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HomeMy WebLinkAbout088 01 ~ ~ }/I'/'I-#/)( - ~, STATE OF WASHINGTON County of Jefferson In the Matter of Certifcation of Compliance for CDBG Public Services Grant } } } RESOLUTION NO. 88-01 WHEREAS, Jefferson County is applying to the State Office of Community Development for funding assistance; and, WHEREAS, it is necessary that certain conditions be met as part of the application; and, WHEREAS, Charles Sadder, County Administrator is authorized to submit this application to the State of Washington, on behalf of Jefferson County; and, NOW; THEREFORE, BE IT RESOL VED, that the Board of Jefferson County Commissioners authorizes submission of this application to the State Office of Community Development to request $127,646.00 to fund public service activities in coordination with the Olympic Community Action Agency, and certifies that, if funded, it: .. Will comply with applciable provisions of Title I of the Housing and Community Development Act of 1974, as amended and other applicable State and federal laws; .. Has provided opportunities for citizen participation comparable to the State's requirements (those described in Section 104(a)(2)(3) of the Housing and Community Development Act of 1974, as amended); has complied with all public hearing requirements and provided citizens, especially low- and moderate-income persons, with reasonable advance notice of, and the opportunity to present their views during the assessment of community development and housing needs, during the review of available funding and eligible activities, and on the proposed activities; .. Has provided technical assistance to citizens and groups representative of low- and moderate-income persons that request assistance in developing proposals; .. Will provide opportunities for citizens to review and comment on proposed changes in the funded project and program performance; .. Will not use assessments against properties owned and occupied by low- and moderate- income persons or charge user fees to recover the capital costs of CDBG-funded public improvements from low- and moderate-income owner-occupants; .. Will establish a plan to minimize displacement as a result of activities assisted with CDBG funds; and assist persons actually displaced as a result of such activities, as provided in the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as amended; .. Will conduct and administer its program in conformance with Title VI of the Civil Rights Act of 1964 and the Fair Housing Act, and will affirmatively further fair housing, (Title VIII of the Civil Rights Act of 1968); and ~ Has adopted and enforce a policy prohibiting the use of excessive force by law enforcement agencies within its jurisdiction against any individuals engaged in nonviolent civil rights demonstrations; and has adopted and implemented a policy of enforcing applicable State and local laws against physically barring entrance to or exit from a facility or location which is the subject of such nonviolent civil rights demonstrations within its jurisdiction, in accordance with Section 104(1) of the Title I of the Housing and Community Development Act of 1974, as amended; and ~ Will provide, upon request, and prior to any obligation of funds being made, a complete and accurate CDBG Federal Funds Disclosure Report detailing the required applicant/grantee information, and as appropriate other government assistance provided or applied for, interested parties and expected sources, and uses of funds. BE IT FINALLY RESOL VED, that the Board of Jefferson County Commissioners, designates the County Administrator, as the authorized Chief Administrative Official and authorized representative to act in all official matters in connect with this application and Jefferson County's participation in the Washington State CDBG Program. 4PPRQ.~D AND ADOPTED this /5 ~ ,.'- .' , ~r. II ~ y , ;.. ", , ." · · (J '. " . -. . · f .. SEAL: " . ( ~. ..... '.' .. ¡ /' '. /. ¡ <t ','" I :,'\ " \,'; \ ~ \.. ; . '. ~. . . .} .~..; : ATTES1'\,. ill .': . ~. .: .' ' , " (). ct (YU1.a... W~ , DaJ1J'jtt~embefl Lorna Delaney, CMC ()¿~~----- ~___ Clerk of the Board - '., ,. .--- \ daYOf~otJ t" 2001. JEFFERSON COUNTY BOARD OF COMMISSIO Lorna Delaney From: Sent: To: Subject: Tim Hockett [thockett@olycap,org] Wednesday, October 24, 2001 11: 13 AM Lorna Delaney (E-mail); Karen Bednarski (E-mail) CDBG Application from Community Action ~ Application Packet 2002,doc Hi there: Here is our CDBG application Lorna (with a copy to Karen) . Basically, there are just five pages. You'll need to scroll down to the application face sheet, the program summary and the budget detail sheets. Those pages are hidden amongst a bunch of boilerplate, instructions and blah, blah, blah. Hope it is clear. I will plan on being at the commissioners' meeting on Nov. 13th at 10:05AM. Please advise me if you find anything amiss or if I need to do something else. Thanks. I always look forward to seeing you ... even if it is only about once a year. T. Hockett Deputy Director Olympic Community Action Programs 505 E. Eighth Port Angeles, WA 99362 360-452-4726 (office); 360-808-5764 (cellular new) website: www.olycap.org 1 Chelan Chelan/Douglas CAC 3,000 128,937 131,937 Cowlitz Lower Columbia CAC 3,000 127, 131 130,131 Grant North Columbia CAC 3,000 143,625 146,625 Grays Harbor Coastal Community Action Program 3,000 141,906 144,906 Jefferson Olympic Community Action Programs 3,000 Kittitas Kittitas County Action Council 3,000 99,009 102,009 Okanogan Okanogan County CAC 3,000 110,672 113,672 Skagit Skagit County CAA 3,000 119,135 122,135 Skamania Klickitat/Skamania Development Council 3,000 95,214 98,214 