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HomeMy WebLinkAbout102317_cbs010� co District No. 1 Commissioner: Kate Dean 44'�S0NC0�r� District No. 2 Commissioner: David W. Sullivan District No. 3 Commissioner: Kathleen Kler ti County Administrator: Philip Morley Clerk of the Board: Erin Lundgren �NI NCJ�� SPECIAL MEETING MINUTES of July 31, 2017 Madam Chair Kathleen Kler called the meeting to order at the appointed time in the presence of Commissioner David Sullivan and Commissioner Kate Dean. DELIBERATION AND POSSIBLE ACTION re: Resolution Declaring an Emergency with Respect to the Availability of Housing that is Affordable to Low -Income and Very Low -Income Households, and Calling for an Election on a Property Levy to Establish a Home Opportunity Fund: Madam Chair Kler explained the role of the Commissioners as they deliberate on the decision to place this issue on the November ballot. County Administrator Philip Morley stated that the information they have received from the public has been very informative and regardless of the outcome of the Commissioners' decision, he believes the input received by citizens is valuable to help tackle this problem through a variety of different ways. Madam Chair Kler noted that of the comments received, the role of government regulations was a common complaint. People voiced frustration at the County for past regulatory history and the choice to be subject to the Growth Management Act, and its' restrictive effect on rural counties. She stated that she has heard complaints that the County's building code and environmental health standards create obstacles to growth. She added that we experience the unexpected results of the pendulum swings of regulation and protection, usually after the fact. She noted that the Department of Community Development (DCD) is working on the perceived blocks to building throughout the County and that they are aware that the building permits and codes need to be reviewed. Even so, that alone will not solve the entire challenge. The task today is not to vote on the levy, but to make the determination that there is enough of a housing emergency to place the proposal, which would raise the property tax on the November ballot, to decide whether or not this proposal fits the criteria to be on the ballot. The vote, the real "yes" or "no," will be up to the citizens. She stated the job of citizens is to get the answers to the many questions raised about the proposal in good faith, and to make sure that this tool of taxation is appropriate and of proportional benefit and to engage in dialogue and exploration of what other solutions need to be tried. She added that in the meantime, the community can continue to work together, across politics, ideologies and assumptions to build some housing capacity for the county. Commissioner Sullivan stated that he has read all the testimony submitted and noted that it is evident that a lot more information needs to get out to the public before people can vote on this issue. He added that no one has really argued against the fact that the County has a problem with affordable housing. He noted the Port Hadlock sewer was mentioned, and delegations are continuing to work with the County to help with funding. There is new leadership in Environmental Health and DCD who are fielding comments received as well and the Comprehensive Plan process is set to be completed in June 2018. He noted that the Housing Action Plan was adopted in 2006 and people have asked why isn't it working? Page 1 Commissioners Meeting Minutes of July 31, 2017 �,_ �Z{ ' Why isn't the housing situation getting better? The reason things are not getting better is there is a lack of funding. Some people have suggested changing the zoning to light industrial in some area, and the County has done that, but things have not changed. He added that they also do not make zoning changes without the request to do so. The County has a strong budget process and financial management, and has managed to keep services basically the same, and with the addition of some light improvement, through a collaborative budget process. The County does well with audits and has improved our bond rating to AA-, which does not happen without good, strong, financial management. The County is in a good position to develop plans when it comes to affordable housing. There are a lot of people who need a hand -up, who are not starting at the same place as those who already own a home. He added that the County still needs to work on the Comprehensive Plan and sewer, but in the meantime, we will still need housing for people, including the homeless and he makes no apologies for being the one to help create this proposed ballot measure. Commissioner Dean stated that it is quite overwhelming to absorb hearing testimony and comments she read on social media regarding the proposed ballot measure. She noted that as a single mom, she will also be paying extra if this measure is approved by voters. She also noted that as a home owner, her personal wealth has increased too, which others are also experiencing. She stated that 18 months ago, she herself would have qualified as a low-income household