MEETING: Commissioners Meeting at Mon, May 20, 09:00 AM

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Public Comment on Community Needs and Food Security

Metadata

  • Time Range: 00:01:03.000–00:26:20.000 (Part 1)
  • Agenda Item: Public Comment
  • Categories: services, housing, food security, personnel, public safety, other

Topic Summary

The meeting began with an extended period of public comment focusing heavily on critical deficiencies at the Tri-Area Food Bank, citing issues of food insecurity, mismanagement, and rat infestation. Other comments addressed systemic homelessness, the lack of subsidized housing, perceived inaction regarding the Grants Pass case settlement, and a proposal for implementing a local vacancy tax to address the housing crisis. Commissioners acknowledged the complexity of the issues and committed to following up on local administrative concerns, particularly those related to the food bank and the ADA deficiencies at the Caswell-Brown shelter.

Key Discussion Points

  • Food Security Crisis: Penny Condle, a former Tri-Area Food Bank volunteer, reported concerns over food safety (rat infestation), insufficient food levels, and low volunteer morale/retention, noting that letters outlining these concerns sent to the Jefferson County Food Bank Association Board of Directors received no reply (00:01:37.000).
  • Ms. Condle cited a USU survey indicating Jefferson County has the highest food insecurity rate in the state (84% of respondents benefited from food assistance) and that the county's food insecurity rate (11.3% in 2021) exceeds the Washington state average (8.9%) (00:03:01.000–00:03:30.000).
  • Shelter Conditions and Homelessness: Maggie discussed the lack of affordable and subsidized housing, mentioning a congressional allocation of $129 million intended only for affordable housing or provider services, with none allocated for subsidies (00:05:45.000).
  • Maggie noted a 20% increase in outside homelessness between 2016 and 2020 (00:06:12.000).
  • Maggie specifically cited the case of an 87-year-old disabled woman at Caswell-Brown village shelter who avoids using the inadequate restroom facilities (00:07:09.000).
  • Food Bank Management: Janet Hammond (Port Ludlow, 5-year Tri-Area Food Bank volunteer) described a "hostile takeover" resulting in a decline in management, citing a lack of care for volunteers (running out of water on a hot day) and unqualified volunteers being asked to manage food ordering (00:10:46.000–00:12:37.000).
  • Commissioner Responses on Food Bank: Commissioners acknowledged the county has no direct oversight of the nonprofit food bank but noted the county holds an ex officio trustee position on the board (00:17:45.000–00:18:02.000).
  • Commissioner Brotherton committed to discussing the abrupt stop and sunk costs of the Quilcene Food Bank construction project with Patricia (Executive Director of the Jefferson County Food Bank Association) (00:18:10.000).
  • Commissioner Brotherton volunteered to investigate the matter further ("bird dog this") and expressed concern regarding the WSDA grant due to reports of trespassing preventing access to the Kelsey Food Bank (00:18:33.000–00:19:05.000). Commissioner Dean offered to assist (00:19:47.000).
  • Commissioner Dean suggested attending a board meeting of the Food Bank Association to hear conversations directly without a filter (00:20:11.000).
  • Commissioner Responses on Homelessness / Caswell Brown: Commissioner Brotherton expressed concern about reports that the Sheriff's Department may have signed onto an amicus brief for the Grants Pass case, an issue he will investigate (00:20:56.000).
  • Commissioner Brotherton acknowledged the "real gap" regarding the lack of an ADA shower at Caswell-Brown and stated he would inspect the shelter at lunchtime (00:22:00.000–00:22:13.000).

Public Comments

  • Penny Condle (Former Tri-Area Food Bank Volunteer): Expressed alarm over food delivery issues, widespread rat infestation, loss of volunteer morale, and drastic cultural changes under current management; cited documentation of a February health department complaint (00:01:20.000–00:04:31.000).
  • Maggie: Criticized federal housing funds for excluding subsidies; detailed poor conditions for elderly/disabled residents at the Caswell Brown shelter; proposed a community land trust model for the unhoused, rejected as non-monetizable by a prospective 24th District candidate (00:04:51.000–00:08:21.000).
  • [Not Named] (Food Bank Client): Described treatment at the food bank "like a second class citizen" and "begging for handouts"; noted an extreme lack of basic staples like bread and potatoes on a recent visit (00:09:23.000–00:10:16.000).
  • Janet Hammond (Port Ludlow): Criticized the current executive director for being untrained and failing to care for volunteers (lack of water); confirmed severe rat infestation in the warehouse area (00:10:30.000–00:13:55.000).
  • Shelley Arnell: Asked for more information from the new pool committee; stressed that housing problems stem primarily from the county's slow permitting process (00:14:17.000–00:15:26.000).
  • Andy (Resident, Subsidized Housing Recipient): Suggested implementing a vacancy tax to encourage owners of empty homes (especially seasonal/tourist properties) to sell or rent, stating this would also raise reliable revenue for the county (00:23:13.000–00:24:31.000). Also confirmed management/cultural changes at the food bank (00:24:40.000).
  • [Not Named] (Food Bank Client): Expressed confusion about a recent replacement of much of the food bank's Board of Directors (00:24:40.000–00:25:20.000).
  • Mr. Teersch: Criticized the lack of public engagement (surveys, outreach) between agency workshops (like those for the Planning Commission or BOCC) and the final adoption of ordinances, calling it "particularly frustrating" when the public is barred from commenting on workshop topics (00:27:07.000–00:29:19.000).

