PACKET: Commissioners Meeting at Mon, Sep 08, 09:00 AM

County Sources

AVCapture Page

Documents

AI Information

Roof Replacement for Castle Hill Facilities

Topic Summary

The Central Services Department is recommending approval of a contract with Cascade Industrial Services for roof replacement at the county-owned Castle Hill facilities, which house the Public Works, Health, and Community Development (DCD) departments. The existing roofs have reached the end of their lifespan, increasing the risk of leaks. The proposed solution involves a Liquid Applied Roofing technique over the existing material, offering a cost-effective alternative to conventional replacement.

Key Points

  • The roofs of the Castle Hill facilities (615 Sheridan St. and 623 Port Townsend WA) require replacement due to reaching the end of their working life.
  • The recommended method is Liquid Applied Sealing over the existing roof, which provides a 20-year lifespan.
  • This technique avoids the expense of tearing off the existing roofing, making it less than half the estimated cost of a conventional asphalt roofing system.
  • The total square footage requiring re-roofing is 21,806 sq ft (Health/DCD building is 15,386 sq ft; Public Works building is 6,420 sq ft).
  • The scope of work includes pressure washing the substrate, applying Sherwin Williams Uniflex Silicone roof coating per manufacturer spec, and site cleanup.
  • The contract was procured using the Small Works Roster.

Financials

  • Total contract amount (Expenditure): $114,678.25 (Not inclusive of sales tax).
  • Estimated cost for a conventional asphalt roofing system (prior option): Approximately $250,000.
  • Source for Liquid Applied Roofing cost: Request for bids sent to specialized contractors.
  • Total cost for the project with Cascade Industrial Services is $114,678.25 plus applicable taxes.

Alternatives

  • Conventional Asphalt Roofing System: Estimated to cost approximately $250,000, involving removal and disposal of the old roof and installation of new asphalt. This alternative was deemed more expensive than the proposed solvent-based solution.

Community Input

None specified.

Timeline

  • 2025 (Term of Contract): Contract period.
  • 2025-09-03: Department Certified compliance (Step 1 & 2).
  • 2025-09-04: Risk Management and Prosecuting Attorney electronically approved review (Step 3 & 4).
  • Not later than 90 days after Notice to Proceed: Work must begin.
  • Not later than 90 days after Notice to Proceed: Work must be completed.

Next Steps

Approve contract with Cascade Industrial Services for the roof replacement project.

Sources

  • Shawn Frederick - Central Services Director
  • Josh Peters - County Administrator
  • Cascade Industrial Services (Contractor)

North Pacific Coast Marine Resources Committee (NPC MRC) Support

Topic Summary

Jefferson County Public Health (JCPH) is seeking approval for an Interagency Agreement with the Washington State Department of Fish and Wildlife (WDFW) to fund the North Pacific Coast Marine Resources Committee (NPC MRC) for the 2025-2027 biennium. This agreement, funded entirely by a state grant, supports the administrative capacity of the MRC, enables participation in the Washington Coastal Marine Advisory Council (WCMAC), and funds local projects related to marine health, conservation, and education.

Key Points

  • The agreement's purpose is to financially support the administrative capacity and projects of the North Pacific Coast Marine Resources Committee (MRC).
  • The MRC's goal is to understand, steward, and restore the marine and estuarine ecological processes of the Washington coast.
  • Jefferson County will provide MRC coordinator support in partnership with Clallam County.
  • The MRC coordinator's tasks include planning, organizing, and facilitating meetings, managing tasks, assigning work to volunteers, meeting WDFW contract deliverables, and maintaining public outreach tools.
  • The contract addresses program benchmarks including: Education and Outreach, Coastal Communities, Marine Habitats, Marine Life, Marine and Freshwater Quality, and Sound Science.

Financials

  • Total contract value: $40,000.00
  • Funding source: State General Fund, administered through the WDFW Coastal MRC Program (Revenue Code 334.04.93).
  • No match requirements are specified for this agreement (No impact to the Jefferson County General Fund).
  • The total funding is allocated to Task 1: MRC Coordination ($40,000).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2025-07-01: Contract effective start date.
  • 2027-06-30: Contract termination date.
  • October 15, 2025, and October 15, 2026: Due dates for FY26 and FY27 project budget and work plan submissions.
  • October 15, of each fiscal year: Due date for the Annual Report form (including summary of Q1 actions and prioritized recommendations).
  • July 15, 2026, and July 15, 2027: Due dates for the final report.

Next Steps

JCPH Management recommends BOCC signature for the Interagency Agreement with WDFW.

Sources

  • Pinky Mingo - Environmental Public Health and Water Quality Director
  • Tami Pokorny - Natural Resources Program Coordinator (Contractor's Project Manager)
  • Chris Waldbillig - WDFW's Project Manager
  • Washington State Department of Fish and Wildlife (WDFW)
  • Washington Coastal Marine Advisory Council (WCMAC)

Interlocal Agreement for School-Based Health Clinic Support (Jefferson Healthcare)

Topic Summary

Jefferson County Public Health (JCPH) requests approval of a one-year Interlocal Agreement (ILA) with Public Hospital District No. 2 (Jefferson Healthcare) for financial support to maintain school-based health clinics. This funding supports essential clinical and mental healthcare services for adolescents in the Port Townsend, Chimacum, and Quilcene school districts (including Brinnon students).

