PACKET: BoCC Meeting at Tue, Jan 02, 09:02 AM

County Sources

AVCapture Page

Documents

AI Information

Maintenance Agreement with the Washington State Department of Transportation (WSDOT) for Cassel Creek Bridge Cleaning

Topic Summary

Jefferson County Public Works recommends approving an intergovernmental maintenance agreement with WSDOT for the essential cleaning of the fracture-critical Cassel Creek Bridge on Oil City Road. This work is necessary to facilitate a biennial special bridge inspection performed by WSDOT, ensuring bridge preservation and allowing for a complete visual inspection of girders and superstructure components. The maximum cost of the agreement is capped at $20,159, funded by the County Road Fund.

Key Points

  • The purpose of the cleaning is bridge preservation and facilitating a mandated bridge inspection, as the Cassel Creek Bridge is classified as "fracture critical."
  • WSDOT performs the fracture critical inspections biennially under a separate agreement and has notified the County that cleaning is necessary for them to complete the visual inspection.
  • WSDOT is chosen because its Bridge Maintenance Department possesses the specialized equipment and experience required for the cleaning work, which involves full hand cleaning (dry method with hand tools) and a low-pressure, high-volume bridge wash.
  • The maintenance agreement is an intergovernmental agreement (Contract No.: PW2023-193) and is exempted from the standard bid process.
  • The estimated cost of the work is $16,126.80, which includes WSDOT's estimate for three days of work.
  • The maximum payment authorized is $20,159, which includes a 25% contingency authorized in the contract terms for unforeseen increased costs.
  • Payment to WSDOT will be based on actual direct and related indirect costs (including administrative charges at the current rate).
  • The County grants WSDOT the right of entry to the land required to accomplish the work.
  • The County agrees to defend and hold WSDOT harmless from certain claims for damages or loss occurring within the Work limits, except for liability caused by WSDOT's own negligent acts or omissions.
  • Claims on disputed invoice portions must be submitted to WSDOT within 20 calendar days of receipt.

Financials

  • Total maximum amount payable: $20,159 (includes 25% contingency)
  • Estimated Cost (excluding contingency): $16,126.80
  • Funding Source: County Road Fund.
  • Payment: Reimbursable, based on actual labor and equipment hours, plus related indirect costs.
  • The County commits to reimbursing WSDOT within thirty (30) calendar days of receiving an invoice. Outstanding balances after the due date incur interest at 12% per annum, or the highest rate allowable by law.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2023-12-14: Risk Management and Prosecuting Attorney (PAO) electronically approved the contract review form.
  • Maintenance work is estimated to take three days.
  • Period of Performance: Commences and completes on dates left blank in the document; subject to termination/extension via amendment.

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
  • Mark Thurston, P.E. - Lead Bridge Inspector, Public Works Department
  • Josh Peppers - WSDOT Agreement Manager
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Chapter 39.34 RCW (Intergovernmental cooperation)

Agreement with Trout Unlimited for Fish Barrier Culvert Replacements

Topic Summary

Jefferson County Public Works Department is entering into a Subrecipient Agreement with Trout Unlimited (TU) to collaborate on a fish passage project, funded by a NOAA grant secured by TU. The project involves replacing five fish barrier culverts on Upper Hoh Road (three sites) and Oil City Road (two sites), replacing the culverts with a larger box culvert (one site) and bridges (two sites). The agreement outlines the scope of work and authorizes the County to be reimbursed up to $53,754 for collaboration costs.

Key Points

  • The project involves replacing fish barrier culverts at five sites in the Hoh River Watershed:
    • Upper Hoh Road MP 1.24 (Unnamed tributary to Hell Roaring Creek) - replaced with a new, larger box culvert.
    • Upper Hoh Road MP 2.76 (Snell Creek) - replaced with a bridge.
    • Upper Hoh Road MP 4.96 (Lindner Creek) - replaced with a bridge.
    • Oil City Road MP 5.96 (Six Mile Creek).
    • Oil City Road MP 6.73 (Unnamed tributary to Hoh River).
  • Trout Unlimited (the pass-through entity) obtained the funding through the National Oceanic and Atmospheric Administration (NOAA) Restoring Fish Passage through Barrier Removal grant program.
  • TU is responsible for providing all non-County funding, managing the project, completing required engineering/surveys, acquiring necessary right-of-entry permissions from adjacent landowners, coordinating utility relocations, managing the procurement/bidding process (adhering to public works laws), and providing full-time construction oversight.
  • The County (Subrecipient/Public Works) responsibilities include prompt review of design documents, periodic inspection during construction for conformance to plans/County standards (but not providing full-time construction monitoring/materials testing), acquiring temporary and permanent easements for all project sites, providing right-of-entry on County lands, conducting pre- and post-construction site visits, remaining the owner of and maintaining the completed projects, and providing required reports and cost estimates.
  • The agreement's Governing Law and Venue clause states that the agreement shall be governed by the laws of the Commonwealth of Virginia, and the mandatory and exclusive venue for disputes shall be in Virginia, which the County Prosecuting Attorney noted "could increase the risk to the county, particularly if hiring a Virginia lawyer is required."
  • The County must estimate the average annual operations, maintenance, and/or liability costs over a five-year period if the barriers were to remain in place (Pre-implementation) and with the barriers removed (Post-implementation).
  • The County certified that it does not have an indirect rate to be included in the agreement, so indirect costs are not applicable for Jefferson County under this sub-award.

Financials

  • Total Subrecipient Award Amount obligated to Jefferson County: $53,754 (reimbursable basis)
  • Funding Source: Federal Funds via NOAA (Federal Award ID: NA23NMF4630010, Assistance Listing/CFDA: 11.463) passed through Trout Unlimited.
  • Matching Funds Required: $0.
  • The total amount is specified for "project collaboration costs" for Jefferson County.
  • Reimbursement is limited to the eligible costs up to the awarded amount; the County is responsible for any costs in excess.
  • TU will reimburse the County within thirty (30) days after a complete invoice is received.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2023-03-01: Federal Award Date from NOAA.
  • 2023-11-01: Subrecipient Agreement Period Commencement (Effective Date).
  • 2026-02-28: Subrecipient Agreement Period Termination.
  • 2026-03-31: Deadline for final report and final invoice submission, or after completion of final task.
  • Progress reports and invoices are due semi-annually on March 1st and September 1st of each year.

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. - Project Manager / Senior Project Manager, Public Works Department
  • Luke Kelly - Western WA Program Director, Trout Unlimited (Pass-Through Entity Project Manager)
  • Rina Studds - Habitat Restoration Specialist, NOAA (Funding Agency Project Manager)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • National Oceanic and Atmospheric Administration (NOAA)

Award of Contract for Phase 2 Port Hadlock Wastewater Treatment Plant

Topic Summary

The Public Works Department recommends awarding a construction contract to the lowest responsive and responsible bidder, Interwest Construction Inc., for $10,020,835.00, including sales tax, for the Phase 2 Membrane Bioreactor Wastewater Treatment Plant located in the Port Hadlock Urban Growth Area (UGA). This project's cost exceeds the engineer's estimate by over $2.2 million but remains within bid criteria, and it is fully funded by Washington State Department of Commerce funds.

Key Points

  • The contract is for Phase 2 of the Membrane Bioreactor Wastewater Treatment Plant located at 236 Lopeman Road, Port Hadlock UGA.
  • The Public Works Department performed checks on all bidder qualifications, including mandatory criteria (RCW 39.04.350(1)) and supplementary criteria (Instruction to Bidders Article 3).
  • The lowest responsive and responsible bidder is Interwest Construction Inc. of Burlington, Washington.
  • The scope of work (Item 1) includes the Membrane Bioreactor Wastewater Treatment Plant and (Item 2) Trench & Excavation Safety Provisions.
  • The bidder must achieve substantial completion by the date indicated in the Agreement and is subject to liquidated damages clauses.
  • The bid acknowledgement required certification against federal lobbying and included a non-collusion declaration. Interwest Construction Inc. answered "Yes" to having been indicted, pled guilty/nolo contendere, or convicted of an offense related to being barred from government work, illegal restraints of trade, or debarred for labor standards violations, and is under protection of bankruptcy court/assignment for benefit of creditors (Attachment: Non-Collusion section).

