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Professional Services Agreement with OWL360: Resource Navigation & SUD Peer Ally Outreach

Topic Summary

Jefferson County Public Health (JCPH) is requesting approval for a two-year Professional Services Agreement (PSA) with OWL360, a non-profit organization, to provide Resource Navigation and Substance Use Disorder (SUD) Peer Ally Outreach services. The aim of the program is to support emerging adults, aged 14-25, in achieving housing stability, self-care, and educational/employment goals within an independent living environment. The total contract amount for 2025 and 2026 is $19,945.77, funded by the local Behavioral Health Sales Tax.

Key Points

  • The contract is for Resource Navigation and SUD Peer Ally Outreach services targeting emerging adults (ages 14-25).
  • The services will include screening to identify resource and basic needs support, and on-site relationship skill building.
  • Program goals include coaching participants in independent living skills, self-care, social and emotional skill development, education, and employment goals within an independent living environment.
  • The outcome goals include reducing the risk of future homelessness and sustaining housing for the targeted age group.
  • The agreement resulted from a Request for Proposal (RFP) process and is recommended by the Behavioral Health Advisory Committee.
  • OWL360 must assure that other revenues are billed whenever they exist.
  • If county sales tax revenue decreases, OWL360 will be contacted, and the agreement may be renegotiated.
  • The County reserves the first right to use the Behavioral Health Sales Tax funds (1/10th of 1% fund) for matching purposes for additional funding and grants.
  • OWL360 must attend and report to the Behavioral Health Advisory Committee (BHAC) once during the contract period at a regularly scheduled meeting to share progress and evaluation reports.

Financials

  • Total contract amount spanning two years is $19,945.77.
  • Fiscal Year 2025 allocation: $9,462.71
  • Fiscal Year 2026 allocation: $10,483.06
  • Funding source: County sales tax revenue deposited into the 1/10th of 1% Behavioral Health Sales Tax Treatment Fund (Fund #131).
  • 2025 Budget Breakdown ($9,462.71):
  • Personnel Costs (Salary - .25 SUD Ally Resource Navigator .5): $1,516.44 + $7,000.00 = $8,516.44 (Note: Two numbers are listed for salary on the budget sheet, $1516.44 and $7000.00, totaling $8516.44).
  • Operating Costs (Admin: no more than 10%): $946.27
  • 2026 Budget Breakdown ($10,483.06):
  • Personnel Costs (Salary - .25 SUD Ally Resource Navigator .5): $2,434.00 + $7,000.00 = $9,434.76 (Note: Two numbers are listed for salary on the budget sheet, $2434.00 and $7000.00, totaling $9434.76).
  • Operating Costs (Admin: no more than 10%): $1,048.30

Alternatives

None specified.

Community Input

  • Project is recommended by the Behavioral Health Advisory Committee (BHAC).
  • OWL360 agrees to work with the community to ensure the project is seen as a positive link to life goals and having a positive impact on the neighborhood/community.

Timeline

  • November 4, 2024: Agenda Request Date
  • January 1, 2025: Agreement commencement date
  • December 31, 2026: Agreement end date

Next Steps

Jefferson County Public Health management is requesting the Board of County Commissioners' approval of the Professional Services Agreement.

Sources

  • Apple Martine - Public Health Director
  • Anna McEnery - DD & BH Coordinator (Contact Person)
  • Mark McCauley - County Administrator
  • Behavioral Health Advisory Committee
  • Kelli Parcher - OWL360 Executive Director

Professional Services Agreement with OWL360: Therapeutic Support for Independent Living Project

Topic Summary

Jefferson County Public Health (JCPH) is seeking Board approval for a Professional Services Agreement with OWL360 to administer the Therapeutic Support for Independent Living Project for emerging adults (ages 18-25). The program, resulting from an RFP process, aims to provide assessment, counseling, and behavioral health support to improve psychiatric symptoms, reduce substance use and arrests, and increase housing stability and employment for participants entering independent living for the first time. The total contract value is $51,645.30 over two years.

Key Points

  • The project provides therapeutic support for emerging adults (ages 18-25) involved in the Therapeutic Support for Independent Living Project.
  • Services include assessment, counseling, behavioral health support, and coaching in independent living skills, self-care, social and emotional skill development, education, and employment goals.
  • Expected positive outcomes include improvement in psychiatric symptoms and functioning, reduction in substance use and arrests, and increased housing stability and employment.
  • The program includes group therapy focused on relationship building and conflict resolution related to the creation of a self-government for the living environment.
  • OWL360 must assure that housing and intake screening identifies case management goals and ongoing therapeutic support.
  • OWL360 is responsible for tracking time, creating client notes, keeping records, data collection, and assuring legal and ethical standards of care meet State of Washington standards.
  • The services and funding were recommended by the Behavioral Health Advisory Committee following an RFP process.

