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Interlocal Agreement for Port Hadlock UGA Sewer System Administration, Operations, and Maintenance (PW2024-143)

Topic Summary

Jefferson County proposes to enter into a ten-year Interlocal Agreement (ILA) with Public Utility District No. 1 of Jefferson County (JPUD) for the administration, operation, and maintenance (O&M) of the Port Hadlock Sewer system located within the Port Hadlock Urban Growth Area (PHUGA). This agreement is necessary because the Phase I Core Area sewer system is currently under construction and expected to start connecting customers in mid-to-late 2025. Leveraging JPUD's experience providing other utilities (water, electricity, broadband) in the area is expected to be more cost-effective.

Key Points

  • System Ownership: Jefferson County shall remain the owner of the PHUGA sewer system utility.
  • Service Commencement: The County intends to bring initial sewer customers online in mid-to-late 2025.
  • JPUD Responsibilities (O&M/Administration):
    • Operation and maintenance of the Low Pressure Sewer Collection System, On-site Grinder Pump Systems, and the Membrane Bioreactor (MBR) Treatment Plant.
    • Locates services (leveraging existing JPUD water, power, and broadband services).
    • Customer billing, including inquiries and the low-income program (JCC 13.05.030).
    • Customer service, including handling maintenance calls and providing after-hours/emergency call-out services.
    • Biosolids transport from the WWTP to the City of Port Townsend compost facility, where the County has arranged acceptance and disposal.
    • JPUD is considered an independent contractor under the ILA.
    • JPUD must hire an Ecology certified Group III wastewater treatment operator.
  • County Responsibilities (Engineering/Capital):
    • Engineering associated with the PHUGA sewer system (including improvements, expansion, and extensions).
    • New customer connections (intake, evaluation, and oversight of construction initially, subject to future revision).
    • PHUGA Sewer System Capacity Expansions and Extensions (including planning and financing).
    • Collection of System Development Charges (SDCs) and other fees associated with new connections/extensions.
    • Ultimate responsibility for compliance with all operating permits issued by Ecology.
  • System Description: The WWTP is a Membrane Bioreactor (MBR) plant located at 243 Lopeman Road, designed to produce Class A reclaimed water and uses a pressure sewer system with grinder pumps.
  • Future Flexibility: The agreement does not prohibit the County and JPUD from exploring the eventual transfer of PHUGA sewer system ownership to JPUD, subject to mutual agreement.
  • Compliance: The ILA operates under the authority of RCW 39.34 and dictates that, in case of conflict, the PHUGA sewer utility code (JCC Chapters 13.01 through 13.09) shall prevail over the Agreement.

Financials

  • JPUD Payment Mechanism: JPUD will collect monthly charges from customers and remit fees to the County (monthly or quarterly, as agreed) no more than 60 days after the end of the billing month.
  • County Payment Obligation: The County shall pay JPUD's itemized service expenses within 30 days of receiving a proper invoice, using customer revenues first. If revenues are inadequate, the County shall cover the difference with its own funds.
  • Reimbursable Costs to JPUD:
    • County shall reimburse JPUD for 50% of the cost (salary, fringe benefits, and overhead) of a Group III wastewater treatment operator.
    • Labor and equipment for O&M (including grinder pumps) will be reimbursed at "reasonable cost" including salaries, fringe benefits, and reasonable overhead.
    • Materials, supplies, or invoices incurred by JPUD will be reimbursed at cost (no markup).
    • One-time billing service setup fee: estimated at $2,000.
    • Flat monthly billing service fee: $800 (subject to reasonable increase over time).
  • Financial Review: JPUD costs are subject to renegotiation no later than two years after startup (2025). The County shall pay 100% of JPUD's operating costs until other costs are negotiated.
  • Debt: The County is responsible for servicing and retiring any debt incurred for PHUGA sewer system construction.
  • Fund Segregation: Customer fee revenue transferred to the County for operation and maintenance must be placed in a separate account from fees collected for capital, long-term replacement, or System Development Charges (SDC).

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • Late 1990s: Planning efforts undertaken pursuant to GMA.
  • 2004: Ordinance No. 10-0823-04 led to the creation of the Irondale and Port Hadlock Urban Growth Area (PHUGA).
  • 2021-03-30: WA State Departments of Ecology and Health approved the Sewer Facility Plan, identifying County as owner.
  • 2025 (Mid to Late): County intends to bring initial sewer customers online.
  • 10 years from Effective Date: Expiration of the ILA term.
  • 2 years prior to Expiration Date: Notice must be given by either party regarding intent to expire or negotiate/extend the agreement.

Next Steps

The Board is requested to approve and sign the Interlocal Agreement between Jefferson County and PUD No. 1 of Jefferson County.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Samantha Harper, P.E. - Wastewater Project Manager
  • Public Utility District No. 1 of Jefferson County (JPUD)
  • Washington State Department of Ecology (Ecology)
  • Washington State Department of Health
  • Mark McCauley - County Administrator
  • RCW Chapter 39.34 (Interlocal Cooperation Act)
  • RCW Chapter 36.70A (Growth Management Act, GMA)
  • JCC Chapters 13.01 through 13.09 (PHUGA Sewer Utility Code)
  • WAC 173-230-250
  • Ovivo USA, LLC (WWTP equipment supplier)
  • City of Port Townsend (Biosolids disposal location)

Superior Court Jury Fee Voucher (November 2024)

Topic Summary

The Board of County Commissioners is requested to approve the payment of $9,240.61 for jury costs incurred by the Jefferson County Superior and District Courts during November 2024. These costs cover mileage and the daily stipend for reporting jurors, primarily resulting from one documented Superior Court jury trial.

