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

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Temporary Closure of West Valley Road (County Road No. 514109) at MP 2.6

Topic Summary

The Board of Commissioners is requested to approve a resolution for the temporary closure of West Valley Road at Mile Post (MP) 2.6. This closure is necessary to remove and replace the Naylors Creek culvert as part of the Naylors Creek at West Valley Road and Gibbs Lake Road Culvert Replacements project. The existing culvert is in poor condition and acts as a barrier to fish passage, requiring replacement with a larger structure and stream channel regrading, necessitating the closure of the road to all traffic.

Key Points

  • The culvert at Naylors Creek on West Valley Road (County Road No. 514109, MP 2.6) requires replacement due to poor condition and being a barrier to fish passage.
  • The replacement requires a larger structure and regrading of a section of the stream channel.
  • The roadway must be closed to vehicular, pedestrian, and bicycle traffic for up to six consecutive weeks.
  • Closure will begin no earlier than 9:00 AM on July 15, 2024, and end no later than 5:00 PM on September 13, 2024.
  • The road will reopen sooner if work advances far enough to ensure safety.
  • If construction is not finished within the six-week period, remaining work will be completed using traffic control measures resulting in a maximum 15-minute delay to motorists, rather than continued closure.
  • Advanced notification signs will be placed at the worksite starting 7 days before the closure.
  • Notifications about the finalized closure schedule will be sent to the Jefferson County Sheriff’s Office, Department of Emergency Management, Jefferson Transit, US Postal Service, Washington State Patrol, East Jefferson Fire and Rescue, and Chimacum School District.
  • Alternate routes are available to the motoring public, as stated in the resolution.

Financials

  • The resolution itself does not require spending funds above the cost already included in the relevant project budget.

Alternatives

  • None specified.

Community Input

  • None specified in the provided documents related to this specific topic.

Timeline

  • June 24, 2024: Agenda Date for Board of Commissioners to execute the Resolution.
  • July 15, 2024 (9:00 AM): Earliest date the temporary closure may commence.
  • September 13, 2024 (5:00 PM): Latest date the temporary closure will end.

Next Steps

The Board is requested to execute the attached Resolution for Temporary Road Closure (Resolution No. 34-0624-24R) and return a copy to Public Works for further processing.

Sources

  • Monte Reinders, Public Works Director/County Engineer
  • Bruce D. Patterson, Project Manager
  • RCW 47.48 (Authorizes closure of roads)

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

Topic Summary

The County is working to finalize arrangements for the operation of the American Legion Emergency Shelter, which will be managed by Bayside Housing & Services after OlyCAP ceases operations on June 30, 2024. Bayside has proposed a total annual operating budget of $345,711.40, which is substantially higher than previous years' costs. The Board discussed the budget components and financing before authorizing finalization of the Professional Services Agreement (PSA) with Bayside.

Key Points

  • Bayside Housing & Services is the proposed operator of the Emergency Shelter at the American Legion Post #26, replacing OlyCAP after June 30, 2024.
  • Total operation hours per day are 16.00 (4:00 p.m. to 8:00 a.m.), 365 days per year, requiring 32.00 total staffed hours per day (2 hosts on per 8-hour shift).
  • Total Hosts required (paid and unpaid) to cover shifts for a year is 8.00.
  • The average cost per person per day is estimated to be $47.36, based on a 20-guest average over 12 months.
  • The Board received an update that the American Legion approved the MOU and lease, and the Customer Assistance Meeting (CAM) with the City of Port Townsend is scheduled for Wednesday.
  • Bayside indicated they must decline the offer to operate the shelter if the County cannot agree with their budget proposal (Stated in a separate agenda request document).
  • If Bayside does not operate the shelter, it may be shut down for the summer months while the County seeks a viable solution (Stated in a separate agenda request document).
  • Commissioner Brotherton was authorized to finalize and sign a PSA with Bayside Housing for shelter management.