Financials

  • Total contract amount spanning two years is $51,645.30.
  • Fiscal Year 2025 allocation: $24,501.65
  • Fiscal Year 2026 allocation: $27,143.65
  • Funding source: County sales tax revenue deposited into the 1/10th of 1% Behavioral Health Sales Tax Fund (Fund #131).
  • The payment schedule is hourly, not to exceed the total budget amount.
  • Funding is subject to sales tax revenue availability; if revenue decreases, the agreement may be renegotiated.
  • 2025 Budget Breakdown ($24,501.65): Salary (.45 FTE) at $120 a Session = $24,501.65 (No line items for benefits/taxes or operating/admin costs are listed, only the lump sum under employee/FTE costs).
  • 2026 Budget Breakdown ($27,143.65): Salary (.45 FTE) at $120 a Session = $27,143.65 (No line items for benefits/taxes or operating/admin costs are listed, only the lump sum under employee/FTE costs).

Alternatives

None specified.

Community Input

  • OWL360 agrees to work with the community to ensure the project is seen as a positive link to life goals and having a positive impact on the neighborhood/community.

Timeline

  • November 4, 2024: Agenda Request Date
  • January 1, 2025: Agreement commencement date
  • December 31, 2026: Agreement end date

Next Steps

Jefferson County Public Health management is requesting the Board of County Commissioners' approval of the Professional Services Agreement.

Sources

  • Apple Martine - Public Health Director (Contact Person)
  • Anna McEnery - DD & BH Coordinator
  • Mark McCauley - County Administrator
  • Behavioral Health Advisory Committee
  • Kell Parcher - OWL360 Executive Director

Repealing Resolution 42-03 and Adopting Code Compliance Rules of Procedure

Topic Summary

Jefferson County proposes repealing the outdated Resolution No. 42-03 (from 2003) and adopting a new Resolution to establish formal Code Compliance Rules of Procedure, pursuant to JCC 19.05.020(1). This update is a joint effort between Environmental Health, Community Development, and the Prosecuting Attorney’s Office to establish consistent, reasonable, and legally sound procedures for implementing Title 19 JCC (Code Compliance in Unincorporated Areas) to promote compassionate and effective enforcement.

Key Points

  • The new Rules of Procedure are intended to further implement Title 19 JCC, which codified Code Compliance in Unincorporated Areas in December 2020 (Ordinance No 09-1210-20).
  • The resolution expressly repeals Resolution No. 42-03, adopted July 28, 2003, which guided compliance previously but was impliedly repealed by Title 19 JCC.
  • The new policy emphasizes achieving compliance through voluntary compliance first, using education, prevention, and warnings if possible, unless there is a potential for immediate adverse impact on people or the environment (JCC 19.10.05).
  • Enforcement escalation protocols (JCC 19.20 JCC) are used if voluntary compliance fails.
  • The rules confirm department directors' discretion to enter into settlement agreements for monetary penalties (JCC 19.30.025). Settlements may include deferring penalty payments for up to three years or canceling a portion of the penalty debt based on sustained compliance.
  • The director is explicitly authorized to settle, but cannot waive assessed costs of code compliance or actual abatement costs incurred by the County.
  • An Enforcement Fund is authorized (JCC 19.30.030) to receive assessed penalties and costs recovered for code or nuisance enforcement.
  • Fund monies shall be used to support enforcement and abatement costs, including staff training, abatements, supplies, education/outreach, community clean-up events, vouchers for fees/inspections, and recording fees.
  • Staff is authorized to use enforcement funds for vouchers (up to $250 limit) to remove small barriers to compliance for owners lacking financial resources or experiencing extenuating circumstances. Annual voucher expenditures shall not exceed $5,000, and are limited to one household every three years.
  • The Director is required to make an annual report to the BOCC regarding all settlements under Title 19 JCC.
  • Complaints must be timely entered into an approved database and staff must determine if they are founded or unfounded. Anonymous complaints are not accepted.

Financials

  • The Resolution itself has no fiscal impacts at this time.
  • The Enforcement Fund (JCC 19.30.030) receives penalties and recovered abatement costs, which are then used for code compliance support.
  • Annual voucher expenditures from the Enforcement Fund are capped at $5,000.
  • Individual vouchers are capped at $250.00.

Alternatives

Resolution 42-03 is being expressly repealed because it was already impliedly repealed by Title 19 JCC in 2020. An alternative would be leaving the status of Resolution 42-03 as impliedly repealed, which staff deems unsatisfactory due to potential lingering concerns.

Community Input

Staff notes that developing a consistent approach to code compliance is desired by the public and county departments.

Timeline

  • July 28, 2003: Resolution 42-03 adopted.
  • December 10, 2020: Jefferson County adopted Ordinance No 09-1210-20 (Title 19 JCC).
  • November 4, 2024: Agenda/Discussion Date.
  • November 18, 2024: Proposed adoption date of new resolution (Resolution - 24).
  • The resolution shall take effect immediately upon adoption.

Next Steps

The Board of County Commissioners/Board of Health is requested to repeal Resolution 42-03 and adopt the Resolution Adopting Code Compliance Rules of Procedure pursuant to JCC 19.05.020(1).

Sources

  • Pinky Mingo - Environmental Health and Water Quality Director
  • Josh Peters - Director of Dept. of Community Development
  • Ariel Speser - Deputy Civil Prosecuting Attorney
  • Philip Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Mark McCauley - County Administrator
  • Jefferson County Code (JCC) Title 19 (Code Compliance)
  • RCW 36.32.120(7), RCW 36.32.120(10), RCW 4.24.115, RCW 84.34, RCW 76.13.120

Continuance of Hearing and Deliberations on Flood Damage Prevention Ordinance

Topic Summary

The Department of Community Development (DCD) requests a continuation of the public hearing and deliberations to update JCC Title 15, the Flood Damage Prevention Ordinance. The revision is necessary for Jefferson County to meet or exceed current minimum regulatory standards for floodplain management following a FEMA audit and potential enrollment in the Community Rating System (CRS) program, which could reduce flood insurance premiums for property owners. Staff recommends approving the continuation.

