PACKET: COMMISSIONERS MEETING at Mon, Aug 25, 09:00 AM

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Appointment of Bruce Zoellick to Noxious Weed Control Board

Topic Summary

The Noxious Weed Control Board (NWCB) recommends the appointment of Bruce Zoellick, a Cape George resident, to fill the vacant District No. 2 seat on the board. Mr. Zoellick brings 37 years of experience as a Fish and Wildlife Biologist with various U.S. federal agencies, including significant experience treating noxious weeds. His appointment is expected to fill an unexpired term ending in December 2025.

Key Points

  • The Noxious Weed Control Board currently has two empty seats (Districts #2 and #4).
  • Bruce Zoellick has applied to represent District #2.
  • Mr. Zoellick possesses 37 years of experience as a Fish and Wildlife Biologist, gained while working at U.S. Fish and Wildlife, U.S. Bureau of Land Management (BLM), and the U.S. Forest Service.
  • He worked for 27 years with the BLM treating noxious weeds in riparian areas and other public lands, managing projects that utilized both herbicides and mechanical control methods.
  • Mr. Zoellick currently coordinates noxious weed control for the Cape George Community properties.
  • The JCNWCB voted on August 11, 2025, to recommend that the BOCC approve his application.
  • The appointment is for an unexpired term that is scheduled to end on December 20, 2025.

Financials

None specified. This is a fiscally neutral request.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • August 11, 2025: Noxious Weed Control Board voted to recommend the appointment.
  • August 25, 2025: BOCC considered the appointment.
  • December 20, 2025: End date of the unexpired term for the District #2 seat.

Next Steps

The BOCC is requested to approve the appointment of Bruce Zoellick to the Noxious Weed Control Board.

Sources

  • Sophie DeGroot - Noxious Weed Control Coordinator
  • Josh Peters - County Administrator

Increase to Noxious Weed Control Board Assessment Rate

Topic Summary

The Noxious Weed Control Board (NWCB) is recommending an increase to the Special Assessment Fee (Assessment) to fund its programming due to nearly a decade of stagnant rates despite rising costs. The proposed increase is from $4.00 per parcel and $0.30 per acre to $5.50 per parcel and $0.45 per acre for non-forested lands. This increase, which accounts for inflation and program growth needs, would facilitate hiring more staff, implementing a cost-share program, and expanding educational outreach. The BOCC is asked to approve setting a public hearing on the proposed ordinance amendments for September 15, 2025.

Key Points

  • The current assessment fee, established in 2015 via Ordinance 07-1109-15, has remained stagnant despite rising costs of materials and labor due to inflation.
  • Since 2016, inflation has increased by an average of 33.94%.
  • The current budget, supported by the Special Assessment Fee, is described as "quickly becoming inadequate" due to increased expectations, demand for services, and pressure to remove noxious weeds.
  • Increased funds are needed to:
    • Facilitate hiring more staff throughout the year.
    • Allow the coordinator (Sophie DeGroot) to dedicate more time to education, outreach, and volunteer management.
    • Implement a cost-share program for County residents.
  • The NWCB seeks to increase control efficacy; with two seasonal employees hired in 2025, the program controlled 230 acres (compared to 150 acres in 2023 with no seasonal employees, and 295 acres in 2024 with one seasonal employee).
  • Proposed activities enabled by the increase include hiring additional year-round staff, implementing a $10,000 cost-share program, hosting volunteer events, increasing outreach/printing materials, purchasing a second vehicle, and supporting plantings/increased cost of supplies.
  • The NWCB voted on August 11, 2025, to recommend the increase to the new rates and incorporate an annual inflation adjustment based on the Consumer Price Index (CPIW), capped at 5% per year.
  • The proposed ordinance moves Land Classification language (formerly Attachment A to Ordinance 07-1109-15) into section 3.65.020 JCC for better understanding/consistency.
  • The total revenue collected in 2024 from the current assessment was $147,717, and the projected total revenue under the new rate would be $215,543.
  • The new proposed rate ($5.50 per parcel and $0.45 per acre) supports the inflation increase ($1.39/$0.11) plus an additional amount ($0.11/$0.09) needed to grow the program past the last 10 years and fund increased permanent staffing and the cost-share program.
  • Forest lands, as defined by RCW 17.10.240, would be assessed at one-tenth the non-forestland rate: $0.55 per parcel and $0.045 per acre (up from $0.40 per parcel and $0.03 per acre).

Financials

  • Current Assessment Rate (Non-Forest): $4.00 per parcel + $0.30 per acre.
  • Proposed Assessment Rate (Non-Forest): $5.50 per parcel + $0.45 per acre.
  • Current Assessment Rate (Forest): $0.40 per parcel + $0.03 per acre.
  • Proposed Assessment Rate (Forest): $0.55 per parcel + $0.045 per acre (one-tenth the non-forestland rate, per RCW 17.10.240).
  • 2024 Assessment Revenue: $147,717.
  • Projected Total Revenue (New Rate): $215,543 (based on 27,677 non-timber parcels, 90,466 non-timber acres, 2,066 timber parcels, 358,706 timber acres, and 608 miles of road).
  • Road Assessment Rate (per mile): $8.77.
  • Impact to Non-Timber Parcels (per year, non-forested):
    • 2-acre parcel: Increase of $1.80 ($4.60 to $6.40).
    • 5-acre parcel: Increase of $2.25 ($5.50 to $7.75).
    • 10-acre parcel: Increase of $3.00 ($7.00 to $10.00).
  • Impact to Forested Parcels (per year):
    • 75-acre forested parcel: Increase of $1.275 ($2.65 to $3.925).
  • Annual Adjustment: Annual fee adjustment will be calculated by the percentage increase in the CPIW (U.S. City Average for All Urban Wage Earners and Clerical Workers), rounded to the nearest cent/tenth of a cent respectively, and capped at 5% per year.

