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HomeMy WebLinkAbout050216_cbs01District No. 1 Commissioner: Phil Johnson District No. 2 Commissioner: David W. Sulliva District No. 3 Commissioner: Kathleen Kier County Administrator: Philip Morley - Clerk of the Board: Erin Lundgren MINUTES Week of April 4, 2016 Madam Chair Kathleen Kler called the meeting to order at the appointed time in the presence of Commissioner David Sullivan and Commissioner Phil Johnson. 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 invited the public and the Board of County Commissioners (BOCC) to attend deliberations regarding the Brinnon Master Planned Resort on April 6, 2016; • A citizen urged the Board to request state and federal funding for roads on the West End of Jefferson County; • Two citizens thanked the BOCC and staff for their support in Seeking funds for the extension of the Olympic Discovery Trail on the Quimper Peninsula; • A citizen commented on Commissioner Johnson's decision not to seek another term and commended him on his performance as a Jefferson County Commissioner; • A citizen stated he is unhappy with the logging conducted in the Port Ludlow Master Planned Resort; and • A citizen stated: 1) Greenland and Antarctica are melting faster than anticipated; and 2) Quilcene should start a logging museum. 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. RESOLUTION NO. 13-16 re: HEARING NOTICE: First Quarter 2016 Budget Appropriations/Extensions; Various County Departments; Hearing scheduled for Monday, April 18, 2016 at 10:00 a.m. in the Commissioners Chambers 2. RESOLUTION NO. 14-16 re: Re-establishing Jefferson County Cash Drawer, Petty Cash Account and Revolving Fund Amounts in Various County Departments 3. RESOLUTION NO. 15-16 re: Establishing a Revolving Fund for Authorized Expenditures on Behalf of the County's Tourism Coordinating Council through the Hotel Motel Fund 4. AGREEMENT re: Designation of the Official County Newspaper of Public Record for Legal Notices; In the Amount of $8.50 per Column Inch; Port Townsend/Jefferson County Leader 5. AGREEMENT re: Consultant for Comprehensive Plan; In the Amount of $11,200; Jefferson County Department of Community Development; Neil Aaland Page 1 RAF1 Commissioners Meeting Minutes of April 4, 2016 sNl w��� '.. Ym�' 6. AGREEMENT, Amendment No. 2 re: Planning Consulting Services; Extending Contract thru April 30, 2016; In the Amount of an additional $2,500; Jefferson County Department of Community Development; Michelle Farfan 7. AGREEMENT re: Perform Restoration, In -Stream and Habitat Maintenance Projects; In the Amount of $2,490; Washington State University, Jefferson County Cooperative Extension; North Olympic Salmon Coalition 8. AGREEMENT, Amendment No. l re: 2016 Supplemental Hotel Motel Grant Funding (Lodging Tax); In the Amount of $9,438; Jefferson County Historical Society 9. AGREEMENT, Amendment No.1 re: 2016 Supplemental Hotel Motel Grant Funding (Lodging Tax); In the Amount of $4,300; Forks Chamber of Commerce and Visitor Center 10. AGREEMENT re: Replacement of Quincy Street Fence at Memorial Field; In the Amount of $1,750; Jefferson County Public Works; Friends of Jefferson County Parks and Recreation 11. AGREEMENT, Interlocal re: Mutual Use of Labor, Equipment or Materials; No Dollar Amount; Jefferson County Central Services; Jefferson County Public Utility District (PUD) No. 1 12. AGREEMENT re: Auctioneer Services for the Administration of an Onsite Auction of Surplus County Property; In the Amount of 5% of Gross Sales for County Hosted Auctions and 10% of Gross Sales plus a $10 title -transfer fee for Sales Hosted by James G. Murphy, Inc.; Jefferson County Central Services; James G. Murphy, Inc. 13. Payment of Jefferson County Vouchers/Warrants Dated March 28, 2016 Totaling $155,298.64 COMMISSIONERS BRIEFING SESSION. The Commissioners reported on their meeting schedules. COUNTYADMINISTRA TOR BRIEFING SESSION: County Administrator Philip Morley reviewed the following with the Board. Miscellaneous Items: • Marine Sanctuary; buoy request/placement. Calendar Coordination: • Madam Chair Kler will be touring the West End on April 6, 2016. • Commissioner Sullivan will be attending an OlyCAP meeting on April 6, 2016. • There is a Government to Government meeting between Jefferson County and Port Gamble S'Klallam Tribe scheduled on April 18, 2016. The meeting was recessed at 9:57 a.m. and reconvened at 10:00 a.m. with all three Commissioners present. Page 2 Commissioners Meeting Minutes of April 4, 2016 r%n�,� rT BID OPENING re: Upper Hoh Road Culvert Replacement Project M.P. 6.949: Public Works Engineering Services Manager Eric Kuzma and Engineer Mark Thurston and were present for the bid opening. The Engineer's estimate is $916,000.00. Mr. Thurston read the following seven (7) bids aloud. BIDDER Jordan Excavating Port Angeles, WA Sealevel Bulkhead Builders Kingston, WA Orion Marine Group Tacoma, WA JMG Constructors, LLC Keyport, WA Quigg Brothers, Inc. Aberdeen, WA Interwest Construction, Inc. Burlington, WA Rognlin's Inc. Aberdeen, WA TOTAL BID AMOUNT $791,447.00 $963,307.20 $1,338,623.00 $1,107,119.00 $1,088,485.00 $1,084,599.39 $1,057,246.00 Staff will review the bids for accuracy and submit a recommendation for bid award to the Board at a future date. COUNTYADMINISTR,4TOR BRIEFING SESSION- Continued: County Administrator Philip Morley reviewed the following with the Board. Miscellaneous Items: • Concerns regarding the Port Ludlow Associates (PLA) timber harvest is growing. • Larry Scott Trail; concerns over nearby logging. • Fair Elections Act. • Naval Magazine Indian Island; upcoming 75th Anniversary. • Human Rights Commission; possible joint declaration/recognition between the City of Port Townsend and Jefferson County. Pending No -Shoot Areas. Undie Road. Shine Road; citizen concerns. Page 3 Commissioners Meeting Minutes of April 4, 2016 • Memorial Field Lights: Replacement or removal of light posts and overhead lights. Costs were discussed as well as possible funding sources. • Tiny houses; regulations/RV rules. • Conservation District; possible assessment. Calendar Coordination: • There will be a Jefferson County Chamber of Commerce meeting on April 4, 2016. • Madam Chair Kler will be attending a Port Ludlow Village Council (PLVC) meeting on April 7, 2016. • Commissioner Johnson will be attending a Hood Canal Coordinating Council (HCCC) meeting on April 12, 2016. • Commissioner Johnson will be attending an Olympic Region Clean Air Agency (ORCAA) meeting on April 13, 2016. • County Administrator Morley will be attending a discussion regarding economic development on April 13, 2016. • There will be a Public Employee Relations