2013. (The contract obligated $14,000 of county funds to the TEDD project.
Commissioner Greg Chilcott moved to approve the Final CDBG Draw for TEDD Project (Targeted Economic Development District) Draw #5, with Commissioner Burrows signature, in the amount of $10,072.16. Seconded by Commissioner Doug Schallenberger. Public comment on motion: none. Discussion: none. All voted "aye" (5-0). Commissioner Greg Chilcott moved to approve the release of $3,647.38 of County match funds that were obligated for the TEDD. Seconded by Commissioner Jeff Burrows. Public comment on motion: none. Discussion: none. All voted "aye" (5-0).
8. Signing of Freight Monster Depository Form for Big Sky Trust Fund
Attachment: Depository Signature form
Ravalli County Economic Development Director Julie Foster was present for this meeting.
Commissioner Jeff Burrows moved to approve signing the Freight Monster Depository Form for the Big Sky Trust Fund. Seconded by Commissioner Greg Chilcott. Public comment on motion: none. Discussion: none. All voted "aye" (5-0).
9. Application completion for County Insurance Renewal 2016/2017 (Property Liability etc.)
Present was Chief Financial Officer Klarryse Murphy. Insurance Agent of Record Fred Thomas was placed on conference call. Discussion included the 1.5% for inflation; annual cost of the premium, and replacement costs (not values). It was agreed Commissioner Chilcott will work with Payne West Account Specialist Kelly Tenold and Ravalli County Accounting Staff for a list of the county properties/buildings by May 1st. Itwas noted the renewal date for this application is today.
Commissioner Jeff Burrows moved to approve the MACo application for the County Insurance Renewal 2016-2017. Seconded by Commissioner JR Iman. Public comment on motion: none. Discussion: none. Commissioners Hawk, Iman, Burrows and Schallenberger voted "aye"; Commissioner Chilcott voted "nay". Motion carried. (4-1)
10. Public Comment Not Otherwise on the Agenda
None.
11. Adjournment
Commissioner Jeff Burrows moved to adjourn the meeting. Seconded by Commissioner Greg Chilcott All voted "aye" (5-0).
Glenda Wiles, Administrative Assistant Page 1 of3
SPECIAL AND REGULAR MEETINGS OF THE RAVALLI COUNTY BOARD OF COUNTY COMMISSIONERS
REGULAR MEETING 8:45 A.M.
Monday February 8,2016
Commissioners' Meeting Room County Administration Building, 215 S. 4th St, Hamilton, MT 59840.
Commissioner Jeff Burrows Commissioner Greg Chilcott Commissioner J.R. Iman Commissioner Ray Hawk Commissioner Doug Schallenberger
COMMENTS FROM THE PUBLIC Members of the audience will be provided an opportunity to address the Board concerning each item on the agenda, and will be afforded the opportunity to comment on items not on the agenda at the end ofthe meeting or as solicited by the Chairperson. (See protocol for addressing the Board or submitting written comments below.) If you have a petition or other information pertaining to your subject, please present it to the clerk. Please sign the sign-in sheet to document your attendance. Meetings of the Board of County Commissioners are open to the public except when closed under §2-3-203, MCA. Minutes ofpublic meetings will be made available for inspection by the public. AMERICANS WITH DISABILITIES ACT Persons with disabilities who plan to attend this meeting and who may need auxiliary aids or services are requested to contact the Commissioners' Office (at 406-375-6500) at least 48 hours in advance so that appropriate arrangements can be made. (28 CFR 34.102.104 ADA TITLE II) NON-DISCRIMINATION POLICY The Board does not discriminate on the basis of race, color, sex, culture, social origin or condition, or political or religious ideas. Statements, gestures and behaviors that threaten the health, welfare or safety of others are prohibited. Violators of this policy may be removed from the meeting PLEASE TURN OFF CELL PHONES AND PAGERS WHILE MEETING IN PROGRESS. PLEASE NOTE: A recording is made of Board meetings. When addressing the Board, please speak into the microphone. State your name and address (spell your name if the spelling is unusual). Ifyou have a petition or other information pertaining to your subject, please present it to the clerk.
http://ravalli-mt.granicus.coiTi/GeneratedAgendaViewer.php?view_id=1&event_id=772 2/4/2016 Page 2 of3
To allow all an equal opportunity to participate and to preserve decorum, please:
1. Address the chairperson, not the members ofthe audience or others. 2. Limit your comments to the allotted time. 3. Confine your comments to the item on the agenda unless the Board is taking comment on items not on the agenda.
The purpose of allowing public comment is to afford all interested persons the opportunity to participate. Comments can be verbal or written. Verbal and written comments carry equal weight. Respect the time of others: please do not simply read a written comment. Instead, present written comments to the clerk. The Board will allow all those who wish to address the Board an equal time and thus may not be able to respond to questions. In order that all can hear and participate, members of the audience are asked to refrain from commenting out of turn or attempting to engage those addressing the Board or Board members unless recognized by the Board.
8:45 A.M. REGULAR BOARD OF COMMISSIONERS MEETING
PRELIMINARY BUSINESS
1. Roll Call
2. Pledge of Allegiance
3. Public Comment
4. Review and approve Law Enforcement Co-Op Agreement with Forest Service
Co Op Agreement "^
5. Open and award Junk Vehicle Bids
Junk Vehicle Bid *^
Junk Vehicle Bid c^>
Junk Vehicle Bid c-^
6. Discussion and possible decision on placing a mill levy on ballot for Ravalli County Museum and Historical Society
Museum Mill Lew Info ^
http://ravalli-mt.granicus.com/GeneratedAgendaViewer.php?view_id=1&event_id=772 2/4/2016 Page3 of3
7. Final CDBG Draw for TEDD Project (Targeted Economic Development District)
CDBG Draw ^>
8. Signing ofFreight monster Depository Form for Big Sky Trust Fund
Depository Signature form '--">
9. Application completion for County Insurance Renewal 2016/2017 (Property Liability etc.)
Insurance Renewal App ^
10. Public Comment Not Otherwise on the Agenda
11. Adjournment
http://ravalli-mt.granicus.com/GeneratedAgendaViewer.php?viewJd= I&event_id=772 2/4/20 ]6 Glenda Wiles
From: Trish Harrison Sent: Thursday, January 28, 2016 8:06 AM To: Glenda Wiles Subject: FW: Updated signature page for FY16 Co-Op Agreement w/ USFS Attachments: 12 035 Ravalli FY! 6 AOP Mod 006.pdf
I would like to get this put on the Commissioners calendar please.
Thanks,
TrisH Morrison j\dministrative 'Director 'RavaCCi County Sheriffs Office 406-375-4000 [email protected]
From: Dale, Morgan K-FS [mailto:[email protected]] Sent: Tuesday, January 26, 2016 4:15 PM To: Trish Harrison
Trisha, Attached is the updated AOP with Ray Hawk's signature line. Would you please print 2 copies for signatures? Thank you, Morgan
Morgan Dale Patrol Captain
Forest Service Law Enforcement & Investigations - Region One - South Central Zone p: 406-329-3836 Missoula Office p: 406-363-7161 Hamilton Office c: 406-223-6183 mdale(5)fs.fed.us Building 24 Fort Missoula Missoula. MT 59801 OMB 0596-0217 USDA, Forest Service FS-1500-8A
FS Agreement No. 12-LE-l 1015600-035 MOD 005 CooperptorAgreement No.
EXHIBIT A
COOPERATIVE LAW ENFORCEMENT ANNUAL OPERATING PLAN & FINANCIAL PLAN Between The Ravalli County Sheriffs Department And the USDA, FOREST SERVICE Bitterroot National Forest
2016 ANNUAL OPERATING AND FINANCIAL PLAN
This Annual Financial and Operating Plan (Annual Operating Plan), is hereby made and entered into by and between the Ravalli County Sheriffs Department, hereinafter referred to as "the County Sheriffs Department," and the USDA, Forest Service, Bitterroot National Forest, hereinafter referred to as the "U.S. Forest Service," under the provisions ofCooperative Law Enforcement Agreement U12-LE-l 1015600-035 executed on 06/01/2012. This Annual Operating Plan is made and agreed to as ofthe last date signed below and is for the estimated period beginning upon execution and ending 12/31/2016.
