PACKET: Commissioners Meeting at Mon, Mar 11, 09:00 AM

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Community Development Block Grant – Coronavirus (CDBG-CV) Contract Closeout

Topic Summary

The County is requesting approval to advertise a public hearing on April 8, 2024, to review the performance and expenditure of $321,450.11 in Community Development Block Grant-Coronavirus (CDBG-CV) funds. These funds, provided by HUD through the Washington Department of Commerce, were intended to assist low-to-moderate income citizens in responding to the COVID-19 pandemic, primarily through subsistence payments and homeless services managed in partnership with Olympic Community Action Program (OlyCAP). The grant contract period has ended as of December 31, 2023.

Key Points

  • The CDBG-CV grant funding totaled $321,450.11, received via the Washington State Department of Commerce.
  • The funds were applied for in December 2021 to meet the national objective of assisting very low-to-moderate income individuals during the COVID-19 pandemic.
  • Olympic Community Action Program (OlyCAP) was the subrecipient responsible for developing a navigator program, distributing subsistence payments (utilities, rent/mortgage payments), and providing COVID response services.
  • $196,454.56 of the original funding was reallocated in August 2022 to address urgent homeless services needs.
  • The reallocated funds helped finance development and ongoing operations of the Caswell-Brown Village (40 spaces for tiny shelters and recreational vehicles).
  • An additional $100,000 for ongoing homeless services was received in January 2023 and used to operate the Caswell-Brown Village location (142 Mill Road, Port Townsend, WA 98368).
  • As of December 2023, the Caswell-Brown Village shelter had served 327 people.
  • The majority of beneficiaries whose income was reported were Very Low Income (0-30% AMI), totaling 136 persons served.
  • The final public hearing to assess project performance was scheduled for February 20, 2024 (per the Close Out Report), but the hearing notice advertises the final public hearing for April 8, 2024.

Financials

  • Total CDBG budget: $321,548.00
  • Total funds expended: $321,450.11
  • Total balance remaining (assumed de-obligation): $97.89
  • Funds Breakdown:
    • General Administration (21A): Budgeted $11,000.00; Expended $10,963.42
    • Subsistence Payments (05Q): Budgeted $19,093.44; Expended $19,093.44
    • Homeless Services (03T): Budgeted $291,454.56; Expended $291,393.25
  • Funding sources: HUD through the Washington Department of Commerce CDBG-CV program.
  • No program income was generated by this project.

Alternatives

  • None specified.

Community Input

  • A public hearing is scheduled for April 8, 2024, at 10:30 a.m. to review and receive comments on the County's and OlyCAP's past performance.
  • Written testimony is invited from March 20, 2024, ending at the conclusion of the public hearing on April 8, 2024.

Timeline

  • 2021-12-00 (December): CDBG-CV funding originally applied for.
  • 2022-08-00 (August): $196,454.56 reallocated to homeless services.
  • 2023-01-00 (January): Additional $100,000 received for ongoing homeless services.
  • 2023-12-30: CDBG contract end date or project completion date.
  • 2024-04-08: Scheduled date for the Public Hearing (10:30 a.m.).

Next Steps

Staff requests the Board approve a motion to provide the requisite 14-day public notice for the CDBG-CV Contract Close Out Public Hearing on April 8, 2024.

Sources

  • Amanda Christofferson - Auditor's Office
  • Mark McCauley - County Administrator
  • Washington State Department of Commerce (CDBG-CV program)
  • Olympic Community Action Program (OlyCAP)
  • HUD

Duckabush Estuary Restoration-Realignment Project (County Road Project Initiation)

Topic Summary

The County is initiating a road project (Resolution No. ___) for the Duckabush Estuary Restoration-Realignment Project, focusing on improvements to Duckabush Road (CR No. 227408) and Shore Drive (CR No. 506709). The large-scale project, estimated at $126 million, is primarily funded and managed by external state and federal agencies, with Jefferson County providing $6,500 for Preliminary Engineering coordination from the County Road Fund.

Key Points

  • The project involves replacing the US HWY101 causeway across the Duckabush Estuary with a bridge.
  • The project will also realign a segment of Duckabush Road and replace a culvert with a bridge on Shore Drive.
  • The project's primary goals are restoration and realignment, improving both county road infrastructure and estuary function.
  • The total estimated cost for the County's specific coordination tasks is $6,500.

Financials

  • Total estimated project cost (overall): $126 million.
  • Total estimated cost for Jefferson County coordination: $6,500.
  • Funding sources for County tasks: $6,500 from the County Road Fund (for Preliminary Engineering).
  • Funding and management of the main project: Jointly provided by the Washington State Dept. of Fish & Wildlife (WDFW), the U.S. Army Corps of Engineers (USACE), and WSDOT.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • None specified.

