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Emergency Supplemental Budget Appropriation for Road Maintenance (Fund 501)

Topic Summary

The Jefferson County Central Services Department is requesting an emergency supplemental budget appropriation of $1,343,000 for its Equipment Rental (ER&R) Fund (Fund 501) to cover unforeseen costs for road maintenance materials in 2023. This action requires the Board of County Commissioners (BOCC) to declare an emergency, adopt a resolution, and schedule a public hearing to adhere to state law regarding unfunded expenditures. The expenditure is intended to acquire additional materials for necessary road maintenance projects beyond the original 2023 budget plan.

Key Points

  • The emergency request is for the Central Services Department's ER&R Fund (#501).
  • The funds are needed for additional materials for road maintenance projects not originally budgeted for in 2023.
  • The request requires the BOCC to declare an emergency as the need was "not foreseen or contemplated" at the time of preparing the 2023 budgets.
  • If approved, an order setting forth the emergency facts and expenditure amount must be entered onto the minutes, which becomes lawful authorization unless a review is applied for within five days.

Financials

  • Total Request (Revenue and Expenditure): $1,343,000 (Based on the sum of appropriation requests).
  • Revenue Appropriation Details:
    • Pit Sales (50134840/348053): Additional $200,000 (Current budget: $292,300.00, Amended budget: $492,300.00)
    • Asphalt Emulsion (50134820/348056): Additional $225,000 (Current budget: $482,000.00, Amended budget: $707,000.00)
    • Total Revenue Appropriation: $425,000 (One-time)
  • Expenditure Appropriation Details:
    • Inv/Resale (50154800/340061): Additional $918,000 (Current budget: $978,000.00, Amended budget: $1,896,000.00)
    • Total Expenditure Appropriation: $918,000 (One-time)
  • Funding Source:
    • Unencumbered Fund Balance: $493,000
    • New Revenue (Pit Sales + Asphalt Emulsion): $425,000
    • Total Funding Match: $918,000 in expense is offset by $425,000 in new revenue and $493,000 from unencumbered fund balance.

Alternatives

None specified.

Community Input

None specified (A hearing is required to receive public testimony).

Timeline

  • October 9, 2023: BOCC approves resolution to publish notice for the hearing.
  • October 11, 2023: Hearing Notice published in Port Townsend Leader (first date).
  • October 18, 2023: Hearing Notice published in Port Townsend Leader (second date).
  • October 23, 2023 at 9:45 a.m.: Public Hearing scheduled in Commissioners Chambers (RCW 36.40.140 sets the hearing date as "not less than one week after the date of publication").
  • Written testimony period: October 11, 2023, through the end of the Public Hearing on October 23, 2023.

Next Steps

Approve the resolution to publish the hearing notice required by RCW 36.40.140, setting the hearing date for October 23, 2023, at 9:45 a.m.

Sources

  • Adiel McKnight - Executive Assistant
  • Mark McCauley - County Administrator
  • RCW 36.40.140 - State law governing emergency appropriations and hearings

Initiation of Oil City Road Culvert Replacement Project (CR 134309)

Topic Summary

Jefferson County Public Works is seeking to create a dedicated county road project for the replacement of a culvert at Oil City Road Milepost (M.P.) 0.50. The purpose is to remove a fish passage barrier and ensure safe vehicular access to the Olympic National Park South Coast Trail and adjacent lands. The project is estimated to cost just over $4 million, primarily funded by the Federal Lands Access Program (FLAP) and the Coast Salmon Foundation.

Key Points

  • The project involves replacing the culverts at Oil City Road M.P. 0.50 with a new concrete box culvert.
  • The primary goals are to remove a fish passage barrier and preserve safe vehicular access to residences and the Olympic National Park South Coast Trail.
  • Western Federal Lands (WFL) will handle the final design, construction, and management of the project.
  • The project is declared a public necessity and will be added to the officially adopted annual road program (RCW 36.81.130).

Financials

  • Total Estimated Project Cost: $4,087,538
    • Construction: $3,182,191
    • Preliminary Engineering: $842,347
    • Right of Way: $63,000
  • Funding Sources:
    • Federal Lands Access Program (FLAP): $3,959,538 (excluding toll credits)
    • Coast Salmon Partnership (Coast Salmon Foundation): $50,000 (for Preliminary Engineering)
    • County Road Fund: $78,000 ($12,000 for Preliminary Engineering; $63,000 for Right of Way; $3,000 for Construction)
  • Note: Coast Salmon Partnership and FLAP funds will not pass through the County.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • None mentioned beyond the initiation date.

Next Steps

The Board is requested to sign the Resolution to Create County Project.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark Thurston, P.E. - Project Manager
  • Coast Salmon Foundation
  • Western Federal Lands (Design, construction, and management authority)
  • RCW 36.81.130

Initiation of Upper Hoh Road MP 8 Bank Stabilization Project (CR 914207)

Topic Summary

The County proposes initiating a new road project on Upper Hoh Road (M.P. 7.9 to M.P. 8.2) to implement river bank stabilization measures due to progressive Hoh River erosion. This intervention is necessary to protect the sole vehicular access route to the Hoh Rain Forest within Olympic National Park (ONP). The total project cost is estimated at $5,071,379, with the majority of funding secured through the Federal Lands Access Program (FLAP).

