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Consolidated Contracts Amendment #4 with DOH (JCPH)

Topic Summary

Jefferson County Public Health (JCPH) is requesting approval for Amendment #4 to its Consolidated Contract with the Washington State Department of Health (DOH), increasing the total contract value by $19,612 to a revised maximum consideration of $3,168,866. This amendment updates statements of work and funding across five public health programs, notably adding support for syringe dispensing machines and increasing WIC Nutrition Program services. The funding is sourced from a combination of Federal and State grants provided by the DOH for local public health services.

Key Points

  • Amendment #4 adds and/or amends Statements of Work (SOW) and funding for five specific programs:
    1. Infectious Disease-Syndemic Prevention Services (SSP): Adds a new task and $15,000 in funding for Syringe Services Programs, specifically for syringe dispensing machines (Task 1.B).
    2. WIC Nutrition Program: Adds $4,612 in funding and increases the authorized participating caseload from 280 to 300 for the period March 2025 through September 2026.
    3. Office of Drinking Water Group A Program: Reallocates funds for conducting sanitary surveys and providing technical assistance to small community water systems, moving funds from Year 27 SRF to Year 28 SRF allocations.
    4. Office of People Services-HR-Public Health Infrastructure Grant (PHIG): Updates program specific requirements, with no change to the current allocation of $150,300 for workforce establishment, expansion, training, and sustainment.
    5. OSS LMP Implementation (On-site Sewage System): Updates goals, deliverables, measurable objectives, and payment amounts for implementation of local management plans. This involves reallocating $1,363 from SFY25 Wastewater Management-GFS to Small Onsite Management (ALEA).
  • The total revised maximum consideration for the entire Consolidated Contract (CLH32053) is $3,168,866.
  • The contract amendment is exempt from the competitive bid process (Grant Award).
  • The funds comprise both Federal and State sources, administered by DOH.

Financials

  • Total Amendment Amount: \$19,612 (additional funding)
  • Revised Total Contract Amount: \$3,168,866 (up from \$3,149,254)
  • Funding Allocation Details (Increases/Decreases in Amendment #4):
    • Infectious Disease-SSP (Syringe Dispensing Machines): +$15,000 (State Fund: SFY25 DUH Naloxone DDO HCA IAR)
    • WIC Nutrition Program (Client Services): +$3,975 (Federal Fund: FFY25 USDA WIC Client Svs Contracts)
    • WIC Nutrition Program (FMNP Mgmt): +$637 (Federal Fund: FFY25 USDA FMNP Mgmt)
    • WIC Nutrition Program (BFPC Prog Mgmt): Transfers \$28,238 from FFY24 to FFY25 USDA BFPC Prog Mgmt.
    • OSS LMP Implementation: Transfers \$1,363 from SFY25 Wastewater Management-GFS (-$1,363) to Small Onsite Management (ALEA) (+$1,363).
    • Drinking Water Group A Program: Net \$0 change, transferring \$2,200 (SS) and \$1,000 (TA) from YR 27 SRF to YR 28 SRF.
  • Funding Sources (Total Contract, based on Exhibit B-4):
    • Total Federal: \$557,503
    • Total State: \$2,611,363
  • Indirect Rate: 27.38% applied for January 1, 2025, through December 31, 2025.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2025-01-01 through 2027-12-31: Consolidated Contract Term.
  • 2025-05-12: Agenda Request Date (Anticipated BOCC Approval).
  • 2025-05-12: Effective Date of Amendment (if executed).

Next Steps

JCPH Management recommends that the Board of County Commissioners (BoCC) approve Consolidated Contract Amendment #4.

Sources

  • Apple Martine - JCPH Director
  • Veronica Shaw - JCPH Deputy Director
  • Mark McCauley - County Administrator
  • Glen Colley (Signature on Contract Review Form)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

Establishing Transportation Benefit District (JCTBD) Fund 182

Topic Summary

Jefferson County is establishing a new dedicated fund (Fund 182) for the Jefferson County Transportation Benefit District (JCTBD) to house revenues generated from recently imposed sales/use taxes and annual vehicle fees. This action formalizes the financial structure necessary for the JCTBD, which the Board of County Commissioners (BoCC) assumed the rights and obligations for earlier this year.

