MEETING: Commissioners Meeting at Mon, Jul 28, 09:00 AM

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MEETING SUMMARY: Jefferson County Board of County Commissioners

MEETING DATE: 2025-07-28

Public Comment: Affordable Housing and Co-Housing

Metadata

  • Time Range: 00:00:55–00:04:54
  • Agenda Item: Not Stated
  • Categories: services, planning, land use

Topic Summary

Resident Denise addressed the Board during public comment to submit detailed recommendations for co-housing concepts to be included in the County's Comprehensive Plan. She emphasized the importance of creating resilient, inclusive, and people-centered housing alternatives, noting that her proposals were intended to benefit all of Jefferson County's efforts toward affordable, community-type housing. Commissioners expressed appreciation for the detailed and complex input on the intractable issue of affordable housing.

Key Discussion Points

  • Denise submitted a five-page document to the Commissioners' email address detailing six salient points regarding co-housing for the Comprehensive Plan (00:01:53–00:02:07).
  • The goal of the co-housing proposals is to create a future that is "resilient, inclusive, and people-centered" (00:02:23).
  • The document specifically addresses parts of the County code that need to be made available for "affordable community-type housing" (00:02:36–00:02:50).
  • Commissioner (Heather) acknowledged the input as valuable and crucial for dealing with something as complex as the Comprehensive Plan and the global issue of affordable housing (00:03:54–00:04:07).
  • Commissioner (Greg) expressed curiosity about the ideas being brought forward, recognizing that solving the housing crisis requires "many, many solutions" (00:04:24–00:04:38).

Public Comments

  • - Denise: Advocated for the inclusion of co-housing in the Comprehensive Plan, submitting a five-page proposal with a focus on code specifics to support affordable community-type housing.

Supporting Materials Referenced

  • No supporting materials referenced, but the comments address the ongoing Comprehensive Plan development.

Financials

  • No financial information discussed.

Alternatives & Amendments

  • No alternatives discussed.

Outcome, Vote, and Next Steps

  • Decision: No action taken; item was public comment.
  • Vote: N/A.
  • Next Steps:
  • - Commissioners: Will read the submitted five pages and address points as the Comprehensive Plan progresses.

Fire Danger Rating Update and Roadside Mowing Concerns

Metadata

  • Time Range: 00:05:44–00:19:45
  • Agenda Item: Fire Marshal Update
  • Categories: public safety, operations, infrastructure

Topic Summary

Fire Marshal Phil Spectrum provided an update on the current high fire danger conditions following a meeting with local fire chiefs. Despite extreme dryness (last measurable rainfall was May 21st, 65 days prior), the group decided not to raise the rating from High to Very High, largely because the only practical difference is eliminating the use of charcoal briquettes at residences. The discussion highlighted concerns about the recent suspension of roadside mowing by the Public Works Department due to spark danger and budgetary issues, noting that proper mowing is generally considered the best practice for fire management under correct conditions.

Key Discussion Points

  • Fire Marshal Phil Spectrum met with fire chiefs last week to discuss increasing the fire danger rating due to dry conditions (00:06:05–00:06:13).
  • Conditions summary: Still "really dry" with above-average temperatures and only 0.10 inches of cumulative rain/moisture trace in June and July (00:06:21–00:07:06).
  • The Keetch-Byrum Drought Index (KBDI) is at 600, deemed "dry," and informs fuel moisture numbers (00:07:23–00:07:43).
  • The trigger for the discussion was the recent suspension of the roadside mowing program, a decision influenced by the danger of mowers striking rocks and creating sparks (00:08:25–00:09:07) and Public Works' "budget crunch" and equipment damage (00:09:36–00:09:48).
  • The difference between the High and Very High ratings is primarily the elimination of charcoal briquette use at private residences (00:12:51–00:13:34). The chiefs saw no correlation between banning briquettes and addressing roadside conditions (00:13:34–00:13:40).
  • Spectrum confirmed that regular mowing is generally the best method for fire management under correct conditions (00:10:48–00:11:08).
  • The Fire Marshal is pursuing a meeting with the Department of Transportation (DOT) to establish a metric for safe mowing practices (00:11:24–00:11:39).
  • A forthcoming Fire Prevention Summit, postponed to better ensure Commissioner attendance, is tentatively scheduled for Wednesday, September 24th, 5 p.m. to 8 p.m. at East Jefferson Fire and Rescue's facility (00:17:30–00:18:04).
  • Commissioner (Greg) commended Chief Manley and his crew for a rapid mutual aid response to a recent fire in Brennan (00:18:50–00:19:24).

Public Comments

  • No public comment on this topic.

Supporting Materials Referenced

  • No supporting materials referenced. Note: The KBDI definition was provided by Commissioner (Greg) during discussion from an informal lookup (00:14:40–00:15:04).

Financials

  • Road Department's mowing has been impacted by a "budget crunch" (00:09:36).

