PACKET: Commissioners Meeting at Mon, Dec 09, 09:00 AM

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ANALYSIS OF JEFFERSON COUNTY MEETING PACKET

2025 Lodging Tax (LTAC) Funding Recommendations

Topic Summary

The Board of County Commissioners (BoCC) is requested to take action confirming the 2025 Lodging Tax Funding allocations recommended by the Lodging Tax Advisory Committee (LTAC). The LTAC reviewed proposals submitted through a Request for Proposals (RFP) process. The total recommended expenditure for 15 proposals is $767,861, plus $15,051 for capital contingency and administrative costs, totaling $782,912.

Key Points

  • The LTAC Committee met on November 22, 2024, to review presentations for the 2025 LTAC RFP proposals.
  • The total amount available for 2025 LTAC funding is $900,000.
  • The sum of recommended awards ($767,861) plus contingency and administrative costs ($15,051) totals $782,912.
  • Out of $1,298,332.68 requested, $767,861 was awarded to 13 distinct projects (excluding capital/admin costs).
  • Four projects were awarded $0: Tourism Coordination Council (TCC), Olympic Peninsula Culinary Loop Tourism Association, Olympic Peninsula Gateway Visitor Center, and Olympic Peninsula Visitor Bureau.
  • Public Facilities District (PFD) Seed Funding requested $160,000 but was awarded $20,000.
  • North Hood Canal Chamber of Commerce requested $212,000 but was awarded $50,000.

Financials

  • Total Requested: $1,298,332.68
  • Total Awarded (Projects): $767,861.00
  • Annual Capital Contingency Allocation: $10,000.00
  • County Staff Costs: $5,051.00
  • Total Recommended Allocation: $782,912.00
  • Available Funds for 2025: $900,000
  • Funding source: Hotel Motel tax fund expenditures.
Project Amount Requested Amount Awarded
Jefferson County Farmer’s Markets $24,213.20 $24,214.00
Quilcene Historical Museum $91,500.00 $91,500.00
Public Facilities District (PFD) Seed Funding $160,000.00 $20,000.00
Tourism Coordination Council (TCC) $97,472.48 $0.00
Jefferson County Parks and Recreation $50,000.00 $50,000.00
Peninsula Trails Coalition $35,700.00 $35,700.00
Forks Chamber of Commerce $61,297.00 $61,297.00
Jefferson County Historical Society $84,550.00 $84,550.00
Wooden Boat Foundation $45,000.00 $45,000.00
Quilcene Fair & Parade Association $10,000.00 $10,000.00
Olympic Peninsula Culinary Loop Tourism Association $17,100.00 $17,100.00
Olympic Peninsula Gateway Visitor Center $140,500.00 $140,500.00
Quimper Events Collective $28,500.00 $28,500.00
North Hood Canal Chamber of Commerce $212,000.00 $50,000.00
Olympic Peninsula Visitor Bureau $109,500.00 $109,500.00

(Note: The financial table attached to the initial agenda request has discrepancies in the "Amount Awarded" column (totaling $767,861) versus the individual amounts listed for Olympic Peninsula Gateway Visitor Center ($140,500 listed as awarded), Quilcene Historical Musuem ($91,500 listed as awarded), and Olympic Peninsula Visitor Bureau ($109,500 listed as awarded), which when included would likely exceed the $767,861 awarded total. The second table later in the document showing Commissioner Brotherton's proposal corrects these discrepancies by awarding these projects $0.)

Alternatives

  • Commissioner Greg Brotherton presented a separate recommendation that cancels all destination marketing funding and instead funds event marketing and destination development, leaving money for a mid-biennium LTAC RFP.
  • Brotherton's proposal directs the County Administrator to arrange a two-year contract for management of the Gateway Visitor Center with the North Hood Canal Chamber of Commerce, terminating the existing contract around December 31, 2024.
  • Brotherton's proposed total allocation is $515,812.00, reserving $384,188.00 of the available $900,000.

Community Input

None specified.

Timeline

  • November 22, 2024: LTAC Committee met to review proposals.
  • December 9, 2024: Board of County Commissioners Agenda Request Date and Discussion/Potential Action Date.
  • December 31, 2024 (On or around): Proposed termination date for existing Gateway Visitor Center contract (per Brotherton's memo).
  • BoCC recommends giving the LTAC 45 days to comment on the BoCC’s proposed allocations after initial action is taken.

Next Steps

The Board is asked to review the LTAC recommendations and consider action to affirm the 2025 Hotel Motel fund expenditures as recommended.

Sources

  • Adiel McKnight - Deputy Clerk of the Board
  • Mark McCauley - County Administrator
  • Greg Brotherton - Commissioner/PFD/TCC Applicant

Courthouse Elevator Modernization

Topic Summary

The County is proposing to modernize the Jefferson County Courthouse elevator, which is nearing the end of its expected mechanical life. The project aims to improve reliability, comply with current seismic codes, reduce energy consumption, and upgrade fire and life safety systems. Central Services is seeking approval to issue a Call for Bids for the complete modernization project, estimated to cost $450,000.

Key Points

  • The modernization is necessary because replacement parts for the existing control system are difficult to find, and the elevator needs upgrades to comply with current seismic code.
  • Upgrades will improve reliability, add a new controller for better in-car communication, and include backup power for emergencies.
  • The existing elevator is Geared (Traction), 200 feet per minute (fpm), 4000 lb. capacity, with 4 stops. It was previously modernized years ago with swift controls.
  • The scope of work requires the contractor to manage and coordinate all subcontractors (Engineering, Electrical, HVAC, Fire System/Smoke Sensors, etc.) to deliver a "turn key product."
  • The project must be completed prior to December 1, 2025, with a $100 per day fee specified for late completion.
  • Bids must include: cover letter, scope of work, timeline (in calendar weeks), warranty, preventative maintenance plan, list of excluded work/County provisioned items, cost for temporary use/inspection/turnover, description of IT Platform, past 5 years project list, mobilization costs, and 9.4% tax with total cost.

