MEETING: Commissioners Meeting at Tue, Jan 21, 09:00 AM

County Sources

Packet Contents

AI Information

MEETING SUMMARY: Jefferson County Board of Commissioners

Meeting Date: 2025-01-21

Public Comment: Shoreline Master Program (SMP) Update

Metadata

  • Time Range: 00:01:04–00:04:15
  • Agenda Item: Not Stated
  • Categories: land use, planning, permits, other

Topic Summary

Gordon King addressed the Board regarding the slow progress of the Shoreline Master Program (SMP) update, noting that a revised draft, expected by February, is returning from the deputy prosecutor's office. King, representing aquaculture interests, highlighted that the recent changes to the aquaculture piece of the SMP have made obtaining permits, particularly for geoduck farms, excessively difficult and costly for independent operators. He argued that the requirement for a full Conditional Use Permit (CUP) with a public hearing adds significant expense and unnecessary complexity, which favors large companies like Taylor Shellfish over smaller, independent farms, despite the science supporting geoduck farming.

Key Discussion Points

  • The SMP update process has been ongoing since at least 2020 (00:01:54), initially intended to be a simple process (00:01:59).
  • Gordon King stated the aquaculture section of the SMP has been "butchered" (00:02:14), making it much more difficult for geoduck farms to get permits (00:02:22).
  • King cited a permit acquisition in Pierce County that cost his company over a million dollars (00:02:35) and a muscle farm permit in Thurston County costing nearly $2 million (00:02:54).
  • King asserted that a full CUP process, including a public hearing, makes it impossible for young or independent people to start a geoduck farm (00:03:19).
  • King noted that the public comment process requires answering "ridiculous" and "ill-informed" comments lacking scientific backing (00:03:28–00:03:59).
  • Commissioner Brotherton responded by generally agreeing with King's comments and confirming that the SMP update is expected in February (00:09:18). Brotherton stated a "real favor" for aquaculture, noting few farms filter the environment they grow in, and expressed a desire to make permitting as easy as possible (00:09:44).
  • Commissioner Eisenhower stated she had "a lot of empathy for the complexities" of the Shoreline Master Program, having spent many years digging into former and current programs (00:14:29).
  • Commissioner Eisenhower also stated that Prosecutor Gordon King's perspective about regulatory guidelines "elbowing out our smaller business people is a really important perspective" (00:15:10).
  • Commissioner Eisenhower forwarded the last update from the Prosecuting Attorney's office, which indicated a February timeline for finalizing discussions with the Department of Ecology (DOE) (00:15:43).

Public Comments

  • Gordon King: Argued that the revised SMP makes permitting prohibitively expensive for small aquaculture operations, forcing independent entrepreneurs out of the market due to lengthy, scientifically unnecessary public hearing requirements.

Supporting Materials Referenced

  • No supporting materials referenced.

Financials

  • Referencing external permit costs, Gordon King mentioned over \$1 million for a geoduck permit in Pierce County and approximately \$2 million for a muscle farm permit in Thurston County (00:02:55).

Alternatives & Amendments

  • No alternatives discussed.

Outcome, Vote, and Next Steps

  • Decision: No action taken; the item was a public comment and discussion.
  • Vote: N/A.
  • Next Steps:
  • - Prosecuting Attorney's Office: Finalize revisions to the Shoreline Master Program documentation in coordination with the Department of Ecology (DOE) by February (00:15:43).

Public Comment: West End Road Closures (South Shore Road & Upper Hoe Road)

Metadata

  • Time Range: 00:05:09–00:06:49
  • Agenda Item: Not Stated
  • Categories: infrastructure, emergency management, budgeting, services

Topic Summary

Ed Bowen, a West End resident, expressed ongoing concern about the two County road closures, primarily South Shore Road in the Lake Quinault area. He requested an update on the meeting with the National Park Service (NPS) the previous week and sought clarification on the Commissioners' next steps, particularly regarding emergency access for locked-out landowners. Bowen advocated for the Commissioners to pursue new disaster funding sources, specifically referencing the National Park Service's capital infrastructure component mentioned on page 58 of a continuing resolution disaster fund.

Key Discussion Points

  • Ed Bowen requested an update on the meeting with the National Park Service (NPS) and clarification on the Commissioner's next steps regarding South Shore Road and Upper Hoe Road (00:05:34).
  • Bowen reported that emergency management had sent him an email and suggested all West End Jefferson County residents would benefit from hearing directly from emergency management (00:05:49).
  • Bowen advocated for pursuing the National Park Service capital infrastructure component of the continuing resolution disaster fund (page 58 of the legislation) (00:06:33).
  • Commissioner Brotherton deferred to Commissioner Eisenhower for the update, calling the news "Not a great update, you know, kind of no news is bad news" (00:10:07).
  • Commissioner Eisenhower reported meeting with NPS, WSDOT, and Public Works staff (00:16:02) and described the meeting as "frustrating" because agency partners offered no new funding ideas (00:16:17).
  • Eisenhower stated that the one "glimmer of hope" for Upper Hoe Road was the repurposing or reallocating of some Flat Funding designated for a \$5 million repair farther down the road (00:16:46), a project estimated at \$650,000 (00:17:09).
  • Eisenhower confirmed there is no current viable idea on the table for South Shore Road (00:17:36).
  • Eisenhower was clear: the County does not have the funds (estimated at between \$1 million and \$1.25 million) to repair these roads, necessitating external funding (00:18:19).
  • Eisenhower noted the Upper Hoe Road washout is expanding, with another tree falling down (00:18:40).
  • Commissioner Brotherton and Commissioner Eisenhower discussed declaring a state or federal disaster, noting staff (Daniel Perilthorpe of Senator Murray's office) had been asked, but no answer was available yet regarding efficacy (00:19:23).
  • Commissioner Eisenhower stated that the Federal Highways Emergency Program would likely not be applicable because the emergency is too localized, not regional (02:53:04).
  • Commissioner Eisenhower confirmed the continuing resolution fund raised by Mr. Bowen is earmarked for the Hurricane Ridge Visitor Center and is thus "not a good source" (02:55:28).

