HomeMy WebLinkAbout2021/10/04 - Briefing BOARD OF MASON COUNTY COMMISSIONERS' BRIEFING MINUTES
Mason County Commission Chambers,411 North 5th Street,Shelton,WA
Week of October 4,2021
Monday,October 4,2021
9:00 A.M. WSU Extension Office/Noxious Weed Control—Patricia Grover
Commissioners Neatherlin,Shutty and Trask were in attendance via Zoom.
• Patricia shared the Professional Services Contract with the Noxious Weed Control
Board and 10,000 Years Institute for part of an Olympic Peninsula collaborative
effort. The term is from the date of last signature to June 15,2022 and is for$14k.
There is a potential need to hire one additional extra help employee to meet contract
obligations. Approved to move forward.
9:10 A.M. Support Services—Frank Pinter
Commissioners Neatherlin,Shutty and Trask were in attendance via Zoom.
• Jennifer Beierle discussed the 2022 Computer Replacement Plan. The proposal is to
replace 106 computers purchased in 2014 or prior beginning in 2022. Replacements
will be analyzed on a case-by-case basis when ordering the new laptop or desktop
computers. IT will order and replace the computers but the individual department
will pay the expense for the computer. Todd Cannon recommends making purchases
now. Approved to move forward.
• Jennifer requested a temporary Financial Analyst position using part of the$13
million from American Rescue Plan Act(ARPA)funding. This will be a full-time
position to help with the administrative burdens this funding creates for planning,
monitoring,and reporting. This position could be paid directly from ARPA Fund
155 or paid from Support Services and then transferred from Fund 155. Frank added
that there are about 12 contracts that will need to be processed and administered
which is a large volume of work. A Public Records position under Support Services
should also be prioritized. This will be discussed further during the 2022 Budget
Workshop.
• Jennifer shared the Interagency Reimbursement Agreement between Washington
State Administrative Office of the Courts and Mason County for up to$702,300
reimbursement for extraordinary expenses and up to$324,217 reimbursement for
legal financial obligations under the Blake decision. A meeting with the Courts,
Prosecutor,and other affected departments will be needed for specifics. Approved to
move forward.
• Jennifer shared a change to the 2021 Budget Supplemental Appropriations and
Amendments calendar to move the schedule hearing date from December 14,2021 to
December 21,2021.
• Frank gave an update on the Human Resources Administration position. Prothman
has completed their review of the applications and will interview applicants to
establish qualifications. An update will be provided to the County this week which
will be used to set up interview dates for prospective applicants.
• Frank shared a change to the number of beneficiaries of the CARES Act Community
Development Block Grant(CDBG)Coronavirus Funds Grant. Last year the Board
approved a CDBG grant for$598,614 to be utilized by the Community Action
Council of Lewis,Mason,and Thurston Counties to assist low-income households.
Originally the project was to assist 342 households with up to$1,000 of assistance.
After review,it was suggested to change that to assist 83 households with up to
$6,000 of assistance. This will free up$159,625 of administration costs that can
instead go directly to households. The Department of Commerce will require an
addendum. The budget will need to be revised to show the number of households
eligible for assistance.
• Becky Rogers shared that the Board of Equalization is requesting to hear completed
and timely filed appeals for the 2021 assessment year. Approved to move forward.
9:45 A.M. Community Services—Dave Windom
Commissioners Neatherlin, Shutty and Trask were in attendance via Zoom.
• Alex Paysse requested a temporary Environmental Health Specialist(EHS)position
ending December 31,2021 to be moved to regular full-time. Foundational Public
Health funding was re-contracted last month to continue into 2023 and more funding
is expected. Approved to move forward.
• Alex gave an update on Mason County Code Chapter 6.76 On-Site Sewage
Regulations. A Public Hearing would be set for November 9,2021 and implemented
January 1,2022. Approved to move forward.
• Kell Rowen shared extending Lead Pay for Josh Luck,Building Inspector V.
Approved to move forward.
