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HomeMy WebLinkAbout2020/09/08 - Regular BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS Mason County Commission Chambers,411 North 5"' Street, Shelton,WA September 8, 2020 1. Call to Order—The Chairperson called the regular meeting to order at 9:02 a.m. via Zoom. 2. Pledge of Allegiance—Cmmr. Shutty 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 The United States Department of the Interior Bureau of Indian Affairs sent in a letter regarding acquiring in trust for the Skokomish Indian Tribe a 6.62-acre tract in Mason County. 4.1.2 The Washington State Liquor and Cannabis Board sent in a Liquor License Application for Home Meat Service. 4.1.3 The Port of Allyn sent in a letter requesting CARES Act Funding. 4.2 Chair Trask read aloud the Proclamation honoring Public Health employees. 4.3 Mike Collins presented the news release regarding a temporary road closure on Trails Road on September 10. 5. Open Forum for Citizen Input— 5.1 Tom Davis asked that certain private conversations with the Commissioners be made public. Tom will provide proposed language for the Commissioners'Operating Guidelines. 6. Adoption of Agenda - Cmmr. Neatherlin/Shutty moved and seconded to adopt the agenda as published. Motion carried unanimously. N-aye; S-aye;T-aye. 7. Approval of Minutes—August 25, 2020 Cmmr. Shutty/Neatherlin moved and seconded to approve the August 25, 2020 regular meeting minutes. Motion carried unanimously. N-aye; S-aye;T-aye. 8. Approval of Action Agenda: 8.1 Approval to extend the Disaster Declaration Resolution 2020-32 and 2020-54 until the State of Washington Disaster Declaration expires. Resolution No. 2020-63 (Exhibit A) 8.2 Approval to amend Resolution # 81-19 amending Change Drawers and Petty Cash for Community Development. Resolution No. 2020-64(Exhibit B) 8.3 Approval of the resolution for the purchase of a body scanner from Adani Security Systems for the Mason County Jail as a sole source purchase. Resolution No. 2020-65 (Exhibit C) 8.4 Approval of an amendment extending the Department of Commerce Contract COVID-19 Outbreak Emergency Housing Grant # 316-46108-20 from September 30, 2020 to December 31, 2020. 8.5 Approval of the amendment between Pierce County and Mason County for South Sound Shellfish Recovery extending the existing contract to December 31, 2020. 8.6 Approval of the resolution authorizing Public Works to purchase the used 2001 Vactor 2100 from One 7, Inc. as a special market condition purchase in the amount of$65,000.00. Resolution No. 2020-66 (Exhibit D) 8.7 Approval of the resolution authorizing Public Works to purchase the asphalt floater attachment from NW Machinery CAT as a sole source purchase in the amount of$19,090.58. Resolution No. 2020-67 (Exhibit E) 8.8 Approval to concur with Thurston County's appointment of Nicolette Oliver to the Timberland Regional Library Board of Trustees for a term ending December 31, 2026. BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS September 8, 2020 - PAGE 2 8.9 Approval to authorize the Superior Court to hire extra non-judicial staff to help part-time"as needed"for Superior Court Administration. 8.10 Approval to increase the hourly rate for Superior Court and District Court extra-help bailiffs from $15.00/hour to $17.00/hour. 8.11 Approval to sign Amendment A to a previous grant contract with the Washington Department of Archaeology and Historic Preservation (DAHP). 8.12 Approval of Warrants &Treasure Electronic Remittances Claims Clearing Fund Warrant # 8074194-8074315 $378,239.81 Direct Deposit Fund Warrant # 70725-71117 $751,282.52 Salary Clearing Fund Warrant # 7005373-7005402 $523,605.51 Treasurer Electronic Remittances August 2020 $297,792.89 8.13 Approval to authorize Frank Pinter, Support Services Director, to sign the Change Order # 1 for $79,577.54 and Change Order # 2 for $181,000.00 with Colvos Construction, LLC for the Mason County Seismic Upgrades and Mason County Court Remodel. 