PACKET: Commissioners Meeting at Mon, May 08, 09:00 AM

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Topic Summary

Jefferson County Public Health (JCPH) is requesting approval of a Memorandum of Understanding (MOU) with the Hood Canal Salmon Enhancement Group (HCSEG) to secure matching funds for a property acquisition dedicated to salmon recovery and habitat restoration. The MOU formalizes a partnership to coordinate restoration efforts in the Lower Big Quilcene River floodplain, including the acquisition of properties from willing sellers and the efficient use of combined grant resources. The collaboration provides the County with the required match for its state grant through HCSEG's separate grant funding.

Key Points

  • JCPH and HCSEG have collaborated since 2015 on the restoration of the lower Big Quilcene River floodplain to achieve ecological and community benefits.
  • Acquisition of privately held floodplain properties from willing sellers is necessary to reestablish natural habitat and aid in the recovery of ESA-listed Hood Canal Summer Chum Salmon.
  • The County holds Recreation and Conservation Office (RCO) Salmon Recovery Funding Board (SRFB) Grant #18-1227 (Project A) for property acquisition and habitat restoration.
  • HCSEG holds Washington Department of Fish and Wildlife (WDFW) Estuary and Salmon Restoration Grant Program (ESRP) Grant #20-1113 (Project B) for the same purpose (acquisition of floodplain properties).
  • HCSEG will provide matching funds (match) for the County's RCO Project A using resources from its WDFW Project B grant.
  • HCSEG's responsibilities include taking title to acquired land (specifically APN #s 991201002 and 991201004, if sellers are willing) and obtaining associated closing documentation.
  • The County's responsibilities include providing staff resources for due diligence, land acquisition, cleanup, replanting, and general administration/management related to RCO #18-1227.
  • The County's RCO grant (Project A) was previously extended through a time extension amendment (Amendment #3) until December 31, 2023, primarily to allow negotiation and acquisition of the Piehl property, which recently showed interest in selling.

Financials

  • HCSEG Maximum Contribution/Revenue to County: $38,010 (to meet RCO Project #18-1227 match requirements).
  • Total RCO Grant #18-1227 (Project A) amount: $438,527 federal and state funds, with a required Sponsor match of $79,826, totaling a $518,353 project cost.
  • JCPH Fund #: 128 (Environmental Health)
  • The work product of this MOU (Lower Big Quil Acquisition) is set at $38,010 revenue, with a matching rate of 15.37% (up to the maximum contribution).
  • The project is funded by RCO SRFB and HCSEG grants; no General Fund money is requested.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2023-04-01 to 2023-12-31: Term of MOU.
  • 2023-12-31: Project End Date for RCO Grant #18-1227 (Project A), following Amendment #3.
  • Quarterly: HCSEG will submit paid receipts from RCO Project #20-1113 to the County to be recorded as non-reimbursable match for RCO #18-1227.
  • Three Weeks in Advance of Closing: County will provide escrow payment requests to HCSEG.

Next Steps

The Board is requested to approve the MOU and authorize the Chair's signature.

Sources

  • Apple Martine - Environmental Health and Water Quality Director, Jefferson County Public Health
  • Tami Pokorny - Natural Resources Program Coordinator, Jefferson County Public Health
  • Mendy Harlow - Executive Director, Hood Canal Salmon Enhancement Group (HCSEG)
  • Washington State Department of Fish and Wildlife (WDFW) - Grant Program
  • Recreation and Conservation Office (RCO) Salmon Recovery Funding Board (SRFB) - Grant Program
  • RCW 4.24.115 - Indemnification details, including waiver of Title 51 RCW (Industrial Insurance) immunity

Topic Summary

Jefferson County Public Health's Developmental Disabilities Program seeks approval for Amendment No. 4 to its agreement with Cascade Community Connections, significantly increasing funding to expand Community Inclusion (CI) Services. The additional funding, sourced from the Developmental Disabilities Administration (DDA), is intended to build the provider's organizational and staff capacity to serve new clients and improve the concurrent provision of both Employment and Community Inclusion services.

Key Points

  • Amendment No. 4 significantly increases the budget for Community Inclusion Services provided by Cascade Community Connections for the term July 1, 2021, through June 30, 2023.
  • The increase targets new clients experiencing intellectual/developmental disabilities (I/DD) and aims to support adults who have been employed for nine months to connect and contribute to their community.
  • Funding allocations include specific incentives:
    • Up to $9,360.00 for direct services for new authorized CI clients.
    • Up to $20,160.00 for Quality Assurance, Mentoring, and Individual Training for Direct Service Staff ($84.00/hour for 2 staff, up to 240 hours total).
    • An outcome payment of $4,000.00 for hiring one new staff person to serve up to 15 new CI referrals (designed to increase capacity and not fill current vacancies).
    • Incentive payments up to $32,000.00 ($2,000.00 per referral) to accept and support new CI referrals (defined as clients with a new CSA authorization effective after January 1, 2023).
  • The reimbursement rate for direct CI services from April 1, 2023, to June 30, 2023, is $82.63 per Unit of Service.

Financials

  • Additional Amount for Amendment No. 4: $65,520.00
  • New Total Contract Amount: $141,700.16
  • Funding Source: Developmental Disabilities Administration (DDA), under DSHS, identified in the County DD budget under Day Program/Community Inclusion Services.
  • Fund #: PH fund #127 (Munis Org/Obj HDD 670 -12768067)
  • Prior amendments indicate the total compensation prior to Amendment 4 was approximately $76,180.16 (based on Amendment #3 total).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2021-07-01 to 2023-06-30: Term of the Professional Services Agreement (original contract term).
  • 2023-01-01 to 2023-06-30: Services are covered by the additional funding provided by Amendment No. 4.
  • 2023-04-01 to 2023-06-30: Direct services reimbursement rate is $82.63 per unit.

