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Advisory Board Reappointment: North Pacific Coast Marine Resource Committee

Topic Summary

The Jefferson County Board of County Commissioners is considering the reappointment of Jill Silver to the North Pacific Coast Marine Resource Committee (NPCMRC). Jill Silver's previous term, for the Conservation Environmental Groups (Citizen Representative) position, expired on August 8, 2024. The position was advertised prior to this action.

Key Points

  • The position is for Conservation Environmental Groups (Citizen Representative) on the NPCMRC.
  • The previous term expired on August 8, 2024.
  • Jill Silver, the current board member, has requested to continue serving.
  • An advertisement was placed in the paper to fill the position.
  • NPCMRC members and County staff recommend approving the reappointment.

Financials

None specified.

Alternatives

None specified.

Community Input

  • An ad was placed in the paper to fill this position, implying an effort to solicit alternative candidates.

Timeline

  • August 8, 2024: Expiration date of the previous term.
  • September 9, 2024: Proposed effective date for the new two-year term, expiring September 9, 2026.

Next Steps

The Board is recommended to approve the reappointment of Jill Silver for a two (2) year term expiring September 9, 2026.

Sources

  • Wendy Housekeeper - Executive Assistant
  • Jill Silver - Board member, NPCMRC
  • Mark McCaulley - County Administrator
  • NPCMRC members and County staff

Amendment 4 to Professional Services Agreement with VillageReach (Data Modernization)

Topic Summary

Jefferson County Public Health (JCPH) requests approval of Amendment 4 to their Professional Services Agreement (No: AD-23-042) with VillageReach. This amendment pertains to the Data Modernization project, adding an additional scope of work focusing on data management, visualization, and staff capacity building, while extending the term to November 30, 2024. The additional cost of $18,195 is fully funded by a Public Health Infrastructure Grant.

Key Points

  • The existing Professional Services Agreement (No: AD-23-042) is with VillageReach for a Data Modernization project.
  • Amendment 4 adds an additional scope of work (Appendix D), detailing deliverables-based payments for the new work.
  • The scope for Amendment 4 focuses on Data Management, Visualization, and Capacity Building (4 months).
  • Activities include supporting documentation of environmental health data sources for the Climate and Health Assessment, developing a user-friendly PowerBI dashboard, creating visualization mock-ups, and providing weekly hands-on capacity building sessions for JCPH staff (Alyssa and Lolinthea) on PowerBI.
  • The service model is specified as "Sole source."
  • The amendment is generally consistent with prior agreements and amendments to this project. For instance, Amendment 3 added $25,000 for work between May 1, 2024, and July 31, 2024, and Amendment 2 added $66,827.79 for work between March 1, 2024, and November 30, 2024, focusing on a Climate Health Assessment design.

Financials

  • Additional funding requested (Amendment 4): $18,195.00
  • Total contract amount not to exceed: $152,022.79
  • Funding source: Public Health Infrastructure Grant via the Department of Health (fully funded).
  • Fund/Account: Fund # 127; Munis Org/Obj 12756200

Alternatives

None specified.

Community Input

None specified.

Timeline

  • August 1, 2024: Amendment 4 commencement date (work performed prior to execution is ratified).
  • November 30, 2024: Amendment 4 end date/Delivery date for key deliverables.
  • November 2024: Potential 3-day in-person capacity building sessions in Port Townsend.

Next Steps

JCPH management requests Board approval of Amendment 4.

Sources

  • Barb Jones - CHIP Manager
  • Apple Martine - Director (JCPH)
  • Mark McCauley - County Administrator
  • Tendai C Munyoro - Chief Financial Officer (VillageReach)
  • Glen Gillis - Certifying Department staff (Compliance)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Alyssa Wyrsch - Epidemiologist (JCPH Key Contact)
  • Lolinthea Hinkley - Biostatistician (JCPH Key Contact)

Workshop: Realignment of Lodging Tax Advisory Committee (LTAC) Resources

Topic Summary

Commissioner Greg Brotherton proposes a future workshop to discuss concerns regarding the effectiveness of Lodging Tax Advisory Committee (LTAC) funds currently allocated to the Tourism Coordinating Council (TCC). Primary concerns focus on the operations of the Olympic Gateway Visitor Center and TCC’s digital marketing activities. The discussion aims to explore reallocation options, potentially reassigning marketing functions to a new county employee who could also serve as the Public Information Officer (PIO).

Key Points

  • Lingering concerns exist about the efficacy of LTAC funds allocated to the Tourism Coordinating Council (TCC).
  • Concerns specifically target the operation of the Olympic Gateway Visitor Center and TCC's digital marketing efforts.
  • Potential reallocation strategies include reducing TCC funding for digital marketing and transferring that function to a county employee.
  • This new county employee could create "synergy" by also managing the Public Information Officer (PIO) function.
  • The Olympic Gateway Visitor Center receives $110,000 in 2024 for operation, and discussion points suggested scrutiny over its continued need given information availability online, or ways to reduce its operational cost.
  • Monies yielded from cuts to TCC funding could potentially help establish a public facilities district for an aquatic center, contingent upon agreement between the Port Townsend City Council and the Board of County Commissioners (BOCC).
  • The discussion focused on the TCC's 2024 proposed budget of $300,000.

