PACKET: Commissioners Meeting at Mon, Sep 19, 09:00 AM

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Port Hadlock Wastewater Project - Change Order #1

Topic Summary

Jefferson County Public Works Department is requesting approval for Change Order No. 1 to the contract with Ovivo USA, LLC for the Port Hadlock Wastewater Project. The change order adds $6,098 to the original contract price to accommodate a larger Waste Activated Sludge (WAS) pump. This upgrade is necessary to implement sludge thickening in the treatment process, which is anticipated to result in operational cost savings.

Key Points

  • The change order modifies the contract with Ovivo USA, LLC, the seller supplying the Membrane Bioreactor (MBR) wastewater treatment plant equipment.
  • The reason for the change is the need for a larger WAS pump to support the addition of sludge thickening to the wastewater treatment process.
  • Sludge thickening was determined by the County and its engineers post-bid to provide operational cost savings for the treatment process.
  • Ovivo's scope of supply includes providing a new WAS pump capable of 25-40 gpm, fully installed and integrated on the MicroBLOX skid.
  • The change does not affect the Contract Times (Substantial Completion or Ready for Final Payment dates).
  • Delivery of the new pump will be procured with the rest of the project equipment and delivered integrated on the microBLOX skid.
  • The change notice defines the pump specifications, including a rated power of 1.4 BHP and a pump speed of 215 RPM.

Financials

  • Increase this Change Order: $6,098 (One-time, material cost price differential and labor to integrate/update documentation)
  • Original Contract Price: $1,395,158 + WSST
  • New Contract Price incorporating this Change Order: $1,401,256 + WSST
  • Funding Source: State Dept. of Commerce revenue dedicated to this project.
  • Cost/Benefit: The change is expected to yield an operational cost savings for the treatment process, offsetting the initial $6,098 cost.
  • Payment Schedule: 100% of the change order (additional $6,098) is proposed to be paid upon delivery of the updated drawing and documentation package.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2022-07-22: Date Change Order No. 1 issued by Ovivo/Engineer.
  • 2022-09-09: Change Order accepted by Ovivo USA, LLC.
  • Proposed: Updated drawing and documentation package delivery (payment trigger).

Next Steps

The Public Works Department recommends that the Board sign Change Order No. 1 and return all three originals to Public Works for further processing.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark McCauley - County Administrator
  • Ovivo USA, LLC - Seller (Eric Schaefer, Project Manager)
  • Tetra Tech, Inc. - Engineer (referenced on Change Order header)
  • WASDOT - Washington State Sales Tax
  • State Dept. of Commerce (funding source)

Elimination of Jefferson County Emergency Road Reserve Fund (Fund 181)

Topic Summary

The Board of County Commissioners (BoCC) is considering Resolution No. 43-22 to inactivate Fund 181, the Jefferson County Emergency Road Reserve Fund. This action is proposed because the fund has been inactive in terms of new revenue for many years, adding unnecessary complexity to the county's accounting procedures. The remaining balance of the fund would be transferred to Fund 180, County Roads.

Key Points

  • Fund 181, the Jefferson County Emergency Road Reserve Fund, was established to cover costs of road-related emergencies.
  • The fund has had no revenue activity besides investment interest for many years.
  • Emergent and emergency road issues have been managed effectively using Fund 180 (County Roads) for a long time.
  • Maintaining separate inactive funds adds unnecessary complexity to the accounting landscape.
  • The attached resolution directs the Jefferson County Auditor to inactivate Fund 181 and directs the Treasurer to move all funds to Fund 180 upon inactivation, deducting any outstanding investment management fees.

Financials

  • Current balance in Fund 181: $2,599.19
  • Fiscal Impact: There is no net fiscal impact to the County, as the action only moves funds from Fund 181 to Fund 180 (County Roads).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2022-09-19: Resolution No. 43-22 placed on Consent Agenda for potential approval/enactment.

Next Steps

The Board of County Commissioners is asked to approve the resolution to inactivate Fund 181.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark McCauley - County Administrator

Grant Agreement for Upper Hoh Road Mitigation Work

Topic Summary

Jefferson County Public Works proposes executing a grant agreement with the FHWA-Western Federal Lands Highway Division (WFLHD) for $25,000 to conduct revegetation and vegetation mitigation necessary to support the broader Upper Hoh Road/Olympic National Park Federal Lands Access Program (FLAP) Project. The mitigation work, which requires no local match, is needed to comply with the USACE permit NWS-2015-229. Jefferson County will primarily coordinate the work with The Nature Conservancy (TNC) and/or its contractor.

Key Points

  • The agreement covers mitigation work related to the Upper Hoh River Road Phase 2 (WA JEFF 91420(1)) FLAP Project.
  • The purpose is to complete revegetation and vegetation mitigation tasks required by the USACE permit NWS-2015-229.
  • Jefferson County will hire and coordinate with The Nature Conservancy (TNC) and/or its contractor to accomplish the required tasks.
  • Mitigation work includes project management, planting (material, transport, labor, equipment), and selective brush/thinning.
  • The County is responsible for identifying native local species in cooperation with USFS, TNC, and the National Park Service and for obtaining landowner permission for investigation on private property.
  • The UHRR project involves bank stabilization and replacing/improving three existing bridge or culvert locations between mileposts 3.7 and 10.2 to prevent the road from washing away and ensure safe access.
  • The total estimated cost of the overall UHRR project is $20,381,150 (excluding R/W costs provided by the County).
  • The overall FLAP project funding totals $15,080,803 available, with an anticipated shortfall of $5,300,347 compared to the current anticipated project cost ($20,443,635).
  • Responsibility for R/W acquisition and easements rests with Jefferson County.
  • Upon project completion, the County accepts maintenance responsibilities, including permit monitoring and maintenance, some of which may be cost-shared with WFL via a cooperative agreement.

Financials

  • Grant Agreement Amount: $25,000 (100% Federal funding for mitigation work).
  • Funding Source: Federal Lands Access Program (CFDA No. 20.224), specifically from the FHWA-Western Federal Lands Highway Division (WFLHD).
  • Recipient Share/Matching Requirement: $0.
  • Overall UHRR Project Budget Breakdown (Anticipated Cost: $20,381,150*):
    • Preliminary Engineering: $2,300,000
    • Construction (Base): $9,530,000
    • Tower Creek Bridge: $3,310,185
    • Canyon Creek Bridge: $3,172,433
    • Construction Engineering: $1,021,000
    • Construction Modifications (Contingency): $1,000,000 *Excludes R/W expenditures provided by Jefferson County.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2013-11-18: Program Decision Committee approved the overall UHRR project.
  • 2022-09-01 to 2023-04-15: Period of Performance for the mitigation grant agreement.
  • Prior to installation: Approved native plant list and temporary access agreement deliverables are due.
  • Upon completion of work: Site photos of planting and selective clearing are due.
  • Ongoing: Monthly updates on planting progress and invoices with reimbursement requests required.

