PACKET: Commissioners Meeting at Mon, Oct 14, 09:00 AM

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Accounts Payable Warrant Report - October 7, 2024

Topic Summary

This section documents the approval of Accounts Payable Warrants totaling $3,300,381.14 processed on October 7, 2024. The Board of County Commissioners certifies that the claims represent just, due, and unpaid obligations against Jefferson County for materials furnished, services rendered, or labor performed, or advance payments pursuant to authorized contracts.

Key Points

  • The total amount of Accounts Payable Warrants approved is $3,300,381.14.
  • The Board of County Commissioners certifies the legitimacy of the claims under penalty of perjury.
  • Records of all claims and vouchers are maintained by the Jefferson County Auditor and the Public Works Department.

Financials

  • Total Warrants: $3,300,381.14
  • Breakdown by Funds (partial list):
    • Fund 001: $2,101,812.70
    • Fund 405: $565,520.28
    • Fund 501: $271,443.91
    • Fund 127: $82,657.64
    • Fund 180: $56,880.17
    • Fund 143: $50,570.11

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-10-07: Warrant Date and Check Run Date.

Next Steps

The Board is required to certify and approve the payment of these claims.

Sources

  • Jefferson County Auditor
  • Jefferson County Public Works Department
  • Jefferson County Board of County Commissioners

Professional Services Agreement: Olympic Angels (Foster Youth Programs)

Topic Summary

Jefferson County Public Health (JCPH) is requesting approval for a two-year Professional Services Agreement (PSA) with Olympic Angels. This agreement is for providing the Dare to Dream and Love Box programs, which offer wrap-around support and mentorship for families and youth in the foster care community to improve stability and promote normal childhood experiences. The contract, resulting from an RFP process, totals $26,713.09 over two years.

Key Points

  • The agreement is for Olympic Angels to provide the Dare to Dream and Love Box programs in Jefferson County's foster care community.
  • Program goals include providing wrap-around support, increasing normalcy, enhancing placement stability, and helping youth gain independent living skills.
  • The Case Manager hired under the contract will:
    • Recruit, match, train, and supervise 11 Love Box Teams during 2025 and 2026.
    • Recruit, match, train, and supervise 7 Dare to Dream mentors during 2025 and 2026.
  • Love Box volunteers and Dare to Dream Mentors serve foster youth/families for at least one year or until case dismissal (return home, adoption, guardianship, etc.).
  • Olympic Angels is required to submit monthly invoices and quarterly data reports, including client utilization, referrals, outcomes, and client surveys regarding well-being, using forms supplied by JCPH.
  • The agreement was the result of an RFP process and is recommended by the Behavioral Health Advisory Committee (BHAC).
  • Funding is subject to availability of sales tax revenue, and the contract may be renegotiated if revenue decreases.

Financials

  • Total Contract Amount (2025–2026): $26,713.09
    • 2025 Allocation Requested from Sales Tax: $12,673.27
    • 2026 Allocation Requested from Sales Tax: $14,039.82
  • Funding Source: Sales and use tax revenue deposited in the 1/10th of 1% Fund (Behavioral Health Sales Tax Fund #131).
  • Total Project Budget (2025): $76,503.00 (County Sales Tax: $12,673.27; Other Funding Source: $63,829.73).
  • Total Project Budget (2026): $78,027.00 (County Sales Tax: $14,039.82; Other Funding Source: $63,987.18).
  • County funding breakdown for 2025 solely from Sales Tax:
    • Personnel Costs (Salary/Benefits for 1 FTE Case Mgr): $12,123.27
    • Operating Costs (Software, checks, travel, admin): $5,300.00 (This calculation appears inconsistent with the sum provided in the exhibit's table, $12,673.27, so is omitted until clarified)

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2025-01-01: Agreement commencement date.
  • 2026-12-31: Agreement termination date.
  • Quarterly: Electronic reports on services and outcomes must be submitted.
  • Once during contract term: Attend and report to the Behavioral Health Advisory Committee.

Next Steps

JCPH management requests Board approval of the Professional Services Agreement (Contract No: AD-24-047).

Sources

  • Apple Martine - Director, Jefferson County Public Health (JCPH)
  • Anna McEnery - DD & BH Coordinator, JCPH
  • Moylan Hanna - Executive Director, Olympic Angels
  • Mark McCauley - County Administrator
  • Behavioral Health Advisory Committee

Supplemental Agreement No. 1: Lords Lake Loop Road MP 1.6 Slide Repair (Van Aller Surveying)

Topic Summary

Jefferson County Public Works seeks approval for Supplemental Agreement No. 1 with Van Aller Surveying to expand the scope of work for the Lords Lake Loop Road MP 1.6 Slide Repair project (Project No. 18020850). The original contract covered topographical and right-of-way (ROW) survey work; the supplement adds ROW staking, assistance in preparing ROW plans (easement legal descriptions), and construction staking to facilitate the repair, which involves realigning the road away from a 2020 slide area.

