PACKET: Commissioners Meeting at Mon, Jan 10, 09:00 AM

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Emergency Load Limitations on County Roads

Topic Summary

The Board considered and approved a resolution establishing a procedure for implementing emergency load limitations on various County roads during severe weather conditions like rain, snow, or frost. This action is authorized under RCW 46.44.080 and aims to prevent serious damage or destruction to County roads, thereby generating cost savings. The restrictions are set for the 2022 winter season, for up to 120 days from the effective date, upon recommendation by the County Engineer.

Key Points

  • The resolution is enacted under RCW 46.44.080 to prevent "serious damage or destruction" to County roads due to inclement weather (rain, snow, frost, etc.).
  • Restrictions may close roads to all vehicles or specific classes of vehicles.
  • The restrictions apply during the 2022 winter season and cannot exceed 120 days from the effective date of the order.
  • The County Engineer is authorized to determine the periods and locations for restrictions, notify the Board through the County Administrator prior to implementation, and post signs on affected roads.
  • Notice must also be placed in appropriate newspapers and on the County internet site.
  • Normal restrictions limit gross weight per tire based on tire size (e.g., a 10.00 conventional tire is limited to 2750 Lbs per tire).
  • Special allowances are provided for authorized emergency vehicles, school buses, and motor trucks transporting perishable commodities or those necessary for health and welfare, allowing higher gross weights per tire (e.g., a 10.00 conventional tire is allowed up to 3200 Lbs per tire).
  • Special permits may be issued by the County Engineer for vehicles providing services necessary for health and welfare if an "immediate threat to the public health and welfare exists."
  • Maximum speed permitted on posted, restricted County roads is 30 miles per hour, unless a lower speed is specified by law.
  • Violation of the resolution makes the operator liable in a civil action for any resulting damage to the County road.

Financials

  • This action is intended to "provide cost savings to the County" by preventing damage to roadways during vulnerable periods.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2022: Restrictions authorized for the winter season.
  • 2022-01-10: Resolution approved by the Board.
  • Restriction period: Not-to-exceed 120 days from the effective date.

Next Steps

The Board is requested to sign the Resolution (Resolution No. 02-22) and return a copy to Public Works.

Sources

  • Monte Reinders - Public Works Director/County Engineer
  • Mark McCauley - Interim County Administrator
  • Revised Code of Washington (RCW) 46.44.080

Hearing Notice to Inactivate Road Improvement Funds

Topic Summary

The Board of County Commissioners introduced a proposed ordinance to inactivate two non-operational funds: Fund 202-000-030 (Road Improvement Bonds) and Fund 602-000-010 (Road Improvement Guaranty Fund). The funds are no longer needed because the associated Road Improvement District bonds have been retired. The ordinance would direct the transfer of the residual cash in these funds to the General Fund, as authorized by state law.

Key Points

  • Fund 602-000-010 (Road Improvement Guaranty Fund) was initially created on January 22, 2001, in conjunction with Road Improvement District No. 4, to prevent bond default if property owners failed to make required payments.
  • When Fund 602-000-010 was created, $5,000 was deposited into the fund.
  • The bonds related to RID No. 4 have since been retired, eliminating the need for the Guaranty Fund.
  • Fund 202-000-030 (Road Improvement Bonds) was established for funds associated with Road Improvement District No. 1 and related bonds, and this fund is also inactive and no longer needed.
  • RCW 35.54.095 permits the transfer of such surplus funds to the General Fund by ordinance, provided the County Treasurer certifies the funds are no longer necessary for debt service.
  • County Treasurer Stacie Prada has certified there is no longer a need for the related debt service funds.

Financials

  • Transfer of cash from Fund 202-000-030 and Fund 602-000-010 to the General Fund is directed by the proposed ordinance.
  • Total cash deposited into Fund 602-000-010 was $5,000 upon creation.
  • Fiscal Impact/Cost Benefit Analysis: "This request has no fiscal impact." (Note: While the effect of the request is to transfer money/cash in, the cost of approving the notice is zero, which is the context of the official negative statement.)

Alternatives

  • None specified.

Community Input

  • The proposal requires a public hearing to take public testimony on the proposed ordinance.

Timeline

  • 2001-01-22: Fund 602-000-010 created.
  • 2022-01-12: Hearing Notice published a first time.
  • 2022-01-19: Hearing Notice published a second time.
  • 2022-01-24: Public Hearing scheduled for 10:30 a.m.

Next Steps

The Board is requested to approve the Notice of Public Hearing announcing intent to consider the ordinance inactivating Fund 202-000-030 and Fund 602-000-010.

Sources

  • Mark McCauley - Interim County Administrator
  • Stacie Prada - County Treasurer
  • Revised Code of Washington (RCW) 35.54.095

Topic Summary

Jefferson County is issuing a Call for Bids to select an Official County Newspaper for the publication of all Official Legal Notices, pursuant to Washington state law. Sealed bids will be accepted until March 7, 2022, and the County must designate the newspaper at its first Regular Meeting in April.

