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Lower Big Quilcene Floodplain Acquisitions Grant Amendment No. 8

Topic Summary

Jefferson County Public Health (JCPH) is requesting approval of Amendment 8 to the existing Lower Big Quilcene Floodplain Acquisitions grant agreement (SRFB #18-1227) to include the Saban property. This acquisition is part of a larger project intended to restore the lower one mile of the Big Quilcene River for salmon recovery purposes, specifically targeting Hood Canal summer chum. The project, which involves acquisition of the property from a willing seller, is funded through grants and match provided by the Hood Canal Salmon Enhancement Group (HCSEG).

Key Points

  • Amendment 8 adds the Saban parcel (APN #991200706) to the acquisition project, acquired through a willing seller negotiation.
  • The property is located within the target geographic project envelope for the restoration of the Lower One Mile of the Big Quilcene River.
  • The primary goal is restoring spawning habitat in the lower Big Quilcene River for Hood Canal summer chum and habitat-forming processes.
  • The acquisition of the Saban property, totaling 0.45 acres (0.08 Riparian, 0.37 Uplands), will be executed by the Hood Canal Salmon Enhancement Group (HCSEG).
  • Structures on the Saban property are slated for demolition, and cleanup of hazardous substances is listed as "Unknown."
  • JCPH is only contributing funding to the Saban acquisition, and HCSEG will be responsible for all recorded documents and long-term compliance related to the Saban property.
  • The overall project duration has been repeatedly extended via prior amendments: original end date of 12/31/2022 (Amendment 1) extended to 12/31/2023 (Amendment 3), then to 03/15/2024 (Amendment 4), then to 06/30/2024 (Amendment 5), and most recently extended to 03/31/2025 (Amendment 6).

Financials

  • Total grant amount (including Amendment 1 merge): $518,353.00
  • SRFB - Puget Sound Acquisition & Restoration (State): $300,000.00 (57.88%)
  • SRFB - Salmon Federal Projects (Federal): $138,527.00 (26.72%)
  • Project Sponsor Match: $79,826.00 (15.40%)
  • Amendment 8 results in "No change in amount" to the grant agreement.
  • Match obligation will be satisfied by HCSEG's contribution to escrow for the Saban acquisition.
  • No funds are requested from the County General Fund for this acquisition.
  • Federal funds information includes US Dept of Commerce (CFDA 11.438 - PCSRF), Federal Award ID NA19NMF4380206.

Alternatives

  • None specified.

Community Input

  • None present.

Timeline

  • 2019-07-01: Original Project Start date (Period of Performance began).
  • 2022-12-31: Original Project End Date.
  • 2023-12-31: Project End Date extended via Amendment 3.
  • 2024-03-15: Project End Date extended via Amendment 4.
  • 2024-03-31: Project End Date extended via Amendment 5.
  • 2024-03-31: Current Project End Date (Extended via Amendment 6).

Next Steps

JCPH Management recommends that the Board of County Commissioners (BOCC) sign Amendment 8 to support adding the Saban property to the grant agreement.

Sources

  • Pinky Feria Mingo - Environmental Health and Water Quality Director (JCPH)
  • Tami Pokorny - Natural Resources Program Coordinator (JCPH Contact Person)
  • Hood Canal Salmon Enhancement Group (HCSEG) - Secondary Sponsor (added via Amendment 7) and lead on Saban acquisition; Wendy Harlow, Executive Director
  • Washington Recreation and Conservation Office (RCO) / Salmon Recovery Funding Board (SRFB)
  • Kate Dean - Chair, BOCC
  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark McCauley - County Administrator

Port Hadlock UGA Sewer: Phase 4 Grinder Pump Design and Construction Support

Topic Summary

The Public Works Department proposes a Professional Services Agreement (PSA) with BHC Consultants to provide design and engineering support for Phase 4 of the Port Hadlock Urban Growth Area (UGA) sewer system project. This phase focuses on installing on-site grinder pump systems for the B&R Mobile Home Park and the Northwest School of Wooden Boat (NWSWB) campus, ensuring connectivity to the recently installed Phase 3 collection system, which is critical for the treatment plant's operation.

Key Points

  • Phase 4 involves designing and installing on-site improvements to convey sewer flow from businesses and residences (gravity side sewers to grinder pumps) to the Phase 3 low-pressure system.
  • BHC Consultants' scope includes design, geotechnical work, preparation of 60%, 90%, and final bid documents, bidding assistance, submittal review, responses to RFIs, and special inspections.
  • The project covers two primary areas: NWSWB (including neighboring properties, a restaurant, and cottages along North Water Street and the Upper Campus on Lower Hadlock Road) and B&R Mobile Home Court (72 residences).
  • NWSWB site requires in-series pumping due to an approximate 125-foot static lift to the Wastewater Treatment Plant (WWTP).
  • Design considerations for NWSWB will route a low-pressure sewer line behind cottages and buildings on North Water Street to comply with shoreline permitting and minimize impacts to a known culturally significant area, which may require temporary closing of cottages and potentially the Ajax Café.
  • B&R Mobile Home Court connectivity will utilize running gravity sewer lines in access roads (3,100 lineal feet) to a centralized pump station; individual grinder pumps and backyard collection lines were explicitly excluded as alternatives for this site.
  • Electrical design for NWSWB pumps (Westrem Building, Star Marine, Ajax Café, Upper Campus) is limited to the connection between a building owner-hired control panel and the pump station.
  • At B&R Court, BHC will coordinate with Jefferson PUD (JPUD) for a new service and meter to power the centralized pump station(s).
  • The low-pressure piping used will be HDPE SDR 11 IPS, and gravity sewer piping will be 8” PVC gasketed sewer pipe ASTM D3034 SDR 35.

Financials

  • Maximum amount payable under the PSA with BHC Consultants: $366,300.00
  • Funding source: Department of Ecology Water Quality Combined Financial Assistance Funds (Ecology Agreement No. WQC_2024_JCoPWE-00034).
  • The budget includes $38,400 for subconsultant HWA Geosciences, Inc. for geotechnical investigation at NWSWB.
  • HWA Geosciences' geotechnical scope includes 4 drilled borings (down to 40-60 feet), installation of 2 groundwater monitoring wells for 6 months, and preparation of a geotechnical report.
  • Total direct labor costs for BHC are estimated at $320,865.

