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HomeMy WebLinkAboutM032116District No. 1 Commissioner: Phil Johnson District No. 2 Commissioner: David W. Sullivan District No. 3 Commissioner: Kathleen Kler County Administrator: Philip Morley Clerk of the Board: Erin Lundgren MINUTES Week of March 21, 2016 Madam Chair Kathleen Kler called the meeting to order at the appointed time in the presence of Commissioner David Sullivan. Commissioner Phil Johnson was absent. 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) Alzheimer's can be reversed with a proper diet; and 2) Alternative treatments for cancer are 80% effective but doctors cannot prescribe medicine not authorized by the American Medical Association; • A citizen commented on the Port Ludlow Association (PLA) timber harvest mediation; • A citizen urged people to attend the Democratic Caucus on March 26, 2016; and • A citizen commented on the order of the flags on the flagpole in front of the Jefferson County Courthouse. APPROVAL AND ADOPTION OF THE CONSENT AGENDA: Madam Chair Kler suggested removing Consent Agenda Item No. 1 for discussion. Commissioner Sullivan moved to delete item no. 1 and approve the remaining Consent Agenda items as presented. Madam Chair Kler seconded the motion. The motion carried. 1. (DELETED) RESOLUTION NO. 09-16 re: In the Matter of Declaration of Emergency Damage to Undie Road (Approved later in minutes) 2. AGREEMENT NO. E16-021, Amendment `A' re: E911 County Basic Service Operations Contract FY2016; Additional Amount of $1,425 for a Total of $333,032; JeffCom; Washington State Military Department 3. AGREEMENT re: 2016 Hotel Motel Grant Funding; In the Amount of $27,075; Forks Chamber of Commerce 4. AGREEMENT NO. C17112, Amendment No. 6 re: 2015 — 2016 Consolidated Contract; An Additional Amount of $13,975 for a Total of $925,770; Jefferson County Public Health; Washington State Department of Health 5. AGREEMENT re: Environmental Center Project; In the Amount of $55,142.55; Jefferson County Public Works; W.C.E. General Contractors, LLC 6. AGREEMENT re: Fusion Gateway Services; In the Amount of $3,000 Per Year; Jefferson County Public Works; Axia Holdings, Inc. Page 1 fAJ G Commissioners Meeting Minutes of March 21, 2016 ' 7. AGREEMENT NO. D16-457 re: Public Assistance for August 29, 2015 Severe Windstorm, Disaster No. 4242 -DR -WA; In the Amount of $81,000; Jefferson County Public Works; Washington Military Department, Emergency Management Division and Federal Emergency Management Agency (FEMA) 8. AGREEMENT NO. D16-637 re: Public Assistance for Washington Severe Storms, Straight - Line Winds and Flooding, Disaster No. 4249 -DR -WA; In the Amount of $220,000; Jefferson County Public Works; Washington Military Department, Emergency Management Division and Federal Emergency Management Agency (FEMA) 9. AGREEMENT NO. D16-717 re: Public Assistance for 2015 Severe Winter Storm, Straight - Line Wind and Flooding, Disaster No. 4253 -DR -WA; In the Amount of $370,000; Jefferson County Public Works; Washington Military Department, Emergency Management Division and Federal Emergency Management Agency (FEMA) 10. BID AWARD re: Pavement Markings on Jefferson County Roadways for Calendar Year 2016; In the Amount of $229,884.65; Jefferson County Public Works; Stripe Rite, Inc 11. DIGITAL SUBMITTAL CERTIFICATION re: County Road Administration Board (CRAB) 2015 Reports 12. Advisory Board Appointments (2) re: Jefferson County Noxious Weed Control Advisory Board; Four (4) Year Term to Expire March 21, 2020; 1) District 1 Representative, Sarah Doyle; and 2) District 2 Representative, Soozie Nichol 13. Payment of Jefferson County Vouchers/Warrants Dated March 14, 2016 Totaling $592,561.90 14. Payment of A/P Warrants Done by Payroll Dated March 5, 2016 Totaling $126,731.76 RESOLUTION re: In the Matter of Declaration of Emergency Damage to Undie Road (Consent Agenda Item No. 1): Madam Chair Kler stated that Public Works Director/County Engineer Monte Reinders is in the process of seeking federal and state funding for the ongoing slide difficulty on Undie Road. The slide has dropped the road surface by 15 feet since November 2015. Director Reinders has determined that Undie Road cannot be saved. He is suggesting building a new road north and east of the existing road at an estimate of $1 million, which is not available in the budget. There is concern that if the County pays for a new road, it will not get reimbursed. Commissioner Sullivan stated that he has met with staff from Senator Murray's office and Senator Cantwell's office regarding our road situations on the West End of Jefferson County. Commissioner Sullivan moved to approve RESOLUTION NO. 09-16 Declaration of Emergency Damage to Undie Road. Madam Chair Kler seconded