Key Points

  • The purpose is to designate an Official County Newspaper for printing and publication of Official Legal Notices.
  • Per RCW 36.72.075, the County must designate the Official County Newspaper at its first Regular Meeting in April.
  • Bidders must adhere to bid forms and instructions available from the Clerk of the Board.
  • Bidders must be qualified per RCW 65.16 and approved by the Superior Court of Jefferson County as a legal newspaper.
  • The bid form requires information on bid amount per column inch, font/type size/column width, number of columns per page, publication frequency, submission deadline (in days/time prior to publication), and submittal methods (Fax, E-Mail, Other).
  • The bid form includes optional items such as use of the County Logo, location map, two free subscriptions, online subscription code, and eligibility for all County departments to submit Press Releases.
  • Circulation must be broken down by Zip Code/Community (98368, 98325, 98339, 98365, 98376, 98382, 98320, 98358, 98331).
  • Electronic circulation and readership metrics (Paid electronic subscriptions, website hits/unique visitors, legal notices on website/free viewing, social media metrics, and listing on wapublicnotices.com) must be provided.

Financials

  • Cost to publish the Bid Call is the only fiscal impact noted.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2022-01-12: Call for Bids published one time.
  • 2022-03-07: Sealed bids accepted until 9:30 a.m. Bids opened and read publicly at 10:30 a.m.
  • April (First Regular Meeting): Official County Newspaper must be designated.

Next Steps

Approve the BID CALL re: Publication of County Legal Notices.

Sources

  • Adiel McKnight - Executive Assistant
  • Mark McCauley - Interim County Administrator
  • Revised Code of Washington (RCW) 36.72.075
  • Revised Code of Washington (RCW) 65.16

Collective Bargaining Agreement: Teamsters Local #589 (Sheriff's Office Commissioned Deputies)

Topic Summary

The Board considered and approved the Collective Bargaining Agreement (CBA) and Subscription Agreement between Jefferson County and Teamsters Local Union No. 589, covering Sheriff's Office Commissioned Deputies for the period spanning January 1, 2022, through December 31, 2024. The agreement outlines significant wage adjustments and benefit changes, including increased longevity pay and a higher uniform allowance.

Key Points

  • The agreement covers regular, full-time, fully commissioned Peace Officers in the Sheriff's Office.
  • The term of the agreement is January 1, 2022, through December 31, 2024.
  • Wages (Appendix A):
    • Effective January 1, 2022, a 9% general wage adjustment over 2021 rates.
    • Effective January 1, 2023, zero general wage increase, but a 5% "Step Adjustment"—the first step is dropped, and a new top step is added, with current employees remaining in their step.
    • Effective January 1, 2024, a 0.5% general wage adjustment.
    • Lateral entry officers may start at Step B or C with Sheriff and BOCC approval, based on experience credit.
  • Longevity Pay (Article 17 & Fiscal Impact): Longevity pay bonuses are set upon completing 5, 10, 15, 20, and 25 years of employment, effective January 2022, and paid in a lump sum in the November pay period.
    • 5 years: $600
    • 10 years: $1,000
    • 15 years: $1,400
    • 20 years: $1,800
    • 25 years: $2,200
  • Uniforms (Article 23): Uniform allowance increased from $875.00 to $1,000.00. Officers wearing uniforms part-time (e.g., Detective) receive $250.00. Newly appointed Detectives receive a one-time $500.00 clothing/equipment allowance after the CBA adoption.
  • Deferred Compensation (Appendix A): Monthly contribution increased from $94.00 total (County matches $47.00) to $116.00 total (County matches $58.00), effective the first full month after adoption.
  • Other Pay: Detectives received an increase in monthly supplemental pay from $75.00 to $100.00, effective January 1, 2022.
  • Overtime/Comp-Time (Article 11): All overtime will be paid by warrant, and comp-time accrual is discontinued. Existing banked comp-time can still be used.
  • Health and Welfare (Article 25, 26, 27): Includes continuation of Northwest Teamsters Dental Trust (Plan B), Teamsters Vision Care Trust, and Washington Teamsters Welfare Trust Plan B with life insurance and time loss benefits. The County pays 85% of required contribution, and employees pay 15%.
  • Use of Deadly Force (Appendix B): An employee involved in deadly force resulting in injury or death shall not be required to make a written statement for 72 hours, must be advised of their rights, and allowed to consult a union representative before giving a detailed statement.

Financials

  • General Wage Adjustments: 9% (2022), 5% step adjustment (2023), 0.5% (2024).
  • Uniform Allowance: Increased to $1,000.00 (regular) or $250.00 (part-time uniform use).
  • Detective Allowance: $100.00 per month (up from $75.00).
  • One-time Detective Allowance: $500.00.
  • Deferred Comp (Monthly): Total contribution for the employee increased from $94.00 to $116.00 (County match increases from $47.00 to $58.00).

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2021-12-16: Agreement ratified by employees.
  • 2022-01-01: Effective date of the CBA wage increases and benefit changes.
  • 2024-12-31: Termination date of the agreement.

Next Steps

Approve and sign the Collective Bargaining Agreement and the Subscription Agreement. (Note: The Board approved the consent agenda including this item.)

Sources

  • Sarah Melancon - Human Resources Manager
  • Mark McCauley - Interim County Administrator
  • Teamsters Local Union No. 589
  • Washington Teamsters Welfare Trust

Oil City Road Ruby Creek Emergency Washout Repair Change Order No. 1

Topic Summary

Jefferson County Public Works proposed Change Order No. 1 for the Oil City Road Ruby Creek Emergency Washout Repair project (Project No. 18021020). The change order requests an additional $40,775.05 due to initial contract estimates being based on limited information and the subsequent materials, labor, and equipment time exceeding the original projection. The repair work has been completed and restored access for stranded residents.