Alternatives

  • For the B&R Mobile Home Court site, individual grinder pumps and locating collection lines in residents' backyards were explicitly stated as options that "will not be evaluated" or "will not be pursued."

Community Input

  • Project includes design review meeting with Owners (NWSWB and BnR Court) following 60% design delivery to confirm alignment.

Timeline

  • 2024-09-09: Proposed Notice to Proceed (NTP).
  • 2024-09-23: Flow Memo Deliverable (3 weeks after NTP).
  • 2024-09-30: Flow Memo Review Meeting.
  • 2024-11-01: BnR Court 60% Design Deliverable.
  • 2025-01-17: BnR Court 90% Design Review Meeting.
  • 2025-02-28: BnR Court Final Bid Ready Design Deliverable.
  • 2025-03-21: NWSWB 60% Design Deliverables.
  • 2025-06-20: NWSWB Final Bid Ready Design Deliverable.
  • The total project duration, including design, bid support, and engineering services during construction, is anticipated to be up to 24 months, extending into calendar year 2026.
  • WWTP is targeted to be operational by July 2025.

Next Steps

The Public Works Department recommends that the Board execute the Professional Services Agreement with BHC Consultants.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Samantha Harper, P.E. - Wastewater Project Manager
  • Mark McCauley - County Administrator
  • BHC Consultants, LLC
  • HWA Geosciences, Inc. (Subconsultant)
  • Department of Ecology (Funding Source)

Annual Road Program, 6-Year TIP, and Bridge Condition Report Briefing (2025-2030)

Topic Summary

The Public Works Department is briefing the Board on the 2025 Annual Road Program (ARP), the Draft 2025-2030 Transportation Improvement Program (TIP), and the 2024 Bridge Condition Report as required by State law. The briefings provide an overview of forthcoming road projects, maintenance plans, capital equipment purchases, and bridge infrastructure status, serving as a legally mandated step in the annual transportation planning process.

Key Points

  • The Annual Road Program (ARP) planning is legally mandated (RCW 36.81.130, WAC Ch. 136-16) and must be filed by the County Engineer on or before the first Monday in October.
  • The ARP includes the Annual Construction Program, annual maintenance plan, and a road equipment purchases/major repairs plan.
  • The 6-Year TIP adoption is mandated annually (RCW 36.81.121) after a public hearing, serving as a "guide in carrying out a coordinated transportation program."
  • 2025 Annual Construction Program (Projects 1-29, totaling $6,527,277.00 estimated construction costs):
    • Quilcene Complete Streets - Phase 1 (Project 1): $801,010 total allocation (Contract), focused on P&T (Paths/Trails), traffic calming, sidewalk/crosswalk/lighting improvements along US101 connecting to the school campus.
    • Olympic Discovery Trail (ODT) - Connection (Project 2): $4,621,415 total allocation (Contract), for PS&E (Plans, Specifications, & Estimates), ROW (Right of Way), and construction of the ODT segment connecting to Anderson Lake State Park.
    • Slide Repairs: Lords Lake Loop Road ($440,490 total) and Shine Road ($381,750 total) for repairs following a 2021 storm event (FEMA funded).
    • Bridge Projects (PE/R&W focus): Little Quilcene River Bridge Replacement ($188,185 total) and Yarr Bridge Replacement ($89,000 total PE/ROW), and Big Quilcene River Bridge Replacement Project ($55,000 total for PE).
    • Road Maintenance: Van Trojen Road - Bituminous Surface Treatment ($154,600 total) to be completed by County Forces.
  • 2024 Bridge Condition Report:
    • Jefferson County has 38 active bridges (36 NBI reportable, 2 non-NBI).
    • Two bridges are currently marked as structurally deficient (SD) and functionally obsolete (FO): Little Quilcene River Bridge and Yarr Bridge, both on Center Road.
    • Five bridges are currently load posted due to load rating calculations: Little Quilcene, Yarr, Meyers Bridge, Hemphill Creek Bridge, and Fletcher Creek Bridge.
    • The Little Quilcene Bridge Replacement is funded and design is underway; $5,580,128 [Total FHWA] is identified in the TIP (Project 5).
    • The Yarr Bridge Replacement application (Total $5,564,000) was submitted to the Freight Mobility Strategic Investment Board in April 2024 after being rejected by FHWA in 2023.
    • Construction of a new concrete box culvert bridge at Upper Hoh Road MP 4.38, completed in October 2023, was 100% funded by a Federal Lands Access Program (FLAP) grant.
    • Two bridges (Old Little Quilcene River Bridge and Maple Creek Bridge) are permanently closed and removed from the inspection requirement.
  • 2025 Roads Equipment Purchase/Replacement Plan (Total $1,021,900.92): Includes replacement/purchases for equipment such as a street sweeper (Elgin BroomBea: $456,227.00), various Ford trucks (F350, F450, F-series light sport utility), and a Ditch Witch.

Financials

  • 2025 Annual Road Construction Program Total Estimated Contract Construction: $6,527,277.00
  • 2025 Annual Road Construction Program Total Estimated County Forces Construction: $159,600.00
  • Total Estimated 2025-2030 TIP Costs: $47,026,397 (Includes PE, R/W, and Construction phases across six years).
  • 2025 Equipment Purchase/Replacement Total: $1,021,900.92 (Funded by Road Fund).
  • Annual Road Maintenance Budget Summary (Selected work codes/projects): Totals $6,725,567, including $893,830 for BST Seal Coating and $427,500 for Roadway Signage.
  • Bridge Maintenance Program: $300,000 programmed biennially (Project 36).

Alternatives

  • None specified.

Community Input

  • Public Hearing for the 6-Year TIP is scheduled for December 2, 2024.

