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Home My WebLink About2023/01/30 - Briefing BOARD OF MASON COUNTY COMMISSIONERS' BRIEFING MINUTES Mason County Commission Chambers,411 North 5th Street,Shelton,WA Week of January 30,2023 Monday,January 30,2023 9:00 A.M. Closed Session—RCW 42.30.140(4)Labor Discussion Commissioners Neatherlin,Shutty,and Trask met in closed session for labor negotiation via Zoom from 9:00 a.m.to 10:00 a.m. Mark Neary,Mary Ransier,Nichole Wilston,Cabot Dow,and Lindsey Smith were also in attendance. 10:00 A.M. Treasurer—Lisa Frazier Commissioners Neatherlin, Shutty,and Trask were in attendance via Zoom. • Lisa submitted the annual Treasurer's refund report per RCW 84.69.020 for the total amount of refunds of$319,780.83. Approved to move forward. • Lisa shared the annual Treasurer's request to cancel uncollectible personal property taxes for the total cancellation amount of$3,472.17. Approved to move forward. 10:05 A.M. Sheriff's Office—Chief Hanson Commissioners Neatherlin,Shutty,and Trask were in attendance via Zoom. • Chief Hanson shared a revised request from Health Care Delivery Systems to increase Registered Nurse(RN)contract rates from$60 an hour to$85 an hour. This is an annual increase of$154,840 and would be effective January 1,2023. The contract is due to expire December 31,2023. Approved to move forward. • Undersheriff Adams discussed unanticipated operation costs:polygraph school$23k for travel,food,rental car,and fuel costs;2022 credit card bill$35k;rifle upgrade$15,848; Terradyne Armored Vehicle$5k. • Chief Dracobly requested a sole-source purchase for 84 upgraded Glock pistol systems through Oregon Rifleworks for a total cost of$96,321.96. Approved to move forward. • Lieutenant Birklid shared a$24,616.78 training grant received from the Washington Association of Sheriffs&Police Chiefs(WASPC)and requested to increase the Sheriff's Office Training budget line. Approved to move forward. 10:15 A.M. Economic Development Council—Jennifer Baria Commissioners Neatherlin, Shutty,and Trask were in attendance via Zoom. • Jennifer clarified the Economic Development District(EDD)process which is federally funded. A Request for Proposals(RFP)for consultant services to work on the regional Comprehensive Economic Development report went out January 27 and are due back by February 10. This is an eight-month contract with a final deadline of August 1. Project submission will be open April/May. 10:30 A.M. Auditor's Office—Steve Duenkel Commissioners Neatherlin,Shutty,and Trask were in attendance via Zoom. • Steve shared the restructuring of office space for Election's staff and for ballot processing. The estimated cost is$25k from Real Estate Excise Tax funds. 10:40 A.M. Community Development—Kell Rowen Commissioners Neatherlin, Shutty,and Trask were in attendance via Zoom. • Kell shared the Hearing Examiner contract renewal to increase the Hearing Examiner's hourly rate. Approved to move forward. • Kell requested to set a Public Hearing for Tuesday,February 28 at 9:15 a.m.to consider amendments to Title 17—Shelton Urban Growth Area(UGA)to use the City of Shelton's Page I 1 Planned Unit Development(PUD)and Title 16—Hearing Examiner Authority. Approved to move forward. • Marissa Watson requested to set a Public Hearing for Tuesday,February 28 at 9:15 a.m.to consider map corrections for six parcels. Approved to move forward. 10:55 A.M. Public Health—Dave Windom Commissioners Neatherlin,Shutty,and Trask were in attendance via Zoom. • Melissa Casey shared the Housing and Behavioral Health Advisory Board 2022 annual report. Topics included housing and homelessness,behavioral health/substance use disorder,and mental health. 11:00 A.M. Public Works—Loretta Swanson Utilities&Waste Management Commissioners Neatherlin, Shutty,and Trask were in attendance via Zoom. • Loretta requested to purchase an F-550 with a plow and salt spreader for the contract price of $122,050.83. Approved to move forward. 11:10 A.M. Support Services—Mark Neary Commissioners Neatherlin,Shutty,and Trask were in attendance via Zoom. • Diane Zoren shared the lease agreement with Crossroads Housing for the Veterans' Service Officer's office space in Belfair for$550 a month. Approved to move forward. • Diane discussed adding minimum time served and minimum of income verification from within the previous twelve months to the Veterans' Advisory Board Policy for the Veterans' Assistance Program. Approved to move forward. • Diane requested to appoint John DeLeva as a Generator on the Lodging Tax Advisory Committee(LTAC). Approved to move forward. • Diane shared two applications for the Lewis-Thurston-Mason Area Agency on Aging Advisory Council(LMTAAA)from Becky Cronquist and Cynthia Stang. Interviews will be set up at the next briefing. • John Taylor discussed the Mason County Comprehensive Emergency Management and Disaster Response Plan(CEMDRP). RCW 42.14.040 requests that in the event of a catastrophic incident and no County