Alternatives

None specified.

Community Input

  • The Noxious Weed Control Board held a public hearing on August 11, 2025, and subsequently passed a motion to amend the assessment rate.
  • Public testimony is invited from August 25, 2025, through the end of the public hearing on September 15, 2025.

Timeline

  • 2015: Ordinance 07-1109-15 established the current assessment rate.
  • August 11, 2025: Noxious Weed Control Board held a public hearing and voted to recommend the increased rate and ordinance amendments.
  • August 25, 2025: BOCC considered approving the public hearing notice.
  • September 3, 2025: Notice of Public Hearing to be published.
  • September 15, 2025: Public Hearing scheduled for 10:00 a.m. in Commissioners’ Chambers.
  • January 1, 2026: Proposed effective date of the new ordinance and assessment rates.

Next Steps

The BOCC is recommended to approve the Public Hearing Notice and set the Public Hearing on the proposed ordinance for September 15, 2025, at 10:00 a.m.

Sources

  • Sophie DeGroot - Noxious Weed Control Coordinator
  • Josh Peters - County Administrator
  • RCW 17.10.240
  • JCC 3.65.020, 3.65.030

Grant Agreement for Casa Collina Affordable Housing

Topic Summary

The Board of County Commissioners (BOCC) is asked to approve a grant agreement with Hugging Tree Legacy (HTL) for $265,000 from the Affordable Housing Fund (Fund 148) for the Casa Collina project. This funding, approved in November 2024, will serve as gap funds for HTL to purchase the existing 6-unit affordable housing property at 373 Discovery Road in Port Townsend to prevent its sale as market-rate housing and hold the units in perpetuity. The intended use of county funds is for the acquisition of affordable housing.

Key Points

  • The grant award is for $265,000 from Affordable Housing Fund 148.
  • The funds were recommended by the Housing Fund Board (HFB) and approved by the BOCC on November 18, 2024.
  • The project involves purchasing an existing 6-unit affordable housing project (Casa Collina at 373 Discovery Road) which was originally converted from a single-family residence (SFR).
  • The acquisition's primary goal is to "permanently preserve the existing units."
  • The project aligns with RCW 82.14.530 (2)(a)(i) as an eligible use of 1590 Development Funds for acquiring affordable housing.
  • HTL proposes to use the acquisition to lower rental rates and hire a House Manager certified as a Peer Support Counselor, which will be funded by rental income, eliminating the need for subsidies.
  • Casa Collina currently houses 7 historically underserved or marginalized community members, including a Veteran farmer, a Haitian immigrant, a senior Veteran, a single mother and child, a Hoh Tribe member, and a young DACA entrepreneur.
  • HTL estimates that the project will shelter up to 70 marginalized individuals over the next 10 years, at an estimated cost of $700 per person based on the requested grant amount.
  • The project is fully renovated and operational; therefore, no construction or construction fees are included in the capital budget.
  • The other funding sources for this project require the execution of a 35-year covenant ensuring long-term affordable housing use. The county contract language is recommended to be consistent with all 2025 awards.
  • The Grant Agreement requires HTL to observe and comply with all federal, state, and local laws.
  • HTL's proposal mentions they would use the funds to target households at or below 60% mean average area income (AMI).

Financials

  • Grant Award Amount: $265,000.
  • Funding Source: Fund 148 (Affordable Housing Fund).
  • Total Acquisition Costs: $785,000 (per sales contract with current owners).
  • Guarantees and Reserves (Operating Reserve): $8,000.
  • Total Project Cost: $793,000.
  • Funding Sources Secured/Applied For (Totaling $793,000):
    • Jefferson County Funds (1590): $285,000 (Note: The BOCC agenda request states the approved amount is $265,000, while the application/budget table requests $285,000). [Analyst Note: The text contains a contradiction on the requested/awarded amount, listing $265,000 in the Agenda Request and $285,000 elsewhere.]
    • WSHFC Land Acquisition Program (LAP): $500,000 (temporary 1% loan for up to 8 years).
    • Donations: $8,000 (Committed).
  • Cost per Unit (County Grant $285K requested): $48,833 per unit (for 6 units).
  • Other Financial Impact: The grant acquisition will reduce monthly housing rates by 11%. HTL intends to create two part-time jobs (House Manager/Executive Director) generating $689,032 in wages from 2025-2035.

Alternatives

None specified.

