HomeMy WebLinkAbout2015/03/10 - Regular MASONBOARD OF COMMISSIONERS' PROCEEDINGS
March , 2015
1. Call to Order—The Chairperson called the regular meeting to order at 9:01 a.m.
2. Pledge of Allegiance— Judy Scott led the flag salute.
3. Roll Call — Present: Commissioner District 1 - Randy Neatherlin; Commissioner District 2—Tim
Sheldon via telephone; Commissioner District 3 —Terri Jeffreys.
4. Correspondence and Organizational Business
4.1 Correspondence
4.1.1 Kenneth Gonella and Ester Rowland submitted applications for the Mental Health &
Substance Abuse Advisory Committee.
4.1.2 Eric Nelson submitted an application for the Solid Waste Advisory Committee.
4.2 News Release: Chair Neatherlin read a news release regarding Mason County Rnarrl of
Equalization Membership.
5. Open Forum for Citizen Input—
5.1 Judy Scott spoke regarding the Belfair Sewer plan decision made yesterday. She said house
sales are lost due to the high cost of utilities in the County. She said it's hard for businesses to
come in because they need customers. She asked the Board to reconsider their decision.
Cmmr. Sheldon stated that no decisions were made yesterday. He said it was a briefing yesterday
and options were explored and opinions were expressed.
Cmmr. Jeffreys agrees with Cmmr. Sheldon. She shared some of her priorities for the Sewer. She
thanked everyone for their hard work.
5.2 Tom Davis spoke about the Belfair Sewer Plan. He said he showed up at the briefing yesterday
to hear the Belfair sewer financial plan but there was no structure and no plan. He advised the
Board that they need to come up with a plan because everyone will be affected by this.
6. Adoption of Agenda - Cmmr. Jeffreys/Sheldon moved and seconded to adopt the agenda as
published. Motion carried unanimously. -aye; -aye;J-aye.
7. Approval of Minutes— February 23, 2015 briefing minutes and February 17, 2015 regular meeting
minutes.
Cmmr. Sheldon/Jeffreys moved and seconded to approve the February 2 , 2015 briefing
minutes and February 17, 2015 regular meeting minutes. Motion carried unanimously.
-aye; -aye; J-aye.
8. Approval of Action Agenda:
8.1 Approval to schedule a public hearing on March 24, 2015 at 6:30 p.m. to consider adoption of
the revised Mason County Comprehensive Plan Chapter VI (Capital Facilities) in accordance with
RCW 36.70A.70.
8.2 Approval of the contract amendment #10 between Mason County Public Health and Eunice
Santiago to provide maternity support services to qualified County residents. The budgeted
amount for 2015 is $29,000.00 and is reimbursable from Medicaid.
8.3 Approval of the contract amendment #4 between Mason County Public Health and Rosa Borja
and Eunice Santiago for interpreter services. These interpreters are utilized by staff when
needing to call or conduct home or office visits with non-english speaking clients. These
positions will be paid for by grant and County funds.
8.4 Approval of Warrants:
BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS
March 9 , 2015 PAGE 2
-
Claims Clearing Fund Warrant#s 8019999-8020208 $902,477.03
Salary Clearing Fund Warrant#s 7000866-7000893 $420,978.72
Direct Deposit Fund Warrant#s 20189-20560 $624,092.63
For a Total of: $1,947,548.38
Claims Clearing YTD Total $6,630,270.71
Salary Clearing YTD Total $2,919,704.86
Direct Deposit YTD Total $2,997.776.92
8.5 Approval for the Board to execute Amendment #2 for County Road Project 1564, North Island
Drive (road realignment and culvert replacement project) Rural Arterial Program (RAP) Project
No. 2307-01 and authorize the Chair to sign any further pertinent documents to close/cancel the
project.
8.6 Approval for the Board to authorize Equipment Rental and Revolving (ER&R) to declare surplus
of certain vehicles and
equipment
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to government entities.
8.7 Approval of the resolution to authorize Public Works/Utilities and Waste Management to
purchase credit card software from Cascade Software Systems, Inc. of Eugene, Oregon to
interface with current WIN-CAMS Cost Account Management System software, and issue a
purchase order for the project. The estimated cost is $22,610.00 and the purchase will be sole-
source. Resolution - (Exhibit )
Theresia Ehrich asked for item 8.1 to be removed for a separate vote.
