PACKET: Commissioners Meeting at Mon, Nov 06, 09:00 AM

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Digitally Scanning Fee and Cash Books (Auditor's Office)

Topic Summary

The Jefferson County Auditor's Office proposes a no-cost agreement with Aegis Land Title Group, LLC, for the digital scanning of thirty-five historical "Fee and Cash" books located in the County Auditor’s vault. Aegis Land Title Group requires these records to cross-reference historical documents purchased from the Washington State Archives, which use "Volume and Page" references, with the County's "Auditor File Number." This agreement benefits both parties by providing digital images of the records to the County at no expense.

Key Points

  • Aegis Land Title Group recently purchased historical documents from the Washington State Archives that reference "Volume and Page" numbers.
  • The County's "Fee and Cash" books contain the necessary cross-references (both "Volume and Page" and "Auditor File Number").
  • Thirty-five "Fee and Cash" books will be scanned: 7 small books (8 x 13 1/2 inches) and 28 large books (18 x 15 3/4 inches). Book 2 was skipped but there are no missing dates.
  • Aegis will provide the staff and digital scanning equipment at the Auditor’s office, operating between 9:00 am and 4:30 p.m.
  • Upon completion, the County Auditor will receive a complete copy of the digital images, and Aegis Land Title Group will retain an equal copy for its use.
  • The agreement specifies that Aegis is an independent contractor.

Financials

  • Total project cost to County: None. ("No Funds Needed; at no expense to Jefferson County Auditor.")

Alternatives

None specified.

Community Input

None present.

Timeline

  • December 2023: Estimated completion of the scanning process.
  • The agreement is a one-time process.

Next Steps

The Board is recommended to approve the agreement.

Sources

  • Brenda Huntingford - Auditor
  • Mark McCaulley - County Administrator
  • Aegis Land Title Group, LLC (UBI Number: 603 463 556)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

VoteWA Data Sharing Agreement (Auditor's Office)

Topic Summary

This agreement formalizes the sharing of sensitive election data between Jefferson County and the Washington Office of the Secretary of State (OSOS) Elections Division, complying with state law requiring written agreements for agencies sharing Category 3 or higher data. This infrastructure is part of the statewide modern Elections Management Project (EMP), known as VoteWA, for which the County and OSOS are collaborating. The agreement establishes terms for data security, handling, and non-disclosure.

Key Points

  • The agreement is necessary to comply with RCW 39.34.240 and the policies of the Office of Cybersecurity when sharing Category 3 or higher data.
  • OSOS and the 39 Washington state counties collaborated on the VoteWA system to modernize and improve the elections process, with OSOS being the product owner and the Counties the customer.
  • Data shared electronically between the County and OSOS must be secured using separate encryption and password protection from any used by the secure file transfer tool.
  • Shared data is classified as Category 3 and includes: Voter Registration Records (Signature Image, Form images, Personal information like DLN, SSN4, Registration source, UOCAVA status, Email, Phone number, Language preference, and registration information for voters under 18); Ballot Issuance Records (Signature Image, Envelope Image, UOCAVA status, and issuance information for voters under 18); Voter Pamphlet information (arguments/statements); and IT infrastructure/security information.
  • Both parties must store data on secure servers with access limited to the least number of staff needed for election management purposes.
  • Neither party may disclose the data covered by the agreement except as necessary for the express purposes of the agreement or as required by law.

Financials

  • Total project cost to County: None specified. ("No cost.")

Alternatives

None specified.

Community Input

None present.

Timeline

  • The agreement commences on the date of execution and automatically renews annually.

Next Steps

The Board is recommended to approve the agreement.

Sources

  • Brenda Huntingford - Auditor
  • Mark McCaulley - County Administrator
  • Stuart Holmes - Director of Elections, OSOS (Contract Manager for OSOS)
  • RCW 39.34.240
  • RCW 43.105.054
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

Agreement re: Community Inclusion Services (Public Health/Developmental Disabilities)

Topic Summary

Jefferson County Public Health requests approval for a Professional Services Agreement with Cascade Community Connections to provide Community Inclusion Services for persons with developmental disabilities from July 1, 2023, through June 30, 2024. These services aim to support clients in participating, contributing, and developing relationships in integrated community settings with people without disabilities. The maximum payment under this agreement is $173,286.00.

Key Points

  • Community Inclusion (CI) services are individualized, provided in integrated community settings, and tailored to the client's needs, interests, and abilities.
  • CI is authorized for individuals aged 62 and older, or for working-age individuals who have received nine months of employment support (in addition to or instead of employment support).
  • The service goal is to support clients in developing relationships with community members who are not paid staff and promote participation in typical community opportunities.
  • The unit of service is defined as one hour, or at least 50 minutes of direct service; ten minutes of every hour can be used for documentation/meetings.
  • Subcontractor will be reimbursed $61.36 per unit (hour) of service.
  • The contract includes extensive security and confidentiality requirements related to client data, including compliance with DSHS Information Security Policy and Standards Manual.
  • Subcontractor must maintain CARF accreditation standards.

