PACKET: Commissioners Meeting at Mon, Aug 21, 09:00 AM

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Longevity Pay, PTO, and Salary Schedule Amendments

Topic Summary

The Board of County Commissioners is considering a resolution to amend Longevity Pay, Personal Time Off (PTO) accrual rates, and the salary schedule for FLSA and Union Exempt Management and Professional Employees. These adjustments aim to ensure fair and competitive compensation and benefits for these positions, aiding in employee retention and recruitment. The resolution proposes immediate and phased wage increases through 2026, restructuring of the wage matrix, and expanding longevity pay and PTO benefits.

Key Points

  • Immediate Wage Increase: A 4% general wage increase for FLSA and Union Exempt Management and Professional Employees is proposed, effective August 1, 2023.
  • Merit Increases: Department Heads will be granted the ability to award a Merit Increase of one additional step, based on a minimum of two years of service, skills, ability, and a positive performance review. This merit increase adjusts the employee’s step anniversary date for subsequent step adjustments.
  • 2024 Wage/Structure Changes (Effective first full pay period 2024):
    • Steps 3, 4, and 5 of the current Salary Table will be removed, and the table renumbered from Step 1 through Step 7.
    • Employees currently in Steps 3, 4, and 5 will move to the New Step 1 and receive a new anniversary date of January 1 for future steps.
    • Employees in Steps 6 through 12 will move to the New Step having the same wage rate they currently earn.
    • A general wage increase of 3% will be applied.
  • Future Wage Increases:
    • A 2% general wage increase will take effect on the first full pay period in 2025.
    • A 3% general wage increase will take effect on the first full pay period in 2026, along with the addition of a new Step 8 to the wage matrix.
  • Longevity Pay Expansion (Effective January 1, 2024): Longevity pay increments will be extended up to 45 years of employment, expanding beyond the current 25-year maximum:
    • 30 years: $2,600
    • 35 years: $3,000
    • 40 years: $3,400
    • 45 years: $3,800 (Payments for 5, 10, 15, 20, and 25 years remain at $600, $1,000, $1,400, $1,800, and $2,200 respectively.)
  • PTO Enhancement (Effective January 1, 2024): An additional eight (8) hour PTO floater day will be adopted annually for all eligible employees, which must be used during the calendar year.
  • PTO Accrual (Effective January 1, 2024): The PTO accrual schedule is being revised, but the monthly accrual rate (hours earned per straight time hour) and the total yearly accrual maximum hours remain consistent with the prior schedule, up to 301+ months of employment (1269 hours/day max hourly accrual, 264 yearly max hours/33 days).
  • Total of 56 Exempt employees are anticipated to receive at least a 12% total wage adjustment over the next approximately 3.5 years.

Financials

  • Current (2023) Wage Increase: 4% general wage increase effective August 1, 2023.
  • 2024 Wage Increase: 3% general wage increase effective first full pay period 2024.
  • 2025 Wage Increase: 2% general wage increase effective first full pay period 2025.
  • 2026 Wage Increase: 3% general wage increase effective first full pay period 2026.
  • Longevity Pay Costs: Increases annual bonus amounts for employees achieving service milestones of 30, 35, 40, and 45 years.
  • PTO Enhancement Costs: The addition of one 8-hour PTO floater day for all eligible employees.
  • The wage adjustments for 2023, 2024, 2025, and 2026 are reflected in the attached Exempt wage matrices (Attachments A-D).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • August 1, 2023: Proposed effective date for the 4% general wage increase.
  • First full pay period in 2024: Proposed effective date for PTO changes, Longevity Pay updates, and the 3% general wage increase and matrix restructuring.
  • First full pay period in 2025: Proposed effective date for the 2% general wage increase.
  • First full pay period in 2026: Proposed effective date for the 3% general wage increase and the addition of a new Step 8.

Next Steps

The Board is requested to approve and sign the resolution.

Sources

  • Mark McCauley - County Administrator
  • Sarah Melancon - Human Resources Director
  • Resolution No. 78-21 (prior longevity pay resolution)
  • Resolution No. 77-21 (prior PTO accrual rate resolution)
  • Resolution No. 30-23 (establishing 2024-2025 Budget objectives)

Interlocal Agreement for Syndromic Surveillance Data Sharing (ESSENCE)

Topic Summary

Jefferson County Public Health (JCPH) seeks approval for an Interlocal Data Sharing Agreement with the Washington State Department of Health (DOH), Kitsap County Public Health District, and Clallam County Public Health. This agreement focuses on exchanging syndromic surveillance data via the CDC National Syndromic Surveillance Program (NSSP) Electronic Surveillance System for the Early Notification of Community-based Epidemics (ESSENCE) platform to support regional public health monitoring and response efforts.

Key Points

  • Purpose: The agreement allows WA DOH to share ESSENCE data between Jefferson, Clallam, and Kitsap Public Health Departments/District.
  • Benefit: Enables a regional approach for local public health authorities to identify, monitor, assess, or investigate potential public health signals, disease outbreaks, or conditions of public health importance.
  • Data Details (Exhibit I and II): The data shared will be through the ESSENCE platform access, providing various elements for each record (visit) including facility name, patient complaints/diagnoses, date of birth, age, temporal information (visit/discharge/death time), medical record number, residential zip code/county/state, patient sex, race, ethnicity, and insurance information. The data is classified as Restricted Confidential Information (Category 4).
  • Opioid Dashboard Sharing (Exhibit III): Kitsap Public Health District (Information Recipient) will receive access to Jefferson and Clallam County ESSENCE data to compose a public-facing dashboard in collaboration with those counties to maintain visibility on opioid overdose concerns.
    • The dashboard synopsis includes Age, residential county, visit date, race, ethnicity, sex, and drug category.
    • Data shared for this dashboard is classified as Potentially Identifiable Information (Category 3).
    • The Information Recipient agrees to de-identify and aggregate data for the public dashboard to ensure zero to minimal risk of identification.
    • The dashboard data itself is not downloadable by the general public.
  • Security and Confidentiality: Unauthorized use or disclosure of data may result in immediate termination of the agreement. Data must be encrypted and protected following the OCIO security standard 141.10 (Securing Information Technology Assets), which compliance with HIPAA Security Standard meets. Users must sign a “Use and Disclosure of Confidential Information Form” (Appendix A).

