PACKET: Commissioners Meeting at Mon, Mar 20, 09:00 AM

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Surplus Personal Property Declaration

Topic Summary

The County Treasurer's office requested a resolution to declare certain personal property from the Assessor’s Office, Sheriff's Office, and Public Works - Parks Department as surplus. These items, valued individually under $2,500, are either broken, worn out, obsolete, or no longer needed for County purposes, and authorization is sought for their disposal after being offered to other departments, agencies, and non-profits.

Key Points

  • The resolution declares specified assets from the Assessor's Office, Sheriff's Office, and Public Works - Parks as surplus property.
  • The assets are no longer required for County purposes due to being broken, worn out, or outdated/obsolete.
  • The value of each surplus item is less than $2,500.00, which according to RCW 36.34.020, does not require public notice for sale.
  • Disposal instructions include offering the equipment to another department, agency, or non-profit, or taking it to a recycling center or the Transfer Station.
  • The County Auditor is directed to remove the listed equipment from the Jefferson County Equipment Inventory.
  • Surplus items include multiple obsolete Motorola PR1500 radios, broken Pole Cameras, Cannon Cameras, an obsolete Lifeline Throw Phone (Sheriff's Office), non-working 2016 iPads (Assessor's Office), and old/rusted out tools including a spreader, drill, and circular saw (Public Works - Parks).

Financials

None specified.

Alternatives

None specified.

Community Input

None present.

Timeline

None specified.

Next Steps

Approve Resolution No. 10-23 to authorize disposal options.

Sources

  • Stacie Prada - Treasurer
  • Lauralee Kiesel - Assessor's Office Contact
  • Molly Hilt - Public Works - Parks Contact
  • Ben V. Stamper - Sheriff's Office Contact
  • RCW 36.34.020

Right-of-Way Acquisition Procedures Update

Topic Summary

Jefferson County Public Works requested approval of an updated Resolution to adopt new Right-of-Way (ROW) Acquisition Procedures, replacing the 2011 procedures and consolidating the Appraisal Waiver Procedures. The update is federally mandated (WSDOT requires updates every three years) and formally incorporates administrative settlement authority and updated staffing assignments for ROW functions.

Key Points

  • The update replaces Jefferson County Resolution No. 05-11 and supersedes previously-adopted Appraisal Waiver Procedures.
  • State regulations (WSDOT) require local jurisdictions to update ROW Procedures at least once every three years.
  • The new procedures ensure the County complies with Ch. 8.26 RCW and Ch. 468-100 WAC (State Uniform Relocation Assistance and Real Property Acquisition Act and regulations).
  • The document names specific staff members, rather than generic positions, responsible for ROW functions: Program Administration, Acquisition, Appraisal, Relocation, and Property Management.
  • Updates for staffing-only changes may be approved solely by the Public Works Director in the future.
  • The procedures adopt the Appraisal Waiver Policy (Exhibit B), allowing the requirement for an appraisal to be waived if the acquisition is simple and the compensation estimate (Administrative Offer Summary, AOS) is $25,000 or less.
  • For offers up to $10,000 (AOS), the property owner must be informed no appraisal was completed. For offers over $10,000 up to $25,000 (AOS), the owner must be notified and advised that an appraisal will be prepared if requested.
  • The minimum payment policy for acquisitions based on an AOS is set at $500.

Financials

  • Minimum Payment Policy: $500 for acquisitions based on the AOS process.
  • Administrative Settlement Authority Limits (Administrative Settlement is payment exceeding Just Compensation):
    • Right-of-Way Representative: Up to 20% of Just Compensation or $5,000 total counter-offer, whichever is greater.
    • Project Manager: Up to 30% of Just Compensation or $10,000 total counter-offer, whichever is greater.
    • Public Works Director/County Engineer: Up to 50% of Just Compensation or $25,000 total counter-offer, whichever is greater.
    • Board of County Commissioners: Authorized for settlements exceeding 50% of Just Compensation.

Alternatives

None specified.

Community Input

None present.

Timeline

  • Prior ROW Procedures adopted: 2011
  • Prior Appraisal Waiver Procedures approved by WSDOT: 2014
  • Proposed effective date: Date of WSDOT approval and signature.
  • Three-year updates of the procedures are required by WSDOT.

Next Steps

Approve the Resolution (No. 11-23) incorporating the updated ROW Procedures (Attachment 1). The procedures will only become effective upon signature by WSDOT’s Local Program Right-of-Way Manager.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Colette Kostelec, P.E., J.D. - Right-of-Way Representative
  • Washington State Department of Transportation (WSDOT)
  • Ch. 8.26 RCW (State Uniform Relocation Assistance and Real Property Acquisition Act)
  • Ch. 468-100 WAC (State regulations for property acquisition)

Supply of Aggregate for Bituminous Surface Treatment

Topic Summary

The Public Works Department requested authorization for a Call for Bids for the supply and delivery of aggregate products needed for the annual road surface maintenance and chip seal preservation program, covering calendar years 2023 and 2024. The bids will be accepted until April 10, 2023.

Key Points

  • The aggregate products are essential for Public Works Road Operations crews’ annual maintenance and chip seal preservation programs.
  • The contract covers the supply and delivery of aggregate products for county roadways in 2023 and 2024.
  • This procurement requires public notice and bidding in accordance with RCW 36.32.240 and RCW 39.04.
  • Bidders must provide a proposal guarantee (surety bond, cash, etc.) equal to 5% of the bid amount.
  • Jefferson County enforces non-discrimination based on race, color, national origin, or sex in the awarding of the contract per Title VI of the Civil Rights Act of 1964 and 49 CFR Part 26.

Financials

  • Estimated value of the supply contract: $513,397.00 (plus Washington State Sales Tax).
  • Funding source: Public Works 2023 and 2024 Road Operations Budgets.

Alternatives

None specified.

Community Input

None present.

Timeline

  • Bids accepted until: 9:30 a.m. on April 10, 2023.
  • Bid opening: 10:45 a.m. or shortly thereafter on April 10, 2023.
  • Contract period: Calendar years 2023 and 2024.
  • Contract award timeline: Successful bidder must enter into a contract within 10 calendar days of the bid award.

Next Steps

Approve the Call for Bids and authorize the Chair to sign the document for publishing.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Conor Ferry - Project Manager
  • RCW 36.32.240 and RCW 39.04
  • Title VI of the Civil Rights Act of 1964; 49 CFR Part 26

Contract Award: Snow Creek Road Culvert Replacement

Topic Summary

The Public Works Department recommended awarding a $1,092,394.00 construction contract to Bruch & Bruch Construction, Inc. for the Snow Creek Road M.P. 0.84 Culvert Replacement Project (County Project No. 18020310). This project is funded primarily through a FEMA Hazard Mitigation Grant.