Key Points

  • Jury costs covered include the per-day stipend of $15.00 for reporting jurors and the mileage rate.
  • One jury trial occurred in Superior Court during November 2024 (Trial #21-1-00124-10-2).
  • Zero jury trials occurred in District Court during November 2024.
  • The voucher period covers November 4, 2024, through December 3, 2024.

Financials

  • Total fiscal impact/amount requested for approval: $9,240.61
  • Account to be charged: SC 51221 490121.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • November 2024: Services rendered (jury costs incurred).
  • 2024-12-16: Agenda date for requested approval by the Board.

Next Steps

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

Sources

  • Ann Kolbe - District Court Jury Manager
  • Mark McCauley - County Administrator

Termination of Professional Services Agreement: Cold Pizza Creative LLC (JC Choices Website)

Topic Summary

Jefferson County Public Health (JCPH), Community Health Division, requests the termination of a Professional Services Agreement with Cold Pizza Creative LLC, originally for updating and maintaining the disability resources website JC Choices (www.jcchoices.org) between July 1, 2024, and June 30, 2025. The termination is requested because the contractor has not invoiced for any work performed under the contract, and the JCPH IDD coordinator will assume the website management duties.

Key Points

  • Contract Purpose: To update and maintain the informational website JC Choices, which outlines disability resources in Jefferson County.
  • Required Services (Unperformed): Scanning for broken/outdated links, correcting errors on all pages, adding new resources, implementing an email address for resource submission, creating and sending bi-monthly social media graphics/posts for promotion, and meeting with the DD/BH County Coordinator when requested.
  • Reason for Termination: Cold Pizza Creative LLC has not submitted any invoices for work done during the contract term.
  • Contract Transfer: The JCPH IDD coordinator will take over the duties associated with managing JCChoices.org.
  • Termination Clause: Contract DD-24-024 permits termination before expiration with 10 days written notice due to changes in contractual obligations, and the contractor agrees to the termination.

Financials

  • Original allotted funding for the contract: $4,950.00.
  • Fiscal impact of termination: $0.00 (no money will be disbursed).

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-07-01 to 2025-06-30: Original term of the agreement (DD-24-024).
  • 2024-12-16: Agenda date for requested Motion to Terminate Agreement.

Next Steps

JCPH requests that the Board terminate the Professional Services Agreement with Cold Pizza Creative LLC.

Sources

  • Apple Martine - Public Health Director
  • Bonnie Obremski - Intellectual & Developmental Disabilities Coordinator
  • Mark McCauley - County Administrator
  • Cold Pizza Creative LLC
  • JCChoices.org (Website)

Resolution Declaring Certain Personal Property as Surplus

Topic Summary

Jefferson County Central Services Department seeks approval from the Board of Commissioners to declare a large list of worn out, broken, and/or technically obsolete equipment as surplus property. The accompanying resolution authorizes the Central Services Department to dispose of these items via transfer to other governments or non-profits, or recycling/disposal.

Key Points

  • Reason for Surplus: Equipment is no longer required for County purposes due to being broken, worn out, or outdated.
  • Statutory Authority: Notice of intention to sell is not required per RCW 36.34.020 because the total value of each item is less than $2,500.00.
  • Authorized Disposal Methods:
    • Transfer to any other government that expresses interest.
    • Transfer to any non-profit corporation.
    • Take to a recycling center or the Transfer Station for disposal as excess.
  • Action Required: The Jefferson County Auditor is directed to remove the equipment listed in Exhibit "A" from the Jefferson County Equipment Inventory.
  • Equipment Listed: Exhibit A contains 209 items, predominantly Dell Optiplex PCs, Dell Latitude Laptops/Tablets, HP Laserjet Printers (P3015/P3015X), Canon Scanners, and Microsoft Surface Pro Tablets.

Financials

  • None specified (Not Applicable).

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • None specified.

Next Steps

The Central Services Department recommends that the Board approve and sign the attached resolution authorizing the disposal of the equipment.

Sources

  • Shawn Frederick - Central Services Director
  • RCW 36.34.020

Transportation Benefit District (TBD) Establishment for Unincorporated Jefferson County

Topic Summary

The Jefferson County Department of Public Works is proposing the establishment of a Transportation Benefit District (TBD) for unincorporated Jefferson County, following a workshop held on September 23, 2024. The ordinance establishing the TBD is intended to address a critical and sustained shortfall in road maintenance funding due to low revenue growth relative to inflation and statutory limitations on property tax increases. If established, additional steps, including a public hearing on funding options, would follow to determine revenue sources.

