Appendix D-2
SUMMARY OF KEY TERMS AND RESPONSIBILITIES
LEASE / MANAGEMENT SERVICES AGREEMENT
(April 1, 2004- March 31, 2014)

The four defining documents for the contractual relationship between the Port of Coupeville and the Greenbank Farm Management Group (GFMG) are summarized below.

MANAGEMENT SERVICES AGREEMENT

Managed Area Non-leased areas (Agriculture, Recreation and Environmentally Sensitive, & a portion of the Commercial Area) - see attached map
Fee Port: pays GFMG $45,000 annually ($3,750/month) (re-negoitate 2008 and 2010)

Exhibit B: Scope of Work/Responsibilities of Manager

General GFMG: manage, operate and maintain Managed Area at GFMG expense
Maintenance/Repair GFMG: maintenance/repair in managed area (e.g., mowing fields, trails, etc)
Port: maintenance/repair of utility systems including water, septic, irrigation, fire.
Capital Improvements Port: capital improvements, replacement and non-routine repairs, at its discretion.
Leases GFMG: to facilitate communication between Port and agricultural tenants
Noxious Weeds Port: responsible for IC code compliance
Short Term Events GFMG: responsible for and retains all revenue (None allowed by SRD zoning)
Port: must pre-approve
Educational recreational, agricultural program GFMG: develop ed. & rec. programs and promote local agriculture and cottage biz
Port: must request action

LEASE

Scope of Use Exhibit B Lessee Commitments
Leased Area Majority of the Commercial Area - see attached map
Leased Structures All current and future structures/improvements in Leased Area
Rent GFMG: no rent payment
Building Subleases GFMG: right to sublease all current/future buildings in Leased Area
Port: right to approve tenants, sublease terms and uses with ≥ 12 month term
Rent from Buildings GFMG: retains all sublease rents
Short Term Events GFMG: event management - retains all revenue
Agricultural Leases Port: Christianson $2,500/yr (Alpacas $1,200/yr when lease w/ GFMG ends 7/31/08)
Maintenance/Repair GMFG: maintenance/repair non-structural parts of buildings, lawns, gardens, fields
Port: maintenance/repair building structural elements, roofs, exterior, foundations & infrastructure systems (pond, roads, parking areas, water/septic systems, fire flow)
Capital improvements Port: capital improvements at its discretion.
GFMG: do with Port approval
Alteration/Improvements Port: must approve before GFMG does
Signage Port: adopt GBF Sign Policy approved by Island County
GFMG: enforce GBF Sign Policy
Utilities GFMG: pays electrical, propane, garbage, telephone
Port: provide/maintain water, septic and irrigation systems
Insurance GFMG: maintain liability and personal property insurance
Port: maintain fire and property insurance

GFMG Economic Development Mission Objective:
Use the land and buildings within the Leased Premises as opportunities for local entrepreneurs to create a vital, diverse and synergistic business community which will contribute to the economic health and prosperity of the Port of Coupeville taxing districts and Whidbey Island as a whole.

GFMG Preservation Mission Objective:
Preserve the rural and agricultural character of the Leased Premises while developing opportunities for the community to use the land and buildings for gatherings, passive recreation and organic agricultural activities.

GFMG Responsibilities:

Economic Development
  • Develop leased area as a commercial business center
  • Establish a business climate, which supports small entrepreneurs
  • Use land/buildings to create opportunities for vital, synergistic, diverse community of small businesses
  • Recruit appropriate small business enterprises
  • Encourage/support small agricultural businesses to establish operations
  • Establish/maintain marketplaces for local agricultural producers, craftspeople, and artists
  • Advertise, promote and market GBF locally & regionally as a destination tourist attraction and event venue
  • Preserve GBF historical, agricultural and rural character
  • Continue short/long range planning, site development and coordinate with Island County re: compliance regulations, zoning and planning
  • Maintain appropriate licenses and permits
  • Comply with Special Review District Zoning Ordinance
Community Vision
  • Develop opportunities for community use for gathering space, passive recreation & organic agriculture
  • Develop Leased Area as an event venue
  • Ensure scheduling of facilities for community events, meetings, gatherings
  • Develop and maintain public walking trails
  • Maintain the organic status of currently certified farmland
  • Maintain appropriate licenses and permits
  • Involve community volunteers in activities, projects and on GFMG Board
Facility Management
  • Oversee day-to-day to ensure an attractive site and well maintained facility
  • Timely and professional daily oversight of repairs, maintenance and improvements
  • Seek approval repairs/maintenance that are Port responsibility, and coordinate completion
  • Oversee planning/implementation capital improvements/repairs, including grant funded projects
  • Negotiate/supervise and be responsible for all subleases of land/buildings
Communication
  • Maintain open/honest communication with Port
  • Attend Port meetings quarterly
  • Provide comprehensive overview of activities, planning and facility issues
  • Provide quarterly profit/loss statements and balance sheets
  • Provide year-end financial statements after January GFMG Board approval
Fund Development
  • Ongoing effort to seek grants and contributions for capital improvements, repairs & other projects

The summaries above are not intended to be used as legal reference. Complete documents are available upon request from the Port of Coupeville or GFMG.

Port of Coupeville Comprehensive Plan 2007-2026