PACKET: Commissioners Meeting at Mon, Jun 05, 09:00 AM

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Port Hadlock Wastewater Facility - Phase I Construction Contract

Topic Summary

The Board is confirming the execution of a construction contract with Seton Construction for Phase I of the Port Hadlock Wastewater Facility project. This phase involves site preparation, earthwork, and service utilities installation, totaling over $1.1 million. The project is fully funded by federal ARPA and state appropriation grants and is scheduled for completion in November of the current year.

Key Points

  • The contract is for Phase I - Site Preparation, Earthwork, and Service Utilities, which was previously awarded to Seton Construction on April 24, 2023.
  • Scope of work includes clearing/grubbing, installing approximately 3,300 LF of 6-inch influent and 900 LF of 10-inch effluent HDPE pipelines, a structural earth wall, an earthen dike reclaimed wastewater infiltration pond, access road construction, site grading, and mitigation planting/maintenance.
  • The work is expected to be performed over 100 working days.
  • The contractor has provided the required Performance Bond ($1,139,547.00) and insurance.

Financials

  • Construction contract amount (Bid): $1,139,547.00 plus Washington State Sales Tax (WSST).
  • Funding is fully secured by an appropriation from the State of Washington's 2021 Capital Budget, utilizing Coronavirus State and Local Fiscal Recovery Funds (SLFRF) from the federal American Rescue Plan Act (ARPA).
  • No County General Fund impact; matching funds required: $0.

Alternatives

None specified.

Community Input

None present.

Timeline

  • 2023-04-24: Board awarded the construction contract.
  • 2023-07-05: Proposed construction start date.
  • 2023-11-XX: Expected completion date (100 working days from start).
  • 2023-12-31: Contract term end date.

Next Steps

The Board is recommended to execute the construction contract with Seton Construction and return it to Public Works for further processing.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Samantha Harper, P.E. - Wastewater Project Manager
  • Seton Construction, Inc. (Contractor)
  • Bruce B. Seton Jr. - President (Seton Construction)
  • Swiss Re Corporate Solutions America Insurance Corporation (Surety)
  • Washington State Department of Commerce (Grant Source)

Materials Testing Agreement for Public Works Construction Projects

Topic Summary

The County proposes a Professional Services Agreement (PSA) with Krazan & Associates, Inc. for materials testing services necessary during the construction phase of two major Public Works projects: the Snow Creek Road MP 0.84 Culvert Replacement and the Port Hadlock Wastewater Facility – Phase I. The combined contract amount for these services is not to exceed $31,000, ensuring materials incorporated meet quality and specification standards.

Key Points

  • The PSA is with Krazan & Associates, Inc. of Poulsbo, Washington, for materials testing services during the construction of two projects.
  • The two projects are the Snow Creek Road MP 0.84 Culvert Replacement (Project No. 18020310) and the Port Hadlock Wastewater Facility – Phase 1 (Project No. 405-2115-0).
  • Services include quality control testing and inspection of materials, sampling and testing procedures must comply with the 2023 WSDOT Standard Specifications, WSDOT Construction Manual, and WSDOT Materials Manual.
  • Specific tests mandated include Moisture-Density Relationship (Proctor), Sieve Analysis, Sand Equivalent, and Hot Mix Asphalt (Rice Density, Compaction).
  • Consultant must maintain continuous coordination with agency project managers and immediately report any materials that do not meet specifications.

Financials

  • Maximum payable amount under the agreement: $31,000.00.
  • Snow Creek Road culvert replacement funding: 87.5% by a FEMA Hazard Mitigation Grant and 12.5% by a Washington State Public Works Board (PWB) construction loan.
  • Port Hadlock Wastewater Facility funding: Combination of state and federal grants and appropriations.
  • Estimated Cost Breakdown:
    • Snow Creek Road Materials Testing: $13,315.81
    • Port Hadlock Wastewater Facility Materials Testing: $16,831.94 (Subtotal $30,147.75)
  • Matching funds are required and sourced from FEMA and PWB Loan.

Alternatives

None specified.

Community Input

None present.

Timeline

  • Both projects are scheduled to go to construction this summer (2023).

Next Steps

Public Works recommends the Board execute both originals of the Professional Services Agreement with Krazan & Associates, Inc., and return one original to Public Works for further processing.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark Thurston, P.E. - Project Manager (Snow Creek Rd. point of contact)
  • John Black - Hadlock Sewer point of contact
  • Krazan & Associates, Inc. (Consultant)
  • Wes Mahan - Operations Manager (Krazan & Associates, Inc.)
  • FEMA (Grant Source)
  • Washington State Public Works Board (PWB) (Loan Source)

Management of Gateway Visitor Center Transition

Topic Summary

Jefferson County is seeking approval for an agreement with the Tourism Coordinating Council (TCC) to manage and operate the Olympic Peninsula Gateway Visitor Center, located near Highways 19 and 104. This transition follows the Jefferson County Historical Society's (JCHS) decision to cease management, and the TCC was the sole respondent to an RFP. The agreement details staffing, operational costs, and plans for refreshing the facility.

Key Points

  • The Jefferson County Historical Society (JCHS) informed the County on October 24, 2022, that it no longer wished to manage the Gateway Visitor Center (GVC).
  • The County issued an Request for Proposals (RFP) on January 25, 2023, and TCC submitted the only proposal.
  • The TCC agreement aims to ensure continuity of management, staff the center, and promote tourism, focusing particularly on encouraging longer visitor stays in Jefferson County.
  • TCC will act as a "pass-through agency" and fiscal agent for GVC operations, retaining any revenue generated (e.g., gift shop sales). The TCC will not incur liability beyond the contract sum.
  • The County retains responsibility for maintenance and upkeep of the GVC facility, including utilities, roof, exterior walls, foundations, and repairs.
  • Proposed key staff for TCC GVC operations include Bill Roney (Manager), Liz Arp (Bookkeeper), Tim Resema' (Lead Volunteer), Tim Caldwell (JCHS board liaison), and Steve Shively (Project Manager/Marketing Coordinator).