Stevens NE WA Rural Resources Development 3,000 115,150 118,150 Assn. Thurston CAC of Lewis, Mason & Thurston Co 3,000 99,675 102,675 Walla Walla Blue Mountain Action Council 3,000 116,009 119,009 Whitman Community Action Center 3,000 110,318 113,318 Yakima Yakima Valley Farm Workers 3,000 164,329 167,329 TOTALS $45.000 $1.730.000 1.775.000 46 Citizen Participation Requirements For CDBG Public Service Grants To apply for COSG funds, a jurisdiction must show it has involved its citizens in the COSG application process and complied with the specific federal citizen participation requirements outlined in 24 CFR 570.486. These regulations are provided in the sample handout on page 26. If a jurisdiction intends to apply for more than one type of COSG grant during the same year, it is advisable to contact the COSG office to discuss how to coordinate these citizen participation and public hearing requirements. Also, the 2001 Public Service Grant contracts are approaching their end. A public hearing that reviews the county's and community action agency's performance and use of COSG funds is required as part of this contract's close-out process. It is advisable to combine the public hearing requirements for the 2002 application and the 2001 close- out process into one public hearing. This can be accomplished by following the sample public hearing notice language, provided on page 23. SUMMARY The minimum citizen participation requirements for the submission of a CDBG application are: 1. Conduct at least one public hearing prior to submission of the COSG application. This hearing must be held at a convenient time and location to encourage citizen participation. 2. Publish an official announcement of the hearing, providing reasonable advance notice. A sample public hearing notice with required language is provided on page 24-26. 3. Oistribute information on the availability of COSG funds and the eligible uses at the public hearing. Sample handouts are provided on page 26. ThetnmritfØ(minutes Wiij~~~~tltS'Wérê'dtstr}btftêd ât·thèpubUc, hearinç¡. 4. Publish the public hearing notice in an alternate language and provide an interpreter at the hearing, when the jurisdiction includes a significant number of non-English speaking residents. (Significant number is anything over 5% 19 DETAILED INFORMATION ON THE REQUIREMENTS 1. Public Hearing Logistics What is a public hearinQ? - A public hearing is a meeting of a governmental body during which the public is invited to the council or board of county commissioners, who will primarily listen and receive public input. A public hearing may be held as part of a regularly scheduled public meeting where official decisions may then be made or where it is elected to make a decision at a subsequent meeting. Who must conduct the hearinQ? - The applicant city, town or county. Although some applications are developed by other community organizations or special districts, these organizations cannot conduct the hearing and have it meet COSG requirements. When must the hearinQ be held? - Prior to submission of the COSG application and within 18 months of the application due date. Where must the hearinQ be held? - The hearing location must be accessible to persons of disability. The location must also be convenient for persons likely impacted by the proposed project. This is particularly relevant for county's proposing a project in a community that is far from the county seat. 2. Public Hearing Notice When must the advance notice be made? - Generally, a legal notice is published at least one week prior to the hearing date. The notice must meet the local public hearing notice requirements. Where must the notice be made? - The hearing must be well-advertised, generally in the official local paper.l.~nii;~Ç';~t~be~d~~;~tJnity<btJUetin boards;: looo.~ newsætters, bUUngstatements, flewspaþêrartie~esór';dõðr--öf;'ddori d~ibI.Jtion. Residents within those areas in which COSG funds are proposed to be used, especially the low- and moderate-income persons, should be encouraged to attend or provide comment. What must the notice say? - A sample notice is provided on page 23. 3. Public Hearing Purpose What must the COBG hearinq cover? - The hearing is to obtain citizens' views and respond to proposals and questions. It must cover community development and housing needs and the availability of COSG funds. The COSG Program handout materials on page 24-26 are to be distributed. Additional handout materials describing the proposed project(s) are advisable. A copy of the handout information in Spanish is available upon request. 21 of the population). 5. Adopt a grievance procedure for the use of CDSG funds. A sample grievance procedure is provided on page 9. 6. Document that the notice was published and the hearing was held. A documentation checklist is provided below. The required citizen participation documentation to be submitted with the application includes: ./ A copy of the public hearing minutes, including a statement that the CDSG required handouts were distributed. ./ A copy of the affidavit of publication or the notice from the paper. ./ If applicable, a copy of the affidavit of publication or the notice from the paper in an alternate language, ./ A copy of the jurisdiction's adopted Grievance Procedure. See the following page for more important information on these requirements. ~ 20 GENERAL APPLICATION INFORMATION ELIGIBLE ACTIVITIES AND SERVICE CATEGORY BUDGET DETAIL The Index of CSBG and CDBG Service Categories lists the eligible CDBG service categories. A complete listing of eligible activities can be found in Section 105 (a) of Title I of the Housing and Community Development Act of 1974, as amended