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

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Supplemental Agreement No. 6 for Civil Engineering Services for the Quilcene Complete Streets Project

Topic Summary

Jefferson County Public Works is seeking approval for Supplemental Agreement No. 6 with SCJ Alliance for Civil Engineering Services related to the Quilcene Complete Streets project. This supplement is exclusively for extending the contract completion date to December 31, 2024, without changing the scope of work or the total cost of the professional services agreement. The project aims to enhance safety and mobility for pedestrians and bicyclists and is primarily funded by state grants.

Key Points

  • The purpose of the supplement is to modify the schedule for Civil Engineering Services provided by SCJ Alliance of Lacey, WA.
  • The project is listed as Item No. 1 in both the adopted 2024-2029 Transportation Improvement Program (TIP) and the 2024 Annual Construction Program.
  • The objective of the project, funded by the WSDOT Pedestrian & Bicycle Program, is to improve the transportation system to enhance safety and mobility for people who walk or bike.
  • The original agreement's basic provisions remain in effect, as this supplement only modifies the completion date.
  • Previous supplements (4 and 5) also extended the completion date without changing the contract value.

Financials

  • This Supplemental Agreement, No. 6, does not change the value of the Professional Services Agreement.
  • Original Contract Maximum Amount Payable: $111,838 (No change to this amount in supplements 4, 5, or 6).
  • Funding Sources:
    • WSDOT Pedestrian & Bicycle Program grant: $884,165 (Grant funded).
    • Public Infrastructure Fund (PIF) grant: $100,000.
  • Total Project Funding (Based on prior agreements): $984,165 (WSDOT + PIF grant funding).
  • The original professional services cost breakdown was: Direct Salary Cost ($28,657), Overhead ($47,384), Direct Non-Salary Costs ($26,627), and Fixed Fee ($9,170).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2018-08-13: Execution Date of the Original Agreement (SCJ Project No. 0726.03).
  • 2021-01-25: Supplemental Agreement No. 3 extended the completion date until 12/31/21.
  • 2021-12-20: Supplemental Agreement No. 4 extended the completion date until 12/31/22.
  • 2023-02-06: Supplemental Agreement No. 5 (Signed by Brotherton) extended the completion date until 12/31/23.
  • 2024-12-31: New Contract Completion Date established by Supplemental Agreement No. 6.
  • The project is included in the 2024 Annual Construction Program.

Next Steps

The Board is asked to execute the two originals of the Supplemental Agreement and return one signed original to Public Works (attention: Eric Kuzma).

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Eric Kuzma - Department Contact/Engineering Services Manager/Asst./ Public Works Director
  • Mark McCauley - County Administrator
  • SCJ Alliance (Shea, Carr & Jewell, Inc.) - Consultant

Professional Services Agreement for Two Trout Creek Culvert Replacement

Topic Summary

Jefferson County Public Works proposes executing a Professional Services Agreement with Clark Land Office for construction staking and right-of-way (ROW) surveying services for the Two Trout Creek Culvert Replacement project. This is a federally funded transportation improvement project required to replace fish barrier culverts with a new box culvert. The agreement specifies a maximum payment of $16,310 for the surveying services necessary for ROW acquisition and plan development.

Key Points

  • The project is named Two Trout Creek Culvert Replacement, located at Oil City Road MP 0.5 (Project No. 18021180).
  • The scope of work involves surveying the existing county ROW, adjacent ownerships, and preparing legal descriptions for ROW Plans.
  • The project aims to replace fish barrier culverts with a new, four-sided box culvert.
  • Except for right-of-way acquisition (including the work under this agreement), the project is fully funded through the Federal Lands Access Program (FLAP).
  • The survey work requires utilizing existing survey control provided by Jefferson County/FHWA and establishing additional control as needed.
  • Deliverables include a preliminary survey drawing, legal descriptions for temporary and permanent easements, and a potential Record of Survey prepared according to WSDOT and Federal Lands Highway Project Development and Design Manual (PDDM) guidance.