Financials

  • Total agreement amount for 2023: $68,465.
  • Funding is provided by Fund 125, the Lodging Tax Fund.
  • Breakdown of 2023 expenses:
    • Utilities: $6,550
    • Labor/Tax (Manager + Vol. develop.): $67,000
    • Maintenance/grounds/Insurance: $10,000 (Note: The County is responsible for maintenance per Section 3.5, but this is listed as a TCC expense.)
    • Office/VIC supplies & marketing: $8,450
    • Total listed budget: $92,000 (The contract amount is $68,465, leaving an apparent discrepancy in the detailed budget vs. the contract amount.)
  • The County previously secured an additional $15,000 from the Lodging Tax Advisory Committee (LTAC) for transitional personnel costs and $30,000 for deferred maintenance/refreshing the facility.
  • A revolving checking account (Fund 125) will be established by the County to handle time-sensitive GVC orders/invoices.

Alternatives

An RFP process was conducted and only TCC responded.

Community Input

The Lodging Tax Advisory Committee (LTAC) reviewed and recommended funding TCC's proposal.

Timeline

  • 2022-10-24: JCHS notified the County of intent to cease GVC management.
  • 2023-01-25: County issued RFP for GVC management.
  • 2023-03-13: BOCC approved LTAC recommendation for $45,000 in transitional and maintenance funding.
  • 2023-05-26: Agreement commencement date.
  • 2023-12-31: Agreement end date (except for final reports).
  • 2024-01-31: Final quarterly report due.
  • 2024-02-28: Yearly lodging tax report due.

Next Steps

The Board is recommended to approve the agreement with TCC.

Sources

  • Mark McCauley - County Administrator
  • Tourism Coordinating Council (TCC) (Contractor)
  • Jefferson County Historical Society (JCHS) (Former Manager)
  • Lodging Tax Advisory Committee (LTAC)
  • Shelly Leavens - Former Executive Director of JCHS
  • Washington State Department of Transportation (WSDOT) (Involved in surrounding road projects/issues)

Fire CARES (Community Assistance, Referral, and Education Services) Professional Services Agreement

Topic Summary

Jefferson County Public Health (JCPH) is requesting approval of a Professional Services Agreement with Gateway to Freedom and East Jefferson Fire & Rescue (EJFR) to launch the Fire CARES program. This multidisciplinary team aims to address substance use and mental health needs, reduce non-emergent 911 calls, and improve community well-being in Jefferson County.

Key Points

  • The Fire CARES program is designed to reduce the incidents and severity of substance use and/or mental health disorders.
  • The core of the program is a multidisciplinary team: A Firefighter/EMT (or Paramedic) trained in crisis intervention, a Social Worker/Mental Health Professional, and a Substance Use Disorder Professional.
  • The team will respond to behavioral health needs at the request of fire and police, and perform case management and field-based follow-up, emphasizing connection to long-term services.
  • The CARES model prioritizes serving the entire community, from youth to seniors, and aims to reduce the impact of non-emergent 911 calls.
  • High frequency utilizers of emergency medical and law enforcement systems will be targeted for follow-up and engagement.
  • Gateway to Freedom's nonprofit branch will supply items like tents, clothing, and transportation assistance when requested.
  • The program plans to track performance using metrics including the raw number of individuals served, referrals made (MH, SUD, housing/social, medical), and the number of individuals diverted from emergency services.

Financials

  • Total Contract Amount: $100,000 ($50,000 in 2023 and $50,000 in 2024).
  • Funding Source: County sales tax revenue deposited into the 131 Fund (1/10 of 1% Fund for Behavioral Health).
  • Funding is subject to sales tax revenue availability; renegotiation may occur if revenue decreases.
  • The total budget for 2023 is $313,200, funded from various sources:
    • County 1/10th of 1% Sales Tax (Fund 131): $50,000
    • Association of Washington Counties (AWC): $165,000 (Personnel) + $52,200 (Operating Costs) = $217,200
    • Behavioral Health Committee: $46,000
  • Personnel rates: Firefighter/EMT/Paramedic @ $66.69/hour; Social Worker/MHP @ $50.00/hour; SUD Professional @ $50.00/hour.
  • The County's 1/10th of 1% funds are the "payer of last resort" and may be used as match only with prior written authorization from the County Administrator.

Alternatives

  • The Professional Services Agreement resulted from an RFP process.

Community Input

  • Services and funding have been recommended to the BOCC by the Behavioral Health Advisory Committee.
  • EJFR had 384 repeat 911 callers in 2021; Port Ludlow Fire Department had 36 repeat callers in 2021.

Timeline

  • 2023-01-01: Agreement commencement date (retroactive ratification is requested).
  • 2024-12-31: Agreement end date.

Next Steps

Jefferson County Public Health requests approval of the Professional Services Agreement.

Sources

  • Apple Martine - Public Health Director
  • Anna McEnery - DD & BH Coordinator
  • Gateway to Freedom (Contractor)
  • East Jefferson Fire & Rescue (EJFR) (Contractor)
  • Behavioral Health Advisory Committee
  • Gabbie Caudill - President (Gateway to Freedom)
  • Chief Bret Black - Fire Chief (EJFR)
  • Association of Washington Counties (AWC) (Other Funding Source)

Topic Summary

The County is processing an Interagency Reimbursement Agreement (IAA24017) with the Washington State Administrative Office of the Courts (AOC) to secure $135,028.00 in funding. This money is designated to reimburse county courts for the extraordinary expenses, such as judicial, prosecutorial, and defense-related costs, incurred as a result of vacating criminal convictions under the State v. Blake decision.

