PACKET: Commissioners Meeting at Mon, Feb 13, 09:00 AM

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Snow Creek Road MP 0.84 Culvert Replacement Project

Topic Summary

The Board of County Commissioners is being asked to approve the plans and call for bids for a culvert replacement project on Snow Creek Road (County Road No. 352909) at milepost 0.84. This project, primarily funded by FEMA and state loans, is necessary because the existing culvert is badly deteriorated and at risk of failure, endangering reliable access for residents. The scope includes replacing the culvert located under a 45-foot deep road fill and requires a temporary, long-term road closure.

Key Points

  • The project involves replacing a badly deteriorated culvert under a 45-foot deep fill on Snow Creek Road (MP 0.84, CR No. 352909).
  • The existing culvert is at risk of failure, which necessitates this replacement to maintain reliable access for residents.
  • The construction includes excavating the 45-foot deep fill, installing a new 72-inch diameter culvert (Aluminum Coated Steel Culvert Pipe), and reconstructing the road fill and roadway (HMA wearing surface and guardrail).
  • The project (No. 18020310) is linked to a FEMA Hazard Mitigation Grant (No. D21-031).
  • The construction requires a temporary road closure between milepost 0.793 and milepost 0.887 for up to 60 calendar days during the 2023 construction season.
  • A temporary traffic bypass was deemed "economically infeasible" due to the depth of the road fill.
  • Detour traffic must use Lords Lake Loop Road.
  • The contract includes a penalty of $2,000 per day for the contractor if the closure exceeds 60 calendar days, and an incentive of $1,000 per day if the road is opened earlier than 60 calendar days.
  • The work plan includes the design of temporary traffic control, stream diversion, temporary erosion and sediment control (T.E.S.C.), planting, and site restoration.
  • Temporary Construction Easements (TCE) are required from two owners: Pope Resources (0.14 AC+/-) and The Still Water Trust (0.07 AC+/-).

Financials

  • Engineer's Estimate (Construction): $1,445,600
  • Total Estimated Project Cost (including engineering, right-of-way, and construction): $1,675,161
  • Funding sources:
    • FEMA Hazard Mitigation Grant (Federal): $997,500
    • FEMA Hazard Mitigation Grant (State): $166,250
    • Washington State Public Works Board Construction Loan: up to $500,000
  • Contractor incentive/penalty structure: $1,000/day incentive for early completion, $2,000/day penalty for exceeding 60-day closure limit.

Alternatives

  • Using an on-site traffic bypass was rejected due to being "economically infeasible."

Community Input

  • None specified.

Timeline

  • March 6, 2023 at 9:30 a.m.: Sealed bids due for construction (opened publicly at 10:45 a.m.).
  • Not to exceed 60 calendar days: Maximum closure period for Snow Creek Road during the 2023 construction season.

Next Steps

The Board is requested to approve the Contract Plans and the Call for Bids, and sign the appropriate documents to return to Public Works.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark Thurston, P.E. - Project Manager
  • FEMA Hazard Mitigation Grant No. D21-031
  • Washington State Public Works Board (funding source)
  • RCW 47.48 (Authorizes road closure)

Re-Establishing Cash Drawer, Petty Cash, and Revolving Funds

Topic Summary

The Board of County Commissioners is required annually to re-establish and approve the formal amounts allocated to cash drawers, petty cash accounts, and revolving funds for various county departments. This action confirms the correctness of these accounts and enters the official amounts into the General Ledger of Jefferson County, thereby nullifying all previous resolutions regarding these funds prior to December 31, 2022.

Key Points

  • The resolution reviews and confirms the correctness of cash drawers, petty cash accounts, and revolving funds in various County Departments, and formally enters them into the General Ledger.
  • The action declares all previous resolutions dated prior to December 31, 2022, pertaining to these accounts as null and void.
  • The total amount re-established across all funds is $28,975.00.
  • Specific departmental totals are listed across three major fund types: General Fund, Special Revenue Funds, and Enterprise Funds.

Financials

  • General Fund Total: $16,095.00
    • Cash Drawers: $2,370.00
    • Petty Cash: $1,225.00
    • Revolving Checking: $12,500.00 (Includes $10,000.00 for Advance Travel, managed by Katie Nole)
  • Special Revenue Funds Total: $12,880.00
    • Cash Drawers: $680.00
    • Petty Cash: $12,200.00
    • Revolving Checking: $0.00
    • Note: This includes a Petty Cash amount of $6,500.00 for Veterans’ Relief and a Revolving Checking amount of $4,500.00 for Hotel/Motel (LTAC Promo).
  • Enterprise Funds Total (Solid Waste): $4,550.00
    • Cash Drawers: $4,550.00
  • Overall Total: $28,975.00

Alternatives

None specified.

Community Input

None specified.

Timeline

None specified.

Next Steps

The Board is recommended to approve the Resolution re-establishing the funds and amounts.