Key Points

  • The project's objective was to restore access for residents stranded on the west end of Oil City Road following the washout at Ruby Creek in late November 2021 caused by high flows in the Hoh River and Ruby Creek.
  • The initial contract amount was based on "limited information" and incomplete/inaccurate surveys of the damage.
  • The work is now complete.
  • The washout repair utilized Bruch & Bruch Construction, Inc.
  • The repair may be included in a Federal Disaster Declaration for the November 2021 storm event. If so, most costs may be reimbursed by FEMA public assistance grant funds.

Financials

  • Additional amount requested by Change Order No. 1: $40,775.05
  • Original Contract Amount: $154,000.00
  • New Project Total after Change Order No. 1: $194,775.05
  • Funding source: Potential reimbursement from FEMA public assistance grant funds if included in a Federal Disaster Declaration.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • November 2021: Storm events caused the washout.
  • 2021-12-30: Date of Change Order No. 1.
  • Project Duration: 20 days (Contract Time is 20 days).
  • Repair has been completed.

Next Steps

Public Works recommends the Board execute the three originals of Change Order No. 1. (Note: The Board approved the consent agenda including this item.)

Sources

  • Monte Reinders - Public Works Director/County Engineer
  • Bruce D. Patterson, P.E. - Project Manager
  • Bruch & Bruch Construction, Inc.

Jail Lobby Flooring Replacement

Topic Summary

Jefferson County Central Services Facilities proposes a contract with Division 9 Flooring for $25,048.52 to replace the Jail Lobby flooring. The current tile flooring is failing in multiple locations, creating health and safety issues due to uneven and loose tiles. The proposed solution is polishing the concrete floor underneath, deemed a permanent, safe, and cost-effective method.

Key Points

  • The project replaces a previous non-executed agreement due to the original contractor, Olympic Peninsula Construction, going out of business.
  • The existing floor tiles are debonding from the concrete, resulting in "uneven and loose tiles," posing health and safety risks.
  • The chosen method is polishing the existing concrete floor, which is analyzed as lasting "as long as the building" and being cost-effective compared to frequent replacements of other options.
  • The scope of work includes:
    • Removing 950-1000 square feet of failing red 5x5 grouted tiles.
    • Disposing of all waste.
    • Polishing the exposed concrete to a smooth finish (400 level polishing, covering 950-1000 sq ft).
    • Installing rubber cove base along the perimeter of the room and benches (Black).
    • Furnishing and installing transitions between the new floor height and existing tiles remaining in bathrooms, inmate visitation, and the dispatch hallway.

Financials

  • Total contract amount: $25,048.52
  • Funding source: Constructed and Renovation budget has "sufficient approved budget to cover the cost of this project."
  • Fee breakdown includes: Demo existing tile & prep ($4,342.15), Joint filler & seam repairs ($679.38), 6" rubber base ($1,481.54), Polishing concrete to 400 level ($14,942.31), Door transitions ($590.77), Dump fees ($923.08). Subtotal: $22,959.23 + Tax: $2,089.29 = $25,048.52 (Grand Total).
  • All work must be performed in accordance with Washington State prevailing wage requirements.

Alternatives

  • None formally presented, but the option was described as superior to other flooring options that "would have to eventually be replaced."

Community Input

  • None specified.

Timeline

  • None specified.

Next Steps

The Facilities Foreman recommends the Board approve the contract with Division 9 Flooring. (Note: The Board approved the consent agenda including this item.)

Sources

  • Matthew Court - Facilities Foreman
  • Mark McCauley - Interim County Administrator
  • Division 9 Flooring (Contractor: Jeff Shumway)
  • Olympic Peninsula Construction (Previous Contractor)

Cooling for New Central County Server Location

Topic Summary

Jefferson County Central Services proposes a contract with Mayda Mechanical for $20,427.82 to install dedicated cooling systems for a secure, new central County server location inside the Sheriff's office. This centralization effort aims to consolidate existing spread network systems into a single, secure, and generator-backed space for more cost-efficient equipment replacement and better physical security.

Key Points

  • Information Services requires a secure space for its expanding network systems.
  • A proposed location within the Sheriff's office offers "ample room, generator backup, and a high level of physical security."
  • Benefits include consolidation of equipment from multiple locations, leading to a "more cost-efficient equipment replacement plan."
  • The scope of work includes supplying and installing two constant duty rated 36,000 BTU cooling-only wall-mounted mini split systems.
  • The contractor is responsible for refrigerant piping, condensate pump and pipe, and communication wire.
  • Outdoor units will be wall-mounted on heavy-duty brackets to dormer side walls on the Sheriff's office rooftop.
  • The contractor must attain all applicable permits.

Financials

  • Total contract amount: $20,427.82 (flat fee)
  • Fee breakdown includes: Two 36k Cooling only P Series wall mount systems ($10,552.92 total), Miscellaneous Materials ($2,023.20), Labor Prevailing Wage Journeyman (32 hours @ $175.00/hr = $5,600.00), Weld Charge ($25.00), Truck Charge ($40.00), City/County Building Permit Estimate ($500.00). Subtotal: $18,741.12 + Tax: $1,686.70 = $20,427.82 (Total).
  • Electrical work is not included in the quote.

Alternatives

  • None specified.

Community Input

  • A public comment voiced concern regarding Consent Agenda Item No. 7 (Centralizing Servers), worried about "putting all eggs in one basket."

Timeline

  • None specified.

Next Steps

The Facilities Foreman recommends the approval of the contract with Mayda Mechanical. (Note: The Board approved the consent agenda including this item.)

