PACKET: Commissioners Meeting at Mon, Jul 08, 09:00 AM

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Youth Athletic Facility Maintenance Grant for Memorial Field

Topic Summary

The County Public Works Department intends to apply for a Youth Athletic Facility Maintenance (YAF) grant from the Washington Recreation and Conservation Office (RCO) to fund the replacement of essential infrastructure at Memorial Field. This infrastructure replacement includes the perimeter fence, scoreboard, and football goals. The total project cost is estimated at $493,728, with the grant expected to cover 70% of the cost.

Key Points

  • The project's formal name is “RCO: 24-1768 DEV, Memorial Field Essential Infrastructure Replacement.”
  • Memorial Field is the only sports stadium and public athletic field in Port Townsend and is booked for over 160 events annually.
  • The field supports Rivals Interscholastic Sports, County Parks and Recreation youth and adult leagues, youth club football, and high school football camps, as well as cultural events.
  • This project constitutes the final phase of a facility overhaul initiated in 2010, which previously included a donated irrigation system, stadium roof structure replacement/restoration, and new field lights.
  • Fee-free, regularly scheduled informal public access is currently available on Wednesdays and Sundays, and informal access is planned to be expanded in the summer of 2024.

Financials

  • Total project value: $493,728
  • RCO YAF grant funding (70%): $345,560
  • Local match requirement (30%): $148,168
  • Funding sources: Grant from Washington Recreation and Conservation Office (RCO) and local match (source of local match is not specified).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 8, 2024: Date of the Resolution authorizing the grant application.
  • The grant period is for funding assistance "managed by the RCO, for maintenance projects in county parks." (Exact start/end dates of project implementation not specified.)

Next Steps

The Board is recommended to approve the resolution (RESOLUTION NO. __) authorizing the Jefferson County Public Works Department to apply for the grant and directing staff to return a copy of the approved resolution to Public Works.

Sources

  • Monte Reinders, PE - Public Works Director/County Engineer
  • Matt Tyler - Parks and Recreation Manager (Authorized Grant Application Signatory and Project Contact)
  • Eric Kuzma - Asst. Public Works Director (Project Contact)
  • Washington Recreation and Conservation Office (RCO) - Grant Administrator

Call for Bids: Supply of Aggregate for 2025-2026 Bituminous Surface Treatment Program

Topic Summary

The Public Works Department requires authorization to issue a Call for Bids for the long-term supply of aggregate used in the county's Bituminous Surface Treatment (chip seal) road preservation program for the calendar years 2025 and 2026. This procurement process is mandated by state law (RCW 36.32.240 and RCW 39.04) and is estimated to have a contract value of approximately $556,920 plus state sales tax.

Key Points

  • The aggregate products are essential for the Public Works Road Maintenance Division's annual Bituminous Surface Treatment (chip seal) road preservation program.
  • Call for Bids is required by RCW 36.32.240 and RCW 39.04.
  • The contract covers the supply and delivery of aggregate for County Project No. 18020390.
  • Provisions relating to nondiscrimination (Title VI of the Civil Rights Act of 1964 and 49 CFR Part 26) require that disadvantaged business enterprises be afforded full opportunity to submit bids and not be discriminated against.
  • Bids must include a proposal guarantee (surety bond, money order, cash, cashier's check, or certified check) equal to 5% of the bid amount.

Financials

  • Estimated value of the contract: $556,920.00 plus Washington State Sales Tax.
  • Funding source: Public Works 2025 and 2026 Road Maintenance budgets.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 8, 2024: Agenda Date for Board approval of the Call for Bids.
  • July 25, 2024 (1:00 p.m.): Deadline for sealed bids submission and public bid opening date.
  • Bid period covers calendar years 2025 and 2026.

Next Steps

The Board is requested to approve the Call for Bids, authorize the Chair to sign the attached document, and return it to the Department of Public Works for publication.

