PACKET: Commissioners Meeting at Mon, Mar 24, 09:00 AM

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Oak Bay Campground Camp-Host Agreement (Contract No.: PN2025-025, Ronald Brake)

Topic Summary

Jefferson County Public Works proposes approving a camp-host agreement with Ronald Brake for the Upper and Lower Oak Bay Campground facilities from April 1, 2025, to October 31, 2025 (31 weeks). The camp-host position is a success and provides essential support services like cleaning, greeting campers, and monitoring payments. Compensation for the 20 hours per week of work is provided in the form of an in-kind valuable campsite package, totaling $10,354.

Key Points

  • The Camp Host will staff the Upper and Lower Oak Bay Campgrounds (290 Cleveland St & 301 Portage Way, Port Hadlock).
  • The term of the agreement is from April 1, 2025, to October 31, 2025 (7 months/31 weeks).
  • Duties of the Camp Host include: cleaning restrooms/campsites, greeting campers, offering local information, checking for payment, and educating users on rules (Exhibit A).
  • The Camp Host is designated as an independent contractor, not a County employee, and does not receive employee benefits (vacation, sick leave, insurance).
  • The County will carry industrial insurance (worker's compensation) coverage on the Camp Host (Section Five).
  • Routine work hours are 5 days/week (Thursday through Monday), approximately 11:00 a.m. to 8:00 p.m., totaling 20 "person hours per week" (excluding passive monitoring/customer service).
  • The individual selected, Ronald Brake, was chosen after a thorough recruitment process (Process: Camp-Host Recruitment Process).
  • The Camp Host may request a vacation schedule of no more than 15 vacation days, excluding holiday weekends; approval/modification is subject to the Parks and Recreation Manager.
  • The Camp Host must complete and pass a Washington State Patrol fingerprint identity and criminal history check before starting duties, costs borne by the County (Section Eighteen).
  • The Camp Host is explicitly prohibited from attempting to personally apprehend any park user in case of issues, and must instead call the Jefferson County Sheriff or Parks and Recreation staff (Exhibit A, Section 9).

Financials

  • Total value of Camp Host services (31 weeks): $10,354.
  • This value is calculated based on 620 total hours (20 hours/week x 31 weeks) at an equivalent hourly rate of $16.70/hour.
  • Compensation (In-Kind Value): $10,354 (for the 31-week term).
  • Campsite (Upper Oak Bay Campsite 1) with power, water, private broadband internet, garbage service, and storage for 2 vehicles ($37/day value): $8,029
  • Mobile RV Septic Tank Pumping Service ($300/month value): $2,325
  • The amount stated on the initial contract review form was $10,329, which was later corrected to $10,354.
  • There is No explicit revenue, expenditure, or matching funds specified for this agreement, as it is structured as an in-kind exchange.

Alternatives

None specified.

Community Input

  • The ParkMobile payment system implemented in 2024 helped camp-hosts track campsite payments and "was greatly appreciated by campers and staff alike" (Analysis/Strategic Goals/Pro’s & Con’s).

Timeline

  • March 24, 2025: Agenda Date for Board of Commissioners decision (proposed approval).
  • April 1, 2025: Contract term begins.
  • October 31, 2025: Contract term ends.

Next Steps

The Board of County Commissioners (BoCC) is recommended to approve the agreement and return 3 signed copies to Public Works.

Sources

  • Monte Reinders - Public Works Director/County Engineer
  • Mark McCauley - County Administrator
  • Ronald Brake - Camp Host (Contractor)
  • Matt Tyler - Department Contact
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

Gateway Visitor Center Paving Design Options Workshop

Topic Summary

A workshop is requested to review initial conceptual plans for paving the Gateway Visitor Center, a project funded by a Jefferson Transit Authority (JTA) grant to accommodate Clallam Transit's "Strait Shot" Route 123 meeting JTA Route 14 ("Kingston Express"). The goal is to evaluate various paving design options prepared by SCJ Alliance, noting their respective operational pros and cons, which relate to JTA's ongoing Operational Analysis.

Key Points

  • The project aims to pave the Gateway Visitor Center to facilitate transit connectivity between Clallam Transit Route 123 (Strait Shot) and JTA Route 14 (Kingston Express).
  • Planning and design development for paving is being conducted by SCJ Alliance in partnership with Jefferson County, Jefferson Transit, and Clallam Transit.
  • Conceptual plans are very early stage and intersect with the Jefferson Transit's ongoing Operational Analysis.
  • Option SP-1A (Existing building to remain): High potential for 79 stalls, bus path separate from passenger vehicles. Cons: tight vehicle tracking for buses, insufficient space for a second bus to bypass a parked bus, and shared driveways (oversize vehicles not considered).
  • Option SP-1B (Existing building to remain): Potential for 37 stalls. Pros: preserves existing building, allows use of north/south sides for stormwater management or over-sized vehicle parking. Cons: bus circulation creates conflict points, bus route conflicts exclude parking in north/south sections, and oversize vehicles must use the bus lane for circulation (shared driveways).
  • Option SP-2 (Remove Building): Potential for 60 stalls. Pros: site layout flexibility, separate bus travel path and separate western drive aisle for oversize circulation, and south end open to over-sized vehicles. Cons: requires existing building removal, shared driveways.
  • Option SP-3 (Remove Building, Separate Lots): Potential for 54 stalls. Pros: site layout flexibility, completely separate bus entrance/travel path from passenger vehicles, high stall count potential, opportunities for stormwater management (in bus circulation center). Cons: requires existing building removal, no over-size vehicle parking.
  • All listed concepts defer stormwater details (underground facilities may maximize parking in SP-1A).
  • Property boundaries, setbacks, and ADA requirements are noted as variable factors affecting final parking counts.

Financials

None. The immediate action is a workshop, which has no direct fiscal impact, other than the standard newspaper fee for legal notices.

Alternatives

Four conceptual paving design options (SP-1A, SP-1B, SP-2, SP-3) were presented and analyzed based on parking capacity, bus circulation efficiency, retention/removal of the existing building, and potential for accommodating over-sized vehicles.

Community Input

None specified.

Timeline

None specified.

Next Steps

Conduct the workshop to discuss the options and potentially provide guidance to staff on preferred paths for the project development.

Sources

  • Greg Brotherton - County Commissioner
  • Mark McCauley - County Administrator
  • SCJ Alliance - Consultant responsible for conceptual plans

Short-Term Rental (STR) Code Amendments Hearing Continuation

Topic Summary

The Board of County Commissioners (BoCC) is continuing the public hearing begun on March 17, 2024, concerning amendments to the Jefferson County Code (JCC) regarding Short-Term Rentals (rentals less than 30 nights). The proposed changes aim to implement the Comprehensive Plan's goal of evaluating STRs to ensure they do not restrict housing supply for year-round residents, focusing on establishing clear permitting pathways, implementing a county-wide cap, and addressing legal challenges. The moratorium on new STR applications expires April 7, 2025.