Financials

  • Bayside's Total Projected Annual Budget (July 1, 2024, to June 30, 2025): $299,710.40
  • Employee Salaries (4.0 FTE, including 1 Manager and 3 Hosts): $192,280.00
  • Employee Benefits (30% of salary): $57,684.00
  • Bayside's Liability Insurance: $4,500.00
  • Meals (Daily breakfasts/additional support): $7,560.00
  • Furnishings/Equipment (Priority 2): $7,500.00
  • Supplies (Priority 2): $3,000.00
  • Overhead (10% multiplier): $27,246.40
  • County Estimated Costs (Under Lease) Total Projected Annual Budget: $46,001.00
  • Rent ($1,750/mo): $21,000.00
  • Utilities (Estimated propane, water, electricity): $10,000.00
  • Repairs (Toilets and showers): $15,000.00
  • County's Additional Property Insurance Premium (to cover property under Washington Counties Risk Pool): $1,001.00
  • Total Bayside and County Costs Combined: $345,711.40
  • Cost Per Month: $28,809.28

Alternatives

  • The discussion explicitly contemplates the alternative of the shelter shutting down "for the summer months" if the budget proposal is not accepted by the County.

Community Input

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

Timeline

  • June 26, 2024 (Wednesday): Customer Assistance Meeting (CAM) with the City of Port Townsend.
  • July 1, 2024 – June 30, 2025: Period for Total Projected Annual Budget.

Next Steps

Commissioner Brotherton was authorized to finalize and sign a Professional Services Agreement (PSA) with Bayside Housing for shelter management.

Sources

  • Mark McCauley, County Administrator
  • Greg Brotherton, Commissioner
  • Philip C. Hunsucker, Chief Civil Deputy Prosecuting Attorney
  • Judy Shepherd, Finance Manager
  • Bayside Housing & Services (Operator)
  • American Legion Post #26 (Landlord)

Operating Agreement for the Jefferson County Fairgrounds

Topic Summary

The Board considered and approved a new Operating Agreement with the Jefferson County Fair Association, developed to address deficiencies in prior agreements by incorporating important risk reduction provisions and increasing the County's financial support. The agreement outlines the responsibilities of the Fair Association as the exclusive agency to operate and manage the Fairgrounds through December 31, 2027.

Key Points

  • The new Operating Agreement aims to reduce risk to the County and significantly increases annual financial support to the Fair Association.
  • The Fair Association is designated as the exclusive agency to Operate and manage the Fairgrounds and organize and conduct the Jefferson County Fair.
  • The term of the agreement begins on the Effective Date and terminates on December 31, 2027, unless extended or terminated earlier.
  • The Fair Association must revise its bylaws and develop and adopt Policies, both of which require approval by the County Administrator. Policies must be presented within one year and cover: non-discrimination, Risk Management (especially adequate insurance), Health/Safety/Environment, utilization, Conflict of Interest, and Contracting.
  • The Fair Association is responsible for paying all costs and expenses related to use, including utilities and applicable taxes.
  • The Fair Association must maintain all buildings, facilities, infrastructure, and improvements in good condition at its sole expense. Maintenance activities must be routine in nature and keep facilities in good repair and working order.
  • The Fair Association cannot install new structures, infrastructure, or improvements without a separate written agreement with the County, but enlargements of existing structures do not count as installations.
  • The Fair Association must manage its financial affairs responsibly and provide monthly, quarterly, and annual income/balance sheet statements, and contract for an annual audit by a CPA, presenting results to the Board of Commissioners.
  • The Fair Association may enter into Event Agreements (licenses to use a portion of the Fairgrounds) for up to 30 consecutive days without County written permission; agreements over 30 days require County Administrator approval. Revenue from Event Agreements must be used for Fairgrounds Operation.
  • The County reserves the right to exercise financial oversight and provide Risk Management services (walk-throughs, contract review, cash handling procedures).
  • The County agrees to provide the Fair Association use of the Fairgrounds via a limited license, but does not transfer any ownership interest, title, or easement.
  • The County reserves all mineral and timber rights.
  • Previously approved agreements, including Community Services Funding agreements from 2019 and 2022, are superseded and terminated by this new agreement.
  • Revenue from a long-term cell antenna installation lease shall be paid to the Fair Association during the agreement term.
  • Funds provided under this agreement must be used solely to support management, maintenance, repairs, and production of the Jefferson County Fair.
  • The Fair Association waives immunity under Industrial Insurance (Title 51 RCW) solely for the purposes of indemnification.

