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Center Road MP 3.23 Fish Barrier Culverts Replacement Design

Topic Summary

Jefferson County Public Works (JCPW) is seeking authorization to execute a grant agreement and funding supplement from the Washington Recreation and Conservation Office (RCO)/Fish Barrier Removal Board (FBRB) for the design and permitting phase of replacing two existing fish barrier culverts at Center Road Milepost (MP) 3.23 (Chimacum Creek). The project aims to remove the current barriers, which are deteriorating and inhibit fish passage, primarily impacting Coho, Fall Chum, and Steelhead Trout. The design phase is entirely funded by grants via the RCO and a separate National Fish Passage Program (NFPP) grant.

Key Points

  • The project involves designing a new culvert or bridge structure to replace two existing 48-inch and 78-inch corrugated metal pipe culverts on Center Road at Chimacum Creek (MP 3.23).
  • The existing culverts are designated as fish barriers by the Washington Department of Fish and Wildlife (WDFW) due to excessive water velocity, receiving a WDFW passability rating of 33%.
  • Replacing the barrier is crucial for restoring Chimacum Creek, as it will open up 3.74 miles of significant upstream habitat for anadromous fish species.
  • The project, managed by the RCO, is funded through the state’s competitive Fish Barrier Removal Board (FBRB) grant process, following an initial lack of selection and subsequent approval via “turn-back funding” and a supplement.
  • Implementation of this project will require compliance with state and federal cultural resources requirements, including Executive Order 21-02, necessitating a cultural resources survey in the project area (APE).
  • The design phases (conceptual, preliminary, and final) are conditioned upon review and approval by the BAFBRB Technical Review Team (TRT), a process estimated to take 30 to 60 days at each stage.
  • Grant funding is provided through the state's Climate Commitment Act (CCA), requiring compliance with the Act, extensive reporting to multiple state agencies through 2045, and mandatory public acknowledgment/branding of the CCA funding source.

Financials

  • Total Project Funding: $640,192
  • FBRB Original Grant Agreement: $250,750
  • FBRB Funding Supplement: $274,042
  • National Fish Passage Program (NFPP) Grant Funds: $115,400
  • Total Grant Award Provided by RCO (FBRB portion): $524,792.00 (85% of total RCO/NFPP costs)
  • Total Project Cost (for RCO Agreement): $617,403.00 (85% FBRB grant + 15% NFPP match)
  • Funding Structure: The RCO grant covers 85% of the total cost, and the required 15% match ($92,611.00 minimum) is provided and exceeded by the separate NFPP grant funds.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2025-01-15: Project Start Date
  • 2025-01-31: Start consultant selection process
  • 2025-03-01: Data Gathering Started; RFP Complete/Consultant Hired
  • 2025-06-30: Annual Project Billing Due; Progress Report Due
  • 2025-07-01: Conceptual Design (Alternatives analysis)
  • 2025-09-01: TRT review of alternatives analysis complete (Special Conditions Met)
  • 2025-12-01: Preliminary Design to RCO
  • 2025-12-31: Progress Report Due
  • 2026-02-01: TRT review of preliminary design complete (Special Conditions Met)
  • 2026-05-01: Cultural Resources Documents submitted to RCO; Applied for Permits
  • 2026-06-30: Annual Project Billing Due; Progress Report Due
  • 2026-11-01: Permits Complete; Cultural Resources Complete
  • 2026-12-01: Final Design to RCO
  • 2026-12-31: Progress Report Due
  • 2027-01-15: TRT review of final design complete (Special Conditions Met)
  • 2027-03-01: Final Report Due; Final Billing Due; Agreement End Date

Next Steps

The Chair of the Board is requested to sign the original RCO Grant Agreement authorizing the new funding amount. RCO will then send the agreement back to the Chair for electronic signature.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark Thurston, P.E. - Project Manager
  • Josh Lambert - RCO Contact/Outdoor Grants Manager
  • Washington Recreation and Conservation Office (RCO)
  • Washington Department of Fish and Wildlife (WDFW)
  • Fish Barrier Removal Board (FBRB)
  • National Fish Passage Program (NFPP)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

Award of Contract for Olympic Discovery Trail – Anderson Lake Connection

Topic Summary

The Public Works Department recommends awarding a construction contract to Seton Construction Inc. for the Olympic Discovery Trail – Anderson Lake Connection Project. This project, funded primarily by federal and state grants, aims to complete construction for a total bid amount of $3,782,268.93. The Public Works Director seeks authorization for the County Engineer to execute the contract and approve change orders up to 5% of the total bid amount.

Key Points

  • The contract is for the Olympic Discovery Trail – Anderson Lake Connection Project (County Project No. 18019893).
  • The contract is recommended for award to the lowest responsive and responsible bidder, Seton Construction Inc. of Port Townsend, WA.
  • Seton Construction Inc.'s bid amount is $3,782,268.93, which is lower than the Engineer’s Estimate of $4,349,958.00.
  • Construction is funded by a Federal Highway Administration Surface Transportation Block Grant (STBGR-2016) and a WA State Recreation and Conservation Office WA Wildlife and Recreation Program- Trails grant (RCO Project No. 20-1745).
  • The scope includes Group 1 (Trail) and Group 2 (SR-20) work, covering mobilization, surveying, ADA feasibility surveying, traffic control, clearing, excavation, gravel/crushed surfacing, drainage structures, and miscellaneous construction such as detectable warning surfaces and a Rectangular Rapid Flashing Beacon System.