Financials

  • Total Cost: No Dollar Amount / No charge for this service.
  • Fiscal Impact: None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Effective Date: Date of execution through April 30, 2024 (ESSENCE access/Exhibit I/Exhibit II/Exhibit III).

Next Steps

Board approval of the ESSENCE Data Sharing Agreement is requested.

Sources

  • Apple Martine - Jefferson County Public Health Director
  • Denise Banker - Community Health Division Director
  • Washington State Department of Health (DOH)
  • Kitsap County Public Health District
  • Clallam County Public Health
  • Keith Grellner - Kitsap Public Health District Administrator
  • Cynthia Karlsson - RHINO program manager (DOH)
  • RCW 43.70.057 (Hospital emergency room patient care information)

Amendment No. 1 to Community Navigator Assessment Agreement (VillageReach)

Topic Summary

Jefferson County Public Health (JCPH) is requesting modification (Amendment No. 1) to its Professional Services Agreement with VillageReach, which is contracted to assess the implementation and impact of a grant project focused on COVID-19 education and vaccination access. The modifications are procedural and pertain to payment methodology and background check requirements, clarifying that the payment model is deliverables-based and staff are exempt from fingerprinting due to remote work and no contact with minors.

Key Points

  • Program Partnership: JCPH is partnering with the Olympic Peninsula YMCA Jefferson County Branch’s Family Resources Navigator (FRN) program to connect communities with COVID-19 prevention, testing, and vaccination resources.
  • Contractor Role: VillageReach supports project implementation, assesses implementation and impact, and applies findings for real-time improvements.
  • Contract Modification Sought:
    • Payment: Delete existing hourly-based payment clauses and replace them with a fixed-price/deliverables-based payment model as detailed in Appendix A/B.
    • Timesheets: Remove the requirement for VillageReach to submit hourly timesheets (deleted old Section 4.c, 4.d, 4.e).
    • Background Check: Remove the reference to Washington State Patrol fingerprint identity requirements (Section 34) because VillageReach staff works remotely and has no contact with minors.
  • Deliverables: The five one-time deliverables include: (1) program design recommendations based on landscape analysis; (2) Developing M&E plan; (3) Implementing M&E plan; (4) Testing light touch project improvements; and (5) Report on lessons learned.

Financials

  • Total Contract Cost: Not to exceed $42,000 (no change in total cost resulting from this amendment).
  • Funding Source: National Association of County and City Health Officials (NACCHO) grant, as part of the Partnering for Vaccine Equity (PAVE) project.
  • Payment is structured based on five fixed-price deliverables pursuant to Appendix B, totaling $42,000.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Agreement commenced: April 1, 2023.
  • Agreement end date: April 30, 2024.
  • Deliverables spanned from July 31, 2023, to April 30, 2024.

Next Steps

JCPH management requests approval of the modification to the Professional Services Agreement with VillageReach.

Sources

  • Veronica Shaw - Deputy Public Health Director
  • Bonnie Obremski - COVID-19 Communications Specialist
  • VillageReach (Contractor)
  • Ann Holmes - VP, Global Operations (VillageReach)
  • National Association of County and City Health Officials (NACCHO) grant / Partnering for Vaccine Equity (PAVE) project

Extension of Infant Mental Health Reflective Supervision Consulting Agreement

Topic Summary

Jefferson County Public Health (JCPH) requests approval for Amendment #3 to the Professional Services Agreement with Gina Veloni, extending the contract period for Infant Mental Health Reflective Supervision consultation services provided to the Nurse Family Partnership (NFP) staff. This consulting service is intended to improve NFP staff skills in supporting parent-child relationships, assist in endorsement pathway requirements, and support professional development.

Key Points

  • Contractor/Role: Gina Veloni (Infant Mental Health Mentor) provides Infant Mental Health Reflective Supervision consultation to Nurse Family Partnership (NFP) staff.
  • Services Provided (Scope of Work):
    • Consultation by an Infant Mental Health Mentor (Clinical designation) specializing in Reflective Supervision.
    • Enhancement of NFP staff skills for supporting parent-child relationships.
    • Component of the pathway for endorsement by the Washington Association of Infant Mental Health (WA-IMH).
    • Contribution to the professional development of NFP staff and supervisor in navigating care for families with multi-complexities.
    • Services are accessed by video conferencing.
  • Prior Amendment (Amendment #2, dated June 15, 2022): Extended the agreement to June 30, 2023, and increased the NFP Supervisor's consultation from 1 to 12 sessions, raising the total payment from $2,470 to $3,570.
  • Current Amendment (Amendment #3): The sole purpose is to extend the term of the Professional Services Agreement (including Amendments 1 & 2).

Financials

  • Total Payment (Maximum): $3,570 (No change in dollar amount in Amendment #3).
  • Payment Breakdown (per Exhibit B of Amendment #2):
    • IMH RSC for NFP Team (1.5 hours, 6 sessions at $225): $1,350
    • IMH RSC for NFP Team (1.0 hours, 6 sessions at $150): $900
    • IMH RSC for NFP Supervisor (1.0 hours, 12 sessions at $110): $1,320
    • Total: $3,570
  • Funding Source: Department of Children, Youth and Families (DCYF). There is no impact to the General Fund.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Original Agreement Period (Base): July 1, 2020, through June 30, 2021.
  • Amendment #1 Period: Extended to July 1, 2021, through June 30, 2022.
  • Amendment #2 Period: Extended to July 1, 2022, through June 30, 2023.
  • Amendment #3 Period (Proposed Extension): July 1, 2023, through June 30, 2024.