Next Steps

The Board is requested to sign one original of the Resolution to Create County Project.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark Thurston, P.E. - Project Manager
  • Washington State Dept. of Fish & Wildlife (WDFW)
  • U.S. Army Corps of Engineers (USACE)
  • WSDOT

Donkey Creek Tributary Culvert Replacement (County Road Project Initiation)

Topic Summary

Jefferson County is initiating a county road project (Resolution No. ___) to replace the culvert at Clearwater Road MP 1.35 with a new concrete bridge, aiming to remove a fish passage barrier and improve road infrastructure. The main funding and management are provided by Trout Unlimited and the Coast Salmon Partnership, with Jefferson County responsible for coordination tasks related to right-of-way acquisition, design, and construction, totaling $37,555.

Key Points

  • The project is located at Clearwater Road, County Road No. 107508, at Milepost 1.35.
  • The existing culvert will be replaced with a new concrete bridge (Note: Project statement later mentions "Aluminum Structural Plate culvert" in the request form but "concrete bridge" in the resolution form, creating a textual ambiguity regarding the replacement structure type).
  • Key objectives are to remove the fish passage barrier and improve county road infrastructure.
  • Trout Unlimited and the Coast Salmon Partnership will design and manage the project and be responsible for contracting and payment.

Financials

  • Total estimated cost for Jefferson County coordination: $37,555.
  • Preliminary Engineering: $4,947 (Road Fund)
  • Right of Way: $29,996 (Trout Unlimited/Coast Salmon Partnership (NOAA)*)
  • Construction Engineering: $2,612 (Road Fund)
  • Funding sources: County Road Fund ($7,559 total) and funding from Trout Unlimited/Coast Salmon Partnership with NOAA backing ($29,996 total).
  • The Right-of-Way assistance funding ($29,996) is pending a NOAA funding decision in August 2024 and requires a reimbursable subrecipient agreement between the county and Trout Unlimited.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-08-00 (August): Expected date for NOAA funding decision regarding Right-of-Way assistance.

Next Steps

The Board is requested to sign one original of the Resolution to Create County Project.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark Thurston, P.E. - Project Manager
  • Trout Unlimited
  • Coast Salmon Partnership
  • NOAA (National Oceanic and Atmospheric Administration)

Hell Roaring Creek Tributary Culvert Replacement (County Road Project Initiation)

Topic Summary

Jefferson County proposes to initiate a project to replace the culvert at Upper Hoh Road MP 1.24 with a new concrete box culvert to remove a fish passage barrier and improve road infrastructure. The project is managed by Trout Unlimited and the Coast Salmon Partnership, with County tasks estimated at $34,054, largely covered by NOAA funding via the managing entities, though the County will contribute $7,500 for Right-of-Way assistance.

Key Points

  • The project is located at Upper Hoh Road, County Road No. 914207, at Milepost 1.24.
  • The existing culvert will be replaced with a new concrete box culvert.
  • The main goals are to remove the fish passage barrier and improve county road infrastructure.
  • Trout Unlimited and the Coast Salmon Partnership will design and manage the project, and be responsible for contracting and payment.
  • County tasks include assistance with right-of-way acquisition and coordination with design and construction.

Financials

  • Total estimated cost for Jefferson County coordination: $34,054.
  • Preliminary Engineering: $2,320 (Trout Unlimited/Partnership (NOAA)*)
  • Right of Way: $27,996 (NOAA funding + $7,500 from Road Fund)
  • Construction Engineering: $3,738 (Trout Unlimited/Partnership (NOAA)*)
  • Funding sources: $26,554 is expected from Trout Unlimited/Coast Salmon Partnership (NOAA) via a reimbursable subrecipient agreement; $7,500 will come from the County Road Fund (for Right-of-Way assistance).
  • The NOAA funding decision for Right-of-Way assistance is pending in August 2024, requiring a subrecipient agreement amendment.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-08-00 (August): Expected date for NOAA funding decision regarding Right-of-Way assistance.

Next Steps

The Board is requested to sign one original of the Resolution to Create County Project.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark Thurston, P.E. - Project Manager
  • Trout Unlimited
  • Coast Salmon Partnership
  • NOAA (National Oceanic and Atmospheric Administration)

Lindner Creek Culvert Replacement (County Road Project Initiation)

Topic Summary

Jefferson County is proposing to initiate a county road project to replace the culvert at Upper Hoh Road MP 4.93 with a new concrete bridge, intended to remove a fish passage barrier and improve road infrastructure. The $40,140 project for county coordination is entirely funded through Trout Unlimited and the Coast Salmon Partnership, with NOAA funding via a reimbursable subrecipient agreement, though the Right of Way funding portion is pending a decision in August 2024.

Key Points

  • The project is located at Upper Hoh Road, County Road No. 914207, at Milepost 4.93.
  • The existing culvert will be replaced with a new concrete bridge.
  • The goals are to remove the fish passage barrier and improve county road infrastructure.
  • Trout Unlimited and the Coast Salmon Partnership will design and manage the project, and be responsible for contracting and payment.
  • County tasks include assistance with right-of-way acquisition and coordination with design and construction.

