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HomeMy WebLinkAbout2025-150 Grant - Avery Street Montessori LLC CITY OF ASHLAND GRANT AGREEMENT CITY: CITY OF ASHLAND GRANTEE: Avery Street Montessori LLC 20 E Main Street Address: 374 Avery Street Ashland, OR 97520 Telephone: 541-690-2224 PHONE: (541) 488-6002 Email: averymontessori@gmail.com FAX: (541) 488-5311 Term of this Grant Agreement: June 30, 2026 Grant funds awarded: $30,000 to be used for Infrastructure Investment as outlined in the Grant Application This Grant Agreement(hereinafter"Agreement") is entered into by and between the City of Ashland, an Oregon municipal corporation (hereinafter "City"), and Avery Street Montessori LLC("hereinafter"Grantee"). City and Grantee hereby agree as follows: 1. Nature of Grant. Subject to the terms and conditions of this Agreement, including the grant eligibility requirements outlined in Exhibit A, and in reliance upon Grantee's approved grant application, the City agrees to provide grant funds to Grantee in the amount specified above. Grant funds shall be utilized or contractually committed in the fiscal year for which they were awarded. 2. Qualified Work. Grantee has represented, and by entering into this Agreement now represents, that any personnel assigned to the work required under this Agreement are fully qualified to perform the work to which they will be assigned in a skilled and professional manner and will maintain the proper Oregon childcare licensure throughout the term of the Grant. Grantee shall also maintain a current City business license. 3. Use of Grant Funds. The use of grant funds is expressly limited to the activities as set forth in the Grant Application, attached hereto as Exhibit A and incorporated herein by this reference. 4. Grantee agrees to acknowledge the City as a funding source in all of Grantee's printed and electronic notices and advertisements relating to the use of these grant funds (example"This program is partially funded through the use of The Ashland Childcare Grant Program"). 5. Grantee agrees to submit a written report to the City on the use of the grant funds within ninety (90) days following the expenditure, but in no event later than, as set forth in Exhibit A. 6. Unexpended Grant Funds. Any grant funds not expended by June 30, 2026, shall be immediately returned to the City. GRANT AGREEMENT BETWEEN THE CITY OF ASHLAND AND AVERY STREET MONTESSORI LLC 7. Financial Records and Inspection. Grantee shall maintain a complete set of books and records relating to the purpose for which the grant funds were awarded. Such records shall be kept in accordance with generally accepted accounting principles. Grantee gives the City and any authorized representative of the City access to and the right to examine all books, records, papers, or documents relating to the use of the grant funds. 8. Living Wage Requirements. If the total amount of grant funds awarded under this Agreement is $25,335.05 or more attached as Exhibit B, Grantee is required to comply with Chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in that chapter. 9. Termination. a. Mutual Consent. This Agreement may be terminated at any time by the mutual written consent of both parties. b. City's Convenience. This Agreement may be terminated at any time by City upon not less than thirty (30) days' written notice delivered by certified U. S. mail or in person. C. For Cause. City may terminate this Agreement, in whole or in part, effective upon delivery of written notice to Grantee under any of the following conditions: i. If City funding from federal, state, county or other sources is not obtained and continued at levels sufficient to allow for the grant; ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the grant purposes are no longer allowable or appropriate for award under this Agreement or are no longer eligible for the funding proposed for payments authorized by this Agreement; or iii. If any license or certificate required by law or regulation to be held by Grantee to provide the services required by this Agreement is for any reason denied, revoked, suspended, or not renewed. 10. Default. If Grantee fails to perform or observe any of the covenants or provisions contained in this Agreement or fails to expend the grant funds or enter into binding legal agreements to expend the grant funds during the term of this Agreement,the City, by written notice of default to the Grantee, may terminate this Agreement and may pursue any remedies available to the City at law or in equity. Such remedies may include, but are not limited to, termination of this Agreement, the stopping of payment on or return of the grant funds, payment of interest earned on grant funds or declaration of ineligibility for the receipt of future grant awards. In the event of termination, City may stop payment or withhold any Grant funds in City's possession from Grantee and Grantee shall immediately return all unexpended and unencumbered grant