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HomeMy WebLinkAboutM062518 - to include Hearing Comment re: Technology Feel'SON CO A W � ST11NO S0� MINUTES Jefferson County Board of Commissioners Regular Meeting — Monday, June 25, 2018, 9:00 a.m. Jefferson County Courthouse — Commissioners' Chambers 1820 Jefferson Street, Port Townsend, WA CALL TO ORDER: Chair David Sullivan called the meeting to order at the appointed time in the presence of Commissioner Kathleen Kler. Commissioner Kate Dean was absent. PUBLIC COMMENT PERIOD: The following is a summary of comments made by individuals in attendance at the meeting and reflect their personal opinions. • Comment regarding code enforcement and neighbor issues. • Comment regarding candidate forum last weekend, upcoming forums and national economics. • Comment regarding code enforcement and neighbor issues. • Comment regarding signage for an intersection at Uncas Road and Highway 101. • Comment regarding a Consent Agenda item and information on future recycling in Jefferson County. • Comment regarding national immigration and a suggestion to implement punitive charges for gun range violations. • The Commissioners and County Administrator addressed comments and concerns raised during public comment period. APPROVAL AND ADOPTION OF THE CONSENT AGENDA: Commissioner Kler moved to approve all the items on the Consent Agenda as presented. Chair Sullivan seconded the motion. The motion carried. 1. RESOLUTION NO. 25-18 re: Vacation of a Portion of Gustaysen Road in Quilcene 2. RESOLUTION NO. 26-18 re: Creating a County Project Designated as Center Road to Resurface and Restore, M.P. 14.61-15.01, County Road No. 931507, County Project No. 18020500 3. AGREEMENT NO. W2RLSWFA-1719-JCPWSW-00108 re: Local Solid Waste Financial Assistance; In the Amount of $45,496; Jefferson County Public Works; Washington State Department of Ecology (DOE) 4. AGREEMENT NO. 18-62210-007 re: 2018/19 Community Development Block Grant (CDBG) Public Services Grant; In the Amount of $103,958; Washington State Department of Commerce 5. AGREEMENT NO. 1763-96185, Amendment No. 2 re: Provision and Coordination of Local Program Services to Persons with Developmental Disabilities; An Additional Amount of $326,571 for a Total of $623,843; Jefferson County Public Health; Developmental Disabilities Administration (DDA), Washington State Department of Social and Health Services (DSHS) Commissioners Meeting Minutes of June 25, 2018 6. AGREEMENT re: Exchange of Immunization Data; No Dollar Amount; Jefferson County Public Health; Washington State Department of Health (DOH) 7. AGREEMENT NO. K5510, Amendment No. 1 re: Interagency Accessible Community Development Projects; An Additional Amount of $2,499.46 for a Total of $48,290.47; Jefferson County Public Health for Jefferson County Accessible Community Advisory Committee; Washington State Employment Security Department 8. AGREEMENT re: Group Health Foundation Grant to Support the Community Health Implementation Plan (CHIP); In the Amount of $7,500; Jefferson County Public Health; Group Health Foundation 9. AGREEMENT re: Emergency Management Director; Jefferson County Administrator; William Bence 10. Payment of Jefferson County Vouchers/Warrants Dated June 18, 2018 Totaling $591,742.10 (Records of all claims submitted for payment along with vouchers approved and signed by the Board of Jefferson County Commissioners are retained by the Jefferson County Auditor and Public Works Department.) 11. Payment of Jefferson County Payroll Warrants Dated June 20, 2018 Totaling $78,265.59 and A/P Warrants Done by Payroll Dated June 20, 2018 Totaling $16,371.34 (Records of all claims submitted for payment along with AT Warrants approved by the Payroll Services Manager are retained in the Jefferson County Auditor's Office.) APPROVAL of MINUTES: Commissioner Kler moved to approve the Special Meeting Minutes of June 4, and 14, 2018 as presented. Chair Sullivan seconded the motion. The motion carried. Commissioner Kler moved to approve the Regular Meeting Minutes of June 11, 2018. Chair Sullivan seconded the motion. The motion carried. COMMISSIONERS BRIEFING SESSION: The Commissioners reviewed their meeting schedules. The meeting was recessed at 9:44 a.m. and reconvened at 9:59 a.m. with all three Commissioners present. HEARING re: Proposed Ordinance for Technology Fee Implementation: Department of Community Development Building and Administrative Services Manager Jodi Adams and Central Services Director Mark McCauley briefed the Board on a proposed ordinance that would implement a technological fee. Chair Sullivan opened the hearing for public testimony. Tom Thiersch, Jefferson County: He stated he has questions and