Next Steps

Public Works recommends the Chairman of the Board sign the WFLHD Project grant agreement and four supplemental documents.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark Thurston, P.E. - Project Manager (Jefferson County Primary Contact)
  • Mark McCauley - County Administrator
  • U.S. Department of Transportation, Federal Highway Administration, Western Federal Lands Highway Division (FHWA-WFLHD)
  • USACE permit NWS-2015-229
  • 23 U.S.C. Section 204 (Legislative Authority)
  • Olympic National Park (Partner; FLMA)
  • John Davis, Agreement Officer’s Representative (AOR - FHWA)
  • Genise Dance, Financial Contact (FHWA)

Public Health Agreement Amendment: Tobacco, Vapor, and Marijuana Prevention

Topic Summary

Jefferson County Public Health (JCPH) is seeking approval for Amendment No. 1 to the Professional Services Agreement with Kitsap Public Health District (KPHD). The amendment increases funding by $70,000, raising the total compensation to $124,761, to develop and implement coordinated prevention strategies for tobacco, vapor, and marijuana product use among youth in Jefferson and Clallam Counties. The purpose of the Amendment is to adjust funding due to increased Tobacco funding received by KPHD from the Washington State Department of Health (WSDOH).

Key Points

  • JCPH serves as a subrecipient of KPHD under the WSDOH-funded Youth Cannabis & Commercial Tobacco Prevention Program (YCCTPP).
  • JCPH's specific purpose is to develop and implement coordinated prevention/intervention strategies to reduce tobacco and marijuana use by youth in Jefferson County, now expanded to Clallam County under the amendment.
  • The Amendment adds $70,000 to the original contract amount ($54,761), making the new total $124,761.
  • The additional funds will cover direct labor, materials, and other direct costs.
  • The new scope (Attachment A-1) specifies goals aligned with Washington State, including reducing tobacco-related disparities, preventing youth e-cigarette use, promoting dependence treatment, and eliminating exposure to secondhand smoke/e-cigarette emissions.
  • A detailed workplan specific to Jefferson & Clallam Counties will be developed by JCPH and KPHD by August 15, 2022.
  • JCPH must monitor progress, submit one monthly narrative and data report (for both counties' tobacco work) to KPHD by the 5th of every month, and submit monthly invoices by the 20th that include supporting documentation.

Financials

  • Additional Funding (Increase): $70,000 (One-time, within the service period).
  • Total Contract Compensation: $124,761.
  • Funding Source: Fully funded by Kitsap Public Health District through Washington State Department of Health regional tobacco funding.
  • Budget Breakdown of Additional $70,000:
    • Staff Salary: $33,796
    • Benefits: $8,366
    • Indirect (Rate: 29.23%): $9,879
    • Goods & Services: $5,057
    • Mileage: $4,902
    • Travel/Training: $8,000
  • Staff time is split across Jefferson and Clallam Counties: Megan C (6 hr. wk. Clallam), Laura T (5 hr. wk. Jefferson), Karen O (8 hr. wk. Jefferson).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2022-07-01: Effective date of the initial Contract and the Amendment.
  • 2023-02-01: Deadline to report midterm progress to the Regional Coordinator and conduct a mid-year workplan re-evaluation.
  • 2023-06-30: End of the Period of Performance for the Agreement (July 1, 2022 – June 30, 2023).
  • 2023-07-01: Final Expenditure Report and Request for Reimbursement due.

Next Steps

JCPH management requests approval of Amendment No. 1 to the Professional Services Agreement.

Sources

  • Apple Martine - Public Health Director
  • Denise Banker - Community Health Director
  • Mark McCauley - County Administrator
  • Kitsap Public Health District (District)
  • Washington State Department of Health (WSDOH)
  • Keith Grellner - Kitsap Public Health District Administrator

2022 Third Quarter Supplemental Budget Appropriations/Extensions

Topic Summary

Jefferson County is proposing a series of supplemental budget appropriations and extensions for various County Departments for Q3 2022, totaling a net budget impact of $1,003,456 across all funds. The expenditures are funded by either unanticipated revenues (grants, fees) or unencumbered monies from prior budget years, addressing needs that could not have been foreseen at the time of the 2022 budget preparation. A public hearing is scheduled for October 3, 2022, to consider these proposed changes.

Key Points

  • Supplemental appropriations are necessary to address unforeseen needs and expenditures funded by grants, fees, sales proceeds, or prior year unexpended monies (RCW 36.40.140).
  • General Fund (001) Net Impact: $53,670 increase ($251,381 Revenue vs. $305,051 Expenditure).
  • Other Funds Net Impact: $949,786 increase ($257,147 Revenue vs. $1,206,933 Expenditure).
  • Total Q3 Appropriation Net Impact: $1,003,456.

Financials

Fund Fund Name Revenue (One-Time) Expenditure (One-Time) Expenditure (On-Going) Net Budget Impact Key Request/Reason
001-050 Clerk 148,684 188,684 - 40,000 Blake Decision LFO Reimbursement Grant and Microfilm conversion.
001-068 Community Services - 7,669 - 7,669 Fulfills OlyCAP and Fairgrounds contract amounts.
001-080 District Court 48,200 48,200 - - Grant for audio and visual system upgrade.
001-180 Sheriff 54,497 54,497 - - Navigator Grant award (July-Dec 2022).
001-250 Treasurer - - 6,001 6,001 Restores $6,001 to Clerk Hire account due to administrative error.
105 Auditor's O&M 4,400 4,400 - - Covers higher-than-quoted records charges from State Archives.
108 Cooperative Extension - 4,459 - 4,459 Training overlap time for new Administrative Assistant-Lead.
109 Noxious Weed - 1,000 - 1,000 Training funds for new Noxious Weeds Coordinator.
127 Public Health 114,048 292,113 - 178,065 Funds OSS Repair cost share, Energov software, grant expenses across divisions.
143 Community Development 117,299 117,299 - - Accounts for unbudgeted 2022 grants (FCAA, SEA Level Rise, Shore User) and new EnerGov licenses.
147 Federal Forest Title III - 100,000 - 100,000 Anticipated funds for a consultant to create a Fire Protection Procedure.
149 Homeless Housing - 23,078 - 23,078 Funds Bayside Shelter grant expenditures (remaining 2020-2023 contract funds).
174 Parks & Recreation - 44,114 - 44,114 Covers various maintenance, repairs (septic, Regrading), security (JCSO), and equipment (mower).
304 HJC Jump! - 235,000 - 235,000 Expenses originally budgeted for 2023 are occurring in 2022 (Improvements).
401 Solid Waste - 143,500 - 143,500 Addresses Long Haul contract increases (tonnage/CPI) and yard waste fee increases.
403 Solid Waste Equip Reserve - 400 - 400 Increase operating transfer to cover Treasurer's Financial Services Fees due to rising interest rates.
505 Employee Benefit Reserve - 220,170 - 220,170 Covers higher-than-anticipated payouts for employee retirements (6 long-term employees retiring by 12/31/22).
506 Information Services 21,400 21,400 - - Funds GEMS software update to extend use until Munis implementation.