Key Points

  • Authority: RCW 36.73.020 allows for the establishment of TBDs to address transportation improvements and maintenance funding.
  • Boundaries: The TBD geographic boundary is proposed to be unincorporated Jefferson County.
  • Financial Context:
    • County road levy increases have been less than 2% per year.
    • Motor Vehicle Fuel Tax (MVFT) revenue has grown at less than 0.5% per year.
    • Federal timber revenue programs were reduced by over $1 million per year more than a decade ago.
    • Overall transportation revenue growth has been significantly outpaced by inflation.
    • The Road Fund projected ending fund balance has crossed below the 25% cash reserve goal (depicted in a chart labeled "Outlook for Road Fund is: Not Good").
    • The 2025 deficit for the Roads segment is projected to be $(883,116), worsening from a 2023 deficit of $(196,000).
  • Prior Cuts/Mitigation: The County has made cuts to road maintenance/staffing, including effectively cutting the chip seal program in half (chip sealing only 5% annually versus the 7-year recommended interval). The County reduced the diversion fee contribution from $720,000 in 2021 to $520,000 in 2025.
  • TBD Priority (RCW 36.73.020): TBD funds are authorized to address system preservation, traffic congestion decrease, and enhancement of traffic safety/economic development.
  • TBD Potential Revenue Options (RCW 36.73.040 and 36.73.065):
    • Sales Tax: Up to 0.3% (voted) or 0.1% (Councilmanic/non-voted).
    • Car License Fees: Up to $100 (voted); starting at $20 (Councilmanic), increasing to $40 and then $50 after 24 months at each level (Councilmanic).
  • Recommended Funding Scenario (Councilmanic):
    • $20 Car License Fee (26,384 vehicles): totaling anticipated $527,000.
    • 0.1% Sales Tax: anticipated $600,000.
    • Total estimated councilmanic revenue: $1.1 million (suggested amount to cover the projected deficit).
  • Governance: The TBD governing board shall be the Jefferson County Commissioners acting in an ex officio and independent capacity. The Treasurer shall be the Jefferson County Treasurer.
  • Local Context: The City of Port Townsend established its own TBD in July 2023 and adopted Resolution 24-039 supporting the county's separate TBD formation and desiring to keep the TBDs separate "at this juncture."

Financials

  • General Fund Assistance (Reduction in Diversion):
    • Reduction in Diversion in 2025 by $100,000 (now $520,000 instead of $720,000 in 2021).
    • Increase in SRS/PILT to $750,000 (a $193,000 increase from 2023).
  • Projected Cost Increase (2023 to 2025): $1,167,926 (Salaries, ER&R increase, Materials/Inflation, Insurance/Cost Allocation).
  • Projected Revenue Change (2023 to 2025): $480,810.
  • Current Deficit (Delta in anticipated expenditure vs. available revenue): $(687,116), leading to a projected 2025 Deficit of $(883,116).

Alternatives

  • Staff Recommendations (Future Considerations):
    • Pause/Evaluate funding mechanisms after initial Councilmanic funding.
    • Future consideration of $40 car license fee (adds another $500,000).
    • Do not increase Diversion amount.
    • Consideration to eliminate cost allocation for Roads and ER&R.
    • Allow Road Fund interest to accrue to the Road Fund.

Community Input

  • A public hearing is scheduled for December 16, 2024, at 10:00 a.m.

Timeline

  • 2023-07-24: City of Port Townsend established its TBD (Ordinance 3319).
  • 2024-09-23: Public Works workshop with BoCC regarding the TBD proposal.
  • 2024-12-02: City of Port Townsend passed Resolution 24-039 supporting the separate TBD formation.
  • 2024-12-16: Public Hearing scheduled; BoCC recommended to adopt the ordinance establishing the TBD.
  • Mid-2025: Proposed start date for implementing the recommended TBD revenue scheme.

Next Steps

The Board of County Commissioners is recommended to approve and adopt the proposed ordinance establishing a Transportation Benefit District for Unincorporated Jefferson County (New Chapter 3.90 JCC). Staff will subsequently request an additional public hearing to review available funding options.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Eric Kuzma - Assistant Public Works Director
  • Ariel Speser - Civil Deputy Prosecuting Attorney
  • City of Port Townsend Resolution 24-039
  • RCW 36.73, RCW 82.14.0455, RCW 82.80.140, RCW 36.70A.215

Amendment 2 to ILA for Nurse Family Partnership Supervisor

Topic Summary

Jefferson County Public Health (JCPH), Community Health, requests approval of Amendment 2 to the Contract Agreement with Kitsap Public Health District (KPHD) for the Nurse Family Partnership (NFP) Supervisor role. This amendment extends the term from October 1, 2024, to June 30, 2025, and increases the funding amount to cover the shared cost of nursing supervision for the regional NFP program.

Key Points

  • Purpose: To continue JCPH's participation in the evidence-based NFP program by contracting KPHD for Home Visiting Nurse Reflective Supervision.
  • Context: This administrative support model allows smaller communities like Jefferson County to participate in evidence-based programs they might not staff fully on their own.
  • Cost Calculation: The cost for the supervisor is shared between JCPH and KPHD, allocated based on the number of Public Health Nurses in the NFP program across the region (including nurses hired by Jefferson County for Jefferson or Clallam counties). The cost includes total salaries, benefits (based on 36 hours per week), and overhead.
  • Original Agreement: Began January 1, 2023, and was initially amended on January 1, 2024.
  • Scope of Work (Original ILA Exhibit A): JCPH contributes 3 Nurse Home Visitors, KPHD contributes 4. The single Nurse Supervisor provides weekly 1:1 clinical supervision, case conferences (at least 2x month), team meetings (at least 2x month), and field supervision (at least 3x year) to a maximum of 6 Nurse Home Visitors at this time.

