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Amendment 5 to Evren Northwest, Inc. Agreement (Chimacum Confluence Project)

Topic Summary

Jefferson County Public Health (JCPH) is requesting approval for Amendment 5 to a Professional Services Agreement (PSA) with Evren Northwest, Inc. related to the Chimacum Confluence Project Environmental Site Assessments (ESAs). This amendment increases the contract value by $4,050 to cover the specialized work required for planning the next phase of site investigation, including the development of a Work Plan that meets Washington Department of Ecology (ECY) specifications. The total contract value is now capped at $54,636.30.

Key Points

  • JCPH requested approval of Amendment 5 for the PSA with Evren Northwest, Inc. for the Chimacum Confluence Project Phase I and II ESAs.
  • The project is located at 890 Old Hadlock Road, Port Hadlock (APN 901 112 013).
  • The scope of work is amended to include the development of a Work Plan tailored to ECY specifications for future site investigations.
  • Future investigations include the installation of monitoring wells, quarterly sampling, and expansion of the area included in the Phase II ESA.
  • Prior amendments show progressive expansion of the project scope:
    • Original PSA (June 6, 2022) was for Phase I and II on approximately two acres.
    • Amendment 4 (January 22, 2024) extended the term and expanded the Phase I assessment to include the entire property (approximately 5.30 acres), but kept Phase II limited to two acres.
    • Amendment 3 (May 15, 2023) increased the scope and funding following a Department of Ecology request for an "increased level of sampling intensity" based on initial Phase II results.
  • The need for the current Work Plan (Amendment 5) stems from the results of the Phase II ESA completed on June 22, 2023.

Financials

  • Current Amendment Increase: $4,050.00
  • New Total Contract Maximum: $54,636.30
  • Funding Source: Agreement No. TCPIPG-2123-JeCoPH-00039 with the Washington Department of Ecology.
  • Match Requirement: There is no local match requirement for this funding.
  • Budget Breakdown for $4,050.00:
    • Principal Engineering Geologist: $320.00 (2 units @ $160.00)
    • Principal Field Geologist: $1,150.00 (10 units @ $115.00)
    • Principal Hydrogeologist: $2,000.00 (16 units @ $125.00)
    • Principal Geologist/HAS Officer: $580.00 (4 units @ $145.00)

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2022-06-06: Original Professional Services Agreement commenced.
  • 2022-08-31: Original termination date. (Extended to June 30, 2023 via Amendment 1 and then to December 31, 2024 via Amendment 4).
  • 2023-06-22: Phase II Environmental Site Assessment completed.
  • 2024-08-05: Agenda request date for Amendment 5.
  • 2024-12-31: Revised termination date (via Amendment 4).

Next Steps

JCPH Management recommends that the Board of County Commissioners (BOCC) approve and sign Amendment 5.

Sources

  • Pinky Mingo - Environmental Public Health Director
  • Tami Pokorny - Natural Resources Program Coordinator
  • Evren Northwest, Inc. - Contractor
  • Washington Department of Ecology (ECY or DoE) - Funding/Regulatory Agency

Authorization for RCO COAF Grant for Quilcene Skate Park Construction

Topic Summary

Jefferson County Public Works seeks authorization via Resolution to apply as a secondary sponsor for a Community Outdoor Athletic Facility (COAF) grant from the Washington Recreation and Conservation Office (RCO) to fund the construction of a skate park in Quilcene Community Park. The project, valued at $972,920, is being led by the Olympic Peninsula YMCA as the primary sponsor with a goal of transferring full ownership and maintenance responsibility to Jefferson County Parks and Recreation upon completion.

Key Points

  • The project involves the construction of a skate park and other associated amenities in Quilcene Community Park.
  • The project is a public/private partnership.
  • The Olympic Peninsula YMCA (YMCA) is designated as the primary sponsor responsible for grant management and project construction.
  • Jefferson County Public Works is designated as the secondary sponsor.
  • Upon project completion, the YMCA will withdraw as primary sponsor, and Jefferson County Parks and Recreation will become the sole sponsor and owner, assuming maintenance responsibility.
  • The skate park construction is a "grass roots project" initiated by dedicated volunteers intended to benefit the health and well-being of the Quilcene community, especially youth.
  • The YMCA's responsibilities include providing 100% of the funding via the RCO grant, managing all grant aspects, incorporating public/County input into design (30%/60%/90%/final plans submitted to County for approval), obtaining permits, managing procurement, directing construction, and providing final inspection acceptable to the County.
  • County responsibilities include providing the site, participating in the design process, reviewing plans, giving notice to proceed with construction, and providing water and toilets during construction.
  • Maintenance responsibility, identified as intensive, requires the County to assume ownership and responsibility for future maintenance.

Financials

  • Total Project Value: $972,920.
  • Funding Source: RCO COAF grant provides 100% of the funding.
  • Match Requirement: There is no match funding requirement.
  • Ongoing Costs: Intensive skate park maintenance and operations will require additional County resources after ownership transfer.

Alternatives

None specified.

Community Input

  • The project is described as a "grass roots project" supporting the health and well-being of the community.

Timeline

  • 2024-07-23: Letter of Understanding (MOU) beginning date.
  • 2024-08-05: Agenda date for authorizing resolution.
  • Upon project completion: YMCA removes itself, and Jefferson County Parks and Recreation becomes the primary sponsor/owner.
  • Project Completion: Ending date on MOU.

Next Steps

The Board of County Commissioners (BOCC) is recommended to approve the resolution authorizing the RCO COAF Grant application and forward an approved copy to Public Works.

Sources

  • Monte Reinders - Public Works Director/County Engineer
  • Matt Tyler - Parks and Recreation Manager (County Contact/Authorized Signatory)
  • Eric Kuzma - Asst. Public Works Director (Authorized Project Contact)
  • Wendy Bart - Chief Executive Officer, Olympic Peninsula YMCA
  • Washington Recreation and Conservation Office (RCO) - Grantor
  • RCO Project Name: RCO: 24-1458 DEV, Dev, Quilcene Skate Park

Jefferson County Clerk's Cloud Storage Agreement (Modus Technology, Inc.)

