PACKET: Commissioners Meeting at Mon, Mar 06, 09:00 AM

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Port Hadlock Wastewater Facility Phase I - Site Preparation, Earthwork, and Utilities

Topic Summary

Jefferson County Public Works is requesting a Call for Bids for Phase I of the Port Hadlock Wastewater Facility project, which focuses on site preparation, earthwork, and utility installation. This initial phase involves constructing the percolation pond, ingress road, and main sewer pipelines, with a subsequent phase planned for the wastewater treatment plant construction. The estimated cost for Phase I ranges from $2.3 million to $2.6 million plus Washington State Sales Tax (WSST), fully funded by a WA State legislative appropriation from federal American Rescue Plan Act (ARPA) funds.

Key Points

  • Phase I work includes: constructing the wastewater percolation pond, the ingress roadway to the future treatment plant site, installing main influent sewer pipelines (6-inch HDPE) from SR-116 to the treatment plant, installing the main effluent pipeline (10-inch HDPE) from the treatment plant to the percolation pond, and installing site utilities (water, electric, and fiber).
  • The project tasks also involve clearing and grubbing, construction of a structural earth wall, access road construction, and mitigation planting and maintenance.
  • Phase I work is scheduled to occur in the spring/summer of 2023.
  • Subsequent bids for the construction of the actual wastewater treatment plant and portions of the sewer collection system in the roadways will occur in early fall 2023.
  • Contractors must attend one of two mandatory pre-bid site walk-throughs to be eligible to submit a bid.
  • The project requires all work to be subject to state prevailing wage rates.

Financials

  • Engineer's Estimated Range (Phase I construction): $2,300,000 to $2,600,000 plus WSST.
  • Total Funding Source: $20 million Washington State legislative appropriation received in September 2021, derived from the U.S. Treasury ARPA State and Local Fiscal Recovery Funds (SLRF Project No. 20-96512-001).
  • County Match: None required for the grant portion, but the County is using its own ARPA money to cover ancillary project costs, including design, right-of-way, and project management.
  • Additional funding has been received through federal legislative appropriations and from the WA Dept. of Ecology, which "will be adequate to complete construction of the Port Hadlock Wastewater project in the Phase I “Core Area”."

Alternatives

None specified.

Community Input

None specified.

Timeline

  • September 2021: WA State legislative appropriation funding received.
  • December 2022: Board signed a contract with the WA Dept. of Commerce for the funding.
  • March 16 (10:00 a.m.) and March 17 (1:00 p.m.): Mandatory Pre-Bid Site Walkthroughs (at 236 Lopeman Road, Port Hadlock, WA 98339).
  • March 27, 2023 (9:30 a.m.): Sealed bids due to County Commissioners’ Office.
  • March 27, 2023 (10:00 a.m.): Sealed bids opened and read publicly.
  • Spring/Summer 2023: Phase I work scheduled to occur.
  • Early Fall 2023: Subsequent bids for the wastewater treatment plant and sewer collection system are scheduled to occur.

Next Steps

The Board is requested to approve and sign the Call for Bids to allow Public Works to begin advertising.

Sources

  • Monte Reinders - Public Works Director/County Engineer
  • Mark McCauley - County Administrator
  • Washington State Department of Commerce (WA Dept. of Commerce)
  • U.S. Treasury ARPA State and Local Fiscal Recovery Funds (ARPA SLRF Project No. 20-96512-001)

5-Way Agreement for Economic Development Services (EDC Team Jefferson)

Topic Summary

The County Administrator proposes a revised and simplified 5-Way Agreement for Economic Development Services between Jefferson County, EDC Team Jefferson, the City of Port Townsend, the Port of Port Townsend, and Jefferson County PUD No. 1. This new agreement consolidates three existing financial contracts, extends the term to five years to facilitate philanthropic fundraising, and increases the County's annual contribution by $10,000, to be funded from the General Fund.

Key Points

  • The agreement involves five parties: Jefferson County, Port of Port Townsend, City of Port Townsend, Jefferson County PUD No. 1 (collectively "Government Parties"), and the Economic Development Council of Jefferson County (EDC Team Jefferson).
  • The new agreement absorbs the previous Community Services Agreement, which will become null and void.
  • The extended five-year term (2023 through 2027) with a review in Year Three allows the EDC to qualify for philanthropic grants.
  • The agreement eliminates staffing and budget reporting requirements that rapidly become obsolete, reducing the administrative burden on EDC Team Jefferson.
  • EDC Team Jefferson is designated as the Associate Development Organization (ADO) to the Washington State Department of Commerce.
  • EDC Team Jefferson's Board must have at least 13 and up to 15 members, including one appointee from each of the four Government Parties ("government board members") who are exempt from term limits.
  • The Government Parties shall maintain a Public Sector Cabinet (including chief administrative officers and EDC leadership) to help develop work programs, monitor performance via metrics, and conduct annual evaluations.
  • EDC Team Jefferson must track and report metrics on its activities (e.g., BRE outcomes, Business Assistance) and the health of the economy (e.g., employment data, taxable retail sales, housing affordability).

