PACKET: Commissioner Meeting at Mon, Jun 12, 09:00 AM

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Consolidated Contract Amendment #13 for Public Health Services (DOH)

Topic Summary

Jefferson County Public Health (JCPH) requested approval for Amendment #13 to its 2022-2024 Consolidated Contract with the Washington State Department of Health (DOH). This amendment adds specific funding and a statement of work for COVID-19 vaccination services, prioritized by the local health jurisdiction. The total maximum consideration for the Consolidated Contract increased to $4,407,844.

Key Points

  • The purpose of the Amendment is to add a statement of work and funding specifically for the LHJ COVID-19 Gap Supplemental-ARPA program.
  • This new funding is intended to support COVID-19 vaccination services, emphasizing those outside usual methods (e.g., pop-up, mobile, non-clinical facilities, non-traditional hours).
  • The funds may also be used for supplemental activities like testing, investigation, and contact tracing to limit the spread of COVID-19, ensuring culturally and linguistically responsive resources.
  • Specific activities under the new program include submitting vaccine use data to the WA IIS database within 48 hours and ensuring fair/equitable registration processes.
  • JCPH must maintain records for contact tracing (CREST) and case investigation (WDRS) metrics and conduct supporting surveillance activities (minimum 0.5 FTE Epidemiologist).

Financials

  • Additional Amount (Amendment No. 13): $35,651
  • Revised Total Contract Amount: $4,407,844
  • New Funding Program: LHJ COVID-19 Gap Supplemental-ARPA: $35,651
  • The Consolidated Contract is funded by DOH, comprising both Federal ($2,138,855 total) and State ($2,268,990 total) funds.
  • The new supplemental funding period is January 1, 2023, through June 30, 2023, and is classified as Federal Subrecipient funding (ARPA).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2022-01-01 to 2024-12-31: Consolidated Contract term
  • 2023-01-01 to 2023-06-30: Effective Period of Performance for the LHJ COVID-19 Gap Supplemental-ARPA funding.

Next Steps

The Board unanimously approved and adopted the consent agenda, which included this Agreement Amendment.

Sources

  • Apple Martine - JCPH Director
  • Veronica Shaw - JCPH Deputy Director
  • Washington State Department of Health (DOH)

Vacation of Gustavsen Road Portion

Topic Summary

The Board adopted Resolution 23-23 to finalize the vacation and abandonment of a portion of the Gustavsen Road right-of-way, following verification that the petitioner had met all prior conditions. This action was contingent upon fulfillment of compensation and legal requirements set forth in a prior resolution (13-23).

Key Points

  • The prior Resolution 13-23 (adopted March 27, 2023) expressed intent to vacate a portion of the road contingent upon the Petitioner meeting certain conditions within one year.
  • The Public Works Department confirmed that the Petitioner, Alvord Investments, LLC, complied with all required conditions, including execution of a Quit Claim Deed and a Restrictive Covenant.
  • The vacated portion is legally described as: "The South 40 feet of the East 100 feet as measured along the South line of the West 455 feet of the Southeast quarter of the Southeast quarter, Section 31, Township 27 North, Range 1 West, W.M., Jefferson County, Washington."

Financials

  • The Petitioner paid $20,000 for the value of the vacated right-of-way, along with all other fees due.
  • This compensation will be deposited into the county road fund in accordance with JCC 12.10.120.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2023-03-27: Resolution 13-23 (Intent to Vacate) adopted.
  • 2023-06-12: Final approval resolution adopted.
  • Effective on the date the Resolution is recorded with the Jefferson County Auditor.

Next Steps

The Board is requested to sign the Resolution and return it to Public Works for further processing, including recording all necessary documents at the Petitioner's expense.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Colette Kostelec, P.E. - Right-of-Way Representative
  • Alvord Investments, LLC - Petitioner

Pavement Marking Agreement with WSDOT for West Jefferson County Roads

Topic Summary

Jefferson County Public Works proposed an agreement with the Washington State Department of Transportation (WSDOT) to perform annual traffic lane striping services on four western Jefferson County roads intersecting Highway 101. This interlocal agreement is favored due to the cost effectiveness of utilizing WSDOT crews already operating in the remote vicinity, avoiding high contractor transfer costs. The agreement covers a five-year period starting May 22, 2023.

Key Points

  • The agreement allows WSDOT to perform traffic lane striping on four specific roads: Clearwater Road, Oil City Road, Upper Hoh Road, and Lower Hoh Road.
  • WSDOT furnishes all labor, equipment, and materials according to WSDOT Standard Specifications Manual M 41-10.
  • Striping will generally occur between July 1 and October 15 annually.
  • The agreement term is five years, commencing May 22, 2023, and completing May 1, 2028.
  • The County is responsible for reimbursing WSDOT for actual direct and related indirect costs, plus administrative charges at the current rate.
  • Unforeseen costs may exceed the estimate by up to a 15% contingency without formal amendment.

Financials

  • Estimated Cost: $18,500.00 per year.
  • Funding Source: Funds are accounted for in the annual Public Works maintenance budgets.
  • Contingency: A maximum 15% contingency is allowed.