Sources

  • Monte Reinders, PE - Public Works Director/County Engineer
  • Conor Ferry - Project Manager
  • RCW 36.32.240
  • RCW 39.04
  • Title VI of the Civil Rights Act of 1964
  • 49 CFR Part 26

Agreement: COASST Dead Bird Citizen Science Internship for Youth

Topic Summary

Jefferson County Public Health (JCPH) requests approval for a Personal Services Agreement with the University of Washington (UW) Coastal Observation and Seabird Survey Team (COASST). This agreement establishes an internship program connecting youth along the outer coast of Jefferson and Clallam counties with environmental research, specifically beached bird surveys, for a grant-funded total of $17,953. The program includes community training, mentorship, monthly beach monitoring, workshop presentations, and a visit to the UW College of the Environment.

Key Points

  • The program, titled "Dead Bird Citizen Science for Youth Community Members," aims to expand an existing pilot effort.
  • The project focuses on connecting youth from the outer coast of Jefferson and Clallam counties with environmental research experience.
  • The scope of work requires four, 80-hour or longer internships for senior-level high school students/recent graduates and their mentor(s).
  • Activities include necessary safety and bird identification training, monthly beach surveys, presentations at a community workshop and to the North Pacific Coast Marine Resources Committee (NPC MRC), and a visit to the UW College of the Environment.
  • The program meets the Coast MRC Program benchmarks for Sound Science and Education and Outreach.

Financials

  • Total contract amount: $17,953.00 (Contract No: WQ-24-011).
  • Funding source: Grant from the Washington Department of Fish and Wildlife (WDFW) for projects recommended by the North Pacific Coast Marine Resources Committee (NPC MRC) (#23-23412).
  • There is no impact to the Jefferson County General Fund.
  • No match requirements are specified.
  • The estimated budget details include $5,454 for UW Science Coordinator salary/benefits, $124 for supplies (2 survey kits), $855 for staff travel (Seattle to coastal communities), $7,949 for Participant Support Costs (stipends for 4 undergraduate interns and travel for 6 people to Seattle), and $3,571 for indirect costs.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 1, 2024: Agreement commencement date.
  • June 1, 2025: Agreement end date.
  • July 1, 2024: Deliverable (1a) due date (Names/contact info for interns/mentors).
  • May 1, 2025: Deliverables (1b, 1c, 1d, 1e, 1f) due date (Community training, timesheets for interns, presentations, UW visit).
  • June 1, 2025: Deliverable (1d) due date (Completed WDFW final report form and invoicing materials).

Next Steps

JCPH Management recommends Board of County Commissioners signature for the Personal Services Agreement with the University of Washington.

Sources

  • Pinky Mingo - Environmental Public Health and Water Quality Director
  • Tami Pokorny - Natural Resources Program Coordinator
  • Mark McCauley - County Administrator
  • University of Washington Coastal Observation and Seabird Survey Team (COASST)
  • Washington Department of Fish and Wildlife (WDFW) - Grant provider (#23-23412)
  • North Pacific Coast Marine Resources Committee (NPC MRC)

E911 County Basic Service Operations (BSO) Contract

Topic Summary

JeffCom 911 requests approval of Contract E25-016 with the Washington State Military Department E911 Program for the 2024-2025 fiscal year. This contract provides JeffCom with $294,843 in financial assistance for eligible expenses necessary to maintain and operate enhanced 911 services in Jefferson County. These funds will partially offset the costs of E911 operations, including supporting the Stancil Phone Call Recording system.

Key Points

  • The contract covers reimbursement solely for expenses detailed in WAC Chapter 118-66, which are necessary to answer 911 calls originating in Jefferson County.
  • Funding priorities are set by the legislature (RCW 38.52.540, RCW 38.52.545) and include statewide network management, 911 baseline service levels, and acquisition of necessary hardware/software.
  • JeffCom warrants that it has imposed the maximum county 911 taxes allowed under RCW 82.14B.030(1) and RCW 82.14B.030(2) to qualify for this funding.
  • Reimbursement categories are split into Coordinator Professional Development (CPD) and Basic Service Operating (BSO).
  • CPD funds ($36,053) do not require prior local expenditure and cover training, public education, and technical support salaries, including $6,000 for the 911 Coordinator or designee for national NG911 related conferences/training materials.
  • BSO funds ($258,790) are provided as reimbursement when the county needs additional assistance after local revenues have been spent.
  • The total county baseline equipment maintenance reimbursement amount is calculated at $24,700 per authorized call-taking position, up to a maximum of six positions ($148,200).

