MEETING: Commissioners Meeting at Mon, Jan 08, 09:00 AM

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AI Information

MEETING DATE: 2024-01-08

Procedural Opening and Weather Notice

Metadata

  • Time Range: 00:00:23.644–00:01:24.250
  • Agenda Item: Not Stated
  • Categories: public safety, operations, other

Topic Summary

The meeting of the Board of County Commissioners (BOCC) was called to order. The Chair acknowledged the inclement weather conditions and warned the public and staff to stay alert due to "Big weather storms coming through." A change in the following week’s meeting schedule was announced due to the observance of the Martin Luther King Jr. holiday.

Key Discussion Points

  • The meeting was called to order by the Chair at 00:00:25.409.
  • The Chair noted, "It's going to be a rough week. Everybody please stay alert with Big weather storms coming through" (00:00:44.876).
  • Commissioner Brotherton noted the worst of the weather was predicted to hit on Thursday, with temperatures between 20 to 28 degrees (00:01:16.254–00:01:21.050).
  • Commissioner Brotherton urged the public to "look after your older neighbors and anyone vulnerable" on account of the upcoming severe weather (00:01:21.050–00:01:24.250).
  • Next week's Monday meeting will be canceled due to the Martin Luther King Jr. holiday; the BOCC will meet on Tuesday instead (00:00:50.571–00:01:01.389).

Public Comments

No public comment on this topic.

Supporting Materials Referenced

No supporting materials referenced.

Financials

No financial information discussed.

Alternatives & Amendments

No alternatives discussed.

Outcome, Vote, and Next Steps

  • Decision: Meeting called to order.
  • Vote: Not applicable.
  • Next Steps:
  • The public was advised to monitor weather alerts.
  • The next meeting date was adjusted to Tuesday, January 16, 2024.

Public Commentary: Proposed Port Townsend Aquatic Center (Mountain View Pool)

Metadata

  • Time Range: 00:01:38.812–04:44:51.524
  • Agenda Item: Not Stated
  • Categories: infrastructure, budgeting, services, planning, other

Topic Summary

The majority of the public comment period focused on the proposed Port Townsend Aquatic Center project (to replace the Mountain View Pool). Multiple citizens raised concerns about lack of transparency, hidden cost reports, and flawed data analysis used to justify building a new facility over repairing the existing one. Speakers cited withheld engineering reports suggesting renovation costs could be around \$4.1 million, significantly lower than the \$21 million cited by the "Healthier Together" project. The speakers also criticized the perceived secrecy of the steering committee and questioned the accuracy and methodology of the Ballard King study, which they argued included inaccurate demographic and financial data for Jefferson County. Commissioners acknowledged receiving the alternative cost reports and expressed commitment to ensuring the forthcoming independent financial review utilizes complete and accurate data.

