HomeMy WebLinkAbout18-18 - Res. Establishing a Mason County Citizens Advisory Budget Committee Resolution No.
A Resolution Establishing a Mason County Citizens Advisory Budget Committee
Whereas,the Mason County Board of Commissioners are responsible for the adoption of a balanced
budget pursuant to RCW 36.40;
Whereas, Mason County expenditures continue to grow at a higher rate than Mason County revenues;
Whereas,the Mason County Board of Commissioners have agreed to form a citizens advisory committee
to evaluate the Mason County budget and provide recommendations to improve the financial stability
of Mason County;
NOW,THEREFORE BE IT RESOLVED by the Mason County Board of Commissioners that a Mason County
Citizens Advisory Budget Committee be established and comprised of no more than seven members:
• Two residents, not employed by Mason County,from each Mason County Commissioner
District.
• One Commissioner, designated as Chair,voting in case of a tie.
• Terms shall end December 31, 2018 unless extended by the County Commissioners.
Mason County elected officials, department directors and staff should serve as a resource to the Citizens
Advisory Budget Committee and attend meetings as requested.
The Citizens Advisory Budget Committee shall review and develop recommendations to the County
Commissioners on the following:
a. Recommend Budget Priorities based on mandates.
b. Recommend how to close the funding gap between expenditures and revenues.
c. Examine and evaluate new revenue sources and new revenue options and provide
recommendations on which to pursue.
d. Define and recommend alternative budgeting methods, i.e. zero based, line item authority,
biennial.
e. Define opportunities to better manage expenditures and revenues growth.
f. Establish recommendations for a county wide sustainable budget.
A report containing recommendations should be received by the Board of Commissioners by July 31,
2018, unless extended by the Board of Commissioners.
Citizens Advisory Budget Committee meetings shall be subject to the Open Public Meetings Act and
members will be required to attend, at no cost to themselves, Open Public Meetings Act and Public
Record Act trainings made available by Mason County.
Dated this 20th day of March, 2018.
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Advisory Committee.docx
Resolution No.
BOARD OF COUNTY COMMISSIONERS
MASON COUNTY,WASHINGTON
ATTEST:
i Q Randy Neath rlin,Chair
Me 'ss wry,Clel of the Board
APPROVED AS TO FORM: Terri Drexler,Comm ner
c 'moi
Tim Whitehea ,thief DPA Kevin Shutty,ct issioner
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Bylaws of Mason County Citizens Advisory Budget Committee
1. Name: Mason County Citizens Advisory Budget Committee.
2. Mission: To serve the interests of the citizens of Mason County by
advising the Board of County Commissioners on:
a. Recommend Budget Priorities based on mandates
b. Recommend how to close the funding gap between expenditures and revenues
c. Examine and evaluate new revenue sources and new revenue options and provide
recommendations on which to pursue
d. Define and recommend alternative budgeting methods, i.e. zero based, line item
authority,biennial
e. Define opportunities to better manage the growth of expenditures and revenues
f. Establish recommendations for a county wide sustainable budget
The Mason County Citizens Budget Committee is established in accordance with
Resolution No. XX-XX adopted March 20, 2018 by Mason County Board of
Commissioners. The Committee will serve the public interest by reviewing all county
programs and services and make recommendations on what types of and how services
should be provided in the future. This Committee will examine the County's revenues,
expenditures, mandated costs and financial drivers and make recommendations for a
sustainable budget to support these services. The Committee with respond back to the
Board of County Commissioners in an iterative process making recommendations as they
are arrived at but will have a report completed by the end of July 2018. The Committee will
operate in an ethical and responsible manner and is subject to the laws applicable to public
bodies.
3. Membership:
a. Appointment: The Mason County Citizens Budget Committee shall be comprised
of seven members who shall be appointed by the Mason County Board of
Commissioners and serve at the pleasure of the Board. Members shall be appointed
for a term ending December 31, 2018 unless extended by County Commissioners.
b. Representation: The members of the Committee will be comprised of two
appointees from each Commissioner District and one County Commissioner. In
addition, Mason County will assign staff to the committee for technical support and
administrative support to record minutes and perform administrative functions. Staff
support staff are non-voting. The six appointed committee members will be voting
members and the chair will vote only in the case of a tie.
c. Duties/Expectations: The members will complete tasks and projects assigned by
the chair and will carry out assignments from the subcommittees to which they have
been appointed. Members are expected to be knowledgeable about the matters
before the Committee including policy guidelines. Members are expected to assist
each other in the orientation and education related to the Committee's
responsibilities.
