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2020/03/16 - Briefing Packet
BOARD OF MASON COUNTY COMMISSIONERS DRAFT BRIEFING MEETING AGENDA 411 North Fifth Street, Shelton WA 98584 Week of March 16, 2020 Monday, March 16, 2020 Commission Chambers 9:00 A.M. Support Services — Frank Pinter 9:30 A.M. Community Services — Dave Windom 10:00 A.M. BREAK 10:05 A.M. Assessor— Patti McLean 10:10 A.M. Public Works — Loretta Swanson Utilities &Waste Management Commissioner Discussion — as needed Briefing Agendas are subject to change,please contact the Commissioners'office for the most recent version. Last printed 03/12/20 at 1:56 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 COMMISSIONER BRIEFING INFORMATION FOR WEEK OF March 16, 2020 In the spirit of public information and inclusion, the attached is a draft of information for Commissioner consideration and discussion at the above briefing. This information is subject to change, additions and/or deletion and is not all inclusive of what will be presented to the Commissioners. Please see draft briefing agenda for schedule. Q) .,... 1854 L °pNTA Mason County Support Services Department Budget Management Pg°K Street r. 411 North 5 th Commissioner Administration Emergency Management Shelton, WA 98584 Facilities, Parks&Trails 360.427.9670 ext. 419 Human Resources _ Information Services Labor Relations lxs! Risk Management MASON COUNTY COMMISSIONER BRIEFING ITEMS FROM SUPPORT SERVICES March 16, 2020 • Specific Items for Review o Official Newspaper resolution needs to be adopted by April 1—Diane o Lodging Tax Advisory Board vacancy- Diane o February Financial Statements—Jenn o Contract for$5,000 from Current Expense for Veteran Assistance—Jenn o Amendments to Financial Policy-Jenn o Telework policy- Frank • Commissioner Discussion J:\DLZ\Briefmg Items\2020\2020-03-16.docx MASON COUNTY BRIEFING ITEM SUMMARY-FORM TO: BOARD OF MASON COUNTY COMMISSIONERS' FROM: Jennifer Beierle DEPARTMENT: Support Services EXT: 532 BRIEFING DATE: March 16, 2020 PREVIOUS BRIEFING DATES: N/A ITEM: Mason County Monthly Financial Report: February 2020 EXECUTIVE SUMMARY.: Review of Cash Balances, and Current Expense Revenues and Expenditures through February 2020. BUDGET IMPACTS: N/A RECOMMENDED OR REQUESTED ACTION: N/A ATTACHMENTS: Mason County Monthly Financial Report: February 2020 J:�Budget Office\Briefmg, Agenda,&Public Hearing Items\2020\13riefing Summary 2.24.2020 February 2020 Financial Report.doc ��eON Qo��A FEBRUARY MASON COUNTY MONTHLY fNSJ by FINANCIAL REPORT . 2020 J:\Financials\2020 Financials\2020 February Financial Report.xlsx 1 A MASON COUNTY MONTHLY FINANCIAL REPORT MRUARY 2®20 201.9 vs 2020'Current Expense Revenue Comparison: ` • Revenue ' Revenue; Collected Collected:.. Actual d'f 2079; partment Na, 2019 Budget: Uncollected - %2019 2020.Budget: : Uncollected•. %2020.." Through.End'L- Through End~. VS2020.;. of'Month Revenue, ; ofiMonth Revenue" WSU Extension $ 15,440 $ 16,286 $ 846 105% $ 19,000 $ - $ .(19,000) 0% $ (16,286) Assessor 6,000, 1 (5,999) 0% 7,000. 35 (6,965) 1% 34 Auditor 744,371 99,006 $ (645,365) 13% 1,029,190 249,968 $. (779,222) 24% 150,962 Emergency Mal 83,20- (83;207) 0% 64,648 3;863 (60,785) 69/. 3;863 Facilities&Gro - 100 $ 100 0% - 100 $ 100 0% - Human Resour 0% - - - .0% Clerk 307,805 36,180 $ (271,625) 12% 328,058 19,253 $ (308,805) 6% (16,927) Commissioners 824 (824) _ 0% _ _ - 0%: - Support Servic 700 - $ (700) 0% 700 66 $ (634) 9% 66 District Court :893,787: 1611808 (731979) 18% 978,6 52 :160,788' (817,865) 16% (1;020) Community Del 1,667,810 215,371 $ (1,452,439) 13% 1,790,810 411,838 $ (1,378,972) 23% 196,467 Parks&Trails ' .42,200 7,170 (35;030) 17% 44,000' 9,332 (34,668) 21% 2;162. Juvenile Court1,026,628. 169,609 $ (857,019) 17% 1,161,972 187,600 $ (974,372) 16% 17,991 Prosecutor 182,232. 18,428 - (163,804) "10% 192,951 22,287 (170;664) 12% 3,858 Child Support E 206,367 14,152 $ (192,215) 7% 209,515 29,280 $ (180,235) 14% 15,128 Coroner 39,000 17,360- (21,640) '45% 35,000', 11,200 (23,800) 32% (6,160) Sheriff 11147,619 168,447 $ (979,172) 15% 1,017,443 214,900 $ (802,543) 21% 46,453 .. Indigent,Defen 204,767 65,457; - (139,310} 32% 204,767, 63,8331: (140,934) (11624) 31/ Superior Court 48,550 5,689 $ (42,861) 12% 68,927 3,838 $ (65,089) 6% (1,851) Family Court 2,500 232 (2,268) 9% 2,500 ,. 224 (2,276) 9% (8) Therapeutic Co 349,648 8,589 $ (341,059) 2% 610,884 30,852 $ (580,032) 5% 22,263 Murd&:Expen 0%. ;- - 0%:.. . - Treasurer 24,726,117 2,203,199 $ (22,522,918) 9% 26,348,450 2,239,611 $ (24,108,839) 8% 36,412 Indirect P.ayme 3,922,058: 337,666 (3;584,392) 9% 3;829,804 .279,583 (3,550;221) % (58,082) Totals.. $'35',6,1763U $ .3,5.44,749' $ .(,32;072,881;) _11-0% "; $ 32,944,271' $ :..3,938',457 $ (34',005;81'9) 10%' $ ',393;707 a d e china �n 6 J:\Financials\2020 Financials\2020 February Financial Report 2 MASON COUNTY MONTHLY FEBRUARY -5= FINANCIAL REPORT 2020 DV. . fi , ja- m,.a�ent Receip�as Treasurer11001-260-000 2019Budget 2019'YTD This Month %2019 2020 Budget, 2020YTD '' This'Month %2020 _ REAL&PERSONAL PROPERTY TAXES 10,169,566 269,371 221,494 3% 10,383,385 187,860 159,034 2% SALES TAX TITLE PROPERTY - 0 0% - - 0 0% LOCAL RETAIL SALES&USE TAX 5,225,000 940,043 522,336 18% 6,000,000 1,045,991 590,257 17% LOCAL PUBLIC SAFETY-CITY 37,000 8,235 4,501 22% 37,000 8,576 4,596 23% CRIMINALJUSTICE 600,000 120,921 66,781 20% 600,000 131,956 73,305 22% LEASEHOLD EXCISE TAX 35,000 2 0 0% 35,000 - 0. 0% FOREST EXCISE TAX - 29,427 29,427 0% 225,000 - 0 0% FRANCHISE FEES 510,000 129,393 51,786 25% 520,000 122,919 45,412 24% PAYMENT IN LIEU OF TAX/B OF L 275,000 - 0 0% 289,000 - 0 0% PUD PRIVILEGE TAX 700,000 - 0 0% 725,000 - 0 0% DNR OTHER TRUST 2 100 10 10 10% 100 12 12 12% CITY-COUNTY ASSISTANCE 1,362,676 - 0 0% 1,415,000 - 0 0% DNR PILT NAP/NRCA 4,000 - 0 0% 4,000 - 0 0% CRIMINALJUSTICE-COUNTIES 680,000 165,332 0 24% 680,000 185,157 0 27% ADULT COURT COST-JUVENILE OFFE 5,000 768 384 15% 5,000 823 412 16% CRIMINAL JST-MARIJUANA ENFORCE 85,000 - 0 0% 85,000 - 0 0% DUI-OTHER CRIMINAL JUSTICE A 15,400 3,670 0 24% 15,400 3,606 0 23% LIQUOR/BEER"EXCISETAX 116,920 28,048 0 24% 116,920 - 0 0% LIQUOR CONTROL BOARD PROFITS 205,000 - 0 0% 205,000 29,996 0 15% IN LIEU OF-CITY OF TACOMA 175,000 31,951 15,975 .18% 190,000 31,951 15,975 17% TREASURER'S FEES - - 0 0% - 8 0% PAYMNT FOR SRVCS-MASON LK DIST 475 - 0 0% 475 - 0 0% PAYMNT FOR SRVCS-ISLAND LK FND 100 - 0 0% 120 - 0 0% CHARGES FOR SRVCSS-MACECOM 1,400 - 0 0% 1,300 - 0 0% RETURNED REMITTANCE(NSF)FEES 2,400 240 80 10% 2,400 240 200 10% REET COLLECTION FEES 100,000. 13,321 6,527 13% 100,000 10,544 5,139 11% REET COLLECTIONS COSTS 9,000 1,160 590 13% 9,000 1,350 640 15% TREAS.FIRE PROTECTION ASSESSM 15,000 777 667 5% 15,000 410 350 3% TREAS OTHER WORD PROCESSING 400 41 14 0% 575 57 22 10% PUBLIC DISCLOSURE CHGS SRVCS 10 - 0 0% 5 - 0 0% DATA PROCESSING SERVICES 2,000 1,200 100 60% - 100 100 0% 3 Treasurer Department Receipts Treasurer#1001-260-000 2019 Budget 2019 YTD This Month %2019 2020 Budget 2020 YTD' - This,Monfhi %2020 TREAS OTHER WORD PROCESSING 400 41 14 0% 575 57 22 10% PUBLIC DISCLOSURE CHGS SRVCS 10 0 0% 5 - 0 0% DATA PROCESSING SERVICES 2,000 1,200 100 60% - 100 100 0% GAMBLING TAX PENALTY, - 150 100 0% - 100 100 0% REAL&PERSONAL PENALTY - 43,293 19,386 0% 350,000 40,085 22,253 0% PERSONAL PROP FILING PEN - 800 457 0% 5,000 499 61 0% PENALTY ON REAL&PERSONAL PRO 350,000 22,882 10,848 7% - 14,014 9,988 0% FAILURE TO LIST PERSONAL PROP 5,000 1,547 0 31% - - 0 0% INTEREST&OTHER EARNINGS 600,000 132,274 58,947 22% 800,000 144,535 74,347 18% INVESTMENT SERVICE FEES(TREAS. 24,000_ 4,342 2,193 18% 25,000 .3,639 1,808 15% INT.ON CONT.NOTES-ACCTS.HELD,S 8,500 2,801 1,289 33% 8,500 2,615 1,263 31% LEASEHOLD EXCISE TAX INTEREST - 2 2 01% " - 0 0% EXCISE INTEREST 50 6 1 0% 50 3 0 5% INV PURCHASED INT - ,(524) 0 0%. - - 0 0% INTEREST ON DELINQUENT PR TAX 650,000 89,390 44,463 14% 650,000 90,905 64,547 14% RENTS/LEASES-DNR TRUST 500,000 2,930 102 1% 1,000 21985 244 298% RENTS/LEASES-DNR TMBR TRUST 1 - - 0 0% 500,000 63,235 9,103 0% UNCLAIMED.MONEY/PROCEEDS-SALES ,., - 102;248 102,248 0% 60,000 60,945 60,945 0% TREASURER TAX FORECLOSURE TRUST 32,000 - 0 0% 64,000 - 0 0% CASH ADJUSTMENTS/OVER=UNDER 10 (2) 34 =20% 20 3 '41 .. 16%, TAX DISTRIBUTION ROUNDING 10 0 0 3% - - 0 0% MISCELLANEOUS-OTHER REVENUE - 0 0% 100 - 0 0% ROAD DIVERSION 2,160,000 53,243 48,027 2% 2,160,000 38,835 33,145 2% SALE OF TAX TITLE PROPERTY - - 0 0% - - 0 0% LEASEHOLD EXCISE TAX 5,000 (1,975) 0 -39% 5,000 0 0% TIMBER EXCISE TAX 53,000. 7,013 7,013 13% 53,000 0 0% DNR OTHER TRUST 2 50 2 2 0% 50 3 3 6% OTHER INT-DNR INTEREST 50 0 4 0% .50 7 5 14% RENTS&LEASES/DNR OTHR TRST 1 2,500 (1,133) 24 -45% 2,500 15,649 2,209 626% SPACE AND FACILITIES LEASES. 4,500 - .0. 0% 4,500 - 0 0% Grand Total' $24,726,117 $2-203,199- $1,215,814 , 9% $26,348,450. - $2;239,611 $1,175,475 8% Unaudited*Benchmark for Month 4s 16.67%' 4 FEBRUARY _ MASON COUNTY MONTHLY FINANCIAL y REPORT 2020 24,9 rrsr2020 Expenditure Comparison for;'Current Expeinse r , Expenditures = Expenditures. ,;Uh6ended! De 2019 Budget througFi End of Unexended %2019 2020 Budget through End'of Budget %2020 Actual. def . -Dep Ment Name: zoic �szo2o Month• BudgetAutfiority,.'-, Month Authority WSU Extension 253,099 $ 26,578 $ 226,521 11% 289,539 $ 31,127 $ 258,412 11% 4,548 Assessor .. 1;331;923 239,443 1,092,480. 18% 1,431829, 275,298 1,156,531 19%, 35,855 Auditor 1,292,627 197,867 1,094,760 15% 1,562,467 251,625 1,310,842 16% 1 53,758 Emergency"Management 210,625 291385- 181,240 14%; 231,362 42,015 189,347, 18% 12,631 Facilities&Grounds 1,178,309 185,006 993,303 16% 1,261,412 173,977 1,087,435 14% (11,029) HR/Risk Mngt 733;422 102,189 631,233 14%• 587,483` 84,031 5035452 14% ; - (18,158) LEOFF 65,600 12,448 53,152 19% 100,044 14,724 85,320 15% 2,276 Clerk 966,124 155,080 811,044 16%; 1;031;143. 165,104 866,039 16% 10,024" Commissioners 356,512 55,124 301,388 15% 348,669 56,557 292,112 16% 1,434 Support Services 521,144 82,386 438,758 16% 706,210 114,775 591,435 16% 32,389 District Court 1,251,752 179,206 1,072,546 14% 1,289,657 185,703 1,103,954 14% 6,497 Community Development 2;121,447 - 282,198- 11839;249 13% 2;254,222 330,229 .. .1,923,993 -.-.15% 48,031 Parks&Trails 489,171 71,015 418,156 15% 546,795 55,918 490,877 10% (15,097) Juvenile Court Services 1,862,478 263,219 1,599,259 14% 1,934,750 297,826 1,636,924 15% 34,607 Prosecutor 1,605,792 216,661 1,389,131 13% 1,664,147 236,320 1,427,827 14% 19,659 Child Support Enforcement 208,475; 28,726. 179,749 14%. -209,515 30,582 178,933' 15% - 1,857 Coroner 308,955 56,212 252,743 18% 321,934 39,993 281,941 12% (16,219) ' Sheriff 10,638,116 1,702,606 8,935,510 16%, 10,676,102" 1,707,847• 8,968,255 16% 5,241 Traffic Policing 2,159,999 359,923 1,800,076 17% 2,597,217 377,975 2,219,242 15% 18,052 Courthouse Security _ 170,740 26,010 '144;730.. .15% 170,740 27,962 142,778 16% 1;951 Indigent Defense 1,002,934 156,097 846,837 16% 1,123,875 172,709 951,166 15% 16,612 Superior Court 879,239 132;520 746,719 -15%: 980,806.. 147,294" 833,512 ' 15% 14,774 Family Court 2,500 - 2,500 0% 2,500 1,070 1,430 43% 1,070 Therapeutic Court 348 845 45,290 303,5551. 13% 614,669 91,666 523,003 15% . ': 46,376 Murder Expenditures 50,000 4,591 45,409 9% 50,000 - 50,000 0% (4,591) Treasurer 805,904: - 163;835 642,069 - -20% 821,533 :168,580, 652,953' 21% 4,745 Non Departmental 3,983,629 494,258 3,489,371 12% 4,202,036 530,563 3,671,473 13% 36,304 Transfers Out to Other Funds 8181269 74,702 743,567 9% 913;913- 67,135 846,778 7% - (7,567), Totals, $' 35,617,630,;$ 5;342,573 $ 30,275,057 %15% $ 37,924 569' $• ,5,678;605 $,32;245,964 15% 336 032` Uea6dite&fBencfimdrkfor Mon'ih.is 16.67% J:\Financials\2020 Financials12020 February Financial Report 5 FEBRUARY 2020 Six Year.Gurrent Expense Specific Revenue'Streams Comparison. 2/28/2015 2/28/2016 2/28/2017 2/28/2018 2/28/2019 2/29/2020 Community Development Revenues 219,933 264,455 203,805 264,548 215,371 411,838 Detention&Correction Services 165,624 32,136 14,683 6,278 26,344 20,452 Current Expense Property Taxes 220,467 174,705 101,289 159,687 269,371 187,860 Road Diversion Property Tax 27,555 20,123 12,020 34,480 53,243 38,835 County Road Property Tax 169,122 118,106 69,336 137,591 240,579 162,237 Current Expense Sales Tax 687,187 714,997 795,137 852,115 940,043 1,045,991 Criminal Justice Taxes/Entitlements 252,365 265,888 276,036 277,751 290,690 321,542 Rural Sales&Use Tax Fund 87,627 94,855 105,285 112,175 128,038 139,691 150,000 100,000 50.000 Com Srvcs-Homelessess Preven Filings 48,981 52,990 63,399 62,484 90,308 116,065 100,000 50,000 Lodging(Hotel/Motel)Tax 56,765 . 70,946 63,013 69,326 76,691 63,465 100,000 75,000 50,000 2s,aa0 REET 1 Excise Tax Only 58,880: 841037 138,329 133,647 138,188 125,240 REET 2 Excise Tax Only 58,880 84,037 138,329 133,647 138,188 125,240 150,000 100,000 50.000 J:\Financials\2020 Financials\2020 February Financial Report 6 FEBRUARY MASON COUNTY MONTHLY IN54 FINANCIAL REPORT 2020 REVENUE MONTH J,Z019 REVENUE 2020 REVENUE DIFFERENCE JANUARY $ 417,707.75 $ 455,733.71 $ 38,025.96 FEBRUARY $ 522,335.70 $ 590,257.14 $ 67,921.44 MARCH $ 415,075.81 $ (415,075.81) APRIL $ 367,492.05 $ (367,492.05) MAY $ 530,280.53 $ (530,280.53) JUNE $ 489,373.95- $ (489,373.95) JULY $ 517,176.50 $ (517,176.50) . AUGUST $ 614,829.65 $ (614,829.65) SEPTEMBER $ 576,324.52 $ (576,324.52) OCTOBER $ 539,794.06 $ (539,794.06) NOVEMBER $ 573,194.27 $ (573,194.27) DECEMBER $ 499,103.12 $ (499,103.12) TOTAL COLLECTED REVENUE $ 6,062,687.91 $ 1,045,990.85 Projected END OF YEAR REVENUE REVENUE BUDGETED $ 5,225,000.00 $ 6,000,000.00 $ 6,038,025.96 Yet to be Collected $ (4,954,009.15) 38,025:96 12 MONTH OL ING A1/E AGE CHAN'G'E Sam . PRIOR MON 92 MO. ROL INCy A1/G CHANGE- 10.7°0 J:\Financials\2020 Financials\2020 February Financial Report.xlsx 7 i d+p�N aaa�rA 1854�a FMRUAftY 2®20 Six Year, i Currenf Expense Recap :2/28/201`.5. 2128/;2,016 2/28/20:17 2/28/2018 2/28/201:9 212912020 ':. Account,Receivable from Belfair Sewer 1;200,000. " General Fund Operating Reserves 6,520,791 6,817,603 _ Contingency Reserve 1,000;000 1;000,000 Technology Replacement Reserves 200,000 200,000 Equipment&Vehicle'Replacement.Reserves 525;000 525,000: Accrued Leave Reserve 520,000 530,805 Current Exp ense"Unreserved-Cash (2;623,636) 1,325;576 This Month Current Expense Cash $ 6,571,775 $ 4,876,233 $ 1,863,263 $ 2,028,419 $ 6,142,155 $ 10,398,983 Adopted Budget`on December 31st 36,199,316 40,7871973 38;545,163, .36;930,990 41,404,3419 49,581,229: Supplemental Appropriations - - 2,866 - - - Total Budget including Supplementals $ ';36,198,316, $ 40,787,973 $• 38;5481029 $ 36;930,990 $ 41,404,349 .$ 49;581;229. Budgeted Beginning Fund Balance 7,234,903 8,019,728 7,309,944 3,061,750 5,786,719 11,636,958 ..Budgeted Ending Fund,Balance 4;3151"462 . - 3,219,132 4;482;808 3;261,456 5;786;719 11,656,660: Revenue Budgets 28,649,671 33,632,301 32,398,445 33,869,240 35,617,630 37,944,271 Revenues thru This Month,of each year 3,292;321; 3,249,117 3,433,052. 3;161,626, 3,544,749 3,938;452 BudgetedReYenues,ReCeived 11% 1.0"!0 11"/°:; 9P/o 10%: 1,0"%, . Expenditure Budgets 31;882;854 38;534;111 35,342,157 33;669;534. 34;721;442. 37;924;569' Expenditures thru This Month of each year 4,977,883 5,277,683 5,121,820 5,353,972 5,342,573 5,678,605 BudgetedExperidtures•'Expended, 16% ` : . 14"%-. 14% J:\Financials\2020 Financials\2020 February Financial Report 8 - -_'2/28/2018`;' =`2728/2019 2/29/2020 Special Fund Cash Balances ".2/28/2015 21281201.6.------ 2728/20.1.7. Rural County Sales&Use Tax Fund(.09) $ 567,998 $ 607,756 $ 134,064 $ 143,642 $ 799,700 $ 881,811 Auditor's O&M 347,308 - 253,863 192;032 223,401 238,463 256,113. County Roads Fund 6,695,318 8,383,658 9,910,209 9,493,699 8,941,998 9,768,486 Paths&Trails 210,633 222,195 234,408 247,676 259,638 273,127 Election Equipment Holding 203,738 237,677 262,156 294,754 164,984 187,967 Crime Victims .2491-342 236,705 215,183 234,950 194,931 205,695 Victim Witness Activities 65,585 80,688 83,538 26,740 24,415 28,124 Historical Preservation Fund 79,769 53,227 34;853 35,525 36,920 31,043 Community Support Services Fund 170,749 461,609 370,352 458,065 796,630 868,178 Abatement/Repair/Demolition Fund 266,108 264,355 266,717 270,069 274,511 278,990 Reserve for Technology Fund 44,362 16,521 102,021 133,368 97,328 - REET&Property Tax Admin Asst 46,673 56,356 69;686 59,054 65,691 66,293 National Forest Safety 50,023 66,173 63,080 31,418 39,514 25,186 Trial Court Improvement Fund 86,355 46;150 74,682 88,889 111,983 111,561 Sheriff Special Funds 248,918 270,440 265,643 263,822 240,079 246,016 Public Health Fund 510,640 382,341 521,556 325,671 339,956 563;508 Law Library 85,083 82,852 82,983 80,074 76,860 69,909 Lodging(Motel/Hotel)-Tax Fund 363,696 405,417 369,704 420,950 613,193 786,622' Mental Health Tax Fund 1,048,120 1,335,746 1,464,552 1,351,906 1,405,674 1,322,186 Treasurer's M&O Fund 111,156` 114,542- 133,200 112,155 98,177 114;215 Veterans Assistance 114,491 117,316 200,012 184,610 66,784 42,325 Skokomish Flood Zone 128,571. 107,652 198,317 134;552 53,200 : 89,507 Mason Lake Management District 60,551 89,050 97,394 113,356 139,329 112,979 Island-Lake Management District 5,820 8;956 171590 17,385 20,093 29,941 Capital Improvement/Reet 1 Fund 1,180,605 891,944 1,637,353 1,238,787 1,582,373 1,936,021 Capital Improvement,/Reet 2 Fund 1,409,141 1,795,649 1,576,918 2,261,422 2,530,052' 2,927,128 Mason County Landfill 318,863 814,554 1,089,282 519,142 583,871 719,616 N.Bay/Case Inlet Utility 595,667 354,338 779,539 893,955 697,554 1,078,599 N.Bay/Case Inlet Utility Reserve 714 715 718 724 735 0 -Wastewater System Development 3,986' 13,M6 13j986 3,986 3,986 3,986 Rustlewood Sewer&Water 48,877 81,246 347,139 280,977 241,564 119,371 Beards Cove Water 225,427 2451'255 287,019 370,150 417,447 482,339 Belfair WW&Water Reclamation 789,783 628,689 58,833 394,236 120,808 223,844 Reserve Landfill • 496,489 508,256 510;592 507,394' 480,060 461,448 Reserve Beards Cove Ulid 306,062 317,344 329,635 344,167 192,277 203,018 Storm Drain System Development. 