PACKET: Commissioners Meeting at Mon, May 19, 09:00 AM

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Conservation Futures Fund Citizen Oversight Committee Funding Recommendations for 2025

Topic Summary

The Conservation Futures Fund Citizen Oversight Committee (CFF Committee) has presented its unanimous recommendation to fully fund all three conservation project applications received for the 2025 cycle. The projects—Deerfoot Forest (Jefferson Land Trust), Toandos Forest Acquisition and Restoration (Northwest Watershed Institute), and Upper Yarr Creek Protection (Northwest Watershed Institute)—collectively requested $230,500, which is less than the $323,200 available allocation. The CFF Committee recommends approval to preserve critical open spaces, headwaters, and wildlife corridors in line with the County's Comprehensive Plan objectives.

Key Points

  • Three applications were received for 2025 Conservation Futures funding: Deerfoot Forest, Toandos Forest Acquisition and Restoration, and Upper Yarr Creek Protection.
  • The total amount requested ($230,500) is less than the total funds available ($323,200).
  • The CFF Committee unanimously recommended fully funding all three projects at their requested amounts.
  • Projects are funded through Conservation Futures tax levy collections, authorized under RCW 84.34.230, intended to retain community character and preserve open space from development.
  • The CFF Committee toured the sites on March 11th and reviewed sponsor presentations on April 1st.
  • Two projects, Upper Yarr Creek and Deerfoot Forest, scored below the 70% cutoff mandated by the Program Manual for automatic funding, but the Committee voted to recommend them based on their significant conservation values.
  • Deerfoot Forest was deemed an "ecological island" with hydrologic value for two protected watersheds (Donovan Creek and Tarboo Creek).
  • Upper Yarr Creek, though small, is adjacent to a larger preserve and its protection is critical to prevent disturbance potentially compromising downstream salmon habitat restoration.
  • Public Health will separately request that the BoCC hold a public hearing to make final funding determinations.

Financials

  • Total CFF funds available for 2025 projects: $323,200
  • Total requested CFF funding: $230,500
  • Deerfoot Forest (JLT): Requested acquisition funding $98,000 + O&M funding $12,000 = Total $110,000. (JLT provides 51% matching funds).
  • Toandos Forest (NWI): Requested acquisition funding $76,000 + O&M funding $18,500 = Total $94,500. (NWI provides 50% matching funds).
  • Upper Yarr Creek (NWI): Requested acquisition funding Total $26,000. (NWI provides 50% matching funds; no O&M requested).
  • Costs for the presentation are negligible.

Alternatives

  • None specified.

Community Input

  • None present.

Timeline

  • 2025-03-11: CFF Committee members toured project sites.
  • 2025-04-01: CFF Committee meeting where Sponsors presented projects.
  • 2025-04-22: CFF Committee reviewed scoring data and voted on recommendations.
  • In the coming weeks: Public Health will request the BoCC hold a public hearing on the applications and make funding determinations.

Next Steps

Public Health recommends the BoCC review the applications, hear the CFF Committee Chair's presentation, and ask questions. A public hearing for official funding determination will be scheduled subsequently.

Sources

  • Joanne Pontrello - Chair, Conservation Futures Fund Citizen Oversight Committee
  • Michael Dawson - Water Quality Manager, Environmental Public Health
  • Tami Pokorny - Natural Resources Program Manager
  • Ron Rempel - CFCOC Vice Chair
  • Tressa Linquist - Environmental Health
  • RCW 84.34.230 - Conservation futures tax levy collections

Toandos Forest Acquisition and Restoration (NWI)

Topic Summary

The Northwest Watershed Institute (NWI) proposes acquiring and restoring a 6.38-acre parcel, the "Hough Property," on Toandos Road within the boundaries of the Dabob Bay Natural Area. The project aims for permanent protection of this critical inholding, which adjoins state protected lands on three sides, by conducting a fee simple purchase and subsequent cleanup, demolition of existing structures, and forest restoration. The parcel is currently zoned and used for residential purposes and is threatened by residential development if conservation funding is not secured by the summer of 2025.

