PACKET: Commissioners Meeting at Mon, Mar 25, 09:00 AM

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Extracted Factual Summary for Jefferson County Commissioners Meeting (March 25, 2024)

Jefferson County/Whaleheart Productions: Harm Reduction/Naloxone Videos (Amendment)

Topic Summary

Jefferson County Public Health (JCPH) requested approval for Amendment 1 to the Professional Services Agreement with Whaleheart Productions. The agreement, originally set to expire in August 2023, is for the production of harm reduction and naloxone education videos to support the Behavioral Health Consortium’s strategic plan aimed at improving the County’s substance use and mental health recovery rates. The amendment extends the service period to August 31, 2024, without requiring additional funding beyond the original total of $11,865.

Key Points

  • The agreement with Whaleheart Productions is for producing two videos focused on Harm Reduction and Naloxone education.
  • The project supports the Jefferson County Behavioral Health Consortium's strategic plan to improve substance use and mental health recovery rates.
  • The videos aim to establish and build the county's collective anti-stigma overdose prevention/harm reduction engagement and education, which is a goal of the RCORP-Implementation grant.
  • One video is a "Harm Reduction Informational Video" (under 3 minutes) and the other is a "Naloxone Training and Awareness Video" (under 3 minutes).
  • The Naloxone video scope includes a brief training (nasal and intramuscular) and a conversation about Naloxone between a parent and a teenage child.
  • The original contract term was February 1, 2023, through August 31, 2023; Amendment 1 extends this term through August 31, 2024.

Financials

  • Total contract amount (including Amendment 1) not to exceed: $11,865.
  • Funding source: HRSA award GA1RH39564 (RCORP-I), awarded to JCPH for CHIP on behalf of the Jefferson County Behavioral Health Consortium (BHC).
  • The amendment requires "No additional funding" beyond the original funds set aside.
  • Original cost breakdown for the two videos: Harm Reduction Video Total $7,985.00, Naloxone Video Total $3,880.00.

Alternatives

None specified.

Community Input

None present.

Timeline

  • 2023-02-01: Original Agreement commencement date.
  • 2023-08-31: Original Agreement expiration date.
  • 2024-08-31: Extended term expiration date (per Amendment 1).
  • Original proposed delivery of Final Cut for both videos: End of Aug, 2023.

Next Steps

JCPH management requests approval of Amendment 1.

Sources

  • Apple Martine - Director, Public Health
  • Gabe Van Lelyveld - Owner, Whaleheart Productions
  • Health Resources and Services Administration (HRSA) award GA1RH39564 (RCORP-I)

Jefferson County/Cascadia Consulting: Climate Facilitation Services

Topic Summary

Jefferson County Public Health (JCPH) seeks approval for a professional services agreement with Cascadia Consulting Group to conduct climate facilitation services. The consulting firm will organize and facilitate two meetings to analyze the scope of climate-related projects across multiple county departments and to identify any gaps or overlaps concerning existing Climate Action Goals.

Key Points

  • The project purpose is to hold a "Climate Summit" to gain a comprehensive understanding of all climate-related projects across County departments.
  • The summit aims to determine how these projects relate to each other and to the County's Climate Action Goals, identifying current gaps and overlaps.
  • Meeting invitations will include staff from Public Health (community health, environmental health, community assessment), Department of Community Development (Climate Planning staff), a representative from the City and County Climate Action Committee, Public Works, and Washington State University Extension.
  • The contract includes developing agendas/materials, facilitating two in-person workshops (up to 3 hours each), and providing meeting documentation.
  • The resultant summary document will capture key findings, themes, and next steps for the County's consideration.
  • If the summary is fully virtual, it may be up to 8 pages; if in-person, up to 4 pages.
  • Participating staff are expected to bring expertise/awareness of key documents, including jurisdictional Hazard Mitigation Plans, the Jefferson County Sea-Level Rise Study, and the Jefferson County Climate Action Plan.
  • The Prosecuting Attorney noted that the contract used "is no longer a PAO approved contract," that "Changes are significant," and advised staff to "Be careful not to use this modified contract as a basis for other PSAs. It significantly increases the County's risk." However, the PAO also noted that "giving the Scope of Work, the risk is very low."