concerns about the proposed ordinance and fee schedule and he is not opposed to the idea of charging fees to those who use services. The benefit from the fees is not the issue. He is concerned about the lack of background information regarding the size of this particular fee. In the Agenda Request there is no information whatsoever, no analysis provided that shows what the budgetary need is going to be, how much money is expected to be raised by this fee and whether or not it will actually accomplish its purpose which is to pay for the support and for the software and building a reserve for future changes. That lack of analysis and information disturbs him. How can you make an informed decision without information? It seems somewhat lacking. The other part about it is 5%. How did you come up with that 5%? He looked up other counties briefly and was not able to go through all 39 counties. He saw that none of them charged a fee close to this high. Kitsap County charges 1 %. Pacific County charges a flat $10 fee for everything, 2 Commissioners Meeting Minutes of June 25, 2018 regardless if it's a $2,000 building permit or a $500 propane permit. It's a flat $10. He does not know how the 5% came about, does not know how much money is expected to be raised, does not know how much is needed. You are being asked to vote for something that is not particularly well documented. It may have been well thought out, but there is no evidence of that thinking being presented to the public for consideration. Thanks. Mike Belenski: He stated he seconded what the previous speaker stated. He doesn't know if a lot of this stuff pops up and you don't know the history of it, where it came from, who's deciding what. If it's an ordinance, it seems you guys should be talking about it so people can hear how the numbers and where it came from. Whether it came from this guy, or wherever it came from. Like Tom said, people need to make informed decisions, not you know, here, sign this. Let's figure out the reasoning behind what's being proposed. Thank you. George Yount, Port Townsend: He stated that he supports the ordinance. It is well studied and its conclusions certainly will make us more effective and more efficient. Thank you very much. Hearing no further comments, Chair Sullivan closed the public hearing. After deliberation, Commissioner Kler moved to adopt ORDINANCE NO. 05-0625-18 Amending Fee Schedules for the Departments of Community Development and Public Works. Chair Sullivan seconded the motion. The motion carried. PRESENTATION re: Conservation Futures Citizen Oversight Committee (CFCOC) Funding Recommendations for 2018: Conservation Futures Citizen Oversight Committee (CFCOC) Chair David Wilkinson and Environmental Health Natural Resources Coordinator Tami Pokorny briefed the Board on the 2018 CFCOC funding recommendations. COMMISSIONER'S BRIEFING SESSION — Continued: The Commissioners reviewed their upcoming meeting schedules. The meeting was recessed at 10:45 a.m. and reconvened at 11:02 a.m. with Chair Sullivan and Commissioner Kler present. EXECUTIVE SESSION: An Executive Session was scheduled from 11:00 a.m. to 11:15 a.m. with the County Administrator and the Chief Civil Deputy Prosecuting Attorney regarding Attorney -Client Privilege, Actual Litigation under exemption RCW 42.30.110(1)(i) as outlined in the Open Public Meetings Act. The Board began the Executive Session at 11:05 a.m. and due to the need for an immediate recess after the start of the session, recessed the session at 11:06 a.m. The Executive Session resumed at 11:08 a.m. and concluded at 11:22 a.m. At the conclusion of the Executive Session the Board resumed the regular meeting. EXECUTIVE SESSION: An Executive Session was scheduled from 11:15 a.m. to 12:00 p.m. with the County Administrator and the 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 11:23 a.m. to 12:31 p.m. At the conclusion of the Executive Session the Board resumed the regular meeting. 3 Commissioners Meeting Minutes of June 25, 2018 ADDITIONAL BUSINESS: Letter to the Washington Department of Archaeology and Historic Preservation (DAHP's): Commissioner Kler moved to authorize the Chair to work with the Prosecuting Attorney's Office in preparing a response to the Washington DAHP's letter dated June 20, 2018. Chair Sullivan seconded the motion. The motion carried. The meeting was recessed at 12:41 p.m. and reconvened at 1:33 p.m. with Chair Sullivan and Commissioner Kler present. EMPLOYEE RECOGNITION OF SERVICE: Jeff Ackerman, Roads Operator III, Public Works: Public Works Director/County Engineer Monte Reinders presented retiring employee Jeff Ackerman with a commemorative paperweight and commended his work ethic over the past 