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HomeMy WebLinkAboutM102714ON ON CO L ING"�o� 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 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 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. L 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 9589 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; Jefferson 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 El-� 6. AGREEMENT NO. LA7841, Supplement No. 1 re: Safe Routes to School — State Route 19 (SR19) 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 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 askfor proof of billing denials in reviews or fiscal audits. 6.) This fund creates a collaborative plan to supplement state funds with local funds 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. �J 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. Hopefully 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' 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. DISCUSSIONAND 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 We • 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 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. a;h ATTEST: dx4t AV Carolyn Avery Deputy Clerk of the Board JEFFERSON COUNTY BOARD OF COMMISSIONERS John Austj'ij, Chair Phil Johnson, mber David Su Ivan, ember Page 6