HomeMy WebLinkAbout011215_cbs01IZJ W
ON
\1G ^t
IN
District No. 1 Commissioner: Phil Johnson
District No. 2 Commissioner: David W. Sullivan
District No. 3 Commissioner: John Austin
County Administrator: Philip Morley DRAFT
Clerk of the Board: Erin Lundgren
MINUTES
Week of October 27, 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:
• A citizen requested a moment of silence for those killed during the Marsyville High School
shooting last week;
• A Commissioner candidate thanked the Board and County staff for their professionalism and
assistance;
• A citizen: 1) Thanked the two Commissioner candidates for running a good, clean campaign; 2)
Stated Democrat Earl Burgett recently passed away; and 3) Stated the County is delaying
permits for a hotel in Discovery Bay; and
• A citizen commented on the afternoon discussion re: Department of Community Development's
(DCD) presentation on the marijuana moratorium — it does not mention those in favor of the
moratorium or speak of maintaining existing regulations.
APPROVAL AND ADOPTION OF THECONSENTAGENDA: 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.
1. RESOLUTION NO. 46 -14 re: Finding and Determination to Declare Certain Personal Property as
Surplus and Authorize Disposal
2. RESOLUTION NO. 47 -14 re: Creating a County Project Designated as: ODT, South Discovery
Bay — Segment A, Phase I, County Project No. 1805951955
3. AGREEMENT and SUBSCRIPTION AGREEMENT re: Collective Bargaining Agreement and
Trust Participation for the Jefferson County Sheriff's Office Deputies; Teamsters Local #589 and
Washington Teamsters Welfare Trust
4. AGREEMENT re: Surveying Services for Rick Tollefson Trail Phase I (Chimacum Valley)
Construction and Rick Tollefson Trail Ball Field Connection Projects; In the Amount of $60,000;
3efferson County Public Works; Clark Land Office
5. AGREEMENT No. 14 -1021P re: Engineering Services for West Uncas Road, Salmon Creek
Culvert Replacement; In the Amount of $76,241; Jefferson County Public Works; Shearer Design,
LLC
Page 1
Commissioners Meeting Minutes of October 27, 2014
EM
6. AGREEMENT NO. LA7841, Supplement No. 1 re: Safe Routes to School — State Route 19
(SRI 9) and West Valley Road Pedestrian Crossing Improvement Project, M.P. 9.54 to M.P. 9.60;
In the Amount of $438,668; Jefferson County Public Works; Washington State Department of
Transportation
7. Payment of Jefferson County Vouchers/Warrants Dated October 20, 2014 Totaling $500,974.48
and Dated October 21, 2014 Totaling $2,669.44
8. Payment of Jefferson County Payroll Warrants Dated October 20, 2014 Totaling $73,146.81
and A/P Warrants Done by Payroll Dated October 4, 2014 Totaling $127,335.01 and Dated October
20, 2014 Totaling $15,512.06
COMMISSIONERS BRIEFING SESSION.- The Commissioners each provided
updates on the following items:
Chairman Austin
- Toured a new housing development in Port Ludlow last weekend.
- Attended a Nurse Family Partnership meeting last week.
Commissioner Johnson
- Will be giving children a tour of the Courthouse clock tower this week.
Commissioner Sullivan
- Attended a Tourism Summit last week.
- Attended a Resource Conservation and Development (RC &D) Council and Peninsula Development
District (PDD) meeting last week. Discussion re: combining the two organizations.
DISCUSSIONAND APPROVAL re: Jefferson County Public Health Allocation
Request for Mental Health and Chemical Dependency Treatment Funding for 2015: The Board met
with Public Health Director Jean Baldwin and Developmental Disabilities Coordinator Anna McEnery to
discuss funding for the Hargrove Fund. County Administrator Philip Morley explained that Public
Health administers this fund and stated that the County has an advisory committee that assesses
applications for expenditure of dedicated funding, in this case, for mental health and substance abuse.
Director Baldwin stated that the Board of County Commissioners (BOCC) adopted an ordinance in 2005
creating the advisory committee and designating the following membership: two Board of Health
members, two Substance Abuse Advisory Board (SAAB) members, a Commissioner who serves on the
Regional Support Network (RSN) and two Law and Justice Committee members. The Board reviews
funding requests which are often times more than the allotted funding. The figure on the Agenda Request
is $567,126, but they are actually seeking $424,136. She noted that $567,126 is the amount of funding
requests they received. A corrected Agenda Request was provided to the Board.
Funding has been reduced this year by about 8% for most of the vendors. She indicated that it was not
easy and not popular. Director Baldwin and Ms. McEnery reviewed a letter dated October 21, 2014
which was submitted with their Agenda Request. Below is an excerpt from that letter showing the
following recommendations:
Page 2
Commissioners Meeting Minutes of October 27, 2014 r, nn A rT Kc
1.) "That the contract for this fund in 2015 be allocated for one year only due to the changes
within the Affordable Care Act. Two year applications were submitted
2.) Jefferson Mental Health schools contract would be altered so the vendor will allocate 85%
of staff hours to clinical time. The 2014 allocation decrease may change hours of treatment
in the schools. This decrease may change hours of treatment in other schools.
3) Allocations to Topside, Mental Health, Family Therapeutic and Drug courts were reviewed.
The request of the Committee was to merge funding for all four Courts, in order for the
Courts to redistribute underspent funds, streamline their coordination of services and case
management.
4.) The contractors are required to implement comprehensive County -wide services available to
all citizens; without discrimination or income barriers.
5.) Mental Health/Substance Abuse County funds are the payer of last resort; agencies need to
serve clients with other funds first The County Administrator may ask for proof of billing
denials in reviews or fiscal audits.