Key Points

  • The project addresses significant infrastructure vulnerability caused by ongoing river bank erosion between M.P. 7.9 and M.P. 8.2 on Upper Hoh Road.
  • The primary purpose is to protect the sole vehicular access to the Hoh Rain Forest of Olympic National Park.
  • The road has washed out and required repair at five different locations since 2004, and additional washouts are anticipated without preventative action.
  • Western Federal Lands (WFL) will be responsible for the design, construction, management, and contracting/payments for the project.
  • The project is declared a public necessity and will be added to the officially adopted annual road program (RCW 36.81.130).

Financials

  • Total Estimated Project Cost: $5,071,379
    • Construction: $4,354,258
    • Preliminary Engineering: $654,121
    • Right of Way: $63,000
  • Funding Sources:
    • Federal Lands Access Program (FLAP): $4,993,379 (excluding toll credits)
    • County Road Fund: $78,000 ($12,000 for Preliminary Engineering; $63,000 for Right of Way; $3,000 for Construction)
  • Note: FLAP funds will not pass through the County.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • None mentioned beyond the initiation date.

Next Steps

The Board is requested to adopt the resolution thereby creating the County project known as the Upper Hoh Road MP 8 Bank Stabilization.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark Thurston, P.E. - Project Manager
  • Western Federal Lands (Design, management, and contracting authority)
  • RCW 36.81.130

Phase 2 Wastewater Treatment Plant Call for Bids (Port Hadlock UGA)

Topic Summary

Jefferson County Public Works is requesting approval for a Call for Bids to construct Phase 2 of the Port Hadlock Sewer project, specifically the Membrane Bioreactor Wastewater Treatment Plant (MBR WWTP). The plant is designed for a maximum month capacity of 90,000 gallons per day (gpd). The estimated cost is $7,000,000 plus sales tax, funded primarily by a $20 million state legislative appropriation using American Rescue Plan Act (ARPA) funds.

Key Points

  • The project is Phase 2 of the Port Hadlock Sewer, focusing on the MBR WWTP.
  • The plant capacity is designed for a maximum of 90,000 gpd.
  • Construction components include:
    • A 2,500 SF MBR canopy building (for system furnished by Ovivo).
    • An 1,800 SF administration building.
    • A 1,200 SF metal building for chemical and electrical equipment.
    • Influent equalization tank, yard pumping, and an odor control facility (biofilter system).
    • Equipment pad for two 15 CY dewater bins and ancillary polymer system.
    • Site civil work: driveway, concrete sidewalk, stormwater facilities, piping, lighting, fencing, and the plant electrical system with a standby generator and fuel tank.
  • The low-pressure sewer collection system is scheduled to bid in November 2023, with the first 24 on-site grinder pump connections scheduled for construction in January 2024.

Financials

  • Engineer’s Estimate: $7,000,000.00 plus Washington State sales tax.
  • Funding Source: This work is funded by a $20 million WA State legislative appropriation received in September 2021, derived from the federal American Rescue Plan Act (ARPA) State and Local Fiscal Recovery Funds (SLFRF).
  • County Match: No County match is required for this specific work, but the County is using its own ARPA funds for ancillary costs (design, right of way, project management).
  • Additional Funding: The County has also received separate funding from federal legislative appropriations (EPA Community Grants) and the WA Dept. of Ecology to complete construction of the overall Port Hadlock Wastewater project Phase I "Core Area."

Alternatives

None specified.

Community Input

None specified.

Timeline

  • November 2023: Low-pressure sewer collection system scheduled to bid.
  • November 16, 2023, 9:30 a.m.: Sealed bids will be received.
  • November 16, 2023, 10:00 a.m.: Bid opening and reading.
  • December 2022: Board signed contract with the WA Dept. of Commerce for the $20 million ARPA funding.
  • January 2024: Construction of the first 24 on-site grinder pump connections is scheduled to begin.
  • Late Winter 2024: Construction of the MBR WWTP is planned to occur.

Next Steps

Approve and sign the Call for Bids to allow Public Works to begin advertising.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Samantha Harper, P.E. - Department Contact
  • WA State Department of Commerce, Commerce Project No. 22-96515-026
  • Ovivo (Membrane supplier)

Marine Resources Committee (MRC) Grant for Marine Stewardship

Topic Summary

Jefferson County (via WSU Extension) is entering into a grant agreement with the Washington State Department of Ecology, administered through the Northwest Straits Commission, to secure $249,000 in state and federal funding for Marine Resources Committee (MRC)-sponsored marine stewardship projects in East Jefferson County. The two-year agreement spans October 2023 through September 2025 and focuses on monitoring, restoration (oysters), and debris removal.