Financials

  • TCC 2024 Proposed Budget (Total): $300,000
  • Advertising Collateral: $55,500
  • Advertising - Marketing: $126,500 (Includes $29,500 for Digital Marketing)
  • Olympic Peninsula Tourism Comm. + Programs: $65,000 (Includes $35,000 for OPTC and $30,000 for Collaborative Strat. Mgmt. Plan)
  • Professional Services: $53,000 (Includes $45,000 for Coordination of Marketing, Budget, etc.)
  • Specific Allocations Highlighted:
  • Olympic Gateway Visitor Center Operations (via TCC): $110,000 (portion received by TCC)
  • Digital Marketing (TCC Budget): $29,500
  • TCC 2023 Actual/Progress (Total Budget $295,000): $165,636 documented progress at time of report update (9/8/2023).
  • Fiscal Impact of Workshop Request: None specified.

Alternatives

  • Reallocating resources to increase tourism promotion effectiveness, particularly during shoulder seasons (leading into and leaving the peak summer season).
  • Reducing TCC funding for digital marketing and bringing it in-house to be managed by a dual-role County PIO/marketing employee.
  • Reducing or eliminating the operational cost of the Olympic Gateway Visitor Center.
  • Using resultant funds to establish a Public Facilities District for an aquatic center, if approved by the County and City.

Community Input

The presentation requested stakeholder engagement by displaying the TCC's line-item budget to facilitate discussion about which elements could be reduced or eliminated.

The workshop on 9/9/2024 included a public comment session where two comments were received, regarding a motion authorizing Commissioner Brotherton (GB) to sign a memo to present to the TCC council meeting the next day. The precise content of the public comments and the initial motion were not provided in the text. Following discussion, Commissioner Brotherton rescinded his motion. A subsequent motion was made (and carried unanimously) to send an edited memo drafted by Chair Dean, advising the County Administrator's office (CA) will clerk TCC and LTAC.

Timeline

  • September 9, 2024: Workshop date.
  • October 15, 2024 (Approx.): TCC council meeting (implied for original memo presentation timing).

Next Steps

  • The Board authorized sending an edited memo to the TCC stating the County Administrator's office will take on the clerk duties for the TCC and LTAC.
  • Unspecified follow-up actions related to the potential reallocation of funds or organizational structure changes.

Sources

  • Greg Brotherton - Commissioner, District #3
  • Mark McCauley - County Administrator
  • Kate Dean - Chair, Board of County Commissioners

Amendment 4 to Professional Services Agreement with VillageReach (Data Modernization) - [Repeat]

NOTE: This entry repeats the information provided above under the initial review of the identical document content.

Interlocal Agreement Amendment No. 6: School-Based Health Clinic Services with Jefferson Healthcare

Topic Summary

Jefferson County Public Health (JCPH) requests approval of Amendment No. 6 to the Interlocal Agreement (N-18-096) with Public Hospital District No. 2 (Jefferson Healthcare). This amendment extends the agreement and maintains Jefferson Healthcare’s financial contribution of $73,438.00 to support school-based health clinics (SBHCs) primarily focused on onsite healthcare, including mental health services, for adolescent residents during the 2024-2025 school year.

Key Points

  • The agreement funds SBHCs located at Port Townsend High School, Chimacum High School, and Quilcene High School, with the latter also serving Brinnon schools.
  • Amendment No. 6 extends the agreement expiration date from August 31, 2024, to August 31, 2025.
  • The financial contribution from Jefferson Healthcare remains set at $73,438.00 for the extended term (2024-2025 school year).
  • The language related to adjusting the financial contribution based on the CPI of U.S. City Average for all Urban Wage Earners and Clerical Workers is removed to ensure the financial contribution is maintained but not increased.
  • The original agreement commenced on September 2, 2018.
  • The focus of the SBHC services is to promote lifelong wellness and increase access to high-quality, comprehensive health services and education for adolescents in a safe, nurturing on-campus environment.

Financials

  • Financial Contribution (Amendment 6): $73,438.00 (Revenue to JCPH)
  • This amount is maintained at the level set by Amendment No. 5 (2023-2024 school year).
  • Prior Financial History (Public Hospital District No. 2 Contribution):
    • 2018-2019 (Original): $42,106
    • 2019-2020 (Amendment 1): $63,369 (includes $20,000 for Quilcene SBHC, plus 3% increase for staff wages)
    • 2020-2021 (Amendment 2): $64,320 (1.5% CPI increase)
    • 2021-2022 (Amendment 3): $67,536 (5% CPI increase)
    • 2022-2023 (Amendment 4): $70,913 (5% CPI increase)
    • 2023-2024 (Amendment 5): $73,438 (3.56% CPI increase)
  • Funding for the 2024-2025 school year is intended to support the school-based health centers.

Alternatives

  • The removal of the CPI adjustment mechanism confirms the alternative of an increased contribution based on CPI was explicitly rejected for Amendment 6.

