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2023 First Quarter Budget Appropriations/Extensions Hearing Notice

Topic Summary

The Board of County Commissioners (BOCC) is required to approve a public hearing notice regarding requested increases and changes to various county departments' 2023 operating budgets for the first quarter. These supplemental budget appropriations/extensions are necessary due to unanticipated revenues, grants, prior year unexpended monies, and other needs not foreseen during the original budget preparation. The public hearing is scheduled for April 17, 2023.

Key Points

  • Various County Departments requested budget adjustments (increases/extensions) for their 2023 budgets, funded by "additional sources which were not anticipated," such as grants, fees, or unexpended prior-year funds.
  • The process follows RCW 36.40.140, which requires the BOCC to hold a public hearing on proposed budget changes.
  • The Hearing Notice will be published in the Port Townsend Leader on April 5 and April 12, 2023.
  • The purpose of the budget changes is to "improve the cost effectiveness and efficiency of the requesting departments."
  • Written public testimony will be accepted from April 5 until the end of the public hearing on April 17, 2023.

Financials

  • The proposed 1st Quarter Total Appropriations amount to $1,330,859 in One-time Revenue and $2,993,743 in One-time Expense/Extension across all funds.
  • General Fund Total appropriations include $229,597 in Revenue and $329,999 in Expense/Extension.
    • Sheriff's department appropriations include $54,497 for a Navigator Grant, $109,500 for the RSAT Believe in Recovery grant, and $5,600 in revenue for Funds for Vehicle Return.
    • $200,000 revenue is established for Therapeutic Courts, with $103,000 allocated for expenditures (to establish the 2023 budget in a new department).
    • $70,000 is moved out of both District Court (001-080) and Superior Court (001-240) budgets (a combined $140,000 negative revenue appropriation).
    • Operating Transfer (001-261) includes $63,002 in ongoing revenue for a transfer to Information Services for Microsoft Exchange Online.
  • Other Funds Total appropriations include $1,101,262 in Revenue (including transfers in) and $2,663,744 in Expense (including transfers out).
    • Public Infrastructure Fund (306) includes $74,250 for the Economic Development Council (EDC), $1,000,000 for the Sims Way Gateway project, and $100,000 for Quilcene Complete Streets.
    • Tri-Area Sewer Fund (405) receives a $1,000,000 transfer from the Capital Improvement fund (302) to provide liquidity, with the Capital Improvement fund making a corresponding $1,000,000 transfer to Tri-Area Sewer.
    • Employee Benefit Reserve Fund (505) has a $150,813 one-time expense for "2022 Medical Premium following 'vacation'" owed to Sound Health & Wellness.
    • Information Services Fund (506) expenditure of $63,002 is requested for the Microsoft Exchange Online Migration.
    • Hotel/Motel Fund (125) has $45,000 requested for the Olympic Pen Gateway Center & Contingency and $168,357 requested for the Tourism Coordinating Counsel.
    • Public Health Fund (127) has a budget decrease of $60,000 (negative revenue appropriation) to "Correct 2023 Budget Amendment" error.

Alternatives

None specified.

Community Input

Written testimony is invited from April 5, 2023, and ending on April 17, 2023, at the end of the Public Hearing.

Timeline

  • April 5, 2023: Hearing Notice published in Port Townsend Leader; Written testimony period begins.
  • April 12, 2023: Hearing Notice published again.
  • April 17, 2023 at 9:45 a.m.: Public Hearing scheduled.

Next Steps

Approve the resolution to publish notice for the hearing set for April 17, 2023. The BOCC will review individual changes at the public hearing.

Sources

  • Adiel McKnight - Executive Assistant
  • Mark McCauley - County Administrator
  • RCW 36.40.140

Therapeutic Courts Case Management Budget Establishment

Topic Summary

A supplemental budget appropriation is requested to formally establish the Therapeutic Courts Case Management department (Fund 001-245) and allocate staff salaries and benefits, which were initially intended to be paid from the District Courts budget but lacked appropriations. The request includes establishing a total budget of $200,000 for this new department, funded by a transfer and the reallocation of budget authority from the District and Superior Courts.

Key Points

  • The appropriation adds salaries and benefits for a full-time Therapeutic Courts Case Manager.
  • The position was previously assigned to be paid out of the District Courts budget, but no budget was provided in the 2023 Budget Amendment.
  • The total budget requested for 001-245 Therapeutic Courts Case Management is $200,000, which is supported by a Memorandum of Understanding (MOU) between the Courts and the BOCC regarding 1/10th of 1% Behavioral Health Sales Tax funds.
  • The total revenue appropriation establishes the total transfer in from Fund 131.

Financials

  • Therapeutic Courts (001-245):
    • One-time Revenue Transfer In: $200,000.00
    • Salaries & Benefits Expenditure: $103,000.00 (Salaries: $84,000.00; Benefits: $19,000.00)
    • The breakdown of personnel costs is:
      • Salaries & Wages: $37,800.00 (TC51240), $37,800.00 (TC51221), $8,400.00 (TC512222)
      • Benefits: $8,550.00 (TC51240), $8,550.00 (TC51221), $1,900.00 (TC512222)
  • District Court (001-080) Transfer Out: -$70,000.00 One-time Appropriation (Revenue adjustment)
  • Superior Court (001-240) Transfer Out: -$70,000.00 One-time Appropriation (Revenue adjustment)
  • The overall revenue reconciliation shows $60,000.00 actual one-time revenue (after subtracting the two $70,000 reductions from $200,000 and the current budget of $140,000).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2023: Budget establishment requested.
  • 4/27/2023: Date of request submission. (Note: This date is after the agenda date of April 3, 2023, suggesting the resolution refers to a later submission of the detailed supporting data).

Next Steps

The budget appropriation/extension is included in the larger 1st Quarter Budget action set for public hearing on April 17, 2023.