the motion. The motion carried. County Administrator Philip Morley explained that the approval of the resolution will allow Public Works to plan for a potential alternate route around Undie Road without commitment by the County at this time. County staff will continue to investigate the County's liability if the road fails and there is not adequate access. Page 2 Commissioners Meeting Minutes of March 21, 2016 101 DISCUSSION re: Resolution Establishing a County Policy on Number of Years for Refunds of Property Taxes Paid as a Result of Manifest Errors: Treasurer Stacie Prada and Assessor Jeff Chapman were present to discuss with the Board the proposed resolution. Treasurer Prada stated that Washington State amended three codes Revised Code of Washington (RCW) that will allow local legislative bodies the ability to refund up to three years of property taxes paid as a result of manifest errors. Refunds over three years, the potential impacts grow. The proportion of refunds are withdrawn from wherever they were applied, such as state schools, hospital and current expense. Legislation only allows refunds for manifest errors and surrounding issues. Assessor Chapman explained that manifest errors are errors in data, not errors made as a result of an appraiser's judgment. He discussed situations that can create manifest errors and added that if we don't have a limit on refunds, there will be a lot of time spent guessing and plea bargaining with property owners. Assessor Chapman and Treasurer Prada both recommend keeping the refund level at three years for Jefferson County. Assessor Chapman stated that if the Commissioners were to decide to refund beyond three years, a policy on implementation would be beneficial. Assessor Chapman added that Jefferson County is now on an annual revaluation cycle. He believes that part of a property owner's duty is to look at the annual statement for accuracy and let the Assessor's office know if they see any errors. Commissioner Sullivan stated that he concurs with the recommendation made by Treasurer Prada and Assessor Chapman. Commissioner Sullivan moved to approve RESOLUTION NO. 10-16 Establishing a County Policy on Number of Years for Refunds of Property Taxes Paid as a Result of Manifest Errors in Descriptions of Property. Madam Chair Kler seconded the motion. The motion carried. The meeting was recessed at 9:54 a.m. and reconvened at 10:00 a.m. with Madam Chair Kler and Commissioner Sullivan present. HEARING re: Community Development Block Grant (CDBG) Application; 2016 Public Service Grant and Close out of the 2015 Public Service Grant; Olympic Community Action Program (OIyCAP): OlyCAP Director Dale Wilson and Community Services Director Jeff Michaelson briefed the Board on the CDBG Grant Application. Director Wilson stated the CDBG funds that OlyCAP receives are critical for them to provide services to the community. OlyCAP clients are on an extremely low income, and in most cases, well below the federal poverty guideline. In 2015, 17,157 Clallam and Jefferson County individuals received assistance through OlyCAP. There are about 6,000 Jefferson County clients using their services. Madam Chair Kler and Commissioner Sullivan requested Jefferson County -specific statistics for next year's report. Director Wilson stated he will work on that for next year's presentation. Page 3 771 Commissioners Meeting Minutes of March 21, 2016 X County Administrator Philip Morley noted that the CDBG grant funding pool seems to be contracting over time. Director Wilson confirmed that it is and added that the community need is not contracting. Madam Chair Kler opened the hearing for public testimony. Bruce Cowan, Port Townsend: He stated that he is the Chair of the Jefferson County Democrats who have long admired the work of OlyCAP in serving the citizens of Jefferson County. They value the critical services provided to citizens in the most need. 30% of the clients are 17 years of age or younger. They certainly have not done anything to put themselves in a situation of need. The emergency services provide an incredible safety net below the safety net for the ways we have failed people in our society. He noted that OlyCAP is coordinating tens of thousands of volunteer hours which certainly help to magnify the effect of the dollars we are spending for these services. His only regret is that there are not more resources available for the services that our people need, particularly in the area of housing which has an incredible need right now. Hearing no further testimony, Madam Chair Kler closed the hearing. Commissioner Sullivan stated that he appreciates OlyCAP's work. Commissioner Sullivan moved to approve RESOLUTION NO. 11-16 Certification of Compliance for CDBG Public Services