funds. In addition, City shall be entitled to recover any administrative costs, including attorney fees or collection costs if encumbered as a result of Grantee's failure to return Grant funds. In the event of termination, if Grant funds are not returned or it is found that Grant funds were misappropriated, Grantee shall be ineligible and disbarred from receipt of future grant funds until such matters are finally adjudicated and settled. The rights and remedies of this section are not exclusive and are in addition to any other rights and remedies available to the City under the law. 11. Amendments. The terms of this Agreement may not be waived, altered, modified, supplemented, or amended in any manner except by written instrument signed by the parties. GRANT AGREEMENT BETWEEN THE CITY OF ASHLAND AND AVERY STREET MONTESSORI LLC 12. Indemnity. Grantee agrees to defend, indemnify, save, and hold the City, its officers, employees and agents harmless from any and all losses, claims, actions, costs, expenses,judgments, subrogation, or other damages of any nature whatsoever resulting from or arising out of the performance of this Agreement by Grantee (including but not limited to, Grantee's employees, agents, and others designated by Grantee to perform work or services attendant to this Agreement). However, Grantee shall not be held responsible for damages caused by the gross negligence of the City, its officers and employees. 13. Liability Insurance. Grantee shall, at its sole expense, obtain and maintain during the term of this Agreement, a policy or policies of liability insurance according to the following policy limits below. Grantee shall name the City of Ashland as additional insured and shall supply an endorsement to the City. • Comprehensive General or Commercial General Liability, including personal injury, contractual liability, and products/completed operations coverage in the amount of$3,000,000 in the aggregate and $2,000,000 per occurrence; and • Commercial Automobile Liability Insurance in the amount of$2,000,000 in the aggregate, $2,000,000 per occurrence for those entities that are responsible for the transportation of children; and • Sexual Abuse/Molestation liability, or the equivalent, of not less than $100,000 per occurrence and $300,00 in the aggregate for those facilities that have operated for three years or more, and $200,000 in the aggregate for those facilities that have operated for less than three years (counting backwards from July 1, 2025). 14. Workers' Compensation Insurance. Grantee shall either maintain Worker's Compensation insurance in compliance with ORS 656.017 at its sole expense, which requires subject employers to provide workers' compensation coverage for all of its subject employees, or certify on a document acceptable to the City that it is exempt from this requirement on. 15. Assignment. Grantee shall not assign this Agreement nor subcontract any portion of any work to be performed hereunder without the written consent of the City. Any attempted assignment or subcontract without the written consent of City shall be null and void. 16. Merger. This Agreement constitutes the entire understanding between the parties. There are no understandings, agreements, or representations, oral or written, not specified in this Agreement regarding this Agreement. Grantee, by the signature below of its authorized representative, acknowledges that it has read this Agreement, understands it, and agrees to be bound by its terms and conditions. 17. Governing Law; Jurisdiction; Venue. This Agreement shall be governed by the laws of the State of Oregon without regard to conflict of laws principles. Exclusive venue for litigation of any action arising under this Agreement shall be in the Circuit Court of the State of Oregon for Jackson County unless exclusive jurisdiction is in federal court, in which case exclusive venue shall be in the federal district court for the district of Oregon. Each party expressly waives any and all rights to maintain an action under this Agreement in any other venue, and expressly consents that, upon motion of the other party, any case may be dismissed or its venue transferred, GRANT AGREEMENT BETWEEN THE CITY OF ASHLAND AND AVERY STREET MONTESSORI LLC as appropriate, so as to effectuate this choice of venue. 18. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this Agreement within the City's fiscal year budget. Grantee understands and agrees that City's payment of amounts under this Agreement attributable to work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion, to continue to make payments under this Agreement. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this Agreement without penalty or liability to City, effective upon the delivery of written notice to Grantee,with no further liability to Grantee. 