HomeMy WebLinkAbout2012/01/09 - Briefing BOARD OF MASON COUNTY COMMISSIONERS'BRIEFING MINUTES
Week of January 9,2012
According to staff notes,the following items were discussed.
Monday, January 9,2012
9:00 A.M. Auditor's Office—Karen Herr
Commissioners Ring Erickson, Sheldon and Bloomfield were in attendance.
The following items were reviewed:
• Karen Herr reported she has an election's position that is vacant and she needs to fill it as soon as
possible.
• The Auditor's office will have an agenda item on the January 17 Commission meeting amending
the precinct boundaries and adding three precincts due to the new 10`h Congressional District.
There will also be an agenda item regarding naming the precincts.
• Ms. Herr then discussed the Auditor's office role in the budget process. She stated their office
provides accurate and unbiased information so the Commissioners can make the budget decisions
and she asked if they should be changing anything. Cmmrs.Ring Erickson and Bloomfield
expressed appreciation of Theresia Ehrich's responsiveness and availability. Cmmr. Sheldon
noted that the budget is very complicated and wonders if it could be simplified so the public can
better understand it.
• Ms. Enrich provided financial reports including the 5-year financial recap, December revenues&
expenditures, REET 1 &2 and .09 Fund recaps.
• Ms. Ehrich brought up the indirect cost allocation, specifically the 2011 amount fi-om the Belfair
Sewer,which has not been paid. This will be discussed further with Utilities.
9:15 A.M. Central Operations-Diane Zoren
Commissioners Ring Erickson, Sheldon and Bloomfield were in attendance.
The following items were reviewed:
• 3%Commissioner salary return for 2012—District 1 &3 -$1643;District 2-$2282. The
Commissioners will write checks back to the county. It was explained that the Commissioners
camiot change their salaries and because the 3%increase is in place,they will return the amount.
• Reminder that Monday,January 16 is holiday.
• Appointments to Civil Service(1 applicant—Danielle Lindsey-Skeeters)&Thurston Mason
Regional Support Network Advisory Board—(1 applicant—reappointment from Sue LaMont).
The Board asked that a short interview be scheduled with Danielle and agreed to the
reappointment of Sue LaMont.
• Request to block foreign purchases on credit cards. This is to reduce the chance of fraud on the
county credit card program. All departments were surveyed and no one had any issues with this.
Diane will place on the agenda for final approval.
• LTAC recommendations—the Board approved placing those awards that have been recommended
by the LTAC except for general tourism. There are three applications pending additional
information and the next LTAC meeting is January 31. There was discussion of the award for
general tourism. Two proposals were submitted—one fiom the Shelton Chamber of Commerce
for$95,000 and one from Olympic Broadcasting for$36,000. Dale Hubbard,Olympic
Broadcasting,explained the$36,000 is to manage the general tourism's budget and doesn't
include items such as printing of brochures,website design and updates. He indicated they will
need additional funding for the program. Heidi McCutcheon from the Shelton Chamber of
Commerce explained then-proposal for$95,000 includes$10,000 for administration and they have
submitted a detailed plan of how they would manage the general tourism program. There was
further discussion that there may be other private entities that would be interested in managing the
general tourism program. Cmmr.Ring Erickson asked that a news release be distributed that
proposals will be accepted for general tourism and that LTAC review this at their January 31
meeting.
• 2012 Board/Commission assignments were reviewed. Diane will have the website updated.
Board of Mason County Commissioners' Briefing Meeting Minutes
Week of January 9,2012
9:30 A.M. MACECOM—Jill Evander
Commissioners Ring Erickson, Sheldon and Bloomfield were in attendance.
The following items were reviewed:
• E911 contract was reviewed. The Board agreed to place this on the January 17 agenda.
9:45 A.M. Executive Session—RCW 42.30.110(1)(g)Personnel
Commissioners Ring Erickson, Sheldon and Bloomfield met with Human Resources Director
Karen Jackson and Tom Moore and Jolni Curmingham from Utilities in Executive Session from
9:55 a.m. to 10:15 a.m.
