PACKET: Commissioners Meeting at Mon, Jun 17, 09:00 AM

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Center Road 2R Overlay Project Change Order No. 1

Topic Summary

The County Public Works Department is requesting approval for Change Order No. 1 for the Center Road 2R Overlay Project with Lakeside Industries, Inc. The change order, totaling an additional $58,983.23, is required to expand the paving width, seal surface cracks, repair a broken culvert, and remove the installation of plastic drainage markers from the contractor's scope of work. The total revised contract amount is $1,171,566.88, and the project is fully funded by a state grant.

Key Points

  • Change Order No. 1 adds four components to the original contract (Project No. 1802096, CRAB R.A.P. Project No. 1622-01).
  • Part 1 (Change of Planing and Paving Width): Increases the total planing width from 24 feet to 25 feet to completely remove the existing chip seal surface, requiring additional pavement and temporary traffic control.
  • Part 2 (Crack Sealing): Adds sealing of cracks in the existing asphalt shoulders using Hot Applied Sealant for 3,225 linear feet.
  • Part 3 (Culvert Pipe Repair): Repairs an existing broken concrete culvert in the northbound lane of Center Road (sta. 761+30) which is seeping stormwater onto the pavement. This repair includes installing 13 L.F. of new 6" diam. PVC culvert drain pipe.
  • Part 4 (Plastic Drainage Marking): Deletes the installation of plastic drainage markers ($6,496.00 reduction) from the contractor's duties; this work will be performed by County Forces along with the installation of culvert numbers.
  • The Change Order does not add any working days to the original contract time of 25 working days.

Financials

  • Original Contract Amount: $1,112,583.65
  • Estimated Net Change (Addition): $58,983.23
  • Revised Contract Total: $1,171,566.88
  • Funding Source: 100% financed by a County Road Administration Board (CRAB), Rural Arterial Program (R.A.P.) State grant.
  • Cost breakdown of net additions:
    • Part 1 (Planing, Asphalt, Traffic Control): $21,892.23
    • Part 2 (Crack Sealing): $26,325.00
    • Part 3 (Culvert Pipe Repair): $17,262.00
    • Part 4 (Deletion of Drainage Marking): -$6,496.00
  • Total Estimated Net Cost Change: $58,983.23

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-06-10: Change Order No. 1 endorsed by Lakeside Industries, Inc.
  • 2024-06-17: Agenda date for Board authorization.

Next Steps

Public Works recommends that the Board authorize Change Order No. 1 with Lakeside Industries, Inc., and return two originals to Public Works for further processing.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • John Wayand - Project Manager
  • Lakeside Industries, Inc. - Contractor
  • Mark McCauley - County Administrator

Agreement for Disability Website Maintenance (JC Choices)

Topic Summary

Jefferson County Public Health (JCPH), Developmental Disabilities Program, is seeking approval for a Professional Services Agreement (PSA) with Cold Pizza/Creative-LLC to update and maintain the informational website for disability resources, "JC Choices." This one-year contract, valued at $4,950.00, aims to ensure the website remains current, accurate, and promoted on social media, serving as a critical information resource for the community.

Key Points

  • The agreement covers the period of July 1, 2024, through June 30, 2025.
  • Cold Pizza/Creative-LLC is designated as a Sole Source Provider for this service.
  • The contractor's scope of work includes:
    • Electronically scanning all website pages for broken/outdated links twice a month.
    • Individually reviewing and correcting information errors twice a month.
    • Adding new disability resources and web pages when discovered or requested by the DD/BH County Coordinator.
    • Providing an email address on the website for external entities (providers/agencies/businesses) to submit updated resources.
    • Creating and sending bi-monthly social media graphics/posts promoting the site to the Public Health Communications Team.
  • The Intellectual/Developmental Disabilities Advisory Board supports this service.