as her two -income household went down to one and she had to take on renters. She stated that she can see and feel both sides of the issue fully. She was saddened to hear local individuals with such distrust in local government. She noted that even if the ballot measure is not the perfect tool, it is the tool that we have right now. The Commissioners discussed amending the resolution. After further discussion, Commissioner Sullivan moved to approve the following amendments to the proposed resolution: Adding the following WHEREAS': WHEREAS, the Center for Housing Policy has summarized research that shows the critical link between stable, decent and affordable housing and positive health outcomes; and WHEREAS, the children in our community facing insecure housing and homelessness experience Adverse Childhood Experiences, which the U.S. Centers for Disease Control and Prevention has found negatively affect future health, opportunity, violence victimization and perpetration — effects that are lifelong; and WHEREAS, in 2016 Jefferson County, the City of Port Townsend, Jefferson Healthcare and Discovery Behavioral Health jointly adopted a Community Health Improvement Plan, which found that the lack of affordable housing is a social determinant of health and an ongoing root cause of poor health, and further found that improvements in the social determinants of health would have a significant positive impact on chronic disease prevention and the quality of life of County residents; and WHEREAS, in support of affordable housing and consistent with state law found in RCW 36.01.290. the County's exploration of development regulations includes researching regulations to permit temporary transitory accommodations on properties hosted by churches, non-profit organizations and others, as a path to more stable and permanent housing. Page 2 Commissioners Meeting Minutes of July 31, 2017 Commissioner Dean seconded the motion, agreeing to the aforementioned additional WHEREAS,' which carried by a unanimous vote. Chief Civil Deputy Prosecutor Philip Hunsucker was in attendance and represented Prosecutor Michael Haas, who has approved the ballot language in the resolution. Commissioner Sullivan moved to approve amended RESOLUTION NO. 35-17 Declaring an Emergency in the Availability of Affordable Housing for Low and Very Low -Income Households; Requesting Submittal to the Qualified Electors of the County of a Ballot Proposition to Create A Home Opportunity Fund by Lifting the Limit on Regular Property Taxes Under Chapter 84.55 RCW Dedicated for Low -Income Housing and Levying a Regular Property Tax Under RCW 84.55.105 Dedicated for Very Low -Income Housing; Providing for the Expiration of Both Additional Levies at the End of Seven Years; And Providing for Implementation of Programs with Funds Derived From the Taxes Authorized. Commissioner Dean seconded the motion which carried by a unanimous vote. NOTICE OF ADJOURNMENT. Commissioner Dean moved to adjourn the meeting at 10:24 a.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, CMC Deputy Clerk of the Board JEFFERSON COUNTY BOARD OF COMMISSIONERS Kathleen Kler, Chair David Sullivan, Member Kate Dean, Member Page 3 oSC coMSs District No. 1 Commissioner: Kate Dean ON CD�r�� District No. 2 Commissioner: David W. Sullivan District No. 3 Commissioner: Kathleen Kier ti County Administrator: Philip Morley Clerk of the Board: Erin Lundgren 0.1, R 'SIIIN 0 NGO MINUTES AF Week of August 7, 2017 Madam Chair Kathleen Kler called the meeting to order at the appointed time in the presence of Commissioner David Sullivan and Commissioner Kate Dean. PUBLIC COMMENT PERIOD: The following is a summary of comments made by individuals in attendance at the meeting and reflect their personal opinions: Four individuals commented on the activities of Security Services Northwest; An individual: 1) Commented on a previous comment by stating that anyone can record the Board of County Commissioners' meetings as it is an open public meeting; and 2) Urged the County to look into having an intern program; and An individual thanked Sheriff's Chief Criminal Deputy Art Frank, Deputy Jason Avery and Deputy Charlie McCarty for saving his life and the life of his wife. APPROVAL AND ADOPTION OF THE CONSENT AGENDA: Commissioner Dean moved to approve all the items on the Consent Agenda as presented. Commissioner Sullivan seconded the motion which carried by a unanimous vote. 1. CALL FOR BIDS re: Transfer Station Crane; Bids Accepted Until 9:30 a.m. and Opened and Read Publicly at 10:00 a.m., or Shortly Thereafter on Monday, September 11, 2017 in the Commissioners' Chambers; Jefferson County Courthouse 2. RESOLUTION NO. 36-17 re: Finding and Determination to Declare Certain Personal Property as Surplus and Authorize Disposal (Valued Less Than $2,500) 3. AGREEMENT re: Castle Hill Phone Maintenance; In the Amount of $10,753.72; Jefferson County Central Services; Stargate Technologies, Inc. 4. AGREEMENT re: Courthouse Phone Maintenance; In the Amount of $16,886.93; Jefferson County Central Services; Stargate Technologies, Inc. 5. AGREEMENT re: Sheriffs Office Phone Maintenance; In the Amount of $10,497.68; Jefferson County