Public Comments

  • Ed Bowen: Requested an update on West End road closures, particularly South Shore Road, and the Commissioners' strategy for securing disaster relief funding, referencing specific federal legislation.

Supporting Materials Referenced

  • No supporting materials referenced.

Financials

  • Repair estimate for both roads: \$1 million to \$1.25 million (00:18:09).
  • Upper Hoe Road portion of the repair is estimated at \$650,000 (00:17:09).
  • Discussion about repurposing an existing \$5 million Flat Funding (00:16:46).

Alternatives & Amendments

  • Discussion points included repurposing existing Flat Funding for the Upper Hoe Road repair (00:16:46) and investigating the use of logging roads above the river for temporary detours (02:51:29).

Outcome, Vote, and Next Steps

  • Decision: No action taken; item was informational.
  • Vote: N/A.
  • Next Steps:
  • - Commissioner Eisenhower/Public Works: Follow up on the viability of repurposing/reallocating the Flat Funding for the Upper Hoe Road repair (00:17:15).
  • - Commissioner Eisenhower: Coordinate with Senator Murray’s staff regarding the possibility of obtaining a disaster declaration (00:19:23).

Public Comment: Jefferson Aquatic Center Survey and Funding Transparency

Metadata

  • Time Range: 00:06:59–00:08:25
  • Agenda Item: Not Stated
  • Categories: planning, budgeting, services, ordinances

Topic Summary

Shelley Yarnell criticized the current draft of the Jefferson Aquatic Center (JAK) survey, arguing it lacks transparent and upfront information regarding the facility's construction and operational costs, and the specific funding mechanisms, such as the formation of a Public Facilities District (PFD) and the associated regressive sales tax increase. She asserted the survey is biased and should present costs and funding liabilities prominently.

Key Discussion Points

  • Shelley Yarnell criticized the survey for having "hardly any true mention of how the facility will be paid for" and the potential costs (00:07:14).
  • Yarnell argued the clarification on capital and operational liability to taxpayers should be the first element and question in the survey (00:07:22).
  • Yarnell labeled representing the tax as "small" as deceiving because it is ongoing and a regressive sales tax (00:07:43).
  • Yarnell requested the survey clarify that PFD overhead expenses would also be funded through the sales tax increase (00:08:08).
  • Commissioner Brotherton called Yarnell's comment an attempt to "scuttle a project" and characterized her as "biased against the pool" (00:10:44). He argued the survey is intended "to establish what should we build" before detailing ultimate costs (00:10:23).
  • Commissioner Brotherton defended the survey, stating it is "very unbiased" and that putting a cost question upfront, as requested, "is not the best way to get the information we're looking for" (00:11:03–00:11:40).
  • Commissioner Eisenhower acknowledged that Yarnell's comment speaks to a desire for upfront information about funding sources (00:12:16). While agreeing the draft appeared unbiased, she questioned if there were other ways to make funding information accessible since Yarnell is a well-informed constituent (00:13:11).
  • Chair Stengel agreed that pursuing funding is the necessary step after determining the desired facility's features and cost estimate (00:20:08).
  • Jean Ball stated that a Hoquiam Canal Chamber meeting found that no one in the room thought the survey was unbiased, but felt the goal was to understand what the public thinks, not what the Commissioners want them to think (02:10:12–02:22:00).

Public Comments

  • Shelley Yarnell: Advocated for front-loading the Aquatic Center survey with hard data on construction costs and the financial liability of the proposed PFD and sales tax, arguing the current draft is transparently biased.
  • Jean Ball: Supported the request for transparency in the survey, noting the Hood Canal Chamber of Commerce views the survey as biased and is submitting suggestions.

Supporting Materials Referenced

  • No supporting materials referenced.

Financials

  • The financing mechanism discussed is a regressive sales tax (00:07:43) intended to fund a Public Facilities District (PFD) (00:07:57).

Alternatives & Amendments

  • Jean Ball reported the Hood Canal Chamber meeting produced "numerous really great suggestions" for modifying the draft survey to make it less biased (02:10:12–02:21:39).

Outcome, Vote, and Next Steps

  • Decision: No action taken; all Commissioners defended the current structure of the survey as appropriate for the planning phase.
  • Vote: N/A.
  • Next Steps:
  • - Jean Ball/Hood Canal Chamber: Send suggested improvements to the survey to Diane McDade or Commissioner Eisenhower for consideration before the finalization deadline of January 24th (02:26:41–02:26:57).

Public Comment: Housing Fund Board Grant Contracts (Winter Welcoming Center)

Metadata

  • Time Range: 00:22:18–00:23:07
  • Agenda Item: Consent Agenda Items (specifically Housing Fund Board Approvals)
  • Categories: contracts, services, budgeting

Topic Summary

Julia Cochran, who runs the Winter Welcoming Center (WWC), expressed confusion regarding Consent Agenda item number nine (for Bayside Tiny Village) and the WWC grant, noting that the Consent Agenda contained items identical to those approved in November. Staff clarified that the November action approved the slate of funding recommendations from the Housing Fund Board, while the current agenda item serves to finalize and approve the actual grant contracts generated from those approvals.

Key Discussion Points

  • Julia Cochran expressed confusion, noting the Consent Agenda presented for approval appeared "identical" to funding approved before November 18th (00:22:53).
  • County Administrator McCauley clarified that the November action was approval of the Housing Fund Board's recommendations, while the current Consent Agenda involves the "actual contract" approval process now that the contracts have been drafted (00:23:22).
  • County Administrator McCauley reminded the Board that Item 9, regarding Bayside Tiny Village, contained a scrivener's error, mistakenly naming the recipient as Dove House when it should be Bayside (00:23:41).
  • Chair Stengel suggested the error might be simply corrected to Bayside Housing and Services during the approval (00:23:52).

