PACKET: Commissioners Meeting at Mon, May 06, 09:00 AM

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Amending Loan Terms for Port Hadlock Wastewater Treatment Plant

Topic Summary

The County is proposing to amend Resolution No. 04-24, which authorized the issuance of a Grant Anticipation Note (GAN) to finance the Port Hadlock Area wastewater treatment plant project. The amendment is necessary to revise the debt servicing requirements regarding cash flow flexibility since the project is funded by reimbursement grants. The proposed change allows grant proceeds to be deposited into the general project fund to cover subsequent expenditures, rather than mandating immediate application solely toward reducing the line of credit balance.

Key Points

  • The original financing plan for the Port Hadlock Sewer Project relies on grants received as reimbursement after expenditures are made.
  • Resolution No. 04-24 initially required all grant proceeds to be instantly deposited into the Note Fund to prepay the principal and interest on the debt (line of credit).
  • The amendment revises this by allowing the County to deposit grant proceeds into the Project Fund (not the Note Fund) to help pay for subsequent project expenditures, minimizing overall debt.
  • The Note (Grant Anticipation Note, 2024) was executed with Kitsap Bank on January 18, 2024, but the County has not yet drawn on the line of credit.
  • The proposed amendment has the consent of Kitsap Bank.

Financials

  • Total estimated project cost: $33,670,000.
  • Approved Note/Line of Credit borrowing limit: Not to exceed $10,000,000 (Maximum amount specified in Exhibit A of Res. 04-24).
  • Note interest rate: Variable, 70% of Kitsap Bank Prime Rate, floored at 3.00%.
  • Estimated cost of servicing the debt: $315,000 to $365,000, payable from the sewer fund.
  • Grant funding components (collectively the "Grants"):
    • ARPA State and Local Fiscal Recovery Funds Grant: $20,125,000 (from State Department of Commerce)
    • Water Quality Combined Funding Program grant: $5,000,000 (from State Department of Ecology)
    • Clean Water State Revolving Fund State and Tribal Assistant Grant (EPA awards, two tranches): $3,000,000 and $2,500,000
  • This resolution amendment has no fiscal impact on the debt amount or interest rate, only on cash flow management.

Alternatives

  • The primary alternative presented in the analysis is the existing unflexible requirement under Resolution 04-24 that mandated all grant proceeds immediately prepay the line of credit. The amendment allows grant proceeds to remain in the project fund to cover expenditures.

Community Input

None specified.

Timeline

  • 2008: Port Hadlock UGA Sewer Facility Plan adopted.
  • 2024-01-02: Resolution No. 04-24 adopted.
  • 2024-01-18: Grant Anticipation Note, 2024 executed and delivered to Kitsap Bank.
  • 2024-05-06: Proposed resolution amendment adoption date.
  • 2026-12-01: Latest possible Maturity Date for the Note (as per Exhibit A of Res. 04-24).

Next Steps

The County Treasurer recommends that the Commissioners approve the attached resolution amending Resolution No. 04-24.

Sources

  • Stacie Prada - County Treasurer
  • Monte Reinders - Public Works Director
  • Mark McCauley - County Administrator
  • Marc Greenough - Bond Counsel (Foster Garvey PC)
  • Kitsap Bank

Change Order for Port Hadlock Water Reclamation Plant Phase 2

Topic Summary

The Public Works Department requests approval of Change Order No. 1 with Interwest Construction for Phase 2 of the Port Hadlock UGA Water Reclamation Plant project. The change order adds $42,288.15 to the contract, resulting from necessary modifications including changing pipe material, installing a larger access hatch for the equalization tank vault, and adding stormwater features. The total project is funded 100% by a Department of Commerce grant.

Key Points

  • Change Order No. 1 is with Interwest Construction of Burlington, Washington.
  • Modifications include:
    1. Changing pipe material for both potable and process water lines to unify the material type.
    2. Increasing the size/changing the type of access hatch for the equalization (EQ) tank pump vault to provide more efficient operational access and equipment removal.
    3. Adding new stormwater features to route stormwater to existing features and allow for a lower access road to the north side of the plant site.
  • The change order was ordered by the County Engineer under the terms of Article 9 and 11 of the General and Supplemental Conditions of the contract.

Financials

  • Amount of Change Order No. 1: $42,288.15 (includes 9.1% Washington State Sales Tax).
  • Original contract amount: $10,020,835.00
  • New estimated contract total: $10,063,123.15
  • Funding: The project is funded at 100% by the Department of Commerce.
  • Detailed Cost breakdown:
    • Change in C1 and C3 pipe material: $27,892.69
    • Increase in EQ tank access hatch and type: $6,629.75
    • Stormwater Pipe additions (FA-01): $4,238.47
    • Subtotal: $38,760.91
    • 9.1% Sales Tax: $3,527.24
    • Estimated Net Change Total: $42,288.15

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Project duration (Original Contract Time): 502 days.
  • Date of Change Order Estimate: 2024-04-29

Next Steps

Public Works recommends the Board authorize Change Order No. 1 and return two originals to Public Works for further processing.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Samantha Harper, P.E. - Project Manager
  • Interwest Construction - Contractor Firm Name

Olympic Discovery Trail Project Creation

Topic Summary

The Public Works Department proposes formally creating a County project designated as the Olympic Discovery Trail (ODT) – Puget Sound to Pacific (PS2P), County Road No. 850200. This action is necessary to utilize a recently awarded federal discretionary grant to fund the preliminary engineering phase of the trail's development across Jefferson County.

Key Points

  • The ODT is a shared use path planned to run 27 miles from the City of Port Townsend to Clallam County.
  • The project is included as No. 15 on the Transportation Improvement Program (TIP) and No. 14 on the Annual Construction Program.
  • The currently authorized scope involves preliminary engineering (design) for 7.5 miles of gaps located between existing trail segments.
  • The project also requires a route alternatives study to define the ODT connection to Kitsap County, which is currently undefined.

