PACKET: Commissioners Meeting at Mon, Nov 21, 09:00 AM

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Proposed Road Levy Increases and Traffic Law Enforcement Diversion for 2023

Topic Summary

The Board of County Commissioners will hold a hearing to set the 2023 Ad Valorem Tax Levies for General, Road, and Conservation Futures funds. The County is proposing to increase the regular property tax levy for each of these three funds by 1%, plus revenue resulting from new construction and improvements. Additionally, $620,000 of the County Road property taxes is planned to be diverted to the General Fund for traffic law enforcement in unincorporated areas.

Key Points

  • The proposed tax levies include a 1% increase in each of the regular property tax levies for the General Fund, Road Fund, and Conservation Futures Fund, consistent with RCW 84.55.010.
  • This increase is in addition to amounts generated by new construction and improvements to property.
  • State law (RCW 36.33.220) authorizes the diversion of County Road property taxes for traffic law enforcement.
  • The County is proposing to divert $620,000 from the Road Levy to the General Fund for traffic law enforcement in the unincorporated areas. This amount is noted as being "significantly less than the County’s actual cost for traffic law enforcement."

Financials

  • Total County General Fund Levy (2023 proposed): $8,856,000 (includes 1% increase, new construction, and refunds)
  • Veterans Relief: $51,300 (1% increase applied)
  • Mental Health: $50,700 (1% increase applied)
  • Developmental Disabilities: $50,700 (1% increase applied)
  • Current Expense (Remainder): $8,703,300
  • Total Road Levy (2023 proposed): $4,959,000 (includes 1% increase, new construction, and refunds)
  • Diversion to Current Expense: $620,000
  • County Roads (Remainder): $4,339,000
  • Total Conservation Futures Levy (2023 proposed): $270,300 (includes 1% increase, new construction, and refunds)
  • 1% Increase breakdown:
  • General Fund Levy: $86,477.51 increase
  • Road Levy: $48,321.01 increase
  • Conservation Futures Levy: $2,593.12 increase
  • Projected New Construction and Utility Value Increase (as of 10/04/22):
  • General Fund: $115,594.32
  • Road Levy: $69,969.22
  • Conservation Futures: $3,466.22

Alternatives

  • None specified.

Community Input

  • A public hearing is scheduled for November 21, 2022, at 10:30 a.m. to receive testimony.

Timeline

  • November 21, 2022: Public hearing to set tax levies.
  • 2023: Proposed collection year for these levies.

Next Steps

The Board is recommended to approve four resolutions concerning: 1. Increase in the Jefferson County General Fund Levy for 2023 Taxes. 2. Increase for the Jefferson County Road Levy for 2023 Taxes. 3. Diversion of Road Levy for Traffic Law Enforcement for the 2023 General Fund Budget. 4. Increase for the Jefferson County Conservation Futures Tax Levy for 2023 Taxes. 5. Letter to Assessor setting 2023 Real and Personal Property Levy and Refund Amounts.

Sources

  • Mark McCauley - County Administrator
  • Stacie Prada - County Treasurer
  • Jeff Chapman - County Assessor
  • RCW 84.55.120 - State law requiring a public hearing on Ad Valorem Tax Levies
  • RCW 84.55.010 - State law on regular property tax increases
  • RCW 36.33.220 - State law authorizing diversion of Road Levy

WSDOT Detour Agreement: SR-19/SR-104 Roundabout Construction

Topic Summary

Jefferson County Public Works seeks approval for an agreement with the Washington State Department of Transportation (WSDOT) allowing Center Road to be used as a detour route for SR 19 traffic during construction of the SR 19/SR 104 Roundabout Project. This agreement covers potential additional county projects using the same detour and stipulates WSDOT will cover any road damages and deploy traffic controls.

Key Points

  • Center Road will be used as a detour for SR 19 (Beaver Valley Road) traffic during the SR 19/SR 104 Roundabout construction.
  • The detour will also accommodate traffic for two other construction projects proposed for 2023 or 2024, involving a full closure of SR 19 and a full closure of US 101 between SR 104 and Quilcene.
  • Due to the limited capacity of the SR 104/Center Road intersection, WSDOT agrees to use the detour for only one project at a time.
  • WSDOT will operate temporary traffic signals on Center Road and SR 104 at the intersection while Center Road is being used as the detour route.
  • The SR 19 full roadway closure is permitted for a maximum of 12 consecutive days between May 6, 2023, and June 6, 2023, for island construction and road reconstruction.
  • Failure to complete the SR 19 closure work and reopen the roadway within the total duration (288 hours maximum) will result in the assessment of Liquidated Damages against the contractor.
  • The agreement includes provisions for a joint condition inspection before and after use, and WSDOT agrees to reimburse the County for additional routine maintenance and repairs resulting from the project use.

Financials

  • No Dollar Amount specified in the agreement itself.
  • WSDOT agrees to reimburse the Local Agency for the cost of additional routine maintenance and repairs (excluding administrative and overhead costs, and small tools).
  • County funds will be limited to Public Works' staff time associated with processing and administering the agreement.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • Construction/Detour: Projected 2023 or 2024.
  • SR 19 Full Closure Period: Between May 6, 2023, and June 6, 2023 (12 consecutive days max, 288 hours total).
  • Contractor must notify WSDOT Engineer of selected closure dates at least 15 calendar days in advance.

Next Steps

The Board is requested to approve and sign the WSDOT Local Agency Haul Road/Detour Agreement and return it to Public Works for further processing and WSDOT execution.

Sources

  • Monte Reinders - Public Works Director/County Engineer
  • Bruce Patterson - Engineer III
  • Washington State Department of Transportation (WSDOT)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

WSDOT Detour Agreement: SR-116/Chimacum Creek Bridge Construction

Topic Summary

A Local Agency Haul Road/Detour Agreement is presented for approval, allowing WSDOT to detour SR-116 traffic onto Chimacum Road and Irondale Road during the construction of a new fish-passable bridge at Chimacum Creek. The goal of the WSDOT project is to eliminate a fish barrier and meet the requirements of a federal injunction. Due to site constraints, a full 5-month road closure is required.

Key Points

  • The WSDOT project replaces an existing 9-foot diameter culvert beneath SR 116 (MP 0.22) with a voided slab girder bridge providing a minimum 70-foot hydraulic opening, eliminating a fish barrier.
  • This project is mandated as part of compliance with a federal injunction (United States, et al. vs. Washington et al No. C70-9213 Subproceeding No. 01-1).
  • Construction will require a full roadway closure for up to 5 consecutive months, solely between June 1st and November 1st of any given construction year (as early as 2024 or slipping to 2025).
  • The full closure is necessary because design challenges and sensitive areas (wetlands, groundwater, soil conditions) eliminate feasibility of staged construction (half-bridge demolition/build).
  • Chimacum Road and Irondale Road will serve as the detour routes.
  • WSDOT traffic analysis determined resulting traffic impacts were acceptable, and no temporary mitigation measures like traffic signals or temporary roundabouts are needed.
  • The SR-116 closure will not directly affect access to businesses, residences, or the school on either side of Chimacum Creek.
  • WSDOT has agreed to coordinate with the County regarding the Port Hadlock Wastewater (Sewer) Project, which is expected to be underway in the same timeframe.
  • The new bridge design cannot accommodate sewer or water utilities due to limited clearance above floodwater elevation; PUD #1 is boring a 10-inch water line north of the site, and future Rhody Drive sewer lines will also need to be bored.