Key Points

  • JCTBD was established for unincorporated Jefferson County via Ordinance No. 10-1216.24 on December 16, 2024, pursuant to RCW Chapter 36.73.
  • The JCTBD Board adopted two resolutions on January 13, 2025, imposing:
    • A one-tenth of one percent sales and use tax (Resolution No. 03-0113-25, per RCW 36.73.065(4)(a)(v) and RCW 82.14.0455).
    • An annual vehicle fee (Resolution No. 04-0113-25, per RCW 36.73.065(4)(a)(1) and RCW 82.80.140).
  • The BoCC assumed the rights, powers, functions, and obligations of the JCTBD via Ordinance No. 01-0210-25 on February 10, 2025.
  • The new fund (Fund 182) is required to record the sales/use tax and vehicle fee revenue.
  • Fund 182 will be overseen by the Director of Public Works in collaboration with the BoCC.
  • An annual report will be made to the BoCC detailing projects funded by the district.

Financials

  • New Fund Established: Fund 182, Jeff Co Transportation Benefit District (JCTBD).
  • Budget Authority: $700,000 established for both revenue and expenditures.
  • Working Capital Reserve: $0.00 (zero required).
  • Revenue Sources: Sales and use tax collected by the Washington State Department of Revenue; annual vehicle fees collected via WA Department of Licensing.
  • Interest Earnings: Interest earned on the fund balance will be deposited into Fund 182.

Alternatives

None specified.

Community Input

The measure followed a public hearing for the ordinance authorizing the BoCC to assume the JCTBD (February 10, 2025). No input mentioned for the fund establishment.

Timeline

  • 2024-12-16: Ordinance No. 10-1216-24 establishing JCTBD.
  • 2025-01-13: JCTBD Board approved resolutions imposing sales/use tax and annual vehicle fee.
  • 2025-02-10: Ordinance No. 01-0210-25 authorizing BoCC to assume JCTBD obligations.
  • 2025-05-12: Proposed approval/adoption of resolution establishing Fund 182 (effective date upon adoption).

Next Steps

Approve the resolution establishing Fund 182.

Sources

  • Judy Shepherd - Finance Director
  • Mark McCauley - County Administrator
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • RCW Chapter 36.73
  • RCW 36.73.065(4)(a)(v)
  • RCW 82.14.0455
  • RCW 82.80.140

Solid Waste Fee Revision for Capital Costs

Topic Summary

The Department of Public Works, Solid Waste Division, seeks to amend its fee schedule by implementing a $15.00 "Capital Surcharge" to the pre-tax per ton rate and lowering the minimum disposal weight threshold from 240 pounds to 220 pounds. This change is necessary to address a severe shortfall in the Equipment Reserve (Capital) fund, which is currently insufficient to cover projected infrastructure repair and replacement costs and maintain service continuity.

Key Points

  • The current projected year-end capital fund balance of $453,443 is approximately $1.8 million less than the benchmark set by Resolution 28-23 (July 3, 2023).
  • The current projected balance is estimated to be $3.1 million less than the identified cost of transfer station infrastructure repair and replacement needs.
  • Staff warned that inaction could lead to unexpected service interruptions due to inadequate funding for critical equipment failure/replacement.
  • Staff recommended a $15.00 Capital Surcharge added to the pre-tax per ton garbage disposal rate, dedicated to the Equipment Reserve (Capital) account for facility and equipment capital purchases, repairs, replacements, and/or improvements.
  • Staff recommended lowering the minimum fee weight threshold from 240 pounds to 220 pounds to distribute customer contribution to capital needs more equitably.
  • The Solid Waste Advisory Committee (SWAC) unanimously recommended adoption of the staff’s proposed capital surcharge and revision to the minimum weight threshold at the April 29, 2025 joint meeting with the BoCC.

Financials

  • Current Residential/Commercial Disposal Rate (Jan 1, 2025): \$165.23 per ton (pre-tax base fee).
  • Proposed Residential/Commercial Disposal Rate (Aug 1, 2025): \$180.23 per ton (pre-tax base fee). This increase includes the \$15.00 Capital Surcharge.
  • Current Minimum Charge: Up to 240 lbs, base fee $19.78.
  • Proposed Minimum Charge: Up to 220 lbs, base fee $19.30 (Note: The reduction in weight threshold and minor change in base fee suggests a revenue adjustment in minimum fees).
  • Impact: The Capital Surcharge will position Public Works to attain and repay loans or matching funds from sources like the Public Works Board.
  • The fee revision takes effect August 1, 2025.

Alternatives

None specified.

Community Input

  • The issue was discussed at Special Joint Meetings of the Solid Waste Advisory Committee and Board of County Commissioners on March 26, 2025, and April 29, 2025.
  • The Solid Waste Advisory Committee (SWAC) unanimously recommended the adoption of the staff's proposal at the April 29, 2025, meeting.

