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HomeMy WebLinkAboutM082399 I J I Iq I I I .i.r TJ~ LLI I II I .pill.Il]Il I Il I I Iii. iLl, PI I I I .,I q II JEFFERSON COUNTY BOARD OF COMMISSIONERS District No. 1 Commissioner: Daniel Harpole, Chair District No. 2 Commissioner: Glen Hunttn~ord, Member District No. 3 Commissioner: Richard Wojt, Member THE ItEART OF THE \ ~-..dh,~~. / IOLYMPiC PENINSULA ] Clerk of the Board: Lorna L. Delaney Director of Public Services: Gary A. Rowe Deputy Director of Public Services: David Goldsmith MINUTES Week of August 23, 1999 The meeting was called to order by Chairman Dan Harpole. Commissioners Glen Huntingford and Richard Wojt were both present. Approval of Minutes: Commissioner Wojt moved to approve the minutes of the week of July 26, August 2, and 9, 1999 as presented. Commissioner Huntingford seconded the motion which carried by a unanimous vote. PUBLIC SER VICES BRiEFING SESSION: Public Services Director Gary Rowe reported: · The continued hearing on the Tri Area incorporation petition is scheduled for Thursday at 7 p.m. at the Tri Area Community Center. After taking any further testimony the hearing will be closed. The petition will have to be rejected since an Urban Growth Area (UGA) has not been estab- lished for the Tri Area. · Proposed 2000 budget requests are due on August 31. Additional budget proposals required to plan for the possible passage of 1-695 will be due the following week, · iDMS is providing an employee to help keep the Permit Plan project on schedule, · The Security/Safety Committee has forwarded a recommendation to the Board that weapons not be allowed in the Courthouse. ~ · Caryn Woodhouse reported on a meeting between the County, the City, and the Mill regarding Endangered Species Act (ESA) issues. PUBLIC COMMENT PERiOD: The following public comments were made: A request for a variance to allow a temporary fruit stand business in Port Hadlock to stay open through the end of Page 1 Co.~mis.sioner.s Meeting Minutes: Week of Ausust 23, 1999 ............ ~ October; and a request that the Board meet with the residents in Brinnon regarding the Green Crow request for designation of property as mineral lands. APPROVAL AND ADOPTION OF THE CONSENT AGENDA: Commissioner Huntingford moved to delete Item 6 and adopt and approve the balance of the items as presented. Commissioner Wojt seconded the motion which carried by a unanimous vote. 1. RESOLUTION NO, 72-99 re: HEARING NOTICE of Intention to Sell Surplus County Property; Hearing Scheduled for Monday, September 13, 1999 at 2:00 p.m. in the County Commissioners Chambers 2. CALL FOR BIDS re: Old Gardiner Road Emergency Restoration; Construction of Timber Bridge; Deadline for Receiving Sealed Bids: Monday, September 20, 1999 at 11:00 a.m., at the County Commissioners Office; Bid Opening Same Day After 11:00 a.m. in the County Commis. sioners Chambers 3. CONTRACT re: 1999 Pavement Markings on Various County Roads, Project #MT1424; Jefferson County Public Works; Action Services Corporation 4. AGREEMENT, Supplemental re: Consultant Services for the H.J. Carroll Restroom Project #H31385; Jefferson County Public Works; Tillman Engineering, Inc. 5. AGREEMENT, Addendum #1 re: Extending Banking Services through December 31, 2000; Jefferson County Treasurer's Office; Sea First Bank 6. DELETE Agreement, Amendment #3 re: Port Ludlow Master Planned Resort Mediation Services; Increasing Payment Amount; Jefferson County Public Services; Ty Tice, Mediation Services 7. AGREEMENT, Amendment #1 re: Employment Services for Transition Management of the Jefferson County Community Network; Extending Term of Agreement to August 31, 1999; Jefferson County Health and Human Services; Jefferson County Community Network; and Jude McClure 8. AGREEMENT, Interagency Work Order re: 1999-2001 Biennium Funding; Developmental Disabilities Program; Jefferson County Health and Human Services; Washington State Depart- ment of Social and Health Services (DSHS), Division of Developmental Disabilities 9. Final Short Plat Approval, #SUB97-0013; To Divide 22.96 Acres into Four (4) Recre- ational/Residential Lots; Located off of Prospect Avenue, Pon Townsend; Gene Seton, Applicant 10, Accept Recommendations to Approve One (1) and Reject Three (3) Claims for Damages: * Approve Claim #C-21-99, $1,000; Violation of First Amendment Rights; Mike Belenski * Reject Claim #C-22-99, $500; Violation of First Amendment Rights; Mike Belenski ~ Reject Claim #C-23-99, $1,500; Harassment; Mike Belenski ~ Reject Claim #C- 19-99, $63,714.16; Physical Injuries; Melanie Balch 11. Appoint Individual to Serve Another Five (5) Year Term on the Jefferson County Housing Authority; Term Expires May 2, 2004; Julia B. Cochrane 12. Application for Assistance from the Veteran's Relief Fund, $125; Service Officers Association 13. Letters (2) Regarding "Good Time" Earned by Inmates at the Jefferson County Corrections Facility; Representative Norm Dicks and Viekie Topas Commissioners Meetin.,g Minutes: Week Of ,August` 23, 1999 COUNTY DEPARTMENT BRIEFINGS/BUSINESS: COMMUNITY DEVELOPMENT Director's Update: Director of Community Development A1 Scalf reported: The Planning Commission has reviewed the draft ordinance regulating land use in the Port Ludlow Master Planned Resort. It will be forwarded, with a report from the Planning Commis- sion, to the Prosecuting Attorney for review before it is brought to the Board for a public hearing. Chairman Harpole asked that the Planning Commission's adopted work plan be brought to the Board for review, as well as the items that the Planning Commission will be working on in the future. The Broders v. Jefferson County court case regarding impact fees for the Chimacum School was dismissed. A court date will be set forJackowski v. Jefferson County regarding legal lots of record. Lone Star held an open house last Fr/day at the Mats Mats quarry. Chairman Harpole asked for a report at the next Commissioners' meeting on the 8-10 septic systems previously approved for Mr. Moji. Proposal for Mineral Land Designation #ZON990025, Located in Brinnon; Green Crow, Proponent: A1 Scalf reported that a Surface Mining Permit and reclamation application has been submitted for this site to the DNR. This application is for surface mining