HomeMy WebLinkAbout2019/08/06 - Regular BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS
Mason County Commission Chambers, 411 North 5"' Street, Shelton, WA
August 6, 2019
1. Call to Order—The Chairperson called the regular meeting to order at 9:02 a.m.
2. Pledge of Allegiance—Tom Davis led the flag salute.
3. Roll Call — Present: Commissioner District 1 - Randy Neatherlin; Commissioner District 2— Kevin
Shutty; Commissioner District 3 — Sharon Trask.
4. Correspondence and Organizational Business
4.1 Correspondence
4.1.1 Washington State Liquor and Cannabis board sent liquor applications for Allyn
Community Association 18560 SR3, Allyn; Bulldog Boosters for an event at Lakeland
Village Golf&Country Club 200 East Old Ranch Road, Allyn; and Long Live the Kings
being held at Alderbrook Resort and Spa 10 East Alderbrook Drive, Union.
4.1.2 Washington State Liquor and Cannabis board sent Notification of Pending Marijuana
Extraction Operation.
4.1.3 Washington Department of Natural Resources sent a County Income Report
Explanation of Tables July 2019.
4.1.4 United States Department of the Interior Bureau of Indian Affairs sent notice of
determination of application by the Skokomish Indian Tribe to acquire, in trust, a 4.98
acre tract on the Skokomish Indian Reservation.
4.1.5 United States Department of the Interior Bureau of Indian Affairs also sent an
amended notice of determination of application by the Skokomish Indian Tribe to
acquire in trust 4.98 acre tract on the Skokomish Indian Reservation.
4.1.6 Mason Conservation District submitted a Mason County Voluntary Stewardship
Program report.
4.2 Highland Road project update Staff: Diane Sheesley
4.3 News Release- 2019 United Way Day of Caring Free Dump Day Staff: Loretta Swanson
5. Open Forum for Citizen Input—
5.1 Tom Davis spoke about the Highland Road closure and praised the help received from Diane
Sheesley in getting mail delivery during construction.
6. Adoption of Agenda - Cmmr. Neatherlin/Trask moved and seconded to adopt the agenda as
published. Motion carried unanimously. N-aye; S-aye;T-aye.
7. Approval of Minutes—July 22, and July 29, 2019 Briefing minutes; July 23, 2019 Regular Meeting
Minutes.
Cmmr. Neatherlin/Trask moved and seconded to adopt the July 22, and July 29, 2019
Briefing minutes and July 23, 2019 Regular Meeting Minutes as written. Motion carried
unanimously. N-aye; S-aye; T-aye.
8. Approval of Action Agenda:
8.1 Approval to sign a resolution adopting the Financial Reserve and Contingency Policy,
replacing Resolution No. 58-17. (Ex.A- Res. 72-19)
8.2 Approval of Warrants &Treasure Electronic Remittances
Claims Clearing Fund Warrant #s 8065796-8066062 $ 916,464.73
Direct Deposit Fund Warrant #s 60654-61045 $ 740,799.54
Salary Clearing Fund Warrant #s 7004571-7004598 $ 525,431.19
BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS
August 6, 2019 - PAGE 2
8.3 Approval to execute the Resolution to close Deegan Road to perform culvert
replacement work at milepost 2.35 beginning Monday, August 19, 2019 and
reopening prior to September 30, 2019. (Ex. B—Res. 70-19)
8.4 Approval of the Interlocal Agreement with the Skokomish Indian Tribe authorizing
services provided by the Public Works Department for vehicle, road or site
maintenance, engineering, survey, GIS, emergency assistance, sign fabrication,
fueling and materials supply.
8.5 Approval to rescind the Interlocal Agreement between the City of Bremerton and
Mason County entered into January 29, 2018 and approval to authorize the Chair to
execute the updated Interlocal Agreement between Mason County, Port of
Bremerton, and City of Bremerton related to participation in executive and technical
committees providing project design oversight to the Puget Sound Industrial Center
(PSIC) to Belfair Sewer Connection project.