284,310 232,505 113,509 1,418 188,676 181,567 Information Technology 420,985 193,152 334,621 319,346 192,283 92,349 Equipment Rental&Revolving Fund 4,447,018 5,030,749 3,482;317 3,746,232 4,062,784 3,768,701 Unemployment Fund 94,184 136,314 135,952 129,050 151,662 138,729 Totals $22,383,120. $25;.135,938 - $26,051,3411 $26,756,658 $26,546,1'79 $28,696;498 J:\Financials\2020 Financials\2020 February Financial Report 9 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Jennifer Beierle DEPARTMENT: Support Services EXT: 532 BRIEFING DATE: March 16, 2020 PREVIOUS BRIEFING DATES: N/A ITEM: Contract from Current Expense for Veteran Assistance EXECUTIVE SUMMARY: During the 2020 budget process, the Board set aside $5k in the Current Expense Non-Departmental budget for the purpose of providing essential items to the poor and infirm with a strong preference towards veterans. The idea is to provide $2,500 to the North end of the County contracted with North Mason Resources, and $2,500 to the South end of the County contracted with a contractor to be determined. After much research to ensure the legalities of the idea, a draft contract has been developed. BUDGET IMPACTS: $5,000 is budgeted in the 2020 Current Expense Non-Departmental RECOMMENDED OR REQUESTED ACTION: Request the Board review the draft contract with North Mason Resources ATTACHMENTS: Draft North Mason Resources Contract J:\Budget Office\Briefing, Agenda,&Public Hearing Items\2020\Briefing Summary 3.16.2020-Contracts from CE for Veteran Assistance.doc MASON COUNTY PROFESSIONAL SERVICES CONTRACT 2020 NORTH MASON RESOURCES THIS CONTRACT is made and entered into by and between Mason County, hereinafter referred to as "COUNTY" and North Mason Resources, hereinafter referred to as"CONTRACTOR." RECITALS: WHEREAS, COUNTY desires to retain a person or firm to provide the following service: Provide basic essential items as identified in "Exhibit A Scope-of-Services,"to the poor or infirm with a strong preference towards veterans in Mason County; and WHEREAS, CONTRACTOR warrants that it is qualified and competent to render the 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: General Fund Non-Departmental (Fund 001) Invoices: CONTRACTOR shall receive funds as set aside.in the County budget and as stated in this contract for services to be provided by North Mason Resources. Treatment of Assets: Ownership of all property/equipment purchased with County funds shall be owned by Mason County. The CONTRACTOR shall surrender to the COUNTY all property of the COUNTY within thirty days after termination or completion of this Contract-unless mutually agreed up on by the parties. A detailed inventory shall be maintained by the CONTRACTOR and reported to the County by January 31, 2021. Reporting Requirements: CONTRACTOR shall submit at least quarterly to the COUNTY an accounting that shall include but not,be limited to the information as outlined in "Exhibit B Compensation"to this agreement. Individuals Served: Individuals served under this contract by the Contractor must meet the definition of poor or infirm as stated in this agreement. Definition ofr Poor or Infirm: The individual served under this contract is receiving one of the following types of public assistance: Temporary'assistahce for needy families, ages, blind, or disabled assistance benefits, pregnant women assistance benefits, poverty-related veterans' benefits, food stamps or food stamp benefits transferred electronically, refugee resettlement benefits, Medicaid, medical care services, or supplemental security income; AND the individual's household receiving an annual income, after taxes, of up to one hundred fifty (150) percent or less of the current federally established poverty level. Each individual served is limited to one transaction per week with a maximum value of$50 in any one transaction under this contract General Conditions Scope of Services: The CONTRACTOR agrees to provide to 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 the COUNTY, unless otherwise provided for in the CONTRACT. Term: This a 9 month CONTRACT for the period of April 1, 2020—December 31, 2020. Services provided by CONTRACTOR prior to or after the term of this CONTRACT shall be performed at the expense of J:\Budget Office\Fund&Department Info\Non-Departmental\North Mason Resources-Final.docx Page 1 of 14 CONTRACTOR and are not compensable under this CONTRACT unless both parties hereto agree to such provision in writing. Compensation: CONTRACT for 2020 is not to exceed $2,500. Accounting and Payment for CONTRACTOR Services: Payment to the CONTRACTOR for services rendered under this CONTRACT shall be in accordance with Article 8, Section 7 of the Washington State Constitution and set forth in "Exhibit B Compensation". Unless specifically stated in Exhibit"B" or approved in writing in advance by the official executing this CONTRACT for the COUNTY or his designee (hereinafter referred to as the"Administrative Officer")the COUNTY will not disburse funds up front to the CONTRACTOR for.any costs or expenses incurred by the CONTRACTOR in the performance of this CONTRACT. The COUNTY or his designee (hereinafter referred to as the"Administrative Officer")will disburse funds up front periodically to the CONTRACTOR for any costs or expenses incurred by the CONTRACTOR in the performance of this CONTRACT. There shall be a 10%allowance for administrative costs under this contract. The 10% administrative costs shall be included as part of the total contract amount, and not over and above the contract amount. Taxes: CONTRACTOR understands and acknowledges that the COUNTY- :will not withhold Federal or State income taxes. Where required by State or Federal law;the CONTRACTOR authorizes the 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 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 the 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 rriust 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 the COUNTY does not hold title. COUNTY is exempt from Federal Excise Tax. 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 the COUNTY may, upon written notice, withhold from amounts otherwise due and payable to CONTRACTOR;i 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 the 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 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. The 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 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 the COUNTY under this clause. J:\Budget Office\Fund&Department Info\Non-Departmental\North Mason Resources-Final.docx Page 2 of 14 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. 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" 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 the COUNTY. The CONTRACTOR represents that he/she/it maintains a separate place of business, serves clients other than the COUNTY, will report all income and expense accrued underthis CONTRACT to the Internal Revenue Service, and has a tax account with the State of Washington Department of Revenue for payment of all sale_s and use ands Business and Occupation taxes collected by the State of Washington. CONTRACTOR will defend, indemnify and hold harmless the 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. Assignment and Subcontracting: The performance of all activities contemplated by this CONTRACT shall be accomplished by CONTRACTOR. No portion of this CONTRACT may be assigned or subcontracted to any other individual, firm or entity without the express and prior written approval of the COUNTY. 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 the COUNTY at the present time or in the future. 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 whetherl 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, J:\Budget Office\Fund&Department Info\Non-Departmental\North Mason Resources-Final.docx Page 3 of 14 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. 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 the COUNTY, and CONTRACTOR further promises thafiit 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.the 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. Work Product: CONTRACTOR will provide COUNTY with all work product and source documents used and/or produced by the CONTRACTOR including plans, data, maps (digital and paper), reports, photos, videos, marketing media, client e-mails,-.access to analytical accounts, and art work within 30 days after termination or completion of this CONTRACT unless mutually agreed up on by the parties. All work product shall belong to the COUNTY. 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: J:\Budget Office\Fund&Department Info\Non-Departmental\North Mason Resources-Final.docx Page 4 of 14 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 the COUNTY or an order 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 communication s: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: CONTRACTOR is required to provide insurance as,detailed and stipulated in "EXHIBIT C Insurance Requirements." Proof of Insurance: A certificate of insurance is attached hereto as"Exhibit D Certificate of Insurance." 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'inthis 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 fro-gCONTRACTOR 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 limitedto, 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 J:\Budget Office\Fund&Department Info\Non-Departmental\North Mason Resources-Final.docx Page 5 of 14 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. Provider's initials acknowledging indemnity terms: 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 the COUNTY on a basis equal to or exceeding CONTRACTOR's indemnity obligations to COUNTY. E-Verify: The E-Verify contractor program for Mason County applies to contracts of$100,000 or more and subcontracts for$25,000 or more if the primary contract is for$100,000 or more. CONTRACTOR represents and warrants that it will, for at least the duration of this CONTRACT, register and participate in the status verification system for all newly hired employees. The term"employee" as used herein means any person that is hired to perform work for Mason County. As used herein, "status verification system" means the Illegal Immigration Reform and Immigration Responsibility Act of 1996 that is operated by the United States Department of Homeland Security, also known as the E-Verify Program, or any other successor electronic verification system replacing the E-Verify Program. CONTRACTOR agrees to maintain records of such compliance and, upon request of the COUNTY, to provide a copy of each such verification to the COUNTY. CONTRACTOR further represents and warrants that any person assigned to perform services hereunder meets the employment eligibility requirements of all immigration laws of the State of Washington. CONTRACTOR understands and agrees that any breach of these warranties may subject CONTRACTOR to the following: (a) termination of this CONTRACT and ineligibility for any Mason County Contract for up to three(3) years, with notice of such cancellation/termination being made public. In the event of such termination/cancellation, CONTRACTOR would also be liable for any additional costs incurred by the COUNTY due to contract cancellation or loss of license or permit." CONTRACTOR will review and enroll in the E-Verify program through this website: www.uscis.gov 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 Administrative Services Manager and his or her 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. The Administrative Officer for purposes of this CONTRACT is: Diane Zoren, Administrative Services Manager 411 North 5th Street JABudget Office\Fund&Department Info\Non-Departmental\North Mason Resources-Final.docx Page 6 of 14 Shelton, WA 98584 Telephone (360)427-9670 ext. 747 dlz@co.mason.wa.us j Contractor Contact Information: North Mason Resources Steve Ables PO Box 2052 140 NE State Route 300 Belfair, WA 98528 (360)552-2303; director@nmresources.org 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. Notice to CONTRACTOR for all purposes under this CONTRACT shall be given to the address provided by CONTRACTOR herein above in the"Contractors Information" section. Notice may be given by delivery or by depositing in the U.S. mail. 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 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 project 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. JABudget Office\Fund&Department Info\Non-Departmental\North Masons Resources-Final.docx Page 7 of 14 i Disputes: Differences between CONTRACTOR and COUNTY, arising under and by virtue of the CONTRACT Documents, 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. Except for such objections as are made of record in the manner hereinafter specified and within the time limits stated, the records, orders, rulings, instructions, and decisions of the Administrative Officer shall be final and conclusive. Notice of Potential Claims: 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 or COUNTY, or(2) the happening of any event or occurrence, unless 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 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. Detailed Claim: 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, 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 (AAA) 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 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. 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 in and for the County of Mason. Unless otherwise specified herein, this CONTRACT shall be governed by the laws of Mason County and 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. JABudget Office\Fund&Department Info\Non-Departmental\North Mason Resources-Final.docx Page 8 of 14 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. Special Conditions D. General Conditions Entire Contract: This written CONTRACT, comprised of the Request for Proposals as published, Proposal as submitted, 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. IN WITNESS WHEREOF, COUNTY and CONTRACTOR have executed this CONTRACT as of the date and year last written below. NORTH MASON RESOURCES BOARD OF COUNTY COMMISSIONERS SHELTON,WA MASON COUNTY,WASHINGTON Steve Abels, Executive Director Sharon Trask, Chair Dated: Dated: APPROVED AS TO FORM: Tim Whitehead, Chief DPA JABudget Office\Fund&Department Info\Non-Departmental\North Mason Resources-Final.docx Page 9 of 14 EXHIBIT A SCOPE OF SERVICES 2020 NORTH MASON RESOURCES North Mason Resources called "CONTRACTOR"will be responsible for providing the following services as well as others as detailed throughout this CONTRACT. CONTRACTOR will provide the following Services: 1. Necessary essential items to the poor and infirm, with a strong preference towards veterans 2. The necessary essential items may include but not be limited to: food, water, shower tokens, bus passes, hygiene kits, towels, propane, fuel, and blankets 3. Provide quarterly reports that shall include but not be limited to the following information: • The information on the outreach form provided in 'EXHIBIT E' • Receipts for all items purchased under this contract . • CONTRACTOR will fulfill reporting requirements as defined in "Exhibit B Compensation"to this agreement. This information is due to the:COUNTY no later than January 31 following the end of contract year. J:\Budget Office\Fund&Department Info\Non-Departmental\North Mason Resources-Final.docx Page 10 of 14 EXHIBIT B COMPENSATION The following costs,which are directly related to necessary items for the poor and infirm, are allowed: Food Water Shower Tokens Bus Passes Hygiene Kits Towels Propane Fuel Blankets There shall be no payments made for repairs and maintenance. There shall be a 10%allowance for administrative costs under this contract. The 10% administrative costs shall be included as part of the total contract amount, and-not over and above the contract,amount. COUNTY shall voucher one quarter of the total contract amount ata time to the Contractor. The CONTRACTOR shall not receive additional compensation from the;County until a detailed accounting of purchases and disbursements for the prior payment isreceived. The detailed accounting for the purchases shall include but not be limited to copies of invoices and a spreadsheet summarizing the invoices with a grand total of expenditures at the bottom. The detailed accounting for the disbursements shall include but not be limited to: the information on the outreach form'in `EXHIBIT E' Invoices for the Poor and Infirm Services.with a strong preference towards veterans shall not exceed $2,500 including a 10% administrative:allowance unless additional awards are made. JABudget Office\Fund&Department Info\Non-Departmental\North Mason Resources-Final.docx Page 11 of 14 EXHIBIT C INSURANCE REQUIREMENTS 1. MINIMUM Insurance Requirements: A. 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. B. Workers' Compensation on a state-approved policy form providing statutory benefits as required by law with employer's liability limits no less than $1,000,000 per accident for all covered losses. C. 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 thani$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. D. 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 r, 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. 2. Certificate of Insurance: A certificate of insurance is attached hereto as"Exhibit D Certificate of Insurance." 3. Basic Stipulations: A. 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. [If this'is'a construction contract, ISO endorsement 20 37 also is required.] CONTRACTOR also agrees to require all contractors, subcontractors, and anyone else involved in this CONTRACT on behalf of the CONTRACTOR (hereinafter"indemnifying parties")to comply with these provisions. i B. 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. C.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. D.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. E. Proof of compliance with these insurance requirements, consisting of endorsements and certificates of insurance shall be delivered to COUNTY prior to the execution of this CONTRACT. If such proof of insurance is not delivered as required, or if such insurance is canceled at any time and no replacement coverage is provided, COUNTY has the right, but not the duty, to obtain any insurance it deems necessary to J:\Budget Office\Fund&Department Info\Non-Departmental\North Mason Resources-Final.docx Page 12 of 14 protect its interests.Any premium so paid by COUNTY shall be charged to and promptly paid by CONTRACTOR or deducted from sums due CONTRACTOR. F. 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. G. 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. H. 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. JABudget Office\Fund&Department Info\Non-Departmental\North Mason Resources-Final.docx Page 13 of 14 EXHIBIT D CERTIFICATE OF INSURANCE (Placeholder) JABudget Office\Fund&Department Info\Non-Departmental\North Mason Resources-Final.docx Page 14 of 14 EXHIBIT E MASON COUNTY& NORTH MASON RESOURCES OUTREACH FORM Date: Time: Location: Name of Recipient: Phone Number: Other Contact Info: Service Provided: I attest that I am on one of the following:Temporary assistance for needy families, ages, blind, or diabled assistance benefits, pregnant women assistance benefits, poverty-related veterans' benefits, food stamps or food stamp benefits transferred electronically, refugee resettlement benefits, Medicaid, medical care services, or supplemental security income; AND my household receiving an annual income, after taxes, is up to one hundred fifty(150) percent or less of the current federally established poverty level. Check if Veteran ❑ Signature of Recipient Dollar value of Service Provided: Advocate Name: Signature of Advocate MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Jennifer Beierle DEPARTMENT: Support Services EXT: 532 BRIEFING DATE: March 16, 2020 PREVIOUS BRIEFING DATES: N/A ITEM: Updates to Mason County Financial Policy EXECUTIVE SUMMARY: Financial policies and procedures play an important role in a strategic, long-term approach to financial management. Some of the benefits of adopting formal, written financial policies include: 1. Institutionalize good financial management practices 2. Clarify strategic intent for financial management 3. Define boundaries and manage financial risk 4. Support good bond ratings 5. Promote long-term and strategic thinking 6. Comply with public management best practices Adopting Financial Policies is recommended by the Government Finance Officers Association (GFOA) and the State Auditor's Office (SAO). Mason County adopted a Financial Policy in January of 2019, and some clarification and updates have been identified. Attached are the draft updates in "track changes". BUDGET IMPACTS: N/A RECOMMENDED OR REQUESTED ACTION: Request the Board review the updated Financial Policies & Procedures and place on the March 24thAction Agenda for Approval. ATTACHMENTS: Draft Update to Financial Policies & Procedures J:\Budget Office\Briefing, Agenda,&Public Hearing Items12020\Briefmg Summary 3.16.2020-Updates to Financial Policy.doc OW 1854 Mason, County Financial POLICIES & PROCEDURES Table of Contents I. Overview of the Mason County Financial Policies&Procedures 4 II. Budget 4 1) Purpose 4 2) Schedule 4 3) Budget Adjustments 4 4) Operating Budget 5 5) Capital Budget 6 6) Internal Allocation Costs 6 III. Basis of Accounting 6 IV. Accounting Policy, Financial Systems, and Reporting 7 1)Accounting Policy 7 2) Financial Systems 7 3) Financial Reporting 7 4) State Audits 8 V. Cash 8 1) Receipting 8 2) Petty Cash/Revolving Funds 8 3) Bank Accounts 8 VI. Investments 8 VII.Grants & Federal or State Funding 9 1) Grant Project Form 9 2) Year End Program Contract Worksheet 9 . 