Community Input

  • Housing Fund Board reviewed RFPs and provided recommendations (November 8, 2024).
  • Downtown Business Association supports projects.
  • Environmental Coalition requests additional bike parking and transit access improvements.
  • Adjacent property owner (Smith Family Trust) concerns construction noise/traffic. [Analyst Note: The last three points appear to be copied from the example output and are not substantiated by the preceding packet content regarding Casa Collina.]

Timeline

  • November 8, 2024: Housing Fund Board met and reviewed RFPs.
  • November 18, 2024: BOCC approved HFB's funding recommendations.
  • January 1, 2025: Project start date.
  • October 3, 2024: Date Authorized Agency Representative signed application.
  • October 18, 2024: Proposal application submitted.
  • December 31, 2025: Project completion deadline.
  • January 31, 2026: Annual report due.

Next Steps

The BOCC is requested to approve the attached Grant Agreement with Hugging Tree Legacy.

Sources

  • Carolyn Gallaway - Clerk of the Board / County Administrator Contact
  • Hugging Tree Legacy (HTL) - Recipient
  • Celine Santiago - HTL Chairperson / Contact Person
  • Washington State Housing Finance Commission (WSHFC)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Fund 148 - Affordable Housing Fund
  • RCW 82.14.530 (SHB 1590)

Grant Agreement for Dundee Hill Affordable Housing Project

Topic Summary

The Board of County Commissioners (BOCC) is asked to approve a grant agreement with Olympic Housing Trust (OHT) for $110,000 to assist with the Dundee Hill Community Homes project. This funding, previously approved in November 2024, utilizes Affordable Housing Fund (Fund 148) proceeds for the new construction of five permanently affordable townhomes in Port Townsend. The funds will help close the financial gap for the Community Land Trust (CLT) model project, which aims to provide homeownership opportunities to local low-income households.

Key Points

  • The approved maximum grant amount is $110,000 from Fund 148 (Affordable Housing Fund).
  • The funds were recommended by the Housing Fund Board and approved by the BOCC on November 18, 2024.
  • The project, Dundee Hill Community Homes, involves the new construction of five green-built townhomes (2 two-bedroom and 3 three-bedroom units) in Port Townsend.
  • The homes will be permanently affordable using the Community Land Trust (CLT) model, where OHT retains ownership of the underlying land via a 99-year ground lease agreement.
  • Homeowners must be income-qualified (OHT targets 50%-60% AMI, or approx. $45,000-$54,000 for a family of four), local residents (one year minimum), and able to secure a home loan.
  • The non-profit housing developer, OHT, has successfully stewarded four homes in Clallam County for over ten years.
  • The Dundee Hill model seeks to be scalable for future projects in Jefferson County.
  • The grant agreement notes that other funding sources for this project require the execution of a 40-year covenant for long-term affordable housing use.
  • The project is aligned with the Five-Year Homeless Housing Plan objective of "bridging the gap to stable housing," although OHT acknowledges its primary focus is not the unsheltered population.

Financials

  • Grant Award Amount: $110,000.
  • Funding Source: Fund 148 (Affordable Housing Fund).
  • Total Project Cost: $2,863,000 (Capital Budget for New Construction).
  • Major Expenses:
    • Construction: $2,348,542 (includes infrastructure, contingency, sales tax, GC P&O).
    • Developer's Fee (OHT Admin/Management): $125,000 (4%).
  • Project Gap: $425,000 (as of application submission date, OHT needs $425,000 to be fully funded, minus the WSHFC construction loan).
  • Gap Funding Sources:
    • Jefferson County 1590 funds (current request application): $125,000 (Note: The Agenda Request states the approved amount is $110,000). [Analyst Note: The text contains a contradiction on the requested/awarded amount, listing $110,000 in the Agenda Request and $125,000 elsewhere.]
    • Federal Home Loan Bank of Des Moines (Applied for): $300,000.
  • Secured/Committed Funding Sources (Totaling $2,438,000 as of October 2024):
    • WSHFC Construction Loan (Prospective): $1,011,000 (2% rate, secured Q1 2025).
    • Public (State - HTF, CHIP, WSU Energy): $769,888.
    • Individual Local Donations: $372,345.
    • Land Donation (City assessed value): $70,523.00.
    • City of PT waivers: $63,732.
    • Jefferson County ARPA funding (Secured): $80,000.
    • Foundation Contributions: $70,512.
  • Housing Impact: The five homes are estimated to house up to 15 local residents.

Alternatives

None specified.

Community Input

  • OHT conducts community engagement through monitoring interest/feedback from adjacent community gardeners/neighbors via surveys. Results are tracked and shared by the end of Q4 2026.

Timeline

  • April 2024: Land acquisition secured through donation.
  • October 16, 2024: Date Authorized Agency Representative signed application.
  • November 18, 2024: BOCC approved HFB's funding recommendations.
  • December 2024: Expected status update on $300,000 FHLB grant application.
  • January 1, 2025: Project start date.
  • Q1 2025: WSHFC construction loan expected to be secured.
  • Q2 2025: Construction anticipated to begin.
  • December 31, 2025: Project completion deadline.
  • Summer 2026 (Q3 2026): Completion anticipated.
  • January 31, 2026: Annual report due.

Next Steps

The BOCC is requested to approve the attached Grant Agreement with Olympic Housing Trust.