Key Discussion Points

  • Ms. [Full Name Unspoken] asked, "What would it cost to repair and upgrade the existing Mountain View pool? Did we consider that option?" and asserted the cost estimates showing the pool was "beyond repair" did not "pass the smell test" (02:16:167–02:39:622).
  • Ms. [Full Name Unspoken] alleged that the CGI and WTI reports (showing lower repair costs) were "withheld and by whom?" and questioned the integrity of the process and the consultants (03:03:08:031–03:16:156).
  • Jim Scarantino (representing a growing all county citizens alliance) voiced concern that the "Ballard King study is impenetrable" and suffers from the "same lack of integrity and transparency" as the withholding of modernization cost estimates (05:12:481–05:47:755).
  • Scarantino specifically claimed the Ballard King report used mid-Atlantic Region data for Jefferson County's participation rate and misreported the local unemployment rate, using King County's 2.5% rate when the local rate is "about 3 times that" (05:54:086–06:46:675).
  • Scarantino requested that Mr. King (Ballard King consultant) "should provide the citations and references for all his claims" before the county wastes \$18,000 on the independent financial review, which risks being "garbage in garbage out" (07:13:675–07:54:740).
  • Commissioner Eisenhour stated, "Did receive those 2 studies on I believe Friday... And did the math myself, got the 4.1 out of that so yeah, it was immediately curious about how we got from 4.1 to 21 million in a estimate to repair the pool" (15:26:610–15:32:620).
  • Commissioner Brotherton noted he had not seen the statement of work for the independent financial review from Commerce and would request it to ensure it "addresses some of the concerns that we're hearing" (17:03:383–17:26:624).
  • Commissioner Dean acknowledged receiving the two reports but noted those reports also recommended that it was "not really economically feasible to rebuild the end" and "both recommended a new pool facility as the most cost efficient path moving forward" (17:34:629–17:57:577).
  • Shelley [Full Name Unspoken] (online) expressed dismay that the withholding of details was not seen as a "horrific" act and questioned the long-term feasibility of the city's proposed \$400,000 annual commitment to the pool, stating, "you can bet that's gonna happen" (the county taking over the cost) (25:07:811–26:18:275).
  • Commissioner Dean clarified that the \$21 million estimate was not merely for basic repair but involved an "expansion of the pool and an extension of the building to make it regulation length" to allow for competition (30:25:239–31:05:838).

Public Comments

  • Ms. [Unspoken]: Criticized transparency, demanded to know the cost to repair the existing Mountain View Pool, and alleged the CGI and WTI reports were intentionally withheld from the steering committee.
  • Jim Scarantino (All County Citizens Alliance): Challenged the accuracy and lack of citation in the Ballard King study, citing flawed local economic and demographic data. Requested the study be corrected before the independent financial review proceeds.
  • Shelley [Unspoken]: Expressed dismay at the lack of outrage from the commissioners regarding the withheld data and questioned the city’s ability to meet its maintenance financial commitments.
  • Tom Teersch: Urged the commissioners to "put the brakes on this project" immediately, pending a thorough, unbiased review of the newly surfaced WTI (September 8) and CG Engineering (October 30) reports, which show renovation costs below \$8 million (14:08:882–14:33:565).

Supporting Materials Referenced

  • Referenced the DCW documented \$21 million Mountain View pool renovation cost estimate (December 5).
  • Referenced two reports that allegedly showed lower renovation costs: WTI (September 8) and CG Engineering (October 30).
  • Referenced the Ballard King study, criticizing its use of economic and demographic data (e.g., King County unemployment and mid-Atlantic participation rates were cited incorrectly).

Financials

  • Repairing the pool was cited as costing either:
    • \$21 million (DCW documented estimate, includes expansion/extension).
    • \$4.1 million (from the two new engineering reports, according to Commissioner Eisenhour who did the math).
    • "less than 8 million" (Tom Teersch, including the \$4.1 million repair plus "other costs") (13:02:610).
  • The independent financial feasibility review to be conducted by the Department of Commerce costs \$18,000 (14:30:304).
  • The City of Port Townsend's annual commitment for the proposed new pool is approx. \$400,000 (25:47:755).

Alternatives & Amendments

  • Discussion centered on the alternative of modernizing and reconfiguring the existing Mountain View Pool (for approximately \$4.1 million to \$8 million) versus building an entirely new facility (\$21 million+).
  • The idea of potentially replacing Commissioner Dean on the steering committee with Commissioner Eisenhour was informally addressed (Eisenhour declined due to workload) (31:05:838–32:05:622).

Outcome, Vote, and Next Steps

  • Decision: No action taken. Item was informational.
  • Vote: Not applicable.
  • Next Steps:
  • Commissioner Dean to meet with City Administrator John Moore at lunchtime on January 8 to discuss next steps regarding the pool project and the structure of the steering committee (34:34:649–34:47:124).
  • The BOCC will request the statement of work from the Department of Commerce regarding the scope of the independent financial review to confirm what data subsets will be used (17:18:944–17:26:624).
  • The steering committee is expected to meet soon to discuss the new cost estimates and rationale (20:01:278–20:05:078).

