PACKET: Commissioners Meeting at Mon, Apr 17, 09:00 AM

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Professional Services Agreement with Olympic Angels for Foster Care Programs

Topic Summary

Jefferson County Public Health (JCPH) proposes a two-year Professional Services Agreement with Olympic Angels to provide the "Dare to Dream" and "Love Box" programs for youth and families in the foster care community. These programs aim to provide wrap-around support, positive long-term relationships, increased normalcy, and stability for foster children and their caregivers. Total funding for the two years is $30,000, sourced from the county's 1/10 of 1% Behavioral Health Sales Tax Fund.

Key Points

  • The programs covered are "Dare to Dream" (mentorship for foster youth) and "Love Box" (wrap-around support for foster families).
  • The overall goals of the programs are to increase normalcy, placement stability, relational permanence, and resilience for foster children.
  • Olympic Angels is responsible for recruitment, matching, training, and supervision of program volunteers and mentors.
  • Specific recruitment targets for 2023 and 2024 include: (1) 9 Love Box Teams and (2) 9 Dare to Dream mentors from Jefferson County.
  • Mentors and teams must serve foster youth and their families for at least one year or until case dismissal (e.g., return home, adoption, guardianship).
  • A new Case Manager for Jefferson County must be hired by Olympic Angels by the end of May 2023.
  • Olympic Angels must provide quarterly data on client utilization, referrals, and outcomes, and report to the Behavioral Health Advisory Committee once during the contract period.
  • The contract resulted from an RFP process and is recommended by the Behavioral Health Advisory Committee.

Financials

  • Total Contract Amount (2 years): $30,000
  • 2023 funding: $15,000
  • 2024 funding: $15,000
  • Funding Source: 1/10 of 1% Sales and Use Tax Fund (Behavioral Health Sales Tax).
  • 2023 Detailed Budget (Total Cost $58,436):
  • Sales Tax Requested: $15,000
  • Other Funding Source: $43,436
  • Personnel (0.75 FTE Salary and Benefits): $14,501 (Sales Tax portion) + $41,922 (Other Funding)
  • 2024 Detailed Budget (Total Cost $78,584):
  • Sales Tax Requested: $15,000
  • Other Funding Source: $63,584
  • Personnel (1 FTE Salary and Benefits): $14,654 (Sales Tax portion) + $62,217 (Other Funding)
  • Match Policy: Jefferson County reserves the first right to use the 1/10 of 1% Behavioral Health Sales Tax funds as match for additional funding and grants. Olympic Angels must seek prior written authorization from the County Administrator to use these funds as match.

Alternatives

None specified.

Community Input

None present.

Timeline

  • 2023-01-01: Agreement commenced (start date).
  • 2023-05-31 (End of May): Deadline for Olympic Angels to hire a new Case Manager.
  • 2024-12-31: Agreement completion/expiration date.

Next Steps

JCPH management requests approval of the Professional Services Agreement with Olympic Angels.

Sources

  • Apple Martine - Director, Jefferson County Public Health (JCPH)
  • Anna McEnery - DD & BH Coordinator, JCPH
  • Mark McCauley - County Administrator
  • Morgan Hanna - Contractor Representative, Olympic Angels
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

First Quarter 2023 Budget Appropriations and Extensions

Topic Summary

The Board of County Commissioners (BOCC) held a public hearing to consider and approve Resolution No. 18-23, ordering the first quarter 2023 budget appropriations and extensions for various county departments. These changes address unanticipated revenues and expenditures, including new grants and transfers required for operational and capital project liquidity. The total increase in appropriations across all funds is $2,993,743.

Key Points

  • The budget changes were necessitated by unanticipated revenues, grants, fees, bond proceeds, and unexpended funds carried over from the prior year.
  • The Sheriff's department received new one-time appropriations totaling $163,997 for personnel/services related to the Navigator Grant ($54,497) and the RSAT Believe in Recovery Grant ($109,500).
  • A new Therapeutic Courts Case Management department (Fund 001-245) was established with a total budget of $200,000, funded by transfers from District Court (Fund 001-080: -$70,000) and Superior Court (Fund 001-240: -$70,000), and $60,000 additional one-time revenue into the General Fund. The expenditure covers $103,000 for salaries and benefits for full-time case managers.
  • $1,174,250 in new one-time expenditures in the Public Infrastructure Fund (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.
  • The Capital Improvement Fund (Fund 302) transfers $1,000,000 to the Tri-Area Sewer Fund (Fund 405) to provide liquidity during construction lags between paying contractors and receiving grant reimbursements, with the expectation the money will be returned subsequently.
  • The Employee Benefit Reserve Fund (Fund 505) is appropriated $150,813 to pay outstanding health insurance premiums owed to Sound Health & Wellness following the abrupt end of a premium "vacation," which the Board decided not to pass on to employees.
  • Fund 186 (Brinnon Flood) is appropriated $11,375 for non-ongoing property acquisition, which serves as a grant match, partially funded by a $9,460 operating transfer from Fund 187 (Quilcene Flood).
  • The Homeless Housing Fund (Fund 149) expenditure for Bayside Tiny Homes was increased by $500 (totaling $144,500) to true-up the contract based on a recommendation from the Housing Fund Board.
  • The Information Services Fund (Fund 506) received a $63,002 transfer from the General Fund (Fund 001-261) to cover professional services and licensing for the Microsoft Exchange Online migration, necessary because Microsoft is ending support for the current 2013 On-Premises solution.