Alternatives

The analysis notes that proceeding with WSDOT is cost-effective compared to paying the costs associated with transferring a private contractor's striping operations from the east end of the County to the remote west end.

Community Input

None specified.

Timeline

  • 2023-05-22: Agreement commencement date.
  • 2028-05-01: Agreement completion date.
  • Annually (July 1 to October 15): Typical period for services occurrence.

Next Steps

The Board unanimously approved and adopted the consent agenda, which included this Agreement.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Conor Ferry - Eng-Tech, Public Works
  • Clifford Whitehill - WSDOT Agreement Manager, Region Crews Superintendent
  • Washington State Department of Transportation (WSDOT)

JCPH Interlocal Agreement with Quilcene School District #48 for Student Assistance Services

Topic Summary

Jefferson County Public Health (JCPH) requested approval for an Interlocal Agreement with the Quilcene School District #48 to fund Student Assistance Professional services. The goal is to increase substance use prevention and mental health support for students by collaborating on the state's Community Prevention and Wellness Initiative (CPWI) program.

Key Points

  • The purpose is to provide Student Assistance Professional services to enhance substance use prevention and mental health support for students in the Quilcene School District.
  • JCPH's Community Health Division maintains and operates CPWI coalitions in County school districts.
  • The Quilcene School District plans to use the funds to contribute matching funds to Olympic Educational Services District 114 (OESD 114) for continuing CPWI Student Assistance Professional services.
  • The Interlocal Cooperation Act (Ch. 39.34 RCW) authorizes this agreement.

Financials

  • Total Amount: $23,140.00
  • Funding Purpose: Contributing matching funds to OESD 114 for Student Assistance Professional services.
  • Funding Source: Not explicitly stated beyond JCPH Community Health Division.
  • Total Project Cost: $23,140.00

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2023-09-01: Agreement start date (Commencement Date).
  • 2024-08-31: Agreement end date.

Next Steps

JCPH management requested and received approval for the Interlocal Agreement as part of the consent agenda adoption.

Sources

  • Apple Martine - Public Health Director
  • Denise Banker - Community Health Director
  • Quilcene School District #48
  • Olympic Educational Services District, 114 (OESD 114)

JCPH Water Quality Monitoring Agreement with Jefferson County Conservation District

Topic Summary

Jefferson County Public Health (JCPH) requested approval for a Professional Services Agreement with the Jefferson County Conservation District (JCCD). The $85,065 grant-funded agreement, spanning nearly three years, supports water quality monitoring, agricultural best management planning, and public outreach in the Chimacum Creek watershed and Port Hadlock shoreline.

Key Points

  • The project is officially the Chimacum-Hadlock Pollution Identification and Correction ("PIC") Project.
  • JCCD will perform activities including assisting in the development of an Ecology-approved Quality Assurance Project Plan (QAPP) by May 31, 2023.
  • JCCD will establish and assist JCPH in sampling at 15 stations in the Chimacum watershed by September 30, 2023.
  • Monthly monitoring will collect samples for E. coli bacteria and physical parameter data (temperature, pH, dissolved oxygen, conductivity) for two years, ending September 30, 2025.
  • JCCD will write a Chimacum Creek Comprehensive Water Quality Report and assist JCPH in writing the final grant report for Ecology by November 30, 2025.
  • JCCD will respond to referrals of potential agricultural pollution (Task 3, Match-funded).
  • JCCD will prepare a draft Chimacum Watershed Management and Restoration Plan, identifying actions for chronic drainage/flooding issues, water quality protection/improvement, and salmonid habitat enhancement, due 20 months after subcontract approval.

Financials

  • Total Contract Amount (JCPH Funding): $85,065.00
  • JCCD Matching Funds (Interlocal Match): $28,580.00
  • Project Total: $113,645
  • Funding Source: Jefferson County Public Health through the Chimacum-Hadlock Pollution Identification and Correction (PIC) Ecology grant.
  • Financial Details by Task (JCPH S&B / Match):
    • Task 2 (Water Quality Monitoring): $52,114 / $22,473
    • Task 4 (Outreach/Education): $599 / $0
    • Task 5 (Restoration Plan): $32,352 / $0
  • The County's reimbursement covers up to 75% of total eligible costs, with the remaining 25% required as matching interlocal contributions.

Alternatives

None specified.

Community Input

JCCD will participate in public outreach meetings, including the first and final public meetings, to assist in introducing the project and disseminating data and conclusions. Key stakeholders, landowners, partnering organizations, and regulatory agencies (Ecology and WDFW) will be engaged in the planning process for the Restoration Plan.

Timeline

  • 2023-02-13: Ecology agreement approval by BOCC (prior action).
  • 2023-03-01: Agreement start date.
  • 2023-05-31 (Deadline): Submit Ecology-approved QAPP.
  • 2023-09-30 (Deadline): Establish 15 sampling stations.
  • 2025-09-30 (Deadline): Complete two years of monthly sampling.
  • 2025-11-30 (Deadline): Agreement end date; Final Water Quality Report due.
  • 20 months after subcontract approval (Due Date): Draft Chimacum Watershed Management and Restoration Plan due.
  • 26 months after subcontract approval (Due Date): Final Restoration Plan due.