Public Commentary: Winter Warming Center Operations

Metadata

  • Time Range: 09:42:436–12:05:487
  • Agenda Item: Not Stated
  • Categories: services, public safety

Topic Summary

Julia Cochran, part of the team running the Winter Welcoming Center, announced that the center is opening as a 24-hour warming center, likely from Thursday until the following Tuesday, to address the approaching "extreme cold" since the American Legion/OlyCAP will not be fulfilling that role this year. She noted the immediate needs of the center, including 24-hour staffing and providing food and blankets.

Key Discussion Points

  • The Winter Welcoming Center was approached by emergency management to operate as a warming center due to extreme cold expected from Thursday to Tuesday (09:59:749–10:19:890).
  • The center will be open 24 hours for people to stay (10:30:045–10:33:048).
  • Needs include cots (provided by emergency management), blankets (called out from the community), and food (must be individually wrapped since they do not have a kitchen) (10:52:025–11:06:403).
  • Cochran stated, "It's our moral responsibility to say yes, we're not gonna, we already have people banging on the door saying, please let me in" (11:22:924–11:24:944).

Public Comments

  • Julia Cochran (Port Townsend, Winter Welcoming Center): Announced the center's imminent opening for 24-hour severe weather services and listed current needs.

Supporting Materials Referenced

No supporting materials referenced.

Financials

No financial information discussed.

Alternatives & Amendments

No alternatives discussed.

Outcome, Vote, and Next Steps

  • Decision: No action taken; informational announcement.
  • Vote: Not applicable.
  • Next Steps:
  • The public was directed to the Winter Welcoming Center's Facebook page or the First Presbyterian Church website for donation information (11:43:357–11:58:939).
  • Commissioner Dean offered to follow up about donating soup using her large crock pot (19:29:114–19:44:281).

Metadata

  • Time Range: 35:04:749–36:59:215
  • Agenda Item: Consent Agenda
  • Categories: contracts, services, budgeting, operations

Topic Summary

The Board reviewed and approved the consent agenda, which included eight separate items. The items covered contract extensions for the Port Hadlock Wastewater Project, various grant agreements for public safety and health (OlyCAP, Fire CARES, DOH funds), MRC projects, park maintenance (RCO grant), and several administrative fee approvals (County Administrator extension, fee reductions, and jury fees).

Key Discussion Points

  • Commissioner Brotherton noted that the 25% discount on food permits for nonprofits (Item: Port Townsend Seventh Day Adventist Church) should be moved to an administrative action, rather than requiring a BOCC vote, and noted the necessary ordinance change is scheduled for February (36:12:572–36:25:944).
  • Commissioner Brotherton highlighted the importance of the funds allocated to Caswell Brown (OlyCAP) from the Housing Fund Board (36:35:389).

Public Comments

A citizen attempted to provide public comment on the Shoreline Master Program but was advised to wait for the dedicated 10:30 a.m. hearing (35:15:609–35:37:543).

Supporting Materials Referenced

The consent agenda included the following items (summarized from the packet): - Contract/Agreement Approvals (OlyCAP Grant, ESA Port Hadlock Sewer Extension, RCO Park Grant, MRC Grant, DOH Consolidated Contracts Amendment 17, Fire CARES Amendment 1). - Administrative Approvals (County Administrator Employment Extension, Jury Fee Payments, Non-profit Fee Reduction).

Financials

The agenda approved: - \$105,000 for OlyCAP's Caswell-Brown Village (Homeless Housing Fund, Fund 149). - ESA Port Hadlock contract extended to June 30, 2024, at max \$114,533.50 (no change in contract amount). - RCO Local Parks Deferred Maintenance Grant of \$82,823 (no match required). - MRC One Time Grant Program of \$108,000 (federal funds). - DOH Consolidated Contracts Amendment #17 increased the contract by \$526,784 (totaling \$8,075,501). - Fire CARES Amendment #1: \$100,000 total, maintaining 2-year funding (Behavioral Health Sales Tax Fund, Fund 131). - Fee Reduction: Approves reduction of \$50.18 for the Port Townsend Seventh-day Adventist Church. - Jury Fees: Approves payment of \$5,125.64. - Approved the County Administrator's base annual salary of \$160,000 until June 30, 2025.

