PACKET: Commissioners Meeting at Mon, Jun 16, 09:00 AM

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Oil City Road – Unnamed Tributary Culvert Replacement (MP 6.73)

Topic Summary

The Board is requested to approve a resolution establishing the Oil City Road Unnamed Tributary Culvert Replacement project (County Road No. 134309, MP 6.73). This transportation improvement project is included in the 2025-2030 Transportation Improvement Program (Item No. 26). The project aims to remove a fish passage barrier and improve county road infrastructure by replacing the existing culvert with a new concrete box culvert or bridge. The project is managed and funded primarily by Trout Unlimited.

Key Points

  • The project is listed as Item No. 26 in the adopted 2025-2030 Transportation Improvement Program (TIP).
  • The primary objectives are to remove a fish passage barrier and improve road infrastructure.
  • The existing culvert at Milepost 6.73 will be replaced with a new concrete box culvert or bridge.
  • The project is being funded and administratively managed by Trout Unlimited.
  • Jefferson County's role includes assisting with right-of-way acquisition and coordinating aspects of design and construction.
  • Construction is planned to be managed, contracted, and paid for by Trout Unlimited.
  • The project is being made an official part of the adopted annual road program in accordance with RCW 36.81.130.

Financials

  • Total estimated cost for Jefferson County tasks (right-of-way assistance, design/construction coordination): $9,559.
  • Funding breakdown for County tasks:
    • Trout Unlimited/Coast Salmon Partnership (NOAA): $7,559 (100% funding for Preliminary Engineering and Construction Engineering).
    • County Road Fund: $2,000 (contribution for Right-of-Way costs).
  • Construction cost estimate: $1,400,000 (to be entirely funded by Trout Unlimited).
  • Previous Appropriation: $0.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • None specified.

Next Steps

The Board is requested to sign one original copy of the Resolution creating the County Project.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark Thurston, P.E. - Project Manager
  • Trout Unlimited
  • Coast Salmon Partnership (NOAA)
  • RCW 36.81.130

Oil City Road – Six Mile Creek Culvert Replacement (MP 5.96)

Topic Summary

The Board is requested to approve a resolution officially creating the Oil City Road - Six Mile Creek Culvert Replacement project (County Road No. 134309, MP 5.96). This project is listed in the 2025-2030 Transportation Improvement Program (Item No. 27) and aims to remove a fish passage barrier by replacing the existing culvert with a new bridge or concrete box culvert. The infrastructure improvement is managed and predominantly funded by Trout Unlimited, with the County providing contribution toward right-of-way costs.

Key Points

  • The project is included as Item No. 27 in the adopted 2025-2030 Transportation Improvement Program (TIP).
  • The goal is to remove a fish passage barrier and improve county road infrastructure by replacing the culvert with a new bridge or box culvert.
  • Trout Unlimited is responsible for project funding and management, including design, contracting, and payment of construction costs.
  • Jefferson County will assist with right-of-way acquisition and coordination related to design and construction efforts.
  • The project is being made an official part of the adopted annual road program in accordance with RCW 36.81.130.

Financials

  • Total estimated cost for Jefferson County tasks (right-of-way assistance, design/construction coordination): $13,644.
  • Funding breakdown for County tasks:
    • Trout Unlimited/Coast Salmon Partnership (NOAA): $11,644 (100% funding for Preliminary Engineering and Construction Engineering).
    • County Road Fund: $2,000 (contribution for Right-of-Way costs).
  • Construction cost estimate: $3,820,000 (to be entirely funded by Trout Unlimited).
  • Previous Appropriation: $0.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • None specified.

Next Steps

The Board is requested to sign one original copy of the Resolution creating the County Project.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Mark Thurston, P.E. - Project Manager
  • Trout Unlimited
  • Coast Salmon Partnership (NOAA)
  • RCW 36.81.130

American Legion Emergency Shelter Lease Extension and Terms

Topic Summary

The County Administrator's Office is proposing Amendment No. 1 to the lease agreement with the American Legion - Marvin G Shields Memorial Post 26 for the Jefferson County Emergency Shelter (JCES). The amendment extends the lease term until the end of 2025, converts the agreement to a month-to-month tenancy thereafter until June 30, 2026, and implements a new requirement for the County to establish a system to verify that shelter clients are not convicted sexual predators, subject to landlord approval.

