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Board and Committee Assignments (2023)

Topic Summary

The document provides a comprehensive list of Board and Committee assignments for the Jefferson County Commissioners (Greg, Kate, and Heidi) for the year 2023. It details the nature of the organization (e.g., BOCC, PH, AGENCY), whether the representative has voting power, includes named representatives and alternates ("CA *as needed"), meeting schedules/frequency, and a point system (PTS) associated with the assignment.

Key Points

  • Commissioner Greg holds the most assignments at 33 points (Greg = 33). Kate and Heidi both hold 29 points (Kate = 29, Heidi = 29).
  • Commissioner Greg serves as the BOCC Chair and Finance Committee Chair (automatically serves).
  • Assignments cover areas including Behavioral Health, Budget, Canvassing, Drainage, Climate Action (Kate is lead), Economic Development, Elections, Finance, Fort Worden, Hadlock Sewer (Heidi is project lead), Public Health (Board of Health), Hood Canal Coordinating Council (Kate is lead), Housing, I/DD, Intergovernmental Collaborative Group (ICG), JeffCom 911 (Greg is lead, CA is alternate), Broadband, Clean Water, Emergency Planning, Transit (Heidi is Chair), Lodging Tax (Heidi is Chair, Special), Marine Resources, Mental Health Field Response, NACo, NODC (Kate leads), NOLA (Kate leads), O3A, Olympic Coast Sanctuary, OlyCAP, Olympic Consortium, Olympic Discovery Trail (Heidi is project lead), ORCAA, Parks and Recreation, PRTPO, Port Ludlow, Public Infrastructure Fund (Heidi is lead), Puget Sound Partnership, Salish Behavioral Health, Solid Waste, Tourism, and various WSAC subcommittees/committees (Kate and Heidi lead).
  • Most assignments are voluntary or non-statutory ("AGENCY," "PH," "WSU", "PROJECT") and range in meeting frequency from daily appointments to quarterly meetings or "as scheduled."
  • The assignments include several appointments that are typically regulatory bodies such as the Budget Committee, Behavioral Health Advisory Committee, Canvassing Board, Jefferson Transit Authority Board, and Lodging Tax Advisory Committee.

Financials

None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2023-01-03: Date of the last update provided for the assignment list.
  • Various weekly, bi-weekly, or quarterly meeting schedules listed for each organization (e.g., BOCC meets the 1st Four Mondays at 9AM; Budget Committee meets Each last Wed at 8:30PM; Jefferson Transit Authority Board meets E/O 3rd Tues, 1:30-3:30P).

Next Steps

Routine attendance is scheduled for 2023 by the individual Commissioners.

Sources

  • Greg Brotherton - BOCC Chair
  • Kate Dean - Commissioner
  • Heidi Eisenhour - Commissioner

Interlocal Agreement to Study Public Facilities District for Recreational Facility

Topic Summary

Jefferson County and the City of Port Townsend are entering into an Interlocal Agreement (ILA) to jointly investigate the feasibility and formation requirements of a county-wide Public Facilities District (PFD) under RCW 36.100. This PFD would, if formed, finance, design, and build a multipurpose recreation facility, including a pool and other amenities. The ILA establishes a joint study team and mandates an independent financial feasibility review by the Washington State Department of Commerce, with costs to be shared equally.

Key Points

  • The purpose is to study the creation of a county-wide PFD under RCW 36.100 to design and build a multipurpose recreation facility (including a pool, locker rooms, public showers, and other amenities).
  • The study is also necessary to obtain an independent financial feasibility review from the Washington State Department of Commerce, as required by RCW 36.100.025, before forming the PFD.
  • A joint study team will be formed, with each party (City and County) appointing two individuals to investigate the requirements, debt/tax levy ability, and other relevant facts regarding establishing the PFD.
  • The parties agree to jointly pay for the Department of Commerce financial feasibility review.
  • The ILA includes mutual indemnity and requires both parties to waive immunity under the Washington State Industrial Insurance Act, Title 51 RCW, for indemnification purposes.
  • The County is responsible for recording a copy of the Agreement in the Jefferson County Auditor’s Office.
  • No new or separate legal or administrative entity is created by this Agreement.
  • Contact persons named for the Agreement are John Mauro (City Manager) and Mark McCauley (County Administrator).

Financials

  • Total cost agreed upon for the independent financial feasibility review is structured such that neither party's share will exceed $9,000.
  • The County's estimated portion of the cost is approximately $9,000, to be paid from the General Fund (Fund 001-270).

Alternatives

The agenda request mentions debates over seeking a Metropolitan Parks District (MPD, financed through property taxes) versus a Public Facilities District (PFD, financed through sales and potentially excise taxes), but the ILA itself focuses only on investigating the PFD option.

Community Input

The agenda request mentions a multi-agency Steering Committee has conducted extensive community outreach to inform the public and solicit input regarding the pool project.

Timeline

  • 2023-12-11: BOCC approved a motion directing staff to draft the ILA.
  • 2024-02-01 (or before): Study team report must be prepared and submitted to the legislative bodies of both parties (City and County).
  • End Date: The Agreement shall continue until terminated, which either party can do with ten (10) days written notice.

Next Steps

The Board of County Commissioners is requested to approve the Interlocal Agreement.

Sources

  • John Mauro - City Manager, City of Port Townsend
  • Mark McCauley - County Administrator, Jefferson County
  • Carrie Hite - Project Manager (Mentioned in Issue Statement)
  • Washington State Department of Commerce (to conduct the financial review)

Increase in Public Infrastructure Fund (PIF) Funding and Project Approvals

Topic Summary

The Board of County Commissioners (BOCC) is requested to approve an increase of $176,000 to the 2024 Public Infrastructure Fund (PIF) project funding pool, raising the total available to $985,000. This increase is necessary to fully fund four infrastructure proposals previously submitted in response to an RFP. The PIF Board unanimously recommended this increase and the immediate approval of the four projects due to reevaluated available funding.

Key Points

  • The initial Request for Proposals (RFP) for PIF projects sought funding up to $809,000.
  • Five proposals were received, but one was withdrawn after securing funding from an alternative source.
  • The four remaining projects collectively requested $985,000.
  • The requested projects were:
    • Glen Cove infrastructure (sewer, roads, etc.): $250,000
    • Sims Gateway (community outreach, landscaping, cost increases): $300,000
    • Jefferson County International Airport (design, engineering, permitting - business park): $350,000
    • Hadlock Sewer (annual loan payments): $85,000
  • The total funding shortfall to cover all four projects is $176,000.
  • County staff reevaluated available funding and determined the County can "safely fund all four projects."
  • The PIF Board approved a motion on December 14, 2023, recommending the BOCC approve the $176,000 funding increase and approve full funding for the four stated proposals.

Financials

  • Original RFP amount: $809,000
  • Total requested by four remaining projects: $985,000
  • Proposed funding increase: $176,000
  • Total 2024 PIF Project Funding (proposed): $985,000
  • Source of funds: Public Infrastructure Fund (Fund 306).
  • Fiscal Impact: The request has "no fiscal impact" on the overall budget, but approval leads to four grant agreements totaling $985,000 paid from Fund 306.

Alternatives

  • One proposal was withdrawn because it was fully funded using another source of funds.

Community Input

None specified.

Timeline

  • 2023 (earlier in year): BOCC approved issuance of the PIF RFP.
  • 2023-12-14: PIF Board approved the funding increase recommendation.

Next Steps

The Board of County Commissioners is asked to approve the recommended $176,000 funding increase, approve all four project proposals, and direct staff to bring forward the associated grant agreements for approval.

Sources

  • Mark McCauley - County Administrator

Fourth Quarter 2023 Budget Appropriations/Extensions

Topic Summary

The Board of County Commissioners (BOCC) will hold a public hearing regarding resolutions to adopt supplemental budget appropriations and extensions for various County Departments for the fourth quarter of 2023. These appropriations are intended to cover unanticipated revenues and expenditures, including expenses tied to new Collective Bargaining Agreements (CBAs) and grant funds. The total requested appropriation increase is $845,117.