Key Points

  • The contract is for the replacement of the culvert at milepost 0.84 on Snow Creek Road (County Road No. 352909).
  • The contract was awarded to the lowest responsive bidder, Bruch & Bruch Construction, Inc., of Port Angeles, Washington.
  • The total estimated project cost, including engineering, right-of-way, and construction, is $1,332,894.
  • The engineer's total estimate for the construction portion of the project was $1,445,600.80, making the awarded bid lower than the estimate.
  • Key items in the bid tabulation include: Mobilization ($100,800.00), Clearing & Grubbing ($5,000.00), and Embankment Borrow Incl. Haul ($902,250.00) (Bruch & Bruch Construction bid amounts).

Financials

  • Awarded Contract Amount: $1,092,394.00 (construction portion).
  • Total Estimated Project Cost: $1,332,894.
  • Funding Sources:
    • FEMA Hazard Mitigation Grant (Federal portion): $997,500.
    • FEMA Hazard Mitigation Grant (State portion): $166,250.
    • Public Works Board Construction Loan: Up to an additional $500,000 (funding construction and construction management).
  • Total funding secured appears to be $1,663,750 (F, S, L) which covers the estimated total project cost of $1,332,894.

Alternatives

  • Two other bids were received: Scarsella ($1,171,988.40) and Norland Construction NW ($1,559,945.00). Bruch & Bruch's bid of $1,092,394.00 was the lowest.

Community Input

None present.

Timeline

  • Call for Bids issued by BOCC: February 13, 2023.
  • Sealed bids received and opened: March 6, 2023, at 10:45 a.m.

Next Steps

The Board is recommended to authorize the Award of Contract to Bruch & Bruch Construction, Inc., and return the original contract to Public Works for further processing.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark Thurston, P.E. - Project Manager
  • Bruch & Bruch Construction, Inc.
  • FEMA Hazard Mitigation Grant No. D21-031

Construction Surveying for Port Hadlock Wastewater Phase 1

Topic Summary

The Public Works Department requested approval of a Professional Services Agreement, not to exceed $30,000, with Van Aller Surveying for construction surveying and staking services required for Phase 1 of the Port Hadlock Wastewater project (Site Preparation, Earthwork, and Utilities).

Key Points

  • Contract scope is for construction surveying/staking related to the Port Hadlock Wastewater Phase I - Site Preparation, Earthwork, and Site Utilities project (Project 405-2114-0).
  • Van Aller Surveying will set grade stakes to ensure the contractor builds the project according to design plans.
  • The horizontal and vertical datums must be consistent with prior work performed by Van Aller Surveying and Tetra Tech.
  • Specific tasks include staking clearing limits, pipeline (bends, invert elevations, structures), the sheet pile wall (at Sta. 12+25), roadway (Lopeman Road to Phase 2 boundary), the Percolation Pond, and miscellaneous staking (JPUD vaults, fencing).

Financials

  • Not to exceed amount: $30,000.
  • Funding source: County ARPA funds dedicated to this project.
  • Consultant's detailed estimate totaled $29,875, covering:
    • Office construction staking preparation: $3,250
    • Field construction staking: $25,800
    • Materials (Hubs, lath, flagging, paint): $825

Alternatives

None specified.

Community Input

None present.

Timeline

  • Consultant requires a 2 business day advance notice for scheduling and calculation of staking requests.
  • Start date: Upon receiving written notice to proceed from the County.

Next Steps

Approve the agreement and sign three originals, returning two fully executed originals to Public Works.

Sources

  • Monte Reinders - Public Works Director/County Engineer
  • Van Aller Surveying
  • ARPA funds

Jefferson County Child Care Capacity Expansion Project Funding

Topic Summary

The County requested authorization and certification of documents (Form RD 400-4 and Form RD 1910-11) needed for the USDA Rural Development application package to secure $1.45 million in Congressionally-Directed Spending (CDS) for the Jefferson County Child Care Capacity Expansion Project. This funding is crucial as part of a multi-source effort to expand child care capacity.

Key Points

  • The project is aimed at expanding child care capacity in Jefferson County.
  • The County is seeking $1.45 million through USDA Rural Development CDS funding.
  • Jefferson Healthcare is simultaneously securing $1.0 million through the Department of Commerce for the project.
  • The County has already committed $290,000 of its ARPA funds to the project.
  • Two specific non-negotiable USDA forms (RD 400-4 Assurance Agreement; RD 1910-11 Applicant Certification) require Board authorization for the application package to be complete.
  • Form RD 400-4 requires the recipient to comply with anti-discrimination laws (including Title VI, Title IX, Age Discrimination Act, Section 504 of the Rehabilitation Act, and the Americans with Disabilities Act) and ensure Limited English Proficiency (LEP) persons have meaningful access.
  • Form RD 1910-11 certifies the applicant understands and acknowledges the Federal Government’s collection policies for consumer or commercial debts, including reporting to credit agencies and offsetting Federal payments.

Financials

  • Total CDS funding sought by County (via USDA): $1.45 million.
  • Funds already committed by County (via ARPA): $290,000.
  • Funding secured by Jefferson Healthcare (via Commerce): $1.0 million.
  • The USDA advised treating the CDS as a grant, implying fund administration costs are reimbursable, thus the fiscal impact to the County's general fund is expected to be neutral.
  • If forms are not authorized, the $1.45M will not be received, causing a significant financial gap and likely delaying the project for an unknown period.

Alternatives

  • Option 2 (Do not authorize forms) would lead to failure in satisfying USDA requirements, forfeiture of the $1.45M, and significant delays to the project.

Community Input

None present.

Timeline

  • Form authorization is immediately critical to completing the USDA Rural Development application package.

Next Steps

The Board is recommended to authorize and certify forms RD 400-4 and RD 1910-11.

Sources

  • Mark McCauley - County Administrator
  • Michael Mark - Report Preparer
  • United States Department of Agriculture (USDA) Rural Development
  • Jefferson County ARPA funds
  • Jefferson Healthcare

Noxious Weed Control Crew Contract with Clallam County

Topic Summary

The Jefferson County Noxious Weed Control Board (JCNWCB) requested approval of a Professional Services Agreement, up to $15,000, with the Clallam County Noxious Weed Control Board (CCNWCB) to utilize Clallam County's crew for controlling noxious weeds on Jefferson County roads. This partnership is necessary because the Washington Conservation Corps crew typically used is only available for 3 crew weeks, leaving a significant gap in treatment capacity for the 15+ weeks of work needed based on existing MOUs.

Key Points

  • The JCNWCB has over $55,000 in existing MOU funds dedicated to noxious weed control, requiring over 15 weeks of work. However, the usual contractor (Washington Conservation Corps) is available for only 3 crew weeks.
  • The contract targets control of noxious weeds along county roads (approximately 400 miles) and rights-of-way, which are identified as a high-risk vector for seed transfer.
  • A primary target pest is wild chervil (Anthriscus sylvestris) found on Eaglemount Road, Center Valley Road, and West Valley Road. This invasive species is currently not known to be in Clallam County.
  • Other target weeds include poison hemlock, spotted jewelweed, common teasel, knotweed species, tansy ragwort, and Canadian thistle.
  • The partnership aims to build a stronger North Olympic Peninsula by limiting the spread of noxious weeds between the counties.
  • The cost of the CCNWCB crew is considered "very affordable" compared to other local vegetation management businesses.