Financials

  • Contract Award Amount (Seton Construction Inc.): $3,782,268.93 (excluding sales tax)
  • Total Project Cost (including sales tax): $3,809,274.06 (Note: The bid tabulation lists the total project cost for Seton Construction as $3,809,274.06, but the request states the bid amount is $3,782,268.93)
  • Engineer’s Estimate: $4,349,958.00
  • Maximum Change Order Authority: 5% of contract amount, or $189,113.45
  • Total Authorized Contract Value (Max): $3,971,382.38

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-12-23: Call for Bids issued by the Board of County Commissioners
  • 2025-02-07: Sealed bids received and opened in public

Next Steps

The Board is recommended to authorize the Award of Contract to Seton Construction Inc., and authorize the County Engineer to execute necessary change orders up to $189,113.45.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • John Fleming - Project Manager
  • Eric Kuzma - Eng. Svc. Manager
  • Seton Construction, Inc. (Lowest Responsive Bidder)

Courthouse Clock Repair

Topic Summary

The Central Services Department seeks approval for a contract with Woodbay CO. LLC to repair the historical Jefferson County Courthouse clock tower. The clock's gears have developed wear, risking catastrophic failure, and the repair will involve replacing damaged components to restore the bell chime and ensure the timepiece's longevity.

Key Points

  • The Courthouse clock tower was originally installed in 1892 and refurbished in 2007.
  • Existing gear wear is putting the clock and tower at risk of "catastrophic failure."
  • The repair scope (Exhibit F) includes removing all components from the strike train (less the cable drum), service, cleaning, repair, machining, pressing, and balancing of components.
  • The work involves replacing damaged #2 and #3 brass strike wheels with original equipment manufacturer (OEM) components from E. Howard co.
  • The contractor will ream and bush mounting blocks as needed and reverse the large brass wheel on the cable drum to utilize the unused side of teeth.
  • The contractor noted a possibility that sourced OEM components may be unsuitable due to changes in the Model #3 striker over its 50-year production, which would require custom-made wheels, potentially adding time and cost (TBD).
  • All work is subject to Washington State prevailing wage requirements (using the 2025-02-19 publication date).

Financials

  • Total cost (including labor/materials): $12,096.00
  • Total contract payment amount (including WSST @ 9.4%): $9,846.00
  • Funding Source: Not specified in the fiscal impact summary; however a resolution to address an amount discrepancy of $9-12K for this item was briefly mentioned in the agenda.
  • Payment structure requires a 50% deposit to order parts and schedule repairs.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2025-02-19: Prevailing wage publication date used for the contract.
  • Work is to be completed within 60 days of receiving the deposit/Notice to Proceed.

Next Steps

The Board is requested to approve the project and contract.

Sources

  • Shawn Fredrick - Central Services Director
  • Ben Johnson - Central Services Contact Person
  • Woodbay CO. LLC (Contractor)
  • E. Howard co. (Original Equipment Manufacturer)

Amendment No. 1 to EV Car Charging Site Host Agreement

Topic Summary

The Central Services Department seeks approval for Amendment No. 1 to the Site Host Agreement with EV Charging Solutions Inc. (EVCS). This amendment is necessary because the original Port Townsend Community Center site (620 Tyler St.) was deemed "unbuildable" due to historical building designation issues, City Right-of-Way concerns, ADA issues, and utility conflicts. The amendment re-allocates the equipment—four DC Fast Chargers and one Level II charger, funded by a WSDOT grant—to the Tri-Area Community Center site (10 W Valley Rd., Chimacum).

Key Points

  • The original agreement (dated April 17, 2024) was to install and operate EV chargers at the Port Townsend Community Center site.
  • The Port Townsend site was deemed “unbuildable” because:
    1. The historical designation of the building requires additional public process.
    2. Proposed installation locations are in the City Right-of-Way (ROW), requiring City Council approval.
    3. The location likely does not meet ADA requirements.
    4. PUD expressed utility equipment concerns due to existing utilities.
  • The equipment (funded by WSDOT's ZEVIP 2023 program) is being re-allocated to the Tri-Area Community Center site.
  • Jefferson County staff previously included the Tri-Area Community Center site in a WAEVCS grant application (submitted December 1, 2023), but it was not selected for funding by the Department of Commerce.
  • The charging stations are intended to be publicly accessible.
  • The final installation location on the Tri-Area Community Center property must be mutually agreed upon by Jefferson County and EVCS, with the County retaining final approval of the site design.
  • The Site Host Agreement terms remain in effect, including the provision that EVCS retains ownership of the equipment and content.

Financials

  • Installation and infrastructure costs will be funded entirely by a state grant from the WSDOT Zero Emission Vehicle Partnership Program (ZEVIP 2023).
  • The project is at no cost to Jefferson County.
  • Revenue Share: Jefferson County receives $0.05 per kWh purchased by users of the DCFC stations and $0.03 per kWh purchased by users of the Level II charging station.
  • Revenue to be deposited into the General Fund.

Alternatives

  • The Tri-Area Community Center site represents a re-allocation of resources following the failure of the original Port Townsend Community Center site, and the lack of scoring of the Tri-Area Community Center in a separate WAEVCS grant application.

Community Input

  • The workshop session suggests a review of the need for renewed funding for the Jefferson County Emergency Shelter and Dove House Advocacy Services, but this is a separate workshop not explicitly related to the EVCS amendment.

Timeline

  • 2023-05-08: Letter of Intent submitted to EVCS including original four county locations for ZEVIP consideration.
  • 2023-12-01: County submitted WAEVCS grant application for Tri-Area Community Center site (not selected).
  • 2024-04-17: Original Site Host Agreement effective date.
  • 2025-03-10: Proposed Amendment approval date.
  • Agreement Term: 10 years from the Commencement Date (when Equipment becomes operational).

Next Steps

Staff recommends approval of the site host agreement amendment reallocating ZEVIP 2023 funded equipment to the Tri-Area Community Center site.

