PACKET: Commissioners Meeting at Mon, Jan 22, 09:00 AM

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Naylors Creek Culvert Replacements (County Project No. 18020592)

Topic Summary

The County proposes issuing a Call for Bids for the Naylors Creek Culvert Replacements project at West Valley Road and Gibbs Lake Road to address fish passage barriers. This federally funded project aims to replace existing culverts with larger precast concrete structures to restore stream function and improve fish passage. The estimated cost for construction is $1,704,409, entirely covered by federal PROTECT funding.

Key Points

  • The project is titled "Naylors Creek at West Valley Road and Gibbs Lake Road - Culvert Replacements," County Project No. 18020592, and Federal Aid #PROTECT–2016(029).
  • The primary goal is to remove fish passage barrier culverts and replace them with larger precast concrete structures at two locations: West Valley Road (MP 2.6) and Gibbs Lake Road (MP 1.8).
  • Work at West Valley Road includes installing a 50-foot long, 14-foot wide, 9.5-foot high three-sided box culvert with four concrete wingwalls, and regrading 215 feet of stream channel.
  • Work at Gibbs Lake Road includes installing a 58-foot long, 12-foot wide, 7-foot high box culvert with two concrete block retaining walls.
  • The project involves temporary stream diversion and fish exclusion assistance.
  • The replacement structures must be designed in accordance with AASHTO LRFD Bridge Design Specifications.
  • Construction plans include temporary traffic control for both locations, specifying a detour over SR 19, Center Road, and Egg & I Road for West Valley Road.
  • The contractor is required to delineate clearing limits with high visibility fence and maintain restricted access, minimizing disturbance to existing vegetation.

Financials

  • Engineer's Estimate (Total Project Cost): $1,704,409.
  • Funding Source: 100% covered by Federal Promoting Resilient Operations for Transformative, Efficient, and Cost-Savings Transportation (PROTECT) funding through WSDOT.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • January 16, 2024: Notice To Contractors (Call for Bids) Dated
  • February 22, 2024 (2:00 PM): Sealed bids due at the Office of the County Commissioners.
  • December 22, 2023: Cover Sheet and project plans Issued.
  • Construction Term: Not specified, but work duration is implied following the bid award.

Next Steps

The Board is requested to approve the Contract Plans and sign the Call for Bids document, and then return both to Public Works.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Bruce Patterson, P.E. - Project Manager (Public Works)
  • Sargent Engineers, Inc. - Design Team (J.S. Seward, C.B. Koen)

Proclamation: Parks and Recreation Volunteer Appreciation

Topic Summary

The Board of County Commissioners held a discussion and approved a proclamation recognizing the significant contributions of volunteers to the Jefferson County Parks and Recreation mission in 2023. Volunteer efforts spanned youth sports coaching, park maintenance, and advisory roles, providing substantial value equivalent to over two full-time employees.

Key Points

  • Jefferson County Parks and Recreation operates 22 parks on 1,100 acres and provides sports leagues, classes, and camps.
  • Volunteers are essential for core functions, including coaching youth sports, operating the Rec-Center and summer camps, maintaining and constructing park amenities, managing live-on-site park caretakers/camp hosts (at Gibbs Lake Park, Oak Bay Campground, HJ Carroll Park), participating in trail work, and managing the adopt-a-park program (Irondale Beach Park, Indian Island Park).
  • The total volunteer effort in 2023 amounted to 4,809 hours, which is equivalent to 2.31 full-time employees.
  • The non-profit Independent Sector estimated the value of one volunteer hour at $31.80.

Financials

  • Total calculated value of donated volunteer labor and services in 2023: $152,926.
  • Financial management of volunteer activity is integrated into the existing Parks and Recreation budget and does not require new funds.

Alternatives

None specified.

Community Input

  • Jon Cooke: Parks and Recreation Advisory Board Chair, thanked the Board.
  • Vern Bessey: PRAB member, thanked the Board.

Timeline

  • 2023: Time frame during which 4,809 volunteer hours were donated.
  • January 22, 2024: Proclamation approved and adopted.

Next Steps

The proclamation was approved and adopted by a unanimous vote.

Sources

  • Matt Tyler - Parks and Recreation Manager

Revision of Policy for Consideration of Fee Waiver Requests

Topic Summary

The Board is considering a revised policy (replacing Resolution 74-95) that delegates the authority to approve fee waiver requests to department directors and elected officials, subject to certain financial limits and stated criteria. The revision aims to streamline the process for minor, straightforward fee waiver requests, reducing the burden on the Board.

Key Points

  • The proposed resolution revokes and replaces former Resolution 74-95 (adopted August 1995).
  • The new policy delegates fee waiver approval authority to the department director or acting director (excluding other designees).
  • Department director approvals are limited to requests of $500 or less. Requests exceeding $500 must still be sent to the Board of County Commissioners for a written decision.
  • Fee waivers may be partial.
  • Waiver criteria remain the same as Resolution 74-95:
  • The waiver supports a public interest or public benefit identified in writing, or is necessary to support an indigent individual.
  • All similar requests must receive the same approval.
  • The amount waived must be covered by existing grant funds or other funds available to the department.
  • The director must issue a written decision within 10 business days applying all criteria and send a copy to the County Administrator’s Office for monitoring compliance.
  • The resolution is considered categorically exempt from SEPA under WAC 197-11-800(19).