• Kell discussed ongoing LEAN team work. Genie McFarland,Todd Cunningham,
Rhonda Thompson,Julie Lewis,Julia Munguia,and Kathy Chaussee spent two
weeks working with the State and continue to have weekly meetings to complete
various tasks. Julie shared some highlights: implementing the system called
Appointee which allows individuals to schedule appointments to turn in permits,
improving coordination with the Environmental Health department and creating
helpful handouts,and using the Smart Gov system for better transparency. Todd
shared that 12 tasks were created,some with subtasks,to improve service delivery;
Building and Safety In-House Trainings were created and are being completed by
staff;and handouts were created and made available on the County website.
• Dave shared that a new water planner was brought on last week. Ecology sent a
technical memo for the rooftop runoff project for WRIA 14 and 15;however,Dave
would like to reach out to Olympic Master Builders for cost.
10:00 A.M. Public Works—Loretta Swanson
Commissioners Neatherlin,Shutty and Trask were in attendance via Zoom.
• Mike Collins shared an updated annual Resolution for load/lane limits for traffic
control on 7 Mason County bridges. Commission would like this Resolution brought
forward annually. Approved to move forward.
• Mike shared an updated Resolution for the designation of County primitive roads.
Boyer Road and Snider Road were recently upgraded with chip seal and have been
removed from the primitive road list. Approved to move forward.
Meeting adjourned 10:30 a.m.
1:00 P.M. 2022 Budget Workshop—Jennifer Beierle
• Jennifer shared that the estimated beginning fund balance for the 2022 Budget is
$21.5 million;total department revenue is$40,234,781;and the total estimated
budget for the General Fund is$61,734,781. Total expenditure for department
requests is$44,905,631 not including the ending fund balance;the estimated ending
fund balance is$16,829,150;which brings the total to$61,734,781 to balance the
revenues. Total for department budget level 3 expenditure is$41,681,670;the
ending fund balance would be$20,053,111;bringing the total to$61,734,781. The
total Policy Level Requests(PLRs)for all departments is$3,223,961. Special Fund
revenue is$120,410,527;total budget level 3 revenue is$98,634,607;and the PLR is
$22,107,877. Total department request for expenditure is$120,410,527;total budget
level 3 expenditure is$98,634,607;and actual total PLR request is$24,486,490.
• The$21.5 million beginning fund balance consists of different reserve accounts such
as accrued leave z$350k,equipment=$930k,and technology reserve z$265k. IT
related items include a contingency of$1 million,the operating reserve is 25%of the
prior year's total expenditures which is$10 million,and the unreserved balance is=
$8.9 million. $1,446,889 of the beginning fund balance may be used. =$4.8 million
is estimated as additional revenue to be put back into the budget. There is an
estimated$7.5 million unreserved ending fund balance,which is recommended to
put some into a reserve. It is recommended to do a bridge loan,or an interfund loan,
for the Skokomish Flood Fund# 192 for their$8 million project. Cmmr.Neatherlin
suggested an interfund loan from Public Works which has an estimated$10 million
beginning fund balance. Cmmr. Shutty suggested adding debts or capital projects
that can be paid down or off to the budget and setting aside reserve for future
conversation. Rustlewood Fund#411 has an inflated beginning fund balance due to
the Budget Level 3 not having enough funds to operate. It may be beneficial to
create a reserve to help with capital costs or day-to-day operations. Rustlewood
Water and Sewer is working on numbers for ARPA funding.
• PLRs for General Fund Expenditures for Full-Time Employees(FTEs)include:
Assessor's Office 1 FTE,Auditor's Office 1 FTE,Department of Emergency
Management(DEM) 1 FTE,Clerk's Office 1.5 FTEs, Support Services 1 FTE,
District Court 2.5 FTEs, Sheriff s Office 20 FTEs, Superior Court 1 FTE. This is a
total of 29 FTEs in the amount of$2,431,419. Other salary and benefit requests total
$368,686 and operating requests total$423,848. The grand total is$3,223,953.
Cmmr.Shutty commented that the FTE request for an additional clerk for assistance
with the Blake decision in the Clerk's Office may be eligible for Blake funding.