2016 Total Annual Operating Plan: $13,500.00
I. GENERAL:
A. The following individuals shall be the designated and alternate representative(s) ofeach party, so designated to make or receive requests for specialenforcementactivities.
Designated Representatives Principal Contacts: County Forest Service Chris Hoffman Morgan Dale, Patrol Captain Sheriff, Ravalli County South Central Zone Law Enforcement 205 Bedford, Suite G Lolo National Forest Hamilton, MT 59840 Bldg 24, Fort Missoula [email protected] Missoula, Montana 59804 (406) 375-4060 (406) 329-3836 [email protected] Trisha Harrison [email protected] (406) 375-4000
Page 1 of8 iic-i^aUSDA. Forestr .Service e • 0MBi-S-1500-sa0596-0217
Alternate Representatives: Forest Service Josh Bidderman Law Enforcement Officer Bitterroot National Forest 1801 North 1st Street Hamilton, MT 59840 (406)363-7108
Don Polanski Law Enforcement Officer Bitterroot National Forest 1801 North 1st Street Hamilton, MT 59840 (406) 777-7432
Forest Service Administrative Contact Trudi Olson U.S. Forest Service, Northern Region, LE&I P.O. Box 7669 Missoula, MT 59807 (406)494-0216 [email protected]
B. Reimbursement for all types ofenforcement activities shall be at the following rates unless specifically stated otherwise:
$0.585/mile patrolled Per diem rate is $00/day Wagesat the prevailingrate of $ n/a/hour plus fringe benefits for the individual officerat therateof$22.50/hour.
II. PATROL ACTIVITIES:
A. Time schedules for patrols will be flexible to allow for emergencies, other priorities, and day-to-day needs ofboth the County Sheriffs Department and the U.S. Forest Service. Ample time will be spent in each area to makeresidents and visitors aware that law enforcement officers are in the vicinity.
Immediately notify the Forest Service ofaccidents occurring within the National Forest boundary, which involves fatalities, personal injury requiring hospitalization or significant property damage.
Ensure officers/agents ofthe County performing law enforcement activities under this Annual Operating Plan meet the same standards oftraining required ofthe officers/agents in theirjurisdiction, or the State PeaceOfficers Standards ofTraining where they exist.
Page 2 of8 USDA, Forest Service <™**«»
1. Patrol in the following U.S. Forest Service roads, campgrounds, developed sites, or dispersed areas:
Provide patrols in the Lake Como Recreation Area, Lost Horse dispersed camping sites and the Forest Service road from the Como Lake area to the Lick Creek Bridge area each weekend starting on Memorial Day weekend through Labor Day weekend. Patrols can occur between 6 pm and 1 am.
Provide patrols for the north end ofBitterroot Valley, starting Memorial Day weekend through October 30th. Patrols can occur between 6 pm and 1 am weekly, including all ofthe Westside Trailheads. • Bass Creek Recreation area • Mill Creek area and trail head • Blodgett Canyon trail head • Black Bear campground
Provide patrols for the south end ofBitterroot Valley, starting Memorial Day weekend through October 30th. Patrols can occur between 6 pm and 1 am weekly, including all ofthe Westside Trailheads. • Spring Gulch campground • Warm Springs campground • Crazy Creek campground and horse area • Tin Cup area and dispersed camping areas • Martin Creek campground • Jennings Creek campground • Slate Creek campground • Boulder Creek and Little Bear campgrounds • Rombo Creek campground • Alta campground
Total reimbursement for this category shall not exceed the amount of: $13,500.00.
HI. EQUIPMENT: See Cooperative LawEnforcement Agreement Provisions IV-K, IV-L, and IV-Mforadditional information.
AH equipment purchases need to be pre-approved by the Patrol Captain. Total reimbursement for this category shall not exceed the amount of: 49% ofthe total
IV. SPECIAL ENFORCEMENT SITUATIONS:
A. Special Enforcement Situations include but are not limited to: Fire Emergencies, Drug Enforcement, and certain Group Gatherings.
Page 3 of8 USDA,I icnA rorcstp»~o. Servicec„„,:-„ OMBFS-1500-8A0596-0217
B. Funds available for special enforcement situations vary greatly from year to year and must be specifically requested and approved prior to any reimbursement being authorized. Requests for funds should be made to the U.S. Forest Service designated representative listed in Item I-A ofthis Annual Operating Plan. The designated representative will then notify the County Sheriffs Department whether funds will be authorized for reimbursement. If funds are authorized, the parties will then jointly prepare a revised Annual Operating Plan.
1. Drug Enforcement: This will be handled on a case by case basis. The request will normally come from the Patrol Captain; however, it may come from the Special Agent in Charge or their designated representative. Reimbursement shall be made for actual costs incurred by the Sheriffs Office for each Deputy assigned. Sheriffs patrol vehicles will be reimbursed at a rate of$65/per 12 hour shift, plus mileage. Deputies assigned to the incident will coordinate all oftheir activities with the designated officer in charge ofthe incident.
2. Fire Emergency: Duringemergency firesuppression situations and upon request by the Forest Service pursuant to an incident resource order, the Cooperator agrees to provide special services beyond those provided under Section II-A, within the Cooperator's resource capabilities, for the enforcement ofState and local laws related to the protection ofpersons and their property. The Cooperator will be compensated as outlined in Addendum A; the Forest Service will specify times and schedules. Reimbursement shall be made for actual costs incurred by the Sheriffs Office for each Deputy assigned. Sheriffs patrol vehicles will be reimbursed at a rate of$65/per 12 hour shift, plus mileage. Upon concurrence ofthe local patrol Captain or their designated representative, an official from the Incident Management Team managing the incident, Cooperator personnel directly assigned to an incident where meals are provided will be entitled to such meals.
Addendum A (attached) provides the specific information on the procedures and requirements for requesting Fire Reimbursements from the Forest Service. Any questions or clarifications necessary concerning incident/fire emergencies should be directed to Tracey Nimlos, Regional Incident Business Coordinator at 406-329- 3331, [email protected].
3. Group Gatherings: This includes but is not limited to situations which are normally unanticipated or which typically include very short notices, large group gatherings such as rock concerts, demonstrations, and organization rendezvous. Upon authorization by a Forest Service representative listed in Section I-A for requested services ofthis nature, reimbursement shall be made for actual costs incurred by the Sheriffs Office for each Deputy assigned. Sheriffs patrol vehicles will be reimbursed at a rate of$65/per 12 hour shift plus mileage. Deputies assigned to this type ofincident will normally coordinate their activities with the designated officer in charge ofthe incident.
Page 4 of8 USDA, Forest Service OMB 0596-0217 FS-I50O-8A
This includes but is not limited to situationswhich are normally unanticipated or which typically include very short notice, large group gatherings such as rock concerts, demonstrations, and organizational rendezvous.
. BILLING FREQUENCY: See Cooperative Law Enforcement Agreement Provisions II-HandIII-Bfor additional information.
A. The County Sheriffs Department will furnish monthly to the Forest Service, an itemized billing for reimbursement and a completedCooperativeLaw Enforcement Activity Report (FS 5300-5). The billing shall include the Forest Service Agreement number, the section ofthe Annual Operating Plan the reimbursement is being requested under, and include such items as the number oftrips, total mileage, Resource Order number if applicable, etc., and shall be in sufficient detail to allow the Forest Service to tie the expenditures back to the reimbursable expenses. For expenditures pursuant to conditions described in provision IV-B-2 (Incident/Fire Emergencies), a copy ofthe resource order must accompany the billing. The County Sheriffs Department should certify the billings as being current and proper.
B. The County Sheriffs Department will also furnish monthly to the Forest Service, a patrol log by each officer performing patrols pursuant to this Annual Operating Plan. This patrol log shall show the name ofthe deputy performing the patrol, dates the patrols were performed, and the reference to the Annual Operating Plan section for the patrol. Other items offormat shall be mutually agreed upon.