Key Points

  • The proposed ordinance repeals and replaces JCC 15.15 and amends JCC 18.040.
  • The update is a result of an audit conducted by the Federal Emergency Management Agency (FEMA) in the fourth quarter of 2023, regarding the county's compliance with the National Flood Insurance Program (NFIP).
  • The audit, conducted via the WA Department of Ecology (ECY), revealed the county's Customer Assistance Visit (CAV) was more than twelve years ago, despite the audit typically occurring every five years.
  • The new ordinance incorporates language and standards that align with or exceed minimum criteria in 44 CFR Part 60.3.
  • Crucially, the revisions aim to enable potential enrollment in the NFIP Community Rating System (CRS) program.
  • Enrollment in the CRS program could provide flood insurance premium reductions for property owners based on the level of county eligibility (sliding scale).
  • The draft ordinance has been reviewed by the WA Department of Ecology, WA State Department of Commerce, Jefferson County Planning Commission, FEMA, and the Jefferson County Prosecutor’s Office.
  • Staff's SEPA review resulted in a determination of non-significance.
  • The public hearing was previously held on October 28, 2024, and was extended to allow public comments until 5:00 P.M. on November 1, 2024.

Financials

  • There are no direct fiscal impacts resulting from this proposed ordinance update.
  • Potential economic impact: Property owners could realize reduced flood insurance premiums if the County achieves CRS enrollment.

Alternatives

None specified.

Community Input

  • The proposed ordinance was reviewed and recommended by The Jefferson County Planning Commission.
  • The public hearing on October 28, 2024, was extended for additional written comments until November 1, 2024.
  • Shellie Yarnell (Brinnon) provided public testimony at the October 28, 2024 hearing.

Timeline

  • Q4 2023: FEMA/ECY audit (Customer Assistance Visit) conducted.
  • October 28, 2024: Initial public hearing held.
  • November 1, 2024: Extended deadline for public comments (5:00 P.M.).
  • November 4, 2024: Agenda Request Date for continuance.
  • November 4, 2024 (1:30 PM): Proposed date for continued hearing and deliberations.

Next Steps

Staff recommends the Board approve the request and hold a continuance of the public hearing and deliberations.

Sources

  • Phil Cecere - Building Official/Fire Marshal (DCD)
  • Greg Ballard - Development Code Administrator (DCD)/Deputy Floodplain Administrator
  • Brian Tracer - Deputy Fire Marshal
  • Josh Peters - DCD Director
  • Federal Emergency Management Agency (FEMA)
  • WA State Department of Ecology (ECY)
  • WA State Department of Commerce
  • Jefferson County Planning Commission
  • Shellie Yarnell - Brinnon (Public testimony provider)
  • 44 CFR Part 60.3 (Flood plain management criteria)

Ad Valorem Tax Levies for 2025 (Proposed Increase and Road Diversion)

Topic Summary

The Board of County Commissioners (BOCC) is required to hold a public hearing to review and set the Ad Valorem Tax Levies (Real and Personal Property) for 2025 (based on 2024 assessments). The agenda item proposes setting this hearing for November 18, 2024, and considers draft resolutions to increase the property tax limit factor to 101% and continue diverting $520,000 of the Road Levy for traffic law enforcement purposes in the General Fund.

Key Points

  • A public hearing is legally required pursuant to RCW 84.55.120 to set the 2025 Ad Valorem Tax Levies.
  • The proposed Resolutions include establishing a limit factor of 101 percent for the 2025 tax year, which reflects a substantial need to increase the property tax limit factor above the rate of inflation.
  • The proposed increases affect three specific levies by up to one percent (1%):
    1. County General Fund Tax Levy
    2. County Road District Tax Levy
    3. County Conservation Futures Tax Levy
  • Proposed levies also include increases resulting from new construction, property improvements, assessed value increases of state-assessed property, and refunds from the previous year.
  • The proposed Total County General Fund Levy for 2025 is $9,267,000, which includes $36,454.35 in refunds. The breakdown includes specific set amounts/increases for Veteran's Relief ($53,470), Mental Health ($52,850), and Developmental Disabilities ($52,850).
  • The Total Road Levy proposed for 2025 is $5,166,000, which includes $16,142.88 in refunds.
  • The BOCC is considering a Resolution to continue the past practice of diverting $520,000 of the Road Levy to the Current Expense Fund (General Fund) for Traffic Law Enforcement (RCW 36.33.220 authorizes this diversion). The remainder of the Road Levy after diversion is $4,646,000.
  • The proposed Conservation Futures Levy for 2025 is $283,000, including $1,093.20 in refunds.

Financials

  • Proposed Total Tax Levies for 2025:
    • County General Fund Levy: $9,267,000 (1% increase applied to 2024 figure, plus new construction/refunds)
    • Total Road Levy: $5,166,000 (1% increase applied to 2024 figure, plus new construction/refunds)
    • Conservation Futures Levy: $283,000 (1% increase applied to 2024 figure, plus new construction/refunds)
  • Road Levy Diversion: $520,000 (Diverted from Road Levy to Current Expense Fund for Traffic Law Enforcement).

