PACKET: Commissioners Meeting at Tue, Jan 02, 08:52 AM

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Maintenance Agreement with WSDOT for Cassel Creek Bridge Cleaning

Topic Summary

Jefferson County Public Works Department proposes a maintenance agreement with the Washington State Department of Transportation (WSDOT) to clean the Cassel Creek Bridge on Oil City Road. The cleaning is necessary to facilitate a complete biennial fracture critical inspection, as determined by WSDOT's Bridge Inspection Department. WSDOT will perform the cleaning using its specialized equipment and personnel on a reimbursable cost basis, with a maximum payable amount authorized at just over $20,000.

Key Points

The purpose of the cleaning is for bridge preservation and to facilitate a complete visual inspection of the Cassel Creek Bridge on Oil City Road.
The Cassel Creek Bridge is classified as a "fracture critical bridge," requiring special biennial inspection performed by the WSDOT Bridge Inspection Department under a separate agreement.
WSDOT notified Jefferson County that cleaning the girders and other bridge superstructure components is necessary for the visual inspection.
WSDOT's Bridge Maintenance Department possesses the specialized equipment and experience required for the cleaning work.
The work description involves a full hand cleaning of the bridge using a dry method with hand tools and a full bridge wash using a low-pressure, high-volume method.
The agreement is structured as an Intergovernmental Agreement.
The estimated cost of the work is $16,126.80, with a maximum payable amount of $20,159, which includes a 25% contingency.
The billed amount will be based on actual labor and equipment hours used.

Financials

Maximum payable amount: $20,159
Estimated cost of Work (without contingency): $16,126.80
Funding source: County Road Fund.
The agreement permits a contingency of up to 25% over the estimated cost due to unforeseen increased costs.
The County agrees to reimburse WSDOT for actual direct and related indirect costs, including administrative charges.
The County will pay WSDOT interest at 12% per annum on outstanding balances not paid within thirty calendar days of receiving the invoice.

Alternatives

None specified.

Community Input

None specified.

Timeline

Date 12/26/23: County Administrator Mark McCauley reviewed the agenda request.
Date 12/12/23: Mark Thurston certified compliance with JCC 3.55.080 and Chapter 42.23 RCW, and certified non-debarment.
Date 12/14/2023: Risk Management and Prosecuting Attorney electronically approved the contract form (State agreement language).

Next Steps

Public Works recommends that the Board sign all three originals of the Maintenance Agreement and return them to Public Works for further processing.

Sources

Monte Reinders - Public Works Director/County Engineer
WSDOT Bridge Inspection Department
WSDOT Bridge Maintenance Department
Mark Thurston, P.E. - Lead Bridge Inspector

Agreement with Trout Unlimited for Fish Barrier Culvert Replacements (Upper Hoh & Oil City Roads)

Topic Summary

Jefferson County Public Works Department (Subrecipient) is entering into a subrecipient agreement with Trout Unlimited (TU) acting as a pass-through entity to manage grant funding for correcting five fish passage barriers in the Hoh River Watershed. The project involves replacing culverts with new, larger box culverts and bridges on Upper Hoh Road and Oil City Road. Jefferson County's role is primarily collaborative, including review, inspection, and acquisition of easements, with a total authorized reimbursement amount of $53,754 for County expenses.

Key Points

The agreement addresses the replacement of fish barrier culverts at five sites: three on Upper Hoh Road (MP 1.24, 2.76, 4.96) and two on Oil City Road (MP 5.96, 6.73).
Trout Unlimited (TU) secured grant funding from the National Oceanic and Atmospheric Administration (NOAA) for the corrections.
At Upper Hoh Rd MP 1.24, the culvert will be replaced with a new, larger box culvert.
At Upper Hoh Rd MP 2.76 (Snell Creek) and MP 4.96 (Lindner Creek), the culverts will be replaced with bridges.
TU Responsibilities: Provide all funding (non-County sources) for project management and completion; complete/manage contracts for final engineering design, cultural resource surveys, permitting, load ratings, and construction oversight; acquire right-of-entry from adjacent landowners; coordinate utility relocations; and complete procurement processes for construction.
County (Subrecipient) Responsibilities: Provide prompt review of design documents; periodically inspect the project during construction for conformance to plans/County standards (not replacing TU's full-time oversight/testing); acquire temporary and permanent easements for all five project sites and staging areas; provide right of entry on County lands; conduct pre- and post-construction site visits; remain the owner of and maintain the completed project.
The agreement requires that the Subrecipient maintain habitat integrity, stating that if conserved habitat is managed inconsistently with the agreement, the County must reimburse TU for costs incurred to restore the habitat.
The Prosecuting Attorney noted a risk: Virginia law applies, and the mandatory and exclusive venue for disputes is Virginia, which could increase county risk if hiring a Virginia lawyer is required.

Financials

Total Federal Funds Obligated to Jefferson County: $53,754 (reimbursable basis).
Source of Federal Funding: Department of Commerce - National Oceanic and Atmospheric Administration (NOAA). Federal Award Identification Number (FAIN): NA23NMF4630010.
County Matching Funds Required: $0 (None specified).
TU agrees to reimburse County eligible costs up to the awarded amount. The County is responsible for costs exceeding this amount.
Indirect Costs: Not applicable; Jefferson County stated it does not have an indirect rate for this agreement.

Alternatives

None specified.

Community Input

None specified.

Timeline

November 1, 2023: Agreement commencement/Effective Date.
February 28, 2026: Agreement termination date.
March 1, 2023: Federal Award Date.
Progress Reports and Invoices are due semi-annually (March 1st and September 1st of each year) and a final report/invoice is due March 31, 2026.
Post-construction site visits must be conducted by the County a minimum of once per year to monitor site conditions.

Next Steps

The Board is requested to sign the three originals of the Agreement with Trout Unlimited and return them to Public Works.

