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Home My WebLink AboutWORKSHOP re Auditor Annex relocationJEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS TO: FROM: DATE: RE: AGENDA REQUEST Board of Commissioners Shawn Frederick, Central Services Director March 9, 2026 Workshop - Space Planning Options for Relocating Auditor’s Annex Staff upon Termination of the Port of Port Townsend Lease STATEMENT OF ISSUE: The Board directed staff to terminate the Port of Port Townsend Lease (Auditor’s Annex) to reduce ongoing costs to the General Fund. The target date given to Central Services staff was May 31, 2026. ANALYSIS: To accomplish terminating the lease by May 31, 2026, space planning and relocating staff will be necessary. Central Services has developed information on five scenarios for the Board to review. Each option is listed with current location, proposed location, office type, timeline for completion, and cost estimates. FISCAL IMPACT: The fiscal impact will be dependent on which option the Board selects. RECOMMENDATION: Review the scenarios presented and determine which option best aligns with the County’s Strategic Plan. REVIEWED BY: _______________________________ _______________ Josh D. Peters, County Administrator Date 3/4/2026 SPACE PLANNING OPTIONS FOR AUDITOR'S ANNEX MOVE TO COURTHOUSE OPTION A- HR& PAYROLL TO COURTHOUSE ANNEX CURRENT PROPOSED LOCATION LOCATION OFFICE TYPE I DETAILS ELECTIONS Auditors Office Auditors Office 1 Co-locate HR&Payroll staff for privacy and efficiency purposes Elections Staff Room 170 Room 170 Cubicle Elections Supplies Room 171 Room 171 2 Cthse Annex space would be modified to meet security, Elections Equipment-Scanner/Tabulator Room 171 Room 171 environmental and privacy concerns. Ballots-returned Room 173 Room 170 (New HVAC,new door,solar tubes,new flooring) Ballot signature verification Room 175 Room 172 3 Recapture some sq ft from the Assessor's Office which allows for emergency egress from FFCR FFCR-EXPANDED LIMITED USE DURING ELECTIONS 4 Provides additional private conference room ACCOUNTS PAYABLE Auditor's Office Accounts Payble Staff Off Site Room 175 Cubicle 5 Evalutate office equipment requirements AP Equipment/Supplies Off Site Room 175 6 Auditor's Annex would remain occupied until construction on the FINANCE&GRANTS County Admin Courthouse Annex is complete Finance Director Off Site B91 Private Grants Specialist Off Site B90 Cubicle EMERGENCY EGRESS-FFCR n/a Assessor's Office PAYROLL Payroll Staff Off Site Cthse Annex Cubicle PROJECT COST Payroll Equipment/Supplies Off Site Cthse Annex Est.$85,000 HUMAN RESOURCES FUNDING SOURCE HR Director Cthse Annex Private Construction&Renovation HR Staff Cthse Annex Cubicle HR Supplies/File Cabinets Cthse Annex TIMELINE/COMPLETION 14 weeks PRIVATE/CONFIDENTIAL CONFERENCE ROOM Cthse Annex Private Room (OPTION A - HR & PAYROLL TO COURTHOUSE ANNEX JfTpi-ii 29, oaloW.a... Z' � .».