Financials

  • Total contract amount: $9,993.00.
  • Funding Source: Foundation Public Health Services funds, derived from consolidated contracts with the Department of Health.
  • Breakdown of proposed costs:
    • Subtask 1.1 (Develop agenda and materials): $2,750
    • Subtask 1.2 (Facilitate meetings - in-person): $4,300
    • Subtask 1.3 (Meeting notes and summary document): $1,700
    • Task 2 (Project Management/Check-ins/Invoicing): $1,155
  • Total of cost estimates provided: $9,905 (Note: this is below the $9,993 contract amount, which is stated to be "inclusive of all expenses" in the Scope of Work).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-03-15: Agreement commencement date.
  • 2024-06-30: Agreement continuation date (term end).
  • Cascadia will provide monthly invoices with associated activity reports.

Next Steps

JCPH management requests approval of the contract with Cascadia Consulting for $9,993 to conduct two facilitated meetings.

Sources

  • Apple Martine - Director, Public Health
  • Pinky Feria Mingo - Director, Environmental Health and Water Quality
  • Gretchen Muller - Director, Planning and Facilitation (Cascadia Consulting Group)
  • Mark McCauley - County Administrator
  • Department of Health (funding source)

Port Hadlock UGA Phase 3 Sewer Collection System: Construction Surveying

Topic Summary

Jefferson County Public Works requested approval of a Professional Services Agreement (PSA) with Van Aller Surveying, Inc. for construction surveying services required during the Phase 3 installation of the Low Pressure Sewer Collection System in the Port Hadlock Urban Growth Area (UGA). The PSA is valued at $49,870 and is entirely funded by Department of Commerce Funds.

Key Points

  • The project involves the installation of approximately 3 miles of High Density Poly Ethylene (HDPE) low pressure sewer collection system within the Phase I Port Hadlock UGA.
  • The construction surveying services ensure the project is constructed at the proper location and grade, consistent with previous work by Van Aller Surveying and Tetra Tech.
  • Scope of services includes: (1) Office construction staking preparation (coordination, AutoCAD manipulation, point calculations); (2) Field construction staking (permanent/temporary easements, clearing limits, sawcuts, pipeline components like bends, valves, cleanouts, pavement reconstruction staking); and (3) Topographic mapping (Joyce Mobile Home Park, County Pothole locations, pavement restoration, miscellaneous mapping).
  • The Consultant requires a 2-business day advance notice for staking requests.
  • The contract time is tied to the construction contract for Phase 3, and will be extended if the construction contract is extended.

Financials

  • Maximum payable amount under this agreement: $49,870.00.
  • Funding Source: Department of Commerce Funds (Project No. 22-96515-02).
  • There is no impact to the Jefferson County General Fund and no match requirements specified in the documentation (Contract Review Form states N/A).
  • Breakdown of Estimated Project Costs:
    • Task 1 (Office construction staking preparation): $3,250
    • Task 2 (Field construction staking): $32,800
    • Task 3 (Topographic mapping): $12,420
    • Materials (Hubs, lath, flagging, paint): $1,400
    • Project Total: $49,870

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-02-29: Professional Services Proposal Date.
  • Work shall commence upon written notice to proceed from the County.
  • Completion of the agreement is connected to the construction contract for Phase 3 - Low Pressure Sewer Collection System for the Port Hadlock UGA.

Next Steps

Public Works recommends the Board execute the Professional Services Agreement with Van Aller Surveying, Inc.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Samantha Harper, P.E. - Wastewater Project Manager
  • Van Aller Surveying, Inc. (Consultant)
  • Washington State Department of Ecology (Ecology Agreement No WQC_2024_JCoPWE-00034)
  • Department of Commerce (Commerce Project No. 22-96515-02)

Jefferson County/Puget Sound Restoration Fund: Dungeness Crab Larval Monitoring

Topic Summary

Jefferson County Public Health (JCPH) requested approval for a Personal Services Agreement (PSA) with the Puget Sound Restoration Fund (PSRF) for the Dungeness Crab Larval Monitoring Project. This project is dedicated to establishing a standardized coastal data stream for larval crab populations along the outer coast of Washington State to inform sustainable fisheries management and address knowledge gaps.

