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HomeMy WebLinkAbout2020/10/19 - Briefing BOARD OF MASON COUNTY COMMISSIONERS' BRIEFING MINUTES Mason County Commission Chambers,411 North 5th Street,Shelton,WA Week of October 19,2020 Monday,October 19,2020 9:00 A.M. Support Services—Frank Pinter Commissioners Trask,Neatherlin and Shutty attended the meeting via Zoom. • Approval to schedule 2021 Budget Hearings November 24,9:15 a.m.—Adopt Resolution for Substantial Need/Banking Capacity;adopt 2021 Levies;Monday,December 7,9 a.m.—2021 Budget Hearing • Jenn announced the final 2020 budget hearing will be December 8. • Review of September 2020 financial statements. • Frank reviewed the COVID funding distribution. At last week's meeting with Commerce,there were revisions to the guidelines for COVID funding. All public health and public safety staff salaries/benefits can be reimbursed 100%from CARES funding. We could not include grant- funded salaries. Cmmr.Trask still wants to provide funding through EDC. Cmmr. Shutty agreed that more review needs to be done,wants a clear path on how other commitments would be made and meet any audit requirements. He too wants to get funding out into the community. Cmmr. Neatherlin likes the simplicity of this but has concerns about providing funding to the community from the General Fund. Cmmr.Neatherlin suggested getting every dollar available by continuing what we are doing and funding public safety salaries at the end. Frank asked about the amount of support to the Y program—the total commitment is$125,000 for the entire school year or$13,800 per month. The County can't fund beyond November 2020. Cmmr.Trask wants to see the contracts and confirmation they are ready to provide services. Cmmr. Shutty asked for a scope of work. EDC funding for local businesses—Cmmr.Neatherlin supports$300K to$600K;Cmmr. Shutty believes this is a reasonable range,would like a reconciliation.Frank suggested to use some of Public Health grant money,Building 10 has used about$800K. Dave Windom stated the $1.3M that Public Health received has strings attached to it. There was discussion of putting in a new window for Financial Services that allows staff to pass paperwork through in order to limit contact and that was approved to proceed. Sheriff s request for body worn cameras and vehicle cameras,$800,000,not including the additional position. Frank will update the list and brief again. • Counter-offer on Lake Boulevard from Habitat for Humanity. Commissioners are good with the counter offer of$50,000. • Reclass request from Public Works/Utilities for the Senior Accounting Technician to a Program Support Technician was approved to move forward. • Labor contract for Family/Community Health approved to move to agenda. • Dawn presented the 2020 PEBB members medical contribution approved to move to agenda. • Dawn presented the 2021 Medical Contributions for the non-represented employees/elected official. • Replacing Parks Department Kubota tractor and attachments at a cost of approximately$50,000 and would need to go out to bid. Ross will put together what a lease would look like. • Homeland Security Grant was approved to place on agenda. • Lodging Tax Advisory Committee recommendations to extend the 2020 contracts into 2021 for same terms/funding was approved. • Cmmr.Neatherlin proposed a$5,000 annual contribution to a Gorst Coalition for the Gorst interchange upgrades which will impact north Mason County. The Coalition intends to hire a lobbyist. Cmmr. Shutty is supportive of the funding request,pending who is the fiscal agent. This was approved for the November 3 agenda,pending more information is available. • Cmmr. Shutty brought up requesting an extension beyond the November 30 deadline by sending a letter to the Governor and Commerce. Frank will draft a letter for the October 20 agenda. Board of Mason County Commissioners'Briefing Meeting Minutes October 19,2020 10:00 A.M. Community Services/Support Services—Dave Windom/Frank Pinter Commissioners Trask,Neatherlin and Shutty attended the meeting via Zoom. • Discussion of Housing Authority. Community Services provided information on available funding. Dave has talked to a WA State Housing Authority person. It looks like if the Housing Authority dissolved,the assets would default to the County. Kathy Haigh participated in the Zoom meeting. Kathy brought up the two proposals received to purchase some of the Housing Authority properties. She noted there are three funding sources for the properties so that complicates trying to sell the property. Kathy stated the Housing Authority needs a Director/Secretary