Timeline

  • 2024-10-01 (or before): County Engineer legally required to file Annual Road Program.
  • 2024-12-02: Hearing Date and Adoption Date for 6-Year TIP Resolution.
  • 2025: Planned construction year for several ARP projects, including Quilcene Complete Streets Phase 1 and Lords Lake/Shine Road slide repairs.
  • 2026: Little Quilcene River Bridge Replacement construction scheduled.

Next Steps

The Public Works Director and Assistant Public Works Director recommend this as a discussion item; "no action required" from the BOCC.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Eric Kuzma - Assistant Public Works Director
  • Mark Thurston, P.E. - Lead Bridge Inspector / Engineer IV (Author of Bridge Condition Report)
  • Jeff Chapman - Assessor (Present on Road Fund/TBD discussion)
  • Existing WACs (Ch. 136-16, 136-20) and RCWs (36.81.130, 36.81.121).

Road Fund Status and Transportation Benefit Districts (TBD) Workshop

Topic Summary

The Public Works Department is holding a workshop to inform the Board that the County's Road Fund is facing financial distress due to rapid inflation outpacing revenue growth. The department anticipates a deficit exceeding $1 million in 2025 and is presenting the formation of a Transportation Benefit District (TBD) as a primary revenue solution.

Key Points

  • The outlook for the County Road Fund is officially categorized as "Not Good" on the six-year projection chart.
  • Expenditures in 2025 (Year 1) are anticipated to exceed revenues by over $1 million.
  • Sustaining the current level of road maintenance and preservation service requires a minimum of $1 million in new annual revenue to offset inflation.
  • Delaying the formation of a TBD will lead to "significant reductions in the road maintenance and preservation program."
  • A TBD could generate approximately $1 million per year by the end of 2025 using a combination of a $20 vehicle license fee and a 0.1% sales tax.
  • TBD funds are proposed to be used for pavement preservation, culvert rehabilitation, road pavement markings, and providing local match for grant-funded projects.

Financials

  • Projected shortfall in 2025: over $1 million.
  • Needed annual new revenue to maintain service: at least $1 million.
  • Estimated revenue generated by TBD (via $20 vehicle fee and 0.1% sales tax): approximately $1 million per year by end of 2025.

Alternatives

  • The primary alternative implied is to significantly reduce funding for road maintenance and preservation programs.

Community Input

  • None specified.

Timeline

  • Funds from a potential TBD could enter the program by the end of 2025.

Next Steps

This is a Workshop; no official action is required.

Sources

  • Monte Reinders - Public Works Director
  • Eric Kuzma - Assistant Public Works Director

Commercial Property Assessed Clean Energy and Resilience (C-PACER) Program Agreement

Topic Summary

The Department of Community Development (DCD) requests approval for a Federal Interagency Agreement with the Washington State Department of Commerce, passing through U.S. Department of Energy (DOE) funds, to establish a local Commercial Property Assessed Clean Energy and Resilience (C-PACER) program. This program is intended to boost economic vitality by offering commercial property owners, including middle housing projects of five or more units, long-term financing for energy efficiency and resiliency improvements.

Key Points

  • The project implements the "Economic Vitality" strategic priority of the County, specifically targeting completion of 50 sewer connections by the end of 2025.
  • 45% of the Phase One sewer boundary falls within the Commercial Urban Growth Area (UGA-C) zoning district.
  • The C-PACER program, codified in RCW 36.165.005, allows long-term, low-cost financing for energy and resiliency projects on agricultural, commercial, and multi-family residential properties (five or more units).
  • The grant aligns with Comprehensive Plan goals to reduce greenhouse gases, increase flood/earthquake resilience, and advance climate change objectives.
  • $100,000 of the grant is allocated for a consultant, anticipated to be an energy auditor skilled in the commercial sector, as current county auditors focus primarily on the residential sector.
  • The project includes three main tasks: (A) Request for Proposals (RFP) for the energy auditor, (B) Community Selection & Engagement to identify core structures (havens from climate change, historic/job contributors), and (C) Auditing, Support, and Deliverables (providing info on implementation grants and publicizing "havens").

Financials

  • Total Grant Amount: $110,000
  • Professional Services/Consultant: $100,000.00
  • Internal Administration/Staff Costs: $10,000.00 (maximum 10% of grant award)
  • Funding Sources: U.S. Department of Energy, passed through WA State Department of Commerce (Energy Efficiency and Conservation Block Grant - EECBG).
  • The grant award is Contract Number 24-51701-005.

Alternatives

  • None specified.

Community Input

  • The Climate Action Committee (CAC) is listed as a partner in the RFP drafting process and is tasked with defining "core structures" and conducting outreach in Task B.

Timeline

  • Term of Agreement: 08/26/2024 to 12/30/2025.
  • Task A (RFP & Auditor Selection): Two months after award (approx. Oct. 2024).
  • Task B (Community Selection & Engagement): Four months after award (approx. Dec. 2024).
  • Task C (Auditing, Support & Deliverables): Nine months after award (approx. May/June 2025).

Next Steps

Staff recommends the Board approve Interagency Contract Number 24-51701-005 and authorize the Chief Strategy Officer to sign the contract.

Sources

  • Brent A. Butler - Chief Strategy Officer, Department of Community Development
  • Mark McCauley - County Administrator
  • Michael Fong - Awarding official, U.S. Department of Energy
  • Washington State Department of Commerce

Residential Stock Energy Efficient House Plans Program Agreement

Topic Summary

The Department of Community Development (DCD) requests approval for a Federal Interagency Agreement with the Washington State Department of Commerce, funded by the U.S. Department of Energy (DOE), to establish and engineer stock energy-efficient house plans. This program seeks to alleviate housing market pressure and incentivize the residential sector by offering low-cost, pre-approved plans, partly addressing the need for middle housing in the Port Hadlock Urban Growth Area.