Next Steps

JCPH management requests approval of Amendment #3 to the Professional Services Agreement.

Sources

  • Denise Banker - Community Health Director
  • Gina Veloni - Infant Mental Health Mentor
  • Department of Children, Youth and Families (DCYF)
  • Washington Association of Infant Mental Health (WA-IMH)

Final Plat Alteration Approval for Samaras Plat (Utility Easement Relocation)

Topic Summary

The Department of Community Development (DCD) requests final approval for a Plat Alteration for the “Samaras Plat” to formally re-locate a utility easement on Lot 1 of the South Bay No. 2 Subdivision. This action is necessary to provide more space for the approved building envelope on the property and is mandated by Jefferson County Code and state RCW.

Key Points

  • Project: Final Plat Alteration for “Samaras Plat” (SUB2022-00025) concerning Lot 1 of South Bay No. 2 Subdivision located at 310 Cameron Road, Port Ludlow, WA.
  • Action: To re-locate a utility easement on Lot 1.
  • Purpose: To increase the available space for the building envelope.
  • Regulatory Compliance: The request must be approved pursuant to DCD staff determination that the application meets the required criteria of JCC Chapter 18.35 Article VII and RCW 58.17.215.
  • Process Review: The project underwent a Type II Land Use Approval review process, including public notice with a 14-day comment period, review by the Assessor, Environmental Health, and Public Works Departments.
  • Preliminary Approval: Preliminary approval was issued on July 17, 2023, and expires July 17, 2028.
  • Conditions: Prior to land disturbing activity, the applicant must receive County approval of a Stormwater Site Plan and Stormwater Management Permit. A Site Development Review (SDR) is required prior to new development.
  • Public Comment Received: Two written comments were received from Paula Collet and Hazel Thomas concerning the potential disruption of sewer service during the physical relocation of the sewer line. The physical relocation is the responsibility of the purveyor, Olympic Water and Sewer Inc. (OWSI).

Financials

  • None specified. Staff determined there is no identifiable fiscal impact related to this request.

Alternatives

  • The DCD staff analysis states the requested action is mandatory per RCW 58.17.215 and Chapter 18.35 JCC.

Community Input

  • Paula Collet, Hazel Thomas: Concern regarding potential disruption of sewer service during sewer line relocation.

Timeline

  • 2022-11-10: Application submitted.
  • 2023-05-17: Public notice issued for a 14-day comment period.
  • 2023-07-17: Preliminary Plat Alteration Approval Issued.
  • 2028-07-17: Preliminary plat approval expires.

Next Steps

DCD requests the Board of County Commissioners grant final plat alteration approval by signing the final South Bay No. 2 Plat Alteration Mylar.

Sources

  • Ernie and Kate Samaras - Applicants
  • Greg Ballard - Development Code Administrator / UDC Administrator
  • David Wayne Johnson - Associate Planner (Project Planner)
  • Paula Collet, Hazel Thomas - Commenters
  • Olympic Water and Sewer Inc. (OWSI) - Sewer line purveyor
  • JCC Chapter 18.35 Article VII, RCW 58.17.215

On-Call Building Services Consultant (BHC Consultants, LLC)

Topic Summary

The Department of Community Development (DCD) proposes entering into a professional services agreement with BHC Consultants, LLC for on-call building services such as specialized plan review and inspection. This measure is intended to supplement DCD staff capacity to handle pending projects and anticipated heavy permit application submittals over the next few years.

Key Points

  • Need: The County building team expects several complex projects and a period of unusually heavy permit application submittal activity requiring temporary additional talent for review and inspection services.
  • Specific Project Cited: The Pleasant Harbor Master Plan Resort project is one of the complex projects expected to begin within this contract timescale.
  • Scope of Services (Exhibit A): The contractor (BHC Consultants) will provide On Call Review and Inspection Services, including plan review (structural, non-structural, code compliance, accessibility, energy, ventilation) and inspection services (fire/life safety, structural, energy code, ADA, mechanical/plumbing) on an as-needed basis.
  • Review Standards: Reviews must comply with JCC 15.05.030, which adopts various International and Uniform Codes (WAC 51-11, 51-50, 51-51, 51-52, 51-54, 51-56).
  • Timeframes (Targeted): The goal for initial review is 10 working days for Single-Family projects, 15-20 working days for Multi-Family, and 20-30 working days for Commercial projects. Re-review times are similarly structured (10-15 working days). These timelines are subject to change.
  • Inspection Guarantee: The County guarantees a minimum of four (4) hours of inspection work each day inspection services are provided (time calculated portal to portal).
  • Billing Method: Payment for additional services (beyond the initial review and one re-check) will be on a time-and-expense basis using hourly rates. Fixed fees for plan review generally range from $150 (Planner 1) to $195 (Structural P.E.) per hour on the Labor Rate Schedule. Additionally, lump sum options based on a percentage of the plan review fee (ranging from 35% to 75% depending on valuation and review type) are defined.

Financials

  • Maximum Contract Amount: Not to exceed $30,000 for the entire term of the agreement (August 1, 2023, through July 31, 2028).
  • Funding: Cost will be covered by permit application fees and current staffing agreements.
  • Minimum Fee: A minimum fee of $250 applies to all “fixed fee” and/or “hourly” projects to cover setup, tracking, coordination, and initial review.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Agreement Commencement: August 1, 2023.
  • Agreement Expiration: July 31, 2028.

Next Steps

Staff recommends that the Board approve the attached professional services agreement.