Key Points

  • The current moratorium (Ordinance 03-0610-24) on STR permit applications expires at 11:59 p.m. on April 7, 2025.
  • The main purpose of the amendment is to implement the Comprehensive Plan's Housing Action Plan that seeks to evaluate STRs to prevent restricting housing supply for year-round residents.
  • STR Definition Change: Staff recommends revising the definition of short-term rentals (JCC 17.60.070) from "less than 30 days" to "fewer than thirty consecutive nights" for consistency with RCW 64.37.
  • Permitting Threshold: DCD staff proposes categorizing permit requirements based on the number of guest rooms OR occupants: 5 or fewer guest rooms OR 10 or fewer occupants require a Type I hospitality permit (Residential Use); more than 5 guest rooms AND more than 10 occupants require a Conditional Discretionary Use Permit (Commercial Use).
  • STR Cap (DCD Staff Recommendation): STRs renting the entire dwelling (excluding rentals occupied by owners) shall be limited to four percent (4%) of unoccupied dwellings in unincorporated Jefferson County housing (excluding Master Plan Resorts/MPR).
  • Based on OFM data, this cap is 468 STRs out of 11,694 dwellings outside of MPR.
  • Distribution will be proportional based on housing stock in each zip code (i.e., Port Townsend zip code 98368, with 30% of housing stock in 2020 Census data, would be allowed 30% of the cap, or 140 units, based on the appendix table).
  • Grace Period: DCD recommends a 6-month grace period after ordinance adoption during which all STR applications will be accepted before the 4% cap takes effect.
  • Existing STRs: STRs permitted after the effective date of the Unified Development Code (UDC, January 16, 2001) are allowed to continue if the operator renews the permit and satisfies new requirements.
  • Legal Non-conforming ("Grandfathering"): STRs existing prior to January 16, 2001 (UDC effective date) are legal non-conforming, provided the operator proves public benefit (sales/lodging taxes remitted to collector prior to that date) and applies/obtains a permit within 6 months (DCD recommendation) of ordinance adoption.
  • Limit per Operator: A short-term rental operator shall hold no more than one hospitality permit for an STR in unincorporated Jefferson County (DCD recommendation).
  • Advertisement Requirement (New Provision): The STR operator must include a valid county permit number on any advertisement or marketing material (e.g., Airbnb, VRBO); failure or false listing shall be a violation enforceable under Title 19 JCC.
  • Prohibited Structures: STRs are not permitted in temporary, portable, or unpermitted structures (e.g., boat, tent, yurt, RV) (DCD recommendation).
  • Permit Transfer: An STR permit shall be tied to the property and cannot be transferred to a separate dwelling (DCD recommendation).
  • Residency Requirements: DCD recommends against implementing the Planning Commission's proposed residency requirements (e.g., prohibition of renting to 3rd party within first two years of ownership, landlord primary residence requirement) due to perceived implementation difficulty and potential unfairness, opting instead for the single-permit limit per operator.
  • Inspection/Renewal: Permits require annual renewal including an inspection addressing fire, safety, and health requirements (DCD recommendation).
  • Public Meetings Held: Three public meetings in March 2024 (Cape George, Tri Area, Quilcene), a Planning Commission hearing on February 5, 2025, deliberation on February 19, 2025, and a BoCC workshop (March 3, 2025) led up to the current hearing continuation.

Financials

  • The planning process preparation is supported by the General Fund.
  • Any direct financial costs related to holding the public hearing are only the fees charged by the newspaper of record.
  • The creation of the PFD (Public Facilities District) is estimated to be $776,139 (Expenditure) and $776,139 (Revenue) to be reimbursed by the Department of Commerce CHIP Grant.

Alternatives

The agenda packet presents a comparison chart detailing divergences between: (1) Current JCC, (2) Planning Commission’s (PC) Recommended STR Ordinance, and (3) DCD Staff’s Recommended Changes.

Feature PC Recommendation DCD Staff Recommendation
Cap Basis 4% of unincorporated housing units (excluding MPR/existing permits/pre-UDC rentals) Same, PLUS 6-month grace period before cap implementation; Corrected Port Townsend zip code percentage (30% vs PC's 20%).
Residency Limit STRs to Jefferson County residents AND require owner/qualified representative onsite during entire rental period. Removal of residency requirement. Added limit of one hospitality permit per operator.
Cap Enforcement Applied based on OFM data, updated annually, future waiting list if cap met. Same, plus new STR numbers reduced by number of pre-existing STRs (legally non-conforming or previously permitted).
Permit Term 3 years if non-owner occupied. Removed term limit/renewal restriction. Annual renewal/inspection mandate.
Advertising No outdoor signs allowed. Allows one 4 sq. ft. identification sign. New provision (4)(f) requiring permit number on all ads (AirBnB, VRBO, flyers, etc.).

Community Input

The Background section notes multiple public input stages (three public meetings in March 2024) informing the Planning Commission's recommendation. The document also includes comments submitted, summarized here by concern/position:

  • Support for Strict Regulation (4% cap, residency, term limits):
  • Barbara Yocom: Supports 3% cap (county/zipcode), 3-year term limit for equity, and owner-occupancy residency requirement to protect local housing/communities.
  • Beth Stucky: Believes STRs severely impact housing availability for year-round residents; strongly supports major limits and "astronomical" taxes.
  • Dianna Denny: Concerned about reduced housing supply, rising costs, negative effects on residential areas (noise, speeding, parking, septic pressure, water). Questions criminal/legal liability for unpermitted STRs. Notes zoning risk (Cape George Village) for higher percentage due to lower house costs.
  • Carla Main (Housing Solutions Network advocate): Urges support for HSN proposal (2% cap, owner-residence requirement, etc.) to address worker/affordable housing crisis.
  • Housing Solutions Network (Position Paper): Proposes 2% cap county-wide (268 units) based on 2020 Census data, limit one STR per homeowner, require homeowner to reside on premise for at least 6 months out of the calendar year to prohibit investment purchases, non-transferable permits issued every five years.
  • Glori Zeltzer: Likes Port Angeles' 2% cap; supports prohibiting investors/corporations from buying properties for rentals. Concerned about affordable housing lack, lives in Cape George Village.
  • Paul Bezilla: Supports clear, enforceable regulations, including limited numbers and community-specific concentration limits. Cites experience in Sedona, AZ (1 in 4 homes became STRs) and public safety risk (fire code violations for occupancy limits in STRs).

  • Tom Thiersch: Requests no grandfathering exceptions. All permits (existing/new) must follow same rules, regulations, and fees. Demands immediate mandatory health and safety inspection for existing permits, citing existing units as "outright dangerous and unfit for habitation." Asks for max one-year "grace period" for re-application.