10:00 A.M. BREAK
10:15 A.M. Sheriff's Office—Sheriff Salisbury/Frank Pinter
Commissioners Ring Erickson, Sheldon and Bloomfield were in attendance.
The following items were reviewed:
• Traffic Policing 2012 Budget reduction was discussed. Mr.Pinter and Public Works staff will
meet on this subject and come back for a follow up briefing on Tuesday with the Board.
• The following budget supplement requests were made: Mobile Computers for$17,880 supported
by a new Byrne Grant as a funding source for$17,305.An increase for MACECOM of$45,502
for their 2012 service year,and$61,236 for an FTE in the Jail that was inadvertently left off the
2012 Budget. This is not an additional FTE but one that was left off the 2012 Budget worksheets.
10:30 A.M. Department of Community Development—Barbara Adkins
Commissioners Ring Erickson, Sheldon and Bloomfield were in attendance.
The following items were reviewed:
• Faith in Action Center for Seniors Facility-CDBG
Patti Kleist,Executive Director for Faith In Action, is asking the Board to hold a public hearing on
a proposal for a Community Development Block Grant(CDBG). The proposal is for a senior
center in Belfair and Ms. Kleist is seeking the County's sponsorship of the grant application. If
awarded,the County would also administer the grant to Faith In Action in exchange for
administrative costs. The Commissioners agreed to schedule the public hearing for February 7,
2012 to hear more about the application and to take public testimony.
• Voluntary Stewardship Program(Ruckelshaus)
Following up on January 3,2012 briefing regarding the Board's position regarding holding a
public hearing on January 17,2012. Representatives fi•om the Washington Conservation
Commission,the Washington State Farm Bureau,and the Washington Association of Counties
attended the January 3`d briefing to provide an overview on the program and the County's options.
The Board requested time to review the information and consider whether or not to proceed with a
public hearing that would provide the Board an opportunity to opt in to the Program. The deadline
for opting in is January 22,2012. The Board instructed Staff to proceed with public hearing.
• Planning Advisory Commission
Board provided with copies of applications received to fill vacancy i i Planning Advisory
Commission. After a brief discussion the Board requested interviews with each candidate at a
later date.
10:45 A.M. Public Works-Charlie Butros/Brian Matthews
Commissioners Ring Erickson, Sheldon and Bloomfield were in attendance.
The following items were reviewed:
• Authorization to use the Professional Service Roster to select an on-call Structural and
Geotechnical Consultants for 2012 and enter into a contract with each consultant with a maximum
payable amount of no more than$50,000 each.
• Intergovernmental agreement between Mason Conservation and Mason County for environmental
services, as needed,for calendar year 2012.
Board of Mason County Commissioners' Briefing Meeting Minutes
Week of January 9,2012
• Request authorization to hire two Survey positions in the Public Works Department, Survey
Supervisor and Senior Party Chief.
• The annual 2012 State of Washington Road Levy Certification to County Road Administration
Board(CRAB)will be placed on the agenda.
• Approval to award the culvert supplies for Public Works to Contech Construction Products out of
Portland,Oregon totaling$19,699.53.
• Request authorization to use the Letters of Interest Roster and enter into a letter agreement/
contracts for Construction Project Inspector Services for calendar year 2012.
• Request for speed reduction on Pickering Road.
1 1:00 A.M. Executive Session—RCW 42.30.110(1)(i)-Litigation
Commissioners Ring Erickson, Sheldon and Bloomfield met in Executive Session fi•om 11:05 a.m.
to 11:35 a.m. with Tim Whitehead,Chief Deputy Prosecuting Attorney, and Utilities staff for
potential litigation.
11:20 A.M. Utilities&Waste Management—Tom Moore/John Cunningham
Commissioners Ring Erickson, Sheldon and Bloomfield were in attendance.
The following items were reviewed:
• January 31 is a 5"'Tuesday and staff asked if there would be a meeting in Belfair. At this point,
the Board does not have agenda items.
• Reminder that a briefing is scheduled on Monday,January 23 @ 11 a.m. with a consultant to
discuss utility privatization.