Financials

  • Total estimated cost for Jefferson County coordination: $40,140.
  • Preliminary Engineering: $6,190 (Trout Unlimited/Partnership (NOAA)*)
  • Right of Way: $28,496 (Trout Unlimited/Partnership (NOAA)*)
  • Construction Engineering: $5,454 (Trout Unlimited/Partnership (NOAA)*)
  • Funding sources: The entire $40,140 is funded by Trout Unlimited/Coast Salmon Partnership (NOAA) through a reimbursable subrecipient agreement. No County Road Fund appropriation is specified for this project.
  • Funding for Right-of-Way assistance is awaiting a NOAA decision in August 2024 and will require an amendment to the subrecipient agreement.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-08-00 (August): Expected date for NOAA funding decision regarding Right-of-Way assistance.

Next Steps

The Board is requested to sign one original of the Resolution to Create County Project.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark Thurston, P.E. - Project Manager
  • Trout Unlimited
  • Coast Salmon Partnership
  • NOAA (National Oceanic and Atmospheric Administration)

Snell Creek Culvert Replacement (County Road Project Initiation)

Topic Summary

Jefferson County proposes initiating a road project to replace the culvert at Upper Hoh Road MP 2.74 with a concrete bridge, intended to eliminate a fish passage barrier and improve infrastructure. The $42,640 project for County tasks is fully funded by NOAA through a reimbursable subrecipient agreement with Trout Unlimited and the Coast Salmon Partnership, who will manage the overall project.

Key Points

  • The project is located at Upper Hoh Road, County Road No. 914207, at Milepost 2.74.
  • The existing culvert will be replaced with a new concrete bridge.
  • The goals are to remove the fish passage barrier and improve county road infrastructure.
  • Trout Unlimited and the Coast Salmon Partnership will design and manage the project, and be responsible for contracting and payment.
  • County tasks include assistance with right-of-way acquisition and coordination with design and construction.

Financials

  • Total estimated cost for Jefferson County coordination: $42,640.
  • Preliminary Engineering: $6,190 (Trout Unlimited/Partnership (NOAA)*)
  • Right of Way: $30,996 (Trout Unlimited/Partnership (NOAA)*)
  • Construction Engineering: $5,454 (Trout Unlimited/Partnership (NOAA)*)
  • Funding sources: The entire $42,640 is funded by Trout Unlimited/Coast Salmon Partnership (NOAA) through a reimbursable subrecipient agreement. No County Road Fund appropriation is specified.
  • Funding for Right of Way assistance is awaiting a NOAA funding decision in August 2024 and will require an amendment to the subrecipient agreement.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-08-00 (August): Expected date for NOAA funding decision regarding Right-of-Way assistance.

Next Steps

The Board is requested to sign one original of the Resolution to Create County Project.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark Thurston, P.E. - Project Manager
  • Trout Unlimited
  • Coast Salmon Partnership
  • NOAA (National Oceanic and Atmospheric Administration)

Big Quilcene River Bridge Replacement (County Road Project Initiation)

Topic Summary

Jefferson County is initiating a county road project (Resolution No. ___) for the Big Quilcene River Bridge Replacement on Linger Longer Road (CR No. 301309). This project, entirely funded and managed by the Hood Canal Salmon Enhancement Group (HCSEG) with a $25 million RAISE grant, involves restoring 1.1 miles of the river/floodplain and replacing the Linger Longer Bridge with a new 1,100 ft. long bridge. Jefferson County's coordination duties are estimated to cost $70,000, funded by the RAISE grant and the County Road Fund.

Key Points

  • The project involves restoring a 1.1 mile segment of the Big Quilcene River and associated floodplain.
  • The Linger Longer Bridge will be replaced with a new bridge that is 1,100 feet long.
  • The Hood Canal Salmon Enhancement Group (HCSEG) is funding and managing the project.
  • Jefferson County's involvement is limited to providing coordination on Preliminary Engineering and Construction Engineering.
  • HCSEG will be responsible for design, management, contracting, and payment of the overall project.

Financials

  • Total project funding (overall): $25 million (RAISE grant).
  • Total estimated cost for Jefferson County coordination: $70,000.
  • Preliminary Engineering: $20,000 ($10,000 RAISE, $10,000 Road Fund)
  • Construction Engineering: $50,000 ($30,000 RAISE, $20,000 Road Fund)
  • Funding sources for County tasks: $40,000 from HCSEG RAISE funding, and $30,000 from the County Road Fund.
  • A formal reimbursement agreement with HCSEG and/or the Jamestown S’Klallam Tribe regarding RAISE funds for County coordination costs has not yet been established.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • None specified.

Next Steps

The Board is requested to sign one original of the Resolution to Create County Project.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark Thurston, P.E. - Project Manager
  • Hood Canal Salmon Enhancement Group (HCSEG)

Port Hadlock Wastewater Treatment Plant Material Testing Agreement

Topic Summary

The Public Works Department requests approval of a Professional Services Agreement (PSA) with Intertek Professional Service Industries, Inc. (PSI) for $53,338 to provide material testing and special inspection services for Phase 2 of the Port Hadlock Wastewater Treatment Plant (WWTP) project. This phase includes constructing the new Membrane Bioreactor (MBR) WWTP, and the contract is fully funded by a Washington State Department of Commerce grant utilizing federal ARPA funds.