Financials

  • Total estimated project cost: $2,080,000.
  • Funding: 100% by the US Department of Transportation (USDOT) Rebuilding American Infrastructure with Sustainability and Equity (RAISE) discretionary grant program.
  • Constraint: RAISE funds cannot be used for right-of-way acquisition or for construction.
  • Funding is entirely allocated for Preliminary Engineering.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • The project is included in the officially adopted 2024-2029 TIP.

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
  • John Fleming, P.E. - Project Manager
  • US Department of Transportation (USDOT) - Rebuilding American Infrastructure with Sustainability and Equity (RAISE) discretionary grant program

Port Townsend Community Center Flooring Replacement Contract

Topic Summary

Central Services seeks approval for a Professional Services Agreement with McCrorie Carpet One to replace the flooring in four areas of the Port Townsend Community Center (PTCC). The scope includes demolition, leveling, and installation of new commercial-grade flooring in the Kitchen, Dining Room, Clinic Room, and Men's and Women's restrooms, necessitating an increase in project funding beyond the initial estimate.

Key Points

  • The contract is for removing and replacing flooring in the Main Kitchen, Dining Room, Clinic Room, and Men’s and Women’s restrooms.
  • The scope includes removing all existing flooring and underlayment to the subfloor, pouring Ardex 22f fiber reinforced gypsum-based leveler, and installing new commercial flooring.
  • The Kitchen (491 sq. ft.) will receive Altro Reliance 25 safety flooring (coved and capped), designed for a complete warranted install using Altro recommended products.
  • The Dining Room (2,400 sq. ft.), Clinic Room (145 sq. ft.), and Restrooms (130 sq. ft. and 143 sq. ft.) will receive Shaw Contract 4110V Terrain II plank flooring with releasable glue and black cove base.
  • Jefferson County is responsible for moving furniture, appliances, plumbing, and bathroom stalls, and providing a dumpster.
  • The facility must maintain 68-70 degree temperatures during installation.
  • The bid specifies coordination for installing new floor drains during the kitchen floor installation.

Financials

  • Total contract amount: $79,976.97.
  • Detailed Cost breakdown:
    • Kitchen: $10,965.69
    • Dining Room: $53,366.39
    • Clinic Room: $2,924.20
    • Men’s and Woman’s Restrooms: $5,848.37
    • Tax (9.1%): $6,971.35
  • Original approved project budget (Kitchen and Dining room only): $60,000.
  • Additional funds needed: $19,976.97 (or approximately $20,000).
  • Funding Source: The additional $20,000 will be covered by contingency funds, leaving a remaining contingency balance of $40,000 for other building projects.
  • Funding is sourced from Fund #: 301-000-010.

Alternatives

  • The initial budget assumed only the Kitchen and Dining room flooring required replacement. A subsequent evaluation revealed the need to replace the Clinic and Restroom flooring as well.

Community Input

None specified.

Timeline

  • Agreement commencement: 2024-04-22
  • Work start estimated: mid to late May 2024 (based on material lead times)
  • Work completion deadline: 2024-06-28 (within 30 calendar days of start date)

Next Steps

The Central Services Director recommends that the Commissioners approve the contract.

Sources

  • Tracy Coleman - Central Services Director
  • McCrorie Carpet One - Contractor

Jefferson County Civil Alarm Notification System Upgrade

Topic Summary

The Sheriff's Office and Central Services propose purchasing and installing the WAVE Plus Alarm system to upgrade the existing 30-year-old security infrastructure at the Jefferson County Courthouse. This upgrade is mandated by court security trial rules, will improve safety for courts and civil service staff, and addresses the obsolescence and unreliability of the current system, particularly its lack of battery backup.

Key Points

  • The current security system in the Courthouse is 30 years old, lacking reliable parts (like compatible replacement pagers) and experiencing outages due to hardware failures.
  • The old system is nonfunctional during power outages due to lacking battery backup.
  • This upgrade is required under GR 36 Trial court security Rule (5), which mandates duress alarms at multiple strategic locations (Clerk’s Office, Administration, Courtrooms) that broadcast to the nearest law enforcement agency.
  • The new WAVE Plus alarm system will signal and transit voice messages over a radio network, telephone, or speaker.
  • Key features of the WAVE Plus include:
    • Location-specific zones with recorded messages.
    • Sending emails and text messages when an alarm is received.
    • Installation of virtual panic buttons (icon on computer screen; double-click triggers alarm) on identified computers via the LAN.
    • Ability to integrate with other automated systems (access control, fire alarms) via an OEM module.
    • Automatic enabling/disabling of alarm zones based on a defined schedule.

Financials

  • Total contract amount: $20,579.00
  • Funding source: Small & Rural Court Security Grant Implementation.
  • Specific itemized costs (Invoice 8848):
    • WAVE Control Panel (1): $9,400.00
    • Single Button Duress Alarm (30): $4,230.00
    • SMS Services (6 periods x 12 months/period): $720.00
    • Repeater (2): $1,390.00
    • 2 Years Warranty Extension (total 6 years coverage): $3,844.00
    • On Site Set-up and Training: $995.00
    • Total: $20,579.00

Alternatives

  • The need is critical due to the current system's age and failure to meet the requirements of GR 36; no alternatives are presented.

Community Input

None specified.

Timeline

  • Agreement Term: 2024-05-07 through 2030-06-30.

Next Steps

Staff recommends Commissioners approve replacing the security system as proposed.

Sources

  • Tracy Coleman - Central Services Director
  • Jennifer Moore - Jefferson County Sheriff's Office Contact Person
  • SecureTech Systems, Inc. - Contractor
  • GR 36 Trial court security (RCW reference in request title but Washington Rule of Court cited in text)

Contract for Hoh Watershed Adventure Project

Topic Summary

Jefferson County Public Health (JCPH), acting as a fiscal agency for a grant, seeks approval for a Personal Services Agreement with Futurewise for the Hoh Watershed Adventure Project. This project involves organizing an adventure camp and related activities for tribal members, focusing on river restoration, cultural traditions, and protected treaty rights.