Alternatives & Amendments

  • Discussion points included: using herbicides (rejected due to resulting dead, dry vegetation) (00:10:11–00:10:38) and having a tender truck follow mowers (rejected as economically unfeasible) (00:11:08–00:11:24).

Outcome, Vote, and Next Steps

  • Decision: No action taken; item was informational. The fire danger rating remains at High.
  • Vote: N/A.
  • Next Steps:
  • - Fire Marshal Spectrum & Fire Chiefs: Launch a social media campaign to increase public awareness of fire danger without escalating the official rating (00:14:25–00:14:40).
  • - Commissioner (Greg): Will bring back a resolution of appreciation for Chief Manley and crew next week (00:19:10–01:19:18).
  • - Staff in Coordination: Continue planning for the Fire Prevention Summit, tentatively September 24th.

Department of Community Development (DCD) Director Recruitment Update

Metadata

  • Time Range: 00:22:52–00:38:01
  • Agenda Item: Not Stated
  • Categories: personnel, planning, services

Topic Summary

The internal hiring committee and the search firm, Profman, were unsuccessful in the first round of recruitment for the DCD Director position. Only seven applications were received, and after the preferred candidates declined interviews, the process resulted in one viable applicant, who was not the firm's recommendation. The Board decided to restart the search, broadening the job criteria to look beyond traditional land use planning backgrounds and better reflecting the department's diverse responsibilities (building, Fire Marshal, Code Compliance). The Aug. 5th stakeholder reception originally planned for finalists will be repurposed as a community outreach and listening session on DCD leadership needs and affordable housing barriers.

Key Discussion Points

  • The search, managed with the executive search firm Profman, yielded 7 applicants (00:23:09–00:23:55).
  • Of three candidates the committee wished to interview, two declined, leaving only one applicant (00:23:55–00:24:24).
  • The Board decided to restart the search but praised the DCD team for maintaining operations under Interim Director Chelsea Proneville (00:24:36–00:25:16).
  • Challenges cited for the low applicant pool included: lack of interest in high-stress growth management/planning roles; non-competitive salary compared to more populous counties/cities; and the high cost of living/limited housing availability (00:29:06–00:29:33).
  • Strategy Change: The criteria will be broadened to invite candidates outside the traditional planning/land use field, such as those with executive leadership experience in related fields (00:30:22–00:30:52). HR will advise on reclassifying the job description to retain the necessary salary range (00:34:13–00:35:04).
  • The successful candidate needs strong supervisory experience to "nurture" the DCD team, similar to the work done by former director Josh Peters (00:36:56–00:37:43).
  • Public Outreach Event: The planned reception for finalists will be converted into a conversation about department leadership and barriers to affordable housing/development (00:26:14–00:27:13).

Public Comments

  • Denise's public comment earlier noted her general interest in attending the DCD director update, suggesting a stake in the outcome (00:05:00).

Supporting Materials Referenced

  • No supporting materials referenced beyond general discussions of the nature of the DCD Director job profile.

Financials

  • Salary competitiveness, cost of living, and housing were cited as disadvantages in the recruitment (00:29:06–02:29:33).

Alternatives & Amendments

  • The initial approach relied on traditional planning credentials; the amendment is to broaden the qualifications for administrative and supervisory experience (00:33:41–00:34:24).

Outcome, Vote, and Next Steps

  • Decision: The recruitment process is reset with broadened applicant criteria. Chelsea Proneville will continue as Interim Director.
  • Vote: N/A.
  • Next Steps:
  • - HR and Hiring Committee: Adjust the job description and qualifications to allow broader range of applicants (00:31:03–00:31:47).
  • - Staff: Conduct a community outreach session at the Public Health meeting room at Castle Hill on August 5th, 5 p.m. to 6:30 p.m., to discuss leadership needs and housing barriers (00:26:31–00:27:13).

Metadata

  • Time Range: 00:38:01–00:46:57
  • Agenda Item: Consent Agenda
  • Categories: operations, finance, contracts, land use

Topic Summary

The Board adopted the consent agenda with one modification to Item 7 regarding the Public Health summer internship agreement. The modification was necessitated as the full Professional Services Agreement (PSA) in the packet was determined unnecessary and removed, leaving only the motion to delegate signing authority. Other items discussed included clarification on the EV charging station locations and the authorization of a change order for the Grinder Pump Installation project that exceeded the contract amount but remains fully funded by the Department of Ecology.

