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Home My WebLink About2018/12/18 - Regular Packet Dec. 18.2 BOARD OF MASON COUNTY COMMISSIONERS DRAFT MEETING AGENDA Commission Chambers — 9:00 a.m. 411 North Fifth Street, Shelton WA 98584 December 18, 2018 1. Call to Order 2. Pledge of Allegiance 3. Roll Call 4. Correspondence and Organizational Business 4.1 Correspondence 4.2 News Release- Summer 2018 Mason County Heritage Grant Cycle Staff: Michael MacSems 4.3 Recognition of Judge Meadows 5. Open Forum for Citizen Input (5 minutes per person, 15 minutes time limit) If you wish to address the Commission, raise your hand to be recognized by the Chair. When you have been recognized, please step up to the microphone and give your name and address before your comments.The Mason County Commission is committed to maintaining a meeting atmosphere of mutual respect and speakers are encouraged to honor this principle. 6. Adoption of Agenda Items appearing on the agenda after"Item 10. Public Hearings", may be acted upon before 9:30 a.m. 7. Approval of Minutes — December 3 and December 10, 2018 Briefing Minutes; November 27, and December 11 Regular Meeting Minutes; December 3, 2018 Special Meeting Minutes. 8. Approval of Action Agenda: All items listed under the"Action Agenda" may be enacted by one motion unless a Commissioner or citizen requests an item be removed from the Action Agenda and considered as a separate item. 8.1 Approval to call for a Request for Proposals (RFP) to enhance 2019 Visitor Information Center services up to $19,800, as recommended by the Lodging Tax Advisory Committee (LTAC) 8.2 Approval of amendment #1 to the VIC services contracts extending the VIC services through 2019 with the Shelton Mason County Chamber of Commerce, $57,400, and the North Mason Chamber of Commerce, $33,400, as recommended by the Lodging Tax Advisory Committee. 8.3 Approval to award $68,000 to the Mason County Economic Development Council from the Rural County Sales & Use Tax Fund (.09) for 2019 for business retention, expansion, recruitment project and economic development planning, as allowed in RCW 82.14.370 and enter into a contract for services. Agendas are subject to change,please contact the Commissioners'office for most recent version. This agenda was last printed on 12/17/18 4:23 PM. If special accommodations are needed,contact the Commissioners'office at ext.419,Shelton#360-427-9670;Belfair #275-4467,Elma#482-5269. MASON COUNTY COMMISSIONERS' MEETING AGENDA December 18, 2018— PAGE 2 8.4 Approval to concur with Lewis County's re-appointment of Hal Blanton to the Timberland Regional Library Board of Trustees for a term ending December 31, 2025. 8.5 Approval of Warrants &Treasure Electronic Remittances Claims Clearing Fund Warrant #s 8060796-8061054 $ 1,702,107.15 Direct Deposit Fund Warrant #s 55019-55386 $ 731,340.92 Salary Clearing Fund Warrant #s 7004079-7004116 $ 972,339.00 8.6 Approval to authorize Public Works to advertise for Construction Materials Testing Services for the 2019 calendar year and approval to authorize the County Engineer to enter into agreements for these services. 8.7 Approval to authorize Public Works to utilize the County MRSC Roster to select a consultant to prepare a grant application for the 2019 Federal Highways Bridge Program Grant, and enter into an agreement. 8.8 Approval to amend Resolution 90-18 to revise the Non-represented Salary Scale Range Alignment by approving the reclassification request for the Permit Assistance Center Manager to a Range 33, and place the incumbent in Step 3, from a Range 32, Step 2, effective January 1, 2019. 8.9 Approval of contracts for Superior Court and District Court indigent defense services with the Law Office of Sean Taschner. This is a continuation of existing contracts for 2018 into 2019. 8.10 Approval for funding up to $100,000 to repair and/or replace 12 decks and stairways serving second story apartments in the Fairmount Cove Apartment complex. 8.11 Approval of an extension of current contracts between the Mason County Law Library and Westlaw for continued service from 2019 to 2024. 8.12 Approval to authorize the Mason County Sheriff's Office to transfer up to $140,000 from the Salaries& Benefits budget to the Operating Budget as needed for the purchase of two vehicles. 8.13 Approval of amendment#1 to grant W2RCLCP-1719-MaCoSO-00032 between the Mason County Sheriff's Office and the Washington State Department of Ecology. This amendment will add$36,000 to the Litter Pickup and Illegal Dump Clean up grant. 8.14 Approval of the Amendment#1 for contract NMR-2018.1 with North Mason Resources and Amendment#1 for contract TPSA-2018.2 with Turning Point Survivor Advocacy Center for up to$2,000 each. 8.15 Approval to set a Public Hearing on January 8, 2019 at 9:30 a.m. to consider approval of the following budget transfer request to the 2018 budget: $825,000 increase to REET 1 Fund 350- Beginning Fund Balance $825,000 Increase to REET 1 Fund 350—Building Loan in order to record and purchase and assume the loan on the Olsen Building. 9. Other Business (Department Heads and Elected Officials) 10. 9:30 a.m. Public Hearings and Items Set for a Certain Time 10.1 Public hearing to consider a resolution certifying to the County Assessor the amount of taxes levied for county purposes and amount of taxes levied for collection in 2019. This is a continuation from November 27, 2018. Staff: Jennifer Beierle. J:\AGENDAS\2018\2018-12-18 REG.doc MASON COUNTY COMMISSIONERS' MEETING AGENDA December 18, 2018— PAGE 3 10.2 Public hearing to consider adopting a Public Benefit Rating System in place of the current Open Space Program. Staff: Kell Rowen 11. Board's Reports and Calendar 12. Adjournment J:\AGENDAS\2018\2018-12-18 REG.doc c►�r � MASON COUNTY TO: BOARD OF MASON COUNTY COMMISSIONERS Reviewed: FROM: Jennifer Giraides Ext. 380 DEPARTMENT: Support Services Action Agenda DATE: December 18, 2018 No. 4.1 ITEM: Correspondence 4.1.1 Cheryl Heywood sent in a notice that Hal Blanton has been re-appointed to the Timberland Regional Library Board. 4.1.2 Donald Gardner sent in an application for the Thurston-Mason Behavioral Health Board. 4.1.3 B. Dean Byrd sent in a comment on Public Defense. 4.1.4 Susan Ickes sent in an application for Mason County Civil Service Commission. 4.1.5 CWD Group sent in Beards Cove 2019 budget summary. Attachments: Originals on file with the Clerk of the Board. Cc:CMMRS Neatherlin, Shutty, Drexler Clerk )b�np TRL Administrative Service Center Office of the Library Director 415 Tumwater Blvd, SW Tumwater, WA 98501-5799 360-943-5001 December 3, 2018 RECEIVED Mason County Board of Commissioners DEC 0 6 2018 411 North Fifth Street Mason County Shelton, WA 98584 Cnmmissioners Dear Board of Commissioners: The Lewis County Commissioners have re-appointed Hal Blanton to the Timberland Regional Library Board for a 7-year term that runs December 31, 2018 to December 31, 2025. The Lewis County Commissioners have requested that Timberland Regional Library secure confirmation of this appointment from the other four county Boards of Commissioners. A copy of the letter appointing Mr. Blanton is enclosed. If you concur with the appointment of Mr. Blanton,please send a letter of confirmation to my attention at the above address. Once we receive letters of acknowledgement from the Mason,Thurston, Grays Harbor, and Pacific County Commissioners, copies will be forwarded to the Lewis County Commissioners. We would appreciate your immediate consideration of this appointment. To further speed the process you may email the scanned document to Brenda Lane, at blane(ddtrlib.org. Thank you for your attention to this matter. Sincerely, Cheryl Heywood Library Director Enclosure • �Timberland Regional LIBRARY www.TRL.org BEFORE THE BOARD OF COUNTY COMMISSIONERS OF LEWIS COUNTY, WASHINGTON REAPPOINT HAL BLANTON TO THE ) RESOLUTION NO, 18- TIMBERLAND REGIONAL LIBRARY ) BOARD OF TRUSTEES ) WHEREAS, the Lewis County Board of County Commissioners appointed Hal Blanton to fill a vacancy on the Timberland Regional Library Board of Trustees; and WHEREAS, Hal Blanton's term on the Board of Trustees is set to expire December 31, 2018; and WHEREAS, Hal Blanton has expressed a willingness and desire to again serve on the Timberland Regional Library Board of Trustees; and WHEREAS, it appears to be in the best public interest to reappoint Hal Blanton to the Board of Trustees; NOW THEREFORE BE IT RESOLVED that the BOCC hereby reappoints Hal Blanton to the Timberland Regional Library Board of Trustees for a term expiring December 31, 2025. Passed in regular session this 19th day of November, 2018. APPROVED AS TO FORM: BOARD OF COUNTY COMMISSIONERS Jonathan Meyer, Prosecuting Attorney LEWIS COUNTY, WASHINGTON B Deput Prosecuting Attorney Edna J. Fund, Cha P&S, S' A� ATTEST: Robert C. Jackson, Vice Chair •••••• • • 15 COUNT•• _. • e4� ��ARD O{,��'�r i Rieva Lester, Clerk of the Boa`Fd�r SINCE o.Gary Stam r,'Corn Comissioner .� 1845 J ': ti • CO&f Jj155��._ f coo Cc:CMMRS Neatherlin, Shutty, Drexler RECEIVED Clerk v DEC 0 7 2018 THURSTON-MASON Mason CouSFHAVIORAL HEALTH ORGANIZATION CITIZENS THURSTON-MASONCommissioners Behavioral Heallh Organization LLC ADVISORY BOARD APPLICATION I am seeking appointment to the Thurston-Mason Behavioral Health Organization(TMBHO)Advisory Board: Name: 1 I p Mailing Address: L� Z l LvoCc So., 5}I•. City: Zi ! 5� 7 S�•t-�-� p� � Home Phone: 36, 62-S S6 4 Work/cell: F 36 6- 114,?-?-23a Email: n lL 0. Ae- -ItGOAk"5dl1, t✓ 5 1. r'Please d/escribet briefly why you would like to serve on this advisory board. 1 wo✓�N GSL 4-v gybe- cA lid Ge_ metro, co-) ) �O t10V9 S�ti�� l o A^%V 2. What do you perceive Is the role of this advisory board? o S JQp✓.'- IA LI/J lie_ 1340 a��,rvpr�'�- c�c.Gl5� S��p.� IMnt�/ T(^��SN� Lv✓.ti'�l�-�, 3. What contributions)do you wish to offer the board? KGhl Ti--- ��-I�,G�! ", GJ/'rc._+ [rSlj/1 S +✓[l Ns !wv✓� )"t[��uG tVrv'n �1rSdna/ L��.`.�.i[ 4. Please list your educational background. 5. Please list communityorganizations(membership/activities)and/or volunteer work that you are currently Involved in. UjLC.- fpr�s�o�w+ o{' LI'd�S Gf✓�� n.c..•ay�r �-� G[i..�o.1 J✓f�/� lJJrkfrJ[tn(f�14![�.1� GO '�<.v�/' [�� y'Ik50r1 W✓r�� .,0.'dl.� �„i.•rJ�{!'0��. I�'/' 6. Please list past community organizations(membership/activities),volunteer work and/or other relevant activities you were involved in. TMBHO Advisory Board Application 3-18 Page 1 7. What is your current occupation? ProyLk-+� r ile, so, Lv. ,A-y Or')A /eC.!/)o-XC� 8. Please indicate lace of current employment,if any,below: / Agency/organization Add�ress— Phone _ �/1r Ca�� .� ..� �� .� I v - -yl'I- IO end. J3� � -, ,. si'rSh `' AcG. 63•za7f� 9. Please list past occupation(s)and places)of employment: Agency/organization Address Phone eel L"') Rolt-1 Z oo �✓4L/-j «n kQr.50 6o-9y� yd�D 10. Please list three(personal or work-related)references. Name Address Phone 54� _ 4,_ L / '/✓ 6/� S/ 11L//��. _ J ��_6o_--VZt•i6�o ex (o•,�o. Ll/S-N �_`�1f. 1��/�� I D -yz V —(S f/. 360 5_ tCa�l� (rLi 5� _�-10 f. ITU"S P _ 11. App tment to this Advisory Board will require your attendance at regularly sche u ed meetings,which usually occur in the evening. Members are appointed for a three(3)year term. How many hours per month are you willing to commit? Comments related to this application.Please feel free to attach any information that you feel pertinent. Signature Date ltg ` Zb Please retur this completed application to: Tina Gehrig Thurston-Mason Behavioral Health Organization 612 Woodland Square Loop SE Suite 401 Lacey, WA 98503 Email:tina.gehrig@tmbho.org Fax: 360-489-1435 If you have any questions or concerns,please contact Tina Gehrig at tina.gehrig@tmbho.org or 360-763-5812. TMBHO Advisory Board Application 3-18 Page 2 Cc:CMMRS Neatherlin, Shutty, Drexler Clerk December 7, 2018 B. Dean Byrd 620 East Hiawatha Blvd. Shelton,WA98584 RECEIVED Mason County Board of County Commissioners DEC 10 411 N 5th St 2018 Shelton,WA 98584 Mason County Commissioners Dear Commissioners: I was appalled to read in last week's Shelton Journal that the Public Defender, Peter Jones, chose to paint Mason County District Court Judge Elect,George Steele,with a broad brush by claiming that Steele would not be fair to any indigent defendant. Accordingly,Jones has stated publicly that he will file affidavits of prejudice against Judge Elect, Steele,for every client he represents in District Court. As a result of this unprecedented and irresponsible act, Mason County District Court Judge,Victoria Meadows, made an additional budget request of$99,840 in the court's 2018 budget for a Judge Pro tem who would be on the bench for an estimated 40 hours per week. The budget impact caused by a blanket accusation of unfairness to all of Jones'future clients is totally irresponsible,without any merit whatsoever, and will cause injury,and disruption to the court. It will also negatively impact budgets of other elected offices as well as negatively impact the citizens of Mason County. Mr.Jones should be applying these accusations on a case by case basis, based on previous circumstances that directly apply to a specific defendant. This blanket accusation of unfairness across the board appears to be nothing more than a politically motivated stunt intended to undermine a duly elected District Court Judge. This issue cannot be ignored by the Commission. I would encourage you Commissioners to reexamine Mason County's contract with Mr.Jones and terminate that contract at your earliest opportunity. This will solve the budget issue and send a message to all that politically motivated stunts intended to undermine a duly elected Judge will not be tolerated. Since —00 , B. Dean Byrd Cc:CMMRS Neatherlin, Shutty, Drexler �E® ClerkRECEI MASON COUNTY COMMISSIONERS DEC 10 2018 411 NORTH FIFTH STREET SHELTON WA 98584 Mason COunW Fax 360-427-8437; Voice 360-427-9670, Ext. 419;275-4467 or 482-5269 *1854 Commissioners I AM SEEKING APPOINTMENT TO � ��t NAME: S h T ADDRESS: PHONE: _ � CITY2I/Pl: /� VOTING PRECINCT: WORK PHONE: n q,j7_6y (OR AREA IN THE COUNTY YOU LIVE) -------/-1------------------------------------------------------------------------------------ COMMUNITY SERVICE EMPLOYMENT: (IF RETIRED. PREVIOUS EXPERIENCE) (ACTIVITIES OR MEMBERSHIPS) COMPANY: Sour lr1i l YRS POSITION: ��C��hye — COMPANY: Sa YOM 0YRS POSITION: M 1{' , f o� vlL- -------------------------------------------------------------------------------------------- In your words,what do you perceive is the role or purpose of the Board, Committee or Council for which you are applying: Z44� 6f at interests, skills do you wish tq offer the Board Committee, or Council? c Please list any financial, professional, or voluntary affiliations which may i uence affect your position on this Board: (i.e. create apo tial conflict of interest) Your participation is dependent upon attending certain trainings made available by the County during regular business hours (such as Open Public Meetings Act and PLjblic Records).The trainings would be at no cost to you. Would you be able to attend such trainings? Realistically, how much time can you give is position? -� Quarterly ly Weekly Daily \� Office Use Only 42 - Appointment Date ignature Date Term Expire Date Cc:CMMRS Neatherlin, Shutty, Drexler Clerk CWD GROUP DEC 10 2018 12/5/18 Mason County Dear Beards Cove Owners, Cnmmissioners Enclosed please find the 2019 budget summary as adopted by your Board of Directors. The 2019 budget represents the culmination of efforts by your Board and management company to accurately reflect the costs of operating your Association. Considerable time was devoted to reviewing all prior expenses, ensuring an accurate allocation of those costs, and reviewing the proposed budget for areas that could be trimmed. Please be advised, as of July 1, 2018 the Washington State Legislature approved a new Washington Condominium State Statute called WUCIOA (Washington Uniform Common Interest Ownership Act). This bill applies to new associations being formed after July 1, 2018, except for two provisions that automatically apply to existing associations. Section 120 regarding election of preexisting common interest communities and Section 326 regarding adoption of budgets - assessments and special assessments. Per RCW. 64.90.525 (*please see full article below), the Association will now be required to hold an annual budget ratification within 60 days from when the Board adopts a new operating budget. The Budget shall be considered ratified unless 51% or more of the ownership rejects the budget at the meeting. As a result of this new legislation, the Association will hold a Budget Ratification Meeting on 12/19/18 North Mason County School District Office @ 6:00 PM The 2019 Budget represents a 2.76% increase from 2018. As you are likely already aware, the budget and anticipated expenses of the Association are determined first and then the assessments are calculated based on each unit's allocated share as directed by the governing documents. It is typically expected that assessments will increase some amount annually as the cost of taxes, insurance and utilities are almost always on the rise. The full budget details are available on the website at www.cwdgroup.com if you wish to review additional information. Payment slips with unit-specific monthly assessments will be mailed out after the Budget Ratification Meeting. If you are on ACH withdrawal for your yearly assessment, you will not receive payment remittance slips and your assessment amount will automatically be updated to the 2019 assessment amount. If you use a bill pay service through your bank, you will need to alert your financial institution of the change. Other available payment options are as follows: 360' MANAGEMENT d • You may utilize our automatic bill paying service. Should you wish to receive the form to sign up for the service, please email our Customer Service Team emailus@cwdgroup.com and request a "Authorization Agreement for Direct Payments" (ACH Debits), commonly referred to as Automatic Withdrawal Payments. To participate, please fill out the upper portion with the necessary information and attach a voided check to the document. Please remember to date and sign the Authorization Agreement and either mail (address below), fax 206.706.7679 or e-mail it to matthew@cwdgroup.com. Please return the ACH form to our office by the 25' of the month prior to the month in which you wish the first withdrawal to occur. • You may mail your payment, made payable to "Beard's Cove"to CWD Group, Inc., PO Box 34251, Seattle, WA 98124-1251. Please include your account number on the memo line of your check. If you do not know your account number, please contact emailus@cwdgroup.com for assistance. You may use Bill Payer, or any similar system offered by your financial institution. Please provide your bank with the mailing address listed above and your account number. • Credit Card Payments are an option on our website at: www.cwdgroup.com. Please note that the third-party processor does charge a processing fee in addition to the amount of the payment. Thank you for your consideration of the enclosed material. If you have any questions, please do not hesitate to contact us at 206.706.8000 or e-mail Beardscove@cwdgroup.com For the Beard's Cove Board of Directors, aAg--- Chris Freedman Community Association Manager *RCW 64.90.525 Budgets Assessments—Special assessments. (1)(a) Within thirty days after adoption of any proposed budget for the common interest community, the board must pro vide a copy of the budget to all the unit o wners and set a date for a meeting of the unit owners to consider ratification of the budget not less than fourteen nor more than fifty days after providing the budget. Unless at that meeting the unit owners of units to which a majority of the votes in the association are allocated or any larger percentage specified in the declaration reject the budget, the budget and the assessments against the units included n the budget are ratified, whether or not a quorum is present. (b)If the proposed budget is rejected or the required notice is not given, the periodic budget last ratified by the unit owners continues until the unit owners ratify a subsequent budget proposed by the board. (2) The budget must include: (a) The projected income to the association by category; (b) The projected common expenses and those specially allocated expenses that are subject to being budgeted, both by category, (c) The amount of the assessments per unit and the date the assessments are due, (d) The current amount of regular assessments budgeted for contribution to the reserve account; (e)A statement of whether the association has a reserve study that meets the requirements ofRCW 64.90.550 and, if so, the extent to which the budget meets or deviates from the recommendations of that reserve study,and (1) The current deficiency or surplus in reserve funding expressed on a per unit basis. (3) The board, at any time, may propose a special assessment. The assessment is effective only if the board follows the procedures for ratification of a budget described n subsection (1)of this section and the unit owners do not reject the proposed assessment. The board may provide that the special assessment may be due and payable in installments over any period it determines and may provide a discount for early payment. Please visit http://app.leg.wa.gov/RCW/default.aspx?cite=64.90 for the complete chapter. Beards Cove 2018 Assessment Break Down Approved by the Board on 11/29/2018 Total Annual Assessment Per l 320.50 Late and Finance Fees 0.00% $ - Access Device Fees 0.00% $ Amenity Useage Fees 0.00% $ _ - Interest income 0.00% $ - Mainenance Supplies 0.499/. $ 1.58 Real Estate Property Taxes 0.79% $ 2.54 Meeti_29_Expenses 0.07% $ 0.23 Certified Pool Operator License 0.08% $ 0.25 Gate Repairs and Maintenance 0.18% $ 0.58 Internet 0.21% $ 0.68 Fees, Licenses, &Permits 0.25% $ 0.79 Taxes-Income/Property Tax 0.29% $ 0.93 Events 0.29% $ 0.94 Garbage 0.32% $ 1.01 Landscape Other 0.35% $ 1.13 1 Water 0.40% $ _ .28 Add Mgmt Fees 1.07% $--142 BOD Compensation 1.22% $_3.89 Reserve Study 1.06% $ 3.38 Legal Fees 1.17% $ 3.76 Audit/Tax Prep 1.35% $ 4.32 General Maintenance 2.05% $ 6.58 Funded Contingency 3.15% $ 10.08 Electricity 6.36% $ 20.37 Pool Service 3.40% $ 10.90 Pool/Spa Maintenance 3.81% $ 12.22 Insurance 4.40% $ 14.10 Management Fees 13.90% $ 44.55 General Landscaping 10.55% $ 33.81 Office Expenses 16.41% $ 52.58 Transfer to Reserves 8.80% $ 28.20 Bad Debt Expense 17.59% $ 56.39 Total 100% $ 320.50 Beards Cove 2019 Annual Budget Work Sheet Approved by the Board on 11/29/2018 2018 2018 2018 2019 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Totals Budget Actual Projected BUDGET Through 07/31/16 REVENUE 40000 Homeowner Assessments 165,805 165,805 165,11W 170,509 170,509 170,509 43000 Late and Finance Fees - 29,476 44,21 - - - - - - - - - - - - - 43600 Access Device Fees - 880 11 - - - - - - - - - - - - - - 44000 Amenity Useage Fees ,; - 90 135 - - - - - - - - - - - - - 48000 Interest income - 21 32 - - - - - - - - - - - - - - 49000 Transfer to Reserves (23,000) (26800) (23,000) (15000) (15,000) - - (15,000) Total Operating Revenue 142,805 169,472 188,506 155,509 155,509 - - - - - - - - - - 155,509 EXPENSES ADMINISTRATION 60000 Office Expenses 21,928 10,684 16,026 27,973 2,023 2,023 2,023 2,023 2,023 2,023 2,023 2,023 2,023 2,023 4,123 3,623 27,973 61300 Meeting Expenses 1,000 288 432 120 30 10 10 10 SO SO 10 10 30 10 10 30 120 61410 BOD Compensation 1,800 1,863 1,863 2,072 - - 2,072 - - - - - - - - - 2,072 61440 Events 500 500 750 500 42 42 42 42 42 42 42 42 42 42 42 42 500 61600 Fees,Licenses,&Permits 350 420 630 420 30 - 410 - - - - - - - - - 420 62000 Taxes-Income/Property Tax 139 132 132 496 - - - - - - - - 496 - - - 496 62002 Real Estate Property Taxes 469 1,352 1,352 1,352 - - - - - - - - 1,352 - - - 1,352 63000 Insurance 15,000 8,750 13,125 7,501 625 625 625 625 625 625 625 625 625 625 625 625 7,501 63900 Bad Debt Expense 30,000 37,889 S6,834 30,000 2,500 2,500 2,500 2,500 2,500 2 SOO 2 500 2,500 2,500 2,5130 2,500 2,500 30,000 Total Administration 41,186 23,989 34,310 70,434 5,210 5,200 7,681 5,200 5,200 5,200 5,200 5,200 7,047 5,200 7,300 6,800 70,434 UTILITIES 64000 Electricity 6,854 5,520 8,280 10,839 535 517 539 1,072 1,083 1,071 1,192 1,225 895 1,003 777 930 10,839 64100 Water 899 447 671 680 57 57 57 57 57 57 57 57 57 57 57 57 680 64360 Internet 335 344 516 360 - - - - 72 72 72 72 72 - - - 360 64400 Garbage 534 344 516 539 45 45 45 45 45 45 45 45 45 45 45 45 539 Total Utilities 8,622 6,655 9,983 12,418 636 618 641 1,174 1,257 1,245 1,366 1,398 1,069 1,105 878 1,032 12,418 MAINTENANCE 65000 General Maintenance 5,000 1,507 2,261 3,500 292 292 292 292 292 292 292 292 292 292 292 292 3,500 65302 Gate Repairs and Maintenance 309 - - 309 26 26 26 26 26 26 26 26 26 26 26 26 309 65360 Mainenance Supplies 588 561 842 842 70 70 70 70 70 70 70 70 70 70 70 70 842 65600 Pool/Spa Maintenance 6,500 2,058 3,087 6,500 542 542 542 542 542 542 542 S42 542 542 542 542 6,500 65603 Pool Service 5,800 6,259 5,800 5,800 - - - - - - - - - 5,800 - - 5,800 65604 Certified Pool Operator License 135 459 135 135 - - 135 - - - - - - - - - 135 66000 General Landscaping 9,000 7,233 10,850 17,985 1,499 1,499 1,499 1,499 1,499 1,499 1,499 1,499 1,499 1,499 1,499 1,499 17,985 66140 Landscape Other 600 400 600 600 50 50 50 50 50 50 50 50 50 50 50 50 600 66899 Funded Contingency 5,000 7,840 11,760 5,365 447 447 447 447 447 447 447 447 447 447 447 447 5,365 Total Maintenance 32,932 26,317 35,334 41,036 2,925 2,925 3,060 2,925 2,925 2,925 2,925 2,925 2,925 8,725 2,925 2,925 41,036 PROFESSIONAL SERVICES 68000 Management Fees 14,400 10,480 14,400 23,700 1,975 1,975 1,975 1,975 1,975 1,975 1,975 1,975 1,975 1,975 1,975 1,975 23,700 68100 Add Mgmt Fees 1,308 1,214 1,821 1,821 152 152 152 152 152 152 152 152 152 152 152 152 1,821 68200 Legal Fees 2,000 2,878 4,317 2,000 167 167 167 167 167 167 167 167 167 167 167 167 2,000 68410 Reserve Study 1,800 1,460 1,800 1,800 - - 1,800 - - - - - - - - - 1,800 68500 Audit/Tax Prep 2,100 2,300 2,300 2,300 2,300 - - 2,300 Total Professional Services 21,608 18,332 24,638 31,621 2,293 2,293 4,093 2,293 2,293 2,293 2,293 2,293 4,593 2,293 2,293 2,293 31,621 Total Operating Expenses 104,348 75,293 104,264 155,509 11,064 11,036 15,476 11,592 11,675 11,663 11,784 11,816 15,634 17,323 13,396 13,050 155,509 NET OPERATING REVENUE 38,457 94,179 84,242 - 144,444 133,408 117,933 106,341 94,666 83,003 71,219 59,403 43,769 26,446 13,050 0 - ANNUAL HOA ASSESSMENTS PER UNIT: 320.50 Beard's Cove WUCIOA COMPLIANCE 1. Projected Income: Homeowner Assessments $170,508.59 Other Income(Move in/Move-out,Access devices,etc.) 0.00 Total Income $170,508.59 2. Projected Expenses: Replacement Reserves $15,000.00 Specially Allocated Expenses 0.00 Common Operating Expenses 155,508.59 Total Operating Expenses $170,508.59 Net Income $0.00 3. Amount of Assessment per Unit: See Assessment Schedule 4. Date Assessments are due: 1st of Each Month 5. Current Amount of Contribution to Reserves: $15,000.00 6. Association has a reserve study that meets RCW 64.90.550B? Yes 7. Funding Level of reserve study BOD has agreed to? Baseline Funding 8. Budget meets reserve study recommendations? Yes 9. If budget does not meet reserve study, how does it deviate? $0.00 10. Current deficiency or surplus in reserve funding per unit for budget year? $0.00 11. Special Assessment proposed? No R Compliance with RCW 64.90.550 is based upon.?statement to that effect in the Reserve Study without independent verification Beards Cove BUDGET WORKSHEET 2019 Annual Budget Work Sheet Approved by the Board on 11/29/2018 ITEM Supplier Contact# Proposed Increase&Notes 2018 2018 2018 2019 Detail of Line Item Cost Budget YTD Projected Budget INCOME 8/31/2018 REVENUE Homeowner Assessments 165,805 165,805 165,805 170,509 Assessment Summary Operating Expenses $155,508.59 2.76% Increase ase -Revenue Annual Assessments 320.50 Late and Finance Fees 44,214 0 2019 Budget Access Device Fees 1,320 0 Fob Purchase per month Amenity Usage Fee 135 0 Interest Income 32 0 Operating Interest per month Year-end Carry Over 0 0 Budget for a year end carry over of .