Key Points

  • The agreement's purpose is to authorize cooperation under RCW 39.34 to increase adolescent access to clinical and mental health care through school-based health clinics (SBHCs).
  • The SBHCs are maintained and operated solely by Jefferson County Public Health within the Port Townsend, Chimacum, and Quilcene School Districts (the Quilcene site also services Brinnon schools).
  • The District (Jefferson Healthcare) provides financial support for the county's operation of these SBHC service sites.
  • The County is fully and solely responsible for owning, operating, managing, staffing, insuring, and setting policies/procedures for the clinics.
  • No person utilizing the SBHC services is considered a patient of the District.
  • The District has no responsibility or authority over the provision of services at the SBHC sites, other than its financial contribution.

Financials

  • Total financial support provided by the District: Not to exceed $50,000.00.
  • Payment structure: Equal monthly installments, paid no later than 30 days following receipt of a timely invoice from the County.
  • Funding is intended for supporting operations of the school-based health clinic service sites.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2025-09-01: Commencement Date of the Agreement.
  • 2026-08-31: Agreement expiration date.
  • If terminated, the District is liable only for prorated monthly provision prior to the effective date of termination.

Next Steps

JCPH recommends approval of the Interlocal Agreement between Jefferson Healthcare and Jefferson County.

Sources

  • Apple Martine - Jefferson County Public Health Director
  • Denise Banker - Community Health Director
  • Public Hospital District No. 2 (Jefferson Healthcare)
  • Mike Glenn - CEO, Jefferson Healthcare Medical Center

Subcontract for DVR School-to-Work Program Services (Cascade Community Connections)

Topic Summary

Jefferson County Public Health (JCPH), through its Intellectual and Developmental Disabilities (IDD) division, requests approval for a subcontract with Cascade Community Connections (Cascade) to provide "School-to-Work" program direct services. This program guides students with intellectual and/or developmental disabilities toward obtaining integrated employment before graduating high school, with funding tied to performance metrics per student served.

Key Points

  • The program targets eligible students with intellectual and developmental disabilities who are exiting school and desire paid employment in the general workforce at or above the state minimum wage.
  • Cascade Community Connections is the subcontractor providing individualized, direct services (job coaching, etc.).
  • Services include goal setting, resume drafting/media resume creation, job searching, and support to stabilize employment.
  • DVR, DDCS, school districts, providers, and the County coordinate this effort.
  • DVR (Division of Vocational Rehabilitation) provides the funding that reimburses the County for each student served.
  • Deliverables are tied to completing specific forms and phases outlined in the "School-to-Work Student Guide" (Exhibit C).
  • Subcontractor staff must adhere to strict confidentiality, mandatory reporting requirements (RCW 74.34.020(11), 74.34.035, .040, and Chapter 26.44 RCW), and must have current DSHS background checks (within three years).
  • Subcontractor must demonstrate adherence to CARF (Commission on Accreditation of Rehabilitation Facilities) standards for quality assurance.
  • Job Stabilization criteria: desired work hours met (or mutually agreed suitable employment), employer satisfaction verified by job coach, and readiness for long-term support.

Financials

  • Funding model: Fee for service.
  • Payment: $10,088.40 per student served (no limit on number of students).
  • Payments are dependent on the submission of deliverables aligned with program phases.
  • Funding is provided by an existing contract between the County and DVR (Revenue Fund 127).
  • Maximum payment per student is $10,088.40. Payments for stages of service include $2,163 for Intake/Assessment, and $3,603 for Stabilization.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2025-10-01: Agreement start date.
  • 2026-09-30: Agreement end date.

Next Steps

JCPH management recommends approval for JCPH to subcontract Cascade Community Connections to provide DVR School-to-Work direct services.

Sources

  • Apple Martine - Jefferson County Public Health Director
  • Bonnie Obremski - Intellectual and Developmental Disabilities Coordinator
  • Cascade Community Connections (Subcontractor)
  • Taylor Webster - Executive Director, Cascade Community Connections
  • Division of Vocational Rehabilitation (DVR)
  • Developmental Disabilities Administration (DDA)

Interagency Agreement Amendment No. 7 (DOH Consolidated Contracts)

Topic Summary

Jefferson County Public Health (JCPH) is requesting approval for Amendment No. 7 to the Consolidated Contract with the Washington State Department of Health (DOH) for the period of January 1, 2025, through December 31, 2027. This amendment significantly increases funding—adding $2,446,631 for a new total of $5,736,053—to support critical public health programs, including Foundational Public Health Services (FPHS), School-Based Health Centers, and emergency preparedness.