**kola r.ry Tor mote a door vM er aided Ia1M1 oTod'vwe.v Mors. 1, oa daw.wsva.d .\ - -w VA..a ma to raga*oaf 7+8'10•kW/lYa al d�agarororl�! '_. '1�' �- s3,a'.word n.0 overall door y,«.. 40 sMoaf..d s 10a.1 trod boa chord N a VW'(Ira ad rah,woo bras!v oar.of Isar.of a location • r 1 a-32 aka.*.o.XN.bv—Aal m lard ( 1 r-A aaea lo o..r.r av woes w at,.a.ry von -t .. Conference .. .0 41) _ HR Payroll •�� Room M te w � �,� Corridor 11-- 19x0610 ('ISy x QO oa1F{1a.1 c�wr P �.9 3 0,II c Ar 3., I1e.. 9'U • 7i, 16'S' NNNLij Jefferson County O PLAN enam*� CC .,y roar a om..ron..,n rera mat 1820 Jefferson Street Port Townsend, W ��r�Mb„—a*rS 11 98368 scww.aae««d.w.�«. B-2 I OPTION A-HR& PAYROLL TO COURTHOUSE ANNEX Jefferson County Court House First Floor Plain 1+9 13-+1::' _ =i I 134 ego oo e> , re- 4 �e�.__ , e G I li3 )i V . IyA \ - _-% L _ {� pp 1�2 17-1b' •1`— i 11AA AAA II 'a.6 La-c f 1 ®. 1AIA ® .. !72 �J 131 , 2A _.is:e a �F�'� Ann �, 13 T i1,A� 140 I is `, r ,.., .' 171 O. r. 133 1s•' 1; • 15, . 1.•AA y 160 153 M 1?IA ;f A 1.3<. I " Vault 141 .IAIA L - Vault• 1 0 Elevator ,` '�'.. 1. III •1 \l . . Auditor _ S3 J .1 VA AA • !, C. h :Ic : 7, Vr� 170 or Entrance' - Corridor 101 1 r— 0'-1`f 110 j1 i 1O7 i Break Rooxn O Treavrer i i ....J 121 Km 1.4- 13/A -------i., A 120 .IaA, irA Entrance 51 ,.\ 8 a, •11 Vault Vault 1-' 1 > `I I !OS I /VA.p:EA.,: , ^ 1 i4 (�'{'1 1 1 1 ` ,I .�=-r p2:A 1111A - `_� ,--0 -0-60 122 l _ ,11SA , f li t y _.- _.. a -- _...-. 1231=-1 `ten 15-+Li:, 1+- AubcaA DrAw-eiy /smart D.ZOO: Scale In Feet By >�.-,sna w By Ample S,NO: PP . : 3 ? .J 15 I OPTION A-HR&PAYROLL TO COURTHOUSE ANNEX I Jefferson County Court House l Basement Plan .SC-6' ‘77 i.,:=_....,_. ____ ; 83B fit' ,.-1-1 1,o =*��:� o ._:r= �4 �� 8_ r- 1i'-lo T h Bit s-1: 1 B12 I —� _ G . to! L 111 r e■■r �A71A tl!\/ �•• B36 +'-2 B41 Aa:A S 860 A;A I s—I 0 LI 1-1_ B41 I I /�anA B°' I�rl — — A \ J rBoilerS . B!J B4� B40 �IA N t+l Bsp --� Roorri N 1 Bf0 N 0 , B1G WS m "'i Elevator17,6 -- Corridor 2u 2 1�' k �\ i v. AMA B03 - Corridor B02 ""<;C-01_ : Corridor - Corridor ✓ AIA m I aM T - Bp l \. ..1./ \ I _ .A.,...)--No toil— I t 4 L I1.y. I l r 1=9' A'.0 a':.`.11___1 C. VA'.eA1-7.7OF^`9 0. ri i iTi i 1 ] B10 Grants Specialist �� 88p �� ,N^..ee�pp -G _ I — t� F.I, i•c 1; _/I _.S� I CIA • 11112 B32 ® = B20 i. fi t t I S 1 Finance Director �`� A Jgp �_ D is / CMU Aid A. �� $' --� I. B33 1.- - - --- — ? - — - — B21 Scale In Fermi e^-$ 1!'-11lT Rosman___ �txaal Dry' +p'� 2002 1S-t l' ' Rtncoaa Dale - D�.