Alternatives & Amendments

No alternatives were discussed. The consolidated motion covered all items as presented in the packet.

Outcome, Vote, and Next Steps

  • Decision: Motion carried to "approve and adopt the consent agenda as presented today" (Moved by Brotherton, Seconded by Dean).
  • Vote: Unanimous (Aye votes recorded at 36:53:779).
  • Next Steps: The ordinance change to make the 25% nonprofit food permit discount an administrative action is scheduled for February (36:25:944).

Public Health Fund 127 Emergency Supplemental Budget Extension Hearing

Metadata

  • Time Range: 01:12:43:505–01:20:46:238
  • Agenda Item: Emergency Supplemental 2023 Budget Appropriation/Extension – Fund 127
  • Categories: budgeting, services, operations

Topic Summary

The BOCC held a public hearing on an emergency supplemental budget extension for Public Health Fund 127 (detailed in the packet). Public Health staff formally apologized for the oversight, noting that the request was necessitated because the department missed submitting a necessary fourth-quarter supplemental appropriation for 2023 expenditures, primarily increased Personnel Benefits and Insurance costs. Staff explained that the issues arose during a period of understaffing in the finance department (a 5-year vacancy) and system improvements are now being put in place by the new Finance Manager to ensure regular monthly and quarterly budget reviews. The BOCC approved the resolution to authorize the expenditure of the existing funds.

Key Discussion Points

  • Public Health Director Apple Martine "extend[ed] our apologies for the oversight" which caused the "abrupt need to do an emergency, emergency request" at the end of December (01:13:16:186–01:13:47:668).
  • The shortfall was primarily due to increases in medical benefits resulting from staff salary increases and steadily increasing insurance premiums from the Washington County's Risk Pool (01:13:47:668–01:14:02:769).
  • The department is implementing a plan for "better review, more accurate review, and a more regular basis," which includes resuming monthly budget reviews neglected during the pandemic (01:15:09:720–01:16:13:342).
  • County Finance Manager Judy Shepherd stated, "It just causes us to pause and also make sure even those funds that we normally don't have to pay a lot of attention to that we're looking more because more money is flowing through them" (01:17:31:590–01:17:45:479).
  • Commissioner Dean noted that the Public Health budget has grown from \$5 million to over \$8 million, underscoring the "complexity that has been added" (01:20:01:739–01:20:09:395).

Public Comments

No public comment on this topic.

Supporting Materials Referenced

  • The packet listed the request for the emergency supplemental to Fund 127 to cover \$640,000 in expenditures exceeding the budget, against \$449,661 in unanticipated grant revenue and \$190,339 from the existing fund balance.

Financials

  • The resolution authorized the expenditure of \$640,000 to cover 2023 expenses, primarily for Personnel Benefits (\$427,962) and Insurance (\$141,668).
  • The request was for budget authority to spend existing funds, not a request for additional funds (01:17:00:453–01:17:07:262).

Alternatives & Amendments

No alternatives discussed.

Outcome, Vote, and Next Steps

  • Decision: Motion carried to approve the resolution (Emergency Order, Resolution No. 05-24) as presented (Moved by Eisenhour, Seconded by Brotherton).
  • Vote: Unanimously in favor (01:20:41:820).
  • Next Steps: Staff will proceed with implementation of the budget extension and continue focusing on improved internal financial processes.