Committee (PERC) sponsored breakfast on April 13, 2016. • Commissioner Sullivan will be attending a Peninsula Regional Transportation Planning Organization (PRTPO) meeting on April 15, 2016. • Madam Chair Kler will be attending the Brinnon Loyalty Day Parade on April 22, 2016. Commissioner Johnson excused himself from the meeting at 11:07 a.m. NOTICE OFADJOURNMENT. Commissioner Sullivan moved to adjourn the meeting at 11:30 a.m. until the next regular meeting or special meeting as properly noticed. Madam Chair Kler seconded the motion. The motion carried. SEAL: ATTEST: Carolyn Avery Deputy Clerk of the Board JEFFERSON COUNTY BOARD OF COMMISSIONERS Kathleen Kler, Chair David Sullivan, Member Phil Johnson, Member Page 4 District No. 1 Commissioner: Phil Johnson District No. 2 Commissioner: David W. Sullivan District No. 3 Commissioner: Kathleen Kier County Administrator: Philip Morley Clerk of the Board: Erin Lundgren DRAFT MINUTES Week of April ll, 2016 Madam Chair Kathleen Kler called the meeting to order at the appointed time in the presence of Commissioner David Sullivan and Commissioner Phil Johnson. 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 that Jefferson County review the Noxious Weed Board Assessment fee as it pertains to condominiums and farm lands; • A citizen commented on the logging in the Port Ludlow Master Planned Resort (MPR); • Two citizens commented on Port Gamble S'Klallam Tribe's concerns with the proposed Pleasant Harbor MPR and look forward to the scheduled Government to Government meeting between Jefferson County and the Tribe on April 18, 2016; • A citizen stated: 1) The Zika Virus has been around for 30 years and he believes that the chemicals used to kill the mosquitos, is the cause of birth defects; 2) Chimacum Creek was originally planned as a drainage ditch and there were no provisions made to clean the ditch; and 3) At a cost of $65 million, the Gulf Stream G650 jet has a three year waiting list. APPROVAL AND ADOPTION OF THE CONSENT AGENDA: Madam Chair Kler suggested removing Consent Agenda Item No. 8 for discussion. Commissioner Sullivan moved to delete item no. 8 and approve the remaining Consent Agenda Items as presented. Commissioner Johnson seconded the motion which carried by a unanimous vote. 1. RESOLUTION NO. 16-16 re: A Revolving Fund for the Veterans Assistance Program 2. RESOLUTION NO. 17-16 re: Vacation of a Portion of Dowans Creek Road, County Road No. 146809 3. AGREEMENT re: 2016 Pavement Marking; In the Amount of $232,600; Jefferson County Public Works; Stripe Rite, Inc. 4. AGREEMENT NO. 15-1189C re: Big Quilcene Floodplain Key Pieces Project to fund the Acquisition of the Residential Properties on Rogers Street and Fremont Avenue that are Prone to Flooding; In the Amount of $587,319 (SRFB) Funding with Match of $103,646 (PW) for a Total of $690,965; Jefferson County Public Health; Washington State Recreation and Conservation Office 5. AGREEMENT, Amendment No. l re: 2016 Supplemental Hotel Motel Grant Funding (Lodging Tax); In the Amount of $9,574; Quilcene Historical Museum 6. AGREEMENT, Amendment No. 1 re: 2016 Supplemental Hotel Motel Grant Funding (Lodging Tax); In the Amount of $1,700; Jefferson County Historical Society, Gateway Visitor Center Page 1 Commissioners Meeting Minutes of April 11, 2016 7. AGREEMENT re: 2016 Community Service Grant Fundingahe i84{t t $1,024; Gardiner Community Center 8. (DELETED) AGREEMENT re: Comprehensive Plan Update Public Participation Program "Speak Up" Software; In the Amount of $300 per Month; Jefferson County Department of Community Development; Granicus, Inc. (Approved later in minutes) 9. Advisory Board Resignation re: Clean Water District Advisory Council; Commercial Shellfish Representative, Peter Downey 10. Advisory Board Reappointment re: Clean Water District Advisory Council; Term Expires December 12, 2019; District No. 3 Citizen Representative, Richard Hull 11. Advisory Board Appointments (2) re: Clean Water District Advisory Council; 1) Four Year Term Expires April 11, 2020; Commercial Shellfish Representative, Dave Steele 2) No Expiration Date; Port Townsend City Council, Deborah Stinson 12. Payment of Jefferson County Vouchers/Warrants Dated April 7, 2016 Totaling $4,485.78 13. Payment of Jefferson County Payroll Warrants Dated April 5, 2016 Totaling $828,870.94 and A/P Warrants Done by Payroll Dated April 5, 2016 Totaling $780,496.13 AGREEMENT re: Comprehensive Plan Update Public Participation Program "Speak Up" Software; Consent Agenda Item No. 8: Commissioner Sullivan stated he had concerns over the use of the proposed public participation program called "Speak Up." He explained that the City of Port Townsend uses the same software and he had recently read a Peninsula Daily News (PDN) article which stated that the City of Port Townsend staff keeps a close eye on the comments and removes comments they believe are too political. He questioned if Jefferson County will be screening comments? County Administrator Philip Morley suggested there be additional follow-up with the Department of Community Development (DCD). Madam Chair Kler allowed a citizen in the audience, Dan Toepper, to address the Board with a question. Mr. Toepper asked if comments made using "Speak Up" will be a public record? He believes it would be a public record. PDN reporter Charlie Bermant stated that the way he understands the program, staff can monitor what is appropriate and they have the ability to delete content they find it is not appropriate. Commissioner Sullivan stated he would like to see the program being monitored by policy, rather than by their own judgment. County Administrator Morley stated that he will work with DCD staff and Central Services Department staff to make sure a policy is put into place. He suggested moving forward with the agreement. Commissioner Sullivan moved to approve the AGREEMENT with the reassurance that policies and procedures will be developed alongside the implementation of the new program. Commissioner Johnson seconded the motion which carried by a unanimous vote. COMMISSIONERS BRIEFING SESSION: The Commissioners reported on their meeting schedules. Page 2 Commissioners Meeting Minutes of April 11, 2016 The meeting was recessed 10:19 a.m. and reconvened at 1:32 p.m. with all three Commissioners present. COUNTYADMINISTRATOR BRIEFING SESSION: County Administrator Philip Morley reviewed the following with the Board. Miscellaneous Items: • Government to Government meeting: Upcoming Port Gamble S'Klallam Tribe meeting on April 18, 2016. County Administrator Morley advised holding a planning session prior to the meeting. • Tiny Home Conference; County Administrator Morley contacted the conference