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MINUTES
WEEK OF NOVEMBER 6, 1995
The meeting was called to order by Chairman Glen Huntingford. Commissioner
Robert Hinton and Commissioner Richard Wojt were both present. The Board interviewed Janet
Welch who applied for a position on the Planning Commission.
COMMISSIONERS' BRIEFING SESSION
David Goldsmith. Deputy Director of Public Services re: Jefferson County
Retirees Excess Premiums and Prescription Reimbursements: David Goldsmith explained
that when the County switched to the UFCW Health and Welfare Plan for employees medical
insurance, there was no provision in that plan to cover County retirees. There is no coverage for
retirees under the Teamsters plan either. The County found individual coverage for the retirees
that were not eligible for MEDICARE. The County has picked up the cost of these plans for
retirees. The County also provides reimbursement for prescription drugs. There is no provision
in the law requiring that these benefits be provided to retirees. He noted that retirees can sign up
for the Basic Health care program through the State, but it doesn't deal with day to day expenses
or prescriptions. Most other counties don't provide any medical coverage for their retirees. The
County is obligated to provide insurance for LEOFF I (law enforcement) retirees. He asked that
the Board sing a memo to the retirees advising them that the County will not longer pay for these
costs effective March 31, 1996.
The Board asked that information be provided on how many retirees there ¡uf under MEDI-
CARE edibility age, and how much the plans will cost for these people. l <
PUBLIC SERVICES BRIEFING: Public Services Director Gary Rowe
reviewed maps which show all the plats that have been approved in Jefferson County since the
subdivision laws were established and another map that shows the plats approved since GMA.
He then reported on the following:
~ Proposals for the Public Defender contract have been received and he will be meeting
with the Board at a later date to make a determination on the best way to proceed.
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~ The FEMA Ordinance is in the process of legal review and should be coming before the
Board for fmal approval soon.
~ The Ordinance to adopt the Jefferson County Code is almost ready a public hearing to be
set.
~ The Shahda property acquisition (Big Quilcene River) has been completed.
~ The Board will be meeting with the Budget Manager tomorrow from 1 to 3 p.m. to review
and discuss the 1996 budget.
~ The Prosecuting Attorney has drafted a Water Resources Council Charter which should
be presented to the Board for their review soon.
~ The Public Works Department has been asked to set up a workshop to discuss, review and
prioritize capital facilities projects.
~ The Board needs to provide direction to formulate a response to the Fire District requests
for funding for Advanced Life Support.
~ There should be a resolution for the Board to adopt on the Irondale Incorporation petition
next week or the week after.
~ The request for extension of Seton Road beyond Otto Street has been referred to the
Public Works Department to start the process.
~ The language for accessory dwelling units is being drafted and will be sent to the
Planning Commission for review in the next couple of weeks.
Commissioner Hinton asked about the agreement signed April 3, 1995 with Fire District #6
regarding mitigation conditions on the County's transfer station project. He advised that he
discussed this with the Fire District Commissioners and they are willing to renegotiate this
agreement to be more acceptable to the County. Gary Rowe advised that he will work with Fire
District #6 to renegotiate this contract.
PUBLIC COMMENT PERIOD: The following comments were made: A
request for Commissioners Hinton and Huntingford to explain how the County will pay for
what's mandated in Referendum 48 if it passes in tomorrow's election, since have signed their
names to pamphlets in support of the referendum; the unanimous decision of the Planning
Commission to elect Gary Phillips Chairman; a problem a property owner who is proposing a
short plat is having with the Public Works Department because they are requiring him to put in a
joint access road which he doesn't want to put in; a request that the Board establish a more active
leadership role with regard to planning in the Tri Area due to a new policy from the City not to
provide water to rural areas outside a UGA on a "retail" basis; and a suggestion was made that
the Board hold weekly meetings with the Planning Staff to go over issues and give policy
direction.
APPROVAL AND ADOPTION OF THE CONSENT AGENDA: Commis-
sioner Hinton moved to delete Items 9,21,25,26 and 28 and to approve and adopt the balance
of the items on the Consent Agenda as presented. Commissioner W ojt seconded the motion
which carried by a unanimous vote.