6.) This fund creates a collaborative plan to supplement state funds with local finds and is
building a significant service network for Jefferson County citizens.
7.) There is not enough funding to fully fund prevention and treatment services throughout the
County.
8.) Consistent funding must exist for the management of the fund: 6% yearly is required for
fiscal management of the fund, and vendor billing. Additional staff time with vendors,
contracts management /monitoring, committee members, meetings, and reviewing reports is
estimated to be 2.5% of the fund. This 2.5% increase has not been in the fund before the
2015 Budget cycle because Public Health was covering the costs.
9.) Evaluation provides ongoing review of programs, services and community needs. Average
costs for this has been 5 %.
10.) The Hargrove Advisory Committee is a professional, skilled and knowledgeable working
group, which provides great service to the community and to the County Commissioners.
Once again this year, their work is greatly appreciated "
Director Baldwin stated that Ms. McEnery will now be the only person staffing the committee, working
with the BOCC and working with the vendors. In the past, there has been multiple staff, now the position
is dedicated to one person. She submitted the current allocation. If approved, they will begin initiating
contracts and negotiating services.
Chairman Austin noted that throughout the years, the process of the Hargrove provides a fair amount of
oversight in addition to making the final decision. He added that Ms. McEnery has done a great job of
putting together information and staffing the meeting. He complimented Director Baldwin too.
Commissioner Johnson thanked Chairman Austin for his background on mental health and for serving on
the committee as well.
County Administrator Morley noted that part of the reason allocations are proposed for 2015 only, is
because of an anticipated loss in funding for the next several years. The committee has been spending
down an accumulated excess fund balance. The amount awarded in 2014 is about $30,000 less than last
year. It will drop again by another $30,000 in 2016 based on what they are anticipating now. Over the
next several years we are looking at a profound contraction in funding levels available to these service
Page 3
Commissioners Meeting Minutes of October 27, 2014
vendors, both in substance abuse prevention and treatment and in mental health treatment.
The intention of implementing a one year allocation is to respect the needs of the service providers and
to give them lead time rather than making an arbitrary decision now. It will give the vendors time to
adjust operations, expectations and how they will be approaching delivering their services and requesting
funding for 2016.
Commissioner Sullivan noted that originally, it had been a strategic choice to build the reserve of the
group in hopes that funding would be there for grants and unexpected things. The most unexpected thing
was the recession which happened soon after. It has been planned to spend down those reserves to
provide services for people who should have benefits throughout the future. Hopefull,y the work to
support individuals with mental health and chemical dependency issues over the past few years has
stabilized them and there will be less costs over time, and less human cost. Commissioner Sullivan stated
that we have known the day is coming when the reserve that had been built up, is all spent.
County Administrator Morley explained that funding for the Hargrove Committee is through a 1 /10`h of
1 % sales tax that is assessed County -wide.
Commissioner Johnson moved to approve the 2015 Budget recommendations for Mental Health.
Commissioner Sullivan seconded the motion which carried by a unanimous vote.
The meeting was recessed at 9:47 a.m. and reconvened at 11:58 a.m. for the Quarterly
Elected Officials /Department Directors lunch meeting with all three Commissioners present. The
meeting was recessed at 1:10 p.m. and reconvened at 1:29 p.m. All three Commissioners were present
for the afternoon session.
DISCUSSION AND MOTION re: County Advisory Boards: County Administrator
Philip Morley presented a memo dated October 20, 2014 outlining guidelines for County Advisory
Board nominations and appointments to be considered on a case -by -base basis. After discussion,
Commissioner Johnson moved to authorize the County Administrator to promulgate guidance on
nominating and appointing County employees to County advisory boards as outlined in the memo dated
October 20, 2014 and to distribute to County departments for implementation. Commissioner Sullivan
seconded the motion. Chairman Austin noted that he does not wish to sabotage the ability to have good
advisory boards. He called for a vote on the motion. The vote was unanimous.
COUNTYADMINISTRATOR BRIEFING SESSION: County Administrator Philip
Morley reviewed the following with the Board.
Calendar Coordination:
• Chairman Austin and County Administrator Morley will be attending a Finance Committee
meeting on October 28, 2014.
Page 4
Commissioners Meeting Minutes of October 27, 2014 Y
Qz
• Chairman Austin and County Administrator Morley will be attending a JeffCom meeting on
October 30, 2014.
• The Jefferson -Port Townsend Response Emergency Planning group invited the Jefferson County
Commissioners to attend a meeting on October 31, 2014.
• Commissioner Sullivan will be attending an Olympic Communities of Health meeting on
November 7, 2014.
• Chairman Austin and Commissioner Johnson will be attending a Hood Canal Coordinating
Council (HCCC) meeting on November 7, 2014.
• Veteran's Day is on Tuesday, November 11, 2014.
• Commissioner Sullivan will be attending a Washington State Association of Counties (WSAC)
Regional Legislative Briefing on November 12, 2014.
• County Administrator Morley will be attending a Washington Counties Risk Pool (WCRP)
Conference November 12 -14, 2014.