Sources

Monte Reinders, P.E. - Public Works Director/County Engineer
Mark Thurston, P.E. - Senior Project Manager
Virginia law (Governing Law and Venue Clause of the Agreement)
Trout Unlimited, Inc. (Pass-Through Entity)
National Oceanic and Atmospheric Administration (Federal Awarding Agency)

Phase 2 Port Hadlock Wastewater Treatment Plant (WTP) Contract Award

Topic Summary

Jefferson County Public Works sought approval to award a construction contract for the Phase 2 Membrane Bioreactor Wastewater Treatment Plant for the Port Hadlock Urban Growth Area (UGA). The contract is recommended to be awarded to Interwest Construction Inc. (ICI), the lowest responsive and responsible bidder, for $10,020,835.00, which is significantly higher than the Engineer's Estimate of $7,776,648.00. The project is fully funded by Washington State Department of Commerce grants.

Key Points

The contract award is for Phase 2 of the Membrane Bioreactor Wastewater Treatment Plant located at 236 Lopeman Road, Port Hadlock UGA.
The work principally involves the construction of the WTP for Port Hadlock UGA and Trench & Excavation Safety Provisions (lump sum items).
The Call for Bids was issued on October 18, 2023, and bids were opened on November 30, 2023. Three bids were received.
The lowest responsive and responsible bidder, recommended for award, is Interwest Construction Inc. (ICI).
The Public Works Department verified ICI's qualifications against RCW 39.04.350(1) (bidder responsibility criteria) and supplemental criteria.

Financials

Recommended Award Amount (Interwest Construction Inc.): $10,020,835.00 (includes 9.1% WSST).
Subtotal (Work): $9,185,000.00
9.1% Sales Tax: $835,835.00
Engineer's Estimate (Total Lump Sum Bid Amount): $7,776,648.00 (includes 9.1% sales tax of $648,648.00).
The low bid exceeds the Engineer's Estimate by approximately $2,244,187 (or 28.8%).
Construction funding source: Washington State Department of Commerce funds.

Alternatives

The second lowest bid (Stellar J) was $10,608,338.50.
The highest bid (Pacific Civil & Infrastructure) was $11,355,080.00.
The document does not discuss re-bidding or scope reduction despite the high bids relative to the estimate.

Community Input

None specified.

Timeline

October 18, 2023: Call for Bids issued.
November 30, 2023: Sealed bids received and opened.
December 14, 2023: Project Manager memo confirming bid verification.

Next Steps

Public Works recommends that the Board authorize the Award of Contract to Interwest Construction Inc. and return the signed award document for further processing. This item was on the Consent Agenda and approved by the BOCC.

Sources

Monte Reinders, P.E. - Public Works Director/County Engineer
Samantha Harper, P.E. - Wastewater Project Manager
Interwest Construction Inc. (Awardee)
Washington State Department of Commerce (Funding Source)
RCW 39.04.350(1) (Bidder responsibility criteria)

Legislative Representation and Lobbying Services (Strategies 360)

Topic Summary

The Board of County Commissioners authorized a contract for legislative representation and lobbying services with Strategies 360. This agreement provides these services to the County for an annual cost of $72,000 and was placed on the Consent Agenda for approval.

Key Points

The agreement is for Legislative Representation and Lobbying Services.
The vendor is Strategies 360.

Financials

Total Annual Cost: $72,000 per year.
Funding Source: Not specified, attributed to County Administrator function.

Alternatives

None specified.

Community Input

None specified.

Timeline

None specified.

Next Steps

The item was approved as part of the Consent Agenda.

Sources

Mark McCauley - County Administrator
Strategies 360 (Vendor)

Public Infrastructure Grant Agreement - JCIA Eco-Industrial Park

Topic Summary

Jefferson County approved a Public Infrastructure Fund (PIF) grant of $350,000 to the Port of Port Townsend for preliminary work on the Jefferson County International Airport (JCIA) Eco-Industrial Park. The project aims to develop eleven one-acre "pad-ready" light industrial sites with full supporting infrastructure, considered important for local economic development.

Key Points

The project involves designing, engineering, and permitting a master-planned Eco-Industrial Park at JCIA.
The park will feature eleven (11) one-acre "pad-ready" sites for rural light industrial development.
Infrastructure supporting the sites includes: three-phase power, an internal loop road, native vegetation/buffering, shared parking, shared driveways, a stormwater detention pond, bioretention areas for stormwater treatment, and an off-site community septic drain field.
The project is intended to attract new businesses and allow existing businesses to expand, serving economic development goals.
The PIF Board recommended a 100% grant funding for the proposed amount.

Financials

Total Grant Amount: $350,000
Funding Source: Public Infrastructure Fund (Fund 306).
Budget for this award will be requested during the 1st Quarter supplemental budget appropriation process (ending in April 2024).
The funding source has adequate funds to cover the grant amount.

Alternatives

None specified.

Community Input

None specified.

Timeline

November 28, 2023: Public Infrastructure Fund Board recommended the grant approval.
December 18, 2023: BOCC approved the PIF Board's recommendation.
Early 2024: Project begins.
June 30, 2025: Project completion deadline.

Next Steps

Approve the attached grant agreement (approved as part of Consent Agenda).

Sources

Port of Port Townsend (Grantee)
Public Infrastructure Fund Board

Public Infrastructure Grant Agreement - Port Hadlock Sewer Debt Service

Topic Summary

Jefferson County Public Works secured a commitment from the Public Infrastructure Fund (PIF) for annual debt service payments related to a Department of Ecology loan used for the Hadlock Wastewater Treatment Plant (WTP) construction. The PIF grant commits $85,000 annually over 20 years to cover the principal and interest of the loan, stabilizing the financing for the WTP project which supports urban development and affordable housing potential in the Port Hadlock UGA.

Key Points

The purpose of the grant is to cover debt service payments (principal and interest) on a twenty (20) year Department of Ecology loan used to fund the Hadlock Wastewater project.
The initial WTP project aims to bring sanitary sewer service to the Port Hadlock Urban Growth Area (UGA), replacing aging/failing individual septic systems.
The WTP will enable urban zoning and denser development, encouraging economic development and the building of affordable housing.
The PIF Board recommended a 100% grant to Public Works for this debt service, approved by the BOCC.
The grant term lasts through December 31, 2045, covering the life of the loan.

Financials

Total Annual Grant Amount: $85,000 (per year)
Grant Term: 20 years
Estimated Total Grant Value: $1,700,000 ($85,000/yr x 20 yrs)
Underlying Debt: Approximately $1.7 million Department of Ecology loan (low interest rate).
Funding Source: Public Infrastructure Fund (Fund 306).
Budget for this award will be requested during the 1st Quarter supplemental budget appropriation process (ending in April 2024).