Financials

  • No Dollar Amount specified in the agreement itself.
  • WSDOT is funding this construction project.
  • WSDOT agrees to reimburse the County for additional maintenance and repair costs to county roads resulting from the detour use.
  • The County notes that future costs to provide sewer service west of Chimacum Creek are likely to be higher due to the bridge design not accommodating utility infrastructure.

Alternatives

  • Staged construction (building half bridge at a time while maintaining one lane of traffic) was considered but eliminated due to site constraints (wetlands, groundwater, soil).

Community Input

  • WSDOT has communicated with local agencies and stakeholders, including Jefferson County Public Works, Chimacum School District, Jefferson County Library, Jefferson Transit, Navy officials, Washington State Patrol, Jefferson County Sheriff, and East Jefferson Fire and Rescue.

Timeline

  • Construction Start: Potentially summer-fall of 2024, or slipping to 2025.
  • Detour Duration: Up to 5 consecutive months per closure session.
  • Detour Timing: Only between June 1st and November 1st.
  • WSDOT must notify local agencies 60 Calendar Days in advance of the full closure.

Next Steps

The Board is requested to sign the WSDOT Local Agency Haul Road/Detour Agreement and return it to Public Works for WSDOT execution.

Sources

  • Monte Reinders - Public Works Director
  • Federal Injunction: United States, et al. vs. Washington et al No. C70-9213 Subproceeding No. 01-1 (dated March 29, 2013)
  • WSDOT Traffic Office
  • PUD #1

Adoption of 2023-2028 Six-Year Transportation Improvement Program (TIP)

Topic Summary

Jefferson County Public Works is requesting the annual adoption of the 2023-2028 Six-Year Transportation Improvement Program (TIP) after a public hearing. This planning document is mandated by state law to guide coordinated transportation efforts, identify federal and state grant opportunities, and project local revenues and expenditures related to road and bridge projects.

Key Points

  • RCW 36.81.121 requires the annual adoption of a six-year TIP after a public hearing to ensure the county has advanced plans for a coordinated transportation program.
  • The TIP includes a multi-year analysis of the Road Fund, utilizing estimates of future revenues and expenditures in accordance with WAC 136-15-030.
  • The TIP document includes a priority array of transportation projects, a road fund forecast, and a bridge condition report.
  • The TIP lists 32 total projects planned or funded between 2023 and 2028, largely funded through state and federal grants. Notable projects include bridge replacements, safety improvements, and trail connections.
  • Major projects include:
    • Quilcene Complete Streets - Phase 1 (0.50 mi): Total cost $796,010, funding starts in 2023.
    • Little Quilcene River Bridge Replacement (0.5 mi): Total cost $5,646,628, construction starts in October 2024, funded by BRR (Bridge Replacement and Rehabilitation) grants.
    • Olympic Discovery Trail (ODT) - Connection (2.70 mi): Total cost $5,119,429, construction starts June 2024, funding primarily from WWRP (Washington Wildlife & Recreation Program).
    • Center Road Resurface (4.24 mi): Total cost $2,190,700, construction starts June 2024, funded by RAP.
    • Yarr Bridge Replacement: Total cost $3,564,000, funded by FMSIB (Federal-Aid Maintenance Improvement/Small Bridge).
    • Duckabush Estuary Restoration-Realignment Project: Total cost $126 million (for WSDOT project which includes county action), includes replacing US101 causeway with a bridge and realigning Duckabush Road. County local funds appear limited to $5,000 annually.

Financials

  • Total Estimated Project Costs (2023-2028): $38,477,819.
  • Total Local Funds (2023-2028): $6,327,613.
  • Total Federal Funds (2023-2028): $14,583,545.
  • Total State Funds (2023-2028): $949,819.
  • Total Other Revenues (2023-2028): $3,641,879.
  • Total Construction Costs (CN): $36,482,300 (total over 6 years).

Alternatives

  • None specified.

Community Input

  • A public hearing is scheduled for November 21, 2022, at 11:00 a.m. to receive public testimony concerning the adoption of the TIP.

Timeline

  • 2023-2028: Period covered by the Transportation Improvement Program.
  • November 21, 2022: Public hearing on adopting the TIP.

Next Steps

The Board is requested to approve and adopt the Six-Year Transportation Improvement Program for 2023 through 2028 via Resolution (Resolution No. 59-22).

Sources

  • Monte Reinders - Public Works Director/County Engineer
  • Eric Kuzma - Assistant Public Works Director/Engineering Services Manager
  • RCW 36.81.121 - State law requiring annual TIP adoption
  • WAC 136-15-030 - Requirement for multi-year financial analysis

Updating County Road Standards

Topic Summary

The County Public Works Department is proposing the formal adoption of existing road design and construction standards to comply with renewed emphasis from the County Road Administration Board (CRAB) following recent changes to WAC 136-50. This involves officially acknowledging and adopting existing standards already codified in JCC, and formally incorporating updated typical roadway section figures and road approach details (Exhibit A).

Key Points

  • State law (RCW 36.86 and WAC 136-50) requires county legislative authorities to adopt written standards for county road construction, maintenance, and right-of-way permitting.
  • Jefferson County currently complies via standards codified in JCC 18.30.080, JCC 12.05, and JCC 13.56.
  • The standards adopted via JCC 18.30.080 include references to federal and state guidelines, including WSDOT Local Agency Guidelines (LAG), AASHTO Geometric Design of Highways and Streets, MUTCD, and WSDOT Standard Specifications.
  • The codification applies to short plats, long plats, and public county roads, but not to logging roads, agricultural roads, or driveways.
  • Public Works updated its typical roadway exhibits (Attachment A) to graphically depict standards, primarily focusing on roadway and shoulder width, minimum surfacing depth/type, embankment slope angle, and turn-around areas.
  • Road Standard Types (Based on ADT or DHV): Range from Rural Access Roads (14 ft roadway, max 4 residences, stone surfacing) up to DHV ≥ 201 (40 ft roadway, 12 ft lanes, 8 ft shoulder, 4" Hot Mix Asphalt surface).
  • Road approach standards detailed in the Exhibit define paving requirements (e.g., all approaches connecting to a county road with ADT ≥ 1000 must be paved) and minimum sight distances (e.g., 200 ft minimum for 30 MPH posted speeds).
  • The County Engineer is authorized to use discretion to make exceptions and modifications to these typical roadway standards when appropriate.

Financials

  • None specified.

Alternatives

  • None specified.

Community Input

  • Public comment period is open during this agenda discussion and potential action.

Timeline

  • November 21, 2022: Discussion and Potential Action on adopting the Resolution.

Next Steps

The Board is requested to adopt the attached Resolution acknowledging the existing JCC standards and formally adopting the typical roadway sections and road approach figures provided in Exhibit A.

