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Developmental Disabilities Services for Community Inclusion (Amendment #1)

Topic Summary

Jefferson County Public Health (JCPH), Developmental Disabilities Division, is seeking approval for Amendment #1 to a contract with Cascade Community Connections for Community Inclusion Services and associated Outcome Payments. This amendment adds $85,199.56 to the existing agreement, increasing the total compensation to $285,485.56. The services support clients with developmental disabilities in integrated community settings and introduce incentive payments for high-quality Community Inclusion Plans.

Key Points

  • The amendment supports Community Inclusion Services for individuals with developmental disabilities (DD).
  • Community Inclusion means individualized services provided in integrated community settings, offering opportunities typically experienced by the general public without disabilities, tailored to the client's needs, interests, and abilities.
  • The goal is to support clients to participate, contribute, and develop relationships with community members who are not paid staff.
  • Services may be authorized for individuals age 62 and older, or for working age individuals who have received nine months of employment support (in addition to or instead of employment support).
  • An outcome payment of $2,000.00 will be paid per Community Inclusion Plan that scores a minimum of 20 points (out of 24) on the Community Inclusion Plan Quality Review Tool.
  • Cascade Community Connections must use the Community Inclusion Scoring Tool, and the County will review 100% of the plans and scoring tools before the outcome payment is granted to ensure a quality plan is submitted.
  • The outcome payments are available for six months, from 01/01/2024 through 06/30/2024, for initial/annual plans or six-month reviews.
  • The Developmental Disabilities Administration (DDA) will monitor samples of the reviewed plans and documented Scoring Tools during the FY2024 monitoring cycle.

Financials

  • Total Existing Agreement (pre-amendment): $200,286.00 (Calculated by subtracting increase from total contract amount in next bullet)
  • Increase (Amendment #1): $85,199.56
  • Additional funding for Community Inclusion Services: $23,199.56
  • Funding for Outcome Payments for Community Inclusion Plans: $62,000.00
  • Total Contract Amount (Amended): $285,485.56
  • Funding Sources: Developmental Disabilities Administration (DDA), under DSHS, identified in the budget under Community Inclusion Services and Staff Training (PH fund #127, Munis Org/Obj HDD 670 -12768067).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 1, 2023: Term of original agreement began.
  • January 1, 2024: Outcome payments become available.
  • June 30, 2024: Term of the agreement ends; outcome payments cease.

Next Steps

JCPH, Developmental Disabilities Division, requests Board approval of Amendment #1 to the Professional Services Agreement.

Sources

  • Apple Martine - Public Health Director
  • Anna McEnery - DD & BH Coordinator (Developmental Disabilities & Behavioral Health Coordinator)
  • Mark McCauley - County Administrator
  • Cascade Community Connections (Contractor)
  • Developmental Disabilities Administration (DDA) - under DSHS

Intergovernmental Cooperative Purchasing Agreement (Snohomish County)

Topic Summary

Jefferson County proposes entering into an Intergovernmental Cooperative Purchasing Agreement (ICPA) with Snohomish County to simplify procurement processes as authorized by state law. This agreement allows Jefferson County's Auditor's Office to leverage Snohomish County’s competitively awarded contract with US Imaging, Inc. to digitize historically recorded county documents from 1889 through July 1981.

Key Points

  • The purpose is an ICPA authorized by Chapter 39.34 RCW (Interlocal Cooperation Act) to allow the "piggybacking" on other governments' competitive procurements.
  • The immediate planned use is by the Auditor’s Office to use Snohomish County’s contract with US Imaging, Inc.
  • The Auditor intends to digitize recorded documents covering the period 1889 through July 1981. Documents from 1981 to the present have already been digitized.
  • US Imaging, Inc. is described as a recognized leader in document digitizing that has worked with many Washington counties.

Financials

  • Total Cost: $0 (The agreement establishing cooperation is non-monetary; the actual cost of the digitization contract is not specified but is enabled by this agreement).
  • Funding Sources: None specified for the agreement itself.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Until terminated by either party: Term of the ICPA.

Next Steps

The Board of County Commissioners is recommended to approve the attached Intergovernmental Cooperative Purchasing Agreement with Snohomish County.

Sources

  • Mark McCauley - County Administrator
  • Brenda Huntingford - County Auditor
  • Melissa Pleimann - Civil Deputy Prosecuting Attorney
  • RCW 39.34 (Interlocal Cooperation Act)

Heating, Ventilation, and Air Conditioning (HVAC) Replacement Project

Topic Summary

The Central Services Department proposes contracting with Mayda to replace over 50% of the HVAC units at the Public Health/Department of Community Development (DCD) and Public Works (PW) buildings. The project addresses failed units that have exceeded their 15-year life expectancy by replacing 10 units with new Trane heat pump systems, including an upgrade from single-phase to three-phase power in six instances.

Key Points

  • The project will replace 10 HVAC units across the Health/DCD building (6 units) and the Public Works (PW) building (4 units).
  • The existing units were installed in 2005 or 2006 and had a 15-year life expectancy.
  • The scope includes replacing 6 existing single-phase units on the Health/DCD roof with 6 three-phase Trane heat pumps.
  • The scope also includes replacing 4 three-phase 6-ton units on the PW roof.
  • The remaining 3 units at Health/DCD and 2 units at PW are slated for replacement in 2026.
  • The contractor (Mayda) is procured via the Small Works Roster.
  • The quote includes the cost of equipment, labor, rental services, and electrical contractor services.

