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HomeMy WebLinkAboutM090996 ¡[""""'.'..".""""."""""""""".""""',',',',",',',',',',"""',".".'""""",',",',',',',',',','........,',',',',',',',',',',',"....,',',',',",',',",',',',',',',',',',',','.',',',',',...,',',',',',',','.'.',','.'.'.'.'.','.',',',',',',',",',',',' ",' ',','.', ',',',w,',',','.',',',',',',',','.'.',',',',',',",',',',',',',',',',',',',',',',',',',',',',',',',',',','""...:¡ ¡: I [ JEFFERSON COUNTY BOARD OF COMMISSIONERS ' !,,; Distrkt No. 1 Commissioner: Robert Hinton, Member :' Distrkt No.2 Commissioner: Glen Huntingford, Member ¡! Distrkt No.3 Commissioner: Richard Wojt, Chairman \:\: Clerk of the Board: Lorna L. Delaney Director of Public Services: Gary A. Rowe II Deputy Director of Public Services: David R. Goldsmith I :'......, , , ,.." .., " , MINUTES Week of September 9, 1996 Chairman Richard Wojt called the meeting to order, Commissioner Robert Hinton and Commissioner Glen Huntingford were both present. Bob Minty. Emel"&ency Services Manager re: Special Event Permit: September 14. 1996: Ouilcene Fair: Commissioner Huntingford moved to approve the Special Event Permit for the Quilcene Fair. Commissioner Hinton seconded the motion which carried by a unanimous vote. Juvenile Services Director Lois Smith re: Work Order and Staffing Proposal: Becca Bill Impact Funding: State Department of Health and Human Services: Juvenile Services Director, Lois Smith, explained that this work order is for the impact funds from the Becca Bill for the County to process truancy, CHINS and Youth at Risk petitions. This $42,946 is a one time only funding, but it is anticipated that the legislature will continue funding during the next legislative session. She is proposing to fund a .6 or .8 FTE (full time equivalent) position. Commissioner Hinton noted that if a .6 or .8 FTE position is approved the costs for either are higher than the funding being received from the State. He asked where the extra funding will come from? Lois Smith answered that it will come from the Clerk's Office and then explained the workload impact to the offices involved. Commissioner Hinton moved to approve the work order with the State Department of Social and Health Services for Becca Bill funding. Commissioner Huntingford seconded the motion. Commissioner Huntingford noted that he feels the staffing proposal for an additional .6 FTE is appropriate and asked that this be added to the motion. Commissioner Hinton accepted this addition to his motion. Commis- sioner Huntingford seconded the amended motion which then carried by a unanimous vote. County Clerk Request to Increase Staff Hours from 35 to 40 Hours per Week Effective Immediately: Commissioner Huntingford moved to approve the request tfom the County Clerk to increase staff hours in that department from 35 hours per week to 40 hours per week starting immediately. Commissioner Hinton seconded the motion which carried by a unanimous vote. Application for Assistance from the Veterans Relief Fund: Commissioner Hinton moved to approve the application for assistance from the Veterans Relief Fund in the amount of $461.67 as submitted by the Service Officers Association. Commissioner Huntingford seconded the motion which carried by a unanimous vote. VOl 22 .,. ..... r.. :', Page 1 n 13~$,' "7', _c. .."', Commissioners Meeting Minutes: Week of September 9, 1996 PUBLIC SERVICES BRIEFING: Gary Rowe reported that preliminary 1997 budget requests are due this week. He then reviewed trends in revenues and reported that projections show that the County's revenue estimates are on track. . PUBLIC COMMENT PERIOD: The following items were discussed -- What the County's position is on the PUD's intention to file a Water Service Area agreement for the Tri Area and the need for the Board to take the lead on water issues. Do the citizens of the Tri Area have any say in who provides water to them? Al Scalf reported that the City has to have a public involvement process for their draft water plan and the PUD will also have to have a public hearing on any water plan they draft~ Who was invited by the County to the Tri Area community meeting? Al Scalf reported that the Planning Department went through the records of previous meetings and contacted anyone that had attended a meeting or expressed interest in the issue. A man stated that he supports Skookum in their recycling program. He