3) Federal Policy 9 VIII. Debt 10 1) Authority for County Indebtedness 10 IX. Revenue 11 1) Accounts Receivable 11 2) Collection Policy 11 3) Refunds vs. Reimbursements 12 4) Public Fees & Charges 12 X. Expenditures 12 1) Budget Appropriation and Monitoring 12 2) Travel/Business Expenditures 132 3) Non-Travel Food Purchases 13 4) Purchasing 13 5) Lost Warrants 13 2 X. Expenditures (continued) 6) Registered Warrants 13 7) Credit Cards 13 8) Outside Vendor Credit Accounts 143 9) Miscellaneous 14 XI. Adjusting Journal Entries 14 XII. Payroll 14 X1111. Capital Assets 154 1) Real Estate Excise Tax(REET) Funds 154 XIV. Fund Balance 15 1) Classification 15 2) Minimum Level 15 3 This Financial Policies and Procedures handbook is intended to provide guidance to Mason County department heads and elected officials in properly discharging their financial responsibilities. The procedures, policies, and practices set forth below do not create an express or implied contract between Mason County and its employees, nor are they to be viewed as making any promises or creating contractual rights of any kind. The information contained in this notebook represents guidelines only, and Mason County reserves the right to limit, modify, or terminate any of these policies, procedures, or practices at any time, at its sole discretion. 11 Purpose The budget serves a number of functions. At the most basic level it is a legal document that gives County officials the authority to incur obligations and pay expenses. It is also a comprehensive business plan that should provide the following elements: public policies, a financial plan, an operations guide, and serve as a communications device. Mason County budgets on an annual calendar year basis. 2) Schedule RCW 36.40 prescribes the major steps in budget preparation along with a suggested schedule for completion of each step. However, the Board of County Commissioners may also set other dates relating to the budget process, including but not limited to the dates set in RCW 36.40.010, 36.40.050, and 36.81.:130 to conform to the alternate date for the budget hearing. Mason County typically adopts the alternate dates in July. The major steps in budget preparation include: a) Call for Estimates. County Auditor notifies all officials to file budget requests and projected revenues for ensuing fiscal year. RCW 36.40.010 b) Filing of estimates with Auditor or Chief Financial Officer by all officials in the format as requested by the Auditor. RCW 36.40.010 c) Preliminary County budget prepared by Auditor or Chief Financial Officer submitted to Board of Commissioners. RCW 36.40.050 d) Preliminary budget hearing presented to the Board of County Commissioners by the Auditor's Office. RCW 36.40.070 e) Alternative preliminary budget hearing by the Board of County Commissioners, on the first Monday in December. RCW 36.40.071 D Final budget adoption by the Board of County Commissioners. RCW 36.40.080 3) Budget Adjustments Budget Transfers are used when changes in spending during the year result in a deficit in 4 one expenditure line item and an excess in another line item, in accordance with Resolution 26-17. • Transfers within Department's Budget Budget transfers may be made from the excess line to the deficit line to keep their operating budget correct with the Budget Manager's approval • Transfers Inter-Departments All requests for budget inter-department transfers shall be submitted, with department head approval and justification, to the Board _ of County Commissioners for consideration and approval. The Board of County Commissioners'approval is required prior to budget expenditure. Supplemental Appropriations are required when a department receives a new funding source that was not planned for during the budget process.and will result in additional expenditures or when there are additional expenditures that weren't planned for during the budget process. Supplemental appropriations must be advertised for two weeks prior to Board approval. Non-Debatable Emergency adjustments may, be made'due to an emergency caused by fire, flood, explosion, storm, earthquake, epidemic, riot, or insurrection, or for the immediate preservation of public health or any other emergency as defined by RCW 36.40.180. Emergencies Other than Non-Debatable may be made when there is a public emergency that does not fall under the qualifications of RCW 36.40.180. Emergencies other than non- debatable must be advertised for one week prior to Board approval. All requests for supplemental, or emergency appropriations will be submitted by the department head to the Board of County Commissioners for consideration and approval. The request shall be in writing, containing the facts constituting the supplemental or emergency appropriations. and the estimated amount of additional budget required. Supplemental appropriations are done as needed. ,4) Operating Budget The operating.budget is the, central financial planning document that encompasses all operating revenue and expenditure decisions. It establishes the level of services to be provided by each department within the restrictions of anticipated County revenues. Current expenditures will be paid for with current revenues. One-time expenditures, or revenues of a limited or indefinite term, should be used for capital projects or one time operating expenditures to ensure that no core services are lost when such revenues are reduced or discontinued. No operating deficits in any fund balance shall be incurred at year end. High priority will be given to expenditures that will reduce future operating costs, such as increased utilization of technology and equipment and prudent business methods. If expenditure reductions are necessary, complete elimination of a specific, non- mandatory service is preferable to lowering the quality of existing programs. 5 51 Capital Budget A comprehensive six year plan for capital improvements will be prepared per RCW 82.46, updated, and included in the yearly budget. Capital project proposals should include cost estimates that are complete, reliable, and attainable. Cost estimates should be based on a thorough analysis of the project and are expected to be reliable and complete. Funding sources should also be reliable and complete and the capital project will not be budgeted unless there are reasonable expectations that revenues will be available to pay for them. Changes to the comprehensive six year plan may be made annually during the budget process or concurrently with an amendment of the County budget, per RCW 36.70A.130 (2)(a)(iii).Any revision to the comprehensive plan would have to go to the state for review sixty days prior to adoption. The County will provide for adequate maintenance and appropriate replacement of capital facilities and equipment. The County will, also provide for maintenance schedules to ensure that facilities and equipment are maintained so as to maximize its useful lifespan. These amounts will be reflected in the capital budget plan. The'intent of the Capital Budget Plan is to maintain all assets at an adequate level in order to protect the County's capital investment and to minimize unexpected future maintenance and replacement costs. Funding of repair and replacement schedule projects will be the funding priority before discretionary capital projects. Decision making for capital improvements will be coordinated with the operating budget to make effective use of the County's limited resources for operating and maintaining facilities and capital projects. 6) Internal Allocation.Costs This is the annual charge to,noh-General funds for the services provided by the General fund. Internal allocation costs shall be prepared with a detailed indirect cost allocation plan. The internal indirect cost allocation plan shall, be developed each year with audited expenditures to identify and distribute costs of services provided by internal service departments to funds outside of the General Fund. The Auditor's Office and the Budget Office will prepare this,after the yearly audit by the State Auditor's Office and incorporate the charges into the following year's budget, which is adopted by the Board of County Commissioners. These will be the actual costs charged to funds outside of the General Fund. lll:,'�BASI' S 'OFF�1aCkO}lJNTIN'G The basis of accounting used determines when revenues and expenditures/expenses are recognized in the accounts and reported in the financial statements. All funds are accounted for using the cash basis of accounting, in accordance with Resolution 67-17. Only the minimum number of funds consistent with legal and operating requirements should be established, because unnecessary funds result in inflexibility, undue complexity, and 6 inefficient financial administration. In order for a special revenue fund to be created, the following two criteria must be met: 1) Expenditure for specified purposes — Such a limitation on spending may be imposed by external parties, constitutional provisions, enabling legislation, or board action, and 2) Proceeds of specific revenue sources—A substantial portion of resources must be derived from one or more specific revenue sources. A surplus in the General fund does not constitute a revenue source The Board of County Commissioners has the authority to create or delete funds by resolution. Il/ ACC ; lJN SING POLI"C J FINANCIi4L��5�Y5�TEN1S & a ew i e 7} y w «s ri#3 as 4 t �����i-s 11 Accounting Policy Mason County will establish and maintain the highest standard of accounting practices. Accounting and budgetary systems will conform to the State of Washington Budgeting Accounting Reporting System (BARS) and local regulations. 21 Financial Systems Mason County will strive to provide the technological tools; information systems support and uninterrupted level of information systems service to sustain the successful implementation and maintenance of a sound,'reliable and efficient financial management system. Thefinancial system shall also protect County departments against unauthorized access through information systems security and controls while allowing staff the ability to access information directly from the system. Munis is currently the County's primary financial system. The primary financial system serves as the County's principal journal of record. 31 Financial Reporting Full disclosure will be provided in all County financial reports and bond representations. Reports outlining the status of revenues and expenditures shall be prepared monthly on cash basis by the Budget Office. It will be distributed to the Board, elected.officials, department heads, and any other interested party. An annual financial report will be prepared by the Auditor's Office in a timely basis to meet or exceed the State Auditor's Office standards. 7 4) State Audits An annual audit will be performed by the State Auditor's office and include the issuance of a financial opinion. Y Cash deposits from the various operations are remitted to the Treasurer's Office and RCW 36.29.010 stipulates the Treasurer's responsibilities over cash. All County employees or new hires who handle cash are required to review, sign, and follow the department's procedures for cash handling. For additional information and detail see Mason County Revenue (Cash) Handling Policies and Procedures. 11 Receiating Departments that receive cash for services or fees are required to evidence receipt by pre-numbered cash receipts. Cash shall be deemed to include cash, checks, or other financial instruments that can be converted to cash. Checks should be endorsed immediately and must be maintained with other cash items in a locked and secure location. Cash receipts must be balanced and deposited.With the Treasurer's Office on a daily basis, unless exemption is approved, pursuant,to RCW 43.09.240. The size and amount of deposits vary by location and department. Alternative receipt practices may be adopted only by approval of the County Treasurer. Where ever possible, the functions of receipting, balancing and depositing should be performed by different personnel to ensure adequate safeguards. 21 Petty Cash/Revolving Funds Departments may maintain petty cash oe'revolving funds for the payment of incidental expenses only with the Treasurer's prior approval and evidence of accounting ability to maintain the fund to the County standard. These funds are not intended for repository of cash receipts in the normal course of business and must not be commingled. ,3) Bank Accounts The use of bank or other financial institution accounts for the purpose of depositing or maintaining public funds is forbidden without the prior consent and knowledge of the Mason County Treasurer, his/her office and staff. The County Treasurer has responsibility for the investment of public funds under RCW 36.29.020. Investments.are carried at book value and investments are made by fund. Investments are held by a third party trust agreement on a delivery versus payment basis and are booked electronically. Authorization to invest funds of a district or related entity is required in writing by an appointed investment officerforthe district.The County Treasurer invests the County's short term cash and reserves for maximum return according to the investment policy established by the Mason County Treasurer and the County Finance Committee. 8 O < STA,TE,FUN®IN Vllfi GR�4=NTS & FEDE G Grant applications will be reviewed by the Board of County Commissioners with due consideration being given to whether locally generated revenues will be required to support these programs when outside funding is no longer available. Approved -grant agreements will be signed by the Board of County Commissioners or their approved designee. Grants may be accepted if the County can be assured that the total costs and requirements of accepting funds are known and judged not to adversely impact the County's funds. Future impacts on the budget will be identified and analyzed prior to approval of grant contracts.. Grant related revenue and expenditures (including matching funds provided by the County) shall be authorized,within policy, and properly accounted for in the project accounting module of the financial management system according to Federal, State and local regulations and the terms and conditions of the grant award. The department receiving the grant award will budget for and expend any costs related to obtaining the grant, unless an agreement with the Board is made otherwise. The responsibility for understanding and adhering.to County, State and Federal regulations, policies or procedures belongs to the managing department of that particular grant. 1) Grant Project Form - When an application for grants is approved, or when a new federal or state funding source is secured, the department must complete and provide to the County Auditor the grant project form as 'prescribed by the County,Auditor. A,signed copy of the grant must be submitted with the grant code request form to the Auditor's Office. This helps ensure the required funding source information has been gathered so the Auditor can assign the proper revenue number in accordance with the State Auditor's BARS manual. 2,) Year End Program Contract-Worksheet At the end of each fiscal year, the County Auditor will provide a listing of all federal and state funding sources that were reported to the State Auditor's Office on Schedule 15 and Schedule 16. Each department must complete and provide to the County Auditor the program contract worksheet as prescribed by the County Auditor. These worksheets are considered the final Schedule 15 and Schedule 16 data, which is compiled by the County Auditor into a single document. 3) Federal Policy The departments shall also use applicable cost principles from the US Code of Federal Regulations Title 2, part 200 (2 CFR 200) to determine the reasonableness, allow ability and allocation of costs applicable to federal grants and contracts. The County shall recover the full cost of providing internal services to funds with grant revenue as permitted under the grant agreement and 2 CFR 200. Any instance where a potential conflict of interest may arise must be disclosed in writing 9 by the responsible department to the federal awarding agency or pass-through entity in accordance with applicable Federal awarding agency policy. The definition of a conflict of interest.is described in 2 CFR 200.318(c) Reference Mason County Conflict of Interest Policy.Any instances of violations of federal criminal law involving fraud, bribery, or gratuity violations potentially affecting federal awards must be disclosed in writing to the federal awarding agency or pass-through entity by the responsible department. Elected Officials, Department Heads, and grant managers within each department are authorized to sign the required certification as stated in 2 CFR 200.415. For billing indirect costs to grants, use the rate determined by the simplified external indirect cost allocation plan, which is calculated by the Auditor's Office. Deficit financing and borrowing will not be used to support ongoing County services and operations. Expenses will be reduced to conform tothe long term revenue forecast. Interfund loans are permissible to cover temporary gaps in cash flow, but only by resolution that states a short term repayment schedule and at an interest rate based on the Washington State Local Government Investment Pool. The. lending,fund must have excess funds available and the use of those funds won't have an impact on the fund's current operations. For additional information and detail see Mason County Interfund Loan Policy. If the Board of County Commissioners approves lease purchasing, the useful life of the item must be equal or greater than the length of the-lease. The fixed asset information form must be provided by the department concurrent with the submission of the lease documents. Debt payments shall not extend beyond the estimated useful life of-the project being funded. The Mason County will maintain good communications with bond rating agencies concerning its financial condition, and will take all appropriate and responsible measures to sustain quality bond ratings with continuous financial management efforts to enhance the County's bond ratings. Mason County follows the Mason County Debt Policy which is maintained by the County Treasurer. 1) Authority for County Indebtedness Department heads do not have the authority to commit Mason County to any indebtedness beyond current budget authority. For additional information and detail see Mason County Purchasing Policy. Indebtedness includes, but is not limited to leases, lease-purchases, rental agreements, contracts, grants, and other obligations of short and long term debt. The Mason County Commissioners shall be signatory to any obligations requiring short or long term indebtedness beyond current budget authority, unless the Commission has 10 given written authority to exempt certain contracts. rT4 x�rV IXC REl/EN�UErt _ _ The County will follow a vigorous policy of collecting all County revenues. Revenue will be coded to the correct account per the Washington State BARS (Budgeting, Accounting, and Reporting System). Grant revenue must be deposited with the Mason County grant project code as assigned by the Auditor's Office. 1) Accounts Receivable Currently, billings for services, goods, and reimbursements for funds are done through a de-centralized financial accounting system. If revenue is anticipated, the department .anticipating the revenue shall notify the Treasurer's office by Treasurer's ACH form or deposit form prior to receipt to ensure proper recording. There will be adequate segregation of duties relating. to accounts receivable. To accomplish this, the billing, cash collection, recording, and reconciliation functions should be separated. If this level of segregation of duties is not possible, compensating controls should be implemented to ensure a proper division of functional responsibility. 