Central Services; Stargate Technologies, Inc. 6. AGREEMENT re: Reimbursement for Motor Fuel Supply; Customer will be Charged Existing Fuel Mark-Up Rate; Jefferson County Central Services; Jefferson County Fire District #4 7. AGREEMENT re: Reimbursement for Motor Fuel Supply; Customer will be Charged Existing Fuel Mark-Up Rate; Jefferson County Central Services; Quilcene School District 8. AGREEMENT re: Establish and Proctor Corrections Sergeant Examination; In the Amount of $999 Plus $100 Per Hour Plus Travel Expenses; Jefferson County Civil Service Commission; Public Safety Testing Page 1 Commissioners Meeting Minutes of August 7, 2017 prop J • A. 9. AGREEMENT, Change Order No. 1 and 2 re: Rick Tollefson Memorial Trail, Phase I Project, County Road No. 850100, CRI 815; In the Amount of $26,450.80; Jefferson County Public Works; Shold Excavating, Inc. 10. Payment of Jefferson County Vouchers/Warrants Dated July 24, 2017 Totaling $773,933.49 and Dated July 31, 2017 Totaling $2,271.78 APPROVAL of MINUTES. Commissioner Dean noted a correction to page 2 of the Regular Meeting Minutes of June 19, 2017. Under the Proclamation for Amateur Radio Week, it reads "Madam Chair Kler read the proclamation aloud" when it should read "Commissioner Dean read the proclamation aloud." Commissioner Dean moved to approve the Regular Meeting Minutes of June 19, 2017 as corrected and the Regular Meeting Minutes of June 26, 2017 as presented. Commissioner Sullivan seconded the motion which carried by a unanimous vote. COMMISSIONERS BRIEFING SESSION. The Commissioners discussed the following: Calendar Coordination: Below is a list of the upcoming meetings and events the Commissioners will be attending in the near future: JeffCOM Board meeting Port Townsend Chamber of Commerce meeting The meeting was recessed at 9:57 a.m. and reconvened at 10:10 a.m. with all three Commissioners present. UPDATE re: Olympic Community Action Programs (OIyCAP): OlyCAP Director Dale Wilson briefed the Board on a mid -year update of OlyCAP programs and services. Highlights from his presentation included the following: • New client and services tracking software • No findings on a recent A-133 Unified Single Audit • Jefferson County has a need for affordable housing • They are working on finding permanent housing for shelter residents • Piloting the Shelter Plus program for year-round shelter • OlyCAP continues to provide tens of thousands of meals each year to senior citizens • Community Center usage is increasing • OlyCAP has been selected to develop and administer a Basic Food Education Program to serve Peninsula residents The meeting was recessed at 11:50 a.m. and reconvened at 1:35 p.m. with all three Commissioners present. Page 2 Commissioners Meeting Minutes of August 7, 2017 A r Kc, BRIEFING re: Proposed Alarm Ordinance: Sheriff David Stanko and Chief Criminal Deputy Art Frank briefed the Board on a proposed alarm ordinance and permit fee. The Sheriff's Department recommendation is to initiate an alarm permit process that would: 1) Require systems be maintained with the possibility of an administration fee for excessive false alarms 2) Maintain contact info that would allow deputies to handle calls efficiently 3) Reduce false alarms 4) Compensate Jefferson County Sheriff's Office (JCSO) for costs related to excessive false alarms. Currently there is no requirement that persons who subscribe to private alarm service maintain their systems in proper working order. These systems when activated automatically alert the private monitoring company who in turn calls JeffCOM and initiates a call for service. The false alarms can be generated by an electrical surge, a wandering pet or equipment that is not maintained. When JCSO is contacted for a response, they are not provided with accurate contact information and have to use the alarm company as a go between to gather information. The result of these calls is a loss of thousands of labor hours, and wear and tear on vehicles. Chief Criminal Deputy Art Frank stated that there have been 246 false alarms this year already. He stated that the Sheriff s Office is trying to be as efficient as possible and answering false alarm calls are a waste of resources, and is a service that is not necessary. About 90% of alarm calls end up being false alarm calls. Part of the proposed permit process for homeowners with alarm systems is education. The Sheriff's Office currently has to seek information from alarm companies for the homeowner's contact information. Sheriff Stanko added that by implementing a permit process, it adds accountability. County Administrator Philip Morley asked if the alarm calls generate a call for service via JeffCOM? Chief Criminal Deputy Frank replied that it does, every time, at a cost of $29 each occurrence. He explained that their Records Management System, New World, has a function that can generate a form letter when an alarm call has been deemed false. He added that the Sheriff's Office does not mind responding to alarm calls, they are just trying to ensure that homeowners and alarm companies follow due process. County Administrator Morley suggested that Chief Criminal Deputy Frank work with Chief