MEETING: Commissioners Meeting at Mon, May 12, 09:00 AM

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JEFFERSON COUNTY BOARD OF COMMISSIONERS MEETING SUMMARY

MEETING DATE: 2025-05-12

Call to Order and Opening Remarks

Metadata

  • Time Range: 00:00:00.000–00:01:30.000
  • Agenda Item: Call to Order/Opening Remarks
  • Categories: operations, other

Topic Summary

The May 12, 2025, meeting of the Jefferson County Board of Commissioners (BoCC) was called to order. Commissioners exchanged greetings and reflected on the recent Mother's Day holiday. The functioning of the courthouse clock was noted, having rung for the first time on a Monday morning in "many moons."

Key Discussion Points

  • Commissioner (Heather) noted the pleasant celebration of Mother's Day, honoring her mom and grandmother (00:00:54).
  • Commissioner (Greg) shared that three mothers gathered at his home (00:01:08).
  • The courthouse bell rang, indicating the building was "back in business" (00:01:30).

Public Comments

No public comment on this introductory topic.

Supporting Materials Referenced

No supporting materials referenced.

Financials

No financial information discussed.

Alternatives & Amendments

No alternatives discussed.

Outcome, Vote, and Next Steps

Meeting was called to order. No action taken; item was procedural.

Public Comment Session

Metadata

  • Time Range: 00:01:30.000–00:13:01.000
  • Agenda Item: Public Comment
  • Categories: services, land use, infrastructure, budgeting, public safety, contracts

Topic Summary

The public comment session covered a range of issues, including concerns about homeless services funding, procedural fairness in land use cases, appreciation for road repairs, and questions regarding Solid Waste fees and the Pleasant Harbor master plan development. Public input also noted the need for expanded bus routes and urged support for shelter meals.

Key Discussion Points

  • Maggie (In-person): Thanked the maintenance crew for helping a consumer fix their bike (00:02:04). Referenced several RCW codes (e.g., RCW 185.c170, 43.185C) related to satisfaction of program participants in homeless housing and assistance (00:03:13). Promoted the Port Townsend Yacht Club as a potential "urban rest stop for essential needs" (00:04:00). Stated that consumers do not consider the subcontractor Bayside subcontracts with as "qualified" (00:05:46).
  • Marilyn Showalter (Shine Road Resident): Congratulated Commissioner Dudley on her election (00:06:25). Requested that Josh Peters (in his new/old roles) and Hearing Examiner Gary McLean review and clarify the roles of DCD and the Office of the Hearing Examiner in land use and shoreline cases (00:06:45). Asserted that a 2019 ordinance separating the Office of Administrative Hearings from DCD has "never been fully implemented," causing procedural mistakes and a lack of accountability (00:07:56). Cited a recent case where a hearing examiner order to return over $1,300 was never sent out (00:07:24).
  • Jean Ball (In-person): Expressed appreciation for the French lavender (00:09:30). Thanked the Commission and Heidi for work on getting the Hoh Road restored, recognizing the risk of bankruptcy and layoffs for businesses during its closure (00:10:02).
  • John Hamilton (Fort Thompson): Inquired about the Solid Waste fee amendment, seeking clarification on if the minimum load fee is increasing by one dollar to $21, despite the minimum weight dropping from 240 lbs to 220 lbs (00:11:06). Supported the proclamation recognizing National Police Peace Officers Memorial Week and stated the Sheriff's Department is "somewhat underfunded" and law enforcement per capita is on the low side (00:11:46).
  • Julia Cochran (Online): Noted the DSHS encampment has "tripled in size," speculating this is due to Clallam County's two-year maximum stay limit at Serenity House resulting in an influx of people (00:13:32). Suggested the Health Department’s Harm Reduction staff needs more assistance serving DSHS (00:14:24). Requested that Jefferson Transit (in honor of Transportation Week) have buses serve Bayside Towers and Casual Brown, as the walk to the current stops is too long for her, given her emphysema, and for many other residents (00:14:53). Pleaded for groups to sign up for Shelter Meals, noting the Bayside website has an open volunteer sign-up for the week of May 12 and the period of June 9 to June 22 (00:15:20).
  • Ed Bowen (Online): Commented on the Quinault South Shore Road letter, asking staff to verify pages 4 and 8 of the map packet, noting a "glitch" regarding the crossover bridge status (00:16:57). Stated his belief that the Olympic National Park's planned closure date is July 7th, not June, and urged accuracy (00:17:30). Asked what happens to the remaining money from the \$460k Upper Hoh Road emergency repair project (00:17:50). Inquired about the status of the planned joint meeting with Grays Harbor and local residents in the Lake Quinault area (00:18:11).
  • Shelley Arnell (Online): Stated she was the last person hired and subsequently laid off from the Pleasant Harbor Master Plan Resort project, meaning "20 plus families are now without that income" in Jefferson County (00:18:45). Expressed feelings that Commissioners had assured her of their support but is concerned after reading public records, including "disinformation from Olympic Peninsula Environmental News being shared by a county commissioner" and an email from a commissioner stating resort facilities "will not be public" (00:19:26). Claimed the project delay is due to DCD and the County's "inability to work together with Stateman to get to yes" (00:20:33).
  • Tom Tirsch (Online): Thanked County Administrator Mark McCauley for a previous public comment response (00:21:11). Expressed deep concern that the Solid Waste Equipment Reserve (Capital) fund has been "mismanaged financially" for many years, is "basically broke," and lacks funds for maintenance and the planned transfer station (00:21:49). Suggested a detailed financial audit of the Solid Waste Department is needed (00:22:56).