Next Steps

JCPH management requested and received approval for the Professional Services Agreement as part of the consent agenda adoption.

Sources

  • Pinky Feria Mingo - Environmental Public Health Director
  • Michael Dawson - Water Quality Manager
  • Jefferson County Conservation District (JCCD)
  • Washington Department of Ecology (Ecology)

Amendment to Agreement with WA Department of Ecology for Chimacum Creek Cleanup

Topic Summary

Jefferson County Public Health (JCPH) requested approval for Amendment 1 to its Integrated Planning Grant Agreement (TCPIPG-2123-JeCoPH-00039) with the Washington State Department of Ecology (Ecology) concerning the Chimacum Creek Cleanup and Restoration project at 890 Old Hadlock Road. The amendment extends the project period by two years (to June 30, 2025) and redistributes $10,000 within the project budget to allow for supplemental sampling activities upland of the original focus area.

Key Points

  • The project focuses on remedial investigation (RI) work at 890 Old Hadlock Road, FSID 9412888, and Cleanup Site ID 1559 (Anderson Property).
  • The property is located along a fork in Chimacum Creek, considered critical habitat for endangered Hood Canal summer chum salmon, Puget Sound steelhead, and Coho salmon.
  • The property owner, Mr. Anderson, previously operated Michael’s Custom Re-build and Towing and Michael’s Hulk Hauling, and faces a $61,511 JCPH lien stemming from solid waste violations.
  • Contamination has been documented since 2005, primarily elevated levels of gas and diesel in soil.
  • The overarching goal is to complete site investigations and prepare a conceptual redevelopment plan for the site that is most protective of the creek habitat.
  • JCPH is negotiating with the landowner to acquire a portion of the property, a conservation easement, or the entire property, possibly in exchange for discharging the lien.
  • The scope was modified to increase funds for Task 2 (Site Investigations) and decrease funds for Task 4 (Integrated Planning Activities), specifically to allow for additional sampling and analysis upland of the original project area.
  • The work includes reviewing environmental assessments, identifying data gaps, conducting supplemental sampling, and preparing an RI Report.

Financials

  • Total Project Budget (Unchanged): $200,000.00
  • Funding Source: Model Toxics Control Capital Account (MTCCA) (100% State Grant; 0% Recipient Match).
  • Budget Changes (No Cost Extension):
    • Task 2 (Site Investigations): Increased by $10,000 (from $113,000.00 to $123,000.00).
    • Task 4 (Integrated Planning Activities): Decreased by $10,000 (from $60,000.00 to $50,000.00).
  • Other Funding: North Olympic Salmon Coalition (WDFW grant 20-16451) is passing through $25,600 to JCPH to conduct Phase I and Phase II ESA components, a preliminary Title Report, and an appraisal.

Alternatives

None specified.

Community Input

Community involvement/outreach, such as open house forums to solicit comments on plans and technical documents, remains an eligible cost under Task 4.

Timeline

  • Original Agreement Start Date: 2022-06-01
  • Original Expiration Date: 2023-06-30
  • Amended Expiration Date: 2025-06-30
  • Amendment Effective Date: 2023-06-07

Next Steps

JCPH management requested and received approval for Amendment 1 to the Agreement as part of the consent agenda adoption.

Sources

  • Pinky Feria Mingo - Environmental Public Health Director
  • Tami Pokorny - Natural Resources Program Coordinator (Recipient Task Coordinator)
  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Washington State Department of Ecology (Ecology)
  • Michael Anderson - Property owner (references: Michael’s Custom Re-build and Towing and Michael’s Hulk Hauling)
  • North Olympic Salmon Coalition
  • Washington Fish and Wildlife (WDFW)

Agreement on DSHS General Terms and Conditions (2023-2029)

Topic Summary

Jefferson County Public Health (JCPH) sought approval for a formal agreement establishing General Terms and Conditions (GTCs) with the Washington State Department of Social and Health Services (DSHS). This agreement does not involve funding but standardizes the legal provisions that will govern all subsequent contractual Program Agreements between JCPH and DSHS for a six-year period.

Key Points

  • The General Terms and Conditions supersede and replace any previously executed corresponding document.
  • The GTCs govern work to be performed under any subsequent Program Agreement (contracts involving actual goods/services and payment).
  • The agreement covers essential legal and administrative aspects, including:
    • Compliance with federal/state laws (e.g., Civil Rights, Nondiscrimination, Ethics).
    • Confidentiality protocols for Personal Information and Protected Health Information (PHI).
    • Requirements for Debarment Certification and Subrecipient compliance (per 2 CFR Part 200).
    • Dispute resolution processes (informal then referral to the DSHS Secretary and LHJ Representative).
    • Rules for termination (convenience, default, or change in funding).
  • The LHJ is considered an independent contractor and is responsible for its own Worker’s Compensation and employee benefits.
  • GTCs must be included in all subcontracts the LHJ enters into.

Financials

  • None specified. "There is no financial component to this agreement."

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2023-07-01: Agreement start date.
  • 2029-06-30: Agreement end date.

Next Steps

JCPH management requested and received approval for the General Terms and Conditions document as part of the consent agenda adoption.