Key Points

  • The Lords Lake Loop Road MP 1.6 slide occurred in December 2020, and the road currently operates at one lane alternating traffic.
  • The repair design will realign the road away from the slide area to re-establish two lanes of travel.
  • Supplemental Agreement No. 1 adds the following surveying tasks:
    • Right-of-way staking to delineate easement boundaries for negotiations and timber cruising.
    • Preparation of legal descriptions for temporary and permanent easements.
    • Construction staking, including setting clearing limits, slope staking the roadway, and setting centerline grade hubs for the new alignment (Station 10+00 to Station 15+71).
  • The original Professional Services Agreement (PSA) was executed on March 7, 2022.
  • The maximum payment under the original agreement was $10,000.

Financials

  • Cost of Supplement No. 1: $8,455.00
    • Task 1 (ROW/Easement staking/Legal Descriptions): $3,250
    • Task 2 (Construction Staking): $4,980
    • Materials (Hubs, lath, whiskers): $225
  • New Maximum Amount Payable: $18,455.00
  • Funding Sources:
    • FEMA: 90%
    • Washington State: 5% (Emergency Management Dept.)
    • County Road Fund: 5%
  • Cost breakdown of matching funds required for the total original project provided elsewhere in staff reports indicates a separate set of percentages: FEMA (75%) and Wash. State (12.5%). This suggests an inconsistency in percentages across documents, or the 90%/5%/5% applies only to the supplemental cost.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2020-12: Slide occurred at Lords Lake Loop Road MP 1.6.
  • 2022-03-07: Original PSA executed.
  • 2024-10-14: Agenda Date for Supplemental Agreement No. 1 approval.
  • Construction staking consultant requires a 2 business day advance notice of staking requests.

Next Steps

Public Works recommends the Board execute all three originals of Supplemental Agreement No. 1 (PW2024-119).

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark Thurston, P.E. - Project Manager
  • Van Aller Surveying

Professional Services Agreement: HJ Carroll Park Caretaker (Willis)

Topic Summary

Jefferson County Public Works requests approval for the renewal of the Caretaker Agreement with Dustin Willis for HJ Carroll Park. This agreement, valued at $5,648 for park services exchanged for site use and utilities, covers a six-month period from October 2024 to April 2025, ensuring supervision and maintenance of the County's busiest park.

Key Points

  • The agreement is for Dustin Willis to provide Caretaker services at HJ Carroll Park (9884 Rhody Drive, Chimacum, WA).
  • The current Caretaker has been serving since June 2022 and provides outstanding service given the park's increased use (disk golf, playground, events, sports).
  • The Caretaker is an independent contractor, not a County employee, but the County carries industrial insurance coverage for them.
  • Total duration of personal services by the Caretaker shall not exceed three years.
  • Caretaker Duties (Total value: $5,648/6 months):
    • Be on-duty and available 5 days per week; off-duty on Tuesdays and Wednesdays.
    • Monitor, supervise, and provide customer service to park users (Value: $753/6 months).
    • Clean garbage off the ground daily and empty garbage cans as needed (Value: $1,130/6 months).
    • Complete thorough restroom cleaning on Monday mornings and cursory cleaning every work-day evening (Value: $1,130/6 months).
    • Provide four hours of varied maintenance work per week (Value: $1,506/6 months).
    • Monitor park reservation calendar, post signage, set up/clean up for events, and passively supervise events (Value: $753/6 months).
  • The required weekly commitment is 15 hours of service.
  • The Caretaker is prohibited from disciplining or apprehending park users; major issues, crime, or serious emergencies must be reported directly to the Jefferson County Sheriff.

Financials

  • Total Value of Services/Compensation: $5,648.00 (for the 6-month term).
  • Compensation provided by the County (equal value):
    • Fenced Caretaker’s area (7,250 sq ft) for residence/shed: $3,630 ($605/month)
    • Storage for two personal vehicles: $168 ($28/month)
    • Utilities (Wi-Fi, propane, electricity, water, septic, garbage): $1,848
  • Hourly Rate Equivalent (based on 15 hours/week for 24 weeks): $15.69/hour.
  • No direct fiscal impact (cash revenue or expenditure) to the County is specified for the contract amount, as it is an exchange of services for site use.

Alternatives

None specified.

Community Input

None present in the agenda request or agreement.

Timeline

  • 2024-10-14: Agreement commencement date.
  • 2025-04-17: Agreement termination date (6-month term).
  • The Caretaker may propose a vacation schedule of no more than 10 training days within 30 days of the agreement's initiation.

Next Steps

Public Works recommends the Board approve the agreement (Contract No. PW2024-124) and return two copies to Public Works.

Sources

  • Monte Reinders - Public Works Director/County Engineer
  • Matt Tyler - Public Works Department Contact
  • Dustin Willis - Caretaker

Payroll Expense Report - October 4, 2024

Topic Summary

This section serves as documentation for the payroll disbursements made on October 4, 2024, totaling $2,412,819.22, covering wages, direct deposits, and benefits paid to Jefferson County employees.

Key Points

  • Total Payroll Disbursement: $2,412,819.22
  • Payment methods included Payroll Checks ($7,206.83), Payroll Direct Deposits ($1,315,961.89), and Benefits Paid ($1,089,650.50).
  • The disbursements cover the Jefferson County Payroll Warrants dated October 4, 2024.

Financials

  • Payroll Checks: $7,206.83
  • Payroll Direct Deposit: $1,315,961.89
  • Benefits Paid: $1,089,650.50
  • Total: $2,412,819.22

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-10-04: Payroll Date.

