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Homeland Security Grant Program Contract E24-130

Topic Summary

Jefferson County Department of Emergency Management (DEM) is seeking approval for a Homeland Security Grant Program (HSGP) contract (E24-130) providing $27,539 in sustaining federal funds. These funds support the department's operations, specifically covering the salaries of four part-time clerk positions and funding outreach programs, including the All County Picnic and the Nixle emergency alert software. The state-level grant is part of the larger Federal Fiscal Year (FFY) 2023 23HSGP award managed by the Washington Military Department.

Key Points

  • The contract provides annual sustaining funding for DEM's ongoing emergency management activities.
  • Specific programs funded include the salaries of four part-time clerk hires and outreach efforts such as the All County Picnic and the Nixle emergency alert software.
  • The grant source is the 23HSGP, managed by the Washington Military Department (the pass-through entity) and the U.S. Department of Homeland Security (DHS).
  • The objective of the core 23HSGP (which totals $14,010,447.00 nationally) is to fund state, local, tribal, and territorial efforts to prevent, protect against, and respond to terrorist attacks, and generally prepare for threats facing the U.S.
  • Jefferson County's specific project, "SUBPROJECT #1 Community Resiliency Development," focuses on sustaining "Community Resilience" and "Operational Coordination" core capabilities through:
    • Recruiting, training, and engaging citizen volunteers for programs like Community Emergency Response Team (CERT), Medical Reserve Corps (MRC), and Volunteer Emergency Communicators (VECOM).
    • Implementing volunteer management database software for tracking training and hours.
    • Refreshing and expanding the Neighborhood Preparedness (NPREP) program, developing a local "Neighbors Helping Neighbors" replacement for Map Your Neighborhood, including "Emergency Hub" gathering points and evacuation support.
    • Gaining FEMA approval for Jefferson County's first formal MRC program.
  • All volunteer programs trained under this funding include a terrorism awareness module, providing the nexus to terrorism required by the grant.
  • Jefferson County (the subrecipient) must comply with the National Incident Management System (NIMS) by completing the annual NIMS survey.
  • The project budget allocates $9,654.00 for Planning, $9,885.00 for Organization, and $8,000.00 for Training activities related to community resiliency development (Total: $27,539.00).

Financials

  • Total Grant Agreement Amount for Jefferson County: $27,539.00
  • Funding Source: Homeland Security Grant Program (Federal/State).
  • Matching Funds Required: N/A
  • Total cost awarded under the FEMA EMW-2023-SS-00063 (Grant): $14,010,447.00
  • Budget Breakdown (Jefferson County's subproject):
    • Personnel (50%): $13,770.00
    • Law Enforcement Terrorism Prevention Activities (LETPA): $0.00 (0% of agreement total, required compliance is $0.00)
    • Management & Administration (M&A): $0.00 (0% of agreement total, maximum allowed is 5%)

Alternatives

None specified.

Community Input

  • Public outreach at the annual All County Picnic is a planned activity for community engagement and volunteer recruitment.

Timeline

  • September 1, 2023: Grant Agreement Start Date/HSGP Performance Start
  • September 11, 2023: Federal Award Date
  • January 1, 2024: Estimated date work scheduled for one or more subprojects/projects
  • NLT January 31, 2024: Submit proof of completion of Nationwide Cybersecurity Review (NCSR)
  • July 31, 2025: Grant Agreement End Date
  • August 31, 2026: HSGP Performance Period End (applies to the Washington Military Department)
  • September 14, 2025: Submit Final Reimbursement Request and Closeout Report (Final deadline for the County)
  • April 30, 2024, July 31, 2024, October 31, 2024, January 31, 2025, April 30, 2025: Required dates to Submit Reimbursement Request and Progress Report

Next Steps

The Board of County Commissioners is recommended to approve this agreement.