Special Funds Revenue requests include:Community Services Health transfer from
Current Expense Fund to Support Health$376,255;Skokomish Flood Zone for the
Mason Conservation District Flood Plains by Design$8 million and short-term
Bridge Loan for$8 million;Rustlewood transfer in for ARPA funding$199,800 and
transfer in for REET 2 funding$110,000;Beards Cove Water capital contributions
are negative$8,760 due to Public Works having zero budgeted and there is a transfer
in for ARPA funding$110,888;Belfair Sewer capital contributions$551,300;
Landfill Reserve$6,835;and rates have not been done for ER&R so the numbers are
showcased. There is a very specific dollar amount for ER&R pits and queries. The
grand total for all Special Fund Revenue PLR Requests is$22,107,877.
Expenditures is$24,486,490 and offsets the Revenue. Public Works has
approximately$11 million in grant funding in their revenue budget for roads and
only$1.42 million for capital construction.
1:30 P.M. Assessor—Patti McLean/Vickie King
• Total Budget Level 4 PLR ask is$79,689.
— Promoting incumbent from Trainee to Appraiser$9,510. This is an automatic
position change and the cost includes cost of living and contract increase.
Maintenance.
— 141 FTE position$70,179. This position was already approved for succession
planning. Maintenance.
1:45 P.M. Superior Court Clerk—Sharon Fogo
• Total Budget Level 4 PLR ask is$79,059.
- Additional Clerk position for assistance with Blake decision paperwork and
processing passports$38,643. Possibly have as a temporary position and reassess
in one or two years. Tabled.
- Increase a.5 FTE position to 1 FTE for archive backlog$14,231. Maintenance.
- Benefits for the increase of the above 1.5 positions is$23,385.
- Reimbursement for training and travel to conferences$2,800. Potentially use
Mason County as a viable option for conferences,community building and
marketing,or tourism. Commission would like a breakdown of costs. Tabled.
2:00 P.M. Auditor-Paddy McGuire/Leo Kim
• Total Budget Level 4 PLR ask is$100,145.
- Cost increase for copier rental agreement and equipment maintenance$450.
Maintenance.
- New staff and training increase$2,000. Maintenance.
- Reinstate Office Tech position to split with Licensing$33,578/each and
additional desk to complete office remodel$2,900. This FTE will be split
between Licensing and Recording to help stay up to date with indexing and
verifying recorded documents. Maintenance.
- Travel and lodging for training conference$ 1,500. Maintenance.
- Contracting out Elections website design$24,139. Commission would like a
discussion with the IT Steering Committee. Tabled.
- Increased training costs for new employees$2,000. Maintenance.
2:15 P.M. Support Services-Frank Pinter/Jennifer Beierle
• Total Budget Level 4 PLR ask for Emergency Management$27,949.
- Emergency Management Training and Exercise Staff position$26,749.
Currently this is an extra help position. In 2021 the position was fully grant
funded. For 2022,there is grant funding from FY21-EMPG for$35,738 and
FY21-EMPG-ARPA for$14,205. Commission would like to.know more
details on the grant funding. Table.
- Overtime in Emergency Management$1,200. Maintenance.
• Total Budget Level 4 PLR ask for Support Services$84,640.
- Public Records Coordinator position$83,640. Maintenance.
- Outside Auditing services$1,000. Maintenance.
• Total Budget Level 4 PLR ask for Risk Management$90,000.
- Risk Management/Property Insurance$90,000. 10%increase over 2020 actuals.
Maintenance.
3:00 P.M. Community Services-David Windom
• Total Budget Level 4 PLR ask for Community Development$79,998.
- On-going extra help$25,000. Budget neutral,approved at April 2021 Briefing.
Maintenance.
- Increased extra help for Fire Marshal$30,000. Supported by extra revenue.
Commission would like actual salary estimate for 1 FTE Fire Marshal position
and 1 FTE Building Official position. Tabled.
- Overtime$10,000. Necessary to cover staff absences,supported by extra
revenue. Maintenance.
- Professional Services$15,000. Necessary for big projects and to cover staff
absences,supported by extra revenue. Maintenance.
• Total Budget Level 4 PLR ask for Community Support Services$97,665.
- .2 FTE from Health Fund 150 into Community Support Services Fund 117
$15,175. Maintenance.
- 1 FTE for Housing$82,490. Approved as a temporary two-year position at a
previous Commission meeting. Commission asked to double check.
