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Jefferson County Board of Commissioners Meeting Analysis

Call for Bids re: Designation of Official County Newspaper

Topic Summary

Jefferson County is initiating a call for sealed bids to designate the Official County Newspaper responsible for publishing County legal notices as required by state law (RCW 36.72.075). Bids must be submitted by Monday, March 3, 2025, at 10:30 a.m. The designation must be made by the Board of County Commissioners (BOCC) during its first regular meeting in April.

Key Points

  • The purpose is to designate the Official County Newspaper for publication of County legal notices.
  • RCW 36.72.075 requires the County to designate the official newspaper by its first Regular Meeting in April.
  • Bidders must have five weeks to prepare and submit their bids to the Clerk of the Board.
  • Complete bids must include the "Newspaper Call for Bid Form 2025" and quotes for two sample advertisements (Sample Ad #1 and Sample Ad #2).
  • Bids must include detailed information on the newspaper, including per column inch price, font/type size specifications, and circulation data for specific zip codes/communities (e.g., Port Townsend, Chimacum, Quilcene).
  • Bids must also detail electronic circulation and readership metrics (e.g., paid digital subscriptions, monthly website hits, unique visitors).
  • Bidders must certify that the newspaper is qualified per RCW 65.16 and has been approved by the Jefferson County Superior Court as the legal newspaper.
  • Optional bid items include quotes for general and employment advertisements outside the legal notice section.

Financials

  • The main fiscal impact noted is the "Cost to publish Bid Call."
  • Bidders quote a "BID AMOUNT of $______ per column inch."

Alternatives

None specified.

Community Input

None present.

Timeline

  • March 3, 2025 (10:30 a.m.): Deadline for receiving sealed bids and scheduled public opening.
  • April 2025 (First Regular Meeting): Deadline by which the County must designate the Official County Newspaper.
  • January 8, 2024: Proposed date for the single required publication of the Call for Bids notice.

Next Steps

The BOCC is recommended to approve the Call for Bids.

Sources

  • Carolyn Gallaway - Clerk of the Board
  • Mark McCauley - County Administrator
  • RCW 36.72.075 (Governing statute for designation timeline)
  • RCW 65.16 (Governing statute for newspaper qualification)

Closure of Upper Hoh Road (County Road No. 914207)

Topic Summary

Public Works proposes an emergency road closure of the Upper Hoh Road (CR# 914207) at milepost (MP) 9.8 due to significant road damage caused by high rainfall and associated streambank erosion since mid-December 2024. Approximately 250 linear feet of the road has been damaged, and ongoing erosion is likely to render the road impassable. The closure is required to protect the motoring public from hazards and prevent visitors to the Olympic National Park Hoh Rainforest Area from being stranded.

Key Points

  • Road closure location: Upper Hoh Road (CR# 914207) at MP 9.8.
  • Cause of damage: High rainfall since mid-December 2024, resulting in flooding and streambank erosion, with the Hoh River cresting at approximately 30,000 cfs on 12/18/24.
  • Extent of damage: Approximately 250 linear feet of the road is damaged.
  • Hazard: The road damage presents a hazard to the motoring public and risks stranding Olympic National Park (ONP) tourists; ONP has already closed the Hoh Rainforest Park Area.
  • Demographics: There are no full-time County residents upstream from MP 9.8.
  • Coordination: Jefferson County has notified the City of Forks, Federal Highways Administration, Hoh Tribe, The Nature Conservancy, US Army Corps of Engineers, WA Dept. of Fish & Wildlife, Western Federal Lands, WA Dept. of Transportation, and State legislative staff.
  • Duration: The closure remains in effect until adequate funding is secured for necessary repairs.

Financials

  • ONP has communicated that a complete loss of the road would have "catastrophic impact for them."
  • Closure also entails economic impact due to the loss of tourist access to the Hoh Rainforest Area.
  • The cost to the County for passing the closure resolution itself is negligible, primarily involving the cost of public notice.
  • Public Works is working with partners to identify funds for restoration, noting the poor condition of the County Road Fund.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Mid-December 2024 to present: Period of high rainfall leading to damage.
  • 2024-12-18: Hoh River crested at approximately 30,000 cfs.

Next Steps

The BOCC is recommended to adopt the Resolution authorizing the emergency closure of the Upper Hoh Road to vehicular traffic at MP 9.8 (per RCW 47.48).