Financials

  • General Fund Total Appropriations (One-time): $329,999 (Expense) / $229,597 (Revenue)
  • This includes transfers and the establishment of the Therapeutic Courts budget.
  • Other Funds Total Appropriations (One-time): $2,663,744 (Expense) / $1,101,262 (Revenue)
  • Total Q1 Appropriations (One-time): $2,993,743 (Expense) / $1,330,859 (Revenue)
  • Primary Transfers/Appropriations:
  • $1,000,000 transfer from Capital Improvement Fund (302) to Tri-Area Sewer Fund (405) for liquidity.
  • $1,000,000 appropriation for Sims Way Gateway project (Fund 306).
  • $150,813 appropriation for Employee Benefit Reserve Fund (505) for Health Insurance premiums.
  • $168,357 appropriation for the Tourism Coordinating Counsel (Fund 125).

Alternatives

None specified.

Community Input

  • Tom Thiersch, Jefferson County: Provided public testimony. (Content of testimony not detailed)

Timeline

  • 2023-04-03: BOCC declared the existence of the need for the budget extensions.
  • 2023-04-05 & 2023-04-12: Hearing notice published in the Port Townsend Leader.
  • 2023-04-17: Public Hearing held, and Resolution No. 18-23 approved.

Next Steps

The County Auditor is directed to extend the budget of the listed funds by the specified amounts.

Sources

  • Judy Shepherd - Jefferson County Finance Manager
  • Adiel McKnight - Executive Assistant
  • Dodie McBride - Jury Manager
  • Bridget Gregg - WSU Jefferson County Extension
  • Mark McCauley - County Administrator
  • Tom Thiersch - Public Commenter

DCD Capacity and Permit Review Times Emergency Discussion

Topic Summary

The Department of Community Development (DCD) is facing a staffing crisis, having lost eight employees since mid-February due to resignations, which severely impacts its workflow alongside the implementation of new software (Energov) and new review processes (Site Development Review). DCD proposed a limited office closure to manage the severe permit backlog, reduce staff stress from increasingly aggressive customer interactions, and speed up the review of existing permits. The Board approved a one-week closure in May, followed by a future training week in the summer.

Key Points

  • DCD has experienced eight resignations since mid-February 2023, including the Community Development Tech II, Associate Planner, Assistant Planner, Code Compliance Officer & Energov Lead, Planning Supervisor, Building & Administrative Services Manager, Office Coordinator, and C-PACER Specialist.
  • This loss, combined with implementing Energov software and the Site Development Review (SDR) process, is expected to lead to a sharp deterioration in permit review times.
  • DCD anticipates increasingly lengthy and unspecified wait times for new permit applications.
  • DCD has already reduced Customer Assistance Meetings (CAMs) by 50% and discontinued work on a $400,000 Department of Ecology (ECY) grant for Brinnon sustainable growth.
  • Approved Actions: The Board approved a one-week permit catch-up closure effective May 1, 2023, and approved proceeding with a future training week in the summer (after Commissioner Dean requested removing the summer week closure and reassessing after the May closure).
  • DCD is preparing to solicit proposals for on-call consultants (Proposal 3) to augment staff capacity, acknowledging difficulties finding contractors in past RFPs (e.g., for the Community Wildfire Protection Plan).
  • DCD warned that the backlog could warrant implementing Interim Controls (Proposal 4), such as a limited-term moratorium via emergency ordinance, with potential exceptions for high-profile projects like the Tri-Area Sewer and affordable/homeless housing.
  • DCD is actively recruiting for several key vacant positions, including Administrative Services Manager, Building Official/Fire Marshall, and others.

Financials

  • Proposal 1 (Permit Catch-up Closure): Revenue neutral.
  • Proposal 2 (CAM Restructuring): Increased revenue (as CAMs are currently a free service).
  • Proposal 3 (On-call Consultant Assistance): Revenue neutral (pass-through / budget appropriation necessary).
  • Proposal 4 (Interim Controls): Revenue neutral.
  • Proposal 5 (Training Closure): Revenue neutral.
  • DCD utilized $50,000 in ECY funding to augment consultation for the Shoreline Master Program update.