Commissioner Responses to Public Comment

Metadata

  • Time Range: 00:23:47.000–00:41:56.000
  • Agenda Item: Commissioner Response to Public Comment
  • Categories: operations, services, infrastructure, budgeting, land use, personnel, contracts

Topic Summary

Commissioners responded to public input, agreeing to address procedural issues in land use, clarifying Solid Waste fee changes, and discussing resource challenges for homeless services. They committed to confirming details on the Quinault Road and addressing allegations regarding the Pleasant Harbor project.

Key Discussion Points

  • Commissioner (Greg): Read Marilyn Showalter's letter on neutralizing the hearing examiner role, acknowledging the need for cleaning up the process and focusing on systems improvement (00:24:01). Corrected John Hamilton's understanding of the Solid Waste fees, stating the minimum fee is not going up, but the tonnage fee is, and the minimum weight is dropping from 240 lbs to 220 lbs (00:24:33). Responded to Mr. Tirsch regarding Solid Waste, noting that replenishing the capital fund with the $15 fee is an appropriate response, and expressed doubt there is a deep level of mismanagement but acknowledged the struggle of running a public enterprise fund (00:24:59).
  • Commissioner (Greg) (Homelessness/Transit): Noted he was unaware the DSHS encampment had tripled (00:25:31). Acknowledged the need for reviewing transit options for marginalized populations (00:25:50). Noted the \$80,000 funding gap needed to operate the emergency shelter until the end of June (00:26:25).
  • Commissioner (Greg) (Roads): Agreed to examine potential edits on the Quinault Road letter, including the closure date (00:26:54). Confirmed plans for a trip to the Quinault area to speak with the Quinault Nation and Grays Harbor County partners (00:27:10).
  • Commissioner (Greg) (Pleasant Harbor): Told Ms. Shelley Arnell, "Sorry you lost your job," but asserted there is a factual difference between a "public facility and a private facility" and a public facility must be open to everyone regardless of where they live (00:27:37).
  • Commissioner (Heidi): Agreed with Maggie that RCW references for "essential needs" are timely for improving services and will be used as the urban rest stop concept is explored (00:28:35). Agreed with Ms. Showalter on seeking solutions to procedural issues in DCD/Hearing Examiner separation (00:29:20). Stated her gratitude to the Solid Waste staff, arguing their actions show a "recognition needing to make some changes," not a "recognition of mismanagement" (00:30:02). Provided the Bayside Housing volunteer link and encouraged groups to sign up for weekly shelter meals (00:32:18). Agreed that the Quinault letter should be vetted for edits and Congressional representatives should be carbon copied (00:33:49).
  • Commissioner (Heidi) (Pleasant Harbor): Expressed that she sees people on all sides working hard to move the Pleasant Harbor project forward (00:34:05). Stated she spent several days the previous week working with staff and project owners to find ways to move forward (00:34:23).
  • Commissioner (Greg) (DCD/Pleasant Harbor): Offered his support to the Pleasant Harbor effort, explaining he backed off because it is Commissioner Heidi's district, but confirmed he toured the site and is available to assist (00:35:11).
  • Commissioner (Greg) (Roads): Stated the Hoh Road closure date should be confirmed, noting he thought it was July and August (00:36:19). Regarding the Hoh Road money, he clarified that the consent agenda item only covers a portion of the project contractor's costs; all costs must be collected before discussing the "balance of the money" (00:36:58). Suggested possibly asking the governor to apply residual funds to the South Shore Quinault Road issue (00:37:17).
  • Commissioner (Greg) (Solid Waste): Agreed an itemized list of replacement costs is needed for the solid waste equipment (00:39:07). Concluded that deferred maintenance is the underlying issue: "It's the cost of waiting as long as we waited" (00:39:23).
  • Commissioner (Heidi/Greg) (DCD/Hearing Examiner): Agreed that the administrative separation gap raised by Ms. Showalter needs to be looked into, and a proactive process established (00:40:49). Josh Peters (DCD Director) acknowledged he relies heavily on DCD assistance but agreed the point about the Hearing Examiner's neutrality is valid (00:41:19).