Topic Summary

The Jefferson County Clerk's Office is requesting approval of a one-year agreement with Modus Technology, Inc. for cloud storage and retrieval ("Modus Vault services") of approximately 1.3 million historical Superior Court records images, previously digitized in 2022. This agreement is necessary because currently there is insufficient storage capacity on the County's local Laserfiche system to adequately house the volume of data (400 GB worth of images received on a 5-TB external drive), limiting staff access and risking data loss.

Key Points

  • In 2022, the Clerk's Office completed a project with Modus to digitize microfilmed court records, resulting in approximately 1.3 million images (400 GB).
  • The images were delivered to the County on a 5-terabyte portable hard drive.
  • The current on-site Laserfiche storage system does not have sufficient capacity to house these images locally.
  • The cloud storage agreement (Modus Vault services) allows staff throughout the office to access the images and print remotely, resolving the current reliance on a single shared drive connection.
  • The service acts as a backup, safeguarding against loss or corruption of the "original" images stored on the portable drive until local upload can be completed.
  • The County retains "complete and sole ownership" of the data uploaded to Modus Vault services.
  • The service scope involves importing and uploading 16mm film reel images scanned, indexed, and converted by Modus Technology to a digital format and archiving them to Modus Vault for retrieval and backup.
  • Modus Technology, Inc.'s liability under the agreement is limited to the lesser of $5,000 or the aggregate amounts paid in the preceding 12 months.

Financials

  • First Year Cost (Advance Payment): $2,400.00
  • Monthly Hosting Fee (after first year): $250.00 to $275.00/month if services are maintained month-to-month.
  • Estimated Monthly Cost (Advance Payment Terms): $200.00 per month.
  • Funding Source: Clerk’s Office existing 2024-2025 budget (Fund # 001 050).
  • Other Costs: USB/Flash Drive of Records (If requested) - $150.00; Pickup/Delivery/Shredding fees - Do Not Apply.

Alternatives

  • The Clerk's Office currently uses a shared 5-TB portable hard drive, requiring staff to plug in to access records.
  • Storing images locally on Laserfiche is currently constrained by insufficient storage availability, with the timeline for resolution unclear.

Community Input

None specified.

Timeline

  • 2022: Initial imaging project with Modus completed.
  • 2024-08-05: Agenda request date.
  • Term: 1 year option to extend (Effective date is when the last party signs).
  • Future: Local upload to County systems planned when storage becomes available.

Next Steps

The Board is requested to review and sign the Agreement for Services.

Sources

  • Amanda Hamilton - County Clerk (Contact Person)
  • Mark McCauley - County Administrator
  • Modus Technology, Inc. - Service Provider
  • Marty Skognes - Account Representative, Modus Technology, Inc.

Update to Department of Community Development (DCD) Fee Schedules for 100% Cost Recovery

Topic Summary

The Department of Community Development (DCD) is seeking Board approval of a public hearing notice to implement updated building, fire, and land use fee schedules, aiming to achieve 100% cost recovery for cost-recoverable services. The proposed fees are based on a new recommended service rate of $123.20 per hour, established by the external FCS Group study. The implementation requires adopting a new Ordinance to remove fees from codified County Code (JCC) and a Resolution to adopt the updated schedules, both effective September 1, 2024.

Key Points

  • DCD hired FCS Group to complete a study reviewing DCD's permit review and processing fees in 2024.
  • FCS Group recommended a core service rate of $123.20 per hour.
  • DCD proposes adopting this rate to move the department to 100% cost recovery for building permits, land use approvals, and code compliance actions.
  • Failure to achieve 100% cost recovery implies "subsidy from the county’s General Fund" for DCD's programs.
  • The per-permit fees are based on average estimated effort (in hours) required to process specific permit types, factoring in the new $123.20/hour rate and accounting for 2024 wage tables.
  • The level of effort for some land use permits has been adjusted downward based on efficiency improvements realized over the past 1-2 years due to regulatory reform (Board Resolution No. 17-19).
  • The new fees structure requires the adoption of:
    1. An ordinance amending the JCC (Title 3, Title 15, Title 18, and Appendix Fee Schedules) to remove codified fees.
    2. A resolution adopting the updated fee schedules.
  • The authority for collecting "reasonable fees" is provided by RCW 82.02.020 and RCW 36.70B.160(1)(b).

Financials

  • Proposed New Hourly Rate (Base): $123.20 (Up from $111.00 as of Jan 1, 2024).
  • Core Goal: Achieve 100% cost recovery.
  • Technology Fee (on all permits): Remains 5%.
  • Record Retention/Electronic Scanning Fee (on all permits listed): Remains $27.75.
  • Example Fee Change [Land Use: Pre-Application Conference (5 HRS)]:
    • Current (Jan 1, 2024): $611.89 (Base $555 + Scan $27.75 + Tech $29.14)
    • Proposed (Sep 1, 2024): $675.94 (Base $616.00 + Scan $27.75 + Tech $32.19)
  • Civil Code Violations (First offense): Decreased from $350.00 (Jan 1, 2024 schedule) to $250.00 (Sep 1, 2024 schedule).
  • Civil Code Violations (Subsequent offense): Remains $500.00.

Alternatives

  • The primary alternative implied is failing to adopt the fees, which would result in the Department's building and land use permit program needing a subsidy from the county's General Fund.

Community Input

  • A public hearing is scheduled for Monday, August 19, 2024, at 2:00 p.m.
  • Written testimony is invited from August 7, 2024, through the end of the public hearing.

Timeline

  • 2024-07-22: Workshop with BOCC reporting initial study results.
  • 2024-08-05: Agenda request for workshop and approval of hearing notice.
  • 2024-08-07 & 2024-08-14: Public hearing notice to be published in the newspaper of record.
  • 2024-08-19 (2:00 PM): Public hearing before the Board on the proposed ordinance and resolution.
  • 2024-09-01: Proposed effective date for the updated fee schedules.