Financials

  • Total Project Cost: $256,297.86 (Invoice totals: $146,673.52 for Health/DCD + $109,624.34 for PW)
  • Funding Sources: Construction and Renovation Fund ($301-000-010)
  • The cost breakdown for the Health/DCD portion ($146,673.52 total):
    • Sub Total: Trane 3Ton Package Heat Pump units: $95,981.94
    • Labor Prevailing Wage Journeyman: $14,400.00
    • Electrical Contractor Services: $19,875.00
    • Rental Equipment: $2,000.00
    • City/County Building Permit Estimate: $600.00
    • Sub Total (Partial): $22,475.00
    • Tax: $12,602.66
  • The cost breakdown for the PW portion ($109,624.34 total):
    • Sub Total: Trane 6-ton Package Heat Pump unit 3 and 4: $47,946.66
    • Sub Total: Trane 3-ton Package Heat Pump unit 5 and 6: $29,509.70
    • Sub Total: Trane Precedent series power exhaust for units 3, and 4: $3,444.42
    • Labor Prevailing Wage Journeyman: $200.00
    • Sub Total (Partial): $9,600.00
    • Electrical Contractor Services: $6,295.00
    • Miscellaneous Materials: $809.28
    • Rental Equipment: $2,000.00
    • City/County Building Permit Estimate: $600.00
    • SUBTOTAL: $100,205.06 (pre-tax)
    • TAX: $9,419.28

Alternatives

None specified.

Community Input

None specified.

Timeline

  • June 6, 2024: Agreement commences.
  • July 12, 2024: Agreement continues through this date (End of initial performance period).
  • 2026: Remaining 5 HVAC units are planned for replacement.
  • Quote is good for 90 days from 4/29/2024.

Next Steps

The Board of Commissioners is recommended to approve the attached contract with Mayda.

Sources

  • Tracy Coleman - Central Services Director
  • Mark McCauley - County Administrator
  • Mayda (Contractor)

Electric Vehicle (EV) Car Charging Site Host Agreement

Topic Summary

Jefferson County requests approval of a Site Host Agreement (SHA) with EV Charging Solutions, Inc. (EVCS) to install and operate three new Level 3 Direct Current Fast Charging (DCFC) stations at the Olympic Peninsula Gateway Visitors Center (OPGVC) site. The project is fully funded by a state grant, and the agreement includes a revenue share provision for the County based on electricity dispensed.

Key Points

  • The project involves the installation and operation of three Level 3 Direct Current Fast Charging (DCFC) stations at the OPGVC site (93 Beaver Valley Rd., Port Ludlow, WA 98365).
  • The funding for the equipment and installation is provided by the Washington Electric Vehicle Charging Program (WAEVCP) 2023 grant, led by the Clean and Prosperous Institute.
  • EVCS will purchase the equipment, handle installation activities (site preparation, wiring, connection to the power grid), and provide ongoing maintenance at its sole expense.
  • EVCS retains ownership of the Equipment, Content (data, software, media), and environmental benefits (e.g., carbon credits).
  • The agreement specifies that the DCFC must comply with WAEVCP requirements, using the CCS1 connector standard or the NACS connector specification.
  • The County is responsible for providing access, utility easements, maintaining the site, and cooperating fully with EVCS. The County must also assign all rebates and financial incentives related to the equipment to EVCS.
  • The SHA has a term of ten (10) years from the commissioning date, with an optional ten-year extension and an automatic one-year renewal clause thereafter.

Financials

  • Total Project Cost: None to Jefferson County for infrastructure/installation.
  • Revenue Share to Jefferson County: $0.05 per kWh of electricity sold to users of the DCFC Equipment.
  • EVCS will also pay the Site Host 100% of the cost of electricity utilized by the equipment, though EVCS reserves the right to own the electricity service meter and account.
  • Funding Source: Washington Electric Vehicle Charging Program (WAEVCP) 2023 grant (state grant).
  • Projected annual cost (maintenance, liability): None specified; EVCS covers ongoing maintenance and repairs.

Alternatives

  • The document notes a separate EV charging project at the Port Townsend Community Center, funded by the ZEVIP 2023 grant (lead applicant Energy Northwest), highlighting differences in charger type and connector language due to different funding agency requirements.

Community Input

  • The document notes Commissioners' concerns about NACS connector types, which led to specific language being added to the agreement to reflect WAEVCP requirements.

Timeline

  • April 29, 2024: Effective Date of the Agreement.
  • Commencement Date: When the Equipment becomes operational.
  • Termination Date: Ten (10) years from the Commencement Date.
  • Optional Extension: EVCS may provide written notice of a Ten-Year Extension between 90 and 180 days prior to the expiration of the initial term.

