Loading...
HomeMy WebLinkAbout2021/02/08 - Briefing Packet MASON COUNTY COMMISSIONER BRIEFING INFORMATION FOR WEEK OF February 8, 2021 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. $oN CO MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Daniel Goodell, Presiding Judge Amber Finlay, Judge Monty Cobb Judge DEPARTMENT: Superior Court EXT: 206 BRIEFING DATE: February 8, 2021 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: Thurston-Mason Behavioral Health Organization Amendment to Interlocal Agreement [MC Contract #20-015] EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): Since 2020, involuntary treatment court cases have been filed and hearings have been held in Mason County Superior Court pursuant to Chapters 71.05 and 71.24 RCW. The Thurston-Mason Behavioral Health Organization (TMBHO) reimburses the Superior Court and other departments for involuntary treatment court services and costs. The initial contract was through December 2020. This Amendment extends the time period through December 31, 2021. BUDGET IMPACT: None — Funding remains the same and is included in the Superior Court 2021 budget. PUBLIC OUTREACH:(Include any legal requirements, direct notice,website, community meetings, etc.) N/A RECOMMENDED OR REQUESTED ACTION: Enter into the Amendment to the Interlocal Agreement with the TMBHO to fund involuntary treatment court judicial services.and costs and place the matter on the action agenda for the BOCC to execute the attached Amendment. ATTACHMENTS: Copy of Amendment to Interlocal Agreement Briefmg Summary 2/3/2021 THU.RSTON=MASON BEHAVIORAL' HEALTH ADMINISTRATIVE -SERVICE,-ORGAN IZATION (TM BWASO) AMENDMENT TO THE INTERLOCAL AGREEMENT FOR-INVOLUNTARY JUDICAL SERVICES WITH MASON COUNTY SUPERIOR COURT Provider: Mason County Superior Court Contact: Robyn Lockwood Title: Court Administrator Phone: 360 427-9670 ext. 206 Email: RL&o.mason.wa.us Mailing Address: PO Box X,Shelton,WA 98584 Agreement Number: 2021 Amendment Number: 1 New Start Date: January 1,2021 New End Date: December 31,2021 Thurston-Mason BH-ASO Contacts: Tara Smith, Finance Director Phone: 360.763.5809 Email: tara.smith@tmbho.ors Mark Freedman,ASO Administrator Phone: 360.763.5791 Email: mark.freedman@tmbho.ors Phone: Email: Mailing Address: 612 Woodland Square Loop SE,Ste 401, Lacey WA 98503 s. INCORPORATION OF EXHIBITS AND ATTACHMENTS The Provider shall provide services and comply with the requirements set forth in the following attached exhibits,attachments, or any other materials which are incorporated herein by reference.To the extent that the terms and conditions of any Exhibit or Attachments conflicts with the terms and conditions of this base contract,the terms of this Contract shall control. This Contract Amendment,including all Exhibits and other attachments incorporated by reference,contains all of the terms and conditions agreed upon by the parties as changes to the original contract.No other understandings and representations,oral or otherwise,regarding the subject matter of this Contract Amendment shall be deemed to exist or bind the parties.All other terms and conditions of the original Behavioral Health Services Contract and preceding amendment remain in full force and effect.The parties signing below warrant that they have read and understand this Contract Amendment and have authority to enter into this Contract Amendment.By their signatures below,the parties hereto agree to this Contract Amendment. Contractor Signature: Printed Name and Title: Date: Thurston-Mason BH-ASO Signature: Printed Name and Title: Date: Mark Freedman,CEO TM BH-ASO Amendment#1 to Interlocal Agreement# Page 1 of 2 The Interlocal Agreement for Judicial Services, between Thurston-Mason BH-ASO and Mason County Superior Court is hereby amended as follows: 4. Funding a) Total amount to not exceed$50,000 annually shall remain the same as will the$25,000 for costs associated with supplies,equipment,trials,jury expenses and other verified expenses. b) Sharing Protected Health Information: The parties agree that information shared under this agreement is shared for the purpose of coordination of treatment and/or health care operations. The parties also agree not to use or disclose protected health information other than as permitted or required by this Agreement, HIPAA and the Health Information Technology for Economic and Clinical Health Act(HITECH). The parties shall use and disclose protected health information only if such use or disclosure,respectively,in compliance with each applicable requirement of 45 CFR Section 164.504(e) Except as expressly provided by this Amendment No.01,all other terms and conditions of the original Interlocal Agreement as signed by Mason County on February 4,2020,for Judicial Services and preceding amendment remain in full force and effect. TM BH-ASO Amendment#1 to Interlocal Agreement# Page 2 of 2 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Daniel Goodell, Presiding Judge Monty Cobb, Judge Amber Finlay,, Judge DEPARTMENT: Superior Court EXT: 206 BRIEFING DATE: February 8, 2021 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 ❑x Legal ❑ Other— please explain ITEM: UGA Interagency Agreement (IAA21649) to reimburse attorney and court visitor appointment costs EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): The Administrative Office of the Courts (AOC) will reimburse costs paid to attorneys appointed for a parent or court visitors in minor guardianship cases under the Uniform Guardianship Act (UGA). The Court may be reimbursed a maximum of$16,000 for costs incurred during January 1, 2021 to June 30, 2021. Court visitors will be appointed from the Juvenile Court Services Department. Attorneys will be appointed from the Public Defenders Office. Tim Whitehead, Chief Deputy Prosecuting Attorney, has reviewed and approved the agreement. BUDGET IMPACT: Up to $16,000 additional revenue. PUBLIC OUTREACH:(include any legal requirements,direct notice,website,community meetings,etc.) RECOMMENDED OR REQUESTED ACTION: Place the matter on the action agenda for signing the Interagency Agreement. ATTACHMENTS: Copy of Interagency Agreement IAA21649. Briefing Summary 2/3/2021 INTERAGENCY AGREEMENT - IAA21649 BETWEEN WASHINGTON STATE ADMINISTRATIVE OFFICE OF THE COURTS AND MASON COUNTY SUPERIOR COURT THIS AGREEMENT (Agreement) is entered into by and between the Administrative Office of the Courts (AOC) and Mason County Superior Court, for the purpose of reimbursing the Mason County Superior Court (Court) for attorney appointments under RCW 11.130.200(5) and court visitor appointments under RCW 11.130.195(4). 1. DEFINITIONS For purposes of this contract, the following definitions apply: a) "Attorney appointed for a parent" means an attorney appointed under RCW 11.130.200(5). b) "Court visitor" means a person appointed under RCW 11.130.195(4). c) "UGA appointment services" means attorneys appointed for a parent under RCW 11.130.200(5) and court visitors as appointed under RCW 11.130.195(4). 2. PURPOSE The purpose of this Agreement is to partner with individual local courts in providing UGA appointment services. 3. DESCRIPTION OF SERVICES TO BE PROVIDED a) The Court will ensure that the funding under this contract is used only for reimbursement of costs paid to attorneys appointed for a parent or court visitors. Other costs are not eligible for reimbursement, including but not limited to: judicial officer time, administrative costs (overhead or indirect), court staff time, etc. No prepayment will be made under this Agreement. b) The Court agrees to provide a bimonthly report on UGA appointment services cost and usage data. At a minimum, this reporting will include: 1) Case numbers. 2) Purpose of appointment (attorney appointed for a parent or a court visitor), including to whom counsel was provided; and 3) Amount billed per party. c) In addition, the Court agrees to report any expected surplus for revenue sharing to AOC by July 26, 2021, and to provide any request for revenue sharing by July 26, 2021 for prioritization by the SCJA. d) The Court may elect to pay for UGA appointment services that are not in accordance with the provisions of this agreement; however, such payments will not be reimbursed. IAA21649 Page 1 of 5 4. PERIOD OF PERFORMANCE Performance under this Agreement begins January 1, 2021, regardless of the date of execution, and ends on August 31, 2021. 5. COMPENSATION a) The Court may be reimbursed a maximum of$16,000 for UGA appointment services costs incurred during the period of January 1, 2021 to June 30, 2021. No reimbursement will be made under this Agreement for UGA appointment services incurred after June 30, 2021, and any reimbursement beyond this amount will be denied. b) If this agreement is terminated, the Court will only receive payment for performance rendered or costs incurred in accordance with the terms of this agreement prior to the effective date of termination. c) The Court will submit its A-19 invoices monthly or bimonthly to: Reim bursementProgram(aD-courts.wa.gov. Forms A-1,9 submitted under this agreement must include: 1) Billing reports from attorneys and visitors whose costs are being reimbursed, including hours billed and services provided; and 2) Payment documents from the Court indicating case number; amount paid, and payee. d) Data required in 3b above must be submitted electronically to the AOC in conjunction with the bimonthly invoice. e) Payment to the Court for approved and completed work will be made by warrant or account transfer by AOC within 30 days of receipt of a properly-completed invoice and the completed data report. f) The Court must maintain sufficient backup documentation of expenses under this Agreement. g) The AOC, upon consultation with the SCJA and after May 1, 2021, may initiate revenue sharing and reallocate funding among courts as prioritized by the SCJA. If such adjustments are made, Court will be notified by letter and e-mail from AOC, and such a letter will be attached to this agreement as Addendum A. 6. TREATMENT OF ASSETS AND PROPERTY The AOC is the owner of any and all fixed assets or personal property jointly or cooperatively, acquired, held, used, or disposed of pursuant to this Agreement. 7. RIGHTS IN DATA Unless otherwise provided, data which originates from this Agreement are "works for hire" as defined by the U.S. Copyright Act of 1976 and are owned by the AOC. Data includes, but is not limited to: reports, documents, pamphlets, advertisements, books, magazines, surveys, studies, computer programs, films, tapes, and video and/or sound reproductions. Ownership includes the right to copyright, patent, register, and the ability to transfer these rights. In the event that any of the deliverables under this Agreement include material not included within the definition of"works for hire," the Court hereby assigns such rights to the AOC as consideration for this Agreement. IAA21649 Page 2 of 5 Data which is delivered under this Agreement, but which does not originate therefrom, must be transferred to the AOC with a nonexclusive, royalty-free, irrevocable license to publish, translate, reproduce, deliver, perform, dispose of, and to authorize others to do so; provided, that such license is limited to the extent which the Court has a right to grant such a license. The Court must advise the AOC, at the time of delivery of data furnished under this Agreement, of all known or potential invasions of privacy contained therein and of any portion of such document which was not produced in the performance of this Agreement. The AOC must receive prompt written notice of each notice or claim of copyright infringement received by the Court with respect to any data delivered under this Agreement. The AOC reserves the right to modify or remove any restrictive markings placed upon the data by the Court. 8. INDEPENDENT CAPACITY The employees or agents of each party who are engaged in the performance of this Agreement continue to be employees or agents of that party and are not considered for any purpose to be employees or agents of the other party. 9. AGREEMENT ALTERATIONS AND AMENDMENTS This Agreement may be amended by mutual agreement of the parties. Such amendments are not binding unless they are in writing and signed by personnel authorized to bind each of the parties. 10. RECORDS, DOCUMENTS, AND REPORTS The Court must maintain books, records, documents and other evidence of accounting procedures and practices which sufficiently and properly reflect all direct and indirect costs of any nature expended in the performance of this Agreement. These records are subject at all reasonable times to inspection, review, or audit by personnel duly authorized by the AOC, the Office of the State Auditor, and federal officials so authorized by law, rule, regulation, or Agreement. The Court will retain all books, records, documents, and other material relevant to this Agreement for six years after settlement, and make them available for inspection by persons authorized under this provision. 11. RIGHT OF INSPECTION The Court will provide right of access to its facilities to the AOC, or any of its officers, or to any other authorized agent or official of the state of Washington of the federal government at all reasonable times, in order to monitor and evaluate performance, compliance, and/or quality assurance under this Agreement. 12. DISPUTES Disputes arising under this Agreement will be resolved by a panel consisting of one representative from the AOC, one representative from the Court, and a mutually agreed upon third party. The dispute panel will thereafter decide the dispute with the majority prevailing. Neither party has recourse to the courts unless there is a showing of noncompliance or waiver of this section. 