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HomeMy WebLinkAboutM060297 "" 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 June 2, 1997 The meeting was called to order by Chairman Richard W ojt at the appointed time. Commissioners Glen Huntingford and Daniel Harpole were both present. PUBLIC SERVICES BRIEFING SESSION: Public Services Director Gary Rowe briefed the Board on the following items: ~ A memo on the financial impacts of the new positions and organization of the Planning Depart- ment. This matter will be discussed further at 8:00 a.m. tomorrow morning. (See item later in Minutes. ) ~ Commissioner Huntingford asked when the legal analysis of the changes to the GMA will be discussed? Gary Rowe advised that a meeting has been scheduled for June 11, 1997 from 2 to 5 p.m. ~ He received a memo that the estimate for the courthouse security system is $11,600 which is over the $10,000 budgeted amount. He will advise the Public Works Facilities staff that they will have to request a budget extension to cover the additional amount. ~ The Parks Advisory Board, City and County recreation staffwill be meeting tomorrow to begin a discussion of how to expand recreational opportunities in the County. ~ The Law and Justice Council has set goals, but they have not set their financial priorities yet. Commissioner Harpole will attend the Law and Justice meeting on Wednesday to see when those priorities will be set, so that information can be used during the 1998 budget process. ~ The loan for the property Jefferson County purchased in Quilcene needs to be paid back next year. The Public Works Department is to arrange a timber sale to help pay this loan. If a timber sale doesn't happen, an amount will have to be set aside in next year's budget to make this payment. vo~_ Page 1 (,\", ("> ..., -.' /., 1''''\ - Commissioners Meeting Minutes: Week of June 2, 1997 PUBLIC COMMENT PERIOD: The following comments were made: The need for a paper trail on septic exemptions which have been used to allow subdivision ofland to proceed; a woman asked if the Sheriff's Department has enough funding to have undercover investigations of drug deals in the County because she has been told by the Sheriff that he doesn't have enough money in his budget for this; the Quilcene School has been designated a Drug Free Zone; the maintenance repair work done to the roads on Marrowstone Island; and the status of the Coordinated Water System Plan (CWSP). APPROVAL OF MINUTES: Commissioner Harpole moved to approve the Minutes of May 27, 1997 as presented. Commissioner Huntingford seconded the motion which carried by a unanimous vote. APPROVAL AND ADOPTION OF THE CONSENT AGENDA: Commissioner Harpole moved to delete item 2 and to approve and adopt the balance of the consent agenda as presented. Commissioner Huntingford seconded the motion which carried by a unanimous vote. 1. RESOLUTION NO. 64-97 re: Increasing the Petty Cash in the Solid Waste Fund 2. DELETE Resolution re: Funding Assistance for a W.W.R.P. Project to the Interagency Committee for Outdoor Recreation (LAC.) as Provided in Chapter 43.98A RCW (See item later in Minutes.) 3. RESOLUTION NO. 65-97 re: Designation of an Applicant's Agent; Washington Military Department, State Emergency Management Public Assistance Program; Klara Fabry, Public Works Director/County Engineer 4. RESOLUTION NO. 66-97 re: Accepting Bid for the Repair of the Courthouse Gutter System Project No. CH1324; Jefferson County Public Works; Queen City Sheet Metal and Roofing, Inc. 5. Shoreline Substantial Development Permit, SDP95-0008; To Modify the Existing Breakwater and Construct an Addition to the Existing Marina; Located at 310 Alcohol Loop Road, Port Hadlock; KCS/Hadlock, LTD. 6. Food and Beverage Purchase Request; Conducting Promotional Exam for Sheriff's Office; Jefferson County Civil Service Commission 7. Advance Travel/Out of State Travel Request; National Association of County Health Officials (N.A.c.H.O.) Conference in Houston, Texas; Jefferson County Health & Human Services; David Specter 8. Request to Park R. V.' s Overnight at East Beach Park on Marrowstone Island for a Reunion During the Last Week-end in July; Robert Hendrix COUNTY DEPARTMENT BRIEFINGS: COMMUNITY DEVELOPMENT: Community Development Director AI Scalf discussed the process used to review Shoreline Permits. These permits are required by the Shoreline Management Act which allows Counties to adopt their own Shoreline Management Master Plan. The County's Master Plan set up a combined Shoreline Commission for the County and City. Several years ago the County Page 2 1,101_ ?"'