Key Points

  • Amendment No. 7 adds or amends Statements of Work (SOW) for six public health programs.
  • Foundational Public Health Services (FPHS): Allocates $2,203,000 to build governmental public health system capacity, covering activities ranging from shared regional epidemiology ($150,000) and strengthening local finance capacity ($62,000) to climate change response ($80,000). The FPHS mandate is driven by RCW 43.70.512.
  • School-Based Health Centers Program (SBHC): Formalizes a grant of $140,000 for infrastructure and capacity building activities related to local SBHCs (Quilcene, Chimacum, Port Townsend School Districts), fulfilling legislative mandate RCW 43.70.825 for the period of 7/1/25 – 6/30/26.
  • COVID-19 Response (ELC): Extends the period of performance and funding ($15,580 allocated for 1/1/25 - 12/31/25) for case investigation, contact tracing, and surveillance activities until December 31, 2025.
  • Office of Resiliency & Health Security-PHEP: Allocates $19,527 for tasks to prepare, respond, and recover from public health threats and emergencies (7/1/25 – 6/30/26). Requirements include completing a jurisdictional risk assessment (JRA) using the H2azaRDS tool and maintaining NIMS compliant training.
  • Sexual & Reproductive Health Program (SRH): Adds $47,404 for the period of 7/1/25 – 12/31/25 and updates billing language.
  • Maternal & Child Health Block Grant (MCHBG): Provides an additional $36,700 for activities, extends the period of performance, and adds new deliverables until September 30, 2026. This requires JCPH to report FTE billed to MCHBG annually and participate in the ongoing 5-year Needs Assessment.
  • Total State funding in the Amended Allocation: $5,088,967. Total Federal funding: $647,086.

Financials

  • Total additional funding from Amendment No. 7: $2,446,631 total Revenue.
  • New total contract amount: $5,736,053 ($3,289,422 + $2,446,631 increase).
  • Major Funding Additions (State and Federal combined):
    • Foundational Public Health Services (State, SFY26): $2,203,000
    • School-Based Health Centers (State, SFY26): $140,000
    • Sexual & Reproductive Health (State, SFY26): $47,404
    • Maternal & Child Health Block Grant (Federal, FFY26): $36,700
    • Office of Resiliency & Health Security-PHEP (Federal, FFY25 BP2): $19,527
  • The Consolidated Contract is funded by DOH using both Federal and State funds.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2025-01-01: Previous/Modified programs continue from this date/effective date for some revisions (e.g., COVID-19).
  • 2025-07-01: Effective date for new SOWs (FPHS, PHEP, SBHC).
  • 2025-09-01: Key contact information due for PHEP SOW.
  • 2025-12-31: COVID-19 Response period ends.
  • 2026-06-30: FPHS and SBHC program periods end.
  • 2026-09-30: MCHBG program period ends.
  • 2027-12-31: End term of the Consolidated Contract.

Next Steps

JCPH Management recommends BoCC approval of Consolidated Contract Amendment #7 with DOH.

Sources

  • Apple Martine - JCPH Director
  • Veronica Shaw - JCPH Deputy Director
  • Washington State Department of Health (DOH)
  • RCW 43.70.512 (Foundational Public Health Services Intent)
  • RCW 43.70.825 (School Based Health Centers Program)

Data Sharing Agreement: ESSENCE Platform (Department of Health)

Topic Summary

Jefferson County Public Health (JCPH) requests approval of a Data Sharing Agreement with the Washington State Department of Health (DOH) to access the Electronic Surveillance System for the Early Notification of Community-based Epidemics (ESSENCE). This CDC-hosted platform provides timely syndromic surveillance data crucial for JCPH to identify and respond to public health threats, track health trends, evaluate interventions, and meet a statutory requirement for healthcare encounter data access (RCW 43.70.057).

Key Points

  • ESSENCE is a CDC-hosted platform providing syndromic surveillance data from Washington and other states, typically including over 90% of emergency department visits reported within 24 hours.
  • JCPH uses this data for public health purposes, including: identifying and responding to public health threats (e.g., outbreaks), tracking health condition trends, evaluating interventions, and meeting statutory requirements (RCW 43.70.057).
  • Access to the platform is granted to a limited number of authorized JCPH users (employees or contractors).
  • Authorized users will have access to all ESSENCE data reported by facilities located in, and for residents of, Jefferson County.
  • Data elements potentially available include: facility/visit details, patient chief complaint(s), discharge diagnosis(es), dates (birth, admission, discharge, death), patient medical record number, zip code, patient demographics (sex, race, ethnicity), initial clinical measurements (temperature, pulse oximetry, blood pressure, etc.), procedure code, pregnancy status, smoking status, and insurance details.
  • Strict Confidentiality and Security: JCPH must comply with DOH small numbers guidelines (Appendix D), limit access to the minimum necessary, ensure all users sign a confidentiality agreement, and adhere to OCIO security standard 141.10 (Securing Information Technology Assets, met by HIPAA Security Standard compliance).
  • JCPH must notify the DOH Chief Information Security Officer within one business day of any suspected or actual breach.
  • JCPH must notify the DOH Privacy Officer ten business days prior to disclosing any data in response to a Public Records Act request.
  • The use of the information is strictly limited to public health and healthcare practice purposes and does not constitute research activities (RCW 42.48.010).

