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HomeMy WebLinkAbout2019/09/16 - Briefing BOARD OF MASON COUNTY COMMISSIONERS' BRIEFING MINUTES Mason County Commission Chambers,411 North 5th Street,Shelton,WA Week of September 16,2019 Monday,September 16,2019 9:00 A.M. Support Services—Frank Pinter Commissioners Shutty,Trask and Neatherlin were in attendance. • The Board approved placing the Criminal Justice Treatment Account(CJTA)contract for July 1,2019-June 30,2020 on the agenda for approval. • The Board had no agenda items for October 7 Elected Official/Director meeting and Diane will reach out to elected officials and directors to see if they have items. If not, Diane will use that time for 2020 budget workshops. • News Release to solicit for Civil Service candidates will be issued. • Ross presented the CTG Service Agreement quote for the Jail control panel&Jail doors. The Board requested staff research to see if there are additional vendors and brief again next week. • Request to call for proposals for County facility cleaning contract was approved to move to the agenda. • Jennifer reviewed the August Financial Statements. • Criminal Justice Study(joint with Grays Harbor County). The Executive Committee members will include Cmmr. Shutty,Judge Steele,Sheriff Salisbury and/or Chief Hanson and a Superior Court Judge. • Proposed Memorandum of Agreement with City of Shelton regarding annexation. Frank will meet with the City and bring back for additional briefing. • Cmmr. Shutty brought forward information on the Pacific Mountain Work Source GADGET program(subsidized internship). Dawn with check with the City of Olympia to see how they are using the program. Cmmr.Neatherlin pointed out that the north end of the county has had a lack of service from Pac Mountain. Staff will brief this again. 9:30 A.M. Economic Development Council—Jennifer Baria Commissioners Shutty,Trask and Neatherlin were in attendance. • Jennifer presented the proposed 2019-2020 CEDS list. She stated the Port of Allyn submitted three projects last week and Jennifer will work with the Port to bring these projects forward.Cmmr. Shutty asked Jennifer to contact Dave Windom regarding a mobile home park on Shelton Springs(Evergreen Mobile Home Park)that needs water/sewer infrastructure to add to the CEDS list. The City may have a late comers agreement to bring forward. Jennifer will reach out to the Port of Allyn,Windom and the City and will email any information to the Commissioners. • Jennifer presented a Scope of Work for a 2020 Shared Legislative Agenda.Cmmr. Neatherlin requested information on how this would be funded. He noted a proposal was submitted in 2019. Jennifer stated the City is willing to split the cost 50/50. Troy Nichols is the City lobbyist. She believes the cost for work beyond the City's scope is $20K for the lobbyist. Cmmr.Neatherlin wants this project to be EDC driven and in the proposal that was submitted last year,the County's financial contribution decreases over time. Cmmr.Shutty agreed that he wants the EDC to drive a regional approach for legislative affairs;he wants to use the EDC as a conduit to get the projects done and this conversation has gone on for over a year. Cmmr. Shutty voiced frustration that we will miss out on another legislative session. • Jennifer reported she has been meeting with a hotelier. The opportunity zone can cross over to the county parcel. EDC has also had conversation with Hall Equities and they have done a small feasibility study for their parcel. • EDC has also been meeting with a pellet manufacturer and are touring eligible sites. • EDC continues to work with The Ridge on their outdoor event center. The County's 100 acres is commercial long term forest land and they need to find a parcel to swap. Mason County Commissioners' Briefing Meeting Minutes September 16,2019 • The EDC Board has open positions. 9:45 A.M. Community Services—Dave Windom Commissioners Shutty,Trask and Neatherlin were in attendance. • Amendment 10 to Consolidated Contract was presented for an increase of$205,406 and the 2019 budget impact has been budgeted. Approved to move forward. • There are two Environmental Health Specialist positions open and they will post to fill. • Dave presented population projection information which shows a flat increase. • Evergreen Mobile Home Park—Dave stated they could receive Salmon Recovery Funds to hook up with City utilities and retire the wells so is not sure it should be on the CEDS list. Dave will work with Jennifer at EDC. • Presented the weekly building permit report. 10:00 A.M. BREAK 10:05 A.M. Sheriffs Office Commissioners Shutty,Trask and Neatherlin were in attendance. • Undersheriff Travis stated the Sheriffs Office reviewed internal policies this year and the impact of the 2017 budget cuts and today they are bringing forward a proposal to mitigate the high liability areas.The two things to consider—adding an Administrative Sergeant and Taser replacement. They have capacity in 2019 salariesibenefits budgets and would like to use this in operations. • Sheryl reported she is projecting$500K in unexpended salaries/benefits due to eight positions open and hiring some positions at lower steps resulting in savings.She also projects overspending$250K in operations due to purchasing computers and bullet proof vests;higher MGH medical cost,which is currently$72K overspent;inmate medical transport is$11K higher,and jail food services bills from 2017 and 2018 in the amount of $45K had to be paid. They also will have$120K from the school contract coming in. Cmmr.Neatherlin noted the jail food contract was changed that resulted in a savings and the Sheriffs office was allowed to spend that savings. Then the food contract cost higher than anticipated and that cost was covered and he questioned these bills. Sheryl stated these are bills that were never paid. • Chief Spurling explained the reasons to add the mid-level management position of Administrative Sergeant due to the many programs that need management. Cmmr. Neatherlin clarified this would be a new