Sources

  • Monte Reinders - Public Works Director/County Engineer
  • JCC 18.30.080 - Jefferson County Code on road standards
  • JCC 12.05 - Jefferson County Code on approaches to county roads
  • JCC 13.56 - Jefferson County Code on accommodation of utilities on county rights of way
  • RCW 36.86 - Roads and Bridges Standards
  • WAC 136-50 - Standards of Good Practice - County Road Department Administration

Housing Fund Board (HFB) Recommendations for 2023 Funding (Funds 148, 149)

Topic Summary

The Board of County Commissioners (BOCC) is asked to approve the 2023 funding recommendations from the Housing Fund Board (HFB) for Affordable Housing (Fund 148) and Homeless Housing (Fund 149) projects. The HFB recommended funding 75.66% of requested amounts across most applications, totaling $556,732 from Funds 148 and 149, while determining that supplemental 1590 funding requires a new Request for Proposals (RFP).

Key Points

  • The Housing Fund Board (HFB) reviewed nine Request for Proposals (RFPs) for Fund 148 (Affordable Housing) and Fund 149 (Homeless Housing).
  • The HFB recommended funding at 75.66% of the amount requested for projects receiving allocation from Funds 148 or 149.
  • The total amount awarded from Funds 148 and 149 according to the recommendation is $556,732.00.
  • The HFB also requested the BOCC consider funding the remainder of the applications using Fund 1590 monies. However, County legal counsel advised that awarding 1590 supplemental funds requires a new RFP.
  • Two projects, Dove House: Housing Support ($118,522.00 requested) and OWL 360 ($118,140.00 requested), were recommended for $0.00 from Funds 148/149, but the HFB proposed funding their full requested amounts from Fund 1590 (which requires a new RFP process).

Financials

  • Total Requested Across All Projects: $972,496.00
  • Total Recommended for Funding (75.66%): $556,732.00
  • Allocation Breakdown:
    • Fund 148 Total: $91,877.00 (Projected available funds: $102,000.00)
    • Fund 149 Total: $464,855.00 (Projected available funds: $518,500.00)
  • Specific Project Allocations (Fund 148/149 Total Paid):
    • Dove House: Emergency Shelter: $74,021.20 (Fund 149)
    • OlyCAP: Caswell-Brown: $83,226.00 (Fund 149)
    • Bayside: Tiny Homes: $132,405.00 (Fund 149)
    • OlyCAP: Emergency Shelter: $164,938.80 (Fund 149)
    • Bayside: Woodley Place: $26,481.00 (Fund 148)
    • OlyCAP: Haines St Cottages: $30,264.00 ($20,000.00 Fund 148 / $10,264.00 Fund 149)
    • Habitat: Home Repairs: $45,396.00 (Fund 148)
    • Dove House: Housing Support: $0.00
    • OWL 360: $0.00
  • Note: Fund 148 is not fully expended in the recommendation to allow for potential lower revenue received.

Alternatives

  • The HFB proposed potentially funding the remaining requested amounts ($401,160.00, including the full request for Dove House: Housing Support and OWL 360) using Fund 1590, but this requires a new RFP process.

Community Input

  • None specified at this stage of the recommendations.

Timeline

  • October 26, 2022: HFB Regular Meeting to review proposals.
  • November 2, 2022: HFB Special Meeting to finalize recommendations.
  • November 21, 2022: BOCC Discussion and Potential Action on recommendations.
  • Subsequent Special Meeting: HFB members will meet when scheduled to approve a Fund 1590 Supplemental RFP.

Next Steps

The Board is requested to review the HFB recommendations and approve a motion affirming the 2023 Fund 148 and Fund 149 expenditures as recommended by the HFB.

Sources

  • Carolyn Gallaway - Clerk of the Board
  • Philip Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Housing Fund Board (HFB)

ARPA Grant Agreement: City of Port Townsend - Evans Vista Housing Project

Topic Summary

Jefferson County proposes approving a $500,000 American Rescue Plan Act (ARPA) grant agreement with the City of Port Townsend for preliminary funding of the Evans Vista Affordable and Workforce Housing Project. This project involves developing 14.4 acres of acquired land to create a mixed-use neighborhood addressing critical housing shortages in the area.

Key Points

  • The City of Port Townsend acquired 14.4 acres near the west end of Port Townsend specifically for an affordable and workforce housing project.
  • The Jefferson County Board of Commissioners (BOCC) made a preliminary commitment of $500,000 in ARPA revenue sharing funds in December 2021, which was later converted to a firm commitment.
  • The Evans Vista project goals include providing long-lasting affordable housing (50-80% AMI) targeting 30-50 units, and workforce housing (80-120% AMI) targeting 50-100 units.
  • The vision includes a mixed-use hub with amenities like childcare, family services, and retail/commercial space.
  • The project aims to integrate with the Larry Scott Trail and active transportation networks.
  • The $500,000 grant is exclusively for foundational planning purposes, not construction.

Financials

  • Grant Amount: $500,000
  • Funding Source: Revenue sharing ARPA funds from Fund 123 (Grant Management Fund).
  • Specific use of $500,000 grant, by activity:
    • Site Studies (Topographic, wetlands, tree conservation): $50,000
    • Project vision development and schematic design: $150,000
    • Financial analysis (Financing plan and income/expense): $50,000
    • Preliminary engineering (30% design for utilities/access): $100,000
    • Entitlements (Planned Unit Development/Binding Site Plan): $50,000
    • Project Management: $50,000
    • Contingency: $50,000
  • Total Project Cost for Grant: $500,000

Alternatives

  • None specified.

Community Input

  • The City gave a presentation to the Board on the Evans Vista project, which led to the firm commitment of funds.

Timeline

  • 2021-12: BOCC made preliminary commitment of funds.

Next Steps

The Board is recommended to approve the attached grant agreement, authorizing the funds to be made available to the City of Port Townsend. Grantee agrees to submit a report detailing the usage of the $500,000 and the completed project upon completion.

Sources

  • Mark McCauley - County Administrator
  • City of Port Townsend
  • John Mauro - City Manager
  • American Rescue Plan Act (ARPA)

ARPA Grant Agreement: City of Port Townsend - Community Health and Wellness Center

Topic Summary

Jefferson County seeks approval for a $100,000 American Rescue Plan Act (ARPA) grant agreement with the City of Port Townsend to fund the planning and feasibility study for a proposed Community Health and Wellness Center, including a modern aquatics component. The County identified improving community health and wellness as a high priority for the community and provided the funds following a presentation by the City.

Key Points

  • The City of Port Townsend is undertaking a "Healthier Together" planning effort to assess the feasibility, design, and construction of a Community Health and Wellness Center.
  • The project aims to provide infrastructure and opportunities to improve community health, mental well-being, and childhood development, while supporting economic activity and employment.
  • The Jefferson County Board of Commissioners formally committed $100,000 in ARPA revenue sharing funds for this planning effort following a presentation on November 7th.
  • Key project goals include:
    • Completing a 25% schematic design of the Center.
    • Working collaboratively with multiple partners: Jefferson County, Port Townsend School District, Jefferson Healthcare, City of Port Townsend, Olympic Peninsula YMCA, and JeffCo Aquatics Coalition.
    • Completing a siting analysis and selecting a facility site.
    • Developing an operational and financial model for the facility.
  • The feasibility portion of this project is estimated to cost around $200,000 total (the County grant covers half of this).