Financials

  • Total contract amount: $4,950.00 (Not to exceed this total without written amendment).
  • Funding Source: County Developmental Disabilities (DD) Program budget, identified as Community Information and Education and/or County DD funding (Fund #127).
  • The contract is intended to be ongoing, provided there is sufficient County DD Program funding.
  • Budget breakdown:
    • Website Updates & Maintenance: $4,500.00 ($75.00/hour x 5 hours/month for 12 months)
    • Facebook and Instagram Posts: $450.00 ($75.00/hour x 1 hour for 6 months: July, Sept, Nov 2024; Jan, March, May 2025)

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-07-01: Agreement commencement date.
  • 2025-06-30: Agreement end date.
  • Payments: Invoices must be submitted by the 5th of the month for the previous month's expenses.

Next Steps

Jefferson County Public Health requests approval of the Professional Services Agreement with Cold Pizza/Creative LLC.

Sources

  • Apple Martine - Director (Public Health)
  • Anna McEnery - DD & BH Coordinator (Public Health)
  • Cold Pizza/Creative-LLC - Contractor
  • Emily Sesso - Contractor Representative (Owner of Cold Pizza Creative LLC)
  • Mark McCauley - County Administrator

Washington State Department of Natural Resources (DNR) 1st Quarter County Income Report

Topic Summary

The Washington State Department of Natural Resources (DNR) presented an update on the 1st Quarter County Income Report for Jefferson County, summarizing revenue generated from state forestlands, primarily through timber sales. The report indicated higher than expected revenues for the quarter, and detailed the estimated remaining value of timber sales currently under contract.

Key Points

  • DNR manages over 600,000 acres of state forestlands in Washington, which generate revenue for counties and local services.
  • All revenue (timber and non-timber sources) distributed to Jefferson County during Calendar Quarter 1 (January 1 - March 31, 2024) totaled $116,813.96.
  • All revenue accrued for Jefferson County as of March 31, 2024, totaled $29,481.00 (recognized when invoiced).
  • The Net Value of State Forestland timber under contract in Jefferson County as of March 31, 2024, is $879,739.57.
  • DNR staff noted that revenues came in "higher than expected" for the 1st Quarter.
  • Ongoing timber sales under Lump Sum contracts (estimated remaining distribution to the County):
    • Mt. Jupiter Access: $19,008.61 (Contract End Date: 10/31/2024)
    • Penny Wise: $854,532.97 (Contract End Date: 10/31/2025)
  • One Scale Sale contract, Center-21-Thinning, has already distributed $249,507.72, exceeding its estimated total sale value ($245,887.29).
  • A Lump Sum sale titled "Unadjusted" is projected to be sold in 2024 (Date: 11/13/2024) with a total value to the county of $699,750.

Financials

  • Distributed Revenue (Q1 2024): $116,813.96
  • Accrued Revenue (2024 YTD): $29,481.00
  • Estimated Remaining Net Value of Timber Under Contract: $879,739.57
  • Sales Projected to be Sold in FY 2024 (Unadjusted Lump Sum): $699,750.00 (100% value to county, projected distribution $210,917 in Q4).
  • Historical context: Total value to county for key existing sales is estimated at $2,976,085, across sales totaling $5,923,189.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-01-01 to 2024-03-31: Period for DNR 1st Quarter County Income Report.
  • 2024-06-17: Update presentation date.
  • 2024-10-31: Contract End Date for Mt. Jupiter Access and Center-21-Thinning (Scale Sale).
  • 2025-10-31: Contract End Date for Penny Wise.
  • 2024-11-13: Projected sale date for "Unadjusted" Lump Sum Sale.

Next Steps

No action required by the Board. DNR staff answered questions posed by the Board.

Sources

  • David Hurn - DNR Olympic Region Management Forester
  • Jeff Chapman - Jefferson County Assessor
  • Stacie Prada - Jefferson County Treasurer
  • Brian Turner - DNR Staff
  • Renee - DNR Staff

Hearing re: New Burn Regulation Ordinance (Fire Danger Risk and Restriction Model)

Topic Summary

The Board of County Commissioners (BOCC) held a hearing to consider adopting a new ordinance (Ordinance No. 04-0617-24) to repeal and replace the existing burn regulations (Resolution No. 42-05). The new regulation establishes Jefferson County Code (JCC) Chapter 8.72, introducing a graduated Fire Danger Risk Rating System with corresponding restrictions to formally enhance and modernize burn regulation primarily for protection against high wildfire danger.