Next Steps

Staff requests the Board: 1. Consider the DCD presentation. 2. Ask questions and express concerns regarding the proposed fee schedules. 3. Approve the hearing notice for publication on August 7 and 14.

Sources

  • Josh D. Peters, AICP - Community Development Director
  • Phil Cecere - Building Official / Fire Marshal
  • Greg Ballard - Development Code Administrator
  • Chelsea Pronovost - DCD Administrative Services Manager
  • FCS Group - Fee study consultant
  • Washington State laws: RCW 82.02.020, RCW 36.70B.160(1)(b)
  • County Regulation: Board Resolution No. 17-19 (Regulatory Reform)

Fire Marshal Resource Request: Vehicle, Technology, and Equipment

Topic Summary

The newly established Office of the Fire Marshal (a division of DCD) is requesting authorization and eventual funding commitment to procure essential starter resources—specifically a dedicated vehicle, specialized software, and necessary equipment/PPE. These resources are deemed vital for the Fire Marshal and Deputy Fire Marshal to fulfill their duties, including annual public safety inspections (commercial/short-term rentals, fire investigations, and emergency response) as described in JCC 2.40.020. The total one-time request is $83,928, with ongoing annual vehicle costs of $10,212.

Key Points

  • The Fire Marshal Office is short on resources required to fully implement programs specified in JCC 2.40.020, such as commercial/short-term rental inspections, addressing, and road naming.
  • Vehicle Need: A dedicated vehicle is the primary immediate need, as vehicle sharing has been difficult.
    • Required to implement short-term rental and commercial inspection programs.
    • A "clean cab" design (carcinogen-free) is required for staff safety, to contain soot-soiled gear and potential evidence from fire investigations.
    • A Crew Cab Ford F150 was selected for flexibility for dry storage, confidential field interviews, and passenger seating.
    • Second life vehicle prospects and grant opportunities were investigated and found to be non-viable or unavailable in the near term (at least a year out).
  • Technology Need: Two software modules are requested to increase efficiency:
    • Tyler Fire Prevention Mobile Module ($6,699 one-time): Will allow inspection reports to be emailed immediately; supports code insertion into reports; allows for $3.50 reporting from owners/third-party inspections; collects 5% technology fee for maintenance; is cloud-based.
    • Tyler Technologies Crew Force ($900 one-time): Aids communication, notification, incident location, and dispatch with real-time data for fire and life safety issues; supports two licenses (phones and tablets) and avoids relying on other departments (Law Enforcement/Fire/Jeffcom).
    • The annual software maintenance cost ($4,200) is planned to be offset by the technology fee charged on permits, making it budget-neutral ongoing.
  • Equipment/PPE: The request includes items necessary for emergency response and investigations, such as a Wildland Fire Pack, Wind Anemometer, Handheld GPS, pagers, portable radio, and Powered Air Purifier Respirators (PAPR) for carcinogen exposure avoidance.
  • Future Consideration: The Tyler Business Module ($47,000 investment) is proposed for future consideration for managing business licenses (short-term rentals), professional licenses (septic professionals), and operational permits.

Financials

  • Total One-Time Request: $83,928 (Vehicle, Software, Equipment, and PPE).
  • Vehicle Purchase (2024 F150 Crew Cab, state bid): $49,653
  • Aftermarket/Upfitting (Canopy, lights, radio, labor, etc.): $18,290
  • Tyler Software (Fire Prevention Mobile & Crew Force): $7,599 (Note: Technology expense calculations are inconsistent in document, showing $7,599 and $4,886 in different sections for the Technology ask. The $7,599 total is based on the Tyler module breakdown).
  • Equipment/Gear (Excluding PAPR): $4,886
  • PAPR Respirators (x2): $3,500
  • Ongoing Annual Vehicle Rent/Operation: $10,212 (estimated monthly rent of $851 for service, fuel, and replacement).
  • Ongoing Software Maintenance: $4,200 annually for Fire Prevention Mobile (budget neutral, funded by permit technology fee).

Alternatives

  • Research of "second life vehicles" determined no viable prospects were available in the foreseeable future.
  • Grant opportunities are either non-eligible or forecasted to be available at least a year out.
  • The electric F150 Lightning was investigated but not selected for various reasons (reasons not specified).

Community Input

A public comment period concurrent with the workshop is scheduled on the agenda.

Timeline

  • Over a year: Time elapsed since the first inquiry for a vehicle.
  • Future: Funding is requested for approval in the 3rd Quarter appropriation cycle.
  • Estimated Service Life of new vehicle: 10 years.

Next Steps

Staff recommends the Board: 1. Authorize the Fire Marshal to acquire a dedicated vehicle, upfit it, and procure specialized software and equipment. 2. Commit to approving the budget for these items in the 3rd Quarter appropriation cycle.

Sources

  • Phil Cecere - Fire Marshal/Building Official
  • Brian Tracer - Deputy Fire Marshal
  • Mark McCauley - County Administrator
  • Washington State Contract pricing utilized for vehicle purchase (Ford F150).
  • Tyler Technologies - Software Vendor
  • Jefferson County Code (JCC) 2.40.020 - Defines Fire Marshal duties.

Amendment to Open Space Tax Program to Remove Hearing Examiner Requirement

Topic Summary

The Department of Community Development (DCD) is requesting the Board of County Commissioners (BOCC) adopt a Resolution amending the Jefferson County Open Space Tax Program (Resolution No. 82-91) to eliminate the requirement for a Hearing Examiner Public Hearing and recommendation on new Open Space Tax Applications. This change aligns with the County’s Regulatory Reform initiative (Resolution No. 17-19) by removing an unnecessary, expensive, and time-consuming procedural step, thereby saving applicants approximately $1,363.36 in Hearing Examiner fees.