Key Points

  • The goal is to establish a robust system and network for collecting larval Dungeness crab population data along the outer coast of Washington State.
  • This data will provide a baseline for future coastal harvest forecasts, support comparisons between coastal and inland larval populations, and highlight potential connections between subpopulations.
  • The project will involve developing site-specific sampling strategies and plans, finalizing light trap design, purchasing materials, refining protocols, and providing public outreach.
  • The project objectives align with the North Pacific Coast Marine Resources Committee (NPC MRC) Program benchmarks for Marine Life, Sound Science, Education and Outreach, and Coastal Communities.
  • Contractor (PSRF) tasks include: meeting with the Pacific Northwest Crab Research Group, identifying program gaps, developing site-specific plans, purchasing and assisting with trap prototype construction, site visits to gather footage for a sampling protocol video, producing a final construction guide, refined protocols, and instructional video (to be made available at pnwcrab.com).

Financials

  • Total agreement amount: $23,156.00.
  • Funding Source: Grant from the Washington Department of Fish and Wildlife (WDFW), Grant #23-23412, for projects identified and recommended by the North Pacific Coast Marine Resources Committee (NPC MRC).
  • There is no impact to the Jefferson County General Fund.
  • There are no match requirements.
  • Estimated Budget Breakdown:
    • Salaries and Benefits (Ally Galiotto, Emily Buckner): $19,656
    • Supplies/Equipment (2 light traps, 2 temperature sensors, incidentals; 2 sites @ $1,000 each): $2,000
    • Travel (3 site visits to Neah Bay and La Push @ $500/visit): $1,500
    • Totals: $23,156

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2023-07-01: Agreement commencement date.
  • 2025-06-01: Agreement continuation date (term end).
  • Contractor Deliverables Due Dates:
    • April 1, 2024: List of participating sampling partners.
    • May 1, 2025: Coordinates of Pacific Coast monitoring locations.
    • May 1, 2025: PDFs of site-specific monitoring strategies/sampling plans.
    • May 1, 2025: Light trap construction guide, sampling protocol, instructional video (available at pnwcrab.com).
    • May 1, 2025: Presentation to NPC MRC.
    • June 1, 2025: All invoicing materials and WDFW format Final Report.

Next Steps

JCPH Management recommends BOCC signature for the Personal Services Agreement.

Sources

  • Pinky Mingo - Environmental Public Health and Water Quality Director
  • Tami Pokorny - Natural Resources Program Coordinator
  • Puget Sound Restoration Fund (Contractor)
  • Washington Department of Fish and Wildlife (WDFW) - Grant provider (#23-23412)
  • North Pacific Coast Marine Resources Committee (NPC MRC) - Recommended the project for funding
  • Ally Galiotto - Larval Crab Monitoring Program Coordinator (PSRF Contact)

Jefferson County/National Marine Sanctuary Foundation: Olympic Coast ROV Competition

Topic Summary

Jefferson County Public Health (JCPH) requested approval for a Personal Services Agreement (PSA) with the National Marine Sanctuary Foundation (NMSF) to implement the Olympic Coast Remotely Operated Vehicle (ROV) Training and Competition Project. This initiative aims to coordinate and implement MATE ROV Competitions in Forks in 2024 and 2025 to engage western Clallam and Jefferson county students in STEM education and prepare them for technical careers.

Key Points

  • The project focuses on coordinating and implementing the Marine Advanced Technology and Education (MATE) Olympic Coast ROV Competitions in Forks, WA in 2024 and 2025.
  • The target participants are students attending school in western Clallam and Jefferson counties.
  • The competitions use underwater robots (ROVs) to engage students in STEM and help them develop technical, teamwork, and problem-solving skills based on real-world ocean scenarios.
  • Activities include identifying and training teacher-mentors, hosting two student workshops (approx. 75 students each), and supporting program operations.
  • The project addresses the Coast MRC Program benchmark for "Coastal Communities."
  • The NMSF will reimburse costs for pool rental, ROV components, event insurance, room rental, stipends for teacher-mentors ($50/day/teacher for 3 days in 2024), and travel/food costs.