Metadata

  • Time Range: 00:41:56.000–00:47:10.000
  • Agenda Item: Consent Agenda
  • Categories: infrastructure, contracts, planning, operations, budgeting

Topic Summary

The Board approved the consent agenda, subject to specific edits for the Quinault South Shore Road letter regarding congressional recipient additions and map/date revisions. The contract amendment for Prothman Company was clarified regarding its not-to-exceed value. Staff also noted the importance of the Periodic Update Grant transition and reviewed the reappointment of key board members.

Key Discussion Points

  • The Quinault South Shore Road letter (Number 3) was pulled to be approved subject to changes (00:42:18).
  • Contract Clarification: The Prothman Company contract amendment (for executive search services, see Supporting Materials) was noted as having an incorrect amount listed on the agenda summary; the correct "not to exceed" value is $144,499 (00:42:37).
  • Commissioner (Heidi): Inquired why the Prothman contract amendment was being approved "retroactively" (00:43:09).
  • Commissioner (Heidi): Noted she is discussing the Periodic Update Grant status separately with Josh Peters to ensure the planning process (GMA update) remains on track despite Josh's transition (00:43:36).
  • Board Reappointments: Gratitude was expressed for the reappointments to the Board of Equalization, noting Pete Rob's decades of building experience and Joni's dedication (00:45:47).
  • Civil Service Commission: Commissioner Dudley clarified that the Civil Service Commission is defined by RCW and focuses on staff management, distinct from the Citizens Advisory Committee, which advises the Sheriff's Office (00:44:47).
  • Motion: Commissioner (Greg) moved to approve the consent agenda, with the revisions to Number 3, the letter to Grace Harbor, to include congressional representatives and research/revise bridge dates and maps (00:46:32).

  • Consent Agenda Items (From Supporting Materials):

    • JCPH Contract Amendment 4 with DOH: Increases the total contract by \$19,612 (to \$3.168M) to fund syringe dispensing machines (\$15,000 added) and WIC services.
    • Upper Hoh Road Change Order 1: Formalizes actual contractor quantities, resulting in a net increase of \$46,284.97 to Seton Construction's contract (totaling \$460,716.97, funded by the Governor's \$623,000 commitment).
    • Solid Waste Fee Amendment: Implements a \$15 "Capital Surcharge" per ton and lowers the minimum weight threshold from 240 lbs to 220 lbs.
    • Prothman Company Contract Amendment 3: Increases the contract limit by \$15,000 to cover the recruitment of a Community Development Director, increasing the total contract value to \$144,499.
    • Kelli Parcher, Inc. Contract: \$277,106 agreement starting June 13, 2025, for juvenile detention alternative and program services (transportation, GPS monitoring).
    • CWPP Consulting Contract Amendment 3 (SWCA): Extends the consulting term to June 30, 2026, to set a defined expiration date for unexpended grant funds.
    • Periodic Update Grant (PUG) Amendment 1: Adjusts deliverables to draft versions (e.g., Draft CAO) to expend the full $350,000 grant by the June 30, 2025, fiscal deadline.
    • Middle Housing Grant (MHG) Amendment 1: Revises deliverables to Public Engagement Summary and DRAFT Ordinance to expend the full $50,000 grant by the June 15, 2025, deadline.
    • Transportation Benefit District (JCTBD) Fund 182 Establishment: Formalizes the fund to receive sales/use taxes and vehicle fees with a \$700,000 budget authority.

  • Decision: Approved the consent agenda with specified edits to the Quinault South Shore Road letter.

  • Vote: Unanimous (3-0).
  • Next Steps:
  • - Commissioner Greg / Staff: Finalize the Quinault letter (No. 3) including congressional CCs and corrected map/dates before forwarding.

Proclamation: National Police Peace Officers Memorial Week

Metadata

  • Time Range: 00:47:10.000–00:53:07.000
  • Agenda Item: P-1 National Police Peace Officers Memorial Week
  • Categories: public safety, operations, other

Topic Summary

The Board adopted a proclamation designating May 11–17, 2025, as National Police Week and May 15, 2025, as Peace Officers Memorial Day. Sheriff Pernesteiner delivered a solemn address, honoring fallen officers and emphasizing the commitment, integrity, and sacrifice required by law enforcement.