Timeline

  • 2025-03-26: Initial joint meeting discussion (SWAC and BoCC).
  • 2025-04-29: Second joint meeting discussion; SWAC recommends adoption.
  • 2025-08-01: Effective date of the fee amendment resolution.

Next Steps

Adopt the Resolution Amending the Fee Schedule.

Sources

  • Monte Reinders - Public Works Director/County Engineer
  • Al Cairns (Contact Person)
  • Mark McCauley - County Administrator
  • Resolution No. 28-23

Quinault South Shore Road Emergency Repair Funding Request (Joint with Grays Harbor County)

Topic Summary

Jefferson County, jointly with Grays Harbor County, is requesting urgent FHWA Emergency Relief (ER) funding from the FHWA Washington Division and WSDOT Local Programs to repair the Quinault South Shore Road washout at milepost 1.3. The road sustained severe damage during a late 2024 storm, eliminating both road lanes and leaving a washout measuring approximately 125 feet by 40 feet. The $\$554,000$ (or $\$650,000$ in second version) repair is critical to maintain essential access to the Olympic National Park (ONP) and sustain the regional tourism economy, particularly since the neighboring ONP North Shore Road is scheduled for a closure in Summer 2025. Note: There are different estimated repair costs cited in the two letters (one mentions \$554,000, the other \$650,000) drafted for different recipients.

Key Points

  • Damage Location: Quinault South Shore Road at milepost 1.3.
  • Cause: Significant storm in late 2024 washed out a sizable section of the road.
  • Current Extent of Damage: Both road lanes are gone; the washout measures approximately 125 feet by 40 feet. Minor erosion is ongoing.
  • Urgency/Economic Impact:
    • The road is a key economic driver and popular tourist destination, completing the Quinault Rain Forest Loop Drive.
    • ONP received approximately 334,000 visits to the Quinault area in 2024.
    • Closure severely harms local businesses and families dependent on tourism sector jobs.
    • The situation will be "greatly exacerbated" when ONP closes the North Shore Road for a Western Federal Lands' Road repair project between June and September 2025, leaving no access to the Quinault area of the ONP.
  • Funding Status: A Detailed Damage Inspection Report was submitted to WSDOT/FHWA, but no funding determination has been received.
  • Counties' Capacity: Both Jefferson and Grays Harbor are classified as "distressed rural counties" and lack the resources to complete the repair without outside aid.
  • Contrast to other event: This was the second of two washouts in Jefferson County from the same storm (late 2024). The other, on Upper Hoh Road (milepost 9.9), has been repaired using funds committed by Governor Ferguson, local residents, and businesses.

Financials

  • Estimated Cost of Repair (Letter to WSDOT): About \$554,000.
  • Estimated Cost of Repair (Letter to FHWA): About \$650,000.
  • Funding Request: FHWA Emergency Relief (ER) funding.
  • Funding is essential: The counties cannot afford the repair without federal or state aid.

Alternatives

  • Upper Hoh Road washout (from the same storm event) was repaired using an emergency funding commitment of $623,000 from Governor Bob Ferguson’s Strategic Reserve Fund, plus $27,000 in private donations.

Community Input

  • A joint meeting with Jefferson and Grays Harbor County Commissions discussed the need for the letter on May 5, 2025.
  • Attendees included commissioners from both counties, Grays Harbor County Administrator Sam Kim, Jefferson County Public Works Director Monte Reinders, and Assistant Public Works Director Eric Kuzma.

Timeline

  • Late 2024: Significant storm caused the washout.
  • Shortly after the event: Detailed Damage Inspection Report submitted to WSDOT/FHWA.
  • 2025-05-05: Joint meeting held between Jefferson and Grays Harbor County Commissions.
  • 2025-05-12: Agenda date for Jefferson County BoCC to approve and sign letters.
  • 2025-05-13: Grays Harbor Board of Commissioners scheduled to approve and sign the letters.
  • June - September 2025 (planned): Olympic National Park North Shore Road closure exacerbating access issues.

Next Steps

Approve and sign both attached letters requesting emergency funding.

Sources

  • Monte Reinders - Public Works Director (Jefferson County)
  • Eric Kuzma - Assistant Public Works Director (Jefferson County)
  • Sam Kim - County Administrator (Grays Harbor County)
  • Jay Drye - Local Programs Director (WSDOT Local Programs)
  • Ralph Rizzo - Division Administrator (FHWA Washington Division)
  • Governor Bob Ferguson (Recipients of CC)
  • Georgia Miller, Rick Hole, Vicki Raines - Grays Harbor Board of County Commissioners
  • Olympic National Park (Cited visitation figures)

Upper Hoh Road Emergency Repair Change Order

Topic Summary

The Department of Public Works requests approval for Change Order No. 1 to the contract with Seton Construction for the Upper Hoh Road emergency repair (MP 9.8-9.9). The change order is purely administrative, formalizing actual final quantities of bid items used during the project, resulting in a net increase of $46,284.97 to the total contract amount.