Key Points

  • Futurewise, in partnership with the Hoh Tribe Natural Resources Department, will design and implement the Hoh Watershed Adventure camp.
  • The camp is for tribal members and will occur between summer 2024 and spring 2025.
  • Activities include rafting training/river restoration education for adult tribal members (separate event).
  • The adventure camp includes exploring coastal environments through hiking, overnight camping, data collection, plant identification, experiences in Hoh and Quileute cultural traditions/language, instruction on protected treaty rights, restoring healthy ecosystems, and a community dinner.
  • The project primarily focuses on the lower Hoh River (from Cottonwood Campground) and the coastal environment at the mouth of the Hoh River on the Hoh reservation, Oil City, and the intertidal environment there.
  • The North Pacific Coast Marine Resources Committee (NPC MRC) recommended this project for funding, noting it meets benchmarks for Coastal Communities and Education.

Financials

  • Total agreement amount: $13,464.00 (Expenditure).
  • Funding source: A grant from the Washington Department of Fish and Wildlife (WDFW), ID #23-23412, designated for NPC MRC recommended projects.
  • No impact to the Jefferson County General Fund; no local match requirement.
  • Estimated Budget breakdown:
    • Salaries and Benefits (Susannah Spock, Nicole Harris): $7,250
    • Supplies/Equipment: $1,108
    • Travel: $306
    • Contracted services (Rafting, consultants Jay Powell and Vicki Jensen): $4,800
    • Other: $0 (Total reflects $13,464)

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Project term: 2023-07-01 through 2025-06-01.
  • Rafting training and camp implementation: Summer 2024 and spring 2025.
  • Deliverables (Agendas, participant lists, presentations, WDFW Final Report): Due by 2025-06-01.

Next Steps

JCPH Management recommends BOCC signature for the Personal Services Agreement with Futurewise.

Sources

  • Pinky Mingo - Environmental Public Health and Water Quality Director
  • Tami Pokorny - Natural Resources Program Coordinator
  • Futurewise - Contractor
  • Hoh Tribe Natural Resources Department - Partner
  • Washington Department of Fish and Wildlife (WDFW) - Grant Funder
  • North Pacific Coast Marine Resources Committee (NPC MRC) - Recommending body
  • Alex Brennan - Futurewise Executive Director

Contract for Jefferson County Behavioral Health Consortium Website Development

Topic Summary

Jefferson County Public Health (JCPH) seeks approval for a Professional Services Agreement with The Shape of Things, SPC (DBA Fire & Flow) to design, develop, and deploy a comprehensive website for the Jefferson County Behavioral Health Consortium (BHC). The website is a key component of BHC’s strategic plan to improve the County's substance use and mental health prevention, treatment, and recovery rates.

Key Points

  • The Contractor, The Shape of Things, SPC (DBA Fire & Flow), will provide design, development, and deployment of a comprehensive BHC website and associated asset branding.
  • The website will include an online repository for consortium resources (meeting materials, videos, policy documents).
  • The project aims to support the BHC’s strategic plan for improving substance use and mental health prevention, treatment, and recovery rates in Jefferson County.
  • The scope includes Planning, Ideation, CMS Shell Deployment, Design Template, three iterations of Design Rounds, Development of Structures/Templates, and Page Implementation/Deployment.

Financials

  • Total contract amount not to exceed: $7,700.00 (Expenditure).
  • Funding source: HRSA award GA1RH39564 (RCORP-I), awarded to JCPH on behalf of the BHC.
  • The Estimated Budget breakdown totals $7,700 for Phase 1 work:
    • Strategic Planning (4 hrs @ $95/hr): $380
    • Research (6 hrs @ $95/hr): $570
    • Design Services (24 hrs @ $125/hr): $3,000
    • Development (30 hrs @ $125/hr): $3,750

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Project Term: 2024-05-01 through 2024-08-31.

Next Steps

JCPH management requests approval of the Professional Services Agreement.

Sources

  • Apple Martine - Public Health Director
  • The Shape of Things, SPC (DBA Fire & Flow) - Contractor
  • HRSA award GA1RH39564 (RCORP-I) - Funding Source

Contract for Digital Retail Food Inspection Checklist Consulting

Topic Summary

Jefferson County Public Health (JCPH) seeks approval to contract with Tyler Technologies for consulting services to develop a digital replica of the Washington State Department of Health (DOH) Food Establishment Inspection Report form. This digital form will integrate with the existing Tyler Technologies IG Inspect iPad application, allowing inspectors to efficiently enter data directly into the EPL database in the field, streamlining the semi-annual/annual food establishment inspection process.

Key Points

  • The goal is to recreate the DOH Food Establishment Inspection Report form as a custom field layout for the Food Service Inspection Case within the Tyler Technologies system.
  • The digital form will integrate with the EPL iInspect iPad application for field data entry into the EPL database.
  • Specific functional requirements for the form include:
    • Accurate summing of Red (high-risk) and Blue (low-risk) factors points.
    • Ability for high-risk factor Row 17 to assign 25 or 5 points based on the severity of violation.
    • Calculation of points for "Repeat Red" violations.
    • Pre-population of establishment data (name, address, risk category) from the EPL database.
    • Enforcement of entering start date and time before other entries.
    • Capture of signatures for inspector and Person in Charge (PIC).
    • Ability to insert free-form comments.
    • Requirement for the final product to print exactly like the State form for acceptance.

Financials

  • Total contract amount not to exceed: $10,000.00 (Expenditure).
  • Funding source: Foundational Public Health Services funds, provided through consolidated contracts with DOH (Fund 127).
  • Proposed estimated cost breakdown:
    • Proof of Concept: $1,400
    • Final product development: $7,700 (upon acceptance of Proof of Concept)

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Project Term: 2024-05-01 through 2024-06-30.
  • Must be completed by 2024-06-30.

