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

County Sources

AVCapture Page

Documents

AI Information

Gardiner Beach Road Boat Ramp Repair

Topic Summary

The County proposes creating a new County project, Gardiner Beach Road Boat Ramp Repair, in partnership with the Port of Port Townsend. The project involves elevating a segment of Gardiner Beach Road (County Road No. 502009) to accommodate the Port's reconstruction of the existing boat ramp. The County's financial contribution will be specifically allocated to road reconstruction and resurfacing.

Key Points

  • The project involves road improvements on Gardiner Beach Road (County Road No. 502009) between Mile Post (M.P.) 0.650 and M.P. 0.695.
  • It is a joint effort with the Port of Port Townsend.
  • The County’s role is to elevate a segment of the road for the Port’s boat ramp reconstruction and conduct county road reconstruction and resurfacing.
  • The project is listed as Item No. 13 on the 2024-2029 Transportation Improvement Program (TIP) and Item No. 12 on the 2024 Annual Construction Program.
  • Construction is to be accomplished by contract in accordance with RCW 36.77.020 et seq.

Financials

  • Total County appropriation for the project is $50,000.
  • Construction: $50,000
  • Engineering: $0
  • Right of Way Acquisition: $0
  • Sub-Total: $0
  • The County’s funding source is the Road Fund.
  • The Port of Port Townsend's estimate for the overall construction is $800,000.

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
  • Eric Kuzma - Department Contact
  • RCW 36.77.020 et. seq.

Electric Vehicle Charging Infrastructure Maintenance and Revenue Sharing Agreement

Topic Summary

The County is finalizing a Site Host Agreement with EV Charging Solutions, Inc. (EVCS) to install, own, and operate electric vehicle charging infrastructure at the Port Townsend Community Center Site (620 Tyler St.). The project includes four Direct Current Fast Charging (DCFC) stations and one Level 2 station, funded by a state grant. The agreement outlines the responsibilities of both parties and establishes a revenue-sharing model where the County receives compensation per kilowatt-hour sold.

Key Points

  • The agreement covers the installation, construction, operation, and maintenance of EV charging infrastructure at the Port Townsend Community Center.
  • The equipment consists of 4 DC Fast Chargers (Level 3) and 1 Level 2 EVSE.
  • The specific fast charger equipment is the Noodoe 150P DCFC or equal (150 kW maximum output power).
  • Each fast charger will have two ports: the default will be SAE CCS1, one port will be CHAdeMO, and capability will be provided to enable a NACS port or a Tesla adapter.
  • The County grants EVCS full, unfettered access to the Project Site for the Equipment's placement, use, operation, installation, and maintenance for the term of the Agreement.
  • EVCS is responsible for all costs related to purchase, preparation, installation, cleanup, and ongoing maintenance/repairs of the Equipment.
  • Site Host (Jefferson County) assigns EVCS all rights, title, and interest in associated rebates, grants, environmental/carbon credits, and economic benefits from demand response programs.
  • The term of the Agreement is ten (10) years from the Commencement Date (when equipment is operational).
  • The Agreement may be extended for an optional ten-year extension period if EVCS provides written notice 90-180 days prior to expiration.
  • EVCS has the right to own the electricity service meter and/or utility service account. If EVCS uses the Site Host's existing meter, the Site Host must provide electricity bills to EVCS for reimbursement/calculation purposes.
  • Site Host must fully cooperate and promptly communicate with EVCS during the entire installation process.
  • The Site Host cannot typically terminate early unless the Commencement Date has not occurred within 18 months of the approved utility plan being issued, or if EVCS's continued operation is deemed impracticable or uneconomical.

Financials

  • The project is funded by a state grant from the WSDOT ZEVIP 2023 program; the installation is at no cost to Jefferson County.
  • Revenue Sharing (County Share):
    • $0.05 per kWh sold from DCFC Equipment (Level 3).
    • $0.03 per kWh sold from Level II Equipment.
    • The County will receive 100% of the cost of electricity utilized by the equipment if the Site Host is responsible for electricity payment.
  • Revenue will be remitted to the County within 45 days after the end of each calendar quarter.
  • If the quarterly amount owed to the Site Host is less than $100, EVCS may withhold payment until at least $100 is due.
  • EVCS reimburses the Site Host for all utility-provider assessed incremental demand charges strictly connected with the Equipment operation, if properly substantiated.

Alternatives

  • The Board previously discussed the need for equipment that ensures existing EV users may continue to utilize fast chargers and address charging technology advancements. The proposed contract revision addresses this by specifying: "Each fast charger will have two ports. The default port will be SAE CCS1. One port at each site will be CHAdeMO. Each site will also provide capability to enable a NACS port or a Tesla adapter."

Community Input

  • The Board of Commissioners discussed the draft agreement previously at its April 15, 2024, regular meeting, leading to the request for explicit language regarding port types (NACS/Tesla capability).

Timeline

  • May 8, 2023: Board approved a Letter of Intent to be a site host.
  • April 17, 2024: Effective Date of the Site Host Agreement.
  • Ten (10) years from Commencement Date: Standard term of the agreement.
  • 18 months from utility plan issuance: Deadline for Commencement Date before Site Host gains certain early termination rights.
  • Payments: Due within 45 days after the end of each calendar quarter.

Next Steps

Staff requests the Board approve a motion to sign the Site Host Agreement with EVCS.