- EXPENSES RESERVES Transfer to Reserves 15,000 Recommendation from Reserve Study Additional needed to reach full funding 2019 Reserve Funding 15,000.00 INSURANCE Insurance-Liability/Property/Umbrella 15,000 8,750 13,125 7,501 Tm"Zzwost Pr 2018-2019 Insurance Cost Actuals Increase 2019-2020 Ins. Coverage Premium per year Commercial General Liability $ 2,050.00 5% $2,153 Commercial Liability $ 3,443.00 5% $3,615 Crime $ 450.00 5% $473 D&O $ 296.00 5% $311 Umbrella 905.00 5% $950 Total $7,144 $7,501 Down payment $0 $0 Finance Charge $0 $0 Insurance Payments $595 $625 ADMINISTRATION Office Expenses 21,928 10,684 16,026 27,973 Supplies for financials,AP,AR,statement,manager's report,etc. CWD Group office expenses $24,273.00 Add't Budget Mailing November Annual Mailing December Total budget $2,022.75 per month Meeting Expenses 432 120 Storage -Mile Hill moved to office expenses meeting space-30 per year per meeting Total budget $10.00 Per month BOD Meeting 1,863 2,072 Number of Directors �- Assessment Amount $345.31 320.50 Total budget $2,071.86 Paid in Mar Events 750 500 Projected $750.00 2018 Budget $41.67 Per month Fees,License&Permits 630 420 Water Permit-Pool $410.00 Mar Corporate renewal ®Jan Total budget $420.00 Taxes-Income/Property,Tax 132 496 Total budget October Real Estate Property Taxes 1,352 1,352 Misc.Needs Total budget September Bad Debt Expense 56,834 30,000 Projected $30,000.00 Total budget $2,500.00 per month UTILITIES Electricity, PUD 8,280 10,839 Current Rates at par. Estimated increase of 3.0% 2018 2019 January 519. $534.57 February 5011 516.82 March 523` 539.11 April 1,04 1,071.95 May 1,051; 1,083.27 June 1,040; 1,071.38 July 1,157: 1,192.29 August 1,189.00 1,224.67 September 869.00 895.07 October 974 1'00 3.22 November 754 77 6.62 December 903 930.09 Totals: $10,523.36 10,839.06 Water Mason County 671 680 Current Rates at par. Estimated increase of 3.00% ""'do not yet have utility increases from the county 2018 2019 January 55.00 $56.65 February 55QQ $56.65 March 55 $56.65 April 55 $56.65 May 551 $56.65 June 55.00 $56.65 July 55.QQ> $56.65 August 55 $56.65 September 55`, $56.65 October 55 $56.65 November 55.08'` $56.65 December 55.00 $56.65 Totals: $660.00 679.80 Telphone 335 344 516 360 CenturvLink-Pool Internet $ 72.00 June-Sep Garbage 534 344 516 539 Estimated increase of 3.0% do not yet have utility increases from the county Current Rate $43.63 Totals per month: $44.94 per month MAINTENANCE General Maintenance and Repairs 5,000 1,507 2,261 3,500 One Offs: Projected $3,500.00 Total budget $291.67 per month Gate Repairs and Maintenance 309 0 0 309 Projected $309.00 Budget $25.75 Mainenance Supplies 588 561 842 842 Projected $841.50 Budget $70.13 Per month Pool/Spa Maintenance 6,500 2,058 3,087 6,500 Projected $3,087.00, One Offs: Total budget $541.67 per month Pool Service 5,800 5,800 Pool operator �®October Total budget $0.00 per month Certified Pool Operating License 135 135 Operations permit In March General Landscaping 10,850 17,985 Hands of Favor Monthly serviec contract -- per month Extras: Tree Removal-In reserves Other Total budget $1,498.76 Landscape Other 600 600 Allocation for other non Contract items �- per month Funded Contingency 11,760 5.3G Pool Work $0.00 Total budget 447.08 per month PROFESSIONAL FEES Management Fees 14,400 23,700 2018 Fee 2018 Monthly hours based on fee Average hours spent in 2017 per month 2019 increase in hours 1 2019 hourly rate $120.00 Projected 2018 Fee -®per month ***Based on amount of time allocated to acounting,delinquencies 2019 Fee $23,700.00 Total budget $1,975.00 per month Add Mgmt Fees 1,821 1,821 Projected Total budget $151.75 Per month Legal Fees 4,317 2,000 Projected $2,000.00 Total budget $166.67 Per month Reserve Study Association Reserves 1,800 1,800 Total budget ''i Annual in March Audit/Tax Prep 2,300 2,300 Annual audit-C&C September NEWS RELEASE December 18, 2018 MASON COUNTY COMMISSIONERS 411 NORTH 5T" ST SHELTON, WA 98584 (360) 427-9670 EXT. 419 TO: KMAS, KRXY, SHELTON-MASON COUNTY JOURNAL, THE OLYMPIAN, SHELTON CHAMBER OF COMMERCE, NORTH MASON CHAMBER OF COMMERCE, CITY OF SHELTON, ECONOMIC DEVELOPMENT COUNCIL, THE SUN RE: Mason County Heritage Grant Cycle The Mason County Commissioners and the Mason County Historic Preservation Commission are pleased to announce that applications are being accepted for the Winter 2019 Mason County Heritage Grant cycle. On behalf of the Board of County Commissioners, the Mason County Historic Preservation Commission administers the Mason County Heritage Grant Program to assist projects that promote the public's access to County history. The program is funded with a portion of document recording fees collected by the Mason County Auditor. The allocation of these fees for projects that "promote historical preservation or historical programs, which may include preservation of historic documents" is authorized under RCW 36.22.170. The revenues accrue to a dedicated fund and may not be used for any purpose other than those stipulated in the statute. Grants in amounts up to $5,000 may be awarded to qualified organizations for professional development, public education, small capital projects, collections management, heritage investigations and historic preservation. This is a reimbursement grant. It is very important that organizations considering application for this grant read the grant guidelines and other details on the Mason County website: http://www.co.mason.wa.us/forms/historic/granLguidelines.pdf Grant applications are available on The Mason County website: http://www.co.mason.wa.us/forms/historic/heritage-grant-appiication.pdf Proposals can be mailed to the Mason County Historic Preservation Commission, 615 W Alder Street, Shelton, WA, and postmarked no later than July 13, 2018. Applications may also be hand delivered to 615 W Alder Street, Shelton, WA 98584, no later than 12:00 PM January 18, 2019. Questions should be directed Michael MacSems at 427-9670 ext. 571. BOARD OF MASON COUNTY COMMISSIONERS Randy Neatherlin Kevin Shutty Terri Drexler Chair Commissioner Commissioner BOARD OF MASON COUNTY COMMISSIONERS' BRIEFING MINUTES Mason County Commission Chambers,411 North 5th Street,Shelton,WA Week of December 3,2018 9:30 A.M. Support Services—Frank Pinter Commissioners Neatherlin,Drexler and Shutty were in attendance. • Appointment to fill the District Court Judge position that will be vacant on 1/1/19. The Board agreed to appoint Judge elect George Steele to complete the term and his term will begin January 14,2019. The appointment will be on the December 11 agenda. • 2019 EDC contract @$83,000(changed SOW to include funding support project for CEDS list). The Commissioners understand the City of Shelton is not partnering for the funding support project and want to be certain the project will occur before increasing the contract. Diane will contact the EDC. • The Board agreed to renew the Park Host contract for Truman Glick Park(Bernie&Heather Games). • The Board agreed to accept the FYI 8-Emergency Management Performance Grant(EMPG) contract E19-161. • Citizens'Budget Advisory Committee presentation of recommendations will be at the December 11 Commission meeting. 0 Amend Non-Union Salary Resolution to add the Facilities Manager position effective January 1, 2019 will be on the December I 1 agenda. • Impact to 2019 Budget for the Paid Family Medical Leave&Resolution for Implementation will also be on the December 11 agenda. • Letter of Intent from the North Mason Regional Fire Authority was approved to place on the December 11 agenda. • Frank provided an update on the acquisition of the Olsen Furniture building. It has been discovered the roof repairs are higher than anticipated and there is a$75,000 reduction in the price. The closing is anticipated for December 12. 10:15 A.M. Community Services—Dave Windom Commissioners Neatherlin,Drexler and Shutty were in attendance. • WA State Health Care Authority Community Prevention and Wellness Initiative contract amendment#3 was approved to move forward. • Request for Proposal for affordable housing funded with the Treatment Sales Tax. Cmmr. Neatherlin would like the purpose of the home managed by Homes First moved from homeless veteran housing to housing to meet the needs noted in this RFP or Therapeutic Courts. Cmmr. Drexler asked if changing the use is ok with Department of Commerce. Cmmr.Drexler noted this needs review by the advisory committee and what is the impact to all the projects funded by this funding source. Todd Parker explained this housing project types include permanent supportive housing and transitional housing up to$200,000 per project. Todd stated the advisory committee approved issuing the RFP and this is capital money to increase affordable housing. Cmmr. Drexler stated her preference is to support something we're currently doing. Status of RFP for Therapeutic Court housing—Todd stated it is still being reviewed and the details to manage the housing is being worked out. Cmmr. Shutty asked if the current Homes First home management should be fine-tuned before going out for this RFP. Todd is in favor of resolving the Homes First issue. He is hopeful other providers will respond to this RFP since it is not as restrictive. Cmmr.Neatherlin would like to authorize Todd to work with Homes First to change the use of the current home and use the available money for additional affordable housing. Todd understands the Department of Commerce would be ok with changing the use of the home. Cmmr. Shutty agreed to address the current Homes First home before issuing another RFP. Cmmr.Neatherlin supports using the Homes First home for Therapeutic Courts;Cmmr. Shutty supports trying to make the home work in the spirit of what was originally intended which is for veterans and go for VASH vouchers. Cmmr.Drexler supports staying with using the home for veterans and use VASH vouchers. Board of Mason County Commissioners'Briefing Meeting Minutes December 3,2018 Homes First proposal is to place a family in the home. Todd believes the duplex could be used for a veteran family using a VASH voucher. It could be used for Therapeutic Court housing. He would like to strengthen the current programs. Question before the Board—change the use to a single family home;stay with veterans use only or use for Therapeutic Courts. Todd will research the options and bring back a recommendation next week. • Todd presented a proposal to use$10,000 from the 2163 Recording Fees for a Non-profit Leadership Program through Olympic College. The Commissioners support this if allowed by RCW and want more details of how the program would work—would the non-profits apply to the Commissioners for the funding. • Kell Rowen reviewed the two separate code amendments that will have public hearings tomorrow. One amendment will reinstate Hearing Examiner procedures for Code Enforcement cases and the proposed changes to Title 17—Zoning,adding"Duplex","Triplex"and"Residential"as allowed uses in the Village Commercial District in the Allyn UGA. • Dave stated he has bids from Housing Authority for repairs to their property. He will review and bring back to Commissioners. There was previous discussion of allowing payment of up to $83,000. 10:45 A.M. Public Works—Jerry Hauth Utilities&Waste Management Commissioners Neatherlin,Drexler and Shutty were in attendance. • News release for fee Christmas tree drop off will be issued. • Public Works has selected Diane Sheelsey as the new County Engineer and asked the Commissioners adopt a resolution at the December 4 agenda. • Approval of the 2019 Asphalt Overlay projects. • Approval to appoint Rik Fredrickson to SWAC. • Approval to extend the contract with SCJ Alliance to March 1,2019. • Approval to move forward the Title VI Annual Accomplishment&Update Report. • Approval of the resolution for the County Road/Speed Restrictions and Emergency Road Closing Order. • Will bring Craig Gregory from the City of Shelton to next week's briefing to discuss the Railroad Avenue project. • Discussion of the sale of Public Works property at Highway 101/102 if stipulations can be placed on the sale regarding development of the property. The Commissioners requested a copy of the most current appraisal. Jerry will contact legal regarding if conditions can be placed on the sale. • Bart reported the Beards Cove water meter project is moving along and will then move on to Rustlewood. Cmmr.Neatherlin asked staff to improve the notification process to the citizens. • Jerry stated they are continuing to work out the issues with the PSIC. Cmmr.Neatherlin stated he met with the Port or Bremerton Chair and they are not ready to enter into an agreement but it was a positive meeting. • The Skokomish Valley dikes will be inspected after this last flooding event. Loretta has been in contact with residents. Commissioner Discussion Cmmr.Drexler brought up the Pacific Mountain grant and recommended the Board request a presentation in 2019. She is recommending it be tied in to workforce training for Therapeutic Court participants. Cmmr.Neatherlin would like the presentation before Cmmr.Drexler leaves. Respectfully submitted, Diane Zoren,Administrative Services Manager Board of Mason County Commissioners'Briefing Meeting Minutes December 3,2018 BOARD OF MASON COUNTY COMMISSIONERS Randy Neatherlin Terri Drexler Kevin Shutty Chair Commissioner Commissioner BOARD OF MASON COUNTY COMMISSIONERS' BRIEFING MINUTES Mason County Commission Chambers,411 North 5th Street,Shelton,WA Week of December 10,2018 Monday,December 10,2018 9:00 A.M. Support Services—Frank Pinter Commissioners Neatherlin,Drexler and Shutty were in attendance. • Park Host two-year contract for Walker Park was approved to move forward. • The Commissioners agreed to the request from Timberland Regional Library(TRL)for concurrence with Lewis County's re-appointment of Hal Blanton to the TRL Board of Trustees. • Economic Development Council 2019 contract. Because EDC has not contracted for a lobbyist to work on funding for the CEDS list that was proposed to be$15,000,the Commissioners asked this project be removed from the contract and the amount remain at $68,000. If EDC does contract with a lobbyist,the Commissioners will consider amending the contract. The 2019 EDC contract at$68,000 will be on the December 18 agenda. • LTAC recommendation for 2019 Visitor Information Center(VIC)Services is to continue the 2018 contracts with the Shelton Mason County Chamber and the North Mason Chamber at the 2018 amounts-$57,400 and$33,400-and to authorize a request for proposals in 2019 to enhance the 2019 VIC services. • Letter of no objection to Liquor Control Board for Harmony Hill has been withdrawn. • 2019 Committee Assignments will be brought forward at the January 7 briefing. • Frank reported the closing for the purchase of the Olsen Furniture building has been delayed to December 19. • Cmmr.Drexler reported she has talked to Lydia regarding the opioid funding grant and there will be a peer counselor for each county and that will wrap into the Therapeutic Courts. 9:30 A.M. Community Services—Dave Windom Commissioners Neatherlin,Drexler and Shutty were in attendance. • Dave presented construction estimates from Mason County Housing Authority for repairs -$160,000 for Fairmount Cove Apartments;Pine Gardens Apartments,$75,000& $47,800 for Goldsborough Cove Apartments. Cmmr.Neatherlin expressed concern with the amount requested. Cmmr.Drexler stated she thought the Fairmount Cove Apartments repair estimate of$83K that was first discussed was low and if there is funding available,is comfortable with the$160K,she wants to get the building back to Code; Cmmr.Shutty agreed with Cmmr.Drexler. He noted the request was originally presented as an emergency for the deck and stairs at Fairmount Cove Apartments. The Housing Authority is encouraged to go for additional funding opportunities. In conclusion the direction was to go with the original intent for Fairmount Cove only at$$83K+taxes and fees,not to exceed$100K. • Reclass Permit Assistance Manager to Permit Assistance Administrator. Ok to move forward. • Approved the announcement of the Winter 2019 Mason County Heritage Grant cycle. • Kell presented the final draft of the proposed Public Benefit Rating System. Staff will bring forward the proposed amendments to the hearing for the Commissioners to consider. New applications will be evaluated under the new program;existing participants will be re-evaluated over the next two years and effective for 2021 tax year. Discussion of grandfathering current participants in existing Open Space program. Kell will discuss this with DOR. Cmmr.Neatherlin doesn't know if he wants to leave them in for perpetuity but maybe for five or ten years. Cmmrs.Drexler and Shutty want a determination from DOR,in writing,if participants can be left in the existing program and for how long and if they are re-evaluated in the future,are the compensating taxes due. Kell sent notification letters to the existing participants of the public hearing. Mason County Commissioners'Briefing Meeting Minutes December 10,2018 • Kris Nelsen updated the Board on the transition of implementing the new on-line permitting software which will start this week. • Medicaid administrative match,Dave will be signing contract. • Dave will be training new elected officials on Public Health. • 2019 goal is to move the Public Health focus towards on-going health issues,such as diabetes. • Cmmr.Drexler reported that Ecology/DOH is going to permanently close a larger area of Hammersley Inlet to shellfish. 10:15 A.M. The Commissioners took a break until 10:30 a.m. 10:30 A.M. Public Works—Jerry Hauth Utilities&Waste Management Commissioners Neatherlin,Drexler and Shutty were in attendance. • Approved:utilize MRSC Roster to selected consultant to prepare grant application for Federal Highways Bridge Program and Letters of Interest for 2019 Construction Materials Services. • Highland Road culvert replacement project update which includes a closure for up to five weeks. • Request to fill a vacant Operator position was approved. • Craig Gregory,City of Shelton Public Works,presented information on'a Railroad Avenue revitalization project and the potential for partnering with Mason County. The project is from 7''Street to the intersection with Highway 101. Cmmr.Drexler suggested the new location of the Park&Ride and the new welcoming area be located together. Funding proposed is$500K from the City of Shelton and Mason County,TIB funding $760,400 and a Legislative ask of$1,500,000 for a total$3.2M project.The City will run the project and bear the cost of all engineering and design. Cmmr.Neatherlin asked if the City would maintain any landscaping on the county end of the project,Craig stated that can be part of the conversation of the partnership. The City is planning to start the project in the spring of 2020. Cmmr.Drexler suggested they try to augment their TIB funding,possibly under the Urban Sidewalk program. She is concerned about the Legislative ask. Cmmr.Neatherlin noted that Cmmr.Drexler has supported this project for a number of years. He brought up the fact that the City is not supporting the EDC's ask for additional funding for a lobbyist for the CEDS list and he is surprised the City is asking the County to partner on this project. Cmmr.Shutty asked the Council's timeline for the partnership. Craig stated they have their delegation coming in next Monday and he would like to present a unified ask from the beginning. The Legislative asks from the City are for this project;partial funding, $1M, for a roundabout at Wallace Kneeland and Shelton Springs Road;parking lot at Shelton Civic Center;rehab of well#1. If there is no partnership,the City would reduce their Legislative ask to$500K for the City's share of the reduced project. The Commissioners expressed support of the project but would like a conversation with the City Council and Cmmr. Shutty will reach out to the Mayor. Frustration was voiced from the Commissioners on the fact that the City didn't want to partner for the CEDS funding lobbyist and has declined to meet with the County and are now asking for a partnership. 11:15 A.M. Public Defense-Peter Jones Commissioners Neatherlin,Drexler and Shutty were in attendance. • Peter presented 2019 contract with Sean Taschner's office for Indigent Defense Services. There are corrections to the payment amounts. The contracts were approved to move forward to the agenda. • Discussion of Indigent Defense's use of CrRLI 8.9(b)which allows any party to file"an affidavit alleging that the party cannot have a fair and impartial trial by reason of the interest of prejudice of the judge or for other ground provided by law." Peter has Mason County Commissioners' Briefing Meeting Minutes December 10,2018 concerns with Judge elect Steele and his office will advise their clients of their ability to file an affidavit. This will cause District Court to have to use additional judge pro tems, thus affecting their budget. Cmmr.Shutty voiced frustration that the Commission wasn't apprised of this potential situation during the budget process by Peter as the Chief Public Defender who answers to the Commission. Cmmr.Neatherlin also voiced his frustration with the process on how this happened. 11:30 A.M. WSU Extension—Dan Teuteberg Commissioners Neatherlin,Drexler and Shutty were in attendance. • Discussion of employee survey for Strategic Planning. Dan will send out another reminder of the survey and that they are anonymous. • Dan shared the Fall 2018 Quarterly Report for accomplishments of WSU Extension in Mason County. He has received testimony from a past 4-H member who attributes his success in life to 4-H. The Extension programs include 4-H, SNAP-Ed Nutrition and he will be able to increase the education hours for this program,and the Noxious Weed Control Program and they will bring forward a proposal for assessments to support this program. Briefing adjourned at 11:50 a.m. Respectfully submitted, Diane Zoren,Administrative Services Manager BOARD OF MASON COUNTY COMMISSIONERS Randy Neatherlin Tem Drexler Kevin Shutty Chair Commissioner Commissioner BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS Mason County Commission Chambers, 411 North 5t' Street, Shelton, WA November 27, 2018 1. Call to Order—The Chairperson called the regular meeting to order at 6:02 a.m. 2. Pledge of Allegiance—Tom Davis led the flag salute. 3. Roll Call — Present: Commissioner District 1 - Randy Neatherlin; Commissioner District 2 — Kevin Shutty; Commissioner District 3 —Terri Drexler. 4. Correspondence and Organizational Business 4.1 Correspondence 4.1.1 Fire Districts #5, #6, #11, #13, along with Port of Hoodsport and Port of Grapeview sent in their 2019 budgets. 4.1.2 Beau Bakken sent in an application for the Housing & Behavioral Health Board. 4.1.3 B. Dean Byrd sent in an application for the Mason County Civil Service Commission. 4.2 News Release-Civil Service Staff: Frank Pinter 5. Open Forum for Citizen Input— 5.1 Patrick Burke spoke about the life span of concrete block structures and issues with these buildings in the Pacific Northwest. He noted that the Olson Furniture Building was built in this fashion and needs an inspection from a seismic engineer. Patrick then spoke about the backfill area of Shelton and the destruction that will be caused by an earthquake. He urged the Board to have more inspections done and to possibly decline the purchase altogether. Cmmr. Neatherlin asked Frank Pinter to forward Mr. Burke a copy of the inspection done on the building. 5.2 Tom Davis spoke about the financial trouble of the Olson Furniture store while noting that when in financial trouble, many do not keep up the necessary maintenance. Tom questioned where funds would come from when other issues arise stating that this will negatively impact current expense. 6. Adoption of Agenda - Cmmr. Shutty/Drexler moved and seconded to adopt the agenda as published. Motion carried unanimously. N-aye; S-aye; D-aye. 7. Approval of Minutes— None 8. Approval of Action Agenda: 8.1 Approval to set a public hearing on December 11, 2018 at 9:30 a.m. to consider the updated fee schedule for Community Development and amendments to ordinances 42-18 and 123-08. 8.2 Approval to appoint or reappoint two new members to the Mason County Historic Preservation Commission to fill two open seats with three year terms ending November 2021. 8.3 Approval to set a public hearing on December 18, 2018 at 9:30 a.m. to consider adopting the Public Benefit Rating System. 8.4 Approval of Warrants &Treasure Electronic Remittances Claims Clearing Fund Warrant #s $ Direct Deposit Fund Warrant #s 54645-55018 $ 682,663.21 Salary Clearing Fund Warrant #s 7004050-7004078 $ 478,355.78 8.5 Approval to consolidate Juvenile Departments into one department and approval to delete funds 138 and 406 in the 2019 budget. (Ex.A,B&C-Res 76-18,77-18&78-18) BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS November 27, 2018 - PAGE 2 8.6 Approval to authorize the Deputy Director/Utilities &Waste Management to sign the contract with Insta-Pipe, Inc. for completing the Rustlewood Sewer Main Lining Project in the amount of $229,008.78 which includes sales tax. 8.7 Approval of the Private Line Occupancy Permit granting permission to run a power, water and septic transport line under and across North Shore Road for parcel number 22202-52-00010. 8.8 Approval to authorize ER&R to dispose of certain equipment and vehicles as surplus and allow ER&R to dispose of pursuant to Mason County Code and state laws. 8.9 Approval to execute the resolution authorizing Public Works/U&W Management Division to contract with Correct Equipment for maintenance services to the sewer grinder pumps for the North Bay Sewer System and Belfair Sewer System, as sole source. (Ex.D—Res.79-18) 8.10 Approval to authorize Public Works to advertise set bid opening date/time, award contract, and allow the Chair to sign all pertinent documents for call for bids to furnish Mason County with Asphalt Emulsion for 2019. Contract awards will be announced during a regular meeting of the Board. 8.11 Approval to authorize Public Works to advertise set bid opening date/time, award contract, and allow the Chair to sign all pertinent documents for routine Paint Lines for 2019. The contract award will be announced during a regular meeting of the Board. 8.12 Approval to authorize Public Works to advertise set bid opening date/time, award contract, and allow the Chair to sign all pertinent documents for the 2019 Manufacturing and Stockpiling of Chipseal Aggregate. Contract awards will be announced during a regular meeting of the Board. 8.13 Approval to authorize Public Works to advertise set bid opening date/time, award contract, and allow the Chair to sign all pertinent documents for call for bids to furnish Mason County with Asphaltic Materials. Contract award(s) will be announced at a scheduled meeting of the Board. 8.14 Approval to authorize Public Works to advertise set bid opening date/time, award contract, and allow the Chair to sign all pertinent documents for call for bids to furnish Mason County with culvert pipe and linings Contract awards will be announced during a regular meeting of the Board. 8.15 Approval to authorize Public Works to use written and/or telephone solicitations to establish a 2019 Surfacing Materials unit pricing vendor list. 8.16 Approval to authorize Public Works/ER&R to use written and/or telephone solicitations for tire repair and towing services for the 2019 calendar year and sign and award contract(s). Mason County does not guarantee a minimum purchase of these services. Cmmr. Drexler/Shutty moved and seconded to approve action items 8.1 through 8.16. Motion carried unanimously. N-aye; S-aye; D-aye. 9. Other Business (Department Heads and Elected Officials) - None. 10. 