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Corrections Officer Hiring Incentive - Lateral Level (Brian Clerici)

Topic Summary

Jefferson County proposes approving a Memorandum of Agreement (MOA) to provide a $15,000 Lateral Level Hiring Incentive to a new Corrections Officer, Brian Clerici. This incentive is part of a previous agreement adopted by the Board of County Commissioners (BOCC) on November 21, 2022, aimed at combating a prolonged shortage of Corrections staff. With this hire, 15 out of 16 Corrections Officer positions will be filled, demonstrating the effectiveness of the incentive program in maintaining adequate staffing levels and reducing overtime demands.

Key Points

  • The incentive program targets the continuing shortage of staff at the Sheriff’s Department Corrections Center.
  • The new employee, Brian Clerici, has returned signed and notarized agreements for the Lateral Level incentive.
  • The Corrections Center has 16 positions, and this hire brings the filled total to 15.
  • The hiring and retention incentives are reported to be key in maintaining full staff and reducing overtime demands.
  • The incentive requires the employee to complete three years of service with the County.
  • If the employee separates from County service before three years, they must repay the $15,000 on a pro-rated basis in equal monthly installments over a 12-month period.
  • The agreement permits the County Department Director, or another County department director (under certain conditions), to waive or modify the repayment obligation at their sole discretion if the employee is offered another position within the County.
  • The underlying 2022 MOA established the incentive program in response to prolonged inability to attract and retain qualified Corrections Officers, noting 6 vacancies out of 15 staff assigned to the Corrections Facility at that time and approximately 2,600 hours of overtime worked since January 2022.

Financials

  • Total expenditure (Lateral Level Hiring Incentive): $15,000.00
  • Payment installments:
    • $5,000 at hire upon signing the Agreement
    • $5,000 upon successful completion of probation
    • $5,000 upon completion of the second year
  • Funding source: None specified in the Contract Review Form, though the amount is listed as an Expenditure.

Alternatives

None specified.

Community Input

None present.

Timeline

  • November 21, 2022: BOCC adopted the original Memorandum of Agreement establishing the incentive program.
  • August 4, 2025: Brian Clerici's acknowledgement of receipt/waiver of right to consult with an attorney was noted by a Notary Public.
  • August 18, 2025: Date of Agenda Request.

Next Steps

Approve and sign the Memorandum of Agreements between Jefferson County and Brian Clerici.

Sources

  • Josh Peters - County Administrator
  • Sarah Melancon - Human Resources Director
  • Brian Clerici - Employee (New Hire)
  • Fraternal Order of Police (FOP)/Jefferson County Sheriff’s Office Uniformed Support Services (JCSOUSS) - Union
  • Rebecca Mae Turner - Notary Public
  • Philip C. Hunsucker - Chief Civil Deputy Prosecutor
  • Heidi Eisenhour - Chair, Board of County Commissioners

Corrections Officer Hiring Incentive - Entry Level (Brian Frantz)

Topic Summary

Jefferson County Human Resources seeks approval for a Memorandum of Agreement (MOA) to grant a $10,000 Entry Level Hiring Incentive to new Corrections Officer Brian Frantz. This incentive is drawn from a 2022 BOCC-adopted program designed to stabilize staffing shortages and reduce unsustainable overtime demands at the Corrections Center. With this specific hire, the Corrections Center reports achieving full staffing.

Key Points

  • The incentive program was adopted by the BOCC on November 21, 2022, in response to a continuous shortage of Corrections Staff.
  • The new employee, Brian Frantz, has agreed to receive the Entry Level hiring incentive.
  • With this hire, the agenda analysis states that all Corrections Officer positions will be filled, resulting in a fully staffed Corrections Center (total headcount is 16 positions).
  • The incentive requires the employee to complete three years of County service.
  • If the employee separates from the County prior to three years, they must repay the incentive on a pro-rated basis in equal monthly increments over a 12-month period.
  • The Department Director, or another County department director (under specified conditions), may waive or modify the repayment requirement if the employee moves to another County position.
  • Brian Frantz initialed the section stating he waived his right to consult with an attorney regarding the binding obligation created by the contract.

Financials

  • Total expenditure (Entry Level Hiring Incentive): $10,000.00
  • Payment installments:
    • $5,000 at hire upon signing the Agreement
    • $2,500 upon successful completion of probation
    • $2,500 upon completion of the second year
  • Funding source: None specified in the Contract Review Form, though the amount is listed as an Expenditure.