Alternatives

None specified.

Community Input

  • Written testimony is invited from September 21, 2022, until the end of the public hearing on October 3, 2022.

Timeline

  • 2022-09-21 & 2022-09-28: Hearing Notice published in the Port Townsend Leader.
  • 2022-10-03 @ 10:30 a.m.: Public Hearing scheduled to consider the appropriations/extensions.
  • 2023-06-30: Deadline for the County Clerk to claim AOC funding for Blake Decision LFO refunds.
  • 2022 (Late Q3/Q4): District Court upgrade contract with JAVS expected, funded by AOC grant.
  • 2022 (Year-end): Bayside Housing anticipates using all contracted funds.

Next Steps

The Board is requested to approve the resolution necessary to publish notice for the October 3, 2022 public hearing.

Sources

  • Adiel McKnight - Executive Assistant
  • Ruth Gordon - Jefferson County Clerk
  • Washington State Administrative Office of the Courts (AOC)
  • Brian Gleason - Jefferson County District Court Program Manager
  • Mark McCauley - County Administrator
  • Rose Ann Carall - Auditor
  • Various unnamed Department Heads
  • RCW 36.40.140 (Authority for supplemental budgets)

County Clerk Request: Blake Decision LFO Refund Appropriation

Topic Summary

The County Clerk, Ruth Gordon, requests a budget appropriation of $148,684 from the Blake Decision LFO Reimbursement Grant to cover the costs of refunding Legal Financial Obligations (LFOs) paid by defendants unconstitutionally convicted of drug possession. This appropriation adds one-time funding and expenditure authority within the General Fund.

Key Points

  • The request is pursuant to a budget proviso passed by the Washington State Legislature following the Blake decision (which invalidated the state's simple drug possession law).
  • The Administrative Office of the Courts (AOC) earmarked $148,684 to reimburse Jefferson County for LFO refunds advanced by the County.
  • These funds must be claimed from the AOC prior to June 30, 2023.
  • The funds will be credited to the Clerk's LFO refund budget line (Fund 001).

Financials

  • Revenue (One-time Appropriation): $148,684.00 (Blake Decision LFO Reimbursement Grant)
  • Expenditure (One-time Appropriation): $148,684.00 (LFO Refunds)
  • Current Budget (Revenue and Expenditure line): $45,299.57
  • Amended Budget (Revenue and Expenditure line): $193,983.57
  • Net Budget Impact: Zero (revenue equals expenditure).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2023-06-30: Deadline for the County to claim the reimbursement funds from AOC.

Next Steps

The Clerk requests the Board credit this additional spending authority to the Clerk's LFO refund budget line as part of the Q3 supplemental budget process.

Sources

  • Ruth Gordon - Jefferson County Clerk
  • Administrative Office of the Courts (AOC)
  • Washington State Legislature (budget proviso)

County Clerk Request: Superior Court Microfilm Digital Conversion

Topic Summary

The County Clerk, Ruth Gordon, is requesting a one-time General Fund appropriation of $40,000 to cover the expansion of a contract with MODUS Technology, Inc. to digitally convert all 526 rolls of Superior Court microfilm records. This project, initially scoped only for 111 rolls related to drug conviction cases (paid by the AOC), is deemed cost-effective for permanent record preservation and would eliminate a recurring $2,000 annual licensing fee for the microfilm viewer.

Key Points

  • Superior Court records spanning from the 1990s back to territorial days are stored on 526 microfilm rolls, which are cumbersome to access and degrade over time.
  • The AOC agreed to fund the digital conversion of 111 relevant rolls specifically for identifying drug conviction cases (related to the Blake decision).
  • MODUS Technology, Inc., the current contractor, has agreed to amend their contract to convert all records at a cost-effective rate (below a second bid received).
  • Completion of the digital conversion would eliminate a $2,000 annual licensing fee for the county's microfilm viewer.
  • The requested funding is sought as a one-time appropriation from the General Fund.

Financials

  • Expenditure (One-time Appropriation): $40,000.00 (for MODUS Technology, Inc. contract expansion)
  • Funding Source: General Fund (requested appropriation).
  • Cost Savings: $2,000 annual savings by eliminating the microfilm viewer licensing fee.
  • Original budget for object code CL51230.310000 (Office and Operating Expenses): $6,181.00.
  • Amended budget (with appropriation): $46,181.00.

Alternatives

None specified.

Community Input

None specified.

Timeline

None specified.

Next Steps

The Clerk requests the appropriation from the General Fund to preserve the permanent records.

Sources

  • Ruth Gordon - Jefferson County Clerk
  • Administrative Office of the Courts (AOC)
  • MODUS Technology, Inc. (Contractor)

Community Services Request: Contract Appropriation

Topic Summary

The Community Services Department (General Fund 068) is requesting a budget appropriation of $7,668.27 to fulfill the County's contractual obligations for the 2022 contracts with OlyCAP Community Centers and the Jefferson County Fairgrounds.

Key Points

  • The department needs additional appropriation to meet the total contract amounts for two entities.
  • The OlyCAP Community Centers 2022 contract amount is $168,447.00 (requesting $6,445.00 appropriation).
  • The Jefferson County Fairgrounds 2022 contract amount is $10,927.27 (requesting $1,223.27 appropriation).

Financials

  • Total Expenditure Appropriation (One-time): $7,668.27 (rounded to $7,669 in the summary table).
  • OlyCAP Contract Total: $168,447.00
  • Fairgrounds Contract Total: $10,927.27
  • Funding Source: General Fund (Fund 068) unencumbered balance, as no specific revenue is identified.

Alternatives

None specified.

Community Input

None specified.

Timeline

None specified.

Next Steps

The department requests a budget appropriation to fulfill the contracts.

Sources

None specified.

District Court Request: Audio and Visual System Upgrade Reimbursement Grant

Topic Summary

The District Court is requesting appropriation for an inter-agency reimbursement grant of $48,200 from the Washington State Administrative Office of the Courts (AOC) to upgrade and enhance the court's audio and visual system. The grant is intended to reimburse the county for equipment replacement and installation services contracted through JAVS, minimizing costs related to enhancing the court’s audio and visual systems.