The invoice and patrol logs should be forwarded as follows:
Submit original invoiced) for Submit copies of invoicefs) and payment to: patrol logs to:
U.S. Forest Service Morgan Dale, Patrol Captain Albuquerque Service Center Lolo National Forest Payments - Grants & Agreements Bldg. 24, Fort Missoula 10IB Sun Avenue NE Missoula, MT 59804 Albuquerque, NM 87109 (406) 329-3836 FAX: (877) 687-4894 [email protected] [email protected]
Page 5 of8 iicnaUSDA, Forestr- .Service c • 0MBFS.,0596-02175oo.g/\
C. The following is a breakdown ofthe total estimated costs associated with this Annual Operating Plan.
Category Estimated Costs Not to Exceed by % Patrol Activities $13,500.00 N/A Equipment 49% Total $13,500.00
D. Any remaining funding in this Annual OperatingPlan may be carried forward to the next fiscal year and will be available to spend through the term ofthe Cooperative Law Enforcement Agreement, or de-obligated at the request ofthe U.S. Forest Service. See Cooperative LawEnforcement Agreement Provision IV-D.
In witness whereof, the parties hereto have executed this Annual Operating Plan as ofthe last date written below.
RAY HAWK, County Commissioner Date Chair Ravalli County
CHRIS HOFFMAN, Sheriff Date Ravalli County Sheriffs Department
JULIE KING, Forest Supervisor Date U.S. Forest Service, Bitterroot National Forest
LAURA J. MARK, Special Agent in Charge Date U.S. Forest Service, Northern Region
The authority and format ofthis agreement have been reviewed and approved for signature.
fstTeresa L. Johnson 12/21/2015 TERESA L. JOHNSON Date U.S. Forest Service, Grants Management Specialist
Page 6 of8 USDA,ncr«A rForest . cService • OMB05%-0217FS-1500-8A
Addendum A
Region One Fire Emergency Language & Billing Protocol Coop Law Enforcement Agreements / Annual Operating Plan
Fire Emergencies:
During fireemergencies, the ForestService will reimburse the County foractual costs incurred for providing assistance requested by eitherthe Agency Administrator or Incident Commander.
Reimbursement for personnel wagesandservices are based upon the information in the resource order and must identify the number ofroad blocks, number ofpersonnelrequired, hours and time frame required and must be ordered by the IncidentCommanderor Agency Administrator. A copy ofthe resource ordergenerated for the request forassistance will be provided by FS dispatch to the County. It is critically important that the IMT, Agency Administrator, andthe Sheriff/County Official agree to what emergency services are needed and listed in the Resource Order andIncident Action Plans for eachday until this resource is no longer required.
Upon request ofthe Agency Administratoror Incident Commander, a County designated Liaison(s) to the fire incident(s) may be established. The liaison will be requested via an incidentresource order. The Liaison(s) primary duties,on behalfofthe County Sheriff, will be to attend public meetings,planning and IC meetings. Eligiblecosts for reimbursement will include personnel time when fulfilling the liaison duties, patrol/sheriffs vehicles will be reimbursed at a rate of$65/per 12hour shift and mileagewhen fulfilling the liaisonduties.
If meals and lodging arerequired for county officials directly assignedto the incident, authorization must be documented using the standard fire mealsand lodging authorization forms providedby the host fire unit.
Administrative support (e.g. posting incidenttime, deliveringmeals, bill preparation, etc.) will be reimbursed on an actual cost basis. The County will prepare and submit an itemized accountingofactual cost as part ofthe reimbursement request.
What is not eligible for reimbursement? 1. Law enforcement duties that arewithin the normal jurisdictional responsibilities such as enforcement, patrols, evacuation. 2. Automotive repairs, tires, andservices.
Billing Protocol: Documentationrequired to be submitted by the County to the FS for payment processing: • Resource Order. Resource order will state what kind ofassistance is ordered, how many people requested, and the time period for the services as ordered by the IC or Agency Administrator. • Copy ofLaw Enforcement Agreement and Annual Operating Plan. • DUNS number. • Tax ID number. • Breakout ofactual costs: o Salary - Daily Crew Time Reports, Payroll summary by hours per day or timesheets of personnel, o Supplies- Copies ofreceipts with dateanddescription ofitems purchased and FS authorization (S# or FS Signature) for purchase.
Page 7 of8 „... _ .„ . OMB 0596-0217 USDA, Forest Service fs-isoo-sa
o Mileage- Summary by day by vehicle and personnel usingthe vehicle, o Patrol/sheriff vehicles reimbursed at $65/per 12 hour shift, plus mileage.
For questions concerning incident/fire emergencies, please contact Tracey Nimlos, Regional Incident Business Coordinator at 406-329-3331 (tnimlosfaifs.fed.us'). Bills will be submitted to: Tracey Nimlos, Regional Incident Business Coordinator, USFS, Fire/Aviation/Air, P.O. Box 7669, Missoula, MT 59806.
Burden Statement
According tothePaperwork Reduction Act of 1995, anagency may notconduct orsponsor, and a person isnotrequired torespond toa collection ofinformation unless itdisplays a valid OMB control number. Thevalid OMB control number for this information collection is0596-0217. Thetime required tocomplete this information collection isestimated to average 3 hours perresponse, including thetime for reviewing instructions, searching existing data sources, gathering and maintaining thedata needed,andcompleting andreviewing the collection ofinformation.
The U.S. Department ofAgriculture (USDA) prohibits discrimination in all its programs and activities onthebasis ofrace, color, national origin, age, disability, and where applicable, sex,marital status, familial status, parental status, religion, sexual orientation, genetic informalion, political beliefs, reprisal, orbecause all or part of an individual's income is derived from anypublic assistance. (Not all prohibited bases apply to all programs.) Persons with disabilities who require alternative means for communication ofprogram information (Braille, large print, audiotape, etc.) should contact USDA's TARGET Center at202-720-2600 (voice andTDD).
To file a complaint ofdiscrimination, write USDA, Director, Office ofCivil Rights, 1400 Independence Avenue, SW, Washington, DC 20250-9410 orcall toll free (866) 632-9992 (voice). TDD users can contact USDA through local relay orthe Federal relay at(800) 877-6339 (TDD) or(866) 377-8642 (relay voice). USDA isanequal opportunity provider and employer.
Page 8 of8 Glenda Wiles
From: Regina Plettenberg Sent: Thursday, January 14, 2016 8:36 AM To: Glenda Wiles Subject: RE: ***Discussion and possible decision on placing a mill levy on ballot for Ravalli County Museum and Historical Society
Iam assuming this will be a countywide levy so it would have to go on the Primary or General ballot. I will need the resolution with ballot la for the Primary no later thatvMarchrl|*, and for the General no later than August 15"'.
The date of the Prima and the General is November 8th.
I will try to keep my cell phone with me that morning ifyou have any other questions, you can try to give me a call.
From: Glenda Wiles Sent: Wednesday, January 13, 2016 4:35 PM To: Regina Plettenberg
OK shall they go ahead and have it without you or will there be so many questions we wil end up having another meeting. Maybe you could send the deadlines?
