HomeMy WebLinkAbout2017/01/16 - Briefing BOARD OF MASON COUNTY COMMISSIONERS'BRIEFING MINUTES
Mason County Commission Chambers,411 North 5th Street,Shelton,WA
Week of January 16,2017
Monday,January 16,2017
No briefings due to the Martin Luther King,Jr.holiday.
Tuesday,January 17,2017
10:00 A.M. Finance Committee
1:nor 9:40 A.M
Treasurer—Lisa Frazier
Commissioners Shutty,Jeffreys and Neatherlin were in attendance.
• Treasurer Frazier discussed the 2016 property tax refunds acknowledgement of receipt which is
due by the first Monday in February each year. 375 refunds were done for a total amount of
$400,666.00.Total amount refunded back to the Treasurer was$33,864.99.
Cmmr.Jeffreys asked how the total compares to years past.Ms.Frazier noted it is considerably
more partially due to the assessor's office,which did 190 personal tax corrections due to incorrect
codes within certain taxing districts.
• 2017 uncollectable personal property taxes affidavit. Ms.Frazier explained that this is brought
before the Board to consider cancelation after all efforts to collect have been exhausted.Cmmr.
Shutty questioned the process.Ms.Frazier said they send warning letters first and will then try to
collect the funds through leans or assets. She noted that many times,the County is not aware that
the business has already closed and/or moved.
Cmmr.Jeffreys asked if each business should be registered with the County.Ms.Frazier said it
would make the assessor's job much easier.Issues such as enforcement,using the listings for
commercial purposes,and treating registration as a business license were discussed.
Wednesday,January 18,2017
9:00 A.M. Review of Vehicle take home policy-Frank Pinter
Commissioners Shutty,Jeffreys and Neatherlin were in attendance.
• Frank Pinter provided information regarding the creation of the Vehicle take home policy.He
discussed the IRS regulations which dictate the eligibility of vehicles.
Some PW vehicles were in question of being eligible.The sign shop vehicle is eligible due to
equipment within the vehicle.Four other trucks in question are going to be given fuel tanks which
then qualify them as emergency vehicles.Cmmr.Neatherlin asked if those trucks are needed as
emergency vehicles.Frank acknowledged that is still being discussed.
Frank continued on with the Sherriff's office.He said that 4 Nissan Altima's used by the Chief
Civil Deputy,Chief Administrative Deputy,Jail Lieutenant,and the Jail Chief are in question of
being eligible.
Cmmr. Shutty asked if anybody from Public Works or the Sheriff's office would like to speak.
Melissa McFadden spoke about the Public Works vehicles. She said the sign truck is needed for
emergencies,and the 4 other trucks are used for the road supervisors and maintenance manager
who also respond to emergencies. Cmmr.Jeffreys questioned if fuel tanks are being added just to
make the vehicles eligible.Melissa said no,adding that she contacted 3 neighbor counties and they
all have fuel tanks on trucks for equipment in the field.Those present from Public Works
explained how trucks are used on a daily basis and emergency situations.Melissa noted the tanks
were inexpensive at$350 each. She said she contacted several neighboring counties and only one
had a written policy and trip tracking in place.Melissa noted that this county has a flat fee in place
of$1.50 per trip for tax purposes.
Melissa questioned a clause in the policy which states you must live within 15 miles of the
County.Melissa noted that this may be discriminatory,and will affect 1 person in PW.
Board of Mason County Commissioners' Briefing Meeting Minutes
Week of January 17,2017
Representatives from the Sherriff s office said that they have no issues with how the draft policy is
written and noted that both the Chief Civil Deputy and Chief Administrative Deputy have turned
in their cars to be used by volunteers.The requirement to have cars clearly marked was questioned
because of detective and undercover vehicles.It was determined that those vehicles are exempt by
RCW.
Incident Command System(ICS)was discussed because the Sheriff's office would like to see
verbiage in regards to use of the ICS during emergency situations. Cmmr.Neatherlin suggested
adding it to definitions,which the Sherriff's agreed would be acceptable.
Discussion was had regarding impact to employees that may not qualify for a vehicle,though they
were told they would have one to use upon hire.Cinmr.Jeffreys voiced concern over thinking of
vehicles as a fringe benefit.
After a lengthy discussion about vehicles in each department it was agreed to add language stating
that all titled vehicles must be approved by the BOCC.
Cmmr. Shutty said more work would need to be done,thanked those who came,and advised that a
final draft will be out for review.