Sources

  • Veronica Shaw - Deputy Public Health Director
  • Washington State Department of Social and Health Services (DSHS)
  • William Taplin - CCLS Chief (DSHS)

Contract for Disability Website Maintenance (JC Choices)

Topic Summary

Jefferson County Public Health's (JCPH) Developmental Disabilities Program requested approval for a Professional Services Agreement with Cold Pizza/Creative LLC to update and maintain the informational website about disability resources, "JC Choices" (www.jcchoices.org). The contract covers the period from June 2023 through June 2024.

Key Points

  • The website (www.jcchoices.org) is an informational resource about disability resources in Jefferson County.
  • Services provided by the Contractor, Cold Pizza/Creative LLC, include:
    • Electronically scanning and individually reviewing all website pages twice monthly for broken/outdated links and information errors.
    • Correcting, updating, and adding new disability resources and web pages as needed.
    • Creating seven bi-monthly social media graphics/posts promoting the site for JCPH use starting June 2023.
    • Meeting with the County DD Coordinator on a quarterly basis.
  • Cold Pizza/Creative LLC is designated as a Sole Source Provider.
  • The Intellectual/Developmental Disabilities Advisory Board supports this service.

Financials

  • Total Contract Amount: $4,680.00 (Not to exceed this amount).
  • Hourly Rate: $65.00 per hour.
  • Budget Breakdown (13 months):
    • Website updates & maintenance: $4,225.00 (5 hours/month at $325.00/month)
    • Facebook and Instagram Posts: $455.00 (7 months at 1 hour/month)
  • Funding Source: County DD Program budget, identified as Community Information and Education. The contract is intended to be ongoing as long as funding is available.

Alternatives

None specified.

Community Input

  • The Intellectual/Developmental Disabilities Advisory Board agrees this is an important service for the community.

Timeline

  • 2023-06-01: Agreement start date (retroactively ratified).
  • 2024-06-30: Agreement end date.
  • Social media posts are scheduled for June 2023, August 2023, October 2023, December 2023, February 2024, April 2024, and June 2024.

Next Steps

The Board unanimously approved and adopted the consent agenda, which included this Agreement.

Sources

  • Apple Martine - JCPH Director
  • Anna McEnery - DD & BH Coordinator (County DD Coordinator)
  • Cold Pizza/Creative LLC (Emily Sesso - Owner)
  • Intellectual/Developmental Disabilities Advisory Board

Community Navigator Project Agreement (O3A)

Topic Summary

Jefferson County Public Health (JCPH) requested approval for an agreement with the Olympic Area Agency on Aging (O3A) to receive grant funding for the Public Health Community Navigator project. This project leverages the Family Resource Navigators (FRNs) at the YMCA to deliver COVID-19 and flu vaccination messaging to underserved and marginalized families.

Key Points

  • The contract is funded through the Washington State Department of Health (DOH) to reduce COVID-19 related health disparities, consistent with CDC Grant National Initiative objectives.
  • The program goal is to increase the proportion of Jefferson County residents protected against COVID-19 by promoting education, awareness, and access for underserved communities.
  • JCPH partners with the Olympic Peninsula YMCA Family Resource Navigator (FRN) program. FRNs, who are existing YMCA employees, act as Community Navigators, providing local insights, disseminating information, assisting clients with vaccination access processes, and relaying information on hesitancy and access deserts back to JCPH.
  • Funds will pay for Community Navigators and contract with a consultant (VillageReach) to assess and analyze the project's implementation and impact to inform improvements and position JCPH for future funding.
  • Marginalized populations targeted include lower-income families, rural populations, adults over 65, and people of color.
  • JCPH conducted a Rapid Community Assessment (RCA) in December 2022 revealing disparities in vaccination rates, pandemic fatigue, and communication gaps (especially with Spanish-speakers).
  • The project complements six months of existing funding from the National Association of County and City Health Officials (NACCHO).

Financials

  • Maximum Award/Grant Amount: $49,799.00
  • Funding Source: Olympic Area Agency on Aging (O3A), derived from Washington State Department of Health (DOH) Contract No. CB026651-0.
  • Budget Breakdown (Projected Total $75,000 for the Grant Application - O3A is only providing $49,799):
    • Contractor for assessment (VillageReach): $42,000 (Payment deliverable-based)
    • Public Health Community Navigator contractor (YMCA): $12,719.76
    • JCPH Staff (Bonnie Obremski, 104 hours): $2,653.04 (plus $663.26 benefits)
    • Indirect Costs (29.23% rate used on total of $58,036.06): $16,963.94
  • Fiscal Impact: Agreement is for receiving a grant; no negative impact on the General Fund specified.

Alternatives

None specified.

Community Input

  • The RCA identified key community concerns: outdated messaging, need for Spanish translation, mental health concerns, lack of clarity on boosters, and lack of access points post-mass vaccination clinics.
  • The project spawned directly from the December 2022 RCA, a tool designed by the CDC to inform vaccination efforts.

