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01/19/24 11 AM: County Updates: Strategic Plan, Munis, Snow Response Challenges

County Updates: Strategic Plan, Munis, Snow Response Challenges

Jefferson County departmental roundtable covered strategic plan implementation, Munis system progress, office updates, extensive snow/ice storm response discussion, HR/CBA, and planning amid infrastructure issues like elevator outage. No votes; informational.

Strategic Plan Implementation

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  • Time Range: 00:01:29.001–00:05:14.093 (PART 1)
  • Categories: planning, operations

Summary

Heidi Eisenhour provided an update on strategic plan implementation, noting work with Barry Dunn on a proposal for finalizing the implementation plan, progress reporting to the board, and developing data dashboards for tracking over the five-year period. She reviewed the plan and identified logical department assignments for objectives, such as community health assessment to Public Health (Barb Jones), emergency preparedness to Willie, Port Hadlock phase one to Public Works, and business-friendly zoning to DCD. No questions or concerns were raised by participants.

Key Discussion Points

  • "Mark has been working with Barry Dunn to secure their services... they've sent us a proposal and we're reviewing it but it includes 3 tasks" Heidi Eisenhour.
  • Objectives align with existing department work: "enhanced multi-use and business friendly zoning to encourage more business location in Jefferson County... logical places for these objectives to reside" Heidi Eisenhour.
  • Plan to create a table of objectives and departments, possibly from Barry Dunn or an Excel sheet Heidi Eisenhour.

Public Comments

No public comment on this topic.

Supporting Materials Referenced

Agenda lists "Strategic Plan Implementation" with Heidi Eisenhour (District 2) as presenter; no detailed documents provided.

Financials

No financial information discussed.

Alternatives & Amendments

No alternatives discussed.

Outcome, Vote, and Next Steps

  • Decision: Updates shared; plan to contact Barry Dunn for department table or create Excel version.
  • No Vote: Informational update.
  • No next steps specified.

Munis System Updates: Contracts, Grants, and ESS/Payroll

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  • Time Range: 00:05:14.093–00:10:27.521 (PART 1)
  • Categories: contracts, budgeting, personnel, operations

Summary

Judy Shepherd updated on progress integrating contracts, grants, and ESS/payroll into Munis amid staff changes and hiring needs. Grants training is ongoing for Amanda Christopherson with more Munis background needed; contracts entry is starting with Public Health and ADL training, using Excel tracking initially for easier auditing and budget matching. ESS/payroll will advance under Sarah McIntyre post-training, delayed by new team, CBA changes, W2s, and quarterlies.

Key Discussion Points

  • "Contracts is hot... Public Health they are ready to start entering contracts... setting up to work with ADL and Carolyn this next week" Judy Shepherd.
  • "If your department has contracts... reach out to me... we'll get some training set up" Judy Shepherd.
  • ESS: "Sarah Mcintyre has joined our payroll team... she's probably gonna be heading up that project... new payroll team... CBA changes that are huge" Judy Shepherd.

Public Comments

No public comment on this topic.

Supporting Materials Referenced

Agenda lists "ESS/Contracts/Grants in Munis" with Judy Shepherd (Finance Manager) as presenter; no detailed documents provided.

Financials

No specific monetary figures discussed.

Alternatives & Amendments

No alternatives discussed.

Outcome, Vote, and Next Steps

  • Decision: Departments encouraged to contact Judy for contract training and entry starting this month.
  • No Vote: Informational update.
  • Next Steps: Periodic updates on progress; continue training and hiring.

Assessor's Office Update

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  • Time Range: 00:10:58.032–00:14:38.850 (PART 1)
  • Categories: budgeting, other

Summary

Jeff Chapman reported completing levy certification early despite software flaws that zeroed out levies like hospital district; abstract nearly ready after double-checking. Concerns raised about uncorrected software error affecting multiple counties and potential legislative changes like homestead exemption increasing assessor workload for residence verification and income auditing. Appraisers began 2024 revaluations in school district 50 areas outside Port Towns (e.g., Discovery Bay, Cape George).