1. RESOLUTION NO. 96-95 re: Amending Resolution No. 6-93 Appointing
County Representatives Pursuant to the Bylaws of the Washington Counties
Risk Pool
2. RESOLUTION NO. 97-95 re: Distribution of Proceeds from the Sale of Surplus
Real Property: The Pioneer Building
3. RESOLUTION NO. 98-95 re: Appointing the County SEP A Responsible Official,
Subdivision Administrator, Shoreline Administrator, Critical Areas Administrator,
Zoning Administrator, and Flood Management Responsible Official; Director of
Community Development
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4. RESOLUTION NO. 99-95 re: Creating a County Project Designated as XOl185
Emergency Reconstruction of Road and Placement of Bank Protection on a Section At
Quinault/South Shore Road.
5. RESOLUTION NO. 100-95 re: Vacation of a Portion of a Platted Alley in the Plat
of Irondale No.6; Michael Regan, Myresia Canete, Li-Li Mei Raigue1
6. RESOLUTION NO. 101-95 re: Revising a County Road Project Designated as
CRlll7 West Egg And I Road; Provides Preliminary Engineering, Right of Way,
Reconstruction and Resurfacing.
7. RESOLUTION NO. 102-95 re: Establishing the Name for a Private Road, Llama
Lane; Located on the East side of Airport Cut-Off Road near Irondale
8. Approval of High Cost Area Reimbursement for Travel for Klara Fabry, Public
Works Director
9. DELETE Approval of Mileage Allowance Reimbursement for September Only; Klara Fabry, Public Works
Director
10. Request for Payment of Fourth Quarter Allocation, $3,200.00; Domestic Violence
Sexual Assault Program
11. Appoint Member to Serve on the Gardiner Community Center Advisory Board;
Jennifer (Lee) Swenson replacing Judith Lynn; Term Expires 10/20/98.
12. Accept Resignation of Randy Brackett, City Representative, and Appoint Council
member Diane Perry-Thompson to the Solid Waste Advisory Committee
13. Appoint Member to Serve on the Water Utility Coordinating Committee (WUCC) as
an Alternate Voting Member for Kala Point Water System; Mike Langley, General
Manager, Kala Point Utility Company
14. Letter to US Coast Guard Air Station, T.C. Volk, Commanding Officer re: Veterans
Day Celebration at Coast Guard Station
15. Approval of Credit Card for Health and Human Services; Credit Limit Not to Exceed
$1,000.00
16. CONTRACT re: Juvenile Detention Services for 1996 and 1997 for the Department
of Juvenile Family Court Services; Clallam County Youth Services
17. CONTRACT re: Furnish One (1) New Mohawk TR50 Truck Shop Hoist for the
Jefferson County Maintenance Shop in Hadlock; Case Equipment
18. AGREEMENT re: Install Soft Drink/Juice Vending Machine at WSU Jefferson
County Cooperative Extension Office; Coca-Cola Enterprises
19. CONTRACT re: License No. 1-11-95 for Jefferson County to Use and Maintain
Right of Way Shine Road for a period of five (5) years; David Stroud
20. MEMORANDUM OF UNDERSTANDING re: Provide an Extension Program for
Jefferson County for a period of January 1, 1996 through December 31, 1996;
Washington State University Cooperative Extension
21. DELETE AGREEMENT re: Rental of 331 Fremont Avenue, Quilcene, Month to Month; Michael
Shahda See next item in Minutes
22. AGREEMENT, Addendum re: Amendments to Jefferson County Public Works
Labor Agreement; Article 15 Health & Welfare, Section 2; Article 18 Maintenance of
Benefits, Sections 1, 2, and 3; Teamsters Local 589
23. Request for Full Reconveyance; Septic System Repair Program Loan; Drew M. and
Pamela W. Elicker
24. Final Short Plat Approval SUB95-oo25 re: Foster Short Plat, 4 Lot Short Plat off of
Thunder Road Adjacent to Hastings Avenue, Port Townsend; Applicants, Ron and
Terry Foster
25. DELETE Findings, Conclusions, and Decision re: Petition to Alter the Chalmer's No.2 Plat for the Purpose
of Enlarging Existing Lots 1 and 2, Block 22, and Lot 14, Block 34 by Adding Adjacent Property From
Vacated Hessian Garden Tracts Plat; Jim Lindsay Representing Don Spigarelli See next item in
Minutes
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26. DELETE Findings, Conclusions, and Decision re: Appeal of Administrative Decision to Deny Three
Applications For Boundary Line Adjustments Filed by Jim Lindsay Representing Carl Johnson, Judith Johnson,
Don and Mary Spigarelli See next item in Minutes
27. Request to Open Right of Way; Portions of South Maple Street which abuts Block 4,
and First Street Between Blocks 10 and 11, in the Phillips Addition to Irondale;
Applicant Daryl Hedman
28. DELETE Request to Open Right of Way; To Open East Price Street from its present Terminus off of 5th
Avenue in the Plat of lrondale; Applicant Roger Brown See next item in Minutes
1) Findings. Conclusions. and Decision re: Petition to Alter the Chalmer's No.
