MEETING: Commissioners Meeting at Mon, Jun 24, 09:00 AM

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MEETING SUMMARY: Jefferson County Board of Commissioners

Date: 2024-06-24

Metadata

  • Time Range: [00:00:00–00:00:00] (Procedural)
  • Agenda Item: Consent Agenda (Items 1 through 7)
  • Categories: operations, budgeting, contracts, infrastructure, planning, services

Topic Summary

The Board adopted the Consent Agenda, which included the approval of meeting minutes, various certifications for federal grant compliance, a key operational agreement for the Fairgrounds, an infrastructure repair contract for the Animal Shelter, and two resolutions for road infrastructure grant applications.

Key Discussion Points

  • Limited discussion; items addressed primarily through supporting materials.

Public Comments

No public comment on this topic.

Supporting Materials Referenced

The agenda packet contained detailed documentation for all items, including: - Resolution No. 34-0624-24R (West Valley Road Closure). - Agreement for the Early Learning and Family Support Center CDS funding certifications. - Operating Agreement for the Jefferson County Fairgrounds. - Agreement re: Animal Shelter Improvements with West Sound Company General Contractors. - Resolution No. 35-0624-24R (FBRB-RCO Grant Application for Center Road Fish Barrier Removal).

Financials

Several financial actions were approved through the Consent Agenda: - Contract expenditure of $40,665.60 for the Animal Shelter repairs, funded by the 2024 capital budget (Fund # 301-000-010). - Authorization to apply for an FBRB Grant for the Center Road Fish Barrier Removal project, with an estimated planning/design cost of $594,000 ($504,900 from FBRB and $89,100 from NFPP).

Alternatives & Amendments

No alternatives discussed.

Outcome, Vote, and Next Steps

  • Decision: The Consent Agenda, including all items listed, was approved.
  • Vote: Unanimous.
  • Next Steps:
  • - Public Works: Proceed with temporary closure of West Valley Road (County Road No. 514109) at MP 2.6 between July 15 and September 13, 2024.
  • - Grants Administrator: Sign and submit all required USDA certifications for the $1.375 million Early Learning and Family Support Center CDS grant.
  • - Public Works: Submit the grant application for the Center Road Fish Barrier Removal project.
  • - Central Services: Execute the contract with West Sound Company General Contractors for Animal Shelter improvements.

Dabob Bay Natural Area Expansion Letter of Support

Metadata

  • Time Range: [00:00:00–00:00:00] (Based on packet context)
  • Agenda Item: Not Stated (Informational/Directional for letter)
  • Categories: land use, planning, other

Topic Summary

The Board approved sending an updated letter of support to the Washington State Department of Natural Resources (DNR) endorsing the expansion of the Dabob Bay Natural Resource Conservation Area (NRCA). The Board specifically requested the inclusion of an additional 160-acre parcel, known as "West Dabob," to enhance forest connectivity, protect habitat, and utilize the Trust Land Transfer (TLT) process for compensation to junior taxing districts.

Key Discussion Points

  • The proposed expansion utilizes Climate Commitment Act (CCA) funding to protect 671 acres of older forest, which is offset by replacement acquisitions for DNR Timber Trust lands, resulting in more productive land for County beneficiaries.
  • Commissioner Eisenhour: Noted the Coyle Community Center meeting was well attended by approximately 50 individuals, with most attendees supporting the expansion proposal.
  • The Board supports the expansion as a practical means for long-term stewardship and eligibility for future protection through TLT or CCA.
  • The requested addition of the 160-acre West Dabob parcel is intended to better ensure the long-term conservation of a marbled murrelet site and prevent habitat fragmentation.

Public Comments

  • Peter Bahls: Provided testimony, sharing maps and explaining points of interest regarding the proposed expansion area.
  • Sarah Spaeth: Provided testimony.

Supporting Materials Referenced

The discussion was based on the staff report detailing the proposed Dabob Bay NRCA expansion and the rationale for utilizing CCA funding and the TLT process.

Financials

No financial information discussed, as the action was a letter of support. The supporting analysis indicated the DNR TLT and CCA mechanisms would result in more future revenue for Jefferson County tax districts.

Alternatives & Amendments

The action itself constituted an amendment to the original proposal by requesting the addition of the 160-acre "West Dabob" parcel.

Outcome, Vote, and Next Steps

  • Decision: Approved signing and sending the letter of support for the DNR expansion proposal, including the addition of the 160-acre West Dabob parcel.
  • Vote: Unanimous.
  • Next Steps:
  • - County Administrator/Staff: Finalize and send the approved letter to the Washington State Department of Natural Resources.