2) Collection policy The collection policy and any action plan shall be established by the elected official or department head, recognizing State requirements and the unique characteristics of the clients served by that department. It is the responsibility of each department to collect their accounts receivable. Departments will review,their outstanding receivables on a timely basis for past due accounts. Accounts Receivable aging reports should be run in the de-centralized accounting system in order to determine which accounts are past due. The oldest outstanding accounts receivables will be reviewed on a regular basis. Departments have the ability to handle past due accounts along reasonable business practice guidelines. An example of reasonable business practice could be as follows: A past due notice is issued for all accounts that are 30 days past due. Notices are issued by the responsible department every 30 days over a 90 day period. Notices are distinguished as "first notice""second notice"and "final notice', with the final notice indicating that the account could go to a collection agency if not paid. At the discretion of the department or elected official, the initial notice period can be extended in limited circumstances. No receivables should be due 11 for longer than 90 days without past due notices being issued. As soon as accounts receivable are identified as uncollectible, the department should request a write-off approval from the Board of County Commissioners. 31 Refunds vs. Reimbursements Cash refunds from vendors are payments received for returned goods; for services paid for, but not used; or for overpayments. These are the only items that may reduce expenditures. Payments received by any outside agency as reimbursements for goods or,services are not refunds and should be recorded as revenue, not as a reduction of expenditures. If the refund is received after the end of the accounting period in which the original expenditure was made, and the dollar amount of the refund is not material, a BARS revenue account established by the Auditor's officewiII be credited for the amount of the refund. ,4, ) Public Fees &Charges The full cost of services shall be evaluated.by each department regularly to provide a basis for setting the charge or fee. Full cost incorporates direct and indirect costs. • u ��� x.�a.�x+td a-ti'&�`pC-.. RENTJ� a-EzkS E Y 4 Expenditures will be coded to the correct account per the Washington State BARS (Budgeting, Accounting, and Recording System)., The Elected Official, Department, Head, or approved designee will be verifying with their signature on the voucher that,the -payment of the indebtedness is authorized by the Commissioners through the budget process. Overall responsibility for the County's expenditures belongs to the County Auditor, Per Resolution 37-07. 11 Budget Appropriation and'Monitoring The Board of County Commissioners adopts the General fund budget at the department level and the special funds at the fund level. The County will not process expenditures in excess of the total appropriation for that fund. Departments are responsible for monitoring their budget expenditures. This is especially important during the last quarter of the budget year. Invoices in excess of budget will not be paid until the budget allows. Expenditures will be approved by the Board of County Commissioners at their next regular business meeting. Departments within the General Fund may exceed the approved budget within individual line items, but shall not exceed total departmental budgets without Board approval of a budget adjustment, per Resolution 26W17. No fund shall exceed total fund budget without Board approval of a budget adjustment. 12 2) Travel/Business Expenditures For additional information and detail see Mason County Personnel Policy, Travel Expense Reimbursement. 3) Non-Travel Food Purchases Food and beverages (not including water) may not be purchased for employees with County funds unless the County is hosting an official meeting at which non-County employees are in attendance or, in accordance with RCW 43.03.049, each of the following criteria is met: 1) The purpose of the meeting is to conduct official County business or to provide training to County employees or officials: and 2) The meals are an integral part of the business meeting or training session,-and 3) The meeting or training session takes place away from the employee's or official's regular workplace, and 4) The County obtains a receipt for the actual costs of the meals with meetings and the price does not exceed the corresponding Washington State per diem rate. 4) Purchasing For all new individual vendors, a completed Vendor Info Form or W9 must be submitted to the Auditor's Financial Services Department before payment to that vendor can be made. Departments that report directly to the Board must receive verbal goard approval during a briefing before making purchases of items$25,000 or more,even'if the authority is in the department's budget. For additional information and,detail see Mason County Purchasing Policy. 5) Lost warrants The County will not reissue a warrant, due to the loss of the original warrant,.until a lost warrant affidavit is turnedinto the Auditor's Financial Services Office. A lost warrant affidavit may be turned in three weeks after the issue date of the original warrant, except in the case of a payroll warrant. 66) Registered Warrants Restricted cash flow and decreasing cash reserves require that Mason County=enlist the aid of other financial institutions to hold registered warrants. The Mason County Treasurer reserve the statutory authority to issue registered warrants but has available several other alternative arrangements to cover short term financing. 7) Credit Cards Personal charges may not be made with a County credit card. Any charges which cannot be properly identified or which are not properly allowed shall be paid promptly by the card user. This includes finance charges, late fees, etc. 13 Retain credit card receipts with detail of purchases throughout the month. Once the credit card statement is received, reconcile receipts to the statement, attach to an invoice edit and send the edit, statement and receipts to the Auditor's Financial Services Office for payment. For additional information and detail see Mason County Credit Card Policy. 8) Outside Vendor Credit Accounts When the County has a credit balance on an outside vendor account, the balance must either be used within 90 days, or a reimbursement must be made to the County from the vendor. 9) Miscellaneous Volunteer Recognition Mason County frequently receives assistance from volunteers in the community. County departments may provide non-monetary recognition for volunteers not to exceed the limitation on gifts, per RCW 42.52.150. Other Recognition Celebrations/Memorials/Flowers - No County funds shall be used to purchase gifts or flowers for County employees or relatives, except for retiring employees. For retiring employees, a gift with a value not to exceed the limitation on gifts, per RCW 42.52.1550; maybegiven by the County. {21 +6.d5+ l�`Tw.� 9 T FNMA X11. ADJ 5> INGrt�.lO:VRNArL ETRIES I All adjusting journal entries will be accounted for by maintaining a file including the date, posting number, description, preparer's and approver's initials. There will be adequate documentation attached to the adjusting journal entry that will explain the reasoning for the entry. Departments may request an adjusting journal entry, but only Financial Services or Treasurer's Office may post. The approver may not be the same person as the preparer. Xll� 'PAYROLL Each employee change requires a Personnel Action Form to be completed in Munis. Please see the Mason County Employee Handbook and/or the Payroll/Human Resources policy for detailed payroll and benefit policies. 14 � . . �,-tak..ty ti•z a� y. ��,.. -�k ' v ay�. t..z + t�s XII` CAPITAL ASSETS .¢ L Capital Assets owned by the County that are required to be registered will be recorded in the name of"Mason County" and not of an individual Department or Fund. For additional information and detail see Mason County Capital Asset Policy. 1) Real Estate Excise Tax (REET) Funds The State of Washington is authorized to levy a real estate excise tax on all sales of real estate. A locally-imposed taxis also authorized. REET I and II taxes are collected by Mason County. RCW 82.46 governs the REET funds. REET I funds can be imposed by all cities and counties: In order to impose REET 11, the County must be planning under the Growth Management Act. REET I dollars must be spent solely on capital projects that are. listed in the capital facilities plan element of their comprehensive plan. Those include public works projects of a local government for planning, acquisition, construction, reconstruction, repair, replacement, rehabilitation, or improvement of streets; roads; highways; sidewalks; street and road lighting systems; parks; recreational facilities; law enforcement facilities; fire protection facilities;trails; libraries; and administrative and judicial facilities. REET II dollars must be spent on public works`projects in the capital facilities plan element of their comprehensive plan such as planning; acquisition, construction, reconstruction, repair, replacement, rehabilitation, or improvement of streets, roads, highways, sidewalks, street and road lighting systems, traffic signals, bridges, domestic water systems, storm and sanitary sewer systems, and planning, construction, reconstruction, repair, rehabilitation, or improvement of parks. I.,,ytl,NtA2+v;sD�33>B:s„ .L -�rN4rv ea'.rfy 'K v' c 1) Classification Mason County fund balances are classified by reserved or unreserved. The Department of Community Development's permit fee revenues and expenditures will be analyzed by the Financial Services Department at least annually to ensure resources are property used. 2) Minimum Level Maintenance of an adequate fund balance for the General fund to ensure sufficient resources for cash flow and to mitigate revenue shortages or emergencies shall be a priority. The General fund's long-term fund balance target is a year-end unassigned fund balance of 15-20% of annual expenditures, in accordance with Resolution 72 -197. 15 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Dawn Twiddy DEPARTMENT: Support Services EXT: 422 BRIEFING DATE: 03/16/2020 PREVIOUS BRIEFING DATES: If this is a follow-up briefing, please provide only new information ITEM: Approval to place on the March 17, 2020 Action Agenda an amendment to Resolution 2020-20 Mason County Personnel Policy, to update Chapter 4.5 Unusual Weather Conditions/Extreme Circumstances Policy to include the public health emergencies. BACKGROUND: Washington State Governor has declared a public health emergency related to COVID- 19, which has an undetermined end date at this time. The amendment to the Personnel Policy, Chapter 4.5 Unusual Weather conditions/Extreme Circumstances Policy will add in language to support public health emergencies. RECOMMENDED ACTION: Approval to place on the March 17, 2020 Action Agenda an amendment to Resolution 2020-20 Mason County Personnel Policy, to update Chapter 4.5 Unusual Weather Conditions/Extreme Circumstances Policy to include the public health emergencies. ATTACHMENT(S): Resolution and Chapter 4.5, Unusual Weather Conditions/Extreme Circumstances (Attachment A) on file with the Clerk of the Board. Briefing Summary 3/12/2020 RESOLUTION NO. A RESOLUTION AMENDING RESOLUTION 2020-24 MASON COUNTY PERSONNEL POLICY AMENDING CHAPTER 4.5 UNUSUAL WEATHER CONDITIONS/EXTREME CIRCUMSTANCES WHEREAS, it is the responsibility of the Board of Mason County Commissioners for the coordination of county administrative programs, which is accomplished through the adoption of the Personnel Policy; and WHEREAS, it is necessary and appropriate to change the current language in Unusual Weather Conditions/Extreme Circumstances to include the public health emergencies. NOW, THEREFORE, BE IT RESOLVED, the Board of Mason County Commissioners hereby amends Resolution 2020-20, Mason County Personnel Policy amending Chapter 4.5 Unusual Weather Conditions/Extreme Circumstances to include public health emergencies, as outlined in Attachment A. This resolution shall become effective immediately upon its passage. ADOPTED THIS day of March, 2020. BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON ATTEST: Sharon Trask, Chair Melissa Drewry, Clerk of the Board Randy Neatherlin, Commissioner APPROVED AS TO FORM Kevin Shutty, Commissioner Timothy Whitehead, Deputy Prosecuting Attorney C: Elected Officials&Department Heads rate of pay for the position from which the employee is transferring from, not the rate of the new position. Payout for compensatory time is not eligible for a payout payment plan. [RESOLUTION 89-19—913/I91 4.4 ATTENDANCE Punctual and consistent attendance is a condition of employment. Each Elected Official and Department Head is responsible for maintaining an accurate attendance record of his/her employees. Employees unable to work or unable to report to work on time should notify their supervisor as soon as possible, ordinarily before the work day begins or within thirty(30) minutes of the employee's usual starting time. If an absence continues beyond one day,the employee is responsible for reporting in each day unless excused from daily reporting by his/her supervisor. If the supervisor is unavailable,the employee may leave a message with the Elected Official/Department Head or his/her designated representative, stating the reason for being late or unable to report for work. 4.5 UNUSUAL WEATHER CONDITIONS/EXTREME CIRCUMSTANCES During times of inclement weather or natural disaster, it is essential that the County continue to provide vital public services.Therefore, it is expected that employees make every reasonable effort to report to work without endangering their personal safety. An employee who is unable to get to work, arrives late to work, or leaves work early because of unusual weather conditions or other extreme circumstances shall charge the time missed to: vacation, floating holiday, compensatory time or if such leave is not available, to leave without pay.The employee shall advise their supervisor by phone or in person as in any other case of late arrival or absence. In some extreme circumstances, including, but not limited to,flooding,fire,total power outages, or other public health emergencies, one or more County work locations may not be suitable for employees to safely or effectively perform their jobs. Under such circumstances, if employees are sent home after reporting to work or told to report to work later than their regular starting time, they shall be paid for hours missed from work that day. If employees are advised before reporting to work, or if reasonable efforts were made to advise them before reporting to work, that they should not report to work, such absence for time missed from work shall be charged to:vacation, personal holiday, compensatory time or if such leave is not available,to leave without pay. In no event shall the decision that some employees cannot work due to conditions at their work location, entitle other employees who worked, compensation beyond their regular pay. Mason County Personnel Policies Page 11 The decision to send employees home or tell them not to report to work shall be made by the Elected Official or Department Head responsible for the work location and is subject to the prior approval of the Board or a single Board member if only one Board member is available. If no Board member is available,the decision of the Elected Official or Department Head shall be final. Such decision shall include consideration of the expected duration of the condition, safety issues affecting employees or the public and alternative work locations. County Office Closure Procedure 1. When a major snow, ice or storm event is taking place or appears to be imminent,the road operations manager or their designee shall collect information from a variety of community sources to prepare a road condition report as early as possible, but no later than 4:45 a.m. if possible. i. On or about 4:45 a.m.the designated road operations manager shall contact the Public Works Director or their designee to discuss the road and weather conditions and latest weather forecast. 3. On or about 5:oo a.m.the Public Works Director or designee calls the Commission Chair to advise them of road conditions throughout the county and latest weather forecast and makes recommendation regarding suspending standard operations. 4. The Chair shall decide-that: a. Situation does not merit suspending standard operations: The County will observe normal business operations because road conditions in most areas of the County are not hazardous;all County operations will be conducted to facilitate justice and commerce. Staff may use leave as provided in the Personnel Policy 4.5 Unusual Weather Conditions/Extreme Circumstances; or b. Opening standard operations will be delayed until specified time later in the day(preferably moo a.m.or 12:30 p.m.) [or closed early if conditions merit] because extremely hazardous conditions currently exist and the safety risks of travel for employees and the public and the associated County liability outweigh the benefit of commencing designated standard operations at the normal time; or c. Extremely hazardous conditions exist and are likely to persist throughout the day and the safety risks of travel for employees,the public,-and the associated County liability outweigh the benefit of conducting designated standard operations this day. Conduct of standard operations is suspended until a specified time the following day. 5. The.Chair will contact the Presiding Judges of Superior and District Courts to determine if it is necessary to make special accommodations for any of their operations during the suspension of standard operations. Mason County Personnel Policies Page 12 6. By 6:oo a.m.,the Chair calls Support Services staff to update the County closure information message number(360-427-967o ext. 678)with information regarding the duration of the suspension. Support Services will contact the media and the Emergency Management/Information Technology Manager or designee. 7. The Emergency Management/Information Technology Manager or designee shall update the County website with the closure information and broadcast an AlertSense message. 8. If closure occurs during regular work hours, Support Services staff updates the County closure information message number(x678), contacts each county office, sends out an "all county" email, sends notice to website and the media. Emergency Management shall broadcast an AlertSense message. RESOLUTION o6-13-2/iz13,updated RESOLUTION 7o-16-iotft16 4.6 BREAKS AND MEAL TIME Employees will be allowed up to a one(1)hour unpaid lunch period as approved and scheduled by the employee's supervisor. Employees may take one (1)fifteen-minute break for every four (4) hours worked. Breaks should be arranged so that they do not interfere with County business or service to the public. The scheduling of meal periods may vary depending on department workload. Meal periods are unpaid and usually one hour in length. Lunch periods and breaks shall not be combined and they may not be used to shorten an employee's workday. BREAK TIME FOR NURSING MOTHERS PROVISION: Purpose and Overview The intent of this policy is to support Mason County employees who are breastfeeding and to meet the requirements of Section 7 of the Fair Labor Standards Act of 1938 (29 U.S.C. 207) as amended by the Patient Protection and Affordable Care Act(effective March 23, 2010). This policy applies to all,Mason County employees. r Procedures This policy provides the following information: 1. A reasonable amount of time to express milk or breastfeed (lactation time) 2. Private and secure rooms to express milk or breastfeed (lactation room) 3. Employee responsibilities 4. Education and support 5. Anti-discrimination, harassment or retaliation 6. Employee Notification t Reasonable Amount of Time to Express Milk or Breastfeed(Lactation Time) Mason County Personnel Policies Page 13 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Dawn Twiddy DEPARTMENT: Support Services EXT: 422 BRIEFING DATE: 03/16/2020 PREVIOUS BRIEFING DATES: If this is a follow-up briefing, please provide only new information ITEM: Approval to place on the March 17, 2020 Action Agenda a Mason County Telework Program Policy and Procedures. BACKGROUND: The purpose of the telework Program is to meet department missions and operational needs by.helping the County to: promote management efficiencies; increase County responsiveness in severe weather or other emergencies; enhance the recruitment and retention of highly qualified employees; and improve employee work-life. RECOMMENDED ACTION: Approval to place on the March 17, 2020 Action Agenda Approval to place on the March 17, 2020 Action Agenda a Mason County Telework Program Policy and Procedures. ATTACHMENT(S): Mason County Telework Program Policy and Procedures Briefing Summary 3/12/2020 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Kell Rowen DEPARTMENT: Planning EXT: 286 BRIEFING DATE: 3-16-2020 PREVIOUS BRIEFING DATES: None If this is a follow-up briefing, please provide only new information INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources ❑ Legal ❑ Other— please explain ITEM: New appointment to the Planning Advisory Commission (PAC). EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): Isaiah Johnston has applied to be appointed to the Planning Advisory Commission.The PAC is a 7-member commission with six (6) filled positions. This appointment would fill the vacant (at- large) position. There is one (1) position set to expire 3/30/2020, which will leave a vacant position for District 2. BUDGET IMPACT: None PUBLIC OUTREACH:(Include any legal requirements, direct notice,website,community meetings, etc.) None RECOMMENDED OR REQUESTED ACTION: Set up interview to consider appointing new member to the PAC representing the At-Large position. ATTACHMENTS: Application for Isaiah Johnston Briefmg Summary 3/9/2020 C7 r. c—c'[MK—K5Neatherlin,ShuUy@Trask —V Clerk -- ^-` MASON COUNTY --'---------''- 411 DRO82HFTF7HfDREET fHELTO8rWAy8584 � Mason i �f�x�e0'42Fa4o� Vb�a30}*o� �9O� Ex�4/8;27�4407o/482'5289 Cnrnrn}ys ono/ I AM SEEKING APPOINTMENT TO Mason County Planning Advisory Commission NAME: Isaiah T.Johnston ADDRES& 50 SE Arcadia Road _pHoNe. 