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4. Termination:
a. Removal by Board of County Commissioners: All Mason County Citizens
Advisory Budget Committee members serve at the pleasure of the Board of County
Commissioners. The Board of County Commissioners may remove a board member
on its own motion or upon the recommendation of the Committee.
b. Removal by committee: If the Committee determines by a majority vote that a
member should be removed, the chair of this Committee shall report this
recommendation to the Mason County Board of Commissioners for its
consideration.
c. Resignation: Resignations by members shall be submitted in writing to the Mason
County Citizens Advisory Budget Committee chair or Mason County staff. The
resignation will be forwarded to the Mason County Clerk of the Board and the
Mason County Board of Commissioners.
d. Reasons for dismissal: The Mason County Board of Commissioners may remove
a member when it determines that it is in the best interest of the Committee or the
county to do so.
5. Attendance:
a. All Mason County Citizens Advisory Budget Committee members are expected to
attend regularly scheduled meetings. More than six unexcused absences by any
member during a 12-month period, or three consecutive unexcused absences, may
result in removal of the member by the Board of County Commissioners. A
member's absence is unexcused if the member fails to notify County Staff in
advance of a meeting.
b. If the committee determines by a majority vote that a member should be removed,
the chair of this Committee shall report the recommendation to the Mason County
Board of County Commissioners for its consideration.
6. Meetings:
a. Public meetings law: The Mason County Citizens Advisory Budget Committee is
a public body subject to the public meetings and records law. All meetings will be
open to the.public.
b. Regular meetings: The Committee meets twice a month or as appropriate to
complete its mission. Regular meetings may be cancelled or changed to another
specific place, date and time provided that actual notice is given.
c. Notice: The County will provide public notice,via e-mail,to board members,
interested persons, news media and the general public that have requested notice of
Committee meetings. Notice shall include the time and place for holding regular
meetings. The notice will include a list of the primary subjects anticipated to be
considered at the meeting and additional subjects may also be considered.
Whenever possible,matters resulting in a recommendation to the Board of County
Commissioners will be deliberated during a minimum of two meetings to assure
maximum participation.
d. Special meetings: Special meetings may be called by the Committee chair by
notifying all members and the general public through a news media notice not less
than 24 hours prior to the time of the special meeting. A special meeting should be
called only if necessary to conduct business that cannot wait until the next regularly
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scheduled meeting. When possible, notice should be provided as soon as possible to
encourage public participation.
e. Quorum: The majority of the appointed membership of the Committee will
constitute a quorum for the transaction of all business at meetings.
f. Decision making procedure: The majority vote of quorum present at the
Committee meeting shall be necessary to decide any question. The chair is allowed
to vote only in the event of a tie.
g. Minutes: Mason County will provide staff support to record meeting minutes.
Minutes will include meeting length, members present, motions, proposals,
resolutions, and orders proposed and their disposition. Minutes will be distributed
to the membership prior to the next meeting.
h. Agendas: Any Committee member or county staff may suggest items for the
meeting agenda. The agenda will be distributed to members at least five days prior
to a regular meeting.
7. Officers
a. Chair and vice-chair appointment: The Commissioner assigned to this Budget
Committee will serve as chair. The members of the Mason County Citizens Budget
Committee will elect the vice-chair. The chair and vice-chair will serve a maximum
term of one year. The chair and vice-chair are elected to serve one term.
b. Chair responsibilities: The chair will lead and guide the conduct of public
meetings. The chairperson is the official representative of the Committee.
c. Vice-Chair responsibilities: In the absence of the chair,the vice-chair will assume
the chair's responsibilities. If neither the chair nor the vice- chair is available for a
public meeting, then the assembled members will select a temporary chairperson to
conduct the meeting.
d. Vacancies or removal of officers: The Board of County Commissioners may
remove a chair or vice-chair on its own motion or upon the recommendation of
the Committee when it determines that it is in the interest of the Committee or
the county to do so. If the chair is removed, the vice-chair will assume the
chair's position. If the vice-chair is removed, the Committee will elect a
replacement.
8. Conflicts of Interest
a. Declaration: Mason County Citizens Budget Committee members are expected to
declare a conflict of interest prior to consideration of any matter causing a potential
or actual conflict.
b. Potential conflict defined: A potential conflict of interest exists when a Committee
member takes action that reasonably could be expected to have a special financial
impact on that member, a relative, or a business with which the member or
member's relative is associated. The Committee member may participate in an
action after declaring the potential conflict of interest.
c. Actual conflict defined: An actual conflict of interest exists when an action is
reasonably certain to result in a special benefit or detriment to the Committee
member, a relative, or a business with which the member or member's relative is
associated. The member will declare the actual conflict and announce its nature.
The member must refrain from taking any official action.
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9. Amendment to Bylaws:
The Mason County Citizen's Advisory Budget Committee will periodically review their
bylaws and may propose amendments to the bylaws. Any recommendations agreed upon
by the majority of the Committee members shall be forwarded to the Board of County
Commissioners for its approval.
10. Community Relations/Public Input:
The public is welcome to attend the Mason County Citizen's Advisory Budget Committee
meetings. A 15 minute public comment time will be included on the agenda with a 3
minute limit per person. Public comment may also be submitted in writing.
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