Financials

  • Department-level fee waiver approvals are capped at $500 or less per request.
  • The fee waiver itself must be fiscally covered by available departmental funds (grants or existing funds).
  • Fiscal Impact of adopting the resolution: None listed.

Alternatives

None specified.

Community Input

The Board previously discussed the policy during the January 16, 2024 meeting, leading to changes adopted in this proposed resolution (setting the $500 limit, limiting approval to directors, and allowing partial waivers). No formal public comments are referenced in the summary.

Timeline

  • August 1995: Resolution 74-95 adopted.
  • January 16, 2024: Board requests changes to the draft policy.
  • January 22, 2024: Proposed Revised Resolution presented.
  • Upon Passage: Resolution takes full effect immediately.

Next Steps

The Board is recommended to approve the attached resolution (Resolution NO. XX-24).

Sources

  • Mark McCauley - County Administrator
  • Barbara D. Ehrlichman - Civil Deputy Prosecuting Attorney (approved as to form)

Topic Summary

Nine grant agreements were prepared for approval, distributing affordable housing and homelessness funding, primarily from Fund 148, to six non-profit service providers as recommended by the Housing Fund Board (HFB) on December 4, 2023. These grants fund various projects, including critical home repairs, emergency domestic violence shelter, and operations for transitional and permanent supportive housing facilities.

Key Points

  • The funding decisions stem from the Housing Fund Board’s 2024 recommendations, approved by the Board of County Commissioners (BOCC) on December 4, 2023, following an RFP process.
  • All agreements listed below have a term from January 1, 2024, to December 31, 2024.
  • Bayside Housing - Peter’s Place Sanitation Facility: $23,449.49 from Fund 148 to replace a malfunctioning FEMA bathroom trailer with a new, ADA-compliant facility utilizing efficient heating and plumbing systems to reduce water and electricity costs. The facility serves 12 units/12-15 residents of the Peter's Place Tiny Shelter Village.
  • Bayside Housing - Tiny Shelter Village Operations: $100,000 from Fund 148 (Note: the Contract Review Form and Fiscal Impact state $10,000 from Fund 148, creating a significant discrepancy/ambiguity in the funding amount and source documentation). This supports operations and case management for 24 Tiny Shelter units across two sites (Peter's Place, Pat's Place), serving up to 40 individuals annually (mostly seniors and low-income workers).
  • Bayside Housing - Woodley Place Operations: $212,150.42 from Fund 148. This funds operations and supportive services for the conversion of the 17-unit Hadlock Motel into Permanent Supportive Housing (PSH), serving up to 34 vulnerable individuals (seniors, veterans, households with children, people with disabilities/health challenges).
  • Dove House - Emergency Domestic Violence Shelter and Services: $127,000 from Fund 148. This funds emergency housing and trauma-informed advocacy services for approximately 105 individuals/35 families fleeing domestic violence and experiencing homelessness.
  • Habitat for Humanity - Critical Home Repairs: $70,000 from Fund 148. This targets at least nine Critical Home Repairs for homeowners at or below 60% AMI, focusing on rural areas like Quilcene and Brinnon (e.g., electrical updates, septic replacement, roof repair). The subsidy uses a forgivable, no-interest note/lien mechanism (forgiveness over 5-15 years).
  • Jefferson Interfaith Action Coalition - Winter Welcoming Shelter: $8,000 from Fund 149. This supports the Winter Welcoming Center, providing shelter (mid-November through mid-April, open 8:30am - 12:30pm, extended hours in severe weather), WiFi, refreshments, clothing distribution, shower tokens, and laundry vouchers for the unhoused population. In the 2020-2021 season, the center served 3,060 guests over 138 days.
  • OlyCAP - Haines Street Cottages: $70,000 from Fund 148. This funds the operation of eight two-bedroom cabins offering continuous transitional housing (up to 24 months) for up to 32 individuals or eight families. It is the county's only clean and sober transitional housing, prioritizing therapeutic courts clients and homeless families with children. OlyCAP states total program costs are $96,170, and utilities are covered by Jefferson County 1/10th of 1% funds.
  • OlyCAP - Emergency Shelter: $126,000, funded $19,000 by Fund 148 and $107,000 by Fund 149. This funds operations for the year-round overnight shelter (Jefferson County Emergency Shelter - JCES) operating out of the American Legion Post #26 basement, prioritizing veterans, seniors (65+), and DV victims. Standard capacity is 12,045 bed nights per year.
  • Owl 360 - Youth and Young Adult Housing: $149,270 from Fund 148. This grant supports operational costs for expanding transitional housing for young adults (ages 18-25 and their children) from 6 units (Pfeiffer House) to 11 units by securing a Master Lease for Parliament House. The combined units are anticipated to serve up to 30 people annually and provide case care, life skills, and resource connections.