Financials

  • Grant Amount: $100,000
  • Funding Source: Revenue sharing ARPA funds from Fund 123 (Grant Management Fund).
  • Specific use of $100,000 grant, by phase:
    • Startup (Consultant selection, design engagement process): $10,000
    • Phase 1 (Architect solicitation, scope finalization): $20,000
    • Phase 2 (Implement community engagement, begin design): $20,000
    • Phase 3 (Financial/operational model, siting): $20,000
    • Phase 4 (Finalize 25% schematic design, models): $20,000
    • Phase 5 (Identify next steps for construction): $10,000
  • Total Project Cost for Grant: $100,000

Alternatives

  • None specified.

Community Input

  • City representatives (John Mauro, City Manager; Carrie Hite, Director of Parks and Recreation Strategy) presented the project to the BOCC on November 7th.
  • County Administrator Mark McCauley asked if this was the first of multiple requests; Director Hite responded they are pursuing private funding and grants and may not request further County funding.

Timeline

  • 2022-11-07: Presentation on project and BOCC commitment of funds.
  • 2023-07: Completion deadline for all planning steps (goals 1-6).

Next Steps

The Board is recommended to approve the attached grant agreement. The Grantee must submit a report detailing the usage of the $100,000 grant and the completed project upon closeout.

Sources

  • Mark McCauley - County Administrator
  • City of Port Townsend
  • John Mauro - City Manager
  • Carrie Hite - Director of Parks and Recreation Strategy (City of Port Townsend)
  • American Rescue Plan Act (ARPA)

Public Health Consolidated Contracts Amendment #9 (2022-2024)

Topic Summary

Jefferson County Public Health (JCPH) requests approval for Amendment #9 to the 2022-2024 Consolidated Contracts with the Washington State Department of Health (DOH). This amendment increases the total contract value by $11,625 for a revised total of $4,125,549, and modifies statements of work for several public health programs, including adjustments to COVID-19 response funding and new areas like Climate & Health.

Key Points

  • The amendment increases the total contract maximum consideration by $11,625, raising the total to $4,125,549.
  • Funding is derived from Federal and State sources.
  • Specific program amendments include:
    • Climate & Health-NEHA Grant: Adds $11,000 for ongoing and additional activities, including developing success stories and covering grant administration, bringing total allocation to $22,000.
    • DCHS-ELC COVID-19 Response: Extends the period of performance to July 31, 2023 (previously December 31, 2022) for FFY20 funds, but reduces funding by $6,375 due to adjusted carryforward in the FFY20 allocation.
    • Executive Office of Resiliency and Health Security-PHEP (Emergency Preparedness): Updates the name of the DOH office and adds, revises, and deletes activities and deliverables within the scope, with no change in allocation amount ($34,384 for FFY22 PHEP).
    • Foundational Public Health Services (FPHS): Revises language for "Safe and Healthy Communities" and "Homelessness" tasks, reapportions funds, and adds funding for "System-Wide Data Management Improvement" and "Water System Capacity" tasks.
    • Recreational Shellfish Activities: Adds $7,000 for a total allocation of $17,500.

Financials

  • Total Contract Value (Revised): $4,125,549
  • Increase in Funding: $11,625
  • Federal Funding Total (Revised): $1,934,997
  • State Funding Total (Revised): $2,190,552
  • Key Allocation Changes (Increases/Decreases):
    • Climate & Health-NEHA Grant: +$11,000
    • DCHS-ELC COVID-19 Response (FFY20 ELC EDE): -$6,375
    • Recreational Shellfish Activities: +$7,000
  • FPHS Component Allocations (total $1,433,000):
    • EPH – Core Team: Homelessness: Reduced from $75,000 to $55,000.
    • EPH – System Wide Data Management Improvement: Increased from $55,000 to $63,000.
    • EPH – Water System Capacity: Increased from $63,000 to $75,000.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2022-01-01 to 2024-12-31: Consolidated Contract Term.
  • 2022-11-21: Agenda request date for BOCC approval.
  • DCHS-ELC COVID-19 Response Period of Performance extended to 2023-07-31.
  • Climate & Health-NEHA Grant Period of Performance: 2022-04-11 through 2022-12-31.

Next Steps

JCPH Management recommends BOCC approval of Consolidated Contract Amendment #9.

Sources

  • Apple Martine - JCPH Director
  • Veronica Shaw - JCPH Deputy Director
  • Washington State Department of Health (DoH)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • National Environmental Health Association (NEHA)

Agreement for Mental Health Counseling at Quilcene School District

Topic Summary

Jefferson County Public Health (JCPH) requests approval of Amendment 1 to an agreement with Ann Murray, DBA Content Counseling, LLC, to increase mental health counseling services provided to youth at the Quilcene School-based Health Center. The amendment adds one full day of services per week through the school year, increasing the total contract amount by $16,800.

Key Points

  • The original Professional Services Agreement provided drop-in and scheduled mental health counseling one day per week at the Quilcene School-based Health Center.
  • Amendment 1 adds an additional day of mental health counseling per week, bringing the total service to two days per week.
  • The added day of service is funded through a grant aimed at supporting School-based Health Centers.
  • The contractor must provide a yearly report on client utilization, referrals, and outcomes, collaborate in regular consultations with the SBHC team, and provide necessary licenses/credentials.

Financials

  • Original Contract Amount: $23,400.00
  • Additional Amount (Amendment 1): $16,800.00
  • Total Contract Amount (Revised): $40,200.00
  • Funding Source: Fully funded through a grant from Olympic Community of Health.
  • Cost calculation for additional service: 28 weeks @ $600.00 per session/day = $16,800.00

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2022-09-06: Original Agreement commencement date.
  • 2022-11-01: Additional day of services commences (effective date of Amendment 1).
  • 2023-06-16: Services conclude.

Next Steps

JCPH management requests approval of Amendment 1 to the Professional Services Agreement.

Sources

  • Ann Murray, DBA Content Counseling, LLC - Contractor (LMHC)
  • Denise Banker - Community Health Director
  • Apple Martine - Public Health Director
  • Olympic Community of Health - Grant funding source
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

Interlocal Agreement: Olympic Consortium Board for Workforce Development

Topic Summary

Jefferson County, along with Kitsap and Clallam Counties, is proposing to update and restate their Olympic Consortium Board Agreement to align with the federal Workforce Innovation and Opportunity Act of 2014 (WIOA). This agreement establishes the governance structure, including the roles of the Consortium Board and Kitsap County as the fiscal agent, for implementing federal workforce development funding.