Financials

  • Maximum amount payable under this agreement: $16,310.00.
  • Funding source for this service: County Road Fund.
  • Estimated total project cost for the Culvert Replacement: $1,828,560.
  • The breakdown of the $16,310 fee covers eight items, including research, field work, preparing plans, and potentially preparing a record of survey and field staking.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Work under the agreement shall commence upon written notice to proceed from the County.
  • Consultant's fee estimate/proposal date: April 23, 2024.

Next Steps

Public Works recommends that the Board execute all three originals of the Professional Services Agreement with Clark Land Office and return two originals to Public Works for further processing.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Clark Land Office (Scot B. Clark, PLS) - Consultant
  • Mark Thurston, P.E. - Project Manager (Public Works)
  • Mark McCauley - County Administrator
  • Federal Highway Administration (FHWA) - Managing the project design under a FLAP grant

Resignations from the Veterans Advisory Board (VAB)

Topic Summary

The Board of County Commissioners is asked to accept the immediate resignations of two members of the Jefferson County Service Officers Association/Veterans Advisory Board (VAB): Paul Cahill (Alternate Officer at Large Representative) and Cindy Okinczyc (Officer at Large). Staff is working with legal counsel to amend the VAB Bylaws to allow for the appointment of any Veteran to the board, rather than explicitly limiting appointments to Service Officers, to facilitate future recruitment efforts.

Key Points

  • Paul Cahill resigned as Alternate Officer at Large Representative, effective immediately (as of April 29, 2024).
  • Cindy Okinczyc resigned as Officer at Large, effective immediately (as of April 28, 2024).
  • Staff (Deputy Clerk of the Board) will work with Legal to amend the VAB Bylaws.
  • The current VAB By-Laws, Section 2, require membership to consist of the appointed Service Officer from each nationally chartered veterans' organization and one Service Officer-at-Large.
  • The change intends to appoint a Veteran for VAB and "not specifically a Service Officer" to broaden recruitment.
  • RCW 73.08.035(2) requires the county legislative authority to solicit representatives from nationally recognized veterans' service organizations or the veterans' community at large, or both, ensuring no fewer than a majority are from recognized service organizations and only veterans are eligible to serve.

Financials

None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-04-28: Cindy Okinczyc's resignation effective date.
  • 2024-04-29: Paul Cahill's resignation effective date.

Next Steps

The Board is recommended to accept the resignations and sign Thank You Letters for the board service. Staff will proceed with recruitment after the VAB Bylaws are approved.

Sources

  • Adiel McKnight - Deputy Clerk of the Board
  • Paul Cahill - Resigning member
  • Cindy Okinczyc - Resigning member
  • Mark McCauley - County Administrator
  • RCW 73.08.035(2) - Cited state law regarding VAB membership

Amendment No. 1 to Noxious Weed Control Agreement with Washington State Parks

Topic Summary

The Board is requested to approve Amendment No. 1 to an existing interagency agreement (IA 325-060) between the Jefferson County Noxious Weed Control Board (JCNWCB) and the Washington State Parks and Recreation Commission. This amendment increases the total compensation by an additional $6,000 (totaling $42,203) to fund additional noxious weed control work, specifically targeting poison hemlock removal at Fort Worden State Park.

Key Points

  • The original contract purpose is for the County to perform noxious weed control services for State Parks located in Jefferson County.
  • The new funding addresses the need for additional funding to continue scheduled work through the biennium.
  • The Amendment increases the scope of work to include additional infestations, primarily poison hemlock at Fort Worden State Park.
  • Controlling noxious weeds is required by state law and is necessary to protect land, resources, and people.
  • State Parks are a vector for seed travel and a hotspot for new invaders.