13. TERMINATION Either party may terminate this Agreement upon thirty (30) days written notice to the other party. If this Agreement is so terminated, the parties are liable only for performance IAA21649 Page 3 of 5 rendered or costs incurred in accordance with the terms of this Agreement prior to the effective date of termination. 14. GOVERNANCE This Agreement is entered into pursuant to and under the authority granted by the laws of the state of Washington and any applicable federal laws. The provisions of this Agreement must be construed to conform to those laws. In the event of an inconsistency in the terms of this Agreement, or between its terms and any applicable statute or rule, the inconsistency will be resolved by giving precedence in the following order: a. Applicable state and federal statutes and rules; b. This Agreement; and c. Any other provisions of the agreement, including materials incorporated by reference. 15. ASSIGNMENT The work to be provided under this Agreement, and any claim arising hereunder, is not assignable or delegable by either party in whole or in part, without the express prior written consent of the other party, which consent may not be unreasonably withheld. 16. WAIVER A failure by either party to exercise its rights under this Agreement does not preclude that party from subsequent exercise of such rights and is not a waiver of any other rights under this Agreement unless stated to be such in a writing signed by an authorized representative of the party and attached to the original Agreement. 17. SEVERABILITY If any provision of this Agreement, or any provision of any document incorporated by reference is held invalid, such invalidity does not affect the other provisions of this Agreement which can be given effect without the invalid provision and to this end the provisions of this Agreement are declared to be severable. 18. AGREEMENT MANAGEMENT The program managers noted below are responsible for and are the contact people for all communications and billings regarding the performance of this Agreement: AOC.Program:Manager Cbur(Prograrn Manager.".,. Heidi Green Robyn Lockwood Senior Policy Analyst Court Administrator PO Box 41170 419 N 4th St, FI 2, PO Box X Olympia, WA 98504-1170 Shelton, WA 98584-0078 Heidi.green@courts.wa.gov rl@co.mason.wa.us 360 704-1932 360 427-9670 Ext. 206 IAA21649 Page 4 of 5 19. ENTIRE AGREEMENT This Agreement contains all the terms and conditions agreed upon by the parties. No other understandings, oral or otherwise, regarding the subject matter of this Agreement are considered to exist or to bind any of the parties to this agreement unless otherwise stated in this Agreement. AGREED: Administrative Office of the Courts Court Signature Date Signature Date Ramsey Radwan Name Name Director, MSD Title Title IAA21649 Page 5 of 5 a MASON COUNTY BRIEFING ITEM SUMMARY FORM a TO: BOARD OF MASON COUNTY COMMISSIONERS s FROM: Peter Jones DEPARTMENT: EXT: 598 240 - Indigent Defense BRIEFING DATE: 2/8/2021 PREVIOUS BRIEFING DATES: If this is a follow-up briefing, please provide only new information) INTERNAL REVIEW (please check all that apply): D Budget/Finance D Human Resources ❑ Legal ❑ Other—please explain g a ITEM; Update to ITA contract EXECUTIVE SUMMARY: (If applicable,please include available options and potential solutions): Changes in ITA contract will make administrative tasks simpler and provide a more definitey reimbursement amount. p BUDGET IMPACT: Revenue already accounted for in 2021 budget 1.. PUBLIC OUTREACH:(Include any legal requirements,direct notice,website,community meetings,etc.) 8 None RECOMMENDED OR REQUESTED ACTION: Approve update and amendment to 2021 agreement G ATTACHMENTS: Agreement from Thurston-Mason Behavioral Health Administrative Service Organization - BH-ASO : a 5 {o� N yV 3 Briefing Summary 10/28/2020 THl1RSTON MASON BEHAVI®RAL HEALTH ADMINISTRATIVE SERVICE OR ANIZATION ITIVI �:H ASO) AMENDMENT TO TH E INTERLOCAL AGREEMENT FOR,INVOLUNTARY'JUDICAL SERVICES v WITH MASON COUNTY PUBLIC DEFENSE -.Provlcer smason,County Public Defense Contact: Peter Jones Title: Director Phone: 360 427-9670 Email: Peterj@co.mason.wa.us Mailing Address: 410 N 4th St,Shelton,WA 98584 Agreement Number: 2021 Amendment Number: 1 New Start Date: January 1, 2021 New End Date: December 31,2021 $� Thurston-Mason.BH-ASO Contacts: Tara Smith,Finance Director Phone: 360.763.5809 Email: tara.smith@tmbho.org Mark Freedman,ASO Administrator Phone: 360.763.5791 Email: mark.freedman@tmbho.ors Phone: Email: Mailing Address: 612 Woodland Square Loop SE,Ste 401, Lacey WA 98503 . INCORPORATION,OF EXHIBITS AND ATTACHMENTS The Provider shall provide services and comply with the requirements set forth in the following attached exhibits,attachments, or any other materials which are incorporated herein by reference.To the extent that the terms and conditions of any Exhibit or Attachments conflicts with the terms and conditions of this base contract,the terms of this Contract shall control. This Contract Amendment,including all Exhibits and other attachments incorporated by reference,contains all of the terms and conditions agreed upon by the parties as changes to the original contract.No other understandings and representations,oral or otherwise,regarding the subject matter of this Contract Amendment shall be deemed to exist or bind the parties.All other terms and conditions of the original Behavioral Health Services Contract and preceding amendment remain in full force and effect.The parties signing below warrant that they have read and understand this Contract Amendment and have authority to enter into this Contract Amendment. By their signatures below,the parties hereto agree to this Contract Amendment. Contractor Signature: Printed Name and Title: Date: Thursto son B ' ASO S' ture: Printed Name and Title: Date: Mark Freedman,CEO 1/21/21 TM BH-ASO Amendment#1 to Interlocal Agreement# Page 1 of 2 The Interlocal Agreement for Judicial Services, between Thurston-Mason BH-ASO and Mason County Public Defense is hereby amended as follows: 4. Funding a) Total amount to not exceed$50,000 annually shall remain the same. This amount is to cover the cost of a .3FTE Deputy II and .1 FTE for legal assistant position. b)Sharing Protected Health Information: The parties agree that information shared under this agreement is shared for the purpose of coordination of treatment and/or health care operations. The parties also agree not to use or disclose protected health information other than as permitted or required by this Agreement, HIPAA and the Health Information Technology for Economic and Clinical Health Act(HITECH). The parties shall use and disclose protected health information only if such use or disclosure, respectively,in compliance with each applicable requirement of 45 CFR Section 164.504(e). Except as expressly provided by this Amendment No.01,all other terms and conditions of the original Interlocal Agreement for Judicial Services and preceding amendment remain in full force and effect. TM BWASO Amendment#1 to Interlocal Agreement# Page 2 of 2 - Mason County Support Services Department Budget Management �gaK cop�z=: th Commissioner Administration 411 North 5 Street Emergency Management _ Shelton, WA 98584 Facilities, Parks&Trails 360.427.9670 ext. 419 Human Resources Information Services * -u Labor Relations Risk Management MASON COUNTY COMMISSIONER BRIEFING ITEMS FROM SUPPORT SERVICES February 8, 2021 • Specific Items for Review o Request from Sheriff for gym upgrades—Fran k/Undersheriff Adams o Resolution committing to certain Building 10 projects to comply with City of Shelton permitting requirements—Frank 0 2019 Department of Commerce Public Services Community Development Block Grant Close out— Frank o Conflict of Interest Agreement from Foster Garvey regarding their intent to enter into an agreement with the Housing Authority of Mason County to develop an Intergovernmental Agreement between the Mason County Housing Authority and Mason County- Frank o KMB Jail Survey update—Frank o Expansion Request from Auditor McGuire- Frank o Agreement with OAC for District Court interpreter services—Diane/Patsy Robinson o Request from District Court for Lead Pay- Dawn o Telework expectations during County closure—Dawn o News Release for Board of Equalization - Dawn o January financial statements—Jenn o RFP for Veteran services—Jenn o Advisory Board Appointments: Timberland Regional Library, Kenneth Sebby; LMTAAA,Janeen McLaughlin - Diane o Personnel Announcement- Frank • Commissioner Discussion J:\DLZ\Briefmg Items\2021\2021-02-08.docx MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Travis Adams, Undersheriff DEPARTMENT: Sheriffs Office EXT: 313 BRIEFING DATE: February 8, 2021 PREVIOUS BRIEFING DATES: If this is a follow-up briefing, please provide only new information ITEM: Request for REET funds to pay for upgrades to the MCSO office to finish our preparation to become the OTC regional training facility. EXECUTIVE SUMMARY: As you know from our past briefings, the OTC has designated the Mason County Sheriffs Office as one of their regional satellite training locations. The designation is a tremendous benefit to Mason County because it gives our personal access to tuition- free, local classes at our own facility. In order to create a conducive training environment, we need to complete a few upgrades. Additionally, given the need for larger meeting space due to COVID restrictions such as social distancing, the redesigned space will allow for safer meetings for our personnel. Huge kudos to Kelly Frazier and his facilities crew for doing a complete paint makeover in the gym; they did an awesome job! In order to complete the space for use as both a physical training room and a classroom, we would like to have the floor resurfaced, put in a divider wall (which will accordion open/closed as the training necessitates), and put in blinds to cover the large windows (to allow for low light training and for better viewing of projected content in the classroom). I have received three quotes for resurfacing the floor: $19, 895.84, $15,091.27, and $12,270.91. We have only found one company that makes a wall that is an independent unit which does not require engineering and permanent installation in the building. The quote for the accordion wall is $39,122.00. I did not have a quote for the blinds at the time I wrote this briefing but I hope to have a preliminary number by the briefing on February 8. Due to the size, height, and angle of the needed blind I will preliminarily guesstimate the cost to be around $10,000.00. Briefing Summary 2/1/2021 Prior to this briefing I inquired from Frank Pinter about the available REET funds in light of current projects either in progress or planned. Frank informed me that he felt their would be sufficient funds available and asked that I brief the BOCC. BUDGET IMPACTS: REET funds: approximately $64,213.00 subject to final bids. RECOMMENDED OR REQUESTED ACTION: Thank you for your time and consideration. ATTACHMENTS: I have attached a copy of the Hufcor Unispan wall brochure so you could see what we are proposing for that space divider. I have attached a copy of the MC purchasing policy. The floor falls between the $10,000 and $50,000 threshold requiring 3 bids; I have copies of those bids upon request. The Hufcor wall is the only vendor that we were able to find that makes a built to order, stand alone wall that requires no engineering. It appears that it would fall under the sole source provider provision of the policy. Finally, based on the initial quote on the blinds that I expect this week, I will follow through with more if needed. Briefing Summary 2/1/2021 Chapter 2.21- PURCHASING POLICYv Footnotes: Editor's note— Res. No. 106-16, §§ 1—III (Att. A), adopted Dec. 20, 2016, did not specify manner of inclusion, hence, codification as Chapter 2.21, §§ 2.21.010-2.21.030 was at the discretion of the editor. 