Next Steps

JCPH management recommends approval of Amendment #4.

Sources

  • Apple Martine - Director, Jefferson County Public Health
  • Anna McEnery - DD & BH Coordinator, Jefferson County Public Health
  • Developmental Disabilities Administration (DDA/DSHS)

Topic Summary

Jefferson County Public Health (JCPH), Developmental Disabilities Division, requests approval of an Interagency Agreement with the Washington State Employment Security Department (ESD) to receive grant funds supporting the Accessible Community Advisory Committee (ACAC). The funds will be used to enhance accessibility at the Illahee Preserve, benefiting the estimated 3,630 county residents who experience disabilities by creating equitable and inclusive access to nature.

Key Points

  • The purpose of the grant is to increase awareness, accessibility, and remove barriers for county residents with disabilities.
  • The project is managed by the Jefferson County Accessible Community Advisory Committee (ACAC) and involves collaboration with Jefferson County Parks and Jefferson Land Trust.
  • Project scope includes upgrading facilities at the five-acre Illahee Preserve (located near Kala Point) for accessibility to all.
  • Required resources for the project include landscape fabric, landscape fabric staples, gravel for the trail from the parking area to the open shelter, and a signpost and sign to designate an accessible parking spot.
  • Jefferson Land Trust volunteers will provide in-kind labor to help build the accessible trail.

Financials

  • Total Grant Amount: $7,000.00
  • Funding Source: Washington State Employment Security Department
  • Fiscal Impact: Budget Neutral (grant-funded, no impact on the general fund).
  • Cost Allocation: $7,000 allocated for Supplies and Materials.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • One-year from Execution: Term of the Interagency Agreement.
  • Approximately 9 months: Estimated time to complete the project.

Next Steps

JCPH management requests approval of the Interagency Agreement #K7850.

Sources

  • Apple Martine - Director, Jefferson County Public Health
  • Anna McEnery - DD & BH Coordinator, Jefferson County Public Health
  • Washington State Employment Security Department (ESD)
  • Jefferson Land Trust - Project Partner

Topic Summary

Jefferson County Public Health (JCPH) seeks approval for a Data Sharing Agreement (DSA) with the Washington State Department of Health (DOH) to access the DOH Internal Opioid Dashboard platform. This access uses the CDC syndromic surveillance system (ESSENCE) data for the County’s jurisdiction, enabling JCPH to quickly identify public health threats, track injury and health trends, evaluate interventions, and provide quality public health services related to drug overdose.

Key Points

  • The purpose is to provide JCPH access to timely healthcare encounter data to monitor and respond to public health threats, particularly the persistent problem of drug overdose in Washingtonians.
  • DOH will provide access to the CDC National Syndromic Surveillance Program (NSSP) Electronic Surveillance System for the Early Notification of Community-based Epidemics (ESSENCE) platform.
  • JCPH will have access to the complete ESSENCE dataset for its jurisdiction (data reported by facilities and for residents of the jurisdiction).
  • The data elements shared include age, residential county, visit date, race, ethnicity, sex, and drug category, classified as Potentially Identifiable Information (Category 3).
  • JCPH is prohibited from publishing or disclosing data that indirectly identifies an individual, except within the confines of a public health investigation, and must adhere to DOH small numbers guidelines (Appendix D).
  • Raw data downloaded from ESSENCE must only be used for public health or healthcare practice purposes, not research, unless prior IRB approval and a separate Confidentiality Agreement are executed.
  • The Information Recipient (JCPH) agrees not to remove data from the DOH Internal Opioid Dashboard for use in a public-facing product, as the dashboard contains small numbers and is for internal community guidance/public health work.
  • Washington statute (RCW 43.70.057) requires DOH to provide local health jurisdictions access to healthcare encounter data for their jurisdiction.

Financials

  • There is no charge for accessing this service, resulting in no fiscal impact.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Upon signature through 2025-04-30: Term of the Data Sharing Agreement.
  • Data access is provided "As available within the period of performance."

Next Steps

JCPH management recommends approval of the Data Sharing Agreement.

Sources

  • Apple Martine - Director, Jefferson County Public Health
  • Veronica Shaw - Deputy Public Health Director/HIPAA Officer, Jefferson County Public Health
  • Cynthia Karlsson - Rapid Health Information NetwOrk program manager, Washington State Department of Health (DOH)
  • RCW 43.70.057 - State statute authorizing the sharing of hospital emergency room patient care information.

Topic Summary

The Public Works Department requests execution of a supplement to State Funding Agreement LA 10334 with the Washington State Department of Transportation (WSDOT) to obligate construction phase funding for the countywide Road Departure Reduction Project. This project is federally funded through the Highway Safety Improvement Project (HSIP) and aims to reduce vehicle departure accidents by upgrading signs and installing safety devices.

Key Points

  • The Road Departure Reduction Project received $707,000 in Highway Safety Improvement Project (HSIP) funding in 2021.
  • The project scope includes adding and upgrading signing, guardrail reflectors, and delineators countywide (total length: 83 miles).
  • Agreement LA 10334 previously covered preliminary engineering (PE) funding ($82,000).
  • Supplement #1 obligates the final construction (CN) phase funding ($625,000).
  • The project location is described as "Countywide on selected roads" and includes Jefferson County roads with varying existing roadway widths and speeds (25-55 mph).
  • Construction is expected to be performed by a contractor with agency construction engineering (CE).
  • The project is classified as a Class II - Categorically Excluded (CE) environmental classification, specifically requiring documentation.
  • The Preliminary Engineering phase began in April 2022, and the Construction phase is projected to begin in April 2023.