Sources

  • Adiel McKnight - Executive Assistant
  • Mark McCauley - County Administrator

Compost Procurement Policy (Resolution No. 03-23)

Topic Summary

The county Board is considering adopting a resolution to formally establish a Compost Procurement Policy, primarily in response to Washington State law ESSHB 1799. This policy formalizes current county practices of purchasing finished compost for public projects, mandates local sourcing preference, and sets constraints to ensure purchased compost is cost-effective and meets quality standards.

Key Points

  • The Resolution is driven by Washington law ESSHB 1799 (signed March 2022), which aims to increase diversion of organic materials from landfills to reduce methane emissions.
  • General Policy: Jefferson County shall purchase finished compost products for appropriate public projects/land, provided it is not cost prohibitive.
  • Cost Prohibitive Definition: Product purchasing cost may not exceed 10% of the cost of another product that would serve the same purpose (includes product cost, transportation, and delivery).
  • The County is not required to use compost if products are unavailable within a reasonable time, do not comply with existing purchasing standards, or violate federal/state health, quality, or safety standards.
  • Local Purchasing: Preference must be given to finished compost from the City of Port Townsend Composting Facility or other local/regional suppliers that meet Department of Ecology quality standards. If local compost is unavailable, preference is given to the closest external source.
  • Planned Use Categories: Compost use will be planned for landscaping, construction/post-construction soil amendments, applications to prevent erosion or improve roadway stability, and low-impact development/green infrastructure.
  • Education: The County shall continue to cooperate with the City of Port Townsend to inform residents about the value of compost.

Financials

  • The reporting requirements of ESSHB 1799 require limited staff time with only "nominal fiscal impact to approved budgets."
  • Cost is deemed acceptable if the purchasing cost does not exceed 10% of a comparable, substitute product.
  • None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • December 31, 2024 (and thereafter biennially): The plan for compost use will be reassessed as part of ESSHB 1799 reporting obligations.
  • December 31, 2024 (and thereafter biennially): The County must report required data to the Department of Ecology (total tons of organic material diverted, volume/cost of compost purchased, and source(s)).

Next Steps

Staff recommends that the Board of County Commissioners adopt the Resolution formally establishing the Compost Procurement Policy.

Sources

  • Monte Reinders - Public Works Director/County Engineer
  • Mark McCauley - County Administrator
  • Al Cairns (Contact)
  • ESSHB 1799 and RCW (Washington law)
  • Washington State Department of Ecology (sets quality standards)

Geotechnical Inspection Services for Port Hadlock Sewer Project

Topic Summary

The Public Works Department is requesting approval of a contract with HWA GeoSciences, Inc. for geotechnical monitoring, inspection, and testing during the construction of the Port Hadlock wastewater percolation pond. HWA GeoSciences previously served as the geotechnical Engineer of Record for the facility's design (2011-2012) and their ongoing involvement is deemed important to confirm soil conditions and ensure construction adheres to their original design recommendations.

Key Points

  • HWA GeoSciences, Inc. will provide geotechnical (soils) monitoring, inspection, and testing for the construction of the Port Hadlock sewer project's wastewater percolation pond.
  • The project includes constructing a 1.5-acre pond designed for the infiltration of Class A reclaimed water.
  • HWA GeoSciences conducted the original geotechnical investigations and groundwater modeling for the design between 2011 and 2012.
  • It is critical that HWA GeoSciences observe the construction to confirm the soil conditions encountered and ensure the facility is built according to their recommendations.
  • HWA will mitigate risks by being available to respond to any changed conditions encountered during construction.
  • The scope includes plan review/design assistance, on-site borrow source evaluation, quarry sampling/Proctor testing for Clay Core material, inspection/testing of compacted soils and aggregates, and geotechnical observation for subgrade verification.
  • The scope assumes two visits for subgrade verification and four full weeks of compaction testing.

Financials

  • Total proposed contract payment (not to exceed): $50,000
  • Specific cost estimate for HWA's services: $46,354
    • Labor Cost (estimated): $34,996 (254 hours total)
    • Laboratory Testing (estimated): $6,060
    • Direct Expenses (estimated): $5,298 (includes nuclear gauge rental, per diem, mileage/ferry)
  • Funding Source: County ARPA funds dedicated to the Port Hadlock sewer project (Fund 405-2114-0).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Term of Agreement: Through December 31, 2023.

Next Steps

The Board is requested to sign three original copies of the contract to be returned to Public Works for further processing.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • HWA GeoSciences, Inc. (Consultant)
  • Arnie Sugar, LG, LHG (HWA contact)

ARPA Grant Agreement for Broadband Access with Mason County PUD No. 1

Topic Summary

Jefferson County is approving an American Rescue Plan Act (ARPA) grant agreement to provide $100,000 to Mason County Public Utility District (PUD) No. 1 to assist in bringing broadband access to South Jefferson County residents. This funding aligns with the County's previously stated priority of expanding broadband availability in the region.