Alternatives

  • Proposal 1: Permit Catch-up Closure (1 week starting April 24 or May 1)
  • Proposal 2: Customer Assistance Meeting Restructuring (reduced by 50%, implemented immediately)
  • Proposal 3: On-call Consultant Assistance (RFP prepared for end of May 2023 start)
  • Proposal 4: Interim Controls (limited term moratorium via emergency ordinance)
  • Proposal 5: Training Closure (one week in early summer/late spring)
  • Proposal 6: A combination of the above.
  • Initial Motion: Commissioner Eisenhour moved to approve a one-week closure effective May 1, 2023, followed by one training week in the summer.
  • Modification: Commissioner Dean asked to remove the summer week and reassess. Commissioner Eisenhour withdrew her motion.
  • Final Approved Motion: Commissioner Dean moved to approve a one-week catch-up closure only, effective May 1, 2023.

Community Input

  • One comment was received and briefly included in closing remarks by the Board. (Content of comment not specified)

Timeline

  • 2023-03-27: DCD identified staffing capacity as an emerging issue to the BOCC.
  • 2023-04-07: DCD discontinued work on the Brinnon ECY grant.
  • 2023-04-07: DCD drafted an RFP for On-call Consultants.
  • 2023-04-17: BOCC approved the one-week DCD closure effective May 1, 2023.
  • 2023-05-01 to 2023-05-05: Approved Permit Catch-up Closure week.

Next Steps

  1. Implement the one-week permit catch-up closure effective May 1, 2023.
  2. Proceed with the Request for Proposals for On-call Consultants (RFP Issue Date: April 21, 2023).
  3. The board will reassess the need for a future training closure.

Sources

  • Brent A. Butler, AICP - DCD Director
  • Josh D. Peters, AICP - DCD Deputy Director
  • Sarah Melancon - HR Director/Acting County Administrator
  • Barbara Ehrlichman - Deputy Prosecuting Attorney
  • Kate Dean - Commissioner
  • Heidi Eisenhour - Commissioner

Commercial Property Assessed Clean Energy + Resiliency (C-PACER) Program Adoption

Topic Summary

The Department of Community Development (DCD), in consultation with the Assessor and Treasurer, proposes adopting an ordinance to establish the voluntary Commercial Property Assessed Clean Energy + Resiliency (C-PACER) program in Jefferson County. C-PACER allows commercial property owners to finance projects like energy efficiency, renewable energy, and seismic hardening through private capital, which is repaid via a special assessment attached to the property. The program aims to encourage investments needed for greenhouse gas reduction goals outlined in the 2011 Climate Action Plan.

Key Points

  • C-PACER is authorized under RCW Chapter 36.165 and is a voluntary, statewide program for commercial, industrial, agricultural, and multifamily residential (5+ unit minimum) properties.
  • The County's role is limited to program adoption via ordinance/guidelines, reviewing lien applications for state law compliance, and recording the special assessment agreement. The County has no financial liability or obligation to repay the financing.
  • Qualifying Improvements include: energy efficiency, electrification, renewable energy, EV charging, seismic hardening, fire detection/suppression, flood readiness, stormwater management, energy storage, and lead reduction in drinking water.
  • There is no minimum building size requirement for C-PACER financing, which DCD recommends retaining to serve smaller local businesses.
  • DCD strongly encourages permitting ground leases for C-PACER, where the assessment would encumber the fee interest in the property, not the leasehold.
  • Significant Public Benefit Criteria for Existing Buildings requires meeting Washington State Energy Code, WAC 194-50 standards (if applicable), achieving a 20% reduction in annual energy/GHG emissions, replacing fossil-fuel equipment with electric options, or exceeding specific water efficiency/resilience standards (seismic/flood).
  • Financing Limits: For new construction and substantial retrofits (cost equals or exceeds 50% of market value over 5 years), the C-PACER lien cannot exceed 30% of the "after completed" property value. For non-substantial retrofits, it can cover 100% of eligible costs up to 30% of "after completed" value.

Financials

  • County staff intend to eliminate fiscal impacts for the County by charging three fees:
  • Application Fee: $500 (allows for two reviews).
  • Supplemental Application Fee: $250 (if a third review is required).
  • Overall Program Fee: 1% of the financed amount, capped at $15,000, and not less than $2,500.
  • The financing process involves a private lender ("Capital Provider") and a property owner, with the Capital Provider handling billing and collecting payments.
  • DCD noted concern that the minimum $2,500 Program Fee may be a disincentive for small users/businesses, especially considering Jefferson County's smaller business population compared to other counties cited (Pierce, Whatcom).
  • The funds collected from the Program Fee would cover administrative costs, including initiating an RFP for a Program Administrator.

Alternatives

  • Program Administration: DCD proposes issuing an RFP to determine if non-profits (like Team EDC, Climate Action Committee, Jefferson Land Trust) or local for-profit companies (Jefferson Title Company, All About Escrow) are interested in administering the program on behalf of DCD.