Financials

  • Total HSIP Funding: $707,000.00
  • Federal Funds (CN): $625,000.00 (100% funded)
  • Federal Funds (PE): $82,000.00
  • Total Project Cost Estimate: $736,380.00
  • Local Agency Funding (Construction Phase Match/Non-funded): $29,380.00 is listed as the Local Agency funding for construction, but the total federal share is $707,000 and the project is stated as 100% funded, implying the local portion may only be required if deadlines are missed.
  • The project is funded at 100% by HSIP up to $707,000 if deadlines are met.
  • Project Agreement End Date: 2026-12-31

Alternatives

None specified.

Community Input

None specified.

Timeline

  • April 2022: PE Phase Start Date (Original Prospectus)
  • 2023-06-05: Proposed Advertisement Date for Construction (Supplement 1)
  • April 2023: Construction Phase Start Date (Prospectus)
  • 2026-12-31: Project Agreement End Date (Term of Supplement #1)

Next Steps

Public Works recommends that the Board execute the Supplement #1 to LA 10334 and the revised Prospectus.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Bruce Patterson, P.E. - Project Manager
  • Chris Spall - Contact Person
  • Washington State Department of Transportation (WSDOT) - Local Agency Agreement (LA 10334)
  • Highway Safety Improvement Project (HSIP) - Funding Source

Topic Summary

Public Works requests approval of Supplement #6 to the contract with Tetra Tech, Inc. for the Port Hadlock Sewer Project Final Design. This supplement adds scope and budget to complete the final plans and specifications for previously deferred wastewater treatment plant (WWTP) elements, such as permanent buildings, odor control, and biosolids equipment, enabling the project to proceed to bid advertisement this fall.

Key Points

  • The original contract covered the final design and specifications for the Wastewater Treatment Plant (WWTP) and the pressurized sewer collection system for the Core Area (Phase I).
  • Supplement #6 adds scope to incorporate permanent features not included in the original contract due to prior budget limitations.
  • Added scope of work (SOW) includes:
    • Addition of a building over the WWTP (MBR Unit Enclosure).
    • Addition of an administrative and laboratory building (in lieu of a trailer).
    • Addition of odor control equipment.
    • Addition of biosolids thickening equipment.
    • Changes to WWTP site layout to incorporate these additions.
  • The supplement also covers bid assistance for the WWTP package and construction assistance for the Phase 1 Site Work contract, which is occurring in Summer/Fall of 2023.
  • The bid-ready plans and specifications, including markups from the County’s review of the 100% Design Submittal and incorporating the new scope additions, are a deliverable of this task.
  • Consultant will review Ovivo fabrication submittals for the reclamation plant.

Financials

  • Additional budget required: $478,762 (Total Price shown in Exhibit B)
  • Total Labor Hours: 2,742
  • Funding Source: County ARPA funds dedicated to this project ($350,000 listed as Revenue/Expenditure in the Contract Review Form, implying a funding gap or partial coverage).
  • Total Maximum Amount Payable (Including Supplement #6): $2,146,175

Alternatives

None specified. The analysis states the deferred elements can now be added rather than being delayed further.

Community Input

None specified.

Timeline

  • Completion Date of Supplement #6: 2023-12-31 (Extending the contract period by 6 months).
  • Fall [2023]: Bid advertisement expected for WWTP elements.
  • Summer/Fall [2023]: Phase 1 Site Work contract construction is occurring.

Next Steps

Board is requested to sign Supplement #6 to the contract with Tetra Tech, Inc.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Tetra Tech, Inc. - Consultant
  • HWA - Geotechnical Engineer of Record
  • Ovivo - Fabrication Submittal Vendor
  • American Rescue Plan Act (ARPA) - Funding source

Topic Summary

The County Administrator's office proposes contracting with Peak Sustainability Group to provide facilitation services aimed at reactivating the inactive Chimacum Drainage District (Drainage District #1), originally formed in 1925. The project focuses on gauging community interest, assessing the openess to new taxes, and charting a path forward, which includes developing a budget and assessment for member vote and appointing a governing body.

Key Points

  • Chimacum Drainage District (Drainage District #1) was formed in 1925 but has been inactive for many years; recent interest has emerged in reactivation.
  • Reactivation requires considerable effort, including community discussions, development of a budget and assessment (to be voted on by district residents), and appointing a governing body.
  • Peak Sustainability Group is contracted to facilitate community conversations to:
    • Gauge interest in reactivation.
    • Assess community openness to tax implications of reactivation.
    • Determine desired uses landowners would like to see in DD1.
  • The facilitator will review the "Chimacum Drainage District Report (June 2022)" and will work closely with stakeholders and landowners to provide recommendations for future action.
  • The engagement process includes:
    • A remote stakeholder meeting (Task 2A).
    • Two in-person landowner meetings (Task 2B, 2C) in Jefferson County.
    • Providing agendas and meeting summaries for each engagement event.
  • Potential topics for landowner input include property size/current use, impacts due to flooding, desired system improvements, support for re-establishment, and willingness to pay taxes.

Financials

  • Total Cost: $9,958.00 (Not to exceed)
  • Funding Source: General Fund – Non-departmental (Fund #: 001)
  • Cost Breakdown (Service Rates):
    • David Roberts (Project Manager & Lead Facilitator): $190/hour (Facilitation), $95/hour (Public Engagement)
    • Total Labor Cost: $9,358 (65.5 Hours Total)
    • Travel: $400
    • Supplies: $200

Alternatives

  • The consultant offers an Alternative #1 (Landowner Survey) which is not included in the proposed budget, to solicit input from a wider pool of landowners.

Community Input

  • The contract explicitly calls for facilitating multiple community meetings to gauge interest in the reactivation of the district and willingness to pay associated taxes.
  • Landowner Meeting #2 will present findings and recommendations and solicit feedback.