19. Non-Discrimination. Grantee agrees that no person shall, on the grounds of race, color, religion, creed, sex, marital status, familial status or domestic partnership, national origin, age, mental or physical disability, sexual orientation, gender identity or source of income, suffer discrimination in the performance of this Agreement when employed by Grantee. Grantee further agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statutes, rules, and regulations. 20. Annual Anti-Abuse Training. The Grantee agrees to facilitate and coordinate the participation of its staff in anti-abuse training approved by the Grantor. The Grantee shall ensure that all staff members complete the training within one year of their employment or engagement. Any new staff hired after the initial training period shall complete the training within three months of their date of hire. The Grantee shall report to the Grantor, upon request, proof of completion for all staff members within these timeframes. GRANTEE: CITY OF ASHLAND: By: Andrea Johnson By: �c�2 Printed Name: Andrea Johnson Printed Name: Sabrina Cotta Title: Owner Title: City Manager Date: July 28, 2025 Date: 7/29/2025 GRANT AGREEMENT BETWEEN THE CITY OF ASHLAND AND AVERY STREET MONTESSORI LLC Kerrick Gooden From: noreply@civicplus.com Sent: Wednesday,June 25, 2025 9:23 PM To: City Managers Office Subject: Online Form Submittal: Early Childcare Affordability Grant Application [EXTERNAL SENDER] Early Childcare Affordability Grant Application Contact Name Andrea Johnson Email Address averystmontessori@gmail.com Phone Number 541-690-2224 Address 374 Avery Street City Ashland State OR Zip Code 97520 Organization Legal Avery Street Montessori LLC Name DBA or Alternative Field not completed. Name Amount Requested 50,000 Federal Employer ID 87-1380244 Number(FEIN) Outline of Organizational Priorities, Mission, and Values: organizational Avery Street Montessori's core mission is to blend the priorities/mission and Montessori Method with nature-based, thematic learning, values, equity fostering the holistic development of children ages 3 to 5 years commitment, childcare old. We are dedicated to providing high-quality, part-time philosophy, history, childcare in a nurturing, small-group, outdoor, home-based board membership, etc. setting, directly addressing the growing need for childcare options in Ashland, Oregon. Our values are deeply rooted in respect—for the child, the community, and the environment. We believe in creating a prepared environment where art, play, hands-on applications, 1 and academics enrich the program, inspiring autonomy and critical thinking. Our educational philosophy emphasizes meeting each child developmentally, laying a strong foundation in practical life skills, mathematics, and language arts. Daily routines are intentionally woven with guidance and lessons on peace and mutual respect, cultivating a harmonious and supportive learning atmosphere. Childcare Philosophy: Avery Street Montessori operates as a unique Montessori- inspired outdoor school. Our philosophy is brought to life through a covered patio classroom, as well as a free-standing climate controlled studio space, where children engage with practical life works, sensorial activities, and developmentally appropriate language and math works. We embrace the changing seasons, allowing and encouraging children to explore our private backyard environment through rain, snow, and shine. Our thematic learning experiences integrate language arts, math, practical life activities, and puzzles, ensuring a comprehensive and engaging curriculum. Daily activities include Morning Circle(group learning, songs, dramatic play, rhythm games, language and math games, incorporating English, Spanish, and Sign Language), free-choice time, art projects, gardening, sensorial table play, and walking field trips. Teachers are committed to creating an environment that engages the senses and inspires autonomy, with a group size limited to 8 children to ensure personalized attention. Our daily schedule flows from arrival, through structured and free-choice learning, snack, lunch, and rest, culminating in afternoon circle and departure. Equity Commitment: Avery Street Montessori is steadfast in its commitment to equity, diversity, and inclusion. We maintain a zero-tolerance policy for any form of racism, sexism, bigotry, or fascism, ensuring a safe, respectful, and welcoming environment for all children and families. Our approach aligns with Maria Montessori's profound insight: "We shall walk together on this path of life, for all things are part of the universe and are connected with each other to form one whole unity." We strive to create an inclusive community where every child feels valued, understood, and empowered to grow. History: Avery Street Montessori LLC, located at 374 Avery St., Ashland, OR 97520, is owned and led by Andrea Johnson, its founder and lead teacher. For nearly four years, we have operated as a home-based Recorded Program (RP), consistently experiencing a waitlist, particularly for infants and toddlers. This demonstrates the significant and persistent 