Financials

  • Total Contract Amount: $294,843.00 (Reimbursement).
  • Coordinator Professional Development (CPD): $36,053
  • Basic Service Operating (BSO): $258,790
  • Current bed rate for housing an incarcerated individual at Jefferson County Jail is $130.01 per diem (cited in a separate contract analysis but mentioned as context). This agreement provides E911 funding, which is applied to JeffCom's costs.
  • The contract partially offsets the costs of E911 services.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 1, 2024: Contract Start Date (Performance Period begins).
  • June 30, 2025: End Date of Performance Period (Work completion deadline).
  • August 15, 2025: Contract End Date.
  • July 31, 2025: Final Reimbursement Request submission deadline.
  • Training expenses must be submitted for reimbursement within 90 days of the actual training.

Next Steps

The Board is recommended to sign both original contracts. Once completed, the contract will be returned to the Board when received back from the State 911 office.

Sources

  • Lisa Johnson - Finance Manager, JeffCom 911
  • Matt Stewart - JeffCom911 Director
  • Washington State Military Department – E911 Program
  • RCW 38.52.540, .545
  • WAC Chapter 118-66
  • RCW 82.14B.030(1) and (2)

Mental Health Therapy Services for Children at Brinnon School District (Amendment No. 1)

Topic Summary

Jefferson County Public Health (JCPH), acting as fund manager for the Behavioral Health 1/10th of 1% Sales Tax Fund (Fund 131), seeks approval for the first amendment to a Professional Services Agreement with Jumping Mouse Children’s Center. This amendment extends the existing agreement for mental health therapy services at the Brinnon School District by one year and allocates an additional $37,418.00, bringing the total contract value to $74,836.00, to meet the goal of providing long-term therapy and support in a rural location.

Key Points

  • The Contractor (Jumping Mouse Children’s Center) provides clinical and care management services for up to 15 children who attend school at the Brinnon School District.
  • Services include long-term therapy for children affected by trauma (loss, abuse, neglect, violence exposure, mental illness, and substance abuse risk factors).
  • The program also involves consults, education, and support with teachers and staff, and monthly meetings/on-call support for parents/caregivers.
  • The program resulted from an RFP process and the funding has been recommended by the Behavioral Health Advisory Committee.
  • Staffing includes two master's level Licensed Mental Health Counselors, one Clinical Supervisor, and support staff (billing and administration).
  • The total budget for July 1, 2024 – June 30, 2025 is $73,808, with $37,418 requested from the sales tax fund and $36,390 from other funding sources.

Financials

  • Additional funding requested (Amendment No. 1): $37,418.00
  • Previous contract value: $37,418.00 (Inferred, bringing the total to $74,836.00).
  • Total contract value (amended): $74,836.00
  • Funding source: County sales tax revenue deposited into Fund #131 (1/10th of 1% Behavioral Health Sales Tax Fund).
  • Total budget for the July 2024-June 2025 period is $73,808, including $36,390 from "Other Funding Source" (Fund #131 portion is $37,418).
  • The County reserves the first right to use Fund 131 money as match for other grants.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 1, 2024: Start date of the amended term.
  • June 30, 2025: End date of the amended term.

Next Steps

JCPH requests Board approval of Amendment #1 to the Professional Services Agreement.

Sources

  • Apple Martine - Public Health Director
  • Anna McEnery - BH & DD County Coordinator
  • Mark McCauley - County Administrator
  • Jumping Mouse Children’s Center
  • Behavioral Health Advisory Committee (BHAC)

Mental Health Therapy Services for Children at Chimacum School District (Amendment No. 1)

Topic Summary

Jefferson County Public Health (JCPH), managing the 1/10th of 1% Behavioral Health Sales Tax Fund (Fund 131), seeks approval for the first amendment to a Professional Services Agreement with Jumping Mouse Children’s Center. This amendment extends services at the Chimacum School District for one year, allocating an additional $38,531.00, for a new total contract value of $77,062.00, to provide long-term mental health therapy for young children in this rural location.