8.6 Approval of the following in regards to the Skokomish Project Partnership Agreement:
1. Approval to have the Chair sign the Certification regarding Lobbying
2. Approval to have the Prosecutor sign the Certificate of Authority
3. Approval to have the Support Services Director sign the Self-Certification of
Financial Capability
8.7 Approval to set a hearing on Tuesday, August 27, 2019 at 6:15 p.m. to consider two
rezone requests for adjacent parcels in the Taylor Town Rural Activity Center (RAC).
8.8 Approval to change BARS line 514.24.510100 from Chief Appraiser (non-represented)
to Appraiser Analyst (Teamsters) as per the 2019 contract. Also, approval to pay Tom
Gibbons for an out of class analyst position for two to three months.
8.9 Approval to set a hearing on Tuesday, August 20, 2019 at 9:15 a.m. to consider
revisions to Mason County Code Chapter 2.51, Special Event Camping Policy for
Foothills Park, Truman Glick Park and Walker Park as well as revisions to Chapter
9.44, County Owned Real Property, including parks and property held in trust.
8.10 Approval of contract #K2827 between Washington State Department of Agriculture
and Mason County Noxious Weed Control Board for a project to control invasive
knotweed within the riparian corridors of Mason County. This contract is good from
July 1, 2019 to June 30, 2021.
8.11 Approval of Consolidated Contract #CLH18253, Amendment 9 between The
Washington State Department of Health and Mason County Health.
Tom Davis requested to pull item 8.1 for discussion.
Cmmr. moved and seconded to approve action items 8.1 through 8.11 with the
exception of item 8.1. Motion carried unanimously. N-aye; S-aye; T-aye.
8.1 Jennifer Beierle said that the changes are to ensure that the County has enough operating
reserves in place.
Tom questioned how moving this money would impact the general fund and how it would impact
services, to which Jennifer explained the intent of this update is to make sure those funds are
available and noted that there would not be any impact to services.
Cmmr. Neatherlin/Trask moved and seconded to sign a resolution adopting the
Financial Reserve and Contingency Policy, replacing Resolution No. 58-17. Motion
carried unanimously. N-aye; S-aye; T-aye.
BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS
August 6, 2019 - PAGE 3
9. Other Business (Department Heads and Elected Officials)-
10. 9:15 a.m. Public Hearings and Items set for a certain time-
10.1 Public Hearing to consider the sale of parcel 61902-50-00003 on W. Salmonberry Drive,
Elma in the amount of $5,000. Staff: Frank Pinter
Frank briefed the history of the parcel, noting that it is Tax Title and can be sold by direct
negotiation.
Cheryl Williams asked if a map could be printed in the future so the public could see the location
of the parcel.
Cmmr. Neatherlin/Trask moved and seconded the sale of parcel 61902-50-00003 on
W. Salmonberry Drive, Elma in the amount of$5,000. Motion carried unanimously.
N-aye; S-aye; T-aye. (Ex.C-Res. 71-19)
11. Board's Reports and Calendar -The Commissioners reported on meetings attended the past week
and announced their upcoming weekly meetings.
12. Adjournment-The meeting adjourned at 9:35 a.m.
BOARD OF COUNTY COMMISSIONERS
ATTEST: MASON COUNTY, WASHINGTON
�w 0-4- 1
Melissa breky, Clerkht the Board Kevin Shu tty Chair
Sharon Trask, Commissioner
Randf Neathe n, Commissioner
Exhibit A
RESOLUTION NO.7-2-19
AMENDING RESOLUTION 59-17
IN THE MATTER OF ESTABLISHING A FINANCIAL RESERVE AND CONTINGENCY POLICY
FOR MASON COUNTY, WASHINGTON
WHEREAS, the Mason County Board of County Commissioners. as the county
legislative authority and the Mason County Finance Committee deem it to be fiscally
responsible to maintain cash flow reserves in the County Funds and to provide sufficient
reserve funds as required by law to cover bond covenants, the smooth running of the County
and pay current obligations;
W
NOW THEREFORE BE IT RESOLVED by the Mason County Board of County
Commissioners that the Financial Reserve and Contingency Policy be adopted as part of the
County Budget process to achieve the goals outlined. These goals were established by the
Mason County Board of County Commissioners beginning in 2018 over a five year period
for all reserves except the Contingency Reserve which was established beginning in 2019
over the successive next five years.