Next Steps

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

Sources

  • Amanda Christofferson - Grants Administrator
  • Tracy Coleman - Director Central Services
  • Lorrie McKay - Principal, Cyan Strategies (on behalf of Clean and Prosperous Institute)
  • Washington Electric Vehicle Charging Program (WAEVCP) Implementation Manual
  • EV Charging Solutions, Inc. (EVCS) - Contractor
  • Washington Department of Commerce (DOC) (Grant administrator)

Developmental Disabilities Services for Individual Employment and Job Foundation (Amendment #1)

Topic Summary

Jefferson County Public Health (JCPH), Developmental Disabilities Division, requests Board approval of Amendment #1 to the Professional Services Agreement with Cascade Community Connections, significantly increasing funding for Individual Supported Employment (IE) and formally adding a new initiative, Job Foundation Services. The total agreement value increases to $447,707.00 for services supporting adults and transition-age high school students (ages 19-20) with intellectual/developmental disabilities to obtain and maintain integrated, minimum wage employment.

Key Points

  • The amendment increases funding for Individual Supported Employment (IE) and formalizes Job Foundation Services.
  • IE services are individualized, tailored to needs and abilities, and help adults (21+) with DD obtain and continue integrated employment in the general workforce at or above state minimum wage.
  • Job Foundation Services are designed for transition-age high school students (ages 19-20) in their second-to-last year of school. This program aims to increase the number of students completing high school transition programs with a job or secondary education connections.
  • The project goal for Job Foundation is an average of 25 hours of employment support activities with/on behalf of the student until job development.
  • The contractor, Cascade Community Connections, must hold a current contract with the Division of Vocational Rehabilitation (DVR) and have a minimum of two years of IE experience to participate in Job Foundation.
  • Job Foundation Reports must be completed collaboratively and include actionable next steps for the student’s job search.
  • Compensation for Job Foundation is a lump sum of $2,400 per completed and approved report (rated "Satisfactory" or 18+ points on the Quality Review Tool).
  • Additional outcome payments are available for placing "High Acuity" Job Foundation students in competitive, integrated employment (ranging from $250 to $1,500 depending on placement date), plus an extra $1,000 if the job involves ten or more hours per week.
  • Services billed more than 60 days after completion will not be paid.

Financials

  • Total Increase (Amendment #1): $157,707.00
  • Additional funding for Individual Supported Employment: $148,107.00
  • Funding for Job Foundation Reports: $9,600.00
  • Total Contract Amount (Amended): $447,707.00
  • Job Foundation Report Payment: $2,400 (per satisfactory report).
  • Four Job Foundation Reports are funded this fiscal year (three by DSHS/DDA, one by County DD Program, totaling $9,600).
  • Individual Supported Employment Unit Rate: Ranges from $84.00 to $105.60 per hour of service.
  • Outcome Payment for High Acuity Placement: Up to $1,500, plus $1,000 for 10+ hours/week.
  • Funding Sources: Developmental Disabilities Administration (DDA) under DSHS, identified in the budget under Individual Supported Employment and Job Foundation Services (PH fund #127, Munis Org/Obj HDD- 640 12768064). Federal XIX funds cannot be used for temporary closures or non-attendance.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 1, 2023: Original agreement term began.
  • June 30, 2024: Agreement term ends.
  • November 1, 2023: Job Foundation program effective date in Amendment #1.
  • Final Job Foundation Reports must be submitted at least 15 days prior to the end of the biennium.
  • Target Job Placement Windows for Outcome Payments (for High Acuity students):
    • September 30, 2024: Highest payment ($1,500)
    • October 2024 through December 2024
    • January 2025 through March 2025
    • April 2025 through June 2025 (Lowest payment, $250)

Next Steps

JCPH, Developmental Disabilities Division, requests Board approval of Amendment #1.

Sources

  • Apple Martine - Public Health Director
  • Anna McEnery - DD & BH County Coordinator
  • Mark McCauley - County Administrator
  • Cascade Community Connections (Contractor)
  • Developmental Disabilities Administration (DDA) - under DSHS
  • Division of Vocational Rehabilitation (DVR)
  • Office of Superintendent of Public Instruction (OSPI) (Job Foundation Partner)

Developmental Disabilities Services for Group Employment (Amendment #1)

Topic Summary

Jefferson County Public Health (JCPH), Developmental Disabilities Division, requests approval for Amendment #1 to the Professional Services Agreement with Cascade Community Connections for Group Supported Employment Services (GSE). The amendment increases the funding by $5,022.44, bringing the total contract value to $63,022.44, to continue supporting persons with intellectual/developmental disabilities in supervised, integrated group employment settings.

Key Points

  • The amendment increases funding for Group Supported Employment (GSE) services, defined as ongoing supervised employment for groups of no more than eight workers with disabilities in the same integrated community setting.
  • GSE services are intended to be short term and are part of an individual's pathway toward integrated jobs.
  • The service outcome aims for sustained paid employment leading to further career development, with participants earning a minimum of four paid productive hours per day at or above minimum wage.
  • The average statewide ratio of staff to individuals in the GSE environment is 1:6.
  • The total number of staff hours provided must be equal to or greater than the group’s collective individual base hours.
  • GSE clients must receive at least the amount of services corresponding to their base individual hours per month.

Financials

  • Increase (Amendment #1): $5,022.44
  • Original Total (Pre-amendment): $58,000.00
  • Total Contract Amount (Amended): $63,022.44
  • Unit Rate: $91.04 per UNIT (defined as one DAY of direct service, minimum four hours).
  • Funding Sources: Developmental Disabilities Administration (DDA), under DSHS (PH fund #127, Munis Org/Obj HDD 620 - 12768062).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 1, 2023: Agreement term began.
  • June 30, 2024: Agreement term ends.

