PACKET: Commissioners Meeting at Tue, Jan 03, 09:00 AM

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Memorandum of Agreement (MOA) Re: Finance Manager Support Between County and Auditor

Topic Summary

Jefferson County and the County Auditor are entering into a Memorandum of Agreement (MOA) to establish a formal partnership utilizing the newly established County Finance Manager position. This partnership aims to leverage the Finance Manager's financial expertise to assist the Auditor's office with significant financial tasks, support the annual audit, and train Auditor staff to improve their self-sufficiency in financial duties. The agreement is effective upon signing and has no direct fiscal impact.

Key Points

  • The Auditor's duties, defined by RCW 36.22.010 and other statutes, include financial accounting, payroll, accounts payable/receivable, recorded documents, licensing, and elections.
  • The County established a Finance Manager position whose incumbent possesses broad knowledge and experience relevant to the financial work of the Auditor.
  • The Auditor benefits from this partnership by receiving assistance with financial tasks beyond the current ability of Auditor staff and through training opportunities.
  • Auditor responsibilities include: providing the Finance Manager access to staff, making data available to the Finance Manager (to the same extent required for the County Treasurer by RCW 36.22.010(5)), seeking assistance for complex financial tasks, and allowing the Finance Manager to train staff to develop self-sufficiency.
  • Finance Manager responsibilities include: coordinating with the Auditor on significant financial issues, assisting with major tasks like preparing financial statements and working with the State Auditor during the annual audit, and training Auditor staff.
  • The MOA terminates upon either party providing at least 30 days' notice.

Financials

None specified. The request states the MOA has "None" for fiscal impact, implying the Finance Manager's salary is already budgeted within the County structure.

Alternatives

None specified.

Community Input

None present.

Timeline

  • December 8, 2022: Approved as to form by the Chief Civil Deputy Prosecuting Attorney.
  • January 3, 2023: Date requested for Board of County Commissioners approval.

Next Steps

The Board is requested to approve the attached Memorandum of Agreement (MOA) between the County and the Jefferson County Auditor. The MOA was approved unanimously as part of the Consent Agenda.

Sources

  • Mark McCauley - County Administrator
  • RCW 36.22.010 - State statute outlining Auditor duties
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

Agreement Re: Consulting Services for Strategic Planning (BerryDunn)

Topic Summary

The Board of County Commissioners seeks to approve a Professional Services Agreement with Berry, Dunn, McNeil & Parker, LLC (BerryDunn) for Strategic Planning Consulting Services. This contract, not to exceed $64,270, will involve BerryDunn assisting the County in preparing a comprehensive Strategic Plan, including an environmental scan, stakeholder engagement, a Board retreat, and the development of an implementation plan. The cost will be paid from the General Fund – Non-departmental.

Key Points

  • The agreement is with Berry, Dunn, McNeil & Parker, LLC dba "BerryDunn" to assist the County in preparing a Strategic Plan.
  • A Request for Proposals (RFP) was issued on August 22, 2022, resulting in four submissions: Berk, Moss Adams, BerryDunn, and Tuminello Consulting.
  • The Strategic Planning Committee interviewed Berk, Moss Adams, and BerryDunn, selecting BerryDunn as the best choice based on the interviews.
  • The Scope of Services (Exhibit A) is a multi-phase effort:
    • Phase 0 (Project Initiation): Project planning, document review, and creating a Project Work Plan.
    • Phase 1 (Discovery): Compiling economic/demographic data, conducting stakeholder interviews (Board, staff, local executives, business leaders, citizen groups), and administering an external survey via a Social Pinpoint site.
    • Phase 2 (Meet and Retreat): Facilitating a 1- or 2-day Board strategic planning retreat using the Environmental Scan and Situation Analysis.
    • Phase 3 (Document and Vet): Developing objectives/performance measures, creating the Initial Strategic Plan Draft and Executive Summary, and providing communication materials for public distribution and outreach.
    • Phase 4 (Approve and Launch): Incorporating feedback, developing an implementation plan with milestones and benchmarks, presenting the final plan to the Board, and performing project closeout.
  • The Contractor requires Commercial Automobile Liability Insurance ($500,000 combined single limit) and Commercial General Liability Insurance ($1,000,000 per occurrence, $2,000,000 aggregate), naming the County as an "additional named insured." Insurance must be maintained by insurers licensed in Washington with A.M. Best Company ratings of A- or better (exceptions for excess/umbrella coverage).
  • The Agreement requires a waiver of immunity under Industrial Insurance, Title 51 RCW, solely for indemnification purposes.