Financials

  • Contract maximum amount: $15,000.
  • Funding source: Directly funded through existing revenue from MOUs with public agencies.
  • Payment details: Invoice items include Coordinator ($56.13/hr), Inspector ($47.60/hr), Seasonal Tech ($25.94/hr), Transportation (at cost), and Herbicide (at cost).

Alternatives

None specified.

Community Input

The recommendation notes the partnership is "much needed and long-awaited by parties on both sides," suggesting internal and external stakeholder desire for this collaboration.

Timeline

  • Agreement term: April 15, 2023, through August 31, 2023.

Next Steps

Approve the contract to build a stronger North Olympic Peninsula approach to weed control.

Sources

  • Sophie DeGroot - Noxious Weed Control Coordinator
  • Mark McCauley - County Administrator
  • Clallam County Noxious Weed Control Board (CCNWCB)

Child Care Capacity Expansion Project Grant (Olympic Peninsula YMCA)

Topic Summary

The Board was asked to approve an American Rescue Plan Act (ARPA) Grant Agreement providing $100,000 to the Olympic Peninsula YMCA (YMCA) to help complete the financing for the Early Learning Center at the 7th Haven affordable housing project. This Early Learning Center addresses a significant childcare shortage in the county by creating 33 new slots for young children.

Key Points

  • The Olympic Peninsula YMCA is partnering with OlyCap to establish and operate an Early Learning Center (ELC) at 7th Haven.
  • The ELC will serve 33 children aged three to five years.
  • The lack of available licensed child care (meeting less than 20% of the need for children under six) has negatively impacted the local workforce, particularly women. The need gap is cited as 515 slots (130 available for 645 needy children).
  • Early childhood education offers economic returns (up to $16 for every $1 spent) and improves kindergarten readiness and adult health outcomes.

Financials

  • Grant Amount: $100,000 (ARPA Grant Funding).
  • Total Project Budget: $777,910.00
    • Construction: $633,339.00
    • Soft Costs: $59,071.00
    • Permits/Other: $10,500.00
    • Classroom Equipment/Pre-Opening Costs: $75,000.00
  • Other Secured Funding:
    • Department of Commerce: $511,632.00
    • Cross Charitable Foundation: $50,000.00
  • Total Secured Funding (before this grant): $561,632.00
  • Remaining Funding Shortfall (before this grant): $216,278.
  • Cost to County: $100,000 (paid from ARPA Fund 123, Grants Management).

Alternatives

None specified.

Community Input

None present.

Timeline

  • The grant period is until the funds are exhausted.
  • The letter indicates the ELC "will not be able to open" until all construction, equipment, and pre-opening costs are covered.

Next Steps

Approve the ARPA Grant Agreement.

Sources

  • Mark McCauley - County Administrator
  • Olympic Peninsula YMCA
  • Wendy Bart - Chief Executive Officer, Olympic Peninsula YMCA
  • Washington State Department of Children, Youth and Families (DCYF)
  • ARPA funds (Fund 123)

Commercial Kitchen Upgrade at Fairgrounds Grant (Jefferson Healthcare)

Topic Summary

The Board was asked to approve an ARPA Grant Agreement providing $50,000 to Jefferson Healthcare to help fund the upgrade and renovation of the commercial kitchen in the Oscar Erickson Building at the Jefferson County Fairgrounds. Jefferson Healthcare will use the kitchen for 18 months during hospital construction and then donate the fully functional commercial-grade kitchen to the Fairgrounds for community use.

Key Points

  • Jefferson Healthcare requested funds to upgrade and renovate the commercial kitchen at the Jefferson County Fairgrounds' Oscar Erickson Building.
  • The hospital is constructing a 55,000 sq ft addition to replace a seismically unsound building housing the current kitchen, necessitating an 18-month relocation period for meal preparation.
  • Instead of using a temporary kitchen, Jefferson Healthcare chose to invest in a permanent community asset at the Fairgrounds.
  • After the 18-month use period, Jefferson Healthcare will turn the fully functional commercial-grade kitchen over to the Fairgrounds.
  • Community kitchen benefits include workforce development, skill development for at-risk populations, supporting fundraising events, processing farm produce, and serving as an emergency management resource.

Financials

  • Grant Amount: $50,000 (ARPA Grant Funding).
  • Total Project Cost (estimated): $485,847.
  • Project Cost Breakdown: Construction ($148,236), Infrastructure ($230,460), Soft Costs ($107,151).
  • Secured Funding (Cash): $385,847.
  • Unsecured Funding (Requested ARPA): $100,000 (Board allocated $50,000).
  • Cost to County: $50,000 (paid from ARPA Fund 123, Grants Management).

Alternatives

  • The simplest solution for Jefferson Healthcare was establishing a temporary kitchen onsite, but they chose to invest in a permanent community asset instead.

Community Input

None present.

Timeline

  • The kitchen will be used by Jefferson Healthcare for approximately 18 months during hospital construction.

Next Steps

Approve the ARPA Grant Agreement.

Sources

  • Mark McCauley - County Administrator
  • Jefferson Healthcare
  • Jake Davidson - Chief Ancillary Officer, Jefferson Healthcare
  • ARPA funds (Fund 123)

Digital Equity Navigator Grant (Jefferson County Rural Library District)

Topic Summary

The Board approved an ARPA Grant Agreement providing $35,000 to the Jefferson County Rural Library District (JCRLD) to assure independent funding for the Digital Equity Navigator position through the end of 2023. This role provides crucial services related to accessing digital skills training, affordable internet, and social services.

Key Points

  • JCRLD sought funds to continue the Digital Equity Navigator position for Jefferson County.
  • The purpose is to assure "completely independent funding" for the service through the end of 2023.
  • The position provides digital literacy services including one-on-one technology help, classroom instruction, and assistance with the Affordable Connectivity Program (ACP).
  • The average number of patrons assisted monthly is about 26 (ranging from 25 to 50).
  • Services are delivered at the Jefferson County Library (Port Hadlock), Port Townsend Public Library, Quilcene Community Center Food Bank, Brinnon Community Center, and the Library Bookmobile.
  • Costs have exceeded initial two-year expectations because of substantial inflation-related increases in travel, wages, and benefits.

Financials

  • Grant Amount: $35,000 (ARPA Grant Funding).
  • Funding Source: ARPA funds (Fund 123, Grants Management).
  • Budget Breakdown (6 months): Salary ($27,400), Benefits ($5,800), Mileage ($1,500), Cell/Internet ($300). (Total: $35,000).
  • The service was previously funded by Connected Students (Community Foundation), Jefferson County (CARES Act funding), and ConnectWA.

Alternatives

None specified.

Community Input

None present.

Timeline

  • Funding requested to cover services through the end of 2023.
  • The grant period is until the funds are exhausted.

Next Steps

Approve the ARPA Grant Agreement.