on a parcel less than 3 acres in size. There is also an application for a mineral land designation with Jefferson County. He then reviewed the process for the County's application. There was a 30 day notice of application. The County received 735 comment letters. The next process is a SEPA determination, which requires that a notice be sent to all the adjacent property owners and the people who have indicated they are a party of concern (this includes the 735 people who commented.) The parcel, located in Brinnon above the Duckabush river, is currently designated forest land which allows mineral extraction as a permitted use. Chairman Harpole asked when it would be appropriate for the Commissioners to have a public meeting in the Brinnon area about this al~plication? A1 Scalf answered that he feels the Board could hold a meeting in the Brinnon area after the legal determinations are made, which will be about a month from now. Commissioner Huntingford stated that he would like something done before that because of the large numbers of comment letters received and the confusion in the community about these applications and the processes involved. He suggested the Board send a letter to the people who have commented advising them about the process. A letter will be prepared for the Board to approve and sign on September 7, 1999. Commissioners..., ...... . Meeting Minutes: Week of August 23,.., 1999,..... ~ Letter re: Housing Authority: Commissioner Huntingford moved to approve and have the Chairman sign the letter to the Jefferson County Housing Authority as presented. Commissioner Wojt seconded the motion which carried by a unanimous vote. Request for Fee Waiver; Half of Adoption Fee for "Adopt a Pet" day in October; Jefferson County Animal Services: Commissioner Wojt moved to approve the request for a fee waiver for half of the adoption fee for "Adopt a Pet" day in October sponsored by the Jefferson County Animal Services. The waived fee will be taken from the Animal Services funds. Commissioner Huntingford seconded the motion which carried by a unanimous vote. PUBLIC WORKS Bid Opening re: Culvert Removal and Replacement for Fletcher Creek, Project #CD1382: Bruce Laurie, opened and read the bids received as follows: Addelman Logging Company $108,700.00 Engineer's Estimate 194,000.00 Commissioner Wojt moved to have the Public Works Department check the bid for accuracy and make a recommendation for bid award that is to the best advantage of the County. Commissioner Hunting- ford seconded the motion which carried by a unanimous vote. Discussion re: Revising the Annual 1999 Capital Improvement Program (CIP): Frank Gifford, Interim Public Works Director reviewed the recommended changes in the Capital Improvement Program as follows: o Reduce the Courthouse Office improvements (general) by $10,000 to cover costs of the Permit Center change. · The fuel tank replacement at the Courthouse is estimated at $38,000. Temporary courtroom/meeting room in the former Long Range Planning Offices at the Court- house $30,000. · There is $5,000 in the budget for the Gardiner Community Center emergency work. This represents the County's insurance deductible. Commissioner Huntingford moved to approve RESOLUTION NO. 7~r.99 adopting the revised 1999 Capital Improvement Program. Commissioner Wojt seconded the motion which carried by a unanimous vote. Director's Update: The following updates were made: Bruce Laurie reported that a revised proposal has been received for telecommunications work. Jim pearSon advised that the EIS on the Tri Area/Glen Cove Special Study was issued last week. He then reviewed the agenda for the workshop on the preliminary decision for a possible UGA for the Tfi Area and/or Glen Cove. Commissioners Meeting Minutes: Week of August 23, 1999 HEALTH & HUMAN SERVICES Management Team Update: Larry Fay, Environmental Health Director, and Jean Baldwin, Director of Nursing reported that personnel, staff productivity and morale are good at the Health Department, This is the Department's busiest time of year. Many of the contracts with State and local agencies are being reviewed because of the possibility of 1-695 passing. Larry Fay reported that the Management Team has been reviewing the relationships with the Alcohol and Drug Abuse Coordinator and the Developmental Disabilities Coordinator (Human Services) programs and what they need from the management team. The updating of the Department fees will be on the Board of Health agenda in September. The cost of a consultant to help the Management Team review the structure and develop recommenda- tions was discussed. The Board suggested that Gary Rowe be asked to review this request for budget impacts. HEARING re: Renewal of the Emergency Interim Controls Ordinance #06-0828-98: A1 Scalfreported that the findings of fact for extending this ordinance were brought forward and the Board set this public hearing. The Department and Planning Commission work plans will be reviewed at the September 7, 1999 meeting. He then recommended that this ordinance be extended for a period of 6 months (from today.) Chairman Harpole asked what issues have to be addressed in the official controls beside zoning and subdivision? A1 Scalfreported that the issues still remaining include tourist related issues and clustering. Chairman Harpole asked that this work be done as soon as possible so that the final regulations are ready to take the place of the EICO. The Chair opened the public hearing. Hearing no comments for or against this ordinance renewal, the Chair closed the hearing. Commissioner Huntingford stated that he won't vote in favor of renewing this ordinance. Commissioner Wojt moved to extend the ElCO for an additional six months. Chairman Harpole seconded the motion and noted that he doesn't know that the County has any other option. Commissioner Wojt and Chairman Harpole voted for and Commissioner Huntingford voted against the motion. The motion carried. HEARING re: Six Year Transportation Improvement Plan: Scott Kilmer, Public Works, reported that the top 15 projects from the priority rating are listed as funded projects and the rest of the projects are listed as unfunded needs. The projects in order of pr/ority are: # 1 - Irondale Road - shoulder widening #2 - Larry Scott Park - right of way acquisition and construction of portions of the trail. #3 - So. Discovery Railroad Overcrossing - remove bridge, install culvert underpass, re-grade ............... page 5 ............. VOL Commissioners Mgeting Minutes: Week of August.2}., 1.999 ........... #4- #5- #6- #7- #8- #9- #10 - #11 - #12 - #13 - #14 - #15 - roadway. Paradise Bay Road, Phase 1 ~ widen shoulders and overlay with ACP. Various Countywide safety projects. Gravel Road upgrades - Chip Seal 6th Avenue and East Kinkaid, and others. Fish Passage Barrier project - replace culverts that present a barrier to fish passage, Leland Creek Tributary is one replacement project. Center Road overlay - overlay with asphalt concrete. Little Quilcene Bridge - replace bridge. Chimacum Road Improvements - intersection realignments and improvements. Paradise Bay Road, Phase 2 - widen shoulders, overlay with ACP. Duckabush Road - Reconstruct including grading, drainage, and surfacing. So. Discovery Road - Reconstruct including grading, drainage and surfacing. Gardiner Beach Road/US 101 Intersection - reconstruct road, realign intersection. Quinault South Shore Road - widen, drainage and surfacing. The following projects are not funded: # 16 - Mill Road - reconstruct including grading, drainage and surfacing. # 17 - Dosewallips Road retaining wall - construct retaining wall restore shoulders #18 - Upper Hoh Road feasibility study/construction. # 19 - South Discovery Road improvement - reconstruction including grading, drainage and surfacing. #20 - Cape George Road - reconstruct including grading, drainage, and surfacing. Commissioner Wojt asked why the Old Gardiner Road Bridge isn't listed? Scott Kilmer reported that this project is an emergency project and has separate funding. The Chair opened the public hearing on the 6 year transportation improvement program. Hearing no comments for or against the proposed plan, the Chair closed the hearing. Commissioner Huntingford moved to approve RESOLUTION NO. 74,,99 adopting the Six Year Transportation Improvement Program for 2000-2005. Commissioner Wojt seconded the motion which carried by a unanimous vote. Management Structure Discussion: Chairman Harpole noted that this discussion is primarily for the Board to review the recommendation from consultant Ken Lynn as well as the management structure of the County. Ken Lynn reported that in April and May he reviewed the organization and how it is operating. He contacted a number of outside agencies including municipal organizations that felt that Jefferson County does an excellent job in most of the areas it manages. The County has more structures, like a Budget Committee and a Human Resource Department, than some larger counties have. Some counties don't even have Personnel Policies to govern all their employees. He reported to the Commissioners that they have 3 options: 1) do nothing - the County continues to evolve the processes started over the last five years, and maintain the same organization. This will not address some of the issues of the Commissioners Meeting Minutes: Week of August 23, 1999 ~ cumbersome process of Department Heads reporting to 3 Commissioners; 2) Charter government - this option has not been very successful in the State of Washington with 3/4 of the efforts failing; and 3) County Administrator - this was recommended in 1996, but was not set up properly or supported by the organization. He interviewed all the Elected Officials, Department Heads, some staff, all the Commissioners and some individuals from the community during the second phase of the study. Those interviewed favored moving to a County Administrator. There was a real concern about cost, a feeling that the successes that have been gained should not be lost, and that the resources of the County be maintained, in particular, individuals who know a lot about this County government. The subject of management training came up during his review and he noted that this is an area that may have made this County successful. In 1994 and 1995 Total Quality Management training was done with every employee and manager in the County, which cost roughly $60,000 to $70,000 per year. Since then the County has spent about $12,000 per year for training which is actually under the average amount for management training for an organization this size. Ken Lynn then reviewed his current report and recommendation for the County Administrator imple- mentation process. · Create the position of County Administrator and insure that the job description is' accurate and that the processes necessary to support the position are in place. The job description has been drafted, but it needs to be reviewed. · Resolution from three years ago is fairly clear. This resolution needs a little clarification in terms of who the reporting responsibilities are and what the delegated limits of authority are. Sometimes organizations put exclusionary policies in place to give a lower level of delegation for a period of time when this type of position is first hired. · Create the job descriptions and supporting strategies of the BOCC. This essentially delegates the Commissioners executive function to the County Administrator. The functions that should be delegated are: procurement (up to a specific level), personnel actions (up to a specific level) and performance evaluations for Department Heads. Once the delegation document is complete it would be put in place by agreement of the Board for a specified time and then be reviewed at a later date. Chairman Harpole asked if the personnel actions would include labor union negotiations? Ken Lynn advised that it would include those items. The Board would delegate the activity of doing union negotiations, but would create the policy about what recommended levels they would approve through labor negotiations. The Board is not giving up their legislative authority. They would be giving up the day to day management of certain functions. A process change that Ken Lynn found that might work well for the Board is: · Change Board's business schedule - Use Monday as a day when the County Administrator briefs the Board with the appropriate Department Head about the business for the agenda and then have Tuesday be the public meeting day. This