PACKET: BoCC Special Meeting Chimacum Drainage at Thu, Aug 29, 01:00 PM

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Establishment of Human Resources Department (General Fund – Department 065)

Topic Summary

The Board of County Commissioners is considering a resolution to establish a new, dedicated Human Resources (HR) Department (Department 065) within the General Fund. This reorganization is proposed to enhance clarity and transparency regarding the costs and activities of the growing HR function, which currently has three employees and associated clerk support. This change will take effect with the 2025 budget process.

Key Points

  • The resolution establishes a new General Fund Department 065 for Human Resources.
  • The Human Resources Manager will be responsible for managing the new department.
  • The separation is intended to provide transparency and accurately reflect the costs and expenditures associated with the HR function.
  • Currently, HR budget and expenditures are included across three existing departments: County Administrator (001-059), Civil Service Department (001-062), and Non-Departmental (001-270).
  • The HR department employs three individuals, plus a clerk hired as needed.

Financials

  • The new HR Department (065) will have its own budget beginning in 2025.
  • Expenditures will be identified in the 2025 Original Budget adoption.
  • A 2025 Budget Amendment will formally identify Human Resources as its own department (001-065) and associated budget lines in the General Fund.
  • Aside from the cost of the existing staff and budget lines being separated, no new fiscal impact is identified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024: Consideration/Adoption of the Resolution.
  • 2025: The new HR Department (065) will have its own budget beginning in 2025, implemented via a 2025 Budget Amendment.

Next Steps

The Board of County Administrators is recommended to adopt the Resolution, establishing a new department, General Fund – Human Resources (Department 065).

Sources

  • Judy Shepherd - Finance Manager
  • Mark McCauley - County Administrator

Washington State Public Works Board Loan Amendment (Snow Creek Road Culvert Replacement)

Topic Summary

Jefferson County Public Works is executing Amendment X to the Public Works Board (PWB) Construction Loan Contract (PC22-96103-047) for the Snow Creek Road Milepost 0.84 Culvert Replacement project. This amendment certifies the project completion, reduces the required loan amount from the original maximum of $500,000 to the actual used amount of $156,483.41, and finalizes the loan repayment terms.

Key Points

  • The Snow Creek Road MP 0.84 Culvert Replacement project (County Project No. 18020310) was completed in 2023.
  • The original PWB loan maximum amount was $500,000, but only $156,483.41 was needed to complete the work, resulting in a de-obligation of $343,516.59.
  • The amendment is necessary to formalize the final loan amount and initiate the loan payment phase.
  • The project included removing and replacing an existing culvert and road embankment.
  • The actual project completion date was certified as October 19, 2023.

Financials

  • Original Maximum Loan Amount: $500,000.00
  • Final Contract Amount (Loan): $156,483.41
  • De-obligation Amount: $343,516.59
  • Final Loan Amount (after forgiveness): $148,659.24
  • Grant Amount: $0.00 (The overall project used a FEMA Hazard Mitigation Grant, but the PWB loan component has no grant amount listed)
  • Loan Forgiveness: 5%, amounting to $7,824.17
  • Final Interest Rate: 0.25% (reduced from the current/original rate of 0.47%)
  • Loan Term: 20 years (Revised from original 20 years)
  • Repayment Source: County Road Fund

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2021-08-06: Earliest Date for Cost Reimbursement (Original Loan)
  • 2023: Culvert was replaced.
  • 2023-10-19: Actual Date of Project Completion.
  • 2024-08-29: Agenda Date for formal approval of Amendment X.
  • June 1: Annual Loan Payment Month.
  • 2041-06-01: Amendment End Date (Final Loan Payment Due).

Next Steps

The Board is requested to authorize the Chair to DocuSign the Public Works Board Construction Loan Contract Amendment.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark Thurston - Project Manager
  • Mark McCauley - County Administrator
  • Washington State Public Works Board (PWB)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

Lower Big Quilcene Floodplain Acquisitions (RCO SRFB Grant Amendment 6 and 7)

Topic Summary

Jefferson County Public Health (JCPH) is requesting approval for two amendments to the Lower Big Quilcene Floodplain Acquisitions grant agreement (RCO SRFB #18-1227). Amendment 6 extends the project end date until March 31, 2025, to finalize the acquisition of a restoration parcel. Amendment 7 officially adds the Hood Canal Salmon Enhancement Group (HCSEG) as a secondary sponsor to facilitate the acquisition of a specific property (Saban, APN #991200706) through willing seller negotiation.