Next Steps

JCPH, Developmental Disabilities Division, requests Board approval of Amendment #1.

Sources

  • Apple Martine - Public Health Director
  • Anna McEnery - DD & BH Coordinator
  • Mark McCauley - County Administrator
  • Cascade Community Connections (Contractor)
  • Developmental Disabilities Administration (DDA) - under DSHS

Developmental Disabilities Services for Self-Determination/Self-Advocacy (Amendment #1)

Topic Summary

Jefferson County Public Health seeks approval for Amendment #1 to the Professional Services Agreement with People First of Washington State (a sole source provider) for Self-Determination and Self-Advocacy Services/Education. The amendment extends the agreement term by six months and provides an additional $4,680.00 in funding, increasing the total contract amount to $21,680.00. The purpose is to support individuals with intellectual/developmental disabilities (I/DD) to realize their status as equal citizens in their communities.

Key Points

  • The agreement funds Self-Determination and Self-Advocacy education, awareness, self-acceptance, and inclusion for individuals who experience I/DD.
  • The organization, People First of Washington, aims to help people with I/DD realize they are "people first" and equal citizens, with disabilities being secondary.
  • The Intellectual/Developmental Disabilities Advisory Board supports this as an important service.
  • People First of Washington State is identified as a Sole Source Provider.
  • The contractor will work to support and maintain a local chapter in Jefferson County by recruiting members, providing training for leadership positions, hosting monthly meetings, and arranging participation in State Convention and Regional Mini Conferences via scholarships and travel.

Financials

  • Increase (Amendment #1): $4,680.00
  • Original Total (Pre-amendment): $17,000.00
  • Total Contract Amount (Amended): $21,680.00
  • Funding Sources: County DD Program funding (PH fund #127, Munis Org/Obj DD - 12768040).
  • Budget Breakdown (Amended Total):
    • People First Administration (Monthly Admin Fee of $280/month): $5,040.00
    • People First Advisor (Stipend of $500/month): $6,500.00
    • Travel (for local chapter members): $200.00
    • Scholarships (for local chapter members): $4,000.00
    • Supplies/Program Materials/Food/Recreational Fees: $1,640.00
    • Travel for State People First Office Staff (four visits/year): $4,300.00

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 1, 2023: Original agreement term commenced.
  • June 30, 2024: Original agreement term end date.
  • December 31, 2024: New extended agreement end date.
  • Work performed between March 1, 2024, and the execution date is ratified.

Next Steps

The Jefferson County Public Health, Developmental Disabilities Division, requests approval of Amendment #1. The intent is for this contract to be ongoing, provided the DD Program has the funding.

Sources

  • Apple Martine - Public Health Director
  • Anna McEnery - DD & BH Coordinator
  • Krista Milhofer - Program Administrator, People First of Washington State (Contractor)
  • Intellectual/Developmental Disabilities Advisory Board

Comprehensive Plan and UDC Amendments (2024 Final Docket Establishment)

Topic Summary

The Board of County Commissioners (BoCC) must decide on the final docket for the 2024 Comprehensive Plan (CP) and Unified Development Code (UDC) Amendment Cycle based on the Planning Commission’s (PC) recommendation. The PC and Department of Community Development (DCD) recommend adopting four key amendments focused on housing urgency, infrastructure, and job creation, while deferring a general housekeeping item.

Key Points

  • The DCD and PC unanimously recommend adopting four specific text amendments for the 2024 Final Docket.
  • The recommendations are based on perceived need, urgency, and appropriateness.
  • Recommended Docket Items:
    1. Port Hadlock/Irondale UGA Amendments: Urgently needed to update regulations following the implementation of the sanitary sewer system for the development of affordable housing, including Middle Housing amendments.
    2. Port Townsend UGA Modification (UGA Swap): Critically important to investigate modifying the UGA boundary to remove farmland and add the Caswell-Brown Village housing facility and adjacent public properties, enabling urban infrastructure for supportive housing via a net-zero land swap method authorized by new state legislation (GMA).
    3. Planning Commission UDC Rural Housing Amendments: Urgently needed updates carried over from the 2023 cycle to enable congregate housing and alternative development standards in single-family residential zones as a solution to limited affordable housing supply.
    4. Review of Land Use and Zoning in the Jefferson County Airport Essential Public Facility (AEPF): Specifically Airport Overlay III at Jefferson County International Airport (JCIA). This is considered appropriate timing to accommodate existing business growth and new job creation potential by allowing additional zoning on port-owned property adjacent to JCIA.
  • Rejected Docket Item: The 2024 UDC Annual Housekeeping Amendment Docket (Proposal #4) is recommended to be dropped as it is considered a non-critical, lower priority item given the concurrent 2025 Periodic Update process.
  • The BoCC may adopt the recommended final docket without a public hearing; however, if the BoCC decides to add or subtract amendments, a public hearing must be held by the first meeting in July (July 1, 2024).