Community Input

  • The Climate Action Committee unanimously endorsed Jefferson County's participation in the C-PACER program in December 2022.

Timeline

  • 2022-04-11: BOCC regular agenda item shared information on C-PACER.
  • 2022-12: Climate Action Committee endorsed participation.
  • 2023-04-17: Discussion and potential action on ordinance/RFP authorization.
  • 2023-06 (Proposed): Public Notice for the ordinance.
  • 2023-07 (Proposed): Required Public Hearing for 2023 First Quarter Budget Appropriations/Extensions.
  • 2023-08-31: Proposed effective date of the C-PACER Ordinance per the draft Program Guidebook.

Next Steps

Staff recommends authorizing the County Administrator to: 1. Move forward with a Request for Proposals (RFP) to retain a Program Administrator. 2. Prepare an ordinance to adopt the C-PACER program and amend the Fee Appendix.

Sources

  • Jeff Chapman - Jefferson County Assessor
  • Stacie Prada - Jefferson County Treasurer
  • Brent A. Butler, AICP - Jefferson County DCD Director
  • Sarah Melancon - Interim County Administrator
  • Climate Action Committee
  • Revised Code of Washington (RCW) Chapter 36.165 (C-PACER Act)
  • Jefferson County Comprehensive Plan (CP pages 149, 331, 356)
  • VIKEK Environmental Engineers, LLC - Solid Waste Facility Replacement Cost TM

Solid Waste Fee Schedule Review and Proposed Revisions

Topic Summary

The Public Works Department presented an issue paper and recommendations to revise the Solid Waste Fee Schedule, arguing that current fees have not kept pace with rising operational costs since the last adjustment in 2019, leading to a drawdown of reserve funds. The proposal includes increasing operational and capital fund benchmarks from 15% and 12% respectively to 25%, and raising minimum fees for municipal solid waste (MSW) and yard debris to manage self-haul customer demand and rebuild reserves.

Key Points

  • Solid waste fees have not been adjusted since 2019, while operational costs (salaries, equipment, services) have increased by at least 3% annually.
  • The current fund balance benchmarks (Ordinance III-012) are: 12% of capital replacement value for the Capital Fund and 15% of annual expenditures for the Operations Fund.
  • Proposed Benchmarks: Public Works recommends adjusting both fund benchmarks upward to 25% due to facility replacement needs, large outlays for emergency equipment, current inflation, and market vulnerability.
  • Current benchmarks are not being met for the Capital Fund (projected $64,259 under the 12% threshold). If extended to 25% benchmarks, the Capital Fund would be $1,126,032 below, demonstrating the need to rebuild reserves.
  • Municipal Solid Waste (MSW) Transfer Station Fees (Proposed):
    • Per ton fee to be adjusted by 2.5% annually until fund balances meet the new benchmarks. (Current rate: $162.93/ton, effective $167.00 per Solid Waste Manager update).
    • Minimum MSW fee increased from $10.00 to $20.00.
    • Minimum MSW fee weight increased from 120 lbs to 240 lbs.
    • Non-disposal fee increased from $5.66 to $20.00.
  • Yard Debris (Proposed):
    • The minimum fee would increase from $5.00 to $20.00.
    • The minimum weight covered by the fee would be for up to 800 lbs.
    • The current per ton fee of $48.00 would be retained for loads above 800 lbs.
  • The low $10.00 minimum MSW fee incentivizes numerous low-weight visits; customers paying the minimum represented 45% of transactions but only 13% of transfer station tonnage (revenue).
  • The Quilcene Rural Drop Box has operated at a deficit for the past three years (e.g., $15,105 loss in 2022).
  • Quilcene Rural Drop Box Fees (Proposed - Volume based due to lack of scales):
    • Minimum fee established at $15.00 for up to two 32-gallon cans (current 32-gallon fee is $6.79).
    • Proposed loose garbage rates replacing the visual estimator: Full Size Truck Up to Rail $63.35; Compact Up to Rail $54.30.
  • The fee schedule for Conditionally Exempt Small Quantity Generators (CESQGs) for Moderate Risk Waste (MRW) disposal is no longer applicable since the facility closed, and these customers now pay the vendor directly for remote collection events.

Financials

  • Current Financial Status:
    • Projected Capital Fund Balance (end of 2023): $915,839.
    • 12% Capital Benchmark: $980,098. (Deficit: $64,259)
    • Projected Reserved Operations Fund Balance (end of 2023): $1,398,348.
    • 15% Operations Benchmark: $632,699.
    • Projected Solid Waste Expenditures (2023): $4,217,993.
  • Proposed Increases: The proposed new rates for 2023 were stated by Solid Waste Manager Al Cairns as:
    • Minimum yard debris fee: Increased from $5.00 to $20.00.
    • MSW Minimum fee: Increased from $10.00 to $20.00.
    • MSW per ton fee: Increased from $162.93 to $167.00.
  • The total replacement costs for assets (buildings, machinery, site improvements) range from $5,654,413 (low) to $8,167,485 (high), with an average replacement cost of $6,910,949 utilized for benchmark comparison.
  • The Refrigerators environmental fee previously did not cover disposal costs, resulting in an estimated program loss of $21,017 in 2021.