Financials

Recipient/Project Total Grant Amount Fund 148 Fund 149 Other Funds/Notes
Bayside - Peter’s Place Sanitation $23,449.49 $23,449.49 $0 Cost for Furnishings/Equipment.
Bayside - Tiny Village Operations $100,000 (Conflict: Form says $10,000) $100,000 (Conflict: Form says $10,000) $0 Total Program Cost: $386,947.77 (Proposed: $136,193.46).
Bayside - Woodley Place Operations $212,150.42 $212,150.42 $0 Total Program Cost: $451,614.06.
Dove House - Emergency Shelter $127,000.00 $127,000.00 $0 Total Program Cost (Dove House Proposal): $283,405 (Requested: $127,139).
Habitat - Critical Home Repairs $70,000.00 $70,000.00 $0 Total Construction/Repair Cost: $135,000.
Jefferson Interfaith - Winter Center $8,000.00 $0 $8,000.00 Total Program Cost (Proposal estimate): $43,500.
OlyCAP - Haines Street Cottages $70,000.00 $70,000.00 $0 Total Program Cost (Proposal): $135,529 (Requested: $96,170).
OlyCAP - Emergency Shelter (JCES) $126,000.00 $19,000.00 $107,000.00 Total Program Cost (Proposal): $482,484 (Requested: $474,801).
Owl 360 - Youth Housing $149,270.00 $149,270.00 $0 Total Program Cost (Proposal): $184,800 (Requested: $160,380).
Total Grants Approved $885,869.91 (approx) $771,869.91 (approx) $115,000.00
Note on discrepancies: The Statement of Issue for Bayside's Tiny Shelter Village lists $100,000, while the Fiscal Impact and Contract Review Form list $10,000. The total is approximated due to this ambiguity.

Alternatives

None specified.

Community Input

None present in the grant request summaries.

Timeline

  • August 28, 2023: BOCC approved funding levels and authorized RFP release.
  • December 4, 2023: BOCC approved Housing Fund Board’s 2024 funding recommendations.
  • January 1, 2024: Project start date (Term start).
  • December 31, 2024: Project completion date (Term end).

Next Steps

The Board approved the Consent Agenda, adopting these agreements.

Sources

  • Carolyn Gallaway - Clerk of the Board
  • Mark McCauley - County Administrator
  • Housing Fund Board (HFB)

Maintenance and Support Agreement for District Court AV Systems

Topic Summary

The District Court is seeking approval for a one-year maintenance and support agreement with Justice AV Solutions (JAVS) to cover the JAVS Centro AX recording system and Video Conference system used for court proceedings. This service agreement ensures the continued ability of the court to meet statutory requirements for keeping records of cases.

Key Points

  • The agreement covers extended warranty, preventative maintenance, and support for the JAVS Centro AX recording system and Video Conference system in the Jefferson County District Court.
  • This maintenance is required to fulfill the mandate of RCW 3.30.070, which requires the district court clerk to keep uniform records of cases and proceedings.
  • JAVS systems support both in-person recording and virtual participation options (Zoom and YouTube) for public access.
  • The service includes Help Desk Support (available Monday-Friday 8:00 am to 9:30 pm EST), bi-annual preventative maintenance, and provision/installation of loaner/replacement equipment for covered items.
  • Response times for on-site repair range from 2 business days (Urgent, e.g., Non-Recording System) to 5 business days (Normal, e.g., minor adjustments).
  • Non-warranted equipment (older than 5 years) requires the customer to pay for parts and replacement; JAVS labor is free for replacement items purchased through JAVS.
  • The contract includes a mandatory arbitration provision and no choice of law provision, which the Prosecuting Attorney noted that the Risk Management must approve.

Financials

  • Total cost: $5,615.00.
  • Funding Source: Trial Court Improvement Fund.
  • Exclusion Billing Rate: $150.00 per hour (1-hour minimum) plus travel and expenses for services not covered by the agreement.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • February 1, 2024: Agreement start date.
  • January 31, 2025: Agreement end date.

Next Steps

The Board approved the Consent Agenda, adopting this agreement.

Sources

  • Brian Gleason - District Court Administrator
  • Justice AV Solutions (JAVS)
  • Megan York - Contract Administrator (JAVS)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • RCW 3.30.070

Amendment No. 4: Chimacum Confluence Project Environmental Site Assessment

Topic Summary

The Public Health Department requested approval for Amendment 4 to the existing Professional Services Agreement with Evren Northwest, Inc. to increase the scope and funding for the Chimacum Confluence Project Phase I and II Environmental Site Assessments (ESAs). The scope is expanding to cover the entire property at 890 Old Hadlock Road, resulting in an additional cost of $2,600.

Key Points

  • The original agreement (June 6, 2022) focused on Phase I and II ESAs for approximately 2.0 acres of the parcel at 890 Old Hadlock Road (APN 901 112 013).
  • Amendment 4 is necessary to complete the Phase I ESA for the entire property, expanding the area from 2.0 acres to approximately 5.3 acres, based on the results of the initial Phase II ESA.
  • The Phase II ESA will remain limited to approximately two acres of the property.
  • The work must be conducted in accordance with EPA and ASTM standards.
  • Amendment 4 also extends the term of the agreement.

Financials

  • Additional amount requested: $2,600.00.
  • Total maximum contract amount: $50,586.30 (increased from the original $20,750).
  • Funding Source: Agreement No. TCPIPG-2123-JeCoPH-00039 with the Washington Department of Ecology.
  • Matching Funds: None required (grant-funded project).
  • Fund#: 128.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • June 6, 2022: Original Professional Services Agreement entered.
  • June 30, 2023: Period ratified with amendment for work performed between this date and amendment execution.
  • December 31, 2024: Agreement end date (extended term).

Next Steps

The Board approved the Consent Agenda, adopting this contract amendment.