Key Points

  • The grant recipient, Mason County PUD No. 1, is seeking ARPA funds to advance its project of providing broadband access to parts of South Jefferson County.
  • The Jefferson County Board of Commissioners previously committed $100,000 in ARPA funds to this project.
  • The overall project, the Hood Canal-101 Phase Two Broadband Project (joint with Hood Canal Communications), involves replacing 158 utility poles along US Highway 101 and 41 poles along Dosewallips Rd. and 1 pole along Duckabush Rd.
  • The project spans approximately 5.8 miles from North of Forest Dr., Brinnon WA (MP 314.33) to Mt. Walker Rd., Brinnon WA (MP 301.51).
  • PUD No. 1 will provide all necessary poles, but the contractor must provide all other materials, including conductor, insulators, and conduit.
  • A final report, detailing the usage of the $100,000 grant and the completed project, is required from the Grantee after completion.

Financials

  • Grant Amount: $100,000
  • Funding Source: Grants Management Fund, Fund 123 (ARPA funds).
  • Engineer's Estimate for the Hood Canal-101 Phase Two Broadband Project: $1,480,0000

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Bid Opening for construction was scheduled for February 17, 2023.
  • Agreement Term: Commences on the last execution date and remains in effect until the grant is exhausted, but prior to December 31, 2026.

Next Steps

The Board is recommended to approve the attached grant agreement.

Sources

  • Mark McCauley - County Administrator
  • Mason County Public Utility District (PUD) No. 1 (Grantee)

Behavioral Health Services: Kitsap Public Health District Epidemiologist Services and Data Dashboard Management

Topic Summary

Jefferson County Public Health (JCPH) is requesting approval of a Professional Services Agreement with Kitsap Public Health District (KPHD) to monitor and evaluate the community impact of Mental Health and Substance Abuse issues in Jefferson County. KPHD will provide evaluation services for all subcontractors funded by the 1/10th of 1% Sales Tax Fund, and will develop and maintain an online public Data Dashboard for performance metrics.

Key Points

  • KPHD will monitor the community impact of Mental Health and Substance Abuse issues, including needs, demographics, and risks for Jefferson County.
  • JCPH subcontracts with KPHD to compile data necessary for policy decisions.
  • KPHD will provide quarterly and yearly service evaluations for all Behavioral Health Subcontractors receiving funds through the 1/10th of 1% Sales Tax Fund.
  • KPHD concurrently compiles this data for three counties: Kitsap, Jefferson, and Clallam.
  • KPHD will develop and maintain an online 1/10th of 1% Data Dashboard for vendors/subcontractors to share program metrics publicly.
  • KPHD will collaborate with subcontractors to refine evaluation plans, prepare and present a yearly Data Report to the Behavioral Health Advisory Committee, and develop/maintain a database/annual report for School-based Health Centers.
  • The budget estimate details labor hours for an Epidemiologist, Program Manager, IT database developer, and clerical staff.

Financials

  • Total Contract Amount (Jan 1, 2023 – Dec 31, 2024): $54,976.00
    • 2023 Cost: $27,488.00
    • 2024 Cost: $27,488.00
    • Evaluation Subtotal (per year): $15,102.00
    • One-Tenth On-line Subtotal (per year): $12,386.00
  • Funding Source: County Sales Tax revenue, deposited into the 131 Fund (1/10 of 1% Sales Tax Fund).
  • Funding is subject to availability, and if sales tax revenue decreases, the contract may be renegotiated.
  • The funding and services were recommended by the Behavioral Health Advisory Committee.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Agreement Term: January 1, 2023 to December 31, 2024.
  • Reports: Quarterly and yearly service evaluations are required.

Next Steps

Jefferson County Public Health requests approval of the Professional Services Agreement with the Kitsap Public Health District.

Sources

  • Apple Martine - Director, Jefferson County Public Health
  • Anna McEnery - DD & BH Coordinator
  • Mark McCauley - County Administrator
  • Kitsap Public Health District (Contractor)
  • Behavioral Health Advisory Committee (Recommended funding)

Department of Community Development (DCD) Fee Study

Topic Summary

The Department of Community Development (DCD) is requesting approval of a $24,000 contract with FCS Group to conduct a comprehensive fee study. This study is mandated to ensure that fees charged for DCD permits and approvals remain reasonable, comply with RCW 82.02.020, and accurately cover the cost of service delivery, including analysis of direct and indirect costs.

Key Points

  • The fee study is required by Jefferson County Code (JCC) Appendix FEE SCHEDULES to occur at least every three years, but no more than annually.
  • The purpose is to ensure fees are consistent with state law (RCW 82.02.020), which requires costs to be reasonable and prohibits local governments from generating profit through fees.
  • The consultant must determine the cost to the municipality of processing applications, inspections, reviews, and preparing environmental statements (SEPA, RCW 43.21C).
  • The scope includes reviewing current building/land use fees and proposed new fees (Retainer Fees, Mitigation Monitoring Fees, C-PACER Program Fees, Lot of Record Certification Fees, Fire Inspection Fees).
  • DCD previously identified multiple issues: (1) fees have not kept up with service delivery costs, resulting in taxpayer subsidies; (2) statutory limitations prohibit recovering costs for Shoreline Management and Comprehensive Plan updates (citing court cases like Tiger Mountain LLC vs. King County); and (3) the 5% annual CPI cap means the 2023 fee increase failed to capture 3.5% of the 8.5% cost increase reported by the relevant CPI.
  • The consultant will advise staff on fees needing standard operating procedures, assess reasonableness, and develop update recommendations based on five factors (service cost recovery, public vs. private benefit, departmental goals, other funding sources, and comparison with other jurisdictions).
  • The consultant selection resulted from an RFQ process. Only one proposal was received (FCS Group).