Financials

  • Annual financial support from the County: $100,000 per year.
  • Funding Years: $100,000 for 2023, $100,000 for 2024, $100,000 for 2025, $100,000 for 2026, and $100,000 for 2027 (totaling $500,000 over 5 years).
  • Funding Source: Community Services Department of the General Fund (Fund # 001-068).
  • Payment Schedule: Any unpaid 2023 funds are paid within 30 days of the Effective Date; subsequent years are paid as a lump sum in January upon receipt of an invoice.
  • The Fair Association may receive and keep any financial contributions from the State of Washington in years when it manages the Jefferson County Fair.

Alternatives

  • None specified.

Community Input

  • None specified in the provided documents related to this specific topic.

Timeline

  • June 12, 2002: Date the Fair Association began operating and maintaining the Fairgrounds under a prior agreement.
  • June 24, 2024: Board of Commissioners meeting date for approval.
  • June 24, 2024: Date of the Consent Agenda approval, which included this Agreement.
  • December 31, 2027: Termination date of the Operating Agreement.
  • On or before one year after the Effective Date (with 180-day potential extension): Deadline for Fair Association to develop and adopt Policies approved by the County Administrator.

Next Steps

The Board approved the attached Operating Agreement for the Jefferson County Fairgrounds (Consent Agenda Item 4).

Sources

  • Mark McCauley, County Administrator
  • Commissioner Dean
  • Philip C. Hunsucker, Chief Civil Deputy Prosecuting Attorney
  • RCW 36.37.040
  • RCW 36.01.010
  • Jefferson County Fair Association (UBI 161 001 174)

Dabob Bay Natural Area Expansion Letter of Support

Topic Summary

The Board discussed and approved sending a letter of support to the Washington State Department of Natural Resources (DNR) endorsing its proposal to expand the Dabob Bay Natural Resource Conservation Area (NRCA). The proposal is supported because it provides more complete ecosystem protection and improves the long-term viability of DNR Timber Trust lands through replacement acquisitions using Climate Commitment Act (CCA) funding and Trust Land Transfers (TLT). The Commissioners requested an additional 160 acres, known as the "West Dabob" parcel, be included in the expansion.

Key Points

  • The proposed expansion is for the Dabob Bay Natural Resource Conservation Area (NRCA) in Southeast Jefferson County, managed by DNR.
  • Jefferson County has been an active supporter of past expansions (the most recent was in 2016).
  • The expansion is expected to make DNR Timber Trust lands more productive for Jefferson County beneficiaries, as encumbered, unproductive parcels will be replaced with productive lands in the same or similar tax districts.
  • The DNR identified 671 acres of older forest within the proposed boundary to be protected with Climate Commitment Act (CCA) funding.
  • The CCA funding allows the protected forests to be offset by replacement land acquisitions.
  • The Board supports the NRCA boundary expansion as a practical way for DNR to steward the forests long-term and make remaining state trust lands eligible for future protection through TLT or CCA.
  • The Board requested a modification to the proposal, asking DNR to add the 160-acre "West Dabob" parcel to the expansion boundary.
  • Addition of the West Dabob parcel would: 1) better ensure long-term conservation of a marbled murrelet site, 2) protect forest connectivity and prevent habitat fragmentation, and 3) allow the TLT process to compensate junior taxing districts for the currently encumbered habitat.
  • The conservation effort benefits Hood Canal and Puget Sound, the shellfish industry, and treaty-reserved resources of four Tribes.

Financials

  • None specified for the County, as the action is a letter of support. The related DNR Trust Land Transfer and CCA funding mechanisms are described as resulting in more revenue coming to Jefferson County tax districts than if the expansion were foregone.

Alternatives

  • None specified.

Community Input

  • Commissioner Eisenhour noted attending a meeting at Coyle Community Center which was well attended (approx. 50 individuals), with a few voicing concerns, but a majority were in support.
  • Peter Bahls: Provided testimony, sharing maps and explaining points of interest regarding the proposed expansion area.
  • Sarah Spaeth: Provided testimony.
  • Commissioner Dean opened the floor for public comment, and two individuals provided comment before the vote.