Sources

  • Matthew Court - Facilities Foreman
  • Mark McCauley - Interim County Administrator
  • Mayda Mechanical (Contractor: Eric Mayda)

Quimper Wildlife Corridor Additions Conservation Futures Grant (Jefferson Land Trust)

Topic Summary

Jefferson County Public Health requested approval of a Conservation Futures Grant Agreement with the Jefferson Land Trust (JLT) to acquire fee simple ownership of ten parcels in the Quimper Wildlife Corridor (QWC). The project, previously approved by Resolution #54-21, utilizes $69,500 in Conservation Futures funds for acquisition, contingent on JLT providing at least 63% matching funds toward the estimated project cost of $187,838. The total protected acreage proposed for acquisition with CF funds and match is 7.25 acres.

Key Points

  • JLT will acquire fee simple interest in nine parcels (APN#s 946500101 through 946500901) and acquire one additional matching property (APN# 951903501), totaling 10 parcels, all of which have been acquired by the Land Trust.
  • The property is to be acquired via statutory warranty deed.
  • The deed language must prevent subdivision, allow for native forest management and habitat protections, and protect the County's interests.
  • The deed must include language mandating the land not be converted to a different use unless "other equivalent lands or interest in lands within Jefferson County are received by Grantee in exchange" (JCC 3.08.030(9)).
  • The project area is zoned R-I (Rural Residential). The nine parcels acquired with CF funds total 4.95 acres and the matching Hertel Property donation is 2.3 acres.
  • The QWC is a 3.5-mile "ribbon of green" stretching across the Quimper Peninsula, connecting marine, upland, city, and forested environments.
  • The QWC hosts a 100-Year Floodplain, Critical Drainage, and habitats important to nearly 200 bird species and various mammals; it is inside the Pacific Flyway.
  • The acquisition preserves two critical properties: the Taimay Jones property (9 parcels, 4.95 acres, planned for purchase with CF funds) and the Hertel Property (1 parcel, 2.3 acres, donated as match).
    • The Taimay Jones property contains trail access, forest habitat, and import water drainage. It could foreseeably be developed into 22 residences under existing zoning.
    • The Hertel Property buffers nearby residential areas, provides forest habitat, and protects a critical aquifer recharge area, 100-Year Floodplain, and Critical Drainage. The donation extinguishes development rights that could have allowed 10 residences.
  • Project Goal: Preserve these two properties that contribute to the larger goal of expanding QWC protection by an additional ~60 acres (2021-2023 phase).
  • Match: The total estimated JLT matching contribution is $118,337 (63% or more of total project cost).
    • The match is composed of a land donation ($50,000 value), cash ($80,000 for the Jones property purchase), and cash for related costs/project management ($20,290 + $11,500).
  • JLT uses a Stewardship Fund (over $700,000) and Terrafirma insurance ($500,000 coverage) for long-term stewardship accountability.

Financials

  • Total Grant Award (CFF): $69,500 (for acquisition expenses only).
  • Estimated Total Project Cost: $187,838
  • Estimated Project Sponsor Contribution (Match): $118,337 (63% or more)
    • JLT Match Breakdown: $50,000 (land donation), $80,000 (cash toward Jones property purchase), $20,290 (acquisition costs), $11,500 (project management, admin), $5,000 (O&M, separate request from acquisition).
  • Funding source: Conservation Futures Fund (no impact to the County's General Fund).
  • Taimay Jones property appraised value: $175,000.
  • Hertel property assessed value: $50,000.

Alternatives

  • None specified.

Community Input

  • The project is supported by the City of Port Townsend, Jefferson County, state agencies, local Audubon, and Native Plant Society Chapters.
  • Local tribes (Port Gamble S'Klallam and Jamestown S'Klallam) have visited the QWC area and flagged a culturally modified candelabra tree nearby.

Timeline

  • 2021-02-15: Project reimbursement period began for acquisition expenses.
  • 2021-09-07: Project approved for Conservation Futures funds by Resolution #54-21.
  • 2024-02-15: Project reimbursement period ends, unless proof of match is provided earlier. (Note: The executed agreement indicates the match has been provided.)
  • Reporting: Annual reporting is required on or before December 31st until three years after acquisition funds are dispersed.

Next Steps

JCPH Management recommends BOCC signature for the Grant Agreement. (Note: The Board approved the consent agenda including this item.)

Sources

  • Pinky Mingo - Environmental Public Health and Water Quality Director
  • Tami Pokorny - Natural Resources Program Coordinator (Conservation Futures Program Contact)
  • Mark McCauley - Interim County Administrator
  • Sarah Spaeth - Director of Conservation, Jefferson Land Trust
  • Taimay Jones - Grantor (Jones Property)
  • Sarah Fairbank and Owen N. Fairbank - Grantors (Hertel Property/Match)
  • Jefferson County Code (JCC) Chapter 3.08
  • Revised Code of Washington (RCW) 84.34.230

Affordable Housing/Homelessness Grant Funding for Young Adult Housing (Pfeiffer House)

Topic Summary

The Board of County Commissioners approved a grant agreement with Pfeiffer House (formerly Dove House, as noted in the minutes correction) for $70,800 to provide sustainable living arrangements and support services for young adults ages 18-24, including those with young children, who face high risk of housing instability or homelessness. The funding supports the Pfeiffer House Sustainable Living Project.