2 Plat for the Purpose of Enlarging Existing Lots 1 and 2. Block 22. and Lot 14. Block 34:
Adding Adjacent Property From Vacated Hessian Garden Tracts Plat: Jim Lindsay
Representing Don Spigarelli AND 2) Findings. Conclusions. and Decision re: Appeal of
Administrative Decision to Deny Three Applications For Boundary Line Adjustments:
Filed by Jim Lindsay Representing Carl Johnson. Judith Johnson. Don and Mary
Spigarelli: Commissioner Wojt moved for approval of these items as presented. Commis-
sioner Hinton seconded the motion. The Chairman called for a vote on the motion. Commis-
sioner Hinton and Chairman Huntingford voted for the motion. Commissioner W ojt abstained
from voting. The motion carried.
Request to Open Right of Way: To Open East Price Street from its present
Terminus off of 5th Avenue in the Plat of Irondale: Applicant Roger Brown: Carson Inman
stated that he thought this matter was settled last January. Mr. Brown is planning to put access
to six lots he purchased from Mr. Hensel in front of Mr. Inman's property. Commissioner
Hinton moved to set this matter for review at 11: 15 a.m. on the November 13, 1995 agenda.
Commìssioner W ojt seconded the motion which carried by a unanimous vote.
Battson Short Plat: Commissioner Hinton moved to direct the Permit Center to
bring the Battson Short Plat to the Board for review of an administrative variance. Commis-
sioner W ojt seconded the motion which carried by a unanimous vote.
Findings. Conclusions. and Decision. #CAR94-0165: Appeal of an Adminis-
trative Decision of a Critical Area Ordinance Review for a Septic Permit Application:
Louis Christensen. Applicant: Dennis Thomason, Associate Planner, reported that the
administrative decision under the Critical Area Ordinance was appealed and the Hearing
Examiner recommends that the appeal be granted and that the septic permit be issued. Commis-
sioner Hinton moved to adopt the recommendation and fmdings of the Hearing Examiner as
submitted. Chairman Huntingford seconded the motion in the temporary absence of Commis-
sioner W ojt. The motion carried.
The Board directed thatthe Permit Center address the issues raised by the Hearing Examiner
regarding Waivers and asked that a report be made back to them on what changes are made. Mr.
Christensen asked that all fees and permits associated with his project be waived since this has
caused him fmancial hardship. The Board advised Mr. Christensen to submit his request in
writing.
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AGREEMENT re: Rental of331 Fremont Avenue. Ouilcene. Month to
Month: Michael Shahda: Public Works Director Klara Fabry stated that the sale of the Shahda
property to the County was closed at the fIrst of this month. The process for the rental of the
mobile home on this property back to Mr. Shahda was discussed with the Prosecuting Attorney
and he advised that because of the special circumstances, the legal requirements for lease of
County property can be waived.
Right of Way Agent, Eileen Simon, reported that this rental agreement is for a month to month
tenancy and will continue until Mr. Shahda can relocate. He has advised that he feels he can be
out by the fIrst of June. The rental amount is $400 per month and can be canceled with 30 days
written notice from Mr. Shahda or the County. Because the mobile home is owner occupied, no
damage deposit was required. Eileen Simon reported that Mr. Shahda has taken immaculate care
of the property. The letter of intent to Mr. Shahda from the County stated that he cannot allow
anyone else to stay in the mobile home.
Marl Phillips, Quilcene resident, stated that she feels that Mr. Shahda should be required to have
renters insurance and that nine months is an excessive amount of time for the County to rent that
property to him. She also said that $400 per month is too Iowa rental rate for that type of
mobile in the Quilcene area. Lorna Ward, Quilcene resident, agreed that the rent isn't high
enough and that the County should have a damage deposit like any other renter would be
required to pay.