Timeline

  • 1984: Dabob Bay Natural Area originally created.
  • 2016: Most recent previous boundary expansion.
  • November 2023: BOCC sent an earlier letter of support for the boundary expansion proposal.
  • December 5, 2023: DNR staff delivered a presentation to the Board of Natural Resources (BNR) for a vote on the Dabob Bay Inter-Trust Exchange and TLT, receiving BNR support.
  • December 2023: DNR identified 671 acres of older forest for protection with CCA funding.
  • June 24, 2024: Date the BOCC approved the updated letter of support.
  • August 2023: BOCC added support after a statewide effort revitalized the Trust Land Transfer Program.

Next Steps

The Board approved signing and sending the letter of support for the DNR expansion proposal, including the addition of the 160-acre West Dabob parcel.

Sources

  • Heidi Eisenhour, Commissioner District 2
  • Mark McCauley, County Administrator
  • Jayana Marshall, Assistant Division Manager, Conservation and Recreation Division, Washington State Department of Natural Resources (Recipient of the letter)
  • Peter Bahls (Public Commenter)
  • Sarah Spaeth (Public Commenter)
  • Commissioner Dean, Commissioner Brotherton

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

Topic Summary

The Board held a public hearing and deliberated on applications for Conservation Futures Funding for 2024. The Conservation Futures Citizen Oversight Committee (CFCOC) recommended fully funding the Tarboo Wildlife Preserve – West Slope Forest Addition and partially funding the Humbleberry Farm Project, while recommending against funding the Deerfoot Forest project due to lower scoring. The Board approved the dedication of funds for the recommended projects.

Key Points

  • Three projects—Deerfoot Forest (Easement), Humbleberry Farm (Easement), and Tarboo Wildlife Preserve – West Slope Forest Addition (Acquisition)—were evaluated for funding.
  • CFCOC found that Tarboo Forest (78.9%) and Humbleberry Farm (74.7%) met the 70% minimum score threshold for eligibility. Deerfoot Forest (61.0%) did not.
  • The total amount of Conservation Futures Funds available for dispersal in 2024 is $280,000. Total funds requested were $402,000.
  • The Director of Community Development (DCD) review found that the proposals do not negatively impact housing supply or employment growth. The actions would preclude approximately 11 total theoretical residential units, but the County has a surplus of buildable land capacity for projected growth.
  • Tarboo Wildlife Preserve – West Slope Forest Addition (Northwest Watershed Institute, NWI):
    • The CFCOC recommended fully funding this project at $150,000.
    • NWI agreed to a condition requiring the retention of up to 60% of existing timber on the 80 acres, consistent with plans for thinning dense young plantation forests.
    • If funding is missed this year, the property might be clear-cut by Rayonier, making it ineligible for USFWS National Coastal Grant funding (which NWI depends on) due to loss of biodiversity and carbon storage.
    • The property's protection will include four layers: a federal Conservation Covenant, a county deed restriction, ownership by a nonprofit (NWI), and compliance with a specific stewardship plan consistent with FSC certification standards.
  • Humbleberry Farm Project (Jefferson Land Trust):
    • The CFCOC recommended partially funding the project with the remaining $130,000.
    • The project involves acquiring conservation easements on three parcels (totaling 50.9 acres) for conservation of productive and historic farmland in the Quilcene Bay watershed.
  • Deerfoot Forest Project (Jefferson Land Trust):
    • The CFCOC recommended not funding this project, though it was deemed "worthy" by majority vote despite its low score.
    • The project is for an easement on two parcels (totaling 36.9 acres) situated at the headwaters of both Donovan Creek and Tarboo Creek.
    • The land trust used the term "refugium function" (defined as a storehouse of genetic information through natural ecosystems providing living space) in its justification.

Financials

  • Total Conservation Futures Funds available for 2024: $280,000.
  • Tarboo Wildlife Preserve - West Slope Forest Addition (NWI):
    • County Dedication: Up to $150,000.
    • Matching Contribution: Anticipated 82% match, minimum required 50%.
  • Humbleberry Farm Project (Jefferson Land Trust):
    • County Dedication (Acquisition): Up to $130,000.
    • County Dedication (O&M): Up to $12,000 of the $130,000 total.
    • Matching Contribution: Anticipated 82% match, minimum required 50%.
    • O&M funding is contingent on a matching contribution of no less than the amount requested for O&M.
  • Deerfoot Forest Project (Jefferson Land Trust):
    • County Dedication: $\$$0.
    • Anticipated Matching Contribution: 53%.