Key Points

  • The budget changes address unanticipated revenues and expenditures, funded by new grants, fees, or reallocation of unexpended monies from the prior year.
  • General Fund (Total increase: $467,579 in Expense, $132,827 in Revenue):
    • County Administrator (059): Requires $84,000 for Salaries & Benefits due to new CBAs and additional HR personnel. Also requests $4,000 for Office Expense and $5,000 for Travel (training/conferences). Total increase: $93,000.
    • Prosecuting Attorney (150): Requires $71,000 for Salaries & Benefits due to new CBAs.
    • Superior Court (240): Requires $26,500 for Salaries & Benefits due to new CBAs and exempt increase.
    • Elections (021): Requires $11,000 for Salaries & Benefits due to new CBAs.
    • Non-Departmental (270): Requests $95,000 for Professional Services contracts (Strategies 360 - Lobbying; Berry and Dunn - Strategic Plan; Hansell & Tierney - Intergov Implementation; Derelict Vessel Services).
    • Community Services (068): Revenue/Expense of $96,327 for Opioid Settlement funds received via Kitsap County (to be disbursed to Discovery Behavioral Health). Also requests $388 for Community Centers (to meet 2023 contract amounts for Port Townsend and Gardiner Senior Centers).
    • Sheriff (180): Revenue/Expense of $36,500 for the RSAT grant renewal (Oct-Dec 2023). Requests $4,000 for Walmart Grant expenditures (revenue already budgeted).
    • Board of Equalization (061): Requires $7,000 for Salaries & Wages due to new CBAs.
    • Auditor (020): Requires $3,418 for Professional Services (ACA Reporting) and Dues & Subscriptions (APA, WSACA).
    • Operating Transfer (261): Requires $4,000 transfer for Law Library (Fund 140).
  • Other Funds (Total increase: $377,538 in Expense, $76,510 in Revenue):
    • Federal Forest Title III (147): Requires $67,500 for SWCA Professional Services, funding the remainder of the Community Wildfire Protection Plan contract.
    • Parks & Recreation (174): Requires $26,413 for Salaries & Benefits (due to salary increases and full Sound Health & Wellness premiums) and $13,000 for Utilities (due to increased park/facility use, portable toilet/vault pumping). Total increase: $39,413.
    • Parks Improvement (175) and Capital Improvement (302): A $72,510 transfer occurs from Fund 302 to Fund 175. Fund 175 uses $1,725 for Salaries & Benefits increases and $72,510 for Improvements other than Buildings (Oak Bay Campground Electric Project expansion). Total expense increase: $74,235.
    • Information Services (506): Requires major budget increases totaling $123,880 in expenses, including: $67,500 for Salaries & Wages (exempt salary increase, PTO cash out, and IT staff hours for email outage/troubleshooting); $11,380 for Insurance (higher than budgeted); and $45,000 for Repair & Maintenance (to pay for Cities Digital invoice for records database replacement grant, where revenue expected in 2024).
    • Law Library (140): Requests $4,000 revenue transfer from General Fund (Fund 001) to support courts resource materials, noting decreased civil filing fees.

Financials

Fund Department/Use Revenue (One-time) Expense (One-time) Reason
General Fund (001) $132,827 $467,579
001/059 County Administrator - $93,000 CBA/HR personnel, supplies, travel
001/150 Prosecuting Attorney - $71,000 CBA compensation
001/240 Superior Court - $26,500 CBA/exempt increase
001/021 Elections - $11,000 CBA compensation
001/270 Non-Departmental - $95,000 Professional Services (Lobbying, Strategy, Vessels)
001/068 Community Services (Opioid) $96,327 $96,327 Budget neutral dispersal to Discovery Behavioral Health
001/068 Community Services (Centers) - $388 Community Center contract match
001/180 Sheriff (RSAT Grant) $36,500 $36,500 Grant renewal (Oct-Dec)
001/180 Sheriff (Walmart Grant) - $4,000 Grant expenditure
001/061 Board of Equalization - $7,000 CBA compensation
001/020 Auditor - $3,418 Professional Services/Dues
001/261 Operating Transfer (Law Library) - $4,000 Transfer to Fund 140
Other Funds $76,510 $377,538
140 Law Library $4,000 - Transfer from General Fund
147 Federal Forest Title III - $67,500 SWCA Professional Services (Community Wildfire Plan)
174 Parks & Recreation - $39,413 Salaries/Benefits/Utilities Increases
175 Parks Improvement (Salaries/Benefits) - $1,725 Salaries & Benefits increases
175 Parks Improvement (Improvements) $72,510 $72,510 Oak Bay Campground Electric Project
302 Capital Improvement (Transfer) - $72,510 Transfer to Parks Improvement
506 Information Services (Salaries/Insurance) - $78,380 Salary increases/Insurance premium
506 Information Services (R&M) - $45,000 Records database replacement (timing mismatch w/ grant)
Total Appropriation $209,337 $845,117

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2023-12-04: BOCC declared a need for the expenses (RCW 36.40.140).
  • 2023-12-06 & 13: Notice of hearing published in Port Townsend Leader (RCW 36.40.100).
  • 2023-12-18: Public hearing scheduled for 10:00 a.m.

Next Steps

The BOCC is recommended to hear public testimony and consider approving a resolution to adopt the 2023 4th quarter supplemental budget appropriations.

Sources

  • Adiel McKnight - Executive Assistant (for agenda request)
  • Mark McCauley - County Administrator (for review)
  • RCW 36.40.100, RCW 36.40.140

Collective Bargaining Agreement (CBA) and Health Trust Participation for Sheriff’s Administrative Staff

Topic Summary

The Jefferson County Board of County Commissioners is asked to approve and sign a new three-year Collective Bargaining Agreement (CBA) with Teamsters Local No. 589, covering the Sheriff’s Support Services Staff, and an accompanying Subscription Agreement for participation in the Washington Teamsters Welfare Trust health plan. The CBA, ratified by employees on November 29, 2023, introduces a 12% general wage increase over three years, wage restructuring, and changes to paid time off and longevity pay.

Key Points

  • Term: January 1, 2024, through December 31, 2026.
  • Wages & Structure:
    • General wage increase of 12% over three years (7% in 2024, 2% in 2025, 3% in 2026).
    • The wage scale changes from a 10-Step to a 7-Step system, requiring employees in old Steps 3, 4, and 5 to move to the new Step 1 with a new January 1 anniversary date for future steps.
    • Increment between steps is adjusted from 2.5% to 3.0%.
    • A new Step 8 is added effective January 1, 2026.
    • Classification title changes from "Records Officer" to "Sheriff’s Support Services Technician I" (SST I).
    • A career ladder is implemented: SST I (entry level) and SST II (3% higher wage rate). Advancement to SST II is based on skill development, merit, length of service, and ability, typically requiring a minimum of two years at SST I.
    • Lead Pay Differential: 5.0% premium pay may be assigned by the Sheriff for individuals responsible for directing work and evaluating performance.
    • Field Training Officer (FTO) Pay: Employees performing FTO duties for the majority of a shift receive an additional one (1) hour of paid time at time and one-half (overtime rate).
  • Longevity Pay (Annual Lump Sum): New steps are added:
    • 30 years: $2,600
    • 35 years: $3,000
    • 40 years: $3,400
    • 45 years: $3,800
  • Time Off: Effective January 1, 2024, employees move from Sick and Vacation to Personal Time Off (PTO).
    • One additional PTO "floater day" (8 hours, or pro-rata for part-time) is provided each year starting January 1, 2024, which must be used within the calendar year.
  • Health & Welfare: The Employer pays into the Washington Teamsters Health and Welfare Fund (Medical Plan B), Northwest Teamsters Dental Trust (Plan A), and Teamsters Vision Care Trust.
    • Cost Share: County pays 85% of required contribution, employees pay 15%. This employee portion is treated as a "wage rate reduction" if the Trust requires the full 100% payment from the County.

Financials

  • Wage Increase: 12% over the three-year term, implemented in 7% (2024), 2% (2025), and 3% (2026, plus new Step 8).
  • Insurance Contribution: County pays 85% of health trust contributions.
  • Longevity Pay: Ranges from $600 (5 years) up to $3,800 (45 years).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2023-11-29: CBA ratified by represented employees.
  • 2023-12-31: Current CBA expires.
  • 2024-01-01: New CBA and PTO system become effective.

Next Steps

The Board is recommended to approve and sign the Collective Bargaining Agreement and the Subscription Agreement.

Sources

  • Sarah Melancon - Human Resources Director
  • Teamsters Local No. 589
  • Washington Teamsters Welfare Trust (Health/Dental/Vision plans)

Contract for Solid Waste Facilities Replacement Planning Services (Perteet, Inc.)

Topic Summary

The Public Works Department recommends executing a contract with Perteet, Inc. for $83,140.00 to provide engineering and planning services. This work is needed to support the site selection process for a new Solid Waste Transfer Station (SWTS) to replace aging facilities and address capacity strains during peak seasons. Perteet, Inc. will assist both staff and a BOCC-appointed Task Force.

