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HomeMy WebLinkAboutM031620 - to include HEARING COMMENT re: Community Development Block Grant (CDBG) 44,soN 4 prys IIN("t°i MINUTES Jefferson County Board of Commissioners Regular Meeting — Monday, March 16, 2020, 9:00 a.m. Jefferson County Courthouse— Commissioners' Chambers 1820 Jefferson Street, Port Townsend, WA CALL TO ORDER: Chair Greg Brotherton called the meeting to order at the appointed time in the presence of Commissioner Kate Dean and Commissioner David Sullivan. Chair Brotherton noted that public comments can be submitted and read aloud during the Commissioner meeting by emailing: PublicComments@co.jefferson.wa.us. PUBLIC COMMENT PERIOD: The following is a summary of comments made by individuals in attendance at the meeting and reflect their personal opinions. The following were present to give Public Comment: • Comment regarding videotaping of Commissioners meetings, local groups are cancelling their meetings and the Jefferson County Sportsmens Association should too. • Comment regarding a request for information regarding Growth Management Act(GMA) funding. • Comment regarding COVID-19. The following submitted comments via email which were read aloud by the County Administrator: • Comment regarding the County's inability to perform styrofoam recycling. • Comment regarding their septic system and Environmental Health Department's response to their issue. • Comment regarding the new option for receiving public comments and a request to make emailed correspondence information available online. • Comment regarding the effects of COVID-19 on the business community. The Commissioners and County Administrator addressed comments and concerns raised during the Public Comment Period. APPROVAL AND ADOPTION OF THE CONSENT AGENDA: Commissioner Sullivan moved to approve the items on the Consent Agenda as presented. Commissioner Dean seconded the motion which carried by a unanimous vote. 1. RESOLUTION NO. 12-20 re: Emergency Declaration for Public Health Emergency for COVID -19 2. AGREEMENT re: Governmental Liaison and Legislative Services for Upper Hoh Road Management, General Roads Support, and Port Hadlock Wastewater Systems Project; In the Amount of$88,000; Jefferson County Public Works; Strategies 360, Inc. 1 Commissioners Meeting Minutes of March 16, 2020 3. ADVISORY REAPPOINTMENT re: Gardiner Community Center Board of Directors; Three Year Term to Expire December 31, 2021; Barbara Reavis 4. ADVISORY BOARD APPOINTMENT re: Conservation Futures Citizen Oversight Committee; Four Year Term to Expire March 16, 2024; Culture and History Representative, Linda Saunders 5. MINUTES re: Regular Meeting Minutes of March 9, 2020 and Special Meeting Minutes of March 10, 2020 6. Payment of Jefferson County A/P Warrants Done by Payroll Dated March 6, 2020 Totaling $136,781.12 (Records of all claims submitted for payment along with A/P Warrants approved by the Payroll Services Manager are retained in the Jefferson County Auditor's Office) PROCLAMATION re: Proclaiming the Week of March 15,2020 as Sunshine Week: The proposed proclamation proclaims that during this week and throughout the year,the Board of County Commissioners commit to continuing to enhance the public's access to government records and information, to increase information provided electronically and online, and to ensure that all meetings of deliberative bodies under its jurisdiction, and their committees, are fully noticed and open to the public; and we encourage all people to join us in observing the importance of transparency and openness in a free society. After all three Commissioners read aloud the proclamation, Commissioner Dean moved to approve the Sunshine Week Proclamation. Commissioner Sullivan seconded the motion which carried by a unanimous vote. WEEKLY UPDATE re: COVID-19: Jefferson County Public Health Officer Dr. Tom Locke and Emergency Management Director Willie Bence briefed the Board on updated COVID-19 statistics and explained how the County is handling the virus. The meeting was recessed at 10:40 a.m. and reconvened at 10:45 a.m. with all three Commissioners present. HEARING re: Community Development Block Grant(CDBG) for 2020 Public Service Grant Application and Closeout of 2019 Public Services Grant; Olympic Community Action Programs (OIyCAP): O1yCAP Director Cherish Cronmiller reviewed O1yCAP services and answered questions posed by the Board. Chair Brotherton opened the hearing for public testimony. As there were no comments from the public, Chair Brotherton closed the public hearing. Commissioner Sullivan moved to approve RESOLUTION NO. 13-20 re: Community Development Block