Community Input

None specified.

Timeline

  • September 2, 2018: Original agreement commencement date.
  • August 31, 2024: Previous expiration date.
  • September 1, 2024: Start date of the extended financial support period (Amendment 6).
  • August 31, 2025: New termination date (Extended Term).

Next Steps

JCPH recommends approval of Amendment No. 6.

Sources

  • Apple Martine - Director, JCPH
  • Denise Banker - Community Health Director
  • Mark McCauley - County Administrator
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Jefferson County Public Hospital District No. 2 (Jefferson Healthcare)

Professional Services Agreement: Jessica Garcia (School-based Mental Health)

Topic Summary

Jefferson County Public Health (JCPH), acting as a fiscal agent, seeks approval for a Professional Services Agreement (PSA) with Jessica Garcia to provide behavioral health counseling services. The services target enrolled youth seeking drop-in support at the Quilcene School District #48. The contract term is August 26, 2024, through June 13, 2025, totaling $22,200.00, entirely financed by a grant focused on mental health and substance use prevention.

Key Points

  • Contractor: Jessica Garcia (Mental Health Counselor, LMHC).
  • Service: Behavioral health counseling (drop-in and scheduled) for youth in Quilcene School District #48, one day per week during the school year.
  • Services address issues including substance misuse, anger management, stress, conflict resolution, relationship issues, hopelessness, grief/loss support, family/personal violence, and crisis events.
  • Contractor must submit "new client sheet" and "visit detail sheet" for data collection.
  • Contractor will collaborate with local mental health/substance abuse treatment agencies and the SBHC team/school professionals (including the Student Assistance Professional).
  • Garcia requires weekly supervision from MCS Counseling services, as provided in Exhibit A.
  • The agreement was processed via an "interview process for ongoing services in SBHC" (Sole Source).
  • The contractor holds Professional Liability Insurance with $1,000,000 per claim / $3,000,000 aggregate, retroactively effective 8/24/2021. Jefferson County Public Health is listed as an "Additional Named Insured."

Financials

  • Total contract amount: $22,200.00
  • Payment structure: $600.00 per session/day for 37 weeks.
  • Funding source: Fully funded by a Department of Health (DOH) grant for SBHC Operations (mental/behavioral health promotion and substance use prevention).
  • Expenditure: $22,200.00 (Fund # and Munis Org/Obj not provided).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • August 26, 2024: Agreement start date (work start/commencement).
  • June 13, 2025: Agreement conclusion date.

Next Steps

JCPH management requests approval of the Professional Services Agreement.

Sources

  • Apple Martine - Public Health Director
  • Denise Banker - Community Health Division Director
  • Jessica Garcia - Contractor, LMHC
  • Mark McCauley - County Administrator
  • DOH (Grant Provider)
  • MCS Counseling Services (Supervisor)

Amendment 2: Andrea Knutson / Sun Path Healing PLLC (Port Townsend SBHC)

Topic Summary

Jefferson County Public Health (JCPH) seeks authorization for Amendment 2 to its Professional Services Agreement with Andrea Knutson, Sun Path Healing, PLLC. This amendment extends mental health counseling services for youth at Port Townsend High School's School-based Health Center (SBHC) for the 2024-2025 school year (37 weeks) at a total cost of $22,200.00, funded by a DOH SBHC operations grant.

Key Points

  • Contractor: Andrea Knutson, Sun Path Healing, PLLC (LICSW).
  • Service: Drop-in and scheduled mental health counseling for Port Townsend High School students, one day per week throughout the school year.
  • Counseling addresses issues including substance misuse, anger management, stress, conflict resolution, hopelessness, and family/personal violence.
  • The contractor must provide a yearly utilization/referral/outcomes report to the School-based Health Center Advisory Board.
  • The prior amendment (Amendment 1) expanded service in 2023-2024 to two days per week for a total cost of $44,400, but this Amendment 2 returns the frequency to one day per week.
  • The selection process relies on a "continued contractual relationship with existing school."
  • The contractor maintains Professional Liability Insurance with limits of $1,000,000 per claim / $3,000,000 total per year. Jefferson County is listed as an Additional Insured.

Financials

  • Total contract amount (Amendment 2): $22,200.00
  • Cost calculation: 37 weeks * $600.00 per week.
  • Funding source: Fully funded by a grant from the Washington Department of Health (DOH) School-based Health Center operations grant for behavioral health services.
  • The agreement's original total amount (prior to Amendment 1) was $23,400 for a 39-week period in 2022-2023 at $600 per week.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • September 1, 2024: Amendment commencement date.
  • June 30, 2025: Amendment end date.

Next Steps

JCPH management requests approval of Amendment 2.

Sources

  • Apple Martine - Public Health Director
  • Denise Banker - Community Health Division Director
  • Andrea Knutson - Contractor, LICSW
  • Mark McCauley - County Administrator
  • Washington Department of Health (Grant Provider)

Assignment of Professional Services Agreement: Peak Sustainability to Maul Foster & Alongi (MFA)

Topic Summary

Jefferson County is asked to approve the assignment of a Professional Services Agreement (PSA) for facilitation services concerning the Chimacum Drainage District. The original contractor, Peak Sustainability Group (Peak), was sold to Maul Foster & Alongi (MFA). The assignment is necessary for MFA to assume the contract while retaining the key personnel, David Roberts and Vivian Ericson, to complete the project.