Next Steps

The Payroll Services Manager has approved these payments, and the Board of County Commissioners will approve the total payment of warrants as an administrative step.

Sources

  • Jefferson County Auditor’s Office
  • Payroll Services Manager

Repeal and Replace Resolution 34-23: Compensation for Exempt Employees

Topic Summary

The County proposes to repeal and replace Resolution No. 34-23 concerning compensation and benefits for FLSA and Union Exempt Management and Professional employees. The primary objective is to rectify issues with the existing merit pay system—specifically, the practice of changing an employee's anniversary date upon receiving merit pay and the inability to award merit pay to employees already at the top step of their pay grade.

Key Points

  • The original Resolution 34-23 (adopted August 21, 2023) changed an employee's anniversary date by 12 months upon receiving a merit increase, nullifying the accelerated step increase.
  • The change in anniversary date and the exclusion of top-step employees defeated the intended purpose of merit pay, which is to recognize exemplary work.
  • Proposed Merit Pay Changes (Effective as of August 21, 2023, via the original resolution):
    • Department Heads retain the ability to award a Merit Increase of one additional step.
    • Employees shall retain their current step anniversary date (removing the original damaging condition).
    • Employees at the top step of their classification may receive a one-time 3% merit pay premium.
    • Eligibility prerequisites remain: minimum two years of service in current position, positive performance review, and based on skills/ability.
  • Longevity Pay Changes (Effective first pay period of 2024): Additional longevity increments added for service years 30, 35, 40, and 45:
    • 30 years: $2,600
    • 35 years: $3,000
    • 40 years: $3,400
    • 45 years: $3,800
  • Personal Time Off (PTO) Changes (Effective August 21, 2023): Employees receive one additional eight (8) hour floater PTO day each January 1st, which must be used within the calendar year.
  • Wage Increases and Structure Revisions:
    • General wage increase of 4% effective August 1, 2023.
    • Wage scale restructured effective first full pay period in 2024: Steps 3, 4, and 5 were dropped, and the scale renumbered Step 1 through Step 7. A 3% general wage increase occurred.
    • Employees formerly in Steps 3, 4, and 5 were placed in the New Step 1, receiving a new anniversary date of January 1 for future steps.
    • General wage increase of 2% effective first full pay period in 2025.
    • Effective first full pay period in 2026: An additional Step 8 is added, along with a 3% general wage increase.

Financials

  • Merit pay premium: 3% (one-time for top step employees).
  • Longevity payouts up to $3,800 annually (for 45 years of service).
  • General Wage Increases: 4% (Aug 2023), 3% (Jan 2024), 2% (Jan 2025), 3% (Jan 2026).
  • PTO: One additional 8-hour floater day annually.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2023-08-21: Original Resolution 34-23 adopted (and date for which new PTO and original merit rules are effective).
  • 2024-01-01 (First pay period): Longevity pay additions effective/Wage scale restructured and 3% increase effective.
  • 2025-01-01 (First full pay period): 2% general wage increase effective.
  • 2026-01-01 (First full pay period): New Step 8 added, 3% general wage increase effective.
  • The new Resolution takes effect 30 calendar days after BOCC approval.

Next Steps

The Board is requested to repeal and replace Resolution 34-23 with the new Resolution.

Sources

  • Mark McCauley - County Administrator
  • Sarah Melancon - Human Resources Director
  • Resolution No. 34-23 (original)
  • Washington State Legislature (RCW 42.23)

Financial Stress Procedures Resolution

Topic Summary

The County Administrator proposes adopting a resolution to establish comprehensive methods and procedures for managing Jefferson County government during recessions or other periods of severe financial stress. This proactive planning is necessary because key revenue streams (investment income, DNR timber revenues) are already decreasing, potentially leading to a $500,000 or greater reduction in 2025, coupled with increased operating costs due to high inflation.

Key Points

  • Prudent financial management requires the County to plan for economic downturns to maintain fiscal stability.
  • Current financial situation is strong, benefiting employee compensation, new staffing (e.g., fire marshal, expanded IT, HR), and capital projects.
  • However, revenue streams like investment income and DNR timber revenues are shrinking, potentially by $500,000+ in 2025.
  • Sales tax revenue is vulnerable if the economy slows or enters a recession, as suggested by the Conference Board’s Leading Economic Indicator.
  • The goal of the management actions is to align expenditures with revenues and maintain financial reserves at a minimum of 15% of the General Fund expenditure budget.
  • Methods to Manage Financial Stress (in no particular order):
    • Work hour reduction (workday/work week reduction).
    • Employee furloughs.
    • Hiring freeze on vacant positions.
    • Reduction in General Fund Operating Transfers (via emergency supplemental appropriation).
    • Discretionary spending cuts or freeze (e.g., on training, travel, subscriptions).
    • Reduce or eliminate low priority, non-mandatory services.
    • Contract renegotiation/cancellation (for financial support contingent on funding availability).
    • Reduction in Force (layoffs), in accordance with current bargaining agreements.
  • Procedures for Management:
    • Core financial staff (County Administrator, Finance Manager, Treasurer, Auditor, HR Director) meet monthly for financial forecasting and trend review.
    • Core financial staff evaluate the emerging problem and determine appropriate action(s) and timeframe.
    • Core financial staff propose a strategy to the Budget Committee.
    • Refine the plan with stakeholders (Elected Officials and Department Directors).
    • Board of Commissioners must approve the final financial plan.
    • Core financial staff monitor implementation and results and propose adjustments as needed.