Commissioners are available,an Elected Official shall possess by majority vote the full authority of the Board of County Commissioners. County Administrator and Division of Emergency Management Manager were recommended. Approved to move forward. • Mary Ransier shared the Engineer's Guild Memorandum of Understanding which adds language in Section 8.3 Rest/Meal Breaks. Approved to move forward. • Mary shared the Teamsters Union Local No.252 Memorandum of Understanding which corrects language in Article 17 to reflect Washington State Insurance Plans offered through Public Employee's Benefits Board instead. Approved to move forward. • Jennifer Beierle shared the December financial report. Current Expense revenue$45,729,023 at 110%;last year$43,882,471 at 108%. Treasurer Department Receipt$32,580,492 at 121%;last year$30,115,907 at 115%. Current Expense expenditure$40,767,814 at 90%;last year$38,456,162 at 89%. Six-Year Specific Revenue Stream Comparison—Community Development$2,474,358;Detention&Correction$105,877;Current Expense Property Tax $11,292,326;Road Diversion Property Tax$1,072,022;County Road Property Tax $9,165,055;Current Expense Sales Tax$9,393,874;Criminal Justice$1,980,670;Rural Sales &Use Tax$1,121,522;Community Services Homelessness Prevention$692,460;Lodging Tax$1,018,943;and REET 1 and 2$1,865,394. Total collected revenue$9,393,873.95, budgeted$7.2 million. Current Expense cash$26,656,033. Special Fund cash$53,462,936. Motor Pool Expenditures$1,620,579 at 92.83%;last year$1,369,690 at 89.82%. Special and Page 12 Other Fund revenue$63,480,921 at 76%;last year$61,430,641 at 103%. Special and Other Fund expenditure$51,538,836 at 57%;last year$52,012,447 at 74%. • Jennifer shared a Resolution authorizing the County to purchase from US Government Purchasing Agent—US General Services Administrations(GSA). Approved to move forward. • Jennifer discussed outstanding budget items: Gorst Coalition dues unpaid for 2021 and 2022 $25k;Department of Emergency Management building rent$13,427;and a service agreement with Corrections Technology Group(CTG)$68,609. • Jennifer shared that Enterprise Fleet Management reached out regarding a grant for non-profit organizations and a response was received from two Commissioners to nominate the Youth Connection. • Mark discussed the Interlocal Agreement with the City of Shelton to share funds for pandemic recovery and community rehabilitation purposes. Approved to move forward. • Mark met with Deborah and the delegation at State legislature and was asked to submit a capital request for preliminary design and siting of a new jail. • Mary shared the initial findings of the Non-Represented Classification and Compensation study. Comparable counties include: Island,Skagit,Greys Harbor,Jefferson,Cowlitz,and Lewis. First,adjust the current Non-Represented Salary Range Alignment to have a 2.5% increase between Steps 9 and 10 in all Ranges. Second,add Ranges 46,47,and 48. Third, Non-Represented Salary Range realignment and title changes. • Cmmr. Shutty shared a letter of opposition regarding the 400 acres of trust land near Elk Lake being included in the Carbon Project. Approved to move forward. • Cmmr.Trask requested training on First Aid and to add Narcan to the AEP stations. Tuesday,January 31,2023 10:00 A.M. Elected Official&Department Head Meeting • Mark Neary shared that this meeting is a refresher on operations,budget,facilities,resources Central Services provides,and to show what 2023 will look like for individual departments. • Diane Zoren,Central Services Manager,discussed the Operating Guidelines,agenda process, and proper review of agenda items. Information technology includes email management and retention,computer replacement policy,cell phone policy,and the IT Steering Committee. Emergency Management's role in updating the emergency management plan and ensuring continuity of government. An"Index"folder is available to all departments that shares a variety of indexes managed by Support Services. • Jennifer Beierle,Finance,shared RCW 36.40 concerning the budget. The budget is adopted the first Monday in December. There are two scheduled budget amendments on June 20 and December 19 for the 2023 Budget. The 2024 Budget rates will come before the Board in June and entered into Munis by August 14. Budget asks are presented typically in October. The budget is due to the public by November 24 and will be adopted December 4. Departments can transfer up to$15k from Operating to Salaries&Benefits or vice versa. The Sheriff s Office can transfer up to$50k. Transfers for above those limits must go before the Board. • Mary Ransier,Human Resources,discussed Bargaining Agreements,the Salary Classification and Comprehensive Survey,NEOGOV,increasing hiring presence on social media,and career fairs. A Supervisor toolkit is available on the Common drive with performance evaluation templates,reference checking,and interview questions. Training has been sent out for the Personnel Policy. An