Key Points

  • The project aims to acquire and protect floodplain properties on the Big Quilcene River to restore spawning habitat for Hood Canal summer chum and enhance habitat-forming processes.
  • Acquisition is focused on the Lower One Mile of the Big Quilcene River, which is key to implementing a preferred restoration design.
  • The overall restoration design, developed with the Hood Canal Salmon Enhancement Group (HCSEG), includes actions for the river to reconnect to historic floodplain areas and may involve relocating the existing Linger Longer Bridge and transportation corridor near Rodgers St.
  • Amendment 6 extends the project period from July 1, 2019 – June 30, 2024, to July 1, 2019 – March 31, 2025. This is intended to support negotiation and acquisition from a willing seller.
  • Amendment 7 adds HCSEG as a Secondary Sponsor to specifically facilitate the acquisition of the Saban parcel (APN #991200706) by HCSEG.
  • Long-term obligations for the acquisition portion of the project are in perpetuity.

Financials

  • Total Grant Award (Amendment 1): $438,627.00
  • SRFB - Puget Sound Acq. & Restoration (State): $300,000.00
  • SRFB - Salmon Federal Projects (Federal): $138,527.00
  • Project Sponsor Match: $79,826.00
  • Total Project Cost (Amendment 1): $518,353.00
  • Funding for the current activity is provided by RCO SRFB with match satisfied through a Memorandum of Understanding (MOU) with the HCSEG.
  • No funds from the General Fund are requested.
  • Neither Amendment 6 nor Amendment 7 changes the financial amount.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2019-07-01: Project start date.
  • 2024-08-06: RCO approval date for Amendment 6.
  • 2024-08-29: Agenda date for approval of Amendments 6 and 7.
  • 2025-03-31: Extended project end date (per Amendment 6).

Next Steps

JCPH Management recommends Board of County Commissioners (BOCC) signature for Amendment 6 (time extension) and Amendment 7 (adding HCSEG as secondary sponsor).

Sources

  • Pinky Feria Mingo - Environmental Health and Water Quality Director
  • Tami Pokorny - Natural Resources Program Coordinator
  • Mark McCauley - County Administrator
  • Washington State Recreation and Conservation Office (RCO)
  • Salmon Recovery Funding Board (SRFB)
  • Hood Canal Salmon Enhancement Group (HCSEG)

Juvenile and Family Court Services BECCA Funding Agreement

Topic Summary

Juvenile and Family Court Services requests approval of Interagency Agreement #IAA25382 with the Administrative Office of the Courts (AOC) to receive state BECCA funding. This funding is essential to offset costs for processing, programming, and navigation services related to non-offender matters, specifically Truancy, At Risk Youth (ARY), and Child in Need of Services (CHINS).

Key Points

  • The agreement secures Jefferson County's allocation of statewide BECCA dollars for the State fiscal year 2024-2025.
  • Funds are designated to support BECCA matters regulated under chapter 13.32A RCW: Truancy, At Risk Youth (ARY), and Child in Need of Services (CHINS).
  • The funds are intended to supplement, not supplant, other local, state, or federal funds.
  • Reimbursable costs must be associated with the processing and case management of CHINS, ARY, and Truancy referrals/petitions, following the BECCA Cost Guidelines (Exhibit A).
  • The County, as Contractor, must submit bi-annual reports detailing the number of petitions broken down by CHINS, ARY, and Truancy. Failure to submit reports by deadlines may adversely affect state funding.
  • Reimbursable costs include salaries/benefits (for judicial officers, clerks, counselors/case managers, proportional to BECCA duties), professional services (defense attorney, prosecutor, general vendors), goods (supplies, communication), training (Becca-specific), travel, and detention costs.
  • Administrative court costs are allowed at a documented internal administrative rate, or a 10% de minimis rate calculated on the total amount of salaries and benefits if no approved plan exists.
  • The AOC, at its discretion, may initiate revenue sharing by May 1, 2025, possibly increasing or reducing the agreement amount.
  • The County is required to conduct background checks/criminal history clearance for all employees, subcontractors, and volunteers who have regular (or limited, if necessary) access to clients/juveniles, per Chapter 110-700 WAC and RCW 43.43.830.

Financials

  • Amount: $30,235.00
  • Revenue: $30,235.00
  • Expenditure: None specified (funds are used for reimbursement of actual costs incurred).
  • Funding Source: AOC (State BECCA funding).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-07-01: Beginning date of performance (effective date, regardless of execution date).
  • 2024-07-01 - 2024-12-31: First reporting period.
  • 2025-01-31: Due date for first bi-annual report.
  • 2025-01-01 - 2025-06-30: Second reporting period.
  • 2025-05-01: AOC notification deadline regarding potential revenue sharing.
  • 2025-06-30: Agreement end date.
  • 2025-07-31: Due date for second bi-annual report and final revenue sharing A-19 (if initiated).