2.21.010- Purpose. Mission. Purchasing facilitates the timely procurement of goods and services to help customers fulfill their missions by providing cost effective opportunities to purchase quality goods and services at the best value while conducting business in a legal, fair open and competitive manner. Proper purchasing requires that: •Actions of county employees are impartial and fair. • Government decisions and policies are made in the proper channels of government structure. • Public employment will not be used for personal gain. • County employees may neither solicit, accept, nor agree to accept any gratuity for themselves, their families or others that results in their personal gain which may affect their impartiality in making decisions on the job. Discounts or concessions realistically available to the general population, items received that do not result in personal gain, and samples to the county used for general county use are examples of items that are not gratuities. Personal judgement should be used and questions regarding particular problems/events should be referred to the employee's manager. Goals: •To protect and enhance the reputation of the Mason County and its employees. •To treat all citizens equally with courtesy and impartiality, and refrain from granting any special advantage to any citizen beyond what is available to all citizens. •To give efficient, productive, and economic service to the public. •To avoid real or potential conflicts between private and public duties, remembering that the public interest must be the principal concern. •To keep confidential all information acquired by reason of one's position, which may be used for personal or financial gain for the employee or other persons. •To refrain from securing special privileges or exemptions for one's self or other persons that are not available to all citizens. •To avoid receiving, soliciting or otherwise obtaining anything of value that is greater than nominal intrinsic value from any other public official, employee or citizen which is intended to influence the performance of official duties. •To disclose to the appropriate authority the nature and extent of any financial or personal interest in a county contract, legislation, or in any type of transaction involving the county, when participating in the development of or giving an official opinion on the matter. • County employees shall: Certify, in writing, that they have read and understand this policy. Non- compliance may result in disciplinary action, including termination. Authority and references: RCW 36.32.245 RCW 39.35A RCW 39.80 RCW 39.04.280 (Res. No. 106-16, § I(Att. A), 12-20-2016) 2.21.020- Definitions. The following words, terms and phrases, when used in this chapter, shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning: "Controlled commodity" means items which may fall under the quote dollar limit that require approval from designated department directors, i.e. office products, communication equipment and computer equipment. "Emergency purchases" means emergency purchases occur when an emergency situation arises that was unforeseen and must be remedied immediately. "FOR (freight on board)" means the stated F.O.B. point is usually the location where title to the goods passes from the seller to the buyer. The seller is liable for transportation charges and the risks of loss or damage to the goods up to the point where title passes to the buyer. The buyer is liable for such charges and risks after passing of title. "Packing list" means a document which itemizes in detail the contents of a particular package or shipment. "Personal service contract" means an employment contract with an independent contractor for the rendering of personal services to the county. "Point of origin" means the point where the shipment originates. "Prepaid" means transportation charges that have been or are to be paid at the point of origin. "Professional service contract" means an agreement with an independent contractor for the rendering of professional services to the county. The county states a goal and objective and the provider, under his own direction, accomplishes the goal. "Public work" means a project including all work, construction, alteration, repair or improvement other than ordinary maintenance. "Sealed bid (formal bid)" means an advertised solicitation for a requirement in which the cost exceeds the fifty thousand dollar bid limit. The bids are opened during a public opening. "Specification" means a clear, complete, and accurate statement of the technical requirements descriptive of a material, an item, or a service. (Res.No. 106-16, § 2(Att. A), 12-20-2016) 2.21.030- Policies. (a) How to purchase materials, supplies, equipment or services: To purchase materials, supplies, equipment or contract for services, the proper procurement procedure shall be followed. The following is a description of the various categories which determine which procurement process to use. Dollar thresholds for bidding and quoting are as follows: $0.00 to$10,000.00—No bidding or quotes required. 10,000 to$50 000—Three uotes. Over$50,000—Formal sealed bid. Note: All dollar limits include appropriate sales tax plus freight, handling, and set-up costs. (1) Federal Funding. Requisitions for goods or services which involve federal funding must be noted "federal funding" in the description section in the requisition using the project name or number by in order to ensure compliance with appropriate federal regulations. (2) Disadvantaged and Minority Vendors. Women and minority business enterprises shall have the maximum opportunity to participate in the performance of work relating to the county's activities. To this end, the county is committed to take all necessary and reasonable steps in accordance . with state and federal rules and regulations to ensure women and minority business enterprises the maximum opportunity to compete for and to perform contracts. (3) Insurance/licenses/prevailing Wages. When hiring anybody to do anything for the county, there are four requirements that need to be met. (A) Certificates of Insurance—Prior to the start of on-site work: Certificates of insurance requirements must be stated during the solicitation process. During solicitation contact the Risk Manager to assure the appropriate insurance requirements are being addressed. Certificates of insurance must be submitted with the contract prior to on- site work. (B) Washington State Contractor's License—Prior to the start of on-site work: It is the department's responsibility to verify a current Washington State Contractor's License and current Workers' Comp status. The department will also verify that the contractor is not on the federal debarment listing. (C) Business License—Prior to the start of on-site work: It is the department's responsibility to verify current business with the department of revenue. (D) Prevailing Wage Requirements—Ongoing. (i) Prior to Getting an Estimate or a Quote—Notify the vendor that they are to pay prevailing wages. (ii) After a Vendor has been selected—The vendor is required to file a "Statement of Intent to Pay Prevailing Wages"with the department of labor and industries. (iii) After the work is completed—The vendor must also file an "Affidavit of Wages Paid" with the department of labor and industries. Payment will not be released until certified intents and affidavits have been received. (4) When to utilize purchasing policy: (A) Unit cost exceeds ten thousand dollars. (B) Combined total of identical items purchased at the same time or within a calendar years' time, in which the cost exceeds ten thousand dollars or when it is determined by the budget manager that volume discounts can be obtained by combining county-wide usage (i.e. office supplies, laundry services,janitorial paper products, etc.). (C) The items that are designed, or intended to be used together(i.e., water meter covers and lids), and the cost exceeds ten thousand dollars. (5) Exceptions: (A) The following are stated under RCW 39.04.280 as exemptions for the competitive bidding requirements. (i) urchas IM atk,ares clearl_ands le itimatel li—i ed to_a_sin•le source of su •l� sol Dore ); (ii) Purchases involving special facilities or market conditions; (iii) Purchases in the event of an emergency; (iv) Public works in the event of an emergency. Should the board of commissioners use one of the above exemptions, the following will apply. Sole Source Purchases. On a case by case basis, the bid or quote requirement may be waived and a sole source purchase approved. There should be careful deliberation before going to a sole source as this type of purchase eliminates competition. A sole source purchase may be approved if one of the following conditions are met: (A) Compatibility to existing county standard or to existing equipment, inventory, systems, data, programs or service. Describe. List efforts to find other sources. (B) Licensed;or,,paten,ted product.with onlu,one<<deal7l. (C) Only authorized service provider, repair and/or warranty services. Describe. (D) Unique design: Requires unique features that are essential, aesthetic requirements, or not practical to match to existing design or equipment. Describe. (E) Used item: Surplus item bought through an auction or distributor that would represent good value and is advantageous to the County. Describe. (F) Delivery Date: Only one supplier can meet required delivery date: Describe and list efforts to find other suppliers to meet the delivery date. (G) Project or research continuity: Product, systems, services or data must comply with an ongoing project, research, data, testing or analysis. Results would be interrupted or compromised without continuity. Describe. Authority to approve sole source purchases lies with the board of county commissioners. Sole source or waiver over twenty-five thousand dollars. The formal bid limit may only be waived by the board of county commissioners. A sole source or waiver over twenty-five thousand dollars must be approved via resolution. The following steps to obtain approval are: (A) The department must contact budget manager to discuss if a sole source situation exists. (B) The department presents the sole sources justification to the board of commission for approval. (C) The budget manager then forwards a copy of the adopted resolution to the department. (D) Once approved, the department will place the order. Emergency purchases five thousand dollars to twenty-four thousand nine hundred ninety- nine dollars (ten thousand dollars to fifty thousand dollars for public works) Emergency purchases occur when an emergency situation arises that was unforeseen and must be remedied immediately. Examples: Acts of God, i.e., flood damage Machinery that is critical to the operation of the county and rendered out of service. The board of commission in addition the public works director and the DEM manager may declare an emergency. Contact them for guidance/direction on how to proceed. Procedure to obtain an emergency purchase. (A) Department recognizes an urgent/emergency situation has developed. (i) Department estimates cost to correct the emergency. (ii) Identifies potential vendor to perform service/supply materials. (PREVAILING WAGES AND INSURANCE APPLY) (B) Department staff obtains appropriate approval from department manager/director. (C) Buyer enters requisition. (D) Financial services will need the vendor name, reason for emergency, materials required and anticipated cost. Emergency purchases over fifty thousand dollars. Mason County has two people that can declare emergencies through the board of county commissioners: the public works director and the DEM manager. Contact them for further guidance/direction on how to proceed. If an emergency situation exists and involves the purchase of materials or services that are over the sealed bid limit: (A) After receiving approval from their department director, the department may place the order for emergency purchases. (B) The department must initiate and prepare necessary information to advise board of county commissioners that there had been an emergency situation requiring immediate action. Controlled Commodities. There are items which are purchased that fall under the quote dollar limit which still require approval from designated department directors. They are: • Cell phones, telephone equipment, tablets—IT manager. • Computers and related equipment, fax machines, copiers—Department manager. •Anything information technology is requested or required to install, connect, service, maintain or support—Use technology procurement request(TPR) process for these purchases •Anything purchased using equipment rental and revolving (ER&R) funds must be purchased by ER&R—O&M/ER&R manager. Inter-Governmental Cooperative Purchases. RCW 39.34.030 permits governmental agencies to utilize other entities contracts without going to bid. To determine if inter-local purchasing is feasible for a particular need, contact the budget manager. The following criteria need to be met: There must be a current inter-local agreement, approved by council, or board of county commissioners and signed by both parties, on file. • It must have been advertised and competitively bid. • The government entity, and the vendor, must be willing to share their contract pricing. Professional and Personal Service Contracts.The board of county commissioners must approve all professional and personal services contracts in excess of the approved budget authority and outside of routine contracts approved via the budget or county road project(CRP) processes. Legal/risk must review prior to their approval. Architectural and Engineering Services.Architectural and engineering services are hired following RCW 39.80. The county will follow the guidance of the RCW and the board of county commissioners will approve all architectural and engineering services contracts—no matter what the dollar amount. Legal/risk must review prior to approval. Equipment Leases. Bids are not required on equipment leases, however the legal department and budget manager must review and the board of county commissioners must (6) Procedures for ten thousand dollars to fifty thousand dollars. The following should be documented by the department when obtaining the informal three quotes. (A) Requesting department personnel contacts at least three vendors for quotations. (Be sure technical information defines acceptable quality and ensure vendors are quoting on equal and comparable items, etc.) All vendors must be provided the same information. If one vendor offers an acceptable alternate, it must be requoted using the alternate specifications. (B) The county will not pay for any technical information from the vendor. If the information is to be shared with other vendors, it must be stated so up front. (C) No on-site demonstrations or delivery of preview/trial merchandise should be arranged without prior approval from the department director. (D) Obtain freight pricing, if not indicated by vendor, on the form. Include first and last name of person contacted and phone number. (E) Enter a requisition number or project name or number. Use the buyer's name and indicate recommended vendor on your requisition form. Quotation forms should then be filed with the purchase documents. (F) Vendor authorization form is made by financial services on the recommendation of the requesting