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HomeMy WebLinkAbout2022/08/22 - Briefing BOARD OF MASON COUNTY COMMISSIONERS'BRIEFING MINUTES Mason County Commission Chambers,411 North 5th Street,Shelton,WA Week of August 22,2022 Monday,August 22,2022 9:00 A.M. Closed Session—RCW 42.30.140(4)Labor Discussion Commissioners Neatherlin,Shutty,and Trask met in closed session for labor discussion from 9:00 a.m.to 9:50 a.m. Mark Neary,Nichole Wilston,Cabot Dow,and Lindsey Smith were also in attendance. 9:45 A.M. State Auditor's Exit Conference—Amy Strzalka,Vinny Shiel,Tammy Lane,and Darcy Williams Commissioners Neatherlin,Shutty,and Trask were in attendance via Zoom. • The PowerPoint presentation provided a summary of the completed audit while the packet includes a full draft of the audit reports and detailed information. Tammy shared that the audit is from January 1,2021 through December 31,2021. An unmodified opinion was issued in accordance with the Regulatory Basis of Accounting(BARS)and an adverse opinion was issued on the Generally Accepted Accounting Principles(GAAP). No significant deficiencies for internal control,material weaknesses,or financial statements were found. No uncorrected misstatements were identified. The audit addressed the management override of controls,fiduciary reporting,and the financial condition for the Belfair and Rustlewood sewers. Darcy added this was a single audit for federal grants for January 1,2021 through December 31,2021 to ascertain if the County complied with requirements applicable to its major programs. No significant deficiencies,however deficiencies considered to be material weaknesses and instances of noncompliance were found. Major programs selected for audit were COVID 19—Coronavirus Relief Fund,COVID 19—Emergency Rental Assistance Program,and COVID 19—Coronavirus State and Local Fiscal Recovery Funds. Vinny shared that the County did not have adequate internal controls for ensuring compliance with federal suspension and debarment requirements which bans certain recipients from receiving funds. Four contracts which provided$3.4 million for the Emergency Rental Assistance (ERA)program were not verified. The Department of Commerce required specific language regarding federal suspension and debarment in the contract which was left out. The non- profits were not suspended or debarred. Summary schedule of prior audit findings for improperly charging the Coronavirus Relief Fund program for expenditures incurred outside of the period of performance and for the declining financial conditions of the Belfair Sewer Fund and Rustlewood Water and Sewer Fund have been fully corrected. The County has made significant progress for the sewer funds. Public Works installed water meters to bill customers on usage and customers joined the County's expanded system. It was suggested that the County continue to monitor these funds. Amy discussed the audit cost was about$5k under the original estimate due to the County's quick responses. The next audit will be in the summer of 2023 for a two-year accountability for public resources,financial statements for 2022 and federal programs for 2022. 10:15 A.M. District Court—Judge Steele Commissioners Neatherlin,Shutty,and Trask were in attendance via Zoom. • Judge Steele requested to increase the District Court Judge Pro Tempore from$75/hour to $90/hour effective January 1,2023. The average for comparable counties is$85.52. Approved to move forward. 10:25 A.M. Treasurer—Lisa Frazier Commissioners Neatherlin, Shutty,and Trask were in attendance via Zoom. Page I 1 • Lisa asked to increase the number of cash drawers for the landfill from six to eight to allow each staff person to have their own cash drawer for accountability and cash control. The amount in each drawer would increase from$200-250 to$400 and the manager's change bag would increase from$450 to$500. The budget impact is$1,700. Approved to move forward. 10:30 A.M. Community Development—Dave Windom Commissioners Neatherlin,Shutty,and Trask were in attendance via Zoom. • Dave shared the presentation for the first half of 2022 Public Health finances. The last slide shares the 2021 BARS Report required by Department of Health to show how the department was funded. • Dave discussed the Consolidated Homeless Grant(CHG)amendment C and amendment with Crossroads Housing to add$98k to reduce and prevent homelessness. Approved to move forward. • Randy Collins requested to implement a new policy on burn restrictions and burn bans. With the fire season growing longer and the increase of wildfire threats there is a strong need to adopt a unified policy. This would have the County follow the National Fire Danger Rating System. Using that system would help reduce public confusion and local fire district frustration. Approved to move forward. 