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HomeMy WebLinkAbout2018/10/08 - Briefing BOARD OF MASON COUNTY COMMISSIONERS'BRIEFING MINUTES Mason County Commission Chambers,411 North 5th Street,Shelton,WA Week of October 8,2018 9:00 A.M. Support Services-Frank Pinter Commissioners Neatherlin,Drexler and Shutty were in attendance. • Rate increase based on CPI for the Mason County Parks baseball field use and the deposit rate schedule. A hearing was held in January and the resolution was not updated. • Request to sign the purchase and sale agreement and closing contacts to purchase two parcels of property in the City of Shelton(former Olsen Furniture property). This purchase is being made from REET funds. • HomesFirst request to change the HomesFirst house to veteran family led. The Commissioners requested a briefing be scheduled. • Cmmr.Shutty reported he met with the courts,public defense and jail regarding pre-trial services and looking at the Yakima County model. The issues are still being worked through. • Cmmr.Neatherlin will attend the Risk Pool meeting end of November. 9:20 A.M. Fairgrounds Proposal Commissioners Neatherlin,Drexler and Shutty were in attendance. • Rahn Redmond presented a partnership proposal for a fairgrounds for Mason County. The request is for the County to lease 160 acres next to the Mason County Transfer Station lease for$1 to Walt Austin for 30 years and at the end of the 30 years,the property will go to the County. The intent is there will be no County money invested. The proposal would include an area for a rodeo,historical society museum,drag races, hotel and other amenities. He believes this will attract tourists and revenue to the County. Cmmr.Shutty asked what will it cost the county now and in the future. How will the fair be funded. Rahn explained there would be a$1 parking fee for events and the plan is to put that funding towards the operation of a fair. The proposal is to use the natural resources—rock and timber—to build the facility. Cmmr.Drexler asked if there has there been market research to see the need for this type of facility. At the previous fairgrounds,it was difficult to attract enough users to run the facility in the black. Rahn said they spent$40,000 for a market research way back when. The proposal is to have a non-profit organization run the facility with no county involvement and attract a variety of events. Cmmr.Drexler stated she understood the drag strip would need additional property and would need an easement from adjoining county property and doesn't know if that could be done. Cmmr.Neatherlin stated the County doesn't want to operate the facility at all. He wants reassurance there is financing available. A letter of intent was received from Walt Austin,AF Investments,and before moving forward they want a letter from the County. Cmmr.Drexler stated there may have to be a rezone and notice to neighboring property owners. The Commissioners agreed to meet with Tim Pavolka,Walt's representative,and asked that legal,Planning and Public Works staff be invited. 9:30 A.M. Sheriff's Office—Chief Dracobly Commissioners Neatherlin,Drexler and Shutty were in attendance. • The request was approved to move forward from the Sheriffs Office for the supplemental appropriation for funding from DNR to reimburse for work committed by detectives during the summer's series of suspicious fires. Mason County Commissioners' Briefing Meeting Minutes October 8,2018 9:45 A.M. WSU Extension-Justin Smith Commissioners Neatherlin,Drexler and Shutty were in attendance. • Request to resubmit for CDBG funding to continue funding of micro-enterprise services in Mason County. The original program has operating successfully over the past 24 months and more than 40 participants have completed the small business training programs and several businesses are eligible for micro-loans. The request is to reapply for an additional$200,000 to extend training and increase the size of the available loan fund. A loan process is being reviewed by the Audit Committee.The loan underwriting and servicing will be done by the E4E Board. The County serves as"the bank". The Commissioners agreed to move this request forward. A public hearing will be scheduled. Todd Parker added that it would be helpful if there are opportunities to assist non-profit organizations be successful. 10:00 A.M. Community Services-Dave Windom Commissioners Neatherlin,Drexler and Shutty were in attendance. • Amendment to the Community Lifeline contract to increase the 2163 funding by$16,558 was approved. • Cmmr.Drexler would like to put funding to the Housing Authority Fairmount Cove property. $40K towards the$80K bid;$I OK for Pine Garden. • Additional DBHR funding will be applied for a North Mason school coalition and the proposal will be to split with the current position that supports the Shelton School coalition. • Therapeutic Court RFP—only HomesFirst submitted a proposal. Meeting on 10/18 with the courts and HomesFirst. • Received DOH grant with Thurston County for the mobile outreach program. 