Financials

  • Total cost: $0.
  • There is no fiscal impact associated with this data sharing arrangement.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Date of Execution: Effective start date, running until 4/30/2027.
  • 4/30/2027: Agreement end date.
  • Within 30 days of receiving error/rejection report: Corrected CVR data must be submitted by the LHJ to DOH (from Sexual & Reproductive Health Program SOW, referencing CVR submission timeline).

Next Steps

JCPH management requests Board approval of the Jefferson County Data Sharing Agreement with DOH.

Sources

  • Apple Martine - Jefferson County Public Health Director
  • Veronica Shaw - Deputy Public Health Director (JCPH Business Contact)
  • Cynthia Harry - Deputy Chief Data Officer, DOH (Information Provider Business Contact)
  • RCW 43.70.057 (Statutory authority for LHJs to access healthcare encounter data)
  • Centers for Disease Control and Prevention (CDC) - Host of ESSENCE platform

Next-of-Kin Next-of-Kin Notification Services (Thomson Reuters)

Topic Summary

The Jefferson County Office of the Coroner, established in January 2025, requests approval for a three-year contract with Thomson Reuters for access to the CLEAR Proflex software product. This product is necessary to locate and notify next-of-kin (NOK) when information is not readily available, fulfilling the Coroner's statutory duties.

Key Points

  • The Coroner is required by statute to make a good faith attempt to locate and notify the next of kin of a decedent.
  • The CLEAR Proflex software provides a resource for locating NOK when information is otherwise unknown to the Coroner's office.
  • The subscription involves one seat for "CLEAR for Government Skiptracing" access.
  • The contract is for a 36-month minimum term at a government rate.
  • The product uses regulated data (e.g., credit header data, motor vehicle data, voter registration data) and requires the entity to certify that they are the end user and will only use the data for internal business purposes, strictly limiting access. The Coroner's office warrants it is not a consumer reporting agency.

Financials

  • Expenditure: $86.00 per month (Year 1 charge).
  • The monthly charge increases by 5.00% per year: $90.30 in Year 2, and $94.82 in Year 3.
  • The total cost over the minimum term (36 months) is calculable based on the monthly incremental charge.
  • Funding source: Coroner budget (Fund #151).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 36 months: Minimum contract term.
  • First 12 months: Monthly charge is $86.00.
  • Year 2: Monthly charge is $90.30 (5% increase).
  • Year 3: Monthly charge is $94.82 (5% increase).
  • Subscription automatically renews every 12 months unless canceled 30 days in advance of the Automatic Renewal Term.

Next Steps

The Coroner requests approval of the agreement and delegation of authority to David Bradley, Jefferson County Coroner, to execute the agreement.

Sources

  • David Bradley - Coroner
  • Thomson Reuters (Contractor)
  • Josh Peters - County Administrator

Olympic Discovery Trail - Anderson Lake Connection Construction Funding (WSDOT Supplement)

Topic Summary

The Public Works Department is requesting approval to execute Local Agency Agreement Supplement #1 with the Washington State Department of Transportation (WSDOT) to distribute construction funding for the Olympic Discovery Trail-Anderson Lake Connection project. This supplement of Surface Transportation Block Grant (STBG) funding will expand the use of the grant dollars beyond just the construction contract to also cover Construction Consultant, Agency, and State Services costs.

Key Points

  • The project is County Project No. 18019893, Road No. 850200, named Olympic Discovery Trail- Anderson Lake Connection.
  • The trail segment is 3.15 miles long, connecting the south end of the Larry Scott Trail (via Jefferson Transit Park & Ride) to the northern boundary of Anderson Lake State Park.
  • Federal funds were allocated through the Surface Transportation Block Grant (STBG).
  • The initial agreement obligated funds only for the Construction Contract (item 'k'). This supplement seeks to allow Federal Aid funding for additional construction-related costs including consultant, Agency (County), and State Services costs.
  • The Federal Aid Participation Ratio for Construction is 86.5%.
  • Construction Method of Financing selected: Method C - Agency cost incurred with partial reimbursement.
  • The County is ultimately responsible for all costs not reimbursed by the Federal Government.

Financials

  • Total Federal Grant Amount (Revenue): $1,519,332.00 (from STBGR-2016(030) and unchanged by the supplement).
  • Total Estimated Project Cost (unchanged): $4,621,415.00
  • Federal Funds Distributed: $1,519,332.00
  • Estimated Agency Funds (Match): $3,102,083.00
  • Funding Sources: This grant funding pays 33.65% of construction. The remaining construction funding is from the WA State Recreation and Conservation Office (RCO) WA Wildlife and Recreation-Trails grant #20-1745.
  • Distribution Changes (Construction Phase Only):
    • Contract amount (Federal share): reduced slightly from $1,519,332 to $1,461,636.
    • Consultant services (Federal share): increased from $0 to $13,460.
    • Agency costs (County's direct work, Federal share): increased from $0 to $40,030.
    • State Services/WSDOT fees (Federal share): increased from $0 to $4,206.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2024-12-25: Proposed Advertisement Date (Construction).
  • 2028-12-31: Project Agreement End Date (Term of Contract).
  • December 2024: Construction funds were obligated under the original agreement. The original agreement was dated 8/12/24 and executed by WSDOT on 12/19/24.