  • Opposition to Restrictions / Support for Current STR Owners:

  • Colleen Hackett (Permitted owner since 2020): Objects to the requirement to live on-site, as her small home cannot accommodate guests and her family simultaneously; notes STR revenue helps maintain her older home. Claims STR enforcement targets small single-family homeowners. Requests minimum three-year grace period for existing permitted homes.
  • Deanna Hopper (STR advocate; Port Ludlow): Advocates for non-limiting STR terms for owners Debi and Russell Avocato; states their STR draws visitors who spend money locally (Port Ludlow area).
  • Debi Avocato (STR owner, Port Ludlow): Opposes limiting permit validity to 3 years, calling it "completely unfair" and detrimental to building a business and servicing a business loan/investment return. Questions if other businesses face similar limits.
  • Denis Stearns (Submitted testimony multiple times): Argues there is no compelling governmental interest for a mandatory three-year validity limit, suggests it constitutes a regulatory taking (citing Penn Central). Argues owner-occupied (On-Site) STRs (like accessory dwelling units - ADUs) should be exempt from both time limits and percentage caps, as regulating them neither increases long-term rental availability nor increases properties for purchase. States action should focus on elimination of Off-Site STRs.
  • Eric Lentz (Current permitted owner): Supports using his property for STR, stating it was his intended use when purchased when no restrictions existed, and taking that option away is wrong. Asks if grandfathered STRs will face the 3-year limit, calling it severe financial hardship.
  • Natalie Bahl (Visitor): Expresses disappointment; family tradition of visiting a cabin outside Port Townsend may end if owners (non-resident) lose rental ability. Suggests visitors' perspectives should be considered.
  • Lynne Reister (Owner/retiree): Depends on STR funds to support retirement without retirement funds. Hosts medical staff and notes STR tourists bring economic dollars. Opposes limiting STRs to owner-occupied residences.

  • Suzanne Learned (Retiree/guesthouse owner): Income from guesthouse studio (vacation rental) is helpful; provides county taxes and personal welcome experience. Opposes limiting the number of STRs and primary residency requirements.

  • Legal/Preemption Concerns (Ciaran P.A. Connelly):

  • STR regulation is already governed by state law (Chapter 64.37 RCW); the proposed ordinance creates conflicting, unnecessary regulation that risks legal challenges and preemption (citing Watson v. City of Seattle).
  • The primary residence restriction violates the dormant commerce clause of the U.S. Constitution (citing Hignell-Stark v. City of New Orleans).

  • Imposing permits, caps, and time limits could constitute a compensable regulatory taking without just compensation (citing Penn Central Transp. Co.). Suggests expanding exemption for existing uses to avoid takings claims.

  • STR Benefits/Support Context (Eric Peterson - Homeowner/Stakeholder):

  • Vehemently disagrees with Affordable Housing advocacy groups on STR regulation. Argues short-term hosting is an essential and powerful tool to subsidize long-term affordable housing when managed by the same stakeholders.
  • States limiting STRs will "decimate the availability of affordable workforce housing" as hospitality hosting "is the flexible source of funding that makes affordable workforce housing sustainable."

Timeline

  • June 10, 2024: Moratorium Ordinance 03-0610-24 adopted.
  • February 5, 2025: Planning Commission held public hearing.
  • March 17, 2025: BoCC held public hearing (closed oral testimony; continued written comment).
  • March 21, 2025 (4:00 p.m.): Written comment period extension ends.
  • March 24, 2025 (2:00 p.m.): Hearing continuation and deliberation begins.
  • April 7, 2025 (11:59 p.m.): Moratorium expires.

Next Steps

The BoCC is requested to: (1) Continue the public hearing, deliberate, and potentially take final action on the proposed STR amendments; (2) Consider and possibly adopt DCD staff's proposed changes (Appendix B, Combined Version); (3) If no final action is taken, provide guidance on whether to continue the hearing or extend the moratorium.

Sources

  • Josh D. Peters, AICP - Community Development Director
  • Brent A. Butler, AICP - Chief Strategy Officer
  • Greg Ballard - Development Code Administrator
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • State RCW 64.37, JCC 18 Titles
  • Named commenters: Barbara Yocom, Beth Stucky, Dianna Denny, Carla Main, Colleen Hackett, Deanna Hopper, Debi Avocato, Denis Stearns, Eric Lentz, Glori Zeltzer, Paul Bezilla, Tom Thiersch, Natalie Bahl, Judith Rudolph, Lynne Reister, Ciaran P.A. Connelly

Noxious Weed Control Program 2024 Retrospective and 2025 Workplan

Topic Summary

The Noxious Weed Coordinator, Sophie DeGroot, is presenting a yearly review of 2024 completed projects and outlining the work plans and goals for the upcoming 2025 season aimed at protecting local lands and resources from noxious weeds. The program achieved substantial increases in acres treated and resident interaction in 2024.

Key Points

  • Mission: To protect Jefferson County lands from noxious weeds by educating stakeholders and aiding in the protection and preservation of land, water, and natural resources.
  • 2024 Achievements Snapshot:
    • 295 acres treated (up 96%).
    • 70 county road miles spot treated.
    • 31 acres of poison hemlock controlled within Port Townsend (PT).
    • 1,040 resident interactions (up 160%).
    • 1,750 WCC (Washington Conservation Corps) member hours utilized.
    • 460 letters sent to residents (up 206%).
    • 11,125 lbs of Scotch broom removed from the PUD corridor.
    • 250 road miles surveyed (up 25%).
  • Key Weeds Targeted in 2024: Poison hemlock, spurge laurel, yellow archangel, milk thistle, knotweed, old man’s beard, spotted knapweed, holly, Canada thistle, wild chervil, wild basil, sulfur cinquefoil, and Scotch broom.
  • Site Work Highlights (2024):
    • Fort Worden: 4th year of contract; 22.65 acres of poison hemlock controlled (chemical & manual).
    • State Parks: Work across 12 Jefferson County State Parks, including 52 acres of holly (Anderson Lake), 60 acres of knotweed (Dosewallips), and 12 acres of holly (Fort Townsend).
    • PUD corridor: 18 working days yielded removal of 11,125 lbs of Scotch broom.
    • Solid Waste Facility: 3 acres of poison hemlock and 3.5 acres of spotted knapweed treated.
  • Weed-Free Inspections: 2 private pits inspected; plans are underway to treat County/City pits as funding allows.
  • 2025 Goals and Outlook:
    • Target Acres: 350 acres.
    • Road Miles Treated: 135 road miles.
    • Staffing: 2.15 staff (increase from one seasonal member in 2024).
    • Contracts: 6 contracts planned (State Parks, PUD, Public Works, Fort Worden, City of PT, Forest Service).
    • Funding: Received \$27,500 in Title II Funding specifically to work with the Forest Service.
    • Outreach: Planned activities include Farmers Markets, Connectivity Fair, Homeshow, Quilcene Fair, Brinnon Shrimp Fest, Garden Club, and Neighborhood outreach.

Financials

  • 2025 Dedicated Funding: $27,500 from Title II Funding specified for work with the Forest Service.
  • For this presentation/update, there is no direct fiscal impact on the County.

Alternatives

None specified.

Community Input

  • Not applicable for this status report.

Timeline

  • February 24, 2025: Date of BoCC presentation.
  • 2024: Services completed, summarized in snapshot.
  • 2025 Season: Work plans/goals established for the upcoming season.

Next Steps

The Board is recommended to hear the presentation.

Sources

  • Sophie DeGroot - Noxious Weed Coordinator
  • Monte Reinders - Public Works Director/County Engineer
  • Mark McCauley - County Administrator

Mason County PUD No. 1 Jorstad Substation Congressionally Directed Spending (CDS) Request Support

Topic Summary

The Board of County Commissioners (BoCC) is discussing drafting and signing letters of support for Congressional Directed Spending (CDS) requests, primarily focusing on Mason County PUD No. 1's request for the Jorstad Substation Grid Resiliency Project in Lilliwaup, Washington. This project aims to address frequent and prolonged power outages experienced by Jefferson County residents in Brinnon by establishing a redundant power feed through a modernized middle-mile substation.