Key Points

  • The project involves the fee simple acquisition of a 6.38-acre parcel (APN 701-153-003) at 1125 Toandos Road, Quilcene.
  • The property is fully contained within the approved boundaries of the Washington State’s Dabob Bay Natural Area and adjoins state protected lands on three sides.
  • Current use is residential (existing residence, cabin, trailers, debris, and septic system on site). Current zoning is 1 per 5 acres.
  • NWI plans cleanup and restoration as match, including removal of all residential impacts, road decommissioning, and planting native trees.
  • Top objectives include: 1) protecting the stream/wetland corridor of the Tarboo-Dabob Bay watershed, 2) conserving uplands for sustainable forestry, and 3) preserving lands within the Dabob Bay Natural Area.
  • Conservation values are considered "extremely high" relative to the funds requested due to the property being a key inholding that supports wildlife connectivity and protects downstream water quality in Discovery Creek (a salmon spawning stream).
  • Proposed long-term uses include ecologically-based selective commercial timber harvest to restore older forest structure, and a walking trail system for supervised public education tours.
  • The project provides habitat for State and Federal species of concern, including the Western toad and Pileated woodpecker, and contributes to the wildlife corridor frequently used by cougars and bear.
  • A Navy REPI restrictive easement to prevent development is also proposed.
  • NWI is requesting approval from Jefferson County to purchase the property by June 30, 2025, and then re-record the Statutory Warranty Deed later in the summer to include the required County deed restriction and Navy REPI easement language.

Financials

  • Total CFF Request: $94,500
  • Acquisition Request: $79,500 (Note: Budget item lists $70,000)
  • O&M Request: $15,000
  • Total Project Cost: $189,000
  • Matching Funds/Resources: $94,500 (50% match)
  • Navy REPI easement: $65,000 (Commitment approved, available 2025)
  • NWI Donations: $29,500 (Commitment approved, available 2025)
  • Estimated or Appraised Value of Property: $145,000 (Based on restricted appraisal dated February 26, 2025)
  • Assessed value (APN 701-153-003): $124,257
  • Budget Breakdown:
  • Hough Property - Fee Simple: $145,000 (CF: $70,000, Match: $75,000)
  • Acquisition Related Costs (Appraisal/Closing): $6,000 (CF: $6,000, Match: $0)
  • O&M Costs (Cleanup/Restoration): $30,000 (CF: $15,000, Match: $15,000)
  • Project Management/Admin: $8,000 (CF: $3,500 for Acq., $4,500 for O&M; Match: $4,500)
  • Total Acquisition Cost (including related costs excluding O&M P&M): $154,500 (CF: $79,500, Match: $75,000)
  • Total O&M Cost (including O&M P&M): $34,500 (CF: $15,000, Match: $19,500)

Alternatives

  • None specified.

Community Input

  • Port Gamble S'Klallam Tribe: Recognizes the property's importance for preserving, restoring cultural resources, and supporting native plants for cultural uses and ceremonies.

Timeline

  • 2025-02-25: Application approved by NWI's legally responsible body.
  • 2025-02-26: Restricted appraisal completed.
  • 2025-06-30: Deadline for NWI to purchase the property under agreement with the landowner; otherwise, it will be sold for residential development.
  • 2025-10: NWI supporter (interim buyer) will sell the property to NWI for the same price if needed for grant funding clearance.
  • 2025-11: Demolition and removal of structures/junk (proposed).
  • 2027-06: Planting, weed control, Stewardship, and forest management plan completion (proposed).

Next Steps

The CFF Committee recommends full funding approval by the BOCC. NWI is seeking county approval for an alternate purchase method to comply with the Conservation Futures manual, allowing NWI to purchase the property in June 2025 and be reimbursed later.

Sources

  • Peter Bahls - Executive Director/Conservation Biologist, Northwest Watershed Institute (NWI)
  • Chad Johnson - SH&H Appraisal (Appraiser)
  • Laura Price - Cultural Resources Director, Port Gamble S'Klallam Tribe
  • Dylan Bergan - Wildlife biologist, Point No Point Treaty Council
  • Named Species Data Sources: WDFW fish distribution mapping, NWI survey data, Willamette Valley-Puget Trough-Georgia Basin Ecoregional Assessment

Upper Yarr Creek Protection (NWI)

Topic Summary

Northwest Watershed Institute (NWI) seeks permanent protection for a small, 1.03-acre parcel on Upper Yarr Creek, a tributary to Tarboo Creek. The acquisition, which NWI purchased in 2023 to prevent adverse residential development, is necessary to permanently conserve critical stream and riparian habitat. The parcel is integral to downstream water quality and salmon habitat protection, directly linking to the NWI's Tarboo Wildlife Preserve.

Key Points

  • The project covers 1.03 acres of critical stream and riparian habitat along Upper Yarr Creek (APN 801-293-003).
  • NWI purchased the property in 2023 for $37,000 to prevent development that threatened water quality and downstream salmon habitat in Yarr Creek and Tarboo Creek.
  • The property adjoins permanently conserved forestlands (Leopold-Freeman Forests) and is upstream of NWI's Tarboo Wildlife Preserve.
  • The property is comprised mostly of critical habitat, riparian forest, and steep slope ravines.
  • Conservation values include: protection of high-quality riparian habitat (a WDFW Priority Habitat), protection of water quality and instream flow for anadromous fish (coho salmon, cutthroat trout), and maintaining connectivity to conserved lands.
  • NWI requests reimbursement funding and approval to record the County's required deed restrictions retrospectively, either by NWI re-recording the SWD or by engaging an interim buyer-reseller process.
  • Planned uses include use as a supervised field trip site for NWI's education programs and public access by prior permission for hunting, berry picking, and mushroom picking.
  • Forest management will include non-commercial activities like weed control and planting to restore older forest habitat.