Miscellaneous Items:
• Briefing re: Initial Ideas on marijuana regulations. Department of Community Development
(DCD) Director Carl Smith, DCD Planning Manager Stacie Hoskins, DCD Assistant Planner
Colleen Zmolek and Chief Civil Deputy Prosecutor David Alvarez were present. Discussed
October 24, 2014 draft matrix of marijuana zoning recommendations. Commissioner Sullivan
discussed establishing regulations to mitigate certain agricultural impacts (rather than zoning
marijuana activities only), such as maximum building size and setbacks, 8 foot sight- obscuring
fence setbacks, lighting mitigation, maximum parking, etc. Staff expressed concerns about
regulations on agricultural impacts having unintended impact on non - marijuana agricultural
activities that presently have not created negative impacts, such as large riding arenas in rural
residential zones. There also was discussion about not further regulating or restricting marijuana
activities where other county or state regulations already address an issue, and taking a minimal
approach to creating regulations /performance standards for marijuana by addressing only those
marijuana impacts that are a problem or are unique. For example, if we regulate marijuana
indoor grow building size in certain zones because of bulk consistency within a zone, we may
not need to regulate the size of marijuana fields to the same standard, since the concern is the
compatibility of building size with underlying zoning. County Administrator Morley suggested
DCD develop a hybrid approach that includes marijuana uses treated similarly to other similar
use categories and with minimal performance standards that are narrowly tailored to address the
impacts of concern.
Briefing re: Potential Extension for Comprehensive Plan Update. DCD Director Carl Smith,
DCD Planning Manager Stacie Hoskins, Planning Assistant Colleen Zmolek and Chief Civil
Deputy Prosecutor David Alvarez were present. DCD will coordinate with the City of Port
Townsend and Washington Department of Commerce on the process for applying for a County
extension to June 30, 2018. DCD will bring extension to the Board of County Commissioners
(BOCC) on Consent Agenda. Within the first couple of months in 2015, DCD will present a
proposed timeline for: 1) Comprehensive Plan update; 2) Agriculture /Critical Areas Regulations
(CAR); and 3) other Unified Development Code (UDC) amendments, and look at whether/how
to de- couple the Update from the Docket schedule. While no formal action was taken, all 3
members of the BOCC indicated their agreement with this approach.
Page 5
Commissioners Meeting Minutes of October 27, 2014
4
Transportation Benefit District (TBD). Public Works Director /County Engineer Monte Reinders
was present. Director Reinders and County Administrator Morley gave a brief presentation of the
TBD statutes, and two Road Fund projections showing the Road Fund falling below minimum
fund balance in 2017 or 2019 despite continued reductions in Normal Maintenance. After
discussing the process and timing of potentially creating a TBD and possible transportation fee
on car license renewals, the Commissioners indicated they do not want to pursue creating a TBD
in 2014, and that this issue could be revisited with more time and opportunities for public
education and awareness at a future date.
• Draft BOCC schedule for remainder of 2014 was distributed, but was not discussed by
Commissioners. County Administrator Morley noted that is still subject to change.
• Listed on Agenda, but not discussed: 5 License Agreements with JeffCom.
NOTICE OFADJOURNMENT. Commissioner Sullivan moved to adjourn the meeting
at 4:25 p.m. until the next regular meeting or special meeting as properly noticed. Commissioner
Johnson seconded the motion which carried by a unanimous vote.
SEAL:
ATTEST:
Carolyn Avery
Deputy Clerk of the Board
JEFFERSON COUNTY
BOARD OF COMMISSIONERS
John Austin, Chair
Phil Johnson, Member
David Sullivan, Member
Page 6
0
�k�4SON
\�I NG0 /
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 November 3, 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:
• A citizen: 1) Asked everyone to reflect on the Marysville High School students returning to
school after the shooting; and 2) Stated Veterans paid for our right to vote and urged everyone to
cast their ballots;
• A citizen: 1) Thanked Chairman Austin for his service; and 2) Complimented Planning Manager
Stacie Hoskins on her work at the Department of Community Development (DCD) and wished
her well as our new Treasurer;
• A citizen stated: 1) There has been a major breakthrough in hydrogen fusion; and 2) He was
pleased to see a large turnout for Earl Burgett's funeral;
• A citizen: 1) Thanked Chairman Austin for his service; and 2) Suggested coordinating resources
in the event of a school tragedy; and
• A citizen commented that Jefferson County has been working on a response plan re: school
shootings, etc.
APPROVAL AND ADOPTION OF THE CONSENTAGENDA: 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.
1. RESOLUTION NO. 48-14 re: Support of Extended Producer Responsibility for Leftover Paint to
Provide Stable Financing, Increased Recycling and Reduced Environmental and Health Impacts
2. HEARING NOTICE re: Setting 2015 Ad Valorem Tax Levies; Hearing Scheduled for Monday,
November 17, 2014 at 10:00 a.m. in the Commissioners' Chambers
3. HEARING NOTICE re: Amendment to Jefferson County Code (JCC) 18.30.150 -Sign Code;
Hearing Scheduled for Monday, November 17, 2014 at 10:30 a.m. in the Commissioners'
Chambers
4. AGREEMENT NO. C16887, Amendment No. 17 re: 2012 -2014 Consolidated Contract to Amend
Statement of Work; No Change in Dollar Amount; Jefferson County Public Health; Washington
State Department of Health (DOH)
Page 1
Commissioners Meeting Minutes of November 3, 2014
5. AGREEMENT NO. 1391- 72916, Amendment No. 1 re: Was on Connect Datashare; Edits
and Additional Language Only, No Change in Dollar Amount; Jefferson County Public Health;
Washington State Department of Social and Health Services
6. AGREEMENT re: Jury Management Software Annual Maintenance Renewal; In the Amount of
$1,969; Jefferson County District Court; Jury Systems, Incorporated
AGREEMENT re: Port Hadlock Wastewater Treatment Project; In the Amount of $1,557,690;
Jefferson County Public Works; Ovivo USA
7. AGREEMENT re: Pursuit Rated SUVs for Jefferson County Sheriff s Office; In the Amount of
$725,927.50; Jefferson County Central Services; Legacy Ford
8. Payment of Jefferson County Vouchers/Warrants Dated October 27, 2014 Totaling $307,032.68
COMMISSIONERS BRIEFING SESSION. The Commissioners each provided
updates on the following items:
Chairman Austin
- Attended a National teleconference re: Ebola.