Financials

  • Total amount of Amendment 2 (Expenditure): Not to exceed $46,736.49.
  • Total Contract Amendment Term: October 1, 2024 – June 30, 2025.
  • Funding Source: Budgeted through the DCYF contract (Fund #127, Munis Org/Obj 12756220).
  • No match requirement.
  • Other provisions: Includes reimbursement for travel and mileage at current GSA rates, and stipulations regarding extra services or required NFP purchases.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-10-01 to 2025-06-30: Term extension under Amendment 2.
  • 2024-12-16: Agenda date for Board approval.

Next Steps

JCPH management requests approval of Contract Amendment 2.

Sources

  • Apple Martine - Public Health Director
  • Denise Banker - Community Health Director (JCPH Contact)
  • Kitsap Public Health District (KPHD) - Contractor
  • Mark McCauley - County Administrator
  • Yolanda Fong - Administrator, Kitsap Public Health District (signed Original ILA Amendment 1)
  • DCYF (Funding source)

Change Order No. 4: Phase 2 - Water Reclamation Plant for the Port Hadlock UGA

Topic Summary

The Department of Public Works requests authorization for Change Order No. 4 to the construction contract with Interwest Construction for Phase 2 of the Port Hadlock UGA Water Reclamation Plant. This change is needed to address design modifications related to the biofilter system and associated drain lines, resulting in an additional cost of $29,269.49 to the contract.

Key Points

  • Project: Phase 2 - Water Reclamation Plant for the Port Hadlock UGA (Project No. 405-2114-0).
  • Contractor: Interwest Construction of Burlington, Washington.
  • Scope of Changes: Changes from the original plan include:
    1. Providing a drain to the foul air line from the biofilter system to the EQ tank (Cost: $4,122.96).
    2. Adding a concrete knee wall due to an approximate 1.5-foot change in elevation of the biofilter system (Cost: $19,893.35).
    3. Replumbing the drain line from the yard drain station due to the biofilter elevation increase (Cost: $2,811.82 - listed as FA-02).
  • Total Change Order Cost (Subtotal): $26,828.13 (does not include sales tax).

Financials

  • Estimated net change this order (including 9.1% Washington State Sales Tax [WSST]): $29,269.49.
  • Original contract amount (incl. 9.1% sales tax): $10,020,835.00.
  • Current contract amount before this order (incl. 9.1% sales tax): $10,183,042.53.
  • Estimated contract total after this change: $10,212,312.02.
  • Funding Source: The project is funded at 100% by the Department of Commerce (Project No. 22-96515-026).

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • None specified regarding key project dates, but the change order documentation process spanned from 12/4/24 to 12/10/24.

Next Steps

Public Works recommends that the Board authorize Change Order No. 4 and return two signed originals to Public Works for further processing.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Samantha Harper, P.E. - Project Manager
  • Interwest Construction
  • Washington State Department of Commerce (Funding Source)

Contract Execution: Phase 4 – Stage 2 On-site Grinder Pump Installation (Earthwork Solutions LLC)

Topic Summary

The Department of Public Works requests the execution of the contract with Earthwork Solutions LLC for the Phase 4 – Stage 2 On-site Grinder Pump Installation for the Port Hadlock UGA. The contract, awarded on November 12, 2024, is ready for final signature following the provision of required bonds and insurance by the contractor.

Key Points

  • Project: Phase 4 – Stage 2 On-site Grinder Pump Installation for Port Hadlock UGA (Project No. 40521270).
  • Contractor: Earthwork Solutions LLC (Contract No.: Ph2024-142).
  • Scope of Work: Construction of Stage 2 On-site Grinder Pump Installation, including installation of on-site grinder pump, control panel, discharge piping, existing building drain connection, grease interceptors, decommissioning of existing septic tanks, and other work.
  • Contract Completion Requirements: The contractor has provided the required Performance Bond ($1,056,937.29) and Payment Bond ($1,056,937.29), and insurance.
  • Contract Time: The work will be performed over the course of 104 working days.
  • Federal Requirements: The project includes extensive federally funded requirements (Exhibit F: Ecology Revolving Fund Specification Insert), mandating compliance with the Davis-Bacon Act (prevailing wage), American Iron and Steel requirements, Disadvantaged Business Enterprises (DBE) regulations (40 CFR Part 33), and Equal Opportunity (EEO) requirements (Executive Order 11246).

Financials

  • Total bid/contract amount: $1,056,937.29 (including 9.1% Washington State Sales Tax [WSST]).
  • Revenue/Expenditure Amount: $1,056,937.29.
  • Funding Source: Fully funded by the Department of Ecology Water Quality Combined Financial Assistance Program (State Revolving Fund [SRF] Loans and Centennial Grant) (Fund #40521270, ECY Agreement No. WQC_2024_JCoPWE-00034).
  • Matching Funds Required: $0.
  • Retainage: The contractor elected to provide a Retainage Bond in accordance with RCW 60.28.011 instead of withholding retained funds.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-11-12: Board awarded the construction contract to Earthwork Solutions LLC.
  • 2024-12-16: Agenda date for Board approval/execution.
  • 10 calendar days after Notice to Proceed: Work must begin.
  • 2025-09-30: Expected completion date.