Sources

  • General Fund - Therapeutic Courts Case Management budget request form

WSU Extension Congressional MRC Grant Update (Fund 108)

Topic Summary

The WSU Jefferson County Extension (Fund 108) is requesting a budget appropriation and extension to update the revenue and expenditure amounts associated with the Congressional Marine Resources Committee (MRC) Grant (OTGP 2023 JeCoWS-00009). The final numbers for this federal grant, which includes funds for salaries, benefits, and professional contracts, were not available during the 2023 Budget Amendment process.

Key Points

  • The request updates the budget for the Congressional MRC Grant OTGP 2023 JeCoWS-00009.
  • This grant was previously approved by the BOCC in December 2022.
  • The additional funds will be applied to Salaries & Wages, Benefits, and Professional Contracts for WMRC2 (presumably Marine Resources Committee staff/projects).
  • There is enough Fund Balance in Fund 108 to cover the additional expenditure.

Financials

  • Revenue (One-time Appropriation): $88,800.00 (Congressional MRC - Fed Grant)
    • Current Budget: $30,000.00; Amended Total Revenue: $118,800.00
  • Expenditure (One-time Appropriation): $34,387.00
    • Salary & Wages - WMRC2: $7,587.00 (Amended total: $42,501.00)
    • Benefits - WMRC2: $2,000.00 (Amended total: $10,549.00)
    • Professional Contracts: $24,800.00 (Amended total: $58,800.00)
  • Total Amended Budget (Expenditure): $111,850.00

Alternatives

None specified.

Community Input

None specified.

Timeline

  • December 2022: Congressional MRC Grant approved by BOCC.
  • 03/29/2023: Budget appropriation request submitted.

Next Steps

The budget appropriation/extension is included in the larger 1st Quarter Budget action set for public hearing on April 17, 2023.

Sources

  • Bridget Gregg - Submitted by (Elected Official/Department Head)

Noxious Weeds Fund 109 Supplies Appropriation

Topic Summary

The WSU Jefferson County Extension/Noxious Weeds Control Board (Fund 109) requests a $1,000 one-time appropriation to purchase herbicide supplies needed for weed control projects in 2023.

Key Points

  • The additional funds are sought to purchase "appropriate herbicide for projects."

Financials

  • Revenue: None specified.
  • Expenditure (One-time Appropriation): $1,000.00 for "Weed Supplies - Herbicide" (Org 10955360, Obj 499999).
  • Amended Budget for Weed Supplies - Herbicide will be $5,566.00 (Current Budget: $4,566.00).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 3/14/23: Budget appropriation request submitted.

Next Steps

The budget appropriation/extension is included in the larger 1st Quarter Budget action set for public hearing on April 17, 2023.

Sources

  • WSU Jefferson County Extension/Noxious Weeds Control Board budget request form

Hotel/Motel Fund 125 Lodging Tax Expenditure Appropriations

Topic Summary

The Hotel/Motel Fund (125) requests two separate expenditure appropriations to cover costs related to the Olympic Peninsula Gateway Center and the Tourism Coordinating Council, which were not finalized when the 2023 County budget was approved. The request includes funds for visitor center renovations/operational transition and lodging tax funding grants determined by the LTAC Board.

Key Points

  • Lodging Tax Advisory Committee (LTAC) Board approved Visitor Center renovations/deferred maintenance and operational costs.
  • These costs are intended to cover the transition of the Olympic Peninsula Gateway Center from the Jefferson County Historical Society to the Tourism Coordinating Council.
  • The BOCC must approve both the transition costs and the Lodging Tax funding grants.
  • The 2023 County budget was approved prior to the approval of the Lodging Tax funding grants.

Financials

  • Appropriation 1: Olympic Peninsula Gateway Center & Contingency
    • Expenditure (One-time Appropriation): $45,000.00
      • Olympic Peninsula Gateway Center (411107): $15,000.00 (Amended total: $106,655.00)
      • Contingency (411110): $30,000.00 (Amended total: $40,000.00)
  • Appropriation 2: Tourism Coordinating Council (LTAC) Grants
    • Expenditure (One-time Appropriation): $168,357.00
      • Tourism Coordinating Counsel (411102): (Amended total: $295,000.00)
    • Current Budget for Tourism Coordinating Counsel was $126,643.00.
  • Total Hotel/Motel expenditure appropriations: $213,357.00
  • Revenue: None specified for either request.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 3/13/23 and 3-31-23: Budget appropriation requests submitted.

Next Steps

The budget appropriation/extension is included in the larger 1st Quarter Budget action set for public hearing on April 17, 2023.

Sources

  • LTAC Board (cited in reason for appropriation)

Public Health Fund 127 Budget Correction

Topic Summary

Public Health (Fund 127) requests a budget amendment to decrease a budget line that was entered incorrectly during the initial Recommended Budget 2023 Amendment phase.

Key Points

  • The action is solely to correct a clerical error in the revenue line item "TR IN SUB ABUSE-SPT" (Transfer In Substance Abuse Support).

Financials

  • Revenue (One-time appropriation): -$60,000.00 (netting the line item budget to $0.00 from a current budget of $60,000.00).
  • Expenditure: $0.00 change.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 3/27/2023: Budget correction request submitted.

Next Steps

The budget correction is included in the larger 1st Quarter Budget action set for public hearing on April 17, 2023.

Sources

  • Public Health budget request form

Homeless Housing Fund 149 Bayside Tiny Homes Contract True-up

Topic Summary

The Homeless Housing Fund (149) requests a $500 appropriation to true-up the contract amount for Bayside Tiny Homes, bringing the budgeted amount into alignment with the contract that was executed based on the Housing Fund Board's recommendation.

Key Points

  • The original contract amount for Bayside Tiny Homes should have been $144,000, but it was contracted for $144,500.
  • The contract amount of $144,500 reflects a recommendation made by the Housing Fund Board.

Financials

  • Expenditure (One-time Appropriation): $500.00 to BAYSIDE TINY HOMES (Fund 149, Org 14955150, Obj 551508).
  • The Amended Budget for BAYSIDE TINY HOMES is $144,500.00 (Current Budget: $144,000.00).
  • Revenue: None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 3/28/23: Budget appropriation request submitted.