Key Points

  • The contract covers the repair and restoration of Upper Hoh Road between milepost 9.8 and 9.9 following a December 2024 flood washout.
  • Change Order No. 1 is necessary to reflect the difference between estimated and actual quantities of existing pay items used.
  • The action formally increases the total contract amount.
  • There is "No Change" to the original contract time.
  • The project utilized $623,000 in emergency funding from Governor Bob Ferguson’s Strategic Reserve Fund and $27,000 in private donations.

Financials

  • Original Contract Amount: $414,432.00
  • Net Change Amount: +$46,284.97
  • Estimated Contract Total After Change: $460,716.97
  • Funding: The project is funded by $623,000 from Governor Bob Ferguson’s Strategic Reserve Fund and $27,000 in private donations.
  • Significant Quantity Changes (Estimated Amount Change):
    • Commercial HMA (Hot Mix Asphalt): +$51,800.00
    • Heavy Loose Riprap: +$12,298.00
    • Rock for Erosion/Scour Cl D (contractor): +$18,700.00
    • Barrier manufacturer Change (Precast Concrete Barrier Type F): +$6,762.00
    • Topsoil Type C: -$12,006.00 (decrease)
    • Commercial HMA price adjustment: -$28,035.00 (decrease)
  • Net Change Calculation: The detailed table shows totaled positive and negative quantity adjustments resulting in the net estimated change of $46,284.97.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-12-00: Flood event caused the washout.
  • 2025-05-06: Contractor (Seton Construction) date of endorsement.
  • 2025-05-12: Agenda date for BoCC execution of Change Order No. 1.

Next Steps

Public Works recommends that the Board execute all three originals of Change Order No. 1 with Seton Construction.

Sources

  • Monte Reinders - Public Works Director
  • Bruce Patterson, P.E. - Project Manager
  • Seton Construction, Inc. (Contractor)
  • Governor Bob Ferguson’s Strategic Reserve Fund (Funding Source)

Periodic Update Grant (PUG) Contract Amendment (Community Development)

Topic Summary

The Department of Community Development seeks approval for Amendment No. 1 to the Periodic Update Grant (PUG) contract with the Washington State Department of Commerce, valued at $350,000. This amendment adjusts the scope of work and budget allocations to enable the County to fully expend the state fiscal year (SFY) funds by the June 30, 2025 deadline, necessitated by a state legislative extension of the overall comprehensive plan update completion deadline to December 31, 2025.

Key Points

  • The amendment is needed because the legislature extended the deadline for the comprehensive plan periodic updates (RCW 36.70A.130) from June 30, 2025, to December 31, 2025.
  • PUG grants are tied to the state fiscal year (SFY 2024 and SFY 2025) and cannot be extended past June 30, 2025.
  • The amendment addresses two core issues:
    1. Changing deliverables for tasks that involve "Final" products (which will not be completed by June 30, 2025) to "Draft" products to allow for timely reimbursement.
    2. Modifying internal task budgets by shifting funds from underspent to overspent tasks to ensure the full grant amount is expended by the SFY deadline.
  • The existing contract provides non-competitive grant funds of $350,000 to assist with the Growth Management Act (GMA) comprehensive plan periodic review, covering two fiscal years evenly (\$175,000 per year).
  • The full scope of work focuses on the GMA periodic review, including updates to Critical Areas Ordinance (CAO), Housing Element data, urban growth area (UGA) zoning (Port Hadlock/Irontdale), tribal outreach, and transportation analysis.

Financials

  • Total Grant Amount (Unchanged): $350,000
  • SFY 2024 Allocation: $175,000
  • SFY 2025 Allocation: $175,000
  • Funds Expended to date: Approximately $257,000 of the $350,000 grant has been requested.
  • Budget Adjustments (SFY 2025 comparison of original to Amendment A-1, selected examples):
    • Draft Critical Areas Ordinance: Changed from $20,000 (draft) + $10,000 (adopted) to $15,000 for Draft CAO updates (D1).
    • FY2025 Comprehensive Plan data/writing: Increased allocation from $30,000 to $67,300 (D2a, D2b, D2c deliverables).
    • UGA review/update: Increased allocation from $20,000 to $30,000 (for D3 deliverables).
    • Draft Transportation Analysis: Increased allocation from $30,000 to $38,000 (D4 deliverable).
    • Adopted Comprehensive Plan amendment: Removed/replaced with Draft deliverables.
  • Staff work is covered by the General Fund.
  • The amendment itself has no net fiscal impact as the total contract amount is unchanged.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2025-06-30: Original deadline for comprehensive plan periodic review (extended to Dec 31, 2025).
  • 2025-06-30: Deadline for expending SFY 2025 PUG funds.
  • 2025-06-30: Anticipated completion date for most amended deliverables (Draft CAO, Comp Plan data, Draft Transportation Analysis).