Key Points

  • Original Agreement: Peak Sustainability Group LLC to provide facilitation services to help the County determine the disposition of the Chimacum Drainage District (DD1).
  • Reason for Assignment: Peak Sustainability was sold to Maul Foster & Alongi, Inc. (MFA).
  • The sale is effective October 1, 2024.
  • Assurance is provided that the key personnel who worked on the project (David Roberts and Vivian Ericson) will continue to support the County project through completion.
  • The nature of the service is complex community engagement regarding reactivating or otherwise managing the Chimacum Drainage District, which was established in 1925 and has been inactive.
  • The project scope includes six phases of outreach: Notification, Public Hearing (completed in August), Open House, Hybrid Focus Groups/Survey, Workgroup Review, and Final Open House/Recommendations.

Financials

  • Total original project cost (Amendment 1): $26,153 (Original not to exceed amount was $9,958).
  • Additional funding ($16,195) for the expanded scope (Amendment 1) was previously sourced from the General Fund – Non-departmental (Fund # 001-270).
  • Fiscal Impact of Assignment: None specified, as the contract amount remains the same, but MFA will invoice the County after October 1st.
  • Current cost breakdown for the expanded scope: Staff costs of $19,695 (David Roberts: 6 hours @ $195/hr; Vivian Ericson: 95 hours @ $195/hr), plus $300 for Travel & Supplies, totaling $19,995 in new cost structure.

Alternatives

None specified.

Community Input

The broader project involves extensive engagement: Open House, three hybrid focus groups, and an online survey to gather input on how stakeholders prefer Chimacum Creek management (goals and legal tools, including reactivating DD1).

Timeline

  • June 1, 2023: Original PSA commencement date (DD1 Facilitation).
  • December 11, 2023: Amendment No. 1 approval date (Expanded scope to $26,153).
  • October 1, 2024: Effective date of Peak Sustainability's sale to MFA.
  • Completion of Work: End of the contract term.

Prior Project Milestones (from Amendment 1's preliminary plan for the extra $16,195, estimated schedule as of Dec 2023): - Month 1: Materials Review, Kickoff Meeting (Completed by May 2023, per original schedule) - August (Past): Public hearing held on status of DD1. BOCC declared DD1 inactive and agreed to revisit in 2024. - January (Proposed): In-person open house (Phase 3). - February (Proposed): Three hybrid focus groups and a survey (Phase 4). - March (Proposed): Final Open House to share recommendations (Phase 6).

Next Steps

The Board of County Commissioners is recommended to approve the assignment and authorize the Chair to sign the consent agreement on behalf of the Board.

Sources

  • David Roberts - Principal, Peak Sustainability Group (and continuing to work on project)
  • Vivian Ericson - Project manager, Peak Sustainability Group (and continuing to work on project)
  • Mark McCauley - County Administrator
  • Maul Foster & Alongi, Inc. (MFA) - Successor Contractor
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

Resolution: Surplus of Public Works Equipment and Authorization for Trade-In

Topic Summary

The Public Works Department requests Board approval of a resolution declaring two ER&R (Equipment Repair and Rental) assets, specifically Roscoe Brooms, as surplus property and authorizing their trade-in toward the purchase of new road equipment. This action is justified due to the existing assets being beyond their useful life cycle and requiring expensive repairs, which impacts the County Roads team's ability to maintain clear roads.

Key Points

  • Two ER&R assets (Roscoe Brooms, IDs #906 and #827) are declared surplus.
  • Broom #906 (2012 Roscoe SweepPro) is listed as "Broken" and requires over $6,000 in repairs following a differential failure accident.
  • Broom #827 (2012 Roscoe Challenger) is listed as in "Poor" condition, is a 10-year asset, and is 2 years past its intended life.
  • The equipment (brooms) is "vital to the County Roads team’s ability to serve the taxpayers and keep the roads free of debris."
  • The trade-in value will offset the purchase cost of new equipment being procured through the WA State Department of Enterprise Services (DES), a certified competitive bidding cooperative (RCW 39.34.030).
  • RCW 36.34.070 allows the Board to accept trade-in allowances.

Financials

  • New Machine Cost: $86,700.00 (less sales tax)
  • Trade-in value #906: $2,500 (less sales tax)
  • Trade-in value #827: $5,800 (less sales tax)
  • Total trade-in value: $8,300 (less sales tax)
  • Balance after trade-in: $78,400 (less sales tax)

Alternatives

The document implicitly rejects the alternative of repairing and retaining the old assets, citing the need for "more reliable and cost effective" equipment due to required repairs ($6,000+ for #906) and exceeding the intended life span.

Community Input

None specified.

Timeline

None specified for the transaction beyond the approval date.