Financials

  • Award Amount (Interwest Construction Inc.): $10,020,835.00 (Total Lump Sum Bid Amount including sales tax).
  • Engineer's Estimate (Total Lump Sum Bid Amount including sales tax): $7,776,648.00.
  • The awarded bid is approximately $2.24 million (28.9%) over the Engineer's Estimate.
  • The project is funded entirely by Department of Commerce funds.
  • Bid Breakdown (Interwest Construction Inc.):
    • Membrane Bioreactor Wastewater Treatment Plant: $9,175,000.00
    • Trench & Excavation Safety Provisions: $10,000.00
    • Subtotal: $9,185,000.00
    • 9.1% Sales Tax: $835,835.00
    • Total: $10,020,835.00

Alternatives

  • Three bids were received and checked:
    1. Interwest Construction Inc. (lowest): $10,020,835.00
    2. Stellar J: $10,608,338.50
    3. Pacific Civil & Infrastructure: $11,355,080.00
  • The engineer’s estimate was $7,776,648.00.

Community Input

  • None specified.

Timeline

  • 2023-10-18: Call for Bids issued by the Board of County Commissioners.
  • 2023-11-30: Sealed bids received and opened in public.
  • 2023-12-14: Project Manager completed review and verification summary.
  • The bidder must accept a Bid Acceptance Period of 60 days after the bid opening.

Next Steps

Public Works recommends that the Board authorize the Award of Contract to Interwest Construction Inc. and return the signed award document to Public Works for further processing.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Samantha Harper, P.E. - Wastewater Project Manager
  • Interwest Construction Inc. (Awardee)
  • RCW 39.04.350(1) (Bidder responsibility criteria)
  • WA Department of Commerce (Funder, Project No. 22-96515-026)

WSDOT Local Agency Haul/Detour Agreement for SR19/SR104 Roundabout

Topic Summary

Jefferson County is asked to approve a Local Agency Haul Road/Detour Agreement with WSDOT to permit the use of Center Road as a detour route for SR19 (Beaver Valley Road) traffic during the construction of the SR19/SR104 Roundabout Project, scheduled for spring and summer 2024. The agreement permits WSDOT to close SR19 at SR104 for a maximum of 21 consecutive calendar days between May 1 and June 15, 2024, detouring all traffic onto Center Road, and requires WSDOT to pay all related costs, including road repair.

Key Points

  • The agreement is for the use of Center Road (between SR 104 and Chimacum) as a detour for SR19 traffic during WSDOT's SR19/SR104 Roundabout construction.
  • The detour is permitted between April 1 and July 30, 2024.
  • WSDOT is permitted one full closure of SR 19 at SR 104 for a maximum of 21 consecutive calendar days during Stage 2 construction. This full closure must start on or after May 1, 2024, and be complete on or before June 15, 2024.
  • Partial closure of SR19 with a detour onto Center Rd is permitted for northbound turning movements from SR 104 to SR 19 and eastbound turning movements from SR 19 to SR 104 during Stage 1 and Stage 3 construction (April 1 to July 30, 2024).
  • Due to limited capacity at the SR104/Center Road intersection, WSDOT agrees to operate temporary traffic signals during the period Center Road is used as a detour.
  • Traffic holds on SR 104 for construction vehicle ingress/egress must be limited to 1 minute or less. Short term traffic holds for other activities are limited to 5-minute durations between 23:00 (11 PM) and 5:00 (5 AM) and must be coordinated with Hood Canal Bridge closures.
  • Traffic delays controlled by flaggers or Automated Flagger Assistance Devices (AFADS) must not exceed 15 minutes.
  • Construction closures are generally prohibited during holidays, holiday weekends (Friday, Saturday, Sunday, Monday holidays), and within two hours before and after the Discovery Marathon (June 1-2, 2024), Lavendar Festival (July 19-21, 2024), and Wooden Boat Festival (September 6-8, 2024). However, the 21-day full closure of SR 19 is not subject to these holiday closure requirements.
  • The agreement outlines WSDOT's acceptance of responsibility for:
    • Reimbursing the County for additional routine maintenance and repairs to Center Road caused by the detour use (excluding administrative/overhead costs/small tools).
    • Repairing any damage based on joint inspection records made before and after the detour period.

Financials

  • Amount of Contract: $0 (WSDOT funded construction project).
  • County funds are limited to Public Works' staff time for processing and administering the agreement.
  • WSDOT is responsible for all costs related to detour use and resulting damage repair.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2023-12-20/22: Contract Review form signed by department staff and approved by PAO.
  • 2024-04-01 to 2024-07-30: Overall window for Stage 1 and 3 partial detours.
  • 2024-05-01 to 2024-06-15: Window for the full 21-day closure of SR19 onto Center Rd.

Next Steps

WSDOT requests the Board sign the WSDOT Local Agency Haul Road/Detour Agreement and return it to Public Works for further processing and WSDOT's signature.

Sources

  • Monte Reinders - Public Works Director
  • Bruce Patterson - Engineer III
  • Barbara Dykes Ehrlichman - Civil Deputy Prosecuting Attorney
  • Washington State Department of Transportation (WSDOT)

WSDOT Local Agency Haul/Detour Agreement for SR104 @ Paradise Bay Rd. Roundabout

Topic Summary

Jefferson County Public Works is requesting approval of a Local Agency Haul Road/Detour Agreement with WSDOT concerning the SR 104 at Paradise Bay Road Roundabout construction. The agreement allows WSDOT to detour Paradise Bay Road and Shine Road traffic onto County roads during construction between April 1 and July 30, 2024, generally during night hours (9 PM to 6 AM). The agreement ensures WSDOT covers associated road damage and additional maintenance costs from the detour use.

Key Points

  • The agreement is for detouring Paradise Bay Rd. and Shine Rd. traffic during the construction of the SR104 @ Paradise Bay Rd. Roundabout Project.
  • The use of County roads for detours is primarily for Paradise Bay Rd. and Shine Rd. traffic; SR104 traffic will not be detoured onto County roads.
  • Most construction activity requiring detours will occur between 9 PM and 6 AM.
  • Detouring of County road traffic may continue outside of active construction hours.
  • The agreement requires a joint condition inspection before and after WSDOT's use.
  • WSDOT is responsible for reimbursement of the cost of additional routine maintenance and repairs.

Financials

  • Amount of Contract: $0 (WSDOT funded construction project).
  • County funds will be limited to Public Works' staff time for processing and administering the agreement.
  • WSDOT agrees to reimburse the Local Agency for the actual cost of "additional routine maintenance and repairs" made necessary by the project use, exclusive of all administrative and overhead costs and small tools charges.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2023-12-21: Contract Review form signed by department staff.
  • 2023-12-22: PAO electronically approved the contract review form.
  • 2024-04-01 to 2024-07-30: Detouring of county road traffic should be limited to this period.

Next Steps

Public Works recommends that the Board sign the WSDOT Local Agency Haul Road/Detour Agreement and return it to Public Works for further processing.

Sources

  • Monte Reinders - Public Works Director
  • Bruce Patterson - Engineer III
  • Barbara Dykes Ehrlichman - Civil Deputy Prosecuting Attorney
  • Washington State Department of Transportation (WSDOT)

Therapeutic Support for Independent Living Project (OWL360)

Topic Summary

Jefferson County Juvenile and Family Services is requesting approval of a Professional Services Agreement with OWL360, represented by Jessica Garcia, LMHA, to provide therapeutic counseling, behavioral health support, and independent living skills coaching to emerging adults (ages 18-25) involved in the Therapeutic Support for Independent Living Project (Pfeiffer House residents). The $22,240 agreement is necessary due to the previous contractor terminating services and is fully funded by the County’s 1/10th of 1% Behavioral Health Sales Tax Fund.

Key Points

  • The project provides therapeutic support services to residents of the Pfeiffer House, emerging adults ages 18-25.
  • The services include assessment, counseling, behavioral health support, and coaching in independent living skills, self-care, social/emotional skill development, and education/employment goals.
  • The goal is to improve psychiatric symptoms and functioning, reduce substance use and arrests, and increase housing stability, employment, and community connections.
  • The previous contractor, Marcus Farley and Options Counseling, discontinued services and moved out of state, necessitating this new contract with OWL360, where Jessica Garcia, LMHA, will provide counseling.
  • Juvenile Services is acting as a "pass through" agency because Pfeiffer House was unable to apply for and administer the funds directly.
  • The County reserves the first right to use the sales tax funding as match for grants, but may authorize the Contractor to use the funds as match. If authorized, the Contractor is solely responsible for compliance with all associated state and federal laws and regulations (e.g., DSHS, CMS, MCSR funding rules).
  • The Contractor must commit to attending and reporting to the Behavioral Health Advisory Committee once during the contract period.
  • Data collection and reporting requirements for OWL360 include providing quarterly statistics in an electronic form specified by the Jefferson County Public Health Epidemiologist, providing a monthly invoice, and preparing progress reports and client surveys.