Grant(CDBG) for 2020 Public Service Grant Application and Closeout of 2019 Public Services Grant; Olympic Community Action Programs (O1yCAP). Commissioner Dean seconded the motion which carried by a unanimous vote. Director Cronmiller discussed OIyCAP's response to the COVID-19 virus and how it is affecting community centers, food banks, shelters, youth and health care. DISCUSSION re: BID AWARD: Official County Newspaper: Clerk of the Board/Human Resources Manager Erin Lundgren reviewed the two bids that were received. After deliberation, Commissioner Sullivan moved to award the Bid to the Peninsula Daily News. 2 Commissioners Meeting Minutes of March 16, 2020 Commissioner Dean seconded the motion. After further discussion, Chair Brotherton called for a vote on the motion. Chair Brotherton and Commissioner Sullivan voted in favor of the motion, Commissioner Dean voted against the motion. The motion carried. CONTINUED DELIBERATION re: Adoption of a Jefferson County Social Media Policy: County Administrator Philip Morley reviewed the final draft of the policy with the Board. After review, Commissioner Dean moved to approve RESOLUTION NO. 14-20 re: Adoption of Jefferson County Social Media Policy. Commissioner Sullivan seconded the motion which carried by a unanimous vote. DISCUSSION re: Upcoming Special Meetings: County Administrator Philip Morley stated that the previously scheduled Board of County Commissioners Special Meeting to be held on March 17, 2020 at Camp Beausite for a Senior Management Retreat has been cancelled. He stated that in the Commissioners will now be holding a Special Meeting on March 17, 2020 at 1:30 p.m. in the Commissioners' Chambers to discussion County Preparations for COVID-19, with various Elected Officials and Department Directors. The meeting was recessed at 11:54 a.m. and reconvened at 1:32 p.m. with all three Commissioners present. COUNTY ADMINISTRATOR BRIEFING SESSION: County Administrator Philip Morley reviewed the following with the Board. • Review of items to discuss • Policy Management Meeting; debriefing • COVID-19; further discussion • Commissioners' Briefing Session • Calendar Coordination • Miscellaneous topics The meeting was recessed at 2:45 p.m. and reconvened 3:04 p.m. with all three Commissioners present. Commissioner Dean shared information from a John Hopkins Coronavirus Tracker. CLOSED SESSION: A Closed Session was scheduled from 3:00 p.m. to 3:30 p.m. Chair Brotherton announced that the Closed Session will be held from 3:07 p.m. to 3:37 p.m. with the County Administrator, Clerk of the Board/Human Resources Manager, and Labor Consultant to Plan or Adopt the Strategy or Position to be taken by the governing body during the course of Collective Bargaining, Professional Negotiations, or Grievance or Mediation Proceedings, or to Review the Proposals Made in Negotiations or Proceedings while in progress not subject to the Open Public Meetings Act under exemption RCW 42.30.140(4)(b). The Board resumed the regular meeting at 3:37 p.m. Chair Brotherton announced that the Board will be extending the Closed Session from 3:39 p.m. to 4:09 p.m. The Board resumed the regular meeting at 4:09 p.m. Chair Brotherton announced that the Board will be extending the Closed Session from 4:10 p.m. to 4:25 p.m. The Board concluded the Closed Session and resumed the regular meeting at 4:25 p.m. Commissioner Sullivan moved to authorize the County Administrator to issue a statement of the Board's 3 Commissioners Meeting Minutes of March 16, 2020 Policy intent to allow use of sick leave and paid leave including potential use of negative sick leave balance as a final safety net after considering best use of paid state and federal benefits for 1) Staff off work because they are sick or taking care of someone sick, or are on quarantine; and 2) Staff who have no childcare because schools are closed. Commissioner Dean seconded the motion. After a brief discussion, Chair Brotherton called for a vote on the motion. The motion carried by a unanimous vote. NOTICE OF ADJOURNMENT: Commissioner Sullivan moved to adjourn the meeting at 4:28 p.m until the next regular meeting or special meeting as properly noticed. Chair Brotherton stated the;,meet ng is,adjourned. oto P„' r ',” �� JEFFER ON COUNTY ,rc' 3, - V �� ` BOA 1 • ONERS SEAL: , i �,; O 4' 4ID\ irk :). _,: ,rs ` reg Brotherton, Chair n-G ATTEST: David Sullivan, Member (2,./ i k, 64.64441 r._..a._._.