____._ ._ ByRevt-�ael Data By AA-'t 1,2002 1R *Par Ozifnal Ps.:-^x NOT Means*ttAd Dtttama OPTION B-PAYROLL&AP TO COURTHOUSE ANNEX(FINANCE ASSESSOR'S OFFICE) CURRENT PROPOSED LOCATION LOCATION OFFICE TYPE DETAILS ELECTIONS 1 Payroll&AP staff would move from one self contained Auditors Office building to another. Elections Staff Room 170 no change Elections Supplies Room 171 no change 2 Minimal need for new equipment/furniture Elections Equipment-Scanner/Tabulator Room 171 no change Ballots-returned Room 173 no change 3 Cthse Annex space would be modified to meet security, Ballot signature verification Room 175 no change environmental and privacy concerns. (New HVAC,new door,solar tubes,new flooring) FFCR-USE LIMITED DURING ELECTIONS 4 Recapture some sq ft from the Assessor's Office PAYROLL which allows for emergency egress from FFCR Payroll Staff Off Site Cthse Annex Cubicle Payroll Equipment/Supplies Off Site Cthse Annex 5 Provides additional private conference room ACCOUNTS PAYABLE&GRANTS 6 Finance temp.work space until construction is complete Accounts Payble Staff Off Site Cthse Annex Cubicle AP Equipment/Supplies Off Site Cthse Annex Cubicle PROJECT COST Grants Specialist Off Site Cthse Annex Cubicle Est.$90,000 FINANCE Assessor Office FUNDING SOURCE Finance Director Off Site Room 151(1/3) Private Construction&Renovation TIMELINE/COMPLETION 8.5 weeks !OPTION B — PAYROLL &AP TO COURTHOUSE ANNEX (FINANCE IN ASSESSOR'S OFFICE) si R;irii 29, • ..c-.b.c1 let,dyllmb.Wbq . . - Welt'.r a 6 weenie fau.ben . raj'maid pa deer...la evner la.ad„b* 'L yfw down a..y.vp.d .. wow 6$core.,foun.f. (1h` ' r lo.half m.�—s d...ewer pelry ^� 63+a'',.Mbdl•..averWed doer by e..nr l 11. .mod bWen.nla.f..,d babam clad N'a .i 40 -, • t_ _n tly,iwl.h .. L 1711 r Ore�,d yvb,w at..for NW.a layr..l feW lain r.. ] e-32 LUJabw b.4st_d In Wm balbn chard �. �e 4 iwelalaan in*a..e+ .—v wane eM.a..a••h v.al w • I T • --0 Conference W Room AP & Grants Payroll • In • Corridor v v /H1/H� IIHHII//HHH//H/J �l�ll x ce0dGo 44 h°Xbp claw ovd{u.l Anr✓ • c 3;._9 i�C3'oi. iQ' 3 * 9'0 " t 76'9" _ ._y U c9" Jefferson County PLRN xoncc w.....nrw.�f..++r. .0 - 1820 Jefferson Street p.w..wan he 1dnAnyMdM 11R/ Port Townsend, WA 08368 ase,.e.add».ydnw 8-2 OPTION B-PAYROLL&AP TO COURTHOUSE ANNEX(FINANCE ASSESSOR'S OFFICE) Jefferson County Court House First Floor Plan 149 r lit 131 14- .uzA rtA i o o aix 5-_' �SVA 140 I � • .IfXP/ 171 g ! 133 ri 1 r4' �i I I 15AA m 16C1 I 4111rp I O ?ssessor j 151 153 1 o �:ixe II 132 _ F �J 130 1 Vault 141 aa,A . :__ finance Vault Director Elevator 1 i ..1 iacA�1 11 ®.rviraA b .iuciitor S3 ...101L is rrr�---ttttA• w Entrance - Cornclor '- 101 170 =�'6` 1 =6-id S' 110 --�',.�- ' la-'" ' - .1;i.A 'a Break RoomL I .=,,, .- Treavrer '� _ 11, J 122 1 113 ( crb --- --_..._, I 1 G . '\!.IA .ItSA 1=0 , Vault Vault r'-�� Entrance 51 • le!n ieiA �J,,rw-- -` f�,� 174 11! _1 175 n 1' 1 _a c r�- / 122 / I13A Ilk" '.It_A ,� 19'•61J; 16' ice= ma� Oo e� " —1 1— _ 123 1 =, 15 \ �/ a 112m ° 1z 1 o-..