Key Points

  • The project addresses the "Housing Accessibility" priority in the Strategic Plan, specifically the objective to reduce barriers to housing development.
  • Success will be measured partly by the "Number of housing units developed using pre-approved stock plans."
  • The existing stock plan initiative resulted from community outreach and input, endorsed by a joint city/county planning commission subcommittee, to enable expedited permitting and "sweat equity" options.
  • The grant funding is primarily for the engineering of plans and filling the gap in missing middle housing plans.
  • The project scope includes: (A) Outreach to firms and design selection/re-selection, (B) Engineering of the energy-efficient plans, and (C) Publicizing availability, particularly to low-income households and housing providers.
  • The use of "Tiny Homes on Wheels (THOW) from Labor and Industry (L&I)-approved fabricators that meet ANSI 'plus' standard" is encouraged in the submission process.

Financials

  • Total Grant Amount: $253,000
  • Professional Services (Engineering/Design): $228,000
  • Internal Administration/Staff Costs: $25,000 (maximum 10% of grant award)
  • Funding Sources: U.S. Department of Energy, passed through WA State Department of Commerce (Energy Efficiency and Conservation Block Grant - EECBG).
  • The grant award is Contract Number 24-51701-004.

Alternatives

  • None specified.

Community Input

  • A joint city/county selection committee previously reviewed plans, following public posting for comment (June 19 to July 4, 2023).
  • The project seeks to produce low-cost house plans "informed by local experiences and values and create accessible designs that are practical and livable," per former BOCC Chair Greg Brotherton's statement.

Timeline

  • Term of Agreement: 08/26/2024 to 12/30/2025.
  • Task A (Design Selection/Outreach): Two to five months after award (or eight months if a new call for proposals is needed).
  • Task B (Engineering): Three to six months (Months 2 to 8 if existing plans are immediately used).
  • Target completion of deliverables (engineered plans and list of willing firms): 9 or 12 months after award.

Next Steps

Staff recommends the Board approve Interagency Contract Number 24-51701-004 and authorize the Chief Strategy Officer to sign the contract.

Sources

  • Brent A. Butler - Chief Strategy Officer, Department of Community Development
  • Mark McCauley - County Administrator
  • David Faber - City of Port Townsend Mayor (Quoted in press release)

Fire Prevention Mobile Software Acquisition

Topic Summary

The Department of Community Development (DCD) and the Office of the Fire Marshal seek approval for a contract with Tyler Technologies for the acquisition of "Fire Prevention Mobile" software. This platform will provide necessary fire inspection services, as endorsed by the Board following a resource request workshop.

Key Points

  • The software, provided by Tyler Technologies, Inc., offers a platform for fire inspection services.
  • The Boilerplate contract sets the initial term as five years.
  • The Fire Prevention Mobile license includes two licenses of "Inspector Mobile" to cover the Fire Marshal, an inspector, and a part-time inspector.
  • The software integration includes Fire Prevention Mobile (FPM) interface with Enterprise Permitting & Licensing (EPL) and Public Safety systems, and loading of published fire codes (2021 IFC codes with WA amendments) and occupancy data (estimated 500-1000 occupants expected).
  • The County will be charged a convenience fee of 3.95% (minimum $4.95) for electronic payments made by consumers using credit/debit cards through the Tyler system for tasks like Contractor Access ($3.50 per transaction).
  • Tyler Technologies requires Client (County) consent to use Third Party On-Board Codes and prohibits the use of Licensed Materials for training artificial intelligence technologies unless explicit permission is obtained from NFPA (no later than one year after the Effective Date).

Financials

  • Total One-Time Cost: $6,699 (for Setup, Configuration, and Training Services).
  • Setup & Configuration Services (15 units x $200): $3,000
  • Contractor Access Setup & Training (1 unit x $499): $499
  • Training Services - Inspector Mobile Plus (16 units x $200): $3,200
  • Annual Recurring Fees/SaaS: $4,378
  • The costs were covered by a "one-time budget appropriation to DCD."

Alternatives

  • None specified.

Community Input

  • None present.

Timeline

  • Contract Term: Date of adoption to 10/1/2029 (five years).
  • Quote Expiration: 11/4/2024.

Next Steps

Staff recommends the Board approve the contract with Tyler Technologies, Inc.

Sources

  • Phil Cecere - Building Official/Fire Marshal
  • Shawn Frederick - Central Services Director
  • Tyler Technologies, Inc.

Northeast Sector Sewer: Phase 4 Design, Construction, and Engineering Support

Topic Summary

The Public Works Department is requesting approval of a Call for Bids for Phase 4 – Stage 2 On-site Grinder Pump Installation within the Port Hadlock Urban Growth Area (UGA). This stage involves on-site grinder pump installations on approximately 26 private properties, connecting them to the new low-pressure sewer collection system in 2025.

Key Points

  • This is the second stage of on-site grinder pump installations for the Port Hadlock Wastewater System.
  • Work includes: installing 2-inch "side sewer" pipe, grinder pump, grease interceptor (as needed), and control panel; connecting to the existing building drain; pump startup/testing; abandoning existing septic tanks; clearing/grubbing; and hot mix asphalt work.
  • The work is planned to occur in 2025.
  • It is anticipated that this project will be funded in part by the Washington State Department of Ecology, utilizing the State Revolving Fund (SRF) (low-interest loan and forgivable loan) and a Centennial Grant.
  • Successful bidders must adhere to federal Davis-Bacon and Related Acts regarding prevailing wage requirements.

Financials

  • Engineer's Estimate Range: $1.3 million to $1.5 million (including Washington State sales tax).
  • Funding: Department of Ecology (SRF loan, forgivable loan, Centennial Grant).
  • County Match: Not required, but the County is using its own ARPA money for "ancillary project costs including right of way, and some project management."

Alternatives

  • None specified.

Community Input

  • A mandatory pre-bid site walk-through is scheduled for contractors on either October 16 or October 17, 2024, at the Jefferson County Construction Trailer at 236 Lopeman Rd., Port Hadlock.

Timeline

  • 2024-10-30 @ 2:00 p.m.: Deadline for sealed bids, followed by public opening.
  • 2024-10-16 or 2024-10-17: Mandatory pre-bid site walkthrough dates.
  • Work is scheduled to occur in 2025.