38 years of his employment with Jefferson County. COUNTY ADMINISTRATOR BRIEFING SESSION: County Administrator Philip Morley reviewed the following with the Board. • Class Action Litigation re: Federal Payment in Lieu of Taxes (PILT): Commissioner Kler moved to authorize Jefferson County to participate in a Class Action lawsuit regarding PILT and for the Prosecuting Attorney's Office to represent the County in dealing with the contingent law firm. Chair Sullivan seconded the motion. After further discussion, Chair Sullivan called for a vote on the motion. The motion carried. • ADDITIONAL BUSINESS re: MEMORANDUM of AGREEMENT (MOA) (2018-1) By and Between Jefferson County and UFCW 21: Commissioner Kler moved to authorize the County Administrator to sign the MOA on the Commissioner's behalf. Chair Sullivan seconded the motion. The motion carried. • Miscellaneous Items NOTICE OF ADJOURNMENT: Commissioner Kler moved to adjourn the meeting at 2:12 p.m. until the next regular meeting or special meeting as properly noticed. Chair Sullivan seconded t motion: The'niotion carried. JEFFERSON COUNTY t J^�J1� .� a BOARD QV COMMISSIONERS Daviulli air ATTEST: �oly Gallaway, CMO Deputy Clerk of the Board Kathleen Kler, Member (Excused Absence) Kate Dean, Member 0 Consent Agenda JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners l Philip Morley, County Administrator FROM: Mark McCauley — Central Servic irector Jodi Adams — Community Development Permit Manager DATE: June 4, 2018 SUBJECT: County Permit Software (Tidemark) Replacement Project and Technology Fee Implementation STATEMENT OF ISSUE: At their regularly scheduled afternoon meeting on Monday, April 30, 2018, the Board met with staff from several county departments to discuss acquiring new permit software and a proposed technology fee to be effective July 1, 2018. Tidemark (permit software) is used for all permitting activities by Community Development, Environmental Public Health, and for some case management by Public Works. It integrates information on property ownership and other parcel information from the Assessor's database and web -based septic system monitoring databases. It also links to the County's GIS mapping systems and Laserfiche document storage system. Tidemark has been in use since 1996 and has undergone several upgrades, the last in 2012. It is no longer actively supported by the company that developed it, and does not have a web accessible component/module. Additionally, we do not have a designated database administrator within the county and the only regional Tidemark expert we contract with, for system management, will soon retire. As a result, staff from Health, DCD, Public Works and IT have been researching potential replacement systems since 2016. ANALYSIS: A core group from DCD, PH, and IT spent two years scouting out potential vendors for the database replacement. The initial round including 8+ vendors. Several rounds of questions decreased the number to five potential candidates that hosted demonstrations with our core group. This resulted in a final two vendors being selected for site demonstrations as well as follow up questions. The second round of demonstrations included key members from DCD, PH, PW, and IT to be sure staff could have the opportunity to participate in the final selection process. A final selection of Tyler Technologies and their permitting software EnerGov was made based on their ability to meet our needs in training, permitting requirements, time in service, migration, and cost. With the recent approval of an Interlocal Cooperative Purchasing Agreement with Whatcom County we may purchase EnerGov without needing to issue an RFP. Consent Agenda FISCAL IMPACT: Because Tidemark replacement funds had not been accumulated a capital outlay request was made for the initial $300,000 based on estimates received and was approved in the 2018 budget. Contract negotiations have not started so final cost is unknown but is expected to be covered by the approved budget request. Because of our experience with Tidemark (no maintenance or replacement funds) DCD and PH developed a long term solution to fund ongoing costs and future replacement of the new permit software. The concept of a `technology fee' as a percentage of each permit was developed. Most neighboring jurisdictions charge a technology fee which allows them to keep their database up to date for efficient permit processing and online customer access. The recommended 5% technology fee covers the actual cost of the annual maintenance fees and a 20 -year amortization for replacement of the software. The 5% fee is based on an average of permit fees taken in the last few years, increases in the local Consumer Price