Key Points

  • The agreement is for material testing and special inspection services for Phase 2 – Water Reclamation Plant for the Port Hadlock Urban Growth Area (UGA).
  • Services were requested through a Request for Proposals (RFP) advertised on November 15, 2023.
  • The scope includes on-site and off-site material testing and special inspection during construction of the MBR WWTP.
  • Phase 2 construction involves connecting extant influent/effluent piping, constructing the WWTP site (driveway, piping, fencing), installing an odor control biofilter, building equipment pads and buildings (1,200 SF metal building, 2,500 SF MBR canopy, 1,800 SF administration building), and installing plant electrical systems.
  • The new MBR WWTP is designed for a maximum monthly capacity of 90,000 gallons per day (gpd).
  • Work on Phase 2 is specified to begin on or before March 4, 2024, with a construction duration of 502 calendar days (approximately 16 months).
  • PSI's services include inspection/testing of soils, asphalt, concrete, masonry, structural steel fabrication/erection, and cold formed steel framing in accordance with the 2021 International Building Code with Washington State Amendments.
  • PSI notes that they will be working at the direction of the client/site representative on an On-Call basis and that they are not acting as the geotechnical engineer of record.

Financials

  • Maximum payment amount: $53,338.00.
  • Funding sources: 100% funded by a Washington State Department of Commerce grant (Project No. 22-96515-026) using federal U.S. Treasury ARPA State and Local Fiscal Recovery Funds (SLFRF).
  • All funds are allocated to the service contract with PSI.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2023-11-15: RFP for material testing and special inspection services advertised.
  • 2024-03-04: Work on Phase 2 – Water Reclamation Plant began or will begin on or before this date.
  • Construction duration: 502 calendar days (approx. 16 months).

Next Steps

Public Works recommends that the Board execute all two originals of the Professional Services Agreement with Intertek – Professional Services Industries (PSI) Inc.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Samantha Harper, P.E. - Project Manager
  • Intertek Professional Service Industries, Inc. (PSI)
  • Alex Fish, L.G. - Professional Service Industries, Inc (PSI) Branch Manager (Tacoma office)
  • Washington State Department of Commerce
  • U.S. Treasury ARPA SLRF
  • International Building Code Chapter 17

ADA Technology Agreement for Key City Public Theatre

Topic Summary

Jefferson County Public Health (JCPH), Developmental Disabilities Program, requests approval of a $13,750 Professional Services Agreement with Key City Public Theatre (KCPT) to improve accessible technology at the playhouse. The one-year agreement focuses on replacing/installing ADA-compliant listening devices, lighting for ASL interpreters, and a high-definition sound/public address system, fully funded by an Accessible Community Advisory Committee (ACAC) Grant.

Key Points

  • The agreement's purpose is to improve accessibility and remove barriers for community members with physical challenges to access the Key City Public Theatre playhouse.
  • KCPT will replace the old assistive listening device system with a new one that includes audio description technology, available at all performances.
  • KCPT will install two dedicated theatrical lighting instruments to illuminate American Sign Language (ASL) interpreters at select performances (scheduled for all four mainstage shows in the 2024-2025 season).
  • KCPT will purchase and install a hi-definition concert sound/public address system (speakers, amplifier, microphones, wireless technology) to create ADA accessibility.
  • The theater will offer accessible sliding scale pricing for the four mainstage shows featuring ASL interpretation.
  • Personnel expenses are included for design/installation by an Audio/Video Systems Technician, staff training, and project management/budget oversight.

Financials

  • Total contract amount: $13,750.00 (Maximum amount payable).
  • Funding source: Accessible Community Advisory Committee (ACAC) Grant, designated from the Governor’s Committee on Disability and Employment of Washington State (under DSHS, the Employment Security Department).
  • Budget Breakdown:
    • Personnel costs (Salary/Payroll Taxes): $2,859 (for Audio/Video Technician, staff training, and Project Management).
    • ADA Technology (sound/PA system): Up to $10,091.
    • Advertising (Print/Social Media): $800.
  • The contract is funded by revenue designated as Fund #127.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-02-05: Agreement commencement date.
  • 2025-02-05: Agreement end date.

Next Steps

JCPH, Developmental Disabilities Program, requests Board approval of the Professional Services Agreement with Key City Public Theatre for $13,750.00.

Sources

  • Apple Martine - Director, JCPH
  • Anna McEnery - DD & BH County Coordinator, JCPH
  • Key City Public Theatre
  • Governor’s Committee on Disability and Employment of Washington State (ACAC Grant)

Center Road 2R Overlay Project Amendment No. 3

Topic Summary

The Public Works Department is requesting the Board execute Amendment No. 3 to the Rural Arterial Program (RAP) Project Agreement for the Center Road 2R Overlay (MP 10.34 to MP 14.58). This amendment authorizes an additional $189,172 in federal RATA grant funding, increasing the total authorized amount to $1,889,872. Critically, the amendment removes the local match requirement, allowing for 100% reimbursement up to the full authorized RATA amount.