Key Points

  • AOC Interagency Reimbursement Agreement IAA23926 provides up to $48,200 for the project.
  • The grant covers payments made by the Court between July 1, 2022, and June 30, 2023, related to procuring and installing upgraded audio/visual equipment.
  • These funds are intended for equipment and installation services related to the system.
  • The grant award has been signed by AOC and is scheduled for completion (contract with JAVS) in the 3rd and 4th quarters of 2022.
  • District Court is required to submit A-19 invoices to AOC for reimbursement no more frequently than monthly and no less frequently than quarterly.

Financials

  • Revenue (One-time Appropriation): $48,200.00 (Inter-Agency Reimbursement Agreement IAA23926).
  • Expenditure (One-time Appropriation): $48,200.00 (Office and operating supplies for A/V system upgrade).
  • Net Budget Impact: Zero.
  • Total compensation from AOC is capped at $48,200.00.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2022-07-01 to 2023-06-30: Period of Performance for the reimbursement agreement.
  • 2022 (Q3/Q4): New contract for services between JAVS and District Court is forthcoming.

Next Steps

The District Court requests the Board approve the appropriation for the grant funds.

Sources

  • Brian Gleason - Court Program Manager
  • Washington State Administrative Office of the Courts (AOC)
  • Christopher Stanley - AOC Chief Financial and Management Officer
  • Interagency Reimbursement Agreement IAA23926

Sheriff's Office Request: Navigator Grant Appropriation

Topic Summary

The Jefferson County Sheriff's Office (JCSO) is requesting a budget appropriation of $54,497 for the Navigator Grant award covering the period July through December 2022. This appropriation will increase both revenue and expenditure authority within the General Fund.

Key Points

  • The appropriation covers the awarded funds for the Navigator Grant for the second half of fiscal year 2022.
  • The funds will be expended for the purposes outlined in the grant.

Financials

  • Revenue (One-time Appropriation): $54,497.00 (FRT Navigator Grant, July-Dec 2022).
  • Expenditure (One-time Appropriation): $54,497.00 (FRT Navigator Grant expenses).
  • Net Budget Impact: Zero.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2022-07-01 to 2022-12-31: Grant Period Covered.

Next Steps

The Sheriff's Office requests approval for the budget appropriation.

Sources

None specified (Submitted by unnamed Elected Official/Department Head).

Treasurer's Office Request: Restore Clerk Hire Budget Line

Topic Summary

The Treasurer's Office is requesting an appropriation of $6,001 (ongoing) to restore the budgeted amount for the Clerk Hire account in the General Fund (Fund 001.250). The budget line was inadvertently reduced to zero by an administrative data entry error during a previous quarter's appropriation, while the correct remaining budget was intended to be $6,001.

Key Points

  • The approved 2021 budget included $19,001 for Clerk Hire.
  • A Q3 2021 appropriation reduced the request by $13,000, which should have left $6,001 remaining.
  • Administrative data entry incorrectly set the budget line to zero.
  • The Treasurer requests the 2022 budget be restored to the intended amount of $6,001 and that a new account line be created in the new financial system.

Financials

  • Expenditure (On-going Appropriation): $6,001.00 (General Fund 001.250, Clerk Hire position).
  • Funding Source: General Fund (requires appropriation).

Alternatives

None specified.

Community Input

None specified.

Timeline

None specified.

Next Steps

The Treasurer requests the Board restore the 2022 Budget to the correct amount of $6,001.

Sources

None specified (Submitted by unnamed Elected Official/Department Head).

Auditor's Office Request: State Archives Records Fee Increase

Topic Summary

The Auditor's Office (Fund 105 - O&M) is requesting an appropriation of $4,400 to cover higher-than-expected professional services spending. This increase is needed because the actual invoice charges from the State Archives for records requested by a customer were higher than the initial quote provided.

Key Points

  • The revenue for this expenditure comes from customer deposits for recording records.
  • The appropriation covers professional service fees charged by State Archives.
  • The funding source has enough fund balance to cover the additional expenditure.

Financials

  • Revenue (One-time Appropriation): $4,400.00 (Customer Deposit Rcdg Records).
  • Expenditure (One-time Appropriation): $4,400.00 (Professional Services charge by State Archives).
  • Current Budget for Professional Services: $37,000.00.
  • Amended Budget for Professional Services: $41,400.00.
  • Net Budget Impact: Zero.

Alternatives

None specified.

Community Input

None specified.

Timeline

None specified.

Next Steps

The Auditor requests approval for the budget appropriation.

Sources

  • Rose Ann Carall - Auditor
  • State Archives (Service Provider)

WSU Jefferson Extension Request: Administrative Assistant Lead Overlap Training

Topic Summary

WSU Jefferson Extension (Fund 108) is requesting an appropriation of $4,459 to cover salary and benefits for overlap training time for the new Administrative Assistant-Lead. The expense is necessary because the current Administrative Assistant-Lead is retiring on December 29, 2022, requiring a transition period.

Key Points

  • The additional funds are for training overlap time for the incoming Administrative Assistant-Lead.
  • The current Administrative Assistant-Lead's last day of work is December 29, 2022.
  • The funding source (Fund 108) has enough fund balance, since it is a Non-General Fund.

Financials

  • Expenditure (One-time Appropriation): $4,459.00 (Salaries and Benefits).
    • Salary: $3,659.00
    • Benefits: $800.00
  • Funding Source: Fund 108 (Non-General Fund, existing fund balance).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2022-12-29: Last day of work for the current Administrative Assistant-Lead.
  • December 2022: Period requiring training overlap time.

Next Steps

The department requests the appropriation for training and transitionary expenses.

Sources

None specified (Submitted by unnamed Elected Official/Department Head).

Noxious Weeds Control Request: Coordinator Training Funds

Topic Summary

The Noxious Weeds Control Department (Fund 109) is seeking an appropriation of $1,000 to provide training for the new Noxious Weeds Coordinator. Due to current vacant Coordinator and Assistant positions, the department has sufficient unexpended funds to cover this expenditure.

Key Points

  • The $1,000 requested is explicitly for training the newly brought in Noxious Weeds Coordinator.
  • This is an expense under the "Other Services - Misc." object code.
  • The fund balance is sufficient due to the existing vacancies.

Financials

  • Expenditure (One-time Appropriation): $1,000.00 (Training expenses).
  • Current Budget for Other Services - Misc.: $3,550.00.
  • Amended Budget for Other Services - Misc.: $4,550.00.
  • Funding Source: Fund 109 (Non-General Fund, existing fund balance).

Alternatives

None specified.

Community Input

None specified.

Timeline

None specified.

Next Steps

The department requests the budget appropriation to provide training for the new Coordinator.

Sources

None specified (Submitted by unnamed Elected Official/Department Head).