- Attended a Jefferson -Port Townsend Emergency Response Preparation (JPREP) meeting last week.
Commissioner Johnson
- Will be attending a Hood Canal Environmental Achievement Awards Ceremony and Conference this
week.
Commissioner Sullivan
- Will be attending a Conservation District meeting this week.
- Will be meeting with the County's new Mental Health Director this week.
- The Jefferson Land Trust Geological Group is hosting a meeting at the Quimper Unitarian Universalist
Fellowship Church re: Oso Landslide.
The meeting was recessed at 9:36 a.m. and reconvened at 9:45 a.m. with all three
Commissioners present.
COUNTYADMINISTRATOR BRIEFING SESSION: County Administrator Philip
Morley reviewed the following with the Board.
Calendar Coordination:
• Commissioner Johnson and County Administrator Morley will be attending a Jefferson Transit
Board meeting on November 4, 2014.
• Chairman Austin will be attending a Mental Health Sales Tax Committee meeting on November
4, 2014.
• Commissioner Sullivan will be attending an Olympic Communities of Health meeting on
November 7, 2014.
• Chairman Austin and Commissioner Johnson will be attending a Hood Canal Coordinating
Council (HCCC) meeting on November 7, 2014.
Page 2
Commissioners Meeting Minutes of November 3, 2014
• Veteran's Day is on Tuesday, November 11, 2014.
• Commissioner Sullivan will be attending a Washington State Association of Counties (WSAC)
Regional Legislative Briefing on November 12, 2014.
• County Administrator Morley will be attending a Washington Counties Risk Pool (WCRP)
Conference November 12 -14, 2014.
• All three Commissioners will be attending a Jefferson Transit meeting on November 18, 2014.
• Commissioner Sullivan will be attending a Washington State Association of Counties (WSAC)
Conference in Spokane November 18 -20, 2014.
• Chairman Austin and County Administrator Morley will be attending a Budget Committee
meeting on November 19, 2014.
• Chairman Austin and County Administrator Morley will be attending a Lodging Tax Advisory
Committee meeting on November 19, 2014.
• The November 20, 2014 JeffCOM meeting has been cancelled.
• The Certification of the Election and Swearing in of the Sheriff, Treasurer and Assessor will be
on November 25, 2014.
• The Jefferson County Courthouse and County facilities will be closed on November 27 and 28,
2014 in observance of Thanksgiving.
• Chairman Austin will be out of the office mid - afternoon on November 25, 2014 and will be back
in the office on December 1, 2014.
• There will be a JeffCOM meeting on December 11, 2014.
• There will be a Board of Health meeting on December 18, 2014.
• The Jefferson County Courthouse and County facilities will be closed on December 25, 2014 in
observance of Christmas.
BID OPENING re: Pickup Trucks: Central Services ER &R Manager Matt Stewart
stated the bid is for 35 trucks over the next 5 years; 15 half ton pickup trucks, 15 three quarter ton
pickup trucks and 5 one ton pickup trucks. He noted that they have capacity for up to 15 propane - fueled
truck systems. Manager Stewart opened and read the following 3 bids aloud:
BIDDER
BID AMOUNT
Horizon Ford (Tukwila) $1,155,062.07
Note: Specifications for Ford Fl 50's, F250's and F350's
Valley Ford Truck (Cleveland, Ohio) BID 41: $834,223.40 / BID #2: $871,723.40
Note: They did not bid half ton pickup trucks, Original Equipment Manufacturer (OEM) options,
bid repair, parts or labor to do maintenance and repair. They proposed two different types of
propane systems at two different costs. BID 41 is for a bi -fuel propane system where the vehicle
can run on gasoline or propane. BID 42 is for vehicles that run solely on propane.
Legacy Ford (Pasco) $1,097,278.11
Note: Specifications for Ford F150's, F250's and F350's
Commissioner Johnson asked if the bids include vehicle delivery? Manager Stewart replied yes. He
Page 3
Commissioners Meeting Minutes of November 3, 2014
}. ws, 8 i 4iYl
added that the propane systems would be installed prior to sale and deli
money. Propane vehicles are exempt from state sales tax.
County Administrator Philip Morley asked if the bid specifications were specifically for Ford pickup
trucks? Manager Stewart replied that they were not. He stated that other truck manufacturers would have
fit the specs, but the County did not receive bids for those. He added that although it is not exclusive,
there is slightly more availability of propane for Ford vehicles.
Staff will review the bids and submit a recommendation for bid award to the Board at a future date.
BID OPENING re: Memorial Field Roof Rehabilitation Project: Public Works
Architectural Projects Planner Gordon Ramstrom stated that the bid for the Memorial Field Roof
Rehabilitation is broken down as follows:
Base Bid: Includes the removal of the current roof, repair and painting structural frame.
Estimate for base bid: $196,000.
Alternate 91: Replacement of metal roof and side walls. Estimate for Alternate Bid #1: $105,000.
Alternate 42: Treat steel to neutralize salt. Estimate for Alternate Bid 42: $11,000.
Alternate 43: Replace all steel rod cross - bracing. Not included in base bid. Estimate for Alternate
Bid 43: $14,000.