Alternatives

None specified.

Community Input

  • A public hearing is scheduled for November 18, 2024, at 10:45 a.m. to receive testimony.
  • Written public testimony is invited between November 6 and November 18, 2024.

Timeline

  • November 6, 2024: Notice of Public Hearing published (first time).
  • November 13, 2024: Notice of Public Hearing published (second time).
  • November 18, 2024: Public Hearing scheduled (10:45 a.m.) and proposed date for adoption of Resolutions setting the levies.
  • November 1, 2024: Assessor certified the assessment rolls.

Next Steps

Approve the HEARING NOTICE and proceed with the public hearing and Resolution adoption on November 18, 2024.

Sources

  • Jeff Chapman - Assessor
  • Adiel McKnight - Deputy Clerk of the Board
  • Mark McCauley - County Administrator
  • RCW 84.55.120 (Property tax levy hearing requirement)
  • RCW 36.33.220 (Authorization for Road Levy diversion)

Community Development Block Grant (CDBG) Hearing and Funds Allocation (2024-2025)

Topic Summary

Jefferson County staff and Olympic Community Action Programs (OlyCAP) are holding a public hearing to review the closeout of the 2022-2024 CDBG Public Services grant and to invite public comment on the proposed plan for $106,000 in CDBG Public Services funding for the 2024-2025 contract period. The funding is directed towards serving low- and moderate-income (LMI) persons in Jefferson and Clallam counties, focusing on homeless services.

Key Points

  • The hearing is an operational requirement of the CDBG program to inform citizens and solicit feedback, particularly from LMI residents, to influence the use of funds.
  • 2022-2024 Grant Closeout (Contract 22-62210-007):
    • Total CDBG funds expended: $217,789.59 (from a total budget of $218,000). The remaining balance of $210.41 will be de-obligated and returned to the CDBG Program.
    • These funds were used for Housing Assistance, Emergency Food provision, LMI child care assistance, and food purchasing for LMI food service programs.
  • 2024-2025 Grant Application Plan:
    • The grant activities will exclusively benefit approximately 1,000 LMI persons residing in the non-entitlement area(s) of Clallam and Jefferson counties.
    • The planned public service activity is Homeless Services (Code 03T) at the Caswell-Brown Village site in Jefferson County. This includes the provision of water and sanitation access.
    • OlyCAP is the subrecipient for delivering these services.
    • The demographic data provided shows the total population of the service area (both counties, presumably) is 32,977, with 3.96% self-identifying as Hispanic/Latino origin.
  • The county certifies compliance with Title VI of the Civil Rights Act of 1964 by stating all residents of the service area will have the opportunity to benefit, although the project specifically benefits LMI persons or households.

Financials

  • Total available CDBG-Public Services funding for the 2024-2025 contract period is $106,000.00.
  • General Administration (max $3,500): $3,500
  • Services Amount: $102,500
  • No other funding sources (Local Public, Other State/Federal, Private Funds, Program Income) are specified for the 2024-2025 grant.
  • The 2022-2024 grant expended $217,789.59.

Alternatives

  • Public comment received at the hearing can change the proposed use of the Public Service funds.

Community Input

  • A public hearing is scheduled for November 4, 2024, at 10:30 a.m.
  • Public participation and comments are sought, particularly from lower-income persons residing in Jefferson and Clallam Counties.
  • The hearing notice was published on October 23 and October 30, 2024.

Timeline

  • October 23, 2024: Notice of Public Hearing published (first time).
  • October 30, 2024: Notice of Public Hearing published (second time).
  • November 4, 2024: Public Hearing scheduled (10:30 a.m.).

Next Steps

Receive public comment and provide recommendations for changes to the current application and/or approve the use for the CDBG-Public Services funding in 2024-2025.

Sources

  • Amanda Christofferson - Grants Administrator (Contact Person)
  • Mark McCauley - County Administrator (Chief Administrative Official)
  • Olympic Community Action Programs (OlyCAP) - Subrecipient
  • Department of Commerce (CDBG Program)
  • HUD (Low- and Moderate-Income criteria)

Public Infrastructure Fund (PIF) Allocation for 2025 Projects

Topic Summary

The Public Infrastructure Fund (PIF) Board recommended that the Board of County Commissioners (BOCC) approve funding allocations for three infrastructure projects in 2025 by postponing a previously approved Glen Cove project until 2026. This action reallocates $250,000, increasing the available 2025 PIF funding to $850,000 to proportionally fund all three high-priority project requests from the Port of Port Townsend/PUD, County Public Works, and the City of Port Townsend.

Key Points

  • Four projects totaling $1,048,000 were presented to the PIF Board for prospective funding from the originally planned $600,000 available in 2025.
  • To fund the prioritized projects, the PIF Board recommended delaying the Glen Cove funding project ($250,000) from 2025 to 2026, making a total of $850,000 available in 2025.
  • The recommended allocation of the $850,000 was based on proportional distribution of the available funds against the total $1,048,000 requested.
  • Funding Allocations (out of $850,000 total):
    1. Airport property acquisition and infrastructure (Port of Port Townsend/PUD): $486,641 (57.25% of request)
    2. Quilcene Complete Streets (Jefferson County Public Works): $202,767 (23.85% of request)
    3. Lawrence Street Complete Streets (City of Port Townsend): $160,592 (18.89% of request)
  • All three projects received reduced funding allocations compared to their original requests, totaling a reduction of $198,000 across the projects.

