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Home My WebLink AboutM030397 JEFFERSON COUNTY BOARD OF COMMISSIONERS District No. 1 Commissioner: District No.2 Commissioner: Clerk of the Board: Director of Public Services: Deputy Director of Public Services: Lorna L. Delaney Gary A. Rowe David Goldsmith MINUTES WEEK OF MARCH 3, 1997 The meeting was called to order by Commissioner Glen Huntingford in the absence of Chairman Richard W ojt. Commissioner Daniel Harpole was present. COMMISSIONERS BRIEFING SESSION APPROVAL OF MINUTES: Commissioner Harpole moved to approve February 18, 1997. Commissioner Huntingford seconded the motion which carried. Clallam-Jefferson Community Action Council re: Application for Community Development Block Grant (CDBG); Planning Only Grant to Update the 1991 Jefferson-aallam Housing Needs Assessment: Martin Rowe, CAC, reported that a housing needs assessment covering Clallam and Jefferson Counties was done in 1991, based on 1989 and 1990 census data. This assessment needs to be updated and Clallam County has agreed. They are requesting that Jefferson County agree to ajoint CDBG grant for planning only funds up to $40,000. He suggested that Clallam County be the lead agency for this grant funding. An interlocal agreement is required between Clallam and Jefferson Counties to make CAC the lead agency for administering these funds. Commissioner Huntingford moved to jointly participate with Clallam County in a CDBG Planning Only Grant application, for an amount to be determined later, with CAC to be the lead agency and sub- recepient for the grant funds. Commissioner Harpole seconded the motion which carried. Discussion of Three (3) Food and Beverage Purchase Requests; Kiwanis Lunch and Substance Abuse Program Celebrations, Health and Human Services Department, and Monthly GAL Luncheon, Juvenile Services: Auditor's Office staff was present for guidance on the types of reim- bursements that the County will allow under the Food and Beverage Policy. Commissioner Harpole noted that he has read the Policy which states that expenditures can be considered appropriate if they are Page 1 ,'. .- 23 r:,. 156 Commissioners Meeting Minutes Week of March 3, 1997 for official County business. He understands that the Developmental Disabilities Program Coordinator belongs to Kiwanis in order to network with other community members. Auditor Donna Eldridge added that these weekly meetings do have a program, but they are more social than business. Commissioner Harpole stated that he doesn't feel that lunch at these weekly meetings could be considered official County business. Commissioner Harpole moved to uphold the denial of the request for reimbursement of the weekly Kiwanis lunch for the Developmental Disabilities Program Coordinator. Substance Abuse Program Celebrations and GAL Luncheon: After discussion of these two requests, Commissioner Harpole said that he feels the GAL Luncheon request is different because it is for volunteers who are performing a service to the County. However the County has a number of volunteer Advisory Boards that aren't given lunch once a month. The Planning Commission was provided dinner on occasions when their meetings ran through the dinner hour because they were trying to finish their review of a document for the County. The Board asked that the Auditor's Office check with the State Auditor's Office on this request and the one submitted by the Substance Abuse Program, for more information on how they would view this type of expenditure of public funds. PUBLIC SERVICES BRIEFING: Public Services Director, Gary Rowe, reported on the following: * The County has had a policy regarding use of County vehicles which hasn't been administered correctly. The policy is being updated and employees who are assigned a County vehicle, other than Deputy Sheriffs (who are exempt under IRS rules) will have a value, for the personal use of the vehicle, added to their wages as a taxable benefit. * Memo from David Goldsmith regarding the Legal Technician in the Prosecuting Attorney's Office. It appears that the funding will pay for the position. The Auditor recommends that this position be paid out of the Crime