Financials

  • Total Contract Amount (not to exceed): $24,200 (Note: The agenda request title lists $24,000, while the contract terms list $24,200).
  • Funding Source: Fund 001 (General Fund).
  • Fiscal Impact: None immediately, as the contract was budgeted, but the study helps manage future fiscal decisions.
  • FCS Group Budget Breakdown ($24,200 total for 110 hours): Data Gathering ($3,300), Technical Analysis ($12,100), Fee Survey ($660), Policy Analysis ($2,200), Presentations ($1,540), and Documentation ($4,000).

Alternatives

  • Competitive bidding yielded only one responsive applicant (FCS Group).

Community Input

None specified.

Timeline

  • Agreement Term: January 2, 2023 to July 2023.
  • Continuous Fee Review: Must occur at a minimum once every three years, per JCC.

Next Steps

DCD recommends approving the contract with FCS Group.

Sources

  • Brent A. Butler, AICP - Director, Community Development
  • Josh D. Peters, AICP - Deputy Community Development Director/Planning Manager
  • Mark McCauley - County Administrator
  • FCS Group (Consultant)
  • RCW 82.02.020
  • Washington State Supreme Court (cited rulings)

Chimacum-Port Hadlock Pollution Identification and Correction (PIC) Project

Topic Summary

Jefferson County Public Health (JCPH) requests approval of a three-year funding agreement with the Washington State Department of Ecology for the Chimacum-Port Hadlock Pollution Identification and Correction (PIC) project. This project is aimed at monitoring water quality for bacteria, identifying nonpoint pollution sources, executing corrective actions (primarily related to failing septic systems), and protecting shellfish beds and recreational waters.

Key Points

  • The project focuses on the Chimacum and Port Hadlock areas, identified as high-priority locations in the 2014 Hood Canal Regional PIC (HCRPIC) Priority Work Plan.
  • Past monitoring found elevated bacteria levels: estimated 90th percentile of Chimacum Creek E. coli is greater than 580 MPN/100 mL, and nearby Irondale Creek had an August 2021 geometric mean of 597 E. coli.
  • The area is experiencing emergency closures of commercial/recreational shellfish beds and potential risks to a popular recreational swimming beach.
  • Pollution Identification (Task 2): Monthly monitoring for E. coli, temperature, dissolved oxygen, conductivity, and pH at 15 freshwater stream stations for two years. Also, wet and dry season monitoring for E. coli/Enterococci along two miles of shoreline near Port Hadlock for two years.
  • Problem Context: The area has the county's highest density of septic systems (2,477 active systems); 7.2% are identified as deficient or in code violation. The area also has the highest number of agricultural lands, posing potential pollution risks from manure and pasture flooding.
  • Correction (Task 3): JCPH will research properties in "hot spots" (areas of concern) and conduct sanitary surveys on at least 70% of properties (approx. 100 total).
  • Corrective Action Program: A partial reimbursement (up to $500) program for approximately 20 properties will be offered for OSS inspection, riser/effluent filter installation, tank pumping, or minor repairs (must complete a routine inspection first).
  • GIS Development: Contract with a GIS developer to link GIS with county property record and permit databases to improve research capabilities.
  • Partnership: JCPH will partner with the Jefferson County Conservation District (JCCD). JCCD will help with monitoring/source identification, referral process for agricultural sites, and developing a Chimacum Watershed Management and Restoration Plan (Task 5).

Financials

  • Total Project Cost: $407,074.00
  • Funding Sources (75% Ecology, 25% County):
    • Department of Ecology (State, Centennial Clean Water Program): $305,305.50
    • Jefferson County Clean Water District (Recipient Share): $101,768.50
  • Equipment is eligible for purchase/repair, not to exceed $4,050.
  • Training costs are eligible, not to exceed $600.
  • Light refreshments are eligible, not to exceed $50.
  • Task Cost Breakdown:
    • Task 1 (Grant Admin): $34,469.00
    • Task 2 (Monitoring): $143,164.00
    • Task 3 (PIC/Correction): $147,948.00
    • Task 4 (Outreach): $38,681.00
    • Task 5 (Restoration Plan): $42,812.00
  • Fiscal Impact: No impact on the County General Fund.

Alternatives

None specified.

Community Input

  • Local residents have expressed "considerable concern" regarding water quality due to the importance of commercial/recreational shellfish and water recreation to the local economy.