Financials

  • Contract Amount: $22,248.00 for 2024 (not $22,240.00 as listed in the subject line).
  • Budget Breakdown (for 2024):
    • Salary (.45 FTE @ $120/session): $17,936.00
    • Benefits & Taxes: $3,200.00
    • Subtotal Personnel: $21,136.00
    • Admin: $1,112.00 (no more than 10% of total)
    • Total Cost: $22,248.00
  • Funding Source: 1/10th of 1% Sales Tax Fund (Fund 131).

Alternatives

  • None specified.

Community Input

  • The service is recommended to the Board of County Commissioners by the Behavioral Health Advisory Committee.

Timeline

  • 2024-01-01 to 2024-12-31: Term of the Agreement.
  • Invoices must be submitted by the 10th of the month for the previous month's expenses.

Next Steps

Board approval of the Professional Services Agreement with OWL360 is requested.

Sources

  • Shannon Burns - Administrator, Juvenile and Family Services
  • Mark McCauley - County Administrator
  • Kelli Parcher - Executive Director, OWL360 (Contractor Contact)
  • Jessica Garcia, LMHA (Counselor providing services)
  • RCW 13.40.570 and RCW 9A.44 (Criminal history compliance)

Epidemiology Transition Support (Kitsap Public Health District)

Topic Summary

Jefferson County Public Health (JCPH) is requesting approval for a short-term Professional Services Agreement with the Kitsap Public Health District (KPHD) to provide epidemiology and technical support services for $6,930.00. This six-month agreement will facilitate the transfer of data compilation and service evaluation work related to the County's 1/10th of 1% Sales Tax Fund (Fund 131) distribution from KPHD back to JCPH staff. This new contract (AD-24-001) replaces a prior, long-term contract (AD-23-006) which JCPH is requesting to officially terminate.

Key Points

  • The purpose of the agreement is to provide support as the reporting for the School-based Health Centers (SBHC) and Behavioral Health subcontractors (that receive 1/10th of 1% Sales Tax Funds) is transitioned to Jefferson County's epidemiologists.
  • KPHD's responsibilities include: providing training, file transfer support, and IT support (including changes to the reporting platform) as needed, and assisting the transition of the SBHC database and reporting.
  • This new contract replaces an earlier agreement (AD-23-006, Jan 1, 2023 - Dec 31, 2024, total $54,976) under which KPHD monitored the community impact of Mental Health and Substance Abuse issues and provided quarterly and annual service evaluations. JCPH is requesting termination of the old contract, effective December 31, 2023.
  • Funding is subject to the availability of the 1/10th of 1% Sales Tax revenue (Fund 131).

Financials

  • Contract Amount: $6,930.00
  • Funding Source: County Sales Tax revenue deposited in the 1/10th of 1% Sales Tax Fund (Fund 131).
  • Budget Breakdown:
    • Training, Transfer of files, and support (Program Manager, 22 hours @ $115/hr): $2,530
    • IT support, platform changes (IT Database Developer, 44 hours @ $100/hr): $4,400
    • Grand Total: $6,930.00
  • Fiscal comparison: The terminated portion of the old contract (2024 portion of AD-23-006) was budgeted for $27,488.00. The new transition contract for six months is $6,930.00.

Alternatives

  • Public Health is requesting to terminate the prior agreement (AD-23-006, Professional Services Agreement for $54,976.00 for 2 years) which KPHD agreed to (Statement of Issue/Analysis section of termination request).

Community Input

  • Funding and services for this PSA have been recommended to the BoCC by the Behavioral Health Advisory Committee.

Timeline

  • 2024-01-01 to 2024-06-30: Term of the new Professional Services Agreement (AD-24-001).
  • 2023-12-31: Effective termination date of the old agreement (AD-23-006).

Next Steps

JCPH Management requests: 1. Approval of the Professional Services Agreement with KPHD for $6,930.00 (AD-24-001). 2. Approval of the motion to terminate the predecessor contract (AD-23-006).

Sources

  • Apple Martine - Public Health Director
  • Denise Banker - Community Health Manager
  • Siri Kushner - Division Director PH Infrastructure, Kitsap Public Health District
  • Kitsap Public Health District (KPHD)

Amendment No. 2: Sims Way Gateway and Boatyard Expansion (PIF Grant)

Topic Summary

Jefferson County is seeking approval for Amendment No. 2 to the Public Infrastructure Fund (PIF) Grant Agreement for the Sims Way Gateway Plan Implementation and Boatyard Expansion Project. This amendment increases the grant funding by $300,000, bringing the total grant commitment to $1,300,000, to cover increased construction costs, public engagement, landscaping, and streetscaping improvements. This project is a joint effort between the Port of Port Townsend, the City of Port Townsend, and Jefferson County PUD No. 1, with the goal of improving safety, ensuring power reliability, and supporting marine trades jobs.

Key Points

  • The project objectives include addressing safety and reliability issues with main power transmission lines feeding Port Townsend, implementing the City’s Gateway Development Plan, and expanding the boatyard workspace.
  • Specific work elements include: removal of Lombardy Poplars, undergrounding power transmission lines (south side of Sims Way), boatyard expansion (including electrical distribution and lighting), constructing a pedestrian sidewalk (south side of Sims Way), replanting trees and irrigation, and fencing the boatyard.
  • Amendment No. 2 increases the County's grant commitment by $300,000, based on a recommendation from the PIF Board following a proposal requesting funding for public engagement costs and aesthetic improvements.
  • The total project cost has increased from $1,970,000 (original estimate) to $2,300,000 (amended estimate).
  • The funding allocation among the grantees is adjusted: City of Port Townsend's portion increases from $200,000 to $500,000. The Port's remains $450,000, and the PUD's remains $350,000.
  • Amendment No. 1, previously approved, extended the project completion deadline to October 31, 2025, due to significant delays.

Financials

  • Total Maximum Grant Amount (Amended): $1,300,000
  • Increase amount: $300,000
  • Total Project Cost (Amended): $2,300,000
  • Funding Source: Public Infrastructure Fund (PIF) – Fund 306.
  • Allocation of County PIF Funds (Amended):
    • Port of Port Townsend: $450,000
    • Jefferson County PUD No. 1: $350,000
    • City of Port Townsend: $500,000
  • Funds from the $300,000 increase were explicitly directed to cover public engagement costs and resulting landscaping and streetscaping improvements.

Alternatives

  • Staff chose to amend the existing grant agreement rather than creating a new grant agreement (Analysis section).

Community Input

  • Public engagement costs are a component funded by this amendment, indicating a response to the need for community involvement.

Timeline

  • 2021-11-02: PIF Board recommended original $1,000,000 grant.
  • 2021-11-15: BOCC approved original grant agreement.
  • 2023-08-24: PIF Board met and recommended extending the project term.
  • 2023-10-31: Original expiration date of the agreement.
  • 2023-12-18: BOCC approved PIF Board recommendation for $300,000 increase.
  • 2025-10-31: Completion deadline specified in Amendment No. 1.

Next Steps

The Board is requested to approve the attached Amendment No. 2 to the grant agreement. Budget appropriation will be requested during the 1st Quarter supplemental budget appropriation process.

Sources

  • Mark McCauley - County Administrator
  • Port of Port Townsend (Grantee Contact: Eron Berg, Director)
  • City of Port Townsend (Grantee Contact: John Mauro, City Manager)
  • Jefferson County Public Utility District No. 1 (Grantee Contact: Kevin Streett, General Manager)
  • Barbara Dykes Ehrlichman - Civil Deputy Prosecuting Attorney
  • RCW 82.14.370 (Authorizing Public Infrastructure Fund)
  • Jefferson County Code Chapters 3.28 and 3.36 (PIF administration)

Contracting Indebtedness via Grant Anticipation Note (Port Hadlock Sewer Project)

Topic Summary

Jefferson County is seeking approval for a Resolution to contract indebtedness by issuing a Grant Anticipation Note (Note) to address cash flow challenges for the Port Hadlock Sewer Project construction. The project is funded primarily by grants that operate on a reimbursement basis, requiring the County to secure a line of credit (evidenced by the Note) to cover expenditures before grant money is received. The Note will have a variable interest rate, and the estimated cost of servicing the debt is between $315,000 and $365,000.