Financials

  • Estimated cost for complete modernization: $450,000.
  • Contractors must submit a surety bond, postal money order, cash, cashier’s check or certified check, payable to the Treasurer of Jefferson County, valued at five (5%) percent of the bid amount.
  • A Project Surety bond for 100% of the contract price is required of the successful bidder within ten calendar days of the award.

Alternatives

None specified.

Community Input

  • Interested persons can attend the sealed bid opening.
  • The project bid is listed under Bid Number: 2020545, Category: Facilities Bid Opportunities.

Timeline

  • December 9, 2024: Agenda Request Date, Board requested to approve Call for Bids.
  • December 18, 2024: Original planned Bid Opening date (per Recommendation section, but subsequent notice gives a later date).
  • December 18, 2024: Bid Notice Publication Date.
  • December 30, 2024 (9:00 AM or 2:00 PM): Mandatory on-site visit date option.
  • January 13, 2025 (9:00 AM or 2:00 PM): Mandatory on-site visit date option.
  • January 16, 2025: Deadline for submitting all questions for response.
  • January 27, 2025 (2:00 PM): Deadline for sealed bids submission; sealed bids to be opened publicly afterwards.
  • December 1, 2025: Deadline for project completion.

Next Steps

Approve and sign the Call for Bids document to allow Central Services to begin advertising.

Sources

  • Shawn Frederick
  • Mark McCauley - County Administrator
  • Matthew Court (Contact for on-site visit sign-ups and questions)

Establishing Separate Office of the Coroner (Ordinance)

Topic Summary

Jefferson County proposes adopting an ordinance to establish a separate, appointed office of the coroner, thereby replacing the historical system where the Prosecuting Attorney served as ex officio coroner. This change is necessitated by amendments to RCW 36.16.030, effective January 1, 2025, prohibiting the Prosecutor from serving this dual role in small counties. The proposed ordinance is presented as the most cost-effective option and includes establishing procedures for an appointed, non-lawyer coroner.

Key Points

  • State law (RCW 36.16.030) prohibits the Prosecuting Attorney from serving as ex officio coroner starting January 1, 2025.
  • The statute requires small counties (under 40,000 population) to establish a separate coroner's office, either elected, via interlocal agreement, or appointed non-lawyer (as proposed).
  • The Board determined electing a separate official would incur "additional expense," and an interlocal agreement presents "geographical impediments."
  • The ordinance formalizes the creation of the separate coroner's office and establishes procedures for an appointed coroner.
  • The coroner is appointed by a majority vote of the Board of County Commissioners with the advice of the County Prosecutor, serves at the pleasure of the Board (at will employee), and compensation/terms are set by employment contract.
  • Duties include: certifying manner of death, signing death certificates, determining need for autopsies (seeking PA advice), investigating violent/accidental/unattended deaths, and performing all statutory duties (Chapters 36.24 and 68.50 RCW).
  • The ordinance mandates that neither the coroner nor deputies shall appear or practice as an attorney (RCW 36.24.170).
  • The ordinance also updates Chapter 2.15 JCC, which now covers "Coroner’s Office and Handling Unclaimed Remains of Indigent Persons" under two separate articles.

Financials

  • The minimum budget increase going forward for this separate Coroner’s Office is estimated to increase by $18,000.00 from prior budgets.

Alternatives

  • Automatically establishing a separate elected office (rejected due to expense).
  • Creating an interlocal agreement with a neighboring county for death investigation services (rejected due to geographical impediments).

Community Input

  • A public hearing is scheduled for December 23, 2024, at 10:30 a.m.
  • Written testimony is invited from December 9, 2024, through the end of the public hearing on December 23, 2024.

Timeline

  • August 22, 2024: Attorney General’s Opinion issued interpreting statutory changes.
  • October 7, 2024: Board held a second workshop discussing the AG's opinion.
  • January 1, 2025: Effective date of the amended RCW 36.16.030.
  • December 11 & 18, 2024: Hearing Notice to be published two times.
  • December 23, 2024 (10:30 a.m.): Public hearing scheduled for adoption of the Coroner Code.
  • December 31, 2024 (11:59 p.m.): Effective date of the ordinance.

Next Steps

Approve the attached hearing notice for publication. The previously scheduled hearing notice is cancelled.

Sources

  • James Kennedy - Prosecuting Attorney
  • Melissa Pleimann - Deputy Prosecuting Attorney
  • Mark McCauley - County Administrator
  • Kate Dean - Chair
  • Revised Code of Washington (RCW) 36.16.030, 36.24, 68.50
  • Attorney General’s Opinion, dated August 22, 2024

Final Approval of Mitchell Street and Duffy Avenue Rights-of-Way Vacation

Topic Summary

The Board of County Commissioners (BoCC) is requested to adopt a resolution granting final approval for the vacation of portions of the platted Mitchell Street and Duffy Avenue rights-of-way. This decision follows the petitioners' compliance with all required conditions previously established by Resolution 58-1028-24R, including the full payment to the county for the value of the vacated land and associated fees.

Key Points

  • The vacation involves portions of platted Mitchell Street and Duffy Avenue rights-of-way, located northwest of Thorndyke Road (County Road No. 418708) in the Goodfellow Manhattan Beach Tracts plat.
  • The vacation was requested by petitioners Robert Zimmermann and Elizabeth Orling.
  • The BoCC issued an Intent to Vacate (Resolution 58-1028-24R) on October 28, 2024, subject to conditions that the petitioners had one year to meet.
  • The Public Works Department confirmed that all required conditions have been met.
  • The petitioners are responsible for paying the costs to record the resolution of final approval.

