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Phase 3 Low Pressure Sewer Collection System for Port Hadlock UGA

Topic Summary

The Public Works Department recommends awarding a $4,997,707 contract to Seton Construction Inc. for the construction of the Phase 3 Low Pressure Sewer Collection System in the Port Hadlock Urban Growth Area (UGA). This project aims to expand sewer infrastructure, fulfilling a crucial development need for the area. The funding for the construction is sourced through state grants and loans from the Department of Commerce and the Department of Ecology State Revolving Loan fund and Centennial Grant.

Key Points

  • The proposed contract award is to Seton Construction Inc. of Port Townsend, Washington, which submitted the lowest bid.
  • The project implements Phase 3 of the Low Pressure Sewer Collection System for the Port Hadlock UGA.
  • The total awarded contract amount includes 9.1% Washington State Sales Tax (WSST).
  • The engineer's estimate for the project (including 9.1% sales tax) was $7,224,007.49. Seton Construction's bid of $4,997,707.00 is significantly lower than the estimate.
  • Public Works completed the bid check and verified the lowest bidder's qualifications, including compliance with RCW 39.04.350(1) (Bidder responsibility criteria).
  • Other bidders and their total bid amounts (including 9.1% sales tax) were: Northwest Cascade Inc. ($6,350,499.35), Nordland Construction NW ($6,321,227.82), and Interwest Construction Inc. ($5,096,482.67). Seton Construction's bid was $4,997,707.03.

Financials

  • Total project cost (Award amount): $4,997,707.00 (includes 9.1% WSST).
  • Engineer's Estimate (with 9.1% sales tax): $7,224,007.49.
  • Funding sources: Department of Commerce funds, Department of Ecology State Revolving Loan fund, and Centennial Grant.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-01-24: Bid opening date.

Next Steps

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

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Samantha Harper, P.E. - Wastewater Project Manager

Continuation of Jefferson County Sustainable Forestry Program via Agreement with Chickadee Forestry LLC

Topic Summary

The County is proposing a long-term contract renewal with Chickadee Forestry, LLC, extending through December 31, 2028, to continue its sustainable forestry program. The program, led by Malloree Weinheimer, has previously established Jefferson County as a model for sustainable management of government-owned forest lands, developed management plans and policies, and overseen successful harvesting/restoration projects. The continuation of this service is crucial as the County anticipates acquiring more forested parcels through Department of Natural Resources (DNR) programs.

Key Points

  • The agreement is for "Forestry Related Professional Services" through December 31, 2028.
  • The intent is to continue and expand the existing county forestry program.
  • Past achievements include establishing the County as a model for responsible, sustainable management of government-owned forest lands, developing forest management plans and policies, and completing selective harvests for forest health at Gibbs Lake, Chimacum Park, and Trailhead Park.
  • The contractor (Malloree Weinheimer) oversaw volunteers who planted over 500 trees.
  • The contractor helped guide the county’s efforts concerning the return of county land managed by DNR back to county ownership and management (Trust Land Transfers and reconveyances).
  • Future work will focus on formalizing a replicable and standardized forestry program, continuing land acquisition efforts, community education/outreach, partnership development to stimulate the local wood-based economy, restoration, and management of new properties.
  • Specific Forest Management Priorities:
    • Assessment and potential selective thinning of newly acquired Quimper Corridor lands (27 acres).
    • Pre-commercial thinning for fire risk reduction at Beausite Lake (90 acres) and Cape George (80 acres).
    • Selective thinning targeted on approximately 100 acres across small projects (e.g., Port Hadlock facilities - 20 acres, Cape George - 20 acres, Quilcene - 70 acres).
    • Working with local contractors and Port Townsend Paper Mill to reduce fuels/slash.
  • DNR Lands Acquisition Targets (all north of Highway 104): Anderson Lake, Beaver Valley, Cape George, West Jacob Miller (Trust: Common School and Indemnity), Teal Lake East/West (Trust: State Forest Transfer), and Termination Point (Trust: University – Original).
  • Contractor services include managing county forest lands for health improvement and potential revenue generation, leading the development of local wood harvest/processing capacity, and acting as the County's agent when dealing with state and federal agencies (DNR, WDFW).
  • The total annual compensation for routine services is $72,000, billed at a monthly retainer of $6,000.
  • Should additional "special project" support be required and authorized by the County, the rate is not more than $180.00 per hour, with the total annual compensation (routine + special projects) not to exceed $100,000 without a written amendment.

Financials

  • Total cost: $72,000 per year, paid monthly at a retainer of $6,000.
  • Maximum annual compensation (routine + special projects): $100,000.
  • Funding source: General Fund – Non-departmental (Fund #: 001-270).

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-2028: Term of the Professional Services Agreement.
  • 2024 (First Quarter): A complete work plan for selective thinning projects will be finished.

Next Steps

The Board of County Commissioners is requested to approve the Professional Services Agreement with Chickadee Forestry.

Sources

  • Mark McCauley - County Administrator
  • Malloree Weinheimer - Principal and Owner of Chickadee Forestry

Bayside Housing Grant Agreement for Woodley Place Rental Subsidies

Topic Summary

The County Administrator's office seeks approval for a Grant Agreement with Bayside Housing for the Woodley Place Rental Subsidies program, which provides permanent supportive housing (PSH) to unhoused or unstably housed individuals with disabilities. The Housing Fund Board (HFB) recommended fully funding this request for $95,489 from Affordable Housing Unallocated Funds (Fund 148). The funds are required specifically to cover projected rental subsidy expenses in 2024 until longer-term traditional subsidies (like vouchers) can be secured for the PSH units.