____--- Caroly Gallaway, CM Kate Dean, Member Deputy Clerk of the Board 4 JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Philip Morley, County Administrator FROM: Leslie Locke, Executive Assistant DATE: March 2, 2020 SUBJECT: HEARING NOTICE re: Community Development Block Grant (CDBG) Application; 2020 Public Service Grant and Close Out of the 2019 Public Service Grant; Olympic Community Action Programs (OIyCAP); Hearing Scheduled for Monday, March 16, 2020 at 10:00 a.m. in the Commissioners' Chambers STATEMENT OF ISSUE: OIyCAP, a non-profit organization, has requested that the County continue to work with them to administer a CDBG Grant from CTED. The State requires a governmental agency to receive the funds. ANALYSIS: In 1998, Jefferson County and O1yCAP entered into an agreement(F-98-74098-047) with CTED for a CDBG Grant to provide essential services to low-income clients in Jefferson County. A grant application is submitted annually in order to continue funding. A public hearing is required. At this hearing, the Board will also take comments on the new grant proposal and on the activities from the previous year in order to close out the 2019 grant. FISCAL IMPACT: The total 2020 grant funding available for Jefferson County is $110,321. RECOMMENDATION: The Board sign the hearing notice on the CDBG Grant. The hearing is set for Monday, March 16, 2020 at 10:00 a.m. in the Commissioner's Chambers. The notice will be published in The Leader on March 4 and 11, 2020. REVIEWED By: / l !' Philip Morley, Aunty Administrator Date Please publish 2 times: March 4 and 11, 2020 Contact Person: Leslie 385-9100 Bill to: Jefferson County Commissioners P.O. Box 1220 Port Townsend, WA 98368 Bill Account# 15829 (Non-Departmental) NOTICE OF PUBLIC HEARING NOTICE IS HEREBY GIVEN that a public hearing is scheduled by the Jefferson County Board of Commissioners for Monday, March 16, 2020 at 10:00 a.min the Commissioners' Chamber, County Courthouse, 1820 Jefferson Street, Port Townsend, WA 98368. The purpose of the public hearing is to review community development and housing needs, inform citizens of the availability of funds and eligible uses of the State Community Development Block Grant(CDBG), and receive comments on proposed activities, particularly from lower income persons residing in Jefferson County. $110,321 is proposed to be available annually to Jefferson County and the Olympic Community Action Programs (OIyCAP)to fund public service that principally benefit low- and moderate-income persons. An overview of the proposed public services will be available for review at the Jefferson County Commissioners Office, from 8:30 a.m. to 4:30 p.m. Monday through Friday. Comments may also be submitted in writing to the Jefferson County Commissioners until the date of the hearing. Comments on the County's and Olympic Community Action Programs' (OIyCAP) past performance and use of their 2019 CDBG Public Services Grant will also be received. The Commissioners Chambers is handicap accessible. Arrangements to reasonably accommodate special needs, including handicap accessibility or interpreter, will be made upon receiving 24- hour advance notice to the County Commissioners Office at 360-385-9100; 1820 Jefferson Street, Port Townsend, WA 98368. Signed this 2nd day of March, 2020. JEFFERSON COUNTY BOARD OF COMMISSIONERS Greg Brotherton, Chair 2020 CDBG PUBLIC SERVICES GRANT AMOUNTS -proposed COUNTY GRANT GRANT TOTAL SUBRECIPIENT—SERVICE PROVIDER (including county CONTRACT# COMMUNITY ACTION PROGRAM SERVICE AREA administration) Asotin 20-62210-001 Community Action Partnership Asotin $38,673 Benton 20-62210-002 Benton Franklin Community Action Connections Benton, Franklin $66,381 Chelan 20-62210-003 Chelan-Douglas Community Action Council Chelan, Douglas $61,155 Cowlitz 20-62210-004 Lower Columbia Community Action Council Cowlitz, Wahkiakum $69,179 Grant 20-62210-005 Opportunities Industrialization Center Adams, Grant $120,684 Grays Harbor 20-62210-006 Coastal Community Action Program Grays Harbor, Pacific $107,761 Jefferson 20-62210-007 Olympic Community Action Programs Clallam, Jefferson $110,321 Kittitas 20-62210-008 HopeSource Kittitas $84,239 Klickitat 20-62210-009 Washington Gorge Action Programs Klickitat, Skamania $70,845 Mason 20-62210-010 CAC of Lewis, Mason and Thurston Counties Lewis, Mason $102,225 Okanogan 20-62210-011 Okanogan County Community Action Council Okanogan $84,171 Skagit 20-62210-012 Community Action of Skagit County Skagit $62,168 Stevens Ferry, Lincoln, Pend 20-62210-013 Rural Resources Community Action Oreille, Stevens $90,685 Walla Walla Columbia, Garfield, 20-62210-014 Blue Mountain Action Council Walla Walla $44,475 Whatcom Opportunity Council Island, San Juan, $131,227 20-62210-015 Whatcom Whitman 20-62210-016 Community Action Center Whitman $100,203 Yakima 20-62210-017 Northwest Community Action Center Yakima $155,608 TOTAL $1,500,000 