Financials

  • Total contract amount: $173,286.00
  • Funding source: Developmental Disabilities Administration (DDA) of DSHS, identified in the budget under Day Program Services.
  • Reimbursement rate: $61.36 per unit of service (defined as one hour).
  • The total reimbursement shall not exceed $173,286.00 for the 2023-2024 fiscal year.

Alternatives

None specified.

Community Input

None present.

Timeline

  • July 1, 2023 – June 30, 2024: Term of the agreement.
  • Client Inclusion Plans must be completed within 60 days of service authorization.
  • Plans must be reviewed and renewed annually, with semi-annual progress reports submitted within 30 days following the six-month period.

Next Steps

The Board is requested to approve the Professional Services Agreement.

Sources

  • Apple Martine - Public Health Director
  • Anna McEnery - Developmental Disability & Behavioral Health Coordinator
  • Mark McCauley - County Administrator
  • Cascade Community Connections (Subcontractor)
  • Taylor Webster - Executive Director, Cascade Community Connections
  • Washington State DSHS Developmental Disabilities Administration (DDA)
  • WAC 275-26, 296-24, 296-62, 388-828, 388-845
  • RCW 71A.14.070, 43.43.830-845, 74.15.030, 74.34.020, 26.44
  • Philip Hunsucker - Chief Civil Deputy Prosecuting Attorney

Agreement re: Group Supported Employment Services (Public Health/Developmental Disabilities)

Topic Summary

Jefferson County Public Health requests approval for a Professional Services Agreement with Cascade Community Connections to provide Group Supported Employment (GSE) services for clients with intellectual/developmental disabilities during the 2023-2024 fiscal year. GSE involves ongoing supervised paid employment for groups of up to eight workers with disabilities, serving as a pathway towards integrated jobs and career development at or above minimum wage. The maximum funding for this agreement is $58,000.00.

Key Points

  • Group Supported Employment (GSE) is intended to be short-term and provides ongoing supervised employment for groups of no more than eight workers with disabilities in one setting.
  • The service outcome is sustained paid employment leading to further career development in integrated employment at or above minimum wage.
  • GSE includes intake, discovery, assessment, job placement, job coaching/supports, job replacement, worksite training, and follow-along.
  • The client must work a minimum of four hours a day to bill the County for one service day.
  • A GSE client must be on-site at work for at least their base individual hours per month. If staff hours delivered are less than the collective group’s total base hours, reimbursement is limited to the actual staff hours provided.
  • The contract mandates that 75% of direct service hours with the client must be at an employment site in the community.
  • Clients in an employment program should aim to average 12 to 20 hours of community work per week (48 to 80 hours per month) and will be supported to work towards a living wage.

Financials

  • Total contract amount: $58,000.00
  • Funding source: Developmental Disabilities Administration (DDA) of DSHS, identified in the budget under Vocational Services.
  • Reimbursement rate: $91.04 per unit/day of service.
  • The total reimbursement shall not exceed $58,000.00 for the 2023-2024 fiscal year.
  • Subcontractors receiving over $100,000 in DDA funds annually must provide Certified Public Accountant reviewed or audited financial statements. (Note: This specific contract is for $58,000).

Alternatives

None specified.

Community Input

None present.

Timeline

  • July 1, 2023 – June 30, 2024: Term of the agreement.
  • Initial client plans must be completed within 60 days of service authorization.
  • Six-month progress reports and updated action steps must be provided within two weeks of the scheduled six-month review meeting.

Next Steps

The Board is requested to approve the Professional Services Agreement.

Sources

  • Apple Martine - Public Health Director
  • Anna McEnery - Developmental Disability & Behavioral Health Coordinator
  • Mark McCauley - County Administrator
  • Cascade Community Connections (Subcontractor)
  • WAC 388-823, 388-825, 388-828
  • RCW 74.34.020, 49.46
  • Philip Hunsucker - Chief Civil Deputy Prosecuting Attorney

Amendment No. 5 to Interlocal Agreement for School-Based Mental Health Services

Topic Summary

Jefferson County Public Health (JCPH) requests approval of the fifth amendment to the Interlocal Agreement (ILA) with Public Hospital District No. 2 (Jefferson Healthcare) to extend the term and increase the funding contribution for school-based health clinics. These clinics provide onsite healthcare services to adolescents in Port Townsend, Chimacum, and Quilcene (including Brinnon) high schools.

Key Points

  • Amendment No. 5 extends the agreement term from August 31, 2023, to August 31, 2024.
  • The purpose is to contribute financial support to school-based health clinics at Port Townsend High School, Chimacum High School, and Quilcene High School (which also serves students from Brinnon schools).
  • The funding increase is 3.56%, based on the CPI of U.S. City Average for all Urban Wage Earners and Clerical Workers effective September 2023.
  • The original agreement commenced on September 2, 2018.

Financials

  • Previous total financial contribution (Amendment No. 4 ending 8/31/2023): $70,913.00
  • Additional funding amount (Amendment No. 5): $2,525.00
  • New total contribution: $73,438.00
  • The District financial contribution is paid in equal monthly installments to Jefferson County upon receipt of a timely monthly invoice.

Alternatives

None specified.

Community Input

None present.

Timeline

  • Initial Agreement Commencement: September 2, 2018
  • Extended Term (Amendment No. 5): September 2, 2023, through August 31, 2024

Next Steps

JCPH management recommends approval of Amendment No. 5.