Next Steps

The Public Works Department recommends approving and signing the Call for Bids to begin advertising the project.

Sources

  • Monte Reinders - Public Works Director
  • Samantha Harper - Department Contact

Proposed Planning and Management Services by The Production Alliance

Topic Summary

The County Administrator requested a workshop to discuss a proposal from The Production Alliance (TPA), an event production and community-building non-profit, to partner with Jefferson County to implement critical parts of the 2024-2028 Strategic Plan through event planning and execution. The proposal outlines two major events (Connectivity Summit and All County Picnic) and event sponsorships for three existing events (Farm Tour, Chautauqua, Field Day), all aimed at increasing civic engagement, community resilience, and economic vitality.

Key Points

  • TPA, a non-profit operating under the StrongerTowns umbrella (501(c)(3)), offers expertise in planning and organizing events, which the County currently lacks in house due to cost, staffing, and housing difficulties.
  • Connectivity Summit (Formerly Connectivity Fair): Proposed as a three-day event including a Youth Summit, Organizational Connection Fair, a Roll Call Networking Party, presentations, and a culminating meal. It addresses Strategic Plan objectives related to civic engagement, promoting safety/health, celebrating diversity, and increasing youth-focused activities.
  • All County Picnic: A free community event focused on resilience and emergency preparedness. TPA proposes expanding this event by rotating locations yearly (Chimacum, Quilcene, Brinnon, Queets, Hoh River, Port Townsend) to build regional coalitions and adding an Emergency Preparedness Zone at the Jefferson County Fair.
  • Event Sponsorships (Alignment with Strategic Goals):
    • Farm Tour: Addresses Environmental Stewardship goals (sustaining agriculture/aquaculture economies) and WSU collaboration. Sponsorships requested at $10,000 (Presenting) or $5,000 (Supporting).
    • Port Townsend Chautauqua: Addresses Thriving People (celebrating culture/diversity) and Economic Vitality (promoting balanced tourism). Sponsorshipships requested at $10,000 (Presenting) or $5,000 (Supporting).
    • Field Day: Addresses Thriving People (youth activities, promoting access to recreation/wellness). Sponsorships requested at $10,000 (Presenting) or $5,000 (Supporting).
  • The TPA proposal invites the County to become a strategic partner to ensure a "leading role" in designing these events.

Financials

  • Connectivity Summit Draft Budget (Total Cost: $50,000):
    • Event Prep/Coordination: $20,000
    • Marketing/Promotions: $13,000
    • Day of Event Costs: $17,000
  • All County Picnic Draft Budget (Total Cost: $30,000):
    • Event Prep/Coordination: $12,000
    • Marketing/Promotions: $10,500
    • Day of Event Costs (Picnic + Fair Zone): $7,500
  • Total Cost for Partnerships (Excluding Sponsorships for 3 events):
    • Connectivity Summit: $50,000
    • All County Picnic: $30,000
  • Total potential funding requested through sponsorships (if all are Presenting Partner): $30,000. (Total request for all services and sponsorships: $110,000).
  • This workshop itself has no fiscal impact.

Alternatives

  • The primary alternatives addressed in the general analysis portion are hiring additional County staff which is deemed problematic due to expense, difficulty finding appropriate skills, and local housing shortages.

Community Input

  • Feedback from past Connectivity Fairs indicated a desire for expanded time for workshops and conversations that did not overlap with the main tabling fair.
  • The Youth Summit concept grew out of previous Job and Trades Fair, organizing a youth leaders council from three East Jefferson County school districts.

Timeline

  • Connectivity Summit is proposed for 2025.
  • The overall proposed period of partnership is not specified but appears to be based on the County's five-year Strategic Plan (2024-2028).

Next Steps

The Board is directed to listen to the presentation and ask questions; no official action is requested during the workshop.

Sources

  • Mark McCauley - County Administrator
  • Daniel Milholland (Danny Milholland) - The Production Alliance

Water Utility Coordinating Committee (WUCC) Appointment

Topic Summary

Staff requests action regarding two appointments to the Water Utility Coordinating Committee (WUCC): confirming Jim Chase for Position Number 7 and appointing an alternate for Commissioner Greg Brotherton (Position Number 1). The WUCC is mandated by WAC 246-293-150 to guide the update of the Jefferson County Coordinated Water System Plan (CWSP), which was last revised in 1997.

Key Points

  • The composition of the WUCC must include a minimum of four required representatives: County legislative authority (Position 1, currently Commissioner Brotherton), County Planning Agency, Health Agency, and one water purveyor with over fifty services within the critical water supply service area (Position 4, City of Port Townsend Public Works Director).
  • Position Number 7 is an optional appointment, directed by the BOCC to be filled by someone associated with a Group B public water system.
  • Jim Chase, former President of Basalt Beach Water Association (a Class B purveyor), responded to the call for participation and is willing to accept Position Number 7.
  • Neil Lamka, President of Olympus Beach Tracts Water Board (a system slightly larger than specified by the Board's resolution), is interested but staff intends to explore other ways to incorporate his interest and advertise him as an alternate for Position Number 7.
  • The County's CWSP needs updating to incorporate new water law, implement best practices, and address existing water supply problems related to uncoordinated planning, inadequate water quality, or unreliable service.
  • An RFP incorporating a scope of work to establish a new Coordinated Water System Plan (CWSP) is posted online and published in the Daily Journal of Commerce to determine the overall update cost.
  • The CWSP must meet a minimum 20-year planning horizon, though a 50-year horizon is typical.

Financials

  • The update of the CWSP is projected to be costly due to complexity and required staff capacity, requiring alternative funding sources as the Comprehensive Plan budget is insufficient.
  • Three potential funding options for the CWSP update are suggested: (1) contributions from represented WUCC parties, (2) use of the County General Fund, or (3) establishment of a taxing district (e.g., a Flood Control District that may include CWSP updates).

Alternatives

  • None explicitly stated for the appointments, but the WUCC discussion outlines a major shift in public water system planning.