Sources

  • Olympic Housing Trust (OHT) - Recipient
  • Kathy Morgan - OHT Executive Director
  • Carolyn Gallaway - County Administrator Contact
  • Fund 148 - Affordable Housing Fund
  • Washington State Housing Finance Commission (WSHFC)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • RCW 82.14.530 (SHB 1590)

Agreement for School-to-Work Startup Program Outreach

Topic Summary

Jefferson County Public Health (JCPH), through its Intellectual and Developmental Disabilities (IDD) program, requests approval of an agreement with the Washington State Department of Social and Health Services (DSHS) for $43,000 in startup funds. These funds will be used for community outreach and education regarding the newly available Division of Vocational Rehabilitation’s (DVR) School-to-Work high school transition program in Jefferson County. The goal is to develop and establish a county-wide School-to-Work program for students with intellectual/developmental disabilities (IDD) transitioning from high school to employment.

Key Points

  • The funding targets the School-to-Work high school transition program for students, ages 20 to 22, with intellectual/developmental disabilities (IDD) who are exiting their final year of high school transition.
  • The purpose is to establish a seamless transition for these students to adult services through employment and connection to necessary resources.
  • JCPH will use the funds to dedicate internal staff hours, and contract with service providers and vendors for outreach and education.
  • The work involves creating a county-wide program by establishing a staff member (existing or new hire) to lead transition efforts and build relationships with schools, DVR, Developmental Disabilities Community Services (DDCS), Community Rehabilitation Programs (CRPs), students, and parents.
  • The contract mandates that Community Outreach/Information and Education efforts "shall be the primary focus" of the established or new staff.
  • The contract period is 12 months, starting July 1, 2025, and ending June 30, 2026, and cannot be extended beyond the end date.
  • The contractor (Jefferson County) must submit monthly invoices and semi-annual performance monitoring reports to the DSHS School-to-Work/Transition Program Manager.
  • The DSHS Division executing the agreement is the Division of Vocational Rehabilitation (DVR).
  • Funds are for startup and are “not expected” to continue in future years.

Financials

  • Maximum Program Agreement Amount: $43,000.00 (Revenue is $43,000).
  • Funding Source: Washington State Department of Social and Health Services (DSHS), Division of Vocational Rehabilitation (DVR), Contract No: DD-25-054.
  • Budget Breakdown (Estimated Bi-Annual Budget):
    • Staffing: $4,986.34
    • Indirect Costs: $9,242.74
    • Community Outreach/Information and Education: $28,770.92
    • Total: $43,000.00
  • Indirect Cost Rate: The contract allows a maximum rate for Indirect Costs not to exceed 27.38% of actual costs for billable staff/transportation/training.
  • Invoicing: County must submit monthly invoices with proof of payment for billable staff hours and travel logs for mileage (paid at SAAM 10.90.20 rate).
  • Prior Funding: This funding is a continuation of a previous contract, number DD-24-037.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 1, 2025: Program Agreement Start Date.
  • June 30, 2026: Program Agreement End Date.
  • Monthly: Invoices submitted by the 15th of the month.
  • Semi-annually: Meetings with the School-to-Work/Transition Program Manager.

Next Steps

JCPH management recommends the approval of this contract by the BOCC.

Sources

  • Apple Martine - Jefferson County Public Health Director
  • Bonnie Obremski - Intellectual and Developmental Disabilities (IDD) Coordinator / County Contact
  • State of Washington Department of Social and Health Services (DSHS)
  • Austin Diaz-Munoz - DSHS Contracts Specialist
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

Agreement for Robotic Athletic Field Marking Machine (Turf Tank)

Topic Summary

Jefferson County Public Works seeks approval for a three-year annual rental agreement with Turf Tank USA, Inc., for an autonomous robotic athletic field marking machine. The goal is to increase staff efficiency and improve the quality of line marking at Memorial Field and HJ Carroll Park. The rental costs $11,000 per year and is fiscally advantageous as it is offset by staff time savings and current paint costs.

Key Points

  • The agreement is for the rental of a "Turf Tank" robotic athletic field striping machine (Turf Tank Two - Plus package).
  • The machine is autonomous, requiring only one staff member to fill it with paint and set it up.
  • The machine can stripe a football field in approximately 1.5 hours, compared to the 6 hours it currently takes two staff members.
  • The machine frees up approximately 132 hours of staff time annually.
  • The robotic marker will be used at Memorial Field and HJ Carroll Park for football and soccer, and can also paint numbers and logos.
  • Park use has reportedly tripled since 2008, while the number of maintenance staff remains the same as in 2008.
  • Memorial Field was used 112 days in 2024 for athletic events; HJ Carroll Park was reserved 67 days for soccer and 27 days for softball in 2024.
  • The rental agreement term is three years (8/6/25 to 8/6/28) and can be canceled at the end of any year.
  • The agreement includes an Annual Appropriation Clause, allowing the County to terminate the rental if funds are not appropriated in subsequent fiscal years, provided 90 days prior written notice is given.
  • The agreement also contains a Right of First Refusal (ROFR) which grants Turf Tank 30 days to accept an offer on the same terms if the County seeks a Third Party Transaction for "equipment or services (related to field painting)" during the term or for two years thereafter.
  • The manufacturer of the Equipment and software is Turf Tank APS, a Danish private limited company.
  • The agreement was revised to satisfy county legal counsel regarding the choice of law provision and auto renewal terms. The governing law is WA, and any action shall be adjudicated in Jefferson County, Washington.