Financials

  • Total agreement amount: $20,347.00.
  • Funding Source: Grant from the Washington Department of Fish and Wildlife (WDFW), Grant #23-23412, for projects identified and recommended by the North Pacific Coast Marine Resources Committee (NPC MRC).
  • There is no impact to the Jefferson County General Fund.
  • There are no match requirements.
  • Estimated Budget Breakdown of Key Items:
    • Salaries and Benefits (Program Operations Manager - Education): $2,442
    • Supplies/Equipment (Competition/ROV components, textbooks, trophies): $3,655
    • Travel (Food, lodging, MATE ROV world competition travel): $8,450
    • Contracted Services (Pool rental $1,600, Event Insurance $800, ONRC room rentals $1,900): $4,300
    • Other (Bona fide teacher stipends in 2024): $1,500
    • Totals: $20,347

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2023-07-01: Agreement commencement date.
  • 2025-06-01: Agreement continuation date (term end).
  • Deliverables regarding workshop dates, competition dates, sign-in sheets, and press releases are due: June 1, 2024, and June 1, 2025.
  • Presentations to NPC MRC are due: June 1, 2024, and June 1, 2025.
  • Final invoice materials are due no later than June 1, 2025.

Next Steps

JCPH Management recommends BOCC signature for the Personal Services Agreement.

Sources

  • Pinky Mingo - Environmental Public Health and Water Quality Director
  • Tami Pokorny - Natural Resources Program Coordinator
  • National Marine Sanctuary Foundation (Contractor)
  • Washington Department of Fish and Wildlife (WDFW) - Grant provider (#23-23412)
  • North Pacific Coast Marine Resources Committee (NPC MRC) - Recommended the project for funding
  • Deanna Balistreri - Operations Program Manager, Education & Outreach (NMSF Contact)

Adopting Rules for the Adoption of Ordinances, Resolutions, and Motions (Hearing Notice)

Topic Summary

The Board of County Commissioners (BOCC) discussed a proposed ordinance intended to establish specific rules for county staff governing the adoption of ordinances, resolutions, and motions in Jefferson County. The BOCC approved publishing a public hearing notice regarding this proposed ordinance.

Key Points

  • The proposed ordinance aims to establish rules for county staff regarding the adoption process for ordinances, resolutions, and motions.
  • Adoption of these rules is intended to improve the consistency, efficiency, and transparency of Jefferson County’s government.
  • The draft ordinance was reviewed during a BOCC workshop on March 18, 2024.
  • Written testimony is invited starting March 25, 2024, and ending at the end of the public hearing on April 8, 2024, unless the board extends the period.

Financials

  • Has "no identifiable fiscal impact."
  • Efficiency would be improved through the use of a common set of rules.

Alternatives

None specified.

Community Input

Written testimony submissions are invited via email or mail until the end of the public hearing.

Timeline

  • 2024-03-18: BOCC held a workshop to discuss the proposed ordinance.
  • 2024-03-25: BOCC approved the attached hearing notice for publication. Written testimony opens.
  • 2024-03-27: Publication of hearing notice (first time).
  • 2024-04-03: Publication of hearing notice (second time).
  • 2024-04-08 (11:00 a.m.): Public hearing scheduled to be held in the Commissioners’ Chambers.

Next Steps

Approve the hearing notice for publication to proceed with the legal process toward adopting the proposed ordinance.

Sources

  • Mark McCauley - County Administrator
  • Barbara Ehrlichman - Civil Deputy Prosecuting Attorney (noted in March 18 minutes)

Official County Newspaper of Record Designation (Port Townsend Leader)

Topic Summary

Jefferson County is legally required to call for annual bids for its Official County Newspaper. Following a bidding process, the Board of County Commissioners will enter into an agreement with The Port Townsend & Jefferson County Leader to handle all legal publications for the period spanning July 1, 2024, through June 30, 2025.

Key Points

  • Washington State law (RCW 36.72.075) requires the County to solicit bids for the Official County Newspaper annually.
  • Two bids were received: one from Peninsula Daily News and one from The Port Townsend & Jefferson County Leader.
  • The Commissioners reviewed the bid comparison on March 11, 2024, and directed staff to prepare a contract with the Leader for adoption.
  • The legal advertising rate is set at $10.00 per column inch.
  • Publication frequency is once per week on Wednesday.
  • The Leader offers several complimentary enhancements: publishing notices on the www.ptleader.com website and a statewide public notices website; publishing the Jefferson County logo and project location maps with the notices; providing two annual newspaper subscriptions and full website access to the County.
  • The contracted column inch rate will be extended to other public agencies in Jefferson County, provided they meet submission deadlines.
  • The County assumes liability for the content of advertisements, except for errors attributable to the publisher, which require a free re-publication.