Key Points

  • The agreement's purpose is to reimburse Jefferson County for "extraordinary judicial, prosecutorial, and/or defense-related costs" resulting from resentencing and vacating sentences required by the State v. Blake decision.
  • Effective July 1, 2023, the responsibility for LFO (Legal Financial Obligation) reimbursements shifts to the AOC.
  • The County's local responsibility will change to certifying the amounts owed so the AOC can pay refunds directly from the state.
  • The 2023 Legislature passed a new budget proviso to provide continuing money for Blake administrative work in the 2024 fiscal year.
  • For municipalities, reimbursable costs include actions relating to simple drug possession, cannabis, and possession of paraphernalia, based on Engrossed Substitute Senate Bill 5187, Section 114(13).
  • Costs must be incurred between July 1, 2023, and June 30, 2024, to be eligible for reimbursement.
  • Invoices must include payment documents, associated case numbers, a breakdown of expenses by judicial, prosecutorial, and defense costs, and data on case counts (vacated, resentenced, and being worked on under Blake).

Financials

  • Agreement amount: $135,028.00 (single lump sum allocation).
  • Funding Source: Washington State Administrative Office of the Courts (AOC) via new legislative budget proviso.
  • Fiscal Impact: "Budget neutral" as the funds are intended to reimburse Superior and District Courts for Blake-related work. A supplemental appropriation may be required.

Alternatives

None specified.

Community Input

None present.

Timeline

  • 2023-07-01: Performance under the agreement begins.
  • 2024-06-30: Performance ends.

Next Steps

The Board of County Commissioners is recommended to approve the Interagency Reimbursement Agreement with the AOC.

Sources

  • Amanda Hamilton - County Clerk/Jurisdiction Program Manager
  • Washington State Administrative Office of the Courts (AOC) (Contracting Entity)
  • Christopher Stanley - Chief Financial and Management Officer (AOC Signatory)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • State v. Blake (Judicial decision leading to expenses)
  • Engrossed Substitute Senate Bill 5187, Section 114(13) (Legislative source for reimbursement scope)

Agreement for Early Childhood Services with OlyCAP

Topic Summary

Jefferson County Public Health (JCPH) is requesting approval of a Memorandum of Understanding (MOU) with Olympic Community Action Programs (OlyCAP) for Early Childhood Services (ECS). This MOU is a voluntary, non-financial commitment designed to formalize collaboration between JCPH and OlyCAP-ECS to enhance the health, development, and service coordination for young children and their families in Jefferson County.

Key Points

  • The MOU formalizes a working relationship between JCPH and OlyCAP ECS by outlining mutual responsibilities to benefit young children and their families.
  • OlyCAP ECS responsibilities include referring eligible Early Head Start/Head Start, ECEAP, and child care families to JCPH services (Family Health Services, WIC, etc.) and coordinating follow-up care with signed consent.
  • OlyCAP will provide center-based and/or home-based comprehensive child development programs to eligible families.
  • JCPH responsibilities include providing WIC (Supplemental Nutrition Program) services to eligible women, infants, and children, and sharing medical information (height, weight, etc.) with OlyCAP for service delivery, contingent on signed consent.
  • Shared responsibilities include collaborating on training opportunities for the community (e.g., breast feeding, substance abuse) and sharing outreach materials and program data for community needs assessment.
  • JCPH will refer eligible families to OlyCAP's programs (Early Head Start, ECEAP, etc.).

Financials

  • None specified. "There is no financial component to this Memorandum of Understanding."

Alternatives

None specified.

Community Input

None present.

Timeline

  • 2023-05-15: Effective date of the MOU.
  • The term continues until terminated at the request of either party.

Next Steps

JCPH management requests approval of the Memorandum of Understanding.

Sources

  • Apple Martine - Public Health Director
  • Denise Banker - Community Health Director
  • Olympic Community Action Programs (OlyCAP), Early Childhood Services (Contracting Entity)
  • Philip C. Hunsucker, Chief Civil Deputy Prosecuting Attorney

Amendment to Support North Pacific Coast Marine Resources Committee Projects

Topic Summary

Jefferson County Public Health (JCPH) requests approval for Amendment #2 to an Interagency Agreement with the Washington Department of Fish and Wildlife (WDFW), increasing the total funding by $14,076 to $168,076. These additional funds are specifically for a Twin Harbors Waterkeeper project focused on teacher and student training concerning North Pacific coastal watershed issues.

Key Points

  • Amendment #2 increases the contract value to support the North Pacific Coast Marine Resources Committee (NPC MRC) and its projects.
  • The additional $14,076 is specifically allocated to Task 9: "Twin Harbors Waterkeeper - Muddy Boots in Your Watershed: Support for Teachers and Classrooms on the North Pacific Coast."
  • This task serves as a matching contribution to a NOAA B-WET grant for a program titled "From Headwaters to the Ocean – Muddy Boots in Your Watershed for Coastal High School Students."
  • The program aims to provide experiential learning for 30 teachers and 300 high school students in seven school districts in North Pacific coastal areas (Lake Quinault, Quileute Tribal School, Taholah, Rochester, Ocosta, Oakville, and Aberdeen).
  • Topics covered include sea level rise, ocean acidification, wildfires, water pollution, and salmon habitat restoration.
  • Key deliverables include the teacher training workshop, sign-in sheets/photos, and final DFW report form submission.

Financials

  • Additional funding: $14,076.
  • New total agreement amount: $168,076.
  • Funding Source: State General Fund, administered through the WDFW Coastal MRC Program.
  • Breakdown of $14,076 cost: $4,785 for equipment and $9,291 for the workshop.
  • Fiscal Impact: No impact to the Jefferson County General Fund and no match requirements for the County.

Alternatives

None specified.

Community Input

None present.

Timeline

  • 2021-07-01: Original contract period start date.
  • 2023-03-30: Amendment #2 effective date.
  • 2023-06-26 to 2023-06-28: Teacher training workshop held in Ocean Shores at the Quinault Beach Resort and Casino.
  • 2023-06-30: Contract end date and deliverable deadline.

Next Steps

JCPH Management recommends BOCC signature for Amendment #2.