Timeline

  • 2023-05-01: Performance Period start date (retroactively approved).
  • 2024-04-30: Performance Period end date.
  • Within 60 days of contract execution: Preparatory work must be completed.
  • No later than 30 days after program start: Training provided to O3A staff.
  • Monthly: Submission of outreach and participant data reports with the invoice.
  • Quarterly: Submission of detailed reports (populations served, impact assessment outcomes).

Next Steps

JCPH management requested and received approval for the Professional Services Agreement as part of the consent agenda adoption.

Sources

  • Bonnie Obremski - COVID-19 Communications Specialist (JCPH Contact Person)
  • Laura Cepoi - Executive Director, Olympic Area Agency on Aging (O3A)
  • Olympic Peninsula YMCA (Family Resource Navigator program provider)
  • VillageReach (Potential assessment contractor)
  • Tom Thiersch (Public Comment on the pool - unrelated but noted in general public comment section)

Healthier Together Aquatic Center Feasibility Study Update

Topic Summary

The Commissioners received a briefing session regarding the Healthier Together Aquatic Center Feasibility Study, which is a collaborative effort between Jefferson County, the City of Port Townsend, Port of Port Townsend, Jefferson Healthcare, YMCA, and the Jefferson Aquatic Coalition. Consultants presented community feedback, program options, cost estimates, site analysis, and preliminary funding approaches for a new aquatic facility.

Key Points

  • The study investigates the feasibility of building a modern aquatic facility after past attempts failed.
  • The proposed facility would include a Lap/Competition Pool, Recreation Pool, Whirlpool, Dry Sauna, Exterior Splashpad, and various fitness/community rooms.
  • Community Site Preference (Survey 1, 1,205 responses): Mountain View Commons (565 responses) was the preferred site, followed by Golf Course (296) and Evans Vista (253).
  • Community Amenity Preference (Top 3): Warm Water Rec Pool (850), Competition Lap Pool (731), and Whirlpool (612).
  • The most requested activities included Recreational Swimming (975), Swim Lessons (621), and Children's Waterplay (581).
  • Four program options (Base to Option C, ranging from 34,000 sf to 53,700 sf) were sized and costed.
  • The updated Base Plan (29,700 sf, Aquatics only) and the Full Build Out plan (40,200 sf, includes Cardio/Weights + Gym) were defined.
  • Preliminary parking analysis for the Mountain View Commons site: 123 available stalls planned versus 106 to 128 anticipated required stalls depending on the build-out option.
  • Operational Challenge: The Full Build Out option requires a lower percentage subsidy (55% cost recovery) compared to the Base Aquatics option (38% cost recovery).

Financials

  • Capital Cost Summary (Four original program options, 34,000sf to 53,700sf):
    • Base: $37.6 Million (Construction: $27.8M, Soft Cost: $9.8M)
    • Option A: $41.3 Million
    • Option B: $44.7 Million
    • Option C: $52.7 Million
  • Preliminary Capital Cost Summary (Updated plans):
    • Base (Aquatics, 29,700 sf): $36,309,260
    • Full Build Out (40,200 sf): $46,517,939
  • Annual Operational Subsidy Cost:
    • Base (Aquatics): $723,897 (38% Cost Recovery)
    • Full Build Out: $751,648 (55% Cost Recovery); (Current City Subsidy is $400,000, for comparison)
  • Potential Public Funding Sources: Public Facilities District (PFD - Sales Tax) or Metropolitan Parks District (MPD - Property Tax).
  • Estimated Annual Tax Burden (on taxpayer of $400,000 home):
    • Base (Aquatics), MPD Only: $307
    • Base (Aquatics), MPD + PFD: $163
    • Full Build Out, MPD Only: $345
    • Full Build Out, MPD + PFD: $201

Alternatives

  • Four design options (Base, A, B, C) were presented, ranging in size and scope up to 53,700 sq ft.
  • The community survey showed a preference split between Aquatics only (35 responses) and Aquatics, Group/Strength, PT, Gym (36 responses), though many people used the option "None of the Above" (31) or "Other" (18).

Community Input

  • 1,205 total responses in Survey 1, 125 responses in Survey 2.
  • Preferred Site: Mountain View Commons (565 responses, 77% support in Survey 2).
  • Concerns raised: Cost is too high for the current population ("Too expensive to be supported by our population"), opposition to new taxes ("No more taxes"), calls to fix the existing pool instead of tearing it down, and concerns about transparency.

Timeline

  • Future Open House 3: July 12/13
  • Future Final Council Presentation: July 17
  • Future Final Report/Financial Plan: July 21

Next Steps

The report findings will inform future discussions and decision-making by the BOCC and partner jurisdictions. Next steps involve finalizing the Design and Operations & Funding Approach based on Council Feedback, with Steering Committee Workshops scheduled throughout June and July.

Sources

  • Kate Dean, District 1 - Jefferson County Commissioner
  • Erica Dunn - Opsis Architecture Senior Associate
  • Jim Kalvelage - Opsis Architecture Founding Partner
  • Mountain View Commons - Preferred Site Location
  • YMCA - Potential management entity (supported by 65% of Survey 2 responders)

County Fee Policy and Public Works/Parks Fee Schedules (Ordinance Adoption)

Topic Summary

The Board held a public hearing regarding Ordinance No. 02-0612-23 to amend county code (Titles 3 JCC and 12 JCC) concerning fee policies and procedures. The primary change shifts the method for adopting and amending fee schedules from the less transparent and cumbersome ordinance process to a more efficient and responsive resolution process. Concurrently, Resolution No. 24-23 was adopted to establish the fee schedule for the Public Works Parks and Recreation Division under the new policy.