3603491154 CITY/ZI 98584 VOTING PRECINCT: P308 WORK PHONE: (OR AREA IN TH9 COUNTY YOU LIVE) E-MAIL* isalahi@johnlscott.com _---_______-----------------------__-----------------__ ____________ _________ ____________ COMMUNITY SERVICE EMPLOYMENT:(IF RETIRED, PREVIOUS EXPERIENCE) (ACTIVITIES vnuEmucnu.`nn' COMPANY: John L Scott* |Estate YRS fO&lD]ON: Real Estate Broker- COMPANY: Titus Will Chevrolet YRS POSITION: Service Advisor ----------------------------------------- -------- /nyourmmndm.*haddoyoupercoivois1hendaorpurpoueofUhoDnard.CommbteenrCuunn|fmrwh|chyouammpplying: To help facilitate the decision making regarding Inral Issues that affect myself and fpllnw rnmmuniiy memhprq as Mason County Citizens.To make the best decision possible for the best outcome to the benefit of the greatest What interests,skills doyou wish tooffer the Board,Committee,orCouncil? love a better place would be a dream come true. Please list any' fin aiciai |, pnofassiono|, or voluntary affiliations which may influence oraffect your position on UhisB6aid: (i.o.create opnteobo\conflict ofinterest) Your participation is dependent upon attending certain trainings made available by the County during regular business hours (such as Open Public Meetings Act and Public Records).The trainings would be at no cost to you.Would you be able bnattend such tnoiningo? Realistically,how much time can you give uzthis position? Monthly X Weekly x Daily OM I cc Use Only 1Isaiah Johnston /14/2020/-rj� —____-_ Signature UDate Term Expire Date Mason County Planning Advisory Commission-2020 Position Comm Name Phone Mailing Address Initial Appointment Term Expires District No. 2 1 Brian Smith 1/16/2018 1/31/2022 2 2 Deborah Soper 4/18/2016 3/31/2020 3 3 Marilyn Vogler 21/2016 1/1/2022 1 4 Morgan Ireland '11/2018 1/31/2022 3 5 Aaron Cleveland 21/2017 3/31/2021 1 6 Mac McLean 11/26/2019 12/3112024 x N�Ft4 Contact: Kell Rowen, Dept. of Community Services, Planning Division @ Ext. 286 Updated 03/09/2020 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Kell Rowen, DEPARTMENT: Planning EXT: 286 BRIEFING DATE: March 16, 2020 PREVIOUS BRIEFING DATES: February 3 & 10, 2020 If this is a follow-up briefing, please provide only new information INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources ❑ Legal ❑'Other— please explain ITEM: Submittal received: Planned Action EIS for Belfair Subarea Plan r EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): Mason County Community Services (Planning Department) requested consultant services to assist in preparing a Planned Action EIS for a defined area of the Belfair Urban Growth Area in order to streamline the environmental permitting process for future proposed development. BERK Consulting was the only firm to submit a qualifying proposal. BUDGET IMPACT: $170,000 to $230,000 depending on final consultant selection and contract PUBLIC OUTREACH:(Include any legal requirements,direct notice,website,community meetings, etc.) Once the Planned Action work is underway, there will be several opportunities for public participation and action. RECOMMENDED OR REQUESTED ACTION: Determine to select BERK Consulting and direct staff to start contract negotiation. ATTACHMENTS: Proposal by BERK Consulting Briefing Summary 3/9/2020 � • 1 • • 1. 1 � 4 �Y6 l•i�k•��,�llL''I�t ��1�x PQ 77 r � -- 7 � i - Phone:(206)324-8760 ®1 11 BERK 2200 Sixth Avenue,Suite 1000 Seattle,WA 98121 www berkconsulting.com March 3, 2020 Attn: Kell Rowen, Planning Manager Mason County REBelfair Urban Growth Area Environmental Impact Statement j PROPOSAL Dear Kell and the Consultant Selection Panel: BERK Consulting, Inc. (BERK) has partnered with MAKERS Architecture + Urban Design (MAKERS),The Transpo Group (Transpo) and Herrera Environmental (Herrera) to support Mason County with a planned action environmental impact statement and subarea plan update for the Belfair Urban Growth Area (UGA). Collectively, our team has completed numerous planning projects in the County,including recent work in Shelton as well as the Belfair UGA. Our team.has experience working together on other projects,including a current subarea plan for the City of Bremerton and recent work on a Manufacturing/Industrial Center Subarea Plan for the cities of Arlington and Marysville.More information about our approach and team experience is included in this proposal. As required in the RFP,we have included the following contact information: Contact Information. Lisa Grueter,AICP - Project Manager and Principal in Charge. 2200 6th Avenue #1000 Seattle,WA 98121. Email: lisa Cal,berkconsulting.com Phone: 206-324-8760. Acceptance. BERK confirms that,as prime consultant,we are able and willing to enter into a Professional Services Contract with Mason County. Disadvantaged Business Status. BERK is a federally-recognized Small Business Enterprise. MAKERS is a certified,small,woman-owned (WBE) and disadvantaged (DBE) business. We look forward to discussing this project with you in detail. In the interim, more information about our firm, approach,team, and client satisfaction can be found on our website: www.berkconsulting.com. Sincerely, Lisa Grueter,AICP, Principal & Project Manager BERK Consulting, Inc. g d CX e.�., �, 5�'1a,. '^P` t, j akq:f - ✓a3� E ie ' < $ r v • 6 9 MASON COUNTY • BELFAIR URBAN GROWTH AREA ENVIRONMENTAL IMPACT STATEMENT Team Overview The project team will be led by BERK Consulting, Inc. (BERK) for project management; GMA, demographic,and land use policy analysis; document preparation; and public engagement. MAKERS Architecture + Urban Design (MAKERS) will provide planning and engagement support.The Transpo Group (Transpo) will lead all transportation related tasks and Herrera Environmental (Herrera) will provide environmental and civil engineering support. About BERK BERK is an interdisciplinary consultancy integrating strategy, planning, and policy development;financial and economic analysis; and facilitation, design, and communications. Founded in 1988,our passion is working in the public interest,helping public and nonprofit agencies address complex challenges and position themselves for success. Our Mission is: Helping Communities and Organizations Create Their Best Futures. BERK staff have a depth of expertise in SEPA analysis.with experience in programmatic, .planned action,infill mixed use exemptions, and standard expanded checklists. We have prepared dozens of programmatic and Planned Action EISs including for the cities of Arlington, Bothell, Bremerton, Covington, Issaquah,Kent, Kirkland, Lakewood,Mountlake Terrace, Puyallup, Renton,Shelton,Shoreline, Sumner, and Woodinville. Local Experience. BERK led the Shelton UGA Planned Action EIS. BERK also led Planned Action EISs for Gorst on behalf of Bremerton and Kitsap County. About MAKERS Architecture & Urban Design ` MAKERS is a Seattle-based urban design and planning firm established in 1972. The firm works with a wide range of public sector clients,including local governments, regional organizations, and state agencies.MAKERS' expertise includes planning, architecture, landscape architecture,sustainability, and GIS analysis.Their experience in integrating client needs,conceptual design,visualization,community priorities, and economic analysis results in plans that are implementation-focused. MAKERS is a certified,small,woman-owned (WBE) and disadvantaged (DBE) business. Local.Experience.MAKERS led the 2003 Belf air Urban Growth Area Plan. About The Transpo Group Transpo plans and designs transportation systems for people including drivers of cars and trucks as well as pedestrians,cyclists and transit riders who share these systems. They create transportation solutions,from transit-oriented development to context-sensitive designs,that ��'I PROPOSAL • SUBMITTED MARCH 3, 2020 1 MASON COUNTY • BELFAIR URBAN GROWTH AREA ENVIRONMENTAL IMPACT STATEMENT enable a more sustainable tomorrow for communities of all sizes, and still get everyone where they need to go today. Transpo works with clients and communities on high-level strategies and policy development,evaluating impacts associated with scenario planning and EIS alternatives, and operational evaluation of transportation using the latest modeling techniques and visual simulation tools. Local Experience.Transpo worked on the Mason County Transportation Element Update, Mason County Belfair Bypass Modeling, and Washington State Department of Transportation SR 3 Belfair Area Widening and Safety Improvements. About Herrera Environmental Herrera is an innovative employee-owned environmental and engineering firm. Herrera's interdisciplinary teams of scientists, engineers, planners, landscape architects, and regulatory specialists are experienced in the preparation and review of concise, cost-efficient, and legally defensible State Environmental Policy Act (SEPA) environmental documents. Their staff frequently manage or support project-specific, area-wide, and programmatic EIS projects. They are thoroughly familiar with SEPA/GMA integration, and regularly work within planning processes where their environmental analyses form the basis from which impact analyses, land use planning, and development decisions are made. Herrera prepares technical EIS sections and background studies that form the basis for their strong technical support of area-wide planning. Local Experience. Herrera led the Belfair UGA Stormwater Basin Plan and the Hood Canal Watershed-wide Monitoring and Assessment Plan. Key Project Staff The BERK team will be led by Lisa Grueter, AICP, a Principal at BERK with more than 30 years of experience in land use planning and policy. She has completed dozens on planned action environmental impact statements across the Puget Sound region. She will be supported by Kevin Gifford, a Senior Associate at BERK with a focus on land use planning and spatial analysis.Additional staffing support for planning, engagement, analysis,design, transportation, and environmental is provided by our project partners. More information about each key staff person is included in Appendix A: Resumes. ®�,I PROPOSAL SUBMITTED MARCH 3, 2020 2 MASON COUNTY BELFAIR URBAN GROWTH AREA ENVIRONMENTAL IMPACT STATEMENT Project Experience & References Project Description Reference City of Shelton As part of its Comprehensive Plan update,the City of Shelton considered expansion of its urban growth area to accommodate Jason Dose,Senior Planner, UGA EIS new residential,industrial,and commercial development.With experience in land use planning and GMA issues,BERK prepared City of Shelton, an EIS to review this expansion,coordinating a larger team of professional experts in transportation,natural environment,utilities, (360)432-5102, and air quality.BERK also coordinated the completion of the City's Comprehensive Plan,including authoring the Capital Facilities jasond@ci.shelton.wa.us and Utilities Element and Transportation Element. City of Bremerton As part of a consultant team,BERK led land use planning and Planned Action EIS efforts for the Gorst Creek Watershed Plan. Allison Satter,Planner,City of &Kitsap County Based on a Watershed Characterization model,the Plan included guiding principles and a planning framework that identifies Bremerton,(360)473-5275, Gorst Creek areas of development,restoration,and protection intended to maintain one of the largest blocks of Puget Sound forest lands,and Allison.Satter@ci.bremerton. Watershed Plan, improve stormwater quality to allow the Gorst Creek ecosystem to thrive,while allowing for appropriate development.BERK also wa.us Gorst Subarea prepared the Gorst Urban Growth Area Subarea Plan and City and County zoning regulations intended to establish a cohesive Plan,and Planned vision for a livable district and to encourage investment through incentives for low impact mixed use development,improved Action EIS stormwater management,and habitat restoration.BERK led the preparation of a Planned Action EIS and permit pathways with tailored best management practices that will facilitate desired growth and restoration.BERK designed public outreach activities, materials,one-on-one meetings with businesses and hands-on workshops for residents and property owners to create a range of land use alternatives and a preferred plan.All project elements were vetted by multiple federal,state,and local agency partners,and guided by a City-County-Suquamish Tribe Advisory Committee.This project was awarded the 2015 Washington Governor's Smart Communities Award. City of Bremerton BERK,teamed with MAKERS and Herrera,is working with the City of Bremerton on a Subarea Plan and Planned Action EIS for Allison Satter,Planner,City of Eastside the Eastside Employment Center.Our team developed an integrated plan and EIS process designed to start from the foundation Bremerton,(360)473-5275, Employment of data analysis and engagement strategy,through crafting of future scenarios,and implementation tools.Opportunities for Allison.Satter@_ci.bremerton. Center Market public engagement were woven through the entire process and included a focus on hearing from a diverse set of stakeholders. wa.us Analysis, BERK designed online and in-person engagement activities at key project milestones including at project launch,visioning,future Redevelopment scenarios and draft plan stages to inform and engage the community and gather their feedback.Outreach and engagement &Subarea Plan, activities leveraged local champions such as the local library,and popular community events,to reach a broad and inclusive Planned Action EIS range of people.Engagement activities included in-person pop-up sessions at the Bridging Bremerton summer event and at Kitsap Regional Library,door-to-door engagement with small business owners,a community open house,as well as an interactive online session.BERK also designed and facilitated meetings with a sounding board comprised of stakeholders and technical staff. City of Covington BERK provided a comprehensive analysis of market conditions,citywide employment and residential land capacity,public Ann Mueller,Senior Planner, Northern Gateway services,SEPA compliance options,and fiscal conditions for the Northern Gateway.BERK as part of a team developed a subarea City of Covington, Study and Hawk plan and Planned Action EIS for a portion of the Gateway called the Hawk Property.BERK supported public outreach efforts (253)480-2444, Property Subarea including community workshops and meetings and prepared citizen friendly handouts about the SEPA process and planned amuellerCC7covingtonwa.gov Plan and Planned actions.This project facilitates a mix of residential and commercial uses and major transportation,trail,and open space Action EIS investments on a reclaimed mine site.BERK is currently preparing a Supplemental EIS for an enlarged developed proposal. Cities of Arlington BERK along with Makers,Transpo,and Herrera developed a Subarea Plan that articulated a vision for the Arlington-Marysville Marc Hayes,Community and Marysville Manufacturing/Industrial Center's(AMMIC)future,as well as goals and policies that provided a roadmap to guide future &Economic Development Manufacturing public and private investments.The Plan includes strategies for business retention and growth,for strengthening existing Director,City of Arlington, Industrial Center assets,expanding transportation choices,and improving environmental conditions.The joint planning effort included extensive (360)403-3457, Subarea Plan outreach to businesses,property owners,and residents,engagement with an Advisory Committee comprised of regional and mhayes@arlingtonwa.gov local stakeholders and a legislative process with two Councils.BERK and team are currently preparing a Planned Action EIS for Arlington. �J3 7'� PROPOSAL • SUBMITTED MARCH 3, 2020 MASON COUNTY • BELFAIR URBAN GROWTH AREA ENVIRONMENTAL IMPACT STATEMENT Project ° MAKERS collaborated with the community and county and authored the 2004 Belfair UGA Understanding - Plan and will support the effort to refresh the plan. Makers is a leader in urban design and community-led visioning in the state. The Belfair Urban Growth Area is nearly 4 square Transpo worked with a team and WSDOT on the miles located in northern Mason County. Its population SR 3 Belfair Widening and SR 302.Corridor Study is about 1,054 in 2019, growing by just 62 persons including all the traffic analysis and travel demand since 2010, but serving as a commercial hub for a forecasting, and has supported Mason County on greater area. SR 3 bisects the community and was the previous Transportation Element. recently widened,and a new state bypass route Herrera developed the Belfair UGA 2018 Basin is pending. With these infrastructure investments Plan. facilitating travel between Kitsap and Mason Counties, a small town quality of life, and natural environment In addition to our local experience, our team has assets, Belfair may soon see a rapid increase in worked together including for the Bremerton Eastside growth. Employment Center Subarea Plan and Planned Action, and the Arlington/Marysville Manufacturing Industrial The County seeks to develop a Planned Action Center Subarea Plan. Environmental Impact Statement (EIS) and ordinance for the Belfair UGA. In association with the Planned Action,the County intends to update the Belfair UGA Plan, adopted in December 2004. With these two key Project Scop e project elements,Mason County desires to facilitate growth that supports a community-based vision for Belfair. The 2004 Belfair UGA Plan concept identified three centers in the community—North End, Downtown, Task 1 . Project Definition and Salmon Center,upgrades to transportation and and Engagement Plan sewer infrastructure, and improvement to the natural environment including water quality as well as parks Under Task 1, our team will: and open space. Through community engagement,the s Organize and conduct a kickoff meeting with the vision will be refreshed. County to review project goals,identify the study The BERK team is well-suited to support Mason County area boundaries, discuss public participation in this project through extensive experience and local objectives and strategies, review proposed knowledge: technical analysis, and brainstorm alternatives. BERK and its staff have developed over 20 s Develop a document.template format, and other � planned action EISs and ordinances throughout the administrative items