Shoreline Master Program (SMP) Periodic Review Public Hearing

Metadata

  • Time Range: 01:27:11.726–03:08:52.655
  • Agenda Item: Shoreline Master Program (SMP) Periodic Review Amendments
  • Categories: land use, planning, ordinances, environmental, permits

Topic Summary

The BOCC held an official public hearing on the Shoreline Master Program (SMP) periodic review, which is mandatory under the state Shoreline Management Act. Staff noted the process has included significant feedback, an Ecology review, and a grant-funded effort to refine the plan. The current major points of contention addressed in the hearing centered on the aquaculture section, specifically establishing permitting tiers for geoduck farming (Standard Conditional Use Permit (CUP) vs. Discretionary CUP) and concerns regarding buffer requirements (Modest Home/Common Line provisions) and enforcement. Due to the high volume of interest, testimony was limited to two minutes per person, and the hearing was kept open for future BOCE deliberation, workshop, and potential additional testimony upon adoption of a final ordinance.

Key Discussion Points

  • Timeline/Process: DCD Director Josh Peters confirmed that the final decision rests with the Department of Ecology (DOE) after the county takes action (01:29:42:747–01:29:57:448). The ordinance is targeted for adoption on February 12, 2024, possibly followed by deliberations on January 16 and 22. The plan is to keep the hearing open until that date (01:31:19:810–01:32:41:879).
  • Aquaculture Permitting: Amy Summe (consultant) explained the approach of applying a mix of Standard (C) and Discretionary Conditional Use Permits (C(d)) for new/expanded geoduck based on the Shoreline Environment Designation (SED) (01:42:53:702–01:43:44:513). The draft seeks to fill "gaps" and incorporate elements from Kitsap County's regulations (01:40:55:648–01:41:23:657). Industry representatives argued against mandatory CUPs for conversions/expansions, citing redundant regulation and negligible environmental impact according to past studies (02:13:546–02:14:28:605). Public speakers argued for a Standard CUP for all geoduck permits to ensure public input, neutral review, and local enforcement of ecological criteria (02:49:56:470–02:50:15:786).
  • Buffers (Modest Home/Common Line): Lisa Grueter (consultant) reviewed the three pathways for modifying buffers for single-family homes, clarifying the use of the "Modest Home" provision for non-conforming lots and the "Common Line" provision for conforming lots (01:44:54:458–01:48:38:813). Both often require enhancing "80% of the shoreline frontage" to offset the reduced buffer depth (01:46:07:435–01:47:19:705).
  • Substantial Development Permits (SDP): Commissioner Brotherton questioned if the new threshold based on state guidelines (roughly \$8,500) overrides the need for an SDP for items like buoys. Staff clarified that falling under the cost threshold results in a shoreline exemption (no SDP needed) but does not exempt the project from meeting all SMP standards (01:49:35:338–01:50:26:970).
  • Geoduck Industry Data: Industry staff stated Taylor Shellfish sells 50% of its product domestically and 56 of its full-time geoduck employees are based in Washington, 11 of whom are directly in Jefferson County (Discovery Bay) (03:03:55:643–03:05:36:525). Citizens countered that their observation suggested jobs were limited to short, low-tide windows over the 5-7 year cycle and doubted the food production benefit, asserting 99% of geoduck is exported to China (02:45:16:820–02:46:57:575).

Public Comments

Approximately 30 people testified. Key themes: - Pro-Industry/Against Mandated CUPs: Industry and related public (Taylor Shellfish, Humahuma Company, Pacific Coast Shellfish Growers Association) argued that CUPs for expansion/conversion are redundant given existing state/federal regulations, burdensome, and would harm a sustainable industry that cleans water and supports rural jobs. - Pro-Standard CUPs/Ecological Concerns: Local residents (especially from Shine and Discovery Bay) argued a Standard CUP is mandatory for transparency and ecological protection, citing specific visual evidence of eelgrass destruction, plastics pollution (microplastics), and the liquefaction damage caused by hydraulic harvesting.