Key Discussion Points

  • Proclamation Highlights: Honors law enforcement for safeguarding rights, protecting life and property, and defending against violence and disorder (00:48:01). Calls for all residents to commemorate officers past and present (00:49:20). Mandates the courthouse flag be lowered to half-staff on Thursday, May 15 (00:49:57).
  • Sheriff Pernesteiner: Emphasized that law enforcement is a calling requiring courage and a willingness to run toward danger (00:51:10). Stressed the importance of remembering fallen officers and their families (00:52:04). Thanked the community for their support and partnership (00:52:25).

Public Comments

  • John Hamilton provided comment earlier in support of this proclamation (00:11:46).

Supporting Materials Referenced

No supporting materials referenced.

Financials

No financial information discussed.

Alternatives & Amendments

No alternatives discussed.

Outcome, Vote, and Next Steps

  • Decision: Approved the proclamation as read.
  • Vote: Unanimous (3-0).
  • Next Steps: Courthouse flag to be lowered to half-staff on May 15, 2025.

Workshop: Fireworks Code Enforcement and Safety

Metadata

  • Time Range: 00:53:07.000–01:45:22.000
  • Agenda Item: Workshop
  • Categories: public safety, ordinances, infrastructure, planning, operations

Topic Summary

The Board, joined by Sheriff Pernesteiner and Fire Marshal Phil Hunsucker/Brian (surname unclear), discussed the challenges of enforcing fireworks restrictions, particularly during high fire danger, and debated the feasibility of a total ban versus creating safe zones or incentivizing public displays for 2026. Enforcement has proven difficult due to high ticketing costs (\$1,000+), limited deputies, and non-local fireworks usage. The immediate consensus was to develop an educational campaign for the 2025 season and begin planning a policy change for 2026.

Key Discussion Points

  • Challenges of Enforcement (Sheriff Pernesteiner/Deputy): It is difficult to enforce when stands are open nearby (e.g., Jamestown) (00:56:04). Officers struggle to differentiate between legal and illegal fireworks without technical expertise (00:56:31). A total ban makes enforcement easier (everything possessed is illegal) but staff is limited; the department receives 50–250 calls on the Fourth of July, and fireworks are not a priority over domestic violence or shooting calls (00:57:34).
  • Ticketing Issues: The current ticket cost (\$1,000+) is a too-high disincentive for officers, who are hesitant to issue such a severe penalty for a cultural norm (01:03:32). Alternative suggestions included a tiered fine: \$150 first offense, \$1,000 second offense, along with a full consumer ban (01:12:43).
  • Policy Timeline: Changes to restrict fireworks use (making it more restrictive than state law) require a year in advance notice (01:22:20, 01:34:40). Therefore, any major ordinance change (e.g., total ban) would not take effect until after July 5, 2026, or later.
  • 2025 Plan: The priority is to develop an aggressive template education campaign (trailers, reader boards at bridge/Glen) that can be deployed quickly if high fire danger is declared (01:21:44). Fire Marshal noted confidence for high fire danger declaration can usually be reached 10 to 14 days in advance, but warnings might still happen mid-season (01:26:32).
  • Public Display/Safe Zones: Commissioners expressed a preference to facilitate professional public displays (requiring licensed pyrotechnics, insurance, and permits) over private, consumer-grade fireworks (01:12:27). The "safe zone" model (e.g., Irondale Beach) presents liability and oversight challenges (01:15:13, 01:29:00).
  • Fire Risk/Impact: It was confirmed that fireworks cause fires every year, though most are contained (01:08:44). The 2023 ban resulted in zero fireworks-related injuries reported at the hospital (01:09:07). Fireworks are a disaster for pets (01:24:43) and cause concern and disruption for veterans (01:42:54).
  • Staff Commitments (Next Steps for 2026 Policy):
    • Marshal Hunsucker committed to finding information on Clallam County’s ban (01:18:51).
    • Public Works/Fire Marshal committed to defining a clear pathway and articulated requirements (insurance, etc.) for community groups to apply for a public display permit (01:32:59).