Key Points

  • The Olympic Consortium (established 1983) is comprised of Clallam, Jefferson, and Kitsap Counties to implement federal Workforce Development (WFD) activities.
  • The purpose is to update the 2015 agreement to comply with current federal WIOA regulations.
  • The Consortium structure includes: the Olympic Workforce Development Council (WDC- multi-stakeholder policy board), Kitsap County staff (fiscal sponsor/administrator), and the Olympic Consortium Board (elected official oversight board).
  • Consortium Board (The Board) Composition: Three elected Commissioners from each of the three counties (total nine members).
  • Voting: Decisions require a majority vote of a quorum (minimum three members present, with at least one from each county). Business affecting a specific member's county must be approved by that county's board of commissioners.
  • Grant Recipient/Fiscal Agent: Kitsap County is designated as the grant recipient and fiscal agent for the Consortium and the WDC. Kitsap County exercises duties such as property management, procurement, and ensuring grant compliance.
  • Administrative Staff: Kitsap County employs the administrative executive director and staff serving the Board and WDC. The WDC, in collaboration with the Board, has authority in the selection and performance review of the administrative executive director.
  • Liability: Cash liabilities resulting from WIOA or related grant agreements, if they cannot be discharged otherwise, will be borne by the Parties in proportion to the allocation of all WIOA funds in each of the three counties in the year the liability occurred.
  • WDC Appointment: WDC members are appointed by the Board to fixed, staggered terms. Consensus is sought for each appointment; if consensus fails, the Board votes to decide the appointment.

Financials

  • None specified regarding current year fiscal impact.
  • All funds granted to the Consortium will be allocated and expended among the Parties according to state and federal formula and approved plans.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 1983: Consortium established under the Job Training Partnership Act (JTPA).
  • 2014: Workforce Innovation and Opportunity Act (WIOA) enacted, replacing the previous act.
  • May 2015: Prior Consortium Agreement reaffirmed under WIA.
  • October 2022: Restated Charter date.

Next Steps

The Board is recommended to sign the Olympic Consortium Board Agreement to ensure compliance with WIOA.

Sources

  • Kate Dean - Commissioner, District 1
  • Mark McCauley - County Administrator
  • Workforce Innovation and Opportunity Act of 2014 (WIOA) (29 U.S.C.A. § 3122; 20 C.F.R. § 679.310(e))

EnergyGov Software Implementation Change Order

Topic Summary

Jefferson County Department of Community Development (JCDCD) requests authorization for the County Administrator to sign a $20,700 Change Order Amendment to the contract with Tyler Technologies for the EnerGov Software Project implementation. The additional funding is necessary to cover unexpected consulting hours required to support the project through implementation and launch.

Key Points

  • The change order adds necessary hours exceeding original estimates for completion of the EnerGov Software project implementation.
  • The additional hours will cover implementation consulting to support go-live and post-production, and allocate a small reserve for the Customer Self-Service (CSS) launch planned for early Q1.
  • The added hours include specific reserves for Project Management (PM), Training, and API consulting needs (should they arise).
  • The overall project schedule is anticipated to shift by 7 weeks due to the need for these additional hours relating to consulting, project management, training services, and API consulting.

Financials

  • Change Order Increase: $20,700
  • Funding Source: General fund monies residing in the Capital Improvement Fund.
  • Allocation of funds (based on estimated billable hours/rates):
    • Implementation Consulting (100 hours @ $125/hr): $12,500
    • Project Management (20 hours @ $175/hr): $3,500
    • Training (20 hours @ $175/hr): $3,500
    • API Consulting (4 hours @ $300/hr): $1,200
  • Total Estimated Billable Value: $20,700

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • Project implementation hours will support go-live and post-production.
  • CSS launch planned for early Q1; funds include a small reserve for this.
  • Overall project schedule shift: 7 weeks.

Next Steps

The Board is requested to approve the change order and authorize the County Administrator to sign it.

Sources

  • Jodi Adams - Permit & Admin Manager, Community Development
  • Mark McCauley - County Administrator
  • Tyler Technologies - Contractor

Corrections Officers Hiring and Retention Incentive Program

Topic Summary

Jefferson County seeks to approve a Memorandum of Agreement (MOA) with the Fraternal Order of Police (FOP)/Jefferson County Sheriff’s Office Uniformed Support Services (JCSOUSS) to institute a hiring and retention incentive program for Corrections Officers. This program is critical due to severe staff shortages (6 vacancies on a staff of 15) exacerbated by regional competition, high overtime hours (2,600 since January 2022), and the COVID-19 pandemic.

Key Points

  • The Jefferson County Corrections Facility has 6 vacancies out of a staffed capacity of 15 Corrections Officers.
  • Existing Corrections Officers have worked approximately 2,600 hours of overtime since January 2022 to cover vacancies.
  • High overtime is deemed "not sustainable and poses risks to County Corrections officers, inmates and the public."
  • The County competes with neighboring agencies in the Puget Sound Region for applicants (recruited via Public Safety Testing), and other agencies are offering similar bonuses.
  • The incentive program is intended to address the significant competitive disadvantage in hiring and retaining staff.
  • The incentive program will be re-evaluated every six months for continuation, and the County retains the sole discretion to terminate it six months after adoption.
  • All incentive recipients must sign a three-year incentive agreement; if an employee separates before three years, they must repay the bonus on a pro-rated basis over 12 months.

Financials

  • Entry Level Hiring Incentive: $10,000 paid in installments ($5,000 at hire; $2,500 at successful completion of probation; $2,500 upon completion of second year).
  • Lateral Level Hiring Incentive: $15,000 paid in installments ($5,000 at hire; $5,000 upon completion of first year; $5,000 upon completion of second year).
  • Current Employee Retention Incentive (Corrections Deputies and Supervisory Staff): $15,000 paid in installments ($7,500 upon agreement for January 2023 time (paid Feb 5, 2023); $3,750 upon completion of first year; $3,750 upon completion of second year).

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2022-01: Start date for calculation of overtime hours (2,600 hours accrued from January 2022).
  • 2023-01: Current Employee Retention Incentive payment first installment based on January time.
  • Program Duration: Re-evaluated every six months.

Next Steps

The Board is recommended to approve and sign the Memorandum of Agreement with FOP/JCSOUSS.

Sources

  • Mark McCauley - County Administrator
  • Sarah Melancon - HR Director
  • Fraternal Order of Police (FOP)/Jefferson County Sheriff’s Office Uniformed Support Services (JCSOUSS)

Permitting Central Services IT Room as a "Special Facility"

Topic Summary

The Central Services Department requests the designation of the new Critical Information Technology (IT) Room, located at the Sheriff’s Administration Building in Port Hadlock, as a "Special Facility" under RCW 39.04.280. This designation is necessary to exempt the project from requiring standard competitive bidding due to its sensitive nature and the urgent need to relocate critical server equipment from the seismically vulnerable and power-unstable Courthouse.

Key Points

  • The current server equipment location in the County Courthouse is deemed inadequate due to seismic vulnerability and lack of generator backup power.
  • The existing infrastructure's vulnerability resulted in the loss of critical county information systems during a recent windstorm, complicating emergency response.
  • The relocation of the server facility is considered an urgent and essential capital project for uninterrupted county operations.
  • Designating the new IT Room as a "Special Facility" (RCW 39.04.280) exempts it from standard competitive bidding rules for public works projects.
  • The department has already received a reasonable bid from Frederickson Electric, Inc. to rewire the Sheriff’s building for the new IT facility's power requirements.

Financials

  • None specified, other than the project involves obtaining a bid for electrical work.

Alternatives

  • Using standard competitive bidding procedures (rejected due to urgency and unique/sensitive nature).

Community Input

  • None specified.

Timeline

  • The County Administrator is directed to complete the necessary work and effectuate the full operation of the Critical Information Technology Room "as soon as possible."