Next Steps

Approve and fully execute the PUG amended contract (Amendment No. 1).

Sources

  • Josh D. Peters, AICP - Director, Dept. of Community Development
  • Joel Peterson, AICP - Associate Planner
  • Mark McCauley - County Administrator
  • Washington State Department of Commerce - Grantor
  • Ted Vanegas - COMMERCE Senior Planner (Representative)
  • RCW 36.70A.130
  • Washington State Legislature (extended deadline)

Middle Housing Grant (MHG) Contract Amendment (Community Development)

Topic Summary

The Department of Community Development requests approval for Amendment No. 1 to the Middle Housing Grant (MHG) contract with the Washington State Department of Commerce. This amendment revises the scope of work for the final two deliverables to account for the necessary time associated with the ordinance adoption process. Since the original deadlines for "Draft Ordinance" and "Adopted Ordinance" cannot be met within the grant term, the deliverables are being modified to a "Public Engagement Summary" and a "DRAFT Middle Housing Ordinance" to ensure the County can receive the full allocated funds.

Key Points

  • The MHG grant totaled $50,000 from the state (HB 1110 funds) to support preparation and adoption of middle housing policies/codes in the Port Hadlock/Irontdale Urban Growth Area (UGA).
  • "Middle housing" defined by RCW 36.70A.030(26) includes compatible multi-unit buildings (duplexes, townhouses, sixplexes, etc.).
  • Original Deliverable 3 (Draft Middle Housing Ordinance) and Deliverable 4 (Adopted Middle Housing Ordinance) could not be completed prior to the June 15, 2025, grant deadline due to the complex ordinance adoption timeline.
  • The amendment changes Deliverable 3 to a Public Engagement Summary and Deliverable 4 to a DRAFT Middle Housing Ordinance, both due June 15, 2025.
  • The purpose is to overcome timeline constraints to fully expend the grant funds by the grant deadline.
  • Prior deliverables accomplished: Deliverable 1 (Public Engagement Plan) submitted May 2024; Deliverable 2 (Final Code Audit Memo) submitted June 2024.

Financials

  • Total Grant Amount (Unchanged): $50,000.
  • Budget Allocation (Unchanged):
    • Deliverable 1 (Public Engagement Plan): $5,000 (FY1)
    • Deliverable 2 (Final Code Audit Memo): $20,000 (FY1)
    • Deliverable 3 (Public Engagement Summary, Amended): $12,500 (FY2)
    • Deliverable 4 (DRAFT Middle Housing Ordinance, Amended): $12,500 (FY2)
  • There is no fiscal impact, as no additional budget amendment was requested.
  • The grant does not require a county match.

Alternatives

None specified.

Community Input

  • The grant work relies on a Public Engagement Plan (Deliverable 1, completed May 2024) and execution of this plan (Step 3.1) through May 2025.
  • The revised work plan steps include presentations to the Planning Commission and public engagement in early 2025 (Steps 4.1, 4.2).

Timeline

  • 2024-05-31: Original deadline for Deliverable 1 (Public Engagement Plan).
  • 2024-06-30: Deadline for Deliverable 2 (Final Code Audit Memo).
  • 2025-06-15 (Unchanged Deadline): Revised Deliverables 3 and 4 (Public Engagement Summary and DRAFT Ordinance) due to Commerce.
  • 2025-06-30: Grant End Date.

Next Steps

Approve and fully execute the MHG amended contract.

Sources

  • Josh D. Peters, AICP - Director, Dept. of Community Development
  • George Terry - Associate Planner
  • Mark McCauley - County Administrator
  • Anne Aurelia Fritzel - DOH Housing Planning Manager (Commerce Representative)
  • RCW 36.70A.030(26)
  • HB 1110

Executive Search Services Contract Amendment (Prothman Company)

Topic Summary

The County Administrator's Office is requesting approval for Amendment No. 3 to the professional services agreement with Prothman Company for executive search services. This amendment increases the total "not to exceed" contract amount by $15,000, bringing it to a new total of $144,499, to cover the anticipated costs of recruiting a new Community Development Director and ensure sufficient capacity for the remaining term.