Financials

  • Projected 2025 revenue reduction: $500,000 or more (due to shrinking investment income and DNR timber revenues).
  • Target reserve level: At least 15% of the General Fund expenditure budget.
  • Fiscal Impact of the Resolution itself: None.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Core financial staff meeting frequency: Monthly (for forecasting).
  • Resolution takes effect immediately upon passage.

Next Steps

The Board of Commissioners is recommended to approve and adopt the attached resolution (which includes the methods and procedures to be used during severe financial stress).

Sources

  • Mark McCauley - County Administrator
  • Judy Shepherd - Finance Manager
  • Stacie Prada - Treasurer
  • Brenda Huntingford - Auditor
  • Sarah Melancon - Human Resources Director
  • Prosecuting Attorney’s Office
  • Conference Board’s Leading Economic Indicator

Resolution Opposing Initiative No. 2117 (Climate Commitment Act Repeal)

Topic Summary

Jefferson County proposes a resolution formally opposing Washington State Initiative No. 2117, which seeks to repeal the Climate Commitment Act (CCA) and prohibit carbon tax credit trading. The opposition stems from the County's long-standing commitment to environmental health and the belief that repealing the CCA, a key greenhouse gas reduction policy that has generated over $2 billion for the state, would be a significant setback to meeting County climate action goals.

Key Points

  • Initiative 2117 would prohibit state agencies from imposing carbon tax credit trading programs ("cap and trade" or "cap and tax") and would repeal sections of the 2021 Washington Climate Commitment Act.
  • The County has a history of supporting climate action, including adopting resolutions with ambitious carbon reduction targets and participating in the Climate Action Committee (CAC).
  • The CCA's "cap and invest" quarterly auctions have generated over $2 billion to date for the state.
  • The County considers the CCA a key policy consistent with County goals for greenhouse gas reduction.
  • The public hearing is necessary to comply with legal requirements (RCW 42.17A.555(1)) that require opposing views be afforded "an approximately equal opportunity for the expression" when a legislative body takes a position on a ballot proposition.

Financials

  • The CCA has generated over $2 billion (stated as auction revenue) for the state.
  • Fiscal Impact of the request (hearing notice/resolution): None.

Alternatives

None specified.

Community Input

  • Several attendees spoke during public comment on October 7, 2024, regarding their opposition to Initiative 2117 and requested the BOCC take formal action to oppose it.

Timeline

  • 2024-10-16: Hearing notice published once in the official newspaper. (Note: One document states October 16, 2024 is the publication date, another states it is Wednesday, October 16, 2024 and October 23, 2024 is the second date for the Flood ordinance.)
  • 2024-10-28 (11:00 a.m.): Public Hearing set by BOCC to consider adopting the resolution opposing Initiative 2117.
  • 2024-11-05: Initiative 2117 scheduled for the Washington General Election.
  • Past milestones: Joint resolutions recognizing climate change adopted in May 2007, January 2008, January 2009; Climate Action Plan adopted November 14, 2011.

Next Steps

The Board is requested to approve the attached hearing notice for the public hearing scheduled for October 28, 2024.

Sources

  • Mark McCauley - County Administrator
  • Washington State Department of Ecology (Auction revenue citation)
  • RCW 42.17A.555(1)
  • Past County Resolutions (Nos. 44-07, 07-022, 02-08, 08-001, 06-09, 09-002, 53-11, 11-036)

Interagency Reimbursement Agreement: District Court Interpreters (IAA25464)

Topic Summary

Jefferson County District Court seeks approval for Interagency Agreement (IAA25464) with the Washington State Administrative Office of the Courts (AOC) to receive reimbursement for interpreter expenses. The agreement, part of the Language Access and Interpreter Reimbursement Program (LAIRP), partners with District Court to improve court access for Limited English Proficient (LEP), deaf, hard of hearing, and deaf/blind (D/HH/DB) individuals, in accordance with state laws (RCW Chapters 2.42 and 2.43).

Key Points

  • The agreement allows AOC to reimburse the Court up to $2,573 for eligible interpreter costs. The stated reimbursement rate is 50% of the actual expenses paid to certified, registered, or qualified interpreters for Qualifying Events.
  • Funding Conditions:
    • Reimbursement is provided for AOC-credentialed or court-qualified spoken language interpreters (50% of cost).
    • Reimbursement is provided for certified sign language interpreters listed with DSHS, ODHH (50% of cost).
    • Reimbursement is provided for salaried staff interpreters, contracted interpreters (flat rate or hourly), remote interpreting, and cancellation fees (all at 50% of cost).
    • The Court can request reimbursement for 100% of the costs for language access goods and services (e.g., translation, portable video devices, staff training, scheduling software, signage).
  • The Court must provide interpreter cost and usage data quarterly through the LAIRP web application.
  • The Court must have a Language Assistance Plan (LAP) in place and must submit the latest version to AOC by October 31, 2024, and complete an LAP survey by the same date.

