PACKET: Commissioners Meeting at Mon, Apr 08, 09:00 AM

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Adjustment of Official County Road Log: County Landfill Road (County Road No. 626009)

Topic Summary

The Board of County Commissioners plans to adjust the official County Road Log for County Landfill Road (Road No. 626009) by changing its official ending milepost from MP 0.55 to MP 0.26. This adjustment removes the internal facility circulation road, located beyond the Solid Waste fee station and scales, from the county road system. The change ensures that maintenance costs for the section beyond the scales will be covered by the Solid Waste division funds rather than the County Road Fund.

Key Points

  • The official length of County Landfill Road is currently 0.55 miles, ending near the City of Port Townsend composting facility on the Transfer Station property.
  • The solid waste fee station and scales are located at Milepost (MP) 0.26.
  • The road segment beyond MP 0.26 is used for internal circulation of solid waste customers and staff.
  • This internal segment is deemed more appropriate for maintenance by the Solid Waste facility operations.
  • The scales (MP 0.26) are considered the logical point to end the designation as a county road.

Financials

  • Maintenance of the road beyond MP 0.26 will be funded by sources other than the County's Road Fund.
  • None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Proposed date for adoption of the resolution: April 8, 2024.

Next Steps

The Board is requested to sign the attached Resolution to adjust the ending milepost of County Landfill Road.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark McCauley - County Administrator

Adjustment of Official County Road Log: Critter Lane (County Road No. 625709)

Topic Summary

The Public Works Department proposes removing Critter Lane (County Road No. 625709), which is 0.16 miles in length, from the Official County Road Log. The lane, originally constructed in 1994 for the Animal Shelter project, is deemed more akin to a driveway serving only the Animal Shelter and should be maintained by Central Services rather than the County Road Fund.

Key Points

  • Critter Lane extends from MP 0.00 to MP 0.16 and is currently designated a gravel roadway on the County Road Log.
  • The road was established as a county road by Board of Commissioners Resolution #115-94 on December 5, 1994.
  • Critter Lane functions as a driveway, serving only the Animal Shelter, and is often closed and gated when the shelter is not open to the public.
  • The Central Services Director and the Public Works Director/County Engineer agree that maintenance responsibility should shift to Central Services as part of the Animal Shelter facility.

Financials

  • Maintenance of Critter Lane post-removal from the Road Log will be funded by sources other than the County’s Road Fund.
  • None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Original establishment date: December 5, 1994.
  • Proposed date for adoption of the resolution: April 8, 2024.

Next Steps

The Board is requested to sign the attached Resolution removing Critter Lane from the County’s Road Log.

Sources

  • Monte Reinders - Public Works Director
  • Mark McCauley - County Administrator

Port Hadlock Sewer Project: Phase 1 Construction Change Order 8

Topic Summary

Public Works recommends approval of Change Order No. 8 with Seton Construction for Phase 1 of the Port Hadlock Sewer Project. This change order increases the contract total by $75,792.32 due to modifications in fencing, additional requirements for hand seeding and wood chips/bark installation not in the original scope, and adjusted pricing for Topsoil Type B quantities. The project remains 100% funded by the Department of Commerce.

Key Points

  • Change Order No. 8 addresses changes including: fencing modifications, hand seeding of the maintenance access road, and installation/placement of wood chips/bark mulch.
  • The cost adjustment includes re-negotiated pricing for Topsoil Type B due to an overage in the original contract quantity.
  • The work is ordered by the County Engineer under Section 1-04.4 of the Standard Specifications.
  • The change order adds 7 days to the contract time, making the new total contract time 154 days.

Financials

  • Estimated Net Change (Increase) for Change Order No. 8: $75,792.32 (Includes 9.1% sales tax of $6,321.82).
  • Original Contract Amount: $1,243,245.78 (incl. 9.1% sales tax).
  • Current Contract Amount (before Change Order 8): $1,950,857.84 (incl. 9.1% sales tax).
  • Estimated Contract Total (after Change Order 8): $2,026,650.15 (incl. 9.1% sales tax).
  • Project Funding Source: 100% funded by the Department of Commerce (Commerce Project No. 22-96515-026).
  • New Items Cost: $5,004.00 (Fencing changes $2,100.00; Hand Seed Maintenance Access Road $2,904.00).
  • Existing Items Deleted Quantities Net Decrease: ($24,500.00).
  • Existing Items Added Quantities Net Increase: $88,966.50.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Original Contract Time: 100 days.
  • Current Contract Time: 147 days.
  • Contract Time Change (Add): 7 days.
  • New Contract Time: 154 days.

Next Steps

Public Works recommends the Board authorize Change Order No. 8 with Seton Construction and return one original to Public Works for further processing.

Sources

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

Site Host Agreement for Electric Vehicle (EV) Charging Infrastructure

Topic Summary

The County proposes approving a Site Host Agreement with EV Charging Solutions, Inc. (EVCS) for the installation, operation, and maintenance of EV charging infrastructure at the Port Townsend Community Center. The project, funded by a state grant, includes four Level 3 DC Fast Charging stations and one Level 2 charging station. The County will receive a revenue share based on kWh purchased.