Sources

  • Phil Cecere - Building Official Fire Marshal
  • Josh Peters - DCD Director
  • Chelsea Pronovost - DCD Admin Manager
  • Mark McCauley - County Administrator
  • BHC Consultants, LLC - Contractor
  • Cameron Ochiltree - Executive Vice President (BHC Consultants)

On-Call Planning Services Agreement (Cross Sound Consulting, LLC)

Topic Summary

The Department of Community Development (DCD) proposes an agreement with Cross Sound Consulting, LLC for on-call planning services to address a significant land use permit backlog, staff capacity challenges, and long-range planning needs, specifically in preparation for the Growth Management Act (GMA) 2025 Periodic Review.

Key Points

  • Need: DCD is experiencing a permit backlog and is down three positions compared to the prior year. Even at full capacity, the department requires additional capacity for development review and long-range planning.
  • Scope of Services (Exhibit A): The contractor will provide General Planning Assistance, Development Review (Type I-IV land use permits, Site Development Review (SDR), stormwater permits, SEPA review), and Long-Range Planning (Comprehensive Plan support, GMA 2025 Periodic Update assistance, code audits like critical areas regulations, and community engagement).
  • GMA 2025 Periodic Review: The contractor will provide technical and consulting assistance supporting the County's requirements for the update, including project management, public participation, review/update of Comprehensive Plan elements, and SEPA review.
  • Development Review Payment: Work is on a time and materials basis, tailored to the estimated staff hours in the County's current fee schedule. If required hours exceed the fee schedule estimate, the County must be notified immediately.
  • Long-Range Planning Payment: Work requires task orders and budgets approved in writing by the DCD Director.
  • Term: The agreement is for five years starting from the Effective Date (date of last signature).

Financials

  • Hourly Rates (Labor Rate Schedule, Exhibit B): Project Manager: $145.
  • Maximum Payment (Development Review): Shall not exceed the fee estimated staff hours in the County's current fee schedule without express written approval by the DCD Director.
  • Maximum Payment (Long-Range Planning): Shall not exceed the budget for a task order.
  • Funding (Development Review): Expenditures covered by a combination of land use permit fees and use of the department’s fund balance and/or general fund.
  • Funding (Long-Range Planning): DCD expects at least $350,000 in revenue from the State Department of Commerce during the 2023-2025 biennium for the 2025 Periodic Review.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Agreement Duration: Five years from the Effective Date.
  • Focus dates: GMA 2025 Periodic Review.

Next Steps

Staff recommends that the Board approve this professional services agreement.

Sources

  • Josh Peters - Community Development Director
  • Chelsea Pronovost - Administrative Services Manager
  • Mark McCauley - County Administrator
  • Cross Sound Consulting, LLC - Contractor
  • Washington State Department of Commerce (for GMA funding)
  • Growth Management Act (GMA)

On-Call Planning Services Agreement (SCJ Alliance)

Topic Summary

The Department of Community Development (DCD) proposes a professional services contract with SCJ Alliance for on-call planning services to manage the Pleasant Harbor Master Planned Resort (PHMPR) as the designated "Contract Planner," administer the new C-PACER program, and generally support DCD’s capacity shortages in development review and long-range planning.

Key Points

  • Dual Need: DCD is addressing a significant permit backlog and is down three FTEs, requiring external capacity for development review and long-range planning (including the 2025 GMA Periodic Review).
  • PHMPR Contract Planner Role: SCJ Alliance will serve as the "Contract Planner" required by the Future Staffing and Consultant Agreement for PHMPR. Their work includes reviewing development applications for conformance with the Development Agreement and JCC Titles 17 and 18.
  • C-PACER Administration Role: SCJ Alliance simultaneously accepted the County’s request to serve in an application management capacity for the C-PACER program, which DCD is establishing.
  • General Planning Support: The contractor will provide general planning assistance, development review (Type I-IV land use permits, SEPA review), and long-range planning (Comprehensive Plan, development code audits like critical areas regulations).
  • Consultant Selection Process (Per PHMPR Agreement): Jefferson County must select the Contract Planner and Other Consultants only with PHMPR's express written consent, which shall not be unreasonably withheld. PHMPR has 10 days to object to a nomination or consent is waived.

Financials

  • Maximum Payment (Development Review): Shall not exceed the fee estimated staff hours in the County's current fee schedule without express written approval by the DCD Director.
  • Maximum Payment (Long-Range Planning): Shall not exceed the budget for a task order.
  • Hourly Rates (Labor Rate Schedule, Exhibit B): Senior Planner $195; Planner 4 $170; Planner 2 $116; Project Manager – Environmental Review $247.
  • Funding Sources:
    • PHMPR Contract Planner: Consultant charges will be paid by the PHMPR developer (Pleasant Harbor Marina and Golf Resort, LLC) as specified in the Future Staffing and Consultant Agreement (Appendix 1).
    • C-PACER Administration: Application management costs will be paid by C-PACER applicants through application fees.
    • Other Development Review: Combination of land use permit fees, department fund balance, and/or general fund.
    • Long-Range Planning (GMA): DCD expects at least $350,000 in revenue from the State Department of Commerce during the 2023-2025 biennium for the 2025 Periodic Review.
  • PHMPR Developer Required Funds (Per Future Staffing Agreement): PHMPR must deposit an initial and replenishable amount of $30,000 into a Retainer Account maintained by the County Auditor and Treasurer to ensure timely payments to the Contract Planner, Building Inspector, and Other Consultants.
  • Settlement Fulfillment (Per Future Staffing Agreement): The agreement constitutes completion of the required Future Staffing Agreement under the March 3, 2022 Settlement Agreement, and fulfillment of the remaining settlement payment of $83,823.16.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Agreement Duration: Five years from the Effective Date.
  • GMA Update: 2025 Periodic Review.

Next Steps

Staff recommends that the Board approve this professional services agreement.