Key Points

  • The issuance of the Note is necessary to finance the cash flow gap created because grant funds for the Project are received only as reimbursement after expenditures are made.
  • The Note will provide a line of credit for additions and betterments to the wastewater treatment plant in the Port Hadlock area.
  • The estimated cost of carrying out the Project is $33,670,000.
  • The Note will be repaid out of the pledged grant proceeds and is a special obligation of the County, not a general obligation. Tax revenues cannot secure or guarantee payment.
  • The County Treasurer and County Administrator are appointed as the Designated Representatives to approve the Final Terms of the sale, consistent with the parameters set in Exhibit A.
  • The Note is subject to the County's written procedures for complying with tax covenants (Section 12), including arbitrage rebate requirements of Section 148 of the Code, to ensure the interest remains tax-exempt.
  • The Note is designated as a "qualified tax-exempt obligation" under Section 265(b)(3) of the Code, certifying that the County will not issue more than $10,000,000 in such obligations during the calendar year.
  • The County previously retained D.A. Davidson & Co. (Placement Agent) in July 2023 and Foster Garvey PC (Bond Counsel) in December 2023 for this Note issuance.

Financials

  • Maximum Principal Amount of Note (line of credit): $10,000,000 (parameter limit).
  • Interest Rate: Variable, capped at 7.00%. The initial rate is projected to be 5.95% (70% of Kitsap Bank Prime Rate of 8.50% as of Nov 27, 2023), with a floor of 3.00%.
  • Estimated Debt Service Cost: $315,000 to $365,000, depending on timing of draws/reimbursements and a bid from Kitsap Bank.
  • Cost of initiating and servicing the debt is to be paid from the sewer fund.
  • Grant Funds Pledged (to repay Note): Totaling $30,625,000 from four grants:
    • 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 - two awards): $3,000,000 and $2,500,000.
  • Financial institution (Kitsap Bank) fees: $5,000 fee for the credit facility.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2023-01-09: Board discussed a line of credit and authorized Treasurer Stacie Prada to investigate.
  • 2023-07-24: Board approved Underwriter/Placement Agent Services contract with D.A. Davidson & Co.
  • 2023-12-07: Board approved Bond Counsel services contract with Foster Garvey PC.
  • 2024-01-12: Expiration date of the Kitsap Bank commitment offer.
  • Completion Date Parameter: Note shall mature no later than December 1, 2026.

Next Steps

Commissioners are requested to approve the attached Resolution authorizing the issuance and sale of a Grant Anticipation Note.

Sources

  • Stacie Prada - County Treasurer
  • Monte Reinders - Public Works Director
  • Jim Nelson - Senior Vice President, D.A. Davidson & Co. (Placement Agent)
  • Marc Greenough - Foster Garvey PC (Bond Counsel)
  • Alan K. Crain, CPA - EVP & Chief Financial Officer, Kitsap Bank
  • RCW 36.94.020, RCW 39.50.020, RCW 39.50.030, RCW 39.46.040
  • United States Internal Revenue Code (Code) Sections 148 and 265(b)(3)

Conservation Futures Funding Recommendations (2023 Cycle)

Topic Summary

The Conservation Futures Fund Citizen Oversight Committee (CFF Committee) has reviewed three acquisition proposals sponsored by the Jefferson Land Trust for the 2023 funding cycle. The Committee unanimously recommended full funding for all three projects, totaling $186,000, which is below the $230,000 available funding cap for the cycle. The project scopes include protecting creek habitat, agricultural land via conservation easement, and conducting associated operations and maintenance (O&M). A public hearing on these proposals is scheduled for January 2, 2024.

Key Points

  • The CFF Committee reviewed three land conservation projects sponsored by the Jefferson Land Trust, all located outside the City of Port Townsend boundaries.
  • The total requested funding for all three projects is $186,000, which includes $15,000 for O&M ($5,000 for each project). The total funding available is $230,000.
  • All three projects were voted to be "worthy of funding" (10 yes, 1 no) and unanimously recommended for full funding.
  • Project Rankings (by score - maximum 321 points):
    1. Schmidt Farm - Phase II of Quilcene Headwaters to Bay: 236.182 points (74%) - Automatically considered worthy (score >= 70%). This project is for a conservation easement acquisition predominantly for commercial agriculture.
    2. Lower Chimacum Creek Mainstem Acquisitions: 224.455 points (70%) - Automatically considered worthy. This project focuses on protecting critical habitat for ESA-listed Hood Canal Summer Chum.
    3. North Barry Snow Creek: 214.727 points (67%) - Not automatically worthy, but explicitly voted to be included. This project involves fee simple acquisition to protect habitat for ESA-listed Strait of Juan De Fuca Summer Chum salmon and winter steelhead.
  • The Department of Community Development (DCD) conducted an analysis and found that the total 90.5 acres proposed for protection have a theoretical yield of only 8 potential residences and that the properties would not constrain the County’s ability to accommodate projected long-term population or employment growth.
    • DCD assessed that: Lower Chimacum Creek parcels are constrained (Flood Hazard, Fish & Wildlife Conservation Area, Landslide Hazard), but one residence is possibly yieldable. North Barry parcels are zoned RR-20 (possibly 4 dwelling units yield). Schmidt Farm is zoned AP-20 (possibly 3 dwelling units yield).
  • Committee discussion included concerns raised by member Ron Rempel regarding the high score of the Schmidt Farm project due to "erroneous information" regarding habitat claims, although he agreed it was a valuable agricultural project (he was the single dissenting vote on the "worthiness" motion). It was noted that the easements on Schmidt Farm primarily restrict future development and protect existing pastureland/habitat, allowing for potential future restoration if desired by the landowner.
  • Funds designated for the previously approved Dosewallips Lazy C project (two lots never acquired) were agreed upon to be left with that project for potential future use, rather than being reallocated.

Financials

  • Total Conservation Futures Funding Available (2023 Cycle): $230,000 (up to $43,000 available for O&M).
  • Total Funds Requested: $186,000 ($171,000 for acquisition, $15,000 for O&M).
  • Lower Chimacum Creek Mainstem Acquisitions: $52,000 total requested ($47,000 acquisition, $5,000 O&M). Match/Leverage: $165,750 (Salmon Recovery Funding Board).
  • North Barry Snow Creek: $74,000 total requested ($69,000 acquisition, $5,000 O&M). Match/Leverage: $85,000 (Salmon Recovery Funding Board).
  • Schmidt Farm - Phase II: $60,000 total requested ($55,000 acquisition, $5,000 O&M). Match/Leverage: $514,600 (State Farmland Preservation and Navy REPI programs).

Alternatives

  • The Committee generally agrees that any project scoring 70% or higher is automatically worthy of funding. The North Barry project scored slightly below this threshold (67%) but the Committee voted it was worthy of funding.
  • The committee discussed future changes to the scoring model based on ambiguities in assessing habitat claims and prior sponsor performance reports.

Community Input

  • Project Sponsors: All three projects were sponsored by the Jefferson County Land Trust.
  • Jamestown S'Klallam Tribe, Washington Department of Fish and Wildlife (WDFW), the Jefferson County Conservation District, and the North Olympic Salmon Coalition submitted letters supporting Lower Chimacum Creek Mainstem Acquisitions, noting the importance of the stream for ESA-listed Summer Chum.
  • One member (Ron Rempel) noted concerns during the ranking discussion that the high score of Schmidt Farm was due to potentially erroneous habitat information, though he agreed it was a valuable agricultural project.
  • A public hearing is scheduled for January 2, 2024, at 10:15 a.m. to accept public testimony before a final decision.

Timeline

  • 2023-03: Applications received.
  • 2023-03-29: Committee members visited sites.
  • 2023-04-25: Committee Ranking Meeting, motion passed to recommend full funding.
  • 2023-05-31: CFF Committee Chair Cameron Jones submitted recommendations memo to BOCC.
  • 2024-01-02: BOCC Hearing on Conservation Futures Funding (10:15 a.m.).
  • Approved projects (Quimper Wildlife Corridor, Dosewallips River Lazy C) anticipated to close in 2024.