Operating Budget Proposal for American Legion Emergency Shelter (Bayside Housing & Services)

Metadata

  • Time Range: [00:00:00–00:00:00] (Based on packet context)
  • Agenda Item: Not Stated (Executive Direction)
  • Categories: services, budgeting, contracts

Topic Summary

The Board reviewed the annual operating budget of $345,711.40 proposed by Bayside Housing & Services, the designated operator to take over the American Legion Emergency Shelter after OlyCAP ceases operations on June 30, 2024. Following discussion of the significantly higher budget, which includes $299,710.40 for Bayside operations and $46,001.00 for County lease costs, the Board authorized Commissioner Brotherton to finalize and sign the Professional Services Agreement (PSA) with Bayside.

Key Discussion Points

  • Bayside’s proposed budget covers 365 days of operation, with 16.00 hours per day (4:00 p.m. to 8:00 a.m. coverage).
  • The total annual cost is projected at $345,711.40, equating to an estimated average cost of $47.36 per person per day based on a 20-guest average.
  • Key components of Bayside's $299,710.40 budget include $192,280.00 for salaries (4.0 FTE) and $57,684.00 for benefits.
  • County-estimated costs for the lease include $21,000.00 in rent and $15,000.00 for repairs (toilets and showers).
  • Bayside had previously indicated that they would decline to operate the shelter if the County did not accept their budget proposal.
  • A Customer Assistance Meeting (CAM) with the City of Port Townsend is scheduled for June 26, 2024.

Public Comments

  • One comment was received during the public comment period related to continued discussion on the Bayside Housing and Services budget proposal.

Supporting Materials Referenced

Staff report provided breakdown of the total $345,711.40 annual cost, separating contracted operator costs from County costs under the lease agreement.

Financials

  • Total Combined Projected Annual Budget: $345,711.40.
  • Bayside Operating Budget: $299,710.40.
  • County Lease/Repair Costs: $46,001.00.

Alternatives & Amendments

The budget review acknowledged the explicit alternative of the shelter shutting down "for the summer months" if Bayside’s budget proposal was not accepted.

Outcome, Vote, and Next Steps

  • Decision: Commissioner Brotherton was authorized to finalize and sign a Professional Services Agreement (PSA) with Bayside Housing & Services for shelter management.
  • Vote: Unanimous.
  • Next Steps:
  • - Commissioner Brotherton: Finalize and execute the PSA with Bayside Housing & Services.

Operating Agreement for the Jefferson County Fairgrounds

Metadata

  • Time Range: [00:00:00–00:00:00] (Consent Agenda Item 4)
  • Agenda Item: Consent Agenda Item 4
  • Categories: contracts, services, budgeting, operations

Topic Summary

The Board approved a new Operating Agreement with the Jefferson County Fair Association, effective through December 31, 2027. This contract designates the Fair Association as the exclusive manager of the Fairgrounds and the Fair, mandates new risk reduction policies (bylaws, insurance, conflict of interest), and significantly increases the annual financial support from the County to $100,000 per year.

Key Discussion Points

  • Limited discussion; item addressed primarily through supporting materials.
  • The agreement supersedes and terminates prior Community Services Funding agreements from 2019 and 2022.
  • The Fair Association must develop and adopt comprehensive Policies (non-discrimination, Risk Management, Conflict of Interest) and revised bylaws, all subject to County Administrator approval, within one year.
  • The Association is responsible for all utility costs, fees, taxes, and routine maintenance.
  • Revenue from the long-term cell antenna installation lease will be paid to the Fair Association.

Public Comments

No public comment on this topic.

Supporting Materials Referenced

The signed Operating Agreement which specifies $100,000 in annual funding from the Community Services Department of the General Fund (Fund # 001-068) for 2023 through 2027.

Financials

  • Annual financial support from the County: $100,000 per year (Totaling $500,000 over five years).
  • Funding Source: Community Services Department of the General Fund.

Alternatives & Amendments

No alternatives discussed.

Outcome, Vote, and Next Steps

  • Decision: Approved the new Operating Agreement for the Jefferson County Fairgrounds.
  • Vote: Approved via Unanimous Consent Agenda.
  • Next Steps:
  • - Fair Association: Revise bylaws and develop new Operations Policies for County Administrator approval within one year of the effective date.
  • - County Finance: Process any unpaid 2023 funds within 30 days.