Public Health Requests: Grant Expenses and Software/Operating Costs

Topic Summary

Jefferson County Public Health (Fund 127) is requesting budget appropriations across its Environmental Public Health, Community Health, and Administration Divisions to adjust for anticipated 2022 revenues and expenditures derived from grants and contracts. Key appropriations include funding for a cost-share program, new software licenses (Energov), professional services, and administrative operating costs.

Key Points

  • Environmental Public Health (EPH): Appropriation is based on projected OSS Repair-Abatement Cost Share grant revenue and anticipated expenses, and funds $54,671 for Energov software. The total requested expenditure is $164,087.
  • Community Health (CH): Appropriations reflect increases in Youth Tobacco (Kitsap) and DCYF-NFP grants, supporting professional services, memberships, and operating costs. Total requested expenditure is $69,721.
  • Administration: Appropriations reflect unanticipated Covid-Workforce Cap grant revenue to fund professional services, advertising, and operating costs. Total requested expenditure is $58,305, with $32,155 covered by the Covid-Workforce Cap grant.

Financials

Division Revenue (One-time) Revenue Source Expenditure (One-time) Net Impact Key Expenditure Items
EPH $67,093.00 OSS Repair-Abatement Cost Share $164,087.00 $96,994 increase $85,967 for OSS Cost Share; $54,671 for Energov Software
Comm Health $14,800.00 Youth Tobacco (Kitsap) / DCYF-NFP Grants $69,721.00 $54,921 increase $38,050 Op Costs; $24,000 Prof Svcs; $7,671 Subs
Admin $32,155.00 Covid-Workforce Cap $58,305.00 $26,150 increase $32,155 Prof Svcs; $19,150 Op Costs; $7,000 Advertising
Total $114,048.00 Various Grants $292,113.00 $178,065 increase
- All appropriation funds are certified to have enough Fund Balance in Fund 127 (Non-General Fund), except for the revenue portion (which is matched by expenditures). However, the cumulative net impact is a $178,065 increase on the fund balance.

Alternatives

None specified.

Community Input

None specified.

Timeline

None specified.

Next Steps

Public Health requests approval of the budget amendments to reflect new grant funding and adjusted operating expenses.

Sources

  • Unnamed Department Head (Public Health)
  • Washington State Department of Ecology (DOE) (implied grant source)
  • Kitsap Public Health District (Kitsap)
  • Department of Children, Youth, and Families (DCYF-NFP)

Community Development Request: Unbudgeted Grant Appropriation and Software Licenses

Topic Summary

The Department of Community Development (DCD), operating Fund 143, is requesting a budget appropriation of $117,299.00 to account for unanticipated grants received in 2022 and to cover the cost of additional EnerGov software licenses for new employees. The requested expenditures are entirely covered by corresponding grant revenue and building permit fees.

Key Points

  • DCD received 2022 grants that were not included in the 2021 budget cycle.
  • The grants include DOE-SHORELAND FCAA CFHMP, DOE SEA LEVEL RISE, and DOE SHORE USER.
  • Additional EnerGov software licenses were needed for new DCD employees hired in 2022.
  • These funds will cover professional services for Fire Code Amendment Assistance (FCAA), Sea Level Rise work, and routine operating costs (supplies, postage).

Financials

  • Revenue (One-time Appropriation): $117,299.00 (from various grants and increased building permits).
    • DOE-SHORELAND FCAA CFHMP: $60,164.00
    • STATE GRANT-DEPT OF ECOLOGY SEA LEVEL RISE: $29,765.00
    • STATE GRANT-DEPT OF ECOLOGY SHORE USER: $10,060.00
    • Building Permits Revenue Increase: $17,310.00
  • Expenditure (One-time Appropriation): $117,299.00.
    • Software Subscription (EnerGov Licenses): $34,599.00
    • Prof Svcs - FCAA: $55,600.00
    • Prof Svcs - Sea Level Rise: $20,000.00
    • Supplies/Postage: $7,100.00
  • Net Budget Impact: Zero.

Alternatives

None specified.

Community Input

None specified.

Timeline

None specified.

Next Steps

DCD requests approval to account for new revenues and increased expenditures in its 2022 budget.

Sources

  • Unnamed Department Head (Community Development)
  • Department of Ecology (DOE) (Grant provider)

Federal Forest Title III Request: Fire Protection Procedure Consultant

Topic Summary

Fund 147 (Federal Forest Title III) is requesting a $100,000 one-time appropriation to engage a consultant. The purpose of the consultant is to create a Fire Protection Procedure for the County.

Key Points

  • The expenditure is categorized as "Fire Prevention - Professional Services."
  • The anticipated consultant work will produce a comprehensive Fire Protection Procedure for Jefferson County.
  • The fund balance is sufficient to cover this additional expenditure.

Financials

  • Expenditure (One-time Appropriation): $100,000.00 (Professional Services).
  • Funding Source: Fund 147 (Non-General Fund, existing fund balance).

Alternatives

None specified.

Community Input

None specified.

Timeline

None specified.

Next Steps

The department requests approval for the budget appropriation to hire the fire prevention consultant.

Sources

None specified (Submitted by unnamed Elected Official/Department Head).

Homeless Housing Request: Bayside Shelter Grant Expenditures

Topic Summary

The Homeless Housing Fund (Fund 149) is requesting an appropriation of $23,078.00 to fully fund the remaining obligation of the current three-year contract with Bayside Housing. This contract, for a Department of Commerce shelter bed grant, is expected to be fully expended by the end of 2022.

Key Points

  • The request covers the remaining funds on a 3-year agreement (2020-2023) with Bayside Housing for a Department of Commerce Shelter Bed Grant.
  • The three-year contract amount was $169,085.
  • $68,077.43 was the amount remaining on the contract prior to this request.
  • The appropriation covers the expenditure of $23,078.00 of the remaining funds.
  • It is anticipated Bayside Housing will use all contracted funds by the end of 2022.

Financials

  • Expenditure (One-time Appropriation): $23,078.00 (Bayside Shelter Commerce Grant).
  • Current Budget for this item: $45,000.00.
  • Amended Budget for this item: $68,078.00.
  • Total 3-year contract value: $169,085.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2020-2023: Duration of the original Shelter Bed Grant agreement.
  • 2022-12-31 (anticipated): Bayside Housing expected to use all contracted funds.

Next Steps

The department requests the budget appropriation to fulfill the contract obligation.

Sources

  • Department of Commerce (Grant provider)
  • Bayside Housing (Contract recipient)

Parks & Recreation Request: Equipment and Maintenance Needs

Topic Summary

The Public Works Parks & Recreation Division (Fund 174) is requesting a one-time appropriation of $44,114.00 to cover various capital, maintenance, and utility overages incurred in the current year. These necessary expenditures include replacing equipment, hiring security, and performing unplanned maintenance across multiple county parks.