9:30 a.m. Public Hearings and Items set for a certain time 10.1 Public Hearing to take public comment on the certification to the county Assessor the amount of taxes levied for county purposes and the amount of taxes levied for each taxing district for 2019. An increase to the Current Expense and Road property tax levies for 2019 may be considered. Staff: Jennifer Beierle. Jennifer began by briefing the Board on the requirements to certify and then gave her three recommended actions which included tabling the resolution certifying levies to the Assessor until December 18, 2018 as not all districts had submitted their information. No public testimony or comment received. BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS November 27, 2018 - PAGE 3 Cmmr. Shutty/Drexler moved and seconded to increase the 2019 Current Expense Property Tax levy by 1%, set the Levy at $10,207,397.50 and back excess capacity. Motion carried unanimously. N-aye; S-aye; D-aye. (Ex.E—Res.80-18) Cmmr. Drexler/Shutty moved and seconded to adopt the resolutions increasing the 2019 Road Property Tax Levy by 10/o, bank excess capacity and set the Levy at$10,947,183.97 with an included Diversion of the Road Levy of$2,160,000.00. Motion carried unanimously. N-aye; S-aye; D-aye. (Ex. F—Res.81-18) Cmmr Shutty/Drexler moved to continue the hearing until December 18, 2018 to adopt the resolution certifying to the County Assessor the property tax levies for collection in 2019. Motion carried unanimously. N-aye; S-aye; D-aye. 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 6:36 p.m. BOARD OF COUNTY COMMISSIONERS ATTEST: MASON COUNTY, WASHINGTON Melissa Drewry, Clerk of the Board Randy Neatherlin, Chair Terri Drexler, Commissioner Kevin Shutty, Commissioner BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS Mason County Commission Chambers, 411 North S"' Street, Shelton, WA December 11, 2018 1. Call to Order—The Chairperson called the regular meeting to order at 9:03 a.m. 2. Pledge of Allegiance— Mr. Salisbury led the flag salute. 3. Roll Call — Present: Commissioner District 1 - Randy Neatherlin; Commissioner District 2— Kevin Shutty; Commissioner District 3—Terri Drexler. 4. Correspondence and Organizational Business 4.1 Correspondence 4.1.1 City of Shelton, City of Shelton EMS, Shelton Metropolitan Park District, North Mason School District, Port of Dewatto and Mason Fire Districts #1 & #3 submitted their 2019 Levies. 4.1.2 North Mason Regional Fire Authority sent a letter regarding a proposal to build a new headquarter fire station. 4.1.3 Washington State Liquor and Cannabis Board sent in Notification of Pending Marijuana Extraction Operation for Haze Daze 1982 NE Old Belfair Hwy, Belfair. 4.2 News Release- Free Christmas Tree Recycling Staff: Jerry Hauth 4.3 Mason County Budget Advisory Committee Recommendations—Jim Sims Jim spoke about the mission of the Budget Advisory Committee and about the 11 meetings held during the summer. He noted that policy was the main focus and thanked Frank Pinter and Diane Zoren for their assistance. Jim announced that 83% (or $95,000,000) of the 2019 budget is mandated by Legislation. He recommended that departments annually review fees, pursue all grants and partnerships, and that the Commissioners should pursue a voter approved Metropolitan Park District. He noted that funding for the new jail should involve a voter approved criminal justice levy for six years at $0.50 per thousand assessed property value as well as initiation of a 3/10 of a percent sales tax increase to be used for inmate outsourcing, and increased jail staff. In regards to Juvenile Detention, he suggested outsourcing services through Kitsap and Thurston County though controversial. His final recommendation was a policy to limit or restrict reimbursement for unused comp time. Cheryl Williams added that in regards to a County Wide Metropolitan Park District, voters would need to be better educated in order to vote on this issue. Astrid Pearson voiced her surprise at mandated spending. She spoke about stimulated business and bringing more businesses to the County. Cmmr. Drexler thanked each member of the Committee for their time and attention to detail. She said there are some great recommendations and thanked the Committee for their input and suggestions. Cmmr. Shutty also thanked to Committee and said he looks forward to reading the entire report and already getting started on ideas for the 2020 budget. Cmmr. Neatherlin thanked the Committee for their outreach to the public. He and Jim had a discussion on some suggested items from the Committee. 5. Open Forum for Citizen Input— BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS December 11, 2018 - PAGE 2 5.1 Ken VanBuskirk spoke about a letter he received in regards to the Public Benefit Rating System (PBRS) hearing being held December 18, 2018. He said he would like to see the Planning Advisory Commission (PAC) version adopted as suggested. Ken noted that less than half the counties in the state have adopted a PBRS. He suggested a bias in one of the Commissioners and asked that they recuse themselves at the hearing. 5.2 Tom Davis spoke about the Citizens Advisory Committee and the meetings he was able to attend. He said their recommendations are stunning and the Committee proves that citizen involvement is pivotal to the County. 6. Adoption of Agenda - Cmmr. Shutty/Drexler moved and seconded to adopt the agenda as published. Motion carried unanimously. N-aye; S-aye; D-aye. 7. Approval of Minutes— November 12 and November 19, 2018 Briefing Minutes; November 5, November 13, and November 20, 2018 Regular Meeting Minutes. Cmmr. moved and seconded to approve the November 12 and November 19, 2018 Briefing Minutes and the November 5, November 13, and November 20, 2018 Regular Meeting Minutes. Motion carried unanimously. N-aye; S-aye; D-aye. 8. Approval of Action Agenda: 8.1 Approval of amendment 3 to contract 1763-94262 between the State of Washington Health Care Authority and Mason County Health. 8.2 Approval to cancel the December 24 and 31 briefings and the December 25, 2018 and January 1, 2019 Commission meetings. 8.3 Approval to sign a two year Mason County Park Host Contract with Angie and Mark Stubblefield for Walker Park with a provision for extending additional years upon agreement from both parties. 8.4 Approval of Warrants &Treasure Electronic Remittances Claims Clearing Fund Warrant #s $ Direct Deposit Fund Warrant #s $ Salary Clearing Fund Warrant #s $ Treasure Electronic Remittance for November 2018 $ 844,564.31 8.5 Approval to execute the resolution for CRP 2016-2018, Mason County Overlay projects on Agate Road, Clifton Lane, and Harstine Bridge Road and authorize the Chair to sign all pertinent documents and allow Public Works to advertise, set bid opening date/time and award contract. Contract award will be announced during a regular meeting of the Board. (Ex.A— Res.86-18) 8.6 Approval to authorize the Chair to execute Supplemental No. 3 to the agreement with SCJ Alliance, extending the contract completion date from December 31, 2018 to March 1, 2019. 8.7 Approval of Rik Fredrickson's appointment to the Solid Waste Advisory Committee effective December 10, 2018 through December 9, 2021. 8.8 Approval to authorize the Chair to sign the Non Discrimination Agreement Annual Report covering the reporting period from May 1, 2017 to April 30, 2018. 8.9 Approval of the resolution authorizing the County Road Load/Speed Restrictions and Emergency Closing Orders for the 2019 calendar year. (Ex. B—Res.87-18) 8.10 Approval to allow Mason County Community Services Director signature authority for contracts and amendments for the Water Resources Restoration Project Planning Agreement and approval to sign as the county representative on Agreement No. WRSRPPG-2018-MACoCs-00046 between Washington State Department of Ecology and Mason County Community Services. 8.11 Approval to sign the FY18 Emergency Management Performance Grant, contract E19-161 with the US Department of Homeland Security. BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS December 11, 2018 - PAGE 3 8.12 Approval to have the Board sign a two year Mason County Park Host contract with Bernie and Heather Games for Truman Glick Park, with a provision for extending additional years upon agreement from both parties. 8.13 Approval of the Resolution authorizing the purchase of real property located at 414 W. Franklin Street, Shelton, WA for a total of$825,000 plus closing costs with a 25% down payment and monthly installments at 4.5% for five years, paid from the REET 1 Fund #350. (Ex.C—Res.88- 18) 8.14 Approval to sign the letter of intent to the North Mason Regional Fire Authority regarding entering into a collaborative lease agreement for the use of the existing fire station located at 460 NE Old Belfair Highway, Belfair, in the event the Fire Authority builds a new Fire Station. 8.15 Approval to appoint Judge-Elect George Steele to complete the District Court Judge term for January 1 —January 13, 2019. Judge Meadows is retiring December 31, 2018 and the new term begins January 14, 2019, so this appointment completes the current term. 8.16 Approval to adopt a resolution to collect Washington Paid Family & Medical Leave premiums effective January 1, 2019, as required per RCW 50A.04 and WAC 192-500. (Ex. D- Res.89-18) 8.17 Approval to amend Resolution 73-18 to revise the Non-Represented Salary Scale Range Alignment by approving the request to create, post and fill a Facilities Manager position in conjunction with the adoption of the 2019 budget, at a Salary Range 29 on the Non-represented Salary Scale Range and remove Facilities from the DEM/IT/Facilities/Parks &Trails Manager title changing it to DEM/IT/Parks &Trails Manager. There is no change in salary for the DEM/IT/Parks &Trails Manager Position. (Ex. E- Res.90-18) Cmmr. Shutty/Drexler moved and seconded to approve action items 8.1 through 8.17 with the exception of 8.13 and 8.14. Motion carried unanimously. N-aye; S-aye; D- aye. 8.13 Frank Pinter spoke and announced that the price of the building has dropped due to necessary repairs that are needed. Closing date is projected to be Wednesday, December 19, 2018. Tom Davis said the addendums in the packet are up to date and seem to be from September which doesn't assist the citizens in making an informed decision. Tom then spoke about the need for a larger Therapeutic Court system and the effect of having a new courthouse so close to the commercial area in Shelton. Tom Olson questioned why the Board is putting money into the purchase of this building. He stated that the County needs to focus on the cost of incarceration. Tom said as he understands it, the roof is damaged and the cost to convert the building hasn't been brought forward. He suggested more transparency on the upcoming costs to retrofit the building. Cmmr. Neatherlin questioned if there was an estimate for construction. Frank answered that the use and design of the building has not been defined, so the cost could be between $500,000-$700,000. Pat Burke said the building is disintegrating and the cost to fix and insert courtrooms and offices will be expensive and there are no numbers to discuss yet. He said focus needs to be had on natural resources to bring in additional funds of up to 3%. He said the purchase of this building is a disgrace. Cmmr. Shutty/Drexler moved and seconded approval of the Resolution authorizing the purchase of real property located at 414 W. Franklin Street, BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS December 11, 2018 - PAGE 4 Shelton, WA for a total of$825,000 plus closing costs with a 25% down payment and monthly installments at 4.5% for five years, paid from the REET 1 Fund #350. Motion carried unanimously. N-aye; S-aye; D-aye. Cmmr. Shutty noted all of the public meetings held about this topic. He also defended the need for space for staff who work in the courts day in and out. He stated that this is not only about the need for courtrooms, but the need for workspace. In regards to District Court, Cmmr. Shutty noted that the Board has decided to keep the court in the County Seat to continue a partnership with the City of Shelton, as the employees will keep their money here. He stated that this is a sound decision and that does make sense for Mason County. He went on to say that a Request for Qualifications was done alongside Grays Harbor County to begin the process for a new jail. Cmmr. Drexler noted that the REET(Real Estate Excise Tax) funds are only able to be used for Capital Facilities and cannot be used for staff. Since the price is lowered, the planned funds can be used to repair the roof. Cmmr. Neatherlin said something needs to be done. He spoke about how staff is now in the boiler room and basement of the current courthouse just trying to find working space. Cmmr. Neatherlin noted that people were complaining about the lack of an inspection report which Frank Pinter had available. Nobody requested a copy though many complained. 8.14 Frank Pinter explained that North Mason Fire District, along with their board came forward to ask for the letter from the Commissioners. Cmmr. Drexler questioned the cost savings which Frank said would be around $3,000 per month. Ken VanBuskirk said he believes the fire district is running a feasibility study and questioned the need for a letter at this time. He encouraged the Board to have their own feasibility study done. Ken then discussed the other possible issues, while noting the need for a rezone, hookup to the Belfair Sewer, and updates to the Old Belfair Highway. Cmmr. Drexler/Shutty moved and seconded to sign the letter of intent to the North Mason Regional Fire Authority regarding entering into a collaborative lease agreement for the use of the existing fire station located at 460 NE Old Belfair Highway, Belfair, in the event the Fire Authority builds a new Fire Station. Motion carried unanimously. N-aye; S-aye; D-aye. 9. Other Business (Department Heads and Elected Officials)- None. 10. 9:30 a.m. Public Hearings and Items set for a certain time— 10.1 Public Hearing to consider approval of supplemental appropriation and budget transfer requests to the 2018 budget. (see agenda summary form for detailed list] Staff: Jennifer Beierle Jennifer Beierle, Mason County Budget Manager read through all Supplemental and budget Transfer Requests. No Public Testimony received. Cmmr. Drexler/Shutty moved and seconded to approve the following: Budget Transfers BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS December 11, 2018 - PAGE 5 $32,392 from Current Expense Fund 001.320 - Ending Fund Balance to $15,000 LEOFF Fund 001.058 - Medical $3,436 Commissioners Fund 001.080 —State Retirement $2,290 Coroner Fund 001.190— Medical/Dental/Vision/Life $5,801 Crime Victims Fund 110—Transfer In $276 Victim Witness Activity Fund 114—Transfer In $492 Trial Court Improvement Fund 135—Transfer In $4,759 Family Law Facilitator Fund 138—Transfer In $338 District Court Fund 001.100— Equipment $1,553 from Sales& Use Tax Fund 103— Ending Fund Balance to $1,553 Sales& Use Tax Fund 103 —State Audit Charges $13,791 from Auditor's O&M Fund 104— Ending Fund Balance to $13,557 Auditor's O&M Fund 104—Internal Allocation $234 Auditor's O&M Fund 104—State Audit Charges $2,075 from Paths&Trails Fund 106— Ending Fund Balance to $1,762 Paths&Trails Fund 106—Internal Allocation $313 Paths &Trails Fund 106—State Audit Charges $395 from Election Equipment Fund 109— Ending Fund Balance to $395 Election Equipment Fund 109 —State Audit Charges $275 from Crime Victims Fund 110 — Ending Fund Balance to $275 Crime Victims Fund 110—State Audit Charges $20 from Victim Witness Activity Fund 114— Ending Fund Balance to $20 Victim Witness Activity Fund 114—State Audit Charges $71 from Historical Preservation Fund 116- Ending Fund Balance to $71 Historical Preservation Fund 116—State Audit Charges $1,OOOfrom Community Support Services Fund 117— Ending Fund Balance to $1000 Community Support Services Fund 117—State Audit Charges $365 from Abatement Fund 118— Ending Fund Balance to $365 Abatement Fund 118—State Audit Charges $492 from Trial Court Improvement Fund 135— Ending Fund Balance to $365 Trial Court Improvement Fund 135—Internal Allocation $127 Trial Court Improvement Fund 135—State Audit Charges $4,759from Family Law Facilitator Fund 138— Ending Fund Balance to $4,738 Family Law Facilitator Fund 138—Internal Allocation $21 Family Law Facilitator Fund 138—State Audit Charges $353 from Sheriff's Special Funds 140— Ending Fund Balance to $353 Sheriff's Special Funds 140—State Audit Charges $138 from Law Library Fund 160— Ending Fund Balance to $138 Law Library Fund 160—State Audit Charges $722 from Lodging Tax Fund 163 —Ending Fund Balance to $722 Lodging Tax Fund 163—State Audit Charges $3,954 from Skokomish Flood Zone Fund 192— Ending Fund Balance to $3,148 Skokomish Flood Zone Fund 192—Internal Allocation $806 Skokomish Flood Zone Fund 192—State Audit Charges $8,175from REET 2 Fund 351 — Ending Fund Balance to $8,175 REET 2 Fund 351—State Audit Charges $12,701 from Landfill Fund 402— Ending Fund Balance to $12,701 Landfill Fund 402—Internal Allocation $95,409 from North Bay Sewer Fund 403 — Ending Fund Balance to $50,000 North Bay Sewer Fund 403 — Professional Services and $40,000 North Bay Sewer Fund 403 — Repairs and Maintenance BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS December 11, 2018 - PAGE 6 $5,409 North Bay Sewer Fund 403—Internal Allocation $1,646from Rustlewood Sewer&Water Fund 411 — Ending Fund Balance to $1,646 Rustlewood Sewer&Water Fund 411—Internal Allocation $706 from Beards Cove Water Fund 412— Ending Fund Balance to $706 Beards Cove Water Fund 412—Internal Allocation $3,057 from Belfair Sewer Fund 413 — Ending Fund Balance to $3,057 Belfair Sewer Fund 413—Internal Allocation $886 from Landfill Reserve Fund 428— Ending Fund Balance to $886 Landfill Reserve Fund 428—Internal Allocation $4,976from Beards Cove Reserve Fund 429 — Ending Fund Balance to $4,976 Beards Cove Reserve Fund 429— Internal Allocation $98 from Storm Drain System Development Fund 480—Ending Fund Balance to $98 Storm Drain System Development Fund 480—State Audit Charges TOTAL BUDGET TRANSFERS: $190,009 Motion carried unanimously. N-aye; S-aye; D-aye. 10.2 Public Hearing to consider the updated fee schedule for Community Development and amendments to ordinances 42-18 and 123-08. Staff: Kristopher Nelsen. Kristopher Nelsen briefed the Board on valuation tables, permit fees and valuations, and various fee valuations. No public testimony received. Cmmr. Shutty/Drexler moved and seconded to amend ordinances 48-18 and 123- 08 to update fee tables 1, 1A, 1B, 1C and 1D. All opposed. N-nay; S- nay; D- nay. Kristopher pointed out that there was an error and ordinance 42-18 should have been listed instead of 48-18. Cmmr. Shutty/Drexler moved and seconded to amend ordinances 42-18 and 123- 08 to update fee tables 1, 1A, 1B, 1C and ID. Motion carried unanimously. N-aye; S-aye; D-aye. (Ex. F—Res.91-18) 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 11:05 a.m. BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS December 11, 2018 - PAGE 7 BOARD OF COUNTY COMMISSIONERS ATTEST: MASON COUNTY, WASHINGTON Melissa Drewry, Clerk of the Board Randy Neatherlin, Chair Terri Drexler, Commissioner Kevin Shutty, Commissioner BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS Mason County Commission Chambers, 411 North 5th Street, Shelton, WA December 3, 2018-Special Meeting 1. Call to Order- Cmmr. Neatherlin called the meeting to order at 9:05 a.m. 2. Jim Sims led the Pledge of Allegiance 3. Roll Call: Commissioner District 1 - Randy Neatherlin; Commissioner District 2 — Kevin Shutty; Commissioner District 3 —Terri Drexler. 4. 2019 Budget Hearing — Presenter: Jennifer Beierle, Budget Manager Jennifer announced that copies of the preliminary budget were made available on November 19, 2018. She then presented the 2019 budget information for the Board's consideration and announced the major changes to the proposed budget since being published November 19, 2018: Current Expense: • $76,000 added to judge pro tem under District Court • $84,000 for approved medical increases • $25,000 for Washington paid FMLA, a new law going into effect in 2019 • $51,674 Department of Emergency Management(DEM) grants Special funds: • $8,408 to revenue in Health Department to offset their costs of medical and FMLA • $562 to reserve for technology fund • $400 to unemployment • Landfill/Solid Waste Fund reduction in beginning fund balance of $350,000 due to increased expenses • $328,000 to Equipment Rental & Revolving Fund (ER&R) for revenue that won't be realized from Current Expense. No public testimony received. Cmmr. Drexler praised the 2019 budget, noting it will bring the County closer to the adopted reserve policy. She said she is in favor of the budget as presented. Cmmr. Shutty thanked staff for their work and said he also is in favor of the budget. He thanked the Citizens Budget Committee for their work and recommendations. Cmmr. Neatherlin said that due to the work of staff, the budget was much smoother this year and the County was able to save money per the reserve policy. He praised the departments for their work. Cmmr. Drexler/Shutty moved and seconded to adopt the 2019 budget with revenues in Current Expense of$41,404,349 expenditures of salaries and benefits in the amount of$25,228,635 and operating expenditures of$10,388,995 and to adopt the Special Funds Budget with revenues of$73,112,307, Salary and Benefits Expenditures of$11,613,569 and Operating expenditures of$61,498,738. Total county budget of $114,516,656. Motion carried unanimously. N-aye; S-aye; D-aye. (Ex. A-Res 82-18) 5. The meeting adjourned at 9:18 a.m. BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS December 3, 2018 - PAGE 2 BOARD OF COUNTY COMMISSIONERS ATTEST: MASON COUNTY, WASHINGTON Melissa Drewry, Clerk of the Board Randy Neatherlin, Chair Terri Drexler, Commissioner Kevin Shutty, Commissioner MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Diane Zoren Action Agenda x Public Hearing Other DEPARTMENT: Support Services EXT: 747 DATE: December 18, 2018 Agenda Item # �, I Commissioner staff to complete) BRIEFING DATE: December 10, 2018 BRIEFING PRESENTED BY: Support Services [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Approval to call for Request for Proposals (RFP) to enhance 2019 VIC services up to $19,800, as recommended by LTAC. Background: Mason County receives funds from room taxes imposed on lodging facilities. These funds can be expended for activities established by and eligible under State law. Tourism promotion is defined under RCW 67.28.080 as"...activities, operations, and expenditures designed to increase tourism, including but not limited to advertising, publicizing, or otherwise distributing information for the purpose of attracting and welcoming tourists; developing strategies to expand tourism; operating tourism promotion agencies; and funding the marketing of or the operation of special events and festivals designed to attract tourists." The Lodging Tax Advisory Committee met on December 4 and recommended the Commissioners call for RFPs to enhance 2019 VIC services up to $19,800. Budget Impacts: LTAC recommends that 30% of the lodging tax revenue be dedicated to Visitor Information Centers. Based on 2017 revenues of$391,344, $117,400 is available for 2019 VIC services. LTAC recommended the current VIC contracts be extended into 2019 and to call for RFP to enhance the VIC services up to $19,800. RECOMMENDED ACTION: Approval to call for Request for Proposals (RFP) to enhance 2019 VIC services up to $19,800, as recommended by LTAC. MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Diane Zoren Action Agenda x Public Hearing Other DEPARTMENT: Support Services EXT: 747 DATE: December 18, 2018 Agenda Item # 1�. -- Commissioner staff to complete) BRIEFING DATE: December 10, 2018 BRIEFING PRESENTED BY: Support Services [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Approval of amendment #1 to the 2018 Visitor Information Center (VIC) services contracts extending the VIC services through 2019 with the Shelton Mason County Chamber of Commerce, $57,400 and the North Mason Chamber of Commerce, $33,400, as recommended by the Lodging Tax Advisory Committee (LTAC). Background: Mason County receives funds from room taxes imposed on lodging facilities. These funds can be expended for activities established by and eligible under State law. Tourism promotion is defined under RCW 67.28.080 as"...activities, operations, and expenditures designed to increase tourism, including but not limited to advertising, publicizing, or otherwise distributing information for the purpose of attracting and welcoming tourists; developing strategies to expand tourism; operating tourism promotion agencies; and funding the marketing of or the operation of special events and festivals designed to attract tourists." The Lodging Tax Advisory Committee met on December 4 and recommended the 2018 VIC contracts be extended into 2019 at the 2018 amount. Budget Impacts: LTAC recommends that 30% of the lodging tax revenue be dedicated to Visitor Information Centers. Based on 2017 revenues of $391,344, $117,400 is available for 2019 VIC services. LTAC recommended the current VIC contracts be extended into 2019 and to call for RFP to enhance the VIC services up to $19,800. RECOMMENDED ACTION: Approval of amendment #1 to the 2018 Visitor Information Center (VIC) services contracts extending the VIC services through 2019 with the Shelton Mason County Chamber of Commerce, $57,400 and the North Mason Chamber of Commerce, $33,400, as recommended by the Lodging Tax Advisory Committee (LTAC). Attachment(s): Amendment #1 Mason County and Shelton-Mason County Chamber of Commerce Visitor Information Center Services Contract Amendment#1 As allowed under General Conditions, this amendment extends the term of the contract for the period of January 1, 2019 to December 31, 2019 between Mason County and the Shelton- Mason County Chamber of Commerce for Visitor Information Center Services. In accordance with RCW 67.28.1816(2), applicants for lodging tax revenue must provide the following information: Estimates of how any moneys received will result in increases in the number of people traveling for business or pleasure on a trip: (i) Away from their place of residence or business and staying overnight in paid accommodations; (ii) To a place fifty miles or more one way from their place of residence or business for the day or staying overnight; or (iii) From another country or state outside of their place of residence or their business. The above estimates shall be provided by the Shelton-Mason County Chamber of Commerce to Mason County prior to any payment being made. The Compensation for 2019 services shall not exceed $57,400 unless additional awards are made. All other terms of the contract remain the same. Amendment dated this 18th day of December, 2018. Shelton-Mason County Chamber of BOARD OF COUNTY COMMISSIONERS Commerce: MASON COUNTY,WASHINGTON Heidi McCutcheon, Executive Director Randy Neatherlin, Chair r APPROVED AS TO FORM: Tim Whitehead, Chief DPA Mason County and North Mason Chamber of Commerce Visitor Information Center Services Contract Amendment#1 As allowed under General Conditions, this amendment extends the term of the contract for the period of January 1, 2019 to December 31, 2019 between Mason County and the North Mason County Chamber of Commerce for Visitor Information Center Services. In accordance with RCW 67.28.1816(2), applicants for lodging tax revenue must provide the following information: Estimates of how any moneys received will result in increases in the number of people traveling for business or pleasure on a trip: (i) Away from their place of residence or business and staying overnight in paid accommodations; (ii) To a place fifty miles or more one way from their place of residence or business for the day or staying overnight; or (iii) From another country or state outside of their place of residence or their business. The above estimates shall be provided by the North Mason Chamber of Commerce to Mason County prior to any payment being made. The Compensation for 2019 services shall not exceed $33,400 unless additional awards are made. All other terms of the contract remain the same. Amendment dated this 18th day of December, 2018. North Mason Chamber of Commerce: BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON Stephanie Rowland Randy Neatherlin, Chair APPROVED AS TO FORM: Tim Whitehead, Chief DPA J:\LTAC\2019\Contracts\VIC\Extension for 2019 VIC services- North Mason Chamber.doc MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Diane Zoren Action Agenda _x_ Public Hearing Other DEPARTMENT: Support Services EXT: 747 DATE: December 18, 2018 Agenda Item # 3 Commissioner staff to complete) BRIEFING DATE: December 3 & 10, 2018 BRIEFING PRESENTED BY: Diane Zoren [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Approval to award $68,000 to the Mason County Economic Development Council from the Rural County Sales & Use Tax Fund (.09) for 2019 for business retention, expansion, recruitment project and economic development planning, as allowed in RCW 82.14.370 and enter into a contract for services. Background: The request was circulated to the ports and the City of Shelton for comment as required in RCW. Per RCW 82.14.370 (3)(a) Moneys collected under this section may only be used to finance public facilities serving economic development purposes in rural counties and finance personnel in economic development ofces. RECOMMENDED ACTION: Approval to award $68,000 to the Mason County Economic Development Council from the Rural County Sales & Use Tax Fund (.09) for 2019 for business retention, expansion, recruitment project and economic development planning, as allowed in RCW 82.14.370 and enter into a contract for services. Attachment: Contract 12/10/2018 MASON COUNTY and ECONOMIC DEVELOPMENT COUNCIL of MASON COUNTY PROFESSIONAL SERVICES CONTRACT This CONTRACT is made and entered into by and between Mason County, hereinafter referred to as"COUNTY" and the Economic Development Council of Mason County"CONTRACTOR" referred to as "CONTRACTOR." COUNTY and EDC are referred to collectively as the "parties." RECITALS: WHEREAS, sales tax and use funds collected under RCW 82.14.370 are to be used to finance public facilities serving economic development purposes in rural counties and finance personnel in economic development offices; and WHEREAS, the Economic Development Council of Mason County meets the requirement of being "an office of a county, port district, or an associate development organization as defined in RCW 43.330.010, which promotes economic development purposes within the county"with its purposes including the facilitation of the creation or retention of businesses and jobs in a county; and WHEREAS, through RCW 43.330.080 the Economic Development Council of Mason County, as the County's designated Associate Development Organization, is required to provide direct assistance including business planning to companies throughout the County who need support to stay in business, expand or relocate to Washington from out-of-state and other countries. Assistance must comply with business recruitment and retention protocols established by the State; and WHEREAS, COUNTY has consulted with the city of Shelton and the port districts located within the county to ensure that this expenditure meets the goals of chapter 130, Laws of 2004; and WHEREAS, COUNTY has determined that it is in the best interest of the residents of Mason County to contract with the Economic Development Council of Mason County to provide economic development technical assistance, support and services. NOW, THEREFORE, for and in consideration of the CONTRACT made, and the payments to be made by COUNTY, the parties agree to the following: Special Conditions Funding Source: Funds for this CONTRACT are provided as allowed in RCW 82.14.370 sales and use tax for public facilities in rural counties. Required County Matching Funds: Per RCW 43.330.086 COUNTY is required to provide matching funds for its Associate Development Organization's grant with the Washington State Department of Commerce. $57,339.00 of the funding provided through this CONTRACT is designated as the COUNTY's matching funds. 