Key Points

  • The impetus for the project is the age of current solid waste handling facilities and customer demand straining capacity during peak season.
  • Perteet, Inc. was selected through a Request for Qualifications (RFQ) and is retained to provide A/E services for the SWTS Siting Study (Phase II).
  • The scope of services includes 5 main tasks:
    1. Project Management: Coordination, budget management, monthly reports (Dec 2023 - Jul 2024).
    2. Technical Studies ($39,620): Noise studies, Traffic Impact Studies (within 1-mile of up to 3 proposed sites, comparing impacts to County level of service standards), Critical Area Assessments (to identify constraints on up to 3 parcels), and Cultural Resource Assessments (relying on state WISSARD database).
    3. Public Meeting Support ($7,620): Consultant acts as a subject matter expert, participating in three task force meetings (two virtual, one in-person), one public open house (in-person), and one County Commission meeting.
    4. Concept Design Services ($18,920): Provides civil engineering concepts (grading, drainage, utilities, roadway, traffic improvements) and civil cost estimates for up to two parcels (at approx. 10% design level). Coordinates with the County’s architectural consultant.
    5. Directed Services ($10,000): Budget reserved for supplemental studies or specific task assignments, requiring prior Client approval.
  • Perteet will execute and manage up to three subconsultant agreements with subject matter experts, whose fees are in addition to the $83,140 contract amount.

Financials

  • Total Contract Value: $83,140.00
  • Funding Sources: Solid Waste Fund and County’s Capital Fund.
  • Expense Breakdown (Labor and Expenses):
    • Task 100 (Project Management): $6,040.00
    • Task 200 (Technical Studies): $39,620.00
    • Task 300 (Public Meeting Support): $7,620.00
    • Task 400 (Concept Design Services): $18,920.00
    • Task 500 (Directed Services/Contingency): $10,000.00
    • Expenses (Travel - Allowable): $940.00
    • Subconsultants: $0.00 (Fees are in addition to contract total, managed by Perteet).
  • Total Labor: $82,200.00; Total Expenses: $940.00.

Alternatives

None specified.

Community Input

The project includes support for a BOCC-appointed Solid Waste Facilities Task Force and plans for public meetings and an open house.

Timeline

  • Estimated Project Completion: December 31, 2024.
  • Project Start Date (Contract/Purchase Order receipt): Estimated around Dec 2023.
  • Key work planned: Project management tasks run from December 2023 through July 2024.

Next Steps

Public Works recommends the Board enter into the Contract with Perteet, Inc.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Al Cairns - Project Manager (Public Works)
  • Perteet, Inc. - Consultant
  • Crystal L. Donner - President, Perteet, Inc.

Shoreline Master Program (SMP) Periodic Review Public Hearing Notice

Topic Summary

The Department of Community Development (DCD) requests approval of a legal notice for a public hearing scheduled by the Board of County Commissioners (BOCC) on January 8, 2024, concerning proposed amendments to the Jefferson County Shoreline Master Program (SMP). This hearing is a required step in the perpetual Periodic Review process mandated by the Shoreline Management Act (SMA) to ensure the SMP remains consistent with state law, local regulations, and current circumstances.

Key Points

  • The purpose is to amend development regulations resulting from the Periodic Review of the SMP under RCW 90.58.080(4).
  • The Jefferson County Planning Commission has delivered a recommendation for a set of SMP and consistency amendments to the Unified Development Code (Title 18 JCC).
  • Amendments are designed to comply with changes in state law, local plans, and local circumstances.
  • The proposed amendments are available for public review on the Project Website.
  • The hearing is required prior to the BOCC adopting the amendments by ordinance and submitting the final decision to the Washington Department of Ecology.
  • BOCC deliberation on the proposal is anticipated for Tuesday, January 16, 2024.

Financials

  • Funds are budgeted for the publication of the legal notice and staff/consultant services related to the hearing.

Alternatives

None specified.

Community Input

  • A virtual and in-person (Hybrid) public hearing is scheduled for Monday, January 8, 2024, at 10:30 a.m.
  • Public testimony (written and virtual/audio) is invited beginning December 20, 2023, and ending on January 8, 2024, at the close of the hearing.
  • Contact for inquiry: Chelsea Pronovost, DCD.

Timeline

  • 2023-12-11: BOCC held a briefing on Planning Commission recommendations.
  • 2023-12-20 & 2024-01-03: Proposed publication dates for the hearing notice.
  • 2024-01-08: Public hearing scheduled (10:30 a.m.).
  • 2024-01-16: Anticipated BOCC deliberation date.

Next Steps

The Board is asked to approve the legal notice for the January 8, 2024, public hearing.

Sources

  • Josh D. Peters, AICP - Community Development Director
  • Washington State Shoreline Management Act (SMA) (RCW 90.58)

Public Infrastructure Fund (PIF) Project Funding Increase

Topic Summary

The Board of County Commissioners (BOCC) is asked to approve an increase of $176,000 to the 2024 Public Infrastructure Fund (PIF) project funding line item, raising the total available to $985,000. This action, unanimously recommended by the PIF Board, funds four high-priority infrastructure projects: Glen Cove infrastructure ($250,000), Sims Gateway improvements ($300,000), Jefferson County International Airport business park design ($350,000), and Hadlock Sewer annual loan payments ($85,000).

Key Points

  • Initial funding requested in the Request for Proposals (RFP) was limited to $809,000.
  • Due to a subsequent funding withdrawal by one applicant, four priority projects remain, collectively totaling $985,000.
  • The projects recommended for full funding are:
    • Glen Cove infrastructure (sewer, roads, etc.) - $250,000
    • Sims Gateway (community outreach, additional landscaping, cost increases) - $300,000
    • Jefferson County International Airport (design, engineering and permitting - business park) - $350,000
    • Hadlock Sewer (annual loan payments) - $85,000
  • Staff reevaluated the available funds in Fund 306 (Public Infrastructure Fund) and determined the County can safely fund all four projects.

Financials

  • Original RFP Budget: $809,000
  • Total Funding Requested (4 projects): $985,000
  • Funding Increase Request: $176,000
  • Funding Source: Public Infrastructure Fund, Fund 306.
  • Fiscal Impact: Approval leads to four grant agreements totaling $985,000 paid from Fund 306. The request itself has "no fiscal impact."

Alternatives

None explicitly documented in the agenda request other than the withdrawal of one competing proposal due to external funding.

Community Input

None specified.

Timeline

  • 2023 (earlier): BOCC authorized the $809,000 PIF RFP.
  • 2023-12-14: PIF Board approved the recommendation to increase funding by $176,000 and approve all four proposals.

Next Steps

The BOCC is recommended to approve the PIF Board recommendation and direct staff to prepare the grant agreements.

Sources

  • Mark McCauley - County Administrator
  • Public Infrastructure Fund (PIF) Board
  • Fund 306

Interlocal Agreement (ILA) to Study Public Facilities District (PFD) for Pool Facility

Topic Summary

Jefferson County and the City of Port Townsend have drafted an Interlocal Agreement (ILA) to formally investigate the possible creation of a county-wide Public Facilities District (PFD). This PFD, if formed under RCW 36.100, would be responsible for constructing and operating a multipurpose recreation facility, likely including a pool and other amenities. The ILA mandates a joint study team and a required independent financial feasibility review by the Washington State Department of Commerce, with the costs shared equally by the City and County.

Key Points

  • The purpose is to establish a study team to investigate the PFD formation, authority to issue debt/levy taxes, and prepare a report for both legislative bodies.
  • The ILA specifies the goal of the PFD would be designing and building a multipurpose recreation facility (pool, locker rooms, public showers, and other amenities).
  • The investigation must include an independent financial feasibility review by the Washington State Department of Commerce, as required by RCW 36.100.025.
  • A study team will be formed, with each Party appointing two individuals.
  • The Parties agree to mutually indemnify the other, including a mutual waiver of immunity under the Washington State Industrial Insurance Act, Title 51 RCW.
  • The Agreement requires submission of the study team's report to legislative bodies by a specified date for a decision on proceeding with PFD formation.

Financials

  • The Parties agree to each pay one half of the cost of the independent financial feasibility review.
  • The total estimated cost to the County is approximately $9,000, payable from the General Fund (Fund 001-270).

Alternatives

Prior discussions within the BOCC considered alternatives like a Metropolitan Parks District (MPD) vs. PFD financing, but the immediate action focuses exclusively on studying the PFD path.

Community Input

A multi-agency Steering Committee has performed extensive community outreach to guide the project.

Timeline

  • 2023-12-11: BOCC approved a motion directing staff to draft the ILA.
  • 2024-02-01 (or before): The study team report must be submitted to the legislative bodies.
  • The Agreement takes effect immediately upon execution and continues until terminated (10 days written notice required).

Next Steps

The Board is recommended to approve the attached Interlocal Agreement.

Sources

  • Mark McCauley - County Administrator (County Contact)
  • John Mauro - City Manager (City Contact)
  • RCW 36.100, RCW 36.100.025, RCW 39.34 (Interlocal Cooperation Act), RCW 51 (Industrial Insurance Act).

Residential Substance Abuse Treatment (RSAT) Program Grant Amendment

Topic Summary

Jefferson County is seeking approval for Amendment No. 4 to the Washington State Health Care Authority (HCA) grant contract (K4880) for the Residential Substance Abuse Treatment (RSAT) Program in Prisons and Jails. This action extends the program's term and adds $155,400 in federal funding to continue behavioral health and substance use disorder services for inmates at the Jefferson County Jail.