Alternatives

None specified.

Community Input

None specified.

Timeline

November 28, 2023: Public Infrastructure Fund Board recommended the grant approval.
December 18, 2023: BOCC approved the PIF Board's recommendation.
2024: Grant begins.
December 31, 2045: Project/Grant completion deadline.

Next Steps

Approve the attached grant agreement (approved as part of Consent Agenda).

Sources

Jefferson County Public Works (Grantee)
Public Infrastructure Fund (PIF) Board
Department of Ecology (Loan Source)

Public Infrastructure Grant Agreement - Glen Cove Infrastructure Feasibility and Design

Topic Summary

Jefferson County approved a Public Infrastructure Fund (PIF) grant of $250,000 for a feasibility study and design of urban infrastructure in the Glen Cove area. The scope of the study includes sanitary sewer connection (to Port Townsend), roads, fiber, stormwater, and electrical service, intended to unlock significant economic growth and affordable housing potential in parallel with the County's 2025 Comprehensive Plan update.

Key Points

The grant funds a study on the feasibility of and design for infrastructure improvements in the Glen Cove area.
Infrastructure components included in the study: roads, fiber, stormwater, electrical, and connection to the Port Townsend sanitary sewer.
The Glen Cove area allegedly presents "significant economic growth and affordable housing potential" once urban infrastructure is provided.
The study will be conducted concurrently with the Jefferson County and City of Port Townsend 2025 Periodic Updates to their Comprehensive Plans.
The PIF Board recommended a 100% grant finding for the proposed amount.

Financials

Total Grant Amount: $250,000
Funding Source: Public Infrastructure Fund (Fund 306).
Budget for this award will be requested during the 1st Quarter supplemental budget appropriation process (ending in April 2024).

Alternatives

None specified.

Community Input

None specified.

Timeline

November 28, 2023: Public Infrastructure Fund Board recommended the grant approval.
December 18, 2023: BOCC approved the PIF Board's recommendation.
2024: Grant begins.
December 31, 2025: Project completion deadline.

Next Steps

Approve the attached grant agreement (approved as part of Consent Agenda).

Sources

Greg Brotherton - Jefferson County Commissioner (Submitter of the proposal)
Public Infrastructure Fund (PIF) Board
Mark McCauley - County Administrator

Therapeutic Support for Independent Living Project (OWL360)

Topic Summary

Jefferson County Juvenile and Family Services requests approval of a Professional Services Agreement with OWL360 to provide therapeutic support for emerging adults (ages 18-25) involved in the Therapeutic Support for Independent Living Project (Pfeiffer House residents). The project's goal is to improve psychiatric symptoms, functioning, and independent living skills. This new contract, necessitated by the previous counselor discontinuing services, sets a budget of $22,240, funded by the local 1/10th of 1% Sales Tax Fund.

Key Points

The agreement replaces a previous contract (with Marcus Farley and Options Counseling) due to the previous contractor moving out of state. Jessica Garcia, LMHA, will provide the new counseling services through OWL360.
The services are for residents of Pfeiffer House, serving emerging adults (ages 18-25).
Services include assessment, counseling, behavioral health support, and coaching in independent living skills, self-care, social/emotional skill development, and employment goals.
Expected outcomes include improvements in psychiatric symptoms, less substance use and arrests, and increased housing stability/employment.
Jefferson County Juvenile Services functions as a "pass through" agency for the Fund 131 administration related to this project, as Pfeiffer House lacked the means to apply directly.
OWL360 must assure that other revenues are billed whenever they exist before billing the County.
The funding and services for this PSA were recommended to the BOCC by the Behavioral Health Advisory Committee.

Financials

Total Contract Amount (2024): $22,248.00 (not to exceed).
Source of Funds: County sales tax revenue (1/10th of 1% Sales Tax Fund, Fund 131).
Personnel costs budgeted: $21,136.
Salary (.45 FTE at a rate of $120 a Session): $17,936.00
Benefits & Taxes: $3,200.00
Operating Costs (Admin: no more than 10%): $1,112.00
The County reserves the first right to use the 1/10th of 1% Behavioral Health Sales Tax funds to qualify for additional grants/funding.

Alternatives

The previous provider (Marcus Farley and Options Counseling) is discontinuing services. No active alternatives are presented other than the new contract with OWL360.

Community Input

None specified.

Timeline

January 1, 2024: Agreement commencement.
December 31, 2024: Agreement termination date.

Next Steps

Board approval of the Professional Services Agreement (approved as part of Consent Agenda).

Sources

Shannon Burns - Administrator, Juvenile and Family Court Services
Jessica Garcia, LMHA - Provider through OWL360
Behavioral Health Advisory Committee

Septic Professional Certification Testing Agreement (WOSSA)

Topic Summary

Jefferson County Public Health (JCPH) is seeking approval for a Testing Management Memorandum of Understanding (MOU) with the Washington On-Site Sewage Association (WOSSA). This MOU aims to outsource the certification testing management for septic professionals (inspectors and installers), reducing County staff time while increasing the frequency and transferability of the licensing exam. The service is provided at no cost to the County.

Key Points

Septic professionals (inspectors and installers) must be certified by JCPH, which previously scheduled and administered an exam twice a year.
WOSSA provides certification testing used by 14 other counties (including Kitsap and Clallam).
WOSSA testing is available weekly and results are transferable to other enrolled counties.
Utilizing WOSSA reduces JCPH staff time for scheduling and proctoring exams and provides more frequent access to an industry-standard exam for professionals.
WOSSA will manage all necessary testing materials and record keeping (document retention for two years).
The local Health District may submit additional questions for consideration to the test pool database at any time.
The MOU remains in force until either party requests a review in writing.

Financials

Cost to County: $0 (WOSSA testing service is no cost to the County).
Cost to Professional: Septic professionals pay a fee of $180.00 directly to WOSSA for each test (subject to change).
Financial benefit to County: Reduced staff time for scheduling/proctoring exams.

Alternatives

None specified.