Key Points

  • Overall Goal: To improve the health of local marine and nearshore ecosystems.
  • Key Projects (Tasks):
    1. MRC Operations: Administrative functions, governance, grant writing, communication, and attendance at regional meetings ($173,354 total cost).
    2. Community Science Monitoring: Monitoring bull kelp beds and forage fish spawning (using NWSC kayak-based survey and WDFW blue bowl method, respectively), and monitoring storm surge events to develop a total water level protocol ($14,760 total cost).
    3. Derelict Crab Pot Removal: Identifying and removing lost crab pots in east Jefferson County waters using side scan sonar and submersible remotely operated vehicles (ROV), in collaboration with the Sea Dragons youth robotics group ($42,754 total cost).
    4. Voluntary No-Anchor Zones: Maintaining and checking buoy lines at three established sites (Port Townsend Bay, Port Hadlock, Mystery Bay) to protect eelgrass and shellfish habitats ($5,144 total cost).
    5. Olympia Oyster Restoration: Placing Olympia oyster shells, monitoring populations, and assessing potential restoration sites in South Discovery Bay (North Powerlines, South Powerlines, Lagoon sites) in collaboration with WDFW ($12,988 total cost).
  • The RECIPIENT (Jefferson County/MRC) has a documented process for member recruitment, training, and regular public meetings.

Financials

  • Total Cost: $249,000.00
  • Ecology Share (Grant Funds): $249,000.00
  • Recipient Share (Match): $0.00
  • Funding Sources (Two-year, split into four distributions):
    • General Fund - State (2023-24): $65,000.00
    • General Fund - State (2024-25): $64,918.00
    • EPA/Puget Sound Partnership (Federal, 2023-24): $59,000.00 (CFDA 66.456, FAIN CE01J97401)
    • EPA/Puget Sound Partnership (Federal, 2024-25): $60,082.00 (CFDA 66.456, FAIN CE01197401)
  • Approved Indirect Costs Rate: 30%

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Effective Date: October 1, 2023
  • Expiration Date: September 30, 2025 (Project Term)
  • General Fund 2023-24 Expiration: June 30, 2024
  • General Fund 2024-25 Expiration: June 30, 2025
  • EPA/PSP 2023-24 Expiration: September 30, 2024
  • EPA/PSP 2024-25 Expiration: September 30, 2025

Next Steps

Approve the agreement and authorize signatures via DocuSign to execute the agreement with Ecology.

Sources

  • Monica Montgomery - Water Programs Coordinator, Jefferson County MRC and WSU Extension
  • Anji Scalf - Administrator (Billing Contact)
  • Amit Sharma - Authorized Signatory (WSU Extension)
  • Washington State Department of Ecology (ECOLOGY)
  • Northwest Straits Commission (Administrator)
  • NOAA (Federal funding source)
  • EPA/Puget Sound Partnership

Agreement for Conversion of Access Database to Laserfiche

Topic Summary

Jefferson County is requesting approval for a $28,000 professional services agreement with Cities Digital, Inc. (CDI) to migrate the tracking database for 3,000 boxes of physical records from an unsupported, fragile Access database to the Laserfiche system. The project, which is fully funded by a state records management grant, will run from October 2023 through May 2024 and aims to improve data integrity and accessibility for physical record tracking, circulation (check-in/out), and disposition.

Key Points

  • Problem: Records Management currently uses an unsupported and high-risk Access database to track 3,000 boxes of physical records.
  • Solution: CDI will migrate the existing metadata from Access to a SQL Server Database, then use Laserfiche processes (including Forms Professional) to import this data into Laserfiche entries for tracking physical storage.
  • Deliverables include:
    • Migration of MS Access Data to SQL Server Database (Estimated finish: 11/30/2023)
    • Records management discovery, planning, and records property buildout (Estimated finish: 11/16/2023)
    • Implementation of workflows for records retention/conclusion, including creation of disposition logs (Estimated finish: 12/14/2023)
    • Creation of a process for accession (new record entry) and a separate process for record review (check-out/check-in tracking) (Estimated finish: January 2024)
  • Vendor Selection: CDI was selected as the most cost-effective solution due to an established relationship, familiarity with County content/filing structure, and they were the approved vendor in the successful state records grant application.

Financials

  • Total Cost: $28,000 (Maximum amount, 160 estimated hours at $175/hr base rate)
  • Funding Source: This request is budget neutral; the entire cost will be reimbursed by the Office of the Secretary of State (OSOS Contract No. G-7877 - State records management grant).
  • Development services, if required beyond estimate, are billed at $300/hr, while consulting services are billed at $175/hr if no active Professional Services Package exists.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Agreement Term: September 6, 2023, through April 30, 2024 (Work prior to adoption is ratified).
  • Training and documentation completion: Estimated finish January 25, 2024.
  • Project Management continues until April 30, 2024.

Next Steps

Approve and sign the contract with CDI and authorize the County Administrator to sign the Statement of Work.