Next Steps

The budget appropriation/extension is included in the larger 1st Quarter Budget action set for public hearing on April 17, 2023.

Sources

  • Housing Fund Board (cited in reason for appropriation)

Brinnon Flood Zone Property Acquisition Grant Match (Funds 186/187)

Topic Summary

Public Works requests budget appropriations moving funds between the Quilcene Flood Fund (187) and the Brinnon Flood Zone Fund (186) to secure matching funds required for a property acquisition capital outlay in the Brinnon Flood Zone.

Key Points

  • The Brinnon Flood Zone Fund (186) requires funds for a grant match toward property acquisition (Capital Outlay).
  • The $9,460 revenue for Fund 186 is provided as an operating transfer from the Quilcene Flood Fund (187).
  • The expenditure is $11,375 for CAPITAL OUTLAY-PROPERTY ACQUISITION.
  • There is enough Fund Balance in Fund 186 to cover the additional expenditure.

Financials

  • Brinnon Flood Fund (186):
    • One-time Revenue (Operating Transfer from 187): $9,460.00
    • One-time Expenditure (Capital Outlay-Property Acquisition): $11,375.00
  • Quilcene Flood Fund (187):
    • One-time Expenditure (Transfer to Brinnon Flood): $9,460.00
  • Net change to total appropriations: $11,375.00 in expenditure, $9,460 in revenue (excluding the internal transfer).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 3/6/23: Budget appropriation request submitted.

Next Steps

The budget appropriation/extension is included in the larger 1st Quarter Budget action set for public hearing on April 17, 2023.

Sources

  • Public Works / Brinnon Flood Zone budget request form

Public Infrastructure Fund (306) Updates

Topic Summary

The Public Infrastructure Fund (PIF) requests a substantial increase in expenditures to update the budget amounts assigned by the PIF board related to the Economic Development Council (EDC), the Sims Way Gateway project, and the Quilcene Complete Streets project.

Key Points

  • The appropriations update PIF Budget amounts "per PIF board assignments."
  • The three specific projects receiving appropriations concern economic development and two major infrastructure projects.

Financials

  • Total Expenditure (One-time Appropriation): $1,174,250.00
    • EDC: $74,250.00 appropriation (Amended total: $100,000.00, starting from a current budget of $25,750.00)
    • Sims Way Gateway: $1,000,000.00 appropriation (Amended total: $1,000,000.00)
    • Quilcene Complete Streets: $100,000.00 appropriation (Amended total: $100,000.00)
  • Total Amended Budget (Expenditure): $1,200,000.00.
  • Revenue: None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 3/28/23: Budget appropriation request submitted.

Next Steps

The budget appropriation/extension is included in the larger 1st Quarter Budget action set for public hearing on April 17, 2023.

Sources

  • Public Infrastructure budget request form
  • PIF board (cited in reason for appropriation)

Tri-Area Sewer Fund Liquidity Transfer (Funds 302/405)

Topic Summary

The County requests a temporary transfer of $1,000,000 from the Capital Improvement Fund (302) to the Tri-Area Sewer Fund (405) to ensure sufficient liquidity. This large cash influx is necessary to cover lags between major contractor payments for the sewage treatment plant construction and subsequent reimbursement from granting agencies.

Key Points

  • This transfer is intended to provide "liquidity" for the Sewer Fund as construction of the sewage treatment plant begins.
  • Liquid assets are needed to cover "substantial lags" between payments to contractors and reimbursement from granting agencies.
  • The funds will be returned to the Capital Fund when they are no longer needed for liquidity purposes.

Financials

  • Tri-Area Sewer Fund (405) Revenue: $1,000,000.00 One-time Appropriation (Transfer from Capital Improvement)
  • Capital Improvement Fund (302) Expenditure: $1,000,000.00 One-time Appropriation (Transfer to Tri-Area Sewer)
  • Net County cost: $0.00 (This is an internal operating transfer).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 03/28/23: Budget appropriation request submitted.

Next Steps

The internal transfer is included in the larger 1st Quarter Budget action set for public hearing on April 17, 2023.

Sources

  • Tri-Area Sewer / Capital Improvement budget request form

Employee Benefits Reserve Fund Premium True-up (Fund 505)

Topic Summary

The Employee Benefits Fund (505) requests a $150,813 expenditure appropriation to cover a health insurance premium that became due after a policy premium "vacation" ended abruptly. The BOCC decided to pay this invoice out of the reserve fund rather than passing the cost on to employees.

Key Points

  • The need for the expenditure resulted from an abrupt end to a Health Insurance premium "vacation."
  • The amount is owed to Sound Health & Wellness.
  • The General Fund Non-Department originally paid this invoice in January 2023.
  • The Board of Commissioners determined that the cost should be expensed out of the Employee Benefit Reserve Fund (505), reflecting the decision not to pass the premium cost on to employees.

Financials

  • Expenditure (One-time Appropriation): $150,813.00 for HEALTH INSURANCE MISC (410152).
  • Revenue: None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • January 2023: General Fund Non-Department paid the original invoice.
  • 3/28/23: Budget appropriation request submitted to transfer the expense to Fund 505.

Next Steps

The budget appropriation/extension is included in the larger 1st Quarter Budget action set for public hearing on April 17, 2023.

Sources

  • Employee Benefits Fund 505 budget request form
  • Sound Health & Wellness (recipient of payment)

Information Services Microsoft Exchange Online Migration (Fund 506)

Topic Summary

Information Services (Fund 506) requests a $63,002 adjustment to transfer funds from the General Fund and appropriate them for the migration from the outdated 2013 On-Premises Microsoft Exchange to Microsoft Exchange Online. This transition is immediately necessary due to Microsoft ending support for the current email solution.