Key Points

  • The grant award amount is $70,800, funding the Pfeiffer House Sustainable Living Project.
  • The project provides living spaces for young adults (ages 18-24) and their young families, if eligible, in uptown Port Townsend.
  • The program also hosts a resource center providing assistance and direction to local resources for emerging adults, regardless of residency at Pfeiffer House.
  • Target population includes those aging out of foster care, fleeing domestic violence, transitioning from treatment, or otherwise homeless/housing insecure.
  • Applicants must be willing to participate in the overall project and be low-income (up to 80% of Area Median Income (AMI), though most clients are closer to 30% of AMI).
  • Funding is available from Fund 148, which is tied to RCW 36.22.178 (recording fee surcharge for affordable housing services).
  • Project Budget Breakdown: Salaries ($32,000), Benefits ($6,000), Utilities ($13,500), Insurance ($6,500), Food/Supplies ($3,000), Furnishings/Equipment ($500), Repair/Maintenance ($6,000), Administration (10% max: $3,300). Salaries reflect 0.45 FTE @ 20 hours/week.

Financials

  • Total Grant Amount: $70,800 (from Fund 148).
  • Program Budget Categories (totaling $46,260): Rental Subsidies ($46,260 for $771 X 5 units for 12 months), Transportation ($0.00, In-kind Jefferson County Juvenile Services—Vehicle).

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2021-12-06: BOCC approved the grant recommendation from the Housing Joint Oversight Board.
  • 2022-01-01: Project begins.
  • 2022-12-31: Project shall be completed by this date.

Next Steps

Approve the Grant Agreement with Pfeiffer House. (Note: The Board approved the consent agenda including this item, with a name correction from "Dove House" to "Pfeiffer House.")

Sources

  • Mark McCauley - Interim County Administrator
  • Pfeiffer House (formerly Dove House, as corrected in minutes entry)
  • Housing Joint Oversight Board
  • Revised Code of Washington (RCW) 36.22.178, 36.22.179, 36.22.1791, 82.14.530, 82.14.540

Memorandum of Understanding: JCPH Nurse Family Partnership and First Step Family Support Center

Topic Summary

Jefferson County Public Health (JCPH) and the First Step Family Support Center (FSFSC) entered into a Memorandum of Understanding (MOU) to collaborate on client referral, recruitment, and shared enrollment pathways for their respective programs. The MOU establishes an exchange of non-monetary services where FSFSC will host a JCPH Nurse-Family Partnership (NFP) Nurse Home Visitor at their Port Angeles facility, and JCPH will provide office space for Parents as Teachers (PAT) visits.

Key Points

  • JCPH/NFP serves families with their first child from pregnancy to age two. FSFSC/PAT serves families with multiple children or those not meeting NFP criteria, from pregnancy to age two.
  • The collaboration aims to better serve low-income families with young children in Jefferson and Clallam Counties.
  • FSFSC Responsibilities (Host Site):
    • Host/house one JCPH NFP Registered Nurse (RN) at their facility in Port Angeles, WA.
    • Utilize their referral/outreach systems to refer first-time pregnant women (<= 28 weeks gestation) to the NFP RN.
    • Provide desk, key, access to copier/scanner/fax/internet, refrigerator/microwave, and parking.
    • Collaborate on reaching out to local Physicians, Midwives, and families for recruitment to both NFP and PAT.
  • JCPH Responsibilities (Office Space/Logistics):
    • Provide liability coverage, computer/printer, cell phone/service, file cabinet, and office chair for the JCPH employee.
    • Provide all NFP model required supervision, supplies, and equipment.
    • Provide reimbursement to FSFSC for copier charges incurred monthly.
    • Provide pre-arranged office space for PAT visits at JCPH, "as rooms are available and needed."
  • Both agencies agree there will be no duplication of NFP and PAT services, and families will be enrolled in only one program at a time.

Financials

  • There is "no exchange of money associated with this agreement."
  • JCPH will reimburse FSFSC for monthly copier charges incurred by JCPH staff.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • Effective: Upon hire of the new NFP RN (JCPH employee) in 2021.
  • Duration: Continues year to year thereafter; review scheduled no later than two years from the effective date, or earlier upon request.

Next Steps

JCPH Management recommends BOCC signature of the MOU. (Note: The Board approved the consent agenda including this item.)

Sources

  • Apple Martine - Director, Public Health
  • Denise Banker - Community Health Director
  • Venita Lynn, MA Ed - Executive Director, First Step Family Support Center
  • Heidi Eisenhour - Chair, Jefferson County Board of Commissioners (for JCPH)

Memorandum of Understanding: Noxious Weed Control at Solid Waste Transfer Station Property

Topic Summary

Jefferson County Public Works Solid Waste and the Jefferson County Noxious Weed Control Board executed an MOU defining the Weed Control Board's responsibility for noxious weed control at the Solid Waste transfer station property through 2024. Public Works will pay a total of $7,881 over three years for the Weed Control Board to eliminate targeted noxious weeds.

Key Points

  • The purpose is to define obligations for the control of noxious weeds at the approximately 55-acre Solid Waste Transfer Station property.
  • The Weed Control Board's mission is to "protect the land and resources from the degrading impact of noxious weeds."
  • The Weed Control Board will:
    • Apply herbicides using properly licensed staff/contractors/volunteers and equipment.
    • Target "targeted species within the Solid Waste facility-property."
    • Be solely responsible for the activities of its staff/volunteers/contractors.
    • Submit an invoice once annually for work completed.
  • Public Works (Solid Waste Division) will:
    • Participate in an annual meeting to review area of work, deliverables, priorities, and methods.
    • Provide access to Weed Control Board staff.
  • Weed Control Board staff must coordinate all site activities with the Solid Waste Division Operations Coordinator and limit site activities to facility operation hours (Monday through Saturday, 9:00 a.m. to 4:30 p.m.).