Next Steps

The Board is recommended to approve the agreement. The fully executed original will be returned to the BOCC office upon final signature by AOC.

Sources

  • Shannon S. Burns - Juvenile Court Administrator
  • Mark McCauley - County Administrator
  • Administrative Office of the Courts (AOC)
  • Christopher Stanley - AOC Project Manager
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • RCW 13.32A, Chapter 110-700 WAC, RCW 43.43.830

Juvenile and Family Court Services CASA-GAL Funding Agreement

Topic Summary

Juvenile and Family Court Services requests approval of Interagency Agreement #IAA25347 with the Administrative Office of the Courts (AOC) to receive state funding for the Court-Appointed Special Advocates/Guardian Ad Litem (CASA-GAL) program. The funding is intended to support the Guardian ad Litem program for State dependent children by either increasing the number of children served or reducing the average volunteer caseload to recommended standards.

Key Points

  • The agreement secures Jefferson County's allocation of CASA-GAL dollars for the State fiscal year 2024-2025.
  • The purpose is to manage a CASA/volunteer Guardian ad Litem program to serve juvenile dependency cases, complying with statutory requirements in RCW 13.34.100 -107.
  • Funds received must supplement, not supplant, any other local, state, or federal funding.
  • Court (County) is required to submit bi-annual reports detailing information on the number of children served and the number of volunteers.
  • Reimbursable costs include actual costs associated with juvenile dependency cases, guided by the CASA Cost Guidelines (Exhibit A, not provided in text).
  • The County is responsible for ensuring background checks are completed for all employees, CASAs/Volunteer GALs, and subcontractors who have access to children, per RCW 13.34.100(3). AOC will reimburse for CASA/Volunteer GAL criminal background checks.

Financials

  • Amount: $41,530.00
  • Revenue: $41,530.00
  • Expenditure: None specified (funds are used for reimbursement of actual costs incurred).
  • Funding Source: AOC (State CASA-GAL funding).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-07-01: Beginning date of performance (effective date, regardless of execution date).
  • 2024-07-01 - 2024-12-31: First reporting period.
  • 2025-01-31: Due date for first bi-annual report.
  • 2025-01-01 - 2025-06-30: Second reporting period.
  • 2025-05-01: AOC notification deadline regarding potential revenue sharing.
  • 2025-06-30: Agreement end date.
  • 2025-07-31: Due date for second bi-annual report and final revenue sharing A-19 (if initiated).

Next Steps

The Board is recommended to approve the agreement. The fully executed original will be returned to the BOCC office upon final signature by AOC.

Sources

  • Shannon S. Burns - Juvenile Court Administrator
  • Mark McCauley - County Administrator
  • Administrative Office of the Courts (AOC)
  • Christopher Stanley - AOC Project Manager
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • RCW 13.34.030(12), RCW 13.34.100 -107

Public Health Program Agreement for School-to-Work Programs (DSHS-DVR)

Topic Summary

Jefferson County Public Health, Developmental Disabilities Division, requests approval of a Program Agreement with the Department of Social and Health Services (DSHS) Division of Vocational Rehabilitation (DVR). This agreement, totaling $49,250.57, is intended to fund a new County Transition Specialist responsible for developing and implementing School-to-Work Programs for high school transition students with intellectual/developmental disabilities (IDD) in Jefferson County.

Key Points

  • The Program Agreement will fund the new County Transition Specialist to develop School-to-Work Programs with DSHS – DVR.
  • The target population is transition students (ages 20-21) with IDD (DDA-eligible) who will be exiting their high school program.
  • The County Transition Specialist will be responsible for program development, coordination, implementation, and monitoring of the new programs in each high school in Jefferson County.
  • Activities include outreach, case management for students and families, and building capacity through partnerships (school districts, service providers, employment agencies, and state agencies).
  • Development objectives include staffing, training and resources ($6,250.00), transportation ($600.00), communication ($1,000.00), office space/location ($1,000.00), resource and marketing development ($2,000.00), transition resource fair/event planning ($1,500.00), and data collection/reporting ($2,500.00).
  • The County IDD Advisory Board supports these services as essential and important for the community.
  • Costs over $10,000 not related to staffing must be approved by the School-to-Work/Transition Program Manager prior to purchase.