Key Discussion Points

  • Item 7 (Public Health Summer Internship): The Professional Services Agreement (PSA) portion was removed at the Prosecutor's suggestion as unnecessary, with the motion kept to delegate signing authority to the Deputy Director (00:38:47–00:39:14). The internship is a valuable opportunity for a student with intellectual/developmental disabilities, whose wages are paid for by the grant-funded Cascade Community Connections, not the County (00:39:48–04:0:40).
  • Item 11 (EV Charging Stations): The resolution approves funding ($13,500) for two additional Level 2 EV charging stations. Commissioner (Greg) confirmed these are likely to be located at Castle Hill (Public Health/DCD) to service County fleet vehicles, as Public Works already procured its own (00:41:19–00:43:08).
  • Item 10 (Grinder Pumps Change Order): Discussion focused on how an increase to the total project cost ($23,736.92) is handled when the project is 100% grant-funded by the Department of Ecology. The County Administrator explained that this is classified as a "change order" rather than an "amendment," allowing it to be processed quickly within the confines and protocols of the original contract without requiring a new agreement (00:43:45–00:46:25). The change order addressed unanticipated electrical costs at the jail and Sheriff's office and tank increases (per Supporting Materials).
  • Item 9 (Sewer Ordinance Amendments): The Board posted for a public hearing (August 18th) to amend the Sewer Ordinance, clarifying the definition of "available" sewer services to facilitate higher density development in certain urban growth areas (00:43:08–00:43:15, per Supporting Materials).
  • Finance: The Grinder Pump Change Order (Item 10) totals $23,736.92 but is fully covered by Department of Ecology funds (Centennial grant/SRF loans, per Supporting Materials). The EV chargers (Item 11) use $13,500 in General Funds (per Supporting Materials).

Public Comments

  • No public comment on this topic.

Supporting Materials Referenced

  • PHUGA Sewer Ordinance Amendments: Amendments would clarify the definition of "available" sewer service, enabling the switch from rural (JCC 18.19) to UGA zoning (JCC 18.18) at a 200-foot boundary, necessary for affordable housing. The public hearing is set for Aug. 18th (per Supporting Materials).
  • PHUGA Grinder Pump Installation (Change Order 3): Change Order 3 increases the contract by $23,736.92 for increased electrical costs at the County jail and Sheriff's Office, fully funded by Ecology grants/loans (per Supporting Materials).
  • EV Charging Stations: Resolution provides $13,500 for two Level 2 EV chargers at Castle Hill for fleet use (per Supporting Materials).
  • Public Health Summer Internship: Agreement is a no-cost exchange for the County; intern wages ($16.66/hour) are paid by Cascade Community Connections (per Supporting Materials).

Financials

  • $13,500 authorized from General Fund for two EV chargers.
  • $23,736.92 Change Order for Grinder Pumps approved, funded entirely by Department of Ecology.
  • Total Consent Agenda Monetary Impact: $37,236.92 expenditure authorized.

Alternatives & Amendments

  • Item 7 was formally amended to excise the unnecessary Professional Services Agreement document (00:46:47).

Outcome, Vote, and Next Steps

  • Decision: Motion to approve the consent agenda, with modifications to Item 7, was approved.
  • Vote: Aye: 2 (Greg, Heather). Unanimous (Heidi absent).
  • Next Steps:
  • - Public Works Staff: Follow through on Change Order No. 3 for the Grinder Pump Installation.
  • - Clerk of the Board: Post notice for the August 18th public hearing regarding sewer ordinance amendments.

Dosewallips Powerlines Final Design Grant Application

Metadata

  • Time Range: 00:47:05–01:12:35
  • Agenda Item: Workshop
  • Categories: infrastructure, planning, environment, contracts

Topic Summary

The Board reviewed the application to the Recreation and Conservation Office (RCO) for funding the final design of the Dosewallips Powerlines Reach Floodplain Project. Natural Systems Design (NSD) Principal Biologist John Soden presented the project, which involves installing engineered log jams (ELJs) to restore habitat for threatened salmon and stabilize river banks, benefiting adjacent landowners like the Kuhn family. NSD confirmed through hydraulic modeling that the design does not increase flooding or "backwater" effects upstream in the Lazy C community, addressing a key community concern. The Board deferred action on the authorizing resolution until after an upcoming public meeting.

Key Discussion Points

  • The project seeks $223,450 from RCO for the final design phase (00:48:29, per Supporting Materials: application for $223,450 for final design).
  • Project Goals: Restore floodplain functions, stabilize river banks against erosion, and enhance habitat (pools, cover, side channels) for Hood Canal Summer Chum and Mid Hood Canal Chinook salmon (00:52:16–00:53:11, per Supporting Materials).
  • Location: Dosewallips River, Powerlines reach (River Mile 1.3 - 1.8), upstream of Brennan (00:49:59–00:51:30, per Supporting Materials).
  • Landowner Cooperation: Natural Resources Coordinator Tami Pokorny confirmed that key significant landowners, the Kuhn family, have given a "big thumbs up" to proceeding with the next design phase (00:51:57–00:52:34).
  • Flood Modeling: NSD uses hydraulic modeling to ensure the engineered log jams (ELJs), which slow water, do not cause backwater or additional flooding on insurable structures upstream in the Lazy C area. Structures previously planned in the dynamic area were purposely removed from the design model to prevent upstream impacts (00:56:03–00:57:22).
  • Construction Timeline: This final design phase is anticipated to take a year, followed by another year for securing construction funding, placing construction about two years out (01:02:08–01:02:23). Construction costs are currently estimated in the multimillion-dollar range (e.g., individual ELJs cost $15,000 to $75,000) (01:02:59–01:03:13).
  • Flexibility: NSD confirmed that the design intentionally includes flexibility to re-stake and reposition ELJ clusters during construction if the river moves between the final design and construction phases (01:07:41–01:08:35).
  • Public Outreach: The next Dosewallips River Collaborative meeting (open to the public) is set for Wednesday, July 30th at 5:30 p.m., at the Brennan Community Center (00:48:36–00:48:47).