Key Points

  • The project involves a 2R (resurfacing, restoration, and rehabilitation) overlay on Center Road, Segment 1, from Milepost 10.340 to Milepost 14.580 (Road No. 93150).
  • Repaving is necessary because the segments were last paved in 1999 (25 years ago) and 1994 (30 years ago); regular scheduling aims for 20-25 year intervals.
  • The goal is to restore the road surface before deterioration compromises safety and requires more extensive repairs.
  • The original Project Agreement was approved on April 21, 2022.
  • Amendment No. 1, dated May 22, 2023, increased RATA funding to $1,477,400.
  • Amendment No. 2, dated September 11, 2023, increased RATA funding to $1,700,700.
  • Amendment No. 3 is made pursuant to CRABoard Resolution 2022-010.

Financials

  • Additional amount authorized by Amendment No. 3: $189,172.00.
  • Total RATA grant funding authorized: $1,889,872.00.
  • Fiscal impact: The amendment removes the match requirement, allowing for 100% reimbursement by RATA up to the authorized amount.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2022-04-21: Original Project Agreement Date Approved.
  • 2023-04-13: CRABoard approved RATA funding increase (Amendment No. 1 basis) to $1,477,400.
  • 2023-07-27: CRABoard approved RATA funding increase (Amendment No. 2 basis) to $1,700,700.
  • 2024-03-11: Date of agenda request for Amendment No. 3 execution.

Next Steps

The Board is requested to execute all three original Amendment No. 3 documents and return them to Public Works.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • John Wayand - Project Manager
  • County Road Administration Board (CRAB)
  • Rural Arterial Program (RAP)
  • CRABoard Resolution 2022-010
  • RCW 36.79 (Roads and bridges — rural arterial program)
  • WAC 136-161-070

Advertising Planning Commission Vacancy (District 3)

Topic Summary

The Department of Community Development (DCD) requests authorization to advertise a vacant seat on the Planning Commission for District 3 following the resignation of Michael Nilssen. The goal is to conduct public outreach quickly by advertising the position in the newspaper of record and on the County website, allowing the Board to appoint a replacement for the term expiring in March 2028.

Key Points

  • Planning Commission member Michael Nilssen resigned from his District 3 seat on February 21, 2024.
  • The term for this seat expires on March 17, 2024.
  • The new volunteer term will run for four years, starting March 17, 2024, and ending March 16, 2028.
  • District 3 geographically extends from southern Oak Bay to South County and the West End.
  • Upcoming work for the Planning Commission includes: Comprehensive Plan Periodic Review, Housing Issues, and Hospitality Establishments.
  • Meetings are typically held the first and third Wednesdays of each month at 5:30 PM, usually virtually or at the Tri-Area Community Center in Chimacum.

Financials

  • Jefferson County has budgeted for a 9-member Planning Commission and associated advertising costs.
  • None specified.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-02-21: Michael Nilssen resigned.
  • 2024-03-13, 2024-03-20: Dates recommended for advertisement publication in The PT Leader.
  • 2024-03-17: Start date of the new term.
  • 2028-03-16: End date of the term.

Next Steps

DCD recommends that the Board of County Commissioners approve the attached advertisement for publication. The appointment will be made by the BoCC following candidate interviews.

Sources

  • Josh D. Peters - Community Development Director
  • Joel Peterson - Associate Planner
  • Michael Nilssen (resigned member)

Reappointment of Planning Commission Member Ahren Stroming (District 1)

Topic Summary

The Department of Community Development (DCD) recommends the reappointment of Ahren Stroming to the Planning Commission for District 1 for a full four-year term. Mr. Stroming was appointed in October 2023 to fill the remaining five months of an unexpired term, and subsequently indicated his desire to continue serving.

Key Points

  • Ahren Stroming, District 1 representative, was appointed on October 23, 2023.
  • He filled the remaining five months of an unexpired term, starting his service on November 1, 2023.
  • Planning Commission by-laws allow an appointee filling a vacated seat to serve the remainder of the term and then be eligible for reappointment.
  • The replacement term runs from March 17, 2024, through March 16, 2028.

Financials

  • There is no fiscal impact to the County's General Fund for re-appointing a member.
  • The 2024 DCD and PC budgets are based on nine PC members, inclusive of this position.
  • None specified.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2023-10-23: BoCC appointed Ahren Stroming to fill unexpired term.
  • 2023-11-01: Mr. Stroming's first Planning Commission meeting.
  • 2024-03-17: Proposed start date of the new full 4-year term.
  • 2028-03-16: Proposed end date of the term.

Next Steps

DCD recommends that the Board reappoint Ahren Stroming of District 1 to the Planning Commission for the term expiring March 16, 2028.

Sources

  • Josh D. Peters - Community Development Director
  • Joel Peterson - Associate Planner
  • Mark McCauley - County Administrator

Comparison and Decision on Official County Newspaper of Record

Topic Summary

The Board of County Commissioners (BoCC) is scheduled to discuss and potentially award the bid for the Official County Newspaper of Record, as required by RCW 36.72.075, by the first regular meeting in April. Two bids were received and opened on March 4, 2024, from The Leader and the Peninsula Daily News (PDN), requiring the Board to apply the criteria of "best and lowest responsible bidder" and "widest publicity" based primarily on circulation data.

