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HomeMy WebLinkAbout2019/10/28 - Briefing BOARD OF MASON COUNTY COMMISSIONERS' BRIEFING MINUTES Mason County Commission Chambers,411 North 5th Street,Shelton,WA Week of October 28,2019 Monday,October 28,2019 9:00 A.M. Support Services—Frank Pinter Commissioners Shutty,Trask and Neatherlin were in attendance. • 2020 take-home vehicle assignments.Jennifer Beierle noted that there are no changes between the 2019 and 2020 assignments. • Levy rates hearing is going to be set November 26,2019.Cmmr. Shutty asked if there was any interest in changing that to a morning meeting.Cmmrs.Neatherlin and Trask said they would like to see if it could be changed. • Frank spoke about a question received by Lisa Frazier,Treasurer regarding admission tax.This tax is on tickets and cover charges for entertainment within Mason County. The code to collect was approved in 1946,but at this time it is not collected.Lisa said some counties actively collect the tax and it is general fund money.Cmmr.Neatherlin suggested doing more research because small business may be negatively impacted if this is put back into action. • Letter to Squaxin Island Tribe-Cmmr.Neatherlin asked the Board to not sign the letter because citing the fact that others will be responsible for the taxes.Discussion was had about each of the parcels and the tax revenue. • Cmmr.Trask brought up the new laws regarding the Marbled Murrelet per DNR. She said there is going to be a lawsuit against DNR by the affected counties and if Mason County wants to join in,there would be no cost.Cmmr. Shutty and Neatherlin asked to discuss this further at another briefing with council. 9:20 A.M. BREAK 9:45 A.M. Community Services—Dave Windom Commissioners Shutty,Trask and Neatherlin were in attendance. • Alex Paysse brought forward a 2020 fee schedule,noting the last increase was in 2013. • Kris Nelsen announced an internal shift • Cmmr.Shutty talked about diversion grants and asked Abe Gardner to speak.Abe spoke about House Bill 1767(HB 1767)and discussed the need for a grant writer to apply for various grants under this HB.The grant amounts vary up to$500,000.The Board was in favor of this project. • Dave spoke about WRIA 22,noting that he is waiting for population estimates for water sheds,but other work has quickly moved forward. • Department of Ecology is meeting with DCD staff regarding definitions of projects. • Dave said he has a goal of having online permits available online December 1,2019. • As of November 1,2019,there will be appointments for single family residences. Staff will do six appointments per day.He discussed how he would like to rotate staff to handle this.The staff has asked to close during lunch in order to make sure all staff is available at the same time.Cmmr.Neatherlin said he is worried to close the building because not all people take lunch at the same time,and residents may want to come in during that time. • Cmmr.Neatherlin talked with Dave about a cold weather shelter in the Belfair area.A new church in the area is offering but isn't sure how to make it possible.Cmmr. Neatherlin said there was discussion years back about the possibility of allocating some funds to a shelter.Dave said he would speak to them about what would be necessary. 10:05 A.M. Public Works—Loretta Swanson Utilities&Waste Management Board of Mason County Commissioners'Briefing Meeting Minutes Week of October 28,2019 Commissioners Shutty,Trask and Neatherlin were in attendance. • Diane Sheesley spoke about the yearly Title VI report.Loretta Swanson mentioned she had one additional page regarding culverts to add.The Board had no questions for staff • Lease agreement with Verizon to lease 1,600 square feet on the Public Works facility property at 100 W.Public Works Drive.Diane said she is aiming to set a hearing on December 3,2019.Cmmr.Neatherlin mentioned that he would like to see about also getting more service in other areas of the county. • Franchise agreement applications for nine private water systems within the county. Loretta noted this is the first batch of applications and several more will be coming forward. She asked to hold a hearing on December 3,2019. • ER&R vehicle purchases made with traffic diversion funds-Loretta and Diane met with CRAB in regards to tracking funds for the vehicles purchased in 2018.$90,000 has been collected for vehicle purchases in 2019.Because no vehicles were purchased in 2019,they asked to use these funds to pay off the 2018 purchases.Other options were discussed by the Board and they asked to have Loretta return next week with more information and final amounts. • Vehicle lease proposal-Loretta said they will be bringing forward a comparison from ER&R in regards to the proposal received from Enterprise for fleet leasing. • Al Eaton spoke about ditch cleaning around the county.He spoke to a complaint from Steve Bloomfield at the October 22,2019 BOCC meeting regarding the size of ditches. 