Sources

  • Shawn Frederick - Central Services Director
  • Mark McCauley - County Administrator
  • EV Charging Solutions Inc. (EVCS)
  • WSDOT Zero Emission Vehicle Partnership Program (ZEVIP)
  • Jefferson County Public Utility District (PUD)

Energy Audit Grant Program for Tier 1 and 2 Buildings

Topic Summary

Jefferson County Central Services is entering into an agreement with the Washington State Association of Counties (WSAC) to conduct energy audits on County-owned Tier 1 and Tier 2 buildings. The goal is to assess energy performance and estimate the costs necessary to comply with state energy performance standards mandated by RCW 19.27A. This is a fully reimbursable grant program funded through the state’s Climate Commitment Act.

Key Points

  • The program focuses on assessing current energy performance and determining the costs of facility and system upgrades needed to meet state energy performance standards in RCW 19.27A.
  • The 2022 Washington Capital Budget appropriated $4M to WSAC for utility infrastructure, including funding for energy audits on Tier 1 and Tier 2 county-owned buildings and gathering data on county compliance costs.
  • Buildings subject to the clean buildings performance standard include all County-owned buildings over 20,000 square feet, specifically listing the Courthouse (1820 Jefferson St.).
  • Compliance pathways must be determined for all Tier 1 buildings.
  • A compliance pathway or exemption must be determined for the Jefferson County Courthouse, based on its National Historic Registry status.
  • County responsibilities include: inventorying buildings, benchmarking current energy use intensity, providing existing Energy Management Plans, determining compliance pathways, hiring a qualified energy auditor (if necessary), and providing audit results and cost estimates to WSAC.
  • The program is funded under Washington’s Climate Commitment Act (CCA), requiring specific branding/acknowledgment language in all project-related media.

Financials

  • Total Maximum Award (Reimbursable Grant): $56,943.96
  • Administration costs (up to): $6,833.23
  • Benchmarking, Planning, and Reporting costs (up to): $13,360.73
  • Energy Audit Costs (up to): $36,750
  • Funding is a reimbursable Washington State Commerce Grant (Capital Budget funds).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-07-01: Agreement Commences
  • 2025-06-30: Agreement Terminates

Next Steps

The Board is recommended to approve the agreement.

Sources

  • Shawn Fredrick - Central Services Director
  • Matthew Court - Central Services Contact
  • Washington State Association of Counties (WSAC)
  • Washington State Department of Commerce's Directory of Qualified Energy Auditors
  • RCW 19.7A, RCW 19.27A, RCW 19.27A.250 (Clean Building Performance Standard)

Grant of License for Log Storage on County Property (Jamestown S’Klallam Tribe)

Topic Summary

Jefferson County is granting a temporary license to the Jamestown S’Klallam Tribe for the use of three vacant County-owned parcels near Quilcene. This property will be used by the Tribe or its contractor for storing logs needed for the Big Quilcene Floodplain Project, which is part of the Big Quilcene River Bridge Project.

Key Points

  • The license grants the Jamestown S’Klallam Tribe temporary use of three parcels (991200401, 991200407, and 991200505) in Quilcene.
  • Purpose of use: Log storage for the Tribe’s Big Quilcene River Floodplain Phase project.
  • The use of the property by the Tribe and its contractor will not impact County operations, as the parcels are currently unused.
  • The license requires the Grantee (Tribe) to remove all personal property and repair any damage caused by its use prior to termination, and prohibits the deposit of waste material or hazardous substances.
  • The agreement includes mutual waiver of sovereign immunity solely for enforcing the indemnity clause related to claims and damages that may arise from the Tribe’s use of the property.

Financials

  • None. The license states "No Fiscal Impact" and "Revenue: N/A." The consideration is specified as "for valuable consideration" but no monetary amount is listed for the Tribe's use. The document notes "Leasehold excise tax, if applicable, shall be paid by Grantee at the time of payment of the consideration identified above."

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Term: Commences upon execution and ends on July 1, 2026.

Next Steps

Staff recommends the Board approve the attached License.

Sources

  • Mark McCauley - County Administrator
  • Randy Johnson - Habitat Program Manager, Jamestown S’Klallam Tribe
  • W. Ron Allen - Tribal Council Chairman, Jamestown S'Klallam Tribe
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • RCW 4.24.115 (Indemnification/Sovereign Immunity Waiver Context)

Grant of License for Construction Staging on County Property (Cascade Bridge LLC)

Topic Summary

Jefferson County Public Works is requesting approval for a temporary license allowing Cascade Bridge LLC, the contractor for the Big Quilcene River Bridge Project, to use the former County shop property at 101 Rogers Street, Quilcene, as a construction staging area. The contractor is required to pay a monthly fee for the use of the property.

Key Points

  • The license grants Cascade Bridge LLC use of the “Cascade Bridge Use Area” at the Old Quilcene Shop (101 Rogers Street, Parcel 937-200-702).
  • Purpose: Construction staging for the Big Quilcene River Bridge Project, which is managed and funded by the Jamestown S’Klallam Tribe (JST).
  • The use is temporary and will not impact current County operations, as the property is unused.
  • Cascade Bridge must secure the site via a locked gate (Grantor must maintain access).
  • Cascade Bridge must remove all personal property and repair any damage caused by its use prior to license termination.
  • The agreement includes a waiver of immunity (RCW 4.24.115) to enforce the indemnity provision.

Financials

  • Consideration: $500 per month.
  • Total Payment: $7,500, paid in a lump sum. (Based on a term from April 2025 through June 2026).
  • Revenue Fund: 18036200.362000
  • Leasehold excise tax, if applicable, must be paid by the Grantee.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Term: From License execution through July 1, 2026.

Next Steps

The Board is requested to sign the attached License.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark Thurston, P.E. - Project Manager
  • Dave Mingo - General Manager, Cascade Bridge LLC
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • RCW 4.24.115 (Indemnification/Sovereign Immunity Waiver Context)

Superior Court Jury Fees Payment (February 2025)

Topic Summary

The County is requesting approval for the payment of Superior Court Jury Fees for February 2025, covering the costs associated with one Superior Court jury trial.