Alternatives

  • The CFCOC considered alternative funding recommendations, ultimately moving to: (1) fully fund Tarboo, and (2) partially fund Humbleberry Farm with the remaining balance.
  • Deerfoot Forest was deemed worthy but not funded.

Community Input

  • Tami Pokorny, Natural Resources Program Coordinator, noted that all projects are worthy, but Deerfoot Forest did not score well overall.
  • Sarah Spaeth (Port Townsend) and Peter Bahls provided testimony during the public hearing.
  • Peter Bahls (NWI Sponsor) thanked the Committee, noting that even small funding amounts help secure other grants.

Timeline

  • April 23, 2024: Conservation Futures Fund Citizen Oversight Committee Special Meeting recommended funding levels.
  • June 24, 2024: Public Hearing held by the Board of County Commissioners.
  • Within three years of resolution signing: Deadline to submit for reimbursement with sufficient matching funds, or funding may be nullified for both Tarboo and Humbleberry Farm.

Next Steps

  • The Board 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, including up to $12,000 for Operations and Maintenance, to the Humbleberry Farm Project.

Sources

  • Tami Pokorny, Natural Resources Program Coordinator
  • Sarah Spaeth
  • Peter Bahls
  • Northwest Watershed Institute (NWI)
  • Jefferson Land Trust
  • Joel Peterson, Associate Planner, Department of Community Development (DCD)
  • Conservation Futures Fund Citizen Oversight Committee (CFCOC)
  • RCW 84.34.240(3)

Operating Agreement for the Early Learning and Family Support Center CDS Funding

Topic Summary

The County is required to execute several certifications and agreements with the U.S. Department of Agriculture (USDA) as a prerequisite for receiving Congressionally Directed Spending (CDS) grant funding for the construction of the Early Learning and Family Support Center. These certifications ensure the County's compliance with various federal laws, including the Drug-Free Workplace Act and Equal Opportunity requirements.

Key Points

  • The funding for the Early Learning and Family Support Center is Congressionally Directed Spending (CDS) and is being managed by the USDA.
  • Receipt of the federal funding requires the County to sign certifications and agreements upholding various federal laws and obligations.
  • Legal and Risk Management staff have reviewed the required documentation.
  • The certifications include:
    • Certification Regarding Drug-Free Workplace Requirements (Alternative I).
    • Certification regarding Conflict of Interest (USDA requirement).
    • Equal Opportunity Agreement (required if construction work exceeds $10,000).
    • Assurance Agreement (Under Title VI, Civil Rights Act of 1964) regarding discrimination prohibitions (race, color, national origin, sex, age, disability, religion, familial status).
    • Applicant Certification on Federal Collection Policies for Consumer or Commercial Debts.
    • Certification For Contracts, Grants and Loans (regarding lobbying).
  • The County certifies that the workplace location for the Early Learning and Family Support Center is 1500 Van Ness Street, Port Townsend, WA 98368.

Financials

  • Revenue: A grant of $1.375 million is allocated to the County for the purpose of building the Early Learning and Family Support Center.
  • Fund #: 123
  • Munis Org/Obj: 12333110.331001

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • June 24, 2024: Date the Board of Commissioners approved signing the attached certifications and agreements (Consent Agenda Item 3).

Next Steps

Staff requested and received Board approval to sign the attached certifications and agreements associated with the CDS funding.

Sources

  • Amanda Christofferson, Grants Administrator
  • Kate Dean, Commissioner District No. 1
  • Mark McCauley, County Administrator
  • USDA (Managing Agency)
  • Philip C. Hunsucker, Chief Civil Deputy Prosecuting Attorney (PAO)
  • USDA Contract No: RC 400-4/RD 400-1

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

Topic Summary

The Washington State Association of Counties (WSAC) and most Washington counties, including Jefferson County, achieved their litigation objective against the Department of Social and Health Services (DSHS) regarding DSHS's statutory duties related to mental competency evaluations in criminal cases. A Memorandum of Understanding (MOU) has been agreed upon, which formalizes cooperation and compliance agreements, allowing the lawsuit to be dismissed without prejudice while minimizing the risk of a reversed preliminary injunction on appeal.