Financials

  • Total County contribution increase: $10,000 per year compared to previous agreements.
  • County contribution (2023): $91,563 (paid using Non-Departmental funds in the General Fund)
  • Port contribution (2023): $40,000
  • City contribution (2023): $40,000
  • PUD contribution (2023): $40,000
  • Funding in subsequent years will be increased by three (3) percent per year.
  • Payments will be made in equal one-quarter installments, contingent upon EDC Team Jefferson providing all required written reports.
  • Initial Term: January 1, 2023, until December 31, 2027.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • January 1, 2023: Effective date of the new agreement.
  • December 31, 2027: Termination date of the agreement.
  • Year Three (2025): Renewal review to determine if a new five-year agreement should be executed.
  • Semi-annually (July 31 and January 31): Written reports on metrics and financial reports are due to the Government Parties.
  • Annually (No later than November 30th): EDC Team Jefferson must present work programs and performance metrics to the legislative bodies of the Government Parties.

Next Steps

The Board of County Commissioners is recommended to approve the attached revised 5-Way Agreement. The approval of one of the previous financing agreements (Agreement for Economic Development Services EDC Team Jefferson, Years 2020-2024) is contingent on termination/voiding upon execution of this new agreement.

Sources

  • Mark McCauley - County Administrator
  • EDC Team Jefferson
  • Ben Bauermeister - EDC Team Jefferson Board President
  • Eron Berg - Port of Port Townsend Director
  • John Mauro - City of Port Townsend Manager
  • Kevin Streett - Jefferson County PUD No. 1 General Manager

Snow Creek Road MP 0.84 Culvert Replacement Project

Topic Summary

The Public Works Department held a bid opening for the Snow Creek Road MP 0.84 Culvert Replacement project, which is necessary to replace a badly deteriorated culvert under a 45-foot deep fill that is at severe risk of failure. This federal- and state-funded project aims to maintain reliable access for residents. Three bids were received, all of which will be reviewed by staff for accuracy against the Engineer's Estimate of $1,445,600.00.

Key Points

  • Project details: County Project No. 18020310, County Road No. 352909.
  • The existing culvert is badly deteriorated and located under a 45-foot deep fill, posing a risk of failure.
  • The project is required to maintain reliable access for residents.
  • The culvert replacement involves excavating the 45-foot deep fill, replacing the culvert with a new 72-inch diameter culvert, and reconstructing the road fill and roadway.
  • Three bids were received: Scarsella ($1,171,988.40), Nordland Construction NW ($1,559,945.00), and Bruch and Bruch Construction ($1,092,394.00).

Financials

  • Engineer's Estimate for construction: $1,445,600.00
  • Total estimated project cost (including engineering, right-of-way, and construction): $1,675,161
  • Funding sources:
    • FEMA Hazard Mitigation Grant No. D21-031: $997,500 (federal funding) + $166,250 (state funding).
    • Washington State Public Works Board Construction Loan: Up to $500,000 for construction and construction management.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • A bid award recommendation will be reported at a later date following staff review.

Next Steps

The Board is requested to open the bids and direct Public Works staff to review the bids for accuracy and make a recommendation for award at a later date.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark Thurston, P.E. - Project Manager
  • FEMA Hazard Mitigation program (Grant No. D21-031)
  • Washington State Public Works Board

Opioid Settlement Funding Workshop

Topic Summary

The Board held a workshop regarding the Washington Opioid Settlement Funding, which amounts to $430,249,769.02, with 50% split going to local governments, distributed over 17 years. Jefferson County is expected to receive up to $949,684.54 over this period. The Salish Behavioral Health Administrative Services Organization (SBH-ASO) serves as the Regional Opioid Abatement Council (OAC) to either administer these funds on behalf of the county or release them directly, provided the funds are spent on court-approved remediation uses.