ç ' riNt\- L( 6 ' * 1.37 INLO, STATE OF WASHINGTON County of Jefferson In the Matter of Establishing } A Grievance Procedure } for CDBG Public Services Grant } RESOLUTION NO. 30-12 WHEREAS,Jefferson County is applying to the Washington State Department of Commerce for Community Development Block Grant(CDBG)Public Services Grant funding; and, WHEREAS, it is necessary that certain conditions be met as part of the application. NOW, THEREFORE, BE IT RESOLVED,that the Board of Jefferson County Commissioners establish a Grievance Procedure for the CDBG Public Services Grant as follows: 1. Submit complaints in writing to the County Administrator for resolution. A record of the complaints and action taken will be maintained. A decision by the County Administrator will be rendered within 15 working days; 2. If the complaint cannot be resolved by the County Administrator to the satisfaction of the requestor; then the complaint will be heard and discussed by the governing,elected body at an open public meeting. A written decision will be made within 30 working days. The decision of the governing body is final; 3. A record of action taken on each complaint will be maintained as a part of the records or minutes at each level of the grievance process. APPROVED AND ADOPTED this 29th day of May,2012. ' E . •ill. . •, `,, ° . • `$ 1 JEFFERSON COUNTY • BO• ' s OF COMMISSIONERS 1 • , .• -. s,. d 44,,. % • A• ' AT ;,.,, • �i •" � Jo#: Austin, Chair c ( x e 14.s e 4( 7-06,..1..e....,,....tc,) Zf,—.4L.,L.L c t..,..- Phil Jos , .n,Member Erin Lundgren , 11,,..,;(4-----7 jJ Clerk of the Board c,� Davis Sull , em r Local Government Division ()Department of Commerce Community Development Block Grant Strengthening rural communities through project that benefit low- and moderate-income persons GENERAL.PURPOSE GRANTS $9,000,000 C OUR CORE PURPOSE For planning or construction of public infrastructure,community facilities,affordable Grow and improve jobs in Washington housing,and economic development projects. State by championing thriving communities,a prosperous economy, Competitive. Maximum grant up to$750,000 based on project type. Application materials available in March and due in June. and suitable infrastructure. ECONOMIC OPPORTUNITY GRANTS $1,000,000 C PROGRAM CONTACT Kaaren Roe For state and local priority projects resulting in economic resilience and development Section Manager in rural communities. Local Government Division Competitive. Application materials available in July and accepted after the state 360.725.3018 Capital Budget is approved. kaaren.roe@commerce.wa.gov HOUSING ENHANCEMENT GRANTS $200,000 © ELIGIBILITY GUIDELINES: For off-site infrastructure or the community facility component of a state Housing Eligible applicants are Washington State Trust Fund project. cities/towns with less than 50,000 in Competitive. Maximum grant generally$200,000. Application materials available in population and not participating in a CDBG July and accepted with a HTF Stage 2 application. entitlement urban county consortium;and counties with less than 200,000 in PUBLIC SERVICES GRANTS $1,500,000 population.Eligible cities/towns and For 17 counties and community action agencies to fund new or expanded services for counties are listed on the CDBG website. lower income persons. Allocated by formula based on population and poverty. Application materials Special purpose districts,public housing available in February and due in April. authorities,community action agencies, economic development councils,other non-profit organizations,and Indian tribes HUD NATIONAL OBJECTIVES are not eligible to apply directly to the state CDBG Program for funding,but may CDBG project activities must meet one of three HUD National Objectives: be a partner in projects and subrecipient • Principally benefits low-and moderate-income(LMI)persons of funding with an eligible city/town or • Aids in the prevention or elimination of slums or blight county applicant. • Addresses imminent threat to public health or safety 1011 Plum Street SE,Olympia,WA 98504 hltp:/Jwww.comrnerce.wa.guv/cdbg 1/10/18 Washington State Department of ISO SO Commer.ce tot leemmor7 160.1, so ffi .r ,..S RURAL COMMUNITY GRANTS FOR ACTIVITIES THAT BENEFIT LOW-AND MODERATE-INCOME PERSONS COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) General Purpose Grants $12,000,000 Agency contact For planning or construction of public infrastructure, community Kaaren Roe facilities, affordable housing, and economic development projects. SECTION MANAGER Competitive. Maximum grant up to $900,000 based on project type. Application materials available in March and due in June. Local Government Division