�_� IV-4 117 1;9' :0 dadoead Draw-mg:1AmAa*r 9.200_ t ial Ber Data By Farms Dabs Scale In Feet F"" By 2.6..15,zoo: Pr IiiMiii 0 1 3 S 10 15 OPTION C-PAYROLL&AP TO COURTHOUSE ANNEX(FINANCE TREASURER'S OFFICE) CURRENT PROPOSED LOCATION LOCATION OFFICE TYPE DETAILS ELECTIONS 1 Payroll&AP staff would move from one self contained Auditors Office building to another. Elections Staff Room 170 no change Cubicle Elections Supplies Room 171 no change 2 Minimal need for new equipment/furniture Elections Equipment-Scanner/Tabulator Room 171 no change Ballots-returned' Room 173 no change 3 Cthse Annex space would be modified to meet security, Ballot signature verification Room 175 no change environmental and privacy concerns. (New HVAC,new door,solar tubes,new flooring) FFCR-USE LIMITED DURING ELECTIONS 4 Lowest cost and quickest timeline for completion PAYROLL Payroll Staff Off Site Cthse Annex Cubicle 5 Finance temp.work space until construction is complete Payroll Equipment/Supplies Off Site Cthse Annex 6 Recapture some sq ft from the Assessor's Office ACCOUNTS PAYABLE&GRANTS which allows for emergency egress from FFCR Accounts Payble Staff Off Site Cthse Annex Cubicle AP Equipment/Supplies Off Site Cthse Annex Grants Specialist Off Site Cthse Annex PROJECT COST Est.$85,000 FINANCE Treasurer's Office Finance Director Off Site Room 111 Cubicle FUNDING SOURCE Construction&Renovation EMERGENCY EGRESS-FFCR n/a Assessor's Office TIMELINE/COMPLETION 7.5 weeks OPTION C - PAYROLL&AP TO COURTHOUSE ANNEX (FINANCE IN TREASURER'S OFFICE) f il29 ��jj *bog dry p.c ----- ...a.W:l Mf 1.dylhab.a.bp - . .•ab1 f x f emt`W f.. h.. rr]'.da Y..M do: #IS.v,w.pcva.d l.rdr! I. IA+dn c.n.Vwd K1'6� S,dilo•1.111*.,s.d dm.av,rr pa.uid ;\ f3_,8'twid.dr—W..�i..d do.'Ei w,w "'�'_ < �' _ ,..n.f.chr.d b.w..IDw rbd b.Han c1�d N'.. F 6', - Lf .'3z..a.I,..rdbd I"twee.b t1, n n - . n-A h.J.11m h.4..t.tiv vdl.vd ud.tloB Y.rl3 vdl M. 4 0 Can erer ce.. , .. . 0 ‘--4 Room AP & Grants Payroll 0 . - . .r P'-'1..,. • ��' Corridor CC 15,0c b'3„ x R' p, 01/44rA.t IIvr < 4,9 IV O;{c 1R' 3 I.. 9'9 } 16 9. ' U • Jefferson County d w « � O PLAN .m.,wa o�o.Hn„ons an.pi mme 1820 Jefferson Street Port Townsend, WR 98368 .yyi«a..d«md roww.a 8-2 'OPTION C-PAYROLL&AP TO COURTHOUSE ANNEX(FINANCE TREASURER'S OFFICE) 1 Jefferson County Court House First Floor Plan 148 134 o eoo" e 4.�.f DW � �r 1!3 4 VA \ 11 — 152 I 17,10,-- --7,1'—•—j !! 1131 I lala 1142 I ....A _is¢a�irl �. . J.a�.. =r'�.� .rla,i __ 17- :_ 1 II Ax!x� 1{lia �`- I J.,rn;> 171 il 1S EE 133 — 151 tl r.ag of _� Awe��.�r I l.3 II } .i::. D 11130 I '`:,u, 1i1 ..1\ Jr Vault 150 II I vault I Elevator —{I.oA i� •:iauas — i156A`s-- + 4i6o.k Auditor ll r c. 1 S3 ADit I1` 1 t Entrance` C \ I J 70 ., omdOr — 101 `E `8 ` ' !Milli. ss.-6\\' is i ■II®I•I I lio I "-- 111111111� a-T Bre, lioo:n ,7 _ Treasurer A 1 ,;; .. I 121 1113I _ �I If6{ � I li6l i_iA me 120 _ JI`\' Finance Director �.