Key Points

  • The project was awarded through the Zero-Emission Vehicle Infrastructure Partnership (ZEVIP) grant provided by the Washington Department of Transportation (WSDOT).
  • The infrastructure includes 4 Direct Current Fast Charging (DCFC, Level 3) stations (150 kW Noodoe 150P or equal) and 1 Level 2 charging station (7.6 kW Noodoe AC7LC or equal).
  • The equipment will be installed and operated by the contractor EVCS at the Port Townsend Community Center (620 Tyler St.).
  • The equipment inventory, maintenance, installation, and associated costs (including connection design and setup) are the sole responsibility of EVCS.
  • The initial term of the agreement is ten (10) years following the commissioning date.
  • The County, as Site Host, must provide unfettered access to EVCS for installation, maintenance, and data collection.
  • The Site Host must use best efforts to prevent damage or vandalism to the equipment.
  • Site Host assigns all rights, title, and interest in related rebates, tax credits, environmental credits (e.g., carbon credits), and demand response program benefits to EVCS.
  • EVCS will determine the price/rate for electricity sold to consumers.
  • Site Host must execute an Easement Agreement upon request from EVCS or the utility provider.
  • EVCS is responsible for all electricity costs associated with the operation of the equipment and charging of vehicles.

Financials

  • Total Project Cost: None specified, but the cost of infrastructure and installation is paid by the WSDOT ZEVIP 2023 grant.
  • County Expenditure: None (Agreement is "at no cost to Jefferson County").
  • County Revenue Share:
    • $0.05 per kWh for electricity purchased by users of the DCFC (Level 3) Equipment.
    • $0.03 per kWh for electricity purchased by users of the Level II Equipment.
  • Revenue will be received by the General Fund (Fund #001).
  • EVCS will reimburse the Site Host for any utility provider assessed incremental demand charges "strictly in connection with the operation of the installed Equipment."
  • EVCS will remit quarterly revenue share payments within 45 days of the calendar quarter end, provided the amount owed totals at least $100.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Grant Award: 2023 (Jefferson County awarded site by WSDOT ZEVIP grant).
  • Effective Date of Agreement: April 1, 2024.
  • Term: 10 years from the Commencement Date (the date the Equipment is placed in service).
  • Early Termination: EVCS may terminate prior to permit submission; Site Host may terminate if Commencement Date does not occur within eighteen (18) months from utility plan issuance/easement (Site Host's right to terminate ends upon Commencement Date).

Next Steps

Staff requests the Board approve a motion to sign the Site Host Agreement with EVCS for the Port Townsend Community Center electric car charging site.

Sources

  • Amanda Christofferson - Grants Administrator
  • Tracy Coleman - Director Central Services
  • EV Charging Solutions, Inc. (EVCS)
  • Lorrie McKay - EVCS Consultant
  • Charles Botsford - EVCS Consultant
  • Washington Department of Transportation (WSDOT) Zero-Emission Vehicle Infrastructure Partnership (ZEVIP)

First Quarter 2024 Supplemental Budget Appropriations/Extensions Hearing Announcement

Topic Summary

The Board of County Commissioners (BOCC) will hold a public hearing on April 22, 2024, to consider proposed supplemental budget appropriations and extensions for various county funds for the first quarter of 2024. These changes are requested by various departments due to unexpected revenues (grants, fees, or prior year unexpended funds) or unforeseen needs, increasing the total general fund and other fund expenses.

Key Points

  • The public hearing is scheduled for April 22, 2024, at 10:15 a.m. in the Commissioners’ Chambers.
  • The proposed budget changes are requested due to increased spending funded by sources unanticipated during the original budget preparation, such as grants, fees, or bond proceeds/prior year funds.
  • The hearing notice will be published in the Port Townsend Leader on April 10 and 17, 2024.
  • The budget changes are intended to improve cost effectiveness and efficiency within departments.
  • Written testimony is invited from April 10, 2024, until the end of the public hearing on April 22, 2024.