Financials

  • Compensation paid by the Petitioners for the value of the rights-of-way was $10,500, which will be deposited into the county road fund in accordance with JCC 12.10.120.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • October 28, 2024: BoCC adopted Resolution 58-1028-24R expressing Intent to Vacate.
  • December 9, 2024: Agenda Date for Final Approval Resolution.
  • The resolution takes effect and is in full force on the date it is recorded with the Jefferson County Auditor.

Next Steps

The Board is requested to sign the attached Resolution for final approval and return it to Public Works for further processing.

Sources

  • Monte Reinders - Public Works Director/County Engineer
  • Colette Kostelec, P.E. - Right-of-Way Representative
  • Petitioners: Robert Zimmermann and Elizabeth Orling
  • RCW 36.87, JCC 12.10

Certifying 2025 Tax Levies for Collection

Topic Summary

The Board of County Commissioners is legally required by RCW 84.52.070 to certify the tax levies submitted by various taxing districts to the Assessor for collection in the year 2025. This resolution adopts the district budgets and levy amounts as set forth in Exhibit A, certifying them to the Assessor. The Board’s role is ministerial regarding the accuracy of information, as district budgets were established following their own public hearings or prior resolutions/ballots.

Key Points

  • The Board must certify the levies pursuant to RCW 84.52.070.
  • Exhibit A lists Submittal of Taxing Districts' Resolutions, Budgets, and 2025 Levy Requests for dozens of districts including Ports, PUDs, Hospitals, Cemeteries, Fire Districts (including EMS), and School Districts.
  • Fire District general levies and EMS levies often have separate resolutions and certified amounts.
  • Many districts are authorizing a 1% increase in their regular property tax levy over the previous year, exclusive of increases resulting from new construction and state-assessed property value increases (RCW 84.55.120).

Financials

  • Port of Port Townsend: Certifying two levies for 2025 collection:
    • Regular Levy: Max amount $1,145,498.86 (plus $4,501.14 refund levy) for Total of $1,150,000. This levy authorizes a 1% increase ($11,232.99) from the previous year.
    • Industrial Development District (IDD) Levy (Resolution 828-24): Max amount $2,623,788.42 (plus $10,500.58 refund levy) for Total of $2,634,289. This levy is the same amount authorized for the 2023 and 2024 IDD levy rates. The estimated rate is $0.2684 per $1,000 of assessed value.
  • Jefferson County PUD No. 1: Authorizing a 0% increase in the regular property tax levy (excluding new construction/exempt increases). Max amount $607,583.32 (plus $2,416.68 refund levy) for Total of $610,000.
  • Jefferson County Rural Library District (JCRLD): Authorizing a 1% increase ($19,671.39) for a regular property tax levy of $1,986,810.65. The budget resolution (24-14) authorizes a total regular levy of $2,099,000.00 (including $6,245.52 refunds).
  • City of Port Townsend: Certifying three levies for 2025 collection:
    • Regular General: Max amount $2,658,527.86 (plus $16,472.14 refund levy) for Total $2,675,000.00 (1% increase/$25,989 over prior year's $2,598,908.00).
    • Library: Max amount $1,252,340.24 (plus $7,159.76 refund levy) for Total $1,259,500.00 (1% increase/$12,190 over prior year's $1,219,026.00).
    • Excess Mountain View: Total $150,000.
  • Public Hospital District #1 (Forks): Budgeted Tax Levy of $25,250.00 for general fund purposes. Total Revenues: $453,140.00. Total Expenses: $453,140.00, including $375,640.00 for Equipment and $48,000.00 for Unallocated Grants.
  • Public Hospital District No. 2: Authorizing a 1% increase ($5,284.52) for a regular levy of $533,736.12. Max amount $544,874.08 (plus $2,125.92 refund levy) for Total $547,000.
  • Jefferson County Parks and Recreational District #1: Authorizing a 9.7% increase ($3,000.00 over $31,000.00 prior year) for total regular levy of $33,871.55 (plus $128.45 refund levy) for Total $34,000.00.
  • Jefferson County Cemetery District #1: Authorizing a 1% increase ($51) over prior year's $5,101 levy. Budgeted Property Tax Revenue: $5,104. Total Expenditures: $16,584.
  • Jefferson County Cemetery District #2: Authorizing a 1% increase ($155.22) over prior year's $15,521.89 levy. Max amount $15,879.88 (plus $20.12 refund levy) for Total $15,900.
  • Jefferson County Cemetery District No. 3 (Gardiner): Budgeted Property Tax/Levy Revenue: $4,000.00 (same as 2024). Total 2025 Expenditures: $18,700.00 (down from $33,700.00 in 2024). Professional Services expenditure budget increased from $4,500 (2024) to $5,500 (2025).
  • Jefferson County Fire Protection District No. 1: Authorizing a 1% increase for both General Levy ($102,021.80 increase to $10,304,202.29) and EMS Levy ($39,014.62 increase to $3,940,476.50).
  • Jefferson County Fire Protection District No. 2: Authorizing a 1% increase for General Fire Levy ($4,999.32 increase to $504,931.44) and EMS Levy ($2,839.97 increase to $286,836.76).
  • Jefferson County Fire Protection District No. 4: Authorizing a 1% increase for General Levy ($6,554.53 increase to $662,007.64) and EMS Levy ($2,191.10 increase to $221,300.66). Maximum budgeted amounts total $673,000 (General), $140,000 (Bond), and $228,000 (EMS).
  • Jefferson County Fire Protection District No. 5: Authorizing a 1% increase for General Levy ($1,290.79 increase to $130,369.52). The EMS levy was amended to utilize 3.5% banked capacity for an overall 4.5% increase, setting the 2025 levy at $59,841.69 ($2,576.91 overall increase). Total Taxes Required: $245,900.00.
  • JCFPD #7: Authorizing a 30% increase ($450.00 over $1,459.98 prior year) for a General Levy of $2,000.00.
  • Clallam Co Fire Dist 3/Jefferson Co Fire D8: Authorizing a 1% increase ($104,613.67 for a total of $10,720,544.51) for the General levy and a 1% increase for the EMS levy ($33,240.37 for a total of $3,406,790.23).
  • School Districts (Excess Levies certified by OESD No. 114):
    • Brinnon SD #046 (Enrichment): $291,740 (+$4,341.04 Refunds) = $296,081.04
    • Chimacum SD #049 (Enrichment/Cap Projects): $2,242,704 (+$20,596.13 Refunds) + $2,325,000 (+$12,669.52 Refunds) = $4,599,069.65 total excess
    • Port Townsend SD #050 (Enrichment/Bond/Cap Projects): $3,525,000 (+$45,035.43 Refunds) + $2,883,000 (+$36,390.82 Refunds) + $2,000,000 (+$22,484.41 Refunds) = $8,566,910.66 total excess
    • Queets Clearwater SD #020 (Enrichment): $85,000
    • Quilcene SD #048 (Enrichment): $904,537 (+$3,598.42 Refunds) = $908,135.42
    • Quillayute Valley SD #402 (EP&O/Debt Service): $714,304 (General Fund EP&O) + $1,242,200 (Debt Service Fund) = $1,956,504 total excess (excluding refunds).
    • Sequim SD #323 (General Fund E P & O/Capital Projects): $7,718,191 (E P & O) and $3,862,115 (Capital Projects).