Supporting Materials Referenced

  • References to the Washington Sea Grant study and federal biological opinions (NOAA, US Fish and Wildlife Service) were used by the industry to support claims of insignificant environmental impact.
  • Commissioner Dean noted finding a map of Shoreline Environmental Designations (SEDs) in the county's GIS system, after confirming its existence with George Terry, a staff member (02:59:54:147–03:00:13:950).

Financials

  • The state financial threshold for a "substantial development" permit (SDP) is set at roughly \$8,500 (01:49:35:338).
  • Taylor Shellfish employs 56 full-time geoduck staff, with 11 working in Jefferson County (03:05:09:123–03:05:36:525).

Alternatives & Amendments

  • Discussion on "Modest Home" sizing criteria (currently 2,500 sq ft) led Commissioner Eisenhour to state that this size did not sound "modest" in the context of the county or its viewshed (02:54:21:577–02:54:32:216).

Outcome, Vote, and Next Steps

  • Decision: No action taken; the public hearing remains officially open.
  • Vote: Not applicable.
  • Next Steps:
  • January 16: SMP Workshop scheduled (with no public testimony).
  • January 22 (Tentative): SMP Deliberations scheduled, with staff to prepare responses on specific questions.
  • February 20 (Tentative): Potential action by the BOCC to adopt the ordinance, which would include a subsequent opportunity for public testimony focusing on the final ordinance language (03:07:08:083–03:07:20:934).
  • Staff was tasked with clarifying the definition and intent of the "Priority Aquatic" SED, redundancy issues with other state and federal permits, and the conflicting scientific data regarding the "no net loss" standard and commercial geoduck farming (02:58:47:156–02:59:48:948).

Reconvening the Growth Management Steering Committee (GMSC)

Metadata

  • Time Range: 03:09:10.648–04:07:23.911
  • Agenda Item: Workshop agenda item for reconvening the GMSC.
  • Categories: planning, services, infrastructure, ordinances, personnel

Topic Summary

The DCD staff presented a framework for formally reconvening the Growth Management Steering Committee (GMSC) to address mandatory requirements for the 2025 Growth Management Act (GMA) Periodic Update. The core tasks are allocating the projected population of 5,900 people through 2045 and reviewing/amending the County-Wide Planning Policies (CPPs). Staff sought direction on the committee's composition in light of past membership (City, Port, UGA reps) and new state requirements (HB 1717) mandating Tribal input on CPPs. The BOCC agreed to a leaner, advisory-focused GMSC that would include representatives from the PUD and Port Hadlock UGA, while confirming all three commissioners' participation.

Key Discussion Points

  • GMSC Mandate: Joel Peterson stated the GMSC must allocate projections of 5,900 persons from 2025 to 2045, noting that most growth is projected to be due to in-migration (03:13:22:384–03:14:01:642).
  • New Tribal Requirement (HB 1717): The new state bill requires the County to invite tribes with "seated lands" (reservations) to participate in CPP reviews and to allow others to participate by request via resolution from the Tribal Council, though formal government-to-government meetings are not automatically required at the planning level (03:17:47:159–03:21:07:490).
  • GMSC Structure: Josh Peters recommended moving away from differentiating between voting and non-voting members, treating the GMSC as an advisory body to the BOCC, which ultimately holds decision authority under GMA (03:25:28:118–03:26:09:592).
  • Proposed Composition: The BOCC provided guidance for the new GMSC membership: 3 County Commissioners, 2 City Councilors, 1 PUD Commissioner, 1 Port Commissioner, and recruiting 1 Port Hadlock UGA resident (04:02:11:452–04:03:02:267).
  • Stakeholder Involvement: The BOCC agreed that other important stakeholders (e.g., Fire/School Districts) and Tribes would be listed as parties invited to participate in the open meetings, rather than formally listed as committee members (04:00:33:383–04:00:51:020).
  • Affordable Housing Element: The BOCC noted this new element (mandating planning for income bands) will complicate coordination with the city and require conversations about balancing density goals between the city and the Port Hadlock UGA (04:01:21:918–04:02:14:359).
  • Initial Focus: The first GMSC priority will be reviewing the OFM population band (likely medium) and the original 2015 split allocation to give the city a number to plan against (03:52:56:398–03:53:17:993).