Financials

  • Originally Allocated PIF Funds for 2025: $600,000.
  • Delayed/Reallocated Funds (Glen Cove): $250,000.
  • Total Available PIF Funds for 2025: $850,000.
  • Total Funding Requested by All Applicants: $1,048,000 (This includes the Quilcene project initially requesting between $250,000 to $350,000, clarified here as $250,000).
  • The approval leads to three grant agreements totaling $850,000 paid from the Public Infrastructure Fund (Fund 306).
Project Amount Requested % of Total Request Recommended Allocation Reduction in Ask
Airport property acquisition and infrastructure $600,000 57.25% $486,641 $113,359
Quilcene Complete Streets $250,000 23.85% $202,767 $47,233
Lawrence Street Complete Streets $198,000 18.89% $160,592 $37,408
Total $1,048,000 100.00% $850,000 $198,000

Alternatives

  • The fourth project presented, "Jefferson County Culvert Rehabilitation" ($125,000), was not recommended for funding under this proportional allocation.

Community Input

  • Project presentations were made by representatives of the interested jurisdictions to the PIF Board.

Timeline

  • October 29, 2024: PIF Board met and made recommendations.
  • November 4, 2024: Agenda Request Date for BOCC Motion.
  • 2025: Funds to be awarded and utilized for the three approved projects.
  • 2026: Glen Cove funding project postponed to this year.

Next Steps

Approve the Motion delaying Glen Cove funding to 2026, making $250,000 available in 2025, and approving the funding recommendations totaling $850,000 for the three listed projects.

Sources

  • Heidi Eisenhour - Commissioner District No. 2
  • Mark McCauley - County Administrator
  • PIF Board (Public Infrastructure Fund Board)
  • Port of Port Townsend
  • Public Utilities District No. 1 (PUD)
  • Jefferson County Public Works
  • City of Port Townsend

Environmental Health Safety Consulting Services Agreement with PBS Engineering

Topic Summary

Jefferson County Public Health (JCPH), Environmental Health Division, requests approval of a Professional Services Agreement with PBS Engineering and Environmental LLC for safety consulting services, following an RFP process initiated in May 2024. The contract, valued at $18,812, covers reviewing field safety documents, observing field staff, developing Job Hazard Analyses (JHAs) for specific activities, and conducting annual safety refresher training through April 30, 2025.

Key Points

  • JCPH identified a need to review current Field Safety policies, Job Hazard Analyses (JHAs), field practices, and staff training in May 2024.
  • PBS Engineering and Environmental LLC was selected via an RFP process from the Municipal Research and Services Center (MRSC) roster, determined to be the lowest cost proposal that met the criteria.
  • Scope of Work (Exhibit A):
    • Task 1: Review Current Safety Documents (approx. 34 documents) for regulatory compliance. Estimated cost: $4,080.
    • Task 2: Observe Field Staff (up to four staff) during fieldwork to evaluate safety procedure adherence. Requires two trips from Seattle. Estimated cost: $2,280.
    • Task 3: Annual Health and Safety Training (up to 15 people) covering Heat Stress, Hazard Communication, Lifting/Carrying, PPE (including bloodborne pathogens and voluntary respirator training), and Physical Hazards (Slips/Trips/Falls). Estimated cost: $3,877 (note: does not include First Aid/CPR training).
    • Task 4: Develop Specific JHAs for Water Quality Monitoring (including cyanotoxins), Well Drilling/Inspecting, On-site Septic System work (installation/repair site evaluations, inspections, and pressure testing), and Pollution Prevention Assistance. Estimated cost: $5,440.

Financials

  • Total Contract Amount (Not to Exceed): $18,812.00
  • Total Estimated Costs (Tasks 1-4): $15,677
  • Total Estimated Costs Plus 20% Contingency: $18,812 (Contingency used for unforeseen conditions).
  • Funding Source: Environmental Public Health budget utilizing Foundational Public Health Services funds (Fund #127).
  • There is no impact to the County General Fund.

Alternatives

  • PBS can provide an estimate for First Aid and CPR training under a separate proposal, as it was excluded from Task 3.

Community Input

None specified.

Timeline

  • May 2024: JCPH identified need and requested proposals.
  • August 23, 2024: PBS submitted Exhibit A proposal.
  • Upon signature (between October 24, 2024, and November 4, 2024): Agreement commencement.
  • April 30, 2025: Agreement end date.
  • Invoices due by the 10th of the month for the previous month's expenses. Invoices not submitted within 60 days may be denied.

Next Steps

JCPH management requests Board approval of the $18,812 Professional Service Agreement with PBS Engineering.