A. General Policy
The County shall maintain reserves required by law, ordinance and/or bond covenants. All
expenditures drawn from reserve accounts shall require prior Board approval unless
previously authorized by the Board for expenditure within the County's annual budget.
The County Finance Committee will review annually the required reserve levels necessary
to meet the reserves established herein. If it is determined that the reserves should be
adjusted, the County Finance Committee shall.propose an amendment to these policies.
If reserves and/or fund balances fall below required levels as set by this policy, the County
shall include within its annual budget a plan to restore reserves and/or fund balance to the
required levels.
The County's annual general fund budget will be adopted in the positive with expenditures
not exceeding revenues, excluding beginning and ending fund balances unless the Mason
County Board of County Commissioners develop a plan to restore the shortfall to the
reserve balances within one calendar year.
The County will allocate any funds from unanticipated excess revenues and/or unexpended
budget authority in the year following the actual recognition of these funds first to funding
reserves as set out in this policy then to other unanticipated expenditures.
All reserves will be presented in the County's annual budget.
B. General Fund Operating Reserves
The County will maintain a General Fund Operating Reserve to provide for adequate cash
flow, budget contingencies., and insurance reserves. Under this policy, General Operating
Reserves will be budgeted in the range of 15% -20% of the prior year's actual expenditures,
excluding beginning and ending fund balances.
C. General Fund Contingency Reserve
The County will maintain a Contingency Fund and shall maintain a reserve equal to
$1,000,000 to provide a financial cushion to cover revenue shortfalls resulting from
unexpected economic changes or recessionary periods or to provide funds in the event of
major unplanned expenditures the County could face.
D. General Fund Technology Replacement Reserves
The County will maintain a Technology Replacement Reserve for replacement of costs
entity wide to cover computer hardware, software, or telephone equipment identified in the
County's Technology Replacement listing. The required level of reserve will equal each
year's scheduled costs. For example, if the 2019 equipment costs are budgeted at $100,000
the fund reserve balance must equal or exceed $100,000. Contributions will be made
through assessments to the using fiends and departments and maintained on a per asset basis.
E. General Fund Equipment and Vehicle Replacement Reserves
The County will maintain a General Fund reserve for the replacement of vehicles and
equipment identified on the County's equipment replacement listing. The required level of
reserves will equal each year's scheduled replacement costs. For example, if the 2019
equipment replacement costs are budgeted at$100,000, the fund reserve balance must equal
or exceed$100,000. Contributions will be made through assessments to the using funds and
departments and maintained on a per asset basis.
F. General Fund Accrued I.,eave Reserve
The County will maintain an Accrued Leave Reserve to cover the cost of the liability in its
Accrued Leave Account. The reserve will be at least sufficient to cover one years estimated
accrued leave payout as well as any accrued leave payouts known and required to be paid
out in future years.
G. Sales and Use Tax Fund Reserve
The County will maintain a Sales and Use Tax Fund Reserve equal to 15%to 20% of the
prior year's actual expenditures, excluding beginning and ending fund balances.
H. County Road Fund Operating Reserves
The County will maintain a County Road Fund Operating Reserve to provide for adequate
cash flow. Under this policy, General Operating Reserves will be budgeted in the range of
15%- 20% of the prior year's actual expenditures, excluding beginning and ending fund
balances.
I. County Road New Road Projects Fund Reserve
The County will maintain a County Road New Road Projects Fund Reserve equal to
$4,000,000, or other amount set by the Board and adopted during the annual budget process.
2
J. REET 2 Fund Reserve
`Me County will maintain a REST 2 Fund Reserve to provide for future debt payments
within the Belfair Wastewater & Water Reclamation Fund. The reserve will increase each
year, economic conditions permitting, by up to one-half of the scheduled transfer amount
from the REET 2 Fund into the Belfair Sewer Fund until the reserve is equal to$3,000,000,
or other amount set by the Board and adopted during the annual budget process.
