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HomeMy WebLinkAbout2018/10/15 - Briefing BOARD OF MASON COUNTY COMMISSIONERS' BRIEFING MINUTES Mason County Commission Chambers,411 North 5th Street,Shelton,WA Week of October 15,2018 Monday,October 15,2018 9:00 A.M. Support Services—Frank Pinter Commissioners Drexler&Shutty were in attendance. Cmmr.Neatherlin arrived at 9:07 a.m. • Chief Kevin Hansen spoke to a letter sent to the Commissioners regarding unpaid medical expense from a former jail inmate who was incarcerated in 2013. During incarceration she had medical services and the law says the inmate is responsible for medical debt. When Chief Hansen fust came to Mason County,he reviewed the total jail unpaid medical debt which was over$200K and Jail staff sent bills,pursuant to the policy. If inpatient in the hospital for more than 24 hours,Medicaid will pay for the medical expenses if the county makes a vigorous effort to collect the medical debt.In this case,the person paid her medical debt. • Ross stated there is the option to extend the contract for Bella Casa Cleaning Services and he will be contacting the vendor to make sure the contract terms will remain the same. • Foothills Park park host with Lara Nelson was approved to move forward. • State Homeland Security Program(SHSP)FY-18 Grant Contract#E19-091 for$23,124 from Washington State Military Department(EMD)and US Department of Homeland Security. Performance period is from 9/1/2018 to 8/31/2019 and will be placed on the agenda. • Dawn presented information for review of Out of Class/Special/Lead Pays for those employees who receive these special pays. Human Resources is developing a process for a formal request and approval before the Commissioners. Regarding uniform reimbursement for Sheriff Command staff,the Commissioners agreed that a policy should be adopted. The Board reviewed various 2019 special pays. The Board asked that the on-going lead pays be negotiated into those job descriptions. • Frank requested to remove the October 16 agenda item approving the agreement for purchase of Olsen Furniture parcels until the Finance Committee meets on Wednesday. The financing terms are in the purchase and sale agreement. As long as the finances are approved by the Finance Committee,this item will be placed on next Tuesday's agenda. • Letter of Support for Mary M Knight School grant application will be placed on the agenda. 9:30 A.M. Mason County Housing Authority—Kathy Haigh Commissioners Neatherlin,Drexler and Shutty were in attendance. • Kathy reported the Housing Authority properties have on-going maintenance issues. $83K bid to fix decks;$75K roofing bid for Pine Garden and Kathy is getting Goldsborough Cove roofing bid;looking for funds to access immediately and said the Housing Authority could pay back the funds. Planning to apply for Capital budget funding from the legislature. Kathy stated if the Housing Authority is dissolved,the buildings would revert to the County. Cmmr.Neatherlin stated the properties are not county owned and where the properties would revert to should have been set up when the Housing Authority was established. Cmmr.Drexler recommended granting 2060 Funds to repair Housing Authority property decks and Cmmrs.Neatherlin and Shutty agreed. Staff was directed to work with Kathy Haigh for this grant. The Housing Authority will call a special meeting in order to adopt a resolution establishing a County Fund. The MOU for clerical services will be on tomorrow's agenda. Board of Mason County Commissioners' Briefing Meeting Minutes Week of October 15,2018 10:00 A.M. Community Services—Dave Windom Commissioners Neatherlin,Drexler and Shutty were in attendance. • Request to discontinue the Inspection Hotline to improve workflow in the Building Department was approved. • Letter of support for the Veteran tiny home project was approved to move forward. The location has not been publically announced. 10:30 A.M. BREAK 10:45 A.M. Public Works—Jerry Hauth Utilities&Waste Management Commissioners Neatherlin,Drexler and Shutty were in attendance. • Bart presented a plan to add latex paint to accepted household hazardous waste items. There is a recycling company in Kent. There will be a charge. The request was approved and the Commissioners would like staff to reach out to surrounding counties to see if there could be a partnership and what Kitsap County does with latex paint. • Sludge Hauling Agreement extension with AAA Septic will be placed on agenda. • Discussion of 2019 Construction Program—the Commissioners want to have right of way acquisition in the program for Wheelright Street in Allyn. Cmmr.Neatherlin wants to be prepared to accept any donated right of way. • Discussion of updating the Public Works Organizational Chart.Eliminating the road crew increases the culvert projects by$200K but net savings of not adding 3 truck drivers and 1 GIS tech saves$80K in 2019 Budget. The intent is to have staff in place anticipating Jerry's retirement. This will be on hold for now until County Engineer interviews will take place. • Thank you letter received from Shorecrest Beach Club for the speed study the County did on Crestview Drive. 