Civil Deputy Prosecutor Philip Hunsucker on creating a draft ordinance for the Commissioners to review during a public hearing at a later date. Commissioner Dean suggested that the Sheriff's Department coordinate with the City of Port Townsend Police Department on this issue and Sheriff Stanko agreed. Sheriff Stanko and Chief Criminal Deputy Frank briefed the Board on an ATV Grant and training opportunity. Page 3 Commissioners Meeting Minutes of August 7, 2017 COUNTYADMINISTRA TOR BRIEFING SESSION Morley reviewed the following with the Board: g County Administrator Philip Miscellaneous Items: • Washington Wildlife and Recreation Coalition; requesting a representative from Jefferson County to attend a breakfast in Seattle • Chimacum School District; requesting a Commissioner from Jefferson County to attend their meetings and possibly speak • Upcoming Chamber Mixer • Washington State Association of Counties (WSAC) Conference and Washington Association of County Officials (WACO) Conference • Environmental Protection Agency (EPA); Quinault report will be forwarded to the Department of Community Development (DCD) and Environmental Health • Planning Commission; perceived conflict of interest discussed • Brinnon Master Planned Resort; County Administrator Morley and DCD Director and Chief Civil Deputy Prosecuting Attorney will give individual updates to the Commissioners • Staffing Compensation Study • Courthouse security; finalizing request for proposals this week • Recent County hires; the Board discussed how good the recent hires have been for the County The meeting was recessed at 2:55 p.m. and reconvened at 3:02 p.m. with all three Commissioners present. COUNTY ADMINISTRATOR BRIEFING SESSION- Continued: County Administrator Philip Morley reviewed the following with the Board: Calendar Coordination: • The Commissioners shared their schedules Miscellaneous Items — Continued: • Brinnon Master Planned Resort; Department of Community Development will be giving a presentation • Sentinel Landscape Designation; Commissioner Dean briefed the Board on her communication with a military liaison • Port Townsend Leader; Commissioner Dean is working on a perspective piece regarding the budget and impacts from lack of a capital budget • Jeff COM; proposed regionalization • Census request; preparing for the 2020 census and request for updating addresses • Special Event request; County Administrator Morley will be denying a permit Future Agenda Items: • Port of Port Townsend Page 4 Commissioners Meeting Minutes of August 7, 2017 NOTICE OF ADJOURNMENT. Commissioner Dean moved to adjourn the meeting at 4:30 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, CMC Deputy Clerk of the Board JEFFERSON COUNTY BOARD OF COMMISSIONERS Kathleen Kler, Chair David Sullivan, Member Kate Dean, Member Page 5 CO1•uYUf District No. 1 Commissioner: Kate Dean ON CO�fO� District No. 2 Commissioner: David W. Sullivan District No. 3 Commissioner: Kathleen Kler r4 �'� County Administrator: Philip M ` Clerk of the Board: Erin Lund JSLII NG�O MINUTES Week of August 14, 2017 Madam Chair Kathleen Kler called the meeting to order at the appointed time in the presence of Commissioner David Sullivan and Commissioner Kate Dean. PUBLIC COMMENT PERIOD: The following is a summary of comments made by individuals in attendance at the meeting and reflect their personal opinions: • Four individuals commented on the proposed Pleasant Harbor Master Planned Resort (MPR) and what they believe to be a lack of tribal involvement in the process; • An individual stated the comments made by previous individuals calling the Commissioners racists, were inappropriate; • Two individuals made comments about Republicans; and • An individual stated that Jefferson County needs more high and low paying jobs and a larger allowable commercial footprint. The Commissioners addressed comments and concerns raised during the public comment period, which included discussion on the Pleasant Harbor MPR. APPROVAL AND ADOPTION OF THE CONSENT AGENDA: Commissioner Dean 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: Individual Supported Employment Services; In the Amount of $2,880; Jefferson County Public Health; ACE -IT Employment & Transition Services, LLC 2. AGREEMENT NO. C17112, Amendment No. 12 re: 2015 — 2017 Consolidated Contracts; An Additional Amount of $33,250 for a Total of $1,233,400; Jefferson County Public Health; Washington State Department of Health 3. AGREEMENT NO. 1763-94255 re: Chemical Dependency Prevention; In the Amount of $179,559; Jefferson County Public Health; Washington State Department of Social and Health Services, Division of Behavioral Health and Recovery (DBHR) 4. AGREEMENT re: Nurse Home Visitation; In the Amount of $180,912; Jefferson County Public Health; Washington State Department of Early Learning 5. Payment of Jefferson County Vouchers/Warrants Dated August 3, 2017 Totaling $50,530.22 6. Payment of Jefferson County Payroll Warrants Dated August 8, 2017 Totaling $768,459.93 and A/P Warrants Done by Payroll Dated August 4, 2017 Totaling $762,053.59 Page 1 Commissioners Meeting Minutes of August 14, 2017 The meeting was recessed at 9:53 a.m. and reconvened