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HomeMy WebLinkAbout2020/02/10 - Briefing BOARD OF MASON COUNTY COMMISSIONERS'BRIEFING MINUTES Mason County Commission Chambers,411 North 5th Street,Shelton,WA Week of February 10,2020 Monday, February 10,2020 9:00 A.M. Executive Session—RCW 42.30.110(1)(i)—Potential Litigation Commissioners Trask,Neatherlin and Shutty met in executive session from 9:00 a.m.to 9:50 a.m. for potential litigation. Also in attendance was Michael Dorcy,Prosecuting Attorney;Tim Whitehead,Chief Deputy Prosecuting Attorney;Dawn Twiddy,Nichole Wilston,Loretta Swanson and Risk Pool staff. 10:00 A.M. ExeeutWe Sessien RGA142.30. 1$(1)(i) Pete tial Litigation eaneelea 10:35 A.M. Support Services—Frank Pinter Commissioners Trask,Neatherlin and Shutty were in attendance. • Resolution creating Motor Pool Department and resolution establishing Fund 141 for Sheriff Boating&Fund 142 for Narcotics Investigation were approved to place on the agenda. • Jenn reviewed the budget amendments for the March 17 hearing. This budget amendment includes the 1.75%non-union general wage increase. The Board asked to delay the Auditor's request to move the.5FTE Recording Manager wage back to Current Expense and an additional FTE to cover FMLA and anticipating a retiring employee. Cmmr. Shutty asked the Auditor's office to provide a work plan for the Auditor's O&M program. • Current Expense buy-out of vehicles,$66,917,to purchase from Traffic Diversion Dollars was reviewed. This will be paid from Non-Departmental and Jenn will monitor the budget to see if an adjustment is needed. • Frank provided an update for the Emergency Medical Services Council. The Council intends to form a 501C3 that will provide the training to emergency responders and once that is has been implemented,the Commissioners indicated the advisory council will be abolished. • Partnership introduction meeting with Enterprise Fleet Management is scheduled on February 12, 2:30 p.m. • Frank brought up a request from a veteran who received firewood through the Veterans Assistance Fund and is unhappy with the quality of the firewood. The veteran contacted the AG's office who closed the complaint. There was discussion of paying for the three cords that have been received by the veteran from the emergency$1,000 lifetime benefit. Need to collect the money from the vendor for the remaining cord. 11:00 A.M. Community Services—Dave Windom Commissioners Trask,Neatherlin and Shutty were in attendance. • Request to fill a position in Public Health that is being vacated approved. • Request to sign grant contract for$84,000 with Ecology for update of the County's SMP will be placed on agenda. • Request for Proposals for consultant services for Planned Action EIS for Belfair Subarea Plan was reviewed. The Commissioners suggested changes to the proposed map and comments from Ken VanBuskirk will be included. The call for the RFP will be placed on the February 11 agenda. The selection committee will be decided once the proposals are received. • January 2020 permit activity report was provided. • Cmmr. Shutty brought up an issue brought forward by Darrin Holland who said he talked to Dave Windom about creating a building advisory committee. Cmmr. Shutty expressed concern of this committee turning into a PAC that needs staff support;suggested a'/a standing briefing to work through the issues. This will come back for briefing. • Cmmr. Shutty stated Jeff Nitten from the City of Shelton will be sending a planning agreement regarding a workforce housing group. • Cmmr.Trask brought up an issue with a public record request that was made to Community Services and it was shuffled around without an immediate response and it ended up with Support Services. The request has been responded to but the Commissioner cautioned staff on making sure requests are handled promptly. Board of Mason County Commissioners'Briefing Meeting Minutes Week of February 10,2020 11:15 A.M. Public Works—Loretta Swanson Utilities&Waste Management Commissioners Trask,Neatherlin and Shutty were in attendance. • Amendment to agreement with FCS for Belfair Financial Plan Update approved to move forward. • Tomorrow briefing at 10 a.m.for Belfair Sewer • Pirates Cove request for street light. Public Works will contact PUD 3 to proceed with this. • Received call from EDC to lease parcel across from Ridge Motorsports. Would need to issue a non-binding bid for timber sales;RFP for potential lease;swap long term commercial parcel. There was a discussion of the process to follow. • Cmmr.Neatherlin brought up a request for a WSDOT traffic camera. He will be bringing forward a proposal. There is a possible cost share. • Cmmr. Shutty brought up Hoodsport signage on speed control. 