Alternatives

None specified.

Community Input

None specified (Public hearings were conducted by the individual taxing districts prior to this certification submission).

Timeline

  • November 30 (or earlier): Deadline for districts to submit to county legislative authority.
  • December 9, 2024: Agenda Date; Board to consider approval.
  • 2025: Year of tax collection.

Next Steps

Approve Resolution Certifying the Levies for Collection of Taxes in the Year 2025 to the Assessor.

Sources

  • Adiel McKnight - Deputy Clerk of the Board
  • Mark McCauley - County Administrator
  • Taxing District officials (listed on Levy Certification forms)
  • RCW 84.52.070, RCW 84.55.120, RCW 53.36.160

Oak Bay Campground Camp Host Agreement (Terry & Susan Taylor)

Topic Summary

Jefferson County Public Works, Parks and Recreation requests approval of a seven-month volunteer camp host agreement with Terry and Susan Taylor for the Upper and Lower Oak Bay Campgrounds in 2025. The hosts, who previously served in 2024, provide essential services like cleaning, customer service, and payment monitoring, valued at $8,835 against which they receive in-kind compensation.

Key Points

  • The agreement is with Terry Taylor and Susan Cartmel Taylor (Camp Hosts) for services at Upper and Lower Oak Bay Campground.
  • The hosts will serve for a 7-month term, from April 1, 2025, to October 31, 2025.
  • The hosts are classified as independent contractors, not County employees, but the County carries industrial insurance coverage on them.
  • Duties include: cleaning restrooms, preparing campsites, greeting campers, providing local info, checking for payment (using the ParkMobile system successfully implemented in 2024), and educating users on rules.
  • Hosts are on-duty 5 days/week (Thursday through Monday), 11:00 am to 8:00 pm, with short-term coming and going expected. They are off-duty Tuesday and Wednesday.
  • Total weekly workload (not including passive monitoring) is 16 person hours per week.
  • Hosts are prohibited from making contracts for or on behalf of the County without written consent.
  • Enforcement Guideline Note: Law enforcement is to be done by the Jefferson County Sheriff, not the Camp Hosts. Hosts may ask users to correct minor situations but are prohibited from further contact if compliance is not prompt after one friendly reminder. In an emergency, call 911 first.
  • Required training (to be provided by County at County's expense): First Aid/CPR, and Blood Borne Pathogen Safety.
  • Hosts must pass a Washington State Patrol fingerprint identity and criminal history check prior to beginning duties.

Financials

  • The services provided are valued at $8,835 for the term of the agreement, based on a rate of $17.81/hour.
  • Compensation is in-kind:
    • Campsite 1 (Upper Oak Bay) with water, power, and garbage service: Value $6,510 for the term.
    • Mobile RV septic pumping service, not to exceed $300 per every 4 weeks: Value $2,325.
  • Total compensation value is $8,835, offsetting the value of work performed.
  • No revenue or expenditure amounts are listed on the Contract Review Form (Expenditure: na, Revenue: na).

Alternatives

The continuation of this established program is presented as a "long-term success." No formal alternatives are noted.

Community Input

  • The ParkMobile system implemented in 2024 was "greatly appreciated by campers and staff alike."
  • The camp hosts receive annual training on harassment/discrimination and ethics policies (Section SIXTEEN).

Timeline

  • December 9, 2024: Agenda/Approval Date.
  • April 1, 2025: Commencement of Agreement Term.
  • October 31, 2025: End of Agreement Term.

Next Steps

Approve the agreement and return three signed copies to Public Works.

Sources

  • Monte Reinders - Public Works Director/County Engineer
  • Matt Tyler - Public Works, Parks and Recreation
  • Terry Taylor and Susan Cartmel Taylor - Camp Hosts

Courthouse and Irondale Parks Basketball Court Resurfacing

Topic Summary

The County proposes contracting with Agate Asphalt/New Line Striping to resurface the basketball courts and replace the goals at Courthouse Park and Irondale Community Park. This project, costing $38,612.83, is the planned second year of expenditures fully funded by a $82,823 Local Parks Deferred Maintenance (LPM) Grant from the Recreation and Conservation Office (RCO).

Key Points

  • The project utilizes the second year (2025) funding of a two-year LPM Grant from RCO.
  • The scope consists of resurfacing the court area and replacing the goals for the basketball courts at Courthouse Park and Irondale Community Park.
  • Resurfacing the courts is identified as deferred maintenance in the 2022 Parks & Recreation Comprehensive Plan's Capital Improvement Plan, which lists 43 deferred maintenance projects valued at $3,868,000.
  • The lifespan of the re-surfacing is expected to last 10 to 15 years.
  • The scope of work includes: preparing courts, repairing cracks, filling depressions, priming concrete (Irondale only), applying re-surfacer, applying two color coats, and applying lines.
  • Color Schemes:
    • Courthouse Park: NOVA Red (keys, free throw circle, center circle, and border) and NOVA Grass Green (everywhere else).
    • Irondale Community Park: NOVA Stadium Blue (keys, free throw circle, center circle, & border) and Grass Green (everywhere else).
  • The Irondale court is a concrete pad (78' x 58') that has never been coated.