Timeline

  • 2023-06-01: Agreement commencement date.
  • Month 1: Materials Review, Kickoff Meeting.
  • Month 2: Stakeholder Meeting, Communication Materials development.
  • Month 3: Landowner Meeting #1, Communication Materials development.
  • Month 4: Input Summary Meeting, Draft Report.
  • Month 5: Landowner Meeting #2, Communication Materials development.
  • Month 6: Final Report (Proposed).
  • Term is "Until completion."

Next Steps

The Board is recommended to approve the attached contract.

Sources

  • Mark McCauley - County Administrator
  • Peak Sustainability Group - Consultant (David Roberts, Natalie Sacker)
  • Chimacum Drainage District Report (June 2022)

Topic Summary

The Central Services Department requires approval for an updated professional services agreement with CDW Government LLC for the migration of the County's on-premises 2013 Microsoft Exchange email solution to a cloud-based solution (Exchange Online). This updated contract replaces a prior version (MICROX 2023) due to outdated terms of service being included by the vendor, though the total cost remains unchanged.

Key Points

  • The migration is necessary to upgrade the decade-old on-premises 2013 Microsoft Exchange email solution to a cost-effective, cloud-based solution.
  • The selected vendor is CDW Government LLC.
  • The project scope includes fully understanding the required steps and best practices for the transition.
  • The engagement will involve developing a design and plan, implementing and piloting the solution in the production environment for 25 users, and deploying the solution to the remainder of the organization (up to 500 mailboxes).
  • The solution will migrate mailboxes, PST files, and up to one Public Folder database (1GB of data) to the "Modern Public Folders" Architecture in Exchange Online.
  • The legacy system will remain partially in place post-deployment to support application dependencies.
  • Customer Responsibilities (Jefferson County) include handling third-party application compatibility, providing qualified technical staff, procuring all necessary hardware and software, and handling client configuration (Outlook and mobile devices).

Financials

  • Total Contract Amount: $63,002.00 (Unchanged from the previously-passed but now disputed contract).
  • Funding Source: Fund #001 (General Fund)
  • Services Fees Estimated Total: $39,000.00 (Time and Materials basis)
  • Total Estimated Labor Hours: 156
  • Travel/Expenses: None will be billed, as all services will be performed remotely.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2023-05-09: Agreement commencement date.
  • Project Completion Date: No more than 17 weeks from the Customer Kick-off Meeting.
  • Pilot Migration Group: 25 users.
  • Deployment Migration Group: Up to 500 mailboxes.

Next Steps

The Board is recommended to approve the attached contract (MICROX0523) and cancel the previously-passed contract (MICROX 2023).

Sources

  • Chris Goy - Central Services Director
  • CDW Government LLC - Consultant

Topic Summary

The Central Services Director requests approval of a non-binding Letter of Intent (LOI) to support an application for the Washington State Department of Transportation’s Zero Emission Vehicle Infrastructure Program (ZEVIP) grant. The LOI signals the County's readiness to partner with a grant aggregator (Cyan Strategies) and a private sector partner (EVCS) to install publicly-available direct-current fast charging stations at four County-owned sites with zero installation or maintenance cost to the County.

Key Points

  • The grant, Zero Emission Vehicle Infrastructure Program (ZEVIP), is competitive and targets the installation of electric vehicle (EV) direct-current (DC) fast charging stations along priority State Route corridors.
  • Governmental entities must apply alongside a private sector partner.
  • The selected grant aggregator, Cyan Strategies, has a high success rate (over 95% of past ZEVIP awards). Cyan Strategies is already working on a similar project for the City of Port Townsend.
  • The proposed private partner is EV Charging Solutions, Inc. (EVCS), which operates 252 DC fast chargers nationwide.
  • Four viable County-owned locations for DC fast charging stations are identified:
    • Tri-Area Community Center (Chimacum)
    • Port Townsend Community Center (Port Townsend)
    • Olympic Peninsula Gateway Visitors Center (Port Ludlow)
    • Jefferson County Courthouse Park (Port Townsend)
  • The model provided by EVCS and Cyan Strategies coordinates all grant functions, requires no financial support from the County for capital or operating expenses, and covers long-term maintenance.
  • The County retains the right not to proceed with a final agreement if the grant is awarded.

Financials

  • Cost to Jefferson County (Installation/Maintenance): Zero dollars ($0.00).
  • Projected Revenue: Five cents per kilowatt-hour ($0.05/KWh) dispensed at the installed stations, paid to Jefferson County as site host compensation.
  • The revenue stream is compensation for dedicating 4 to 10 parking spots and space for electrical equipment.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • The final site host agreement is intended to be entered into within 30 days of the project funding award.

Next Steps

The Board is recommended to sign the non-binding Letter of Intent.

Sources

  • Chris Goy - Central Services Director
  • EV Charging Solutions, Inc. (EVCS) - Proposed Private Partner
  • Cyan Strategies - Grant Aggregator
  • Washington State Department of Transportation (WSDOT) - ZEVIP Grant Program

Topic Summary

The Central Services Director requests approval of a non-binding Letter of Support for Energy Northwest’s application to the U.S. Department of Transportation (USDOT) Charging and Fueling Infrastructure Discretionary Grant Program (CFI). This application aims to establish a network of direct-current (DC) fast chargers along U.S. Highway 101 and across the Olympic Peninsula, addressing significant coverage gaps. The County's support reinforces its commitment to clean energy and is consistent with local emissions reduction strategies.