Data Security Requirements (Exhibit A): - The agreement involves Category 4 Data (e.g., PHI, FERPA-protected info) requiring strict protection. - Data must be Encrypted using AES 256 bits for symmetric keys or 2048 bits for asymmetric keys when stored on portable devices/media or in the Cloud. - Password/logon requirements are stringent, including minimum length/character classes and Multi-factor Authentication for external access. - Compromise or potential compromise of DSHS shared Data must be reported to the DSHS Contact within one (1) business day.

Financials

  • Total Amount/Revenue: $49,250.57
  • Expenditure: Supports the new County Transition Specialist and program implementation.
  • Funding Source: DSHS – Division of Vocational Rehabilitation (DVR).
  • Fund: Public Health Fund #127.
  • Estimated Budget Allocation (August 1, 2024 to March 31, 2025):
  • Staffing: $23,645.05
  • Indirect Costs (not to exceed 27.94%): $10,755.52
  • Other Program Objectives: $12,850.00 (Total of amounts specified above)
  • Total: $49,250.57

Alternatives

None specified.

Community Input

None specified. (The IDD Advisory Board agrees the services are essential.)

Timeline

  • 2024-08-01: Program Agreement Start Date.
  • 2025-03-31: Program Agreement End Date.

Next Steps

Jefferson County Public Health requests Board approval of the Program Agreement.

Sources

  • Apple Martine - Public Health Director
  • Anna McEnery - DD & BH Coordinator (County Contact Person/Contractor Project Manager)
  • Mark McCauley - County Administrator
  • DSHS – Division of Vocational Rehabilitation (DVR)
  • Jefferson County, Intellectual/Developmental Disabilities Advisory Board

Rural Arterial Program Final Prospectus (Paradise Bay Road Overlay)

Topic Summary

Jefferson County Public Works seeks approval of the Washington State County Road Administration Board (CRAB), Rural Arterial Program (RAP), Final Prospectus for the Paradise Bay Road Overlay project (M.P. 3.74 to M.P. 6.00). Approval of this prospectus will secure grant funding for the design and construction of this roadway improvement project.

Key Points

  • The project is officially titled "Paradise Bay Road Overlay MP 3.74 to MP 6.00" (County Road No. 50360).
  • Paradise Bay Road is designated as a Rural Minor Collector and serves as the primary (non-truck) connection to the Port Ludlow community.
  • The project involves a 2R (Resurface and Restore) asphalt overlay.
  • Proposed improvements include asphalt paving (0.17' thick) of existing lanes (11' maintained width) and shoulders.
  • Existing shoulder widths (3' to 4') will be improved to a minimum of 4' wide, with their cross-slopes corrected to match the roadway lanes.
  • Approximately 1320' of roadway lane surface will be planed to correct existing substandard Bituminous Surface Treatment (BST).
  • The project boundaries extend from M.P. 3.74 (near the Andy Cooper Rd. intersection) to M.P. 6.00 (the SR 104/Shine Rd. intersection).
  • Improvements also include pavement marking and minor signing improvements.
  • The project will connect with the WSDOT construction of a new roundabout at the Paradise Bay Road/SR 104 intersection in 2024.
  • The project is listed as Priority No: 26 in the adopted 2024-2029 Transportation Improvement Program (TIP).

Financials

  • Total Estimated Cost: $1,435,000.00
  • RATA (Rural Arterial Trust Account) Amount (Grant): $1,291,500.00
  • Design/Prelim. Engineering Estimated Cost: $84,000.00 (RATA: $75,600.00)
  • Construction Estimated Cost: $1,351,000.00 (RATA: $1,215,900.00)

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024: WSDOT construction of a new roundabout at M.P. 6.00 is scheduled.
  • 2025-07-01 (July 01, 2025): Proposed Start Year for Design/Prelim. Engineering.
  • 2026-04-30 (April 30, 2026): Proposed End Year for Design/Prelim. Engineering.
  • 2026-05-01 (May 01, 2026): Proposed Start Year for Construction.
  • 2026-06-30 (June 30, 2026): Proposed End Year for Construction.

Next Steps

The Board is requested to review the "Not for Signature" copy and authorize the Chair to electronically sign the Final Prospectus, which will be sent directly from CRAB.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • John Wayand - Project Manager
  • Mark McCauley - County Administrator
  • Washington State County Road Administration Board (CRAB), Rural Arterial Program (RAP)

Dissolution Hearing for Drainage District No. 1 (Chimacum Creek)

Topic Summary

A special meeting is scheduled to consider dissolving or reactivating Drainage District No. 1, also known as Chimacum Creek Drainage District. The County Auditor suggests the District meets several criteria under RCW 36.96.010 to be declared "inactive," necessitating a hearing to determine its official status and the future course of action, which includes options ranging from dissolution to expanded reactivation.