Alternatives

  • The analysis implicitly compares maintaining current fees (which draws down reserves) against adjusting fees to meet operating costs and restoring reserves.
  • A stress test showed that under a major market downturn scenario (similar to 2006-2009), the current reserve level would be inadequate to meet a 25% operations benchmark by the third year.

Community Input

  • One comment was received and responded to during the workshop. (Content of comment not specified)

Timeline

  • 2014-01-01: Current fee schedule became effective per Ordinance 6-13.
  • 2019: Last fee adjustment occurred.
  • 2022-09: Moderate Risk Waste Facility (MRWF) operations ceased.
  • 2022-11-23: Solid Waste Facility Replacement Cost Final Technical Memorandum completed.
  • Proposed: Fee schedule revisions to be implemented following scale software updates and no less than 45 days after public notice.

Next Steps

Public Works staff explicitly requested to review the issue paper and recommendations with the County Administrator and Board.

Sources

  • Al Cairns - Public Works, Solid Waste Manager
  • Monte Reinders - Public Works Director/County Engineer
  • VIKEK Environmental Engineers, LLC (Report Author)
  • Mark McCauley - County Administrator
  • Jefferson County Code Appendix FEE SCHEDULES, III. Public Works Department - Solid Waste Division (Ord. 6-13)

Bid Award for Aggregate Supply for Road Treatment (Project No. 18020390)

Topic Summary

The Public Works Department recommended, and the Board was asked to approve, the bid award for the supply of aggregate material used in Bituminous Surface Treatment (BST) on county roads for calendar years 2023 and 2024. The contract, estimated at $480,000 for the two-year period, was recommended for award to Northwest Rock, Inc., which submitted the lowest bid.

Key Points

  • The contract is for the supply of aggregate material specifically used for Bituminous Surface Treatment (BST) programs on county roads.
  • The award aligns with the County’s goal of prioritizing the maintenance of existing roadway infrastructure (County Project No.: 18020390).
  • The bidding process included two bidders: Northwest Rock, Inc. ($480,000.00) and Bruch & Bruch ($524,118.00).
  • The Engineer's Estimate for this work was $513,398.00.
  • Northwest Rock, Inc. submitted the lowest bid at $480,000.00.
  • All bid review checklist requirements were met by the recommended contractor, Northwest Rock, Inc.

Financials

  • Estimated Contract Amount: $480,000.00 over a two-year period (plus Washington State Sales Tax).
  • Funding Source: Road Operations budgets for calendar years 2023 and 2024.
  • Note: There is no guaranteed minimum order for this contract.

Alternatives

  • Bruch & Bruch submitted a higher bid of $524,118.00.

Community Input

None specified.

Timeline

  • 2023-04-10: Bids were opened.

Next Steps

The Board is asked to award the bid by signing the attached Memorandum.

Sources

  • Monte Reinders, PE - Public Works Director/County Engineer
  • Conor Ferry - Project Manager
  • Northwest Rock, Inc. (Contractor)
  • Bruch & Bruch (Contractor)
  • Mark McCauley - County Administrator

Interlocal Agreement with Clallam County for Harm Reduction Program

Topic Summary

Jefferson County Public Health (JCPH) requested approval of an Interlocal Agreement (ILA) with Clallam County Health and Human Services (CCHHS) to enhance JCPH's Harm Reduction Program. The agreement, which involves no financial commitment, allows JCPH to utilize CCHHS's mobile drug checking equipment and staff within Jefferson County locations.

Key Points

  • The purpose is to increase access to harm reduction services, specifically drug checking services, for people who use drugs in Jefferson County.
  • CCHHS will share its mobile drug checking equipment and staff with JCPH.
  • JCPH Responsibilities: Jefferson County (through JCPH) is solely responsible for owning, operating, managing, hiring, staffing, insuring, and setting policies/procedures for its syringe services/harm reduction program.
  • CCHHS will have no responsibility, liability, or authority to control the provision of services connected to the JCPH Program.
  • No person utilizing the services will be considered a patient of Clallam County.
  • The agreement is non-financial ("$0.00").

Financials

  • None specified. The agreement involves "no financial commitment" and is an "Exchange of Services Only."

Alternatives

None specified.

Community Input

None present.

Timeline

  • 2023-04-03: Agreement commencement date.
  • The agreement remains in effect until terminated by either party with thirty (30) days’ advance written notice.

Next Steps

JCPH management requests approval of the Interlocal Agreement.