Timeline

  • Agreement Term: January 1, 2023 – December 31, 2025.
  • Draft Management/Restoration Plan due: End of 20 months after subcontract approval.
  • Final Management/Restoration Plan due: End of 26 months after subcontract approval.

Next Steps

JCPH management requests approval of the funding agreement.

Sources

  • Pinky Feria Mingo - Environmental Health and Water Quality Director
  • Michael Dawson - Water Quality Manager
  • Washington State Department of Ecology (ECOLOGY)
  • Chimacum-Port Hadlock Pollution Identification and Correction Project (Project Title)

Dosewallips Wolcott Flats & Rocky Brook Planning Grant Extension (Amendment No. 1)

Topic Summary

Jefferson County Public Health (JCPH) requests approval for Amendment No. 1 to the Salmon Recovery Funding Board (SRFB) Grant Agreement for the Dosewallips Wolcott Flats & Rocky Brook Planning project. The amendment extends the project period due to delays caused by needing to replace the original source of matching funds, requiring extension to ensure a full field season and subsequent completion of planning tasks.

Key Points

  • The project is focused on developing floodplain resiliency and action plans to restore habitat for Hood Canal Summer Chum and Mid Hood Canal Chinook in the Wolcott Flats & Rocky Brook Confluence Reach of the Dosewallips River.
  • The project involves hydrologic/geomorphic assessments and developing conceptual designs consistent with Manual 18 and landowner willingness.
  • Objectives include identifying "ecological corridors" (near-term/long-term), surveying landowners, and developing conceptual designs for improving spawning, rearing, and migration habitats.
  • The delay stemmed from "the original source of match was withdrawn by another County department." A replacement source of matching funds has been secured.
  • An extension is necessary to allow for at least one full field season and successfully execute the consultant bidding/selection process.
  • The long-term obligation period for this planning project is the same as the period of performance.

Financials

  • Total Project Cost: $192,500.00
  • Grant Award (SRFB - Salmon State Projects): $163,625.00 (85.00%)
  • Recipient Matching Share: $28,875.00 (15.00%)
  • Funding for the matching share is provided by an agreement with the USDA USFS #20-PA-11060900-004 and the County’s Brinnon Flood Fund.
  • No funds are requested from the General Fund.

Alternatives

None specified.

Community Input

  • Landowner outreach and willingness are key components; one private landowner and Washington State Parks are formal partners.
  • Outreach efforts have garnered interest from one additional owner (Beck) in a conservation easement.

Timeline

  • Original Project Period: September 23, 2021 – June 30, 2023.
  • Amended Project Period (Extension): To December 31, 2024.
  • Original RFP/Consultant Hire Target Date (Missed): January 31, 2022.

Next Steps

JCPH Management recommends BOCC signature for Amendment 1.

Sources

  • Pinky Feria Mingo - Environmental Health and Water Quality Director
  • Tami Pokorny - Natural Resources Program Coordinator
  • Washington State Recreation and Conservation Office (RCO) Salmon Recovery Funding Board (SRFB) (Funding Entity)
  • Hood Canal Coordinating Council (HCCC) (Cites 2015 guidance report)
  • USDA USFS and Brinnon Flood Fund (Match funding sources)

Olympic Terrace 2 Phase II Plat Alteration Briefing

Topic Summary

The Department of Community Development (DCD) presented a briefing on the Olympic Terrace 2 Phase II Plat Alteration application submitted by Port Ludlow Associates (PLA). This alteration seeks to finalize the remaining portion of the subdivision (37 lots, down from 39 proposed in 2018) after the original preliminary approval expired, requiring a formal plat alteration and approval under a long-standing Development Agreement (DA) between the County and PLA.

Key Points

  • The Olympic Terrace 2 Subdivision originally received preliminary approval on June 28, 2005, for 80 residential lots. Phase I (41 lots) was finalized in 2007.
  • Phase II consisted of 39 lots originally depicted as separate tracts "reserved for future development" with no individual lots defined. This phase expired in 2012 due to the housing market downturn.
  • The Plat Alteration application (filed May 10, 2018) proposes to modify Open Space Tract A (finaled with Phase I) and re-orient/revise the remaining tracts to create individual lots. The number of lots has been reduced to 37.
  • The project is processed under the unique Development Agreement (DA) between the County and PLA (May 2000), which extended vesting until 2025.
  • The DA ordinance sets a two-part approval process: (1) The Board receives DCD recommendations/information, and (2) The Board sets a future meeting to adopt or reject the recommendation.
  • DCD chose not to call a public hearing for the alteration, and no one requested one during the comment period.
  • Issues to address: Emergency Egress, Construction Access, and the Maintenance (Public vs. Private) of new roads.
  • Phase I Home Owners were contacted and required to sign the Plat Alteration because Tract A was finalized under Phase I.

Financials

  • There will be no fiscal impacts; staff time for this and subsequent meetings will be billed to the applicant (PLA) prior to final approval and recording of the plat.