Community Input

None specified.

Timeline

The agreement term begins upon signing and continues until terminated.
The agreement date is October 5, 2023.

Next Steps

Recommend approving the Testing Management Memorandum of Understanding (approved as part of Consent Agenda).

Sources

Michaela Haynes - Environmental Health Specialist
Pinky Feria Mingo - Director, Environmental Health and Water Quality
Chuck Ahrens - WOSSA Executive Director
Washington On-Site Sewage Association (WOSSA)

Lower Big Quilcene Floodplain Acquisition Grant Extension

Topic Summary

Jefferson County Public Health seeks approval for Amendment 4 to extend the grant period for the Lower Big Quilcene Floodplain Acquisitions (RCO SRFB #18-1227). The extension is requested to support negotiations and prerequisite acquisition of a floodplain parcel from a willing seller for later restoration. The project involves no General Fund money.

Key Points

The amendment seeks to extend the end date of the existing grant agreement (RCO SRFB #18-1227).
The purpose is to acquire a floodplain parcel for restoration located within the target geographic project envelope of the Lower One Mile of the Big Quilcene River.
The extension is requested to support negotiation and acquisition activities from a willing seller.

Financials

Contract Amount: No change.
Funding Source: Recreation and Conservation Office (RCO) Salmon Recovery Funding Board (SRFB).
Matching funds: Satisfied through a Memorandum of Understanding (MOU) with the Hood Canal Salmon Enhancement Group.
Gerenal Fund involvement: None requested.

Alternatives

None specified.

Community Input

None specified.

Timeline

Original Project Period: July 1, 2019, to December 31, 2023.
Amendment 4 Extension: Project end date extended to March 15, 2024 (a 74-day extension).

Next Steps

JCPH recommends BOCC signature for Amendment 4 to extend the grant agreement (approved as part of Consent Agenda).

Sources

Pinky Feria Mingo - Environmental Health and Water Quality Director
Tami Pokorny - Natural Resources Program Coordinator
Washington Recreation and Conservation Office (RCO) Salmon Recovery Funding Board (SRFB)

Sims Way Gateway and Boatyard Expansion PIF Grant Amendment

Topic Summary

Jefferson County approved Amendment No. 2 to the Public Infrastructure Fund (PIF) grant agreement benefiting the Port of Port Townsend, City of Port Townsend, and Jefferson County PUD No. 1 for the Sims Way Gateway Plan Implementation and Boatyard Expansion Project. The amendment increases the total grant commitment by $300,000, bringing the total PIF allocation to $1.3 million to cover increased project costs, specifically public engagement and streetscaping/landscaping improvements.

Key Points

This is Amendment No. 2 to a grant agreement originally approved on November 15, 2021.
The project addresses safety/reliability issues with power transmission lines feeding Port Townsend, implements the City’s Gateway Development Plan, and expands the boatyard for marine trades jobs.
The original anticipated total project cost was $1,970,000; the amended total project cost is $2,300,000.
The additional $300,000 is intended to cover public engagement costs and resulting landscaping and streetscaping improvements, reflecting substantial capital cost increases since 2021.
Updated Grant Allocations (Total PIF $1,300,000):
- Port of Port Townsend: $450,000 (unchanged from original total)
- Jefferson County PUD No. 1: $350,000 (unchanged from original total)
- City of Port Townsend: $500,000 (increased by $300,000 from original $200,000)

Financials

Increase in Grant Commitment (Amendment No. 2): $300,000
New Total Maximum Grant Amount: $1,300,000
New Total Project Cost: $2,300,000
Funding Source: Public Infrastructure Fund (PIF) – Fund 306.

Alternatives

None specified.

Community Input

Funding the additional $300,000 was prompted by public engagement costs and resulting improvements requested (landscaping and streetscaping).

Timeline

November 2, 2021: PIF Board recommended original $1,000,000 grant.
November 15, 2021: BOCC approved original grant.
August 24, 2023: PIF Board briefed on project delays; recommended first amendment (extension to October 31, 2025).
December 18, 2023: BOCC approved PIF Board recommendation for additional $300,000 funding.
December 31, 2025: New project term completion deadline (established by Amendment No. 1).

Next Steps

Approve the attached grant agreement 2nd amendment (approved as part of Consent Agenda).

Sources

Mark McCauley - County Administrator
Public Infrastructure Fund Board
Port of Port Townsend, Jefferson County Public Utility District No. 1, City of Port Townsend (Grantees)

DSHS Developmental Disabilities Administration Program Amendment

Topic Summary

Jefferson County Public Health (JCPH), Developmental Disabilities Division, requested approval of Amendment #1 to the Program Agreement with the Department of Social and Health Services (DSHS) - Developmental Disabilities Administration (DDA). This amendment substantially increases the revenue for services directed at individuals with intellectual/developmental disabilities for the current fiscal year, primarily to fund concurrent Community Inclusion Services and additional employment services.

Key Points

The amendment increases the funding for services provided to individuals experiencing intellectual/developmental disabilities in Jefferson County.
Services covered include Administration, Training, Community Information Activities, Consumer Support, Early Intervention Services, Individual Supported Employment, Group Supported Employment, Community Inclusion, and Special Projects.
The additional funding supports the authorization of concurrent services for individuals who have received nine months of employment support (Individual or Group Employment Services), allowing them to also access Community Inclusion Services.
Community Inclusion is defined as individualized services provided in integrated community settings aimed at supporting participation and developing relationships with non-paid community members.
JCPH's DDA program currently maintains Professional Service Agreements with agencies/organizations to provide these services.
The Intellectual/Developmental Disabilities Advisory Board supports these services as essential and important for the community.

Financials

Amount of Increase (Revenue): $304,353.00
New Total Maximum Program Agreement Amount (FY 2024): $943,727.00
Original Maximum Program Agreement Amount: $639,374.00
Funding Sources (FY 2024 Revised):
- State only: $480,307 (up from $332,557)
- Medicaid: $463,420 (up from $306,817)
Administration costs (Account 11, 12, 13, 14) combined totals $72,980 and cannot exceed 10% of the total, unless approved by DDA Assistant Secretary.

Alternatives

None specified.