Financials

  • Total Maximum Contract Cost: Not to exceed $64,270.
  • Funding Source: General Fund – Non-departmental.
  • A supplemental budget request will be submitted in the 1st Quarter, 2023 to cover the cost.
  • Detailed Fixed-Fee Costs by Phase:
    • Phase 0: $14,760
    • Phase 1: $15,690
    • Phase 2: $7,350
    • Phase 3: $12,470
    • Phase 4: $8,000
    • Total Fixed-Fee Cost (excluding travel): $58,270
    • Travel Expense Estimate: $3,000 (billed only as incurred)
    • Strategic Plan Professional Design Services: $3,000

Alternatives

  • Three other firms submitted proposals: Berk, Moss Adams, and Tuminello Consulting. Berk and Moss Adams were interviewed.

Community Input

  • Stakeholders (local government chief executives, business leaders, local citizen groups, etc.) will be interviewed and engaged via a Social Pinpoint site, which includes an external survey and idea wall, during Phase 1 (Discovery).
  • Communication materials will be developed in Phase 3 for distributing the draft Strategic Plan to solicit feedback.

Timeline

  • 2022-08-22: Board approved the issuance of the RFP.
  • 2023 (1st Quarter): Supplemental budget request will be submitted.
  • 2022-12-27: Approved as to form by the Chief Civil Deputy Prosecuting Attorney.
  • January 3, 2023: Date requested for Board approval.

Next Steps

The Board is recommended to approve the attached Professional Services Agreement with BerryDunn. The item was approved unanimously as part of the Consent Agenda.

Sources

  • Mark McCauley - County Administrator
  • Berry, Dunn, McNeil & Parker, LLC (BerryDunn) - Contractor
  • Michelle Kennedy - BerryDunn Project Manager
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • RCW 4.24.115 - State statute related to indemnification
  • RCW 48.62 - State statute related to Risk Pools
  • RCW 51 (Title 51) - Workers’ Compensation (Industrial Insurance)
  • Chapter 42.56 RCW - Washington Public Records Act

Department of Commerce (DOC) 2024 and 2025 Consolidated Homeless Grant (CHG)

Topic Summary

The Board of County Commissioners discussed whether Jefferson County should apply to be the lead grantee for the State Fiscal Years 2024 and 2025 Consolidated Homeless Grant (CHG) funds, noting that the County has historically opted out due to onerous administrative requirements. Staff recommended opting out. In the County’s absence, the grant has historically been awarded to OlyCAP, though Bayside Housing and Services has also expressed interest in applying this cycle.

Key Points

  • Consolidated Homeless Grant (CHG) applications from the Department of Commerce (DOC) will be released around January 23, 2023, covering State Fiscal Years 2024 and 2025.
  • The County has always opted out of administering these funds since the grant's inception about 11 years ago, citing the administration requirements as "especially onerous" (the Commerce guidelines document is 62 pages long).
  • In the County's absence, OlyCAP has historically been awarded the grant as lead grantee.
  • Bayside Housing and Services has recently expressed interest in applying for the CHG.
  • If both Bayside and OlyCAP apply, Commerce will award the grant to the organization determined most qualified to act as lead grantee. The lead grantee has the ability to make subgrants to qualifying organizations in the County.
  • Staff recommended the County opt out again, allowing interested local housing organizations to apply.
  • Commissioner Brotherton (GB) noted that this grant comes up every two years and preferred taking action to formally opt out, rather than being silent.

Financials

  • The request states, "This request has no fiscal impact," as the County is opting out of applying for the grant.

Alternatives

  • The primary alternative was for the County to apply to act as lead grantee, which was discussed and rejected due to the onerous administration requirements.

Community Input

  • Commissioner Brotherton noted he met with Bayside regarding the grant.
  • Bayside and OlyCAP have expressed interest in applying for the CHG grant.
  • No public comments were received on this motion before the vote.

Timeline

  • 2023-01-23 (On or about): DOC will release applications for CHG funds for SFY 2024 and 2025.
  • January 3, 2023: Motion approved to formally submit a written opt-out.

Next Steps

Commissioner Kate Dean moved to submit in writing that Jefferson County plans to opt out of the application for the CHG grant funds for fiscal years 2024 and 2025. The motion passed unanimously.