Financials

  • Maximum Reimbursement Amount: $2,573.00
  • Reimbursement Rate for Interpreting Services: 50% of actual eligible expenses.
  • Reimbursement Rate for Language Access Goods/Services: 100% of approved costs.
  • Funding Source: Washington State Administrative Office of the Courts (AOC).
  • Jefferson County District Court pays interpreters first, then seeks reimbursement.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-07-01: Beginning date of performance (retroactive).
  • 2024-09-18: Agreement emailed via DocuSign to District Court Administrator.
  • 2024-10-31: Deadline for Court to submit most recent Language Assistance Plan (LAP) and LAP survey.
  • 2025-06-30: Agreement end date.
  • Quarterly: Invoices (A-19) and data reports must be submitted (deadlines: Dec 31, 2024; Feb 28, 2025; May 31, 2025; July 15, 2025).

Next Steps

The Board should approve the reimbursement agreement and delegate authority to the District Court Administrator, Brian Gleason, to sign and ratify the signature via DocuSign.

Sources

  • Brian Gleason - District Court Administrator
  • Tae Yoon - AOC Program Manager
  • RCW Chapters 2.42 and 2.43

Advisory Board Appointments: Conservation Futures Citizen Oversight Committee (CFCOC)

Topic Summary

Jefferson County Public Health requests the Board of County Commissioners appoint two new members to the Conservation Futures Citizen Oversight Committee (CFCOC): Clint Cole and Laurie de Koch. This action follows an advertisement period and interviews conducted by an interview committee.

Key Points

  • Three vacancies were advertised for the CFCOC (one District 3, two Open Interests).
  • Clint Cole (Quilcene resident, District #3) is recommended for an initial four-year term representing Open Interest – Anadromous Fish.
    • Holds a Bachelor’s degree in Fisheries Sciences.
    • Works in aquaculture for the US Fish and Wildlife Service.
  • Laurie de Koch (Quilcene resident, District #3) is recommended to fill an unexpired term representing District #3.
    • Local business owner.
    • Extensive background in non-profit management (founder/Executive Director of a Seattle music education program).
  • Interviews were conducted by the program coordinator, clerk, and two committee members. The interview committee highly recommended both candidates.

Financials

  • None specified; the position is volunteer, resulting in no fiscal impact to the General Fund.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-08-14 to 2024-09-06: Vacancies advertised.
  • 2024-10-14: Proposed BOCC appointment date.
  • Clint Cole Term Expiration (Initial 4-year term): 2028-10-14.
  • Laurie de Koch Term Expiration (Unexpired term): 2025-03-29.

Next Steps

Public Health requests the County Commissioners appoint Clint Cole and Laurie de Koch as recommended.

Sources

  • Michael Dawson - Water Quality Manager
  • Tami Pokorny - Natural Resources Program Coordinator
  • Clint Cole
  • Laurie de Koch

Supplemental Agreement No. 1: Little Quilcene River Bridge Replacement (Sargent Engineers, Inc.)

Topic Summary

Jefferson County Public Works requests approval for Supplemental Agreement No. 1 with Sargent Engineers, Inc. to cover additional topographical surveying and basemapping necessary for the design of the Little Quilcene River Bridge replacement project. This federally funded project is vital as the current bridge is structurally deficient and restricts freight mobility on Center Road, a main north-south route.

Key Points

  • The Little Quilcene River Bridge (Center Road MP 14.62) is classified as structurally deficient and functionally obsolete, with load restrictions on single unit trucks.
  • Federal funding was awarded for the replacement in 2021.
  • Sargent Engineers, Inc. was hired in 2022 for bridge design, PS&E (Plans, Specifications, and Estimates), and permitting.
  • The original Scope of Work did not include the newly identified necessary surveying.
  • The supplemental work, provided by subconsultant Skillings, Inc., includes additional topographical survey and basemapping in four areas, such as adding topo data at Frank Beck for tie in, and surveying north of the existing bridge (75 ft. addition).
  • The project's required completion date of December 31, 2026 remains unchanged.

Financials

  • Cost of Supplement No. 1: $6,954
    • NHR Labor Cost: $6,849
    • Direct Non-Salary Costs (Reimbursables/Mileage): $105
  • New Maximum Amount Payable (Original $522,314 + $6,954): $529,268
  • Funding Source: 100% FHWA (Federal Highway Administration).
  • No matching funds required for this supplement.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2021: Federal funding awarded for bridge replacement.
  • 2022-08-15: Original Agreement executed with Sargent Engineers, Inc.
  • 2026-12-31: Project completion date.

Next Steps

Public Works recommends the Board execute all three originals of Supplemental Agreement No. 1 (PW2024-123).

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark Thurston, P.E. - Project Manager
  • Sargent Engineers, Inc.
  • Skillings, Inc. - Subconsultant

Memorandum of Understanding: Referred-Becca Petition Project (Juvenile Court)

Topic Summary

Jefferson County Public Health (JCPH), as the fund manager of the 1/10th of 1% Behavioral Health Sales Tax Treatment Funds, requests approval for a Memorandum of Understanding (MOU) with the Jefferson County Juvenile Court. This $30,000 MOU funds the Referred-Becca Petition Project for youth facing substance abuse, chemical dependency, and mental health issues, providing therapeutic prevention services like Functional Family Therapy (FFT) or Individual Counseling.