Sources

  • Pinky Feria Mingo - Director of Environmental Public Health
  • Michael Dawson - Water Quality Manager (Contact Person)
  • Mark McCauley - County Administrator
  • PBS Engineering and Environmental LLC - Contractor
  • Janine N. White - PBS Senior EHS Compliance Specialist
  • Nasrin Bastami, Bruce Cassem, Chris Koslin - PBS Project Team

DSHS County Program Agreement: Data Security & Use of State Resources

Topic Summary

The Jefferson County Prosecuting Attorney is seeking approval for a new County Program Agreement with the Washington State Department of Social and Health Services (DSHS), Division of Child Support (DCS). This no-cost agreement, which covers the term July 1, 2024, through June 30, 2029, updates requirements for data security and the use of state resources by non-DSHS staff who perform Title IV-D Child Support Enforcement services.

Key Points

  • The Prosecuting Attorney provides Title IV-D Child Support Enforcement services on behalf of DCS.
  • County staff must access state systems, including Support Enforcement Management System (SEMS) and the Automated Client Eligibility System (ACES).
  • The agreement outlines stringent security requirements, including adherence to:
    • IRS Publication 1075 (including Exhibit 7 Safeguarding Contract Language).
    • DSHS IT Security Manual and DCS AP Section 10 (Information Security).
    • Requirements for background checks and disclosure awareness training for staff accessing Federal Tax Information (FTI).
  • Security Requirements:
    • County staff must use authorized equipment provided by DCS.
    • Staff must only access State Systems when physically within Washington State (with prior approval for access outside WA, never outside the U.S.).
    • Quarterly reports of system access by county staff must be generated and certified.
  • Incident Response requirements were updated in section 5.b.(4). Upon discovery of possible improper inspection or disclosure of FTI, staff must contact the IRS Office of Safeguards immediately, but no later than 24 hours after identification, and subsequently notify the DCS Director and Government Liaison.
  • The County agrees to comply with the IRS's Right to Audit the County's IV-D facilities and operations related to FTI usage.
  • The agreement includes provisions for data confidentiality (HIPAA, RCW 42.56.230, RCW 74.04.060), ensuring that client information is used strictly for Child Support Enforcement purposes.
  • County staff with ACES access must notify the ESA Operations Support Division Central Support Help Desk immediately if access is compromised or staff are terminated from employment.

Financials

  • Maximum Program Agreement Amount: No Payment.
  • No fiscal impacts are associated with this agreement.

Alternatives

None specified.

Community Input

None present.

Timeline

  • July 1, 2024: Agreement start date.
  • June 30, 2029: Agreement end date.
  • November 4, 2024: Agenda Request/Review Date.
  • Ongoing: DCS conducts an internal inspection every 18 months, as required by IRS Publication 1075.

Next Steps

Jefferson County Prosecuting Attorney requests the Board of County Commissioners approve the contract and delegate authority to James Kennedy to sign the contract on behalf of the County.

Sources

  • James Kennedy - Prosecuting Attorney (County Contact Name) (Authority to sign requested)
  • Serena Hart - DSHS Local Government Liaison (DSHS Contact Name)
  • Melissa Pleimann - Prosecuting Attorney Contact
  • Washington State Department of Social & Health Services (DSHS) / Division of Child Support (DCS)
  • Internal Revenue Service (IRS) Publication 1075
  • RCW 42.56, RCW 74.04, RCW 39.34 (Interlocal Cooperation Act)

Approval to Convene the Board of Equalization (BOE) for 2024 Property Tax Appeals

Topic Summary

The Jefferson County Board of Commissioners (BOCC) is requested to approve the convening of the County Board of Equalization (BOE) to hear property tax appeals for the year 2024. State law (RCW 8.48.010) permits the BOE to convene at any time, provided the number of filed petitions exceeds the statutory threshold (25, or 10% of the previous year's appeals, whichever is greater). The request confirms that this threshold has been met.

Key Points

  • RCW 84.48.010 authorizes the BOE to convene outside of its regular session period if the number of property tax appeal petitions filed exceeds 25, or 10% of the number of appeals filed in the preceding year, whichever is greater.
  • The motion requests approval to convene the BOE, confirming that the statutory requirements of RCW 84.48.010 have been satisfied.
  • The Assessor's Certificate of Assessment Rolls (dated November 1, 2024) indicates a total locally assessed value for the county is $9,718,092,127.00.
    • This includes Real Property ($9,644,099,138.00) and Personal Property ($73,992,989.00).
  • The Assessor's Certificate of New Construction Value (dated November 1, 2024) is certified at $88,568,284.00.

Financials

  • Fiscal Impact to the County (BOE Budget): The BOE (Fund 061) budget is currently $27,816.
  • BOE members receive a per diem of $100 for each day of attendance.
  • The BOE met an average of 20 days per year over the last three years.

Alternatives

None mentioned.

Community Input

None present.

Timeline

  • The resolution is to be approved and dated on November 4, 2024.
  • The BOE typically meets starting on July 15th or within fourteen days of the certification of assessment rolls (RCW 84.48.010). This motion is for convening outside that window.

Next Steps

Approve the request to convene the Board of Equalization for the purpose of hearing property tax appeals for the current year.