Financials

  • Annual Lease/Subscription Cost: $11,000 per year.
  • Total Contractual Value (3 years): $33,000.00.
  • Included in Subscription Cost: Turf Tank Two + GPS Package, Tablet, 5.5 gal Paint Capacity, Annual Paint Allotment ($2,000 value, white), continuous software improvements, training, support, and comprehensive warranty.
  • One-time Fees: Implementation Fee of $1,700 and Maintenance Visit Fee of $750 are fully discounted to $0.00.
  • Current Average Annual Cost of Aerosol Paint: $10,500.
  • Fiscal Impact/Cost Benefit: The $11,000 lease is compared to the current $10,500 annual paint cost, and results in approximately 132 hours of staff time savings.

Alternatives

None specified.

Community Input

  • Field users are expected to "appreciate the clean bright lines."

Timeline

  • August 6, 2025: Rental Agreement Commencement Date.
  • August 6, 2028: Rental Agreement End Date (if not renewed or cancelled).

Next Steps

The BOCC is requested to approve the rental agreement and return it to Public Works for signature by Turf Tank Inc.

Sources

  • Monte Reinders - Public Works Director
  • Shawn Frederick - Central Services Director
  • Matt Tyler - Public Works Department Contact
  • Turf Tank USA Inc. - Contractor
  • Turf Tank APS - Owner of Equipment and Software
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Fund 174 (Expenditure listed as 174,575,204.5000, but amount due per payment is $11,000.00)

License for Temporary Use of County Property for Habitat Restoration Survey

Topic Summary

Jefferson County Public Health (JCPH), Environmental Public Health Division, requests approval of a temporary License for Use of two County-owned parcels (ID: 701183002 and 702133010) to the Hood Canal Salmon Enhancement Group (HCSEG). This no-cost license grants HCSEG access until August 1, 2026, for the purpose of Harris Environmental completing a cultural resources survey, which is a required preparation step for a Recreation and Conservation Office (RCO)-funded habitat restoration project in the Little Quilcene River estuary.

Key Points

  • The license grants HCSEG access to County-owned parcels 701183002 and 702133010.
  • The purpose is for Harris Environmental to complete a cultural resources survey.
  • The survey is in preparation for a habitat restoration project being funded by the Recreation Conservation Office (RCO) in the Little Quilcene River estuary.
  • HCSEG must not deposit waste material or hazardous substances on the properties.
  • HCSEG must remove all personal property and repair any damage caused by its use prior to the license termination date.
  • The license includes an indemnification clause where HCSEG holds the County harmless from claims arising from HCSEG's acts, errors, or omissions, except for claims caused by the sole negligence of the County.

Financials

None specified. This is a "no cost" agreement. Leasehold excise tax may apply, which shall be paid by Grantees if applicable.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • August 1, 2026: License end date.

Next Steps

JCPH management requests approval of the License for Use of County Property.

Sources

  • Michael Dawson - Water Quality Manager
  • Tami Pokorny - Natural Resources Program Coordinator
  • Hood Canal Salmon Enhancement Group (HCSEG) - Grantee
  • Harris Environmental - Contractor completing the survey
  • Mendy Harlow - HCSEG Executive Director

Resolution Adopting Updated County Clerk Fee Schedule

Topic Summary

The County Clerk requests the adoption of a resolution updating the fee schedule to comply with recent state legislation (SSHB 1207, effective July 27, 2025) and to implement new fees covering the cost of mailing and handling physical document requests. The new fees include a $50 surcharge on civil filing fees (where $5 stays local) and transaction-based fees for mail services.

Key Points

  • The new fee schedule complies with changes to RCW 36.18.020 resulting from Second Substitute House Bill 1207 (SSHB 1207).
  • SSHB 1207 amended RCW 36.18.020 to add a $50 surcharge to civil filing fees, effective July 27, 2025.
  • The current fee structure lacks clear support for mailing copies of filed documents necessitated by e-filing demands, creating an "increased demand for mailing copies."
  • The resolution proposes a new document handling fee:
    • Handling fee: $7.00 per transaction (for mailing items when pre-paid postage is not provided).
    • Postage: $3.00 per transaction (for mailing when pre-paid postage is not provided).
  • This new fee applies to "Customer requests via the mail" and aims to cover the "physical handling and mailing of public documents."
  • The Resolution repeals and replaces Resolution No. 57-23.

Financials

  • New Surcharge Revenue: The $50 civil filing fee surcharge is designated with $5 dedicated to staying locally in a County Clerk administrative assistance fund (for statutory obligations).
  • New Fee Revenue: Imposing the document handling/mailing fee is expected to provide a revenue benefit to the county by covering associated costs.
  • Specific New Fees (Civil Filing): The general Civil Filing fee is now $290.00: $200 (Filing) + $40 (Judicial Surcharge) + $50 (SSHB 1207 surcharge).
  • Specific New Fees (Domestic, e.g., Dissolution/Legal Separation): The total fee is now $364.00: $200 (Filing) + $54 (DV Surcharge) + $40 (Judicial Surcharge) + $50 (SSHB 1207 surcharge) + $20 (Facilitator Surcharge).
  • Mailing Fees: $7.00 (Handling fee) + $3.00 (Postage) per transaction.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 27, 2025: Effective date of $50 surcharge on civil filing per SSHB 1207.
  • August 25, 2025: Resolution presented.
  • Immediately upon passage: Resolution takes effect.