Key Points

  • The program addresses behavioral health and substance use disorders (SUDs) among inmates at the Jefferson County Jail, providing local inpatient treatment.
  • The program enhances existing SUD services like Relapse Prevention and SUD Assessments, as well as Behavioral Health Services.
  • Contract Term: Extended from September 30, 2023, to September 30, 2024 (Federal Fiscal Year 2024).
  • Core Work Requirements (Schedule A-1):
    • Engage incarcerated individuals in RSAT (in-custody and community).
    • Use standardized risk and needs screening instrument and ASAM assessment to determine services.
    • Provide chemical dependency treatment staff certified per WAC 388-805 (or licensed professionals/trainees).
    • Provide evidence-based substance use treatment, including Medication for Opioid Use Disorder (MOUD) and withdrawal management, following Attachment 8 (Standards of Care for OUD).
    • Develop individualized treatment plans, provide designated separate housing space for RSAT participants, and require random drug/alcohol testing.
    • Prepare inmates for community reintegration, track re-offense records for one (1) year, and ensure enrollment in aftercare services upon release.
  • MOUD Standards (Attachment 8): Must include OUD screening, discussion of MOUD options, initiation/continuation of MOUD, release/reentry planning (including connection with continued treatment, Medicaid sign-up), and provision of at least two doses of naloxone upon release with administration training. Methadone, buprenorphine, and naltrexone should all be offered unless restricted by community provider availability.

Financials

  • Prior Maximum Contract Amount: $438,731
  • Amount of Increase (Amendment No. 4): $155,400 (Federal Funds Obligated by this Action).
  • New Total Maximum Compensation: $594,131.
  • Total Federal Funds obligated by HCA to the County (including this action) is $302,131.
  • Matching Funds: $38,850 (to be paid from "MH Mileage fund").
  • Total Fiscal Impact of program continuation (Federal + Match): $194,250.
  • Funding Source: Federal Department of Justice (DOJ), Assistance Listing Number 16.593 (Residential Substance Abuse Treatment for State Prisoners Program - RSAT). The Federal Indirect Cost Rate is 10%.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2023-10-01: Amendment start date.
  • 2024-09-30: Contract end date.
  • Deliverables: Program Plan Report due 10 days after contract execution; Quarterly Reports due the 15th business day following the end of each quarter (Q1: 12/31/2023, Q2: 3/31/2024, Q3: 6/30/2024, Q4: 9/30/2024).

Next Steps

The Board is recommended to approve Contract Amendment No. 4.

Sources

  • David Fortino - County Contact (Jail)
  • Rachel Brandhorst - HCA Contract Manager (Department of Justice Grants Administrator)
  • Washington State Health Care Authority (HCA) (Contract K4880)
  • Department of Justice (DOJ) (FAIN 2019-J2-BX-0022 - Residential Substance Abuse Treatment for State Prisoners)
  • WAC 388-805 (State certification for chemical dependency treatment staff)
  • ASAM (American Society of Addiction Medicine)

Shoreline Master Program (SMP) Periodic Review Consultant Contract Supplement (BERK)

Topic Summary

The Department of Community Development (DCD) requests approval for Supplemental Agreement No. 5 to the existing consultancy contract with BERK Consulting, Inc. (BERK). This supplement adds $6,750 to maintain consultant support through mid-2024 to complete the final stages of the SMP Periodic Review, finalize the Shoreline User Guide (SUG), and provide staff training related to implementing the updated SMP and the Critical Areas Ordinance (CAO).

Key Points

  • The supplement extends the work schedule for an additional six months (from 01/01/2024 to 06/30/2024).
  • The total remaining budget including this supplement is $25,740.
  • Remaining Scope of Work (Tasks 6-9 as outlined in the Dec 7, 2023 scope):
    • Task 6 (Ecology Initial Determinations Review): Prepare the final SMP amendment package, including a Revised/Modified determination of non-significance (DNS), completing the Cumulative Impacts Analysis, and amending Ecology Submittal forms.
    • Task 7 (SMP Final Legislative Process): Includes funding for three additional virtual Board of County Commissioner Meetings, preparation of meeting materials, and revising documents in response to comments.
    • Task 8 (Shoreline Users Guide Manual): Prepare final edits and graphics for the SUG manuals, including a conceptual example planting plan (assuming one round of staff review).
    • Task 9 (Critical Areas Ordinance Implementation Support): Collect staff questions, develop responses, and conduct staff training sessions on CAO implementation and interpretation, including updates for draft agricultural activities' checklist and ordinance revisions.
  • The contract includes funding for BERK and their subconsultant, Shannon & Wilson (SW).

Financials

  • Estimated Contract Supplement (S#5): $6,750
  • Remaining Budget Balance before S#5: $18,990
  • New Maximum Amount Payable (Total after S#5): $25,740
  • Funding Source: Fund 143 (Munis Org/Obj 14355870 - 410421).
  • Past expenditures leading up to the remaining balance were funded by multiple prior supplements and Ecology grant agreements (SEASMP-1921, SEASMP-2123).

Alternatives

Not funding the supplement would leave the completion of the SMP Update, SUG, and specialized staff training unsupported, extending past the current December 31, 2023 deadline.

Community Input

None specified.

Timeline

  • 2023-12-31: Original completion date before this extension.
  • 2024-01-01 to 2024-06-30: New term for Supplemental Agreement No. 5.
  • SMP legislative process, SUG manual completion, and CAO implementation support activities are ongoing through mid-2024.

Next Steps

The Board is recommended to execute the fifth supplemental agreement with BERK.

Sources

  • Josh D. Peters, AICP - Community Development Director
  • BERK Consulting, Inc.
  • Washington State Department of Ecology (Ecology)
  • Shannon & Wilson (subconsultant)

Port Hadlock Sewer Project - Change Order No. 6 (Phase 1 Site Prep)

Topic Summary

The Public Works Department recommends approving Change Order No. 6 for the Port Hadlock Sewer Phase 1 Site Preparation contract with Seton Construction. This change order addresses an increased cost and schedule extension necessary to install an additional 3-inch low-pressure sewer (LPS) line, which provides a key alternative route for future customers west of the wastewater treatment plant (WWTP).

Key Points

  • Change Order No. 6 modifies the contract with Seton Construction to add a 3-inch low-pressure sewer (LPS) line.
  • The purpose of this sewer line is to allow for the potential future service of a neighborhood located west of the WWTP site, establishing an alternative route for future customers.
  • The work performed involves installation of the HDPE LPS sewer, including cleanout, valves, and shoring (Lump Sum Item No. 72).
  • The change order extends the contract time by 2 days.
  • Funding for the project is 100% covered by the Washington State Department of Commerce via federal American Rescue Plan Act (ARPA) State and Local Fiscal Recovery Funds (SLRF), Project No. 20-96512-001.

Financials

  • Estimated Net Change (Increase) for Change Order No. 6 (including 9.1% sales tax): $17,747.84
  • Cost Breakdown: Lump sum for 3-inch LPS sewer installation (Item 72): $16,267.50 + 9.1% Sales Tax ($1,480.34) = $17,747.84.
  • Original Contract Amount (incl. tax): $1,243,245.78
  • Current Contract Amount (incl. tax, before C.O. 6): $1,883,204.86 (reflects prior changes)
  • Estimated Contract Total After Change (incl. tax): $1,900,952.70
  • Funding Source: Washington State Department of Commerce (federal ARPA SLRF funds). The total project is subject to the federal Davis-Bacon Act prevailing wage requirements for contracts exceeding $2,000.

Alternatives

None specified, as the change is recommended to provide flexibility for future sewer customers via an alternative route.

Community Input

None specified.

Timeline

  • Contract Time Change: Addition of 2 days (Current Contract Time: 145 days; New Contract Time: 147 days).
  • Work is estimated to begin in late winter/early spring of 2024 (per overall project request).

Next Steps

Public Works recommends the Board authorize Change Order No. 6 with Seton Construction.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Samantha Harper, P.E. - Project Manager
  • Seton Construction (Contractor)
  • WA State Department of Commerce (funding source $20 million)
  • U.S. Treasury ARPA SLRF
  • Davis-Bacon and Relate Acts

Interlocal Agreement Amendment for Salish BH-ASO Extension

Topic Summary

Jefferson County, Kitsap County, Clallam County, and the Jamestown S'Klallam Tribe are executing the Second Amendment to the Interlocal Agreement (ILA) for the Salish Behavioral Health Administrative Services Organization (BHASO). The primary goal of the amendment is to extend the ILA's expiration date by two years to December 31, 2025, ensuring the continued administration of behavioral health services and programs within the regional service area.