organizer and informed her of Jefferson County's decision regarding a proposed tiny home community in a Jefferson County park. The meeting was recessed 2:40 p.m. and reconvened at 2:53 p.m. with all three Commissioners present. • Summary of One -Time Revenues 2016. • Memorial Field lighting: The lights and light posts at Memorial Field are failing and have the potential to become a hazard. The Commissioners discussed funding options which included a possible Washington State Recreation and Conservation Office (RCO) grant. If an RCO grant is approved for $112,500, the County's portion would be $58,500 with the remaining funds coming from local school districts and community organizations. Madam Chair Kler and Commissioner Sullivan questioned the extent of the County's involvement in funding lighting for Memorial Field and football activities there. Commissioner Johnson moved that Jefferson County try to obtain an RCO grant to help fund the Memorial Field Lights project. The motion failed for lack of a second. Commissioner Sullivan stated that disposal costs of the light posts is a County responsibility and asked for an estimate on their removal. The Board agreed with County Administrator Morley proceeding his discussion with the School Districts and informing them of the County's desire for more community support on this project. • Public Infrastructure Fund (PIF); Quilcene Sewer feasibility study and match requirement. • Tourism Coordinating Council (TCC); Status on becoming a 501c6 organization. • Conservation District; Proposed assessment. • Indigent defense contract; interviewing potential firms. • Department of Community Development (DCD) Director; Interviewing candidates soon. • Michael Pierce Trial; Prosecutor Michael Haas thanked the Commissioners and County Administrator for facilitating outside legal council to assist with the Pierce Trial. • Climate Action Committee (CAC); they are requesting a meeting. Page 3 Commissioners Meeting Minutes of April 11, 2016 H NOTICE OFADJOURNMENT: Commissioner Johnson moved to adjourn the meeting at 4:13 p.m. until the next regular meeting or special meeting as properly noticed. Commissioner Sullivan seconded the motion which carried by a unanimous vote. SEAL: ATTEST: JEFFERSON COUNTY BOARD OF COMMISSIONERS Kathleen Kler, Chair David Sullivan, Member Carolyn Avery Phil Johnson, Member Deputy Clerk of the Board Page 4 District No. 1 Commissioner: Phil Johnson District No. 2 Commissioner: David W. Sulliv District No. 3 Commissioner: Kathleen Kle T DR AF County Administrator: Philip Morley Clerk of the Board: Erin Lundgren MINUTES Week of April 18, 2016 Madam Chair Kathleen Kler called the meeting to order at the appointed time in the presence of Commissioner David Sullivan and Commissioner Phil Johnson. 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 commented on the logging in the Port Ludlow Master Planned Resort (MPR); • A citizen stated: 1) He hopes the County and County facilities are prepared to handle an earthquake; 2) The Washington State Liquor Control Board has lost control of the marijuana growing situation; and 3) Any war on drugs should start with rehabilitation and jobs; • A citizen stated: 1) The Jefferson County Democratic Caucuses were a big success; 2) Citizens who attended the caucuses are encouraged to participate in other issues; 3) There will be a democratic convention on May 1, 2016 at the Jefferson County Fairgrounds; and 4) There will be a "Meet the Candidates" night on April 26, 2016 at the Port Townsend Community Center; and • A citizen stated the Planning Commission previously met with the Jamestown S'Klallam Tribe and is looking forward to the Government to Government meeting between the Tribe and Jefferson County. 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. AGREEMENT re: Confidential Data Input of Protected Health Information Data; No Dollar Amount; Jefferson County Public Health; Marc Bolan Consulting 2. AGREEMENT re: Provide Demolition Removal or Decommissioning of all Man-made Structures, Materials, Debris and On -Site Systems Located on Duckabush and Big Quilcene Floodplain Properties; In the Amount of $18,175.75; Jefferson County Public Health; Zephyr's Inc. 3. AGREEMENT re: Phase I Environmental Site Assessments; Five Fee -Simple Property Acquisitions for Floodplain Restoration and Salmon Recovery; In the Amount of $4,505; Jefferson County Public Health; Stratum Group, Ninnemann and McShane 4. AGREEMENT re: Website Maintenance Services; In the Amount of $700; Jefferson County Public Health; Reynolds Training and Consulting 5. AGREEMENT re: 2016 Funding to Promote Conservation, Protect and Improve Water Quality; In the Amount of $47,100; Jefferson County Administrator; Jefferson County Conservation District 6. AGREEMENT, Amendment No. 1 re: 2016 Supplemental Hotel Motel Grant Funding (Lodging Tax); In the Amount of $5,000; Quilcene Brinnon Dollars for Scholars Page 1 � t Commissioners Meeting Minutes of April 18, 2016 D,A RE 7. AGREEMENT, Change Order No. 2 re: Undie Road, M. P. 1.1 Emergency Repair, County Project No. X01991, County Road No. 150009; An Additional $35,000 for a Total of $144,000; Jefferson County Public Works; Bruch and Bruch Construction, Inc. 8. BID AWARD re: Upper Hoh Road, M. P. 6.949 Culvert Replacement, Project No. CR18962, Federal Aid Project No. PLH-A160(001); In the Amount of $791,447; Jefferson County Public Works; Jordan Excavating, Inc. 9. Payment of Jefferson County Vouchers/Warrants Dated April 11, 2016 Totaling $813,342.22 APPROVAL of MINUTES: Madam Chair Kler noted a correction to Page 3 of the March 21, 2016 minutes. Where it states the meeting was reconvened, it shows Commissioner Johnson as being present, however, he was absent that day. She noted a possible correction to Page 5 of the March 21, 2016 minutes and Page 3 of the March 28, 2016 minutes. The date for the Sea Level Rise meeting is listed as June 2, 2016 in the March 21, 2016 minutes and is listed as June 3, 2016 in the March 28, 2016 minutes. County Administrator Morley believes that those were the dates of the proposed meeting at that time. Deputy Clerk of the Board Carolyn Avery stated she will review the audio and confirm or edit the minutes if needed. Commissioner Sullivan moved to approve the March 7 and 14, 2016 Regular Meeting minutes as presented and the March 21, 2016 Regular Meeting minutes as corrected and the March 28, 2016 Regular Meeting minutes with potential corrections to be verified. Commissioner Johnson seconded the motion which carried by a unanimous vote. Deputy Clerk Avery verified the Sea Level meeting dates were correct as previously reported. COMMISSIONERS BRIEFING SESSION. The Commissioners