would assure Department Heads a certain amount of time Page ,, Commissioners Meeting Minutes: Week of August 23, 1999 with the Board each week. The next process for implementation of a County Administrator position is: · Create a bi-partisan search committee to establish the process for executive recruitment. ~ Option 1 ~ Hire an executive recruitment firm: They would present a list of screened finalist for the organization. The County would set up the hiring, employee and public interview process, as well as final selection. The estimated cost for this service is $25-30,000. ~ Option 2 - Use a search committee: This committee would handle the entire process. The estimated cost for this would be $5 to $6,000. This is an area where costs can be trimmed. · Analyze the challenges and opportunities in present organizational structure: There is an open position in Public Works, and in the Health Department and this is a good time to look at these Department organizations as well as Public Services, to find ways to make this a cost neutral action. Chairman Harpole asked where the County could look for this type of individual? Ken Lynn answered that there is the Association of County Administrators; the Washington State Association of Counties has access to internet and intranet systems which provide access to people who are interested in moving up or professionals who are interested and subscribe to a search service. This would give the County nationwide exposure. If the Board wants to move ahead with the recruitment process, he estimates it can be done within 60 days. Chairman Harpole asked if the recommendation is to wait until a County Administrator is in place before taking any action on the vacant positions, especially the vacancy in the IDMS/Infomation Services department? Ken Lynn advised that he feels the County could move ahead with reviewing the options for restructuring, especially if 1-695 passes and funding changes. Commissioner Huntingford stated that he is surprised that Ken Lynn's report doesn't include an example of an ordinance that would clearly define roles and responsibilities. He feels this is the most important piece of the puzzle. Ken Lynn explained that he feels the resolution from 3 years ago is fairly clear. He advised that the Board would want to have that in place before recruiting for this position. The dis-cussion turned to the possibility of executive exclusion policies and how they are implemented. Commissioner Huntingford stated that he is worded about the Board of Commissioners staying out of the business of the Administrator, which is what he feels upset previous attempts at establishing this type of position. The responsibilities need to be clearly defined for this to work. He feels the County generally does a pretty good job. Most of problems with time frames and deadlines are things that should be taken care of intemally by making people more accountable. He feels this is the Commis- sioners responsibility. There was a process set up when the Board tried to implement an Administrator position before that the Departments that report to the Administrator would meet every Tuesday morning after the Commissioners meetings. Those meeting were beneficial for the Commissioners as well as the staff. That was a good direction that the County was going at that time. This recommenda- tion seems like a different direction that may cut out some of the team effort. Ken Lynn agreed that the team process did work, but he explained that people told him that they wanted an easier process to get approval and be able to move ahead. ............ page's ...... '25 Commissioners Meeting Minutes: Week of August 23, 1999 .... ~ Commissioner Wojt added that a good Administrator will see that policy goes forward and will work with those under him to help the process and explain the policies. That is one of the difficulties that the Commissioners have. This position can keep track on a daily basis and help facilitate getting policies in place. Control is being delegated, not given up. Commissioner Huntingford pointed out that there would be 3 or 4 people reporting to the Administrator and the Board will still have to deal with all the Elected Officials. This would mean a possible $100,000 position to manage 3 or 4 people. Chairman Harpole added that these 3 or 4 Department Heads are carrying out the work of 3/4 of the annual budget. Ken Lynn clarified that a position at the highest level in the organization would be paid to improve the efficiency and maintain the effectiveness of the organization. The choice of staying with a team or going to an Administrator is a win-win situation. Commissioner Huntingford said that he is not opposed to a management position, but he feels the County should go back and pick up the team concept used before. He is not in favor of spending a lot of money and doing a reorganization, just to reorganize. He would rather see what can be done in-house with what is currently available. He would like the Commissioners to make sure they have an ordinance in place defining what the roles are going to be, and then see how that can be dealt with internally. What do the Commissioners really want to accomplish? The number one goal is to have better efficiency in government. He likes the contact with people and he doesn't want to have another layer for people to go through. He would like to have a closer working relationship with staff. The 3 Commissioners are elected to be here to do certain things. He feels the most important thing the Board can do is make the administrative people that work for the Board accountable for their actions and hold their staff accountable. Chairman Harpole stated that he feels that there are significant elements that the Commissioners need to delegate to someone in the arena of accountability. The accountability of the Department Heads needs to be addressed. The biggest issues in his mind are: 1) having a single boss in charge of the executive functions, and 2) to have a high level of accountability for employees and citizens. The Board needs a job description to define what they will and won't do, because this is a key to the previous failures of establishing this position. He then noted that because there are individuals within