Public Comments

  • Julia Cochran: Requested clarification on why previously approved Housing Fund Board items were reappearing on the Consent Agenda.

Supporting Materials Referenced

  • Dove House Advocacy Services – Kearney Block Hub Grant Agreement (Packet)
  • Bayside Housing and Services – Tiny Village Operations Grant Agreement (Packet)
  • Jefferson Interfaith Action Coalition – Winter Welcoming Center Grant Agreement (Packet)

Financials

  • The discussion focused on contracts derived from previously approved grant funding.

Alternatives & Amendments

  • County Administrator McCauley flagged a required correction (scrivener's error) to Consent Agenda Item 9 (Bayside Tiny Village) which mistakenly listed Dove House as the recipient in the packet (00:23:47).

Outcome, Vote, and Next Steps

  • Decision: No action taken during the public comment section, but the clarification on the contracting process was provided.
  • Vote: N/A.
  • Next Steps: The Board proceeded to approve the Consent Agenda with the necessary correction included (00:38:15).

Metadata

  • Time Range: 00:33:06–00:38:32
  • Agenda Item: Consent Agenda
  • Categories: contracts, budgeting, personnel, infrastructure, ordinances, services

Topic Summary

The Board reviewed and adopted the Consent Agenda, which included contract approvals for various Housing Fund Board grants, amendments to jail medical contracts, two major resolutions (ADA Transition Plan and Indirect Cost Plan), accounts payable, and several personnel appointments and reappointments. The sole point of discussion was a scrivener's error in the Bayside Tiny Village contract listing Dove House as the recipient, which was corrected prior to the unanimous vote. The Commissioners also discussed process improvements for signing contracts and the distinction between consent and regular agenda items.

Key Discussion Points

  • County Administrator McCauley confirmed the scrivener's error in Item 9 (Bayside Tiny Village Operations Grant), where Dove House was incorrectly listed as the recipient (00:33:21). The motion included the correction to Bayside Housing and Services (00:38:15).
  • Commissioner Eisenhower asked why there were two separate Accounts Payable documents. Staff (Clerk of the Board) clarified this was due to administrative timing, with one printed and scanned before the other arrived (00:34:38). McCauley added that this occurs during the 13th month of the budget cycle (January invoicing for December expenditures), necessitating two runs (00:34:49).
  • Commissioner Eisenhower asked for a definition of what qualifies for the Consent Agenda. McCauley defined these as items staff judges to be "not controversial or that are routine in nature that don't require a board discussion" (00:35:19).
  • Clerk of the Board requested that Commissioners cease pre-dating signature lines on contracts until new templates are implemented, as she has to write the date multiple times per contract manually (00:36:26–00:38:12).
  • Commissioner Eisenhower noted the reappointment of Julia Cochrane to the HFB (00:37:33) and the appointment of Rebecca Jewell to SWAC (00:37:50), noting Jewell has "deep solid waste experience" (00:38:04).

Public Comments

  • No public comment during the motion phase.

Supporting Materials Referenced

  • Accounts Payable Warrants: Totaling \$2,749,583.22 (Packet)
  • Grant Agreements (Housing Fund Board): OWL 360 (\$100,000); Dove House DV Shelter (\$145,000); Dove House Kearney Hub (\$30,000); Habitat for Humanity Critical Repairs (\$45,000); JIAC Winter Welcoming Center (\$10,000); OlyCAP Haines Street Cottages (\$95,000); Bayside Housing Tiny Village (\$55,000); Bayside Subsidy Grant (\$50,000).
  • Resolutions: 2025 Public Right-of-Way ADA Transition Plan (Packet); 2025 Indirect Cost Allocation Plan (19.18% rate) (Packet).
  • Contracts/Agreements: Interlocal Agreement with Clallam County for Juvenile Detention (\$234/day fee - \$55,000 budget) (Packet); EDC APEX Accelerator (\$10,000) (Packet); Sheriff's Office MOUD/MAUD agreements (three contracts/amendments totaling \$272,339, \$179,073, and \$357,974) (Packet).
  • Personnel: Rebecca Jewell (SWAC); Julia Cochrane (HFB).

Financials

  • Total Accounts Payable Warrants Approved: \$2,749,583.22 (00:34:44).
  • Total Housing/Services Grants Approved: \$580,000 (\$100k, \$145k, \$30k, \$45k, \$10k, \$95k, \$55k, \$50k) (Packet).
  • EDC APEX Accelerator Contract: \$10,000 (00:37:33).
  • Juvenile Detention ILA: Daily Fee \$234.00 per juvenile (Packet).

Alternatives & Amendments

  • The Consent Agenda was approved with one substantive amendment: The recipient of the Bayside Tiny Village Operations Grant was officially designated as Bayside Housing and Services, correcting the clerical/scrivener's error that had mistakenly named Dove House (00:38:15).

Outcome, Vote, and Next Steps

  • Decision: The Consent Agenda was approved and adopted with the noted correction to Item 9.
  • Vote: Unanimous (00:38:24).
  • Next Steps:
  • - Clerk of the Board: Implement workflow adjustments for contract dating (00:36:26).
  • - Public Works: Begin implementation of the 2025 Public Right-of-Way ADA Transition Plan (Packet).

Briefing: Commissioner Activities and Communications Protocol

Metadata

  • Time Range: 00:28:55–00:32:43
  • Agenda Item: Commissioner Briefing / Internal Management
  • Categories: operations, personnel

Topic Summary

Chair Stengel initiated a discussion to formalize communication protocols, particularly regarding how Commissioners handle and respond to written public comments received via email (specifically to the jeffbocc address) and non-County personal communication methods. The team agreed on a default policy where the Commissioner representing the constituent's district takes the lead position in responding, ensuring clarity and maintaining transparency.