Key Points

  • The purpose of the appropriation is to fund the "Microsoft Exchange Online Transition: Lic. & Prof. Svcs."
  • The migration is necessary to ensure "seamless continuity of County email services" as Microsoft is ending support for the current 2013 On-Premises solution.
  • An RFQ was issued through MRSC (Municipal Research and Services Center) to identify a professional services consultant for a seamless transition.
  • Central Services prefers the funds be transferred after a final invoice is issued from the chosen vendor.
  • There is enough Fund Balance in Fund 506 to cover this additional expenditure.
  • Total Amended Budget for this expenditure object is $245,072.00 (Current Budget: $182,070.00).

Financials

  • Information Services Fund (506) Revenue: $63,002.00 One-time Appropriation (Transfer from General Fund)
  • Information Services Fund (506) Expenditure: $63,002.00 One-time Appropriation for Microsoft Exchange Online Transition (Licenses & Professional Services).
  • General Fund (001-261) Expenditure: $63,002.00 One-time Appropriation (Transfer to Information Services)

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 3/27/23: Budget appropriation request submitted.

Next Steps

The budget appropriation/extension is included in the larger 1st Quarter Budget action set for public hearing on April 17, 2023.

Sources

  • Central Services - Information Services budget request form
  • MRSC (cited as the source for the RFQ issuance)

Jefferson Universal Movement Playground (JUMP!) Phase 2 Donation Agreement

Topic Summary

The County is requested to approve a Donation Agreement with the Mike Beery Memorial Children’s Fund (MBMCF), the fiscal sponsor for the JUMP! committee, to formalize the MBMCF's commitment to raising $137,000 for use as matching funds for a Recreation and Conservation Office (RCO) grant application. If successful, this grant will fund Phase 2 of the JUMP! accessible playground project at HJ Carroll Park, valued at $638,103 (total value estimated at $601,578 in Exhibit C).

Key Points

  • The agreement enables the JUMP! committee to begin fundraising for an RCO grant application planned for 2024.
  • Phase 1 was opened on November 22, 2022, and is described as a "remarkable success" and the only playground of its type within a one-hour drive of HJ Carroll Park.
  • Phase 2 includes: an accessible play structure for ages two to five (with ramps, slides, Sensory Rock N Raft, and Whirl Wind Seat), interlocking tile safety surfacing (1802 sq ft), a shade sail canopy (40’ x 42’ x 44’ triangular), an octopus-themed custom steel art gate, and 290 feet of accessible concrete pathways and ramps.
  • Phase 2 also includes two additional van accessible ADA parking spaces in the Southwest corner of the main parking lot.
  • The County accepts the offer of MBMCF to donate the matching funds.
  • Jefferson County will manage construction and grant administration.
  • The playground structure will become property of Jefferson County.
  • The agreement replaces two prior agreements with MBMCF (July 10, 2017, and June 7, 2021). The operating term runs until January 1, 2028.
  • The agreement includes an Indemnification and Hold Harmless clause requiring MBMCF to defend the County against claims arising out of MBMCF's acts, errors, or omissions, specifically noting this is a waiver of immunity under Title 51 RCW for indemnification purposes.

Financials

  • Total Project Value (Phase 2): $638,103 (stated in Analysis section). Note: Exhibit C Grand Total is $601,578.
  • JUMP! Cash Funds to be Raised (Match): $137,000 (22.76% of total revenue)
  • RCO Grant: $415,000 (68.94% of total revenue)
  • Various Grants: $50,000 (8.31% of total revenue)
  • Prior Phase 1 donation included $248,000 in cash plus grants and in-kind donations.
  • Expenditure Breakdown (Total $601,578):
    • Play Structure, Shade, Surfacing Sub Total: $263,258
    • Art Gate, ADA Access Paths, Parking Spots Sub Total: $64,500
    • Design, Project Management, Permits Sub Total: $84,000 (Includes $30,000 Design/Engineering, $50,000 Project Management, $4,000 Building Permit)
    • Contingency (25%), Tax, and Inflation Sub Total: $189,820

Alternatives

None specified.

Community Input

None specified (The JUMP Board is listed as a Public Health Hero in the National Public Health Week proclamation, suggesting community involvement/recognition).

Timeline

  • June 17, 2017 & June 7, 2021: Prior JUMP! donation agreements approved.
  • November 22, 2022: Phase 1 opened to the public.
  • 2024: RCO grant application planned.
  • 2025 or 2026: Proposed construction period.
  • March 27, 2023 - January 1, 2028: Term of the new Donation Agreement.

Next Steps

The Board of County Commissioners (BOCC) is asked to sign three copies of the agreement and return them to Public Works. The item was approved on the Consent Agenda.

Sources

  • Monte Reinders - Public Works Director/County Engineer
  • Mark McCauley - County Administrator
  • Matt Tyler - Public Works Department Contact
  • Michael Beery Memorial Children’s Foundation (MBMCF), 501(c)(3) non-profit corporation

Jumping Mouse Children’s Center Professional Services Agreement (Mental Health)

Topic Summary

Jefferson County Public Health (JCPH) requests approval of a two-year Professional Services Agreement with Jumping Mouse Children’s Center, effective January 1, 2023, through December 31, 2024. The agreement, totaling $254,126, funds mental health services for children (ages 2-12) in East Jefferson County who have suffered trauma, along with support and education for their parents/caregivers.

Key Points

  • Services provided are clinical and care management services for children and their caregivers, focusing on long-term therapy for trauma, loss, abuse, neglect, and exposure to violence/mental illness/substance abuse.
  • The contract specifies services for up to 40 children and their caregivers per billing period.
  • Staffing breakdown includes two master's level Licensed Mental Health Counselors and three master's level Licensed Mental Health Counselor Associates, plus support staff for billing and administration.
  • The contract resulted from a Request for Proposal (RFP) process and is recommended by the Behavioral Health Advisory Committee.
  • The Contractor (Jumping Mouse) is required to bill other revenues (e.g., insurance) whenever they exist.
  • The County reserves the first right to use the 1/10th of 1% Behavioral Health Sales Tax funds as match for grants/funding; the Contractor must comply with all related rules (DSHS, CMS, MCSR) if authorized to use the funds for match.
  • Jumping Mouse is required to provide quarterly data on client utilization, referrals, and outcomes, and report to the Behavioral Health Advisory Committee once during the contract period.
  • Insurance requirements include Commercial General Liability ($1M per occurrence, $2M aggregate) and Professional Liability ($1M per claim, $2M aggregate). Commercial Automobile Liability is waived as the Grantee warrants they "never transport’s clients."