Alternatives

None specified.

Community Input

None present.

Timeline

  • November 21, 2022: BOCC adopted the original Memorandum of Agreement establishing the incentive program.
  • July 31, 2025: Brian Frantz signed the agreement.
  • August 7, 2025: Agreement approved as to form by the Prosecuting Attorney's Office (PAO).
  • August 18, 2025: Date of Agenda Request.

Next Steps

Approve and sign the Memorandum of Agreements between Jefferson County and Brian Frantz.

Sources

  • Josh Peters - County Administrator
  • Sarah Melancon - Human Resources Director
  • Brian Frantz - Employee (New Hire)
  • Fraternal Order of Police (FOP)/Jefferson County Sheriff’s Office Uniformed Support Services (JCSOUSS) - Union
  • Philip C. Hunsucker - Chief Civil Deputy Prosecutor
  • Heidi Eisenhour - Chair, Board of County Commissioners

Port Hadlock Wastewater Project - Change Order No. 4

Topic Summary

Jefferson County Public Works requests approval of Change Order No. 4 to the contract with Ovivo USA, LLC for the Port Hadlock Membrane Bioreactor (MBR) wastewater treatment plant equipment. This change order adds $4,050.00 (plus 9.2% WSST) to the contract to incorporate a pH analyzer and its integration into the plant's operating program, allowing for automated chemical feed adjustments to maintain process pH.

Key Points

  • Change Order No. 4 modifies the contract with Ovivo USA, LLC for the supply of MBR equipment for the Port Hadlock Wastewater Project.
  • The change involves providing and integrating a pH analyzer (Hach pH probe and mounting kit) into the plant operating program.
  • Integration requires 8 hours of programming labor by Ovivo staff.
  • The purpose of the integration is to allow for automated adjustments to the chemical feed, essential for pH control in the treatment process.
  • Items explicitly listed as "Out of Scope" for Ovivo include installation, mounting, connecting electrical wiring, and assistance by operations staff to calibrate set points.
  • The project is funded 100% by the Department of Commerce through the American Rescue Plan Act, State and Local Fiscal Recovery Funds.

Financials

  • Cost of Change Order No. 4: $4,050.00 (plus 9.2% WSST)
    • Probe and Probe Mounting Kit: $2,850 (CAD)
    • 8 hours programming support: $1,200 (CAD)
    • Note: Prices are quoted in CAD unless otherwise noted, which totals $4,050 CAD, but the agenda request states the addition as $4,050.00 US Dollars (plus WSST).
  • Original Contract Price: $1,395,158.00 (plus WSST)
  • Increase from previously approved Change Orders Nos. 1 - 3: $472,977.77 (plus WSST)
  • Contract Price prior to this Change Order: $1,868,135.77 (plus WSST)
  • New Total Contract Price (incorporating Change Order No. 4): $1,872,185.77 (plus WSST)
  • Funding Source: 100% funded by the Department of Commerce through the American Rescue Plan Act (State and Local Fiscal Recovery Funds).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 29, 2025: Ovivo External Change Notice (ECN 013) proposal date.
  • July 30, 2025: Date Change Order No. 4 was issued.
  • August 12, 2025: Contractor (Ovivo Project Manager Eric Schaefer) signed acceptance of the Change Order.
  • August 18, 2025: Agenda Date for BOCC approval.
  • Delivery of probe and kit: Two to four weeks once PO is placed.

Next Steps

Public Works recommends the Board sign Change Order No. 4 and return the signed change order to Public Works for further processing.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Samantha Harper, P.E. - Department Contact
  • Josh Peters - County Administrator
  • Ovivo USA, LLC - Contractor
  • Eric Schaefer - Ovivo Project Manager
  • Tetra Tech - Project Engineer
  • Heidi Eisenhour - Chair, Jefferson County Board of Commissioners

Updates re: Washington State DNR Timber Harvests and Revenue

Topic Summary

Jefferson County's Board of County Commissioners will receive an update from the Washington State Department of Natural Resources (DNR) Olympic Region regarding timber sales and revenue reports for Jefferson County. The agenda item notes that an official quarterly income report may not be finalized before the meeting, but provides estimated revenue projections for calendar year 2024 and actual revenue numbers for the first half of 2025.