Mr. Ramstrom read the following 3 bids aloud:
BIDDER
John Lupo Construction (Aberdeen)
Rognlins (Aberdeen)
Primo Construction (Sequim)
BID AMOUNT
Base Bid:
$245,250.00
Alternate Bid #1:
$155,488.50
Alternate Bid 42:
$7,614.74
Alternate Bid #3:
$1.09
Base Bid:
$207,100.00
Alternate Bid #1:
$154,780.00
Alternate Bid #2:
$8,175.00
Alternate Bid #3:
$16,350.00
Base Bid:
$217,700.25
Alternate Bid #1:
$74,565.48
Alternate Bid 42:
$7,134.15
Alternate Bid #3:
no charge
Staff will review the bids for future recommendation of bid award. County Administrator Philip Morley
noted that funding for Memorial Field is being reviewed.
Page 4
Commissioners Meeting Minutes of November 3, 2014
The meeting was recessed at 10:37 a.m. and reconvened
Commissioners present.
COUNTYADMINISTRA TOR BRIEFING SESSION Continued: County
Administrator Philip Morley reviewed the following with the Board.
Miscellaneous Items:
, MCA
• Jefferson Transit Board committee to consider membership expansion. Chairman Austin
suggested appointing Commissioner Sullivan to represent the Board of County Commissioners
(BOCC).
• Auditor exceptions.
• Maritime Heritage Resolution.
• Clean Water District (CWD) Fee Ordinance: Environmental Health Director Jared Keefer, Chief
Civil Deputy Prosecutor David Alvarez and Assessor Jeff Chapman were present.
• Noise Ordinance: Chief Civil Deputy Prosecutor David Alvarez present.
• Briefing re: 5 License Agreements with JeffCom.
• Economic Development Council (EDC): 5 Things We Can Do Summit on October 29, 2014.
• Permitting at the Department of Community Development (DCD).
• Update on Animal Ordinance.
• Jefferson Land Trust (JLT) and Trust for Public Lands (TPL) meeting.
• Planning Manager recruitment update.
• Jefferson Transit Board expansion.
• Budget Update.
• Washington State Association of Counties (WSAC) email re: Applications and nominations for
openings on statewide boards and commissions.
• Draft BOCC schedule for remainder of 2014.
NOTICE OFADJOURNMENT. Commissioner Sullivan moved to adjourn the meeting
at 3:40 p.m. until the next regular meeting or special meeting as properly noticed. Commissioner
Johnson seconded the motion which carried by a unanimous vote.
SEAL:
ATTEST:
Carolyn Avery
Deputy Clerk of the Board
JEFFERSON COUNTY
BOARD OF COMMISSIONERS
John Austin, Chair
Phil Johnson, Member
David Sullivan, Member
Page 5
qjV �vn 1�f
0N CIO
\Q�IN o
District No. I 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 November 10, 2014
1--Ml
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:
• A citizen stated: 1) The local schools and courthouse need more security; and 2) More
assistance needs to be given to local homeless individuals;
• Two citizens suggested a device such as a Sound Pressure Level (SPL) device be used if the
proposed Noise Ordinance passes;
• A citizen commented that he is pleased that Jefferson County voter turnout was 70% and that
the Board is moving forward with 4 pieces of legislation;
• A citizen thanked the Auditor and staff for handling this year's election; and
• A citizen stated: 1) Having good candidates yields higher voter turnout; 2) He sees no
indication that homeless individuals are living in the area of Kah Tai Park as a previous
commentator indicated.
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.
1. HEARING NOTICE re: Clean Water District Ordinance; Hearing Scheduled for Monday,
November 24, 2014 at 10:00 a.m. in the Commissioners' Chambers
2. HEARING NOTICE re: Noise Control Ordinance; Hearing Scheduled for Monday, November 24,
2014 at 11:00 a.m. in the Commissioners' Chambers
3. AGREEMENT, Supplement No. 1 re: Port Hadlock Wastewater Facility Collection System Local
Improvement District Support Services; No Change in Dollar Amount; Jefferson County Public
Works; Tetra Tech, Inc.
4. Final Short Plat Alteration re: T.E.C. Commercial Short Plat (U- Haul); To Eliminate Interior Lot
Lines from Four Lot Subdivisions; SUB13- 00008/MLA13- 00094; AMERCO Real Estate Company
(U- Haul), Applicant
5. Advisory Board Resignation re: Climate Action Committee, Michael Tweiten, Representative for
Local 20/20
6. Payment of Jefferson County Payroll Warrants Dated November 5, 2014 Totaling $849,309.75
Page I
Commissioners Meeting Minutes of November 10, 2014 K -1 A CT K
COMMISSIONERS BRIEFING SESSION. The Commissioners each provided
updates on the following items:
Chairman Austin
- Attended the Hood Canal Coordinating Council (HCCC) Achievement Awards with Commissioner
Johnson last week.
- Will be attending a State Board of Health meeting and discussing shellfish poisoning this week.
- Reminded everyone November 11, 2014 is Veterans Day.
Commissioner Johnson
- Displayed an original set of wooden clock hands used on the Courthouse clock tower. The hands
were replaced in 1976.
Commissioner Sullivan
- Attended a Future of Healthcare Forum at Fort Worden last week.
- Attended a Conservation District annual meeting last week.
- Will be attending a regional Washington State Association of Counties (WSAC) meeting this week.
PRESENTATION re: North Olympic Peninsula Medal of Honor Memorial Highway:
Highway Supporter Gerald Rettela stated he is working on a piece of legislation to honor four Jefferson
and Clallam County residents who received a Medal of Honor for their military service.
Mr. Rettela proposed Highway 19 between the junction of state route number 104 and 20 as the North
Olympic Peninsula Medal of Honor Memorial Highway. The purpose of the highway memorial is to
honor those who served and sacrificed their lives for our country.
