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Interlocal Agreement for FHWA Safe Streets for All (SS4A) Grant

Topic Summary

Jefferson County and the City of Port Townsend (City) are formalizing an Interlocal Agreement (ILA) regarding their jointly awarded Federal Highways Administration (FHWA) Safe Streets for All (SS4A) planning grant. The ILA outlines the roles and responsibilities necessary to comply with the grant terms, designating the City as the lead agency for administration, while the County commits to providing grant match funding. This cooperative effort aims to develop coordinated Comprehensive Safety Action Plans for both jurisdictions, which is a prerequisite for subsequent federal construction grants.

Key Points

  • The agreement establishes roles and responsibilities for the jointly awarded FHWA SS4A planning grant.
  • The City of Port Townsend is designated as the lead agency for the grant, responsible for administration, hiring a consultant, grant compliance, documentation, and accounting.
  • The grant objective is to prepare two coordinated Comprehensive Safety Action Plans meeting SS4A self-certification requirements.
  • The City's plan will cover all roads within Port Townsend city limits, including State Routes; the County's plan will cover all County Roads and State Routes outside the city limits.
  • Coordinated planning is particularly advanced in consideration of the SR20/Mill Road/Discovery Road intersection(s).
  • The successful completion of the planning grant makes both agencies eligible for future Bipartisan Infrastructure Law (BIL) SS4A Implementation (construction) grants aimed at reducing roadway injuries and fatalities.
  • The County must participate by providing data and guidance to support the consultant's development of the County's Safety Action Plan.
  • The agreement will remain in effect until the City provides the County with the County’s Action Plan, or until terminated by either party with 30 days written notice.
  • The Federal Award Number for the SS4A Grant is 693JJ32540284, with an effective date of January 14, 2025.
  • The grant period of performance is 24 months from the effective date of the award.
  • The Recipient (City of Port Townsend) has committed to future actions to improve racial equity, reduce barriers to opportunity, and consider climate change impacts related to projects recommended by the Action Plan, though no such actions have been taken yet under this award.

Financials

  • Total cost of the project: $225,500
  • Federal Share (SS4A Grant Amount): $164,000
  • Local Funds (Recipient Share): $61,500
  • County Contribution (Grant Match): $20,500
  • Funding is for a planning grant; there is no revenue specified for the County (N/A listed on Contract Review Form).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • June 28, 2023: Initial letter from County to City confirming joint application and City as lead applicant.
  • June 30, 2023: Application Date for SS4A Grant.
  • January 14, 2025: Effective Date of Federal Award.
  • May 29, 2024: NEPA Completion Date (Milestone listed in SS4A Grant Agreement). [Note: Date appears to be in the past relative to the Agenda Date.]
  • June 15, 2026: Planned Draft Plan Completion Date.
  • August 15, 2026: Planned Final Plan Completion Date.
  • September 15, 2026: Planned Final Plan Adoption Date and Planned SS4A Final Report Date.

Next Steps

The Board is requested to sign the attached Interlocal Agreement and return it to Public Works.

Sources

  • Monte Reinders, PE - Public Works Director/County Engineer
  • Eric Kuzma - Asst. Public Works Director / Engineering Services Manager (Jefferson County)
  • John Mauro - City Manager (City of Port Townsend, Recipient Contact)
  • Federal Highway Administration (FHWA)
  • Safe Streets for All (SS4A) Grant Program
  • Infrastructure Investment and Jobs Act (Pub. L. 117–58)

Port Hadlock Sewer Plumbing Project (Phase I) - Heritage Mechanical, Inc.

Topic Summary

The Public Works Department recommends executing a contract with Heritage Mechanical, Inc. for the Phase I Port Hadlock Sewer Plumbing Project (County Project No. 40516930). This project involves separating the kitchen (gray water) and black water piping in six commercial buildings, preparatory work required for the future Port Hadlock Sewer on-site grinder pump installations (Phase 4, Stages 1 and 2). The total contract amount is $42,701.74, entirely funded by ARPA (American Rescue Plan Act) money.

Key Points

  • Work consists of separating kitchen and black water piping for six commercial buildings.
  • This separation work is associated with the Port Hadlock Sewer on-site grinder pump installation projects (Phase 4 - Stages 1 and 2).
  • Specific work detailed in the bid proposal includes plumbing scope for: Farm & Sea, 76 Station, Crazy Otter, Methodist Church, Moon Café (listed as Bakery Project in proposal), and JC Jail.
  • The contract was processed using the "under $50,000 process," exempting it from the competitive sealed bid process.
  • Heritage Mechanical, Inc. is located in Suquamish, WA.

