HomeMy WebLinkAbout2011/08/08 - Briefing BOARD OF MASON COUNTY COMMISSIONERS' BRIEFING MINUTES
Week of August 8,2011
According to staff notes,the following items were discussed.
Monday,August 8,2011
9:00 A.M. Auditor's Office—Theresia Ehrich
Commissioners Ring Erickson, Sheldon and Lingle were in attendance.
The following items were reviewed:
• July financial statements.
• Recaps of the Sales&Use Tax .09 Fund,REET 1 and REET 2.
• Recap of the Sheriff's Office budget.
• Employee medical benefit options were discussed. Cmrm•. Ring Erickson has learned of
a new program through WSAC and she will pass the information on to Karen Jackson in
Human Resources for consideration.
9:15 A.M. Central Operations-Diane Zoren
Commissioners Ring Erickson, Sheldon and Lingle were in attendance.
The following items were reviewed:
• Diane is on vacation next week—8/15—8/19.
• Federal Secure Rural School program—Title II&III money. The Commissioners need
to adopt a resolution by mid-September to designate the payment formula. Diane will
request more information from WSAC.
9:45 A.M. Health Services—Vicki Kirkpatrick
Commissioners Ring Erickson, Sheldon and Lingle were in attendance.
The following items were reviewed:
• Memorandum of Understanding with Planned Parenthood of the Great Northwest
The Director provided the Board with information about what the MOU is between the
Health Department and Planned Parenthood. It will be coming before the Board for
signature on Tuesday,August 9,2011. There is no money involved in the MOU.
• Non-Monetary MOUs
The Director requested that the Board allow the Director to sign non-monetary
Memoranda of Understanding when they are consistent with the mission and services of
the health department. All three Commissioners expressed their support for the request.
• Regional Health Improvement Collaborative Summit—August 15—Who Will Attend?
The August 15 meeting is a follow up to the meeting that Commissioners and health
department staff fi•om Thurston,Mason,Grays Harbor,Lewis and Pacific Counties along
with other partners attended in Clark County to learn about the collaborative they are
pursuing relative to creating a regional health care authority. This work is related to the
implementation of the Affordable Care Act. Both Commissioner Ring Erickson and
Commissioner Lingle plan to attend. Commission Ring Erickson asked the Director to
follow up with the Washington State Association of Counties to ensure they are aware
that this meeting is scheduled.
• Replacing Environmental Health Specialist
The Health Department requested the authority to recruit and hire an environmental
health specialist to replace one of the two positions vacated this year. After some
discussion,the Commissioners authorized the health department to recruit and fill an
environmental health specialist.
• Riverhill Property—Posting for Non-occupancy
Staff updated the Board on the status of the on-site problem on property in Riverhill. The
property was posted for non-occupancy last week. The health department is working
with the Prosecutor's office on next steps if the property owners refuse to leave.
Board of Mason County Commissioners' Briefing Meeting Minutes
Week of August 8,2011
• News Release— I/10`'of 1%for Mental Health, Chemical Dependency, and Therapeutic
Courts Task Force.
The Director requested permission to read a news release at the August 9`'Commission
meeting to let the public know the dates,times,and locations of Task Force meetings and
public open houses. The Commissioners authorized the Director to read the news release
at the August 91h meeting.
• Housing and Ending Homelessness—County Mandate
The Director discussed with the Board that with the new housing program and funding
for"Housing and Essential Needs"(HEN)which replaced the General Assistance
Unemployable(GAU),and the ongoing mandate to end homelessness, it may be time to
consider the County taking a more active role in housing and homelessness. While there
are many programs and services in Mason County,there is no one entity providing
oversight and evaluation for the tax dollars being expended. It may be time to review the
Homelessness Plan to determine if it needs amendment and to report on any progress
towards ending homelessness that has been made. The Director,together with the
Executive Director of Mason Matteis, will begin to have those conversations with the
stakeholders. The Director may also recommend,at some point,that the County be the
agent to manage the new HEN program if adequate resources can be identified to take it
on. Commissioner Ring Erickson requested a report that provides an overview of what
funds come into the County for housing and homelessness,the criteria for the expenditure
of those funds as well as how the allocation decisions get made and who makes them.
Who holds the visionibig picture and assures that the funds are achieving their intended
purpose?
• Accrued Leave Liability
The Director and Finance Manager talked with the Board about whether or not it is the
Board's intent to have the health department bear the cost of substantial accrued leave
payouts when an employee retires or leaves the service of the County. Staff explained
that unlike Utilities(which is an enterprise fund)and Public Works(which has its own
property tax levy),the health department,while a separate fund,cannot retroactively bill
its many grants and fees for leave payouts. That leaves only the general fund
contribution to the health department to bear that cost. For employees with high leave
accruals,we would have to reduce our operating budget significantly to cover the cost.
After discussion,the Board affirmed that the accrued leave payouts for health department
employees retiring or leaving County service should be paid fi•om the County's Fund for
Accrued Leave;not fi•om the health department's operating budget.