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Eric Kuzma - Department Contact (Public Works)
  • Olympic National Park (ONP)
  • Hoh Tribe
  • RCW 47.48 (Governing statute for road closures)

Closure of Quinault South Shore Road (County Road No. 911607)

Topic Summary

Public Works requests approval for the emergency closure of the Quinault South Shore Road (CR# 911607) at MP 1.3 due to significant flood damage and streambank erosion resulting from recent high rainfall. The closure is deemed necessary to address a hazard to the motoring public, as approximately 85 linear feet of the road is damaged and ongoing erosion is expected to render it impassable.

Key Points

  • Road closure location: Quinault South Shore Road (CR# 911607) at MP 1.3.
  • Cause of damage: Significant rainfall on the West End from mid-December 2024 to present (1/6/2025), leading to flooding and streambank erosion.
  • Extent of damage: Approximately 85 linear feet of the road is damaged.
  • Hazard: Closure is necessary because a hazard exists to the motoring public, and visitors to the Olympic National Park could become stranded beyond MP 1.3 if the road washes out completely.
  • Demographics: There are no full-time County residents upstream from MP 1.3.
  • Coordination: Jefferson County has notified the City of Forks, Federal Highways Administration, Quinault Tribe, US Army Corps of Engineers, WA Dept. of Fish & Wildlife, WA Dept. of Transportation, and State legislative staff.
  • Duration: The road will remain closed until adequate funding is found for necessary repairs.

Financials

  • The County Road Fund is currently strained, prompting Public Works to seek alternative funds.
  • The fiscal impact of adopting the resolution is negligible, covering only the cost of publishing the public notice.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Mid-December 2024 to present: Period of high rainfall leading to damage.

Next Steps

The BOCC is recommended to adopt the Resolution authorizing the emergency closure of the Quinault South Shore Road to vehicular traffic at MP 1.3 (per RCW 47.48).

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Eric Kuzma - Department Contact (Public Works)
  • Quinault Tribe
  • RCW 47.48 (Governing statute for road closures)

Declaration of Emergency Due to County Road Damage

Topic Summary

Public Works requests a formal Declaration of Emergency due to significant road damage on both the Upper Hoh Road (CR# 914207 at MP 9.8) and the Quinault South Shore Road (CR# 911607 at MP 1.3). This declaration is necessary to make the County eligible for potential federal emergency response funding and grants Public Works the authority to execute emergency repairs without following normal procurement procedures once funding is secured.

Key Points

  • Emergency sites: Upper Hoh Road (CR# 914207) at MP 9.8 (~250 LF damaged) and Quinault South Shore Road (CR# 911607) at MP 1.3 (~85 LF damaged).
  • Rationale: High rainfall since mid-December 2024 caused flooding and streambank erosion; ongoing erosion is likely to render both roads impassable. Both roads are currently closed to vehicular traffic.
  • Economic Impact: The Olympic National Park stated that complete loss of the Upper Hoh Road would have a catastrophic impact on them, resulting in economic losses for the tourism economy in the region.
  • Purpose of Declaration: Required to make the County eligible for potential federal emergency response funding.
  • Authority granted: Authorizes Public Works to forgo time-consuming legal procedures and formalities (except mandatory constitutional requirements) to make emergency repairs once funding is identified.
  • Partners contacted: City of Forks, Federal Highways Administration, Hoh Tribe, Olympic National Park, Quinault Tribe, The Nature Conservancy, US Army Corps of Engineers, WA Dept. of Fish & Wildlife, Western Federal Lands, WA Dept. of Transportation, and State legislative staff.

Financials

  • Public Works is diligently seeking suitable funding sources, acknowledging that both roads will remain closed until funding is secured.
  • The declaration is required for eligibility for federal emergency response funds.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-12-18: Hoh River crested at approximately 30,000 cfs, indicating the peak of the recent weather event.

Next Steps

The BOCC is recommended to declare that a state of emergency exists due to County Road damage.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Eric Kuzma - Department Contact (Public Works)
  • Olympic National Park

Affordable Housing and Homeless Housing Grant Agreement (Caswell Brown Village)

Topic Summary

The County Administrator's Office presents a grant agreement with Olympic Community Action Program (OlyCAP) for $660,000 sourced from Fund 148 (Affordable Housing Fund) to support the Caswell-Brown Village (CBV) transitional shelter. Funds will be used for site operations, a permanent hygiene/laundry facility, and replacing existing RV camping spaces with new tiny shelters.