8.14 Approval to execute the resolution to set a hearing date with the Hearings Examiner for Wednesday, October 14"', 2020 at 1:00 p.m. to consider public comment on the petition for vacation of several streets in Lakewood — Plats A, C, D, and F. Resolution No. 2020-68 (Exhibit F) Cmmr. Shutty asked that Item 8.13 be removed for separate discussion and vote. Cmmr. Neatherlin/Shutty moved and seconded to approve action items 8.1 through 8.14 with the exception of Item 8.13 which is removed for a separate vote. Motion carried unanimously. N-aye; S-aye;T-aye. Cmmr. Neatherlin supports setting the road vacation hearing because the terrain in that area is not suitable for roads. Item 8.13 Frank explained that as part of the permitting process for Building 10 it was discovered there is asbestos that has to be removed. This item also adds sales tax that was left off the original bid. Colvos Construction remains the low bidder. The time line does not change and this building will be used by the Courts for COVID-19 response. Tom Davis commented that due to the age of the building, asbestos removal should have been included in the bid process as well as the sales tax. Cmmr. Shutty/Neatherlin moved and seconded to approve Item 8.13. Motion carried .unanimously. N-aye; S-aye;T-aye. Cmmr. Shutty understands this building remains a controversial issue in the county, it has not been an issue for those that have used the building during COVID-19, including blood drives and it will now be available to the Courts. The community will continue to benefit from having this building space available in the downtown county campus. Cmmr. Neatherlin expressed support of adding this building to the county campus and it will be used for the court system which needs additional space. Cmmr.Trask also expressed support of adding this building to the county campus and the benefit to the community. BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS September 8, 2020 - PAGE 3 9. Other Business (Department Heads and Elected Officials) 9.1 Lisa Frazier,Treasurer, reported on how the Treasurer, Auditor and Assessor's office is providing public services using the new software and kiosk. They continue to work out the problems and are in the soft opening stage. She encouraged property owners to pay their property tax using methods other than in-person. A new drive-up drop box will be installed. Kelly Frazier reported a new drop off box will be installed in the alley way by Building 1 for the Treasurer and Elections. 10. 9:15 a.m. Public Hearings and Items set for a certain time— No public hearings set. 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 9:40 a.m. BOARD OF COUNTY COMMISSIONERS ATTEST: MASON COUNTY, WASHINGTON McKenzie SmkA, Cle of the Board Sharon Trask, Chair 0--w Kevin Shutty, Commissioner 1<1-.AM Randy e therlin, d6amissioner BEFORE THE BOARD OF COUNTY COMMISSIONER OF MASON COUNTY, WASHINGTON RE: EXTEND DECLARATION ) OF MASON COUNTY ) AS A DISASTER AREA ) 2020-32 AND 2020-54 ) RESOLUTION# WHEREAS,for the last 233 days (starting January 27,2020)there has been COVID-19 pandemic culminating on April 7,2020, in a disaster by creating multiple confirmed positive cases in parts of Mason County; and, WHEREAS,this COVED-19 pandemic has caused local resources to be exhausted or about to be exhausted, said resources are still depleted; and, WHEREAS, there is a present emergency which necessitates activation of the Mason County Comprehensive Emergency Management Plan (CENT),Public Health Emergency Activation Functional Plan, and utilization of emergency powers granted pursuant to RCS 36.40.180 and RCW 38.52.070(2); and, WHEREAS,a viral pandemic (Coronavirus)has and still is occurring to all residents and staff of Mason County resulting in the need for assistance to impacted citizens to quarantine and/or medically isolate with a focus of providing assistance for medical surges resulting in the need for emergency sheltering, funding, staffing and relaxed time frames throughout the county; and, WHEREAS,this disaster has caused and will cause an undetermined amount of financial, emotional and long-lasting impacts to citizens,businesses and public entities in Mason County, and, WHEREAS, severity and magnitude of this disaster/pandemic is beyond the capability of local resources; NOW,THEREFORE BE IT RESOLVED SECTION 1. It is hereby declared by the Board of Mason County Commissioners that, in accordance with the terms and conditions of RCW 36.40.180,the emergency remains due to the above stated conditions in Mason County;therefore,the Board declare that Mason County remain a disaster area and extend the disaster declaration until the State of Washington Disaster Declaration expires. SECTION 2. It hereby also removes Section 4 from the Disaster Declaration 2020-32; "Such authorization