Sources

  • Pinky Mingo - Environmental Public Health Director
  • Tami Pokorny - Natural Resources Program Coordinator
  • Evren Northwest, Inc. - Subcontractor
  • Washington Department of Ecology (D.O.E.) - Funding Source

Motion to Affirm HFB Recommendation for Unallocated Affordable Housing Funds

Topic Summary

The process to allocate $194,130 in unallocated Affordable Housing Funds began with an RFP, which yielded only one application from Bayside Housing for Woodley Place Operations. The Housing Fund Board (HFB) unanimously recommended funding Bayside Housing's proposal in full at $95,489, and the Board of County Commissioners (BOCC) is asked to affirm this recommendation.

Key Points

  • The Housing Fund Board (HFB) determined that an amount not to exceed $194,130 was available in Affordable Housing Funds (Fund 148) for unallocated expenditures in 2024.
  • The BOCC approved issuing an RFP on December 11, 2023.
  • Only one application was received: Bayside Housing for Woodley Place Operations, requesting $95,489.
  • The HFB met on January 3, 2024, and unanimously recommended funding the project in full.

Financials

  • Maximum available unallocated funds (RFP amount): Up to $194,130.
  • Amount recommended for Bayside Housing (Woodley Place Operations): $95,489.
  • Funding Source: Fund 148 (Affordable Housing Fund).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • December 7, 2023: HFB approved motion recommending RFP for unallocated funds.
  • December 11, 2023: BOCC approved issuance of RFP.
  • January 3, 2024: HFB reviewed only application and recommended full funding.
  • January 22, 2024: BOCC Agenda Request for affirmation.

Next Steps

The Board is requested to review the HFB recommendation and take action to affirm the 2024 Affordable Housing and Homeless Housing expenditures for Unallocated Funds.

Sources

  • Housing Fund Board (HFB)
  • Carolyn Gallaway - Clerk of the Board
  • Mark McCauley - County Administrator

Addition of Full-Time Equivalent (FTE) Position for Information Technology Office

Topic Summary

The County Administrator is recommending the approval of one additional Full-Time Equivalent (FTE) position for the Information Technology (IT) Office due to chronic understaffing and increasing complexity from new software, cyber security requirements, and the need to prevent staff burnout.

Key Points

  • The current Jefferson County IT Office operates with only 4 employees supporting 339 county employees, a ratio of 1:85.
  • The suggested addition would improve the ratio to 1:68, which is still significantly higher than the benchmark of 1:33 (cited from Clark County, which has 50 IT staff for 1,650 employees).
  • IT complexity has increased due to numerous software programs and elevated cyber security demands.
  • The new technician is expected to provide more responsive support, improve the county's cyber security posture, and mitigate staff burnout.
  • Other County offices (HR, Auditor’s Payroll) were recently "right-sized" from one-person offices to three positions.

Financials

  • Estimated annual cost for the new FTE: Between $90,000 and $100,000.
  • Funding Source: The cost will be distributed to all county departments through the annual cost allocation plan.
  • A supplemental budget request will be submitted in the first quarter (Q1) to secure the necessary budget upon approval of this request.

Alternatives

None specified.

Community Input

None specified.

Timeline

A supplemental budget request is anticipated in Q1 (first quarter). The position would be permanent upon approval.

Next Steps

The Board is recommended to authorize the addition of one full-time equivalent employee for the Information Technology Office.

Sources

  • Mark McCauley - County Administrator

Interagency Agreement for Public Facilities District Financial Feasibility Review (Healthier Together Project)

Topic Summary

Jefferson County proposes entering into an agreement with the Washington State Department of Commerce (COMMERCE) to fund an Independent Financial Feasibility Review (IFFR) for the potential formation of a Public Facilities District (PFD). This review is a mandatory step under state law (RCW 36.100.025) preceding the proposal to replace the existing Mountain View Pool and Gymnasium complex (the Healthier Together Project) via a voter-approved sales tax.

Key Points

  • The proposed PFD would finance the replacement of the Mountain View Pool and Gymnasium complex ("Healthier Together Project").
  • The PFD is intended to be financed via a voter-approved two-tenths of a percent sales tax.
  • The Independent Financial Feasibility Review (IFFR) is required by RCW 36.100.025 prior to forming a PFD, issuing debt/bonds, or long-term lease/purchase/development of a facility.
  • The IFFR will be conducted by an independent contractor chosen by COMMERCE, who will examine the potential costs and the adequacy of expected revenues to meet those costs relating only to the formation of the PFD.
  • Projects the PFD might undertake (design/construction of the multi-purpose recreation facility) will require an additional IFFR per RCW 36.100.025.
  • Jefferson County will pay COMMERCE, who will contract the IFFR service.

Financials

  • Total cost for the IFFR: $11,000.
  • Funding Source: County General Fund – Non-departmental (Fund 001-270).
  • Cost Sharing: The City of Port Townsend has agreed to cover half the cost ($5,500) through an interlocal agreement.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • February 1, 2024: Agreement start date; target date for Kickoff meeting and documentation provision.
  • February 23, 2024: Draft IFFR provided to parties.
  • March 29, 2024 (no later than): COMMERCE reviews IFFR.
  • April 3, 2024 (no later than): Final IFFR provided by Consultant for review.
  • April 12, 2024 (no later than): Final IFFR published and distributed by COMMERCE.
  • April 30, 2024: Agreement End Date.