Sources

  • Willie Bence - Emergency Management Director (Subrecipient Contact)
  • Mark McCauley - County Administrator
  • Kate Dean - Chair, Jefferson County Board of Commissioners (Subrecipient Signatory)
  • Washington Military Dept (Pass-through Entity)
  • Washington Military Department, Regan Anne Hesse - Chief Financial Officer
  • Philip C. Hunsucker - Chief Civil DPA (Approved as to form)
  • Deborah Henderson - Program Coordinator (Department Contact)
  • Gail Cram - Program Manager
  • Washington Military Department, Alex Straub - Assistant Attorney General (Boilerplate Approved to Form)
  • U.S. Department of Homeland Security (Funding Authority)

First Amendment to Future Staffing and Consulting Agreement (Pleasant Harbor Master Planned Resort)

Topic Summary

The First Amendment modifies the Future Staffing and Consulting Agreement (effective June 5, 2023) between Jefferson County and the Pleasant Harbor Master Planned Resort (PHMPR) developer. It formally documents the mutual agreement that surface water baseline conditions have been established and replaces the original 60-day review timeline for baseline reports with a permanent list of best management practices (BMPs) contained in Appendix 1. This amendment resolves a billing dispute's interpretation issue and allows PHMPR to proceed immediately with applying for certain demolition permits for obsolete campground structures.

Key Points

  • The original agreement (Section 2.10) required PHMPR to establish baseline water quality conditions and submit a list of BMPs at least 60 days prior to the first development permit application (per Water Quality Management Plan, Appendix N [WQMP]).
  • PHMPR's environmental consultant submitted a report dated May 21, 2024, confirming surface water baseline conditions have been established, which the County’s environmental consultant agrees with.
  • The First Amendment completely deletes and replaces the original Section 2.10, formally acknowledging that the baseline conditions for surface water are met and the list of BMPs in Appendix 1 satisfies the WQMP requirements for water quality criteria compliance.
  • The removal of the 60-day waiting period allows PHMPR to immediately apply for demolition permits for old, unused campground structures (mostly built in the 1970s and in poor shape) on Blackpoint in Brinnon, taking advantage of favorable weather.
  • Demolition permits are recognized as "development permits" under Jefferson County Code.
  • Approving this amendment does not allow for any new construction, as only a preliminary plat application has been received and many additional permitting steps are required before construction can begin.
  • The amendment is seen as valuable to the County because:
    • Appendix 1 consolidates all best management practices into a simple checklist for future compliance and annual review.
    • Appendix 1 includes more BMPs than solely those required for water quality.
    • It resolves a dispute over the interpretation of the original Section 2.10, ensuring full compliance with the WQMP requirements.
  • The BMPs (Appendix 1) are categorized into three phases: Pre-construction, Construction, and Operation, covering areas like stormwater control, cultural resources, wildlife management, and marina operations.

Financials

  • Total project amount for the amendment: N/A
  • Revenue/Expenditure: N/A
  • Fiscal Impact: Adopting the amendment will allow parties to refocus on other development requirements, which is projected to provide a significant increase in the County’s tax base and boost the South County's economy upon completion. It also increases staff capacity by allowing them to move on from the issues that this amendment resolves.

Alternatives

None specified.

Community Input

None specified in the request or amendment document.

Timeline

  • June 5, 2023: Effective date of the original Future Staffing and Consulting Agreement.
  • May 21, 2024: Date PHMPR's environmental consultant submitted the report establishing surface water baseline conditions.
  • June 5, 2024: Date of Krazan & Associates, Inc. Report on BMPs (referenced in Appendix 1 citations).
  • June 11, 2024: Date of Appendix 1 Best Management Practices.
  • June 24, 2024: Date signed by PHMPR Project Manager John Holbert.
  • July 1, 2024: Date of BOCC Agenda Request (Proposed Effective Date).
  • The commencement date of the First Amendment is its signing date by the last party.

Next Steps

The Board is recommended to approve and sign the First Amendment to the Future Staffing and Consultant Agreement.