Financials

  • No fiscal impact immediately from adopting the docket.
  • The cost estimates for the work presume general-fund-supported activities matching the Long-Range Planning budget.
  • UGA Swap (Proposal #2): Anticipated staff time is approximately $10,000 equivalent hours from the General Fund.
  • Rural Housing Amendments (Proposal #3): Scope is included in the Department of Commerce Planning Update Grant.
  • Airport Overlay Review (Proposal #5): The Port of Port Townsend has agreed to reimburse DCD for associated consultant costs (DCD plans to use an on-call consultant).

Alternatives

  • The alternative to adopting the proposed final docket would be to change it by adding or subtracting items, which would require the Board to hold a public hearing before finalizing the docket.

Community Input

  • The Planning Commission held a public hearing on May 1, 2024.
  • Written testimony included one letter in support of the Airport Overlay III proposal.
  • Verbal testimony included two comments in favor of the DCD docket evaluation and recommendations.

Timeline

  • March 1, 2024: Deadline for preliminary docket submittal.
  • May 1, 2024: Planning Commission public hearing on the Preliminary Docket.
  • May 13 (or 20), 2024: Staff presents recommendation to BoCC (this meeting).
  • June 2024: BoCC adopts Final Docket.
  • July-September 2024: Staff analyzes docket items.
  • October 2024: Planning Commission reviews staff report/recommendation and holds a public hearing.
  • December 9, 2024: BoCC shall take final legislative action.
  • Mid-2025: Urban zoning in initial sewer service area in Port Hadlock UGA anticipated to come into effect.

Next Steps

Staff recommends the Board adopt the final docket as recommended by the Planning Commission (approving proposals 1, 2, 3, and 5).

Sources

  • Josh D. Peters, AICP - Director, Community Development (DCD)
  • Joel M. Peterson - Associate Planner, Community Development (DCD)
  • Richard Hull - Chair, Planning Commission
  • Mark McCauley - County Administrator
  • Port of Port Townsend
  • Economic Development Council (EDC Team Jefferson)
  • JCC 18.45.060 (Jefferson County Code requirement for docket review)
  • Growth Management Act (GMA) (State mandate for Comprehensive Plans)

Material Testing for Port Hadlock Sewer Collection System (Phase 3)

Topic Summary

Jefferson County Public Works seeks to approve a Professional Services Agreement with HWA GeoSciences, Inc. for critical material testing services during Phase 3 construction of the Low Pressure Sewer (LPS) Collection System within the Port Hadlock Urban Growth Area (UGA). This is essential for quality control of the three miles of High-Density Polyethylene (HDPE) sewer infrastructure installation.

Key Points

  • The agreement is for providing field and laboratory material testing services during construction of the Phase 3 LPS Collection System for the Port Hadlock UGA.
  • The project involves the installation of approximately 3 miles of High Density Poly Ethylene (HDPE) low pressure sewer collection system within the Phase I Port Hadlock UGA.
  • HWA GeoSciences, Inc. was selected through an RFP process.
  • Services include: sampling and testing of CSBC/CSTC (Crushed Stone/Trench Stone), native soils, compacted aggregates, concrete, and HMA (Hot Mix Asphalt) during paving, as well as inspection of trench backfill, roadway subgrade, ADA ramps, and quality assurance/project management.
  • The agreement includes clauses required by the Washington State Department of Ecology Water Pollution Control Revolving Fund (WPCRF) due to a portion of the funding source being state and federal funds.

Financials

  • Total Maximum Amount Payable: $68,311.00
  • Labor Costs: $54,706 (Based on 429 total estimated hours)
  • Laboratory Testing: $7,335
  • Direct Expenses (mileage, ferry crossings, Nuclear Gauge Rental): $6,270
  • Funding Sources: Department of Commerce Funds (Project No. 22-96515-02) and Department of Ecology State Revolving Funds and Centennial Grant Funds (Agreement No WQC_2024_JCoPWE-00034). The funding source for the contract is Fund # 405 - Sewer.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • The expiration of this agreement will be tied to the Construction Contract for Phase 3 - LPS Sewer System for the Port Hadlock UGA.
  • The agreement notes the firm's cost estimate is based on the assumption that the Client (County) will schedule inspection as needed, but notes potential delay risks due to contractor rate of construction, weather, or source changes.

Next Steps

Public Works recommends the Board execute all three (3) originals of the Professional Services Agreement with HWA GeoSciences, Inc.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Samantha Harper, P.E. - Wastewater Project Manager (Public Works)
  • HWA GeoSciences, Inc. (Consultant)
  • Washington State Department of Ecology Water Pollution Control Revolving Fund (WPCRF)
  • Department of Commerce

Court Lactation Accommodation Space (AOC Funding)

Topic Summary

The Superior Court requests ratification of a signature on a contract with the Washington State Administrative Office of the Courts (AOC) regarding funding for a lactation accommodation space in the Courthouse. The purpose is to provide a private, hygienic, and family-affirming location for court patrons. The agreement provides $10,718.74 in reimbursement funding for the purchase of a privacy lactation pod or upgrades to existing space.

Key Points

  • The agreement provides reimbursement funding for purchasing a privacy lactation pod or upgrading existing lactation accommodation space for Court patrons (not employees, implicitly).
  • The space must meet established best practices, including: ADA accessibility, a private area free from intrusion, adequate lighting, electrical outlet, a chair with a nearby table, disinfecting wipes, and a vacant/in-use sign.
  • Recommended features include: sink and soap, hand sanitizer, refrigerator, clock, Wi-fi, and vinyl upholstery.
  • The use of the DocuSign method bypassed the usual contract submission process, leading to the request for ratification of the signature by the Board.
  • Ineligible use of funds includes maintenance, opt-in services, and costs incurred outside the performance period (July 1, 2023, to June 30, 2024).

