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Home My WebLink About2019/07/22 - Briefing BOARD OF MASON COUNTY COMMISSIONERS' BRIEFING MINUTES Mason County Commission Chambers,411 North 5th Street,Shelton,WA Week of July 22,2019 Monday,July 22,2019 9:00 A.M. Support Services—Frank Pinter Commissioners Shutty,Trask and Neatherlin were in attendance. • Draft July 30 agenda for Belfair meeting will be circulated. • The August 5 elected official/director meeting will be canceled. • HB 1406—Affordable and Supportive Housing—Local Sales&Use Tax is being tracked and the County has until January 2020 to adopt a resolution. The County is waiting to see what the City of Shelton will do. • Because the Health Department's grants are challenging,the Auditor's office has created a monthly grant reporting form for the Health Department to use for more efficient reporting. 9:15 A.M. Prosecuting Attorney/Sheriffs Office—Michael Dorcy/Travis Adams Commissioners Shutty,Trask and Neatherlin were in attendance. • Request for$10,000 for the start up costs of add-on modules to the Prosecutor's existing management software,Karpel Solutions.This would increase efficiency in delivering and serving law enforcement with subpoenas and streamline the discovery process with defense counsel.The Public Defense office will also be purchasing this software. The annual maintenance fee is$2,000 per module. The Board agreed to supplement the Prosecutor's budget for this purchase. 9:30 A.M. Community Services—Dave Windom Commissioners Shutty,Trask and Neatherlin were in attendance. • Working with Fire Chiefs to cover Fire Marshal duties. • Discussion of WRIA work. • Applying for a grant for engineering work to hook up the trailer park across the street from Tractor Supply to sewer and water. This would have a positive impact on the Johns Creek water supply. • Steve Abels,North Mason Resources Director,stated North Mason has 1/3 of the County's population yet only 10%is allocated to North Mason Resources and the funding has decreased over the last three years. He stated affordable housing in North Mason doesn't exist.North Mason Resources provides a variety of services including employment services which is ran by volunteers.They serve 2,100 people annually which include Kitsap and Pierce County residents. Mr.Abels requested North Mason Resources request for$78,500 in funding be reevaluated. Cmmr.Shutty noted the funding available is for only housing and asked if the funding request supplements other programs,besides housing. Mr.Abels explained how they evaluate a person's needs and they do work with Crossroads. Discussion of the various housing programs including rapid rehousing and coordinated entry. • Request to set a public hearing on August 27 to consider two rezone requests in the Taylor Town Rural Activity Center(RAC). The request will go on the agenda. • FEMA flood maps dated June 20,2019 are now effective and some property owners are receiving letters from their lenders indicating they need to purchase flood insurance. People can apply to FEMA for flood map amendments. • Request to post for a Building Inspector rather than a Plans Examiner and to expand the annual training budget. The Commissioners wanted to know additional budget information. • Discussion of sign code enforcement in Belfair. 10:40 A.M. BREAK Board of Mason County Commissioners' Briefing Meeting Minutes July 22,2019 10:47 A.M. Public Works—Loretta Swanson Utilities&Waste Management Commissioners Shutty,Trask and Neatherlin were in attendance. • Request to advertise for a vacated Engineering and Construction Manager was approved. • The County will be giving away 300 vouchers for free dumping on September 6`h of up to 1,000 lbs.of household garbage,appliances and tires. • Review of a new staff scheduling tool for Public Works Engineering capital projects. 