PACKET: Commissioners Meeting at Mon, Aug 22, 09:00 AM

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Topic Summary

The Board adopted Resolution No. 40-22 to establish a formal policy for reviewing and approving financial assistance requests (Operating Transfers) from the General Fund to Special Revenue Funds. This decision was prompted by recognition that existing transfers have not been reviewed consistently, leading to healthy or excessive Special Revenue Fund balances. The new policy mandates an annual and/or quarterly review process to ensure General Fund resources are used efficiently, especially given projected economic challenges like rising inflation and interest rates.

Key Points

  • The General Fund traditionally provides Operating Transfers to Special Revenue Funds, often receiving the same target percentage increase as other expenditures.
  • This practice has sometimes resulted in excessive fund balances within the Special Revenue Funds, potentially justifying reduction or elimination of the transfers.
  • The new policy establishes a procedure for annual (during biennial budget development) and quarterly (during appropriation process) review of all incoming General Fund requests.
  • The policy cites fiscal realities driving this necessity, including a 9.1% year-over-year increase in prices due to recent inflation figures and significant interest rate increases by the Federal Reserve (1.50% total across June and July 2022).
  • Special Revenue Funds, per Washington State Auditor's Office (SAO) guidance, must receive 20% of revenues from outside the local government to be classified as such, presuming self-sufficiency is possible.
  • The Finance Manager will review all requests based on documented need (decreased revenues or critical expenditures) and provide a recommendation to the County Administrator before submission to the BOCC.
  • All approved assistance is considered a one-time transfer for the current budget year unless the BOCC approves a longer term.
  • The BOCC retains the authority to approve, extend the duration, or change previously approved financial assistance.

Financials

  • Fiscal Impact (Expected): Less General Fund monies will be identified as operating transfers, which is expected to help the General Fund maintain a healthy balance in anticipation of reduced revenues due to a potential recession in upcoming years.
  • First Review Timeline: The first fiscal impact review under this new policy will occur during the 2023 Mid-Biennium Review.

Alternatives

  • None specified.

Community Input

  • Commissioner Dean requested a clarification, proposing to remove the last sentence of the Purpose Statement in the policy. The approved motion included this minor revision.

Timeline

  • August 22, 2022: Resolution No. 40-22 establishing the policy was Approved and Adopted.
  • 2023 Mid-Biennium Review: Expected time for the fiscal impact of this policy to be assessed during the first review.

Next Steps

  • The Board approved Resolution No. 40-22 with one minor revision confirmed by motion.
  • The Finance Manager and County Administrator are directed to implement the procedure outlined in the policy for reviewing future requests for financial assistance.

Sources

  • Judy Shepherd - Finance Manager
  • Mark McCauley - County Administrator
  • RCW 79.64.110
  • Washington State Auditor’s Office (SAO)
  • Resolution No. 40-22

Topic Summary

The County Facilities Department requested approval for a construction contract with Mayda Mechanical to replace a failed 4-ton rooftop heat pump HVAC package unit at the Castle Hill Offices. The equipment had exceeded its estimated 15-year lifespan and was determined to be uneconomical to repair. The total cost of the replacement, including labor and materials, is $15,002.90.

Key Points

  • The equipment being replaced is a Trane RTU #10 above DCD (Department of Community Development).
  • The heat pump package unit failed after 15 years, surpassing its factory life expectancy.
  • The internal components have failed, making economical repair impossible.
  • The scope of work (Exhibit F) includes removing and disposing of the failed unit, supplying the new equipment (like and kind unit MIN: WSC060A3REA1P01C2A2B00300), and completing installation, with the contractor responsible for all required permits.
  • The contract requires the contractor to adhere to Washington State prevailing wage requirements.

Financials

  • Total cost: $15,002.90
  • Payment structure: Flat fee of $15,002.90, covering all equipment, work, and labor.

Alternatives

  • Staff determined that repairing the failed unit was no longer economical.

Community Input

  • None specified.

Timeline

  • None specified.

Next Steps

  • The Board approved the Agreement (Consent Agenda Item 2).
  • Mayda Mechanical is retained to perform the replacement project.

Sources

  • Matthew Court - Facilities Foreman
  • Mark McCauley - County Administrator
  • Mayda Mechanical

Topic Summary

The County Clerk and Superior Court seek approval for a contract to digitize approximately 25.5 years (1971 through 1996) of microfilmed criminal case records. This conversion is necessary to comply with the State of Washington v. Blake Supreme Court decision, which mandates the review of old cases to identify drug possession convictions, calculate financial refunds, and vacate corresponding cases. Digitization is considered the only feasible way for the Clerk’s office to perform this research efficiently.

Key Points

  • In compliance with the State of Washington vs. Shannon B. Blake decision, the County Clerk is burdened with reviewing criminal case records from May 1971 onward.
  • Cases prior to 1997 exist only on microfilm, causing a significant administrative burden for review.
  • The review must identify drug possession convictions, determine financial refunds for fines and fees, and inform the prosecutor and court of cases needing vacation.
  • Approximately 90 rolls of microfilm qualify for Superior Court cases from 1971 through 1996.
  • The proposed digitization method is indexed only by case number (YY-1-000XX-X), not separating documents, considered the most cost-effective and industry standard.
  • The total estimated number of pages is 252,000, across an estimated 12,600 files.
  • The Administrative Office of the Courts (AOC) has indicated willingness to reimburse Jefferson County for the cost of digitizing relevant microfilm.
  • The Clerk recommends digitizing the microfilm for better access and to eliminate the annual cost of the microfilm viewer.