Glenda Wiles Ravalli County Commissioners Office Administrative Assistant 406-375-6500
Original Appointment From: Regina Plettenberg Sent: Wednesday, January 13, 2016 3:44 PM To: Glenda Wiles Subject: Declined: ***Discussion and possible decision on placing a mill levy on ballot for Ravalli County Museum and Historical Society When: Tuesday, January 19, 2016 10:30 AM-11:00 AM (UTC-07:00) Mountain Time (US& Canada). Where:
I am out of the office that morning. Sorry!! iqpli*
I *aM •t\ W'> 1* »>b STATE OF MONTANA RAVALLICOUNTY Page: 1 of 4 DOCUMENT: 666716 PF
RECORDED: 06/26/201211:37»>tWI< I l.tll REGINA PLETTENBERGNBERG CLER&ANDCLERK AND RECORDERREC FEE: $0.00 BY:. AGREEMENT BETWEEN BITTER ROOTVALLEY HISTORICAL SOCIETY AND RAVALLI COUNTY
Thisagreement is hereby madeand entered into by and betweenthe Bitter Root Valley Historical Society, a501c(3) nonprofit corporation dedicated to preserving thehistory and culture ofthe Bitter Root Valley and its citizens,whoseaddress is 205 Bedford, Hamilton, MT 59840,hereinafter referred to as BRVHS, and Ravalli Countyby and throughthe RavalliCountyBoard ofCounty Commissioners, whoseaddress is 215 S.4*St, Hamilton, MT 59840, hereinafter referred toasRavalli County. ) Z 1. PURPOSE: This Agreement terminates and supersedes theMOU between Ravalli County and BRVHS ': dated July21,1993, andsets forththe relationship andresponsibilities ofthe Parties concemingoperation ofthe _ Ravalli County Museum andmaintenance, restoration, renovation, safety,security andimprovements ofthe -0 County-owned OldCourthouse building, a Countyhistoric landmark, which has housedthe BRVHS-operated ? Ravalli County Museumsince 1979. \ 2. STATEMENT OF MUTUAL BENEFIT AND INTEREST: ^ 2.1. In 1974, byPublic Preference Ballot, the citizens of Ravalli County voted to preserve the Old f Courthouse, designed by notedMissoula architect A. J.Gibson and builtin 1900. Votersagreed that theOld Courthouse will remain "to be used as needsdevelop" andthat"operation, maintenance andrepairs forthe ( building would be supported by tax moneys." 2.2. In 1979,the RavalliCounty Museum,operated by the BRVHS, occupiedthe OldCourthouse in order to givelifeto the building andto provide public access to the building andits historic andcultural contents. 23. The function ofthe Museum is to serve the publicand to presenthistoric informationandexhibits featuring a cultural bridge to the pastandto the people andevents thathelped make life in the Bitter Root Valleywhatit is today. The Museum benefitsRavalli Countyresidents, visitorsandbusinesses by providing a .» \. place where young and old, richand poor, native and newcomer maylearn fiom the past
3. DUTIES OF BRVHS: 3.1 BRVHS shall operate the Ravalli County Museum in the OldCourthouse according to its Bylaws, policies andprocedures as may be amended fiom timeto time. A copy ofthe current BRVHS Bylaws is attached hereto for easy public reference. 3.2. BRVHS shall bear costs ofoperating the Museum to include employee salariesand benefits, tax withholdings, worker'scompensation premiums and otheremployer obligations, traveling exhibits, archival operations, permanent exhibits, gift shopinventory, artifact acquisitions, personal property loss and damage insurance, and other expenses incurred for Museum operations, special eventsandprogram development 3.3. BRVHS shall bearthe cost ofOldCourthouse renovations required forMuseum-specific functions, programs or exhibits. Any significantconstruction activity requires Ravalli County's prior written consent 3.4. BRVHS shalladvise and coordinate with RavalliCounty on any project involving any proposed significant renovation, reconstruction, or alteration ofthe OldCourthouse orits grounds; howeverRavalli Countyshallhave discretionon whether to undertakeany particular project. 3.5. BRVHS shall provide Ravalli County with plans,reports, financials, organizational documentation and such other information as Ravalli County may from time-to-time request
l 655715- Page: 2 of4
3.6. BRVHS shall haveineffectandmaintain theinsurance coverages described below. All insurance policies must befrom aninsurance carrier licensed todo business intheState ofMontana. Upon request ofthe Ravalli County, BRVHS shall furnish Ravalli County withproperly executed Certificates ofInsurance which shall clearly evidence all insurance required inthis Agreement and which provide that such insurance maynotbe canceled, except on30 days' prior written notice to Ravalli County. 3.6.1. Workers' compensation atstatutory levelsasrequired by law. 3.6.2. Automobileliability insurance whichincludes coverage forBRVHS's hiredand non-owned vehicles,andowned vehiclesifBRVHS atanytime owns a vehicle. 3.6.3. Commercial general liability insurance withminimum combined single limitsofatleast $1 millionperoccurrence, and Ravalli Countynamed asadditional insured.
4. DUTIES OF RAVALLI COUNTY: 4.1. Ravalli Countyshall provide a maintenance Point-of-Contact for day-to-day repairs and maintenance concerns. 4.2. Ravalli Countyshall be responsible for and fund OldCourthouse maintenance andrepair, building loss anddamage insurance, janitorial service andsupplies, utilities to include heat, water/sewer, andelectricity, and suchrestoration andrenovation workdetermined necessary to preserve the historic integrity oftheOld Courthouse andensure public safetyand security. 4.3. RavalliCounty shallbe responsible formaintenance ofthe groundsadjacent to the Old Courthouse to include lawnmaintenance, treemaintenance, andlandscaping asRavalli County deems necessary to promote proper usage ofthe facilities in accordance with thisAGREEMENT. 4.4. RavalliCounty shallprovidea CountyCommissioner liaisonto interfacewith the BRVHS Facilities Committee to discuss anddevelop proposals related to repair or replacement oflighting,wiring, plumbing, heating system, roofing, flooring, windows,doors, andsuchotherinterior andexteriorbuilding components asaresubjectto wearandtear. Any decision required to be approved by Ravalli County mustbe approved by the Board ofCounty Commissioners, notby theCommissioner liaison. 4.5. RavalliCounty shall maintain anOldCourthouse ReserveFund(CRF)as follows: 4.5.1. RavalliCounty shallallocate anamountequal to or greater that 12%ofa mill peryearto theCRF,unlessRavalliCountymakesaffirmativefindings thata loweramountmay be allocated to the CRFto address exceptional budgetary conditions. 4.5.2. Funds fromthe CRF will be available forcapital improvement projectsinvolvingthe Old Courthouse andits grounds. The BRVHS Board ofDirectors may submita Proposed Project Listto Ravalli County onanannual basis. Ravalli County may propose a listofprojects. 4.5.3. The decisionto use the CRFwill be madeby RavalliCounty on a project-by-project basis. Ravalli County shall consult withthe BRVHSBoard ofDirectors on projects, butthedecision shall be atRavalliCounty's reasonable discretion.
5. NONDISCRIMINATION. All hiring undertaken for the purposes ofperforming this Agreement shall be onthebasis ofmeritandqualifications. In relation toanyperson performing this Agreement, BRVHS maynot discriminate on the basisofrace, color, religion, creed, political ideas, sex, age, marital status, physical or mental disability, or national origin.
6. SEPARATE RESPONSIBILITIES. To the extent possible, eachParty will carryout its separate activities inacoordinated and mutuallybeneficialmannerandwill handleits own activitiesand utilize its own resources, including expenditure ofits own funds,in performing its responsibilities underthis Agreement 655715-Page: 3 of4
7. NOTIFICATION. WhenoneParty plans anactivity orproject that maymaterially affecttheother Party, the planning Party shall notifytheother Party (and consult with theother party whenappropriate under this Agreement) priorto execution ofthe planor project.
8. UTILIZATION AND MANAGEMENT PLAN. The Parties will coordinate andcooperate in the development ofa 5-year building utilization and management plan, whichthe Parties shall attempt to review on an annual basis.
9. INDEMNIFICATION. Each Party (the Indemnifying Party) shall defend, indemnifyand holdharmless the other Party, itsofficers, employees and agents, from all claims, liabilities, causes ofaction ordamages, including costs and attorney fees, asserted by orawarded to third parties asaresult ofanynegligence, recklessness, orintentional misconduct ofthe Indemnifying Party orIndemnifying Party's officers, employees, agents, subcontractors, or assignees.
10. ENTIRE AGREEMENT,MODIFICATIONS. This Agreement contains me entire Agreement between theparties. All preliminary negotiations and Agreements are merged herein. This Agreement cannot be changed or modifiedin anymannerexcept by a writtenAgreement signedby both parties.
11. NON-ASSIGNMENT. No obligation orright hereunder may be assigned, transferred, subcontracted or otherwise given to orimposed onanyother party intheabsence ofa written agreement signed by both parties.