Sources

  • EV Charging Solutions, Inc. (EVCS)
  • Amanda Christofferson - Grants Administrator
  • Tracy Coleman - Central Services Director
  • Washington Department of Transportation (WSDOT) Zero-Emission Vehicle Infrastructure Partnership (ZEVIP) grant funding
  • Energy Northwest (ZEVIP application submitter)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • RCW 4.24.115

Professional Services Agreement for Center Road 2R Overlay Materials Testing

Topic Summary

Jefferson County Public Works seeks approval for a professional services agreement with HWA GeoSciences, Inc. to provide materials testing and inspection services for the Center Road 2R Overlay project (Project No. 1802096). This vital service ensures that all aggregate materials and Hot Mix Asphalt (HMA) meet required WSDOT specifications during the construction phase of the pavement preservation project.

Key Points

  • The project involves materials testing and inspection for the Center Road 2R Overlay from M.P. 10.34 to M.P. 14.58 near Quilcene.
  • The work includes asphalt planing, asphalt paving (4.24 miles), and minor drainage work.
  • The Consultant, HWA GeoSciences, Inc., will provide:
    • Aggregate Materials Sampling and Testing (Crushed Surfacing Base Course: 76 Tons estimated).
    • HMA Materials Sampling, Testing, and Placement Inspection (HMA CL. ½ In. PG 58H-22: 8,185 Tons estimated).
  • Testing standards adhere to the WSDOT 2023 Standard Specifications, WSDOT Materials Manual, and WSDOT Construction Manual.
  • The HMA mix design uses 15% Recycled Asphalt Pavement (RAP).

Financials

  • Maximum payable amount for consultant services: $26,832.04.
  • Funding is entirely covered by a Washington State, County Road Administration Board (CRAB), Rural Arterial Program (RAP) grant.
  • The cost breakdown includes:
    • Total Labor: $1,593.08
    • Total Tests (Unit Test Costs): $25,554.32 (This is contradictory to the total for tests/expenses/contingency, but the full table is garbled. However, the Grand Total price breakdown in the summary indicates the allocation of $25,554.32 is the total expense with a contingency, and the labor and direct costs are separate in a manually generated total at the bottom of the table).
    • Contingency (5%): $1,277.72
  • The project number is 1802096, funded under Fund #180.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Consultant services contract term through December 31, 2024.
  • Tentative Construction Start Date: April 29, 2024.
  • Contractor Working Days per contract: 25 Working Days.
  • Project Completion Date: December 31, 2024.

Next Steps

The Board is asked to approve and execute the three originals of the Professional Services Agreement with HWA GeoSciences, Inc.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • John Wayand - Department Contact
  • HWA GeoSciences, Inc. - Consultant
  • Washington State, County Road Administration Board (CRAB), Rural Arterial Program (RAP) grant.

Professional Services Agreement for Port Hadlock Wastewater Treatment Plant Construction Support (Phase 2 - MBR)

Topic Summary

Jefferson County Public Works seeks approval for a professional services agreement with Tetra Tech to provide engineering construction support services for Phase 2 of the Port Hadlock Membrane Bioreactor (MBR) Wastewater Treatment Plant. This project involves support tasks such as submittal review, responses to construction RFIs, plant start-up assistance, and preparation of operation and maintenance manuals over an 18-month contract period.

Key Points

  • The project is Phase 2 of the MBR Treatment Plant for the Port Hadlock Urban Growth Area (UGA).
  • The plant has a capacity of 74,000 gallons per day.
  • Tetra Tech will provide engineering construction support, including:
    • Project Management (18 months of work, 16 assumed bi-weekly progress updates).
    • Quality Assurance Plans (per WAC 173-240-075).
    • Construction Engineering Support: Assumes review of 360 submittals, response to 100 RFIs, weekly site visits (58 total meetings assumed over 16 months), final inspection/punch lists.
    • Operation and Maintenance (O&M) Manual preparation (meeting WAC 173-240-080).
    • Start-up, Testing, and SCADA coordination assistance.
  • The maximum term of performance is until December 31, 2025.

Financials

  • Maximum payable amount under this agreement is $727,915.00.
  • This agreement will be fully funded through Department of Commerce Funds.
  • Matching Funds Required: $0.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Contract Term: Through December 31, 2025.
  • Project Management activities assumed over a 16-month period, with buffer for physical completion.
  • Final O&M manual submission deadline: Within 30 days of final acceptance of constructed facility by the Owner/County.

Next Steps

Public Works recommends that the Board execute all three originals of the Professional Services Agreement with Tetra Tech.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Samantha Harper, P.E. - Wastewater Project Manager
  • Tetra Tech - Consultant
  • Department of Commerce Funds
  • WAC 173-240-075, WAC 173-240-080

Professional Services Agreement for Port Hadlock Sewer Collection Construction Support & Grinder Pump Design (Phase 3)

Topic Summary

Jefferson County Public Works and Tetra Tech are entering into an agreement for Phase 3 of the Port Hadlock Wastewater System, covering construction engineering support for the low-pressure sewer collection system and the design of Stages 1 through 4 of the on-site grinder pump projects. This work is critical for expanding the current wastewater system by connecting existing properties that use septic systems within the Port Hadlock core area.