Financials

  • Estimated conversion cost: $8,339.70 (based on 90 rolls at $0.015/image and $0.029/keystroke for indexing).
  • Funding Source/Reimbursement: The County anticipates submitting a Supplemental Request to draw on up to $160,000 in AOC Blake administrative funds to cover the digitization cost.
  • Current Clerk’s budget shows an available balance of $59,000.43, which is designated for Blake refunds, not administrative costs.

Alternatives

  • Without this conversion, the Clerk's office anticipates difficulty completing the necessary research within the next few years.

Community Input

  • None specified.

Timeline

  • Cases covered: May 1971 through 1996.
  • Contract executed date: June 21, 2022 (Modus Technology signature date).
  • Project completion timeframe: Within a mutually agreed upon time period.

Next Steps

  • The Board approved the Agreement with Modus Technology, Inc. (Consent Agenda Item 3).
  • The County Clerk plans to make a Supplemental Request to utilize state administrative funds for this project.

Sources

  • Ruth Gordon - County Clerk
  • Modus Technology, Inc.
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • State of Washington vs. Shannon B. Blake (Supreme Court decision)
  • Administrative Office of the Courts (AOC)

Topic Summary

Jefferson County Public Health (JCPH), Developmental Disabilities (DD) Division, requested approval for Amendment No. 4 to the professional services agreement with Wise (Washington Initiative for Supported Employees). This amendment increases the total contract amount to $27,321.25 to provide additional training and technical assistance to providers serving individuals with Intellectual/Developmental Disabilities (I/DD) in Supported Employment and Community Inclusion services.

Key Points

  • Wise is a Sole Source Provider for these services.
  • Amendment #4 adds funding specifically for training and technical assistance, including Provider Evaluations & 1:1 Coaching, in all aspects of Employment and Community Inclusion-Day Program Services.
  • A Document Training will be included to guide Community Inclusion Staff in uncovering goals using existing service plans and case notes, focusing on SMART goals.
  • This new funding is for services rendered from March 1, 2022, through June 30, 2023.

Financials

  • Original total compensation (not explicitly stated, but derived from prior amendments): $26,100.00 (from Amendment #3).
  • Additional funding: $1,221.25 (Amendment #4).
  • New Contract Total: $27,321.25.
  • Funding Source: Developmental Disabilities Administration (DDA), through DSHS, identified in the DD County budget under Community Information and Education Services.

Alternatives

  • Wise is identified as a Sole Source Provider.

Community Input

  • None specified.

Timeline

  • Original Agreement Start Date: October 15, 2021.
  • Amended Period of Performance: October 15, 2021, through June 30, 2023.
  • Services covered by Amendment #4: March 1, 2022, through June 30, 2023.

Next Steps

  • The Board approved Amendment No. 4 to the Professional Services Agreement (Consent Agenda Item 4).

Sources

  • Apple Martine - Public Health Director
  • Anna McEnery - DD & BH Coordinator
  • Wise (Washington Initiative for Supported Employees)
  • Developmental Disabilities Administration (DDA)
  • DSHS

Topic Summary

Jefferson County Public Health (JCPH) is seeking approval for Amendment No. 1 to the Professional Services Agreement with Usawa Consulting. This amendment adds $5,000 to the contract, bringing the total to $14,999, to enhance an existing 16-week Anti-Racist Literacy Workshop. The goal of the workshop is to improve anti-racism literacy among county employees and partners to rebuild trust with marginalized populations, which is intended to help increase COVID-19 vaccine uptake.

Key Points

  • The Anti-Racist Literacy Workshop is a 16-hour virtual course intended for 20 people selected by the COVID-19 Communications Specialist.
  • The workshop is customized to integrate the subjects of COVID-19 vaccination hesitancy and public health messaging.
  • The increase in funding ($5,000) is necessary due to:
    • The need for more consultation hours than were originally budgeted to customize the training content.
    • The scheduling of "make up" sessions for participants who miss the primary training sessions.
    • A greater demand for registrations than initially anticipated.
  • The overall project aims to build or re-build public trust in public health among marginalized demographics amid the COVID-19 pandemic.

Financials

  • Original contract maximum: $9,999.
  • Additional funding (Amendment 1): $5,000.
  • New Contract Total: $14,999.
  • Funding Source: National Association of County and City Health Officials (NACCHO) grant, part of the NACCHO Equipping Local Health Departments to Build COVID-19 Vaccine Confidence (COVIED) project.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • Agreement/Service Period: February 1, 2022, through December 31, 2022.
  • 16-hour Anti-Racist Literacy Workshop start: August 1, 2022.
  • 16-hour Anti-Racist Literacy Workshop finish: November 19, 2022.

Next Steps

  • The Board approved Amendment No. 1 (Consent Agenda Item 5).

Sources

  • Bonnie Obremski - Covid-19 Communications Specialist
  • Veronica Shaw - Deputy Public Health Director
  • Usawa Consulting (Tonia Burkett, Owner)
  • National Association of County and City Health Officials (NACCHO)

Topic Summary

Jefferson County Public Works proposed submitting a final prospectus to the County Road Administration Board (CRAB) for the Rural Arterial Program (RAP) grant, seeking funding for an asphalt overlay project on a 2.257-mile segment of Paradise Bay Road. This 2R (Resurface and Restore) project, estimated at $1.362 million, is intended to improve a key collector road and coincide with WSDOT construction nearby.