Key Points

  • This agreement funds Woodley Place Rental Subsidies, managed by Bayside Housing (BHS), utilizing Affordable Housing/Homelessness Grant Funding.
  • BHS acquired the Hadlock Motel (renamed Woodley Place) in December 2022. It is currently being converted into 17 efficiency/studio apartments designated as Permanent Supportive Housing (PSH) units.
  • These units will house up to 34 vulnerable individuals (seniors, veterans, families, people experiencing domestic violence) with multiple disabilities earning 0-30% Area Median Income (AMI) at entry.
  • The requested funds ($95,489) were specifically sought to cover projected rental subsidy expenses for 2024 because of the current "lack of subsidies available currently in the Salish Region."
  • This grant amount is intended to ensure tenants can cover full rent and Bayside can operate the new PSH units until traditional subsidy sources are secured (e.g., Peninsula Housing Authority, VASH).
  • Expected outcomes include: placement of up to 34 individuals in PSH, participation in Jefferson County’s coordinated entry system, provision of on-site supportive services (M-F, 8 am-5 pm, plus rotating off-hours responsibility), and life skills training.
  • The grant period is January 1, 2024, to December 31, 2024.
  • Total budget for the Bayside Housing Program is $547,103.06, with the county grant covering $95,489. This includes $68,890 for rental subsidies (Priority 1) and $26,599 for administration.
  • The project maintains income guidelines in a covenant for 40 years, per the WA State Dept. of Commerce HTF.

Financials

  • Total grant amount: $95,489.
  • Funding source: Fund 148 (Affordable Housing/Homelessness Grant Funding, derived from specific RCW surcharges and sales tax revenues, including RCW 36.22.178, 36.22.179, 36.22.1791, 82.14.530 (SHB 1590), 82.14.540 (SHB 1406), and 36.22.250 (SSB 5386)).
  • Budget breakdown: $68,890 (Rental Subsidies), $26,599 (Admin 10% max).

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2023-01-03: Housing Fund Board (HFB) met to review RFPs.
  • 2024-01-01 to 2024-12-31: Project term.
  • 2024-01-22: Board of County Commissioners approved the HFB’s recommendation to fund Woodley Place Operations.

Next Steps

Approve the attached Grant Agreement.

Sources

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

Safe Babies Approach Services Planning within Tribal Communities

Topic Summary

The Jefferson County Superior Court is seeking to partner with the Center for Children and Youth Justice (CCYJ) to facilitate an assessment and planning process regarding the adaptation of the "Safe Babies Approach" for Tribal Communities in the North Peninsula area. This grant-funded project will run for six months, aiming to culminate in a report outlining the structure of a future program, its alignment with the Approach's core components and federal funding requirements, and identifying participating Tribal Communities.

Key Points

  • The Services aim to adapt the national Infant-Toddler Court Program's (ITCP) research-based "Safe Babies Approach" to meet the specific needs of Tribal Communities in the North Peninsula.
  • The core goal of the Safe Babies Approach is to prevent the maltreatment and neglect of babies and toddlers (ages zero to three) and keep families together.
  • The project is an assessment and planning process that will result in a report outlining the structure of a future program, its adherence to HRSA (Health Resources & Services Administration) funding requirements, and the agreement of participating Tribes.
  • The scope includes identifying local Tribal Communities' varying and unique needs related to infants and toddlers who are prone to entering the Dependency system, and gathering recommendations for ways these needs can be met.
  • The planning area encompasses the Reservations and Lands of the Port Gamble S'Klallam Tribe, Lower Elwha Klallam Tribe, Makah Tribe, Jamestown S'Klallam Tribe, Hoh Tribe, and Quileute Tribe (collectively the "Tribal Communities").
  • Jefferson County Superior Court Judge Brandon Mack will appoint an individual to lead the process and serve as the primary contact for CCYJ.
  • Compensation is contingent upon HRSA reimbursement, as this is a grant-funded contract.
  • HRSA funding priorities are to continue and expand ITCP teams to change child welfare practices and improve early developmental health and wellbeing.
  • Specific activities include: monthly meetings with CCYJ and State Team members, developing expertise in the Safe Babies Approach, observing current Early Childhood Court (ECC) dockets, facilitating inclusive community-based processes with Tribal Communities, and attending NICWA (National Indian Child Welfare Association) trainings.

Financials

  • Total compensation: Shall not exceed $30,000.00.
  • Payment structure: $5,000 paid on a monthly basis for the term of the agreement, contingent upon CCYJ's receipt of HRSA reimbursement funding.
  • Funding source: Grant funding provided by the Department of Health and Human Services, Health Resources and Services Administration (HRSA).
  • Fiscal impact: None anticipated at this time.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-01-01 to 2024-06-30: Performance period (6 months).
  • 2024-07-14: Deadline for final invoice submission.

Next Steps

The Superior Court requests the Board approve the contract.

Sources

  • Lorraine Rimson - Superior Court Commissioner
  • Mark McCauley - County Administrator
  • Center for Children and Youth Justice (CCYJ)
  • Superior Court Judge Brandon Mack

WSDOT Local Agency Agreement Supplement for SR 19 Rhody Drive Ped-Bike Improvements

Topic Summary

The Public Works Department is requesting approval of a supplemental agreement (Supplement No. 1) to the existing WSDOT Local Agency Agreement for the SR 19 Rhody Drive Ped-Bike Improvements – South Segment project. The supplement is necessary to reallocate $128,633.00 of the preliminary engineering (PE) funds from the Agency expenditures line to a new Consultant expenditures line. This revision allows the County to request reimbursement for consultant costs associated with design, surveying, and environmental permitting using the federal Transportation Alternatives Program (TAP) grant.

Key Points

  • The project focuses on the preliminary engineering (PE) phase for pedestrian and bicycle connectivity along SR 19 Rhody Drive (South Segment: Center Road MP 8.94 to West Valley Road MP 9.56).
  • The total length of the segment is 0.62 miles.
  • The supplemental agreement changes the allocation of PE funds but does not change the total estimated project cost of $175,830.00.
  • The shift involves moving $128,633.00 from the Agency PE line to a new Consultant PE line.
  • The overall project funding ratio remains at 86.5% from TAP (federal funds) and 13.5% from the County Road Fund (Agency funds).
  • Execution of this supplement enables the use of consultants for surveying, final design, environmental permitting, and preparing construction bid documents.
  • Note: Funding for the construction phase has not been secured at this time.