Public Comments

  • Maggie: Suggested alternatives to fireworks for celebrations, such as carnival-style events, Cirque du Soleil, classic rock, and paying local tribes to host a public, inclusive powwow to make up for lost income from firework sales (01:36:45).
  • Jean Ball: Clarified her prior comment: the public will come up to speed with education, but the ban, once enacted, should not be staged (01:38:13). Stated, "Current policy is unenforceable. I agree" (01:39:41). Urged the board to ban now and allow an exemption for the 250th anniversary in 2026, as moving forward takes a year (01:40:29). Stated current fire risk is "low," but he's already hearing "crunching" in the woods when he walks (01:41:02).
  • Shelley Arnell: Used the examples of smoking bans and seatbelt laws to argue the public will comply with a fireworks ban if enforced (01:41:44). Described a neighbor who assembles "legal" fireworks into "basic bombs in his garage" where children help (01:42:27). Supported a tiered fine structure (\$100 first offense, \$1,000 second offense) (01:43:38).

Supporting Materials Referenced

No supporting materials were explicitly referenced during the workshop, but the discussion was premised on the existing fireworks ordinance and burn restriction criteria previously discussed in other meetings.

Financials

  • The high cost of ticketing (\$1,000+) was cited as a major barrier to enforcement (01:03:32).
  • The idea of financially supporting public displays was discussed (01:11:08).

Alternatives & Amendments

  • Discussion centered on three options for permanent ordinance change: (1) Total consumer ban; (2) Limiting to "safe and sane" fireworks (ground items only, max 12 feet high); (3) Creating designated "safe zones" for use.
  • Consensus Direction: Developing a clear, non-negotiable definition of Public Display (01:34:03).

Outcome, Vote, and Next Steps

  • Decision: No action taken, workshop was informational.
  • Next Steps:
    • - Administration/Fire Marshal: Develop a template education campaign for the 2025 fire season and prepare for a potential emergency restriction declaration.
    • - Fire Marshal/DCD: Draft a clear Public Display policy pathway (permits, insurance, logistics) for community groups interested in sanctioned displays.
    • - Commissioners: Continue information gathering on policy changes for a 2026 ordinance update (considering a possible ban and ticket adjustments).
    • - Commissioners/Staff: Ensure all Fire Chiefs are included in the ongoing policy discussion (01:45:01).

Presentation: County Road Administration Board (CRAB) Certificate of Good Practice

Metadata

  • Time Range: 01:45:22.000–01:58:49.000
  • Agenda Item: P-2 CRAB Certificate of Good Practice
  • Categories: infrastructure, operations, budgeting

Topic Summary

County Administrator Mark McCauley and Public Works Director/County Engineer Monte Reinders presented the CRAB Certificate of Good Practice for 2024. This annual certification confirms that the County meets 13 standards of administration, management, and maintenance, ensuring eligibility for state funding, particularly motor vehicle fuel tax revenues.

Key Discussion Points

  • Mark McCauley: Stated that meeting the 13 standards demonstrates the professionalism of the Public Works Department and makes the County eligible for state funding, principally motor vehicle fuel tax (01:47:18).
  • Monte Reinders: Highlighted the importance of the certificate, noting it ensures eligibility for regular gas tax funding, the County Arterial Preservation (CAP) program, and Rural Arterial Program (RAP) funding (01:48:07).
  • RAP grants have funded projects like Paradise Bay Road and South Discovery Road work (01:48:59).
  • Examples of Standards: Financial reporting, adopting a six-year transportation improvement program (TIP), operating a pavement management system, rating pavement conditions annually, overseeing accident reports, and periodic inspection of bridges (federally mandated every two years) (01:50:23).
  • Funding Impact: Public Works receives about 25% to 30% of its regular revenue from the state gas tax allotment (about \$1.5 million yearly), plus competitive grants amounting to a few million dollars annually (01:55:15, 01:57:34).
  • Challenge: Gas tax distribution has been flat for over a decade due to increased vehicle efficiency and remote work, necessitating discussions on alternative funding models (01:57:34).
  • Gratitude: Monty praised his small staff, especially Eric Usma and Mark Thurston (bridge inspector), for their expertise and work in maintaining compliance (01:49:19, 01:54:21).

Public Comments

The comment by Jean Ball (00:09:45) thanking the efforts to restore Hoh Road preceded this presentation, to which Monty Reinders was referenced (01:45:47).

Supporting Materials Referenced

  • Good Practice Certification (2024) (Documented compliance with 13 standards, ensuring gas tax eligibility).
  • Relevant RCWs (36.78.090)

Financials

  • The certification guarantees the monthly state gas tax allotment (estimated annual contribution of \$1.5 million) (01:47:18).

Alternatives & Amendments

No alternatives discussed.

Outcome, Vote, and Next Steps

The item was informational. The certificate was publicly presented to Monte Reinders.