12. WAIVER AND SEVERABILITY. The failure toinsist uponstrict performance ofanyofthe provisions contained in this Agreement shall not bedeemed a waiver ofanyrights orremedies, andshall notbe deemed a waiver ofanysubsequent breach ordefault intheperformance ofanyofthisAgreement. Ifanypart ofthis Agreement is hereafter held tobevoid,illegal orunenforceable, thevalidity oftheremaining portion or provisions will not be affected.
13. INDEPENDENT PARTIES. This Agreement isnot intended tocreate nor shall beconstrued to create any relationship between theparties oranyoftheir respective employees other than thatofindependent entities contracting for the purpose ofeffecting provisions ofthisAgreement BRVHS is anindependent contractor and shall actinanindependent capacity and notasanofficer, employee, oragent ofRavalli County. Accordingly, BRVHS shall be responsible for payment ofall taxes, including Federal, State and local taxes arising out ofits performance ofthis Agreement, including by wayofillustration but not limitation, Federal and State incometax, social securitytax, unemploymentinsurance taxes,andany othertaxes or businesslicense fees as required.
14. COMMENCEMENT/EXPIRATION/TERMINATION: 14.1. COMMENCEMENT. This Agreement shall takeeffect uponthe signatures ofbothParties. 14.2. EXPIRATION. This Agreement shallexpire99 years fromthe date ofits executionunless otherwise extended. The term ofthis Agreement reflectsthe need forthe Parties to make mid-term and long-term investments inthebuilding and grounds knowing that benefits fiom suchinvestments willbeenjoyed overtime. 14.3. REVIEW. The Parties shall reasonably attempt toreview this Agreement, along withthe building use policy andcapitalimprovement plan,on an annual basis. Such review will include a tourofthe Museum. 14.4. TERMINATION. This Agreement maybeterminated by either Party upon two-year written 665715-Page: 4 of 4 notice to the other Party. 15. AUTHORIZED REPRESENTATIVES: Bysignature below, each signatory certifies thathe/she is authorized toactfor their respective organization onmatters related tothis agreement THE PARTIES HERETO have by the signatures below executed this instrument effective onthe date oflast signature.
RAVALLI COUNTY COMMISSIONERS BRVHS BOARD OF DIRECTORS EXECUTIVE COMMITTEE
^6/t_
\ i date
date
Clerk andP^ \*L^(&^~&fJ?\ .?. * OF 'v*
W STATE OF MONTANA RAVALLI COUNTY Page: 1 of 4 DOCUMENT: 666716 PF RECORDED: 06/25/201211:37 REGINA PLETTENBERGrENBERG CLERHANDCLERK AND RECRECORDER FEE: $0.00 BY:. AGREEMENT BETWEEN BITTER ROOTVALLEY HISTORICAL SOCIETY AND RAVALLI COUNTY
Thisagreement isherebymadeandentered intoby and betweenthe BitterRoot Valley Historical Society, a501c(3) nonprofit corporation dedicated to preserving the history and culture ofthe Bitter Root Valleyand its citizens, whose address is 205 Bedford, Hamilton, MT 59840,hereinafterreferred to as BRVHS, and Ravalli Countyby and throughthe RavalliCountyBoard ofCounty Commissioners, whose address is 215 S.4th St, Hamilton, MT59840, hereinafter referred toas Ravalli County. ,j I 1. PURPOSE: This Agreement terminates and supersedes theMOU between Ravalli County and BRVHS i dated July 21,1993, andsets forth the relationship andresponsibilities ofthe Parties concerning operation ofthe _ Ravalli County Museum and maintenance, restoration, renovation, safety, security and improvements ofthe 0 County-owned OldCourthouse building, a Countyhistoric landmark, which has housedthe BRVHS-operated 7 Ravalli CountyMuseum since 1979. \ 2. STATEMENT OF MUTUAL BENEFIT AND INTEREST: '" 2.1. In 1974, byPublic Preference Ballot, the citizens of Ravalli County voted to preserve the Old r Courthouse, designed by notedMissoula architect A. J. Gibson and builtin 1900. Votersagreed that theOld 7 Courthouse will remain "to be used as needsdevelop" andthat"operation, maintenance and repairs forthe '- building wouldbe supported by tax moneys." 2.2. In 1979,the RavalliCounty Museum, operated by the BRVHS, occupied the Old Courthouse in order togivelifeto thebuilding and to provide public access tothebuilding and its historic and cultural - contents. v. 2.3. The functionofthe Museum is to servethe publicand to present historic informationandexhibits ~r featuring acultural bridge tothe past andto thepeople and events thathelped makelifeinthe Bitter Root Valley what it istoday. The Museum benefits Ravalli County residents, visitors andbusinesses by providing a .» place where young and old, rich and poor, native and newcomer maylearn from the past V
3. DUTIES OF BRVHS: 3.1 BRVHS shalloperate the Ravalli CountyMuseum in the Old Courthouse according to its Bylaws, policies and procedures asmaybeamended from time totime. A copyofthecurrent BRVHSBylaws is attached hereto for easy public reference. 3.2. BRVHS shallbear costs ofoperatingthe Museum to include employee salaries and benefits, tax withholdings, worker's compensation premiums and other employer obligations, traveling exhibits, archival operations, permanent exhibits, giftshop inventory, artifact acquisitions, personal property loss and damage insurance, and other expenses incurred for Museum operations, special events and program development 3.3. BRVHS shallbearthe cost ofOld Courthouse renovations required for Museum-specific functions, programs orexhibits. Any significant construction activity requires Ravalli County's prior written consent. 3.4. BRVHS shalladvise andcoordinate with Ravalli County on any projectinvolving any proposed significant renovation, reconstruction, or alteration oftheOldCourthouse orits grounds; however Ravalli County shall havediscretion on whetherto undertake any particular project. 3JS. BRVHS shallprovide RavalliCountywith plans, reports, financials, organizational documentation and suchotherinformationas Ravalli Countymay fiom time-to-time request 655715-Page: 2 of4
3.6. BRVHS shallhavein effectand maintain the insurance coverages described below. All insurance policies must befroman insurance carrier licensed todobusiness intheStateofMontana Upon request ofthe Ravalli County, BRVHS shallfurnish Ravalli County withproperly executed Certificates ofInsurance which shall clearly evidence all insurance required inthisAgreement andwhich provide thatsuchinsurance maynotbe canceled, except on30days'priorwritten notice toRavalli County. 3.6.1. Workers' compensation at statutory levels asrequired by law. 3.6.2. Automobile liability insurance which includes coverage forBRVHS'shiredand non-owned vehicles, andownedvehicles if BRVHS at anytimeownsa vehicle. 3.6.3. Commercial general liability insurance withminimum combinedsinglelimitsofat least$1 million per occurrence, andRavalli County namedas additional insured.
4. DUTIES OF RAVALLI COUNTY: 4.1. Ravalli County shallprovide a maintenance Point-of-Contact forday-to-day repairs and maintenance concerns. 4.2. Ravalli Countyshall be responsible forand fundOldCourthouse maintenance and repair, building loss anddamageinsurance,janitorial serviceand supplies, utilitiesto includeheat, water/sewer, and electricity, andsuchrestorationand renovationworkdetermined necessary to preservethe historic integrityofthe Old Courthouse and ensurepublic safetyand security. 4.3. Ravalli County shall be responsible for maintenance ofthe grounds adjacent to the Old Courthouse to include lawnmaintenance,tree maintenance, and landscaping as RavalliCounty deems necessaryto promote proper usageof the facilities in accordance withthisAGREEMENT. 4.4. Ravalli Countyshallprovide a County Commissioner liaison to interface withtheBRVHS Facilities Committee to discuss anddevelop proposals related to repairor replacement oflighting, wiring, plumbing, heating system, roofing, flooring, windows, doors, and suchotherinterior andexterior building components as are subjectto wearandtear. Anydecision required to be approved by Ravalli County must be approved bytheBoard of County Commissioners, not bytheCommissioner liaison. 4.5. RavalliCountyshallmaintainan OldCourthouse Reserve Fund(CRF)as follows: 4.5.1. Ravalli Countyshall allocate an amountequalto or greaterthat 12%ofa mill per yearto theCRF, unless Ravalli County makes affirmative findings thata lower amountmaybe allocated to theCRF to address exceptional budgetary conditions. 4.5.2. Fundsfromthe CRF will beavailable forcapitalimprovement projectsinvolving theOld Courthouse andits grounds. TheBRVHS Board ofDirectors may submit a Proposed Project Listto Ravalli County onanannual basis. RavaUi County maypropose a listof projects. 4.5.3. The decisionto use the CRFwill be made by RavalliCounty on a project-by-project basis. Ravalli County shall consult with theBRVHS Board ofDirectors onprojects, butthedecision shall be at Ravalli County's reasonablediscretion.