Financials

  • Total Contract Amount: $42,701.74
  • Subtotal (Work Cost): $39,140.00
  • Sales Tax (County 9.1%): $3,561.74
  • Funding Source: 100% funded by ARPA funds (Fund #405).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • March 3, 2025: Date of first Bid Proposal (for Farm & Sea, 76 Station, Crazy Otter, Church).
  • March 13, 2025: Date of job walk for second bid proposal (Bakery Project/Moon Café and Jail).
  • March 21, 2025: Date of second Bid Proposal.
  • April 4, 2025: Contractor (Heritage Mechanical, Inc.) executed the instrument.
  • Work shall begin not later than 3 days after a Notice to Proceed is issued by the County.

Next Steps

Public Works recommends that the Board execute all two (2) originals of the Contract with Heritage Mechanical, Inc.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Samantha Harper, P.E. - Wastewater Project Manager
  • Heritage Mechanical, Inc. (Contractor)

Amendment No. 1: Port Hadlock Sewer Construction Surveying (Phase 3 and 4)

Topic Summary

The County proposes executing Supplemental Agreement Number 1 with Van Aller Surveying, Inc. for construction surveying services related to the Port Hadlock Urban Growth Area (PHUGA) sewer project. This amendment repurposes remaining funds from Phase 3 (Low Pressure Sewer Collection System) due to the work coming in under budget, to cover surveying for the upcoming Phase 4 (On-site Grinder Pump Installation). The amendment also extends the contract completion date and incorporates Department of Ecology State Revolving Fund requirements.

Key Points

  • The supplemental agreement amends the scope of the original agreement (executed March 25, 2024).
  • The scope is amended to include construction surveying services for Phase 4 – Stages 1 & 2 On-site Grinder Pump Installation for the Port Hadlock UGA.
  • The amendment also inserts the Department of Ecology State Revolving Fund Requirements into the agreement.
  • The original budget is unchanged because the construction staking for Phase 3 came in under budget.
  • The survey work for Phase 4 will be funded through Department of Ecology Combined Funding.
  • Supplemental Agreement No. 1 incorporates several mandatory clauses required by the Washington State Department of Ecology for Water Pollution Control Revolving Fund recipients, including requirements concerning DBE compliance, access to records, and suspension/debarment certification.

Financials

  • Maximum Amount Payable (Original Agreement): $49,870
  • Cost Change: $0 (No cost change in this supplemental agreement).
  • Funding Source: Department of Ecology Combined Funding (Original funding: Ecology Fund #405).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • March 25, 2024: Original Agreement Execution Date.
  • December 31, 2025: New Contract Completion Date (extended from original date).

Next Steps

Public Works recommends that the Board execute all two (2) originals of Supplemental Agreement Number 1 with Van Aller Surveying, Inc.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Samantha Harper, P.E. - Wastewater Project Manager
  • Van Aller Surveying (Contractor)
  • Department of Ecology Water Pollution Control Revolving Fund (Ecology)

Lease Amendment No. 1 for Caswell-Brown Village (OlyCAP)

Topic Summary

The County proposes adopting Rider No. 1 to Lease Amendment No. 1 for the Caswell-Brown Village lease with Olympic Community Action Programs (OlyCAP). This amendment is necessary to extend the lease term from 42 years to 44 years to ensure conformity with the minimum 40-year "Length of Commitment" required by the Washington State Housing Trust Fund (HTF) handbook for grant eligibility. This action allows OlyCAP to secure awarded state grant funds for infrastructure improvements at the site.

Key Points

  • The amendment is required because the existing 42-year lease term (set August 26, 2022 to expire August 26, 2044) is less than the 40-year minimum "Length of Commitment" mandated by the Washington State Housing Trust Fund (HTF) for their grant program.
  • Failure to extend the lease means the grant award for infrastructure improvements would not be in conformance with HTF requirements, and funds cannot be awarded.
  • Caswell-Brown Village improvements are funded by both the HTF and the Connecting Housing to Infrastructure Program (CHIP), which requires a minimum 25-year period of affordability.
  • The purpose of the original lease (executed August 26, 2022) was to lease the 21.81 acres of unoccupied land to OlyCAP to develop or operate facilities for emergency shelter, transitional housing, and permanent supportive housing for Unhoused Persons.
  • The original lease involved modifying the leased premises to reflect Public Works suggestions, including moving the boundary 5 feet inward from the Larry Scott Trail, removing a proposed parking lot area from the lease, and ensuring County access to adjoining parcels (Parcel Nos. 001162002, -003, -004, -015, and 001161001).
  • The original lease set the base annual rent at $10.00.