Next Steps

The Board is recommended to approve the Interagency Agreement with the Department of Commerce.

Sources

  • Mark McCauley - County Administrator
  • Brent A. Butler - AICP, Chief Strategy Officer (via prior Agenda Request, though not signed on this form)
  • Washington State Department of Commerce (COMMERCE)
  • RCW 36.100.025 - State statute requiring the IFFR.

DNR Natural Climate Solutions Jefferson County Allocation

Topic Summary

The Board of County Commissioners discussed the preliminary identification of 952 acres of forestland in Jefferson County designated as candidates for transfer out of trust status for conservation purposes under the state's Natural Climate Solutions proviso. The goal of the discussion was to reach concurrence with the Department of Natural Resources (DNR) on the parcels before a January 31, 2024 deadline, enabling DNR to acquire replacement lands for the affected timber trusts.

Key Points

  • Washington State Legislature's Natural Climate Solutions proviso directs the set aside of 2,000 acres of "structurally complex, carbon dense forestland."
  • DNR identified 952 acres in Jefferson County as candidates for transfer out of trust status, contingent on identifying replacement land.
  • Trust breakdown for Jefferson County parcels:
  • Dabob Area: 671 acres total (606 acres State Forest Transfer Trust; 65 acres Common School and Indemnity Trust).
  • Mt Walker & Notch Pass Area: 281 acres total (all State Forest Transfer Trust).
  • State Forest Transfer Trust land benefits Jefferson County and its junior taxing districts.
  • DNR selected acreage based on pursuing "co-benefits," including conserving areas adjacent to existing habitats, improving habitat connectivity, avoiding isolated fragments, and creating larger riparian buffers.
  • The Dabob parcels meet criteria by being adjacent to the existing Dabob Natural Area Preserve.
  • DNR needs written concurrence from the BOCC ("the legislative authority of the county") to proceed, ideally by January 31, 2024.
  • In a similar discussion in Clallam County, officials raised concerns about securing replacement land that benefits the original taxing districts and the impact on timber revenue flow. DNR staff confirmed they will find replacement land in the same county, ideally within the same taxing district.
  • DNR Methodology for selecting sites: Stands must have at least 60 metric tons of live carbon per acre AND meet one or more criteria of structural complexity (e.g., modelled canopy layers >= 1.8, Quadratic Mean Diameter >= 17 inches for largest 100 trees, or >= 12 trees per acre that are 30 inches diameter class or larger).

Financials

  • Fiscal Impact: None specified in the request. The long-term fiscal impact is implicitly tied to DNR's successful replacement of timber volume/revenues, as the DNR Timber Trust Lands are a source of financial support for junior taxing districts.

Alternatives

  • The motion approved designated the Dabob Bay acreage (671 acres), two parcels at Mount Walker, and two parcels at Notch Pass.
  • The motion included a paragraph concurring with DNR's negotiation with Clallam County to use the Notch Pass acreage for protection around Lake Sutherland in Clallam County.

Community Input

Three public comments were provided after the motion was made but before the vote was taken. The content of the comments was not elaborated upon in the text.

Timeline

  • June 2023: Jefferson County BOCC sent a letter to DNR recommending certain Dabob parcels.
  • December 18, 2023: DNR sent notification to the Commissioners listing the preliminary identified lands.
  • January 3, 2024: Parcels presented to the Board of Natural Resources.
  • January 22, 2024: BOCC discussion and motion authorized a letter of concurrence.
  • January 31, 2024: DNR requested deadline for written concurrence.
  • Future: Land transfers will occur as replacement lands are acquired for each trust; transfers must be appraised for full fair market value and approvals presented to the Board of Natural Resources.

Next Steps

  • Commissioner Eisenhour was authorized to draft a Letter of Concurrence to DNR for the set aside of the Dabob Bay acreage.
  • Chair Dean will sign the letter.
  • The motion carried by a unanimous vote.

Sources

  • Hilary S. Franz - Commissioner of Public Lands (DNR)
  • Duane Emmons - Assistant Deputy Supervisor for State Uplands (DNR)
  • Sarah Ogden - Trust Outreach Specialist (DNR)
  • Bill Wells - Olympic Region Manager (DNR)
  • Commissioner Heidi Eisenhour - District No. 2
  • Peninsula Daily News (PDN) - Cited for Clallam County article on related matters.

Re-establishing the Multi-Jurisdiction Growth Management Steering Committee (GMSC)

Topic Summary

The Board adopted Resolution 09-24 to re-establish a Multi-Jurisdiction Growth Management Steering Committee (GMSC) to advise the Board on Growth Management Act (GMA) planning activities, particularly concerning 2025 Comprehensive Plan Periodic Update requirements like population projections and Countywide Planning Policies (CPPs). The new GMSC composition was finalized after adjusting membership based on a request from the City of Port Townsend and discussion regarding geographical representation.

