PACKET: Commissioners Meeting at Mon, Jul 24, 09:00 AM

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Port Hadlock Sewer Project Underwriter Services

Topic Summary

Jefferson County seeks to hire D.A. Davidson & Co. for underwriter/placement agent services related to issuing Grant Anticipation Notes (Notes) to manage cash flow for the Port Hadlock Sewer Project. The project needs financing because grant funding will be received as reimbursement after the construction expenditures have been paid. The firm will assist in structuring and marketing the debt, with fees varying based on whether the debt is publicly or privately placed.

Key Points

  • The purpose of the Notes is to address cash flow issues for the Port Hadlock Sewer Project construction, as grants are provided on a reimbursement basis after expenses are incurred.
  • D.A. Davidson & Co. (Contractor) will serve as the underwriter or placement agent for the proposed issuance of Grant Anticipation Notes (Notes).
  • The Contractor's role is commercial (arm's-length transaction) and not fiduciary or advisory, advising the County to consult its own financial and legal advisors.
  • Services provided include proposing debt structure options (public sale vs. private placement), developing a marketing plan, contacting potential investors, coordinating due diligence, and assisting with preparation of authorizing documentation and planning the closing/settlement.
  • If the financing is structured as a private placement to a bank, the firm will send Request for Proposal Term Sheets to multiple banks (30+) for interest rate bids.
  • The County acknowledges receipt of disclosures pursuant to Municipal Securities Rulemaking Board (MSRB) Rule G-17 and G-23, which cover conflicts of interest and the underwriter's role.
  • A disclosed potential conflict of interest is that an employee of the underwriter is a Reviewing Member for the Washington Public Treasurer’s Association Debt Policy Review Panel, though uncompensated in that role.

Financials

  • Estimated cost for services if debt is privately placed: up to $20,000 (not to exceed $2.00 per $1,000 of Notes, or 0.20% of the principal amount for up to $10 million).
  • Maximum contract amount if notes are sold publicly: up to $35,000 (not to exceed $3.50 per $1,000 of Notes, or 0.35% of the principal amount).
  • The funding source for the expenditure is the TRI-AREA SEWER FUND (Fund # 405).
  • The County is responsible for paying other costs of issuance, including note counsel and rating agency fees.

Alternatives

None specified.

Community Input

County Administrator Mark McCauley and Treasurer Stacie Prada were present, suggesting input was received at the staff level, but no public comment is documented regarding this specific item in the Agenda. The previous discussion regarding a line of credit occurred on January 9, 2023.

Timeline

  • July 24, 2023: Agreement commencement (date of last signature).
  • Ends: Through the closing of the offering of securities.

Next Steps

The Board is requested to approve the contract as presented.

Sources

  • Stacie Prada - Treasurer
  • Mark McCauley - County Administrator
  • James M. Nelson - D.A. Davidson & Co. (Notices contact)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Municipal Securities Rulemaking Board (MSRB) Rule G-17 and G-23

Consolidated Contracts Amendment #14 (Public Health DOH)

Topic Summary

Jefferson County Public Health (JCPH) requests approval for Amendment #14 to the Consolidated Contract with the Washington State Department of Health (DOH), increasing funding by $1,758,658 to a total of $6,166,503. The amendment significantly boosts funding for Foundational Public Health Services (FPHS) and initiates or amends statements of work (SOWs) for areas including immunization promotion, recreational shellfish safety, sexual and reproductive health access, and operation of School-Based Health Centers.

Key Points

  • The amendment covers the period January 1, 2022, through December 31, 2024.
  • Foundational Public Health Services (FPHS): Receives a substantial funding increase of $1,433,000 to improve statewide availability of FPHS core services. Specific FPHS tasks include:
    • Assessment Reinforcing Capacity ($60,000)
    • Community Health Assessment/Community Health Improvement Plan (CHA/CHIP) activities ($30,000)
    • Lifecourse – Infrastructure & Workforce Capacity ($353,000) (Maternal/Child/Family Health, Access/Linkage, Chronic Disease/Injury Prevention)
    • Targeted investments in Environmental Public Health (EPH) Core Teams covering Safe & Healthy Communities ($47,000), Climate Change Response ($80,000), Water System Capacity ($75,000), System-Wide Data Management Improvement ($63,000), and Homelessness Response ($55,000).
  • School-Based Health Centers Program (SBHC): Formalizes a grant to JCPH totaling $172,000 for SBHC operations, improvement, and expansion at Quilcene, Chimacum, and Port Townsend School Districts.
  • Sexual & Reproductive Health Program: Receives an additional $30,822 in Federal Title X Family Planning Funds, revising the SOW (removing one task) and increasing funding to a total allocation of $30,822 for the period 04/01/2023 - 03/31/2024.
  • Infectious Disease Prevention Services-SSP: Adds $7,500 for a Syringe Services Program (SSP) from July 1, 2023, through December 31, 2023, focusing on providing comprehensive SSP using a harm reduction approach to prevent infectious disease transmission for people who use drugs (PWUD).
  • Office of Drinking Water Group A Program: SOW is revised to identify Data Sharing Information, relating to technical assistance and sanitary surveys for small community and non-community Group A water systems. Funding remains unchanged ($9,200 total allocation).
  • On-site Sewage System Local Management Plan (OSS LMP) Implementation: Adds $98,636 in state funds for OSS LMP implementation tasks (database maintenance, compliance tracking, O&M administration, homeowner rebates/incentives).
  • Recreational Shellfish Activities: Adds $11,100 for shellfish harvesting safety, including biotoxin monitoring (sampling, posting/removing signs) and $500 for outreach activities.