Klara Fabry stated that the Prosecuting Attorney has reviewed this rental agreement. The
agreement requires that Mr. Shahda hold the County harmless for any damage to his household
goods during the rental period, and he is required to keep the property up to the same standard it
is in currently. Mr. Shahda did not take any relocation funds from the County.
Chairman Huntingford stated that he is concerned that the property be worth as much at the end
of the rental term as it is now. After further discussion of the rental rates in Quilcene and the
requirements placed on renters in general, Commissioner Hinton moved that the rental
agreement be changed to require a minimum rental of $525 per month; the payment of fIrst and
last months rent, a $500 damage deposit, and that the agreement be valid for a maximum of six
months. Commissioner W ojt seconded the motion which carried by a unanimous vote.
The meeting was recessed for lunch and reconvened at 2:00 p.m. for the following
business. Commissioner Hinton was not present for several items of business. Chairman
Huntingford and Commissioner W ojt were both present.
OPENING re: Voice Mail Requests For Proposals: Anne Sears, Administrative
Manager for the Information Services Division of Public Works, opened and read the RFP's
submitted by the following companies:
Dial Pro
Site 1 (Courthouse)
Site 2 (Sheriffs Office)
Site 1
Optional
PBX Upgrade
$43,949.00
12,196.00
$14,175.00
9,715.00
4,608.00
NSN
Site 2
,Oþtional
PBX. Upgrade
$10,863.00
3,147.00
17,180.00a
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AT&T
Site 1
PBX Upgrade
$45,514.00
194,688.00
Site 2
PBX upgrade
$34,352.00
53,952.00
The Public Works, Information Services Division and the V oiceMail committee, will be
reviewing the RFP's during the next three weeks, including system demonstrations in two weeks,
and will then make a recommendation back to the Board.
Review Date Set: Hearing Examiner's Recommendation. Finding. and
Conclusions for Preliminary Plat Approval: Teal Lake Village. Division 2 SUB-95-0004:
Commissioner Wojt moved to set review of the Hearing Examiner's fmdings and conclusions on
the preliminary plat approval for the Teal Lake Village Division #2 subdivision for November
13, 1995 at 10:35 a.m. Chairman Huntingford seconded the motion in the temporary absence of
Commissioner Hinton. The motion carried.
Discussion of Changing Hours of Operation at the Transfer Station and Drop
Box Sites: Public Works Project Manager Frank Hall explained that in the 1996 budget
preparation process studies have been performed to determine the best hours and days of
operations for the transfer station and drop box sites. The Solid Waste Advisory Committee
reviewed options for improving the budget for solid waste operations and they have presented
five options. The following is being proposed:
Q Close the transfer station on Sundays.
Q Closing the transfer station and drop boxes on the holidays identified in the Teamsters
Union contract with the exception of the day after Thanksgiving.
Q Change the days and hours of operation at the transfer station and drop boxes as follows:
Jacob Miller Transfer Station
Open 6 days a week 9:00 a.m. to 5:00 p.m.
Hadlock Drop Box Site
Open Sunday, Wednesday, and Saturday, 9:00 a.m. to 5:00 p.m.
Quilcene Drop Box Site
Open Monday, Wednesday and Friday 1:00 p.m. to 5:00 p.m.
Saturday 9:00 a.m. to 5:00 p.m.
Brinnon Drop Box Site
Open Thursday 1:00 p.m. to 5:00 p.m. and Sunday 9:00 a.m. to 5:00 p.m.
Coyle Drop Box Site
Open Sunday 1:00 p.m. to 5:00 p.m. and Wednesday 1:00 p.m. to 5:00 p.m.
Clearwater Drop Box
Open Sunday 1:00 p.m. to 5:00 p.m. and Wednesday 1:00 p.m. to 5:00 p.m.
Chairman Huntingford stated that he would like to see an article in the newspaper explaining
these changes before they are made. Commissioner W ojt stated that he feels this issue has been
delayed too long and these changes should be done as soon as possible. Frank Hall explained
that there will be notice and possibly a story in the newspaper about these changes.