reported on their meeting schedules. The meeting was recessed at 9:45 a.m. and reconvened at 10:03 a.m. with all three Commissioners present. HEARING re: First Quarter 2016 Budget Appropriations/Extensions: County Administrator Philip Morley reviewed the following first quarter budget appropriations with the Board. FUND NUMBER FUND NAME DESCRIPTION AMOUNT FROM EXPENSE UNENCUMBERED FUND BALANCE 001-067-000 SAFETY AND Special Project Grant $10,329 $10,329 SECURITY expenditures not in original budget 001-250-000 TREASURER PACS upgrade for easier online $2,135 $2,135 payments TOTAL GENERAL FUND: $12,464 Page 2 Commissioners Meeting Minutes of April 18, 2016 ArT FUND NUMBER FUND NAME DESCRIPTION AMOUNT FROM EXPENSE 51990.41.0040 J.C. HISTORICAL SOCIETY $58,447 UNENCUMBERED $67,885 51990.41.0060 QUILCENE MUSEUM $15,494 FUND BALANCE $25,068 007-000-010 SHERIFF - Storage structure for boat and $10,000 $10,000 51990.41.0084 BOATING trailer $4,300 $31,375 51990.41.0085 SAFETY FUND $59,500 $1,700 $61,200 125-000-010 HOTEL/MOTEL Allocation of excess revenues $64,182 $64,182 51990.41.NEW FUND received in 2015 $10,000 $10,000 TOTAL OTHER FUNDS: $74,182 A breakdown of the Hotel/Motel Fund recipients of the requested excess revenues received in 2015 recommended by the Lodging Tax Advisory Committee (LTAC) are as follows: BARS EXPENDITURE NUMBER RECIPIENT CURRENT BUDGET REVISION AMENDED BUDGET 51990.41.0040 J.C. HISTORICAL SOCIETY $58,447 $9,438 $67,885 51990.41.0060 QUILCENE MUSEUM $15,494 $9,574 $25,068 51990.41.0063 QUILCENE / BRINNON DOLLARS FOR SCHOLARS $3,000 $5,000 $8,000 51990.41.0084 WEST END CHAMBER $27,075 $4,300 $31,375 51990.41.0085 GATEWAY CENTER $59,500 $1,700 $61,200 51990.41.0100 CAPITAL CONTINGENCY - COUNTY VISITOR CENTER $5,000 $15,000 $20,000 51990.41.NEW OLYMPIC CULINARY LOOP $0 $10,000 $10,000 51990.41.NEW EMERALD TOWNS ALLIANCE $0 $9,170 $9,170 AMENDED TOTALS: $168,517 $64,182 $232,699 County Administrator Morley noted that even with the new expenditures of the Hotel/Motel Fund, there is still approximately another $16,000 in fund balance from last year. Madam Chair Kler opened the hearing for public testimony. Hearing no comments for or against the First Quarter 2016 Budget Appropriations/Extensions, she closed the hearing. Commissioner Sullivan moved to approve RESOLUTION NO. 18-16 re: ORDER: Budget Appropriations/Extensions for Various County Departments. Commissioner Johnson seconded the motion which carried by a unanimous vote. Page 3 Commissioners Meeting Minutes of April 18, 2016 COUNTYADMINISTRATOR BRIEFING SESSION: County Administrator Philip Morley reviewed the following with the Board. Calendar Coordination: Below is a list of the upcoming meetings and events the Commissioners will be attending in the near future: • Jefferson County Transit meeting • Budget Committee meeting • Breakfast hosted by the Jefferson County Library • Energy Luncheon • Brinnon Loyalty Days Parade • Board of Health meeting • Northwest Wooden Boat School meeting • Solid Waste Advisory Committee (SWAG) meeting • Coordinated Community Response meeting • Bigfoot Competition celebration • Community Health Improvement Planning (CHIP) meeting • Safe Routes to School meeting in Quilcene • Tour of Irondale Beach Park • Integrated Watershed Plan (IWP) meeting • Fort Worden Advisory Committee meeting • Salish Behavioral Health Organization (BHO) meeting • Olympic Consortium Board meeting • Substance Abuse Advisory Board (SAAB) meeting • Presentation at the Jefferson County Library regarding the Irondale Beach Park • Finance Committee meeting • Dental Care Access Program meeting • Jefferson County Shelter 2 Housing Program meeting • JeffCOM meeting • North Olympic Development Council (NODC) meeting County Administrator Morley will be attending a County Administrator's Conference April 27-29, 2016, Miscellaneous Items: • Executive Session will be scheduled April 25, 2016 to discuss legal options if Port Ludlow Associates (PLA) mediation is unsuccessful. • Undie Road; Discussion next week regarding the six-year capital program and to see if Undie Road fits into the equation. • Memorial Field Lights; Resource and Conservation Office (RCO) Grant deadline is May 2, 2016. Chimacum School District and Port Townsend School District are committed to participating in the proposed match. County Administrator Morley will present project to various service organizations. Commissioner Johnson will be meeting with the City of Port Townsend Mayor this week to discuss the project as well. Demolition of the existing lights and poles is approximately $10,000. Page 4 Commissioners Meeting Minutes of April 18, 2016 r,p Jefferson County Conservation District; Working towards possible assessment or fees for services. Unknown if the City of Port Townsend will partake in the assessment at this time. Jefferson Indigent Defense Services; Contract to provide Jefferson County representation for Jefferson County inmates who require out of county court proceedings while they are receiving inpatient care in a nearby county. Possible large crowd for the Board of County Commissioner (BOCC) meeting on April 25, 2016 regarding the PLA timber harvest. The meeting was recessed at 11:11 a.m. and reconvened at 1:29 p.m. with all three Commissioners present. DISCUSSION re: Government to Government (G2G); Port Gamble S'Klallam Tribe Presentation on Potential Impacts of Pleasant Harbor Master Planned Resort Project on the Tribe's Cultural Resources and Treaty Rights: The Port Gamble S'Klallam Tribe called for a meeting with the Jefferson County Board of County Commissioners to address the Pleasant Harbor Master Planned Resort (MPR) and potential impacts it may have on the Tribe's cultural resources and Treaty Rights. Staff provided the Board with the following background information: "The Port Gamble S'Klallam Tribe is the successor in interest to Indian bands and tribes who signed the 1855 Treaty of Point No Point. The Pleasant Harbor MPR is within the Port Gamble S'Klallam Tribe's Adjudicated Usual and Accustomed Area and Traditional and Historic Use Area. In recognition of the Tribe's unique status, a government -to -government consultation meeting is both appropriate and welcomed by Jefferson County. In 2008, the Jefferson County Board of Commissioners (BOCC) adopted Ordinance No. 01-0128-80 amending the County Comprehensive Plan to designate a Master Planned Resort in Brinnon in the Pleasant Harbor and Black Point areas, and imposing certain conditions on the subsequent development of the MPR. Since then, the Pleasant Harbor Marina and Golf Resort, LLP (Pleasant Harbor) has been working to develop a plan for developing the Master Planned Resort. On December 