Key Points

  • The Contractor (Jumping Mouse Children’s Center) provides clinical and care management services for up to 16 children weekly who attend school at the Chimacum School District (CSD).
  • Services utilize the Jumping Mouse model of play therapy and include counseling for children affected by trauma and support meetings/on-call help for parents/caregivers.
  • The program aims for 90% of children served to successfully participate in therapy (increased emotional regulation, confidence, coping skills, etc.) and 80% of parents served to develop safer parental care and positive relationships.
  • Staffing includes two master's level Licensed Mental Health Counselors or Associates, one Clinical Supervisor, and support staff.
  • The program resulted from an RFP process and the funding has been recommended by the Behavioral Health Advisory Committee.

Financials

  • Additional funding requested (Amendment No. 1): $38,531.00
  • Previous contract value: $38,531.00 (Inferred, bringing the total to $77,062.00).
  • Total contract value (amended): $77,062.00
  • Funding source: County sales tax revenue deposited into Fund #131 (1/10th of 1% Behavioral Health Sales Tax Fund).
  • Total budget for the July 2024–June 2025 period is $73,805, with $38,531 requested from the sales tax fund and $35,274 from other funding sources.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 1, 2024: Start date of the amended term.
  • June 30, 2025: End date of the amended term.

Next Steps

JCPH requests Board approval of Amendment #1 to the Professional Services Agreement.

Sources

  • Apple Martine - Public Health Director
  • Anna McEnery - DD & BH County Coordinator
  • Mark McCauley - County Administrator
  • Jumping Mouse Children’s Center
  • Behavioral Health Advisory Committee (BHAC)

Social Support Services: Alternative to Traditional Environmental Complaint Enforcement (Amendment No. 1)

Topic Summary

Jefferson County Public Health (JCPH) is requesting approval of Amendment 1 to the Professional Services Agreement with MCS Counseling Group to extend social support services through June 30, 2025, and increase the funding by $30,000, bringing the total contract not to exceed amount to $60,000. This program offers an Alternative Enforcement Program (AEP) utilizing social services for persons facing code enforcement due to underlying behavioral health issues, hoarding disorder, economic challenges, or physical disabilities.

Key Points

  • The program aims to move beyond traditional environmental complaint enforcement by recognizing that compliance barriers often stem from mental health, substance abuse, hoarding, physical disability, economic challenges, or homelessness.
  • The AEP is offered when Environmental Health (EH) determines an individual facing code enforcement could benefit from a Social Worker's assistance.
  • Participants must sign a Voluntary Compliance Agreement (VCA) with a timeline and attend bi-weekly sessions with the Social Worker to focus on achieving compliance goals (SMART plan).
  • Social Workers are explicitly prohibited from sharing confidential health information with EH or Code Compliance staff, though the release of information allows updates on progress.
  • Lack of progress (Failure to meet a SMART Plan, failure to meet with the Social Worker, or making the problem worse) after ninety days constitutes grounds for termination from the Program.
  • Termination from the AEP may result in the participant being liable for penalties and enforcement costs as allowed in J.C.C. 19.30.020.
  • The Social Worker is responsible for tracking/reporting contact hours, milestones, and maintaining data for program effectiveness measures.

Financials

  • Additional contract amount (Amendment No. 1): $30,000
  • Total contract amount (amended): Not to exceed $60,000 (initial contract was up to $30,000).
  • Funding source: Foundational Public Health Services.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • December 1, 2023: Original agreement start date.
  • June 30, 2025: Amended contract end date.
  • Social Worker reports progress monthly to EH.
  • Within the first ninety days of participation, the Social Worker shall focus on acknowledgement and addressing challenges/barriers.

Next Steps

JCPH management recommends approving the amendment to the contract for MCS Counseling Group.