Next Steps

Public Works requests Board approval of the resolution to authorize the trade-in of assets #906 and #827 to acquire the new equipment. The Auditor is to remove the equipment from county inventory.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Josh Montgomery - Fleet Manager
  • Mark McCauley - County Administrator
  • RCW 39.34.030 (Cooperative Purchasing)
  • RCW 36.34.070 (Trade-in allowances)

Payroll Expense Report

Topic Summary

The Board of County Commissioners is presented with the total payroll expense report for the payroll date of September 5, 2024, detailing amounts distributed via check, direct deposit, and benefits payments, totaling $2,481,013.69.

Key Points

  • Total payroll expense reported: $2,481,013.69

Financials

  • Payroll Checks: $11,395.42
  • Payroll Direct Deposit: $1,351,761.68
  • Benefits Paid (AP Warrants, Elect. Pymnts): $1,117,856.59
  • Total: $2,481,013.69

Alternatives

None specified.

Community Input

None specified.

Timeline

  • September 5, 2024: Payroll Date.

Next Steps

Approval of payment of Jefferson County Payroll Warrants dated September 5, 2024.

Sources

  • Payroll Services Manager (retains records)

Program Agreement: School-to-Work Direct Service with DSHS/DVR

Topic Summary

Jefferson County Public Health (JCPH), Developmental Disabilities Division, seeks approval for a Fee for Service Program Agreement, DD-24-037, with the Department of Social and Health Services (DSHS), Division of Vocational Rehabilitation (DVR) for School-to-Work Direct Services. This contract aims to fund the development and implementation of new School-to-Work programs in every high school across the County, providing seamless transition and employment services for students with intellectual/developmental disabilities (I/DD).

Key Points

  • Purpose: Develop and implement new School-to-Work Programs in every high school in Jefferson County for transition students (ages 20-21) with intellectual/developmental disabilities (I/DD).
  • Goal: Seamless transition to adulthood through employment services and resource connection.
  • Eligibility requirements during the 2024-2025 academic year: Student must be DDA-eligible, DVR-eligible, commit to staying through their last transition year, be aged 20-21, have an Individualized Education Plan (IEP), and establish an Individual Plan for Employment (IPE) requiring Extended Services and Long-Term Services.
  • The Jefferson County I/DD Advisory Board supports the essential nature of these services.
  • The work is divided into three phases: Intake and Assessment (Payment: $5,000/Student), Job Placement (Payment: $3,000/Student), and Employment (Payment: $6,000/Student).
  • Total maximum payment per student is $14,000.
  • Contractors must use either the Student Guide Method or the SDOR (and other documentation) Method for service delivery and billing documentation.
  • Extended Services (post-stabilization support funded by DVR) are capped at a maximum of 26 hours per month at an hourly rate of $105.00, unless an exception is approved by the DVR School-to-Work Transition Program Manager.
  • Contractors must submit structured data reports (Exhibit D: Student Data) 3 times (July 1, 2024; December 31, 2024; June 30, 2025) and a "Successful Job Outcome Report" (Exhibit D) and a "Success Story" (Exhibit E) once per county.

Financials

  • Total contract amount: Fee for Service (Maximum $14,000 per Student).
  • Financial structure is deliverables-based, paid upon completion of phases.
  • Funding source: DSHS - DVR (Fee for Service).
  • Fund/Account: PH fund #127 (Munis Org/Obj #12768041).

Alternatives

None specified.

Community Input

  • The Jefferson County, Intellectual/Developmental Disabilities Advisory Board agrees that these are essential and important services for the community.

Timeline

  • August 1, 2024: Program Agreement Start Date.
  • September 30, 2025: Program Agreement End Date.
  • Key reporting dates: July 1, 2024; December 31, 2024; June 30, 2025 (data submissions).

Next Steps

Jefferson County Public Health, Developmental Disabilities Division, requests Board approval of the Program Agreement.

Sources

  • Apple Martine - Public Health Director
  • Anna McEnery - DD & BH Coordinator (JCPH)
  • Mark McCauley - County Administrator
  • DSHS - Division of Vocational Rehabilitation (DVR)
  • Austin Diaz-Munoz - DSHS Contracts Specialist
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Jefferson County, Intellectual/Developmental Disabilities Advisory Board

Amendment 2: Cynthia Langston LLC (Chimacum SBHC)

Topic Summary

Jefferson County Public Health (JCPH) requests approval of Amendment 2 to the Professional Services Agreement with Cynthia Langston, LLC to continue providing drop-in and scheduled behavioral health counseling to youth at Chimacum Junior Senior High School. The contract extends for the 2024-2025 school year (37 weeks) with funding capped at $22,200.00, supported by a DOH SBHC Operations grant.