Financials

  • Total CFF Request: $26,000 (Acquisition only; no O&M funding requested)
  • Total Project Cost: $52,000
  • Matching Funds/Resources: $26,000 (50% match required)
  • NWI Land Match: $20,000
  • NWI Labor Donation: $6,000
  • Estimated or Appraised Value of Property: $40,000 (Based on 2023 purchase price of $37,000 plus increase since then).
  • Acquisition Related Costs (Deed recording/legal/appraisal): $8,600
  • Total O&M Cost (Stewardship Plan): $3,400 (Covered by NWI labor donation match)
  • Assessed value (APN 801-293-003): $34,125

Alternatives

  • NWI presented two methods for securing the required deed restriction language post-purchase, noting that current Conservation Futures Manual requirements do not prohibit reimbursement for properties already purchased by the conservation organization.

Community Input

  • Port Gamble S'Klallam Tribe: Recognizes the property's importance as an accessible site for Tribes to pass on traditions of sustainable gathering of forest plants for cultural purposes and ceremonies.

Timeline

  • 2023: NWI purchased the property.
  • 2025-02-28: Compliance and Risk Monitoring form signed by Subrecipient.
  • 2025-08: Target date for acquisition (reimbursement/recording deed restriction) of NWI Upper Yarr Creek property.
  • 2025-09: Stewardship Plan completion.

Next Steps

The CFF Committee recommends full funding approval by the BOCC. NWI needs county approval for reimbursement toward the appraised value and a mechanism (re-recording the deed or utilizing an interim buyer) to implement the required county deed restriction.

Sources

  • Peter Bahls - Executive Director/Conservation Biologist, Northwest Watershed Institute (NWI)
  • Patricia Beathard - Superintendent, Brinnon School District, No. 46 (listed as signing Compliance form)
  • Laura Price - Cultural Resources Director, Port Gamble S'Klallam Tribe
  • Matt Mahan - Panthera project (tracked cougar activity near the site)
  • Named Species Data Sources: WDFW fish distribution mapping, NWI survey data, Willamette Valley-Puget Trough-Georgia Basin Ecoregional Assessment

Deerfoot Forest Conservation Easement (JLT)

Topic Summary

Jefferson Land Trust (JLT) proposes placing a conservation easement on the 36.9-acre Deerfoot Forest property in Quilcene, owned by the Hubbard family. The easement will permanently protect the mature, diverse second-growth forest, forested wetlands, and headwaters of both Donovan Creek and Tarboo Creek. The project's main goal is ecological enhancement, preventing fragmentation, clear-cutting, future residential development, and ensuring the property continues its transition toward old-growth characteristics as a wildlife corridor.

Key Points

  • Involves securing a conservation easement on two parcels (36.9 acres total) at 11500 Center Rd, Quilcene (APNs 701052002 and 701052011).
  • The easement will extinguish one remaining development right on the southern parcel and prohibit further development or conventional/clear-cut forest management.
  • The property contains headwaters of Donovan Creek and Tarboo Creek and seasonal/perennial forested wetlands, offering hydrologic protection to the lower watersheds.
  • The easement protection is intended to maintain the property as a wildlife corridor, which is critical due to large clearcuts occurring on adjacent neighboring parcels (which include commercial timber companies and DNR Forest Board lands).
  • The existing infrastructure (two residences, wells, barn, outbuildings) will remain and be confined within one "building envelope" defined in the easement.
  • The property has been naturally regenerating since its last logging operation around 1920.
  • JLT uses a DNR forester-updated forest management plan promoting health, diversity, and resilience as a guide for the Stewardship Plan.
  • The property is identified as a Highly Resilient Terrestrial Biodiversity Area by JLT's Climate Resiliency Spatial Conservation Planning study.
  • Western toads (State Candidate, Federal Species of Concern) have been sighted on the property.

Financials

  • Total CFF Request: $110,000
  • Acquisition Request (Easement): $98,000
  • O&M Request: $12,000
  • Total Project Cost: $224,000
  • Matching Funds/Resources: $114,000 (51% match)
  • Navy REPI (or bargain sale): $114,000
  • Estimated Easement Acquisition Value: $180,000
  • Assessed Value of Parcels: $469,479 (701052002) and $82,905 (701052011)
  • Budget Breakdown (Estimated):
  • Easement Acquisition: $180,000 (CFF: $75,000, Match: $105,000)
  • Land acquisition related costs (appraisal, survey, etc.): $24,000 (CFF: $15,000, Match: $9,000)
  • Project management, admin, legal fees: $8,000 (CFF: $8,000, Match: $0)
  • O&M: $12,000 (CFF: $12,000, Match: $0)

Alternatives

  • Alternative property owner action: Landowners previously reserved the right to sell off the second parcel for medical costs, a threat that will be mitigated by the conservation easement and consolidation of the property into a single tract.