Key Points

  • The Open Space Taxation Act (Chapter 84.34 RCW) allows land to be valued at current use rather than highest and best use, offering property tax reductions for preservation benefits.
  • Jefferson County Resolution No. 82-91 established the existing program, which currently requires the Hearing Examiner to hold a public hearing and provide a recommendation to the BOCC.
  • The decision to approve or deny an open space tax application is a final legislative action reserved exclusively for the BOCC after a public hearing, making the Hearing Examiner's recommendation an intermediate, non-appealable step.
  • Staff concluded that the Hearing Examiner step is "unnecessary, expensive and time consuming, with no appreciable benefit."
  • Removing this step is consistent with the BOCC's Regulatory Reform Resolution No. 17-19 goal of streamlining permit review procedures and improving government efficiency.
  • The resolution amends specific sections (Part I, Section I. General Requirements D; Part III, Section II; Part IV, Section II; Part IV, Section VII) of Resolution No. 82-91 to vest final action with the BOCC acting upon the recommendation of the County Assessor and the Director of DCD.
  • DCD administers the "open space" and legacy (under 20 acres) "timber" categories of the tax program, while the Assessor manages the "farm" category and can assume responsibility for all timber accounts (84.33 RCW) in the future.
  • Four Current Use Assessments are currently pending and require processing before the end of 2024.
  • This change is an initial step; future revisions planned under the County’s Strategic Plan include codifying the process under the Unified Development Code and revising the Public Benefits Rating System.

Financials

  • Cost Savings for Applicant: Elimination of the Hearing Examiner fee (currently $1,363.36).
  • County Fiscal Impact: None specified, other than staff time used to draft and present the resolution.

Alternatives

None specified.

Community Input

A public comment period is scheduled for this discussion item.

Timeline

  • 1991-08-12: Original Resolution No. 82-91 passed.
  • 2019-03-25: Resolution No. 17-19 (Regulatory Reform) adopted.
  • 2024-08-05: Agenda request date for workshop/potential action.
  • Before end of 2024: Four pending Current Use Assessments need to be processed.

Next Steps

Staff requests that the Board review the presentation, ask questions, and sign the attached clean copy of the Resolution to Amend the Open Space Tax Program.

Sources

  • Josh D. Peters, AICP - Director, Department of Community Development (DCD)
  • Greg Ballard - Code Administrator DCD
  • David Wayne Johnson - Associate Lead Planner DCD
  • Washington State Law: Chapter 84.34 RCW (Open Space Taxation Act), RCW 84.34.037.
  • County Resolutions: Resolution No. 82-91, Resolution No. 75-95, Resolution No. 17-19 (Regulatory Reform).

Resignation from Boards and Committees (Cadence Sagan/Grey Cadence Schad)

Topic Summary

Cadence Sagan (Grey Cadence Schad), a Consumer of Public Health and member of the Jefferson County Board of Health and the Behavioral Health Advisory Committee, submitted her resignation effective immediately on July 18, 2024.

Key Points

  • Cadence Sagan (Grey Cadence Schad) held the position of Consumer of Public Health on the Jefferson County Board of Health.
  • She also served as a member of the Behavioral Health Advisory Committee.
  • Her resignation was submitted on July 18, 2024, effective immediately.
  • The resignation creates a vacancy for the Consumer of Public Health position on the Board of Health, with an unexpired term until June 1, 2025.

Financials

None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-07-18: Resignation effective immediately.
  • 2025-06-01 (Unexpired Term): Date of the vacant position's scheduled expiration.

Next Steps

The Board is recommended to accept the resignation and sign the Thank You Letter for her service.

Sources

  • Wendy Housekeeper - Executive Assistant
  • Cadence Sagan (Grey Cadence Schad) - Resigning Member

Amendment 2 to MOU with First Step Family Support Center (Family Support Services)

Topic Summary

Jefferson County Public Health (JCPH) is requesting approval for Amendment 2 to the Memorandum of Understanding (MOU) with First Step Family Support Center. This amendment aims to streamline the referral process between the organizations for family support services (Parents as Teachers/PAT and Nurse Family Partnership/NFP) and related programs in Jefferson and Clallam Counties by directing referrals based on client risk factors.

Key Points

  • The MOU facilitates collaboration for services, referrals, and operations concerning Parents as Teachers (PAT) in Jefferson County and Nurse Family Partnership (NFP) in Clallam County.
  • Key Change in Amendment 2: To streamline processes with medical partners (specifically North Olympic Health Care Network/NOHN), referrals will now be first routed to the most appropriate program based on "client risk factors identified in the referring packet."
  • JCPH will share referrals (Jefferson County clients): clients eligible for Maternity Support Services (MSS), Infant Case Management (ICM), PAT, or the Parent Child Assistance Program (PCAP) with First Step Family Support Center.
  • First Step will share referrals (Jefferson County clients): MSS/ICM clients eligible for NFP and Women Infants and Children (WIC) with JCPH.
  • All referred clients who complete an intake into either program must have a signed or verbal Release of Information (ROI) on file.
  • The original MOU mentioned First Step would host one NFP Nurse Home Visitor employed and supervised by JCPH at their Port Angeles facility, and JCPH would provide office space for PAT visits on an available/as needed basis in Port Townsend.

Financials

  • Amount: $0.00
  • Fiscal Impact: There is no fiscal impact associated with this MOU.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2022-01-10: Original MOU commenced.
  • 2024-08-05: Agenda date for Amendment 2.
  • Term: Upon signature until terminated (Ongoing MOU).

Next Steps

JCPH management requests approval of Amendment 2 of the MOU.

Sources

  • Apple Martine - Director Public Health
  • Denise Banker - Community Health Division Director
  • First Step Family Support Center (FSFSC) - Partner organization (Executive Director: Elsa Anderson)
  • North Olympic Health Care Network (NOHN) - Referring medical partner

Amendment #2 to Professional Services Agreement with Olympic Educational Service District (OESD) #114

Topic Summary

Jefferson County Public Health (JCPH), acting as the fund manager for the Behavioral Health 1/10th of 1% Sales Tax Fund, is requesting approval for Amendment #2 to the PSA with the Olympic Educational Service District (OESD) #114. This amendment extends the agreement term from June 30, 2024, to June 30, 2025, and adds $191,260.00 in funding, increasing the total contract maximum for the two-year term to $382,520.00. The funds continue to support behavioral health counseling for children and youth in four Jefferson County school districts.