Key Points

  • The Caswell-Brown Village (CBV) is an open-air, transitional emergency housing site providing 20 tiny shelter units and 20 RV safe camping spaces, monitored 24/7.
  • CBV promotes self-governance through a Resident Council, which meets monthly with the Housing Director and Shelter Management.
  • CBV utilizes a Housing First approach, providing stability necessary for individuals to address health, addiction, and mental health issues while working toward permanent housing.
  • Goals include reducing the strain on community emergency services (first responders, ER visits, jail/arrests) and building a pathway to self-sufficiency.
  • The grant funding is explicitly prioritized: (1) operating expenses, (2) permanent bathroom/shower/laundry facility, and (3) funding for 20 new tiny home shelters to replace the RVs.
  • CBV service providers offer on-site support, including case management, mental health, DV, harm reduction, wound care, and assistance accessing programs like SNAP and SSI.
  • New permanent facility components will include bathrooms, showers, laundry, a communal area, and an office for year-round, 24/7 service provider meetings and resident support groups (e.g., 12 step).

Financials

  • Total Grant Amount: $660,000, 100% sourced from Fund 148 (Affordable Housing Fund).
  • Funding was approved by the BOCC on November 18, 2024, following a Housing Fund Board (HFB) recommendation resulting from an RFP process.
  • Capital Budget Breakdown:
    • Tiny Shelters (20 units): $200,000 total estimated cost (Construction: $180,000; Other/Moving: $20,000). Labor is donated by Community Build; funds cover materials and licensed subcontractors (electrical). Each shelter costs $10,000.
    • Permanent Hygiene Facility (Bathroom, Shower, Laundry): $450,000 total estimated cost (Construction: $450,000 for materials, concrete foundation, electrical/plumbing subcontractors, septic, electrical connections). Labor will be provided by Community Build volunteers to the extent feasible.
  • Funding Gap & Sources (Hygiene Facility): $104,000 is sought from CDBG Funds (application made, county favorably disposed); the remaining gap is $346,000.
  • Operating Budget (2025): $325,270 total required for operations.
    • Salaries: $202,000 (3 full-time staff, 4 part-time resident monitors, 1 Seasonal Monitor).
    • Benefits: $51,200.
    • Utilities: $24,000.
    • Administration (10% max): $29,570.
  • The use of State (SSB 5386, SHB 1590, SHB 1406) taxes/fees are cited as authorization for the Affordable Housing/Homelessness funding pool.

Alternatives

  • The elimination of RVs is justified by safety and cost-effectiveness: RVs pose a high risk of mold, CO poisoning, and fire, and removing old RVs costs a minimum of $1,200 per tow.

Community Input

  • Housing Fund Board reviewed RFPs and provided recommendations to the BOCC (approved 11/18/24).

Timeline

  • 2024-09-03: BOCC approved funding levels and authorized release of RFP.
  • 2024-11-08: Housing Fund Board met and reviewed RFPs.
  • 2024-11-18: BOCC approved HFB funding recommendations.
  • 2025-01-01 to 2025-12-31: Term of the Grant Agreement.
  • 2026-01-31: Annual report due for the 2025 grant year.

Next Steps

Approve the attached Grant Agreement.

Sources

  • Mark McCauley - County Administrator
  • Carolyn Gallaway - County Administrator Contact
  • Olympic Community Action Program (OlyCAP)
  • Community Build (Providing donated labor for construction)
  • RCW 36.22.250 (SSB 5386)
  • RCW 82.14.530 (SHB 1590)
  • RCW 82.14.540 (SHB 1406)

Animal Shelter Improvements Construction Contract

Topic Summary

Central Services requests approval for a construction contract with Westsound Construction for $47,798.60 to perform necessary repairs and modifications at the animal shelter. The scope includes replacing rotten wood siding, windows, and the existing canopy due to weather-related damage and leakage.

Key Points

  • The animal shelter requires repairs for "rotten front siding, leaking windows and canopy."
  • The construction contract replaces a lapsed Professional Services Agreement and incorporates a change from the original scope.
  • Scope of Work (Exhibit F):
    • Replace existing MDO plywood siding and vapor barrier with new vapor barrier and Hardie Plank HZ10 fiber cement lap siding.
    • Replace six existing windows with Andersen 100 Series Black Single-Hung Composite windows.
    • Design-build required for window framing and canopy tie-in.
    • Replace the existing canopy with a wooden post and beam 6-foot gable entry (4/12 pitch) using Owens Corning 40-year Oakridge Estate Gray roofing shingles.
    • Hardie Plank siding must be painted using Sherwin Williams Exterior Duration Satin (color provided within 5 business days of bid award).
  • Change Order Description: The contract includes a Change Order for $7,133.00 to address "unforeseen rot of structural members" and install sub-sheathing that was missing but required per engineering drawings.
  • The procurement process used was the Small Works Roster checkmarked on the Contract Review Form.
  • Contractor: Northwest Controls Contractors LLC (Westsound Construction).