Community Input

  • Landowners (Penney Hubbard and her husband): Support maintenance, preservation, and enhancement of the diverse second growth forest as a "forest garden" for native plants, wildlife, human recreation, and enjoyment. Landowners intend to design walking trails and visitor infrastructure such as benches and a gazebo.

Timeline

  • 2024-02-20: Application approved by JLT's legally responsible body.
  • 2026/Early 2027: Target period for permanent protection with conservation easement and Navy REPI restrictive easement.
  • Within 12 months of closing on the easement: JLT must develop the final Stewardship Plan (per Land Trust Alliance Standards).

Next Steps

The CFF Committee recommends full funding approval by the BOCC. The project requires the BOCC's support to proceed toward securing the Navy REPI and completing the transaction.

Sources

  • Sarah Spaeth - Director of Conservation & Strategic Partnerships, Jefferson Land Trust (JLT)
  • Penney Jo Ewing Hubbard - Property Owner/Hubbard Center Road LLC
  • Olympic Cougar Project (Panthera nonprofit organization) - tracked cougar activity on the property.
  • Washington DNR forester (consulted on landowners' forest management plan)
  • Willamette Valley—Puget Trough—Georgia Basin Ecoregional Assessment (Floberg et al. 2004)
  • Jefferson Land Trust Conservation Plan (2010), Land Trust Alliance Standards and Practices

Youth, Cannabis and Commercial Tobacco Prevention Program - Brinnon Run Club

Topic Summary

Jefferson County Public Health (JCPH), Community Health Division, requests approval of a subrecipient agreement for $1,000 with the Brinnon School District, No. 46. The agreement is federally and state-funded through the Youth Cannabis and Commercial Tobacco Prevention Program (YCCTPP) and is intended to develop and implement protective factor strategies to prevent and reduce youth tobacco, vapor, and marijuana use through the establishment of a "Brinnon Run Club."

Key Points

  • The agreement term is short, running from May 1, 2025, through June 30, 2025.
  • The objective is to retain the Brinnon School District to implement programs that provide protective factors for youth against tobacco and marijuana use.
  • The specific activity is the "Brinnon Run Club," which involves students continuing a running program, runs tracked with software, attending a 5K Fun Run (Strawberry Short Cake 5k in Olympia) on June 14, 2025, and awards ceremonies.
  • Running, running games, and activities are scheduled 3-4 days per week through the end of the school year.
  • The Subrecipient (Brinnon School District) is required to complete monthly reporting and a final report and presentation by June 30, 2025.
  • Subrecipient certifies that the Project outcomes will be presented at one Olympic Prevention Partnership meeting or one CPWI Coalition meeting.

Financials

  • Total contract expenditure amount: $1,000
  • Funding source: Fully funded by JCPH through regional funding received from the Washington State Department of Health (YCCTPP, Agency Contract N-22-028-A3 KPHD 2262).
  • Budget Breakdown (estimated for $1,000 award):
  • Entry fees for races: ~$500 (Assumes 1 run, 12 kids, $40 each)
  • Food after fun run: $150 (for team and parent helpers)
  • Team Party: $100 (End of season celebration)
  • Awards and running gear: $250
  • Staffing/Transportation/Club t-shirts/Snacks for club days: Not charged to $1,000, provided by Reynolds or noted as NA (Staffing cost).

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2025-05-01: Agreement term begins; Students continue running program.
  • 2025-06-14: Strawberry Short Cake 5k fun run in Olympia.
  • 2025-06-30: Agreement term ends; Final report and presentation due.

Next Steps

JCPH management requests approval of the Subrecipient Agreement. Upon final execution of the agreement, the County shall disburse the awarded $1,000 mini-grant funds to the Subrecipient.

Sources

  • Apple Martine - Public Health Director
  • Denise Banker - Community Health Director
  • Patricia Beathard - Superintendent, Brinnon School District, No. 46
  • Laura Tucker - YCCTPP (Contact for JCPH notices)
  • Washington State Department of Health - Youth Cannabis and Commercial Tobacco Prevention Program (YCCTPP)

Interlocal Agreement Amendment for Household Hazardous Waste Services

Topic Summary

Jefferson County's Public Works Department is requesting approval of Amendment No. 1 to the Interlocal Agreement (ILA) with Kitsap County for Residential Household Hazardous Waste (HHW) disposal. The amendment extends the temporary fee-free HHW service for Jefferson County residents at Kitsap County facilities, increases the total contract compensation to cover the additional term, and anticipates the opening of a new Kitsap facility in early 2026.