Community Input

The Jefferson County, Intellectual/Developmental Disabilities Advisory Board agrees that these are essential and important services.

Timeline

July 1, 2023: Program Agreement commencement.
December 1, 2023: Amendment start date.
June 30, 2024: Program Agreement end date.
Since January 1, 2023: DDA has authorized concurrent services.

Next Steps

Board approval of Amendment #1 (approved as part of Consent Agenda).

Sources

Apple Martine - Public Health Director
Anna McEnery - DD & BH Coordinator
Department of Social and Health Services (DSHS) - Developmental Disabilities Administration (DDA)
Jefferson County Intellectual/Developmental Disabilities Advisory Board

Topic Summary

Jefferson County Public Health (JCPH) enters into a Data Sharing Agreement with the Washington State Department of Health (DOH) regarding Home Visiting Services Account (HVSA) clients. The agreement mandates the disclosure of confidential client and program service data to DOH, who is contracted by the Department of Children, Youth, and Families (DCYF), for the sole purpose of program evaluation, quality assurance, and reporting. The agreement operates under strict HIPAA and state confidentiality requirements.

Key Points

The agreement facilitates the mandatory disclosure of confidential client and program service data for home visiting services funded through the HVSA.
DOH acts under a contract with DCYF to collect, process, and evaluate the data for DCYF's required evaluation, quality assurance, and reporting.
Data shared includes: client, services, and workforce data (demographics, visit dates, screening/assessment results, enrollment/discharge data, and home visitor/supervisor identifiers).
The information is classified as Restricted Confidential Information (Category 4).
DOH may share identifiable data with DCYF and potentially identifiable data (limited dataset) with DCYF contractors for continuous quality improvement.
DOH commits to following stringent security practices (OCIO standard 141.10, met by HIPAA Security Standard compliance) and small numbers guidelines (suppress counts less than ten).
Unauthorized use or disclosure of the information can result in immediate termination of the agreement.

Financials

Contract Amount: $0 (No financial component).

Alternatives

None specified.

Community Input

None specified.

Timeline

January 1, 2024: Agreement effective start date.
December 31, 2028: Agreement termination date.
Data provided to DOH for HVSA activities will be maintained for three (3) years after the end of the HVSA.

Next Steps

JCPH management requests approval of the Data Sharing Agreement (approved as part of Consent Agenda).

Sources

Veronica Shaw - Deputy Public Health Director
Washington State Department of Health (DOH)
Department of Children, Youth, and Families (DCYF)
RCW 43.216.130, RCW 43.20.050, RCW 43.70.050, RCW 70.02.050 (Statutory Authorities)

Nurse Family Partnership Contract (Clallam County)

Topic Summary

Jefferson County Public Health (JCPH) seeks approval for a Personal Services Agreement with Clallam County to provide Nurse Family Partnership (NFP) services within Clallam County. JCPH will function as a subcontractor, utilizing a highly trained nurse to provide support to eligible first-time parents throughout pregnancy until the child is two years old. This $12,000 contract is fully funded by the Washington Health Care Authority’s Community Prevention and Wellness Initiative (CPWI) grant.

Key Points

JCPH will provide NFP services in Clallam County, acting as a subcontractor to the Port Angeles Healthy Youth Coalition (PAHYC).
The PAHYC operates under a Washington Health Care Authority (HCA) / Division of Behavioral Health and Recovery (DBHR) Community Prevention and Wellness Initiative (CPWI) grant.
NFP services involve a highly trained nurse meeting remotely or in person with eligible first-time parents throughout pregnancy and until the child reaches two years old, coaching on child development and parenting skills.
Eligibility criteria for parents: (1) pregnant with their first child and (2) meet income requirements in Clallam County.
Data entry and reporting are required monthly into the "Minerva" closed reporting system via Secure Access Washington, managed by the PAHYC Community Coalition Coordinator, Amanda Sanders.

Financials

Total Contract Amount (Fixed Fee): $12,000.00
Funding Source: Fully funded by the Washington Health Care Authority’s Division of Behavioral Health and Recovery (DBHR) CPWI grant.
Fiscal Responsibility: Clallam County will have fiscal responsibility.

Alternatives

None specified.

Community Input

None specified.

Timeline

January 1, 2024: Agreement commencement.
December 31, 2024: Agreement termination date.
PAHYC proposed supporting NFP until June 30, 2025, pending continuation of HCA/DBHR funding.

Next Steps

JCPH management requests approval of the Personal Services Agreement (approved as part of Consent Agenda).

Sources

Apple Martine - Public Health Director
Denise Banker - Community Health Manager
Clallam County (Contracting Entity)
Washington Health Care Authority’s Division of Behavioral Health and Recovery (Funding Source)
Amanda Sanders - PAHYC Community Coalition Coordinator

2024 Funding for Water Quality, Improvement, and Protection (JCCD)

Topic Summary

Jefferson County renewed its annual Community Services Agreement with the Jefferson County Conservation District (JCCD) to support the district's work in resource conservation, education, and management. This agreement commits $59,673 from the General Fund for 2024 and tasks JCCD with water quality protection, implementing salmon recovery, and farmland protection programs.

Key Points

The agreement funds the JCCD to perform Resource Conservation, Education, and Management.
Key Services required:
1. Improve/protect water quality via cooperative approach with landowners, aligning with the JCCD's Annual Work Plan and state/local partners (DOH, DOE, WCC).
2. Carry out the annual work plan for conservation, education, and management of natural resources in Jefferson County.
3. Assist the County/landowners in implementing salmon recovery and farmland protection programs.
4. Support other statutory activities in Chapter 89.08 RCW.
The JCCD is compensated a fixed amount, which increases by 3% annually.

Financials

Total Funding (for 2024): $59,673 (a 3% increase from prior year, assumed).
Funding Source: County General Fund (Fund 001-270).
Payments are made quarterly after invoicing, predicated on deliverables and deadlines.

Alternatives

None specified.

Community Input

None specified.

Timeline

January 1, 2024: Agreement commencement.
December 31, 2024: Agreement termination date.
Deliverables are due by July 31, 2024 (Work Plan & Annual Report) and December 31, 2024 (Written summary of technical assistance).

Next Steps

Approve the Community Services Agreement (approved as part of Consent Agenda).