Financials

Fund/Dept Name Description Revenue (One-time) Revenue (Ongoing) Expense (One-time) Expense (Ongoing) Reason/Context
General Fund (001) Totals $164,288 None $479,999 $1,500
020 Auditor Dues, Training (Dues, Subscriptions) - - - $1,500 APA, WSACA, WFOA membership
068 Comm. Services Opioid Settlement (Via Kitsap Cty) $45,388.00 - $45,388.00 - Dedicated to Discovery Behavioral Healthcare consortium
180 Sheriff RSAT (Jan–Sept 2024); FRT Navigator (2024) $118,900 - $182,750 - RSAT/Navigator grants (includes county match for RSAT) not in 2024 budget
240 Superior Court JAVS Court System Upgrade - - $54,222 - System obsolete, camera equipment 15+ years old
261 Operating Transfer Addl Transfer Parks & Rec - Salaries, Benefits - - $40,410 - Covers salary/benefits for new 0.5 FTE Rec Supervisor and Part-Time Teamsters staff costs
270 Non-Departmental Professional Services Agreements (Consultants) - - $157,229 - PEAK SUS. - PLDD ($26,153); HANSELL TIERNEY - ENERGOV ($131,076)
Other Funds (Totals) $185,221 $2,049,250 $2,576,754 $293,797
131 Chem. Dependency Agreements (Jumping Mouse, Benji Project) - - - $63,239 Expenses not identified in 2024 budget (from Fund Balance)
143 Comm. Dev. Middle Housing, Comp. Plan Update, Salaries, Lease, Interfund $110,000 - $326,606 - Grants, CSO salary (April–Sept), rent/lease increase, Interfund fee increases, higher DFM salary
174 Parks & Rec Salaries & Benefits (Transfer from GF) $40,410 - - $55,109 Funds new 0.5 FTE Rec Supervisor and Part-Time Teamsters benefits
175 Parks Improvement Fence Repairs/Improvements $34,811 - $34,811 - Use Capital Funds transfer and insurance recovery for Memorial Field fence repair/replacement
302 Capital Improvement Transfer to Parks Improvement - - $28,396 - To fund Memorial Field fence replacement
306 Public Infrastructure (PIF) Feasibility Studies, Sewer, Gates, EDC - $2,049,250 - $85,000 Includes extensions to 2025, new studies (Glen Cove, Eco-Industrial Park), Tri-Area Sewer debt service, and additional $300K for Sims Way
506 Info Services Salaries & Benefits - - - $117,168 Network Technician II and partial administrative position costs
507 Facilities Mgmt Salaries & Benefits - - - $36,520 Partial administrative position costs
Total Appropriations $349,509 $2,049,250 $3,056,753 $295,297

Alternatives

  • The agenda details the need to adjust the budget due to new revenues or unexpended funds, implying that failure to approve the appropriation would result in departments being unable to utilize this funding or cover necessary project costs.

Community Input

  • Written public testimony is invited beginning April 10 and ending at the close of the Public Hearing on April 22, 2024.

Timeline

  • 2024-04-10: Written testimony opens; Hearing Notice published (Port Townsend Leader).
  • 2024-04-17: Hearing Notice published (Port Townsend Leader).
  • 2024-04-22: Public Hearing held at 10:15 a.m.

Next Steps

The Board is asked to approve the resolution to publish the notice for the supplemental budget hearing.

Sources

  • Adiel McKnight - Deputy Clerk
  • Mark McCauley - County Administrator
  • Various Department Heads (by proxy for budget requests)

Community Development Block Grant-Corona Virus (CDBG-CV) Contract Closeout

Topic Summary

The Grants Administrator presented a hearing for the contract closeout of the Community Development Block Grant-Corona Virus (CDBG-CV) funding (Contract Number: 20-6221C-114). The grant provided $321,450.11 to support very low-to-moderate income residents responding to the COVID-19 pandemic, with funding largely reallocated to homeless services. The hearing was held to discuss the County and subrecipients' past performance utilizing these funds.

Key Points

  • The CDBG-CV grant funding was originally applied for in December 2021 by Washington State Department of Commerce CDBG Program.
  • The original purpose was to assist low-to- moderate income citizens with COVID-19 response through a navigator program providing subsistence payments (utilities, rent/mortgage).
  • Subrecipient: Olympic Community Action Programs (OlyCAP).
  • In August 2022, $196,454.56 was reallocated to homeless services for the immediate need in the County.
  • An additional $100,000.00 was allocated in January 2023 for ongoing support of homeless services.
  • The funding assisted the relocation of homeless individuals from the Jefferson County Fairgrounds encampment to the Caswell-Brown Village site.
  • Caswell-Brown Village, offering 40 spaces for tiny shelters and recreational vehicles (RVs) with associated services, served 327 people as of December 2023.
  • The grant period ended December 31, 2023.
  • Grant Closeout Date: 12/30/2023.
  • The closeout report certifies financial information is accurate, the project completed the scope of work, and a final public hearing was conducted.

Financials

  • Total CDBG Funds Budgeted: $321,548.00
  • Total CDBG Funds Expended: $321,450.11
  • Balance (to be de-obligated): $97.89
  • Expenditures by category:
    • General Admin (IDIS 8259): $10,963.42 expended (Budget $11,000.00)
    • Subsistence Payments (IDIS 8258): $19,093.44 expended (Budget $19,093.44)
    • Homeless Services (IDIS 8641): $291,393.25 expended (Budget $291,454.56)
  • The project did not generate program income.