the County who may want to apply for this position, restructuring or re-classification done before this position is filled, may require that restructuring to be done again. Ken Lynn stated that his suggestion is that the Board look at Public Works and the Health Department to see what is possible. Chairman Harpole stated that he feels that an interim strategy should be maintained for the present. He would like to use the expertise ifa County Administrator is hired on how the restructuring should occur. He also feels that hiring a County Administrator will allow him to be more accessible to public. Donna Eldridge, Auditor, stated that one of the options Ken Lynn gave the Board in April is still viable and she asked that they consider "Continue present efforts, improve directors collaboration and have the department directors function as a self managed work team. "When the County looks at salary schedules, counties of like size are used. She provided the following information: Page 9 Commissioners Meeting Minutes: Week of August 23, 1999 County Douglas County % of population of,jefferson County 119% larger Kittitas County Stevens County Okanogan County 119% larger 142% larger 145% larger Whitman County 157% larger Mason County 183% larger Clallam County 252% larger Whatcom County 595% larger She added that she has had many people contact the Leader, to say thank you for being the one to option and let Jefferson County do its work. Admh!istrator Position No administrator, but the Commissioners have an Ex- ecutive Secretary No Administrator No Administrator Does have an Administrative Coordinator who is paid the same as the Elected Officials. The Department Heads report directly to the Board of Commissioners. Has a Director of Administrative Services who is paid $56,580.00 yearly. Human Resources and Information Services Managers report to him while all other De- partment Heads report to the Board of Commissioners Have a Budget Director and a Human Resource Direc- tor. They have a County Executive position in their 1999 budget which has not been filled. There was a citizen petition drive to change to a Charter form of government which did not get enough signatures to be put on the ballot. Have an appointed executive who makes $85,986.00 per year plus benefits. Charter County that has an elected County Executive who make $87,580.00 per year, The 7 Commissioners cannot make more than 15% of what the Executive makes. her since the article in the Peninsula Daily News and speak out. She asked that the Board consider the other Judi Morris, Treasurer, stated that she has developed her perspective from working 30 years in the private sector, being an employee of the Health Department, and as an elected official. The citizens are looking to have the County mn more like a business and be more effective, productive, efficient and cost effective. The only way to do that is to model our management like some very effective businesses. She believes the County does need an Executive to run the day to day operations to allow the Commis- sioners to interact more with the public, other agencies, and other legislative bodies, the County can be better represented and get our fair share. She feels it is important that the Board does not delegate those responsibilities that the citizens elected them to manage. What other counties do is irrelevant. If this is the right thing for us and we can better manage our County and make it more productive for our citizens, then we should do it. She doesn't feel this will get in the way of allowing employees to be the best they can be and to operate independently. A1 Boucher, Port Hadlock, stated that a little knowledge is a dangerous thing. His total information is the August 11, 1999, document produced by Ken Lynn. He then read a statement which indicated that 'page lO ........ Commissioners Meeting ..... Minutes: Week of August 23, 1999 ~)3~ }~ Ken Lynn's memo of August 11~ was of interest and of concern. It was of interest because it conveyed the Board's uneasiness for the status quo and of concern because it may contain a hidden agenda. Ken Lynn recommended the creation of a County Administrator position, but he provided no job description for the position. He feels that such an action would have significant consequences in terms of staff morale and programming style. Resolution No. 98-95 appoints an administrative official responsible for certain decisions, interpreta- tions and directives in the execution of several ordinances, and appoints the Director of Community Development as the "Responsible Official" and administrator for a series of listed (land use) activities. Mr. Boucher asked if this delineation of authority would be withdrawn by appointment of a County Administrator? He is apprehensive that the appointment of a County Administrator would not only contribute to the Board's "frustration" but would also force existing staff to chose between loyalty to the Board and loyalty to the County Administrator. He agrees with the wise man who once said "what can be done with tess is done in vain with more." Dave Whipple, Port Townsend, stated that he has worked in the private sector and small organizations that have experienced similar types of issues with executives doing day to day operations activities. O3A had similar problems with this. Having someone to act as an Administrator will allow the County to be more accountable because one person will be providing the time lines and schedules and that person is accountable to see that the work is done. The Commissioners are the face of the County to other counties, cities, and local and State agencies. That's where the Commissioners need to focus their energy. Budget, personnel, internal policies are really staff functions. There is a difference between executives and administrators, and the County is at a stage right now where that difference needs to be acknowledged. Earl Burgett, Port Townsend, stated that the size ora county isn't particularly relevant. It's the effectiveness of their government. Under a County Administrator position the Commissioners would be more available to the public. This is something that's been floated around for some time and has quite a bit of support in the political realm. He urged that