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HomeMy WebLinkAbout2018/06/04 - Briefing BOARD OF MASON COUNTY COMMISSIONERS'BRIEFING MINUTES Mason County Commission Chambers,411 North 5tb Street,Shelton,WA Week of June 4,2018 Monday,June 4,2018 9:00 A.M. Executive Session—RCW 42.30.110(1)(i)Litigation Commissioners Neatherlin and Drexler met in Executive Session from 9:00 a.m.to 9:15 a.m.for a litigation matter with Tim Whitehead and Frank Pinter. Cmmr.Shutty was absent. 9:15 A.M. Closed Session—RCW 42.30.140(4)Labor Discussion Commissioners Neatherlin and Drexler met in Closed Session for a labor discussion from 9:15 a.m.to 9:40 a.m.with Frank Pinter. Cmmr. Shutty was absent. 9:40 A.M. Support Services—Frank Pinter Commissioners Neatherlin and Drexler were in attendance. Commissioner Shutty was absent. • Jennifer Beierle provided information for a final review of request for 2018 budget amendments;hearing will be June 26. Frank provided the total impact to the Current Expense Fund considering the various revenues and expenditures—both on-going and one-time. The CJTA funding to Therapeutic Court will be reduced in half since it's for a fiscal year,July—December;Chief Dracobly said they were unable to get a set for polygraph training so that expenditure can be reduced;Auditor said if she is restored a'/2 time staff,the$3,000 overtime request can be reduced. Cmmr.Drexler does not think the rational submitted by the Assessor of being closed on Fridays is inconvenient to the public justifies adding staff.The Commissioners asked that the item be placed on the June 12 agenda to set the hearing and they will make the final decisions on what to advertise next Monday. • Confirmation the Commissioners will hold briefings/regular meeting on July 2 and 3. July 4 is a holiday(Wednesday). • Permission to post and fill Financial Analyst position in Support Services(will be vacant after June 15)was approved. • Contract for CJTA training in Sheriffs office will be placed on agenda as well as the Community Action Council contract. • Dawn shared information from Kevin Frankeberger regarding a Governor's award. • Frank mentioned there is grant money from State Historical office that may be used for Courthouse. He will work with Facilities staff. • Cmmr.Drexler asked for a replacement of Mason County representation on Community Action Council because the Budget Advisory Committee meets at the same time. Her focus has been on providing low income housing. Cmmr.Neatherlin stated he will represent Mason County at CAC. 10:25 A.M. A 5 minute break was taken. 10:30 A.M. Community Services—Dave Windom Commissioners Neatherlin and Drexler were in attendance. Commissioner Shutty was absent. • Lydia Buccheit and Todd Parker provided an update on the HOST program reporting.An extension was granted to complete outstanding reports to avoid termination of the contract. $9,800 outstanding of contract and they are billing about$3,500 per month. Cmmr.Drexler noted it's near the end of the contract so if the contract is not terminated and reporting is not submitted correctly,payment will not be paid. There is an impact to staff time. Dave Windom recommended running the contract to the end of term and consider this performance when awarding for the next term. • Permission to fill a clerical position due to Kell Rowan being promoted to Planning Manager;Marissa moving to current planning. This clerical will support Planning and Building. FTE count does not increase. • Report on permit activity. Permit issuance is about 7 weeks. Mason County Commissioners'Briefing Meeting Minutes Week of June 4,2018 • Reclassification Appeal. Dave submitted a request to reclassify down Environmental Health&Personal Health Managers from Range 34 to Range 33;reclassify up Planning and Permit Assistance Managers from Range 32 to Range 33 and Finance Manager from Range 29 to Range 30. Cmmr.Drexler supports Human Resource's recommendation to reclassify Environmental Health and Personal Health Managers to Range 32. She noted that like managers in the County are at Range 32. Regarding the Permit Assistance Manager—she agrees the online permitting program is a change and there will be learning curve but she agrees with the HR recommendation that the duties are still in the function of managing permits. Agrees that water use planning(Hirst)is a different body of work and not in the original scope of the Planning Manager along with