Financials

  • Fiscal Impact: Staff does not anticipate any additional fiscal impacts by extending the lease term.
  • Original Base Rent: $10.00 per year (lease revenue).
  • The original agenda request noted that if the lease is entered into, the County "will effectively lose the rental or development value of the leased premises for 40 years."

Alternatives

None specified.

Community Input

None specified.

Timeline

  • September 10, 2021: Date of original Management Agreement between County and OlyCAP to manage unhoused population properties.
  • August 26, 2022: Original Effective Date of the Lease.
  • January 30, 2025: Date of HTF Handbook that established the 40-year minimum commitment.
  • August 26, 2044: Expiration date of original 42-year lease.
  • August 26, 2066: New expiration date of the lease (44 years).

Next Steps

The Board is requested to adopt the attached Rider (Rider No. 1) amending the lease.

Sources

  • Brent A. Butler - Chief Strategy Officer (Community Development)
  • Holly Morgan - Executive Director (OlyCAP)
  • Washington State Department of Commerce (Commerce)
  • Washington State Housing Trust Fund (HTF)
  • Connecting Housing to Infrastructure Program (CHIP)

Amendment No. 3: Intellectual and Developmental Disabilities (IDD) Services Agreement

Topic Summary

Jefferson County Public Health (JCPH), through its Intellectual and Developmental Disabilities (IDD) program, requests approval of Amendment Number 3 to its existing County Program Agreement with the Washington State Department of Social and Health Services (DSHS). This amendment increases the total contract funding by an additional $66,851, bringing the new maximum amount to $1,878,270. It also replaces the definition of "Child Development Services" in the agreement.

Key Points

  • The amendment adds $66,851 in funding, effective February 1, 2025.
  • The additional funds support the continuation of services for Jefferson County residents with intellectual and/or developmental disabilities.
  • Services provided include program administration, provider trainings, community outreach and education, supported employment, and birth to three services.
  • The amendment replaces the definition of "Child Development Services" (CDS) in Section 1.g.(2) to specify eligible services: assistive technology, audiology, family training/home visits, health services, medical services, nursing services, nutrition, occupational therapy, physical therapy, psychological services, sign language, social work, special instruction, speech-language pathology, vision, and transportation.
  • CDS focuses on meeting the developmental needs of the eligible child and family needs related to enhancing the child's development, provided in natural environments to the maximum extent appropriate.
  • The total funding for Fiscal Year 2025 is $934,543 (3rd Revision Budget).

Financials

  • Increase Amount: $66,851
  • Total Maximum Program Agreement Amount: $1,878,270 (for term July 1, 2023 - June 30, 2025).
  • Funding Source: Entirely funded through state revenue (Public Health Fund #127).
  • FY 2025 Budget Distribution (Total $934,543):
    • ADMINISTRATION: $84,815
    • OTHER CONSUMER SUPPORTS: $55,589
    • Child Development (CDS): $16,125
    • MEDICAID CLIENTS: $778,014

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 1, 2023: Original Program Agreement Start Date.
  • June 30, 2025: Program Agreement End Date.
  • February 1, 2025: Amendment Number 3 Start Date.

Next Steps

JCPH management recommends approval of this contract amendment.

Sources

  • Apple Martine - Jefferson County Public Health Director
  • Bonnie Obremski - Intellectual and Developmental Disabilities (IDD) Coordinator
  • DSHS - Developmental Disabilities Administration (DDA)

Memorandum of Understanding for Telehealth MOUD Services

Topic Summary

Jefferson County Public Health (JCPH) is seeking approval for a Memorandum of Understanding (MOU) with Olympic Peninsula Health Services (OPHS) to integrate telehealth-based Medications for Opioid Use Disorder (MOUD) into JCPH’s existing harm reduction program. This partnership aims to expand access to evidence-based treatment, improve care coordination, and offer seamless referrals for individuals struggling with Opioid Use Disorder in Jefferson County.