Next Steps

Public Works recommends that the Board execute all two originals of the Contract with Earthwork Solutions LLC and return one original to Public Works for further processing.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Samantha Harper, P.E. - Project Manager
  • Earthwork Solutions LLC - Contractor
  • Washington State Department of Ecology (Ecology) (Funding Source)
  • United Fire & Casualty Company (Surety for Bonds)
  • RCW Title 51 (Industrial Insurance), RCW 39.08.010, RCW 60.28.011
  • Davis-Bacon Act, Executive Order 11246, 40 CFR Part 33

Final 2024-2025 Mid-biennium Review and Modification (Resolution)

Topic Summary

The Board of County Commissioners proposes adopting the Final 2024-2025 Mid-biennium Review and Modification for the General Fund and Other Funds, incorporating the 2025 Road Construction Program, the 2025 Capital Improvement Program, and the Central Services Cost Allocation Plans. This balanced budget incorporates increased compensation and addresses resource demands through staff enhancements and a reduction in the Road Fund diversion amount to stabilize road maintenance funds.

Key Points

  • Budget Compliance: The budget complies with statutory and constitutional requirements (including RCW Chapter 36.40, and JCC Ordinance No. 03-0311-19 adopting biennial budgeting).
  • General Fund Status: The General Fund reports "near record setting reserves" due to strong revenue streams, particularly sales tax and Payment in Lieu of Taxes (PILT) revenue (over $1.9 million).
  • FTEs: Total staffing levels are projected to increase slightly from 327.62 FTEs (2024 Budget) to 331.62 FTEs (2025 Budget).
  • Employee Compensation: The budget includes improved compensation and benefits for all seven bargaining units, consistent with ratified bargaining agreements. Pay increases effective January 1, 2025, are included.
  • General Fund Enhancement Adds (2025): Total additions to the General Fund budget total $1,308,656 ($204,861 base budget adds and $1,103,795 one-time adds).
    • Sherriff: $140,000 base budget add for a South County Deputy (S&B $140,367).
    • Operating Transfers: $1,013,795 one-time add, specifically an increase of $815,000 for the Department of Community Development (DCD) for the 2025 Comprehensive Plan Update and other activities.
    • Coroner: $18,360 base add for new duties/increase (up to 3%).
    • Superior Court: $30,000 base add for increased use of Court Commissioners.
    • Human Resources: $40,000 one-time add for County Employee training.
    • Non-departmental: $50,000 one-time add for Production Alliance Partnership.
  • Road Fund Stabilization: The diversion of Road Fund property taxes to the General Fund is reduced to $520,000 in 2025 (down from $720,000 in 2021). Secure Rural Schools (SRS) and PILT combined payments are increased to $750,000 (a $193,000 increase).
  • Structural Funding Gap Risk: The five-year projection model (2025-2029) shows the unreserved fund balance declining significantly starting in 2026, though management historically handles these challenges. A risk noted is the potential for doubling indigent defense costs if case load standards for attorneys change significantly.
  • PHA Sewer Project: This project, funded by grants, is expected to begin operating around May 2025.
  • Affordable Housing: The County's Affordable Housing sales tax (1/10th of 1%), adopted in 2021 (HB 1590), provides approximately $700,000 annually.

Financials

  • General Fund 2025:
    • Revenues: $26,846,321
    • Expenditures: $30,245,152
  • Other Funds 2025:
    • Revenues: $73,586,028
    • Expenditures: $84,219,190
  • Total All Funds 2025:
    • Revenues: $100,432,349
    • Expenditures: $114,464,342
  • General Fund Reserve Goal: Recommended reserves target 15% of expenditures, totaling $4,536,773 in 2025.
  • Road Fund 2025:
    • Revenues: $15,571,764
    • Expenditures: $16,833,390 (includes $7.8 million in grant revenue and construction activity).
  • Tri-Area Sewer Fund 2025:
    • Revenues: $15,801,766
    • Expenditures: $15,563,725 (reflects robust construction activity).

Alternatives

  • None explicitly listed other than implicit fiscal strategies detailed in the "Overview" section.

Community Input

  • A public hearing was held on December 9, 2024.

Timeline

  • 2024-12-09: Public Hearing held on the Recommended Mid-biennium Review.
  • 2024-12-16: Agenda date for Budget adoption/Resolution approval.
  • 2025-01-01: Effective date of the 2025 budget.
  • 2025 (Expected): Hadlock Sewer treatment plant operational.
  • 2026: Projected General Fund unreserved balance drops sharply.
  • 2036-09-30: Repayment deadline for the $650,000 interfund loan from the Capital Fund to the Road Fund (current balance: $390,000).

Next Steps

The Board is recommended to approve the proposed Resolution adopting the Final 2024-2025 Mid-biennium Review and Modification.