Key Points

  • The agreement provides behavioral health counseling to children and youth (K-12) affected by mental health issues within the school districts of Port Townsend, Chimacum, Quilcene, and Brinnon.
  • The funding for the services comes from the County's 1/10th of 1% Behavorial Health Sales Tax Fund (Fund #131).
  • The funding and services were recommended to the BOCC by the Behavioral Health Advisory Committee following an RFP process.
  • The contract specifies that if County sales tax revenue decreases, the contract may be renegotiated due to funding being subject to availability.
  • Service Distribution (July 1, 2024 – June 30, 2025):
    • Brinnon SD: 1 day/week
    • Quilcene SD: 1 day/week
    • Chimacum SD: 2 days/week
    • Port Townsend SD: 3 days/week (Increased from 2.5 days/week in the prior year's scope, based on the initial agreement language being 2.5 days/week)

Financials

  • Additional Funding Amount (FY 2024-2025): $191,260.00
  • New Total Contract Maximum (FY 2023-2025): $382,520.00
  • Funding Source: County 1/10th of 1% Sales Tax Fund (Fund #131).
  • FY 2024-2025 Budget Breakdown ($191,260 total request):
    • Personnel Costs (Salaries/Benefits): $172,280 (for direct mental health services and clinical oversight)
    • Operating Costs (Supplies/Materials): $1,593
    • Administration (10% max): $17,387
  • In-Kind/Other Funding Identified: $25,078 for OESD Behavioral Health Coordinator (0.20 FTE).
  • Total Program Cost (JCPH + OESD Match): $216,338.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2023-07-01: Original agreement commenced.
  • 2024-06-30: Original agreement term end date.
  • 2024-07-01: Start date for extended term and new funding allocation.
  • 2025-06-30: New agreement end date.

Next Steps

JCPH requests approval of Amendment #2 to the Professional Services Agreement.

Sources

  • Apple Martine - Public Health Director
  • Anna McEnery - DD & BH County Coordinator
  • Dr. Aaron Leavell - Superintendent, Olympic ESD #114
  • Jefferson County Behavioral Health Advisory Committee (BHAC) - Recommends funding allocations.

Amendment #4 to PSA with Gina Veloni (Infant Mental Health Mentor)

Topic Summary

Jefferson County Public Health (JCPH) is requesting approval of Amendment #4 to the Professional Services Agreement with Gina Veloni. The amendment extends the term of the agreement to June 30, 2025, and dedicates $3,570 to continued provision of Infant Mental Health Reflective Supervision consultation to the Nurse Family Partnership (NFP) staff. This consultation supports staff professional development and helps the NFP team navigate care for families with "multi-complexities."

Key Points

  • The Contractor, Gina Veloni, is an Infant Mental Health Mentor (Clinical designation) with expertise in Reflective Supervision (IMH RSC).
  • Consultation services are provided to the Nurse Family Partnership (NFP) staff and the NFP Supervisor via online monthly video conferencing.
  • The consultation enhances the NFP staff's skill set for supporting parent-child relationships and is a component in their pathway for endorsement by the Washington Association of Infant Mental Health (WA-IMH).
  • The funding has previously been stable at $3,570 since Amendment 2 (June 2022).
  • The hourly rates are $225/hour (1.5 hrs/session) and $150/hour (1.0 hrs/session) for the NFP Team, and $110/hour (1.0 hr/session) for the NFP Supervisor.

Financials

  • Amount for renewed term: $3,570.00
  • Fiscal Impact: No impact to the General Fund.
  • Funding Source: Department of Children, Youth and Families.
  • Budget Breakdown ($3,570 Total):
    • IMH RSC for NFP Team (6 sessions @ 1.5 hrs @ $225/session [Total 9 hrs]): $1,350
    • IMH RSC for NFP Team (6 sessions @ 1.0 hr @ $150/session [Total 6 hrs]): $900
    • IMH RSC for NFP Supervisor (12 sessions @ 1.0 hr @ $110/session [Total 12 hrs]): $1,320

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-07-01: Start date for renewed term (Amendment 4).
  • 2025-06-30: End date for renewed term (Amendment 4).

Next Steps

JCPH management requests approval of Amendment #4.

Sources

  • Denise Banker - Community Health Director (Contact Person)
  • Gina Veloni - Infant Mental Health Mentor (Contractor)
  • Department of Children, Youth and Families (DCYF) - Funding Source
  • Washington Association of Infant Mental Health (WA-IMH) - Endorsing body

Amendment 1 to Professional Services Agreement with Mom’s Laundromat (Laundry Vouchers Program)

Topic Summary

Jefferson County Public Health (JCPH) is requesting approval of Amendment 1 to the PSA with Mom’s Laundromat to extend the time period for the Laundry Voucher Service, which is part of the County’s Harm Reduction Homelessness Laundry Voucher Program. The amendment adds $6,000.00 to the agreement's funding to cover the extended term.

Key Points

  • Mom’s Laundromat serves as a redemption location for JCPH’s Harm Reduction Homelessness Laundry Voucher Program.
  • The service scope is to provide laundry services to the unhoused through a voucher program.
  • Each voucher is valid for one wash, one dry, and laundry detergent.
  • The contractor is required to write the purchase amount, dates, and accepting staff signature on the voucher upon redemption, and return remitted vouchers and itemized receipts to JCPH monthly for invoicing.

Financials

  • Amount Added: $6,000.00
  • Total Contract Funding (FY 2024-2025): $6,000.00 (The original contract was for $6,000, expiring June 20, 2024, but the amendment adds $6,000 to the "expended funding" for the new term).
  • Funding Source: Fully funded by Foundational Public Health Services funding from the State of Washington, Environmental Public Health, Homelessness funding.
  • Fiscal Impact: None specified to the General Fund.
  • Constraint: The contractor is responsible for payments that exceed the contracted amount.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-02-20: Original PSA commenced.
  • 2024-06-20: Original PSA expiration date.
  • 2024-07-01: Start date for Amendment 1.
  • 2025-06-30: End date for Amendment 1.

