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HomeMy WebLinkAbout2016/03/14 - Briefing BOARD OF MASON COUNTY COMMISSIONERS'BRIEFING MINUTES Mason County Commission Chambers,411 North 5th Street,Shelton,WA Week of March 14,2016 Monday,March 14,2016 9:00 A.M. Closed Session—RCW 42.30.140(4)Labor Discussion Commissioners Jeffreys,Neatherlin and Sheldon met in Closed Session from 9:00 a.m.to 9:45 a.m,for labor discussion. Bill Kenny and Frank Pinter were also in attendance. 9:45 A.M. MACECOM—Mike Evans Commissioners Jeffreys,Neatherlin and Sheldon were in attendance. • Mary Ransier,MACECOM,presented the amendment to the WA E911 Contract E16-017 based on updated expenditures and projected revenues. The Board approved placing this on the agenda. 10:00A.M. Trust for Public Land—Dee Frankfourth Commissioners Jeffreys,Neatherlin and Sheldon were in attendance. • Dee Frankfourth provided an update on the process for dedicated funding for Mason County parks,trails,natural areas and recreation. The intention was to circulate a public survey in 2015 however that did not happen. Discussion of the timing of a possible ballot issue. There is a fundraising effort to raise money for the survey. There have been comments that the draft survey questions are difficult to understand. Ms.Frankfourth explained the intent of the survey questions is to get the necessary feedback from the community. TPL provides informed data to the County and the County develops the ballot language. Cmmr. Sheldon stated he wants to be certain the poll is not worded that it sounds like it is coming from Mason County and he wants to see the questions. Cmmr.Neatherlin stated he supports going forward with the poll,depending on the questions. Ms.Frankfourth explained there are three steps,conduct the poll,and provide data to County and the County decides if it goes on the ballot. She stated it is a privately funded poll,and is not a push poll. It will be a random poll sent to 300 citizens. • Ms.Frankfourth asked if the Commissioners have considered establishing a Conservations Futures Tax Fund. One third of the counties have done this. This would tax up to 6 1l4 cents per$1,000 assessed value and is separate from a metropolitan park district. Cmmr. Sheldon believes Mason County residents currently have a lot of access to natural resources. There is not an interest in pursuing this tax by the Commissioners. • Cmmr.Jeffreys talked about the draft survey questions and expressed concern with so much "preservation"language. Ms.Frankfourth explained the survey is professionally written so there is an array of questions to fully understand what the voters want. • Cmmr.Jeffreys expressed support of pursuing the poll and Commissioners Neatherlin and Sheldon stated they are not against the poll,but want to see the questions. 10:30 A.M. Friends of the Parks Commissioners Jeffreys,Neatherlin and Sheldon were in attendance. • Neal Winders,Mason County Friends of the Parks,stated Friends of the Parks now has their tax exempt status with the federal government. He provided the fundraising status for the MCRA Fields 6 and 7:they have$20,000 in donated labor,$2,000 from Squaxin Island Tribe,and obtained a commitment for sub-base crushed rock from Graham that has a value of$45,000 but not delivered. Bud Olsen, Parks,explained there are very specific requirements for the crushed rock for draining of the fields. Bill Kenny provided information on the commitment of a RCO grant for MCRA Fields 6 and 7. There is a$125K county commitment and a$165K commitment to be raised by the community for the RCO grant. In order to move forward,some of the County's $125K needs to start being spent in order to have a detailed plan. The community contribution is shy by$100,000;Neal provided a list of preliminary commitments they are pursuing to meet this commitment. Bill Kenny acknowledged the tax exempt status will help with the fundraising; however he is concerned if the Friends can raise the$165K in the necessary timeline. Cmmr. Sheldon questioned the crushed rock donation. Mason County Commissioners Briefing Meeting Minutes March 14,2016 • Cmmr.Neatherlin brought up the RCO grant for Sandhill Park and a separate briefing will be scheduled. • The Commissioners need to decide to move forward with the RCO grant and start spending the $125K and or decline the grant. The County did budget an additional amount as a contingency. • Bill noted there is a separate project for irrigation and lighting and the necessary trenching needs to be considered for that work. 10:45 A.M. BREAK 11:00 A.M. Sheriff's Office—Sheriff Salisbury Commissioners Jeffreys,Neatherlin and Sheldon were in attendance • Interagency contract with Department of Corrections. The rate is not negotiable and is set by the state at$84.87. Theresia Ehrich stated Swift&Certain revenue is budgeted at$400K but it may be less,depending on when the jail construction is completed. • Interfund loan for Sheriff cars and hand-held radios was discussed. Sheriff Salisbury stated he thought the money was coming from Current Expense Non-Departmental and had no knowledge of this loan and is not in agreement that another elected official can take out a loan for another elected official. Undersheriff Barrett provided documents to the Board. He stated the Sheriff has an$800,000 budget deficit. They are concerned the 2016 loan installment and future installments are not covered in their budget. Undersheriff Barrett stated the$300,000 budgeted for outsourcing jail inmates has been spent. Discussion of tracking the expenditure as a public safety expense. Cmmr.Jeffreys wants to be certain the public safety expenses are transparent. An e-mail was sent 12-18-16 notifying the Sheriff of the loan,after the budget was adopted. 