Supporting Materials Referenced

No supporting materials referenced.

Financials

  • Patty Murray mentioned allocating $129 million for affordable housing or provider services (00:05:40.000–00:05:45.000).
  • The discussion included the lack of county authority to implement a vacancy tax, which would otherwise raise revenue (00:34:38.000).

Alternatives & Amendments

  • Vacancy Tax: Proposed by Andy to address housing and generate revenue, but deemed unconstitutional under current state law because all real property must be taxed at the same level (00:34:33.000–00:35:05.000).
  • Homeless Land Trust: Proposed by Maggie for self-managed homeless housing, rejected by a candidate because it could not be "monetized" (00:07:45.000–00:07:56.000).
  • Public Engagement: Mr. Teersch suggested adding mandated public comment periods to workshops to capture public input before final resolutions are drafted (00:32:28.000).

Outcome, Vote, and Next Steps

  • Decision: No formal vote was taken on policies resulting from the public comment period.
  • Vote: N/A
  • Next Steps:
  • - Commissioner Brotherton/Dean: Investigate alleged mismanagement, rat infestation, financial issues (WSDA grant concern/Quilcene delay) at the Tri-Area Food Bank under the Jefferson County Food Bank Association's new leadership (00:18:33.000–00:19:58.000). Targeting Commissioner Dean to lead this follow-up.
  • - Commissioner Brotherton: Inspect the Caswell Brown shelter at lunchtime to verify the lack of an ADA shower (00:22:07.000–00:22:13.000).
  • - Commissioner Brotherton: Investigate whether the Sheriff's department signed an amicus brief for the Grants Pass case (00:21:28.000).
  • - Staff: Place public engagement on the agenda for the DCD workshop (00:32:29.000).
  • - Josh Peters (DCD): Ensure Planning Commission meeting templates correctly reflect that discussion of agenda items should include public comment specific to that item (00:36:22.000).

Consent Agenda Approvals

Metadata

  • Time Range: 00:38:25.000–00:42:00.000 (Part 1)
  • Agenda Item: Consent Agenda
  • Categories: infrastructure, finance, contracts, personnel, budgeting

Topic Summary

The Board adopted the consent agenda, which included several financial and contractual items, primarily notable for two advisory board resignations necessitating bylaw review, and the continuing administrative delays on the Quilcene Complete Streets project.

Key Discussion Points

  • Quilcene Complete Streets Project: Commissioner Brotherton noted Supplemental Agreement No. 6 only extended the deadline, calling the long-delayed project the "albatross around Eric's neck for years." The extension sets a new end date of December 31, 2024, to allow the right-of-way process to restart (00:38:48.000–00:39:19.000).
  • Veterans Advisory Board (VAB) Quorum Issue: The resignations of Paul Cahill and Cindy Okinczyc resulted in a lack of quorum for the VAB (00:39:31.000).
    • The VAB bylaws currently require five members for a quorum and limit membership to appointed Service Officers, compounding the difficulty of filling seats (00:40:17.000–00:40:29.000).
    • The Board suggested holding a future workshop to update VAB bylaws and related policies efficiently, engaging veterans organizations to address the issues (00:40:34.000–00:41:03.000).
  • Fort Worden Noxious Weed Control: Commissioner Dean noted their satisfaction with State Parks further investing in Fort Worden by increasing the noxious weed control contract (00:41:16.000–00:41:31.000).

Public Comments

No public comment on this topic.

Supporting Materials Referenced

  • Quilcene Complete Streets Supplemental Agreement No. 6: Extends the project completion date for civil engineering services with SCJ Alliance to December 31, 2024; the original contract value of $111,838 is unchanged. The project is funded by a WSDOT Pedestrian & Bicycle Program grant ($884,165) and a PIF grant ($100,000).
  • Two Trout Creek Culvert Replacement Agreement: Authorizes a Professional Services Agreement with Clark Land Office for abutment and ROW surveying services, with a maximum payment of $16,310.00, funded by the County Road Fund. The overall project cost is estimated at $1,828,560.
  • VAB Resignations: Confirmed immediate resignations of Paul Cahill and Cindy Okinczyc. Staff intends to amend VAB Bylaws to allow appointment of any Veteran to broaden the recruitment pool, aligning with RCW 73.08.035(2).
  • Noxious Weed Control Amendment No. 1: Increases the agreement with Washington State Parks by $6,000 for poison hemlock removal at Fort Worden, bringing the total compensation to $42,203.00, funded by Fund 109.
  • Payment of Warrants/Vouchers: Approved payments totaling $2,664,400.72 for May 2024 (including payroll and claims across various funds).

Financials

  • $111,838 (unchanged): Total maximum payable on Quilcene Streets Civil Engineering contract.
  • $16,310.00: Cost for Two Trout Creek Culvert surveying (County Road Fund). Total replacement project cost is $1,828,560.
  • $6,000 (increase): Additional funding for Noxious Weed Control at Fort Worden. Total compensation is $42,203.00.
  • $2,664,400.72: Total Warrants/Vouchers approved for payment.
  • $1,229.43: District Court Jury Fees (April 2024).