Next Steps

JCPH Management requests approval of the Amendment 1 PSA.

Sources

  • Pinky Mingo - Environmental Health Director
  • Denise Banker - Community Health Manager
  • Apple Martine - Director, Public Health
  • Mom’s Laundromat (Jorge Nolasco, Owner) - Contractor
  • State of Washington Foundational Public Health Services funding.

Award of Contract: Phase 4 - Stage 1 Grinder Pump Installation for Port Hadlock UGA

Topic Summary

The Public Works Department recommends awarding a construction contract to Strider Construction Inc. for the Phase 4 – Stage 1 On-site Grinder Pump Installation for the Port Hadlock Urban Growth Area (UGA) wastewater project. The contract award is based on Strider Construction Inc. submitting the lowest responsive and responsible bid, with a total bid amount of $2,589,588.87.

Key Points

  • The project is the Phase 4 – Stage 1 On-site Grinder Pump Installation for the Port Hadlock UGA (County Project No. 405-2127-0).
  • The scope involves installing low-pressure sanitary sewer systems, manholes, cleanouts, various types of grinder pump assemblies (Type 1, 2, 4, and precast concrete manhole assemblies), electrical conduit, and decommissioning 34 existing septic systems.
  • The Call for Bids was issued on June 3, 2024, and sealed bids were opened on July 17, 2024, resulting in only one bidder.
  • The bidder, Strider Construction Inc. (Bellingham, WA), was verified against Mandatory Bidder Criteria (RCW 39.04.350(1)) and Supplementary Bidder Criteria.
  • The project is funded 100% by the Department of Ecology State Revolving Loan fund and Centennial Grant.

Financials

  • Total Bid Amount (Awarded to Strider Construction Inc.): $2,589,588.87 (includes 9.1% Washington State Sales Tax).
  • Engineer's Estimate (with 9.3% sales tax): $2,399,844.15 (The awarded bid is 7.9% higher than the estimate).
  • Funding Source: Department of Ecology State Revolving Loan fund and Centennial Grant.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-06-03: Call for Bids issued by BOCC.
  • 2024-07-17: Sealed bids received and opened.
  • 2024-08-05: Agenda date for contract award.

Next Steps

Public Works recommends the Board authorize the Award of Contract to Strider Construction Inc. and return the signed award document for further processing.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Samantha Harper, P.E. - Wastewater Project Manager (Contract contact)
  • Strider Construction Inc. - Awarded Contractor (Bellingham, WA)
  • Washington State Laws: RCW 39.04.350(1) (Bidder responsibility criteria).
  • Funding Source: Department of Ecology (ECY) Agreement No. WQC_2024_JCoPWE-00034 (State Revolving Loan fund/Centennial Grant).

Change Order No. 3: Water Reclamation Plant for Port Hadlock UGA (Phase 2)

Topic Summary

Jefferson County Public Works requests approval for Change Order No. 3 with Interwest Construction for the Phase 2 Water Reclamation Plant project in the Port Hadlock UGA. This change order increases the contract maximum by $82,523.59 and is necessary to address required modifications to the drain station venting, adjust anchor bolts for new Ovivo Membrane Bioreactor (MBR) units, and extend the fencing on the north side of the plant site.

Key Points

  • Change Order No. 3 with Interwest Construction (Burlington, WA) addresses three specific modifications.
  • Modification 1 (COP 004): Addition of a vent to the underground drain station vault and installation of Fiberglass Reinforced Plastic (FRP) odorous air piping at the equalization (EQ) pump chamber.
  • Modification 2 (COP 005.2): Installation of additional anchor bolt locations for the Ovivo Membrane Bioreactor (MBR) skid-mounted units, based on updated Ovivo fabrication submittals.
  • Modification 3 (COP 011): Extension of the fence line and installation of a new gate on the north side of the Wastewater Treatment Plant (WWTP) site.
  • The changes are ordered by the County Engineer under Articles 9 and 11 of the General and Supplemental Conditions.
  • No change to the original contract time (502 days) is indicated.

Financials

  • Estimated Net Change (Increase): $82,523.59 (Includes 9.1% Washington State Sales Tax).
  • Original Contract Amount (with tax): $10,020,835.00
  • Current Contract Amount (with tax): $10,100,518.94
  • New Estimated Contract Total (with tax): $10,183,042.53
  • Funding Source: Project is funded 100% by the Department of Commerce.
  • Cost Breakdown (Subtotal $75,640.32 before tax):
    • Drain station venting/FRP pipe (COP 004): $24,980.69
    • Additional Ovivo anchor bolts (COP 005.2): $35,795.88
    • Additional fencing/gate (COP 011): $14,863.75

Alternatives

None specified.

Community Input

None specified.

Timeline

None specified.

Next Steps

Public Works recommends the Board authorize Change Order No. 3 and return two originals for further processing.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Samantha Harper, P.E. - Wastewater Project Manager (Contact Person)
  • Interwest Construction - Contractor
  • Department of Commerce - Funding Source (Project No. 22-96515-026)

Agreement for Historical Document Image Enhancement and Indexing Services (US Imaging, Inc.)

Topic Summary

The Jefferson County Auditor seeks approval for a three-year contract with US Imaging, Inc. to digitize, enhance, and index historical recorded documents, including Deeds, Official Records, and various other records compiled between 1890 and 1981. This project aims to complete the digitization of Deeds and Official Records series, making them fully accessible to the public via the County's Document Search website. The contract utilizes a cooperative purchasing agreement with Snohomish County and has an estimated total cost of $265,856.12.