Key Points

  • The BoCC is considering supporting Mason County PUD No. 1’s appropriations request for the Jorstad Substation Grid Resiliency Project in Lilliwaup, WA.
  • The project is aimed at improving grid resilience for customers along U.S. Highway 101 and the Olympic National Forest, specifically targeting frequent and long-lasting power outages affecting Jefferson County residents in Brinnon.
  • The existing infrastructure consists of a 35-mile stretch of power lines from Hoodsport to Mt. Walker in Brinnon; when one section fails, the entire stretch loses power.
  • During two major storms in 2022, customers experienced outages lasting over three days and over two days, respectively, due to the lack of redundant supply.
  • The new middle-mile substation would allow most affected customers to restore service in less than 24 hours.
  • The existing Hoodsport Substation (Mason County) and the Duckabush Substation (Jefferson County) are old (1960s vintage) and must be taken completely offline for maintenance activities by the PUD or Bonneville Power Administration (BPA).

Financials

  • The PUD has already secured $3 million in grant funding for the first phase (design and engineering) of the Jorstad Substation project.
  • The Appropriations Request seeks assistance with $6 million for construction of the station and building the exit feeders.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • FY26: The request seeks funding for the CDS Project for Fiscal Year 2026.
  • 2022: Reference year for two large storm events that caused severe outages.

Next Steps

Conduct a workshop to discuss the requests and potentially sign and send the requested CDS letters of support to: - The Honorable Maria Cantwell (Senator) - The Honorable Patty Murray (Senator) - The Honorable Emily Randall (Representative)

Sources

  • Greg Brotherton - County Commissioner
  • Mason County PUD No. 1 Jorstad Substation Grid Resiliency Project
  • Bonneville Power Administration (BPA)

Winter Welcoming Center Emergency Shelter Contract (Jefferson Interfaith Action Coalition)

Topic Summary

Jefferson County Public Health (JCPH) requests approval of a $5,000 contract with the Jefferson Interfaith Action Coalition (JIAC) for the Winter Welcoming Center (WWC) to provide severe weather emergency sheltering services. This contract addresses a funding gap created when previous Washington State Emergency Management Division funds were rescinded and ensures the availability of 24-hour shelter during severe cold, snow, or heavy precipitation events until April 15, 2025.

Key Points

  • JIAC (dba Winter Welcoming Center) will provide emergency sheltering services for the public during approved severe weather events.
  • This measure is necessary to protect human health and life safety, filling a funding gap after Washington State Emergency Management Division funds were rescinded on January 21, 2025.
  • JCPH will coordinate with JIAC to approve extended shelter hours based on JCPH's Cold Weather Activation Thresholds when severe weather is forecasted.
  • Services include coordinating with the Jefferson County Emergency Shelter to provide 24-hour shelter options during severe winter weather.
  • Deliverables include purchasing shelf stable food, water, basic hygiene, and cleaning supplies in advance, and extending emergency shelter hours upon County Health Director's approval.
  • In 2024, the WWC provided nine days of 24-hour emergency shelter during a winter storm.

Financials

  • Maximum Contract Amount: Up to $5,000.00.
  • Funding Source: JCPH's Foundational Public Health fund for emergency preparedness and response (Fund #127).
  • Budget Breakdown:
    • Shelf stable food, water, hygiene/cleaning supplies (or staff hours if supplies not needed): Up to $1,000. (Provided up front for preparedness.)
    • Staff pay for extended shelter hours (reimbursement only if activated): Up to $4,000. (Indirect costs are not eligible for this specific staff funding.)

Alternatives

None specified.

Community Input

None specified.

Timeline

  • February 1, 2025: Contract began (ratified retroactively for work prior to adoption).
  • February 7, 2025: Department certified compliance/debarment checks.
  • April 15, 2025: Contract term ends.
  • Invoices must be submitted by the 10th of the month for the previous month's expenses; invoices older than 60 days may be denied.

Next Steps

JCPH management recommends approval of this contract to protect the health and safety of County residents.

Sources

  • Apple Martine - Jefferson County Public Health Director
  • Lara Gaasland-Tatro - Environmental Health Specialist and Community Health Educator
  • Jefferson Interfaith Action Coalition (Contractor)

SR 19 Rhody Drive Pedestrian-Bike Improvements - South Segment PSA (SCJ Alliance)

Topic Summary

Jefferson County Public Works seeks approval for a Professional Services Agreement (PSA) with Shea, Carr & Jewell, Inc. (dba SCJ Alliance) for engineering and environmental permitting services related to the SR 19 Rhody Drive Pedestrian-Bike Improvements - South Segment project (Project No. 1802095). This project is in the Chimacum area and aims to construct pedestrian and bicycle facilities, including a prefabricated bridge over Chimacum Creek, linking the Chimacum Schools campus and the commercial area.

Key Points

  • Project Scope: Creation of pedestrian and bicycle facilities along SR 19 (MP 8.94 to MP 9.56) in Chimacum, including ADA accessible sidewalks, a bicycle lane, multi-use path, a bus stop, pedestrian illumination, and a pedestrian-bike bridge across Chimacum Creek.
  • The project is listed in the officially adopted 2025-2030 Transportation Improvement Program (TIP) as Item No. 8.
  • Services Provided by SCJ Alliance: Project Management, geotechnical investigation, prefabricated bridge selection/design (60’ to 80’ long single-span steel bridge assumed), stormwater facilities design, environmental permitting/documentation, cultural resources review, civil/structural engineering, pedestrian illumination design, and preparation of PS&E (Plans, Specifications, and Estimates).
  • Design Specifications Compliance: Design must adhere to WSDOT Design Manual, AASHTO standards, WSDOT Plans Preparation Manual, WSDOT Active Transportation Design Guide, WDFW fish passage guidelines, and all applicable Jefferson County/ADA requirements.
  • Environmental Permits Anticipated: USACE 404 Permit, WSDOE Water Quality Certification/Construction Stormwater General Permit/Coastal Zone Management review, WDFW Hydraulic Project Approval (HPA), USFW ESA Compliance, US EPA NEPA Compliance (Documented Categorical Exclusion presumed), and JC DCD Critical Areas Report/Shorelines Review/Stormwater Permit.
  • Cultural/Historic Review: Includes Section 106 Cultural Resources Review with background search, field investigation if required by DAHP, and consultation with DAHP and Tribal Historic Preservation Officers (THPOs).
  • Climate Commitment Act Funding Requirement: Due to CCA funding, all communications, websites, and signage must use the CCA logo and a standard funding acknowledgment language.
  • Timeline for Design Deliverables: Completion by December 31, 2026. Design phases include Preliminary Design Report, 30% Civil Design, 75% Civil Design (Final Plan for Approval package), and 100% [FINAL] PS&E. Construction is tentatively scheduled to begin in April 2027.