Next Steps

Public Works recommends that the Board execute the Local Agency Agreement Supplement #1 with WSDOT Local Programs. After WSDOT executes, the document will return to the Board.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • John Fleming, P.E. - Project Manager
  • Washington State Department of Transportation (WSDOT), Local Programs
  • Washington State Recreation and Conservation Office (RCO)

Subcontract for Intellectual/Developmental Disabilities - Self-Determination/Advocacy Services (People First of Washington - DD-25-052)

Topic Summary

Jefferson County Public Health (JCPH), on behalf of its Intellectual and Developmental Disabilities (IDD) program, requests approval for a Professional Services Agreement with People First of Washington. This agreement directly supports the local People First chapter's mission to promote self-determination and self-advocacy among individuals with IDD, ensuring their inclusion as leaders and access to decision-makers in Jefferson County.

Key Points

  • The Contractor (People First of Washington) aims to assist people with intellectual and/or developmental disabilities to realize they are equal citizens and that their disability is secondary.
  • Services include supporting and maintaining a local People First chapter.
  • Program activities require hosting/providing a minimum of one People First meeting per month, plus one Program Officer’s Meeting and one Business Meeting per month in Jefferson County.
  • Services also include training for local individuals in leadership positions concerning self-governance and meeting management.
  • The organization will participate in at least one informational, public event per year in Jefferson County.
  • Contractor is paid a monthly stipend for the People First Advisor, plus a fixed amount for participation supports.
  • Monthly invoices must include status reports detailing the number of meetings hosted/attended, attendees' names, agendas, minutes, and summaries of motions passed by local People First members.

Financials

  • Total maximum contract amount (Expenditure): $7,200.
  • Services breakdown:
    • People First Advisor Stipend: $6,000 (billed at $500/month).
    • Participation supports (accommodations, transportation, snacks, supplies): $1,200.
  • The contract amount is less than the previous year due to lower administrative/supply costs and the removal of a training expense addressed in a separate agreement.
  • Funding source: PH Fund #127, Munis Org/Obj DD #12768040.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2025-07-01: Agreement commencement date.
  • 2026-06-30: Agreement expiration date.

Next Steps

JCPH management recommends approval of this agreement.

Sources

  • Apple Martine - Jefferson County Public Health Director
  • Bonnie Obremski - Intellectual and Developmental Disabilities Coordinator
  • People First of Washington (Contractor)

Subcontract for IDD Self-Advocacy Training (People First of Washington - DD-25-053)

Topic Summary

Jefferson County Public Health (JCPH) requests approval for a separate Professional Services Agreement with People First of Washington to fund the participation of local chapter members in the People First Convention in Spokane, WA, from October 28-30, 2025. The purpose is to ensure members receive the necessary training to act as community educators in Jefferson County.

Key Points

  • The specific purpose of this agreement is to provide the support necessary for all willing members of the Jefferson County People First chapter to physically attend and participate in the 2025 People First Convention in Spokane, WA.
  • Convention dates: October 28-30, 2025.
  • Attendance at the convention ensures members can receive the training necessary to function as community educators.
  • Reimbursement is strictly limited to expenses directly related to attending the 2025 People First Convention (registration, transportation costs, etc.).

Financials

  • Total maximum contract amount (Expenditure): $9,900.
  • The total amount is higher than the previous year because the 2025 convention is located in Spokane, WA, (versus Bremerton, WA last year), requiring more travel funding, and due to an increased number of local chapter members.
  • Funding source: PH Fund #127, Munis Org/Obj DD #12768040.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2025-07-01: Agreement commencement date.
  • 2025-12-31: Agreement expiration date.
  • 2025-10-28 to 2025-10-30: Dates of the People First Convention in Spokane, WA.

Next Steps

JCPH management recommends approval of this agreement.

Sources

  • Apple Martine - Jefferson County Public Health Director
  • Bonnie Obremski - Intellectual and Developmental Disabilities Coordinator
  • People First of Washington (Contractor)

IDD Self-Determination/Advocacy Services Amendment No. 3 (People First of Washington - DD-23-062-A3, Budget Revision)

Topic Summary

Jefferson County Public Health (JCPH) is seeking retroactive approval for Amendment No. 3 to the agreement with People First of Washington, which ran from July 1, 2023, through June 30, 2025. This amendment reallocates all previously budgeted travel funds into the supplies line item to match the organization's actual costs and current plan needs, while maintaining the overall contract amount.

Key Points

  • This amendment is a budget revision request, moving funds from travel line items to the supplies line item.
  • The contract provided professional services for self-determination and self-advocacy services/education for individuals with IDD.
  • The need for the amendment arose because internal changes meant People First no longer needed the original travel funds, but costs for supplies exceeded expectations.
  • The Prosecuting Attorney noted that the contract expired on June 30, 2025, before this amendment was fully executed, stating a new contract is technically needed and that there is a risk of complaint due to amending an expired contract.