Financials

  • Increase in additional amount: $6,000.
  • Total compensation under the amended agreement: $42,203.00.
  • Original estimated cost of work: $34,203.00 (split: $17,760 from date of execution to June 30, 2025; $16,443 from July 1, 2025 to Dec 31, 2026).
  • Fiscal impact of the amendment: Increases spending in both 2024 and 2025 by $3,000 each year.
  • Funding source (Revenue): Fund 109.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2023-10-12: Original Agreement execution date.
  • 2026-12-31: Original and amended Agreement completion date (automatically expires unless extended).

Next Steps

The Board is recommended to approve the contract amendment.

Sources

  • Sophie DeGroot - Noxious Weed Control Coordinator/Project Representative
  • Washington State Parks and Recreation Commission (Agreement No. IA 325-060)
  • Mark McCauley - County Administrator
  • Manuel Iglesias - Manager, Contracts & Grants Program (State Parks)
  • RCW 39.34 - Interlocal Cooperation Act (Authorizing the agreement)

Trust Land Transfer Program Concerns Raised by Point No Point Treaty Council

Topic Summary

The Board of County Commissioners is reviewing a letter from the Point No Point Treaty Council (PNPTC) concerning Jefferson County's recent application to the Washington State Department of Natural Resources (DNR) for four tracts of forested land under the Trust Land Transfer (TLT) Program. The Council is concerned that the Tribes were not consulted prior to the application, and they are requesting an extension of the DNR response deadline to August 24, 2024, to allow for government-to-government consultation regarding potential impacts on treaty rights, specifically hunting and gathering limitations.

Key Points

  • Jefferson County applied to the DNR TLT Program to receive four tracts of forested land.
  • The application passed the initial screening and will be evaluated by the Trust Land Transfer Advisory Committee.
  • The DNR was accepting letters of support through May 15, 2024.
  • The Point No Point Treaty Council (PNPTC), representing the Port Gamble S’Klallam and Jamestown S’Klallam Tribes, only received notification of the proposed transfers from DNR on April 23, 2024.
  • This lack of preceding outreach or consultation is described as "deeply disappointing" by the PNPTC, contradicting prior assurances of tribal consultation in the TLT process.
  • The Tribes are concerned that the transfers might result in impermissible deed or use restrictions that could infringe upon rights reserved in the Treaty of Point No Point (specifically hunting and gathering rights).
  • The Tribes are requesting an extension of the DNR response deadline to August 24, 2024, to allow for sufficient time for review and consultation.
  • The PNPTC asserts that reserved Treaty Rights must explicitly remain intact on these parcels in perpetuity, or they will object to all four proposals.
  • PNPTC requests that Jefferson County engage with local Tribes before parcels are proposed for transfer in the future.

Financials

None specified.

Alternatives

  • The Tribes state they will object to all four proposals if the County is unwilling or unable to meet under the tight timeline to ensure reserved Treaty Rights remain intact.

Community Input

None specified. The PNPTC letter constitutes formal input from Tribal government representatives.

Timeline

  • Early 2024: Jefferson County applied for the four tracts of land.
  • 2024-04-23: Port Gamble S’Klallam Tribe and Jamestown S’Klallam Tribe received email notification from DNR.
  • 2024-05-13: County received the letter from Randy Harder (PNPTC Executive Director).
  • 2024-05-15: Original deadline for submitting responses/letters of support to DNR.
  • 2024-08-24: Requested extension deadline for Tribes to submit responses to DNR.

Next Steps

The Board is asked to discuss the letter and potentially take action (e.g., approve the time extension request or authorize consultation).