Beneficiary Summary

  • Total Persons Served: 327
  • Beneficiary breakdown by race (total 327):
    • White: 170
    • Black/African American: 5
    • Asian: 2
    • American Indian/Alaskan Native: 3
    • Other Multi-Racial: 20
    • Client doesn't know / prefers not to answer: 127
  • Low- and Moderate-Income Breakdown (total 327):
    • Very Low Income (0-30% AMI): 136
    • Very Low to Low Income (31-50% AMI): 1
    • No Answer: 190

Alternatives

None specified. (The hearing focused on reviewing past performance.)

Community Input

  • Testimonies were received from stakeholders regarding the work involved in relocating homeless individuals to Caswell-Brown Village.
  • Public testimony was opened, but "no testimony was received."

Timeline

  • 2021-12 (approx.): Funding originally applied for.
  • 2022-08: $196,454.56 reallocated to homeless services.
  • 2023-01: Additional $100,000.00 allocated for ongoing homeless services support.
  • 2023-12-30: Grant completion date.
  • 2024-02-20: Final Internal Public Hearing Date (listed on report, but draft agenda may have provided a later date for discussion).
  • 2024-04-08: Public hearing held by BOCC.

Next Steps

The County Administrator, Mark McCauley, signed the Contract Close Out Report; no decision was made by the Board.

Sources

  • Amanda Christofferson - Grants Administrator
  • Robin Pangborn - OlyCAP past Shelter Manager
  • Debbie Steele - Community Build Leadership Team member
  • Mark McCauley - County Administrator

Port Hadlock Sewer Project: Initial Connection Plan and Voucher Program

Topic Summary

Public Works held a workshop to brief the Commissioners on the phased plan for connecting existing developed properties in the initial Port Hadlock sewer service area and proposed a voucher program to assist property owners with associated electrical panel upgrade costs. The project utilizes county-owned and operated individual grinder pumps at each property due to Department of Ecology requirements.

Key Points

  • The sewer connection plan prioritizes connecting highest water users first to ensure the wastewater treatment plant hits a target flow of 24,000 gallons per day early for efficient operation.
  • The system uses individual grinder pumps and low-pressure collection lines.
  • The County will own and operate the grinder pumps, as required by the Department of Ecology (DOE).
  • Property owners are responsible for installing the necessary electrical service for their grinder pump control panel (240V, 30amp service).
  • The County/consulting engineers cannot feasibly investigate every building's unique electrical service requirements.
  • Voucher Program Proposed: The program would reimburse property owners up to $2,500 for electrical work related to grinder pump installation.
  • The County will provide the disconnect box adjacent to the grinder pump control panel.
  • Property owners' electricians must obtain all necessary permits and adhere to State/local requirements.
  • For commercial kitchen businesses, the property owner is responsible for the electrical panel, power to the control panel, and the grease interceptor.
  • The County will install and maintain the grinder pump station, control panel, side sewer, connection piping, and decommission the septic tank (using grant funds).

Estimated Construction and Funding (On-site Grinder Pump Projects)

Stage Construction Estimate Funding Source (estimates) Estimated Schedule
Stage 1 $1,321,966.00 Ecology Winter 2024/2025
Stage 2 $646,444.00 Ecology Late Winter 2025
Wooden Boat School $270,753.00 Ecology/EPA Fall 2025
B&R Mobile Home Park $1,137,889.00 Ecology June 2025
Stage 3 $1,329,953.00 EPA 2026
Stage 4 $696,303.00 EPA 2026
Total Construction Cost $5,403,408.00
Soft Cost (10%) $540,341.00
Total Cost $5,943,749.00
- Total estimated financial commitment for the voucher program (if all existing developed properties connect in Phase I): approximately $300,000.

Financials

  • Voucher amount: Up to $2,500 per property owner for electrical work.
  • Funding Source for Vouchers: ARPA money dedicated to this project.

Alternatives

  • The Board may direct staff to proceed as planned or return with variations on this plan.

Community Input

None specified.

Timeline

  • Current Schedule: Stage 1 completion Winter 2024/2025; Stage 2 completion Late Winter 2025; B&R Mobile Home Park completion June 2025; Wooden Boat School completion Fall 2025; Stages 3/4 in 2026.

Next Steps

The Commissioners approved moving forward with a draft ordinance and holding a hearing at a later date.

Sources

  • Monte Reinders - Public Works Director
  • Samantha Harper - Wastewater Project Manager
  • Washington Department of Ecology (DOE)
  • ARPA (American Rescue Plan Act) funding
  • John Black - Project Contact
  • Greg Rae - Project Contact

Healthier Together Aquatic Center Task Force Selection

Topic Summary

The Commissioners held a workshop and selected candidates for the Healthier Together Aquatic Center Task Force, an advisory body created to increase transparency, broaden geographic representation, and study alternatives to existing aquatic center plans. The task force will consist of eight members, including appointees from each Commissioner district and at-large members chosen by the Jefferson Aquatic Coalition (JAC).