Key Points

  • The grant opportunity is the USDOT Charging and Fueling Infrastructure Discretionary Grant Program (CFI), targeting the installation of DC fast chargers at publicly-accessible sites.
  • Energy Northwest is acting as the grant aggregator in partnership with Electric Vehicle Charging Stations (EVCS).
  • The initiative aims to close significant gaps in EV charging coverage, particularly along U.S. Highway 101, identified by WSDOT as a high priority.
  • The installation of DC fast chargers is consistent with the joint Port Townsend/Jefferson County Climate Action Committee modeling, which found the transition to EVs is a top opportunity for reducing community-wide emissions.
  • Transportation accounts for 66% of Jefferson County’s community-wide greenhouse gas (GHG) emissions (based on the 2018 Inventory of Greenhouse Gases).
  • The model requires no financial support from Jefferson County (or other site hosts) for installation or maintenance costs for the length of the agreement.
  • The County retains the right to withhold support of a specific proposed site and the right to not proceed with a final agreement.

Financials

  • Cost to Jefferson County (Installation/Maintenance): Zero dollars ($0.00).
  • Projected Revenue: A small revenue stream per kilowatt-hour from DC fast chargers, potentially provided through an operating agreement with EVCS and Energy Northwest.

Alternatives

None specified.

Community Input

None specified.

Timeline

None specified.

Next Steps

The Board is recommended to sign the non-binding Letter of Support.

Sources

  • Chris Goy - Central Services Director
  • Energy Northwest - Grant Aggregator
  • Electric Vehicle Charging Stations (EVCS) - Proposed Private Partner
  • U.S. Department of Transportation (USDOT) - CFI Grant Program
  • Port Townsend/Jefferson County Climate Action Committee (GHG reports cited)

Topic Summary

Jefferson County Public Works Department is seeking approval for Amendment No. 6 to the Port Hadlock Sewer Project contract with Tetra Tech, Inc. The total amended cost of this professional services agreement is for $\$478,000$ to perform final design and specifications of the WWTP elements of the project, including the costs of incorporating newly-funded WWTP additions: a building enclosure, an administration/lab building, and odor and biosolids equipment.

Key Points

  • Incomplete information in the original document makes reconstruction difficult. The Contract Review Form lists the Amount as "$478,000 (est.)", but the Agenda Request's Fiscal Impact is stated as "$478,762" and is detailed in Exhibit B to the Supplement.
  • The added scope (Supplement #6) is focused on completing the Plans and Specifications for the Wastewater Treatment Plant (WWTP) elements for bid advertisement.
  • Substantial additions to the design now included:
    • Addition of a building over the WWTP.
    • Addition of an administrative and laboratory building (in lieu of a trailer).
    • Addition of odor control.
    • Addition of biosolids thickening equipment.
    • Changes to the WWTP site layout to accommodate these additions.
  • The work also provides engineering support during construction for Phase 1 Site Work Construction (Subtask 6100), including submittal reviews, on-line availability for questions, and change order assistance (assuming 10 staff hours for change order review).
  • The County is responsible for contract administration and project inspection for Phase 1 Site Civil Construction.

Financials

  • Additional Budget (Supplement #6): $478,762
  • Total Contract Amount (Including Supplement #6): $2,146,175
  • Funding: County ARPA funds are dedicated to covering these costs (specifically cites $350,000 ARPA Revenue/Expenditure).
  • Funding Source (Local Match): Hadlock Sewer Fund (for County Road funds if local match is required for other grants)
  • The discrepancy between the $478,762 cost and the $350,000 listed in the Contract Review Form's Fiscal section is unexplained in the provided text.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Until 2023-12-31: Contract term end date (extended period of performance).
  • Fall [2023]: Expected bid advertisement for Phase 2 WWTP elements.
  • Summer/Fall [2023]: Phase 1 Site Work contract construction is anticipated.

Next Steps

The Board is requested to sign Supplement #6.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark McCauley - County Administrator
  • Tetra Tech, Inc. - Consultant
  • ARPA - Funding source
  • HWA - Geotechnical Engineer of Record

DCD Staffing Changes and Succession

Topic Summary

County Administrator Mark McCauley announced planned internal staffing and reorganization changes within the Department of Community Development (DCD) and Central Services. These changes include transitioning the current Central Services Director to Deputy County Administrator and creating a new Chief Strategic Officer position within DCD, necessitating the appointment of a new DCD Director.

Key Points

  • Central Services Director Chris Goy's employment agreement specifies that after six months in his position, he will become the Deputy County Administrator.
  • The Department of Community Development (DCD) is reorganizing the department structure.
  • DCD Director Brent Butler proposed vacating the Director position to become the new Chief Strategic Officer for Community Development Activities.
  • Deputy Director Josh Peters will be appointed to the position of DCD Director.
  • County Administrator McCauley fully supports these proposed staffing changes.

Financials

None specified regarding the financial impact of the position changes (e.g., salary adjustments).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2023-06-01: Effective date for both the new DCD Director and the Chief Strategic Officer positions.

Next Steps

Positions are set to become effective on June 1, 2023.

Sources

  • Mark McCauley - County Administrator
  • Chris Goy - Central Services Director (transitioning to Deputy County Administrator)
  • Brent Butler - DCD Director (transitioning to Chief Strategic Officer for Community Development Activities)
  • Josh Peters - DCD Deputy Director (transitioning to DCD Director)

2023 Comprehensive Plan Amendment Final Docket

Topic Summary

The Department of Community Development (DCD) presented the Preliminary Docket for the 2023 Comprehensive Plan (CP) and Unified Development Code (UDC) amendments, including site-specific rezone proposals and DCD/Planning Commission suggested text amendments focused primarily on housing and code maintenance. The Board discussed the document ahead of formally establishing the Final Docket.