through 1994, and 24 CFR 570.201 (e). CDBG work programs are developed, the following issues should be considered: · CDBG funds can only finance CDBG eligible service categories. · Accountability is easier if CDBG funds are distributed between fewer categories. · The CDBG Program will accept the administrative and direct costs identified in the CAA's Cost Allocation Plan, as defined by the CSBG Policy and Procedures Manual. The CAA's total CSBG and CDBG administrative costs cannot exceed 15 percent of the contractor's total budget (all funding sources). INELIGIBLE ACTIVITIES CDBG Public Services Grants may not be used to fund: · Political activities · Payments to individuals for their food, clothing, utilities, or other income payments · Capital costs · Housing rehabilitation - NEW RELATIONSHIP BETWEEN PUBLIC SERVICE GRANT AND OTHER CDBG FUNDS It is possible for an eligible jurisdiction to apply for more than one type of CDBG funding within the same program year. A Resolution with Certifications of Compliance, Disclosure Report and the county's public hearing must be specific to each application. SUBMITTAL INSTRUCTIONS Please read the entire application packet before preparing your application. The application must include the completed application forms and federal requirements. The application is due by November 15, 2001. Submit one original, signed in ink, and one copy to: Attn: Ed Barton Community Services Division Office of Community Development 906 Columbia Street SW PO Box 48350 Olympia, W A 98504-8350 Contact Kaaren Roe at (360) 725-3018 or Ed Barton at (360) 725-2852, for additional assistance on completing this application. To request an electronic version of the application forms, contact Laurie Dschaak at (360) 725-3020 or by email at: Lauried@cted.wa.ÇJov 3 Community Development Block Grant Public Service Grant Application Packet Application Forms · 2002 Application Face Sheet · 2002 CSBG/CDBG Program Summary · Service Category Budget Detail · Index of CSBG and CDBG Service Categories Due Date: November 15, 2001 4 ,2002CDBG iPU'BLICSERVIOEGRANT , APPL.lCA110NFACESHEET 1. COUNTY NAME AND ADDRESS: Jefferson County POB 563, Port Townsend PHONE: 360-385-9121 FAX: 360-385-9228 2. COUNTY TAX 1.0. #: 91-600-1322 3. CDBG CONTRACT TOTAL: $127,646 (See attached list of contract amounts) 4. SERVICE AREA BY COUNTY: Jefferson and Clallam Counties 5A. CONTRACT PERIOD: 6A. LEGISLATIVE 7. FUNDING AUTHORITY: DISTRICT # 24th Community Development Block Grant Program - U.S. Department of Housing and Urban Development 6B. CONGRESSIONAL CFDA 14.228 DISTRICT # 6th BARS 333.14.228 From 1-1-02 to 2-28-03 5B. FISCAL YEAR PERIOD: 2002 ADMIN. DIRECT $ 3,000 XXXXXXXXXX $6,232 $6,232 $6,232 $6,232 $3,118 $3,118 $6,232 $6,232 $6,232 $6,232 $9,349 $9,349 $6,232 $6,232 $12,464 $12,464 $6,232 $6,232 $65,323 $62,323 CDBGINCOME County Administration Employment Education Money Management Housing Emergency Assistance Nutrition Linkages Self-Sufficiency/ Case Manaç¡ement Health Total CDBG Funding PLEASE NOTE: THE DEPARTMENT'S ACCEPTANCE OF THIS APPLICATION FOR FUNDING IS SUBJECT TO SUBSEQUENT COMPLIANCE REVIEWS WHICH MAY REQUIRE CORRECTIVE ACTION BY THE APPLICANT OR SUBRECIPIENT. 9. CERTIEICATION OF CH DATE ¿h~/r:-s g~JIe-y NAME (Please Print or Type) 5 //,/J,ol ¿ Ch"',..~ 4~ vu~~ s ·,L,-.z.iov TITLE Community Action Agency Name: Olympic Community Action Programs Address: POB 1540, Port Townsend, WA 98368 CAA Contact Person: Timothy L. Hockett Phone: 360-452-4726 FAX: 360-457-4221 Brief Project Description: OlyCAP provides public services to benefit low-income families and other vulnerable populations in our two counties. Services include: Housing Rehabilitation, Emergency Shelter, Transitional Housing, Energy Assistance, Food Banks, Head Start, Senior Nutrition, RSVP, Health Care Access, Home Care, Community Jobs, Emergency Basic Needs, Weatherization, etc. Service Area by County: Jefferson and Clallam Counties Contract Period: January 1, 2002 through February 28, 2003 Employment Education $6,125 $12,464 $18,589 Money Management $3,000 $6,236 $9,236 Housing $6,125 $12,464 $18,589 Emergency Assistance $12,250 $12,464 $24,714 Nutrition $9,250 $18,698 $27,948 Linkages $6,125 $12,464 $18,589 Self-Sufficiency / $6,125 $24,928 $31,053 Case Management Health $6,125 $12,464 $18,589 Administration (CSBG) $7,350 TOTAL FUNDING $68,600 $124,646 $193,246 County Name: Jefferson County Address: POB 563, Port Townsend, WA 98368 County Contact Person: Karen Bednarski Phone: 360-385-9121 6 Title: FAX: 360-385-9228 CONTRACTOR Olympic Community Action Proqrams CONTRACT YEAR 2002 CDBG PUBLIC SERVICE ACTION PLAN/APPLICATION BUDGET DETAIL Effective with the 2002 program year, this form replaces FORM 4 CDBG WORK PROGRAM. Include only program budget details ... not County Administration. Service Category: EMPLOYMENT Total CDBG Job Preparation, Placement & Development Direct Employment Other Services not in the Index: 1. Service Category: EDUCATION Total CDBG Educational Assistance Day Care for Children and Adults Other Services not in the Index: 1. Service Category: MONEY MANAGEMENT Total CDBG Money Management Other Services not in the Index: 1. 7 CONTRACTOR Olympic Community Action Proqrams CONTRACT YEAR 2002 Service Category: HOUSING Total CDBG Permanent Housing Assistance Transitional Housing Assistance Emergency Shelter Assistance Minor Home Improvement and Rehab Housing Purchase and Construction Weatherization Other Services not in the Index: 1. Service Category: EMERGENCY ASSISTANCE Total CDBG Emergency & Crisis Assistance Other Services not in the Index: 1. Service Category: NUTRITION Food & Nutrition Other Services not in the Index: 1, 8 CONTRACTOR Olympic Community Action Proqrams CONTRACT YEAR 2002 Service Category: LINKAGES Total CDBG Information & Referral Special Transportation Community Organizing & Development Other Services not in the Index: 1. Service Category: SELF-SUFFICIENCY Total CDBG Case Mgmt & a Continuum of Care Other Services not in the Index: 1. Service Category: HEAL TH Total CDBG Health Maintenance & Prevention Long Term Care Ombudsman Other Services not in the Index: 1. 