Financials

  • Total Contract Amount: $254,126.00
    • 2023 Funding: $127,063.00
    • 2024 Funding: $127,063.00
  • Funding Source: 1/10th of 1% Behavioral Health Sales Tax revenue (Fund 131), allocated by BOCC with advice from the Behavioral Health Advisory Committee.
  • 2023 Total Budget (Sales Tax + Other Funding): $227,907
    • Sales Tax Requested: $127,063 (Includes $11,551 for Admin, not more than 10% of $115,512 operating costs)
    • Other Funding Source (includes insurance billings): $100,844
  • The contract amount is subject to renegotiation or termination if sales tax revenue decreases.
  • Professional Services Agreement No. AD-23-002, Fund #131.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • January 1, 2023 – December 31, 2024: Term of the agreement.
  • Monthly: Invoices must be submitted by the 15th for the previous month's expenses.
  • Quarterly: Data reports must be submitted.

Next Steps

JCPH management requested approval of the Professional Services Agreement. This item was approved on the Consent Agenda.

Sources

  • Apple Martine - Director, Jefferson County Public Health (JCPH)
  • Anna McEnery - DD & BH Coordinator, JCPH
  • Mark McCauley - County Administrator
  • Kimberly Gorman - Executive Director, Jumping Mouse Children's Center
  • Behavioral Health Advisory Committee

Settlement Agreement for Code Compliance Violations (Glendale Farms and Peat Plank Road)

Topic Summary

The Board of County Commissioners (BOCC) approved a settlement agreement between Jefferson County and Linda Sexton, involving long-standing solid waste code compliance cases at the Glendale Farms and Peat Plank Road properties. The settlement involves the transfer of property ownership to a Trust, the assumption of cleanup responsibilities, a financial payment to the County, and the release of most accrued daily fines.

Key Points

  • The settlement addresses long-standing solid waste code compliance cases concerning the Glendale Farms and the Peat Plank Road properties.
  • Glendale Farms property is located near the intersection of Beaver Valley Road (Highway 19) and Center Road (Highway 116) in Chimacum; it is one of the oldest and largest farms in the County.
  • The County and the Jefferson Land Trust co-hold a conservation easement on the Glendale Farms property.
  • The violations primarily concern accrued daily fines under Title 19 of the Jefferson County Code related to solid waste.
  • Linda Sexton will transfer ownership of both properties to a Trust where Sexton’s children are Trustees.
  • The Trust assumes responsibility for remaining cleanup:
    • Glendale Farms: Cleanup (already near completion) to be finished by December 31, 2023.
    • Peat Plank Road: Cleanup plan due by December 31, 2023; cleanup completion expected by December 31, 2028. Status reports are required every six months.
  • Voluntary compliance agreements, enforceable under Title 19, will be established for each property.

Financials

  • Daily fines had been accruing since "last year" (before 2023).
  • Accrued Daily Fines as of March 24, 2023:
    • Glendale Farms: $156,500
    • Peat Plank Road: $108,000
    • Total Accrued Fines: $264,500
  • Sexton will pay the County $14,425 in equal quarterly installments over the next two years to cover some of the County’s enforcement costs.
  • The County will release Sexton and the Trust from 90% of the accrued daily fines as of the Settlement Agreement signing date.
  • An additional 20% of the accrued daily fines will be released upon completion of the cleanups. (Note: The text states a 90% release, followed by an additional 20% release upon cleanup completion, potentially implying different accrual blocks or a resolution of the remaining 10%).

Alternatives

None specified (The action was taken after an Executive Session regarding Potential Litigation).

Community Input

One public comment was received, followed by a response from the Commissioners.

Timeline

  • Prior to 2023: Daily fines under Title 19 of Jefferson County Code began accruing.
  • March 24, 2023: Date used for calculating accrued daily fines total.
  • March 31, 2023: Version of the Settlement Agreement approved.
  • December 31, 2023: Deadline for Glendale Farms cleanup completion; deadline for Peat Plank Road cleanup plan submission.
  • December 31, 2028: Deadline for Peat Plank Road cleanup completion.
  • Two Years (from approval date): Period for quarterly payments of $14,425 total.

Next Steps

The Board unanimously approved the Settlement between Jefferson County, Linda Sexton, and the Irrevocable Trust F.B.O. Linda Sexton. Authority was delegated to the County Administrator to finalize and sign the final settlement documents.

Sources

  • Linda Sexton (Individual)
  • Irrevocable Trust F.B.O. Linda Sexton (Trust)
  • Jefferson Land Trust (Co-holder of conservation easement)
  • RCW 42.30.110(1)(i) (Executive Session Exemption)
  • Title 19 of the Jefferson County Code (Code Violations)
  • Commissioner Dean (provided the history of the settlement)

National Center for Public Land Counties Special Assessment and Participation

Topic Summary

The Board of County Commissioners discussed and approved participation in the National Center for Public Land Counties, a new initiative proposed by the National Association of Counties (NACo) and the Western Interstate Region (WIR). Jefferson County will pay a one-time special assessment of $33,847 over two years to fund the Center's critical research and operational sustainability.