suggested that the Solid Waste Advisory Committee should study how to cut costs in the recycling program. The difference between affordable housing and slums was discussed by a property owner. . . . . APPROVAL AND ADOPTION OF THE CONSENT AGENDA: Commissioner Hinton moved to approve and adopt the items on the consent agenda with the exception of item #3. Commissioner Huntingford seconded the motion which carried by a unanimous vote. 1. RESOLUTION NO. 79-96 re: In the Matter of Updating Article XIV Travel and Transportation Procedures of the Jefferson County Personnel Policy (Resolutions No. 133-92 and 20-93) PROCLAMA TION re: Jefferson County United Good Neighbor Day; September 11, 1996 AGREEMENT re: Emergency Restoration of the Quinault South Shore Road, Project #XOI243; Friend & Rikalo, Inc. AGREEMENT re: Professional Services; Pennit Review, Environmental Assessment and'Wetland Delineation; Jefferson County Pennit Center; CH2M Hill Inc. Final Plat Approval; Lords Lake Loop 1 Short Plat, #SUB95-0045; To Divide 21.2 Acre Parcel into 4 Recreational/Residential Lots; Located off of Leland Valley Road and Lords Lake Loop Road, Quilcene; Pacific Funding Corporation, Applicant Final Plat Approval; Lords Lake Loop 2 Short Plat, #SUB95-0046; To Divide 21.52 Acres into 4 Recreational/Residential Lots; Located off of Lords Lake Loop Road, Quilcene; View Associates Limited Partnership, Applicant Hearing Examiner's Findings, Conclusion and Recommendation; Conditional Use Pennit #ZON96-0005; To Expand an Existing Gravel Pit; Located in Gardiner; J & D Trucking, Applicant Findings and Conclusion; Shoreline Substantial Development Pennit, #SDP95-0004; To Divide 4.5 Acres into 3 Residential Lots; Bruce Bailey, Applicant 2. 3. 4. 5. 6. 7. 8. P1fflLIC WORKS DIRECTOR'S BRIEFING: Klara Fabry reported on the following: . A meeting has been scheduled for September 26, 1996 in the Tri Area to discuss the lrondale Road project. A consultant is being contacted to discuss transportation planning for this area. Chip sealing on the Egg and I Road is scheduled for this week. The mitigation for the Oil City Road (milepost 9) was not approved. A discussion of this project will be scheduled on the Board's agenda for next week. The pre-construction meeting on the Quinault/South Shore Road is scheduled for Wednesday. . . . vot 22 rAG: 0 13:'L~.; Page 2 Commissioners Meeting Minutes: Week of September 9, 1996 . Commissioner Hinton asked if the Public Works Department has addressed the letter regarding Bachelor Road in Gardiner? Klara Fabry reported that a meeting is scheduled with the property owners this week. The Public Works Department is working on a proposed schedule for a timber sale in the Quilcene area. The Chimacum Road project was selected as the best local road project in the State. The award will be presented at the next statewide conference. . . PUBLIC WORKS DEPARTMENT BUSINESS Bid Award Recommendation; Purchase of One (1) New or Used Tracked, Hydraulic Excavator; NC Machinery: Commissioner Huntingford moved to accept the bid for the tracked hydraulic excavator as submitted by NC Machinery. Commissioner Hinton seconded the motion which carried by a unanimous vote. Discussion re: Alljustment ofER&R Capital Outl~y Schedule: Commissioner Hinton moved to approve the adjustment to the ER&R Capital Outlay schedule as presented. Commissioner Huntingford seconded the motion which carried by a unanimous vote. Hearing Examiner's Recommendation; Vacation of a Portion of Phillips Avenue; Located in the Plat of Phillips Bay View Addition; Hank Sukert, Petitioner: Hank Sukert stated that he is satisfied with the Hearing Examiner finding and recommendation. Commissioner Huntingford moved to adopt the Hearing Examiner's recommendation for the vacation of a portion of Phillips Avenue. Commissioner Hinton seconded the motion which carried by a unanimous vote. Discussion re: Request for Rent Reduction for 1996; Clallam-Jefferson Community Action Council: Deputy Director of Community Services, David Goldsmith, reported that the Clallam Jefferson Community Action Council is requesting that the County subsidize or reduce the amount of rent that CAC is paying for the office space in the Multi-Services Building. They need relief from the amount of the rent increase that occurred for 1996. Any relief given to CAC for their rent will have an impact on the General Fund. Ken Lynn, Acting