Sewer Utility Code for Irondale and Port Hadlock Urban Growth Area (PHUGA)

Metadata

  • Time Range: [00:00:00–00:00:00] (Briefing date)
  • Agenda Item: Not Stated (Public Works Briefing)
  • Categories: infrastructure, ordinances, operations, services

Topic Summary

Public Works staff provided a detailed briefing on the draft Jefferson County Sewer Utility Code (JCC Chapters 13.01–13.09) necessary for the operation of the new PHUGA Sewer System. The staff outlined the key components of the code, which includes connection requirements, sewer charges, and low-income rate programs. The presentation culminated in outlining a roadmap for future Board workshops and ultimate adoption, with a target Public Hearing in September 2024.

Key Discussion Points

  • The proposed code, developed through research into other jurisdictions, establishes the new utility, defines staff authority, and details connection policies (Ch. 13.04) and fee structures (Ch. 13.05).
  • Staff confirmed outreach efforts have been completed with property owners, stakeholders, and non-profits (Habitat for Humanity, OlyCAP, Bayside Housing) regarding low-income utility programs.
  • Public Works also met with PUD No. 1 concerning the administration of customer billing and low-income programs.
  • Key areas requiring further Board workshop time are the Connection Policy and the proposed Rates, Charges, and Fees, including the Low Income Program.

Public Comments

Community input has involved "ground truthing" the financial analysis and code language through individual meetings with property owners and non-profits.

Supporting Materials Referenced

Staff report providing an overview of the nine chapters of the proposed Sewer Utility Code.

Financials

No financial information discussed during the briefing itself. Future adoption of the code will impose user charges to fund system operation, following the construction which received "unprecedented amounts of State and Federal grant funds."

Alternatives & Amendments

No alternatives discussed.

Outcome, Vote, and Next Steps

  • Decision: No action taken; item was informational.
  • Next Steps:
  • - BOCC/Public Works: Scheduled the next discussion for July 15, 2024 (2:00 p.m. to 3:30 p.m.) to review connections and fees.
  • - BOCC/Public Works: Schedule proposed Workshops/Special Meetings in July and August 2024 to review Chapters 13.04 and 13.05, and remaining code sections.
  • - BOCC/Public Works: Proposed Public Hearing for the Sewer Utility Code in September 2024.

Acquisition of Conservation Futures Funds (Humbleberry Farm & Tarboo Wildlife Preserve)

Metadata

  • Time Range: [00:00:00–00:00:00] (Public Hearing date)
  • Agenda Item: Public Hearing
  • Categories: land use, planning, budgeting

Topic Summary

The Board held a public hearing regarding the dispersal of 2024 Conservation Futures Funds, totaling $280,000. Based on the Conservation Futures Citizen Oversight Committee (CFCOC) recommendation, the Board approved resolutions fully funding the Northwest Watershed Institute’s (NWI) Tarboo Wildlife Preserve – West Slope Forest Addition and partially funding the Jefferson Land Trust’s Humbleberry Farm Project, while the Deerfoot Forest project was not funded due to low scoring.

Key Discussion Points

  • Three applications were reviewed: Deerfoot Forest (61.0%), Humbleberry Farm (74.7%), and Tarboo Wildlife Preserve (78.9%), with the latter two meeting the 70% minimum eligibility score.
  • Tami Pokorny (Natural Resources Program Coordinator): Noted that while all projects are worthy, Deerfoot Forest did not score well overall.
  • Tarboo Wildlife Preserve (NWI): Funding is critical because failure to acquire the property this year might result in its clear-cut by Rayonier, jeopardizing subsequent eligibility for USFWS National Coastal Grant funding. The County's $150,000 dedication is contingent on NWI retaining up to 60% of the existing timber.
  • Humbleberry Farm Project (Jefferson Land Trust): The remaining funds were dedicated to this project, which aims to acquire conservation easements on 50.9 acres of productive farmland in the Quilcene Bay watershed.

Public Comments

  • Sarah Spaeth: Provided testimony.
  • Peter Bahls (NWI Sponsor): Provided testimony and expressed gratitude, noting that even small funding amounts help secure larger grants.

Supporting Materials Referenced

The DCD review and the CFCOC recommendation, citing a finding that the funded projects do not negatively impact housing or employment growth, though they would preclude 11 total theoretical residential units.

Financials

  • Total Available Funds: $280,000.
  • Tarboo Wildlife Preserve (NWI): Up to $150,000 dedicated, requiring an 82% matching contribution.
  • Humbleberry Farm Project (Jefferson Land Trust): Up to $130,000 dedicated (including up to $12,000 for Operations and Maintenance), requiring an 82% matching contribution.
  • All funds must be requested for reimbursement within three years, or the dedication may be nullified.