department personnel. (G) Order is confirmed and purchase order is issued, if appropriate. (H) Quote documentation is filed according to department procedures. (7) Greater than fifty thousand dollars—Sealed bid. Sealed bids are required whenever the cost of materials, supplies, equipment or services exceeds fifty thousand dollars. Duties for bidding process are specified via resolution. The board of commission will be notified when contract award during a regular board meeting. (8) Freight. Each department is responsible for due diligence when accepting freight on behalf of the county. The following shall apply. (A) Shipping Terms.When shipping an item that will incur freight charges, always request that it be shipped FOB destination, freight prepaid. This means that the carrier owns the merchandise until it reaches your door and there won't be a separate invoice for freight. If anything should happen to the merchandise during shipping, the carrier is responsible for filing the claims, instead of the county. FOB determines at what point the ownership transfers. If an item is FOB origin, the county owns the merchandise from the point of shipping while it is in transit. Freight prepaid or collect refers to who is responsible for paying shipping charges-the county or the seller. (B) Receiving Freight. It is the responsibility of the individual who signs for UPS or carrier's delivery receipt to properly receive all cartons they are signing for. Anyone who accepts and signs for receipt of goods, acknowledges that the item was received and accepted as delivered. (i) Get what you sign for: a. Confirm the package or carton is being delivered to the proper location. b. Verify the number of cartons, crates or pieces is correct according to quantities on the packing list. c. Sign the delivery slip legibly. d. Open packages and verify order is correct. (C) Damaged Cartons. (i) Visible Damage. Any person receiving freight must make a notation on the carrier's delivery receipt of apparent damage to packages. The specific type of damage should be stated on the delivery receipt and obtain the driver's signature (not just initials) on your copy of the receipt. This is an example of why it is important that freight be FOB destination so that the vendor files all claims. (ii) Concealed Damage. If the shipment of goods received showed no sign of damage upon receipt, but damage to the contents is found upon opening, concealed damage exists. Action for concealed damage: a. Call the carrier immediately upon discovery of the damage and request an inspection. Notate the date and the person contacted. b. All shipping cartons should be retained for inspection on any damage. c. When making a request for an inspection, advise the carrier whenever possible what the value of the damaged goods is. If the value is less than fifty dollars, most carriers will frequently waive inspection. Indicate person contacted on the claim form. d. When an inspection is made, specific damages should be notated by both parties and signed by both on the inspection report. (Res. No. 106-16, § III(Att. A), 12-20-2016) a F 'act ,y) r Eti= Y h>. r r a j\v q. a 1 x r a x t a �_. 5�"..�a..x,:,....� <'I.�.s.,,,�;:. .,n..Rr+_s'cL=..-...:.�'i�.��*S •X` +.'t.v� 1r q 4� .<�,, .e -' `� .-.��_° '''�'"�k:��,.�.. "" ...:.«:,•c.'-'!,�:£:,�.:.,�.e�s:..;:.�;'..,�.,c��� ...�.,-.,:......rar,i..��._'s."z:...:�i1,.r��"e..y.,_......... .r o-aa_r .�,,.;,:.�. HUFCOR �J shaping your experience a i Gnive your existing space what 'it needs . . . more support , Often, buildings are not designed to support the weight of partitions,essentially eliminating the possibility of'using operable partitions—until now. Unispan'is a,pre-engineered independent support system,compatible with Hufcor operable,glass or accordion partitions for quick,easy room division. Unispan"makes..flexible space possible by providing added support to spaces that lack the required overhead structural support to carry the weight of operable partitions making it Ideal for remodels and tenant fitouts where the proper,support may not already exist. Older buildings also benefit from UnispanO because it permits installation of movable partitions without costly reinforcing modifications to the building structure. T ..vim-"" [' a � +'� m= • `-v C...' �'" Lt, m.a. w } a f . : ' ) r.. •.. °'. ::. <sr a a...f,.. ''. ° .. , y' Un,ispan��s pert ct,far movable partition retrofits an a?n u sed w►th a rat Inge of�aii is rnclod�ng Gfass4Y�a ', . �., b a<r PY �i i "zoom T— pow ,el E 4' 3 � a r h, 3 .4 ,• g i r e i 4 t s� _ f �q I I I I I I I I 1 1 / 1 / I 1 1 1 1 1 1 1 1 1 1 c� / 1 `t r;. BUILT TO PERFORM u Hufcor's Unispan®is an independent support system for 1 • I I • I 1 operable partitions,glass walls,or accordion doors.It was77 y I I developed as a pre-engineered solution to enable facilities to install movable partitions in buildings with inadequate overhead � structure,saving engineering and material costs of construction. The system consists of a horizontal truss and two vertical posts - that support a Hufcor partition independent of the building.The posts transfer the partition weight to the floor and the weight is dispersed with floor pads installed under the posts—no additional footings needed which saves on construction cost. The system is attached to the building with bracing which is r needed for lateral stability only.The Unispan`%truss includes a built-in track which assures smooth partition movement across wide span openings,unaffected by building deflection under load which can lead to operable sag and floor interference. = " Unispan'has a Zone 4 seismic ratings and has built-in headers '` Access our online library that form a baffle above the partition,elimihating the need for of downloadable specs and another sub to install a plenum barrier. BIM Revit families at hufcor.com v F 7 3 - -a ✓� lrr. ' r x x _ 0 - s r; EEP� x. ' A a Fr«' ,erg amp 3. Electric Unispan' .p o ee • .o• • Hufcor now offers the best of both worlds by combining the °. ® ° • • e - ® • ° convenience and simplicity of touch-of-a-button automated ® ° ' • ° • • - o e o o.o operation with the pre-engineered Unispan"support system. o ee • Announcing the Hufcor Electric Unispan"powered operable wall •®', • ® - ® ° • , support system featuring a motor and drive system integrated into ''• ' • ° " '• • ° 0 0• o • •. o o e • ^ • • • the Unispan°structure assembly for greatly improved installation o• •e °• a •e• • e• o lead time over standard movable wall systems. Electric Unispan" can be used for openings up to 40'(12.1m)wide and panels weighing as much as 400lbs(181kg)each and can be mated s with Series 6001",operable partitions,Ultra"Acoustic GlassWall, ;r Accordion Door and FlexTact"movable partitions. When Electric Unispan°is combined with Series 600"operable wall, close-fitting vertical sound seals along with automatic,motor- operated bottom seals effectively maximizes sound management performance. f 4 g � FEATURES ' CONTINUOUS TRAIN:- P AIRED:�PAN EL �! x ; MANUAL OR ELECTRIC Pre-engineered movable wall support system independent of existing support systems eliminating the need for structural steel beams and glue-lam beams. The only structure/ bracketing needed is for lateral support. This saves on engineering and material costs of construction. OMNIDIRECTIONAL Two vertical posts support the movable partitions independent of the building. These posts transfer the partition weight to the floor,and the weight is dispersed with floor pads installed under the posts—no additional footings are needed which further saves on engineering and construction costs. » Can support runs up to 40'(12.Im)long. ® "' Maximum height is dictated by maximum panel weight of 400lbs(181kg)per panel. >> Can be used with Series 600'"Operable Wall,Frameless GlassWaff", Timberframe"' GlassWalf",Ultra-Acoustic GlassWallT", Accordion Door and FlexTacr Can be used in both new or retrofit applications and can also be removed and moved to a new location as space needs dictates » Built-in track system manufactured and shipped in sections for easy installation » Electric Unispan"option used with Series 600"' Operable Wallis completely modular with built- in track system,built-in motor and drive system ° Can be installed with the header below the ceiling and the truss concealed with header panels finished in the same material as the partitions in the system. Or can be partially or totally installed above the ceiling if space permits. The same is true of the vertical posts. One or both may be embedded in the wall(s). °e » Adheres to Zone 4 seismic ratings 0 OPTIONS CONTINUOUS TRAIN- » Custom header panels ELECTRIC SHOWN » Embedded header options Embedded vertical post options/finishes u Acoustic models available » Omni panel remote stacking PAIRED PANEL 8 » Post connected pivot panels OMNI DIRECTIONAL CARE & WARRANTY Hufcor Unispan"Support Systems,including"Electric Train"with Hufcor Touchpad backlit LCD controller, are guaranteed for two years against defects in 7 MUM material and workmanship,excluding abuse.Protect and prolong the life of your investment further with a Hufcor Preventative Maintenance Agreement. HUFCOR.COM (800)542 2371 1 2101 Kennedy Rd.Janesville,WI 53545 shaping your experience M6001 1.18/01 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Frank Pinter DEPARTMENT: Support Services EXT: S30 BRIEFING DATE: 2/8/2021 PREVIOUS BRIEFING DATES: If this is a follow-up briefing, please provide only new information Item: Review draft resolution to Define County Responsibility to The City of Shelton for Permanent Certificate of Occupancy for the new Mason County District Court Courthouse, (Building 10) Background: As a result of the fast track of the permitting and construction process to build out Building 10 as an oversized court facility for Mason County Superior and District Courts, The City of Shelton has allowed for a temporary Certificate of Occupancy for the building. The County will be required to complete nine (9) improvements to the civil design of the building, within a year, identified in the attached Resolution prior to receiving a permanent Certificate of Occupancy. Recommended Action: At the February 16, 2020 Regular Meeting of the BOCC, adopt the attached resolution committing to the completion of the civil improvements to building 10 . Attachment: Draft Resolution Briefing Summary 2/2/2021 RESOLUTION NO. RESOLUTION TO DEFINE COUNTY RESPONSIBILITY TO THE CITY OF SHELTON FOR PERMANENT CERTIFICATE OF OCCUPANCY FOR THE NEW MASON COUNTY DISTRICT COURT COURTHOUSE, (BUILDING 10) WHEREAS, Mason County has applied for a permit to build a District Court Courthouse with The City of Shelton at 414 West Franklin St. Shelton WA, WHEREAS,and given the urgency of modifying the Courthouse due to the COVID-19 pandemic and to accommodate with proper protocols and social distancing policies, Mason County has changed the permit to construct an oversized courtroom facility with larger than standard court and jury rooms, WHEREAS,the architectural process of completing the design for the final phase of the Mason County District Court Courthouse was delayed to accomplish the construction of the oversized courtroom facility, WHEREAS, Mason County has asked and The City, Steel on has agreed to provide a temporary Certificate of Occupancy for one (1) year for the o'ierszed courtroom facility with certain City Code requirements not completed, a WHEREAS, Mason County intends to complete the foil ven re ireiients not completed: Exterior cut off light fixtures Landscaping for the screening of the Sally Port fence ADA curb ramps at all street corners Sidewalk repair along the street frontages Elimination of two (2)�driveway entrances from Franklin St. Elimination ofdriveav�ay entrance from Cedar St. Replacement f drove y entrance from 4th and 5th ST. to City standards Stormwater tre4*ent, if requi�, d Associated Landsdoingl Re-design of parking stall layoutltrfcl ding parking stalls along 4t' ST. NOW,THEREFORE BE IT RESOLVED by the�Board�of Commissioners of Mason County to complete the identified requirements within a�0&1 q ) year timefe me from the issuance of the Certificate of Occupancy by The City of Shelton fori4 West Franklin Street,The Mason County District Court Courthouse. ADOPTED this day of February 2021. BOARD OF COUNTY COMMISSIONERS MASON COUNTY,WASHINGTON ATTEST: Randy Neatherlin, Chair McKenzie Smith, Clerk of the Board Kevin Shutty, Commissioner APPROVED AS TO FORM: Sharon Trask, Commissioner Tim Whitehead Chief Deputy Prosecuting Attorney C:\Users\Mmmith\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\B25G21ERResolution-Building 10 C of 0 commitment.doc MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Kelly Bergh for Frank Pinter DEPARTMENT: Support Services EXT: 644 BRIEFING DATE: February 8, 2021 PREVIOUS BRIEFING DATES: n/a If this is a follow-up briefing, please provide only new information ITEM: 2019 Department of Commerce Public Services Community Development Block Grant Close out. EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): Mason County coordinates with the Community Action Council of Lewis, Mason, &Thurston Counties (CAC) on an annual basis to apply for, receive, and provide services through a Public Services Community Development Block Grant (PS-CDBG) administered by the Washington State Department of Commerce . The Department of Commerce prefers that the actual service provision be done by the local Community Action .Council. The grant period of 7/1/2019 through 6/30/2020 was amended to add COVID 19 funding of$126,878 and the end date extended to 2/28/2021. A public hearing is required to review final project performance of the 2019 Public Service and COVID 19 Economic Opportunity Grant funded by the CDBG. The annual Public Service funding was $105,732. The amended amount for COVID 19 funding was $126,878 which included $3,500 for county administration. The Board of Mason County Commissioners directed the COVID 19 response funding be allocated as $50,000 for Microenterprise Assistance with forgivable loans to small businesses in Mason County through the Economic Development Council (EDC) and $73,378 for utility, rent and mortgage subsistence payments through CAC for Mason ($5,000) and Lewis County ($68,378) residents. BUDGET IMPACTS: This project was fully funded by the CDBG grant. RECOMMENDED OR REQUESTED ACTION: Approve the submission of the Public Hearing notice to the Shelton-Mason Journal on Monday, February 23rd to be published on Thursday, February 25th and March 4th, in order to allow adequate time for public notice and meet the CDBG contract requirements. The proposed public hearing date is Tuesday, March 16, 2021. ATTACHMENTS: Public Hearing Notice Beneficiary Report for annual Public Service Program YTD Microenterprise Assistance Project Detail Report YTD Subsistence Report NOTICE OF PUBLIC HEARING 2019 PUBLIC SERVICES GRANT AND COVID 19 AMENDMENT-COMMUNITY DEVELOPMENT BLOCK GRANT(CDBG) NOTICE IS HEREBY GIVEN that the Board of Mason County Commissioners will hold a public hearing in Mason County Building I, Commission Chambers, 411 North Fifth Street, Shelton, WA 98584 on March 16, 2021 at 9:15 a.m. SAID HEARING will be to take public comment on and to review final project performance on the 2019 Public Services Grant and COVID 19 Amendment funded by the Community Development Block Grant(CDBG). Pursuant to Proclamation by the Governor 20-28.