Financials

  • Legal advertising rate: $10.00 per column inch.
  • Total expenditure: Based upon invoices (not a fixed amount).
  • Funding Source: Various County departments (Munis Org/Obj not specified).

Alternatives

  • The Peninsula Daily News submitted a bid. The Commissioners selected The Port Townsend & Jefferson County Leader.

Community Input

One public comment was received on March 11 related to the bid award, to which the Commissioners responded. Commissioner Brotherton noted the County is legally required to approve a legal paper of record.

Timeline

  • 2024-01-08: Call for bids published.
  • 2024-03-04: Two bids opened and read.
  • 2024-03-11: Commissioners reviewed bids and directed staff to prepare the contract.
  • 2024-07-01: Agreement term begins.
  • 2025-06-30: Agreement term ends.

Next Steps

Approve the contract as presented.

Sources

  • Mark McCauley - County Administrator
  • Carolyn Gallaway - Clerk of the Board
  • Lloyd Mullen - Publisher (The Leader)
  • Philip Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • RCW 36.72.075

Workshop: Emergency Shelter Closure and Future Planning

Topic Summary

The workshop addressed the immediate issue of the annual seasonal closure of the established Emergency Shelter at the American Legion facility, and the critical need to discuss next steps given that the facility reportedly will not be available for the upcoming fall/winter season. The closure date was already extended to April 30th.

Key Points

  • The emergency shelter, traditionally located at the American Legion facility in downtown Port Townsend, usually closes with the arrival of warmer weather.
  • The scheduled closure date was extended from the end of March to April 30th.
  • A long-term issue is that the shelter will reportedly not be available during the upcoming fall and winter seasons.
  • County staff members (Anna and Amelia) provided updates and proposed plans for moving forward.
  • Commissioner Brotherton stated that the overall goal is a permanent shelter and committed to reaching out to "keep conversations going" and continue working with Public Health (PH).

Financials

  • Unknown.
  • Potential grant revenue exists that could be used to offset potential costs.
  • Staff member "AM" shared information about available funds.

Alternatives

  • Commissioner Dean mentioned on March 11 that the City of Port Townsend is interested in assisting OlyCAP with the next phase of the Caswell Brown Village shelter study and will coordinate staff to apply for funding.

Community Input

  • Multiple public comments were received during the workshop (seven distinct time-stamped comments noted between 3:40 p.m. and 3:58 p.m.).
  • Specific content of comments was not detailed in the text.

Timeline

  • [March 2024, End]: Original scheduled closure date.
  • 2024-04-30: Extended closure date.
  • [Upcoming Fall/Winter]: Shelter will reportedly be unavailable at the American Legion facility.

Next Steps

  • Listen to presentations, ask questions, discuss, and consider action.
  • Commissioner Brotherton committed to continuing outreach and working toward a permanent shelter.

Sources

  • Greg Brotherton - Commissioner District No. 3 (Agenda Requestor)
  • Anna [last name not provided] and Amelia [last name not provided] - Staff who provided updates
  • OlyCAP (mentioned in March 11 minutes regarding Caswell Brown Village shelter)

Briefing on Artificial Intelligence (AI) Policy in Jefferson County

Topic Summary

Commissioner Brotherton led a briefing and powerpoint presentation on the future use of Generative AI in the public sector, emphasizing the need for Jefferson County to proactively develop policies to ensure ethical, safe, and transparent implementation of AI technologies, despite the currently fragmented regulatory landscape.

Key Points

  • Thesis: Jefferson County must navigate the rapidly evolving landscape of Generative AI by discussing opportunities and challenges internally to develop appropriate policies and procedures quickly and safely.
  • Regulatory Landscape: Regulation is fragmented. The U.S. has no formal universal policy but encourages collaboration ("Blueprints"). Europe (2021 European Artificial Intelligence Act) has more regulation, classifying areas like transportation and health care as "High Risk."
  • Washington State Context: Between 2016–22, Washington State passed five state-level AI-related bills into law.
  • Blueprint for an AI Bill of Rights (Federal): Principles include Safe and Effective Systems, Algorithmic Discrimination Protections, Data Privacy, Notice and Explanation, and Human Alternatives/Consideration/Fallback.
  • Risks/Weaknesses: AI poses risks of being a "powerful tool for misinformation and mischief," being "not truthful," and challenging current paradigms regarding intellectual property and privacy.
  • Opportunities: Public sector can contribute to codified frameworks; potential for a 32-hour work week; personalized access to expertise ("a doctor and lawyer in every pocket"); and personalized education.
  • Threats: Implicit bias perpetuating through the system; misinformation perpetuating through the system; regulation guided by private industry instead of government/research; and "recursive destruction" (Garbage in, garbage out, dilution of quality).
  • Proposed Policy Creation Method: Draft a Jefferson County AI policy using AI (ChatGPT 4) fed with the Jeffco Social Media Policy, an Executive Order, and the Seattle AI Policy. This draft would then undergo personal human review, peer review/legal review, and subsequent implementation by the BOCC and a new AI Review Committee.
  • Proposed Governing Principles for JeffCo AI Policy: Public Trust and Participation, Risk Assessment and Management, Fairness and Non-Discrimination, Disclosure and Transparency, Safety and Security, Interoperability and Open Standards, Information Integrity and Quality, and Accountability and Oversight (in alignment with the federal executive order on AI).