Financials

  • Total cost (2022-2024): $7,881
    • 2022: $2,500
    • 2023: $2,625
    • 2024: $2,756

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • Duration: Effective upon signing (Consent Agenda date Jan 10, 2022) through December 31, 2024.

Next Steps

Recommend approval of the agreement. (Note: The Board approved the consent agenda including this item.)

Sources

  • Su Tipton - Jefferson County Noxious Weed Control Board? (Originating party for request)
  • Mark McCauley - Interim County Administrator
  • Jefferson County Public Works Solid Waste
  • Jefferson County Noxious Weed Control Board

DCD Staffing and 2022 Comprehensive Plan Amendment Cycle Limitations

Topic Summary

The Department of Community Development (DCD) is grappling with severe staffing shortages due to recent resignations and a failure to recruit a Planning Manager, pressures exacerbated by high regional housing costs and an increased workload from complex high-profile projects and recently awarded state grants. To manage capacity, DCD proposed limiting the 2022 Comprehensive Plan Amendment Cycle exclusively to projects advancing affordable/homeless housing or site-specific applications, or cancelling the cycle entirely. The Board ultimately voted to adopt the limited scope.

Key Points

  • Staffing Crisis: DCD failed to attract applicants for the Planning Manager position despite competitive recruitment. Additionally, a permanent Associate Planner and an Assistant Planner recently resigned.
  • One resignation "would have been avoided" if a term-limited position were permanent.
  • The staffing shortage is attributed to a "plentiful supply of jobs" nationally and lack of housing affordability locally, evidenced by a median home price increase of 19.2% between Q1 2016 and Q1 2017.
  • DCD is preparing to accept three competitive Department of Ecology (DOE) grants—the first in over a decade—further straining capacity.
  • Project Complexity: Two "exceedingly complex projects" are moving forward: a 2021 Comprehensive Plan amendment to expand mining operations, and the redevelopment of commercial forest lands for a "new large-scale production facility."
  • Financial Risk: The complex projects underscore the need for review and refinement of the County’s fee structure in Q1 2022 to prevent recurrence of a recent billing dispute that left the County owed approximately $200,000.
  • Comprehensive Plan Cycle Recommendation: To manage capacity (as required by JCC 18.45.060(a)), DCD recommended limiting the 2022 Comprehensive Plan Cycle to amendments that advance affordable/homeless housing or move forward with site-specific applications.

Financials

  • DCD anticipates no fiscal impacts in 2022 due to robust development activity and forecasted revenue from several large projects.
  • The General Fund transfer to fund the two converted permanent positions is recommended to continue at the "increased amount" in 2023 and beyond.
  • The County was recently owed $200,000 due to a billing dispute with an applicant, highlighting the need for fee structure refinement.

Alternatives

  • The alternative presented was cancelling the 2022 Comprehensive Plan Cycle altogether.

Community Input

  • None specified.

Timeline

  • December 2021/Early January 2022: Resignations occurred.
  • 2021-12-23: Closing/first review date for Planning Manager recruitment, zero applications received.
  • Q1 2022: Review and refinement of the County’s fee structure is argued for.

Next Steps

The Board adopted the motion to limit the 2022 Comprehensive Plan Cycle to projects advancing affordable/homeless housing and site-specific applications. DCD was authorized to convert two two-year term-limited Assistant Planner positions to permanent positions and to commit to funding those positions with General Funds Transfer Dollars.

Sources

  • Brent Alfred Butler - Director, Community Development
  • Jodi Adams - Manager, Permit and Administration Division
  • Mark McCauley - Interim County Administrator
  • Jefferson County Code (JCC) 18.45.060 (a)
  • Department of Ecology (DOE)
  • Oxford Business Review and U.S. Bureau of Labor Statistics (cited resources on job market)
  • University of Washington's Runstad Center for Real Estate Studies (cited resource on housing market)

Delegation of Authority for ARPA Small Business Grants

Topic Summary

The Board of County Commissioners discussed plans with the Economic Development Council (EDC) Team Jefferson regarding the management and disbursement of American Rescue Plan Act (ARPA) funds intended for small businesses and microenterprises. Following a review of final ARPA rules and cost expectations, the Board delegated authority to the Interim County Administrator to enter into a contract specifying the disbursement of $500,000 in ARPA funds.

Key Points

  • EDC Team Jefferson reviewed Jefferson County Business Survey responses and ARPA final rules/guidelines.
  • Total authorized ARPA funding for small businesses and microenterprises: $500,000.
  • The County agreed to fund the expenditure/management of these ARPA funds with an additional $50,000 allowance, which will be drawn from the $500,000 total allocation.
  • The net amount available for grants to businesses is clarified as $450,000.
  • Commissioner Brotherton and Interim County Administrator Mark McCauley will work with EDC Team Jefferson members to finalize grant distribution criteria.

Financials

  • Total ARPA funds discussed for disbursement: $500,000.
  • Budget allocation for expenditure/management of funds: $50,000 (included within the $500,000).
  • Net grant funding available for businesses: $450,000.

Alternatives

  • None specified.

