HomeMy WebLinkAbout2017/11/27 - Briefing BOARD OF MASON COUNTY COMMISSIONERS' BRIEFING MINUTES
Mason County Commission Chambers,411 North 5th Street,Shelton,WA
Week of November 27,2017
Monday,November 27,2017
9:00 A.M. Executive Session RCW 42.30.110(1)(g)Qualifications of Applicant
Commissioners Shutty,Drexler and Neatherlin met in Executive Session with Jerry
Hauth from 9:02 a.m.to 9:20 a.m.to review qualifications of an applicant.
9:15 A.M. Public Works—Jerry Hauth
Utilities&Waste Management
Commissioners Shutty,Drexler and Neatherlin were in attendance.
• Two news releases for free Christmas tree drop off and Transfer Station schedule.
• Review of a sample Traffic Safety policy and guidelines from CRAB. Currently Mason
County does a levy diversion for Traffic Safety services. Options include a
reimbursement of expenses or a transfer to the Current Expense Fund/Sheriff: Jerry
provided history on how the traffic diversion has been tracked. There was discussion of
how the Traffic Diversion is budgeted. Frank understands there are dedicated deputies to
the traffic policing program. Cmmr.Neatherlin prefers we continue with the Traffic
Diversion levy method and have the Sheriff's office sign an agreement. Public Works
will provide an agreement for the Commissioners to then brief with the Sheriff s office.
In addition to this agreement there is an MOU between the Sheriff and County Engineer.
Frank will inform the Sheriff of this agreement with the Commissioners.
• The Sheriff's vehicle inventory was then reviewed. Cyndi Ticknor provided an updated
list and identified patrol and administration vehicles. There was discussion of the upfit
expenses and how it gets paid.Frank stated there is$538,320K total budgeted for ER&R
and leased vehicle payments in the preliminary 2018 Sheriff s budget. Cyndi stated that
number doesn't include any new ER&R vehicles. Cyndi will provide an estimate cost
to upfit the new leased vehicles.
• There has been slide activity on North Shore Road over the weekend and there was a spill
at the North Bay Wastewater lift station.
10:00 A.M. Community Services—Dave Windom
Commissioners Shutty,Drexler and Neatherlin were in attendance.
• Dave provided information he received at the WSALPHO meeting he attended that
included revised setback requirements and Tobacco 21. Comp Plan update language will
be provided on-line and to the Commissioners today.
• At last week's BOH Cmmr.Drexler asked that opioid overdose information be included
in Dr.Yu's report. Cmmr. Shutty stated he did bring up Tobacco 21 but it needs to be
revisited.
10:30 A.M. BREAK
10:35 A.M. Support Services—Frank Pinter
Commissioners Shutty,Drexler and Neatherlin were in attendance.
• Approval to place the 2018 contracts for lodging tax awards on agenda in December.
Awards were made on September 26 for$57,400 to Shelton Chamber of Commerce and
$33,500 to North Mason Chamber of Commerce for Visitor Information Centers;
$206,000 to Northwest Event Organizers,Inc.for Tourism Promotion.
• Ross McDowell and Kelly Frazier reviewed 2017 Facility projects completed and the
2018 project list. The 2018 projects funded by REET include painting the interior of jail
and finishing the courtroom in the basement of the Courthouse. There was a discussion
of how to paint the jail and deal with the inmates. Commissioner Drexler asked that the
removal of the ductwork in the 2"a floor jury room be moved to a priority in 2018 and
that Bld. 1 and Courthouse window washing be done twice annually. The
Board of Mason County Commissioners' Briefing Meeting Minutes
November 27,2017
Commissioners asked that the 3rd floor of the Courthouse be evaluated for use. Currently
that space is used for record storage.
• The Sheriff s 2017 budget transfer request was reviewed. Chief Ehrich provided
information on the$118,840 request. Cmmr.Drexler had several questions on how many
of the requested items were unanticipated.Ammunitions$7,600—Lt.Adams stated it
can take some time to receive an ammunition order and a 2016 purchase had to be paid in
2017;First Responder Kits/Holsters$12,000—Lt.Adams purchased firearms at end of
2016 but needed specific holsters that were purchased in 2017(department issued rather
than have deputy purchase);$11,500 DOJ grant for bulletproof vests,grant revenue was
budgeted and the expenditures are at$10,000; $5,000 litter grant for 2nd trailer will be
reimbursed.
