HomeMy WebLinkAbout2025-052 AGRMT Rogue Valley Council of Governments ROGUE VALLEY COUNCIL OF GOVERNMENTS
NUTRITION PROGRAM SITE AGREEMENT
This Nutrition Program Site Agreement (hereinafter referred to as the "Agreement") is
between Rogue Valley Council of Governments, hereinafter referred to as "RVCOG,"
and the City of Ashland, by and through the Ashland Senior Center, hereinafter referred to
as the "SITE PROVIDER". This Agreement is for a two-year term beginning July 1, 2025,
and ending June 30, 2027, and governs the use of space and facilities for home-delivered
and congregate meals under the Older Americans Act.
RVCOG and the SITE PROVIDER hereby agree as follows:
1. SITE:
The SITE PROVIDER agrees to make available to RVCOG for use as a kitchen
facility and congregate meal site the following area:
A portion of the Ashland Senior Center, located at 1699 Homes Avenue,
Ashland, OR 97520 as shown in Exhibit "A" (hereinafter referred to as the
"Site").
2. FACILITIES:
The SITE PROVIDER agrees to allow RVCOG to use the Site and the SITE
PROVIDER's utilities, equipment, and utensils for food preparation and for service of
meals. The SITE PROVIDER makes no agreement to purchase additional equipment
and utensils for the operation of RVCOG's services. Additional equipment and utensils
purchased by RVCOG remain the property of RVCOG. All signage, event flyers, or
other handouts not specifically pertaining to the RVCOG lunch program shall be pre-
approved by the SITE PROVIDER prior to distribution.
3. SCHEDULE:
The SITE PROVIDER agrees to make the Site available for non-exclusive use by
RVCOG's agents, employees, volunteers and program participants from 9:00 a.m. to
1:00 p.m. every Monday through Friday.
Exceptions to this schedule are as follows: RVCOG Holidays -- New Year's Day, Martin
Luther King Jr. Day, Presidents' Day, Memorial Day, Juneteenth, Independence Day,
Labor Day, Veterans' Day, Thanksgiving Day and the day following Christmas Eve and
Christmas Day. Note that holidays falling on a weekend may be observed by RVCOG
preceding or following that weekend. Other days and/or times may be added or
eliminated as agreed upon in writing by RVCOG and the SITE PROVIDER. Any change
to this schedule shall be agreed upon in writing not less than thirty (30) days in advance
of the change.
4. CONDITION OF FACILITY:
RVCOG agrees to restore the Site and all equipment and utensils to the same or
better condition in which they were found prior to RVCOG's use of the Site,
equipment and utensils.
5. PAYMENT:
The SITE PROVIDER shall provide use of the Site, equipment, and utensils to
RVCOG at no cost.
Page 1 of 3: Nutrition Program Site Agreement between RVCOG and Ashland Parks & Recreation
6. STAFF AND VOLUNTEERS:
For the protection of the SITE PROVIDER's and RVCOG's patrons, both SITE
PROVIDER and RVCOG shall conduct a criminal background check on their respective
staff and volunteers working at the Site and will ensure that all staff and volunteers
receive an approved response to such criminal background check.
RVCOG will maintain emergency contact information for its staff and volunteers.
7. GENERAL LIABILITY INSURANCE:
RVCOG shall obtain and maintain in effect during the term of this Agreement a policy or
policies of commercial general or comprehensive general liability insurance, including
products liability and contractual liability, with combined single limits, or the equivalent, of
not less than $2,000,000 (two million dollars) per occurrence for bodily injury, death and
property damage. Each policy of such insurance shall be on an "occurrence" and not a
"claims made"form and shall name as additional insured "the City of Ashland, Oregon, its
officers, agents and employees" with respect to claims arising out of the use of the Site
under this Agreement. RVCOG shall supply an endorsement naming the City, its officers,
employees and agents as additional insureds prior to execution of this Agreement.
8. TERM:
This Agreement shall be effective as of July 1, 2025, and shall remain in full force and
effect up to and including June 30, 2027.