Proclamation: National Transportation Week and National Defense Transportation Day

Metadata

  • Time Range: 01:58:49.000–02:14:00.000
  • Agenda Item: P-3 National Transportation Week
  • Categories: operations, planning, services

Topic Summary

The Board adopted a proclamation recognizing May 11–17, 2025, as National Transportation Week. Miranda from Jefferson Transit Authority (JTA) thanked the Board, emphasizing the collaborative team effort required to deliver safe and reliable public transit, from operators to mechanics to administrative staff. The discussion highlighted the partnership between JTA and Public Works (Roads).

Key Discussion Points

  • Proclamation Highlights: Honors the men and women who move goods and people, recognizing the shared benefit derived from diverse forms of transportation (01:59:50).
  • Miranda (JTA): Stressed that the bus on the road is a visible reminder of the "collective effort" of the dispatchers, mechanics, and operators (02:01:20). Thanked the county road crews for accommodating JTA buses and providing safe operating conditions (02:06:24).
  • Monte Reinders: Took time to recognize the maintenance crews for their daily work, noting they often face aggression from the public (02:02:40).
  • Commissioner (Heidi): Shared concern that road crews need training on handling public aggression (02:05:18).
  • JTA Comprehensive Operational Analysis (COA): Miranda confirmed the COA draft is available for public feedback (02:07:31). She noted roundabouts, like the new Paradise Bay one, are beneficial as they eliminate unprotected left-hand turns, which are a major risk for large buses (02:08:24). The COA is exploring microtransit solutions for accessible service to areas not covered by mass transit (02:10:04). JTA plans to increase frequency, especially on popular in-town routes (02:09:15).

Public Comments

No public comment on this topic.

Supporting Materials Referenced

No supporting materials referenced.

Financials

No financial information discussed.

Alternatives & Amendments

No alternatives discussed.

Outcome, Vote, and Next Steps

  • Decision: Approved the proclamation as read.
  • Vote: Unanimous (3-0).
  • Next Steps: JTA encouraged the public to provide feedback on the COA draft via their website.

Proclamation: National Hospital Week

Metadata

  • Time Range: 02:11:46.000–02:16:10.000
  • Agenda Item: P-4 National Hospital Week
  • Categories: services, operations, public safety

Topic Summary

The Board adopted a proclamation dedicating May 11–17, 2025, as National Hospital Week, expressing gratitude for the clinical and non-clinical staff, administrators, and providers of Jefferson Healthcare (Jefferson County Public Health District #2). The Commissioners lauded Jefferson Healthcare for its resilience, specialized services like hospice, and the challenge of operating a critical access hospital.

Key Discussion Points

  • Proclamation Highlights: Recognizes Jefferson Healthcare as a critical access hospital providing high-quality inpatient and outpatient medical and dental services (02:12:17). Acknowledges staff's dedication and resilience, especially during the COVID-19 pandemic (02:12:51).
  • Commissioner (Greg): Stressed that the critical access hospital is an amazing resource that receives very little public funding but carries full public responsibility (02:14:09).
  • Commissioner (Heidi): Expressed "huge gratitude" for the hospice program and its compassionate staff, noting the support extends to theology professionals helping people with grief (02:14:48). Also highlighted the "loving team" and amazing experience at the birthing center (02:15:20).

Public Comments

No public comment on this topic. Note: Jefferson Healthcare staff were invited but were unable to attend due to being busy with work.

Supporting Materials Referenced

No supporting materials referenced.

Financials

  • The unique financial challenges of Jefferson Healthcare operating as a Critical Access Hospital were noted (02:14:09).

Alternatives & Amendments

No alternatives discussed.

Outcome, Vote, and Next Steps

  • Decision: Approved the proclamation as read.
  • Vote: Unanimous (3-0).
  • Next Steps: No next steps specified.

Briefing: Commissioner and Administrator Reports

Metadata

  • Time Range: 02:16:10.000–03:43:08.000
  • Agenda Item: C-3 Briefing – Commissioner and Administrator Reports
  • Categories: operations, land use, infrastructure, finance, services, policy, contracts, health

Topic Summary

Commissioners and the Administrator reviewed a highly active week, dominated by a ribbon-cutting for the Hoh Road repair, coordination on multiple large-scale planning projects (aquatic center, drainage district, Middle Housing/GMA periodic updates), and significant changes in social service leadership (Behavioral Health Consortium Director stepping down). Financial reports focused on securing grants for IT infrastructure and addressing the Pleasant Harbor project status.