Key Points

  • The ordinance establishes new JCC Chapter 8.72 to regulate outdoor burning, bonfires, and recreational fires in unincorporated Jefferson County.
  • It institutes a new graduated fire danger risk model with five corresponding restriction levels: Stage 1 (Low, green), Stage 2 (Moderate, blue), Stage 3 (High, yellow), Stage 4 (Very-high, orange), and Stage 5 (Extreme, red).
  • A key provision is a recurring annual minimum Stage 2 (Moderate) restriction effective July 1 through September 30 of each year, unless modified by the Fire Marshal.
  • The County Fire Marshal, in consultation with the Fire Chief’s Association, is granted the authority to set or alter danger levels and restrictions, with notification to the BOCC.
  • Restrictions prohibit certain activities at various stages:
    • Stage 3 prohibits the use of charcoal briquettes (except in pre-made devices at residences), target shooting outside gun ranges, exploding targets, and incendiary ammunition.
    • Stage 4 prohibits nearly all outdoor burning and open flame devices without a permit, except for commercially made listed and labeled propane/pellet barbeques and indoor stoves/fireplaces.
    • Stage 5 prohibits all outdoor burning, discharge, and fire-related activity, including barbeque devices.
  • Enforcement includes both misdemeanor (fine up to $1,000 and/or 90 days jail) and civil infraction penalties ($1,000 for first violation, $2,000 for subsequent violations).
  • Enforcement is the discretion of the County Sheriff or their designee, consulting with the County Fire Marshal or local fire officials. Enforcement emphasizes public awareness and voluntary compliance first.
  • The ordinance includes an appeal process through the Hearing Examiner for ongoing violations (Appendix B).
  • Language regarding fireworks (Chapter 8.75 JCC) is specifically stated to be unaffected and does not delay implementation of this ordinance.

Financials

  • No direct fiscal impacts associated with this ordinance, although staff indicates "efficiency would be improved."
  • Expenses for responding to and/or fighting fires caused by violations are a debt collectable from the responsible party.

Alternatives

None specified.

Community Input

  • Shellie Yarnell (51 Morgan Lane, Brinnon): Provided hearing testimony.
  • Tom Thiersch (Unincorporated Jefferson County): Provided hearing testimony.
  • Jefferson County Undersheriff Andy Pernsteiner: Provided comment related to a scrivener’s error in the violations and penalties section (8.72.050(2)(a)), which was revised accordingly in the draft.

Timeline

  • 2022: Efforts to formalize burn regulations began.
  • 2024-04-01: First BOCC workshop on new regulations.
  • 2024-05-06: Second BOCC workshop on new regulations.
  • 2024-06-05 & 06-12: Hearing notice published twice.
  • 2024-06-17: Public hearing held, ordinance adopted.
  • 2024-07-01 (annually): Annual minimum Stage 2 Moderate risk restriction begins.

Next Steps

The BOCC unanimously moved to adopt ORDINANCE NO. 04-0617-24 (Repealing and Replacing Resolution No. 42-05 and Establishing Updated Regulations for Outdoor Burning, Bonfires and Recreational Fires in Unincorporated Jefferson County), with corrections to scrivener errors as outlined during the meeting. The ordinance takes effect immediately upon adoption.

Sources

  • Phil Cecere - Building Official Fire Marshal
  • Brian Tracer - Deputy Fire Marshal
  • Philip Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Melissa Pleimann - Staff
  • Andy Pernsteiner - Jefferson County Undersheriff

American Legion Emergency Shelter Lease and MOU

Topic Summary

The Board discussed and took action regarding the contractual framework necessary to transition the Emergency Shelter operations at the American Legion building. This framework involves the County signing a lease agreement with the American Legion Post #26 and a Memorandum of Understanding (MOU) outlining operational details with Bayside Housing and Services, which is stepping up as the new shelter operator. The agreements are contingent upon finalizing a funding agreement with Bayside and securing a conditional use permit from the City of Port Townsend.