the Board not take a great deal more time in making a decision about this. He suggested the Board either do it, or not do it and get on with business. Phil Flynn, Marrowstone Island, stated that an Administrator would develop a team approach, He feels a successful Administrator would be doing exactly what the Board is longing for, that has slipped by the way. Ken Lynn added that he recommended that if the Board recruits for an Administrator, they look for one that has been successful in a team environment. Commissioner Huntingford stated that he is not opposed to an Administrative position. There was something similar in place before, and the Commissioners didn't do enough work to make that position secure and give it some backing. There are some new players since the TQM training was done and he feels the team effort that we could have right now would be outstanding. He is not interested in going outside and looking for a position at this time. He is more interested in backing up and getting the team Commissioners Meeting Minutes: Week of Augu,st 23, i 999 ~ back together using the current Administrator and giving him support and authority. He feels this would be the best thing the Board could do. He feels that the Board needs to look at the job description, and the ground rules for the Commissioners to determine what role they are going to give up and that all of the Board members be in agreement about that. There are some statutory requirements that the Board can not give away. The role of the Commissioners and the Administrator have to be clearly defined and supported. He feels the current staff works in a collaborative way to do what's best for the County. Starting with someone new will set things back 3 to 4 years. He would like to see a goal set to have someone go through and clean up all of the land use ordinances in the County and improve them. Commissioner Wojt moved to create the job description and the supporting strategies for the BOCC and that option 2 (establish a bi-partisan search committee to establish the search process, hiring process, and employee and public processes, and final selection) be used to proceed. Commissioner Hunting- ford stated that he would not second the full motion, but would second the first part of the motion because he is not interested in hiring from outside right now. Chairman Harpole clarified that the motion is to: 1) create the position of County Administrator, assure that the job description is accurate, and that the processes necessary to support the position are in place, 2) create the job descriptions and supporting strategies for the BOCC, and 3) to create a bi-partisan search committee using Option 2 in Ken Lynn's document. The element of analyzing the challenges and opportunities of the present organizational structure is something that will grow out of these other processes. Chairman Harpole seconded the motion and noted that any current employee of the County will have an equal, fair and equitable, opportunity to apply for the position if they chose. Teamwork and collaborative efforts wilt be a quality that the Board will look for in an Administrator. Commissioner Huntingford made an amendment to the motion to delete the third element (the creation of a search committee) until such time as the ground rules, job descriptions and the roles are defined. Chairman Harpole stated that his assumption is that 1 and 2 will have to be complete before 3 is begun. He then requested a friendly amendment to the motion that says that both of the first two items in the motion be finalized prior to the establishment of a search and hiring process. Commissioner Wojt asked the date for having these items complete? What is the work plan for this project? Chairman Harpole suggested that these two items be completed within 30 to 45 days. Commissioner Wojt agreed to amend the motion to say that items 1 and 2 would be complete within 40 days and then the search committee will be established. Commissioner Huntingford added that there has been a lot of discussion about this issue and employees have called him asking what this means to them. He noted that doing this at this time sends out mixed signals. The Clerk asked for clarification because the Board has discussed 30, 40 and 45 days. Commissioner Wojt explained that he would like the Committee appointed before he leaves on October 8 and that is 40 days from now. ......... Pa~e i2 .................. Commissioners Meeting Minutg.s,: W,eek,.o,f,Au, gu,st 23? 1999 ... ~ The Chair called for a vote on the amended motion. Commissioner Wojt, Chairman Harpole, and Commissioner Huntingford voted for the motion. The motion carried by unanimous vote. Commissioner Wojt moved to request that Ken Lynn continue this process with a limited contract to cover the first 2 pans of this process as outlined in his paper, Commissioner Huntingford seconded the motion with the time line of a first draft of part 1 (2 components) within 15 days. The motion carried by a unanimous vote. Dave Keisling re: Denial of a Claim for Property Damages #C.14-99: David Goldsmith cautioned both the Board and Mr. Keisling that both parties have retained legal counsel regarding this claim and all discourse should take place through counsel. He added that anything said here will be used by the County if this issue goes to Court. This claim is regarding property damages resulting after a storm event. The County has had the maintenance records for this culvert reviewed by counsel and the recommendation was to deny the claim. Chairman Harpole noted that the Prosecuting Attorney also cautioned that any information presented can be used as additional information in a court case. Mr. Keisling presented some pictures, that the Board did not review because they did not want to compromise the case. Mr. Keisling reported that the culvert system in front of his property is still plugged up and it will cause a problem if there is a storm this winter. Application for Veterans Relief Funds: Commissioner Huntingford moved to approve the application for Veterans Relief funds in the amount of $250.00 as presented by the Service Officers Association. Commissioner Wojt seconded the motion which carded by a unanimous vote. The meeting was recessed at the conclusion