for use by the EIS project team. region, including for Gorst in Kitsap County along SR 3 as well as the Shelton UGA in Mason County o Develop a public participation plan that integrates and many more. BERK will lead the Planned Action subarea plan and EIS outreach as well as public EIS and Ordinance development. input opportunities. ®�,I PROPOSAL • SUBMITTED MARCH 3, 2020 4 MASON COUNTY • BELFAIR URBAN GROWTH AREA ENVIRONMENTAL IMPACT STATEMENT Task 2. Vision, Scoping, and photos developed in the Subarea Plan where possible),and circulation and infrastructure features and Alternatives that are part of the alternatives. We will facilitate a combined visioning and scoping Natural Environment(Herrera). Through our recent process including: work developing the Belfair UGA 2018 Basin Plan to Engaging the community in a Visioning process (Belfair Basin Plan) and other projects in this vicinity including a community meeting and survey.These of Hood Canal,we are deeply familiar with the activities will be part of the Planned Action natural environment of the area. We will leverage scoping process. this knowledge to efficiently summarize key features Preparing handout materials for a Visioning and of the existing natural environment and evaluate the Public Scoping Meeting potential impacts on the natural environment for each of the subarea alternatives . From past experience ■ Preparing a SEPA checklist and scoping notice, we know that well-conceived mitigation strategies addressing all topics not expected to be can enable the UGA to become a more vibrant addressed in the EIS to a sufficient level of detail. economic and social center while protecting the natural ■ Providing guidance on EIS alternatives to analyze. environment, and we will focus on mitigation during the Recommending alternatives to be discussed during course of our analysis scoping.We anticipate three alternatives to be studied in the-draft EIS—no action,a proposed Transportation (Transpo). Transpo will leverage the action, and a third alternative that may vary the transportation analysis and forecasting completed for amount and location of development. the Mason County's Belfair Mobility Plan,September 28, 2018 and WSDOT's SR 3 Freight Corridor project for the EIS alternatives analysis. Our work will include Task 3. Environmental coordination with both Mason County and WSDOT to Impact Statement ensure we are incorporating the latest transportation p plans and data. We are currently completing a Planned Action EIS for the City-of Arlington and using Preliminary ®raft EIS this same approach where we are working closely with both the City and WSDOT to ensure the evaluation of We will prepare a preliminary draft EIS for County alternatives is consistent with the City's Comprehensive review and comment.Although the scope of the EIS Plan as well as WSDOT's work along SR 531. has not yet been determined, likely EIS elements will Transpo also has a good working relationship with include the following sections: WSDOT's Olympic Region and is working with staff on General Sections (BERK). We will prepare a fact transportation analysis for on-going projects in Pierce sheet,table of contents, distribution list, alternatives County. description,appendices, and other necessary A multimodal alternatives analysis will be supporting documentation for County review. conducted to evaluate vehicle, transit, pedestrian The alternatives description will include a description and bicycle impacts. The analysis will consider how of the proposed land use patterns, planning envelope planned improvements accommodate the anticipated of anticipated development in the study area, building growth by each alternative and identify potentially typologies under each alternative (using illustrations significant transportation impacts as well as mitigation measures. For planned improvements and identifying �i'I PROPOSAL - SUBMITTED MARCH 3, 2020 5 MASON COUNTY • BELFAIR URBAN GROWTH AREA ENVIRONMENTAL IMPACT STATEMENT mitigation measures,consideration will be given to Plan will form the foundation for planning stormwater additional planning that has occurred by WSDOT capital improvements. for the SR 3 Freight Corridor since completion of the Belfair Mobility Plan. Utilities—Sewer and Water(Herrera). The Belfair UGA area is fortunate in having a new state of the art Land Use and Aesthetics (BERK). We will compare wastewater treatment facility with plenty of capacity and evaluate the proposed amount,types, scale, for growth. We will work with Mason County Utilities and pattern of uses in comparison with the existing and Waste Staff as well as PUD No. 1 and the Belfair land use pattern and adjacent development. We will- Sewer Advisory Committee, as needed,to summarize include an evaluation of development targets and the existing sewer and water systems, evaluate the capacity for each alternative. We will identify policy impacts of subarea development on these utilities, or code provisions that serve as mitigation measures. and define any system improvements that may be We will also describe the overall aesthetic character necessary to provide adequate sewer and water of the study area in terms of the quality of the built service in the future. environment,the design and character of existing buildings, and building height, bulk, and scale. Our Draft EIS evaluation will consider the nature and magnitude of change envisioned by the subarea plan. The visual Based on County comments on the preliminary draft character analysis will rely primarily on narrative We EIS,we will prepare a draft EIS for public review. description, photographs of existing conditions, and will prepare the notice of availability for County publication. the graphics and materials developed for the subarea publication. plan. Public Services (BERK). We will review existing levels Final EIS of service, estimated needs and demand for service, The final EIS will consist of a fact sheet,table of and projected levels of service under each alternative contents, draft EIS analysis corrections as needed, for police and fire protection, parks and recreation, description of the preferred alternative if needed, and schools. We will coordinate with appropriate and responses to comments. We will prepare a service provider staff. We will base the analysis to the preliminary final EIS for County review and comment. extent feasible on available plans and population- Based on County comments,we will prepare a final based estimates of demand. EIS for public issuance. We will prepare the notice of Stormwater Management (Herrera). Building from availability for County publication. our recent experience leading the Belfair Basin Plan, we will refresh the description of existing stormwater Implementing SEPA Ordinances system and identify system improvements that are needed to facilitate implementation of the updated To ensure that impacts and mitigation measures are subarea plan.The Belfair Basin Plan determined addressed over the 20-year period,we will work with that even with implementation of modern stormwater the County to prepare the ordinance that designates regulations,development in the UGA would cause the Planned Action. As outlined in WAC 197-11-168, notable increases in stormwater discharge. The the ordinance will address the type of project action; recommended stormwater retrofits in the Belfair Basin compliance with the criteria for a planned action; findings related to adequacy of the Planned Action ®�,l PROPOSAL • SUBMITTED MARCH 3, 2020 6 MASON COUNTY • BELFAIR URBAN GROWTH AREA ENVIRONMENTAL IMPACT STATEMENT EIS; and mitigating measures required to qualify future Commission and Board of County Commissioners. One projects as Planned Actions. meeting will be the Planned Action Ordinance hearing We will participate in a public meeting or hearing per Task 3. to allow public comment on the Planned Action Ordinance. The County will maintain primary Anticipated Timeline responsibility for public notice,meeting scheduling, We propose a schedule that allows for community and meeting logistics. engagement and development of the Subarea Plan Update and Planned Action EIS over a Task 4. Subarea Plan Update 12-month process allowing for sufficient visioning Our team will update the 2004 Subarea Plan. We and stakeholder engagement and development of will: analysis.A 12-month process would allow the scope to be phased over more than one year which may be ® Integrate a refreshed Vision from Task 2 and helpful for budgeting processes and staff resources. update the Subarea Concept. This process can be either expedited or extended ■ Analyze existing land use/zoning designations and based on County preferences; we have prepared propose necessary changes. similar combined plans and EISs in 7-10 months where ® Revise and update the current Subarea Plan with engagement and evaluation is more streamlined and amended goals, regulations, and implementation alternatives and environmental topics build on prior strategies. work. Greater time would be appropriate if extended stakeholder engagement or evaluation is desired.With Facilitate a Draft Plan workshop with stakeholders a planned action,the County can adopt the subarea such as major landowners, residents, and agency plan and associated comprehensive plan amendments staff. out of the normal docket cycle and on.its preferred ■ Develop a Revised Draft Plan for County staff to timeline (RCW 36.70a.130(2)(a)(v)). shepherd through the public review process. Task 5. Project and Agency Coordination Our team will develop a regular communication protocol with the County such as regular conference calls and a milestone schedule updated monthly or as needed.We anticipate two County staff workshops, to develop a draft vision and concepts to share with the public and to meet with other agency stakeholders, e.g. WSDOT. It is anticipated that the Mason County Department of Community Services will lead the legislative review process. Our team will attend two legislative meetings to present the draft plan such as with the Planning ��'I PROPOSAL • SUBMITTED MARCH 3, 2020 7 MASON COUNTY - BELFAIR URBAN GROWTH AREA ENVIRONMENTAL IMPACT STATEMENT The schematic below details our approach in accordance with the proposed project timeline listed above. • 8 9 1 11 12 1 2 3 A 5 6 7 P oject Kick-off e- t� on, n a•e nt, lon Ongoing Project Coordination&Communication ............................................................ ........................I..................................................................................................................................................................................... TASK;2; Vision Workshop Vision,Scoping & Alternatives Scoping Alternatives --------------- i Preliminary Draft EIS(PDEIS) PDEIS Draft Subarea Plan I Draft EIS(DEIS) DEIS TASK 3: [MR Environmental Impact 30-Day Comment Period Analysis Planned Action Final EIS(FEIS) FEIS Ordinance(PAO) PAO PAO Visioning Evaluate Land Use TASK 4: Draft Subarea i Draft Subarea Plan Plan Revised Revised Draft Subarea Plan Subarea Plan Agency Coordination TASK5: .................. Pr6ject&Agency Agency Coordination Legislative Legislative Coordinoficin .................. Meeting Meeting 'Dill PROPOSAL - SUBMITTED MARCH 3, 2020 8 MASON COUNTY • BELFAIR URBAN GROWTH AREA ENVIRONMENTAL IMPACT STATEMENT Cost Proposal The table below outlines our proposed approach and anticipated level of effort by task for a total budget not to exceed $199,949. Key staff hourly rates are included below. Anticipated Level of Effort Task Total Hours Total Cost Task 1. Project Definition and Engagement Plan 80 $14,305 Task 2.Vision,Scoping,and Alternatives 130 $22,470 Task 3.Environmental Impact Statement 468 $87,708 Task 4. Subarea Plan Update 288 $49,951 Task 5. Project and Agency Coordination 127 $23,535 Subtotal Consultant Cost $197,969 Project Expenses(2%of budget) $1,980 Total Budget 1,093 $199,949 Alternative A Reduced Effort: County Leads Subarea Plan. Consultant focuses on Visioning and Peer Review of Plan. County leads Public Services in EIS with Consultant Peer Review. Fewer Meetings. o Alternative A Total budget: $170,000 Alternative B Enhanced Effort: Greater engagement and agency/stakeholder coordination.Additional technical effort to develop capital plan. Provide greater effort on responses to comments. ® Alternative B Total budget: $230,000 Key Staff Effort by Team Dourly Rates Member Name $/Hr Name $/hr Firm Effort Lisa Grueter,AICP $225 Erica Bush $140 BERK $77,640 Kevin Gifford $160 Jon Pascal $245 Transpo $40,630 Jessie Hartmann $145 Stef Herzstein $195 Herrera $34,699 Rebecca Fornaby $140 Matt Fontaine $201 Makers $45,000 Project Support $125 Joy Michaud $252 Expenses $1,980 John Owen $215 Total $199,949 E 11 PROPOSAL • SUBMITTED MARCH 3, 2020 9 Appendix A: Resumes MASON COUNTY • BELFAIR URBAN GROWTH AREA ENVIRONMENTAL IMPACT STATEMENT Kevin Gifford (Deputy Project Manager & Data Analyst, BERK) has a < background in GIS and spatial data analysis, data visualization, and urban planning. Kevin specializes in the development of analysis and data tools to inform public policy decisions, including comprehensive planning under Washington's Growth Management Act, environmental documentation under the State Environmental Policy Act, economic development plans, and other forms of land use analysis. Kevin also supports BERK's practice with his experience in 1iP environmental impact analysis,cartography, and visual impact assessments. Kevin recently completed the Mountlake Terrace Planned Action Ordinance EIS and has supported dozens of EISs throughout his career. Currently, he's a Education planner on the City of Bothell Canyon Park Regional Growth Center Subarea Plan and Planned Action EIS. He led the aesthetics task for the Seattle Uptown ■ M.S., Information and EIS. Data Science, University Kevin ' of California, Berkeley earned a Master of Urban Planning and a Bachelor of Environmental Design,cum laude,from Texas A&M University. He recently completed his ® M.S., Urban Planning, Master of Information and Data Science from the University of California, Texas A&M University Berkeley. ■ B.S., Environmental Design,Texas A&M University Relevant Project Experience North Mason Regional Fire Authority Strategic Plan ■ Gorst Creek Watershed Plan,Gorst Subarea Plan, and Planned Action EIS ■ City of Mountlake Terrace Planned Action Ordinance EIS v City of Bothell Canyon Park Regional Growth Center Subarea Plan and Planned Action EIS ■ City of Snoqualmie Mill Site Development EIS ■ City of Seattle Uptown EIS in Kitsap County Comprehensive Plan Update Capital Facility Plan and SEIS ® Port of Douglas County, Douglas County, City of East Wenatchee Northern UGA Master Site Plan and Planned Action EIS ��'I PROPOSAL • SUBMITTED MARCH 3, 2020 A-2 MASON COUNTY BELFAIR URBAN GROWTH AREA ENVIRONMENTAL IMPACT STATEMENT Lisa Grueter, AICP (Project Manager, BERK) is a Principal at BERK. She is a senior land use planner with more than 30 years of experience in I^ /a policy planning for the public and private sectors. Her expertise includes comprehensive and subarea planning under the state's GMA, and non-project environmental facilitation tools under SEPA. Lisa has managed more than 30 programmatic and Planned Action EISs, and complex comprehensive,shoreline, and subarea planning projects. Lisa led the Lakewood Downtown Plan and Planned Action EIS,the Sumner Town `— ---- Center SEIS, and the Puyallup Downtown Planned Action EIS. She is the project manager for the Bremerton Eastside Employment Center Subarea Plan and Education & Certifications Planned Action EIS. Lisa served as Project Director for the Shelton UGA EIS, and previously prepared the Shelton UGA Plan. Lisa led the Gorst Subarea a M.A., City Planning, Plan and Planned Action EIS on behalf of the City of Bremerton and Kitsap University of California, County. Berkeley B.A., Social Ecology, Lisa has worked with counties and cities across Washington State and spent ® University of California, seven years as a senior planner for the cities of Sumner and Renton. She Irvine received a B.A. in Social Ecology from the University of California, Irvine and a Master of City Planning from the University of California, Berkeley. © Registered Planner Relevant Project Experience Gorst Creek Watershed Plan, Gorst Subarea Plan, and Planned Action EIS City of Lakewood Downtown Subarea Plan and Planned Action City of Bremerton Eastside Employment Center Market Analysis, Redevelopment & Subarea Plan, Planned Action EIS City of Shelton UGA EIS ® Kitsap County Comprehensive Plan Update Capital Facility Plan and SEIS City of Covington Hawk Property Subarea Plan and EIS and Lakepointe Planned Action SEIS a City of Bothell Canyon Park Regional Growth Center Subarea Plan and Planned Action EIS EJ Snohomish County Southwest UGA Boundary Planning Study City of Seattle Uptown EIS City of Sumner Town Center Planned Action SEIS City of Puyallup Downtown Planned Action EIS ® City of Snoqualmie Mill Site Development EIS m Port of Douglas County, Douglas County, City of East Wenatchee Northern UGA Master Site Plan and Planned Action EIS 9D��I PROPOSAL SUBMITTED MARCH 3, 2020 A-1 MASON COUNTY • BELFAIR URBAN GROWTH AREA ENVIRONMENTAL IMPACT STATEMENT 1 Jessie Hartmann (Analyst & Information Design, BERK) focuses on planning and analysis. She is a design expert specializing in analysis, outreach, and design for local projects. Her experience includes conducting research and r technical analyses, and she is well-known for designing technical graphics that catch the eye and convey information in a friendly, accessible manner. ' t Jessie has supported the firm's EIS work with analysis and information design. She is currently working on the Bremerton Eastside Employment Center P ` Subarea Plan and Planned Action EIS and the Bothell Canyon Park Regional - �- - Growth Center Subarea Plan and Planned Action EIS. She has supported planning projects for the cities of Seattle,Tacoma, Pullman, and Snoqualmie. Education & Certifications Jessie graduated cum laude with University and Departmental Honors and ® B.S.,Mathematics, a Bachelor of Science in Mathematics from Western Washington University, Western Washington then earned a Master of Urban Design and Planning from the University of University,cum laude Washington with a Certificate of Achievement in Urban Design. M.S., Urban Design & Planning, University of Washington Certificate of Achievement in Urban Design, University of Washington Relevant Project Experience a City of Bremerton Eastside Employment Center Market Analysis, Redevelopment & Subarea Plan, Planned Action EIS ® City of Lakewood Downtown Subarea Plan and Planned Action City of Seattle Mandatory Housing Affordability EIS a City of Seattle Uptown EIS City of Sumner Town Center Planned Action SEIS ® City of Bothell Canyon Park Regional Growth Center Subarea Plan and Planned Action EIS City of Snoqualmie Mill Site Development EIS Snohomish County Southwest UGA Boundary Planning Study ® City of Puyallup Downtown Planned Action EIS 0�'I PROPOSAL • SUBMITTED MARCH 3, 2020 A-3 MASON COUNTY BELFAIR URBAN GROWTH AREA ENVIRONMENTAL IMPACT STATEMENT Rebecca Fornaby (Engagement Lead, BERK) has more than 6 years I' of experience working in outreach and communications. She uses her multidisciplinary background in urban planning, marketing, and visual art to develop clear project materials, creative stakeholder activities, and rigorous outreach summaries for diverse audiences. Rebecca truly enjoys synthesizing i even the most voluminous bodies of feedback to pull key ideas into the next j phase of work. In addition to writing concise, comprehensive summaries, Rebecca's digital photography skills help tell the full story and lend texture to all project documents. In addition to developing stakeholder and public engagement plans, Rebecca Educati®n A Certifications crafts presentations and exhibit boards, develops agendas and meeting plans, and facilitates group discussions. She has experience with one-on-one Master of Urban & interviews, design charrettes,visioning workshops,focus groups, advisory Environmental Planning, groups, and public open