Alternatives

  • If the Board rejects the DCD recommendation, they must hold a Public Hearing before rendering a final decision.

Community Input

  • Phase I Home Owners signed the Plat Alteration and received notice of application.
  • No public hearing was requested during the initial comment period.

Timeline

  • May 10, 2007: Phase I (41 lots) finalized.
  • May 10, 2018: PLA applied for Plat Alteration for 39 lots (now reduced to 37).
  • February 13, 2023: Briefing session held.
  • February 27, 2023 at 1:30 p.m. (Proposed): Future meeting scheduled for the Board to hear the staff report/recommendation and take action (adopt or reject).

Next Steps

Staff recommends the Board provide guidance, ask questions, and set a future meeting date to adopt or deny the DCD recommendation. The staff proposed the future meeting for February 27, 2023, at 1:30 p.m.

Sources

  • Brent A. Butler, AICP - Director, Community Development
  • Josh D. Peters, AICP - Deputy Community Development Director/Planning Manager
  • David Wayne Johnson - Associate Planner, Port Ludlow Lead Planner, DCD
  • Port Ludlow Associates (PLA) - Applicant/Property Owner
  • Ordinance No. 04-0526-92 Section 14.40 (Development Agreement framework)

Port Hadlock Wastewater System Final Design Supplemental Agreement (Amendment No. 5)

Topic Summary

The Public Works Department is requesting approval for Supplement No. 5 to the contract with Tetra Tech, Inc., the sewer design team, for the Port Hadlock Wastewater System Final Design. This supplement adds scope and budget to complete the final plans and specifications for the Phase I Site Work contract, which is scheduled for bid advertisement at the end of February.

Key Points

  • Supplement No. 5 is for final design and specifications needed for the Phase I Site Work contract of the Port Hadlock Sewer Core Area.
  • The Phase I Site Work contract scope includes: earthwork for the wastewater percolation pond, utilities to the treatment plant site, access road to the site, parallel influent sewer lines leading from SR-116, and the main effluent sewer pipe leading to the percolation pond.
  • Tetra Tech is addressing changes requested by the County and PUD to finalize the bid package.
  • Key design changes incorporated in this supplement (Exhibit A-1):
    • Swapping out a sheet pile wall with a welded wire wall.
    • Changing a single 10-inch influent sewer to two parallel 6-inch influent sewers.
    • Revising access road grading to drain to the east.
    • Adding a water line on percolation pond property and incorporating water service revisions.
    • Incorporating electrical/fiber optic service revisions and adding conduit sections.
  • Many of these changes are expected to result in cost savings that will more than offset the design costs specified in this Supplement.

Financials

  • Additional Budget: $92,293.
    • Detailed Scope of Work (SOW): $72,293.
    • Design Contingency (reserve): $20,000 (only to be used with express written permission of the County).
  • Total Project Price (Contractor's Exhibit B): $92,293 (includes $8,233 CP Fee).
  • Funding Source: County ARPA funds dedicated to this project (Hadlock Sewer Fund).
  • Total Maximum Amount Payable under the original agreement and subsequent supplements is now $1,667,413.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Bid advertisement for the Phase I Site Work contract is scheduled for late February.
  • Agreement Term (as amended): Through June 30, 2023.

Next Steps

The Board is requested to sign three original copies of Supplement #5 and return two fully executed originals to Public Works.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark McCauley - County Administrator
  • Tetra Tech, Inc. (Consultant)
  • Jefferson Healthcare and PUD (requested changes)

Last Call American Rescue Plan Act (ARPA) Request for Proposals (RFP) Review

Topic Summary

The Board of County Commissioners reviewed a spreadsheet listing 38 submitted proposals for funding from the remaining American Rescue Plan Act (ARPA) funds, which totaled over $3 million. Staff is seeking guidance on establishing a scoring and allocation process to distribute the expected remaining funds, which the Board will discuss in-depth at a future meeting.

Key Points

  • The RFP was issued via press release and website posting, listing Board priorities.
  • The requested funding range was set at $20,000 - $100,000 per request, with a deadline of February 10, 2023.
  • The total amount requested across the 38 proposals received is $3,082,953, significantly exceeding the expected remaining ARPA funds.
  • Notable requests (over $50,000, 100,000, or unique projects):
    • Chimacum School District: $608,626 (Development of primary campus playground/community sports field)
    • Community Build: $100,000 (Caswell-Brown indoor bathroom/laundry facilities, total cost $156,000)
    • Economic Development Council: $100,000 (Economic stabilization, staffing, workshops)
    • Habitat for Humanity: $100,000 (Mason Street Project)
    • Jefferson County Public Works: $200,000 (Shine Road embankment stabilization)
    • Jefferson Healthcare: $100,000 (Fairgrounds commercial kitchen)
    • Northwest School of Wooden Boatbuilding: $100,000 (Student housing upgrades)
    • Olympic Housing Trust: $100,000 (Dundee Hill Development)
    • Port of Port Townsend: $100,000 (Flood Protection and Waterwalk Project Phase I)
    • Quilcene Community Center/Greg Brotherton: $100,000 (Commercial kitchen)
    • Quilcene Community Center: $100,000 (Skate Park Development)
    • YMCA: $100,000 (Early learning center at 7th Haven, total project cost $777,910 with $561,632 secured)
    • EJFR: $81,200 (Generator, tanks, heat pumps)
    • Toandos Emergency Preparedness Association: $80,000 (Well pump house/storage facility, emergency supplies)
  • The Commissioners discussed using a scoring criteria system to evaluate the submissions.