Sources

  • Carolyn Gallaway - Clerk of the Board
  • Jeff Chapman - Assessor
  • Mark McCauley - County Administrator
  • RCW 84.48.010

Electric Vehicle Charger Grant Workshop (WAEVCP 2023)

Topic Summary

Jefferson County (the County) has been conditionally awarded two grants under the Washington Electric Vehicle Charger Program (WAEVCP 2023) for 40 Level 2 (L2) ports and 6 stub-outs for fleet vehicle use at multiple worksites. This workshop reviews three options for implementation due to the project's tight deadline, significant unbudgeted financial match requirement ($102,000), and potential construction costs. Staff recommends proceeding by amending the existing contract with the vendor EVCS to offload the financial and logistical burden, despite incurring higher per-kilowatt-hour (kWh) charging rates.

Key Points

  • The grant award provides $306,000 in funding for up to 40 L2 charging ports and 6 stub-outs at 5 locations.
  • The grant requires a 25% match: $102,000.00, which is currently unscheduled and unbudgeted capital project funding.
  • The contract between the lead applicant (Clean and Prosperous Institute) and the State was signed August 9, 2024, with a mandatory project completion deadline of May 6, 2025 (270 days).
  • Option 1 (County Self-Implement): Accept the award. This requires the $102,000 match, along with considerable unknown construction costs (transformers, new service, labor). It is anticipated that up to 4 of the 5 locations would require $20,000-$25,000 transformers. The May 6, 2025 deadline is deemed "very difficult to meet" due to lead times for necessary components. Charging would occur at the PUD rate of 11 cents per kWh.
  • Option 2 (Contract with EVCS): Amend the existing contract with EVCS (with whom the County has existing agreements for other sites like the Community Center and Visitor Center).
    • EVCS assumes responsibility for the $102,000 match requirement, installation, maintenance, and grant reporting.
    • The County acts only as the site host. EVCS retains ownership of equipment at the end of the contract.
    • EVCS charges a rate of 29 cents per kWh for L2 ports, an increase of 18 cents per kWh over the PUD rate.
    • The financial analysis projects that charging a fleet of 40 vehicles (assuming 4 added annually over 10 years, charged 100 times per year) would cost the county $74,052 more over ten years under the EVCS rate compared to the PUD rate.
  • Option 3 (Decline Award): The County declines the $306,000 grant and pays full price for future installations. This eliminates the immediate match requirement but sacrifices a significant funding opportunity and requires addressing immediate fleet charging needs.
  • The County is already shifting its 100-vehicle light/medium fleet towards electric, citing the WA Clean Vehicle Program mandate for zero-emission vehicles by 2035 (with Sheriff's Office exemptions).
  • EV vehicle purchase cost variance analysis showed EVs (Mustang Mach-E and Ford Lightning) costing approximately $10,400 more than comparable Internal Combustion Engine (ICE) vehicles.

Financials

  • Grant Value: $306,000.
  • Required Match: $102,000.00 (25%).
  • PUD Rate: $0.11 per kWh.
  • EVCS Rate: $0.29 per kWh (18 cent variance).
  • Projected Cost Difference (Option 2 vs. PUD): Up to $74,052 over 10 years for a 40-vehicle fleet utilizing the chargers 100 times annually.
  • Transformer/Electrical Cost Estimate (Option 1): Approximately $45,000 per site needed (estimated 5 sites), totaling up to $225,000 for major electrical components before construction/material/labor costs.

Alternatives

The document lists three options (County Self-Implement, Contract with EVCS, or Decline Award). Staff recommendation is Option 2.

Community Input

None specified.

Timeline

  • December 1, 2023: Initial applications submitted.
  • February 28, 2024: Conditional award received.
  • August 9, 2024: Contract signed between lead applicant and state.
  • May 6, 2025: Project completion deadline.
  • November 4, 2024 (2:30 PM): Workshop date.

Next Steps

Central Services recommends amending the existing agreement with EVCS to include the additional 40 ports and 6 stubs, pending successful contract negotiation. The Board is asked to participate in the workshop and approve staff’s recommendation or provide guidance.

Sources

  • Shawn Frederick - Central Services Director
  • Mark McCauley - County Administrator
  • Washington Department of Ecology (WA Clean Vehicle Program)
  • Federal law and DSHS regulations for match (referenced in Attachment A of OWL360 contracts)
  • EVCS - Proposed Contractor
  • Jefferson PUD - Utility Provider

Workshop: 2024-2025 Mid-Biennium Review and Modification – General Fund

Topic Summary

A workshop is scheduled for the Board of County Commissioners to review and modify the General Fund budget for the 2024-2025 mid-biennium period. Elected officials and department directors have submitted ongoing and one-time requests totaling over $1.735 million. Due to fiscal prudence and emerging economic trends, staff analysis suggests the county will not be able to fund all requests, and recommendations will be presented to secure Board approval or guidance on which requests to fund.

Key Points

  • Total ongoing and one-time General Fund budget addition requests exceed $1.735 million.
  • The County Administrator and Finance Manager will discuss the revenue situation, noting that not all requests can be funded despite "robust" General Fund revenues and fund balance, due to the need for fiscal prudence and emerging trends.
  • The purpose of the workshop is to allow the County Administrator to recommend a budget that is likely to receive Board approval in December.

Financials

  • Total requests for additions to the General Fund budget: More than $1.735 million.
  • General Fund revenues and fund balance are described as "robust."

Alternatives

None specified.

Community Input

None present.

Timeline

  • November 4, 2024: Workshop Date.
  • December (YYYY): Expected month for the Board to approve the budget modifications.