Next Steps

The Board is recommended to approve and sign the attached resolution designating the new County Critical Information Technology Room a "Special Facility" in accordance with RCW 39.04.280. Staff will subsequently bring a contract for the electrical work (Frederickson Electric, Inc.) to the Board for consideration.

Sources

  • Chris Goy - Central Services Director
  • Mark McCauley - County Administrator
  • RCW 39.04.280 - State law providing exemptions from competitive bidding for special facilities

Emergency Load Limits on County Roads: 2022-2023 Winter Season

Topic Summary

Jefferson County Public Works is requesting the adoption of a resolution establishing procedures for implementing emergency load limitations on various County roads during the 2022-2023 winter season. These restrictions are necessary to prevent serious damage or destruction to County roads caused by conditions like rain, snow, or freeze and thaw periods, as authorized by RCW 46.44.080.

Key Points

  • The resolution authorizes the County Engineer to implement emergency load limitations on County roads to prevent serious damage during inclement weather, including rain, snow, frost, or freeze/thaw conditions (RCW 46.44.080).
  • Restrictions apply to Gross Weight per tire concentrated on the road surface, with different limits for Conventional and Tubeless/Special tires (details provided in tables).
  • The restrictions, when implemented, remain in effect until signs are removed at the direction of the County Engineer.
  • The restriction period cannot exceed 120 days from the effective date of the order.
  • Special Allowances: School buses, motor trucks transporting perishable or essential commodities (necessary to health and welfare), and vehicles providing essential services (power, gas, communication, garbage, sewer, water) are permitted to exceed the base emergency load limitation but are subject to specific "Special Restrictions" limits (details in tables show a higher gross load per tire).
  • The County Engineer may issue special permits for other vehicles if a proposed move would result in undue hardship or if an immediate threat to the public health and welfare exists.
  • Maximum speed limit on posted County roads under restriction is 30 miles per hour, unless applicable law specifies a lower speed.
  • Violators are liable in a civil action for any damage occasioned to the County road due to violating the load limitation.

Financials

  • This action is intended to provide cost savings to the County by preventing premature damage to roadways.

Alternatives

  • None specified.

Community Input

  • The County Engineer will notify the Board, post roads, and place notice in appropriate newspapers and on the County internet site prior to implementing any restriction.

Timeline

  • Load limits cover the 2022-2023 winter season.
  • The maximum restriction period is 120 days from the effective date of the County Engineer's order.

Next Steps

The Board is requested to approve and sign the Resolution, establishing the criteria for emergency load limits.

Sources

  • Monte Reinders - County Engineer
  • RCW 46.44.080 - State law regarding emergency load limits

Exception to Personnel Manual for Employee Gifts (Castle Hill)

Topic Summary

The Board of County Commissioners is asked to approve an exception to the County Personnel Administration Manual (Section 4) regarding conflicts of interest to allow OlyCAP to gift county employees affected by construction $35 gift cards. The proposed gift exceeds the county's non-nominal limit of $25.

Key Points

  • OlyCAP is constructing the 7th Haven affordable housing facility adjacent to county buildings (Community Development, Public Health, Public Works).
  • County employees have endured inconveniences including reduced parking, noise, dust, and safety concerns due to the lengthy construction period.
  • OlyCAP wishes to express gratitude by gifting employees gift cards totaling $35 ($25 from Mo’ Chillin Barbeque and $10 from the Mean Bean).
  • The County Personnel Administration Manual (Section 4.1) defines a non-nominal gift (a potential conflict of interest) as one "greater than $25 in value."
  • Staff notes the $25 limit is obsolete and planned for adjustment to account for inflation in the next manual update.
  • The proposed gifts are deemed an expression of gratitude for employees enduring the inconvenience, and "is not intended to influence future behavior."

Financials

  • None.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • None specified.

Next Steps

The Board is recommended to approve the attached resolution granting an exception to the Personnel Manual, allowing Castle Hill employees to accept the $35 OlyCAP gifts.

Sources

  • Mark McCauley - County Administrator
  • Olympic Community Action Programs (OlyCAP)
  • County Personnel Administration Manual, Section 4

KPTZ Radio Tower Project: Morgan Hill Emergency Transmitter Grant

Topic Summary

Jefferson County requests approval of a $65,000 ARPA grant agreement with KPTZ, FM 91.9, for the Morgan Hill Emergency Transmitter Project. The funds will be used to install a radio tower and related auxiliary equipment, significantly improving KPTZ's ability to broadcast essential information during a disaster or emergency, thus enhancing County resiliency and preparedness.

Key Points

  • KPTZ, a local radio station authorized to inform the public during emergencies, seeks funding to install a radio tower and auxiliary equipment on Morgan Hill in Port Townsend.
  • The Morgan Hill site is considered optimal for local signal transmission due to its proximity and elevation.
  • The new facility will establish a robust auxiliary microwave/radio relay site connecting the Jefferson County Emergency Operations Center (EOC), KPTZ, and KROH via a full-duplex voice system for use when landline phone and cellular services are disrupted.
  • The County originally declined to manage the project due to limited bandwidth, leading KPTZ to increase the funding request to $65,000 to cover the tower, equipment, and contracted project management.
  • The total approximate cost of the project is estimated to be $106,000.
  • All equipment at the site will be provided and owned by the radio stations.
  • The City of Port Townsend has committed to the project by passing a resolution allowing construction at Morgan Hill and granting KPTZ use of 1,000 sq ft of land at a nominal rate, equating to $54,000 over ten years.
  • The County agrees that the new tower will improve emergency and disaster preparedness.

Financials

  • Grant Amount: $65,000
  • Funding Source: Revenue sharing ARPA funds.
  • Total Project Approximate Cost: $106,000.
  • The County funding covers the cost of the tower, related auxiliary equipment, and project management via a contractor.

Alternatives

  • None specified.

Community Input

  • KPTZ staff briefed the Board on the project, leading to the directive to prepare the grant agreement.

Timeline

  • 2021-03-11: ARPA signed into law.
  • 2022-08: KPTZ approached Jefferson County seeking funding.
  • 2022-04: Port Townsend City Council passed a resolution allowing construction atMorgan Hill.

Next Steps

The Board is requested to approve the attached grant agreement. The Grantee must submit a report following completion detailing the usage of the $65,000 grant.

Sources

  • Mark McCauley - County Administrator
  • KPTZ, FM 91.9 - Grantee
  • Kate Ingram - General Manager, KPTZ
  • American Rescue Plan Act (ARPA)

Agreement to Support Workforce Capacity and Emergency Response (NACCHO Grant)

Topic Summary

Jefferson County Public Health (JCPH), Community Health Division, seeks approval for a $35,000 grant agreement with the National Association of County and City Health Officials (NACCHO). The federal funds will support JCPH's emergency response staff training, assist in rewriting the Emergency Response Plan, and allow for the purchase and distribution of emergency supplies to the community.

Key Points

  • The agreement spans from April 1, 2022, to December 31, 2022.
  • The grant funding supports specific JCPH emergency response activities:
    • Allowing staff to attend training workshops.
    • Rewriting JCPH's current Emergency Response Plan.
    • Purchasing a "limited amount of emergency supplies" for distribution (at no cost) to the community at the Annual All County Picnic.
    • Purchasing emergency response supplies for JCPH staff use.
  • The contractor (JCPH), as sub-recipient of CDC Grant #6NU38OT000306-03-06, is required to meet various deliverables, including plan drafts, reports, and attendance records at training workshops and needs assessments.