Sources

  • Mark McCauley - County Administrator
  • Sarah Melancon - Human Resources Director
  • Jeff Chapman, Carolyn Gallaway, Brenda Huntingford, Stacie Prada, Noeme Riddle, Veronica Shaw, Jenn Mitchell, Judy Shepherd, Renee Talley, Cathy Taylor (budget preparation staff)
  • Resolution No. 41-0722-24R (Objectives and Procedures for Mid-biennium Review)
  • RCW Chapter 36.40 (Budgeting), RCW 36.70A.200 (Essential Public Facility siting), RCW 43.21C.020 (SEPA)
  • HB 1590 (Affordable Housing sales tax)

Amendment of JCC Chapter 18.40 (Permit Review Procedures/SEPA) for SB 5290 Compliance

Topic Summary

The Department of Community Development (DCD) proposes adopting an ordinance to amend Jefferson County Code Chapter 18.40 (Permit Application and Review Procedures/SEPA) to comply with Washington State Senate Bill (SB) 5290, effective January 1, 2025. SB 5290 mandates new default timelines for permit processing and requires local governments to adopt specific measures to avoid mandatory fee refunds if those timelines are missed. The ordinance implements the streamlined process framework, and a companion resolution asserts the County's compliance with SB 5290 measures to avoid penalties.

Key Points

  • Regulatory Driver: 2SSB 5290 (2023 legislative session) mandates new default permit processing timelines (RCW 36.70B.080) for counties subject to the GMA Review and Evaluation Program.
  • New Default Timelines (after application completeness):
    • 65 days: If no notice is required (Type I).
    • 100 days: If public notice is required (Type II).
    • 170 days: If public notice and hearings are required (Type III).
  • Penalty Avoidance: Failure to meet these deadlines subjects the County to refunding up to 20% of application review fees, unless the County adopts the measures listed in RCW 36.70B.160(1)(a) through (j).
  • JCC 18.40 Amendments: The ordinance revises application completeness, public notice, and timeframes.
    • Time Calculation (JCC 18.40.300): The new deadlines are formally incorporated into the code. The time period excludes applicant response time, SEPA EIS preparation time, administrative appeal time, administrative code interpretation time, or time mutually agreed upon in writing.
    • New Procedures: Clarifies that if an incomplete application receives two requests for additional information, the applicant must meet with DCD staff within 14 days of the second request to attempt to resolve the issues. If unresolved, a third request is the final one, after which DCD must approve or deny the application upon receipt of the information (JCC 18.40.110(4)).
    • Site Development Review (SDR): SDR (JCC 18.40.420 et seq.) remains a mandatory preliminary step for most development but the ordinance clarifies that SDR is not subject to the vesting doctrine. An administrative waiver for a "Limited SDR" for legally established, developed residential properties is being considered for withdrawal from the proposed ordinance language pending further review.
  • Compliance Resolution (RCW 36.70B.160): The accompanying resolution asserts that Jefferson County already complies with the following measures necessary to avoid fee refund penalties:
    • Expediting Type I review for SEPA-exempt projects (160(1)(a)).
    • Imposing reasonable fees consistent with RCW 82.02.020 (160(1)(b)).
    • Maintaining and budgeting for on-call permitting assistance (consultants: Atwell, BERK, BHC, Cross Sound Consulting, Townzen, and SCJ Alliance) (160(1)(d)).
    • Adopting development regulations to require public hearings only where mandated by statute (e.g., Shoreline Substantial Development Permits becoming Type II, eliminating the public hearing) (160(1)(f)).
    • Making pre-application meetings optional (JCC 18.40.090) (160(1)(g)).
    • Provisions for meeting with applicants to resolve outstanding issues during review (JCC 18.40.110(4)) (160(1)(j)).

Financials

  • Fiscal Impact: Not yet determined, but DCD expects to have more information by the end of 2025.
  • Risk/Mitigation: Adopting the resolution's compliance measures avoids potential penalties of refunding up to 20% of permit fees if the new statutory timelines are missed.

Alternatives

  • Alternative Text (JCC 18.40.430 - SDR Applicability): DCD is considering modifying language regarding waiving or modifying SDR requirements for legally established residential lots (Limited SDR), concluding the added language may be unnecessary and warrants potential later code changes following consultation with Environmental Public Health (EPH).

Community Input

  • A public hearing is scheduled for December 16, 2024, at 11:00 a.m.
  • Notice was published on December 4 and December 11 in The Leader newspaper.

Timeline

  • 2025-01-01: Effective date of the Ordinance and new permit timelines.
  • 2024-12-16: Public Hearing and proposed adoption of the Ordinance and Resolution.

Next Steps

The Board is recommended to conduct the public hearing, deliberate, and take final action on both the proposed Ordinance amending JCC Chapter 18.40 and the proposed Resolution concerning compliance with SB 5290 to avoid permit fee refund penalties.

Sources

  • Josh D. Peters, AICP - Community Development Director
  • Greg Ballard - Development Code Administrator
  • Mo-chi Lindblad - Principal Planner
  • Erin Martin - Permit Center Coordinator
  • Mark McCauley - County Administrator
  • 2SSB 5290 (2023 legislative session)
  • RCW 36.70B (Local Project Review)
  • JCC Chapter 18.40 (Permit Application and Review Procedures)
  • Resolution 17-19 (Joint Program of Regulatory Reform)

Amendment 6: Chimacum Confluence Environmental Site Assessment

Topic Summary

Jefferson County Public Health (JCPH) requests approval of Amendment 6 to the Professional Services Agreement with Evren Northwest, Inc. (Evren) to expand the Phase II Environmental Site Assessment (ESA) for the Chimacum Confluence Project. This amendment extends the contract term, increases the budget by $50,079.40, and funds the completion of a complex work plan requiring additional soil sampling, installation of three shallow groundwater monitoring wells, and one year of quarterly groundwater monitoring.