1 General Conditions Scope of Services: CONTRACTOR agrees to provide COUNTY the services and any materials as set forth as identified in "Exhibit A Scope-of-Services," during the CONTRACT period. No material, labor or facilities will be furnished by COUNTY, unless otherwise provided for in the CONTRACT. Term: The performance period for this CONTRACT will start on January 1, 2019 and end December 31, 2019. Services Outside of Term: Services provided by CONTRACTOR prior to or after the term of this CONTRACT shall be performed at the expense of CONTRACTOR and are not compensable under this CONTRACT unless both parties hereto agree to such provision in writing. The term of this CONTRACT may be extended by mutual consent of the parties; provided, however, that the CONTRACT is in writing and signed by both parties Extension: The duration of this CONTRACT may be extended by mutual written consent of the parties, for a period of up to one year. Compensation: CONTRACT total value is not to exceed $68,000. Independent Contractor: CONTRACTOR's services shall be furnished by the CONTRACTOR as an independent contractor, and nothing herein contained shall be construed to create a relationship of employer-employee. All payments made hereunder and all services performed shall be made and performed pursuant to this CONTRACT by the CONTRACTOR as an independent contractor. CONTRACTOR acknowledges that the entire compensation for this CONTRACT is specified in Exhibit B Compensation and the CONTRACTOR is not entitled to any benefits including, but not limited to: vacation pay, holiday pay, sick leave pay, medical, dental, or other insurance benefits, or any other rights or privileges afforded to employees of COUNTY. The CONTRACTOR represents that he/she/it maintains a separate place of business, serves clients other than COUNTY, will report all income and expense accrued under this CONTRACT to the Internal Revenue Service, and has a tax account with the State of Washington Department of Revenue for payment of all sales and use and Business and Occupation taxes collected by the State of Washington. CONTRACTOR will defend, indemnify and hold harmless COUNTY, its officers, agents or employees from any loss or expense, including, but not limited to, settlements,judgments, setoffs, attorneys'fees or costs incurred by reason of claims or demands because of breach of the provisions of this paragraph. Taxes: CONTRACTOR understands and acknowledges that COUNTY will not withhold Federal or State income taxes. Where required by State or Federal law, the CONTRACTOR authorizes COUNTY to withhold for any taxes other than income taxes (i.e., Medicare). All compensation received by the CONTRACTOR will be reported to the Internal Revenue Service at the end of the calendar year in accordance with the applicable IRS regulations. It is the responsibility of 2 the CONTRACTOR to make the necessary estimated tax payments throughout the year, if any, and the CONTRACTOR is solely liable for any tax obligation arising from the CONTRACTOR's performance of this CONTRACT. The CONTRACTOR hereby agrees to indemnify COUNTY against any demand to pay taxes arising from the CONTRACTOR's failure to pay taxes on compensation earned pursuant to this CONTRACT. COUNTY will pay sales and use taxes imposed on goods or services acquired hereunder as required by law. The CONTRACTOR must pay all other taxes, including, but not limited to, Business and Occupation Tax, taxes based on the CONTRACTOR's gross or net income, or personal property to which COUNTY does not hold title. COUNTY is exempt from Federal Excise Tax. No Guarantee of Employment: The performance of all or part of this CONTRACT by the CONTRACTOR shall not operate to vest any employment rights whatsoever and shall not be deemed to guarantee any employment of CONTRACTOR or any employee of CONTRACTOR or any sub-contractor or any employee of any sub-contractor by COUNTY at the present time or in the future. Accounting and Payment for CONTRACTOR Services: Payment to the CONTRACTOR for services rendered under this CONTRACT shall be as set forth in "Exhibit B Compensation."Where Exhibit"B" requires payments by the COUNTY, payment shall be based upon written claims supported, unless otherwise provided in Exhibit"B," by documentation of units of work actually performed and amounts earned, including, where appropriate, the actual number of days worked each month, total number of hours for the month, and the total dollar payment requested, so as to comply with municipal auditing requirements. Acceptable invoices will be processed within 30 days of receipt. Unless specifically stated in Exhibit"B" or approved in writing in advance by the official executing this CONTRACT for COUNTY or his or her designee (hereinafter referred to as the "Administrative Officer"). COUNTY will not reimburse the CONTRACTOR for any costs or expenses incurred by the CONTRACTOR in the performance of this CONTRACT. Where required, COUNTY shall, upon receipt of appropriate documentation, compensate the CONTRACTOR, no more often than monthly, in accordance with COUNTY's customary procedures, pursuant to the fee schedule set forth in Exhibit"B." Withholding Payment: In the event the CONTRACTOR has failed to perform any obligation under this CONTRACT within the times set forth in this CONTRACT, then COUNTY may, upon written notice, withhold from amounts otherwise due and payable to CONTRACTOR, without penalty, until such failure to perform is cured or otherwise adjudicated. Withholding under this clause shall not be deemed a breach entitling CONTRACTOR to termination or damages, provided that COUNTY promptly gives notice in writing to the CONTRACTOR of the nature of the default or failure to perform, and in no case more than ten (10) days after it determines to withhold amounts otherwise due. A determination of the Administrative Officer set forth in a notice to the CONTRACTOR of the action required and/or the amount required to cure any alleged failure to perform shall be deemed conclusive, except to the extent that the CONTRACTOR acts within the times and in strict accord with the provisions of the Disputes clause of this CONTRACT. COUNTY may act in accordance with any determination of the Administrative Officer which has become conclusive under this clause, without prejudice to any other remedy under the CONTRACT, to take all or any of the following actions: (1) cure any failure or default, (2)to pay any amount so required to be paid and to charge the same to the account of the 3 CONTRACTOR, (3) to set off any amount so paid or incurred from amounts due or to become due the CONTRACTOR. In the event the CONTRACTOR obtains relief upon a claim under the Disputes clause, no penalty or damages shall accrue to CONTRACTOR by reason of good faith withholding by COUNTY under this clause. Labor Standards: CONTRACTOR agrees to comply with all applicable state and federal requirements, including but not limited to those pertaining to payment of wages and working conditions, in accordance with RCW 39.12.040, the Prevailing Wage Act; the Americans with Disabilities Act of 1990; the Davis-Bacon Act; and the Contract Work Hours and Safety Standards Act providing for weekly payment of prevailing wages, minimum overtime pay, and providing that no laborer or mechanic shall be required to work in surroundings or under conditions which are unsanitary, hazardous, or dangerous to health and safety as determined by regulations promulgated by the Federal Secretary of Labor and/or the State of Washington. Conflict of Interest: If at any time prior to commencement of, or during the term of this CONTRACT, CONTRACTOR or any of its employees involved in the performance of this CONTRACT shall have or develop an interest in the subject matter of this CONTRACT that is potentially in conflict with the COUNTY's interest, then CONTRACTOR shall immediately notify COUNTY of the same. The notification of COUNTY shall be made with sufficient specificity to enable COUNTY to make an informed judgment as to whether or not COUNTY's interest may be compromised in any manner by the existence of the conflict, actual or potential. Thereafter, COUNTY may require CONTRACTOR to take reasonable steps to remove the conflict of interest. COUNTY may also terminate this CONTRACT according to the provisions herein for termination. Non-Discrimination in Employment: COUNTY's policy is to provide equal opportunity in all terms, conditions and privileges of employment for all qualified applicants and employees without regard to race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, disability, or veteran status. CONTRACTOR shall comply with all laws prohibiting discrimination against any employee or applicant for employment on the grounds of race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, disability, or veteran status, except where such constitutes a bona fide occupational qualification. Furthermore, in those cases in which CONTRACTOR is governed by such laws, CONTRACTOR shall take affirmative action to insure that applicants are employed, and treated during employment, without regard to their race, color, creed, religion, national origin, sex, age, marital status, sexual orientation, disability, or veteran status, except where such constitutes a bona fide occupational qualification. Such action shall include, but not be limited to: advertising, hiring, promotions, layoffs or terminations, rate of pay or other forms of compensation benefits, selection for training including apprenticeship, and participation in recreational and educational activities. In all solicitations or advertisements for employees placed by them or on their behalf, CONTRACTOR shall state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex or national origin. 4 The foregoing provisions shall also be binding upon any sub-contractor, provided that the foregoing provision shall not apply to contracts or sub-contractors for standard commercial supplies or raw materials, or to sole proprietorships with no employees. Non-Discrimination in Client Services: CONTRACTOR shall not discriminate on the grounds of race, color, creed, religion, national origin, sex, age, marital status, sexual orientation, disability, or veteran status; or deny an individual or business any service or benefits under this CONTRACT; or subject an individual or business to segregation or separate treatment in any manner related to his/her/its receipt any service or services or other benefits provided under this CONTRACT; or deny an individual or business an opportunity to participate in any program provided by this CONTRACT. Waiver of Noncompetition: CONTRACTOR irrevocably waives any existing rights which it may have, by contract or otherwise, to require another person or corporation to refrain from submitting a proposal to or performing work or providing supplies to COUNTY, and CONTRACTOR further promises that it will not in the future, directly or indirectly, induce or solicit any person or corporation to refrain from submitting a bid or proposal to or from performing work or providing supplies to COUNTY. Ownership of Items Produced: All writings, programs, data, public records or other materials prepared by CONTRACTOR and/or its consultants or sub-contractors, in connection with performance of this CONTRACT, shall be the sole and absolute property of COUNTY. When CONTRACTOR creates any copyrightable materials or invents any patentable property, CONTRACTOR may copyright or patent the same, but COUNTY retains a royalty-free, nonexclusive and irrevocable license to reproduce, publish, recover, or otherwise use the materials or property and to authorize other governments to use the same for state or local governmental purposes. CONTRACTOR further agrees to make research, notes, and other work products produced in the performance of this CONTRACT available to COUNTY upon request. Work Product: CONTRACTOR will provide COUNTY with all work product including; reports, surveys, studies, data collected and other as appropriate prior to the release of the final payment for services. Patent/Copyright Infringement: CONTRACTOR will defend and indemnify COUNTY from any claimed action, cause or demand brought against COUNTY, to the extent such action is based on the claim that information supplied by the CONTRACTOR infringes any patent or copyright. CONTRACTOR will pay those costs and damages attributable to any such claims that are finally awarded against COUNTY in any action. Such defense and payments are conditioned upon the following: A. CONTRACTOR shall be notified promptly in writing by COUNTY of any notice of such claim. B. CONTRACTOR shall have the right, hereunder, at its option and expense, to obtain for COUNTY the right to continue using the information, in the event such claim of infringement, is made, provided no reduction in performance or loss results to COUNTY. Confidentiality: CONTRACTOR, its employees, sub-contractors, and their employees shall maintain the confidentiality of all information provided by COUNTY or acquired by CONTRACTOR in performance of this CONTRACT, except upon the prior written consent of COUNTY or an order 5 entered by a court after having acquired jurisdiction over COUNTY. CONTRACTOR shall immediately give to COUNTY notice of any judicial proceeding seeking disclosure of such information. CONTRACTOR shall indemnify and hold harmless COUNTY, its officials, agents or employees from all loss or expense, including, but not limited to, settlements,judgments, setoffs, attorneys'fees and costs resulting from CONTRACTOR's breach of this provision. Right to Review: This CONTRACT is subject to review by any Federal, State or COUNTY auditor. COUNTY or its designee shall have the right to review and monitor the financial and service components of this program by whatever means are deemed expedient by the Administrative Officer or by COUNTY's Auditor's Office. Such review may occur with or without notice and may include, but is not limited to, on-site inspection by COUNTY agents or employees, inspection of all records or other materials which COUNTY deems pertinent to the CONTRACT and its performance, and any and all communications with or evaluations by service recipients under this CONTRACT. CONTRACTOR shall preserve and maintain all financial records and records relating to the performance of work under this CONTRACT for six (6) years after CONTRACT termination, and shall make them available for such review, within Mason County, State of Washington, upon request. CONTRACTOR also agrees to notify the Administrative Officer in advance of any inspections, audits, or program review by any individual, agency, or governmental unit whose purpose is to review the services provided within the terms of this CONTRACT. If no advance notice is given to CONTRACTOR, then CONTRACTOR agrees to notify the Administrative Officer as soon as it is practical. Insurance Requirements: At a minimum, CONTRACTOR shall provide insurance that meets or exceeds the requirements detailed in "Exhibit C Insurance Requirements." Insurance as a Condition of Payment: Payments due to CONTRACTOR under this CONTRACT are expressly conditioned upon the CONTRACTOR's strict compliance with all insurance requirements under this CONTRACT. Payment to CONTRACTOR shall be suspended in the event of non-compliance. Upon receipt of evidence of full compliance, payments not otherwise subject to withholding or set-off will be released to CONTRACTOR. Proof of Insurance: A Certificate of Insurance naming COUNTY as the Certificate Holder must be provided to COUNTY within five (5) days of CONTRACT execution. Industrial Insurance Waiver: With respect to the performance of this CONTRACT and as to claims against COUNTY, its officers, agents and employees, CONTRACTOR expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to its employees and agrees that the obligations to indemnify, defend and hold harmless provided in this CONTRACT extend to any claim brought by or on behalf of any employee of CONTRACTOR. This waiver is mutually negotiated by the parties to this CONTRACT. CONTRACTOR Commitments, Warranties and Representations: Any written commitment received from CONTRACTOR concerning this CONTRACT shall be binding upon CONTRACTOR, unless otherwise specifically provided herein with reference to this paragraph. Failure of CONTRACTOR to fulfill such a commitment shall render CONTRACTOR liable for damages to COUNTY. A commitment includes, but is not limited to, 6 any representation made prior to execution of this CONTRACT, whether or not incorporated elsewhere herein by reference, as to performance of services or equipment, prices or options for future acquisition to remain in effect for a fixed period, or warranties. Defense and Indemnity Contract: Indemnification by CONTRACTOR. To the fullest extent permitted by law, CONTRACTOR agrees to indemnify, defend and hold COUNTY and its departments, elected and appointed officials, employees, agents and volunteers, harmless from and against any and all claims, damages, losses and expenses, including but not limited to court costs, attorney's fees and alternative dispute resolution costs, for any personal injury, for any bodily injury, sickness, disease or death and for any damage to or destruction of any property(including the loss of use resulting therefrom) which 1) are caused in whole or in part by any act or omission, negligent or otherwise, of the CONTRACTOR, its employees, agents or volunteers or CONTRACTOR's subcontractors and their employees, agents or volunteers; or 2) are directly or indirectly arising out of, resulting from, or in connection with performance of this CONTRACT; or 3) are based upon CONTRACTOR's or its subcontractors' use of, presence upon or proximity to the property of COUNTY. This indemnification obligation of CONTRACTOR shall not apply in the limited circumstance where the claim, damage, loss or expense is caused by the sole negligence of COUNTY. This indemnification obligation of the CONTRACTOR shall not be limited in any way by the Washington State Industrial Insurance Act, RCW Title 51, or by application of any other workmen's compensation act, disability benefit act or other employee benefit act, and the CONTRACTOR hereby expressly waives any immunity afforded by such acts. The foregoing indemnification obligations of the CONTRACTOR are a material inducement to COUNTY to enter into this CONTRACT, are reflected in CONTRACTOR's compensation, and have been mutually negotiated by the parties. Participation by County— No Waiver. COUNTY reserves the right, but not the obligation, to participate in the defense of any claim, damages, losses or expenses and such participation shall not constitute a waiver of CONTRACTOR's indemnity obligations under this CONTRACT. Survival of CONTRACTOR's Indemnity Obligations. CONTRACTOR agrees all CONTRACTOR's indemnity obligations shall survive the completion, expiration or termination of this CONTRACT. Indemnity by Subcontractors. In the event the CONTRACTOR enters into subcontracts to the extent allowed under this CONTRACT, CONTRACTOR's subcontractors shall indemnify COUNTY on a basis equal to or exceeding CONTRACTOR's indemnity obligations to COUNTY. Compliance with Applicable Laws, Rules and Regulations: This CONTRACT shall be subject to all laws, rules, and regulations of the United States of America, the State of Washington, political subdivisions of the State of Washington and Mason County. CONTRACTOR also agrees to comply with applicable Federal, State, County or municipal standards for licensing, certification and operation of facilities and programs, and accreditation and licensing of individuals. Administration of Contract: COUNTY hereby appoints, and CONTRACTOR hereby accepts, the Mason County's Support Services Director or designee, as COUNTY's representative, hereinafter referred to as the Administrative Officer, for the purposes of administering the provisions of this CONTRACT, including COUNTY's right to receive and act on all reports and documents, and any auditing performed by the COUNTY related to this CONTRACT. 7 The Administrative Officer for purposes of this CONTRACT is: Frank Pinter Support Services Director Mason County 411 N. 5th Street Shelton, WA 98584 Phone: 360-427-9670 Ext. 530 FPinter(5co.mason.wa.us CONTRACTOR's Primary Contact's Information: Jennifer Baria 310 W. Cota Shelton, WA 98584 Phone: 360-426-2279 E-mail: Jennifer choosemason.com Notice: Except as set forth elsewhere in the CONTRACT, for all purposes under this CONTRACT except service of process, notice shall be given by CONTRACTOR to COUNTY's Administrative Officer under this CONTRACT. Notices and other communication may be conducted via e-mail, U.S. mail, fax, hand-delivery or other generally accepted manner including delivery services. Modifications: Either party may request changes in the CONTRACT. Any and all agreed modifications, to be valid and binding upon either party, shall be in writing and signed by both of the parties. Termination for Default: If CONTRACTOR defaults by failing to perform any of the obligations of the CONTRACT or becomes insolvent or is declared bankrupt or commits any act of bankruptcy or insolvency or makes an assignment for the benefit of creditors, COUNTY may, by depositing written notice to CONTRACTOR in the U.S. mail, terminate the CONTRACT, and at COUNTY's option, obtain performance of the work elsewhere. If the CONTRACT is terminated for default, CONTRACTOR shall not be entitled to receive any further payments under the CONTRACT until all work called for has been fully performed. Any extra cost or damage to COUNTY resulting from such default(s) shall be deducted from any money due or coming due to CONTRACTOR. CONTRACTOR shall bear any extra expenses incurred by COUNTY in completing the work, including all increased costs for completing the work, and all damage sustained, or which may be sustained by COUNTY by reason of such default. If a notice of termination for default has been issued and it is later determined for any reason that CONTRACTOR was not in default, the rights and obligations of the parties shall be the same as if the notice of termination had been issued pursuant to the Termination for Public Convenience paragraph hereof. Termination for Public Convenience: COUNTY may terminate this CONTRACT in whole or in part whenever COUNTY determines, in its sole discretion, that such termination is in the interests of COUNTY. Whenever the CONTRACT is terminated in accordance with this paragraph, CONTRACTOR shall be entitled to payment for actual work performed in compliance with Exhibit A Scope-of-Services and 8 Exhibit B Compensation. An equitable adjustment in the CONTRACT price for partially completed items of work will be made, but such adjustment shall not include provision for loss of anticipated profit on deleted or uncompleted work. Termination of this CONTRACT by COUNTY at any time during the term, whether for default or convenience, shall not constitute breach of CONTRACT by COUNTY. Termination for Reduced Funding: COUNTY may terminate this CONTRACT in whole or in part should COUNTY determine, in its sole discretion, that such termination is necessary due to a decrease in available funding including State and/or Federal grants. Whenever the CONTRACT is terminated in accordance with this paragraph, the CONTRACTOR shall be entitled to payment for actual work performed in compliance with Exhibit A Scope-of-Services and Exhibit B Compensation. Disputes: 1. Differences between the CONTRACTOR and COUNTY, arising under and by virtue of the CONTRACT shall be brought to the attention of COUNTY at the earliest possible time in order that such matters may be settled or other appropriate action promptly taken. For objections that are not made in the manner specified and within the time limits stated, the records, orders, rulings, instructions, and decisions of the Administrative Officer shall be final and conclusive. 2. The CONTRACTOR shall not be entitled to additional compensation which otherwise may be payable, or to extension of time for (1) any act or failure to act by the Administrative Officer of COUNTY, or (2) the happening of any event or occurrence, unless the CONTRACTOR has given COUNTY a written Notice of Potential Claim within ten (10) days of the commencement of the act, failure, or event giving rise to the claim, and before final payment by COUNTY. The written Notice of Potential Claim shall set forth the reasons for which the CONTRACTOR believes additional compensation or extension of time is due, the nature of the cost involved, and insofar as possible, the amount of the potential claim. CONTRACTOR shall keep full and complete daily records of the work performed, labor and material used, and all costs and additional time claimed to be additional. 