Sources

  • Jenny Matter - Records Management Specialist
  • Mark McCauley - County Administrator
  • Cities Digital, Inc. (CDI) - Contractor
  • Office of the Secretary of State (OSOS Contract No. G-7877) - Grant administrator

Amendment No. 4 to Sustainable Forestry Program Contract (Chickadee Forestry)

Topic Summary

Jefferson County is seeking approval for Amendment No. 4 to the professional services agreement with Chickadee Forestry, LLC to develop and manage the County's Sustainable Forestry Program. This amendment corrects a previous administrative error in Amendment No. 3, adding an additional $53,000 to the contract amount, increasing the total contract value to $188,000 to allow the forestry work to continue.

Key Points

  • The consultant, Chickadee Forestry (Malloree Weinheimer, Principal), is contracted to manage the County's sustainable forestry program, focusing on forest health, conservation, climate change adaptation, recreation, and economic return.
  • Amendment No. 4 specifically corrects an error in Amendment No. 3 (approved September 12, 2022), which should have increased the contract amount from $103,000 to $188,000 but mistakenly only increased it to $135,000. The correction requires adding the $53,000 shortfall.
  • The work under this program includes a comprehensive Forest Lands Analysis covering both county and DNR forest lands, focusing on short-term and long-term management options (selective harvesting, carbon sequestration, fire mitigation, and conservation).
  • Projected benefits include improved forest health, protection of water quality/habitat, maintenance of recreational value, creation of a modest revenue stream, and fire hazard risk reduction.
  • As of September 2022, the program had generated $87,782.52 in revenue for the County, offsetting the total costs incurred up to that point ($56,367.28).

Financials

  • Current Total Contract Amount (post-Amendment 3 error): $135,000
  • Additional Amount Requested (Amendment 4): $53,000
  • New Total Contract Maximum: $188,000 (for the four-year contract)
  • Funding Status: Much of the total cost ($188,000) has been "offset by program revenue."
  • Next Funding Step: A supplemental appropriation will be submitted for Board approval in the 4th quarter of 2023, if necessary.
  • Historic Program Revenue (as of September 2022): $87,782.52 received (plus $20,000 held in trust, totaling $87,782.52 revenue to County).
  • Historic Program Costs (as of 2021): $56,367.28

Alternatives

None specified.

Community Input

  • A public workshop to present initial analytical work and gather public input was scheduled for the week of November 14 (2022 SOW).
  • The County is encouraged to develop an independent forestry stakeholder group for input and representation (2022 SOW).
  • The September 18, 2023 Regular Meeting Minutes noted 14 public comments following a presentation by DNR Assistant Deputy Supervisor for Uplands Duane Emmons regarding Jefferson County State Forests.

Timeline

  • February 3, 2020: Original contract start date.
  • December 31, 2023: End date for performance of services (extended by Amendment No. 3).
  • 4th Quarter 2023: Supplemental appropriation may be submitted if needed for the $53,000 increase.

Next Steps

The Board of County Commissioners is requested to approve the attached Amendment No. 4.

Sources

  • Mark McCauley - County Administrator
  • Malloree Weinheimer - Principal, Chickadee Forestry
  • Heidi Eisenhour - Commissioner (listed as initiator of Amendment No. 3 request)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Duane Emmons - DNR Assistant Deputy Supervisor for Uplands (attended Sep 2023 meeting)

School-Based Mental Health Services Agreement (Quilcene School District)

Topic Summary

Jefferson County Public Health (JCPH) requests approval for a Professional Services Agreement totaling $44,400 with Natalie Dettmer, LMHC, to provide behavioral health counseling services at the Quilcene School-based Health Center. The services, which are fully funded by state grants, will run two days per week from September 2023 through June 2024 to support youth behavioral health and substance use prevention.

Key Points

  • Contractor: Natalie Dettmer, Licensed Mental Health Counselor (LMHC).
  • Service Location: Quilcene School-based Health Center, Quilcene School District #48.
  • Service Scope: Providing drop-in and scheduled individual mental health counseling two days per week throughout the 2023-2024 school year.
  • Issues Addressed: Substance misuse, anger management, stress, conflict resolution, relationship issues, hopelessness, grief, violence, and crisis events.
  • Program Implementation: The contractor will implement the Positive Action Program with youth and use surveys (pre and post) provided by the Empowered Teens Coalition Coordinator to track client outcomes.

Financials

  • Total Project Cost: $44,400.00
  • Service Rate: $600.00 per session.
  • Term: 37 weeks, 2 days per week (Total sessions: 74).
  • Funding Source: This agreement is fully funded through two state grants:
    • Department of Health (DOH), SBHC Operations.
    • Health Care Authority (HCA), supporting mental and behavioral health promotion and substance use prevention for the Quilcene/Brinnon Empowered Teens Coalition.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Start Date: September 5, 2023
  • End Date: June 21, 2024 (Conclusion of school year services)

Next Steps

JCPH management requests approval of the Professional Services Agreement.