Cmmr.Drexler asked if there is capacity in salariesibenefits that the Commissioners
could authorize a transfer to operating expenses. Chief Ehrich responded that there are
many variables to December payroll and there may be some capacity available.
Sheriff Salisbury provided information on some of the items such as inmate bedding that
was replaced to mitigate suicide attempts and there were additional animals(horses)that
had to be euthanized.
Cmmr.Neatherlin stated he believes some of the items were unanticipated and may be
considered for a budget transfer.
Frank summarized the request is to cover an anticipated shortage for operational
expenses. He suggested including a request for those items that are over budget and there �I
will probably be unexpended authority in salariesibenefits.
This 2017 budget hearing will be set at tomorrow's Commission meeting for December
19 and at this time do not have any requests for Sheriff's office.A request for a$55,142
budget transfer for the Sheriff's office and$17,186 for revenue will be added to the
budget hearing resolution.
11:30 A.M. Mason County Economic Development Council
Commissioners Shutty,Drexler and Neatherlin were in attendance.
• Review of the 2018 contract for the$68,000 in.09 funding. Cmmr.Drexler asked that in
the EDC's reporting,they include what they see trending for the business environment.
Jennifer suggested that she provide industry information in her quarterly reports.
Commissioner Discussion—there was no discussion.
The briefing recessed at 12:45 p.m.
2:30 P.M. 2018 Budget Workshop—Review of current budget status
Commissioners Shutty,Drexler and Neatherlin were in attendance.
• Frank Pinter reviewed the 2018 proposed budget for Current Expense. As of November
22,the revenues are budgeted at$35,166,203 including the beginning fund balance of
$3,061,750. Expenditures are at$39,230,304 for a difference of$4,064,101.
Departments were requested to submit by November 22 budgets that are in line with the
original budget guidelines. There are some potential revenues to consider including
Timber Trust Revenue of$200,000;DNR Revenue of$200,000;additional unexpended
budget authority of$200,000;additional sales tax of$45,000;increase Traffic Policing
by$500,000;use Roads Banked Capacity of$841,986 and a levy shift of$658,014.
Frank explained the Shared Work Program and Mason County is eligible which allows an
employee who has hours reduced to collect unemployment benefits. Mason County pays
unemployment dollar for dollar.
The Commissioners indicated they will take the 1%levy increase for the 2018 levy.
The Roads Banked Capacity was discussed which is$841,986.
Cmmr. Shutty supports the levy shift with the understanding it is a stop gap and is not
intended to be long term. He suggested a citizen-led budget sustainability committee be
formed. Supports exploring reduced hours to see if it leads to a cost savings. He
questioned if Public Defense can sustain the reduction they submitted.
Board of Mason County Commissioners' Briefing Meeting Minutes
November 27,2017
It was pointed out that even if all proposed revenues are budgeted,there is still not
enough to fund all the expenditures requested.
Cmmr. Shutty suggested the departments engage in a more thoughtful process to run a
ballot issue again.
Cmmr. Shutty's priorities are the criminal justice side of the budget.
Cmmr.Drexler stated she is willing to increase the Timber Trust,DNR and additional
sales tax revenues.
Cmmr. Shutty noted that three of the suggested revenues affect Roads and wants to have
a conversation with Public Works.
There was review of the Roads Annual Construction program.
Cmmr.Neatherlin expressed concern with the known salary increases in the 2019 budget
which will be about$700,000. He stated if you take away the ending fund balance,
revenues are at$32,104,453. He supports requesting departments to cut as requested and
spend the proposed revenues(Timber Trust,DNR,unexpended budget authority,
additional sales tax)as follows:$100K to Public Defense;$120 to Prosecutor;$50K to
Auditor;$50K to Assessor;$75K to District Court;$40 to Coroner and$100K to
Superior Court for a total of$535K. He cautioned that the ending fund balance needs to
be increased. He supports using up to a$400,000 levy shift.
Unexpended budget authority was discussed. Historically it has been about$1.5M.
Cmmr.Neatherlin believes the Sheriff can cut his budget without laying off a deputy. He
suggested the Sheriff may want to commit to increase the Swift&Certain revenue.
Undersheriff Barrett stated if the judges are willing to work with the Sheriff s office and
concede some of the jail space they are willing to work on increasing that revenue. There
are also seven beds committed to the City of Shelton. If 12 beds were committed to Swift
&Certain every day every month it could generate$300,000 to$400,000.