Financials

  • Total amount requested across all "Last Call" ARPA proposals: $3,082,953.
  • Individual requests range from $8,000 (Local 20/20) up to $608,626 (Chimacum School District).
  • The discussion covers the process of distributing the "remaining ARPA funds" expected later this year.

Alternatives

  • The Commissioners agreed that each Commissioner will complete a ranked/weighted list to guide resource allocation.

Community Input

None specified (the discussion focused on reviewing the proposals received through the public RFP process).

Timeline

  • February 10, 2023: Deadline for RFP submissions.
  • February 16, 2023 (Thursday): Commissioners must send their ranked/weighted lists to the County Administrator.
  • February 21, 2023: The Board will review the scores together and discuss allocating funding.

Next Steps

Staff recommends the Board conduct a general discussion regarding the projects and process, and direct staff to bring the ranking spreadsheet back on February 21, 2023, for discussion, ranking, and funding allocation.

Sources

  • Mark McCauley - County Administrator
  • RFP process (issued January 9, 2023)

Clarifying Criteria for Adoption of Roads as County Roads (Resolution No. 05-23)

Topic Summary

The Board of County Commissioners (BOCC) discussed and approved a resolution clarifying the criteria for adopting roads as County Roads, seeking to emphasize the prioritization of major collector/arterial roads over residential streets. This clarification is necessary to manage existing significant maintenance funding constraints primarily due to legislative caps on tax increases, loss of federal revenue, and rising inflation.

Key Points

  • The resolution clarifies how the County evaluates "public necessity" (specified in RCW 36.81.010) and "general public benefit" (specified in JCC 18.30.080 (2)(b)(ii)).
  • Fiscal Constraints/Rationale:
    • The County road levy increases annually by just under 2% (due to a 1% cap on property tax increases plus new construction).
    • The County Road Fund lost approximately $1 million annually starting in 2011 from the Secure Rural Schools Program.
    • Fuel tax revenue has only incrementally increased in the past 10 years.
    • Maintenance of residential county roads is ineligible for grant funding.
    • Inflation of the Construction Cost Index (CCI) is significantly outpacing revenue growth.
    • The County currently does not have adequate funding to maintain existing collector/arterial roads, and adopting new residential streets would worsen this funding shortfall.
  • The Resolution states that adoption of additional residential streets will exacerbate funding problems and shift maintenance priorities.
  • Private developers can form Home Owners Associations to manage and maintain their own roadways.
  • Clarified Criteria: Evaluation should emphasize County collector/arterial roads that serve a broad section of the traveling public, including public transit.
  • Residential streets, particularly dead end/cul-de-sacs, generally do not meet the criteria for public necessity and general public benefit and should generally not be accepted into the County Road system.

Financials

  • County Road Fund lost ~$1 million/year since 2011 (Secure Rural Schools Program).
  • Annual road levy tax increase is capped at 1% plus new construction.
  • Inflation (CCI) is outpacing revenue growth.
  • None specified.

Alternatives

None specified.

Community Input

  • One comment was received during the public comment period for the motion, which Public Works Director Monte Reinders responded to.

Timeline

None specified.

Next Steps

The motion to approve Resolution No. 05-23 carried by a unanimous vote. The Board was requested to sign the Resolution and return a copy to Public Works.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Eric Kuzma (Contact)
  • Mark McCauley - County Administrator
  • RCW 36.81, RCW 36.81.010, JCC 18.30.080 (Legal context for criteria)

Workshop: Capital Facilities Planning

Topic Summary

The Board of County Commissioners (BOCC) held a workshop to discuss the formation of a Capital Facilities Planning Committee (CFPC). This committee is proposed to provide professional, impartial, and quantifiable scoring of proposed capital projects to inform the Board's decision-making and budgeting processes, especially concerning capacity and need.