Alternatives & Amendments

  • No alternatives discussed for individual consent items, aside from the suggested VAB bylaw changes, which did not require immediate action.
  • Motion to approve and adopt the consent agenda as presented.

Outcome, Vote, and Next Steps

  • Decision: Approved and adopted the Consent Agenda (Motion: Brotherton, Second: Dean).
  • Vote: Unanimous (Ayes: 3 - Brotherton, Dean, Eisenhower).
  • Next Steps:
  • - Public Works: Execute and process contracts for Quilcene Complete Streets Supplemental Agreement No. 6 and Two Trout Creek Culvert Replacement.
  • - Staff/Legal: Address the VAB bylaw requirements to facilitate future appointments and restore a quorum, likely through a future workshop.

Commission Briefing: Lodging Tax Advisory Council (LTAC) and Tourism Coordinating Council (TCC) Review

Metadata

  • Time Range: 00:44:01.000–00:45:33.000 (Part 1)
  • Agenda Item: Commissioner Briefing (Brotherton)
  • Categories: budgeting, tourism, services, ordinances

Topic Summary

Commissioner Brotherton reported on the recent TCC meeting, reiterating his view that the Tourism Coordinating Council may have "Outlived its usefulness." He noted potential legal inconsistencies in current code regarding funding annual events and the relationship between the TCC and the Lodging Tax Advisory Council (LTAC). A joint meeting is scheduled to discuss strategy and budget recommendations.

Key Discussion Points

  • TCC Effectiveness: Commissioner Brotherton had previously suggested that the TCC may have Outlived its usefulness and made a presentation on this viewpoint, which was "not received well" (00:44:01.000–00:44:14.000).
  • Budget Approval: If the LTAC budget is deemed legally sound, the Commissioners will recommend funding it (00:44:25.000).
  • Legal/Policy Inconsistency: County Code 3.25 explicitly discusses phasing out the TCC and folding its functions into the LTAC (00:45:13.000–00:45:24.000).
  • Funding Issues: The current lodging tax distribution percentages (for public facilities, destination marketing, etc.) are inconsistent, as the policy explicitly states funds should not advertise annual events like festivals, something the county has traditionally funded (e.g., Apple Sider Tool Good Benefit) (00:45:33.000–00:46:12.000).

Public Comments

No public comment on this topic.

Supporting Materials Referenced

  • The content of County Code 3.25, dealing with the phasing out of the TCC into the LTAC, was referenced (00:45:13.000–00:45:24.000).

Financials

  • LTAC funding recommendation pending legal review (00:44:25.000).
  • Lodging tax funding distribution percentages are under scrutiny for inconsistency with the policy (00:45:33.000).

Alternatives & Amendments

  • Commissioner Brotherton is exploring an alternative structure where the TCC coordinates a marketing strategy rather than merely responding to existing efforts (00:45:02.000).

Outcome, Vote, and Next Steps

  • Decision: Item was informational.
  • Vote: N/A
  • Next Steps:
  • - LTAC/TCC: A joint meeting is scheduled for early June to discuss the Lodging Tax distribution and TCC strategy (00:44:41.000–00:44:47.000).
  • - Commissioner Brotherton: Continue developing a different perspective on the LTAC/TCC structure throughout the summer (00:44:31.000).

Commission Briefing: Growth Management and Planning Updates

Metadata

  • Time Range: 00:46:20.000–00:47:35.000 (Part 1); 01:28:27.000–01:29:00.000 (Part 1)
  • Agenda Item: Commissioner Briefing (Brotherton/McCauley)
  • Categories: planning, infrastructure, operations

Topic Summary

Commissioners addressed several planning issues, including minor amendments to the Coordinated Plan Policy discussed at the Growth Management Steering Committee (GMSC). Concerns arose regarding the Plan's assertions about Jefferson Transit and Public Works operations. Concurrently, Public Works engaged transportation entities to align planning policies.

Key Discussion Points

  • GMSC Coordinated Plan Policy: Minor changes to the Coordinated Plan Policy regarding transportation elements were discussed at the GMSC meeting at the Quilcene Community Center (00:46:47.000).
  • Transportation Planning Overlap: Commissioner Brotherton questioned assertions in the Plan regarding Jefferson Transit's planned activities, suggesting Public Works and Jefferson Transit should be involved in prioritizing transportation elements, as the Plan listed the "top two" planning elements but bypassed the annual priority review process (00:47:07.000–00:47:23.000).
  • GMSC Follow-Up: County Administrator McCauley reported that following the GMSC meeting, Public Works engaged with Jefferson Transit and the County Planning department regarding transportation policies (01:28:27.000–01:28:33.000).
  • Future Amendments Posting: The next iteration of proposed amendments to the County Planned Policies will be posted on the DCD website ahead of the June 11th GMSC meeting (01:28:47.000).

Public Comments

No public comment on this topic.

Supporting Materials Referenced

No supporting materials referenced.

Financials

No financial information discussed.

Alternatives & Amendments

  • Proposed amendments to the Coordinated Plan Policy were under review.