Key Points

  • The docket includes formal site-specific amendments (rezone proposals) and suggested text amendments.
  • Site-specific proposals are automatically included on the Final Docket for annual consideration:
    1. Gifford-Yep Property (Case # ZON2023-00004): Proposal to rezone 17 acres from Rural Residential-20 (RR-20) to Rural Residential-5 (RR-5) for a future 3-lot subdivision near Chimacum.
    2. Bayside Housing & Services (Case # ZON2023-00005): Proposal to rezone UGA Commercial to UGA High-Density Residential in the Port Hadlock/Irondale Urban Growth Area. This application has not met the technical requirements to be on the docket as applicant fees were not paid. However, DCD may address it in the larger 2024 UGA zoning revisions.
    3. Midori Farm (Case # ZON2023-00006): Proposal to rezone 14.5 acres from RR-5 to Agricultural Land-20 (AL-20) in Quilcene to maintain productive farmland use.
  • The Planning Commission unanimously recommended docketing two suggested text amendments:
    1. Planning Commission Housing Amendments: Develop UDC provisions for workforce and affordable housing, focusing on congregate housing options and tiny home planned unit development options (using performance-based standards instead of dwelling unit per acre density).
    2. DCD Omnibus UDC Amendments: Corrections, updates, and clarifications to Title 18 of Jefferson County Code, including deferred items from the 2018 Periodic Review.
  • DCD concluded that the Housing Amendments are critically important and time-sensitive, and the UDC omnibus package is crucial for code maintenance.
  • Planning Commission review criteria found that growth is occurring at approximately the anticipated rate (1% annually) and that the Comprehensive Plan assumptions are still valid.
  • The Planning Commission emphasized that the Housing Goals proposal reflects a widely held current community value and responds to social systems weaknesses exposed by the COVID-19 pandemic.

Financials

  • Staff Time Estimate (DCD Staff Rate $107/hour):
    • Housing Amendments: 80 hours / $8,560
    • Omnibus UDC Amendments: 80 hours / $8,560
  • Consultant Cost Estimate (for comparison): $20,500–$28,500 (80 hours @ $250–$350/hour + $500 admin costs).
  • Cost to fully support the suggested text amendments would be covered by the General Fund.
  • Cost impacts for site-specific (rezone) applications are covered by fees.

Alternatives

  • The Board may add or subtract items from the Planning Commission's recommendation, which would require the Board to hold its own public hearing on the final docket composition (JCC 18.45.060).

Community Input

  • Chair Brotherton opened the floor for public comments, but no comments were received on this topic.

Timeline

  • 2023-04-19: Planning Commission held a public hearing and crafted recommendations.
  • 2023-05-08: Staff presented the Preliminary Docket to the BOCC.
  • 2023-07-03: Deadline for BOCC to hold a hearing on the Final Docket if changes are made.
  • 2023-12-11: Deadline for BOCC to take final legislative action on the 2023 Docket.

Next Steps

Commissioner Eisenhour moved that the Board of County Commissioners hold a hearing on the Final Docket for 2023 for Comprehensive Plan amendments, implying they may want to adjust DCD's recommendation. The motion carried.

Sources

  • Brent Butler - DCD Director
  • Josh Peters - DCD Deputy Director
  • Joel Peterson - Associate Planner
  • Planning Commission - Richard Hull (Chair), Arlene Alen, Kevin Coker (resigned/recused)
  • JCC 18.45 - Docket-Setting Process

North Olympic Peninsula Procurement Technical Assistance Center (APEX Accelerator)

Topic Summary

The Clallam County Economic Development Council presented a briefing on the North Olympic Peninsula Procurement Technical Assistance Center (PTAC), recently renamed APEX Accelerator. The program is funded by the Department of Defense and helps small businesses succeed in the government marketplace while assisting local government agencies in fulfilling procurement needs with local resources.

Key Points

  • The center is now called APEX Accelerator, formerly PTAC.
  • It is funded by the Department of Defense.
  • The mission is twofold: helping for-profit small businesses succeed in the government marketplace and helping local government agencies identify local resources for procurement.
  • Services provided to businesses at no cost include:
    • Assistance with registration with www.SAM.gov and obtaining a Unique Entity Identification (UEI) number.
    • Individual one-on-one counseling sessions with an experienced counselor.
    • Access to an expanded library of documents (e.g., Capability Statement templates, RFP Response Checklists).
  • Benefits to local government include targeted marketing, tapping local resources, and receiving better bid proposals.
  • Public Works Director Monte Reinders commented, stating he is happy for the help available to businesses in the County and noting the importance of getting local businesses on the works roster.

Financials

None specified. Services are provided at no cost to businesses.

Alternatives

None specified.

Community Input

  • Public Works Director Monte Reinders: Expressed support and noted the importance of registering businesses for the works roster.

Timeline

None specified.

Next Steps

The Board listened to the briefing. The recommendation was to "Listen to the presentation and ask any questions the Board might have."

Sources

  • Rebekah Miller - Program Manager & Counselor, Clallam County Economic Development Council (NOP-APEX Accelerator)
  • Monte Reinders - Public Works Director

DCD Workshop: 2023-2026 Building Code Adoption Cycle

Topic Summary

The Department of Community Development (DCD) presented a workshop on the mandated adoption of the 2021 family of building codes, replacing the current 2018 codes, effective July 1, 2023. The discussion covered challenges such as the adoption of the Wildland Urban Interface (WUI) Code, potential delays due to litigation, and proposals for adopting optional codes and improving code transparency. The goal is to inform the Board ahead of the required adoption.