Key Points

  • The current lease for the Emergency Shelter with OlyCAP is set to expire on June 30, 2024.
  • The County is working with the American Legion Marvin G. Shields Post #26 (LANDLORD) for a lease of part of their basement property at 209 Monroe St., Port Townsend.
  • Bayside Housing and Services (Bayside) has agreed in principal to operate the shelter and is party to the tri-party MOU (Exhibit B).
  • The lease term is July 1, 2023 [sic - likely an error in the document, as the current lease expires June 30, 2024] to June 30, 2024.
  • The effectiveness of the lease and MOU is contingent on two conditions:
    1. Execution of a funding agreement between the County and Bayside.
    2. Issuance of a conditional use permit by the City of Port Townsend.
  • Post #26 and the County need the lease and MOU signed by them to assist Post #26's general membership meeting review and enable the application for the conditional use permit.
  • Lease Details (County as TENANT):
    • Monthly rent: $1,750.00.
    • Utility reimbursement by County: 75% for water/sewer and garbage/recycle; 80% for propane; 50% for pest control.
    • Cost of fire suppression system maintenance/repair shared equally (50/50).
    • Permitted use: Shelter consistent with City permits, intended for single adults 18+ and legally emancipated minors.
  • MOU Details (Bayside as Operator):
    • Term: July 1, 2024 through July 1, 2025.
    • Capacity: 32 maximum occupancy (22 Unrestricted, 2 Sick/Special Use, 4 Set-Aside for local residents, 4 Overflow). Maximum under Building Code is 48 persons.
    • Operational Model: "Clean and Sober."
    • Eligibility: Persons 18+ who are homeless (RCW 43.185C.010(12)) AND a military veteran, vulnerable adult, cognitively/physically disabled, age 65+, or victim of violent crime/domestic violence.
    • Exclusion: Known convicted sex offenders and persons under 18 years of age are prohibited.
    • Responsibilities: County provides overall stewardship and funding; Bayside handles coordination, staffing, volunteer management, permitting, and minor maintenance.
    • Parking: No guest parking on Post #26 property. Paid/volunteer staff limited to two vehicles on Post #26 property.

Financials

  • Monthly Rent: $1,750.00.
  • Financial details of the funding agreement with Bayside are still unknown, and the "fiscal impact of entering into the lease and MOU cannot be determined until there is a final funding agreement."
  • Commissioner Dean expressed concern that future funds for the shelter may need to be redirected from other projects.
  • Bayside is working on lowering their contract amount for management of the Emergency Shelter.
  • Additional funds would be needed to make this shelter happen due to current funding capacity limitations.

Alternatives

None specified.

Community Input

  • Four members of the public provided testimony during the public comment period, followed by a staff response.

Timeline

  • 2024-06-30: Current lease with OlyCAP set to expire.
  • 2024-07-01: Proposed start date for the new MOU.
  • 2025-07-01: Proposed end date for the new MOU.
  • Date of meeting (June 17, 2024): BOCC motion to sign finalized documents.

Next Steps

Commissioner Brotherton moved that the BOCC sign the lease and appendixes (including guest rules and the MOU) as amended during the meeting, for presentation to the American Legion and Bayside Housing. The motion carried unanimously. Chief Civil Deputy Prosecuting Attorney Philip Hunsucker will work with staff to finalize documents for signature.

Sources

  • Greg Brotherton - County Commissioner
  • Philip Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Kate Dean - Commissioner
  • Heidi Eisenhour - Commissioner
  • Marvin G. Shields Post #26 of the American Legion (Post #26) - Landlord
  • Bayside Housing and Services (Bayside) - Operator

Grant Applications for Dosewallips Powerlines and Rocky Brook Final Design Projects

Topic Summary

Jefferson County Public Health requested a workshop to discuss two grant applications submitted to the Recreation and Conservation Office (RCO) for the final design phases of salmon habitat restoration projects: Dosewallips Powerlines Final Design (RCO #24-1095) and Rocky Brook Final Design (RCO #24-1096). These projects aim to improve spawning and rearing habitat for salmon, including Hood Canal Summer Chum and Mid Hood Canal Chinook salmon, by utilizing engineered log jams (ELJs) and side channel work.