houses. University of Virginia School of Architecture Rebecca recently supported outreach and project management of the Freeway B.A.,Art History, Hamilton Park Improvements,SDOT Pedestrian Wayfinding Project, Lake Forest Park ° College Town Center Vision, and the RapidRide G Line (Madison St BRT). Relevant Project Experience © Seattle Parks & Recreation Freeway Park Improvements o City of Bellevue Great Neighborhoods in Sound Transit West Seattle and Ballard Link Extension ® Steilacoom School District Student Generation Rates ° Tumwater School District Student Generation Rates City of Lake Forest Park Town Center Vision ° City of Lake Forest Park Safe Highways ° City of Lake Forest Park Safe Streets ° City of Shoreline Sidewalk Prioritization Plan City of Tacoma Theater District Placemaking © City of Tacoma Tideflats Subarea Plan Outreach Sound Transit Roosevelt& First Hill Transit-Oriented Development ° Seattle Department of Transportation Madison Bus Rapid Transit Outreach ®�,I PROPOSAL • SUBMITTED MARCH 3, 2020 A-4 MASON COUNTY • BELFAIR URBAN GROWTH AREA ENVIRONMENTAL IMPACT STATEMENT Erika Busch (Urban Designer, MAKERS) enjoys bringing creative solutions to concerns at all scales. She is an energetic people person with a sharp graphic sense who is valued for her dynamic presentations and ability to relate to an audience. She developed her facilitation and project management skills through her previous roles as an urban designer and planner of a diverse range of projects from public space design and management to large scale affordable housing developments. As an EcoDistrict Accredited Professional, Erica is committed to creating sustainable, equitable neighborhoods,seeking out clients' unique needs and concerns while working towards vision alignment of diverse stakeholder Education Certifications interests. Her project experience includes the management of projects at all scales from site design to master planned communities. Erica has also worked • Master of Landscape internationally in China, Denmark, and Japan and has a keen interest in Architecture/Master bringing equity and health to the forefront of planning and design discussions. of Urban Planning, University of Washington s Bachelor of Arts,The New School, New York Relevant Project Experience • City of Bremerton Eastside Employment Center Market Analysis, Redevelopment & Subarea Plan, Planned Action EIS • City of Portland Citywide Space Planning Study ® Veterans.Affairs Hospital Landscape and Wayfinding Design ® Delridge Triangle Landscape Design Vision Plan a Port of Edmonds Marina Pedestrian Improvement Plan Seattle Public Utilities Infrastructure Vision Planning ® City of Fife Facilities Master Plan will PROPOSAL • SUBMITTED MARCH 3, 2020 A-6 MASON COUNTY BELFAIR URBAN GROWTH AREA ENVIRONMENTAL IMPACT STATEMENT John Owen (Urban Designer, MAKERS) has been a partner at MAKERS since 1978. His professional experience covers a variety of work ranging f from waterfronts and public improvement projects to site master planning, comprehensive planning, and urban design projects. The common threads running through this diversity of work are a focus on a team-oriented community participation design approach,solid management,technical capabilities, and commitment to providing a personalized professional service. i .i John was involved in the Belfair Urban Growth Area Plan in 2003. He has lead -- ' — - urban design projects for dozens of communities statewide, including current work with the City of Bremerton on the Eastside Employment Center Subarea Education Certifications Plan and Planned Action EIS with BERK. He has led urban design projects for the cities of Seattle, Everett,Tumwater,Oak Harbor, Port Townsend,Auburn, ° M.Arch., University of and Kingston. Washington,concentration in Urban Design 13 Bachelor of Science, Case Institute of Technology, Structural Engineer 13 Professional Architect(WA) Relevant prosect Experience ° City of Bremerton Eastside Employment Center Market Analysis, Redevelopment& Subarea Plan, Planned Action EIS a City of Bothell Canyon Park Regional Growth Center Subarea Plan and Planned Action EIS o City of Oak Harbor Urban Growth Area Study ° City of Kingston Community Design Study 13 City of Raymond Community Development Plan Mason County Belfair Urban Growth Area Plan ®�'I PROPOSAL • SUBMITTED MARCH 3, 2020 A-5 MASON COUNTY • BELFAIR URBAN GROWTH AREA ENVIRONMENTAL IMPACT STATEMENT Stefanie Herzstein, PE, PTOE (Transportation Engineer,Transpo) is a senior engineer with.over 18 years of experience in multimodal transportation r� planning and operational analyses. She has managed and conducted hundreds of transportation studies throughout the western United States. Her work includes advising private and public sector clients in transportation, land use, and policy decisions as well as identifying and developing feasible solutions to mitigate significant transportation impacts associated with development. Stefanie also helps to develop comprehensive transportation demand f management strategies and offers specific expertise in parking management strategies, policies, and technology deployments throughout the region. She helps client efficiently balance the needs of vehicles,transit, and non-motorized Education certifications transportation. ® MS,Transportation Stefanie is able to distill complex data sets and relay technical information to Engineering University of a variety of audiences in presentations.A leader in the engineering industry, California Berkeley Stefanie has been involved in ASCE at the national, regional, and local levels a BS,Civil Engineering, since 1998. She also currently serves as co-chair on the WTS Scholarship University of New Committee and is a member of the ITE Parking Standing Committee. Hampshire a PE,Washington, Oregon, California ■ Professional Traffic Operations Engineer Relevant Project Experience ° Cities of Arlington/Marysville Manufacturing Industrial Center Subarea Plan ° City of Rock Island Waterfront Subarea Plan El Cities of Sumner/Pacific Manufacturing Industrial Center Subarea Plan ° City of Port Townsend Fort Worden Planned Action EIS City of Bellingham Waterfront District Redevelopment ®�'I PROPOSAL SUBMITTED MARCH 3, 2020 A-7 MASON COUNTY • BELFAIR URBAN GROWTH AREA ENVIRONMENTAL IMPACT STATEMENT Patrick Lynch, AICP (Transportation Planner,Transpo) is an experienced multimodal transportation planner with solid technical expertise and a public ` sector perspective. Patrick has successfully prepared and implemented many multimodal transportation plans throughout the state that focus on the needs of pedestrians, bicyclists, and connectivity to transit service. Having served as both a public agency employee and a senior-level 1, t consultant, Patrick offers unique expertise and thoughtful insights that result in effective transportation planning, realistic funding strategies, and forward- t____ thinking transportation policies to accommodate all modes of travel and people with varying levels of mobility. Known as an effective communicator Education A Certifications who can relate technical information to a variety of audiences, Patrick leads planning efforts to build support for potential concepts and policies. ■ B.S., Environmental Policy and Assessment,Western Washington o Registered Planner Relevant Project Experience ■ Mason County Transportation Element Update a Mason County Belfair Bypass Modeling ■ Washington State Department of Transportation SR 3 Belfair Area Widening and Safety Improvements ■ City of Ferndale Main Street Planned Action EIS and Transportation Plan, Ferndale, WA ®�'I PROPOSAL • SUBMITTED MARCH 3, 2020 A-8 MASON COUNTY • BELFAIR URBAN GROWTH AREA ENVIRONMENTAL IMPACT STATEMENT Matt Fontaine (Water Resources Engineer, Herrera) is a licensed civil engineer with 15 years of integrated experience in planning and design. He specializes in sustainable design and planning for municipal infrastructure, development projects, and retrofit projects. He has guided complex projects through environmental permitting and written stormwater manuals and municipal code. Matt has a strong track-record of completing a wide range of projects for public and private clients, ranging from small technical analyses and design to large-scale and complex planning efforts. "�— Matt worked with the County and their partner to prepare a stormwater basin plan to address flooding and water quality issues. The team evaluated four Education & Certifications different build out scenarios that represent different stormwater management strategies. Existing conditions were modeled based on geospatial analysis of ■ M.S.,Civil Engineering land use data and future conditions were based on predicted impervious area with an emphasis in under the selected buildout scenarios. These results and field review were used Water Resources, to identify a variety of projects to reduce future flooding and improve water University of Washington quality and habitat. s B.S,. Civil/Environmental In the past seven years,he has led stormwater capital improvement program Engineering, Clarkson development for the cities of Bremerton, Edgewood, Edmonds, Lacey, University Lynnwood, Pasco, Port Angeles,San Juan County, Seatac, and Sequim. He has a Registered Professional also led the stormwater and utilities elements of subarea plans in the cities Engineer in Washington of Arlington,Marysville, and Bremerton, as well as climate change resiliency planning for Tacoma'and Shoreline. Relevant Project Experience ■ City of Bremerton Eastside Employment Center Subarea Plan and Planned Action EIS ■ Arlington/Marysville MIC Subarea Plan ■ City of Belfair Stormwater Basin Plan o City of Tacoma Climate Resiliency Plan • City of Shoreline Climate Resiliency Plan will PROPOSAL • SUBMITTED MARCH 3, 2020 A-9 MASON COUNTY • BELFAIR URBAN GROWTH AREA ENVIRONMENTAL IMPACT STATEMENT Joy Michaud (Principal Scientist, Herrera) has over 25 years of experience as a water resource professional. Since Joy successfully ran a small business for nearly 20 years,she is expert at managing multiple and diverse projects • and responding to a wide variety of client needs. She has an interdisciplinary background that includes; water quality studies,fish and aquatic habitat assessments,watershed planning, policy development, project permitting, and public facilitation among others. i 4 For the Hood Canal Watershed-wide Monitoring and Assessment Plan,Joy led development of a comprehensive and long-term stream and river water quality monitoring plan for Washington's Hood Canal Watershed. As project Education Certifications manager Joy acted as liaison between Herrera staff and a diverse group of stakeholders that included regional planners,citizen activists, and academics. • Post-Graduate Research, She helped build consensus among the stakeholder group in defining the goals University of Uppsala and constraints of the new monitoring plan. Drawing on her more than 25 • M.S., Environmental years of water quality monitoring experience she guided Herrera Staff in Science & Engineering, the development of a cost-efficient monitoring plan that evaluates a range of University of Washington indicators (water quality,streamflow, aquatic macroinverteb rate abundance, El B.S.,Water Resources, and habitat integrity), which will help aid future water management and land University of Wisconsin - use decisions. Stevens Point Relevant Project Experience M City of Belfair Basin Plan Mason County Hood Canal Watershed-Wide Monitoring and Assessment Plan Washington State Department of Transportation Water Resource Impact Assessment for SR 167 Highway Corridor Expansion EIS ,N'I PROPOSAL • SUBMITTED MARCH 3, 2020 A-10 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: PATTI MCLEAN DEPARTMENT: ASSESSOR EXT: 498 BRIEFING DATE: MARCH 16, 2020 PREVIOUS BRIEFING DATES: If this is a follow-up briefing, please provide only new information INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance €Human Resources €Legal €Other— please explain ITEM: PRESENT 2019 OPEN SPACE APPLICATION EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): BUDGET IMPACT: NONE PUBLIC OUTREACH:(Include any legal requirements, direct notice,website, community meetings, etc.) RECOMMENDED OR REQUESTED ACTION: COMMISSIONERS CREATE OPEN SPACE AGREEMENT ATTACHMENTS: APPLICATION FROM TAXPAYER Briefing Summary 3/4/2020 Change of Designation (Chapter 84.33 RCW) File with County Assessor [Applicant's Name: County: Cs N as an : Address: ( 0 11 E- LQ� Tax Code Area: City, State, Zip: She H-Dr), W A qS ,r- (2 U J ;a, I 1 Phone Number: 43 to)-- Land Subject To This Application: (legal description) '2. 0� '�ukrvey 2-e i4c re-s io N Sedic �A rce cd F, Parcel No.or Account No.: 1101 7 DO 0 Change in Designation The land is currently designated as forest land under the provisions of Chapter 84.33 RCW and meets the definition of one of the following and I/we request reclassification as: (Check appropriate boy) XOpen space land as provided under RCW 84.34.020(1). (_Attach completedform REV64 0021) r-- arIA I agric-a!Ural land a3 Pr 0 vi ud 0 U-1 Un U,0 r R C VY, U4j4u—v (zl4lu�14 4 640108) k-) V-r UVs V1 E]Timber land as provided under RCW 84.34.020(3), unless county has merged their timber land classification into their designated forest land program. (4ttach completed form REV 64 0109 or 64 0111 and a timber mana,gement plan) Affirmation As owner(s)or contract purchaser(s)of the land described in this application, Uwe hereby indicate by my/our signature that I/we am aware of the potential tax liability involved when the land ceases to be classified under the provisions of Chapter 84.34 RCW. If this land is removed ftom classification before ten years have elapsed, compensating tax may also be due for part of the period it was designated as forest land. See reference to RCW 84.33.145 on page two. Signature(s)of All Owner(s)or Contract Purchaser(s) Date (/; I Attachments: ERREV 64 0021 ❑ REV 64 0108 ❑ REV 64 0111 ❑ REV 64 0024 ❑ REV 64 0109 ❑ Timber Management Plan Assessors Use Only If the parcel(s)subject to this transfer document is considered contiguous, as defined in RCW 84.33.035(4), with utll-lei-paicels havil-Ig UJI ffrl-i-ei-lt ownei-SI-11ps, vel II' all I (ell laii-Ling des I Gi-late UJ pai-uA is-wV71 t1i U-1 I I'l C-oei-lt ovvnei-S,1-11 P.S dic,stl I i. El Adjoining Y [] Being managed as part of a single operation E] Meeting the definition of"family"as defined in RCW 84.34.020(6)(b)(ii) with the owner of an adjoining parcel REV 640038a(w) (6/3/14) See next page RCW 84.33.143 (1) If no later than thirty days after removal of (2) Nothing in this section authorizes the continued designation the owner applies for classification designation under this chapter or defers or reduces under RCW 84.34.020(1), (2) or(3), then the the compensating tax imposed upon forest land designated forest land shall not be considered not transferred to classification under subsection removed from designation for purposes of (1)of this section which does not meet the compensating tax under RCW 84.33.140 until the necessary definitions of forest land under RCW application for current use classification under 84.33.035. Nothing in this section affects the chapter 84.34 RCW is denied or the property is additional tar imposed under RCW 84.34.108. removed from classification under RCW 84.34.108. Upon removal from classification (3) In a county with a population of more than six hundred thousand inhabitants or in a county with a under RCW 84.34.108, the amount of compensating tax due under chapter 84.33 RC vii population of at least two hundred forty-five shall be equal to: thousand inhabitants that borders Puget Sound as defined in RCW 90.71.010, no amount of (a) The difference, if any, between the amount compensating tax is due under this section if the of the assessed valuation on such land as removal from classification under RCW 84.34.108 forest land and the amount of the new results from a transfer of property described in assessed valuation of such land when RCW 84.34.108(6). removed from classification under RCW 84.34.108 multiplied by the dollar rate of the last levy extended against such land, multiplied by; (b) A number equal to: (i) The number of years the land was designated under this chapter, if the total number of years the land was designated under chapter 84.33 RC w and ciassined under chapter 84.34 RCW is less than ten; or (ii) Ten minus the number of years the land was classified under chapter 84.34 RCW, if the total number of years the land was designated under chapter 84.33 RCW and classified under chapter 84.34 RCW is at least ten. To ask about the availability of this publication in an alternate format for the visually impaired,please call I-800-647-7706. Teletype(TTY) users may use the Washington Relay Service by calling 711. For tax assistance,call(360)534-1400. REV 64 00382(w) (6/3/14) Department of Application for Classification or Declassification Revenue Open Space Land Chapter 84.34,RCW File With The County Legislative Authority Name of Owner(s): Q�fn(n �� � ��(l«' Phone NXII D) Email Address: L LY C�?' _tt 1 ,t`o m Address: A 9<<C-;,7, Parcel Number(s): Legal Description: TR ��{� S u ry ! Vic i S ,� �eS cl Z 1 t g Total Acres in Application: + Q,C(`a Indicate what category of open space this land will qualify for: Conserve or enhance natural,cultural, or scenic resources ❑ Protect streams, stream corridors,weiiands, naiurai snoreiines, or aquifers ❑ Protect soil resources, unique or critical wildlife,or native plant habitat ❑ Promote conservation principles by example or by offering educational opportunities Cl Enhance the value to the public of abutting or neighboring parks,forests,wildlife preserves, nature reservations or sanctuaries, or other open spaces ❑ Enhance recreation opportunities ❑ Preserve historic or archaeological sites ❑ Preserve visual quality along highway, road, street corridors, or scenic vistas ❑ 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 granting authority I—I Farm and agr V4!tura! re;,i0J811„c!assifod under RC%1V 81-31.020121 that,no longer meets the criteria ❑ Farm and agricultural conservation land that is"traditional farmland"not classified under Chapter 84.33 or Chapter 84.34 RCW,that has not been irrevocably devoted to a use inconsistent with agricultural uses, and has a high potential for returning to commercial agriculture i REV 64 0021 (08/02/17) f :1�`� ,. I. Describe the present use of the land. _ LfAri c( IS CUY�6''-�H I,L/ iii �2 R 16!`C{��1 o>'3� �k c A It 'c U Sc_ C�c:e, t^c r �1Lo� S l 't c�>nzl 0.1 l o►� �t�t r c�c.� to c e r vNcw N r\C'J u ra . 2. Is the land subject to a lease or agreement which permits any other use than its present use? ❑Yes No If yes, attach a copy of the lease aqreement. 3. p scribe the present improvements(residence, buildings, etc.) located on the land. 4. Is the land subject to any easements? 1K Yes ❑ No If yes, describe the type of easement,the easement restrictions, and the length of the easement. tln w rH'hirLlnJ CL, (g es sKc;vvn c: SL;-rV �`: �� V<it rn' 114 r",AS) QGYI�u� �LIAti,, f LC— ScSt`57.. 