Next Steps

JCPH recommends approving the contract with Tyler Technologies not to exceed $10,000.

Sources

  • Pinky Feria Mingo - Director, Environmental Health and Water Quality
  • Tyler Technologies, Inc. - Contractor

Amendment #1 to Affordable Housing Critical Home Repairs Grant

Topic Summary

The County Administrator's Office is requesting approval for an amendment to the 2023 Grant Agreement with Habitat for Humanity of East Jefferson County (EJC) for Critical Home Repairs. The amendment extends the term of the agreement through the end of 2024 to allow Habitat for Humanity time to complete the contracted work after requesting an extension.

Key Points

  • The original grant was approved by the BOCC on January 3, 2023, based on the Housing Fund Board's recommendations.
  • The initial agreement term was from January 1, 2023, to be completed by December 31, 2023.
  • Habitat for Humanity requested an extension through 2024.
  • The Housing Fund Board (HFB) approved the extension recommendation on April 24, 2024.
  • The amendment extends the project deadline to December 31, 2024.
  • The grant objective is to perform a minimum of six Critical Home Repairs for low and very low-income homeowners in East Jefferson County (focusing on Quilcene and Brinnon) to ensure they can remain safely in their homes.
  • Repairs include electrical updates, septic system repair/replacement, and roof repair/replacement.
  • Habitat EJC provides construction and project management. The repairs are subsidized via a forgiving, no-interest note (forgiveness begins at five years and finishes at fifteen years), ensuring the homeowner remains in the home and does not sell for profit immediately after repairs.

Financials

  • Grant amount: $60,000.
  • Funding source: Fund 148 (Affordable Housing Fund).
  • The amendment is for extension of term only; the funding amount remains $60,000.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2023-01-03: Original grant approved by BOCC.
  • 2023-12-31: Original project completion deadline.
  • 2024-03-27 & 2024-04-24: Housing Fund Board met to discuss the extension request.
  • 2024-12-31: New project completion deadline.

Next Steps

Approve the attached Grant Agreement Amendment No. 1 with Habitat for Humanity.

Sources

  • Carolyn Gallaway - Clerk of the Board
  • Mark McCauley - County Administrator
  • Habitat for Humanity

2024 First Quarter Budget Appropriations/Extensions

Topic Summary

The Board of County Commissioners is holding a public hearing to consider adopting a resolution for the 2024 First Quarter Supplemental Budget Appropriations/Extensions for various County Departments (General Fund and Other Funds). These changes are intended to address unanticipated revenues and expenditures, including grant awards, personnel changes, and capital improvements.

Key Points

  • A public hearing concerning the proposed budget changes is required per RCW 36.40.140.
  • Notice for the hearing was published in the Port Townsend Leader on April 17 and 24, 2024.
  • General Fund (Total Revenue: $164,288 One-time; Total Expense: $481,499):
    • Community Services (Dpt 068): Needs a $45,388 one-time appropriation passed through from an Opioid Settlement via Kitsap County to Discovery Behavioral Healthcare for the behavioral health consortium.
    • Sheriff (Dpt 180): Requests $182,750 total expenditure ($157,750 for RSAT Believe in Recovery - including County match, and $25,000 for FRT Navigator), largely offset by $118,900 in RSAT grant revenue. These items were not included in the original 2024 Budget.
    • Superior Court (Dpt 240): Requests $54,222 one-time expenditure for a JAVS Court System Upgrade to replace the currently obsolete platform (JAVS platform discontinued maintenance 12/31/2023) and replace 15-year-old courtroom cameras.
    • Operating Transfer (Dpt 261): Needs an additional $40,410 ongoing transfer to Parks & Rec to cover Salaries and Benefits increases.
    • Non-Departmental (Dpt 270): Requests $157,229 one-time funding for Professional Services Agreements ($26,153 for Peak Sustainability - PLDD and $131,076 for Hansell Tierney - Energov Consultant), requested per contract amendments.
  • Other Funds (Total Revenue: $185,221 One-time; Total Expense: $2,870,551):
    • Chemical Dependency (Fund 131): Requires $63,239 for agreements with Jumping Mouse Chimacum and the Benji Project, which were not in the 2024 budget.
    • Community Development (Fund 143 - Multiple Requests):
      • Receives $110,000 in grant revenue: $50,000 Dept. of Commerce Middle Housing Grant and $60,000 Clallam Co. Strategic Development Grant.
      • Expenditure requests total $326,267: $175,000 for Comprehensive Plan Periodic Update (grant revenue only previously budgeted), $50,000 Middle Housing, $60,000 Strategic Development.
      • Personnel and Interfund expenses: $25,684 to extend CSO Clerk Hire Salary (April-September); $20,445 for OCC office rent/lease increase; and $28,323 for Interfund Services increases.
      • Personnel/Vehicles: $6,036 increase to Building Inspector Vehicles (due to cost increase post-adoption); $34,570 increase for Deputy Fire Marshal Salary/Benefits (hiring high-qualified candidate above initial step, anticipated fee-generated offsets).
    • Parks & Recreation (Fund 174): Funding is insufficient to cover a planned new 0.50 FTE Recreation Supervisor and benefit costs for seasonal maintenance staff (Teamsters Contract). Total ongoing appropriation of $55,109 is needed for salaries and benefits, offset by the $40,410 transfer from the General Fund. Total expenditure increase is $55,109 ongoing ($40,410 ongoing + $14,699 deficit from requested budget).
    • Parks Improvement (Fund 175): Requests $34,811 for fence repairs at Memorial Field perimeter fence on Quincy St. $6,415 is offset by insurance recovery from vehicle damage; the remaining $28,396 is requested as a transfer from the Capital Improvement (Fund 302) budget to fund replacement of the entire fence length for efficiency.
    • Public Infrastructure (PIF 306): Requests $2,134,250 appropriation ($2,049,250 one-time, $85,000 ongoing). Projects include: $250,000 for Glen Cove Feasibility Study; $325,000 for JCA Eco-Industrial Park (Port of PT); $85,000 ongoing added for Tri-Area Sewer debt service; Sims Way Gateway extended to 2025 ($1,300,000 - $300K additional); Quilcene Complete Streets extended to 2025 ($100,000); and $74,250 additional for EDC ($100,000 total amended budget).
    • Internal Service/Cost Allocation Funds (506 & 507): Adding new administrative and IT positions to meet industry standards. Costs recovered via Cost Allocation Plans.
      • Information Services (Fund 506): $117,168 ongoing increase (for Network Technician II and an administrative position jointly funded with Facilities).
      • Facilities Management (Fund 507): $36,520 ongoing increase (for administrative position jointly funded with Information Services).