Key Points

  • The lawsuit was initiated by WSAC and counties (including Jefferson County) to compel DSHS to perform its statutory duties regarding: (1) the receipt and evaluation of patients referred by court order under RCW 10.77.086(7), and (2) advance notice of release of committed persons under RCW 71.05.425.
  • Pierce County Superior Court issued a preliminary injunction requiring DSHS to perform these duties, which DSHS has been complying with.
  • To finalize the settlement, WSAC and the counties agreed to an MOU that memorializes practical agreements for coordination between the State and Counties to facilitate compliance with state and federal law.
  • DSHS will dismiss its appeal once the MOU is signed, and the entire case will be dismissed without prejudice.
  • Dismissal "without prejudice" allows the County to sue DSHS again for the same relief if DSHS reverts to non-compliant behavior.

Financials

  • WSAC funded the litigation.
  • Settlement will have a "minimal positive effect" on PAO resources and a "slight increase in the capacity of the Chief Civil DPA."
  • Not joining the MOU would force the County to proceed on its own.

Alternatives

  • The alternative to settlement via the MOU is facing a small risk of reversal on the existing DSHS appeal.

Community Input

  • One comment was received during the public comment period regarding this topic. Chair Dean responded to the comment before calling for a vote.

Timeline

  • The appeal has been "essentially stayed pending the finalization of negotiations."

Next Steps

The Board authorized County Administrator Mark McCauley to sign the MOU on behalf of the County.

Sources

  • Philip C. Hunsucker, Chief Civil Deputy Prosecuting Attorney
  • Washington State Association of Counties (WSAC)
  • Department of Social and Health Services (DSHS)
  • RCW 10.77.086(7); RCW 71.05.425

Animal Shelter Front Wall, Window, and Canopy Replacement

Topic Summary

The County is contracting with West Sound Company General Contractors for necessary repairs and modifications to the Jefferson County Animal Shelter, addressing rotten front siding, leaking windows, and replacing the existing canopy. The project is a Small Works Roster bid award and includes detailed specifications for materials and updated design elements.

Key Points

  • The contract is for repairs and modification to the Animal Shelter due to rotten front siding, leaking windows, and a necessary canopy replacement.
  • The scope of work includes:
    • Removing existing plywood, windows, and canopy.
    • Replacing MDO plywood siding and vapor barrier with new vapor barrier and Hardie Plank HZ10 8.25 in X 144" Primed CedarMill Fiber Cement Lap siding.
    • Replacing six existing windows with Andersen 35-1/2 in. X 59-1/2 in 100 Series Black Single-Hung Composite windows (SmartSun Glass and automatic locking).
    • A design-build for the required window framing and replacing the canopy with a wooden post and beam 6-foot gable entry (4/12 pitch) with Owens Corning 40-year Oakridge Estate Gray shingles.
    • Painting the Hardie Plank siding using Sherwin-Williams Exterior Duration Satin paint.
  • The contract is a time-sensitive project, with time of the essence in performance.
  • Prevailing wages are applicable to this work, and the contractor must file a "Statement of Intent to Pay Prevailing Wages" before payment.

Financials

  • Total Lump Sum Bid Amount and Expenditure: $40,665.60.
  • The project is funded by the $65,000 approved in the 2024 capital budget.
  • Schedule of Values breakdown includes: Mobilization & General Conditions ($9,293.33), Demolition ($2,689.46), Siding & Painting ($5,239.40), Framing & Windows ($7,871.75), Canopy & Electrical ($11,182.23), Project Bond ($1,088.29), and Sales Tax ($3,301.13).
  • Funding Source: Fund # 301-000-010.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • June 11, 2024: Agreement commencement date.
  • July 8, 2024: Projected Start Date.
  • August 5, 2024: Project Completion Date.
  • September 30, 2024: End date of the agreement term.
  • Within 5 business days of bid award: Deadline for color of paint to be provided.