Sources

  • Mark McCauley - County Administrator
  • Greg Brotherton - Commissioner/Chair (GB)
  • Dr. Allison Berry - Public Health Officer (attended prior session)
  • OlyCAP - Local housing organization
  • Bayside Housing and Services - Local housing organization

2023 Housing Fund Board (HFB) Funding Recommendations (Funds 148, 149, 1590)

Topic Summary

The Board reviewed and approved funding recommendations from the Housing Fund Board (HFB) for Affordable Housing (Fund 148), Homeless Housing (Fund 149), and Supplemental 1590 Funds, totaling $870,500. The HFB reviewed proposals received through RFPs for these funds, including a Supplemental 1590 RFP issued in December, and recommended fully funding the proposals using the combination of the three funding streams.

Key Points

  • The Housing Fund Board (HFB) met on October 26 and November 2, 2022, to review nine Request for Proposals (RFPs) for Fund 148 (Affordable Housing) and Fund 149 (Homeless Housing).
  • The initial HFB recommendation approved almost all projects at 75.66% funding from Funds 148/149, and requested the BOCC look at fully funding the remainder using available 1590 funds.
  • The BOCC declined the initial recommendation on November 21, 2022, necessitating the issuance of a Supplemental 1590 RFP, which was issued on December 7, 2022.
  • The HFB met again on December 28, 2022, to review the previous proposals and new Supplemental 1590 proposals.
  • Commissioner Brotherton (GB) noted that the Commissioners could not make changes to the HFB recommendations and would have to send the recommendations back to the HFB if changes were desired.
  • The funding was approved as recommended by the HFB, utilizing funds from all three categories.

Financials

  • Total Approved Funding: $870,500
  • Fund 148 Total: $102,000
  • Fund 149 Total: $518,500

  • Fund 1590 Total: $250,000

  • Breakdown of Total Awarded Funds by Agency/Project:

  • Bayside: Tiny Homes: $144,500 (Note: The table lists $175,000 requested but only provides 1590 allocation of $144,500, implying the request amount of $175,000 is incorrect or the award breakdown is partial)
  • Bayside: Woodley Place: $100,000 ($100,000 from 1590)
  • Community Build: Caswell-Brown Tiny Homes: $20,000 ($20,000 from 1590)
  • Dove House: Emergency Shelter: $97,000 ($12,000 from 148; $85,000 from 149)
  • Dove House: Housing Support: $95,000 ($45,000 from 1590)
  • Habitat: Home Repairs: $60,000 ($60,000 from 148)
  • OlyCAP: Caswell-Brown: $100,000 ($45,000 from 149; $55,000 from 1590)
  • OlyCAP: Emergency Shelter: $180,000 ($180,000 from 149)
  • OlyCAP: Haines St Cottages: $40,000 ($30,000 from 148; $10,000 from 149)
  • OWL 360: $34,000 ($9,000 from 149; $25,000 from 1590)

Alternatives

  • The Board had the ability to send the recommendations back to the Housing Fund Board if they wanted changes. This alternative was not pursued.

Community Input

  • One comment was received during the public comment period (01:43:03 PM). The content was not specified.

Timeline

  • 2022-10-26: HFB Regular Meeting to review proposals.
  • 2022-11-02: HFB Special Meeting to review proposals.
  • 2022-11-21: BOCC declined to take action.
  • 2022-12-07: Supplemental 1590 RFP was issued.
  • 2022-12-28: HFB met again to review proposals for Funds 148, 149, and Supplemental 1590.
  • January 3, 2023: BOCC approved the recommendations.

Next Steps

Commissioner Heidi Eisenhour moved to approve the funding recommendations totaling $102,000 from Fund 148, $518,500 from Fund 149, and $250,000 from Fund 1590. The motion passed unanimously.

Sources

  • Greg Brotherton - District No. 3 Commissioner
  • Mark McCauley - County Administrator
  • Carolyn Gallaway - Clerk of the Board
  • Housing Fund Board (HFB) - Source of recommendations
  • Bayside, Community Build, Dove House, Habitat, OlyCAP, OWL 360 - Recipient Agencies/Projects

Approval of 2023 Commissioner Committee Assignments

Topic Summary

The Board of County Commissioners reviewed and discussed the preliminary list of 2023 assignments for Commissioners and the County Administrator to various Advisory Boards, Committees, Groups, and Commissions. Following discussion and amendments, the Board approved the updated assignments, formalizing representation across numerous health, infrastructure, development, and legislative bodies.