Key Points

  • The project encompasses two main areas:
    1. Engineering construction support for the Phase 3 Low Pressure Sewer Collection System installation.
    2. Design services for Stages 1–4 of the On-site Grinder Pump projects.
  • The collection system involves installing approximately 3 miles of High-Density Polyethylene (HDPE) low-pressure sewer.
  • The grinder pump design covers the conversion of existing Phase I (core area) properties from septic tanks to the new wastewater system.
  • Grinder pump design covers approximately 25 properties per stage (total 4 stages/approx. 100 properties). The design includes sewer connection from the building, grinder pump installation, connection to the low-pressure system, decommissioning of septic tanks, and site restoration.
  • Construction support for the collection system assumes up to 10 submittals, response to 5 RFIs, and bi-weekly site visits over a 10-month period. JCPW will be the primary reviewer of submittals.
  • Grinder pump design documents will be provided in two bid packages (Stage 1; Stages 2-4) developed to a bid-ready level (90% and Final).

Financials

  • Maximum payable amount under this agreement is $218,126.00.
  • Funding sources include Department of Commerce Funds and Department of Ecology State Revolving Funds and Centennial Grant Funds.
  • Matching Funds Required: N/A.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Contract Term: Through June 30, 2025.
  • Construction services (Task 8000) project management assumed over an additional 10 months (ending June 30, 2025).
  • Collection system bi-weekly site visits end January 31, 2025.

Next Steps

Public Works recommends that the Board execute all three originals of the Professional Services Agreement with Tetra Tech.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Samantha Harper, P.E. - Wastewater Project Manager
  • Tetra Tech - Consultant
  • Department of Commerce Funds
  • Department of Ecology State Revolving Funds and Centennial Grant Funds
  • Ecology Agreement No WQC_2024_JCoPWE-00034

Appointment to Conservation Futures Citizen Oversight Committee

Topic Summary

Public Health requested the reappointment of Cheryl Lowe to a four-year term on the Conservation Futures Fund Citizen Oversight Committee (CF Committee), representing Habitat Values. Ms. Lowe has specific expertise in plant ecology and land trust operation.

Key Points

  • Public Health requested the reappointment of Cheryl Lowe to the Conservation Futures Fund Citizen Oversight Committee.
  • Ms. Lowe represents the Habitat Values interest.
  • Her term will expire on April 22, 2028.
  • Ms. Lowe has served on the committee since November 2023.
  • Her background includes work with WSU Extension, the Jefferson Marine Resources Committee, and the Whidbey Camano Land Trust, and formal education in plant ecology and public garden administration.
  • Staff recommended reappointment to maintain continuity and relevant expertise.

Financials

  • There is no fiscal impact to the county’s General Fund for reappointing Ms. Lowe.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Term began: November 2023 (partial term).
  • Term expiration (reappointment): April 22, 2028.
  • Application submitted: April 10, 2024.

Next Steps

The reappointment of Cheryl Lowe was approved on the Consent Agenda.

Sources

  • Pinky Mingo - Environmental Health & Water Quality Director
  • Tami Pokorny - Natural Resources Program Coordinator
  • Cheryl Lowe - Reappointment Applicant

Schmidt Farm Conservation Futures Project Agreement

Topic Summary

Jefferson County Public Health requested approval for a Project Grant Agreement with Jefferson Land Trust for the Schmidt Farm Conservation Futures Project. This agreement funds the acquisition of a conservation easement on a 67-acre property near Quilcene Bay to protect farmland, specifically agricultural conservation values and Jakeway Creek riparian habitat, leveraging federal and state matching funds.

Key Points

  • The grant award supports the acquisition of a conservation easement on the 67-acre Schmidt Farm property (APN#s 701 182 005 and 701 183 003).
  • The project aims to acquire the property interest and secure associated Operations & Maintenance (O&M) funding.
  • The purposes of the easement are to acquire a grant deed of conservation easement for the property, acquire matching contribution, develop a stewardship plan, perform operations and maintenance activities, and fulfill annual reporting requirements.
  • The easement, acquired under Resolution #03-24 (January 2, 2024), shall prevent subdivision while allowing for agricultural uses, forest management, and habitat protections.
  • The easement language requires that the land shall not be converted to a different use unless equivalent land or interest in land within Jefferson County is received in exchange (JCC 3.08.030(9)).
  • Jefferson Land Trust, the Project Sponsor, must secure a matching contribution of no less than fifty percent (50%) of the eligible project costs at the time of each invoice, consistent with JCC 3.08.030(5).
  • The grant deed is between Paul A. Schmidt and Mary E. Schmidt (Grantor) and Jefferson Land Trust (Grantee).
  • The Washington State Recreation and Conservation Office (RCO) is a third-party beneficiary with enforcement rights under the Easement, related to the RCO Grant Agreement #22-1408.
  • The US Department of Defense (via the Navy REPI program) holds a separate Grant Deed of Restrictive Easement on the property.
  • The easement reserves one development right allowing for the existing single-family dwelling unit (SFDU) and an Accessory Dwelling Unit (ADU) to be built within Building Envelope 1 or 2 (total 0.25 acre footprint for the ADU).
  • RCO funds are not used for the 0.25 acre ADU site, exempting that specific area from RCO third-party beneficiary rights and reimbursement obligations if the easement is extinguished.
  • The property includes significant Agricultural Conservation Values (prime, unique, and important agricultural soils) and Habitat Values (Jakeway Creek corridor, approximately 2068 ft of shoreline, providing spawning habitat for coho and cutthroat trout).
  • A 3.7-acre Riparian Conservation Zone is designated along Jakeway Creek where no uses or activities, including livestock grazing, are permitted except in accordance with an Approved Stewardship Plan.
  • Total Impervious Surfaces are limited to no more than three percent (3%) of the property area, except for minor agricultural improvements; gravel surfaces may be increased up to 6% with prior consent from the Grantee.
  • Commercial feedlots and commercial production of cultivated marine or freshwater aquatic products are prohibited.