Sources

  • Randy Harder - Executive Director, Point No Point Treaty Council
  • Mark McCauley - County Administrator
  • Hansi Hals - Jamestown S’Klallam Tribe, Natural Resources Director
  • Roma Call - Port Gamble S’Klallam Tribe, Natural Resources Director
  • Washington State Department of Natural Resources (DNR)
  • Trust Land Transfer Advisory Committee
  • Treaty of Point No Point

Status of Jefferson County’s Assumption of Management Responsibility for the Shelter at the American Legion

Topic Summary

Jefferson County is planning to assume management responsibility for the Emergency Shelter located at the American Legion, as OlyCAP will relinquish control effective June 30, 2024. This transition is deemed essential by the community to ensure the shelter remains operational year-round until the new shelter at Caswell-Brown Village is complete. The Commissioners will hold a workshop to receive updates on transition planning, including budget models, staffing, and permitting processes.

Key Points

  • OlyCAP will cease management of the Emergency Shelter at the American Legion on June 30, 2024.
  • There is a community consensus that the current shelter must remain open year-round until the new shelter at Caswell-Brown Village receives a certificate of occupancy.
  • A Shelter Coalition has been formed leveraging expertise from local housing advocates (Dove House, Bayside, Winter Warming Shelter) to support planning and execution.
  • Staffing models under development include a Shelter Program Manager, Shelter Monitors, and clerk hires; job descriptions are being shared with the Shelter Coalition for input.
  • Permitting Status: The City of Port Townsend indicated the County can petition for a modification to the existing conditional use permit (CUP) because the use is not changing, only the management.
  • CUP Modification Requirements: Schedule a Customer Assistance Visit; pay for and obtain approval for a fire and life safety inspection; apply for CUP Modification; secure an executed lease with the American Legion; and obtain an executed Memorandum of Understanding regarding shelter management and Guest Rules of behavior.

Financials

  • Monthly costs between $7,500 and $18,000 are not currently covered by existing revenue streams.
  • The Housing Fund Board may need to consider recommending a subsidy from the Homeless Housing Fund (Fund 149).
  • Fiscal Impact: None specified for the workshop itself.

Alternatives

None specified.

Community Input

  • The "Community consensus" supports keeping the shelter open year-round.
  • A "Shelter Coalition" involving local housing advocates (Dove House, Bayside, Winter Warming Shelter) has been formed.

Timeline

  • 2024-06-30: OlyCAP relinquishes management responsibility for the shelter.

Next Steps

The Board is requested to listen to the presentation, ask questions, and provide guidance to staff on moving forward with the transition plan.

Sources

  • Greg Brotherton - Commissioner District No. 1
  • Mark McCauley - County Administrator
  • OlyCAP - Current management provider
  • Dove House, Bayside, Winter Warming Shelter - Members of the new Shelter Coalition
  • City of Port Townsend - Authority regarding the CUP

Department of Community Development (DCD) Permit Process Workshop

Topic Summary

The Department of Community Development (DCD) is holding a workshop to address concerns raised by the Jefferson County Homebuilders Association (JCHA) regarding permit review timelines and internal processes. DCD staff will present context, including recent staff turnover, the implementation of new permitting software (EnerGov), and a surge of applications submitted prior to the March 2024 building code deadline. DCD maintains that current timelines are comparable to or faster than those in neighboring counties.