5. NONDISCRIMINATION. Allhiring undertaken forthepurposes ofperforming thisAgreement shall be onthebasis ofmeritandqualifications. Inrelation toanyperson performing thisAgreement, BRVHS may not discriminate onthebasisof race, color, religion, creed, political ideas, sex,age,marital status, physical or mental disability, or nationalorigin.
6. SEPARATE RESPONSIBILITIES. To theextent possible, eachPartywill carryout its separate activities ina coordinated and mutually beneficial mannerand willhandleits own activitiesand utilizeits ownresources, including expenditure ofits ownfunds, in performing itsresponsibilities underthisAgreement 655715-Page: 3 of 4
7. NOTIFICATION. When one Party plans an activity or project that may materially affect the other Party, the planning Party shall notify the other Party (and consult with the other party when appropriate under this Agreement) prior to execution ofthe plan or project.
8. UTILIZATION ANDMANAGEMENT PLAN. TheParties willcoordinate and cooperate inthe development ofa5-year building utilization and management plan, which the Parties shall attempt toreview on an annual basis.
9. INDEMNIFICATION. Each Party (the Indemnifying Party) shall defend, indemnifyandholdharmless the other Party, itsofficers, employees and agents, from all claims, liabilities, causes of action ordamages, including costs and attorney fees, asserted by orawarded to third parties asaresult ofanynegligence, recklessness, orintentional misconduct ofthetademnifying Party orIndemnifying Party's officers, employees, agents, subcontractors, or assignees.
10. ENTIREAGREEMENT, MODIFICATIONS. This Agreementcontains the entireAgreement between the parties. All preliminary negotiations and Agreements are merged herein. This Agreement cannot be changed or modified in any mannerexcept by a writtenAgreementsignedby both parties.
11. NON-ASSIGNMENT. No obligation or right hereundermay be assigned, transferred, subcontractedor otherwise given to orimposed on any other partyin the absence ofa writtenagreementsignedby both parties.
12. WAIVER AND SEVERABILITY. The failure to insistupon strict performance ofany ofthe provisions contained in this Agreementshallnot be deemed a waiverofanyrightsor remedies, andshall not be deemed a waiverofany subsequent breach or default in theperformance ofanyofthis Agreement. If any part ofthisAgreement is hereafter heldto be void, illegal or unenforceable, the validityofthe remaining portion or provisions will not be affected.
13. INDEPENDENT PARTIES. This Agreement is not intended to create nor shallbe construed to create any relationship betweenthe parties or any oftheir respectiveemployeesotherthanthat ofindependententities contracting for the purpose ofeffecting provisions ofthisAgreement BRVHS is anindependent contractor and shall actin anindependent capacity andnotasanofficer, employee, oragent ofRavalli County. Accordingly, BRVHS shall be responsible for payment ofalltaxes, including Federal, Stateandlocal taxes arising outofits performance ofthisAgreement, including by wayofillustration but notlimitation, Federal and State incometax, social securitytax, unemploymentinsurance taxes,andany othertaxes or businesslicense fees asrequired.
14. COMMENCEMENT/EXPIRATION/rERMINATION: 14.1. COMMENCEMENT. This Agreement shalltake effect upon the signatures ofboth Parties. 14.2. EXPIRATION. This Agreement shallexpire99 years fromthe date ofits executionunless otherwise extended The term ofthis Agreement reflectsthe need forthe Parties to make mid-term and long-term investments inthe building andgrounds knowing that benefitsfiom suchinvestments will beenjoyed overtime. 14.3. REVIEW. The Partiesshall reasonablyattempt to review this Agreement, along with the building use policy andcapitalimprovement plan,on an annual basis. Such review will include a tourofthe Museum. 14.4. TERMINATION. This Agreement may be terminated by either Party upon two-year written 655715-Page: 4 of 4 noticeto the other Party.
15. AUTHORIZEDREPRESENTATIVES: By signature below,eachsignatorycertifiesthat he/sheis authorized to actfor theirrespective organization on matters related to thisagreement
THE PARTIES HERETO have bythesignatures below executed this instrument effective onthedate of last signature.
RAVALLI COUNTY COMMISSIONERS BRVHS BOARD OF DIRECTORS EXECUTIVE COMMITTEE
\ t date
date
Anta f ^/mizJat^ aerieW%\ kf^^^V^ ffe J?) \*»' a. -' V * ••' 28 Room Museum Current Revenue Sources 9 Permanent Exhibit Rooms 3 Rotating Exhibit Rooms (one-time) Insecure, unpredictable funding sources: 20 Research Resources Bequests Sponsorships i*!?i88,°n8 DoI!at,0n 6Heritage 9Additional 4 On-Slte Collections Vaults & Gift Shop Box Events Fundraisers & 3 Off-Site Collections Vaults Ravalli Within 2 years, without the mill levy, we may have to reduce services considerably. County What can be sustained through 1 Mill Museum These positions (+ materials) have been paid for through one time grants, bequests & Cultural sponsorships. 1 Mill can give us sustainability so we can continue to provide valuable HUB resources for our community. of the Bitter Root Valley
Thought Provoking Exhibits
Guided & Self Guided Tours
FREE Workshops For Children
FREE Educational Lectures
FREE Community Events
Heritage & Special Events
Community & School I Collaborations
Extensive Archival Resources
Heritage reservation for e Entire Valley Bitter Root Valley Historical Society Ravalli County Museum
Request to the Ravalli County Commissioners to place a One Mill Levy on the June 7, 2016 Ballot to help provide sustainable programming and preservation at the Ravalli County Museum Our County-wide Museum
The Ravalli County Museum and all of its collections, exhibits, displays, and equipment is owned, operated, and supported by the Bitter Root Valley Historical Society, Inc., a IRS qualified 501c3 charitable organization, incorporated in 1955.
It occupies the Old County Courthouse Building that is maintained and owned by the County at the direction of voters in 1974 to be used as an educational and cultural venue.
The Ravalli County Museum & Historical Society provides year- round education programming, exhibits, events, and preservation of the artifacts and cultures of the Bitter Root Valley for the use and enjoyment of area residents and visitors. Request for Mill Levy Funding * to help sustain the existing, local heritage Museum
The Museum currently provides services to over 12,000 visitors per year, including 8,000 school age children, and is an invaluable cultural and activity hub for the county.
2/3 of the annual operational budget is raised through donations, membership, and events.
Currently 1/3 of the costs are funded by one-time grants/bequests and the use of limited long term reserves.
The Bitter Root Valley Historical Society requests the commissioners place a one-mill levy on the June 7 election ballot to support the programming of the Ravalli County Museum to continue as a sustainable, heritage resource for this area. Building Sustainability through revitalization and development of services
In the past five years, the Historical Society has brought forth a fresh vision of what the Museum can be... what it needs to be, to serve the community through its mission to preserve and interpret the cultural heritage of the Bitter Root Valley. • Refreshed exhibits and added new community events ^^_^__^_^____ • Strengthened community support and partnerships Actively sought funding and achieved enhancements in collection care, exhibitry, and technology m Dramatically increased membership and attendance • Brought nationally toured exhibits, science, art, and music to the Valley • Augmented education programming with educator-led activities based on S.T.E.A.M. and core curriculums
This revitalization has been achieved through the Local History • AflT • "Natural Htstor efforts of our incredibly talented staff, volunteers, 7 and supporters; and also by very careful and prudent use of our long term reserves. This mill levy request will help sustain and continue this progress... Lifelong Learning is the foundation of what we do.