Community Input

  • EDC Team Jefferson presented responses from the Jefferson County Business Survey.

Timeline

  • None provided for the final contract execution.

Next Steps

The Board delegated authority to the Interim County Administrator (Mark McCauley) to enter into the final contract with EDC Team Jefferson regarding the disbursement of the $500,000 ARPA funds, and authorized the $50,000 expenditure for management costs.

Sources

  • Cindy Brooks - Executive Director, EDC Team Jefferson
  • Brian Kuh - Business Services Director, EDC Team Jefferson
  • Ben Bauermeister - Chair, Board of Directors, EDC Team Jefferson
  • Mark McCauley - Interim County Administrator
  • Greg Brotherton - Commissioner

Public Health Staff Retreat Funding

Topic Summary

The Board discussed and approved funding for a full-day retreat for Jefferson County Public Health (JCPH) staff to address workforce burnout stemming from the long-term COVID-19 pandemic response. The retreat, originally costed at $5,788, was increased to $7,500 to allow for budget authority in case of additional expenditures, and will focus on respite, reflection, and workforce development.

Key Points

  • The retreat's primary purpose is addressing Public Health staff "workforce burnout" resulting from the ongoing COVID-19 pandemic response.
  • The retreat is scheduled for February 18, 2022, or a rescheduled date due to the Omicron surge.
  • The focus includes strengthening workforce development, conducting pandemic recovery efforts (respite, reflection), and initiating post-pandemic future planning.
  • The retreat features key sessions:
    • Motivational Interviewing workshop by Jonnae Tillman (Seattle-based JTT Training & Consultation).
    • Science of Hope/Hope Inspired Communities presentation by Jon Tunheim (Thurston County Prosecuting Attorney).
  • Staff size is 65. Activities include team building, staff mingling, valuable trainings, and a "collective art project for Public Health's posterity" (Public Health Quilt activity, $100 for supplies).
  • Commissioner Dean requested feedback from Public Health staff regarding their communications strategy.
  • One public comment suggested that Jefferson Healthcare should help fund part of the retreat cost.

Financials

  • Original amount requested for venue, catering, presenter fees, and supplies: $5,788.
  • Approved final allocation: $7,500.
  • Budget Breakdown (original $5,788 estimate): Conference room rental ($700), Catering two meals ($1,625 @ $25/plate), Presenter fee (Jonnae Tillman: $3,000; Jon Tunheim: $0), Audio/Visual set up ($225), Supplies for Team Building Activities (Polaroid Cameras: $138; Public Health Quilt: $100).

Alternatives

  • None specified.

Community Input

  • A public comment suggested that Jefferson Healthcare pickup part of the tab for the Public Health staff retreat.

Timeline

  • 2022-02-18: Planned date for the retreat (subject to rescheduling due to the Omicron surge).

Next Steps

The Board approved the motion to support the retreat and authorize $7,500 for expenditures.

Sources

  • Apple Martine - Jefferson County Public Health Director
  • Jonnae Tillman - Presenter (JTT Training & Consultation)
  • Jon Tunheim - Presenter (Thurston County Prosecuting Attorney)
  • Mark McCauley - Interim County Administrator
  • Commissioner Dean
  • Commissioner Brotherton

2022 Comprehensive Plan Amendment Cycle Limitation

Topic Summary

The Department of Community Development (DCD), facing resource limitations due to staffing losses and complex incoming projects, proposed restricting the 2022 Comprehensive Plan Amendment Cycle to priorities aligned with affordable housing and site-specific applications. The Board adopted this limited scope to maximize efficiency and address acute community needs while balancing severe constraints on DCD staff capacity.

Key Points

  • DCD staff constraint is cited due to recent resignations (Associate Planner and Assistant Planner) and inability to recruit a Planning Manager.
  • High-profile projects currently burden DCD capacity, including a site-specific Comprehensive Plan amendment for mining expansion and large-scale production facility redevelopment on commercial forest lands.
  • Given the constraint (as per JCC 18.45.060(a)), DCD recommended limiting the 2022 Comprehensive Plan Cycle.
  • The Board adopted the motion to limit the cycle to two priorities:
    1. Projects that advance the community's need for affordable and/or homeless housing.
    2. Site-specific applications.

Financials

  • Comprehensive plan amendments "may require substantial resources that necessitate the hiring of additional staff or contracting with outside consultants."

Alternatives

  • DCD had also considered cancelling the 2022 Comprehensive Plan Cycle altogether.

Community Input

  • None specified.

Timeline

  • None specified.

Next Steps

The Board approved the motion to adopt the limited 2022 Comprehensive Plan Cycle.

Sources

  • Brent Butler - Community Development Director
  • David Wayne Johnson - Community Development Interim Planning Manager (identified in the packet, noted by DCD Director as staff, but no longer Interim Planning Manager)
  • Jefferson County Code (JCC) Chapter 18.45.060 (a)

Declaration of Emergency: Adverse Winter Storm Event

Topic Summary

The Board of County Commissioners formally declared a State of Emergency (Resolution No. 03-22) in response to the severe winter weather event that began on December 26, 2021. The storm caused dangerous travel, critical infrastructure closures, long-term power outages (especially on the Toandos Peninsula), and the closure of a 50-mile stretch of Highway 101. The declaration grants the County emergency authority to procure necessary resources and contracts without normal formalities for a period of up to fourteen days.

