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Home My WebLink About2018/05/21 - Briefing BOARD OF MASON COUNTY COMMISSIONERS'BRIEFING MINUTES Mason County Commission Chambers,411 North 5th Street,Shelton,WA Week of May 21,2018 Monday,May 21,2018 9:00 A.M. Executive Session—RCW 42.30.110(1)(i)Litigation Commissioners Neatherlin,Drexler and Shutty met in Executive Session from 9:00 a.m. —9:42 a.m.with Tim Whitehead for a litigation matter. Frank Pinter joined the executive session for the final 15 minutes. 9:30 A.M. Community Services—Dave Windom Commissioners Neatherlin,Drexler and Shutty were in attendance. • Debbie Riley provided information on Group B drinking water programs and she will brief in a couple of weeks on a proposal for Mason County to assume full delegation of the Group B program and develop local regulations. • Stephen Scott provided an update on Code Enforcement Policies and Procedures. The primary goal is to gain voluntary compliance with local regulations. There was discussion of the priority of violations and the issues staff deal with when trying to resolve violations. • Dave brought up his reclassification requests for the Manager positions in his office. Cmmr.Drexler asked that Dave go through the appeal process,at a minimum place on his briefing agenda with a written response to the Human Resources response. • Memorandum of Understanding between Mason County Housing Authority and Mason County Community Services for clerical support. It is estimated that clerical support should be 6 to 8 hours a month. There will be another meeting with Housing Authority, Treasurer,Cmmr.Shutty,Frank Pinter and Financial Services to clarify roles. • Discussion of a dormant gravel pit on North Shore Road that would like to be open. Commissioner Discussion • Cmmr.Drexler brought up road funding and there may be a bill in the next legislative session. She then brought up potential for grant money that BHO is applying for that would be used for the 2nd floor of former PUD 3 building for some type of mental health services. 10:30 A.M. Public Works—Jerry Hauth Utilities&Waste Management Commissioners Neatherlin,Drexler and Shutty were in attendance. • News release for a''/2 day closure at Eells Hill Transfer Station on Monday,June 4 from 8 a.m.to noon. • Approved to move forward an adopt-a-road agreement for Spencer Lake Road. • Approval to rebuild an old pump for the North Bay Sewer System that could be used as a replacement. • Amendment to the Gold Mountain Tower site license agreement. • Cmmr.Neatherlin brought up PRTPO and how their business structure is changing. Commissioner Discussion • Cmmr.Drexler brought up BHO business and how it is funded and what it pays for and the funding will be changing in 2020. • Cmmr.Shutty brought up the proposal from a citizen for contracted animal control services. Cmmr.Neatherlin stated when he talked to a person,there was no organized proposal. There is nothing in writing.Cmmr. Shutty will contact the citizen and ask for a formal proposal in writing. 11:15 A.M. Auditor—Karen Herr Commissioners Neatherlin,Drexler and Shutty were in attendance. • Auditor Herr talked about her 13%budget cut and because the anticipated Current Expense revenues were understated by$644,255 she is requesting a budget supplement to Mason County Commissioners'Briefing Meeting Minutes May 21,2018 restore some staffing and increase some operating expenses. Due to staff reductions in Financial Services,accounts payable has been impacted which causes problems internally and to special purpose districts. Requests:$20,828 for restoration of a.5 FTE Accounting Tech is including benefits for July to December;$9,500 for 125,000 new outer oath envelopes in elections for pre-paid postage;$3,000 additional extra help in elections;$3,000 to increase professional services for T.J.Inc.for assistance in transitioning from GAAP based reporting to Cash based reporting; $1,200 for election training and$3,000 for overtime to respond to Public Records requests,however if their half time staff is restored,she will withdraw this request. 11:30 A.M. Assessor—Melody Peterson • Assessor Melody Peterson requested$25,000 to reinstate staff and reopen to the public on Fridays,effective June 1. Discussion of the impact of being closed on Fridays. 