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District No. 1 Commissioner: Phil Johnson
District No. 2 Commissioner: David W. Sullivan
District No. 3 Commissioner: John Austin
County Administrator: Philip Morley
Clerk of the Board: Erin Lundgren
MINUTES
Week of May 19, 2014
Chairman John Austin called the meeting to order at the appointed time in the presence of
Commissioner Phil Johnson and Commissioner David Sullivan.
PUBLIC COMMENT PERIOD: The following is a summary of comments made by
citizens in attendance at the meeting and reflect their personal opinions:
• 4 citizens voiced concern over the County's marijuana permitting process;
• A citizen commented on the Republican Party's process re: Treasurer candidate; and
• A citizen stated: 1) The Board of County Commissioners (BOCC) should be posting audio and
video of their meetings online; 2) There is a process in place to change the law if individuals do not
like the way the law works; and 3) He favors the previous BOCC forum preamble.
APPROVAL AND ADOPTION OF THE CONSENT AGENDA: Commissioner
Johnson moved to approve all the items on the Consent Agenda as presented. Commissioner Sullivan
seconded the motion which carried by a unanimous vote.
Reject Bid Award re: Supply of Hybrid Sedans; Jefferson County Central Services
CALL FOR BIDS re: Supply of Hybrid Sedans; Bids Accepted Until 9:30 a.m. and Opened and
Read Publicly at 10:00 a.m., or shortly thereafter on Monday, June 9, 2014 in the
Commissioners' Chambers, Jefferson County Courthouse
AGREEMENT re: Maintenance and Repair of the Superior Courtroom windows; In the Amount
of a $25,000 cash match to a $100,000 Grant; Jefferson County Central Services; Washington
State Department of Archaeology and Historic Preservation (DAHP)
AGREEMENT re: Jefferson County Marine Resources Coordinator Services, Fort Townsend
Nearshore Restoration Design Project; In the Amount of $2,000; WSU Cooperative Extension;
Northwest Straits Marine Conservation Foundation
AGREEMENT, Appendix A & B re: 2014 Memorandum of Agreement to Support WSU
Faculty, Appendix A - Extension Director, Extension Faculty 4 -H Youth & Families and After
School Program; In the Amount of $50,185; Appendix B — Extension Water Program Faculty; In
the Amount of $7,000; Jefferson County WSU Extension; Washington State University
AGREEMENT, Amendment re: Renew and Extend Original Agreement for Implementing
Watershed Characterization in Hood Canal; Grant No. G1200453; In the Amount of $10,018;
Jefferson County Community Development; Hood Canal Coordinating Council (HCCC)
Request to Convene for the Purpose of Hearing Property Tax Appeals for the Year 2014;
Jefferson County Board of Equalization
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Commissioners Meeting Minutes of May 19, 2014
8. Advisory Board Reappointment re: Jefferson County Solid Waste Advisory Committee
(SWAC); Matthew Hall, Skookum (Recycling) Contract Services Representative; Two (2) Year
Term to Expire February 2, 2016
9. Advisory Board Appointment re: Jefferson County Parks and Recreation Advisory Board
(JCPRAB); Clayton White; Representing District No. 3; Two (2) Year Term to Expire May 19,
2016
10. Payment of Jefferson County Vouchers/Warrants Dated May 12, 2014 Totaling $852,105.59
(Records of all claims submitted for payment along with vouchers approved and signed by the
Board of Jefferson County Commissioners are retained by the Jefferson County Auditor and
Public Works Department.)
11. Payment of Jefferson County A/P Warrants Done by Payroll Dated May 7, 2014 Totaling
$123,478.80 (Records of all claims submitted for payment along with A/P Warrants approved by
the Payroll Services Manager are retained in the Jefferson County Auditor's Office.)
COMMISSIONERS BRIEFING SESSION. The Commissioners each provided
updates on the following items:
All 3 Commissioners:
- Attended Rhody Festival events last week.
Chairman Austin
- Attended an Environmental Health Conference last week.
- Attended a meeting in Brinnon last week re: sewer system.
- Will be attending a Walking Audit at the Chimacum High School next week.
Commissioner Johnson
- Will be attending a Hood Canal Coordinating Council meeting this week. The Integrated Watershed
Plan (IWP) will be discussed.