Key Points

  • Total Opioid Settlement Amount: $430,249,769.02.
  • Funding Distribution: 50% to the State of Washington, 50% to local governments.
  • Funds will be distributed over the next 17 years.
  • Settlement funds must be spent only on "Approved Uses for fighting the opioid epidemic," as delineated in the settlement documentation (Exhibit E).
  • Salish BH-ASO (SBH-ASO) serves as the Regional Opioid Abatement Council (OAC) for the Salish Region.
  • Jefferson County has already received its first two payments of $34,504.34 and $36,262.38.
  • SBH-ASO can either directly administer the funds for the County or release the funds directly to the County.
  • Approved uses (Schedule A - Core Strategies) include: expanding Naloxone distribution/training; increasing access to Medication-Assisted Treatment (MAT); expanding treatment for pregnant/postpartum women and babies with Neonatal Abstinence Syndrome (NAS); expanding warm hand-off and recovery services; providing treatment for the incarcerated population; implementing prevention programs (e.g., media campaigns, provider education, drug disposal); and expanding syringe service programs.

Financials

  • Total anticipated settlement funding for Jefferson County: Up to $949,684.54 over 17 years.
  • First two payments received by Jefferson County: $34,504.34 and $36,262.38.
  • Subsequent payments are anticipated to be of similar amounts.

Alternatives

  • The County may choose to have SBH-ASO directly administer the funds or receive the funds directly.

Community Input

None specified (Workshop format).

Timeline

  • The total funding will be dispersed over 17 years.

Next Steps

The Board is requested to ask questions and possibly give guidance to SBH-ASO regarding methods for utilizing the funds.

Sources

  • Greg Brotherton - Commissioner, District No. 3
  • Apple Martine - Jefferson County Public Health Director
  • Philip Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Stephanie Lewis - Salish BH-ASO Regional Administrator
  • Jolene Kron - Deputy Administrator/Clinical Director of Salish BH-ASO
  • Washington Health Care Authority (HCA)
  • Washington Department of Health (DOH)

Amendment No. 1 to Agreement to Finance Economic Development Personnel (PIF Funds)

Topic Summary

The County Administrator requests approval for Amendment No. 1 to the Public Infrastructure Fund (PIF) agreement with the Economic Development Council Team Jefferson (EDC), extending the original agreement's term and increasing the funding amounts for 2023 and 2024. This action formalizes personnel funding using PIF monies as authorized by state and local code, following a recommendation by the PIF Board.

Key Points

  • The original agreement, set to expire June 30, 2023, funded economic development personnel using Public Infrastructure Fund (PIF) funds (Fund 306) under RCW 82.14.370 and JCC 3.28.030(2)(d).
  • The amendment extends the agreement's termination date from June 30, 2023, to December 31, 2024.
  • The Public Infrastructure Fund Board recommended the 18-month extension and the funding increases on February 24, 2023.
  • Funding is restricted to financing EDC personnel. Monies unused for personnel costs must be refunded to the County by January 31 of the following year.
  • The funding for personnel through PIF is distinct from the 5-Way Agreement but serves the same purpose of stabilizing and enhancing EDC capacity.

Financials

  • Original funding (2023): $25,750 (for two quarters: $12,750/quarter).
  • New Amendment Funding:
    • 2023 increase: $74,250 (cumulative funding for 2023 becomes $100,000)
    • 2024 contribution: $100,000
  • Total additional expenditure: $74,250 (2023) + $100,000 (2024) = $174,250.
  • Funding source: Public Infrastructure Fund (Fund 306).
  • Payments are paid in equal quarterly installments in the first month of each quarter.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • January 1, 2022: Original effective date of the agreement.
  • February 24, 2023: PIF Board approved motion to recommend extension and increase.
  • December 31, 2024: New termination date of the agreement.

Next Steps

The Board of County Commissioners is recommended to approve the attached Amendment No. 1.

Sources

  • Mark McCauley - County Administrator
  • Cindy Brooks - EDC Team Jefferson Executive Director
  • Public Infrastructure Fund Board (PIF Board)
  • RCW 82.14.370
  • JCC 3.28.030(2)(d)

Youth Cannabis and Commercial Tobacco Prevention Program (YCCTPP) - Basketball Court

Topic Summary

Jefferson County Public Health (JCPH) requests approval of a $5,000 Subrecipient Agreement with Port Townsend School District No. 50 (PTSD) to fund the construction of an outdoor basketball court at Port Townsend High School (PTHS). This mini-grant project is intended to develop and implement protective factor strategies to prevent and reduce youth tobacco and marijuana use in Jefferson County.

Key Points

  • Project title: Construction of Outdoor Basketball Court at PTHS.
  • The agreement is for the Subrecipient to develop and implement protective factor strategies aimed at preventing and reducing youth tobacco and marijuana use.
  • The construction company (Seton Construction) has not provided a firm figure yet, though the project team hopes for one by January 15.
  • The project team plans to use grant funds as a deposit and will use a GoFundMe fundraiser, along with support from the Port Townsend School Board, for outreach and additional funding.
  • Work is scheduled to be completed by June 15, 2023, and includes training components requiring presentation of outcomes at one Olympic Prevention Partnership meeting and one CPWI Coalition meeting.