Key Points

  • The Task Force was recommended by the Healthier Together Aquatic Center Steering Committee to address concerns about site location, construction methods, and adding other facilities to a potential Public Facilities District (PFD).
  • The task force structure consists of 8 members: two selected by the Jefferson Aquatic Coalition (JAC) and two appointed by each of the three County Commissioners (6 members total).
  • Task Force appointees selected by Commissioners:
    • District 3 (Commissioner Brotherton): Adele Govert and Lynn Hovde (Motion corrected to Lynne Hovde).
    • District 2 (Commissioner Eisenhour): Jim Scarantino and Celeste Schoenthaler.
    • District 1 (Chair Dean): Todd McGuire and Nancy Speser.
  • At-large members chosen by the JAC President and included in the final motion: Craig Henry and Mary Rothschild.
  • The Task Force Formation and Methodology document was reviewed, covering pre-work, meeting protocols, and meeting cadence (expected 2 hours every other week).
  • Workplan topics: Review Opsis proposal, MVP Review, alternative Port Hadlock sites, alternative pool designs (including Sprung and Myrtha), capital/operation costs, financing options (MPD, PFD, public-private partnership), and recommendations.
  • Meetings will mostly use online/virtual formats, with some initial and final meetings held in person.
  • The task force will mimic Open Public Meetings Act (OPMA) procedures for transparency, including publishing agendas, minutes, and public comments on a County webpage, even though the task force itself is typically not subject to OPMA unless a quorum of the BOCC or PT City Council attends.

Financials

  • Fiscal Impact is limited to staff time devoted by city and county staff for administrative functions (publishing agendas/minutes, maintaining webpages, conducting meetings).
  • None specified.

Alternatives

  • The Task Force's mandate explicitly includes the study of alternatives not yet considered, such as alternative sites and construction methods, including the Opsis proposal and MVP (Mountain View Pool) review.

Community Input

  • Two public comments were received during the Task Force selection process. (The content of comments was not specified).

Timeline

  • Task Force workplan will be determined during the first Task Force meeting.
  • Proposed meeting cadence: 2 hours every other week for 8 meetings, plus 3 subsequent presentations (Meetings 9, 10, 11).
  • Meeting 4 involves a presentation on the Port Hadlock Sewer completion timeline by Public Works.
  • The Task Force aims to complete work and provide recommendations on preferred location, design/construction, amenities, and costs.

Next Steps

The motion to create the Healthier Together Task Force and seat the named members passed unanimously. The workplan will be developed during the first Task Force meeting.

Sources

  • Greg Brotherton - Commissioner District No. 1 (leading the workshop initiative)
  • Kate Dean - Chair
  • Heidi Eisenhour - Commissioner District No. 2
  • Mark McCauley - County Administrator
  • Jefferson Aquatic Coalition (JAC)

Topic Summary

The Board discussed the Site Host Agreement with EV Charging Solutions, Inc. (EVCS) for the Port Townsend Community Center EV charging project (originally Consent Agenda Item 5, which was pulled). The discussion focused on agreement terms and kilowatt details. The item was subsequently tabled to the April 15, 2024, meeting to allow EVCS consultants to join the meeting.

Key Points

  • The agreement involves the construction, operation, and maintenance of EV charging infrastructure.
  • The agreement was reviewed specifically regarding terms and kilowatt usage.
  • EVCS Consultants Lorrie McKay and Charles Botsford attended the continued discussion to review the contract background and answer questions posed by the Board.

Financials

  • Revenue amount stated on the Consent Agenda summary: $0.05/kWh (although the underlying contract specified $0.05/kWh for DCFC and $0.03/kWh for Level II).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Tabled to the April 15, 2024, meeting.

Next Steps

The decision on the agreement is deferred until April 15, 2024.

Sources

  • Auditor’s Office/Central Services
  • EV Charging Solutions, Inc. (EVCS)
  • Lorrie McKay - EVCS Consultant
  • Charles Botsford - EVCS Consultant

Lower Big Quilcene Floodplain Acquisitions Grant Extension (Amendment 5)

Topic Summary

Jefferson County Public Health (JCPH) requested and approved Amendment 5 to the Lower Big Quilcene Floodplain Acquisitions 2018 Grant Agreement (RCO SRFB #18-1227C) to extend the term by 106 days to June 30, 2024. This extension is needed to complete negotiations and acquisition of a floodplain parcel from a willing seller for river restoration purposes.

Key Points

  • The project is funded by the Recreation and Conservation Office (RCO) Salmon Recovery Funding Board (SRFB).
  • The goal is to acquire a floodplain parcel in the Lower One Mile of the Big Quilcene River for restoration, which supports the Hood Canal summer chum and habitat-forming processes.
  • The acquisition is considered essential to executing the preferred restoration design, which may include relocating the Linger Longer Bridge/transportation corridor.
  • The initial term of the project was July 1, 2019, through December 31, 2022 (later extended multiple times).
  • Amendment 5 extends the project period from March 15, 2024, to June 30, 2024, allowing 106 additional days for willing seller negotiation and property acquisition.
  • Prior Amendment 3 stated the need for extension was to begin negotiation and acquisition of a property whose landowner (Piehl) had "just shown interest in selling."