Key Discussion Points

  • Chair Stengel instructed the public to use her County cell phone (360-301-0061) for business and not to text her personal cell phone, expecting a response (00:28:55–00:29:12).
  • Stengel asked for discussion on how to handle written public comments received by all Commissioners (00:29:21).
  • County Administrator McCauley stated the historical practice has been that the Commissioner whose district the constituent lives in is "in pole position for responding" (00:29:42).
  • Commissioner Eisenhower stated she believes residents should be able to contact any commissioner they feel is most informed (00:30:43) but confirmed the practice is to "default it to the commissioner who represents that district most directly" (00:31:23).
  • McCauley noted that communication via the general BOCC email requires a single Commissioner response to prevent Open Public Meetings Act violations (00:31:54).
  • Eisenhower and Stengel confirmed the practice of reaching out to the BOCC office (Clerk or Wendy) to communicate internally that a response has been issued to the constituent, maintaining team awareness (00:32:43).

Public Comments

  • No public comment on this topic.

Supporting Materials Referenced

  • No supporting materials referenced.

Financials

  • No financial information discussed.

Alternatives & Amendments

  • No alternatives discussed; the conversation settled on continuing the practice of prioritizing the constituent's district commissioner for response, while encouraging communication with any commissioner.

Outcome, Vote, and Next Steps

  • Decision: Consensus reached on maintaining the existing protocol.
  • Vote: N/A.
  • Next Steps: Commissioners will continue the protocol of prioritizing responses based on constituent district, coordinating internally via staff (00:32:30).

Workshop: Olympic Community Action Programs (OlyCAP) Update and 2025 Budget

Metadata

  • Time Range: 01:01:10–01:59:34
  • Agenda Item: Workshop
  • Categories: services, budgeting, housing, personnel, grants, data/reporting

Topic Summary

Holly Morgan, Executive Director of OlyCAP, provided an update on 2024 service delivery and a preliminary draft of the complex 2025 consolidated budget. The presentation highlighted OlyCAP's role in energy assistance, housing support (including achieving "functional zero" for youth homelessness in Jefferson County), nutrition services, and early childhood programs. Discussion focused heavily on the challenges of tracking consolidated grant budgets (80+ contracts), the need to report data broken out by county (Jefferson vs. Clallam) to reflect different funding streams (like CSG, which is only Jefferson County), and plans for implementing a more transparent, real-time public dashboard for metrics.

Key Discussion Points

  • OlyCAP Overview: OlyCAP serves Jefferson and Clallam Counties (01:01:34) across various income levels (01:02:44), emphasizing turning challenges into change (01:01:49).
  • Service Statistics (Duplicated/Unduplicated Counts):
    • Energy Assistance (LIHEAP): 4,559 services to 2,500+ individuals (01:04:11).
    • Housing Support: 847 services to 369 individuals (01:04:20).
    • Nutrition Services: 817 services delivered via mobile food pantries to 188 unduplicated individuals (01:06:27).
    • Economic Empowerment: Running a Guaranteed Basic Income research project servicing 21 families with \$500/month, aiming to advocate for national expansion (01:08:43–01:10:10).
    • Weatherization: Worked in 28 homes, benefiting 42 individuals, providing over \$1 million in services (01:13:00–01:16:44).
  • Early Childhood Services (ECS): Served 205 funded slots (01:13:07), with 37,000+ meals served (01:18:18), and demonstrated significant gains in social-emotional and cognitive testing from fall to spring (01:19:32).
  • Housing Success: Reported \$698,000 in rental assistance (01:20:40). OlyCAP achieved "functional zero" for youth homelessness in Jefferson County (01:21:40), meaning current resources meet the demand. They placed 97 individuals in permanent housing (01:22:14) and transitioned 13 youth into transitional housing (01:23:54).
  • Financial Structure: Salaries amount to over \$5 million (01:33:58). Morgan defended the salary figure, noting staff are the "product" providing the necessary services (01:34:24).
  • Budgeting Challenges: Morgan presented a \$7.74 million draft consolidated 2025 budget (01:38:23). She explained the difficulty of consolidating 80+ contracts (01:36:18) and historical departmental accounting practices meant budget details were initially fragmented (01:37:41). The budget is essentially a conservative extrapolation of 2024 expenses, with known cuts (e.g., 20% to CHG) incorporated (01:39:19).
  • Data Reporting by County: Commissioners requested that the new fiscal system track and report all data by county (Jefferson vs. Clallam) (01:43:38–01:45:04), noting the value for governance and tracking disparity in funding sources (like CSBG only serving Jefferson County) (01:51:57).
  • New Dashboard: Justin (Director of Impact) presented plans for a new public, living dashboard to track services, financial spend-downs, funding sources, and cost-per-participant metrics for increased transparency (01:46:21–01:48:30).
  • Oversight: Morgan clarified that the National and State Community Action Partnerships provide resources and membership, not federal oversight (01:57:35). The biggest funder is Head Start (01:58:29).

Public Comments

  • No public comment on this topic.

Supporting Materials Referenced

  • OlyCAP 2025 Draft Budget (consolidated) (Packet)
  • OlyCAP Strategic Action Plans (referenced but not included) (01:55:12)

Financials

  • Draft Consolidated 2025 Budget (Projected Expenses, not funding): \$7.74 million (01:38:23).
    • Subrecipient Pass-Through Dollars: \$500,000+ (01:33:06).
    • Direct Services: \$3.3 million+ (01:33:13).
    • Operations: \$844,000+ (01:33:43).
    • Salaries: \$5 million+ (01:33:58).
    • Weatherization Services (2024): Over \$1 million (01:16:44).
    • Rental Assistance (2024): \$698,000 (01:20:40).
  • Financial metrics requested for the dashboard include cost-per-participant (01:48:21) and staff-to-individual-served ratios (01:53:05).