shall include unannounced entry and access onto and about private property, where such entry and access shall not violate those constitutional privacy and property rights under an emergency declaration. " 1 © REGULAR SIGNED IN ❑ SPECIAL SESSION THIS DAY OF ❑ EMERGENCY APPROVED AS TO FORM: BOARD OF COUNTY COMMISSIONERS Michael Dorcy, Prosecuting Attorney MASON COUNTY WASHINGTON Chief Civi uty Prosecutor Sharon Trask, Chair Tim Whitehead ATTEST: Ra dy Neatherlin, Commissioner McKenzie it,h`' Kevin Shutty, Commissioner Clerk of the Board 2 RESOLUTION NO. 4 AMENDING RESOLUTION#81-19 TO AMEND CHANGE/PETTY CASH FUNDS FOR THE MASON COUNTY DIVISION OF COMMUNITY DEVELOPMENT(#001-000000.125.000), WHEREAS,Resolution#81-19 updated amounts for the change funds/petty cash for the Mason County Department of Community Development,the Enviromental Health Department and the Public Health Department, known as the Department of Community Services collectively. WHEREAS, it has been determined that the Division of Community Development needs to allocate a portion of their petty cash drawer funds to a fourth(0)change drawer. Petty Cashier Drawer Current Amount$150 Requested Amount$ 50 Change Drawer(1) Current Amount$100 Requested Amount$100 Change Drawer(2) Current Amount$100 Requested Amount$100 Change Drawer(3) Current Amount$100 Requested Amount$100 Change Drawer(4) Current Amount$ 00 Requested Amount$100 Current Total $450 Requested Total $450 WHEREAS,it has been reviewed and approved by the Mason County Treasurer that there should be a total of one(1)$50 (Fifty Dollar)petty cash drawer and four(4)$100(One Hundred Dollar) change drawers for a total of $450(Four Hundred and Fifty Dollars) in the Division of Community Development. WHEREAS,there are no proposed changes to the change funds/petty cash at this time for Environmental Health or the Public Health Divisions of Mason County Community Services. NOW THEREFORE,The Board of Mason County Commissioners, does hereby approve the Mason County Treasurer's recommendation that there be a$450 (Four Hundred Fifty Dollars) in petty cash and change drawers for the Division of Community Development as outlined above. SIGNED this 90day of 5t MVff 2020. BOARD OF COUNTY COMMISSIONERS Sharon Trask, hair PRO ED BY: Ran Neatherli ommissioner isa azier, Mason County Treasurer Kevin Shutty, mmissioner ATTEST: Clerk of the Bo rd PROVED -TO FORM: Tim White e ie tvil Deputy Prosecutor RESOLUTION NO. U10 -Ul5 A RESOLUTION authorizing the Mason County Sheriff's Office to enter into a Sole Source Purchase Agreement for a body scanner for the Mason County Jail. WHEREAS, there are health concerns for the staff of the Mason County Jail as regards to inmate searches; WHEREAS, research indicates only one body scanner will provide all the necessary functions for no-contact inmate searches; WHEREAS, Mason County Code Chapter 2.21.030 allows sole source purchases with approval of the Mason County Commissioners; NOW, THEREFORE BE IT RESOLVED by the Board of Mason County Commissioners to authorize the Mason County Sheriff's Office to.purchase a .body scanner.from Adani Security Systems as a Sole Source. Adopted this 8"' of September, 2020. BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON ATTEST: 10/11 row Q a 17 Sharon Trask,Chair McKenzie Sm h, Clerk of the Board APPROVED AS TO FORM: Rano Nleathekn, Commissioner Tim Whitehead, Chief DPA Kevin Shutty, Commissioner J:\RESOLUTIONS&ORDINANCES\RESOLUTIONS-ORDINANCES Word Files\2020\Soul Source-Body Scanner Resolution.dooc exhWo\�- RESOLUTION NO. 101-0-UU A RESOLUTION WAIVING PUBLIC BIDDING REQUIREMENTS AND APPROVING A SPECIAL MARKET CONDITION PROCURMENT OF 2001 VACTOR 2100 USED HYDRO EXCAVATOR COMBO TRUCK FROM ONE.7, INC. WHEREAS, RCW 39,04.280 (1) (b), allows for exceptions from standard bidding procedures based on special market conditions and sole source findings for qualifying purchases; and WHEREAS, the Board of County Commissioners approved the purchase of a vactor truck in the 2020 budget; and WHEREAS, the County Purchasing Policy requires a resolution to waive bidding requirements over $25,000. WHEREAS,the used equipment has been identified that fits the specific needs of the County at a very favorable price and may be sold before the County could complete a formal bidding process; NOW,THEREFORE, BE IT RESOLVED by the Board of Mason County Commissioners as follows: Section 1. RCW 