Sources

  • Apple Martine - Director, Public Health
  • Denise Banker - Community Health Director
  • Mark McCauley - County Administrator
  • Public Hospital District No. 2 (Jefferson Healthcare)
  • Jill Buhler Rienstra - Chair, Bd. of Commissioners (for the District)
  • Mike Glenn - CEO (for the District)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

Amendment No. 1: Partnering for Vaccine Equity (PAVE) Grant

Topic Summary

Jefferson County Public Health (JCPH) seeks approval for an amendment to the contract agreement with the National Association of County and City Health Officials (NACCHO) for the Partnering for Vaccine Equity (PAVE) project. The modification extends the project period and grants additional funds to strengthen efforts in addressing COVID-19 and influenza vaccine uptake inequities in Jefferson County.

Key Points

  • The PAVE project aims to identify inequities in COVID-19 and flu vaccine uptake among adults.
  • JCPH will conduct the Centers for Disease Control and Prevention’s Rapid Community Assessment.
  • The project includes Diversity, Equity, Inclusion, and Accessibility training for staff to improve ability to relate to marginalized demographics.
  • A community navigator program, informed by the community assessment, will be used to improve access to public health information.
  • JCPH is required to: complete quarterly/bi-annual reports, participate in evaluation activities, attend scheduled calls with NACCHO, and complete NACCHO’s Roots of Health Inequity course module.
  • The project seeks to develop and enhance local collaborations to improve vaccine education and access.

Financials

  • Original Contract Award Amount: $150,000.00
  • Additional Funding Amount (Mod I): $25,000.00
  • Total Contract Award Amount: $175,000.00
  • Available Contract Amount (as of 8/31/2022): $58,500.00
  • Funding Source: NACCHO (No general fund dollars are used).

Alternatives

None specified.

Community Input

None present.

Timeline

  • Original Project Period End Date: July 31, 2023
  • Extended Project Period: August 1, 2023, to December 31, 2023.
  • Key remaining deliverables due by December 31, 2023: Bi-annual report, attendance at community of practices (Aug-Dec), final report and project close activities, end of year evaluation report, Partnership Impact Report, and contribution of a resource for external communications.

Next Steps

JCPH management requests approval of the amendment.

Sources

  • Apple Martine - Public Health Director
  • Barb Jones - CHIP/CHA Manager
  • Mark McCauley - County Administrator
  • National Association of County and City Health Officials (NACCHO)
  • Centers for Disease Control and Prevention (CDC)
  • Jerome Chester - Chief Financial Officer, NACCHO
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

Dabob Bay Trust Land Transfer and Inter-Trust Exchange

Topic Summary

The Department of Natural Resources (DNR) is proposing an Inter-Trust Exchange and a Trust Land Transfer (TLT) within the Dabob Bay Natural Area in SE Jefferson County, following a 2016 boundary expansion. The proposal aims to set aside DNR-managed lands for perpetual conservation, compensating the original trust beneficiary (Common School Trust) through legislature appropriations, grant funds, and exchange for replacement properties.

Key Points

  • The Trust Land Transfer (TLT) proposes transferring parcels A to H into perpetual conservation as Natural Resource Conservation Area lands.
  • Properties transferred under TLT must be Common School Trust at the time of funding. Since Parcels A to F and H are State Forest Trust (SFL), an Inter-Trust Exchange is required before the TLT.
  • The Inter-Trust Exchange involves trading SFL parcels (TLT Parcels A, B, C, D, E, F, H) with Common School Trust parcels (CS-1 to CS-10, CS-12 to CS-15) to achieve equivalent market value.
  • State ownership of all parcels is retained throughout the exchange process.
  • Due to the presence of a rare plant community, Parcel CS-11 was removed from exchange consideration.
  • The TLT compensating the trust beneficiary involves appropriated funds and grants from the Washington State Recreation and Conservation Office (RCO).
  • Proceeds from the timber value of the transferred land build schools, while land value is used to buy replacement property for the Common School Trust elsewhere.
  • SFL trust will gain replacement lands for Parcels C, F, and H, which currently have harvest restrictions.

Financials

  • Transfer Value of TLT Parcels A to H (786.56 acres): $10,095,227
  • Inter-Trust Exchange Value of CS Parcels (1,660 acres): $10,950,578
  • Total Funding for TLT: $10,246,000
    • TLT Timber Payment Made: $4,600,000
    • TLT Remaining Reappropriation: $1,660,000
    • TLT New Appropriation: $2,246,000
    • RCO Funds for Dabob Bay: $1,740,000
  • To balance the land exchange, DNR will use $855,351 cash from the $2.5 Million of Jefferson County land replacement funds provided by the legislature.
  • Financial impact to Junior Tax Districts requires review.

Alternatives

None specified in detail, but the document describes "Option A" which transfers all proposed TLT parcels (A to H).