11:30 A.M. Public Defense—Susan Sergojan Commissioners Jeffreys,Neatherlin and.Sheldon were in attendance • Susan Sergojan provided comparison information with comparable counties and the only two counties that have a Public Defense Office are Cowlitz and Skagit Counties. Cmmr.Jeffreys stated she wants to better understand the role of the Administrator and the deputy attorneys. Katrin Johnson,Office of Public Defense,provided information on how public defense offices in other counties operate. Susan handles 1 and 3/4 caseload in addition to administrative duties. Susan requested reclassifications for a lead attorney in Superior and in District Courts. During the review of the reclassifications,Commissioners Jeffrey and Neatherlin stated they wanted to look at the entire structure of the office. Susan stated she does not know how to restructure the office within the existing budget. As of March 2,all her attorney's caseloads are full.They are now dealing with bail jumping cases. The trend of counties is to run public defense as a department and not on contract. The work performed is better supervised in this model. If two juvenile attorneys were hired,it would allow Susan to concentrate on administrative duties and should reduce the reclassification requests. Susan would still want lead attorneys. Superior Court Judges assign their public defense cases to specific attorneys. Cmmr. Sheldon asked the cost to hire the additional staff that Susan has proposed. The Commissioners asked for the cost of three more deputy attorneys,a social worker, investigator and paralegal. Susan will submit that information to the Commissioners. Commissioner Discussion—there was no discussion. BREAK—NOON 2:00 P.M. Public Health&Human Services—Lydia Buchheit/Debbie Riley Commissioners Jeffreys,Neatherlin and Sheldon were in attendance Mason County Commissioners Briefing Meeting Minutes March 14,2016 • Debbie Riley provided an update on the Simpson Dayton Landfill Closure. Department of Ecology has been contracted with to oversee the closure of the landfill. The site is being capped with cover material then it will be seeded and fenced to protect the site. 2:30 P.M. Support Services-Bill Kenny Commissioners Jeffreys,Neatherlin and Sheldon were in attendance • The Board approved placing on the agenda the new releases for Historic Preservation Commission seeking community input for National Historic Preservation Month-May 2016.and the Board of Equalization position,term expires in May. • The Board okayed the March 29 meeting agenda for North Mason meeting. • Frank stated he will be bringing forward recommendations to revise Resolution 17-10 Interfund Loan Policy. The Treasurer is recommending using interfund loans as a last resort. Both the interfund loan for the Sheriff's office and revised Interfund Loan Policy need approval from the Finance Committee. • The public hearing to consider the application for the CDBG for Community Action Council is March 22 and Frank is working on the application. • A request from Superior Court has been received to extend the Pacific Security contract for 30 days. A briefing is scheduled with Superior Court on March 21.Frank recommended the contract be extended for 90 days while the details are worked out on who will manage the contract. Undersheriff Barrett stated the equipment is the Sheriff's equipment. • The litter grant was discussed. Undersheriff Barrett stated he talked to Department of Commerce and the litter grant program works best in conjunction with the Sheriff's office for community service. The County can re-apply for the grant but would not be community service and there is no funding for a vehicle so Commerce is recommending mediation with the Sheriff's office. The litter grant program and courthouse security are important to citizens and to the criminal justice system. The Sheriff's office will work with Frank Pinter. • Frank presented a counteroffer on Anthony Road properties at$10,500 each and the Board approved moving forward with the sale of both parcels. • Ross McDowell presented a FEMA Grant for December 2015 storm,$104,000. Request to add to the March 15 agenda was approved. • Post for quotes for recreation/tourism maps funded from lodging tax for Visitor Information Centers was approved to move forward. • Notification requirement to hold joint meetings with another legislative authority(s)outside the county seat. The notification requirement will remain the same with language added that the policy is to strive to provide a 14 day notice. The Board also asked that language be added that a physical quorum must be present at the meeting location in order to conduct business. Diane will bring back revised"Rules of the Board"to next week's briefing. 3:15 P.M. Public Works-Melissa McFadden Utilities&Waste Management Commissioners Jeffreys,Neatherlin and Sheldon were in attendance. • The news release for the Adopt a Road Program will be placed on the agenda. • Submittals for County Road Administration Board will be placed on the agenda: 1) Annual Certification for 2015 2) Certification of Expenditures for Traffic Law Endorsement—2015 3) Certification of Expenditures for Fish Passage Barrier Removal—2015 Annual Certification for 2015(County's level of compliance with pertinent laws and regulations). • Brief update on Utilities Collection effort. • Discussion of RCW 59.18.312,Landlord Tenant Law-Disposal of Property. There have been problems with large items such as trailers,boats,boat trailers dumped along county right of way which then becomes the County's responsibility to haul away and dispose the property. There has been a proposal to use the revenues from the sale of county-owned property to fund tipping fees. Cmmr.Neatherlin asked if a law can be passed that would allow the tenant to be fined when property is left behind and the landlord dumps the property on the public right of way. The Mason County Commissioners Briefing Meeting Minutes March 14,2016 Prosecuting Attorney's office will look into that but many times it is difficult to identify who owns the dumped property. • Proposed U&W payment agreement was reviewed. • Trails Road is still being watched and repaired in order to keep open. 4:00 P.M. RCW 42.30.110(1)(i)Executive Session—Potential Litigation Commissioners Jeffreys,Neatherlin and Sheldon met in Executive Session with Prosecuting Attorney Mike Dorcy,Chief Deputy Prosecuting Attorney Tim Whitehead,Auditor Karen Herr, Leo Kim and Frank Pinter from 4:15 to 5:00 p.m. Commissioner Discussion—there was no discussion. Tuesday,March 15,2016 Noon Joint meeting with Squaxin Island Tribal Council The Squaxin Island Tribal Council hosted Commissioners Jeffreys and Sheldon to discuss items of mutual interest including County-owned property on Squaxin Island, Simmons Road project and the Pioneer Cemetery. Cmmr.Neatherlin did not attend the meeting. Respectfully submitted, Diane Zoren,Administrative Services Manager BOARD OF MASON COUNTY COMMISSIONERS Terri Jeffre VTim Sheldon R dy Neatherlin Chair Commissioner Commissioner