Commissioner Sullivan
- Attended a Heart of Service award presentation last week.
- Legislative Update: In the U.S. Senate, Bipartisan Bill "Moving Ahead for Progress in the 2151 Century
(MAP -21)" is moving forward and will provide much needed funding for transportation needs.
- Will be attending a presentation by the U.S. Geological Survey regarding Chimacum groundwater this
week.
The meeting was recessed at 9:46 a.m. and reconvened at 9:58 a.m. with all three
Commissioners present.
Page 2
Commissioners Meeting Minutes of May 19, 2014
Presentation re: Certificate of Appreciation to Roberta Frissell for service on the
Jefferson County Board of Health: Chairman Austin introduced Roberta Frissell and read from a
Certificate of Appreciation describing her many years of service on the Board of Health. Ms. Frissell
stated that it was an honor and a privilege to serve on the board. She is in awe of what the board has
been able to do behind the scenes to enhance the health of the citizens of Jefferson County. She added
she will miss seeing everyone on a monthly basis.
Commissioner Sullivan made a motion to approve the Certificate of Appreciation to
Roberta Frissell for her service on the Jefferson County Board of Health. Commissioner Johnson
seconded the motion which carried by a unanimous vote.
Jefferson County Public Health Director Jean Baldwin was also present and commented
on Ms. Frissell's service and dedication. She presented a Public Health Hero award to Ms. Frissell in
recognition of her service.
The meeting was recessed at 10:14 a.m. and reconvened at 1:33 p.m. with all three
Commissioners present.
Briefing re: 9 -1 -1 Regionalization Study: JeffCom Director Karl Hatton and Adcomm
staff member Gary Lancaster met with the Board to discuss the E -911 Regionalization Study. County
Administrator Philip Morley, Sheriff Tony Hernandez, Emergency Management Director Bob Hamlin
and Central Services Director Frank Gifford were also in attendance.
Mr. Lancaster handed out copies of a power point presentation which he reviewed. Currently, JeffCom
and Adcomm are looking into a potential regionalization of services by consolidating JeffCom and
PenCom dispatch centers.
Four options are being looked into: 1) Regionalizing operations into a new entity with a new center at an
undefined location; 2) Co- location model with JeffCom and PenCom moving into a single facility but
essentially remaining two separate entities that share some personnel and infrastructure; 3) Remain
separate entities in the respective locations but be fully interoperable; or 4) Consolidate technology and
administration while operating two fully interoperable centers. Mr. Lancaster asked the Commissioners
if they have a strong feeling towards any of the options he mentioned?
Commissioner Johnson asked if the first option would save money, even though it may be more costly at
startup? Mr. Lancaster replied that it would. He added that the second option would be the most costly.
Bringing two organizations into a single facility saves facility costs, but would not address the issue of
multiple costs for the same position. There would be a duplication of staffing. He noted that most
consolidations do save money in the long run.
Chairman Austin stated that he had heard JeffCom was already looking for a new facility. He added that
he would be open to all four options, but he likes the idea of redundancy. He asked if there had been any
consideration into including CenCom in the study? Director Hatton replied their Board decided it did not
want to look into adding a larger entity. If they added CenCom, which is larger than JeffCom, there
would be a high possibility that JeffCom would be absorbed.
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Commissioners Meeting Minutes of May 19, 2014
Mr. Lancaster stated that an issue with consolidations is that Memorandums of Understanding (MOU)
often need to be modified.
Sheriff Hernandez noted that regionalizing the dispatch centers could make grant funding easier.
Mr. Hamlin stated that if the facility moved right away, some personnel may be lost due to the inability
to travel to the new location. If there is a change, he would prefer to have it done gradually.
Sheriff Hernandez asked if a call center /dispatch center has been researched? Could PenCom potentially
be the dispatch agency and JeffCom be the call receiver? Mr. Lancaster stated that idea has been looked
into before and could possibly be a part of a functional consolidation. He added that one of cost savings
of a consolidation is to share staffing. When there is a separate call center and a separate dispatch center,
there is no availability to have a dispatcher pick up calls without having to transfer lines that appear in
both places.
Sheriff Hernandez suggested that the ability to turn seats on and off due to staff shortage in one dispatch
center would be beneficial. For example, PenCom experienced a staff shortage, they could turn a chair
on in JeffCom and we could provide additional dispatch for them. Has that model been discussed? Mr.