Financials

  • Total additional funding requested: $1,758,658
  • Revised Total Contract Amount: $6,166,503
  • Funding sources: State funds ($3,991,226) and Federal funds ($2,175,277) from DOH.
  • Specific funding increases include:
    • FPHS (State): $1,433,000
    • SBHC (State Provisos SFY24-25): $172,000 ($110,000 for SFY24, $62,000 for SFY25)
    • OSS LMP Implementation (State ALEA/GFS): $98,636
    • Sexual & Reproductive Health (Federal Title X): $30,822
    • Infectious Disease Prevention (State Drug User Health Program): $7,500
    • Recreational Shellfish Activities (State): $11,100

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Contract Term: January 1, 2022 – December 31, 2024
  • SBHC SOW Period of Performance: July 1, 2023 through December 31, 2024
  • FPHS SOW Period of Performance: July 1, 2023 through June 30, 2024
  • Infectious Disease Prevention-SSP SOW Period of Performance: July 1, 2023 through December 31, 2023

Next Steps

JCPH Management recommends BOCC approval of Consolidated Contract Amendment #14.

Sources

  • Apple Martine - JCPH Director
  • Veronica Shaw - JCPH Deputy Director
  • Mark McClellan (McCauley in earlier documents) - County Administrator
  • Greg Brotherton - Chair, Board of County Commissioners
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • State of Washington Department of Health (DOH)

Solid Waste Facilities Monitoring (Ecology Grant)

Topic Summary

Jefferson County Public Health (JCPH) is seeking approval for a grant agreement with the Washington State Department of Ecology (Ecology) totaling $114,262.67 for the 2023-2025 biennium. This funding is dedicated to compliance monitoring and enforcement of solid waste codes at solid waste facilities and sites within the County.

Key Points

  • The agreement spans from July 1, 2023, to June 30, 2025.
  • The project aims to protect human health and the environment by preventing and correcting solid waste violations through education, technical assistance, compliance monitoring, and enforcement.
  • Activities include:
    • Compliance monitoring at permitted/exempt solid waste handling facilities based on WAC 173-350, WAC 173-351, and local codes.
    • At least one inspection annually at each permitted facility or site.
    • Oversight, technical assistance, review of groundwater data, and annual review of financial assurance for permits.
    • Investigation and resolution of solid waste complaints and concerns.
    • Public education on proper handling/disposal and preventing violations.
    • Assistance with abandoned or illegally stored junk/nuisance vehicles.
  • Expected Outcomes for the biennium:
    • 40 Complaints resolved
    • 5 Permitted facilities renewed
    • 10 Permitted facilities inspections
  • Funds (Model Toxics Control Operating Account - MTCOA) come from Ecology and require a 25% local match.

Financials

  • Total project cost: $114,262.67
  • Ecology Share: $85,697.00 (75%)
  • Recipient (County) Share (Match): $28,565.67 (25%)
  • Sources of Matching Funds: Client fees/General Fund (GF).
  • Eligible costs include staff salaries, benefits, indirect costs (up to 30%), mileage, and ordinance development related to WAC 173-350.
  • Ineligible costs include: costs covered by solid waste facility fees (for inspections, permits), site clean-up, overtime (unless employee is 100% focused on LSWFA activities in the 40-hour week), and non-pre-approved training/memberships.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 1, 2023: Effective Date
  • June 30, 2025: Expiration Date
  • Quarterly progress reports and Spending Plan/Outcomes Data Collection form updates are due concurrent with each Payment Request/Progress Report submittal.
  • Final reports due within 30 days after the expiration date.

Next Steps

JCPH management requests approval of Agreement No. SWMLSWFA-2023-JeCoPH-00206.

Sources

  • Alisa Hasbrouck - Environmental Public Health Manager/Project Manager
  • Pinky Feria Mingo - Environmental Health and Water Quality Director
  • Jill Krumlauf - Ecology Project Manager/Financial Manager
  • Washington State Department of Ecology (Ecology)

Pollution Prevention Assistance (Ecology Interagency Agreement)

Topic Summary

Jefferson County Public Health (JCPH) requests approval for a $265,143.63 Interagency Agreement (IAA) with the Washington State Department of Ecology (Ecology) to provide pollution prevention assistance (PPA) in Jefferson and Clallam Counties. The funding will support PPA Specialists who will conduct technical assistance, education, and outreach to small businesses, primarily focusing on reducing toxic chemical use, managing dangerous waste, and preventing water pollution.

Key Points

  • The agreement covers pollution prevention assistance (PPA) activities formerly known as the Local Source Control Partnership.
  • JCPH will provide PPA Specialists to offer technical assistance and education outreach to small businesses, typically small quantity generators (SQGs) of dangerous waste or businesses that could pollute stormwater.
  • The work is expected to be allocated approximately: 65-70% to Technical Assistance (TA) Visits, 15-20% to Unique Program Elements, 10% to Training, and 5% to other (admin/staff meetings).
  • Technical Assistance (TA) Targets specific to JCPH include: Marine trades industry, Irondale & Port Hadlock area (due to sewer system development), and the Automotive repair industry.
  • The goal for TA visits is 250 total visits (150 targeted as Initial Visits). At least 80% of total visits must be Initial or Follow-Up Visits.
  • PPA Specialists must conduct Follow-Up Visits if High Priority Environmental Issues are identified (e.g., improper hazardous waste disposal, illegal plumbing connections, or leaks in dangerous waste storage).
  • Unique Program Elements include holding a business sector workshop for marine trades by June 30, 2025, and participation in an All-Staff Planning Committee for DOH/partner training events.
  • Product Replacement Program (PRP): JCPH will assist Ecology with programs to eliminate Persistent, Bio-accumulative, Toxic (PBT) chemicals, specifically: replacement of perchloroethylene dry-cleaning technology, replacement of degreasers in automotive parts washing, and promoting mercury thermostat management/recycling. JCPH facilitates paperwork, but reimbursement payments to businesses come directly from Ecology.