Employee Townhall will be held February 23 via webinar. • Patti McLean,Assessor,introduced the new Chief Deputy,Ciara Styles. A County-wide calendar would be helpful to know each office's busy times. The tax roll has been certified to the Treasurer and statements are being sent out. Site inspections occur once every six years, this year Area Six(Pickering,Grapeview Loop, Spencer Lake,and Phillips Lake areas)is Page 13 being inspected. New construction is$119,421. Assessments for personal property return for next years'taxes evaluations will be done in June. • Sheriff Ryan Spurting introduced Travis Adams as Undersheriff,Jason Dracobly as Chief of Patrol and Investigations,Tammi Beyer as Civil Chief,and Kevin Hanson as Jail Chief. Goals include teach the Region 3 Leadership Class,be more transparent with the budget, more accessibility to the Sheriff as an Elected Official,have other Elected Officials and Department Heads join the Sheriffs breakfast,and work with the Commissioners to get better community animal control. • Charles Rhodes,Clerk,shared his thanks for County staff. Staff requests include designated training time and for a larger budget due to mandates such as Blake Decision and Joel's Law since there is not enough staff. • Patsy Robinson,District Court,shared that the Court calendar was revised to accommodate interpreters and better utilize the interpreter budget. Staff are working to scan documents in to Laserfiche and archive boxes. Caseloads for Indigent Defense have been large and a meeting is being held to discuss the most effective way to provide help and/or relief. • Michael Dorcy,Prosecutor,continued the discussion on not having sufficient Public Defense Attorneys for the large caseload. Caseload standards limit the number of cases the attorneys can take. • David Windom,Public Health,shared that staff are now transitioning away from COVID to Tuberculosis work. Staff have also being working on a strategic plan based off of a Strength, Weaknesses,Opportunities,and Threats(SWOT)assessment. In coordination with the Mason Health and the YMCA,a WIC Clinic will be opening again in Shelton. Permitium was implemented allowing the public an easier way to get both birth and death certificates. • Loretta Swanson,Public Works and Utilities and Waste,has an aggressive work plan for 2023. Funding includes: $25 million for roads split between construction work and road operations work;$7 million for bridge work;$4 million for safety improvement;$3 million for paving,overlay,shoulder,and alignment work;$2 million for fish barrier improvements, gravel road conversions,and intersection improvement;and$8 million for operations preserving existing road network,chip seal,hot mix asphalt,and shoulder paving. There is$1 million in recommendations to bring back to the Commission. Public Works is coordinating with the Conservation District and Army Corp of Engineers on work in the Skokomish Valley for a$21 million project. Solid Waste priorities include post closure monitoring work for Eells Hill,Solid Waste management plan update,haul contract,household hazardous waste, repairs,and equipment. Water/sewer utility rate work is underway. • Paddy McGuire,Superior Court,discussed Phase 2 of the Superior Court reorganization of its administrative structure. Long term space needs will be discussed with District Court. • Leo Kim,Auditor's Office,shared the 2023 objectives. Financial Services—revise the Chart of Accounts and implement software to improve efficiency in development of Preliminary Budget and to obtain taxpayer input into development of the Annual Budget. Recording and Licensing—highlight Mason County history. Elections—restructure ballot processing area, increase transparency,upgrade locks and server protection,tabulation equipment,assess voting system machine vulnerability,and install ballot drop box surveillance video. • Dan Teuteberg,WSU Extension,shared upcoming programs such as the Master Gardener's Through the Garden Gate series and Robotics and Coding for Youth. The Noxious Weed Program continues working with the County Road Department for inspection. • Kell Rowen,Community Development,shared that staff are working on a new code update per the 2021 International Building and Residential Code due by July 1. The fee schedule will be updated for both Building and Planning and will automatically increase each year. For Planning,the Comprehensive Plan update will begin in June. Funds from the State will allow the County to work with the City of Shelton to do a single Request for Proposals(RFP)for a consultant to assist with County-wide planning policies. The Capital Facilities Plan is also Page14 being updated and impact fees are being discussed. Other items include short-term rental regulations. The scanning project is going incredibly well. Respectfully submitted, McKenzie Smith, Clerk of the Board BOARD OF MASON COUNTY COMMISSIONERS akw 1 Shark, R y Nea lin, Kevin Shutty, Chair V ce-Chair Commission Page 5