Key Points

  • The costs cover mileage and a $15.00 per diem rate for reporting jurors.
  • There was one Superior Court Jury Trial and zero District Court Jury Trials in February 2025.

Financials

  • Total Amount Due: $7,420.70 (Fiscal impact to the County)
  • Payroll Warrants dated March 5, 2025, totaled $2,516,798.82.

Alternatives

None specified.

Community Input

One member of the public, Auston, raised an issue regarding jury payment at the start of the meeting, suggesting increasing jury payment from $15 to $100, citing another county's policy.

Timeline

  • Payment requested for February 2025 costs.

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
  • Auston (Public Commenter)

Amendment No. 1 to On-Site Sewage Action Plan (Puget Sound Partnership)

Topic Summary

Jefferson County Public Health (JCPH) is requesting approval of an amendment to the On-Site Sewage (OSS) Action Plan agreement with the Puget Sound Partnership (PSP). The purpose of the original grant is to enhance JCPH's septic system data management, develop homeowner and developer outreach tools, and digitize septic permit records. The amendment, costing $0, clarifies that the original scope of work never intended the digitization of all septic records, but rather less than 10% of them.

Key Points

  • The agreement's initial goals are to:
    1. Enhance the Tyler Enterprise Permitting and Licensing (EPL) database by developing the Application Programming Interface (API) to import professional septic inspection reports from OnlineRME (Responsible Management Entity).
    2. Purchase and integrate the Tyler module Decision Engine to allow authorized homeowners to submit septic inspection reports online.
    3. Develop education and outreach tools (e.g., videos, classes, models) for best practices regarding septic system maintenance and the effects of nitrogen pollution on groundwater and marine ecosystems.
    4. Digitize septic permit records (paper files) to make them complete, legible, and available online.
  • The amendment strikes the phrase "all of" from the clause regarding the digitization of septic permit records (point 3), clarifying that the funding covers digitizing less than 10% of the total septic records.
  • The contract involves federal funding (CFDA #66.456, National Estuary Program Base).
  • The total PSP funding includes $32,000 allocated for subcontracts, including $17,000 for Tyler Technologies and $15,000 for a Video Contractor TBD.

Financials

  • Total Maximum Compensation: $90,645
  • Funding: Federal funding is included; the source is the Puget Sound Partnership National Estuary Program, funded by the EPA.
  • The amendment does not affect the fiscal impact ($0 change).
  • Total ODCs (Other Direct Costs) include $24,000 for Digital Files Prep by Jefferson County Central Services Staff.
  • Salary Cost (EHSII) is budgeted for $4,033 (110 HR at $36.66/HR), plus $1,317 in benefits.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2025-02-03: Original Agreement execution date
  • 2025-06-30: Progress Report Due (Ongoing)
  • 2027-06-30: Period of Performance end date/Due Date for deliverables (Data Management, Educational Tools, Digitization).

Next Steps

JCPH management requests approval of the First Amendment to the OSS Action Plan with PSP.

Sources

  • Pinky Feria Mingo - Environmental Health and Water Quality Director
  • Emma Erickson - Environmental Health Specialist/Project Manager
  • Monea Kerr - Project Manager, Puget Sound Partnership (PSP)
  • Tyler Technologies
  • OnlineRME (Responsible Management Entity)
  • Environmental Protection Agency (EPA)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

Appointment/Reappointment of Advisory Committee Members

Topic Summary

The Board of County Commissioners is asked to approve the reappointment of seven existing members and the appointment of one new alternate across three separate advisory bodies: the Planning Commission, the Jefferson County Parks and Recreation Advisory Board (JCPRAB), and the Jefferson County Marine Resources Committee. In several cases, expired terms are being filled by incumbents due to a lack of other applicants. The resignation of one LEOFF I Disability Board Fire Fighter representative is also noted.

Key Points

  • Planning Commission (Resolution 54-97 dictates 9 members, staggered 4-year terms):
    • Terms for three seats expired March 17, 2025.
    • Three applications were received, all from the incumbent members. No interviews were held.
    • Reappointments requested for: Cynthia Koan (District 1), Matt Sircely (District 2), and Richard Hull (District 3).
    • Consistency is beneficial as the current body is managing the Comprehensive Plan Periodic Update.
  • Jefferson County Marine Resources Committee:
    • Reappointment requested for: Janette Mestre (District 1) for a four-year term.
    • Appointment requested for: Jonathan Waggoner (Marine Science Practitioners, Educators or Researchers Alternate) for a four-year term.
  • Jefferson County Parks and Recreation Advisory Board (JCPRAB):
    • Three positions (expired August 27, 2024; February 21, 2025; December 10, 2024) received no new applicants.
    • Reappointments requested for: Vern Bessey (District 1), Bob Hoyle (District 2), and Marianne Walters (District 2), all for two-year terms expiring March 10, 2027.
  • LEOFF I Disability Board:
    • The resignation of Howard Scott (Fire Fighter Association Representative) is noted. His term expired January 1, 2025.

Financials

  • Planning Commission members receive a stipend of $50 for attendance, participation in meetings, and being active in the community.
  • There is no fiscal impact to the General Fund from these advisories’ staffing decisions.

Alternatives

  • Planning Commission request notes the Board has the prerogative to extend a search for additional applicants, although staff is recommending reappointment of the incumbents.

Community Input

  • For the Planning Commission and JCPRAB seats, public advertisements yielded no new applicants for the expiring positions.

Timeline

  • Planning Commission original terms expired: March 17, 2025. New terms expire March 17, 2029.
  • Marine Resources Committee new terms expire: March 10, 2029.
  • JCPRAB new terms expire: March 10, 2027.