Key Points

  • The project involves a 2R asphalt overlay of Paradise Bay Road (Road No. 50360) from milepost 3.743 (Andy Cooper Road intersection) to milepost 6.000 (SR 104/Shine Road intersection).
  • Paradise Bay Road is designated as a Rural Minor Collector road and is the primary connection to the greater Port Ludlow community.
  • Proposed improvements include restoring the existing west shoulder to its full 3'-4' width for one-half mile south of Andy Cooper Road, maintaining current 11’ lanes and 3’-4’ shoulders, and improving the clear zone by removing obstacles and upgrading/relocating signing. No changes to horizontal or vertical alignment are planned.
  • The project will coincide with WSDOT's proposed construction of a roundabout at the Paradise Bay Road/SR 104 intersection.
  • The proposal was assigned a Total Points score of 85.00 in the Six-Year T.I.P. Priority list.

Financials

  • Total estimated project cost: $1,362,000.
  • Requested RATA (Rural Arterial Trust Account) amount (90%): $1,225,800.
  • County Road fund share (10%): $136,200.
  • Estimated costs by phase:
    • Design/Prelim. Engr.: $83,000 (RATA: $74,700)
    • Right of Way: $0
    • Construction: $1,279,000 (RATA: $1,151,100)

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • Deadline for grant application (to be included in RAP Priority Array for 2023-2025): September 1, 2022.
  • Design/Prelim. Engr. Estimate: May 2023 - December 2024.
  • Construction Estimate: June 2025 - August 2025.
  • The project will be included in the adopted 2023-2028 6-Year Transportation Improvement Program (TIP).

Next Steps

  • The Board is requested to Authorize the Chair to sign the RAP Final Prospectus.
  • The Board approved the Agreement (Consent Agenda Item 6).

Sources

  • Monte Reinders, PE - Public Works Director/County Engineer
  • John Wayand - Project Manager (Public Works)
  • Washington State, County Road Administration Board (CRAB)

Topic Summary

Jefferson County Public Works requested approval for Supplement No. 2 to the agreement with Strategies 360, Inc., which provides legislative liaison services regarding the Port Hadlock Wastewater Project and Upper Hoh Road. The supplement extends the contract term by one year, through 2023, and adds $50,000 in funding, bringing the total contract value to $168,000.

Key Points

  • Strategies 360, Inc. provides government relations services at the State and Federal levels.
  • The firm has helped the County acquire "millions of dollars of State and Federal funding" for the Port Hadlock Wastewater project and projects on the Upper Hoh Road.
  • The services are designated for Legislative liaison concerning the Port Hadlock Wastewater Project and Upper Hoh Road (Project No. 405-1693-0).

Financials

  • Original contract budget (March 16, 2020): $88,000.
  • Supplement #1 addition: $30,000 (and extended time by one year).
  • Supplement #2 addition: $50,000.
  • New Contract Total: $168,000.
  • Funding Source: Primarily from non-federal County sewer funds and the County road fund.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • Original Agreement Execution Date: March 16, 2020.
  • New Completion Date (Supplement #2): December 31, 2023.

Next Steps

  • The Board approved the Agreement, Supplement No. 2 (Consent Agenda Item 7).
  • Public Works is directed to sign three originals and return two fully executed originals to Strategies 360, Inc.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Strategies 360, Inc.

Topic Summary

Jefferson County Juvenile Court requested approval for an Interagency Agreement (IAA23031) with the Washington State Administrative Office of the Courts (AOC) to receive $41,530 for the support of the CASA/Volunteer Guardian Ad Litem (GAL) program. These designated state funds are to be used to supplement existing funding, either by increasing the number of children served or by reducing volunteer average caseloads in juvenile dependency matters.

Key Points

  • The purpose of the grant is to support the CASA/Volunteer GAL program, which serves juvenile dependency cases as defined by RCW 13.34.030(12).
  • Funds must be used to supplement, not supplant, any other local, state, or federal funds received by the Court.
  • The Juvenile Court must manage the program and ensure volunteers comply with statutory requirements (RCW 13.34.100 -107).
  • The Court must submit bi-annual reports to the AOC detailing the number of children served and the number of volunteers by specific due dates (Jan 31, 2023 and July 31, 2023).
  • AOC may reallocate funding among state-funded programs or reduce the maximum amount if the Court appears unlikely to expend the full contract amount.
  • Allowable costs include staff/FTE (salaries and benefits), professional services (e.g., attorney fees for the GAL regarding a specific case), goods (supplies), equipment (single item costs >$500 require AOC approval), and travel (not exceeding AOC published rates). Allocation of costs must be supported by documented internal rate plans.

Financials

  • Total Grant Amount: $41,530.
  • Funding Source: Washington State Administrative Office of the Courts (AOC), allocated from statewide CASA dollars.
  • Fiscal Impact: Revenue is included in the Juvenile Court's budget for 2023.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • Period of Performance: July 1, 2022, through June 30, 2023.
  • Bi-Annual Report Due (7/1/22 - 12/31/22): January 31, 2023.
  • Bi-Annual Report Due (1/1/23 - 6/30/23): July 31, 2023.

Next Steps

  • The Board approved the Agreement (Consent Agenda Item 8).

Sources

  • Barbara Carr - Juvenile Court Administrator
  • Washington State Administrative Office of the Courts (AOC)
  • RCW 13.34.030(12), RCW 13.34.100 -107, RCW 39.34.130
  • IAA23031

Topic Summary

Jefferson County Juvenile and Family Services requested approval of Amendment No. 1 to the agreement with Children’s Home Society of Washington (CHSW) for the Parents for Parents (P4P) program. This amendment provides an additional $15,000 in one-time, limited funding to expand the program's capacity, primarily for additional hours for the P4P Coordinator (Alicia Reynolds) over a ten-month period.