Sources

  • Pinky Feria Mingo - Director, Environmental Health and Water Quality
  • Julie Canterbury - Executive Director, MCS Counseling Group
  • Mark McCauley - County Administrator
  • JCC 19.10.05 (Voluntary Compliance)
  • JCC 19.30.020 (Penalties and Enforcement Costs)
  • Foundational Public Health Services (Funding Source)

Housing Incarcerated Individuals for the Department of Corrections (Amendment No. 6)

Topic Summary

The Sheriff’s Office requests approval of Amendment No. 6 to the contract with the Washington State Department of Corrections (DOC) for housing incarcerated individuals at the Jefferson County Jail. This amendment extends the term of the agreement, updates the per diem billing rate for the County, and incorporates new data sharing and access terms.

Key Points

  • The agreement ensures the housing of DOC incarcerated individuals locally, which "improved public safety by enhancing community supervision."
  • The amendment replaces the term "Offender" with "Incarcerated Individual" throughout the contract.
  • New data sharing and access provisions (Attachment D) require the County (Requestor) to restrict the use of WADOC Data (Category 3/4 Confidential Information) only for the agreement's purpose, comply with security policies, and encrypt all electronic data storage.
  • The County is required to report any compromise or potential breach of WADOC Data to the WADOC Contract Manager and CISO within one business day of discovery, and is responsible for all costs associated with a security incident or breach.
  • The definition of "Incarcerated Individual day" has been updated: payment now includes both the first and the last day of the confinement term, ending at midnight on the day of release or sanction ending.
  • The Department's financial responsibility terminates at midnight of the earliest occurring event: WADOC takes custody, sanction served, or hold/detainer is no longer valid.

Financials

  • Current jail bed rate (County cost): $130.01 per diem
  • Amended DOC reimbursement rates:
  • July 1, 2023 – June 30, 2024: $96.94 per diem
  • July 1, 2024 – June 30, 2025: $101.79 per diem
  • The agreement partially offsets the County's housing costs ($130.01 per diem).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • January 1, 2016: Original Contract Commencement Date.
  • July 1, 2023: Effective date of Amendment No. 6 (retroactive start for new rate structure).
  • June 30, 2025: Amended Contract End Date.
  • New payment rates are phased for the fiscal periods: 7/1/2023 to 6/30/2024 and 7/1/2024 to 6/30/2025.

Next Steps

Staff recommends approval of Contract Amendment - Department of Corrections Housing Contract Amendment #6.

Sources

  • David Fortino - Department Contact (Sheriff's Office)
  • Washington State Department of Corrections (DOC)
  • Daryl Huntsinger - DOC Contracts Administrator
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Washington State Office of the Chief Information Officer (OCIO) - Data classification standards

Briefing: Jefferson County Forestry Strategic Plan (2024-2029)

Topic Summary

This briefing presents the working draft of the Jefferson County Sustainable Forestry Program's 5-Year Strategic Plan, developed by Chickadee Forestry. The plan outlines a pathway for the County to establish a financially self-sustaining and ecologically responsible multi-use forest management model, focusing on timber harvests, land acquisition, fiscal viability, community engagement, and strategic partnerships over the next five years.