Key Points

  • Capital Outlay: A zero-turn mower ($10,515.00) was purchased to replace a tractor at Memorial Field.
  • Security: JCSO deputies were hired for security in county campgrounds due to a rise in behavior problems and compliance issues ($7,100.00).
  • Maintenance/Repair: Septic system was repaired at HJ Carroll Park; Chimacum Park Shelter was removed for safety reasons; Memorial Field underwent preventative maintenance pressure washing; Irondale Beach Park parking lot was regraded to improve drainage ($12,521.00 total for Repair & Maintenance).
  • Operating/Utilities: Four additional portable toilets and three additional vault toilet pump outs were required; utility service costs increased ($13,978.00 total for supplies and utilities).
  • The fund balance is sufficient to cover these expenditures.

Financials

  • Expenditure (One-time Appropriation): $44,114.00 (Various categories).
    • Capital Outlay: $10,515.00
    • Interfund Professional Services (JCSO Security): $7,100.00
    • Repair and Maintenance (Parks/Mem Field): $12,521.00
    • Public Utility Service: $12,000.00
    • Operating Supplies: $1,978.00
  • Funding Source: Fund 174 (Non-General Fund, existing fund balance).

Alternatives

None specified.

Community Input

None specified.

Timeline

None specified.

Next Steps

The department requests approval of the budget appropriation.

Sources

  • Jefferson County Sheriff's Office (JCSO) (Service provider/security)

HJC Jump! Playground Request: Accelerate Improvements Budget

Topic Summary

The Public Works Department is requesting a one-time appropriation of $235,000.00 in Fund 304 (HJC Jump! Playground) to realign the budget, allowing for capital expenses originally planned for 2023 to be incurred in 2022.

Key Points

  • The expense is for "OTHER IMPROVEMENTS" within the HJC Jump! Playground project.
  • The reason for the appropriation is that expenses originally budgeted for 2023 are now occurring in 2022.
  • The fund balance is sufficient to cover this expenditure.

Financials

  • Expenditure (One-time Appropriation): $235,000.00 (Other Improvements).
  • Current Budget (for Other Improvements): $979,378.00.
  • Amended Budget (for Other Improvements): $1,214,378.00.
  • Funding Source: Fund 304 (Non-General Fund, existing fund balance).

Alternatives

None specified.

Community Input

None specified.

Timeline

None specified.

Next Steps

The department requests approval of the budget appropriation to execute accelerated expenses.

Sources

None specified (Submitted by unnamed Elected Official/Department Head).

Solid Waste Request: Long Haul Contract and Fee Adjustments

Topic Summary

The Public Works Solid Waste Division (Fund 401) is requesting a one-time appropriation of $143,500.00 to cover increased financial obligations related to the Long Haul contract, higher-than-projected yard waste fees, and costs associated with waste education and customer signage. These cost increases are largely due to increased tonnage projections, CPI adjustments, and accelerated payment of 2021 fees.

Key Points

  • Long Haul Contract: $100,000 increase is requested, adjusted for tonnage projections and the CPI (Consumer Price Index) adjustment.
  • City Yard Waste Fees: $30,000 increase is requested due to Q4 2021 fees paid in 2022 and tonnage surpassing projections, likely due to the City's curbside service implementation.
  • Solid Waste Education: $13,500 increase is requested for supplies needed for customer signage related to revisions to the recycling program.
  • The fund balance is sufficient to cover these expenditures.

Financials

  • Expenditure (One-time Appropriation): $143,500.00.
    • Prof Svcs - Long Haul: $100,000.00 increase (Total amended budget: $1,745,239.00)
    • City Yard Waste Fees: $30,000.00 increase (Total amended budget: $125,567.00)
    • SW Education - Supplies: $13,500.00 increase (Total amended budget: $16,000.00)
  • Funding Source: Fund 401 (Non-General Fund, existing fund balance).

Alternatives

None specified.

Community Input

None specified.

Timeline

None specified.

Next Steps

The department requests the budget appropriation to meet contractual and projected service costs.

Sources

None specified (Submitted by unnamed Elected Official/Department Head).

Solid Waste Equipment Reserve: Treasurer Fee Increase

Topic Summary

The Solid Waste Equipment Reserve Fund (Fund 403) is requesting an appropriation of $400 to increase the budget for Treasurer Financial Services Fees, citing that fees are higher than anticipated due to rising interest rates.

Key Points

  • The appropriation covers Treasurer's Financial Services Fees in Fund 403.
  • The increase is driven by increasing interest rates.
  • The fund balance is sufficient (Non-General Fund).

Financials

  • Expenditure (One-time Appropriation): $400.00 (Treasurer Financial Svcs Fees).
  • Current Budget: $200.00.
  • Amended Budget: $600.00.

Alternatives

None specified.

Community Input

None specified.

Timeline

None specified.

Next Steps

The department requests approval of the budget appropriation.

Sources

None specified (Submitted by unnamed Elected Official/Department Head).

Employee Benefit Reserve Request: Post Employment Payout Increase

Topic Summary

The Employee Benefit Reserve Fund (Fund 505) is requesting a $220,170.00 appropriation to increase the budget for Post Employment Payouts. This increase is necessary following several retirements of long-term employees in 2022, resulting in higher payouts than initially budgeted, with six additional long-term employees anticipated to retire by the end of the year.

Key Points

  • The expense covers "Transfer-Post Emp Payouts over $1,000 per Resolution."
  • The higher payouts are due to retirements of long-term employees this year, who typically have higher accrued leave payouts.
  • The department is anticipating 6 additional long-term employees will retire by December 31, 2022.
  • The increase is intended to address the current shortfall and provide a cushion for any additional unforeseen retirements.
  • The fund balance is sufficient to cover this expenditure.

Financials

  • Expenditure (One-time Appropriation): $220,170.00.
  • Current Budget (for payouts): $100,001.00.
  • Amended Budget (for payouts): $320,171.00.
  • Funding Source: Fund 505 (Non-General Fund, existing fund balance).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2022-12-31 (anticipated): Six additional long-term employees expected to retire.

Next Steps

The department requests the appropriation to cover current and anticipated retirement payouts.

Sources

None specified (Submitted by unnamed Elected Official/Department Head).

Information Services Request: GEMS Software Update for Munis Implementation

Topic Summary

The Information Services Fund (Fund 506) is requesting a $21,400.00 appropriation, funded by a transfer from Fund 302 (Capital Improvement), to complete a critical GEMS software update. This update is required to extend the functionality of the GEMS system beyond 2022 until the implementation of the new Munis financial system is finalized.