Financials

  • Total project cost (PE phase): $175,830.00 (No change from original agreement).
  • Federal Share (86.5% TAP): $152,093.00.
  • Agency Share (13.5% County Road Fund): $23,737.00.
  • Fund reallocation via supplement:
    • Agency PE expenditures (retained): $42,197.00.
    • Consultant PE expenditures (new line): $128,633.00.
    • State Services PE: $5,000.00.
  • Costs incurred after the December 31, 2026 Project Agreement End Date are not eligible for federal reimbursement.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2022-09-15: Original WSDOT Local Agency Agreement executed.
  • 2026-12-31: Project Agreement End Date.

Next Steps

The Board is requested to sign two original copies of Local Agency Agreement Supplement No. 1 and return them to Public Works.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • John Wayand, P.E. - Project Manager
  • Washington State Department of Transportation (WSDOT)

Port Hadlock UGA Sewer Collection System (CDBG-CV) Contract Close-out

Topic Summary

Jefferson County received $321,450.11 in federal Community Development Block Grant – Coronavirus (CDBG-CV) funds from the Washington State Department of Commerce. This funding was used between 2021 and 2023 to assist low to moderate-income residents coping with the COVID-19 pandemic and address urgent homelessness needs. The grant closed on December 31, 2023, and the County is scheduling a public hearing for February 20, 2024, to review the performance and final expenditures, which included homeless services funding for Caswell-Brown Village.

Key Points

  • The CDBG-CV grant total was $321,450.11.
  • Initial funding purpose: To provide COVID response services and distribute subsistence payments (utilities, rent/mortgage) via Olympic Community Action Programs (Oly-CAP).
  • Reallocation in August 2022: $196,454.56 was reallocated to address the urgent need for homeless services, specifically aiding in the development and ongoing operations of the Caswell-Brown Village, a site for 40 tiny shelters and recreational vehicles located at 142 Mill Road, Port Townsend.
  • An additional $100,000.00 was allocated in January 2023 for ongoing support of homeless services/Caswell-Brown Village operations.
  • The Caswell-Brown Village had served 327 people as of December 2023.
  • All grant funds have been nearly expended ($321,450.11 expended out of $321,548.00 budgeted). The balance to be de-obligated is $97.89.
  • Beneficiary data (Total Served: 327):
    • Income breakdown: 136 persons (0-30% AMI), 1 person (31-50% AMI). 190 had no answer for income.
    • Racial breakdown: 170 White, 5 Black/African American, 2 Asian, 3 American Indian/Alaskan Native, 20 Other Multi-Racial, 122 Client doesn't know / prefers not to answer.
    • All 327 beneficiaries qualified as benefiting from improved access to services/facilities that were previously substandard or newly accessed.

Financials

  • Total CDBG-CV funds received and expended: $321,450.11.
  • Budget expenditure breakdown:
    • General Administration (21A): $10,963.42 (out of $11,000.00 budget).
    • Subsistence Payments (05Q): $19,093.44 (fully expended).
    • Homeless Services (03T): $291,393.25 (out of $291,454.56 budget).
  • Unexpended balance to be de-obligated: $97.89.
  • No other funding was listed in the financial summary table.

Alternatives

  • None specified.

Community Input

  • A public hearing is scheduled for February 20, 2024, at 2:00 p.m. (Hybrid) to review and receive comments on the County and Olympic Community Action Program's past performance using these funds.

Timeline

  • 2021-12: Funding application originally submitted.
  • 2022-08: $196,454.56 reallocated for homeless services.
  • 2023-01: Additional $100,000 allocated for homeless services.
  • 2023-12-31: Grant contract end date/project completion date.
  • 2024-02-20: Final Public Hearing (scheduled).

Next Steps

Staff requests the Board approve a motion to provide the requisite 14-day notice of the Close Out Public Hearing regarding CDBG-CV Funds on February 20, 2024.

Sources

  • Amanda Christofferson - Auditors office
  • Mark McCauley - County Administrator
  • Olympic Community Action Program (Oly-CAP) - Subrecipient

Annual Re-establishment of Departmental Cash Drawers, Petty Cash, and Revolving Funds

Topic Summary

The Board of County Commissioners proposes a Resolution to re-establish the fixed amounts and authorized custodians for Cash Drawers, Petty Cash Accounts, and Revolving Funds across various County Departments for the year 2024. This action is mandated annually after the County Auditor reviews the accounts for correctness and necessary adjustments.

Key Points

  • A resolution re-establishing these fund amounts must be approved yearly.
  • The action voids all prior resolutions pertaining to these funds dated before December 31, 2023.
  • The total amount re-established across all funds (General, Special Revenue, and Enterprise) is $32,325.00.
  • General Fund Total: $16,095.00
    • Largest amount in General Fund is the Advance Travel Revolving Checking at $10,000.00 (Custodian: Katie Nole).
    • Revolving Checking for Sheriff: $2,500.00 (Custodian: Kari Binns).
    • Largest Cash Drawer: Treasurer ($1,000.00) and Auditor ($950.00).
  • Special Revenue Funds Total: $12,880.00
    • Largest funds: Veterans’ Relief Petty Cash ($6,500.00) and Hotel/Motel (LTAC Promo) Revolving Checking ($4,500.00).
  • Enterprise Funds Total: $3,350.00
    • Entirely held in Solid Waste Cash Drawer ($3,350.00, Custodian: Justin Miskell).

Financials

  • Total amount re-established: $32,325.00
    • Total Cash Drawers: $6,300.00
    • Total Petty Cash: $12,200.00
    • Total Revolving Checking: $13,825.00
  • General Fund: $16,095.00
  • Special Revenue Funds: $12,880.00
  • Enterprise Funds (Solid Waste): $3,350.00

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • The resolution is to be adopted on February 5, 2024.