Financials

  • Total Grant Award (Conservation Futures Fund): $60,000.
    • Acquisition: $55,000
    • Operations & Maintenance (O&M): $5,000
  • Estimated Total Project Cost: $574,600 (Acquisition: $564,600 + O&M: $10,000).
  • Estimated Project Sponsor Contribution (Match): $514,600 (Acquisition: $509,600 + O&M: $5,000).
  • Conservation Futures portion is 10% of the total project cost.
  • Project Funding Source: Conservation Futures Fund (Fund #128); no impact to the County’s General Fund.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Project Grant Agreement Period of Performance (Acquisition reimbursement): March 1, 2021 – January 2, 2027.
  • Project Grant Agreement Period of Performance (O&M reimbursement): January 2, 2024 – January 2, 2034.
  • Annual Reporting: Required every year on or before December 31st until three years after acquisition funds are dispersed, and yearly when O&M funding is expended (up to 10 years).
  • Project approved for CF funds by Resolution #03-24 on January 2, 2024.

Next Steps

Jefferson County Public Health recommends BoCC signature on the agreement with Jefferson Land Trust. The agreement was approved on the Consent Agenda.

Sources

  • Pinky Feria Mingo - Environmental Health and Water Quality Director
  • Tami Pokorny - Natural Resources Program Coordinator
  • Jefferson Land Trust - Project Sponsor
  • Resolution No. 03-24 (Dedication of Conservation Futures Funds)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • RCW 84.34.210, RCW 84.34.230, JCC 3.08.030(9)

Appointment to Planning Commission (District No. 3)

Topic Summary

The Board of County Commissioners considered the appointment of Andrew Schwartz to the open District No. 3 seat on the nine-member Jefferson County Planning Commission, succeeding the vacancy left by Mike Nilssen. Mr. Schwartz was the sole applicant interviewed by staff and Commissioner Brotherton and recommended for the role.

Key Points

  • A vacancy existed in the Planning Commission, specifically the District No. 3 seat, previously held by Mike Nilssen.
  • The term for this appointment is a full four years, expiring March 17, 2028.
  • Andrew Schwartz was the single applicant who responded to the public advertisement.
  • He was interviewed by Commissioner Greg Brotherton and Associate Planner Joel Peterson.
  • The Department of Community Development recommends Andrew Schwartz for the position.

Financials

None specified.

Alternatives

None specified.

Community Input

  • Chair Dean opened the floor for public comments regarding this item, and no comments were received.

Timeline

  • Seat became open: March 17, 2024.
  • Position advertised: Two editions in March 2024.
  • Interview conducted: April 17, 2024.
  • Term expiration: March 17, 2028.

Next Steps

Commissioner Brotherton moved to appoint Andrew Schwartz to the Planning Commission Seat No. 3 and the motion was carried by a unanimous vote.

Sources

  • Greg Brotherton - Commissioner District No. 3
  • Joel Peterson - Associate Planner
  • Mike Nilssen - Former incumbent

Permission to Remove Trees/Shrubs from Brookwood Glen Greenbelt

Topic Summary

Jefferson County Public Works seeks formal permission from the Board of County Commissioners (BoCC) to remove necessary trees and shrubs within the 20-foot wide Green Belt Area of the Brookwood Glen plat. This removal is required to accommodate grading and slopes for a Public Works pedestrian and bicycle project along SR19/Rhody Drive.

Key Points

  • The project involves pedestrian and bicycle facilities along the east side of SR19/Rhody Drive from Fern Way to HJ Carroll Park ("the Project"), approved through Resolution 63-20.
  • The Brookwood Glen plat (1970) includes a 20-foot Green Belt Area along its westerly boundary (abutting the Project).
  • Protective Covenant #5 on the Plat prohibits cutting trees or shrubs in the Green Belt Area without written permission from the Board of County Commissioners.
  • Project grading (cut and fill slopes) will encroach slightly onto the Green Belt Area.
  • This permission is requested before Public Works negotiates acquisition of temporary construction easements from abutting property owners (Lots 1 through 11).
  • Public Works believes the visual vegetative barrier (intended to benefit the public/plat owners) will not be significantly reduced by the minimal removal expected.

Financials

  • Removal costs will be classified as a construction expense of the Project.
  • Public Works is actively seeking grant funds to finance this work.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Project authorized: Resolution 63-20.
  • Project is currently in the design phase.

Next Steps

Commissioner Brotherton moved to approve the signing of the attached permission to remove trees and shrubs from the Brookwood Glen greenbelt area; the motion carried unanimously.

Sources

  • Monte Reinders, P.E. - Public Works Director
  • Colette Kostelec, P.E. - Engineer III/Right-of-Way Representative
  • Resolution 63-20
  • Protective Covenant #5 of Brookwood Glen Plat

Operating Agreement for Jefferson County Animal Shelter

Topic Summary

The County proposed entering into a five-year operating agreement with the Humane Society of Jefferson County to assure the continued provision of essential public services, including animal sheltering, adoption, low-cost spaying/neutering, and licensing agent duties. The agreement provides the Humane Society with annual financial support payments increasing by 3% yearly, plus reimbursement for utility costs.