Outcome, Vote, and Next Steps

  • Decision: Item was informational.
  • Vote: N/A
  • Next Steps:
  • - Public Works/Jefferson Transit/Planning Staff: Review coordination to harmonize transportation authority and planning priorities (00:47:07.000).
  • - Public: Review updated proposed amendments posted on the DCD website prior to the June 11th GMSC meeting (01:28:47.000–01:29:00.000).

Commission Briefing: Staffing and Housing Program Updates

Metadata

  • Time Range: 00:48:03.000–00:48:30.000 (Part 1)
  • Agenda Item: Commissioner Briefing (Brotherton)
  • Categories: personnel, human resources, housing

Topic Summary

OlyCAP is struggling to find candidates for its Executive Director (ED) position and is considering raising the salary rate up to the $160,000 range. Separately, the County has successfully recruited a new Housing Director to replace Kathy Morgan, noting the candidate brings significant grant experience.

Key Discussion Points

  • OlyCAP ED Search: The search for a new Executive Director at OlyCAP has resulted in few qualified applicants, prompting discussion about raising the advertised rate into the $160,000 range (00:48:11.000–00:48:23.000).
  • Housing Director Hired: A new Housing Director has accepted the position vacated by Kathy Morgan, bringing "tremendous skill set" and is proficient in state and federal grant acquisition (01:51:16.000–01:51:26.000). The incoming director is hoped to be announced at the next meeting (00:48:23.000–00:48:30.000).

Public Comments

No public comment on this topic.

Supporting Materials Referenced

No supporting materials referenced.

Financials

  • OlyCAP's proposed ED salary range may be raised to approximately $160,000 (00:48:11.000–00:48:23.000).

Alternatives & Amendments

No alternatives discussed.

Outcome, Vote, and Next Steps

  • Decision: Item was informational.
  • Vote: N/A
  • Next Steps:
  • - Commissioner Brotherton: Announce the new Housing Director when appropriate (00:48:23.000).

Interagency Communication Failure on Trust Land Transfer (TLT) Program

Metadata

  • Time Range: 01:38:49.000–01:58:55.000 (Part 1)
  • Agenda Item: Discussion of letter from Point No Point Treaty Council
  • Categories: land use, tribal affairs, infrastructure, policy

Topic Summary

The Board discussed a letter from the Point No Point Treaty Council (PNPTC) expressing "deep disappointment" regarding the lack of tribal consultation concerning four Trust Land Transfer applications submitted by Jefferson County to the DNR. The PNPTC raised concerns that potential land use restrictions on hunting and gathering rights under the Treaty of Point No Point could be infringed upon. The Commissioners acknowledged the failure in communication as a shortcoming of the new TLT process and voted to formally respond to the PNPTC, committing to collaborative relations and ensuring treaty rights are legally protected in the transfer instrument.

Key Discussion Points

  • Timeline Compression: The revitalized TLT program timeline was "extremely compressed" to prepare a list for the upcoming legislative session (01:40:33.000).
  • Policy Failure: Commissioner Dean explained that according to the TLT Program manual, DNR and the receiving agency (the County) were supposed to conduct collaborative outreach to tribes (01:41:14.000–01:41:41.000). This joint outreach did not happen, constituting a "fail in the new process" (01:44:27.000).
  • Tribal Concerns: The PNPTC, representing the Port Gamble S’Klallam and Jamestown S’Klallam Tribes, only received notice on April 23, 2024, leading to missed opportunities for consultation before the May 15th deadline for letters of support. They worry the transfers may include deed restrictions impacting their Treaty of Point No Point rights (hunting/gathering) (01:50:10.000).
  • Tribal Action: The PNPTC requested an extension of the DNR response deadline to August 24, 2024, and threatened objection to all four proposals unless Treaty Rights are explicitly protected in perpetuity in the transfer instrument (01:54:03.000).
  • County Response Strategy:
    • Commissioner Dean offered to draft the formal letter and committed to ensuring the transfer instrument explicitly upholds treaty rights (01:55:16.000–01:56:03.000).
    • Commissioner Eisenhower offered to contact DNR staff (Kenny and Tribal Liaison Patrick), to understand what DNR is hearing from other transfer recipients and any gaps in the County's response (01:51:56.000–01:53:19.000).
    • The discussion confirmed that all four land parcels (Beaver Valley, Jacob Miller, Anderson Lake, and Complex Wilderness) are in areas prone to residential development, leading DNR to view them as unsuitable for timber harvest (01:49:16.000–01:50:00.000).

Public Comments

No public comment on this topic.

Supporting Materials Referenced

  • Trust Land Transfer Program Concerns Raised by Point No Point Treaty Council: The letter from Randy Harder was the central document. It confirmed applications for four forested tracts passed initial Best Interest of the Trust analysis, but tribes received notification of the transfer only a few weeks before the deadline.
  • The Trust Land Transfer Program manual explicitly requires DNR and the receiving agency to jointly conduct outreach to affected tribes (01:41:14.000–01:41:32.000).

Financials

No financial information discussed.

Alternatives & Amendments

  • Alternative Action: If the County is unwilling or unable to guarantee the preservation of Treaty Rights, PNPTC stated they would object to all four proposed land transfers (01:54:03.000).
  • Motion to Authorize Letter: Commissioner Brotherton moved to authorize Commissioner Dean to draft and sign a letter committing the BOCC to collaborative relations and explicit protection of treaty rights in the transfer instruments (01:57:43.000–01:58:02.000).

