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Home My WebLink About2015/10/12 - Briefing BOARD OF MASON COUNTY COMMISSIONERS' BRIEFING MINUTES Mason County Commission Chambers,411 North 5th Street,Shelton,WA Week of October 12,2015 Monday, October 12,2015 9:00 A.M. Closed Session—RCW 42.30.140(4)Labor Discussion Commissioners Neatherlin and Jeffreys met in Closed Session from 9:05 a.m.to 9:35 a.m. with Bill Kenny and Frank Pinter. 9:35 A.M. Support Services-Bill Kenny Commissioners Neatherlin and Jeffreys were in attendance. Cmmr. Sheldon joined the briefing at 9:45 a.m. • 2015 Budget hearing in response to 2013 &2014 ER&R Finding&adjustments to other departments. Frank stated this needs to be delayed because the State Auditor is reviewing the ER&R settlement again. • Discussion of the$500,000 appropriation due to timber mill closures and the MOU the City is drafting. There has been discussion of requesting funding for the GMA update;however Cmmr. Jeffreys noted the appropriation is supposed to be for job growth. The Board directed Frank to contact the City to request$50,000 to the County for planning of randomly located rural business development. • Renewal of agreement for Driver Record Monitoring Services ok to move to agenda. • Renewal of agreement of Public Safety Testing ok to move to agenda. • Recruitment proposal from KMAS for radio advertisement of County job openings. Bill Kenny stated he is supportive of this pilot program on a trial basis(4 to 6 months). The Commissioners would like this briefed this next week. Dawn noted that Human Resources has increased their recruitment efforts to utilize as many free resources as possible and on-line recruitment is the most effective. 10:00 A.M. BREAK 10:15 A.M. Public Works-Brian Matthews&Melissa McFadden Utilities&Waste Management-Brian Matthews/Erika Schwender Commissioners Neatherlin,Jeffreys and Sheldon were in attendance. • Request the Board authorize Public Works(U&W Management Division)to sole source the purchase of the replacement filters for the treatment system internal control at the North Bay Water Reclamation Facility, Discussion of a$120K inter-fund loan North Bay that hasn't been paid(Resolution No. 113-08). The Commissioners requested a full financial picture. Ok to move forward the filter treatment system internal control replacement • Public hearings will be set for 2016 Annual Construction Program and 2016-2021 Transportation Improvement Program. Cmmr. Sheldon stressed the importance of moving the Simmons Road project forward. Discussion of the sidewalk project near the Belfair Senior Center and Old Belfair Highway. • Hanks Lake, a private road that is Simpson owned that leads to a private development. Simpson has indicated they will no longer maintain this road. Melissa has provided information on the options to make it a county maintained road. Cmmr.Neatherlin asked staff to research for the road agreement. • Requests for litter pick up on county roads has been an issue. The Sheriffs office has a litter grant. The Sheriff has indicated there is not enough money in the grant to pay for landfill tipping fees. Frank noted the Sheriff uses Trustees as staff for litter pickup;the grant does pay for a paid Coordinator position. 11:00 A.M. Support Services/Information Technology—Ross McDowell Commissioners Neatherlin,Jeffreys and Sheldon were in attendance. Board of Mason County Commissioners' Briefing Meeting Minutes Week of October 12,2015 • Bill Kenny stated that the question before the Commissioners today is whether to pursue funding for a new county phone system. One option is a letter of interest to the WA State Treasurer's Office Local Option Capital Asset Lending"LOCAL" loan program for a five-year, low-interest loan. The maximum cost is estimated at$350,000. The Board approved sending the letter of interest. • Cmmr. Jeffreys asked for the Commissioners thoughts on limiting the number of retail cannabis licenses issued in local jurisdictions in light of changes to the state law. Cmmr. Sheldon wants to maintain the current limit of four in the county and one in the city. He doesn't want to see the "coffee stand" outlet. Cmmr.Neatherlin would like to limit the number but suggested an increase from current numbers. Believes that too many of these types of businesses in one area is bad for other businesses. Because he supports business competition,he proposed allowing up to two retail cannabis businesses per UGA. Discussion of the impact of medical marijuana establishments. Cmmr. Sheldon left the briefing at 11:32 a.m. 11:30 A.M. Department of Community Development—Barbara Adkins Commissioners Neatherlin and Jeffreys were in attendance. Cmmr. Sheldon was absent. • The Commissioners