There was discussion of housing inmates and the choices that are made that could lead to
additional Swift&Certain revenue. Undersheriff and Sheriff stated if the
Commissioners want to have 12 DOC holds,tell the Sheriff and they will work with the
judges.
Cmmr.Drexler supports backfilling$65K to the Treasurer;increasing the Traffic
Diversion by$500K increasing the Sheriff to a total of$12.2M;and a levy shift of
$655K.
The Commissioners support forming a citizen-led budget sustainability committee.
Cmmr. Shutty supports a levy shift of$655K.
Suggestion to leave Public Defense at their original prelim budget amount and increase
the levy shift up to the banked capacity amount.
Frank provided the summary of proposed changes:Assessor add$50K;Auditor add$50;
Clerk add$100K;District Court add$75K;Prosecutor add$120;Coroner add$40K;
Public Defense add$200K;Superior Court add$100K; Treasurer add$65K for a total of
$800K.And add$400K to EFB reserve. This$1.2M to be funded by Timber Trust,
DNR,additional sales tax,levy shift of$845K.Plus increase traffic policing$500K for a
total Sheriff budget of$12.2M. Cmmr. Shutty suggested increasing the Prosecutor back
fill.
The Board recessed at 4:20 p.m.
3:30 P. r 4:40 P.M. 2018 Budget Workshop-District Court—Judge Meadows
Commissioners Shutty,Drexler and Neatherlin were in attendance.
• Judge Meadows stated if the District Court budget is reduced beyond$843,162 they
cannot continue to provide the present level of service.
Patsy expressed concern that if Traffic Policing is increased,it could impact the District
Court workload.
Cmmr.Neatherlin left the briefing at 4:40 p.m.
Frank summarized: eliminate the 2.5 unapproved positions in District Court for a total of
$161K;budget cut is$351K;add$75K;take$29K from District Court probation and add
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Board of Mason County Commissioners'Briefing Meeting Minutes
November 27,2017
to District Court;total reduction is at$92K. Patsy asked if there is somewhere else to cut
the$92K. The Commissioners stated the only place is from another department.
It was pointed out that the current 2018 proposed budget is not sustainable in 2019.
Commission Discussion
Commissioners Shutty and Drexler were in attendance. Commissioner Neatherlin was
absent.
There is a question of how these back fill numbers suggested earlier by Cmmr.Neatherlin
impact the various departments.
Prosecutor Dorcy was present and he responded that$120K back fill could result in
eliminating an unfilled position but not lay off a deputy prosecutor. There was
discussion of increasing the back fill to the Prosecutor by an additional$90K. Mr.Dorcy
will work with staff to determine the impact to his budget and brief the Commissioners
tomorrow.
Briefing adjourned at 5:15 p.m.
Tuesday,November 28,2017
3:00 P.M. 2018 Budget Workshop
Commissioners Shutty,Drexler and Neatherlin were in attendance.
• Public Defense 2018 budget was reviewed. Peter Jones,Chief Public Defender,
submitted a reduction of$186,325 assuming the case load in his office may be impacted
by budget cuts in other offices(Sheriff and Prosecuting Attorney)but stated he doesn't
believe it can be sustained and he would probably make a supplemental request in 2018.
If the budget is reduced,he funded those services needed to operate for the first 6 months
and then evaluate the case loads.
If DWLS3 (driving while license suspended)vanished from his workload,it would
significantly reduce caseload and he could reduce contract attorneys and/or a staff
attorney. DWLS3 make a significant portion of the misdemeanor workload.
The juvenile workload has decreased.
• Prosecuting Attorney Mike Dorcy understands there may be a final reduction amount of
$68,330 to his 2018 preliminary budget. He would need to change the staff structure and
an option is to reduce the vacant Deputy 3 position to a Deputy 1 position.
Mr.Dorcy stated his office had been working on a program for the DWLS 3 charges but
has halted that because the attorney position he eliminated to meet the July budget
reductions was the attorney that was going to work on that program.
He pointed out that the Therapeutic Court program in his department is revenue neutral.
There was discussion of what it would take to implement the DWLS3 program.
• Frank Pinter reviewed the current status of the 2018 preliminary budget.$1.8M increase
in revenue allocated to :$50K to Assessor;$50K to Auditor;$100K to Clerk;$75K to
District,move$26,979 from District Court Probation to District Court so the total
adjustment to District Court would be$101,729;$210K to Prosecuting Attorney;$40K to
Coroner;increase Traffic Policing by$500K,$200K to Public Defense;$100K to
Superior Court;$65K to Treasurer.