Key Points

  • The Humane Society operates the County-owned Animal Shelter facility at 112 Critter Lane.
  • The Humane Society performs essential public purposes: feral animal population control, care for abandoned/lost animals, finding suitable homes, and providing low-cost veterinary services.
  • The agreement appoints the Humane Society as the Animal Shelter operator and the exclusive licensing agent for companion animals (cats and dogs only) in unincorporated areas of the County.
  • The Humane Society retains all fees collected for licenses (Chapter 6.07 JCC) to be used exclusively for operations and services under this Agreement.
  • The Humane Society must operate the shelter in compliance with JCC 6.07.390 and applicable industry standards (e.g., Association of Shelter Veterinarians Guidelines).
  • The Humane Society must provide 7-day/24-hour access for County animal control officers to drop off animals or carcasses.
  • The County is responsible for payment of care for impounded animals taken to veterinary clinics prior to admittance to the Shelter.
  • The County agrees to pay boarding fees for County-impounded animals held pending disposition by courts/hearing at a rate of $20.00 per day for dogs and cats for the first five days, converting to the rate established in Chapter 6.07 JCC thereafter.
  • The County reserves the right to retain outside contracts or agreements; the Humane Society cannot enter into agreements with other jurisdictions (except the City of Port Townsend) without prior written amendment to this Agreement.
  • The County maintains the Animal Shelter Premises in "good repair and tenable condition," including systems like mechanical, electrical, plumbing, HVAC, exterior walls, structural portions, and septic system.
  • The Humane Society accepts the premises "AS IS" and is responsible for daily custodial functions (cleaning, waste removal, groundskeeping).

Financials

  • Base Annual Support Payment (from County General Fund – Non-departmental):
    • 2024: $50,000
    • 2025: $51,500 (+3%)
    • 2026: $53,045 (+3%)
    • 2027: $54,636 (+3%)
    • 2028: $56,275 (+3%)
  • Total Annual Cost (Estimated in Year 2): Approximately $63,000 (includes support payment and estimated utilities).
  • The County will reimburse the Humane Society for the cost of utilities (water, electrical, propane, trash pickup, telephone, internet) annually.
  • Budget funding for the request will be sought during the 2nd Quarter Supplemental Budget process.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Term of Agreement: January 1, 2024, through December 31, 2028 (five years).
  • Annual invoices for support payment and utilities due by January 31 of the succeeding year, with County payment remitted within 45 days.
  • Agreement termination requires 90-days written notice by either party.

Next Steps

The Board is requested to approve the attached Operating Agreement. Commissioner Eisenhour moved to approve the agreement, and the motion carried unanimously.

Sources

  • Mark McCauley - County Administrator
  • Jen Dupree - Humane Society Executive Director
  • Pam Kolacy - Humane Society Board President
  • JCC 6.07 (Jefferson County Code - dog/cat licensing, shelter services)

Delegation of Authority for Gravity Budget Modules Procurement

Topic Summary

County staff (Treasurer, Finance Manager, and County Administrator) recommended purchasing the Gravity™ budget software modules from IGM Technology to increase transparency and public understanding of the County budget document, replacing the current archaic presentation method. Staff requested that the Board delegate authority to the County Administrator to sign a Letter of Intent to secure a competitive price offer before the deadline.

Key Points

  • The current method of sharing budget information relies on hundreds of simple tables using BARS codes, which does not promote public understanding.
  • The Gravity™ software is intended to produce a "world class budget document" that will be forward-facing and facilitate monthly reporting.
  • Gravity™ modules include: Budget Book, Open Data Transparency, Power BI Dashboards, and Monthly Reports.
  • Staff evaluated two products: Questica (Euna Solutions) and Gravity™ (IGM Technology) and believe Gravity™ is the best fit and lower cost.
  • Procurement will utilize a cooperative purchasing agreement through the Washington State Department of Enterprise Services and the National Association of State Purchasing Officials, which may involve a small premium over the quoted costs.

Financials

  • One-time implementation cost: $22,000 (USD), contingent on signing Letter of Intent by April 30th.
  • Estimated annual cost: $25,000 (USD), subject to potential annual increases.
  • Cost components of the annual fee ($25,000 bundle package):
    • Base Platform (10 Named Users): $12,000
    • Budget Book Automation: $10,000
    • Transparency & Digital Budget Book: $4,000
    • Gravity Power BI Dashboards: $3,000 (Subtotal: $29,000, less $4,000 multi-module discount).
  • Cost components of the one-time implementation fee ($22,000 bundle package):
    • Standard Budget Book Implementation: $15,000
    • Transparency & Digital Budget Book Implementation: $4,000
    • Gravity BI Dashboard Implementation: $2,000
    • Monthly Report Implementation (2.0 Qty): $10,000 (Total: $31,000, less $5,000 multi-module discount and $4,000 end-of-month discount).
  • Budget funding will be requested during the 2nd Quarter Supplemental Budget Appropriation cycle.

Alternatives

  • Staff evaluated Questica, recently acquired by Euna Solutions.

Community Input

None specified.

Timeline

  • Proposal validity: Expires April 30, 2024 (for securing the $22,000 discounted implementation cost).

Next Steps

The Board approved delegating authority to the County Administrator to sign a Letter of Intent to Procure a Number of Gravity Budget Modules by a unanimous vote.