Key Points

  • The partnership aims to provide telehealth-based MOUD services to JCPH harm reduction participants (e.g., syringe exchange participants).
  • OPHS will provide telehealth MOUD services, including assessment, prescribing (like buprenorphine), and follow-up care.
  • JCPH responsibilities include identifying eligible participants, connecting them with OPHS, and facilitating access to screening forms and necessary technology for telehealth.
  • Both agencies commit to sharing relevant, de-identified data to evaluate program effectiveness and maintaining compliance with confidentiality laws, including HIPAA.
  • This collaboration is intended to enhance JCPH's efforts by increasing accessibility and strengthening opioid use disorder management.

Financials

  • Fiscal Impact: There is no charge for this service, and no fiscal impact is specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • The MOU will remain in effect upon signing until modified or terminated by either party.

Next Steps

JCPH management requests approval of this Memorandum of Understanding.

Sources

  • Apple Martine - Jefferson County Public Health Director
  • Denise Banker - Jefferson County Public Health Community Health Director
  • ocean mason - Jefferson County Public Health (Contact)
  • Olympic Peninsula Health Services (OPHS) - Contractor, represented by Ann Fajlani (ARNP)

Declaring County Property Surplus for Sale by Auction

Topic Summary

The County Treasurer requests a public hearing and subsequent resolution to declare specific County equipment and vehicles as surplus property to authorize their sale by auction. This disposal process is required under RCW 36.34, and the Board must determine the necessity of the sale. The surplus property, originating from Public Works, WSU Extension, and Juvenile Services, will primarily be sold via online consignment services like GovDeals, Inc.

Key Points

  • The action is governed by statutory requirements in RCW 36.34.020 through RCW 36.34.090 regarding the disposal of public property.
  • The Board of County Commissioners (BoCC) must hold a public hearing per RCW 36.34.040 to consider evidence regarding the sale/disposal.
  • Notice of the hearing was published in the Port Townsend Leader on April 16 and April 23, 2025.
  • The equipment will be sold by online consignment services open to the public, such as GovDeals, Inc.
  • After being declared surplus, a Notice of Sale will be posted per RCW 36.34.090.
  • Items declared surplus include 38 pieces of equipment (vehicles, trucks, trailers, sanders, sweepers, etc.) from Public Works, WSU Extension, and Juvenile Services.
  • One vehicle, a 2019 Dodge Durango (#956), is listed as "Wrecked (Total Loss) - Public Works."
  • One street sweeper, an 2011 Elgin Cross Wind J (#814), is listed with "Fuel System Issues - Public Works."
  • Equipment not selling at auction may be transferred to another department, agency, non-profit, or disposed of at the recycling center or Transfer Station.
  • RCW 36.34.020 requires publication of intent to sell county property valued at $2,500 or greater.
  • RCW 36.16.145 authorizes public auction sales to be conducted by electronic media under County Treasurer supervision.

Financials

  • Proceeds from items sold will be returned primarily to the Equipment Rental and Reserve (ER&R) account unless the item was owned directly by an individual department (in which case, proceeds return to the fund that purchased the item).

Alternatives

None specified.

Community Input

The Resolution states that at the time of the hearing, "no objection or objection was interposed."

Timeline

  • April 14, 2025: BoCC set the public hearing date.
  • April 16, 2025: First publication of Hearing Notice.
  • April 23, 2025: Second publication of Hearing Notice.
  • April 28, 2025, 10:30 a.m.: Scheduled Public Hearing date.
  • Calendar Year 2025: Items will be available at online consignment sites at various times.

Next Steps

Hold the Public Hearing, consider comments, and deliberate in furtherance of approval of the Resolution, “In the Matter of Finding and Determination to Declare Certain County Equipment as Surplus and Sell Surplus Property.”

Sources

  • Stacie Prada - Treasurer
  • Jefferson County Board of Commissioners
  • RCW 36.34 (Disposal of property)
  • RCW 36.16.145 (Auctions by electronic media)
  • GovDeals, Inc. (Consignment Service)

Proclamation: Building Safety Month (May 2025)

Topic Summary

The Department of Community Development (DCD) team members are requesting the proclamation of May 2025 as "Building Safety Month" in Jefferson County. This is intended to recognize the critical role played by code officials, inspectors, and other construction industry professionals in ensuring public safety, resilience, and sustainable development within the built environment.