Key Points

  • Contractor: Cynthia Langston, LLC. Licensed status listed as "(JCSW)" on the signature page of Amendment 2, but original signature page contains a blank for the name/title.
  • Service: Drop-in and scheduled mental health counseling for youth in Chimacum School-based Health Center, one day per week during the 2024-2025 school year.
  • Counseling addresses issues including substance misuse, anger management, stress, conflict resolution, hopelessness, and family/personal violence.
  • Contractor must submit a yearly utilization/referral/outcomes report to the School-based Health Center Advisory Board.
  • The agreement notes a transition to one day per week in the current amendment (37 weeks x $600/day). The prior amendment (Amendment 1) provided $44,400 for two days per week during the 2023-2024 school year.
  • Selection via "continued contractual relationship with existing school."
  • Contractor's Professional Liability Insurance is provided by Preferra Insurance Company RRG, with limits of $1,000,000 per claim / $3,000,000 aggregate, retroactively dated to 04/11/2022.

Financials

  • Total contract amount (Amendment 2): $22,200.00
  • Cost calculation: 37 weeks * $600.00 per day.
  • Funding source: Fully funded through the DOH School-based Health Center Operations grant.
  • This results in a renewed allocation of $22,200, despite the prior Amendment 1 having increased the total agreement amount to $67,800 for two days per week in the 2023-2024 school year.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • September 1, 2024: Amendment commencement date.
  • June 30, 2025: Amendment end date.

Next Steps

JCPH management requests approval of Amendment 2.

Sources

  • Apple Martine - Public Health Director
  • Denise Banker - Community Health Director
  • Cynthia Langston - Contractor
  • Mark McCauley - County Administrator
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • DOH (Grant Provider)

Execution of Contract: Port Hadlock UGA Grinder Pump Installation (Phase 4 – Stage 1)

Topic Summary

The Public Works Department requests the execution of a construction contract with Strider Construction Co., Inc. for Phase 4 – Stage 1 On-site Grinder Pump Installation for the Port Hadlock Urban Growth Area (UGA). This contract, awarded on August 5, 2024, amounts to $2,589,588.87, including Washington State Sales Tax. The project is fully financed through the Department of Ecology Water Quality Combined Financial Assistance Program (SRF Loans and Centennial Grant).

Key Points

  • Project: Phase 4 – Stage 1 On-site Grinder Pump Installation for Port Hadlock UGA (Project No. 40521270).
  • Contractor: Strider Construction Co., Inc.
  • Scope of Work: Installation of on-site grinder pump, control panel, discharge piping, existing building drain connection, grease interceptors, and decommissioning of existing septic tanks.
  • The contractor has provided the required Performance Bond ($2,589,588.87) and Payment Bond ($2,589,588.87) through Travelers Casualty and Surety Company of America, and necessary Insurance.
  • The contract mandates compliance with Prevailing Wage requirements under the federal Davis-Bacon Act (for construction exceeding $2,000) and other federal water pollution control regulations (e.g., Use of American Iron and Steel).
  • The contract includes comprehensive insurance requirements, including $2,000,000 minimum Commercial General Liability per occurrence and $1,000,000 minimum Automobile Liability per occurrence.

Financials

  • Bid/Contract Amount: $2,589,588.87 (including 9.1% Washington State Sales Tax).
  • Expenditure: $2,589,588.87
  • Revenue: $2,589,588.87
  • Funding Source: Fully funded by the Department of Ecology Water Quality Combined Financial Assistance Program (State Revolving Fund (SRF) Loans and Centennial Grant).
  • Matching Funds: $0 (None specified).
  • Bond Amount (Performance and Payment): $2,589,588.87

Alternatives

None specified.

Community Input

None specified.

Timeline

  • August 5, 2024: Contract awarded to Strider Construction Co., Inc. by the Board.
  • Within 10 days after Notice to Proceed is issued: Work must begin.
  • 136 working days: Expected duration of work.
  • May 30, 2025: Expected completion date of work.

Next Steps

Public Works recommends that the Board execute all two (2) originals of the Contract and return one (1) original to Public Works for further processing.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Samantha Harper, P.E. - Project Manager
  • Strider Construction Co., Inc. (Contractor)
  • Travelers Casualty and Surety Company of America (Surety)
  • Department of Ecology Water Quality Combined Financial Assistance Program (Funder)
  • RCW 39.30.060 (Bid Submission)
  • U.S. Code, Title 40, Subchapter IV, Chapter 31 (Davis-Bacon Act)

Amendment 1: DOH Data Sharing Agreement-Opioid Dashboard

Topic Summary

Jefferson County Public Health (JCPH) requests approval of Amendment 1 to the Data Sharing Agreement (DSA) with the Washington State Department of Health (DOH) for the Opioid Dashboard. The purpose of the amendment is solely to correct a clerical error in Exhibit I to make the end date consistent with the main Agreement's end date of August 31, 2027. This dashboard provides access to timely, organized data assisting local response efforts against the opioid epidemic.

Key Points

  • Purpose: Access to DOH's restricted Opioid and Drug Use Data Dashboard for public health partners (local, Tribal, State) to guide overdose response efforts.
  • Data Content: Aggregated overdose and use data (deaths, hospitalizations, ED visits, EMS responses, Prescription Monitoring Program statistics) by county, region, demographics, age, sex, and race/ethnicity.
  • Data Classification: Category 3 – Confidential Information, due to retention of aggregated demographic data by county that could be used to triangulate identity.
  • Primary Security Requirement: Approved users must sign the DSA, agree to follow DOH guidelines for reporting small numbers (suppress non-zero counts less than 10) when sharing data publicly, and acknowledge a confidentiality disclaimer at entry.
  • Disclosure: Re-disclosure is prohibited unless required by law or permitted by the Agreement. If a public records request is received, JCPH must notify the DOH Privacy Officer ten (10) business days prior to disclosure.
  • Amendment Scope: Solely corrects the Period of Performance end date in Exhibit I from August 31, 2024, to August 31, 2027.