Next Steps

The Board of County Commissioners will hold a public hearing on January 2, 2024, and then consider adopting the enclosed draft resolutions to fund the projects, including making a factual finding on the projects' impact on growth capacity (as required by Chapter 449, Laws of 2005).

Sources

  • Cameron Jones - Chair, Conservation Futures Fund Citizen Oversight Committee (CFF Committee)
  • Tami Pokorny - Natural Resources Program Coordinator
  • Joel Peterson - Associate Planner, Department of Community Development
  • Ron Rempel, Rob Harbour, Kalyn Marab, Mary Biskup, Dave Wilkinson, Richard Jahnke (CFFCOC members)
  • RCW 84.34.230, RCW 84.34.240, Chapter 449, Laws of 2005

Resolution for Grant Anticipation Note (Port Hadlock Wastewater Treatment Plant)

Topic Summary

The Board of County Commissioners is presented with a draft Resolution authorizing the issuance and sale of a Grant Anticipation Note (up to $10,000,000) to secure a line of credit. This financial maneuver is essential to manage the temporary cash flow deficits encountered during the construction of the Port Hadlock Wastewater Treatment Plant, as major federal and state grants funding the $33.7 million project are administered on a reimbursement-only basis.

Key Points

  • The Resolution authorizes the County to borrow money and issue a grant anticipation note for the Port Hadlock Sewer Project to address cash flow needs before receiving reimbursements from grants.
  • The Project involves the "acquisition, construction, and equipping of wastewater treatment facilities in the Port Hadlock area."
  • The County Treasurer and County Administrator are appointed as the Designated Representatives to finalize the Note's terms.
  • The maximum term of the Note is until December 1, 2026.
  • The Note pledges over $30.6 million in named federal and state grants (ARPA-SLFRF, Ecology Water Quality, and EPA Clean Water SRF grants) for principal and interest repayment.
  • The Note constitutes a special obligation of the County, payable solely from the Note Fund (which receives the dedicated grant proceeds), and is explicitly not a general obligation of the County or the State.

Financials

  • See "Contracting Indebtedness via Grant Anticipation Note (Port Hadlock Sewer Project)" for detailed financial parameters.
  • Maximum Principal Amount: $10,000,000
  • Maximum Interest Rate: 7.00%
  • Repayable from over $30.6 million in pledged grants.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • Note must be dated no later than one year after the Resolution's effective date.

Next Steps

The Board is directed to adopt the Resolution.

Sources

  • Stacie Prada - Treasurer
  • Monte Reinders - Public Works Director
  • Foster Garvey PC - Bond Counsel
  • RCW 36.94.020, RCW 39.50.020, RCW 39.50.030, RCW 39.46.040

Amendment No. 1 to DSHS Program Agreement (Intellectual/Developmental Disabilities Services)

Topic Summary

Jefferson County Public Health (JCPH), Developmental Disabilities Division, is requesting approval for Amendment #1 to the Program Agreement (DD-23-049-A1) with the Washington State Department of Social and Health Services (DSHS), Developmental Disabilities Administration (DDA). This amendment increases the total revenue for services to individuals with intellectual/developmental disabilities for the period July 1, 2023, through June 30, 2024, by $304,353.00, bringing the total program amount to $943,727.00.

Key Points

  • The Program Agreement supports various services for individuals with intellectual/developmental disabilities in Jefferson County, including: Administration, Training (for volunteers, board members, staff), Community Information Activities, Consumer Support, Early Intervention Services, Individual Supported Employment, Group Supported Employment, Community Inclusion, and Individual Technical Assistance.
  • The increase in funding is intended to support expanded access to concurrent services, notably Community Inclusion Services for individuals who have received nine months of employment support (Individual or Group Employment Services) and for individuals age 62 and older.
  • Community Inclusion Services provide individualized services in integrated community settings tailored to the individual's needs, interests, and abilities, aiming to support participation, contribution, and relationship development with community members.
  • The County Developmental Disabilities Program uses Professional Service Agreements with agencies/organizations to provide these services.

Financials

  • Increase in Revenue: $304,353.00
  • Total Maximum Program Agreement Amount (Amended): $943,727.00
  • Funding Source: Combination of State-only funds and Medicaid (Waiver) revenue, deposited into Public Health Fund #127 (Munis Org/Obj #12756800).
  • Budget Breakdown (Revisions - Total $943,727):
    • ADMINISTRATION: $72,980
    • OTHER CONSUMER SUPPORTS: $38,026
    • Child Development (61): $16,125
    • MEDICAID CLIENTS (62, 64, 65, 67, 69, 95, 96): $536,698
    • MEDICAID CLIENT PROVISO (62, 64, 65, 67, 95, 96): $279,898
  • Billing for Program Administration is capped at the lesser of (1/12th of the maximum amount per month) or (actual costs incurred), and generally cannot exceed 10% unless approved by the Assistant Secretary of DDA.

Alternatives

  • None specified.

Community Input

  • The Jefferson County Intellectual/Developmental Disabilities Advisory Board agrees that these are "essential and important services for our community."

Timeline

  • 2023-07-01 to 2024-06-30: Term of the Program Agreement (Fiscal Year 2024).
  • 2023-12-01: Amendment Start Date.

Next Steps

The JCPH Developmental Disabilities Division requests Board approval of Amendment #1.

Sources

  • Apple Martine - Public Health Director
  • Anna McEnery - DD & BH Coordinator
  • Wendi Winchel - DSHS Developmental Disabilities Administration Contact
  • DSHS- Developmental Disabilities Administration- (DDA)

Public Infrastructure Funding Agreement: Glen Cove Infrastructure Feasibility and Design

Topic Summary

Jefferson County is asked to approve a Public Infrastructure Fund (PIF) Grant Agreement allocating $250,000 to Jefferson County (County Administrator office) to conduct a feasibility study and design infrastructure for the Glen Cove area. The goal is to evaluate connecting Glen Cove to the Port Townsend sanitary sewer and potentially design for roads, fiber, stormwater, and electrical service. This project is linked to parallel planning efforts (2025 Comprehensive Plan updates) and aims to unlock the area's potential for economic growth and affordable housing by providing urban infrastructure.

Key Points

  • The project's scope is to study the feasibility and design infrastructure for the Glen Cove area.
  • Infrastructure elements to be studied/designed (potentially): roads, fiber, stormwater, electrical service, and sanitary sewer (connecting to Port Townsend system).
  • The proposal was submitted by Commissioner Greg Brotherton and was recommended for approval by the PIF Board.
  • The provision of urban infrastructure is viewed as necessary to realize the significant economic development and affordable housing potential of the Glen Cove area.
  • The study/design work will be performed in parallel with the Jefferson County and City of Port Townsend 2025 Periodic Updates to their Comprehensive Plans.
  • The County is funding this study/design upfront with 100% of the PIF grant amount.

Financials

  • Approved Maximum Grant Amount: $250,000
  • Funding Source: Public Infrastructure Fund (PIF) – Fund 306.
  • Budget appropriation will be requested during the 1st Quarter supplemental budget appropriation process (ending April 2024).

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024: Project begins.
  • 2025-12-31: Project is required to be completed.
  • Grantee will submit an invoice annually prior to the annual debt service payment to the Department of Ecology (this is likely a form error, as the document refers to a debt service payment related to the Hadlock Sewer, not this study).

Next Steps

The Board is requested to approve the attached grant agreement.

Sources

  • Mark McCauley - County Administrator
  • Greg Brotherton - Jefferson County Commissioner (Submitted Proposal)
  • Barbara Dykes Ehrlichman - Civil Deputy Prosecuting Attorney
  • RCW 82.14.370 (Authorizing Public Infrastructure Fund)
  • Jefferson County Code Chapters 3.28 and 3.36 (PIF administration)

Public Infrastructure Funding (PIF) Grant: Hadlock Sewer Debt Service

Topic Summary

Jefferson County Public Works secured a Department of Ecology loan to fund the Hadlock Wastewater Treatment Plant project and proposed that the annual debt service payments be covered by the Public Infrastructure Fund (PIF). The PIF Board and the BOCC approved a grant committing $85,000 per year for 20 years to cover the principal and interest payments on this loan, thus supporting the Hadlock project's goal of enabling urban zoning, economic development, and affordable housing development in the Port Hadlock Urban Growth Area (UGA).