• Request to amend the January 10 agenda to call for bids for the Belfair•Sewer Hook Up program—
Group#2 and authorize the Utilities Department to award the bid. Bid opening is proposed on
February 1.
• Request to extend the contract with Harris&Associates.
11:30 A.M. Health Services—Vicki Kirkpatrick
Commissioners Ring Erickson, Sheldon and Bloomfield were in attendance.
The following items were reviewed:
• Staff briefed the Commissioners on a professional services contract with Patti Sells to serve as the
Homeless Plan Coordinator. Funding will come from the County's homeless funds.
• Staff briefed the Commissioners on the contract with Thurston County for Health Officer Services
for 2012.
• Discussed the letters between the Squaxin Island Tribe and Taylor Shellfish and the Department of
Transportation regarding stormwater runoff from state highways to Oakland Bay.
• Discussed a proposed agreement with the Department of Ecology for Ecology to oversee the
closure of the Simpson Wood Waste Landfill.
• Updated the Commissioners on tuberculosis in Mason County.
• Updated the Commmissioners on plans for Community education and input related to our
Community Health Assessment and the Mobilizing for Action through Planning and Partnership
leadership group charged with developing a Public Health Improvement Plan for Mason County.
Broad community education and a community survey for input are a part of the process.
BREAK—NOON
Tuesday,January 10,2012
1 1:00 A.M. Auditor/Utilities & Waste Management
Commissioners Ring Erickson, Sheldon and Bloomfield were in attendance.
The following items were reviewed:
• The Commissioners requested a briefing regarding the 2011 payment of Belfair Utility's
indirect/central service charges to the Current Expense Fund of$160,000. The County Auditor
and Chief Financial Manager attended to provide information.
The indirect cost allocation plan has been accomplished by the Auditor's office to derive at the
percentage to charge grantors, D.S.H.S.,Department of Health, WSU,election costs,and other
Board of Mason County Commissioners' Briefing Meeting Minutes
Week of January 9,2012
funding agencies. In February 2010,the Commissioners approved the methodology and amounts
charged. In July 2010 those rates were provided to all departments affected for inclusion in their
2011 budget. Unfortunately the 2011 Belfair Wastewater Budget was submitted and passed
without including this charge. However,the general fund included$160,000 in the 2011
anticipated revenues.
The direct utility administration is paid out of the Combined Utility Fund. All costs of the project
(almost$40 million)have been sent directly fi•om the Belfair Wastewater Fund. However,almost
every department in the general fund has provided professional service and assistance throughout
this project for the past 8 years. The Utilities Director agreed in 2010 to utilizing the non-capital
professional services budget by 8.1%(all other funds pay 16.9%)for the 2011 financial year.
The general concerns of the U&WM department are that no money was budgeted in the 2011
adopted Belfair sewer utility budget for payment of these charges,the methodology used to
calculate the amount of the indirect charges for Belfair is inconsistent with how other County
funds are charged for their share of the indirect charges, indirect charge reimbursement has
already been paid by the department based on the direct salaries of all of those department
employees who have been working on the Belfair sewer through indirect central service payments
from the department's combined administrative budget and it is unfair to go back in time to collect
unbilled/unpaid indirect charges fi-om past budget years. The Commissioners asked staff to
prepare a letter for their signature to the State Auditor asking the State auditor to respond to the
concerns raised regarding the Belfair sewer indirect charge.
This utility is now operational in 2012 and the indirect/central service charge is based on budgeted
salaries. This is included as a 2012 expenditure for Belfair WW and revenue in the Current
Expense Fund.
1 1:15 A.M. Sheriff/Public Works
Commissioners Ring Erickson, Sheldon and Bloomfield were in attendance.
The following items were reviewed:
• The Traffic Diversion proposed reduction was discussed. A budget hearing has been scheduled
for January 17 to reduce the Traffic Diversion budget by$125,000.
Respectfully submitted,
Diane Zoren, Assistant to the Commissioners
BOARD OF MASON COUNTY COMMISSIONERS
y da Ri4Ericksi Tim Sheldon Steven BloomfieldChairCommissioner Commissioner