Next Steps

Approve the Resolution re-establishing the cash drawer, petty cash account, and revolving fund amounts.

Sources

  • Adiel McKnight - Executive Secretary I
  • Mark McCauley - County Administrator

Quilcene Park Skate Park Design ARPA Grant Agreement

Topic Summary

The Board of County Commissioners is asked to approve an American Rescue Plan Act (ARPA) Grant Agreement with Stronger Towns for $20,000 to fund the design phase of a skate park at the Quilcene Community Center. The funding was allocated in February 2023 from remaining ARPA funds, following a competitive proposal process. Stronger Towns, acting as the fiscal agent, will hire professionals to design the skate park, which the Grantee then plans to build and donate to the County.

Key Points

  • The ARPA grant amount is $20,000, allocated specifically for the design phase of the Quilcene Park Skate Park.
  • The grant followed a "Last Call" for proposals that resulted in 17 projects being selected for funding by the Board in February 2023.
  • The original proposal was submitted by "Count Me In For Quilcene" for $100,000 to cover both design and construction. The Board allocated $20,000.
  • Stronger Towns has succeeded the original proposer and will serve as the fiscal agent.
  • The Grantee will use the funds to hire professionals to design a skate park, estimated to be 7,000 square feet in size, located at the Quilcene County Park and Campground (294964 Highway 101).
  • The grant recipient plans to later donate the labor and materials to build the skate park, which will then be owned by the County.
  • The grant funds are allocated from ARPA revenue sharing funds, which may be used for any governmental purpose.

Financials

  • Total grant amount: $20,000.
  • Funding source: ARPA funds in Fund 123 (Grants Management).
  • Note: $1.692 million in 2023 ARPA funds had yet to be received at the time of the allocation discussion mentioned in the background timeline.

Alternatives

  • None specified.

Community Input

  • The proposal was supported by a petition signed by a "significant number of youth and children from Quilcene" referenced by the County Administrator.

Timeline

  • 2023-02-27: Board of County Commissioners reviewed 48 ARPA grant proposals and allocated the funding.
  • Project Term: Until funds are exhausted.

Next Steps

The Board of County Commissioners is recommended to approve the attached grant agreement.

Sources

  • Mark McCauley - County Administrator
  • Stronger Towns (UBI No. 603 612 359) - Grantee/Fiscal Agent
  • Ben Bauermeister - Secretary and Treasurer, Stronger Towns

Technical Amendment to Sheriff’s Office Support Services Collective Bargaining Agreement

Topic Summary

A Technical Amendment (Amendment #24-01) is proposed for the Collective Bargaining Agreement (CBA) between the Jefferson County Sheriff's Office Support Services Staff and Teamsters Local No. 589, covering the period from January 1, 2024, through December 31, 2026. This amendment corrects two errors in the signed document regarding the Maintenance of Benefits and Dental Plan Coverage, primarily clarifying the cost-sharing basis for the dental plan and ensuring the correct plan (Plan B) is designated.

Key Points

  • The original Collective Bargaining Agreement was executed on December 18, 2023.
  • The Amendment addresses errors in Article 23 (Maintenance of Benefits) and Article 23.2 (Dental).
  • Correction 1 (Remedy for Renumbering Error): Section 23.2.1 (which addresses optional benefits like disability premium waiver and additional life insurance) is correctly renumbered to Section 23.1.1.
  • Correction 2 (Clarification of Cost Sharing): The amendment clarifies that the Employer pays 85% and employees pay 15% of the Northwest Teamsters Dental Trust, Plan B contribution (referencing Article 24 Maintenance of Benefits). The previous text simply stated the Employer "shall pay into" the Trust.
  • Correction 3 (Removal of Obsolete Section): Section 23.2.1, which outlined the replacement of Plan B with Plan A effective January 2009, is amended to read: "This Section is void and not applicable."
  • The subscription agreement within the Amendment is changed from "Dental Plan A" to "Dental Plan B."

Financials

  • Fiscal impact: None. The amendment corrects existing agreement language regarding cost-sharing ratios but does not alter the fiscal responsibility.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-01-01 to 2026-12-31: Term of the agreement.
  • 2023-12-18: Original agreement signed.
  • Proposed date of amendment signature: February 2024.

Next Steps

Approve the Technical Amendment (24-01) and Subscription Agreement.

Sources

  • Mark McCauley - County Administrator
  • Sarah Melancon - Human Resources Director
  • Teamsters Local No. 589

Extension of Marine Resource Committee Projects Grant

Topic Summary

The Jefferson County Marine Resources Committee (MRC), through WSU Extension, is requesting approval for Amendment No. 1 to grant agreement OTGP-2023-JeCoWS-00009 with the Washington State Department of Ecology (ECOLOGY). This amendment extends the grant's expiration date from December 31, 2023, to December 31, 2024. The extension is needed to utilize the remaining federal funds for Olympia oyster restoration and continued maintenance of the rain garden network in East Jefferson County.

Key Points

  • The original grant provided $118,800 in federal funding for MRC-sponsored marine stewardship projects.
  • Extension Rationale:
    • Olympia Oyster Restoration (Task 3): The Recipient (County/MRC) was unable to secure a contractor with the capacity to complete the planned spread of 100 cubic yards of Olympia oyster shell at restoration sites. The remaining distribution, additional community outreach, presentations, and scoping along Kilisut Harbor will be completed in 2024.
    • Rain Gardens and Stormwater (Task 4): Remaining funding will be used to organize additional workdays and provide support for the 17 existing county-owned rain gardens, focusing on maintenance, weeding, replanting, and mulching.
  • The Derelict Crab Pot Removal (Task 2) project is complete, and final reporting is underway for submission by April 15, 2024.
  • All subsequent deliverables and final project reports for the Olympia Oyster and Rain Gardens tasks are now due October 15, 2024.
  • The primary goal of the original project was to improve the health of local marine and nearshore ecosystems in East Jefferson County. This scope remains unchanged.