Free Saturday Family Activities Ravalli County Museum Educator-led to complement our exhibits Attendance - 2015 Science Saturdays - Nano Exhibit by SpectrUM A Season of Adventures - Fire and Ice Exhibit Upcoming in 2016 - Nez Perce Living Culture activities Record Attendance in 2015 Attendance overall increased 30% K-12 School Field Trips increased 25% Almost 400% more children in the Museum Wide range of community events (to name just a few) Liquid Apple Night - Hard Cider Festival Zombie Apocalypse - Scavenger Hunt, Light Show Dillon Junior Fiddlers and Baroque Concerts Salish Drummers and Dancers Cowboy Music and Poetry Expanded offerings to reach people of all ages... rt Revenue & Expenditures - 2015
Ravalli County Museum & Historical Society Ravalli County Museum & Historical Society 2015 Sources of Revenue - $177,200 2015 Expenditures - $219,700 Use of Long-Term Reserves - $42,500 General Exhibits & Operations Grant Project Dividends Collections $11,900 5% Expenses $8,400 5% Expense $7,500 Gift Shop & Donations $27,700 13% Popcorn Sales. I $28,000 16% Cultural 3% $6,500 4% Heritage Events Expense $17,000 8% Grant Staff Cultural Membership Outreach & Expenses Heritage Mcintosh Apple Day Dues $13,500 Fundraising $26,400 12% Events Liquid Apple Night Bitter Root Day 7% $16,400 $51,100 29% _ Cowboy Music & Poetry 7% Peterson Photo Contest- Gift Shop COGS $3,200 1% five Director - F/T Membership. aphic Design & Events - 3/4 time Expenses 'Exhibits ft Collections - 3/4 time ngton $1,200 1% Archives ft Events - 1/2 time gwell Collections Registrar -1/2 time Admissions,. Educator -1/2 time Membership/Admin -1/4 tinv>-^ Archives, Fundraising. Grants Professional. Salaries & Exhibits Events $53,100 30% Services -Wages (less $6,100 3% $10,500 6% $20,900 10% grant funding) $87,500 40% Essential Museum Services 4 Currently funded by grants, bequest & sponsorships
Educational Programming • Staff Educator - half time Free Saturday Family Activities • School Field Trips Salish & Nez Perce Cultural Activities Humanities Montana Lectures Educational Materials S.T.E.A.M. Core Curriculums Science, Technology, Engineering, Art & Math Essential Museum Services Currently funded by grants & sponsorships
Collection & Artifact Preservation Collection Registrar Wages - half time Collection Initiative Wages - half time Collection Equipment & Acid-free Storage Supplies
Exhibit Design & Fabrication Exhibit Staff - partial funding Equipment, Displays & Technology
Archive Preservation & Digitization Very limited funding at this time, volunteer workers Newspapers from 1800s to present Historic Photographs, Maps, Documents and Research Library Ernst Peterson Photo Collection, Oral Histories, Video Library
8 Current Programs with one time funding, not part of regular budget...
Staff Educator - half time $ 13,300 Currently funded by bequest and Forest Service grants Education Activity supplies and marketing $ 2,400 Collection Registrar Wages-half time $ 8,400 Collection Initiative Wages - half time $ 12,200 Collection Equipment & Storage Supplies $ 7,500 Exhibit Design & Interpretation - grant portion $ 9,400 Exhibit Fabrication - grant portion $ 5,500 Total: $ 58,700 Plus Unpaid Staff with regular shifts Hosted Workers - Experience Works (shown at min wage value) Maintenance, Reception Desk, Archives Asst. $ 27,900 • Regular Volunteers - Receptions, Archive Research & Digitization, Peterson Photo, IT Services (at min wage) $ 13,800 Annual Total $100,400 Critical Needs for Sustainability - •| ...to preserve, protect and interpret
New funding for Educational Programming - Staff educator and supplies currently supported by one-time bequest and grants Continued funding for Collection Preservation - conservation and preservation storage materials/equipment, digitization of archives Modernization of areas for administrative functions and the protection and storage of fragile collections Funding to bring high-quality traveling exhibits, art, music, and speakers to the valley Staff Retention - benefits for employees, more adequate wages, additional hours Expanded Community Support and Participation
10 S.W.O.T. Analysis Strengths, Weaknesses, Opportunities, and Threats
STRENGTHS
Professional & dedicated staff, strong pool of regular WEAKNESSES and special events volunteers All revenue must be generated through program Full calendar of established and popular signature activities and donations, no government support events Current revitalization process results in shortfall Historic courthouse building with three stories, position and use of long-term reserves maintained by county, 99-year agreement Adapting heritage buildings to museum 10 exhibit rooms with major, rotating & permanent standards displays High work load for part-time staff Extensive document, photo, and newspaper archives Long term preservation and organization of Local history, art & natural history collections collections with limited funding and staff Multi-year revitalization of museum has re-engaged audience and community support Policiesand financial system meet nonprofit standards BRVHS has no outstanding debt and long-term OPPORTUNITIES reserves remaining from previous years activities Expanded education programming Stronger links with Nez Perce and Salish tribal leadership Ongoing partnerships with Forest Service, Rocky Mountain THREATS Lab, University of Montana Creation of diverse and engaging exhibits Lack of fundraising success may result in reduction Improved access to archives through digitization of programming and staffing Enhanced interpretation through virtual exhibits Often misperceived as a county funded entity Increased support by foundations and major donors Difficulty in engaging younger, tech-savvy audience Engagement of families and younger demographics Competition for donors dollars Current economic and philanthropic factors
11 Continuing Partnership with County Old Courthouse Improvements
ADA Ramp Improvements - 2015/16 UV-Cool Film installed in Main Courtroom - 2015 Additional Electrical Capacity at building front - 2015 Security and Alarm Systems - 2014 Bell Tower & Outdoor Stage - 2014 Lewis & Clark Shade Garden Construction - 2013 Restoration of Courtroom & Hallway Walls - 2012 Remodeling of Interior Spaces - various years Elevator Installation - 1987 Grants to help fund renovation of building - 1979 Regular Cleaning & Interior Maintenance - ongoing
L= kS 12 Building Sustainability as a vibrant, heritage museum
Our mission is not short term, the Bitter Root Valley Historical Society must be looking ahead to have the resources necessary to provide services for years to come.... A county-wide, one mill levy will stabilize funding for essential museum functions and reduce the current reliance on unpredictable and variable grant and donor sources. Our organization will continue to generate the majority of our revenue from events and activities. We will continue to diligently and proactively pursue new revenue sources and to build sustainability for the future. As a high-quality, local Museum, our cultural, economic, and educational impact helps to strengthen and enrich the lives of the people of Ravalli County.
We, the Board and Staff of the Bitter Root Valley Historical Society, ask that you approve our request to place a one mill levy on the June 7, 2016 election ballot to provide sustainable funding for educational programming and collection preservation at the Ravalli County Museum. Glenda Wiles
From: Julie Foster
Hi Glenda,
Attached is the documentation for the CDBG final draw for the TEDD project. Iwill provide the Big Sky Trust Fund portion of the information at the meeting, but the Commissioners don't sign that draw.
Would it be possible to schedule this for February 1st, 2nd or 4th. On the 4th I have an appointment from 2 p.m. to 4:30 p.m.