Sources

  • Pinky Mingo - Environmental Public Health and Water Quality Director
  • Tami Pokorny - Natural Resources Program Coordinator
  • WA Dept. of Fish and Wildlife (WDFW) (Contracting Entity)
  • Twin Harbors Waterkeeper (Project Sponsor/Performer)
  • Chris Waldbillig - WDFW MRC Coordinator
  • NOAA B-WET Grant (Matching Grant Source)

Solid Waste Fee Schedule Update and Public Hearing Notice

Topic Summary

The Public Works Department is updating the Board on proposed revisions to the Solid Waste fee schedule and seeking approval to publish a public hearing notice. The updated fees, planned for implementation following scale software updates and public notice, are necessary because operational costs have increased at least 3% annually since 2019, drawing down operational and capital reserve funds to an imprudent minimum. Key proposals include increasing minimum transaction fees at the Transfer Station and the Quilcene Drop Box, and changing the fee adoption method from ordinance to resolution.

Key Points

  • Fees charged for solid waste services haven't been adjusted since 2019, while operational costs (salaries, equipment, contracts) have increased by at least 3% per year.
  • The goal is to rebuild fund balances needed for Capital improvements and emergency equipment replacement, which are currently depleted.
  • Proposed Benchmarks: Increase the reserves benchmarks to 25% for both:
    1. Reserved capital fund balance (of current capital replacement value).
    2. Reserved operations fund balance (of projected annual total expenditures).
    3. Current capital fund balance ($915,839) is significantly below the proposed 25% benchmark ($2,041,871), indicating a deficit of over $1.1 million.
  • Transfer Station Fee Revisions:
    • Solid waste disposal rate (per ton): Adjust annually by 2.5% until fund balances meet benchmarks. The 2023 Fee with tax is proposed to be $167.00/ton, up from $144.00/ton in 2014.
    • Minimum charge (scale transit fee): Increase from $10.00 to $20.00 for loads up to 240 lbs (up from 120 lbs).
    • Non-disposal weight charge (for weighing loads only): Increase from $5.66 to $20.00.
    • Yard Debris: Upon City of Port Townsend adoption, begin charging a minimal fee of $20.00 for up to 800 lbs (up from $5.00 for 200 lbs or less), retaining the $48.00 per ton fee above 800 lbs.
  • Quilcene Rural Drop Box Revisions:
    • Minimum fee: Establish a minimum fee of $15.00 for up to two 32-gallon containers (up from $6.00 for one container).
    • Loose Garbage: Replace the visual estimator with a new table based on truck size and load height (e.g., Full Size Truck up to Rail Height: $63.35, up to $126.70 for Above Cab). Quilcene lost money ($15,105) in 2022.
  • Fee Adoption Method: Proposing to change the process for adopting and amending fee schedules from an ordinance to a resolution, adding a new chapter (JCC 8.10) to facilitate this change.
  • Moderate Risk Waste: Fees for Small Quantity Generator customers at the ceased Moderate Risk Waste Facility are no longer applicable as customers now pay the vendor directly at remote collection events.

Financials

  • Total Solid Waste Expenditures (projected 2023): $4,217,993.
  • Projected Reserved Capital Fund Balance (end 2023): $915,839.
  • Projected Reserved Operations Fund Balance (end 2023): $1,398,348.
  • The fund balances have been "drawn down" to maintain current fees, decreasing the operating reserve from $2.2M in 2022 to an estimated $1.2M at the end of 2023.
  • Refrigerated Appliance Disposal: Loss estimated at $21,017 in 2021 due to insufficient fees to cover disposal/shipping. New efficient handling strategy (local vendor servicing) is expected to make this program cost-neutral.
  • Regional Average Tipping Fee (excluding Jefferson): $145.61/ton. Jefferson County current fee: $162.93/ton.

Alternatives

  • The primary alternative presented is continuing the current fees, but this is assessed as "imprudent" and risky in the event of a protracted recession.

Community Input

  • A briefing was held for the BOCC on April 17, 2023.
  • Port Townsend City Council staff briefed City Council on yard debris changes on May 1, 2023.
  • The Solid Waste Advisory Committee (SWAC) was briefed on May 25, 2023, and the Board of Commissioners requested that SWAC provide a formal recommendation to the BOCC (as noted in the Consent Agenda video text).
  • Public comment was received during the June 5 meeting.

Timeline

  • 2023-04-17: Staff briefing to BOCC.
  • 2023-06-26: Public Hearing set for Monday, June 26, 2023, at 10:00 a.m.
  • Proposed start date of new fees: 60 days after adoption and publication of the ordinance.
  • Fee adjustments (2.5% annual increase) begin on the first business day of 2025.

Next Steps

The Board approved the hearing notice for June 26, 2023. Staff is directed to continue working with the Prosecuting Attorney's Office to finalize draft revisions to Jefferson County Code (Title 8, Appendix Fee Schedules) and the accompanying Resolution.

Sources

  • Al Cairns - Solid Waste Manager
  • Monte Reinders - Public Works Director/County Engineer
  • Solid Waste Advisory Committee (SWAC)
  • Mark McCauley - County Administrator
  • Kitsap County Planning (Provided regional benchmark data)

Future Staffing Agreement for Pleasant Harbor Master Planned Resort (PHMPR)

Topic Summary

The Board is considering a "Future Staffing and Consultant Agreement" with Pleasant Harbor Marina and Golf Resort, LLC (PHMPR) stemming from a prior legal settlement regarding billing disputes. This new agreement dictates how Jefferson County will manage future permitting applications and required environmental monitoring related to the Master Planned Resort, ensuring that PHMPR covers the costs of all necessary outsourced professional services and staff time.