at 9:59 a.m. with all three Commissioners present. BID OPENING re: Quilcene Solid Waste Drop Box Site Improvements, Project No. 401-594-1984: Public Works Project Manager Gordon Ramstrom explained that this is a re -bid as original bids came in about 40% in excess of their budget. Public Works rejected prior bids and modified the bid to include a stick -built attendant building, instead of a modular building, for significant cost savings. The current bid will also be for the improvements at the Quilcene Solid Waste site including utilities, connection to the existing septic system, and construction of environmental center for hazardous wastes. The engineer's estimate is $174,000. Mr. Ramstrom read aloud the following three bids: BIDDER BID AMOUNT Coultas General Contracting, Poulsbo $180,829.91 Christensen Incorporated, Tumwater $219,859.54 Olympic Peninsula Construction, Poulsbo $240,890.00 Staff will review the bids and bring a recommendation for bid award to the Board at a future date. PRESENTATION re: AGREEMENT for Volunteer Maintenance Services Irondale Beach Park: Parks and Recreation Manager Matt Tyler stated that Jefferson County Parks and Recreation continues to seek out and maintain new partnerships and encourages volunteerism. Mr. Tyler explained that the Friends of Chimacum Creek, a group of volunteers, seek to enter into a maintenance agreement for Irondale Beach Park. Maintenance duties include mowing, garbage service, park clean up, trail clearing, sign cleaning, general repairs and removing brush and debris. The volunteers will also monitor park use, assist with reservations and events, and participate in park planning. The volunteers have maintained Irondale Beach Park since staff reductions in 2009 and wish to continue doing so over the long term. The proposed agreement allows for $250 per year toward maintenance and operation of equipment owned by the volunteers for use at Irondale Beach Park. The benefits of providing a 14 -acre beach park and National Historic Site far outweigh the costs. Mr. Tyler stated that waterfront parks have been busy this year and he is honored to work with the Friends of Chimacum Creek. The agreement will enable them to continue with modest development, which includes signage. Mr. Tyler and Friends of Chimacum Creek described the history of the park and noted the significant amount of volunteer time that goes into maintaining the park. Page 2 1 �RAFI �, —1 Commissioners Meeting Minutes of August 14, 2017 Commissioner Dean moved to approve the AGREEMENT re: Volunteer Maintenance Services, Irondale Beach Park, Jefferson County Public Works, Friends of Chimacum Creek. Commissioner Sullivan seconded the motion which carried by a unanimous vote. BRIEFING PREPARATION re: Pleasant Harbor Master Planned Resort: The Commissioners and County Administrator discussed logistics and process for the briefing on the Pleasant Harbor Master Planned Resort that will be held during the afternoon session. The meeting was recessed at 10:56 a.m. and reconvened at 11:02 a.m. with all three Commissioners present. COMMISSIONERS BRIEFING SESSION: The Commissioners discussed the following: Calendar Coordination: • The Commissioners shared their schedules Miscellaneous Items: • Solid Waste Management Plan; potential amendment regarding capital facility planning • Pleasant Harbor Master Planned Resort; County Administrator Philip Morley is working with the Department of Community Development (DCD) on this process The meeting was recessed at 11:43 a.m. and reconvened at 1:58 p.m. in the Superior Courtroom with all three Commissioners present. BRIEFING with Jefferson County Planning Commission re: Pleasant Harbor Master Planned Resort: The following Department of Community Development (DCD) staff and Planning Commission members were present for the meeting: DCD Staff Patty Charnas, Director Michelle Farfan, Associate Lead Planner Planning Commission members Matt Sircely Tom Giske Lorna Smith Cynthia Koan Mark Jochems Director Charnas gave a power point presentation on the Black Point area's Pleasant Harbor Master Planned Resort (MPR) status and provided handouts of the presentation. She gave a brief overview of the proposed project, history, detailed overview of two key elements of the MPR designation; the development agreement and development regulations. Page 3 Commissioners Meeting Minutes of August 14, 2017 Director Charnas stated that at the proposed MPR site, there is a former campground which included a system of paved and gravel roads, parking areas, 500+ RV pad sites and buildings with septic tanks and drain fields. She highlighted on a portion of the Brinnon Subarea Plan which noted that Black Point existing businesses include the Pleasant Harbor Marina and the former old NACO West RV Park and Campground and associated commercial buildings and uses as well as Mt. Jupiter Auto Repair and Coldwell Banker Settlers Real Estate office on Highway 101. Director Charnas explained that Jefferson County Code 18.15.126 through 135 sets forth local code requirements for the preparation, content and criteria for the approval process of MPRs, including development standards and development agreement