Sources

  • Mark McCauley - County Administrator
  • Stacie Prada - County Treasurer
  • Judy Shepherd - Finance Manager
  • IGM Technology Corp. (Gravity™ vendor)

New Climate Action Goals: Emissions and Carbon Sequestration

Topic Summary

The Climate Action Committee (CAC) presented recommended new goals for greenhouse gas (GHG) emissions reduction and carbon sequestration (removal) for Jefferson County, excluding the Olympic National Park and Wilderness areas (ONPW). These updated goals are based on IPPC recommendations and science-based targets, aiming for significant increases in sequestration and aggressive reduction in emissions by 2030 and 2050.

Key Points

  • Sequestration Goals (Excluding ONPW):
    • By 2030: Increase carbon sequestration to 2.0 Million Metric Tons of CO₂ (MMTCO₂)/year, a 20% increase above the 2011-2016 baseline of 1.6 MMTCO₂/year.
    • By 2050: Increase carbon sequestration to 2.3 MMTCO₂/year, a total of 40% increase above the 2011-2016 baseline.
  • Emissions Reduction Goals (Absolute):
    • By 2030: 58.7% reduction below 2018 baseline levels.
    • By 2050: 95% reduction below 2018 levels.
  • Rationale for Sequestration: The county's forests sequester more than 13 times the amount of locally emitted GHGs (per 2018 Inventory), giving the forests a high influence on the net GHG balance. Forests outside the ONPW hold significant additional sequestration potential (DNR, private lands).
  • If the US Forest Service's per-acre carbon removal rate (5.0 mtCO2/acre average in 2011-2016) were applied to all non-ONPW forested lands, it would result in a 76% increase in sequestration across those areas.
  • The 2030 recommended emissions target (113,609 metric tons) corresponds to a 74% reduction below 1990 levels. The 2050 target (13,754 metric tons) would be a 97% reduction below 1990 levels (compared to the original 80% goal).
  • Proposed actions to increase sequestration include: working with DNR on trust land transfers, supporting forest management on small private/public lands (e.g., carbon credit payments), and guarding against forestland conversion.

Financials

  • Fiscal Impact: N/A (The recommendation involves approving goals, not funding commitments, though funding may be needed for resulting programs.)

Alternatives

  • Earlier goals established in 2008 sought an 80% reduction below 1990 levels by 2050, and 15% reduction by 2020. The 2018 GHG inventory showed a 39% reduction from 1990 levels, already ahead of the 2020 goal.

Community Input

  • CAC Chair Kees Kolff and CAC member Cindy Jayne were present to answer questions.
  • One public comment was received during the adoption of the goals.

Timeline

  • 2008: Original joint GHG reduction goals adopted by City/County.
  • 2011-2016: Baseline period used for Carbon Sequestration Inventory (1.6 MMTCO₂/year, excluding ONPW).
  • 2018: Baseline year used for updated emissions goals (275,083 metric tons of CO2e).
  • 2023-12-12: CAC adopted the motions recommending the new goals.
  • 2024-02-26: First BOCC workshop held on this subject.
  • 2024-04-22: Workshop continuation and unanimous approval of the sequestration and emissions goals as presented by the CAC.

Next Steps

Commissioner Brotherton moved to approve the sequestration and emissions goals as presented by the CAC, and the motion carried unanimously.

Sources

  • Kate Dean - Commissioner District No. 1
  • Cindy Jayne - CAC Member
  • Kees Kolff - Chair, Climate Action Committee
  • CAC Forest Working Group Memo (12/5/2023)
  • IPCC (Intergovernmental Panel on Climate Change) recommendations
  • Washington State GHG Reduction Limits (2020 Legislature)

Opioid Litigation Settlement with Johnson & Johnson

Topic Summary

The County considered and approved participation in the Washington State settlement with Johnson & Johnson regarding opioid litigation. This resolution, the fourth settlement since 2017, will result in a one-time payment to Jefferson County, designated for opioid abatement efforts via the regional Opioid Abatement Council.

Key Points

  • This settlement is the fourth major opioid settlement involving Jefferson County since litigation began in 2017.
  • The proposed settlement resolves all claims against Johnson & Johnson by the State and all claims by Jefferson County in the national opioid multi-district litigation (MDL).
  • The national settlement amount is $123.34 million in a one-time payment if certain conditions are met (i.e., all litigating local governments and the remaining non-litigating ones join).
  • The State and local governments split the settlement amount 50/50.
  • Jefferson County's share is estimated to be a minimum of $231,544.13 and an estimated actual payment of $243,258.89.
  • All funds received must be used for Opioid Remediation/abatement.
  • Pursuant to the One Washington Memorandum of Understanding (MOU) and an Interlocal Agreement (ILA), these funds will be distributed through the Salish Behavioral Health Administrative Services Organization (SBH-ASO), serving as the regional coordinator/Olympic Opioid Abatement Council.
  • The ILA specifies that 10% of Opioid Funds received by SBH-ASO annually will be reserved for administrative costs.
  • Deadline for cities and counties to join the Johnson & Johnson settlement is May 11, 2024.
  • If all eligible cities and counties join, the one-time payment is expected in June 2024.

Financials

  • County's estimated actual payment (one-time): $243,258.89.
  • Minimum estimated payment: $231,544.13.
  • Funds are transferred to the SBH-ASO.
  • Funding must be used for Opioid Remediation as defined in the Global Settlement.