®, in-person attendance to Commission meetings is temporarily restricted and during this time we will accept public testimony using Zoom. The URL is available on the County website https://www.co.mason.wa.us/to sign into the meeting. Please use the "raise hand" feature to be recognized by the Chair to provide your testimony. You can also email testimony to msmith(aco.mason.wa.us or mail to the Commissioners Office, 411 N 5th St, Shelton, WA 98584; or call (360) 427-9670 ext. 589. If special accommodations are needed, please contact the Commissioners' office, Shelton (360)427-9670, Belfair(360)275-4467, or Elma(360)482-5269, ext.419. DATED this 0 day of mont ], 2021. BOARD OF COUNTY COMMISSIONERS MASON COUNTY,WASHINGTON McKenzie Smith, Clerk of the Board CDBG PUBLIC SERVICES GRANT QUARTERLY BENEFICIARY REPORT This report is due Oct.31(for I"Qtr.),Jan 31(for 2°d Qtr.),Apr.30(for 3rd Qtr.),July 15(for 4a'Qtr.) Instructions follow. Grantee Name: Mason County 7/22/20 Subrecipient Community Action Council of Lewis,Mason and Thurston CDBG ContractNumber: 19-62210-010 Name: Reporting ❑1" Quarter(July-Sept) ❑2° Quarter(Oct-Dec) ❑3rd Quarter(Jan-March) XE1 4' Quarter(Apr-June) Period 2019-2020 THE TOTAL NUMBER OF: 7 Quarter 2" Quarter 3'Quarter f Quarter Cumulative PERSONS ASSISTED 3791 3838 5909 4207 17745 1N 2019-2020 .OF=THE TOTAL:NUMI3ER,OF,PERSONS ASSISTED,;THE NUMBEKOF PERSONS.WITH NEW OR CONTINUING ACCESS TO SERVICE/BENEFIT IMPROVED ACCESS TO SERVICE/ 3791 3838 5909 4207 17745 BENEFIT RECEIVING A SERVICEIBENEFIT THAT IS NO LONGER SUBSTANDARD 1"Quarter 2"d Quarter 3`d Quarter 4th Quarter Cumulative RACE/ETHNICITY OF BENEFICIARIES # #of # #of # #of # #of # #of Hispanic His anic Hispanic His anic Hispanic WHITE 3280 1575 3303 1395 4950 2003 3330 6715 14$73 ]1688 'LA­CIr*'ICAN AMERICAN 52 37 49 25 155 0 ASIAN 4 9 9 5 27 " 0 _::: AMERICAN INDIAN/ALAW14 NATIVE 51 94 188 155 NATIVE HAWAIIAN/OTHER PACIFIC 14 15 23 14 0 .:ISLANDER AMERICAN INN/A DIALASKAN'NATIVE 0 ANDWHITE A81AN AND 1NHITE p BLACKIAFRICANAMERICANRND WHITE 0 AMERICAN INDIAN/ALASIKAN NATIVE 0 BLAGK)AFRICAI�lAMERICAN OTHER,MULTI RACIAL 390 380 708 678156 0 TOTALS 3791 1575.. .3838: :1395 5909:.,; 2003 4207 6715: -17745 HISPANIC*=Hispanic is an ethnic group and not a racial group. For example: a person can be both Hispanic and White,or Hispanic and Black/Aii3can American,but cannot be designated only as Hispanic. BENEFICIARY INCOME DATA %OF HUD ADJUSTED MEDIAN 1ST Quarter 2"d Quarter Yd Quarter 4eh Quarter Cumulative FAMILY INCOME 0?Io'(1rERY:LOIN=1NGOME) 1583 1124 1405 1243 °,.: ;;.:'':?.:5356 3150%d'(LOW'IN COME) 346 362 742 579.,:::r: <=2029 MODERATE INCOME) 711 962 16121 1079 ;`:4364 81°/a AND"ABOVE 11511 1390 21491 1306 5996 TOTALS 3791 3838 5909 :4207 :.17745 Briefly describe the quarter's public services accomplishments: (i.e., 150 meals provided to senior citizens,drug counseling provided to 25 people,etc.) Signature 1 „ Date of Signature I certify that all CDBG s expe(deor pers noel costs are directly attributed to CDBG eligible activities. Printed name,title and phone number of person completing or signing this form: CDBG COVID-19 Microenterprise Assistance Project Detail Report CDBG Contract#19-62210-010 1/29/2021 Microenterprise Assistance Details CDBG Requirements $Funding Information Low-and Madeiate-Income(LMI) . Median Household.incoma(MHI) C1 N N = •> E G m m V _ What is the' F}: v.E o-w - Funding . o- eusiness funding for? c a o c Type: Loan Terms: Date of Project = 4, = o; _2 Z Agreement Type of (i.e.payroll, r m. d y c m o $Amount of Grant or Term,-Rate Executed Completion o oo �°° m O1 0 Id city City Zip Code Business rent,utilities) — z we °w Assistance .Loan (If applicable) Agreement. Date I— c ° w 1 Shelton 98584 Restaurant rent,utlities ry N 2 $5,000.00. grant Na 7/16120 11/15/20 $41,300 2 Y 2 Shelton 98584 Retail rent,u"Kies, N 2 $5,000.00 invento grant n/a 8/4/20 11/15/20 $ 55,750.00 5 Y 3 Belfair 98528 Retail rent,utilities, N 2 $5,000.00 Inventory grant n/a 7/16/20 11/15/20 $ 51,600.00 4 Y 4 Shelton 98584 Services rent&utilities N 2 $5,000.00 grant nla 816/20 11/1/20 $ 51,600.00 4 Y 5 Belfair 98528 Services rent,utilities, N 1 $5,000.00 grant n/a 9116120 11/15/20 $ 36,150.00 1 Y invento 6 Belfair 98528 Retail Inventory Y N 4 $5,000.00 grant n/a 9/15/20 11/1/20 $.36,160.00 1 Y 30 000.00 Grant application reopened 1/25/2021 for remaining$20,000 with goal to issue loans by contract end date of 2/28/2021 CDBG COVID 19 Utility/Rent/Mortgage Subsistance Payments Recap Households Qtr Ending Payment. Mason Lewis served Mason Lewis 6/30/2020 $30,573.98 $5,000.00 $25,573.90 36 5 31 9/30/2020 $17,808.22 $0.00 $17,808.22 21 0 .21 12/30/2020 $24,995.80 $0.00 $24,995.80` - 0 Total $73,378.00 $5,000.00 $68,377.92 5 Average per household: Grant Scope: Serve 73 households 1'I,Vaitingaf�or�reapo�rts from��AC� °� ', MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Frank Pinter DEPARTMENT: Support Services EXT: 530 BRIEFING DATE: 2/8/2021 PREVIOUS BRIEFING DATES: If this is a follow-up briefing, please provide only new information Item Review Proposed Conflict of Interest Agreement from Foster Garvey regarding their intent to inter into an agreement with the Housing Authority of Mason County to develop an Intergovernmental Agreement between the Mason County Housing Authority and Mason County Background: The Mason County Housing Authority (MCHA) has requested Foster Garvey to enter into a professional engagement to prepare an Intergovernmental Agreement between the MCHA and Mason County. This represents a potential conflict of interest as on occasion Foster Garvey has worked with Mason County Prosecutors office on limited legal matters previously. Recommended Action: The recommendation is to approve and have the chair sign the Conflict of Interest Agreement at the February 16, 2020 Regular Meeting of the BOCC. Attachment: Conflict of Interest Agreement Briefing Summary 2/2/2021 Foster GA�Ve 1111 Third Avenue Direct:(206)447-6406 y, Suite 3000 Fax:(206)749-1962 Seattle,WA 98101 a.schwartzman@foster.com February 1,2021 VIA EMAIL Mr.Timothy Whitehead Chief Deputy Prosecuting Attorney Mason County, Washington 411 N 5`h Street Shelton,Washington 98584 TimW@co.mason.wa.us Re: Foster Garvey Conflict of Interest — Housing Authority of Mason County Intergovernmental Agreement Dear Mr.Whitehead: We are writing you to ask consent from Mason County, Washington (the"County") to certain conflicts of interest that Foster Garvey P.C. ("FG") has in connection with a proposed intergovernmental agreement (the"Agreement") between the County and the Housing Authority of Mason County (the"Authority"). We understand that the County and the Authority wish to enter into an arrangement under which the County will provide certain support to the Authority, and we have been asked to represent the Authority in connection with the negotiation and drafting of the Agreement to document this arrangement. FG serves as bond counsel to the County in connection with its financings. However, we will not be serving as counsel to the County in connection with the proposed Agreement. Our representation of the County in other matters creates a conflict of interest. As you know,the Washington Rules of Professional Conduct prohibit a lawyer, and all members of that lawyer's firm, from representing a client in a matter that is adverse to another client. However,the Rules allow clients to waive these conflicts of interest when: (a) the lawyer reasonably believes the representation of the one client will not adversely affect the relationship with the other client; (b) the representation is not prohibited by law; (c) the representation does not involve the assertion of claims by one client against another client in a proceeding in which the lawyer is representing both clients; and (d)all clients consent in writing after full disclosure of the material facts. We have considered the conflicts presented here, and we believe it appropriate to seek waiver of this conflict. One of the risks in these situations is that confidential information of one client may be inadvertently passed on to the other client. We believe that risk will not be present for the County in these matters because we would not be representing the County in connection with the Agreement, and it is unlikely that we would obtain confidential information from the County that could be disclosed to its disadvantage. Further, we anticipate that the County will be represented by other outside counsel, and/or the County Prosecutor's Office, in connection with the Agreement and we will not have access to those Mr.Timothy Whitehead February 1,2021 Page 2 files or the County's confidential information relating to this matter, which should reduce the possibility of the inadvertent transfer of such information. Another risk is that the firm will not appropriately represent the interests of one client out of fear of offending another client. We feel this risk is not present here because we are involved with parties who understand our job is to represent our client to the best of our ability, and further because we anticipate that the County will be represented by other counsel in connection with the Agreement. Although we anticipate that the transaction will proceed amicably, it is possible that disagreements may arise in the future. If that occurs, and if those disagreements cannot be resolved,either the County or the Authority may terminate its waiver. In that event, FG may not be able to continue with this matter. If you wish to waive the conflict of interest to allow FG to represent the Authority in connection with the negotiation and drafting of the Agreement, and to continue to represent the Authority and the County in unrelated matters, please sign this letter in the space provided below and return it to me. Thank you for considering this request.As always,please call if you have any questions. Sincerely, FOSTER GARVEY P.C. Allison C. Schwartzman MASON COUNTY, WASHINGTON By Its Dated this day of ,2021. MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: George Steele, Presiding Judge Patsy Robinson, Administrator DEPARTMENT: District Court EXT: 278 BRIEFING DATE: February 8, 2021 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 ❑x Legal ❑ Other— please explain ITEM: Interpreter Reimbursement Program (Interagency Agreement IAA21627) EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): District Court has been invited to participate in the Court Interpreter Reimbursement Program through the Administrative Office of the Courts (AOC). The Court will be reimbursed for a portion of the interpreter costs incurred between July 1, 2020 to June 30, 2021 up to a maximum of $ 10,269. The Interagency Agreement must be signed and returned to AOC. Tim Whitehead, Chief Deputy Prosecuting Attorney, has reviewed and approved the agreement. BUDGET IMPACT: Up to $10,269 additional revenue. PUBLIC OUTREACH:(Include any legal requirements, direct notice, website, community meetings, etc.) RECOMMENDED OR REQUESTED ACTION: Place the matter on the action agenda for signing the Interagency Agreement. ATTACHMENTS: Copy of Interagency Agreement IAA21627 Briefing Summary 2/2/2021 W,A:.