11:45 A.M. Closed Session—RCW 42.30.140(4)Labor Discussion Commissioners Trask,Neatherlin and Shutty met with Frank Pinter in Closed Session from 11:45 a.m.to noon BREAK—NOON 2:30 P.M. Support Services/Public Works—ER&R Transition of vehicle fleet Commissioners Trask,Neatherlin and Shutty were in attendance. • Discussion of the transition from one to two fleets. A separate fleet for Current Expense and Public Health vehicles and equipment has been established separate from ER&R. There will be an introduction meeting with Enterprise Fleet Management this Wednesday and on February 26 there will be user training to review the new procedures. Frank stated we will be able to transition out of ER&R by February 29,2020. • Potential services still needed by CE fleet—ER&R Motor Pool Vehicles;emergency service work at a rate to be determined;using down town fuel station needs to be determined which is based on cost versus using the WEX gas card and whether the fuel station should be maintained;radio mechanic service work;parking spaces in the PW yard for spare vehicles—need a yard rental space rate on square foot basis. • Will need an auditable inventory list to transition the inventory that can be used as a checklist that will be signed. • Complete ER&R equity share reconciliation for years 2014-2020 using the method similar to that used to balance in 2013. • Need to compare new rates for ER&R fleet for Roads,Utilities,and Landfill to budgeted rates and may need budget amendments. • Discuss status of ILA agreements. • The vehicle titles do not need to be transferred. • Vehicle inventory(new tires,light bars)will be purchased by CE • Obsolete inventory will be disposed by ER&R,if not needed by CE • The vehicle inventory list needs include last oil change,tire rotation,tire replacement,brake service and warranty service. • Discussion of ER&R vehicle records and whether ER&R keeps to end of February 2020 and then CE starts new record. The records are in CAMS and it may be best for Kelly Frazier to have access to CAMS. • Cmmr.Neatherlin would like to see the cost for up-fit,fuel and maintenance stay in-house as much as possible,if the rates are competitive. Commissioner Discussion • Cmmr.Neatherlin brought up an idea to contract for animal control with the City of Shelton and use a Kitsap County facility.He has discussed this with Chief Moody and the proposed cost could be about$185K a year including a vehicle. The Commissioners are open to reviewing a proposal and Cmmr.Neatherlin will schedule a briefing time with Chief Moody. The meeting adjourned at 3:15 p.m. Board of Mason County Commissioners'Briefing Meeting Minutes Week of February 10,2020 Tuesday, February 11,2020 10:00 A.M. Public Works/Utilities—Loretta Swanson Belfair Sewer Extension Commissioners Trask and Neatherlin were in attendance.Also in attendance were Loretta Swanson,Michael Lubovich, and Gordon Wilson. • Michael Lubovich with Kennedy Jenks began by addressing changes within phase 1.This phase includes a new pump station and extending the existing sewer in the Northeast portion of the Belfair UGA. • Discussion between Cmmr.Neatherlin and Michael was had about groundwater and water rights and areas where purple pipe can be laid. • Cmmr. Shutty questioned the timeline of phase 1.Michael stated that permitting will be the difficult portion,and it is unknown if an Army Corps permit is necessary.At this time the estimate sits at 10 months until bids are called for,and one year to begin construction. • Gordon Wilson from FCS Group spoke about the financial analysis,noting that the current plan is much better than previous talks held in July 2019.He said the PSIC growth is good,but City of Bremerton is nowhere close to Mason County in terms of current planning. • Gordon said the best way to stabilize the financial future of the Belfair Sewer is to connect more sewer lines,so growth in the area is necessary.He.noted that even a single apartment complex would make a huge difference. • Loretta announced that a decision on loans needs to be announced by April,and should be done as soon as possible. She said a long-term financial plan needs to also be done for the state Public Works Board and the State Auditor. Meeting adjourned at 11:16 a.m. Wednesday, February 12,2020 2:30 P.M. Enterprise Fleet Management Introduction Meeting Commissioners Trask and Neatherlin were in attendance. • Steven Morrissey and Ryan Lewis,Enterprise Fleet Management,presented an overview of the municipal vehicle lease program that Mason County is implementing. This is for General Fund and Public Health vehicles,including Sheriff pursuit vehicles,and the goal is to have a fleet that is no more than 5 years old,depending on the market. This will result in a safer,more efficient fleet. Mason County will utilize Enterprise's maintenance program and the plan is to have Enterprise sell the County's surplus vehicle. The vehicles will be replaced over the next year with some vehicles being delivered in 3 to 4 months. The delivery time was discussed along with using hybrid vehicles. At this point,the order is for gas vehicles. There will be staff training at the end of February. Respectfully submitted, Diane Zoren,Administrative Services Manager BOARD OF MASON COUNTY COMMISSIONERS Sharon TrAl R dy Neatherlin Kevin Shu Chair commissioner Commissioner