Lancaster stated that they have been researching the technology for this, but the idea of consolidation
centers is just in the beginning stages.
Chairman Austin noted that JeffCom had been looking for a new location. Mr. Hamlin stated that
PenCom is looking for a new location as well. Mr. Hatton added that PenCom is also looking to adopt a
new governing model. Mr. Hamlin stated that PenCom is looking to separate from their Police
Department and become their own entity in a different facility.
Sheriff Hernandez stated that because of its size, Clallam County does not receive subsidy for their
dispatch center. Jefferson County currently does, and it is around $350,000 annually. By regionalizing
the dispatch centers, there is some worry that they will lose that assistance and have to make up the
difference. Mr. Hatton stated that as long as a County is still under a grant, and they continue to meet
grant requirements such as income versus expenditures, they should still receive funding. As they get
further into this process, they will look into whether or not the state can guarantee that.
Commissioner Sullivan noted that there will be winners and losers during a consolidation. He added that
by doing nothing and keeping the current center the way it is could pose problems. He suggested
creating a model scenario on what happens if we don't do anything. What are the problems that are left
to deal with?
County Administrator Morley stated that because of our geographic location and the potential for
earthquakes, tsunamis and extreme weather conditions, the idea in earlier years was to keep dispatch
centers separate within the two counties. There would be shared staffing and infrastructure, but the
redundancy would be beneficial in the event that one center became inoperable. He stated that
vulnerability and politics are issues to look at in regard to consolidation.
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Commissioners Meeting Minutes of May 19, 2014
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Mr. Lancaster asked if moving forward with a consolidation is a possibility, where is the County in
terms of bonding capacity? County Administrator Morley stated that if the operational savings are
present, we could use those savings to pay for a bond. JeffCom and its member agencies over the last
five years have done bonding and even so, our user rates have gone up significantly. The County is not
fully tapped out, but close. It would come down to being able to see the savings and using those savings
to capitalize future improvements. Mr. Hatton added that the political climate for asking voters for
anything is always challenging. JeffCom does owe some debt, whereas PenCom does not. He noted that
if PenCom were to do a major radio overhaul, they would most likely be in debt as well.
Mr. Hatton anticipates savings could be achieved in five years. Mr. Hamlin agreed that five years is a
good recovery point. At the 10 year mark, technology updates become an issue again.
Commissioner Sullivan noted that debt payments often get in the way of consolidation ideas. Entities
often have different rates of debt. He stated that most often entities do not want to pay someone else's
debt.
Sheriff Hernandez added that JeffCom is non - government and would not be able to do bonds, they
would have to take out loans. The County could take out bonds to pay for their share of the payment.
The financial structure and future debt and how as an organization will need to be determined. He
suggested that there could be two levels of membership for an organization. One level of stakeholder
could agree to any debt the organization takes on. The second tier stakeholder would not be responsible
for debt, but they would agree to pay a higher rate for service. Mr. Lancaster stated that another entity in
Washington State is using the second method Sheriff Hernandez pointed out.
Mr. Lancaster asked if a consolidation between PenCom and JeffCom were to take place, how would
you like to split the costs of the radio systems? PenCom is in need of an upgrade soon. County
Administrator Morley stated that if an update in equipment is needed, they should pay for it rather than
the people who already paid for their update to pay for it a second time. Mr. Hatton suggested an idea
that was posed is to have PenCom meet a level that is satisfactory. Once that level was met, then the two
radio systems could merge.
Mr. Lancaster noted that the issues with a regionalized dispatch center becoming inoperable had not
been fully addressed yet. Mr. Hatton stated that if JeffCom were to become inoperable, they can send
people to CenCom to set up shop there and operate from there. It would require some infrastructure to
make that happen. There are significant costs for JeffCom to create a minimal backup center that is fully
functional. PenCom's cost for their small backup center, is over $100,000 to make it usable. When he
looks at the cost of creating a backup center for JeffCom and PenCom, it does not seem to make sense to
have a full backup center that may only be used once a year. He added that JeffCom, PenCom, Grays
Harbor and CenCom are looking into the option of re- directing calls in the event of an outage at one of
those locations. If implemented, they would be able to route calls to another dispatch center with the flip
of a switch.