Key Points

  • DNR Olympic Region personnel will provide an update on timber sales and associated revenue for Jefferson County.
  • A DNR quarterly income report may not be ready prior to the meeting.
  • DNR's analysis of the Olympian Region's timber data is based on statewide, corporate data from DNR's Geographic Information System.
  • FY 2026 Planned and Sold Harvest Maps list categories of land including Junior Taxing Districts, Surface Trust and Major Public Lands, Forest Board, RMCA and other, Tribal Lands/Reservations, US Forest Service, and National Park Service.
  • All listed revenue figures are for calendar years and already have DNR management fees deducted.

Financials

  • 2024 Revenue Projections (Estimates, Calendar Year):
    • Total Volume (All Sales): 18,220 (units unspecified, implied Board Feet or similar volume measure)
    • Total Value (All Sales): $6,384,988
    • Total Value to County (Tax Dist): $3,496,396
    • Individual Sale Estimates for 2024:
      • MT JUPITER ACCESS (EXTENDED): Total Value $1,766,222 (2.44% to County ($32,322) via Tax Dist)
      • LAST CRICKER SCOTS RESALE: Total Value $1,974,431 (0.06% to County ($1,401,988) via Tax Dist)
      • MALADJUSTED: Total Value $1,140,046.00 (100% to County ($855,035) via Tax Dist)
      • AC ALDER: Total Value $122,996.00 (100% to County ($60,247) via Tax Dist)
    • Projected 2024 Payments/Wires to County: $1,401,988 (Sale Total Wired) and $406,780 (2009 under contract) for a total of $1,808,768 projected for payment in 2024.
  • 2025 Q1-Q2 Revenue (Actuals):
    • All Revenue: $305,062
    • Non-timber: $18,562
    • Com. Sites: $18,562
    • Timber: $375,000

Alternatives

None specified.

Community Input

None specified.

Timeline

  • August 18, 2025, 10:00 a.m.: Scheduled update session.

Next Steps

No action required by the BOCC; DNR staff will provide the update.

Sources

  • Bill Wells - DNR Olympic Region Manager
  • Drew Rosanbalm - DNR Assistant Region Manager
  • Carolyn Gallaway - Clerk of the Board
  • Josh Peters - County Administrator
  • Dave Opthegrove (Spithegrove) - Commissioner of Public Lands

Professional Services Agreement Amendment No. 3 - Cynthia Langston, LLC

Topic Summary

Jefferson County Public Health (JCPH) requests approval for Amendment No. 3 to a Professional Services Agreement with Cynthia Langston, LLC, extending mental health counseling services at the Chimacum School-based Health Center (SBHC) for the 2025-2026 school year. The amendment adds $22,200 for one day per week of drop-in behavioral health support for youth enrolled in Chimacum Junior Senior High School.

Key Points

  • JCPH acts as the fiscal agency for the Department of Health (DOH) grant funding this service.
  • The agreement provides drop-in and scheduled behavioral health counseling to youth at Chimacum Junior Senior High School.
  • Services include individual counseling on issues such as substance misuse, anger management, stress, conflict resolution, homicide/suicide risk, grief/loss, family/personal violence, and crisis events.
  • The contractor must provide a yearly report on client utilization, referrals, and outcomes to one meeting of the School-based Health Center Advisory Board.
  • The Prosecuting Attorney's Office (PAO) noted that complexity surrounding the contract's renewal: "The contract expired before the amendment was submitted. Caselaw makes clear that once a contract has expired, it cannot be amended. A new contract is needed. There is a risk that someone will complain."
  • The existing contract is a result of a continued contractual relationship with the existing school and was procured via "Other" process, not a standard bid process.
  • The term of the proposed amendment runs from September 1, 2025, through June 30, 2026.

Financials

  • Amendment No. 3 Amount: $22,200.00
  • Cost calculation: 37 weeks * 1 day/week * $600.00/day = $22,200.00
  • Funding Source: Fully funded through the DOH School-based Health Center Operations grant.
  • Previous Amendment #2 (2024-2025) was also for $22,200 (37 weeks, 1 day/week at $600/day, max total $22,200).
  • Amendment #1 (2023-2024) funded 2 days per week, totaling $44,400 (37 weeks at $1,200/week), and increased the total payment due for the Agreement to $67,800.00 (implying the initial 2022 contract was for $23,400).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2022-09-06: Original Professional Services Agreement commenced.
  • 2023-09-11: Amendment No. 1 commenced (2 days/week service).
  • 2024-09-01: Amendment No. 2 commenced (1 day/week service).
  • 2025-06-30: Previous contract term expired.
  • 2025-09-01: Proposed commencement date for Amendment No. 3.
  • 2026-06-30: Proposed conclusion date for Amendment No. 3.