Financials

  • Total IAA amount: $265,143.63
  • Funding Source: Model Toxics Control Operating Account (MTCOA) from Ecology. The grant is 100% funded by Ecology; no county match is required.
  • Budget Components include: Salaries ($137,285.12), Benefits ($56,286.90), Travel/Training ($5,000.00), and a Small Change Voucher Program fund of $5,000.00.
  • Indirect Costs: $58,071.61 (30% rate applied to Salaries & Benefits).
  • The maximum total contract amount may be adjusted via amendment, but budget categories may be adjusted internally with Ecology's pre-approval if the total is not exceeded.
  • Phase One funding (7/1/23 - 6/30/24) is 50% of the budget. Phase Two (Y2) funding release is contingent on completing a minimum of 40% of total site visit deliverables and utilizing 40% of the total compensation award by June 30, 2024.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 1, 2023: Agreement commencement.
  • June 30, 2025: Agreement completion.
  • Quarterly invoices and progress reports are due based on a specific schedule (e.g., Quarter 1 invoice due November 10, 2023).
  • Annual Reports summarizing status are due July 31, 2024, and July 31, 2025.

Next Steps

JCPH management requests approval of the Interagency Agreement No. C2400022.

Sources

  • Alisa Hasbrouck - Environmental Public Health Manager/JCPH Representative
  • Pinky Feria Mingo - Environmental Public Health Director
  • Andrew Maher - Ecology Representative

Residential Substance Abuse Treatment (RSAT) Contract Amendment

Topic Summary

The Sheriff's Office/Corrections seeks approval for Amendment No. 3 to Contract K4880 with the Washington State Health Care Authority (HCA) for the Residential Substance Abuse Treatment (RSAT) program in the Jefferson County Jail. This amendment formally revises the Statement of Work by replacing the "Program Plan Report" with a final "Program Summary Report," resulting in a slight reduction in overall funding by $4,337.50.

Key Points

  • The contract amendment modifies reporting requirements and the deliverables schedule for the RSAT program, which provides chemical dependency treatment for incarcerated individuals.
  • Amendment objectives: Modify the deliverable table and replace the initial "Program Plan Report" with a final "Program Summary Report" due at the end of the contract period.
  • Program Summary Report (New): Must include metrics on total participants served/completers/terminations; number of new treatment beds funded; total days of residential treatment; post-program drug-testing success; Medicaid enrollment; criminal recidivism data (for completers and unsuccessful discharges); accomplishments, barriers, and future plans for the RSAT project.
  • The core RSAT services require using a standardized screening instrument, ASAM assessment, providing evidence-based treatment, offering Medications for Opioid Use Disorder (MOUD), designated secure housing, random drug testing, and follow-up/after-care planning upon release.
  • Recidivism data (probation violation and new arrest convictions) is required for reporting to the federal Bureau of Justice Assistance (BJA).
  • The contract period under this amendment is October 1, 2022, to September 30, 2023.

Financials

  • Total Maximum Compensation (Contract K4880, as amended by Amendment 2): $438,731.
  • Total Maximum Compensation (Final amount after Amendment 3): $146,731.00 for the period 10/1/2022-9/30/2023. (Note: The contract history shows the total maximum compensation reached $438,731 via Amendment No. 2, and the reporting of the reduced amount specifically for the October 2022-September 2023 period seems to reflect the obligated amount for that year, leading to a net reduction over the life of the larger contract.)
  • Difference in funding over the life of the contract (resulting from the changed deliverable): a reduction of $4,337.50.
  • The reduction is accomplished by reducing the Program Plan Report payment (previously $24,731) and setting the final Program Summary Report payment at $20,393.50.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Amendment Effective Date: October 1, 2022.
  • Contract End Date: September 30, 2023.
  • Program Summary Report Due Date: 10/5/2023.
  • Quarterly Reports Due: 5th business day following the end of each quarter.

Next Steps

The Board is requested to approve the Contract Amendment.

Sources

  • David Fortino - Juvenile Court Administrator (contact via phone: 360-344-9743 is listed in the form)
  • Mark McCauley - County Administrator
  • Washington State Health Care Authority (HCA)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • The original contract was with Jefferson County Jail, with a start date (Amendment 2) of October 1, 2022.

Secure Rural Schools (SRS) Monies Distribution Election

Topic Summary

The Board of County Commissioners (BOCC) discussed and formally adopted the distribution percentages and preferred payment method for Secure Rural Schools (SRS) funds. The Board elected to maintain the existing allocation percentages (85% to Title I, 13% to Title II, and 2% to Title III) and chose the Full SRS Payment Method (actual amount received each year) rather than the 7-year rolling average.

Key Points

  • The purpose of the discussion was to establish the County’s election for the federal Secure Rural Schools (SRS) program payment method and fund allocation.
  • The chosen payment method is the Full SRS Payment Amount, reflecting the actual funds received annually, as recommended by the Treasurer. This contrasts with the alternative, the 7-year Rolling Average Amount.
  • Allocation percentages established are:
    • Title I: 85%
    • Title II: 13%
    • Title III: 2%
  • The motion carried by a unanimous vote to maintain the percentages last confirmed in 2022.
  • The Treasurer was authorized to sign the report confirming these choices, with the report due to the state by July 20, 2023.