Key Points

  • The National Center for Public Lands Counties (The Center) was proposed in October 2022 by NACo and the WIR Board of Directors.
  • The Center aims to conduct research, collect data, and create county profiles focused on the benefit and impact of Public Lands.
  • The Center's mission is to demonstrate how "prosperous public lands counties create a prosperous America."
  • The Center will report to the NACo and WIR Board of Directors and issue an annual report at the WIR Conference.
  • The immediate fundraising goal for WA counties is $635,000 for a one-time, two-year investment fund of $15 million sought nationwide.
  • Jefferson County's specific assessment is calculated at one percent (1%) of its allocation of Local Assistance and Tribal Consistency Funds (LATCF).
  • Over 43% (19.8 million acres) of Washington State lands are publicly owned; 12.7 million acres are federal. Public Lands generate over $110 million annually in revenue for WA counties via programs like PILT, SRS, and DNR Timber sales.

Financials

  • Jefferson County's LATCF Total (FY22/FY23): $3,384,770.52
  • Jefferson County's One-time Assessment (1%): $33,847
  • Payment Schedule: Half paid in 2023 ($16,923.50) and half paid in 2024 ($16,923.50).
  • Total amount WA counties are asked to provide: $635,000.

Alternatives

None specified. The assessment is voluntary, but the motion was to pay the assessment.

Community Input

No comments were received during the public comment period for this motion.

Timeline

  • October 2022: NACo and WIR proposed creation of The Center.
  • 2023: First half of assessment payment due.
  • 2024: Second half of assessment payment due.
  • May (Annually): WIR Board of Directors reviews Center activities and adopts the proposed workplan.

Next Steps

The motion to participate in the Center and pay the special assessment of $33,847 over 2 years was approved unanimously.

Sources

  • Washington Association of Counties (WSAC)
  • Eric Johnson - Executive Director, WSAC
  • Stevens County Commissioner Wes McCart - WIR 2nd Vice President
  • Eric Bryson - Executive Director, Montana Association of Counties
  • National Association of Counties (NACo)
  • Western Interstate Region (WIR)

WSDOT Summer Construction Impacts and Letter

Topic Summary

The Commissioners expressed a desire to send an official letter to the Washington State Department of Transportation (WSDOT) concerning the negative impacts of their planned summer construction schedule on the Olympic Peninsula. Specific concerns highlighted were the Hood Canal Bridge closures and associated construction along the alternate route, State Highway 101.

Key Points

  • The concern focuses on the cumulative impact of WSDOT's summer construction schedule on the Olympic Peninsula.
  • Specific problematic areas cited are the Hood Canal Bridge closures and construction planned for the alternate route (State Highway 101).
  • Mr. Thiersch, a member of the Washington State Ferry Advisory Committee, offered suggestions that the Board noted.
  • The Chair, Commissioner Brotherton, stated he would create a draft letter to present to the Board during the afternoon session.

Financials

None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • The Chair agreed to create a draft letter for review during the April 3rd afternoon session.
  • A Special BOCC Meeting is set to review and approve the WSDOT Summer Construction schedule on Wednesday, April 5, 2023, at 9:30 a.m.

Next Steps

The Board is preparing to send an official letter to WSDOT. A Special BOCC Meeting is scheduled for April 5 to review and approve the construction schedule.

Sources

  • WSDOT (agency targeted by the letter)
  • Mr. Thiersch - Washington State Ferry Advisory Committee

Topic Summary

The Board approved a Professional Services Agreement on the Consent Agenda with Jumping Mouse Children’s Center for $254,126, designated for mental health services for children in East Jefferson County over a two-year term (2023-2024), funded by ARPA $ Grants.

Key Points

  • This agreement, covered under Consent Agenda Item 2, is for Mental Health Services.
  • The services target children ($254,126) who have suffered trauma.
  • The agreement term is January 1, 2023, through December 31, 2024.
  • The funding source is listed vaguely as Public Health / Jumping Mouse Children's Center, but the associated Agenda Request specifies the 1/10th of 1% Fund (Fund 131) and sales tax revenue.

Financials

  • Amount: $254,126
  • Term: Two years ($127,063 in 2023 and $127,063 in 2024).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • January 1, 2023 - December 31, 2024: Agreement Term.

Next Steps

The agreement was approved and adopted via the Consent Agenda motion.

Sources

  • Public Health
  • Jumping Mouse Children’s Center

Topic Summary

The Board approved an American Rescue Plan Act (ARPA) Grant Agreement for $50,000 intended for the Port Townsend Pump Track project. The funding is specifically allocated for planning and permitting phases, with the goal of ultimately constructing a 10,000 square foot pump track at the Jefferson County Fairgrounds.

Key Points

  • The grant recipient is the Port Townsend Pump Track, fiscally sponsored by the Recyclery of Jefferson County.
  • The $50,000 grant is specifically for obtaining plans and permitting to make the project construction-ready.
  • The planned 10,000 square foot pump track is proposed for the Jefferson County Fairgrounds, in the area just east of the "Tough Truck" course.
  • Pump tracks are cited as reducing teenage alcohol/substance abuse, boosting mental/physical health, and providing multi-generational recreation.
  • Economic benefit is expected through increased fairgrounds campground usage and tourism (Port Angeles reported 20% of visitors come specifically for their pump track).
  • The project is classified as a public benefit (with some economic development).
  • The grant funds may be conditional upon receipt of the second tranche of ARPA revenue sharing funds.
  • Port Townsend Pump Track is organized similarly to the JUMP movement playground organization.
  • Grantee must submit a report following project completion detailing fund usage and the completed project structure.
  • The estimate for total Construction Costs (labor, materials, overhead, landscaping) is $350,000.

Financials

  • Grant Amount: $50,000
  • Funding Source: American Rescue Plan Act (ARPA) Grant Funding (Fund 123, Grants Management).
  • The $50,000 allocation is broken down on the project budget sheet primarily into Contracted Services ($45,000) and Permits ($5,000) for the planning phase.
  • The Port Townsend Pump Track estimates total project costs (including construction, which is not covered by this $50,000 grant) at over $401,200.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • February 27, 2023: BOCC reviewed proposals and selected projects for funding.
  • Term: Through December 31, 2024.

Next Steps

The grant agreement was approved and adopted via the Consent Agenda motion.

