PACKET: Commissioners Meeting at Mon, Oct 24, 09:00 AM

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Topic Summary

The Board of County Commissioners authorized the payment of payroll, accounts payable (A/P), and general vouchers/warrants totaling approximately $1.47 million. This action ensures the timely fulfillment of the County's financial obligations, including employee compensation and vendor payments.

Key Points

  • Authorized payment of Jefferson County Payroll Warrants dated October 22, 2022, totaling $70,843.33.
  • Authorized payment of A/P Warrants done by Payroll dated October 20, 2022, totaling $14,648.77.
  • Authorized payment of Jefferson County Vouchers/Warrants dated October 17, 2022, totaling $1,388,035.85.

Financials

  • Total Payroll Warrants (Oct 22, 2022): $70,843.33
  • Total A/P Warrants (Oct 20, 2022): $14,648.77
  • Total Vouchers/Warrants (Oct 17, 2022): $1,388,035.85
  • Total payments authorized: $1,473,527.95 (Sum of all three sets of warrants/vouchers)
  • Note: A separate payment table indicates that $14,648.77 (A/P due to other funds) was debited from Account #1000010.11110.00.0000 (CASH) and credited to Account #2000010.22530.00.0000 (A/P DUE TO OTHER FUNDS), and the reverse for WARRANTS PAYABLE/CASH.

Alternatives

None specified.

Community Input

  • Commissioner Kate Dean (KD) addressed concerns from residents regarding their 2023 property tax valuations, stating that evaluations are not the tax bill, and the County's portion of property tax can increase by only 1% total. Voter-approved levies and bonds increase property taxes significantly.

Timeline

  • October 17, 2022: Date of Vouchers/Warrants approved.
  • October 20, 2022: Date of A/P Warrants done by Payroll.
  • October 22, 2022: Date of Jefferson County Payroll Warrants.
  • 2023: Residents received their property tax valuations.

Next Steps

The Consent Agenda, including the payment of warrants, was approved by motion (KD moved, GB second, unanimous).

Sources

  • Jefferson County Auditor’s Office
  • Payroll Services Manager
  • Jefferson County Public Works Department

Reappointment to Jefferson County Board of Equalization (BOE)

Topic Summary

The Board of County Commissioners considered the reappointment of Margaret Taylor to the Jefferson County Board of Equalization (BOE) for a three-year term expiring in October 2025. This reappointment maintains BOE membership by retaining an experienced member.

Key Points

  • Recommended action is the reappointment of Margaret Taylor to the Jefferson County Board of Equalization (BOE).
  • The new term will be three years, expiring on October 21, 2025.
  • Ms. Taylor was originally appointed in October 2019 for her first full term.
  • She is noted as a "very valuable member" due to her life experience as an Attorney and Valued Community Member in Jefferson County.
  • The reappointment request was received after advertising for the position.

Financials

None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • October 2019: Margaret Taylor was first appointed for her first full term.
  • October 21, 2025: Expiration date of the proposed new three-year term.

Next Steps

Approve and sign the advisory board reappointment for Margaret Taylor.

Sources

  • Julie Shannon - Executive Secretary II
  • Mark McCauley - County Administrator

Proclamation of Pro Bono Week (October 23-29, 2022)

Topic Summary

The Board of County Commissioners adopted a proclamation declaring October 23-29, 2022, as Pro Bono Law Week in Jefferson County to acknowledge and thank volunteer attorneys. This recognition highlights the critical role pro bono legal services play in ensuring access to justice for low-income residents regarding issues ranging from housing to civil liberties.

Key Points

  • The week of October 23-29, 2022, was proclaimed Pro Bono Law Week in Jefferson County.
  • Pro bono services ensure access to legal representation regardless of an individual's financial means.
  • Nearly three out of four Washington residents face urgent civil legal issues annually.
  • Less than 25% of individuals facing urgent civil legal issues receive assistance.
  • Washington State attorneys are encouraged to provide at least 30 hours of free legal services annually.
  • In 2021, Washington State volunteer attorneys provided over 20,000 individuals and families with legal help.
  • Clallam-Jefferson County Pro Bono Lawyers provided over 920 hours of service in 2021.
  • Legal services address issues including health care, consumer/financial services, domestic violence, divorce, child custody, foreclosure, eviction, and abuse.

Financials

  • Clallam-Jefferson County Pro Bono Lawyers contribute over 850 hours annually (Source: Agenda Request).
  • Clallam-Jefferson County Pro Bono Lawyers provided over 920 hours of service in 2021 (Source: Proclamation document).
  • The proclamation has no direct fiscal cost, but the value of the legal services provided pro bono is "inestimable."