Victims Fund since there is already a grant in that fund for this type of work. Commissioner Harpole asked about the issue of space for this person? Gary Rowe answered that David Skeen has indicated that he has space for this person on a temporary basis until the issue can be resolved. Commissioner Harpole noted that he wants it made clear that there isn't an answer regarding a permanent space for this person. Commissioner Huntingford noted that one of the reasons this position is being requested is to get more cases to court and he is concerned about what impact this will have on the other Law and Justice Offices. He feels this request should be reviewed by the Law and Justice Council. Gary Rowe added that the Domestic Violence Program may also be impacted by this position. Commissioner Harpole agreed that, even though David Skeen stated there would not be any impact to other departments, he would like to know how the other Law and Justice offices feel about the need for this position. Gary Rowe and Commissioner Harpole will discuss this at the Law and Justice Council on Wednesday. * Board Agenda changes -- Commissioner Harpole stated that he likes Option 3, but would like another Public Comment period added in the afternoon. Gary Rowe explained that the Consent Agenda will be moved back to the morning to aid the Departments that have items on it and to meet publication requirements. A 15 minute Public Comment period will be added in the afternoon. The new schedule can be implemented in April. * Next Tuesday, March 11, 1997 a workshop has been scheduled with the Board to review issues regarding process for the Comprehensive Plan Review. * After hearing a consultant speak at a conference about Information Services, Gary Rowe reported that it appears the County is on track with what is being done with the computer Page 2 VOL 23 f'M:.157 Commissioners Meeting Minutes Week of March 3, 1997 ~ network and Information Services. He invited the Board to attend the monthly meetings held by the KNAC Committee and Information Services. * AI Scalf reported that he has directed staff not to take any applications for the density exemption for septic permits. The applications will be docketed, but since the issues haven't been resolved and more review is needed, he will not continue to handle these applications. Commissioner Huntingford asked what the Prosecuting Attorney wants in the way of review on this matter since they directed previously that this should be handled as an administrative decision of the Community Development Director? AI Scalf reiterated that this needs to be reviewed over the next 2 to 4 weeks and then it will be brought back before the Board. Commissioner Harpole asked when the Executive Summary of the Comprehensive Plan will be done? Senior Planner John Holgate reported it will be done by the end of the week. The Summary will include a list of locations where the Comprehensive Plan can be reviewed. The Summary will be given out at no charge. Commissioner Huntingford noted that he had three phone calls over the weekend from people with commercial property in the Hadlock area. The Comprehensive Plan changes the financial projection for these properties. He reminded everyone that this is effecting people's lives and will cause financial losses. Commissioner Harpole added that he feels this type of issue points out the need for the County to look at designating the Tri Area as a UGA. PUBLIC COMMENT PERIOD: The question was asked if individuals or community planning groups are expected to comment on the Comprehensive Plan? Gary Rowe reported that broader public comment is being sought on the draft Comprehensive Plan. John Holgate added that the emphasis now is on community planning areas instead of community planning groups. The Community Planning groups will be involved, however. APPROVAL AND ADOPTION OF THE CONSENT AGENDA: After discussion of several of the items, Commissioner Harpole moved to approve all of the items on the Consent Agenda as submitted. Commissioner Huntingford seconded the motion which carried. 