11:00 A.M. Sheriffs Office—Chief Spurling Commissioners Neatherlin,Drexler and Shutty were in attendance. • Chief Spurling presented the 3rd Quarter Traffic Diversion Report. He recently attended the TIP-CAP meeting regarding the Traffic Diversion. Cmmr.Drexler asked if there have been a lot of incidents at the intersection of Mason Benson and Mason Lake Road. Sheriff staff responded no. She noted there has been a large amount of funding in the Transportation Improvement Plan to improve that intersection along with other safety improvements in other areas. Cmmr.Drexler would like to see coordination between Public Works and Sheriffs Office to identify areas of concern. Chief Spurling explained that traffic data is sent to Public Works but will work on providing additional information. Chief Spurling reviewed the 3`d quarter activities and spending for Traffic Policing. The total time and effort of the eight dedicated traffic deputies for road purposes is$1,537,825.23 or 71.2%of the Traffic Diversion total. Commissioner Discussion • Cmmr.Drexler reported some potential changes to how services will be delivered at the BHO Triage Center. BREAK—NOON 2:00 P.M. 2019 Budget Workshop-WSU Extension Commissioners Neatherlin,Drexler and Shutty were in attendance. • Request for$6,000 for Community&Economic Development staff for contract/project work in Mason County. This is for Justin's time and one area he Board of Mason County Commissioners' Briefing Meeting Minutes Week of October 15,2018 works in is the CDBG grant. The Commissioners requested detail on where Justin will be working. • Noxious Weed grants are ending so revenues have decreased and if they receive additional grant funds,supplemental appropriation requests will come forward. 3:00 P.M. 2019 Budget Workshop-District Court Commissioners Neatherlin,Drexler and Shutty were in attendance. • Request for a AFTE Court Commissioner and additional clerical staff for District Court and District Court Probation services.When asked to prioritize between these positions,Judge Meadows stated the priority is additional clerical staff. If a Court Commissioner position was added,additional clerical staff would be needed. The Commissioners reviewed the costs to onboard a new judge and asked these costs be moved from a PLR to status quo-$3500 for judicial college;$1800 miscellaneous; $200 copier. Tuesday,October 16,2018 10:00 A.M. Briefing-Public Benefit Rating System—Kell Rowen Commissioners Neatherlin,Drexler and Shutty were in attendance. • Kell Rowen,Planning Manager presented a draft of the Public Benefit Rating System(PBRS)as approved by the Planning Advisory Commission(PAC). • Cmmr.Drexler questioned the definition of"Open Space Land"and why it was written this way.Kell answered that this definition comes straight from an RCW. She then questioned 17.16.030 and how additions could be made to a buffer.Kell referred to more RCW's explaining what portions of land would meet the requirements of PBRS. • Cmmr.Neatherlin voiced concern on how much of a break landowners could get when only a small portion of their land met the requirements and how adjoining land owners could also apply for discounts. • Amber Cervantes from the Assessor's office spoke about open space and the current tax breaks versus PBRS. She noted that the PBRS is more restrictive with a lower tax break. • Cmmr.Shutty said his main concerns are the cost to implement the program, including staff time,eligibility,and grandfathering. • Cmmr.Drexler voiced the following recommendations: o Pg.2-17.18.020 Strike(4)(iv)enhance the value to the public of abutting or neighboring parks,forests,wildlife preserves,nature reservations or sanctuaries or other opens space o Pg.2&3 - 17.18.030 strike A 6.Regulated wetlands and strike A 9.Private lands within designated federal lands(Olympic National Park or Olympic National Forest) o Pg.3—17.18.030 move A 10,Farm and agricultural conservation lands to medium priority. o Add a definition for conservancy shoreline environments. • Kell and Amber gave an explanation on how long the program would take to implement especially with the document going back to the PAC. She voiced concern over the original goal to implement PBRS within the next six months.Amber noted that the values need to be done in time for the Assessor's office to correct amounts and to prevent corrected statements being sent by the Treasurer's office.It was suggested that new applications coming in 2019 wouldn't technically be under effect until tax year 2021. • Cmmr.Neatherlin asked Kell to return to the October 22nd briefing for further discussion. Wednesday,October 17,2018 8:30 A.M. Finance Committee Board of Mason County Commissioners' Briefing Meeting Minutes Week of October 15,2018 Lisa Frazier,Treasurer;Karen Herr,Auditor and Commissioner Randy Neatherlin were in attendance. Also in attendance: Cmmrs.Kevin Shutty and Terri Drexler and Frank Pinter were also in attendance. • Lisa reported the Current Expense cash balance is at$5.6M cash balance CE. • Frank presented purchase and sale agreements to purchase Olsen Furniture property; 25%down with payments over 5 years with interest at 4.5%paid from REET 1. The property located at 414 W Franklin Street is$875,000; 129 N 3`d Street is $200,000. Frank explained how the interest rate was determined and what the closing/acquisition costs will be. The REET 1 Fund has enough budget authority for the down payment. Frank will have a meeting with the City of Shelton to determine what needs to be done for remodeling. Support Services will be