Sources

  • Denise Banker - Community Health Director
  • Ocean Mason - Communicable Disease Lead
  • Mark McCauley - County Administrator
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

Interlocal Agreement with Kitsap County for Household Hazardous Waste Disposal

Topic Summary

Jefferson County Public Works proposed an Interlocal Agreement (ILA) with Kitsap County to provide a temporary solution for residential Household Hazardous Waste (HHW) disposal. Following the closure of the Jefferson County Moderate Risk Waste Facility (MRWF) in September 2022, this ILA allows Jefferson County residents timely access to HHW disposal at Kitsap County's facility in Bremerton, provided the costs do not exceed $10,000 annually.

Key Points

  • Jefferson County closed its HHW facility in September 2022 and currently offers only periodic mobile collection events.
  • The ILA ensures Jefferson County residents have year-round access to the Kitsap County HHW Collection Facility, located within the Olympic View Transfer Station in Bremerton.
  • Kitsap County will accept HHW from Jefferson County residents without charge to the residents themselves.
  • Jefferson County Obligations: Jefferson residents must schedule appointments, and Jefferson County acts as the first point of contact. Jefferson County will reimburse Kitsap County for disposal costs.
  • Reimbursement rates are based on Kitsap County Resolution 052-2022 (small quantity generator customer rates).
  • Kitsap County will not charge Jefferson for waste covered under statewide stewardship programs, like architectural paint or fluorescent lamps.
  • Public Works staff will assist customers in determining whether they need immediate service or can use the next scheduled remote collection event. Only one such request has been made to date.

Financials

  • Amount Not to Exceed: $10,000.00 per year, which is budgeted for in the 2022-2023 Solid Waste Fund budget and will serve as the allocated amount in future budgets.
  • Funding Source: Solid Waste Fund budget.

Alternatives

None specified.

Community Input

None present.

Timeline

  • 2022-09: Jefferson County ceased operation of its MRWF.
  • 2023-05-01: Effective date for cost reimbursement purposes.
  • 2024-04-30: Agreement expiration date.

Next Steps

Staff recommends that the Board of County Commissioners approve the ILA.

Sources

  • Monte Reinders - Public Works Director/County Engineer
  • Al Cairns - Public Works, Solid Waste Manager
  • Mark McCauley - County Administrator
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Kitsap County Resolution 052-2022

Professional Services Agreement: Noxious Weed Control (EarthCorps LLC)

Topic Summary

The Jefferson County Noxious Weed Control Board (JCNWCB), under WSU Extension, seeks approval for a professional services agreement with EarthCorps LLC for up to $34,000 to perform manual noxious weed control. This contract supplements capacity gaps left by the Washington Conservation Corps (WCC) and focuses heavily on clearing the Public Utility District (PUD) Corridor of species like Scotch broom, poison hemlock, and common teasel.

Key Points

  • JCNWCB has over $55,000 in funds from existing MOUs but the Washington Conservation Corps (WCC), the typical contractor, is only available for 3 crew weeks, necessitating additional contractor support.
  • The primary project is the Jefferson County Public Utility District Noxious Weed Control Project along the PUD Corridor (from Port Townsend to Discovery Bay).
  • The PUD Corridor is a vital area for vehicle maintenance/repair of power lines and is also used by pedestrians/bikers, acting as a vector for weed spread.
  • Primary noxious weed concerns are Scotch broom (which requires long-term management as seeds last 50-80 years), poison hemlock, spotted knapweed, and common teasel.
  • The scope includes manual control of 1-3 year old Scotch Broom plants, poison hemlock, invasive gogi berry, and invasive tree lupine. Control methods include pulling or cutting the plant at the stem base.
  • EarthCorps commits to providing 12 crew days: June 20-23, June 26-29, and July 18-21, 2023.
  • Secondary sites include Fort Worden State Park, focusing on poison hemlock, invasive gogi berry, invasive tree lupine, and ivy removal. Poison hemlock must be removed using proper Best Management Practices (BMPs) and bagged for disposal.
  • EarthCorps offers the "best price for man-hours contracted" and their mission includes ecological restoration and leadership development.

Financials

  • Total Contract Amount (Not to Exceed): $34,000.00
  • Funding Source: Directly funded through existing MOU support.
  • Detailed Budget Breakdown (Subtotal $31,164.07, + Sales Tax):
    • Crew Labor (12 days at $1,972/day): $23,064.00
    • Project Management: $2,280.00
    • Materials: $4,745.52
    • Material & Handling Fee (10%): $474.55
    • Sales Tax (@ 1% Location Code '1600'): $2,835.93
  • Fee Schedule: Crew labor is charged at $1,972/day (9-hour day), Project Manager is charged at $95/hour.

Alternatives

  • The primary traditional vendor, Washington Conservation Corps, only provided 3 crew weeks, insufficient for the demand.

Community Input

None present.