of the business day and reconvened on Thursday evening for the following business. All three Board members were present. Bid Award re: Fletcher Creek Culvert Replacement, Lower Hoh Road Project #CD1382: Commissioner Huntingford moved to approve RESOLUTION NO. 75-99 awarding the bid for the Fletcher Creek culvert replacement project to Addleman Logging Company, Inc. for their total bid of $108,700.00 as recommended by the Public Works Department. Commissioner Wojt seconded the motion which carried by a unanimous vote. HEARING Continued re: Tri Area Incorporation Petition: The Chair opened the continuation of the July 6, 1999, public hearing on the Tri Area Incorporation petition and reported that the County has not been able to meet the deadline to allow the incorporation petition to be put on the November election ballot. Commissioners Meeting. Minutes: Week of August 23, 1999 ,. ~ Public Services Director Gary Rowe reported that the purpose of this hearing is to take testimony regarding the incorporation petition. When the hearing has been closed, the Board has to decide on whether there is an Urban Growth Area (UGA) so that the incorporation boundaries can be established. Since there isn't a UGA established the petition process is nullified at that point. Chairman Harpole clarified that by law the County has to have an Urban Growth Area defined and appropriate Comprehensive Plan Amendments in place so that an incorporation vote can proceed. That has not happened. Guy Rudolph, Port Hadlock, asked why the deadlines weren't met? He feels that the community is being short changed by not allowing them to have a vote. He wants that question answered because the deadline was known well in advance. Why wasn't more effort put in to meeting the deadline? Chairman Harpole answered that there was a sub-consultant that caused a problem with the calendar and the schedule, which had a negative impact on the County's ability to fulfill the schedule obligation. This wasn't the only thing that caused a problem, but it was a piece of it. When the petition was submitted, there was a caution offered that in a complicated process, such as this (addressing all the elements in the scope of work and having to issue DEIS and an FEIS with accompanying Comp Plan Amendments,) there are numerous opportunities for things to get off schedule. The Public Works Department had concern all along regarding the schedule. Everyone in the County sincerely regrets that the schedule couldn't be met. Guy Rudolph asked where the community goes from here? He expressed concern that the community may not be able to be constructive anymore with the Board. Many people asked him if there was any reason to come to this hearing tonight and he had to tell them no, because nothing was going to be done. He advised them that the next meetings to attend are the ones coming up with the Planning Commis- sion. He stated that he is frustrated and mad over this because they worked hard on it. He doesn't feel that it's possible to do anything in this County. Commissioner Huntingford said that the County didn't make the deadline even though there was a commitment to do that. It would mean going back for another petition, but the issue could make the February ballot. The County isn't opposed to having this put on the ballot and they are not trying to stall it so there is no vote at all, but the time lines are not going to work for this petition because the County didn't uphold its end of the deal. There are no excuses for that, it just didn't get done. The time frame now indicates that the County's work should be done by the 5th or 6t~ of October. Sandy Sandman said that there is a date in October to do what? What's going to happen in October? Commissioner Huntingford added that the Board would like nothing more than to get this completed and move on and allow the people to have a vote. Carson Inman stated that it looks like he's wasted his time coming to this hearing. He then asked, since the County hasn't met the deadline, that each Board member give their individual opinion on the .......... Page Commissioners Meeting Minutes: Week of August 23, 1999 incorporation petition. Commissioner Huntingford stated that he is leaning toward a UGA for the Tri Area. He doesn't know if the boundary that will be set will be feasible for incorporation. He would like the community to have a vote on incorporation and he doesn't know the advantages or disadvantages for the community if the area is incorporated. The Board's job is to set the UGA boundary and it's the community's decision about incorporation. Commissioner Wojt answered that he is concerned about the number of small lots in this area that could be built on and at some point the density will become high enough that groundwater will be a consideration. How that is handled will be a community decision. The only way those things can be considered is if the area is a UGA. The UGA gives the people in the community an opportunity to decide if they want to be a city and incorpo- rate and have all the expenses that are attendant to that, or if they want to plan under the UGA which recognizes what's going on in the community. A number of people asked for an opportunity to seek a vote and the only way they can do that is through the formation ora UGA. The UGA the County is proposing is one that includes the area that has all of the problematic small lots. The small lots are problematic only if the area is designated as rural. It is his hope that the County will be able to define a UGA that will make some sense for the community and the reality of what's on the ground, and that the people have a chance to vote. If they vote not to incorporate there is still a planning process for the UGA. Chairman Harpole stated that he is struggling with designation of the area as a UGA because he is concerned that a UGA designation and the accompanying densities represented by that designation under the Growth Managemem Act, are contrary to the popular opinion in the area to keep the area as it is with a small town feeling. He recognizes that there are competing interests in the area. There is the interest of wanting good economic opportunity, which he supports, and there is interest that there is afford- able housing in the