10:55 A.M. Economic Development Council—Jennifer Baria Commissioners Shutty,Trask and Neatherlin were in attendance. • Jennifer Baria discussed a grant application and some upcoming projects including investors and a hotelier who is interested in building.Jennifer and Karen voiced concern in the building permit process and timing per complaints they have received. • The 2019-2020 Community and Economic Development strategies project list was reviewed and it was noted that three projects were completed.Cmmr. Shutty said that Loretta Swanson should be contacting the EDC about this list for possible additions. 11:15 A.M. Assessor's Office—Patti McLean Commissioners Shutty,Trask and Neatherlin were in attendance. • Vicki King brought forward a reclassification appeal for the Real Property Technician. She said that the job description hasn't been updated and needs to be. There was talk about the fact that this position may be eligible for a reclassification if the fact that GIS is part of the job.Vicki was encouraged to speak with Frank Pinter for guidance and return with an updated job description. 2:00 P.M. Coroner—Wes Stockwell Commissioners Shutty,Trask and Neatherlin were in attendance. • Request to replace the Coroner 2006 Van which will be considered part of the leased vehicles. • Maintenance level request for professional services autopsies. The rate is$1500 per autopsy. The Coroner intends to sign a contract with Kitsap County and he anticipates the cost will go down. • Also requested an increase for indigent burials which is$500 per burial. 2:15 P.M. Clerk—Sharon Fogo Commissioners Shutty,Trask and Neatherlin were in attendance. • Request to repost her Chief Deputy position to Range 29. Commissioners will review in a regular briefing. Cmmr.Neatherlin asked Sharon to meet with Frank Pinter. • Sharon is hoping for a legislature change assigning legal advertising costs to the AG's office which would save the County publication costs. Board of Mason County Commissioners' Briefing Meeting Minutes Week of October 28,2019 • Requesting travel/training funding. Cmmr. Shutty would like to hold this for now. • Anticipates an increase in request for passports which generates revenue. • Request for overtime was approved at$1,000. 2:30 P.M. Treasurer—Lisa Frazier Commissioners Shutty,Trask and Neatherlin were in attendance. • Lisa reviewed the minor budget increases she is requesting. Discussion of revenue increases. Agreed to increase sales tax revenue to$5.7M;slight increase to timber sales tax;no increase to bank interest revenue;City/County Assistance will be reviewed later. 3:OOP.M. District Court—Judge Steele/Patsy Robinson Commissioners Shutty,Trask and Neatherlin were in attendance. • Judge Steele reviewed the Court calendar and the impact to the budget. Request to budget 16 hours a week for Court Commissioner and$25,000 for Judge Pro Tem. Request for additional staff was discussed—support staff for Probation Services and Judicial Support Specialist 3. • Patsy reviewed the various budget increases requested. • Maintenance-$13K for Dispute Resolution;$600 copier. The meeting adjourned at 3:45 p.m. Tuesday,October 29,2019 9:00 a.m. Support Services Budgets Commissioners Shutty,Trask and Neatherlin were in attendance. • Frank reviewed the current 2020 budget revenues and expenses with maintenance requests approved to date. The beginning fund balance was adjusted by$2.5M of unexpended budget authority and unanticipated revenue. At this point,revenues are estimated at$37,462,000;maintenance level expenditures are at$37,468,000. • Support Services—request to move the Director position from Human Resources to Support Services budget was approved. • Human Resources-$20K request for public safety testing for the Sheriff s office was approved. • Emergency Services submitted grant changes were approved;office rental fee has been increased and that will be reviewed with Public Works. • Information Technology(#119)and Information Services(#500)have been combined. Data Base Web Tech new position request which will be used to set up new computers and software is a PLR;the plan is to spend$50K on new computers and it takes staff time to launch the new computers. If staff is not increased,there may be two new computers launched a month. County-wide,the computer operating systems have to be upgraded and it takes staff time. Jen noted that the I.T.rates will have to be increased in 2021;a Sheriff Deputy provides I.T.work for their patrol cars and the Spillman system;request for a reclassification for Ben will be submitted;tuition reimbursement for staff will be moved to maintenance. The Commissioners want to review the