Financials

  • The decision impacts future receipts of federal Secure Rural Schools monies, directing how the received funds are distributed across Titles I, II, and III.
  • The preferred payment (Full SRS Payment Amount) carries a different financial risk profile than the 7-year rolling average.

Alternatives

  • The alternative payment method considered was the 7-year Rolling Average Amount.
  • The Commissioners briefly discussed changing the allocation percentages for Titles I, II, and III but ultimately resolved to retain the previous year's figures.

Community Input

  • Tom Thiersch provided public testimony (content not specified, but the Board discussed its relation to the WSU Extension vehicle request).
  • Assessor Jeff Chapman joined the meeting to urge the Commissioners to keep the percentages the same as the previous year.

Timeline

  • 2022: Allocations were last confirmed.
  • July 20, 2023: Deadline for the County Treasurer to sign and submit the election form to the state.
  • July 17, 2023: Decision made at the Regular Meeting.

Next Steps

The County Treasurer (Stacie Prada) is authorized to complete the “Election to Receive Payment and Allocate the State Payment Form” and submit it to the state.

Sources

  • Stacie Prada - Treasurer
  • Mark McCauley - County Administrator
  • Jeff Chapman - Assessor
  • Tom Thiersch - Public commenter
  • Commissioner Eisenhour - Mover of the motion

Regional Recompete Grant Application and Task Force Creation

Topic Summary

The Jefferson County Board of Commissioners met with Clallam County Commissioners and economic development officials to discuss forming a regional organization for a federal grant application called "Recompete." This grant, stemming from the Chips and Science Act, aims to fund programs that increase prime-age workforce participation (ages 25-54) in rural and economically distressed communities. The meeting resulted in the creation of a Regional Recompete Task Force to develop a joint proposal focusing on a Natural Resources Innovations Center and workforce housing.

Key Points

  • The grant program, Recompete, is authorized by the Chips and Science Act.
  • The grant objective is to plan and implement programs that boost workforce participation among prime-age employees (25-54) in economically distressed rural areas.
  • Jefferson and Clallam County Economic Development Councils (EDCs) presented a proposal for a Natural Resources Innovations Center.
  • The presentation linked the proposed center to overcoming overlap issues in achieving workforce housing goals.
  • Action Taken: The Commissioners from both counties agreed to form a Regional Recompete Task Force.
  • Task Force Composition: One Commissioner from each Board, Tribal partner(s), Jefferson and Clallam EDC members, and the North Olympic Development Council (NODC).
  • Commissioner Dean appointed Commissioner Brotherton as the Jefferson County representative to the Task Force.
  • NODC Executive Director Karen Affeld agreed to convene the first meeting of the new task force.

Financials

  • The proposal aims to secure funding from the federal Recompete grant program.
  • None specified.

Alternatives

None specified.

Community Input

One public comment was received during the appointment of the Commissioner (content not specified).

Timeline

  • The grant originates from the recently passed Chips and Science Act.
  • Immediate: Next step is a meeting convened by the NODC.

Next Steps

  • The NODC Director (Karen Affeld) will convene the first meeting of the Regional Recompete Task Force.
  • Commissioner Brotherton is appointed as the Jefferson County representative.

Sources

  • Commissioner Dean, Commissioner Eisenhour, Commissioner Brotherton (Jefferson County)
  • Commissioners Mark Ozias (Chair), Randy Johnson, Mike French (Clallam County)
  • Cindy Brooks - Jefferson EDC Team Jefferson Executive Director
  • Colleen McAleer - Clallam EDC Executive Director
  • Karen Affeld - North Olympic Development Council (NODC) Executive Director

Juvenile Services - Consolidated Contract (Bridge)

Topic Summary

Jefferson County Juvenile and Family Court Services seeks approval for the Consolidated Contract (Bridge) Agreement 2363-48771 with the Department of Children, Youth, and Families (DCYF) / Juvenile Rehabilitation (JR). This bridge contract is a short-term measure to ensure uninterrupted, fee-for-service supervision and support for moderate/high risk court-involved youth, covering CJAA, SSODA, CDMHDA, SDA, and promising programs (i-ACT) until the final biennial contract is finalized (ends June 30, 2025).

Key Points

  • The contract is a "bridge arrangement" to maintain continuity of services while the full biennial block grant contract applications are prepared and approved.
  • Services support supervision for moderate/high risk youth involved in Juvenile Rehabilitation's programs.
  • Programs covered include:
    • Consolidated Juvenile Services At-Risk (CJS)
    • Special Sex Offender Disposition Alternative (SSODA)
    • Chemical Dependency and Mental Health Disposition Alternative (CDMHDA)
    • Suspended Disposition Alternative (SDA)
    • Community Juvenile Accountability Act – Evidence Based Programs (CJAA)
    • Promising Programs (e.g., Alternative Choice Training (ACT), Coordination of Services (COS), Education and Employment Training (EET), Family Integrated Transitions (FIT))
  • The County must adhere to the rates of the SFY 2022-2023 Consolidated Contract until September 1, 2023. After application approval, the SFY 2024-2025 rate applies retroactively to July 1, 2023.
  • Key mandates for implementation include: compliance with state/federal law, performing Washington State Juvenile Court Prescreen and Risk Assessments, reducing recidivism, decreasing commitments to JR, and maintaining facility service capacity for committable youth.
  • Performance Management: Juvenile Courts must meet Quality Assurance and Completion Rate Targets for Evidence-Based Programs (EBPs), demonstrating incremental annual improvement if currently below statewide averages. Failure to meet targets for over a year requires a Corrective Action Plan.