kaaren.roe@commerce.wa.gov Housing Enhancement Grants $200,000 i Phone: 360.725.3018 For off-site infrastructure or the community facility component of a www.commerce.wa.gov/CDBG state Housing Trust Fund project. Competitive. Maximum grant is $200,000, with potential additional hardship funding. Initial CDBG ELIGIBLE APPLICANTS: application forms are submitted with a HTF Stage 2 application. Washington State cities/towns with less than 50,000 in Public Services Grants $1 ,500,000 population and not participating For 17 counties and community action agencies to fund new or in a CDBG entitlement urban county consortium; and counties expanded services for lower income persons. Allocated by a with less than 200,000 in formula based on population and poverty. Application materials population. A complete list is on available in February and due in April. Commerce's CDBG webpage. Other public and non-profit National Objectives entities and Indian tribes are not eligible to apply directly for state Funded by the US Department of Housing & Urban Development, CDBG funding, but may be a CDBG activities must meet one of these national objectives: partner in projects and subrecipient of funding with an • Principally benefits low-and moderate-income (LMI) persons. eligible city/town or county. • Aids in the prevention or elimination of slums or blight. • Addresses imminent threat to public health or safety COMMUNITY DEVELOPMENT Funding is contingent on HUD approval of the state CDBG Action Plan. BLOCK GRANT PUBLIC HEARING HANDOUT Federal Citizen Participation Requirements For Local Government Applicants to the State CDBG Program Federal Regulations 24 CFR 570.486 (a) (a) Citizen participation requirements of a unit of general local government. Each unit of general local government shall meet the following requirements as required by the state at Sec. 91.115(e) of this title. (1) Provide for and encourage citizen participation, particularly by low and moderate income persons who reside in slum or blighted areas and areas in which CDBG funds are proposed to be used; (2) Ensure that citizens will be given reasonable and timely access to local meetings, information, and records relating to the unit of local government's proposed and actual use of CDBG funds; (3) Furnish citizens information, including but not limited to: (i) The amount of CDBG funds expected to be made available for the current fiscal year (including the grant and anticipated program income); (ii) The range of activities that may be undertaken with the CDBG funds; (iii) The estimated amount of the CDBG funds proposed to be used for activities that will meet the national objective of benefit to low and moderate income persons; and (iv) The proposed CDBG activities likely to result in displacement and the unit of general local government's anti-displacement and relocation plans required under Sec. 570.488. (4) Provide technical assistance to groups representative of persons of low and moderate income that request assistance in developing proposals in accordance with the procedures developed by the state. Such assistance need not include providing funds to such groups; (5) Provide for a minimum of two public hearings, each at a different stage of the program, for the purpose of obtaining citizens' views and responding to proposals and questions. Together the hearings must cover community development and housing needs, development of proposed activities and a review of program performance. The public hearings to cover community development and housing needs must be held before submission of an application to the state. There must be reasonable notice of the hearings and they must be held at times and locations convenient to potential or actual beneficiaries, with accommodations for the handicapped. Public hearings shall be conducted in a manner to meet the needs of non-English speaking residents where a significant number of non-English speaking residents can reasonably be expected to participate; (6) Provide citizens with reasonable advance notice of, and opportunity to comment on, proposed activities in an application to the state and, for grants already made, activities which are proposed to be added, deleted or substantially changed from the unit of general local government's application to the state. Substantially changed means changes made in terms of purpose, scope, location or beneficiaries as defined by criteria established by the state. (7) Provide citizens the address, phone number, and times for submitting complaints and grievances, and provide timely written answers to written complaints and grievances, within 15 working days where practicable.