9 INSERT INDEX OF SERVICE CATETORIES 10 -- Please publish 1 time: October 31, 2001 NOTICE OF PUBLIC HEARING NOTICE IS HEREBY GIVEN that a public hearing is scheduled by the Jefferson County Board of Commissioner for TUESDAY. November 13,2001 at 10:05 a.m. in the Commissioners' Chamber, County Courthouse, 1820 Jefferson Street, Port Townsend, W A 98368. This public hearing has been scheduled 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 low- and moderate-income persons residing in Jefferson County. $127,646 will be available to Jefferson County and the Olympic Community Action Agency (OlyCap) to fund public service activities that principally benefit low- and moderate-income persons. The draft application for this funding proposal will be available for review at the Jefferson County Commissioners Office, from 9:00 a.m. to 5:00 p.m. Monday through Friday. Comments may also be submitted in writing to the Jefferson County Commissioners until the date of the hearing. The Commissioners Chambers are handicap accessible. Arrangements to reasonable accommodate the needs of special classes of citizens, including handicap accessibility or interpreter will be made upon receiving twenty-four (24) hour advance notice. Contact the Commissioners Office at (360)385-9100. JEFFERSON COUNTY BOARD OF COMMISSIONERS ~ingford, T COMPLETE AND SUBMIT THIS FORM WITH APPLICATION CDSG DISCLOSURE REPORT PART 1- APPLICANT/GRANTEE INFORMATION 1. Applicant/grantee name, address, and phone number P.O. Box 563-Port Townsend, WA 98368 .JAffF>r~nn COUNTY 2. Indicate whether this is: X Initial Report D Update Report Federal employer identification number: 91-6001322 3. Project Assisted/to be Assisted. a. Fiscal year: 2002 b. Entitlement grant(s) Ð Competitive grant(s) X c. Amount requested/received:_ -0- d. Program income to be used with c (above): e. Total of c and d: o -0- PART II - THRESHOLD DETERMINATIONS 1. Is the amount listed at 3.e (above) more than $200,OOO? D Yes 0 No-X 2. Have you received or applied for other HUD assistance for 2002 (through programs listed in the following instructions) which, when added to 3.e (above), amounts to more than $200,000? Yes [] No 0 If the answer to either 1 or 2 of this part is "yes", then you must complete the remainder of this report. If the answer to both 1 and 2 of this part is "no", then you are not required to complete the remainder of this report, but you must sign the following certification. I here~a~n is true. (Chief Administrative Official) //·/3·61 Date 32 T CDBG DISCLOSURE REPORT PART 111- OTHER GOVERNMENT ASSISTANCE PROVIDED/APPLIED FOR 1. Provide the requested information for any other federal, state and/or local governmental assistance, on hand or applied for, that will be used in conjunction with the CDBG grant. Name and Address of Agency Providing or to Amount Requested or Provide Assistance Program Type of Assistance Provided None 33 CCSG DISCLOSURE REPORT PART IV -INTERESTED PARTIES Alphabetical List of All Persons With a Social Security Reportable Financial Number or Employer Type of Participation in Financial Interest in Interest in the Project ID Number Project Project in $ and % Olympic Community Action Programs (OlyCAP) 91-0814319 Contractor $124,646 100% 34 CDSG DISCLOSURE REPORT PART V - EXPECTED SOURCES AND USES OF FUNDS This Part requires that you identify the sources and uses of all assistance, including CDBG, that have been or may be used in the project. Source Use None PART VI- CERTIFICATION I hereby certify that the information provided in this disclosure is true and correct and I am aware that any false information or lack of information knowingly made or omitted may subject me to civil or criminal penalties under Section 1001 of Title 18 of the United States Code. In addition, I am aware that if I knowingly and materially violate any required disclosure of information, including intentional nondisclosure, I am subject to a civil money penalty not to exceed $10,000 for each violation. Æ<~ (Chief Administrative Official) II· /.3 ,01 (Date) 35 FINDING OF EXEMPTION (NEPA) AND CATEGORICAL EXEMPTION (SEPA) FOR CDBG PUBLIC SERVICE GRANTS It is the finding of .J R f f Rr Ron Con n t y that the following activities are exempt under HUD regulations incorporating the Nation Environmental Policy Act at 24 CFR Part 58, and categorically exempt under the Washington State Environmental Policy Act (RCW 43.21 C.11 0). The activities do not come under the purview of any other federal, state, and known local environmental laws, statutes, regulations, or executive orders. Location of Activities: Olypmic Community Action Programs (OLYCAP) P.O. Box 1540--Port Townsend, WA 98368 and 505 E, 8th Street-----Port Angeles) Wa 98362 Description of Activities: Housing, Emergency Assistance, Nutrition and Linkage benefitting low and moderate income individuals. This is a CDBG Public Service Grant, eligible for CDBG funding under 24 CFR 570.201 (e). Reasons for Exemption: NEPA Reference: For continuation of existing public services, 24 CFR Part 58.34(a)(9)(iii) (A checklist is not necessary.)