Maintenance.
• Total Budget Level 4 PLR ask for Health$376,255
- Transfer in from Current Expense$376,255. Beginning fund balance reserved
for grants. This will balance the Health budget. Maintenance.
Tuesday,October 5,2021
9:00 A.M. Sheriffs Office-Sheryl Hilt
• Total Budget Level 4 PLR$953,505.
- Jail replacement locks and fittings$10,000. Possibly pay out of REET funds.
Maintenance.
- 2 FTE north precinct Clerks$127,360. This position would allow the North
Precinct to be open five days a week and provide support services. Table.
- 2 FTE Community Service Officers$124,744. One position would be for the
north precinct and one position would be for the south precinct. This position
would answer phones,communicate with walk ins,and make phone calls for
investigations. Table.
- 1 FTE Transport Deputy$84,561. This position will ensure there are adequate
resources to take inmates safely to and from Building 10 without undue restraint.
Table.
- Overtime for Patrol$105,881. Actual overtime costs from 2017 to 2020 average
$245,908. Previously excess overtime(both straight overtime and holiday
overtime)was paid from open positions. Table.
- Holiday overtime for Patrol$53,855. Actual overtime costs from 2017 to 2020
average$116,036. Table.
- Bulletproof vests$20,000. Need to replace 25 vests. This cost is the leftover
after using grant funds. Maintenance.
- Ammunitions$138,000. One-time amount for stocking up and training. Getting
ammunition has been difficult,the wait has been very long and unpredictable.
This would allow the Sheriffs Department to have sufficient ammunition on
hand. Table.
- Repairs for boat equipment$50,000. This will cover boat repairs not covered by
grant funding. The grant amount has gone done each year and was about$7,000
this year. Two of the fleet motors are at the end of their lifespan. Boating fund at
the end of August has$116,859. After the grant share,the remaining amount will
be about$22,600. Average boat repair costs from the last three years is$18,789.
Motors cost between$20,000 and$30,000. Table.
- SWAT/Search and Rescue equipment$9,000. Reduction to Title III grant. In
2021,to date,$1,629 has been spent. The three-year average PLR for equipment
is$19,300. The three-year average for overtime for call-outs is$9,900. In 2019,
$10,650 was expended out of Fund 134. In 2021,so far,$15,257 has been
expended. Maintenance.
- Quartermaster/contracted uniforms for new and replacement outfits$15,000. 5-7
patrol officers are anticipated to retire next year. Jumpsuits are$700 and last
roughly three years. This cost out of the salaries and benefits,not operating.
Maintenance.
- Health care supplies,PPE for Jail staff$15,000. Masks,gloves,test kits,etc.
Maintenance.
- Increase of 15 FTE positions$1,366,872. Table.
- Software licenses and fees for QuickBooks,TeamViewer,Microsoft Office,and
Adobe Pro$10,000. For QuickBooks,the Sheriffs Office took over Treasurer's
trust accounts and the rest would allow staff to work remotely. Discuss with the
IT Steering Committee. $6,500 maintenance,$3,500 table.
- Boating costs not covered by grant$5,000. Repairs,maintenance,and additional
fuel costs. Three-year average for fuel$3,467. Keep as PLR.
- K9 Program$5,800. Covers equipment,professional services,tuition,and
membership. Commission would like to have an update next year. Maintenance.
- Healthcare costs for Jail inmates$57,000. Legislature passed a bill allowing
inmates access to Medicaid. Maintenance.
- Evidence Tech overtime$500. Keep as PLR.
- Jail Clerical overtime$500. Keep as PLR.
- EHM Officer in Charge overtime$500. Keep :s PLR.
- Jail Quartermaster contracted uniforms$750. .4aintenance.
10:00 A.M. Public Works/Utilities&Waste-Loretta Swanson
• Total Budget Level 4 PLR$
- ER&R Vehicles$3,500,000. Need rates and capital requests for 2022. Replace
or purchase new/used back truck,loader,chipper, 10-yard dump truck,F550
pickup,sanders,plows,dump bed,tractor and lowboy trailer,brush cutter,
boomer,shoulder widening machine,and front-end loader. Purchases will be
throughout the year depending on availability and priority. Operating rate is
included in this amount. Commission would like an equipment purchase list.