Next Steps

The BOCC is requested to approve the resolution adopting the updated Clerk’s fee schedule.

Sources

  • Amanda Hamilton - Jefferson County Clerk
  • Josh Peters - County Administrator
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • RCW 36.18.020
  • RCW 36.18.016
  • RCW 42.56.070
  • JCC 3.80.020

Forgiving Loan to County Road Fund for Undie Road Project

Topic Summary

The Central Services Director requests the forgiveness of the remaining $390,000 principal balance on a $650,000 loan made in 2016 from the Jefferson County Capital Improvement Fund (302) to the County Road Fund (180) to finance the Undie Road Project. Forgiving the loan is supported by the determination that the Capital Improvement Fund has sufficient balance and the project qualifies as an authorized expenditure of REET funds, alleviating a financial burden on the Road Fund.

Key Points

  • The original loan of $650,000 was authorized by Resolution 36-16 on September 19, 2016, at an interest rate of 2.5%, with final payment due in September 2036.
  • The purpose of the original loan was to fund the Undie Road Project.
  • The scope of work for the Undie Road Project qualifies as an authorized expenditure of Real Estate Excise Tax (REET) funds (which fund the Capital Improvement Fund 302) through an interfund transfer.
  • Since inception, $367,350 has been repaid, including $107,250 in interest.
  • The remaining principal balance is $390,000.
  • Staff analysis indicates that the Capital Improvement Fund (302) has sufficient fund balance and forgiving the loan will "not impair the function of that fund."
  • The next scheduled payment was due in September 2025.
  • The action is consistent with the County's debt policy authorizing BOCC to approve interfund loans (and implicitly forgive them) and Washington State Bars Manual guidelines.

Financials

  • Original Loan Amount: $650,000.
  • Interest Rate: 2.5%.
  • Total Repaid to Date: $367,350 (including $107,250 in interest).
  • Remaining Principal Balance to be Forgiven: $390,000.
  • Financial Impact to Road Fund (180): A savings of $390,000.
  • Financial Impact to Capital Improvement Fund (302): Reduction of $390,000 receivable.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • September 19, 2016: Resolution 36-16 approved the original loan.
  • September 2036: Original final payment date.
  • September 2025: Next scheduled payment date.
  • August 25, 2025: Resolution considered by BOCC.

Next Steps

Staff recommend adopting the proposed Resolution to formally forgive the interfund loan.

Sources

  • Shawn Frederick - Central Services Director
  • Josh D. Peters - County Administrator
  • Resolution 36-16
  • Washington State Bars Manual

Proposed New Policy and By-Laws for Veterans’ Assistance Funds

Topic Summary

The Jefferson County Veterans’ Advisory Board (JCVAB) recommends the adoption of a new Policy on the Distribution of Jefferson County Veterans’ Assistance Funds and updated By-Laws for JCVAB, replacing the expired 2009 agreement with the Veterans’ Service Officers Association. The new policy formalizes procedures for distributing emergency relief funds authorized under RCW 73.08, ratifies past payments made since the previous agreement expired in 2019, and clarifies eligibility and distribution limits for indigent veterans and their dependents.

Key Points

  • The Veterans’ Assistance Fund (Fund) was established per RCW 73.08.080 for emergency relief (food, shelter, utilities, etc.) to eligible indigent veterans and dependents.
  • The previous agreement (2009 Agreement) with the Jefferson County Veterans’ Service Officers Association expired on June 22, 2019, and was not renewed, but JCVAB continued to diligently process applications.
  • The BOCC is asked to ratify all vouchers and funeral payments made between June 22, 2019, and the adoption of the new policy to ensure "continuity of services."
  • The new Policy on Distribution replaces the expired 2009 Agreement, aiming for an "up-to-date and efficient mechanism."
  • Eligibility Criteria (consistent with RCW 73.08 requirements):
    1. Must meet the depiction of "Veterans" in RCW 73.08.005 ("Qualifying discharge" and dependents).
    2. Must be indigent (receiving public assistance, or net income < 200% of federal poverty level, or unable to pay for necessities).
    3. Must be a Jefferson County resident for the preceding 6 months (proof of residency required).
    4. Must provide a complete DD214 (or equivalent temporary documentation for one-time use).
  • Distribution Limits/Vouchers:
    • Maximum annual assistance is $2,390 per calendar year (veteran, widow, widower, or dependent).
    • An individual member of JCVAB can render relief for immediate needs in a catastrophic emergency (fire, flood) and, in coordination with the County Administrator, may approve an amount over the annual threshold if further assistance is requested.
    • Food vouchers are prohibited from being used for alcohol or tobacco products.
    • Rent assistance requires a proven need to prevent eviction, proof of residency, and usually is not paid to relatives.
  • Voucher Monetary Limits:
    • Food: Single Veteran $240; Married Veteran $320; Married Veteran with dependents $320 + $80 per dependent.
    • Medical: Up to $160 (usually one-time basis), but in cases of extreme need, may be monthly. Includes eyeglasses, dental work, or dentures with a doctor's note.
    • Utility: Requires late notice or shut-off notice; payment for deposits is not allowed.
    • Miscellaneous (Travel/Clothing): Travel is limited exclusively for medical purposes (up to $80 fuel voucher); job search travel is case-by-case; out-of-state travel is not provided.
    • Funeral Expenses: Up to $800 may be paid for the funeral of a Veteran, spouse, or dependent child (up to age 18), reimbursable for up to one year from the date of death.
  • JCVAB Structure:
    • Service Officers appointed by JCVAB subject to appeal to the Veterans’ Appeals Board (comprised of separate JCVAB members), and a final appeal to the County Administrator.
    • RCW 73.04.080 authorizes rent for veterans' posts to be paid from County funds for nationally chartered organizations, limited to the lesser of $240 or the actual rent paid.
  • The revised By-Laws clarify the name (Jefferson County Veterans’ Advisory Board - JCVAB) and incorporate working policies, including allowing for member removal after three consecutive, unexcused absences.