Key Points

  • The GMSC had been inactive since 2015.
  • The impetus for reconvening is the mandatory 2025 Periodic Update of the Comprehensive Plan required by the state GMA (RCW 36.70A).
  • The GMSC's primary purpose is to advise the BOCC on population projections, population and employment allocations for the next 20-year horizon, reviewing CPP adequacy, and ensuring consistency among plans of the County, City, UGA(s), Port, PUD, and other entities.
  • GMSC Membership/Representation (Amending Resolutions 107-91, 128-92, and 40-99):
  • Three County Commissioners (Full Board)
  • Three representatives of the Port Townsend City Council (increased from two at the request of City staff)
  • One representative of the Port Hadlock/Irondale Urban Growth Area (UGA) community
  • One representative of the Brinnon LAMIRD (added via friendly amendment during the meeting)
  • One representative of the Commission of Port of Port Townsend
  • One representative of the Commission of Jefferson County Public Utility District #1
  • The GMSC will be a non-voting, advisory committee that seeks coordination and consensus.
  • Meetings will be subject to the Open Public Meetings Act and chaired by the BOCC Chair.
  • The GMSC must provide the Intergovernmental Collaborative Group (ICG) an opportunity to review and provide recommendations on its work products.
  • The committee will invite involvement from special purpose districts, federally recognized Indian tribes, non-profit organizations, and private industry groups.

Financials

  • Budgeted funds exist for staff time and some consultant services associated with this process.

Alternatives

The original proposal discussed on January 8 suggested two representatives from the Port Townsend City Council. City staff requested three, which the Board ultimately approved. Commissioner Brotherton requested adding a Brinnon LAMIRD representative, which was accepted as a friendly amendment.

Community Input

None specified (the public comment period was noted but specific content was not included in the resolution summary). A Brinnon LAMIRD member was added due to anticipated growth.

Timeline

  • January 8, 2024: BOCC discussion directing staff on initial committee membership and process.
  • February 8 (Tentative): Proposed date for the first GMSC meeting.
  • 2025: Date the GMA Periodic Update is required for the County and City.

Next Steps

Resolution No. 09-24 was approved by a unanimous vote. Staff is directed to communicate the results to partners, inform appointed members, and plan the first meeting.

Sources

  • Josh Peters - DCD Director
  • Emma Bolin - City of Port Townsend Staff
  • Resolution No. 09-24 (Resolutions 107-91, 128-92, and 40-99 amended)
  • RCW 36.70A.010, RCW 36.70A.110(2), RCW 36.70A.130, Chapter 39.34 RCW, RCW 36.70A.210

Implementation Status of Tyler's Enterprise Permit and Licensing (EPL) Suite (EnerGov)

Topic Summary

The Board held a workshop on the status of the Enterprise Permit and Licensing (EPL) Suite (formerly Tyler EnerGov), a permitting software initially contracted in July 2018. Staff reported on recent accomplishments, noting significant challenges related to persistent understaffing, lack of specialized expertise, data integrity issues, and complexities exceeding the county's current configuration ability. The long-term strategy involves potentially moving to a hosted environment and augmenting configuration efforts with outside consultants.

Key Points

  • The EPL project began in July 2018; it was initially deemed under-resourced, lacking an IT Project Manager and key internal expertise.
  • Accomplishments: All EPL applications are upgraded; core processes documented (Site Development Review, Drinking Water Review, Building Permits, etc.); 40 reported issues closed since August 15 (98 remain); iPads active for building inspections; LaserFiche integration complete; change management process implemented.
  • Challenges: Limited and shrinking IT staff (loss of Sara); need for new staff training and documentation; need for better change/security management; limited internal expertise on EPL and LaserFiche (only Scott); complex features (Online RME, LaserFiche Integration, DIY Septic) are beyond current configuration/support ability; storage limitations on county servers leading to a lack of a testing environment.
  • Customer Self-Service (CSS) Portal:
  • Phase 1 (Target: July 1, 2024): Records search only (by parcel number, address, or map).
  • Phase 2 (Target: July 1, 2025): Intelligent intake forms, fee payment, and detailed searching with attachments.
  • Next Steps (Long-term Strategy):
  • Assess moving to a hosted environment (2/3 of Tyler clients are hosted) to potentially resolve issues related to staffing stability, bandwidth, and application management.
  • Augment configuration efforts with outside consultants.
  • Simplify the environment by standardizing 3rd party application integration and moving off LaserFiche onto Tyler Content Manager.
  • Solicit separate solution for Online RME and DIY Septic functionality.

Financials

  • Fiscal Impact: None at this time, but "additional funding may be needed in the future" for next steps, such as consultants or moving to a hosted environment.

Alternatives

  • Staff are assessing the move to a hosted environment as an alternative to managing the entire system locally, citing issues with local storage and staffing.

Community Input

None specified.

Timeline

  • July 2018: County approved contract for Tyler EnerGov software.
  • July 1, 2024: Target deadline for CSS Portal Phase 1 rollout (records search).
  • July 1, 2025: Target deadline for CSS Portal Phase 2 rollout (intelligent forms, payments, detailed searching).

Next Steps

The Board listened to the staff presentation and discussion about the path forward, including the potential for future funding requests.

Sources

  • Mark McCauley - County Administrator
  • Cherie Moulin - EnerGov Project Manager (Contracted)
  • Scott Carpenter - County Database Expert
  • Josh Peters - DCD Director
  • Pinky Mingo - Environmental Health & Water Quality Director

2024 Human Resources Workplan

Topic Summary

The Human Resources (HR) Department presented its 2024 workplan, focusing on key initiatives to retain and attract a quality workforce, including completing collective bargaining for five contracts, updating policy manuals, and conducting a comparable pay analysis for exempt employees. A key discussion point included enhancing mental health training, which the HR Director agreed to incorporate through a new subcommittee.