Public Comments

  • No public comment on this topic.

Supporting Materials Referenced

  • Grant Request: Application to RCO for $223,450 (with no match required) for final design, permitting, FEMA CLOMR/LOMR work, and community outreach (per Supporting Materials; 00:48:29).
  • Project Scope: Deliverables include all permit applications and the FEMA-required Conditional Letter of Map Revision/Letter of Map Revision (CLOMR/LOMR) hydrologic and hydraulic review (per Supporting Materials).

Financials

  • Final design grant application amount: $223,450 (no local match required).
  • Estimated construction cost is projected to be in the millions, subject to further refinement during the design phase (01:02:59–01:03:13).

Alternatives & Amendments

  • No alternatives were formally discussed beyond the general iterative process of reducing scope based on competitive funding limits (01:03:34–01:04:19).

Outcome, Vote, and Next Steps

  • Decision: No action taken. The Board deferred action on the authorizing resolution until after the upcoming public meeting.
  • Vote: N/A.
  • Next Steps:
  • - JCPH: Host Dosewallips River Collaborative meeting on July 30th.
  • - Board/JCPH: Bring the authorizing resolution to an upcoming consent agenda for approval after July 30th (01:10:33–01:12:18).

Quimper Trust Land Transfer Documents (Quimper East/West)

Metadata

  • Time Range: 01:12:47–01:24:40
  • Agenda Item: Workshop
  • Categories: land use, contracts, environment, infrastructure

Topic Summary

The Board reviewed three required legal documents—a Deed of Right, a Conservation Futures Grant Agreement, and a Stewardship Agreement—to formalize the conversion of the Quimper Trust Lands (Quimper East and West parcels) into permanent conservation open space under County ownership. The Deed of Right ensures the parcels remain open space in perpetuity, fulfilling Department of Natural Resources (DNR) deed requirements. The Grant Agreement provides $5,500 in Conservation Futures operation and maintenance funds for a 10-year period, matched by an equal amount from the Jefferson Land Trust, which continues its role managing the sensitive properties.

Key Discussion Points

  • The properties were recently acquired (2024, per Supporting Materials: acquisition completed with DNR in 2023) from the DNR via the Trust Land Transfer Program, secured with Conservation Futures funds (01:15:15–01:15:30).
  • Deed of Right: This document is required by DNR and RCO to guarantee the property is managed as open space/conservation area in perpetuity (01:17:36–01:18:12, per Supporting Materials).
  • Stewardship Agreement: A 10-year agreement outlining the roles of the County and the Jefferson Land Trust (JLT) in managing the parcels (01:18:27–01:19:14). JLT is required to finalize a management plan within 150 days (per Supporting Materials).
  • Conservation Futures Grant Agreement: Secures $5,500 in operations and maintenance (O&M) funds, requiring a 50% match ($5,500) from JLT, with the grant period lasting up to 10 years (01:20:17–01:20:29, per Supporting Materials).
  • The documents ensure the properties, critical links in the Quimper Wildlife Corridor, remain accessible for public use and recreation, consistent with environmental protection (01:20:58–01:21:10, per Supporting Materials).
  • Commissioner (Heather) asked about models for treating open space as a utility, suggesting a possible conversation topic for future policy (01:22:07–01:22:33).
  • Former County Administrator Josh Peters noted that former Commissioner Heidi Eisenhower was instrumental in the original Trust Land Transfer legislative process, successfully converting temporary leases into full transfer (01:23:01–01:23:43).

Public Comments

  • No public comment on this topic.

Supporting Materials Referenced

  • Deed of Right: Mandates the property be restricted in perpetuity to fish/wildlife habitat, open space, or recreation (per Supporting Materials).
  • Conservation Futures Project Grant Agreement: Grants $5,500 in O&M funds for up to 10 years, requiring a 50% match for $11,000 total O&M cost (per Supporting Materials).
  • Stewardship Agreement: JLT must create a formal management plan within 150 days of execution (per Supporting Materials).

Financials

  • $5,500 in Conservation Futures O&M grant funding is secured; must be matched by JLT (01:20:17).
  • No impact to the County General Fund for this item (per Supporting Materials).

Alternatives & Amendments

  • No alternatives discussed.

Outcome, Vote, and Next Steps

  • Decision: No action taken; item was informative. The documents are intended for a future Consent Agenda (01:22:33).
  • Vote: N/A.
  • Next Steps:
  • - JCPH: Submit the three Land Transfer Documents to the Board for formal approval via the Consent Agenda.