Sources

  • Josh Peters - Community Development Director
  • Chelsea Pronovost - Administrative Services Manager
  • Mark McCauley - County Administrator
  • SCJ Alliance (Contractor/Consultant)
  • Pleasant Harbor Master Planned Resort (PHMPR) Developer (Pleasant Harbor Marina and Golf Resort, LLC)
  • Future Staffing and Consultant Agreement for PHMPR (Appendix 1) (Effective Date: June 5, 2023)
  • Washington State Department of Commerce (for GMA funding)

Hoh River Resiliency – Lindner Complex Reach Restoration Design Agreement

Topic Summary

Jefferson County Public Health (JCPH) sought approval for a grant agreement with the Recreation and Conservation Office (RCO) for the Hoh River Resiliency – Lindner Complex Reach Design Project. The project focuses on developing a restoration design to place Engineered Log Jams (ELJs) intended to achieve multiple habitat and community objectives along the Upper Hoh Road corridor.

Key Points

  • Project Location: Lindner Complex Reach along the Upper Hoh Road (MP 5.0–6.5; RM 21–23) adjacent to the main commercial/agricultural/residential center six miles downstream of Olympic National Park's entrance.
  • Objective: Develop a reach-scale restoration design for placing ELJs to improve floodplain stability, habitat complexity for fish (including Spring Chinook, Coho, and Steelhead), and increase community resiliency against high and low flows.
  • Specific Threat: Risk of mainstem avulsion is increasing, which could lead to exposure to high velocity flows, erosion, loss of off-channel areas, and reliance on emergency riprap placement.
  • Methodology: A series of increasingly robust early designs for 500 acres will lead to a final Phase I engineered design and necessary permit applications. Subsequent construction will be funded separately.
  • Priority Status: This project advances the Middle Hoh Resiliency Plan’s highest priority action.
  • Cultural Resources: A cultural resources survey must be completed and results submitted to RCO prior to commencement of work, and receives a notice of cultural resources completion.
  • Outreach/Education: The scope includes 24 outreach/education events to diverse user groups, 1 Interpretive Sign (to be posted feasible road right-of-way or on Peterson private land), and landowner recruitment (contacting 30 landowners).

Financials

  • Total Project Cost: $1,289,860.00
  • Grant Award (State Funds): $1,139,860.00 (88.37%)
  • Sponsor Match (In-Kind): $150,000.00 (11.63%), provided by the Hoh Tribe (2022 LiDAR and aerial imagery datasets).
  • Cost for Workshop: Negligible.
  • Funding is provided by RCO Grant #22-1375 through the Washington Coast Restoration & Resiliency Initiative (WCRRI).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2023-07-01: Project Start Date (Agreement commencement/Period of Performance begins).
  • 2023-07-01 to 2026-06-30: Period of Performance.
  • 2023-08-21: Potential Action: Approval of Reach Design Agreement (Actual action taken by motion).
  • 2023-11-01: RFP Complete/Consultant Hired and Data Gathering Started.
  • 2024-09-01: Data Gathering Complete.
  • 2024-12-30: Draft Design to RCO (Conceptual Design).
  • 2025-06-01: Preliminary Design to RCO.
  • 2025-11-01: Cultural Resources Study completion.
  • 2025-12-01: Cultural Resources Complete (Notice received).
  • 2026-03-01: Final Design to RCO.
  • 2026-06-30: Agreement End Date.
  • 2026-08-30: Final Report and Final Billing Due.

Next Steps

The Board approved the Hoh River Resiliency – Lindner Complex Reach Design Agreement (July 1, 2023, to June 30, 2026) in the amount of $1,289,860 by unanimous vote. Staff Tami Pokorny stated they would like to put out an RFP next week.

Sources

  • Tami Pokorny - Natural Resources Program Coordinator (JCPH)
  • Pinky Mingo - Environmental Public Health and Water Quality Director (JCPH)
  • Washington State Recreation and Conservation Office (RCO)
  • Hoh Tribe (Match funding provider)
  • Middle Hoh Resiliency Plan

Lower Big Quilcene Riverscape Restoration Project Workshop

Topic Summary

Jefferson County Public Health requested a workshop opportunity for the Hood Canal Salmon Enhancement Group (HCSEG) and Jamestown S’Klallam Tribe (JST) to present information regarding the Lower Big Quilcene Riverscape Restoration Project. This large-scale effort is intended to address community flooding issues and enhance habitat for endangered salmon stocks, with construction funding secured recently through a major federal grant.

Key Points

  • Project Goal: Comprehensively address community flooding and substantially improve habitat conditions for several endangered salmon stocks.
  • Major Elements:
    • Construction of a 1,040-foot floodplain spanning bridge on Linger Longer Road.
    • Rehabilitation of the lower one mile of the Big Quilcene River.
  • Flooding Context: Randy Johnson of the Jamestown S’Klallam Tribe provided a presentation on the Linger Longer project and a potential southside setback levee during the workshop.
  • Key Discussion Points for Workshop:
    • Overview of the restoration project.
    • Estimated project timeline.
    • Public outreach strategy.
    • Options to address a flood-prone section of south river levee.
    • Overview of draft MOU between HCSEG, JST, and Jefferson County.
  • Funding Secured: The Jamestown S’Klallam Tribe recently received a $25 Million RAISE Grant award from the Federal DOT to fund the construction of the project.

Financials

  • Total Funding Secured: $25 Million RAISE Grant (Source: Federal DOT, awarded to JST).
  • County Impact: The project is being funded by an exterior grant and will not affect the County’s General Fund.
  • Cost for Workshop: Negligible.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Construction activities are planned to begin in the near future (proposed).

Next Steps

The workshop discussion included presentation of a proposed timeline, outreach strategy, levee options, and an overview of a draft MOU. Formal action was requested only for the workshop time slot.