Key Points

  • The original ILA became effective on May 1, 2023 (for cost reimbursement purposes), and had a term through April 30, 2024 (Original contract date says June 24, 2024).
  • The amendment extends the ILA term through June 30, 2026, with an option for one additional one-year extension.
  • The service allows Jefferson County residents to dispose of HHW fee-free at the Kitsap County Moderate Risk Waste Facility (MRWF) in Bremerton, as Jefferson County closed its own MRWF in September 2022.
  • A new North Kitsap County MRWF is anticipated to open in the Kingston area in early 2026 and will also be available to Jefferson County residents under this agreement.
  • Jefferson County agrees to reimburse Kitsap County $55.00 per documented Jefferson customer (at rates set for small quantity generator customers in Resolution 052-2022).
  • Jefferson residents must schedule an appointment and contact Jefferson County first; the service supplements, but does not replace, Jefferson’s ongoing periodic mobile HHW collection events.

Financials

  • The amendment increases the total compensation limit to not exceed $27,500.00.
  • The agreement stipulates a maximum payment of $13,750.00 per year (for 250 total customers) unless approved in advance in writing.
  • The previous annual limit was $10,000.00.
  • Funding source: Program costs are budgeted for in the Solid Waste Fund budget ($13,750.00 annually).
  • Expenditure Munis Obj: 401000010.5373041

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2022-09: Jefferson County ceased operation of its Moderate Risk Waste Facility.
  • 2023-05-01: Effective date of cost reimbursement for the original ILA.
  • 2026-Early: Kitsap County anticipates opening a new North Kitsap County MRWF near Kingston.
  • 2026-06-30: Term of the amended agreement expires.

Next Steps

Public Works staff recommends the Board of County Commissioners approve the Contract Amendment with Kitsap County.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Al Cairns - Solid Waste Manager, Public Works
  • Christopher Piercy - Solid Waste Senior Maintenance & Operations Manager, Kitsap County (Administrator of Agreement for Kitsap Cty)
  • RCW 39.34 - Authorizes Interlocal Agreements.

Courthouse Elevator Modernization Project Call for Bids

Topic Summary

Jefferson County Central Services requests approval to issue a Call for Bids for the modernization of the Jefferson County Courthouse Elevator (Project Bid No. 30120545). The project is crucial to bring the elevator into compliance with current seismic codes, improve fire and life safety systems, reduce energy use, enhance reliability, and prevent unexpected downtime caused by the difficulty of finding replacement parts for the obsolete control system.

Key Points

  • The existing elevator is nearing the end of its expected mechanical life and uses an outdated control system with limited replacement parts available.
  • Modernization must achieve compliance with current seismic code.
  • The project includes replacing, refurbishing, or retaining mechanical and electrical components to improve reliability, fire/life safety, decrease waiting time, and reduce energy consumption.
  • The Scope of Work includes a comprehensive list of required upgrades, such as a TAC32T Controller, Seismic Operation/Counterweight Derailment features, Regen Disable for Emergency Power, and a Rope Gripper Model 626.
  • The contractor is responsible for managing all subcontractors (Engineering, Electrical, HVAC, Fire System Alarm, etc.) to provide a turn-key product.
  • Contractors are required to submit their proposed schedule/timeline in calendar weeks, with work explicitly required to be completed prior to June 1, 2026.
  • There is a penalty of $100 per day compensation to Jefferson County for late completion.
  • A mandatory on-site visit is required to bid on the project, scheduled for May 29th and 30th.
  • The bid document must include scope of work, schedule, warranty (1-year minimum), preventative maintenance plan option, working hours, total cost including 9.4% tax, and a list of exclusions (work not included and equipment provided by the County).
  • Bids must be accompanied by a surety bond equal to 5% of the bid amount.

Financials

  • The estimated cost for the complete modernization is $450,000.
  • The total bid amount submitted by contractors must include 9.4% tax.
  • Winning contractors must file an acceptable Project Surety bond in the amount of 100% of the contract price.
  • Preventative Maintenance Program options must be included in the bid proposal, detailing service and associated monthly, quarterly, or yearly cost recommendations.

Alternatives

  • None specified. (The document implies failure to modernize will result in mechanical failure, downtime, and compliance issues).

Community Input

  • None specified.

Timeline

  • 2025-05-19: Agenda date; Proposed approval of Call for Bids.
  • 2025-05-21: Advertising begins (proposed).
  • 2025-05-29 & 2025-05-30: Mandatory on-site visit dates.
  • 2025-06-11: Deadline for submitting questions to Central Services.
  • 2025-06-16 (2:00 PM): Deadline for sealed bids; Bids opened publicly shortly thereafter.
  • 2026-06-01: Deadline for work completion (must be prior to this date).