Sources

  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney (Submitted agenda request and approved as to form)
  • Mark McCauley - County Administrator
  • John Holbert - Project Manager, Pleasant Harbor Marina and Golf Resort, LLP (Contractor Signatory)
  • Kate Dean, Greg Brotherton, Heidi Eisenhour - Jefferson County Board of Commissioners
  • Krazan & Associates, Inc. Report, June 5, 2024 (Referenced in Appendix 1 citations)
  • Jefferson County Public Health’s Water Quality Division (JCWQ)
  • Jefferson County Code (JCC) (Referenced are JCC 17.80.020, 17.60.060, 17.70.010, 18.40.860(4), and 18.30.070)
  • Water Quality Management Plan (WQMP), Appendix N to the Development Agreement

Olympic National Park 2024 Report Update

Topic Summary

The Superintendent of Olympic National Park, Sula Jacobs, is scheduled to provide the Board of County Commissioners (BOCC) with an update regarding park operations and anticipated projects for the summer of 2024.

Key Points

  • Sula Jacobs, Superintendent of Olympic National Park, is the presenter.
  • The update will cover normal park operations and projects scheduled for the summer season.

Financials

None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 1, 2024 (9:30 a.m.): Scheduled discussion date.

Next Steps

The Superintendent will discuss operations and projects and answer any questions from the Commissioners.

Sources

  • Amber Nixon - Management Assistant at Olympic National Park
  • Sula Jacobs - Superintendent of Olympic National Park
  • Mark McCauley - County Administrator

Second Quarter 2024 Budget Appropriations/Extensions Public Hearing Notice

Topic Summary

The Board of County Commissioners (BOCC) is scheduling a public hearing for Monday, July 15, 2024, at 10:00 a.m. to review and consider proposed supplemental budget appropriations and extensions requested by various county departments for the second quarter of 2024. This agenda item is solely for the approval of the public hearing notice, as required by RCW 36.40.140.

Key Points

  • The public hearing is mandated by RCW 36.40.140 for proposed county budget changes.
  • The purpose of the changes is "to improve the cost effectiveness and efficiency of the requesting departments."
  • The hearing is scheduled for Monday, July 15, 2024, at 10:00 a.m. in a hybrid format (virtual and in-person) in the Commissioners’ Chambers.
  • Written testimony is invited starting July 3, 2024, and ending at the conclusion of the public hearing on July 15, 2024.

Financials

  • Fiscal impact information will be provided in the Resolution presented on July 15, 2024.

Alternatives

None specified.

Community Input

  • The public is invited to provide testimony either virtually (via Zoom or phone) or in-person.
  • Written testimony can be submitted via email to [email protected] or by mail.
  • Materials for review are available publicly on the County website via the Laserfiche Web Portal.

Timeline

  • July 3, 2024: Hearing Notice first published. Written testimony submission starts.
  • July 10, 2024: Hearing Notice published a second time.
  • July 15, 2024, 10:00 a.m.: Public Hearing scheduled. Written testimony period ends.

Next Steps

Approve the Hearing Notice for publication. Final budget changes will be reviewed and possibly approved in a Resolution on July 15, 2024.

Sources

  • Adiel McKnight - Deputy Clerk of the Board
  • Mark McCauley - County Administrator
  • Kate Dean - Chair, Jefferson County Board of Commissioners (Signatory of the Notice)
  • RCW 36.40.140 (Mandating public hearing)

Amendment 1 to Interlocal Agreement: Student Assistance Professional Services (Quilcene School District)

Topic Summary

Jefferson County Public Health (JCPH) requests approval for Amendment 1 to an Interlocal Agreement (ILA) with the Quilcene School District #48. The amendment extends the term and increases the overall funding for providing Student Assistance Professional (SAP) services focused on substance use prevention and mental health support for students during the 2024-2025 school year.

Key Points

  • The purpose of the ILA is to cooperatively provide SAP services to increase substance use prevention and mental health support for students.
  • The amendment specifically extends the agreement term through the 2024-2025 school year.
  • The original ILA amount was $23,140.00 (which terminated August 31, 2024). This amendment adds $25,450.00 to the original amount.
  • The District supports the SAP in compliance with the Community Prevention and Wellness Initiative (CPWI) services provided under a cooperative agreement with Olympic Educational Services District, 114 (OESD 114).