Big Quilcene River Bridge Replacement and Floodplain Project (MOA) Formal Approval

Metadata

  • Time Range: 02:01:15–02:33:06
  • Agenda Item: Memorandum of Agreement (MOA) with Jamestown S’Klallam Tribe and HCSEG
  • Categories: contracts, finance, infrastructure, land use, environment

Topic Summary

The Board formally approved the Memorandum of Agreement (MOA) between Jefferson County, the Jamestown S’Klallam Tribe (JST), and the Hood Canal Salmon Enhancement Group (HCSEG) for the $39.1 million Big Quilcene River Bridge Replacement and Floodplain Project. The MOA solidifies the multi-decade effort, assigning JST primary responsibility for the bridge and floodplain construction and authorizing the County to transfer 53.06 acres of County-owned properties, encumbered by public access and treaty rights easements, to JST to ensure conservation goals are met. The process was noted as a successful example of tribal and government partnership for public safety, flood control, and habitat restoration.

Key Discussion Points

  • Project Context: The $39.1 million project addresses chronic flooding (11 disaster-level floods since 1982) and aims to restore salmon habitat by replacing the decrepit Linger Longer Road Bridge and reconnecting the river to its floodplain (02:06:21–02:08:42, per Supporting Materials).
  • Roles and Funding: JST and HCSEG led the effort, securing over $39 million in federal and grant funding (RAISE, Tribal Bridge Program, SRFB) (02:10:05–02:11:06, per Supporting Materials). JST is responsible for bridge replacement and construction (02:11:14).
  • Property Transfer: The MOA authorizes the transfer of 53.06 acres of County-owned properties to JST, subject to transfer costs (County pays over $5,000, estimated $2,000 net) (02:11:37–02:13:23, per Supporting Materials).
  • Land Use/Access: The transferred land will be subject to a Public Access Covenant for non-motorized recreation and a Treaty Rights Easement (02:19:08–02:20:00, per Supporting Materials: Section 18).
  • Public Outreach: The MOA obligates the County to host an informational open house in Quilcene within 30 days of the MOA's effective date to disseminate information, as previous efforts to purchase all desired North Boundary properties were unsuccessful (02:19:16–02:19:30, per Supporting Materials).
  • Construction Timeline: Current estimates place the re-opening of Linger Longer Road around June 2026 and channel reconnection in August 2026 (02:27:03).
  • Streamlined Permitting: Former DCD Director Josh Peters noted the project is likely one of the first in the state to utilize the Habitat Recovery Pilot Program (HRPP), an effort by the state legislature to streamline multi-agency permitting for complex habitat projects (02:30:02–02:31:27).
  • Partnership: JST (Hansi) and HCSEG (Gus) thanked the County staff, especially Philip Hunsucker and Public Works, for their hard work and cooperative spirit in finalizing the legal steps (02:22:44–02:23:07; 02:23:46–02:24:11).

Public Comments

  • No public comment was received on this topic, despite the issue's significance and previous public engagement (02:32:02).

Supporting Materials Referenced

  • Project Value: Total $39,145,699.07 in secured funds (per Supporting Materials).
  • Key Obligations: County transfers 53.06 acres, and JST/HCSEG lead construction. Access is protected by Public Access Covenant (per Supporting Materials).
  • Future Actions: The MOA sets up the road vacations and quiet title actions for road rights-of-way that will enlarge the transferred parcels (02:10:49–02:13:23).

Financials

  • The County's financial obligation in the MOA is limited to paying closing costs over $5,000, estimated at approximately $2,000 net (per Supporting Materials).
  • $39.1 million in construction costs are covered by non-County grant funding.

Alternatives & Amendments

  • No alternatives discussed; the MOA represents the final negotiated approach.

Outcome, Vote, and Next Steps

  • Decision: Motion to approve the MOA was approved.
  • Vote: Aye: 2 (Greg, Heather). Unanimous (Heidi absent).
  • Next Steps:
  • - County, JST, HCSEG: Proceed with due diligence (remaining 30 days), property transfers, road vacations, and quiet title actions (02:13:23–02:14:08).
  • - County Staff: Organize an informational public outreach open house in Quilcene within 30 days of the MOA effective date (02:19:08–02:19:30).
  • - Clerk of the Board: Forward the approved MOA for final execution.

Jefferson County Historical Society Cultural Heritage Series Kickoff

Metadata

  • Time Range: 04:17:11–04:35:12
  • Agenda Item: Special Presentation (JCHS)
  • Categories: services, other

Topic Summary

Tara McCauley, Executive Director for the Jefferson County Historical Society (JCHS), participated in the first session of a special monthly presentation series, fulfilling an objective in the County's Strategic Plan to celebrate local culture and heritage. The presentation focused on the variety of recorded and upcoming programs offered by JCHS, highlighting online resources that cover Chinese-American history, Native perspectives on land use, and other cultural topics. JCHS programs use Vimeo to control content and avoid driving viewers to unrelated or inaccurate outside material.