Sources

  • Tami Pokorny - Natural Resources Program Coordinator (JCPH)
  • Randy Johnson - Habitat Program Manager, Jamestown S’Klallam Tribe (JST)
  • Gus Johnson - Habitat Program Manager, Hood Canal Salmon Enhancement Group (HCSEG)
  • Federal DOT (RAISE Grant source)

Interagency Agreement for BECCA Funding (Juvenile Services)

Topic Summary

Jefferson County Juvenile Court seeks approval of an Interagency Agreement (IAA24303) with the Washington State Administrative Office of the Courts (AOC) to receive BECCA funding. These funds offset court processing and programming costs for truancy, at-risk youth (ARY), and child-in-need-of-services (CHINS) matters (non-offender cases) for the state fiscal year 2023-2024.

Key Points

  • Purpose: To administer Truancy, At Risk Youth, and Child in Need of Services (Becca) programs and services according to RCW 13.32A.
  • Requirement: Funds must supplement, not supplant, any other local, state, or federal funds.
  • Scope: Funds cover actual costs associated with processing and case management of CHINS, ARY, and Truancy referrals/petitions using the BECCA Cost Guidelines (Exhibit A).
  • Reporting: The Contractor must submit bi-annual reports to AOC documenting the number of petitions broken down by CHINS, ARY, and Truancy.
  • Background Checks: Contractor is required to conduct criminal history clearance for all employees, subcontractors, and/or volunteers who will have regular (or limited) access to clients/juveniles, pursuant to WAC 110-700 and RCW 43.43.830.
  • Revenue Sharing: AOC may initiate revenue sharing by May 1, 2024, to reallocate funding based on whether courts over/under-spent their available monies.

Financials

  • Maximum Compensation (Funding Received): Maximum of $29,062 for costs incurred during the period of performance.
  • Fiscal Impact: Revenue will be included in the Juvenile Court budget for 2023-2024.
  • Billing: Invoices must be submitted monthly upon receipt of a properly completed A-19 invoice and Becca Monthly Detail Report (Exhibit B).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Period of Performance: July 1, 2023, through June 30, 2024.
  • Bi-Annual Report 1 Due: January 31, 2024 (for period 07/01/23 - 12/31/23).
  • Bi-Annual Report 2 Due: July 31, 2024 (for period 01/01/24 - 06/30/24).
  • AOC notification of Revenue Sharing (if any): No later than May 1, 2024.
  • Final Revenue Sharing A-19 submission: By August 1, 2024.

Next Steps

The Board is recommended to approve the agreement.

Sources

  • Shannon S. Burns - Juvenile Court Administrator
  • Administrative Office of the Courts (AOC)
  • RCW 13.32A (BECCA legislation)

Interagency Agreement for CASA-GAL Funding (Juvenile Services)

Topic Summary

Jefferson County Juvenile Court seeks approval for an Interagency Agreement (IAA24336) with the Administrative Office of the Courts (AOC) to receive CASA-GAL (Court-Appointed Special Advocates / Volunteer Guardian ad Litem) funding. These funds, totaling $41,530 for the State fiscal year July 1, 2023, through June 30, 2024, support the Guardian ad Litem program for State Dependent children.

Key Points

  • Purpose: To increase the number of children served by CASA/volunteer guardians ad litem programs in dependency matters, or to reduce the average volunteer caseload to recommended standards.
  • Requirement: Funds must supplement, not supplant, any other local, state, or federal funds.
  • Scope: The Court must manage a CASA/volunteer guardian ad litem program as defined in RCW 13.34.030(13) and ensure the program complies with RCW 13.34.100 -107.
  • Reporting: The Court must submit bi-annual reports to the AOC detailing the number of children served and the number of volunteers.
  • Background Checks: The Court must ensure a criminal background check has been completed for all employees, CASAs/Volunteer GALs, and subcontractors who have access to children, pursuant to RCW 13.34.100(3). AOC will reimburse for CASA/Volunteer GAL criminal background checks.
  • Attorney Costs: Reimbursement for attorney services is only for the legal representation of the CASA/Volunteer GAL with regard to a specific case, not for representation of a minor child.

Financials

  • Maximum Compensation (Funding Received): $41,530.
  • Fiscal Impact: Revenue will be included in the Juvenile Court budget for 2024.
  • Billing: Payment is made within 30 days of receipt of a properly-completed A-19 and the CASA/Volunteer GAL Monthly Detail Report (Exhibit B).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Period of Performance: July 1, 2023, through June 30, 2024.
  • Bi-Annual Report 1 Due: January 31, 2024.
  • Bi-Annual Report 2 Due: July 31, 2024.
  • AOC notification of Revenue Sharing (if any): No later than May 1, 2024.
  • Final Revenue Sharing A-19 submission: By August 1, 2024.

Next Steps

The Board is recommended to approve the agreement and sign 3 originals.

Sources

  • Shannon S. Burns - Juvenile Court Administrator
  • Administrative Office of the Courts (AOC)
  • RCW 13.34.030, 13.34.100 -107

Agreement for Functional Family Therapy (FFT) Services

Topic Summary

Jefferson County Juvenile Services proposes an agreement with Mark Farley, Options Counseling Services, to provide Functional Family Therapy (FFT) for juvenile offenders referred by the department. This evidence-based program, funded by DCYF/JR state dollars, provides in-home family therapy to reduce recidivism and overcome service barriers in the rural community.