2 community need for our specialized early childhood program. This grant represents a crucial opportunity for us to transition to a Registered Family (RF) license through essential infrastructure improvements, allowing us to expand our capacity, serve a broader age range, and further address critical childcare gaps within the City of Ashland. Transitioning to Certified status is a long-term goal, however, due the size of my current location, alternative arrangements and/or locations remains an on-going process. List of staff including Staff is considered based on their experience, previous any formal and education and willingness to keep up with continuing education continuing education required by the state of Oregon and beyond. As of this and licensing. moment, staff members are undecided for the following school year and I am currently the only teacher. Andrea Johnson, the owner and lead teacher at Avery Street Montessori LLC, is a highly qualified professional holding an Oregon Registry Step 10 credential. She earned an Interdisciplinary Bachelor of Science Degree from Southern Oregon University in Early Childhood Development and Sociology, complemented by NAMC's Online Infant/Toddler Montessori Diploma Program. Andrea's extensive continuing education, totaling over 740 accepted hours, covers a broad spectrum of early childhood topics, including neurodiversity support, diversity and equity, health and safety protocols, human growth and development, and Montessori curriculum. Her certifications include PediatricPlus CPR, AED, and First Aid: Infant/Child/Adult, which is current through 2026. Continued education needed for becoming a Registered Family program as provided during the pre-certification meeting with the Childcare Dept, will be obtained over the course of summer 2025. Description of type of Avery Street Montessori will be providing a kinder-readiness childcare services program for 4-5 year olds during the 2025/2026 school year, offered with plans to enroll a more varied age range during the 2026/2027 school year. Total number of seats available is 8. Currently there are 5 seats filled. The anticipated licensing capacity is 10. Following the ratio values of ASM, the maximum number of students will remain 8 and there are to be two teachers present whenever possible. The school year calendar is from September 9th to June 5th, following the holiday schedule of the Ashland School District. With the help of this grant, creating a path for licensing advancements, ASM will be capable of enrolling 6 children 3 preschool-age or younger, of which 2 children can be under 24 months of age. Keeping a 4-1 student to teacher ratio will remain a priority. Select Grant Application Infrastructure Investment (complete section B) Type List any other funding N/A sources that have been considered or received. (Such as Preschool Promise, Head Start, SNAP, foundations/donors, local employers, etc.) (Section Break) If you are applying for Sliding Scale Scholarships, fill out section A, below A. Proposed draft sliding Fieldnotcompleted. scale used to identify/verify the level of need and priority in awarding affordability scholarships. A. Outline of required Field not completed. information from the household used to evaluate their potential scholarship. If you are applying for Infrastructure Investment, fill out section B, below For projects between $0 and $24,999, include two quotes. For projects between $25,000 and more, provide three quotes. If three quotes are not received, make a note of which agencies did not respond to the request for quote. B. Project description, Avery Street Montessori is applying for an infrastructure grant including the need you in order to renovate our classroom space to include a bathroom are addressing and how and running water, and thereby make the school eligible to this investment will change its licensing and expand its offerings from a recorded solve the need. program (RP) into a registered family program (RFP). Emerging out of the pandemic and the fire-related challenges of 2020, Avery Street Montessori (ASM) identified a strong need for affordable, early childhood care that would enable 4 parents to return to work. We began as a home-based, primarily outdoor recorded program (RP) to offer care as readily and responsibly as we could. Over the years we have shifted into an indoor/outdoor program and built out a permanent, temperature regulated indoor classroom as well as a permanent outdoor play structure. Notwithstanding, our current licensing as a Recorded Program (RP) has limited our growth and we have been unable to keep up with the two biggest childcare needs in our valley: 1) care that serves children under 3 (infants and toddlers) and 2) extended hours for working families. As a recorded program (RP)we are currently limited to serving children ages 3-5 for no more than 4 hrs/day, not to exceed 16 hrs/week. Families need pedagogically informed and developmentally dynamic care