Financials

  • Total Project Cost (post Amendment 1): $518,353.00
    • Grant award: $438,527.00
    • Local Match: $79,826.00
  • This amendment entails "No Amount Change."
  • Funding Source: RCO SRFB grant, with match satisfied via MOU with Hood Canal Salmon Enhancement Group.
  • No General Fund monies are requested.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Original Period of Performance: July 1, 2019 – June 30, 2021 (original agreement)
  • Amendment 3 extended end date to: December 31, 2023.
  • Amendment 4 extended end date to: March 15, 2024.
  • Amendment 5 extends end date to: June 30, 2024.

Next Steps

JCPH Management recommends BOCC signature for Amendment 5.

Sources

  • Pinky Feria Mingo - Environmental Health and Water Quality Director
  • Tami Pokorny - Natural Resources Program Coordinator
  • Washington State Recreation and Conservation Office (RCO) Salmon Recovery Funding Board (SRFB)
  • Hood Canal Salmon Enhancement Group (HCSEG) - referenced for match satisfaction, design, and plan documents

Amendment 3 to Nurse Family Partnership Agreement with Kitsap Public Health

Topic Summary

Jefferson County Public Health (JCPH), acting as the fiscal agent for a Department of Children, Youth, and Families (DCYF) grant, requested approval for Amendment 3 to the agreement with Kitsap Public Health District (KPHD) for the Nurse Family Partnership (NFP) program. This amendment provides an additional $5,636.00 in grant funding for concrete goods for NFP clients in Kitsap, Jefferson, and Clallam counties.

Key Points

  • JCPH serves as the fiscal agency for DCYF NFP funding due to its extensive history and participation in the NFP program.
  • KPHD acts as a subcontractor, providing NFP services in Kitsap County.
  • JCPH and KPHD share NFP staff, training, and supervision.
  • The contract amendment increases the grant award amount based on the 2023-2024 funding award from DCYF.
  • The additional funding comes from Home Visiting Service Account (HVSA), MIECHV, and State Rescue funding dispersed through DCYF.
  • The purpose of the additional funding is for "concrete goods" for NFP clients.

Financials

  • Additional Amount (Expenditure): $5,636.00
  • Total Contract Amount (July 1, 2021 – June 30, 2024): $616,471.50
  • KPHD’s July 1, 2023 - June 30, 2024 award increases from $191,868.00 to $197,504.00.
  • Funding Source: Fully funded through DCYF grant funding (Fund #127).
  • Fiscal Impact: No negative fiscal impact to the County.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Original Agreement Start: July 1, 2021.
  • Initial Agreement End: June 30, 2022.
  • Amendment 3 Term Covered: July 1, 2023 – June 30, 2024.
  • Contract Final End Date: June 30, 2024 (as per Amendment 3 request).

Next Steps

JCPH management requests Board approval of Amendment 3.

Sources

  • Apple Martine - Public Health Director
  • Denise Banker - Community Health Director
  • Kitsap Public Health District (KPHD)
  • Department of Children, Youth, and Families (DCYF)

Cultural Resources Agreement for SR 19 Rhody Drive Ped-Bike Improvements

Topic Summary

The Public Works Department seeks approval for a Professional Services Agreement (PSA) with Cultural Resource Consultants, LLC for $3,810.00 to provide a cultural resources field survey and report for the SR 19 Rhody Drive Pedestrian-Bike Improvements project (North Segment). This work is mandated by Section 106 of the National Historic Preservation Act because the project utilizes Federal Transportation Alternative Program funds.

Key Points

  • Project: SR 19 Rhody Drive Pedestrian-Bike Improvements – North Segment (Project No. 1802076).
  • The project is included in the 2024-2029 Transportation Improvement Program.
  • Goal: Improve pedestrian and bicycle safety by enhancing the east shoulder of SR 19 (from Fern Way to H.J. Carroll Park) with a bike lane and constructing an adjoining shared-use path within the SR 19 right-of-way and H.J. Carroll Park perimeter trail.
  • Scope of work requires: Cultural Resources Field Survey and preparation of a report conforming to minimum DAHP (Department of Archaeology & Historic Preservation) standards.
  • Requirements stem from Federal Transportation Alternative Program funds, necessitating compliance with Section 106 of the National Historic Preservation Act and Governor’s Executive Order (EO) 05-05.
  • Scope includes desk review (DAHP files), field survey (pedestrian and subsurface), establishing the Area of Potential Effects (A.P.E.), and limited excavation (four shovel test probes).
  • The consultant is to contact appropriate tribal representatives and notify JCPW of tribal correspondence.
  • Project Completion Date for the Cultural Resources work is May 24, 2024.

Financials

  • Maximum Payable Amount: $3,810.00
  • Funding Source: Jefferson County Road Fund (Fund #180).
  • Cost Breakdown (Estimate): Labor $3,459.80; Expenses $178.75; Contingency (5%) $181.43.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Completion Date for Cultural Resources services: May 24, 2024.