Key Points

  • The MOU funds the Referred-Becca Petition Project (including At Risk Youth Petitions and Child In Need of Services Petitions).
  • The Juvenile Court will use the funds for direct services (FFT or Individual Counseling) for referred youth.
    • FFT Cost per Family: $3,000.00 (Projected to serve 3 families per year).
    • Individual Counseling Rate: $120 per hour.
  • Therapeutic Prevention Services are intended to support referred youth (including non-court involved means) to protect public safety and reduce the risk for future justice involvement or restrictive care/incarceration.
  • The Juvenile Court must monitor participant compliance and help improve psychiatric symptoms, reduce substance use and hospitalizations, increase housing stability, reduce arrests, and improve quality of life.
  • The MOU requires Juvenile Court to provide monthly financial reports and quarterly statistics/program data to JCPH (Lolinthea Hinkley) and the Auditor's Chief Accountant.

Financials

  • Total Funding: $30,000.00 (2025: $15,000; 2026: $15,000).
  • Funding Source: 1/10th of 1% Behavioral Health Sales Tax Treatment Funds (Fund 131).
  • Unexpended funds remaining at the end of a budget year must be transferred back to Fund 131 balance.
  • Funding is subject to renegotiation if sales tax revenue decreases.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2025-01-01: MOU commencement date.
  • 2026-12-31: MOU termination date.
  • Monthly: Financial reports required per EXHIBIT C.
  • Quarterly: Electronic reports must be provided.
  • October 2025 & October 2026: Juvenile Court must provide estimated projected expenditures for the year remainder.

Next Steps

JCPH requests Board approval of the Memorandum of Understanding Agreement (Contract No.: AD-24-046).

Sources

  • Apple Martine - Public Health Director
  • Anna McEnery - DD & BH County Coordinator
  • Jefferson County Behavioral Health Advisory Committee

Amendment No. 1: BHAC/Opioid Settlement Funds Planning (Banks Consulting Group, LLC)

Topic Summary

Jefferson County Public Health seeks approval for Amendment No. 1 to the professional services agreement with Banks Consulting Group, LLC, extending the contract and providing additional funds for continued consultation regarding the planning and allocation of Opioid Settlement Funding. The extension and additional services will support developing a shared vision for future services and drafting a Memorandum of Understanding (MOU) between the Behavioral Health Advisory Committee (BHAC) and the Behavioral Health Consortium (BHC).

Key Points

  • The original agreement (May 2, 2024) covered facilitation/education at a Special BHAC Opioid Planning Meeting.
  • Amendment No. 1 extends the contract term from December 31, 2024, to June 30, 2025.
  • The consultant's scope is expanded to include:
    • Attending planning meetings with the Opioid Sub-Committee of the BHAC (15 hours budgeted).
    • Supporting the writing of an MOU between the BHAC and the BHC (10 hours budgeted).
  • The amendment was recommended by the Behavioral Health Advisory Committee.

Financials

  • Cost of Amendment 1: Additional $3,415.00
  • Original Contract Maximum: $2,270.00
  • New Total Maximum Amount: $5,685.00
  • Funding Source: Fund #130 (Opioid Settlement Fund - Munis Org/Obj 12768041).
  • Budgeted costs for the extended term (May 2, 2024 – June 30, 2025):
    • Attending Opioid Planning Meetings/BHAC Meetings: $1,875.00 ($125/hour x 15 hours)
    • Support writing MOU: $1,250.00 ($125/hour x 10 hours)
    • Mileage: $290.00 (at $0.67/mile)
    • Total Additional Cost: $3,415.00

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-05-02: Original agreement commencement.
  • 2024-12-31: Original termination date.
  • 2025-06-30: Amended termination date.

Next Steps

Public Health requests Board approval of Amendment #1 to the Professional Services Agreement (Contract No: DD-24-023-A1).

Sources

  • Apple Martine - Public Health Director
  • Anna McEnery - DD & BH County Coordinator
  • Banks Consulting Group, LLC
  • Behavioral Health Advisory Committee

Public Hearing Notice: Flood Damage Prevention Ordinance Update

Topic Summary

The Department of Community Development (DCD) requests approval to publish a public hearing notice regarding the repeal and replacement of the Flood Damage Prevention Ordinance (JCC Chapter 15.15) and amendments to JCC 18.40.040. This update is required to comply with minimum National Flood Insurance Program (NFIP) standards set by FEMA and the Washington Department of Ecology (ECY), and to add provisions that could enable enrollment in FEMA’s Community Rating System (CRS) program.