Key Points

  • The PHMPR Development Agreement stems from BOCC Ordinances adopted in 2018 (Development Regulations and Development Agreement), preceded by a 2015 project-specific final supplemental EIS (FSEIS).
  • The "Future Staffing Agreement" is a mandatory component required by a Settlement Agreement dated March 22, 2022, resolving a "Past Billing Dispute" where PHMPR claimed County fees violated RCW 82.02.020.
  • The agreement ensures timely processing of permits by having PHMPR pay for external staff/consultants, as the Department of Community Development (DCD) lacks the internal capacity to handle the workload.
  • Consultant Staffing Structure:
    • Jefferson County will hire a Contract Planner and Other Consultants (as needed) whose services and selection are paid for by PHMPR. PHMPR must approve the nomination of these Consultants.
    • PHMPR shall hire the Environmental Consultant (initial selection is Scott Bender, C.G.W.P., R.P.G.) and pay for them via a reserve maintained by PHMPR.
  • Environmental Monitoring: PHMPR must provide the Baseline Water Quality Report required by the Water Quality Monitoring Plan (Appendix N to the Development Agreement) at least 60 days prior to submitting the first development application. PHMPR must pay JCWQ (Water Quality Division) for the reasonable costs of reviewing this data.
  • Invoice and Dispute Resolution: A detailed billing process is established requiring invoices to be submitted within 30-45 days of service and allowing PHMPR 30 days to object. Undisputed amounts must be paid within 45 days.

Financials

  • Final Settlement Payment: PHMPR must pay the County $83,823.16 upon the Agreement becoming effective, completing the remaining one-half of the settlement amount.
  • Retainer Account: PHMPR must deposit an initial $30,000 into a Retainer Account maintained by the County Auditor/Treasurer.
  • The retainer must be immediately replenished if used to cover unpaid undisputed invoices.
  • Retainer Violation: Failure to replenish the retainer results in immediate suspension of all work on pending permit applications by County staff and consultants.
  • All costs for the Building Inspector, Contract Planner, and Other Consultants are paid for by PHMPR.

Alternatives

  • The agreement itself is a negotiated derivative of a settlement; rejection risks reigniting the billing dispute.

Community Input

  • Public comment was called for on the motion to approve the agreement, but no comments were received.
  • Legal challenges were previously resolved, affirming the 2008 and 2018 BOCC Ordinances regarding the Master Planned Resort.

Timeline

  • 2008-01-28: Zoning Ordinance adopted.
  • 2018-06-04: Development Regulations and Development Agreement adopted.
  • 2022-03-22: Settlement Agreement (requiring this document) signed.
  • 2023-05-15: PHMPR signed the proposed agreement.
  • 2024 (Expected): PHMPR expects to submit its first development permit application.

Next Steps

The Board is recommended to approve and sign the future staffing agreement.

Sources

  • Mark McCauley - County Administrator
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • PHMPR (Pleasant Harbor Marina and Golf Resort, LLC) (Developer/Contractor)
  • M. Garth Mann - PHMPR Manager
  • Scott F. Bender, C.G.W.P., R.P.G. (Environmental Consultant - consented to by County)
  • DCD (Department of Community Development) (County Staff)
  • EPH (Environmental Public Health) (County Staff)
  • JCWQ (Jefferson County Public Health Water Quality Division) (County Staff)
  • RCW 82.02.020 (Fee collection authority)

2023 Conservation Futures Fund Citizen Oversight Committee (CFCOC) Recommendations

Topic Summary

The CFCOC presented its recommendations for the 2023 funding cycle, requesting $186,000 to fully fund all three applications submitted by the Jefferson Land Trust. The available funding for projects this cycle is $230,000. All three projects focus on protecting and restoring important habitat and agricultural land: Lower Chimacum Creek Mainstem Acquisitions, North Barry Snow Creek, and Schmidt Farm – Phase II of Quilcene Headwaters to Bay project.

Key Points

  • Three applications were received, all sponsored by Jefferson Land Trust (JLT) and located outside the City of Port Townsend.
  • The CFCOC unanimously recommended all three projects for full funding, despite a scoring system indicating that only the Schmidt Farm project automatically met the 70% threshold.
  • The Committee noted they typically request a conversation/workshop to clarify scoring on agricultural properties and habitat claims.
  • Project Ranking (by score):
    1. Schmidt Farm - Phase II of Quilcene Headwaters to Bay: 236.182 points (74% of available points).
    2. Lower Chimacum Creek Mainstem Acquisitions: 224.455 points (70%).
    3. North Barry Snow Creek: 214.727 points (67%).
  • The CFCOC passed a motion (11-1 vote) finding all three projects "worthy of funding," followed by a unanimous motion to recommend full funding for all requested amounts.
  • Dosewallips Lazy C Project Funds: The Committee agreed to leave previously designated funds with this past project, whose landowner withdrew willingness to sell, making the funds available if the project revives.

Financials

  • Total funding requested for all three projects: $186,000.
    • Acquisition funding requested: $171,000.
    • Operations and Maintenance (O&M) requested: $15,000 ($5,000 per project).
  • Total Conservation Futures Funds available for 2023 projects: $230,000 (including up to $43,000 for O&M).

Alternatives

  • The Committee considered potentially funding less than all three projects based strictly on scoring below the 70% threshold but ultimately decided that all three were worthy.

Community Input

  • The projects underwent a site visit (March 29, 2023) and presentation/Q&A session (April 4, 2023).
  • The CFCOC discussions highlighted public perception issues with some historical reports being deferred or incomplete, especially concerning the criteria for perennial stewardship and defining broad community input.

Timeline

  • 2023-04-25: CFCOC Ranking Meeting where the final recommendations were decided.
  • Upcoming: Public hearing on the approval of these projects.

Next Steps

The Board is requested to review the three proposals, hear the CFCOC Chair's presentation, and then hold a public hearing in the coming weeks to make the final funding determinations.

Sources

  • Cameron Jones - CFCOC Chair
  • Tami Pokorny - Natural Resources Program Coordinator/Staff Contact
  • Michael Dawson - Environmental Public Health Water Quality Manager
  • Jefferson Land Trust (Sponsor/Applicant)
  • Mary Biskup, Guy Dobyns, Rob Harbour, Richard Jahnke, Kalyn Marab, E. Ryan McMackin, Joanne Pontrello, Ron Rempel, Craig Schrader, Dave Wilkinson (CFCOC Voting Members)

Conservation Futures Project: Lower Chimacum Creek Mainstem Acquisitions

Topic Summary

Jefferson Land Trust (JLT) and Washington Department of Fish & Wildlife (WDFW) seek $52,000 in Conservation Futures Funds (CFF) to acquire rights to and restore 3.14 acres across three contiguous parcels in Port Hadlock along the lower Chimacum Creek. The acquisition aims to protect critical habitat for the Endangered Species Act (ESA)-listed Hood Canal Summer chum following years of threats from development, slope erosion, and neighborhood dumping.