Key Discussion Points

  • "Our software has flaws... zeroed out the hospital district" Jeff Chapman.
  • Legislative: "70 bills... homestead exemption... would be a complete change in our software... add 2 to 3 FTEs" Jeff Chapman.
  • On assessors legislative committee tracking property tax bills Jeff Chapman.

Public Comments

No public comment on this topic.

Supporting Materials Referenced

No supporting materials referenced.

Financials

No specific monetary figures discussed.

Alternatives & Amendments

No alternatives discussed.

Outcome, Vote, and Next Steps

  • No action taken: Informational roundtable update.
  • No next steps specified.

Auditor's Office and Elections Update

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  • Time Range: 00:15:13.122–00:18:47.870 (PART 1)
  • Categories: operations, personnel, infrastructure

Summary

Brenda reported on three elections: Port Ludlow language district (Feb 6), school specials (Feb 13), presidential primary delayed by state certification. Challenges include broken elevator blocking election equipment access, with logic & accuracy testing using lower-level gear; W2s mailed after verification; interviewing for AP position to relieve auditing burden on Noemi, Jessie, and herself.

Key Discussion Points

  • "Elevator down... election equipment stored down in the lower level... Ben working with this to get a room down there" Brenda.
  • Presidential primary: "State certified... delayed 2 days to get it to our printer... Donald Trump will be on the actual primary ballot" Brenda.
  • W2s: "First year in Munis... checked and double check that the amounts were right" Brenda.

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

  • No action taken: Informational roundtable update.
  • Next Steps: Continue interviewing for AP; hope elevator fixed before state logic & accuracy visit.

Sheriff's Office Update

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  • Time Range: 00:18:47.870–00:20:10.443 (PART 1)
  • Categories: personnel, public safety, infrastructure

Summary

Sheriff Joe reported hiring Dylan Heck as new courthouse security officer (lateral from Clallam County Sheriff's, started Jan 14, currently FTO). Deputies responded to 43 traffic accidents from snow last Thursday to meeting date, including serious Center Road incident where driver had cruise control at 55 mph on icy roads.

Key Discussion Points

  • "New security officer... Dylan Heck... started on January fourteenth" Sheriff Joe.
  • "43 traffic accidents... guy said, I don't know what could have went wrong. I had my cruise control set at 55" Sheriff Joe.

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

  • No action taken: Informational roundtable update.
  • No next steps specified.

Snow/Ice Storm Response, Office Closures, and Road Conditions

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  • Time Range: 00:20:24.818–00:37:41.376 (PART 1, spanning multiple speakers)
  • Categories: operations, infrastructure, personnel, public safety

Summary

Extended discussion on recent snow/ice storm: appreciation for Public Works' efforts (nearly 1M lbs sand, 101K lbs salt over 4 days with small crew on 20-24 hr shifts); 43 accidents mostly driver error; elevator issues compounding access problems. Veronica called for transparent team-based review of office closure process (citing personal loss, port/schools closed early); Jeff/others noted fairness challenges for remote employees; Monty emphasized road crew constraints (no salt budget like DOT, vacancies, prioritization per website, unrealistic expectations). Suggestion for committee involving experts; deputies can share road intel.

Key Discussion Points

  • "Lost a child due to icy road conditions... like a transparent process and a team... port closed early, schools closed early" Veronica.
  • Public Works: "Nearly a million pounds of sand... over a hundred 1,000 pounds of salt... half the size crew... prioritize them. It's all on our website" Monty.
  • "Committee is a great idea... knowledge in public works and on roads" Heidi Eisenhour.
  • Accidents: "Majority... people driving like normal... deputies out there... pass on information to county roads" Sheriff Joe.

Public Comments

No public comment on this topic.

Supporting Materials Referenced

No supporting materials referenced.

Financials

County lacks salt budget like DOT; no other figures.