Key Points

  • JCHA communicated concerns about long permit review timelines and suggested potential measures.
  • A surge of permit applications occurred in the 2-3 weeks before the March 15, 2024 building code change, as applicants sought to vest applications under older codes.
    • 49 Residential building permits (RBLDs) were submitted between March 1–14, compared to 36 RBLDs submitted in the prior two months combined (plus 70+ other applications).
  • DCD's initial 6-month estimate for working through the backlog was due to the unprecedented surge, staff on family leave, limited Plans Examiner capacity, and consultant backlogs.
  • Current Review Timelines (Since April 1, 2024, issued permits): Average time for RBLDs, CBLDs, BWOPs is 16 weeks (accounting for resubmissions/info requests).
    • Neighboring counties: Clallam (26 weeks), Kitsap (282 residential permits pending with no timeline), Mason (12-14 weeks with 4 plans examiners).
  • Staffing Context:
    • Late 2022 to mid-2023 saw 13 staff departures ("staff exodus"), including veterans.
    • No internal administrative support for over 6 months during that period.
    • As of January 2024, 9 out of 21.4 staff members had been with the department for less than 7 months. No one has left since last summer.
  • SDR-LLOR (Site Development Review / Legal Lot of Record) Backlog:
    • The program started in October 2022, resulting in 178 SDR applications in the first three months. 647 total SDR applications received through May 16, 2024.
    • Consultant Atwell, LLC reviewed 266 SDRs (Sep 2023–Mar 2024), but the task is now back in-house.
    • DCD completed 53 SDRs (Apr 1–May 20, 2024); average processing time was 23.8 weeks (in-house review averaged 11.3 weeks).
    • Current SDR review queue stands at 64; 9 are waiting on review from Environmental Public Health (EPH).
  • Addressing the Building Permit Queue: DCD conducted 211 plan reviews since January 1, 2024 (131 since March 1).
    • 105 total permits currently in review (including RBLDs, CBLDs, BWOPs); 18 permits are currently outsourced for 3rd-party review.
    • Plan moving forward includes staff returning from leave receiving Plans Examiner certification and selecting 3rd-party review for RBLDs.
  • Consultant Capacity: Consultants (e.g., Zenovic & Associates) reported being 6–8 weeks out on engineering due to being backed up and noted the "inferior quality" of applications submitted to meet the code deadline.
  • DCD Operations: Staff time on Fridays (when the lobby is closed for walk-ins) is used for permit issuance with limited interruption, phone calls/emails, and mandatory training.
  • Software: Phase 1 deployment of the Customer Self-Service (CSS) portal for the new EnerGov system is scheduled for July 1, 2024.
  • Prior Permit Data:
    • 2023 saw a drop in permits issued (194) compared to prior years (271-315).
    • Projection for 2024 (based on 103 issued mid-May) is around 273 permits issued, indicating a return to "normal" volume compared to pre-pandemic years.
  • Legislative Mandate: DCD is focused on complying with Senate Bill 5290 concerning permit review timelines, which includes potential fee refunds if timelines are not met and encourages 3rd-party review.

Financials

  • Fiscal impact is "Not applicable," unless changes are made to DCD’s structure, operations, or capacity.
  • The concept of mandatory fee refunds is noted if SB 5290 timelines are not met.
  • The Annual Work Program includes C-PACER.

Alternatives

  • JCHA suggestions/Alternatives presented for discussion (implicit/explicit rebuttal by staff):
    • Improve tracking/transparency (Staff: CSS Portal coming July 1; Permit Tracker interim measure).
    • Revert/change SDR-LLOR program (Staff: SDR is crucial for land use review before construction; process simplification is ongoing).
    • Bring back self-scheduling Customer Assistance Meetings (CAMs) (Staff: Rejected; original CAMs resulted in repeats/no-shows; planners now schedule complex meetings).
    • Increase lobby hours for walk-in service (Staff: Fridays enable productive focused work, calling the benefit into question).
    • Restrict alternate/hybrid work schedules (Staff: Vital for productivity, hiring, retention, and managing burnout).
    • Reduce annual staff training (Staff: Required for quality and professional growth).
    • Increase reliance on on-call consultants for land use/building review (Staff: Already using 3rd-party review; consultants are globally backed up).

Community Input

  • Jefferson County Homebuilders Association (JCHA) - Expressed concerns about timelines, suggesting measures.
  • Customer Feedback (Positive Examples Cited): Julie Mies, Shelly Solomon, Charles Greenert, Rebekah, Matt McMahon, Todd Smith, David Cohn.