Next Steps

The Board is recommended to approve the reappointments and appointments as listed.

Sources

  • Josh Peters - Director, Community Development
  • Joel Peterson - Associate Planner, Community Development
  • Wendy Housekeeper - Executive Assistant
  • Mark McCauley - County Administrator

Architect/Engineer Scope for Port Townsend Community Center Gymnasium Roof Replacement/Structural Repair

Topic Summary

The Central Services Department is requesting approval of a Professional Services Agreement (PSA) with Studio Bracket for architectural and engineering services related to the Port Townsend Community Center (PTCC) Gymnasium roof replacement and structural repair. Prior studies indicated structural deficiencies preventing new roofing material installation, necessitating comprehensive analysis and construction documentation prior to the repair work.

Key Points

  • The existing roof for the PTCC Gymnasium has structural deficiencies that must be resolved before new roofing material can be installed.
  • The scope of work is for Studio Bracket to analyze the roof, examine potential remedies, and develop the architectural proposal and final construction documentation.
  • The services designated include Schematic Design/Draft Design Report (27% of basic services total fee), Design Development/Final Design Report (18%), and Construction Documents/P&L (29%).
  • Additional services include Permit Design ($3,600 lump sum), As-Built Building Plans ($9,000 lump sum), and Architectural Site Plan ($7,500 lump sum).
  • The total project construction budget is estimated at $1,200,000.00.

Financials

  • Total Professional Charges (Fee): $145,871.10 (to be paid through Fund 301)
  • Basic Services: $106,862.00 (sub-total, 76% of basic scope total fee)
  • Original Additional Services: $23,500.00 (sub-total)
  • Reimbursable Expenses (estimate): $10,800.00 (includes $9,689.10 estimated reimbursables, and $1,800.00 reimbursables plus $2,880.00 subconsultant mark-up)
  • The total contract amount of $145,871.10 represents 13.15% of the estimated $1,200,000.00 project budget (calculated by WA OFM Fee Calculation as 10.15% + 3.00% complexity additive).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Agreement Term: Commences on execution and continues through 2025-2026.

Next Steps

The recommendation is to approve the contract.

Sources

  • Shawn Frederick - Central Services Director
  • David Monroe - Central Services/Facilities Contact Person
  • Studio Bracket (Contractor/Architect)
  • Washington Office of Financial Management (WA OFM)

MUNIS/EnerGov Information System Project Management Consulting

Topic Summary

The Central Services Department seeks to hire consultant Cherie Moulin for project management oversight of the essential MUNIS/EnerGov information system migration project. Due to the high complexity, customization, and limited internal corporate knowledge caused by staff turnover, external specialized project management focusing on an on-premise migration is deemed the best course of action to stabilize data before eventual cloud implementation.

Key Points

  • The project involves fully implementing, integrating, and optimizing the primary financial system (MUNIS) and permitting software (EnerGov).
  • Data instability issues have recently been identified by Information System staff, requiring immediate stabilization via an on-premise migration before cloud implementation.
  • The project scope is complex, encompassing data migration/integration, workflow management, report development (transitioning Crystal Reports to SSRS), and staff training.
  • The current MUNIS/EnerGov configuration is highly customized, and staff turnover has limited internal expertise.
  • The recommended consultant, Cherie Moulin, is specifically chosen ("Sole Source") due to her unique familiarity with the County’s current system implementation and departmental workflows.
  • The scope includes implementing new Tyler integrations (ERM/Cashiering, EPL/ERM), evaluating EPL maturity, streamlining document management (consolidating documents stored across multiple platforms like EPL, G:Drive, Laserfiche, and TideMark to a single location/link), and configuring the Customer Self-Service (CSS) Portal. Tasks 3.2 and 3.3 involve assisting Environmental Health and DCD with developing 44 smart forms for applications.

Financials

  • Total Maximum Contract Amount: Not to exceed $72,600.00
  • Hourly Rate: $110.00/hour
  • Total Hours: Not to exceed 660 hours
  • Funding Source: General Fund (Fund 207)
  • Comparison to historical contracts: This contract offers a savings of approximately $17,000 compared to previous contracts for similar work.
  • Fiscal Condition: The Board is requested to commit to approving additional budget authority in a subsequent supplemental budget appropriation upon approval of this contract.

Alternatives

  • Staff concluded that outside project management consultation was necessary due to the complexity and lack of corporate knowledge. They opted for a specific consultant based on uniquely relevant experience.

Community Input

None specified.

Timeline

  • Term: March 1, 2025, through December 31, 2025 (9 months).
  • The County reserves the right to renew the agreement annually with 60 days' notice.

Next Steps

Staff recommends the Board approve the attached sole source contract, contingent on committing to approving additional budget authority later.

Sources

  • Shawn Frederick - Central Services Director
  • Cherie Moulin - Contractor (Sole Source Consultant)
  • Mark McCauley - County Administrator
  • Tyler (Vendor for MUNIS/EnerGov)

Temporary Road Closure and Detour for Linger Longer Bridge Replacement

Topic Summary

The Public Works Department is requesting the approval of a resolution for the temporary closure of segments of Linger Longer Road and Fremont Avenue in Quilcene. This is required for the replacement of the existing 80-ft Linger Longer Bridge over the Big Quilcene River with a new 1,140-ft multi-span bridge, and the restoration of the river floodplain, a project entirely funded and managed by the Jamestown S’Klallam Tribe.