Sources

  • Mark McCauley - County Administrator
  • The Recyclery - Port Townsend Pump Track
  • Eric Jones - President, Recyclery of Jefferson County

Topic Summary

Jefferson County Public Health (JCPH) requested approval of the Cost Sharing Agreement template for the Septic System Cost Share Program, funded by a Community Development Block Grant (CDBG). JCPH also requested delegated authority for the Public Health Director to sign these homeowner contracts on the County's behalf.

Key Points

  • The agreement establishes the rights and responsibilities between the County and low- and moderate-income Property Owners (Owners) for repairing or replacing failing residential on-site sewage systems (OSS).
  • The program is funded by a grant from the Washington State Department of Commerce via CDBG Contract Number: 22-62210-021.
  • JCPH estimates that fifteen homeowner contracts will be signed during the grant period.
  • The Director of Public Health requested signature authority delegation to reduce the BOCC's burden.
  • The County's cost share portion (percentage limit specified per contract, maximum dollar amount unspecified in the template) is paid directly to the Contractor (licensed designer/engineer or certified installer), but only after the Owner has paid their respective share.
  • Owners must use Washington State licensed designers or professional engineers and County certified installers.
  • Owners are responsible for all County permitting fees.
  • Failure to provide access to the Property constitutes a material breach of the agreement.
  • Owners must maintain a homeowner’s insurance policy with a minimum basic liability limit of $100,000.

Financials

  • Fiscal Impact: Zero cost to the County, as the funding comes from CDBG grant money (Contract Number: 22-62210-021).
  • Maximum total cost share for any individual project is not defined in the template form but must not exceed $_____. (An amount is left blank in section 4.c).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • August 8, 2022 - January 31, 2026: Grant term for the CDBG Septic System Cost Share Program.
  • One (1) year: Duration of the individual homeowner cost-sharing agreement (Section 2).

Next Steps

The motion to approve the agreement template and delegate authority to the Public Health Director to sign the homeowner contracts was approved and adopted via the Consent Agenda motion.

Sources

  • Pinky Feria Mingo - Environmental Health and Water Quality Director
  • Amanda Christofferson - Environmental Health Specialist II
  • Washington State Department of Commerce (Grant provider)
  • CDBG Contract Number: 22-62210-021
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney (approved template as to form)

Topic Summary

The Board of County Commissioners approved a letter of support urging Senator Patty Murray to seek congressional reauthorization and full funding for the Northwest Straits Marine Conservation Initiative (NWSI), which is critical for ongoing federal support of the Jefferson County Marine Resources Committee (MRC).

Key Points

  • Congressional reauthorization is needed to ensure full funding for the NWSI.
  • The Initiative is critical for the health of marine resources in seven Puget Sound counties, supporting the regional economy and way of life.
  • NWSI provides technical assistance, coordination, and base funding to seven county-based Marine Resources Committees (MRCs), including Jefferson County MRC.
  • MRC volunteers are involved in restoration, monitoring, and education projects and serve as advisors to local elected officials.
  • Examples of Jefferson County MRC projects include Olympia oyster restoration, community education, and marine habitat monitoring.
  • The letter argues that MRC project implementation provides a cost-effective approach to marine recovery and protection.

Financials

  • Reauthorization, if successful, will ensure ongoing federal support that funds the Jefferson County MRC.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Initiative established by Congress in 1998.
  • April 3, 2023: Date of the letter approved for signing.

Next Steps

The Board approved signatures on the drafted letter, which will be sent to Senator Patty Murray. Copies will be sent to Senator Maria Cantwell, Representative Rick Larsen, and Representative Derek Kilmer. The item was approved on the Consent Agenda.

Sources

  • Monica Montgomery - Water Programs Coordinator, Jefferson County Marine Resources Committee (MRC) and WSU Extension
  • Northwest Straits Marine Conservation Initiative (NWSI)

March 27, 2023 Regular Meeting Substantive Minutes

Topic Summary

Minutes from the March 27, 2023, regular meeting detailing action items and workshops regarding road vacations, County Communications strategy, and Department work plans for Community Development, Central Services, and Public Health.

Key Points

  • Gustavsen Road Right-of-Way Vacation: The Board unanimously adopted the Hearing Examiner’s recommendation and approved RESOLUTION NO. 13-23 for Intent to Vacate a Portion of Gustavsen Road Right-of-Way, subject to conditions the petitioner must meet.
  • Ricky Beach Drive Right-of-Way Vacation: The Board approved RESOLUTION NO. 14-23 for Intent to Vacate Ricky Beach Drive Right-of-Way, inclusive of conditions recommended by the BOCC and updated language from the petitioner for a specific clause (Item A under the fifth Whereas).
  • County Communications Strategy: A workshop was held with Communications Specialist Wendy Davis to review the purpose, mission, objectives, adoption of plan roles, vision, and media plan for the County’s communications strategy.
  • Department Work Plan Workshops: Workshops were held for the Department of Community Development (DCD), Central Services Department, and Public Health and Environmental Health.
    • DCD Director Brent Butler and Deputy Director Josh Peters briefed the board on housing, fiscal, intergovernmental, infrastructure issues, and prioritizing projects.
    • Central Services Director Chris Goy discussed staffing, Information Technology, GIS, records management, Fleet Services/ER&R, and facilities.
    • Public Health Director Apple Martine and Deputy Director Veronica Shaw discussed the transition "Emergency to Emergence," staffing, organizational structure, workforce wellbeing, and social justice commitment.
  • Executive Session: An Executive Session was held from 3:40 p.m. to 4:00 p.m. regarding Attorney-Client Privilege and Potential Litigation (RCW 42.30.110(1)(i)). No action was taken on this topic.