Key Points

  • The projects seek grant assistance from the RCO (via the Hood Canal Coordinating Council Lead Entity) for final design work only; no construction is included in these particular applications.
  • Both projects will engage landowners, local Tribes, stakeholders, and the broader community through ongoing Dosewallips River Collaborative meetings.
  • Project designs will incorporate climate-influenced flow and channel migration projections and must meet all FEMA requirements.
  • Dosewallips Powerlines Reach (RM 1.3 - 1.8): The goal is to complete final design for ELJ placement to restore floodplain functions and increase habitat quantity and complexity. The preliminary design phase is currently underway.
  • Rocky Brook Reach (RM 3.6 – 4.0): The objectives are to complete preliminary and final design for a pilot project in the lower portion of the reach, using ELJs and side channel excavation/enhancement to promote self-sustaining habitat forming floodplain processes.
  • Authorization Resolution (No. 33-0617-24R): The resolution authorizes specific positions to legally bind Jefferson County concerning these RCO grant projects.
    • Natural Resources Program Coordinator is authorized to sign the grant application and act as the day-to-day project contact.
    • The Board of Commissioners is authorized to sign the RCO Grant Agreement, Agreement amendments, and authorizing property/real estate documents.

Financials

  • No matching contribution is required for either of these grant applications (a change from previous years).
  • Project #24-1095 (Powerlines Final Design) is pending final design costs of $121,000.
  • Project #24-1096 (Rocky Brook Final Design) is pending preliminary and final design costs of $286,000.
  • The costs for approving the workshop session were negligible.

Alternatives

None specified.

Community Input

  • The Hood Canal Coordinating Council (HCCC) participated in the scoring and ranking of the projects (noted by Commissioner Dean).

Timeline

  • Future (later this year): If selected, RCO agreements will be submitted for BoCC consideration.

Next Steps

The Board unanimously approved RESOLUTION NO. 33-0617-24R, authorizing specific person(s) to act as the Authorized Representative/Agent for the Dosewallips Powerlines Final Design and Rocky Brook Final Design projects (#24-1095 and #24-1096), to comply with RCO requirements.

Sources

  • Tami Pokorny - Natural Resources Program Coordinator
  • Tim Abbe - Natural Systems Design (NSD, present at workshop)
  • Hood Canal Coordinating Council Lead Entity

Salmon Sustainability and Coast Salmon Partnership's Roles

Topic Summary

A presentation was given by the Coast Salmon Partnership (CSP) to the Board on the topic of salmon sustainability, CSP's regional role, and its priorities for the Washington Coast. The presentation emphasized that salmon recovery is a collaborative effort involving various jurisdictions, and that County regulations and voluntary restoration programs are crucial to habitat protection.

Key Points

  • The Coast Salmon Partnership (CSP) serves as the regional salmon recovery organization for Washington’s Pacific coast, covering all watersheds from Cape Flattery to Cape Disappointment.
  • CSP's core goal is to facilitate collaborative decision-making to support salmon restoration and sustainability.
  • The organization works with a network of partners, including Tribes, state agencies, local governments, and watershed groups (lead entities), who implement restoration projects.
  • Key components of the Washington Coast Sustainable Salmon Plan include:
    • Education and outreach.
    • Protection and restoration of habitat.
    • Supporting hatchery and harvest practices consistent with wild salmon sustainability.
    • Using economic tools.
    • Improving regulatory effectiveness.
  • County-directed regulations, such as critical area ordinances, play an important role in protecting salmon habitat.
  • CSP works with the four coastal watershed groups that develop and rank salmon restoration projects for public funding.
  • Topics for future collaborative work with Jefferson County include climate resiliency and potential additional Endangered Species Act (ESA) listings.

Financials

  • The costs for approving this workshop were negligible.

Alternatives

None specified.

Community Input

None specified.

Timeline

None specified.

Next Steps

This session was a presentation/workshop, and no action was required or taken on the policy or organizational direction of CSP.

Sources

  • Mara Zimmerman, Executive Director - Coast Salmon Partnership (CSP)
  • Tami Pokorny - Natural Resources Program Coordinator (JCPH)

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