Next Steps

JCPH management requests approval of the Professional Services Agreement Amendment 3.

Sources

  • Apple Martine - Public Health Director
  • Denise Banker - Community Health Division Director
  • Josh Peters - County Administrator
  • Cynthia Langston, LCSW - Cynthia Langston, LLC (Contractor)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Heidi Eisenhour - Chair, Board of County Commissioners

Professional Services Agreement - The Benji Project (Mindful Self-Compassion)

Topic Summary

Jefferson County Public Health (JCPH) requests approval of a Professional Services Agreement with The Benji Project for $23,126.39. The project will implement an evidence-based curriculum of Mindful Self-Compassion in East Jefferson County school districts, serving an estimated 325 middle and high school students and 100 family members over a one-year period. The agreement is funded through the Behavioral Health 1/10th of 1% Sales Tax Fund.

Key Points

  • The Benji Project will provide an evidence-based curriculum of Mindful Self-Compassion aimed at teaching adolescents tools for managing difficult emotions, increasing resilience, and coping with stress.
  • The program will be offered through school-based programs (East Jefferson County school districts), community-based programs, and family workshops.
  • Estimated reach: 325 middle and high schoolers and 100 family members over one year.
  • Delivery options include an 8-week after-school series (2-hour sessions), in-school sessions (4-8 sessions matching class periods), pull-out sessions for smaller groups, and a "Kindness Club" model.
  • The agreement resulted from an RFP process and was recommended by the Behavioral Health Advisory Committee.
  • Output metrics include the number of sessions and participants (youth/parents), and collected data on coping strategies learned. Instructors complete online reflection forms, and the project intends to implement surveys for teachers/administrators.
  • Quarterly electronic reports must be sent to the Public Health Epidemiologist using a specified template.
  • The vendor agrees to attend and report to the Behavioral Health Advisory Committee at least once a year.
  • The County reserves the first right to use the Behavioral Health 1/10th of 1% Sales Tax funds as match for additional funding/grants. The Contractor requires prior authorization from the County Administrator to use these funds as match.

Financials

  • Total contract amount: $23,126.39 (Expenditure)
  • Funding Source: Behavioral Health 1/10th of 1% Sales Tax Fund (Fund #131).
  • Total Project Budget (including other sources): $199,196
  • $23,126.39 funding breakdown requested from Sales Tax:
    • Program Coordinator: $7,500
    • Contract Instructors: $13,525
    • Admin (incl. office rent, utilities, insurance, technology, training): $2,101.39
  • Other funding sources contribute $176,069.
  • Payment is on an hourly basis, not to exceed the total amount.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 1, 2025: Commencement date of the Professional Services Agreement.
  • August 7, 2025: Contractor (Executive Director Heather McRae-Woolf) signed the agreement.
  • July 10, 2025: PAO approved the form.
  • June 30, 2026: Conclusion date of the agreement.

Next Steps

JCPH management requests approval of the Professional Services Agreement.

Sources

  • Apple Martine - Public Health Director, Interim BH County Coordinator
  • Josh Peters - County Administrator
  • The Benji Project - Contractor
  • Heather McRae-Woolf - Executive Director, The Benji Project
  • Glen Gillis - Certifying authority for JCPH
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Behavioral Health Advisory Committee

Sole Source Contract - Little River Enterprises (Database Services)

Topic Summary

Jefferson County Public Health seeks approval for a sole source contract, not to exceed $10,000, with Little River Enterprises (Tom Shindler) to provide specialized database services from July 1, 2025, to June 30, 2026. The contract focuses on building essential Crystal Reports using data from the EPL Permitting Software database to meet Washington State Department of Health reporting requirements, utilizing Mr. Shindler's unique and extensive knowledge of the On-Line RME and EPL databases.