Key Points

  • The County employs approximately 339 full-time and part-time staff across 19 departments.
  • 2023 Milestones: Negotiated two Union Contracts (UFCW, Sheriff’s Admin), facilitated an updated Travel Policy, and coordinated Mandatory Training Initiative. There were 87 new hires and 71 separations in 2023.
  • 2024 Work Plan Objectives:
  • Recruit and train a new Human Resources Analyst II.
  • Initiate and complete Collective Bargaining for 5 contracts.
  • Initiate and implement a Strategic Plan.
  • Complete updates to the Personnel Administration Manual.
  • Perform an Exempt employee comparable pay analysis.
  • Implement competitive salaries and support flexible work schedules where practical (Goal 1.a, 1.b).
  • Develop a training program focused on managers and supervisors (Goal 2).
  • Conduct three 'Lunch & Learn' programs for cross-departmental collaboration (Goal 3).
  • Develop and implement an employee recognition program (Goal 4).
  • Measure employee engagement via a year-over-year survey (Goal 5.a).
  • Secure resources for staffing and training for the 2024-2025 budget (Goal 6.a).
  • The HR Director will incorporate a subcommittee focused on increasing mental health awareness and training for County employees into the 2024 Workplan.

Financials

  • The HR Work Plan specifies securing resources for staffing and training for the 2024-2025 budget.
  • The workplan includes implementing competitive salaries, but no specific monetary details or budgets were included in the summary.

Alternatives

None specified.

Community Input

Discussion with the Board led to the addition of a subcommittee to address mental health training among County employees.

Timeline

  • 2024: The period covered by the workplan; collective bargaining efforts will take place this year.

Next Steps

The Board participated in the workshop discussion regarding the workplan. HR Director Melancon will incorporate the mental health subcommittee into the plan.

Sources

  • Sarah Melancon - Human Resources Director
  • Mark McCauley - County Administrator

Re-establishing Water Utility Coordinating Committee (WUCC) Appointments

Topic Summary

The Board of County Commissioners (BOCC) adopted a resolution (Resolution NO. XX-24) to repeal prior appointments and establish a new Water Utility Coordinating Committee (WUCC) due to a lack of reliable records concerning existing members who were appointed over 30 years ago. The new WUCC will advise on updating the Coordinated Water System Plan, in response to recommendations from the PUD identifying ongoing uncoordinated planning risks.

Key Points

  • Jefferson County was declared a Critical Water Supply Service Area in 1983 (Resolution 97-83), and the WUCC was formed at that time.
  • The PUD, County departments, and the Washington State Department of Health have participated in recent coordination meetings (October 27, 2023 and January 5, 2024).
  • The WUCC is being re-established because the PUD continues to find issues of "uncoordinated planning, inadequate water quality or unreliable service" and recommends updating the Coordinated Water System Plan (CWSP).
  • New WUCC members will receive full voting rights.
  • The composition of the new WUCC is:
  • (1) County Commissioner
  • (2) Jefferson County Public Health Director
  • (3) Jefferson County DCD Director
  • (4) City of Port Townsend Public Works Director
  • (5) Public Utility District Number 1 General Manager
  • (6) Olympic Sewer and Water, Inc. President
  • (7) Stakeholder representing a Group A or Group B water utility with fewer than 50 customers (this provision was amended after public input).

Financials

  • A scope of work will be advertised within three weeks to obtain the cost for a consultant to update the Coordinated Water System Plan (CWSP). The scope will separate optional from mandatory CWSP deliverables.
  • Fiscal Impact of adopting the resolution: None specified.

Alternatives

None specified.

Community Input

  • Following public input, staff was directed to include in the resolution that all newly appointed WUCC members would receive full voting rights.
  • Language for position number 7 was amended to specify representation for a purveyor with "fewer than 50 customers."

Timeline

  • 1983: Jefferson County declared a Critical Water Supply Service Area (Resolution 97-83).
  • October 27, 2023, and January 5, 2024: Meetings held between PUD and County departments.
  • January 16, 2024: BOCC Agenda request made to repeal old WUCC appointments.
  • January 22, 2024: Resolution establishing new WUCC adopted.
  • Within three weeks of adoption: Scope of work advertised for CWSP consultant.

Next Steps

The Resolution re-establishing the WUCC (Resolution NO. XX-24) was adopted. A scope of work for the CWSP update consultant will be advertised shortly.

Sources

  • Brent A. Butler - AICP, Chief Strategy Officer
  • Mark McCauley - County Administrator
  • Jefferson County Public Utility District (PUD)
  • RCW 90.54, RCW 70A.100.010, WAC 246-293-150.

Shoreline Master Program (SMP) Deliberations

Topic Summary

The Board continued deliberations on proposed amendments to the Shoreline Master Program (SMP) as part of the required Periodic Review process, focusing primarily on five potential permit options for geoduck aquaculture. These policy decisions are informed by Planning Commission recommendations, public input, and comparison with regulations in neighboring counties.