position with an office where the files are stored,possibility a.5FTE. Frank stated if the County went out for an Executive Director position,it would be$50K to$90K. Cmmr.Neatherlin stated it's not a county office and the Housing Authority needs to make these decisions. Cmmr. Shutty brought up the change in law that allows the County to financially assist the Housing Authority. Kathy noted there is not a Housing Authority Board. Cmmr. Shutty asked if,because there is not a Housing Authority Board, the County Commission steps in to provide a quorum. He supports advertising for new Housing Authority Board members. Cmmr. Shutty asked if there is funding available in the current housing funds. Dave/Lydia believe the existing housing funding can be used for capital improvements,but not a staffing position. Lydia suggested the county do some additional research to know if the properties are sustainable. Dave recommended a team be formed to include himself,Frank,a Commissioner,Tim Whitehead, Kathy Haigh,Todd or Casey to research what options are available for the Housing Authority. A county team will be formed that includes Cmmr.Neatherlin;Frank will bring forward the cost of a yellow book appraisal on the properties;news release will be issued for new members and Frank will bring forward the cost of staff. 9:50 A.M. Community Services—Dave Windom Commissioners Trask,Neatherlin and Shutty attended the meeting via Zoom. • Request approved to pay Josh Luck,Building Inspector V, 10%lead pay effective October 1, 2020 through September 30,2021. • Approved to post and fill for two Building Inspector positions. • Approved to post and fill a Community Services Pandemic Response Community Health Specialist 1,11,III and will be placed on the October 20 agenda. • Request for permit software upgrades to SmartGov at a cost of approximately$10,000(CARES Act)the first year and about$5,000 thereafter. • Health Care Authority Contract K3929 Amendment 2 was approved to move to Action Agenda. 10:20 A.M. Economic Development Council—Jennifer Baria Commissioners Trask,Neatherlin and Shutty attended the meeting via Zoom. • Jennifer presented a framework for providing additional grants to local businesses. With the current deadline for spending the money,it is a very tight timeline. The Commissioners are supportive of allowing business that have already received funding,to receive additional funding. Businesses that have not received previous funding would receive a higher score. The Board agreed for the EDC to open the application process and start marketing the grant process with the level of funding to be determined. The review panel will review the grant applications with each Commissioner,by district. EDC will provide information on who receives grant awards. Cmmr. Neatherlin brought up additional funding to EDC for the staffing/operational costs. Cmmr. Shutty agreed that EDC needs additional support and asked for a proposal from EDC. Discussion of whether to include non-profits,5010. 50106 are not eligible. Jennifer suggested allowing 501C3 associations to apply for funding and bring those applications to the County for approval. 10:45 A.M. Mason Transit Authority—Danette Brannin Commissioners Trask,Neatherlin and Shutty attended the meeting via Zoom. • Letter of support for the grant application to WA State Department of Transportation for vehicles. Board of Mason County Commissioners'Briefing Meeting Minutes October 19,2020 10:50 A.M. Public Works—Loretta Swanson Utilities&Waste Management Commissioners Trask,Neatherlin and Shutty attended the meeting via Zoom. • Approval to move forward the following resolutions: county bridge limits;County load/speed restrictions and emergency closing orders for county roads. • Approval to solicit for road maintenance surfacing materials for 2021 and vehicle/equipment towing and tire repair services by using the County Vendor Roster. • Richard presented options for Eells Hill Transfer Station outbound scale replacement. The recommendation is to replace the scale with concrete foundation at a cost of$130,000 in 2021. This will be discussed at the 2021 budget workshop. • Request to fill a vacated Road Operations&Maintenance Supervisor position was approved. • Approval to fill a vacated Solid Waste Attendant I position. • Approval to pay Kevin Guijosa,Solid Waste Attendant III,lead pay until the Solid Waste Manager position is filled and trained 11:30 A.M. Closed Session—RCW 42.30.140(4)Labor Discussion Commissioners Trask,Neatherlin and Shutty met in Closed Session with Frank Pinter from 11:30 a.m.to 12:15 p.m. 2021 Budget Workshops 2:00 