Cmmr.Jeffreys/Sheldon moved and seconded o approve action items 8.2 through 8.7
with Item 8.1 beingremoved for a separate vote. Motion carried unanimously. -aye; -
ye;J-aye
8.1 Approval to schedule a public hearing on March 24, 2015 at 6:30 p.m. to consider adoption of
the revised Mason County Comprehensive Plan Chapter VI (Capital Facilities) in accordance with
RCW 36.70A.70.
Barbara Adkins, Director of Community Development explained this item and said this needs to
be updated each year.
Testimony:
Theresia Ehrich, Chief Administrative Deputy at the Sheriff's office, asked if some changes could
be made before the hearing.
Cmmr. Neatherlin said he urges people to attend the Planning Commission meetings to take part
in planning beforehand and said he noticed that the Sheriff's Department did not attend again
this year. He stated that if it's something important he would like the Board to consider it.
Cmmr. Jeffreys said she agrees that it's best to bring things up as soon as possible, but said for
now, Theresia Ehrich can forward the proposed changes to the department.
Sheriff Salisbury mentioned that the statistics are off and said he thinks some numbers were
transposed. He said the way it is now wouldn't make sense to anyone.
Cmmr. Jeffreys/Sheldon moved and seconded to approve action item 8.1 to schedule
a public hearing on March 24, 2015 at 6:30 p.m. to consider a ion of the revised
BOARD OF MASON COUNTY CPROCEEDINGS
March , 2
Mason County Comprehensive Plan Chapter (Capital Facilities) in accordance with
RCW 3 . 0A.70. Motion carried unanimously. ®aye; ®aye; 3-aye
9. 9:30 a.m. Public Hearings and Items Set for a Certain Time—There were no public hearings.
10. Other Business (Department Heads and Elected Officials) —
10.1 Cmmr. Sheldon said coming up with a plan is a chance for give and take and it would
cost the County millions of dollars so it won't be done in a briefing session but they will
continue to work on it. He said the State Auditor doesn't make the decision but the
Commissioners make the decision.
aJ.nV.°G, Sheriff Salisbury Lyons Club
for their support air donations. He would like J U I I Kau .. 1V ll to
w
thank all of the supporters and thanks people and local businesses for donations.
10.3 Cmmr. Neatherlin thanked everyone for attending and taking part of this meeting.
Cmmr. Jeffreys stated this is a democracy. She said it's hard to know what the public
wants unless they tell them. She reiterated that they do want to hear from people and
said it's vital.
10.4 Melissa McFadden, Director at Public Works introduced herself. She stated she is
responsible for maintenance and construction on county roads and bridges.
11. Board's Reports and Calendar -The Commissioners reported on meetings attended the past week
and announced their upcoming weekly meetings.
12. Adjournment—The meeting adjourned at 9:45 a.m.
BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS
March 10, 2015 - PAGE 4
BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
Z /� AD
Randy Neatherlin, Chair
ATTEST: Tim Sheldon, Commissioner
Clerk of the Board Terri Jeffreys, m issioner
Exhibit A
SON COUNTY i >'
COMMISSIONERS RESOLUTION NO. � s
,SOLUTION AUTHORIZING THE PURCHASE OF CREDIT CARD SOFTWARE TO
INTERFACE WITH CURRENT WIN-CAMS COST ACCOUNT IMANAGE MENT SYSTEM
SOFTWARE CAM CASCADE SOFTWARE SYSTEMS,INCORPORATE
WHE AS,the County is interested in implementing a credit card system into the
current Public Forks Financial system('WIN-CALMS)as described in Exhibit"All hereto
attached;and
WIIEREAS,the RCS%39.04.280 provide exemptions to coiapetitive bidding
requirement for purchases that are clearly and legitimately to a single source of supply;
E IT RESOLVED by the Board of County Commissioners as follows.
11. That Cascade Software Systems,Incorporated is the sole source supplier of the current
financial software.
1 That the County is autlioiized to purchase the additional scii ices to implement the Point
and Pay credit card service without proceeding to secure competitive bids,estimated cost
$2 ,610.00
ADOPTED this ; day of ' i�ei a � i 2015:.