Key Points

  • RCW 36.72.075 requires the County to call for bids annually and approve a contract by the first regular meeting in April for a term beginning July 1.
  • The contract must be awarded to the "best and lowest responsible bidder," prioritizing circulation for "widest publicity."
  • The Leader circulation metrics:
    • Print Circulation: 5,763 total in Jefferson County (reaching 17.24% of county population).
    • Electronic Subscriptions (paid, not included with print): 10,966.
    • Cost per Column Inch: $10.00 (Font Size 8.5 pt).
  • Peninsula Daily News (PDN) circulation metrics:
    • Print Circulation: 1,392 total in Jefferson County (reaching 4.16% of county population).
    • Electronic Subscriptions (paid, not included with print): 3,910.
    • Cost per Column Inch: $7.90 (Font Size 7.2 pt).
  • The Leader's print circulation is over four times greater than PDN's in Jefferson County.
  • PDN has greater electronic website traffic/readership (1,447,164 monthly hits vs. 230,000 for The Leader), although the percentage attributable to Jefferson County is unknown.
  • Both newspapers post legal notices online, viewable for free, and both subscribe to the statewide public notice site (wapublicnotices.com).
  • PDN offers cheaper general advertisements at $9.00 per column inch.
  • Sample legal notice costs: Sample #1 was cheaper in PDN ($204.18) than The Leader ($417.50). Sample #2 was cheaper in PDN ($79.68 total for two runs) than The Leader ($110 total for two runs plus logo fee).

Financials

  • The Leader Cost per Column Inch: $10.00
  • Peninsula Daily News Cost per Column Inch: $7.90
  • PDN General Advertisement Rate: $9.00 per column inch
  • Sample 1 Cost (once): PDN $204.18 vs The Leader $417.50
  • Sample 2 Cost (twice): PDN $79.68 vs The Leader $110.00 (includes logo fee)

Alternatives

  • The primary alternatives are awarding the bid to The Leader or the Peninsula Daily News. No other alternatives are provided.

Community Input

  • None specified in the request packet, but the bids were opened and read aloud at the March 4, 2024 meeting.

Timeline

  • 2024-01-08: Call for bids published.
  • 2024-03-04: Bids opened and read aloud.
  • 2024-03-11: Discussion and Potential Action requested.
  • 2024-03-25: Board should direct staff to prepare a Bid Award for adoption on the Consent Agenda on this date.
  • 2024-04-00 (First Meeting): Contract must be approved on or before the first meeting in April.
  • 2024-07-01: Contract term begins.

Next Steps

The Board needs to make a determination to award the bid to either the Peninsula Daily News or The Port Townsend – Jefferson County Leader so that a contract can be drafted for approval by the required deadline.

Sources

  • Carolyn Gallaway - Clerk of the Board
  • Mark McCauley - County Administrator
  • The Leader (Newspaper Bidder)
  • Peninsula Daily News (Newspaper Bidder)
  • RCW 36.72.075

Solid Waste Transfer Station Self-Haul Hours Increase

Topic Summary

The Public Works Department requests Board approval to increase operational hours for self-haul customers at both the Solid Waste Transfer Station and the Quilcene drop box, effective April 2, 2024. The Transfer Station will gain 3 hours per week, and the Quilcene drop box will gain 2 hours per week, allowing for increased service availability supported by improved staffing levels.

Key Points

  • Public Works intends to increase operational hours for self-haul customers due to improved staffing levels and newly trained staff in the Solid Waste Division.
  • The Transfer Station revised hours increase from 37.5 weekly hours to 40.5 weekly hours, effective April 2, 2024.
  • The Quilcene drop box revised hours increase from 21 weekly hours to 23 weekly hours, effective April 2, 2024.
  • The Quilcene drop box operating days will be consolidated to Thursday, Friday, and Saturday (it was previously Tuesday, Thursday, Saturday).
  • The legal authority for setting hours resides with the Public Works Director, subject to approval by the Board of County Commissioners, per JCC 8.10.060.
  • Transfer Station Hours (Revised): Tuesday–Friday (8:30 a.m. – 4:30 p.m.); Saturday (8:30 a.m. – 5:00 p.m.).
  • Quilcene Drop Box Hours (Revised): Thursday–Friday (8:30 a.m. – 4:30 p.m.); Saturday (8:30 a.m. – 5:00 p.m.).

Financials

  • No budget impact is anticipated.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-04-02: Revised operational hours are proposed to begin.

Next Steps

Public Works requests approval of the revised transfer station and Quilcene drop box hours of operation.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Al Cairns - Solid Waste Manager
  • JCC 8.10.060

FEMA Community Assistance Visit (CAV) Follow-up and Community Rating System (CRS) Discussion

Topic Summary

The Department of Community Development (DCD) requests Board discussion and potential action on FEMA's Community Assistance Visit (CAV) findings and whether Jefferson County should include language in revisions to JCC Chapter 15.15 that would enable later enrollment in the voluntary Community Rating System (CRS). CRS incentivizes advanced floodplain management by offering lower flood insurance premiums to participating communities, aimed at reducing flood risk and loss.