Financials

Fund/Department Description Revenue (One-time) Revenue (Ongoing) Expense (One-time) Expense (Ongoing) Amended Budget
General Fund (Total) $164,288 $0 $479,999 $1,500
020 Auditor Dues, Training - - - $1,500 $3,000 (Exp)
068 Community Services Opioid Settlement $45,388 - $45,388 - $45,388 (R/E)
180 Sheriff RSAT/Navigator $118,900 - $182,750 - $182,750 (Exp)
240 Superior Court JAVS Court System Upgrade - - $54,222 - $54,222 (Exp)
261 Operating Transfer Addl Transfer Parks & Rec - - - $40,410 $911,969 (Transfer to 174)
270 Non-Departmental Professional Services - - $157,229 - $157,229 (Exp)
Other Funds (Total) $185,221 $0 $2,576,754 $293,797
131 Chemical Dependency Agreements (Jumping Mouse/Benji) - - $63,239 - $63,239 (Exp)
143 Comm. Dev. Grants/Comp Plan/Personnel $110,000 - $326,267 - $285,000 (Grants Exp)
174 Parks & Recreation Salaries & Benefits (Net ongoing) $40,410 (Transfer) - - $55,109 $614,664 (Exp)
175 Parks Improvement Improvements & Repairs $34,811 (R/T) - $34,811 - $34,811 (R/E)
302 Capital Improvement Transfer to Fund 175 - - $28,396 - $28,396 (Exp)
306 Public Infrastructure PIF Board 2024 Budget - - $2,049,250 $85,000 $2,400,000 (Exp)
506 Information Services Salaries & Benefits (Ongoing) - - - $117,168 $846,204 (Exp)
507 Facilities Management Salaries & Benefits (Ongoing) - - - $36,520 $940,050 (Exp)

Alternatives

  • Staff proposes that the Board consider approval of the resolution to adopt the 2024 1st quarter supplemental budget appropriations.

Community Input

  • The document indicates no immediate objections were interposed prior to the hearing, but the purpose of the 10:15 a.m. meeting is to "Hear public testimony and consider approval."

Timeline

  • 2024-04-15: BOCC declared need for expense and set hearing date.
  • 2024-04-17 & 2024-04-24: Public Hearing Notice published.
  • 2024-05-06: Hearing scheduled for 10:15 a.m.

Next Steps

Hear public testimony and consider approval of a resolution to adopt the 2024 1st quarter supplemental budget appropriations.

Sources

  • Mark McCauley - County Administrator
  • Judy Shepherd - Finance Manager
  • Adiel McKnight - Deputy Clerk of the Board
  • Washington State RCW 36.40.140 (mandating public hearing for budget changes)

Proposed Rules for Adopting Ordinances, Resolutions, and Motions

Topic Summary

The Board of County Commissioners (BOCC) is holding a continued public hearing to discuss adopting a revised ordinance that establishes formal rules for county staff regarding the adoption process of ordinances, resolutions, and motions by both the BOCC and the Board of Health (BOH). The goal of the ordinance is to improve consistency, efficiency, and transparency in government actions. Adoption of the ordinance will create Chapter 2.55 JCC.

Key Points

  • The proposed ordinance defines three types of legislative actions:
    • Ordinance: A local law prescribing permanent rules of general applicability; generally required for all legislative acts; adopted only after proper notice and a public hearing.
    • Resolution: A statement of legislative policy or direction of a special or temporary character; adopted without a public hearing unless required by state/local law.
    • Motion: Directs a specific course of action; less formal and usually unwritten; equivalent to a resolution once approved and entered into the record (when ordinance/resolution is not required).
  • Required Format for Ordinances/Resolutions: Must be in writing, numbered systematically by the Clerk, include a title expressing a single subject, contain findings of fact ("whereas clauses"), purpose, detailed requirements, and, if a violation is present, the penalty.
  • The ordinance sets specific language for enactment clauses ("Be it ordained..." or "Be it resolved...").
  • Public Hearing Requirements: Notice must be given by one publication in a general circulation newspaper and official gazette at least ten days prior to the hearing. If the BOCC adopts a Planning Commission recommendation in full under JCC 18.45.060(3) or JCC 18.45.090(4), no additional hearing is required from the BOCC.
  • Rules are for Staff: The rules are procedural for staff governing the adoption process and are expressly stated not to be substantive rules binding upon or to be used by the public (they are not "appearance of fairness rules," land use regulations, etc.).
  • Required Review: All proposed ordinances and resolutions requiring a public hearing, or going before the Planning Commission, must be approved as to form by the Prosecuting Attorney before public notice or submission.
  • The Deputy Prosecutor, Melissa Pleimann, is scheduled to lead the hearing discussion.

Financials

  • The request states that the proposed ordinance has no identifiable fiscal impact, though it is anticipated to improve efficiency.

Alternatives

  • Alternatives considered include the revised draft ordinance versus the initial proposed ordinance discussed at the March 18, 2024 workshop, and revised again after comments from the Board of Health and Department of Community Development.