Key Points

  • The project is the replacement of the Linger Longer Bridge and restoration of the Big Quilcene River floodplain for improved fish habitat.
  • The project is funded by a RAISE grant awarded to the Jamestown S’Klallam Tribe.
  • Required Closures: Linger Longer Road (CR No. 301309) between MP 0.08 and MP 0.39, and Fremont Avenue (CR No. 301709) between MP 0.12 and MP 0.24.
  • During construction, traffic will be detoured to Rogers Street via a temporary bridge over the Big Quilcene River.
  • The closed segment of Fremont Avenue and a portion of Rogers Street will eventually be permanently abandoned, a process to be handled in a subsequent resolution post-construction.
  • Notice of closure must be published in the area newspaper and provided by signage at the site not less than 3 days prior to closure, as required by law (RCW 47.48).

Financials

  • The Jamestown S’Klallam Tribe is providing 100% funding for this project, including reimbursement to Public Works for staff time and associated expenditures.

Alternatives

  • The Resolution states that alternate routes are available to the motoring public.

Community Input

None specified.

Timeline

  • Construction Scheduled: 2025–2026.
  • Temporary Road Closure Period: May 2025 until June 2026.
  • Road re-opening: Follows completion of the new bridge in 2026.

Next Steps

The Board is requested to approve the temporary road closure resolution.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark Thurston, P.E. - Project Manager
  • Jamestown S’Klallam Tribe
  • RCW 47.48 (Authority for road closure)

Update to Official County Road Log (Mt. Wilder Way and McCartney Peak Lane)

Topic Summary

The Public Works Department is requesting the adoption of a resolution to update the Official County Road Log to include two roads located in the Olympic Terrace Long Plat, Division II, Phase 1. This action will formalize the County’s responsibility for the future maintenance of these roads and drainage facilities, which were constructed to County standards.

Key Points

  • The roads being added/updated are Mt. Wilder Way (CR# 517209) and McCartney Peak Lane (CR# 517609).
  • These rights-of-way have been dedicated to Jefferson County in fee simple.
  • Road and drainage facilities were inspected and constructed to meet Jefferson County’s adopted standards.
  • Maintenance responsibility: The County will be responsible for road and only those portions of drainage facilities depicted as County Maintenance Responsibility on the attached drawing.
  • Context: This action follows a decision made in February 2023 (Resolution 5-23), where the Board permitted these two specific roads to become County Roads, but decided against future similar roads that do not meet the “public necessity” and “general public benefit” criteria. The roads are categorized as low speed, low volume, dead end roads.
  • The resolution is categorically exempt from SEPA under WAC 197-11-800(19).

Financials

  • The County will be responsible for road maintenance.
  • Fiscal impact is expected to be low in the immediate future because the roads are recently constructed and have asphalt surfacing.
  • Chip sealing for surface maintenance is estimated not to be required for approximately 15 years.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Resolution 5-23 (Contextual approval) occurred February 2023.

Next Steps

Public Works recommends adopting the resolution. The County Engineer is directed to make the additions to the Official County Road Log.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Conor Ferry - Public Works Contact
  • Resolution 5-23 (Contextual policy)
  • WAC 197-11-800(19) (SEPA exemption)

Fire Marshal Program Updates and 2025 Workplan (Workshop)

Topic Summary

The Office of the Fire Marshal and Building Official, part of the Department of Community Development (DCD), is presenting its 2025 Workplan and updates, including recent accomplishments and key challenges. A major discussion point is the phased implementation of a Commercial Fire Life-Safety Inspection Program as mandated by state fire code enforcement regulations.

Key Points

  • The Fire Marshal is the County Authority Having Jurisdiction (AHJ) and Fire Code Official, responsible for fire/life-safety inspections, fire/arson investigation, plan review, addressing/road naming, and enforcement of burning regulations (JCC 8.72.050).
  • The Building Official manages the inspection program, enforces building codes (JCC 15.05.020), issues permits, and interprets code.
  • 2024 Accomplishments: Transitioned to a new building code cycle, completed ~444 plan reviews (40 with consultant support), 115 address cases, 3,904 inspections, 13 fire investigations, achieved 3 new ICC certifications (Commercial Building Inspector, Fire Plan Examiner, Fire Inspector II), acquired Fire Marshal vehicle, surface tablets, and Tyler Fire Mobile, and started the STR Annual Inspection Program for pre-moratorium Short Term Rentals.
  • 2025 Goals: Go "live" with the Stock Plans program, draft Interlocal Agreements (ILAs) with local fire districts, promote the C-PACER program (grant-funded), establish private road/driveway access standards, update the E911 ordinance, integrate the Wildland Urban Interface (WUI) mapping (from SB 6120) with the County Wildfire Protection Plan (CWPP), and commencing the Commercial Fire Life-Safety Inspection Program.
  • Commercial Inspection Program Context (JCC 15.05.046): Mandated by the Washington State Fire Marshal's Office/Chapter 51-54A WAC to ensure commercial buildings meet fire safety standards. Inspections have started by ZIP code, beginning in South County. The ultimate goal is an annual inspection for every business, but the realistic operational goal is every other year, supplemented by a self-inspection report in off-years (or annual inspection for high-hazard/high-occupancy buildings).

Financials

  • No direct fiscal impact for this workshop.
  • The Commercial Inspection Program is expected to collect reasonable fees, adopted under JCC 15.05.046 and 3.80, to cover costs.

Alternatives

  • The Fire Marshal notes that the Board previously directed no food truck inspections, but these inspections are a requirement of the 2021 International Fire Code (IFC).

Community Input

  • Fire Marshal Phil Cecere was participating in a SB 6120 Legislative Steering Committee kickoff meeting for WUI mapping, confirming Jefferson County’s involvement as a rural jurisdiction.

Timeline

  • 2025-02-18: DCD (excluding Fire Marshal) presented its workplan.
  • 2025: Workshop is intended to seek direction on ordinances related to private road/driveway standards, hydrant spacing, and fire flow requirements.