Grant. Madam Chair Kler seconded the motion. The motion carried. Madam Chair Kler thanked Commissioner Sullivan for his years of work with OlyCAP. COMMISSIONERS BRIEFING SESSION. The Commissioners reported on their meeting schedules. ADDITIONAL BUSINESS: DISCUSSION re: Lodging Tax Advisory Committee (LTAC) Requests: County Administrator Philip Morley stated that seven (7) applications were submitted requesting additional lodging tax funding. The requests total $49,182, which includes a minor adjustment made by the LTAC. The LTAC recommends awarding full funding for each request. The Gateway Visitor Center requested $1,600 for parking lot improvements. County Administrator Morley worked with Public Works staff who determined they would perform the work on the parking lot, but that the cost is closer to $10,000. In addition, funds to pay for the remaining cost of a heat pump replacement the center recently received and $5,000 to replenish the Gateway Visitor Center's VW's contingency fund would be included bringing the total grant recommended amount for consideration to $64,182. County Administrator Morley stated he concurred with the LTAC's recommendations. Commissioner Sullivan moved to accept made a motion to accept the LTAC's recommendation for the expenditure appropriations of lodging tax funds and to authorize the County Administrator to prepare contracts and contract amendments. Madam Chair Kler seconded the motion. The motion carried. Page 4 �FG Commissioners Meeting Minutes of March 21, 2016 %& UPDATE re: Washington State Department of Natural Resources (DNR) 4th Quarter County Income Reports: DNR Coast District Manager Bill Wells, DNR State Lands Assistant Region Manager Drew Rosanbalm, DNR Straits District Manager Brian Turner and Assessor Jeff Chapman were present for the 4th quarter DNR briefing. Mr. Rosanbalm stated that calendar year 2015 finished at $2.8 million which was higher than projected. Penny Waterline cut faster than they had anticipated. There is $1.3 million under contract so far for 2016. Mr. Rosanbalm, Mr. Wells and Mr. Turner reviewed timber sales and harvest estimates with the Board. Mr. Turner noted that there is a new mill opening in Shelton, Washington which will be able to take larger diameter logs. The inability to mill larger logs had been a concern in the past. County Administrator Philip Morley discussed the conditions of Undie Road. Mr. Rosanbalm stated he met with Public Works staff in February 2016. He added DNR is possibly interested in an easement or maintenance agreement for the DNR portion of the road. The meeting was recessed at 11:47 a.m. and reconvened at 1:32 p.m. with Madam Chair Kler and Commissioner Sullivan present. COUNTYADMINISTR,4TOR BRIEFING SESSION: County Administrator Philip Morley reviewed the following with the Board. Miscellaneous Items • There will be a Climate sea level rise meeting with the Port of Port Townsend, Economic Development Council, City of Port Townsend and Jefferson County Chamber of Commerce on June 2, 2016. (Meeting date later moved to June 3, 2016.) • Memorial Field lighting. • Farmers' Market and restrooms; expansion space. • Port Ludlow Associates (PLA) mediation date. • Winter Shelter closure. • Climate Action Committee. • East Jefferson Fire Rescue and Public Utility District (PUD) Privilege Tax; letter from Gordon Pomeroy and Philip Morley's response. • Windblow concerns raised by clearcuts; Mr. Guise and PLA. • Washington State Department of Natural Resources (DNR) lands. Calendar Coordination • Commissioner Sullivan will be out of the office March 29, 2016 through April 1, 2016. • Commissioner Johnson will be out of the office March 28, 2016 through April 1, 2016. • Madam Chair Kler and County Administrator Morley will be attending a Washington State Association of Counties (WSAC) legislative planning group on March 29, 2016. Page 5 Commissioners Meeting Minutes of March 21, 2016 SNI nt? • Madam Chair Kler will be attending a Behavioral Health Organization (BHO) meeting on April 1, 2016. Commissioner Sullivan will participate via telephone. • Commissioner Johnson will be attending a Hood Canal Coordinating Council (HCCC) meeting on April 12, 2016. • Madam Chair Kler will be attending a Tourism Coordinating Council (TCC) meeting and a Substance Abuse Advisory Board (SAAB) meeting on April 12, 2016. NOTICE OFADJOURNMENT: Commissioner Sullivan moved to adjourn the meeting at 2:56 p.m. until the next regular meeting or special meeting as properly noticed. Madam Chair Kler seconded the motion. The motion carried. JEFFERSON COUNTY BOARD OF COMMISSIONERS SEAT: • �, �" rs. Kathleen er, Chair ATTEST: Da iSul ivan, ember bA'*"�1 (Excused Absence) n Y Carol VveryPhil Johnson, Member Deputy Clerk of the Board Page 6