Key Points

  • The Salish BHASO was established to contract with the Washington State Health Care Authority (HCA) to administer behavioral health services, including crisis services and involuntary treatment (per chapters 71.05 and 71.24.100 RCW).
  • The BHASO serves a vast regional service area covering Kitsap, Clallam, and Jefferson counties (totaling 3,950.40 square miles).
  • The ILA establishes a BHASO Board with four voting members (one elected commissioner from each of the three counties and one elected tribal official). A quorum requires three members representing three of the four voting parties.
  • The ILA ensures continuation of services required by the state following the sunset of the earlier Behavioral Health Organization (BHO).
  • Kitsap County is designated as the grant recipient and administrative entity.
  • The ILA includes a limited waiver of sovereign immunity among the participating parties solely for the purpose of enforcing the ILA's provisions.
  • The BHASO Board rotates officers annually (Chair and Vice-Chair are the only named officer positions as of the First Amendment).

Financials

  • Fiscal Impact: None specified ("n/a"). The renewal enables continued HCA funding for crisis services and involuntary treatment, but this specific ILA has no new dollar amount.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-01-01: Amendment becomes effective.
  • 2025-12-31: New expiration date of the Interlocal Agreement. (The original ILA termination was Dec 31, 2021, and the First Amendment extended it to Dec 31, 2023).

Next Steps

The Board is recommended to sign and execute the attached Second Amendment to the Interlocal Agreement.

Sources

  • Mark McCauley - County Administrator
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Washington State Health Care Authority (HCA)
  • Jamestown S'Klallam Tribe
  • RCW 71.05, 71.24.100, E2SSB 5432 (relevant state statutes)

Brinnon Reach Assessment & Conceptual Design Project Agreement

Topic Summary

Jefferson County Public Health (JCPH) is requesting approval of a grant agreement and authorizing resolution for the Brinnon Reach Assessment & Conceptual Design Project (RCO #23-1062P). This is a planning-only project focused on the lower Dosewallips River floodplain and estuary and the community of Brinnon, with the goal of restoring habitat for salmon to support recovery efforts while addressing community flood risk, land use, and climate change resiliency.

Key Points

  • Project Goal: To conduct comprehensive Phase I assessment and planning activities to restore habitat for Hood Canal Summer Chum and Puget Sound Chinook salmon in the lower Dosewallips River floodplain, estuary, and lower nearshore.
  • Scope of Work (Planning Only):
    • Assess current floodplain conditions of the community of Brinnon and the lower one mile of the Dosewallips River and estuary.
    • Develop and run a 2D hydrologic model across a range of flows relevant to salmon species.
    • Perform habitat assessments for 500 acres of floodplain/estuary, 200 acres of lower nearshore, and 3.85 miles of shorelines.
    • Update channel migration zone risks in light of sea level and climate change impacts.
    • Develop and refine a conceptual design through meetings of the Dosewallips River Collaborative.
    • The final plan will include: existing conditions, climate change impact projections, delineation of ecological corridors, conceptual habitat improvements, selection of preferred design, feasibility assessment, landowner willingness inquiries, asset acquisition strategy, and recommendations for future actions (e.g., infrastructure modifications).
  • Match Requirement: A minimum of 15% in-kind match is required, provided via aerial images (Jamestown S'Klallam Tribe), a FEMA grant portion (American Rivers), Community Health Assessment activities (JCPH), and value derived from a County Sea Level Rise Study (DCD).

Financials

  • Total Grant Award (Federal): $218,428.00
  • Funding Source: Salmon Recovery Funding Board (SRFB) - Federal Projects (US Dept of Commerce (PCSRF) 11.438).
  • Match Requirement: 15.00% ($38,547.00).
  • Total Project Cost: $256,975.00.
  • RCO Indirect Cost Rate: 10.00% (De Minimus base: MTDC).
  • Fiscal Impact: Costs are provided entirely by the RCO grant and in-kind matching funds; no outlay of County funds is specified.

Alternatives

No alternatives to the funding strategy or project structure were presented.

Community Input

The project incorporates a community engagement process through the Dosewallips River Collaborative advisory group meetings and individual landowner/participant interviews and site visits.

Timeline

  • 2023-09-14: Project Start Date.
  • 2023-12-31: RFP Complete/Consultant Hired (milestone).
  • 2024-06-30: Annual Project Billing Due.
  • 2025-08-31: Final Plan to RCO.
  • 2025-10-31: Conceptual Design (milestone - Assessment Report).
  • 2025-12-31: Project End Date, Final Billing, and Final Report Due.

Next Steps

JCPH Management recommends holding a workshop and approving the RCO Grant Agreement and the Authorizing Resolution.

Sources

  • Pinky Feria Mingo - Environmental Health and Water Quality Director
  • Tami Pokorny - Natural Resources Program Coordinator
  • Recreation and Conservation Office (RCO) (Grant WQ-23-081)
  • Salmon Recovery Funding Board (SRFB)
  • John Soden - Natural Systems Design Senior Biologist (mentioned in agenda)

Brinnon School District Youth Substance Prevention Agreement

Topic Summary

Jefferson County Public Health (JCPH) requests approval of a $1,000 Subrecipient Agreement with the Brinnon School District, No. 46, to fund the "Brinnon Run Club" Project. The goal is to develop and implement protective factor strategies to prevent and reduce tobacco, vapor, and marijuana use by youth in Jefferson County.

Key Points

  • Project Title: Brinnon Run Club.
  • Purpose: Develop and implement strategies (protective factors) to prevent and reduce tobacco, vapor, and marijuana use by youth.
  • Activities (Non-exhaustive list of examples): Student running, tracking with software, awards, assemblies, running games/activities 3-4 days/week, and 5K fun runs/1-mile runs.
  • Subrecipient Obligation: The District must provide all youth activities for substance use prevention as outlined in the Mini-Grant application and complete monthly reporting, with a final report and presentation due by June 15, 2024.

Financials

  • Total Reimbursement: $1,000.
  • Funding Source: Fully funded by JCPH through regional funding from the Washington State Department of Health (DOH), Youth Cannabis and Commercial Tobacco Prevention Program (YCCTPP, Contract N-22-028-A2).
  • Budget items funded by the $1,000 include running shoes for students (~$500) and entry fees for races (~$500).
  • Other costs (transportation/mileage, t-shirts, snacks, medals, existing software) are covered or provided separately by Reynolds/other means.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-01-01: Agreement term begins.
  • 2024-06-15: Final report and presentation due; Agreement end date.

Next Steps

JCPH management requests approval of the Subrecipient Agreement.

Sources

  • Apple Martine - Public Health Director
  • Denise Banker - Community Health Director
  • Brinnon School District, No. 46 (Subrecipient)
  • Washington State Department of Health (YCCTPP)

County Fire Marshal Fee Schedule Adoption

Topic Summary

The Office of the County Fire Marshal requests a workshop and potential action regarding the establishment of new fees for 2024. The proposed fee schedule, based on costs to perform plan reviews, inspections, and public safety services, is necessary to implement new programs like commercial fire inspections, hospitality safety inspections (for rentals), and mobile food truck permitting. The adoption of the fees requires a resolution from the Board of County Commissioners (BOCC).

Key Points

  • The Office of the Fire Marshal is a newly established division within the Department of Community Development (DCD) and needs fees to fund its operations.
  • Proposed Programs to be Implemented: Annual commercial inspections (simple/complex), annual hospitality life safety inspections (transient/short-term rentals) which typically fail 50% of the initial time, mobile food truck permitting, and addressing oversight (E911).
  • Short-Term Rental Inspections: Proposed inspection interval is 2 years, targeting issues like expired/missing smoke detectors, missing guardrails, beds in non-sleeping areas, missing address markers, and unsafe conditions.
  • Solar Panel Fees: Proposed fees shift some current permitting and inspection work related to solar panels from building inspectors to the Fire Marshal, reducing workload on building inspectors.
  • Fee Basis: Fees are set using DCD's current hourly rate, indexed by the September 2023 Consumer Price Index (CPI-W) per JCC 3.80.030. They may be modified following completion of an in-process fee study by FCS Group.
  • Consistency with Neighboring Jurisdictions: Hourly allocations for inspections (e.g., 2 hours for solar panel inspection) are consistent with the City of Port Townsend, but the County acknowledges its unique logistics problems (longer travel times).

Financials

  • Proposed hourly rate for complex/additional review/inspection: $111.00/hour.
  • Fire Operational Permit Fees (Annual/One-time):
    • Mobile Food Truck: $222.00
    • Hospitality Life safety inspection (transient/short term rental): $222.00
    • Hot work: $333.00
    • Temporary Fireworks Stands: $100.00
    • Commercial Business Fire Inspection (simple): $222.00
    • Solar Panels - Roof mounted: $222.00
    • Other/general operational permits: $333.00
  • Fire Construction Permit Fees (One-time):
    • Class 1 Hood and Duct Suppression: $333.00
    • New Address request: $333.00
    • Fire Sprinkler Install/Modification: $333.00
    • Fire Alarm Modification: $333.00
    • Duplicate/replacement 911 address plates: $20.00
    • Re-inspection: $111.00
    • Other/general construction permits: $333.00
  • Mandatory Add-ons: State Surcharge ($6.50) and a 5% technology fee applied to all permits.
  • Fiscal Impact: Fees are necessary for the Office to perform its duties. The cost basis is to recover the cost of providing services.