Director for CAC, explained that CAC budgeted for administrative costs to be 6 1/2% of their budget. The amount that CAC can charge to grants for rent, is the amount they paid for rent the previous year. More people are coming to the Community Centers for social services and the demands on funding are increasing. They have restructured their administration services and costs which has helped, but there is still about a $6,000 budget shortfalL CAC is willing to take over the custodial services for the building to help offset some of the rental costs. Bill Rielly, Director of CAC, stated they recently turned in their 1997 funding requests for the Commu- nity Centers, RSVP and other programs to the County Community Services Fund with a 2.8% increase. He then received notice of the new rental amount from the County and that increase is higher than the increase requested from the Community Services Fund. Facilities Manager, Warren Steurer, reported that the office space rental amount is composed of two components: a base rent fee of$6.95 per square foot per year, and a portion for other maintenance which is $4.81 per square foot per year or $.66 per square foot. This figure is composed of amounts for: supplies ($.30), fuel and utilities ($1.36) and custodial services ($2.13) and overhead ($.10). The base rent fee is less than what is charged for other office space in Port Townsend. Warren explained that one year the rent was less because lease improvements were made to the building by CAC and the County gave them a credit on their rent. CAC is also renting more square footage in the building than they were previously. He explained that if CAC is given a rent reduction then Facilities Management will have to make up the difference somewhere. If the custodial duties are turned over to CAC, he recommends that YOL 22 ~Ari~ 0 13J- . Page 3 Commissioners Meeting Minutes: Week of September 9, 1996 the reduction be at the $2.13 per square foot (they have approximately 5,000 square feet of office space). If that funding is reduced then, the Facilities Department will have to look at ways to cover this lack of revenue in the budget. There are common areas in the building, however, that the County would still be responsible for maintaining, even if CAC cleaned their own office spaces. If CAC took over their own custodial work, they would have to work closely with the County to advise of any other maintenance needs in the building. The 1997 rental rate includes an increase in the other maintenance portion of the rental fee from $4.29 to $4.81. Ken Lynn reported that the people in Jefferson County want to have the services provided in Port Townsend because they can have access to other services at the same time they come to the CAC offices. Commissioner Hinton asked Warren Steurer to meet with CAC to determine what alternatives there are for changing the amount of custodial services provided by the County and how much that would save CAC in rent. Klara Fabry reported that change in cost would be about $10,000. Ken Lynn noted that there is another $2,000 needed to cover services provided at the Community Centers. David Goldsmith noted that since this year is almost over, the subsidy for the custodial fee would have to be for the remainder of this year and next year, Chairman Wojt stated that if a rent subsidy is provided, that will change CAC's ability to charge for the difference in rent next year. Bill Reilly explained that the grant amounts may not change from year to year, but the amount going to direct services has to be decreased because of increased costs for administration. CAC's goal is to provide as many direct services as possible ftom the grant money available. Commissioner Huntingford asked that the Public Work's staff work with CAC to present options on the custodial work with the funding impacts for each, so the Board has information to make a choice. More information is also needed about the impacts to the Community Centers and what additional funding is needed for these services. Bill Reilly reported that the difference in rent between 1995 and 1996 was $24,400.00. David Goldsmith asked if CAC could reduce the amount of space they use in the building? Bill Reilly answered that they are pretty crowded in their offices right now. Warren Steurer reported that CAC currently rents 4,950 square feet of office space in this building. The cost for custodial