Timeline

  • 2023-06-01: Agreement commencement date.
  • 2023-06-20 to 2023-07-21: Scheduled crew days (12 days total spread across this period).
  • 2023-07-31: Agreement completion date.

Next Steps

Recommendation is for the Board to approve the contract.

Sources

  • Sophie DeGroot - Noxious Weed Control Coordinator
  • Mark McCauley - County Administrator
  • EarthCorps LLC (Contractor)
  • Jefferson County Public Utility District

Agreement with WA Department of Ecology for Washington Conservation Corps Crew Time

Topic Summary

Jefferson County Public Health (JCPH) requested approval for an Agreement with the Washington State Department of Ecology (Ecology) to secure Washington Conservation Corps (WCC) crew time. This agreement provides one week of WCC crew time for hands-on maintenance activities, specifically focused on sustaining plantings and mechanically controlling invasive plants on County-owned properties within the Lower One Mile of the Big Quilcene River restoration project envelope.

Key Points

  • The agreement secures one week of WCC crew time.
  • Activities include maintenance of existing native plantings and mechanical control of invasive plants.
  • Work location is County-owned properties within the restoration project area for the Lower One Mile of the Big Quilcene River.
  • The project is funded by RCO Grant #18-1227 and existing banked grant match.
  • WCC crews consist of five WCC/AmeriCorps Members and one WCC Supervisor.
  • WCC resources are prohibited from cleaning public restrooms, clearing encampments, or cleaning hazardous materials unless mitigated by the Sponsor.

Financials

  • Total Cost: Not to exceed $4,960 (per one week of WCC Crew Time).
  • Funding Source: RCO Grant #18-1227 and existing banked match previously provided by the Hood Canal Salmon Enhancement Group.
  • WCC Estimated Value: The estimated value of a WCC crew week is $6,613.
  • SPONSOR share includes indirect costs at a standard rate of 5% of direct costs.

Alternatives

None specified.

Community Input

None present.

Timeline

  • 2022-10-01: Period of performance commencement date.
  • 2023-09-30: Period of performance completion date.

Next Steps

JCPH Management recommends BOCC signature for the Agreement.

Sources

  • Pinky Feria Mingo - Environmental Health and Water Quality Director, JCPH
  • Tami Pokorny - Natural Resources Program Coordinator, JCPH Contract Manager
  • Washington State Department of Ecology (ECOLOGY/WCC)
  • Mark McCauley - County Administrator
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • RCO #18-1227

HJ Carroll Park Caretaker Services Extension (Dustin Willis)

Topic Summary

Public Works requested approval for a six-month extension of the Caretaker Agreement for HJ Carroll Park with Dustin Willis. The continued caretaker services provide essential supervision, maintenance, and event management for the park. The caretaker’s compensation is $5,400 worth of services in exchange for housing (caretaker site use and utilities) of equal value for the six-month term.

Key Points

  • The agreement is a six-month extension of Caretaker Services for HJ Carroll Park.
  • The Caretaker, Dustin Willis, is deemed to have done "excellent work."
  • Park services provided include monitoring, maintenance, event management, supervision, and customer service.
  • The Caretaker is an independent contractor and not entitled to county employee benefits.
  • The Caretaker must be on-duty and available to monitor, supervise, or work five days per week, with Tuesday and Wednesday as off-duty days.
  • Total duration of personal services by the caretaker is limited to three years by the agreement.

Financials

  • Total Value of Caretaker Duties (6 months): $5,477
  • Total Value of Compensation (6 months): $5,400
  • Compensation Details (in lieu of cash): Fenced Caretaker's area, two vehicle spots, and County-provided utilities (propane, electricity, water, septic, garbage), valued at $1,476 for the term.
  • Specific Duty Value Breakdown (6 months):
    • Supervision, customer service, monitoring: $726
    • Maintaining designated area: $363
    • Garbage cleaning/emptying: $1,089
    • Restroom cleaning/monitoring: $1,089
    • Four hours varied maintenance work per week: $1,452
    • Event preparation/supervision/cleanup: $726

Alternatives

None specified.

Community Input

None present.

Timeline

  • 2023-06-06: Beginning of the six-month extension term.
  • 2023-12-06: Agreement expiration date.

Next Steps

Approve the agreement and return two copies to Public Works.

Sources

  • Monte Reinders, PE - Public Works Director/County Engineer
  • Dustin Willis - Caretaker
  • Matt Tyler - Department Contact, Public Works
  • Barbara D. Ehrlichman - Chief Civil Deputy Prosecuting Attorney
  • Mark McCauley - County Administrator

Approval of Superior and District Court Jury Fees

Topic Summary

The Jury Manager requested approval for the payment of Jury Fees Vouchers for Superior and District Courts totaling $7,185.65 for costs incurred in March 2023. These funds cover mileage and per diem payments for jurors serving in three separate trials held that month.