Financials

  • Maximum Program Agreement Amount: To be determined (TBD) when the final contract is executed.
  • The contract provides fee for service coverage until the final biennium contract (SFY 2024-2025) is finalized.
  • Reimbursement rates after September 1, 2023, will be applied retroactively to July 1, 2023, using the SFY 2024-2025 calculated rate.
  • Reimbursement rates apply to:
    • CDMHDA treatment based on state Managed Care Organization (MCO) rates.
    • Detention costs (up to 30 days per confinement) for certain offenders, reimbursed up to $150.00 per day, per youth.
    • Medical costs other than routine care for detained youth (requires JR pre-approval) and security costs for off-site transport/supervision.
  • Reimbursement for administrative and equipment costs cannot exceed 15% of the original annual allotment.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Start Date: July 1, 2023
  • End Date: June 30, 2025 (Contract Term)
  • Final contract application to be executed/approved by September 1, 2023.
  • If final contract is late, reimbursement may be discontinued after September 1, 2023.
  • Performance Metrics (Quality & Outcome) are reviewed quarterly.

Next Steps

The Board of County Commissioners (BOCC) is requested to sign three original Consolidated Contract Program Agreements.

Sources

  • Shannon Burns - Juvenile Court Administrator
  • Mark McCauley - County Administrator
  • Karena McGovern - DCYF Contract Specialist
  • Philip C. Hunsucker - Civil Deputy, Jefferson County Prosecutor
  • Administrative Office of the Courts (AOC) - Reports on EBP Completion Rates
  • Washington State Juvenile Court Risk Assessment, various RCW/WAC

Juvenile Services - Evidence-Based Expansion Program Agreement (Bridge)

Topic Summary

Jefferson County Juvenile Court seeks approval for a bridge contract (Agreement 2363-48866) with the Department of Children, Youth, and Families (DCYF) to support Evidence-Based Expansion (EBE) funding for Family Functional Therapy (FFT). This interim agreement ensures continuity of funding for services to moderate/high-risk court-involved youth, specifically for the provision of FFT counseling by Marcus Farley, until the final biennial contract is fully executed.

Key Points

  • The agreement is a bridge contract arrangement for Evidence-Based Expansion funding, specifically supporting Family Functional Therapy (FFT).
  • FFT is an in-home counseling program serving moderate/high risk court-involved youth.
  • The agreement is necessary because the final biennial evidence-based contract applications from DCYF have not yet been produced, completed, or approved.
  • The County must adhere to the SFY 2022-2023 EBE contract rates until September 1, 2023, for continuity. Once the final application is approved, the SFY 2024-2025 rates will apply retroactively to July 1, 2023.
  • Program Requirements: FFT must adhere to several specifications, including: General practices from FFT, LLC 3-Day Training, Assessment/Reporting Standards from FFT, LLC 1-Day Systems Training, clinical feedback/site visits from FFT, LLC and designated statewide QA Administrator, and precepts from Blueprints for Violence Prevention.
  • Reporting Requirements: The County must report utilization and performance metrics quarterly, including detailed Monthly Project Update Forms and Monthly Reimbursement Request Forms for each intervention.
  • Performance Management: The court must meet established quality assurance standards for FFT (e.g., specific fidelity and competency ratings) and target rates for EBP completion (baseline FFT completion rate for the court is 63.9%; statewide average is 59.2%).

Financials

  • Maximum Program Agreement Amount: To be determined (TBD) when the final contract is executed.
  • The contract currently provides fee for service coverage.
  • If the County has accounting differences between the bridge rate and the final retroactive rate by April 30, 2024, the Juvenile Rehabilitation (JR) agency may adjust final contract payments to account for discrepancies.
  • Reimbursement for administrative and equipment costs cannot exceed 15% of the original annual allotment.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Start Date: July 1, 2023
  • End Date: June 30, 2025 (Contract Term)
  • If final contract application is not approved and signed by September 1, 2023, reimbursement may be discontinued by JR.
  • Quarterly reporting is required for performance management review.

Next Steps

The Board of County Commissioners (BOCC) is requested to sign three original Consolidated Contract Program Agreements.

Sources

  • Shannon Burns - Juvenile Court Administrator
  • Mark McCauley - County Administrator
  • Marcus Farley - Options Counseling (service provider)
  • Karena McGovern - DCYF Contract Specialist
  • Robert Leonard - JR Program Administrator
  • Washington State Institute for Public Policy (WSIPP)

General Terms and Conditions Agreement (DSHS)

Topic Summary

The County Administrator's office seeks approval for a new General Terms and Conditions Agreement with the Washington State Department of Social and Health Services (DSHS). This agreement sets the standard legal framework and language for all future DSHS/County contracts, is in place for six years, and has no direct fiscal impact.

Key Points

  • The agreement establishes the general terms and conditions that will govern all future "Program Agreements" (contracts) between DSHS and Jefferson County.
  • The previous DSHS/County General Terms and Conditions agreement expired on June 30, 2023.
  • Key provisions include:
    • Defining terms like "Confidential Information," "Personal Information," and "Program Agreement."
    • Establishing a dispute resolution process involving the respective managers and ultimately the DSHS Secretary and County Representative.
    • Requiring compliance with all applicable federal and state laws, including civil rights, nondiscrimination, and HIPAA.
    • Certification that the County is not an agency of the Russian government, state-owned by Russia, or sanctioned by the U.S. government (per Governor Inslee’s Directive 22-03).
    • Setting the venue for legal disputes exclusively in Thurston County, Washington.
    • Retaining required records for six years after contract expiration.