tuition reimbursement policy. • Facilities—PLR for utilities for power,water and natural gas,does not include Bld 10. Cmmr.Neatherlin asked for the status of the Johnson Controls energy savings. Kelly reviewed the various PLR's which include heating&cooling;purchasing county cell phones for staff which are all maintenance. • Parks- Anne will be budgeted as FTE in Parks;reviewed the various increases including utilities,uniforms and re-start the turf management system. The requests are considered maintenance. • REET 2 Fund#351 was reviewed. There is a$370K reduction for the Belfair WW transfer out;capital improvements including MCRA Field Rehab;new stage at Board of Mason County Commissioners'Briefing Meeting Minutes Week of October 28,2019 Foothill Park;Latimer's Landing dock improvements. The requests were approved to maintenance. • REET 1 Fund#350 was reviewed and approved as maintenance. 10:00 a.m. Public Works follow up Commissioners Shutty,Trask and Neatherlin were in attendance. • Loretta provided the current status of their 2020 budget request. Request for three additional staff in Road Department. Staff provided additional information from comparable counties. The limit for county forces is$1.27M in 2020. County forces can work on gravel roads,culvert and guardrail projects. Request for upgrades to the building HVAC system was approved. $800K for vehicle and equipment replacement requests for Road Department. Cmmr.Shutty asked for detail on what would be replaced;even if approved in the budget,the Commissioners want to see the request prior to actual purchase. The equipment request will be briefed again. • Staff provided a revenue and expenditure analysis with estimated Beginning Fund Balance that includes what they have requested in their 2020 budget. • Equipment Rental&Revolving(ER&R)—there are various new vehicle purchases included in the budget. This will be held until it is decided what will happen with ER&R. • Utilities—Rustlewood is short$95K on revenues;$35K will be moved from REET 2 for repairs&maintenance;Loretta stated they are tracking the Director time spent on the various funds to get a better understanding of how to spread that cost. This will be brought back for briefing. 11:10 a.m. Sheriffs Office follow up Commissioners Shutty,Trask and Neatherlin were in attendance. • Sheryl reviewed the Sheriff s revenue changes—no Timberlake contract,reduction of$20K;no agreement with USDA for$5K;Superior Court reimbursements have been declining;various grants are also reduced in 2020. The Work Release revenue has also been reduced.Cmmr.Neatherlin pointed out that the overtime expenditures should also be reduced if the overtime contracts are not continued. • Sheryl reviewed the various expenditure requests. The Board agreed to move certain operating increases. • Review of the special funds—Boating and Narcotics will be established as separate funds. Discussion of how to budget for the Canine Program and the request is to budget in Current Expense at$8,000. • Overtime will be reviewed to be certain the overtime contracts that are not renewed are not included. • Traffic is requested at$2.16M. The actual Traffic budget is$2.6M but not all time is eligible for the traffic diversion funding. • The new position requests are still being considered. The meeting recessed at 12:25 p.m. 3:20 p.m. Review of 2020 budget requests to date. Commissioners Shutty,Trask and Neatherlin were in attendance. The Board agreed to list their priorities,if the funding is available: • Discussion of staffing request from Sheriff—because Building 10 won't be operating until the very end of 2020 at the earliest,the two correction officers can be delayed. The Board agreed one Administrative position is a priority. • Public Defender—Juvenile Attorney is a priority. • District Court—Judicial Support Specialist in Probation services is a priority. Board of Mason County Commissioners'Briefing Meeting Minutes Week of October 28,2019 • Courthouse Security-$32K contract increase. There has been no presentation of this budget request. Frank will track down additional information. • Auditor's office elections security,$10,000;overtime request$12,400(includes benefits). • WSU Extension Office-$15K for the MOU;$18,642 for the Noxious Weed Control staff are maintenance. • $50K for Veterans Assistance. Cmmr.Neatherlin wants to also provide$5,000 for direct assistance. • Cmmr.Neatherlin wants travel and training reviewed annually. A PLR will have to be submitted for these requests. • Next steps–Identify one-time requests and meet again at 2 p.m.on Monday, November 4. The meeting adjourned at 4:05 p.m. Respectfully submitted, Diane Zoren,Administrative Services Manager BOARD OF COUNTY COMMISSIONERS —k,C flP /VM// />��), Kevin Shu RanNeatherlin 9haron Trisk Chair7 Commissioner Commissioner