Key Points

  • The contract addresses incomplete complex reports and database configurations required by JCPH.
  • This is a sole source procurement because Tom Shindler of Little River Enterprises is deemed "uniquely qualified" due to his long-standing work (since approximately 2006) with the county databases (EPL Permitting Software and On-Line RME).
  • The scope includes providing support for the Tyler EPL database, coordination of mapping, integrating with other county database systems, and developing/editing reports with Crystal Reports.
  • The specific deliverables include converting, creating, debugging, and enhancing report templates and forms.
  • The services are essential for the County's successful implementation of EPL and for facilitating state of Washington Department of Health reporting.
  • The maximum term is until December 31, 2025, and may be extended by mutual written amendment, not to extend past June 30, 2026, after which a new procurement and Agreement is required.
  • The services pertain to the Septic Operations and Monitoring Program and general permit-related data management.
  • Automobile Liability Insurance is waived as an automobile is not used in the performance of duties, only personal vehicle transportation to Jefferson County offices.

Financials

  • Total contract amount not to exceed: $10,000
  • Cost/Rate: $90/hour
  • Funding Source: Fund #127 (Environmental Health fund). Funds come from the fee adopted by the Board of Health on November 3, 2016, for the Septic Operations and Monitoring Program and from Foundation Public Health Service (FPHS) funds.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 1, 2025: Commencement date of the agreement.
  • July 10, 2025: PAO approved the form.
  • July 10, 2025: Risk Management approved the electronic request.
  • June 30, 2026: End date of the maximum extended term.

Next Steps

JCPH management requests approval of the Sole Source Contract.

Sources

  • Pinky Mingo - Environmental Public Health Director
  • Tom Shindler - Owner, Little River Enterprises (Contractor)
  • Josh Peters - County Administrator
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Board of Health (adopted fee, 11/3/2016)
  • Washington State Department of Health

Memorandum of Understanding - Olympic Discovery Trail Maintenance

Topic Summary

Jefferson County Public Works seeks approval for an updated, perpetual Memorandum of Understanding (MOU) with the Peninsula Trails Coalition (PTC) for the maintenance and volunteer management of the Olympic Discovery Trail (ODT), including the Larry Scott Trail (LST), within Jefferson County. This MOU replaces a 2004 agreement and formalizes the partnership, ensuring the trail remains maintained by leveraging volunteer efforts, which offsets county maintenance costs.

Key Points

  • The PTC is the leading advocate for the ODT and has actively assisted the County with maintenance since 2004.
  • The MOU covers all ODT segments within Jefferson County.
  • PTC agrees to organize, coordinate, and manage volunteers and equipment for maintenance efforts, which must be approved and coordinated with the County Volunteer Coordinator.
  • Maintenance activities include vegetation control, litter/debris removal, noxious weed removal (no commercial herbicide), bollard maintenance, trail inspection, and battery replacement for County trail counters.
  • Volunteer use of chainsaws requires the operator to be certified by a County-approved safety program.
  • The increased length of the ODT (including the new 3+ mile segment to Anderson Lake Park) makes PTC assistance of greater benefit.
  • PTC volunteer maintenance hours may be used by the County as potential grant match.
  • Volunteer hours must be recorded on PTC forms and documented quarterly to the County.
  • The County will provide limited "medical aid only" Workers’ Compensation coverage (through WA Labor & Industries) for documented volunteers.
  • PTC is required to maintain liability insurance of at least $2,000,000.00 and name Jefferson County as an "additional insured."
  • The MOU is perpetual, continuing until either party provides written notice of termination.

Financials

  • Total Amount/Expenditure/Revenue: $0.00 (Negligible fiscal impact; volunteer organization is not compensated).
  • PTC maintenance hours may be used as grant match by the County.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2004: Original Memorandum of Understanding with PTC executed.
  • August 10, 2025: PTC President Rich James signed the MOU.
  • August 12, 2025: Public Works Director Monte Reinders signed the MOU.
  • August 18, 2025: Agenda Date for BOCC approval.
  • The MOU commences upon execution by all parties.

Next Steps

Department of Public Works recommends the Chair of the Board sign the MOU.

Sources

  • Monte Reinders, P.E. - Public Works Director
  • Josh Thornton - Real Property Specialist/Department Contact
  • Peninsula Trails Coalition (PTC) - Volunteer organization, Contractor/Partner
  • Rich James - President, PTC
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

Recreation and Conservation Office Grant Agreement - Memorial Field Infrastructure Renovation

Topic Summary

Jefferson County Public Works seeks approval for a Recreation and Conservation Office (RCO) Grant Agreement totaling $493,727 for the Memorial Field Infrastructure Renovation Project. The project scope, which was ranked #1 in the RCO Youth Athletic Facility Grant program, includes replacing the perimeter fence, goal posts, and scoreboard due to the current equipment being outdated, hazardous, or non-competitive grade.