Financials

  • Total contract amount (Expenditure): $20,277.00 (unchanged).
  • Original budget components affected (Jul 1, 2024 - Jun 30, 2025):
    • Travel: Reduced from $950.00 to $0.
    • Travel for State Staff: Reduced from $1,000.00 to $0.
    • Supplies/Materials/Food/Recreation Fees: Increased from $1,233.00 to $3,183.00.
  • Total amount reallocated from Travel to Supplies: $1,950.
  • Funding source: PH Fund #127, Munis Org/Obj DD #12768040.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2023-07-01: Original Agreement start date.
  • 2025-06-30: Agreement expiration date.
  • 2025-07-11: Prosecuting Attorney electronically approved as to form but noted the contract already expired.
  • 2025-07-16: Risk Management electronically approved, noting the late direction from the state agency partner and risk of losing program funds.

Next Steps

JCPH management recommends approval of this contract amendment.

Sources

  • Apple Martine - Jefferson County Public Health Director
  • Bonnie Obremski - Intellectual and Developmental Disabilities Coordinator
  • People First of Washington State (Contractor)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

Recycling Program Privatization and Contract Review Update

Topic Summary

The Board reviewed the privatization plan for the County's recycling program and addressed several existing non-departmental agreements in a continuation of a prior workshop. The Board directed staff toward privatizing recycling service operations with Waste Connections, contingent on approving a Level of Service ordinance. Separately, the Board set a course for managing community rental contracts and formally terminated the Strategies 360 contract.

Key Points

  • Recycling Program Privatization:
    • The plan involves contracting operations to Waste Connections, maintaining county oversight through service standards, reporting, and a low-income discount.
    • Efficiencies from privatization are expected to lower costs.
    • The Board authorized drafting a letter (to be signed by the Chair) to the current contractor stating the County will not extend the current service agreement and will discontinue existing drop-off service effective March 31, 2026.
    • The letter will include a caveat that final action on the Level of Service ordinance is pending a public hearing scheduled for October 6, 2025.
    • Staff was directed to finalize an Operating Agreement with Waste Connections and bring it back as a Consent Agenda item.
  • Community Center Management Contracts:
    • The Board directed staff to open an RFP process for the management of the Tri-Area, Quilcene, and Brinnon community centers. (Current agreement with OlyCAP for these expires 12/31/2025).
    • Staff was directed to negotiate contract extensions with existing contract holders for the management of the Gardiner Community Center and the Port Townsend Senior Association (PTSA).
    • The current OlyCAP agreement details: annual grant funding (e.g., $184,067 in 2025), required services (daily operation, scheduling, senior support, referrals), and extensive quarterly reporting requirements (statistical use reports, cost/revenue reports).
  • Strategies 360 Contract Termination:
    • Following discussion, the Board moved to provide a 10-day notice to end the S360 contract for government relations services.
    • The S360 contract (for $70K/year, total remaining $114,000) allowed for termination by either party with 10 days' notice.
  • Thriving Communities Small Grants Program:
    • The Board approved an RFP for a new Small Grants Program to fund small community requests (e.g., farmers markets, Little League).
    • The RFP proposal specified available funding of $10,000, with awards ranging from $500 to $2,000.
    • The language in the program description was amended to change "sports teams" to "youth activities."

Financials

  • Recycling/Solid Waste: Efficiencies from privatization are expected to lower costs (specific amount uncertain).
  • Thriving Communities Grants: Total available funding set at $10,000, with awards between $500 and $2,000.
  • Strategies 360: Remaining value canceled: $114,000 (originally total $210,000 through 12/31/2026).
  • Community Center Contracts (2023-2025 totals):
    • OlyCAP (Tri-Area, Quilcene, Brinnon): $536,272 (remaining $110,816).
    • Gardiner Community Center Board: $12,234.
    • Port Townsend Senior Association: $53,256 (remaining $4,570).

Alternatives

  • The Board chose the privatization/RFP approach for Tri-Area, Quilcene, and Brinnon centers over merely extending the current OlyCAP agreement.
  • The Board directed retaining negotiations for Gardiner and PTSA instead of including them in the immediate RFP process.

Community Input

  • Recycling Workshop: One comment received, which Manager Cairns subsequently addressed.
  • Thriving Community Grants RFP: One comment received.
  • Community Centers RFP motion: Two comments received after the motion was made.

Timeline

  • 2025-09-02: Board meeting/workshop held.
  • 2025-09-04: Date the 10-day notice to end Strategies 360 contract was provided.
  • 2025-10-06: Proposed Public Hearing date to consider adoption of the Recycling Level of Service ordinance.
  • 2025-12-31: Expiration date for recycling drop-off service agreement (if discontinued as planned).
  • 2025-12-31: Expiration date for OlyCAP, Gardiner, and PTSA community center management contracts.