Sources

  • Apple Martine - Public Health Director
  • Denise Banker - Community Health Division Director
  • Natalie Dettmer, LMHC - Contractor
  • Department of Health (DOH) - Grant provider
  • Health Care Authority (HCA) - Grant provider
  • Empowered Teens Coalition

Final Plat Alteration Approval (Buckland SUB2022-00023)

Topic Summary

Jefferson County Department of Community Development (DCD) is requesting final approval of a Plat Alteration (Buckland SUB2022-00023) to modify septic system areas within the Rush Short Plat Subdivision at 4997 Flagler Road, Nordland. The alteration will re-designate the septic drain field of Lot 2 and establish a new septic area on Lot 2. This action is requested per Jefferson County Code and State Law (RCW 58.17.215) after preliminary approval was granted by DCD.

Key Points

  • Action: Type II Plat Alteration modifying the septic easement and septic area designation for Lots 1 and 2 of the Rush Short Plat Subdivision.
  • Specific Change: Revise and re-orient the septic easement on Lot 1 to remove the language "benefit of Lot 2," and add a septic area on and for Lot 2.
  • Zoning Compliance: Staff determined the application complies with JCC Chapter 18.35 Article VII and is consistent with the Jefferson County Comprehensive Plan.
  • Permitting Notes (Notice to Potential Purchasers):
    • A Site Development Review (SDR) is required prior to new development.
    • Lots shall not be further divided for five years without filing a Final Long Plat.
    • Wetland buffers shall not be altered without prior authorization by the Critical Area Administrator.
    • Lot 2 currently lacks a potable water supply, and a building permit won't be issued until water requirements are met.
  • The application received preliminary approval (SUB2022-00025) on July 17, 2023.

Financials

  • None specified ("There is no identifiable fiscal impact related to this request for final plat alteration approval").

Alternatives

  • The requested action is mandatory per RCW 58.17.215 and Chapter 18.35 JCC.

Community Input

  • The application was duly noticed for a 14-day comment period starting May 17, 2023. No written comments were received.

Timeline

  • November 10, 2022: Application submitted.
  • May 17, 2023: Public notice period started (14 days).
  • July 10, 2023: UDC Administrator granted Preliminary Approval (SUB2022-00025).
  • July 17, 2028: Preliminary Approval expires.
  • October 2023: Proposed date for BoCC final approval and signing.
  • Taxes: All taxes due up to and including the year 2023 have been paid (per Treasurer's Certificate).

Next Steps

DCD requests that the BOCC grant final plat alteration approval by signing the final Mylar for recording.

Sources

  • Greg Ballard - Development Code Administrator DCD
  • David Wayne Johnson - Associate Planner DCD
  • John and Patti Buckland - Applicants
  • Stacie Prade - Jefferson County Treasurer
  • RCW 58.17.215; JCC Chapter 18.35

Adoption of 2021 International Building Codes and Commercial Fire Inspection Program

Topic Summary

Jefferson County proposes to adopt an ordinance to update Jefferson County Code (JCC) Titles 2 and 15. The core changes include adopting the 2021 versions of the International Building, Residential, Energy, Mechanical, Fire, Wildland Urban Interface, and Uniform Plumbing Codes, mandated by the state. Additionally, the ordinance clarifies the definition of an "Agricultural building" and establishes a new, fee-funded Commercial Fire Safety Inspection Program.

Key Points

  • Code Adoption: Adopts the 2021 versions of multiple international codes (Building, Residential, Mechanical, Fire, Wildland Urban Interface, and Uniform Plumbing Codes) as mandated by the Washington State Building Code Council (SBCC).
  • Fire Safety Program (New JCC 15.05.046): Establishes a Commercial Fire Safety Inspection Program to ensure commercial buildings meet fire safety standards and provide legally mandated fire code enforcement as required by the Washington State Fire Marshal's Office.
    • The Fire Marshal shall develop the inspection program and determine inspection frequency based on risk/hazard.
    • The Fire Marshal is authorized to enter into interlocal agreements with fire districts or municipal governments to implement the program.
    • Reasonable fees, adopted under JCC Chapter 3.80, may be collected to cover the cost of the program.
  • Fire Marshal Designation (Amended JCC 2.40.010): The Director of the Department of Community Development (or designee) is formally designated as the Fire Marshal for the County.
  • Permit Exemptions: Minor construction/alteration activities in Group R3 and Group U Occupancies are exempt if the total valuation does not exceed $3,000 in any twelve-month period (an amendment to IBC Section 105.2).
  • Agricultural Building Definition (Amended JCC 15.05.040): The definition is clarified: A structure must be used exclusively to store farm implements, livestock, feed, or horticultural products, and must be free-standing and at least 10 feet from the nearest structure (unless attached to another agricultural building). Specific exclusions include plumbing (unless for livestock), heat sources (unless permitted), human habitation, employment where agricultural products are processed/packaged, use by the public (unless permitted), and storage of non-farm licensed vehicles.

Financials

  • Fiscal Impact to County: "No fiscal impact to the county."
  • Impact to Public: Those undertaking new projects "may experience higher costs in order to comply with the new code requirements."
  • Program Funding: The new Commercial Fire Safety Inspection Program may collect reasonable fees (JCC 15.05.046(4)) to cover its cost.

Alternatives

None specified.