Key Points

  • The amendment extends the current Lease Term from July 1, 2025, until December 31, 2025.
  • Effective January 1, 2026, the lease will convert to a month-to-month basis, continuing until June 30, 2026.
  • The Tenant (County) must provide the JCES operators with a system to verify that clients are not convicted sexual predators; this system requires the Landlord's (American Legion's) approval.
  • The lease governs the basement of 209 Monroe St., Port Townsend, for use as the JCES.
  • Existing lease terms require the County to pay a monthly rent of $1,750, due on or before the 15th of each month.
  • The County is responsible for reimbursing the Landlord for utilities: 75% of water/sewer/garbage/recycle billing, 80% of propane, and 50% of pest control.
  • An original lease (effective July 1, 2024–June 30, 2025) specifies that if the JCES is unoccupied for more than 30 days, the Tenant is not assessed utilities charges.
  • The lease outlines use restrictions, including prohibiting illegal purposes and restricting use to single adults 18 years or older and legally emancipated minors.
  • The County/Tenant is generally responsible for maintenance and repair, especially damage caused by JCES residents.

Financials

  • Monthly rent cost: $1,750.
  • Annualized rent cost (from original lease, July 1, 2024-June 30, 2025): $21,000.
  • Funding source: Non Departmental Fund 270.
  • The Addendum itself is non-financial in terms of increasing the monthly cost, only extending the timeframe.

Alternatives

  • None specified.

Community Input

  • The extension request resulted "as a result of community and housing providers input."

Timeline

  • July 1, 2025: Commencement of extended Lease Term.
  • December 31, 2025: End of fixed extended Lease Term.
  • January 1, 2026: Lease converts to month-to-month basis.
  • June 30, 2026: Proposed final end date of the month-to-month lease term.

Next Steps

The Board is requested to approve the attached Amendment No. 1.

Sources

  • American Legion - Marvin G Shields Memorial Post 26 (Landlord)
  • Carolyn Gallaway - Clerk of the Board
  • Mark McCauley - County Administrator
  • Andrew Ranson - Commander, American Legion
  • Melissa Pleimann - Civil Deputy Prosecuting Attorney

Emergency Shelter Services Contract Amendment (Bayside Housing & Services)

Topic Summary

The County Administrator's Office proposes Amendment No. 1 to the Affordable Housing/Homelessness Grant Agreement with Bayside Housing & Services (Bayside) to increase funding and extend the service contract for the Emergency Shelter. The amendment adds $150,000 to the existing $300,000 grant, resulting in a total of $450,000, and extends the contract term through December 31, 2025, with an option to continue for six additional months into 2026, conditioned on funding availability.

Key Points

  • The original grant agreement, approved on November 18, 2024, by the BOCC, had an amount of $300,000.
  • The Housing Fund Board recommended an additional $150,000 be allocated "to keep the shelter open into 2026."
  • The amendment increases the total payment amount to Bayside Housing & Services to a maximum of $450,000.
  • The contract term is extended from June 30, 2025, to December 31, 2025.
  • The contract may continue for up to six months starting January 1, 2026, contingent upon funding availability, with a 30-day notice required for termination.
  • Bayside operates the shelter pursuant to a Memorandum of Understanding (MOU) with the American Legion Post #26 and the County, and is responsible for providing all labor and services as outlined in the MOU.
  • County payments to Bayside were initially set at $25,000 per month.
  • If Bayside's monthly expenses exceed $25,000, the County Administrator may approve an additional payment up to $10,000 (though the total contract cap cannot be exceeded).
  • Bayside must submit proof of actual expenses by the 15th of each month; failure to do so can result in suspension of 10% of the next monthly payment.
  • The JCES Shelter Rules stipulate a capacity of 26 beds given out on a first-come basis, prioritizing Veterans, seniors (62+), Domestic Violence individuals, Working Homeless, and those with Exceptional Need.
  • The shelter maintains a "CLEAN and SOBER" policy with zero tolerance for alcohol, drugs, weapons, threats, or pornography.
  • The original budget for 7/1/2024–6/30/2025 totaled $299,710.40 in Bayside costs, prioritizing $192,280 for Employee Salaries and $57,684 for Employee Benefits.