Chairman Austin read the proposed draft resolution and noted that the Board previously voiced their
support for this memorial highway.
Mr. Rettela will present the draft resolution to the Washington State Secretary of Transportation Ms.
Lynn Peterson.
BRIEFING re: DraftAnimal Responsibility Code: County Administrator Philip Morley
stated that Chapter 6.05 of the Jefferson County Code refers to Animal Responsibility. The proposed
changes cover the same ground but add some new provisions that were not previously listed. He added
that once the draft ordinance is finalized, and if adopted, it would replace the existing chapter. Chief
Civil Deputy Prosecuting Attorney David Alvarez joined the meeting shortly after discussion started.
County Administrator Morley indicated that he is also seeking comments and suggestions from the
public for the draft of the Animal Responsibility Code. He reviewed each section of the chapter from
030 to 500. The Board discussed possible edits and verbiage changes which County Administrator
Morley will include in the draft of the Animal Responsibility Code. He added that the proposed code is
currently in the refinement stage.
Page 2
Y� a
Commissioners Meeting Minutes of November 10, 2014
ri N P qW
County Administrator Morley pointed out some of the notable revisions or additions to e c apter. He
stated that one of the revisions define different categories of facilities that house dogs and cats. The
Animal Shelter on Critter Lane in Port Townsend is currently County - owned. Animals in Jefferson
County that have been seized, end up at this facility. He added there are quite a few privately owned
animal shelters in the County such as Paws, the Humane Society, non -profit groups, commercial kennels
or privately owned kennels. The proposed ordinance differentiates responsibilities. Animal control
responsibility is with the Sheriff s Department as they do enforcement. The Humane Society operates
the County's Animal Shelter under contract. The Humane Society is also under contract as a pet
licensing agent. He reviewed the fee schedule which included a series of updates to bring it into
alignment, separating County and private function. He added that private entities do not need to be
included in the County Code.
A new section referencing dangerous or potentially dangerous dogs has been added. Another addition
includes standards for animal shelters, welfare facilities and kennels. Careful review of those additions is
suggested.
A major change to the ordinance is the removal of howling and barking dog regulations as part of this
Code. The proposed ordinance also makes it mandatory for anyone who is residing in unincorporated
Jefferson County, to get their dog licensed.
County Administrator Morley stated that his contact information is on the proposed Animal
Responsibility Ordinance and he welcomes any comments or feedback from the public regarding
technical issues or other ideas that would further the Code. The hearing notice will be presented to the
Board by November 24, 2014.
The meeting was recessed at 11:06 a.m. and reconvened at 1:37 p.m. with Chairman
Austin and Commissioner Johnson present. Commissioner Sullivan joined the meeting at 1:41 p.m.
DISCUSSION re: Participation in the Association of Washington Cities (AWC)
Workers' Compensation Retrospective Rating Program: Association of Washington Cities (AWC)
Retro Program Manager Brian Bishop was present to discuss Jefferson County's possible participation
in AWC's Worker's Compensation Retrospective Rating Program and Pool.
County Administrator Philip Morley stated that in the past, Jefferson County has participated in a Retro
Pool for worker's compensation that was operated by the Washington State Association of Counties
(WSAC) with the help of Sedgwick, which is the third party claims administrator. There were a number
of counties in the pool, not Jefferson County, that drove our collective experience into negative territory
for three consecutive years which then endangered the entire pool and potentially subjected Jefferson
County to higher rates or even paying assessments. As a result, a decision was made by WSAC to
discontinue that pool. WSAC has worked with AWC to broker an opportunity for individual counties to
participate in AWC's retro pool.
Mr. Bishop stated that he and AWC are excited about the potential partnership with the counties. He
previously worked with the counties in the WSAC Retro Pool. He joined AWC and is now running their
Page 3
Commissioners Meeting Minutes of November 10, 2014 r
Retro Pool and the Drug and Alcohol Consortium for testing of Commercial Driver License (CDL)
drivers.
Due to Mr. Bishop's past working relationship with counties across Washington, he was approached by
counties about what they could do regarding assessments. The issue these counties are facing is that for
a few years, they have had to pay assessments. An assessment occurs at the end of the year when the
Washington State Department of Labor and Industries (L &I) looks at all worker compensation injuries.
When the reported amount of injuries is higher than the county's premiums, the county receives an
additional assessment. Mr. Bishop explained that workers compensation insurance is paid every year,
just like you would pay your car insurance. An assessment is comparable to that of getting in a car
accident, your rates are going to go up. But with workers compensation insurance, instead of your rates
going up, you get charged an additional penalty called an assessment. Washington State has a
requirement that if a Retro Group has three assessments in a row, the group must be disbanded. The
WSAC Retro Pool has had to disband due to this requirement.
Mr. Bishop stated that another reason the WSAC Retro Pool had to disband was due to rules changes
that L &I made to their retro program. In January 2011, they created "New Retro," which is a different
method of calculating premiums and refunds. As a result of this "New Retro," it made it more difficult
for entities that paid lower premiums, to obtain refunds.
County Administrator Morley clarified that Mr. Bishop is referring to an individual county approach, but
because we are in a pool with several counties, even though our claims experience was good, we were
tarnished by the experience factor of the other counties. Mr. Bishop explained further that Jefferson
County is part of a "pooling concept." L &I takes all of the counties' premiums paid in one year and they
compare it to all the claims that occurred in that year. For each of those years where the counties were
charged an assessment through the pool, Jefferson County actually helped the pool each year they were
in it because of its good individual experience. All Jefferson County departments and employees have
had very safe records for many years. That is why AWC wants Jefferson County to join their pool. The
County's good record would actually help AWC's Retro Pool.