Key Points

  • The project involves protecting three parcels: Rehabilitation Research Institute (RRI, 0.23 acres), Ota (0.11 acres), and Hanson (2.8 acres).
  • Overarching Goal: Permanently preserve these parcels and restore the riparian habitat to control erosion and siltation in the prime Summer chum spawning area.
  • Physical threat: Two properties (RRI and Ota) include steep slopes vulnerable to erosion, which delivers fine sediments lethal to spawning salmon. The RRI parcel has a history of development attempts and neighborhood dumping.
  • Acquisitions Plan:
    • RRI and Ota properties are proposed for fee-simple ownership by WDFW (expected) or JLT.
    • Hanson property (600 ft of creek habitat) is proposed for a conservation easement, with the possibility of JLT purchasing the northern portion in fee-simple.
  • Restoration: After acquisition, the North Olympic Salmon Coalition (NOSC) will manage stabilization, noxious weed removal, and native replanting over a 5-year timeline.
  • The acquisition will grant partners "site control" necessary to proceed with restoration efforts.
  • The area is designated as "priority aquatic" and a "Fish & Wildlife Conservation Area" by the County Critical Areas designations, but zoning is Rural Residential (RR 1:5) within an Urban Growth Area (UGA). County regulations may not adequately prevent development.

Financials

  • Total CFF Request: $52,000 ($47,000 for acquisition, $5,000 for O&M).
  • Total Project Cost: $217,750.
  • CFF funds represent 24% of the Total Project Cost.
  • Matching Funds: $165,750 (76%), primarily anticipated from the State Salmon Recovery Funding Board (SRFB). SRFB funds are expected by September 2023.
  • Assessed Values of APNs: RRI: $20,100; Ota: $1,200; Hanson: $499,288.
  • Estimated Acquisition/Easement Cost: $150,000.

Alternatives

  • The alternative of failing to secure the properties risks continued degradation, slope sloughing, and delays in restoration. The RRI property is actively being marketed for sale.

Community Input

  • Jamestown S’Klallam Tribe: Strongly supports the project, citing treaty-reserved rights for salmon access and the need for high priority property protection.
  • Washington Department of Fish and Wildlife (WDFW): Supports the application, has a long-standing relationship with JLT, and is interested in becoming the long-term owner of two parcels.
  • Jefferson County Conservation District: Supports the project and is eager to assist with riparian planting and related restoration work.
  • North Olympic Salmon Coalition (NOSC): Supports the application, assists with restoration planning/implementation, and provides match funding for future restoration.

Timeline

  • 2023 (Summer/Autumn): Secure CFF funding (approval by County Commissioners).
  • 2023 (Late) – 2025: Purchase fee-simple interest and conservation easement.
  • 2024-2029: Restoration activities (fencing, weed removal, stabilization, planting) in partnership with NOSC.

Next Steps

The objective is to secure County CFF funding approval to move forward with the match-dependent acquisition phase.

Sources

  • Jefferson Land Trust (Applicant)
  • Sarah Spaeth - Director, Conservation & Strategic Partnerships (JLT)
  • Washington Department of Fish & Wildlife (WDFW)
  • North Olympic Salmon Coalition (NOSC)
  • Salmon Recovery Funding Board (SRFB)
  • Christine S. Ota (Willing landowner/intends to donate)
  • Eric A. Hanson (Willing landowner)
  • Rehabilitation Research Institute (Current owner/actively marketing property)

Conservation Futures Project: North Barry Snow Creek Acquisition

Topic Summary

Jefferson Land Trust (JLT) is applying for $74,000 in Conservation Futures Funds (CFF) to acquire the fee-simple interest in the 20.45-acre North Barry property along Snow Creek. This acquisition is critical for protecting 1,363 feet of stream habitat for threatened summer chum and winter steelhead, and integrating the land into an established conservation corridor supported by partners since 2001.

Key Points

  • JLT proposes acquiring fee-simple title to two parcels (20.45 acres total) along Snow Creek near Quilcene.
  • Conservation Values: The property protects stream and riparian buffer habitat, critical for spawning ESA-listed threatened Summer chum and winter steelhead, and complements over 20 years of conservation work in the Snow and Salmon Creek watersheds.
  • The property includes former farmland on the east side dominated by invasive weeds (Himalayan blackberries, reed canary grass, Japanese knotweed) and steep regenerating forest uplands to the west.
  • Threat: The current landowner approached JLT interested in selling only for conservation, presenting a unique opportunity that would otherwise be lost to potential residential conversion, which would negatively impact the functioning riparian habitat.
  • Restoration Plans: Long-term management will focus on enhancing riparian and upland forest diversity, including designing and constructing engineered log jams and extensive noxious weed removal.
  • The total property includes 1,363 ft of Snow Creek (approx. river mile 2.5).
  • Unguided public access will not be developed due to public safety concerns related to its proximity to the Hwy 101/104 onramp.

Financials

  • Total CFF Request: $74,000 ($69,000 for acquisition, $5,000 for O&M).
  • Total Project Cost: $159,000.
  • CFF portion is 47% of the total cost.
  • Matching Funds: $85,000 (53%), pending from the WA State Salmon Recovery Funding Board. Matching funds are expected in late 2023.
  • Acquisition-related costs ($35,000) and Project Administration ($9,000) will be covered by the Salmon Recovery Funding Board match.
  • Estimated Acquisition Cost: $110,000 (based on JLT's experience with fair-market appraisals).

Alternatives

None specified.