Alternatives

None explicitly documented in the request.

Community Input

One prior meeting in October 2023 resulted in extension of deliberations and a request for definitions (for agricultural buildings). The current proposal is presented as consensus from that process.

Timeline

  • 2024-01-01: Proposed effective date for the new fee resolution.

Next Steps

The Board is recommended to approve the attached resolution adopting the Office of the County Fire Marshal 2024 Fee Schedule.

Sources

  • Phil Cecere - Building Official/Fire Marshal
  • Judy Shepherd - Finance Manager
  • Mark McCauley - County Administrator
  • Barbara D. Ehrlichman - Civil Deputy Prosecuting Attorney
  • JCC 3.80.030, RCW 36, RCW 82.02.020 (Cost recoupment authority)

Appointment to Public Infrastructure Fund (PIF) Board

Topic Summary

The Board of County Commissioners (BOCC) is requested to approve the appointment of one citizen, Dan Ventura, to the Jefferson County Public Infrastructure Fund (PIF) Board. This appointment fills a vacancy for the Citizen – District #3 position.

Key Points

  • The appointment addresses a vacancy on the PIF Board for a citizen representing District #3.
  • The vacancy was advertised beginning in 2022.
  • Only one application was received.

Financials

None specified.

Alternatives

Only one candidate was available for consideration.

Community Input

None specified.

Timeline

  • 2022-05-31: Vacancy date listed for the District #3 PIF Board position.
  • 2023-12-11: Application received and presented to the BOCC.
  • 2023-12-18: Expected effective date of approval/appointment.
  • Term of appointment: Four years, expiring December 18, 2027.

Next Steps

Approve the recommendation to appoint Dan Ventura to the PIF Board.

Sources

  • Adiel McKnight - Administrative Assistant
  • Mark McCauley - County Administrator
  • Dan Ventura - Appointee

Septage Capacity Analysis Study Workshop

Topic Summary

Jefferson County Public Health will lead a workshop to present findings and options from the Septage Capacity Analysis Study, conducted by RH2 Engineering for the City of Port Townsend under a County-funded Interlocal Agreement (ILA). The study concluded that the City's septage receiving facility is near its 4,000 gallons per day (gpd) capacity and that capturing 100% of County-wide septage would require expansion of the existing on-site facility at an estimated cost of over $3.8 million.

Key Points

  • Current Problem: Septage treatment capacity is a growing concern in the County, which risks a public health crisis if not addressed. The City of Port Townsend's co-located septage facility (at the County's Solid Waste site) manages about 40% of County septage. The rest is transported to facilities in Kitsap and Mason Counties.
  • Facility Status/Design Limits: The City's Maximum Month Design Flow (MMDF) is 4,000 gpd, but projected flows for Year 1 are 5,800 gpd, exceeding the existing permit design capacity.
    • Flows/loads and the Sequential Batch Reactor (SBR)/aeration system are insufficient for projected flows/loads.
    • The effluent disposal system is also not rated for projected flows; expansion or off-site disposal is required.
    • Effluent Limits: The SBR effluent faces limits of 30 mg/L BOD5 and 30 mg/L TSS (Average Monthly).
  • Projections: County-wide septage generation is projected to reach 3,700 gpd average and 5,800 gpd max month average day flow in Year 1, rising to 4,195 gpd average and 6,576 gpd max month average day flow in Year 20.
  • Recommended Alternative (On-Site Expansion): Expansion of the existing facility is recommended as the lowest cost option, mitigating transport, system damage, and traffic issues compared to a connection to the municipal Wastewater Treatment Plant (WWTP).

Financials

  • Funding for the original study was $30,000 provided by the BOCC in September 2022.
  • On-Site Expansion (Recommended): Order of magnitude cost estimate is $3,800,000+. Improvements include enhancing screening/grit removal, increasing septage holding tank capacity, and adding an SBR tank with equipment upgrades.
  • Off-Site Connection to Municipal WWTP (Alternative - Recommended Against):
    • Force main directly to WWTP (4.8 miles): $20,000,000+
    • Force main to existing collection system: $6,000,000+ (Not including WWTP costs and risking system damage).
  • Current Rates (2024): City charges $0.135/gallon; Mason County charges $0.153/gallon (neither accepts mixed septage/grease).
  • Fiscal Impact: No fiscal impact at this time, but the County needs to secure funding for the recommended $3.8M+ expansion.

Alternatives

  • On-Site Expansion (Recommended): Lowest cost ($3.8M+), avoids septage quality concerns and keeps truck traffic segregated at the Solid Waste site.
  • Off-Site Connection to existing WWTP: Much higher cost ($6M to $20M+) and faces challenges regarding septage quality compatibility and permit restrictions (Puget Sound General Permit).

Community Input

The presentation is a workshop for elected officials, the public, and relevant staff/consultants (RH2 Engineering, City of Port Townsend, JCPH).

Timeline

  • 2022-09: County provided $30,000 for the study via ILA.
  • 2023-09: RH2 Engineering completed the analysis.
  • Workshop is scheduled for December 18, 2023, at 1:30 p.m.

Next Steps

  • County needs to lead funding efforts.
  • Rates and structure need to be analyzed and set.
  • An Engineering Report and Ecology coordination are needed to pursue permit modifications and approval for the design.

Sources

  • Pinky Mingo - Environmental Health and Water Quality Director
  • Dan Mahlum, PE - RH2 Engineering (Consultant)
  • Steve King, PE - City of Port Townsend
  • Bliss Morris - City of Port Townsend

Support for Snow & Salmon Creek Watershed Planning Grant

Topic Summary

The Board of County Commissioners is asked to approve and sign a letter of support for the Hood Canal Coordinating Council (HCCC) grant proposal to the NOAA Coastal Habitat Restoration and Resilience Program. The proposal, titled "Snow & Salmon Creek Watershed Planning," focuses on comprehensive, reach-scale planning to restore habitat for threatened Hood Canal Summer Chum and Puget Sound Chinook salmon while modernizing rural transportation infrastructure to improve resiliency against extreme weather and climate hazards.

Key Points

  • Project Focus: Comprehensive reach-scale planning in the Snow Creek and Salmon Creek watershed and estuary.
  • Dual Goals: Ensure ecosystem resilience (salmon recovery, especially Endangered Species Act listed Summer Chum and Chinook) and strengthen community resilience (modernizing rural transportation infrastructure along the highway corridor, which is the primary access point for the northern Olympic Peninsula).
  • Urgency/Impact: Vulnerabilities in the watershed threaten communities, and successful recovery and delisting of Hood Canal summer chum would be a "nationally significant conservation achievement."
  • Specific Threat: The project addresses inundation and extreme marine storm event hazards in an area where the highway corridor is the only overland access.
  • Support Needed: Funding is requested for planning and community engagement to prepare strategy setting and implementation plans.

Financials

  • Fiscal Impact: None. Signing the letter of support carries no fiscal obligation.

Alternatives

None specified.

Community Input

The proposal emphasizes support for the collective efforts of the HCCC, various Tribes, and local jurisdictions.

Timeline

The letter emphasizes the need for urgent action.

Next Steps

The Board is recommended to read, consider, and approve the letter of support.

Sources

  • Kate Dean - Commissioner, District No. 1
  • Hood Canal Coordinating Council (HCCC)
  • National Oceanic and Atmospheric Administration (NOAA) / National Marine Fisheries Service (Target of the letter)
  • Alicia Oliveras - Hood Canal Coordinating Council
  • Endangered Species Act (mentioned)

Brinnon Reach Assessment & Conceptual Design Project RCO Grant

Topic Summary

Jefferson County Public Health (JCPH) is requesting approval of the RCO Grant Agreement and Authorizing Resolution (RCO #23-1062P) for the Brinnon Reach Assessment & Conceptual Design Project. This planning project, fully funded by the Recreation and Conservation Office (RCO) with in-kind match, will assess the Dosewallips River floodplain, estuary, and Brinnon community to develop a conceptual design that simultaneously enhances habitat for threatened salmon species and improves community flood and climate resiliency.

Key Points

  • Scope: Planning-only project lasting from September 2023 to December 2025.
  • Analysis Activities:
    • Assess floodplain conditions, geomorphology, and existing habitat.
    • Conduct 2D hydrologic flood modeling.
    • Assess channel migration zone risks.
    • Consider sea level and climate change impacts.
  • Design Output: A conceptual design will be developed and refined through the Dosewallips River Collaborative meetings, covering flood risk, land use, climate change, and habitat for Hood Canal Summer Chum and Puget Sound Chinook salmon.
  • RCO Requirement: Formal approval requires a specifically worded resolution.
  • Cultural Resources: The RCO agreement includes a special condition for Cultural Resources, noting that for this planning project, "no ground disturbances" are planned. The project proceeds under RCO’s Inadvertent Discovery Plan (IDP).