11:00 A.M. Finance Committee—Lisa Frazier Treasurer Lisa Frazier called the Finance Committee to order at 11:10 a.m. Leo Kim, Auditor's Office and Cmmr. Shutty were in attendance. Also in attendance were Commissioners Trask and Neatherlin. Current Expense cash balance as of June 30,2019 is$11,105,488. Treasurer Frazier reviewed cash and investments. Jennifer Beierle reviewed the updated Reserve Policy. Lisa asked about creating a Belfair Sewer Reserve. Jennifer believes the reserve is best established in REET 2.There was a discussion of the use of REET 2. Lisa cautioned the dependence on REET funding because it is impacted by the market.Leo noted that a proprietary fund,such as Belfair Sewer,is supposed to be self-sufficient. Frank reviewed the status of the REET 2 Fund— anticipate$1.2M in revenue;$800K transfer to Belfair,$400K transfer to Rustlewood, $540K capital improvements budgeted,$2.6M cash balance.There was discussion of changing the language pertaining to the REET 2 Fund Reserve for the Belfair Sewer. The reserve will increase....by up to one half....until the reserve is equal to$3M. Shutty/Frazier moved and seconded approval of the updated Reserve Policy as amended. Motion carried. Loretta presented two loan requests—1)ecosystem restoration work in Skokomish Valley,$7.7M is local share,cash required is$5.5M,construction award in July 2020,so cash will be needed in May 2020,repaid by Conservation District grant,debt repayment schedule would be three to five years. Lisa believes the County would need to obtain a bridge loan from a bank.2)Belfair Sewer extension. Staff made an application for an $8M loan to the Public Works Board. In addition,a$2M grant award has been made. There could be investors,private and public. Treasurer Frazier stated no action is necessary at this point until there is further Commission action on these requests. The meeting adjourned at 11:57 a.m. 11:30 A.M. Accessible Community Advisory Committees Act(ACAC)—Megan Mason-Todd/Kevin Frankeberger Commissioners Shutty,Trask and Neatherlin were in attendance. • Request to form an Accessible Community Advisory Committees Act(ACAC)in Mason County. The voting access advisory committee that is required under RCW 29A.04.223 could be expanded to form an ACAC. Pat Bauccio and Megan Mason-Todd,Governor's Committee on Disability Issues and Employment,were in attendance. There are 12 counties that have an ACAC which is required in order to request grant funding from the Governor's Committee on Disability. Cmmr.Neatherlin asked if the grants provide staff support. It would take staff time to apply for the grants and manage the grants and manage the Committee. Currently funding has been available for staff support. • Commissioner Discussion. There was a review of building permit activity and discussion of how the regulations could be changed for certain type of permits to streamline the process. Cmmr.Neatherlin will discuss with Dave Windom and ask Dave to bring forward information. The Board recessed at 12:35 p.m. Board of Mason County Commissioners' Briefing Meeting Minutes July 22,2019 2:00 P.M. Review of Equipment Rental&Revolving—Frank Pinter Commissioners Shutty,Trask and Neatherlin were in attendance. • Frank provided history on the Equipment Rental&Revolving Fund. Included in the presentation were several recommendations that include reconciling"equity shares"for 2015 to 2018 by 10/31/19 and then annually by end of 2nd quarter. Create quarterly analytical reports. Allocate county-wide internal indirect to the Roads&Engineering Department purchasing process for 2020 and beyond during rate setting.Have the rate setting prepared by PW Managers and the Budget Manager and approved by the PW Engineer. Establish Reserves for Fuel Depot and LD/HD Shop for 2021 rate setting. Develop ER&R Policies and Procedures in 2020. Develop a process to determine the necessary number and classes of vehicles for all contributors in the procedures and continue to find methods to minimize fixed costs. Accounting recommendations were made to develop cost centers,develop classes of vehicles and develop methods to set shop rates. Also to set up payroll tracking of staff into defined cost centers;increase the fuel up-charge to 10%;create an accident direct cost category and change budgeted rate setting from LD/HD to billable hours. • Frank reviewed the analysis on how the ER&R rates are established. 3:55 P.M. Closed Session—RCW 42.30.140(4)(labor discussion) Commissioners Shutty,Trask and Neatherlin met with Frank Pinter in closed session from 3:55 p.m.to 4:25 p.m.for a labor discussion. The briefing adjourned at 4:25 p.m.with no further action. Respectfully submitted, Diane Zoren,Administrative Services Manager BOARD OF MASON COUNTY COMMISSIONERS a__ i 1�7 ^ - Kevin SKI d Neatherl' Sharon Tra c Chair Commissioner Commissioner