PBRS. Cmmr.Drexler talked about supporting an out-of-class for the Permit Assistance Manager while the on-line permitting is being implemented but wants to table this request. She supports Planning Manager at Range 33. Dave said in the reclassification policy there is no way to move a Manager up. He is familiar with a system that sets manager salaries based on budget amount and staff managed. Cmmr.Drexler concurred with Finance Manager at Range 30,which is the same as PW Finance Manager. Frank Pinter provided various software upgrades in County offices where staff didn't receive salary increases to implement the new programs. Cmmr.Neatherlin wants to have a direct conversation with the Director before making his decision and have more time to review the request. • Cmmr.Neatherlin noted there is a concern with property next to the Feed Store in Belfair. Staff is looking into it. 11:00 A.M. Sheriff's Office—Chief Hanson&Chief Spurling Commissioners Neatherlin and Drexler were in attendance. Commissioner Shutty was absent. • Chief Hanson reviewed the edits he made to the draft Jail Operating Standards based on the previous briefing. Cmmr.Drexler noted the data in the WASPIC report,as reported by the Jail Chief,was incorrect regarding jail capacity population.She appreciates the new jail population numbers being reported which are lower based on what it takes to safely run the jail. Sheriff Salisbury noted the numbers were submitted to WASPIC based on bookings at the time and the building has changed. Cmmr.Neatherlin also commented on the jail population numbers,he pointed out that in the criminal justice working group and in Commission briefing minutes,Sheriff staff has said over and over that the jail remodel will increase the jail capacity.He has had conversations with the Undersheriff and now has a better understanding of the jail population. Chief Hanson spoke to the jail population report that is now current and the past is the past and he wants to move forward. The Commissioners approved placing the revised Jail Operating Standards on the agenda for adoption. 11:45 A.M. Clerk's Office—Sharon Fogo Commissioners Neatherlin and Drexler were in attendance. Commissioner Shutty was absent. • Clerk Sharon Fogo attended via telephone—request to reinstate staff that was cut in 2017;compared to other jurisdictions with 3.7 judicial officers,Mason County has 5 less clerks. Current staffing levels are at the 2004 level. Sharon provided the various functions her office is responsible for that includes managing the Courthouse security contract. Cmmr.Drexler asked if a staff position was reinstated,what would be the duties. Ms. Fogo responded it would be a combined collection and court clerk. Judge Goodell voiced support of the Clerk's request for additional staff due to the volumn of court matters. Mason County Commissioners'Briefing Meeting Minutes Week of June 4,2018 Cmmr.Neatherlin stated the Commissioners had a briefing this morning to review the budget supplement requests and the County would be at least$300K short if all requests were granted. The budget supplements will be reviewed again next Monday. • Commissioner Discussion Assessor Melody Peterson was in attendance and brought up her budget supplement request to add staff because closing Fridays is inconvenient to the public. Cmmr.Drexler does not believe being inconvenient to the public is enough rationale to add staff. Cmmr.Drexler is aware it is also inconvenient to other offices. Ms.Peterson stated it is also hard on staff who agreed to reduce their hours. Amber Cervantes stated the agreement to reduce hours was agreed upon based on budget numbers presented at the time and now knowing there is this$644K that was not anticipated,she is not sure the union would have agreed to the reduced hours. Ms.Peterson pointed out her budget has been reduced for some time and their function is very important to the county,although not a popular function,and they do generate revenue. Cmmr.Neatherlin acknowledged the Assessor's office is very important and is valued. Cmmr.Drexler stated the Commissioners'job is to make the hard decisions. BREAK—NOON 2:00 P.M. Elected Official/Department Head Meeting Commissioners Neatherlin and Drexler were in attendance. Commissioner Shutty was absent. Others in attendance-Elected Officials:Karen Herr,Melody Peterson,Casey Salisbury,Wes Stockwell,Lisa Frazier,Amber Finlay,Patsy Robinson for Victoria