Sources

  • Mark McCauley - County Administrator
  • Jefferson County Rural Library District (JCRLD)
  • Dr. Tamara R. Meredith - Director, JCRLD
  • ARPA funds (Fund 123)

Climate Change Resilience, Flood Protection and Water Walk Project Grant (Port of Port Townsend)

Topic Summary

The Board approved an ARPA Grant Agreement allocating $50,000 to the Port of Port Townsend to help fund the feasibility/preliminary design phase of Phase 1 of the Port Townsend Climate Change Resilience, Flood Protection and Water Walk project. The project seeks to protect Port Townsend's Flats District, including the Boatyard, from rising sea levels and major flooding events.

Key Points

  • The project aims to construct approximately 4,500 feet of flood protection from the Leafwing Sculpture (Larry Scott Trail) toward the Tides Inn.
  • The purpose is to protect the Flats District, which includes the Port Townsend Boatyard, SR 20/Sims Way, the Haines Place Park & Ride, and other businesses, from rising seas.
  • Recent King Tide events (especially December 27, 2022) have caused severe flooding and storm damage, including 12 inches of water in the Skookum Building.
  • Future phases aim to protect downtown Port Townsend, including Point Hudson.
  • The marine trades sector in the Port Townsend Boatyard is economically vital, supporting 2,243 jobs in the region (2017 data), with a total economic value of $336.7 million.
  • A secondary benefit is the completion of a significant portion of the City's planned Waterwalk, consistent with the City's Urban Waterfront Plan.
  • City of Port Townsend completed a Sea Level Rise and Coastal Flooding Risk Assessment (October 2022) that identified the area along the southeasterly shoreline of Port Townsend as currently at risk of inundation.

Financials

  • Grant Amount: $50,000 (ARPA Grant Funding).
  • Total Cost for feasibility stage (Phase I): $200,000 (requested).
  • Port of Port Townsend commitment: $100,000 (from Port funds).
  • Funding Gap (based on $200k target cost): $100,000. (Board allocated $50,000 of the requested $100,000).
  • The City of Port Townsend is also pursuing separate state funding ($250,000) for a similar feasibility study downtown.
  • Cost to County: $50,000 (paid from ARPA Fund 123, Grants Management).

Alternatives

None specified.

Community Input

  • Steve King, Acting City Manager for the City of Port Townsend, submitted a letter of support, confirming the City's plans for addressing sea level rise and supporting the combined flood protection/Waterwalk vision as an opportunity for leveraging federal/state funding.

Timeline

  • Sea Level Rise Risk Assessment completed: October 2022.
  • The grant period is until the funds are exhausted.

Next Steps

Approve the ARPA Grant Agreement.

Sources

  • Mark McCauley - County Administrator
  • Eron Berg - Executive Director, Port of Port Townsend
  • Steve King - Acting City Manager, City of Port Townsend
  • ARPA funds (Fund 123)
  • PTMTA study (Dr. Martin & Associates, 2018)

Contract Amendment: Implementation of i-ACT Program

Topic Summary

Jefferson County Juvenile Services sought approval for Amendment No. 1 to the agreement with the Washington State Department of Children, Youth and Families (DCYF) concerning the implementation of the Individual Alternate Choice Training (i-ACT) program. The amendment reduces the total contract amount by $12,000 due to reduced work scope resulting from staffing changes within Juvenile Services, making funds available for reallocation at the state level.

Key Points

  • The original contract provided for reimbursement to the County for quality assurance performed by Juvenile Services staff for the statewide implementation of the i-ACT program (a promising program for court-involved youth).
  • The scope of work was reduced due to position changes (new hire and promotion) within Juvenile Services.
  • The reduction only applies to Fiscal Year 2023 funds.

Financials

  • Original Maximum Contract Amount: $60,388.00
  • Decrease Amount: $12,000.00
  • New Total Maximum Contract Amount: $48,388.00
  • Fiscal Year 2022 Maximum Consideration (unchanged): $30,194.00
  • Fiscal Year 2023 Maximum Consideration (reduced): $18,194.00 (down from $30,194.00).
  • Clinical consultation services rate: $46.00 per hour.
  • Funds that cannot be used by the County can be reallocated on a State level.

Alternatives

None specified.

Community Input

None present.

Timeline

  • Amendment start date: 03/20/2023
  • Contract end date: 06/30/2023
  • Funds not expended in FY22 or FY23 cannot be carried over to the following Fiscal Year.

Next Steps

Approve the amended agreement.

Sources

  • Shannon S. Burns - Juvenile Court Administrator
  • Washington State Department of Children, Youth and Families (DCYF)
  • Karena McGovern - DCYF Contract Specialist

Interagency Amendment for FJCIP Program Coordinator and Retreat

Topic Summary

Jefferson County Juvenile Services requested approval for Amendment No. 1 to Interagency Agreement #ICA 23863 with the Administrative Office of the Courts (AOC) to secure an additional $8,000. This funding is specifically allocated for technology upgrades for the Family and Juvenile Court Improvement Plan (FJCIP) Coordinator and expenses related to hosting a stakeholder retreat for implementing HB 1227 (Keeping Families Together law).

Key Points

  • The FJCIP program is currently funded through June 30, 2023, aimed at improving Dependency Court functioning.
  • The total contract amount will increase from $31,000 to $39,000.
  • The new funds will cover reimbursement for technology needed by the FJCIP coordinator to improve Dependency Court functionality (up to $5,000) and retreat costs for implementing HB 1227 (up to $3,000).
  • The technology upgrade funding covers items like a laptop, docking station, two monitors minimum, headset, webcams, and a paid Zoom account.
  • The retreat must occur before June 30, 2023.
  • The existing agreement requires the Court to: assign a Chief Judge for a minimum two-year term, hire and train an FJCIP Coordinator (Meagan Ryan is identified as the current 40-hour employee, covering half her salary), implement a "one judicial team" principle for family cases, and submit various detailed planning and expenditure reports.

Financials

  • Amendment Amount: $8,000 (additional revenue).
  • Technology Reimbursement: Up to $5,000.
  • Retreat Expenses (HB 1227 implementation): Up to $3,000.
  • New Maximum Contract Amount: $39,000 (up from $31,000 previously allocated for salary and benefits costs).
  • Fiscal Impact: None, as this is additional revenue covering specified costs.

Alternatives

None specified.

Community Input

None present.

Timeline

  • Current contract end date: June 30, 2023.
  • Retreat deadline: Must occur before June 30, 2023.

Next Steps

The Board is recommended to sign three originals of the Interagency Amendment.

Sources

  • Shannon Burns - Juvenile Court Administrator
  • Barbara Carr - Juvenile Court Administrator (Original contract request)
  • Washington State Administrative Office of the Courts (AOC)
  • HB 1227 (Keeping Families Together law)
  • Meagan Ryan - Family Court Program Assistant

Contract Amendment: COVID-19 Vaccine Confidence (COVIED) Project

Topic Summary

Jefferson County Public Health (JCPH) sought approval for Amendment No. 2 to its contract with the National Association of City and County Health Officials (NACCHO) for the COVID-19 Vaccine Confidence (COVIED) Project. This amendment extends the project period and adds $25,000 in funding to meet additional deliverables aimed at building public trust and increasing vaccine uptake among priority populations.