Key Points

  • Vision Statement (25 Year Outlook): Jefferson County's land stewardship will be a thriving, financially self-sustaining model of multi-use forest management that provides outdoor spaces, rural economic benefit, and local lumber supply chains.
  • Current Status/Goal: The County currently owns approximately 3,000 acres of forestland, often fragmented (20 acres or less). The estimated goal is 6,000 acres to make the program economically sustainable.
  • Management Model: County management involves selective thinning rotations (20-30 years) with 20-30% volume removal per area, contrasting with common commercial industrial management (30-80 year rotations, 100% removal).
  • Five Focus Areas (5-Year Goals):
    1. Timber Harvests: Planned harvests for 200 acres/year average, developing robust administrative protocols (SOPs).
    2. Land Acquisition: Acquire North Jacob Miller (119ac), Cape George (156ac), and Teal Lake (600ac) properties.
    3. Financial: Create a self-sustaining forestry program with 20% of timber sales kept in county (saw logs and pulp).
    4. Outreach & Communications: Establish a comprehensive engagement program communicating successes, current work, and future vision.
    5. Partnerships: Develop a working relationship with all stakeholders and supply chain components using a LandWorks Collaborative type model.
  • Year 1 & 2 Specific Tasks:
    • Conduct revenue-generating harvests at Elmira & Hadlock properties (Year 1).
    • Conduct 1 revenue loss harvest (Year 1).
    • Sell portions of harvested logs to local sawmills (Year 1 & 2).
    • Conduct pre-commercial thinning/mulching at Beausite and/or Cape George (Year 2).
    • Evaluate County benefit in participating in carbon markets and/or forest certification programs (Year 2).
    • Develop communication plan and conduct pilot outreach in advance of fall timber harvests (Year 1).
    • Create webpage with interactive map (Year 2).
  • Challenges Identified: Creating robust protocols that don't rely only on one person; opaqueness and unknown expense in the land acquisition process; distracting "side quests" hindering long-term financial success; and ensuring a cohesive partnership model.

Financials

  • Estimated long-term forestland needed for self-sustainability: 6,000 acres.
  • Financial Goal: 20% of timber sales (saw logs and pulp) established within the county supply chain.
  • Year 1 harvests at Elmira and Hadlock properties are projected to be revenue generating.
  • Funding for this briefing motion itself results in no immediate fiscal impact.

Alternatives

  • The plan explicitly contrasts the County's model (selective thinning, 20-30% removal) with commercial industrial forestry (clear cuts, 100% removal).

Community Input

  • The plan acknowledges significant public pushback and misunderstanding of environmental and economic benefits due to a lack of small operators providing alternatives to industrial forest management.
  • The strategy includes launching a communication plan, holding outreach events prior to harvests, and optimizing communication based on community feedback.

Timeline

  • February 5, 2024: County signed a 5-year contract with Chickadee Forestry.
  • 2024 - 2029: Focus period for the Strategic Plan.
  • Fall/Winter 2024: Planned Elmira & Hadlock timber harvests.
  • 25 Years: Target horizon for achieving the full Vision Statement.

Next Steps

The Board is requested to listen to the briefing, ask questions, and provide guidance on the Strategic Plan.

Sources

  • Mark McCauley - County Administrator
  • Malloree Weinheimer - Chickadee Forestry
  • Katrina Amaral - Timberdoodle Consulting

Update: Jefferson County Historical Society & Museum of Art + History Renovation

Topic Summary

Tara McCauley, Executive Director of the Jefferson County Historical Society (JCHS), will provide an update on the large-scale renovation project at the Museum of Art + History (MOAH). This renovation, part of the "Rooted in Change" campaign, aims to modernize the museum by implementing ADA accessibility features, installing updated multisensory exhibit infrastructure, and shifting the museum's focus to annual themed exhibitions exploring deeper, more diverse community stories.

Key Points

  • JCHS operates three sites, one of which is the Museum of Art + History (MOAH), located in the historic City Hall building.
  • The renovation is driven by community feedback and prioritizes three areas of change: sharing deeper stories, enhancing accessibility, and integrating art and history.
  • The new approach involves focusing annual exhibitions on one main topic (starting with "Home") explored through new art, historic collections, and programming.
  • The transformation is identified as a "necessary evolution" due to the significant financial difficulties and risk of permanent closure faced by 30% of museums nationally within two years (per a 2023 American Alliance of Museums study).
  • Goals of the "Rooted in Change" campaign include:
    • Renovating the historic building to be fully ADA accessible.
    • Installing updated, multisensory exhibition infrastructure.
    • Refreshing exhibit spaces annually.

Financials

  • Total Capital Campaign goal: $2.3 million
  • Amount already raised: Over $1 million
  • No immediate fiscal impact to the county is noted for this update.

Alternatives

None specified.

Community Input

  • The project is inspired by community feedback gathered over the past three years.

Timeline

  • The JCHS aims to "cross the finish line this year" on the $2.3M fundraising goal.

Next Steps

None specified. The Board is listening to the update.