Outcome, Vote, and Next Steps

  • Decision: Motion carried to authorize Commissioner Dean to draft and sign a formal letter committing to collaboration and explicit treaty rights protection.
  • Vote: Unanimous (Ayes: 3 - Dean, Brotherton, Eisenhower).
  • Next Steps:
  • - Commissioner Dean: Draft and sign the letter of intent to the PNPTC (01:55:16.000).
  • - Commissioner Eisenhower: Contact DNR staff (Kenny and Patrick) to discuss the interagency failure and strategies for tribal outreach (01:52:54.000–01:53:19.000).
  • - All Commissioners: Report back next week on any progress in the interim (01:58:50.000).

Support Request for Washington District 2 Little League Conference

Metadata

  • Time Range: 02:11:32.000–02:24:18.000 (Part 1)
  • Agenda Item: Commissioner Briefing (Eisenhower)
  • Categories: services, finance, public safety, contracts

Topic Summary

The Board discussed a request from the Little League, selected to host the Washington District 2 conference in June, for $2,500 in financial underwriting and in-kind services (brush clearing, traffic cones/signs). Commissioners acknowledged the "worthy effort" but expressed concern over lack of an established policy or grant program for discretionary cash donations, noting that such a program might expose the county to an overwhelming number of requests. The decision on the financial request was deferred for a week.

Key Discussion Points

  • Request Details: The Little League requested $2,500 in underwriting and in-kind help, including brush clearing along Elkens Road and traffic cone/parking sign loans for their conference starting June 29th (02:11:52.000–02:14:38.000).
  • In-Kind Support: Staff noted Public Works may lack capacity for brush clearing/mowing requested for Elkins Road/Chimacum Road, but borrowing traffic signs/cones seems feasible (02:14:38.000–02:14:54.000).
  • Lack of Policy: Mat (Parks staff) confirmed that the small grants program formerly provided through Parks was eliminated around the 2009 cutbacks (02:17:01.000–02:20:28.000).
  • Gifting of Public Funds: Concerns were raised that making the $2,500 financial contribution without criteria risks "choosing winners and losers" and contravenes the legal prohibition against "gifting of public funds" (02:21:05.000–02:23:46.000).
  • Value to County: The League provides significant value through volunteer service and facility maintenance (including near the fairgrounds) and serves hundreds of youth, making it a "no brainer" in terms of support (02:18:14.000–02:18:44.000). Commissioner Brotherton noted this event fits a traditional tourism promotion criteria, even though LTAC policy restricts funding annual events (02:16:11.000–02:16:27.000).

Public Comments

  • A letter of request for support was received by the Commissioners, constituting written comment from the Little League (02:11:45.000–02:12:04.000).

Supporting Materials Referenced

No supporting materials referenced.

Financials

  • $2,500: Financial underwriting requested from the County (02:12:04.000).
  • Commissioners discussed possibly establishing a systematic small grants program with a budget line item, perhaps distributing funds in smaller $1,000 increments (02:21:28.000–02:21:36.000).

Alternatives & Amendments

  • Commissioner Dean made a motion to support the full $2,500 request immediately, arguing that deferring the decision risked missing the timing of the June event and that it was a worthy ask given the ongoing planning for a formal grant process (02:22:13.000–02:22:32.000).
  • Concerns about setting a high financial precedent led to the motion being withdrawn (02:23:05.000–02:23:19.000).
  • Agreed Alternative: Defer the financial decision for one week while Commissioner Eisenhower consults Public Works on the feasibility of in-kind service provision.

Outcome, Vote, and Next Steps

  • Decision: Deferred financial contribution decision for one week. Motion to approve $2,500 withdrew.
  • Vote: N/A
  • Next Steps:
  • - Commissioner Eisenhower: Consult with Monty (Public Works) regarding in-kind support (brush clearing, loaning signs/cones) (02:23:54.000–02:24:14.000).
  • - All Commissioners: Place the financial support request on the agenda for next week's meeting (02:23:05.000).

DCD Workshop on Permit Processes and Timelines

Metadata

  • Time Range: 02:25:19.000–03:50:07.000 (Part 1)
  • Agenda Item: Workshop, Department of Community Development (DCD) on Permit Process
  • Categories: permits, land use, operations, personnel, planning

Topic Summary

DCD staff presented a thorough defense of current permit operations against criticism from the Jefferson County Homebuilders Association (JCHA). DCD noted a sustained 16-week average processing timeline (comparable to/better than neighbors), attributing difficulties to a 13-person staff exodus, a year of administrative turnover, a massive permit surge before the March 2024 code change, and ongoing struggles implementing the enterprise software (EnerGov EPL). DCD recommended the Board "Stay the course," avoiding major operational changes that could have unpredictable consequences. Public commenters criticized the lack of transparency and desired a more open, dialogue-based forum.