Key Points

  • The Memorial Field is the only public lighted stadium and multi-purpose field (softball, football, soccer) in Jefferson County and Port Townsend.
  • The field is used by combined Rivals football and soccer programs, Quilcene High School football, and Jefferson County Parks and Recreation youth leagues.
  • Existing infrastructure issues: Parts of the fence date back to the 1950s (newest section >25 years old); the scoreboard is from the 1980s; and the goal posts are homemade, hazardous, and not up to competitive specifications.
  • Project Scope: Renovate two multi-purpose fields with lighting; install a new galvanized, black vinyl-coated, 7” heavy-duty chain-link fence (improving visibility and moving the Washington Street fence back 10 feet); install two new wider access gates; install LED low-maintenance scoreboard; and install new hydraulic goal posts (deemed safer).
  • The long-term RCO obligation for the project area is 20 years from project completion.
  • Cultural Resources Special Condition: A cultural resources survey, including documentation of any above or below ground archaeological resources and historic structures/buildings over 45 years old (such as the stadium and field), is required before ground disturbance. An archaeological site exists within the Area of Potential Effect (APE), potentially requiring an archaeological permit for work inside it.

Financials

  • Total Project Cost: $493,727.00
  • Grant Award (RCO - YAF - Large): $345,560.00 (69.99%)
  • Sponsor Match (Jefferson County): $148,167.00 (30.01%)
  • Funding Source for Match: Capital Improvement Fund (Fund #175).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Project Start Date: August 1, 2025
  • 60% Plans to RCO: October 1, 2025
  • Cultural Resources Study due: March 1, 2026
  • RCO Notice to Proceed (prior to ground disturbance): June 5, 2026
  • Construction Started (Proposed): September 1, 2026
  • Construction Complete (Proposed): April 1, 2027
  • Final Report Due: May 8, 2027
  • Agreement End Date: June 30, 2027

Next Steps

Approve the RCO Grant Agreement electronically via email sent to Chair Eisenhour by the RCO.

Sources

  • Monte Reinders - Public Works Director
  • Matt Tyler - Parks and Rec Manager (Project Contact)
  • Josh Peters - County Administrator
  • Recreation and Conservation Office (RCO) - Grantor
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Department of Archaeology and Historic Preservation (DAHP)

Interagency Agreement AOC2600 - BECCA Funds for Juvenile Services

Topic Summary

Jefferson County Juvenile and Family Court Services seeks approval for an Interagency Agreement (AOC2600) with the Washington State Administrative Office of the Courts (AOC) to receive $8,871 in BECCA funding for the 2025-2026 state fiscal year. These funds support mandatory processing, programming, and navigation services for non-offender matters such as Truancy, At Risk Youth (ARY), and Child in Need of Services (CHINS). The department notes that the funding has been cut by 71% by the Washington Legislature, despite the services being legislatively mandated.

Key Points

  • The purpose is to administer Truancy, ARY, and CHINS programs pursuant to RCW chapter 13.32A.
  • These funds must supplement, not supplant, other local, state, or federal funds.
  • The Court must submit bi-annual summary reports to the AOC documenting BECCA activities, broken down by CHINS, ARY, and Truancy petitions and referrals. Failure to submit reports by the due date (January 31, 2026, and July 31, 2026) may negatively impact state funding.
  • Funding Cut: The allocation of $8,871 reflects a 71% reduction in BECCA funding by the Washington Legislature for the 2025-2027 Biennium, even though the services are legislatively mandated.
  • Allowable costs include staff/FTE (judicial officers, clerks, case managers), professional services (defense attorney, prosecutor), supplies, equipment (printers/laptops <$500), training, travel, and detention costs related to BECCA case processing/management.
  • The cost guidelines state allowable reimbursement for a judicial officer is limited to half the judge’s hourly salary, and for a commissioner, either a rate supplied by AOC or the actual cost, whichever is less.
  • The AOC allocates funding based on a weighted formula: 46% CHINS/ARY filings and 54% Truancy filings, using a moving average of three years of caseload data.