Alternatives & Amendments

  • Alternatives: The Director of Impact, Justin, is building a new fiscal reporting system and public transparency dashboard (01:46:21).
  • Amendments (Requested of OlyCAP): Break out all service and financial data by county (Jefferson vs. Clallam) (01:43:38). Track staff-to-services served ratio (01:53:05).

Outcome, Vote, and Next Steps

  • Decision: The workshop was for informational purposes. The Board acknowledged the draft nature of the budget but appreciated the progress in fiscal restructuring.
  • Vote: N/A.
  • Next Steps:
  • - OlyCAP Fiscal Department: Restructure the new fiscal reporting system to break out all data by county (01:45:04).
  • - OlyCAP Director/Staff: Begin development and implementation of the public-facing data dashboard (01:46:21).
  • - Holly Morgan: Report back throughout the year on the strategic action plan progress (01:56:45).

Workshop: Human Resources 2025 Work Plan and Personnel Administration Manual Update

Metadata

  • Time Range: 02:00:28–02:39:09
  • Agenda Item: Workshop, Policy/Briefing
  • Categories: personnel, operations, contracts, risk management

Topic Summary

The Human Resources (HR) department presented its 2025 Work Plan, focusing on organizational health, increasing training, fostering collaboration, and launching an employee recognition program. HR Director Sarah Melancon also presented substantive updates to the Personnel Administration Manual (PAM), noting changes like adopting Juneteenth as a holiday, increasing the minimum promotion raise (1% to 3%), implementing a direct leave donation policy (catastrophic leave), and incorporating modern legal language (e.g., changing "discipline" to "corrective action"). The shift in the HR department's focus and the change in labor negotiation tactics were credited with positively impacting employee turnover.

Key Discussion Points

  • HR Role: HR is responsible for strategic leadership in recruitment, retention, compensation, labor relations, and comprehensive risk management (02:03:33–02:04:10).
  • Department Metrics: The County has 20 departments and approximately 371 employees (02:04:45). In 2024, there were 82 new hires and 51 separations (02:04:58). The number of vacancies has decreased significantly from a high of 26 to just 4 full-time and 1 part-time vacancy (02:05:22).
  • 2024 Milestones: The county formally established HR as its own department and cost center (02:06:01). Five collective bargaining agreements were ratified and adopted (02:07:02).
  • 2025 Work Plan Priorities: Organizational health, increasing training (especially for middle management), collaboration, and implementing an employee recognition program (02:08:22–02:08:40). Recruitment for a new County Administrator and updating the PAM using the NeoGov platform are also priorities (02:09:06).
  • Turnover Reduction: Commissioners and staff agreed that the formalized HR function, coupled with a change in labor negotiation tactics (County Administrator and HR Director leading, instead of a consultant), resulted in bargaining agreements "very favorable to our workforce" and were a major factor in reducing staff turnover (02:11:09–02:16:11).
  • PAM Updates (Summary):
    • Language changes: Replaced "discipline" with "corrective action;" replaced "discharge" with "termination;" replaced "citizen" with "resident" (02:30:15).
    • Leave changes: Employees in their trial period may now take accrued leave with approval (02:31:32); implemented a direct donation catastrophic sick leave policy (02:32:46).
    • New Holiday: Added Juneteenth as a paid holiday (02:37:31 - Referencing Packet, 02:29:55).
  • Future Trends: Melancon anticipated that AI will significantly impact the County workforce, requiring upskilling and more focus on IT (02:19:35). She also noted a cultural shift away from 30-year job tenure (02:22:36).
  • Employee Support: Employees have access to mental health support via medical insurance, the Employee Assistance Program (EAP), and various leave policies (FMLA, PFML) (02:18:16–02:19:03).

Public Comments

  • No public comment on this topic.

Supporting Materials Referenced

  • Jefferson County Personnel Administration Manual (new draft with redlines) (Packet)
  • HR 2025 Work Plan (Packet)

Financials

  • No financial information discussed in the briefing, but cost savings from reduced turnover were noted as a positive impact (02:11:09).
  • The minimum raise percentage for promotion is slated to increase from 1% to 3% (PAM change - Packet).

Alternatives & Amendments

  • Chair Stengel requested a minor edit to ensure consistent spelling of "breastfeeding" throughout the document (02:36:45).
  • Stengel inquired if the Pet Policy (currently a pilot program) would be included in the adopted PAM; Melancon stated it might depend on the timing of the pilot's conclusion and adoption (02:37:49).

Outcome, Vote, and Next Steps

  • Decision: The Board tentatively accepted the HR Work Plan and the proposed updates to the PAM for further review.
  • Vote: N/A.
  • Next Steps:
  • - Commissioners: Review the PAM redline document and proposed changes.
  • - HR Director: Incorporate minor language edits (02:36:45).
  • - HR/Prosecuting Attorney's Office: Finalize the PAM review, incorporate changes, and prepare for presentation and consultation with unions/employees (02:29:47).

Workshop: Prosecuting Attorney's Office (PAO) Civil Division 2025 Work Plan

Metadata

  • Time Range: 03:00:58–03:46:37
  • Agenda Item: Workshop
  • Categories: legal, operations, land use, juvenile justice, contracts, risk management

Topic Summary

The Prosecuting Attorney (PAO) James Kennedy, along with Chief Civil Deputy Philip Hunsucker and Civil Deputies Melissa Pleimann and Ariel Speser, presented the PAO's overall duties, emphasizing the Civil Division's role as the County's exclusive law firm. The PAO detailed its team approach and provided an overview of the Criminal Division's mandate (including felony/misdemeanor prosecution, victim rights, and therapeutic courts), before zeroing in on the Civil Division's functions: serving as legal advisor, managing litigation (including un-insured Public Records Act cases), running the Child Support Enforcement program, and prioritizing the 2025 docket, particularly land use code updates (Septic, SMP, Comp Plan) and county priority projects.