Key Points

  • Policy Change: The ordinance repeals and replaces old ordinances to adopt fees via Resolution rather than Ordinance, which is described as cumbersome and lacking transparency under the old method.
  • Increased Transparency/Efficiency: Departments are now required to post fees on their websites and make schedules widely available. Adopting fees by resolution allows for faster amendments and greater administrative efficiency, while the BoCC retains control via regular agenda review if changes are necessary.
  • New Code Chapter (JCC 3.80): Enacts general requirements for all county departments when charging fees, including annual fee indexing, periodic fee review (minimum every three years), and coordination of fees among departments.
  • Annual Fee Indexing (JCC 3.80.030): Fixed fees shall be adjusted annually (Jan 1) by the increase in the Consumer Price Index (CPIW), rounded to the nearest dollar, not to exceed five percent per year.
  • Parks & Recreation Authority (JCC 12.25): The Parks and Recreation Manager now has the authority to set recreation program fees, which vary year to year based on program costs (instructors, equipment, maintenance, etc.). These fees are subject to BoCC review upon request.
  • Fee Comparison/Rationale: The old Parks fee schedule was last amended in 2014 and was outdated. The new schedule will offset increasing operation/maintenance costs, promote park use, and protect park resources.

Financials

  • Fiscal Impact (to be achieved by change): Staff time will be saved, fees will be kept up to date, expenditures will be reduced, and there is "the potential to increase revenues."
  • Parks Fee Revenue: The new Parks fee schedule adoption is projected to increase park fee revenue by approximately $28,141 in the first 12 months, with $22,725 (81%) coming from campground fees.
  • Campground Fees (2023 rates): Lake Leland $25 (up from 2018 $18); Upper Oak Bay W/Electric $30 (up from 2018 $25); Quilcene $20 (up from 2018 $15). Gradual increases are planned through 2029.

Alternatives

None specified.

Community Input

  • The Jefferson County Parks and Recreation Advisory Board reviewed the proposal and unanimously recommended adoption on April 6, 2023.
  • Park users consulted included local schools, youth sports clubs, and event promoters.
  • A public hearing soliciting input on the changes was held on May 22, 2023.

Timeline

  • 2014: Last time the Parks fee schedule was amended.
  • 2023-04-06: Parks and Recreation Advisory Board unanimous recommendation.
  • 2023-05-22: Public hearing held on proposed fee changes.
  • 2023-06-12: Ordinance and Resolution adopted (Effective Date).

Next Steps

The Board unanimously adopted Ordinance No. 02-0612-23 and Resolution No. 24-23 as edited during the hearing.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Matt Tyler - Parks and Recreation Manager
  • Monte Reinders (Public Works Director - Agenda Request confirming fee increase details)

Solid Waste Fee Revisions - SWAC Feedback

Topic Summary

The Solid Waste Advisory Committee (SWAC) was convened for a special meeting on June 8, 2023, to provide the Board of County Commissioners (BoCC) with input on proposed revisions to the Solid Waste Division fee schedule suggested by Public Works. SWAC members largely supported policy changes aimed at strengthening financial reserves and implementing a regional direct fee but expressed significant concern regarding the proposal to double the minimum fee for self-haulers.

Key Points

  • SWAC Role: The SWAC's purpose was to provide non-voting input and guidance to the BoCC on the Public Works-recommended fee revisions.
  • Financial Reserve Adjustments (Overwhelmingly Supported: 4 FOR, 0 AGAINST, 2 ABSTAINING, Abstainers Supported Principle):
    • Adjust capital fund balance from 12% to 25% of current capital replacement value (projected to be achieved in 5 years with annual increases).
    • Adjust operation reserve fund balance from 15% to 25% of projected annual expenditures (aiming for three months of operating reserves).
    • Adjust the per ton fee for municipal solid waste by 2.5% annually until fund balances meet benchmarks.
  • Non-Disposal Fee Adjustment (Unanimously Supported: 6 FOR, 0 AGAINST): Adjust the non-disposal fee from $5.66 to match the minimum garbage fee. This is intended to discourage use of the Transfer Station as a commercial scale since it diverts staff time and affects efficiency.
  • Minimum Fee Increase ($10 to $20, 120 lbs to 240 lbs) (Split/Concerned: 3 FOR, 0 AGAINST, 3 ABSTAINING):
    • Rationale for Increase (Staff): The Transfer Station is operating over-capacity, and increasing the minimum fee would discourage small loads and reduce long lines. It would also communicate that facilities are costly to operate, encouraging curbside service.
    • SWAC Concerns (Abstaining members): Insufficient data is available on the 45% of minimum fee customers (e.g., residents on fixed income vs. city residents with alternative collection options). Concern that doubling the fee may harm those with limited disposal options and disincentivize waste reduction.
  • Quilcene Drop Box Minimum Fee ($15.00 for up to two 32-gallon cans) (Supported: 4 FOR, 0 AGAINST, 2 ABSTAINING): The increase is consistent with discouraging small loads across all County facilities, even though long lines are not an issue at Quilcene.
  • Low-Income Discount and Regional Direct Fee (Unanimously Supported: 6 FOR, 0 AGAINST):
    • Low-Income Discount: SWAC is open to exploring this, and staff are actively pursuing establishing the program (which would be the second county in Washington State to offer this after King County).
    • Regional Direct Fee: SWAC supports the principle of establishing this fee (proposed formula rate of $68.43/ton for material diverted directly to the landfill, bypassing the transfer station to prevent facility overwhelm, particularly anticipating a large hospital construction project).