Meadows. Directors:Frank Pinter,Dave Windom and Jerry Hauth. • Update on Strategic Planning Partnership with WSU. Christina Sanders was introduced, Director of Governmental Studies&Services at WSU,which does research and outreach including facilitation. Christina will facilitate Strategic Planning for Mason County and she suggested the first step is to conduct a confidential employee assessment survey. Sheriff Salisbury voiced support of developing a Strategic Plan. Frank will reach out to those who have voiced an interest in being part of a Strategic Plan planning team. • Cmmr.Drexler provided an update on the newly created Budget Advisory Committee. The Committee has asked the offices/departments to attend a meeting and share information. • 2019 Budget process was reviewed. Important dates: July 9 call for budget,August 13 preliminary budget due to Auditor;September 4 budget presented to Commissioners; December 31 balanced budget adoption. The Commissioners are considering using a base budget(2018 budget)plus policy level requests(PLR). Support Services budget staff will work with departments to determine salaries and benefits for the preliminary budgets. • Department Updates—Auditor:implementing new election software;Mt.View licensing subagent is retiring at end of summer and she will go out for bids for new subagent; Community Services: implementing SmartGov for on-line permitting with the goal of going live this fall;Public Works:Road project season,52 miles of BST this season along with road striping;Assessor:finished physical inspections so NOV's should go out mid-August; Public Defense: large increase of sex offense cases being reported; Treasurer:down three full-time employees and struggling to keep up with workload; WSU Extension:summer camp is starting and other community programs;Sheriff:staff has completed mental health training; Support Services:parking lot across the street (former Church property)from Sheriff should be opened shortly;phone system has been updated;looking at cost of Microsoft 365 for entire county;Risk Mng has implemented the CORE 360 training. Lisa Frazier brought up the Badge Policy requirement that NIMS training be completed and due to staff shortage,they are unable to complete the NIMS training. Frank will review required training with the Commissioners. Sheriff Salisbury stated it has proven to be effective to have employees wear badges in an emergency event. Frank announced Jessica Sweet has resigned. Cmmr.Neatherlin encouraged everyone to work together and hopefully we'll be able to balance the budget earlier in the process. District Court:the law has been changed which will have a Mason County Commissioners'Briefing Meeting Minutes Week of June 4,2018 negative impact on fines the court collects;Superior Court;dependency cases continue to increase. • The meeting adjourned at 3:03 p.m. The next EO/Director meeting is scheduled on August 6 at 2 p.m. 3:00 P.M. Public Works—Jerry Hauth Utilities&Waste Management Commissioners Neatherlin and Drexler were in attendance. Commissioner Shutty was absent. • Bid award for Shelton Matlock Brady road is awarded to Rognlin's of Aberdeen at $1.9M. • Increase contract amount for 2017-2018 Geotechnical Services for the Skokomish General Investigation work. A budget hearing is needed to increase budget appropriations for the Skokomish Flood Control Zone,#192. Approved to move forward. • Wetland Delineation services for Skokomish River Basin Ecosystem Restoration was approved to move forward. • Request to revise the 2018 bridge limit resolution to remove Rossmaier Bridge will move forward. • Culvert replacement on Shelton Valley Road using RCO funding was approved to move forward. • Hearing will be set to consider a franchise agreement with R.iverhill Homeowner Association. • Bond Resolution for Beards Cover Water Meter project using USDA funding. For Beards Cove&Rustlewood water systems,the project total cost is$434,000. The USDA loan will cover$166,000 for Beards Cove and revenue bonds will be issued. Rustlewood will be paid by REET 2 funds. • Request to extend Delroy Cox on the SWAC until October 31,2018 was approved. • Recycle material values. Mason County Garbage has asked for a contract amendment for an additional surcharge to pay for the costs of paper recycling. This was reviewed by SWAC and they recommended to approve the surcharge,meaning the County pays the surcharge to Mason County Garbage so Mason