Key Points

  • The original agreement was entered into in April 2021 with The Greg Prothman Company (now Prothman Company), initially not exceeding $99,999 for executive search services through 2026.
  • The previous Amendment No. 2 (November 2023) increased the limit by $29,500 to $129,499 to cover the recruitment of a Central Services Director (on an expense-only basis due to turnover within a year) and anticipated costs for a future County Administrator search.
  • The County now needs to recruit a Community Development Director.
  • The additional $15,000 is intended to ensure sufficient unused funds remain due to current outstanding invoices for recent work.
  • Any remaining amount on the agreement will lapse when the agreement expires in 2026.

Financials

  • Previous Total Not to Exceed: $129,499 (per Amendment No. 2)
  • Additional Amount Requested (Amendment No. 3): +$15,000
  • New Total Not to Exceed: $144,499
  • Funding Source: General Fund (Fund # 001-270).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2021-04-05: Original Professional Services Agreement execution.
  • 2022-01-24: Amendment No. 1 approved (increasing limit for Agency Executive search to $25,000).
  • 2023-11-13: Amendment No. 2 approved (increasing total to $129,499).
  • Through April 2026: Term of the contract.

Next Steps

Approve Amendment No. 3 to the Professional Services Agreement with Prothman.

Sources

  • Mark McCauley - County Administrator
  • Sonja Prothman - President, Prothman Company
  • Phillip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Andy Rowlson - Human Resources Manager (Original contract contact)

Professional Services Agreement for Juvenile Detention and Program Services (Kelli Parcher, Inc.)

Topic Summary

Jefferson County Juvenile and Family Court Services seeks approval for a professional services agreement with Kelli Parcher, Inc. for court-involved youth detention and program services. This agreement formalizes services (transportation, GPS monitoring, resource navigation, and evidence-based program facilitation/training) that continue after the discontinuation of the Proctor House alternative detention program, leveraging Ms. Parcher’s expertise in corrections and juvenile justice.

Key Points

  • The previous contract related to The Proctor House program (a five-bed alternative to detention) was terminated, and the Proctor House discontinued.
  • The new agreement reflects services provided outside of detention and utilizes the unique combination of expertise held by Ms. Parcher (20+ years in juvenile justice).
  • Services provided include:
    • Transport of incarcerated juveniles to and from court, jail, detention, and treatment facilities, Monday–Friday, 8 a.m.–5 p.m. (Juvenile Services provides the vehicle, fuel, and maintenance).
    • Management of the GPS home monitoring detention alternative program, VCheck24, including orientation, scheduling, violation notification, and court testimony.
    • Resource navigation and support for juveniles transitioning out of the structured court system (e.g., non-profit, educational, community-based programming).
    • Navigation for youth exiting incarceration or entering their last three months of probation, especially those at risk of homelessness or re-offending.
    • Facilitation and training for State Evidence Based Programs (EBEs): Individual Alternative Choice Training (i-ACT), Mindset, Coordination of Services (COS), and Employment Educational Training (EET).

Financials

  • Total Contract Amount: Not to exceed $80,000 per year (over the full term: \$277,106 total).
  • 2025 (Prorated June 13 – Dec 31): $41,250 (Prorated first month: $3,750; subsequent months $6,250).
  • 2026: $76,332 (12 monthly payments of $6,361.00).
  • 2027: $78,624 (12 monthly payments of $6,552.00).
  • 2028: $81,000 (12 monthly payments of $6,750.00).
  • Funding Sources: Juvenile Services detention budget and Block Grant Funding.
  • Indemnity Clause: The County indemnifies the Contractor for claims arising from the Contractor’s performance, but this indemnity does not cover the Contractor's breach of contract, acts outside the scope of the agreement, or intentional acts causing harm to third parties.

Alternatives

  • The contract is justified as a Sole Source based on Ms. Parcher's unique combination of training and long history in juvenile justice.

Community Input

None specified.

Timeline

  • 2025-06-13: Agreement start date.
  • 2028-12-31: Agreement end date.
  • 2025-05-12: Agenda date for approval.

Next Steps

Approval of this professional service agreement.

Sources

  • Shannon Burns - Director, Juvenile and Family Court Services
  • Kelli Parcher, Inc. (Contractor)
  • Mark McCauley - County Administrator
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • RCW 13.40.570
  • RCW 9A.44

Community Wildfire Protection Plan (CWPP) Consulting Contract Term Extension (SWCA)

Topic Summary

The County Administrator proposes Amendment No. 3 to the Professional Services Agreement (PSA) with SWCA Environmental Consultants, which originally covered the development of the Community Wildfire Protection Plan (CWPP) and subsequent grant application support. This amendment addresses the lack of a defined expiration date in the original agreement by setting a new, finite termination date of June 30, 2026.