Financials

  • Total Revenue/Compensation: $8,871 (Not to exceed)
  • Funding Source: AOC BECCA funds (State funds).
  • Budget Note: This figure represents a 71% cut by the Washington Legislature.
  • Allocated administrative court costs must use an approved internal administrative rate plan or a de minimis rate of 10% calculated only on salaries and benefits.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 1, 2025: Agreement commencement date (State fiscal year start).
  • June 30, 2026: Agreement end date.
  • 01/31/26: First bi-annual report due (for 07/01/25 - 12/31/25).
  • 07/31/26: Second bi-annual report due (for 01/01/26 - 06/30/26).

Next Steps

The Board is recommended to approve the agreement.

Sources

  • Shannon S. Burns - Juvenile Court Administrator
  • Josh Peters - County Administrator
  • Washington State Administrative Office of the Courts (AOC) - Procuring Agency
  • Christopher Stanley - AOC Program Manager
  • Melissa Pleimann - Civil Deputy Prosecuting Attorney
  • Washington Legislature (responsible for 71% funding cut)
  • RCW 13.32A (BECCA legislation)

Interagency Agreement AOC2632 - CASA/Volunteer Guardian Ad Litem (GAL) Funds

Topic Summary

Jefferson County Juvenile Court seeks approval for an Interagency Agreement (AOC2632) with the Washington State Administrative Office of the Courts (AOC) to receive $41,530 to manage the Court Appointed Special Advocates (CASA)/Volunteer Guardian ad Litem (GAL) program for juvenile dependency matters during the 2025-2026 state fiscal year. The funding is intended to increase the number of children served or reduce the average volunteer caseload to recommended standards.

Key Points

  • The purpose of the agreement is to manage a CASA/volunteer GAL program to serve juvenile dependency cases, ensuring compliance with RCW 13.34.100-107.
  • Funds must supplement, not supplant, other local, state, or federal funds.
  • The Court must submit bi-annual reports detailing the number of children served and the number of volunteers.
  • The AOC will reimburse the Court up to $41,530 for costs associated with the CASA/Volunteer GAL program.
  • Allowable costs include staff/FTE (salaries, benefits) proportional to program work, professional services (only for legal representation of the CASA/Volunteer GAL regarding a specific case, and requires a court order), supplies, equipment, training, and travel.
  • Compensation is not allowed for the legal representation of the minor child.
  • The AOC determines funding allocation based on the three-year moving average of caseload data for active Dependency Petition (DEP) cases in each county.
  • The Court must ensure all CASAs/Volunteer GALs, employees, and subcontractors who have access to children undergo a criminal background check pursuant to RCW 13.34.100(3), and the AOC will reimburse the cost of these volunteer background checks.

Financials

  • Total Revenue/Compensation: $41,530 (Not to exceed)
  • Funding Source: AOC CASA-GAL funds (State funds).
  • Allocated administrative Court costs may use a 10% de minimis rate calculated only on salaries and benefits if no approved plan exists.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 1, 2025: Agreement commencement date.
  • June 30, 2026: Agreement end date.
  • 01/31/26: First bi-annual report due (for 07/01/25 - 12/31/25).
  • 07/31/26: Second bi-annual report due (for 01/01/26 - 06/30/26).

Next Steps

The Board is recommended to sign the agreement.

Sources

  • Shannon S. Burns - Juvenile Court Administrator
  • Josh Peters - County Administrator
  • Washington State Administrative Office of the Courts (AOC) - Procuring Agency
  • Christopher Stanley - AOC Program Manager
  • Melissa Pleimann - Civil Deputy Prosecuting Attorney
  • RCW 13.34.030(12), (13) and RCW 13.34.100-107

Resolution of Intent to Vacate Portion of Lower Adelma Beach Road

Topic Summary

Jefferson County Board of County Commissioners (BOCC) is considering a resolution expressing its intent to vacate the western 20-foot portion of the Lower Adelma Beach Road right-of-way, subject to the petitioners meeting various financial and administrative conditions within one year. This vacation, petitioned by owners Todd and Cathy Stegman, is necessary to facilitate a home remodel as their current structure and garage encroach into the public right-of-way.