Financials

  • Total agreement amount: $5,000 (Mini-grant award).
  • Funding source: Fully funded by JCPH through regional funding from the Washington State Department of Health (DOH) via the Youth Cannabis and Commercial Tobacco Prevention Program (YCCTPP), contract N-22-028 and N-22-028-A1 KPHD 2262.
  • Budget breakdown (estimated/pending):
    • Down payment: $2,000 - $5,000
    • Funding for construction (main payment to Seton Construction): $10,000 - $40,000 (tentative)
    • Funding for touch-ups (aesthetics): $1,000 - $2,000 (tentative)
  • The $5,000 mini-grant is for direct labor, direct material, and other direct costs.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • February 1, 2023: Agreement start term.
  • January (2023): Coordinate with construction company (Seton Construction) to set an official budget and timeline.
  • February (2023): Use grant funds for a deposit to Seton Construction; set up and advertise a GoFundMe.
  • May (2023): Construction company will complete the court (sometime around May).
  • June 15, 2023: Agreement completion date; final report and presentation due.

Next Steps

JCPH management requests approval of the Subrecipient Agreement.

Sources

  • Apple Martine - Public Health Director
  • Denise Banker - Community Health Director
  • Port Townsend School District No. 50
  • Tobias Fulton - Student/Funding Project Manager
  • Dr. Linda Rosebury - Port Townsend School District Superintendent
  • Washington State Department of Health (YCCTPP)

Youth Cannabis and Commercial Tobacco Prevention Program (YCCTPP) - Peer Mediation

Topic Summary

Jefferson County Public Health (JCPH) seeks approval for a $3,500 Subrecipient Agreement with Port Townsend School District No. 50 (PTSD) for a Peer Mediation Program. This mini-grant is allocated to support youth activities and promote protective factors to prevent and reduce cannabis and commercial tobacco use among youth in Jefferson County.

Key Points

  • Project title: Peer Mediation Program.
  • The agreement's purpose is for JCPH to retain the Subrecipient to develop and implement protective factor strategies against youth tobacco and marijuana use.
  • The program includes Peer Mediation Training facilitated by Kitsap DRC.
  • Other funded activities include a Cultural field trip for the Black Student Union (BSU) and providing busing for Port Townsend and Chimacum students to attend "Pink Prom."
  • The Subrecipient is required to complete monthly reports and a final report and presentation by June 15, 2023.

Financials

  • Total agreement amount: $3,500 (Mini-grant award).
  • Funding source: Fully funded by JCPH through regional funding from the Washington State Department of Health (DOH) via the Youth Cannabis and Commercial Tobacco Prevention Program (YCCTPP), contract N-22-028 and N-22-028-A1 KPHD 2262.
  • Budget breakdown:
    • Peer Mediation training program for youth: $1,000
    • Cultural field trip for the BSU: $2,000
    • School bus (for Pink Prom): $500
    • Total: $3,500
  • The $3,500 mini-grant is for direct labor, direct material, and other direct costs.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • February 1, 2023: Agreement start term.
  • April 15th: Peer Mediation Training facilitated by Kitsap DRC.
  • By June 15th: BSU Field Trip/Activity and Pink Prom busing provided.
  • June 15, 2023: Agreement completion date; final report and presentation due.

Next Steps

JCPH management requests approval of the Subrecipient Agreement.

Sources

  • Apple Martine - Public Health Director
  • Denise Banker - Community Health Director
  • Port Townsend School District No. 50
  • Dr. Linda Rosebury - Port Townsend School District Superintendent
  • Darrell Thomas - Director of Wellness, Port Townsend School District
  • Kitsap DRC

Public Health Community Navigator Program (NACCHO PAVE Grant)

Topic Summary

Jefferson County Public Health (JCPH) seeks Board approval for a $39,900 Professional Services Agreement with the Olympic Peninsula YMCA (OP YMCA) - Jefferson County Branch to execute its Community Navigator project, funded by the National Association of County and City Health Officials (NACCHO) "Partnering for Vaccine Equity (PAVE)" grant. This sole-source contract leverages the OP YMCA's existing trained Family Resource Navigators (FRNs) to improve access to COVID-19 and flu vaccinations among marginalized populations.