K. Equipment Rental & Revolving Fund Reserve
The County will maintain an Equipment Rental &Revolving Fund. Balance Reserve equal
to 15% - 20% of the prior year's actual expenditures, excluding beginning and ending fund
balances.
Approved this_day of ? t ,2019.
Mason County Board of Commissioners
Kevin Shutty, air
l/,
Kandy eather in, oQ mmissioner
'Sharon Trask,Commissioner
Approved this ffday of. 2019.
Mason County Finance Committee baF?Z,�ie
son County Treasurer,Chair
Paddy McGuire Mason County Auditor,Secretary
Kevin ShYyttason County Commissioner
Attest:
M iss ewry
Clerk of the Board
Approved as to form:
TimVlfhitehea
Chief Deputy Prosecuting Attorney
3
Exhibit B
RESOLUTION NUMBER 70--1
COUNTY ROAD CLOSURE
DEEGAN ROAD
NOTICE IS HEREBY GIVEN that pursuant to RC 47.48.010, Deegan Road, County Road No.
06110,shall be closed to all through traffic at approximate Milepost 2.35 starting on Monday,
August 19, 2019 and reopening prior to Monday, September 30,2019. Commuters should
become familiar with alternate routes and allow for extra travel time during the closure. A detour
route will be posted during the closure.
NOW THEREFORE,BE IT RESOLVED,the Board of County Commissioners has declared
the above described road closure a public necessity to facilitate the Deegan Road West Culvert
project.
THEREFORE, the County Engineer is hereby ordered and authorized to proceed as
prescribed by law.
ADOPTED this bo—day of AtIctr5 , 2019.
BOARD OF COUNTY COMMISSIONERS
MASON COUNTY,WASHINGTON
Kevin Shutty, hair
ATTEST:
Sharon T ask, Vice Chair
Mel'.sa.J r wry, Clerk f the Board
APPROVED AS TO FORM:
._._
Ka y Neat K. Commissioner
Tim Whiteead,Chief Deputy
Prosecuting Attorney
cc: Commissioners
Engineer
JOURNAL: Publ. It.: 8115/19(Bill Road Dept.)
POST: At Least three (3)days 1rior to closure.
Fxhibit C
RESOLUTION NO. ~ I
APPROVAL OF SALE OF SURPLUS PROPERTY
WHEREAS, Mason County owns the tax title parcel #61902-50-00003, located on W. Salmonberry
Drive, Elma,WA; and
WHEREAS, an auction was held October 12-15, 2018 in an attempt to sell the above listed parcel per
RCW 36.35.120 with no bids; and
WHEREAS, per RCW 36.35.150(1)(d.)Tax Title Parcels can be sold by direct negotiation for twelve
months after an attempted auction; and
WHEREAS. the Board of County Commissioners, upon the recommendation of the Property Manager,
has determined that the property is surplus to the needs of the County; and
WHEREAS. Mason County has received an offer to purchase the property in the amount of$5,000
from Joshua Petersen and Elizabeth Higgins and a public hearing was held on August 6, 2019 to consider
the offer;
NOW, THEREFORE, BE IT FURTHER RESOLVED by the Mason County Board of County
Commissioners that sale of the property described above (parcel#61902-50-00003) is approved at the price
of$5,000; and
BE IT FURTHER RESOLVED, that the proceeds of the sale of said property are to be dedicated first
to any delinquent property tax obligations and related penalties, expenses and assessments; and next to
reimbursement of the Property Management expenses; and finally, to the Current Expense Fund; and
BE IT FURTHER RESOLVED, that the Chair of the Commission is authorized to sign the related
closing documents and the Property Manager initiate payment of 8%fee of sale price to the County's real
estate agent.
DATED this 6th day of August, 2019.
ATTEST: BOARD OF COUNTY COMMISSIONERS
"Mel"'sa.r.64�,,
;
MASON COUNTY,WASHINGTON
fthe Board �—Al
Kevin Shotty, air
APPROVED AS TO FORM:
r Sharon Trask, Vice-Chair
Tim iWit Chief DPA
Ran4y Neatherlin, Commissioner