11:45 A.M. Treasurer-Lisa Frazier Commissioners Neatherlin,Drexler and Shutty were in attendance. • Treasurer Lisa Frazier requested$32,000 to reinstate one FTE,annual cost is$66,000. With current staff levels they are unable to manage the large volume of property tax payments along with the day to day duties. Commissioner Discussion • Cmmr.Drexler would like to review the budget supplement requests in context of the entire budget considering the reserve policy and other budget requests. There is a request to schedule a 2018 budget hearing on June 26. BREAK—NOON 2:00 P.M. Sheriffs Office-Chief Hanson Commissioners Neatherlin,Drexler and Shutty were in attendance. • Chief Hanson provided an update on jail staffing/overcrowding and outsourcing. Civil Service has been advertising to recruit qualified applicants for corrections deputies. The Sheriff's office requested$32,000 back in March and the possibility of using the Nisqually facility. Frank Pinter noted that the Commissioners asked the$32,000 request come back later in the year.Cmmr.Drexler asked how the spending of the$32,000 would be controlled. Chief Hanson spoke to how they manage the jail population and the concern to have a relief,if needed. The inmate population is capped at 80. • Cmmr.Neatherlin asked for the budget status on unexpended budget status of vacant positions.Frank will provide budget information to the Commissioners. • The Commissioners will consider the Sheriff s budget request along with all the other budget requests from other departments. Cmmr.Shutty asked the Undersheriff to provide a prioritization of their budget requests. • Review of updated Jail Operating Standards. In 1987,the WA State legislature mandated counties adopt jail operating standards pursuant to RCW 70.48.071,based on WAC 289. In 2006,the legislature decodified WAC 289,leaving the local adopted standards a stand- alone and outdated document. The jail standards have not been updated since 1987. There was also discussion of the following:pretrial services and the impact to jail population;jail operating standards vs.jail operating design;and jail population and how it has been determined. 2:30 P.M. Support Services—Frank Pinter • Draft agenda for Monday,June 4 Elected Official/Director meeting was approved to circulate. It has also been circulated to departments for agenda items. • Advisory Board applications,requesting direction from Commissioners— ■ Housing Authority(one vacancy):Approval to move forward the appointment of Gary Yando. ■ Board of Equalization(one position up for renewal):Deborah Reis,Janice Loomis, John Smith. Interviews will be scheduled. Mason County Commissioners'Briefing Meeting Minutes May 21,2018 ■ Parks&Trails(2 positions&alternate position vacant) :Jeanne Robinson, Mike DiMatteo,Mary Miller. Interviews will be scheduled. • Request from Sheriffs Office for additional credit card for the boating program with a credit limit of$2,000 was approved and the Commissioners asked that the Support Services Director be named the designee to make these decisions,per the policy. • The resolution to create a Housing Authority Fund was reviewed. There will be a meeting to clarify roles for the clerical support agreement and it will be determined who will be responsible for vouchering and depositing for this fund. • Jennifer reviewed the requests for the 2018 Budget Supplement Hearing that will be scheduled on June 26. There will be a final review at the June 4 briefing. Cmmr. Drexler asked the Sheriff to reduce their budget request and Cmmr.Shutty asked the Sheriff to prioritize their budget requests. • Frank provided April Financial Statements. • Discussion of Auditor's request for outside CPA review;should that be budgeted in another office;should it be reviewed by Budget Manager. Briefing meeting adjourned at 4:15 p.m. Tuesday,May 22,2018 2:00 P.M. Auditor-Karen Herr Commissioners Neatherlin,Drexler and Shutty were in attendance. • Cmmr.Drexler explained that they are meeting to decide who decides if the County will provide prepaid envelopes on election ballot return envelopes.Tim Whitehead said the resolution should come from the Auditor's office to be adopted by the Commissioners. • Lewis,Grays Harbor,Thurston,Kitsap,and Jefferson Counties will all be supplying the envelopes.Karen noted they will keep the old envelopes in the event that the legislature does not have available funding. • A discussion was had about possible scenarios if Mason County did not move forward with the purchase of new envelopes. • Cmmr. Shutty asked how far this funding would get the County.Karen said this funding would get the County through the February 2019 election. • All three Commissioners approved the funding.Karen announced she would prepare a press release. Commissioner Discussion • Cmmr.Neatherlin discussed the cancellation of the HOST contract on the May 22nd meeting.Cmmr.Drexler and Shutty spoke about their knowledge of why the contract is being cancelled. Respectfully submitted, Diane Zoren,Administrative Services Manager BOARD OF MASON COUNTY COMMISSIONERS �AI)f—�l - Neatherlin Terri Drexler Kevin Shutty ttY Chair Commissioner Commissioner