Mr. Bishop stated that AWC consists of 100 cities and three special purpose districts for a total of 103
Retro Pool members with a pool amount of $13.5 million. The larger the pool, with safe workers, the
better chance of getting a refund. To compare, WSAC's pool was about $2 million, making it hard to get
a refund.
In January 2012, AWC brought a third party administration of claims in -house to focus on public
entities. They looked at 14 counties and invited 7 of those counties to participate in AWC's Retro Pool,
Jefferson County being one of them. A number of counties will only be participating in service -only
Third Party Administrator (TPA) programs and not participating in AWC's Retro Pool.
AWC's Board of Directors is made up of the AWC Executive Committee. They are the Retro Board.
The Advisory Committee is the operating committee which advises and makes recommendations to the
Executive Board. The Advisory Committee meets 3 times per year to review specific claims of specific
entities. They recommend types of distributions to be awarded as refunds. Mr. Bishop noted that a
county position was added to the Advisory Board as part of the agreement with WSAC. Another
Page 4
Commissioners Meeting Minutes of November 10, 2014
X�
position for counties may be added in the future. AWC will also be hiring another loss - prevention staff
person.
AWC offers a Retro Safety Academy which is four days and provides three courses each day. Each
course is 1.5 hours. The Safety Academy is included in the cost to the County. Also included is:
• On -site Visits
• Accident Prevention Programs
• Assistance with Policy Development
• On -site Training
• Hearing Testing
• Assistance with Return to Work Programs
• Effective safety committees
In- person training and webinars may also be available. The County can send as many employees as it
would like. If 4 employees take the courses and graduate, the County will receive a 15% discount off of
the Retro Pool annual fee, however, 3 of the 4 employees must be outside the Human Resource
department.
Mr. Bishop stated that management participation is mandatory. The County Administrator and Public
Works Director would need to take online versions of the training and "Management's Role" training.
AWC also has a hearing conservation program. The pool reimburses the County for half of the testing
cost for every employee that is exposed to a certain level of noise.
The cost to participate in the AWC Retro Pool is 7% of the County's L &I premium. AWC does not keep
any part of the refund, it goes back to the members. The average refund to members over the past few
years has been approximately 12% of standard L &I premiums. A portion of the refund is returned to the
County and a portion is kept by AWC in a reserve account to protect against possible future
assessments.
Mr. Bishop explained that the standard premium is established by using the following formula:
Number of hours worked by employee
Multiplied by L &I rates established by industry classes
Multiplied by Experience factor
Equals = Standard premium
In a typical year, the County could receive a 12% refund of premiums paid, which would be $29,511.
The service fee of $18,764 would be returned to the County and two years later after the program closes
for that year, the County would get back $5,374. Refunds are paid out every December based on claim
experience in the previous year. The balance, of $5,374 would be held in a reserve account until the pool
retains a certain reserve level. Once that level is reached, the pool will pay the County back the
remaining portion, otherwise it is used to pay for any future assessments. AWC wants to insure that in
the event there is an assessment, they do not have to come back to the County and ask for additional
fees. The money retention account has a policy to hold back 1'h times the maximum assessment that
could be assessed in a given year. Currently, AWC is still banking that amount.
Page 5
Commissioners Meeting Minutes of November 10, 2014
Mr. Bishop stated that if Jefferson County happened to have a bad year in regards to claims experience,
they would not be kicked out of the pool for one bad year. He added that they have not kicked out an
entity from the pool since 2005. The Advisory Committee looks at the performance of every member
every year. Members are ranked by percentages every year. After 3 bad years, an entity goes on
probation. At that point, the Advisory Committee makes recommendations to the Executive Board on
the removal of entities from the pool. He noted that there is an appeal period for this type of decision.
If Jefferson County joins AWC Retro Pool in January 2015, L &I will track total premiums paid and total
claim costs for the entire 2015 year. In December, 2016 L &I would give a refund to AWC Retro Pool
based on 2015 totals. If the County had a bad year in 2015, the County would only be eligible to receive
h of the service fee back.
Mr. Bishop stated that AWC has only had to go back to members and ask for an assessment one time
which was in 2010. It was not a full assessment though, only the 14 members who contributed to the bad
year had to pay the assessment. He added that assessments are capped at 17.5% of the total premium.
Good performers get the biggest share of the refund and poor performers get their share of the
assessment first.
At the end of the year, L &I reviews all of the pool's claims. If injuries are higher than premiums, the
County would have to pay an assessment.
County Administrator Morley complimented Mr. Bishop on doing a great job educating the Board on
the AWC Retro Pool. Formal deliberations and possible action on joining the AWC Retro Pool will
occur at a future meeting.
ADDITIONAL BUSINESS re: Zelatched Point, South Coyle No Shoot Zone Petition:
County Administrator Philip Morley handed out two maps, each outlining a different version of a
proposed No Shoot Zone in Zelatched Point in South Coyle called: 1) Original Petition; and 2)
Alternative No. 1.
County Administrator Morley pointed out the difference between the original petition and the proposed
Alternative No. 1. The original petition included an area between Zelatched Point Road and Coyle Road
up North to Payne Road. Alternative No. 1 proposes to keep Washington State Department of Natural
Resources (DNR) land open to shooting, but would maintain a 200 foot setback along Zelatched Point
Road, Coyle Road and Payne Road. So as people are driving, they are not traveling between no -shoot
areas.