Financials

  • Maximum Amount Payable: $\mathbf{\$401,274.76}$.
  • Funding Sources:
    • Federal Transportation Alternatives Program (TAP) grant (covering 86.5% of the PE phase cost).
    • State Connecting Communities Pilot Program (CCPP) grant (covering 100% of PE and R/W phases).
  • Matching Funds: The CCPP grant will be used to serve as the local match (13.5%) required for the TAP grant.
  • Project Costs Breakdown (Prime & Sub-consultants Total):
    • Total Estimated Budget: $401,274.76
    • Management Reserve Fund (MRF): $25,000.00
    • Subconsultant Costs (Total): $166,063.42 (Sage Geotech, Westland Resources, Confluence Environmental, Sargent Engineers).
  • Personnel/Overhead Rates: SCJ Alliance's hourly rates use an Indirect Cost Rate (Overhead) of 174.81% and a Fixed Fee Rate of 29.00%.

Alternatives

  • Voluntary SBE Goal: A voluntary Small Business Enterprise (SBE) goal of ten percent of the Consultant Agreement is established, though the primary DBE goal is 0%.

Community Input

  • Public Outreach: SCJ Alliance will attend two public meetings (preliminary and final design presentations) organized by the Agency and provide technical assistance/materials.

Timeline

  • December 31, 2026: Completion Date for design and related services.
  • April 2027: Tentative scheduled start of project construction (contingent on funding).

Next Steps

Public Works recommends the Board execute the Professional Services Agreement with SCJ Alliance.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • John Wayand - Project Manager (Public Works)
  • Shea, Carr & Jewell, Inc. (dba SCJ Alliance) - Consultant
  • Washington State Department of Transportation (WSDOT)
  • Federal Highway Administration (FHWA)

Braun Consulting Group Labor Relations Agreement

Topic Summary

Staff requests approval of a three-year Professional Services Agreement with Braun Consulting Group for labor relations and human resources consulting, continuing Robert Braun's long-standing role as the County's labor relations consultant. The agreement covers negotiation strategy, grievance resolution, benefits evaluation, HR consultation, and special personnel investigations.

Key Points

  • Robert Braun has provided labor relations services since at least 1988 and has been the County's representative since unionization began.
  • Braun negotiated and wrote all seven of the County's collective bargaining agreements (CBAs) until the 2023 negotiation cycle.
  • Services include:
    • Acting as the designated labor relations consultant during labor negotiations (including strategy/CBA negotiation).
    • Providing advice on CBA administration, labor relations, employment issues, grievances, claims, and arbitration.
    • Assisting with employee benefits strategies.
    • Serving as an expert resource on HR, employment, and labor matters to County management.
    • Performing personnel investigations and preparing findings when requested.
    • Assisting in designing compensation adjustments to job classifications when requested.
  • The work must be performed in collaboration with the Jefferson County Prosecuting Attorney and County management.
  • The agreement has a provision for the calculation of closing invoice compensation based on documented excess hours if the agreement is terminated early by the County.

Financials

  • Total Maximum Potential Contract Cost (3 years): $100,000.
  • Routine Services (Paragraphs 2.1.1-2.1.5): Fixed cost retainer of $2,500 per month ($\mathbf{\$30,000}$ per year, not to exceed $90,000 total).
  • Special Projects (Paragraph 2.1.5): Billed at $225 per hour.
  • Maximum Annual Special Project Costs:
    • 2025 (Partial year): Not to exceed $2,000.
    • 2026: Not to exceed $3,000.
    • 2027: Not to exceed $3,000.
    • 2028 (Partial year): Not to exceed $2,000.
  • Funding Source: Fund #001.065 (County Administrator office).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 1, 2025: Agreement effective date.
  • June 30, 2028: Agreement termination date.
  • The contract covers the 2025, 2026, 2027, and 2028 operational years (partial cost ceilings noted for 2025/2028).

Next Steps

Approve the proposed Professional Services Agreement with the Braun Consulting Group as a Consent Agenda item.

Sources

  • Mark McCauley - County Administrator
  • Robert Braun (Braun Consulting Group) - Contractor
  • Sarah Melancon - HR Director (County Contact Supervisor)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

USDA Right-of-Way Certificate for Early Learning/Family Support Center

Topic Summary

Jefferson County must approve and sign a Right-of-Way (R/W) Certificate for the USDA federal grant application related to the Early Learning/Family Support Center project at the Port Townsend School District Property. The certification acknowledges adequate R/W has been secured for the construction, operation, and maintenance of the facilities, specifically addressing the use of adjacent City of Port Townsend public rights-of-way.

Key Points

  • The R/W Certificate is a required component for the USDA federal grant application for the Early Learning/Family Support Center.
  • The project is located on the Port Townsend School District Property at 1500 Van Ness Street (Premises), serving as the location for the Center operated by Olympic Peninsula YMCA (Lessor/Operator).
  • R/W Circumstances (Exception): The portions of Blaine Street and Harrison Street adjacent to the Premises are open public rights-of-way maintained by the City of Port Townsend.
  • Legal Authority: The County (as USDA applicant) and YMCA (as Center's operator) are understood to have legal authority to use these public rights-of-way to construct, use, and maintain the Center, subject to compliance with City engineering standards/codes.
  • The declaration confirms the Lease Agreement (Attachment B) allows for all necessary improvements, including running utilities, constructing buildings/foundations, paving, and driveways for ingress/egress (Lease Section 2.5).
  • The City of Port Townsend (via Attorney Alexandra L. Kenyon) has declared support for the project and confirmed the lawful use of Blaine and Harrison Street R/W is acceptable for the project's completion.

Financials

  • The specific R/W Certificate request has no individual fiscal impact.
  • The County is a grant applicant for a USDA federal grant to help fund the overall project. Total estimated funding/cost for the Center is $\mathbf{\$776,139}$ through the CHIP Grant.
  • Loss to the Port Townsend School District if the lease is terminated early would be reimbursement of unamortized leasehold improvement costs up to \$2,000,000 (Lease Section 2.2). The District currently benefits from priority enrollment of five seats in the Center for its employees, potentially reducing staff attrition costs (estimated at $20,000 per employee).

Alternatives

None specified.

Community Input

  • The project has explicit support from the City of Port Townsend and the Port Townsend School District (as Lease signee).

Timeline

  • March 11, 2025: Attorney Declaration and Opinion of Counsel dated.
  • March 23, 2023: Lease Agreement dated.
  • March 17, 2025: City of Port Townsend Attorney Declaration dated.
  • March 24, 2025: Proposed date for BoCC Chair to sign the R/W Certificate.

Next Steps

Approve BoCC Chair, Heidi Eisenhour, to sign the Right-of-Way Certificate to ensure the Right-of-Way Packet can be approved and the Early Learning Center project can move forward with the USDA grant process.

Sources

  • Mark McCauley - County Administrator
  • Ariel J. Speser - Civil Deputy Prosecuting Attorney for Jefferson County
  • Alexandra L. Kenyon - Attorney for City of Port Townsend
  • Heidi Eisenhour - BoCC Chair
  • Olympic Peninsula YMCA (Lessor/Operator)
  • Port Townsend School District No. 50 (District)
  • USDA (Federal Grant Source)

Consolidated Contracts Amendment #2 (DOH Public Health Services)

Topic Summary

Jefferson County Public Health (JCPH) requests approval of Amendment #2 to the $2.87 million Consolidated Contract with the Washington State Department of Health (DOH). This amendment adds \$226,436 in federal and state funding for the BEACH Program, Syringe Services/Infectious Disease Prevention, and the WIC Nutrition Program, covering activities from January/March 2025 through the contract term end of December 31, 2027.