Community Input

  • A workshop on this subject was held on May 8, 2023.
  • Notice of the current public hearing was held on October 9, 2023.

Timeline

  • May 24, 2023: SBCC voted to delay the effective date for the 2021 codes.
  • October 9, 2023: Public Hearing held.
  • October 29, 2023: The 2021 International Building Codes (Section 3 of the Ordinance) are set to become effective on the date adopted by the Washington State Building Code Council, which was delayed until this date.
  • Date of Adoption (October 9, 2023?): The remainder of the ordinance (Sections 1, 2, 4-8) is effective upon the date of adoption of the ordinance.

Next Steps

Staff recommends that the Board conduct the public hearing and take possible action (adoption of the ordinance).

Sources

  • Phil Cecere - Fire Marshal/Building Official (Author of Agenda Request)
  • Brent Butler - Chief Strategy Officer DCD
  • Washington State Building Code Council (SBCC)
  • RCW 19.27.031 - State law establishing code requirements
  • RCW 19.27.040 - State law authorizing county amendments ("local option")
  • Chapter 51-54A WAC - Mandates fire code enforcement
  • Mark McCauley - County Administrator

Commercial Property Assessed Clean Energy and Resiliency (C-PACER) Program Adoption

Topic Summary

Jefferson County is holding a public hearing to consider adopting a new chapter (JCC 15.20) to establish a Commercial Property Assessed Clean Energy and Resiliency (C-PACER) Program. This voluntary program, authorized by state law (RCW 36.165), provides long-term, low-cost private financing for energy efficiency, water conservation, renewable energy, and resiliency improvements on commercial, industrial, agricultural, and large multifamily properties. The assessment is repaid via a special assessment lien, secured by the property, which is immediately assigned to the private capital provider.

Key Points

  • Purpose: Addresses climate change, encourages energy/water conservation, spurs property rehabilitation, and helps reduce greenhouse gas emissions (identified as 32% of community-wide CO2 emissions in the 2018 inventory originated from stationary sources).
  • Eligible Properties: Privately-owned commercial, industrial, agricultural, or multifamily properties with five or more dwelling units in Jefferson County (including the City of Port Townsend).
  • Financing: Provided by private Capital Providers. Repayment is secured by a C-PACER lien on the property, which is second only to the lien for unpaid taxes.
  • County Role: Limited to (1) adopting the ordinance and guidebook, (2) approving the assessment application, and (3) recording the C-PACER lien and the immediate assignment of the enforcement/collection duties to the private Capital Provider. The County does not incur liability or use public funds to repay financing.
  • Qualified Improvements: Include energy/water efficiency, electrification, renewable energy, seismic hardening, fire suppression, flood readiness, and energy storage. They exclude equipment that burns fossil fuel or improvements that merely replace existing ones without additional public benefit.
  • Program Administration: The Department of Community Development (DCD) is the administering authority but plans to assign the role of Program Administrator to SCJ Alliance (Shea, Carr & Jewell, Inc.) via professional services agreement.
  • Significant Project Interest: Hastings Estate, Bayside Housing, and Port Ludlow Associates have expressed interest in using C-PACER financing.

Financials

  • Fiscal Impact to County: Staff time/resources are funded by the general fund; subsequent permitting activity is funded by requisite permit fees.
  • Financing Structure: The C-PACER program itself is self-funded by fees charged to the participating property owners:
    • Application Fee: $500 (allows for two reviews)
    • Supplemental Application Fee: $250 (for a third review)
    • Program Fee: 1% of the amount financed, max $15,000, min $2,500 (payable by Property Owner at closing).
    • The County will charge an administration fee (JCC 15.20.010(5)) to offset costs.

Alternatives

  • The DCD considered administration by other counties (Whatcom and Pierce) through an interlocal agreement, but both declined.

Community Input

  • Support: Jamestown Tribal Members (mentioned under the Proclamation), Climate Action Committee (CAC) unanimously endorsed participation (Dec 2022).
  • Previous Comments (April 2022 Meeting): County Assessor, County Treasurer, Rich Martinez (Kitsap Bank), Gary Keister (Bayside Housing), and Heather Dudley-Nollette provided input. Key topics included sustainability target implementation, resolution of technical issues, capacity impacts, and interest from specific developments.
  • Concerns (April 2022): The BOCC previously expressed concern about DCD "capacity impacts" related to program management.

Timeline

  • April 11, 2022: Initial BOCC discussion on C-PACER.
  • May 24, 2023: DCD presented update on progress regarding capacity issues.
  • September 20, 27, and October 4, 2023: Public hearing notice published in newspaper of record.
  • October 9, 2023, 2:30 p.m.: Public Hearing held.
  • November 5, 2023: Earliest effective date for the ordinance (Section 4).
  • Program Administrator Start Date: SCJ Alliance, effective November 5, 2023.

Next Steps

The Board is requested to open the public hearing, accept testimony, close the hearing, deliberate (including considering an amendment to the indemnification language), and decide whether to adopt JCC Chapter 15.20.