Financials

  • Total Federal Funds Obligated to Recipient: $118,800.00 (No change).
  • Recipient Match: 0%.
  • Funding source: 2023 NOAA Congressionally Directed Spending (CFDA Number: 11.469, FAIN: NA22NMF4690358).
  • Funding is distributed across four tasks: Project Administration ($38,400), Derelict Crab Pot Removal ($15,600), Olympia Oyster Restoration ($50,800), and Rain Gardens and Stormwater ($14,000).

Alternatives

  • None specified.

Community Input

  • Task 3 involves developing outreach materials, organizing beach walks with property owners, and hosting community presentations about Olympia oyster restoration efforts in Kilisut Harbor.
  • Task 4 involves developing an Adopt-A-Rain Garden program internship, recruiting residents/volunteers, and organizing neighborhood work parties for rain garden stewardship.

Timeline

  • 2023-01-01: Original Effective Date.
  • 2023-12-31: Original Expiration Date.
  • 2024-12-31: Amended Expiration Date.
  • 2024-04-15: Final project report due for Derelict Crab Pot Removal (Task 2.4).
  • 2024-10-15: Final project reports due for Olympia Oyster Restoration (Task 3.3) and Rain Gardens/Stormwater (Task 4.5).

Next Steps

Signature for approval of Amendment No. 1.

Sources

  • Monica Montgomery - Water Programs Coordinator, WSU Extension and Jefferson County MRC
  • Mark McCauley - County Administrator
  • State of Washington Department of Ecology (ECOLOGY)

Shoreline Master Program (SMP) Continued Deliberations on Geoduck Aquaculture

Topic Summary

The Board of County Commissioners (BoCC) is scheduled for continued deliberations on proposed amendments to the Shoreline Master Program (SMP) as part of the periodic review mandated by the Washington State Shoreline Management Act (SMA). These deliberations focus primarily on governing geoduck aquaculture, particularly setting criteria for determining whether a project requires a Standard Conditional Use Permit (CUP) or a Discretionary Conditional Use Permit (C(d)), and defining “no net loss” implementation.

Key Points

1. Geoduck Aquaculture Permit Structure (CUP vs. C(d) Options): - The document presents five options for managing geoduck aquaculture (new, expansion, or conversion projects) based on Shoreline Environment Designation (SED): - Option 1 (Planning Commission Recommendation): Standard CUP (C) for Priority Aquatic, Aquatic (New), or Natural designations; Discretionary CUP (C(d)) otherwise. - Option 2: Same as #1, EXCEPT treat expansions like new geoduck operations (making fewer items C(d)). (Considered by PC). - Option 3 (Modified): Modify #1 to make a Standard CUP applicable where Aquatic or Priority Aquatic abut Shoreline Residential, Conservancy, or Natural SEDs (Option 3A); or just Shoreline Residential/Natural SEDs (Option 3B). - Option 4 (Threshold Criteria): Set Standard CUP thresholds, including: any new geoduck operation; any conversion/expansion in Priority Aquatic and Natural SEDs (or abutting Natural/Shoreline Residential); and expansions/conversions in Aquatic SED exceeding current threshold (25%) or 'X' acres in a 10-year period. - Option 5: Treat all geoduck aquaculture with a Standard CUP. (Considered by PC). - For a Discretionary CUP (C(d)) to become a Standard CUP (C) before the Hearing Examiner, the Administrator must find the application involves either: 1) potentially significant issues (location, design, impacts) best handled by a public hearing before the Hearing Examiner; OR 2) complex legal issues requiring special expertise in the decision-maker.

2. No Net Loss (NNL) Requirement: - State Shoreline Rules (WAC 173-26-241(3)(b)) affirm that local government must assure "no net loss of ecological functions" for aquaculture. - Jefferson County's SMP applies NNL to all shoreline use and development (JCC 18.25.270(2)(a)). - Geoduck CUPs must be conditioned to "achieve no net loss of ecological functions" (JCC 18.25.440(6)(v)), requiring that adverse effects be avoided. - Monitoring and reporting are required to verify NNL compliance, and failure to comply could lead to rescission or modification of the permit.

3. Geoduck Aquaculture Regulation Need: - State rules cover geoduck aquaculture (passed in 2011), but the SMA's purpose is broader. The County must still regulate land use. - The draft regulatory approach intends to minimize redundancy by accepting state/federal permitting documents where they fulfill local requirements.

4. Shoreline Environment Designations (SEDs): - The Priority Aquatic SED protects waters/underlying bedlands deemed "vital for salmon and shellfish." Qualities include documented ESA-listed salmonid habitats, estuaries for salmonid rearing, forage fish spawning habitats, and Important intertidal and subtidal shellfish areas (clam, oyster, crab, shrimp, and geoduck). - Aquatic SED protects and manages waters/bedlands not designated as priority aquatic. - Upland designation extent: Conservancy (80%), Natural (14%), Shoreline Residential (5%), High Intensity (1%). - Waterward designation extent: Aquatic (58%), Priority Aquatic (42%).

5. Expansion Timeframe Language Correction: - Staff noted an inadvertent omission in the non-geoduck aquaculture expansion language (JCC 18.25.440(4)(b)(i)) during the 2021 review. The omitted text defined the starting point for measuring the 25% expansion limit. - Option 1 (Restore Language): Restores the original comparison point to "[the conditions that existed] as of the effective date of this program or any amendment thereto." - Option 2 (Fix History): Fixes the comparison point to "February 21, 2014, or the date of County permit issuance" to avoid having past expansions (2014-present) reset.