Financials

  • Grant Amount: $35,000
  • Funding Source: NACCHO grant for CDC GRANT #6NU38OT000306-03-06, CFDA # 93.421 (Federal Subrecipient).
  • Payment Schedule (Reimbursement based on deliverables):
    • Invoice I (April 1 to July 31, 2022): $19,825.00
    • Invoice II (August 1 to December 31, 2022): $15,175.00
  • Total Grant Funding: $35,000.

Alternatives

  • None specified.

Community Input

  • Emergency supplies will be distributed to residents at the Annual All County Picnic.

Timeline

  • 2022-04-01 to 2022-12-31: Term of the agreement.

Next Steps

JCPH management recommends BOCC signature for the Agreement with NACCHO.

Sources

  • Liz Anderson - Lead Web/Digital Communications Specialist
  • Apple Martine - Public Health Director
  • National Association of County and City Health Officials (NACCHO) - Grantor
  • CDC GRANT #6NU38OT000306-03-06, CFDA # 93.421

Whaleheart Productions Agreement: Videos to Combat "Faceless Government"

Topic Summary

Jefferson County Public Health (JCPH) seeks approval for a $9,830 agreement with Whaleheart Productions to create five brief videos for social media and the website. The purpose is to enhance trust between JCPH and the public by highlighting staff as caring professionals and community members, thereby helping to increase the use of services like COVID-19 vaccination, particularly among marginalized demographics.

Key Points

  • The goal of the videos is to "combat the concept of a 'faceless government'" and build trust to increase the use of public health services, notably COVID-19 vaccination among marginalized demographics.
  • The project involves the creation and editing of five videos.
  • Specific video deliverables include:
    1. Mobile App How To Video (:59) - focuses on hands using the app, text on screen.
    2. COVID Vaccine Video (:59) - shows the process of receiving a vaccine at Public Health.
    3. Two "Faces of Public Health" Videos (:59 each) - short staff interviews plus b-roll.
    4. Overview of Services Video (2:00 version and :59 version) - utilizes b-roll and one additional interview.
  • Whaleheart Productions will handle pre-production (refining concept, outlines, shot lists), production (4K footage for horizontal/vertical exhibition), and post-production.
  • Finished videos will be deemed "work-for-hire," granting copyright to Jefferson County Public Health.

Financials

  • Total Contract Amount: $9,830.00
  • Funding Source: National Association of County and City Health Officials (NACCHO) grant for the COVIED (Equipping Local Health Departments to Build COVID-19 Vaccine Confidence) project.
  • Cost Breakdown:
    • Pre-production: $807.50
    • Production (2.5 days): $2,875.00
    • Post-production: $5,647.50
    • Contingency/Equipment Rental: $500.00
    • Total: $9,830.00

Alternatives

  • None specified.

Community Input

  • The videos are specifically aimed at communicating with the community and increasing trust.

Timeline

  • 2022-08-31 to 2023-07-31: Term of the agreement.
  • Pre-production: November 2022 – January 2023.
  • Production: February – March 2023.
  • Post-production: April – July 2023.
  • Delivery: July 31, 2023.

Next Steps

JCPH management requests approval of the Professional Services Agreement.

Sources

  • Veronica Shaw - Deputy Public Health Director
  • Bonnie Obremski - COVID-19 Communications Specialist
  • Whaleheart Productions - Contractor
  • National Association of County and City Health Officials (NACCHO) Grant (COVIED Project)

Board of Equalization Request to Convene for 2022 Property Tax Appeals

Topic Summary

The Jefferson County Board of Equalization (BOE) has requested authorization from the County Legislative Authority to convene at any time to hear property tax appeals for the year 2022. This request is based on the statutory requirement that the BOE must obtain approval if the number of petitions filed exceeds 25 or ten percent of the appeals filed in the preceding year, whichever is greater.

Key Points

  • RCW 84.48.010 allows the BOE to convene at any time, with approval from the County Legislative Authority, if the number of petitions filed meets a specific minimum threshold (greater of 25 or 10% of the prior year's appeals).
  • The Assessor formally delivered custody of the assessment rolls to the BOE on November 15, 2022, for the assessment year 2022-2023.
  • Total County Locally Assessed Value (2022-2023): $8,496,357,747.00.
  • Value of New Construction (2022): $94,768,073.00.
  • The BOE traditionally met an average of 20 days per year over the last three years.

Financials

  • BOE Budget (Line #001-061-000): $28,492
  • Member Per Diem: $100 for each day of attendance at a meeting/training.
  • Costs also cover administrative support and mileage reimbursement for annual training travel.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2022-11-15: Assessor's Certificate of Assessment Rolls delivered to the BOE.
  • 2022-11-21: Legislative Authority date of approval.

Next Steps

The Board is recommended to approve the BOE's request to convene for the purpose of hearing property tax appeals for the current year, having found that the requirements of RCW 84.48.010 have been satisfied.

Sources

  • Julie Shannon - Executive Secretary II
  • Mark McCauley - County Administrator
  • Jeff Chapman - Assessor
  • RCW 84.48.010 - State law governing BOE meetings

Teamsters Local No. 589 Medical Coverage Opt-Out Amendment

Topic Summary

Jefferson County Human Resources and Teamsters Local No. 589 (representing Public Works employees) propose an amendment to their Collective Bargaining Agreement (CBA) to allow employees to "opt-out" of medical coverage. This change is prompted by the recent discovery of a procedure within the Teamsters Welfare Medical Trust that permits such waivers, which was previously excluded from the CBA.

Key Points

  • The current CBA (expiring December 31, 2023) requires employees to pay 15% of the medical coverage share, with the County paying 85%.
  • Under the current CBA, employees could not "opt-out" of coverage.
  • The parties recently learned that the Teamsters Medical Trust has a procedure that allows for employees to opt-out by completing the "Employee Waiver of Benefits Form" (Appendix D).
  • The MOA amends CBA Article 16, Section 16.1, clarifying that an employee who executes the waiver form is not obligated to pay the 15% contribution if the Trust does not require the 15% be remitted.
  • Crucially: If the Trust Fund requires the County to pay the full 100% contribution rate, the employee's responsibility is handled as a "wage rate reduction" to provide for Bargaining Unit medical coverage.
  • Declining coverage means the employee and their eligible family members are declining all benefits of the plan(s), including medical, dental, vision, life insurance, etc.
  • An employee who declines coverage must wait 12 months (or until a special enrollment event) before returning to coverage.

Financials

  • The MOA is listed as "No Dollar Amount, Terms Only."
  • The CBA requires the County to be responsible for 85% of the required contribution for benefits provided.

Alternatives

  • None specified.

Community Input

  • The change was mutually negotiated between Jefferson County and Teamsters Local 589.

Timeline

  • 2022-11-01: Effective date of the MOA (MOA-2022-1).
  • 2023-12-31: Expiration date of the underlying CBA.

Next Steps

The Board is recommended to approve and sign the Memorandum of Agreement.

