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HomeMy WebLinkAbout2020/06/01 - Briefing BOARD OF MASON COUNTY COMMISSIONERS'BRIEFING MINUTES Mason County Commission Chambers,411 North 5th Street,Shelton,WA Week of June 1,2020 Monday, June 1,2020 9:00 A.M. Support Services—Frank Pinter Commissioners Trask,Shutty and Neatherlin were in attendance. • Director Evaluations will be scheduled on June 29. • The Commissioners agreed to hold their regular June meetings. There will be no 51 Tuesday meeting. Briefings along with regular business meetings will continue to be live streamed. • Jenn presented the 2021 Budget Instructions. The Auditor has moved up the due dates. The call for 2021 budgets will be July 1;due to Auditor by August 3 and the Auditor will present to the Commissioners on September 1. There was discussion of revenue impacts to the budget. The Commissioners requested 2021 revenue projections prior to July 1. • Grant Management Zoom Training tuition is$595 and will be shared county-wide. It is scheduled on June 4-5 from 8:30 a.m.to 3:30 p.m.each day. • Review of various purchases for the Coronavirus Relief Funds/CARES Act Funds. Items include purchasing laptops and temporary staff to prep the laptops;NEOGOV software and ExecuTime software.Discussion of changing existing desk tops to laptops which accommodates teleworking. Included in the request is additional VPN licenses,off site backup storage and an additional server. The Commissioners stressed the importance of being ready for teleworking. The request will be placed on the June 9 agenda. The Commissioners asked staff if NEOGOV and ExecuTime can be paid with CARES act funding for a multi-year contract. These will be brought back next Monday. The Commissioners asked that if ExecuTime software is purchased,it be used county-wide and they want to make sure there is buy-in from all offices. • Frank provided the status of Emergency Medical Services Advisory Council. The EMS Council is pursuing a 501 C3 status and will no longer be a county advisory board and they are asking a - Commissioner to sit on the Council. The next step is to adopt a resolution eliminating this Council. Frank will check with legal regarding the request for a Commissioner to sit on the EMS Council and what legal exposure that creates. • AFSCME contract is ratified and will be placed on the agenda. • The General Services ULP is in abeyance and the union members will vote on the contract as presented in December 2019. • Frank presented the reclass request for Kelly Frazier who has taken on the management of the Current Expense motor pool. Cmmr.Neatherlin asked this be delayed to June 8. • Permission was granted for the Senior Class to use the Building 10 parking lot as a gathering place for a vehicle parade. 9:45 A.M. Community Services—Dave Windom Commissioners Trask,Shutty and Neatherlin were in attendance. • Request to extend the contract with Community Lifeline through June 30,2020 and this will be placed on the June 2 agenda. • Request to install sprinkler system to meet Fire Code for the Community Lifeline Shelter and will increase the bed capacity from 35 to 55 beds and be able to operate year-round. Request to being forward a contract. • Todd Parker noted there is additional funding available from Commerce for emergency shelters. The comment period ends June 4. Cmmr. Shutty asked staff to bring forward information on what organizations would be eligible • Dave Windom reviewed COVED Phase 3 guidelines. He is working on a MOU with DOH. The application for Phase 3 will be coming out soon. Cmmr.Neatherlin is concerned with camping opening up in Mason County and attracting out-of-county visitors. Dave will bring forward what is eligible in Phase 3 along with Dr. Stein's recommendations next Monday,June 8. The target date to go to Phase 3 is June 19. 10:00 A.M. Public Works—Loretta Swanson Utilities&Waste Management Commissioners Trask,Shutty and Neatherlin were in attendance. Board of Mason County Commissioners'Briefing Meeting Minutes June 1,2020 • Richard presented an application for Robert Edwards for Solid Waste Advisory Committee. • Request to adopt a resolution setting a public hearing with the Hearings Examiner for Road Vacation#400 was approved. Cmmr.Neatherlin expressed concern that if approved,there is no purchase price of the property. He believes the properly has value. • Request to set a public hearing consider several franchise agreement applications for water systems. • Loretta presented a reorganization chart for Public Works. Two positions eliminated within the Road Operations/ER&R division and replaced.with one position;eliminate one position within the Road Operations/ER&R and creating one new position;one additional engineering position is proposed in the Engineering and Construction section. Some duties will be reassigned. In addition,the proposal is to suspend the filling of 4.3 FTE that are vacant. Cmmr.Trask expressed concern with the Confidential Administrator position. It was agreed to move the reorganization request forward with exception of the Confidential Administrator position that may be considered as a re-class. • Utilities request to purchase grinder pumps for the North Bay and Belfair Sewer systems was approved. • Review of Salt Shed bids and the cost is now estimated at$460K and it was approved to move forward. • Road closures for culvert replacement projects on Deegan Road and Shelton Valley Road will be brought forward. • Hoodsport drop box is on-line. • Staff is drafting a letter regarding solid waste flow control and will meet with legal. The Commissioners took a 10 minute break. 11:00 A.M. Treasurer/Auditor—Lisa Frazier/Paddy McGuire Commissioners Trask, Shutty and Neatherlin were in attendance. • Auditor's office has been approved for two Election Security grants in the amount of$169,510 that has to be spent by December 31,2020 and a$136,674 grant that has to be sent by December 20,2024. The request is to open an imprest account so it is a separate interest-bearing account. • Auditor McGuire requested permission to purchase scheduling/queuing system for use by the Assessor/Auditor/Treasurer to manage the public for social distancing. They have a quote from QLess for$13,500 startup costs and a$250 monthly service fee per office in Building 1 and$500 per office outside of this building. Auditor McGuire believes other county offices could also use the service. A kiosk will be set up in the lobby. The intent is to use CARES Act funding for the startup costs and at least the first-year service fees. There was discussion of including other offices and Cmmr.Neatherlin would like to try and negotiate a lower price if more offices are included. It was agreed to place the proposal,as presented,on the June 8 agenda and Auditor McGuire will check with the company on pricing. Auditor McGuire has checked with three other companies for similar software and only this company submitted a proposal and he stated his office will be responsible for any public records requests. 10:45 A.M. Assessor—Patti McLean Commissioners Trask,Shutty and Neatherlin were in attendance. • Request to promote IdaMae Jensen from Senior Appraiser to Sales Analyst. The Assessor's budget can absorb the 2020 additional cost. After review,the Commissioners asked the Assessor to use the reclass process. 11:00 A.M. Executive Session—RCW 42.30.110(1)(i)Potential Litigation Commissioners Trask,Shutty and Neatherlin met in executive session for approximately 15 minutes with Tim Whitehead for a potential litigation matter. Board of Mason County Commissioners'Briefing Meeting Minutes June 1,2020 Respectfully submitted, Diane Zoren,Administrative Services Manager BOARD OF MASON COUNTY COMMISSIONERS Sharon TraK&ndy Neath Min Kevin Shutty Chair Commissioner Commission