Key Discussion Points

  • Upper Hoh Road Opening: The ribbon-cutting ceremony (attended by the Governor) for the restored road was successful and drew a crowd, highlighting the economic importance of the access point (02:23:01).
  • Aquatic Center: A new "work stream" group is being formed, composed of representatives from the library, school district, Habitat, and YMCA, to plan the location and next steps for the aquatic center (02:21:53).
  • Drainage District: There is renewed interest from residents in utilizing the dormant Drainage District mechanism as a tool for water management issues (02:18:25).
  • New Crossing Development: Commissioners met with future residents of the development to discuss the path forward for building residential units; the initial three non-conforming lots are eligible for six units, and staff are working on a process (boundary line adjustment) to accommodate the developers' ultimate goal of eight units (02:19:12 to 02:20:01).
  • Solid Waste/IGC: The Port Townsend Port Commission specifically asked to be included in the Solid Waste conversation (IGC meeting tonight) to help develop solutions (03:44:06).
  • Fairgrounds Host: A young Coast Guard officer and their partner are serving as the Fairgrounds camp host, utilizing the RV spot as temporary housing while working in the community (02:38:18).
  • Behavioral Health Consortium/Opioid Funds: Lori Fleming resigned as Behavioral Health Consortium Director but will remain through May (02:34:29). A survey is being sent to stakeholders to gather feedback on next steps and plans for the opioid settlement funds; a workshop to discuss funding is planned (02:35:10).
  • Pleasant Harbor Update: The developer's team was laid off, but core staff (John and Ryan) are staying to "button up the project" and continue working with DCD on securing the building permit (agri-building) and setting a pre-plat hearing date (02:40:02). Project representatives remain frustrated about providing documentation they believe was previously submitted (02:42:18).
  • Food Systems Resilience: The Climate Action Committee's Food Systems Resilience Work Group is advancing, spurred by a USDA grant reporting requirement (02:29:23). The group is planning tangible outcomes like inventorying/securing food in existing facilities (stores, pantries) with generators and planning community food hubs (02:34:02). The Community Wildfire Protection Plan (CWPP) development process is being used as a template for planning the food resilience work (02:30:50). Commissioner Dudley will seek funds (potentially Title III) to support this planning (02:31:47).
  • JAC (Public Defense): The state increased funding for Jefferson Associated Council of Defenders (JAC) (indigent defense), though more legislative action is necessary to fully align with needs (03:39:48).

Public Comments

No public comment on this general briefing topic.

Supporting Materials Referenced

  • Jefferson County Courthouse Clock Tower Bell Repair Fund (Donation received from Port Townsend Heritage Association) (02:26:02).
  • Prothman Company Amendment 3 (Noted for recruitment of new Community Development Director) (02:39:47).
  • Periodic Update Grant/Middle Housing Grant (Referenced in relation to DCD staff planning transition) (02:40:56).

Financials

  • Tamales for PERC: The fundraiser was successful and raised funds for PERC (02:17:41).
  • Clock Tower Fund: A \$100 donation was received from the Port Townsend Heritage Association (02:26:02).
  • Bayside/USDA Food Grant: A grant provided funds for the emergency shelter meals program (02:28:59).
  • OPCAP Funding: Budget concerns were noted, specifically regarding $100k staff shortfall for Early Childhood Education (Head Start) (02:50:53).
  • Chimicum Septic Issue: Mark McCauley will attend a meeting concerning a business owner with septic issues potentially costing $150k to fix; alternative discussion included pursuing a Local Improvement District (LID) to extend the sewer line (03:38:07).

Alternatives & Amendments

No alternatives discussed.

Outcome, Vote, and Next Steps

No action taken; item was informational.

Action: Microsoft Office 365 Licensing and Implementation

Metadata

  • Time Range: 02:57:15.000–03:26:44.000
  • Agenda Item: C-6 Microsoft 365 Licensing
  • Categories: operations, technology, budgeting, contracts

Topic Summary

The Board considered and approved an immediate expenditure to acquire Microsoft Office 365 G3 licenses for 380 users, enabling the County to utilize an \$80,000 grant set to expire June 30, 2025. This transition is deemed necessary because the current hybrid system is insecure and non-compliant with retired Microsoft volume licensing. The Board committed to approving a subsequent supplemental appropriation hearing to cover the County's remaining first-year cost of \$61,975.60.