Key Points

  • The Parents for Parents (P4P) program is an early engagement and mentoring service aimed at promoting safe and timely reunification of children with dependency-involved parents.
  • The program identifies Parent Allies (parents who successfully navigated the child welfare system) to provide support, run Dependency 101 classes, and offer peer support.
  • The additional $15,000 funding is characterized as "additional, one-time funding" specifically for the fiscal year July 1, 2022, through June 30, 2023.
  • The funds are intended to support P4P matters, specifically allocating additional hours for the Parents 4 Parents Coordinator.

Financials

  • Original contract total (7/1/21–6/30/23): Up to $28,000 (plus $2,500 start-up funding).
  • Additional funding (Amendment No. 1): $15,000.
  • New Project Total: $43,000.00 (This total appears to cover the 2022-2023 fiscal year funding, not the 2-year original base, $28k, plus the startup $2.5k. The base contract stated "up to $28,000" and the amendment states "additional $15,000 for a total of $43,000.00").
  • Funding Period: September 1, 2022, through June 30, 2023.
  • Fiscal Impact: This revenue will be included in the Juvenile Court budget for 2023, pending a 4th quarter supplemental request in Q4 2022.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • Original Agreement Period: July 1, 2021, through June 30, 2023.
  • Amendment 1 Funding Period: September 1, 2022, through June 30, 2023.

Next Steps

  • The Board approved Amendment No. 1 (Consent Agenda Item 9).
  • A fully executed original agreement will be returned to the BOCC office upon final execution by AOC.
  • The Juvenile Court Administrator anticipates a 4th quarter supplemental request in Q4 2022 to account for funds received and expended.

Sources

  • Barbara Carr - Juvenile Court Administrator
  • Children’s Home Society of Washington (CHSW)
  • Alicia Reynolds - Parents 4 Parents Coordinator (clerk hire)
  • Washington State Administrative Office of the Courts (AOC)

Topic Summary

The Board considered and ultimately approved an agreement to disburse $440,000 in 1590 Grant Funding to the Olympic Community Action Program (OlyCAP) for the Caswell-Brown Village project. Prior to approval, a legal review was conducted regarding a potential conflict of interest involving Commissioner Brotherton due to his role on the OlyCAP Board. The Housing Fund Board recommended this funding following a Request for Proposals (RFP) process.

Key Points

  • The funding source (1590 funds) is authorized under RCW 82.14.530 for affordable and supportive housing projects.
  • Only one proposal, from OlyCAP, was received in response to the RFP.
  • The Housing Fund Board approved the funding recommendation for $440,000 on July 27, 2022.
  • The Caswell-Brown Village project is an emergency shelter facility with current residents and plans to accommodate up to 50 individuals total (40 slots for RVs, trailers, tents, tiny homes).
  • The funding is explicitly for completing site work and hygiene facilities for the open-air shelter to provide better living conditions.
  • Site work deliverables include: water, septic, and electrical connections for additional residents; electric hookups for 50 sites (replacing temporary spiderboxes); utility work for the shower trailer hookup; paving of ingress/egress and adding walkways/garbage pads; and permanent fencing (to replace high-cost rented fencing).
  • The goal is to maximize immediate shelter and prepare the larger site area for a permanent shelter and permanent supportive housing, anticipated to begin construction in summer 2023 using state funding.

Financials

  • Grant Amount: $440,000.
  • Funding Source: 1590 Grant Funds (RCW 82.14.530).
  • Total previously committed County funding for this site: $600,000 (land acquisition) + $900,000 (initial site and work to date) = $1,500,000.
  • This grant request ($440,000) includes a $57,691 (15%) contingency.
  • Expenditures breakdown: Electric ($238,894), Water utility work ($44,065), Paving and Surfacing ($63,350), Fencing ($34,000), Internet ($2,000). Total: $440,000.

Alternatives

  • Non-approval of funding was an implicit option, but the Housing Fund Board recommended this specific proposal.

Community Input

  • Commissioner Brotherton raised a complaint against him regarding a conflict of interest due to his service on the OlyCAP Board.
  • Chief Civil Deputy Prosecuting Attorney (DPA) Philip Hunsucker conducted a review against RCW 42.23.030 (interest in contracts prohibited) and the definition of "beneficial interest" per Barry v. Johns.
  • Legal Conclusion: Chief DPA Hunsucker determined that Commissioner Brotherton's volunteer role on the OlyCAP Board, which provides no financial compensation, does not conflict with his ability to approve OlyCAP contracts as a Commissioner.

Timeline

  • RFP issued and deadline: July 18, 2022.
  • Housing Fund Board review and recommendation: July 27, 2022.
  • Project Start: August 1, 2022.
  • Project Completion Deadline: July 31, 2023.

Next Steps

  • Commissioner Brotherton moved, and the Board unanimously approved, the disbursement agreement of $440,000 to OlyCAP.

Sources

  • Mark McCauley - County Administrator
  • Chief Civil Deputy Prosecuting Attorney Philip Hunsucker
  • Housing Fund Board
  • Olympic Community Action Program (OlyCAP)
  • RCW 82.14.530
  • RCW 42.23.030
  • Barry v. Johns, 82 Wn. App. 865

Topic Summary

The Board of County Commissioners plans to develop a comprehensive Strategic Plan (2024-2028) for Jefferson County, focusing on aligning resources with community needs, and is requesting approval to issue an RFP for professional strategic planning and facilitation services. The expected period of performance is 9 months, culminating in a written plan with a clear implementation strategy to inform the 2024-2025 biennial budgeting process.