Next Steps

The Board approved and signed the attached contract (Agreement re: Animal Shelter Improvements) on the Consent Agenda.

Sources

  • Tracy Coleman, Central Services
  • West Sound Company General Contractors (Contractor)
  • Mark McCauley, County Administrator
  • Prevailing labor laws (effective date 6-3-24)
  • RCW 4.24.115 (Indemnification waiver)
  • Title 51 RCW (Worker's Compensation)

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

Topic Summary

Public Works staff provided a briefing on the proposed Jefferson County Sewer Utility Code (JCC Chapters 13.01 through 13.09) for the Irondale and Port Hadlock Urban Growth Area (PHUGA). This code establishes the new utility, defines operational authority, sets connection requirements, and details proposed rates, fees, and low-income discounts, requiring Board input on public outreach and a roadmap for final adoption.

Key Points

  • The PHUGA Sewer System requires the creation of a new Sewer Utility Code (Chapters 13.01-13.09 JCC) to manage the system, which includes a low-pressure sewer collection system, wastewater treatment plant, and on-site grinder pump connections.
  • The draft code was created by researching multiple jurisdictions' codes (county, city, PUDs) and tailored to fit PHUGA's specific needs following community input.
  • Key sections of the proposed code include: Utility Establishment, Definitions, Authority, Connection Requirements (Ch. 13.04), Sewer Charges (Ch. 13.05), Discharge/Pretreatment Restrictions (Ch. 13.06), Enforcement/Remedies (Ch. 13.07), Latecomer Agreements (Ch. 13.08), and Appeals (Ch. 13.09).
  • Outreach already conducted included one-on-one meetings with property owners/stakeholders (specifically regarding the connection policy), meetings with Commissioners, and meetings with non-profit agencies (Habitat for Humanity, Peninsula Housing Authority, OlyCAP, Bayside Housing) to discuss low-income rate programs. Staff also met with PUD No. 1 of Jefferson County (JPUD) concerning billing and low-income program administration.

Financials

  • The briefing has no fiscal impact.
  • Future adoption of the code will impose user charges for sewer service, necessary to fund utility operations.
  • The County and Port Hadlock community received "unprecedented amounts of State and Federal grant funds" for system construction.
  • Connection policy discussions (Ch. 13.04) and Rates, Charges, and Fees (Ch. 13.05) are key financial components requiring future Board workshop time.

Alternatives

  • None specified.

Community Input

  • Staff has engaged in "ground truthing" the financial analysis and code language through public outreach, including individual meetings with property owners and stakeholders to address specific community needs and obtain feedback.

Timeline

  • July 15, 2024 (2:00 p.m. to 3:30 p.m.): Next discussion scheduled regarding connections and fees during the BOCC afternoon session.
  • July 2024: Proposed Workshop/Special Meeting to review Sewer Utility Code Connection Policy (Ch. 13.04).
  • July/August 2024: Proposed Workshop/Special Meeting to review Sewer Rates, Charges and Fees, including Low Income Program (Ch. 13.05 and Fee Schedule Appendix).
  • August 2024: Proposed Workshop/Special Meeting for remaining code sections and follow-up.
  • September 2024: Proposed Public Hearing for Sewer Utility Code.
  • September 2024: Potential adoption (or follow-up Public Hearing).

Next Steps

The Board is requested to engage with staff on the overview and roadmap for adoption. Work will continue through future Workshops/Special Meetings.

Sources

  • Monte Reinders, P.E., Public Works Director/County Engineer
  • Samantha Harper, P.E., Wastewater Project Manager
  • Philip Hunsucker, Chief Civil Deputy Prosecuting Attorney
  • Bob Wheeler, Renaissance Public Works staff member
  • Mark McCauley, County Administrator
  • Non-profit agencies consulted: Habitat for Humanity, Peninsula Housing Authority, OlyCAP, and Bayside Housing
  • PUD No. 1 of Jefferson County (JPUD)

FBRB-RCO Grant Application for Center Road Fish Barrier Removal

Topic Summary

Public Works is seeking authorization to apply for a competitive Fish Barrier Removal Board (FBRB) grant, managed by the Recreation and Conservation Office (RCO), to fund the design and permitting phase (PE) for replacing fish passage barrier culverts at Center Road MP 3.23 (Chimacum Creek). The existing culverts are deteriorated and replacement with a bridge or new culvert is necessary to restore fish passage.