Key Points

  • The proposed ordinance updates JCC Chapter 15.15 (Flood Damage Prevention) and amends JCC 18.40.040.
  • The changes are driven by a 2023 FEMA audit (Customer Assistance Visit, or CAV) conducted via ECY, noting the county's current ordinance (from 2019) predates the current minimum federal and state model flood ordinance requirements (approved Dec 2019).
  • Failure to comply with minimum NFIP requirements could result in: (1) an increase in federal flood insurance premiums, or (2) a lack of funding by FEMA for flood insurance.
  • Key Mandatory Standard Met (Washington State requirement): Minimum elevation of flood prone properties must be one foot above the base flood elevation (BFE), exceeding the federal minimum of "at or above."
  • Key Optional Goal: Adding provisions to enable county enrollment in the CRS program, which could reduce property owners' flood insurance premiums on a sliding scale.
  • The Jefferson County Planning Commission has already reviewed, voted upon, and recommended the proposed revisions.
  • The project previously yielded a Determination of Non-significance (DNS) under SEPA on March 13, 2024.

Financials

  • Direct Fiscal Impact: None specified as a result of the proposed update itself.
  • Benefit: Potential reduction in flood insurance premiums for county property owners through CRS enrollment.
  • Risk/Cost of Non-compliance: Possible increase in federal flood insurance premiums or loss of funding.

Alternatives

None mentioned in the summary, other than the implication that rejection would lead to compliance issues.

Community Input

  • A public hearing was previously noticed (June 19 and June 26, 2024) and comments were received by the Planning Commission prior to its recommendation to the BOCC.
  • The new public hearing is scheduled for oral testimony. Written testimony is also invited.

Timeline

  • 2023 (Fourth Quarter): FEMA/ECY Customer Assistance Visit (CAV) audit conducted.
  • 2024-03-13: Determination of Non-significance (DNS) issued under SEPA.
  • 2024-10-28 (10:00 a.m.): Public Hearing scheduled before the BOCC.
  • 2024-10-16 and 2024-10-23: Notice of Public Hearing to be published twice.

Next Steps

Staff recommends the Board approve the request to duly notice for the public hearing scheduled for October 28, 2024.

Sources

  • Phil Cecere - Building Official/Fire Marshal
  • Mark McCauley - County Administrator
  • Federal Emergency Management Agency (FEMA)
  • Washington Department of Ecology (ECY)
  • Jefferson County Planning Commission
  • JCC 15.15, JCC 18.40.040, 44CFR Part 60.3, WAC 197-11-800(19)

Budget Workshop: Human Resources Department - 2025 Budget Strategic Change

Topic Summary

The Human Resources (HR) Department proposes a 2025 budget request totaling $574,192 to implement strategic change and advance organizational health initiatives. The requested funds include $434,192 to create a distinct Human Resources Department and $140,000 for three primary strategic plan initiatives: training, an exempt salary survey, and an employee engagement survey.

Key Points

  • Demographics of Workforce (Total 365 Employees): 53% Female, 47% Male, 0% Non-binary. Ages 50-59 (102 employees) and 60-69 (71 employees) represent the largest cohorts.
  • Workplace Trends: New hires peaked in 2023 (80 hires), trending down in 2024 (48 to date). Personnel actions totaled 733 in 2023 (636 to date in 2024). FMLA cases (26 to date in 2024) and PFML cases (23 to date in 2024) show an upward trend from 2023 levels.
  • 2025 Strategic Goals (Related to Organizational Health):
    1. Foster work environment to attract & retain quality workforce.
    2. Develop and increase supervisor training & development.
    3. Create opportunities for cross-department collaboration.
    4. Develop & implement employee recognition program.
    5. Enhance employee engagement.
    6. Prioritize programs & identify needed staffing to provide critical, essential or enhanced services.
  • Justification for Initiatives: Training improves organizational health. An exempt employee compensation study is needed to ensure employees are fairly compensated relative to comparable counties. An employee engagement survey will help focus efforts on high-impact areas of need.

Financials

  • Total 2025 Budget Request: $574,192
  • Part 1: Create Distinct HR Department: $434,192
    • Salaries & Benefits Subtotal: $381,142 (Salaries/Wages: $293,158)
    • Other Operating Expenditures Subtotal: $53,050 (Includes $30,000 for Professional Services and $10,000 for Hire Check/Background Checks).
  • Part 2: Strategic Plan Implementation Add Requests: $140,000
    • Training – Employee Development: $50,000 (Base: $10,000; One-time: $40,000)
    • Exempt Salary Survey: $50,000 (Base: $10,000; One-time: $40,000)
    • Employee Engagement Survey: $40,000 (Base: $10,000; One-time: $30,000)
  • Total Request from General Fund: ($140,000) (Note: The form entry lists totals as negative to net against revenues, implying expense).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2025 (Proposed): Budget amendments/add requests would take effect.

Next Steps

The Board of Commissioners will listen to the budget presentation and ask questions. No action is required at the workshop; the County Administrator and Finance Manager will schedule a subsequent workshop for recommendations.

Sources

  • Jefferson County Human Resources Department

Finding and Determination to Declare Certain Personal Property as Surplus

Topic Summary

The County Treasurer recommends that the Board of Commissioners declare certain personal property belonging to the Commissioners’ Office and the Public Works/Parks & Recreation Departments as surplus. These items are broken, outdated, or no longer needed, and authorization is sought to dispose of them after offering them to other departments, agencies, and non-profits.