* Reference: For new public services, 24 CFR Part 58.35(c) (Complete the NEPA Statutory Checklist. If activities do not impact related laws, the project is exempt according to 24 CFR Part 58.35(b) and 58.34(a)(10) and (b)*. SEPA Reference: WAC 197-11-305-(2) *If an activity is exempt under Section 58.34 no Request for Release of Funds (RROF) is required. I Review Officer Date: 11 Ii';. /3, .;¿ to/ Date: 1/. /3 . ð / ¿1¿~ Þ.4 Signature of Chief Administrative Official 40 1820 Jefferson Street PO Box 1220 Port Townsend, WA 98368 Dan Titterness, District 1 Glen Huntingford, District 2 Richard Wojt, District 3 MEMO DATE: December 11,2001 Subject: CDBG Grant Citizen Information The information on the CDBG Public Service Grant Application submitted by Jefferson County for programs provided by the Olympic Community Action Programs was provided for the public before, during and after the public hearing held on November 13,2001. This information included the amount of the CDBG funds expected to be made available for the fiscal year; the range of activities that will be undertaken with the CDBG funds; the estimated amount of the CDBG funds proposed to be used for activities of benefit to low and moderate income persons; and the proposed CDBG activities likely to result in displacement (none.) cÝ fYJA1 iff. GÞr-R ~ 1820 Jefferson Street P.o. Box 1220 Port Townsend, WA 98368 Dan Titterness, District 1 Glen Huntingford, District 2 Richard Wojt, District 3 December 11, 2001 CERTIFICATE OF THE CLERK OF THE BOARD I, Lorna Delaney, do hereby certify that I am the duly chosen and qualified, Clerk of the County Board of Commissioners of Jefferson County Washington, and keeper of the records of the County; and I hereby further certify that the attached is a copy of the official records of Jefferson County: Commissioners Meeting Minutes of November 13, 2001 IN WITNESS WHEREOF, I have hereunto set my hand and affIxed the official seal of the County . SEAL: ~ ...-................ /- .'....., /', "c"." . '/'.' ~4t, '-. .r" , t~' .. . )...., . J '. / '\'.' 0'" , " . " :: ; ,t J ~:', ':,\ : ". . . ..., \"":' ì! ' . ~ I .., . I .' '" '" ¿ ; , ... . '. .... ,'... . ... \ .."'....~ ð ".'\.-. . / '- .. '... ' J, ?"'I' '-...} " .......".if! ~........_.......> aPcVlA{t{. Lorna Delaney, Clerk of Board of Jefferson County, Washington Phone (360)385-9100 / 1-800-831-2678 Fax (360)385-9382 jeffbocc@,co,jefferson,wa.us District No. ¡ Commissioner: Dan Titterness District No.2 Commissioner: Glen Huntingford District No.3 Commissioner: Richard Wojt County Administrator: Charles Saddler Deputy County Administrator: David Goldsmith Deputy County Administrator: Gary Rowe Clerk of the Board: Lorna Delaney MINUTES Week of November 13,2001 The meeting was called to order at the appointed time by Chairman Glen Huntingford. Commissioners Richard W ojt and Dan Titterness were both present. * COUNTY ADMINISTRATOR BRIEFING SESSION: The following items were discussed: Gary Rowe reported that he attended a meeting on October 24 regarding Secure Schools funding. There was a presentation on the Federal government's application process and project management procedures. Title II applications are reviewed by the local Resource Advisory Committee and then submitted for approval by the National Forest Supervisor. Applications need to be submitted by February to be approved in April for the first fiscal year which began in October. Applications for the second fiscal year need to be submitted in June for approval in August. The primary focus is road maintenance and watershed restoration activities that have already gone through the federal process. Projects that Jefferson County will look at include: road maintenance, weed control, watershed culvert restoration adjacent to the National Forest, and a wildlife habitat assessment that would include National Forest property. The County wants to work with the National Forest Service on a joint application and there is a meeting scheduled with the Forest Service to discuss the joint application. Title III monies are to fund after school programs. This portion of the funding is administered by the County. That money may be distributed in December. This requires the County to go through a process to solicit proposals. Gary Rowe also reported that the County applied for a clock tower grant through FEMA for $2,5 million with a partial match of$l million from a grant that will be applied for with the Washington State Historical Society. The remaining $312,000 for the project will be paid locally. The State will not forward the County's application to FEMA unless they have a commitment from the County that the project will go forward even if the Historical Society Grant doesn't get approved. Gary Rowe asked the Board for approval to draft a letter to FEMA for the Chairman to sign. The County will know about the State grant before the FEMA grant. Commissioner Wojt moved to authorize the Chair to sign a letter to FEMA. Commissioner Titterness seconded motion which carried by a unanimous vote. * Page 1 Commissioners Meeting Minutes: Week of November 13,2001 ~...';'À (;~~..:L \~ '\:,/r"I.."i * Gary Rowe explained that the County is required to hold a public hearing on the proposed redistricting plan 1 week prior to the adoption of the plan. The County's final decision on the plan is subject to challenge in Superior Court. An affected citizen has 45 days to challenge the plan after it is adopted. After that, the Legislature adopts the State redistricting and the County Auditor adjusts the precincts. Commissioner Titterness asked that copies of the redistricting scenarios be sent to the Chambers of Commerce and local junior taxing districts so that the community has an opportunity to review them before the hearing. Commissioner Titterness moved to set the hearing on the redistricting plan for December 6, 