Key Points

  • The emergency resulted from "abundant lowland snow and record low temperatures" starting December 26, 2021.
  • Impacts included: "long-term power outages," closures of critical infrastructure, and dangerous travel conditions.
  • Hundreds of residents on the Toandos Peninsula were without power for days.
  • A 50-mile stretch of Highway 101 between SR 104 in Jefferson County and Hoodsport in Mason County was closed for multiple days due to downed trees and power lines, requiring multi-agency response.
  • The declaration grants the County authority to enter into contracts and incur obligations necessary to combat the emergency without regard to normal procedures and formalities (except mandatory constitutional requirements).
  • This emergency authority expires in fourteen days from the adoption date unless specifically authorized by the Board.
  • Mason PUD and Jefferson PUD representatives discussed damage to power lines during the storm.

Financials

  • None specified.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2021-12-26: Severe weather event began.
  • 2022-01-10: Resolution No. 03-22 approved.
  • Emergency authority duration: 14 days from adoption date.

Next Steps

Approve Resolution No. 03-22. (Note: The motion was passed unanimously.)

Sources

  • Willie Bence - Emergency Management Director
  • Monte Reinders - Public Works Director/County Engineer
  • Matt Stewart - Road Maintenance Superintendent
  • Kristin Mastellar - Mason PUD
  • Kevin Street - Jefferson PUD

Advisory Board Appointments and Resignation (Ferry Advisory Committee)

Topic Summary

The Board processed the resignation of Lance Bailey from the Ferry Advisory Committee (FAC) and approved the appointment of Steve King to fill the unexpired term as the Local Government Planning Representative. Both actions were necessitated by Mr. Bailey taking a new position with another City Government.

Key Points

  • Resignation (Item 13): Lance Bailey resigned as the Local Government Planning Representative on the Ferry Advisory Committee. His last day with the City of Port Townsend was December 31, 2021.
  • Appointment (Item 14): Steve King, Public Works Director for the City of Port Townsend, was requested by City Manager John Mauro to serve as the City’s representative on the FAC until the Development Services Director position is refilled or reassessed.
  • The term for Steve King is an unexpired four (4) year term, which will now expire on June 10, 2023 (corrected from 2024 by Commissioner Dean's motion).

Financials

  • None specified.

Alternatives

  • None specified.

Community Input

  • A public comment noted an error in the original date on Consent Agenda Item No. 14 (resignation was ending 2023, not 2024).

Timeline

  • 2021-12-31: Lance Bailey’s last day with the City of Port Townsend.
  • 2023-06-10: Expiration date of the unexpired term appointed to Steve King (corrected date).

Next Steps

Accept the resignation and approve the appointment. (Note: The Board approved the consent agenda, including the date correction for the appointment.)

Sources

  • Julie Shannon - Executive Secretary II
  • Lance Bailey - Former Local Government Planning Representative (FAC)
  • Steve King - Local Government Planning Representative (FAC), City of Port Townsend Public Works Director
  • Joanna Sanders - City of Port Townsend Clerk
  • John Mauro - City Manager

Topic Summary

The Board approved several standard operational items within the consent agenda, including contracts for various county operational needs, grant funding for affordable housing, financial transactions (warrant and payroll payments), and official records.

Key Points

  • Affordable Housing Grants:
    • Young Adult Housing and Support Services: $70,800 to Pfeiffer House (corrected from Dove House in the motion).
  • Public Works:
    • Oil City Road Washout Repair Change Order 1: Additional $40,775.05 for a total of $194,775.05 to Bruch & Bruch Construction, Inc.
  • Facilities Contracts:
    • Jail Lobby Floor Replacement: $25,048.52 to Division 9 Flooring.
    • Cooling for New Central County Server: $20,427.82 to Mayda Mechanical.
  • Weed Control MOU: Outlined payments of $2,500 (2022), $2,625 (2023), and $2,756 (2024) to the Noxious Weed Control Board for maintenance at the Solid Waste Transfer Station.
  • DCD Staffing: Motion authorized converting two two-year DCD term-limited positions to permanent.
  • Financial Payments:
    • Payroll Warrants (Warrants Dated January 5, 2022): $1,244,778.81
    • A/P Warrants (Done by Payroll Dated January 5, 2022): $1,076,794.80
    • Vouchers/Warrants (Dated December 28, 2021): $305,809.37

Financials

  • Total Payroll Warrants: $1,244,778.81
  • Total A/P Warrants: $1,076,794.80
  • Total Vouchers/Warrants: $305,809.37
  • Pfeiffer House Grant: $70,800
  • Oil City Road Project Total (after Change Order): $194,775.05
  • Jail Flooring Contract: $25,048.52
  • Server Cooling Contract: $20,427.82
  • Noxious Weed Control MOU: $7,881 (Three-year total)

Alternatives

  • None specified.

Community Input

  • Comments on the consent agenda included: a concern about centralizing servers (Item 7), a critique of the date error on the Ferry Advisory Committee appointment (Item 14), and a suggestion for Jefferson Healthcare contribution to the Public Health retreat (Item 9).

Timeline

  • 2022-01-05: Payroll/A/P Warrants dated.
  • 2021-12-28: Vouchers/Warrants dated.

Next Steps

All listed items were approved and adopted via one motion by the Board of Commissioners.

Sources

  • Various County departments (Public Works, Central Services, Human Resources, Administrator, Public Health).
  • Bruch & Bruch Construction, Inc.
  • Division 9 Flooring, Mayda Mechanical.
  • Jefferson Land Trust, Pfeiffer House, First Step Family Support Center.

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