Next Steps

  1. The BOCC Chair is authorized to sign a letter terminating the relationship with the current recycling contractor, effective 3/31/2026, pending the October hearing.
  2. Staff must initiate the public hearing process for the Level of Service ordinance on October 6, 2025.
  3. Staff is directed to develop an RFP for management of the Tri-Area, Quilcene, and Brinnon community centers.
  4. Staff is directed to negotiate contract extensions for the Gardiner Community Center and the Port Townsend Senior Association.
  5. Provide 10-day notice to Strategies 360 for contract termination.

Sources

  • Monte Reinders - Public Works Director
  • Al Cairns - Solid Waste Manager
  • Josh Peters - County Administrator
  • Amanda Christofferson - Grant Administrator
  • Judy Shepherd - Finance Director
  • Public Works Department
  • Olympic Community Action Programs (OlyCAP)
  • Strategies 360 (Contractor)

Consolidated Contracts Amendment No. 6 (DOH - Infectious Disease and Drinking Water Programs)

Topic Summary

The Consolidated Contracts with the Washington State Department of Health (DOH) were amended (Amendment No. 6) to increase the maximum consideration by $103,533, resulting in a revised total contract value of $3,289,422. This amendment adds new Statements of Work (SOW) for Infectious Disease Syndemic Prevention (Syringe Services Programs) and Recreational Shellfish Activities, and revises the Office of Drinking Water Group A Program's funding to reflect changes in project roles and funding sources through 2027.

Key Points

  • Infectious Disease Syndemic Prevention Services (SSP):
    • A new SOW effective 7/1/2025, to provide Syndemic Prevention Services (HIV, STI, Adult Viral Hepatitis) for people who use drugs (PWUD).
    • Requires operation of Syringe Services Programs (SSP) a minimum of 8 hours and 2 days per week, including mobile/outreach services.
    • SSPs must provide required harm reduction supplies, naloxone, low-barrier clinical services (wound care, infectious disease testing/treatment, MOUD), and care navigation/referrals to health/social services.
    • The total allocation for the new SSP SOW for SFY26 is $96,833 ($80,500 State, $16,333 Federal).
  • Recreational Shellfish Activities / Biotoxin Monitoring:
    • A new SOW effective 7/1/2025, to fund shellfish harvesting safety, including biotoxin monitoring ($7,000) and outreach ($500).
    • Activities include collecting monitoring samples, conducting emergency sampling, posting/removing signs, issuing news releases during closures, and staffing educational booths. The total funding is $7,500.
  • Office of Drinking Water Group A Program:
    • The SOW was revised to extend the funding period to 12/31/2027, change internal funding codes, and swap funding sources for Sanitary Surveys (SS) and Technical Assistance (TA) from YR 28 SRF to YR1 Stimulus.
    • The original allocation for this program was decreased by $800 to a new total of $4,600. This change was implemented by removing the cost of one Sanitary Survey ($800).
    • The County conducts sanitary surveys and provides technical assistance (TA) to small community and non-community Group A water systems. Payment for a sanitary survey of a system with four or more connections is $800.

Financials

  • Total increase for Amendment #6: $103,533.
  • Revised total contract value: $3,289,422. (Original prior to Amd 6: $3,185,889).
  • New Program Funding:
    • Infectious Disease SSP (SFY26): $96,833 ($80,500 State, $16,333 Federal)
    • Recreational Shellfish/Biotoxin (SFY26): $7,500 (State)
  • Drinking Water Program Change: Total funding decreased by $800 to $4,600.
    • Sanitary Survey fees were reduced by $400 for SS-State (total funding: $1,800).
    • YR 28 SRF Local Asst (15%) SS & TA funding was fully eliminated.
    • New YR1 Stimulus Local Asst (10% of 15%) SS funding added: $1,800.
    • New YR1 Stimulus Local Asst (10% of 15%) TA funding added: $1,000.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2025-01-01: Effective date for amendments to the Office of Drinking Water Group A Program.
  • 2025-07-01: Effective date for new SOWs (Infectious Disease SSP, Rec Shellfish).
  • 2025-07-31: Final claims submission deadline for SSP SOW costs due and payable under the SOW periods.
  • 2026-06-30: End date for the new SOWs.
  • 2026-02-15: Annual report due for Recreational Shellfish Activities (for 2025 work).
  • 2027-12-31: Revised end date for the Office of Drinking Water Group A Program period of performance.

Next Steps

The Board is presented with this information as part of the total Consolidated Contract update and approval framework.

Sources

  • Jefferson County Public Health
  • Washington State Department of Health (DOH)
  • Brinda Hulseman (DOH Signatory)
  • Philip C. Hunsucker (Chief Civil Deputy Prosecuting Attorney)

IDD Self-Determination/Advocacy Training for Community Educators (People First of Washington - DD-25-053)

Topic Summary

Jefferson County Public Health (JCPH) requests approval for a Professional Services Agreement with People First of Washington to provide the support and funds necessary for all willing local chapter members to attend and participate in the 2025 People First Convention. The primary goal is to ensure members receive the required training to continue their work as community educators in Jefferson County.