Next Steps

  • Anticipate a draft Resolution to formally establish the Commercial Inspection Program.
  • Continue implementing the Commercial Inspection Program inspections.
  • Commence hiring and onboarding of a clerk hire for on-call inspections and special projects.
  • Propose ILAs for interested fire districts.

Sources

  • Phil Cecere - Fire Marshal - Building Official
  • Brian Tracer - Deputy Fire Marshal
  • JCC 2.40.020, JCC 15.05.020, JCC 8.72.050, JCC 15.05.046, JCC 3.80
  • Washington Survey and Ratings Bureau (WSRB)
  • Washington State Fire Marshal's Office
  • Chapter 51-54A WAC
  • SB 6120 (Legislative Steering Committee for WUI mapping)

Housing Advocacy and Emergency Shelter Funding (Workshop)

Topic Summary

Commissioner Dudley-Nollette is hosting a workshop to discuss two pressing issues: the upcoming Housing and Homelessness Advocacy Day and the immediate emergency shelter funding gaps faced by local providers. This session aims to gather input from shelter/housing advocates and behavioral health experts to determine if immediate mid-cycle county funds should be appropriated to address operational shortfalls.

Key Points

  • Two independent issues are being discussed that affect housing and shelter:
    1. Upcoming Housing and Homelessness Advocacy Day (March 14, 2025). The goal is to gauge interest in creating a coalition of community advocates to participate, either this year or in the future.
    2. Emergency Shelter Funding Gaps: Dove House Advocacy Services made a mid-cycle request at the 2/26/25 Housing Fund Board meeting to replace lapsed state funds for their shelter serving women and children. There is also an impending need for renewed funding for the Jefferson County Emergency Shelter (operated by Bayside Housing & Services).
  • The workshop is narrowly focused on immediate emergency shelter operations gaps, not the comprehensive needs assessment underway by the Housing Fund Board for the 5-Year Housing Affordability and Homelessness Plan revision.
  • Experts on co-occurring behavioral health needs, housing providers, and advocates were invited to provide public comment on perceived needs and gaps.

Financials

  • No fiscal impact is involved, and no decisions related to fiscal impact will be made at the workshop.
  • Input gathered will inform future decision-making on funding appropriations.

Alternatives

None specified.

Community Input

  • Dove House Advocacy Services presented comments on 2025-02-26 at the Housing Fund Board meeting regarding the intent to seek mid-cycle funds to replace anticipated state funding for their women's and children's shelter.

Timeline

  • 2025-02-26: Dove House Advocacy Services presented public comments to the Housing Fund Board.
  • 2025-03-14: Upcoming Housing and Homelessness Advocacy Day.

Next Steps

Commissioners should listen to comments and ask questions to gain a broad understanding, informing potential future decisions on legislative support and emergency shelter funding.

Sources

  • Heather Dudley-Nollette - Commissioner District 1 (Requestor)
  • Dove House Advocacy Services
  • Jefferson County Emergency Shelter
  • Housing Fund Board

Workshop on Olympic National Park Issues

Topic Summary

The Board of County Commissioners will host a workshop with Kevin J. Killian, Deputy Superintendent of Olympic National Park (ONP), to discuss critical road issues affecting the park and the surrounding community. Key discussion points will revolve around the washout on the Upper Hoh Road and the expanding washout on the South Shore Road, and efforts to secure funding for repairs before the high season.

Key Points

  • The core issue is the washout at or near milepost 9.7 on the Upper Hoh Road.
  • Also, there is a continued expansion of the washout on South Shore Road and its impact on North Shore Road.
  • The closure of these roads will adversely affect the park, which draws hundreds of thousands of visitors annually, and the surrounding community, especially during the high season.
  • The discussion seeks likely funding sources to repair the roads and salvage the upcoming 2025 summer season.

Financials

  • None specified.

Alternatives

None specified.

Community Input

  • Commissioner Eisenhour provided an update regarding the "go fund me for the upper hoh road."
  • Public Works (PW) is reported to be working on a contract to repair the Upper Hoh Road.

Timeline

  • Repairs are prioritized to salvage the upcoming high season (summer 2025).

Next Steps

Conduct the workshop and possibly provide guidance to staff.

Sources

  • Mark McCauley - County Administrator
  • Kevin J Killian - Deputy Superintendent, Olympic National Park
  • Heidi Eisenhour - Commissioner District 2

Letter of Support: Naming Bridge Connecting Indian and Marrowstone Islands

Topic Summary

The Board of County Commissioners is considering a letter of support for the Marrowstone Island Community Association’s (MICA) petition to the Washington State Transportation Commission to name the bridge connecting Indian and Marrowstone Islands the “Passage Through Bridge.” This name aligns with the passage underneath the structure, which reconnected Kilisut Harbor and Oak Bay after approximately 100 years of obstruction.

Key Points

  • The Marrowstone Island Community Association (MICA) conducted a rigorous community effort to name the bridge, constructed in 2019.
  • The original passage underneath the bridge was already named "Passage Through" in 2023 by the Washington State Department of Natural Resources.
  • MICA's naming effort included input from the Jamestown, Port Gamble, and Lower Elwa S’Klallam Tribes through their Cultural Committee.
  • The iterative process began with 49 proposed names and resulted in the strong preference for "Passage Through Bridge."

Financials

None specified.

Alternatives

None specified.

Community Input

  • MICA conducted extensive community outreach with relevant tribes and community residents.

Timeline

  • Bridge constructed: 2019.
  • Passage named "Passage Through" by WA DNR: 2023.

Next Steps

The Board is requested to consider and approve the attached letter of support, possibly with revisions. This action is requested on the Consent Agenda but Item #1 needs updates and signs, and the Commissioners approved sending it "subject to changes."