3. The CONTRACTOR shall not be entitled to claim any such additional compensation, or extension of time, unless within thirty (30) days of the accomplishment of the portion of the work from which the claim arose, and before final payment by COUNTY, the CONTRACTOR has given COUNTY a detailed written statement of each element of cost or other compensation requested and of all elements of additional time required, and copies of any supporting documents evidencing the amount or the extension of time claimed to be due. Arbitration: Other than claims for injunctive relief brought by a party hereto (which may be brought either in court or pursuant to this arbitration provision), and consistent with the provisions hereinabove, any claim, dispute or controversy between the parties under, arising out of, or related to this CONTRACT or otherwise, including issues of specific performance, shall be determined by arbitration in Shelton, Washington, under the applicable American Arbitration Association (MA) rules in effect on the date hereof, as modified by this CONTRACT. There shall be one arbitrator selected by the parties within ten (10) days of the arbitration demand, or if not, by the AAA or any other group having similar credentials. Any issue about whether a claim is covered by this CONTRACT shall be determined by the arbitrator. The arbitrator shall apply substantive law and may award injunctive relief, equitable relief(including specific performance), or any other remedy available from a judge, including expenses, costs and attorney fees to the prevailing party and pre-award interest, but shall not have the power to award punitive damages. The decision of the arbitrator shall be final and binding and an order confirming the award or judgment upon the award may be entered in any court having jurisdiction. The parties agree 9 that the decision of the arbitrator shall be the sole and exclusive remedy between them regarding any dispute presented or pled before the arbitrator. At the request of either party made not later than forty-five (45) days after the arbitration demand, the parties agree to submit the dispute to nonbinding mediation, which shall not delay the arbitration hearing date; provided, that either party may decline to mediate and proceed with arbitration. Any arbitration proceeding commenced to enforce or interpret this CONTRACT shall be brought within six (6) years after the initial occurrence giving rise to the claim, dispute or issue for which arbitration is commenced, regardless of the date of discovery or whether the claim, dispute or issue was continuing in nature. Claims, disputes or issues arising more than six(6) years prior to a written request or demand for arbitration issued under this CONTRACT are not subject to arbitration. Venue and Choice of Law: In the event that any litigation should arise concerning the construction or interpretation of any of the terms of this CONTRACT, the venue of such action of litigation shall be in the courts of the State of Washington and Mason County. Unless otherwise specified herein, this CONTRACT shall be governed by the laws of the State of Washington. Severability: If any term or condition of this CONTRACT or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect other terms, conditions or applications which can be given effect without the invalid term, condition or application. To this end, the terms and conditions of this CONTRACT are declared severable. Waiver: Waiver of any breach or condition of this CONTRACT shall not be deemed a waiver of any prior or subsequent breach. No term or condition of this CONTRACT shall be held to be waived, modified or deleted except by an instrument, in writing, signed by the parties hereto. The failure of COUNTY to insist upon strict performance of any of the covenants of this CONTRACT, or to exercise any option herein conferred in any one or more instances, shall not be construed to be a waiver or relinquishment of any such, or any other covenants or contracts, but the same shall be and remain in full force and effect. Order of Precedence: A. Applicable federal, state and county statutes, regulations, policies, procedures, federal Office of Management and Budget(OMB) circulars and federal and state executive orders. B. Funding source agreement(s) including attachments C. Exhibit C Insurance Requirements D. Special Conditions E. General Condition F. Exhibits A and B Entire Contract: This written CONTRACT, comprised of the writings signed or otherwise identified and attached hereto, represents the entire CONTRACT between the parties and supersedes any prior oral statements, discussions or understandings between the parties. 10 ECONOMIC DEVELOPMENT COUNCIL BOARD OF COUNTY COMMISSIONERS of MASON COUNTY MASON COUNTY, WASHINGTON Jennifer Baria, Executive Director Randy Neatherlin, Chair Dated: Dated: APPROVED AS TO FORM: Tim Whitehead, Chief DPA 11 EXHIBIT A SCOPE OF SERVICES CONTRACTOR to provide a budget by expense category totaling $68,000 for the 2019 one year contract to the BOCC within fifteen days (15) of contract execution. CONTRACTOR to provide update to Board of County Commissioner at commission business meetings. Deliverable: At a minimum of once per quarter the Executive Director or designee will provide a brief update on EDC work during public testimony at commission meetings. RECRUITMENT& MARKETING CONTRACTOR to market Mason County as excellent locations to expand or relocate a business and positioning Washington as a globally competitive place to grow business, which may include developing and executing regional plans to attract companies from out of state. Deliverable: number of businesses contacted. CONTRACTOR to provide site location assistance for businesses that are looking to locate in Mason County. Deliverable: Quarterly list of project names. BUSINESS RETENTION & EXPANSION ACTIVITIES CONTRACTOR to work with partners throughout the county including, but no limited to, local governments, workforce development councils, port districts, community and technical colleges and higher education institutions, export assistance providers, small business assistance programs, innovation partnership zones, and other federal, state, and local programs to facilitate the alignment of planning efforts and the seamless delivery of business support services within the entire county. Deliverable: copy of communication plan on or before 3/31/2019 and a quarterly dashboard of communication analytics. CONTRACTOR to provide business retention and expansion services throughout the county. Such services must include, but are not limited to, business outreach and monitoring efforts to identify and address challenges and opportunities faced by businesses, assistance to trade impacted businesses in applying for grants from the federal trade adjustment assistance, and the provision of information to businesses on resources available for microenterprise development and resources available on the revitalization of commercial districts. Deliverable: number of businesses visited and number of follow-ups with existing businesses. CONTRACTOR to participate with the state board for community and technical colleges in the coordination of the job skills training program and the customized training program within its region. BUSINESS ASSISTANCE CONTRACTOR to provide or facilitate the provision of export assistance through workshops or one-on-one assistance. CONTRACTOR to provide information on state and local permitting processes, tax issues, export assistance, and other essential information for operating, expanding, or locating a business in Mason County. Deliverable: number of businesses that direct assistance was provided, and number of follow-up interactions. 12 READINESS &CAPACITY BUILDING CONTRACTOR to solicit, compile and rank the Comprehensive Economic Development Strategy (CEDS) list annually. Submit to COUNTY for review and approval on or before 6/30/19. CONTRACTOR to provide an annual economic report. Deliverable: report of economic indicators and comparisons in Mason County. CONTRACTOR to participate in economic development system-wide discussions regarding gaps in business start-up assistance in Mason County. CONTRACTOR to participate in development of a countywide economic development plan in conjunction with other governmental jurisdictions and institutions. CONTRACTOR to provide an annual snapshot of local economic conditions to include breakdowns of the three UGAs. Deliverable: Economic Vitality index. 13 EXHIBIT B COMPENSATION A. Compensation: CONTRACTOR will be compensated a total of$68,000 which will be paid in four equal payments of$17,000 after the receipt of an acceptable invoice. B. Requests for Payment: 1. At a minimum the invoice is to include: performance period; date of submission; CONTRACTOR's name, remittance address and phone number; invoice total; and any additional applicable information. 2. Submit invoice with required performance report via e-mail to dlz _co.mason.wa.us and fpinter .co.mason.wa.us. 3. Payment will be made to CONTRACTOR within thirty (30) days of the receipt of a complete and accurate invoice 14 EXHIBIT C INSURANCE REQUIREMENTS A. MINIMUM Insurance Requirements: 1. Commercial General Liability Insurance using Insurance Services Office "Commercial General Liability" policy form CG 00 01, with an edition date prior to 2004, or the exact equivalent. Coverage for an additional insured shall not be limited to its vicarious liability. Defense costs must be paid in addition to limits. Limits shall be no less than $1,000,000 per occurrence for all covered losses and no less than $2,000,000 general aggregate, for bodily injury, personal injury, and property damage, including without limitation, blanket contractual liability. 2. Workers' Compensation on a state-approved policy form providing statutory benefits as required by law with employer's liability limits for CONTRACTOR's, with two (2) or more employees and/or volunteers, no less than $1,000,000 per accident for all covered losses. 3. Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including owned, non-owned and hired autos, or the exact equivalent. Limits shall be no less than $1,000,000 per accident, combined single limit. If CONTRACTOR owns no vehicles, this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described above. If CONTRACTOR or CONTRACTOR's employees will use personal autos in any way on this project, CONTRACTOR shall obtain evidence of personal auto liability coverage for each such person. 4. Professional liability(errors & omissions) insurance. CONTRACTOR shall maintain professional liability insurance that covers the services to be performed in connection with this CONTRACT, in the minimum amount of$1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this CONTRACT and Consultant agrees to maintain continuous coverage through a period no less than three years after completion of the services required by this CONTRACT. 5. Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements, shall provide coverage at least as broad as specified for the underlying coverages. Such policy or policies shall include as insureds those covered by the underlying policies, including additional insureds. Coverage shall be"pay on behalf', with defense costs payable in addition to policy limits. There shall be no cross liability exclusion precluding coverage for claims or suits by one insured against another. Coverage shall be applicable to COUNTY for injury to employees of CONTRACTOR, subcontractors or others involved in the Work. The scope of coverage provided is subject to approval of COUNTY following receipt of proof of insurance as required herein. B. Certificate of Insurance: A Certificate of Insurance naming COUNTY as the Certificate Holder must be provided to COUNTY within five (5) days of CONTRACT execution. C. Basic Stipulations: 1. CONTRACTOR agrees to endorse third party liability coverage required herein to include as additional insureds COUNTY, its officials, employees and agents, using ISO endorsement CG 20 10 with an edition date prior to 2004. CONTRACTOR also agrees to require all subcontractors, and anyone else involved in this CONTRACT on behalf of the CONTRACTOR (hereinafter"indemnifying parties") to comply with these provisions. 15 2. CONTRACTOR agrees to waive rights of recovery against COUNTY regardless of the applicability of any insurance proceeds, and to require all indemnifying parties to do likewise. 3. All insurance coverage maintained or procured by CONTRACTOR or required of others by CONTRACTOR pursuant to this CONTRACT shall be endorsed to delete the subrogation condition as to COUNTY, or must specifically allow the named insured to waive subrogation prior to a loss. 4. All coverage types and limits required are subject to approval, modification and additional requirements by COUNTY. CONTRACTOR shall not make any reductions in scope or limits of coverage that may affect COUNTY's protection without COUNTY's prior written consent. 5 CONTRACTOR agrees upon request by COUNTY to provide complete, certified copies of any policies required within 10 days of such request. COUNTY has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests. Any premium so paid by COUNTY shall be charged to and promptly paid by CONTRACTOR or deducted from sums due CONTRACTOR. Any actual or alleged failure on the part of COUNTY or any other additional insured under these requirements to obtain proof of insurance required under this CONTRACT in no way waives any right or remedy of COUNTY or any additional insured, in this or in any other regard. 6. It is acknowledged by the parties of this CONTRACT that all insurance coverage required to be provided by CONTRACTOR or indemnifying party, is intended to apply first and on a primary non-contributing basis in relation to any other insurance or self-insurance available to COUNTY. 7. CONTRACTOR agrees not to self-insure or to use any self-insured retentions on any portion of the insurance required herein and further agrees that it will not allow any indemnifying party to self- insure its obligations to COUNTY. If CONTRACTOR's existing coverage includes a self- insured retention, the self-insured retention must be declared to the COUNTY. The COUNTY may review options with CONTRACTOR, which may include reduction or elimination of the self- insured retention, substitution of other coverage, or other solutions. 8. CONTRACTOR will renew the required coverage annually as long as COUNTY, or its employees or agents face an exposure from operations of any type pursuant to this CONTRACT. This obligation applies whether or not the CONTRACT is canceled or terminated for any reason. Termination of this obligation is not effective until COUNTY executes a written statement to that effect. 9. The limits of insurance as described above shall be considered as minimum requirements. Should any coverage carried by CONTRACTOR or a subcontractor of any tier maintain insurance with limits of liability that exceed the required limits or coverage that is broader than as outlined above, those higher limits and broader coverage shall be deemed to apply for the benefit of any person or organization included as an additional insured and those limits shall become the required minimum limits of insurance in all Paragraphs and Sections of this CONTRACT. 10. None of the policies required herein shall be in compliance with these requirements if they include any limiting endorsement that has not been first submitted to COUNTY and approved of in writing. 16 11. The requirements in this Exhibit supersede all other sections and provisions of this CONTRACT to the extent that any other section or provision conflicts with or impairs the provisions of this Exhibit. 12. Unless otherwise approved by COUNTY, insurance provided pursuant to these requirements shall be by insurers authorized to do business in Washington and with a minimum A.M. Best rating of A-:VII. 13. All insurance coverage and limits provided by CONTRACTOR and available or applicable to this CONTRACT are intended to apply to the full extent of the policies. Nothing contained in this CONTRACT limits the application of such insurance coverage. 14. CONTRACTOR agrees to provide prompt notice to COUNTY of any notice of cancellation of any required policy or of any material alteration or non-renewal of any such policy, other than for non-payment of premium. CONTRACTOR shall assure that this provision also applies to any of its employees, agents or subcontractors engaged by or on behalf of CONTRACTOR in relation to this CONTRACT. 15. COUNTY reserves the right at any time during the term of the CONTRACT to change the amounts and types of insurance required by giving the CONTRACTOR ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the CONTRACTOR, the COUNTY and CONTRACTOR may renegotiate CONTRACTOR's compensation. 16. Requirements of specific coverage features are not intended as limitation on other requirements or as waiver of any coverage normally provided by any given policy. Specific reference to a coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all-inclusive. 17. CONTRACTOR agrees to provide immediate notice to COUNTY of any claim or loss against CONTRACTOR arising out of the work performed under this CONTRACT. COUNTY assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve COUNTY. 17 MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Diane Zoren Action Agenda _x_ Public Hearing Other DEPARTMENT: Support Services EXT: 380 DATE: December 18, 2018 Agenda Item # 3A Commissioner staff to complete) BRIEFING DATE: December 10, 2018 BRIEFING PRESENTED BY: Support Services [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Approval to concur with Lewis County's re-appointment of Hal Blanton to the Timberland Regional Library Board of Trustees for a term ending December 31, 2025. Background: This will fill Lewis County's at-large position on the TRL Board of Trustees. TRL is a five county rural library district consisting of Grays Harbor, Mason County, Lewis, Pacific and Thurston counties. RECOMMENDED ACTION: Approval to concur with Lewis County's re-appointment of Hal Blanton to the Timberland Regional Library Board of Trustees for a term ending December 31, 2025. 12/11/2018 C�Crv_,, MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Jennifer Giraldes Action Agenda _X_ Public Hearing Other DEPARTMENT: Support Services EXT: 380 DATE: December 18, 2018 Agenda Item # �( 5 (Commissioner staff to complete) BRIEFING DATE: BRIEFING PRESENTED BY: [X] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Approval of Warrants &Treasure Electronic Remittances Claims Clearing Fund Warrant #s 8060796-8061054 $ 1,702,107.15 Direct Deposit Fund Warrant #s 55019-55386 $ 731,340.92 Salary Clearing Fund Warrant #s 7004079-7004116 $ 972,339.00 Background: The Board approved Resolution No. 80-00 Payment of Claims Against County: Procedure Authorizing Warrant Issue and Release Prior to Board Claim Approval. Mason County Code 3.32.060(a) requires that the board enter into the minutes of the County Commissioners the approval of claims listing warrant numbers. Claims Clearing YTD Total $ 26,759,758.84 Direct Deposit YTD Total $ 16,115,010.02 Salary Clearing YTD Total $ 17,229,551.36 Approval of Treasure Electronic Remittances YTD Total $ 8,320,395.09 RECOMMENDED ACTION: Approval to: Move to approve the following warrants: Claims Clearing Fund Warrant #s 8060796-8061054 $ 1,702,107.15 Direct Deposit Fund Warrant #s 55019-55386 $ 731,340.92 Salary Clearing Fund Warrant #s 7004079-7004116 $ 972,339.00 Attachment(s): Originals on file with Auditor/Financial Services (Copies on file with Clerk of the Board) MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Jerry Hauth, PE, Director Action Agenda DEPARTMENT: Public Works EXT: 450 DATE: December 18, 2018 Agenda Item # BRIEFING DATE: December 10, 2018 BRIEFING PRESENTED BY: Jerry Hauth / Sarah Grice [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Letters of Interest for 2019 Background: The Public Works Department would like to advertise for Letters of Interest to be submitted for Construction Materials Testing Services for the 2019 calendar year. This "short list" can be used throughout the year without having to re-advertise each time the services arise. The upcoming construction season will require Public Works to use these services to support the work schedule. Recommended Action: Recommend the Board authorize Public Works to advertise for Construction Materials Testing Services for the 2019 calendar year and authorize the County Engineer to enter into agreements for these services. Attachment: Advertisement MASON COUNTY DEPARTMENT OF PUBLIC WORKS REQUEST FOR LETTERS OF INTEREST NOTICE IS HEREBY GIVEN that Letters of Interest for calendar year 2019 will be accepted by the Mason County Department of Public Works for the following services: **** CONSTRUCTION MATERIALS TESTING SERVICES for calendar year 2019 Letters of interest SHALL INCLUDE A STATEMENT OF COSTS. Scope of Work: shall include testing and exploratory capabilities including,but not limited to,the following:Proctor tests,nuclear density gauge testing for soil and asphalt,soils boring and analysis and other related work. Because of the nature and need for the work,it is important for Mason County to receive prompt,reliable service on short notice. LETTERS OF INTEREST will be accepted by the Department of Public Works office at any time durine the 2019 year. Address: 100 W Public Works Drive, Shelton,WA 98584 MASON COUNTY RESERVES THE RIGHT to reject any or all Letters of Interest,waive informalities and accept the Letters of Interest that are in the best interest of Mason County. Dated this 18'b day of December 2019. PUBLLSH: 2t The Shelton-Mason County Journal 12/27/18&1/3/19 Bill: Mason County Dept of Public Works 2t Sun Newspaper—Daily 17127/18&1/3/19 100 W Public Works Drive Shelton,WA 98584 MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Jerry W. Hauth, Director Action Agenda DEPARTMENT: Public Works EXT: 450 COMMISSION MEETING DATE: December 18, 2018 Agenda Item # BRIEFING DATE: December 10, 2018 BRIEFING PRESENTED BY: Jerry Hauth and Sarah Grice [] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency: ITEM: 2019 Federal Highways Bridge Program Grant BACKGROUND: Public Works would like authorization to use the County MRSC Roster to select and enter into an agreement for a consultant to submit an application for the 2019 Federal Highways Bridge Program Grant. The consultant will review the grant call, gather necessary data, and draft a grant application. It is Public Works' recommendation that the County submit an application for the Harstine Island Bridge deck surface, but the consultant may determine that other bridges within the County are also eligible for maintenance grants. Mason County does not currently have any bridges eligible for replacement funding. BUDGET IMPACTS: The Road Fund, 105 has available capacity to cover all costs associated with this work. RECOMMENDED ACTION: Recommend the Board of County Commissioners authorize Public Works to utilize the County MRSC Roster to select a consultant to prepare a grant application for the 2019 Federal Highways Bridge Program Grant, and enter into an agreement. IIIf.0�-:�I rvt W , MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Dawn Twiddy Action Agenda x Public Hearing Other DEPARTMENT: Human Resources EXT: 422 COMMISSION MEETING DATE: 12/18/18 Agenda Item# $, (Commissioner staff to complete) BRIEFING DATE: 12/10/18,&May-June 2018 BRIEFING PRESENTED BY: Karen Herr [ ]ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM:Approval to amend Resolution No.90-18 to revise the Non-Represented Salary Scale Range Alignment by approving the reclassification request for the Permit Assistance Center Manager to a Range 33 Step 3,from a Range 32 Step 2,effective January 1,2019. Baclmround: Resolution 71-15 amended the Personnel Policy adding Chapter 5.3 Reclassification with an effective date of January 1,2016. Support Services Director provided their analysis to the Community Services Director and the Board of County Commissioners, with a recommendation of a reclassification of the Permit Assistance Center Manager to a Range 33, Step 3 from a Range 32, Step 2. A reclassification is evaluated,based on the policy,to determine if a majority of the job duties have changed to the extent they are more accurately reflected in another existing classification description and if they have changed the job to the extent the job entails a different skill set, which requires increase education or experience in order to perform the essential job functions. The new job description presented does meet the criteria for a reclassification. RECOMMENDED ACTION: Approval to amend Resolution 90-18 to revise the Non- Represented Salary Scale Range Alignment by approving the reclassification request for the Permit Assistance Center Manager to a Range 33,and place the incumbent in Step 3,from a Range 32, Step 2,effective January 1,2019. Attachment:Resolution,Non-Represented Salary Scale Range Alignment and new Position Description on file with Clerk of the Board. RESOLUTION NO. AMENDING RESOLUTION NO. 90-18 TO REVISE THE NON-REPRESENTED SALARY SCALE RANGE ALIGNEMENT BY APPROVING THE RECLASSIFICATION OF THE PERMIT ASSISTANCE CENTER MANAGER FROM SALARY RANGE 32 TO SALARY RANGE 33. WHEREAS, RCW 36.16.070 states that ... The Board shall fix the compensation of all employees..., WHEREAS, The Board has approved the reclassification of the Permit Assistance Center Manager from Salary Range 32 to Salary Range 33 and places the incumbent at Salary 33, Step 3 on the Non-Represented Salary Scale. NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners does hereby revise the Non-Represented Salary Scale Range Alignment approving the reclassification of the Permit Assistance Center Manager from Salary Range 32 to Salary Range 33 and places the incumbent at Salary Range 33, Step 3 on the Non-Represented Salary Scale. DATED this day of December 2018. BOARD OF COUNTY COMMISSIONERS ATTEST: MASON COUNTY, WASHINGTON Melissa Drewry, Clerk of the Board Randy Neatherlin, Chair APPROVED AS TO FORM: Terri Drexler, Commissioner Tim Whitehead, Chief DPA Kevin Shutty, Commissioner Attachment A NON-REPRESENTED SALARY RANGE ALIGNMENT SALARY RANGE NUMBER CLASSIFICATION TITLE JOB CLASS 46 Community Services Director 1015 Chief Deputy Prosecuting Attorney 2150 Public Works & Utilities Director 4005 Support Services Director 1156 Undersheriff 3000 44 Deputy Director Public Works/Utilities & Waste Mgmt 4010 County Engineer 4008 Interim Deputy Director Public Works 4006 43 Chief Public Defender 1160 Chief Criminal Deputy 3002 Chief Jail 3003 39 Chief Finance Officer 2000 38 DEM/IT/Parks & Trails Manager 2059 Road Operations & Maintenance/ER&R Manager 4020 Water & Wastewater Manager 4015 Chief Civil Deputy 3001 37 Administrator, Probation & Juvenile Services 1050 35 District Court Administrator 1180 Engineering and Construction Manager 4030 Superior Court Administrator 1190 Jail Lieutenant 3005 34 Assistant Road Operations & Maintenance Manager 4021 33 Deputy Administrator, Probation Services 1052 Engineer III 4033 Technical Services Manager 4220 Personal Health Manager 2171 Environmental Health Manager 2169 Planning Manager 2080 Permit Assistance Center Manager 2090 32 Permit AssistaRGe GeRter ManaW 2090 Budget Manager 1155 31 Public Works Finance Manager 2011 Page I 1 of 2 Attachment A NON-REPRESENTED SALARY RANGE ALIGNMENT SALARY RANGE NUMBER CLASSIFICATION TITLE JOB CLASS 29 Equipment Maintenance Supervisor 4080 Finance Manager 2010 Road Operations & Maintenance Supervisor 4022 Chief Deputy Treasurer 1139 Administrative Services Manager 1153 Human Resources/Risk Manager 1154 Chief Deputy Assessor 1099 Chief Appraiser 1107 Administrative Manager 2149 Facilities Manager 28 Engineer II 4032 27 Chief Deputy 1108 Elections Superintendent 1080 26 Engineer ) 4031 25 Program Manager 1 2200 Operations & Maintenance/ER&R Administrator 4200 Therapeutic Court Program Manager 2199 23 Public Works Office Administrator 21 Financial Analyst Risk & Safety Compliance Manager 1057 Personnel Analyst 1152 Noxious Weed Coordinator 2226 20 Office Manager 2040 19 Official Court Recorder/Judicial Assistant 1193 Official Court Recorder/Family Law Facilitator 1192 Clerk of the Board/Records Specialist 1056 Administrative Clerk 1055 17 Administrative Assistant 1040 13 Administrative Secretary 1046 Legal Secretary 2152 10 Receptionist/Secretary 2041 Therapeutic Courts Caseworker 1185 Page 12 of 2 RANGE ENTRY STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 "Step 0" 46 9,352.86 9,592.72 9,838.70 10,090.92 10,349.7/0 45 7,617.74 7,997.42 8,398.40 8,608.44 8,824.08 9,043.10 44 7,434.64 7,807.54 8,198.44 8,402.86 8,612.90 8,828.56 43 7,252.68 7,615.50 7,996.26 8,197.34 8,400.62 8,611.78 42 7,083.04 7,436.90 7,807.54 8,004.12 8,204.06 8,408.48 41 6,907.84 7,252.68 7,616.60 7,806.44 8,001.88 8,201.82 40 6,744.98 7,083.04 7,435.76 7,622.24 7,813.20 8,008.62 39 6,579.88 6,910.12 7,254.96 7,435.76 7,622.24 7,813.20 38 6,422.64 6,743.86 7,080.80 7,259.44 7,437.98 7,625.60 37 6,265.38 6,578.74 6,908.98 7,080.80 7,258.32 7,439.12 36 6,115.98 6,422.64 6,743.86 6,913.46 7,086.48 7,263.90 35 5,968.84 6,267.60 6,580.98 6,744.98 6,914.56 7,087.58 _ 34 5,827.32 6,117.12 6,423.76 6,584.36 6,749.46 6,917.98 33 5,684.64 5,968.84 6,267.60 6,423.76 6,584.36 6,749.46 32 5,551.00 5,828.44 6,118.22 6,270.98 6,428.22 6,588.86 31 5,411.74 5,683.52 5,967.72 6,115.98 6,269.84 6,427.10 30 5,285.88 5,549.86 5,827.32 5,973.30 6,120.46 6,274.32 29 5,157.88 5,413.98 5,684.64 5,828.44 5,973.30 6,122.72 28 5,034.28 5,285.88 5,549.86 5,688.00 5,831.80 5,977.82 27 4,911.88 5,156.74 5,412.84 5,549.86 5,688.00 5,829.58 26 4,795.06 5,034.28 5,285.88 5,416.20 5,553.22 5,692.52 25 4,677.12 4,910.72 5,155.66 5,284.76 5,415.10 5,552.10 24 4,567.06 4,795.06 5,034.28 5,160.12 5,288.161 5,421.86 23 4,454.68 4,677.12 4,910.72 5,034.28 5,160.12 5,288.16 22 4,349.14 4,567.06 4,796.20 4,915.24 5,037.66 5,163.46 21 4,242.42 4,454.68 4,678.24 4,795.06 4,914.12 5,036.56 20 4,140.22 4,348.02 4,565.92 4,679.34 4,797.30 4,916.38 19 4,040.22 4,242.42 4,454.68 4,567.06 4,680.48 4,798.42 18 3,944.78 4,141.34 4,349.14 4,456.96 4,569.30 4,682.76 17 3,848.18 4,041.34 4,243.56 4,350.28 4,458.08 4,570.42 16 3,756.06 3,944.78 4,141.34 4,245.82 4,351.40 4,459.20 15 .3,665.08 3,849.30 4,040.22 4,140.22 4,242.42 4,349.14 14 3,576.40 3,754.96 3,942.54 4,041.34 4,142.46 4,246.94 13 3,489.88 3,663.98 3,848.18 3,943.66 4,042.48 4;143.60 12 3,405.64 3,576.40 3,754.96 3,849.30 3,945.94 4,043.60 11 3,323.64 3,489.88. 