Key Points

  • The agreement specifically funds the attendance and participation in the People First Convention in Spokane, WA (October 28-30, 2025).
  • The purpose is for members to receive training to continue their work as community educators in Jefferson County.
  • Reimbursable expenses are strictly limited to costs directly related to convention attendance, such as registration and transportation.

Financials

  • Total contract amount (Expenditure): $9,900.
  • The amount is higher than last year because the 2025 convention is in Spokane, WA (longer travel distance) and the local chapter now has more members.
  • Funding source: PH fund #127, Munis Org/Obj DD #12768040.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2025-07-01: Agreement commencement date.
  • 2025-12-31: Agreement expiration date.
  • 2025-10-28 to 2025-10-30: Convention dates in Spokane, WA.

Next Steps

JCPH management recommends approval of this agreement.

Sources

  • Apple Martine - Jefferson County Public Health Director
  • Bonnie Obremski - Intellectual and Developmental Disabilities Coordinator
  • People First of Washington (Contractor)

Advisory Board Appointment: Veterans Advisory Board

Topic Summary

The Board of County Commissioners is asked to approve the appointment of Andrew "Andy" Okinczyc as the American Legion Representative and Vice President on the Jefferson County Veterans Advisory Board (VAB), filling the vacancy left by the resignation of former representative Gary Lane.

Key Points

  • Andrew “Andy” Okinczyc was nominated and unanimously passed for appointment as Vice President by the VAB at their August 15, 2025, meeting.
  • He will serve as the American Legion Representative.
  • He is replacing former representative Gary Lane.
  • The term of appointment is for three years.

Financials

None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2025-06-01: Commencement date of the three-year term.
  • 2025-08-15: VAB meeting where the nomination received unanimous approval.
  • 2028-06-01: End date of the three-year term.

Next Steps

Approve the letter for the newly appointed Jefferson County Veterans Advisory Board member (Andrew Okinczyc – American Legion Representative and Vice President).

Sources

  • Wendy Housekeeper - Executive Assistant

Proclamation: National Day of Service and Remembrance

Topic Summary

The Board of County Commissioners plans to approve a proclamation declaring September 11, 2025, as the National Day of Service and Remembrance in Jefferson County, honoring those lost in the 2001 terrorist attacks, the first responders, and fostering unified communal purpose and resilience.

Key Points

  • The proclamation commemorates the 2,977 lives lost in the terrorist attacks of September 11, 2001 (World Trade Center, Pentagon, United Flight 93).
  • The day honors both those who died and the first responders (firefighters, law enforcement, emergency workers) and civilians who acted bravely.
  • The observance is requested by Congress as an annually recognized "National Day of Service and Remembrance."
  • The proclamation encourages all residents to join in observing the day.

Financials

  • There is no fiscal impact to Jefferson County.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2025-09-08: Proposed date for proclamation approval.
  • 2025-09-11: Date of the National Day of Service and Remembrance.

Next Steps

Approve the Proclamation.

Sources

  • Carolyn Gallaway - Clerk of the Board
  • Josh Peters - County Administrator

Status Update: Comprehensive Plan 2025 Periodic Review

Topic Summary

The Department of Community Development (DCD) provided a status update on the mandatory 2025 Comprehensive Plan Periodic Review, required under Washington’s Growth Management Act (GMA). The update incorporates legal compliance, population forecasts, coordination across jurisdictions, and key elements like climate resiliency. The hearing draft is currently undergoing legal review before proceeding to the final adoption steps.

Key Points

  • The Periodic Review is required by the GMA (RCW 36.70A) to ensure the comprehensive plan and development regulations are consistent with state law and address community needs.
  • The update process evaluates and updates policies, goals, and land use designations, aligning them with current conditions and growth forecasts.
  • This work has been supported by BERK Consulting, public input, and Planning Commission review.
  • A key requirement is incorporating a new climate resiliency sub-element as mandated by House Bill (HB) 1181 (passed in 2023).
  • The statutory deadline for completing the 2025 Periodic Update is December 31, 2025.
  • The hearing draft of the Comprehensive Plan update is presently under review by the Prosecuting Attorney’s Office.

Financials

  • None specified. (The presentation is solely a status update.)

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Early November (proposed): Project scheduled to move from Planning Commission review to Board of County Commissioners review.
  • December 2025 (second week of): Target date for BoCC review, hearing, and adoption, per JCC 18.45.
  • 2025-12-31: Statutory deadline for completing the Comprehensive Plan Periodic Update (RCW 36.70A.130).

Next Steps

Staff recommends that the Board receive the update and ask any pending questions. No action is requested at this time.

Sources

  • Chelsea Pronovost - Interim DCD Director
  • Joel Peterson - Associate Planner
  • Josh Peters - County Administrator
  • BERK Consulting (Support provided)
  • Washington's Growth Management Act (GMA - RCW 36.70A)
  • House Bill (HB) 1181

Generated On: 2025-11-06 17:04:33.859155-08:00 By: google/gemini-2.5-flash-preview-09-2025 running on https://openrouter.ai/api/v1/