Key Points

  • Primary Deliverable: A written organizational strategic plan document for the next five years (2024-2028), including the planning process, research, analysis, opportunities, strategies, and an implementation plan with defined milestones.
  • Goal: To identify a strategic path that aligns with priorities of staff, county residents, local/county government entities, and businesses for effective and cost-effective management.
  • Process:
    • Phase 1: Discovery (Est. 2 months): Review existing services, conduct stakeholder interviews/focus groups (including Board, staff, local government, business, and citizen groups), analyze economic outlook data, and conduct a Situational Analysis (SWOT).
    • Phase 2: Meet and Retreat (Est. 1 month): Consultant-structured 1-2 day Board retreat to identify strengths, weaknesses, opportunities, threats, clarify vision/mission/values, and conduct a Fiscal Needs/Implications analysis.
    • Phase 3: Document and Vet (Est. 2 months): Drafting and refinement of the strategic plan document by the consultant and the Strategic Planning Committee (SPC). Deliverables include a draft plan, executive summary, and public distribution material.
    • Phase 4: Approve and Launch (Est. 1 month): Final document presentation for BOCC approval, including implementation plan, milestones, and benchmarks for progress measurement.
  • The Strategic Planning Committee (SPC) will comprise county staff and one Board member to evaluate proposals, interview finalists, and make a recommendation.
  • The primary place of performance should be the Consultant's facility on the Olympic Peninsula or nearby, minimizing travel costs.

Financials

  • Fiscal Impact: Unknown; a mid-biennium review and supplemental budget request will be submitted later to cover the cost once proposals establish the price.
  • Local travel expenses (including parking) for the Consultant are not the responsibility of the County.

Alternatives

  • None specified.

Community Input

  • The process requires development and implementation of techniques to promote public involvement designed to engage the community, stakeholders, and leadership throughout the process.

Timeline

  • September 1, 2022: RFP Issued.
  • September 30, 2022 (5:00 PM PST): Proposal Deadline.
  • October 14, 2022: Proposals Reviewed/Evaluated by Selection Committee.
  • October 25-28, 2022: In-person Applicant Interviews for Finalists.
  • November 8 - 21, 2022: Selection Committee Recommendation and Board Approval of Contract.
  • November 21, 2022: Contract Executed.
  • Project Period of Performance: Anticipated 9 months.

Next Steps

  • The Board approved the issuance of the attached RFP (Consent Agenda Item 11).

Sources

  • Mark McCauley - County Administrator

Topic Summary

Jefferson County requested approval to sign a letter of support for a grant application submitted by the Pacific Northwest National Laboratory (PNNL) to the Department of Energy (DOE) regarding marine energy (ME) and microgrids. The project aims to develop a framework for valuing the benefits of ME integration into microgrids to support resilience and decarbonization in coastal communities, with the North Olympic Development Council (NODC) providing vital outreach.

Key Points

  • The grant application is entitled, "Framework for Building Grid Resiliency of Coastal Communities using MRE-Based Microgrids."
  • The goal is to leverage marine energy technologies into microgrids to support energy resilience in coastal and island communities that are prone to frequent weather-driven outages.
  • PNNL will develop a standardized methodology for valuing the benefits of ME, addressing the current lack of such a framework.
  • The project will evaluate how different renewable resources, including ME, can support critical loads when disconnected from the larger grid (microgrid analysis).
  • Jefferson County, as an NODC member, is interested in exploring opportunities for using marine resources to meet energy needs, decarbonize energy use, and enhance resilience.
  • The NODC will perform outreach to determine community needs and priorities for evaluating resource trade-offs.

Financials

  • Fiscal Impact: None specified for the County.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • None specified.

Next Steps

  • The Board approved signing and sending the letter of support for the grant application (Consent Agenda Item 12).
  • Jefferson County will act in an advisory role with the objective of guiding project direction.

Sources

  • Kate Dean - Commissioner
  • North Olympic Development Council (NODC)
  • Pacific Northwest National Laboratory (PNNL)
  • Simon Gore - Technology Manager, Water Power Technologies Office, Department of Energy

Topic Summary

The Board of County Commissioners considered the appointment of Kevin Wooley as the Quilcene Historical Museum Representative to the Lodging Tax Advisory Committee (LTAC) for an unexpired three-year term set to expire on July 23, 2024. This appointment follows the resignation of the previous representative, Larry McKeehan.

Key Points

  • The appointment is for an unexpired term on the LTAC.
  • Kevin Wooley, a retired Boeing Engineer Manager of 38 years, requested the appointment, representing the Quilcene Historical Museum.
  • The term will expire on July 23, 2024.
  • The change follows the resignation of Larry McKeehan on August 1, 2022.

Financials

  • None specified.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • Previous representative's resignation: August 1, 2022.
  • Term expiration: July 23, 2024.

Next Steps

  • The Board approved the Advisory Board Appointment (Consent Agenda Item 13).

Sources

  • Adiel McKnight - Executive Assistant
  • Kevin Wooley - Appointee (Quilcene Historical Museum Representative)
  • Larry McKeehan - Resigning representative

Lease Agreement for Caswell-Brown Village Site (OlyCAP)

Topic Summary

The Board discussed the execution of a 42-year lease with Olympic Community Action Programs (OlyCAP) for the Caswell-Brown Village Site (Assessor tax parcel 001162001) to support facilities for the unhoused population. The long lease term is required by Washington Department of Commerce for OlyCAP to secure a grant for Phase 3 construction (permanent supportive housing). The draft lease was prepared without a purchase option, following earlier BOCC direction.