10:45 A.M. Public Works—Loretta Swanson Utilities&Waste Management Commissioners Neatherlin,Shutty,and Trask were in attendance via Zoom. • Mike Collins discussed the 2023 Annual Construction Program and the 6-Year Transportation Improvement Program(TIP)and asked to set a Public Hearing for Tuesday,September 27, 2022 at 9:15 a.m. Approved to move forward. • Mike asked to reappoint six Transportation Improvement Program Citizens Advisory Panel (TIP-CAP)members with terms that expired August 1,2022. Appoint Don Pogreba and Tim Lincoln to three-year terms and Jeff Carey,Jack Johnson,Philip Wolff,and Mark Carlson to two-year terms. Jeff will be appointed to the Planning Advisory Commission. Cmmr.Shutty supports reappointing Don,Tim,and Phil and would like to look at other applicants. Cmmr. Trask asked for more balance for Commissioner Districts. Approved to move forward to reappoint Don,Tim,and Phil. • Justin Phelps requested to execute a sole-source Resolution to purchase parts and repairs from KTurbo for blowers for the Belfair Reclamation Facility for$11,997. KTurbo is the only supplier of services and parts. Approved to move forward. • Justin requested to execute a sole-source Resolution to execute a three-year service contract with Huber Technology for annual maintenance of the Huber Fine ROTAMAT screens used at the Belfair Reclamation Facility for a total cost of$13,500. A one-time visit would cost around$7,600. Approved to move forward. 11:05 A.M. Support Services—Mark Neary Commissioners Neatherlin,Shutty,and Trask were in attendance via Zoom. • Diane Zoren presented the 2023 Visitor Information Center(VIC)awards recommended by the Lodging Tax Advisory Committee(LTAC). North Mason Chamber of Commerce for $48,712;Mason County Historical Society for$19,137;and Shelton Mason County Chamber of Commerce for$106,123. Heidi McCutcheon shared that visitor numbers have increased 200%over pre-pandemic numbers. Approved to move forward. • John Taylor requested to apply for an Emergency Management Performance Grant(EMPG) amendment to purchase a side-by-side utility vehicle(UTV). Approved to move forward. Page 12 • John discussed a joint grant opportunity with Public Utility District No. 1 (PUD 1)through the U.S.Department of Agriculture(USDA)Forest Service to develop or revise a Wildland Fire Protection Plan. Approved to move forward. • John provided the Winter Storm Preparation training series and training course requirements. • Jennifer Beierle discussed the American Rescue Plan Act(ARPA)funding requests for the 2nd road. Total requests equal$26 million. Cmmr.Shutty requested to put in dollar mounts. • Jennifer shared the draft Resolution to allocate USDA Secure Rural Schools and Roads Funding. The recommendation is 85%to Title I,8%to Title 11,and 7%to Title III. Approved to move forward. • Mark discussed the Mason County Sheriff's Office North Precinct Belfair Landing Commercial Complex lease. The North Mason Fire District may have room for a Sheriff's Office. For the Belfair Landing lease,the base lease is$2,812.16 with expenses of$976 to total$3,788.16. Option one is to extend the lease 16 months with a 4%increase to the base amounts for$2,924.65 a month with expenses of$976 to total$3,900.65. Option two is month to month for$4,218.24 a month with expenses of$976 to total$5,194.24. With the 16-month extension,the landlord would advertise the lease and be willing to shorten the contract. Approved to move forward. • Nichole Wilston requested approval to participate in the Washington Counties Risk Pool (WCRP)optional$5 million excess of$20 million policy. Last year$10,399 was paid. The rate is increasing 26%to 14,886. Approved to move forward. 12:00 P.M. Executive Session—RCW 42.30.110(1)(i)Litigation Commissioners Neatherlin,Shutty,and Trask met in executive session for litigation from 12:00 p.m.to 12:10 p.m. Mark Neary and Tim Whitehead were also in attendance. 12:15 P.M. Prosecutor's Office—Tim Whitehead • Tim discussed the opioid litigation against opioid distributors in Washington state. Mason County did not join the lawsuit but it is recommended the County joins the settlement. 90% of cities and counties must enter into the settlement for it to move forward. Mason County may receive$1.5 million over a 17-year period to support the opioid epidemic. This must be joined by September 23,2022. Approved to move forward. Respectfully submitted, McKenzie Smith,Clerk of the Board BOARD OF MASON COUNTY COMMISSIONERS Kevin Sinlity Sharon Trask RIAdy Neath lin Chair Vice-Chair Commission Page 13