Key Points

  • The $21,400 expenditure is for "Migration from ABS 6.1 to ABS 7.0" (GEMS software update).
  • The purpose is to extend the use of the GEMS software beyond 2022 pending the implementation of Munis.
  • The funding source is requested via an Operating Transfer from Fund 302 (Capital Improvement Fund).
  • The GEMS software update is provided by Harris Systems USA, Inc.

Financials

  • Revenue (One-time Appropriation): $21,400.00 (Operating Transfer from Fund 302).
  • Expenditure (One-time Appropriation): $21,400.00 (Repair & Maintenance for GEMS software).
  • Total Cost (GEMS Migration): $21,400.00.
  • Payment Terms: Invoiced in full upon signing and due Net 30.
  • Note: The request specifies that transferred funds from Fund 302 should come from the General Fund portion of those funds, not REET revenue.

Alternatives

None specified.

Community Input

None specified.

Timeline

None specified.

Next Steps

The department requests approval of the budget appropriation and the transfer from Fund 302.

Sources

  • Harris Systems USA, Inc. (Vendor)
  • Carol Oberlohr (Prepared Quote)

Topic Summary

The Department of Community Development (DCD) requested a workshop with the Board of County Commissioners (BoCC) to review the most recent draft of the proposed Legal Lot of Record (LLOR) ordinance and the Planning Commission's recommendations. The ordinance establishes new standards for determining the legal status of lots, particularly those not conforming to current zoning, and introduces a Site Development Review process as a precondition for development permits to assess site feasibility before a full permit application.

Key Points

  • The ordinance aims to balance protecting community character and environmental resources with allowing reasonable economic use for property owners of existing, legally created lots, especially those platted before current zoning (pre-August 11, 1969).
  • Key Changes/Additions to JCC (Jefferson County Code):
    • Amends JCC Chapters 18.10 and 18.35.
    • Adopts new Chapter 18.12 (Legal Lot of Record Determination and Lot Consolidation).
    • Adopts new Article VII in Chapter 18.40 (Site Development Review Process).
  • Legal Lot Definition: A "Legal lot of record" (LLOR) determination is required prior to submittal of any development permit application (including septic permits). It replaces old references to "lot of record" as the basis for development eligibility.
  • Site Development Review (SDR) Process (New JCC 18.40 Article VII):
    • SDR is mandatory prior to submitting any development permit application for lots meeting base density or exceptions (JCC 18.40.450).
    • SDR is a Type I administrative process.
    • Purpose: Provide owners/developers an assessment of site requirements and physical constraints prior to applying for a development permit, facilitating predevelopment financing.
    • Limitation: An approved SDR does not vest development regulations or improvements—vesting occurs only upon permit issuance/approval.
  • Substandard Lots (Lots not meeting underlying density):
    • Owners must aggregate contiguous substandard lots to meet zoning standards, if possible (JCC 18.12.070(2)).
    • Exemptions allowing development include: lots properly platted after Aug 11, 1969; previously approved by the county; within an adopted LAMIRD or UGA (Irondale/Port Hadlock); or meeting requirements for lots created before state subdivision law existed (prior to Aug 11, 1969) if they are 5 acres (rural) or 10 acres (resource lands).
  • Reasonable Economic Use (REU): A Type II process considered only if other statutory exceptions fail (JCC 18.12.080). REU requires health department approval, adequate ingress/egress/drainage, and demonstration that the substandard condition was not self-created by the current owner.
  • Boundary Line Adjustments (BLA): Changes clarify that BLA cannot result in a lot that is not a buildable lot and introduce restrictions, such as limiting the BLA process to once every five years if more than two lots are involved (exceptions exist for lot consolidation or dispute settlement).
  • A Determination of Non-Significance (DNS) under SEPA was issued for the proposed ordinance on August 24, 2022.

Financials

  • None specified regarding the workshop.
  • Costs for the Legal Lot of Record Determination and Site Development Review shall be established and added to the Fee Schedule or fee resolution.

Alternatives

None specified.

Community Input

  • Stakeholders and the Planning Commission identified the workshop as a desired public participation opportunity.
  • Comments received during the workshop are noted not to be part of the official hearing record.
  • Public was invited to provide testimony at the upcoming public hearing on September 26, 2022.
  • Two members of the public gave comments during the workshop.

Timeline

  • 2022-08-24: SEPA Responsible Official issued a Determination of Non-Significance (DNS) for the ordinance.
  • 2022-09-19 (1:30 p.m.): Workshop held.
  • 2022-09-26 (11:00 a.m.): Public Hearing scheduled on the Legal Lot of Record Regulation amendments. (Reference from 9/12 meeting minutes).

Next Steps

DCD requests the BoCC grant the workshop in preparation for the September 26, 2022, public hearing.

Sources

  • Barbara Ehrlichman - Deputy Prosecuting Attorney III
  • Brent Butler - Community Development Director
  • Bryan Benjamin - Community Development Assistant Planner
  • Josh D. Peters, AICP - Planning Manager, Community Development
  • Mark McCauley - County Administrator
  • Planning Commission
  • RCW 58.17.210 & 58.17.300
  • JCC Title 18 (Unified Development Code)

Proclamation: Olympic Peninsula Eat Local First Month

Topic Summary

The Board of County Commissioners formalized support for local food systems, farms, and producers by proclaiming September 2022 as Olympic Peninsula Eat Local First Month. This proclamation celebrates the region's abundant food sources, encourages community members to engage with the local food economy, and recognizes the role of local food production in supporting resilience, environmental sustainability, and local economic growth.

Key Points

  • The proclamation was presented by the Eat Local First Olympic Peninsula chapter.
  • The campaign is a month-long celebration to connect the community with locally grown, raised, harvested, and made food in Clallam and Jefferson Counties.
  • The local food sector contributes to economic growth, employment, greater resilience in food security, and reduction of the carbon footprint.
  • Supporting local food preserves Jefferson County's rural, working landscape.
  • Local organizations collaborate under the Jefferson LandWorks Collaborative to preserve farmland and encourage local investment.
  • The proclamation mentions the Jefferson County 20th annual Farm Tour, scheduled for September 16-18, 2022.
  • Partners include:* Jefferson County Farmers Market Association, North Olympic Development Council, North Olympic Land Trust, Olympic Culinary Loop, Port Angeles Farmers Market, Port Townsend Food Coop, Port Townsend Leader, Sequim Market, Washington State University Extension Regional Small Farms Program, and The Local Food Trust.

Financials

  • None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • September 2022: Proclaimed as Olympic Peninsula Eat Local First Month.
  • 2022-09-16 to 2022-09-18: Jefferson County 20th Annual Farm Tour.

Next Steps

The Board approved the proclamation. Commissioner Brotherton suggested addressing those who grow their own food in future years.