Financials

  • Total contract amount: $38,612.83.
  • Total LPM Grant value over two years: $82,823.
    • Year 1 (2024): $41,372
    • Year 2 (2025): $41,451
  • The resurfacing contract cost ($38,612.83) is entirely covered by the grant.
  • No matching funds are required for the LPM grant program.
  • Funding is allocated from Fund #175 (County Parks Improvement Fund).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • December 9, 2024: Agenda/Approval Date.
  • December 9, 2024 to June 30, 2025: Contract term.
  • Work completion timeline: within 60 calendar days after the Notice to Proceed to the point of Substantial Completion.

Next Steps

Sign three copies of the contract and return two to Public Works.

Sources

  • Monte Reinders - Public Works Director/County Engineer
  • Matt Tyler - Public Works, Parks and Recreation
  • Contractor: Agate Asphalt/New Line Striping (Clayton Hallum)
  • Recreation and Conservation Office (RCO) - Grantor

2024-2025 Mid-Biennium Budget Review and Modification

Topic Summary

The Board of County Commissioners will hold a public hearing on the Recommended 2024-2025 Mid-biennium Review and Modification, which updates financial plans for the General Fund and Other Funds, adopts the 2025 Road Construction Program, the 2025 County Capital Improvement Program, and Central Services 2025 Cost Allocation Plans. The budget reflects economic buoyancy, demonstrated by robust sales tax and investment income, allowing for updated employee compensation and enhancements across departments while maintaining healthy reserves.

Key Points

Budget Overview & Strategy

  • The budget updates incorporate: ratified bargaining agreements; a 1.5% increase for non-salary/benefits; balanced budgets; and maintenance of recommended reserves (15% of General Fund Expenditures).
  • The General Fund expenditure budget is projected to be larger than its revenue budget, relying on historical underspending (up to 6.4%) to balance projections.
  • The County projects "sailing relatively calm waters" with strong revenue streams (especially sales tax and high PILT revenue of over $1.9 million).
  • Improved compensation and benefits are included for all seven bargaining units.
  • Estimated 2025 Budget Totals: All Funds Revenue: $100,432,349; All Funds Expenditure: $114,464,342.
  • General Fund 2025: Revenue: $26,846,321; Expenditure: $30,245,152 (Requiring reliance on carryover and underspending).
  • Projections (5-Year Model): The General Fund Ending Fund Balance is projected to remain above the 15% Recommended Reserves through 2029.

Key Budget Amendments (2025)

Total General Fund Adds: $1,308,656 ($204,861 Base; $1,103,795 One-Time). - Auditor: +$10,580 (Postage increase). - Human Resources: +$40,000 (One-Time) for County Employee training. - Prosecuting Attorney: +$1,411 (Software - Lexis Nexis price increase). - Coroner: +$18,360 (Up to 3% increase, new coroner duties). This aligns with the necessary $18,000 increase for the new appointed coroner's office. - Sheriff: +$140,000 for South County Deputy Salaries & Benefits ($140,367). - Operating Transfers: +$1,013,795 (One-Time) - Major increases include: DCD Transfer +$815,000 (General Fund Transfer to Department of Community Development, $1,265,000 total). - Superior Court: +$30,000 to increase use of Court Commissioners. - Non-departmental: +$50,000 (One-Time) for Production Alliance Partnership.

Other Funds Highlights

  • Road Fund (Fund 180): 2025 budget is larger than normal, reflecting $7.8 million in grant revenue and related construction activity.
  • The Road Fund diversion of property tax to the General Fund will be reduced from $620,000 (2024) to $520,000 (2025). This aligns with the estimated cost for traffic law enforcement by the Sheriff.
  • Tri-Area Sewer Fund (Fund 405): Budget of $15.6 million reflects robust construction activity; treatment plant expected to begin operation around May 2025.
  • Community Development (Fund 143): General Fund transfer increased by $815,000 for 2025 to fund professional services related to the 2025 Comprehensive Plan Update and other extraordinary activities.

Major Challenges/Risks

  • Road Fund: Structural revenue challenges persist due to property tax growth limitations not keeping pace with inflation and reduced Motor Vehicle Fuel Tax revenue from electric vehicles.
  • General Fund: Expected fall in key revenues (investment income, DNR timber revenues) next year places increasing pressure on the fund.
  • Indigent Defense: A looming threat is potential change in case load standards, which could substantially increase the County’s indigent defense costs (currently near $1 million, with the state contributing only $32,000).

Financials

Fund/Item 2025 Budgeted Revenues 2025 Budgeted Expenditures Notes
General Fund $26,846,321 $30,245,152 Includes transfers and revenue reliance on historical underspending.
All Other Funds $73,586,028 $84,219,190 Includes Road, Sewer, etc.
Total All Funds $100,432,349 $114,464,342
Road Fund (Fund 180) $15,571,764 $16,833,390 Reflects $7.8M in grant revenue; Loan balance $390k (original $650k).
Tri-Area Sewer Fund (Fund 405) $15,801,766 $15,563,725
Affordable Housing (Fund 148 - 1/10th of 1% sales tax) $815,000 $1,400,000 Provides ~$700k/year revenue.
DCD General Fund Transfer (Fund 143) $1,265,000 (Trans. In) Increased by $815,000 in 2025.
Road Fund Diversion to GF N/A $520,000 (to GF revenue) Reduced from $620,000 in 2024.