5. If applying for the farm and agricultural conservation land category, provide a detailed description below about the previous use, the current use,and the intended future use of the land. t y' NOTICE: The county and/or city legislative authorities may require owners to submit additional information regarding the use of the land. As owner of the parcel(s) described in this application, I hereby indicate by my signature below that I am aware of the additional tax, interest, and penalties involved when the land ceases to be classified under the provisions of Chapter 84.34 RCW. I also certify that this application and any accompanying documents are accurate and complete. The agreement to tax according to use of the property is not a contract and can be annulled or canceled at any time by the Legislature(RGW 84.34.U7U) Print the name of each owner: ature of each wn r_ Date lae- 14 okx" The granting or denial of an application for classification or reclassification as open space land is a legislative determination and shall be reviewable only for arbitrary and capricious actions. Denials are only appealable to the superior court of the county in which the land is located and the application is made. REV 64 0021 (08/02/17) 2 Statement of Additional Tax, Interest,and Penalty Due Upon Removal of Classification 1. Upon removal of classification, an additional tax shall be imposed which shall be due and payable to the county treasurer 30 days after removal or upon sale or transfer, unless the new owner has signed the Notice of Continuance.The additional tax shall be the sum of the following: (a) The difference between the property tax paid as"Open Space Land" and the amount of property tax otherwise due and payable for the last seven years had the land not been so classified; plus (b) Interest upon the amounts of the difference in (a), paid at the same statutory rate charged on delinquent property taxes; plus (c) A penalty of 20%will be applied to the additional tax and interest if the classified land is applied to some other use except through compliance with the property owner's request for withdrawal as described in RCW 84.34.070(1). 2. The additional tax, interest, and penalty specified in(1)shall not be imposed if removal resulted solely from: (a) Transfer to a governmental entity in exchange for other land located within the State of Washinqton. (b) A taking through the exercise of the power of eminent domain, or sale or transfer to an entity having the power of eminent domain in anticipation of the exercise of such power. (c) A natural disaster such as a flood,windstorm, earthquake, wildfire, or other such calamity rather than by virtue of the act of the landowner changing the use of such property. (u) Official aciion by an agency of the Siaie of Wasiningion or by the county or city where ufe ianu is located disallows the present use of such land. (e) Transfer of land to a church when such land would qualify for property tax exemption pursuant to RCW 84.36.020. (f) Acquisition of property interests by State agencies or agencies or organizations qualified under R%vv 64.34.2 i u and o4.04.130(See RGvv 84.34.i uo(6)kip. (g) Removal of land classified as farm&agricultural land under RCW 84.34.020(2)(f) (farm home site). (h) Removal of land from classification after enactment of a statutory exemption that qualifies the land for exemption and receipt of notice from the owner to remove the land from classification. M ThP r..rgatinn calx nr trangfpr of fora-,try rinari2n aagamantc i_inriPr Rt;W 78 13 1 gn (j) The creation, sale, or transfer of a conservation easement of private forest lands within unconfined channel migration zones or containing critical habitat for threatened or endangered species under RCW 76.09.040. (k) The sale or transfer of land within two years after the death of the owner of at least a fifty percent intaragt in tha lanrl if tha lanri hac haPn acaaccari anti valiiari ac riacinnntart fnragt lanri iinriar chapter 84.33 RCW, or classified under this chapter 84.34 RCW continuously since 1993.The date of death shown on the death certificate is the date used. (1) The discovery that the land was classified in error through no fault of the owner. REV 64 0021 (08/02/17) 3 r- FOR LEGISLATIVE AUTHORITY USE ONLY Date application received: By: Amount of processing fee collected: $ • Is the land subject to a comprehensive land use plan adopted by a city or county? ❑Yes ❑ No If yes, application should be processed in the same manner in which an amendment to the comprehensive land use plan is processed. If no, application must be acted upon after a public hearing and notice of the hearing shall have been given by one publication in a newspaper of general circulation in the area at least ten days before the hearinq. • If the land is not subject to a comprehensive land use plan, is the land located within an incorporated part of the county? ❑ Yes ❑ No If yes, application must be acted upon by three members of the county legislative authority and three members of the city legislative authority. See RCW 84.34.037(1)for details. IT no, application musi be acted upon by three members of the county iegisiative authority. ❑Application approved ❑ In whole ❑ In part ❑Application denied ❑ Date owner notified of denial (Form 64 0103): If approved, date Open Space Taxation Agreement(OSTA)was mailed to owner: Signed OSTA received by Legislative Authority on: Copy of signed OSTA forwarded to Assessor on: To ask about the availability of this publication in an alternate format for the visually impaired, please call 1-800-647-7706.Teletype(TTY)users may use the Washington Relay Service by calling 711. For assistance, contact your local county assessors office. REV 64 0021 (08/02/17) 4 MASON COUNTY PUBLIC WORKS—COMMISSIONER BRIEFING MARCH 16,2020 Briefing Items • Submittals for County Road Administration Board Request the Board authorize the Chairperson to execute documents prepared by Public Works to be submitted to the County Road Administration Board: 1) Annual Certification for 2019 2) Certification of Expenditures for Traffic Law Endorsement—2019 3) Certification of Expenditures for Fish Passage Barrier Removal—2019 Annual Certification for 2019 (County's level of compliance with pertinent laws and regulations). • Supplemental Agreement No. 2 Time Extension for Infrastructure Management Services, LLC for the Safety Plan Data Collection Project. • News Release—2020 Herbicide Program Discussion Items • Eells Hill Transfer Station(outbound) Scale Status • Status—ER&R transition • Organization - New position selections - ER&R Transition - Finance temp. lead - Engineering intern Commissioner Follow-Up Items • Hoodsport Drop Box Facility—"Hotspot"—no go • Cole Road Upcoming Calendar/Action Items Attendees: Commissioners: Public Works: Other Dept. Staff: Public: _Randy Neatherlin _Mike Collins _Kevin Shutty _Loretta Swanson _Sharon Trask _Richard Dickinson Others:(List below) MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Mike Collins, PE, County Engineer DEPARTMENT: Public Works EXT: 450 BRIEFING DATE: March 16, 2020 PREVIOUS BRIEFING DATES: (If this is a follow-up brieFng,p/ease provide only new information,) ITEM: Mason County Public Works Annual Certification for Calendar Year 2019 EXECUTIVE SUMMARY: The County Road Administration Board (CRAB) provide accountability through standards of good practice, fair administration of funding programs and engineering and technology assistance to 39 Washington State County Road Departments in accordance with RCW 36.78.070. Public Works is required to submit annual reporting throughout the year to CRAB; currently the CRAB forms for the Annual Certification for calendar year 2019 are due to CRAB by April 1, 2020. Among those forms, the following require the Chair of the Board's signature. They are: 1) Annual Certification for - 2019 2) Certification of Expenditures for Traffic Law Enforcement— 2019 3) Certification of Expenditures for Fish Passage Barrier Removal — 2019 Once the Chair has executed these forms, Public Works will include them in the submittal to the County Road Administration Board (CRAB). CRAB prepares its annual report every year that presents the collected data on county road revenues and expenditures, road and bridge inventories and highlights projects funded by CRAB's two grant programs: The Rural Arterial Program (RAP) and the County Arterial Prestarvation Program (CAPP). This report is available at http://www.crab.wa.gov/crab/dcs/annuaIReport/2019 Annual.pdf RECOMMENDED OR REQUESTED ACTION: Recommend the Board of County Commissioners execute the Annual Certification for Calendar Year 2019; Certification of Expenditures for Traffic Law Enforcement — 2019; and, Certification for Expenditures for Fish Passage Barrier Removal — 2019 to be included in the annual submittal to the County Road Administration Board by the Department of Public Works. Attachments: Annual Certification — 2019 Certification of Expenditures for Traffic Law Enforcement— 2019 Certification of Expenditures for Fish Passage Barrier Removal - 2019 'v Mason,:County,,Annual:Cert'ifidation:For:Calendar Year.2619:° WAC MANAGEMENT AND^ADMINISTRATION A, Dunnq. 0,.2#t erCourity Engineer performed the;:dufles"and had tt a responslbllities`specified m.RCUU.36.B0.Q30 Yes. B; At any'time during 2019 was there avacancy/change m the posttloh of County Ertgineer7 if so vrara,the Rfur . ,procedyr„es In'yt!AC 136.1,2 foilowetl? ,. 'the processing of County Road„Accider E Reporis.dunng.2Q19 complied with WAC 1'36 28 Yes, D,. Pnority:Prograinming techniques were:;applied to.fhe:rankng of:all potentialproJects'on'fhe:arterial road, in Yss: 2019 per WAC'136 14 020'; E As ofDecember 31,..2019 the managemeht of ihecounty road department eras in accordance with polcsset WIN- ggislafive authocifyInclua'tr)g,brit:not.hmited to,the followifig';specific:policies'required,;by WAG 136 50;0501 Has your°agency sent the most reeerit(y,adopfed version to GRAB WAC 13fi-50.=051? POLICY' WAC DATE OF CURRENT VERSION_ Re Organization 136`50-t751 11/13/2018 !1 Re Personnel Practices; Z- 136 05Z; 1O/0B/20'19 Re Complaint Handling; 136 5Q=053; 0212011990 Re,'-Work for Others 136 50-054 02113/201$; ` Re tJtllityAccommodattori' 136 50:050:; 19J141200�` ' Re,Prionty Programming 13 'i'&0301 Ofi/03)20,01 F. Th ,follov�ing yrere submitted.to,'CRAB:tri a timely`rrtanner: pQCUMPNT WAC DUE DATE: DATE OF ADOPTION:/' :DATE SENT TO P..,REPARAT110Ni� .. CRAB < '19 Siz Year P;tograrri:, 136 15;050 31-DEQ-48 11/0612021$ 12/1712018 19 Annual Construction Program: 136 16=.Q40: 31 DEC=18 1110Ei/201:8: 1212412018; '19 LAPP Program? 136 30Q'06Q< 31 DEC 113. 12114/2018 12126/20113; 19 Road Fund Budget 31 DEQAS 12/17!20 i8 12117!2018 19 Ivlamtenance Mariagerrient 1N W 136 11 .Q4D' 31 pEC 18 12/10/2018 12113/2018: ' Ptan&"'Bidget '19 Road Levy= 136 150 021 01 FEB 1g' 021,05/2019 ;01123/2Q19 '18 CertificatioWof Diversion and 136 150 022 01 APR.19 031.19%2019. 03/20/2019 Road Puri Exp.,F.oY Traffic;!avr Erforcemei�t '18° Engineer?s.Certrfieation of-N =136-150-023: 01- PPP, 0. 03119120'('0 `03= 0,15' Barnet Removal Costs•: '18 Certification of Road Fund EXp for 136 1'50=025: 01 APR=19 Marine fgavigation;and Moorage' It: '18 Annual Construction Report 136 16:050 01 APR 19 03/2?J2019 03/29f20'19 I^ '181 PAPP RefsOtt "136 300;090 b1 APR 19, 03/22/2010 03/26/209.9. '18 J�laintenance Management' 136 19-050, Q1„APFZ 19, 03/22X2011 03/25/2019 Certifcatian; '18Annual:Ceriification 136 09.03Q' 01 APR 1903/191.201;9. D3/20/2019; 418 Road log Update 136 60 034 01 MAY 19 12/26/2019 E?1/0212019 PMS.Certification,for AP V, 136 70 070 31.DEC-19 12/1712019 121241201,9' Eligibility ExpCanation: Certification`ofRoad''Fund:'Exp foc'Manne.Navlgation<'and`1Vloorage:is:not=requiredforMason`.County.: �, G' Protects to tivhch construction eXpenditu�es were`charged vrere al(on the origtnaily ecopted 2019 Annual: Yes Prograrri ors;arnended per WQG 136 1;6 dd2, Attach Amendments_(1f;No,please attach,a beef explanafon,) H, The,County s consfruetiQn by co..'unty farces omit for 207:9 computed►n accordanceyrrth RC1N 36 77,065: $1;270,107'50: pa Ii Thee%acfual expenditure for consttud6on`,.by county forces as.reported in,the 2019 Annual'Const.Report.: 135,968 OO 'I” J, As required by WAC 13$20 o60i a wrifterr 6ntlga::artd inspection Report foe 2019 was furnished to the legisiativ6 04122X2019: authorit on.attach a co Y � PY} #,gf' IBI Bridges as'TDecertber 31,2019_ fi5, f': 3' ti Mason County 201.9: ' GERTiFiGAT10NOF DIVERSION ASID lOAD.F.UND EXPENAIT,URESFOR7FEAFFIC:.<1AW'ENFORCi=tViENT : t.: WAC 130-1,507,022 , Total Road Le yy Budgeted°Road Lewy reverie"e(aslisted on;kfie Road Levy Certification=WAG.136=150 02:1'):; $10946,15Q.00; ; ? Acfual Road Ldvy revenue pr,"oduced; $1,Qz943,981;,QQ �e `Roa1.d Levy Dvers"ion: Budgeted Road LevyDiversion,(as,,listed onfhe Road .., 136= 50 21TtatonvA )... Actual amotrtt of Diverted Road Levy $2,160 000 00 Was'Diverted Road:Levy deposited in'a-specific.and'idenGfiatiie account(RCW.3.6:82 040':; Yes Traffic Law Enforcement Paid by Road Fund Expenditures Budgeted cAst reimbursements andlar operating transfers from the iZoad Fttnd Actual fo'tal amount�of cost:reimbursement's an' oroperating,transfers from the Road.Fund:< Tota(Road Porfioh.Traffi6 Law Enforcement Expenditures $2,160 OOQ 00; 3 Total firafficLaw Enforcerrient EXpense ALL COUNTY FUND$)_ RGVy 36 79140 ptov.;ides tFSa#onlytliose co„ynties that during the preceding twelve months have spent all revenues collected far road purposes only for suchpurposes including traffic law enforcement,as are ItoWed by Artfc(e U,: .Section 40 of the'Wash6 b.n Stafe GonstitiA!on,are eligible,fo::rece ve,funds from,the:Rural"Aiterial':'Trust Account.; This form.,must be>;reviewed and.certifted:aon'the"Engineer's Gertif�catian Form }�y , s County Sheriff` Countyudfor OR,Charter-dChief FinapcW Officer Chair;Soard'of County Commissioners OR Gonrty Executive: i { `E 4 '- A 3 N 2 t l�. ry T r FISH;PAsSAGE EKE- IFIGATfON WAC 136=1:50;023_: SUbmltttn 9 C'oun ;Mason.; Bud 'et Year tY'- 9 i `rash `assaga Barrier`ftemoyal Projects: l Cost:Outside.of' } °lo of Total Cast 25°/a°;41[oi�red?ro)ect= 3 Total Project- � ( , Name Cos#; ROW by WAC) A Total EupendituresfarFrs� :Passage badhi&l k,6movaiOuts"ia,6 County'M,66ti§ ylray Ictal AOltual Road Construction,Etdgetfi419, 55 00 9/2%o afTTafal Ant-ual..Rd d,.(Lllnjt of"',C7uts�cle of Right flf Way"'eXpense}: X32,0.9.7 28. Z_. ._ Total`Expendifure for=Fish Passage Barne`ff-Re"Moval Outstd County Right.of= *woo' 1111ay RCVt/X36:79,140,provides that aniy'tEiose counties that,during tha�preced)ng twelve moths have spehtsll <; revenues collected;for road p rposes onlY for such purposes,mclutling removal 9!,barners to fisk�passage and accompanyng;stream5edandstream4an repairas::spewed:and,limitedbyR W36:82:070r;-as:areallowed: by'Art�cle 1.0",Section 4.0.of';the Washingtcirt State Gonst�tuf on,are 61► ibl--to,receive funds f ram the Rural,ArteriaC Trusfi Account,;, {' I. Ji, MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Loretta Swanson, Director DEPARTMENT: Public Works EXT: 450 BRIEFING DATE: March 16, 2020 INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources ❑ Legal ❑ Other— please explain ITEM: Safety Plan Data Collection Project, Supplemental Agreement No. 2 IMS Infrastructure Management Services, LLC EXECUTIVE SUMMARY: Commissioners authorized Public Works to procure a consultant to assist with collecting roadway data and creating the County Road Safety Plan on March 6, 2018. Public Works solicited a formal request for proposal and IMS Infrastructure Management Services, LLC out of Arizona was selected. At this time, it is necessary to extend the time for completion of this work from April 30, 2020 to December 31, 2020 with no change is cost or scope of work. BUDGET IMPACT: Maximum payable amount of this contract has remained at $126,547.50 with only one other time extension with Supplemental No. 1. RECOMMENDED OR REQUESTED ACTION: Recommend the Board approve Supplemental Agreement No. 2 with IMS Infrastructure Management Services, LLC. to extend the completion date for the Safety Plan Data Collection Project to December 31, 2020. ATTACHMENT: Supplemental Agreement No. 2 Adift Washington State v® IDepartment of Transportation I Supplemental Agreement Organization and Address Number 2 IMS Infrastructure Management Services,LLC Original Agreement Number 1820 W.Drake Dr.Ste 104 Tempe,AZ 85283-4312 19-10 Phone: (480)462-4030 Project Number Execution Date Completion Date 12/3/2020 Project Title New Maximum Amount Payable Safety Plan Data Collection N/A Description of Work Collecting safety plan data,manage the data and provide it in a form compatible with Mobility.Includes rating and providing imaging. The Local Agency of Mason County desires to supplement the agreement entered in to with IMS Infrastructure Management Services,LLC and executed on 12/17/19 and identified as Agreement No. 19-10 All provisions in the basic agreement remain in effect except as expressly modified by this supplement. The changes to the agreement are described as follows: 1 Section 1, SCOPE OF WORK, is hereby changed to read: Time extension with no change in contract amount. II Section IV, TIME FOR BEGINNING AND COMPLETION, is amended to change the number of calendar days for completion of the work to read: Completed by December 31,2020 III Section V, PAYMENT, shall be amended as follows: N/A as set forth in the attached Exhibit A, and by this reference made a part of this supplement. If you concur with this supplement and agree to the changes as stated above, please sign in the Appropriate spaces below and return to this office for final action. By: By: Sharon Trask Consultant Signature Approving Authority Signature Date DOT Form 140-063 Revised 09/2005 NEWS RELEASE March 24,2020 MASON COUNTY COMMISSIONERS 411 NORTH 5TH STREET SHELTON,WA 98584 (360) 427-9670 EXT. 747 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: COUNTY ROAD HERBICIDE PROGRAM NOTICE Mason County Department of Public Works will begin the spring application of herbicides for vegetation control along county roads on or after Wednesday, April 1, 2020, weather permitting. For a detailed list of the roads effected by the herbicide application program,please contact the Mason County Department of Public Works at(360) 427-9670, Ext. 450 or visit the county website: www.co.mason.wa.us. Property owners that are adjacent to the areas to be sprayed, that do not want the spraying to take place, may enroll in our"Owner Will Maintain"program by contacting Public Works. Those property owners who have already enrolled in the program and designated their property as "No Spray,"will not need to contact the Public Works office --their prope11y will not be s rp ayed. BOARD OF MASON COUNTY COMMISSIONERS Sharon Trask Randy Neatherlin Kevin Shutty Chair Vice Chair Commissioner MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Loretta Swanson, Director &Zach Foster, Solid Waste Program Manager DEPARTMENT: Public Works EXT: 450 BRIEFING DATE: March 16, 2020 INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources ❑ Legal ❑ Other— please explain ITEM: Eells Hill Transfer Station Outbound Scale Status EXECUTIVE SUMMARY: On January 24th, 2020 the outbound scale at the Eels Hill Transfer facility failed. It was determined that one of the 10 load cells within the drive-on scale went bad and had to be replaced for the scale to remain functional. The load cell was replacement on a Sunday to avoid operational impacts and cost the County $7,636.87. The technician performing the repairs indicated it was apparent that the other 9 load cells can be expected to experience the same failures. The outbound scale was installed in 1994 and had, at that time, a 20-year life expectancy; this scale has outlived that by 6-years. Staff has researched options for our outbound scale needs and they are as follows: 1. Replace and rewire the remaining 9 load cells. (requires a minimum of 2-days) Estimated cost $60,000-$80,000. No warranty (unknown expected life span) 2. Replace scale with bolt in place steel scales (requires 2-days for installatiori) estimated cost is approximately $125,000. 5-year warranty (15-18 year expected life span) 3. Replace scale with concrete foundation type scales (requires 3-week closure for installation) estimated cost is approximately $130,000. 20-25 expected life span. 5-year warranty (20-25 expected life span) 4. Explore existing site for new scale installation location to facilitate the separation of commercial and residential customers. Cost Estimate unknown at this time Scale could be configured for autonomous operation for commercial customers. BUDGET IMPACT: A 2020 capital budget amendment for solid waste would be required to do any of options listed above. PUBLIC OUTREACH: Staff will be discussing scale options with the Solid Waste Advisory Committee (SWAC) at the next meeting. RECOMMENDED OR REQUESTED ACTION: Recommend the Board allow staff to move forward with Option 4 that will also require researching the estimated total cost of locating and installing a new scale within the confines of the existing site and coming back to the Board with the research information.