Alternatives

  • Rejecting the settlement would allow the County to proceed with its individual claims, but counsel (Keller Rohrback) recommends joining the settlement.

Community Input

None specified.

Timeline

  • Litigation initiated: 2017.
  • MOU approved by BoCC: April 4, 2022.
  • Distributor Settlement: June 2022.
  • Five Pharmacies Settlement: December 2022.
  • Deadline to join Johnson & Johnson settlement: May 11, 2024.
  • Expected one-time payment date (if conditions met): June 2024.

Next Steps

Commissioner Brotherton moved to approve the Johnson & Johnson settlement for Jefferson County and authorize the Chair to sign the necessary documents; the motion was seconded by Commissioner Eisenhour and approved.

Sources

  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Keller Rohrback (KR) law firm
  • Salish Behavioral Health Administrative Services Organization (SBH-ASO)
  • One Washington Memorandum of Understanding (MOU)
  • RCW 42.30.110(1)(i) (Executive Session exemption)

Letter of Commitment for North Olympic Peninsula Recompete Coalition (NOPRC)

Topic Summary

The Board of County Commissioners affirmed its support and outlined its ongoing commitments to the North Olympic Peninsula Recompete Coalition (NOPRC) application for $50 million in Phase II federal grant funding. The County emphasized regional cooperation and its projects aimed at reducing the Prime Age Employment Gap (PAEG), including infrastructure development and workforce training expansion.

Key Points

  • The letter supports the NOPRC Phase II application for a $50 million grant from the U.S. Economic Development Administration (EDA) Distressed Area Recompete Program.
  • Jefferson County is an active Task Force Member, committed to projects addressing the Prime Age Employment Gap (PAEG).
  • The County has shifted its Phase 2 primary support from the Glen Cove Industrial Park project to the Port of Port Townsend’s Westward Boatyard Expansion project, citing closer alignment with immediate infrastructure needs for the maritime sector.
  • Despite the shift, Glen Cove remains a "crucial commitment," benefiting from a $60,000 Strategy and Development Grant to facilitate public outreach for its integration into the Urban Growth Area (UGA) of Port Townsend.
  • The County is collaborating with local organizations (like the YMCA) to address pervasive barriers such as childcare.
  • The workforce training plan (with Peninsula College and Northwest School of Wooden Boat Building) includes bringing training directly to people through remote and mobile training options, supporting traditional industries (Forest Resources and Maritime), and creating living-wage jobs.

Financials

  • Fiscal Impact: None specified for signing the letter.
  • Glen Cove project receives a $60,000 Strategy and Development Grant.

Alternatives

None specified.

Community Input

None specified.

Timeline

None specified.

Next Steps

The Board recommended the BoCC sign the letter of support. The letter was adopted on the Consent Agenda.

Sources

  • Greg Brotherton - Commissioner
  • Amanda Christofferson - Grants Administrator
  • The Honorable Alejandra Castillo - Assistant Secretary for Economic Development, U.S. Department of Commerce
  • North Olympic Peninsula Recompete Coalition (NOPRC)
  • U.S. Economic Development Administration (EDA)

Letter of Support for DNR Dabob Bay Acquisition

Topic Summary

The Board of County Commissioners approved signing a letter supporting the Washington State Department of Natural Resources’ (DNR) Recreation and Conservation Office (RCO) Grant Application to acquire 19 acres within the Dabob Bay Natural Area. This acquisition is intended to strengthen long-term conservation, support research, and provide low-impact public access consistent with County conservation priorities.

Key Points

  • The letter supports DNR's RCO Grant Application #24-1548A.
  • The goal is to acquire 19 acres of shoreline and mature upper forest within the Dabob Bay Natural Area.
  • The acquisition includes: 0.15 acres of riparian land (96 ft of shoreline), 2.55 acres of natural feeder bluff (792 ft of shoreline), and 16.25 acres of developable uplands.
  • Two of the three priority properties are adjacent to existing DNR conservation parcels, and the third is adjacent to the Washington Department of Fish & Wildlife’s 150-acre North Olympic Wildlife Area–Tarboo Unit.
  • The acquisition strengthens long-term protection, supports future education/research opportunities, and may provide potential for appropriate low-impact public use.

Financials

  • Fiscal Impact: None specified.

Alternatives

None specified.

Community Input

  • The letter notes that hundreds of community members have supported conservation in the Dabob Bay area for decades.

Timeline

None specified.

Next Steps

The Board approved and signed the letter of support. The letter was adopted on the Consent Agenda.

Sources

  • Heidi Eisenhour - Commissioner, District 2
  • Mark McCauley - County Administrator
  • Washington State Department of Natural Resources (DNR)
  • Recreation and Conservation Office (RCO) Grant Application #24-1548A

Memorandum of Understanding with DHS for E-Verify

Topic Summary

Jefferson County sought and approved a Memorandum of Understanding (MOU) with the U.S. Department of Homeland Security (DHS) to utilize the E-Verify program. This transition from the paper I-9 form to an electronic platform is intended to increase efficiency and accuracy in verifying an employee's eligibility to work in the United States.

Key Points

  • Jefferson County (Company Name: Jefferson County; Employee Count: 360) is required to verify employee eligibility under Section 274A of the Immigration and Nationality Act.
  • The current process uses the paper Form I-9; E-Verify provides an electronic platform to compare data against SSA (Social Security Administration) and DHS databases for immediate results.
  • The County must comply with the E-Verify User Manual and provide necessary employee information, including Social Security Number (required for E-Verify participants).
  • Employers are prohibited from using E-Verify for pre-employment screening, selective verification, or verification for employees hired before the MOU effective date.
  • The MOU specifies the responsibilities of the Employer, SSA, and DHS, including rules on handling tentative nonconfirmations (TNCs) and strict anti-discrimination guidelines.

