HomeMy WebLinkAbout2012/12/17 - Briefing BOARD OF MASON COUNTY COMMISSIONERS' BRIEFING MINUTES
Week of December 17,2012
According to staff notes,the following items were discussed.
Monday, December 17,2012
9:00 A.M. Auditor's Office—Theresia Ehrich
Commissioners Ring Erickson, Sheldon and Jeffreys were in attendance.
The following items were reviewed:
• Distributed six year audited Current Expense recap
• Distributed December cash flow
• Explained items on 12-18-12 budget order(reported amount of Teamster pay outs in November&
estimates in December received from departments)
• 2013 adopted detailed budgets on line as of 12/6/12
• Outlined the three situations that allow budget modifications after adoption-unanticipated,
emergency and new revenue sources.
• New Munis countywide financial system has purchase orders,accounts receivable, accounts
payable,and project modules that should be utilized by all departments. Estimating cash flow and
AP without encumbrances(purchase orders utilized) is extremely difficult. Auditor's department
has responsibility, no authority over other departments or elected officials. However it would be
beneficial and should be a requirement that all departments utilize our new financial systems
modules. BOCC agreed again and asked to have a policy presented in this regard. Theresia&
Diane Zoren to work on this.
• Now that the Belfair WW project is not"under construction" all assets should be categorized and
reported to auditor's financial department for input/depreciation in county wide asset system by
12/31/12.
• Working on Mason County's certified cost allocation plan due by month end to DSHS. This is the
reimbursement rate that departments can utilize to recoup 2013 indirect costs from grantors&
agencies. This rate is also utilized by the county for indirect/central service costs to funds outside
Current Expense in the new year budget process(2014).
9:15 A.M. Central Operations-Diane Zoren
Commissioners Ring Erickson,Sheldon and Jeffreys were in attendance.
The following items were reviewed:\
• Civil Service appointment-Louann Davis&Susan Guerrero applied. Commissioners
agreed to place an appointment item on the January 2 agenda for Susan Guerrero.
• 2013 HCCC billing. Diane asked if the Board wanted to pay a pro-rated amount for January&
February which is$417. The Board agreed this should be paid to allow time for further discussion
with HCCC. Diane noted this will be paid fi•om Non-Departmental and is currently not in the 2013
budget.
• Dawwn Twiddy brought up the Crime Shield insurance policy that needs to be renewed before the
end of the year. Diane will amend the December 18 agenda to include this item.
• Cmnn-. Jeffreys brought up the Lodging Tax awards that are on the December 18 agenda. She
would like to include an amount for the Traveller's Day event that the LTAC has recommended
denial of. Diane noted that she understands the LTAC recommended denial because they don't see
this event as bringing"heads in beds" which is the goal of the events,since that's how the tax is
generated.
9:30 A.M. Executive Session-RCW 42.30.110(1)(g)Personnel
Commissioners Ring Erickson, Sheldon and Jeffreys met with Patrick LeMay and Bonnie Cap fi-om
Human Resources and Dawn Twiddy, Risk Manager,to review the qualifications of the Human
Resources Director applicants. The Board asked that an item be placed on the December 18 agenda
so they can make a selection. The Executive Session was fi•om 9:34 a.m.to 10:05 a.m.
Board of Mason County Commissioners'Briefing Meeting Minutes
December 17,2012
9:45 A.M. Facilities, Parks&Trails—John Keates
Commissioners Ring Erickson, Sheldon and Jeffi•eys were in attendance.
The following items were reviewed:
• Presented the Commissioners with information fi•om the recently concluded process of submitting a
request for proposals for privatized custodial service.The County received seven completed RFP's
from six businesses in Olympia area and one fi•om the Shelton area.Three of the businesses will be
interviewed on Thursday,December 20.The cost for a full year of custodial service using the same
staff in 2013 will amount to approximately$164,698.49.The bids received from the RFP's could
save the County anywhere fi•om$80,000 to$100,000 annually. Keates mentioned he would want to
possibly add service for shampooing carpets and stripping and waxing floors one time annually.
Keates will report back to the Commission with a recommendation in January.
10:00 A.M. BREAK
10:15 A.M. Public Works-Brian Matthews&Melissa McFadden
Commissioners Ring Erickson, Sheldon and Jeffreys were in attendance.
The following items were reviewed:
• Request authorization to use the Letters of Interest Roster and enter into a letter agreement tracts for
Construction Project Inspector Services for calendar year 2013.
• Request the Board accept all bids received to provide Mason County with Hot Mix Asphalt
50 Cold Mix and/or CSS 1 for calendar year 2013.
• Request the Board award the bid for Towing Services for 2013 for Auto/Light Truck Zone 1 to
North Shore Towing of Belfair,Auto/Light Truck Zone 2 to Jims Towing of Shelton and Auto/Light
Truck Zone 3 to Affordable Towing of Shelton. Heavy Truck Zone 1 to Bethel Towing of Port
Orchard and Heavy Truck Zone 2 and 3 to Jims Towing of Shelton.
• Road name hearing for the proposed Gator Place was discussed. Staff is recommending the
hearing be continued.
Utilities&Waste Management -Brian Matthews&Tom Moore
• News Release for Christmas tree drop off and recycling at Shelton Transfer Station and Belfair
drop-off Facility.
10:30 A.M. Department of Community Development—Barbara Adkins
Commissioners Ring Erickson, Sheldon and Jeffi-eys were in attendance.
The following items were reviewed:
WDFW Nearshore Protection and Restoration Grant: Jeremy Hammar began working as an
Enforcement Office as part of a grant fronn Washington Department of Fish and Wildlife to enforce
the Mason County Resource Ordinance regulations. A quarterly report provided to the Board of
County Commissioners is a deliverable of that grant. Commissioner comments and questions
included inquiry as to the total number of enforcement cases in the area over the past several years;
and the overall success of the efforts thus far.
Respectfully submitted,
Diane Zoren,Assistant to the Commissioners
BOARD OF MASO COUNTY COMMISSIONERS
Ran y Neatherlin Tim Sheldon Terri Jeffi•eys
Chair Commissioner Commissioner