10:30 A.M. BREAK 10:45 A.M. Public Works—Jerry Hauth Utilities&Waste Management Commissioners Neatherlin,Drexler and Shutty were in attendance. • Extension of the Kitsap County Household Waste Interlocal Agreement to June 30,2019 approved. • Sludge Hauling agreement extension with a price increase from 12 cents/gallon to 13 cents/gallon. Cmmr.Neatherlin believes since there is a price increase,it is not a contract extension but would need to request proposals.Bart stated they will issue a RFP. • Request to place the USGS joint funding agreement on the October 9 meeting. • Jerry asked for direction on the budget workshop. The Commissioners want to hear the detail on any funding increases and the impacts if the traffic diversion amount changes. • Solid Waste hauling RFP—Cowlitz County has not held their hearing. • Cmmr.Drexler brought up the proposal for the fairgrounds next to the Transfer Station and if there is a drag strip,there would need to be an easement onto the Transfer Station property. There has been discussion of an additional entrance for commercial and/or recycling to the Transfer Station but there is no formal plan. Jerry suggested a feasibility study. 11:15 A.M. Tideland Lease Commissioners Neatherlin,Drexler and Shutty were in attendance. • Steve Bloomfield reported on geoducks and the lease of Mason County tidelands. The newly placed tariffs have greatly reduced the sales of geoducks. There are seven acres of county-leased tidelands planted and burrowing shrimp have damaged some of the Mason County Commissioners'Briefing Meeting Minutes October 8,2018 plantings. No oysters have been planted although they have permission from the Corps of Army Engineers. 11:30 A.M. Audit Committee—Leo Kim Commissioners Neatherlin,Drexler and Shutty were in attendance. • Leo reported on the State Auditor audit items for the financial/single audit. There are three findings—Belfair&Rustlewood Sewer Systems—need a written financial plan and Public Works is working on that;Public Works Davis Bacon finding and financial reporting finding relating to fiduciary funds. • Support Services did an inventory reconciliation for 2017. • Trackable assets needs a little more work. • Substantiating grant revenue from the Clerk's office has been an issue and is part of the accountability audit. Commissioner Discussion • Cmmr.Neatherlin stated the Audit Committee has requested the Commissioners reach out to the Clerk's office and stress the importance of compliance. Based on the audit finding,the Clerk's office will probably need assistance coming into compliance. More information is needed on the specific details and Frank will bring back information to the Commissioners. • There was discussion of the Belfair Sewer audit finding and the financial plan. The original financial plan is not feasible and there have never been any Code changes. Additional customers are needed and there is potential of Port of Bremerton property hooking up. This issue involves Public Works,Community Development and Support Services. After discussion,Frank will bring back information. • Capital assets tracking—Frank said there will be a discussion with the Audit Committee. It is in the Chief Financial Officer's job description. 2:00 P.M. Support Services Commissioners Neatherlin,Drexler and Shutty were in attendance. • A public hearing held on September 25 and continued to October 16 to consider amending the Motorboat regulations allowing property owner latitude on the placement of buoys. Cmmr.Drexler spoke to Timberlake and stated the HOA places the buoys and that serves as the pattern for water skiing. She asked where there is restricted lake access, would that be an opportunity for the HOA to set speed limits and placement of buoys and distance from shore. Cmmr.Neatherlin stated that with the Code at 150'from shore,it makes it difficult for some lakes to be in compliance and still water ski. He supports adding"up to" 150' from shore. He has an issue with allowing another entity set their rules and is concerned with safety. Cmmr. Shutty agreed enforcement becomes problematic if individual lakes are set at different distances. Cmmr. Shutty asked if "up to 150 feet"is enforceable. Chief Spurling stated the Sheriff's office will enforce whatever is placed in Code. Commissioners agreed to consider the following language—"up to" 150 feet... and add Cmmr.Drexler's language to MCC Chpt.9.04.235."Homeowners organizations with the authority to restrict access to freshwater bodies may place buoys up to 150 feet from the shoreline in the pattern and amount necessary for regulation safety". The question of allowing HOA's to set speed limit on private lakes. Commissioners Neatherlin and Shutty agreed to change Chpt.9.04.235 only. 2:30 P.M. 2019 Budget Workshop Commissioners Neatherlin,Drexler and Shutty were in attendance. Jennifer Beierle reviewed the following 2019 Budget requests: Commissioners'Budget—ok as submitted. Current Expense Non-Departmental Budgets—added$I OK to litter tipping fees for a total of$30,000;$161,756 total increase to Non-Departmental. 