Community Input

  • The discussion floor was opened for public comment, and two comments were received. (Content not detailed)

Timeline

  • Late October: Meet with Jefferson County Commissioners (completed). Followed by outreach to taxing districts and Common School Trust interested parties.
  • Early November: Prepare presentation for DNR management.
  • December 5, 2023: Board of Natural Resource (BNR) Meeting for vote on the Inter-Trust Exchange and TLT transfer.
  • Before December 30, 2023: Close the transaction (required because RCO funds will no longer be available after this date to bridge the funding gap).

Next Steps

Commissioners will draft a letter of support for the trust land transfer.

Sources

  • Heidi Eisenhour - Commissioner District No. 2
  • Bob Winslow - DNR Trust Land Transfer Coordinator
  • Malloree Weinheimer - Owner, Chickadee Forestry
  • Mark McCauley - County Administrator
  • Washington State Department of Natural Resources (DNR)
  • State of Washington Recreation and Conservation Office (RCO)

Commitment Letter – Climate Planning Grant Application

Topic Summary

The Department of Community Development (DCD) submitted a grant application to the Washington State Department of Commerce (Commerce) for $300,000 allocated to Jefferson County to assist with climate planning during the 2023-2025 biennium. This funding is necessary to fulfill the requirements of House Bill (HB) 1181, which mandates the addition of a Resiliency Sub-element to the Comprehensive Plan as part of the 2025 Periodic Update.

Key Points

  • Jefferson County is federally required by RCW 36.70A.130(5), via HB 1181, to revise its comprehensive plan to include a Resiliency Sub-element by June 30, 2025.
  • The grant funding is reserved as a non-competitive formula grant based on population size.
  • DCD's proposed scope includes both the comprehensive planning effort and subsequently identified climate implementation tasks.
  • The planning process includes forming a joint Jefferson County and City of Port Townsend Climate Action Committee (CAC) for oversight and input.
  • Planning tasks include confirming climate impacts identified in the Jefferson County Sea Level Rise Study, auditing existing plans (Gap Analysis), and updating the Vulnerability and Risk Assessment.
  • Implementation Phase (2025-2029 Scope) will prioritize actions from existing plans (including mitigation for earthquake, flood, landslide, severe storm, and wildfire hazards), with an initial plan developed by September 2024.

Financials

  • Total Climate Planning Grant Allocation (2023-2025 biennium): $300,000
  • Allocation for Comprehensive Planning Deliverables (Tasks 1-6): $100,000
  • Deliverable 1 (Engagement Plan/Impact Summary): $10,000
  • Deliverable 2 (Final Draft Gap Analysis Memo): $20,000
  • Deliverable 3 (Draft Vulnerability and Risk Assessment): $35,000
  • Deliverable 4 (Draft Resiliency Goals and Policies): $35,000
  • Allocation for Implementation Activities (Tasks 7+): $200,000
  • Climate Implementation Plan (Tasks 7.1/7.2): $50,000
  • Implementation Activities 2023-2025 (to be selected): $150,000
  • All planning activities related to HB 1181, beginning July 1, 2023, are eligible for reimbursement upon contract execution.

Alternatives

None specified.

Community Input

None present.

Timeline

  • July 1, 2023: Beginning of eligible reimbursement period.
  • October 31, 2023: Deadline for applying for the grant funds (DCD submitted application).
  • Week of November 6: Required letter of commitment must be submitted.
  • June 30, 2025: Deadline for GMA Periodic Update including the Resiliency Sub-element.
  • Proposed Planning Milestones: Consultant retained by 2/2024; Gap Analysis complete by 6/2024; Vulnerability Assessment complete by 9/2024; Final Draft Goals & Policies complete by 1/2025.
  • Proposed Implementation Milestones: Climate Implementation Plan developed by 9/2024; Grant Agreement amended by 12/2024 (to fund $150,000 in implementation activities).

Next Steps

The Board is requested to approve and sign the letter of commitment for DCD to submit to Commerce, allowing the grant contracting process to begin. The Board also took action allowing this to move forward and include the Planning Commission.

Sources

  • Josh D. Peters, AICP - Director, Community Development
  • Mark McCauley - County Administrator
  • Dave Andersen, AICP - Managing Director, Growth Management Services, Commerce
  • Sarah Fox - Climate Program Manager, Commerce
  • Paul Johnson - Management Analyst, Commerce
  • RCW 36.70A.130(5)
  • House Bill (HB) 1181 (Chapter 228, Laws of 2023)

Memorandum of Understanding – Sheriff’s Office Commissioned Deputies (West End Lead Deputy)

Topic Summary

Jefferson County and Teamsters Local No. 589 agreed to a Memorandum of Understanding (MOU) to establish the ability to assign a "Lead Deputy" in the West End of Jefferson County. This role is necessitated by an existing contract where the County Sheriff's Office provides law enforcement services to the Hoh Tribal Nation, requiring a single point of administrative contact and chain of command in that area.

Key Points

  • The establishment of the Lead Deputy position is required due to the contract between Jefferson County and the Hoh Tribal Nation for providing law enforcement services.
  • The Lead Deputy serves as the main point of contact for law enforcement with the Hoh Tribe.
  • Responsibilities include maintaining effective communication with the Tribe, collaborating on programs promoting community welfare and cultural preservation, acting as a liaison with County agencies (specifically the Sheriff’s Office), and overseeing the day-to-day supervision of other assigned West End deputies.
  • The assignment is voluntary, based on seniority, and can be rescinded by either the employee or employer with 30 days' notice.
  • This is an added responsibility, not a promotion, and the position can be eliminated by the County if responsibilities change or personnel change.