stipulations. Following is the timeline for the Pleasant Harbor MPR process: • 2006: Application for the MPR designation • November 2007: Final Programmatic Environmental Impact Statement, 413 comments received • January 2008: Board of County Commissioners approved the MPR designation in Ordinance No. 01-0128-08 which lists 30 conditions that must be used for the planning and development of the Pleasant Harbor MPR. • September 2008: Ordinance 01-0128-08 was appealed and upheld by the Western Washington Growth Management Hearings Board • June 2009: The decision was challenged and upheld in Superior Court • January 2011: The decision was further upheld by the Court of Appeals • 2016: Port Gamble S'Klallam Tribe voices concerns over proposed project Director Charnas reviewed the additional environmental impacts analysis, and the Port Gamble S'Klallam Tribe (PGST) consultation and inclusionary process. Consultations between the tribe, County and developer are still continuing. Director Charnas explained the development agreement and development regulations with those in attendance and fielded questions by the Commissioners and members of the Planning Commission. Planning Commission member Mr. Jochems asked if there is a formal signed agreement with the PGST? County Administrator Philip Morley replied that in 1989, the tribes mapped out the process for government to government consultation. He explained that the process requires the County to make an earnest effort to communicate and to look for opportunities to come to a consensus, but it does not require parties to reach an agreement. The parties may disagree and the PGST retains its legal rights. Planning Commissioner member Mr. Giske noted that the last letter from the PGST seems to show a great deal of frustration, how are their concerns being addressed? Commissioner Sullivan replied that he is scheduling further meetings with PGST Chair Jeromy Sullivan. He added that he was the author of many of the conditions listed in the development regulations, conditions that went above and beyond what the Tribe was asking for at that time. He noted that the Tribe's concerns are the County's concerns as well. The Commissioners and Planning Commission staff discussed the topic further. Commissioner Sullivan stated there is a lot of history on this project and it is important to continue to respect tribal rights, Page 4 Commissioners Meeting Minutes of August 14, 2017 DRAFT applicant rights, and neighbor rights too. He would like for all parties to reach consensus. He thanked the Planning Commission for attending. Director Charnas stated she will make the power point presentation available on the County's website. COUNTY ADMINISTRATOR BRIEFING SESSION: Cancelled. NOTICE OFADJOURNMENT.• Commissioner Sullivan moved to adjourn the meeting at 3:28 p.m. until the next regular meeting or special meeting as properly noticed. Commissioner Dean seconded the motion which carried by a unanimous vote. SEAL: ATTEST: JEFFERSON COUNTY BOARD OF COMMISSIONERS Kathleen Kler, Chair David Sullivan, Member Carolyn Avery, CMC Kate Dean, Member Deputy Clerk of the Board Page 5 COl'VI1►7 0� ISS District No. 1 Commissioner: Kate Dean DN CG�fO� District No. 2 Commissioner: David W. Sullivan District No. 3 Commissioner: Kathleen Kler C ti� County Administrator: Philip Morley Clerk of the Board: Erin Lundgren `�SFII NG�� MINUTES Week of August 21, 2017 Madam Chair Kathleen Kler called the meeting to order at the appointed time in the presence of Commissioner David Sullivan and Commissioner Kate Dean. PUBLIC COMMENT PERIOD: The following is a summary of comments made by individuals in attendance at the meeting and reflect their personal opinions: • An individual stated they would like to see the Jefferson County Fairgrounds used to its maximum potential; and • An individual commented on the significance of statues in United States History. APPROVAL AND ADOPTION OF THE CONSENT AGENDA: Commissioner Dean 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: School Based Mental Health Services; In the Amount of $137,156; Jefferson County Public Health; Discovery Behavioral Healthcare 2. BID AWARD re: Construction for Quilcene Solid Waste Drop Box Site Improvements, Project No. 401 594 1984; In the Amount of $180,829.91; Jefferson County Public Works; Robert Coultas General Contracting 3. Advisory Board Resignation re: Jefferson County Lodging Tax Advisory Committee (LTAC); Kyle Forgey, Kalaloch Lodge 4. Advisory Board Reappointment re: Jefferson County Lodging Tax Advisory Committee (LTAC); Term Expires August 15, 2020; Debbie Wardrop 5. Advisory Board Reappointment re: Jefferson County Solid Waste Advisory Committee (SWAC); Term Expires July 1, 2019; Chris Giraldes, D.M.