Commissioner Wojt moved to approve RESOLUTION NO. 103-95 with the condition that as
much notice as possible be given to the public regarding these changes. Chairman Huntingford
seconded the motion in the teiÌìporary absence of Commissioner Hinton and asked if the Leader
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would run an article regarding these changes and the need for them. The Leader reporter
indicated that a story would be written. The motion carried.
APPROVAL OF THE MINUTES: Commissioner Wojt moved to approve the
minutes of October 16 and 23, 1995 as presented. Chairman Huntingford seconded the motion
in the temporary absence of Commissioner Hinton. The motion carried.
Donna Eldrid2e. Auditor Presentation Of: 1) Document Imal:inl: System for
Verifyin2 Sil:natures on Absentee Ballots and Petitions. 2) Reor2anization of Office
Staff, and 3) Lease Space to Title Companies: Auditor Donna Eldridge came before the
Board to discuss the following items:
Lease Space to Title Companies: The three title companies in this area would like to lease a
space to place their own copier within the Auditor's Office to copy all of the original recorded
documents. Currently they buy paper copies of everything that is microfilmed from the
microfilm companies at a cost of about $21,000 per year. The space rental is estimated at a
value of $60 per month. Commissioner W ojt asked if there is any question regarding copy write
on the documents to be copied? Mark Burnfield, Records Manager, reported that there isn't a
question of copy write on public records.
David Goldsmith, Risk Manager, asked what would happen if an original document was lost?
Office Supervisor, Brenda Huntingford, explained that the Auditor's Office would microfilm the
originals before the documents would be copied by the Title Companies. The Auditor's Office is
responsible for the original documents. Chairman Huntingford asked if there is space in the
Auditors' Office to do this? Brenda Huntingford answered that there is space in the turret where
the microfilming is done.
David Goldsmith reported that they need to look into possible liability of having non-County
workers working in the building. The Board agreed that the Risk Manager and the Auditor work
on developing an agreement for the Title Companies as suggested.
Signature Verification through a Document Imaging System: Donna Eldridge reported that
it takes 1.78 minutes for staff to verify the signature for each absentee ballot returned. If they
have the new signature verification technology it would take about 16 seconds to do the same
verification.
Commissioner W ojt explained that it his understanding that the signature in the poll book from a
previous election and the signature on the absentee ballot have to be compared. What takes the
time is fmding the signature in the poll book.
Roger Harrison, Information Services, reported that the system would be a document imaging
system. The system comes in modules and the signature verification would be the fIrst module
to be purchased. Commissioner Hinton asked the cost of the equipment and software for
signature verification? Roger Harrison answered that the basic cost is $18,800.00 with another
$3,000 to $5,000 in equipment/software to upgrade the current computer system. He noted that
there are network upgrades that need to be done before this system would work on the AS400.
He added that the other system upgrades are estimated to cost about $30,000 to $50,000. The
discussion then>continued regarding how the upgrades for the AS400 would be paid for.
The Board asked that Information Services provide more information on the costs of the network
upgrades.
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Reorganization of the Office Staff: Qonna Eldridge stated that the Auditor's Office is working
in self managed teams. The proposal i$ to have the Auditor's Offi,:e take on a number of the
responsibilities that were assigned to the Administrative Manager in the Commissioners/Public
Service budget, since the person in that position is retiring at the end of the year. This would
require the reinstatement of the AS08 Senior Administrative Clerk position in the Auditor's
Office. She then explained that she is asking for a Chief Deputy position in the Auditor's Office,
and changing two other mid-managem¢nt positions in the office.
The discussion continued regarding th~ changes being proposed. Commissioner Hinton asked
that the Auditor put the different OptiOI~S and requests in writing including the cost impacts of
each, so that the Board can review the$ during the budget process.
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The meeting was recessed on Monday at the conclusion of the scheduled business.
On Wednesday morning the Clerk of tl).e Board was in contact, by phone, with the Board
regarding the following business:
Declaration of Emergenicy: Weather Conditions and Flooding in the West
End: After reports from the Public Works Director and the Emergency Services Coordinator,
Commissioner Wojt moved to approve!RESOLUTION NO. 104-95 declaring an emergency
due to weather conditions on Tuesday November 7 and Wednesday November 8,1995 which
caused flooding in the West End of the! County. Chairman Huntingford seconded the motion
which carried.
MEETING ADJOURNED
JEFFERSON COUNTY
BOARD OF COMMISSIONERS
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Clerk of the Board
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