Key Points

  • The project aims to improve access to all public health services, particularly COVID-19 and flu vaccinations, for historically marginalized populations who often have lower vaccination rates.
  • The need for this project arose as highly successful outreach measures, such as mass vaccination clinics, have ceased, and barriers to access are increasing.
  • The project grew out of a Rapid Community Assessment (RCA) conducted in December 2022 with assistance from Village Reach, leveraging a tool developed by the Centers for Disease Control and Prevention (CDC).
  • The OP YMCA is designated a sole source provider because "no other organization in the county hosts a Family Resource Navigators program to the level currently operating at the Y."
  • The OP YMCA's Family Resource Navigators (FRNs) are uniquely qualified because they are already deeply embedded in underserved populations, meet families wherever convenient (mitigating transportation issues), and coordinate quarterly service provider meet-ups.
  • The FRNs will act as community navigators for JCPH, providing direct access to 2 to 3 FRNs who will inform JCPH's messaging and strategies.
  • Deliverables include disseminating JCPH-approved messaging, educating JCPH on best practices for improving access, 1-hour weekly meetings with the JCPH Communications Specialist, one monthly social media post, and one monthly mention on another YMCA platform.

Financials

  • Total agreement amount: $39,900.
  • Funding source: National Association for County and City Health Officials (NACCHO) Partnering for Vaccine Equity (PAVE) grant (Fund 127).
  • No County General Fund dollars are used to support this program.
  • Budget breakdown: $5,700 for Community Navigator Role development, and $34,200 for monthly deliverables.
  • Total maximum payment: Shall not exceed $40,000.

Alternatives

  • Sole source justification was provided per JCC 3.55.170, based on the determination that the OP YMCA is the only source providing this specialized service at the required level within the county.

Community Input

None specified.

Timeline

  • January 1, 2023: Project commencement/Agreement start date.
  • December 2022: Rapid Community Assessment (RCA) completed.
  • February 10, 2023: Contract review complete.
  • January 1, 2023 - July 31, 2023: Term of the agreement.
  • July 2023: Project-assessment survey participation date.
  • July 31, 2023: Project end date (unless extended by grantors).

Next Steps

JCPH management requests approval of the Contract Agreement with Olympic Peninsula YMCA-Jefferson County Branch.

Sources

  • Apple Martine - Public Health Director
  • Bonnie Obremski - Web & Digital Communications Specialist
  • Wendy Bart - Olympic Peninsula YMCA - Jefferson County Branch CEO
  • Mark McCauley - County Administrator
  • National Association of County and City Health Officials (NACCHO) PAVE grant
  • Centers for Disease Control and Prevention (CDC) - Rapid Community Assessment (RCA) tool
  • Village Reach - Partner organization that assisted with RCA
  • JCC 3.55.170 (Sole Source Justification)

American Rescue Plan Act (ARPA) Funding Allocation

Topic Summary

The Commissioners concluded their deliberations on 48 project proposals submitted for American Rescue Plan Act (ARPA) funding, totaling over $3 million requested. Based on a ranking system that consolidated individual Commissioner scores, the Board approved funding awards for the top 17 ranked projects, contingent on the receipt of the final tranche of ARPA funds. Projects ranked 18 through 48 did not receive funding in this motion.

Key Points

  • 48 proposals were submitted for projects totaling over $3 million requested.
  • Projects were ranked based on a scoring system where Commissioners ranked each project separately and the County Administrator combined the scores.
  • The Board approved funding for projects ranked 1-17, contingent upon receiving the last tranche of ARPA funds.
  • An unresolved clarification remains regarding whether the Public Works $100,000 award for Shine Road embankment stabilization covered only that project, or was intended to be distributed among their three requests. The County Administrator will communicate with Public Works staff for their suggestion.
  • The discussion reaffirmed that if additional funding becomes available, the Board will use the ranked list to potentially award funds to other projects (ranks 18-48).

Financials

  • Total Requested Amount (Top 17 projects): $1,372,000
  • Total Awarded Amount (Top 17 projects): $829,000
  • Specific Awarded Amounts (Ranked 1-17):
    • YMCA Early Learning Center at 7th Haven: $100,000 (Requested: $100,000)
    • Quilcene Community Center: Commercial kitchen: $50,000 (Requested: $100,000)
    • Jefferson County Rural Library: Digital Equity Navigator: $35,000 (Requested: $35,000)
    • Port Townsend Pump Track: Plans and permitting: $50,000 (Requested: $50,000)
    • Jefferson Interfaith Action Coalition: Winter Welcoming Shelter: $20,000 (Requested: $20,000)
    • Northwest School of Wooden Boatbuilding: Student housing upgrades: $80,000 (Requested: $100,000)
    • Quilcene Community Center: Skate Park Development: $20,000 (Requested: $100,000)
    • Olympic Neighbors: Adult Family Home Program: $24,000 (Requested: $24,000)
    • Humane Society: Heavy duty truck: $40,000 (Requested: $68,000)
    • Jefferson Healthcare: Commercial Kitchen at Fairgrounds: $50,000 (Requested: $100,000)
    • Public Works: Shine Road embankment stabilization: $100,000 (Requested: $200,000)
    • Habitat for Humanity: Mason Street Project: $80,000 (Requested: $100,000)
    • Olympic Housing Trust: Dundee Hill Development: $80,000 (Requested: $100,000)
    • Port of Port Townsend: Flood Protection and Waterwalk Project Phase I: $50,000 (Requested: $100,000)
    • Peninsula Trails: ODT Trailhead and viewpoint: $20,000 (Requested: $50,000)
    • Jefferson Community Foundation: Jefferson County Scholarship Summit: $20,000 (Requested: $45,000)
    • Port Townsend Marine Trades Association: Maintain office space for 5 years: $15,000 (Requested: $20,000)
  • Birchyville Ranch Annex received $25,000 (requested $25,000) but was listed at rank 46. (Note: This is an inconsistency in the document's provided table/ranking description.)