Sources

Mark McCauley - County Administrator
Joe E. Holtrop - District Manager, Jefferson County Conservation District
RCW 89.08 (Statutory Authority for Conservation District)

Call for Bids - Center Road 2R Overlay Project

Topic Summary

Jefferson County Public Works requested approval of the Contract Plans and authorization for the Call for Bids for the Center Road 2R Overlay Project. This project covers pavement improvement and some drainage work over 4.24 miles of Center Road near Quilcene. The Engineer's Estimate is over $1.66 million, entirely funded by a Washington State CRAB Rural Arterial Program grant with no required local match.

Key Points

Project Scope: Asphalt paving for 4.24 miles of Center Road (M.P. 10.34 to M.P. 14.58), asphalt planing, minor drainage work, and striping.
The project is included as Item No. 9 in the 2023-2028 Transportation Improvement Program and the Annual Construction Program.
The project involves the installation of asphalt wedge curbs at certain mileposts (M.P. 12.1, 12.7, 12.4), and a concrete inlet and slope drain at M.P. 12.4 Right.
Key work includes: 60,000 square yards of Planning Bituminous Pavement and 8,185 tons of HMA, Cl. 1/2 in. PG S8H-22.
Notice to Contractors states that sealed bids will be received until 2:00 p.m. on February 1, 2024.
This project will be advertised for more than two (2) weeks.

Financials

Engineer’s Estimate for construction: $1,663,767.75
Funding Source: Washington State CRAB Rural Arterial Program grant.
Local Match Required: None.

Alternatives

None specified.

Community Input

None specified.

Timeline

December 15, 2023: Jefferson County Engineer Monte Reinders' approval date for Contract Plans.
February 1, 2024: Deadline for receiving sealed bids.

Next Steps

The Board is asked to sign the title page of the Contract Plans and authorize the chair to sign the one original Call for Bids (approved as part of Consent Agenda).

Sources

Monte Reinders, PE - Jefferson County Engineer
John Wayland - Project Manager
Washington State CRAB Rural Arterial Program (CRAB RAP Project No. 1622-01)
RCW 36.77.010 (State law on contracting bids)

WSDOT Local Agency Haul Road/Detour Agreement (SR19/Center Road Detour)

Topic Summary

Jefferson County Public Works requested approval of an agreement with WSDOT allowing Center Road (between SR 104 and Chimacum) to be used as a detour for SR 19 (Beaver Valley Road) traffic during the SR19/SR104 Roundabout construction project. The use of Center Road as a detour involves temporary closures of SR 19 (full closure up to 21 days) and requires WSDOT to manage temporary traffic signals and repair any resulting damage to Center Road.

Key Points

The agreement allows the use of Center Road as a detour route for SR 19 traffic during the SR19/SR104 Roundabout construction.
Travel restrictions: A portion of SR 19 traffic will be detoured between April 1 and July 30, 2024.
Full Closure: There will be one full closure of SR 19 at SR 104 for a maximum of 21 consecutive calendar days during Stage 2 construction, beginning on or after May 1, 2024, and completing on or before June 15, 2024.
Partial Closure: Stage 1 and Stage 3 partial detours will occur between April 1 and July 30, 2024, to allow northbound turning movements from SR 104 to SR 19 and eastbound turning movements from SR 19 to SR 104.
WSDOT Mitigation: WSDOT agreed to operate temporary traffic signals on Center Road and SR 104 at their intersection due to limited capacity.
WSDOT Responsibility: WSDOT agrees to reimburse the County for the cost of additional routine maintenance and repairs to Center Road necessitated by the detour use.

Financials

Amount: $0 (No initial dollar amount listed for the agreement).
Fiscal Impact to County: Limited to Public Works' staff time for processing/administering the agreement.
WSDOT is responsible for repaying damage costs (a WSDOT funded project).

Alternatives

None specified.

Community Input

None specified.

Timeline

Construction/Detour Period: April 1, 2024, and July 30, 2024.
Full closure window: May 1, 2024, to June 15, 2024, not exceeding 21 consecutive days.
Date 12/26/23: County Administrator Mark McCauley reviewed the agenda request.

Next Steps

Sign the WSDOT Local Agency Haul Road/Detour Agreement and return it to Public Works (approved as part of Consent Agenda).

Sources

Monte Reinders - Public Works Director
Bruce Patterson - Engineer III
Washington State Department of Transportation (WSDOT)

WSDOT Local Agency Haul Road/Detour Agreement (SR104/Paradise Bay Detour)

Topic Summary

Jefferson County Public Works requested approval of an agreement with WSDOT allowing detouring of Paradise Bay Road and Shine Road traffic during WSDOT's SR104/Paradise Bay Road Roundabout construction. The agreement guarantees WSDOT will reimburse the County for any excessive maintenance or repairs resulting from the detour use, scheduled primarily during the spring and summer of 2024 construction period.

Key Points

The agreement is for detouring Paradise Bay Rd. and Shine Rd. traffic during the SR104 @ Paradise Bay Rd. Roundabout construction.
The use of County roads as a detour will be intermittent, limited to periods between April 1 and July 30, 2024.
Most construction activity requiring detours is scheduled between 9 PM and 6 AM, but detouring may continue outside active construction hours.
State Route 104 traffic will not be detoured onto County roads.
WSDOT is responsible for repairing any damage to County roads resulting from the detour use and reimbursing the County for additional maintenance expenses.

Financials

Amount: $0 (No initial dollar amount listed for the agreement).
Fiscal Impact to County: Limited to Public Works’ staff time for processing/administering the agreement.
WSDOT is responsible for the costs of additional maintenance and repairs (a WSDOT funded project).

Alternatives

None specified.

Community Input

None specified.

Timeline

Detour Period: April 1, 2024, to July 30, 2024.
Construction Schedule: Spring and summer of 2024.
Date 12/26/23: County Administrator Mark McCauley reviewed the agenda request.

Next Steps

Sign the WSDOT Local Agency Haul Road/Detour Agreement and return it to Public Works (approved as part of Consent Agenda).