Financials

  • Original Contract Amount: $40,665.60
  • Change Order Amount: $7,133.00
  • New Contract Total: $47,798.60
  • Funding Source: $65,000.00 is approved from the Construction Renovation Fund (#301) budget.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Work must begin not later than 5 days after the Notice to Proceed is issued.
  • Work must be completed not later than 90 days after the Notice to Proceed is issued.
  • Prevailing wage publication date is 6-3-2024.

Next Steps

Approve and sign the attached contract to allow the animal shelter facelift.

Sources

  • Shawn Fredrick - Central Services Director
  • Matthew Court - Central Services Contact
  • Mark McCauley - County Administrator
  • Northwest Controls Contractors LLC (Contractor)

Amendment 1 to SCJ Alliance Agreement: Flood Control Assistance Grant Facilitation

Topic Summary

Jefferson County Public Health (JCPH) and the Department of Community Development (DCD) request approval for Amendment 1 to an agreement with SCJ Alliance. This amendment adds $19,058.60 and extends the contract to June 30, 2025, to fund expanded scope focusing on facilitation services for public engagement regarding a pending Washington Department of Ecology’s Flood Control Assistance Account Program (FCAAP) grant application.

Key Points

  • Original Agreement: Professional Services for public engagement related to updates to the On-Site Sewage Code up to $13,000, ending April 1, 2025.
  • Amendment Scope Addition: Facilitate public engagement to gather input for the FCAAP grant application.
  • FCAAP Grant Objectives:
    1. Begin implementation of the 2009 Comprehensive Flood Hazard Management Plan for the Dosewallips and Duckabush Rivers, focusing on the lower Dosewallips.
    2. Planning for a new and resilient community and emergency response facility for the Brinnon area.
    3. Performing an alternatives analysis for development and flood risk reduction using an existing hydrologic model.
  • Maximum potential FCAAP award: $250,000 over two years (2025 and 2026).
  • SCJ Alliance will handle pre-meeting conversations, final meeting agendas, and subsequent memos detailing recommendations for grant revisions based on public input.

Financials

  • Amount of Amendment: $19,058.60 (new scope)
  • Original Contract Amount: $13,000.00
  • New Not-to-Exceed Total: $32,058.60
  • Funding Source: Covered by Foundational Public Health Services funds.
  • Detailed breakdown for the new scope ($19,058.60 total):
    • Direct Labor Estimate: $17,560.00 (94 total hours)
    • Reimbursable Expenses Total: $1,498.60 (includes Copies/Printing $614.60, Ferry $80.00, Mileage $402.00)

Alternatives

  • The information developed by the Contractor may also be used to develop a complementary application to the FEMA BRIC program, pursuing similar objectives.
  • The original scope of work regarding On-Site Sewage Code facilitation remains within the total amended amount.

Community Input

  • The expanded scope specifically includes public outreach (two public meetings at the Brinnon Community Center) to gather "community priorities" compatible with FCAAP funding.
  • The analysis notes past meetings with Brinnon community members identified initial priorities.

Timeline

  • 2024-07-01: Original Agreement start date.
  • 2025-01-24: Deadline for final/annotated meeting agendas related to FCAAP grant.
  • 2025-02-21: Deadline for meeting summaries and recommendations memo related to FCAAP grant.
  • 2025-02-28: FCAAP application deadline (external deadline).
  • 2025-06-30: New Agreement end date.

Next Steps

JCPH management recommends approval of Amendment #1 to the contract with SCJ Alliance.

Sources

  • Pinky Feria Mingo - Environmental Health and Water Quality Director, Public Health
  • Josh Peters - Director, Department of Community Development
  • Mark McCauley - County Administrator
  • SCJ Alliance (Contractor)
  • WA Department of Ecology’s Flood Control Assistance Account Program (FCAAP)
  • 2009 Comprehensive Flood Hazard Management Plan (CFHMP)

Amendment 2 to Dosewallips Wolcott Flats & Rocky Brook Planning Grant

Topic Summary

Jefferson County Public Health (JCPH) requests approval for Amendment 2 to the Dosewallips Wolcott Flats & Rocky Brook Planning RCO SRFB Grant Agreement (#21-1024P). This amendment only provides a time extension, pushing the project completion deadline from December 31, 2024, to December 31, 2025, to allow the contracting party to complete the project and bridge the gap to expected 2025 funding.