Key Points

  • The Leased Premises are approximately 21.81 acres of unoccupied land southeast of the intersection of SR 20 and Mill Road, excluding the Larry Scott Trail and public roads right-of-way.
  • Purpose of Lease: To control the premises solely for OlyCAP to develop or operate facilities for emergency shelter, transitional housing, and permanent supportive housing for Unhoused Persons (defined using RCW 36.70A.030(19) and 42 U.S. Code § 11302).
  • The lease is required for OlyCAP to apply for a grant from the Washington Department of Commerce for Phase 3 construction.
  • The Department of Commerce grant requires OlyCAP to have control of the site for at least forty (40) years.
  • The County reserves the right to inspect the premises (with 24-hour notice, unless emergency).
  • OlyCAP must not interfere with the use of the Larry Scott Trail or Rights-of-Way for Public Roads; however, routine crossing by resident, staff, and service vehicles does not qualify as interference.
  • OlyCAP must comply with the County’s noise ordinance (Chapter 8.70 JCC) and not create a nuisance (JCC 19.10.015(36)).

Financials

  • Term of Lease: 42 years after the Effective Date.
  • Base Rent: $10.00 annually.
  • Additional Rent: Any amount the County must pay from fees or taxes arising from OlyCAP’s activities.
  • Fiscal Impact (Unknown): If the lease is entered into, the County effectively loses the rental or development value of the leased premises for 42 years, balanced by gaining a location to shelter the unhoused.

Alternatives

  • The Commissioners previously agreed to present a lease without an option to purchase, following a workshop on August 1, 2022.
  • The Board discussed delegating authority to the County Administrator if OlyCAP requires the lease approval before the next regular meeting (September 6).

Community Input

  • Three public comments were received on this topic during the morning session.
  • The Board expressed a desire to remove a proposed buffer for the Larry Scott Trail after discussion and public comments.

Timeline

  • Management Agreement Start: September 10, 2021.
  • OlyCAP requested the lease document be finalized and approved by the County by the end of August 2022 for its grant application deadline.

Next Steps

  • The Board agreed to hold a Special Meeting on Friday, August 26, 2022, at 9:00 a.m. for 30 minutes to review and take action on the OlyCAP lease.

Sources

  • Mark McCauley - County Administrator
  • Chief Civil Deputy Prosecuting Attorney Philip Hunsucker
  • Washington Department of Commerce
  • Larry Scott Trail
  • RCW 36.70A.030(19), 42 U.S. Code § 11302, Chapter 8.70 JCC, JCC 19.10.015(36)

Parks, Recreation, Open Space and Trails Comprehensive Plan Workshop

Topic Summary

Jefferson County Public Works conducted a workshop presentation on the proposed 2022 update to the Parks, Recreation, Open Space and Trails (PROS Plan) Comprehensive Plan. This update is necessary for compliance with the Growth Management Act (GMA) and maintains the County's eligibility for Washington State Recreation and Conservation Office (RCO) grants. The update incorporates public input, demographics, and planning in response to increased park usage.

Key Points

  • The PROS Plan update builds upon the 2015 plan and is required long-range planning under the GMA. It is adopted by reference in the Jefferson County Comprehensive Plan.
  • Benefits include coordinating strategic efforts, setting priorities, planning for public involvement, building and defending budgets, and qualifying for state RCO grants.
  • Identified Needs:
    • Activity specific facilities (athletic fields, playground improvements, pickleball, bicycle pump track).
    • Adapt, improve, and expand campgrounds.
    • Land bank acquisition in Chimacum/Hadlock/Irondale and along the Quilcene River.
    • Non-motorized trails (multi-use regional, local/hyperlocal, pedestrian/bicycle/horse, mountain bike specific).
    • Forestry protocols in existing parks, ADA improvements, and outdoor event/class/program space.
  • Fundamental Message: The County must meet demand while staying strategic, prioritize preventative maintenance and capital repair ("save what we have"), and incrementally improve/enhance facilities.
  • Park Use Trends: An average annual increase of 18.28% in usage metrics (toilets/trash, road counts, campgrounds) from 2009-2021, meaning park use roughly doubles every 4.2 years.
  • The Jefferson County Parks and Recreation Advisory Board (JCPRAB) formally recommended the updated plan on August 4, 2022, after six years of work, including partner outreach, tours, and plan review.

Financials

  • Fiscal Impact: Costs associated with the plan update are limited to previously budgeted staff time, supported by the efforts of the JCPRAB volunteers.
  • The plan includes updating the Capital Improvement Plan (CIP).

Alternatives

  • None specified.

Community Input

  • Three public comments were received during the workshop session.

Timeline

  • JCPRAB Motion to Recommend Adoption: August 4, 2022 (Unanimous Vote).
  • Workshop with BoCC: August 22, 2022.
  • Proposed Public Hearing and Possible Adoption: September 26, 2022, at 10:30 a.m.
  • Proposed Second Hearing (if required) and Adoption: October 17, 2022.
  • Certify and Transmit to RCO: Expected November 2022.

Next Steps

  • The Board will review the updated plan and provide comments and suggestions in a workshop format.
  • Revisions are to be made based on BOCC input ahead of the scheduled public hearing.