0:n�r 9:55 A.M. Support Services—Frank Pinter
Commissioners Shutty,Jeffreys and Neatherlin were in attendance
• Frank discussed cancellation of the Manke Property lease.He said that Public Works currently has
a salt mound on a portion of the property.At this time they have no alternate location for the
mound.Frank said he received an email from Melissa McFadden noting that when funding was
requested to move the mound in the past,funding was not identified.He said he would speak with
roads and come back with options.Cmmr.Jeffreys suggested speaking with PUD about storage
space or looking for other empty parcels.
• An update was given on the companies in question for the Asset Contract for Land and Property.
At this time,it has been narrowed down to 2 choices.Cmmr.Jeffreys said she would like to hire
someone that knows what the Auditor wants based off the State requirements.
• Jeff Vrabel spoke about the progress being made at the Mason County Recreation Area(MCRA).
He also said that the renegotiated contract with Bob Drole,landscape architect,has actually been
positive because$10,000 will be refunded. With the refund, access to fields 5,6,7,will be
repaired with no impact to their budget.
Commissioner Discussion—as needed
Cmmr.Jeffreys discussed the letter from Senator Tim Sheldon's office which asked about the
Commissioner's priorities.The Commissioners were unsure what kind of projects they should list,
so Cmmr. Shutty said he would call the session aid to clarify.There was discussion about the
projects currently underway and those they would like to see moved up.
BREAK- 10:12 A.M.
0:15 A.. 10:22 A.M. Community Services—Ben Johnson
Commissioners Shutty,Jeffreys and Neatherlin were in attendance
• Ben Johnson,Public Health,explained that funds are received to provide education to children
about substance abuse.There are various programs this funding will go towards.The first program
will teach children in I"and 2"d grade how to be good to each other.Ben stated that this lesson has
helped to decrease the amount of marijuana use in kids.
Board of Mason County Commissioners'Briefing Meeting Minutes
Week of January 17,2017
The second project is Media Education,which has to do with how the media affects everyday life.
This program is for elementary through high school.This program also includes lessons on suicide
prevention,and alcohol education.Another program is Youth in Action(now Sound Youth),
which is a WSU program that works with Choice after school/graduation matters.Both Cmmr.
Jeffreys and Shutty agreed to have it on the agenda for January 24,2017.
• Fill the truck is this weekend(January 21')Ben noted he would be there with an information
booth.
10:30 A.M. Mason County School District Superintendents
Commissioners Shutty,Jeffreys and Neatherlin were in attendance along with Dana Rosenbach(North
Mason School District), Alex Apostle(Shelton SD),Doris Bolendar(Southside SD),Jay Hambly
(Grapeview SD),and Martin Brewer(Pioneer SD).
• Cmmr. Shutty thanked the Superintendents for attending the meeting and asked for their input.
Dana Rosenbach handed out a letter regarding the impacts of the recent road restrictions which
was signed by various superintendents throughout the county. She voiced concern about the road
restrictions because of student safety and said some students are walking 45 minutes to an hour on
roads with no shoulders.Attendance was part of the discussion because large absences can affect
future funding.Dana also pointed out that some children only eat at school.If they can't make it,
they don't eat.
Jay Hambly discussed the pickup area for kids around Mason Lake.He said that some kids had to
walk to the site all the way around the lake.The distance around Mason Lake is 7.5 miles.
Martin Brewer stated that County staff has done well with their responses and willingness to work
together,but he would like to think of the future so more people are prepared.He stated that the
pickup location in front of the fire station on Pickering was an issue because emergency vehicles
could not get out of the garage.
Alex Apostle noted that parents are frustrated and agreed that better routes and pickup locations
need to be setup in the future.
Cmmr. Shutty asked when the policy was enacted.Melissa McFadden advised it was approved in
December 2016. Cmmr. Shutty asked Melissa who determines pickup and drop-off points.Melissa
said the districts decide their own route planning.
Dana said it would be helpful to have a meeting prior to December on a yearly basis.Melissa
advised that a meeting is done annually in October and offered to invite superintendants to future
meetings.
Cmmr.Neatherlin said Public Works has done a great job.He asked if the schools and Public
Works are close to reaching an agreement to both help kids and save the roads.Dana stated that
individual schools need to determine their needs.Doris added that she didn't understand that a
request needed to be made for specific roads.
Jay Hambly asked about blanket restrictions.
Allan Eaton,Public Works,gave a brief history of how road restrictions came to be.He added that
for the most part busses have not been exempted.Melissa McFadden explained that busses use
12"tires and weigh 34,000 pounds which is 3x the gross load restriction. She gave the example of
Bear Creek Dewatto road which was not restricted in 2016.Because it was not restricted 20%of
the annual chip seal budget was used for a 5 mile section.