- Murray's Disposal Representative 6. Advisory Board Appointment; Jefferson County Lodging Tax Advisory Committee (LTAC); Term Expires, August 21, 2020; Joe Alfano, Kalaloch Lodge 7. Payment of Jefferson County Vouchers/Warrants Dated August 14, 2017 Totaling $1,057,756.13 8. Payment of Jefferson County A/P Warrants Done by Payroll Dated August 5, 2017 Totaling $139,192.21 Page 1 Commissioners Meeting Minutes of August 21, 2017 following: �. a COMMISSIONERS BRIEFING SESSION. The Commissioners discussed the Miscellaneous Items: • Neah Bay; received high speed internet • Workforce Development; West Sound Tech The meeting was recessed at 9:52 a.m. for viewing of the Solar Eclipse and reconvened at 10:31 a.m. with all three Commissioners present. UPDATE re: Washington State Department of Natural Resources (DNR) 2"d Quarter County Income Report: DNR Regional Manager Mona Griswold and DNR State Lands Assistant Drew Rosanbalm were present to brief the Board on the 2nd Quarter County Income Report. Mr. Rosanbalm stated that things are looking better for this quarter than the previous one. He explained that markets are always on the low end during the 2nd quarter, but that Jefferson County is doing well with $262,000 and projected year-end of $1,037,000 for 2017. He added there is $76,000 under contract so far for 2018 and with new sales, that amount should increase. A discovered rare native plant community put Chimi Bob's sale on hold. After review, it was deemed a poor native plant heritage rating so the sale will be back on in October. Mr. Rosanbalm explained sort sales and briefed the Commissioners on other timber sales in the County and reviewed a new spreadsheet to help track Jefferson County timber sales. The meeting was recessed at 11:18 a.m. and reconvened at 11:23 a.m. with all three Commissioners present. EXECUTIVE SESSION.- An Executive Session was scheduled from 11:00 a.m. to 11:30 a.m. with the County Administrator and Chief Civil Deputy Prosecuting Attorney 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 11:24 a.m. to 1:01 p.m. At the conclusion of the Executive Session the Board resumed the regular meeting. The meeting was recessed at 1:01 p.m. and reconvened at 1:34 p.m. with all three Commissioners present. Page 2 Commissioners Meeting Minutes of August 21, 2017 ADDITIONAL BUSINESS. Proposed PTO Cashout Policy Revision and Paul Walters' Retirement. County Administrator Philip Morley reviewed with the Board a draft revision to the County's Personnel Administration manual to provide a modicum of flexibility in how the County administers Paid Time Off (PTO) Cashout Policy when employees retire or leave County employment and extenuating circumstances cause their PTO leave bank to temporarily exceed the normal maximum. County Administrator Morley explained the nature of the request. PTO is Paid Time Off afforded to FLSA-exempt staff instead of separate vacation leave and sick leave. PTO balances remaining when exempt staff retire or leave County employment are cashed out at the wage rate of the employee. The proposed PTO Cashout revision is modeled after existing policy which already gives the County Administrator flexibility to allow extra PTO to be carried over from one year to the next under extenuating circumstances. Staff proposes to finalize the policy revision proposal, and include it in the annual Personnel Administration Manual update that will be presented to the County Commissioners for adoption later this year. With Board concurrence, staff proposes to interpret existing policy consistent with the policy revision being proposed in application to Paul Walters' retirement at the end of this month." An issue came to light with Road Maintenance Superintendent Paul Walters' retirement. He is a long- time employee who has been the Road Maintenance Superintendent for many years. He was in a position where he was unable to take PTO, and he delayed his retirement to train his successor. Public Works Director/County Engineer Monte Reinders wrote a memo outlining the specifics of the PTO cashout request. Commissioner Dean moved to agree with the general intent of the policy revision and to direct the County Administrator to work with the Clerk of the Board/Human Resources Manager Erin Lundgren on the Personnel Administration Manual amendments to come before the Board for future approval and the motion further concurred with the County Administrator's intent to interpret existing policy consistent with proposed revisions to the PTO and Cashout provisions of the Personnel Administration Manual to allow Paul Walters, on his retirement on August 31, 2017 to cash out a total of 659.6656 hours, which is 179.6656 hours above 480 hours, in recognition of the extenuating circumstances and his dedication to Jefferson County in the months prior to his retirement. The Board clarified that Director Reinders' letter would constitute a recommendation for Paul Walters' request and no further action is required on Paul Walters' part. Commissioner Sullivan seconded the motion which carried by a unanimous vote. Page 3 Commissioners Meeting Minutes of August 21, 2017F7-�' COUNTY ADMINISTRATOR BRIEFING SESSION: County Administrator Philip Morley reviewed the following with the Board. Miscellaneous Items: • All County Emergency Preparedness Picnic • Quilcene Wastewater and Public Infrastructure Fund meeting • Economic Development Council • Public Health Meeting • Board of County Commissioner meeting; possible cancellation of the April 2, 2018 meeting Calendar Coordination: • The Commissioners shared their schedules NOTICE OF ADJOURNMENT. • Commissioner Dean moved