responsible for paying the monthly payments. The intent is to have one loan with one payment. Certain exhibits were missing and Frank will follow up. Cmmr. Neatherlin/Auditor Karen Herr moved and seconded to move forward the purchase and sale agreements for the Olsen Furniture property to the Commissioners for review and signature. Motion carried. The Finance Committee adjourned at 8:50 a.m. 9:00 A.M. 2019 Budget Workshop—Sheriff Commissioners Neatherlin,Drexler and Shutty were in attendance. • 2018 adopted budget is$12,330,781;2019 budget request is$14,111,624. PLR total requests for$1,818,659. • Undersheriff Adams expressed appreciation for the assistance provided from Support Services and Paige Hansen on their budget. • Undersheriff asked the Commissioners where the Traffic Policing(Diversion) amount will land. They realize it is a service provided and have created a more detailed reporting process. Cmmr. Shutty supports keeping it at the 2018 level, $2.1 M. Cmmr.Neatherlin appreciates the quarterly reports and as long as it is spent appropriately he doesn't have a problem with the Diversion. Cmmr.Drexler asked what would happen if the Diversion was reduced;deputies would be cut. • Jail inmate nursing contract. Chief Hanson explained they currently pay$500K for nursing medical services;the provider stated that in 2019 it is highly likely the malpractice insurance will go up by$100K meaning she may not be able to provide medical care for the jail or Mason County will need to pay the increase. The provider is obtaining a quote from her insurance. This increase is due to Mason County lawsuits that included naming the medical provider.Potential for 2019 budget request to be$615K. There is 16 hours of care provided. • Additional services will now be the responsibility of the Sheriff s office for the pistol transfer process. This is creating a large additional workload and they requested one additional staff. • Chief Hanson provided a jail staff analysis. Requesting four additional Correction positions. The analysis shows they need 30.3 Correction deputies for a jail population of 80. Right now they have 77. For graveyard,the minimum staff needed is 3 Correction deputies. Day shift need is 15 Correction deputies. The staffing numbers include staff to cover all the potential leave. A jail population capacity report was reviewed. The jail was originally designed to hold 45 inmates,3 beds were added in 1990's resulting in 48 beds as defined by the WA State Association of Sheriff's and Police Chiefs jail survey. After 2016 renovation,added 20 beds;68 is total design capacity;Rated capacity is 93 bed count;Operational capacity is 70; Functional capacity is 80 general population;emergency capacity is anything above 93. 18 beds for alternative sentencing which is not part of the general population. Chief Hanson also provided a classification data report which shows people are sleeping on the floor due to classifications.The female population has gone down. Cmmr.Neatherlin asked if it has been considered to change the Board of Mason County Commissioners'Briefing Meeting Minutes Week of October 15,2018 female holding spaces to male holding spaces and outsource the females. A discussion ensued on what the impact would be. Cmmr.Neatherlin asked what the budget numbers would be to outsource female inmates. They can't outsource inmates without additional staff. • Sheriffs office would like a School Resource Officer in the south end of the County and the Sheriffs office is in discussion with the School District for funding. A new hire would be necessary. Cmmr.Neatherlin stated he would view it as a grant funded position—if the funding goes away,the position goes away. Cmmr.Drexler wants it to be clear that if the funding is no longer provided and the position is cut, the cut is due to no funding from the School District. • Revenues were reviewed.Civil fees have increased along with the volume;Litter grant—Chief Hanson is requesting an additional$30K from DOE. • Policy Level Requests were reviewed. • Undersheriff Adams stated they are looking at consolidating some of the budget lines to simplify their budget. Overtime request has increased. 11:00 A.M. 2019 Budget Workshop—Prosecuting Attorney Commissioners Neatherlin,Drexler and Shutty were in attendance. • Total 2018 adopted budget is$1,525,027;2019 budget request is$1,593,931;Total PLR requests for$24,330. • The$24,271 PLR for Child Support Administration costs is to restore what was reduced in 2018. Revenues are received from the state for this service. • Drivers License Suspended 3 program will continue in 2019. • Mike Dorcy stated their plan is to add a grant funded advocate position;they currently have a.4 FTE office assistant position funded;proposal is to move.25 FTE of that funding to the grant funded advocate position for a new position. $65K grant;$9K is for county indirect cost;because of the way it's receipted,it is subject to the county indirect charge. Current Expense could transfer in the funding to offset the county's indirect charge. A briefing will be scheduled to discuss this new position. A budget review workshop will be scheduled next week to review PLR's to date. Respectfully submitted, Diane Zoren,Administrative Services Manager BOARD OF MASON COUNTY COMMISSIONERS d, \ I TV dy Neatherlin Terri Drexler Kevin Shutty hair Commissioner Commissioner