Sources

Monte Reinders - Public Works Director
Bruce Patterson - Engineer III
Washington State Department of Transportation (WSDOT)

Board Reorganization

Topic Summary

The Board of County Commissioners conducted its annual reorganization at the start of the meeting. Commissioner Heidi Eisenhour nominated Commissioner Kate Dean to serve as Chair of the Board of County Commissioners for 2024.

Key Points

Commissioner Greg Brotherton called the meeting to order.
Commissioner Heidi Eisenhour nominated Commissioner Kate Dean as Chair of the BOCC for 2024.
The motion was seconded by Commissioner Greg Brotherton and passed unanimously.

Financials

None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

January 2, 2024 (9:00 a.m.): Time of the reorganization vote.

Next Steps

Kate Dean assumes the role of Chair of the Board of County Commissioners.

Sources

Kate Dean - Commissioner (Elected Chair)
Heidi Eisenhour - Commissioner (Nominator)
Greg Brotherton - Commissioner (Seconder)

Approval of 2023 Conservation Futures Funding Projects

Topic Summary

The Board of County Commissioners held a public hearing regarding the Conservation Futures Fund Citizen Oversight Committee's (CFFCOC) recommendations for the 2023 funding cycle and subsequently approved all three projects at their fully requested amounts. The projects, sponsored by Jefferson Land Trust, total $186,000 for acquisitions and associated operations and maintenance (O&M), dedicating funds to permanent protection of ecologically and agriculturally sensitive areas in the Chimacum Creek, Snow Creek, and Quilcene Bay watersheds.

Key Points

The CFFCOC reviewed three applications totaling $186,000, recommending full funding for all, as $230,000 was available in the 2023 cycle. The total includes $15,000 for O&M reimbursement.
All three projects rely on land acquisition or conservation easements sponsored by the Jefferson Land Trust.
Finding on Growth Capacity: All resolutions included a finding that the County retains enough developable land to accommodate the projects and the expected housing and employment growth, satisfying the requirements of Chapter 449, Laws of 2005.
Lower Chimacum Creek Mainstem Acquisitions (Resolution 01-24):
- Request: $52,000 ($47,000 acquisition, $5,000 O&M).
- Scope: Protects 3.14 acres (four parcels) in fee or easement in the Irondale neighborhood of Port Hadlock. Primary goal is protecting critical spawning habitat for ESA-listed Hood Canal Summer Chum salmon and threatened winter steelhead.
- Match: Contingent on securing at least 76% matching contribution ($165,750) from the Salmon Recovery Funding Board.
North Barry Snow Creek Project (Resolution 02-24):
- Request: $74,000 ($69,000 acquisition, $5,000 O&M).
- Scope: Fee simple acquisition of two parcels totaling 20.45 acres along Snow Creek to protect habitat for Strait of Juan De Fuca Summer Chum salmon and winter steelhead.
- Match: Contingent on securing at least 53% matching contribution ($85,000) from the Salmon Recovery Funding Board.
Schmidt Farm Project (Resolution 03-24):
- Request: $60,000 ($55,000 acquisition easement, $5,000 O&M).
- Scope: Acquisition of a conservation easement on two parcels totaling 67 acres near Quilcene Bay, targeting prime agricultural soils and Jakeway Creek riparian habitat.
- Match: Contingent on securing at least 90% matching contribution ($514,600) from the State Farmland Preservation and Navy's REPI programs. This project ranked highest (74%) among the applications by the CFF Committee.

Financials

Total 2023 CF Funds Available: $230,000 (up to $43,000 for O&M).
Total CF Funds Requested/Dedicated: $186,000 ($171,000 acquisition + $15,000 O&M).
- Lower Chimacum Creek: $52,000
- North Barry Snow Creek: $74,000
- Schmidt Farm: $60,000
Funding Source: Conservation Futures Fund (tax levy collections authorized under RCW 84.34.230). No impact to the General Fund.

Alternatives

Internal debate within the CFFCOC regarding the worthiness of the Schmidt Farm project due to concerns over "erroneous information" concerning habitat claims and the limited potential for farming due to lack of water (0.01 CFS). Ultimately, the CFFCOC voted 11-1 to find all three projects worthy of funding and unanimously recommended full funding to the BOCC.

Community Input

Sarah Spaeth (Port Townsend): Provided hearing testimony.
Conservation Futures Fund Citizen Oversight Committee (CFCOC - composed of 12 members): Voted unanimously (11-1 vote tally, with Ron Rempel voting against on the initial motion due to Schmidt Farm project concerns) to recommend finding all three projects worthy and unanimously voted to recommend full funding.

Timeline

March 2023: CFF Committee received three applications.
April 25, 2023: CFFCOC Ranking Meeting (recommended all three projects).
2024-01-02: Public Hearing held (10:15 a.m.) and three resolutions approved via unanimous votes.
Lower Chimacum Creek/North Barry/Schmidt Farm acquisition funding may be nullified if matching funds documentation is not received within three years of the resolution signing.
O&M funds are available for reimbursement within ten years of the resolution signing.

Next Steps

The Board approved: 1. RESOLUTION NO. 01-24: Lower Chimacum Creek Mainstem Acquisition Project. 2. RESOLUTION NO. 02-24: North Barry Snow Creek Project. 3. RESOLUTION NO. 03-24: Schmidt Farm Project. JCPH will develop grant agreements with Jefferson Land Trust for the approved projects.

Sources

Tami Pokorny - Natural Resources Program Coordinator
Ross Harbor (spelled "Rob Harbour" in notes and "Harbor" in oral reference) - CFCOC Acting Chair
Sarah Spaeth - Testimony Provider
Joel Peterson - Dept. of Community Development Analyst (Analysis regarding housing and employment growth capacity)
Jefferson Land Trust (Project Sponsor)
RCW 84.34.230 (Conservation Futures tax authorization)

Resolution to Issue Grant Anticipation Note for Port Hadlock WTP

Topic Summary

The Board of County Commissioners discussed and approved a resolution (Resolution No. 4-24) authorizing the issuance of a Grant Anticipation Note (GAN) up to $10 million to address cash flow needs for the Port Hadlock Wastewater Treatment Plant (WTP) construction. The project requires upfront financing while the County awaits reimbursement from various state and federal grants totaling $30.625 million. The Note will be structured as a revolving line of credit purchased by Kitsap Bank.