39.04.280 authorizes the Board to waive standard competitive bidding requirements for the purchase of equipment where "special market conditions" exist for procurement of the equipment. To the extent any bidding requirements apply to the purchase of the equipment, in light of findings of fact set forth herein, the Board finds that special market conditions under RCW 39.04.280(b) exist and that all bidding requirements (if any) are hereby waived for the purchase of the specified vibratory soil compactor. Section 2. Special market conditions include: a) The 2001 Vactor 2100 Truck is being offered at a very favorable price to Mason County. b) The Vactor Truck may be sold by the provider before the County could complete a formal bid process. c) The equipment is needed for a specific purpose and is suitable to the unique needs of the Public Works Department. No other equipment has been found at the price that meets the needs and budget at this time. Section 3. The purchase of(1) 2001 used Vactor 2100 Truck in the amount of$65,000 from One.7, Inc., is hereby approved. ADOPTED this Byn day of 2020 BOARD OF COUNTY COMMISSIONERS ATTEST: MASON COUNTY,WASHINGTON r Clerk of the B and Sharon Tras , Chair APPROVED AS TO FORM: Ran Neatherlin,Vic Chair Tim White ead,b . Kevin Shu , Co missioner RESOLUTION NO. A RESOLUTION WAIVING PUBLIC BIDDING REQUIREMENTS AND APPROVING A SOLE SOURCE PROCURMENT OF SIMEX ASPHALT FLOAT ACCESSORY FOR SKID STEER WHEREAS,the County is moving away from grader patching road repairs and moving towards paving repairs; and, WHEREAS,the County owns a skid steer that can be converted into a paver with an asphalt float attachment; and, WHEREAS, NC Machinery CAT provides the side shift Simex Asphalt Float attachment that will be used on the County's skid steer. WHEREAS, NC Machinery CAT is the ownly vendor currently providing the side shift feature that the County is interested in. WHEREAS, RCW 39.04.280 specifies exemption to competitive bidding requirements for purchases that are clearly and legitimately to a single source of supply; NOW,THEREFORE, BE IT RESOLVED by the Board of Mason County Commissioners as follows: 1. NC Machinery CAT is a sole source supplier of the side shift Simex Asphalt Float attachment. 2.That the County is authorized to purchase without proceeding to secure competitive bids, estimated at $19,090.58. ADOPTED this }h day of sm�'YW'020 BOARD OF COUNTY COMMISSIONERS MASON COUNTY,JWASHINGTON Sharon Trask, Chair 2 __ Ran Neatherlin, is Chair ATTEST: << Clerk of the BOdrd Kevin Shutty, C missioner APPROVED AS TO FORM: Tim itehead,Ch. DPA K-'M Vp F RESOLUTION NO. '1020--Lg13 VACATION FILE NO. 401 NOTICE OF INTENT TO VACATE SETTING TIME AND PLACE FOR HEARING ON SAID VACATION RCW 36.87 IN THE MATTER OF THE VACATION OF MULTIPLE STREETS IN LAKEWOOD PLAT A, C, D AND F WHEREAS, NOTICE IS HEREBY GIVEN that the Mason County Public Works Department is requesting the vacation of the following right of way: Multiple streets in Lakewood Plat A, C, D and F (see attached legal description and petition amendments, Exhibit E) WHEREAS, the Board of Mason County Commissioners did set a date for public hearing on the matter before the Hearing Examiner and directed Public Works to prepare notice thereof for posting and publication. NOW THEREFORE, BE IT RESOLVED, that said hearing has been set for Wednesday, October 14, 2020 1:00 p.m. in the Commission Chambers, Mason County Courthouse Building I, 411 North Fifth Street, Shelton, Washington, at which time and place any taxpayer may appear to hear the County Engineer's report, and be heard either for or against the vacation of the above said streets located in Mason County Washington. Hearing may be available via Zoom, visit the Mason County Hearings Examiner Agenda webpage at www.co.mason.wa.us/hearings-examiner or contact Mariah Frazier at mfrazier(aD-co.mason.wa.us or call (360)427-9670 Ext 365. DATED this 8 " day of7eY1lr , 2020. BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON ATTEST: Xr McKenzie SKiith, Clerk of the Board Sharon Trask, Chair OVED M: d a y Ne h lin, Vice Chair Tim White ead, Ch. DPA S Assessor _ve Auditor Kevin Shutty, Co missioner County Engineer Petitioner Post no later than (20 days prior to hearing at each terminus of the county road or portion thereof proposed to be vacated or abandoned.) Vacation File No. 401 JOURNAL— Publish 2t: — (Bill Public Works)