Key Discussion Points

  • Staffing Crisis and Rebuilding: DCD experienced a "major staff change" with 13 people leaving (out of ~20) in late 2022/early 2023, including administrative support (02:30:33.000). As of early 2024, 9 out of 21.4 staff had less than seven months' experience (02:31:33.000–03:05:18.000).
  • Recent Permit Surge: A massive influx of applications occurred just before the March 15th building code change deadline (49 residential permits submitted in 2 weeks, compared to 36 in the prior two months), straining staff and consultants (02:34:33.000).
  • Current Timelines & Backlogs:
    • The DCD's initial 6-month processing estimate was deemed non-reflective of reality (02:32:18.000–02:42:56.000).
    • Current average permit processing time (since April 1st, excluding applicant delays) is 7–16 weeks (02:44:25.000).
    • SDR processing time for in-house-started projects is 11.3 weeks (02:37:41.000).
    • DCD maintains that its times are favorable compared to Clallam County (26 weeks) and comparable to Mason County (12–14 weeks) (02:45:26.000–02:45:44.000).
  • SDR/LLOR Program Value: Staff (Greg Ballard) defended the Site Development Review (SDR) and Legal Lot of Record (LLOR) approach, noting that performing land use review upfront makes subsequent building permit review significantly simpler (reducing findings to 2-5 conditions) and potentially enables compliance with Senate Bill 5290 timelines (03:10:09.000–03:10:42.000).
  • Consultant Use: DCD uses third-party review for backlog and commercial permits due to lack of in-house expertise. Consultants reported receiving "inferior quality applications" submitted hastily to beat the code deadline (02:46:19.000).
  • Operational Policy Defense:
    • Closed Fridays: The lobby remains closed for walk-ins on Fridays to allow staff uninterrupted time for permit issuance, callbacks, emails, and mandated training, improving efficiency and supporting morale/work-life balance (02:49:19.000–02:51:21.000).
    • CAMs (Customer Assistance): Self-scheduling of CAMs was discontinued because it led to inappropriate appointments (wrong staff, 5-minute questions, no-shows). Staff now screen and schedule complex multi-department meetings only when necessary to balance consultation with processing speed (02:56:21.000–02:56:41.000).
  • Software Implementation (EPL/EnerGov): The new system deployment is a multi-department effort. The Customer Self-Service (CSS) portal is scheduled to deploy July 1, 2024, which should relieve many public access concerns, including property permit look-up and inspection status (02:57:47.000–03:43:51.000). A beta test is planned for June (02:58:27.000).
  • Staff Recommendation: DCD recommended the Board "Stay the course" and focus on continuous improvement and achieving compliance with Senate Bill 5290, stressing that introducing quick changes could lead to unpredictable consequences (03:02:46.000–03:03:34.000).

Public Comments

  • [Not Named Builder] (3rd Generation Builder): Argued that DCD should prioritize efficient tax collection by streamlining approvals rather than complex redesigns; attributed slow speed and staff turnover to insufficient pay (03:22:31.000–03:24:04.000).
  • Mark Grant (Grant Steel Buildings): Gave positive feedback on the new DCD management (Peters, Ballard, Cecere, Pronovost). Suggested implementing a "triage process" to fast-track projects by professional builders deemed "substantially complete," arguing this would keep money flowing into the county faster (03:24:21.000–03:26:06.000).
  • [Not Named Commenter]: Requested the SDR portion of the process be re-examined and placed under a different organizational structure (03:27:03.000).
  • Lizanne (Home Builders Association Representative): Criticized the format, noting workshops should involve dialogue, and expressed surprise DCD claimed she hadn't responded about beta testers when she offered personnel repeatedly. Questioned the inconsistencies in SDR completion data (647 received vs. 266 outsourced/53 in-house completed ≠ 64 in queue) (03:28:04.000–03:30:05.000). Also raised concerns about digital documents disappearing ("liquification") if not downloaded in 5 days (03:30:17.000–03:30:26.000).
  • Mr. Teersch (Consumer): Frustrated by the year-and-a-half-long inability to access permit information for their neighborhood due to the "dead database," seeking assurance the July 1st rollout will provide public access to pending and issued permits (03:31:09.000–03:32:30.000).
  • Shelley Arnell (Consumer): Believed DCD has a "PR problem" due to a lack of transparency; echoed concern that the workshop stifled dialogue (03:32:38.000–03:33:51.000).

Supporting Materials Referenced

  • DCD provided data on permit metrics (applications, backlog, completion times) related to the SDR/LLOR program and the recent building code surge (02:35:53.000–02:46:56.000).
  • Graphics showing EPL's Customer Self-Service (CSS) portal functionality were displayed, confirming the search function for public property records and inspection status (03:41:32.000–03:44:00.000).

Financials

  • DCD fee study has been completed, showing the department has fallen behind anticipated 200% cost recovery by roughly 11% (01:29:11.000–01:29:31.000).
  • Discussion noted that fee rebates/refunds are a contingency requirement under state Senate Bill 5290 (02:47:15.000).
  • DCD cited risk in spending grant money on hiring staff only to experience layoffs, referencing the 2009 recession (02:47:57.000).

Alternatives & Amendments

  • Builder Triage (Mark Grant): Suggested fast-tracking permits submitted as "substantially complete" by professional builders; staff implied this is already done on an informal, needs-based basis but there is no formal policy (03:36:40.000).
  • Targeted DCD/JCHA Meeting: Commissioner Dean suggested County Administrator McCauley arrange a narrowly focused meeting to work through "key outstanding issues" concerning processes (03:48:39.000). DCD acknowledged the need for "better processes" (03:48:28.000).