3,663.98 3,756.06 3,850.42 3,945.94 10 3,245.00 3,405.64 3,576.40 3,665.08 3,757.20 3,851.54 9 3,165.26 3,323.64 3,489.88 3,576.40 3,666.22 3,757.20 8 3,090.00 3,242.74 3,405.64 3,491.00 3,577.48 3,667.34 7 3,013.62 3,165.26 3,323.64 3,405.64 3,491.00 3,579.76 6 2,942.88 3,091.16 3,245.00 3,325.88 3,408.98 3,494.38 5 2,870.98 3,013.62 3,165.26 3,245.00 3,325.88 3,408.98 4 2,803.60 2,942.88 3,091.16 3,168.68 3,248.38 3,328.16 3 2,735.06 2,872.10 3,014.74 3,091.16 3,168.68 3,248.38 2 2,668.80 2,802.46 2,942.88 3,015.84 3,092.26 3,168.68 1 1 2,605.901 2,735.061 2,870.98 1 2,942.881 3,015.84 3,092.26 RECLASSIFICATION REQUEST FORD Mason County Personnel Policy 5.3 Reclassification Policy INSTRUCTIONS: The following factors may be considered as evidence of possible efigibility. for reclassification: a. A majority of job duties have changed to the extent they are more accurately reflected in another existing classification description; b. A majority of job duties have changed to the extent the job entails a different skill set, which requires increased education or experience in order to perform essential job functions. DATE:4/24/2018 UNION-N/A DEPARTMENT:Community Services UNION APPROVAL:❑ RF,PARER: FLSA STATUS: HUMAN RESOURCES REVIEW: David Windom EXEMPT® DATE:Click here to enter a date. NON EXEMPT❑ REVIEWED BY: i CURRENT JOB TITLE:Permit Assistance Manager CURRENT SALARY RANGE: 32 PROPOSED NEW JOB TITLE:Permit Assistance Center Administrator PROPOSED NEW SALARY RANGE: 33 f ATTACHMENTS: CURRENT JOB DESCRIPTION:❑ PROPOSED JOB DESCRIPTION: i ACKGROI IND:.Community Service Director seeks to realign all management positions and salary levels ui a manner more representative of current work loads as well as projected work loads. j i� +I i i r i i I r ST(Specifically outline thejob duties&increased education requirements,which require a different skill set causing the increased education ence): on to all current duties,the new Permit Assistance Center Administrator also serves as the program manager for the integration of technology epartment ensuring that coordination occurs throughout the department,that the online permitting is developed,on-boarded and goes live on on budget.The Permit Assistance Administrator will be the designated online permitting manager as the system goes forward which requires coordination with the vendor and all divisions of Community Services and serves as the liaison to other county departments using the system. 'Ihe Permit Assistance Center Administrator is now directed to be the human resources coordinator for DCD coordinating with division leads, assessing HR needs and requirements for training,arranging training,screening applications,arranging interviews,and assisting the Director with human resources needs and administrative functions as directed. ASIS OF REQUEST(Reason why the position has now taken on the new job duties,outside of their normal type of work): This new responsibility adds significantly to the work load and changes the fiumction and focus of the PAC Manager to include senior administrative functions.The current permit system is no longer supported and the move to new software is an absolute necessity.By concentrating the responsibility to the Permit Assistance Administrator,the PAC becomes the hub for all things related to online permitting but requires a much higher level of coordination than before. ACTION REQUESTED:Increase the Permit Center Manager position from a Salary Range 32 to Salary Range 33. Elected Official/Department Head Signature J ` � � Date Human Resources Signature Date Does this request qualify for Reclassification? ❑Yes ❑No If"YES" department must prepare an Agenda Action Cover Sheet for BOCC approval. Is a Salary Range Resolution needed? ❑Yes❑No If"YES"Human Resources must prepare the resolution and attachment's necessary. Date Approved:Click here to enter a date. Once approved it is the responsibility of the department to submit a Personnel Action Form. 01, CpQ�A POSITION DESCRIPTION �xu Title: Permit Assistance Center Manager Department: Community Services Affiliation: Non-Represented Reports to: Community Services Director Exempt: X Non-Exempt: Supervises/Directs: Building Inspectors, Permit S ecialists, Fire Marshal Job Class: Risk Class: Salary Range: According to current Non- 2090 5306-07 Represented salary scale BOCC Approval Date: Director/ Human Resources Approval Date: GENERAL DESCRIPTION: Leads, plans and organizes the activities within the Permit Assistance Center (PAC). Provides professional services, as appropriate. Assures the efficient and effective use of PAC personnel, funds, material and time. Identifies, recommends, implements and maintains sound organizational practices within the PAC to ensure optimal customer service for the general public when seeking PAC assistance. Work is performed under the general direction of the Community Services Director. ESSENTIAL JOB FUNCTIONS: (Any one position may not include all of the duties listed nor do the listed examples include all tasks which may be found in positions of this class.) Directs PAC operations to achieve goals within budgeted funds and available personnel to ensure services are provided in an efficient and timely manner, to include: planning and organizing workloads and staff assignments; conducting regular and timely progress reviews of permits and inspections; and, directing changes in priorities and/or schedules, as required. Manages and coordinates the Permit Assistance Center activities of staff by planning and organizing workloads and assignments, conducting performance evaluations, monitoring and resolving grievances and other personnel matters and providing training to employees to aid in effective delivery of services to the general public. The PAC Manager now serves as the program manager for the integration of permitting technology into the county ensuring that coordination occurs throughout the county, that the online permitting is developed, on-boarded and goes live on time and on budget. The PAC Manager will be the designated online permitting manager as the system goes forward which requires coordination with the vendor and all divisions of Community Services and serves as the liaison to other county departments using the system. Implements policies, procedures and performance standards to assure efficient and effective activities that are in compliance with county guidelines, goals and objectives, and federal, state and local laws and statues. Reviews and analyzes existing practices and procedures to recommend improvements and changes as warranted. i Assists the Community Services Director in the preparation and administration of the PAC budget based on staffing, resource requirements, cost estimates, and Community Services Department goals and objectives. Monitors the budget to ensure adherence to approved levels and standards. Provides leadership and direction in developing goals and objectives for PAC operations. As necessary, coordinates PAC activities with other County departments and outside governmental agencies. Ensures enforcement of building and energy codes in the County conforms with state and federal building and energy codes. Leads the development and maintenance of systems and detailed records, files, and logs on computerized and manual record keeping systems to ensure accurate and reliable statistical reports and to provide for proper evaluation, control and documentation of PAC operations. Serves as the PAC Public Records Officer. OTHER JOB FUNCTIONS: Coordinates the resolution of inquiries, complaints, problems or emergencies affecting the availability, delivery or quality of service. Responds to the most sensitive or complex inquiries or service complaints. Analyzes and recommends improvements to PAC operating systems. Performs all other duties, as required. The Permit Assistance Manager is now directed to be the human resources coordinator for Department of Community Development coordinating with the Planning Manager, assessing HR needs and requirements for training, arranging training, screening applications, arranging interviews, and assisting the Director with human resources needs and administrative functions as directed. WORKING CONDITIONS: Work is performed in an office environment while sitting at a computer or desk operating general office equipment. May lift or move up to 20 pounds. QUALIFICATIONS: Duties are primarily performed in an office environment, but may require driving to meetings or on-site field inspections. Knowledge of • Management and supervision principles and best practices. • Legal requirements, regulations and laws applicable to area of responsibility. • Fiscal management, to include, budget preparation, expenditure control, and documentation. • Uniform and County building and energy codes, ordinances and regulations. • Practices, principles and procedures building code inspection and enforcement. • Human Resources policies and procedures Ability to • Plan, organize and oversee assigned work programs, to include monitoring work schedules and evaluating the work of others. • Develop PAC goals and objectives. • Analyze and evaluate PAC operations and, as required, develop and implement corrective actions. • Establish and maintain effective working relationships with employees, County Commissioners, other agencies and the general public. • Communicate effectively, both orally and in writing, with individuals and groups regarding complex or sensitive issues or regulations. • Physically perform the essential duties of the position. EDUCATION AND EXPERIENCE: Any equivalent combination of education and experience, which provides the applicant with the knowledge, skills, and abilities, required to perform the job. A typical way to obtain the knowledge and abilities would be: Bachelor degree in business or public administration coupled with five years of progressively responsible experience emphasizing customer service. At least two years of the required experience must have been as a supervisor or manager. Three years of comprehensive community development experience. LICENSES, CERTIFICATES AND OTHER REQUIREMENTS: Valid Washington State Driver's License REQUIRED TRAINING FOR THIS POSITION: Sexual Harassment & Discrimination —Annually Blood Borne Pathogens—Annually Smart Risk Management— Once Slip, Trip and Fall —Annually Safe Lifting Practices—Annually FEMA IS 100.c and 700.b All employee's-Once FMLA - Once REGULAR MONITORED DRIVER: X Yes No DEFENSIVE DRIVING-ALL ANNUALLY: Basics R is for Reverse Intersections Reduce Winter Weather Accidents General Auto Risk Program for Drivers Additional job specific trainings may be issued at a later date. Board of County Commissioners, Chair Approval: Date: I have read and understand the above position description: Name: Date: Signature: MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Peter Jones Action Agenda X Public Hearing Other DEPARTMENT: Public Defense EXT: COMMISSION MEETING DATE: Agenda Item # Commissioner staff to complete) BRIEFING DATE: 12/10/18 BRIEFING PRESENTED BY: Peter Jones [] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency: ITEM: Approval of contracts for Superior Court and District Court indigent defense services with the Law Office of Sean Taschner. BACKGROUND: This is a continuation of existing contracts for 2018 into 2019. BUDGET IMPACTS: This item has already been budgeted for as part of the existing 2019 budget. RECOMMENDED ACTION: Approve both contracts. ATTACHMENT(S): See contracts presented during 12/10/18 briefing, with corrected typographical error as addressed in that briefing. JAPeter\Admin Reports\Briefing Reports\12-18-18 agenda cover.doc 1 MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: MCCS Action Agenda _XX Public Hearing Other DEPARTMENT: Commissioners EXT: COMMISSION MEETING DATE: 18 December 2018 Agenda Item # g 10 Commissioner staff to complete) BRIEFING DATE: 10 Dec. 2018 BRIEFING PRESENTED BY: David Windom [] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency: ITEM: Mason County Housing Authority repair request for funding EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions) Request for up to $100,000 to repair and/or replace 12 decks and stairways serving second story apartments in the Fairmount Cove Apartment complex. BUDGET IMPACTS: Uses up to $100,000 from the 2163 fund from the 2019 budget year RECOMMENDED OR REQUESTED ACTION: Request approval ATTACHMENTS: Bid proposal 1 Mason County Housing Authority 415 N 6`' Street, Shelton, WA 98584 Proposal for Funds for Repair and Rehabilitation Location: Fairmount Coves Apartment, 940 Fairmount Ave., Shelton Funds requested: $160,000 for the purpose of replacment Of 12 decks and stairs serving second story apartments for 20 residents. Rationale: The City of Shelton building inspector, Sean Carlstrom, inspected the decks and stairs in mid August and delivered a letter to the housing authority requesting immediate action to replace and repair all decks and stairs. Repairs were made in a very timely manner, but replacement costs are beyond the means of the housing authority. These low income apartment buildings are funded through the Rural Development or RD program of the US Department of Agriculture. The buildings are inspected annually by the department administrator. His last inspection was done in June 2017, but there was no mention of need to replace the decks at that time. There have been several other emergency issues over the last year and funds for sewer pump replacement, electrical services and and water line replacements have been covered by our reserve funds. We requested an immediate bid including engineering plans to be delivered to the city planner, but the bid from IBI construction was over $303,000.00 and we knew we did not have the funds to to cover this estimated cost. Although we had to pay some amount Printed from Mason County DMS for the plans they drew for the project. For the last two months we have been requesting bids from three other construction companies and researching available funding for this project. Our second bid was from 4-J Construction DBA Contemporary Decks. We have met with the company owner and representatives two more times and their original bid was well drafted including options for specifications such as type of materials used for the project. The last two bids were from Steve Unkie Construction for $296 and Integrated Construction with a bid for repairs only. However, we were informed by RD that they will also need to review and approve the plans and they would only approve replacement proposals. Project work will be done by : 4-J Construction 3020 Gravelly Beach Lp. NW Olympia, WA 98502 360-951-9387 email: contemporarydeck@a,aol.com John Wilson, project manager/Sales 360-451-4080 Printed frorn Mason County CAMS 1 Contemporary Decks "Over 25 Years Experience" 360-951-9387 Lic#4]C0N**046N2 Proposal Date: 10/1/2018 From: 44 Construction (DBA Contemporary Decks) 3020 Gravelly Beach Lp.NW Olympia, WA 98502 (360)951-9387 email: contemporarydeck m,aol.com Submitted To: Kathy Haigh Address: 940 Fairmount Ave. Shelton, WA 98584 email: kathaigh(a aol.com Scope of Work: • Demo and haul away existing deck framing, decking boards, railing, and stairs on all 12 decks • Composite deck will be built relevant to City of Shelton building code requirements • Bid includes 939 square feet of decking on the 5 buildings closest to the water and 988 square feet of decking on the 5 building closest to the road • Support posts will be 4"x 4"pressure treated material • Posts will be set in a minimum 12"x 12"x 12" concrete footing or pier pad with a 4"galvanized saddle • The blocking, ledger,rim, and joists for framing of the deck will be a minimum of 2" x 6"pressure treated material • The joists will be laid out 16" on center • All hangers, lag bolts, and nails will be galvanized Printed from Mason County CAMS Page 2 • Decking material will be Trex Select composite material; color to be determined before the job begins • Decking boards will be fastened with composite decking screws that match the decking color • Fascia board material will be preprimed white, wood, trim that can be painted • Bid includes 275 lineal feet of tight knot cedar rail in 5 buildings closest to the water and 295 lineal feet of tight knot cedar rail in 5 buildings closest to the road • The rail will be all tight knot cedar material and will include 4"x 4" posts, 2"x 2"pickets (running vertically and spaced no more than 4" apart), 1"x 4" sandwich boards, and a 5/4"x 4"top cap • Bid includes 284 square feet of stair material in 5 buildings closest to the water and 324 square feet of stair material in 5 buildings closest to the road • The stairs will have 4"x 4"pressure treated posts and 2" x 12" pressure treated stringers (if we install concrete treads, then we will use 4"x 12"pressure treated framing) • The stairs will have Trex Select composite decking boards • The job site will be left in a clean manner at all times • One deck will be completed per day for safety and increased access to each dwelling • Scraps and leftover materials will be removed at the end of the project • Provide and guarantee all materials and workmanship for five-years • The manufacturer's warranty applies to all pressure treated and composite decking materials PRICING For all the work listed above: 1. Demo and haul away existing deck material (1927 sq/ft): $ 5,781. 2. Build new deck with Trex Select decking (1927 sq/ft): ... $ 44,321. 3. Install tight knot cedar rail on the deck and stairs (570 If):$ 16,530. 4. Build new stairs with Trex Select decking (608 sq/ft): ....$ 16,416. Subtotal: $ 83,048.00+ tag Printed from Mason County CAMS r ' Page 3 Proposal does not include: • Permit Fee: we will obtain the permit and ask that you reimburse us for this expense upon receiving a receipt from the City building department • Engineering Fee: this is required for the building permit; this additional fee will be $ 6,000. +tax • Procurement Fee: this includes obtaining all necessary documents such as building plans, meeting with the engineer and City building inspectors, delivery of materials, and anything else needed to complete the job that is not included in the bid: this additional fee is $ 1,000. +tax • Stain/Paint Labor and Materials • Hidden Fasteners OPTIONS For specifications listed above (items 1-4 under"PRICING"): 1. Demo/haul away material, build new deck with 5/4"x 4" tight knot cedar, install tight knot cedar rail, and build stairs with 5/4" x 4"tight knot cedar decking boards: ............ ...... ........... $ 68,343.00 +tax 2. Install concrete treads on the stairs with 4"x 12"pressure treated framing (608 sq/ft): ......... ...... ... ......... ........... $ 30,400.00 + tax Suggested payment plan: one-third due when contract is signed, one-third due when materials arrive to the job (i.e., start date), and remaining balance due when work is completed to owner's satisfaction. All work to be completed in a workmanlike manner according to industry standards and building code requirements. Any alteration or deviation from above specifications involving extra costs will be executed only upon written orders, and will become an extra charge over and above the estimate. This proposal subject to acceptance within 30 days and is void thereafter as the option of the undersigned. Printed from Masan COUnty DMS . t Page 4 Acceptance of the Proposal The above prices, specifications, and conditions are hereby accepted. You are authorized to do the work as specified. Payment will be made as specified above. Accepted: Kathy Haigh, Representative Date: 44 Construction: (DBA Contemporary Decks) Date: Printed from Mason County CAMS Re: 4-J Construction/Contemporary Decks Proposal Page l of 2 From: JOHN M.WILSON<jjWIson33@comcast.net> To: Kathy Haigh<kathaigh@aol.com> Subject: Re:4-J Construction/Contemporary Decks Proposal Date: Tue,Oct 2,2018 9:51 am Kathy, Thanks for letting me know that you got the proposal. -John On October 2, 2018 at 9:33 AM Kathy Haigh<kathaigh@aol.com> wrote: I have received the information and I am very pleased with this proposal. I will need about 1 week to get approval from my board and support for funding. But if talks go well tomorrow with the Timberland Bank the should be able to move forward within a few weeks. Thank you so much. Kathy Haigh Mason County Housing Authority,chairperson ----Original Message-- From: JOHN M. WILSON <jjwilson33@comcast.net> To: kathaigh<kathaigh@aol.com> Sent: Mon, Oct 1, 2018 10:58 pm Subject: 4-J Construction/Contemporary Decks Proposal Kathy, Please find our proposal attached to this email in a PDF file. Please let me know that you received it and were able to view the PDF without any technical issues by simply responding to this email with "OK." I also attached a reference list of former customers to help you vet our company. I included additional fees on the contract. It is difficult to predict how much the City of Shelton will charge for the permit (I would estimate about $ 400 per deck or $ 4,800. - that could be on the high end). After consulting with our engineer, we are charging $ 500. per deck or $ 6,000. We charge a $ 1,000. procurement fee that includes drawings we need for our engineer as well as additional time spent obtaining the necessary documents for the permit and all the other work not described in the proposal, but is required to get the job done (e.g., inspections). Total fees will be $ 7,000.00 + tax, plus the cost of the building permit. We will show you the receipt and just ask that you reimburse us for the amount for the permit fees. We don't make any money on this, but feel that the $ 1,000. procurement fee covers all the time meeting with the City building department to obtain the permit. This can take several meetings, not to mention all the inspections that will be required by the City. If you have any further questions, please don't hesitate to give me a call or email. Thanks for the opportunity to bid this job. If you would like to meet the owner of the company (and the person building the decks), please let me know and we can set up a time to review the proposal and answer any further questions you may have about the project. Printed from Mason County CAMS https://mail.aol.com/webmail-std/en-us/PrintMessage 1013/2018 Contemporary Decks 360.951 .9387 Licensed/Bonded/Insured_ Lic. #4jcon**046n2 Deck References 1. Kathleen Penner 360-866-0084 1000 Sq./Ft Composite Deck with Patio Cover 2. David Reed 253-250-5259 300 Sq./Ft PVC Deck 3. Jamie Downing 360-485-5511 1200 Sq./Ft. Composite Deck with Patio Cover 4. Chris Juergens 360-539-5975 500 Sq./Ft. Composite Deck 5. Lauri Bell 253-226-2432 400 Sq./Ft Cedar Deck 6. Brian Nicholes 360-789-7589 400 Sq.Ft. Cedar Deck/Front Porch 7. Ryan Plughoff 360-459-3236 600 Sq./Ft. Composite Deck 8. Ryan Smith 360-480-7028 600 Sq.Ft. Concrete Stained Patio with Cedar Benches Printed from Mason County DMS MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Eugene Austin, Law Library Chair and Action Agenda X Rachelle Osman, Law Librarian Public Hearing Other DEPARTMENT: Law Library Committee EXT: COMMISSION MEETING DATE: 12/18/18 Agenda Item # (Commissioner staff to complete) BRIEFING DATE: 4/16/18 BRIEFING PRESENTED BY: Peter Jones, Law Library Board of Trustee Member [] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency: ITEM: Extension of current contract between the Mason County Law Library fund and Westlaw for continued service for 2019 through 2024. BACKGROUND: In May of this year the commission approved an extension of the contract with Westlaw in support of the Law Library. (A copy of the Agenda Item Summary dated May 1, 2018 is attached) This extension was for the remainder of 2018 with the understanding that a new 5 year contract with Westlaw would be negotiated to begin in January of 2019. This new agreement would reduce the amount of annual increase imposed by Westlaw and better align the contract with the county's normal budgetary cycle. The new contract maintains Westlaw service levels, providing two user accounts for the general public and one account for jail use. The jail requires its own user account for security and liability reasons. The new contract also limits the yearly rate increase to 1% per year, which is substantially below the 3% to 7% increases usually sought by Westlaw. This will result in savings to the county over the life of the contract when compared to entering into single year agreements. Further, per agreement with Westlaw, to obtain the agreed pricing, it is necessary to finalize the contract by the end of the year. The Law Library Committee believes that accepting this contract the best interest of the population that most needs access to Law Library services and the county in general. BUDGET IMPACTS: Negligible. These contracts will limit yearly increases to 1%, which is less than what is typical with Westlaw contracts. Approving the agreements would guarantee a certain and known cost that will simplify future budgeting. This is funded via the Law Library fund, and no part of this contract would be a portion of the General Fund. RECOMMENDED ACTION: Approval of the attached proposed contracts. ATTACHMENT(S): Proposed Contracts. 1.) The Law Library Access Contract with two seats (meaning two simultaneous users) contract amount is $986.01/ mo. 2.) Correctional Access Contract for $490.00/mo. Totaling $ Totaling $1,490.77 (before taxes) and 1% increases per year ($1,490.77/mo. 1st year). Previous contact amount was $1,476.01/mo. 