Key Points

  • The claim covers jury costs incurred in March 2023.
  • Superior Court had two jury trials.
  • District Court had one jury trial.
  • Costs cover mileage and a $15.00 per day rate for reporting jurors.

Financials

  • Fiscal Impact (Total Cost): $7,185.65
  • Superior Court Jury Fees Voucher: $6,346.64 (Account SC 51221 490121)
  • District Court Jury Fees Voucher: $839.01 (Account DC5240 490121)
  • The Superior Court amount of $6,346.64 breaks down into two specific case numbers: #22-1-00028-16 ($1,959.55) and #17-2-000-201-16/01 ($4,387.09).

Alternatives

None specified.

Community Input

None present.

Timeline

  • 2023-03-01 to 2023-03-30: Jury costs incurred for this period.
  • 2023-04-04: Vouchers dated.

Next Steps

The Board of County Commissioners is requested to approve the payment of Superior/District Court Jury Fees.

Sources

  • Dodie McBride - Jury Manager
  • Mark McCauley - County Administrator
  • Emily Craner - Court Administrator (Superior Court Voucher Certifier)

Advisory Board Appointment: Ferry Advisory Committee (Nicole Gauthier)

Topic Summary

The Board of County Commissioners is considering the appointment of Nicole Gauthier, Jefferson Transit Authority General Manager, as the Commerce/Transit Representative to the Ferry Advisory Committee (FAC) for an unexpired term ending June 6, 2024. This appointment fills a vacancy left by the retirement of Tammi Rupert.

Key Points

  • Appointment is for the Commerce/Transit Representative position on the Ferry Advisory Committee (FAC).
  • The criteria for this position require representation of "persons or firms using or depending upon the ferry system for commerce."
  • The nominee, Nicole Gauthier, is the Jefferson Transit Authority General Manager and submitted an application meeting all required criteria.
  • The term is unexpired, ending June 6, 2024.

Financials

None specified.

Alternatives

None specified.

Community Input

None present.

Timeline

  • 2022-06: Tammi Rupert retired, vacating the position.
  • 2024-06-06: End date for the unexpired term.

Next Steps

Approve the advisory board appointment of Nicole Gauthier.

Sources

  • Julie Shannon - Executive Secretary II
  • Mark McCauley - County Administrator
  • Nicole Gauthier - Jefferson Transit Authority General Manager (Nominee)
  • Tammi Rupert (Former Representative)

Advisory Board Appointment: Parks and Recreation Advisory Board (Karin Nyrop)

Topic Summary

The Board of County Commissioners is considering the appointment of Karin Nyrop as the District No. 3 Representative to the Jefferson County Parks and Recreation Advisory Board, filling an unexpired term ending March 2, 2024. The recommendation follows a unanimous endorsement from the Advisory Board after conducting an interview process.

Key Points

  • Appointment is for the District No. 3 Representative position on the Jefferson County Parks and Recreation Advisory Board.
  • The Parks and Recreation Advisory Board interviewed candidates and unanimously recommended Karin Nyrop's appointment.
  • The term is unexpired, ending March 2, 2024.
  • Ms. Nyrop may be reappointed to a full two-year term upon the expiration of this term, following completion of the advertising process.

Financials

None specified.

Alternatives

None specified.

Community Input

None present.

Timeline

  • 2024-03-02: End date for the unexpired term.

Next Steps

Approve the advisory board appointment of Karin Nyrop.

Sources

  • Julie Shannon - Executive Secretary II
  • Matt Tyler - Jefferson County Parks and Recreation Manger
  • Mark McCauley - County Administrator
  • Karin Nyrop (Nominee)

Solid Waste Fee Schedule Workshop

Topic Summary

The Board held a workshop session to review the Solid Waste Fee Schedule. Al Cairns, Solid Waste Manager, reviewed the proposed rate changes, which include increases to minimum fees for yard debris (up from $5.00 to $20.00) and municipal solid waste (up from $10.00 to $20.00), and a slight increase to the MSW per ton fee (up from $162.93 to $167.00).

Key Points

  • Proposed MSW Minimum fee increase: $10.00 to $20.00.
  • Proposed MSW per ton fee increase: $162.93 to $167.00.
  • Proposed Minimum yard debris fee increase: $5.00 to $20.00.
  • The rates presented were the "2023 proposed rates."

Financials

  • 2023 Proposed Rates:
    • Minimum yard debris fee: $20.00
    • Yard debris per ton fee: $48.00 (same cost)
    • MSW Minimum fee: $20.00
    • MSW per ton fee: $167.00
  • The former MSW per ton fee was $162.93.

Alternatives

None specified.

Community Input

  • One comment was received and responded to during the workshop.

Timeline

None specified.

Next Steps

Staff reviewed the issue paper and next steps with the Board.

Sources

  • Al Cairns - Public Works, Solid Waste Manager
  • Monte Reinders - Public Works Director/County Engineer

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