BOARD OF COUNTY COYOUSSIONERS
MASON COUNTY,WASHIN GTON
r
RAN
IY"Y NEATHE II ; Bair
AT'TEST-
TE dEP S, `ice Chair
Julie Almanzor,Clerk of the 136' rd
APPROVED AS TO FORM.,
------- "� TM SI EI.,DON,Commissioner
i_3'ifk Whitehead;
Deputy]Prosecuting Attorney
cep Co.Commissioners
Engineer
JOURNAL:Pub],it:
EXHIBIT 37 73 mi
,�,�, i Ill•
Memo
To: Jennifer Beierle
Aad F.Alkemade
CC;
Date: 01/28/15
- Re; - WIN-CAMS:A/R—Point N Pay
In response to your recent request 1 hereby submit an estimate to Implement the following CAMS
changes:
1. Add Solid Waste A/R Module.
2. Interface: Import Landfill Tickets from Paradigm.
3. Implement Solid Waste A/R module:
a. Load Clients&Balances
b. Statement Forms
c. Support/Assistance
4, Re-activate Water&Sewer billing procedures:
a. Load Clients&Balances
b. Support/Assistance
5. Re-activate Loans billing procedures:
a. Load Clients, Loans and Balances
b. Support/Assistance
6. Add(Point N Pay)Export File option:
a. Four modules:A/R, Utilities A/R,Solid Waste A/R,and Loans
b. Assist with testing and implementation
T Add(Point N Pay)Import File option:
a. Create new WIN-CAMS Cash Receipts
b. Assist with testing and implementation
Please fax return with Approval signature if you wish to proceed with above changes.
Time
1. License: $ 4,500
2. License: $ 1,500
3. Support $ 3,000
4. Support: $ 2,500
5. Support: $ 2,000
6. License: $ 1,750
Testing/Implementation: $ 1,000
7. License: $ 1,250
Testing/Implementation: $ 1,000
Onsite Time(2 days) 2,850
Total $21,350
Maintenance
14%of Licenses(1,2,6,and 7) $ 1,260
Approved By:
Page 2
c MASON COUNTY
Nt
r ® ^Yr L if JUSTIFICATION FORM
r� Ny � .
Date: March 2,2015
rasa""
Department: Public Works Department Contact: Brian Matthews
Recommended Vendor: Cascade Software Systems, Inc.
Address: PO Box 10723, Eugene,OR 97440-2723 Phone: (541)343-9160
Cost Estimate: $22,610.00
Describe the item requested and its function: Point and Pay software will interface with current
management and financial system(WIN-CAMS) and Landfill Ticket software (Paradigm). Point and Pay is
the third party credit card processes used by all other County Departments that accept credit or debit
card payments.
1. Check the reasons for the sole source request:
❑ Sole Source: No other items are known to exist which performs the same function
® Special Design: Item is of specific design to fit in with an existing installation
❑ Consultant: Providing professional or technical expertise of a unique nature or location availability
❑ Proprietary: Item is held under exclusive title,trademark or copyright
❑ Warranty Service:The vendor is the sole provider of goods and services which the County has
established a standard.
❑ Used item:The vendor/distributor is a holder of a used item that would represent good value and is
advantageous to the County(attached information on market price, availability, etc)
3. Is this product available from other sources? ❑Yes ® No
4. What necessary features does the vendor provide which are not available from other vendors?
WinCams will provide the import and export files necessary to work with Point& Pay.WinCams is
the only company that can do this since they are the management and financial system used by
Public Works.
5. Can your requirements be modified so that competitive products or services may be used?
❑ Yes ® No
If yes, please explain modifications and potential costs:
6. How does the recommended vendor's prices or fees compare to the general market?WinCams
provided the best product for the most competitive price when RFPs were done in 2010.
7. What steps were taken to verify that these features were not available elsewhere?
❑ Other brands manufactures were examined. Provide a list of phone numbers and names and
explain why these did not meet the requirement:
❑ Other vendors were contacted but did not meet the requirements. Provide a list of companies and
phone numbers and why they did not meet the requirements:
® Other, please explain:WinCams is the current cost accounting software used by Public Works, and
Public Works has a good working relationship with the company.WinCams does not allow outside
companies to build import and export files using their software.
My department's recommendation for sole source is based upon an objective review of the product/service
required and appears to be in the best interest of the County. I know of no conflict of interest on my part or
personal involvement in any way with this request. No gratuities,favors or compromising action have taken place.
Neither has my personal familiarity with particular brands,types of equipment,materials or firms been a deciding
influence on my request to sole source this purchase when th are other known suppliers to exist.
Elected Official or Director Signature for Approval-! Date. z r � 'a