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EXECUTIVE SUMMARY: (If applicable, please include available options and potential New solutions) The Sheriff's Office in 2018 has had more resignations, layoffs, and patrol personnel off duty due to illness or injury than could reasonably be anticipated; consequently, funds remain in the Salaries & Benefits budget. Although the sheriff's office was missing roughly 18% of the patrol division personnel this year, the office still managed to expend over 95% of the traffic funds. Our patrol personnel spent over 40% of their time on traffic functions, significantly more than the 30% we predicted at the beginning of 2018. However, due to the roughly 18% average reduction in the patrol workforce we anticipate being approximately $100,000 under our $2.16 million dollar traffic enforcement target. A transfer from wages and benefits will allow the county to purchase 2 vehicles and the equipment to upfit them. Up to $100,000 of vehicles and equipment are allowable expenses towards traffic policing and would substantially close the gap we've realized due to a shortage in time and effort hours. Approval of the transfer request also would bring to 4 the number of vehicles we purchase this year and will significantly help the county in 2019. Vehicles purchased in 2018 reduces the number of vehicles needed in 2019 to maintain our aging patrol vehicle fleet. MCSO personnel have closely monitored the budget, with the help of Frank Pinter and Jennifer Beierle, and tightly controlled spending so that this opportunity would be available to the county. BUDGET IMPACTS: No additional costs to Current Expense. RECOMMENDED ACTION: Authorization to transfer from the Salaries & Benefits budget to the Operating budget the balance of available Salaries & Benefits as needed up to $140,000. ATTACHMENTS: S MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Chief Hanson DEPARTMENT: MCSO/Jail 6(41 BRIEFING DATE: December 17,2018 PREVIOUS BRIEFING DATES: (If this is a follow-up briefing, please provide only new information) ITEM: Request to place on the December 18 Commission agenda, Amendment #1 to Department of Ecology grant No. W2RCLCP-1719-MaCoSO-00032 adding $36,000 to the Litter Pickup and Illegal Dump Clean up grant. EXECUTIVE SUMMARY: This grant program is managed by Chief Hanson, Mason County Jail. RECOMMENDED OR REQUESTED ACTION: Request to place on the December 18 Commission agenda, Amendment #1 to Department of Ecology grant No. W2RCLCP-1719-MaCoSO-00032 adding $36,000 to the Litter Pickup and Illegal Dump Clean up grant. ATTACHMENTS: Amendment Briefing Summary 12/13/2018 tam' 0: . DEPARTMENT OF ECOLOGY illigiRli State of Washington AMENDMENT NO. 1 TO AGREEMENT NO.W2RCLCP-1719-MaCoSO-00032 BETWEEN THE STATE OF WASHINGTON DEPARTMENT OF ECOLOGY AND Mason County Sheriffs Office PURPOSE: To amend the above-referenced agreement(AGREEMENT)between the state of Washington Department of Ecology(ECOLOGY)and Mason County Sheriffs Office(RECIPIENT)for the CLCP 2017-2019(PROJECT). 1 To add$36,000 in funds,to Task One: Litter Pickup and Illegal Dump Cleanup,in order to continue the program. These extra funds will be put towards salaries/benefits and supplies. This would increase their output to an additional: 145,000 lbs picked up on roadways 80,000 pounds of litter cleaned at illegal dumps 100 illegal dumps cleaned 1500 hours worked by supervisors Additionally $1223.76 will be moved from Task Two: Tools and Trucks,to Task One:Litter Pickup and Illegal Dump Cleanup,for a new total of$78,223.76 in Task One. IT IS MUTUALLY AGREED that the AGREEMENT is amended as follows: Total Cost: Original: 131,000.00 Amended: 167,000.00 Total Eligible Cost: Original: 46,000.00 Amended: 82,000.00 CHANGES TO THE BUDGET Funding Distribution EG170215 Funding Title: Mason County CLCP Grant 2017-2019 Funding Type: Grant Funding Effective Date: 07/01/2017 Funding Expiration Date: 06/30/2019 Funding Source: Title: Litter Account/WRRLCA 044 250 Type: State Funding Source%: 100% Description: 044 WRRLCA Version 10/30/2015 States of Washington Department of Ecology Page 2 of 6 ' Mason County Sheriffs Office CLCP 2017-2019 Project Agreement No.W2RCLCP-1719-MaCoSO-00032 Amendment No.1 Approved Indirect Costs Rate: Approved Rate Negotiated Between ECOLOGY and RECIPIENT: 0% Recipient Match%: 0% InKind Interlocal Allowed: No InKind Other Allowed: No Is this Funding Distribution used to match a federal grant? No Mason County CLCP Grant 2017-2019 Task Total Tools and Trucks $ 3,776.24 Litter Pickup and Illegal Dump Cleanup $ 78,223.76 Total: $ 82,000.00 CHANGES TO SCOPE OF WORK Task Number: 1 Task Cost: $78,223.76 Task Title: Litter Pickup and Illegal Dump Cleanup Task Description: The RECIPIENT shall coordinate a supervisor and three to six inmates on a crew that works eight(8)hours a day and two to four(2-4)days per week year round,as weather permits,to pick up litter and clean up illegal dumpsites. The work crew will separate recyclables from litter as practicable. The RECIPIENT shall coordinate a second crew with a supervisor and two to five Community Service Workers supplied by the Court's alternative sentencing program. They will clean county roadways and illegally dumped materials from remote public areas on Federal Parks, State Parks,Department of Natural Resources(DNR)Lands etc. The RECIPIENT will coordinate with the Mason County Roads Department or Washington State Department of Transportation for the collection and disposal of bags,or the crew will transport the bags to the county transfer station for disposal. The RECIPIENT shall coordinate scheduled cleanup in partnership with the State Department of Transportation and the Ecology Youth Corps to avoid duplication of effort. The RECIPIENT will be responsible for all safety training and will ensure the proper equipment is used. Signs and cones will be used to ensure the safety of workers in traffic areas. The supervisor may attend the DEPARTMENT'S sponsored safety trainings as his/her schedule permits. Eligible Costs: The RECIPIENT will use awarded funds for the following: • Litter crew supervisor's salary and benefits which is solely dedicated to litter pickup efforts • Grant-eligible training • Purchase necessary equipment,tools,and supplies(safety vests,rain gear,traffic signs,bags,gloves) • Grant-eligible disposal costs • 10%administration costs Version 10/30/2015 Stats of Washington Department of Ecology Page 3 of 6 Mason County Sheriffs Office CLCP 2017-2019 Project Agreement No.W2RCLCP-1719-MaCoSO-00032 Amendment No.1 Community Investments: Mason County Roads Department will continue to pickup larger items placed along county right-of-ways;Mason County staff for administration;Mason County will pay for vehicle fuel and maintenance and some disposal fees. The RECIPIENT will pay for all administrative expenses, vehicle maintenance and fuel expenses,and some of the disposal costs. Task Goal Statement: The RECIPIENT will clean county roads and state highways throughout Mason County and illegally dumped materials from remote public access areas in order to keep Mason County clean and free of litter. Task Expected Outcome: 350 Road miles to be cleaned 300000 Pounds of litter collected 0 Acres to be cleaned 175,000 Pounds of debris from illegal dumps 450 Illegal dumps to be cleaned 2,300 Supervisor hours 0 Pounds of material recycled 6,000 Total crew hours Recipient Task Coordinator: Theresia Ehrich Deliverables Number Description Due Date 1.1 350 Road miles cleaned 1.2 Acres cleaned 1.3 Illegal dumps cleaned 1.4 Pounds of material recycled 1.5 Pounds of litter picked up on roadways 1.6 Pounds of illegal dump debris collected 1.7 Supervisor hours worked 1.8 Crew member hours worked CHANGES TO SCOPE OF WORK Task Number: 2 Task Cost: $3,776.24 Task Title: Tools and Trucks Task Description: To purchase a utility trailer. This trailer will be attached to the van or truck, and will be used to haul the litter picked up by the litter crews. Version 10/30/2015 State.of Washington Department of Ecology Page 4 of 6 ' Mason County Sheriffs Office CLCP 2017-2019 Project Agreement No.W2RCLCP-1719-MaCoSO-00032 Amendment No. I Task Goal Statement: To purchase a utility trailer. Task Expected Outcome: By purchasing the utility trailer, crews will be able to haul the litter to the dump/transfer station,thereby completing one of the tasks in Task One of this grant. Recipient Task Coordinator: Theresia Ehrich Deliverables Number Description Due Date 2.1 To purchase a utility trailer. Version 10/30/2015 Stats of Washington Department of Ecology Page 5 of 6 ' Mason County Sheriffs Office CLCP 2017-2019 Project Agreement No.W2RCLCP-1719-MaCoSO-00032 Amendment No. 1 Funding Distribution Summary Recipient/Ecology Share Funding Distribution Name Recipient Match % Recipient Share Ecology Share Total Mason County CLCP Grant 0 % $ 0.00 $ 82,000.00 $ 82,000.00 2017-2019 Total $ 0.00 $ 82,000.00 $ 82,000.00 Version 10/30/2015 State of Washington Department of Ecology Page 6 of 6 , Mason County Sheriffs Office CLCP 2017-2019 Project Agreement No.W2RCLCP-1719-MaCoSO-00032 Amendment No. 1 AUTHORIZING SIGNATURES All other terms and conditions of the original Agreement including any Amendments remain in full force and effect, except as expressly provided by this Amendment. The signatories to this Amendment represent that they have the authority to execute this Amendment and bind their respective organizations to this Amendment. This amendment will be effective 11/01/2018. IN WITNESS WHEREOF:the parties hereto,having read this Amendment in its entirety, including all attachments, do agree in each and every particular and have thus set their hands hereunto. Washington State Mason County Sheriffs Office Department of Ecology By: By: Laurie Davies Date Kevin f Hanson Date Waste 2 Resources Chief of Corrections Program Manager Random Q h ,-t-4' Commissioner Date Template Approved to Form by Attorney General's Office Version 10/30/2015 MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Dave Windom / Todd Parker Action Agenda _X_ Public Hearing Other DEPARTMENT: Community Services EXT: COMMISSION MEETING DATE: 12/18/18 Agenda Item # g.1 (Commissioner staff to complete) BRIEFING DATE: 12/3/18 BRIEFING PRESENTED BY: Todd Parker [] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency: ITEM: Training — Olympic College Non-profit Leadership Certificate Program Background: To increase leadership capacity among the non-profit organizations that conduct housing and homelessness services in Mason County and are funded with Local Document Recording Fees. RECOMMENDED ACTION: Approve contract amendments of up to $2,000 each to North Mason Resources and Turning Pointe Survivor Advocacy Center for Olympic College's Non-Profit Leadership Certification Program for Winter and Spring Term 2019. Attachment(s): Contract Amendments: North Mason Resources and Turning Pointe Survivor Advocacy I:\Community Services-Public Health\PH_12.18.18 Consent Agenda_OC College.doc Contract Between Mason County and North Mason Resources Professional Services Contract#NMR-2018.1 Amendment # 1 The purpose of this amendment is to increase the total award of the contract. IT IS MUTUALLY AGREED THEREFORE: That the Original Contract is hereby amended as follows: 1. TOTAL AWARD Up to $2,000 dollars is awarded for training to be used toward the Olympic College Non-Profit Leadership Program Certification for Winter and Spring Term 2019. ALL OTHER TERMS AND CONDITIONS of the original Contract and any subsequent amendments hereto remain in full force and effect. IN WITNESS WHEREOF,the undersigned has affixed his/her signature in execution thereof on the day of , 2018. CONTRACTOR MASON COUNTY Steve Abels Randy Neatherlin, Chair North Mason Resources, Executive Director Mason County Board of County Commissioners 1 Contract Between Mason County and Turning Pointe Survivor Advocacy Center Professional Services Contract#TPSA-2018.2 Amendment # 1 The purpose of this amendment is to increase the total award of the contract. IT IS MUTUALLY AGREED THEREFORE: That the Original Contract is hereby amended as follows: 1. TOTAL AWARD Up to $2,000 dollars is awarded for training to be used toward the Olympic College Non-Profit Leadership Program Certification for Winter and Spring Term 2019. ALL OTHER TERMS AND CONDITIONS of the original Contract and any subsequent amendments hereto remain in full force and effect. IN WITNESS WHEREOF, the undersigned has affixed his/her signature in execution thereof on the day of , 2018. CONTRACTOR MASON COUNTY Gina Blanchard-Reed Randy Neatherlin, Chair Turning Pointe Survivor Advocacy Center, Mason County Board of County Commissioners Executive Director 1 MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Jennifer Beierle Action Agenda _X_ Public Hearing Other DEPARTMENT: Support Services EXT: 532 DATE: December 18, 2018 Agenda Item # g IS (Commissioner staff to complete) BRIEFING DATE: BRIEFING PRESENTED BY: Jennifer Beierle [ X ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency Item: Set a Public Hearing on January 8, 2019 at 9:30 a.m. to consider approval of a special budget transfer request to the 2018 budget. Background: Budget transfer request in REET 1 Funds in order to record the purchase and assume the loan on the Olsen Building in the 2018 budget year. The last public hearing for budget transfers and amendments was scheduled and carried out on December 11, 2018, and the building purchase was approved by the BOCC the same day. There is not adequate time to include an additional public hearing in 2018, and the State Auditor's Office has agreed that this is a special circumstance in which a public hearing to amend the 2018 budget is appropriate to complete in 2019. Budget Impacts: The net impact is zero dollars. Recommended Action: Request to set a public hearing for January 8th at 9:30 a.m. in order to consider the approval of the following budget transfer to the 2018 Budget: Budget Transfer: $825,000 Increase to REET 1 Fund 350 — Beginning Fund Balance $825,000 Increase to REET 1 Fund 350— Building Loan In order to record the purchase and assume the loan on the Olsen Building J:\Budget Office\Jennifer\Briefing,Agenda,& Public Hearing Items\Budget Hearings\20I8\1.8.19 Budget Hearing lnfo\Budget Action Agenda for 2018 Hearing 1.8.19.doc MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Jennifer Beierle Action Agenda Public Hearing X Other DEPARTMENT: Support Services EXT: 532 COMMISSION MEETING DATE: December 18, 2018 Agenda Item # (Continued from 11/27/18 Public Hearing) (Commissioner staff to complete) BRIEFING DATE: BRIEFING PRESENTED BY: Jennifer Beierle [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Certify to the County Assessor the amount of taxes levied for county purposes and the amount of taxes levied for collection in 2019. Background: Pursuant to RCW 84.52.070, the Commissioners must certify to the County Assessor the amount of taxes levied for county purposes and for each taxing district by adoption of a resolution by November 30. Recommended Action: 1) Resolution certifying levies to Assessor (due November 30) Move to adopt the resolution certifying to the County Assessor the property tax levies for collection in 2019. J:\Budget Adoption Info\2019\Agenda Items&Resolutions\Cover for Nov 27 hearing-certify levies-2.doc RESOLUTION NO. A RESOLUTION CERTIFYING PROPERTY TAX LEVIES FOR COLLECTION IN 2019 WHEREAS, the Board of Mason County Commissioners must by law (RCW 84.52.070) certify to the Mason County Assessor the amount of taxes levied upon the property in the county for county purposes, and the respective amounts of taxes levied by the Board for each city, town and taxing district, within or coextensive with the County, for city, town or district purposes; and, NOW, THEREFORE, BE IT RESOLVED, by the Board of Mason County Commissioners that the attached schedule constitutes the levies for the county, cities and taxing districts on all taxable property in Mason County, Washington, as shown by the assessment rolls for the year 2019. BE IT FURTHER RESOLVED, that should the valuation of one or more districts change significantly, the County Assessor with permission of the taxing district, is hereby authorized to adjust the amount of taxes levied, upon written notification to the Mason County Board of Commissioners. Dated this day of 2018. BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON ATTEST: Randy Neatherlin, Chair Melissa Drewry, Clerk of the Board APPROVED AS TO FORM: Terri Drexler, Commissioner Tim Whitehead, Chief DPA Kevin Shutty, Commissioner J:\Budget Adoption Info\2019\Agenda Items&Resolutions\Resolutions\Resolution Certification of Levies to Assessor Nov 27 hrg.docx 2019 MASON COUNTY LEVY CERTIFICATION REQUESTS County $ 10,207,397.50 City of Shelton $ 2,353,310.42 Current Expense(CE) $ 9,873,715.21 General $ 2,037,616.73 Mental Health $ 205,019.21 Firemen's Pension $ - Veteran's Relief $ 92,239.87 EMS $ 313,262.10 Refund $ 36,423.21 1 Refund $ 2,431.59 Bond $ - County Road $ 10,947,189.97 General $ 8,744,439.06 Shelton Metropolitan Park $ 493,377.57 Diversion to CE $ 2,160,000.00 General $ 492,918.93 Refund $ 42,750.91 Refund $ 458.64 Hos ital Districts General Refund Total #1 $ 2,248,030.00 $ 13,842.60 $ 2,261,872.60 42 $ 411,765.00 $ - $ 411,765.00 Port Districts General Refund Total Allyn $ 286,613.90 $ 291.51 $ 286,905.41 Dewatto $ 41,997.42 $ - $ 41,997.42 Grapeview $ 26,225.00 $ - $ 26,225.00 Hoodsport $ 96,066.64 $ 456.61 $ 96,523.25 Shelton $ 775,000.00 $ $ 775,000.00 *Joint District School Districts Enrichment Refund Bond Total #42 Southside $ 573,905.00 $ - $ 285,000.00 $ 858,905.00 #54 Grapeview $ 736,752.00 $ - $ 900,000.00 $ 1,636,752.00 #65* McCleary $ 800,000.00 $ - $ 510,000.00 $ 1,310,000.00 #68/137* Elma $ 2,514,435.00 $ - $ - $ 2,514,435.00 #309 Shelton $ 4,595,183.00 $ 29,043.11 $ 5,704,449.00 $ 10,328,675.11 #311* Mary M.Knight $ 505,862.00 $ - $ - $ 505,862.00 #402 Pioneer $ 2,641,258.00 $ - $ 1,450,000.00 $ 4,091,258.00 #403* North Mason $ 4,654,330.00 $ 20,107.10 $ 2,786,013.00 $ 7,460,450.10 #404 lHood Canal $ 1,914,895.00 $ - $ 815,000.00 $ 2,729,895.00 Fire Districts Expense EMS Refund Bond Total #1 $ 129,000.00 $ 48,000.00 $ 521.63 $ - $ 177,521.63 #3 $ 414,897.00 $ 157,260.00 $ - $ - $ 572,157.00 #4 $ 1,010,131.00 $ 355,175.00 $ 1,365,306.00 #5 $ 3,175,873.08 $ 1,098,409.00 $ 581.51 $ - $ 4,274,863.59 #6 $ 571,373.00 $ 148,579.00 $ 65,395.00 $ - $ 785,347.00 #9 $ 93,633.70 $ - $ - $ - $ 93,633.70 NMRFA* $ 2,475,021.16 $ 856,133.17 $ 5,000.00 $ - $ 3,336,154.33 411 $ 263,680.26 $ 91,536.10 $ 2,284.94 $ - $ 357,501.30 #12* $ 180,064.66 $ 62,352.05 $ 725.19 $ - $ 243,141.90 #13 $ 250,000.00 $ 93,000.00 $ - $ - $ 343,000.00 #16 $ 189,295.46 $ - $ 879.75 $ - $ 190,175.21 417 $ 84,000.00 $ 41,000.00 $ - $ - $ 125,000.00 418 $ 229,365.27 $ 65,401.95 $ 1,565.66 1 $ 92,000.00 $ 388,332.88 MASON COUNTY AGENDA ITEM SUMMARY FORM To: Board of Mason County Commissioners From: Kell Rowen, Planning Manager Action Agenda ❑ Public Hearing Q Other ❑ Department: Community Services Ext: 286 Date: December 18, 2018 Agenda Item #/Q,,,,L (Commissioner Staff To Complete) Briefing Dates: 10/16, 11/19, 11/26, 12/10 and 12/17/2018 Briefing Presented By: Kell Rowen [ ] Item Was Not Previously Briefed With The Board Please Provide Explanation Of Urgency ITEM: Public hearing December 3.8, 2018 at 9:3o a.m.to consider adopting a Public Benefit Rating System in place of the current Open Space program. BACKGROUND: The Planning Department has worked on drafting a Public Benefit Rating System over the past couple of years. The Planning Advisory Commission held several public meetings and public hearings to consider the PBRS.The PAC recommended approval of the Draft PBRS on September 17, 2018 and again (after re-review) on November 19, 2018(PBRS document dated November 20, 2018). RECOMMENDED ACTION: Board of County Commissioners shall approve the proposed PBRS as described and amended. ATTACHMENT(S): Staff Report Draft PBRS Ordinance 12/11/2018 STAFF REPORT A PUBLIC HEARING for proposed addition to the Development Regulations, Section 17.18 relating to a PUBLIC BENEFIT RATING SYSTEM 1. Contact Person Kell Rowen, Planning Manager Mason County Community Services 615 W. Alder St.; Shelton, WA 98584 360.427.9670 ext. 286 2. Introduction Mason County Planning Staff on behalf of the Mason County Board of County Commissioners (BOCC) and in coordination with the Assessor's Office and the Planning Advisory Commission (PAC), has drafted a Public Benefit Rating System (PBRS) in lieu of the current Open Space program. 3. Discussion The Open Space Taxation Act, RCW 84.34, provides an incentive to private landowners to preserve important natural resources by offering direct property-tax relief for retaining natural features that provide a public benefit. By applying the "public benefit rating system" as provided for in state law, local governments can quantify and demonstrate the public benefit of tax relief that is being given to private property owners. The County can clearly define program enrollment criteria to target property selection to only those attributes and public benefits most desirable for their community's needs. Under the current generic approach for Open Space enrollment in Mason County, there are nearly 300 property owners receiving the tax relief. Neither public access nor public benefit have been quantified for these properties. The current process for evaluating Open Space in Mason County consists only of determining whether a parcel of land meets the minimum qualifications of the program, regardless of the quality or quantity of benefits being provided to the public. A PBRS provides a way of extending tax relief in a way that is representative of the corresponding benefits the land provides. If previously classified open space land does not qualify for classification under the newly adopted PBRS, the land will retain its status as open space, but may not receive any tax relief. Alternatively, the owner may request to be removed from the program without payment of additional tax, interest or penalty. Staff ReportBOCC 12-18-2018 Page 1 12/11/2018 4. Recommendations 1. Planning Staff recommends that the BOCC adopt the PBRS as recommended for approval by the PAC on November 19, 2018 (PBRS document dated 11-20-2018). 2. Planning Staff recommends that the BOCC allow the Planning Department to reevaluate all properties currently in the Open Space program under the PBRS for the 2021 tax year (reevaluations due by June 2020). Staff Report BOCC 12-18-2018 Page 2 12/11/2018 DRAFT Chapter 17.18–Mason County Public Benefit Rating System Sections: 17.18.010—Purpose and intent. 17.18.020—Definitions. 17.18.030—Operation of the county public benefit rating system. 17.18.035—Eligibility of high, medium and low priority public benefit resources. 17.18.040—Ineligible lands. 17.18.050—Assessed valuation schedule—Public benefit rating system. 17.18.070—Basis of assessment. 17.18.080—Application to the county under the public benefit rating system. 17.18.090—Application fees. 17.18.100—Time to file. 17.18.110—Application review. 17.18.120—Board decision. 17.18.130—Unincorporated lands. 17.18.140—Incorporated lands. 17.18.150—Monitoring for compliance. 17.18.160—Removal of land classification by county assessor. 17.18.170—When removal of land is not subject to additional tax, interest, and penalties. 17.18.180—Transfer of lands between certain current use taxation classifications. 17.18.190—Owner may request withdrawal from classification. 17.18.200—Action on withdrawal from classification. 17.18.210—Owner to notify assessor of change in use in classification. 17.18.220—Sale of open space classified land. 17.18.230—Review of previously approved open space applications. 17.18.240—Duties of the Planning Commission. 17.18.250—Severability. 17.18.010 - Purpose and intent. A. Purpose. It is in the best interest of the county to maintain, presence, conserve, and otherwise continue in existence adequate open space lands for the production of food, fiber, and forest crops, and to assure the use and enjoyment of natural, historic and cultural resources and scenic beauty for the economic and social well-being of the county and its citizens. Additionally, it is in the county's interest to provide incentives that encourage the retention of open space in compliance with Growth Management Act principles. B. Intent. It is the intent of this chapter to implement Revised Code of Washington (RCW), as amended, by establishing procedures, rules, and fees for the consideration of applications made by land owners for public benefit rating system assessed valuation on "open space land" as defined in RCW 84.34.020(1) and (8). The provisions of Chapter 84.34 RCW, and the regulations adopted thereunder shall govern the matters not expressly covered in this chapter. 17.18.020- Definitions. For the purposes of this chapter, unless otherwise required by the context, words and phrases shall have the following meaning: (1) "Assessor" means the Mason County assessor or his or her designated representative. (2) "Board" means the Board of County Commissioners of Mason County. 11-20-2018 Page 1 (3) "County" means Mason County, state of Washington. (4) "Open space land" means any land area so designated by the Mason County comprehensive land use plan adopted by the County and zoned accordingly, or any land area, the preservation of which in its present use would: (i) conserve and enhance natural or scenic resources, or (ii) protect streams or water supply, or (iii) promote conservation of soils, wetlands, beaches or tidal marshes, or (iv) enhance the value to the public of abutting or neighboring parks, forests, wildlife preserves, nature reservations or sanctuaries or other open space, or (v) enhance recreation opportunities, or (vi) preserve historic sites, or (vii) preserve visual quality along highway, road, and street corridors or scenic vistas, or (viii) retain in its natural state tracts of land not less than one acre situated in an urban area and open to public use on such conditions as may be reasonably required by the legislative body granting the open space classification, or any land meeting the definition of farm and agricultural conservation land in RCW 8.34.020(8). (5) "Planning Commission" means the Mason County Planning Advisory Commission. (6) "Planning Department" means the Mason County Planning Department under the Community Services Division. (7) "Public Benefit" means any activity or activities that accomplish a public purpose and/or provide for a community's social, economic, and cultural well-being, public health, and safety. (8) "Rural Lands" means those areas outside of the designated Resource Lands and Urban Growth Areas. (9) "Shoreline Environments" means those designated lands as defined in the Mason County Shoreline Master Program. UP) "Urban Areas"are those designated in Urban Growth areas around the incorporated area of Shelton and the two unincorporated areas of Allyn and Belfair. 17.18.030-Operation of the county public benefit rating system. To be eligible for open space classification under the county's public benefit rating system, property must contain six(6) or more open space resource points listed below as defined in Mason County Code (MCC) Section 17.18.035 of this Chapter. These resources are defined in this chapter and ranked as high, medium or low priority open space resources. High priority open space resources receive ten (10) points each, medium priority open space resources receive six (6) points each, and low priority open space resources receive two (2) points each. Properties can receive a maximum of thirty (30) points. Portions of property may also qualify for open space designation. A. High priority open space resources. Ten (10) points each: 1. Public recreation area; 2. Trail linkages and recreational corridors; 3. Natural shoreline environments; 4. Aquifer protection areas; 5. Special plant or ecological sites, 11-20-2018 Page 2 6. Regulated — vvWetlands; 7. Significant fish and wildlife habitat conservation areas; 8. Historic landmarks/archeological sites; 9. Private lands within designated federal lands (Olympic National Park or Olympic National Forest; and 10. Farm and agricultural conservation lands. B. Medium priority open space resources. Six(6) points each: 1. Conservancy shoreline environments; 2. Scenic natural resources, viewpoints, and view corridors; 3. Urban open space; 4. Rural open space: C. Low priority open space resources.Two (2) point each: 1. Restored lands; 2. Other shoreline environments. D. Rr-epeFties with at lea6t one (1) high PFiGFity open spaGe FeSGUFGe, WhiGh allows unlimited publi GuFrent use value at ten (10) peFGent of FnaFket Yalue. D€. Special exceptions to this priority framework that do not violate state (RCW 84.34) law and that have the support of either the Washington State University Cooperative Extension Service, the Washington State Department of Natural Resources, the USDA, Natural Resource Conservation Service, Mason County Conservation District, or any other agency with knowledge or expertise regarding any open space reclassification or other current use application will be considered on a case by case basis. FE. Completed restoration projects pursuant to provisions of the County's Shoreline Master Program, which specifically address one of the priority actions in MCC 17.50.260 (A)(8)(a.