Key Points

  • The project focuses on addressing vaccine hesitancy, increasing COVID-19 vaccine confidence, and uptake among priority populations disproportionately impacted by the disease.
  • JCPH works to build public trust by improving staff ability to relate to marginalized demographics and improving access to public health information.
  • The revision modifies the Scope of Work (SOW) to include participation in a Public Health Foundation (PHF) Strategic Communications Workshop, developing a community-tailored communications plan, and implementing that plan.
  • The SOW outlines specific objectives, including identifying at-risk communities, collaborating with partners on outreach/messaging, and developing sustainable approaches to hesitancy (Objective 3 tasks revised in Mod II).
  • The vaccine funding (COVID19 Vaccine R4) allocated for Task 3 of the consolidated contract can cover co-administration costs for other vaccines; however, FEMA Mass Vaccination funding cannot be used for co-administration costs.

Financials

  • Additional Funding (Amendment No. 2): $25,000.
  • Prior Maximum Contract Amount (Original + Mod 1): $75,000 (Original: $45,000; Mod 1: $30,000).
  • New Total Contract Award Amount: $100,000.
  • Available Contract Amount (as of March 20, 2023): $40,000 (after $60,000 already paid).
  • Funding Source: NACCHO (from CDC Grant #6NU38OT000306-03-06, CFDA # 93.421).
  • Fiscal Impact: No general fund dollars are used to support this program.

Alternatives

None specified.

Community Input

None present.

Timeline

  • Original Contract Term: March 1, 2022, to July 31, 2022.
  • Extended Project Period (Mod I): Until December 31, 2022.
  • Extended Project Period (Mod II): Until July 31, 2023.
  • Key dates for new deliverables: PHF Workshop attendance by January 31, 2022 (note: this date is contradictory/past), Submission of Communications plan by March 31, 2023. Final report due July 31, 2023.

Next Steps

JCPH management requests approval of the second Amendment.

Sources

  • Bonnie Obremski - COVID-19 Communications Specialist
  • Apple Martine - Public Health Director
  • National Association of City and County Health Officials (NACCHO)
  • Centers for Disease Control and Prevention (CDC)

Developmental Disabilities Administration Contract Amendment

Topic Summary

Jefferson County Public Health (JCPH), Developmental Disabilities Division, sought approval for Amendment #2 to the Program Agreement (No. 2163-23547) with the Department of Social and Health Services (DSHS) Developmental Disabilities Administration (DDA). This amendment expands Community Inclusion Services and increases the total contract funding by $75,014 for a new maximum total of $1,056,117.

Key Points

  • The contract supports services for individuals with intellectual/developmental disabilities in Jefferson County.
  • The amendment is specifically for the expansion of Community Inclusion Services and funding to increase staff competency and service quality.
  • Community Inclusion (CI) services are individualized, provided in integrated community settings, and aim to support clients to participate, contribute, and develop relationships with non-paid community members.
  • CI services may now be authorized in addition to employment support services for working age individuals who have received nine months of employment support services.
  • The DDA program seeks to increase client outcomes, with an emphasis on those new to CI services after January 1, 2023.
  • Program goals include supporting clients towards a living wage, averaging 20 hours of community work per week (86 hours per month), though individual preferences are considered.
  • Administration fees are capped at 7% unless an exception is approved by the Assistant Secretary of DDA.

Financials

  • Additional Funding (Amendment #2): $75,014.00.
  • Prior Maximum Program Agreement Amount: $981,103.00.
  • New Total Maximum Program Agreement Amount: $1,056,117.00.
  • The contract includes both State and Waiver (Medicaid) revenue.
  • The Fiscal Year 2023 Budget Revision shows total revenue increases, with the total FY2023 projected revenue at $570,628 (State only: $318,546; Medicaid: $252,082).
  • Key FY2023 Budget Revision Expenditures:
    • Medicaid Clients (Consumer Support): $426,144 (split between State $210,672 and Medicaid $210,672).
    • Other Consumer Supports (Training, CI, etc.): $91,050.
    • Administration: $37,309.
  • Job Foundation/Partnership projects provide $2,400 per student for completed Job Foundation documents at a satisfactory rating, and additional payments if a competitive integrated job is obtained (Employment Outcome Payment).

Alternatives

None specified.

Community Input

None present.

Timeline

  • Program Agreement term: July 1, 2021, to June 30, 2023.
  • Amendment start date: January 1, 2023.

Next Steps

JCPH management requests approval of Amendment #2.

Sources

  • Apple Martine - Director, Jefferson County Public Health
  • Anna McEnery - DD & BH Coordinator, Jefferson County Public Health
  • Washington State Department of Social and Health Services (DSHS); Developmental Disabilities Administration (DDA)
  • WAC 388-828 and 388-850 (governing DD services)

Contract Amendment: 2022-2024 Consolidated Contracts (Department of Health)

Topic Summary

Jefferson County Public Health (JCPH) requested approval for Amendment #11 to the 2022-2024 Consolidated Contracts with the Washington State Department of Health (DOH). The amendment increases the total contract value by $20,400, bringing the new maximum consideration to $4,350,976, and incorporates new and revised Statements of Work (SOWs) for several public health programs.

Key Points

  • The Amendment adds a New SOW for the Beach Environmental Assessment, Communication, and Health (BEACH) Program (new funding of $15,000) for bacteria monitoring and public notification at marine swimming beaches from March 1 to October 31, 2023.
  • The Amendment revises the SOW for the Office of Drinking Water Group A Program, extending the performance period and providing additional Sanitary Survey (SS) and Technical Assistance (TA) funding ($5,400 increase). This includes conducting Sanitary Surveys of small community and non-community Group A water systems.
  • The Amendment revises the SOW for the Office of Immunization COVID-19 Vaccine to adjust vaccine delivery approaches to optimize access (no change in allocation amount). This includes activities like strike teams, mobile clinics, and acting as a vaccine depot.
  • The total contract amount is funded by DOH through a mix of Federal and State funds.

Financials

  • Additional Funding (Amendment #11 Increase): $20,400.
  • New Revised Maximum Consideration: $4,350,976 (Total Fed: $2,081,986; Total State: $2,268,990).
  • Funding allocated to the new BEACH Program SOW (FFY23): $15,000 (Federal Subrecipient, CFDA 66.472).
  • Funding allocated to Office of Drinking Water Group A Program (FY24/25 SOW): $5,400 additional, bringing the total for the included funds to $9,200.
    • Sanitary Survey Fees (State): $2,200 increase.
    • YR 25 SRF SS: $2,200 total allocation (new increase of $2,200).
    • YR 25 SRF TA: $1,000 total allocation (new increase of $1,000).

Alternatives

None specified.

Community Input

None present.

Timeline

  • Consolidated Contract Term: January 1, 2022 – December 31, 2024.
  • BEACH Program SOW Period: March 1, 2023, through October 31, 2023.
  • Office of Drinking Water Group A SOW extended through: December 31, 2023 (from 12/31/22).
  • Office of Immunization SOW Period: January 1, 2022, through June 30, 2024.