Financials

  • Additional amount: $150,000.
  • Total contract amount not to exceed: $450,000.
  • Funding source: Homeless Housing Fund 149.
  • Total Projected Annual Bayside and County Costs Combined for 7/1/2024–6/30/2025 (Original budget): $345,711.40.

Alternatives

  • None specified.

Community Input

  • The increased funding and extension resulted "as a result of community and housing providers input."

Timeline

  • July 1, 2024: Original Grant Agreement Commencement.
  • November 18, 2024: BOCC approved initial grant of $300,000.
  • December 31, 2025: New contract expiration date.
  • January 1, 2026: Start of optional six-month extension period.

Next Steps

The Board is requested to approve the attached Amendment No. 1.

Sources

  • Bayside Housing & Services (Grantee)
  • Housing Fund Board
  • Carolyn Gallaway - Clerk of the Board
  • Mark McCauley - County Administrator
  • Gary Keister - Executive Director, Bayside Housing & Services
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • RCW 43.185C.010 (12) (Definition of Homeless/Unhoused)

Jefferson County Auditor’s Office and Department of Licensing Agreement Extension

Topic Summary

The Jefferson County Auditor's Office is requesting approval for Amendment No. 2 to the County Licensing Agent Agreement with the Washington State Department of Licensing (DOL). This standardized, non-financial amendment extends the term of the agreement, which establishes the County Auditor as a limited purpose agent for vehicle and vessel licensing services, through June 30, 2030.

Key Points

  • The purpose of the agreement is to appoint the County Auditor as a limited purpose agent of DOL to provide vehicle and vessel licensing and titling services, and collect related fees and taxes (RCW 46.01.130).
  • Amendment No. 2 extends the agreement term from June 30, 2025, to June 30, 2030.
  • This is standardized language used by DOL when contracting for services with a County Licensing Agent (RCW 46.01.140).
  • The Agent (County Auditor) is responsible for ensuring compliance with all DOL Policy and Procedure, including those unilaterally amended by DOL.
  • A previous amendment (Amendment No. 1, dated August 2023) updated the County Agent from Rose Ann Carroll to Brenda Huntingford (the newly elected County Auditor).
  • The agreement requires the Agent to maintain confidentiality of personal information (Category 3 - Confidential Information) and restrict its use solely for carrying out authorized duties (Title 46 RCW and Chapter 88.02 RCW).
  • Data contained within DOL's DRIVES system is the exclusive property of DOL.
  • Agent is responsible for contracting with and overseeing any Subagents, and must use an open competitive process for Subagent selection.
  • DOL may monitor, audit, and investigate the Agent's and Subagent's performance annually or as needed.

Financials

  • The amendment is non-financial (Amount: $0).
  • Compensation for the Agent is set by statute (RCW 46.68.220); the Agent collects and retains fees as authorized by law (RCW 46.01.140).
  • Funding Source (Administrative/Operating): General Fund 001.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • January 1, 2020: Original Agreement Start Date.
  • June 30, 2025: Original/Previous Agreement End Date.
  • June 30, 2030: New Agreement End Date (if approved).

Next Steps

Approve the agreement amendment.

Sources

  • Brenda Huntingford - County Auditor/Agent
  • Mark McCauley - County Administrator
  • Department of Licensing (DOL)
  • Evelyne Lloyd - Assistant Director, Administrative Services Division (DOL)
  • Jaime Grantham - Agreement Manager (DOL)
  • RCW 46.01.140, RCW 46.01.130, and RCW 46.68.220

Historical Society Lecture Series Agreement

Topic Summary

The County Administrator’s Office proposes entering into a Professional Services Agreement with the Jefferson County Historical Society (JCHS) to fund a monthly lecture series as part of the County’s Strategic Plan Objective 6.A. JCHS will provide six, 10-minute monthly presentations during Board of County Commissioners (BOCC) meetings from July through December 2025 to highlight historical and cultural resources regarding diverse ethnic groups in Jefferson County.

Key Points

  • The project directly supports Strategic Plan Objective 6.A: "Celebrate the culture, heritage, and diversity of the people in Jefferson County through events and programming."
  • The Jefferson County Historical Society (JCHS) will make a monthly 10-minute presentation at BOCC meetings.
  • The presentations will highlight JCHS holdings, including photographs, oral histories, research files, newspapers, and 3D collections, focusing on the diverse stories and ethnic groups that built the community.
  • A secondary goal is to highlight partner organizations, including tribal resources and other broader collections.
  • The presentation series is slated for six consecutive months, from July through December 2025.
  • The idea was proposed by staff to Tara McCauley, Executive Director of JCHS, based on the County's strategic goals.