Key Points

  • A FEMA CAV was conducted in 2023 by the Washington State Department of Ecology (ECY) because the County's last CAV occurred over twelve years prior, although it should occur every five years for NFIP participating communities.
  • The CAV audit identified that the County's floodplain ordinance (JCC Chapter 15.15), adopted in May 2019, predates the joint FEMA/ECY December 2019 updated State Model Ordinance, requiring mandatory changes.
  • The Board must consider revisions to JCC Chapter 15.15, including: (1) Mandatory changes for the Model Ordinance, (2) Optional changes for CRS enrollment, and (3) "best practices."
  • Community Rating System (CRS): This voluntary FEMA program rewards communities that exceed minimum National Flood Insurance Program (NFIP) requirements by providing discounts on flood insurance premiums.
  • Flood Risk: Jefferson County has 681 properties in the Special Flood Hazard Area (SFHA), but only 162 flood insurance policies are held, representing $4.9 million in losses after a 1-percent-annual-chance flood. Approximately 80% of SFHA properties lack flood insurance.
  • High Risk Areas: Brinnon’s downtown core lies within the floodway and SFHA, which are extremely hazardous areas due to floodwater velocity and debris risk.
  • Development Standards: JCC already exceeds NFIP minimums by requiring new/substantially improved structures to be constructed one foot above the Base Flood Elevation (BFE), as required by the Washington State Building Code.
  • Litigation Background: Jefferson County is currently operating under "Door 3" compliance following the 2004 National Wildlife Federation v. FEMA lawsuit and the resulting 2008 Biological Opinion (BiOp) under the Endangered Species Act. Door 3 requires permit-by-permit review for compliance, because previous attempts to adopt NMFS model ordinances (Door 1 or 2) were unsuccessful.
  • Mitigation Planning: Flooding is identified as one of the county's most extensive and prevalent hazards (24 major disaster declarations between 1956-2016). Recommended strategies include outreach to homeowners/realtors/insurance agents and applying for FEMA funding to elevate/relocate structures.
  • Recordkeeping: CRS requirements may negate the need for onerous five-year document preparation activities usually required of NFIP communities. Staff suggests many required CRS activities should already be embedded in local permit review processes.

Financials

  • Total estimated staff hours for current CAV follow-up activities: 300 hours (100 hours for permit file preparation, 80 hours for regulations/procedures updates, 30 hours for JCC Chapter 15.15 processing, 10 hours for compliance).
  • $80,000 is spent annually on flood insurance for the 20% of SFHA properties that purchase policies, covering $38,000,000 in property and contents.
  • The fiscal impact related to the CRS program enrollment level of effort is pending, as staff needs to gather data from other participating communities.

Alternatives

  • Staff is comparing three next step options for the Board to identify:
    1. Wait for the Planning Commission’s recommendation on CRS enrollment.
    2. Define a maximum justifiable level of annual effort/cost for CRS enrollment.
    3. Make an immediate determination for CRS enrollment and the necessary participation level.

Community Input

  • A public comment period is included in the agenda item discussion.

Timeline

  • 2004: National Wildlife Federation v. FEMA lawsuit initiated.
  • 2007 to 2009: Jefferson County previously enrolled in CRS program (participation ended due to staffing reduction from Great Recession).
  • 2008-09-00 (September): NMFS issued Biological Opinion (BiOp) under the ESA.
  • 2011-02-00 (February): NMFS publication describing RPA Element 3 requirements.
  • 2019-05-00 (May): Jefferson County's Floodplain Ordinance (JCC Chapter 15.15) adopted.
  • 2019-12-00 (December): Washington State Model Floodplain Flood Damage Prevention Ordinance updated/approved (the standard the County's ordinance deviates from).
  • 2023: FEMA conducted the CAV.
  • 2024-03-20: Planning Commission is scheduled to consider amendments to JCC Chapter 15.15.

Next Steps

The DCD requests the Board identify next steps regarding CRS enrollment, including: waiting for the Planning Commission's recommendation, setting a maximum level of effort/cost for annual enrollment, or determining that immediate CRS enrollment should occur.

Sources

  • Brent A. Butler, AICP - DCD Chief Strategy Officer
  • Phil Cecere - Floodplain Administrator, Chief Building Official and Fire Marshal
  • Josh Peters - DCD Director
  • Dr. Allison Berry - Public Health Officer
  • Willie Bence - Emergency Management Director
  • FEMA (Federal Emergency Management Agency)
  • Washington State Department of Ecology (ECY)
  • National Flood Insurance Program (NFIP)
  • National Marine Fisheries Service (NMFS)
  • JCC Chapter 15.15
  • Washington State Building Code

Healthier Together Task Force – Scope of Work and Recruitment

Topic Summary

Commissioner Greg Brotherton is bringing forward the scope of work for the Healthier Together Task Force (Aquatic Center Task Force) for review, update, and potential action, and initiating the recruitment process for new members. This advisory group is charged with researching the feasibility of an aquatic center in the Port Hadlock Urban Growth Area (UGA), evaluating alternative construction methods, and assessing options for the Mountain View Pool.