Key Points

  • The grant award is for servicing the annual debt payments on a twenty (20) year Department of Ecology loan used to fund the Hadlock Wastewater Project.
  • The underlying project is the design, engineering, permitting, and construction of a sanitary sewer/wastewater treatment plant for the Port Hadlock UGA, which is currently served by aging or failing individual septic systems.
  • The Hadlock Wastewater Treatment Plant is expected to enable urban zoning and denser development, which will encourage economic development and the building of affordable housing.
  • The grant period is intentionally 20 years, matching the life of the Ecology loan.

Financials

  • Approved Grant Amount: $85,000 per year for twenty (20) years.
  • Underlying Loan Amount: Approximately $1.7 million (based on $85,000 annual payment for 20 years, though the specific loan amount is not stated).
  • Funding Source: Public Infrastructure Fund (PIF) – Fund 306.
  • Budget appropriation will be requested during the 1st Quarter supplemental budget appropriation process (ending April 2024).

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • The grant period commences in 2024.
  • 2045-12-31: Contract completion deadline (20 years later).
  • Grantee will submit an invoice annually prior to the annual debt service payment to the Department of Ecology.

Next Steps

The Board is requested to approve the attached 20-year grant agreement.

Sources

  • Mark McCauley - County Administrator
  • Monte Reinders - Public Works Director
  • Barbara Dykes Ehrlichman - Civil Deputy Prosecuting Attorney
  • RCW 82.14.370 (Authorizing Public Infrastructure Fund)
  • Department of Ecology (Loan Source)

Public Infrastructure Funding Agreement: JCIA Eco-Industrial Park

Topic Summary

Jefferson County is asked to approve a Public Infrastructure Fund (PIF) Grant Agreement with the Port of Port Townsend, providing $350,000 for the Jefferson County International Airport (JCIA) Eco-Industrial Park Project. This funding supports the design, engineering, and permitting for a master-planned industrial park featuring eleven "pad-ready" one-acre sites with full supporting infrastructure, aimed at attracting new businesses and facilitating the expansion of existing ones to boost economic development.

Key Points

  • The project focuses on the design, engineering, and permitting for a master-planned Eco-Industrial Park at the JCIA.
  • The park will include eleven (11) one-acre "pad-ready" sites equipped with a full range of rural light industrial infrastructure.
  • Infrastructure to be designed includes: three-phase power, an internal loop road, native vegetation (central green space and perimeter buffering), shared on-street parking, shared driveways, truck maneuvering areas, an off-site stormwater detention pond, vegetated bioretention areas for stormwater treatment, and an off-site community septic drain field.
  • The project is critical to the economic development of Jefferson County by providing expansion opportunities for existing and attracting new businesses.
  • The grant provides 100% of the maximum approved cost for the design and permitting phase.

Financials

  • Approved Maximum Grant Amount: $350,000
  • Funding Source: Public Infrastructure Fund (PIF) – Fund 306.
  • Budget appropriation will be requested during the 1st Quarter supplemental budget appropriation process (ending April 2024).

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • Early 2024: Project begins.
  • 2025-06-30: Project must be completed by this date.
  • Invoices are to be submitted monthly for work completed and no later than 30 days after project completion.

Next Steps

The Board is requested to approve the proposed Grant Agreement.

Sources

  • Mark McCauley - County Administrator
  • Eron Berg - Director, Port of Port Townsend (Grantee)
  • Barbara D Ehrlichman - Civil Deputy Prosecuting Attorney
  • RCW 82.14.370 (Authorizing Public Infrastructure Fund)

Septic Professional Certification Testing (WOSSA)

Topic Summary

Jefferson County Public Health (JCPH) is requesting approval of a Testing Management Memorandum of Understanding with the Washington On-Site Sewage Association (WOSSA). The agreement allows WOSSA to take over the administration and proctoring of certification exams for septic inspectors and installers, thereby reducing JCPH staff time and providing professionals with more frequent access to an industry-standard exam. This service is provided to the County at no cost.

Key Points

  • The purpose is to reduce JCPH staff time involved in scheduling and proctoring septic professional certification exams.
  • The new process offers septic professionals more frequent (weekly) availability for testing, using an industry-standard exam currently used by 14 counties, including Kitsap and Clallam.
  • WOSSA will manage testing for the WOSSA Pumpers/Technician (O&M Level 1), WOSSA Operations and Maintenance/Specialist (O&M level 2), and WOSSA Installation exams.
  • WOSSA will provide all testing materials and record keeping, including document retention for two years.
  • The Local Health District (JCPH) may submit additional questions to WOSSA's question pool.
  • Testing locations generally include the WOSSA Training Center (Puyallup WSU Extension Campus) and Jefferson County Public Health facilities (upon request).

Financials

  • Cost to the County: $0.
  • Septic professionals pay an exam fee directly to WOSSA (currently $180.00 per test).

Alternatives

  • JCPH currently schedules and administers the certification exam twice a year.

Community Input

  • None specified.

Timeline

  • The MOU term begins upon signing and remains effective until terminated.
  • Testing frequency is generally weekly.

Next Steps

JCPH Management recommends approving the Testing Management Memorandum of Understanding between WOSSA and Jefferson County Public Health.

Sources

  • Michaela Haynes - Environmental Health Specialist
  • Pinky Feria Mingo - Director, Environmental Health and Water Quality
  • Chuck Ahrens - Executive Director, WOSSA
  • Barbara D. Ehrlichman - Chief Civil Deputy Prosecuting Attorney

Agreement for Data Sharing on Home Visiting Services (WA DOH)

Topic Summary

Jefferson County Public Health (JCPH) is requesting approval for a five-year Data Sharing Agreement with the Washington State Department of Health (DOH) regarding Home Visiting Services. This agreement formalizes the transfer of confidential client and program service data from JCPH to DOH, which DOH requires to fulfill its contractual evaluation, quality assurance, and reporting obligations to the Department of Children, Youth, and Families (DCYF) concerning the Home Visiting Services Account (HVSA).

Key Points

  • The agreement establishes the conditions for JCPH (Information Provider) to share confidential client and program service data with DOH (Information Recipient).
  • The data sharing is required because DOH is contracted by DCYF to collect, analyze, and report HVSA data to meet DCYF's evaluation, quality assurance/improvement, and reporting requirements (RCW 43.216.130).
  • DOH will use the identifiable client-level data to link with other child health datasets to evaluate program reach and impact.
  • DCYF will receive identifiable client-level data from DOH for program planning and evaluation, and may share this data with its own contractors (with consent for direct identifiers).
  • Information shared is classified as Restricted Confidential Information (Category 4) and is subject to strict security protocols requiring encryption during data transmission and storage when certain criteria are met.
  • Data to be shared includes: client demographics, enrollment/discharge data, home visit dates, screening results, referral information, assessment results, and workforce data (unique identifiers for home visitors/supervisors).
  • The agreement requires JCPH to obtain client consent for identified data use for reporting and quality improvement purposes within 3 visits after enrollment, and to maintain copies of these consents.
  • DOH must notify JCPH ten (10) business days prior to disclosing any shared information in response to a public records request.
  • All data must be stored within the United States.

Financials

  • Contract Amount: $0 (No financial component).

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-01-01 to 2028-12-31: Term of the agreement (five years).
  • Data must be updated and transferred by the Information Provider daily (within 5-7 business days of collection) and monthly (within 5-7 business days of prior month end).
  • DOH will destroy the data five (5) years following the end of the Home Visiting Services Account.

Next Steps

JCPH management requests Board approval of the Data Sharing Agreement.

Sources

  • Veronica Shaw - Deputy Public Health Director
  • Ashley Beck - Supervising Epidemiologist, WA DOH
  • 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, RCW 43.216.159 (Statutory Authority)
  • WA State Office of the Chief Information Officer (OCIO) security standard 141.10
  • HIPAA Security Standard
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

Agreement for Lower Big Quilcene Floodplain Acquisitions (Amendment 4)

Topic Summary

Jefferson County Public Health (JCPH) is requesting approval for Amendment 4 to extend the grant period for the Lower Big Quilcene Floodplain Acquisitions 2018 Salmon Recovery Funding Board (SRFB) Grant. The 74-day extension is necessary to finalize the negotiation and acquisition of a floodplain parcel from a willing seller, facilitating restoration activities in the Lower One Mile of the Big Quilcene River.

Key Points

  • The project aims to acquire a floodplain parcel for restoration from a willing seller within the target geographic project envelope (Lower One Mile of the Big Quilcene River).
  • The current extension request is for an additional 74 days to support landowner negotiation and acquisition closing.
  • The scope is related to the RCO SRFB #18-1227 Grant Agreement.