Key Points

  • Project Goal: Develop floodplain resiliency and action plans, including hydrologic/geomorphic assessments and conceptual designs, to restore habitat for Hood Canal Summer Chum and Mid Hood Canal Chinook in the Wolcott Flats & Rocky Brook Confluence Reach of the Dosewallips River.
  • Specific outcomes: Identifying two "ecological corridors" (near-term/typical flows and longer-term/full floodplain re-engagement); surveying landowners; and developing conceptual designs for participating landowners to improve habitat.
  • The project focuses on 2.4 miles of main channel, up to 1.4 miles of side channel, and up to 195 acres between RM 3.4 and 5.8.
  • Landowner Coordination: The project aims to cultivate participation among the 14 shoreline landowners; Washington State Parks and one private landowner are formal partners, and one additional owner (Beck) has shown interest in a conservation easement.
  • Justification for Extension (Amendment 2): Needed to maintain strong community outreach/support by the consultant and allow time to potentially expand the project based on the resiliency plan, bridging the gap until expected 2025 funding.
  • Prior Delay (Amendment 1): The project was previously delayed because the original matching source was withdrawn by another County department; a replacement source was secured, but the end date needed extension to allow for a full field season and consultant selection.

Financials

  • Total Project Cost (Unchanged): $192,500.00
  • Grant Award Amount (Unchanged): $163,625.00 (from SRFB Salmon State Projects - 85.00%)
  • Minimum Matching Share: $28,875.00 (15.00%)
  • Funding Sources: RCO SRFB grant funds, match satisfied by USDA USFS agreement (#20-PA-11060900-004) and the County’s Brinnon Flood Fund. No General Fund money is requested.
  • Federal Funding Source is US Dept of Commerce (CFDA 11.438 - PCSRF).
  • Sponsor’s Indirect Cost Rate: 10.00% of De Minimus base.

Alternatives

None specified in this amendment.

Community Input

None specified (the amendment focuses on internal project management and funding timelines). The original goal includes landowner outreach and coordination.

Timeline

  • 2021-09-23: Original Project Start Date.
  • 2024-12-31: Original/Prior Agreement End Date (extended by Amendment 1).
  • 2025-12-31: New Agreement End Date (extended by Amendment 2).
  • Key Milestones for 2025:
    • 2025-02-28: Dosewallips River Collaborative meetings
    • 2025-09-30: Dosewallips River Collaborative meetings
    • 2025-12-31: Final Report Due and Final Billing Due.

Next Steps

JCPH Management recommends BOCC signature for Amendment 2.

Sources

  • Pinky Feria Mingo - Environmental Health and Water Quality Director
  • Tami Pokorny - Natural Resources Program Coordinator
  • Salmon Recovery Funding Board (SRFB)
  • WA Recreation and Conservation Office (RCO)
  • USDA USFS
  • Project Manager: Josh Lambert (RCO)

Amendment 3 to Tyler Technologies Contract: Software and API Consulting

Topic Summary

Jefferson County Public Health (JCPH) requests approval for Amendment 3 to their contract with Tyler Technologies (EH-18-176-A3) to secure $9,600 worth of consulting services. This consulting will primarily involve Tyler consultants working with the County’s third-party API developer, Cities Digital, to enable the import of septic records from the On-Line RME database into Tyler’s Energov Enterprise, Permits, and Licensing (EPL) database.

Key Points

  • System Goal: Import septic records from the third-party reporting database (On-Line RME) into Tyler’s EPL database (Energov).
  • Benefit: Allows JCPH to determine if homeowners meet septic monitoring requirements and allows citizens to view the records via the Customer Self Service (CSS) portal.
  • Services added: 32 hours of Integration Services for API/SDK Support and 8 hours of Project Management Services - Remote.
  • The objective of consulting services related to third-party integration is to correct data transfer, but the prior Amendment No. 2 explicitly states there is "no guarantee of success" for integration development.
  • An additional 20 consulting hours were requested within the total $9,600 for general consulting needs.
  • The original contract was dated July 17, 2018, and covered the EnerGov Permitting & Land Management Suite (PLM).

Financials

  • Total Amendment Cost: $9,600.00 (One-Time Fees)
    • Integration Services (32 hrs @ $250.00/hr): $8,000.00
    • Project Management (8 hrs @ $200.00/hr): $1,600.00
  • Recurring Fees: $0.00
  • Funding Sources: Consultation services are covered by Foundation Public Health Services funds, the Operation and Maintenance Assessment Fee, and Consolidate Contracts with Department of Health.
  • Fund #: 127.