$1.8 million is total capital equipment ask,maintenance. Table remaining$1.7
million.
- Engineering position$81,536. Position not budgeted,Loretta will send
Resolution for this. Maintenance if able to find where approved.
- Buildings and structures$20,000. Evaluate locations(preliminary scoping,
feasibility,permit evaluation)for north end shop. Relocate for efficiency and
storing equipment in one location. Initially was budgeted for miscellaneous
repairs to the Belfair shop,but repairs were done in-house. Labor costs are
already budgeted,this may need recoded. Table.
- Capital machinery and equipment$100,000. Used to purchase survey equipment,
large printers,etc. Loretta will find list and correct amount. Table.
- Construction of Capital Assets$426,100. Includes connection to City water and
sewer for Public Works facility estimated at$750,000. Transfer out about
$100,000. Correlating expenditures are needed. Needs relooked at. Table.
- Capital outlay is estimated at$1.4 million,however$11 million is budgeted for
grants. Jennifer feels this number is way too small. Ending fund balance will not
be able to support if that much in expenditures is being added.
- Commissioners request to reschedule once more information is put together.
NOON BREAK
2:00 P.M. Superior Court-Judge Goodell/Jim Madsen
• Total Budget Level 4 PLR ask for Juvenile Court$11,524.
- Professional Services grant usage changes$9,524. Based on two grants,
evidence-based expansion grant and Becca grant. County will need to pay for
staff time that is no longer covered. This funding will allow reimbursement for
Juvenile Court to provide case management services and shows funds set aside to
provide therapeutic interventions to families in need. Maintenance.
- Required detention training for four staff$2,000. Maintenance.
• Total Budget Level 4 PLR ask for Superior Court$99,649.
- Administrative Secretary/Judicial Assistant position$80,690. Additional
administrative support is needed due to the addition of a third Superior Court
Judge,expanded judicial caseloads,and additional therapeutic courts. The new
Chief Superior Court Administrator manages all three departments of the Courts
(Juvenile,Therapeutic,and Superior)and is unable to regularly assist with
Judicial Assistant duties. Keep as PLR.
- Increased court functions due to COVID-19 backlogs$18,959. Will fund an as-
needed Court Commissioner. $10,000 for Court Commissioner and$8,959. An
increase of$5,000 was approved previously but this has already been overspent.
Maintenance.
• Total Budget Level 4 PLR ask for Therapeutic Court$7,553.
- Extra help Judicial Officer$7,553. Maintenance.
2:30 P.M. District Court-Judge Steele/Patsy Robinson
• Total Budget Level PLR$
- .5 FTE Court Commissioner$101,469. Options include less pro-tem money with
a.5 FTE Commissioner or a substantial increase in pro-tern money. As of the
end of August,34 jury trials have taken place. A pro-tem is still necessary
because a Court Commissioner cannot preside over jury trials unless stipulated by
all parties. If this is approved,the pro tem budget can potentially be lowered to
$23,500. Benefits do not have to be paid for the Judge pro tem. Keep as PLR.
- Judicial Support Specialist$77,561. Currently not enough staff coverage for high
workload and to comply with required deadlines. Keep as PLR.
- Judge pro tem$89,478. Backlog of cases due to COVID-19. Blake decision may
have a bigger impact in the future,but is not currently an issue. Table.
- Chief Deputy Administrator$103,864. Table.
- Office supplies$4,960. Increased cost of supplies and more mailings. Set total
to$20,000. Maintenance.
- Small tools and minor equipment$2,275. Desk,chairs,and other miscellaneous
items. Keep as PLR.
- IT trackable such as computer,printer,etc.$2,500. Keep as PLR.
- Interpreters$22,000. Increased need due to COVID backlog and non-English
speaking defendants. Maintenance.
- Interpreters for Probation$1,000. Maintenance.
Respectfully submitted,
McKenzie Smith,Clerk of the Board
BOARD OF MASON COUNTY COMMISSIONERS
/ G
Randy Neathe Sharon Trask Kevin Shutty
Chair Commissioner Commissione