Public Comments

No public comment on this topic.

Supporting Materials Referenced

  • OFM Population Projections (middle range) of 5,900 persons (2025–2045).
  • State legislation included in the presentation: House Bill 1717 (Tribal participation) and House Bill 1110 (Housing element requirements).

Financials

  • The process is largely supported by three Commerce grants: the periodic update grant, the middle housing grant, and the climate planning grant (03:55:25:823–03:55:42:777).

Alternatives & Amendments

  • An alternative to merging the GMSC work into the Intergovernmental Collaborative Group (ICG) meetings was proposed by Commissioner Brotherton, but staff argued that the complexity and need for a focus on detail made a smaller, distinct GMSC preferable, with the ICG acting as a forum to present final outcomes (03:31:13:308–03:33:42:154).

Outcome, Vote, and Next Steps

  • Decision: Guidance provided to DCD staff to draft a new GMSC resolution based on the BOCC's recommended composition (3 BOCC, 2 city, 1 Port, 1 PUD, 1 UGA rep.) (04:02:11:452–04:03:02:267).
  • Vote: Not applicable (Workshop).
  • Next Steps:
  • Staff (Josh Peters, Joel Peterson, Barbara Ehrlichman, Carolyn Gallaway) will draft the new resolution and circulate it to the commissioners before formal adoption.
  • Recruitment will begin for the Port Hadlock UGA representative, with the goal of holding the first GMSC meeting around February 8, 2024 (03:59:04:622–04:00:01:645).
  • Commissioner Brotherton to be included in the tribal engagement meeting with Bridget Ray from Commerce (03:36:36:489).

Site Development Review (SDR) and Backlog Milestone Report

Metadata

  • Time Range: 04:08:447–04:21:472
  • Agenda Item: Site Development Review (SDR) Milestone Report
  • Categories: operations, permits, budgeting, planning

Topic Summary

The DCD presented a milestone report showing significant progress in eliminating the backlog of Site Development Review (SDR) applications that accumulated following the expiration of the development moratorium in 2022. Director Josh Peters attributed the challenge to drastic staff turnover and software transition challenges. The success was credited to a deliberate strategy of hiring and relying on third-party consulting services (Atwell, LLC) and the implementation of better internal processes, which has reduced the queue from hundreds to 20-30 complex cases. The focus is now shifting toward institutionalizing new processes to prevent future backlogs and address long-term cost recovery.

Key Discussion Points

  • Progress: DCD (with consultant help) has worked through the backlog and expects to eliminate it by the end of the first quarter of 2024 (04:12:29:120–04:13:01:489).
  • Success Metrics: Commissioner Eisenhour congratulated the DCD team, noting that the tone of conversation in the community has "completely changed," with her phone now ringing less and applicants being satisfied (04:13:26:988–04:14:11:254).
  • Funding/Cost Recovery: The cost of using third-party consultants (\$114,000 to date) exceeded the collected SDR permit fees. Josh Peters confirmed DCD will present the results of a comprehensive fee study later this year, as staff is committed to addressing the fact that even without consultants, DCD is "still not at a hundred percent fee recovery" (04:18:17:755–04:18:49:184).
  • Process Improvements: Plans include sending more staff to lean training, creating Standard Operating Procedures (SOPs), and deploying a tiered review system to expedite simple cases (04:14:59:650–04:15:14:918).
  • George Terry emphasized the progress was a "fantastic example of a collaborative effort" involving new DCD staff and temporary consultants (04:16:00:820).

Public Comments

No public comment on this topic.

Supporting Materials Referenced

  • A 4-page bullet point progress report was characterized as "giving me more joy than any other document this year" by Commissioner Brotherton (04:16:27:804).
  • The document contained detailed financial breakdowns including the estimated total backlog cost of \$152,672 (including consultant fees and staff time).