Financials

  • Total amount added by Amendment 1: $25,450.00.
  • Source of Funds: This agreement is fully funded by Foundational Public Health Services (FPHS).
  • Expenditure Fund #: 131. Munis Org/Obj: 13156400.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • September 1, 2023: Original Agreement Commencement Date.
  • August 31, 2024: Original Agreement Termination Date.
  • September 1, 2024: Amendment 1 Commencement Date.
  • August 31, 2025: Amendment 1 End Date.

Next Steps

JCPH management recommends approval of Amendment 1 of the Interlocal Agreement.

Sources

  • Apple Martine - Director Public Health
  • Denise Banker - Community Health Division Director
  • Ron Moag - Superintendent, Quilcene School District #48
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Mark McCauley - County Administrator
  • Funding Authority: Foundational Public Health Services (Source not further specified)

Agreement: Remote Registered Dietitian Services (WIC Program)

Topic Summary

Jefferson County Public Health (JCPH) is requesting approval for a contract renewal with Adrienne Maxwell, RDN, DC, CLE, to provide up to nine hours per week of remote Registered Dietitian Services (RD services) for the Women Infants and Children (WIC) Supplemental Nutrition Program for a two-year term. The services are required for WIC clients needing dietary plans, particularly high-risk care.

Key Points

  • Contractor: Adrienne Maxwell, RDN, DC, CLE.
  • Services: Remote Registered Dietitian services for the WIC program, specifically focused on High Risk Care Plan services and other WIC appointment types.
  • Work is limited to up to nine hours per week.
  • This represents a contract renewal, continuing previous service provided from 2022-2024.
  • This contract is fully funded by the Consolidated Contracts through the WA State Department of Health (WA State WIC).
  • The contract length is two years.
  • The Prosecuting Attorney noted that while the department claims this is a renewal, the document presents a "brand new contract," which must comply with competitive bidding requirements of the procurement ordinance (max extension of 5 years).

Financials

  • Total Contract Amount (Expenditure): $64,200.00 (over the two-year period).
  • Funding Source: Consolidated Contracts through WA State Department of Health, WA State WIC (Federal Grant-funded).
  • Expenditure Fund: 127. Munis Org/Obj: 12756220.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 1, 2024: Agreement Commencement Date.
  • June 30, 2026: Agreement End Date.

Next Steps

JCPH management recommends approval of the contract renewal. Approval is subject to compliance with the procurement ordinance, including competitive bidding requirements, as flagged by the Prosecuting Attorney's Office.

Sources

  • Apple Martine - Public Health Director
  • Denise Banker - Community Health Division Director
  • Adrienne R. Maxwell, RDN, DC, CLE - Contractor
  • WA State Department of Health, WA State WIC (Funding Source)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Mark McCauley - County Administrator

Environmental Grant Amendment 1: Marine Resources Committee Operations and Projects

Topic Summary

Jefferson County Marine Resources Committee (MRC) and WSU Extension requested approval for Amendment #1 (SEANWS-2023-JeCoWS-00006) to their grant agreement with the State of Washington Department of Ecology (ECOLOGY). The amendment redistributes funding and adjusts the scope of work for two marine stewardship tasks: Community Science Monitoring (Task 2) and Derelict Crab Pot Removal (Task 3). The overall total grant budget remains unchanged at $249,000.00.