Financials

  • The Lead Deputy rate of pay will be 10% above the employee’s regular rate of hourly pay per the existing Collective Bargaining Agreement (CBA).

Alternatives

None specified.

Community Input

None present.

Timeline

  • Effective Date: August 22, 2023.
  • The MOU terminates upon the signing of a new CBA or termination of the contract between the County and the Hoh Tribe, whichever is first.

Next Steps

The Board of County Commissioners moved to approve the MOU.

Sources

  • Mark McCauley - County Administrator
  • Sarah Melancon - Human Resources Director
  • Teamsters Local Union No. 589 – Sheriff’s Office Commissioned Deputies
  • Hoh Tribal Nation (Contracting Party)
  • Robert A. Driskell - Secretary/Treasurer, Teamster Local No 589
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

Covid-19, RSV, and Influenza Update

Topic Summary

Dr. Allison Berry, Public Health Officer, provided a monthly update indicating a local and national downtrend in COVID-19 cases, consistent hospitalizations among non-updated vaccinated individuals, and two recent local COVID-related deaths. The update also noted an uptick in RSV cases and predicted the arrival of influenza cases from the South within approximately one month.

Key Points

  • COVID-19 cases are trending down locally and nationally.
  • Hospitalizations remain consistent among individuals who have not received the updated vaccine.
  • Jefferson County has recorded two deaths since the previous week, bringing the local total to 43. Clallam County has recorded 179 total deaths.
  • Respiratory Syncytial Virus (RSV) is experiencing an uptick locally and nationally, with shortages in the RSV vaccine noted.
  • Influenza activity is currently minimal in Washington but rising in the South and is expected to arrive locally in about a month.
  • Masking significantly protects against respiratory illnesses.
  • There is no specific treatment for RSV, meaning a test is not necessary.
  • Questions regarding test expiration dates were raised by Commissioners.

Financials

None specified.

Alternatives

None specified.

Community Input

  • One listener raised questions (Content not detailed).

Timeline

  • Influenza is expected to arrive in about a month.

Next Steps

None specified.

Sources

- Dr. Allison Berry - Public Health Officer

Emergency Management Update

Topic Summary

Willie Bence, Emergency Management Director, provided updates focusing on emergency preparedness drills and alert systems, specifically mentioning the recent "Shakedown" event and practicing tsunami siren alerts.

Key Points

  • 100 people attended the "Shakedown."
  • A "Shakeout" drill was conducted with the emergency group.
  • Staff practiced Tsunami sirens, referred to by the acronym "Ahab" (All Hazardous Alert Broadcast).
  • Other alert systems include Nixell/KTPZ/Emergency Broadcast.
  • Sirens are specifically used for Tsunami warnings for individuals who are not in contact with other systems.

Financials

None specified.

Alternatives

None specified.

Community Input

None present.

Timeline

None specified.

Next Steps

None specified.

Sources

- Willie Bence - Emergency Management Director

UGA Land Exchange

Topic Summary

The Department of Community Development (DCD) proposes initiating a process, supported by an immediate resolution, to revise the Urban Growth Area (UGA) boundary via a land exchange (swap) with the City of Port Townsend. This action is intended to ensure compliance with strict state guidelines—specifically Senate Bill 5593—to secure over $5.5 million in state grant funding for providing sewer infrastructure to affordable housing projects, notably Caswell-Brown Village.

Key Points

  • The County is seeking Commerce grant funding (over $5.5 million) for three projects: sewer lift station connection for Caswell-Brown Village (Permanent Supportive Housing), Bayside Gardens (60-unit affordable housing), and Port Hadlock wastewater extension for affordable housing.
  • DCD believes that a preliminary analysis supports finding that existing growth patterns justify UGA expansion to include Caswell-Brown Village.
  • A UGA land exchange is proposed as the preferred, most likely-to-be-funded pathway, over a more comprehensive UGA planning analysis (the second pathway).
  • The land exchange must comply with RCW 36.70A.130(3)(c) criteria, including no total increase in UGA surface area, exclusion of agricultural/forest/mineral resource lands from areas added, and ensuring added areas are suitable for urban growth.
  • The land exchange is proposed because the current application (a conditional use permit for ‘public purpose facilities’ at Caswell-Brown under existing zoning) is less likely to receive Commerce funding due to stringent state guidelines prohibiting the extension of urban levels of service outside city limits without UGA revision.
  • The City of Port Townsend has been identified as one of the least affordable cities in Washington with a population over 10,000, and Jefferson County as one of the least affordable counties, underlying the housing emergency.
  • DCD is directed to review RCW 36.70A.110(3)(c), conduct SEPA review, and compile a report with a recommendation for the Board.

Financials

  • Over $5.5 million in grant applications currently under review by the Washington State Department of Commerce (Commerce).
  • The CSO funding is available until March 31, 2023 [Note: This date appears to be an error/artifact, given the agenda request date is November 6, 2023, but the document states this as the limit]. The CSO could complete the analysis by the first half of 2024.
  • Additional funding may be necessary to support the City of Port Townsend’s efforts to amend its comprehensive plan.
  • The project is reliant on securing funds from the 5593 fund.