Key Points

The issue is the need for temporary financing (cash flow) to pay for WTP expenditures before grant funds (Grants) are received as reimbursement.
The Note will be a special obligation of the County, secured only by the pledged proceeds of the Grants and the Note Fund (not a general obligation).
The Treasurer and County Administrator are individually appointed as the Designated Representatives authorized to approve the Final Terms of sale, so long as parameters established in Exhibit A are met.
The County confirmed Grants totaling $30.625 million toward the estimated $33,670,000 Project cost:
- ARPA State and Local Fiscal Recovery Funds Grant (State Dept. of Commerce): $20,125,000
- Water Quality Combined Funding Program grant (State Dept. of Ecology): $5,000,000
- Clean Water State Revolving Fund State and Tribal Assistant Grant (US EPA): $3,000,000
- Clean Water State Revolving Fund State and Tribal Assistant Grant (US EPA): $2,500,000
The County selected Kitsap Bank based on reviewed RFPs.

Financials

Maximum Principal Amount of Note: $10,000,000
Estimated Project Cost: $33,670,000
Source of Repayment: Pledged proceeds of the Grants.
Interest Rate: Variable at 70% of Kitsap Bank Prime Rate (currently 8.50% based on proposal date), resulting in an initial rate of 5.95%. The rate is floored at 3.00% and cannot exceed 7.00%.
Origination Fee (Kitsap Bank): $5,000.
Estimated Cost of Debt Service: $315,000 to $365,000 (depending on timing of draws/reimbursements). Costs are paid from the sewer fund.
Note Term: Maximum 36 months, maturing December 1, 2026.
Prepayment: Permitted any time at par (no prepayment fee).
The Note is designated as a "qualified tax-exempt obligation" under Section 265(b)(3) of the Internal Revenue Code.

Alternatives

Kitsap Bank (Recommended): Variable rate 5.950% (70% of Prime); $5,000 fee; prepayable at par anytime.
U.S. Bank: Variable rate 5.954% (80% of 1-month SOFR + 1.69%); $7,500 counsel fee; 0.43% unused fee; prepayable at par anytime.
Webster Bank: Fixed rate 4.90% to 5.00%; $0 fees; NOT prepayable in the first 18 months, 1% prepayment penalty from month 19-24, then prepayable at par from month 25-36. (Requires receiving and paying interest on the full $10M upfront).

Community Input

None specified.

Timeline

January 9, 2023: Board authorized Treasurer to investigate a line of credit.
July 24, 2023: Board approved contract with D.A. Davidson & Co. (Placement Agent).
December 7, 2023: Board approved Bond Counsel services contract.
January 2, 2024: Commissioners approved the Note Resolution (Resolution No. 4-24).
January 18, 2024: Proposed Note closing date; Note proceeds become available.
December 1, 2026: Final maturity date.

Next Steps

The Board approved the resolution. The Designated Representatives (County Administrator and Treasurer) are authorized to accept the Bank Offer and approve the Final Terms of sale consistent with Exhibit A parameters.

Sources

Stacie Prada - Treasurer
Monte Reinders - Public Works Director
Jim Nelson - Managing Director, D.A. Davidson & Co. (Placement Agent)
Alan K. Crain, CPA - EVP & Chief Financial Officer, Kitsap Bank
Foster Garvey PC (Bond Counsel)

Extension of County Administrator Contract (Mark McCauley)

Topic Summary

Following an Executive Session to review the performance of a public employee, the Board of County Commissioners voted unanimously to extend County Administrator Mark McCauley's contract by one year, with an option for an additional one-year extension.

Key Points

The action followed an Executive Session (RCW 42.30.110(1)(g)) to review performance.
Commissioner Heidi Eisenhour moved to extend the contract for one year, with an option for a subsequent one-year extension.
The current contract expires in June of the year (implied 2024). The extension will go through June of the following year (implied 2025 initially).

Financials

No discussion of salaries, wages, or other conditions of employment occurred in the public session.

Alternatives

None specified.

Community Input

Chair Kate Dean opened the floor for public comments on the contract extension; no comments were received.

Timeline

2:46 p.m.: Motion for extension approved.

Next Steps

Execution of the contract extension.

Sources

Mark McCauley - County Administrator
Heidi Eisenhour - Commissioner
Greg Brotherton - Commissioner
Kate Dean - Chair

County Commissioner Board and Committee Assignments (2024)

Topic Summary

The Board of County Commissioners finalized and approved the assignments for Board representation across various internal, agency, and community boards and committees for 2024. The assignments distribute responsibility among the three commissioners (Kate Dean, Heidi Eisenhour, Greg Brotherton).

Key Points

The assignments cover over 40 distinct committees and boards, categorized by BOCC, Public Health (PH), Auditor (AUD), Agency, Internal, and Project focus areas.
Kate Dean (District 1 / Chair): Assigned to 16 committees, including the newly assigned BOCC Chair (3 points), Lodging Tax Advisory Committee (Chair/2 points), Climate Action Committee (1 point), and leading the Hood Canal Coordinating Council (LD/2 points). Total points: 29.
Heidi Eisenhour (District 2): Assigned to 17 committees, including Behavioral Health Advisory (Chair/2 points), Hadlock Sewer (Project Lead/2 points), Olympic Coast National Marine Sanctuary Advisory Board (2 points), and WSAC Federal Issues Committee (1 point). Total points: 32.
Greg Brotherton (District 3): Assigned to 13 committees, including Finance Committee (Chair/1 point), Jefferson Broadband Action Team (2 points), Olympic Community Action Program (3 points), and JeffCom 911 Administrative Board (2 points). Total points: 31.
Note: Committee appointments are typically tied to voting eligibility and meeting frequency/scheduling (e.g., daily/weekly meetings carry more "points").

Financials

None specified.

Alternatives

The Commissioners reviewed and edited the draft assignment list earlier in the day.

Community Input

None specified.

Timeline

January 2, 2024: Assignments reviewed and approved by Greg Brotherton's motion.

Next Steps

The new committee assignments are officially adopted and effective.

Sources

Kate Dean, Heidi Eisenhour, Greg Brotherton - Commissioners
Mark McCauley - County Administrator

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