Financials

  • Current Tonnage Rate: $163 (for municipal solid waste).
  • Proposed Annual Increase: 2.5% to tonnage rate until the 25% capital/operation benchmarks are met.
  • Proposed Regional Direct Fee (Example Rate): $68.43 per ton (This fee supports capital and program costs but avoids overwhelming the Transfer Station capacity).
  • Funding Context: Solid Waste programs (recycling, household hazardous waste) are currently funded by the tipping fee.

Alternatives

  • SWAC suggested operational alternatives to reduce long lines at the Transfer Station, including installing a webcam to show line length and communicating with the public about reducing small loads.

Community Input

  • One email public comment received from Tom Thiersch.
  • SWAC members requested additional information on the demographics of minimum fee users before formally endorsing the proposed minimum fee doubling.

Timeline

  • 2023-06-08: SWAC Special Meeting held.
  • 2023-06-12: Public Works staff presentation of results to BoCC.
  • Fall 2023 (Proposed): Operational hours may increase once three new staff gain experience.

Next Steps

Public Works staff will review the SWAC polling results with the County Administrator and the Board of County Commissioners for further guidance.

Sources

  • Monte Reinders - Public Works Director
  • Al Cairns - Solid Waste Manager
  • Lisa Crosby - SWAC Chair
  • Heidi Eisenhour - County Commissioner (non-voting SWAC member)

Gatheringplace Request for Grant Application Letter of Support

Topic Summary

Gatheringplace, a non-profit organization supporting people with disabilities, requested a letter of support from the County Board of Commissioners (BoCC) to include in a grant application to the Washington State Department of Social and Health Services (DSHS). The letter needs to express the County's intent to lease fairgrounds property to the organization for a minimum of 10 years to construct a permanent building.

Key Points

  • Organization: Gatheringplace is a non-profit dedicated to enriching the lives of people with disabilities and reducing stigma/prejudice.
  • Need: Gatheringplace currently rents space at the County Fairgrounds and seeks to construct a permanent building there.
  • Requirement: To qualify and be competitive for the DSHS grant funds, Gatheringplace must provide a letter of support/intent to lease property from the County for at least 10 years.
  • Process Constraint: For the County to legally lease property, it must publicly advertise the lease opportunity and conduct a public hearing, requiring Gatheringplace to compete with any other interested parties.

Financials

  • None specified. "This request has no financial impact."

Alternatives

None specified.

Community Input

  • One public comment noted earlier in the Agenda concerned a letter of intent for a building at the fairgrounds for Gathering Place.

Timeline

  • 2023-06-30: Grant application deadline for DSHS funds.

Next Steps

The Board, upon discussion, unanimously approved a motion authorizing staff to draft a letter of intent for siting a facility for Gatheringplace at the Jefferson County Fairgrounds. This letter must be brought back for final approval by the Commissioners at a later date.

Sources

  • Kate Dean - Commissioner District No. 1
  • Gatheringplace - Non-profit organization
  • Washington State Department of Social and Health Services (DSHS)

Resolution to Declare Personal Property as Surplus

Topic Summary

The Central Services Department requested and received approval via Resolution to declare specific personal property, consisting mostly of outdated and rugged Dell laptops, as surplus. This action authorizes the Central Services Department to dispose of the items through transfer, recycling, or disposal.

Key Points

  • The property is deemed no longer required because it is worn out, broken, or technically obsolete.
  • Since the total value of each item is less than $2,500.00, public notice of intention to sell is not required per RCW 36.34.020.
  • The Resolution grants authority to the Central Services Department to dispose of items by:
    1. Transferring to any other government (such as the City of Port Townsend or WSU/Cooperative Extension).
    2. Transferring to any non-profit corporation.
    3. Taking to a recycling center or the Transfer Station for disposal.
  • Specifically noted items include several Dell Rugged laptops (Asset IDs 3468, 3588, 3589, 3606, 3607, 3646, 3648, 3681) intended for transfer to the City of Port Townsend, and one Dell Lat 7490 (Asset ID 3742) intended for transfer to WSU/Cooperative Ext.

Financials

  • None specified. Stated intention is to use property that is worn out/broken/obsolete.

Alternatives

None specified.

Community Input

None specified.

Timeline

None specified.

Next Steps

The Board unanimously approved and adopted the consent agenda, which included this Resolution. The Jefferson County Auditor is directed to remove the listed equipment from the County Equipment Inventory.