Key Discussion Points

  • Current System Status: The County uses a hybrid system (partially on-premise, part online Exchange G1) that slows IT troubleshooting and uses volume licensing that Microsoft will no longer support after the end of 2025 (02:58:36).
  • Grant Deadline: The \$80,000 security grant must be documented and submitted by June 13, 2025 (02:58:13). Missing this deadline means losing the grant funding (03:14:11).
  • Cost Offset and Savings: The annual cost for the G3 licenses is \$141,975.60 (for 380 users) (03:07:57). In subsequent years, this cost will be offset by eliminating redundant licenses like third-party VPN software (\$22,000 annually) and most Zoom/GoTo licenses (over \$16,000 annually) (03:01:09, 03:08:31).
  • Security & Compliance: 100% of Washington state agencies use the G5 version (03:02:58). The move to G3 enhances security and ensures compliance with current licensing structures (03:07:06).
  • Productivity: Staff expect an average reduction in frustration/time wastage translating to 1.5 hours saved per FTE per week (03:09:57).
  • Functionality Concerns: Tom Tirsch warned that Microsoft Teams Webinar functionality is "terrible" compared to Zoom Webinar for public meetings that require control over panelists and public comment (03:20:10). Staff agreed that JBC meetings might need to remain on Zoom if current functionality is not met (03:21:48).
  • Laserfiche Issue: The frequent "sign-in failed" error is a separate issue related to licenses being maxed out, possibly by external "web crawlers" or high use; the Laserfiche system also needs an urgent upgrade due to unsupported versions (03:17:10).

Public Comments

  • Tom Tirsch: Expressed that Microsoft's dominance makes the transition inevitable (03:19:39). Warned specifically against relying on Teams Webinars for public meetings requiring OPMA controls like public comment, suggesting the County may need to retain Zoom Webinar capability (03:20:27).

Supporting Materials Referenced

  • Microsoft Office 365 Licensing and Implementation Request (Noting the \$80,000 grant and licensing details).

Financials

  • Year 1 Cost: \$141,975.60
  • Grant Funding (Non-recurring): \$80,000
  • County Required Appropriation: \$61,975.60 (approved in principle today)

Alternatives & Amendments

No formal alternatives were presented, as the continued use of unsupported volume licensing beyond 2025 was deemed too risky.

Outcome, Vote, and Next Steps

  • Decision: Approved the acquisition of Microsoft Office 365 G3 licenses and committed to approving the supplemental funding of \$61,975.60 when brought forward in a budget hearing (03:23:45).
  • Vote: Unanimous (3-0).
  • Next Steps:
  • - Central Services: Begin the process of acquiring G3 licenses and submit grant documentation by June 13, 2025.
  • - Finance/Administration: Prepare a budget appropriation hearing for the remaining \$61,975.60.
  • - IT Staff: Continue evaluating the necessary retention of Zoom licenses for public-facing meetings due to functional concerns.

Calendaring and Future Business

Metadata

  • Time Range: 03:26:44.000–03:56:17.000
  • Agenda Item: Calendaring and Future Business
  • Categories: operations, planning, infrastructure, services

Topic Summary

The Board reviewed future meeting schedules, coordinating the upcoming Intergovernmental Collaborative Group (IGC) meeting agenda, and confirming coordination efforts on the Housing Task Force and local outreach meetings. Immediate actions included coordinating the release of the Housing Task Force agenda.

Key Discussion Points

  • Tonight's ICG Meeting (5 PM): The group agreed to discuss Mark McCauley’s transition, the solid waste conversation (upon Port Commission request), regional emergency preparedness, food resilience planning, and upcoming county outreach meetings (03:43:01).
  • Housing Task Force: The first of seven scheduled meetings is May 15th (03:32:12). Commissioner Heidi committed to immediately sending the finalized agenda to staff for publication/distribution (03:53:03).
  • County Outreach Meetings: The August 19th meeting will be held at the Point Hudson Pavilion (6–8 PM) and will involve both city and county officials to discuss collaborative issues (02:37:04).
  • DNR Carbon/Forest Management Group: Commissioner Dudley will spend five hours on Wednesday for this work group, which continues a project set to conclude by year-end (03:40:55).
  • Sportsman's Association/Gun Range: Mark McCauley is meeting with the association to review significant modifications requested to reduce sound emanating from the property, including new berms and moving shooting positions (03:35:58).
  • Senator Murray's Office: Daniel Palethorpe is connecting with Willie Bence (DEM) to discuss wildfire preparedness and climate issues; a potential visit to the Brinnon floodplain issue by the Senator was suggested (03:51:19).
  • Roadie Parade: The Commissioners confirmed plans to participate in the upcoming Roadie Parade with a "three car entry" and approximately 10 participants (03:42:26).

Next Steps

  • - Commissioner Heidi/Staff: Immediately finalize and publish the Housing Task Force Agenda for the May 15th meeting.
  • - Commissioners: Prepare updates for the ICG meeting at 5 PM.
  • - Commissioner Greg: Connect Daniel Palethorpe (Senator Murray’s office) with local contacts regarding Brinnon floodplain issues (03:51:42).

Adjournment

The meeting was adjourned at 3:56 PM (03:56:17.000).

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