Key Points

  • The County Auditor's office has digitized recorded documents from 1981 to the present. The current project covers documents from 1890 through 1981.
  • The contractor (US Imaging, Inc.) will perform image enhancement (conversion from JPEG to clarified TIFFs, polarity reversal, border removal, etc.), double indexing for specified fields, and formatting/delivery for remote import into the County’s Tyler Technologies Records Management System.
  • The project covers approximately 300,000 documents across various phases including: Deed and Official Records from Rolls (Phase 1, approx. 118,800 images), Deed Records from Books (Phase 2, approx. 107,520 images), and Various Other Records (Phase 4a, approx. 21,120 images).
  • The comprehensive project also includes expanded indexing of Deed and Official Records (Phase 6, approx. 250,000 documents).
  • The indexing process requires "Double Pass Index and Verify," where two separate operators key 100% of the fields (Book-Page #, Document #, Document Type, Recorded Date, Grantor/Grantee) and mismatches are corrected by a third operator for "100% accuracy."
  • The Auditor is acquiring these services via a "piggyback" Intergovernmental Cooperative Purchasing Agreement with Snohomish County (RFP #23-4006BC).
  • The County retains the exclusive property rights to all hard drives, images, and indexes produced.

Financials

  • Estimated Total Investment: $265,856.12 (Calculated total of approved phases).
  • Total Compensation Range (Per Contract Review Form): $314,626 - $390,864 (This range covers all potential phases, not just the selected total).
  • Funding Source: Auditor's O&M Fund (#105).
  • Investment Breakdown by Phase (Estimated):
    • Phase 1 (Roll film processing/imaging): $29,696.00
    • Phase 2 (Deed/Mortgage Book processing/imaging): $37,020.16
    • Phase 4a (High Priority Various Record Books processing/imaging): $8,344.96
    • Phase 6 (Additional Document Indexing): $190,795.00
  • Indexing Costs: $1.05 per Handwritten Document and $0.69 per Typed Document (for double pass indexing). Additional charges apply for excessive Grantor/Grantee names or legal descriptions beyond ten (10).

Alternatives

  • None specified.

Community Input

None specified.

Timeline

  • Effective Date: January 2, 2024 (as listed on Piggyback Agreement)
  • Termination Date: January 2, 2027
  • 2024-05-13: Snohomish County executed Intergovernmental Cooperative Purchasing Agreement.
  • 2024-05-13: Jefferson County executed interlocal cooperative agreement with Snohomish County.

Next Steps

The Board is recommended to approve the attached Proposal from US Imaging, Inc.

Sources

  • Brenda Huntingford - Auditor (Contact Person)
  • Jessie Graves - Auditor (Contact Person)
  • US Imaging, Inc. - Contractor (Eric Nejedly, Western Account Manager; Rhonda Olson, Western Account Manager)
  • Snohomish County - Host Agency for cooperative purchasing agreement.
  • Recipient: Tyler Technologies (County's Records Management System vendor).

Professional Services Agreement: Economic Development Services (Clallam County EDC)

Topic Summary

The County Administrator's office is seeking approval for a Professional Services Agreement with the Clallam County Economic Development Council (EDC) for $10,000. This annual contribution supports the North Olympic Peninsula APEX Accelerator Program, which assists Jefferson County businesses in obtaining government contracts for economic development.

Key Points

  • The purpose of the agreement is to promote economic development by aiding Jefferson County businesses in obtaining government and defense bids through the North Olympic Peninsula APEX Accelerator Program (managed by Clallam County EDC).
  • The contractor serves as the intermediary between local businesses and government contracting entities.
  • The APEX Accelerator program has successfully assisted in securing $346,481.59 in federal funds for Jefferson County businesses to date (as of July 22, 2024).
  • The Board had unanimously approved the $10,000 annual contribution on July 22, 2024, following a briefing by Rebekah Miller, Program Manager.

Financials

  • Amount: $10,000.00
  • Funding Source: County General Fund - Non-Departmental (Fund #: 001-270).
  • Economic Impact: APEX has helped secure over $346,481.59 in federal funds for Jefferson County businesses (past performance).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-01-01: Agreement commenced.
  • 2024-12-31: Agreement terminates.
  • 2024-07-22: BOCC unanimously approved funding motion.

Next Steps

Approve the attached Professional Services Agreement.

Sources

  • Mark McCauley - County Administrator (County Contact)
  • Colleen McAleer - Executive Director, Clallam County EDC (Contractor Contact)
  • Rebekah Miller - Program Manager, North Olympic Peninsula Apex Accelerator Program (Briefed the BOCC)

Agreement for Fish Exclusion Services (North Olympic Salmon Coalition)

Topic Summary

Jefferson County Public Works is requesting the execution of a Professional Services Agreement with the North Olympic Salmon Coalition (NOSC) for construction phase fish exclusion services related to the Naylors Creek at West Valley Rd. & Gibbs Lake Rd. Culvert Replacements Project. This contract, set at a maximum fee of $6,000, ensures compliance with environmental regulations by removing fish and preventing their access to the construction area.

Key Points

  • The project is the Naylors Creek at West Valley Rd. & Gibbs Lake Rd. Culvert Replacements Project (County Project # 18020592).
  • NOSC was selected to perform fish exclusion services, which involve setting up fish block nets and capturing, removing, and releasing fish from the work sites.
  • The service scope includes counting and identification of species of concern (as identified in the Nationwide Permit for the project) and counting fish mortality for those species if it occurs.
  • The work scope was negotiated with the consultant.

Financials

  • Maximum Contract Fee: $6,000.00
  • Funding Source: WSDOT/FHWA PROTECT grant in the amount of $1,913,000 for the overall project.
  • Match Requirement: No local match is required for the grant funds.
  • Payment Structure (Exhibit B - Estimated):
    • NOSC Staff: Reimbursed at hourly rate ($3,771.00 estimated).
    • NOSC/Employee mileage: Reimbursed at $0.67/mile ($328.03 estimated).
    • Jamestown Tribe electrofishing assistance: Reimbursed at the amount invoiced by the Tribe.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • The project construction requiring these services is anticipated for this summer.

Next Steps

Public Works recommends the Board execute both original copies of the Agreement with NOSC and return one copy to Public Works.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Bruce Patterson - Engineer III (Department Contact)
  • North Olympic Salmon Coalition (NOSC) - Consultant
  • Jamestown Tribe - Electrofishing assistance provider.
  • Funding Source: WSDOT/FHWA PROTECT grant.
  • Regulatory requirement: Project Nationwide Permit (requires fish exclusion services).