Key Points

  • Project Location: A portion of the property located at 890 Old Hadlock Road, Port Hadlock (APN 901 112 013), part of the Chimacum Confluence Project acquisition site ("Anderson Property Old Hadlock Road" - Cleanup Site ID No. 1559).
  • Historical Contamination: Site impacts are believed to result from a historical car wrecking operation (since the 1970s), with previous assessment finding residual-range organics (RRO), polynuclear aromatic hydrocarbons (PAHs), arsenic, total chromium, and total lead in surface soil exceeding MTCA cleanup levels. Elevated metals were also found in reconnaissance groundwater samples.
  • Scope of Amendment 6 (Work Plan Completion):
    • Expansion of Phase II ESA area onto additional land to be acquired by JCPH.
    • Additional surface soil sampling (Discrete Grab Soil Sampling is required by Ecology, as the previous Incremental Sampling Methodology (ISM) average concentration samples are not suitable for comparison to MTCA cleanup levels).
    • Installation of three shallow groundwater monitoring wells (MW01, MW02, MW03).
    • Quarterly ground water sampling and analysis for one year (MW01 for all COIs initially, MW02/MW03 for total/dissolved PP13 metals).
  • Regulatory Compliance: The work is designed to meet the state cleanup requirements of Ecology’s Model Toxics Control Act (MTCA, Chapter 173-340 WAC).
  • Schedule: Amendment 6 extends the agreement to December 31, 2025, to allow completion of the first round of quarterly monitoring. Subsequent monitoring is needed to assess seasonal variability.
  • Drilling: Wells will be constructed using a hand auger (requiring an Ecology variance) and screened across the first-encountered shallow groundwater table (no shallower than 2 feet bgs).

Financials

  • Additional expenditure approved by Amendment 6: $50,079.40.
  • Total contract amount (original base + amendments): Not to exceed $104,715.70.
  • Original contract amount before Amendment 6 was $54,636.30 (Amendment 5: $4,050.00; Amendment 4: $2,600.00; Amendment 3: $3,900.10; Original: $20,750.00, plus Phase I ESA fee).
  • Funding Source: Washington Department of Ecology Agreement No. TCPIP-G-2123-JeCoPH-00039 (no match requirement for the first round of water sampling).
  • Funding Source for subsequent water sampling: Foundation of Public Health (for three more rounds of water sampling and analyses).
  • Account to be charged: Fund #128, Munis Org/Obj 12855310.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2022-06-06: Original Agreement date.
  • 2022-11-21: Amendment 1 (Extended term to 6/30/2023).
  • 2022-12-19: Amendment 2 (Increased budget, added tasks, including second round of reconnaissance groundwater sampling).
  • 2023-05-15: Amendment 3 (Increased budget for higher sampling intensity requested by Ecology).
  • 2024-01-22: Amendment 4 (Extended term to 12/31/2024, expanded Phase I to entire 5.3 acres).
  • 2024-08-05: Amendment 5 (Funded Work Plan preparation).
  • 2024-09-26: Ecology approved the required Work Plan.
  • 2024 (Fall): Anticipated start of onsite investigation.
  • 2025-12-31: Revised expiration date of the agreement (Amendment 6).

Next Steps

JCPH Management recommends BOCC signature for Amendment 6.

Sources

  • Pinky Mingo - Environmental Public Health Director
  • Tami Pokorny - Natural Resources Program Coordinator (JCPH Contact)
  • Evren Northwest, Inc. (Evren) - Contractor/Consultant
  • Washington Department of Ecology (Ecology) - Regulator/Funding Source
  • Erik Chapman, L.G. - Principal Geologist (Evren)
  • Evan Bruggeman, L.G. - Principal Field Geologist (Evren)
  • MTCA (Model Toxics Control Act)
  • F&BI (Friedman & Bruya, Inc.) of Seattle, WA (Analytical Laboratory)

2024 Open Space Current Use Assessment Tax Agreements

Topic Summary

The Board of County Commissioners held public hearings on applications for the Current Use Open Space Tax Program in November and December 2024. Following the approval of two applications—CUA2022-00002 for Hood Canal Salmon Enhancement Group and CUA2024-00001 for Zoe Zuker & Eugene Allday—the Board is now requested to sign the final Open Space Taxation Agreements to formalize the classification and subsequent tax adjustments.

Key Points

  • Program: Open Space Current Use Assessment Tax Program (Chapter 84.34 RCW).
  • Application Approvals:
    1. CUA2024-00001: Zoe Zuker & Eugene Allday (175 Dabob Post Office Road).
    2. CUA2022-00002: Hood Canal Salmon Enhancement Group (170 Moon Valley Drive).
  • Classification Type: Both properties are classified as Open Space Land under RCW 84.34.020(1)(a) or (b).
  • Hood Canal Salmon Enhancement Group Conditions: Requires signage for public access to the site. Signage must be installed when other project elements are finished and the site is open to the public, approximately 2028. Permitted use is "Salmon Restoration Project, public access for recreation."
  • General Conditions: Requires certification of "no delinquent property tax" prior to approval. Any change in land use constitutes a breach, potentially leading to removal of classification and liability for additional tax, interest, and penalty (RCW 84.34.080).
  • Benefit: The program is allowed in exchange for the public benefit of preservation and protection of open space lands, including those of high environmental value.
  • Effect: Once signed and eventually recorded, the agreements authorize the Assessor to adjust the property tax.
  • Nature of Agreement: The agreement clarifies that this is not a contract and can be annulled or canceled by the Legislature (RCW 84.34.070).