Alternatives

  • The Board had 48 ranked projects, deciding to only fund the top 17 projects at this time (with project 46 Birchyville Ranch Annex also receiving funding).
  • The idea of dividing the Public Works funding among their multiple requests was briefly entertained but deferred for staff recommendation.

Community Input

  • No public comments were received on the motion to approve the ARPA funding.

Timeline

  • February 27, 2023: Commissioners started and later continued reviewing and assigning funding.
  • ARPA funds will be awarded contingent upon receipt of the final tranche of ARPA funds.

Next Steps

  • Commissioner Dean and County Administrator Mark McCauley will communicate with Public Works staff to clarify how the $100,000 award for Shine Road should be applied (specifically, whether it covers all three Public Works requests or only the Shine Road stabilization).
  • If Jefferson County receives additional funding, the ranked list will be used to award funds to projects 18 and below.

Sources

  • Mark McCauley - County Administrator
  • Greg Brotherton - Chair
  • Commissioner Dean
  • Commissioner Eisenhour

Dabob Area Inter-Trust Exchange Letter of Support

Topic Summary

The Commissioners discussed a proposed letter of support for the Dabob Area Inter-Trust Exchange (86-100443) proposal, which involves trading State Forest Lands for Common School lands, as proposed by the Washington State Department of Natural Resources (DNR).

Key Points

  • The letter of support was presented by Chair Brotherton, who received it from Northwest Watershed Institute Executive Director Peter Bahls.
  • The exchange involves the trade of State Forest Lands for Common School lands.
  • Commissioner Eisenhour reviewed a map of the Dabob Bay parcels involved.

Financials

None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • The Board agreed to bring back the letter for approval during the following week's meeting (the week of March 6-10, 2023).

Next Steps

The Board agreed to finalize the letter of support for approval the following week.

Sources

  • Greg Brotherton - Chair
  • Peter Bahls - Northwest Watershed Institute Executive Director
  • Washington State Department of Natural Resources

Hood Canal Bridge Construction & Transportation Issues

Topic Summary

The Commissioners discussed and took action to advocate for alternative proposals regarding the Washington State Department of Transportation (WSDOT)'s proposed summer 2023 Hood Canal Bridge closure schedule and related construction impacts. The Board authorized Commissioner Dean and the County Administrator to draft a letter to WSDOT requesting consideration for alternative dates and addressing several critical transportation infrastructure concerns.

Key Points

  • The discussion follows a Special Meeting held on February 23, 2023, where WSDOT Regional Administrator Steve Roark presented information on the Hood Canal Bridge project and the installation of a metered roundabout on Highway 104.
  • Eleven additional public comments were received at the February 23rd meeting regarding WSDOT's summer construction schedule.
  • The Commissioners are advocating for different Hood Canal Bridge closure dates than the proposed August schedule.
  • Specific requests the Commissioners want included in the letter:
    • Switching the construction dates to June.
    • Addressing Highway 101 closures during the Hood Canal Bridge closures.
    • Clarification on the weight limit capacity over the Little Quilcene River bridge.
    • Consideration of shorter and longer closures to spread out impacts.
    • Requesting WSDOT participate in an Incident Management Team with Jefferson County.
    • Requesting a specific calendar of fish barrier work, avoiding construction during Hood Canal Bridge closures.
    • The ability to provide input on Hood Canal Bridge timed openings.
    • Requesting a second ferry be returned to the Port Townsend run.
  • All three Commissioners plan to sign the finalized letter.

Financials

None specified.

Alternatives

  • Alternative proposal sought: Switching the construction dates to June instead of August.
  • Alternative proposal sought: Consideration of shorter and longer closure options to spread out impacts.

Community Input

  • Public comments were received on the WSDOT presentation at the February 23, 2023, meeting, where WSDOT staff addressed comments.
  • One public comment was received during the motion to approve drafting the letter for alternative proposals.