Community Input

  • Jim Chase (Basalt Beach Water Association) and Neil Lamka (Olympus Beach Tracts Water Board) have expressed interest in serving. An RFP for the CWSP update has been posted/published.

Timeline

  • 1983-10-24, 1983-12-12: BOCC adopted resolutions confirming and establishing the Critical Water Supply Service Area (CWSSA) as the whole of Jefferson County.
  • 1997: Last update of the CWSP occurred.

Next Steps

Staff requests that the Board take action to: 1. Appoint Jim Chase to Water Utility Coordinating Committee Position Number 7. 2. Determine and appoint one County Commissioner to serve as Commissioner Brotherton’s alternate for Position Number 1.

Sources

  • Brent A. Butler, AICP - Chief Strategy Officer
  • Mark McCauley - County Administrator
  • Jim Chase - former President Basalt Beach Water Association (candidate)
  • Neil Lamka - President of the Olympus Beach Tracts Water Board

Jefferson County Jail Complex HVAC Building Automated Control Upgrade

Topic Summary

Central Services/Facilities requests approval for a contract with Northwest Control Contractors LLC to upgrade the outdated Building Automated Control (BAC) system for the Jefferson County Jail Complex (including the Jail, Jeff Com, and Emergency Operations Center, EOC). The current system, running on a Windows 7 PC, is prone to crashes, posing a major reliability issue for the HVAC system across these critical facilities.

Key Points

  • The existing BAC system is operating on an outdated Windows 7 PC and is subject to system crash, which causes the HVAC system to shut down.
  • The Project's purpose is to ensure reliable operation of the HVAC system for the Jail, Jeff Com, and the EOC.
  • The scope of work includes system design of the replacement controls, equipment procurement (controllers, software, sensors), installation, testing and commissioning, staff training, and submitting final documentation.
  • The work was procured through the Small Works Roster process.

Financials

  • Total Contract Sum: $59,100.62
  • Funding Source: Approved in budget for renovation (Fund #301).
  • Northwest Control Contractors LLC selected the option to have the County withhold 10% of the Contract amount in lieu of providing a Contract Bond, as the contract is under $150,000 (R.C.W 39.08.010).

Alternatives

  • None specified.

Community Input

  • None present.

Timeline

  • Work shall begin not later than 30 days after a Notice to Proceed is issued by the County.
  • Work shall be completed not later than 45 days after the Notice to Proceed is issued.

Next Steps

Central Services recommends the approval of this Contract.

Sources

  • Shawn Frederick - Central Services Director
  • David Monroe - Contact Person, Central Services / Facilities
  • Mark McCauley - County Administrator
  • Northwest Control Contractors LLC

Jefferson County Courthouse Elevator Modernization

Topic Summary

Central Services requests approval for a contract with Thyssen Krupp Elevator for the modernization of the Jefferson County Courthouse elevator. Modernization is necessary because the elevator is nearing the end of its mechanical life, replacement parts are difficult to find, and upgrades are required for compliance with current seismic codes.

Key Points

  • The elevator requires modernization due to the age of operating controls, resulting in limited availability of parts.
  • The project will address compliance with current seismic code.
  • Modernization is expected to improve the reliability of fire and life safety systems, reduce energy consumption, and prevent unexpected downtime.
  • Work was procured through the Competitive Sealed Bid process.

Financials

  • Total Contract Sum: $397,600.01
  • Funding Source: Budget approved from Construction and Renovation Fund #301.

Alternatives

  • None specified.

Community Input

  • None present.

Timeline

  • Work shall begin not later than 45 days after a Notice to Proceed is issued by the County.
  • The Contractor shall complete the described work not later than 365 days after the Notice to Proceed is issued.
  • Work is subject to Washington State prevailing wage requirements utilizing the prevailing wage publication date of June 20, 2024.

Next Steps

Staff recommends approval of the contract.

Sources

  • Shawn Frederick - Central Services Director
  • Ben Johnson - Facilities Contact Person
  • Mark McCauley - County Administrator
  • Thyssen Krupp Elevator

Interlocal Agreement for Emergency Vehicle Operations Course (EVOC) Training

Topic Summary

The Sheriff's Office requests approval of a new five-year Interlocal Agreement (ILA) with Kitsap County for the continuation of Emergency Vehicle Operations Course (EVOC) training for Jefferson County Sheriff’s deputies. State law mandates this training for law enforcement officers who engage in vehicle pursuits.

Key Points

  • Washington State law (RCW 10.116.060) requires law enforcement officers who engage in vehicle pursuits to complete EVOC training at least every two years; Jefferson County Sheriff's Office policies mandate training at least once per year.
  • Training has historically been provided through the Kitsap County Sheriff’s Office (KCSO).
  • KCSO will serve as the Training Administrator and Coordinator, coordinating organization, operation, budget, staffing, and training.
  • Training will be provided twice annually in three-hour blocks, generally in April and October. KCSO will announce subsequent year dates by December 31st each year.
  • Training attendees come from various Washington state law enforcement agencies.
  • KCSO will provide chase and PIT instruction vehicles, but other participating agencies are encouraged to provide additional vehicles.
  • PIT (Pursuit Immobilization Technique) instructions are only provided when authorized by the attendee's department policy.
  • All instructors must have successfully completed the basic EVOC Instructor training course from the Washington State Criminal Justice Training Commission or equivalent.

Financials

  • Cost: Approximately $2,500.00 each year over the five-year duration.
  • Cost Calculation: Jefferson County shall pay KCSO an administrative fee calculated based on the actual Training costs for every Training attendee.
  • This is an expenditure already factored into the Sheriff's Office budget.
  • Each party is responsible for providing its own vehicles, fuel, insurance, repairs, maintenance, and loss/damage for training purposes.

Alternatives

  • None specified.

Community Input

  • None present.

Timeline

  • Term: Five years from the date of execution.

Next Steps

Sheriff Joe Nole recommends approval to continue providing this mandated training.