Index, and changes in permit volumes over a 20 -year period. Staff briefed the Board of Commissioners on the technology fee concept on April 30, 2018. At that time, staff indicated they would be asking the Board to schedule a public hearing to consider an ordinance enacting the 5% technology fee. After the April 30 briefing on EnerGov Public Health asked the Board of Health to hold a public hearing on June 21, 2018 to consider an ordinance adding a 5% technology fee to Environmental Health permit fees. A companion ordinance is proposed for consideration by the Board of Commissioners to add a similar 5% fee to Community Development and selected Public Works permit fees. RECOMMENDATION: Central Services, Community Development and Public Works recommend approving publication of the attached public hearing notice on the proposed 5% technology fee and related amendments to the Jefferson County Code Fee Appendix. If approved by the Board, the hearing notice will be advertised in The Leader on June 13 and 20, 2018. REVIEWED BY: Philip M rle, ounty Administr� Date Please publish two (2) times: June 131, and June 201, 2018. Bill: Jefferson County Community Development 621 Sheridan St. Port Townsend, WA 98368 Account #15833 NOTICE OF PUBLIC HEARING 5% Technology Fee Implementation Notice is hereby given that a Public Hearing will be held on Monday, June 25, 2018 at 10:00 a.m. in the Commissioners' Chambers, 1820 Jefferson Street, Port Townsend, Washington for the purpose of taking written and oral testimony regarding possible adoption of an ordinance, attached, enacting a 5% technology fee to be added to fees for permits issued by Community Development on behalf of a number of county departments. If approved the ordinance would update the Jefferson County Code FEE APPENDIX - Community Development (Section II -100, "Other") and Public Works (Section N-40, Development review applications (6)) Fee Schedules. Jefferson County will be implementing a new permit database to replace the current Tidemark database, which has been in place since 1996. Implementing a 5% technology fee will pay for annual maintenance fees and technology replacement or upgrade. The public can view the proposed Jefferson County technology fee proposal and the proposed ordinance on-line under "Latest News" at www.co.jefferson.wa.us or a copy can be obtained by calling 360-379- 4450. The public may provide verbal and/or written testimony on the ordinance at the Public Hearing, and may also submit written testimony to the Jefferson County Commissioners, P.O. Box 1220, Port Townsend, WA 98368 or e-mail to jeffbocc Qco jefferson.wa.us, at any time up through the end of the Public Hearing. Approved this 4" day of June, 2018 JEFFERSON COUNTY BOARD OF COMMISSIONERS /S/David Sullivan, Chair STATE OF WASHINGTON COUNTY OF JEFFERSON In the matter of amending Fee Schedules for the ) Departments of Community Development and Public ) Ordinance No. Works 1 1. PURPOSE The purpose of this Ordinance is to revise the Jefferson County Code, Appendix FEE SCHEDULES: Department of Community Development, Section II-1Q"Q and Public Works Department, Section IV -40. 2. FEE SCHEDULES " Sections of the existing fee schedules are amended;<as follows below, to add a 5% technology fee: • Department of Community Development Ordinance 08-1123-15, • Public Works Department Ordinance 02-0312-122. DEPARTMENT OF COMMUNITY DEVELOPMENT FEE SCHEDULE The Department of Community Development Fee Schedule, Section II -100, `Other,' shall be amended to add a 5% technology fee assessed upon permit fees in Sections II -10 through II -90. PUBLIC WORKS FEE SCHEDULE The Public Works Fee Schedule, Section IV -040 `Development review applications (6)' shall be amended to add a 5% technology fee for development review applications processed by Community Development. 3. EFFECTIVE DATE This Ordinance shall be in full force and effect on July 1, 2018. Approved and signed this day of , 2018. JEFFERSON COUNTY BOARD OF COMMISSIONERS David Sullivan, Chairman SEAL Kathleen Kler, Member ATTEST Kate Dean, Member Carolyn Gallaway, Deputy Clerk of the Board Approved as to Form Only:$ Philip effbocc From: Kenneth Thompson <kenmact@aol.com> Sent: Sunday, June 10, 2018 9:45 PM To: jeffbocc Subject: Technology Fee Y, F,4Rlt1G R It sounds to me like this fee goes into effect July 1, 2o18. Did the public have input into this or was itjust decided by the board and staff? I don't recall reading about this new fee in the Leader. How is the departments current system funded? I'll bet not as a separate fee. Are there more fees in our future to fund the whiz bang computer systems the web site speaks to? Ken Thompson 36o-821-1340 751 Fir St. Port Townsend, WA 98368