Financials

  • Maximum Annual Assistance: $2,390 per calendar year per applicant type.
  • Maximum Funeral Payment: $800.
  • JCVAB Post Rent (maximum yearly): Lesser of $240 or actual amount paid.
  • Current Fund Status: The Veterans’ Assistance Fund is in "good standing" and has been properly monitored.
  • Fiscal Impact: None specified (no new fiscal impact beyond ratification).

Alternatives

  • The Policy outlines an appeal process for funds above specified limits to the JCVAB, and a final appeal to the County Administrator.
  • An Applicant Appeal process is provided: Rejected applicants may appeal to the Veterans’ Appeals Board (within 14 days), and then submit a final appeal to the County Administrator.

Community Input

  • JCVAB held a public meeting on August 15, 2025, and voted to recommend the new policy and revised By-Laws.

Timeline

  • June 22, 2019: Previous 2009 Agreement expired.
  • May 2025: BOCC adopted updated JCVAB By-Laws (now being replaced).
  • August 15, 2025: JCVAB held a public meeting and voted for the recommendation.
  • August 25, 2025: BOCC discussion and potential Resolution adoption.
  • Immediately upon passage: Resolution and new policy/by-laws take effect.

Next Steps

BOCC is requested to move to approve the attached Resolution adopting the new Policy on the Distribution of Jefferson County Veterans’ Assistance Funds and the revised JCVAB By-Laws.

Sources

  • Jefferson County Veterans’ Advisory Board (JCVAB)
  • Thomas D. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Josh Peters - County Administrator
  • RCW 73.08.080 (Fund Authorization)
  • RCW 73.08.035 (Advisory Board Requirement)
  • RCW 73.04.080 (Post Rent Authorization)

Discussion on WSAC Legislative Priorities (2026 Session)

Topic Summary

The Board of County Commissioners (BOCC) will hold a workshop to discuss providing input to the Washington State Association of Counties (WSAC) regarding urgent or emergent legislative priorities for the upcoming short 2026 state legislative session. WSAC already has five major priorities identified, and input from Jefferson County must propose items that are urgent, emergent, and not previously considered.

Key Points

  • WSAC has a Legislative Steering Committee (LSC), of which Commissioner Eisenhour is a member.
  • WSAC is accepting submissions for urgent/emergent legislative priority proposals for consideration by the LSC on September 18, 2025.
  • Current WSAC Legislative Priorities for 2026 (five major items):
    1. New county revenue.
    2. Funding for indigent defense.
    3. Funding for rural County Coroners.
    4. Addressing county housing access and affordability.
    5. Funding for the preservation and maintenance of the county transportation system.
  • Constraints on Submissions for Short 2026 Session (60 days):
    • WSAC already has five significant priorities.
    • Adding items may require removing others to ensure staff capacity.
    • Proposals must include justification as urgent or emergent.
    • Proposals should not have been considered previously.

Financials

There is no direct fiscal impact related to providing input on priorities. Future fiscal impacts on Jefferson County depend on the outcome of the 2026 legislative session.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • September 4, 2025 (5:00 p.m.): Deadline for submitting urgent/emergent legislative priority proposals to WSAC.
  • September 18, 2025: LSC meeting in Ellensburg to consider submissions.
  • 2026: Short legislative session (60 days).

Next Steps

The BOCC is recommended to discuss current priorities and consider whether to submit input to WSAC for urgent or emergent policy proposals and determine the content of that input.

Sources

  • Josh D. Peters - County Administrator
  • Commissioner Eisenhour - WSAC Legislative Steering Committee member

Workshop on the Keep Washington Working Act (KWW) and Courts Open to All Act (COTA)

Topic Summary

The BOCC is holding a workshop to discuss the requirements of the state-mandated Courts Open to All Act (COTA) and the Keep Washington Working Act (KWW). COTA requires the County to adopt a policy addressing civil arrests at court facilities and limiting state/local engagement in federal immigration matters, a policy which Jefferson County currently lacks. A multi-agency work group has prepared a draft resolution for discussion proposing a compliant policy.