Dana said roads can be fixed,but students can't be helped if something happens.
Jay asked how garbage trucks are still allowed on the restricted roads.Melissa said they are
running half loads to meet restrictions.Melissa said they are hoping to lift restrictions by the end
of the week and are doing dig tests.
Dana said that a big issue for her was communication with families that speak other languages.
Cmmr.Shutty questioned what percentages of students do not speak English or Spanish.Dana j
said within the North Mason School District,it's between 12-15%.Cmmr.Shutty suggested a
translator call those families directly.
The question of using smaller busses such as those used by Mason Transit Authority(MTA)came
up.
Jay suggested setting up route information for emergency situations like this.He said if it was
comparable to the snow route information,then more people would be informed.
it
Board of Mason County Commissioners'Briefing Meeting Minutes
Week of January 17,2017
Cmmr.Jeffreys noted that compromise needs to be reached because funds are an issue.Jay asked
if the county knows the school emergency routes.Melissa said yes,but would like updated maps.
Jay said if an emergency route was setup just for restrictions that would be helpful because right
now parents don't know where to go.
Cmmr. Shutty suggested perhaps having early meetings in the summer to setup routes.
He added that meeting with both the transportation directors and superintendents would be
beneficial. Cmmr.Jeffreys said she would contact MTA about possibly using them as backup in
the future.
":"ter.11:33 A.M-12:40 P.M. Closed Session—RCW 42.30.140(4)Labor Discussion
Frank Pinter,Dawn Twiddy,Commissioners Shutty,Jeffreys and Neatherlin were in attendance
12:45 P.M. Commissioner Discussion—as needed
Commissioners Shutty,Jeffreys and Neatherlin were in attendance
• Cmmr.Jeffreys briefly discussed the Hood Canal Coordinating Council reporting that 3 members
are needed for the advisory board.
• Cmmr.Jeffreys said the PIC Program is having trouble getting funding out the door. Cmmr.
Neatherlin suggested setting up a briefing on the subject to discuss it further.
• SFR bulkhead bill-Cmmr.Jeffreys asked if Cmmr.Neatherlin and Shutty had read it.They both
said they had,but had many questions and concerns.
• Privatizing transfer stations—Cmmr.Jeffreys said this was previously discussed and asked how
Cmmr. Shutty and Cmmr.Neatherlin felt. Cmmr.Neatherlin suggested that Cmmr.Shutty attend
a solid waste advisory commission meeting. Cmmr. Shutty asked the benefit of privatizing. Cmmr.
Neatherlin said much of our waste is going to Kitsap County which is money going out the door.
• Behavioral&Health Organization(BHO)-Cmmr.Jeffreys said that companies such as Molina
Health and Apple Care will eventually be in charge of BHO's by 2020.Each County needs to
provide an exploratory letter of intent on the future direction of their BHO.Cmmr. Shutty asked
for more information.Cmmr. Jeffreys said she had slides from a presentation to show him and
would like to set up a briefing in the future.
• Cmmr. Shutty talked about having a retreat.He said he would like to bring in some guests such as
a speaker from the Office of Civil Legal aid to discuss the assistance they provide for those who
cannot afford legal representation in civil cases.He also said it would be great to bring forward
policy issues and come up with a letter of intent for the year.Cmmr.Neatherlin said he would like
to do this,and suggested the Commission work together more. Cmmr.Jeffreys said she would be
in favor of a retreat and also setting up a quarterly meeting with all department heads.
• Cmmr.Neatherlin discussed the speed sensors and lights in Belfair.He said he recently found out
that the solar options previously chosen are not a good option due to the maintenance costs,and
some glitch issues.The maintenance costs were discussed because of a request made to have the
county pay. Cmmr.Neatherlin said he would like to work with Public Works to come up with a
solution and noted he is not comfortable saying yes to handling maintenance costs. Cmmr.
Jeffreys praised the new sidewalks in Belfair.
• The commissioners addressed the Belfair Bypass and possible locations for an arterial.
Commission discussion ended at 1:34 p.m.
Board of Mason County Commissioners'Briefing Meeting Minutes
Week of January 17,2017
Respectfully submitted,
Melissa Drewry, Clerk of the Board
BOARD OF MASON COUNTY COMMISSIONERS
\ W, 4
Kevin Shu Terri Jeffrey dy Neatherlin
Chair Commissioner Co issioner