Timeline

  • Summer 2023: WSDOT's scheduled construction season, including potential Hood Canal Bridge closures.
  • The letter drafting process begins immediately, followed by review and signing by the Commissioners.

Next Steps

Commissioner Dean is authorized to work with the County Administrator on drafting a letter to WSDOT with alternative proposals to the proposed August schedule of closures, which the Commissioners will review through the County Administrator.

Sources

  • Commissioner Dean
  • Commissioner Eisenhour
  • Greg Brotherton - Chair
  • Mark McCauley - County Administrator
  • Washington State Department of Transportation (WSDOT)
  • Steve Roark - WSDOT Regional Administrator

Topic Summary

The Clerk of the Board conducted the opening of bids for the publication of County Legal Notices. State law requires the County to designate an Official County Newspaper by their first Regular Meeting in April. Two bids were received: one from Peninsula Daily News and one from The Leader, outlining font size and circulation numbers.

Key Points

  • The Call for Bids for publication of County Legal Notices was approved on January 16, 2023.
  • RCW 36.72.075 requires the County to designate an Official County Newspaper by their first Regular Meeting in April.
  • Bidders must have five weeks to prepare and submit bids.
  • Bids opened:
    • Peninsula Daily News: Font Size 7.2, Total print circulation: 1,279, electronic subscriptions: 2,631.
    • The Leader: Font Size 7.0, Total print circulation: 5,539, electronic subscriptions: 210.
  • Clerk Gallaway noted that there are other components included in the bids, beyond circulation and font size.

Financials

None specified (Bids contained technical specifications, not dollar amounts in the presented table).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • January 16, 2023: Call for Bids approved by Commissioners.
  • March 6, 2023: Bids opened.
  • Next meeting: Clerk Gallaway will present a comparison analysis of the various components included in the bids.
  • Before the first Regular Meeting in April: Official County Newspaper must be designated per RCW 36.72.075.

Next Steps

Clerk Carolyn Gallaway will prepare a comparison analysis of the received bids for review during the next meeting.

Sources

  • Carolyn Gallaway - Clerk of the Board
  • RCW 36.72.075

Jefferson County Noxious Weed Board Appointment (District No. 3)

Topic Summary

The Noxious Weed Control Coordinator recommends the appointment of Tami Pokorny as the District No. 3 Representative to the Jefferson County Noxious Weed Control Board (JCNWCB) for a four-year term expiring March 6, 2027. This appointment is important because it will fill a vacant seat, allowing the board to establish a quorum and make final decisions.

Key Points

  • The Jefferson County Noxious Weed Control Board consists of 5 voting members, organized by Weed Districts per Resolution 33-12.
  • The board currently has seats filled only in District 1 and District 2.
  • Tami Pokorny has applied for the vacant District No. 3 seat.
  • Pokorny is involved in agricultural production and restoration projects impacted by invasive species through her work with Jefferson County Public Health. She also coordinates the Conservation Futures Committee.
  • The Noxious Weed Control Coordinator believes Pokorny will bring a valuable point of view encompassing agriculture, conservation, and natural resources.

Financials

  • The appointment process carries "little to no cost."
  • The impact of having a quorum seated is significant for enabling decisions regarding mitigation and control of noxious weeds.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • March 6, 2023: Proposed appointment date for a four-year term.
  • March 6, 2027: Term expiration date.

Next Steps

The staff recommends appointing Tami Pokorny to the District 3 seat of the JCNWCB.

Sources

  • Sophie DeGroot - Noxious Weed Control Coordinator
  • Mark McCauley - County Administrator
  • Tami Pokorny - Nominee

Title III Projects under Secure Rural Schools Act Public Comment Period

Topic Summary

Jefferson County Central Services requests opening a 45-day public comment period, starting March 6, 2023, regarding proposed Title III projects funded under the Secure Rural Schools and Community Self Determination Act. The primary potential project involves spending up to $180,000 for the development and implementation of Community Wildfire Protection Plan(s).

Key Points

  • The action formally opens a 45-day comment period for Title III projects, as required before funds can be used for the intended purpose.
  • The County previously issued a Request for Proposals (RFP) on February 9, 2023, for professional consulting firms to provide community wildfire protection planning services.
  • According to the U.S. Forest Service, County activities to implement a community wildfire protection plan are authorized uses of Title III funds.
  • The potential award amount for the Jefferson County Community Wildfire Protection Plans project is up to $180,000.

Financials

  • Total potential award for Title III projects: Up to $180,000.
  • Source: Title III funds (Fund 147), which are received and kept separate from the General Fund.
  • Fiscal Impact: Budget neutral with respect to the General Fund.

Alternatives

None specified.