Financials

  • No dollar amount specified.
  • The agreement has no immediate fiscal impact (N/A) other than establishing procedures for financial accountability in subsequent Program Agreements.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Start Date: July 1, 2023
  • End Date: June 30, 2029

Next Steps

The Commissioners are asked to approve this foundational agreement.

Sources

  • Adiel McKnight - Executive Assistant
  • Mark McCauley - County Administrator
  • William Taplin - DSHS Chief of Contracts
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Governor Jay Inslee's Directive 22-03 (Regarding Russian Government Contracts)

Quilcene School District - Human Growth and Development HIV/AIDS Education

Topic Summary

Jefferson County Public Health (JCPH) requests approval of a professional services agreement with the Quilcene School District (QSD) for the 2023-2024 school year. JCPH staff will provide Human Growth and Development (HGD) and HIV/AIDS education classes to students, meeting state regulations, for a maximum fee of $6,110.30.

Key Points

  • JCPH contracts with QSD to provide age-appropriate HGD and HIV/AIDS education classes.
  • The curriculum must meet guidelines established by the Healthy Youth Act of 2007 and the "Guidelines for Sexual Health Information and Disease Prevention" (developed by OSPI and DOH in 2005).
  • JCPH will provide one public health educator's services, supplies, and travel.
  • The agreement includes continuous review and revision of the District’s HGD/HIV/AIDS education plan.
  • Specific Sessions Provided:
    • 5th Grade: three HGD sessions
    • 6th Grade: one HIV/AIDS session/block period
    • 7th Grade: one HIV/AIDS session/block period
    • 8th Grade: three HGD sessions
    • 9th Grade: three HGD sessions
    • Parent presentations
  • If additional educational hours are needed, the cost is set at $48.50 per hour.

Financials

  • Total contract amount: $6,110.30 (Not to Exceed).
    • Salary & Benefits: $4,215.92
    • Supplies: $150.00
    • Travel: $334.31
    • Indirect: $1,410.07
  • The District will pay monthly invoices of $507.15.
  • Funding Source: Revenue is exclusively from the Quilcene School District.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Start Date: September 1, 2023 (Agreement commences)
  • End Date: June 30, 2024 (Agreement continues through)

Next Steps

JCPH management requests approval of the professional services agreement.

Sources

  • Apple Martine - Community Health Director
  • Denise Banker - Community Health Division Director
  • Ron Moag - QSD Superintendent
  • Healthy Youth Act of 2007 (State Regulation)

Community Navigator Assessment (VillageReach)

Topic Summary

Jefferson County Public Health (JCPH) seeks approval for a $42,000 contract with VillageReach (a non-profit organization) to assess the implementation and impact of the JCPH Community Navigator Project. This assessment is required by a grant from the Olympic Area Agency on Aging (O3A) and aims to use real-time findings to improve outreach to marginalized populations regarding public health services, specifically COVID-19 and flu vaccination.

Key Points

  • VillageReach will assess the JCPH Community Navigator Project, which partners with the Olympic Peninsula YMCA Jefferson County Branch’s Family Resources Navigator (FRN) program to connect communities with public health information and access.
  • The assessment tasks include:
    • Conducting a landscape analysis (including best practices and defining success).
    • Developing and implementing a health-equity-focused monitoring and evaluation (M&E) plan.
    • Collecting qualitative and quantitative data, identifying barriers, and making recommendations.
    • Conducting rapid community feedback to pilot light-touch improvements.
    • Creating and disseminating reports on lessons learned.
  • The ultimate goal is to improve access to all public health services, emphasizing COVID-19 and flu vaccination for marginalized populations, and advocating for future funding.

Financials

  • Total Contract Amount (Expenditure): $42,000.
  • Funding Source (Revenue): Exclusively the Olympic Area Agency on Aging (O3A) Rural Health Equity Grants for Jefferson & Clallam Counties. No general fund dollars are used.
  • Payment is structured by deliverable completion, ranging from $5,035.38 (program design recommendations) to $14,105.43 (M&E Plan implementation).

Alternatives

The agenda item notes VillageReach is the selected contractor via sole source, leveraging their prior work providing data for the founding of the Community Navigator Project. No alternatives were presented.

Community Input

None specified.

Timeline

  • Start Date: April 1, 2023
  • End Date: April 30, 2024
  • Final report/lessons learned disseminated by April 30, 2024.

Next Steps

JCPH management requests approval of the contract agreement.

Sources

  • Bonnie Obremski - Web & Digital Communications Specialist
  • Apple Martine - Public Health Director
  • Olympic Area Agency on Aging (O3A) - Grant source
  • VillageReach (Contractor)
  • Emily Gibson, VP, Global Operations (VillageReach signatory)

Prevention and Promotion Local Services (HCA Contract K6948)

Topic Summary

Jefferson County Public Health (JCPH) seeks approval for a large contract (K6948) totaling $1,710,000.00 with the Washington State Health Care Authority (HCA), Division of Behavioral Health and Recovery (DBHR), for Prevention and Promotion Local Services running from July 1, 2023, through June 30, 2025. This contract funds coordination and implementation of programs designed to prevent or delay the misuse of alcohol, cannabis, tobacco, and other drugs among youth (up to age 18) and transitional age adults (18-25).