County Garbage does not lose money. It's cheaper to dispose at the transfer station rather than recycle. Cmmr.Neatherlin pointed out Mason County Garbage is under contract and he is reluctant to increase the contract. Cmmr.Drexler questioned if the recycling market will get better in the near future and is considering whether the recycling program should be stopped.Cost impact to the County is estimated at$17,500 and there is funding available in the Solid Waste Fund but would probably need a rate adjustment above CPI in 2019. This will be brought for another briefing. • County Code requires anyone that has curbside garbage service to also pay for curbside recycling and SWAC recommends making no changes to the curbside recycling program. The Board is good with leaving the program as is. • Summary memo from DOE regarding Belfair Sewer and provided three conditions if we want to proceed with the Phase 2 funding. 1) 171 septic systems being eliminated and require properties connect to sewer;2)confirmation that outreach has been done for public support;3)FCS financial analysis. This will be briefed next week. • Request to recruit for an Engineering Tech in anticipation of a retirement in the fall was approved to move forward. Commissioner Discussion—none. Briefing meeting was adjourned at 4:08 p.m. Tuesday,June 5,2018 11:00 A.M. Interview Board of Equalization Applicants Commissioners Neatherlin,and Drexler interviewed three applicants for the Board of Equalization. Mason County Commissioners'Briefing Meeting Minutes Week of June 4,2018 The Board took a break from 11:40—11:50 a.m. The briefing adjourned at 12:00 p.m. 2:00 P.M. Community Services/Public Health-Todd Parker Commissioners Neatherlin and Drexler were in attendance. Commissioner Shutty was absent. • Review of the Treatment Sales Tax 2018-2019 Funding Proposals received from Behavioral Health Resource,request is$119,578;Consejo Proposal,$110,010 Peninsula Health Community Services(PHCS),$121,550 and Northwest Resources 11,$122,296. Total funding available is$250,000 and the total requested is$473,434. Overall considerations: o 2020 Funding from BHO to MCO's may require TST funding directed at programs currently funded by BHO in the future o The TST Reserve Fund for Capital and Special Projects per Resolution 31-18 is allocated to facilitate development of safe and sober housing to assist in behavioral health recovery,increase access to behavioral health treatment facilities,and target identified needs as they arise(Oxford House,2nd floor of E&T,Therapeutic Court housing unit) o The 2018 allocation for Jail nursing services could reduce overall fund for capital projects if it is needed and sustained past the one year o Housing&Client Transportation($40,000)is part of Northwest Resources'RFP proposal Discussion of how the proposals were scored and services offered. Cmmr.Neatherlin expressed concern with the process followed. BHR and Northwest Resources received funding last year. Direction to staff is to fund NW Resources,$71,880 and$40,000 for Housing&Client Transportation;BHR,$51,000;Peninsula Health Care,$77,120;Consejo Counseling, $10,000 for mental health medication services. • Review of the proposals for housing from recording fees(2163 Funding): Turning Pointe: Shelter Staffing,$97,763;North Mason Resources: CE&Case Mgmt,$66,924; HOST:Youth&Case Mgmt,$100,000;Crossroads:Transitional Housing$10,129; Crossroads:Rental Assistance,$78,828;Crossroads:Pathways to Success,$15,000; Crossroads:Family Shelter,$22,614;Crossroads:Coordinated Entry,$144,385; Community Lifeline: Shelter&Case Mgmt$130,663. Total requests are$404,024 and available funding is$368,875. Discussion of the HOST request and the Commissioners asked about how to direct the funding to housing stipends. They are reluctant to fund administrative costs. Discussion of possibly having North Mason Resources subcontract with Crossroads. Todd noted that shelter costs could be funded with 2060 fees and recording fees have been increased. The Commissioners directed staff to move forward with funding awards as recommended by the scoring panel and negotiate contracts and to use 2060 fees for shelter costs. Adjourned at 3:55 p.m. Mason County Commissioners' Briefing Meeting Minutes Week of June 4,2018 Respectfully submitted, Diane Zoren,Administrative Services Manager BOARD OF MASON COUNTY COMMISSIONERS Ran Neathe Terri Drexler Kevin Shutty Chair Commissioner Commissions