Key Points

  • Jefferson County, and all 38 Washington counties, is required to enforce the 2021 building code updates starting July 1, 2023, per RCW 19.27.050.
  • The 2021 codes replace the currently adopted 2018 codes.
  • The codes enforced include the International Building/Existing Code, Residential Code, Mechanical Code, Fire Code, Wildland-Urban Interface Code, Uniform Plumbing Code, Accessibility provisions (RCW 70.92.100 and 160), and the Washington State Energy Code.
  • DCD Proposal 1 (Transparency): DCD recommends eliminating confusing references in JCC 15.05.030 to the outdated 2009 International Codes.
  • DCD Proposal 2 (Delay Issues): Arguments against delaying enforcement of codes (like the WUI Code, or the new Energy Code provisions requiring heat pumps) center on potential civil liability under the Public Duty Doctrine. The Building Industry Association of Washington (BIAW) argues the new Energy Code mandate would increase the cost of a new home by a minimum of $9,200 (even with tax rebates).
  • DCD Proposal 3 (Optional Codes): The County may amend the State Building Code if standards are not diminished (RCW 19.27.040). Optional codes for consideration include:
    • International Property Maintenance Code (IPMC)
    • Local sprinkler requirements (e.g., based on square footage or fire response capability, noting potential cost).
    • 1997 Abatement of Dangerous Buildings Code.
    • Uniform Sign Code (USC) to replace JCC 18.30.150.
  • Building Division Rating: The Jefferson County Building Division's rating improved for the first time since 2005 under the Washington Surveying and Rating Bureau (WSRB) Building Code Effectiveness Grading Schedule (BCEGS), moving from 04 to 03 (where 1 is best, 10 is worst).
    • DCD implemented policies to achieve this, including increasing the Building Division training budget to 2% of the division's overall budget (matching the ISO 'best practice' minimum).
    • DCD revised its staff/consultant list to include contractors (Code Pros, Aumock Designworks) who collectively contribute 50+ years of experience.
  • The new Wildland Urban Interface (WUI) Code implementation was triggered by the Department of Natural Resources (DNR) February 2022 wildland map adoption.
    • The WUI Code identifies areas as Intermix (ORANGE) or Interface (RED) zones, requiring fire-resistant construction (e.g., heavy timber).
    • DCD noted uncertainty about whether listed California WUI products will receive Washington state approval.
    • DCD currently lacks the accompanying booklet or online information needed for WUI implementation and enforcement.

Financials

  • Proposal 1 (Transparency): Limited cost (public hearing + 10 hours staff time).
  • Proposal 2 (Delaying Enforcement): Revenue neutral, but creates liability exposure (Public Duty Doctrine).
  • Proposal 3 (Optional Codes): Research (20 hours) required; implementation costs depend on selected codes.
  • Estimated increase to new home costs due to mandatory Energy Code update: Minimum $9,200 (per BIAW).

Alternatives

  • Staff recommends authorizing Proposal 1 (transparency).
  • Staff presented considerations for delaying or adopting optional codes.

Community Input

  • No public comments were received, though one person attempted to comment but experienced technical difficulties.

Timeline

  • 2023-07-01: Effective date for the 2021 building code adoption.

Next Steps

DCD recommends authorizing Proposal 1 to improve transparency. The Board requested continued discussion on DCD topics in the afternoon session.

Sources

  • Brent Butler - DCD Director
  • Phil Cecere - Plans Examiner II, DCD
  • Washington State Building Code Council (Council) - Adoption Authority
  • Revised Code of Washington (RCW) 19.27.050 - Mandate for Code Adoption
  • Washington Surveying and Rating Bureau (WSRB) - BCEGS Rating

DCD Workshop: Update on Building Stock Plans

Topic Summary

Department of Community Development (DCD) Director Brent Butler and Planning Commission Vice Chair Matt Sircely provided an update on the initiative to develop pre-approved "stock plans" for residential housing, particularly focused on creating affordable and workforce housing options. The update covered the plans selected by the Planning Commission Subcommittee, progress on the local call for submissions, and sought guidance from the Board regarding the timeline and selection process.

Key Points

  • Stock plans are residential or commercial designs by licensed professionals (or unlicensed designers with insurance) intended for repeated use on multiple sites.
  • The use of stock plans is intended to reduce residential housing construction costs and shorten permitting times.
  • To become a 'stock plan', applicants must first pay an archival fee and subsequent review fees once the plans are selected; the county must front the initial plan review cost for 'affordable housing' stock plans.
  • The Planning Commission Stock Plan Subcommittee initially chose four designs from the City of Seattle's ADU Universe call for projects: Shape Arch Plan (garage base), Artisans Group Plan (good universal access, hourly costs), Urban Cottage Plan (modular, flexible design), and Yes Architecture Plan (multi split level on small footprint).
  • DCD conducted a 90-day "call for projects" for local designers, which yielded two submissions received so far, with expectation of more.
  • DCD is seeking Board guidance on three questions:
    1. Should locally submitted plans be posted on the County webpage alongside the Subcommittee's selected designs? (Staff notes having received two submittals already)
    2. Is there a minimum number of submissions required to demonstrate sufficient advertising effort before proceeding with the public review phase?
    3. Should the call for submissions timeline be extended from 90 days to 120 days?
  • Planning Commission member Matt Sircely reviewed the initial four designs selected by the subcommittee.
  • DCD will have a list of projects, designs and costs available to the Commissioners by the end of July 2023.

Financials

  • Initial Plan Review Fee: 65% of the ICC base building fee.
  • Administrative Storage Fee: An additional 35% of the base building fee (to recover archiving/administrative costs). This excludes site-specific land use, public works, and environmental health reviews.
  • Subsequent Plan Use Fee: 20% of the base building fee (representing a 45% savings), covering site-specific plan review for foundations, fire, and egress only.
  • The cost of the initial review for each plan set must be paid for in advance by the county or another party.

Alternatives

  • Alternative designs presented (Artisans Group, Urban Cottage, Shape Arch, Yes Architecture Plan).
  • Alternative timeline extension (from 90 days to 120 days).

Community Input

  • One comment was received during the call for public comment on this topic.
  • A community member asked if the intention was for the designer to receive fees from the purchaser for preparing site-specific permit sets.
    • Staff response: Yes, purchasers would buy the plan package (ranging from plan set only to plan set plus engineering) directly from the designer and also pay the designer's hourly rate for questions.