Community Input

  • The project is aligned with the Hood Canal Coordinating Council’s 2023 Salmon Recovery Program Priorities, which name the "protection of highly functioning habitat" in the Snow-Salmon Creek watershed as a priority.
  • The area is classified by WDFW as having Priority Habitats (Freshwater Emergent Wetland, etc.) and is a potential Northern Spotted Owl territory site.
  • The landowner, Ethelyn "Lyn" Barry, is a willing seller and is familiar with JLT's conservation work through other family members.

Timeline

  • JLT needs to secure CFF grant funds before hiring an appraiser (condition of feasibility).
  • 2023 (Late): Salmon Recovery Funding Board funding decision expected.
  • 2024 (Autumn): Acquisition completion objective.

Next Steps

The objective is to secure County CFF funding approval to hire an appraiser and proceed with the match-dependent acquisition phase.

Sources

  • Jefferson Land Trust (Applicant)
  • Sarah Spaeth - Director of Conservation & Strategic Partnerships (JLT)
  • Ethelyn “Lyn” Barry (Willing Landowner)
  • Salmon Recovery Funding Board (SRFB) (Primary Matching Source)
  • Hood Canal Coordinating Council (HCCC) (Salmon Recovery Plan authority)
  • Washington Department of Fish and Wildlife (WDFW) (Priority Habitat reference)

Conservation Futures Project: Schmidt Farm (Quilcene Headwaters to Bay Phase II)

Topic Summary

Jefferson Land Trust (JLT) seeks $60,000 in Conservation Futures Funds (CFF) to acquire two permanent conservation easements (CE and Navy REPI easement) on the 67-acre Schmidt Farm in Quilcene. This project safeguards prime agricultural soils and vital Jakeway Creek riparian habitat for fish and water quality. It constitutes Phase II of the larger Quilcene Headwaters to Bay project, heavily leveraging federal and state grant match.

Key Points

  • JLT proposes acquiring both a conservation easement (held by JLT) and a Navy Readiness and Environmental Protection Integration (REPI) easement on the two parcels totaling 67 acres.
  • Primary Goal: To protect valuable farmland with prime soils and riparian habitat along Jakeway Creek, linking adjacent conserved lands (Mahan CE, Lower Donovan Creek Preserve).
  • Agricultural Value: The farm has been in continuous use for nearly 100 years, possesses "prime agricultural soils" (Wapato/Casey silt loam), and retirement of estimated development rights will help keep the land affordable for future farmers.
  • Habitat Value: Jakeway Creek flows through the property, hosting coho and cutthroat trout, and providing WDFW Priority Freshwater Emergent/Forested/Shrub Habitat. The land is directly adjacent to the Quilcene Bay estuary.
  • Protection Mechanism: The easements will restrict further residential development (retiring an estimated two additional development rights), limit impervious surfaces, and designate a permanent buffer along Jakeway Creek for potential restoration.
  • Immediacy: The current landowners are of retirement age and are anxious to complete the preservation effort and sell the farm quickly in 2023.
  • The location is in an area that is under-represented by CF funded projects (Bolton Peninsula).
  • The property is recognized locally as having historic/cultural resources, noted on an 1856 map as the site of a S’Klallam Indian village.

Financials

  • Total CFF Request: $60,000 ($55,000 for acquisition, $5,000 for O&M).
  • Total Project Cost Estimate: $574,600.
  • CFF funds represent only 10% of the Total Project Cost.
  • Matching Funds: $514,600 (90%) from:
    • State Farmland Preservation Program: $280,000 (funding expected 09/2023).
    • Navy REPI program: $234,600.
  • Estimated Easement Acquisition Value: $500,000.

Alternatives

  • The primary threat is the loss of farmland to subdivision and residential development due to escalating property values and proximity to Scenic Puget Sound areas.

Community Input

  • The project is strongly endorsed by the Jefferson County Conservation District and aligns with the Jefferson Co. Comprehensive Plan directive to protect prime agricultural soils.
  • Jamestown S’Klallam Tribe: Historical/cultural significance due to proximity to a travel route/village site.
  • The Conservation District previously worked with the Schmidts in 1995 to stabilize and plant Jakeway Creek riparian areas.

Timeline

  • 2021-02-15: Landowner Acknowledgement Form signed.
  • 2023-09-XX: State Farmland Preservation Program funding expected.
  • 2023 (Late): Proposed closing on the conservation easement purchase.

Next Steps

The objective is to secure County CFF funding approval to finalize the easements and move forward with the acquisition and eventual sale-for-farming/transfer-of-ownership.

Sources

  • Jefferson Land Trust (Applicant)
  • Sarah Spaeth - Director of Conservation & Strategic Partnerships (JLT)
  • Paul A. and Mary Schmidt (Willing Landowners)
  • Al Latham - Board Member, Jefferson Co. Conservation District
  • Navy Readiness and Environmental Protection Integration (REPI) Program (Matching Funder)
  • State Farmland Preservation Program (Matching Funder)

Proclamation: Declaring June 2023 as Ride Transit Month

Topic Summary

The Board is proclaiming June 2023 as "Ride Transit Month" in Jefferson County to celebrate public transportation, honor transit operators, and promote the benefits of transit use, including safety, reduction of congestion, and lowered CO2 emissions.

Key Points

  • Public transit provides nearly 250 million passenger trips annually in Washington State.
  • Transit use in Washington eliminates 371,000 metric tons of CO2 emissions annually (equivalent to 28,272 cars for one year).
  • Transit trips are 10 times safer per mile than car trips.
  • Jefferson Transit Authority (JTA) provided 185,370 annual fixed route passenger trips in 2022.
  • In 2022, JTA eliminated all fares for riders on its vehicles, except for the #14 Kingston Express, enhancing equitable transportation options.
  • The new #14 Kingston Express route connects residents to Seattle via the Kitsap Fast Ferry.

Financials

None specified. "There is no fiscal impact to Jefferson County."

Alternatives

None specified.