Key Points

  • The Task Force is an advisory board to the Healthier Together Steering Committee and the Board of County Commissioners (BoCC).
  • Primary Research Goals:
    1. Research the feasibility of building an aquatic facility in the Port Hadlock UGA (including available sites, financing, public infrastructure, traffic, and market analysis/usage).
    2. Research alternative construction techniques, specifically Sprung construction pool enclosures, comparing lifecycle costs to traditional construction.
    3. Discuss the viability of adding other Jefferson County projects, facilities, or amenities to a Public Facilities District (PFD).
    4. Evaluate rehab/rebuild/expand options for Mountain View Pool.
  • Composition: 6 members appointed by the BoCC (2 from each commissioner's district) and 2 At-Large members representing the Jeffco Aquatic Coalition supporters who reside outside the City of Port Townsend.
  • Task Force meetings will be Open Public Meetings, held in a hybrid format, predominantly online, and will meet twice a month.
  • Appointments are based on selection criteria including geographic and diverse representation, balance of skill sets (construction, finance), familiarity with the steering committee's work, and ability to commit time.

Financials

  • None specified.

Alternatives

  • None specified.

Community Input

  • Task force members are expected to invite input and information from a wide variety of expert sources.
  • Task force meetings must include a written public comment period for every meeting.
  • During the March 4 meeting, three comments were received during a related workshop, and Commissioners discussed task force membership and reporting structure, but reached no consensus.

Timeline

  • 2024-03-11: Open application publication date (to initiate recruitment during March).
  • 2024-04-00 (Beginning of April): Expected convening date for the Task Force.
  • 2024-06-30: Expected completion date for the Task Force report.

Next Steps

The Task Force will report its findings and recommendations to the Steering Committee, City Council, County Commission, and the public. The final report will inform the BoCC's decision about forming a Public Facilities District (PFD). The application process for citizen representatives is requested to begin.

Sources

  • Greg Brotherton - Commissioner District No. 3
  • Carrie Hite - City of Port Townsend Director of Parks and Recreation Strategy
  • Mark McCauley - County Administrator
  • Carolyn Gallaway - BoCC Clerk
  • John Mauro
  • Diane McDade - Jefferson County Aquatic Coalition President

Proclaiming Sunshine Week (March 10-16, 2024)

Topic Summary

The Board of County Commissioners (BoCC) is considering a Proclamation designating the week of March 10-16, 2024, as Sunshine Week. The proclamation affirms the County’s commitment to government transparency, enhancing public access to records and information electronically and online, and ensuring all deliberative body meetings are fully noticed and open to the public, including continuing hybrid meeting formats whenever practical.

Key Points

  • Sunshine Week is proclaimed for the week of March 10–16, 2024, which includes the anniversary of James Madison’s birth.
  • The BoCC commits to continuously enhancing public access to government records and increasing electronically provided information.
  • The BoCC intends to hold all open public meetings in a hybrid format whenever practical to allow for greater accessibility.
  • The proclamation encourages all people to observe the importance of transparency and openness in a free society.

Financials

  • None specified.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-03-10 to 2024-03-16: Sunshine Week declared.

Next Steps

Approve the Proclamation declaring the week of March 10, 2024, as Sunshine Week.

Sources

  • Adiel McKnight - Deputy Clerk of the Board

Payroll and Accounts Payable Warrant Payments

Topic Summary

The Board of County Commissioners is asked to approve the payment of various payroll and accounts payable warrants totaling $3,648,832.06 across two payroll dates in March 2024 and one large accounts payable warrant date, representing obligations against Jefferson County.

Key Points

  • Payment of payroll warrants dated March 5, 2024, totaling $2,390,539.80.
  • Payment of payroll warrants dated March 5, 2024, totaling $6,255.23.
  • Payment of accounts payable warrants dated March 11, 2024, totaling $1,252,296.86.
  • The total amount for approval is $3,649,091.89 (sum of all listed payments).

Financials

  • Payroll Total (March 5, 2024): $2,390,539.80
  • Payroll Total (March 5, 2024, smaller batch): $6,255.23
  • Payroll Total (March 11, 2024): $1,252,296.86
  • Total combined payments: $3,649,091.89
  • The March 11, 2024 Accounts Payable Total distributes across many funds, the largest of which are:
    • Fund 001 (General Fund): $381,774.78
    • Fund 401: $207,346.66
    • Fund 405: $169,652.00
    • Fund 127: $98,545.26

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-03-05: Payroll Warrants dated.
  • 2024-03-11: Payroll Warrants dated (and Accounts Payable payment date).

Next Steps

Approval and adoption of the Consent Agenda (which includes the payment confirmations).

Sources

  • Jefferson County Auditor's Office

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