Financials

  • Total Grant Award (Revenue): $218,428.00
  • Funding Source: Salmon Recovery Funding Board (SRFB) Federal Projects (US Dept of Commerce PCSRF).
  • Required In-Kind Match (15%): $38,547.00 (from Jamestown S'Klallam Tribe, American Rivers, JCPH, and DCD Sea Level Rise Study).
  • Total Project Cost: $256,975.00.
  • Fiscal Impact: No County dollars are required; costs are covered by the RCO grant and in-kind match.

Alternatives

None specified.

Community Input

The project involves community participation through the Dosewallips River Collaborative.

Timeline

  • 2023-09-14: Project Start Date.
  • 2025-12-31: Project End Date.

Next Steps

JCPH Management recommends holding a workshop and approving the RCO Grant Agreement and Authorizing Resolution.

Sources

  • Pinky Feria Mingo - Environmental Health and Water Quality Director
  • Tami Pokorny - Natural Resources Program Coordinator
  • Recreation and Conservation Office (RCO) (Grant WQ-23-081)
  • Jamestown S'Klallam Tribe, American Rivers, JCPH, DCD (In-Kind Match Contributors)

Brinnon School District Subrecipient Agreement (YCCTPP)

Topic Summary

Jefferson County Public Health (JCPH) requests approval of a $1,000 subrecipient agreement with Brinnon School District, No. 46, to implement the "Brinnon Run Club" for youth. This small grant, funded by the Washington State Department of Health, aims to develop protective factor strategies to prevent and reduce youth tobacco, vaping, and marijuana use within Jefferson County.

Key Points

  • Program: Brinnon Run Club.
  • Goal: Develop and implement protective factor strategies to prevent and reduce youth cannabis and commercial tobacco use.
  • Activities: Students participate in running, running games/activities 3-4 days/week, and 5K fun runs/1-mile runs. Student achievements are acknowledged at assemblies.
  • Duration: January 1, 2024, through June 15, 2024.
  • Subrecipient Requirements: The District must complete monthly progress reporting and a final report/presentation by June 15, 2024.

Financials

  • Total Agreement Amount: $1,000.
  • Funding Source: Fully funded by JCPH through a regional grant from the Washington State Department of Health (DOH), Youth Cannabis and Commercial Tobacco Prevention Program (YCCTPP).
  • Budget items for the $1,000 include: running shoes for students (~$500) and entry fees for races (~$500).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-01-01: Agreement begins.
  • 2024-06-15: Final presentation/report due; Agreement ends.

Next Steps

JCPH management recommends approval of the Subrecipient Agreement.

Sources

  • Apple Martine - Public Health Director
  • Denise Banker - Community Health Director
  • Brinnon School District, No. 46 (Subrecipient)
  • Washington State Department of Health (YCCTPP)

Stock Plan Review and Selection for Housing Development

Topic Summary

The Board of County Commissioners (BOCC) will receive a briefing and consider funding the plan review process for pre-approved (stock) architectural plans selected by the Joint City/County Stock Plan Committee (SPC). The purpose of this initiative is to expedite housing delivery by offering reviewed and approved plans for houses, Accessory Dwelling Units (ADUs), and multifamily structures, reducing permitting time and costs for applicants. The SPC recommended eight plans for funding after extensive public outreach and evaluation.

Key Points

  • Goal: Use stock plans as an innovative tool to reduce permitting timelines, costs, and noncompliance for housing (primary homes, ADUs, multifamily).
  • Process: Final plan selection (up to eight plans) by the SPC now requires funding allocation from the BOCC for structural engineering review.
  • Benefits: Expedited permitting (structural plans already approved), reduced design costs (typical design costs average 8-12% of construction value, or $8,600 to $45,000 for designs examined), and enhanced design quality compared to cheaper internet plans.
  • Local Context: Stock plan programs are active in other regional jurisdictions (Port Angeles, Olympia, Lacey, Tumwater, Renton, Kent, Seattle).
  • Public Input: The SPC utilized public outreach, including a questionnaire/survey (42 responses), which found:
    • Most respondents (25/42) were "very likely" to use a stock plan if construction costs were under $100,000.
    • Most popular plans included the Artisan Group "Flexible ADU" (15 votes) and Cascadia "Tomato" (13 votes).
    • Most respondents plan to build in Jefferson County (17) or the City of Port Townsend (15).
    • 12 respondents would pay hourly fees for architect modifications; 19 "maybe."
  • Recommended Plans (8 total, selected by SPC):
    • Artisan Group – Flexible (600 sq ft, ADA accessible, Energy Efficient) - Plan Review: $667.55
    • Cascadia – Blackberry (432 sq ft, Prescriptive Engineering, Roof variation) - Plan Review: $503.75
    • Ross Chapin – Cabo (544 sq ft, Loft version available) - Plan Review: $614.90
    • Green Pod – Care Pod (448 sq ft, Equipped for disabilites) - Plan Review: $521.30
    • Green Pod – Freedom (320 sq ft net, ADA Accessible, VA Approved) - Plan Review: $398.45
    • Ross Chapin – Hilltop (828-1015 sq ft, Two Bedrooms) - Plan Review: $981.50
    • Cascadia – Tomato (1,008 sq ft, Two Bedrooms, Universal Design) - Plan Review: $976.75
    • Urban Cottage – (288 sq ft, Accessible, Insulated Roof Panels) - Plan Review: $363.35
  • Disclaimer: Stock plans address plan design review but still require site-specific land use review (e.g., critical areas permits).

Financials

  • Total estimated cost for plan review of the 8 selected plans: $5,027.60 (summing individual Plan Review costs).
  • Funding Source/Request: Allocation of General Fund expenditures to fund plan review commensurate with the plans selected.
  • Inspection fees (separate cost to applicant) range from $559 (Urban Cottage) to $1,510 (Hilltop).

Alternatives

  • The BOCC can approve the recommendation, select a smaller subset of plans, or defer the decision.
  • Plans not selected or funded can still be used but would incur regular full permit fees and review timelines.
  • The committee noted that additional concepts like duplexes ("middle housing" grant potential) could be wild card recommendations for future funding.

Community Input

  • Public was consulted via open house, meetings, and survey (42 responses). Key design preferences favored affordability, accessibility, flexibility, and two bedrooms.
  • Concerns noted include the impact of new codes (2021 WASBC, WUI) on construction costs and the need for simple, rectangular designs to maximize modularity/affordability.

Timeline

  • 2023-12-13: SPC unanimously selected the eight plans.
  • 2024-01: Structural review of selected plans is anticipated to begin (after funding allocation).
  • 2024-03: Plans are anticipated to be available for use.

Next Steps

The Board is recommended to select plans for review and allocate the necessary General Fund expenditures.

Sources

  • Phil Cecere - Building Official/Fire Marshal
  • Brent A. Butler, AICP - Chief Strategy Officer
  • Emma Bolin, AICP - Director, City of Port Townsend Planning and Community Development Department
  • Joint City/County Stock Plan Committee (SPC)

Renewal of Public Official Position Schedule Bond

Topic Summary

The Board of County Commissioners (BOCC) is requested to approve the annual continuation of the Jefferson County Public Official Position Schedule Bond (No. 52BSBHB6126) for the period of 2023-2024. This bond, issued by Hartford Fire Insurance Company, covers 11 key elected and appointed County positions for malfeasance or nonfeasance in the faithful performance of their public duties.

Key Points

  • Requirement: The BOCC must approve the official bonds of all County and Township Officers (RCW 42.08.100).
  • Type of Bond: Position Schedule Bond, which automatically covers the designated office regardless of who holds the position.
  • Positions Covered: Treasurer, Clerk, Sheriff, Auditor, Prosecuting Attorney, Engineer, three Commissioners, Judge, and Assessor (11 positions total). A bond is not required for the Superior Court Judge.
  • Coverage: $379,000 aggregate total liability. The liability of the Surety is not cumulative and shall not exceed the $379,000 aggregate total.

Financials

  • Annual fee for renewal: $1,387.00.
  • Total aggregate coverage: $379,000.00.
  • Individual coverage amounts include: Treasurer ($150,000), Clerk ($100,000), Auditor ($50,000), Engineer ($20,000), Commissioners #1, #2, and #3 ($15,000 each).

Alternatives

None explicitly documented, but the current position schedule bond is favored due to its continuity.

Community Input

None specified.

Timeline

  • Coverage Period: December 31, 2023, through December 31, 2024.
  • Renewal Date: Continuation Certificate signed October 5, 2023.