Next Steps

The Board is asked to approve and execute the Professional Services Agreement with Cultural Resource Consultants, LLC.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • John Wayand - Public Works Contact
  • Cultural Resource Consultants, LLC
  • Washington State Department of Archaeology & Historic Preservation (D.A.H.P.)
  • WSDOT Local Programs

Lease Amendment: Public Health Water Quality Office Space

Topic Summary

The County Administrator requested approval for an amendment to the five-year lease agreement with Castle Hill Associates, LLC for the Public Health Water Quality Division office space. The amendment formally corrects the lease term to align with the actual occupancy date, changing the start and end dates from December 1, 2020 – November 30, 2025, to January 1, 2021 – December 31, 2025.

Key Points

  • The original lease was executed in 2020 to accommodate the Water Quality Division of the Public Health Department.
  • The original lease term was December 1, 2020, through November 30, 2025.
  • Water Quality did not occupy the space until January 2021, leading to an unprocessed internal correction (pen and ink change) to the lease document.
  • The purpose of the amendment is to formally correct the lease term to January 1, 2021, through December 31, 2025.
  • The space is approximately 961 square feet located at the Castle Hill complex (1200 W Sims Way, Suite A).

Financials

  • Fiscal Impact: None.
  • Rental payments are subject to the Consumer Price Index (CPI) of 0.025% annually (Base Rent increases).
  • Year 1 Total Rent (Base + Triple Net): $1,624.09 per month.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Original Lease Term: Dec 1, 2020 – Nov 30, 2025.
  • Amended Lease Term: January 1, 2021 – December 31, 2025.

Next Steps

The Board of County Commissioners is recommended to approve the attached lease amendment.

Sources

  • Mark McCauley - County Administrator
  • Castle Hill Associates, LLC

Support Letter for East Jefferson Fire Rescue (EJFR) CARES Program

Topic Summary

The Board of County Commissioners approved signing a letter of support endorsing the East Jefferson Fire Rescue (EJFR) FIRE CARES Program as it seeks additional AWC (Association of Washington Cities) funding to sustain operations through 2023–2024. The program is a co-responder pilot designed to address non-emergent needs of the aging population and connect residents to crucial services like mental health support and mobility equipment.

Key Points

  • The FIRE CARES Program is a co-responder pilot focused on East Jefferson County.
  • The program targets the large aging population in the rural, remote, and services-sparse area who often use the 911 system for non-emergent needs.
  • Services provided include: direct in-home support, linkages to mental health/substance use services, and medical/mobility equipment resources.
  • The program aims to reduce non-emergent demand on the 911 system.
  • The letter indicates strong collaboration between the County and EJFR, stating the program helps the County fulfill its public health mission.

Financials

  • The program is seeking additional AWC funding for sustainability into its second year (2023 through 2024).
  • None specified in context of the County's fiscal impact.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Support requested for sustainability through: 2023 through 2024 service period.

Next Steps

The Board approved all Commissioners signing the letter of support, with a correction to the years referenced in the letter (changed to 2024-2025).

Sources

  • Bret Black - Fire Chief, East Jefferson Fire Rescue (recipient of the letter)
  • Kate Dean, Greg Brotherton, Heidi Eisenhour - Jefferson County Commissioners

Ordinance Adoption of Rules for Legislative Actions (Ordinances, Resolutions, Motions)

Topic Summary

The Board of County Commissioners held a public hearing on a proposed ordinance that establishes unified, written rules governing the introduction, publication, consideration, and adoption of ordinances, resolutions, and motions by both the BoCC and the Board of Health (BoH). The objective is to standardize the process, increase efficiency, and improve transparency for county legislative actions.

Key Points

  • The ordinance is based on RCW 36.32.120(7) and state constitutional police power, establishing rules of procedure for county legislative action.
  • Goal: Establish a uniform process for adoption of legislative actions and promote efficiency and transparency.
  • Enforcement/Applicability: Rules may only be enforced by the BoCC, the BoH, or the County Administrator, and are procedural, not substantive (cannot be relied upon by the public as "appearance of fairness rules" or land use regulations).
  • Definitions of Actions:
    • Ordinance (Local Law): Prescribes permanent rules of general applicability, used when required by JCC, RCW, or WAC, or when prescribed conduct may be enforced by penalty.
    • Resolution (Policy/Direction): Statement of legislative policy or direction, concerning special or temporary matters, used when more formal than a motion is desired.
    • Motion: Directs a specific, usually unwritten, course of action; equivalent to a resolution once approved and entered into the record, where an ordinance or resolution is not required.
  • Rules for Adoption:
    • Must contain only one subject, clearly expressed in the title.
    • Public Hearing: Mandatory for ordinances and resolutions requiring a hearing by state/local law. Notice requires one publication in a general circulation newspaper and the official gazette at least 10 days prior to the hearing (per RCW 36.70.390).
    • If the BoCC adopts a Planning Commission recommendation in full, a public hearing by the BoCC is not required (since the PC already holds one).
    • Required Format: Must be in writing, use specific numbering formats (e.g., Ordinance No. 01-03-24), specify repeal/amendment of prior laws in the title, use a precise enactment clause ("Be it ordained..."), use gender-neutral terms, and include specific statements of facts ("whereas clauses"), purpose, code location (JCC), SEPA compliance, severability, and effective date.
    • Prosecuting Attorney Approval: Required for all ordinances and all resolutions that require a public hearing, to ensure enforceability and compliance with law, before posting the hearing notice or submission for adoption.
    • County Administrator Submission: All proposed resolutions and ordinances must be submitted to the County Administrator for review before submission to the legislative authority.
  • The revised proposed ordinance incorporated revisions based on comments from the BoCC, BoH, PAO, Public Health Officer, and DCD Director.
  • The ordinance, if adopted, will be codified as Chapter 2.55 JCC.