1. RESOLUTION NO. 26-97 re: Increasing Petty Cash for the Jefferson County Road Fund; Jefferson County Public Works 2. RESOLUTION NO. 27-97 re: Creating a County Project Designated as X01286; Emergency RestorationlMitigation of Damages to Coyle Road 3. RESOLUTION NO. 28-97 re: Creating a County Project Designated as X01287; Emergency RestorationlMitigation of Damages to Hatchery/Penny Creek Road 4. RESOLUTION NO. 29-97 re: Creating a County Project Designated as X01289; Emergency RestorationlMitigation of Damages to Little Quilcene River Bridge 5. RESOLUTION NO. 30-97 re: Creating a County Project Designated as X01290; Emergency RestorationlMitigation of Damages to Paradise Bay Road 6. RESOLUTION NO. 31-97 re: Creating a County Project Designated as X01291; Emergency RestorationlMitigation of Damages to Oak Bay Road 7. RESOLUTION NO. 32-97 re: Creating a County Project Designated as X01292; Emergency RestorationlMitigation of Damages to E. Quilcene Road Page 3 '.'01_ :;> 3 .,. .158 ~t ,.~:;" 9. 19. 20. 21. 22. 23. 24. 25. Commissioners Meeting Minutes Week of March 3, 1997 ~ THE CONSENT AGENDA - CONTINUED: 8. RESOLUTION NO. 33-97 re: Creating a County Project Designated as X01293; Emergency RestorationlMitigation of Damages to Lords Lake Loop Road (Ripley Creek) RESOLUTION NO. 34-97 re: Creating a County Project Designated as X01294; Emergency RestorationlMitigation of Damages to Camp Discovery Road RESOLUTION NO. 35-97 re: Creating a County Project Designated as X01295; Emergency Restoration/Mitigation of Damages to Thorndyke Road RESOLUTION NO. 36-97 re: Creating a County Project Designated as X01296; Emergency Restoration/Mitigation of Damages to Dabob Post Office Road RESOLUTION NO. 37-97 re: Creating a County Project Designated as X01298; Emergency RestorationlMitigation of Damages to Hiddendale Drive RESOLUTION NO. 38-97 re: Creating a County Project Designated as X01299; Emergency RestorationlMitigation of Damages to Oil City Road RESOLUTION NO. 39-97 re: Creating a County Project Designated as X01301; Emergency RestorationlMitigation of Damages to Peterson Road RESOLUTION NO. 40-97 re: Creating a County Project Designated as X01302; Emergency RestorationlMitigation of Damages to Lords Lake Loop Road RESOLUTION NO. 41-97 re: Creating a County Project Designated as X01303; Emergency RestorationlMitigation of Damages Van Trojan Road AGREEMENT re: To Provide Services for Parks and Recreation; Jefferson County Public Works; Arthur M. Hansen AGREEMENT re: Intergovernmental Cooperative Purchase of One (1) Hydraulic, 4 Wheel Drive Etnyre Chip Spreader; Jefferson County Public Works; Grays Harbor County AGREEMENT re: 1997 Community Services Funding; Bergita House Three (3) Appraisers Certificate Determination of Value; Larry Scott Memorial Trail Project #CR1069: a) b) c) Bruce Bailey Bid Award; Purchase of one (1) New Transfer Station Stationary Compactor; Jefferson County Public Works; Crane Equipment Manufacturing. Two (2) Advance Travel/Out of State Travel Requests: a) Transportation and Sustainable Communities Conference, Tampa Florida, $1,742.00; Klara Fabry, Jefferson County Public Works Road Builders Clinic, Coueur d' AIene, Idaho,$436.00; Mark Lopeman, Jefferson County Public Works Request for Six (6) Month Administrative Short Plat Extension, #SUB95-0112; To Divide Approximately 3.44 Acres into 2 Residential Lots; Located Near Dosewallips River Road; Don Knudsen, Proponent Letter of Support for the "Iron Man of the Hoh Rest Area"; Gary Demich, Regional Administra- tive Supervisor, . Washington State Department of Transportation Letter of Thanks for the New Cat Cages at the Animal Shelter; Jefferson County Animal Services Auxiliary 10. 11. 12. 13. 14. 15. 16. 17. 