9, 2015 a Final Supplemental Environmental Impact Statement (FSEIS) was issued by the County on Pleasant Harbor's proposed development, as the SEPA document to accompany a set of proposed draft Development Regulations and a draft Development Agreement, both of which were subject to potential amendment and adoption by the BOCC after public hearing(s). On December 16, 2015 the Port Gamble S'Klallam Tribe sent a letter to the Jefferson County Planning Commission and Department of Community Development (DCD) raising issues they believe were not satisfactorily addressed in the FSEIS, and asking for a 60 -day period to work with the County to complete the tribal consultation process. DCD granted this extension. On March 11, 2016 the Tribe's Tribal Historic Preservation Officer Laura Price sent a letter to the Planning Commission and DCD outlining concerns about use of Kettle Ponds B and C and potential damage to Traditional Cultural Properties, including the freshwater within the project area that has direct association with spiritual entities known to the S'Klallam Tribe, and biota subject to historic Page 5 Commissioners Meeting Minutes of April 18, 2016 " rT S'Klallam gathering and requesting a traditional cultural property evaluation for possible listing on the National Register of Historic Places. On March 15, 2016, the Tribe's Environmental Program Manager Roma Call sent a letter to the Planning Commission and DCD outlining additional concerns about potential impacts to tribal fisheries (including shellfish too), elk herd viability, cultural resources and Tribal Treaty Rights. The letter proposes 13 actions requested by the Tribe, and offers to work with the County to address the Tribe's concerns. On March 23, 2016, Port Gamble S'Klallam Tribe Chairman Jeromy Sullivan sent a letter to the Jefferson County BOCC extending an invitation for a government -to -government consultation meeting to discuss issues with regard to the Pleasant Harbor MPR prior to any decisions by the County on the Development Regulations or Development Agreement. In addition, Ms. Price and Ms. Call attended the Planning Commission's meeting on April 6, 2016, presented the Tribe's concerns to the Planning Commission, and answered clarifying questions by the members. The Planning Commission continues its deliberations on recommendations it may make to the County Commissioners regarding the draft Development Regulations and the draft Development Agreement for the Pleasant Harbor MPR. " Madam Chair Kler welcomed representatives of the Port Gamble S'Klallam Tribe which included Tribal Council Chairman Jeromy Sullivan, Preservation Officer Laura Price, and Environmental Program Manager Roma Call. She noted that Jefferson County is part of the S'Klallam Tribe's native ancestral lands. By holding the Government to Government meeting in the Commissioners' Chambers of the Jefferson County Courthouse, the Commissioners are able to fulfill the Washington State regulation which states Commissioners conducting County business must do so in their County seat. She thanked the tribal members for making that accommodation and for travelling to the recent Planning Commission meetings. The following Jefferson County staff were present: Interim Department of Community Development (DCD) Director David Goldsmith, Environmental Health Director Jared Keefer, Chief Civil Deputy Prosecuting Attorney David Alvarez, DCD Associate Planner David Wayne Johnson and Associate Planner Joel Peterson. Representatives from the Statesman Group, applicant for the Pleasant Harbor MPR and the Planning Commission chair and members were also present. Madam Chair Kler addressed the Port Gamble S'Klallam Tribal representatives and stated that Jefferson County is here to listen to their concerns and build on our relationships between both individuals and government so that the protection of lands, waters, resources and the process to do so, are established and honored. She added that although staff, individuals and elected officials come and go, along with information and sometimes at the expense of process, they want to ensure, as governments, we have documentation and clarity as to the issues discussed here today. Tribal Chairman Sullivan thanked Jefferson County for inviting his team to Port Townsend. He noted it is a place of importance to the Klallam people and he has been looking forward to meeting with Page 6 Commissioners Meeting Minutes of April 18, 2016 � CRAFT Jefferson County. He explained that the Klallam people used to live up and down the Straits of Juan de Fuca; from the Hood Canal up to what is now known as Canada. There were S'Klallam villages on both sides of the water. Dosewallips and Duckabush are places where Tribal Chairman Sullivan grew up. He learned how to clam dig and how to oyster dig as a young S'Klallam child. At the time, he did not know that he was practicing a Treaty Right. He did not know that he was preserving a culture. He was there because it was a beautiful place and a fun thing to do. He added that his family was able to harvest their clams and oysters for a minimal amount of money. Tribal Chairman Sullivan explained that his father graduated from Quilcene High School, making him the third Klallam to graduate. Ms. Price's grandmother was the first Klallam to graduate high school. The S'Klallam Tribe appreciates the rich culture of the area and would like to not only preserve the area, but grow it, not just for the tribe, but for all individuals. If there are more clams and oysters for the Klallam people, there will be more clams and oysters for everyone. As part of the S'Klallam Tribe's culture, they were also taught about the medicinal use of plants and the hunting of animals. Tribal Chairman Sullivan explained it is a part of their identity. Tribal Chairman Sullivan noted that there have been some individuals who have questioned why the S'Klallam Tribe should have any concerns regarding the Pleasant Harbor MPR as they are a small tribe from the Port Gamble area in the North of the Hood Canal. He explained that the tribe had been placed in that area. Ms. Call and Ms. Price gave a power point presentation covering the various aspects of the Port Gamble S'Klallam Tribe and the potential impacts to their Treaty Rights. Ms. Price explained that the first Klallam ancestors inhabited the Olympic Peninsula 14,000 years ago. Colonial pressures led the Tribe to sign the Point No Point Treaty of 1855. She gave a brief history of the S'Klallam Tribe and added that threats to the Tribe's natural and cultural resources in the area have mainly been due to development pressures. Ms. Call reviewed the Tribe members' fish and shellfish harvesting areas