Alternatives

None specified.

Community Input

  • Rafael Urquia (RU), Clallam-Jefferson County Pro Bono Lawyers Bar President, reviewed statistics on services provided to Clallam and Jefferson county residents, noting some clients experience 3-4 legal issues per year.

Timeline

  • October 23-29, 2022: Pro Bono Law Week.
  • 2021: Volunteer attorneys in Washington State provided over 20,000 individuals and families with legal help, and Clallam-Jefferson County Pro Bono Lawyers provided over 920 hours of service.

Next Steps

The Commissioners read the proclamation aloud, and KD moved to approve it, seconded by GB, carried unanimously.

Sources

  • Rafael Urquia - Clallam-Jefferson County Pro Bono Lawyers Bar President
  • Shauna Rogers McClain - Clallam-Jefferson County Pro Bono Lawyers Executive Director
  • Adiel McKnight - Executive Assistant
  • Mark McCauley - County Administrator

Health and Emergency Management Update (COVID-19, MPV)

Topic Summary

The Deputy Public Health Officer and the Emergency Management Director provided the weekly update on circulating viruses and emergency management activities. The Commissioners announced that this would be the final weekly health update, transitioning to a monthly schedule in November 2022.

Key Points

  • Dr. Tom Locke provided the public health update.
  • This session marks the last regular weekly health update.
  • Health updates will transition to the third Monday of every month starting in November 2022.
  • Willie Bence provided the Emergency Management update.
  • The updates followed those provided on October 10 and 17, 2022, which reviewed COVID-19 and Monkey Pox Virus (MPV) circulation.

Financials

None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • October 24, 2022: Last weekly health department update.
  • November 2022 (starting the third Monday): Health updates will become monthly.

Next Steps

The Commissioners received the updates, and the schedule for future health updates was altered.

Sources

  • Dr. Tom Locke - Deputy Public Health Officer
  • Willie Bence - Emergency Management Director

Adoption of Open Public Meetings Act (OPMA) Guidelines

Topic Summary

The Board worked through revisions of the draft Open Public Meetings Act (OPMA) Guidelines for Boards, Commissions, and Committees. The guidelines standardize processes and provide advice to ensure compliance with RCW 42.30, aimed at enhancing government transparency and mitigating the risks of personal liability and voided actions. The Board adopted the final version of the guidelines and an accompanying resolution (Resolution No. 50-22).

Key Points

  • The purpose of the guidelines is to ensure all Jefferson County Boards, Commissions, and Committees comply uniformly with the Washington OPMA (Chapter 42.30 RCW).
  • Recent significant changes to OPMA involve mandatory public comments before any decision and the requirement of a physical location for meetings, unless there is a declared emergency.
  • Failure to comply with OPMA can result in significant consequences, including personal liability for members ($500 for first violation, $1,000 for subsequent ones) and nullifying any action taken at a violating meeting (RCW 42.30.060, RCW 42.30.120).
  • The County may also be liable for attorney’s fees and costs in lawsuits seeking to void actions (RCW 42.30.120(4)).
  • The draft guidelines were revised multiple times following workshops on July 18, July 25, and October 10, 2022, and staff input.
  • Key OPMA Guideline Requirements (Appendix A):
    • Public Comment (Testimony) is required before a "decision" is made (RCW 42.30.240(1)).
    • Written testimony must be distributed to the governing body before a decision is made.
    • Agendas must be posted online at least 24 hours before both regular and special meetings (RCW 42.30.077, 42.30.080(2)).
    • Agendas for special meetings cannot be amended or changed unless 24-hours advance notice of the updated agenda can be given (RCW 42.30.080(2)).
    • A physical location for public attendance is mandatory unless a declared emergency prohibits it.
    • If attendance is limited, a cost-free option must be provided to attend in real-time (RCW 42.30.230(1)).
    • Written meeting minutes are required (RCW 42.30.035).
    • Email communication regarding official business between a quorum or more members violates OPMA.
  • Training on the newly adopted guidelines must be prepared and implemented for all members and staff of applicable bodies.

Financials

  • Fiscal Impact: None, other than staff time required for development and subsequent training.
  • Expected outcome: Increased uniform compliance with OPMA, reduced risk, and reduced uncertainty (Source: Agenda Request).

Alternatives

  • The Agenda Request presented the final recommended draft guidelines for approval, incorporating previous revisions.
  • Staff initially sought input on three questions: 1. How much additional Public Comment should be required? 2. Should BOCC establish County standards for hearings? 3. Should Roberts Rules of Order for Small Boards be required? The specific answers/decisions on these are incorporated into the guidelines, but the document does not list rejected alternatives.