Community Input

  • Written public comment was invited starting April 15, 2024, and lasting until the end of the public hearing on May 6, 2024.
  • Public testimony will be received at the continued hearing on May 6, 2024.
  • Comments were received from the Board of Health and the Department of Community Development on the initially proposed ordinance, leading to revisions.

Timeline

  • 2024-03-18: Initial workshop held on the proposed ordinance.
  • April 2024 (prior to 4/8): Initial hearing notice published (later deemed flawed).
  • 2024-04-08: Hearing started and continued.
  • 2024-04-15: New hearing notice issued for continued hearing.
  • 2024-05-06: Continued hearing scheduled for 11:00 a.m.
  • Effective Date: The ordinance takes effect immediately upon adoption.

Next Steps

The Board is requested to adopt the ordinance as presented following the discussion (pending the outcome of the hearing).

Sources

  • Mark McCauley - County Administrator
  • Melissa Pleimann - Deputy Prosecutor
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • RCW 36.32.120(7), RCW 36.70A.130(5)(b), RCW 42.30 (Open Public Meetings Act)
  • Washington Constitution, Article XI, Section 11

Workshop on Proposed New Burn Regulations

Topic Summary

The Fire Marshal's Office, in coordination with East Jefferson Fire & Rescue (EJFR) and Quilcene Fire Rescue, is conducting a workshop to guide the structure of a proposed ordinance that would modify county burn regulation levels. The goal is to establish clear public understanding of burning and activity restrictions, ultimately improving community safety ahead of implementing the Community Wildfire Protection Plan (CWPP).

Key Points

  • This is a continuation of a previous workshop held on April 1, 2024.
  • The new regulations will establish a "new matrix" based on five risk levels recognized by the National Fire Danger Rating System (NFDRS).
  • Proposed Burn Restriction Levels (Increasing Severity):
    • Stage 1 (Green / Low Risk): All lawful burning allowed (ORCCA rules observed).
    • Stage 2 (Blue / Moderate Risk): Restricted Outdoor Fires. No outdoor fire of any kind, except recreational fires (in permanent/portable barbecue, outdoor fireplace, or grill) on private residential premises or designated campsites (no permit required for exception). This is the proposed level for the recurring annual burn restriction.
    • Stage 3 (Yellow / High Risk): Recreational burning (campfires) restricted, except in State and Federal campgrounds/protected lands. Prohibits charcoal briquettes and open wood cooking fires. Fireworks would be restricted at this stage.
    • Stage 4 (Orange / Very High): No outdoor fires/open flame devices, except propane/commercially made listed/labeled gas grill devices at a residence, and stoves/fireplace fires fully contained within a residence.
    • Stage 5 (Red / Extreme): Commonly called a BAN. No Outdoor Fire, Burning, or Discharge of Any kind or Type.
  • Proposed recurring annual restriction: Automatically imposed July 1 – September 30 for all Residential Burning and Land Clearing fires, with flexibility for earlier start or later extension by authority.
  • Authority to Change Fire Danger Levels: Discussion needed regarding who holds this authority: (1) Annual BOCC Resolution (current, slow); (2) Create a Burn Board (allows public interaction, but requires compliance with OPMA and staffing); or (3) Fire Marshal Declaration (quickest, based on facts/science, but least public interaction).
  • Fireworks restriction discussion: JCC 8.75 (current code implemented 2023) should remain effective for Independence Day 2024. New fireworks language would be implemented for Independence Day 2025. Restrictions would apply to consumer-grade legal fireworks (not commercial displays or Tribal reservation purchases).
  • Antiquated code JCC 5.10.010 (designating Fire Zone 3) needs repealed as it uses an obsolete 1974 uniform fire code reference.

Financials

  • There are no direct fiscal impacts associated with this workshop.

Alternatives

  • Three options are presented for governing the annual burn restriction level setting authority: BOCC Resolution, Burn Board creation, or Fire Marshal declaration.
  • Current JCC 8.75 is presented for fireworks for 2024, with the new code implementation aiming for 2025.
  • Repeal of JCC 5.10.010 is recommended over replacement.

Community Input

  • The Jefferson County Fire Chiefs Association has provided comment and is an ongoing partner.
  • Public FAQs addressed hypothetical questions about ceremonial fires (require permit under RCW 70.94.651(2)), recreational fires (defined by size), and approved appliances.

Timeline

  • 2024-04-01: Previous workshop held.
  • 2024-05-01: Significant Wildland Fire Potential Outlook map issued (forecasts Above Normal potential for July 2024 in region).
  • 2024-07-01: Proposed start of automatic annual burn restriction season (ending 2024-09-30).
  • 2025-07-04: Target date for new fireworks code implementation.

Next Steps

Staff recommends the Board hold the workshop and provide guidance to staff on the proposed new regulations, particularly regarding the annual burn restriction process and who holds the authority to set fire danger levels.

Sources

  • Phil Cecere - Building Official / Fire Marshal
  • Brian Tracer - Assistant Chief, East Jefferson Fire & Rescue (EJFR)
  • Don Svetich - Assistant Chief, Quilcene Fire Rescue
  • Washington State RCW 70.94.651(2), RCW 70.94.765, RCW 70.77.355
  • Predictive Services, National Interagency Fire Center (Boise, Idaho)

Professional Services Agreement for 2025 Growth Management Act Periodic Update

Topic Summary

The Department of Community Development (DCD) requests approval of a Professional Services Agreement (PSA) with BERK Consulting, Inc. and its subconsultants to complete the 2025 Periodic Update of the Comprehensive Plan and implementing regulations, as mandated by the Growth Management Act (GMA, RCW 36.70A.130). The consultants will provide needed capacity for planning analysis, proposal development, and the public process involved in updating elements such as Housing, Climate Resiliency, Land Use, and Development Regulations.