and the Point No Point Treaty area. She explained that the Treaty reserved its right to continue tribal activities which includes hunting and gathering of plants. They believe that commercial developments can alter and destroy the natural environment the Tribe has access to. The Tribe is concerned that stormwater runoff and other development aspects can lead to a closure of shellfish beds and other environmental problems. Potential impacts to the Tribe's Treaty Rights were explained by Ms. Call as outlined below: ACCESS • Unencumbered use of usual and accustomed areas • Avoidance of vessel traffic conflicts or barriers HARVEST • Fishing and harvesting in usual and accustomed areas • 50% of fish harvest (co -managers with the State) • Hunting and gathering on all open and unclaimed lands • Harvest includes shellfish, fish, plants and wildlife Page 7 Commissioners Meeting Minutes of April 18, 2016 HABITAT • Protection of habitat for harvestable species • Habitat supporting a harvest that is sufficient for the Tribe's moderate living needs CULTURE • Traditional places for cultural practices • Integrity of cultural sites and landscapes J HiNUtJ Tribal Chairman Sullivan explained that his job as Tribal Leader is to keep the tradition of their Tribe going. He added that they are not trying to prohibit or stop development, they are trying to preserve their culture and find the correct answers. He would like to work together with the County to accomplish their requests, not just for the Klallam people, but for everyone. He is supportive of statements made by Mr. Mann with Statesman Group indicating their desire to also protect the environment. The Tribal representatives reviewed the Port Gamble S'Klallam Tribe's concerns and requests as addressed in their March 15, 2016 letter to the Planning Commission which are as follows: Action 1: Preserve Kettle Ponds B and C and adjacent wetlands for a traditional property evaluation and the protection of cultural resources. Conduct a traditional cultural property evaluation to determine the eligibility of the kettle ponds and wetlands to the National register. Evaluate the impacts of the proposed project on the cultural integrity of the area and its eligibility to be listed on the National Register of Historic Places. Redesign stormwater and wastewater management plans to avoid the destruction of wetlands and the alteration and use of Kettle Ponds B and C for stormwater and treated wastewater storage. • Action 2: Schedule a site visit with Port Gamble S'Klallam Tribe staff to view the kettle ponds and other areas of cultural significance. • Action 3: Provide a biological inventory of plants, amphibians, birds and other species that are currently present in Kettle Ponds B and C and those that were likely present prior to timber harvesting and other disturbances. • Action 4: Consult with Port Gamble S'Klallam Tribe Cultural Resource Department staff to schedule site monitoring, particularly during ground disturbing activities. • Action 5: Develop a Stewardship Plan that provides for the restoration of traditional plants in the project area and the opportunities for tribal access to cultural resources. • Action 6: Consult with Port Gamble S'Klallam Tribe Natural Resources Department staff to develop and implement a plan for the protection and restoration of tribal shellfish resources. This will include the following: o Protection of tidelands adjacent to the project area. o Shellfish seeding and enhancement on Duckabush and Dosewallips River beaches where tribal members harvest. Page 8 Commissioners Meeting Minutes of April 18, 2016 DRAFT K� o Response plans in the event of any water quality incidents or other project -related activities that would result in a downgrade of shellfish harvesting areas by the Washington State Department of Health. • Action 7: Consult with Port Gamble S'Klallam Tribe/Point No Point Treaty Council wildlife biologist to develop and implement a plan for the protection of wildlife and the restoration of wildlife habitat. The purpose of the plan is to provide protective actions for wildlife, including keeping the elk herd from crossing the highway to enter the project area. The plan will also provide information regarding vegetation and habitat preservation in natural areas. • Action 8: Contact the United States Army Corps representatives to request a new determination of wetlands jurisdiction for the purposes of USCOE permit review. The 2007 determination (FSEIS Vol. 2 Appendix J.A) expired in 2012 and the document is no longer a valid determination that the wetlands in question are not Waters of the United States. • Action 9: Consult with Port Gamble S'Klallam Tribe Natural Resources Department staff to develop and implement a plan for the protection of water quality in the project area and in waters adjacent to the project area or amend the existing Draft Water Quality Monitoring Plan to include these protections. This will incorporate the following: o Water quality monitoring in waters connected with tribal fisheries and shellfish harvesting areas, including monitoring for pollutants. o An evaluation of alternatives for constructing additional swales and contours near roadways to redirect stormwater runoff away from Hood Canal, particularly in the areas of Phase 1 construction. • Action 10: Revise project management plan to eliminate the use of persistent pollutants and replace them with substances allowed for use under the agricultural national organic program. Provide the draft revised management plan to the Port Gamble S'Klallam Tribe Natural Resources staff for review and comment. • Action 11: Include the above actions in the Jefferson County Code as an amendment to the Unified Development Code. • Action 12: Include the above actions as a requirement in the development agreement. • Action 13: Include the final compilation of the plans and measures described in the above actions as an appendix to the FSEIS. Tribal Chairman Sullivan stated that there are concerns that a golf course near wetlands and streams can negatively impact the fragile environment and would like to see everyone do their best to protect the waterways. He added that their Tribe has already taken steps to maintain the health of the surrounding waterways in Port Gamble. They recently put in an expensive new sewer system and denied plans for a hotel alongside the water. Commissioner Sullivan noted that when Jefferson County had plans for a membrane system along Chimacum Creek in Port Hadlock, it was in an area which had a restored salmon stream and went Page 9 Commissioners Meeting Minutes of April 18, 2016 through an Urban Growth Area (UGA). Below the UGA is 1�stabl—eshel]fish