Financials

None specified.

Alternatives

The memo implicitly contrasts European regulatory paths (more regulation) and the U.S. path (open standards and blueprints).

Community Input

None specified.

Timeline

  • 2024-01-04: Date of Commissioner Brotherton's planning memo on AI.
  • Ongoing: Regular Policy Review is proposed as part of implementation.

Next Steps

The proposed implementation steps include: 1. Establish an AI Review Committee. 2. Conduct regular training for county employees involved in AI projects. 3. Engage with the public (forums, surveys) for input. 4. Periodically review and update the AI policy. 5. Departments must ensure compliance and accountability for deployed AI systems.

Sources

  • Greg Brotherton - Commissioner District No. 3
  • Mark McCauley - County Administrator
  • AI Index, 2022 / 2023 AI Index Report and related data, cited by Brotherton
  • "Blueprint for an AI Bill of Rights" (cited by Brotherton)
  • Various academic and governmental publications referenced in the slide deck ("AI Governance in the Public Sector," "When Artificial Intelligence Meets Real Public Administration," etc.)

Topic Summary

The Board adopted the Consent Agenda, which included various agreements, reappointments, a resignation, and a hearing notice for future action. These items represent routine contracts, payments, and appointments for different county departments and public services.

Key Points

  • Hearing Notice: Approved Notice for a Public Hearing on April 8, 2024, at 11:00 a.m., regarding "An Ordinance Adopting Rules for the Adoption of Ordinances, Resolutions, and Motions in Jefferson County." (Item 1)
  • Legal Newspaper: Approved the agreement designating the Port Townsend Leader as the Official Legal Newspaper of Record. (Item 2)
  • Port Hadlock Sewer: Approved an agreement with Van Aller Surveying for Construction Surveying for Phase 3 – Low Pressure Sewer Collection System for the Port Hadlock UGA. (Item 3)
  • Climate Facilitation: Approved an agreement with Cascadia Consulting for Climate Facilitation Services. (Item 4)
  • Crab Larval Monitoring: Approved an agreement with Puget Sound Restoration Fund for Dungeness Crab Larval Monitoring. (Item 5)
  • ROV Competition: Approved an agreement with the National Marine Sanctuary Foundation for the Olympic Coast Remotely Operated Vehicle project. (Item 6)
  • Harm Reduction Videos: Approved Amendment No. 1 to the agreement with Whaleheart Productions for Harm Reduction/Naloxone Videos, extending the term. (Item 7)
  • Advisory Boards: Accepted the resignation of Carl Hanson from the Intellectual/Developmental Disabilities Advisory Board (I/DDAB) (Item 8), and approved the reappointment of Vickie Norris to the Jefferson County Library District Board of Trustees for a term expiring April 30, 2029 (Item 9).
  • Payments: Approved payroll warrants totaling $821,692.71 and a jury payroll warrant of $4,898.08.

Financials

  • Agreement (Port Hadlock Sewer Surveying): $49,870 (Van Aller Surveying)
  • Agreement (Climate Facilitation): $9,993 (Cascadia Consulting)
  • Agreement (Crab Larval Monitoring): $23,156 (Puget Sound Restoration Fund)
  • Agreement (Olympic Coast ROV): $20,347 (National Marine Sanctuary Foundation)
  • Agreement Amendment (Harm Reduction Videos): $11,865 (Whaleheart Productions - note: no additional funds, just term extension)
  • Payroll Warrants (3/18/24): $713,195.49
  • Payroll Warrants (3/20/24): $103,599.14
  • Payroll Warrants (3/21/24 - Jury): $4,898.08
  • Total approved payments: $821,692.71 (Payroll 3/18 and 3/20) + $4,898.08 (Jury 3/21).