Timeline

  • 2023-05-15: Original Deadline for local plan submissions.
  • 2023-05-17 to 2023-05-31: Proposed Community Review period for submitted plans.
  • The Commissioners agreed to extend the timeline from 90 days to 120 days.
  • DCD will have a list of projects, designs, and costs available to the Commissioners by the end of July 2023.

Next Steps

The Board agreed to extend the timeline to 120 days and requested continued discussion in the afternoon session for further guidance.

Sources

  • Brent Butler - DCD Director
  • Matt Sircely - Vice Chair, Planning Commission
  • City of Seattle / University of Washington (ADU Universe call for projects)

Designation of Associate Development Organization (ADO) for 2023-2025

Topic Summary

The Board considered and approved the designation of EDC Team Jefferson as Jefferson County's Associate Development Organization (ADO) for the 2023-2025 Biennium (July 1, 2023, to June 30, 2025). This biannual designation is required by Washington State and is critical for securing monetary state resources to support local economic development activities.

Key Points

  • Washington State requires counties to designate an ADO every two years for the next biennium to further economic development.
  • The designation flows monetary resources to the ADO for performance of its mission, which local government typically supplements.
  • EDC Team Jefferson has been the County's traditional ADO.
  • Significant work was done during the previous designation process (2021) to restructure the engagement, resulting in a 5-year agreement enhancing accountability and performance requirements for EDC Team Jefferson.
  • County Administrator McCauley reported that EDC Team Jefferson "has been performing quite well."
  • The designation requires submission of a certification form to the Washington State Department of Commerce.
  • EDC Team Jefferson must affirm compliance with statutory requirements, confirming it is a non-profit organization or public entity, with economic development as its primary mission, serving as a networking tool/resource hub, and possessing capacity to carry out duties under RCW 43.330.080.
  • All parties to the 5-year agreement (County, City of Port Townsend, Port of Port Townsend, and Jefferson PUD No. 1) concur with the re-designation.

Financials

  • Fiscal Impact: None from the designation submission itself.
  • Monetary resources flow to the ADO based on this designation.

Alternatives

None specified.

Community Input

  • An unspecified public comment was received, which was then followed by a response from the Chair.

Timeline

  • 2023-07-01 to 2025-06-30: Term of the ADO designation.

Next Steps

Commissioner Eisenhour moved to authorize Chair Brotherton to execute and submit the Associate Development Organization Certification/Designation Form to the Washington State Department of Commerce. The motion carried.

Sources

  • Mark McCauley - County Administrator
  • Greg Brotherton - Chair, Board of County Commissioners
  • EDC Team Jefferson - Associate Development Organization
  • Washington State Department of Commerce - Receiving agency
  • Diana Divens - ADO Program Manager, Washington State Department of Commerce
  • RCW 43.330.080 - Statutory requirements for ADOs

Decriminalization of Entheogens Support Resolution

Topic Summary

The Board of County Commissioners reviewed and approved a resolution supporting the decriminalization of entheogens in Jefferson County. The resolution states that investigation and prosecution of entheogen-related activities should become among the lowest priorities for law enforcement and legal departments in the County.

Key Points

  • The resolution, Resolution No. 19-23, requests that the arrest, investigation, and prosecution of individuals involved with entheogen-related activities be among the lowest priority in Jefferson County.
  • It also declares support for the full decriminalization of these activities.
  • The Commissioners made edits to the draft resolution during the discussion prior to voting.

Financials

None specified.

Alternatives

None specified.

Community Input

  • Public comments were received during the initial public comment period (13 comments, mostly concerning entheogens).
  • After the motion was made, Chair Brotherton called for public comments on the resolution specifically, and six additional comments were received.

Timeline

  • 2023-05-01: Motion carried by a unanimous vote.

Next Steps

The resolution (Resolution No. 19-23) was approved.

Sources

  • Resolution No. 19-23
  • Sheriff Joe Nole (The Sheriff's Office is responsible for law enforcement/prosecution)

Topic Summary

The Board approved several contracts under the Consent Agenda during the May 1st meeting, detailing arrangements for road maintenance materials, pavement marking services, and grants related to solid waste and environmental assessments.

Key Points

  • Aggregate Supply: An agreement with Northwest Rock, Inc. for the supply of aggregate for the Jefferson County Bituminous Surface Treatment Program was approved.
  • Pavement Marking: An agreement with Specialized Pavement Marking, LLC. for pavement marking on County roads for Calendar Years 2023-2025 was approved.
  • Port Townsend Community Center Window Rehabilitation: An agreement with Rainshadow Woodworks, Inc. for $12,098.27 was approved.
  • Solid Waste Grant: Amendment No. 1 to the Local Solid Waste Financial Assistance Grant Program agreement with the Washington State Department of Ecology was approved.
  • Chimacum Confluence Project: Amendment No. 3 to the agreement with Evren Northwest, Inc. added funds for Environmental Site Assessments (Phase I and II).
  • Community Wildfire Protection Plan: A contract cancellation and approval of an updated agreement with SWCA Environmental was approved.

Financials

  • Northwest Rock, Inc. (Aggregate Supply): $513,397
  • Specialized Pavement Marking, LLC (Pavement Marking): $615,320
  • Rainshadow Woodworks, Inc. (Window Rehabilitation): $12,098.27
  • Washington State Department of Ecology (Solid Waste Grant Amendment): $139,859.63
  • Evren Northwest, Inc. (Chimacum Confluence Amendment): Additional $3,900 for a total of $47,986.30
  • SWCA Environmental (Community Wildfire Plan): $167,481
  • Total Vouchers/Warrants Paid (April 21 and April 24): $474,307.81

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Pavement Marking Contract Term: Calendar Years 2023-2025.

Next Steps

The agreements were approved and adopted via the consent agenda.

Sources

  • Public Works Department
  • Central Services Department
  • Public Health Department
  • Washington State Department of Ecology

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