Key Points

  • The proclamation calls attention to infrastructure and safety in the built environment, as promoted by the International Code Council.
  • It highlights the essential role of the Jefferson County building and fire safety team (code officials, inspectors, plan examiners, permit technicians, and administration staff) in maintaining safe communities.
  • Confidence in resilient buildings is achieved through vigilant guardians: building safety and fire prevention officials, architects, engineers, builders, tradespeople, etc.
  • Modern building codes include safeguards against hazards such as hurricanes, floods, and earthquakes.
  • The proclamation reminds the public that code officials assure safe, sustainable, and affordable buildings.

Financials

  • There is no fiscal impact to Jefferson County.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • May 2025 is proclaimed as Building Safety Month.

Next Steps

Approve the Proclamation.

Sources

  • Brandon Brown, Building Inspector II
  • Mitchell Cartmel, Building Inspector
  • Gabriel Shephard, Building Plans Examiner
  • Vincent Maniaci, Building/Fire Inspector
  • International Code Council
  • Department of Community Development

Workshop and Potential Action: Lodging Tax Advisory Committee (LTAC) By-Laws and Appointments

Topic Summary

The Board of County Commissioners (BoCC) is holding a continued workshop to discuss the Lodging Tax Advisory Committee (LTAC) structure and governance, following a prior discussion where Resolution Number 78-03 was repealed and replaced by Resolution No. 26-0421-25R for the Tourism Coordinating Council (TCC). This workshop will focus on reviewing draft LTAC By-Laws, confirming staffing needs, and determining the process for soliciting, interviewing, and appointing the 2025 LTAC members.

Key Points

  • This is a continuation of a workshop held on April 21, 2025, the same day the BoCC repealed and replaced Resolution Number 78-03 with Resolution No. 26-0421-25R, updating the TCC's priorities.
  • The attached draft LTAC By-Laws incorporate recent BoCC and public feedback and follow a standardized template consistent with Resolution Number 50-22 (Open Public Meeting Act Guidelines for County Boards, Commissions & Committees).
  • LTAC's Role: To recommend annual expenditures of lodging tax revenue consistent with JCC Chapter 3.25 and RCW 67.28.1816 & RCW 67.28.1817.
  • LTAC Duties/Restrictions (RCW 67.28): Lodging tax revenue must be used solely for tourism promotion, acquisition, or operation of tourism-related facilities, and applicants must provide estimates of increases in tourist travel.
  • LTAC Composition (RCW 67.28.1817): The committee must have at least five members, including:
    • At least two representatives of businesses required to collect lodging tax.
    • At least two persons involved in activities authorized to be funded by lodging tax revenue (the number of these representatives must equal the number of tax collectors).
    • One elected BoCC official who serves as the Chair (Position 1).
  • The BoCC must review LTAC membership annually and make changes as appropriate (RCW 67.28.1817(1)).
  • Proposed Terms (Draft By-Laws): Positions 2 and 3 serve initial two-year terms; Positions 4 and 5 serve initial three-year terms. All subsequent non-BoCC terms are two years, with a limit of two consecutive terms.
  • The Chair (BoCC member) abstains from voting on funding recommendations except to break a tie.
  • LTAC members shall not be disqualified based on potential conflicts of interest but must disclose personal or business interests that might tend to prejudice participation and recuse themselves from any decision related to a proposal that benefits them (RCW 42.23).
  • The typical LTAC schedule involves LTAC holding its first meeting in July to prepare the RFP cycle.

Financials

  • No fiscal impact is identified at this time.

Alternatives

None specified.

Community Input

  • Public comment was received during the previous workshop (April 21, 2025), necessitating revisions to the draft By-Laws (e.g., clarifying the role of the BoCC chair on LTAC, refining conflict of interest language).

Timeline

  • April 21, 2025: Previous BoCC Workshop on LTAC/TCC, repeal/replacement of Resolution No. 78-03.
  • July (Typical): LTAC is instructed to convene its first meeting of the year.
  • Mid-September (Typical): LTAC meeting for presentations and funding determinations.
  • Mid October (Typical): LTAC presents recommendations to BoCC for ratification.

Next Steps

The BoCC needs to: 1. Review and discuss the draft LTAC By-Laws. 2. Provide staff with guidance regarding desired next steps (soliciting applications, conducting interviews, and appointing 2025 LTAC members) to meet the typical July meeting schedule. 3. Determine whether to provide the draft LTAC By-Laws to LTAC for their review and recommended changes.

Sources

  • Mark McCauley - County Administrator
  • RCW 67.28.1816, RCW 67.28.1817, RCW 42.30.240(1)
  • Jefferson County Resolution Number 50-22
  • Jefferson County Resolution Number 26-0421-25R (New TCC Resolution)

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