for their infants and toddlers- and they need more than 16 hrs/wk of that care to return to or sustain full-time work. On January 21, 2025 Avery Street Montessori met with Renee Breznay from the Child Care Licensing Division of the Oregon Department of Early Learning and Care. During this site visit we reviewed the criteria that would allow us to establish ourselves as a Registered Family (RF) center instead of just a Recorded Program (RP). We were informed that if we were to add a bathroom with running water to our classroom space we would qualify for a change in licensing that would enable us to expand the number of hours offered per week and have more flexibility with the age range of enrolled students. Furthermore, as an RF program we would automatically become eligible for increased subsidies that provide meals for students and tuition subsidies for working and low-income families,through the CACF and the ERDC programs. In consultation with the Child Care Licensing Division of the Oregon Department of Early Learning and Care, and after much evaluation and planning, ASM has determined that a small renovation project that would add a bathroom to our backyard classroom is the most efficient way to grow our program's services. By adding an indoor bathroom with flushable toilet and running water to our classroom, ASM would complete its qualifications to become a Registered Family center and thereby be able to serve families with children under 3 as well as to offer more hours -expanding our offering from 16 hrs/week to up to 30 hours/wk...almost double the amount of childcare hours. We hope to complete this bathroom addition this summer. To that end I am applying for$50,000 through the Early Childhood Affordability Grant to help offset costs of 5 project and allow a continuation of living wages by remaining debt free. In preparation for this project, two quotes were received: Five Rivers Construction, LLC CCB#219124, project quote of $49,523.00, Jason Vos Homes, LLC CCB#162001, project quote of$44,250.00. Justin Berry of Five Rivers was chosen as the project manager and general contractor. Permits have been paid for and received and the project began on 6/16/2025. The completion date is set for 8/30/2025. If you are applying for Staffing Support, fill out Section C, below C. Please describe the Field not completed. type of staffing resources supported by this grant request. C. How many full-time Field not completed. equivalents (FTE's)will the grant request support, and for what duration (ex. 6-months, 1 year)? C.What qualifications Field not completed. are required to meet the staffing resource objectives? C. How does the Field not completed. addition of the staff member enable greater program capacity, expand program offerings, or add program support? Upload the the following documents: Documentation of state recorded program.pdf certification/licensure of applicant/childcare facilities Proof of Insurance insurance guote.pdf 6 Documentation of Profitand Loss.pdf organization's financial viability(990 tax form, recent income tax filings, liability insurance coverage, etc.) Proof of site control—for realpropertvtaxstatement.Of example deed, property tax statement, lease agreement or long-term rental agreement Provider rate/pricing 2025 26 pricing structure.pdf structure Documentation of non- Field not completed. profit status, if applicable Electronic Signature I agree. Agreement Electronic Signature Andrea C Johnson Email not displaying correctly?View it in your browser. 7 City of Ashland, Oregon City of Ashland LIVING • . - . - .-. .- . . • WAGE per hour, effective June 30, 2025. ,=l The Living Wage is adjusted annually every June 30 by the Consumer Price Index. • - - • - • . a project or portion of the 401 K, and IRS eligible business of their employer, if cafeteria plans (including the employer has ten or more childcare) benefits to the employees, and has received employee's amount of wages. ➢ financial assistance for the For all hours worked under a project or business from the ➢ Note: For temporary and part- service contract between their and the City ir it City of Ashland over$27,163. time employees, the Living if the contract Wage does not apply to the Ashland exceeds $2if or more. ➢ If their employer is the City of first 1040 hours worked in any Ashland, including the Parks calendar year. For more ➢ For all hours worked in a and Recreation Department. details, please see Ashland Municipal Code Section month, if the employee spends ➢50%or more of the employee's In calculating the living wage, 3.12.020. time in that month working on employers may add the value of health care, retirement, For additional information: Call the Ashland City Manager's office at 541-488-6002 or write to the City Manager, City Hall, 20 East Main Street, Ashland, OR 97520, or visit the City's website at www.ashland.or.us. Notice to Employers: This notice must be posted in areas where it can be seen by all employees. -y-NSH L. N