Thank you very much for your help. 0 Cheers Julie
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RCEDA's web site is updated daily, a RSS feed is available - http://www.rceda.orR/
Julie Foster Executive Director Ravalli County Economic Development Authority Ravalli Entrepreneurship Center 274 0ldCorvallisRd.SuiteA Hamilton, MT 59840 (406) 375-9416
This email communication may contain CONFIDENTIAL INFORMATION WHICH ALSO MAY BE LEGALLY PRIVILEGED and isintended only for the useof the intended recipients identified above. Ifyou are not the intended recipient of thiscommunication, you are hereby notified that any unauthorized review, use, dissemination, distribution, downloading, or copying of thiscommunication is strictly prohibited. If you have received thiscommunication inerror,please immediately notify us byreply email, delete the communication and destroy all copies. The Final Draw Request for the Ravalli County TEDD - CDBG portion ofthe funding
Please approve Commissioner Burrowsto sign Draw # 5 to CDBG forthe Ravalli County TEDD project in the amount of $10,072.16
Please approve the release of $3,647.38 of county funds that were obligated as match to this project. The contract and budget approval was signed on July 23,2013. The contract obligated $14,000 of county funds to the Ravalli TEDD project.
The remaining county funds available for a draw for this project are $9,810.38.
To date the county has spent $4,189.62 on this project.
Ifthe Commissioners approve this final request the total county funds spent will be $7,837.00
Once the state agencies have paid on the draws that have been submitted to them the county will be able to deobligate $6,163.00 MONTANA CDBG ED PROGRAM REQUEST FOR PAYMENT & STATUS OF FUNDS REPORT SECTION 1-- REQUEST FOR PAYMENT (RECIPIENT INFORMATION) DOC CONTRACT NUMBER DRAWDOWN NUMBER TOTAL AMOUNT REQUESTED MT-CDBG-EDPG13-03 5 310,072.16 NAME AND ADDRESS OF GRANTEE MAKE DEPOSIT PAYABLE TO: Ravalli County See Deposit form on file with Department 215 South 4th Street Hamilton, MT 59840 SECTION II ~ STATUS OF FUNDS FINANCIAL INFORMATION) A B C D E F Line Budget Line Amount Expended Prior To # Item Budgeted This Draw Balance Remaining Amount Requested ADMINISTRATION BUDGET •W&CAn$AVlr,DIJ£HJS
1 Administration S 900.00 3 71.50 S 155.00 S 673.50 2. Professional Services 18.000.00 5.593.35 12.401.65 9.3S3.55
3 Legal Costs - •
4. Audit Fees - -
5 Travel & Training - - -
6. Supplies • -
7 Tec-cr-.cne - - -
8. Printing/Dup/Postage - - 9. Advertising
10. - • - - 11. TOTAL ADMINISTRATION BUDGET S 18.900.00 S 5.659.85 S 12 555 55 S 10.072 16 % of Total Grant % of Column C 12. Percent 100.0% 30 0:. BUSINESS LOANS 13. Land Acquisition
14. Machinery/Equipment -
15. Working Capital - - - -
16. Construction/Renovation - - . .
17. - - -
13 - - -
19 - - - - 20 TOTAL ACTIVITY BUDGET S $ S % of Total Grant % of Column C 21. Percent 0.0% WDIV/0!
22 TOTAL GRANT BUDGET S 18.90C.C0 S 5,669.85 S 12.556.65 S 10,072.16
23. CDBG Cash on Hand S 24. Amount of Requests Submitted and NOT Received S 25. Total Previously Drawn TOTAL AMOUNT from State S 5.669.85 REQUESTED S 10,072.16
REMARKS
SECTION III - LOCAL CERTIFICATION
DATE SIGNATURE TITLE
Commissioner - Jeff Burrows
DATE SIGNATURE TITLE
RCEDA Executive Director
SECTION IV - DOC CERTIFICATION Expenditures are reasonable S appropriate Approved by: Financial numbers & signatures are correct Consistent with preceding draw & SBAS Title: Administration does not exceed allowable amount (B%)
Cash on hand does not exceed S5.000 Date*
MONTANA DEPARTMENT OF COMMERCE CDBG ADMINISTRATION MANUAL Business Resources Division 8-0.8 May 2008 Invoice ^Ravalliy^9" County EDA Date Invoice # Economic Development Authority 1/26/2016 16019 274 Old Corvailis Rd., Ste. A Hamilton, MT 59840 406-375-9416
Bill To Ravalli County 215 S. 4th St., Ste A Hamilton, MT 59840
Terms Project
Net 30
Quantity Description Rate Amount
247.5 Project Management for the TEDD 32.00 7,920.00 Description:
Prepare a statement of infrastructuredeficiency within the proposed TEDD and associated Resolution ofNecessity for consideration and adoption by the Ravalli County Board of Commissioners.
Prepare a comprehensive development plan for the District that shows that the area within the proposed TEDD is deficient in infrastructure improvement for economic development, including any documentation upon which the finding ofdeficiency is based, as well as a description of proposed development and a management plan for the TEDD's operations.
Prepare the ordinance approving the District Plan and the tax increment financing provision pursuant to the Montana Urban Renewal Law.
Assist the local government in preparing all the necessary documentation required by the Montana Department of Revenue per Montana Statute and the rules as promulgated by the Montana Department of Revenue with respect to TEDD's that may engage in tax increment financing
Total
Page 1 Invoice ^Ravalli s^Z^ County EDA Date Invoice # Economic Development Authority 1/26/2016 16019 274 Old Corvallis Rd., Ste. A Hamilton, MT 59840 406-375-9416
Bill To Ravalli County 215 S. 4th St., Ste A Hamilton. MT 59840
Terms Project
Net 30
Quantity Description Rate Amount Assist the local government in working with the affected taxing jurisdictions and the public.
Assist the local government in holding public hearing(s), attend necessary meetings and hearings, and assist with properly notifying property owners pursuant to the Montana Urban Renewal Law.
Prepare a TIFD Ordinance
PrepareNotice ofPublic Hearing on Proposed Ordinance
Submit certified copy ofthe District containing the tax increment provision to be provisioned to the MT Dept of Revenue
Total
Page 2 Invoice JtavallisrtZn County ,eDa Date Invoice #
1/26/2016 16019 274 Old Corvallis Rd., Ste. A Hamilton, MT 59840 406-375-9416
Bill To Ravalli County 215 S. 4th St., Ste A Hamilton, MT 59840
Terms Project
Net 30
Quantity Description Rate Amount
Total $7,920.00
Page 3 Invoice ^RavuUi^Z^- County eDa Date Invoice # Economic Development Authority 1/26/2016 16021 274 Old Corvallis Rd., Ste. A Hamilton, MT 59840 406-375-9416
Bill To MT Department ofCommerce CDBG-PG-ED
Terms Project
Due upon receipt
Quantity Description Rate Amount
Administrative work on Project Contract CDBG-EDPG 13-03 673.50 673.50 Ravalli County TEDD project from July - December 2015, 20.2 hours
Total $673.50 Professional Consultants Inc. PO Box 1750 Missoula. MT 59806-1750 Tel: 406-728-1880 Fax: 406-728-0276 [email protected] www.pcimontana.com
Invoice
Ravalli County Invoice Date: Dec 8.2015 c/o RCEDA-Julie Foster Invoice Num: 14630 274 Suite A Old Corvallis Road Billing Through: Dec 5. 2015 Hamilton, MT 59840
TEDD - Preliminary Eng Report (PER) (8480-13 Ravalli County TEDD PER:) - PO#: MT-CDBG-EDPG 13-03 - Managed by (AM) SCOPE OF WORK: Per Contract Exhibit A, sections 5-7. Completion of Pretiminary Engineering Report. Public Meetings and PER adoption by n County. FINAL INVOICE l|
™ .-irj-ovu." Professional Services Hours Rate Amount CADD Technician 16.00 $70.00 $1,120.00 Clerical 2.75 $45.00 $123.75 Engineer Intern 3.00 $70.00 $210.00 Professional Engineer 25.00 $110.00 $2,750.00 Project Engineer 125.00 $90.00 $11,250.00 Total Service Amount: | $15,453.75
Reimbursable Expenses:
Date Employee Description Amount 11/28/2015 TS Copies $14.10 Total Expenses: |_ $14.10
Amount Due This Invoice: [_ $15.467.85 Thisinvoice is due upon receipt
Allinvoices are due and payable upon receipt. A finance charge of I% per month, which is an annual rate of 12%.will be assessed on any outstanding balances over 30 days. We accept VISA or MASTERCARD. HillQuickStandaid Report Copyiiglit