6. Best Management Practices (BMPs) and Derelict Gear: - Existing draft regulations implicitly require BMPs (e.g., specific regulations avoiding adverse effects on water quality, aesthetics, and aquatic vegetation). - BMP Options: 1) Rely on the existing draft SMP provisions (implicit BMPs); 2) Add a specific regulation requiring compliance with industry/regulating agencies' most current BMPs (e.g., Pacific Coast Shellfish Growers Association or DNR). - Derelict Gear Options: 1) Rely on existing draft SMP regulations prohibiting discarding equipment/materials and requiring the removal of abandoned structures; 2) Add a specific regulation, similar to Clallam County's SMP, requiring the application to include a plan addressing prevention of marine debris accumulation, worker training, and regular removal of waste.

7. UDC Definition Comparison: - Staff analysis (Attachment: Comparison of Definitions) compared 38 definitions between the SMP (JCC 18.25) and the Unified Development Code (UDC, JCC 18.10). - Recommendation is to adopt a single, unified definition for similar terms where possible (e.g., "Abandon," "Archaeological resource/site," "Erosion hazard areas").

Financials

  • There are budgeted funds for staff time and limited consultant services for this periodic review project.

Alternatives

  • Five distinct options are presented for addressing the Conditional Use Permit structure for geoduck aquaculture.
  • Two options are presented for establishing the timeframe calculation for non-geoduck aquaculture expansion.
  • Two options are presented for mandating Best Management Practices (BMPs).
  • Two options are presented for managing derelict gear/debris.

Community Input

  • Ms. Marilyn Showalter communicated with County staff and the Board on January 23 and 24, 2024, regarding the inadvertent omission of the original text defining the expansion timeframe for non-geoduck aquaculture.
  • The January 8, 2024, public hearing remains open.

Timeline

  • 2020: SMP Periodic Review process began.
  • 2024-01-08: Public hearing held (remains open).
  • 2024-01-16 & 2024-01-22: Board workshops/initial deliberations held.
  • 2024-02-05: Continued scheduled deliberations.
  • 2024-02-12: Tentative date for considering an ordinance to locally adopt SMP amendments (additional time may be needed).

Next Steps

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

Sources

  • Josh Peters, AICP - Community Development Director
  • Barbara Ehrlichman - Civil Deputy Prosecuting Attorney
  • BERK Consulting, Inc.
  • Shannon & Wilson
  • Ms. Marilyn Showalter - Commenter identified in document

Deferral of 2025 Comprehensive Plan and UDC Amendments for Periodic Review

Topic Summary

The Department of Community Development (DCD) proposes adopting a resolution to defer the consideration of all site-specific and suggested amendments to the Comprehensive Plan (Comp Plan) and Unified Development Code (UDC) received after March 1, 2024, until the 2026 annual amendment cycle. This action is necessary to dedicate sufficient time and resources to successfully complete the state-mandated 2025 Periodic Review and Update of the Comp Plan and Development Regulations by the statutory deadline of June 30, 2025 (RCW 36.70A.130(5)(b)).

Key Points

  • The Growth Management Act (GMA) requires Jefferson County to complete its Comprehensive Plan Periodic Update by June 30, 2025.
  • DCD staff lack sufficient resources to undertake the required comprehensive review/cumulative effects analyses for the Periodic Update while simultaneously processing the annual amendment cycle in calendar year 2025.
  • The deadline for submitting proposals to be considered during the 2024 annual amendment cycle is March 1, 2024. Proposals submitted after this date will be deferred to the 2026 annual amendment cycle (with a proposed deadline of March 1, 2026).
  • This proposed action mirrors a precedent set during the last mandated Periodic Review, when Resolution 06-17 canceled both the 2017 and 2018 annual cycles to meet the June 30, 2018, deadline. DCD is only requesting deferral of the 2025 cycle.
  • Adhering to the GMA deadline is mandatory; failure to comply affects the County’s eligibility for state grants, loans, and financial guarantees related to transportation, economic development, and environmental protection (RCW 36.70A.040).
  • Exception for Port Hadlock UGA: Site-specific amendments (individual "re-zones") will be deferred; however, DCD plans to review land use designations and development regulations in the Port Hadlock UGA in 2024 as part of the broader "UGA Zoning" project. This project focuses on modernizing regulations to enable various housing types (including "Missing Middle" and lower income bands) in light of mid-2025 sewer availability. Therefore, parcels in the UGA could be rezoned in advance as part of this broad policy effort in 2024.

Financials

  • Adoption of the resolution provides for the County to focus limited time and staff resources to the state-mandated 2025 Periodic Update, ensuring compliance necessary to retain access to state grant funds.

Alternatives

  • The alternative mentioned, but not recommended, is allowing the 2025 annual amendment cycle to proceed, which DCD states would compromise the completion of the state-mandated Periodic Review by the statutory deadline.

Community Input

  • Jefferson County wishes to provide the public with advance warning that the 2025 amendment cycle will be deferred.

Timeline

  • 2024-01-20: Joint meeting of BoCC and Planning Commission where the Periodic Update work plan was presented.
  • 2024-03-01: Deadline for submission of amendments to be considered in the 2024 cycle.
  • 2025-06-30: State-mandated deadline for completing the Periodic Review and Update (RCW 36.70A.130(5)(b)).
  • 2026: Expected resumption of the annual amendment cycle.
  • 2026-03-01: Proposed next deadline for site-specific amendments.

Next Steps

Adopt the proposed Resolution (Resolution No. ____) to defer the 2025 annual amendment cycle.

Sources

  • Josh D. Peters, AICP - Community Development Director
  • Mark McCauley - County Administrator
  • RCW 36.70A.130(5)(b)
  • Resolution 06-17 (Precedent)

Perpetuity Easement Amendment for Undi Road Bypass

Topic Summary

Public Works staff are requesting approval for an Easement Amendment with the Washington State Department of Natural Resources (DNR) to formally grant additional perpetual slope easements needed for the Undi Road Bypass. This is required to memorialize the approximately 21,160 square feet (less than ½ acre) of additional right-of-way used to complete the Federally-funded improvements on the road in 2023.