Participation in Counties Litigation Against DCYF (Juvenile Rehabilitation Intake Freeze)

Topic Summary

The Prosecuting Attorney’s Office (PAO) recommends that the Board of County Commissioners (BoCC) authorize Jefferson County’s participation in a lawsuit against the Washington State Department of Children, Youth, and Families (DCYF). The lawsuit, led by the Washington State Association of Counties (WSAC) and twelve other counties, seeks to compel DCYF to accept mandated juvenile offenders into Juvenile Rehabilitation (JR) facilities, following DCYF's suspension of intake on July 5, 2024.

Key Points

  • The lawsuit is in response to DCYF Secretary Ross Hunter's announcement on July 5, 2024, to "suspend the intake of youth and young adults into Juvenile Rehabilitation facilities," violating RCW 13.40.185(1).
  • RCW 13.40.185(1) obligates DCYF to take custody of and supervise juvenile offenders confined for more than 30 days.
  • A subsequent announcement on July 19, 2024, resulted in only eight available JR beds being reopened, insufficient to resolve the crisis.
  • The refusal to admit juvenile offenders risks leaving them in county jails instead of rehabilitation facilities.
  • Jefferson County is uniquely impacted because it lacks its own secure juvenile detention facility and contracts services exclusively with neighboring Kitsap County, which has reportedly already refused to accept Jefferson County juvenile offenders.
  • The lawsuit seeks declaratory relief, injunctive relief, or a writ of mandamus to force DCYF compliance with state law.
  • Pacifica Law Group, LLP is representing the counties, funded by WSAC.
  • PAO recommends participation to give weight to the lawsuit, send a message to the legislature and DCYF, and strengthen the case by including Jefferson County's "unique situation."

Financials

  • Cost: Minimal impact anticipated for the PAO.
  • Budget Impact: None specified; however, participation requires a "slight decrease in the capacity of the civil department of the PAO."
  • Funding Source: WSAC is funding the litigation for the counties.

Alternatives

None specified.

Community Input

A public comment period is scheduled for this discussion item.

Timeline

  • 2024-07-05: DCYF Secretary Hunter announced JR intake suspension.
  • 2024-07-19: DCYF reopened one JR facility, offering eight beds.
  • Imminent: Pacifica anticipates filing the lawsuit in the next few days.

Next Steps

The PAO recommends the Board motion to approve Jefferson County's participation in the lawsuit.

Sources

  • Melissa Pleimann - Civil Deputy Prosecutor
  • Washington State Association of Counties (WSAC) - Lead funding/organizing agency.
  • Washington Association of Prosecuting Attorneys (WAPA) - Supporting agency.
  • Pacifica Law Group, LLP - Representing Law Firm.
  • Washington State Law: RCW 13.40.185(1) (DCYF statutory duty).

Payment of Payroll Warrants and Claims

Topic Summary

The Board of County Commissioners is certifying and approving the payment of County payroll warrants and two separate batches of accounts payable claims.

Key Points

  • The Commissioners certify that materials, services, and labor described in the claims have been furnished or performed, and that all claims represent a "just, due and unpaid obligation" against Jefferson County.

Financials

  • Payroll Warrants (Dated July 5, 2024): $167,293.17 (Total Benefits Paid: $1,491.49 + $165,801.68).
  • Accounts Payable Warrants (Dated July 22, 2024): $888,950.27 (Total County expenditure for this date).
    • Largest expenditures by Fund: 401 ($237,632.60), 128 ($131,649.14), 501 ($78,832.26), 127 ($78,187.47), 180 ($53,558.35).
  • Accounts Payable Warrants (Dated July 29, 2024): $402,191.45 (Total expenditure for this date).
    • Largest expenditures by Fund: 405 ($107,225.84), 143 ($81,593.55), 127 ($78,326.48), 001 ($75,702.62), 180 ($19,002.41).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-07-05, 2024-07-22, 2024-07-29: Dates for the claims and payroll being approved.

Next Steps

Approval by the Board of County Commissioners is requested.

Sources

  • Brenda Huntingford - Auditor
  • Jefferson County Auditor's Office

Amendment 2 to Developmental Disabilities Administration (DDA) Agreement

Topic Summary

Jefferson County Public Health is requesting approval for Amendment 2 to the agreement with the Developmental Disabilities Administration (DDA) related to services for individuals with Intellectual/Developmental Disabilities. The amendment increases the funding by a total of $867,692.

Key Points

  • The agreement provides services for People who experience Intellectual/Developmental Disabilities.
  • The change involves an increase in the total amount of the contract.

(Note: The document provided contains only the Contract Review Form and Agenda Request, lacking the full amendment text or budget breakdown.)

Financials

  • Additional Funding Amount: $867,692.00
  • Funding Source: Developmental Disabilities Administration (DDA).
  • Fiscal Impact: None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

None specified.

Next Steps

Approval of Amendment No. 2 is requested.

Sources

  • Developmental Disabilities Administration (DDA) - Grantor
  • Jefferson County Public Health - Department

Agreement for Naylors Creek Culvert Replacements Survey (Van Aller Surveying)

Topic Summary

Jefferson County Public Works is requesting approval for an Agreement with Van Aller Surveying to provide surveying services for the Naylors Creek at West Valley Road and Gibbs Lake Road Culvert Replacements Project. The amount negotiated for these services is $25,225.

Key Points

  • The agreement covers necessary surveying work for the Naylors Creek culverts project (County Project # 18020592; Federal # PROTECT-2016(029)).
  • The surveying service scope is necessary for the overall project construction.
  • The maximum payment for the work is $25,225.00.

Financials

  • Total Contract Amount: $25,225.00 (maximum).
  • Funding Source: Project is funded by a WSDOT/FHWA PROTECT grant ($1,913,000 for the overall project).
  • Match Requirement: No local match is required.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Work commences upon written notice or receipt of a Purchase Order.

Next Steps

Public Works recommends executing the Agreement.

Sources

  • Monte Reinders, P.E., Public Works Director/County Engineer
  • Van Aller Surveying - Contractor
  • WSDOT/FHWA PROTECT grant.

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