Sources

  • Heidi Eisenhour - Commissioner, District 2
  • Marrowstone Island Community Association (MICA)
  • Jamestown, Port Gamble, and Lower Elwa S’Klallam Tribes (Cultural Committee)
  • Washington State Department of Natural Resources
  • Washington State Transportation Commission

Emergency Shelter Contract for Severe Weather

Topic Summary

Jefferson County Public Health (JCPH) is requesting approval of a $5,000 contract with Bayside Housing & Services for the Jefferson County Emergency Shelter to cover emergency sheltering services during severe winter weather events. This contract addresses a funding gap created when previous state funding from the Washington State Emergency Management Division was rescinded on January 21, 2025.

Key Points

  • The contract funds emergency sheltering services during severe winter weather (e.g., cold, snow, unusually heavy precipitation) to protect human health and life safety.
  • The Jefferson County Emergency Shelter agrees to extend hours during severe weather and coordinate with the Winter Welcoming Center to provide 24-hour shelter options, as able.
  • JCPH will coordinate with the Emergency Shelter when severe weather is forecasted to approve extended shelter hours based on JCPH’s Cold Weather Activation Thresholds.
  • The funding covers emergency food stores and increased staffing levels due to extended hours during winter emergencies.
  • Employees, subcontractors, or volunteers of the contractor who may or will have regular or limited access to juveniles must submit to required criminal history/background checks.

Financials

  • Total Contract Amount: Up to $5,000.00
  • Funding Source: Jefferson County Public Health’s Foundational Public Health fund for emergency preparedness and response.
  • Budget Allocation:
    • Shelf stable food, water, hygiene, and cleaning supplies: Up to $1,000 (provided upfront for preparedness, and may cover staff hours if supplies are not needed).
    • Staff pay for extended shelter hours: Up to $4,000 (paid as reimbursement only if shelter is activated; indirect costs are not eligible).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2025-01-21: Previous funding from Washington State EMD was rescinded.
  • Term: February 1, 2025, through April 15, 2025.

Next Steps

JCPH management requests approval of this contract.

Sources

  • Apple Martine - Jefferson County Public Health Director
  • Lara Gaasland-Tatro - Environmental Health Specialist and Community Health Educator
  • Washington State Emergency Management Division (Previous Funder)
  • Bayside Housing & Services for the Jefferson County Emergency Shelter (Contractor)

Photo Licensing Agreement, JCPH-Branded Stickers for Outreach

Topic Summary

Jefferson County Public Health (JCPH) requests approval for a $300 photo licensing agreement with Gatheringplace, a local nonprofit serving people with disabilities. The agreement covers the one-time, exclusive, and limited use of six artwork images for JCPH-branded vinyl stickers to attract visitors to JCPH’s Intellectual and Developmental Disabilities Program booth at the upcoming Connectivity Summit.

Key Points

  • The project is for the Intellectual and Developmental Disabilities Program, Community Health Division.
  • The images showcase artwork by people living with intellectual and developmental disabilities.
  • Use is limited to "Printed materials such as stickers" within the "Territory" of the Connectivity Summit. Other uses require written permission.
  • The stickers serve as an outreach tool intended to help fulfill a contract JCPH holds with the Washington State Division of Vocational Rehabilitation (DVR) to promote the new School-to-Work program in Jefferson County.
  • The license granted is exclusive and limited.

Financials

  • Total Cost (Expenditure): $300
  • Cost per image: $50 (for a total of six images)
  • Funding Source: Fund 127
  • Payment is due within thirty (30) days of the due date.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Term: Upon signing through March 15, 2025.
  • Event dates (Connectivity Summit): March 7 and 8, 2025.

Next Steps

JCPH management requests approval of the photo licensing agreement.

Sources

  • Bonnie Obremski - Intellectual and Developmental Disabilities Coordinator
  • Washington State Division of Vocational Rehabilitation (DVR)
  • Gatheringplace (Photographer/Nonprofit organization)

Memorandum of Agreement for Practicum Field Experience (Eastern Washington University)

Topic Summary

Jefferson County Public Health (JCPH) is requesting approval of a Memorandum of Agreement (MOA) with Eastern Washington University (EWU), College of Health Science & Public Health, to establish a cooperative relationship allowing SPH program students to receive practicum field experience under the supervision of JCPH medical providers.

Key Points

  • The agreement is for students in EWU's School of Public Health (SPH) program to complete required practicum field experience at JCPH.
  • The relationship is intended to be mutually beneficial; JCPH staff will supervise the students.
  • The University retains responsibility for the education program, including setting faculty-student ratios (at least 1:10), providing student information (objectives, names, days/hours), and maintaining professional liability insurance for students and faculty.
  • JCPH retains full responsibility for client care and established standards of care, and controls the maximum number of students assigned.
  • Both parties must abide by HIPAA and FERPA data privacy obligations. Agency (JCPH) will not share patient information with the University, confirming that the University is not a "business associate" of the Agency.
  • The agreement includes mutual indemnification clauses, waiving immunity under RCW 4.24.115 and Industrial Insurance (Title 51 RCW) solely for the purposes of that indemnification.

Financials

  • None. The agreement is explicitly stated as having "No Fiscal Impact" and "No monetary exchange."

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Term: Upon signature until terminated.
  • Termination: Either party may terminate with or without cause by written notice at least 60 days prior to the commencement of the next academic term. Students currently enrolled must be allowed to complete the course of study in progress.

Next Steps

JCPH management requests approval of the Memorandum of Agreement.

Sources

  • Apple Martine - Public Health Director
  • Denise Banker - Community Health Division Director
  • Eastern Washington University (EWU), College of Health Science & Public Health
  • Family Educational Rights and Privacy Act (FERPA)
  • Health Insurance Portability and Accountability Act (HIPAA)
  • RCW 4.24.115 (Indemnification/Sovereign Immunity Waiver Context)
  • Title 51 RCW (Industrial Insurance)

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