Sources

  • Brent A. Butler - Chief Strategy Officer DCD
  • Mark McCauley - County Administrator
  • SCJ Alliance (Shea, Carr & Jewell, Inc.) - Selected Program Administrator
  • John Kennedy - C-PACER Specialist (consulted)
  • RCW Chapter 36.165 (The C-PACER Act)
  • Washington State Department of Commerce (Set November 5, 2023 effective date)

Housing Infrastructure Grants - Connecting Housing to Infrastructure Program (CHIP) Strategy

Topic Summary

The Board of County Commissioners (BOCC) continued its discussion regarding applying for the state's Connecting Housing to Infrastructure Program (CHIP) grants, which offers up to $2 million per project for connecting affordable housing to essential utilities. Following initial input prioritizing workforce needs, staff recommends applying for two grants: one for the Caswell-Brown Village (CBV) project and one supporting the Chimacum Road Sewer Connections (specifically for Port Hadlock Sewer connections supporting multiple housing sites).

Key Points

  • Program Goal: CHIP funds connect housing to water, sewer, stormwater, or right-of-ways, requiring a minimum of 25% of units to be affordable at 80% AMI or less, with a maximum award of $2 million.
  • Context: The gap between median household earnings and housing price in Jefferson County has outpaced nearly every other Washington county (per Q2 2023 data from UW Center for Real Estate).
  • Project 4 - Caswell-Brown Village (CBV): Meets the workforce needs identified by Commissioner Eisenhour and supports the future expansion of the Urban Growth Area (UGA) west of Port Townsend, identified by Commissioner Brotherton. It also supports approximately 150 Evans Vista workforce units.
  • Project 6 - Chimacum Road Projects/Port Hadlock Sewer Connections: This proposed application bundles several specific rural housing sites: Peter’s Place, South Seven phase two, BNR Mobile Home Park, Garden Court Apartments, Port Hadlock Motel, and the United Methodist Church parsonage.
  • Ranking Criteria Reviewed: Projects were assessed against CHIP criteria including: affordability percentage and level (80% AMI minimum), length of affordability (25 years minimum), cost efficiency per unit (low cost per unit is favored), readiness to proceed (critical, funding must start by Dec 2025), access to public transit (high frequency favored), and plans for latecomer fees.
  • Removed Project: The Mason Street Project (Habitat for Humanity) proponent indicated the project was "not yet ripe" during the October 2, 2023, discussion.

Financials

  • Maximum Award: $2 million per grant application.
  • Match Requirement: No match is required.
  • Fiscal Impact to County: Staff time is required to draft and submit responsive grant applications.

Alternatives

  • Projects Considered (and ranked against criteria): Old Alcohol Plant, South Seven Phase 2, Peter's Place, and Chimacum Road Sewer Connections. Staff chose two (CBV and Chimacum Road/Port Hadlock Sewer) for application.

Community Input

  • Project proponents present on October 2, 2023, included: Andre Harper (City of Port Townsend Project Manager), Bill Rucker (Bayside Housing Development Manager), Kathy Morgan (OlyCAP Housing Director), and Maria Drury (Habitat for Humanity Director of Engagement).
  • The discussion resulted in Commissioner Eisenhour preferring projects meeting workforce needs and Commissioner Brotherton favoring projects that assist future UGA expansion.

Timeline

  • Washington State CHIP funding biennium: July 1, 2023, through June 30, 2025.
  • Construction Start Deadline (per CHIP): December 2025.
  • Applications Due: October 31, 2023.
  • Next potential CHIP funding opportunity: 2026-2028 biennial budget (Contingent on future state budgets).

Next Steps

Recommend that the Chief Strategy Officer apply for two grants: one in partnership with CBV and one in partnership with Public Works to support the Port Hadlock Sewer connections.

Sources

  • Brent A. Butler, AICP - Chief Strategy Officer, Community Development Department
  • Mark McCauley - County Administrator
  • Washington State Department of Commerce (CHIP funder)
  • UW Center for Real Estate (Provider of housing gap data)
  • Greg Brotherton, Heidi Eisenhour - Commissioners (provided input on preferred project types)

Oak Bay Campground Electrical Expansion Project and LTAC Grant Discussion

Topic Summary (Part 1: Oak Bay Campground Electrical Expansion)

Parks & Recreation is seeking approval and an additional $72,510 in county capital funds to expand electrical service at Upper Oak Bay Campground. The scope was expanded from one camp-host site to include 11 additional sites (12 total new electrical pedestals) as an economically sound decision due to increased revenue and efficiency of simultaneous installation. The project is shovel-ready and could be implemented by the end of 2023.

Key Points (Part 1: Electrical Expansion)

  • Proposed Work: Installation of 12 electrical service pedestals in currently un-electrified campsites at Upper Oak Bay Campground. One of the sites is a new camp-host site.
  • Justification for Expansion (12 sites vs. 1): Campsites with electricity are desirable, fee revenue will increase, and it is estimated the project will pay for itself in 8-10 years. It is more cost-effective to install all 12 simultaneously.
  • Current Fees: Sites with electric hookups (15-19) are currently $25/night; sites without (1-14, 21, 22) are $20/night.
  • Campground Capacity: The campground features 20 campsites with access to Oak Bay.