Next Steps

The Board is requested to approve and sign the attached Call for Bids to allow Central Services to begin advertising immediately (May 21st).

Sources

  • Shawn Frederick - Central Services Director
  • Mark McCauley - County Administrator
  • Matthew Court - Central Services (Contact for on-site visit sign up and questions)
  • Title VI of the Civil Rights Act of 1964 (Disadvantaged Business Enterprise provisions)

Changes to PHUGA Grinder Pump Installation Contract (Phase 4 - Stage 1)

Topic Summary

The Public Works Department recommends authorizing Change Order No. 2 with Strider Construction for the Phase 4 - Stage 1 On-site Grinder Pump Installation for the Port Hadlock Utility and Government Area (PHUGA) project. This change order is necessary to incorporate several adjustments, including upgrading standard grinder pumps to explosion-proof pumps, altering tank types, and adding risers for grease interceptors, resulting in a contract cost increase and an extension of the contract time.

Key Points

  • The change order modifies the contract with Strider Construction of Bellingham, Washington.
  • Substantive changes include:
    • Change from standard grinder pumps to explosion-proof grinder pumps.
    • Increase in electrical costs related to installing the explosion-proof pumps.
    • Change in grinder pump tank type.
    • Added risers for the grease interceptors.
  • The contract time is increased by 9 days, extending the duration from 136 to 145 working days.
  • Deleted items include various Type 1, 2, and 4 Grinder Pump Assemblies and Type 1 Manholes.
  • Added new bid items include Bollard – COP 01 and Type 2 Grinder Pump Assembly with Precast Concrete Manhole – COP 01.
  • Added non-bid items include: H-30 Hatch, Upgrade to an explosion proof pump (3 units), Existing Sewer Exploration, and Control Panel Size Increase.

Financials

  • Amount of Change Order No. 2: $179,742.11 (Note: This total includes 9.2% sales tax).
  • Original Contract Amount: $2,589,588.87 (incl. 9.1% sales tax)
  • Current Contract Amount (before CO 2): $2,602,680.87 (incl. 9.1% sales tax)
  • Estimated Contract Total After Change: $2,782,422.98 (incl. 9.1% sales tax typo, should follow 9.2%).
  • Subtotal Estimated Net Change (before tax): $164,599.00
  • 9.2% Sales Tax: $15,143.11
  • Funding Source: The project is funded at 100% by a Washington State Department of Ecology combined funding package (Centennial grant, State Revolving Fund (SRF) loan, and SRF forgivable loan).

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2025-05-07: Project Manager recommended approval.
  • 2025-05-12: County Engineer recommended approval.
  • Original Contract Time: 136 working days.
  • New Contract Time: 145 working days (+9 days).

Next Steps

Public Works recommends that the Board authorize Change Order No. 2 with Strider Construction.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Samantha Harper, P.E. - Project Manager
  • Mark McCauley - County Administrator
  • Strider Construction Co., Inc. (Contractor)
  • Washington State Department of Ecology (Funding source)

Ordinance to Revert from Biennial to Annual Budgeting

Topic Summary

The County Administrator recommends approving a Hearing Notice for a public hearing to consider an Ordinance that would repeal Ordinance No. 03-0311-19 and Chapter 3.01 of the Jefferson County Code, thereby officially reverting the County from biennial (two-year) budgeting back to annual budgeting. This decision follows a vote by the County Budget Committee after having promulgated three successive biennial budgets since 2019.

Key Points

  • Ordinance 03-0311-19, adopted in March 2019, established biennial budgeting (JCC Chapter 3.01).
  • After completing three successive biennial budgets, the County Budget Committee voted to revert to annual budgeting.
  • RCW 36.40.250 permits counties with biennial budgets to revert to annual budgets by repealing the enacting ordinance via a properly noticed public hearing.
  • The proposed ordinance explicitly states its purpose is to repeal the 2019 ordinance and the corresponding JCC chapter.
  • The action is classified as categorically exempt from the State Environmental Policy Act (SEPA) under WAC 197-11-800(19).

Financials

  • None specified regarding the workshop/ordinance itself.

Alternatives

  • None specified. (The alternative would be to continue with biennial budgeting.)

Community Input

  • Written testimony is invited starting May 14, 2025, and ending at the close of the Public Hearing.
  • Public participation methods include Zoom, phone (*9 to raise hand), and in-person attendance.