Community Input

  • Oral and written public comments were received on July 18, July 25, and October 10, 2022.
  • A public comment was received during the morning workshop (11:30:31 AM) and a second comment was received during the afternoon session (3:07:13 PM).

Timeline

  • July 18, 2022: Draft Guidelines first reviewed by the Board.
  • July 25, 2022: Draft Guidelines reviewed again; questions presented to the Board.
  • September 15, 2022: Deadline for staff comments on the revised draft.
  • October 10, 2022: Another workshop was held on the Draft Guidelines.
  • October 24, 2022: Resolution No. 50-22 adopting the guidelines was approved.

Next Steps

  • Philip Hunsucker will bring back the revised draft document for potential approval at the afternoon session (completed and approved).
  • GB moved to approve RESOLUTION NO. 50-22 Adopting Open Public Meetings Act (OPMA) Guidelines for Boards, Commissions and Committees, as amended today (KD second, unanimous).
  • Board staff shall prepare and implement a schedule of training on the guidelines for all members and employees who staff the applicable bodies.

Sources

  • Philip Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Mark McCauley - County Administrator
  • RCW 42.30 (Open Public Meetings Act)

Adopting the 13th Temporary County Policy on the COVID-19 Pandemic

Topic Summary

The Board conducted a continued discussion leading to the adoption of Resolution No. 49-22, which establishes the 13th Temporary County Policy related to the COVID-19 Pandemic. This updated policy (Appendix I) governs workplace safety, isolation requirements, face coverings, and paid administrative leave for employees, ensuring the County maintains control measures following the Governor's planned end to the state emergency declaration.

Key Points

  • The 13th temporary policy addresses the County's handling of the emergency response to COVID-19, particularly in light of Governor Inslee's announced end to emergency orders by October 31, 2022, and the renewal of the federal emergency declaration by the U.S. Secretary of Health and Human Services (October 13, 2022).
  • The County retains emergency powers under RCW 38.52.070(2) to protect public health and relieve suffering.
  • Open Public Meetings: Hybrid meetings with in-person attendance limited to 50% capacity are permitted, provided "reasonable safety" is maintained (determined by the Board in consultation with the Health Officer). Virtual/streaming access must always be available while a state of emergency is declared.
  • Visitor Safety: Visitors to County facilities are recommended to wear face coverings, and facilities must post signs reflecting this recommendation.
  • Employee Isolation: Employees testing positive for COVID-19 must isolate for a minimum of 5 full days and must mask for an additional 5 days upon returning if symptoms have reduced. Department Heads may require a negative antigen test or up to a 10-day isolation period based on identified risks.
  • Face Coverings (Employees): Face coverings are required when mandated by site-specific written COVID-19 Prevention Programs developed by Department Directors, or when required by federal, state, or local health officer requirements (e.g., healthcare settings, correctional facilities). They are otherwise generally recommended indoors.
  • Employee Leave: Up to 40 hours of paid administrative leave (PAL) is available per employment for employees isolating or sick (or if their child is isolating/sick) as directed by Public Health. An additional 40 hours PAL may be approved for workers who cannot work remotely, effective August 22, 2022. Up to 8 hours PAL is available for vaccination/booster appointments and recovery.
  • The Resolution repeals and replaces Resolution 41-22 and is effective at 12:01 am on November 1, 2022.

Financials

  • Temporary Paid Administrative Leave (PAL) Enhancement:
    • Up to 40 hours of PAL (total per employment) for isolation/sickness (employee or child), effective January 1, 2022.
    • Up to an additional 40 hours temporary paid leave for workers who cannot work remotely, starting August 22, 2022.
    • Up to 8 hours total PAL for vaccination/booster doses and recovery.
    • This leave is tracked using pay code 223, reason code COVAX.
  • Fiscal Impact: N/A (for the policy update request), but the policy dictates costs related to employee leave.

Alternatives

  • The Board had discussed the draft policy in previous sessions (including October 17, 2022) and received input from the Covid Coordination meeting (October 21, 2022), resulting in combined proposed changes (Attachment C) being adopted. No formal, distinct alternatives were presented for final vote.

Community Input

  • The Chair called for public comments (1:58:29 PM), resulting in five separate comments (01:59:04 PM, 02:03:19 PM, 02:05:08 PM, 02:07:19 PM, 02:08:33 PM). No content summary of the comments is provided in the packet.