> .f{~e --- Commissioners Meeting Minutes: Week of June 2, 1997 and City each decided to have their own Shoreline Advisory Commission, but that Commission was dissolved when the Planning Commission was reconstituted earlier this year. Regulatory Reform requires consolidated review of permits ifthere is more than one permit required on a project, and allows only one open and one closed record hearing. Al Scalf recommends that all Shoreline permits (primary and secondary use) be reviewed by the Hearing Examiner, now that there is no longer a County Shoreline Commission. Chairman W ojt asked if the Board has a legal basis to do this? AI Scalf reported that the Prosecuting Attorney has reviewed this and advised that the Board should be asked for a motion of concurrence with the Regulatory Reform process on Shoreline permits. Gary Rowe reported that since the Regulatory Reform Act supercedes the Shoreline Program, this change could be made by resolution. John Holgate presented and reviewed the schedule of Comprehensive Plan activities. PUBLIC WORKS DIRECTOR: Klara Fabry reported that the Department is drafting a policy for work to be done for outside agencies and departments. The negotiations with the Port and the City on the Larry Scott Trail has resulted in a draft inter-local agreement. A meeting will be scheduled for risk management and legal review of that agreement. The traffic/parking problems on Seven Sisters Road were discussed. There were cars parked all along the road over the Memorial Day weekend by people using the State Park. The Public Works Department will send someone out to check into the problems in the area. Timber sales are needed to provide funds to repay the loan for the purchase of property in Quilcene and to help offset costs for Solid Waste. These sales were put on hold by the Department because staff did not have time to do the necessary work. Klara Fabry added that she would need to hire a consultant to do the work necessary to go forward with the timber sale. BUSINESS FROM COUNTY DEPARTMENTS: PUBLIC WORKS BUSINESS Funding Assistance for a Jv. Jv.RP. Project to the Interagency Committee for Outdoor Recreation (LA. C) as Provided in Chapter 43.98A RCW,. Larry Scott Memorial Trail Project: After review of further information submitted on this grant application, Commissioner Harpole moved to approve RESOLUTION NO. 67-97 approving the funding assistance grant application for a WWRP project as submitted. Commissioner Huntingford seconded the motion which carried by a unanimous vote. TREASURER HEARING re: Intent to Sell Surplus County Property: Chairman Wojt opened the public hearing on the intent to sell surplus County personal property. Hearing no comments for or against the declaration of this property as surplus, the Chairman closed the public hearing. Commissioner Harpole moved to approve RESOLUTION NO. 68-97 declaring the listed County Page 3 VOL 2'1 ,.~,Jl67 - Commissioners Meeting Minutes: Week of June 2, 1997 personal property surplus and setting the sale for June 28, 1997 at 10:00 a.m. Commissioner Huntingford seconded the motion which carried by a unanimous vote PUBLIC COMMENT PERIOD: No one was present to comment. PUBLIC WORKS Warren Steurer and Loring Bemis re: Facilities Division Update: Warren Steurer reported that the facilities budget is adequate to cover the cost of maintaining 31 buildings. The rents and leases for office spaces in non-County owned buildings totals $199,261.00 per year. The discussion then turned to the Multi-Services Building the County owns and rents office space to Community Action Council and the Community Counseling Services. PLANNING HEARING re: Emergency Ordinance No. 02-0505-97, Adopted Pursuant to Chapter 36.70.790 and Chapter 36. 70A.390 Revised Code of Washington Establishing "Interim Official Controls" (Subdivision Application Moratorium): AI Scalf reported that the RCW requires that a public hearing be held on any emergency ordinance within 60 days of its adoption. Assistant Planner Barry Berezowski then read the names and addresses of people who submitted written comments: Wade Johnston letter dated OS/23/97 Les and Miriam Smith letter dated 05/30/97 Gordon James letter dated 05/10/97 The Maizefield Company, R.S. Eggert letter dated 05/15/97 The Chairman then opened the public hearing. Julie Jaman, Olympic Environmental Council, stated that the Council is concerned that exemptions and variances continue to be granted, which they feel is in direct contradiction to the land use in the Interim Growth Strategy Ordinance. It appears that there is preferential treatment being given and there is no findings offact being provided for these exemptions or variances. At this point, there shouldn't be any kind of exemptions or variances allowed in the Glen Cove Study area. The moratorium seems to be the only viable way to continue with the intent of GMA and provide the options necessary for the Compre- hensive Plan to continue through its process. Until there are criteria and processes in place they encourage the County to continue with this moratorium. A letter will be forth coming from the Olympic Environmental Council. AI Boucher, Port Hadlock, stated that he presumed that the moratorium was in response to a perceived rush to the Permit Center in response to the release of the draft Comprehensive Plan with its land use map. This map reflected staff interpretations of Hearings Board rulings on the use ofland in rural areas. He proposes that this whole scenario has been superceded by enactment of selected portions of SB 6094 Page 4 ,VOL 2'1.