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Home My WebLink About2020/08/03 - Briefing BOARD OF MASON COUNTY COMMISSIONERS'BRIEFING MINUTES Mason County Commission Chambers,411 North 5th Street,Shelton,WA Week of August 3,2020 Monday, August 3,2020 9:00 A.M. Interviews for Housing and Behavioral Health Advisory Board Commissioners Trask and Shutty interviewed the three applicants to the Housing and Behavioral Health Advisory Board via Zoom. Cmmr.Neatherlin recused himself from participating in the interviews due to a personal conflict. The Board selected Cappy Shapiro to serve on the Board and the appointment will be placed on the August 4 agenda. 9:30 A.M. State Auditor Entrance Conference-Chelcie Robinson Commissioners Trask, Shutty and Neatherlin were in attendance via Zoom. • Chelcie Robinson reviewed the scope of the 2019 Audit that is being started. The audit will include accountability,financial statement and federal grant compliance. 9:45 A.M. Community Services—Dave Windom Commissioners Trask, Shutty and Neatherlin were in attendance via Zoom. • Consolidated Homeless Grant for Housing and Essential Needs(BEN amendment)will be placed on the August 4 agenda. • CARES Act funded Eviction Rent Assistance Program(ERAP). This program is effective 8/1/20 through 12/31/20. The preference is to go through Crossroad Housing and staff is still working out the details. The request is to place the$500,876 grant award on the August 4 agenda. There will be subcontracts brought forward,staff is waiting for proposals. • Community Services submitted a proposed plan that makes changes to staff and procedures. The Board approved the request to add a Permit Tech position,post and fill. Dave will bring back the remainder of the plan for approval. • Public Health request to hire temporary personnel who speak Spanish for contact tracing services. They also intend to contract with PHI. 10:15 A.M. Public Works—Loretta Swanson Utilities&Waste Management Commissioners Trask, Shutty and Neatherlin were in attendance via Zoom. • Franchise agreement with Blue Heron Condo Owners Association approved to move forward with setting the public hearing. • Request for the County Engineer to sign an agreement with Richard Alexander to build a new ecology block wall on North Shore Road. The cost is approximately$100,000 with Alexander's committing to pay $14,000. Public Works will call for bids. • Request to use the small works roster to contract out the Valley Rose culvert replacement project was approved to move forward. • Approval to place the interagency agreement with WA State Fish and Wildlife for Haven Lake. • Contract with Fire District 11 for fire protection and emergency medical services to the Public Works property/buildings located at 100 W.Public Works Drive. The annual cost is$6,400. Loretta stated this is necessary because the County does not pay property tax,which typically pays for fire protection. Cmmr. Shutty asked if similar agreements are in place for other County properties. Loretta doesn't believe there is an agreement for the Belfair Shop. Frank will research to see if there are other such agreements. Commissioners requested this be brought with additional information. • Request for temporary special pay for Michele Morris for work performed in a higher classification until the Senior Accounting Technician position is filled. • Request to purchase a new server at a cost of$10,000 to$15,000 and Public Works has funds available. It may be eligible for CARES Act reimbursement. The Commissioners support the request and want to know where it will be funded. • Recycle and Solid Waste hauling contracts are up for review. A proposed recycle contract from Mason County Garbage has a significant increase and staff is reviewing to.see how these services could be done internally. The Commissioners expressed support of a short-term extension of the contracts at the current rates to allow time for further review. Additional information will be brought back. • Discussion of potential changes to the roadway at Island Lake and the possibility of obtaining safe routes to school monies. Board of Mason County Commissioners' Briefing Meeting Minutes August 3,2020 • Cmmr.Neatherlin brought up a variety of issues including neglected recycle container in Tahuya. • Cmmr. Shutty brought up paving of the Union boat launch. Loretta stated staff is willing to do that but need to make sure there are no environmental concerns with drainage. It is considered a county road and will be paid from Road funds. Staff will come up with a plan by end of August with the goal to pave in September. • Cmmr. Shutty asked the status of the gravel road improvement project. Three different roads have been selected- Sunnyslope Road,Boyer Road and Snyder Road. They are on the 2021 annual construction program. Additional road options will be presented to TIPCAP. 11:20 A.M. Support Services—Frank Pinter Commissioners Trask, Shutty and Neatherlin were in attendance via Zoom. • Approval to appoint Karen Wolf to the Area Agency on Aging Advisory Board. • Presentation of 2021 budget on September 1. There is not a Commission meeting scheduled and the Auditor will post the budget on the County's website and a news release will be issued. • There are two applicants(Kevin Frankeberger and Brenda Hirshi)for one regular position and an alternate position to the Board of Equalization. The Commissioners are good with appointing Kevin to the regular position and Brenda to the alternative position. • Approved for the August 25 agenda,the FY-20 Emergency Management Performance Grant(EMPG). • Tyler Technologies(Mums)Client Partnership Program approved for the August 25 agenda. • General Services Teamsters Contract for August 4 agenda was approved. • Frank presented information on parcel#42012-56-00012 which has had an offer but more research and an appraisal is needed. There is no action at this time. Cmmr.Neatherlin asked that the information be forwarded to him. • Frank reviewed the proposed distribution of the Coronavirus Relief Fund. There is$767K that is not allocated. The Commissioners are supportive of funding assistance for utility rate payers. There was discussion of the various distributions. • Frank presented the three bids received for the Building 10 remodel project. This is for the over sized courtrooms and seisimic work. The request is for a$2.73M AIA contract on the August 4 agenda. • Discussion of County reopening of offices. Paddy McGuire explained they have software in place(QLess)to manage public customers using a kiosk and tv screen in the downstairs lobby of Building 1. In September they will be able to schedule appointments using the system. The question is when to open the County offices. Cmmr.Trask prefers to open the entire county when it's safe to do so. Cmmr. Shutty stated with the COVID cases increasing,he would like to delay reopening and reevaluate. A Safe Start procedure will be coming forward from Frank. • Kelly Frazier reported the new car fleet has arrived and cars are being assigned. He will bring forward a request to surplus the old County cars. • Letter of support for the Sweetwater Creek park project will be on the August 4 agenda. • Cmmr. Shutty brought up allowing public participation at Commission meetings via Zoom. The Commissioners agreed to explore options and asked staff to bring forward information at a briefing. • A request to renew the agreement for the CGI Video Program. Cmmr. Shutty would like Rachel Hanson's opinion. Frank will follow up with Rachel. • Frank noted that he had the Teamsters across-the-board wage increases backwards and that has been corrected. There will be budget amendments,if necessary. 12:45 A.M. Executive Session—RCW 42.30.110(1)(i)Potential Litigation Commissioners Trask, Shutty and Neatherlin met in executive session with Tim Whitehead at 12:45'p.m. for potential litigation. Respectfully submitted, Diane Zoren,Administrative Services Manager BOARD OF MASON COUNTY COMMISSIONERS �X ti Sharon Trask Randy catherlin Kevin Shu Chair Co r issioner Commissi r er