Key Points

  • The contract funds JCPH to coordinate and implement prevention programs focusing on substance use disorder (SUD) prevention and mental health promotion (MHPP) in high-need communities.
  • Revenue supports Coalition activities in Port Townsend, Chimacum, and Brinnon/Quilcene, focusing on evidence-based practices from the Excellence in Prevention Strategies List.
  • Key Programmatic Requirements (outlined in three Task Orders: CPWI Community, CPWI School, CBO):
    • CPWI Community: Requires a minimum 0.5 FTE Community Coalition Coordinator (CPP certified within 18 months), establishment of an annual schedule of direct services, and implementation of programs that are 60% Evidence-Based Practice (EBP) replications or approved adaptations.
    • CPWI School (SAPISP): Mandates hiring/identifying a minimum 1.0 FTE Student Assistance Professional (SAP) in each target school, implementation of Project SUCCESS programming, and achieving local funding match of 20% of the SAP's salary/benefits costs.
    • CBO (Community-Based Organization): Specifies program implementation requirements tailored to funding sources (SOR, DCA, MHPP, OASA), sometimes requiring specific EBPs, mandatory participation in National Drug Take-Back Days, and implementation of public education campaigns (e.g., Starts with One opioid prevention campaign).
  • Performance Evaluation: SAPISP performance metrics include (A) 60% of screened students completing pre/post-tests, and (B) 85% positivity rate on key outcome indicators (e.g., feeling program was important). Failure to meet performance targets triggers a Corrective Action Plan (CAP) or potential reduction in coordination funding.

Financials

  • Total contract amount: $1,710,000.00.
  • Funding Source: Entirely HCA funding sources (State Opioid Response - SOR, Dedicated Cannabis Account - DCA, Substance Abuse Block Grant - SABG, Mental Health Promotion Funds (MHPP), Opioid Abatement Settlement Account - OASA).
  • Administrative/indirect costs are restricted to a maximum of 10% of each fund source allocation.
  • Food costs are limited (e.g., $3.00/person maximum for light refreshments at trainings) and cannot total more than $1,500 per CPWI Site/CBO contract per year.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Start Date: July 1, 2023
  • End Date: June 30, 2025
  • Annual Action Plan and Budget Update is due June 15 of each year.
  • Monthly invoices and Prevention Activity Data Reports (Minerva/SAPISP systems) are due by the 15th of the month following service provision.

Next Steps

JCPH management requests approval of HCA Contract K6948.

Sources

  • Apple Martine - Public Health Director
  • Denise Banker - Community Health Division Director
  • Kasey Kates - HCA Contact Supervisor, CPWI Community and School-Based Services
  • Washington State Health Care Authority (HCA) - Division of Behavioral Health and Recovery (DBHR)
  • Various federal and state mandates, including RCW 69.50.540 (Dedicated Cannabis Account)

Solid Waste Facility Task Force Resignations/Appointment

Topic Summary

The Board of County Commissioners addressed two resignations from the Solid Waste Facility Task Force (SWFTF) and proposed an appointment to fill one of the resulting vacancies. Lisa Crosby (District No. 1 Citizen Representative) and Jenifer Taylor (District No. 2 Citizen Representative) resigned, and the Board is recommending the appointment of Stephen Chappuis to fill the District No. 2 position.

Key Points

  • The Solid Waste Facility Task Force (SWFTF) was established by Resolution No. 09-22 to plan for the replacement of aging solid waste management facilities.
  • The Task Force's duties include assisting with developing goals, design criteria, identifying a future site, funding mechanisms, and developing recommendations for the Board.
  • Resignations: Lisa Crosby (District No. 1 Citizen Representative) and Jenifer Taylor (District No. 2 Citizen Representative) submitted notices of resignation.
  • Appointment: Stephen Chappuis is proposed for appointment as the District No. 2 Citizen Representative, filling the vacancy left by Jenifer Taylor.
  • The Board is authorized to make membership changes to the SWFTF via motion (per Resolution No. 09-22).
  • The SWFTF originally appointed 20 initial members reflecting diverse stakeholder groups (citizens, local government, utility, climate, fire, etc.).

Financials

None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • SWFTF was established: February 28, 2022.
  • SWFTF Directive: Assist County staff with facility replacement recommendations starting December 2022, with an end date approximately twelve to fourteen months thereafter (i.e., approximately December 2023 – February 2024).

Next Steps

The Board is requested to: 1. Accept the resignations of Lisa Crosby and Jenifer Taylor via motion. 2. Review and approve the appointment of Stephen Chappuis to the SWFTF via motion.

Sources

  • Julie Shannon - Executive Secretary II
  • Mark McCauley - County Administrator
  • Al Cairns - Contact for Solid Waste Facility Task Force (SWFTF)
  • Resolution No. 09-22
  • Stephen Chappuis - Appointee (District No. 2 Citizen Representative)

Board of Health (BoH) Resignation

Topic Summary

The Board is asked to formally accept the resignation of Alexis "AJ" Hawkins as the Consumer of Public Health Representative on the Board of Health (BoH). Ms. Hawkins resigned effective May 18, 2023, citing feeling ill-suited for the role, changes in her personal workload, and being negatively impacted by public comments at meetings.

Key Points

  • Alexis "AJ" Hawkins submitted her resignation via email on April 22, 2023, effective May 18, 2023.
  • Reasons cited for resignation included: feeling she was "not a good fit" for the position, taking on a demanding second job, and feeling "impacted by negative public comments at the monthly meetings."
  • BoH Chair Kees Kolff expressed thanks for Ms. Hawkins' perspective and contributions.
  • Efforts are underway to find a replacement Consumer of Public Health Representative.

Financials

None specified.

Alternatives

None specified.

Community Input

The document notes the resignation was partly due to the negative impact of public comments at monthly meetings.

Timeline

  • April 22, 2023: Resignation emailed.
  • May 18, 2023: Resignation effective date.
  • August 17, 2023: Anticipated selection of a new BoH member at the monthly BoH meeting.

Next Steps

The Board is recommended to formally accept the resignation of Alexis "AJ" Hawkins.