Key Points

  • Previous Total Contract Amount: $\mathbf{\$2,645,323}$ (per Amendment 1).
  • Amendment Increase: $\mathbf{\$226,436}$.
  • Revised Total Contract Amount: $\mathbf{\$2,871,759}$.
  • Funding Split (New Total): \$342,916 Federal; \$2,528,843 State.
  • Programs and Funding Added/Amended:
    1. BEACH (Beach Environmental Assessment, Communication, and Health) Program: Adds $\mathbf{\$13,500}$ (Federal Grant 66.472, EPA) for monitoring water quality for bacteria and public notification at marine swimming beaches (March 1 - October 31, 2025).
    2. Infectious Disease-Syndemic Prevention Services-SSP (Syringe Services Program): Amended to increase total funding by $\mathbf{\$40,556}$, which includes:
      • Addition of $\mathbf{\$8,000}$ (State, Opioid Harm Reduction Proviso) to support SSP Task 1 (Support for Operations: comprehensive SSP, distributing syringes/naloxone, referrals for PWUD).
      • Addition of $\mathbf{\$32,556}$ (Federal, OD2A CDC Prevent, repurposing unspent FFY23 funds) to support Task 2 (Harm Reduction Service Navigation: referrals to health/social services, specialized care navigation).
      • Total revised allocation for this combined SOW: $\mathbf{\$129,806}$. Programs must operate SSP for a minimum of 8 hours per week and 2 days per week.
    3. WIC (Women, Infants, and Children) Nutrition Program: Adds $\mathbf{\$172,380}$ (Federal, USDA) for client services contracts and program management.
      • Authorized participating caseload for WIC is set at 280 for March 2025 through September 2026.

Financials

  • Total Increase: $\mathbf{\$226,436}$.
  • Overall Contract Total: $\mathbf{\$2,871,759}$.
  • Funding Type: Consolidated Contract funded by DOH (Federal and State funds).
  • Indirect Rate: 27.94% (Public Health).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • January 1, 2025: Effective date for most SOWs/funding changes.
  • March 1, 2025: Effective date for BEACH Program SOW.
  • October 31, 2025: End date for BEACH Program performance.
  • June 30, 2025: End date for most State Fiscal Year 25 SOWs.
  • December 31, 2027: Overall contract term end.

Next Steps

JCPH Management recommends BoCC approval of Amendment #2.

Sources

  • Apple Martine - JCPH Director
  • Veronica Shaw - JCPH Deputy Director
  • Washington State Department of Health (DOH)

Consolidated Contracts Amendment #3 (DOH Public Health Services)

Topic Summary

Jefferson County Public Health (JCPH) requests approval of Amendment #3 to the Consolidated Contract with the Washington State Department of Health (DOH). This amendment adds $\mathbf{\$277,495}$ in funding across several specific public health programs, bringing the contract total to \$3,149,254.

Key Points

  • Previous Total Contract Amount (Amd 2): $\mathbf{\$2,871,759}$.
  • Amendment Increase: $\mathbf{\$277,495}$.
  • Revised Total Contract Amount: $\mathbf{\$3,149,254}$.
  • Programs and Funding Added:
    1. Executive Office of Resiliency & Health Security-WFD LHJ (Workforce Development): Adds $\mathbf{\$51,330}$ (Federal, CDC) to establish, expand, train, and sustain the LHJ public health workforce for COVID-19 prevention/preparedness/response initiatives (Jan 1 - Jun 30, 2025). Funding is not expected to be extended beyond June 30, 2025.
    2. Office of People Services-HR-Public Health Infrastructure Grant (PHIG): Adds $\mathbf{\$150,300}$ (Federal, CDC) to establish, expand, train, and sustain LHJ public health workforce (Jan 1, 2025 - Nov 30, 2027).
    3. OSS LMP Implementation (On-Site Sewage System Local Management Plan): Adds $\mathbf{\$43,020}$ (State, GFS and ALEA) to fund the implementation of the OSS-LMP (Jan 1 - Jun 30, 2025).
      • Goals include increasing inspected OSS compliant systems in Marine Recovery Areas (MRAs) from 486 to 550, and countywide from 1,693 to 1,900.
    4. Injury & Violence Prevention-LHJ Opioid Campaign Proviso: Adds $\mathbf{\$24,500}$ (State appropriation/Opioid abatement settlement) for opioid and fentanyl awareness, prevention, and education campaigns (Jan 1 - Jun 30, 2025).
      • Campaign activities include: 2 banners on SR 20 in Port Townsend, 1,000 brochures (must include Spanish translation), 4 interactive public education events (at the Nest, Recovery Café, Chimacum Grange, Quilcene Guild Hall), and 4 one-hour long interview radio programs on KPTZ.
    5. Sexual & Reproductive Health Program (SRHP): Adds $\mathbf{\$8,345}$ (Federal, Title X) of unspent funding from the 2022-2024 contract (Jan 1 - Mar 31, 2025). The program provides SRH services, excluding abortion and other surgical procedures.

Financials

  • Total Increase: $\mathbf{\$277,495}$.
  • Overall Contract Total: $\mathbf{\$3,149,254}$.
  • Source of Funds: DOH Consolidated Contract (Federal and State funds, Fund #127).
  • Public Health Indirect Rate: 27.94%.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • January 1, 2025: Effective date for all new and amended SOWs in Amendment 3.
  • June 30, 2025: End date for most State Fiscal Year 25 SOWs (Workforce Development, Opioid Campaign, OSS LMP)
  • November 30, 2027: End date for Public Health Infrastructure Grant SOW.
  • December 31, 2027: Overall contract term end.

Next Steps

JCPH Management recommends BoCC approval of Consolidated Contract Amendment #3.

Sources

  • Apple Martine - JCPH Director
  • Veronica Shaw - JCPH Deputy Director
  • Monte Reinders - Public Works Director/County Engineer (Listed on initial agenda request, despite content relating to Health/DOH)
  • Washington State Department of Health (DOH)

Public Facilities District (PFD) Creation Hearing Notice

Topic Summary

The Board of County Commissioners (BoCC) is discussing and seeking approval for a public hearing notice to potentially create a countywide Jefferson County Public Facilities District (PFD), including the City of Port Townsend, and adopt a new Chapter 3.100 of the JCC. The hearing is scheduled for Monday, April 7, 2025, pending review of the Jefferson County Aquatic Coalition (JAC) survey results.