Key Discussion Points

  • The series is designed to highlight JCHS resources for learning about culture, heritage, and diversity, not to present content itself (04:19:17–04:19:41).
  • Over 20 unique programs are offered annually, including virtual and in-person events (04:20:10–04:20:27).
  • Online Resources: JCHS programs are available for free viewing on their Vimeo page (username: JCHSWA) (04:20:55–04:21:47).
  • Highlighted Topics: Past programs include Chinese and Chinese American history (featuring Pulitzer-winner Tessa Hulls and Doug Chin) (04:21:47–04:24:19), Native stories (placemaking, Coast Salish weaving, and Indigenous fire management/traditional ecological knowledge) (04:25:50–04:27:15).
  • Platform Rationale: JCHS uses Vimeo instead of YouTube because Vimeo provides more control over content flow, preventing the algorithm from driving viewers to external, possibly inaccurate content (04:24:47–04:25:20).
  • Upcoming Programs: Fall will feature an "ethics of collections" talk and a "Strange Shadows Walking Tour" (spooky stories and lore) in October (04:30:51–04:31:14).
  • McCauley agreed to provide links and materials to the Board ahead of future sessions so Commissioners and the public can review them prior to the workshops (04:34:25–04:34:36).

Public Comments

  • No public comment on this topic.

Supporting Materials Referenced

  • The presentation is tied to Strategic Plan Objective 6.A (per Supporting Materials).
  • The presentation is part of a series covered by a prior Board agreement of $1,200 for 2025 (per Supporting Materials).

Financials

  • The series is funded by a previously approved agreement of $1,200 for 2025 (04:34:41, per Supporting Materials).

Alternatives & Amendments

  • No alternatives discussed. Tara McCauley and staff committed to modifying future presentations to incorporate clips or materials suggested by the Board (04:35:01).

Outcome, Vote, and Next Steps

  • Decision: No action taken; item was informative.
  • Vote: N/A.
  • Next Steps:
  • - JCHS Staff: Provide links for program materials to the Clerk of the Board/County Administrator ahead of future presentations (04:34:32–04:34:36).
  • - JCHS: Continue the monthly presentation series.

Metadata

  • Time Range: N/A (Based on supporting documents for the approved consent agenda (00:46:57))
  • Agenda Item: Consent Agenda Items (excluding those discussed above)
  • Categories: contracts, finance, operations, infrastructure, legal

Topic Summary

The Board's unanimous approval of the Consent Agenda included several routine contracts and program updates detailed in the non-discussed supporting materials. The items addressed ongoing operational funding for JeffCom 911 services, noxious weed control efforts in partnership with the Forest Service, construction fund creation for a major culvert replacement on Center Road, therapeutic courts incentives, and a contract amendment for school-based mental health services.

Key Discussion Points (From Supporting Materials)

  • E911 Contract: Approval of $335,023 reimbursement contract for JeffCom 911 Basic Service Operations (BSO) for FY 2026 (per Supporting Materials). The county must maintain the maximum local 911 tax and expend local revenue first (per Supporting Materials).
  • Noxious Weed Control: Approval of a participation agreement with the USDA Forest Service (Olympic National Forest) for up to five years. The USFS reimburses $27,500, requiring a $8,390.27 County match (per Supporting Materials).
  • Center Road Culvert Replacement: Resolution created a new County Project (No. 931507) to replace culverts at Chimacum Creek (Center Road MP 3.23) to remove a fish passage barrier. $665,192 is appropriated for the design and right-of-way phases, almost entirely grant-funded (85% RCO/FBRB, 15% NFPP) (per Supporting Materials).
  • Therapeutic Courts: Approval of Amendment No. 1 to the SBHO contract, increasing the funding for Therapeutic Courts incentives by $5,000 (total $15,000) through the Criminal Justice Treatment Account (CJTA) (per Supporting Materials).
  • Quilcene School Mental Health: Approved an amendment to the contract with Jessica Garcia, LMHC, providing an additional $22,200 (total $44,400) for school-based behavioral health counseling for the 2025-2026 school year, fully funded by a WA State Dept. of Health (DOH) grant (per Supporting Materials).
  • Jury Fee Voucher: Approved payment of a Jury Fee Voucher totaling $1,033.00 for July 2025 District Court juror costs (per Supporting Materials).

Supporting Materials Referenced

  • All items summarized in this section were drawn directly from the Meeting Packet Summary (Supporting Materials).

Financials (Aggregated from Supporting Material)

  • E911: $335,023 (Reimbursement Limit, State Funds).
  • Center Road Culvert: $665,192 (Primarily Federal/State Grant Appropriation for PE/ROW).
  • Noxious Weed Control: $27,500 (Federal Reimbursement) + $8,390.27 (County Match).
  • Therapeutic Courts: $5,000 (CJTA increase).
  • Quilcene Mental Health: $22,200 (DOH Grant).
  • Jury Fees: $1,033.
  • Total Financial Impact (Non-Consensus Discussion Items): $1,064,338.27.