Community Input

  • A 45-day comment period is required, beginning March 6, 2023.
  • Written public testimony can be submitted via email ([email protected]), mail, or in person.
  • Comments must be received by the Board of County Commissioners by the end of the public comment period (April 19, 2023).

Timeline

  • February 9, 2023: RFP for community wildfire protection planning services transmitted.
  • March 6, 2023: Start date of the 45-day comment period.
  • April 19, 2023: Deadline for public comments.

Next Steps

The Board of Commissioners is recommended to approve and sign the public notice resolution.

Sources

  • Chris Goy - Central Services Director
  • Mark McCauley - County Administrator
  • U.S. Forest Service
  • Secure Rural Schools and Community Self Determination Act (Title III)

Reappointment of Clean Water District Advisory Council (District No. 2)

Topic Summary

The Board is requested to approve the reappointment of Kara Cardinal as the District No. 2 Representative to the Clean Water District (CWD) Advisory Council for a new four-year term expiring on February 2, 2027.

Key Points

  • The reappointment was recommended by Michael Dawson, Contact Person for the Jefferson County Clean Water District Advisory Council.
  • The term is for four years.

Financials

None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • February 2, 2027: Term expiration date.

Next Steps

Approve the reappointment of Kara Cardinal.

Sources

  • Julie Shannon - Executive Secretary II
  • Michael Dawson - Contact Person for the Jefferson County Clean Water District Advisory Council
  • Kara Cardinal - Nominee

Reappointment of Intellectual Developmental Disabilities Advisory Board (IDDAB) Member

Topic Summary

The Board is requested to approve the reappointment of Kelly Matlock to the Jefferson County Intellectual Developmental Disabilities Advisory Board (IDDAB) for a new three-year term expiring on March 20, 2026.

Key Points

  • Kelly Matlock has consecutively served on this Board since 2017.
  • Anna McEnery, contact for the IDDAB, enthusiastically recommends her reappointment following the completion of advertising.
  • The new term is for three years.

Financials

None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • March 20, 2026: Term expiration date.

Next Steps

Approve the reappointment of Kelly Matlock and sign the attached letter.

Sources

  • Julie Shannon - Executive Secretary II
  • Anna McEnery - Contact for Intellectual Developmental Disabilities Advisory Board
  • Kelly Matlock - Nominee

Continuation of Public Works Solid Waste Division Employment Program for Individuals with I/DD (Cascade Community Connections)

Topic Summary

Public Works requests approval of Amendment No. 1 to the agreement with Cascade Community Connections, extending the employment program for individuals with intellectual and developmental disabilities (I/DD) by two years, starting July 1, 2023, through March 31, 2025. The program supports labor needs at the transfer station while providing valuable employment experience to individuals who may transition to the wider community workforce.

Key Points

  • The original agreement was selected via an RFP process in 2022 and included one year of service with two additional one-year extension options.
  • The scope of work involves supported employment, including litter pick-up (sweeping, sorting recyclables, emptying trash bins) and building/equipment cleaning/maintenance at the Solid Waste Division (Recycling Transfer Station location).
  • Public Works finds the service responsive to both operational needs and the needs of the employed individuals.
  • The extension duration is from July 1, 2023, to March 31, 2025 (a two-year extension based on the contract extension date and Exhibit A/B).
  • The legal contract specifies Amendment No. 1 extends the term to March 31, 2025, per Exhibit A of the Original Contract.

Financials

  • Original Contract Maximum Amount (Year 1, 2022): $57,840.00
  • New Maximum Amount Payable (Through 3/31/2025): $178,788.00
  • Payment Schedule via Supplemental Agreement No. 1:
    • Contract Year 2 (4/1/2023 – 3/31/2024): $59,592.00 (Monthly payment of $4,966.00)
    • Contract Year 3 (4/1/2024 – 3/31/2025): $61,356.00 (Monthly payment of $5,113.00)
  • Funding Source: Program costs are budgeted in the 2022-2023 Solid Waste Fund budget, and provision will be made in the next biennial budget.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • February 14, 2022: Original Agreement Execution Date.
  • April 1, 2022: Original work commenced.
  • March 31, 2023: Original work completion date.
  • March 31, 2025: New termination date of the Agreement (Term extended to 3/31/2025 per Exhibit A).

Next Steps

Staff recommends that the Board of County Commissioners approve the Supplemental Agreement (Amendment No. 1) to extend the original term by two years.

Sources

  • Monte Reinders - Public Works Director/County Engineer
  • Al Cairns - Public Works Solid Waste Contact
  • Mark McCauley - County Administrator
  • Cascade Community Connections
  • Taylor Webster - Cascade Community Connections Owner/Exec. Director

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