Key Points

  • The vacation request pertains to the western 20-foot portion of the Lower Adelma Beach Road right-of-way abutting Tax Parcel 001-324-021, owned by Todd and Cathy Stegman (Petitioners).
  • The Petitioners' house and garage currently encroach into the subject right-of-way, and the vacation is a prerequisite for a planned home remodel contingent on a separate setback variance approval.
  • The subject right-of-way is adjacent only to the Petitioners' property (100% of abutting owners are petitioners).
  • The Hearing Examiner, following a public hearing on July 29, 2025, recommended approval, provided the Petitioners pay all compensation owed.
  • The road is identified as a "Class B" road (dedicated, deeded, or otherwise established with public expenditure in acquisition, improvement, or maintenance).
  • The vacation will retain a 40-foot right-of-way containing the existing road and utilities, ensuring access to parcels to the south is not impacted.
  • Staff analysis found no anticipated future public need for the vacated right-of-way concerning circulation, trails, or utilities, and deemed the petition consistent with JCC 12.10.110 criteria.
  • CenturyLink (Qwest Corporation) commented that it did not oppose the petition but requested an easement be reserved for its utilities and that Petitioners be liable for relocation/repair costs if facilities are damaged.
  • However, Public Works determined no easement is needed in the subject right-of-way because existing utilities are located on the eastern 40-foot portion that will remain open. The Hearing Examiner's Condition 4 specifically addresses CenturyLink's rights and Petitioner liability for damage.
  • The vacation is categorically exempt from the State Environmental Policy Act (SEPA) under WAC 197-11-800 (19).

Financials

  • Compensation for vacated right-of-way (Base Payment): $15,000.00
    • This reflects the full current fair market value because the County did not acquire the right-of-way through dedication.
  • Administrative fees paid to date by Petitioners: $1,381.00 (This covers 17 hours of staff time).
  • Additional Fees: Petitioners must pay any additional administrative costs incurred by the County (including staff time exceeding 17 hours plus the cost for preparing and recording the final resolution).
  • Total Compensation: $15,000 (Base Payment) plus all accrued Administrative Fees/Expenses.

Alternatives

  • The Hearing Examiner recommendation may be approved or denied by the BOCC.
  • Petitioners initially considered petitioning for vacation of the full right-of-way, but petitioned for only 20 feet.

Community Input

  • Todd Stegman (Petitioner): Supported the vacation, noting the property is on a dead-end street, the house encroaches 15-16 feet, and the 20-foot vacation request provides a four-foot buffer for the remodel. Confirmed utilities are on the eastern side.
  • Karim Miller (Neighboring Property Owner): Supported the proposed road vacation.
  • Barbara Mones (Neighboring Property Owner): Supported the proposed road vacation.
  • Qwest Corporation dba CENTURYLINK QC: Did not oppose but requested an easement be reserved for its facilities and that Petitioners be responsible for relocation/repair costs if facilities are damaged. (Public Works staff later confirmed utilities are on the non-vacated eastern side).

Timeline

  • May 8, 2025: Petition submitted by Cathy and Todd Stegman.
  • June 13, 2025: Notice of petition and public hearing emailed/mailed to agencies/entities.
  • June 17, 2025: Public notices posted on site.
  • July 10, 2025: First publication of hearing notice in Port Townsend Leader.
  • July 29, 2025: Public hearing held by the Deputy Hearing Examiner.
  • August 8, 2025: Hearing Examiner issued report findings, conclusions, and recommendation.
  • August 11, 2025: Hearing Examiner signed the recommendation report.
  • August 18, 2025: Agenda Date for BOCC resolution consideration.
  • One year from Resolution date: Deadline for Petitioners to meet all required conditions before the vacation process terminates.

Next Steps

The Board is recommended to adopt the Hearing Examiner's Report (Findings of Fact/Conclusions of Law) and approve the Intent to Vacate Resolution, subject to the conditions of approval.

Sources

  • Todd and Cathy Stegman (Petitioners)
  • Joshua Thornton - Real Property Specialist (Public Works Staff)
  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Stephanie Marshall - Attorney at Law, Jefferson County Hearing Examiner
  • Greg Ballard - Jefferson County DCD Code Administrator
  • Qwest Corporation dba CENTURYLINK QC
  • Karim Miller, Barbara Mones (Neighboring Property Owners)
  • RCW 36.87 (Road Vacations)
  • JCC 12.10 (Road Vacation)
  • WAC 197-11-800(19) (SEPA Exemption)

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