Sources

  • Monte Reinders, PE - Public Works Director/County Engineer
  • Matt Tyler - Public Works, Parks and Recreation Manager
  • Eric Kuzma - Public Works Assistant Director
  • Jefferson County Parks and Recreation Advisory Board (JCPRAB)
  • Recreation and Conservation Office (RCO)

Proposed 12th Temporary COVID-19 Policy (Resolution No. 41-22)

Topic Summary

The Board approved Resolution No. 41-22, adopting the 12th Temporary COVID-19 Policy based on new CDC guidance and the continued state of emergency. This resolution updates Isolation and Quarantine rules for employees, outlines requirements for hybrid public meetings, and maintains the framework for departmental COVID-19 Prevention Programs and temporary paid administrative leave enhancements.

Key Points

  • The policy acknowledges that Omicron subvariants are highly contagious and can evade vaccine immunity, but the risk of high hospitalization levels has diminished.
  • Isolation/Return to Work: Employees with COVID-19 must isolate for at least 5 full days. They may return after isolation if they test negative on an antigen test, but must mask for 5 additional days if symptoms are reduced. If they continue to test positive or refuse to test, they must complete a full 10 days of isolation.
  • Close Contacts: Department directors shall encourage employees who are close contacts to mask or work from home for five days, if feasible.
  • Hybrid Meetings: The Board determined that in-person attendance at hybrid open public meetings can only be held if the COVID-19 risk is "Very Low, Low or Moderate" per the Jefferson County Public Health dashboard at the time the agenda is advertised. Otherwise, meetings remain virtual-only.
  • Face Coverings (Employees): Face coverings are recommended indoors. They are required only when mandated by state/federal law (e.g., healthcare, corrections) or by a department's specific written COVID-19 Prevention Program.
  • Temporary Paid Administrative Leave (PAL) Enhancement (Section 3): Using the HR-developed form:
    • Department directors may approve up to 40 hours of PAL total (per employment) for employees sick/quarantining due to COVID-19 (or caring for a child who is).
    • Workers who cannot work remotely may be approved for up to an additional 40 hours of temporary paid leave.
    • Up to 8 hours of PAL may be granted for vaccination or booster dose and recovery.
    • PAL shall only be used when remote work is not possible.

Financials

  • Fiscal Impact: Unknown. The policy implements temporary paid administrative leave enhancements, the cost or duration of which is not quantified.

Alternatives

  • None specified.

Community Input

  • None were received during the discussion on this item.

Timeline

  • Resolution No. 41-22 is effective at 12:01 a.m. on September 23, 2022.
  • The policy remains in effect during the declared state of emergency.

Next Steps

  • Commissioner Dean moved, and the Board unanimously approved Resolution No. 41-22 with the addition of one "Whereas" statement.
  • The resolution repeals and replaces Resolution 42-24-22.

Sources

  • Chief Civil Deputy Prosecuting Attorney Philip Hunsucker
  • Sarah Melancon - Human Resources Director
  • Centers for Disease Control and Prevention (CDC)
  • Washington State Department of Labor & Industries (L&I) Requirements and Guidelines for Preventing COVID-19 (effective April 21, 2022)
  • RCW 38.52.070(2)
  • Resolution No. 41-22

Opioid Litigation Settlement Allocation (August 15, 2022 Minutes)

Topic Summary

Chief Civil Deputy Prosecuting Attorney Philip Hunsucker briefed the Board regarding the allocation of the Washington State $430 million settlement with AmerisourceBergen Corp., Cardinal Health Inc., and McKesson Corp. related to the opioid crisis. Jefferson County is set to receive $807,231.89, which will be distributed by Salish Behavioral Health for opioid abatement efforts.

Key Points

  • Washington State reached a $430 Million settlement with three major distributors: AmerisourceBergen Corp., Cardinal Health Inc., and McKesson Corp.
  • Jefferson County's specific allocation is $807,231.89.
  • The funds are designated for opioid abatement.
  • The distribution of these funds is to be managed through Salish Behavioral Health.

Financials

  • Jefferson County Allocation: $807,231.89.
  • Total State Settlement: $430 Million.

Alternatives

  • None specified.

Community Input

  • Two comments were received from the public during the discussion on this allocation.

Timeline

  • None specified.

Next Steps

  • The Board unanimously approved the Allocation Agreement between the State of Washington and Washington local governments, including the Subdivision Settlement participation form.

Sources

  • Chief Civil Deputy Prosecuting Attorney Philip Hunsucker
  • AmerisourceBergen Corp., Cardinal Health Inc., McKesson Corp. (Distributors)
  • Salish Behavioral Health

Funding Commitment to Evans Vista Neighborhood Project (August 15, 2022 Minutes)

Topic Summary

Following a workshop presentation by City of Port Townsend staff on the Evans Vista Neighborhood Project, the Board committed $500,000 in federal revenue sharing dollars towards the project, contingent upon the total federal revenue sharing funds received exceeding $1.5 million. The original motion to commit the funds was withdrawn due to uncertainty regarding the security of the revenue sharing dollars.

Key Points

  • The City of Port Townsend presented on the Evans Vista Neighborhood Project (affordable and workforce housing).
  • Federal revenue sharing dollars were considered as the funding source for the County's commitment.
  • The funding commitment is expressly contingent: Jefferson County commits $500,000 only if the Federal revenue sharing dollars received are greater than $1.5 Million.

Financials

  • County commitment: $500,000.
  • Source requirement: Federal revenue sharing dollars must exceed $1.5 Million.

Alternatives

  • Commissioner Brotherton initially moved to commit $500,000 outright but withdrew the motion due to concerns about funding uncertainty.