`•`" Entrance I SJ Vault I Vault - o1105 oin J�la ,•-— 1174 I t22 :it- 1i _ _------� __ x19'-fill+ 15r�-- --'ef ,= m )--je� Ym�`--"1 00 m —of — I -- -1?' ��® --t 1:' \\\\ 18.4 1/:' 141, • Scale In Feet Beritiwl Mk ay, Rniaor.Dale - 62 Bee 0.ee----er-- liE i - PP OPTION D-ELECTIONS PROCESSING MOVE TO COURTHOUSE ANNEX CURRENT PROPOSED LOCATION LOCATION OFFICE TYPE DETAILS ELECTIONS Auditors Office 1 Elections processing would move to the Cthse Annex Elections Staff Room 170 Room 170 Cubicle Elections Supplies Room 171 Cthse Annex 2 Annex would be remodeled for environmental&security requirements Elections Equipment-Scanner/Tabulator Room 171 Cthse Annex (Cameras,proximity locks,new HVAC,doors,solar tubes/skylights) Ballots-returned Room 173 Cthse Annex Ballot signature verification Room 175 Cths Annex 3 Sq ft costs for Cthse Annex could be recuperated through Elections allieviating direct cost to the GF FFCR-UNLIMITED USE 4 FFCR use becomes unencumbered during elections PAYROLL Auditors Office Payroll Staff Off Site Room 172 Cubicle 5 Substantial remodel scope would require financial Payroll Equipment/Supplies Off Site Room 172 assistance from Elections security grant ACCOUNTS PAYABLE Auditor's Office 6 Recapture some sq ft from Assessor's Office for Accounts Payble Staff Off Site Room 175 Cubicle emergency egress from FFCR AP Equipment/Supplies Off Site Room 175 Grants Specialist Off Site Room 175 Cubicle 7 Additional Elections staff required(1 FTE&Clerk Hire) 8 Re-direct Courtouse Parking Lot-one-way traffic FINANCE Assessor's Office Finance Director Off Site Room 151(1/3) Private 9 Re-locate tax payment&ballot boxes to parking lot exit PROJECT COST Est.$110,000 FUNDING SOURCE Elections Grant-est$30,000 Construction&Renovation-est$80,000 TIMELINE/COMPLETION 10.5 weeks OPTION D - ELECTIONS PROCESSING MOVE TO COURTHOUSE ANNEX jRoil 29, • .+I.N.d b. ..�..,,,�a F keb.ylb.b*.., .2 1k r x 6'a•r..b(..daub. War raid a.a.l by vW ova.oeNd.d Waal soar wbb a Ldba dawn barb /'( T,i`tl'IW In....W aar woo•.'ovb.d b r 6-a b.a.bd ant,aver,.d bar w .ah..d Lr v .41p./..bra bottom Nord N'cc .. -. 't • I 2-0 1-1lrhkgb.... xj^-• ' .5/8. ...y.d deb,...d.l.d.(v...E.,of lays.al.a.,.,I.. . r32 Fra.ec.yu1.11N F Ina.baba bar. • II. ._—_ l 1 '"p bade..la..1..w bar.al.and ebbs W b.,all • a 44. -. ick---0 , tb Elections 0 „ 77, .. .. ur,�ri t i_--,,,,,,,,,,,,,,,,,,,,A—�-- J' �iuii ii�o ueu,,,,,�,.,ri riir,r„ .. �i'x6°G�✓ �fy . R1(o��r ov.F raid✓ • C3 • Jefferson County ��lf Ut V Ram...ara.,a.+.v O � a.ad .�.�.Mat 1820 Jefferson Street d.o(d•«��aa ya ...e•� Port Townsend, WR 98368 �vpmm•ad..nd nc.uda. 8-2 OPTION D- ELECTIONS PROCESSING MOVE TO COURTHOUSE ANNEX Jefferson County Court House First floor Flan 149 IS-{11: 1. 