Key Points

  • Proposed Action: Create a countywide PFD, encompassing the City of Port Townsend, authorized by RCW 36.100.
  • Legal Status: A PFD is a municipal corporation, an independent taxing authority (Article VII, section 1), and a taxing district (Article VII, section 2).
  • PFD Purpose (RCW 36.100): To develop and operate sports, entertainment, convention, or recreational facilities.
  • Hearing Details: The public hearing is set for Monday, April 7, 2025, at 10:15 a.m. (Hybrid).
  • Procedural Compliance: Although RCW 36.100.010 only requires a resolution, the BoCC opted for an ordinance and a formal public hearing to ensure robust public participation, adhering to JCC 2.55.060(2) notice requirements.
  • Project Context/Funding Mechanisms: The county intends that the PFD would fund the construction, maintenance, and operation of a public aquatic facility (current potential site: Chimacum Creek Elementary). Funding could come from grant funding (for design), private donations (from JAC), and a maximum local sales and use tax of 0.02% (subject to voter approval), authorized by RCW 82.14.048.
  • County Liability: The PFD would be a separate legal entity. Jefferson County would not be responsible for the PFD's obligations unless the County expressly assumes them upon PFD dissolution (RCW 36.96.070) and acquisition of PFD assets.
  • Project Costs: The County expects to incur administrative and overhead costs associated with the JCPFD formation (staff support, legal services, financial planning), which would eventually be expenses of the JCPFD (Appendix E - Initial PFD Budget Estimates). The County (and possibly Chimacum School District) will expend resources for site work and grant administration prior to PFD formation.

Financials

  • Creation of the PFD has costs associated with formation and administrative overhead, which are intended to be reimbursed and carried by the PFD.
  • Funding for the resulting aquatic facility project requires voter approval for a 0.02% sales and use tax.

Alternatives

  • The BoCC paused setting the hearing schedule earlier in March 2025 until the Jefferson County Aquatic Coalition (JAC) Survey Results were received and tabulated.

Community Input

  • Written public testimony is invited from March 24, 2025, until the end of the public hearing on April 7, 2025.

Timeline

  • February 18, 2025: BoCC Workshop on PFD creation.
  • March 10, 2025: BoCC postponed setting the public hearing.
  • March 26, 2025: Public hearing notice published (The Port Townsend & Jefferson County Leader).
  • April 7, 2025 (10:15 a.m.): Public hearing scheduled.

Next Steps

Approve the public hearing notice setting the hearing on April 7, 2025.

Sources

  • Mark McCauley - County Administrator
  • Carolyn Gallaway - Clerk of the Board
  • RCW 36.100 (Public Facilities District enabling legislation)
  • RCW 82.14.048 (Sales and use tax authorization)
  • JCC 2.55.060(2) (Ordinance adoption rules)

Employee Recognition Program Resolution

Topic Summary

The County Administrator proposes a resolution to officially establish a County-funded Employee Recognition Program, specifically authorizing funding for the Annual Employee Picnic and the Tax Blues Breakfast. This action is intended to absorb costs currently borne by the employee-driven Public Employee Recognition Committee (PERC) and aligns with the County's Strategic Plan Goal of improving organizational health.

Key Points

  • Program Established: A County-funded employee recognition program is proposed in furtherance of the County’s Organizational Health Strategic Plan Goal.
  • Funded Events: Explicit funding authorization for the Annual County Picnic and the Tax Blues Breakfast.
  • Past Funding: These events were historically funded solely through voluntary contributions and food-driven events (chili cookoffs, taco bars, etc.) organized by the Public Employee Recognition Committee (PERC).
  • Rationale: Official funding is deemed a "worthwhile investment in employee engagement, well-being, and overall workplace culture" and demonstrates appreciation for public employees.
  • Management: PERC will oversee the planning and execution of the events with input from County leadership.

Financials

  • Fiscal Impact (Estimated): The exact cost is unknown, but estimated to be less than \$10,000 annually, depending on the number of events conducted.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • The Resolution becomes effective upon adoption.

Next Steps

The Board is recommended to consider and approve the proposed resolution.

Sources

  • Mark McCauley - County Administrator
  • Public Employee Recognition Committee (PERC)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

DSHS School-to-Work Program Development Amendment (DD-24-034-A1)

Topic Summary

Jefferson County Public Health (JCPH), Developmental Disabilities division, requests approval for an amendment (Amendment No. 01) to the DSHS School-to-Work Program Development agreement. The amendment extends the contract performance period and adjusts line-item allocations within the budget, but the total contract amount of $\mathbf{\$49,250.57}$ remains unchanged. This grant is for establishing and promoting the School-to-Work Program, a new employment service for students with intellectual and/or developmental disabilities (IDD).

Key Points

  • Program: School-to-Work, a new service in Jefferson County, guides IDD students toward employment upon high school graduation (ages 20-21).
  • Purpose of Agreement: Program development and establishment, which is separate from the direct services agreement (DD-24-037).
  • Amendment Details:
    • Extension of Term: Contract extended from March 31, 2025, to June 30, 2025.
    • Budget Adjustment (April 1, 2024 to June 30, 2025 Period):
      • Staffing: $23,861.05
      • Indirect Costs: $10,755.52
      • Transition Resource Fair/Event Planning: $14,634.00
  • Contract Mandate: The County must establish or outsource a person who will lead county School-to-Work transition efforts.
  • Sub-Contracting: The County is permitted to subcontract work with written approval from the School-to-Work/Transition Program Manager.

Financials

  • Total Maximum Contract Amount (Unchanged): \$49,250.57.
  • Funding Source: DSHS - Division of Vocational Rehabilitation (DVR).
  • Indirect Cost Ceiling: Indirect Costs cannot exceed 27.94% (DSHS definition, specifically lower than the 27.94% LHJ rate in other DOH contracts).
Objective Original Estimated Budget (4/1/24–3/31/25) Amended Estimated Budget (4/1/24–6/30/25) Change/Difference
Staffing $23,645.05 $23,861.05 +$216
Training/Resources $6,250.00 $0.00 -$6,250
Transportation $600.00 $0.00 -$600
Communication $1,000.00 $0.00 -$1,000
Office Space/Location $1,000.00 $0.00 -$1,000
Indirect Costs $10,755.52 $10,755.52 No Change
Resource/Marketing Dev. $2,000.00 $0.00 -$2,000
Transition Fair/Events $1,500.00 $14,634.00 +$13,134
Data Collection/Reporting $2,500.00 $0.00 -$2,500
TOTAL $49,250.57 $49,250.57 Net $0.00

Alternatives

None specified.

Community Input

None specified.

Timeline

  • August 1, 2024: Program Agreement Start Date.
  • March 31, 2025: Original Program Agreement End Date.
  • June 30, 2025: Amended Program Agreement End Date.
  • June 30, 2025: Performance Objectives & Work Plan due to DSHS/DVR.

Next Steps

JCPH management recommends approval of this contract amendment.

Sources

  • Apple Martine - Jefferson County Public Health Director
  • Bonnie Obremski - Intellectual and Developmental Disabilities Coordinator
  • DSHS - Division of Vocational Rehabilitation (DVR)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

Connecting Housing to Infrastructure Program (CHIP) Grant Acceptance - Caswell Brown Village

Topic Summary

Jefferson County's Department of Community Development (DCD) requests approval to accept and electronically sign a $\mathbf{\$776,139}$ Connecting Housing to Infrastructure Program (CHIP) Grant from the Washington State Department of Commerce. This state funding supports the development of the affordable housing project Caswell Brown Village Permanent Supportive Housing by funding utility infrastructure improvements and reimbursing the County for waived system development charges (SDCs).