Key Points

  • The PSA with SWCA began April 18, 2023, to develop the County's first CWPP and support a subsequent $2.6 million Community Wildfire Defense Grant (CWDG) application.
  • The original contract stated it would continue "until work is done," but is now being amended to expire on June 30, 2026, to add certainty.
  • Funds remain unexpended on the Agreement. These funds may be used if the CWDG application is successful, or alternatively, to prepare a follow-on grant application if the current application fails.
  • This specific amendment (No. 3) focuses only on revising the contract's term and has no direct fiscal impact.

Financials

  • Previous amendments increased the total not-to-exceed amount to $319,956.30 (per Amendment No. 2, July 2024).
  • This amendment has no fiscal impact as it only addresses the termination date.
  • The unexpended funds may be used for current or future grant activities related to wildfire protection.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2023-04-18: Agreement commencement date.
  • 2025-06-30: Proposed contract expiration date.

Next Steps

Approve Amendment No. 3 to the PSA with SWCA.

Sources

  • Mark McCauley - County Administrator
  • SWCA Environmental Consultants (Consultant)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

Microsoft Office 365 Licensing and Implementation

Topic Summary

The Central Services Director requests approval for a critical transition to Microsoft Office 365 licensing across the County, stating the current systems are outdated, insecure, and non-compliant with modern licensing models. The move would enhance security, consolidate communication/collaboration tools (Teams, Outlook), and improve accessibility. The initial subscription cost for 380 licenses is \$141,975.60 per year, partially offset by an \$80,000 grant, requiring a supplemental appropriation for the remainder of the first year's cost.

Key Points

  • Current Issues: Outdated hybrid system (Exchange Online, volume Word/Excel licenses), security vulnerabilities, operational disruptions, reliance on separate licensed solutions (Zoom, Netmotion VPN), and non-transferable licenses.
  • Mandate: Microsoft has retired the volume licensing program, necessitating the transition to subscription-based Microsoft 365 (e.g., G3 License model).
  • Benefits of Transition: Improved communication (Teams, Outlook), ability to access files from any device/location (cloud storage), enhanced security (Defender, strong encryption), and compliance assurance.
  • Savings/Efficiency Gains: The move allows elimination of approximately \$24,000 in redundant Microsoft licenses and \$15,000 in unused Netmotion licenses, plus most Zoom/GoTo licenses.
  • Productivity Gain: Estimated saving of about 1.5 hours per FTE per week using collaborative tools (equivalent to approximately 26,800 hours annually, based on 2024 EOY staffing).
  • Licensing Model: Recommends the G3 licensing model.
  • Future Cost Allocation: Recurring annual costs of \$141,975.60 will be factored into the IT cost allocation model for departments starting in Year 3.

Financials

  • Annual Recurring Cost (380 licenses): \$141,975.60
  • Year 1 Implementation Funding Breakdown:
    • Grant Received: \$80,000 (from Secretary of State; reimbursement required after funds are expended)
    • Remaining Cost (Proposed Supplemental Appropriation): \$61,975.60 (to be paid by General Fund)
  • Annual Recurring Cost (Year 2 onward): \$141,975.60 (offset by eliminated licenses and subscriptions).
  • Current Total Annual Costs for similar functions: $\sim$ $62,000 (\$24,000+\$16,000+\$22,000)$
  • A special appropriation is required immediately to avoid losing the grant funding.

Alternatives

None specified. Transition is framed as mandatory due to Microsoft volume license retirement.

Community Input

None specified.

Timeline

  • Implementation: Migration from ESET to Microsoft Defender is included in the timeline. Netmotion licenses will be removed.
  • Year 1: 2025 (Initial subscription licensing and implementation).
  • Year 2: 2026 (Continued licensing).
  • Year 3 and Beyond: 2027 onward (IT cost allocation model fully utilized).

Next Steps

The Board is asked to commit to approving a supplemental appropriation for the remaining $61,975.60 to cover the first year's service cost, allowing the County to proceed with the G3 licensing model using the $80,000 grant.