Key Points

  • The original easement (Easement 50-093964) was purchased from DNR in 2016 for the Undi Road Bypass (County Road #151009).
  • The original term was "perpetual unless vacated as provided by law," and this term remains unchanged.
  • The Amendment adds perpetual slope easements over specific property along the bypass (at Site 1 and Site 2).
  • The total additional right-of-way granted is approximately 21,160 square feet (less than ½ acre).
  • The improvements were executed in 2023 under a temporary Land Use License granted by DNR (LUL No. 60-104898), which allowed construction to proceed under a Federal Highway Administration grant (WA FLAP JEFFER 15009(1)).
  • The road improvements were necessary to construct, operate, and maintain the Undi Road Bypass as improved in 2023, specifically to improve safety and access to federal and private lands.
  • The original, unstable portion of Undi Road was permanently closed to vehicular traffic in 2017 (Resolution 08-17), and later permanently closed and abandoned between MP 0.00 and MP 0.75 in 2022 due to landslide activity (Resolution 51-22).
  • The DNR drafted the Easement Amendment using its standard format. Note: The legal description refers to parcels located in Clallam County, Washington State.

Financials

  • Cost of the Easement Amendment: $2,000.00 (remaining charge after crediting the County's prior $1,000 payment for the temporary Land Use License).
  • Funding source: Not specified in the financial section, but the previous $1,000 was paid for the Land Use License.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2016-07-29: Original Easement agreement entered into.
  • 2017: Old portion of Undi Road permanently closed to vehicular traffic.
  • 2022-11: Old portion (MP 0.00 to MP 0.75) permanently closed and abandoned due to landslide activity.
  • 2023-04-11: Temporary Land Use License granted by DNR.
  • 2023: Road improvements completed.

Next Steps

The Board is requested to wet sign both copies of the Easement Amendment and return them to Public Works for further processing.

Sources

  • Monte Reinders - Public Works Director/County Engineer
  • Colette Kostelec, P.E. - Right-of-Way Representative
  • Washington State Department of Natural Resources (DNR)

Gibbs Lake Park Caretaker Agreement Renewal

Topic Summary

Public Works requests the renewal of the Caretaker Agreement with Cher Albright for Gibbs Lake Park, effective March 3, 2024, through March 2, 2025. The Caretaker is an independent contractor responsible for maintaining and supervising the park, improving the user experience, enhancing natural resource protection, and providing public assistance. Compensation is provided in the form of housing benefits and utilities, valued at $18,887 per year.

Key Points

  • The Caretaker is classified as an independent contractor, not an employee, and thus receives no county employee benefits (e.g., vacation, sick leave, insurance). The County does carry industrial insurance coverage on the Caretaker.
  • The Caretaker is expected to be on-duty (available to monitor, supervise, or work) five days per week, with Tuesday and Wednesday as off-duty days.
  • Total weekly workload, not including passive monitoring, is 25 hours per week.
  • Key Duties (Exhibit A):
    • Trash pick-up and hauling, mowing, brushing, parking lot maintenance, trail maintenance, general park supervision (interacting with and educating patrons), and building maintenance.
    • Daily inspection of kiosks/parking lots, daily litter pick-up, and toilet inspection once a day (cleaned twice per week).
    • Communicating regularly with the supervisor (Parks Maintenance III Foreperson) and submitting a weekly time reporting spreadsheet and a short summary report by Monday morning.
  • The Caretaker is explicitly prohibited from attempting to personally apprehend or discipline any park user, and must report major issues or emergencies to the Jefferson County Sheriff directly.
  • The Caretaker is allowed annual vacation of no more than 10 days, proposed within 30 days of the agreement's initiation, and subject to the Parks and Recreation Manager's approval/modification.
  • The Caretaker may keep one dog (on leash, nuisance-free) and one cat (kept inside or on leash).

Financials

  • Value of Caretaker services (25 hours/week at $14.42/hour): $18,887 per year.
  • Compensation (Value of services provided by the County):
    • Occupancy of caretaker house, garage, boathouse, fenced grounds, and dock: Valued at $17,087/year.
    • County-provided services (garbage, water, septic): Valued at $1,800/year.
  • The Caretaker is responsible for energy costs (electrical and propane) and telephone service.
  • The County provides First Aid/CPR/AED and Blood Borne Pathogen Safety training. Maintenance equipment is supplied by both the County (e.g., backpack blower, water system supplies, potentially a riding mower/string trimmer later) and the Caretaker (chainsaw, shovels, rakes, hand tools).

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-03-03: Agreement begins.
  • 2025-03-02: Agreement ends (1 year term).

Next Steps

Approve the agreement and return 3 signed copies to Public Works.

Sources

  • Monte Reinders - Public Works Director/County Engineer
  • Cher Albright - Caretaker
  • Matt Tyler - Department Contact
  • Mark McCauley - County Administrator

Superior Court Audio/Visual System Maintenance Contract

Topic Summary

The Superior Court seeks approval for an Extended Warranty and Preventative Maintenance and Support Agreement with Justice AV Solutions (JAVS) for $6,667.00. This contract is essential for maintaining the audio/video recording system in the Superior Court, which is required as a court of record to ensure hearings are accessible and properly documented. The service term runs from February 1, 2024, through January 31, 2025.

Key Points

  • The agreement covers the Superior Court's JAVS recording system, including the HDA Recording System and the Mobile Cart Presentation System.
  • The Superior Court requires a functioning audio/video system to comply with its status as a court of record, ensuring accessibility of hearings.
  • Services Provided:
    • Help Desk Support (M-F, 8:00 am to 9:30 pm EST) for troubleshooting and diagnostics.
    • Extended Warranty coverage for repair or replacement of warranted JAVS and third-party equipment less than 5 years old (Note: The core "Centro CX" Recording System installed in 2016 is not under warranty).
    • Non-warranted equipment (older than 5 years) is eligible for repair attempts, but the Customer is responsible for parts and replacement costs if deemed non-repairable.
    • Bi-annual Preventative Maintenance (PM) inspections, reviews, and operational tests, including software/firmware updates.
  • The JAVS system works in conjunction with the Zoom system for "open court."
  • The agreement was signed by Commissioner Dean and the JAVS Contract Administrator prior to BOCC approval.
  • Risk noted by PAO: The contract has significant contract defenses, no choice of law provision, no indemnity provision, and requires binding arbitration administered by the National Arbitration Forum (NAF).