Alternatives

  • Budget strategies include attempts to address the structural funding gap in the Road Fund (reducing GF diversion, increasing Secure Rural Schools/PILT, considering Transportation Benefit District).
  • No formal rejected alternatives mentioned outside of the established strategy.

Community Input

  • A public hearing is scheduled for December 9, 2024, at 10:15 a.m. for public testimony.

Timeline

  • July 22, 2024: Objectives and Procedures Resolution adopted (No. 41-0722-24R).
  • August 1, 2024: County Auditor Budget Call.
  • September 3, 2024: Department/elected office budgets submitted.
  • October 14, 2024: Budget presentations to BOCC.
  • November 4, 2024: BOCC budget workshop; Recommended budget available.
  • December 9, 2024 (10:15 a.m.): Budget Hearing.
  • December 16, 2024: Tentative date for Budget Adoption.
  • May 2025 (Expected): Tri-Area Sewer Treatment Plant begins operation.
  • December 31, 2026: Intergovernmental Collaboration Group (ICG) extension ends.

Next Steps

Hold the Public Hearing, take public testimony, and deliberate on the resolution for adoption on December 16, 2024.

Sources

  • Mark McCauley - County Administrator
  • Judy Shepherd - Finance Director
  • Jeff Chapman, Carolyn Gallaway, Brenda Huntingford, Sarah Melancon, Stacie Prada, Noeme Riddle, Veronica Shaw, Jenn Mitchell, Renee Talley, Cathy Taylor - Staff contributors.
  • Shawn Frederick - Central Services Director (new Director listed).
  • Kate Dean - Chair (seeking farewell).
  • Heather Dudley-Nollette - Incoming Commissioner (Kate Dean's replacement).
  • RCW 36.01.050, 36.40, 84.52.070 (cited in resolution documents).

Fourth Quarter 2024 Budget Appropriations/Extensions

Topic Summary

Various County departments have submitted requests for budget appropriations and extensions for the fourth quarter of 2024, totaling $1,382,406 in expenditures against $609,406 in specific revenues. Key items include a cash flow transfer of $300,000 from the General Fund to the Department of Community Development (DCD), and salary/benefit increases due to newly ratified collective bargaining agreements (CBA) in Central Services and the Auditor's office.

Key Points

  • A public hearing is required by RCW 36.40.140 for these proposed 4th Quarter 2024 budget changes.
  • General Fund (GF) Appropriations: Total Expense: $541,847; Total Revenue: $59,406.
    • Operating Transfers (GF): $300,000 one-time transfer to DCD (Fund 143) to assist with cash flow issues due to low fund balance. The DCD transfer is budgeted as an interfund loan ($100,000 @ 5% interest) and an operating transfer ($200,000).
    • Auditor: $55,000 for Salaries, Benefits, and Training (additional payroll position and Payroll Manager training/exam).
    • Sheriff: $100,820 for expenses including RSAT Grant (Believe in Recovery), Inmate Medical Sensors (reimbursed by WCRP), and Portable Radio Replacements (4 radios). Revenue includes $49,406 from RSAT Grant.
    • Community Services: $50,000 for the Jefferson County Fair due to late billing from 2023 impacting the 2024 budget.
    • Prosecuting Attorney: $26,027 for Capital (Karpel software maintenance/implementation), Travel, and Trial Related Expenses.
  • Other Funds Appropriations: Total Expense: $840,559; Total Revenue: $550,000.
    • Public Health (Fund 127): $273,207 total for Operating Supplies, higher General Liability Insurance costs ($80,000), and Misc Refunds.
    • Water Quality (Fund 128): $165,000 for unincorporated professional services related to the Hoh River Lindner Activities ($70,000) and Dosewallips Wolcott ($50,000) activities. These are for habitat preservation, flood/erosion control, with revenue expected in 2025.
    • Central Services (Funds 301, 506): Salary and Benefit increases totaling $132,500 ($53,000 for Const. & Renov. Fund 301 + $79,500 for Info Services Fund 506) due to 2024 retroactive payments and wage scale increases from the newly ratified Central Services Teamsters CBA.
    • Capital Improvement (Fund 302): $250,000 transfer to HJ Carroll Park JUMP! Fund (Fund 304) for cash flow assistance for Phase 2 project expenses, which will be reimbursed by a Washington DSHS grant by August 1, 2025.
    • Mental Health (Fund 130): $12,352 for the 25% local match required for the RSAT grant increase.

Financials

  • Total Proposed Appropriations:
    • Total Revenue (One-time): $609,406 (GF: $59,406; Other F: $550,000)
    • Total Expense (One-time): $1,382,406 (GF: $541,847; Other F: $840,559)
  • Key Financial Items Requiring Fund Balance Use: Auditor's O&M ($3,500 for Tyler Technologies software fees), Public Health ($273,207), Water Quality ($165,000), Mental Health ($12,352 grant match), Central Services S&B adjustments ($132,500).
  • GF Loan/Transfer: General Fund is transferring $300,000 ($100,000 interfund loan @ 5% interest, $200,000 operating transfer) to DCD to resolve an immediate cash flow shortfall estimated at $102,681.

Alternatives

None specified.

Community Input

  • Notice of the public hearing is invited.
  • Written testimony is invited from December 9, 2024, through the end of the public hearing on December 23, 2024.

Timeline

  • December 11 & 18, 2024: Public hearing notice published (2 times).
  • December 23, 2024 (9:45 a.m.): Public Hearing scheduled for 4th Quarter Budget Appropriations/Extensions.
  • August 1, 2025: Expected repayment date for the JUMP! Phase 2 project cash flow transfer.

Next Steps

Approve the Hearing Notice for publication.