Community Input

  • One comment was received during the workshop section of the meeting regarding this project.

Timeline

  • None specified.

Next Steps

  • The contingent motion was approved by a unanimous vote.

Sources

  • John Mauro - City of Port Townsend Manager
  • Emma Bolin - City of Port Townsend Planning and Community Development Director
  • Steve King - City of Port Townsend Public Works Director

Update on Washington State Department of Natural Resources (DNR) 2nd Quarter County Income

Topic Summary

The DNR presented the 2nd Quarter County Income Report showing revenue distributions and accrued values from state forestlands managed within Jefferson County. As of June 30, 2022, the accrued revenue for the calendar year was $25,763.00, with a net value of timber currently under contract totaling $2,385,225.37.

Key Points

  • DNR manages over 600,000 acres of state forestlands in 21 counties, generating revenue for counties and local services.
  • Jefferson County has a total of 14,722 state forestland acres (14,706 State Forest Transfer lands and 16 State Forest Purchase lands).
  • State Forest Transfer Lands revenue is distributed based on RCW 79.64.110.
  • State Forest Purchase Lands revenue is allocated as follows: 26.5% to the county, 50% to DNR for management, and 23.5% to the State General Fund.
  • Lump Sum Sales: Two sales (Mt Jupiter Access and Bolton Rehab) show an estimated total sale value of $451,225.37 distributed to the County, all of which has been fully distributed as of 6/30/2022.
  • Sort Sales: Eight Taylor Downhill Sort contracts show an estimated total net sale value of $1,934,000.00 distributed to the County, all of which has been fully distributed as of 6/30/2022.

Financials

  • Revenue Distributed in Q2 2022 (April 1 - June 30): $1,584.34 (All revenue: timber and non-timber).
  • All Revenue Accrued YTD 2022 (as of June 30): $25,763.00.
  • Net Value of Timber under contract (as of June 30, 2022): $2,385,225.37 (Estimated remaining net value to be distributed is $2,365,225.37).

Alternatives

  • None specified.

Community Input

  • The Chair noted that written comments were received concerning local timber sales.

Timeline

  • Lump Sum contract end dates (Mt Jupiter Access, Bolton Rehab) are estimated for 10/31/2023.
  • Sort Sales contract end dates (Taylor Downhill Sorts 1-8) are 4/28/2023.

Next Steps

  • No action required; this was an update report.

Sources

  • Mona Griswold - DNR Regional Manager
  • Drew Rosanbalm - DNR State Lands Assistant
  • Jeff Chapman - Assessor
  • Stacie Prada - Treasurer
  • RCW 79.64.110

COVID-19 and Monkey Pox (MPV) and Emergency Management Update

Topic Summary

Dr. Allison Berry, Public Health Officer, and Willie Bence, Emergency Management Director, provided an update on public health issues, including circulating viruses (COVID-19 and MPV) and emergency preparedness measures, covering operational updates like mass vaccination plans and future board meeting formats.

Key Points

  • Dr. Allison Berry provided information on COVID-19 and MPV circulating in Jefferson County.
  • Willie Bence discussed Omicron boosters and future mass-vaccination clinics.
  • Following discussion with Dr. Berry, the Commissioners agreed to initiate hybrid meetings starting the following month (September), transitioning from virtual-only.

Financials

  • None specified.

Alternatives

  • The Board opted to move to hybrid meetings over maintaining virtual-only meetings.

Community Input

  • None specified.

Timeline

  • The next regular BOCC meeting is scheduled for Tuesday, September 6 (due to the 5th Monday holiday), and it will be a hybrid meeting.

Next Steps

  • Implement plans for Omicron booster mass vaccination clinics.
  • Transition to hybrid BOCC meetings starting September 6.

Sources

  • Dr. Allison Berry - Public Health Officer
  • Willie Bence - Emergency Management Director
  • Chair Heidi Eisenhour

Lodging Tax Advisory Committee (LTAC) Appointment (Morning Session)

Topic Summary

The Board approved the advisory board appointment of Kevin Wooley as the Quilcene Historical Museum Representative to the Lodging Tax Advisory Committee (LTAC) for an unexpired term ending July 23, 2024.

Key Points

  • The appointee is Kevin Wooley, representing the Quilcene Historical Museum.
  • The term is three years, unexpired, set to end July 23, 2024.
  • This was approved as part of the Consent Agenda.

Financials

  • None specified.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • Term expires: July 23, 2024.

Next Steps

  • The appointment process is complete.

Sources

  • Kevin Wooley - Appointee

Work Status of the Olympic Discovery Trail (ODT) (August 15, 2022 Minutes)

Topic Summary

A workshop was held with Public Works staff and members of the Peninsula Trails Coalition (PTC) to provide a status update on the Olympic Discovery Trail (ODT) within Jefferson County.

Key Points

  • Attendees included Public Works Assistant Director Eric Kuzma, Engineer John Fleming, Peninsula Trails Coalition members Jeff Bohman and Jeff Selby, and North Kitsap Trails Association Vice President Don Willott.
  • The content of the status update was not provided in the document extract, only the attendees and the topic.

Financials

  • None specified.

Alternatives

  • None specified.

Community Input

  • One public comment was received during the workshop.

Timeline

  • None specified.

Next Steps

  • None specified.

Sources

  • Eric Kuzma - Public Works Assistant Director
  • John Fleming - Engineer
  • Jeff Bohman - Peninsula Trails Coalition (PTC)
  • Jeff Selby - PTC Member
  • Don Willott - North Kitsap Trails Association Vice President

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