10:00 A.M. BREAK
10:15 A.M. Department of Community Development—Barbara Adkins
Commissioners Ring Erickson, Sheldon and Lingle were in attendance.
The following items were reviewed:
• Historic Preservation Commission—Grant Applications
Two applications were received and approved by the Historic Preservation Commission.
HPC is now recommending final approval by the Board of County Commissioners. Staff
requesting permission to place approval of the grants on Board's August 16,2011 Action
Agenda. Commissioner questions and comments included whether or not the applicants
would be in attendance at Board meeting;are there other groups interested in these
grants;and how is the word getting out that this money is available.
• Shoreline Master Program Update
Open house in Union was successful. Over 100 people in attendance. Feedback
continues to be received(surveys)and flyers informing citizens about the process
continue to be distributed. Commission questions and comments included discussion of
an article by Angela White fi•om the Olympic Master Builders criticizing the current
process.
• Other Business
Board of Mason County Commissioners' Briefing Meeting Minutes
Week of August 8,2011
Barbara will be on vacation the week of August 15,and has asked Emmett to be available
to staff should they need anything.
Interlocal Agreement with Mason County Fire Chiefs Association on August 9,2011
Action Agenda. The Association did not sign the contract at their last meeting and will
not reconvene until September 12. In the interim,a letter has been received fi•om Chief
Burbridge stating that fire investigation services will continue to be provided to the
County at no charge.
10:30 A.M. Public Works-Charlie Butros/Brian Matthews
Commissioners Ring Erickson, Sheldon and Lingle were in attendance.
The following items were reviewed:
• Bid award to Xiologix LLC. out of Tualatin,OR for the computer equipment and server
to support the new financial system in the amount of$52,178.03.
• Recognition of Karen Dowlings"Professional Finance Officer Award"
• Chuck Greninger status
• Project status
• Chipseal and striping program
1 1:00 A.M. Utilities&Waste Management -Emmett Dobey
Commissioners Ring Erickson, Sheldon and Lingle were in attendance.
The following items were reviewed:
• Solid Waste Advisory Board Appointments. The Board agreed to appoint both David
Baker and Rik Fredrickson to the SWAC.
• Discussion of office space in Belfair and the possibility of sharing space with the Sheriff.
The Board would like to continue to explore the options and they asked that John Keates
be involved. Utilities&Waste Management will budget for office space in the 2012
budget.
1 1:30 A.M. Finance Committee
• Members in attendance: Commissioners Lynda Ring Erickson,Jerry Lingle and Tim
Sheldon; Lisa Frazier,Treasurer;Karen Herr,Auditor and Theresia Ehrich,staff.
• Ms. Frazier opened the meeting with an overview of the county finances giving a
breakdown of where county money is invested. Current state pool interest rates are 0.18%
and federal rate is 0—0.25%.Interest earned on our investments is well below budget and
will not likely be met. Sales tax revenues for the year are holding steady and are on target
with what was anticipated. Cmmr. Sheldon asked if any sales tax had been collected from
the Lake Cushman project currently in progress,Ms.Frazier stated"not yet",but she
would investigate this matter further.Ms. Frazier also stated that the Treasurer's office
does not currently audit sales tax due to a shortage of staffing in her office.
• Old Business: A contract has been signed with Tyler for a new county financial system
and an RFP is currently being written for a Treasurer's financial system.The sale of a
$6,075,000 bond for the Belfair Wastewater and Water Reclamation is scheduled for
August 9"' at 8:30 a.m.S&P has awarded Mason County an A+rating because they
believe we are heading in the right direction,reserves are holding steady,and there is
good operational balance in the county.
• New Business: Lisa informed the Board that the downturn in REET revenues continues.
Theresia presented a Capital Projects spreadsheet for Reet 1 and Reet 2 and discussion
ensued on the status of REET projects.
• Lisa stated her 2012 projected revenues will increase slightly and was hopeful the US
government S&P rating downgrade would not affect our county.
• Pat Swartos, County Clerk, informed the Board she would be having knee surgery the
following day and would be out of the office for approximately a week.
BREAK—NOON
Board of Mason County Commissioners' Briefing Meeting Minutes
Week of August 8,2011
1:0 P.M. Committee of th —Whole canceled
Tuesday, August 9,2011
1 1:00 a.m. Executive Session—RCW 42.30.110(1)(i) -Litigation
Commissioners Ring Erickson, Sheldon,Lingle met in Executive Session with
Prosecuting Attorney Mike Dorcy, Risk Pool staff,Karen Jackson,Human Resources and
Dawn Twiddy&Shannon Goudy, Risk Management staff to discuss a litigation matter
from 1 1:06 a.m.to 1 1:30 a.m.
Respectfully submitted,
Diane Zoren,Assistant to the Commissioners
BOARD OF MASON COUNTY COMMISSIONERS
y da Ring Ericks Tim Sheldon Mly Lingle
Chair Commissioner Commissioner