p.m. Community Development—Dave Windom Commissioners Trask,Neatherlin and Shutty attended the meeting via Zoom. Dave shared his 2021 budget request that includes four PLR's that have been addressed—Permit Specialist, 10%Lead Pay Building Inspector,Planner,consolidate two manager positions into one higher paid position. Casey Bingham reviewed the Public Health PLR's. There was a discussion about the TST transfer to the Jail that has been$150,000. Jenn said there is a meeting tomorrow with staff to discuss this. Cmmr. Shutty brought up the ask from the Sheriff s Office for a mental health officer;he suggested modeling after Kitsap County for a mental health navigator that could be paid with TST,separate from the$150K transfer to the jail. The Current Expense transfer-in amount was discussed. This covers services that do not have grant funding or fees,such as communicable disease. Jenn noted the Public Health ending fund balance is$457K. The Board agreed to leave the transfer as budgeted. 2:30 p.m. Support Services—Frank Pinter Commissioners Trask,Neatherlin and Shutty attended the meeting via Zoom. Jenn presented the Support Services 2021 budget request that includes Non-Departmental. There is a request for$100K to the Motor Pool for pursuit vehicle replacement and$60,000 for insurance. Cmmr. Shutty pointed out the vehicle reserve can be used. Cmmr.Neatherlin suggested increasing the budget for EDC to$90,000 from the#103 Fund. Cmmrs. Shutty and Trask are good with a placeholder of$90K and see what is requested from EDC. There was discussion of budgeting a certain amount from REET 2 per Commissioner District. Cmmr.Neatherlin asked Frank to review Support Services Department to see if there is a need for any additional staff. In the past, Support Services has suffered staff reductions and in light of adding staff to other departments it is time to review what areas are lacking staff. Commissioners Shutty and Trask agreed and asked staff to bring forward a request. 3:00 p.m. Public Works/Utilities—Loretta Swanson Commissioners Trask,Neatherlin and Shutty attended the meeting via Zoom. Loretta Swanson reviewed Public Works 2021 budget. They are keeping one ER&R mechanic position vacant at this time. Staff reviewed the 14 PLR's that include$50K for renting some equipment rather than purchasing; $1.2M equipment purchase for Roads. There was discussion of purchasing some equipment in 2020.$300,000 for close out of the salt shed. Board of Mason County Commissioners'Briefing Meeting Minutes October 19,2020 Jenn believes the ending fund balance of Roads Fund is a bit low at$11.5M. Loretta believes they will under-expend professional service budget line so the fund balance will increase. After the PLR changes have been made,the budget can be reviewed to see if additional funding can be committed to the"new road construction"reserve. Paths&Trails—possible to use as match for dike work on Roessel Road. Skokomish Flood Zone Fund-discussion of local match for construction in Skokomish Valley. It's around$6.7M. This involves a bridge loan and revenue from the Conservation District to pay for the loan. Cmmr.Neatherlin suggested adding funding to this fund. There was discussion of adding up to$50K and Jenn asked the source. This fund is no longer collecting revenues. Staff will provide further review and bring this back. Fund 402—Landfill. Approval to move PLR 11 to maintenance;PLR 12 should be zeroed out; PLR 6 request for new scales at a cost of$156,499 was moved to maintenance;PLR 7,$2,343,615 for trailer and equipment purchase and modification of receiving area to internalize recycling. Richard Dickinson reported this would only amount to about a monthly savings of$780 to the County. An additional staff person would also have to be hired. This will stay as a PLR for now. There will be further discussions on this. Fund 403—North Bay PLR 16 moved to maintenance. Fund 404 will be deleted and the funds will be disbursed among the remaining utility funds. Rustlewood needs a water pressure reducer at a cost of$15K and upgraded electrical system at the pump. Staff will bring forward additional information. PLR 15 approved to move to maintenance. Jenn noted that REET 2 funding may be eligible for some of the projects. Fund 412,PLR's 13 and 14 approved to move to maintenance. Fund 428 PLR's approved to move to maintenance. Fund 501 PLR 9 for$1.2M equipment purchase has been discussed. The meeting adjourned at 5:01 p.m. Respectfully submitted, Diane Zoren,Administrative Services Manager BOARD OF MASON COUNTY COMMISSIONERS Sharon Trask dy Neath m Kevin Shutty Chair Commissioner Commissioner