Next Steps

JCPH Management recommends BOCC approval of Amendment #11.

Sources

  • Apple Martine - Public Health Director
  • Veronica Shaw - Deputy Director of Public Health
  • Washington State Department of Health (DOH)
  • Environmental Protection Agency (EPA) (as the source of the BEACH grant)

Agreement for Student Supervision by Public Health Medical Providers

Topic Summary

Jefferson County Public Health (JCPH) requested approval for a Memorandum of Agreement (MOA) with Spring Arbor University (SAU) Nursing Department. This agreement establishes a cooperative relationship where JCPH medical providers will offer preceptor services and supervision to SAU advanced nursing students requiring practicum coursework.

Key Points

  • JCPH is providing clinical laboratory experiences for students in SAU's nursing program.
  • This arrangement is necessary for student development of effective nursing skills, clinical judgment, and professional responsibility.
  • The relationship is cooperative and mutually beneficial, with no monetary exchange involved.
  • The University remains responsible for all phases of the nursing education program and maintaining control over the curriculum.
  • The University must ensure students/faculty have professional liability insurance ($1M per occurrence, $3M aggregate).
  • Both parties must comply with OSHA standards for bloodborne pathogens, including training, provision of personal protective equipment, and HBV vaccine information.
  • JCPH retains full responsibility for patient care and can request the withdrawal of any non-adherent student or faculty member.

Financials

  • None specified. (Cooperative Exchange of Service Only)

Alternatives

None specified.

Community Input

None present.

Timeline

  • Agreement duration: Upon signature until termination (either party may terminate with 60 days written notice prior to the next academic term).

Next Steps

JCPH management requests approval of the MOA.

Sources

  • Apple Martine - Public Health Director
  • Denise Banker - Community Health Director
  • Spring Arbor University (SAU) Nursing Department

Fee Reduction for Farmers Market Chef Demonstrations

Topic Summary

Jefferson County Public Health (JCPH) requested approval of a motion to grant the Jefferson County Farmers Market (JCFM) a 25% reduction in temporary food service fees for chef demonstrations held in Port Townsend. This reduction is permissible for nonprofit organizations if the fee reduction is backfilled by County general funds.

Key Points

  • JCFM requested a 25% reduction for their "Multiple Demonstrator Event" fee for chef demonstrations in Port Townsend.
  • JCFM is a non-profit 501(c)(3) organization.
  • County Policy (BOCC Policy 74-95) requires a resolution (or motion) for fee waivers/reductions for 501(c)(3)s and specifies that the fee must be backfilled with General Funds.
  • JCPH currently has adequate general fund dollars in the Environmental Public Health budget to cover this reduction.
  • The JCFM application form identifies two primary demonstration locations: Port Townsend Farmers Market and Chimacum Farmers Market.
  • The food preparation for demonstrations uses an approved kitchen (Pane d’Amore Artisan Bakery/Jefferson Healthcare).

Financials

  • Total Temporary Food Service Permit Fee (Multiple Demonstrator Event): $294.00.
  • Amount of the 25% fee reduction: $73.50.
  • Fiscal Impact: $73.50 reduction, which will be covered by General Fund dollars in the Environmental Public Health budget.

Alternatives

None specified.

Community Input

None present.

Timeline

  • The culinary education schedule runs from April through September 2023.

Next Steps

Approve the motion for the 25% fee reduction (in the amount of $73.50).

Sources

  • Alisa Hasbrouck - Environmental Public Health Manager
  • Veronica Shaw - Deputy Director of Public Health
  • Amanda Milholland - Contact Person, Jefferson County Farmers Markets
  • BOCC Policy 74-95

DNR 4th Quarter County Income Report Update

Topic Summary

Department of Natural Resources (DNR) staff presented an update on the 4th Quarter County Income Report, detailing revenue accrued in 2022 and the net estimated value of timber sales under contract for Jefferson County. This informational briefing covers the financial performance of state forestlands managed in trust for the County.

Key Points

  • Total revenue distributed to Jefferson County in Calendar Quarter 4 (Oct 1 - Dec 31, 2022) was $408,811.34.
  • Total revenue accrued for Jefferson County for the calendar year 2022 was $1,116,217.00.
  • The net value of State Forestland timber under contract as of December 31, 2022, was $5,322,108.18.
  • DNR manages 14,722 acres in Jefferson County, with 14,706 acres being State Forest Transfer Lands and 16 acres being State Forest Purchase Lands.
  • The "Net Estimated Remaining Value of State Forestland Timber Under Contract" across all sale types listed in the detailed breakdown column is $6,222,395.59 (though the total sale value distributed shows $5,066,485.54 distributed to date for lump sum sales, creating a slight discrepancy in presented totals).
  • The document provides highly detailed projections for 2023 sales, totaling a projected wiring to the County of $4,368,389 from Timber Sales (excluding Debt Provider Sales) with a total sale value of $10,996,325.

Financials

  • Distributed Revenue (Q4 2022): $408,811.34
  • Accrued Revenue (CY 2022 Total): $1,116,217.00
  • Net Value of Timber Under Contract (as of 12/31/22): $5,322,108.18
  • Revenue sources include Lump Sum, Scale, and Sort sales, distinguishing between Total Value and Estimated Remaining Value to be Distributed.

Alternatives

None specified.

Community Input

None present.

Timeline

  • Report covers: October 1 - December 31, 2022 (Q4).
  • Numerous timber sales are ending on October 31, 2023, and April 28, 2023.

Next Steps

No action required; the Board received the update.

Sources

  • Mona Griswold - DNR Olympic Region Manager
  • Drew Rosanbalm - DNR Assistant Olympic Region Manager
  • David Hurn - DNR Staff (in attendance)
  • Brian Turner - DNR Straits District Manager (provided a PowerPoint presentation)
  • Jeff Chapman - Assessor (present for discussion)

Interagency Agreement Amendment: Bridge Load Re-Rating Time Extension

Topic Summary

The Public Works Department requested approval of Supplemental Agreement No. 1 with Sargent Engineers, Inc., extending the completion date for the Countywide Bridge Load Re-Rating project (Project No. 18020930). This extension is needed to allow additional time to complete the federally mandated load rating updates for Specialized Hauling Vehicles.

Key Points

  • The project is necessary to update bridge load ratings as required by the 2012 Federal Highway Administration mandate for Specialized Hauling Vehicles (a new class of truck).
  • The original agreement was executed on February 14, 2022, with a completion date of March 31, 2023.
  • The purpose of the supplement is solely to amend the agreement completion date. There is no change to the scope of work or the maximum amount payable.

Financials

  • New Maximum Amount Payable: No change from the original agreement ($78,900).
  • Funding Source: 86.5% Federal STPR funds; 13.5% County Road Fund.

Alternatives

None specified.

Community Input

None present.

Timeline

  • Original Completion Date: March 31, 2023.
  • New Completion Date: December 31, 2023.