2001 at 7 p.m. in the Superior Court Courtroom. Commissioner Wojt seconded the motion which carried by a unanimous vote. * Charles Saddler reported that a memo has been sent to all departments asking them to review their 2002 base budget and cut 2 1/2 % in personnel line items (salaries, benefits.) A memo went out a few weeks ago asking for a 2 1/2 % cut for all non-personnel items. These cuts are to be sustainable for up to 3 years, * The County is preparing for the first stonn event of the year. Materials have been stockpiled by Public Works to be used in case of flooding. PUBLIC COMMENT PERIOD: The following comments were made: Several neighbors were present to comment on the request to transfer the title of the 35th Street property to the Housing Authority for an affordable housing project; this site would be a good location for a mixed income housing project but it would require a good deal of program preparation, design, and money; the 35th Street property has wetland considerations that need to be resolved and that is why it hasn't been developed into a park; a suggestion was made that the County contribute the land and the City contribute the development and building fees; a suggestion was made that a non-profit group with experience in affordable housing help the Housing Authority; another person wants to see the 35th Street property put to best use which he feels would be a park because of the wetlands on the property; the drainage problem in that area is significant and the embankment is already eroding; another neighbor from Dundee Hill, the area near 35th Street, stated that they are willing to work with a project for affordable housing if the vision makes sense; issues with the property need to worked out before it is transferred; the County can't afford the 20 Year Park Plan; the Board should follow the staff recommendation on the MID issue and hold a hearing; clear criteria and processes are necessary in the MID agreement and there is still more work to be done on the inter-local agreement and flow chart; the inventory of available land should be done first; the draft "Property Access Policy" by the County needs more work because it doesn't reasonably address property owners' concerns; and the Prosecuting Attorney's opinion on several lawsuits against the County on the County Records Policy is not correct. Page 2 Commissioners Meeting Minutes: Week of November 13,2001 d.. '''';---';Ä à~'~'\ \\~(,L· '\i1.!~Y APPROVAL AND ADOPTION OF THE CONSENT AGENDA: Commissioner Wojt moved to adopt and approve all the items on the Consent Agenda as presented, Commissioner Tittemess seconded the motion which carried by a unanimous vote. 1. RESOLUTION NO. 86-01 re: Creating a County Project Designated as CR1554; Improvements to Quinault S. Shore Road 2. RESOLUTION NO. 87-01 re: Creating a County Project Designated as CR1555; Improvements to Duckabush Road 3. AGREEMENT re: Professional Services for the South Jefferson County Children Birth-to- Three Program; Jefferson County Health and Human Services; Concerned Citizens 4. AGREEMENT re: Professional Services for Community Access to Individuals with Developmental Disabilities; Jefferson County Health and Human Services; Concerned Citizens of Forks 5. AGREEMENT, Interlocal re: Administration of Community Development Block Grant (CDBG) Funding for Housing Rehabilitation Projects; Olympic Community Action Programs (OlyCAP) 6. AGREEMENT, Supplement No, 2 re: Funding for Monitoring Hoh River Logjam Project; Jefferson County Public Works; Washington State Department of Transportation 7. Approval of Telephone Survey and Letter to Participants Regarding the Non-Motorized Transportation Plan and Parks and Recreation Plan; Jefferson County Public Works HEARING reo' Community Development Block Grant (CDBG)Application; 2002 Public Service Grant: County Administrator Charles Saddler read the hearing notice into the record: This public hearing has been scheduled 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 for low- and moderate- income persons residing in Jefferson County. $127,646 will be available to Jefferson County and the Olympic Community Action Agency (OlyCAP) to fund public service activities that principally benefit low- and moderate- income persons. The draft application for this funding proposal will be available for review at the Jefferson County Commissioners' Office, from 9:00 a.m. to 5:00 p.m. Monday through Friday. Comments may also be submitted in writing to the Jefferson County Commissioners until the date of the hearing. The Commissioners' Chambers are handicap accessible. Arrangement to reasonably accommodate the needs of special classes of citizens, including handicap accessibility or interpreter will be made upon receiving twenty-four (24) hour advance notice. Contact the Commissioners' Office at (360) 385-9100. Signed: Glen Huntingford, Chair, Jefferson County Board of Commissioners Page 3 Commissioners Meeting Minutes: Week of November 13,2001 ~ (;L}) ~;~yí Charles Saddler explained that the State receives HUD funding for public service programs. The County and the State utilize these funds for funding the local community action agencies which are chartered agencies that provide social service programs. This is a long standing tradition in the State to make these funds available. The Chair opened the public hearing, Hearing no comments for or against this proposal, the Chair closed the hearing. Commissioner Wojt moved to adopt the RESOLUTION NO. 88-01 in the matter of certification of compliance for CDBG Public Service Grant. Commissioner Tittemess seconded the motion which carried by a unanimous vote, MID-Development Agreement; UDC Amendment: Josh