Outcome, Vote, and Next Steps

  • Decision: All listed items approved as part of the unanimous Consent Agenda package.
  • Vote: Aye: 2. Unanimous.
  • Next Steps: Implementation and program management as detailed in each contract/resolution.

Elected Officials and Directors Roundtable (Coordination Meeting)

Metadata

  • Time Range: 02:47:14–04:10:40
  • Agenda Item: Quarterly Coordination Meeting
  • Categories: operations, personnel, finance, technology, infrastructure, public safety

Topic Summary

Department directors and elected officials provided updates on operations, budget challenges, infrastructure projects, and strategic initiatives. Key themes included navigating the upcoming tight budget cycle, continuing major IT infrastructure and software projects, and adapting Juvenile Services following the closure of the Proctor House. There was broad consensus on improving the quarterly "roadshow" public outreach meetings by requiring each department to contribute a brief informational slide to the presentation deck.

Key Discussion Points

  • Auditor (Brenda): New fee schedule went into effect today (July 28th), with recording fees ranging from $301 to $304.50 (03:11:09–03:11:19). Working with IT to resolve a G Drive issue delaying ballot processing (03:12:30). The State Department of Licenses will switch from mailing renewal notices in envelopes to post cards (03:14:47–03:15:13).
  • Superior Court (Judge Mack): Continues trial work and coordinating the Healing Courage restorative justice grant on the criminal side (03:07:07–03:09:01).
  • District Court (Brian): Preparing to upgrade the jury system in the fall, which will allow online registration via postcard notification, reducing paperwork and saving the Auditor and jury members money (02:48:14–02:50:09). Juror payment will transition from checks to Visa gift cards (02:50:00).
  • Juvenile Services (Shannon): Facing stress following the Proctor House shutdown, including new transport demands to Kitsap or Clallam detention centers (03:01:31–03:02:19). Staffing is full, but the state cut BECCA funds (Truancy Youth at Risk) from $7M to $5M statewide, leaving Shannon with mandated services but limited funding (03:02:54–03:03:06). She requested a template if slides are required for the roadshow, stating Juvenile Services prefers to opt out of the outreach meetings due to the vulnerable nature of clients (03:25:48–03:27:02).
  • DCD (Chelsea): Approaching the "finish line" on the Comprehensive Plan draft (02:56:58). Still running a high-functioning team and working with IT/Central Services on a live migration of the EPL permitting software to new servers in September (02:57:49–02:58:20). Two vacancies remain open on the Planning Commission (District 1 and 3) (02:57:07).
  • Public Health (Apple): Management team collaboratively completed the complex departmental budget (02:53:25). Praised the new county system that aids in reimbursing board members and people with lived experience for their time, enhancing equity (02:54:59–02:55:29).
  • Treasurer (Stacey): Moving through the "slow time" of the year and began audit with the State Auditor's Office (03:21:04). Expressed concern that reliance on funding spikes from short-term construction projects (e.g., the Quilcene Bridge, hospital) could lead to challenges after 2026/2027 when revenues dry up (03:36:17–03:36:35).
  • Central Services/IT (Sean): Approaching a 90% completion threshold on the migration to Microsoft 365 (03:39:32). Working on implementing NeoGov recruitment software to modernize the application process (03:48:42–03:18:50). Is changing the laptop replacement cycle from 4 to 5 years for budgetary relief (03:45:49–03:46:08).
  • Communications (Liz): Reported strong metrics, meeting the goal of one press release per week (03:55:01). Social media followers exceed 3,000, and the audience is broadening beyond the 65+ age band (03:55:09–03:55:37).
  • Roadshow Improvement Plan: Treasurer Stacy and Apple Martine suggested standardizing an end-of-presentation slide for each department to visualize and summarize key services for the public (03:22:13–03:24:24). The next meeting is August 12th in Gardner. Action was taken to plan for a template/consolidated presentation (03:24:30).

Public Comments

  • No additional public comments during this coordination meeting.

Supporting Materials Referenced

  • No supporting documents listed for this discussion item.

Financials

  • The Treasurer noted the difficult budget constraints experienced by smaller counties, citing a reduction of 11 positions in Wakaya County (03:32:56).
  • The Assessor's Office noted that reduced timber sales will affect incoming money and tax levy rates (03:38:05–03:38:12).
  • Central Services plans to explore external grant funding to avoid using REET 1 funds for the $2.6-2.7 million Port Townsend Community Center repair estimate (03:47:44–03:48:04).

Alternatives & Amendments

  • Roadshow Slides: Proposal to mandate a one-slide summary per department for upcoming public meetings, with a template developed by communications staff, was enthusiastically agreed upon (03:24:03–03:25:13).

Outcome, Vote, and Next Steps

  • Decision: No formal action taken, but staff were directed to create a plan for standardizing departmental presentations for the upcoming "roadshow" meetings.
  • Vote: N/A.
  • Next Steps:
  • - County Administrator/Liz Anderson: Develop a template and communicate the requirement for a one-page departmental slide to all departments by the close of business tomorrow for the Aug. 12th meeting (04:03:07–04:03:19).