Sources

  • Shawn Frederick - Central Services Director
  • Mark McCauley - County Administrator
  • Secretary of State (Grantor)

Update to Growth Management Act (GMA) Periodic Update Grant

Topic Summary

The Department of Community Development requests approval for Amendment No. 1 to the Periodic Update Grant (PUG) contract, originally valued at $350,000, with the Department of Commerce. This amendment revises the project schedule and deliverables, substituting final work products with draft versions to ensure the full expenditure of state fiscal year (SFY) funds by the June 30, 2025, deadline, as the comprehensive plan review deadline itself was legislatively extended.

Key Points

  • The state legislature extended the deadline for the GMA periodic update for Comprehensive Plans from June 30, 2025, to December 31, 2025.
  • Because the PUG funds (totaling $350,000, split $175k/year for SFY24/SFY25) cannot extend beyond the state fiscal year end (June 30, 2025), two changes are implemented:
    1. Deliverables requiring final adoption (e.g., Adopted Critical Areas Ordinance, Adopted Comprehensive Plan) are changed to Draft versions (e.g., Draft Critical Areas Ordinance updates to Chapter 18.22, Draft Comprehensive Plan Elements).
    2. Budget allocations are shifted between tasks to recover all available grant funds before the deadline.
  • The work focuses on various aspects of the GMA update, including CAO amendments, housing analysis, UGA zoning review (Port Hadlock/Irontdale), tribal outreach, and transportation technical analysis. Specifically, deliverables include:
    • Draft Critical Areas Ordinance updates ($15,000, SFY 2025).
    • Draft goals and policies public outreach materials/Draft Comprehensive Plan Elements/CFP Technical appendix (\$67,300, SFY 2025).
    • Draft Transportation Technical Appendix (\$38,000, SFY 2025).

Financials

  • Total Grant Amount (Unchanged): $350,000.
  • SFY 2025 Allocations (Revised): $175,000.
  • Funds Requested to Date: Approximately $257,000 of the total $350,000 grant.
  • The amendment seeks to fully expend the remaining funds before June 30, 2025.
  • Staff work on the project is borne by the General Fund budget.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2025-06-30: Deadline for spending all PUG funds (SFY 2025 end date).
  • 2025-12-31: Extended deadline for comprehensive plan periodic updates per new state legislation.

Next Steps

Approve and fully execute the PUG amended contract (Amendment No. 1).

Sources

  • Josh D. Peters, AICP - Director, Dept. of Community Development
  • Joel Peterson, Associate Planner
  • Mark McCauley - County Administrator
  • Washington State Department of Commerce - Grantor
  • RCW 36.70A.130(5)
  • Ted Vanegas - COMMERCE Senior Planner

Good Practice Certification for County Roads (CRAB)

Topic Summary

Jefferson County is recognized by the County Road Administration Board (CRAB) for operating in compliance with the Standards of Good Practice for 2024. This annual certification, required by state law (RCW 36.78.090), guarantees the County's continued eligibility to receive its monthly state gas tax allotment from the State Treasurer.

Key Points

  • The certification confirms the County's reasonable compliance with state law relating to county road administration and with the Standards of Good Practice formulated and adopted by CRAB for 2024.
  • Compliance is determined by an analysis of annual certification questionnaires (WAC 136-04) and reports filed with DOH or CRAB.
  • The certification assures the continued distribution of the County's monthly state gas tax allotment.
  • CRAB Standards of Good Practice cover areas including: Maintenance Management, Priority Programming Procedures, Six-Year Programs, Bridge Inspection, Pavement Management, Traffic Law Enforcement Expenditures, Accommodation of Utilities, and County Accident Reports.
  • All 39 Washington counties were found to be in compliance with RCW 36.78.090 and National Bridge Inspection Standards (NBIS).
  • Only 38 of 39 counties submitted required documentation by the April 1st deadline, but the missing county complied soon after and was deemed in "reasonable compliance." (Note: This fact suggests the CRAB resolution applies broadly but names Jefferson in the successful outcome).

Financials

  • None specified directly in the request, but the outcome ensures continued receipt of the monthly state gas tax allotment.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024: Calendar year covered by the certification.
  • 2025-05-01: Date the CRABoard adopted the Certificate of Good Practice resolution.

Next Steps

The Board of County Commissioners is recommending to publicly present the Certificate of Good Practice to Monte Reinders, Director of Public Works.

Sources

  • Monte Reinders - Public Works Director
  • Mark McCauley - County Administrator
  • Rob Coffman - Chair of the CRABoard (2025-002 Resolution)
  • Jane Wall - CRAB Executive Director
  • RCW 36.78.020, RCW 36.78.090, WAC 136-04-050

Generated On: 2025-11-06 17:16:39.711562-08:00 By: google/gemini-2.5-flash-preview-09-2025 running on https://openrouter.ai/api/v1/