Financials

  • Consent Agenda Item 4 (Corrections Officer Hiring Incentive): $15,000 incentive for Corrections Deputy Justin Maher.
  • Consent Agenda Item 6 (Mental Health Navigator): $67,200 in 2023 and $67,200 in 2024 (Total $134,400).
  • Consent Agenda Item 7 (EnerGov Integration): Additional amount of $3,700 for Tyler Technologies.
  • Consent Agenda ARPA Grants (8-14): $284,000 total from ARPA Grant Funding was approved for seven separate projects, including:
    • Olympic Discovery Trails Trailhead/Viewpoint: $20,000 (Peninsula Trails Coalition)
    • Winter Welcoming Shelter: $20,000 (Jefferson Interfaith Action Coalition)
    • Student Housing Upgrades: $80,000 (Northwest School of Wooden Boatbuilding)
    • Dundee Hill Affordable Housing Project: $80,000 (Olympic Housing Trust)
    • Jefferson County Scholarship Summit: $20,000 (Jefferson Community Foundation)
    • Adult Family Home Program: $24,000 (Olympic Neighbors)
    • Port Townsend Marine Trades Association Overhead Costs: $15,000 (Port Townsend Marine Trades Association)
  • Consent Agenda Item 18 (Substance Use Prevention): Reduction of $10,870 (from Washington State Division of Behavioral Health and Recovery).

Alternatives

None specified.

Community Input

One public comment was received during the initial call for comments, which the Commissioners addressed. No public comments were received during the discussion of the road vacations or the Communications Strategy Workshop.

Timeline

  • March 27, 2027: Expiration date for Conservation Futures Citizens Oversight Committee Wetlands Representative (Ryan McMackin).
  • April 14, 2023: Start date for KPTZ's County Connections segment (12:30 p.m. Fridays).

Next Steps

The minutes reflect approval of two road vacation resolutions and authorization to hold a public information meeting regarding the USDA Congressionally Directed Spending Early Learning and Family Support Center Project.

Sources

  • Public Works Engineer Colette Kostelec
  • Hearing Examiner
  • Communications Specialist Wendy Davis
  • DCD Director Brent Butler and Deputy Director Josh Peters
  • Central Services Director Chris Goy
  • Public Health Director Apple Martine and Deputy Director Veronica Shaw

March 20, 2023 Regular Meeting Substantive Minutes

Topic Summary

Minutes from the March 20, 2023, regular meeting detailing the approval of a large Consent Agenda with numerous contracts and the discussion of natural resource financial updates (DNR) and legislative support letters.

Key Points

  • Consent Agenda: A comprehensive Consent Agenda was approved including 26 items covering right-of-way procedures, bridge load re-rating, project agreements, grants, and administrative items.
    • Right-of-Way Acquisition Procedures Updated (Resolution No. 11-23), replacing Res. 05-11.
    • Bids (Aggregate Supply for Bituminous Surface Treatment) due April 10, 2023.
    • Snow Creek Road Culvert Replacement awarded to Bruch & Bruch Construction, Inc.
    • $1.45 million Congressional Directed Spending Agreement approved with Jefferson Healthcare for the Child Care Capacity Expansion Project (from USDA Rural Department).
    • Numerous ARPA grants approved for projects including 7th Haven Learning Center, Fairgrounds Commercial Kitchen, Digital Equity Navigator, Climate Change Resilience, Mason Street Master Planning, and a Heavy Duty Truck for a Veterinary Trailer.
    • Washington State Department of Health (DoH) Consolidated Contracts (2022-2024) received an additional $20,400 for a new total of $4,350,976.
  • DNR Update: Workshop provided by DNR Olympic Region Manager Mona Griswold and staff updating the Board on the 4th Quarter County Income Report and 2023 projections.
  • Legislative Support Letters Approved (Additional Business):
    • Letter supporting the Port Townsend Skate Park for a T Mobile Grant.
    • Letter supporting the USFS Olympic Wood Shed Project Application (FY23 Community Wood Energy and Wood Innovation Program, CFDA 10.708).
    • Letter supporting the Port of Port Angeles’ pursuit of a Foreign Trade Zone (FTZ) designation for Clallam County (with minimal local tax implication noted by County Administrator McCauley).
    • Letters regarding 2023 Puget Sound Day on the Hill Federal Appropriation Requests supporting Puget Sound Recovery.

Financials

  • Voucher/Warrants Paid: $448,610.86 (March 27, 2023) and payroll warrants totaling $1,252,646.70 (March 13, 2023).
  • Snow Creek Road Culvert Replacement: $1,092,394 (Contract Award).
  • Jefferson County Child Care Capacity Expansion Project: $1,450,000 (Congressional Directed Spending/Pass-through Grant).
  • 7th Haven Learning Center (ARPA): $100,000.
  • Fairgrounds Commercial Kitchen (ARPA): $50,000.
  • Digital Equity Navigator (ARPA): $35,000.
  • Climate Change Resilience, Flood Protection and Water Walk Project (ARPA): $50,000.
  • Mason Street Master Planning (ARPA): $80,000.
  • Heavy Duty Truck for Veterinary Trailer (ARPA): $40,000.
  • 2022-2024 Consolidated Contracts (DoH): $20,400 additional amount for a total of $4,350,976.

Alternatives

  • Alternative Bid Opening Location: Public Works Director Monte Reinders requested holding bid openings outside of Commissioners meetings; the Commissioners agreed to this request.

Community Input

One public comment was received during the initial public comment period. One public comment was received during the discussion on bid openings. No comments were received for any of the motions regarding letters of support.

Timeline

  • April 10, 2023, 9:30 a.m. (bids accepted until): Supply of Aggregate for Bituminous Surface Treatment Programs.

Next Steps

The various agreements, contracts, and legislative letters were approved.

Sources

  • Mona Griswold - DNR Olympic Region Manager
  • Drew Rosanbalm - Assistant Olympic Region Manager
  • Brian Turner - Straits District Manager
  • Dave Hurn - Olympic Forest Manager
  • Monte Reinders - Public Works Director
  • Mark McCauley - County Administrator
  • USDA Rural Department (Child Care Grant)
  • National Association of City and County Health Officials (NACCHO)

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