2019 operational Mason County Commissioners'Briefing Meeting Minutes October 8,2018 increases over the 2018 adopted budget level include:Increase to legal notices for the budget of$1,000,decrease to WACO dues of$5,270,increase to WSAC dues of $13,500,increase to ORCAA of$1,926,outside CPA auditing services of$16,000 due to this being moved out of the Auditor's budget in 2018, and increase to risk management insurance of$115,000.NACO dues will be brought back and info on the WACO dues. Commissioners' Special Fund Budgets .09 Fund#103—adding SAO$1576;EDC needs to submit a request for 2019 funding. Technology Fund#119 includes a purchase of county-wide Outlook software. National Forest Safety#134 is ok as budgeted. Lodging Tax Fund has an uncommitted expenditure line and there's an ending fund balance.Some of that can be moved into uncommitted. LTAC is meeting end of month. Veterans#190; Mason Lake LMD#194 and Island Lake LMD#199;Unemployment Fund were reviewed and ok as budgeted. Tuesday,October 9,2018 10:00 A.M. 2019 Budget Workshop Commissioners Neatherlin,Shutty and Drexler were in attendance. Road Budget • Jerry Hauth presented the 2019 Road Budget following the budget guidelines. Requests are to add three Truck Drivers to allow Public Works to maximize doing the projects in- house which results in a cost savings. Many of the projects are grant funded. Discussion of how the additional Truck Driver positions would be funded. Also requested is the salt storage facility,purchase of a new mini excavator,a grinder,and a patch paver to streamline road maintenance operations,and a GIS Tech III. The Truck Drivers and GIS Tech positions were previously filled positions. The two additional Engineering positions were approved on October 2,2018. • If the Traffic Diversion was decreased by$600K, TIP CAP recommends the following road projects be added to the construction program- Trails Road Alternate Route(Rasor Road);Mason-Benson Intersection Safety and Allyn Access,Circulation and ROW. • Discussion of how new positions would be created and filled. Cmmr.Neatherlin stated he doesn't want to create new positions through the budget adoption process. He would like the request to be made by the department outside of the budget process. Cmmr. Neatherlin doesn't support adding four new positions to Public Works at this time. Cmmr. Shutty believes the budget adoption process is the correct time to discuss additional staff,not that he supports adding the new staff requested. Cmmr. Shutty asked if the Road crew can do the projects with less than three additional truck drivers and which is the priority—Truck Drivers or GIS Tech. No decision on staffing was made. • GIS Tech position request is to address a backlog in the Assessor's office which would be Current Expense work. Jerry stated Public Works staff will do this work so the GIS information is current which benefits the Road Fund. Loretta added that they currently have only one GIS Tech and there is a lot of GIS work that needs to be kept current. • The Construction Program was reviewed. Utilities • Bart Stepp reviewed the 2019 Utilities Budget.No new staff requests. Operating increases correlate to anticipated increased revenues. • North Bay Sewer anticipates treatment plant expansion in the future. • Rustlewood is budgeting$400K from REET 2 for the I&I project. • Beards Cove has regular O&M,no capital projects. The water meter project is starting this year and will be finished early 2019 which is partially funded(2/3)with USDA loan. • Belfair Sewer budget was reviewed. No additional staff requests. Equipment Rental&Revolving • Cyndi Ticknor presented the 2019 ER&R budget. Reducing the ending fund balance by $540,750.Anticipating seven new vehicles for the Sheriff's office,if approved by the Commissioners. Cyndi reviews vehicle requests with departments and budgets Mason County Commissioners' Briefing Meeting Minutes October 8,2018 accordingly. Cyndi reported that the Sheriffs office purchased two vehicles that were leased vehicles. Cmmr.Neatherlin expressed concern that the vehicles are registered in the Mason County Sheriffs name. Commissioner Discussion Cmmr.Drexler noted the Engineering Tech position has been approved;GIS Tech— concern if the work can be justified to be funded by the Road Fund. Cmmr. Shutty wants further discussion of the priority of staffing. Cmmr.Drexler understands there is work to be done but it's CE work. Cmmr.Drexler noted the new truck driver positions were laid out with the 6 year TIP. Cmmr.Neatherlin stated the Sheriff will want funding for vehicles and expand Diversion;he has a problem with hiring additional staff in PW but can't in other departments. GIS—concerned with using Road dollars. Cmmr. Shutty stated that in the spirit of status quo budgeting,it is difficult to add all these positions. He supports budgeting for future roads in Belfair. Cmmr.Neatherlin brought up the potential for a road project with the City of Shelton. Discussion of road projects and the need to start purchasing road right of way. May need to amend the Construction Program to purchase the ROW. Respectfully submitted, Diane Zoren,Administrative Services Manager BOARD OF MASON COUNTY COMMISSIONERS KandiNeatherlin Terri Drexler Kevinsguto Chair Commissioner Commissi er