Community Input

  • Nicole Gauthier, General Manager of Jefferson Transit Authority, and Kelsey Mesher, Interim Executive Director of Transportation Choices Coalition, were present.
  • Nicole Gauthier provided comments on JTA activities, including a driver winning a "Bus Roadeo" event.

Timeline

  • June 2023: Declared Ride Transit Month.

Next Steps

The motion to approve the proclamation as edited (typos were noted) carried unanimously.

Sources

  • Nicole Gauthier - General Manager, Jefferson Transit Authority
  • Kelsey Mesher - Interim Executive Director, Transportation Choices Coalition

Proclamation: Declaring June 2023 as Pride Month

Topic Summary

The Board is proclaiming June 2023 as "Pride Month" in Jefferson County to celebrate the contributions, rights, and dignity of the LGBTQ+ community, while acknowledging the violence and harassment faced by transgender individuals and LGBTQ+ youth.

Key Points

  • The proclamation recognizes that sexual and gender identity are fluid and non-binary concepts.
  • It highlights concerns about tragic levels of violence against transgender people, especially youth and women of color, and disproportionate risk of self-harm and suicide among LGBTQ+ youth facing bullying.
  • The County is committed to implementing policies that protect the rights and dignity of all individuals, aligning with the Human Rights Proclamation passed on February 6, 2023.
  • The proclamation encourages residents and visitors to celebrate the vibrant LGBTQ+ community and renew commitment to ensuring civil rights for all.

Financials

None specified.

Alternatives

None specified.

Community Input

  • Becca Mack, representing the Olympic Pride Board of Directors of LGBTQ+, thanked the Commissioners.

Timeline

  • June 2023: Declared Pride Month.
  • The proclamation date was edited from 2022 to 2023.

Next Steps

The motion to approve the proclamation as edited carried unanimously.

Sources

  • Becca Mack - Olympic Pride Board of Directors

Outdoor Burn Ban Resolution and Fire Risk Guidelines

Topic Summary

The Board considered adopting a proposed resolution (Resolution No. 21-23) to establish a Jefferson County Outdoor Burn Ban and Fire Risk Burn Level Restriction Guidelines for the 2023 Fire Season. This action was driven by the need to address contradictions between DNR and County burn restrictions and to provide more flexibility and clarity to enforcement based on real-time fire danger levels. The resolution was passed unanimously.

Key Points

  • The previous resolution in 2022 (Resolution No. 30-22) adopted DNR guidance regarding recreational fires, but DPA Hunsucker noted that DNR did not prohibit open fires last year, leading to a "gap in protection for County forest land."
  • The proposed resolution aims to address this gap, giving the Fire Marshal (after consultation with Fire Chiefs) the authority to declare a ban on all open outdoor burning, including recreational fires, prior to DNR recommendations, or beyond any time limit in DNR guidance.
  • The fire chiefs recommend adopting a county-wide burn ban this fire season.
  • A proposed Fire Chief’s Risk Matrix system outlines five risk levels (Low, Moderate, High, Very High, Extreme) corresponding to allowable/restricted fire activities. For example, at Low/Level 1, recreational wood fires are typically allowed, but Land Clearing / Yard Debris Fires are banned July 1 – Sept 30 in unincorporated areas, and UGA Land Clearing / Yard Debris fires are CLOSED YEAR ROUND.
  • At Extreme/Level 5, all outdoor fire, burning, or discharge of any kind is CLOSED.
  • Enforcement mechanisms are planned to be based on a new ordinance (to be developed later, replacing Resolution 42-05) incorporating code enforcement, infractions, and criminal approaches for maximum flexibility.
  • The new resolution (Res. 21-23) was approved and sets the Burn Ban and risk restriction guidelines for the 2023 fire season.

Financials

  • None specified. "None."

Alternatives

  • Staff recommended keeping the current system for 2023 (using a resolution) while directing staff to develop a comprehensive new ordinance for future years that provides transparent, predictable regulation and includes enforcement mechanisms based on the risk matrix. The Board acted on Resolution No. 21-23.

Community Input

  • Don Svetich (Quilcene Fire Chief) reviewed the current fire danger and the proposed Western Washington Fire Danger Operating Plan and Fire Danger Rating Areas.
  • Brian Tracer (Assistant Chief of East Jefferson Fire and Rescue) reviewed enforcement and strongly requested the Commissioners take action today on the proposed resolution.
  • Public comment was called for on the motion to approve the resolution, but none was received.

Timeline

  • 2023-06-05: Resolution No. 21-23 approved and effective immediately.
  • 2023-12-31: Resolution No. 21-23 becomes null and void.
  • Future: Staff is directed to develop a new ordinance to replace Resolution No. 42-05 for future years.

Next Steps

The Board approved Resolution No. 21-23, establishing guidelines and providing the Fire Marshal authority for the 2023 fire season. Fire personnel discussed how the new metrics will affect the 4th of July firework activities.

Sources

  • Philip Hunsucker - Chief Civil Deputy Prosecuting Attorney (DPA)
  • Phil Cecere - Jefferson County Fire Marshal
  • Don Svetich - Chief of the Quilcene Fire District
  • Brian Tracer - Assistant Chief of East Jefferson Fire and Rescue
  • Washington State Department of Natural Resources (DNR)
  • Olympic Region Clean Air Agency (ORCAA)
  • Resolution No. 42-05 (Preceded burn ban authority)
  • WAC 173-425-030(16) (Outdoor burning definition)
  • Uniform Fire Code Chapter 2 (Recreational fire definition)

Interagency Collaborative Group (ICG) Special Meeting

Topic Summary

The Commissioners discussed the cancellation of a recent Intergovernmental Collaborative Group (ICG) meeting/informational session and noted that a special meeting of the ICG has been scheduled for late June.

Key Points

  • The planned ICG meeting/informational session was cancelled.
  • A Special Meeting of the ICG has been scheduled.

Financials

None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2023-06-26: Upcoming Special Meeting of the ICG at 6:00 p.m.

Next Steps

Attend the upcoming Special Meeting.

Sources

None specified.

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