Key Points

  • The grant application is for the design and permitting phase (PE) of the Center Road MP 3.23 Fish Barrier Removal RCO Project #23-1792.
  • The project aims to replace two existing deteriorated culverts, which are barriers to fish passage, with a new culvert or bridge structure.
  • The FBRB grant process, managed by the WA-RCO, requires a resolution with the funding application.
  • Grant funding assistance, if received, will be used only for direct eligible and allowable costs that are reasonable and necessary to implement the project.
  • The County must certify the availability of matching funds one month before funding approval (if match is required).
  • The County acknowledges that the RCO pays on a reimbursement basis, after the County incurs and pays costs.

Financials

  • Total Estimated Project Cost (Planning/Design Phase, PE): $594,000.
  • FBRB Grant Funds contribution (85%): $504,900.
  • NFPP Grant Funds contribution (15%): $89,100.
  • This phase is listed under the 24-29 TIP Project #31.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • June 24, 2024: Agenda Date for the Board to adopt the required resolution (Resolution No. 35-0624-24R).

Next Steps

Public Works recommends that the Board adopt the required resolution and return a signed copy to the Public Works Office for inclusion with the grant application. The resolution authorizes Mark Thurston, Project Manager, to submit the grant application and both Mark Thurston and Eric Kuzma as project contacts.

Sources

  • Monte Reinders, P.E., Public Works Director/County Engineer
  • Mark Thurston, P.E. Project Manager (also authorized signatory for application and project contact)
  • Eric Kuzma, Asst. Public Works Director / Engineering Services Manager (authorized project contact)
  • Washington State Legislature (Funds competitive removal process)
  • Recreation Conservation Office (RCO) (Manages FBRB grant process)

State and Federal Legislative Priorities Workshop

Topic Summary

The Board held a workshop to discuss State and Federal Legislative Priorities and how to best utilize the services of their lobbying firm, Strategies 360 (S360). The workshop was prompted by the upcoming departure of Commissioner Kate Dean, who served as the primary point of contact, necessitating the appointment of a new contact and determination of future advocacy strategy.

Key Points

  • Jefferson County retains Strategies 360 (S360) for lobbying assistance, historically securing funding for road projects, the Port Hadlock sewer, and Congressionally Directed Spending (CDS) requests.
  • The workshop addressed recent turnover at S360 and introduced the new and returning lobbyists representing Jefferson County.
  • Commissioner Dean, the primary point of contact, is leaving at the end of 2024, requiring the Board to appoint a new contact and define how to most effectively use S360's services.
  • S360 staff introduced included: Stephanie Wright (Washington D.C. lobbyist, part-time in WA State), Kelsey Hulse (Vice President of Government relations, leaving at the end of the current week), and Paul Berendt (previously retired Executive Vice President, brought back to work with Jefferson County; reviewed his 13 years of prior work for the County).
  • The Commissioners conveyed legislative items of interest to the S360 staff.
  • S360's general advocacy methodology includes: identifying priorities, building relationships, education, coalitions and alliances, letters and calls, attending legislative sessions, social media, and leveraging existing programs.
  • The process for legislative funding involves program funding, member requests, competitive project review, submission, committee review, allocation, transparency, and implementation.

Financials

  • There is no fiscal impact to the County resulting from this workshop agenda item.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • End of 2024: Commissioner Dean is scheduled to leave, requiring the appointment of a new Board contact for S360.
  • June 24, 2024: Date of the workshop.
  • End of the week of June 24, 2024: Kelsey Hulse is scheduled to leave S360.

Next Steps

The Board participated in the workshop and discussion regarding working effectively with lobbyists and planning for upcoming legislative priorities. Key actions involve appointing a new contact and defining the relationship structure.

Sources

  • Kate Dean, Commissioner, District 1
  • Mark McCauley, County Administrator
  • Strategies 360 lobbyists: Kelsey Hulse, Stephanie Wright, Paul Berendt

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