Sources

  • Joe Nole - Sheriff
  • Mark McCauley - County Administrator
  • Kitsap County (Contracting Party)
  • RCW 10.116.060 (State Mandate)

Noxious Weed Control Support from Washington Conservation Corps (WCC)

Topic Summary

The Jefferson County Noxious Weed Control Board (JCNWCB) requests approval for an agreement renewal with the Washington Conservation Corps (WCC) through the Department of Ecology. This partnership provides crucial labor for invasive species control, restoration activities, and educational opportunities for WCC members.

Key Points

  • The JCNWCB relies on WCC crews (teams of 5 members) to handle large-scale noxious weed control, restoration activities, native species installation, and monitoring across County projects.
  • The agreement's purpose is to provide WCC members for environmental or disaster services projects pursuant to Chapter 43.220 RCW.
  • The presence of WCC crews is considered important for offering learning and job opportunities for young people in environmental fields.
  • WCC resources cannot be used for cleaning public restrooms, monitoring/clearing active/abandoned encampments, or cleaning up hazardous materials like hypodermic needles.
  • The SPONSOR (JCNWCB) must obtain and ensure adherence to all applicable permits required for WCC project completion.

Financials

  • Total cost of agreement (reimbursed to Ecology by Sponsor): $47,090.
  • Fiscal Impact: Budget neutral, as the entirety of the work is paid for by the Weed Board's partners through existing Memorandums of Understanding (MOUs).
  • The estimated value of a WCC crew is $294,107 annually (for a full crew) or $40,896 (for an Individual Placement), meaning the $47,090 is a cost-share rate. The indirect costs are included in the Sponsor share at a 5% standard rate of direct costs.

Alternatives

  • None specified.

Community Input

  • None present.

Timeline

  • Period of Performance: October 1, 2024 through September 30, 2025.

Next Steps

Staff recommends approval of the contract.

Sources

  • Sophie DeGroot - Noxious Weed Control Coordinator, WSU Extension
  • Washington Conservation Corps (WCC) - Department of Ecology

Letters of Support for Mason County PUD No. 1 Grid Resiliency Projects

Topic Summary

The Board of County Commissioners (BOCC) is requested to approve two letters of support for Mason County PUD No. 1's applications to the Washington Grid Resiliency Program. These projects—the Seal Rock OH to URD Line Conversion and the Jorstad Substation—are critical for improving electric service resilience and redundancy in the rural Brinnon community in south Jefferson County.

Key Points

  • Mason PUD No. 1 serves customers in Brinnon, a rural area of south Jefferson County.
  • Jorstad Substation Project: Involves the design and construction of a middle-mile substation in Lilliwaup, WA. This is needed because a 35-mile stretch of power lines along Highway 101 (from Hoodsport to Mt. Walker in Brinnon) currently lacks redundancy. Outages have lasted over three days during large storm events. The new substation would enable redundant power feed, potentially restoring service in less than 24 hours. The existing Hoodsport and Jefferson County substations are old (1960s) and require full offline maintenance.
  • Seal Rock OH to URD Line Conversion Project: Involves undergrounding almost three miles of power lines along Seal Rock Road and U.S. Highway 101 in Brinnon. This area is vulnerable to frequent, long-lasting outages caused by natural hazards, including landslides, wind/snow, and fallen trees from the rainforest canopy. Undergrounding the lines will make the grid more resilient.
  • Both funding requests argue that funding should be granted because the utility has only 5,600 electric meters and faces the challenge of funding large infrastructure projects without significantly burdening ratepayers.

Financials

  • Fiscal Impact: N/A (The action is approving letters of support for external grants).

Alternatives

  • None specified.

Community Input

  • None present.

Timeline

  • The Jorstad Substation project would address power outages experienced in storm events in 2022.
  • The Jorstad Substation would make improvements possible as the existing Hoodsport and Jefferson County Substations are 1960s era.
  • Yarr Bridge (Center Road) replacement application was submitted in April 2024 to the Freight Mobility Strategic Investment Board.

Next Steps

The recommendation is to approve the two letters of support to the Washington Grid Resiliency Program.

Sources

  • Greg Brotherton - Commissioner District No. 1
  • Mason County PUD No. 1 (Applicant)
  • Washington State Department of Commerce, Washington Grid Resilience Program

Healthier Together Task Force (HTTF) Presentation and Resolution

Topic Summary

The Jefferson County Board of Commissioners (BOCC) and the Port Townsend City Council held a special joint meeting to receive a presentation from the Healthier Together Task Force (HTTF) regarding their findings. The HTTF unanimously recommended creating a Public Facilities District (PFD) to fund necessary feasibility research, and then petition voters for a 0.2% sales tax increase to finance a centrally located community pool.

Key Points

  • The HTTF members who presented findings were Todd McGuire, Cray Henry, Nancy Speser, and Commissioner Greg Brotherton.
  • Consensus recommendation: Jefferson County should formally establish a Public Facilities District (PFD).
  • The PFD would be tasked with conducting further research and completing additional tasks related to the proposed facility.
  • The ultimate goal is to request a 0.2% sales tax increase from voters to fund the construction of a community pool in a more centralized location.
  • Commissioner Brotherton additionally noted that he will explore creating an Interlocal Agreement (ILA) between the City of Port Townsend and Jefferson County concerning the use of Lodging Tax funds.

Financials

  • Proposed funding mechanism: 0.2% sales tax increase, subject to voter approval.

Alternatives

  • None specified in the presentation summary.

Community Input

  • The minutes reflect questions posed by both the City Council and the Board of Commissioners following the presentation.
  • No public comments were received on the motion to approve the response letter regarding the Pleasant Harbor Master Planned Resort process.

Timeline

  • The meeting occurred on September 16, 2024.
  • Commissioner Brotherton stated he would look into the ILA for Lodging Tax funds.

Next Steps

The HTTF report concludes that the Board should act to create a PFD to continue the work and eventually fund the pool via voter approval of a sales tax increase. The Board then adjourned.