18. Pope Resources, Inc. Mill Road, LLC c/o Roger Evans b) Two (2) Appraisers Certificate Determination of Value; Larry Scott Memorial Trail Project #CR1069; Evergreen Earth Projects, Inc. and Jack & Daisy-Jean Gummer: Commissioner Harpole Page 4 23 rM,.159 VOL Commissioners Meeting Minutes Week of March 3, 1997 moved to approve the two additional appraisers certificate determination of value for the Larry Scott Memorial Trail Project as submitted. Commissioner Huntingford seconded the motion which carried. Application for Assistance from the Veterans Relief Fund: Commissioner Harpole moved to approve the Application for Assistance from the Veterans Relief Fund in the amount of $92.48 as submitted by the American Legion. Commissioner Huntingford seconded the motion which carried. BUSINESS FROM COUNTY DEPARTMENTS: PUBLIC WORKS DIRECTOR'S BRIEFING: Public Works Director Klara Fabry reported: ~ Frank Gifford started to work for the Planning Department today. This temporary assignment will be through the end of the year. Bruce Laurie has been temporarily appointed as Engineering Services Manager during that time. She then reviewed the time frame for the positions currently being advertised in-house. She also asked the Board's patience for the next few months while the Department makes adjustments for the loss of some employees and the need to deal with the emergency road projects. ~ The Public Works Department has entered into preliminary discussions with the Post Office for additional space. There are spaces on the upper floor of the building that currently aren't usable, but the Post Office is willing to improve them to be meeting spaces. ~ A workshop will be scheduled, week after next, to go over the Old Gardiner Road project options. ~ The FEMA Team is at the Public Works Department reviewing the applications for assistance. ~ The Public Works Department met with Olympic Disposal last week to discuss options and impact as a result of a request that the County lower the tipping fee for commercial haulers. ~ A written status report on the Trail project was presented to the Board. ~ Skagit County has hired a consulting firm to help them deal with the implications of the Telecommunications Act. The Public Works Department would like the County to enter into an interlocal agreement with Skagit County for the consultants services. PUBLIC WORKS DEPARTMENT Road Division Update: Operations Manager Earl Wells reported that culverts have been installed on some roads as part of the emergency work. The Department has completed work on the major emergency projects, but is continuing to work on the smaller projects. The Department is grooming streets to remove sand from intersections. A portion of Old Eaglemount Road will be prepared for chip sealing this summer. Two brush cutting machines are currently working and another machine may be purchased. The ditching program was started last week and will continue about a month. Commissioner Huntingford commended the Department for the quality of their chip seal work. Commissioner Harpole asked if there has been any notice from the State about additional funding for emergency road projects? Klara Fabry answered that the State has confirmed that emergency repairs to any "on-system" roads will be funded 100%. Work on "off-system" roads may also be funded at this level. Page 5 VOL ?3 'lf~lBO 1,,' t,,,:: Commissioners Meeting Minutes Week of March 3, 1997 HEARING re: Intent to Lease County Property; Pump Test Facility on Elkins Road; Fire Districts #1 and #3 and the City of Port Townsend: Will Butterfield, Public Works, reported that the City of Port Townsend has agreed to act as a lead for this project with Fire Districts 1 and 3. He then presented a memo from the County Engineer which recommends that the lease be approved. He reported that the lease is for $10.00 plus other goods and value consideration, per term of lease which is ten years. City of Port Townsend Fire Chief Howard Scott reported that the City Attorney has reviewed the draft lease and the County Attorney is currently reviewing it. He recommends that the lease be approved. Hearing no further comments for or against this proposed lease, the Commissioner Huntingford closed the public testimony portion of the hearing. Commissioner Harpole moved to accept the engineers report and direct the Public Works Department to complete the lease documents for final approval. Commissioner Huntingford seconded the motion which carried. .'. ~ \\ 'l4 i 'f C:J 'wi ~f~.:.r; _. ':'J SE~: f~/. '......, "':D'~ . c~ · 'Q. .~.., f'. . .... ' aJ: . .,:~ ,,:,,,1:." 1 . ~. /) .. r~.q, 1-, . .. . . ...;_.1 .. e" AT~~ :' ~~':.~!/ ...: -d,/ . *1.4" .(:;." I r~. (,' ... .. II' "" MEETING ADJOURNED Lorna Delaney, CMC Clerk of the Board er Page 6 VOL 23 rMI,161