community. If the UGA is designated, the County will be imposing a accompanying value on a community that he is not yet sure the community really wants. The values he is concerned about are: cost of infrastructure, and changing the character of the community in a way that a majority of the community doesn't want. The first big issue is the densities that come with the UGA designation. Carson .I .ninon continued, saying that he feels that one of the reasons for the incorporation is to get away from the Port Townsend control. Let's get some competition in this County. Port Townsend is controlling all of it right now. Sandy Sandman asked Chairman Harpole why he is worried about the UGA? Chairman Harpole clarified that he is specifically worded about the designation of a UGA requiring more emphasis on populating the Urban Growth Area than the rural areas. It will increase the density - the number of houses per acre within the UGA - of the Th Area if it has this designation, than if it doesn't. He feels this will change the character of the community. Commissioners Meeting Min. u. te?:.Week, of Augu.st 23, t999 .......... ~ Sar~dy Sandm0n asked how the number of people who move into the Tri Area can be controlled? The area is already platted. He feels they will build on these lots whether there is a UGA or not. Chairman Harpole explained that there are a couple of things that can happen. Right now the minimum lots standards are 12,500 square feet with a traditional septic system if community water is available to the site. Without a UGA there won't be as much of a push to get community septic systems in, as there would be if there is a UGA. There will be an increasing amount of multi-family apartment dwellings that are urban in nature rather than Rural Center in nature. The Comprehensive Plan allows duplexes and triplexes in Rural Centers, but not apartment buildings. He feels that the traffic, noise and people impacts are the most critical. These are issues that he has not resolved for himself yet~ He wants an understanding of where the values are in this area. Sandy Sand~ on doesn't feel that there will be that big a change in the area if it is called a UGA. He doesn't know if there are parcels of property that are big enough to put multi-family dwellings on or if there is a demand for this type of dwelling. The discussion then turned to the changes that the Board has proposed in the 3 scenarios that they recently presented. Guy R.udolph advised that the County has changed the character of the community already. He asked why there wasn't a feasibility study on the UGA? He would like to see this done because he feels it wilt be cheaper to do the incorporation. There are many processes going on right now: the UGA designation, the Coordinated Water System planning, the Water Resource Council and planning unit, and the PUD discussions with Indian Island. The Planning Commission has not been very receptive to anything they have tried to put across to them, but they will try again. What is the designation of the Heidgerken property and what is the status of the project? (Commissioner Wojt stated that as far as he knows, it has been withdrawn.) Putting the Rural Centers around the Tri Area does the same thing as a UGA does. The effect will be the same. What happens with the Glen Cove area will effect the Tri Area. Dpn Young stated that he has heard that the Planning Commission is in favor of polling people of the Th Area to see if they want an Urban Growth Area. If you ask people if they want urban growth, who is going to say yes? Think of the words urban and growth. These are bad words. If you ask people that question, you already know the answer. If you ask people "Do you want investment in the Tfi Area infrastructure and services?" people will say yes. It's a matter of wording. Depending on what answer you want, you decide how you want to ask the question. You need to paint a picture of what you really mean. Regarding preserving the rural character, which he likes, he noted that when Bobby Kennedy visited Appalachia in the early '60's there was probably a Planning Commission saying that they wanted to preserve the rural character of Appalachia. Carson !nman asked why the County doesn't just incorporate the whole area? Expand Port Townsend and have one city hall. This would provide one form of government. He likes rural, and feels that lots should be kept at 12,500 square feet, not 5,000 square feet. The people in the Tfi Area are fighting to advance themselves and grow as a community. They don't want density shoved down their throat. ................... Pag~'16 ................. Commissioners Meeting Minutes: Week of August 23, 1999 ................... ~ G.uy Rudolph asked how the County will handle the comment (from a City Council member) that the water system can be transferred from the City of Port Townsend at any time? There are some ideas on how to handle the water for the Tri Area, but there must be an incorporated body to handle the water system under law. He doesn't feel the PUD should take over the water system for the Tri Area. No one wants the PUD to handle the water system in this area. Houses in the Th Area are valued at 20% less than like houses in Port Townsend. There's no stability in the area. GUy Rudolph asked if it is tree under SEPA rules that 7 days after the final EIS issued that a final decision can be made? Jim Pearson answered that is correct. The FEIS was issued August 18, 1999. Chairman Harpole noted that since it is 7 days after, by technicality the Board has the ability, if the Comprehensive Plan Amendments were accepted as drafted, to designate a UGA. Hearing no further comments for or against the incorporation petition, the Chair closed the public hearing. Commissioner Huntingford directed staffto prepare the necessary paperwork for the Board to pass at their meeting on September 7, t 999 to notify the Tri Area Community that UGA designation is not happening at this time and therefore the incorporation petition is null and void. Commissioner Wojt seconded the motion which carried by a unanimous vote. ME~TI~N~G~ADJOURNED Lorna Delaney, CMC Clerk of the Board ~,J JEFFERSON COUNTY BOARD OF COMMISSIONERS Dan Harpole, Gt~il~an ~/~ ~~ en~Hulf{~gf6rd'~It L¥OL Page 17