Discussion of Transportation Benefit District (TBD) Ballot Measure

Metadata

  • Time Range: 03:58:37–04:02:07
  • Agenda Item: Update on TBD Ballot Measure
  • Categories: finance, infrastructure, legal

Topic Summary

The County Administrator updated the Board and department directors on the plan to place a measure on the November General Election ballot to increase the Transportation Benefit District (TBD) sales tax from 0.1% to the full 0.3% allowed by state law (an increase of 0.2%). The objective is to diversify the road fund's revenue sources to compensate for significant, long-term reductions in dedicated road funding over the past two decades. Staff is actively recruiting members for the required For and Against committees to prepare ballot statements by the August 12th deadline.

Key Discussion Points

  • The Board previously authorized staff to prepare materials for the November ballot to increase the TBD sales tax to the full 0.3% (0.2% increase), requiring a simple majority of voters (03:58:48–03:59:14).
  • The deadline to submit required information to the Auditor's office is August 5th (03:59:14).
  • Staff is soliciting participation for the two required committees (For and Against the measure) (03:59:20–03:59:34).
  • The goal of the TBD expansion is to diversify revenue sources for the road fund (04:00:32–04:00:45) and address a long-term deficit: Public Works reported a minimum 25% reduction in staffing and labor since the pre-recession era, impacting the ability to maintain the 400+ miles of county roads (04:01:51–04:02:07).

Public Comments

  • Discussion was confined to internal staff and Commissioners.

Supporting Materials Referenced

  • No supporting materials referenced in the discussion; the process is dictated by RCW statutes (03:59:17).

Financials

  • The measure proposes an increase of 0.2 percentage points in sales tax for the TBD (03:58:59).

Alternatives & Amendments

  • No alternatives discussed; focus was on the procedural steps for the mandated ballot process.

Outcome, Vote, and Next Steps

  • Decision: No action taken; item was informative.
  • Vote: N/A.
  • Next Steps:
  • - County Administrator’s Office/Prosecuting Attorney: Prepare materials (resolution text) for the Board's final determination on August 4th regarding placing the measure on the ballot (04:00:16–04:00:32).
  • - Staff in Coordination: Continue recruiting members for the For and Against committees.

Board Meeting Technology and Accessibility

Metadata

  • Time Range: 04:39:20–04:48:37
  • Agenda Item: Loose Ends/Unscheduled Discussion
  • Categories: technology, operations

Topic Summary

The Board and Clerk discussed the ongoing, complex problems with the technology used to broadcast meetings and post meeting packets, reiterating that inconsistencies compromise public accessibility. The core issue is the Agenda Center project, which only allows uploading meeting packets as one single document, which is undesirable. Furthermore, the existing AVCapture system, for which the County pays $7,000 per year, is not consistently functional, forcing staff to manually upload and timestamp video segments from Zoom, consuming valuable time. The conversation concluded that a collaborative, systems-level approach led by Central Services is required, recognizing that a more expensive, consistent software suite might ultimately be more cost-effective than the current failure-prone system.

Key Discussion Points

  • The ongoing problems with AV and meeting accessibility are a "top-tier urgent issue" (04:41:35).
  • The Agenda Center (part of the Civic Plus software package) only allows uploading the meeting packet as one single, long-standing document, which staff considers an undesirable format for public use (04:40:06–04:41:18).
  • The existing AVCapture system, intended to automate video indexing and timestamping, is frequently inconsistent, necessitating manual uploads and timestamping by the Clerk's office (04:41:18–04:44:20).
  • Carolyn, the Clerk, noted the County is paying approximately $7,000 per year for the dysfunctional AVCapture system while staff resorts to workarounds (04:47:32–04:47:54).
  • Staff acknowledged that many complex systems have been integrated over time, requiring a full system-level reassessment led by Central Services to achieve functionality (04:44:45–04:45:52).
  • The high cost of proprietary courtroom audio systems used by Juvenile Services presents a related challenge for scaling up uniform AV solutions across County facilities (04:46:34–04:47:13).

Public Comments

  • No public comment on this topic.

Supporting Materials Referenced

  • No materials provided for this discussion.

Financials

  • AVCapture annual cost noted as approximately $7,000 (04:47:39).
  • Commissioner (Heather) asserted that a more expensive software could be cheaper overall when calculated against the time staff spends fixing non-functional systems (04:43:14–04:43:24).

Alternatives & Amendments

  • Alternatives discussed included seeking a more expensive system like Granicus (used by Port), but this conflicts with the existing AVCapture commitment and current hardware (04:41:52–04:44:20).

Outcome, Vote, and Next Steps

  • Decision: No action taken; the item was an informational discussion on ongoing system challenges.
  • Vote: N/A.
  • Next Steps:
  • - Central Services/Staff: Continue with the planned meeting next week to define specific meeting room needs and investigate system-level AV/agenda/data storage solutions (04:46:04–04:46:10).