Key Points

  • The current SMP review process began in 2020.
  • The most significant policy discussion centers on geoduck aquaculture permitting within Aquatic and Priority Aquatic shoreline designations.
  • Upland Shoreline Designations in the County: Conservancy (80%), High Intensity (14%), Natural (5%), Shoreline Residential (1%).
  • Aquatic Shoreline Designations in the County: Priority Aquatic (58%), Aquatic (42%).
  • Priority Aquatic designation criteria: Protects/restores waters vital for salmon/shellfish and includes habitats for endangered salmonids, estuaries, intact drift cell processes, forage fish spawning habitats, and important shellfish areas.
  • Five Permit Options for Geoduck Aquaculture presented:
  • Planning Commission (PC) Recommendation: Mixed Standard and Discretionary Conditional Use Permits (CUPs) based on shoreline environment designation (e.g., Standard CUP for Priority Aquatic, Aquatic (New), or Natural designations, and Discretionary CUP otherwise).
  • Same as #1, EXCEPT treat expansions like new geoduck operations.
  • Modify #1 to change CUP type based on abutting designations, potentially leaving only Shoreline Reaches abutting High Intensity with a Discretionary CUP.
  • Set specific threshold criteria for when a Standard CUP process applies (based on new operations in any SED, conversion/expansion in specific designations, or conversions/expansions exceeding 25% or 'X' acres in Aquatic SED over a 10-year period).
  • Treat all geoduck aquaculture with a Standard CUP.
  • Comparison to Other Counties (for new and conversion geoduck):
  • Kitsap County: All geoduck requires a CUP (hearing required, but administrative CUP available for stabilization).
  • Clallam County: All geoduck requires a CUP (hearing required, no CUP subtypes).
  • Mason County: New geoduck requires CUP; conversions do not. (CUP requires a hearing, no CUP subtypes).
  • The WAC 173-26 management policies require shoreline uses impacting ecological functions of critical habitats to be mitigated according to the sequence described in WAC 173-26-201 (2)(e) to assure "no net loss of ecological functions."

Financials

  • Fiscal Impact: Budgeted funds exist for staff time and consultant services (BERK Consulting, S&W).

Alternatives

Five distinct permit options (listed above) were detailed and deliberated upon.

Community Input

A public hearing was held on January 8, which remains open. No substantive content of public input was summarized in this segment.

Timeline

  • Process has been underway since 2020.
  • January 8: Public hearing held (remains open).
  • January 22: Deliberations continued (Workshop).
  • February 5, 2023: SMP Deliberations to be continued (Note: the year appears incorrect, likely meaning 2024).
  • February 12 (Tentative): Consideration of ordinance to locally adopt SMP amendment.
  • Following local adoption: DNR process begins (includes state comment period, then Ecology decision).

Next Steps

The Board is directed to deliberate and provide direction to staff (DCD Director Josh Peters) to draft an adopting ordinance that reflects the Board's final policy choices.

Sources

  • Josh Peters - DCD Director
  • Lisa Grueter - BERK Consulting
  • Amy Summe - S&W
  • WAC 173-26 (for management policies and mitigation standards)
  • WAC 173-26-201 (2)(e) (for mitigation sequence)

Interagency Agreement: Accessible Community Advisory Committee (ACAC) Grant for Key City Public Theatre

Topic Summary

Jefferson County Public Health (JCPH), Developmental Disabilities Division, requested approval of an Interagency Agreement with the Washington State Employment Security Department (ESD) to accept grant funds of $13,750.00. These funds will be used by the Jefferson County Accessible Community Advisory Committee (ACAC) to improve accessibility technology at the Key City Public Theatre (KCPT) over one year, benefiting County residents with disabilities.

Key Points

  • JCPH contracts with the Washington State Employment Security Department (ESD) to increase awareness, accessibility, and remove barriers for residents with disabilities.
  • The grant project, managed by the ACAC, aims to improve accessibility technology at Key City Public Theatre (KCPT) in Port Townsend.
  • The project will purchase and install Assistive Listening, Audio Description, and ASL Interpretation technology/equipment.
  • This improvement is anticipated to make KCPT accessible to over 3,630 Jefferson County residents who experience disabilities.
  • Specifically, the project includes: replacing older Assisted Listening Devices (ALD) with new systems; adding two dedicated theatrical lighting instruments to illuminate ASL Interpreters at select performances; purchasing a hi-definition sound/public address system (speakers, amplifier, microphones, wireless technology) to integrate the ADA technology ($8,105); and paying for personnel, staff training, and print materials/marketing.
  • The grant is authorized under Chapter 39.34 RCW and the Governor's Committee on Disability Issues and Employment (GCDE).

Financials

  • Total Grant Amount/Revenue: $13,750.00.
  • Funding Source: Washington State Employment Security Department (Grant-funded project).
  • Expenditure: $13,750.00 (split between Supplies/Materials and Equipment).
  • Fiscal Impact: Budget neutral; no impact on the general fund.
  • Budget breakdown includes: Personnel expenses ($2,859), Equipment ($8,655 plus 15% contingency for $2,063), and Print materials ($400).
  • The County is not responsible for travel expenses incurred by ESD and no payment is made in advance.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Term: One year from the date of mutual execution.
  • Project completion estimate: Approximately 7 months.

Next Steps

The Board approved the Consent Agenda, adopting this agreement.

Sources

  • Apple Martine - Director (Public Health)
  • Anna McEnery - DD & BH Coordinator (Public Health, JCPH Contact Manager)
  • Washington State Employment Security Department (ESD) / Governor's Committee on Disability Issues and Employment (GCDE)
  • Key City Public Theatre (KCPT)
  • Accessible Communities Advisory Committee (ACAC)
  • Chapter 39.34 RCW.

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