Financials

  • Total cost: $1,200.
  • Fee per presentation: $200.
  • Funding source: General Fund (Non-departmental Fund 001-270).

Alternatives

  • None specified.

Community Input

  • Tara McCauley, Executive Director of JCHS, discussed the proposed partnership idea at a May 19, 2025, BOCC meeting and was "very receptive to the idea."
  • The Board was "very supportive" and directed the County Administrator to prepare the agreement.

Timeline

  • May 19, 2025: Discussion with Tara McCauley at BOCC meeting.
  • July 2025: Program Commencement (first presentation).
  • December 31, 2025: Program end date.
  • End of 2025: Program will be assessed to determine the County’s desire for further partnership opportunities.

Next Steps

The Board is requested to approve the Professional Services Agreement with the Historical Society.

Sources

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

WSACE 2025 Awards Recognition

Topic Summary

The Board of County Commissioners is requested to recognize two Jefferson County Public Works Department leaders who received significant awards from the Washington State Association of County Engineers (WSACE) at their June 11, 2025, annual awards ceremony. Monte Reinders was named County Engineer of the Year, and Eric Kuzma was named County Project Manager of the Year, resulting in a "clean sweep" of the awards by Jefferson County.

Key Points

  • Monte Reinders, Public Works Director, was awarded the County Engineer of the Year.
    • Reinders has over three decades of engineering and public works experience.
    • He has led several infrastructure improvements and championed sustainable, community-focused planning.
    • He is noted for strengthening interdepartmental collaboration and ensuring infrastructure resilience.
  • Eric Kuzma, Assistant Public Works Director, was awarded the County Project Manager of the Year.
    • Kuzma has over 20 years of experience, delivering complex capital projects with efficiency.
    • His leadership is credited with managing multi-phase construction and maintaining communication with local stakeholders.
  • The awards ceremony occurred on June 11, 2025, in Everett, Washington.
  • Commissioner Eisenhour noted that the honors reflect "years of experience, technical skill, and a tireless dedication to public service.”

Financials

  • None specified.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • June 11, 2025: WSACE Annual Awards ceremony.

Next Steps

The Board is recommended to formally recognize the two awardees.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Eric Kuzma - Assistant Public Works Director
  • Mark McCauley - County Administrator
  • Heidi Eisenhour - Commissioner (comment attributed)
  • Washington State Association of County Engineers (WSACE)

Washington State Department of Natural Resources (DNR) Quarterly Income Report Update

Topic Summary

Representatives from the Washington State Department of Natural Resources (DNR), Olympic Region, are scheduled to provide the Commissioners with an update regarding the 2025 1st Quarterly County Income Report. The report details revenue distributed and accrued to Jefferson County from state forestlands, the net estimated value of timber under contract, and specifics regarding timber sales.

Key Points

  • DNR manages over 600,000 acres of state forestlands in Washington, with 15,616 acres located in Jefferson County (15,600 acres of State Forest Transfer lands and 16 acres of State Forest Purchase lands).
  • Revenue Distributed (Q1 2025): $18,591.91 was distributed to Jefferson County in Calendar Quarter 1 (Jan 1 – Mar 31, 2025). This was all non-timber revenue (Commercial Sites).
  • Revenue Accrued (CY 2025 as of Mar 31): $19,128.00 has been accrued, recognized when measurable and available (invoiced).
  • Net Value of Timber Under Contract (as of Mar 31, 2025): $1,301,411.88.
  • Lump Sum Sales:
    • Maladjusted (Contract 106773, Exp. 10/31/2026): Estimated remaining value to County: $1,045,059.13.
  • Scale Sales:
    • Center 21 Thinning (Contract 100662, Exp. 10/31/2025): Estimated remaining value to County: $23,811.13.
  • Sort Sales (Net Value):
    • Last Crocker Sorts (Contracts 107958-107968, Exp. 3/21/2026): Total estimated remaining net value to County: $232,000.00.
  • All revenue figures presented have DNR management fees already deducted.
  • State Forest Transfer Lands revenue distribution is governed by RCW 79.64.110.