Mr. Lancaster stated that Adcomm is still researching the possibility of regionalization for JeffCom and
PenCom and will have a report ready for the directors of both agencies by June 30, 2014.
Page 5
Commissioners Meeting Minutes of May 19, 2014
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The meeting was recessed at 2:36 p.m. and reconvened at 2:48 p.m. with all three
Commissioners present.
Approval of Letter: Chairman Austin stated there is an opportunity to send a letter to the
Washington State Association of Counties (WSAC) regarding the geographic configuration of regional
services areas for the delivery of Mental Health and Chemical Dependency Services. The intent of the
letter is to relay the County's desire to maintain existing boundaries of the Regional Support Network
(RSN) which consists of Kitsap, Jefferson and Clallam counties. Commissioner Johnson moved to send
the aforementioned letter to WSAC. Commissioner Sullivan seconded the motion which carried by a
unanimous vote.
COUNTYADMINISTRATOR BRIEFING SESSION: County Administrator Philip
Morley reviewed the following with the Board.
Calendar Coordination:
• There will be a Washington State Association of Counties (WSAC) Coastal Caucus webinar on
May 21, 2014.
• There will be a Hood Canal Coordinating Council (HCCC) meeting on May 21, 2014.
• Commissioner Johnson will be out of the office on May 22, 2014.
• Chairman Austin and County Administrator Morley will be attending a JeffCom meeting on
May 22, 2014.
• Memorial Day is on May 26, 2014. The BOCC meeting will be held on Tuesday, May 27, 2014.
• The County Administrator Briefing (CAB) session of the BOCC meeting on May 27, 2014 will
break before 3:00 p.m. to allow the Developmental Disabilities Board to hold their meeting in
the Commissioners Chambers by 3:15 p.m.
• There will be a Marijuana Health Impacts Symposium at the Chimacum High School on
May 27, 2014.
There will be a Special Board of County Commissioners (BOCC) meeting on June 4, 2014 to
interview Treasurer nominees for appointment.
• Chairman Austin wilt be attending a Washington State Board of Health meeting on
June 11, 2014.
• Commissioner Johnson will be out of the office June 12 -26, 2014. He will not be attending the
BOCC meeting on June 16, 2014 or the Jefferson Transit meeting on June 17, 2014.
• Chairman Austin will be attending the Hood Canal Coordinating Council (HCCC) retreat on
June 18, 2014.
• Commissioner Sullivan will be attending a Navy Joint Land Use Study and tour of naval
facilities on June 18, 2014.
There will be an All- County Picnic Potluck at the Cape George Community Center on
June 18, 2014.
Chairman Austin will be welcoming the Washington State Historical Society at Fort Worden on
June 19, 2014.
• There will be no BOCC meeting on June 23, 2014.
• Chairman Austin will be out of the office on June 23, 2014.
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Commissioners Meeting Minutes of May 19, 2014
Etc
• Chairman Austin will be attending a Puget Sound Septic Financing Advisory Committee meeting
on June 26, 2014.
• There will be no BOCC meeting on June 30, 2014 as it is a 50 Monday.
There will be a Jefferson -Port Townsend Response Emergency Preparation (JPREP) All- County
Picnic on August 17, 2014.
Miscellaneous Items
• Future discussion on update of Hargrove Fund (1% sales tax for mental health and substance
abuse) 6 year plan.
• JeffCom.
• Bernie Arthur who is donating land for a memorial for those lost at sea just west of the Port
Townsend ferry terminal — requesting a proclamation. Commissioner Johnson will coordinate
between Mr. Arthur and the City of Port Townsend.
• Retirement of Tony Liske who has worked 35 years for Jefferson County. There is an issue of
scheduling conflicts. Send a letter of regret if retirement gathering is during a previously
scheduled meeting.
• Treasurer Judi Morris recognition/gathering.
Possible transitions for John Austin's assigned committees — EcoSystem Regional Network,
Climate Action Committee.
• Treasurer vacancy and appointment.
NOTICE OFADJOURNtMIENT: Commissioner Sullivan moved to adjourn the meeting
at 3:30 p.m. until the next regular meeting or special meeting as properly noticed. Commissioner
Johnson seconded the motion which carried by a unanimous vote.
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ATTEST:
Carolyn A ery
Deputy Clerk of the Board
Page 7