Financials

  • Total Reimbursement Amount: Up to $10,718.74.
  • Funding Source: Washington State Administrative Office of the Courts (AOC).
  • Fiscal Impact to County: Zero net fiscal impact, as the county is reimbursed for the purchase.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 1, 2023: Performance under the Agreement begins.
  • April 30, 2024: Agreement was emailed to the Court Administrators Office and approved via DocuSign.
  • June 30, 2024: Performance under the Agreement ends.
  • July 12, 2024: Final reimbursement requests must be received by AOC.

Next Steps

The Court is requesting the Board: (1) Approve the agreement, (2) Delegate authority to the Superior Court to sign the agreement, and (3) Ratify the signature already applied.

Sources

  • Sophie Nordstrom - Superior Court Administrator
  • Mark McCauley - County Administrator
  • Washington State Administrative Office of the Courts (AOC) - Funding agency
  • Commissioner Rimson (Original court administrator who initially entered the project)

Solid Waste Program Update and Fee Analysis

Topic Summary

The Public Works Solid Waste Manager provided an update and workshop reviewing the performance of the revised solid waste minimum fee and the newly implemented Low-Income Discount (LID) pilot program. The primary goal of the minimum fee increase (from $10 to $20) was reducing congestion by encouraging customers with small self-haul loads (under 120 lbs) to utilize curbside service instead. Data from November 2023–April 2024 indicates a limited effect from the increased fee, but the LID program is showing significant use.

Key Points

  • Solid Waste Fee Structure: Fees include a Minimum Fee (to control customer demand/transactions) and a Per Ton Fee (to generate necessary revenue).
  • Minimum Fee Adjustment: The fee increased in 2023 to $20 minimum (from $10 in 2014) to reduce congestion from frequent small-load self-haul visits.
  • Minimum Fee Effectiveness: Before the increase, 61% of transactions were less than 120 pounds (small loads). After the increase (Nov 2023 - April 2024), small loads accounted for 69% of transactions. This shows the fee change had a limited effect, or possibly increased the proportion of small-load visits in the first six months.
  • Per Ton Fee Effectiveness: The per ton fee is currently $167.00 (up from $162.93 in 2019) and produced a 5.8% profit margin in Q1 2024.
  • Low-Income Discount (LID) Program: Launched effective November 2, 2023 (Resolution No. 31-23), granting eligible customers a 50% discount off the minimum fee ($10 fee instead of $20).
  • LID Eligibility: Residential minimum fee self-haul customers prove eligibility by showing an EBT, Apple Health, or Provider One card along with matching ID.
  • LID Participation (6 months): 841 customers used the discount for Solid Waste transactions, and 585 customers used it for Yard Debris transactions. Total discounted amount was $8,410 (Solid Waste) and $5,850 (Yard Debris).
  • LID Annual Forecast: Based on the 6-month average, the total estimated annual cost (discount provided) is $28,520.

Customer Survey Findings

  • A survey of 91 customers was conducted over six days (March 12, 13, 19, 21, 22, 23).
  • Customer Breakdown: 87% Residential, 13% Business.
  • Minimum Weight Customers: 41% were minimum weight customers (less than 240 lbs).
  • Curbside Awareness: 53% of customers knew about curbside options.
  • Curbside Interest: 32% of customers would use curbside service if it cost less than $30 per month.
  • Fee Disposition: 34% of customers said the current $20 minimum fee is too high.
  • Price Point for Behavior Change: The collected average price point that would prompt customers to shift to less frequent transfer station visits or use curbside service instead was $31.07.
  • Customer Comments: Reasons for visiting include ease for remodel jobs, perceived lower cost than other counties (e.g., Port Angeles), and liking the social trip. Concerns included the fee leading to illegal dumping and calls for services to be free (human right). Business advice included raising the fee to incentivize curbside subscription.

Financials

  • Annual Forecasted LID Cost: $28,520.00 (based on 6-month average).
  • Current Minimum Fee: $20.00
  • Current Per Ton Fee: $167.00
  • Q1 2024 Solid Waste Profit Margin: 5.8%

Alternatives

  • The workshop discussed policy options (implied alternatives) but none were formalized as recommendations; e.g., potentially adjusting the fee closer to the $31.07 price point noted in the survey to increase curbside adoption.

Community Input

  • The low-income discount was adopted based on concerns that the minimum fee adjustment might negatively impact low-income residents and discourage proper disposal, specifically in response to requests, including from the City of Port Townsend.
  • Survey comments noted above reflect public disposition toward fees and service options.

Timeline

  • July 3, 2023: Revised Solid Waste fee schedule adopted.
  • November 2, 2023: Revisions to fee schedule became effective and LID pilot program launched.
  • February 2024: Workshop was originally scheduled to report on the cost benefit analysis.
  • November 2023 - April 2024: 6 months of data reviewed in the presentation for the workshop.

Next Steps

No action is requested; the workshop served for information sharing only.