Key Points

  • The CFPC's primary task is to provide professional, impartial, and quantifiable scoring for potential capital projects to accompany the Capital Improvement Plan (CIP).
  • The intent is to organize current, backlogged, and future capital projects transparently and efficiently, and provide fact-based recommendations.
  • Proposed Voting Members: Central Services Director, Public Works Director, Jefferson County Treasurer, and a BOCC Designee.
  • Advisory Members: County Administrator, Facilities Maintenance/Capital Projects Supervisor, and Citizen/Subject Matter Experts (where appropriate).
  • Conflict of Interest Provision: Voting members with a vested interest must recuse themselves. The County Administrator breaks tie votes.
  • Public-Facing Projects: If a project would not primarily be for internal government use (i.e., public facing), the CFPC must hold at least one publicly-advertised community meeting to seek input prior to final scoring.
  • Project Eligibility (CFPC Scoring Flowchart): Projects must be eligible for Capital Improvement Fund (CIF) spending; must have an estimated cost greater than $50,000; must have a useful life greater than 5 years; and must receive a minimum score from the CFPC to be added to the CIP.
  • Draft Scoring Criteria Categories (Total 100 points): Regulatory & Legal Compliance (5x weight is highest priority), Health, Safety & Resiliency (4x weight), Strategic/Master Plans (3x weight), Quality of Life (Public & Staff) (3x weight), Preserving What We Have (2x weight), Innovation (2x weight), and Timing & Location (1x weight is lowest priority).
  • Review factors also include Washington State GMA, County Strategic Plan, County Comprehensive Plan, Biennial Budget, and relevant codes.

Financials

  • No immediate financial impact other than staff time.
  • The committee work is intended to bring transparency and efficiency to major capital project budgeting.

Alternatives

None specified.

Community Input

  • Citizen participation is required before scoring public-facing capital projects (via publicly-advertised community meetings).

Timeline

  • The team agreed to report back at a later date.
  • The CFPC is proposed to meet at least quarterly.
  • The Planning Reassessment of the Capital Facilities Plan is due in December 31st of even-numbered years, beginning in 2024 and thereafter as part of the reporting obligations of ESSHB 1799.

Next Steps

Staff requests: (1) Guidance on CFPC voting member composition, first-year goals, scope of qualifying projects, and scoring weights; and (2) Direction on how often and in what manner the Board wishes to receive reports. The team will report back at a later date.

Sources

  • Mark McCauley - County Administrator
  • Chris Goy - Central Services Director
  • Monte Reinders - Public Works Director
  • Matt Court - Facilities Manager
  • Renee Talley

Letter of Support: Puget Sound to Pacific (PS2P) RAISE Grant Application

Topic Summary

The Board adopted a letter of support, as a co-applicant, for the Puget Sound to Pacific (PS2P) application for the U.S. Department of Transportation (DOT) RAISE Grants Program. This grant seeks funding to plan the Great American Rail-Trail segment running across the Olympic Peninsula from Bainbridge Island to La Push.

Key Points

  • Jefferson County is listed as a co-applicant on the application, supporting the planning to complete the Great American Rail-Trail from Bainbridge Island to La Push, spanning Kitsap, Jefferson, and Clallam counties.
  • The project would create an innovative active transportation and recreation corridor and complete the Olympic Discovery Trail (ODT), a key component planned to run 130 miles from Port Townsend to La Push (currently 61% complete).
  • A key extension the county is currently working on runs from the Jefferson Transit Authority at Four Corners through Rayonier Timber lands to Anderson Lake State Park (10 miles of trail with only one-third mile of non-trail travel).
  • The total project benefits include equitable access, enhanced safety, quality of life, sustainability, bolstered local economies, and public health derived from active transportation.
  • The prior briefing noted that the RAISE program offered grants up to $45 Million, with up to $1.15 Billion available for rural projects in the current round, and requires no match for planning grants (as stated in the prior meeting briefing).

Financials

  • None specified (Planning grant application).

Alternatives

None specified.

Community Input

  • None specified.

Timeline

  • The grant application deadline was February 28, 2023 (per prior meeting materials).

Next Steps

The Board unanimously approved the letter of support as a co-applicant for the grant.

Sources

  • Commissioner Heidi Eisenhour (District 2 - led the discussion)
  • Commissioner Kate Dean (District 1)
  • U.S. Department of Transportation
  • Olympic Discovery Trail

Letter of Support: Expanding Healthcare for Rural Seniors (Jefferson Healthcare)

Topic Summary

The Board unanimously approved a letter of support for Jefferson Healthcare's $2 million Community Project Funding request aimed at expanding healthcare services for rural seniors. The project is a $9.6 million initiative designed to bring specialized medical care, currently requiring out-of-county travel, directly to Jefferson County residents.

Key Points

  • The objective of the funding request is to secure $2 million for the "Expanding Healthcare for Rural Senior" project.
  • The total project cost for Jefferson Healthcare is $9.6 million.
  • The expansion aims to bring specialized care (pulmonology, neurology, ENT, and geriatrics care) to Jefferson County.
  • Jefferson County has the oldest median age of any county in Washington state.
  • The project is noted as a sustainable, cost-effective community health investment that is critical for the stability and viability of Jefferson Healthcare, which is a cornerstone of the local economy.

Financials

  • Requested Community Project Funding: $2 million
  • Total Jefferson Healthcare Project Cost: $9.6 million
  • None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

None specified.

Next Steps

The Board unanimously approved the letter of support for the appropriation request for Jefferson Healthcare.

Sources

  • Mike Glenn - CEO, Jefferson Healthcare
  • Commissioner Kate Dean (District 1 - explained the request)

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