position,at approximate cost of$105-$110K in 2020. Discussion of why the request is for an Administrative Sergeant and not a Lieutenant. • Deputy Gaynor presented information on options for new Tasers. Their Tasers are 5 to 12 years old and are failing. The new technology was explained and Tasers cause less injuries than other options. Deputy Gaynor did a demonstration of the Taser. The total cost is$324,453.81 and can be paid in five payments. • Undersheriff shared purchases they need to make that include polygraph equipment, patrol car laptops,ammunition,decibel meters,uniform replacement,and various software. • Cmmr.Neatherlin expressed support of the Taser program but wants to make sure it doesn't cause a budget shortfall at end of the year.Cmmr. Shutty also supports the Taser program and then review budget later in year. The Board agreed to move unexpended salary/benefits budget to operating and move forward with purchasing new Tasers. The Board went into executive session for potential litigation from 11:10 a.m.to 11:25 a.m.with Tim Whitehead. Also in attendance were Loretta Swanson and Diane Sheesley. Mason County Commissioners' Briefing Meeting Minutes September 16,2019 11:25 A.M. Public Works—Loretta Swanson Utilities&Waste Management Commissioners Shutty,Trask and Neatherlin were in attendance. • Loretta reported that the plans for the salt storage shed should meet their needs for some time and will also provide space for a patch shed. • Discussion of road improvements in Belfair. 11:35 A.M. Public Works/Belfair Sewer—Loretta Swanson Commissioners Shutty,Trask and Neatherlin were in attendance. • Presentation of information for four potential alternatives for expansion of the Belfair Sewer from Kennedy/Jenks Consultants. • Loretta shared information on potential impacts to the project if packaged with WSDOT Connector project. • Cmmr.Neatherlin doesn't support teaming up with WSDOT except to take advantage of the right-of-way; regarding Alternative#4—he noted there are no contracts or agreements with Kitsap County; Cmmr.Neatherlin suggested changes to the route,to the west side of the Connector Road,and this was discussed. He commented on the other alternatives. • The consultant stressed the need to identify service areas and how to provide service. He noted the current sewer system has capacity. • Cmmr. Shutty commented that Alternative 4 offers the most flexibility and meets what was discussed with the legislature. • There was discussion on possible scenarios and development. The Board recessed at 12:45 p.m. 2:00 P.M. Revisit ER&R and Enterprise Lease Proposal—Frank Pinter/Loretta Swanson/Diane Sheesley Commissioners Shutty,Trask and Neatherlin were in attendance. • Frank presented a PowerPoint laying out the options for the Equipment Rental& Revolving Process and Fund. • Options include remain at status quo;create a Current Expense motor pool;move the ER&R management directly under the Commission;pursue a vehicle leasing option via a RFP. • If ER&R remains status quo,the 2020 Current Expense total cost is$1,644,000. • The impacts were reviewed if a Current Expense motor pool was created or the ER&R management was placed directly under the Board and both options including adding Current Expense staff. • The leasing option impacts were also reviewed which include issuing a request for proposals,adding a.5TE to Facilities to manage vehicle movement logistics and moving a Maintenance Level III FTE to a Maintenance Level IV to allow the Facilities Manager to do the fleet management;it would increase Utilities,Solid Waste and Roads ER&R costs by between$270K TO$300K if Current Expense pulled out of the ER&R. • Diane Sheesley noted that ER&R vehicle costs have not been trued up for past 4 years; Frank stated the preliminary truing up of numbers resulted in approximately$200K positive to Current Expense. The$900K MCSO vehicle replacement number in the ER&R budget was provided by the Sheriffs office. • Logistics of taking vehicles to various service locations and radio upfitlrepairs was discussed. Frank stated Day Radio Service is willing to enter into a contract to come to the County. There are various mechanic shops in Mason County that are contracted with Enterprise Leasing that could provide service for mechanical problems and/or oil changes. • Undersheriff Adams shared how the vehicle leasing has worked for his office. They take their vehicles to a local shop for service,which is typically routine service because the vehicles are newer so they don't have many mechanical problems. Mason County Commissioners' Briefing Meeting Minutes September 16,2019 • Approximate cost to lease is$712,000 plus staff cost of about$50,000. Benefits include having new vehicles that could result in lower maintenance and fuel costs. • Frank stated the County has the ability,in certain years,to levy shift excess capacity from the Roads budget to purchase vehicles. • If leased,the County would have to purchase/repair vehicles in the event a vehicle is damaged and that was considered in estimating the direct cost estimates. In ER&R, replacement funding is available. • Indirect cost would be shifted to utilities which would further impact those budgets.Car wash services would also have to be considered if vehicles are leased. There is also a downtown fuel station that could continue to be used or go to Enterprise fuel cards. • Cmmr. Shutty noted that entering into a lease does lock the County into purchasing new vehicles,which is needed. He does not believe a levy shift would be sustainable. • Next steps-brief the Request for Proposal for leased vehicles on Monday;Cmmr. Neatherlin requested Frank to check if the service vendor contracts are with Enterprise or with the County and how are they billed. • If Current Expense vehicles are no longer in ER&R,Public Works suggested that staff time could be reallocated to other projects. Respectfully submitted, Diane Zoren,Administrative Services Manager BOARD OF MASON COUNTY COMMISSIONERS 6--w. /?" A4A evin Shutt/ Randy eatherlin � Sharon Tr9k Chair Co issioner Commissioner