Financials

  • Cost to County: $0 (No change in funding amount is requested).
  • Funding Source: RCO SRFB grant.
  • Match funding for this grant is satisfied through an MOU with the Hood Canal Salmon Enhancement Group.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2019-07-01: Original Grant Agreement commenced.
  • 2023-12-31: Previous end date (prior to this amendment).
  • 2024-03-15: New end date (74-day extension requested).
  • 2023-12-18: RCO Director approved the amendment request.

Next Steps

JCPH Management recommends BOCC signature for Amendment 4 to extend the grant agreement.

Sources

  • Pinky Feria Mingo - Environmental Health and Water Quality Director
  • Tami Pokorny - Natural Resources Program Coordinator
  • WA Recreation and Conservation Office
  • Hood Canal Salmon Enhancement Group (Match Provider via MOU)
  • Barbara D. Ehrlichman - Civil Deputy Prosecuting Attorney

Agreement with Clallam County for Nurse Family Partnership Services

Topic Summary

Jefferson County Public Health (JCPH) is requesting approval for a Personal Services Agreement with Clallam County, totaling $12,000, to provide Nurse Family Partnership (NFP) services in Clallam County. JCPH will function as a subcontractor to the Clallam County Port Angeles Healthy Youth Coalition (PAHYC), utilizing CPWI grant funds to offer highly trained nurse support to first-time, low-income parents from pregnancy through the child’s second birthday.

Key Points

  • JCPH will provide NFP services in Clallam County under a subcontracting role to the Clallam County Port Angeles Healthy Youth Coalition (PAHYC).
  • PAHYC operates under the Washington Health Care Authority’s (HCA) Division of Behavioral Health and Recovery (DBHR) Community Prevention and Wellness Initiative (CPWI) grant.
  • NFP services involve remote or in-person meetings between a highly trained nurse and first-time parents who meet income requirements, providing knowledge and support from pregnancy until the child reaches two years of age.
  • The project monitors the impact on the risk factor of "Family History of Problem Behavior" by measuring "Self-efficacy of caregivers in their parenting skills" using the "Managing and Monitoring for Parents of Young Children" survey.

Financials

  • Contract Amount: $12,000.00 (Fixed Fee).
  • Funding Source: Fully funded by the Washington Health Care Authority’s (HCA) DBHR CPWI grant funding.
  • Clallam County will have fiscal responsibility.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-01-01 to 2024-12-31: Term of the Agreement.
  • PAHYC proposes to support NFP until June 30, 2025, pending continuation from HCA/DBHR.

Next Steps

JCPH management requests approval of the Personal Services Agreement.

Sources

  • Apple Martine - Public Health Director
  • Denise Banker - Community Health Director
  • Jody LE Jacobsen - Director, Clallam County Juvenile & Family Services
  • Amanda Sanders - Community Coalition Coordinator, PAHYC
  • Washington Health Care Authority (HCA) Division of Behavioral Health and Recovery (DBHR) Community Prevention and Wellness Initiative (CPWI)

Center Road 2R Overlay Project: Call for Bids

Topic Summary

The Public Works Department is requesting Board approval of both the Contract Plans and the Call for Bids for the Center Road 2R Overlay Project (County Project No. 1802096). This project involves asphalt paving for 4.24 miles of Center Road (M.P. 10.34 to M.P. 14.58) and minor drainage improvements near Quilcene. The estimated construction cost is $1.66 million, fully funded by a state CRAB grant.

Key Points

  • The project scope includes asphalt planing, asphalt paving, drainage facilities, striping, and other work on Center Road from Mile Post (M.P.) 10.34 to M.P. 14.58 (4.24 miles).
  • The project is mandated by RCW 36.77.010 for approval of the Contract Plans.
  • The centerline alignment stationing and mile post values are approximate, having been derived from Jefferson County Public Works Paving Projects without a new survey.
  • Work items include: Pavement Repair Excavation (105 S.Y.), Concrete Inlet installation (1 EA.), Corrugated Polyethylene Storm Sewer Pipe (30 L.F.), Crushed Surfacing Base Course (76 TON), Planning Bituminous Pavement (60,000 S.Y.), HMA for Pavement Repair (24 TON), HMA (8,185 TON), Asphalt for Fog Seal (11 TON), and extensive pavement marking (67,365 L.F. of paint line, 22,455 L.F. temporary).
  • Traffic control plans specify precautions during alternating one-way traffic, including speed-dependent taper lengths and buffer zones. Signs addressing construction activity are required to be placed on intersecting roads: Dairy Road, Nickel Lane, Minnes Road, Canallot Road, Brush Plant Road (North/South), and East Gulford Road.
  • Contractors must address environmental protection by including Erosion/Water Pollution Control (1 EST.) and an SPCC (Spill Prevention, Control, and Countermeasure) Plan (1 L.S.).
  • The bid process must afford disadvantaged business enterprises full and fair opportunity and must not discriminate based on race, color, or national origin (Title VI of the Civil Rights Act of 1964).

Financials

  • Engineer's Estimate for Construction: $1,663,767.75.
  • Funding Source: Washington State CRAB Rural Arterial Program (RAP) grant (CRAB RAP Project No. 1622-01).
  • Matching Funds Required: No match requirement.
  • Bidders must include a bid security (surety bond, postal money order, cash, cashier’s check, or certified check) of 5% of the bid amount.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-02-01: Deadline for sealed bids (2:00 p.m. opening).
  • The Call for Bids will be advertised for more than two (2) weeks.

Next Steps

Public Works requests the Board to sign the title page of the Contract Plans and authorize the Chair to sign the Call for Bids.

Sources

  • Monte Reinders, PE - Public Works Director/County Engineer
  • John Wayand - Project Manager, Public Works
  • RCW 36.77.010
  • CRAB Rural Arterial Program grant

Appointment to Solid Waste Advisory Committee (SWAC)

Topic Summary

Jefferson County Public Works is requesting the appointment of Mr. Don Rhoden as the District 2 Citizen Representative to the Solid Waste Advisory Committee (SWAC). Mr. Rhoden is recommended due to his background in public and private utilities, including solid waste management, which is particularly relevant as the committee prepares for a plan update expected to begin in late 2024.

Key Points

  • The request is one advisory board appointment for the Solid Waste Advisory Committee (SWAC).
  • Candidate: Don Rhoden, Port Hadlock.
  • Position: District 2 Citizen Representative.
  • Qualification: Mr. Rhoden has provided a Volunteer Application/Statement of Interest and has a background in public and private utilities, including solid waste.
  • Staff notes that Mr. Rhoden’s experience in developing solid waste management plans will be beneficial, targeting the plan update scheduled for late 2024.

Financials

  • None specified.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • Late 2024 (estimated): Start of the solid waste management plan update.

Next Steps

The recommendation is to approve Mr. Rhoden’s appointment and update the SWAC membership list.

Sources

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

Correction and Reappointment to the Housing Fund Board (HFB)

Topic Summary

The County Administrator's office is seeking approval for two reappointments to the Housing Fund Board (HFB) due to expiring terms and requesting a correction to a prior term length for one member. Peggy Webster is recommended for a three-year term, and Viki Sonntag's previous one-year term is recommended for correction and extension to a three-year term expiring in December 2025.

Key Points

  • Two positions on the HFB had terms expiring on December 31, 2023.
  • No new applications were received by the deadline (December 22, 2023).
  • Both incumbent members expressed interest in continuing to serve.
  • A correction is needed for Viki Sonntag's prior appointment: the original approval was for a one-year term ending December 31, 2023. Per the HFB Interlocal Agreement, all subsequent appointments after the initial staggered terms are required to be 3-year appointments.
  • The corrected appointment for Viki Sonntag is recommended to be a three-year term expiring December 31, 2025. This correction implies her term started in 2023. (Note: The term date explicitly says "3-Year Term to Expire December 31, 2025," which implies appointment in 2023, correcting the original length and extending the end date).

Financials

  • None specified.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2023-12-31: Expiration date for both terms being addressed.
  • Peggy Webster's new term: Expires December 31, 2026.
  • Viki Sonntag's corrected/extended term: Expires December 31, 2025.

Next Steps

Staff recommends the Board approve the reappointment of Peggy Webster and the correction/reappointment of Viki Sonntag.