Key Discussion Points

  • PAO Mandate (RCW Chapter 36.27): The PAO represents the State in criminal felonies and the County (including Port Townsend per ILA) in all civil suits (03:02:43). The PAO is the exclusive legal representative of the County (03:08:47).
  • Civil Division Role: Acts as an advisor without decision-making authority; legal advice is confidential (03:34:13–03:34:29). Core duties include reviewing legislation, regulatory compliance, all County contracts (required by County code and risk pool) (03:37:38), open government (PRA/OPMA), and human resources (03:36:20).
  • Risk Management: The PAO partners with Washington Counties Risk Pool (WCRP), the County's joint insurance program composed of 24 of 39 counties (03:39:03). The Civil Division assists with Pre-Defense to mitigate risk (03:38:27).
  • Litigation Handled: Common cases include civil rights claims, contract disputes, code compliance, and LUPA (Land Use Petition Act) (03:40:01). Notably, the PAO litigates Public Records Act (PRA) cases internally, as they are not covered by WCRP insurance (03:40:49).
  • Child Support Enforcement: The Civil Division manages an "aggressive program" funded primarily by a state grant, which is critical as child support often constitutes over 50% of the recipient family's income (03:42:59).
  • Criminal Division: Responsible for all phases of prosecution, including appeals, and providing legal advice/training to law enforcement (03:13:20).
    • Criminal Alternatives: The PAO uses informal diversion (to address DWLS-3 cases by restoring licenses) and participates in Behavioral Health Court, Drug Court, and Family Therapeutic Court (03:26:43–03:27:17).
    • Restorative Justice: Kennedy expressed reservations about initiating a full restorative justice program, specifically concerned about the delicate relationship with victims and being placed in a position to encourage forgiveness (03:28:43).
  • 2025 Priority Projects:
    • Land Use: Completing the OSS Septic Code Update, supporting the Pleasant Harbor Master Plan Resort, the Shoreline Master Program (SMP), and supporting the upcoming Comprehensive Plan update (03:44:05–03:44:45).
    • Priority Legislation: Supporting the Transportation Benefit District (TBD) and Quilsene Bridge issues (03:45:22–03:45:39).
  • Child Advocacy Center (CAC): Kennedy noted the CAC, initiated in 2019, is in the "nascent phase" with a 2027 accreditation timeline (03:31:39). He stressed its importance for providing a supportive, child-focused environment to mitigate trauma for child crime victims (03:32:29).

Public Comments

  • No public comment on this topic.

Supporting Materials Referenced

  • PAO Civil Division 2025 Work Plan (Packet)
  • RCW 36.27 (Prosecuting Attorney)

Financials

  • Child Support Enforcement receives 80% funding through a state grant originating from the federal government (03:11:02).
  • The Child Advocacy Center currently needs ongoing funding and is receiving \$50,000 from the victim witness fund balance for basic operation (03:47:39).

Alternatives & Amendments

  • No alternatives discussed.

Outcome, Vote, and Next Steps

  • Decision: The workshop served as an informational briefing on the PAO's structure and 2025 priorities.
  • Vote: N/A.
  • Next Steps: Chief Civil DPA Hunsucker and the Civil team will execute the 2025 priorities outlined in the work plan (03:44:05).

Workshop: Jefferson County Sustainable Forestry Program Update

Metadata

  • Time Range: 03:50:35–04:30:26
  • Agenda Item: Workshop
  • Categories: land use, planning, operations, infrastructure, economic development, grants

Topic Summary

Mallory Weinheimer of Chickadee Forestry presented an update on the Sustainable Forestry Program, now in its first year of a five-year contract. The program successfully met most non-financial goals in 2024, including developing a strategic plan and defining land acquisition pathways. The main challenges hindering revenue generation are the lack of equipment—specifically a self-loading log truck—and weak links in the supply chain for low-value wood (firewood, PC Paper). The 2025 goal is to finalize program procedures and complete three timber harvests, with a target of 25% of wood staying in the local economy. Discussion centered on innovative solutions for equipment acquisition (e.g., county or cooperative ownership) and collaboration with East Jefferson Fire & Rescue (EJFR) on fire risk mitigation.

Key Discussion Points

  • Program History: The program started in 2019 based on a need to manage County-owned forest parcels (03:53:39). It is now operating under a new five-year contract (03:53:53).
  • 2024 Successes: Formalized a comprehensive five-year strategic plan (partnerships, acquisition, financials, harvest, communications) (03:54:55). Hosted a large stakeholder event with public, private, and governmental entities (03:55:15). Pursued DNR Trust Land Transfer (TLT) applications for four properties (Cape George, Beaver Valley, Anderson Lake, Jacob Miller) to address small county parcel size (04:00:29).
  • 2024 Weak Points:
    • Equipment/Logistics: Disruption to the chain of custody after the local log truck operator sold their equipment (03:56:29). A self-loading log truck is a critical missing piece (04:12:47).
    • Low-Value Wood: Difficulty securing efficient trucking options and utilization pathways for low-value wood, such as firewood and material for Port Townsend Paper Company (03:58:30).
    • Financials: Timber harvesting and financial targets for 2024 were not met (03:59:09).
  • 2025 Goals: Finalize all program documentation (SOPs, processes) to be an "exportable program" (04:00:12). Complete three harvests and achieve a goal of 25% wood sold within the county (04:13:33).
  • Land Acquisition (TLT): DNR acquisition efforts are focused north of Highway 104 by agreement with DNR (04:03:17). The properties (Cape George, Anderson Lake, etc.) are desirable for the County because they are low-growing, dry, high-pressure DNR lands that can be managed for multiple benefits (recreation, legacy forest protection, fire risk mitigation) (04:03:48–04:04:43).
  • Equipment Solutions: The group discussed cooperative ownership or acquisition by the County (via fleet services) of a self-loading log truck (costing roughly \$150,000–\$200,000) and other modular Scandinavian-style equipment (winch, trailer) for smaller harvests (03:57:12–04:17:16).
  • Firewood Program: Working with the Jefferson Timber Collaborative and potential operators (Jim and Hannah) to establish a joint program utilizing Port Rigs space for seasoning firewood and selling it through Olympic Housing vouchers for veterans and low-income residents (04:11:39–04:12:09).
  • EJFR Collaboration: Partnering with the fire chief to promote forest management for fire risk mitigation, aiming to help property owners maintain homeowners' insurance (04:24:02).