Outcome, Vote, and Next Steps

  • Decision: No major policy or procedural changes were formally decided. DCD's organizational recommendation to "Stay the course" was supported by the Commissioners.
  • Vote: N/A
  • Next Steps:
  • - DCD/IT Staff: Coordinate the June beta test and ensure the Customer Self-Service (CSS) portal deploys on July 1, 2024 with full public record search functionality (02:58:27.000; 03:41:22.000).
  • - Mark McCauley/DCD: Convene a targeted meeting with the Home Builders Association to address specific long-running process concerns (03:48:39.000).
  • - Staff: Schedule a workshop to review the outcomes of the completed DCD fee study and the option of achieving 200% cost recovery (01:29:31.000–01:29:41.000).

Emergency Shelter Management Status and Budget

Metadata

  • Time Range: 03:51:21.000 (Part 1)–00:48:56.000 (Part 2)
  • Agenda Item: Discussion of Emergency Shelter Management at the American Legion
  • Categories: services, housing, budgeting, contracts, personnel

Topic Summary

County staff provided an update on the transition of the emergency shelter management from OlyCAP to County control by the June 30th deadline. The key obstacle is "radio silence" from the American Legion regarding the county's proposed lease and operations MOU, which is critical for securing the necessary city Conditional Use Permit (CUP) modification. Staff noted significant financial uncertainties surrounding the operating budget, particularly staffing costs ($24–$25/hour estimated monitor pay, plus new manager) and the lack of clarity on whether the Housing Fund Board will dedicate Fund 149 revenue to the shelter. The commissioners agreed to continue the information gathering and feasibility phase for another week.

Key Discussion Points

  • American Legion Obstacle: The single "biggest risk" is the lack of communication from the American Legion. The county sent back a proposed contract (similar to OlyCAP's: $1,750/month rent) after making one utility adjustment, but has received no confirmation of interest (03:53:16.000–03:54:14.000).
  • Lease Requirement: An executed lease and a Memorandum of Understanding (MOU) on operations/guest rules with the American Legion are preconditions for the City of Port Townsend to approve the conditional use permit (CUP) modification (03:53:41.000–03:53:53.000).
  • OlyCAP Capacity / Partnership: OlyCAP's interim ED explicitly stated they currently lack the capacity to manage the shelter, even if funding were guaranteed (00:02:46.000–00:02:57.000, Part 2).
  • Shelter Operation Audit:
    • Current operations use zero custodial staff; tasks are handled by monitors and residents per guest rules (03:55:25.000, Part 2). Custodial staffing included in initial county budget estimates runs around $100,000 and is likely too high (00:37:00.000, Part 2).
    • Current staffing has one full-time monitor (12–8 shift) and two 25-hour monitors, with one person always on staff (03:56:07.000, Part 2).
    • Exit time is 8 A.M.; moving this back one hour was noted as desirable for a "gentle start" to the day (03:56:17.000–03:56:36.000, Part 2).
    • Showers were inspected by Commissioner Brotherton and confirmed to dispense hot water after a 2-minute wait in one unit (03:55:42.000, Part 2).
  • Staffing Issues and Cost: Monitors are currently compensated at the $24–$25/hour range based on a study of neighboring agencies (00:28:42.000–00:29:25.000, Part 2). The county must decide if it hires only enough staff to maintain 1-person coverage (current model) or increases staffing for a healthier 2-person model, which compounds staffing complexity significantly (00:37:45.000–00:37:52.000, Part 2).
  • Caswell-Brown Timeline: The current belief is that the county will need to manage the shelter for an "interim strategy" of about two years, though project completion remains dependent on congressionally directed spending funds, creating uncertainty (00:14:47.000–00:15:00.000, Part 2).

Public Comments

  • Smear Work (Recovery Coach/Community Advocate): Confirmed ongoing communication with the American Legion commander, who is currently evaluating the county's contract despite the Commissioners' reports of "radio silence" (00:42:02.000–00:42:18.000, Part 2).
    • Offered to coordinate volunteers and a volunteer program (including monitor shifts) and expressed interest in applying for the shelter manager position, noting staff with "lived experience" should be valued more than those with master's degrees (00:43:01.000–00:44:00.000, Part 2).
    • Stressed the non-feasibility of having elderly/disabled residents sleep outside during the summer (00:45:17.000–00:45:22.000, Part 2).
  • Barbara Mori (Community College Administrator): Advocated for a phased opening, starting with emergency shelter equivalency (fewer restrictions) to get the facility functioning, and urged against new union or hiring restrictions that could generate barriers (00:47:40.000–00:48:07.000, Part 2).

Supporting Materials Referenced

  • Budget documents from Judy and Sarah were referenced, showing differing staffing assumptions starting from the same base (00:16:18.000–00:24:08.000, Part 2).
  • The discussion referenced the Homeless Housing Fund (Fund 149). Revenue from Fund 149 ($16,000 monthly, plus $84,000 pending) currently funds grants via RFP but would need Housing Fund Board recommendation to be dedicated fully to county shelter operations (00:16:43.000–00:18:46.000, Part 2).