Alternatives

None specified.

Community Input

None present.

Timeline

  • Original agreement signed: 2018-07-17 (Effective Date, signed by County 2018-07-02).
  • Prior Amendment 2 signed: 2023-03-31 (Adding $3,700 for API Consulting and PM).
  • Amendment 3 focuses on securing immediate professional services without a stated completion date, as the original contract "Term" is listed as "until terminated."

Next Steps

JCPH management recommends approving the contract amendment with Tyler Services for $9,600.

Sources

  • Pinky Feria Mingo - Environmental Health Director
  • Tyler Technologies (Contractor/Software Vendor)
  • Cities Digital (Third-party API developer)

Conservation Futures Fund (CFF) 2025 Application Cycle Launch

Topic Summary

Jefferson County Public Health requests approval of a resolution to launch the 2025 Conservation Futures Fund (CFF) application cycle. This involves establishing the application period, setting the estimated available funding, and approving recommended changes to the program manual, application, and score sheet endorsed by the Conservation Futures Fund Citizen Oversight Committee (CFFCOC).

Key Points

  • CFF Goal: To acquire open space land, agricultural land, and timber land as authorized by RCW 84.34.
  • Application Period: Established as January 12, 2025, through March 21, 2025. This complies with JCC 3.08.030(1) requiring establishment no later than March 30th and public notice at least 30 days prior.
  • Program Changes: The CFFCOC reviewed and recommended changes intended to make linkages between CFF goals (JCC 3.08.030-040) and the application materials more apparent.
    • Most Substantive Change: Focuses on assessing project stewardship opportunities, particularly understanding long-term threats/factors affecting conservation values and the strategies planned for mitigation (Application Question #2, Score Sheet Question #2).
    • Other Changes: Clarifying Critical Areas mapping requirement (Program Manual), adding questions about water rights status (Application), and adding a question regarding climate change resiliency (Application Question #11, Score Sheet Question #10).
    • Score Changes: Reducing the maximum point values for certain criteria (e.g., Score Sheet #6 reduced from 5 to 4 points; Score Sheet #7 reduced from 5 to 3 points, while retaining its multiplier of 10).
    • Feasibility Questions Deleted: Questions regarding acquisition feasibility were removed from the application process because they were not predictive of successful acquisitions in the past.
  • Acquisition Match: A minimum 50% match is required for all project types (JCC 03.08.030(10)).

Financials

  • Total Estimated CFF Available for 2025: $252,000
  • Estimated amount available for acquisition grants: $252,000 (total minus O&M).
  • Estimated amount available for Operations & Maintenance (O&M) activities: $48,000 (Limited to 15% of the prior year's CFF tax levy revenue per JCC 3.08.030(6)).
  • Funding Source: Conservation Futures Fund (tax levy collection authorized by RCW 84.34.230); no impact to the General Fund.

Alternatives

  • The CFFCOC is discussing potential program recommendations focused on encouraging applicants to submit projects that best fulfill the goals of JCC 3.08.03-04 for the 2026 funding cycle.

Community Input

  • The proposed changes emphasize incorporating public input, requiring applicants to detail how their project is part of a plan that "provided opportunities for public input" (Application Question #5).
  • All meetings of the CFFCOC are subject to the Open Public Meetings Act, and the public is encouraged to attend.

Timeline

  • 2025-01-12: Application period begins.
  • 2025-03-21: Application period ends (final project applications due).
  • Mid-March 2025: Site visits and project presentations to CFCCOC.
  • April/May 2025: CFCCOC meets to rank projects and provide recommendations.
  • July 2025 (typically): BOCC makes award determinations.
  • August 2025 (or later): Approved project funds typically become available.
  • 2025-10-03: Public hearing date for proposed supplemental budget appropriations (from Sample Ad).

Next Steps

JCPH Management recommends BOCC signature of the resolution to officially initiate the 2025 CFF grant cycle.

Sources

  • Michael Dawson - Water Quality Manager, Environmental Public Health
  • Tressa Linquist - Environmental Health
  • Tami Pokorny - Natural Resources Program Coordinator/Program staff
  • Conservation Futures Fund Citizen Oversight Committee (CFFCOC)
  • RCW 84.34.230 (Authorizing tax levy)
  • JCC 3.08.030 and 3.08.050 (Governing local code)

Interlocal Agreement for Transportation Benefit District Staff Support

Topic Summary

The BOCC is requested to authorize the County Administrator to execute an Interlocal Agreement (ILA) with the newly formed Jefferson County Transportation Benefit District (JCTBD). This ILA is essential because the JCTBD currently lacks staff and funds, and needs County staff support (legal, clerk, financial, public works) to operate and initiate fund collection.