Alternatives

None specified.

Community Input

None present (as this was the Consent Agenda adoption).

Timeline

  • 2024-04-08 (11:00 a.m.): Scheduled date for the Public Hearing on the Ordinance Adoption Rules.

Next Steps

The agenda items were adopted in one motion by the Commissioners.

Sources

  • Mark McCauley - County Administrator
  • Public Works Department
  • Public Health Department
  • County Administrator's Office
  • Van Aller Surveying
  • Cascadia Consulting
  • Puget Sound Restoration Fund
  • National Marine Sanctuary Foundation
  • Whaleheart Productions

March 11, 2024: Public Works Projects and Agreements from Minutes

Topic Summary

The March 11 meeting minutes documented the initiation of multiple county road projects using resolutions and approved several key public works contracts, including material testing for the Port Hadlock Wastewater Treatment Plant and a financial amendment for the Center Road Overlay project.

Key Points

  • Resolution Initiation of County Road Projects: Five road projects were initiated via resolutions:
    1. Duckabush Estuary Restoration-Realignment Project (Resolution No. 15-24)
    2. Donkey Creek Tributary Culvert Replacement (Resolution No. 16-24)
    3. Hell Roaring Creek Tributary Culvert Replacement (Resolution No. 17-24)
    4. Lindner Creek Culvert Replacement (Resolution No. 18-24)
    5. Snell Creek Culvert Replacement (Resolution No. 19-24)
    6. Big Quilcene River Bridge Replacement (Resolution No. 20-24)
  • Port Hadlock WWTP Material Testing: Approved agreement with Intertek Professional Services Industries (PSI) for Phase 2 – Port Hadlock Wastewater Treatment Plant Material Testing.
  • Center Road Overlay Amendment: Approved Amendment No. 3 for the Center Road 2R Overlay project (MP 10.34 to MP 14.5), adding $189,172 to the contract for a new total of $1,889,872. The project uses CRAB funding.
  • Housing/Shelter: Commissioner Dean discussed coordinating with staff from congressional delegations to apply for funding to assist OlyCAP with the next phase of the Caswell Brown Village shelter study.
  • Transportation: Chair Dean briefed the Board on a proposed Mill Road roundabout, noting that the City of Port Townsend and Jefferson County would work with WSDOT on a better design.

Financials

  • Agreement (Port Hadlock WWTP Material Testing): In the Amount of $53,338.
  • Agreement Amendment (Center Road Overlay): Additional Amount of $189,172, bringing the total to $1,889,872.
  • Payments: Approved payroll warrants totaling $2,390,539.80 (3/5/24), $6,255.23 (3/5/24), and $1,252,296.86 (3/11/24).

Alternatives

None specified.

Community Input

Seven public comments were received at the beginning of the meeting, and two comments were received during the discussion regarding recruitment of Healthier Together Task Force members. One comment suggested defining that two task force members be residents of unincorporated Jefferson County, which led to a friendly amendment modifying the scope of work.

Timeline

  • 2024-03-16: Planning Commission District 1 term expired (Ahren Stroming reappointed).
  • 2024-03-13 and 2024-03-20: Publication of recruitment for Healthier Together Task Force members.
  • 2024-03-27: Application deadline for Healthier Together Task Force members.
  • 2024-04-01: Proposed date for Commissioner appointments to the Healthier Together Task Force.
  • 2024-07-01 to 2025-06-30: Term for agreement with Port Townsend-Jefferson County Leader as the Official Legal Newspaper.

Next Steps

  • Commissioners will coordinate with staff from congressional delegations for funding applications for the Caswell Brown Village shelter.
  • Planning Commission vacancy recruitment approved for District 3.
  • Staff to draft a contract with the Port Townsend Leader for approval.