Key Points

  • Service Provided: Functional Family Therapy (FFT), an evidence-based program for diverted and adjudicated youth referred by Jefferson County Juvenile Services.
  • FFT Model: Services must align with the FFT model, including concepts from the Blueprints for Violence Prevention: Functional Family Therapy, initial training precepts, and clinical guidance from FFT, Inc., a local FFT Supervisor, and the FFT case-reporting system.
  • Recidivism/Accessibility: Research indicates FFT reduces recidivism. The program fills a gap for in-home family therapy, reducing barriers in the rural community.
  • Caseload Goal: The goal is for the contractor to maintain a full-time caseload or as close thereto as possible.
  • Information Sharing: The Contractor must share pertinent treatment progress information (phase, theme, goals) with the Jefferson County Juvenile Services Case Manager/Juvenile Court Administrator (JCA). Specific risks (weapon possession, risk of harm, abuse) and no-shows require immediate JCA contact.
  • Background Check: Contractor and staff having regular or limited access to clients/juveniles must be cleared through a Jefferson County approved criminal history and background check. This must be repeated every three years.

Financials

  • Compensation Limit: Total sum not to exceed $50,000, unless additional funds are made available through the WAJCA and DCYF/JR statewide revenue sharing process.
  • Per Session Rate: $190 per session, except for Sessions 1 and 12, which are billed at $300.
  • Minimum Fee: A minimum professional fee of $2,500 per month is paid to the Contractor for families who participate in the intervention.
  • Funding Source: Evidence Based Expansion dollars through DCYF/JR (Department of Children, Youth and Families / Juvenile Rehabilitation). This revenue and associated expenditures are included in the Juvenile Services budget.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Period of Agreement: July 1, 2023, through June 30, 2025.
  • Work performed consistent with the agreement from July 1, 2023, through execution date is ratified.

Next Steps

The Board is recommended to approve and sign the agreement.

Sources

  • Shannon Burns - Juvenile Court Administrator
  • Mark Farley, Options Counseling Services - Contractor
  • DCYF/JR (Funding Source)
  • Blueprints for Violence Prevention: Functional Family Therapy (Program Model)

Parents for Parents (P4P) Program Grant Agreement

Topic Summary

Jefferson County Juvenile Court seeks approval for a grant agreement with the Children's Home Society of Washington (CHSW) for the Parents for Parents Program (P4P). The P4P program, which supports parents involved in Dependency Petitions with peer mentoring/support (Parent Allies), will be run by Jefferson County Juvenile Court locally through a coordinator/Parent Ally clerk hire position.

Key Points

  • Program Purpose: P4P provides peer mentoring and support to parents subject to Dependency Petitions, using a Parent Ally with lived experience to promote safe and timely reunification/family preservation.
  • Contractor Role (Juvenile Court): Jefferson County Juvenile Court will serve as the host of the P4P program. This includes contracting with Parent Allies, providing supervision, hosting Advisory Committee meetings, establishing a P4P Coordinator (clerk hire) position, and maintaining program finances/data.
  • Coordination: The program must be consistent with the P4P Model Fidelity Checklist and Dependency 201 curriculum provided by CHSW.
  • Parent Ally Staffing: The agreement funds a clerk hire position (Coordinator role) at 16 hours a week who also acts as a Parent Ally (Alicia Reynolds is named as the clerk hire filling this coordinator role).
  • Services/Deliverables: Includes outreach at dependency hearings (starting with shelter care), developing a resource bank, offering Dependency 101/201 classes, and individual peer support.
  • Parent Ally Qualifications (Exhibit D): Allies must have a closed Dependency case, satisfactory background check, accept responsibility for past issues, demonstrate a positive and healthy lifestyle, and have the mental/emotional stability and capacity to perform the duties.
  • Funding Status: CHSW is the payer of last resort and is funded through a contract from the Washington State Office of Public Defense. The agreement is subject to CHSW's continuing funding.
  • Administration Cap: Administrative fees should not exceed 15% of the contracted budget.

Financials

  • Total Contract Amount: $20,774.05.
  • Funding Source: Grant from the Children’s Home Society of Washington (CHSW).
  • Fiscal Impact: Revenue and associated expenditures are included in the Juvenile Court's current and 24-25 budgets.
  • Budget Breakdown (Exhibit B):
    • P4P Coordinator Compensation: $11,250.00
    • Parent Ally Team Compensation: $2,000.00
    • Clinical Supervision: $2,400.00
    • Program Expenses (supplies, food, meeting costs, etc.): $2,000.00
    • Administration (max 15%): $3,124.05
    • Mileage: $0
    • Total: $20,774.05

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Period of Performance: July 1, 2023, to June 30, 2024.
  • Invoices/Reports Submission: Quarterly invoices (no more frequent than monthly) and monthly online data reports must be submitted within 20 days following the end of each month.

Next Steps

The Board is recommended to approve the agreement and sign 3 originals.

Sources

  • Shannon Burns - Juvenile Court Administrator
  • Children’s Home Society of Washington (CHSW) - Information Provider
  • Alicia Reynolds (named as clerk hire/Coordinator)
  • Washington State Office of Public Defense (CHSW's funding source)

Public Works Capital Transportation Program Briefing

Topic Summary

The Public Works Department is briefing the Board of County Commissioners (BOCC) and County Administrator on the status of the greater Capital Transportation Program and the upcoming 2024-2029 Six-Year Transportation Improvement Program (TIP). The briefing addresses the challenge of competing project priorities resulting from abundant external grant funding versus limited local matching funds and difficulty retaining qualified local staff.

Key Points

  • Program Focus: Review of projects on the Public Works Capital Transportation Program and the upcoming 2024-2029 Six-Year Transportation Improvement Program (TIP).
  • Challenge: The County faces competing priorities caused by the availability of many external grant funding opportunities against limited local matching funds and difficulties in finding qualified local staff.
  • Purpose of Briefing: To provide the Board with information to consider these competing priorities in preparation for the upcoming biennial budget and TIP adoption.
  • Projects (2024-2029 TIP Snapshot): The agenda includes a table listing 34 projects with total project costs, funding sources, and estimated expenditure schedules through year 6 (2029).