~r ~ '168 Commissioners Meeting Minutes: Week of June 2, 1997 which amends RCW 36.70A.30. Amendments to section .320 calls for a deferential standard by the Hearings Board to include provisions for counties to balance priorities according to local circumstances. He suggests that Planning staffbe directed to revise the land use map cited in the draft Comprehensive Plan to reflect the spirit of SB 6094 as interpreted by the Board in conjunction with legal counsel. Carol Reigle stated that she submitted a letter dated April 28. AI Scalf will bring that letter forward for inclusion in the record of this hearing. Julie Jaman stated that any proposal to use or substitute any map would eliminate other options which haven't been under public review yet in the Comprehensive Plan process. The point is not to eliminate options. Carson Inman asked if this is still referring to the 12,500 square foot lots in Irondale? Chairman Wojt answered that this hearing is not on that, it is about the moratorium imposed on April 17, 1997 on new subdivision applications. Mr. Inman asked ifthere are any restrictions or guidelines being put on the number of units a piece ofIand can be subdivided into? Chairman Wojt explained that if a subdivision application was not in process before April 17, 1997, one will not be accepted during the period of this moratorium. Commissioner Harpole explained that several issues including septic exemptions, lot size and the impact of the new GMA legislation (SB 6094) will be the topic of a meeting with the Planning and Prosecuting Attorney's staffwhich is scheduled for June 11, 1997 from 2 to 5 p.m. Hugh Locke stated that he has been trying to subdivide his 5 acre piece of property that has 2 homes built on it, and had everything in place to go forward when the moratorium was put in place. He was called and told that allwork would stop on it because of the moratorium. He asked ifhe will be able to continue to subdivide this property or if he is going to be stuck with 5 acres with 2 houses on it? Carol Reigle stated that her circumstance is like Mr. Locke's. She had her information ready last December and was ready to come in for her pre-application appointment, but it was put offby the Planning Department for various reasons. She asked if the moratorium will be lifted. Chairman Wojt answered that is what has to be decided by the Board. Commissioner Harpole moved to adopt Ordinance No. 02-0505-97 with the 23 findings of fact as presented. AI Scalf reported that no action is necessary for the Board today if the moratorium is to be left in place. Commissioner Huntingford asked that the Board work to resolve the issues that have been hanging so that the moratorium can be lifted. Commissioner Harpole questioned if the findings in the ordinance have been adopted? AI Scalf reported that the Board needs to adopt the 23 findings by June 17, 1997 which will then keep the moratorium in place until July 17, 1997. The discussion continued regarding what action is required of the Board today. Chairman Wojt seconded the motion and called for a vote on it. Chairman Wojt and Commissioner Page 5 , VOL 23. ,~' ~ 169 Commissioners Meeting Minutes: Week of June 2, 1997 Harpole voted for the motion. Commissioner Huntingford voted against the motion. The motion carried. FACILITIES MANAGEMENT BID OPENING re: Work Release Facility for Sheriffs Office: Valerie Green opened and read the bids received as follows: (AIl bids include sales tax.) BIDDERS Shelter Modular, Capital Modular, Inc. Pacific Mobile Structures, Inc. Evergreen Mobile Company Modern Building Systems Mc Kinney Mobile Modular BID AMOUNT $79,628.00 79,317.29 83,604.00 77,267.84 75,357.00 77,716.00 Commissioner Huntingford moved to have the Public Works Department check the bids for accuracy and make a recommendation for bid award that is to the best advantage of the County. Commissioner Harpole seconded the motion which carried by a unanimous vote. Richard Nelson re: Clallam-Jefferson Community Action Council Weatherization Loans: Deputy Director of Public Services, David Goldsmith, reported that Mr. Nelson took out 2 separate weatherization loans for a house he owns. One of the loans did not require payments, and had no interest or penalty. The other loan had interest and a penalty, and required payments. Mr. Nelson has indicated that the Business Manager for CAC, who administered the loans, never indicated to him that there was any difference between the two loans, however. He did advise him that the loans would be paid offwhen the house was sold. 16 years later the house sold. Mr. Nelson stated that he asked about a payment on the loan and was told by CAC that there wasn't one due on the loan. Mr. Nelson explained that he would have made payments on the loan during the appropriate time frame, if he had known that he was supposed to. David Goldsmith explained that these loans are with the County, and CAC acts as the agent for them. He recommended that the County waive the penalty and refund that amount to Mr. Nelson. Mr. Nelson stated that he would like a portion of the interest refunded also, since it was accrued over 16 years and he would have paid off the loan per the required schedule if he had known at that time it was required. Commissioner Harpole moved to require Mr. Nelson to pay the original principal on both loans and the 3% interest on the second loan for a 10 year period and that the County will refund any amount over that to Mr. Nelson. Commissioner Huntingford seconded the motion which carried by a unanimous vote. The meeting was recessed at the conclusion of the scheduled business and reconvened on Tuesday morning with all Board members present. Discussion re: Planning Reorganization/Financial Impacts: Public Services Director Page 6 21 :,~r~ 170 VOL - Commissioners Meeting Minutes: Week of June 