Key Points

  • The JCTBD was created by BOCC Ordinance No. 10-1216-24 to generate additional funding for county road maintenance.
  • JCTBD Funding Mechanism: Authorized by RCW 36.73 to collect up to $20 of the vehicle fee (RCW 82.80.140) and up to one-tenth of one percent of the sales and use tax (RCW 82.14.0455). The JCTBD Board must authorize collection by majority vote.
  • The JCTBD is a separate legal entity and quasi-municipal corporation.
  • The JCTBD governing board is currently the BOCC acting in an ex officio and independent capacity.
  • County Obligations (Staff Support): The County will provide all necessary staff and support, including services from the Prosecuting Attorney’s Office, Clerk of the Board, Treasurer, Public Works, and Central Services.
  • Staff support includes preparation of annual work plans, reporting, advertising, design, contracting, construction management, and accounting.
  • JCTBD Obligations (Funding): JCTBD funding shall first be applied to cover the reasonable charges incurred in establishing and staffing the JCTBD.
  • Cost Allocation Policy: Overhead charges (utilities, IT, office supplies, equipment) shall be considered a contribution by the County and need not be directly charged to the JCTBD.
  • Intent: JCTBD funding is intended to "supplement, not replace, existing County funding sources for road improvements."
  • Continuation: If the County assumes the JCTBD under RCW 36.74, the ILA would terminate, as the governing body would revert to the BOCC in its normal capacity.

Financials

  • The ILA authorizes charging the JCTBD for staff support services and related administrative costs.
  • Cost savings are realized by avoiding duplication of effort and separate staff hiring by the JCTBD.
  • Specific dollar amounts for staff support charges are not set in the resolution, but overhead costs are explicitly excluded from direct charge.

Alternatives

  • The ILA mentions that most TBDs contract with the municipality that created them, implying that independent staffing of the JCTBD is the implicit alternative.

Community Input

None specified.

Timeline

  • 2024-12-16: BOCC adopted Ordinance No. 10-1216-24, creating the JCTBD.
  • 2025-01-06 (Proposed Date): The JCTBD is expected to hold its first meeting and elect a Chair.

Next Steps

The BOCC is recommended to approve the Resolution authorizing the County Administrator to execute the proposed ILA with the JCTBD, and ratify any prior County staff actions taken in support of forming the JCTBD.

Sources

  • Mark McCauley - County Administrator
  • Ariel Speser - Civil Deputy Prosecuting Attorney
  • RCW 39.34 (Interlocal Cooperation Act)
  • RCW 36.73 (Governing statute for TBDs)
  • RCW 36.74 (Governing statute for TBD assumption)
  • Ordinance No. 10-1216-24 (Creating JCTBD)

Closing the Hotel/Motel Bank Account

Topic Summary

The Finance Director requests authorization to transfer the remaining $4,500 balance from the dormant Tourism Coordinating Council (TCC) Hotel/Motel bank account into Fund 125 (Hotel/Motel Fund) and close the account. The account was originally maintained due to a contract requirement with the TCC, but this contract no longer exists for 2025, and the account has been inactive for at least three years.

Key Points

  • Background: The bank account was created to meet a prior TCC contract requirement, enabling payment of invoices outside the County's normal accounts payable schedule.
  • Status: The account has been dormant (no activity) for at least three years.
  • The County does not have a contract with the TCC for 2025, eliminating the contractual obligation to maintain the account.
  • This action is recommended to maintain "best financial practices."

Financials

  • Amount to be transferred: $4,500.00 (the remaining balance).
  • Destination: Fund 125 Hotel/Motel.
  • Fiscal Impact: None, as it is solely a cash transfer from a bank account to the corresponding County fund.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Effective immediately upon passage of the resolution.

Next Steps

The BOCC is requested to approve the deposit of the remaining balance, and authorize the Jefferson County Treasurer to close the TCC Hotel/Motel account.

Sources

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

Discussion and Potential Action re: Appointment of Acting Sheriff

Topic Summary

Due to the retirement of elected Sheriff Joe Nole effective January 3, 2025, before the end of his term, the BOCC must appoint an Acting Sheriff until a permanent replacement is selected within 60 days. The resolution proposes appointing Undersheriff Andrew William Pernsteiner to the Acting Sheriff role, contingent upon reaching a compensation agreement with the County Administrator.