There is$150K from BHO that could be used for pretrial services.The Sheriff had asked
for an additional$150K from the Mental Health tax for jail inmate nursing services and
this BHO funding could be applied to the jail nursing.
Frank reviewed the levy amounts and resolutions that need to be adopted at tonight's
hearing.
Frank reported the unemployment program for reduced work hours is reimbursed by the
County so it doesn't save the County any money.
Sheriff vehicles were reviewed. Undersheriff Barrett stated the preliminary request is to
replace seven vehicles;the bare minimum is to replace three vehicles that will get the
department through 2018 and use wash down vehicles for non-pursuit positions. A patrol
Board of Mason County Commissioners'Briefing Meeting Minutes
November 27,2017
vehicles costs$55K per vehicle. Additional information will be provided at tomorrow's
meeting.
Wednesday,November 29,2017
9:00 A.M. 2018 Budget Workshop
Commissioners Shutty,Drexler and Neatherlin were in attendance.
• Review of Sheriffs preliminary budget. Undersheriff Barrett stated the animal control
truck is leased and there is an opportunity to purchase it.Jail inmate medical services—
they believe they are eligible to use mental health tax for these services because many
inmates have mental health issues. Undersheriff believes the mental health services can
be tracked by hours. Based on hours reported on the current nursing contract in 2017
they believe they can support$200K to$300K in mental health services. Dealing with
mental health issues starts with the initial deputy contact.
Cmmr.Drexler stated that the BHO$150K is for services only and she wants to be
certain the funding is spent on only eligible expenses.
Cmmr.Drexler stated she is comfortable to supplant the jail nursing program with the
BHO$150K and review the programming of the mental health tax programs.
Undersheriff Barrett asked if the$150K that was added to their jail nursing program in
the preliminary budget can be used to stabilize Sheriff staffing. The Commissioners need
to discuss that.
Cmmr.Shutty shared an experience he had in a ride along where the deputy had to deal
with a citizen who has mental health issues and now this person is in the criminal justice
system. We need to be aware of the impact of mental health issues on the criminal justice
system.Data needs to be collected so we know where the service gaps are in order to help
direct funding to these gaps. He suggested quarterly updates on mental health issues in
the j ail.
Cmmr. Shutty supports keeping the$150K in the Sheriff budget.
• Sheriff vehicles. Undersheriff Barrett stated the ideal situation would be to have an
annual replacement cycle of seven patrol vehicles. Chief Osterhout provided the
following information:they need to get rid of the two Magnums and the Crown Vic's.
Chevy Tahoe and Explorer are in good shape and can be washed down. That would
leave five spare patrol vehicles and one good canine spare.There are a couple of vehicles
that are over 100K in miles but are in good shape. The request is to replace three patrol
vehicles;get rid of old spares and purchase the one animal control leased vehicle. The
cost is$55K per vehicle. Some vehicles are specialty vehicles and not assigned to a
particular employee such as the truck that pulls the boat or the jail vehicle.
Cmmr.Drexler asked how many non-commissioned employees are assigned cars.
Undersheriff answered zero.
There was discussion of the total FTE positions. Sheriff s office will provide an FTE
count. There have been some changes due to the July budget cut.
There was discussion of assignment of vehicles. Chief Osterhout provided a list of
vehicles.
Cmmr.Drexler asked if there is the ability to"pool"administrative vehicles for cost
savings. Undersheriff stated they are making those adjustments.
Cmmr.Shutty asked that throughout these conversations the departments consider what
would happen if these dollars are not available in the future. He encouraged departments
to continue to come forward with budget savings.
Cmmr.Neatherlin shared his proposed cost savings which has the intent of saving it
deputies: Increasing Swift&Certain revenue;maintain the positions cut in July;
reduction of OT,recognition awards;travel;reduce new hire testing;reduce vehicle
rental amounts;he has an issue with chief positions;reducing officer in charge;do not fill
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Board of Mason County Commissioners'Briefing Meeting Minutes
November 27,2017
specialist position. His intent is to not lay off any deputies or correction officers;lay off
animal control officer instead of a commissioned officer.
Undersheriff said some of these could be looked at and they are willing to meet with
Cmmr.Neatherlin.
Respectfully submitted,
Diane Zoren,Administrative Services Manager
BOARD OF N COUNTY COMMISSIONERS
Kevin Shu Terri Drexler Randy Neatherlin
Chair 7
Commissioner Commissioner
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