Key Points

  • Assignments determine which Commissioner or the County Administrator (CA) will serve on advisory boards, committees, and commissions for 2023.
  • The assignments cover over 40 distinct groups categorized by BOCC, PH (Public Health), AGENCY, INTERNAL, EH (Environmental Health), PW (Public Works), WSU, and PROJECT.
  • Key Commissioner Assignments (Examples):
    • Greg Brotherton (BOCC Chair): BOCC Chair, Canvassing Board, Finance Committee (automatically serves), Housing Fund Board, JeffCom 911 Administrative Board, Olympic Area Agency on Aging (O3A), OlyCAP Board, Olympic Region Clean Air Agency (ORCAA).
    • Heidi Eisenhour: Behavioral Health Advisory Committee (Chair), Chimacum Drainage District, Lodging Tax Advisory Committee (Chair), Hadlock Sewer (Project Lead), DNR Trust Land Transfer Work Group.
    • Kate Dean: Community Health Improvement Plan (CHIP) – Youth Advisory Board, Climate Action Committee, Economic Development Council (EDC), Hood Canal Coordinating Council (HCCC) (LD), WSAC Legislative Steering Committee (LD).
  • The Board of Health, Budget Committee, Elected Official/Department Director Quarterly Meeting, and Intergovernmental Collaborative Group (ICG) are assigned to the full Board.
  • The County Administrator (CA) is assigned as needed or as an alternate to many committees, including the Behavioral Health Advisory Committee, Finance Committee, ICG, and JeffCom 911.
  • Specific roles noted include Heidi Eisenhour as Vice Chair of the Jefferson Transit Authority Board.

Financials

None specified ("n/a" for Fiscal Impact).

Alternatives

None specified.

Community Input

  • No public comments were received on the motion.

Timeline

  • 2022-12-25: Reviewed by County Administrator Mark McCauley.
  • 2023-01-03: Motion to approve the board committee assignments as amended and discussed today was passed.

Next Steps

Heidi Eisenhour moved to approve the board committee assignments as amended and discussed, seconded by Kate Dean. The motion passed unanimously.

Sources

  • Mark McCauley - County Administrator
  • Adiel McKnight - Executive Assistant
  • Greg Brotherton, Kate Dean, Heidi Eisenhour - Commissioners

Letter of Support for Olympic Housing Trust (OHT)

Topic Summary

Chair Brotherton presented revised changes to a previously approved, but unsent, letter of support requested by the Olympic Housing Trust (OHT). Following review and edits by the Commissioners, the letter of support was unanimously approved for transmittal.

Key Points

  • The Olympic Housing Trust (OHT) requested changes to a letter of support that the Board had previously approved.
  • The previous letter had not yet been sent out by staff.
  • The Commissioners reviewed the requested changes and made edits to the draft during the meeting.

Financials

None specified.

Alternatives

None specified.

Community Input

  • No public comments were received.

Timeline

  • January 3, 2023: Motion approved to approve the letter of support as amended today.

Next Steps

Kate Dean moved to approve the letter of support to the Olympic Housing Trust as amended today. The motion passed unanimously.

Sources

  • Chair Brotherton (Greg Brotherton) - Presented the item
  • Olympic Housing Trust (OHT) - Requested organization

Letter of Support for Mason County PUD No.1 ARPA Broadband Grant

Topic Summary

The Board reviewed and approved a letter of support for Mason County PUD No. 1's Washington State Broadband Office Grant Application. The grant application seeks ARPA Broadband Infrastructure Grant funds to replace undersized and under-classed poles in the Brinnon area of Jefferson County.

Key Points

  • The purpose of the letter is to support Mason County PUD No. 1’s application for the Washington State Broadband Office Grant Application.
  • The specific program is the ARPA Broadband Infrastructure Grant.
  • The project involves replacing undersized and under-classed poles in the Brinnon area.

Financials

None specified.

Alternatives

None specified.

Community Input

  • No public comments were received.

Timeline

  • January 3, 2023: Motion approved to approve and send the letter of support.

Next Steps

Kate Dean moved to approve and send the letter of support for Mason PUD No. 1 as discussed today. The motion passed unanimously.

Sources

  • Chair Brotherton (Greg Brotherton) - Shared the draft letter
  • Mason County PUD No. 1 - Applying for the grant
  • Washington State Broadband Office - Grant administrator
  • ARPA Broadband Infrastructure Grant - Funding source

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