Financials

  • Expenditure on Consultants (Atwell): \$114,000 has been spent to date (Aug–Dec 2023) to clear the backlog, exceeding fees collected (04:17:07:755).
  • Net Deficit (Estimated): Approximately \$48,000 for the SDR backlog following fee collection.
  • The average cost of an Atwell-reviewed SDR was \$616 versus the DCD base fee of \$428 (04:18:38:077).

Alternatives & Amendments

No alternatives discussed. The BOCC implicitly endorsed the reliance on consultant staffing to aggressively clear the queue.

Outcome, Vote, and Next Steps

  • Decision: No action taken; item was informational.
  • Vote: Not applicable.
  • Next Steps:
  • DCD will continue efforts to clear the remainder of the backlog (targeting Q1 2024 completion).
  • DCD will bring forward the results of the fee study and policy questions on achieving full cost recovery later in 2024 (04:18:26:701).

BOCC Goals/Priorities Planning and Letter of Support

Metadata

  • Time Range: 04:21:543–05:02:12:282
  • Agenda Item: Letter of Support and Annual Planning Work Goals
  • Categories: services, governance, operations, budgeting

Topic Summary

The BOCC unanimously approved a letter of support for capital funding for the Blue Heron Middle and Ocean School-based health clinic. Following this, the commissioners engaged in preliminary annual goals planning, agreeing on a short list of high-priority areas for the year that would focus on improving internal efficiency and addressing major infrastructural and planning issues. Key themes included achieving consistency across county funding committees and reigniting strategic capital facility planning.

Key Discussion Points

  • Letter of Support: Unanimously approved for a state capital budget request by Susan O'Brien for the School Based Health Clinic (SBHC) for Blue Heron Middle and Ocean Schools (proposed 2024-2025 opening) (04:36:01:925–04:36:37:649).
  • Goal Setting Philosophy: The discussion was motivated by a citizen's comment (Peter West) about the overwhelming list of BOCC responsibilities, echoing former Microsoft CEO Steve Ballmer's advice that "Leaders can only really do a few things" and thus need to focus on "the right things" (04:43:56:119–04:44:11:356).
  • Funding Consistency Workshop: A shared priority across the board is establishing best practices and greater consistency among county funding committees (LTAC, Behavioral Health, Housing Fund Board, PIF) regarding budgets, grant processes, reporting, and committee recruitment (04:45:10:446–04:53:30:266). This would help mitigate challenges arising from frequent commissioner rotation and staff turnover.
  • Capital Facilities: The BOCC prioritized re-engaging in strategic capital facility planning, now possible with the new Central Services Director (starting February 5) (04:58:28:539–04:58:35:444).

Public Comments

  • No public comment was received on the letter of support or on the annual planning goals.

Supporting Materials Referenced

  • Request from Susan O’Brien regarding the School-Based Health Clinic.

Financials

  • The unanimous vote supports a request for capital funding (amount not specified) for the School Based Health Clinic (04:36:32:526).

Alternatives & Amendments

  • No alternatives were formally discussed, but brainstorming focused on how to make the prioritized goals actionable and trackable (e.g., standardized templates for boards, "5 big ideas" theme).

Outcome, Vote, and Next Steps

  • Decision: The letter of support was approved (Unanimous, 3-0).
  • Vote: Aye (Dean, Brotherton, Eisenhour, 04:36:37:649).
  • Next Steps (Initial BOCC 2024 Goals/Priorities):
  • Better connection/interface with departments (e.g., department work plans/briefings).
  • Clarification/standardization of operations for Funding Committees (LTAC, HFB, BH, PIF).
  • Strategic Plan and Community Wildfire Plan Implementation.
  • Improved county communications and website accessibility.
  • Re-establishing Capital Facility Planning.
  • Future Scheduling: Workshop for funding consistency of grants committees is tentatively scheduled for January 22nd or February 5th (04:52:29:886–04:52:38:635).

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