9. TERMINATION OF AGREEMENT:
RVCOG or the SITE PROVIDER may at any time during the term of this Agreement
or any extension thereof terminate this Agreement by giving not less than thirty (30)
days' notice in writing to the other party of its intention to do so.
If RVCOG and/or the SITE PROVIDER do not fully comply with the terms and
conditions of this Agreement, the other party must provide notification of the alleged
breach. The alleged breach must be cured within (10) business days. If agreement
of the alleged breach is not made in the time allocated, the other party may
terminate this Agreement by giving fourteen (14) days written notice of its intention
to do so. Such notice shall specify the alleged breach of this Agreement.
If any contemplated funding from either party is not obtained or continued at levels
sufficient to allow for full performance herein, this Agreement may be modified or
terminated by the party giving fourteen (14) days written notice to accommodate
such reduction in funds.
All notices to RVCOG shall be addressed to:
Jon Pfefferle, Nutrition Program Director
RVCOG
P.O. Box 3275
Central Point, OR 97502
All notices to SITE PROVIDER shall be addressed to:
Rocky Houston, Director
Ashland Parks and Recreation Department
340 S. Pioneer Street
Page 2 of 3: Nutrition Program Site Agreement between RVCOG and Ashland Parks & Recreation
Ashland, OR 97520
10. ADDITIONAL TERMS AND CONDITIONS:
RVCOG and the SITE PROVIDER agree to abide by the following additional terms
and conditions:
10.1 RVCOG will provide meals prepared in accordance with and meeting the State
of Oregon Nutrition Standards Monday through Friday.
10.2 RVCOG will be responsible for cleaning the areas used, including the meal
preparation area, and the meal service area.
10.3 SITE PROVIDER will be operating the remainder of the site as a senior center;
therefore the public and SITE PROVIDER staff may be present in and pass
through the RVCOG programmed site during RVCOG scheduled time.
11. FUNDING AVAILABILITY:
All terms and conditions of this Agreement are subject to availability of Older
Americans Act Nutrition Program and other nutrition program-related funds.
12. AGREEMENT:
The authorized officers of the parties involved agree to the terms and conditions
herein.
IN WITNESS WHEREOF the parties have caused this Agreement to be signed in their
respective names by their duly authorized representatives as of the dates set forth below.
ROGUE VALLEY COUNCIL CITY OF ASHLAND, OREGON:
OF GOVERNMENTS:
Signature: 46,7
O Signature: 102515:16 PIDF)
Print Name: Ann Marie Alfrey Print Name: Rocky Houston
Title: Executive Director Title: APRD Director
Date: 06/27/2025 Date: 06/27/2025
Page 3 of 3: Nutrition Program Site Agreement between RVCOG and Ashland Parks & Recreation
Exhibit A—Site
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Final Audit Report 2025-06-27
Created: 2025-06-27
By: Brandon Terry(brandon.terry@ashland.or.us)
Status: Signed
Transaction ID: CBJCHBCAABAA-RZ31PnahOK14c10aeHVU1rU22T3o_4q
"RVCOG Site Agreement_2025-27" History
Document created by Brandon Terry (brandon.terry@ash land.or.us)
2025-06-27-6:17:15 PM GMT
. Document emailed to Ann Marie Alfrey(amalfrey@rvcog.org) for signature
2025-06-27-6:17:19 PM GMT
Email viewed by Ann Marie Alfrey(amalfrey@rvcog.org)
2025-06-27-8:48:58 PM GMT
c , Document e-signed by Ann Marie Alfrey(amalfrey@rvcog.org)
Signature Date:2025-06-27-9:02:20 PM GMT-Time Source:server
. Document emailed to Rocky Houston (rocky.housto n @ash land.or.us) for signature
2025-06-27-9:02:22 PM GMT
""'" Email viewed by Rocky Houston (rocky.houston @ash land.or.us)
2025-06-27-10:25:54 PM GMT
c , Document e-signed by Rocky Houston (rocky.houston@ashI and.or.us)
Signature Date:2025-06-27-10:26:04 PM GMT-Time Source:server
Agreement completed.
2025-06-27-10:26:04 PM GMT
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