Key Points

  • The purpose of the hearing is to determine whether to dissolve Drainage District No. 1 (Chimacum Creek Drainage District).
  • The Jefferson County Auditor indicated that the District appears to satisfy a number of criteria to be declared "Inactive" under RCW 36.96.010(3).
  • Criteria for "Inactive" status include:
    • Failing to carry out its special purposes/functions within the preceding five consecutive years.
    • Failing to hold an election or appoint a member of the governing body within the preceding seven consecutive years.
    • Being determined unauditable by the State Auditor.
  • County officials have engaged stakeholders to determine a recommended course of action.
  • Options for the district include:
    • Taking no action (declaring it inactive but not dissolving it).
    • Declaring it inactive and dissolving it.
    • Reactivating the district in its current form.
    • Changing the purpose of the district (e.g., adding irrigation and/or watershed improvement).
  • Reactivation or changing the purpose would require substantial interest from residents, a public vote to elect officers, and imposing a property tax assessment.
  • Dissolving the district presents issues, such as the required disposition of easements held between the district and landowners.
  • Notice of the hearing was published for three consecutive weeks: August 14, 21, and 28, 2024, as required by statute.

Financials

  • No fiscal impact is mentioned, except for the "minor" cost of publishing the hearing notice three times.

Alternatives

  • Take no action (declare inactive, do not dissolve).
  • Declare inactive and dissolve (Primary recommendation consideration).
  • Reactivate in current form.
  • Change purpose/mission (e.g., adding irrigation/watershed improvement), requiring public vote and tax assessment.

Community Input

  • Commissioner Eisenhour and Administrator McCauley engaged "key stakeholders" to determine a recommended course of action, but no specific feedback content is detailed.

Timeline

  • 2024-08-14: First week of hearing notice publication.
  • 2024-08-28: Last week of hearing notice publication.
  • 2024-08-29: Date of the Hearing to consider dissolution.

Next Steps

The Board must consider the information presented and decide how to proceed with Drainage District No. 1.

Sources

  • Mark McCauley - County Administrator
  • Heidi Eisenhour - Commissioner District No. 2
  • Jefferson County Auditor
  • RCW 36.96.010

Olympic Discovery Trail – Anderson Lake Connection Project (WSDOT Prospectus)

Topic Summary

Jefferson County Public Works is seeking authorization for the Board Chair to sign the Washington State Department of Transportation (WSDOT) Local Agency Federal Aid Project Prospectus, which is required to obligate Federal funding for the construction phase of the Olympic Discovery Trail—Anderson Lake Connection project (County Project No. 18019893). The proposed trail segment connects the Larry Scott Trail to the northern boundary of Anderson Lake State Park.

Key Points

  • The project is the construction of an Olympic Discovery Trail segment connecting the Larry Scott Trail, through Jefferson Transit Park & Ride, to Anderson Lake State Park.
  • Project Length: 3.15 miles, running from Begin Mile Post 7.35 to End Mile Post 10.5 (Route ID 850200).
  • The project involves new construction and is classified as a Path/Trail.
  • Existing Facility: No existing trail is present in this location.
  • Proposed Trail Width: 10' to 16' (1 lane).
  • Environmental Classification: Class II - Categorically Excluded (CE), requiring documentation (Documented CE).
  • Environmental Considerations: 0.104 acres of wetland will be impacted and must be mitigated.
  • Utility Work: Four existing electrical service poles/cables and two fire hydrants must be relocated by Public Utility District #1 of Jefferson County, coordinated with construction.
  • The project falls within Legislative District 24 and Congressional District 6.
  • Construction work will be performed by a Contractor (100% of work).
  • The project is near an airport (within 3.2 kilometers).

Financials

  • Total Estimated Cost (Construction Phase): $4,621,415
  • Federal Funds (STBGR Grant): $1,519,332 (funding 33% of construction)
  • Local Agency Funding: $3,102,083
  • Total Project Funding: $4,621,415
  • Other Funding Source: WA State Recreation and Conservation Office (RCO) WA Wildlife and Recreation-Trails grant #20-1745 will provide remaining construction funding.
  • P.E. and R/W phases have estimated costs of $0, with $0 dedicated Federal funds.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-10 (October 2024): Proposed Construction Start Date.

Next Steps

Public Works recommends the Board Chair sign the WSDOT Local Agency Federal Aid Project Prospectus.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • John Fleming, P.E. - Engineer 3, Project Manager
  • Mark McCauley - County Administrator
  • Washington State Department of Transportation (WSDOT)
  • WA State Recreation and Conservation Office (RCO)

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