Timeline

  • 2021-10-00: Start of 1-year development moratorium.
  • 2021-12-07: WSDOT Supplement #4 approved (Completion Date 12/31/22).
  • 2022-10-00: SDR & LLOR program began; Site Development Review surge (> 100 applications in first week).
  • 2022-12-00: New EPL "EnerGov" software turned on.
  • 2023-06-00: New management team and organizational structure instituted.
  • 2023-09-00: Consultant Atwell, LLC began reviewing SDRs.
  • 2024-01-00: A new team was essentially in place (9 of 21.4 staff had < 7 months experience).
  • 2024-03-15: New state building codes took effect; permit surge deadline.
  • 2024-07-01: Phase 1 deployment of Customer Self-Service (CSS) portal scheduled.

Next Steps

The recommendation is for the Board to listen to the presentation by DCD staff and provide feedback; DCD's decision upon reflection is to "Stay the course" and focus on continuous improvement and system compliance (SB 5290).

Sources

  • Josh D. Peters, AICP - Community Development Director
  • Phil Cecere - Building Official / Fire Marshal
  • Greg Ballard - Development Code Administrator
  • Chelsea Pronovost - DCD Administrative Services Manager
  • Mark McCauley - County Administrator
  • Jefferson County Homebuilders Association (JCHA)
  • Washington State Building Code Council
  • Atwell, LLC - Former SDR consultant
  • Zenovic & Associates (PA) - Cited as consultant perspective
  • Janelle Tarasewicz, M.A., Aperture EQ (Burnout trainer)
  • Susan D. Moffatt-Bruce, MD, PhD, MBA (Cited on burnout)
  • Senate Bill 5290 (SB 5290) - State legislation regarding permit timelines

Payment of Jefferson County Warrants/Vouchers

Topic Summary

The document lists financial records demonstrating the payment of Jefferson County Warrants, Vouchers, and Jury Fees, totaling $2,664,400.72 across four sets of payments in May 2024 (or for April 2024 for District Court Jury Fees). This summary covers payments authorized for County operations and Payroll.

Key Points

  • Warrants/Vouchers were approved for payment by the Board of County Commissioners upon certification that materials, services, or labor were furnished, rendered, or performed.
  • Jury costs for the month of April 2024 totaled $1,229.43, covering mileage and a $15.00 per diem for reporting jurors in District Court. Superior Court had zero jury trials in April 2024.

Financials

Total Monies Paid (across all listed transactions and totals): $2,664,400.72

Date / Type Total Amount Components
District Court Jury Fees (April 2024) $1,229.43 Jury costs, mileage, and $15/day for District Court (Superior Court: $0.00)
Payroll Warrants (05/03/2024) $169,784.97 Benefits Paid
Payroll Warrants (05/20/2024) $104,837.10 Direct Deposit: $88,090.79; Benefits Paid: $16,746.31
Vouchers/Warrants (05/13/2024) $1,391,051.84 Claim payments across 28 funds (Fund 001: $402,589.00; Fund 401: $301,177.74; Fund 501: $140,926.65)
Vouchers/Warrants (05/20/2024) $1,002,322.38 Claim payments across 24 funds (Fund 001: $112,881.05; Fund 405: $561,916.18; Fund 127: $88,324.09)
GRAND TOTAL $2,669,225.72 Total claims, payroll, and jury fees

(Note: The sum of the five transaction totals is $2,669,225.72, which exceeds the sum of the payment totals of $2,664,400.72 listed in the consent agenda—the original totals from the agenda section were used.)

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-05-03: Payroll Warrant Date (Totaling $169,784.97).
  • 2024-05-13: Voucher/Warrant Date (Totaling $1,391,051.84).
  • 2024-05-20: Payroll Warrant Date (Totaling $104,837.10).
  • 2024-05-20: Voucher/Warrant Date (Totaling $1,002,322.38).
  • April 2024: Period covered for District Court Jury Fees.

Next Steps

The Board is requested to approve the payment of the Superior / District Court Jury Fees and the various warrants and vouchers.

Sources

  • Brian Gleason - District Court Administrator
  • Mark McCauley - County Administrator
  • Jefferson County Board of Commissioners (Approving Authority)

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