which is practically unheard of, for lots of historical reasons. They were able to work with local tribes and other agencies to develop a management plan so that things already in place would stay that way. He added that a lot of the Tribe's concerns, are the same concerns that Jefferson County has. �v 757 ru";* Commissioner Sullivan stated that he reviewed the Comprehensive Plan amendment and all of the conditions and believes that it is very well worded. He explained the amendment resulted from an earlier experience when Commissioner Johnson and he first came into office. The PUD had started a sewage treatment process at Beckett Point and discovered some ancient remains on that site. It caused a lot of anxiety in the Beckett Point Community as they were hoping to find some way of developing this project for years and there was a potential for the original costs to increase. He stated that the County was able to coordinate with Jamestown S'Klallam Tribe, Port Gamble S'Klallam Tribe and the Skokomish Tribe to work through the issues present at Beckett Point. As the residents of Beckett began to learn more about the tribal history of the land, they became fascinated with it. They gained a lot of knowledge about where they live and what used to take place on their property and how it was connected over time. While the tribes were concerned with the cultural aspect, they were also concerned with improving the water quality in that area. Ultimately, Beckett Point residents were able to get a large off-site sewage system and it turned out to be a positive experience for everyone. Commissioner Sullivan added that another outcome of that experience was the language in the Comprehensive Plan amendment they adopted. They saw the need to have this kind of conversation and to look comprehensively at all the issues and try to find something that works best for everyone, and that is something they still believe. Commissioner Johnson noted that Tribal Chairman Sullivan had pointed out that the Port Gamble S'Klallam Tribe has been working on the Pleasant Harbor MPR issue for 15 years. He added that letters had previously been sent to the Tribe, and those letters were not responded to. Tribal Chairman Sullivan suggested that this could have been due to a miscommunication between Jefferson County and the Tribe. He added that he cannot speak toward what exactly happened, but he cannot imagine Jefferson County not responding to communication from the Tribe, as he believes the County is good at response. Madam Chair Kler asked how long certain Tribal requests could take? Ms. Call replied that they do not have a timeline, but once a cultural evaluation is done, they will have a better estimate. Madam Chair Kler noted that the applicant, Statesman Group, paid for a cultural assessment and that it had been sent out to different tribes. Her understanding was when that in-depth cultural assessment was completed and there was no negative or precautionary responses, it seemed to be a green light in that area of the development plan. Tribal Chairman Sullivan stated that since the Pleasant Harbor MPR process started, there have been new staff members and they have grown their Natural Resources Department which is looking at the process from a different perspective. There is a growing concern among Tribal members to maintain and research the area of the proposed Pleasant Harbor MPR further. Commissioner Sullivan stated that the unintended consequences, such as seeing what could happen and not knowing what improvements could be made, are the biggest fear of his job as Commissioner. He read from an excerpt of the Comprehensive Plan amendment and believes that the amendment provides areal opportunity to enhance the project. Page 10 Commissioners Meeting Minutes of April 18, 2016 Tribal Chairman Sullivan stated that he feels like although the Port Gamble S'Klallam Tribe is late in the game, it's not too late. He added that the Tribe would like to set up technical meetings regarding cultural resources, water quality, shellfish resources and wildlife. County Administrator Morley stated that he believes the Tribe's suggestion is excellent and he is supportive of Tribal staff and Jefferson County staff working together through the issues. Tribal Chairman Sullivan stated the technical meetings will give Tribal staff clarity that they are doing right by Tribal members and will allow them the opportunity to be at the table and work hard on solutions. If there is no solution, or one that everyone cannot agree on, the Tribe will have to work their way through that. Commissioner Sullivan added that he likes the saying "It will all be okay when it's over. If it's not okay, it's not over." President and CEO of Statesman Group, Dr. M. Garth Mann, requested to speak and was allowed to do so by Madam Chair Kler and Tribal Chairman Sullivan. Mr. Mann stated that the Statesman Group is the one who is paying the bills, and has been working on this project for 10 years. They want to do the right thing too, so he believes that everyone is on the same page. He requested 10 minutes at the conclusion of the Government -to -Government meeting to review the protocols. They would like to identify the protocols and head in that direction: Mr. Mann explained that over the past 10 years, work on the Pleasant Harbor MPR has been frustrating. Consultants hired by Statesman Group have provided hundreds of thousands of pages of reports, only to find that they are not relevant. He believes it is important that they be given an opportunity to show the Tribe exactly the truth behind what is happening, so that it is not hearsay. He understands that the Tribe wants to make sure that Statesman Group will do what they say they will do and that they are conscious of the environment, fishing rights and other points they have been asked to address. Mr. Mann added they are ready, willing and able to do that and have always been there to do that. He stated that in Jefferson County, it has been an unusual process to get approvals. Statesman Group works all around the world and they never had any project quite like this one. He reiterated that it has been very frustrating and very expensive. He is looking forward to meeting with the Tribe privately to go over the correct information that will satisfy what they are looking for. Tribal Chairman Sullivan stated that it may take more than 10 minutes and could potentially be done on another day to address the issues with more of his Tribal staff present, and who have reviewed the documents and reports that Mr. Mann is referring to. The Commissioners thanked the S'Klallam Tribe for coming to Port Townsend to attend the Government -to -Government meeting. Madam Chair Kler thanked the public in attendance for being involved in the process. Page 11 Commissioners Meeting Minutes of April 18, 2016 NOTICE OFADJOURNMENT. Commissioner Johnson moved to adjourn the meeting at 2:36 p.m. until the next regular meeting or special meeting as properly noticed: Commissioner Sullivan seconded the motion which carried by a unanimous vote. SEAL: ATTEST: Carolyn Avery Deputy Clerk of the Board JEFFERSON COUNTY BOARD OF COMMISSIONERS Kathleen Kler, Chair David Sullivan, Member Phil Johnson, Member Page 12 ', District No. 1 Commissioner: Phil Johnson District No. 2 Commissioner: David W. Sullivan District No. 3 Commissioner: Kathleen Kler County Administrator: Philip MorleyDRAFT Clerk of the Board: ErinLundgren MINUTES Week of April 25, 2016 Madam Chair Kathleen Kler called the meeting to order at the appointed time in the presence of Commissioner David Sullivan and Commissioner Phil Johnson. PUBLIC COMMENT PERIOD: The following is a summary of comments made by citizens in attendance at the meeting and reflect their personal opinions: • A large group of Port Ludlow residents attended the Public Comment Period to show solidarity against the Port Ludlow Associates (PLA) tree harvest in Port Ludlow and submitted 85 pages of petition signatures; • Nine (9) citizens commented on the logging in the Port Ludlow Master Planned Resort (MPR); • A citizen commented on PLA's continued work with Port Ludlow residents and the mediation process; and • A citizen toured the Brinnon MPR and urged the County to be careful in crafting policies, so as to avoid a potential conflict like the one Port Ludlow MPR is experiencing. The meeting was recessed at 9:36 a.m. and reconvened at 9:42 a.m. with all three Commissioners present. APPROVAL AND ADOPTION OF THE CONSENT AGENDA: Commissioner Sullivan moved to approve all the items on the Consent Agenda as presented. Commissioner Johnson seconded the motion which carried by a unanimous vote. 1. CALL FOR BIDS re: Prepare and Paint Project re: Jefferson County Transfer Station and the Moderate Risk Waste Facility in the Boat Haven Marina; Bids Accepted Until 9:30 a.m. and Opened and Read Publicly at 10:00 a.m., or Shortly Thereafter on Monday, May 16, 2016 in the Commissioners' Chambers; Jefferson County Courthouse 2. AGREEMENT re: Discounted Equipment Purchase of a Sweeper; In the Amount of $29,162; Jefferson County Central Services; Modern Machinery, Inc. 3. AGREEMENT re: Joint Use of Fleet Information Software System; No Dollar Amount; Jefferson County Central Services; Spokane County 4. Payment of Jefferson County Vouchers/Warrants Dated April 18, 2016 Totaling $702,474.64 5. Payment of Jefferson County Payroll Warrants Dated April 20, 2016 Totaling $73,934.87 and A/P Warrants Done by Payroll Dated April 6, 2016 Totaling $135,910 and Dated April 20, 2016 Totaling $16,481.54 Page 1 G J Commissioners Meeting Minutes of April 25, 2016 2: COMMISSIONERS BRIEFING SESSION. • The Commissioners reported on their meeting schedules. EXECUTIVE SESSION: An Executive Session was scheduled from 10:00 a.m. to 10:30 a.m. with the County Administrator, Outside Legal Counsel, Chief Civil Deputy Prosecuting Attorney and Public Works Director regarding Attorney -Client Privilege, Potential Litigation under exemption RCW 42.30.110(1)(i) as outlined in the Open Public Meetings Act. The actual period of time the Board met in Executive Session on this topic was from 10:02 a.m. to 10:42 a.m. At the conclusion of the Executive Session the Board resumed the regular meeting. The meeting was recessed at 10:43 a.m. and reconvened at 12:00 p.m. for the Quarterly Elected Officials/Department Directors lunch meeting with all three Commissioners present. The meeting was recessed at 12:57 p.m. and reconvened at 1:32 p.m. All three Commissioners were present for the afternoon session. COUNTYADMINISTRA TOR BRIEFING SESSION: County Administrator Philip Morley reviewed the following with the Board. Miscellaneous Items: • Planning Commission: The Board of County Commissioners (BOCC) will contact the Planning Commission and clarify its role as an advisory board. • Undie Road: Public Works Director/County Engineer Monte Reinders and Engineering Services Manager Eric Kuzma briefed the Board on the status of Undie Road's alternative access route, design, Right -of -Way designation, feasibility and cost update. The Board gave direction to Director Reinders to continue with design and Right -of -Way of Undie Road and to prepare a Bid Packet by June, 2016. DISCUSSION re: Memorial Field Lighting: County Administrator Philip Morley and Commissioner Johnson briefed the Board on their meetings with local organizations and closing the gap of the local match for a potential Resource Conservation Office (RCO) Grant for Youth Athletic Facilities (YAF). Public Works Director/County Engineer Monte Reinders and Engineering Services Manager Eric Kuzma were present for the discussion. The Board previously discussed the issue of replacing the deteriorating Memorial Field lights and light poles. Even with an RCO Grant, Jefferson County's cost is higher than the Commissioners are acceptable with so they previously decided not to approve an RCO Grant application. They requested more community involvement and support for the light and light pole replacement to fill the $137,500 match. County Administrator Morley, Commissioner Johnson and Parks and Recreation Manager Matt Tyler were able to line up 10 confirmed partners who agreed to help fund a total of $132,500 towards the Memorial Field Light Replacement Project. County Administrator Morley added that there is another �- Page 2 Commissioners Meeting Minutes of April 25, 2016 $6,000 that will potentially be pledged, pending the outcome of upcoming meetings of those local groups. Madam Chair Kler stated that having 10 confirmed partners will strengthen the RCO Grant application. She thanked Commissioner Johnson and County Administrator Morley for their work in gathering community support and stated she is pleased that other organizations are contributing to this cause. Commissioner Johnson moved to approve RESOLUTION NO. 19-16 re: Memorial Field Light Replacement Project; Recreation and Conservation Office (RCO) Youth Athletic Facilities (YAF) Application. NOTICE OFADJOURNMENT. Commissioner Sullivan moved to adjourn the meeting at 3:57 p.m. until the next regular meeting or special meeting as properly noticed. Madam Chair Kler seconded the motion which carried by a unanimous vote. SEAL: JEFFERSON COUNTY BOARD OF COMMISSIONERS Kathleen Kler, Chair ATTEST: David Sullivan, Member Carolyn Avery Phil Johnson, Member Deputy Clerk of the Board Page 3