Financials

  • The E-Verify service is provided by SSA and DHS to the Employer at no charge.
  • Revenue: None specified.
  • Expenditure: None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

None specified.

Next Steps

The Board approves and signs the Memorandum of Understanding with the US Department of Homeland Security. The MOU was approved on the Consent Agenda.

Sources

  • Mark McCauley - County Administrator
  • Sarah Melancon - Human Resources Director
  • U.S. Department of Homeland Security (DHS)
  • Section 274A of the Immigration and Nationality Act
  • Illegal Immigration Reform and Immigrant Responsibility Act of 1996 (IIRIRA)

Interagency Agreement for Family and Juvenile Court Improvement Plan (FJCIP) Support

Topic Summary

Jefferson County Superior Court sought approval for an Interagency Agreement (ICA25008) with the Washington State Administrative Office of the Courts (AOC) to secure funding for the Family and Juvenile Court Improvement Plan (FJCIP). This revenue supports improvements to court functioning in dependency and civil matters by funding a coordinator position and training.

Key Points

  • The purpose of the Agreement is to engage Court services to improve and support family and juvenile court operations as set forth in FJCIP legislation (RCW 2.56.220-230).
  • Funds must supplement, not supplant, other local, state, or federal funds.
  • The Court must:
    • Assign a Chief Judge for a minimum term of two years.
    • Hire an FJCIP Coordinator (funding 24 hours of a 40-hour employee).
    • Ensure court commissioners and judges complete a minimum of 30 hours of specialized training in dependency and family law.
    • Create learning opportunities for local dependency court partners.
    • Submit a spending plan (by September 30, 2024), budget reports, and update a "local improvement plan."
  • The Agreement requires submission of semi-annual reports on purpose, goals, activities, and measurable outcomes.

Financials

  • Total amount of agreement (Revenue and Expenditure, FJCIP): $37,657.00.
  • AOC will reimburse the Court a maximum of $37,657.00 for FJCIP coordinator salary and benefits costs.
  • The revenue is included in the Juvenile Services budget for 2024 and expected to continue.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Period of Performance: July 1, 2024, through June 30, 2025.
  • Spending plan due: September 30, 2024.
  • Semi-annual reports due: August 31, 2024, and March 1, 2025.
  • Final report/invoice due: July 15, 2025.

Next Steps

The Board signed three originals of the Interagency Agreement on the Consent Agenda.

Sources

  • Shannon Burns - Juvenile Court Administrator
  • Administrative Office of the Courts (AOC)
  • RCW 2.56.220-230

Proclamation for WSAC Executive Director Eric Brian Johnson Day

Topic Summary

The Board of County Commissioners sought to approve a Proclamation declaring May 31, 2024, as "Washington State Association of Counties Executive Director Eric Brian Johnson Day" in honor of his impending step down from the role and his nearly two decades of service to county governments.

Key Points

  • Eric Brian Johnson will step down as WSAC Executive Director effective May 31, 2024.
  • Johnson worked for WSAC for nearly 19 years, including 16 years as Executive Director.
  • He previously served two terms as a Lewis County Commissioner, during which his platform included a promise to provide free burn barrels every year to every resident.
  • The Proclamation recognizes his steady leadership, fierce advocacy, and thoughtful counsel to county leaders.

Financials

  • Fiscal Impact: None.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • WSAC Executive Director service concludes: May 31, 2024.
  • Date of Proclamation: April 1, 2024.

Next Steps

The Proclamation was approved on the Consent Agenda.

Sources

  • Adiel McKnight - Deputy Clerk of the Board
  • Washington State Association of Counties (WSAC)

Payment of Expenses and Payroll

Topic Summary

The Board of County Commissioners approved two sets of financial disbursements: one for General Fund and other fund vouchers/warrants totaling $1,617,813.72, and a second for payroll expenses totaling $103,296.31.

Key Points

  • The total amount of Jefferson County Vouchers/Warrants dated April 15, 2024, was $1,617,813.72.
  • The largest fund expenditures included:
    • Fund 001 (General Fund): $574,064.70
    • Fund 405 (Wastewater/Sewer Funds): $371,447.86
    • Fund 401 (Other Capital Projects): $167,864.64
    • Fund 180 (Road Fund): $106,605.71
    • Fund 127 (Grants/Special Revenue): $105,007.69
  • Total Jefferson County Payroll Expenses dated April 19, 2024, totaled $103,296.31.
    • Payroll Direct Deposit: $86,954.12
    • Benefits Paid: $16,342.19

Financials

  • Total Expenditures (Vouchers/Warrants): $1,617,813.72
  • Total Expenditures (Payroll): $103,296.31

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Vouchers/Warrants Date: April 15, 2024.
  • Payroll Date: April 19, 2024.

Next Steps

Payment of both the vouchers/warrants and payroll expenses was approved on the Consent Agenda.

Sources

  • Jefferson County Auditor
  • Payroll Services Manager

Generated On: 2025-11-06 17:12:12.637719-08:00 By: google/gemini-2.5-flash-preview-09-2025 running on https://openrouter.ai/api/v1/