Next Steps

Approve continuation of the public official position schedule bond.

Sources

  • Adiel McKnight - Executive Assistant
  • Hartford Fire Insurance Company (Surety)
  • RCW 42.08.100

Contract for On-Call Environmental Services (Mott MacDonald, LLC)

Topic Summary

Jefferson County Public Health (JCPH) requests approval of a five-year Professional Services Agreement for On-Call Environmental Services with Mott MacDonald, LLC. This agreement is needed to secure specialized environmental consulting outside of the department's standard capacity, specifically to monitor the Pleasant Harbor Master Planned Resort (MPR) Development Agreement and provide technical assistance in areas like groundwater modeling.

Key Points

  • Term: Five years, starting December 18, 2023 (or date of final signature) through December 17, 2028.
  • Primary Need: Monitoring and enforcing the Development Agreement for the Pleasant Harbor Master Planned Resort project (specifically Appendix N, the Water Quality Monitoring Plan).
  • Scope of Services (On-Call Basis): Provides environmental services including review of baseline conditions reports, groundwater analysis/modeling, and watershed assessment (Technical Assistance).
  • Limitation: Work will only be initiated via specific Task Orders with not-to-exceed budgets.
  • Liability/Standard of Care: Contractor must perform services consistent with the professional skill and care normally provided in similar circumstances ("Standard of Care"). The Contractor's aggregate liability under any Task Order is capped at five times (5X) the amount of professional fees paid for services giving rise to the liability.

Financials

  • Total Contract Amount: $0 (amount is "Per fee schedule").
  • Funding Source: Payment for the Pleasant Harbor work is funded entirely through the "Future Staffing and Consultant Agreement" with Pleasant Harbor Marina and Golf Resort, LLC, meaning it "does not impact county funds."
  • Future technical assistance will only be requested when specific, dedicated funding (e.g., grants) is available.
  • Payment Basis: Time and materials, billed in 15-minute increments.
  • Labor Rate: Ranges from $110/hour (Admin) to $280/hour (Principal). An annual escalation of 5% applies.
  • Budget Control: The total payment shall not exceed the project’s fee estimate/Task Order budget without express written approval from the Water Quality Manager.

Alternatives

None specified. Mott MacDonald was selected through the same RFP process utilized by DCD.

Community Input

None specified.

Timeline

  • 2023 (June–August): JCPH/DCD conducted joint RFP process for professional services.
  • 2023-12-18: Proposed Effective Date.
  • 2028-12-17: Agreement termination date.

Next Steps

JCPH management recommends approval of the Professional Services Agreement for On-Call Environmental Services to Mott MacDonald, LLC.

Sources

  • Pinky Feria Mingo - Environmental Public Health and Water Quality Director
  • Michael Dawson - Water Quality Manager
  • Mott MacDonald, LLC (Contractor)
  • Pleasant Harbor Master Planned Resort (MPR) Development Agreement

Port Hadlock Sewer Project - Supplemental Agreement No. 8 (WWTP Final Design)

Topic Summary

Jefferson County Public Works seeks approval for Supplemental Agreement No. 8 (S#8) to the contract with sewer design consultant Tetra Tech, Inc. S#8 adds $203,796.00 and extends the contract period to April 30, 2024, to cover unanticipated changes made to the Wastewater Treatment Plant (WWTP) plans, extended bidding support, and coordination related to the Ovivo MBR equipment contract.

Key Points

  • Unanticipated Changes since S#7: The work covers design revisions, bid package finalization, and coordination efforts not originally budgeted due to unknown elements.
  • Scope of Work (Exhibit A-1):
    • Design Updates: Revise multiple elements, including switching the generator from diesel to propane (requiring more vendor coordination and adding a second smaller generator), moving backflow prevention devices outdoors, adding FRP platform around the Equalization (EQ) tank, adding a trench drain to dewatering bins, and various architectural and electrical modifications (e.g., Administration Building Mezannine, laboratory updates).
    • Bid Support: Additional bid support during the time extension, including preparation of Conformed Plans and Specifications (plans incorporating all changes made during bidding).
    • Ovivo Coordination: Additional engineering review for the Ovivo change order (Ovivo provides the modular Membrane Bioreactor – MBR).
  • Contract Extension: Completion date extended from December 31, 2023, to April 30, 2024.

Financials

  • Additional Budget (Supplement No. 8): $203,796.00.
  • Funding Source: 100% covered by County ARPA funds dedicated to the project.
  • New Maximum Amount Payable (Total Contract with Tetra Tech): $2,644,903.00.
  • Prior Maximum Amount Payable (after S#7): $2,441,107.00.

Alternatives

None specified, as the changes are presented as necessary to correct and finalize design elements during the bidding process.

Community Input

None specified.

Timeline

  • 2020-04-20: Original contract execution date.
  • 2023-12-31: Prior contract end date.
  • 2024-04-30: New agreement termination date.

Next Steps

Public Works recommends the Board sign Supplement #8.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Samantha Harper - Department Contact
  • Tetra Tech, Inc. (Consultant)
  • U.S. Treasury ARPA funds

Support for Hood Canal Coordinating Council NOAA Grant

Topic Summary

The Board of County Commissioners (BOCC) is asked to approve a letter of support for the Hood Canal Coordinating Council’s (HCCC) grant proposal to NOAA for the "Snow & Salmon Creek Watershed Planning" project. This is a regional initiative designed to help achieve recovery goals for Endangered Species Act (ESA) listed salmon populations while urgently improving regional resiliency and transportation infrastructure against climate-related hazards.

Key Points

  • Grant Proposal: Snow & Salmon Creek Watershed Planning (to NOAA Coastal Habitat Restoration and Resilience Program).
  • Purpose: Comprehensive reach-scale approach for planning and community engagement toward strategy setting and implementation in the Snow & Salmon Creek watershed.
  • Focus Areas: Modernizing rural transportation infrastructure, improving habitat connectivity and resiliency, addressing vulnerabilities to inundation and extreme storm events (especially critical since the highway corridor is the primary access).
  • Conservation Goal: Promoting recovery of ESA listed Hood Canal and Eastern Strait of Juan de Fuca summer-run chum salmon; potential delisting would be a "nationally significant conservation achievement."
  • Urgency: The project is intended to "improve resiliency to adverse effects of extreme weather events and climate hazards."

Financials

  • Fiscal Impact: None. The BOCC only supports the application.

Alternatives

None specified.

Community Input

The project is supported by the collective efforts of the HCCC, Tribes, and local jurisdictions.

Timeline

None specified other than the letter being due for the grant application.

Next Steps

The Board is recommended to approve the attached letter of support.

Sources

  • Kate Dean - Commissioner, District No. 1
  • Hood Canal Coordinating Council (HCCC)
  • NOAA Coastal Habitat Restoration and Resilience Program (Target Grantor)

Temporary Revision to Solid Waste Transfer Station Operating Hours

Topic Summary

Jefferson County Public Works requests temporary revisions to the Solid Waste Transfer Station Operating Hours, specifically a closure on Saturdays from January 6, 2024, through February 3, 2024. This temporary reduction (from six days/week to five days/week) is necessary due to ongoing staff shortages, high accrued overtime, employee burnout, and the need to allocate time for training two recently recruited new operators.

Key Points

  • Problem: Public Works Solid Waste Division cannot safely operate the transfer station six days a week due to a lack of available trained staff (key personnel are on extended medical leave).
  • Current Mitigation Challenges: To maintain hours, the Division borrowed staff from the Roads Division and the City of Port Townsend, and sometimes closed the Quilcene facility.
    • Staff turnover remains a risk, driven by competition, high housing costs, and low housing availability.
  • Workload Increase: Solid waste tonnages have increased while available skilled labor hours have decreased since 2020.
  • Impact of Overtime: Staff logged 646 hours of overtime in 2023 through November, incurring increased non-budgeted costs and raising the risk of staff fatigue, burnout, and L&I claims.
  • Proposed Solution: Temporarily close on Saturdays to reduce overtime and provide time necessary for training two newly recruited equipment operators.

Financials

  • Base cost of overtime in 2023 (YTD through November): $25,000.
  • The high level of overtime increases exposure to non-budgeted costs and L&I claims.

Alternatives

  • Current operations relied on external staffing (Roads Division, City of Port Townsend) and shifting closures (Quilcene).
  • The permanent alternative is successful recruitment, training, and retention of staff.

Community Input

None specified.

Timeline

  • 2024-01-06 through 2024-02-03: Proposed Saturday closure period.
  • Early January 2024: Expected completion of the hiring process for two new Operators.
  • Early February 2024: Expected completion of adequate training for new hires.
  • 2024-02-05: Regular hours are proposed to resume.

Next Steps

The Board is asked to discuss and potentially take action on the temporary reduction of transfer station operating hours.

Sources

  • Monte Reinders - Public Works Director
  • Al Cairns - Solid Waste Manager

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