to adjourn the meeting at 3:50 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, CMC Kate Dean, Member Deputy Clerk of the Board Page 4 �NI NG0 District No. 1 Commissioner: Kate Dean 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 August 28, 2017 Madam Chair Kathleen Kler called the meeting to order at the appointed time in the presence of Commissioner David Sullivan and Commissioner Kate Dean. PUBLIC COMMENT PERIOD: The following is a summary of comments made by individuals in attendance at the meeting and reflect their personal opinions: • One individual commented on a net pen that was damaged causing the release of farmed fish into the surrounding waters and urged the Commissioners to keep net pens out of Jefferson County; • One individual commented on a proposed net pen in Clallam County; • An individual requested the Commissioners prohibit arming the Sheriff s deputies with military hardware as he believes it would be for the purpose of intimidation; • An individual commented on Vancouver, Washington's levied Home Fund and distributed copies of their 2017 funding applications; • An individual stated she does not need to set an alarm clock because gunfire from Security Services Northwest wakes her up around 7:30 a.m. and continues intermittently throughout the day; and • An individual commented on an agenda item re: Purchasing software for managing public records requests, and why he feels the cost is not justified. APPROVAL AND ADOPTION OF THE CONSENT AGENDA: Commissioner Sullivan moved to approve all the items on the Consent Agenda as presented. Commissioner Dean seconded the motion which carried by a unanimous vote. 1. Payment of Jefferson County Vouchers/Warrants Dated August 18, 2017 Totaling $783,856.06 2. Payment of Jefferson County Payroll Warrants Dated August 18, 2017 Totaling $76,751.19 and A/P Warrants Done by Payroll Dated August 18, 2017 Totaling $17,250.12 EMPLOYEE RECOGNITION of SERVICE re: Paul Walters, Road Maintenance Superintendent, Public Works: Public Works Director/County Engineer Monte Reinders and the Commissioners presented retiring Road Maintenance Superintendent Paul Walters with a plaque in honor of his 37 years of service to Jefferson County. Page 1 Commissioners Meeting Minutes of August 28, 2017 DISCUSSION re: Purchase Software Program for Use in Centrally Managing Requests of Public Records Under the Public Records Act, Chapter 42.56 RCW; GovQA: Central Services Director Mark McCauley and Public Records Administrator Ken Hugoniot requested the Commissioners approve new software for managing public records requests. In evaluating available public records request management software, Information Technology staff, the Central Services Director and Mr. Hugoniot determined GovQA to be the best program. Over 50 local governments in Washington are using GovQA to manage their public records request programs. Central Services staff contacted a number of counties already using GovQA and received hearty endorsements of the product. They also met with staff from all County departments and Elective offices and have their support to move forward with GovQA. Director McCauley, Mr. Hugoniot and Chief Civil Deputy Prosecuting Attorney Philip Hunsucker explained how the program works. Commissioner Dean moved to approve the purchase of GovQA for use in centrally managing Public Records Requests under the Public Records Act, Chapter 42.56 RCW. Commissioner Sullivan seconded the motion which carried by a unanimous vote. The meeting was recessed at 10:25 a.m. and reconvened at 10:38 a.m. with all three Commissioners present. COMMISSIONERS' BRIEFING SESSION. The Commissioners reported on their meeting schedules. EXECUTIVE SESSION. • An Executive Session was scheduled from 11:00 a.m. to 11:15 a.m. with the County Administrator and Chief Civil Deputy Prosecuting Attorney 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 11:00 a.m. to 11:10 a.m. At the conclusion of the Executive Session the Board resumed the regular meeting. COMMISSIONERS' BRIEFING SESSION - Continued. The Commissioners reported on their meeting schedules. The meeting was recessed at 11:27 a.m. and reconvened at 1:31 p.m. with all three Commissioners present. Page 2 Commissioners Meeting Minutes of August 28, 2017 COUNTY ADMINISTRATOR BRIEFING SESSION. Cody Administrator Philip Morley reviewed the following with the Board. Miscellaneous Items: • Public Infrastructure Fund; County Administrator Morley distributed three documents: 1) RCW 82.14.370: Sales and Use Tax for Public Facilities in Rural Counties; 2) Jefferson County Code Chapter 3.28 Distressed County Sales and Use Tax; and 3) The Public Infrastructure Fund Board list • Commissioners' workloads; the Commissioners, County Administrator, and Central Services Director reviewed with each other the issues and projects they are working on Calendar Coordination: • The Commissioners shared their schedules NOTICE OFADJOURNMENT: Commissioner Dean moved to adjourn the meeting at 3:33 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, CMC Deputy Clerk of the Board JEFFERSON COUNTY BOARD OF COMMISSIONERS Kathleen Kler, Chair David Sullivan, Member Kate Dean, Member Page 3