Sources

  • Tara McCauley - Executive Director, Jefferson County Historical Society (JCHS)
  • Mark McCauley - County Administrator
  • American Alliance of Museums - Source of 2023 study data.

Short-Term Rentals (STR) Moratorium Public Hearing

Topic Summary

The Board of County Commissioners (BoCC) is holding a public hearing to receive testimony on Ordinance 03-0610-24, which establishes an interim moratorium on the acceptance and processing of development permit applications for Short-Term Rentals (STRs). The moratorium was adopted on June 10, 2024, to maintain the status quo while the Department of Community Development (DCD) and the Planning Commission develop permanent amendments to STR regulations to address potential impacts on long-term housing availability and neighborhood character.

Key Points

  • STRs are defined as accommodations for transient/tourist use of fewer than 30 days.
  • The moratorium (Ordinance 03-0610-24, reenacting 01-0408-24) is an emergency measure enacted under RCW 36.70A.390 and RCW 36.70.795.
  • Jefferson County has issued approximately 76 land use permits for STRs but has information suggesting more than 400 STRs are operating in the jurisdiction without required permits.
  • The moratorium is necessary to prevent a large influx of applications attempting to vest rights under current, potentially inadequate regulations, which would frustrate the County's ability to adopt clear, new standards.
  • Issues the planning process will address include: (1) enforcement, (2) limiting rentals, (3) owner-occupied vs. other types, (4) neighborhood impacts, (5) tourism balance, (6) education/outreach, and (7) life safety.
  • Exceptions to the moratorium include applications for repair of existing septic systems, repairs/remodels/expansions of existing permitted residences, prior applications deemed complete before the April 8, 2024 moratorium, and publicly funded housing for homeless or low-income households.
  • Current JCC zoning widely permits STRs in Agriculture (AG), Commercial Forest (CF), Rural Forest (RF), In-holding Forest (IF), several Rural Residential zones, and Rural Village Center (RVC).
  • Master Planned Resorts (Port Ludlow, Pleasant Harbor) are designed to accommodate STRs; JCC 18.15.123 requires no less than 65% of accommodations in Pleasant Harbor MPR to be short-term visitor accommodations.

Financials

  • The General Fund supports this planning process.
  • STR applications are supported by permit fees.
  • Fiscal impacts are not detailed, but one motivation is protecting the availability of long-term housing, which is influenced by the abundance of STRs.

Alternatives

  • The DCD Staff report summarizes public input on potential regulatory approaches, including limiting rentals through: population size-based caps, water availability-based caps, geography-based caps, conditioning STR permission upon offering long-term rentals, or prohibiting corporate rentals.

Community Input

The Planning Commission condensed community feedback from March public sessions into eight areas (detailed below). Key themes mentioned included: - Enforcement: Suggestions included imposing immediate fines that are removed upon compliance, using police for parking violations, contracting with third parties, or platform-based enforcement requiring valid permits. - Limited Rentals: Suggestions included a cap based on density (e.g., Cayucos, CA model spacing restrictions), limiting rentals to 10% of housing stock (60 out of 600 homes in Quilcene was cited as an example), or conditioning permits on the owner residing nearby. - Owner Occupied vs. Other Types: Suggestions favored tiered approaches or prioritizing resident-occupied housing. - Neighborhood Impacts: Concerns included loss of community due to high concentration of STRs (Sedona, AZ example) and speeding cars by STR occupants.

Timeline

  • June 10, 2024: Ordinance 03-0610-24 adopted.
  • July 3, 2024: Planning Commission meeting on STRs.
  • August 9, 2024 (latest date): Public hearing must be held by this date (60 days from passage, as required by RCW). The scheduled time is 11:00 a.m. on July 8, 2024.
  • April 7, 2025: Moratorium expiration date, unless extended.
  • Before the end of 2024: DCD plans to bring a proposed ordinance amending regulations to the Planning Commission.

Next Steps

The Board is requested to accept public testimony regarding the adoption of Ordinance 03-0610-24. Staff will next synthesize public and Planning Commission feedback to draft a proposed ordinance for a future Planning Commission hearing.