Key Points

  • The overall grant project, "Jefferson County MRC Operations and Projects 2023-2025," focuses on protecting and restoring marine resources in east Jefferson County.
  • Task 2 (Community Science Monitoring) changes:
    • New subtask: Pilot the use of satellite imagery (high- vs. low-resolution, fixed wing vs. drone images) to monitor bull kelp beds in the Strait of Juan de Fuca (Quimper Peninsula north end and Beckett Point region). This is a technology evaluation project.
    • Reduced sites: The storm surge monitoring subtask is reduced from two existing study sites (near NW Maritime Center and Chetzemoka Park) to one site.
  • Task 3 (Derelict Crab Pot Removal) changes:
    • Reduced scope in Year 1: The recipient will only assess the costs and viability of using side scan sonar and Remotely Operated Vehicles (ROVs) to locate and remove lost crab pots.
    • No removal operations will be conducted in Year 1. Removal operations (via ROV or divers) are planned for Year 2 based on the viability assessment.
  • Task 2 Goal: Improve understanding of trends in bull kelp and forage fish spawning, and variables contributing to coastal flooding. Also aims to build a community of volunteers.
  • Task 3 Goals: Remove derelict crab pots using a new, replicable method (ROV instead of divers). Reduce the number of lost pots by raising awareness among recreational crabbers.
  • The project includes other tasks not detailed in the amendment, including MRC Operations (Task 1), Voluntary No-Anchor Zones (Task 4), and Olympia Oyster Restoration (Task 5).

Financials

  • Overall Grant Total (Unchanged): $249,000.00.
  • Funding is 100% ECOLOGY Share (State and Federal sources). No Recipient Match is required.
  • Budget Adjustment:
    • Task 2 budget increases by $18,862.64 (from $14,760.00 to $33,622.64).
    • Task 3 budget reduces by $18,862.64 (from $42,754.00 to $23,891.36).
  • Funding Sources: General Fund - State (2023-2025) and EPA/Puget Sound Partnership (2023-2025, Federal CFDA 66.456 - National Estuary Program).

Alternatives

None specified.

Community Input

  • Task 2 is focused on building a community of volunteers engaged in marine monitoring and stewardship.
  • Task 3 aims to increase recreational crabbers' awareness of problems caused by derelict crab pots.

Timeline

  • October 1, 2023: Original Agreement Effective Date.
  • September 30, 2025: Original Agreement Expiration Date (End Date remains the same).
  • April 1, 2024: Amendment 1 Effective Date (Retroactive).
  • 2024 and 2025: Summary reports and QAPPs required for all Tasks.

Next Steps

Signature for approval of the contract amendment. ECOLOGY will execute the final signature via DocuSign.

Sources

  • Katie Kowal - Water Resources Program Manager, WSU Extension (Contact Person for Amendment)
  • Monica Montgomery - Water Programs Coordinator, WSU Extension (Original Project Manager)
  • Joenne McGerr - Shorelands Program Manager, Washington State Department of Ecology
  • Greg Brotherton - 2023 Board of County Commissioners, Chair
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Jeff Taylor, Solenne Walker, Sarah Fisken, Troy McKelvey, Neil Harrington - Recipient Task Coordinators

Community Wildfire Protection Plan (CWPP) Approval and Adoption

Topic Summary

The Board of County Commissioners (BOCC) is requested to formally approve and adopt the County's first Community Wildfire Protection Plan (CWPP), developed since April 2023 through collaboration with the CWPP Advisory Group and consultants. The successful adoption of this plan is necessary for the County and its partners to secure substantial available state and federal grant funding intended to enhance local wildfire resiliency and survivability.

Key Points

  • The document is Jefferson County's first-ever CWPP.
  • The plan was developed collaboratively by the County, the CWPP Advisory Group, and SWCA Environmental Consultants.
  • The CWPP's purpose is to help the County and its partners reduce wildfire risk to various communities.
  • Adoption is a prerequisite for accessing substantial financial resources intended to improve resiliency and survivability against the increasing wildfire threat.
  • The County expressed gratitude towards its partners for their effort in making the project a "smashing success."

Financials

  • This request has no fiscal impact on the County (immediate agenda item).
  • The plan enables the County to compete for substantial financial resources (future impact).
  • Funding for the initial CWPP project was provided by the Secure Rural Schools Act Title III.

Alternatives

None specified.

Community Input

  • The CWPP document was finalized after public review processes.
  • All Advisory Group members present are invited to sign the plan during a corresponding Signature Ceremony.

Timeline

  • April 2023: Start date of CWPP development.
  • July 1, 2024 (11:00 a.m.): Scheduled approval/adoption and signature ceremony.
  • The CWPP recommends itself be updated annually and formally revised every five years.