Sources

  • Adiel McKnight - Deputy Clerk of the Board
  • Mark McCauley - County Administrator
  • Judy Shepherd - Finance Manger (mentioned in process description)
  • Josh D. Peters - DCD Director
  • Chelsea Pronovost - DCD Administrative Services Manager
  • RCW 36.40.140, RCW 36.40.100

Public Facilities District (PFD) Formation

Topic Summary

Commissioner Greg Brotherton requests discussion and potential action on formally initiating the formation of a Public Facilities District (PFD), as previously recommended by the Healthier Together Task Force and the Port Townsend City Council. The purpose of forming the PFD is to support fundraising and initial operations, specifically noted in relation to the Jefferson Aquatic Coalition.

Key Points

  • The formation of a PFD has been recommended by the Healthier Together Task Force and the Port Townsend City Council.
  • The Jefferson Aquatic Coalition is cited as being ready to initiate additional fundraising efforts to supplement initial PFD operations, once direction is given.
  • Formation would proceed per RCW 36.100.

Financials

  • The LTAC recommendations included $20,000 for PFD Seed Funding. (Implied connection, explicit financial details on required funding/taxing of the PFD are not in this motion).

Alternatives

None specified.

Community Input

  • The proposal for a PFD came from the Healthier Together Task Force and the Port Townsend City Council.

Timeline

  • December 9, 2024: Agenda Date for Discussion and Potential Action.

Next Steps

The Board is requested to direct the Civil Prosecuting Attorney’s office to draft an implementing resolution creating a PFD per RCW 36.100.

Sources

  • Greg Brotherton - Commissioner District No. 3
  • Mark McCaulley - County Administrator
  • RCW 36.100

DOH Consolidated Contracts for Public Health Services (2025-2027)

Topic Summary

Jefferson County Public Health (JCPH) is seeking Board approval for the Consolidated Contracts with the Washington State Department of Health (DOH) for the period of January 1, 2025, through December 31, 2027. This three-year agreement, which combines State and Federal funding, defines the cooperative relationship between the two entities for delivering public health services.

Key Points

  • The contract purpose is to define the joint and cooperative relationship for delivering public health services to Washington State residents.
  • The term of the agreement is January 1, 2025, through December 31, 2027.
  • This is a three-year agreement utilizing both State and Federal funding.
  • All program activities, requirements, and outcomes will be mutually agreed upon and detailed in Exhibit A (Statements of Work), which will be issued subsequent to the execution of the main contract. Programs and grants will be enumerated in amendments.
  • The contract includes standard federal certifications and assurances regarding debarment, drug-free workplace, lobbying, program fraud, and environmental tobacco smoke.
  • The contract stipulates that equipment purchased using state funds must have an acquisition cost of $5,000 or more to be defined as equipment; when using federal funds, the threshold is $10,000 or more.
  • The LHJ (JCPH) must submit accurate and timely billings using the A19 form provided by DOH.

Financials

  • Total consideration for this Contract: "$TBA, or as amended."
  • Funding is provided by DOH, comprising both Federal and State funds.
  • If the LHJ anticipates not using all Contract funding, they must advise the DOH Program Contact in writing 90 calendar days prior to the end of the funded period, or as soon as practicable.
  • Fund #127 is listed.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • January 1, 2025, through December 31, 2027: Contract Term.
  • The LHJ will submit a DOH BARS Financial Report on a DOH-provided template by April 15th for the prior calendar year.

Next Steps

JCPH management requests approval of the Consolidated Contracts agreement.

Sources

  • Apple Martine - Public Health Director
  • Veronica Shaw - Deputy Public Health Director
  • Glenn Gilbert - LHJ Contract Coordinator / Contracts Manager
  • Brenda Henrikson/Shannon May - DOH Contract Coordinator/Specialist
  • State of Washington Department of Health (DOH)
  • RCW 43.70.512, 43.70.515, 70.05.060, 70.05.070, 70.08.020, 70.46.060, 39.34 (cited as legal authority).

Open Space Tax Program 2024 Current Use Applications Review (Continuation)

Topic Summary

The Board of County Commissioners (BoCC) is scheduled to hold a continuation of a public hearing regarding four Open Space Tax Program Current Use Assessment (CUA) applications for 2024. The hearing was extended to allow applicant CUA2024-00001 (Zuker & Allday) to submit additional information, requiring staff to prepare a revised report, which the BoCC will now review before potentially taking approval or denial action on that application.

Key Points

  • The hearing is a continuation from November 18, 2024, to review a revised staff report based upon information provided by the applicant (CUA2024-00001) subsequent to the initial hearing.
  • The Public Benefit Rating System (PBRS) evaluates lands based on factors like resources, access, transfer of development rights (TDR), and County policy goals, requiring a minimum of 5 points and a maximum of 12 points to qualify for a tax reduction.
  • A final total point count of 12 corresponds to a 10% reduction in market value assessment (Current Use Assessment Valuation Schedule).

CUA2022-00002 Hood Canal Salmon Enhancement Group (HCSEG)

  • Parcel: 702233006 - 54 acres, zoned AL-20.
  • PBRS Points: 12 points recommended (10% market value reduction).
    • High Priority Resources: 4 points (Big Quilcene River is within Conservancy Shoreline Designation and parcel contains 100-Year Flood Plains).
    • Access: 3 points (Unlimited public access for recreational purposes, requiring future signage).
    • TDR: 6 points (Transfer from Designated Forest Land and Open Space Agriculture to Open Space designation).

CUA2024-00001 Zuker & Allday

  • Parcel: 801333001 - 21 acres, zoned CF-80.
  • PBRS Points: 12 points recommended (10% market value reduction) only for the 20.5-acre conservation area.
    • TDR: 6 points (Property is protected by a perpetual conservation easement held by Jefferson Land Trust since 2006, AFN 510365).
    • High Priority Resources: 4 points (Property contains a Type F stream, a tributary of Tarboo Creek, and its 150-foot buffer, classified as Surface Water Quality Buffer/Significant Fish and Wildlife Habitat Areas).
    • County Policy Goals: 2 points (Assists in Comprehensive Plan by retaining fish and wildlife habitat and is part of landscape-scale watershed protection).
    • WDFW data confirms presence of multiple priority species/stocks: Resident Coastal Cutthroat, Coho (Candidate status), Fall Chum, Winter Steelhead, and Chum (Healthy status).