Key Points

  • Sheriff Joe Nole retired effective January 3, 2025, creating a partisan vacancy.
  • RCW 36.16.115 authorizes the BOCC to appoint an employee (deputy or assistant) as acting sheriff until the vacancy is filled by election or appointment.
  • Proposed Appointee: Undersheriff Andrew William Pernsteiner.
  • Undersheriff Pernsteiner has stated his willingness to serve.
  • The appointment is necessary to ensure the normal operations of the office continue.
  • Appointment duration: Until a successor is elected or appointed as required by law.

Financials

  • The compensation for Acting Sheriff Pernsteiner must be agreed upon by the County Administrator and Pernsteiner.
  • Fiscal Impact: "This will be budget neutral because this amount will be less than the pay of the retiring Sheriff Nole."

Alternatives

None specified.

Community Input

None present.

Timeline

  • 2025-01-04: Office of Sheriff became vacant.
  • Next 60 days: Statutory obligation timeframe for the BOCC to fill the partisan vacancy.

Next Steps

Adopt the attached resolution appointing Undersheriff Andrew William Pernsteiner Acting Sheriff.

Sources

  • Melissa Pleimann - Civil Deputy Prosecuting Attorney
  • Mark McCauley - County Administrator
  • Joe Nole - Retiring Sheriff
  • Andrew William Pernsteiner - Undersheriff / Proposed Acting Sheriff
  • RCW 36.16.115 (Governing statute for appointing acting sheriff)

Supplemental Budget Appropriations/Extensions for Various County Funds (Q3 2025 Notice)

Topic Summary

The BOCC is issuing a resolution of notice proposing supplemental budget appropriations and/or extensions for various County funds for the Third Quarter (Q3) of 2025. These adjustments are necessary to account for unforeseen or contemplated revenue increases (e.g., unanticipated fees or grants) and corresponding required expenditures. A public hearing is scheduled for October 3, 2025, to consider these changes.

Key Points

  • Purpose: To add revenue and expenditure amounts to the 2025 budgets for various departments, funded by unanticipated sources (fees, grants, bonds, or unexpended prior-year funds).
  • An increase in expenditure amounts beyond listed revenues represents an extension of the respective fund budgets.
  • Total Q3 Appropriation (Proposed): Revenue: $508,528; Expenditure: $1,511,984 ($1,505,983 one-time + $6,001 on-going); Net Budget Impact: $1,003,456 (new appropriation funded from unencumbered balances).

Financials

Fund Fund Name Revenue ($) One-Time Expenditure ($) On-Going Expenditure ($) Net Budget Impact ($)
Total General Fund (001) 251,381 299,050 6,001 53,670
001-050 Clerk 148,684 188,684 0 40,000
001-068 Community Services 0 7,669 0 7,669
001-080 District Court 48,200 48,200 0 0
001-180 Sheriff 54,497 54,497 0 0
001-250 Treasurer 0 0 6,001 6,001
Total Other Funds 257,147 1,206,933 0 949,786
105 Auditor's O&M 4,400 4,400 0 0
108 Cooperative Extension 0 4,459 0 4,459
109 Noxious Weed 0 1,000 0 1,000
127 Public Health 114,048 292,113 0 178,065
143 Community Development 117,299 117,299 0 0
147 Federal Forest Title III 0 100,000 0 100,000
149 Homeless Housing 0 23,078 0 23,078
174 Parks & Recreation 0 44,114 0 44,114
304 HJC Jump! 0 235,000 0 235,000
401 Solid Waste 0 143,500 0 143,500
403 Solid Waste Equip Reserve 0 400 0 400
505 Employee Benefit Reserve 0 220,170 0 220,170
506 Information Services 21,400 21,400 0 0
Total Q3 Appropriation 508,528 1,505,983 6,001 1,003,456

Alternatives

None specified.

Community Input

  • A public hearing is scheduled for October 3, 2025, at 10:30 a.m.
  • Written testimony is invited between September 21, 2025, and the close of the hearing on October 3, 2025 ($354,723.05).

Timeline

  • 2025-09-21: Start date for submitting written testimony.
  • 2025-10-03 (10:30 a.m.): Public hearing date for the proposed supplemental budget.
  • 2025-10-03: End date for submitting written testimony.
  • 2025-09-19: Date the resolution was approved (prior to the hearing).

Next Steps

Formal approval of the Resolution to move forward with the public hearing process for the supplemental appropriations.

Sources

None specifically named beyond the Board of County Commissioners for the resolution.

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