Alternatives & Amendments

The CFCOC recommended the alternative of partially funding Humbleberry Farm with the residual balance after fully funding Tarboo, rather than proportional funding or funding all three projects.

Outcome, Vote, and Next Steps

  • Decision: Approved two resolutions for the dedication of funds.
    • RESOLUTION NO. 36-0624-24R: Dedication of $150,000 to the Tarboo Wildlife Preserve – West Slope Forest Addition Project.
    • RESOLUTION NO. 37-0624-24R: Dedication of up to $130,000 to the Humbleberry Farm Project.
  • Vote: Unanimous.
  • Next Steps:
  • - NWI/Jefferson Land Trust: Submit for reimbursement within three years, ensuring sufficient matching funds are secured.

Settlement of Litigation Against Department of Social Health Services (DSHS)

Metadata

  • Time Range: [00:00:00–00:00:00] (Procedural)
  • Agenda Item: Not Stated (Executive Direction)
  • Categories: services, other

Topic Summary

The Board authorized County Administrator Mark McCauley to sign a Memorandum of Understanding (MOU) that settles the litigation filed by the Washington State Association of Counties (WSAC) and Jefferson County against the Department of Social and Health Services (DSHS). The MOU formalizes DSHS's court-mandated compliance with statutory duties concerning mental competency evaluations and advance notice of release, allowing the lawsuit to be dismissed without prejudice while minimizing appeal risk.

Key Discussion Points

  • The lawsuit sought to compel DSHS compliance with RCW 10.77.086(7) and RCW 71.05.425 related to mental health commitment duties.
  • The Preliminary Injunction achieved by the lawsuit required DSHS to perform these duties and is currently being honored.
  • The MOU stabilizes cooperation agreements between the State and Counties, allowing DSHS to dismiss its appeal and the County to dismiss the case "without prejudice," meaning the County can refile if DSHS becomes non-compliant in the future.

Public Comments

  • One public comment was received, which Chair Dean responded to before calling for the vote.

Supporting Materials Referenced

Memorandum from the Chief Civil Deputy Prosecuting Attorney outlining the terms of the settlement and the benefit of dismissing "without prejudice."

Financials

  • The litigation was funded by WSAC.
  • The settlement is expected to have a "minimal positive effect" on PAO resources and "slight increase in the capacity of the Chief Civil DPA."

Alternatives & Amendments

The alternative considered and rejected was facing the "small risk of reversal" on DSHS's appeal of the preliminary injunction, which signing the MOU avoids.

Outcome, Vote, and Next Steps

  • Decision: Authorized County Administrator Mark McCauley to sign the MOU on behalf of the County.
  • Vote: Unanimous.
  • Next Steps:
  • - Mark McCauley, County Administrator: Execute the MOU with DSHS.

State and Federal Legislative Priorities Workshop

Metadata

  • Time Range: [00:00:00–00:00:00] (Workshop date)
  • Agenda Item: Workshop
  • Categories: operations, budgeting

Topic Summary

The Board held a legislative workshop to discuss State and Federal advocacy priorities and restructure the relationship with their lobbying firm, Strategies 360 (S360), due to Commissioner Dean’s scheduled departure at the end of 2024. The workshop focused on effective utilization of lobbying services, establishing a new Board contact, and reviewing available S360 staff and their methods for securing funding (e.g., for road projects, Port Hadlock sewer, and Congressionally Directed Spending).

Key Discussion Points

  • The turnover at S360 was noted, with the introduction of new staff (Stephanie Wright, D.C. lobbyist) and the return of Paul Berendt, who previously worked with the County for 13 years. Kelsey Hulse is scheduled to depart at the end of the current week.
  • The discussion focused on the necessity of appointing a new, effective primary Board contact for S360 following Commissioner Dean’s departure.
  • S360’s advocacy methodology includes coalition building, direct constituent education, and utilizing existing program funding as well as member-requested appropriations.

Public Comments

No public comment on this topic.

Supporting Materials Referenced

Briefing materials on the structure and methods of government relations firm Strategies 360.

Financials

No financial information discussed during the workshop, as the item was informational.

Alternatives & Amendments

No alternatives discussed regarding the use of the lobbying firm.

Outcome, Vote, and Next Steps

  • Decision: No action taken; item was a workshop for discussion.
  • Next Steps:
  • - BOCC: Appoint a new primary point of contact for Strategies 360 to replace Commissioner Dean by the end of 2024.
  • - BOCC/County Administrator: Determine the structure for defining and communicating upcoming legislative priorities.