Sources

  • Mark McCauley - County Administrator
  • Sarah Melancon - HR Director
  • Teamsters Local No. 589
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Washington Teamsters Welfare Trust

Regular Meeting of November 7, 2022: Summary of Actions and Presentations

Topic Summary

The meeting minutes from November 7, 2022, detail the approval of the Consent Agenda (with one typo correction), the passage of an emergency declaration for a recent windstorm, the approval of several proclamations, and several presentations resulting in potential future action, notably related to Economic Development, Health and Wellness Planning, and DCD workload/support.

Key Points

  • Consent Agenda Approved: An amendment was made to Consent Agenda Item No. 6, changing a typo from "decreased amount" to "increased amount."
  • Emergency Declaration Approved: Resolution No. 52-22, Declaration of Emergency Windstorm Event, was approved unanimously due to the recent windstorm.
  • Proclamations Approved:
    • Richard Wojt (former Commissioner) — Week of November 7–13, 2022.
    • Operation Greenlight (Veterans) — Week of November 7–13, 2022 (Courthouse and clocktower to be illuminated green).
    • America Recycles Day — November 15, 2022.
    • Family Caregiver Month — Month of November 2022.
  • North Olympic Peninsula (NOP) PTAC Program Support: The Board, after a presentation from Clallam County EDC Executive Director Colleen McAleer, approved funding the NOP Procurement Technical Assistance Center with $10,000 for 2023 from the Non-Departmental Fund.
  • Healthier Together Community Health and Wellness Center Planning: City of Port Townsend Manager John Mauro and Director Carrie Hite presented the proposed project, which includes a community pool. Feasibility planning is estimated at $200,000. Commissioner Dean favored funding $100,000 toward this effort using ARPA funds (confirmed later in the ARPA workshop).
  • DCD Workload/SMP Update: DCD Director Brent Butler and Deputy Director Josh Peters presented on continuing high permit volume, a backlog in Shoreline Master Program (SMP) updates, and Lot of Record implementation. Staff recommended:
    • Approving discussion with BERK for a contract amendment to complete the SMP update.
    • Retaining on-call consultant support for current planning ($75,000 for six months).
    • Considering recruiting additional term-limited planners.
  • Solid Waste Litigation Settlement: Following an Executive Session regarding potential litigation (RCW 42.30.110(1)(i)), the Board authorized the County Administrator to sign any negotiated settlement agreement within the next two weeks with the Sexton Family concerning the Glenndale Farm property solid waste violation remediation and cleanup.

Financials

  • Payroll Warrants: Totaling $1,081,075.24 (dated 11/4/22) and $5,644.02 (dated 11/5/22).
  • A/P Warrants (Payroll): Totaling $536,965.77 (dated 11/4/22), $1,719.22 (dated 11/5/22), $376,083.30 (dated 11/7/22), $2,687 (dated 11/7/22), and $13,006.10 (dated 11/14/22).
  • Vouchers/Warrants: Totaling $715,947.52 (dated 10/24/22).
  • NOP PTAC Funding: $10,000 approved from Non-Departmental Fund for 2023.
  • DCD Consultant Support: $75,000 proposed for six months of on-call consulting for current planning.

Alternatives

  • Rejected: DCD proposed recommendations for addressing workload and completing the SMP update (but the matter was deferred to the County Administrator for action).

Community Input

  • Seven comments were received during the morning public comment period.
  • One comment was received regarding the Windstorm Emergency Declaration.
  • 16 comments were received during the afternoon workshop regarding the DNR Carbon Phase II Project.

Timeline

  • 2022-11-07: Regular Meeting date.
  • 2022-11-21: Hearing scheduled for Ad Valorem Tax Levies and TIP.
  • 2023: NOP PTAC funding effective year.

Next Steps

  • County Administrator Mark McCauley to prepare an agreement for the $10,000 NOP PTAC funding.
  • County Administrator to work with DCD to bring a contract amendment or supplemental budget appropriation for DCD professional services to the Board.
  • County Administrator authorized to sign the negotiated settlement agreement with the Sexton Family within two weeks.

Sources

  • Heidi Eisenhour, Greg Brotherton, Kate Dean - Commissioners
  • Mark McCauley - County Administrator
  • Willie Bence - Emergency Management Director
  • Monte Reinders - Public Works Director
  • Anna McEnery - Developmental Disability and Behavioral Health Coordinator
  • Kelly Matlock - Intellectual Developmental Disabilities Advisory Board member
  • Colleen McAleer - Clallam County EDC Executive Director
  • John Mauro - City of Port Townsend Manager
  • Carrie Hite - City of Port Townsend Director of Parks and Recreation Strategy
  • Brent Butler - DCD Director
  • Josh Peters - DCD Deputy Director
  • Csenka Faborini-Csorba, Drew Rosanbalm, Brian Turner - DNR Staff

Lodging Tax Advisory Committee (LTAC) 2023 Funding Recommendations

Topic Summary

The Lodging Tax Advisory Committee (LTAC) has submitted its recommendations for 2023 Lodging Tax Fund allocations, proposing $953,605 across sixteen proposals, plus capital contingency and administrative costs, for a total recommended expenditure of $968,357. This action is needed promptly to ensure timely processing of 2023 funding agreements.

Key Points

  • The LTAC recommends funding sixteen proposals for 2023.
  • Total Revenue for Allocation by RFP was set at $950,000.
  • The total recommended allocation for regular grants is $953,605, resulting in an over-allocation of $3,605.
  • The LTAC recommendations significantly reduced the funding requested by several organizations, including Centrum, Jefferson County Farmers Market-Chimacum, JC Parks & Recreation Campground Op'n & Maint, Emerald Towns Alliance (ETA) - ShrimpFest, Peninsula Trails Coalition, Quilcene Historical Museum, Quilcene Fair & Parade, and Wooden Boat Foundation.
  • Two organizations' requests were zeroed out: Jefferson County Chamber of Commerce ($5,600 requested) and Wenatchee Valley TREAD ($38,000 requested).
  • Four organizations received their full requested amounts: Forks Chamber of Commerce for West End Visitor Center, Jefferson County Historical Society (JCHS), Olympic Peninsula Gateway Visitor Center (JCHS), and Tourism Coordinating Council.

Financials

  • Total Revenue for Allocation by RFP (Budget): $950,000
  • Total Requested (18 Proposals): $1,186,357
  • LTAC Recommended Grants Total (16 Proposals): $953,605
  • Over-Allocation of Grants: $(3,605)
  • Contingency and Admin Costs:
    • Capital contingency for County's Visitor Center: $10,000
    • JCCC Port Ludlow Sign Allocation Carry-Forward: $4,752
    • Treasurer Financial Fees: $4,752
    • Note: Administration cost for contracts is listed as $4,752, but not included in grand total calculation.
  • Grand Total Recommended Expenditure: $968,357

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • None specified, but requested action is for immediate processing of 2023 agreements.

Next Steps

The Commissioners are requested to review the LTAC recommendations and affirm the 2023 Hotel Motel fund expenditures as recommended.

Sources

  • Adiel McKnight - Executive Assistant
  • Lodging Tax Advisory Committee (LTAC)
  • Mark McCauley - County Administrator

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