Financials (Part 1: Electrical Expansion)

  • Total Cost of 12 New Pedestals: $97,391
  • Budget Available (as of 09/25/2023): $24,881 (remaining 2023 P&R Capital)
  • Additional Capital Funds Requested: $72,510
  • Projected Revenue: The new electrical sites are estimated to generate approximately $12,000 additional fee revenue annually.

Topic Summary (Part 2: 2024 Parks and Recreation LTAC Grant Loss)

Parks and Recreation management is seeking guidance and compensating revenue because they failed to secure the projected 2024 Lodging Tax Advisory Committee (LTAC) Grant of $45,000. Staff missed the grant application deadline due to the period being moved up six weeks in 2023, and the official email notification was "lost in the county email system failure." The loss of this operating and maintenance (O&M) revenue necessitates a discussion on replacement options.

Key Points (Part 2: LTAC Loss)

  • LTAC Grant Loss: The Parks and Recreation 2024 budget projects $45,000 in revenue from an LTAC Grant that was not applied for.
  • Reason for Failure to Apply: The grant application period was moved six weeks earlier in 2023 than in 2022, and the email notification was lost "in the county email system failure."
  • Impact of Loss: Without the LTAC revenue, Parks and Recreation would be forced to reduce the level of service in County campgrounds or other areas.
  • Projected Fund Balance Impact: The loss of LTAC funds is projected to cause the unreserved ending fund balance in the parks and recreation budget to shrink to $26,767 at the end of 2025.

Financials (Part 2: LTAC Loss)

  • Lost Revenue: $45,000 (projected 2024 LTAC Grant).
  • Historical LTAC Funding (2016-2022): $318,450 received (Used to operate four County campgrounds).
  • Economic Impact (Crompton Method): The cumulative economic impact of the County campgrounds between 2016 and 2023 is estimated at $2,180,799.

Alternatives

  • Part 1 (Electrical): An estimate for the original scope (camp-host site electric only) is in progress, but the expanded scope is recommended.
  • Part 2 (LTAC Loss): Hold a discussion of options to replace or compensate for the lost $45,000 in LTAC revenue.

Community Input

None specified.

Timeline

  • November/December 2023: Proposed construction window for electrical expansion.
  • 2024/2025: Budget period affected by lost LTAC revenue.

Next Steps

  • Part 1 (Electrical): Allocate the additional $72,510 in county capital funds and approve the project for construction.
  • Part 2 (LTAC Loss): Hold a discussion of options to replace or compensate for lost LTAC revenue.

Sources

  • Matt Tyler - Parks and Recreation Manager (Contact)
  • Monte Reinders - Public Works Director/County Engineer
  • John L. Crompton method (Used for economic impact estimation)

Noxious Weed Control Board Appointment

Topic Summary

The County is processing the advisory board appointment of Dr. Thomas Backman to the Noxious Weed Control Board, representing District No. 5 for a four-year term expiring October 9, 2027. Dr. Backman is recommended due to his significant background in weed control, marine botany, fisheries research, and prior experience as the Weed Coordinator for Kitsap County.

Key Points

  • Vacancies: The Noxious Weed Control Board currently has two vacant seats, in Districts 4 and 5.
  • Appointee: Dr. Thomas Backman, Brinnon resident.
  • Qualifications: Dr. Backman previously worked as the Weed Coordinator for Kitsap County, has experience teaching about bio control measures, and his primary work has been in marine botany and fisheries research. He cultivates his own land for both vegetables and forestry practices.

Financials

  • Fiscal Impact: None specified ("With increased Board representation, the Weed Board can continue to make informed and thoughtful decisions.")

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Term Start/Appointment Date: October 9, 2023 (Proposed)
  • Term End Date: October 9, 2027

Next Steps

The Board of County Commissioners is recommended to appoint Dr. Thomas Backman as the Representative for Weed District 5.

Sources

  • Sophie DeGroot - Noxious Weed Coordinator
  • Mark McCauley - County Administrator
  • Dr. Thomas Backman - Appointee

Superior Court Jury Fees Voucher

Topic Summary

Jefferson County Superior Court is requesting approval for a voucher totaling $3,732.71 to cover jury fees and mileage incurred during September 2023. This cost covers the operation of two Superior Court jury trials held during the month.

Key Points

  • Jury Activity (September 2023): Superior Court held two jury trials; District Court held zero.
  • Covered Costs: Mileage and $15.00 per day for reporting jurors.

Financials

  • Total Fiscal Impact: $3,732.71 (for Superior Court Jury Fees).
  • District Court Jury Fees: N/A ($0.00).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Costs incurred: September 2023.
  • Approval requested: October 9, 2023.

Next Steps

The Board of County Commissioners is recommended to approve payment of the Superior/District Court Jury Fees voucher.

Sources

  • Dodie McBride - Jury Manager
  • Mark McCauley - County Administrator

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