Sources

  • Heidi Eisenhour - District 2 Commissioner
  • Adiel McKnight - Executive Assistant
  • Mark McCauley - County Administrator
  • Eat Local First Olympic Peninsula chapter

Closed Session: Collective Bargaining and Negotiations Review

Topic Summary

The Board of County Commissioners, along with key departmental staff, held a closed session to discuss strategy concerning collective bargaining, professional negotiations, or grievance/mediation proceedings, as permitted by state law (RCW 42.30.140(4)(b)).

Key Points

  • The purpose was "To Plan or Adopt the Strategy or Position to be taken by the governing body during the course of Collective Bargaining, Professional Negotiations, or Grievance or Mediation Proceedings, or to Review the Proposals Made in Negotiations or Proceedings while in progress."
  • The session was excluded from the Open Public Meetings Act under RCW 42.30.140(4)(b).
  • Attendees included the County Administrator, Human Resources Director, Sheriff, Undersheriff, and Jail Superintendent.

Financials

None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2022-09-19 (10:30 a.m. to 11:00 a.m.): Closed Session held.

Next Steps

None specified.

Sources

  • RCW 42.30.140(4)(b)
  • Mark McCauley - County Administrator
  • Sarah Melancon - Human Resources Director (mentioned in 9/12 minutes/Courthouse Security)
  • Sheriff, Undersheriff, and Jail Superintendent

Topic Summary

During the September 12, 2022, meeting, the Board discussed legal lot of record regulations with Department of Community Development (DCD) staff and County legal counsel, primarily focusing on proposed changes to the Unified Development Code (UDC) and the project timeline. The discussion concluded with the approval of a hearing notice for September 26, 2022, regarding the consideration of new ordinances related to establishing Legal Lot of Record Determination and a Site Development Review Process.

Key Points

  • DCD staff reviewed proposed changes to the Unified Development Code (UDC) and the project timeline regarding legal lot of record regulations.
  • The Commissioners approved a Hearing Notice setting a public hearing for September 26, 2022, at 11:00 a.m.
  • The hearing is for considering two ordinances amending the UDC:
    1. Adopting a new Chapter 18.12 (Legal Lot of Record Determination).
    2. Adopting a new Article 8 [Article VII] to Chapter 18.40 (Site Development Review).
  • Additional changes affecting Chapter 18.35.60, .070, and .080 (Boundary Line Adjustment Code) will also be considered.

Financials

None specified.

Alternatives

None specified.

Community Input

  • One public comment was received during the discussion section of the September 12 meeting.

Timeline

  • 2022-09-26 @ 11:00 a.m.: Public Hearing scheduled for the Legal Lot of Record regulation ordinances.

Next Steps

The ordinances were forwarded for public hearing consideration on September 26, 2022.

Sources

  • Josh Peters - DCD Planning Manager
  • Bryan Benjamin - DCD Associate Planner
  • Barbara Ehrlichman - Civil Deputy Prosecuting Attorney
  • Greg Brotherton - Commissioner (moved motion)
  • Kate Dean - Commissioner (seconded motion)

Old Business: Sustainable Forestry Program Agreement Amendment

Topic Summary

The Board approved Amendment No. 3 to the professional services agreement with Chickadee Forestry, LLC for managing Jefferson County’s Sustainable Forestry Program. The amendment adds funds and grants a one-year time extension, increasing the total four-year project cost to $135,000.

Key Points

  • Amendment No. 3 modifies the agreement with Chickadee Forestry, LLC.
  • The amendment includes changes to the Scope of Work, which were noted and reviewed by the Commissioners and agreed upon by Chickadee Forestry Principal Malloree Weinheimer.
  • The project is for Managing Jefferson County's Sustainable Forestry Program.
  • A one-year time extension was granted.

Financials

  • Additional amount: $32,000.
  • Project total (4-Year): $135,000.

Alternatives

None specified.

Community Input

  • No public comments were received.

Timeline

  • One-year time extension granted.

Next Steps

The Board approved Amendment No. 3.

Sources

  • Malloree Weinheimer - Chickadee Forestry Principal
  • Heidi Eisenhour, Greg Brotherton, Kate Dean - Commissioners

Workshop: Courthouse Security Options

Topic Summary

The Board held a workshop to review and discuss Courthouse security options in response to a presentation provided by the County Administrator, contrasting private security models versus in-house security models managed by the Sheriff's Office. Following discussion, the Commissioners agreed to move forward with the in-house security model provided by the Sheriff’s Office.

Key Points

  • The workshop evaluated security options for the Courthouse.
  • County Administrator Mark McCauley presented a comparison between private and in-house (Sheriff's Office managed) security models.
  • The Commissioners reached consensus to proceed with the in-house security option led by the Sheriff’s Office.

Financials

None specified.

Alternatives

  • Private security (compared against in-house security).

Community Input

  • Two public comments were received.

Timeline

None specified.

Next Steps

The Commissioners discussed next steps with Human Resources Director Sarah Melancon, indicating implementation actions are forthcoming under the in-house model.

Sources

  • Mark McCauley - County Administrator
  • Andy Pernsteiner - Undersheriff
  • Jen Moore - Chief Civil Deputy
  • Sarah Melancon - Human Resources Director

Topic Summary

During the September 19 workshop, staff presented recommendations for the Legal Lot of Record (LLOR) ordinance and the related Site Development Review process. The central recommendation is to make an LLOR determination mandatory prior to all development permit applications and to require a Site Development Review to confirm development viability alongside legal status.

Key Points

  • Staff Recommendation for LLOR Process: Implementation should require an LLOR determination prior to all development permit applications in the County.
  • Staff Recommendation for Buildability: Add a 'Site Development Review' process to assure that eligibility for development aligns with actual buildability of the site.
  • Exceptions (Proposed JCC 18.12 Requirements): A property is a lot of record if it meets the definition of JCC 18.10.040, and is eligible for development if it:
    • Was properly platted on or after August 11, 1969.
    • Has already been approved by the County.
    • Is part of an adopted LAMIRD (Limited Area of More Intensive Rural Development) or Rural Village Center.
    • Is located in Irondale/Port Hadlock UGA (Urban Growth Area).
    • An owner of contiguous, substandard lots combines them to meet zoning standards "to the greatest extent possible."

Financials

None specified.

Alternatives

None specified.

Community Input

  • Public comments were invited but constituents were reminded that comments made during the workshop are not part of the hearing record for the upcoming September 26 public hearing.

Timeline

  • 2022-09-26: Hearing for the proposed LLOR ordinance scheduled.

Next Steps

The Board continues discussion with staff regarding the proposal.

Sources

  • Bryan Benjamin - Community Development Assistant Planner
  • JCC 18.2.070(4) (Referenced exceptions)
  • JCC 18.12 (Proposed Chapter)

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