support keeping the 1,000 feet buffer from certain establishments. Cmmr.Neatherlin and Jeffreys requested staff to draft code language to establish the limit of retail cannabis licenses to two per UGA only and discuss with legal staff on the impact and how to implement. The code changes need to go before the Planning Advisory Commission(PAC). • Rezone request for three parcels in the Belfair UGA. The PAC has heard the request and recommend approval of the request. The Board approved scheduling the hearing although the final decision cannot be made until December and there will be other rezones coming forward. Commissioner Discussion—as needed • Cmmr. Jeffreys asked staff for input on the impacts of the Growth Management Act. BREAK—NOON 2:00 P.M. 2016 Budget Workshop Cmmr.Neatherlin&Jeffreys were in attendance. Commissioner Sheldon was absent. • Brian Matthews started the discussion by stating the Road Fund budget is over$34M for 2016 with a large part being road preservation and maintenance. • Utilities Budgets were reviewed in detail-Landfill,Rustlewood Sewer&Water,Beards Cove Water,North Bay/Case Inlet Sewer Utility and Belfair Wastewater Beards Cove-$50,000 has been brought forward for water meter installation. Utilities is requesting two additional staff,one lead worker and one operator,that would be split between the utilities funds. The$11,900 in the Utilities Admin(#406)for personnel changes was questioned. Staff will provide additional information. Utilities is requesting a new vacuum pump truck that will be shared by all the utilities, Request to add one Landfill Attendant and reclassify the Program Manager to a Supervisor position. Erika talked about Department of Ecology testing requirements and the need of equipment to be in compliance. Brief discussion of combining utilities. Discussion on solid waste revenues. Tipping fees are anticipated to increase slightly but the Ecology grants have been reduced. • Equipment Rental&Revolving budget is roughly$9,000,000. There is five-year vehicle replacement plan and a transparent costing method. Staffing changes include a Radio Technician; combine two positions to form a single position for Parts, Service Writing and Central Purchasing and a part-time Shop Assistant. Discussion of how vehicle costs are tracked. Board of Mason County Commissioners' Briefing Meeting Minutes Week of October 12,2015 Request for increased Capital Expenditure of$637,000 for Sheriff patrol cars. Discussion of the fact that ER&R is basically a pass through account. If the Commissioners approve a capital expenditure for vehicles,it is budgeted in the department's budget,the amount is paid to ER&R and ER&R pays the bill for the vehicle. ER&R ending fund balance(EFB)was discussed. Staff is recommending a$3M EFB. Reserve for Replacement of Shop has a request for fuel system upgrades. Nothing is in the budget for the SAO audit finding and the budget will be adjusted when that is settled. • Road Levy anticipates a 1%increase. Timber revenues were briefly discussed. An additional workshop will be scheduled for the Road Fund, Commissioner Discussion—there was no discussion. The briefing adjourned at 4:00 p.m. Tuesday, October 13,2015 11:00 A.M. 2016 Budget Workshop Indigent Defense Cmmr.Neatherlin&Jeffreys were in attendance. Commissioner Sheldon was absent. • Susan Sergojan reported that for 2015 her office has stayed within the approved budget. She is not asking for additional employees in 2016 however she is asking for the Commissioners to review their salary classifications and bring parity with the Prosecuting Attorney's office. There was discussion of the current classifications. Public Defender Deputy I was originally for District Court;Deputy II was to be a hybrid and Deputy III was to be Superior Court. Ron Sergei serves as her Chief Deputy. Cmmr.Jeffreys stated they are developing reclassification criteria and Susan will need to make the reclassification requests at that time. • Discussion of anticipated reduced revenues due to new Supreme Court cases requiring courts to make inquiries regarding a defendant's current and future ability to pay before imposing legal- financial obligations. • Cmmr.Jeffreys brought up the use of mental health dollars and suggested hours should be tracked and possibly reimburse indigent defense costs. • A request to increase the off-contract hourly rates is also included in the 2016 budget request. • Susan pointed out that outsourcing of jail inmates has also been a problem with her staff due to the need to travel. Respectfully submitted P Y Diane Zoren, Administrative Services Manager BOARD OF MASON COUNTY COMMISSIONERS v,r - S Rapdy Neatherlin N Tim Sheldon Terri Jeffrey Chair Commissioner Commissioner