Peters, Associate Planner, submitted several documents to the Board: · The Planning Commission recommendation. · The Planning Commission minority report. · A memo from DCD to the Planning Commission dated September 13 with the preliminary staff recommendation. · Written public comment letters that the Planning Commission received. He introduced Jeff Randall, Planning Manager for the City of Port Townsend, who presented a memo from the City Council to infonn the Board that they will meet on this issue today. Chairman Huntingford stated that at the last Joint Growth Management Steering Committee meeting some City Council members brought up several concerns about this process. Josh Peters advised that the City hasn't forwarded any questions to the County or made any comments. Jeff Randall explained that this issue came up at the public hearing on a City Comprehensive Plan amendment. He read a memo from the City that outlined the language in the Comprehensive Plan amendment that they are considering. "Consistent with County Wide Planning Policy 7.4, established through an interlocal agreement with Jefferson County, the process for reviewing applications for major industrial developments as defined by RCW 36.78.365." This amendment makes the assumption that the City and the County will successfully develop a joint process for MIDs and there is some concern that this amendment is being brought forward out of sequence, DCD staff recommends that the County Commissioners hold a public hearing after the November 29,2001 Joint Growth Management Steering Committee meeting, Chairman Huntingford said that he would like to have the issues worked out before the hearing is held, Jeff Randall noted that if the City has specific questions they will present them to the County to be discussed at the next Joint Growth Management Steering Committee Al Scalf recommended that the City host the next Joint Growth Management Steering Committee meeting. The City can prepare the agenda to make sure all of their concerns are addressed. Page 4 Commissioners Meeting Minutes: Week of November 13, 2001 ~,'.'.'''.¡''. (i~i ~~,;~i) "'1.~, Josh Peters added that City and County staff developed a draft interlocal agreement. It was approved by the County Prosecuting Attorney and sent to the City several weeks ago. It will be returned to the County after review by the City Attorney. The County wants this agreement considered for approval concurrent with the ordinance, Commissioner Tittemess moved to accept the staff recommendation. Commissioner W ojt asked to amend Commissioner Titterness' motion to include a review of the issues in the minority report and that the testimony from the Planning Commission hearing also needs to included in the record for the Board's hearing. Commissioner Titterness did not accept the amendment to the motion and answered that he wants to set the hearing and not consider additional items. Chairman Huntingford pointed out that the recommendation from the Planning Commission is advisory and the Board can work to incorporate all comments received as part of the record. Commissioner Titterness added that the members of the Planning Commission who submitted the minority report can also attend the Board's hearing. He feels that the report raises questions and doesn't suggest solutions. Commissioner W ojt said that he feels the County needs to have answers to these questions at the hearing. Commissioner Titterness asked for a vote on the original motion. Commissioner W ojt seconded the motion which carried by a unanimous vote. Consideration of Request to Transfer Title of County Owned Property on 35th Street, Port Townsend, WA; Jefferson County Housing Authority: Charles Saddler advised that a letter from the Jefferson County Housing Authority was received in October pointing out the need for local government to address affordable housing issues in Jefferson County. Affordable housing is also a major issue in the City's strategic plan. The County has discussed bringing the community together to address affordable housing issues with Common Ground, a non-profit organization. The Housing Authority has requested that the County consider transferring their interest in this property for the development of an affordable housing project. Deputy Prosecuting Attorney David Alvarez explained that the MOD between the County and the City of Port Townsend regarding the 35th Street property and the amendment to the MOD are not clear concerning the reversionary clause, It is clear that this property would revert back to the County if the City does not make some forward progress to develop it as a park by 2005. He would like to see a quit claim deed from the City to the County to clean up the record. The County will need to follow the process outlined in RCW Title 39 to surplus the property before any transfer is allowed. John Estes thanked the Board for appointing him as a Commissioner on the Housing Authority and reported that he is now the Executive Director. They are currently operating a very successful Section 8 Program. They are proposing to apply to the Washington State Housing Finance Commission for a tax fund grant and to the Housing Trust Fund for a loan, In order to apply for this funding, they need title to the property. David Timmons, City Manager, has asked him to work with the City for a CDBG grant for infrastructure to the property. He presented a copy of the Housing Corporation Law which states that any city or county can transfer property and give assistance to the Housing Authority to provide for their programs, Page 5 Commissioners Meeting Minutes: Week of November 13, 2001 ~~"""'¡')" -' ') .,"' ".. - - ~¡-.