Key Points

  • Certain assets are no longer required because they are broken, worn out, or outdated.
  • Disposal options include transferring the equipment to another department, agency, non-profit, the recycling center, or the Transfer Station.
  • Public notice is not required because the total value of each individual item is less than $2,500.00 (per RCW 36.34.020).
  • Surplus Items:
    • Commissioner’s Office: Meeting Owl Pro - traveling Owl (Asset ID# 21438, Condition: Broken).
    • Parks & Recreation: AP300 BATTERY/PACK DEAD (Asset ID# 21307, Disposition: D—Disposed).
    • Public Works: Lenovo IdeaPad3 17ADA05, Model 81W2 (Asset ID# 21273, Condition: May work).

Financials

  • Value of individual items: Less than $2,500.00 each.
  • Fiscal Impact: None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-10-10: Resolution approval date (proposed).

Next Steps

The County Treasurer recommends that Commissioners authorize disposal options in the resolution. The Jefferson County Auditor is directed to remove the equipment from the County Equipment Inventory.

Sources

  • Stacie Prada - Treasurer
  • Central Services Department
  • RCW 36.34.020

Supplemental Agreement No. 1: Banks Consulting Group, LLC (BHAC/Opioid Settlement Funds Planning)

Topic Summary

Jefferson County Public Health seeks approval for Amendment No. 1 to the professional services agreement with Banks Consulting Group, LLC, extending the contract and providing additional funds for continued consultation regarding the planning and allocation of Opioid Settlement Funding. The extension and additional services will support developing a shared vision for future services and drafting a Memorandum of Understanding (MOU) between the Behavioral Health Advisory Committee (BHAC) and the Behavioral Health Consortium (BHC).

Key Points

  • The original agreement (May 2, 2024) covered facilitation/education at a Special BHAC Opioid Planning Meeting.
  • Amendment No. 1 extends the contract term from December 31, 2024, to June 30, 2025.
  • The consultant's scope is expanded to include:
    • Attending planning meetings with the Opioid Sub-Committee of the BHAC (15 hours budgeted).
    • Supporting the writing of an MOU between the BHAC and the BHC (10 hours budgeted).
  • The amendment was recommended by the Behavioral Health Advisory Committee.

Financials

  • Cost of Amendment 1: Additional $3,415.00
  • Original Contract Maximum: $2,270.00
  • New Total Maximum Amount: $5,685.00
  • Funding Source: Fund #130 (Opioid Settlement Fund - Munis Org/Obj 12768041).
  • Budgeted costs for the extended term (May 2, 2024 – June 30, 2025):
    • Attending Opioid Planning Meetings/BHAC Meetings: $1,875.00 ($125/hour x 15 hours)
    • Support writing MOU: $1,250.00 ($125/hour x 10 hours)
    • Mileage: $290.00 (at $0.67/mile)
    • Total Additional Cost: $3,415.00

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-05-02: Original agreement commencement.
  • 2024-12-31: Original termination date.
  • 2025-06-30: Amended termination date.

Next Steps

Public Health requests Board approval of Amendment #1 to the Professional Services Agreement (Contract No: DD-24-023-A1).

Sources

  • Apple Martine - Public Health Director
  • Anna McEnery - DD & BH County Coordinator
  • Banks Consulting Group, LLC
  • Behavioral Health Advisory Committee

Budget Workshop Scheduling for Departments/Elective Offices

Topic Summary

The County Administrator scheduled several budget workshops for the October 14, 2024 meeting, allowing departments and elected offices to brief the Board on their respective General Fund add requests. This process is deemed necessary due to observed declines in County revenue streams coupled with significant cost increases, requiring scrutiny of all sizeable requests.

Key Points

  • General Fund revenue streams are starting to decline, while costs are significantly increasing.
  • Add requests with a sizeable impact on the General Fund require scrutiny before being considered.
  • Departments prepared to present budget proposals or briefings include:
    • Department of Community Development
    • Sheriff’s Office
    • WSU Extension
    • Public Health (briefing, though not requesting additional General Fund support)
    • Human Resources
    • Superior Court

Financials

  • Fiscal impact from the act of scheduling the workshop: None.
  • General Fund add requests must be well justified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-10-14 (1:30 p.m. onwards): Scheduled date for budget workshops.

Next Steps

The Board is requested to listen to presentations and ask questions. No action is required at this workshop. The County Administrator and Finance Manager will later schedule a workshop to make funding recommendations.

Sources

  • Mark McCauley - County Administrator

Superior Court Jury Fee Voucher

Topic Summary

Jefferson County District Court seeks approval for a voucher covering jury costs for Superior and District Courts for September 2024. The total amount is $4,246.69, covering mileage and a $15.00 daily fee for participating jurors.

Key Points

  • The voucher represents jury costs for September 2024.
  • Superior Court held one Jury Trial (#23-1-00144-16) during the month.
  • District Court had zero Jury Trials during the month.
  • Costs cover mileage and a daily payment of $15.00 per reporting juror.

Financials

  • Total Fiscal Impact/Voucher Amount: $4,246.69
  • Account to be charged: SC 51221 490121

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-09: Period of services (Jury Trial dates: September 23rd - 25th, 2024).
  • 2024-10-03: Voucher date.

Next Steps

The Board of County Commissioners is recommended to approve payment of the Superior / District Court Jury Fees.

Sources

  • Ann Kolbe - District Court Jury Manager
  • Superior Court Judge (certifying document)

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