Financials

  • $1,750 per month: Lease payment amount proposed to the American Legion (03:53:16.000, Part 1).
  • $27,986: Fund 149 revenue needing to be spent out by end of June (00:16:27.000, Part 2).
  • $16,000 monthly: Estimated immediate revenue from Homeless Recording Fees (Fund 149) (00:16:54.000, Part 2).
  • $84,000: Expected kickback from fees for the next fiscal year, but timing is unknown (00:16:59.000–00:17:34.000, Part 2).
  • $7,500–$18,000 monthly deficit initially projected (03:55:01.000, Part 1).
  • Monitor pay estimated at $24–$25 per hour (00:28:42.000, Part 2).

Alternatives & Amendments

  • Deferred Start Date: Commissioner Dean questioned the harm in waiting 3 months and starting in the fall, seeking more concrete financial numbers before committing (00:25:11.000, Part 2).
  • Partnership Management: Commissioner Eisenhower recommended explicitly asking housing providers (Bayside, Dove House) if they would be willing to partner with the county to manage the shelter, leveraging their institutional experience, even if the county holds the lease (00:10:09.000, Part 2).
  • Lived Experience Policy Council: Commissioner Brotherton suggested creating a policy council of individuals with lived experience (residents, advocates, Dove House/Bayside) to provide institutional oversight for the county management team (00:12:40.000–00:12:52.000, Part 2).
  • Motion to Post Shelter Manager: Commissioner Eisenhower suggested posting the shelter manager position immediately to inform the budget, noting that manager expertise is key to determining future budget needs (00:35:15.000, Part 2). This was implicitly deferred pending American Legion commitment.

Outcome, Vote, and Next Steps

  • Decision: No formal motion was passed to proceed, but Commissioners affirmed support for continuing the feasibility phase due to the high risk of allowing the shelter to close.
  • Vote: N/A
  • Next Steps:
  • - Commissioner Brotherton: Follow up immediately with the American Legion via phone/direct contact to obtain a definitive answer on whether they will proceed with the county lease (03:54:14.000–00:11:27.000, Part 2).
  • - Commissioner Brotherton: Explicitly ask Bayside and Dove House if they are willing to partner with the county in managing the shelter (00:32:02.000–00:32:25.000, Part 2).
  • - Commissioner Dean/Staff: Continue gathering and refining budget data, focusing on the need for the Housing Fund Board to dedicate Fund 149 to the shelter (00:33:44.000–00:33:57.000, Part 2).
  • - All Commissioners: Item to be a standing agenda item every week until resolved (00:41:21.000, Part 2).

Letter of Support for Community Wellness Project Grant

Metadata

  • Time Range: 00:50:11.000–01:03:18.000 (Part 2)
  • Agenda Item: Letter of Support for Community Wellness Project CBO Grant Application
  • Categories: planning, contracts, grants, services

Topic Summary

The Board considered and unanimously approved signing a letter of support for the Community Wellness Project (CWP), a local nonprofit, to apply for a Washington State Department of Commerce grant (estimated at $35,000–$101,000) for community-based outreach related to comprehensive planning. This grant is aimed at reaching underrepresented and underserved communities for their input into the Comp Plan update.

Key Discussion Points

  • Grant Purpose: The grant, offered by the Department of Commerce, is intended for Community-Based Organizations (CBOs) to conduct comprehensive plan outreach to underserved and underrepresented communities. The total budgeted amount statewide is $2 million (00:50:11.000–00:50:26.000; 00:59:37.000–00:59:48.000, Part 2).
  • CWP Focus: The CWP works closely with the Chimacum School District on food security issues and has recently engaged in climate change planning topics. Their application focuses on community engagement around these issues for the county's Comprehensive Plan Update (00:53:17.000–00:54:20.000, Part 2).
  • No Exclusion: Signing the letter does not preclude the county from supporting other organizations applying for the same grant (00:51:05.000–00:51:12.000, Part 2).
  • DCD Support: Community Development Director Josh Peters supports assisting CBOs in receiving this grant to supplement Burke's municipal outreach contract (00:52:06.000–00:52:21.000, Part 2).

Public Comments

No public comments were offered on the motion.

Supporting Materials Referenced

  • The draft letter of support template was displayed by staff (00:51:01.000, Part 2).
  • Grant funding details (up to $101,000) and eligibility requirements (Counties involved in Comp Planning activities) cited (00:58:42.000–00:59:37.000, Part 2).

Financials

  • The Department of Commerce grant is valued between $35,000 and $101,000 (00:58:42.000–00:58:49.000, Part 2).

Alternatives & Amendments

  • Motion: Commissioner Brotherton moved to approve signing the letter of support as the BOCC for the Community Wellness Project (01:02:26.000–01:02:47.000, Part 2).

Outcome, Vote, and Next Steps

  • Decision: Approved the letter of support for the Community Wellness Project.
  • Vote: Unanimous (Ayes: 3 - Dean, Brotherton, Eisenhower).
  • Next Steps:
  • - Commissioner Dean: Finalize and sign the letter of support, coordinating with Carolyn and Greg for official delivery (01:03:18.000–01:03:29.000, Part 2).