$ HJNGT0N OURTSADMINISTRATIVE OFFICE OF THE COURTS Dawn Marie.Rubio,J:D. State Court Administrator August 28, 2020 . Dear Inte.rpreter Reimbursement Program Courts, We are pleased to invite your court to participate in the Court Interpreter Reimbursement Program for state fiscal year.2020-20,21, which runs from July 1, 2020 to June 30, 2021. Enclosed is the Program contract for your review and signature. Many of you are aware that in.2019 the Washington State Legislature approved additional funding to expand the Court Interpreter Reimbursement Program. This year marks the first year of the expansion to courts who have never had the opportunity to participate in the Program before. The focus for the first year is to bring on courts located in rural areas of our state, who often work with the least amount of resources and experience the greatest challenges in obtaining court credentialed interpreters. We..believe that the expansion of the Program could not have come at a better time. We are all living in unprecedented times with the impacts of COVID-19 reaching every corner of our state. Each court is having to realize and adapt to unknown and unchartered territory every day. Our courts have been resilient in innovating processes to continue to meet the needs of the community. We hope that the funding provided by the Reimbursement Program will help courts keep language access in the forefront of these new innovations. One of the major changes to the Program this year is the ability to be reimbursed for goods and services that enhance language access in the courts. Courts will now be able use their Reimbursement Program funds for translation of forms and websites. They can purchase items that will allow for safe"in-person interpreting, such as voice transponder units. They can also use their funding to support training for staff interested in becoming court credentialed interpreters. We hope that these changes will allow your court to improve language access in these vastly different times, and in ways that you haven't been able to in the past. The purpose of the Program, and the changes made in anticipation of the Program's expansion,were to enhance language access in the Washington State courts, and to create an easier and more efficient program for you. If you have any questions about the Program or your contracts, please contact Michelle Bellmer, AOC Court Program Specialist, at Michelle.Bellmer@courts.wa.gov. Thank you, t1 ULI I Dawn Marie Rubio, J.D. State Court Administrator STATE OF WASHINGTON 1206 QUINCE ST SE e P.O.Box 41170 . Olympia,WA 98504-1170 360-753-3365 a 360-586-8869 Fax • www.courts.wa.gov INTERAGENCY AGREEMENT IAA21627 BETWEEN 0 WASHINGTON STATE ADMINISTRATIVE OFFICE OF THE COURTS AND MASON COUNTY THIS AGREEMENT (Agreement) is entered into by and between the Administrative Office of the Courts (AOC) and Mason County, for the purpose of distributing funds for court interpreter and language access service expenses to the Mason County District Court (Court). 1. DEFINITIONS For purposes of this contract, the following definitions shall apply: a) "Certified Interpreter" means an interpreter who is certified by the Administrative Office of the Courts, as defined in RCW 2.43.020 (4) or an interpreter certified by the Office of the Deaf and Hard of Hearing (ODHH) pursuant to WAC 388-818-500, et. seq. The names and contact information of AOC-certified interpreters are found, and incorporated herein by reference, at http://www.courts.wa.gov/programs orgs/pos interpret/The names and contact information of ODHH-certified interpreters are found, and incorporated herein by reference, at: https://fortress.wa.gov/dshs/odhhapps/Interpreters/Courtinterpreter.aspx b) "Registered Interpreter" means an interpreter who is registered by the Administrative Office of the Courts, as defined in RCW 2.43.020 (6). The names and contact information of registered interpreters are found, and incorporated herein by reference, at http://www.courts.wa.gov/programs orgs/pos interpret/. c) "Qualified Interpreter" means a spoken language interpreter as defined in RCW 2.43.020 (2), or sign language interpreter as defined in RCW 2.42.110 (2). d) "Qualifying Event" means a proceeding or event for which an interpreter is appointed by an appointing officer pursuant to RCW 2.42 and/or RCW 2.43. 2. PURPOSE The purpose of this Agreement is to partner with individual local courts in improving access to the Court for Limited English Proficient (LEP), deaf, and hard of hearing persons in accordance with RCW Chapters 2.42 and 2.43. a) These funds are intended to address each court's following needs: • Financial Need — i.e., the gap between the court's available financial resources and the costs to meet its need for certified, registered, and qualified interpreters, and the implementation of the Court's language access plan; and • Need for Court Interpreters — i.e., the public's right to access the court, and the court's responsibility to provide court certified, registered, and qualified interpreters as required by RCW Chapters 2.42 and 2.43. IAA21627 Page 1 of 6 • Need for Language Access in General — i.e., translations for websites, translated forms, interpreting equipment, technology enabling remote interpreting, and other things that are necessary for courts to provide fair and equitable access for people who are LEP, deaf, and hard of hearing. 3. DESCRIPTION OF SERVICES TO BE PROVIDED a) The Court will ensure that the interpreter funding is used only for language access purposes and for reimbursement of costs paid to certified, registered, and qualified interpreters for Qualifying Events pursuant to Exhibit A, which is incorporated herein by reference. b) The Court agrees to track and provide interpreter cost and usage data using a form provided by the AOC Interpreter Reimbursement Program, reflecting information about the Court's interpreter and language access costs and services. c) The Court agrees to work with the AOC Interpreter Program, the Interpreter Commission, and neighboring courts to identify and implement best and promising practices for providing language access and interpreter services. d) The Court agrees to encourage its staff overseeing interpreter services at the court to attend trainings (in person and/or online) provided by the AOC Interpreter Commission and Interpreter Program. e). The Court may elect to pay for interpreter services that are not in accordance with the provisions of Exhibit A as set forth; however, such payments will not be reimbursed. f) The Court is required to have a Language Assistance Plan (LAP) to be a part of the reimbursement program. 1) Courts Currently in the Reimbursement Program must submit their current LAP for review and approval by the Interpreter Commission by November 15, 2020. 2) Courts Joining the Reimbursement Program for the First Time must submit their LAP for review and approval by the Interpreter Commission by April 1, 2021. Staff from the Washington State Supreme Court Interpreter Commission will work with the new courts to develop and implement their LAPs, and will provide technical assistance and training when needed. 4. PERIOD OF PERFORMANCE The beginning date of performance under this Agreement is July 1, 2020, regardless of the date of execution and which shall end on June 30, 2021. 5. COMPENSATION a) The Court shall be reimbursed a maximum of$10,269 for interpreter and language access services costs incurred during the period of July 1, 2020 to June 30, 2021. No reimbursement shall be made under this Agreement for interpreting services provided after June 30, 2021. b) The Court shall receive payment for its costs for interpreter and language access services as set forth in Exhibit A, and incorporated herein. c) The Court shall not be reimbursed for interpreter services costs for Qualifying Events or other goods and services set forth in Exhibit A until properly-completed A-19 IAA21627 Page 2 of 6 invoices, and corresponding data. (See subsection 3b), are received and approved by AOC, pursuant to the following schedule: I). Reflecting Qualifying and non-qualifying Events, and any goods or services purchased, occurring between July 1, 2020 and September 30, 2020, must be received by the AOC no later than December 31 , 2020. 2) Reflecting Qualifying and non-qualifying Events, and any goods or services, purchased occurring between October 1, 2020 and December 31, 2020, must be .received by the AOC no Later than March 1, 2021. 3) Reflecting Qualifying.and non-qualifying Events, and any goods or services, occurring between January 1-, 2021 and March 30, 2021, must be received by the AOC no later than April 30, 2021. 4) Reflecting Qualifying and non-qualifying Events, and any goods or services, occurring between April 1, 2021 and June 30, 2021 , must be received by the AOC no later than July 31, 2021. d) If this agreement is terminated, the Court shall only receive payment for performance rendered or costs incurred in accordance with the terms of this agreement prior to the effective date of termination. e) The Court shall submit its A-19 invoices quarterly to: Reim bursementProgramCa-)-courts.wa.gov The Data shall be submitted electronically to the AOC as described in Section 3b, above, and in conjunction with the quarterly invoice. f) Payment to the Court for approved and completed work will be made by warrant or account transfer by AOC within 30 days of receipt of a properly-completed invoice and the completed data report. g) The Court shall maintain sufficient backup documentation of expenses under this Agreement. h) The AOC, in its sole discretion and upon notice, may initiate revenue sharing and reallocate funding among courts. If it appears the Court may not expend the maximum Agreement amount, the AOC may reduce the maximum Agreement amount. AOC may increase the maximum Agreement amount if additional funds become available through these revenue sharing provisions. 6. TREATMENT OF ASSETS AND PROPERTY The AOC shall be the owner of any and all fixed assets or personal property jointly or cooperatively, acquired, held, used, or disposed of pursuant to this Agreement. 7. RIGHTS IN DATA Unless otherwise provided, data which originates from this Agreement shall be "works for hire" as defined by the U.S. Copyright Act of 1976 and shall be owned by the AOC. Data shall include, but not be limited to, reports, documents, pamphlets, advertisements, books, magazines, surveys, studies, computer programs, films, tapes, and video and/or sound reproductions. Ownership includes the right to copyright,.patent, register, and the ability to transfer these rights. In the event that any of the deliverables under this Agreement include material not included within the definition of"works for hire," the Court hereby IAA21627 Page 3 of 6 assigns such rights to the AOC as consideration for this Agreement. Data which is delivered under this Agreement, but which does not originate therefrom, shall be transferred,to the AOC with a nonexclusive, royalty-free, irrevocable license to publish, translate, reproduce, deliver, perform, dispose of, and to authorize others to do so; provided, that such license shall be limited to the extent which the Court has a right to grant such a license. The Court shall advise the AOC, at the time of delivery of data furnished under this Agreement, of all known or potential invasions of privacy contained therein and of any portion of such document which was not produced in the performance of this Agreement. The AOC shall receive prompt written notice of each notice or claim of copyright infringement received by the Court with respect to any data delivered under this Agreement. The AOC shall have the right to modify or remove any restrictive markings placed upon the data by the Court. 8. INDEPENDENT CAPACITY The employees or agents of each party who are engaged in the performance of this Agreement shall continue to be employees or agents of that party and shall not be considered for any purpose to be employees or agents of the other party. 9. AGREEMENT ALTERATIONS AND AMENDMENTS This Agreement.may be amended by mutual agreement of the parties. Such amendments shall not be binding unless they are in writing and signed by personnel authorized to bind each of the parties. / 10. RECORDS, DOCUMENTS, AND REPORTS The Court shall maintain books, records, documents and other evidence of accounting procedures and practices which sufficiently and properly reflect all direct and indirect costs of any nature expended in the performance of this Agreement. These records shall be subject at all reasonable times to inspection, review, or audit by personnel duly authorized by the AOC, the Office of the State Auditor, and federal officials so authorized by law, rule, regulation, or Agreement. The Court will retain all books, records, documents, and other material relevant to this Agreement for six years after settlement, and make them available for inspection by persons authorized under this provision. 11. RIGHT OF INSPECTION The Court shall provide right of access to its facilities to the AOC, or any of its officers, or to any other authorized agent or official of the state of Washington of the federal government at all reasonable times, in order to monitor and evaluate performance, compliance,.and/or quality assurance under this Agreement. 12. DISPUTES Disputes arising under this Agreement shall be resolved by a panel consisting of one representative from the AOC, one representative from the Court, and a mutually agreed upon third party. The dispute panel shall thereafter decide the dispute with the majority prevailing. Neither party shall have recourse to the courts unless there is a showing of noncompliance or waiver of this section.. IAA21627 Page 4 of 6 13. TERMINATION Either party may terminate this Agreement upon thirty (30) days written notice to the other party. If this Agreement is so terminated, the parties shall be liable only for performance rendered or costs incurred in accordance with the terms of this Agreement prior to the effective date of termination. 14. GOVERNANCE This Agreement is entered into pursuant to and under the authority granted by the laws of the state of Washington and any applicable federal laws. The provisions of this Agreement shall be construed to conform to those laws. In the event of an inconsistency in the terms of this Agreement, or between its terms and any applicable statute or rule, the inconsistency shall be resolved by giving precedence in the following order: a. Applicable state and federal statutes and rules; b. This Agreement; and c. Any other provisions of the agreement, including materials incorporated by reference. 