Financials

  • Fiscal Impact: None specified for the immediate request, but the agreements will result in an impact to the assessed property tax of the subject parcels.

Alternatives

  • None specified.

Community Input

  • A staff report and public testimony were taken during the public hearings on November 18 and December 9, 2024.

Timeline

  • 2024-11-18 & 2024-12-09: Public hearings held.
  • 2024-12-16: Agenda date for Board to sign the agreements.
  • Approx. 2028: Signage for public access required for the Hood Canal Salmon Enhancement Group property.

Next Steps

The Board is recommended to sign the attached original three copies of the Open Space Tax Agreements for each property owner, retaining one copy and returning the others to DCD staff for recording by the applicant/owner and transmittal to the Assessor.

Sources

  • Josh Peters - DCD Director
  • David Wayne Johnson - Associate Planner DCD
  • Zoe Zuker & Eugene Allday (Property Owner CUA2024-00001)
  • Hood Canal Salmon Enhancement Group (Property Owner CUA2022-00002)
  • RCW Chapter 84.34 (Open Space Taxation)
  • Jefferson County Resolution 82-91

Resolution: Closing Certain County Offices Early on Christmas Eve

Topic Summary

The Board of County Commissioners proposes a resolution authorizing the early closure of most County offices and facilities at noon on Christmas Eve, December 24, 2024, honoring a tradition that recognizes the historically light afternoon business volume on that day.

Key Points

  • Early Closure Date: December 24, 2024 (Christmas Eve).
  • Closure Time for Most Offices (noon): Courthouse, Public Health, Community Development, Public Works Road Crew offices and facilities, Public Works Parks & Recreation offices and facilities, Public Works Administration office, Sheriff’s Administration office, and WSU Extension Administration office.
  • Closure Time for Solid Waste (2:00 p.m.): Public Works Solid Waste Jacob Miller Transfer Station and Quilcene Drop Off site.
  • Exempt Departments: Sheriff’s Deputies and Corrections Officers must maintain full service as required for 24-hour departments.
  • Employee Pay: Employees choosing to leave early must take compensatory time, vacation time, or time off without pay.

Financials

  • None specified.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-12-24, Noon/2:00 p.m.: Approved early closure times.
  • 2024-12-11: Date for publishing notice of closure in the Port Townsend Leader News.

Next Steps

The Board is recommended to approve the Resolution authorizing the early office closure.

Sources

  • Adiel McKnight - Deputy Clerk of the Board
  • Mark McCauley - County Administrator

Workshop: Naming New Trail Section (Hood Canal Bridge to ODT)

Topic Summary

The Board of County Commissioners will hold a workshop to discuss and decide on a name for a new section of trail that is being developed through a successful RAISE grant application, connecting the Hood Canal Bridge to an existing part of the Olympic Discovery Trail (ODT). The Peninsula Trails Coalition recommends naming the new section the "Olympic Discovery Trail."

Key Points

  • Project: Naming a new trail section connecting the Hood Canal Bridge to the existing Olympic Discovery Trail (ODT).
  • Funding: Made possible through a successful RAISE grant application.
  • Recommendation: Jeffrey Bohman, President of the Peninsula Trails Coalition, recommends naming the new section the Olympic Discovery Trail.
  • Action Requested: The Board is asked to conduct the workshop, discuss the recommendation, and decide on a name.

Financials

  • Fiscal impact: None for this request.

Alternatives

  • Other potential names for the trail section are not specified in the document.

Community Input

  • None specified in the document beyond the recommendation from the Peninsula Trails Coalition.

Timeline

  • None specified.

Next Steps

The Board is recommended to conduct the workshop and either decide on a name or direct staff to bring back a resolution adopting a chosen name at a subsequent meeting.

Sources

  • Jeffrey Bohman - President, Peninsula Trails Coalition
  • Mark McCauley - County Administrator

Climate Action Committee (CAC) Reappointments

Topic Summary

The Board of Commissioners is requested to approve the reappointment of three existing members to the Climate Action Committee (CAC) for new three-year terms, as unanimously recommended by the CAC board.

Key Points

  • Three CAC positions are set to expire on December 31, 2024.
  • The three members have submitted requests and are recommended for reappointment.
  • Reappointments Requested (Term expiring December 31, 2027):
    • Jaime Duyck – Position 12
    • Krista Myers – Position 13
    • Dave Seabrook - Position 15

Financials

  • None specified.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-12-31: Expiration date of current terms.
  • 2027-12-31: Expiration date of new requested terms.

Next Steps

The Board is recommended to approve the reappointments for the new three-year terms.

Sources

  • Wendy Housekeeper - Executive Assistant
  • Mark McCauley - County Administrator

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