Financials

  • Fiscal Impact: None identifiable, although efficiency would be improved.

Alternatives

None specified.

Community Input

  • Written public comment was invited through the end of the hearing.
  • Public testimony was received at the hearing.
  • Chair Dean opened the hearing for public testimony, and "no testimony was received." She continued the hearing to April 15, 2024, at 1:30 p.m. to allow the prosecuting attorney time to review testimony received.

Timeline

  • 2024-03-18: Workshop held on proposed ordinance.
  • 2024-03-27: Hearing notice published (first time).
  • 2024-04-03: Hearing notice published (second time).
  • 2024-04-08: Public hearing opened (continued).
  • 2024-04-15: Hearing continued to 1:30 p.m.

Next Steps

The hearing is continued to April 15, 2024, for further review and consideration of adoption after review by the Chief Civil Deputy Prosecuting Attorney.

Sources

  • Mark McCauley - County Administrator
  • Philip Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Municipal Research and S (cited for drafting standards)

Moratorium on Short Term Rental Applications (Ordinance No. 01-0408-24)

Topic Summary

The Board of County Commissioners (BOCC) adopted Ordinance No. 01-0408-24, declaring an emergency and establishing a one-year moratorium on accepting and processing applications for Hospitality Establishment Permits for Transient Residences or Transient Guest Houses (Short Term Rentals - STRs). The moratorium is intended to pause processing applications under current rules while staff completes a planning process to evaluate and potentially amend development regulations governing STRs within unincorporated Jefferson County.

Key Points

  • The moratorium applies specifically to applications for DCD approval of hospitality establishments per JCC 18.20.210(3) (transient residences/guest houses for accommodations fewer than 30 days).
  • The purpose is to allow staff time (up to one year, but aiming for sooner action) to complete a public planning process and draft ordinance amendments for STR development regulations.
  • The BOCC is concerned about the availability and affordability of housing, citing the 2017 housing emergency declaration (for-rent vacancy at 1% or less) and a current ranking of Jefferson County as the second-least affordable in Washington (UW College of Built Environment).
  • Unpermitted STRs: There may be over 400 STRs operating in unincorporated Jefferson County without required land use permits.
  • Moratorium allows adoption of new regulations before processing a substantial set of applications under outdated rules, addressing concerns about life/safety issues and impacts to neighbors.
  • Staff Workplan: DCD will lead a public process to assess STRs and prepare a draft ordinance.
  • Code Compliance: Unpermitted rentals continue to be considered low priority for code compliance unless life-safety concerns or other code violations warrant action.
  • Enforcement Grace Period: DCD Director Peters stated that a grace period will be provided for vacation rental business operators to apply for hospitality establishment permits following the adoption of any new rules, prior to initiation of an enforcement program.
  • Public Nuisance complaints (Sheriff’s Office) will be managed the same as before the moratorium.

Financials

None specified.

Alternatives

None specified.

Community Input

  • Chief Strategy Officer Brent Butler will present received comments during three public meetings in March to the Planning Commission on May 1, 2024.
  • Following a call for public comments during the adoption motion, "no comments received."
  • State law requires a public hearing on the moratorium within 60 days of passage.

Timeline

  • 2017: Housing emergency declared by Commissioners.
  • 2024-04-08: Ordinance No. 01-0408-24 adopting one-year moratorium passed.
  • 2024-05-01: Chief Strategy Officer Brent Butler presents to the Planning Commission (PC) to review comments and preliminary options for code amendments.
  • Within 60 days of 2024-04-08: Public hearing must be held on the moratorium.
  • Proposed Moratorium End: April 8, 2025 (one year).

Next Steps

The motion to adopt Ordinance No. 01-0408-24 was passed unanimously. Staff will proceed with the mandated workplan to assess and draft recommended development code revisions.

Sources

  • Philip Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Brent Butler - Chief Strategy Officer
  • Josh Peters - Community Development Director
  • Kate Dean - Chair, Board of County Commissioners
  • University of Washington College of Built Environment

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