Key Points

  • Jefferson County’s next GMA Periodic Update deadline is the end of 2025.
  • BERK Consulting, Inc. (and subconsultants Shannon & Wilson, Transpo Group, and Cascadia Consultant Group) was selected after an RFP process.
  • The scope is integrated and streamlined, focusing on strategic updates to meet recent legislative changes (e.g., HB 1181, HB 1220, HB 1337) and local initiatives.
  • Key Update Areas (Tasks I, III, V): Land Use, Housing, Capital Facilities and Utilities, Transportation, Critical Areas, Natural Environments, and strategic updates to Development Regulations (Titles 16, 17, 18 JCC).
  • New Element (Task II): Creation of a Climate Resiliency Element (fulfilling requirements of HB 1181), led by Cascadia Consulting Group. The Climate Action Committee (CAC) will serve as an oversight committee for the Resilience sub-element.
  • Housing Element (Task III): Updates required due to new state laws (HB 1220, HB 1337), focusing on housing needs (including supportive/emergency housing), land capacity, middle housing in the Irondale/Port Hadlock UGA, displacement risk, and undoing racially disparate impacts.
  • Urban Growth Area (UGA) Review (Task IV): Coordination to evaluate and update the UGA boundaries in anticipation of wastewater treatment facilities becoming available in the Irondale/Port Hadlock UGA core sewer area in mid-2025.
  • The project includes significant support for community engagement, outreach materials, and preparing the SEPA analysis (Checklist/Addendum).

Financials

  • Total contract amount not to exceed: $472,750 (Expenditure).
  • Funding Source: Three Washington Department of Commerce grants:
    • Periodic Update Grant (PUG): $350,000 (split evenly over FY 2024/2025 - $175,000 must be spent by 2024-06-30).
    • Climate Planning Grant: $300,000.
    • Middle Housing Grant: $50,000 (half must be spent by 2024-06-30).
  • Optional Task: Task IV Optional Transportation Analysis has an estimated cost of $29,900 and would only be undertaken after mutual written approval and identification of a funding source. This optional task includes traffic data collection at up to 12 intersections and updating analysis for UGA.

Alternatives

  • The analysis notes there is a legal mandate to complete the periodic update; contracting professional services adds necessary capacity to staff resources.
  • The optional transportation analysis (Task IV) is presented as an alternative item requiring additional funding and approval.

Community Input

  • Project planning relies on engaging the community, including targeted support for communities historically excluded from policy decisions.
  • The Climate Action Committee (CAC) will serve as an oversight committee for the Climate Resiliency Element development.

Timeline

  • Agreement Term: 2024-03-29 through 2025-12-31.
  • Grant funding must be fully expended by 2025-06-30.
  • Project completion deadline (GMA mandate): End of 2025.

Next Steps

DCD recommends the Board execute the attached Professional Services Agreement.

Sources

  • Josh D. Peters - DCD Director
  • BERK Consulting, Inc. - Principal Contractor
  • Subconsultants: Shannon & Wilson, Transpo Group, Cascadia Consultant Group
  • Washington Department of Commerce - Grant Funder
  • Washington State RCW 36.70A.130 (Growth Management Act)
  • Washington State House Bill 1181 (Climate)
  • Washington State House Bill 1337 (ADUs)
  • Washington State House Bill 1220 (Housing)

Delegating Authority to Purchase Gravity™ Budget Modules

Topic Summary

Staff requests that the Board delegate authority to the County Administrator to sign a Purchase Order (PO) for the Gravity™ Budget Modules software from IGM Technologies. This software aims to enhance transparency by presenting the County's budget in an easily understood and attractive format, while also allowing for efficient creation of monthly financial reports.

Key Points

  • The Board was briefed on the Gravity™ software on April 22, 2024, and granted authority to sign a letter of intent to procure the modules.
  • The software will allow the county to present its budget in a transparent and easily understood and attractive format.
  • Treasurer Stacie Prada noted that the program will allow staff to create monthly reports easily and efficiently.
  • The purchase will utilize a Washington State Department of Enterprise Services Master Contract (Contract No. 14922-01), which allows Washington political subdivisions to procure the software via a simple purchase order.
  • The purchase order includes: Gravity - Base Platform (10 Named Users), Gravity - Budget Book Automation, Gravity Transparency & Digital Budget Book, and Gravity - Gravity Power BI Dashboards.

Financials

  • Total Purchase Order amount: $58,845.05 (Expenditure).
    • License fees/Annual Cost: $28,611.11 plus sales tax.
    • Implementation Services (One-time cost): $25,177.78 plus sales tax.
    • Total Subtotal: $53,788.89
    • Tax (9.4%): $5,056.16
  • Annual license cost ($28,611.11) is subject to annual increases.
  • Funding: Budget to support this acquisition will be requested during the 2nd Quarter Supplemental Budget Appropriation cycle (Fund 001-270).

Alternatives

  • No alternative software systems or providers were detailed in this request.

Community Input

None specified.

Timeline

  • 2024-04-22: Board briefed and granted authority to sign a Letter of Intent.
  • Funding request scheduled for the 2nd Quarter Supplemental Budget Appropriation cycle.

Next Steps

Authorize the County Administrator to sign and issue the attached Purchase Order to procure the software.

Sources

  • Mark McCauley - County Administrator
  • Stacie Prada - County Treasurer
  • Judy Shepherd - Finance Manager
  • SHI International Corp. - Vendor (reseller via NASPO ValuePoint Master Agreement CTR060028/WA Master Contract 14922-01)
  • IGM Technologies (Gravity™ Software)

Terminating Lodging Tax Agreement with Jefferson County Chamber of Commerce

Topic Summary

The County is requesting authority to terminate its Lodging Tax Agreement with the Jefferson County Chamber of Commerce effective June 6, 2024, following the Chamber's request to decline the awarded Lodging Tax Advisory Committee (LTAC) funds. The Chamber cited insufficient personnel resources to manage the contracted project.