CUA2024-00002 Thorndyke LLC

  • Parcel: 701252001 - 104 acres, zoned CF-80.
  • PBRS Points: 12 points recommended (10% market value reduction).
    • High Priority Resources: 2 points (Natural Shoreline Designation).
    • Tidelands, Shorelands, and Buffers: 11 points (Undisturbed Shoreland Buffers for 200 feet deep marine shoreline buffer, backed by classified Forest Land).
  • Condition of Approval: Requires the owner to continuously maintain an undisturbed zone of native vegetation not less than 200 feet from the ordinary high water mark. Staff noted the parcel had been clear-cut of timber and recommended that the shoreline buffer be surveyed and staked to prevent encroachment.

Financials

  • No funding is required; the public hearing fee was paid by the applicants.
  • Approval results in a 10% reduction in market value for current use assessment purposes.
  • Applicants must pay any compensating tax due and provide Treasurer certification of "no delinquent property tax" prior to final approval.

Alternatives

None specified in the staff report.

Community Input

  • Public testimony was heard and closed on November 18, 2024.
  • No public comments were reported as of November 14, 2024.

Timeline

  • November 18, 2024: Original public hearing held and extended.
  • December 9, 2024 (9:30 am): Continuation of the public hearing scheduled.
  • Approximate 2028: Proposed installation date for public access signage for CUA2022-00002.

Next Steps

The Board should hold the continuation of the public hearing, hear presentation of the revised staff report, take final testimony (if deemed necessary), and take action to either approve or deny pending application CUA2024-00001 (Zuker). Staff recommends APPROVAL of all three applications subject to listed conditions.

Sources

  • Josh D. Peters - DCD Director
  • Greg Ballard - Code Administrator DCD
  • David Wayne Johnson - Associate Lead Planner DCD
  • Washington Department of Fish & Wildlife (WDFW) - Source of PHS data for Tarboo Creek area.
  • Jefferson Land Trust - Holds Conservation Easement for Zuker property.
  • RCW 84.34
  • Jefferson County Resolution No. 82-91 and 75-95 (PBRS governing documents).

Petition to Change Named Road: Mount Walker View Drive

Topic Summary

The Department of Community Development (DCD) and Jefferson County Fire Marshal Office (JCFMO) are requesting a public hearing to consider a petition to change the name of the private road "Mount Walker View Drive" in Quilcene. The petition states the current name is inaccurate and causes issues, submitted with a $776.48 fee and supporting signatures from property owners. The three proposed replacement names are: Bear Claw Ln., Starry Night Ln., and Owl Ln.

Key Points

  • Existing Road Name: Mount Walker View Drive (Quilcene, WA).
  • Reason for Change (per Petitioner KRIS ANN MONTGOMERY): "people come here to see Mt. Walker which in fact you can not see Mt. Walker from Mt Walker View Dr. As well deliveries have a issue."
  • The request is for a private road name change requiring the approval of 75% of adjoining property owners (4 signatures gathered, representing 4 parcels/sets of parcels).
  • Proposed names must adhere to criteria (no more than 15 characters, excluding road type).
  • Agency Review:
    • Jeffcom 911 Communications: Prefers "Owl PL" (single word), with Starry Night PL and Bear Claw PL as secondary preferences due to length and conflicts with existing roads.
    • Jefferson County Public Works: Checked Starry Night PL as acceptable, noted existing roads with "Bear" and "Owl" components.
    • Jefferson County Assessor's Office: Noted existing conflicts for Bear Claw PL (Bear Road off Coyle) and Owl PL (Owl Creek Road).
    • Jefferson County GIS: Rejected Bear Claw PL and Owl PL due to road name conflicts (Bear Rd/Bear Pl on Coyle Rd; two other roads with "Owl" in the name), leaving Starry Night PL as the only acceptable choice.
  • All property owners must agree that they will share responsibility for replacing and maintaining the private road sign if it is stolen or destroyed.
  • Addresses will be reissued according to milepost location.

Financials

  • Fee submitted for road name change: $776.48.
  • Fee for new road name application: $455.18.
  • Fee for addressing each additional parcel: $115 (parcels with currently assigned addresses exempt from re-addressing fee).
  • Cost of one red address plate is included in the road-naming fee; additional plates are $20 each.
  • No direct fiscal impacts to the County related to the proposed update outside of standard processing.

Alternatives

  • First Choice: Bear Claw Ln. (Rejected due to conflicts)
  • Second Choice: Starry Night Ln. (Agreed upon by reviewing agencies)
  • Third Choice: Owl Ln. (Rejected due to conflicts)

Community Input

  • Property owners agree on the petition (4 signatures provided).
  • Agencies prefer Starry Night PL due to conflicts with existing road names for the other two options.
  • Endorsed by Fire Chief Tim McKern (Quilcene Fire Rescue) and Andy Pernsteiner.

Timeline

  • October 16, 2024: Original deadline for Agency Road Name Review returns.
  • December 9, 2024 (2:00 p.m.): Public Hearing scheduled.

Next Steps

Staff recommends the Board hold the hearing with public comment and take action by passing a resolution to adopt one of the three proposed road names. A draft resolution suggests adopting "Starry Night Place."

Sources

  • Phil Cecere - Building Official, Fire Marshal
  • Brian Tracer - Deputy Fire Marshal
  • Gabriel Shepherd - Community Development Tech
  • Kris Ann Montgomery (Principal Petitioner)
  • Reviewers: Matt Stewart (Jeffcom 911), John Fleming (Public Works), Sherrie Shold (Assessor's Office), Michael Perin (GIS), Tim McKern (Quilcene Fire Rescue), Andy Pernsteiner.
  • JCC 12.20.150 (governance authority).

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