Next Steps

The BOCC is recommended to approve and adopt the CWPP and invite Advisory Group members to participate in the signature ceremony.

Sources

  • Mark McCauley - County Administrator
  • Heidi Eisenhour - Commissioner District No. 1 (Scheduled to lead the approval/adoption)
  • SWCA Environmental Consultants (Prepared the plan)
  • CWPP Advisory Group (Collaborated on development)

Emergency Management Performance Grant E24-236 (23EMPG)

Topic Summary

The Jefferson County Department of Emergency Management (DEM) seeks approval for an Emergency Management Performance Grant (EMPG) agreement (E24-236) from the Washington Military Department. The grant provides $28,025 in federal funds, matched by $28,025 in non-federal funds, primarily supporting four part-time clerk positions and essential emergency management activities through September 2024.

Key Points

  • This EMPG grant provides annual sustaining funding for four part-time DEM clerk hires.
  • The EMPG funds assist state, local, territorial, and tribal governments in preparing for all hazards through sustainment and enhancement of emergency management programs (five core mission areas: prevention, protection, response, recovery, and mitigation).
  • The Subrecipient (Jefferson County) must provide a 50% cash match from non-federal sources, specifically noted as the DEM Director Salary in the Contract Review Form.
  • Key work planned under this cycle (EMPG grant and local funds):
    • Sustaining Emergency Public Information and Education (Core Capabilities: Long-term Vulnerability Reduction / Public Information and Warning): Continue building the Neighborhood Preparedness (NPREP) program; conducting community hub training, meetings, and the annual "All County Picnic" for engagement; conducting disaster simulation training (CERT, DART, MRC); and building DEM's social media capabilities/Social Media Action Plan (to comply with County Resolution 30-21).
    • Sustaining Planning/Hazard Mitigation (Core Capabilities: Planning / Long-term Vulnerability Reduction): Review and update the Comprehensive Emergency Management Plan (CEMP) due in 2024, involving internal and external stakeholders and soliciting community feedback.
    • Sustaining Mass Care Services (Core Capabilities: Mass Care Services / Environmental Response/Health and Safety): Develop Emergency Support Function (ESF) 6 and ESF 8 protocols for mass care sheltering, animal response, and severe weather sheltering, including winter warming, summer cooling (heat waves), and clean air shelters (wildfire smoke). This addresses a gap identified after the 2020 wildfire smoke event and the June 2021 heatwave.

Financials

  • Total Federal Grant Amount (EMPG Award): $28,025.00
  • Required Local Match: $28,025.00 (50% of the total project cost). Match Source: DEM Director Salary.
  • Total Project Cost: $56,050.00
  • Budget Allocation (100% to PLANNING solution area): $28,025.00 (EMPG) + $28,025.00 (Match) for Personnel & Fringe Benefits.

Alternatives

None specified.

Community Input

  • Work planned includes continuing the "All County Picnic" to recruit volunteers.
  • Community engagement and feedback are explicitly sought for the CEMP update process.
  • Mass Care Services development is prioritized due to community gaps identified after the 2020 smoke event and 2021 heatwave.

Timeline

  • June 1, 2023: Grant Agreement Start Date.
  • September 21, 2023: Federal Award Date.
  • September 30, 2024: Grant Agreement End Date.
  • November 15, 2024: Deadline to submit final reimbursement request, final report, and training requirement documentation.
  • Performance Period (Federal): October 1, 2022 to September 30, 2025.

Next Steps

Recommended approval of the agreement.

Sources

  • Willie Bence - Emergency Management Director (Subrecipient Contact)
  • Mark McCauley - County Administrator
  • Kate Dean - Chair, Jefferson County Board of Commissioners (Subrecipient Signatory)
  • Washington Military Dept (Pass-through Entity)
  • Courtney Bemus - Department Contact (Washington Military Dept)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney (Approved as to form)
  • DHS/FEMA (Funding Authority)
  • County Resolution 30-21 (Requires all departments to have a Social Media Action Plan)
  • Dierk Meierbachtol - Assistant Attorney General (Boilerplate Approved as to Form)

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