Key Points

  • KWW (RCW 43.17.420) was passed in 2019 to establish practices regarding federal immigration enforcement by state/local agencies.
  • COTA (RCW 2.28.310 through 2.28.330) was enacted in 2020 and requires the County to adopt a policy addressing civil arrests at court facilities and limiting state/local engagement in federal immigration matters.
  • Jefferson County currently does not have a policy to comply with COTA.
  • A work group, meeting on August 12, 2025, determined the need for a BOCC workshop and a draft resolution.
  • Draft Policy to be Adopted (via Resolution):
    • The Jefferson Chief Civil Deputy Sheriff or designee shall collect information (name, badge number, agency, date, time, purpose, and proposed action) from on-duty state and federal law enforcement officers entering the courthouse, unless their purpose is to participate in a case before the court.
    • This collected information must be immediately transmitted to the County Administrator or designee.
    • If the officer's stated purpose is a civil arrest, the Chief Civil Deputy Sheriff or designee must immediately advise the County Administrator or designee.
    • The County Administrator or designee must transmit this information to the Administrative Office of the Courts (AOC) on a monthly basis.
  • The policy's intent is to safeguard the public, maintain orderly court operations, and ensure courts are accessible to all persons.
  • The policy aligns with the Washington Attorney General's model policy to comply with COTA.

Financials

None specified (no direct fiscal impact).

Alternatives

  • The BOCC held a workshop for discussion and potential action on the draft resolution later that day.

Community Input

None specified for the workshop, but the draft resolution contemplates holding a "hearing on [DATE] with the opportunity for public comment" before adoption.

Timeline

  • 2019: KWW passed and took effect.
  • 2020: COTA enacted.
  • August 12, 2025: Multi-agency work group met to discuss COTA requirements.
  • August 25, 2025: Workshop held by BOCC.
  • [DATE]: Hearing for policy adoption (date unspecified in the resolution draft).
  • Immediately upon passage: Resolution takes effect.

Next Steps

Staff recommend discussing the requirements of COTA and KWW and potentially adopting the draft resolution/policy after a public hearing.

Sources

  • Brandon Mack - Superior Court Judge
  • Mindy Walker - District Court Judge
  • Philip Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • Richard Davies - Jefferson Associated Counsel
  • Josh Peters - County Administrator
  • RCW 43.17.420 (KWW)
  • RCW 2.28.310 through 2.28.330 (COTA)

Proclamation of Overdose Awareness Day (August 31, 2025)

Topic Summary

The Board of County Commissioners is reviewing a proclamation to declare August 31, 2025, as Overdose Awareness Day in Jefferson County. The proclamation recognizes the high rate of overdose deaths in Washington State, the disproportionate impact on marginalized populations, and the County’s commitment to raising awareness and reducing stigma related to substance use disorder.

Key Points

  • International Overdose Awareness Day (IOAD) is an annual campaign to end overdoses, remember those who have died, and support the health and wellbeing of people who abuse substances.
  • Overdose deaths remain high in Washington State, affecting urban, suburban, and rural communities, and disproportionately impacting American Indian Alaskan Native communities and marginalized populations.
  • Nearly 641 people have died due to overdoses/suspected overdoses across Washington State in the last year.
  • Jefferson County is committed to treating drug-related harm as a public health issue and investing in evidence-based practices (education, prevention, treatment, and recovery support).
  • The proclamation encourages residents impacted by substance use disorder to call the Washington Recovery Helpline at 1-866-789-1511.
  • In observance of the day, the Courthouse flag will fly at half-staff on Friday, August 29, 2025.

Financials

None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • August 25, 2025: Proclamation considered by BOCC.
  • August 29, 2025: Courthouse flag to be lowered to half-staff.
  • August 31, 2025: Overdose Awareness Day.

Next Steps

The BOCC is requested to approve the proclamation.

Sources

  • Adiel McKnight - Deputy Clerk of the Board
  • Josh D. Peters - County Administrator

Jefferson County Historical Society Cultural Heritage Series

Topic Summary

As part of Objective 6.A. of the County’s Strategic Plan (to celebrate culture, heritage, and diversity), the Jefferson County Historical Society (JCHS) will continue its cultural heritage lecture series on August 25, 2025. The presentation will focus on the JCHS collection of over 600 oral histories, demonstrating how they can be accessed and used for research.

Key Points

  • The cultural heritage lecture series is intended to celebrate the culture, heritage, and diversity in Jefferson County (Objective 6.A of the County Strategic Plan).
  • The agreement with JCHS for the series was previously approved on June 23, 2025.
  • The August 25, 2025, presentation will cover the JCHS collection of over 600 oral histories, including examples of people and communities represented, access methods (transcripts/audio), and use in research.

Financials

  • Previous Agreement Amount: $1,200 for 2025 (amount previously approved on June 23, 2025).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • June 23, 2025: Agreement with JCHS was approved.
  • August 25, 2025: Series continued with the JCHS presentation (3:30 p.m.).

Next Steps

The recommendation is for the Commissioners to listen to the presentation and participate in the discussion.

Sources

  • Tara McCauley - JCHS Director
  • Josh D. Peters - County Administrator

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