Sources

  • Adiel McKnight - Administrative Assistant
  • Mark McCauley - County Administrator
  • Peggy Webster (Housing Fund Board Member)
  • Viki Sonntag (Housing Fund Board Member)

Agreement for Legislative Representation and Lobbying Services (Strategies 360)

Topic Summary

The Board of County Commissioners is reviewing an agreement for Legislative Representation and Lobbying Services with the firm Strategies 360, proposing an annual cost of $72,000. This agreement is listed on the consent agenda, indicating expected approval as a routine item.

Key Points

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

Financials

  • Amount: $72,000 per year.
  • Funding Source: Not specified in the brief agenda item request, but listed under the County Administrator section of the agenda.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • None specified.

Next Steps

The item is listed on the Consent Agenda for approval.

Sources

- Strategies 360

Agreement for Therapeutic Support for Independent Living Project (Owl 360)

Topic Summary

The Board of County Commissioners is reviewing a proposed agreement with Owl 360 for the Therapeutic Support for Independent Living Project, in the amount of $22,240, to be funded by Juvenile Services. This item is scheduled for adoption under the Consent Agenda.

Key Points

  • The agreement is for the Therapeutic Support for Independent Living Project.
  • The service provider is Owl 360.

Financials

  • Amount: $22,240.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • None specified.

Next Steps

The item is listed on the Consent Agenda for approval.

Sources

- Owl 360

Agreement for Septic Professional Certification Testing (WOSSA)

Topic Summary

The Board of County Commissioners is reviewing an agreement with the Washington On-Site Sewage Association (WOSSA) for Septic Professional Certification Testing. This agreement is presented as resulting in no cost to the County but is listed on the Consent Agenda for approval.

Key Points

  • The agreement involves Septic Professional Certification Testing services.
  • The counterparty is the Washington On-Site Sewage Association (WOSSA).

Financials

  • Cost to the County: No cost to the County.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • None specified.

Next Steps

The item is listed on the Consent Agenda for approval.

Sources

- Washington On-Site Sewage Association (WOSSA)

Agreement for SR104/Paradise Bay Roundabout Detours (WSDOT)

Topic Summary

The Board of County Commissioners is reviewing an agreement with WSDOT regarding detours required for the SR104/Paradise Bay Roundabout construction. The construction work impacting County roads is scheduled to occur between April 1, 2024, and July 30, 2024, with the agreement anticipated for approval on the Consent Agenda.

Key Points

  • The agreement relates to detours for the SR104/Paradise Bay Roundabout construction.
  • Construction work impacting County roads is scheduled for a specific timeframe.

Financials

  • None specified.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-04-01 to 2024-07-30: Construction work requiring detours will take place during this period.

Next Steps

The item is listed on the Consent Agenda for approval.

Sources

- Washington State Department of Transportation (WSDOT)

Agreement for Haul Road/Detour for SR104/SR19 Roundabout (WSDOT)

Topic Summary

The Board of County Commissioners is reviewing a second agreement with WSDOT regarding the use of County roads as a Haul Road/Detour route for the SR104/SR19 Roundabout construction. Like the related project, this work is scheduled from April 1, 2024, to July 30, 2024, and is listed on the Consent Agenda.

Key Points

  • The agreement is for use of a Haul Road/Detour for the SR104/SR19 Roundabout.
  • Construction work is scheduled for a specific timeframe.

Financials

  • None specified.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-04-01 to 2024-07-30: Construction work requiring the haul road/detour will take place during this period.

Next Steps

The item is listed on the Consent Agenda for approval.

Sources

- Washington State Department of Transportation (WSDOT)

Agreement for Nurse Family Partnership (Clallam County)

Topic Summary

The Board of County Commissioners is reviewing an agreement with Clallam County for the Nurse Family Partnership program for $12,000, with approval expected on the Consent Agenda.

Key Points

  • The agreement is for the Nurse Family Partnership program.
  • The service provider is Clallam County.

Financials

  • Amount: $12,000.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • None specified.

Next Steps

The item is listed on the Consent Agenda for approval.

Sources

- Clallam County

Agreement for Data Sharing for Home Visiting Services (WA DOH)

Topic Summary

The Board of County Commissioners is reviewing a zero-cost agreement with the Washington State Department of Health (DOH) for data sharing concerning Home Visiting Services, slated for approval on the Consent Agenda.

Key Points

  • The agreement covers Data Sharing for Home Visiting Services.
  • The counterparty is the Washington State Department of Health.

Financials

  • Cost to County: None specified.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • None specified.

Next Steps

The item is listed on the Consent Agenda for approval.

Sources

- Washington State Department of Health

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

Topic Summary

The Board of County Commissioners is reviewing a Community Services Agreement with the Jefferson County Conservation District (JCCD) for annual funding of water quality improvement, natural resources management, and salmon recovery assistance for $59,673, which represents a 3% increase over the prior year.

Key Points

  • The agreement provides funding to the Jefferson County Conservation District for 2024.
  • Services include water quality improvement/protection, education, natural resource management, and assisting with salmon recovery/farmland protection programs.
  • The agreement supports statutory and authorized Conservation District activities (Chapter 89.08 RCW).
  • The annual grant amount is increased by three (3) percent each year.
  • Payments are made quarterly upon invoice, provided quarterly reports and insurance certificates are submitted.

Financials

  • Amount: $59,673.
  • Funding Source: General Fund (Fund 001-270).

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-01-01 to 2024-12-31: Term of the Agreement.

Next Steps

The item is listed on the Consent Agenda for approval.

Sources

  • Jefferson County Conservation District
  • RCW 89.08 (Conservation District activities)

Agreement for Epidemiology Transition (Kitsap Public Health District)

Topic Summary

The Board of County Commissioners is reviewing a Professional Services Agreement with Kitsap Public Health District for Epidemiology Transition services, amounting to $6,930, listed on the Consent Agenda.

Key Points

  • The agreement is for Epidemiology Transition services.
  • The contractor is Kitsap Public Health District.

Financials

  • Amount: $6,930.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • None specified.

Next Steps

The item is listed on the Consent Agenda for approval.

Sources

- Kitsap Public Health District

Amendment No. 2: Sims Gateway Project and Boatyard Expansion (PIF Grant Increase)

Topic Summary

The Board of County Commissioners is reviewing Amendment No. 2 to the Public Infrastructure Fund (PIF) Grant Agreement for the Sims Gateway Project and Boatyard Expansion, which increases the funding by $300,000 for a total grant of $1,300,000. This is a multi-agency project involving the Port of Port Townsend, City of Port Townsend, and Jefferson County PUD No. 1.

Key Points

  • The amendment increases the grant for the Sims Gateway Project and Boatyard Expansion.
  • The total funding is increased by $300,000.
  • The grantees are the Port of Port Townsend, City of Port Townsend, and Jefferson County PUD No. 1.

Financials

  • Amount increased by: $300,000.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • None specified.

Next Steps

The item is listed on the Consent Agenda for approval.

Sources

  • Port of Port Townsend
  • City of Port Townsend
  • Jefferson County PUD No. 1

Amendment No. 4: Lower Big Quilcene Floodplains Acquisition (Time Extension)

Topic Summary

The Board of County Commissioners is reviewing Amendment No. 4 to the Lower Big Quilcene Floodplains Acquisition agreement with the Washington Recreation and Conservation Office, which is a project supported by Public Health. This amendment specifically extends the agreement term.

Key Points

  • The amendment concerns the Lower Big Quilcene Floodplains Acquisition.
  • The purpose of the amendment is solely for a time extension.
  • The counterparty is the Washington Recreation and Conservation Office.

Financials

  • None specified.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • None specified.

Next Steps

The item is listed on the Consent Agenda for approval.

Sources

- Washington Recreation and Conservation Office

Motion to Terminate Professional Services Agreement (Kitsap Public Health District)

Topic Summary

The Board of County Commissioners is reviewing a motion to terminate Professional Services Agreement AD-24-001 with Kitsap Public Health District, a routine procedural item likely associated with the approval of a new contract or modification of services.

Key Points

  • The motion is to terminate Professional Services Agreement AD-24-001.
  • The contract is with Kitsap Public Health District.

Financials

  • None specified.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • None specified.

Next Steps

The item is listed on the Consent Agenda for approval.

Sources

  • Kitsap Public Health District

Generated On: 2025-11-06 17:14:06.503901-08:00 By: google/gemini-2.5-flash-preview-09-2025 running on https://openrouter.ai/api/v1/