Alternative No. 1 is a result of conversations with Chief Civil Deputy Prosecuting Attorney David
Alvarez and local tribes. The County does not want to interfere with tribal hunting rights as outlined in
the Point No Point and Elliott Bay Treaties. Generally, there has been an agreement between DNR and
the tribes that DNR lands constitute as "open lands" for purpose of tribal hunting. Deputy Prosecutor
Alvarez recommended excluding DNR lands from the expansion area. He also suggested the 200 foot
buffer.
Page 6
Commissioners Meeting Minutes of November 10, 2014
NIL
Commissioner Johnson indicated that he would be more comfortable with a 300`foot buffer due to
windfall and potential storm damage to trees. The Board discussed the issue of logging. There would be
no control over the buffer being logged.
Commissioner Sullivan stated that signage may be an issue. County Administrator Morley indicated that
there already is a signage issue with no -shoot zones.
Chairman Austin stated that he supports Commissioner Johnson's 300 foot buffer recommendation. He
likes the no -shoot area as proposed in the original petition, but recognizes the need for recognition of
tribal rights.
Commissioner Sullivan pointed out that with today's technology, bullets from high powered rifles have
the ability to travel quite a distance. That does change what we think of in terms of no -shoot areas. He
noted that on the flipside of the argument, people decided to move to a hunting area and now they want
a no- shooting area.
County Administrator Morley stated that the Commissioners can turn down the proposed no -shoot areas
completely. Commissioner Sullivan asked if this particular area has a covenant or something else
already protecting them? Chairman Austin stated they have a gate. They try and keep the gate closed.
Chairman Austin stated that quite a few people in that area petitioned and asked for a no- shooting zone.
He believes it is the Board's duty of government to provide that if a majority of the citizens want it.
Commissioner Johnson indicated that he does not agree with that sentiment. It bothers him that people
decided to move out to the forest, and now they want protection from the forest. They chose to live in a
remote area. Commissioner Sullivan pointed out that as a County, we allowed this area to be platted this
way.
Jefferson County Code, Chapter 8.50, establishes the process for creating and designating the no -shoot
areas. Section 050 deals with the creation, alteration or dissolution of a no -shoot area. There are two
ways for initiating the process: 1) Petition filed by residents containing the signatures of at least 20
elector residents of each voting precinct in the area under consideration; and 2) A majority vote of the
Board of County Commissioners. County Administrator Morley explained that the petition was
submitted, the Auditor reviewed and determined that there were not 20 registered voters in the
expansion area. When the Auditor looked at the registration rules; there was not a pool big enough that
there would be 20 elector residents.
Commissioner Sullivan moved to direct staff to prepare for a public hearing on the proposed No Shoot
Area at Zelatched Point on the South Coyle Peninsula, presenting the public with the original petition
and Alternative No. 1. Commissioner Johnson seconded the motion which carried by a unanimous vote.
A hearing notice will be brought to the Board for approval at a future meeting.
Page 7
Commissioners Meeting Minutes of November 10, 2014
COUNTYADMINISTRA TOR BRIEFING SESSION: County Administrator Philip
Morley reviewed the following with the Board.
Miscellaneous Items:
KIP
• DISCUSSION re: Consideration of Possible Transfer of County -Owned Dosewallips Floodplain
to Washington State Parks. Environmental Health Specialist Tami Pokorny present.
• Washington State Association of Counties (WSAC) Board Invitation deadline is
November 12, 2014.
• Draft Board of County Commissioners (BOCC) schedule for remainder of 2014.
• Budget Update.
• Boards and Commissions.
• Food Bank Association.
Calendar Coordination:
• Veterans Day is on Tuesday, November 11, 2014.
• Commissioner Sullivan will be attending a Washington State Association of Counties (WSAC)
Regional Legislative Briefing on November 12, 2014.
• County Administrator Morley will be attending a Washington Counties Risk Pool (WCRP)
Conference November 12 -14, 2014.
• All three Commissioners will be attending a Jefferson Transit meeting on November 18, 2014.
• Commissioner Sullivan will be attending a Washington State Association of Counties (WSAC)
Conference in Spokane November 18 -20, 2014.
• Chairman Austin and County Administrator Morley will be attending a Budget Committee
meeting on November 19, 2014.
• Chairman Austin and County Administrator Morley will be attending a Lodging Tax Advisory
Committee meeting on November 19, 2014.
• The November 19, 2014 Hood Canal Coordinating Council (HCCC) meeting has been cancelled.
• The November 20, 2014 JeffCOM meeting has been cancelled.
• The Certification of the Election and Swearing in of the Sheriff, Treasurer and Assessor will be
on November 25, 2014.
• The Jefferson County Courthouse and County facilities will be closed on November 27 and 28,
2014 in observance of Thanksgiving.
• Chairman Austin will be out of the office mid - afternoon on November 25, 2014 and will be back
in the office on December 1, 2014.
• There will be a JeffCOM meeting on December 11, 2014.
There will be an HCCC meeting on December 17, 2014.
• There will be a Board of Health meeting on December 18, 2014.
• The Jefferson County Courthouse and County facilities will be closed on December 25, 2014 in
observance of Christmas.
• The Swearing in of Elected officials will be held on January 2, 2014.
Page 8
Commissioners Meeting Minutes of November 10, 2014
X,
NOTICE OFADJOURNMENT: Commissioner Sullivan moved' 4" the meeting
at 4:07 p.m. until the next regular meeting or special meeting as properly noticed. Commissioner
Johnson seconded the motion which carried by a unanimous vote.
SEAL:
ATTEST:
Carolyn Avery
Deputy Clerk of the Board
JEFFERSON COUNTY
BOARD OF COMMISSIONERS
John Austin, Chair
Phil Johnson, Member
David Sullivan, Member
Page 9