Public Comments

  • Anna (Boots on the Ground): Confirmed the need for modular, nimble logging equipment (like a tractor, winch, and self-loading trailer) derived from a Scandinavian model, noting traditional large logging machinery cannot service small (<50 acre) parcels economically (04:16:13).
  • Cindy Brooks (City of Port Townsend): Suggested integrating the forestry program with the County and City's recently adopted Forests and Trees Greenhouse Gas Inventory and sequestration goals (04:18:05).

Supporting Materials Referenced

  • Sustainable Forestry Program Annual Report (referenced but not included) (03:53:39)

Financials

  • Log Truck Cost Estimate (Self-Loader): \$150,000 to \$200,000 (03:57:08).
  • Land acquisition is a strategic goal, focusing on DNR Trust Land Transfer properties.
  • Timber harvesting revenue target was unachieved in 2024 (03:59:09).

Alternatives & Amendments

  • Alternatives: Exploring cooperative ownership or County ownership of a self-loading log truck (03:57:41).
  • Amendments: Integrate program goals with County/City carbon sequestration goals (04:24:28).

Outcome, Vote, and Next Steps

  • Decision: The workshop served as an informational and strategic planning session.
  • Vote: N/A.
  • Next Steps:
  • - Chickadee Forestry/Commissioners: Continue quarterly meetings with each Commissioner to gain individual perspective (04:14:33).
  • - Chickadee Forestry: Pursue grants (including a Lion Grant) for equipment acquisition (03:57:41).
  • - Chickadee Forestry/EJFR: Plan joint outreach events in communities like Port Ludlow and Cape George to address fire risk (04:28:08).

Letter of Support: Mason PUD 1 Vegetation Removal Grant

Metadata

  • Time Range: 04:31:18–04:34:17
  • Agenda Item: Additional Business
  • Categories: infrastructure, permits, public safety, contracts

Topic Summary

The Board considered and unanimously approved a letter of support for Mason PUD 1's application to the USDA for a Vegetation Removal Grant. The project addresses the critical need to clear vegetation from power lines (due to lines being down recently in the area of concern) in south county (Brinnon, south Mount Walker), which is essential for maintaining power grid reliability and public safety.

Key Discussion Points

  • Commissioner Brotherton stated that Mason PUD 1 services the Brinnon area (South of Mount Walker) (04:32:00).
  • Brotherton noted the issue is highly relevant, given power was lost due to a tree falling on a power line over the weekend (04:32:13).
  • Brotherton confirmed Mason PUD 1 is seeking federal funding from the United States Department of Agriculture (USDA) (04:32:28).
  • Chair Stengel confirmed her support, noting that prevention is always cheaper than restoration (04:32:28).

Public Comments

  • No public comment on this specific letter was received, although the opportunity was provided (04:34:17).

Supporting Materials Referenced

  • Draft letter of support for Mason PUD 1's USDA Vegetation Removal Grant (referenced, but not included in post-agenda materials).

Financials

  • The letter supports a grant application to the USDA (04:32:28).

Alternatives & Amendments

  • No alternatives discussed.

Outcome, Vote, and Next Steps

  • Decision: Motion carried to approve signing the letter of support for Mason PUD 1’s USDA Vegetation Removal Grant application.
  • Vote: Unanimous (Aye) (04:34:17).
  • Next Steps:
  • - County Administrator/Clerk: Sign and submit the letter to Mason PUD 1 for inclusion in their USDA grant application packet (04:32:50).

Congressional Legislative Community Project (LCP) Application Planning (Aquatic Center)

Metadata

  • Time Range: 02:40:55–02:47:25
  • Agenda Item: Commissioner Briefing
  • Categories: grants, infrastructure, planning, contracts

Topic Summary

Commissioners discussed the preparation of a Congressional Legislative Community Project (LCP) grant application for the Aquatic Recreation Center. The timeline was clarified, confirming the deadline is February 21st, not January 21st, which provides crucial time. The biggest hurdle identified for the application is fulfilling the site control requirement, which, for the preferred Chimacum School District property, necessitates an agreement (likely an MOU) before submission.

Key Discussion Points

  • Commissioner Brotherton confirmed he is working on a draft LCP application for the Aquatic Recreation Center (02:42:02).
  • Deadline Confirmation: The deadline was confusingly relayed but ultimately confirmed to be February 21st, not today (January 21st), allowing more time (02:44:08–02:45:02).
  • Site Control Requirement: The application requires site control, which the County currently lacks for the preferred Chimicum School District property (02:45:23).
  • Process: Brotherton is planning a presentation, but needs to determine the process to secure site control (likely an MOU) from the School District (02:45:23).
  • Site Options: Two sites were recommended by the Aquatic Center Task Force: a County site (where the County already has control) and the Chimicum School District property (02:45:44).
  • Inter-Agency Cooperation: Brotherton noted that securing an MOU might be easier due to the existing ILA/agreement the Library already has with the School District about the property, which is complex due to an old draining field (02:46:23).

Public Comments

  • No public comment on this topic.

Supporting Materials Referenced

  • No supporting materials referenced.

Financials

  • The discussion focused on securing a funding opportunity (LCP grant).

Alternatives & Amendments

  • No alternatives discussed. Both available sites were noted (02:45:44).

Outcome, Vote, and Next Steps

  • Decision: No action taken; the item was a briefing/discussion on next steps.
  • Vote: N/A.
  • Next Steps:
  • - Commissioner Brotherton: Meet with the Chimicum School District Superintendent to determine the process and requirements (e.g., MOU) for site control of their property to meet the LCP grant requirements (02:45:23).
  • - Commissioner Brotherton: Submit the LCP application by February 21st (02:45:02).