Financials

  • Total Annual Fee: $6,667.00.
  • Fee Breakdown: $3,794.00 (Superior Court HDA Recording System Prorated), $2,873.00 (Mobile Cart Presentation System).
  • Funding Source: Trial Court Improvement fund, or alternatively, the Superior Court budget.
  • Excluded services (e.g., repair for vandalism, non-JAVS equipment, advanced training) are billed at $150.00 per hour plus travel/expenses.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-02-01 to 2025-01-31: Contract period.

Next Steps

Recommend approval of this agreement.

Sources

  • Sophie Nordstrom - Superior Court
  • Mark McCauley - County Administrator
  • Justice AV Solutions (JAVS)

WSU Extension Employee Salary Memorandum of Agreement (MOA)

Topic Summary

The Board is asked to approve an annual Memorandum of Agreement (MOA) between Jefferson County and Washington State University (WSU) Extension to establish cost-share salary support for five WSU employees between January 1 and December 31, 2024. This MOA reflects recent WSU pay increases and introduces a change in how local programmatic travel expenses ($6,000 budget) will be processed, shifting from direct County charges to WSU invoicing the County.

Key Points

  • The MOA establishes a cost-share agreement where Jefferson County contributes to the salaries of five WSU Extension employees (Director, 4H Agent, Master Gardener Coordinator, Small Farms Coordinator, and Water Quality Faculty).
  • WSU is responsible for paying employee benefits.
  • The county gains the value of five dedicated employees without carrying the full burden of benefits.
  • Salaries and the county contribution toward the Director's position have been increased to align with WSU's pay increases effective October 2023.
  • New Travel Process: Previously, local programmatic travel was charged directly to the County. Beginning in 2024, mileage reimbursement requests will be submitted to WSU, which will then issue an invoice to the County for the budgeted amount.

Financials

  • Total MOA cost (Jefferson County expenditure): $188,677.
  • This includes the following salary support amounts:
    • Extension Agent: $24,299
    • Small Farms: $63,219
    • Master Gardener: $39,485
    • 4H Agent: $50,574
    • Water Quality Faculty: $5,100 (listed with an asterisk indicating Federal funds)
    • Travel: $6,000
  • The County's non-federal funds in this agreement may be identified by WSU as a match for Federal capacity programs (Hatch Act, Smith-Lever Act, etc.).
  • There is no additional fiscal impact due to the change in travel handling; it is purely a budget head change.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-01-01 to 2024-12-31: Term of the MOA.
  • 2023-10: WSU pay increase implemented, impacting the salaries in this MOA.
  • 2024-01-01: New travel reimbursement process began.

Next Steps

I recommend approval of this contract.

Sources

  • Amit Sharma - WSU Extension Office Director
  • Mark McCauley - County Administrator

Noxious Weed-Free Certification Program for Aggregate and Material Sources

Topic Summary

The Noxious Weed Control Board is recommending the implementation of a voluntary, free-of-charge Noxious Weed-Free Certification Program for businesses that handle aggregate materials, such as gravel pits, storage spaces, and compost facilities. This program establishes standards to inspect materials and sites for prohibited noxious weeds, intended to limit the spread of invasive species into new construction sites and lands, thereby reducing control costs for landowners across the County.

Key Points

  • The program targets sites where materials like gravel, soil, woodchips, mulch, etc. are stored, mined, or sold, as noxious weeds often spread via these materials traveling across jurisdictions and construction sites.
  • The program is voluntary and free of charge to incentivize participation and limit the spread of seeds and propagative parts.
  • The program standards were developed with guidance from the North American Invasive Species Management Association (NAISMA) and the Clallam Noxious Weed Control Board.
  • Inspection Standards:
    • Performed by a Jefferson County Noxious Weed Control Employee or designee 1-2 times per year (minimum of one inspection in the growing season).
    • Aggregate material must be inspected in its area of origin and must be free of species identified in Appendix A (Jefferson County Noxious Weed Control List).
    • If Appendix A species are present, a site may still be certified if the area was treated to prevent seed formation/ripening or dissemination, or if propagative parts are not viable.
    • Owners of gravel pits must control Scotch broom within 100-ft of aggregate piles and storage facilities, as Scotch broom is not required for control throughout the rest of the county.
    • Infested topsoil/material must be removed and stockpiled appropriately, and not moved to vehicle traffic areas during expansion of pits.
  • The comprehensive Noxious Weed Control List (Appendix A) includes Class A, Class B Designated Weeds, and County Selected Weeds (e.g., Herb-Robert, poison hemlock, all non-native Knotweeds).
  • Certified facilities will display a public-facing graphic (Appendix E) indicating compliance; an official list will be maintained on the Noxious Weed Control Board website.

Financials

  • Fiscal impact: None. The program is free of charge for participants.
  • Justification: Limiting the spread of seeds decreases the cost of controlling noxious weeds for everyone.

Alternatives

  • None specified.

Community Input

  • The Noxious Weed Control Board voted to approve this policy on November 27, 2023.

Timeline

  • 2023-11-27: Noxious Weed Control Board approved the program standards.
  • 2024: Proposed start date for the new program.
  • Inspection certificates are valid for one year from the date of inspection.

Next Steps

Recommend that the Board of County Commissioners approve the Noxious Weed Board’s Program Standards to make certifications and inspections available for aggregate material sites immediately.

Sources

  • Sophie DeGroot - Noxious Weed Control Coordinator
  • Mark McCauley - County Administrator
  • Washington’s Noxious Weed Law (RCW 17.10)

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