Next Steps

Public Works recommends the Board execute all three originals of Supplemental Agreement No. 1.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark Thurston, P.E. - Project Manager
  • Sargent Engineers, Inc.
  • Federal Highway Administration (FHWA) 2012 mandate

ARPA Grant Agreement: Heavy Duty Truck for Veterinary Trailer (Humane Society)

Topic Summary

The Board was asked to approve an ARPA Grant Agreement providing $40,000 to the Humane Society of Jefferson County (HSJC) to fund the purchase of a heavy-duty pickup truck capable of towing their veterinary surgery trailer to remote, underserved areas of the county. The truck purchase was requested to allow the Humane Society to expand critical low-cost veterinary services.

Key Points

  • HSJC sought $68,000 to purchase a heavy-duty pickup truck for towing their veterinary surgery trailer to rural and remote areas. The Board allocated $40,000.
  • The service aims to address the lack of affordable veterinary care and transportation difficulties faced by lower-income residents in remote areas (e.g., Queets and Quilcene).
  • HSJC states that Queets is ranked in the lowest 2 percent of Washington State for per-capita income, and 33% of the population lives below the federal poverty line.
  • Proposed services include providing local spay/neuter and vaccination clinics several times a year.
  • By acquiring the truck, HSJC intends to provide services to Queets and Quilcene six times a year for the next three years, anticipating a significant reduction in unwanted and unvaccinated companion animals.
  • The original proposed budget for a similar truck alone was $50,000 plus tax ($53,400 total).

Financials

  • Grant Amount: $40,000 (ARPA Grant Funding).
  • Funding Source: ARPA funds (Fund 123, Grants Management).
  • Original Request: $68,000 (including $58,000 for truck purchase/licensing and operating expenses). The Board allocated $40,000.
  • Projected expense breakdown in the full proposal: Purchase $50,000, Tax $3,400, Fuel/Maintenance $1,500, Surgical Supplies $5,850, Veterinarian $5,000, Vet Tech $1,800.

Alternatives

None specified.

Community Input

None present.

Timeline

  • The grant period is until the funds are exhausted.
  • HSJC proposes providing services to remote areas six times a year for the next three years.

Next Steps

Approve the ARPA Grant Agreement.

Sources

  • Mark McCauley - County Administrator
  • The Humane Society of Jefferson County
  • Tammy L. Hanks, Ph.D. - Executive Director, The Humane Society of Jefferson County
  • ARPA funds (Fund 123)

ARPA Grant Agreement: Mason Street Master Planning (Habitat for Humanity)

Topic Summary

The Board was asked to approve an ARPA Grant Agreement providing $80,000 to Habitat for Humanity of East Jefferson County for master planning related to the Mason Street affordable housing project in Port Hadlock. This project aims to build 100-130 affordable housing units in partnership with the Jefferson Community Foundation and is considered essential for supporting the planned Hadlock Sewage Treatment Plant by increasing equivalent residential units.

Key Points

  • The project is for a proposed 100-130 mixed-income, permanently-affordable housing development in Port Hadlock.
  • The project is designed to increase enrollment in the Chimacum School District, increase Equivalent Residential Units (ERUs) connected to and paying for service from the Hadlock Sewage Treatment Plant, and substantially increase the supply of housing.
  • Habitat for Humanity had initially requested $100,000 for master planning, but the Board allocated $80,000.
  • A funding gap of $1,363,910 remains for the total estimated project cost through FY25, excluding the requested ARPA funds.
  • Habitat noted that the success of Phase 1 of the County Sewer Project is dependent on the Mason Street project keeping pace.

Financials

  • Grant Amount: $80,000 (ARPA Grant Funding).
  • Funding Source: ARPA funds (Fund 123, Grants Management).
  • Total Projected Expenses through FY25 (Property Acquisition, Master Planning, Infrastructure): $5,284,595.
  • Key expense estimation categories: Infrastructure Installation ($3,500,000), Project Management ($250,000), Design ($150,000), Engineering ($100,000).
  • Total Secured/Pledged Revenue through FY25 (Revised, prior to this grant): $3,920,685.
    • Includes: Previous County ARPA Funding for Land Acquisition ($500,000), Jefferson Community Foundation ($284,000), and Individual Donor Pledges/Receipts ($3,136,685).

Alternatives

None specified.

Community Input

None present.

Timeline

  • Master planning RFP deadline: March 1, 2023.
  • Target date for master-plan firm selection: May 1, 2023.
  • Infrastructure installation projected to begin: FY2025, in tandem with sewer installation.

Next Steps

Approve the ARPA Grant Agreement.

Sources

  • Mark McCauley - County Administrator
  • Habitat for Humanity of East Jefferson County
  • Maria Drury - Director of Engagement, Habitat for Humanity
  • ARPA funds (Fund 123)
  • Jefferson Community Foundation

ARPA Grant Agreement: Digital Equity Navigator (Jefferson County Rural Library District)

Topic Summary

The Board approved an ARPA Grant Agreement providing $35,000 to the Jefferson County Rural Library District (JCRLD) to assure independent funding for the Digital Equity Navigator position through the end of 2023. This role provides crucial services related to accessing digital skills training, affordable internet, and social services.

Key Points

  • JCRLD sought funds to continue the Digital Equity Navigator position for Jefferson County.
  • The purpose is to assure "completely independent funding" for the service through the end of 2023.
  • The position provides digital literacy services including one-on-one technology help, classroom instruction, and assistance with the Affordable Connectivity Program (ACP).
  • The average number of patrons assisted monthly is about 26 (ranging from 25 to 50).
  • Services are delivered at the Jefferson County Library (Port Hadlock), Port Townsend Public Library, Quilcene Community Center Food Bank, Brinnon Community Center, and the Library Bookmobile.
  • Costs have exceeded initial two-year expectations because of substantial inflation-related increases in travel, wages, and benefits.

Financials

  • Grant Amount: $35,000 (ARPA Grant Funding).
  • Funding Source: ARPA funds (Fund 123, Grants Management).
  • Budget Breakdown (6 months): Salary ($27,400), Benefits ($5,800), Mileage ($1,500), Cell/Internet ($300). (Total: $35,000).
  • The service was previously funded by Connected Students (Community Foundation), Jefferson County (CARES Act funding), and ConnectWA.

Alternatives

None specified.

Community Input

None present.

Timeline

  • Funding requested to cover services through the end of 2023.
  • The grant period is until the funds are exhausted.

Next Steps

Approve the ARPA Grant Agreement.

Sources

  • Mark McCauley - County Administrator
  • Jefferson County Rural Library District (JCRLD)
  • Dr. Tamara R. Meredith - Director, JCRLD
  • ARPA funds (Fund 123)

Tobacco, Vapor and Marijuana Prevention Subrecipient Agreement (Farmers Market)

Topic Summary

Jefferson County Public Health (JCPH) sought approval for a $5,000 Subrecipient Agreement with the Jefferson County Farmers Market (JCFM) to fund the "Food Feast and Spoken Word" Project. The goal is to develop and implement protective factor strategies to prevent and reduce tobacco and marijuana use by BIPOC and LGBTQ youth.