Sources

  • Monte Reinders - Public Works Director/County Engineer
  • Al Cairns - Solid Waste Manager
  • Mark McCauley - County Administrator
  • Resolution No. 31-23 (Adopting Low-Income Minimum Fee Discount Pilot Program)
  • Paradigm Scale Software (Source for transaction data)
  • Assessors Office; Waste Connections (Source for curbside participation data)
  • King County (Model for LID program)

Early Childhood Courts Project (Amendment #1)

Topic Summary

Jefferson County Superior Court is requesting approval of Amendment No. 1 to the Professional Services Agreement with the Center for Children and Youth Justice (CCYJ) for the Early Childhood Courts (ECC) project. The amendment adjusts the performance period, shortening the end date from June 30, 2024, to May 30, 2024, and resulting in a corresponding reduction in total compensation to Jefferson County. The project focuses on assessing and planning the implementation of the Safe Babies Approach within Tribal Communities in the North Peninsula area.

Key Points

  • The project involves the Jefferson County Superior Court facilitating program planning for the Safe Babies Approach within Tribal Communities in the North Peninsula area.
  • The goal is to determine if and how the Safe Babies Approach can be adapted to meet the needs of Tribal Communities regarding infants and toddlers (ages zero to three) entering or at risk of entering the Dependency systems (chapter 13.34 RCW).
  • The core approach is based on ZERO TO THREE’s Safe Babies approach and is supported by the national Infant-Toddler Court Program (ITCP).
  • The process must be community-based and inclusive, collaborating with Tribal Communities including Port Gamble S'Klallam Tribe, Lower Elwha Klallam Tribe, Makah Tribe, Jamestown S'Klallam Tribe, Hoh Tribe, and Quileute Tribe.
  • The project culminates in a final report outlining the proposed program structure, alignment with the Safe Babies Approach Core Components, and tribal agreements to participate.
  • Superior Court Judge Brandon Mack is appointed to make the lead appointment for the process.
  • The original agreement was entered into by Commissioner Rimson (Superior Court Commissioner, mentioned in a prior request).

Financials

  • Original Total Compensation: Not to exceed $30,000.00
  • Reduction (Amendment #1): A decrease of $5,000.00.
  • Amended Total Compensation: Not to exceed $25,000.00.
  • Monthly Payment: $5,000, paid on a monthly basis.
  • Funding Sources: Grant funding from the Department of Health and Human Services, Health Resources and Services Administration (HRSA) for the Infant-Toddler Court Program.
  • Fiscal Impact to County: None; fully grant-funded.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • January 1, 2024: Agreement performance period began.
  • May 30, 2024: Amended agreement end date.
  • June 14, 2024: Final invoice must be submitted.

Next Steps

Staff recommends approval of this amendment.

Sources

  • Sophie Nordstrom - Superior Court Administrator
  • Mark McCauley - County Administrator
  • Commissioner Rimson - Superior Court Commissioner (original requestor)
  • Center for Children and Youth Justice (CCYJ) - Grantee/Contractor
  • Brandon Mack - Superior Court Judge
  • Department of Health and Human Services, Health Resources and Services Administration (HRSA) - Primary funding source.
  • National Indian Child Welfare Association (NICWA) - Training/consultation resource.
  • RCW 2.30 (defines therapeutic courts like Early Childhood Court).
  • RCW 13.34 (dependency proceedings).

Recognition of County Road Administration Board (CRAB) Certificate of Good Practice

Topic Summary

The brief acknowledges that Jefferson County Public Works has met all standards required by the County Road Administration Board (CRAB) Standards of Good Practice for 2023. The CRAB certification is mandatory for the County to remain eligible for state gas tax revenue distribution.

Key Points

  • Jefferson County has again met all standards required for the issuance of a Certificate of Good Practice for 2023.
  • The Standards of Good Practice cover administration, engineering, design, maintenance, budgeting, equipment policies, and effective use of transportation-related information technology (per RCW 36.78.020).
  • Compliance is certified annually by the County Engineer and either the Chair of the Board of County Commissioners or the County Executive.
  • The CRABoard transmits the Certificate to the State Treasurer, which assures the continued distribution of the monthly state gas tax allotment to the county (per RCW 36.78.090 and WAC 136-04-050).
  • Jefferson County was certified along with 34 other counties by CRAB Resolution 2024-004 on April 25, 2024.

Financials

  • Fiscal Impact: None directly; the Certificate ensures continued access to state gas tax revenues.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2023: Period covered by the certificate.
  • April 25, 2024: CRABoard approved the Certificate.

Next Steps

The Board is recommended to present the Certificate of Good Practice to Monte Reinders, Director, Public Works.

Sources

  • Mark McCauley - County Administrator
  • Monte Reinders - Public Works Director
  • Jane Wall - Executive Director, CRAB
  • Rob Coffman - Chair of the CRABoard
  • RCW 36.78.020 (defines Standards of Good Practice)
  • RCW 36.78.090 and WAC 136-04-050 (relate certification to gas tax distribution)

Proclamation: Mental Health Awareness Month (May 2024)

Topic Summary

The Board of County Commissioners issued a proclamation declaring May 2024 as Mental Health Awareness Month in Jefferson County. The proclamation aims to combat the stigma associated with behavioral and mental health conditions and highlights the importance of providing affordable, appropriate, and accessible services.