Sources

  • Chris Goy - Deputy County Administrator / Central Services Director
  • RCW 36.34.020

Regional Small Farms and Food Access Program Update (WSU Extension)

Topic Summary

The WSU Extension Regional Small Farms Coordinator, Kellie Henwood, requested a workshop to expand on program updates regarding agricultural trends, resources, and Food Access programming across the North Olympic Peninsula. Data shows an increasing number of smaller farms in the region, driving demand for more education, technical assistance, and in-person networking opportunities for farmers.

Key Points

  • The Regional Small Farms program serves Clallam, Jefferson, and Kitsap Counties.
  • Trend/Issue: The number of farms is increasing while the average acreage per farm is decreasing (e.g., Jefferson County reported 221 farms with an average of 62 acres in 2017).
  • This trend drives the need for more small farm education, technical assistance, and experiential opportunities.
  • 2022 Activity:
    • Provided technical assistance to 115 farmers across the three counties. Top inquiries were Integrated Pest Management and Animal Agriculture.
    • Delivered 10 educational offerings (5 virtual, 1 ten-week course, 4 in-person farm walks) to 160 attendees.
    • Successfully launched in-person "Dirt Talk Farm Walks" due to increasing demand for face-to-face learning and networking.
    • Collaborated with multiple community partnerships, advisory boards (e.g., Jefferson LandWorks Collaborative), and marketing campaigns (Eat Local First).
  • Staffing: The program maintains a full-time Regional Small Farms Coordinator (Jefferson), a full-time Food Systems Coordinator (Kitsap), and part-time Integrated Pest Management and Livestock Specialists (Clallam).

Financials

  • None specified in the agenda request summary.

Alternatives

The workshop was rescheduled for June 26, 2023.

Community Input

  • Quotes from farm walk attendees expressed appreciation for in-person events and practical focus.
  • The program involves substantial collaboration with the North Olympic Development Council and other local agricultural groups.

Timeline

  • 2023-06-12 (Original Date): Briefing requested.
  • 2023-06-26 (Rescheduled Date): Workshop rescheduled for this date.
  • 2023: Planning underway for Produce Safety Producer Trainings.

Next Steps

The afternoon workshop was rescheduled for June 26, 2023.

Sources

  • Kellie Henwood - WSU Jefferson County Extension Regional Small Farms Coordinator
  • Mark McCauley - County Administrator
  • WSU Extension

Amateur Radio Week Proclamation

Topic Summary

The Board of Commissioners issued a Proclamation declaring the week of June 19-25, 2023, as Amateur Radio Week, culminating in the Amateur Radio Field Days on June 24-25, 2023. This recognizes the value of the County's Amateur Radio Operators in providing free emergency communications assistance.

Key Points

  • Jefferson County has over 650 licensed Amateur Radio Operators.
  • These operators provide emergency radio communications free of charge, demonstrating their value in public assistance and emergency preparedness.
  • The Amateur Radio Field Day, hosted by the American Radio Relay League, Inc., is an exercise where operators practice communications skills.
  • The 2023 Field Day took place on June 24 & 25, with participants operating primarily from their home or mobile stations.

Financials

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

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2023-06-19 to 2023-06-25: Proclaimed as Amateur Radio Week.
  • 2023-06-24 to 2023-06-25: Amateur Radio Field Days.

Next Steps

The Board moved to accept the Proclamation as read.

Sources

  • John Ebner - Jefferson County Emergency Management, Logistics & Facilities Coordinator
  • Dick Illman - President, Jefferson County Amateur Radio Club

Juneteenth Proclamation

Topic Summary

The Board of Commissioners unanimously approved a Proclamation recognizing June 19, 2023, as Juneteenth, commemorating the end of slavery in the United States and committing the County to confronting systemic racism. This follows the holiday's establishment as an official Washington State holiday in 2021.

Key Points

  • Juneteenth commemorates the date Union soldiers arrived in Galveston, Texas (June 19, 1865), proclaiming the freedom of the last remaining enslaved people in the U.S.
  • Legal slavery ultimately ended with the ratification of the 13th Amendment on December 6, 1865.
  • The proclamation acknowledges that the U.S. economy was built on enslaved labor and the seizure of Indigenous lands.
  • It highlights the enduring legacy of systemic racism in areas such as economic disparity, housing access, and the criminal justice system.
  • The Proclamation specifically commits Jefferson County residents to:
    • Honor the contributions of African Americans.
    • Acknowledge the history and legacy of racism.
    • Identify and confront privilege and bias within themselves and institutions.
  • The County recognizes its own history of racism related to the colonization of lands belonging to indigenous peoples (Sklallam, Chimacum, Twanoh, Skokomish, Makah, Hoh, Quileute, Ozette, Suquamish, Quinault, and others).

Financials

  • None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 1865-06-19: Date commemorated by Juneteenth.
  • 2021-04: Washington State Legislature passed bill making Juneteenth an official state holiday.
  • 2023-06-19: Proclaimed Juneteenth holiday date.

Next Steps

The Board unanimously moved to approve the Proclamation as read.

Sources

  • Adiel McKnight - Executive Assistant
  • Washington State Legislature (2021 action)
  • U.S. Constitution (13th Amendment)

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