Sources

  • Glenn Gilbert - Clerk of the Board of Health
  • Mark McCauley - County Administrator
  • Alexis "AJ" Hawkins - Resigning member
  • Kees Kolff - BoH Chair

Conservation Futures Citizen Oversight Committee Resignation

Topic Summary

The Board is requested to formally accept the resignation of Craig Schrader as the Open Interest – Climate Change Representative on the Conservation Futures Citizen Oversight Committee. Schrader has been a long-standing and valued member serving since 2013, and efforts are currently underway to advertise and fill the resulting vacancy.

Key Points

  • Craig Schrader resigned from the Conservation Futures Citizen Oversight Committee.
  • Schrader held the position of Open Interest – Climate Change Representative.
  • He was a "long-standing member" serving on the advisory board since 2013.
  • The vacancy is for an unexpired term.

Financials

None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Schrader started serving in 2013.
  • The contact for the Committee (Tami Pokorny) is actively advertising to fill the open position.

Next Steps

The Board is recommended to accept the resignation of Craig Schrader.

Sources

  • Julie Shannon - Executive Secretary II
  • Mark McCauley - County Administrator
  • Craig Schrader - Resigning member
  • Tami Pokorny - Contact for Committee

2023 Second Quarter Budget Appropriations/Extensions

Topic Summary

The Board held a hearing and subsequently approved Resolution No. 29-23 regarding the 2023 Second Quarter Budget Appropriations/Extensions for various County departments. A key modification occurred during deliberation regarding a vehicle request by WSU Extension, where the Board increased the allocated amount from the proposed $31,000 to $50,000 to facilitate the purchase of an electric vehicle instead of a gas-powered one.

Key Points

  • The hearing concerned various budgetary requests presented by Finance Manager Judy Shepherd.
  • Vote/Approval: Resolution No. 29-23 was approved by a unanimous vote.
  • Significant Modification: The Board unilaterally increased the appropriation for the Noxious Weeds / WSU Extension vehicle line within Fund 109 from $31,000 to $50,000.
  • The rationale for the increase was to allow WSU Extension to purchase an electric vehicle instead of the originally requested gas-powered vehicle.
  • The decision followed testimony from a public member concerning the purchase of a gas-powered vehicle.

Financials

  • Original request amount for WSU Extension/Noxious Weeds vehicle: $31,000
  • Approved appropriation amount for WSU Extension/Noxious Weeds vehicle (Fund 109): $50,000 (an increase of $19,000).

Alternatives

  • Commissioners deliberated on the cost difference between an electric truck versus a gas-powered truck.

Community Input

  • Tom Thiersch provided public testimony regarding the requests (specifically regarding the gas-powered vehicle purchase).

Timeline

  • July 17, 2023: Hearing and approval of Resolution No. 29-23.

Next Steps

The budget appropriations/extensions are approved according to Resolution No. 29-23, incorporating the $50,000 allocation for the Noxious Weeds vehicle.

Sources

  • Judy Shepherd - Finance Manager
  • Mark McCauley - County Administrator
  • Tom Thiersch - Public commenter
  • Resolution No. 29-23

Opioid Funds Settlement Discussion

Topic Summary

The Board of County Commissioners met with the Behavioral Health Advisory Committee (BHAC) to discuss the allocation objectives, administration, distribution schedule, and mechanisms for the forthcoming Opioid Settlement Funds. Commissioners discussed directing the initial settlement payment to the Behavior Health Consortium.

Key Points

  • The meeting served as a discussion and planning session regarding the anticipated Opioid Settlement Funds.
  • Discussion covered: allowable uses of the funds, administration responsibilities (County vs. Salish BH-ASO), distribution timeline, total expected funding amount, and mechanisms for local disbursement and public input.
  • Commissioner Brotherton expressed a desire for the first settlement payment to be directed to the Behavior Health Consortium.
  • The timing and execution of fund allocation have not been decided.

Financials

  • The discussion covers the funding amount and distribution schedule for the Opioid Settlement Funds.
  • None specified.

Alternatives

  • Options for administration of funds included the County or the Salish BH-ASO.

Community Input

  • No public comments were received.
  • The discussion included whether public input would be solicited for allocation decisions.

Timeline

  • The topic is scheduled for discussion again at the Board of County Commissioners’ meeting on August 7, 2023.

Next Steps

The decision on allocating the Opioid Settlement Funds is deferred for further discussion at the August 7, 2023, BOCC meeting.

Sources

  • Commissioner Brotherton, Commissioner Eisenhour (Attended Special Meeting)
  • Behavioral Health Advisory Committee (BHAC)
  • Salish BH-ASO (Potential administrator of funds)

County Budget Objectives and Procedures (2024-2025)

Topic Summary

The Board approved Resolution No. 30-23, establishing the objectives and procedures for creating the 2024-2025 County Budget. This preparation follows internal discussions emphasizing that employee salaries constitute a majority of the existing County budget.

Key Points

  • Resolution No. 30-23 establishes the framework governing the 2024-2025 budgeting cycle.
  • County Administrator Mark McCauley highlighted that salaries make up a majority of the County budget.
  • The resolution was approved, setting the internal guidance for upcoming budget preparations.

Financials

  • The resolution formalizes procedures for managing future fiscal budgets but does not contain current financial figures other than the context that salaries dominate the budget.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 17, 2023: Resolution No. 30-23 approved.
  • The document covers planning for the 2024-2025 County Budget.

Next Steps

County departments will proceed with the budget preparation based on the approved Resolution No. 30-23 objectives and procedures.

Sources

  • Mark McCauley - County Administrator
  • Resolution No. 30-23

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