73 I1\y IVA LI c� �]J; . .. - !P� 1'•l0i p \� _a-c o-E • Auditor �``'/ ERiAA 1.42 .143A .1-.tA IL ,e -had .171 Payroll r '':' Break- i s;; 140 I ,mow-' room ,v �' _ 11s1153 !A �• N 16o II `•� 1[ I,IA r 11 r I Q 1 9._9. 1.0 • '\�IazA 141 „,A.., • Finance �t VaultDirector 'i Vault �j Flerato1 I ( 1--- c:o !I 1 I I j.us�b--V— :1`— o'.i cc. Auditor .a • 53 I .tI1�y''''tA� 4'. 1 +'R l Enttance�• .. OI7fdM' !01 1 70 f `I1^0 i. IOA lig ti� ' So :b'd.•\,'"PP 1C =6-1. B..,I -1' 1!0 1oir — Beak Foom 1 �- Treasurer 'f ��as a 1,6 121 113 ^",. :rsA , 120 1z1A "`A' .�osA Entrance 51 0 sr Vault Vault 1 //cp �~ o� IJoiA J„,„,/, - J L. 111 e AP V-6 I y 41 A ilt oo . 14 ri r 112 '�„� 12 1S-{li 149 Pennon Dale Dy Pn-i_r.CA4 Py ReV1.0.1 Date Dy ..._... Scale In Feet dusts./s,?oa: PP iiiiiii 0: 5 10 15 OPTION E-CONTINUE TO LEASE PORT FACILITY(FINANCE,GRANTS,PAYROLL,AP) CURRENT PROPOSED LOCATION LOCATION OFFICE TYPE DETAILS ELECTIONS 1 Least impact on staff Auditors Office Elections Staff Room 170 no change Cubicle 2 Lowest cost and quickest timeline for completion Elections Supplies Room 171 no change Elections Equipment-Scanner/Tabulator Room 171 no change 3 Recapture some sq ft from the Assessor's Office Ballots-returned Room 173 no change which allows for emergency egress from FFCR Ballot signature verification Room 175 no change 4 Explore use options for Cthse Annex space and design project specs FFCR-USE LIMITED DURING ELECTIONS accordingly Auditor's Annex PAYROLL Payroll Staff Off Site no change Cubicle Payroll Equipment/Supplies Off Site no change ACCOUNTS PAYABLE&GRANTS Accounts Payble Staff Off Site no change Cubicle AP Equipment/Supplies Off Site no change Grants Specialist Off Site no change PROJECT COST Est.$10,000 for emergency egress through Assessor's back office FINANCE TBD based on design option for Courthouse Annex space Finance Director Off Site no change Cubicle FUNDING SOURCE Construction&Renovation EMERGENCY EGRESS-FFCR n/a Assessor's Office TIMELINE/COMPLETION COURTHOUSE ANNEX-EXPLORE OPTIONS TBD based on project scope OPTION E - CONTINUE TO LEASE PORT FACILITY (FINANCE, GRANTS, PAYROLL,AP) April 29, • . . � •.-.�,., edw..a.a, . ...s.6-.r e.o.t.,au.ia.. . r.r solid r.m.l a.sr vys war n.edy.a d.t8r( 11 ti ✓w.aey......+i,.a ..,me®.urea I.,.a,.lr 1,0.l ''''1•`. , S+Bb•I.1,10... 1 aa�craw I.ovtl1Y .. .CSd'•.J.bd.46•1 a .i.W m.by..,.w 0 ...1.oh..a b.,....n.M r.den ma...n.a xr« 1 1-a.by bp,vm Xa••. Lr Ore,..,✓.N,..e a.d.1.1«.+.n.,ed l.y,..l..*I...ibn • .32 HW.l1o.Medalled In b...e bottom Mend - .' .I' .-121 wLa..b..bys...,vYl.W.ba7...y rJl .. * '�. 9 EXPLORE USE OPTIONS • • • • �i°xb°60✓ b ��y'�li x� 1R o W 7 d%NIl17CM eta✓ L=z,< i 9 ;'n>k 1n' 1-- 1" 9'n • 1 16' 9• > < 4z 9 _ • PLAN > Jefferson County PLAN HOME: Po saw.", O env error,or omiw i wort mood 1820 Jefferson Street �, ,«uo .mr Port Townsend, Wfl 98368 .pYluwo ox...,,a,rywula�e B-2