Next Steps

The Board is requested to participate in the workshop and either approve staff’s recommendation or provide guidance for the mid-biennium General Fund budget modifications.

Sources

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

Proclamation: Operation Green Light for Veterans

Topic Summary

The Jefferson County Board of County Commissioners is considering approving a Proclamation designating the week of November 4-11, 2024, as "Operation Green Light for Veterans." The initiative, supported by the National Association of Counties (NACo) and NACVSO, encourages counties and residents to light their buildings green to show support, appreciation, and visibility for veterans transitioning to civilian life.

Key Points

  • The proclamation recognizes the 17.5 million veterans living in America’s counties and the stress often experienced during the transition from military to civilian life (44-72% experience high levels of stress).
  • Active Military Service Members are at high risk for suicide during their first year following military service.
  • The initiative encourages county governments and residents to light buildings green from November 4 to November 11, 2024.
  • This is intended to let veterans know they are seen, appreciated, and supported.
  • The Proclamation mandates that the BOCC, by resolution, proclaim November 4-11, 2024, as OPERATION GREENLIGHT.

Financials

  • There is no fiscal impact to Jefferson County.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • November 4, 2024: Agenda/Approval Date.
  • November 4 – 11, 2024: Period of "Operation Green Light."

Next Steps

Approve the Proclamation.

Sources

  • Adiel McKnight - Executive Assistant
  • Mark McCauley - County Administrator
  • National Association of Counties (NACo)
  • National Association of Counties Veteran Service Officers (NACVSO)

Open Space Tax Applications Hearing (Current Use Assessment)

Topic Summary

The Department of Community Development (DCD) requests the Board of County Commissioners (BOCC) hold a public hearing on November 18, 2024, to review three pending applications (CUA2022-00002, CUA2024-00001, CUA2024-00002) for the Current Use Open Space Tax Program. This follows the repeal of the requirement for the Hearing Examiner to hold these required public hearings (per Resolution 50-0916-24R, signed September 16, 2024). DCD has evaluated the properties using the Public Benefit Rating System (PBRS) to determine the recommendation for approval/denial and the corresponding property tax benefit.

Key Points

  • The Open Space Taxation Act (1970) allows property owners to have specific lands valued at current use rather than highest and best use, providing a property tax reduction as an incentive for preservation.
  • The BOCC recently removed the requirement for the Hearing Examiner to hold the public hearing and make a recommendation on these applications via Resolution 50-0916-24R (September 16, 2024).
  • DCD evaluates properties using the PBRS, while the Assessor determines the potential tax reduction percentage based on points achieved.
  • A minimum of 5 points and a maximum of 12 points are required to qualify for a tax reduction under the PBRS.
  • DCD Staff Recommendations for Approval (Total points/Tax Benefit % of market value):
    • CUA2022-00002 (Hood Canal Salmon Enhancement Group/HCSEG): 12 points awarded (4 for High Priority Resources, 3 for Access, 6 for TDR - 12 points maximum allowed). Requires public access signage as a condition of approval. Tax benefit: 10% of market value.
    • CUA2024-00001 (Zuker): 9 points awarded (2 for High Priority Resources, 6 for TDR, 1 for County Policy Goals). Tax benefit: 30% of market value, applicable only to the 20.5-acre conservation easement site.
    • CUA2024-00002 (Thorndyke LLC): 12 points awarded (2 for High Priority Shorelines, 11 for Undisturbed Shoreland Buffers - 12 points maximum allowed). Condition of approval: buffer must remain an undisturbed zone of native vegetation, at least 200 feet wide and deep. Tax benefit: 10% of market value.
  • All applicants must receive certification of "no delinquent property tax" prior to approval.

Financials

  • The request has no immediate fiscal impact.
  • Approval of applications results in a fiscal impact to the assessed property tax of the subject parcels (tax reduction).
  • The tax benefit is determined by the total PBRS points: 12 points = 10% market value assessment; 9 points = 30% market value assessment.
  • The BOE fund (Fund 061) budget is $27,816.

Alternatives

  • The BOCC may deny the applications based on the hearing outcome.

Community Input

  • A public hearing is scheduled for November 18, 2024, at 11:15 a.m.
  • Notice of the hearing was published on November 6, 2024.
  • Written testimony is invited. As of November 1, no comments from the public had been received.

Timeline

  • August 5, 2024: BOCC heard presentation on amending Open Space Tax Program resolution.
  • September 16, 2024: Resolution 50-0916-24R signed, removing Hearing Examiner requirement.
  • November 6, 2024: Public notice published.
  • November 18, 2024: Proposed date for public hearing (11:15 a.m.), presentation of staff report, testimony, and action (approve/deny).

Next Steps

The Board of Commissioners is recommended to approve the attached notice for publication and review the staff report prior to the public hearing.

Sources

  • David Wayne Johnson - Associate Planner DCD (Project Planner)
  • Josh Peters - DCD Director
  • Jefferson County Assessor
  • Hood Canal Salmon Enhancement Group (HCSEG) - Applicant CUA2022-00002
  • Zoe Zuker & Eugene Allday - Applicant CUA2024-00001
  • Thorndyke LLC - Applicant CUA2024-00002
  • RCW 84.34 (Open Space Taxation Act)
  • Resolution No. 82-91 & 75-95 (Jefferson County Open Space Tax Program)

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