Financials

  • No fiscal impact; there is no charge for this service.

Alternatives

None specified. (Implicitly, the status quo without access would diminish the ability of partners to monitor and respond to substance use impacts.)

Community Input

None specified.

Timeline

  • Date of Execution: Effective date of the Amendment.
  • August 31, 2027: Corrected Period of Performance end date.
  • Upon Agreement completion/termination: Users must immediately destroy any downloaded aggregated/de-identified data.

Next Steps

Jefferson County Public Health requests Board approval of Amendment 1.

Sources

  • Apple Martine, JCPH Director
  • Denise Banker, Community Health Director
  • Cynthia Harry, Deputy Chief Data Officer (DOH)
  • Michael Paul, Chief Privacy Officer (DOH)
  • Philip C. Hunsucker, Chief Civil Deputy Prosecuting Attorney
  • RCW 42.56 (Public Records Act)
  • OCIO security standard 141.10 (Securing Information Technology Assets)

Professional Services Agreement: WDFW Sensitive Fish and Wildlife Information Release

Topic Summary

Jefferson County Central Services (GIS) requests the execution of a Sensitive Fish and Wildlife Information Release Agreement (PHS Release Agreement) with the Washington State Department of Fish and Wildlife (WDFW). This confidentiality and data sharing agreement, with no fiscal impact, allows Jefferson County staff (as a "Qualified Entity") access to Sensitive Data concerning fish, wildlife, and habitat locations to improve outcomes related to land management and planning decisions.

Key Points

  • Purpose: Obtain Sensitive Fish and Wildlife Information (Sensitive Data) to improve land management, fish management, wildlife management, or scientific research outcomes.
  • Sensitive Data is protected from public disclosure under RCW 42.56.430(2) to prevent potential harm (e.g., black-market value species exposure).
  • Recipient Status: Jefferson County is identified as a "Qualified Entity" (Government agency).
  • Data Scope: "All Sensitive PHS Data within the project boundary."
  • Project Boundary (Data Extent): Jefferson County, WA, plus a 1-mile buffer.
  • Authorized Users: Jefferson County staff with a "need to know" in Community Development, Environmental Health & Water Quality, Central Services, and Public Works departments.
  • Data Format: Digital – Esri file geodatabase (PDF map option was not chosen).
  • Protection Requirements: Data must be protected under OCIO Policy 141.10 security standards (Category 3 - Confidential Information). Requires encryption at rest/in transit, use of secure passwords/authentication, and prohibition of storage on portable commercial media.
  • Disclosure Restrictions: Recipient shall not Disclose Sensitive Data. If non-Sensitive Data becomes Sensitive Data (due to policy updates), the Recipient must treat it as such. Disclosure of Generalized Data is permitted.

Financials

  • Total Amount: $0
  • Fiscal Impact: No fiscal impact.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • August 29, 2024: Agreement start date (or date of execution).
  • August 31, 2027: Agreement end date.
  • Post-Termination Obligation: Recipient must securely destroy all Sensitive Data and certify destruction within ten business days. Confidentiality obligations survive for two (2) years from the date the information was received.

Next Steps

Jefferson County Central Services (GIS) recommends BOCC electronic signature for approval.

Sources

  • Kevin Hitchcock - GIS Coordinator/Administrator (Agreement Manager)
  • Washington Department of Fish and Wildlife (WDFW)
  • Matthew Oram - WDFW Chief Information Officer
  • RCW 42.56.430(2) (Public Disclosure Law)
  • WDFW Policy 5210 (Releasing Sensitive Fish and Wildlife Information)
  • Keith Folkerts - PHS Supervisor (WDFW Agreement Manager)

RCO Grant Agreement for Center Road MP 3.23 Fish Barrier Culverts Removal Planning

Topic Summary

The Public Works Department needs to execute a grant agreement (No: 21-1413P) with the Washington Recreation and Conservation Office (RCO) to secure funding from the Fish Barrier Removal Board (FBRB) for the design and permitting phase of replacing fish barrier culverts at Center Road Milepost 3.23 (Chimacum Creek). The project addresses two deteriorating culverts that currently yield a 33% fish passability rating.

Key Points

  • Project: Planning (Design and Permitting Phase) for replacement of two existing fish passage barrier culverts at Center Road MP 3.23 (Chimacum Creek).
  • The existing culverts (48-inch and 78-inch corrugated metal pipes) are deteriorated and restrict Coho, Fall Chum, Steelhead Trout, and other anadromous fish species due to excessive velocity.
  • Correction will restore 3.74 miles of "significant upstream habitat" in the Chimacum watershed.
  • The project involves consultant selection, design studies, permitting, specifications, and estimates.
  • Special Condition: The project hinges on sequential review and approval at three planning stages (conceptual, preliminary, final design) by the BAFBRB Technical Review Team (TRT).
  • Special Condition: Compliance with Executive Order 21-02 requires a cultural resources survey, submission of results to RCO, and receipt of a notice of cultural resources completion prior to ground disturbing work.