15. ASSIGNMENT The work to be provided under this Agreement, and any claim arising hereunder, is not assignable or delegable by either party in whole or in part, without the express prior written consent of the other party, which consent shall not be unreasonably,withheld. I 16. WAIVER A failure by either party to exercise its rights under this Agreement shall not preclude that party from subsequent exercise of such rights and shall not constitute a waiver of any other rights under this Agreement unless stated to be such in a writing signed by an authorized representative of the party and attached to the original Agreement. 17. SEVERABILITY If any provision of this Agreement, or any provision of any document incorporated by reference shall be held invalid, such invalidity shall not affect the other provisions of this Agreement which can be given effect without the invalid provision and to this end the provisions of this Agreement are declared to be severable. IAA21627 Page 5 of 6 18. AGREEMENT MANAGEMENT The program managers noted below shall be responsible for and shall be the contact person for all communications and billings regarding the performance of this Agreement: AOC'Program Manager Court Program Manager...._ Michelle Bellmer Patsy Robinson PO Box 41170 Court Administrator Olympia, WA 98504-1170 419 N. 4th St michelle.bellmer@courts.wa.gov PO Box O (360) 350-5373 Shelton, WA 98584 patsyr@co.mason.wa.us (360) 427-9670 19. ENTIRE AGREEMENT This Agreement contains all the terms and conditions agreed upon by the parties. No other understandings, oral or otherwise, regarding the subject matter of this Agreement shall be considered to exist or to bind any of the parties to this agreement unless otherwise stated in this Agreement. AGREED: Administrative Office of the Courts Contractor Signature Date Signature Date Dawn Marie Rubio Name Name Administrator, AOC Title Title IAA21627 Page 6 of 6 EXHIBIT A WASHINGTON STATE INTERPRETER SERVICES FUNDING Funding Conditions and Payment Structure The Court Interpreter Reimbursement Program funding conditions and payment structure shall be as follows: 1. General Funding Conditions The AOC will reimburse courts under this Agreement for the cost of interpreters and other goods and services that improve language access in the courts for Limited English Proficient ("LEP"), deaf, and hard of hearing persons. This includes AOC-certified, registered, or otherwise court-qualified interpreters appointed pursuant to RCW 2.42 and RCW 2.43 under the following conditions listed under Section 2 "Qualifying Interpreter Events." It also includes goods and services that improve language access, listed under Section 3 "Language Access Items," and services listed under Section 4 "Language Access Services". Courts shall work with AOC staff in determining whether an expense that is not explicitly mentioned below, qualifies as a reimbursable expense under the Agreement. 2. Qualifying Interpreting Events The AOC will reimburse courts under this Agreement for the cost of AOC-certified, registered, or otherwise court-qualified interpreters appointed pursuant to RCW 2.42 and RCW 2.43 under the following conditions which are herein referred to as "Qualifying Events": A. Spoken Language Interpreters Qualifying Events 1) Certified and Registered Language Interpreters Compensation for interpreters currently credentialed by the AOC in the certified and registered language categories shall be reimbursed for actual compensation paid pursuant to the payment structure for those interpreters as outlined in Section 5 entitled "Payment Structure". 2) Non-Credentialed Interpreters in Certified and Registered Language Categories If the AOC master interpreter list for certified or registered languages does not include any interpreters credentialed by the AOC for those languages, reimbursement will be provided for actual compensation paid pursuant to the payment structure as outlined in Section 5 "Payment Structure", for those interpreters, providing that the interpreter is found otherwise qualified on the record by the Court pursuant to RCW 2.43. Washington State Interpreter Services Funding-Exhibit A Page 1 of 6 3) Non-Credentialed Languages Compensation for interpreters for languages for which neither certification nor registration is offered will be reimbursed where the interpreter has been qualified on the record pursuant to RCW 2.43. B. Sign Language Interpreters Qualifying Events Reimbursement for actual expenses incurred for services of American Sign Language (ASL) interpreters appointed by an appointing authority pursuant to RCW 2.42 will be authorized pursuant to the payment structure as outlined in Section 5 "Payment Structure", when then interpreter is listed with the Department of Social and Health Services, Office of Deaf and Hard of Hearing (DSHS, ODHH) as a court-certified ASL interpreter. C. Salaried Staff and Contract Interpreters Reimbursement will be provided for salaried staff or contracted interpreters meeting the Qualifying Event conditions for the payment of credentialed spoken and sign language interpreters, as referenced in subsections (A) and (B) above. D. Telephonic and Video Remote Interpreting The AOC will reimburse local jurisdictions for using certified, registered, or otherwise qualified interpreters operating by telephone or video when providing court interpreting services for Limited English Proficiency (LEP) persons or persons who rely on sign language for in-court proceedings and for services that are provided by the Court to the public outside of the courtroom. To the extent possible, the services must meet the Qualifying Event conditions for the payment of credentialed spoken and sign language interpreters, as referenced in subsections (A) and (B) above. 3. Language Access Goods & Services Courts can request reimbursement for the cost of goods and services that are meant to increase language access in the Court. A maximum of 50 percent of the court's total contract amount can be spent on goods and services. The court shall seek approval by Program staff to use a percentage above 50 percent if there is a compelling reason to do so that will directly impact increased language access in the Court. Program staff approval must be documented in writing. Language access goods and services will be reimbursed at 100% of the total cost, with the exception of interpreter costs and portable video devices, for which only 50% will be reimbursed. The items listed below are acceptable for reimbursement and the Court does not need prior approval to seek reimbursement for the listed items. Items or services not listed below, must be approved by Program staff prior to purchase or they will not qualify for reimbursement under the Program. Washington State Interpreter Services Funding-Exhibit A Page 2 of 6 r ® Interpreter Scheduling Software or Service • Document Translations • Portable Video Device(s) for Video Remote Interpreting (only up to 50% . reimbursement) Equipment used for Simultaneous Interpretation Printed Signage for Language Assistance Purposes Staff Training on Language Access, Interpreting, or Bilingual Skills Improvement provided by outside entities - (ex: interpreters skills training for bilingual staff who want to become certified, training for staff who are partly bilingual to improve their skills, general training on working with language access issues. Some examples can be found here: https://www.nmcenterforlanguageaccess.org/cros/en/courts- agencies/about-language-access-basic-training). Other items or services may qualify for reimbursement, but the Court must gain approval from Program staff prior to purchasing and seeking reimbursement. 4. Scope of Reimbursement Funding Reimbursement payment under this Agreement will only be made to the Court when the cost is paid out of the budget (or budgets, in the case of multi-court collaborative applicants) of the Court responsible for full payment. 5. Payment Structure A. Hourly Rate 1) Rate for Spoken Language Interpreters AOC will reimburse the Court for 50 percent of the hourly cost and hourly minimum charges submitted to the Court by AOC-certified, registered, or otherwise court-qualified interpreters providing services under this Agreement. 2) Rate for Sign Language Interpreters AOC will reimburse the Court for 50 percent of the hourly cost and the hourly minimum charges for certified interpreters providing services under this Agreement. 3) Salaried Interpreters AOC will reimburse the Court for 50 percent of the cost of staff interpreters and will reimburse only for their provision of interpreter services. 4) Contracted Interpreters The cost of contracted interpreters who are paid on an hourly basis will be reimbursed under the same conditions as in 2.A and 2.13 above. The cost of contract interpreters who are paid other than on an hourly basis (e.g., on a half-day or flat rate basis) will only be reimbursed for the actual number of hours of interpreting provided for each Qualifying Washington State Interpreter Services Funding-Exhibit A Page 3 of 6 Event. 5) Telephone.Interpreting Rate The AOC will reimburse local jurisdictions for up to 50 percent of the cost of using certified, registered, or otherwise qualified interpreters providing interpretation by telephone or videophone for LEP persons or persons who rely on sign language. 6) Hourly Minimum Rate Charqes Where a minimum hourly rate charge is imposed, reimbursement will be paid for half of such hourly minimum rate. B. Travel Time and Mileage The AOC.will reimburse Courts for up to 50 percent of the cost of interpreter travel time and mileage when such charges are in accordance with this Exhibit A and reimbursed as identified below in Interpreter Travel and Mileage Reimbursement. In such event, travel time and mileage charges will only be reimbursed for interpreters meeting the Qualifying Event conditions listed in Section 2 above. The AOC reserves the right to limit travel reimbursement to reasonable travel, based on known availability and location of certified, registered, or otherwise qualified interpreters. Washington State Interpreter Services Funding-Exhibit A Page 4 of 6 INTERPRETER TRAVEL AND MILEAGE REIMBURSEMENT Interpreter mileage and/or travel time will be reimbursed as follows: 1: -MILEAGE Interpreter mileage will be reimbursed in accordance with the prevailing Administrative Office of the Courts Policy. Notification will be sent prior to rate changes. Mileage will be reimbursed on a from "address of origin"' to "address of appointment"2 basis. The Court and interpreter will negotiate reimbursement for mileage traveled from the "address of appointment" to "address of destination"'on a case-by-case basis. (NOTE: Courts are encouraged to have a consistent policy regarding the return trip.) In Eastern Washington, due to the scarcity of interpreters and vast distance, it is recommended that the Court reimburse the interpreter for mileage on an "address of appointment" to "address of destination" or roundtrip basis4. Interpreter mileage related to an appointment is billable if a required party fails to appear. "Failure to appear" means a non-appearance by the LEP or deaf or hard of hearing client, attorneys, witnesses, or any necessary party to a hearing, thereby necessitating a cancellation or continuance of the hearing. If the interpreter fails to appear, they will not be paid for mileage. _ Mileage related to appointments that have been cancelled where the interpreter has received prior notice of the cancellation is not billable. Address Mileage Address of Mileage Address of Origin Appointment Destination Billable Subject to Negotiation "Address of origin" means the interpreter's home, office, or immediately previous appointment meeting place. 2"Address of appointment" means the courthouse or other location of the interpreter assignment. 3"Address of destination" means the interpreter's home, office, or immediately next appointment meeting place. 