Key Points

  • Project: Caswell Brown Village Permanent Supportive Housing (142 Mill Road, Port Townsend, WA 98368).
  • Affordable Housing Component: The project includes $\mathbf{31}$ Emergency beds/studio units available to households at 30% AMI (Area Median Income).
  • Affordability Requirement: The project must serve and benefit low-income households for at least 25 years (State criteria). Monitoring for 40 years will be done via the Housing Trust Fund.
  • Grant Purpose: Fund utility infrastructure improvements and reimburse Jefferson County for SDCs waived for the project.
  • Infrastructure Services Covered: Water connection (8" main under Mill Road), connection to Port Townsend sewer mains, and a bioswale retention system for stormwater (since no stormwater service exists through the City/County).
  • Affordability Monitoring: Securitized through the Housing Trust Fund and Apple Health and Homes under 40-year contracts, with a deed of trust recorded on the property.
  • Background Justification: Addresses the critical need for housing identified in the 2019 Community Health Assessment, especially for aged and homeless populations.
  • Project Start Requirement: Construction process (breaking ground) must start by January 2027.

Financials

  • Total Grant Amount: $\mathbf{\$776,139}$.
  • Waived SDC Reimbursement (County to be reimbursed):
    • Water SDCs: $28,015
    • Sewer SDCs: $10,011
    • Stormwater SDCs: $0 (Due to lack of County/City stormwater service)
    • Total SDC Reimbursement: $38,026
  • Utility Improvement Costs (Pass-through funding): $\mathbf{\$738,113}$
  • Fiscal Burden: The County estimates an administrative burden of roughly 40 hours over the life of the grant.
  • All costs related to CHIP funding must be submitted for reimbursement no later than June 30, 2025 (or revised end date if reappropriated).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 1, 2023: Contract Period Start Date (retroactive/initial funding date).
  • April 18, 2022: Initial presentation by Chief Strategy Officer on OlyCAP's site control/financing path.
  • June 30, 2025: Contract End Date (subject to reappropriation).
  • January 2027: Construction process must start by this date.

Next Steps

Approve the electronic signing of the grant by the Chair of the Board of County Commissioners (Heidi Eisenhour).

Sources

  • Brent Butler, AICP - Chief Strategy Officer
  • Josh D. Peters, AICP - Department of Community Development Director
  • Washington State Department of Commerce (COMMERCE)
  • Housing Trust Fund
  • Olympic Community Action Programs (OlyCAP)
  • Melissa Pleimann - Deputy Prosecuting Attorney

Official County Newspaper Bid Award Discussion

Topic Summary

The Board of County Commissioners is required by RCW 36.72.075 to award a contract for the Official County Newspaper to the best and lowest responsible bidder, prioritizing circulation for widest publicity. The discussion involves two bids received: The Port Townsend – Jefferson County Leader and the Peninsula Daily News. The Board must decide who to award the bid to before the first meeting in April 2025.

Key Points

  • Legal Requirement (RCW 36.72.075): Contract must be awarded to the best and lowest responsible bidder, prioritizing widest publicity/circulation.
  • Bid Comparison:
    • Cost: The Leader charges $\mathbf{\$12.90}$ per column inch (font size 8.5 pt, 1.58" width). The Peninsula Daily News (PDN) charges $\mathbf{\$8.75}$ per column inch (font size 7.2 pt, 1.07" width).
    • Sample Legal Notice Quote Comparison: For Sample #1 (run once), The Leader bid $\mathbf{\$551.48}$ vs. PDN bid $\mathbf{\$244.13}$.
    • Published Times/Week: The Leader publishes 1 time (Wednesday). PDN publishes 6 times (Monday-Saturday, online and in print Tuesday-Saturday).
  • Print Circulation (Jefferson County Totals):
    • The Leader: 6,599 total copies (Deliveries: 3,756 / Newsstand: 2,843). Reaches 19.4% of County population (est. 34,002).
    • Peninsula Daily News: 1,167 total copies (excluding breakdown uncertainty for Gardiner). Reaches 3.4% of County population.
  • Electronic Circulation:
    • PDN has significantly higher electronic metrics (E-subscriptions: 3,411; Monthly Hits: 895,390; Unique Visitors: 175,689) compared to The Leader (E-subscriptions: 411; Monthly Hits: 178,333; Unique Visitors: 31,250).
    • Both papers post legal notices online for free and list notices on the statewide site (wapublicnotices.com).
    • PDN actively posts legal notices on social media (Facebook, Twitter, Instagram).
  • Taxes/Advertising: The Leader offers a reduced rate for employment ads (\$14.50/column inch, \$7.00 discount). PDN offers a rate of \$9.00/column inch for non-legal ads, and includes online/statewide listings at no extra charge.

Financials

  • Comparison shows PDN is significantly lower cost per sample advertisement and per column inch, despite having lower print circulation within the County.

Alternatives

  • Award the bid to The Port Townsend – Jefferson County Leader (higher print circulation/widest publicity statutory factor).
  • Award the bid to the Peninsula Daily News (lowest cost, higher electronic readership/frequency).

Community Input

None specified.

Timeline

  • March 3, 2025: Two bids opened and read aloud.
  • March 24, 2025: Discussion and potential action to award the bid.
  • April 7, 2025 (First meeting in April): Deadline for final contract approval (per RCW 36.72.075).
  • July 1 (Annual): New contract term begins, lasts for one year.

Next Steps

The Board must make a determination to award the bid to either the Peninsula Daily News or The Port Townsend – Jefferson County Leader so a contract can be drafted for approval at the April 7, 2025 meeting.

Sources

  • Carolyn Gallaway - Clerk of the Board
  • Mark McCauley - County Administrator
  • RCW 36.72.075
  • Peninsula Daily News (PDN) - Bidder
  • The Port Townsend – Jefferson County Leader - Bidder

Cascade Community Connections IDD Employment Agreement

Topic Summary

The Public Works Solid Waste Division seeks approval to exercise a renewal option for a 12-month agreement with ACE IT Employment & Transition Services, LLC (dba Cascade Community Connections). The consultant, originally selected via RFP in 2022, provides supported employment services at the County's transfer station for individuals with Intellectual and Developmental Disabilities (IDD), continuing a successful program.

Key Points

  • Program: Supported employment services for individuals with IDD at the County’s transfer station (Solid Waste Division).
  • Service Provider: Cascade Community Connections, selected via RFP in 2022.
  • Scope of Work (Exhibit A): Includes litter pick-up (sweep, rake, litter control, sorting recyclables), building/equipment cleaning/maintenance (restrooms, exterior washing, machinery cleaning, inventory control), and transitioning current IDD employees into new work settings.
  • Program Preference: Public Works prefers to continue offering this employment program.

Financials

  • Maximum Amount Payable: $\mathbf{\$63,444.00}$.
  • Cost Increase: The fee schedule represents a 3% increase over the current agreement fees.
  • Funding: Cost is budgeted for in the Solid Waste Fund budget (Expenditure: 401000010.53760.96.000).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • April 1, 2025: Work commences (new 12-month term).
  • March 31, 2026: Work completion/term ends.

Next Steps

Staff recommends the Board approve the attached Agreement, which is the final one-year extension option.

Sources

  • Monte Reinders - Public Works Director/County Engineer
  • Al Cairns - Public Works Contact
  • Cascade Community Connections (Contractor)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

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