Key Points

  • The Jefferson County Chamber of Commerce declined previously awarded funds ($17,400) for the Waterways map project in a communication dated March 7, 2024.
  • The LTAC met on April 11, 2024, and moved to accept the Chamber's request to decline the awarded funds.
  • The termination relies on Section 7 of the original contract, which permits termination by either party with at least 30 days' notice.
  • The effective termination date is June 6, 2024.

Financials

  • The Chamber declined awarded funds in the amount of $17,400.
  • Termination of the agreement has no fiscal impact to the County.

Alternatives

  • The request notes that if another organization wanted to take on the Waterways map project, the Chamber would forward pertinent information.

Community Input

None specified.

Timeline

  • 2024-03-07: Chamber submitted request to decline funds.
  • 2024-04-11: LTAC met and approved acceptance of the decline.
  • 2024-05-06: Proposed date for Board authorization of termination notice.
  • 2024-06-06: Effective termination date (30 days' notice).

Next Steps

The Board authorizes the County Administrator to sign the attached notice of termination.

Sources

  • Adiel McKnight - Deputy Clerk of the Board
  • Mark McCauley - County Administrator
  • Dana Petrick - Executive Director, The Chamber of Jefferson County
  • Lodging Tax Advisory Committee (LTAC)

Jefferson County Public Health Consolidated Contracts Amendment #19

Topic Summary

Jefferson County Public Health (JCPH) seeks approval for Amendment #19 to the Consolidated Contract with the Washington State Department of Health (DOH). This amendment increases the total contract amount by $57,229, bringing the new total to $8,197,713, and adjusts funds and statements of work across several public health programs, including COVID-19 gap funding, School-Based Health Centers (SBHC), and Sexual & Reproductive Health (SRH).

Key Points

  • The purpose of the Consolidated Contract is to provide public health services to Washington State residents.
  • The amendment covers the contract term January 1, 2022, through December 31, 2024.
  • Specific Program Amendments:
    • COVID-19 LHJ Gap Funding: Revision clears American Rescue Plan Act (ARPA) funding and adds General Fund State (GFS) coding for the remaining balance.
    • Office of Drinking Water Group A Program: Finalizes Sanitary Survey activity for 2022-2023 and updates funding for 2024 activity for Sanitary Survey and Technical Assistance (TA).
    • School-Based Health Centers (SBHC) Program: Adds $10,000 for FY24 to support professional development for SBHC staff and restores $29,000 to the FY25 budget, increasing the grant award to the previous year's level of $150,000.
    • Sexual & Reproductive Health (SRH) Program: Adds $17,733 to FFY24 FPHPA Title X Family Plan Funds for April 1, 2024 - December 31, 2024, and updates SOW language.
    • WIC Nutrition Program: Adds $496 in FFY24 USDA Farm Market Nutrition Program (FMNP) Management funds.

Financials

  • Total Contract Amount Increase: $57,229.
  • Revised Maximum Consideration: $8,197,713.
  • Funding Source: DOH Consolidated Contract, comprised of Federal and State funds (Fund 127).
  • Specific increases detailed in Chart of Accounts (Partial List):
    • FFY24 FPHPA Title X Family Plan: +$17,733
    • SFY25 SBHC Proviso: +$29,000
    • SFY24 SBHC Proviso: +$10,000
    • LHJ COVID-19 GFS: +$37,439 (Offset by -($37,439) in FY24 LHJ COVID-19 ARPA)
    • FFY24 USDA FMNP Prog Mgmt: +$496

Alternatives

  • The request implicitly notes that failure to approve the amendment would result in losing the supplemental state/federal funds.

Community Input

None specified.

Timeline

  • Consolidated Contract Period: 2022-01-01 through 2024-12-31.
  • Due dates for state funding reporting are generally June 30, 2024.
  • Due dates for federal funding reporting are generally December 31, 2024.

Next Steps

JCPH Management recommends BOCC approval of Consolidated Contract Amendment #19.

Sources

  • Apple Martine - JCPH Director
  • Veronica Shaw - JCPH Deputy Director
  • Washington State Department of Health (DOH) - Contractor/Funder

Amendment #1 to School-based Mental Health Services Agreement (Reduction)

Topic Summary

Jefferson County Public Health (JCPH) requests approval for Amendment No. 1 to the Professional Services Agreement with Natalie Dettmer, LMHC, which provides school-based behavioral health counseling at the Quilcene School District #48. The amendment reduces the required services from two days per week to one day per week for the remainder of the school year, resulting in a reduction of $7,800 to the agreement's total value.

Key Points

  • The agreement provides behavioral health counseling to youth seeking drop-in support in the Quilcene School District #48.
  • The original agreement term was September 5, 2023, through June 21, 2024, covering two days per week.
  • Amendment 1 covers the shortened period of March 15, 2024, through June 21, 2024 (13 weeks).
  • The reduction in the scope of work is from two days per week to one day per week.
  • The purpose of the amendment is solely to reduce the days worked and the corresponding remuneration. The scope of services remains otherwise unchanged.

Financials

  • Reduction in contract amount: $7,800.00.
  • Original maximum contract amount: $44,400.00 ($600 per day x 37 weeks x 2 days/week).
  • Revised maximum contract amount: $36,600.00.
  • The reduction is calculated by: $600 per day reduction x 13 weeks = $7,800.
  • Funding Source: Grant through the Department of Health (DOH) and a grant through the Health Care Authority (HCA) (Fund 127).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Original Term Start: 2023-09-05.
  • Amendment Period: 2024-03-15 through 2024-06-21.
  • Original Term End: 2024-06-21.

Next Steps

JCPH management requests approval of the amendment.

Sources

  • Apple Martine - Public Health Director
  • Denise Banker - Community Health Division Director
  • Natalie Dettmer, LMHC - Contractor
  • Grant Funders: Department of Health (DOH), Health Care Authority (HCA)

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