Timeline

  • 2019-03-11: Ordinance 03-0311-19 establishing biennial budgeting adopted.
  • 2025-05-14 & 2025-05-21: Notice of Public Hearing to be published in the official newspaper.
  • 2025-06-02 (10:15 a.m.): Public Hearing set by the BoCC for the ordinance repeal.
  • Immediately upon passage: Effective date of the repealing ordinance.

Next Steps

The Board is recommended to approve the attached hearing notice to meet public notification requirements. The next step is the public hearing and subsequent vote on the ordinance.

Sources

  • Mark McCauley - County Administrator
  • Adiel McKnight - Contact Person for publishing notice
  • RCW 36.40.250 - Statute allowing counties to revert to annual budgeting
  • WAC 197-11-800(19) - SEPA Categorical Exemption reference
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney (approved as to form)

Advisory Council Resignation and Appointments

Topic Summary

The Board of County Commissioners received resignation notices from two advisory bodies: Richard Hull from the Clean Water District Advisory Council (District 3) and Brad Bebout from the Jefferson County Marine Resources Committee (District 1). Simultaneously, the Tourism Coordinating Council (TCC) recommended the appointments of Caitlin Friedman and Steve Shively to fill vacant positions on their board.

Key Points

  • Clean Water District Advisory Council: Richard Hull (District 3) resigned effective after the meeting on May 8, 2025; his term expires February 12, 2028. Michael Dawson (Council Chair) will advertise for the open position.
  • Jefferson County Marine Resources Committee: Brad Bebout (District 1 Representative) resigned on May 7, 2025; his term expires August 3, 2027.
  • Tourism Coordinating Council (TCC) Appointments: The TCC approved the appointments of Caitlin Friedman and Steve Shively on May 13, 2025, for vacant positions. Neither appointee has specified terms listed in the agenda request.

Financials

  • None specified. (The document notes "None" for the workshop on Historical Society, but this section does not address that topic).

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2025-02-15: Richard Hull submitted his resignation from CWDC.
  • 2025-05-07: Brad Bebout resigned from MRC.
  • 2025-05-08: Richard Hull's resignation from CWDC became effective.
  • 2025-05-13: TCC held a special meeting and approved the appointments of Friedman and Shively.

Next Steps

The Board is recommended to accept both resignations and sign the corresponding thank you letters. The Board is also recommended to approve the letters of appointment for Caitlin Friedman and Steve Shively to the TCC.

Sources

  • Wendy Housekeeper - Executive Assistant
  • Mark McCauley - County Administrator
  • Michael Dawson - Chair, Clean Water District Advisory Council (will advertise open seat)

All County Preparedness Day Workshop (June 28, 2025)

Topic Summary

The Board of Commissioners is holding a workshop to receive a briefing and provide guidance on the upcoming "All-County Preparedness Day" event, superseding the former All-County Picnic. The event, planned and executed by The Production Alliance (TPA), is a free community celebration designed to raise awareness, build community resilience, and inspire residents of East Jefferson County to prepare for emergencies, aiming for every resident to be prepared to survive without external access to basic resources for at least three days.

Key Points

  • The event is scheduled for Saturday, June 28, 2025, from 9:00 a.m. to 4:00 p.m. at Finnriver Farm and Cidery in Chimacum, WA.
  • The event is a "first touchpoint" on Emergency Preparedness for many residents, and a "deep dive" for those already prepared.
  • Goals include: raising awareness, providing access to EP resources, building community networks, strengthening partnerships among EP organizations, and skill building.
  • A long-term goal (over the next 5 years) is to inspire every Jefferson County resident to prepare to survive without food, water, and medical care outside their neighborhood (3 days = good, 2 weeks = better, 30 days = best).
  • The event is segmented:
    • Part 1 (9:00 a.m. - 12:00 p.m.): Deep Dive on Emergency Preparedness (Building Networks, Mindset Development, Skill Building).
    • Part 2 (12:00 p.m. - 4:00 p.m.): Emergency Preparedness, Training Party (Resilience Games, Community Booths, Kids preparedness Zone).
  • Partners producing the event include Jefferson County WA, The Production Alliance, Jefferson County Department of Emergency Management, East Jefferson Fire and Rescue, and Neighborhood Preparedness (NPREP).

Financials

  • The workshop has no fiscal impact.

Alternatives

  • None specified.

Community Input

  • None present.

Timeline

  • Early March 2025: Connectivity Summit completed (preceding community event executed by TPA).
  • 2025-06-28 (9:00 a.m. - 4:00 p.m.): All-County Preparedness Day event.

Next Steps

The Board is requested to conduct the workshop, ask questions, and provide guidance to TPA.