Financials

  • Total Revenue Distributed (Q1 2025): $18,591.91 (All non-timber).
  • Total Revenue Accrued (CY 2025): $19,128.00.
  • Net Estimated Remaining Value of Timber Under Contract: $1,301,411.88.
  • Projected 1st-4th Quarter Total (for timber sales listed in detail table, excluding amounts wired in prior years or quarters): $535,000.
  • Total Value of timber under contract to be distributed to the County (across sales listed in detail table): $2,817,287.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • January 1 – March 31, 2025: Reporting period for Q1 income report.
  • June 18, 2025: Sale date for "AC ALDER" Lump Sum sale (Projected value to County: $74,000).

Next Steps

No action is required; the Commissioners will receive the update and discuss timber sales and revenue reports.

Sources

  • Bill Wells - DNR Olympic Region Manager
  • Drew Rosanbalm - DNR Assistant Region Manager-State Land
  • Mark McCauley - County Administrator
  • RCW 79.64.110 (Revenue distribution governance)

Juneteenth Proclamation

Topic Summary

The Board of County Commissioners will consider and pass a proclamation recognizing June 19, 2025, as Juneteenth. This proclamation commemorates the end of slavery in the United States and commits Jefferson County residents and institutions to acknowledge the history and ongoing legacy of racism, identifying where injustice persists, and working toward equality.

Key Points

  • Juneteenth commemorates the arrival of Union soldiers in Galveston, Texas, on June 19, 1865, proclaiming the freedom of the last remaining enslaved people, two and a half years after the Emancipation Proclamation.
  • Slavery was legally abolished in the U.S. with the ratification of the 13th Amendment on December 6, 1865.
  • Washington State Legislature recognized Juneteenth as an official, paid state holiday in April 2021.
  • The proclamation explicitly notes that the U.S. wealth and economy were "built on the backs of enslaved people and on the land of Indigenous peoples."
  • It calls attention to the systemic economic discrimination faced by African Americans, resulting in intractable poverty, and notes systemic racism in the criminal justice system.
  • The proclamation acknowledges Jefferson County's own history of racism rooted in the colonization of Indigenous lands (Sklallam, Chimacum, Twanoh, Skokomish, Makah, Hoh, Quileute, Ozette, Suquamish, Quinault, and others).
  • The County recognizes the persistence of racism on the Olympic Peninsula, "from overt acts...to the more subtle judgements and biases felt by black, indigenous and other people of color every day."
  • The proclamation explicitly calls for the community to: (1) Honor African American contributions; (2) Learn about the legacy of racism; (3) Recognize confronting racism as an American act; (4) Identify how racism perpetuates poverty and violence; (5) Take personal responsibility to call out bias; and (6) Recommit to equality, recognizing that "until Black Lives Matter, we have fallen short of that promise."

Financials

  • None specified.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • June 19, 2025: Date proclaimed as Juneteenth.
  • April 2021: Washington State Legislature passed bill making Juneteenth an official state holiday.
  • December 6, 1865: Ratification of the 13th Amendment abolishing slavery.

Next Steps

Read and pass the Juneteenth Proclamation.

Sources

  • Adiel McKnight - Deputy Clerk of the Board
  • Mark McCauley - County Administrator
  • 13th Amendment to the US Constitution
  • Washington State Legislature (2021)

Sustainable Forestry Program Update (Chickadee Forestry)

Topic Summary

Malloree Weinheimer of Chickadee Forestry, the County Forester, will present an update on the County’s Sustainable Forestry Program during a workshop session. The discussion will specifically cover current forest thinning and plans for commercial harvesting in 2025 and 2026.

Key Points

  • The purpose is to provide the Board of Commissioners with an update on the County’s Sustainable Forestry Program.
  • The presentation will include information regarding forest thinning operations.
  • The update will address commercial harvesting planned for both 2025 and 2026.

Financials

  • None specified in the agenda request (however, DNR discussion on timber revenue is scheduled earlier in the meeting).

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2025: Forest thinning and commercial harvesting activity planned.
  • 2026: Commercial harvesting activity planned.

Next Steps

Conduct the workshop and ask questions regarding the program's progress.

Sources

  • Malloree Weinheimer - Principal/Owner, Chickadee Forestry (County Forester)
  • Mark McCauley - County Administrator

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