Timeline

  • February 29, 2020: Governor Inslee declared State of Emergency (COVID-19).
  • October 13, 2022: U.S. Secretary of Health and Human Services renewed the COVID-19 emergency declaration.
  • October 24, 2022: Resolution No. 49-22 approved.
  • November 1, 2022 (12:01 am): Effective date of the resolution.

Next Steps

  • KD moved to approve RESOLUTION NO. 49-22 Adopting a 13th Temporary County Policy Based on Emergency Response to the COVID-19 Pandemic (GB second, unanimous).
  • The "Appendix I" policy was adopted by reference.

Sources

  • Kate Dean - District No. 1 Commissioner
  • Philip Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Apple Martine - Public Health Director
  • Sarah Melancon - Human Resources Director
  • Mark McCauley - County Administrator
  • RCW 38.52.070(2)

Comments on Pacific Northwest National Scenic Trail (PNNST) Draft Comprehensive Plan

Topic Summary

The Board reviewed and finalized draft comments submitted as part of the public scoping process for the Pacific Northwest National Scenic Trail (PNNST) Draft Comprehensive Plan. The comments emphasize Jefferson County’s existing trail management structure, support the National Trails System Act's prohibition on land acquisition outside federal boundaries without owner consent, and note that the PNNST route in the county runs across significant non-federal lands.

Key Points

  • PNNST crosses the entirety of Jefferson County, from the Port Townsend ferry dock in the east to the mouth of the Hoh River in the west.
  • Significant sections of the trail run across non-federal lands, including shared corridors with the County-managed Larry Scott Memorial Trail (LSMT) and the Olympic Discovery Trail (ODT).
  • The ODT eastern portal sees about 500 users daily and over 135,000 annually. The LSMT shares 7.3 miles of the ODT.
  • Jefferson County is the lead agency for route finding, acquisition, development, and management of the ODT through its section.
  • The County collaborates with numerous entities on trail development and management, including the Jamestown S’Klallam Tribe, City of Port Townsend, WA State Parks, Rayonier, and utility/land trusts.
  • Strong Support: The comments strongly support the National Trails System Act clause that prevents the federal government from acquiring non-federal lands for the PNNST without the owner's consent (16 U.S.C. 1244(a)(30)).
  • Concern: The County has received questions about the recommended national trail right-of-way of a minimum of one mile (0.5 miles on either side), noting this width is "just not possible for most of the trail route in East Jefferson County as well as part of West Jefferson County."
  • The County expects to be included in discussions regarding any federal land management regulations potentially applied to the trail easement and adjacent view corridors.
  • The County encourages PNNST managing agencies to cooperate on trail development across non-federal lands.

Financials

None specified.

Alternatives

None specified.

Community Input

  • Assessor Jeff Chapman was present and participated in the discussion leading to the comments.
  • The Board reviewed the comment letter for all three Commissioners to sign.

Timeline

  • October 17, 2022: Commissioner Eisenhour offered to lead the comment review and compilation.
  • October 24, 2022: Board authorized the Chair to make discussed amendments and send the comments.

Next Steps

  • GB authorized the Chair (Heidi Eisenhour) to make amendments discussed and send the comments along (KD second, unanimous).

Sources

  • Heidi Eisenhour - District No. 2 Commissioner
  • Assessor Jeff Chapman
  • Monte Reinders - Acting County Administrator
  • John Fleming (unspecified role)
  • 16 U.S.C. 1244(a)(30) (National Trails System Act)
  • Mark McCauley - Interim County Administrator

Boards and Committees Vacancies

Topic Summary

The Board reviewed the current vacancies across various Jefferson County Boards, Committees, and Commissions, noting positions open for public application.

Key Points

  • The following Boards/Committees have existing vacancies:
    • Ferry Advisory Committee: 1 vacancy (Commerce district), vacant since June 6, 2022.
    • LEOFF I Retirement Disability Board: 1 vacancy (citizen at large), vacant since January 31, 2021.
    • Noxious Weed Control Board: 3 vacancies (District #3, #4, and #5).
    • Olympic Area Agency on Aging (O3A) Advisory Council: 1 vacancy (general).
    • Public Infrastructure Fund (PIF) Board: 2 vacancies (District #2 and #3), vacant since May 31, 2021.
  • Total listed vacancies: 8.
  • The O3A Advisory Council vacancy is noted as "CarolAnn advertising."
  • There are no upcoming vacancies within the next three months specified for the listed advisory bodies.

Financials

None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Vacancy dates range from January 31, 2021 (LEOFF I Board) to June 6, 2022 (Ferry Advisory Committee).

Next Steps

The public is encouraged to contact 360-385-9100 for more information or to apply for a vacancy using the Boards Commission Application form.

Sources

None specified.

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