Alternatives

  • Pathway 2 (Alternative): A more comprehensive planning analysis, potentially including the entire Glen Cove Limited Area of More Intensive Rural Development (LAMRID). This is beyond the county’s current staffing capacity.

Community Input

  • One public comment was received. (Content not detailed)

Timeline

  • October 16, 2023: CSO delivered a prior presentation on this topic.
  • First half of 2024: Proposed timeline for completion of analysis and planning for the UGA swap.
  • The legislative revision allowing this (Engrossed Substitute Senate Bill 5593) became effective June 9, 2022.

Next Steps

The Board is directed to adopt the attached resolution authorizing DCD to investigate the land exchange pursuant to RCW 36.70A.130(3)(c) and work with the City of Port Townsend.

Sources

  • Brent Butler, AICP - DCD Chief Strategy Officer (CSO)
  • Josh D. Peters, AICP - Director, Department of Community Development
  • Washington State Department of Commerce (Commerce)
  • OlyCAP
  • Bayside Housing and Services, LLC
  • Barbara Ehlichman - DPA
  • Senate Bill 5593 (Chapter 287, Laws of 2022)
  • RCW 36.70A.130

Regulations governing rentals for less than 30 days (Short Term Rentals)

Topic Summary

The Department of Community Development (DCD) presented a briefing on regulations governing transient accommodations, including Short-Term Rentals (STRs) within structures and "Glamping" or "HIP Camp" sites without permanent structures. Staff noted that while existing regulations address limited spillover/life-safety issues for STRs, enforcement challenges remain high, particularly for unauthorized HIP Camps. The Board is discussing potential methods, such as tiered zoning or geographical caps, to update or streamline regulatory and enforcement efforts.

Key Points

  • Existing county zoning permits STRs broadly throughout most rural residential and resource lands, and mandates that at least 65% of accommodations in the Pleasant Harbor Master Planned Resort be short-term rentals.
  • The County currently addresses two core issues cited by MRSC: spillover impacts (noise, traffic, parking) and life-safety.
  • DCD has identified 76 short-term rentals, but a for-profit tracking firm (Granicus) suggested there are over 400, indicating a major enforcement challenge.
  • Rentals without structures (HIP Camp/Glamping) are regulated through a Conditional Use Permit (CUP) process under "small-scale recreation and tourist uses" (JCC 18.20.350).
  • Key issues for Hip Camp/Glamping include septic contamination, solid waste management, minimum lot size requirements (5 acres for a campground may be a barrier), and wide buffer requirements that trigger noise/traffic complaints.
  • Legal interpretation (Lomita Trust case, 2022) established that a single campsite/RV rental site can constitutive a "campground/camping facility" under county code, and such operation without a CUP is a violation.
  • The County is considering borrowing concepts from other jurisdictions:
    • San Juan County's approach using geography for CAPS.
    • Chelan County's tiered approach based on occupancy (Tier 1: owner-occupied, max 8 people, no caps; Tier 2: nonowner-occupied, max 12 people, caps apply; Tier 3: max 16 people, caps apply).

Financials

  • The Chief Strategy Officer (CSO) is funded until March 31, 2023, and could complete the analysis and planning for a tiered ordinance in the first half of 2024.
  • Additional funding may be necessary to support Environmental Public Health's review of alternative septic permitting approaches for Hip Camps.
  • Treasurer Stacie Prada clarified how financials (e.g., taxes) are reported from current STRs.

Alternatives

  • Streamline the CUP process for Hip Camp/Glamping by eliminating the CUP requirement or decreasing the minimum lot size, though this risks increased septic/solid waste issues and neighbor complaints.
  • Adopt a regulatory approach based on geography (San Juan County model) or occupancy tiering (Chelan County model).

Community Input

  • Abutting neighbors in Marrowstone Island and the Tri-Area raised significant concern about unauthorized HIP camps/glampers.
  • Neighbors cited negative impacts on neighborhood quality of life, including construction noise and traffic complaints (Lomita Trust case).

Timeline

  • First half of 2024: CSO could complete required analysis and planning to enact a tiered ordinance.

Next Steps

Action was taken allowing this process to move forward and include the Planning Commission. Staff requests the Board determine next steps to initiate Planning Commission review.

Sources

  • Brent Butler, AICP - DCD Chief Strategy Officer (CSO)
  • Josh Peters - Director of Community Development
  • Stacie Prada - Treasurer
  • Municipal Research and Service Center (MRSC)
  • Aegis Land Title Group LLC
  • Lomita Trust (litigant in code compliance case, COM2021-00074)
  • JCC 18.20.350, 17.60.070, 18.10.130M, 18.10.201T, 18.15.040
  • WAC 246-272A-0234(6)

Coordinated Water System Plan (CWSP)

Topic Summary

The Department of Community Development (DCD) and the Chief Strategy Officer (CSO) briefed the Board on the necessity of updating or creating a Coordinated Water System Plan (CWSP) for Jefferson County. CWSPs, mandated by the Public Water System Coordination Act of 1977, are key planning documents for coordinating Group A water systems and ensuring future water supply needs are met reliably and efficiently across the county. The current challenge is securing funding and staff capacity for the update.