New Letter of Support: Jefferson PUD BEAD Funding

Metadata

  • Time Range: 04:36:29–04:37:08
  • Agenda Item: Additional Business
  • Categories: infrastructure, grants, technology

Topic Summary

County Administrator Mark McCauley announced that Jefferson PUD had just submitted a request for a letter of support for their application for BEAD (Broadband Equity, Access, and Deployment) funding. The grant is intended to fund the expansion of fiber broadband to the approximately 1,200 rural residents in the county who currently lack access.

Key Discussion Points

  • County Administrator McCauley announced the request, noting PUD is applying for BEAD funding (04:36:29).
  • The goal is to build fiber to the "last approximately 1,200 rural residents" lacking high-speed broadband (04:36:40).
  • The letter of support is needed by Wednesday, January 29th (04:36:42).

Public Comments

  • No public comment on this topic.

Supporting Materials Referenced

  • Letter of support request from Jefferson PUD (referenced).

Financials

  • The PUD is applying for BEAD (Broadband Equity, Access, and Deployment) funding (04:36:29).

Alternatives & Amendments

  • No alternatives discussed.

Outcome, Vote, and Next Steps

  • Decision: No action taken; the item was submitted for future consideration.
  • Vote: N/A.
  • Next Steps:
  • - County Administrator: Prepare a draft letter of support for inclusion in the following week's agenda for approval (04:36:42).

Proposed Legislative Position: House Bill 1158 (IDD Community Inclusion)

Metadata

  • Time Range: 02:47:25–02:48:29
  • Agenda Item: Commissioner Briefing
  • Categories: legislation, services, public safety

Topic Summary

Commissioner Brotherton introduced House Bill 1158 concerning Intellectual and Developmental Disabilities (IDD) Community Inclusion. He noted that despite the positive-sounding title, the county's public health department is strongly urging the Board to take an opposing position, as the bill would negatively impact local IDD services. WASAC is also noted as being against this bill, which the County should track.

Key Discussion Points

  • Commissioner Brotherton introduced House Bill 1158 (IDD Community Inclusion) (02:47:25).
  • He noted that the Public Health department felt strongly that if passed, the bill would have a "pretty major, and its negative impact" on intellectual and developmental disability services (02:47:59).
  • The Washington State Association of Counties (WASAC) is reportedly against this bill (02:47:41).
  • Brotherton instructed staff/Public Health to send the information, including the WASAC brief, to the other Commissioners (02:48:29).

Public Comments

  • No public comment on this topic.

Supporting Materials Referenced

  • WASAC brief on HB 1158 (Intellectual Developmental Disabilities community inclusion) (referenced).

Financials

  • No financial information discussed.

Alternatives & Amendments

  • No alternatives discussed.

Outcome, Vote, and Next Steps

  • Decision: No formal action taken.
  • Vote: N/A.
  • Next Steps:
  • - Public Health/Commissioner Brotherton: Ensure all Commissioners receive the WASAC brief on H.B. 1158 for advocacy determination (02:48:29).

Executive Session on Potential Litigation

Metadata

  • Time Range: 03:48:26–03:50:10
  • Agenda Item: Executive Session
  • Categories: legal, risk management

Topic Summary

The Board of County Commissioners entered into an Executive Session with the County Administrator and the Prosecuting Attorney's Civil Division to discuss potential litigation matters as permitted by state law (RCW 42.30.110(1)(i)). The session was extended once and concluded with no action taken.

Key Discussion Points

  • First Session: Began at 2:19 p.m. and scheduled to end at 3:00 p.m. (03:48:43).
  • Extension: An extension was announced at 3:02 p.m. to continue until 3:25 p.m. (03:49:41).
  • Conclusion: The session ended and the Board took no formal action (03:50:10).

Public Comments

  • No public comment on this topic.

Supporting Materials Referenced

  • No supporting materials referenced.

Financials

  • No financial information discussed.

Alternatives & Amendments

  • The Executive Session time was extended from the initial 41 minutes to a total of 66 minutes (03:49:41).

Outcome, Vote, and Next Steps

  • Decision: Executive Session concluded; no action was taken (03:50:10).
  • Vote: N/A.
  • Next Steps: No next steps specified.

Notification of Hell Roaring Creek Watershed Risk Passage

Metadata

  • Time Range: 04:35:07–04:35:43
  • Agenda Item: Additional Business
  • Categories: infrastructure, permits, operations

Topic Summary

County Administrator Mark McCauley notified the Board that the County had received an invitation from NOAA regarding consultation on a partnership for the Hell Roaring Creek watershed risk passage project. Public Works had confirmed the project is on the County's Transportation Improvement Plan (TIP) and is supportive. The discussion served as an informational notice, with no concerns raised.

Key Discussion Points

  • County Administrator McCauley notified the Board of the NOAA consultation invitation for a "whole watershed risk passage at the tributary to Hell Roaring Creek" (04:35:07).
  • McCauley stated that Public Works confirmed the project is on the County's TIP and is supportive (04:35:25).
  • All Commissioners indicated support for moving forward without concerns (04:35:29).

Public Comments

  • No public comment on this topic.

Supporting Materials Referenced

  • Letter from NOAA regarding Hell Roaring Creek consultation (referenced).

Financials

  • No financial information discussed.

Alternatives & Amendments

  • No alternatives discussed.

Outcome, Vote, and Next Steps

  • Decision: No action taken.
  • Vote: N/A.
  • Next Steps:
  • - County Administrator: Respond to NOAA to indicate the County has no concerns with the project (04:35:29).

Generated On: 2025-11-07 14:05:34.122031-08:00 By: google/gemini-2.5-flash-preview-09-2025 running on https://openrouter.ai/api/v1/