2, 1997 Gary Rowe presented a spreadsheet delineating costs for hiring the additional staff as requested by the Planning Department. He reported that he was just given information this morning that the Professional Services line for the final Comprehensive Plan EIS needs to be increased by $10,000 and the Clerk Hire line needs to be increased. Commissioner Harpole stated that he feels a salary increase should be given to the Senior Planner who is moved into the Senior/Principal Planning Manager position. Gary Rowe pointed out that the Senior Planner job description covers all of the elements of that position. Commissioner Harpole asked that the Human Resource Manager review this because there would be new duties in this position that a Senior Planner has not had the responsibility for previously. Commissioner Huntingford asked about the costs to date for the final EIS on the Comprehensive Plan? Senior Planner John Holgate reported that the public comment period on the EIS just ended, so the consultant hasn't done any work on that yet. The initial work to prepare the draft EIS has been completed, but he doesn't have the cost of that right now. Commissioner Harpole noted that he felt that the consultant that wrote the draft EIS still owes the County work on areas of the draft EIS that were incomplete. The additional budget supplement is estimated to be $73,213.00. John Holgate reported that a tempo- rary, full time intern is also needed. Gary Rowe noted that would be an additional $11,000.00 bringing the total to $84,213.00. The discussion turned to the need for a consultant and a project manager for the Tri Area Study. Commissioner Harpole asked how long these positions will be needed? He feels the need is there through March 9, 1998 when the Comprehensive Plan is finally adopted, but once that is done, the need for these positions will change dramatically. John Holgate noted that it will be hard to get the implementing ordinances required when the Comprehensive Plan is adopted, completed in one year. He feels 2 years is more realistic. Any time needed beyond the two years will be dependent on what is required for the Tri Area and Glen Cove studies. Klara Fabry explained that the Public Works Department has reviewed this and estimates they will need an additional .8 FTE position to maintain the elements of the Comprehensive Plan and that doesn't include any work on the Tri Area Study. Gary Rowe stated that what is being discussed here is an additional $320,000 above the adopted 1997 budget. This will mean there would be no additional funds available for any other budgets in 1998. Chairman W ojt asked how there will be accountability for these positions to get the job of adopting the Comprehensive Plan done by March 9, 1998? John Holgate stated that they are committed to that date and every week that goes by without hiring the staff needed condenses the time frame to do this work. He feels the schedule must be met and he recommends this staffbe hired to enable the Department to meet that deadline. He suggested that the team meetings be restructured to provide the Board with the informati9.n they need to make policy choices. Commissioner Harpole stated that he feels there is a need for two of the positions for 2 years, but some Page 7 VOL 23 :y,; 171 - Commissioners Meeting Minutes: Week of June 2, 1997 of the other tasks could be done by contract posItIOns. The discussion continued regarding the resources needed to complete the tasks required by the March'9, 1998 deadline. Commissioner Harpole moved to approve hiring an Associate and an Assistant planner as proposed on the condition that within the next two weeks a contract be brought forward to detail the work these positions will be responsible for doing; additional two staff (Assistant Planner and Planning Technician) be hired on a contract basis within a month; and that an additional amount be provided for clerk hire support until April 1998. Commissioner Huntingford noted that he feels discussion is needed about where the money will come from to pay for these new positions. Gary Rowe suggested that the budget can be restructured to identify expenses that will continue into the future from those that will only be for one year. Commissioner Huntingford seconded the motion which carried by a unanimous vote. Executive Sessions were held with the Director of Community Development and the Clerk of the Board and with the Director of Community Development and Director of Public Services, all regarding personnel matters. The meeting was recessed at the end of the scheduled business and reconvened on Thursday for an executive session with the Public Services Director and the Community Development Director regarding a personnel matter. All three Board members were present. The meeting was recessed at the conclusion of that business and reconvened on Friday with all three Board members present. Directions to Planning Staff: Commissioner Harpole moved to direct staff to cease any activity undertaken as a result of the Executive Session held on Tuesday June 3, 1997 and continued to Thursday afternoon June 5, 1997. Commissioner Huntingford seconded the motion which carried by a unanimous vote. ATTEST: ~~a. Lorna Delaney, CMC Clerk of the Board ~ l 1 -. ;::' Page 8 VOL ? ('), . 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