-m.) shall be automatically eligible for current use value at ten (10) percent market value. Property is eligible during the monitoring phase. 17.18.035– Eligibility of high, medium and low priority public benefit resources. A. High priority resources. 1. Public recreation area means property which is currently devoted to providing active or passive non-motorized recreation use or which complements or substitutes for government facilities. The facility must be open to the public and, if charging a use fee, that fee shall be no higher than the fee charged by a like public facility. In addition, the facility must be managed using best management practices for environmental sustainability. An eligible site is then identified by the planning department or its designee as meeting the definition of an active or passive recreation area. 2. Trail linkages and recreational corridors means privately owned trails and corridors that are publicly accessible and used for hiking, biking, walking, horseback riding, and jogging. The trails may vary in scale and surfacing and may also be used as a means of non-motorized transportation connecting one (1) destination point to another. Streets, roads, and highways with widened shoulders or bike lanes are not included in this category. Eligible lands must be 11-20-2018 Page 3 used as a public trail or corridor that remains in private ownership. Public access on the trail from a public road or public trail is required. 3. Natural shoreline environment means a marine, lake, or river shoreline and its "associated wetlands" designated as "natural" under the County's Shoreline Master Program. To qualify there must be no structures or buildings, including bulkheads from the ordinary high water mark (OHWM) to the established common-line plus 50-feet. To be eligible, this area shall be covered with native vegetation. 4. Aquifer protection areas means those areas as regulated under MCC 8.52.120 (Critical Aquifer Recharge Areas), which are determined to have an important recharging effect on aquifers used as a source for potable water, recharging salmon streams and/or vulnerable to contamination from recharge. To be eligible, this area shall remain undeveloped, free from the storage of materials, including parking, etc. and must have a plant community in which native plants are dominant. At least one acre of open space shall be designated as a critical aquifer recharge area. 5. Special plant or ecological sites means sites with naturally occurring concentrations of those plants defined as being monitor species and meeting the criteria for native plant communities by the Washington State Department of Natural Resources; or an old growth forest stand at least five (5) acres in size. An eligible site must be listed in the Natural Heritage Data Base or be identified by an expert acceptable to the department confirming that qualified species are present on the property. 6. Regulated wWetlands means wetlands as defined by MCC 8.52.110 and shall be delineated and categorized by a qualified wetland professional. To be eligible, wetland buffers, including buffer averaging, shall have at least 10 percent greater buffer than required by MCC 8.52.110. Buffers shall be covered with native vegetation. 7. Significant fish and wildlife habitat conservation areas means areas identified as being of critical importance to the maintenance of fish and wildlife species including areas with which endangered, threatened, and sensitive species have a primary association; habitats and species of local importance; and streams. To be eligible, this area shall be at least 10,000 square feet in size and protecting a critical area with at least 10 percent greater buffer than required by MCC 8.52 or MCC 17.50. Buffers shall be covered with native vegetation. The Planning Department may require preparation and submittal of a biological site assessment or habitat management plan that shall provide a description of the fish and wildlife habitat conservation area, the location of the protected features, the location of buffers and a description of efforts to protect the fish and wildlife habitat conservation area, or a description of restoration efforts in those instances where the critical area has been damaged. 8. Historic landmarks/archaeological sites means lands which constitute or upon which is situated a formally designated historic landmark , including buildings, structures or sites of significance in the county's historic or prehistoric heritage, such as Native American sacred sites and settlements, trails, pioneer settlements, farmsteads, roads, industrial works, bridges, burial sites, prehistoric and historic archaeological sites and landscapes, or traditional cultural properties and landscapes. Eligible properties must be listed on the county, State or Federal register of historic places or landmarks for which there is regulatory protection. Eligible properties include contributing properties within designated historic districts. Improvements to the land are not eligible for other federal or state tax credits. Additionally, land that has been 11-20-2018 Page 4 verified through an archaeological report prepared by a qualified archaeologist that contains archaeological resources may be eligible. The county will review and make determinations on eligibility. 9. Private lands within federal lands means officially designated areas under private ownership located within federal lands that remain undeveloped and are maintained to protect the landscape of the park or forest. Eligible lands are privately owned parcels dominated by native vegetation. 10. Farm and agricultural conservation lands means either: (a) Land that was previously classified under "farm and agricultural land" (84.34.020 (2) RCW) that no longer meets the criteria for that program and is reclassified as open space land under the criteria of the public benefit rating system; or(b) Land that is traditional farmland that is not classified under chapter 84.33 or 84.34 RCW, that has not been irrevocably devoted to a use inconsistent with agricultural uses, and that has a high potential for returning to commercial agriculture. B. Medium priority resources. 1. Conservancy shoreline environment means a marine, lake or river shoreline and associated wetlands designated as "conservancy environment" under the County's shoreline master program. To qualify there must be no structures or buildings, including bulkheads from the ordinary high water mark (OHWM) to the established common-line plus 50-feet. To be eligible, this area shall be covered with native vegetation. 2. Scenic natural resources, viewpoints, and view corridors means areas of ten (10) or more acres of natural features which are visually significant to the aesthetic character of the county, contains features which otherwise qualifies as a historic landmark or archaeological site, or which includes significant wildlife gathering or nesting sites. No lands that have been subject to commercial logging or mineral extraction within twenty-five (25) years of the date of the open space classification application are eligible under the public benefit rating system. Eligible sites must be significant to the identity of the local area and be visible to a significant number of the public from public rights-of-way. Such lands must be of sufficient size to substantially preserve the scenic resource value and must be at least ten (10) acres in size. a. Viewpoint means property that provides a view of an area which is visually significant to the aesthetic character of the county and which provides unlimited public access identified by a permanent sign readily visible from a road or other public right-of-way Eligible sites must provide a view of a scenic natural resource in the county or other visually significant areas and must provide for unlimited public access. b. View corridor means an area of adjoining parcels which individually may be less than one (1) acre but which, when combined, total at least one (1) acre and create a view corridor critical to maintaining a view of a scenic resource area or other visually significant area. 3. Urban open space means land located within the boundaries of an urban growth area that has a plant community in which native plants are dominant and that under the applicable zoning is eligible for more intensive development or use. To be eligible as urban open space, the enrolling area must be at least one acre or be at least one-half acre if the area is protecting a critical area with at least 10 percent greater buffer than required by MCC 8.52 or MCC 17.50. 11-20-2018 Page 5 4. Rural open space means an area of five (5) or more contiguous acres that has a plant community in which native plants are dominant and that is located outside of the urban growth area as identified in the Mason County Future Land Use Map, except that an eligible site may include former open farmland, woodlots, scrublands or other lands that have been replanted with native vegetation. C. Low priority resources. 1. Restored lands means an area of at least one-half acre (21,780 square feet) of previously disturbed land that has been restored with native vegetation. To be eligible, restoration shall be determined as established and thriving native plant community. Disturbed lands include lands previously cleared and/or lands dominated by invasive plants and/or noxious weeds. Additional points can be given for every one-half acre restored up to a total of five (5) acres (10 points). 2. Other shoreline environments means a marine, lake or river shoreline and associated wetlands designated as "rural, residential or commercial environment" under the County's shoreline master program. To qualify there must be no structures or buildings, including bulkheads from the ordinary high water mark (OHWM) to the established common-line or standard buffer plus 50-feet. To be eligible, this area shall be covered with native vegetation. 17.18.040-Ineligible lands. The following properties shall not be eligible for open space classification: A. Properties less than one (1) acre or eligible areas less than one-quarter acre (10,890 square feet) in size unless otherwise specified herein. B. Properties that do not contain an open space resource identified as either high, medium, or low priority or meet the criteria under 17.18.030 E. C. Open space areas or buffers required by zoning, subdivision conditions, mitigation or other land use regulations, unless the owner provides additional public benefit as described in section 17.18.035. D. Commercial nurseries, arboretums or other maintained garden sites with native or nonnative plantings. E. Properties with outstanding code violations as tracked and reported by the county as an open enforcement case. F. Properties or portions of property that have been disturbed by clearing, grading, filling, or any other non-natural event. 17.18.050-Assessed valuation schedule—Public benefit rating system. The public benefit rating system for open space land bases the level of assessed fair market value reduction on the total number of awarded points. The market value reduction establishes the current use value. This current use value will be expressed as a percentage of market value based on the public benefit rating of the property and the valuation schedule below: Public Benefit Rating Points I Current Use Value (0–5 points) 100% of assessed value (6–9 points) 60% of assessed value (10- 19 points) 40% of assessed value 11-20-2018 Page 6 (20—29 points) 30% of assessed value 30+ points 20% of assessed value Properties that allow public access shall receive an additional 10 percent reduction in assessed value. Property owners that choose to allow public access on their private property shall sign an Indemnification and Hold Harmless agreement at time of application on forms provided by the County. 17.18.070- Basis of assessment. In determining the market value reduction of a tax lot comprised of property qualifying for a current use assessment as an open space priority resource with non-open space land areas, the open space current use value is applicable to only that portion of the lot containing one (1) or more of the priority open space resources defined in this chapter, except in the case of public access and parcels with an approved rural stewardship plan. For each priority resource, the county will determine the appropriate land area that receives credit for a priority resource and accompanying tax reduction. 17.18.080-Application to the county under the public benefit rating system. An owner of open space land desiring assessed valuation under the public_benefit rating system shall make application to the Planning Department by filing an application with the county's Permit Assistance Center. The application shall be upon forms supplied by the county and shall include such information deemed reasonably necessary to properly classify an area of land under Chapter 84.34 RCW. 17.18.090-Application fees. A. Each application for current use open space taxation as defined in RCW 84.34.020, must include an application fee as established in the most current Mason County Planning Permit Fee Schedule. Upon adoption, application fees shall be set at five hundred (500) dollars. B. If an application is filed to add farm and agricultural conservation land, forest stewardship land, resource restoration or rural stewardship land to a parcel that is already enrolled in the Public Benefit Rating System, no fee shall be charged for the application. C. In the case of all farm and agricultural land applications, whether the application is based on land within or outside of an incorporated area, the entire fee shall be collected and retained by the county. In the case of open space or timber land applications based on land in an incorporated area, where the city legislative authority has set no filing fee, the county fee shall govern, and the entire fee shall be collected and retained by the county. Where the city legislative authority has established a filing fee, the fee established consistent with Section A of this section shall be collected by the county from the applicant and the county shall pay the city one-half of the fee collected. 17.18.100-Time to file. Applications shall be made to Mason County by March 30 of the calendar year preceding the year in which such classification is to begin. Actual tax reduction will not be recognized until one (1) year after the classification of the property has been made. 17.18.110 -Application review. 11-20-2018 Page 7 A. Applications under the public benefit rating system shall be reviewed by the county and approved directly by the Board of Mason County Commissioners. By Chapter 84.34 RCW such applications are exempt from the comprehensive plan annual review amendment cycle and are SEPA exempt. B. In determining whether an application made for open space current use taxation status should be approved or disapproved, pursuant to RCW 84.34.020 and this chapter, the county shall consider whether preservation of the current use of the land, when balanced against the resulting revenue loss or tax shift from granting the application under the provisions of this chapter will: 1. Conserve or enhance natural, cultural or scenic resources; 2. Protect streams, stream corridors, wetlands, natural shorelines, and aquifers; 3. Protect soil resources and unique or critical wildlife and native plant habitat; 4. Promote conservation principles by example or by offering educational opportunities; 5. Enhance the value of abutting or neighboring parks, forests, wildlife preserves, nature reservations, or sanctuaries or other open spaces; 6. Enhance recreation opportunities; 7. Preserve historic and archeological sites; or 8. Affect any other factors relevant in weighing benefits to the general welfare or preserving the current use of the property as delineated in this chapter. 17.18.120- Board decision. The Board of County Commissioners shall consider an application to the public benefit rating system as defined by RCW 84.34.037. They shall approve the application, with or without terms and/or conditions, and set the public benefit rating for assessment abatement, or deny the application. In so doing the following provisions will apply: A. They shall rate the land applying for classification according to the public benefit rating system; B. They may approve the application with respect to only part of the land that is the subject of the application; C. If any part of the application is denied or conditions attached the applicant may withdraw the entire application. 17.18.130- Unincorporated lands. In all unincorporated areas, the Board of County Commissioners shall act as the granting authority for applications for classification as open space land. 17.18.140- Incorporated lands. Applications for open space classification of land in an incorporated area shall be acted upon by a determining authority composed of the three (3) members of the Board of County Commissioners and three (3) members of the city legislative body in which the land is located (RCW 84.34.037). Where the county legislative body concurs with a recommendation of the city council to accept or reject an application for open space classification, such council's recommendation will be adopted as the decision of the determining authority. 11-20-2018 Page 8 17.18.150- Monitoring for compliance. A. Monitoring of lands for continuing eligibility for current use assessment as open space lands shall include an affidavit, to be submitted annually by the landowner, of continuing compliance with the terms and conditions under which open space classification was granted and the current uses of the property. The requisite form and contents of the affidavit required for monitoring shall be described more fully in the county guidelines implementing this chapter. The failure of the owner to submit the affidavit of compliance shall be grounds for the county to remove and/or reevaluate the property under the PBRS. B. Where the Planning Department determines that the land is no longer being used for the purpose for which the classification was granted or there has been a change in use, it will report its findings within thirty(30) days to the county assessor. 17.18.160 - Removal of land classification by county assessor. A. Classified land may be removed from the public benefit rating system classification if it is no longer used for the purpose for which classification was granted or for any other classified use within the current use program. The assessor may determine, after giving the owner written notice and an opportunity to respond, that the land classified as open space is no longer primarily devoted to and used for the purposes for which it was granted classification. B. When land is removed from classification an additional tax, applicable interest, and penalties are due unless the removal meets one (1) of the exceptions listed in this chapter. The owner may appeal the removal of classification to the Hearing Examiner consistent with MCC 15.11.020. 17.18.170 -When removal of land is not subject to additional tax, interest, and penalties. Removal of land is not subject to additional tax, interest, and penalties in the following instances: A. Land is transferred to a government entity in exchange for other land located in the State of Washington; B. Land is taken by power of eminent domain or transferred in anticipation of the exercise of such power; C. Land is sold or transferred within two (2) years of the death of the owner of at least fifty-percent interest in the land; D. A natural disaster such as a flood, windstorm, earthquake, or other such calamity rather than by virtue of an act of the landowner which changes the use of such property; E. Official action by the state, county or city disallows the present use of such land; F. The land is transferred to a church or other non-profit organization, such that the land would qualify for a property tax exemption; G. Acquisition of property interests by agencies or organizations qualified under RCW 84.34.210 and 64.04.130 for protecting, preserving, maintaining, improving, restoring, limiting the future use of, or otherwise conserving, selected open space land as defined in Chapter 84.34 RCW for public use and enjoyment. 17.18.180 -Transfer of lands between certain current use taxation classifications. Land reclassified between the following current use assessment resource categories pursuant to RCW 84.34.070 are not considered withdrawals and are not subject to the additional tax interest and penalties: 11-20-2018 Page 9 A. Reclassification between farm and agricultural lands and timber lands; B. Reclassification of farm and agricultural lands or timber lands to open space lands; C. Reclassification of farm and agricultural lands or timber lands to forest land classified under Chapter 84.33 RCW; and D. Reclassification from open space designated farm and agricultural conservation land under RCW 84.34.020(1)(c) to farm and agricultural land under RCW 84.34.020(2) if the land was previously classified as farm and agricultural land. An application fee must be paid at the time the application is submitted consistent with Section 17.18.090 of this chapter. If the type of transfer is not listed in this section, it is a new application for which the applicable fees will be applied. 17.18.190-Owner may request withdrawal from classification. A. After ten (10) years the landowner may request that all or part of his/her land be withdrawn from the classification. B. If a portion of a parcel is removed from classification the remaining portion must meet the same requirements, as did the entire parcel when the land was originally granted classification. Following withdrawal from classification, future valuation of such land as open space resource property under the public benefit rating system is contingent upon reapplication and approval under this chapter. 17.18.200 -Action on withdrawal from classification. Upon receipt of a request for withdrawal, the assessor shall notify the legislative authority that originally approved the application, and after one (1) year from the date of the withdrawal request, the assessor shall withdraw the land from classification. The land which is removed shall be subject to a tax equal to the difference between the amount of tax paid under the open space classification and the tax at true and fair value for seven (7) years last past, plus the statutory interest rate charged on delinquent property taxes. 17.18.210 -Owner to notify assessor of change in use in classification. If an owner changes the use of the classified land, the owner must notify the county assessor of the change within sixty (60) days. The assessor shall then impose an additional tax equal to the difference between the tax paid on current use value and the tax that would have been paid on that land had it not been so classified, payable for the seven (7) years last past, plus interest on this additional tax at the same rate as charged on delinquent property taxes, plus a penalty of twenty (20) percent of the total amount. 17.18.220 -Sale of open space classified land. When classified open space land is sold, the seller or transferor becomes liable at the time of sale for the additional tax, interest, and penalty of all or a portion of classified lands, unless the new owner signs the notice of continuance which is attached to or shown on the excise tax affidavit. 17.18.230- Review of previously approved open space applications. 11-20-2018 Page 10 A. Upon adoption of a public benefit rating system, the Planning Department shall review and re- rate the existing open space land current use assessment program parcels according to the public benefit rating system in determining whether to recommend that an application be approved or denied. B. Owners of property classified under the existing open space land current use assessment program shall be notified of their new assessed value in the same manner as provided in RCW 84.40.045. These lands may be removed from classification under the existing open space land assessment program, without payment of penalties, back taxes, and interest, upon request of the owner, within thirty (30) days of notification of their newly determined value under the public benefit rating system. C. Property which does not qualify under the public benefit rating system and whose owner chooses not to remove the property from the open space land current use assessment program shall be rated according to the public benefit rating system (RCW 84.34.037[3]). 17.18.240— Duties of the Planning Commission. The Planning Commission shall review participation in the public benefit rating system for open space classification under the county's current use assessment program after the first two (2) years of adoption and thereafter once every two (2) years. The planning commission shall make written recommendation to the Board of County Commissioners on the following matters: A. The fundamental elements of the public benefit rating system, including the assessed valuation schedule, open space resource definitions, and other procedures defined in this chapter, ; and B. The overall administrative process, including issues such as staffing, outreach to prospective applicants, application forms, processing, monitoring, etc.; and C. The public benefit of the open space designated properties, the magnitude of the tax shift resulting from the designated properties and recommendations for expanding or restricting the program. 17.18.250-Severability. If any provision of this chapter or its application to any person or circumstance is held invalid, the remainder of this chapter or its application to other persons or circumstances is not affected. 11-20-2018 Page 11 ORDINANCE NUMBER AMENDMENTTO MASON COUNTY CODE TITLE 17 ORDINANCE adopting a new section to the Mason County Code Title 17 Chapter 17.18, relating to a Public Benefit Rating System. WHEREAS, under the authority of the Washington State Open Space Taxation Act (RCW 84.34) Mason County is taking legislative action to adopt a Public Benefit Rating System; and WHEREAS, on September 17, 2018 after several public meetings and hearings held previously, the Mason County Planning Advisory Commission held a public hearing to consider the amendment and passed a motion to recommend approval of said amendment; and WHEREAS, on October 16, 2018 the Mason County Board of County Commissioners were briefed on the Public Benefit Rating System as recommended by the Planning Advisory Commission; and WHEREAS, the Board of County Commissioners made changes and raised questions and sent the Public Benefit Rating System back to the Planning Advisory Commission for review and approval; and WHEREAS, on November 19, 2018 the Planning Advisory Commission held a public hearing to consider the changes made by the Board of County Commissioners and recommended to approve some changes while retaining others; and WHEREAS, the Board of County Commissioners considered the proposed amendment at a duly advertised public hearing on December 18, 2018; and WHEREAS, the Board of County Commissioners took public testimony from interested parties, considered all the written and oral arguments, testimony and comments presented; and WHEREAS, the Board of County Commissioners also considered the Staff Report and recommendations of the Mason County Planning Advisory Commission; and WHEREAS, the Board of County Commissioners finds that the proposed amendment to Title 17, Chapter 17.18 complies with all applicable requirements of the Growth Management Act, the Comprehensive Plan, the Mason County Code and the Washington State Open Space Taxation Act, and that it is in the best public interest; and BE IT HEREBY ORDAINED, the Mason County Board of Commissioners hereby approves and ADOPTS amendments to the Mason County Code Title 17, Chapter 17.18 relating to the Public Benefit Rating System as described in Attachment A. DATED this day of 2018. BOARD OF COUNTY COMMISSIONERS MASON COUNTY,WASHINGTON ATTEST: Randy Neatherlin, Chair Melissa Drewry, Clerk of the Board APPROVED AS TO FORM: Terri Drexler, Commissioner Tim Wh ief DPA Kevin Shutty, Commissioner z