~(,~I ~;~~~y Commissioner W ojt noted that the Board had several comments during their Public Comment Period today about whether the 35th Street property is a good location for this proj ect. John Estes stated that they want to create a pleasant development in a good neighborhood. This property is on a school bus route, and they are going to work with Transit to service that area. They want to create something that people will be proud of. He showed an artist rendering of what they would like this property to look like. These units would be 2 and 3 bedroom duplexes and resemble a commercial apartment building. A community kitchen would be available for meetings, Chairman Huntingford reported that some of the property's neighbors have expressed concerns about the wetland issue and how that will impact the project. John Estes explained that they have walked the property and they didn't find the wetlands. If there are wetlands on the site they would be included into the planning. Chairman Huntingford suggested that the Housing Authority contact the City and review the work that they have done on the property to develop a park. Mr. Estes explained that the Housing Authority is looking at a project that would include ten 2-bedroom and ten 3- bedroom duplex units and 5 stand alone units, Commissioner Wojt suggested that the Housing Authority work with the neighborhood association. John Estes assured the Board that they don't want to create a development that would be unacceptable to the local community. Chairman Huntingford said the neighbors had a variety of issues and they asked to be contacted regarding any development on with this property, John Estes stated that this project would not be a Section 8 Development. It would be more like a commercial development. The Housing Authority will work with OlyCAP to provide services to the tenants. Jeff Randall, City Planner reported that this property is currently in an open space designation. It will have to be rezoned to a commercial use. Some of the comments about the storm water and wetlands are valid and this will limit development on the site. The City has discussed affordable housing and they would support that effort. There is a City goal to have multifamily housing throughout the City and this type ofproject would fit that goal. The zoning is R2 adjacent to this property and a plan to build duplexes would not require a zoning change. Another of the City's goals is to allow mixed commercial and neighborhood commercial throughout City. John Estes advised that the Housing Authority needs to start the application process for the Tax Fund Grant and the Housing Trust Fund loan in December. Page 6 # . Commissioners Meeting Minutes: Week of November 13,2001 ~..',~''Ä (,c~)D'L "~¿" ~~ Response to Mark Rose on Community Development Block Grant Grievance: Commissioner W ojt moved to approve the response letter to Mark Rose on his Community Development Block Grant grievance and to send a copy to Josh Peters in the Department of Community Development. Commissioner Titterness seconded the motion which carried by a unanimous vote. MEETING ADJOURNED JEFFERSON COUNTY BOARD OF COMMISSIONER/, "J¿'/ - Glen Hunting ,~1'( CO't tI \) " '" 9,,:ß~' '\ . :'¢ ...,' . ',j ,.' C".) It ,,'" ..... (: . «::) ~i"';" .~'. '.......·4~· ¡ ,'. ~ _ 7. .;'~;~:" ::::~~~.,~.\* ':.\ \~ .! .. . : ......' (!' ~,W'.I .' /;.:.....:;;::;..I.,~ "".' '\1' . ~ i r:") ..;:>. 1,:'·,,:',:<"" ...t... , ..,,, . ~'¡ "'¿~:J /1 ' .! ... ":' .,,(,' ,^,;...!:J... 'I ' j t,' '.:, ~ "...j . ~~~,. :.:/." ".AD ; . " ~""''':::'''/(- f " .' , I': . . ...--" ...,.1.: I.·.., , .~..... II :-J ~...~ .. - ....·~L "'-.. "'. ('... 'to-- . . . "', A.....TTE<:!:>r· , '\ .) - " 1"\:,., IJ'J,): 0 ~ v '.:," '" ~ ·r·" .,. Page 7 ATTACHMENT 14 - B .... SAMPLE GR:LEVANCE PROCEDCRE This grievance procedure is' intended to se:rve as a guide and should be revised to reflect local circumstances and to incorporate any applicable state or local laws. 3.. Su1:mit corcplaints in writing to the designated official (such as· the city manas;rer, city/county clerk, or county executive) for resolut~on. A record of the corrplaints and action taken will be maintained. A decision by the designated official will be rendered within 15 working, days. If the corcplaint cannot be resolved to your satisfaction by the designated official, . It will be forwarded to a committee, appointed by the governing body. This corrmittee I s membership, its ground rules or procedures for hearing corcplaints, and how the comnittee can be contacted will œ available to the public. The corrmi ttee will be directed to hear such complaints in an obj ecti ve, public manner I and after ade~te public notice. A written decision will be made WJ.thin 30 working days. Proceedings of the ccmnittee will be recorded and maintained. 2. OR . ' The corrplaint will be heard by the governing þody and discussed at an open, 1?ublic meeting of the elected body. A :written decis~on will be made within 30 working days. The decision of the governing body is final. 3 . A record of action taken on each cOt'l'plaint will be maintained as a part of the records or minutes at each level of' the grievance process. Adopted this day of I 199_ (S~gnature of Chiet Adminìstrat~ve Ott~c~al.) (T~tle) Attest: ATrACHMENT 14-A C(),"VIA.I~T L()f3 1. DATE RECEIVED 2 . PERSON RECEIVING cavIPIAINT 3 . NEW, CCMPIAINT OR ESTABLISHED CASE NEW :E.STABLISHED 4. llil'l~, PHONE, OR VISITOR 5. GRANT NUMBER 6.. NAME OF C'OMPLAINANT Address Phone 7 . ON BEHALF OF (NAME) Address Phone 8 . Sl.IMMARY DESCRIPrION OF' cavIPLAINr: , 9 . DESCRIPI'ION OF ACTION TAKEN AND DATES (INCLUDE WHO REFERRED 'ID,WHEN' AND FOR WHAT ACI'ION, AND DUE DA'IE FOR NEXT ACI'ION) .