Sources

  • Todd McGuire, Cray Henry, Nancy Speser, Greg Brotherton - HTTF Members
  • Kate Dean - Jefferson County Chair/Commissioner
  • David Faber - City of Port Townsend Mayor/Councilmember

Response to Tribal Concerns Regarding Pleasant Harbor Master Planned Resort

Topic Summary

Following a letter from the Point No Point Treaty Council and Chairs of the Port Gamble Tribe and Jamestown S’Klallam Tribe regarding concerns about the Pleasant Harbor Master Planned Resort process, the Board of County Commissioners (BOCC) approved the signing and sending of a formal response letter drafted by staff.

Key Points

  • The issue stems from concerns registered on August 15, 2024 by the Point No Point Treaty Council, Port Gamble Tribe, and Jamestown S’Klallam Tribe regarding the Pleasant Harbor Master Planned Resort process.
  • Civil Deputy Prosecuting Attorney Melissa Pleimann reviewed the draft letter with the public.
  • The approved response letter formally requests government-to-government consultation to occur sometime after October 15, 2024.

Financials

  • None specified.

Alternatives

  • None specified.

Community Input

  • No public comments were requested or received on the motion to approve the response letter.

Timeline

  • 2024-08-15: Date the County received the letter registering concerns.
  • 2024-10-15 (or later): Proposed time frame for requested government-to-government consultation.

Next Steps

Board approved the signing and sending of the response letter.

Sources

  • Point No Point Treaty Council
  • Port Gamble Tribe (Chairs)
  • Jamestown S’Klallam Tribe (Chairs)
  • Melissa Pleimann - Civil Deputy Prosecuting Attorney

County Tourism Strategy and Destination Marketing

Topic Summary

Commissioner Greg Brotherton presented a workshop session outlining proposed changes to the County's tourism strategy, focusing on prioritizing the Tourism Coordinating Council (TCC) and aligning Lodging Tax Advisory Committee (LTAC) funds with state law, while advocating for a reduction in support for physical tourism materials in favor of digital methods.

Key Points

  • The presentation covered the use of Lodging Tax funds, destination marketing, current weaknesses, threats, strengths, and opportunities within the tourism sector.
  • Proposed Actions:
    1. Redesignate the priority of the Tourism Coordinating Council (TCC).
    2. Prioritize RCW-allowable uses of funds for the LTAC: support tourism-related facility operations/capital expenditures, market/operate special events/festivals, and tourism marketing. (Note: Housing will be an allowable use next year).
    3. Work with the North Hood Canal Chamber of Commerce to replace Visitor Information Centers (VICs) with Visitor Information Services (VIS), which involves developing local marketing materials and connections with the existing VIC system.
    4. Stop supporting the printing of maps and pamphlets, shifting entirely to digital methods for connectivity.
  • Vision for Gateway Visitor Center: Proposed features include EV chargers, food trucks, a picnic area, Wi-Fi, tourist information, and restrooms.
  • The presentation was shared with the Commissioners for further review and discussion at a later, unscheduled date.

Financials

  • Discussion centered on the use of Lodging Tax funds (LTAC) and tourism tax revenues.

Alternatives

  • The presentation included a review of potential negative outcomes if Jefferson County stopped participating in destination marketing.
  • Alternative proposed: Shift away from printing physical materials (maps/pamphlets) towards exclusive digital marketing methods.

Community Input

  • A resignation from the Tourism Coordinating Council was approved on the Consent Agenda (Crystie Kisler representing Port Hadlock/Tri-Area/Discovery Bay).

Timeline

  • Housing will become an allowable use for LTAC funds in the next year.

Next Steps

The Commissioners will review and research the presentation for discussion at a later date.

Sources

  • Commissioner Greg Brotherton

Special Assessment Fees Workshop

Topic Summary

The Board held a workshop with the Assessor and Treasurer offices to review the County's practice of handling special assessment fees through the property tax system, specifically detailing various environmental, weed control, and service district fees levied on properties. This resulted in an overview of current practices for these assessments.

Key Points

  • Assessor Jeff Chapman led the discussion detailing Jefferson County Benefit Assessments.
  • Assessed fees mentioned: Clean Water (Environmental Health), On-site Septic (Environmental Health), Noxious Weed (Noxious Weed Control Board), Conservation District, Port Ludlow Drainage District, Fire Protection Assessment (DNR), and Landowners Contingency Assessment (DNR).
  • The discussion included reviewing assessment rates and further details of each charge.

Financials

  • The topic focused on the existing structure of imposing and collecting multiple fees/assessments via the property tax system.

Alternatives

  • None specified.

Community Input

  • None substantive during the discussion; the information session served as a preliminary internal briefing.

Timeline

  • Commissioner Eisenhour noted that recommendations based on this discussion would likely be placed before the Board at a later, unspecified date.

Next Steps

Recommendations for potential changes based on the information reviewed will be presented to the Board later.

Sources

  • Jeff Chapman - Assessor
  • Stacie Prada - Treasurer
  • Sherrie Shold - Chief Deputy Assessor
  • Lauralee Kiesel - Assessor Technician
  • Commissioner Heidi Eisenhour

Accounts Payable and Payroll Warrants Approval (September 2024)

Topic Summary

The Board reviewed and approved the Accounts Payable and Payroll Warrants for the periods leading up to the September 23, 2024 meeting.

Key Points

  • Accounts Payable Warrants: Dated September 16, 2024, totaling $1,893,993.05.
  • Payroll Warrants: Dated September 5, 2024, totaling $182,575.58.
  • The total amount of all claims submitted in these reports is $2,076,568.63.
  • The Accounts Payable Fund Summary detailed distribution across numerous fund codes (e.g., 001, 106, 127, 180, 401, 405), with Fund 180 carrying the largest single amount at $817,781.37.

Financials

  • Accounts Payable Total (09/16/2024): $1,893,993.05
  • Payroll Warrants Total (09/05/2024): $182,575.58

Alternatives

  • None specified.

Community Input

  • None present.

Timeline

  • Warrants dated September 16, 2024 (AP) and September 5, 2024 (Payroll).

Next Steps

The warrants were approved as part of the Consent Agenda.

Sources

  • Jefferson County Auditor
  • Jefferson County Public Works Department

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