Key Points

  • The Water Resources Act (RCW 90.54) and the Public Water System Coordination Act (RCW 70.116.010) govern public water system coordination.
  • In 1997, the Jefferson County Board of Commissioners adopted a declaration creating a Critical Water Supply Service Area (CWSSA) for all of Jefferson County.
  • An updated CWSP would help coordinate Group A water systems, integrate facilities, set policy, identify future water demand, determine sufficiency of water rights, and set minimum fire flow standards.
  • PUD No. 1 has identified issues arising from the failure to update the existing CWSP.
  • Failing to update the CWSP reduces predictability for developers, potentially increasing development costs and slowing permitting by requiring case-by-case determination of well drilling vs. connecting to existing service areas (as seen in Clallam County).
  • The state's seven largest counties all maintain CWSPs.
  • The composition of the Water Utility Coordinating Committee (WUCC) must include representatives from the county legislative authority, planning agency, health agency, and water purveyors with over 50 services.

Financials

  • Updating the CWSP cannot be funded through the current Comprehensive Plan update budget.
  • Funding mechanisms in other jurisdictions include: (1) contributions from utility coordinating council members; (2) use of the general fund; or (3) establishing a special taxing district (like a Whatcom County Flood Control District).
  • An update utilizing an in-house team (assigned DCD staff) would significantly reduce costs compared to hiring a consultant.
  • The CSO funding is available until March 31, 2023 [Note: Date appears to be an error/artifact].

Alternatives

  • The Department of Health does not require a CWSP but requires fulfillment of certain responsibilities (WAC 246-293-300). Incorporating CWSP requirements into the Comprehensive Plan is an option used by other municipalities.

Community Input

None present in the agenda request section.

Timeline

  • The initial planning document was guided by a steering committee beginning in 1997, but appears never to have been formally adopted as required.

Next Steps

The Board is requested to determine next steps for the CWSP update after listening to the concerns from water purveyors and the Department of Health representative. Staff is working on forming a Water Committee, or WOC, and to work this into the Comprehensive Plan.

Sources

  • Brent Butler, AICP - DCD Chief Strategy Officer (CSO)
  • Mark McCaulay - County Administrator
  • Washington State Department of Health (DOH)
  • Jefferson County Public Utility District No. 1 (PUD)
  • RCW 90.54, 70.116.010
  • WAC 246-293-300, 246-293-150

2024 Legislative Priorities Workshop

Topic Summary

Jefferson County Commissioners held a workshop to discuss and determine legislative priorities and strategies for the upcoming 2024 legislative session, involving input from the North Olympic Legislative Alliance (NOLA) and the Washington State Association of Counties (WSAC). Topics included housing, local revenue flexibility, healthcare access, and infrastructure funding.

Key Points

  • Core topics for discussion included: pool, sewer, infrastructure in Brinnon, Housing, and Lammers.
  • Housing/Growth Management:
    • LAMIRD Flexibility for Housing: Jefferson County proposes a bill allowing increased density and infrastructure (like sewer) within Limited Areas of More Intensive Rural Development (LAMIRDs) for affordable/workforce housing. Delegation response was unified that this is a significant challenge due to opposition from urban legislators and difficulty passing in a short session; they recommended narrowing the focus to one primary use (e.g., dense housing).
    • Alternative Housing Metrics to Area Median Income (AMI): NOLA members are concerned AMI inaccurately reflects the Olympic Peninsula's high cost of living, disadvantaging them for Housing Trust Fund grants. This change, which affects statewide grant scoring, is deemed unsuitable for a short session.
  • Healthcare/Rural Hospitals:
    • Rural hospitals (like Olympic Medical Center) face funding shortfalls and staffing shortages. Proposals include: increasing Medicaid reimbursement rates, supporting Jefferson Healthcare's proposal to ease certification requirements for rural nurses, and/or granting one-time funding for OMC.
    • Alternative pathways for nurses to earn credits through on-the-job experience face resistance from universities.
  • Natural Resources/DNR:
    • Wildland Urban Interface (WUI) Code Changes: Stakeholders voiced concerns that State Building Code Council changes are increasing building costs, impacting affordable housing. DNR is revising WUI maps after finding the initial map "overbroad." Changes proposed by the State Building Code Council are paused due to litigation, making next year's legislation unlikely.
    • Sharing Economic Development Information (HB 1398): NOLA supports requiring state agencies to confidentially share county-wide job data with Associate Development Organizations (ADOs). This law lacks executive branch support and faces privacy concerns, making success challenging without Commerce-request legislation.
  • Public Safety/Justice System:
    • Equal Access to Justice: Counties pay over 96% of trial court public defense costs, which are skyrocketing due to new state-mandated caseload standards. Counties support increased state funding for trial court public defense.
    • Corrections Officer Training: Wait times for the Corrections Officer Academy can be up to a year, hindering recruitment/retention. Counties support adding two classes in FY 24 and four classes in FY 25 (ongoing).
    • Public Records Act Reforms: Counties support reducing abusive public records requests/litigation that waste taxpayer resources.
  • Infrastructure:
    • Fish Passage Barrier Removal: Counties need financial assistance to remove the over 8,000 locally-owned fish barriers across the state.
    • Broadband: Counties need funding for local project planning, business development, and engagement to achieve digital equity.
    • Septage Treatment Capacity Study: Counties support one-time funding to study existing treatment capacity for informed infrastructure planning.
  • Education/Schools:
    • Small School Districts Access to Common School Trust Revenue (HB 1444/SB 5126): Proposal aims to prioritize funding modernization grants from the Common School Construction Fund. Action is unlikely in the short session.
    • School Seismic Safety Retrofit Project: DNR is completing seismic risk assessments for districts; the issue is distributing the already robust funding, not obtaining more.