Sources

  • Danny Milholland - Director of Operations, The Production Alliance (TPA)
  • Mark McCauley - County Administrator
  • Willie Bence - Emergency Management Director (implicitly, due to involvement of JCDEM)
  • East Jefferson Fire and Rescue
  • NPREP (Neighborhood Preparedness)

Continuity of Operations Planning (COOP) Workshop

Topic Summary

The Department of Emergency Management (DEM) and Central Services Director propose a workshop to gain Board support for developing a County-wide Continuity of Operations Plan (COOP). Although some departments have continuity plans, an overarching program is necessary to maintain critical functions during major disruptions (like natural or man-made disasters, or economic turbulence). The proposed process involves an eight-step planning effort across all departments, starting with a Hazard Vulnerability Analysis (HVA) and prioritizing essential services.

Key Points

  • COOP Definition: Ensures the continued performance of minimum essential functions during a wide range of potential emergencies through plans, procedures, and provision for alternative facilities, personnel, and resources.
  • Goals: Provide vital services, exercise civil authority, maintain public safety, and sustain the economic base during an emergency.
  • Current Status: No single overarching plan exists for the County as a whole.
  • Motivation: Federal changes are significantly impacting grant funding and disaster reimbursement eligibility, and the possibility of a recession looms, making advance planning crucial to manage funding impacts.
  • Proposed 8-Step Process (Draft):
    1. BoCC Workshop (mid-May): Secure buy-in and top-down directive for departmental participation.
    2. Presentation at Electeds/Directors Meeting: Review HVA (from CEMP/HMP process) to outline impact scenarios.
    3. Essential Function Identification and Ranking (RTOs): Departments list critical functions (A=0-2 hrs, B=up to 24 hrs, C=up to 72 hrs, D=1-3 wks, E/F=3+ wks/optional).
    4. Mission Critical Systems/Equipment: Identify resources needed for essential functions (facilities, communication, personnel, records).
    5. Line of Succession/Delegation of Authority (at least three positions deep) and Essential Personnel Identification.
    6. Review and Recovery Strategy: Develop strategies for alternate facilities, system backup, and personnel communication.
    7. Plan Review and Compilation: Final review by Planning Team and ready for BOCC signature.
    8. Training and Information Sharing: Staff training on emergency scenarios and expectations.
  • Average Risk Scores (Based on internal HVA Survey):
    • Natural Hazards: 36%
    • Human Hazards: 28%
    • Highest-Risk Natural Events: Damaging Winds (56%), Earthquakes (47%), Wildfire/Urban Interface (47%).
    • Highest-Risk Human Event: Long-Term Power Outage (44%), Public Health Emergency (40%).

Financials

  • The COOP planning process will be conducted in-house.
  • The total staff time required to complete the COOP is yet to be determined (TBD).
  • The plan is expected to help the County manage potential loss of funding and economic turbulence.

Alternatives

  • None specified.

Community Input

  • None present.

Timeline

  • Approximately mid-May: Step 1—Board of County Commissioner Workshop (briefing and seeking buy-in).
  • Date TBD: Step 2—Presentation at Electeds/Directors Coordination Meeting.
  • Planning cycle: Review and update the finalized COOP plan at least once every two years.

Next Steps

The Board is requested to hold the workshop to consider, approve, and provide support for the COOP planning process.

Sources

  • Willie Bence - Director, Department of Emergency Management (DEM)
  • Shawn Frederick - Director, Central Services
  • Mark McCauley - County Administrator
  • Judy Shepard (to assist with identifying funding for essential personnel in Step 5)
  • California Office of Emergency Services (Standards for RTOs)
  • RCW 42.30.110(1)(i) - Open Public Meetings Act exemption for Executive Session regarding potential litigation

Jefferson County Historical Society: Culture + Heritage Series Workshop

Topic Summary

The County Administrator proposes a partnership with the Jefferson County Historical Society (JCHS) to help fulfill Objective 6.A. of the County’s Strategic Plan, which calls for the celebration of the County's culture, heritage, and diversity. The proposal involves having the JCHS Executive Director, Tara McCauley, or her staff present once a month at a Board of Commissioners meeting to highlight various ethnic groups and their contributions to the community.

Key Points

  • The initiative aligns with Objective 6.A. of the County’s Strategic Plan: celebrating culture, heritage, and diversity through events and programming.
  • The County Administrator approached Tara McCauley, Executive Director of JCHS, who was supportive of the idea.
  • The proposed plan is a monthly presentation at a BoCC meeting focusing on a different ethnic group's contributions.

Financials

  • The workshop and proposed partnership plan have no fiscal impact (no amendment needed).

Alternatives

  • None specified.

Community Input

  • None present.

Timeline

  • The frequency of presentations is proposed as "once a month."

Next Steps

The Board is requested to conduct the workshop, ask questions, and provide guidance on the proposed series.

Sources

  • Tara McCauley - Executive Director, Jefferson County Historical Society
  • Mark McCauley - County Administrator
  • Jefferson County Strategic Plan Objective 6.A.

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