Key Points

  • The proclamation notes that:
    • 1 in 5 U.S. adults and 1 in 6 U.S. youth experience mental illness each year.
    • Less than half of adults and only half of youth receive treatment.
    • 50% of mental illness begins by age 14, and 75% by age 24.
    • The average delay between onset of symptoms and treatment is 11 years.
  • The proclamation calls upon citizens and institutions to commit to: combating stigma, increasing awareness and understanding of mental health, recognizing steps to protect mental health, and ensuring affordable, appropriate, and accessible services.
  • Speakers in attendance noted the importance of providing housing and other treatments, and Sheriff Nole remarked that the Jefferson County Jail functions as a defacto mental health facility.

Financials

  • None specified.

Alternatives

None specified.

Community Input

  • Patrick Johnson (President, NAMI) thanked the Commissioners.
  • Jim Novelli (Chief Executive Officer, Discovery Behavioral Healthcare) thanked the Commissioners.
  • Sheriff Nole thanked the Commissioners for the proclamation and voiced concerns about the jail serving as a mental health facility and the impact of homelessness.

Timeline

  • May 2024: Proclaimed month.

Next Steps

The motion to approve the proclamation carried.

Sources

  • Adiel McKnight - Deputy Clerk of the Board
  • Patrick Johnson - President, NAMI
  • Jim Novelli - Chief Executive Officer, Discovery Behavioral Healthcare
  • Joe Nole - Sheriff
  • Mark McCauley - County Administrator

Proclamation: National Police Week (May 12-18, 2024)

Topic Summary

The Board issued a proclamation declaring the week of May 12-18, 2024, as National Police Week and May 15, 2024, as Peace Officers’ Memorial Day. This action recognizes the essential role of law enforcement in safeguarding rights and freedoms and honors the sacrifices made by officers.

Key Points

  • Congress and the President designated the week containing May 15th as National Police Week and May 15th as Peace Officers’ Memorial Day.
  • The proclamation is intended to raise awareness and understanding of the duties, responsibilities, hazards, and sacrifices of law enforcement agencies.
  • The Board called upon citizens to observe the week and commemorate officers who have served or made the ultimate sacrifice.
  • Sheriff Joe Nole was present and expressed gratitude for the recognition and the current relationship between law enforcement and County government.

Financials

  • None specified.

Alternatives

None specified.

Community Input

  • Sheriff Joe Nole: Stated the recognition "means a lot to law enforcement to know that people respect what they do" and expressed gratitude for the relationship with County government.
  • Leanne Dotson (Jefferson County District Court Clerk and Deputy Sheriff's wife) requested the approval of the proclamation.

Timeline

  • May 12-18, 2024: Proclaimed as National Police Week.
  • May 15, 2024: Observed as Peace Officers’ Memorial Day.

Next Steps

The motion to approve the proclamation carried unanimously.

Sources

  • Adiel McKnight - Deputy Clerk of the Board
  • Leanne Dotson - Jefferson County District Court Clerk
  • Joe Nole - Sheriff
  • Mark McCauley - County Administrator

Subrecipient Agreement: Port Townsend School District Postpone Smart Phone Pledge

Topic Summary

Jefferson County Public Health (JCPH) requests approval for a $1,000 Subrecipient Agreement with Port Townsend School District No. 50 for the "Postpone Smart Phone Pledge" project. The agreement funds protective factor strategies to prevent and reduce tobacco, vapor, and marijuana product use by youth by targeting employment readiness activities.

Key Points

  • JCPH will retain the Port Townsend School District (Subrecipient) to develop and implement protective factor strategies to prevent and reduce youth tobacco and marijuana use.
  • The specific project is titled "Postpone Smart Phone Pledge," executed through Blue Heron Middle School.
  • The program activities, detailed in Appendix B, include: Planning, holding a Parent Event by June 15th, and presenting outcomes at either an Olympic Prevention Partnership meeting or a CPWI Coalition meeting.
  • The funding of $1,000 is intended to cover direct labor, direct material, and other direct costs.

Financials

  • Total Expenditure: $1,000.
  • Funding Source: Fully funded by JCPH through a regional funding allocation from the Washington State Department of Health (DOH), Youth Cannabis and Commercial Tobacco Prevention Program (YCCTPP).
  • Budget Breakdown (Total $1,000):
    • Color Copies of info Packets: $300.00
    • Teacher/Student speakers (via Gift cards): $200.00
    • Snacks for 300 people: $400.00
    • Signage and promotion (Sandwich signs): $100.00

Alternatives

None specified.

Community Input

None specified.

Timeline

  • May 1, 2024: Agreement term commenced.
  • June 15, 2024: Agreement term ends, and Parent Event/Presentations must be held by this date.

Next Steps

JCPH management requests approval of the Subrecipient Agreement.

Sources

  • Apple Martine - Public Health Director
  • Denise Banker - Community Health Director (Public Health)
  • Christie Boyd - Art Teacher, Blue Heron Middle School (Subrecipient contact)
  • Washington State Department of Health (DOH), Youth Cannabis and Commercial Tobacco Prevention Program (YCCTPP) - Funding source.
  • Laura Tucker - YCCTPP (JCPH Contact)

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