Alternatives & Amendments

  • Consider committee for closure decisions rather than one person (Mark) Veronica, Heidi, others.
  • PTO or benefits for essential workers (e.g., road crews from Squamish) who must work Monty.

Outcome, Vote, and Next Steps

  • No action taken: Discussion only; Mark reportedly felt hindsight call was wrong.
  • No next steps specified.

Treasurer's Office Update

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  • Time Range: 00:21:18.483–00:26:01.110 (PART 1)
  • Categories: budgeting, operations, personnel

Summary

Stacey reported advance levy receipt from Assessor enabling mid-February tax statements and website payments; year-end trailing items like 13th month benefits posted, to be included in reports. Thanked for snow closure considerations; four staff pursuing GFOA Certified Public Finance Official training (2-5 years, 2-5 hrs/week) for professional growth amid no career ladders.

Key Discussion Points

  • "Kudos on getting it done on time... tax statements... mid February" Stacey.
  • "4 out of the 5... signed up for the certified public finance officials training" Stacey.
  • Office closures stressful for Port Angeles commuters (e.g., 5 hrs in car) Stacey.

Public Comments

No public comment on this topic.

Supporting Materials Referenced

No supporting materials referenced.

Financials

13th month benefits posted affecting cash/general fund.

Alternatives & Amendments

No alternatives discussed.

Outcome, Vote, and Next Steps

  • No action taken: Informational roundtable update.
  • No next steps specified.

HR and Collective Bargaining Update

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  • Time Range: 00:40:01.467–00:42:25.509 (PART 1)
  • Categories: personnel, contracts

Summary

Sarah reported W2 success amid Munis/staffing changes; entering wage/grade/step data into Munis with payroll team. CBA: UFCW/mid-2023 and Sheriff's admin adopted Dec; Public Works ratification vote pending (possibly delayed by weather); scheduling central services; FLPR corrections, deputies, command expire year-end, opening June.

Key Discussion Points

  • "Successfully bargained... UFCW mid 2023 Sheriff's office admin... Public works vote... Wednesday or Thursday" Sarah.
  • "Halfway or so" through CBAs Sarah.

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

  • No action taken: Informational roundtable update.
  • Next Steps: Public Works ratification; schedule central services; open remaining CBAs in June.

District Court and Courthouse Elevator Update

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  • Time Range: 00:42:49.045–00:45:32.343 (PART 1)
  • Categories: operations, infrastructure

Summary

Brian reported elevator outage risking Thursday trial due to juror access (ADA issues, stairs unsuitable); awaiting East Coast part; affects courthouse departments' planning/public access. Shoutout to records dept for handling record transitions.

Key Discussion Points

  • "Scheduled for a trial on Thursday... can't reasonably expect... juror population... up the stairs" Brian.
  • "Waiting on a part that got stuck on the East Coast" Brian.
  • Encourage facilities email updates Brian.

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: Setting status hearings for trials.
  • No Vote.
  • Next Steps: Facilities to send status emails; new justice center wished for.

DCD Planning Updates

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  • Time Range: 00:45:47.051–00:49:15.481 (PART 1)
  • Categories: planning, land use, infrastructure

Summary

Kate/Josh reported new staff Vince Ben for long-range planning (2025 periodic update, capital facilities/transportation liaison with Public Works/central services). Responding to Ecology/FEMA community assistance (audits) on flood insurance/NFIP; Shoreline Master Program to board Monday, ordinance Feb; resolution to reconvene growth mgmt steering committee (city, port, PUD) for 20-year population projections/allocations. Improved cooperation with Port Townsend.

Key Discussion Points

  • "New staff person... Ben... long range planning... capital facilities and transportation elements" Kate/Josh.
  • "Responding to the community assistance visit... from Department of Ecology... National Flood Insurance Program" Kate.
  • "Resolution... reconvene the growth management steering committee... population projection" Kate.

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

  • No action taken: Informational roundtable update.
  • Next Steps: Shoreline to board Monday; ordinance Feb; growth resolution; Ecology response due today.

Background Materials

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