services for this area is $10,543 with the County providing all the supplies and taking care of common use areas. Discussion re: Establishment of a County Road: Seton Road: Will Butterfield, Public Works, reported that a meeting was held yesterday with the property owners along Seton Road. Klara Fabry explained the three options to the property owners which are: 1) The property owners have the work done to bring the road up to County standards and then turn the road over to the County. The property owners pay the County $12,500 and the County does the work to bring the road up to County standards. The road is established as a County road and then improvements are included in the County's planning process. She reported that three property owners at the meeting advised that they can't do the funding in options 1 and 2. They agreed that they would like to have Seton Road established as a County Road, and to proceed with the establishment of a Road Improvement District to handle the costs needed for the improvement over time. 2) 3) Mr. Moore, a property owner in the area, reported that Admiral Marine is not willing to participate in the funding of these improvements immediately, He feels the proposal presented by the Public Works Department to establish an RID to fund the improvements is a good one. Sebastian Eggert stated that he agrees with Mr. Moore and is comfortable in contributing his fair share to the improvement of the road. He would like to see these road improvements made in a reasonable amount of time. Page 4 vat 22 fAr,: n -4 t'1'.i ~.. , ',.L ' - " ..J Commissioners Meeting Minutes: Week of September 9, 1996 Klara Fabry added that in the Comprehensive Plan, Transportation element, Seton Road is proposed as a through road and the proposed resolution identifies the development of the road as a through road, not as a dead end road. Commissioner Hinton asked what the process will be if this resolution is passed. Klara Fabry reported that the Board will establish Seton Road as a County road with the funding to come through the RID process. Chairman Wojt asked how long that process will take? Klara Fabry stated that it will probably take up to one year. The Board indicated that they would like to see an agreement for funding among the four (4) property owners pursued so these improvement can be made as soon as possible. Klara Fabry will discuss the legal issues with the Prosecuting Attorney's Office. Klara Fabry noted that the improvements would be made to the end of the existing road and that right-of- way would be secured to continue the road though to the next road. Sebastian Eggert stated that he has an easement on his property granted only to the Port Townsend Paper Company. Will Butterfield explained that there are some legal issues regarding right-of-way that will have to be worked out. Sebastian Eggert suggested that the County try to get the Port Townsend Paper Company and Power Company to participate in the road improvement district. The Board will review this proposed Resolution and make a decision on it next week. HEARING re: Closed Record Appeal of Hearin~ Examiner's Decision: Withdrawal of Garten Estates Preliminary LoRi: Subdivision #LPA92-0007: Robert Garten. Petitioner: Chairman Wojt opened hearing. The Chairman immediately recessed the meeting at the request of the Planning staff and the Prosecuting Attorney to allow discussion of a few issues with the applicant. After the recess, Community Services Director, Al Scalf, asked that the Board table the appeal process for two weeks and allow the applicant and the County to reach a stipulated agreement. Commissioner Huntingford moved and Commissioner Hinton seconded the motion to delay the appeal process for two weeks. The motion carried by a unanimous vote. The meeting was recessed at the conclusion of business on Monday and reconvened on Thursday. All three Board members were present. CONTRACT re: Emer¡:ency Restoration Work: Ouinault South Shore Road No. 911607. Project No. XO1243: Friend & Rikalo. Inc. Commissioner Huntingford moved to approve the contract with Friend and Rikalo, Inc. for the emergency restoration work on the Quinault South Shore Road. Commissioner Hinton seconded the motion which carried by a unanimous vote. MEETING ADJOURNED <, , , r' . ~ ,', (j' . . "'-, '. '. '--, ".' ~M-11cr~ ~ Lorna Delaney, CMC ' Clerk of the Board / Page 5 '.10'. 22 rM,: n t~ 1 '.