Sources

  • Josh D. Peters, AICP - Community Development Director
  • Brent A. Butler, AICP - Chief Strategy Officer (DCD Staff report)
  • Ordinance 03-0610-24
  • RCW 36.70A.390, RCW 36.70.795
  • Washington Constitution Article XI, Section 11
  • MRSC - Cited source for general STR concerns

Community Wildfire Protection Plan (CWPP) Implementation Assistance (Amendment No. 2)

Topic Summary

The County Administrator requests approval of Amendment No. 2 to the consulting agreement with SWCA Environmental Consultants to shift into Phase 2: implementation assistance for the recently adopted Community Wildfire Protection Plan (CWPP). This amendment adds $125,000 to the total contract amount, for a maximum total of $319,956.30, to secure SWCA's continued support for tasks such as facilitating the transition to a sustained Wildfire Advisory Group, maintaining the CWPP hub site, and advising on grant opportunities.

Key Points

  • Phase 1 (CWPP development) led to the formal adoption of the CWPP on July 1, 2024. This amendment initiates Phase 2 (Plan Implementation).
  • The Advisory Group was consulted and recommended retaining SWCA for one year of implementation assistance to maximize grant funding success for hardening the county against wildfire threats. (Contract cost of $125,000 is considered prudent in light of potential grant capture).
  • Scope of Work (Phase 2):
    • Facilitate 2 virtual meetings to transition the Advisory Group into a Wildfire Advisory Group or Firesafe Council.
    • Provide annual maintenance of the County CWPP hub site (including quarterly review meetings and ad hoc updates).
    • Advise the County on grant opportunities (8 hours/month reviewing relevant grants like CWDG, FEMA, BRIC, America the Beautiful).
    • Host one 6-hour In-Person Fire Safe Council Meeting upon receiving updated WA DNR WUI map guidance.
    • Update the CWPP based on WA WUI map revisions, including developing a detailed assessment of risk and hazard for Port Townsend.
  • Optional/Hourly Tasks (Budget TBD): Develop a web-based project tracker application ($158/hr), consult as needed ($189/hr), and assist with grant writing ($189/hr).
  • The original contract (T3CWPP124) included $15,600 for a one-year Ladris Software as a Service Agreement for evacuation modeling (Optional Task 11), with the County intending to enter into the agreement under the SWCA master contract.

Financials

  • Additional contract expenditure (Amendment No. 2): Not to exceed $125,000.
  • Total contract maximum (amended): $319,956.30 (Original PSA was $167,481 + Amendment 1 was $27,475.30 for a total of $194,956.30).
  • Funding source: Title III or General Fund – Non-departmental funds.
  • Specific budget breakdown of $86,737.86 for Phase 2 Time and Materials Tasks:
    • Task 1 (Project Mgmt): $5,570.24
    • Task 2 (2 Virtual Meetings): $13,216.96
    • Task 3 (Maintain CWPP Hub): $17,646.99
    • Task 4 (Advise on Grants): $16,661.28
    • Task 5 (1 In-Person Meeting): $12,347.14
    • Task 6 (Update CWPP): $21,295.25

Alternatives

  • The original project included optional tasks (Evacuation Modeling with Ladris software, detailed in the PSA), which were factored into the project schedule and initial $167,481 cost.

Community Input

  • The continuation of services is based on the recommendation of the CWPP Advisory Group.

Timeline

  • July 1, 2024: CWPP was formally adopted.
  • Execution of Amendment No. 2: Initiates one year of CWPP implementation assistance.
  • Revised contract incorporates Amendment No. 1 (March 4, 2024) and the original PSA (April 18, 2023 start date).

Next Steps

The Board of County Commissioners is recommended to approve Amendment No. 2 to the Professional Services Agreement with SWCA.

Sources

  • Mark McCauley - County Administrator
  • SWCA Environmental Consultants
  • Ladris Technologies, Inc. - Subcontractor for evacuation modeling software.
  • Title III (Funding Source)
  • City of Port Townsend - Concerns from the City led to Amendment No. 1's increased scope.

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