Financials

  • WSAC noted fiscal needs: State is one of the lowest contributors nationally to public defense (40 out of 50).
  • Need for state funding for trial court public defense (currently $174.7M/year paid by counties).
  • Olympic Medical Center receives approximately $2 million per biennium from the Legislature.

Alternatives

  • For WUI: Waiting for DNR to update maps and for litigation regarding the State Building Code Council changes to resolve.
  • For School Funding: Rep. Tharinger suggested a standardized scoring system for schools seeking financial upgrades, weighted by age, standardized model, and natural disaster risk.

Community Input

  • Wendy Sisk: Clarified that the local self-help building program (Habitat for Humanity) would be negatively impacted by proposed State Building Code Council changes to the WUI code.
  • Josh Weiss: Asked if NOLA could help develop standardized school funding solutions.

Timeline

  • Legislative priorities will be discussed again next week.
  • Legislative session starts in January 2024.

Next Steps

The Board needs to formally decide on priorities and strategy for the 2024 legislative session. The agenda lists a continued discussion next week.

Sources

  • Kate Dean - Commissioner District No. 1
  • Mark McCauley - County Administrator
  • Colleen McAleer
  • Rep. Chapman
  • Rep. Tharinger
  • Sen. Van De Wege
  • John Nutter - Olympic Medical Center (OMC)
  • Wendy Sisk
  • Josh Weiss
  • Washington State Association of Counties (WSAC)
  • North Olympic Legislative Alliance (NOLA)
  • Paul Jewell - Senior Policy Director, WSAC
  • Juliana Roe - Senior Policy Director, WSAC
  • Mike Hoover - Policy Consultant, WSAC
  • Jaime Bodden - Managing Director, WSALPHO
  • Axel Swanson - Managing Director, WSACE
  • House Bill 1398
  • RCW 36.70A.710
  • RCW 4.24.115

Superior Court Jury Fees Voucher (October 2023)

Topic Summary

Jefferson County Superior Court had one jury trial in October 2023, incurring fees totaling $2,793.45, which covers juror mileage and a daily rate of $15.00 per reporting juror. This transaction is submitted for approval of payment.

Key Points

  • One jury trial occurred in Jefferson County Superior Court in October 2023 (Case Number CS 21-1-00031-16).
  • The trial dates were October 9, 2023 through October 12, 2023.
  • District Court reported zero jury trials in October 2023.
  • Costs cover mileage and $15.00 per day for reporting jurors.

Financials

  • Total cost: $2,793.45

Alternatives

None specified.

Community Input

None present.

Timeline

  • Services were rendered: October 1, 2023 – October 31, 2023.

Next Steps

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

Sources

  • Dodie McBride - Jury Manager
  • Mark McCauley - County Administrator
  • Court Admin (Signed title on Voucher)

Warrant Report and Fund Summary (Dated October 23, 2023)

Topic Summary

The Board of County Commissioners is presented with the Accounts Payable Warrant Report for payments dated October 23, 2023, totaling $476,829.54, which is certified for payment against Jefferson County obligations. A summary details the distribution of this total across specific funds (e.g., Fund 001, 401, 405).

Key Points

  • The total amount of Jefferson County Vouchers/Warrants dated October 23, 2023, is $476,829.54.
  • The Commissioners certify that the materials or services described have been furnished or rendered, and the claim is a just, due, and unpaid obligation against Jefferson County.

Financials

  • Total payment amount: $476,829.54
  • Funds and amounts:
  • 001: $146,328.90
  • 108: $15,037.01
  • 125: $1,346.20
  • 127: $19,152.54
  • 128: $43.28
  • 131: $5,079.36
  • 140: $1,433.28
  • 143: $2,863.21
  • 148: $5,314.11
  • 149: $6,912.97
  • 174: $6,008.96
  • 180: $10,937.95
  • 304: $1,036.13
  • 401: $65,538.83
  • 405: $165,384.17
  • 501: $8,248.99
  • 506: $12,693.32
  • 507: $3,470.33
  • Grand Total: $476,829.54

Alternatives

None specified.

Community Input

Two instances of general public comment are noted during the process of approving the consent agenda, which included this item.

Timeline

  • Warrant Date: 10/23/2023

Next Steps

The Board must approve and adopt the consent agenda, which includes this payment. The motion to approve the consent agenda, excluding Item 1, was moved, seconded, and passed.

Sources

None specified for the warrant report itself beyond the certification of the Board.

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