Key Points

  • The project focuses on developing and implementing protective factor strategies to prevent the reduction of tobacco and marijuana use by youth in Jefferson County.
  • The JCFM project, titled "Food Feast and BIPOC and LGBTQ Youth Spoken Word Program," involves a four-part culinary exploration series focused on cultural heritage, culinary skills, and spoken word poetry.
  • The program plans to serve between 10 to 20 students.
  • BIPOC and LGBTQ facilitators/guest speakers are prioritized and will be paid stipends.
  • Participants will be invited to discuss social justice and food security, and will receive Farmers Market tokens.

Financials

  • Total Reimbursement/Mini-Grant Award: $5,000.
  • Funding Source: Fully funded by JCPH through Washington State Department of Health (DoH) Youth Cannabis and Commercial Tobacco Prevention Program (YCCTPP) regional funding (Agency Contract N-22-028).
  • Budget items include: Supplies ($200-$400), Fees (kitchen rentals, planning: $800), Goods/Services (Food Ingredients: $1,500-$2,200), Stipends ($1,400-$2,100), and Food Feast Décor/Service Smallwares ($400).

Alternatives

None specified.

Community Input

None present.

Timeline

  • Agreement Term: February 1, 2023, through June 15, 2023.
  • Key workshop dates: Late February to Wednesday, June 7, 2023 (for the final Food Feast Event).
  • Final report and presentation due: June 15, 2023.

Next Steps

JCPH management requests approval of the Subrecipient Agreement.

Sources

  • Apple Martine - Public Health Director
  • Denise Banker - Community Health Director
  • Jefferson County Farmers Market (JCFM)
  • Washington State Department of Health (DoH) Youth Cannabis and Commercial Tobacco Prevention Program (YCCTPP)

Tobacco, Vapor and Marijuana Prevention Subrecipient Agreement (Olympic Peninsula YMCA)

Topic Summary

Jefferson County Public Health (JCPH) sought approval for a $5,000 Subrecipient Agreement with the Olympic Peninsula YMCA’s Community Equity Initiative (CEI). The funds are for developing and implementing protective factor strategies to prevent and reduce tobacco and marijuana use by youth through the "BIPOC Family Excursions" Project.

Key Points

  • The contract aims to fund protective factor strategies to prevent and reduce tobacco and marijuana use by youth in Jefferson and Clallam Counties.
  • The YMCA's project, titled "CEI BIPOC Family Excursions," focuses on outreach and youth mentorship using existing connections to organize a family excursion.
  • BIPOC Liaisons/Mentors will support outreach and youth mentorship over a four-month period (Feb-May).
  • The project includes surveying BIPOC youth to assess needs and interests, and mentoring them to generate ideas for the excursion.
  • BIPOC educators or facilitators are estimated to receive stipends.

Financials

  • Total Reimbursement/Mini-Grant Award: $5,000.
  • Funding Source: Fully funded by JCPH through Washington State Department of Health (DoH) Youth Cannabis and Commercial Tobacco Prevention Program (YCCTPP) regional funding (Agency Contract N-22-028).
  • Budget items include: Mentor Stipend ($1,750 estimated 70 hours @ $25/hr), Supplies ($350), Facilitator/Educator Stipend ($1,800), Incentives ($500), Refreshments/Meals ($500), and Rental Space ($100).

Alternatives

None specified.

Community Input

None present.

Timeline

  • Agreement Term: February 1, 2023, through June 15, 2023.
  • Event: May 2023.
  • Final report and presentation due: June 15, 2023.

Next Steps

JCPH management requests approval of the Subrecipient Agreement.

Sources

  • Apple Martine - Public Health Director
  • Denise Banker - Community Health Director
  • Olympic Peninsula YMCA (OPYMCA) Community Equity Initiative (CEI)
  • Washington State Department of Health (DoH) Youth Cannabis and Commercial Tobacco Prevention Program (YCCTPP)

Proclamation: National Drug and Alcohol Facts Week

Topic Summary

The Board of Commissioners issued a proclamation declaring March 20-26, 2023, as National Drug and Alcohol Facts Week (NDAFW) in Jefferson County. This week aims to encourage conversation among youth about the science of drug use and addiction, supported by national and community organizations.

Key Points

  • NDAFW is sponsored by the National Institute on Drug Abuse (NIDA) and the National Institute on Alcohol Abuse and Alcoholism (NIAAA).
  • The week inspires dialogue and encourages teens to ask questions about drugs, alcohol, and addiction to receive "scientifically based answers."
  • Jefferson County urges all citizens to get facts about the effects of alcohol, tobacco, and other drugs, and to start conversations about prevention with youth and adults alike.
  • Holly Gumm (Quilcene-Brinnon Empowered Teens Coalition) was present to provide history on how the NDAFW originated.

Financials

None specified.

Alternatives

None specified.

Community Input

None present.

Timeline

  • Proclamation effective: March 20–26, 2023.
  • Proclamation date: March 20, 2023.

Next Steps

The proclamation was officially approved and adopted.

Sources

  • Adiel McKnight - Executive Assistant
  • Holly Gumm - Quilcene-Brinnon Empowered Teens Coalition
  • National Institute on Drug Abuse (NIDA)
  • National Institute on Alcohol Abuse and Alcoholism (NIAAA)

Finance Manager Work Plan Workshop

Topic Summary

The Finance Manager, Judy Shepherd, led a workshop to present her 2023 work plan goals to the Board, focusing on building the accounting team, implementing an Employee Self-Service (ESS) system, enhancing Munis Grants Management, improving the Annual Report/SAO Audit process, and developing public financial training.

Key Points

  • Goal 1: Build a Strong Accounting Team: Focus on professional development and promoting employee well-being due to recent staffing changes.
  • Goal 2: Employee Self-Service (ESS): Implementation to provide employees access to accruals, time entry, tax documents, and enabling Department Directors to approve time off requests efficiently.
  • Goal 3: Munis Grants Management: Establish central tracking for grants in Munis across the County (which remains decentralized). This aims to fulfill a State Auditor’s Office (SAO) request regarding compliance and reporting oversight.
  • Goal 4: Annual Report & SAO Audit: Complete reconciliation between Bank Statements & the General Ledger (task force assigned) and complete the annual audit by the federal deadline of 9/30/2023, aiming for "no insufficiencies in internal control."
  • Goal 5: Lunch & Learn for Financial Topics: Develop monthly or quarterly training sessions covering topics like Munis, Budget, GAAP Principles, and Excel.
  • Possible Goal (Capacity Dependent): Munis Employee Expense: Develop an enhanced travel portal for reimbursement, requiring departments to use Per Diem. This goal's viability depends on implementation capacity.

Financials

None specified.

Alternatives

None specified.

Community Input

None present.

Timeline

  • ESS Implementation: Setup (March), HR/PR Team Training (April), Beta Testing & County Employee Training (May), Employee Time Entry (June), First payroll via ESS (July).
  • SAO Audit Completion Deadline: 9/30/2023 (Federal Deadline).

Next Steps

The Board was asked to listen, ask questions, and provide guidance on the plan.

Sources

  • Judy Shepherd - Finance Manager
  • Mark McCauley - County Administrator
  • State Auditor's Office (SAO)

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