Financials

  • Current FBRB Grant Award (Initial Agreement): $250,750.00 (State source, 85.00% share).
  • Total Estimated Project Cost (Design & Permitting): $620,300.
  • Matching Share (Sponsor): 15.00% / $44,250.00 is the required match in this initial grant.
  • Future Anticipated Funding:
    • FBRB Future Amendment: $254,150.
    • National Fish Passage Program (NFPP) Grant Funds: $115,400.
  • Revenue Account Code: 180000010.33402.73
  • Expenditure Account Code: 180 000.010 59500.41

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 1, 2023: Project start date (Period of Performance begins).
  • October 1, 2024: Target date to start consultant selection process.
  • December 31, 2024: Target date for RFP completion/Consultant hired.
  • July 1, 2025: Target date for Conceptual Design/Alternatives analysis.
  • September 1, 2025: Target date for TRT review of alternatives analysis completion.
  • December 1, 2026: Target date for Final Design to RCO.
  • March 1, 2027: Project end date and Final Report/Billing due date.

Next Steps

The Chair of the Board is requested to sign all three originals of the Agreement and return them to Public Works for further processing.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark Thurston, P.E. - Project Manager
  • Washington Recreation and Conservation Office (RCO) / Department of Fish and Wildlife (WDFW) - Funding Entity
  • Josh Lambert - RCO Contact
  • BAFBRB Technical Review Team (TRT)
  • Cultural Resources - Executive Order 21-02

Consolidated Contracts Amendment #21 with the Department of Health (DOH)

Topic Summary

Jefferson County Public Health (JCPH) requests approval for Consolidated Contract Amendment #21 with the State of Washington Department of Health (DOH). This amendment significantly increases funding by $1,258,189, bringing the total contract value to $10,674,468, and amends/adds Statements of Work (SOW) related to Foundational Public Health Services (FPHS), Maternal and Child Health (MCH), immunizations, public health preparedness (PHEP), and other COVID-19 response and nutritional programs.

Key Points

  • Total additional funding: $1,258,189.00 (Total revised consideration: $10,674,468).
  • The contract comprises both Federal and State funds.
  • Foundational Public Health Services (FPHS): Adds the entire SFY25 allocation ($1,166,500). FPHS funds capacity building and availability of FPHS services statewide (RCW 43.70.512), spanning assessment, lifecourse core services, communications, and Emergency Preparedness & Response (EPR).
  • Major FPHS Targeted Investments (SFY 24 amounts paid out half yearly):
    • SFY 24 Full Lifecourse Workforce Capacity: $176,500 (per half-year)
    • SFY 24 Public Health Communications: $100,000 (per half-year)
    • SFY 24 Illicit Substance Use and Overdose Response: $75,000 (per half-year)
    • SFY 24 Emergency Preparedness & Response (EPR): $89,000 (per half-year)
    • Environmental Public Health (EPH) Core Teams: Investments totaling $202,000 (per half-year) for Safe & Healthy Communities ($23,500), Climate-Change Response ($40,000), Water System Capacity ($37,500), System-Wide Data Management Improvement ($31,500), and Homelessness Response ($27,500).
  • Other Program Funding Additions/Extensions (Amendment 21 increases only):
    • Office of Immunization COVID-19 Vaccine (M-I 74310259): +$10,966 (for July 1, 2024–Dec 31, 2024 work).
    • Office of Immunization-Promotion: +$5,600.
    • Office of Resiliency & Health Security-PHEP: +$20,630.
    • DCHS - ELC COVID-19 Response: +$15,580 (extends period of performance).
    • Maternal & Child Health Block Grant (FFY25): +$9,175.
    • Sexual & Reproductive Health Program (FFY24): +$13,747 (for 4/1/24–12/31/24 period).
    • WIC Nutrition Program: +$1,860, +$4,718, +$9,413 = +$15,991 total from three allocations.

Financials

  • Total Increase (Amendment 21): $1,258,189.
  • Revised Total Contract Consideration: $10,674,468.
  • Funding Source: DOH (Federal and State funds).
  • Fund/Account: Fund # 127; Munis Org/Obj 12756220.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • January 1, 2022: Original contract start date.
  • July 1, 2024: Effective date for most SFY25 services (FPHS, PHEP, Immunizations).
  • December 31, 2024: Consolidated Contract end date.

Next Steps

JCPH Management recommends Board approval of Consolidated Contract Amendment #21.

Sources

  • Apple Martine - JCPH Director
  • Veronica Shaw - JCPH Deputy Director
  • Mark McCauley - County Administrator
  • State of Washington Department of Health (DOH)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • RCW 43.70.512, RCW 43.70.515 (FPHS)

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