Financials

  • Total Estimated 2024-2029 TIP Expenditures (2024-2028 Total): $41,279,202 (Total project costs listed as $41,130,202).
  • Funding Breakdown (2024-2028 Total):
    • Federal Funds: $27,539,101
    • State Funds: $11,613,437
    • Other Revenues: $396,207
    • Local Funds: $1,581,457
    • Total (2024-2028): $41,130,202
  • Year 1 (2024) Planned Expenditures: $10,873,168
  • Largest Projects by Total Cost (Federal/State Funded):
    • Center Road Culvert Correction - Chimacum Creek (Project 31): Total $6,179,119 (Federal PROTECT grant).
    • Yarr Bridge Replacement (Project 29): Total $5,485,705 (Federal BRR grant).
    • Quilcene Complete Streets - Phase 2 (Project 30): Total $5,105,036 (Federal PBP grant).
    • Little Quilcene Bridge Replacement Project (Project 6): Total $5,146,290 (Federal BRR grant).
    • Olympic Discovery Trail - Connection (Project 2): Total $4,479,847 (State WWRP / Federal STP/STBQ).
  • Cost for Briefing: There is no direct cost related to the briefing.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Immediate: Discussion is in preparation for the upcoming biennial budget and the formal adoption of the 2024-2029 Six-Year Transportation Improvement Program (TIP).
  • Long-term: Project expenditure schedules outlined through 2029.

Next Steps

The item is listed as a discussion item, and no action is required.

Sources

  • Monte Reinders - Public Works Director/County Engineer
  • Eric Kuzma - Assistant Public Works Director
  • WSDOT (Washington State Department of Transportation)
  • FHWA (Federal Highway Administration)
  • FEMA (Federal Emergency Management Agency)

Washington State DNR 2nd Quarter County Income Report Update (Timber Sales)

Topic Summary

Representatives from the Washington State Department of Natural Resources (DNR) provided a presentation and review of the DNR 2nd Quarter County Income Report. The presentation included details on DNR’s timber sale process, from initial remote screening through auction and contract administration, and provided estimated revenue figures for current and projected timber sales affecting the county.

Key Points

  • Presentation Topics: DNR staff covered how timber sales are conducted, the timeline, appraisals, and contract administration processes.
  • Timber Sale Process (Key Steps): Includes initial remote screening (using LiDAR and Geology review), Initial Field Recon, Field Review with Specialists (Biologist, Geologist, Archeologist, Tribes, WDFW, etc.), Timber Sale Unit Layout, document creation (Map Packets, TS Info Data Sheet, Engineered Road Design Plan), internal T/S reviews, submitting Forest Practice Applications (FPAs), completing SEPA checklists, Appraisal, Board of Natural Resources (BNR) Approval, Auction, Pre-Work Conferences, Contract Administration, and Sale Closeout.
  • Board of Natural Resources (BNR): DNR notes the BNR sets policies for managing State Lands, approves trust land timber sales, approves sales/exchanges/purchases of trust lands, and establishes the sustainable harvest level.
  • Auction Timing: Board-approved timber sales are typically scheduled for auction the month following BNR approval (i.e., June BNR approval leads to late July auction).
  • Revenue Estimates: All revenue figures provided are for calendar years and already have DNR management fees deducted.

Financials

  • Total Value of Current Contracts (Total Value to County): $4,428,557 (Total sale value: $8,061,553, 20,760 total volume).
  • Projected 2023 1st/2nd Quarter Revenue (Wired to County): $2,495,060.21 (All of this is classified as timber revenue, non-timber revenue is $0).
  • Projected 2023 3rd/4th Quarter Revenue (Wired to County): $2,917,059 (Estimated total value of projected sales).
  • Largest Projected Sale (Last Crocker Sorts): Projected total value to County: $2,090,058 (Total volume: 5,910).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • The report covers the 2nd Quarter of 2023.
  • Last Crocker Sorts projected sale date: 12/30/2023.

Next Steps

No action was required; the item was an update and discussion session.

Sources

  • David Hern - DNR Presenter
  • Mona Griswold - State Uplands Special Projects Coordinator, DNR
  • Jill DeCianne - Acting Regional Manager, DNR
  • Drew Rosanbalm - Olympic Region State Lands Assistant, DNR
  • Board of Natural Resources (BNR)

Letter of Support for Olympic Neighbors (Housing Trust Fund)

Topic Summary

The Board of County Commissioners is considering sending a letter of support to the Department of Commerce Housing Trust Fund for the Olympic Neighbors Group Home project. The project will provide six units of affordable, supportive housing for extremely low-income adults with Intellectual and Developmental Disabilities (IDD) in Jefferson County.

Key Points

  • Project: Olympic Neighbors’ Group Home.
  • Goal: To create affordable and supportive housing for 6 extremely low-income adults with Intellectual and Developmental Disabilities (IDD).
  • Services: Olympic Neighbors will provide 24-hour staff support to the residents.
  • Community Alignment: The project aligns with the County’s commitment to affordable housing and homeless housing programs to ensure community inclusion and diversity.
  • Financial Need Indicated: Olympic Neighbors' clients earn under $13,000 per year, compared to the Jefferson County Area Median Income of $59,968, indicating an extremely cost-burdened housing status.
  • Organizational Status: Olympic Neighbors has been operating for five years, is currently the only organization developing supportive housing specifically for this population in the county, and maintains a waitlist.

Financials

  • Funding Requested: Grant funding from the Department of Commerce Housing Trust Fund.
  • County Fiscal Impact: None.

Alternatives

None specified.

Community Input

None specified.

Timeline

None specified.

Next Steps

The recommendation is to send the letter of support.

Sources

  • Heidi Eisenhour - Commissioner
  • Department of Commerce Housing Trust Fund (Grantee)
  • Olympic Neighbors (Recipient Organization)
  • US Census Bureau (Area Median Income citation: $59,968)

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