Sources

  • Public Works Department
  • County Road Administration Board (CRAB)
  • OlyCAP
  • Washington State Department of Transportation (WSDOT)
  • Dr. Allison Berry - Public Health Officer
  • Willie Bence - Emergency Management Director
  • Carrie Hite - City of Port Townsend Director of Parks and Recreation Strategy

March 18, 2024: Public Works, Wastewater Funding, and C-PACER Briefing

Topic Summary

The March 18 meeting focused on the award of a significant contract for a creek safety project, finalizing a major multi-million-dollar funding package for the Port Hadlock Wastewater Collection System Phase I, and receiving a briefing on a grant opportunity for clean energy and resiliency projects (C-PACER).

Key Points

  • Naylors Creek Project Awarded: Awarded contract to Nordland Construction NW for the Naylors Creek at West Valley Road and Gibbs Lake Road project (Project No. 18020592, Federal Aid Project No. PROTECT-2016(029)).
  • Port Hadlock Sewer Construction Contract: Approved contract with Seton Construction for Phase 3 Low Pressure Sewer Collection (LPS) System for Port Hadlock UGA construction.
  • Port Hadlock Wastewater Funding Package: Approved acceptance and execution of the Washington State Department of Ecology (ECY) Water Quality Combined Financial Agreement (No. WQC_2024_JCoPWE-00034) for the Port Hadlock Phase I Wastewater Collection and Conveyance System. The package is a total of $6,667,000.
  • DNR Income Report: DNR Olympic Region Manager Bill Wells and Assistant Region Manager Drew Rosanbalm presented the 4th Quarter County Income Report.
  • Hoh Tribe Letter of Support: Approved sending a letter of support for the Hoh Tribe Highway 101 Intersection Safety Improvement Project congressionally directed spending/community project funding. The letter will be sent to Senators Murray and Cantwell, and Representative Kilmer.
  • Mason PUD Letter of Support: Approved sending two letters of support for Mason PUD No. 1 for their Grid Resiliency Project to support their congressional appropriations request.
  • C-PACER/Stock Plan Implementation Grant Briefing: CSO Brent Butler and CAC Chair Kees Kolff briefed the Board on the Commercial Property Assessed Clean Energy and Resiliency (C-PACER) and Stock Plan Implementation Grant opportunity, which is due April 1, 2024.
    • Envisioned C-Pacer projects include: energy and water efficiency, electrification improvement, renewable energy, EV charging, seismic hardening, fire detection/suppression, flood readiness, storm water management, and energy storage.
    • Staff would like to request approximately $100,000 for the grant.
    • If approved, the project must be completed within 18 months.

Financials

  • Award of Project (Naylors Creek): $1,696,325 (Nordland Construction NW).
  • Agreement (Port Hadlock Sewer Phase 3 Construction): $4,997,707.00 (Seton Construction).
  • Port Hadlock Wastewater Funding Package (Total: $6,667,000):
    • Centennial Grant: $1,876,603
    • State Revolving Fund (SRF) Forgivable Principal: $3,123,397
    • SRF Loan: $1,667,000 (0.4% interest rate for twenty years)
  • Contract (Family Functional Therapy): $30,000 (Patricia Oden).
  • Contract Amendment (Consolidated Contracts): Additional $64,983, for a total of $8,140,484 (Public Health/Washington State Department of Health).
  • Agreement (NAIP Flight Imagery): $10,000 each year for two years, through April 2026.
  • Proposed Grant Request (C-PACER): Approximately $100,000.

Alternatives

None specified.

Community Input

Three public comments were received at the start of the meeting, and one comment was received later in the morning. No public comments were received for the Hoh Tribe letter of support.

Timeline

  • 2024-04-01: Deadline for C-PACER/Stock Plan Implementation Grant application.
  • 2026-04-30: End date for NAIP Flight Imagery agreement (two years).
  • C-PACER project must be completed within 18 months of approval.

Next Steps

  • DNR staff provided the 4th Quarter County Income Report.
  • Commissioner Brotherton to bring Mason PUD letters forward.
  • Staff directed to move forward with the C-PACER grant application.

Sources

  • Public Works Department
  • Seton Construction
  • Nordland Construction NW
  • Washington State Department of Ecology (ECY)
  • Washington State Department of Health
  • Bill Wells - DNR Olympic Region Manager
  • Drew Rosanbalm - DNR Assistant Region Manager
  • Josh Peters - DCD Director
  • Brent Butler - DCD Chief Strategy Officer (CSO)
  • Kees Kolff - Climate Action Committee (CAC) Chair
  • Hoh Tribe
  • Mason PUD No. 1

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