4"Rouncitrip" means from the interpreter's home/office to the appointed meeting place, followed by the interpreter's return to their home/office. Washington State Interpreter Services Funding-Exhibit A Page 5 of 6 2. TRAVEL TIME Travel time will be reimbursed on a from "address of origin" to "address of appointment" basis.. The Court and interpreter will negotiate reimbursement for travel time from "the address of appointment" to "address of final destination" on a case-by-case basis at the time the appointment is requested. (NOTE: Courts are encouraged to have a consistent policy regarding the return trip.) In Eastern Washington, due to the scarcity of interpreters and vast distance for travel, it is recommended that the Court reimburse the interpreter for travel time on an "address of appointment" to "address of destination" or roundtrip basis. Interpreters must travel for either a minimum of sixteen (16) miles or for one-half hour in order to be eligible for travel time reimbursement. Exceptions to the sixteen (16) mile minimum requirement shall be made when the use of a ferry contributes to the one-half hour or more of travel time. Travel time will be reimbursed at a rate of one half the hourly interpreter rate for each hour of travel. Example: Interpreter traveled four hours to an appointment and the hourly rate is $50. One half of the hourly rate is $25. The calculation would be 4 x $25 = $100 for travel time. Distanc Reimbursable Origin Mileage Only Appointment 0 -15 Miles Origin ==> Mileage and Travel Time* Appointment 16+ Miles or half-hour travel* *Travel Time can be claimed only when traveling time is half an hour (30 minutes) or more. Interpreter travel time related to an appointment is billable if a required party fails to appear. "Failure to appear" means a non-appearance by the LEP or deaf or hard of hearing client, attorneys, witnesses, or any necessary party to a hearing, thereby necessitating a cancellation or continuance of the hearing. If the interpreter fails to appear, he/she will not be paid for travel. Travel time related to appointments that have been cancelled where the interpreter has received prior notice of the cancellation is not billable. Washington State Interpreter Services Funding- Exhibit A Page 6 of 6 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Dawn Twiddy DEPARTMENT: Support Services EXT: 422 BRIEFING DATE: 2/8/21 PREVIOUS BRIEFING DATES: 1/25121 (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: Approval to place on the February 16th Action Agenda to pay Marie Gisi-Mikulak, Probation Officer, 10% Lead Pay effective February 16, 2021 through December 31, 2021. EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): The County may designate an employee as a Lead Worker; such designation is not considered to be a "job vacancy" or"newly created position" as referenced in Article 8 — Seniority. A lead Worker will typically direct, oversee and/or organize the work of other employees, although the County reserves the exclusive right to make a Lead Worker designation based on other factors and rationale. The Lead Worker cannot hire, fire, or discipline other employees within the Teamsters bargaining unit. This job classification is used at the discretion of management (and with prior approval of the Board of County Commissioners). The County will give full consideration to applicants who are members of the bargaining unit prior to filling an open lead position from outside the bargaining unit. Any employee who acts as Lead Worker will receive an additional ten percent (10%) salary for the period of time they perform that function. The Lead Worker must demonstrate the ability to work collaboratively and in cooperation with others, be able to articulate and support the philosophy of the administration, as well as participate in leadership training as required by administration. The Lead Worker must, at a minimum, complete, and/or have completed the following training: • Adult Services State Criminal Justice Training Academy • Washington State Misdemeanant Probation Counselor's Academy • Washington Risk Assessment tool for Adult Misdemeanant Defendants • Caseload Pro or current case management program training for Adult Misdemeanants Probation • MRT Certification • DV MRT Certification BUDGET IMPACT:The budget impact is $7,729.07 annually. While District Court is requesting a supplemental budget appropriation, if required it can be absorbed. PUBLIC OUTREACH.(Include any legal requirements, direct notice,website, community meetings, etc.) NA RECOMMENDED OR REQUESTED ACTION: Approval to place on the February 16th Action Agenda to pay Marie Gisi-Mikulak, Probation Officer, 10% Lead Pay effective February 16, 2021 through December 31, 2021. ATTACHMENTS: Special Pay Form Briefing Summary 2/2/2021 f,a TEMPORARILY WORKING IN A HIGHER.CLASS/ OUT OF CLASS/LEAD PAY - RE-GUEST FORM ElOut of Class Pay 1 Lead Pay Working in a Higher Class All out of class, lead,or temporarily working in a higher class pay requests must be submitted by the department head or elected official on this form to Human Resources for review and final approval by the Board of County Commissioners,eEtgf to the assignment of additional duties. Employee Name: Marie GIST-Mikulak — Employee Job Title: Probation Officer Department:District Court Please insert the lead,out of class or temporarily working in a higher class pay language from the Collective Bargaining Agreement if applicable: Teamsters Local 252 - Article 10.3 - see attached What specific job ditties this employee will be performing outside of their current position description and for how long: Marie has been responsible for training staff and has been for all practical purposes been doing this since 2017, She directs, oversees and/or organizes work assignments for the probation clerk and for the less senior probation officers She also is responsible for providing budget information to the Administrator and/or Assistant Administrator in regards to program st�.ts. She is responsible for preparing and balancing credit card Payment reports along with other reports as needed. Effective Date: 211/2021 End Date: no end date 'Attach a copy of the employee's current position description* Manager/Supervisor of Department Signature: 'i i .t .r_.r, r :., t: I' .; t. - Date: Department Head/Elected Official Signature: Date: _%% 12�Support Services Director Signature: Date: l 2 BOCC or Elected Official Signature: Date: ..:ctvu,•�rts;_Lr�::1 ori:ua!J ue;,anmen:/F'ay�:�i Department: District Court Bargaining Unit: AFSCME Type: Resclassification Request Effective: Position Title From: Position Title To: 2021 Budget Impact $ 6,400.00 Total Salaries&Wages Increase: $ 6,400.00 FICA 7.65% $ 489.60 PERS 12.97% $ 830.08 WA Pd FMLA 0.1467%. $ 9.39 Industrial Insurance(rate/hr) Medical(Monthly) Teamsters Retirement(rate/hr) Unemployment(Annual) Reserve for Tech(Annual) Total Benefits: $ 1,329.07 Total Salary&Benefits Increase: $ 7,729.07 typically direct, oversee and/or organize the work of other employees, although the County reserves the exclusive right to make a Lead Worker designation based on other factors and rationale. The Lead Worker cannot hire,fire, or discipline other employees within the Teamsters bargaining unit. This job _ classification is used at the discretion of management(and with prior approval of the Board of County Commissioners). The County will give full consideration to applicants who are members of the bargaining unit prior to filling an open lead position from outside the bargaining unit. Any employee who acts as Lead Worker will receive an additional ten percent(10%)salary for the period of time they perform that function. The Lead Worker must demonstrate the ability to work collaboratively and in cooperation with others, be able to articulate and support the philosophy of the administration, as well as participate in leadership training as required by administration. The Lead Worker must, at a minimum, complete, and/or have completed the following training: For Juvenile Probation: • Juvenile Services State Criminal Justice Training Academy-Probation • Case Management Assessment Process Training(CMAP) • Aggression Replacement Training • Guardian ad Litem For Adult Probation: • Adult Services State Criminal Justice Training Academy • Washington State Misdemeanant Probation Counselor's Academy • Washington Risk Assessment tool for Adult Misdemeanant Defendants • Caseload Pro or current case management program training for Adult Misdemeanants Probation • MRT Certification • DV MRT Certification 10.4 MILEAGE REIMBURSEMENT All bargaining unit employees who are required to use their own vehicles for Employer business shall be reimbursed at the mileage rate set by the current policy for all miles driven on such business. 10.5 LONGEVITY The County shall provide additional monthly compensation above each eligible, regular full-time employee's base salary to recognize continuous length of service as a County employee. Eligible, regular part-time employees shall receive a pro-rated longevity benefit in proportion to the number of hours the part-time employee is in pay status during the month as compared to that required for full- time employment. The longevity benefit will be implemented in accordance with the following schedule: Beginning in l lth and continuing thru 15th years 1.5% above base Beginning in 161h and continuing thru 20t11 years 3.0% above base Beginning in 21St and continuing thru 25th years 4.5% above base Beginning in 26th year and continuing thereafter 6.0% above base ARTICLE 11 -HOLIDAYS 2019-2020 Probation Teamster's Collective Bargaining Agreement Page 29 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Dawn Twiddy DEPARTMENT: Support Services EXT: 422 BRIEFING DATE: 2/8/21 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: Does the BOCC wish to change the Personnel Policy, Section 4.5 Unusual Weather Conditions/Extreme Circumstances to include expectations for teleworkers? EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): The Current policy states"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." Questions that may come up, regarding telework, in the future are: If an employee is teleworking for the day and a decision is made to close the campus due to weather, is that person expected to continue teleworking? If an employee is teleworking for the day and they lose power due to unusual weather conditions are they authorized for closure pay, or would they be required to report to the their job location to complete their day, or take vacation or personal leave? If the County closes due to weather is a person who has the ability to telework expected to go home and continue working?Therefore, not receiving closure pay? RECOMMENDED OR REQUESTED ACTION: ATTACHMENTS: Personnel Policy 4.5 Unusual Weather Conditions/Extreme Circumstances Briefing Summary 2/3/2021 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.. 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. 2. 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 lo:oo 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. 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/infbrmation 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 o6-93 -212 13,updated RESOLUTION 7o-16-io 98M MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Dawn Twiddy DEPARTMENT: Support Services EXT: 422 BRIEFING DATE: 2/8/201 PREVIOUS BRIEFING DATES: N/A (If this is a follow-up briefing, please provide only new information) ITEM: Appoint one of the two Board of Equalization alternate members (Carl Soper and Brenda Hirschi) to fill a vacant regular member position on the BoE with a term that will end on 5/31/2022. In addition,seek applicants to fill the subsequent vacant alternate position. BUDGET IMPACTS: None BACKGROUND: Deborah Reis verbally gave notice of her resignation on the Board of Equalization effective 2/1/2021 with an email to follow to the County Commissioners. Deborah has served on the BoE since March 2014. There are two alternate members currently serving, Carl Soper and Brenda Hirschi,who have expressed interest in filling the vacant regular member position for the term ending May 31, 2021. RECOMMENDED OR REQUESTED ACTION: Appoint one of the two Board of Equalization alternate members (Carl Soper and Brenda Hirschi)to fill a vacant regular member position on the BoE with a term that will end on 5/31/2022. In addition, seek applicants to fill the subsequent vacant alternate position. ATTACHMENTS: News Release KXMMR Cover Sheets\2021\Briefng Cvr-BOE Regular Member Appointment.doc NEWS RELEASE February 16, 2021 MASON COUNTY COMMISSIONERS 411 NORTH 5TH ST SHELTON, WA 98584 (360) 427-9670 EXT..380 TO: KMAS, KRXY, SHELTON-MASON COUNTY JOURNAL, THE OLYMPIAN, SHELTON CHAMBER OF COMMERCE, NORTH MASON CHAMBER OF COMMERCE, CITY OF SHELTON, ECONOMIC DEVELOPMENT COUNCIL, THE SUN RE: Mason County Board of Equalization Membership The Board of Mason County Commissioners is seeking applicants to fill an alternate position on the Mason County Board of Equalization. Three-year terms end on May 31. Applicants must reside in Mason County. The Board of Equalization is a three-member board appointed by the Mason County Commissioners. Two alternate members may also be selected. The Board's responsibility is to ensure that all property valuations are at 100% of market value, so equitable tax assessment can be established. Taxpayers may appeal their assessments, including assessments of real and personal property, forest land, timber,and open space. The Board also considers denial of senior citizen property tax exemptions. Taxpayers can file a petition with the Board of Equalization and a hearing will be scheduled to present their appeal of their assessment for timely filed and completed petitions. Depending on the number of appeals heard each year, the Board may meet up to three days a week, throughout the year. Board members are paid a per diem, currently $100 per day, when,in session. As required by RCW 84.48.042, the successful applicant must attend training, provided by the Washington State Department of Revenue, within one year following appointment or reappointment. Interested citizens may obtain an application at the Mason County Commissioners' Office, 411 North 5�1 Street, Shelton, or by calling Shelton 360-427-9670, ext. 380; Belfair 360-275-4467, ext. 380; Elma 360-482-5269, ext. 380 or visit the Mason County website at www.co.mason.wa.us. The position is open until filled with first review March 16, 2021. BOARD OF MASON COUNTY COMMISSIONERS Randy Neatherlin Kevin Shutty Sharon Trask Chair Vice-Chair Commissioner MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Jennifer Beierle DEPARTMENT: Support Services EXT: 532 BRIEFING DATE: February 8, 2021 PREVIOUS BRIEFING DATES: N/A ITEM: Mason County Monthly Financial Report: January 2021 EXECUTIVE SUMMARY: Review of Cash Balances, and Revenues and Expenditures for all County Funds through January 2021. BUDGET IMPACTS: Budget to Actual Comparison of 2020 & 2021 RECOMMENDED OR REQUESTED ACTION: N/A ATTACHMENTS: Mason County Monthly Financial Report: January 2021 J:\Budget Office\Briefmg,Agenda,&Public Hearing Items\2021\Briefing Summary 2.8.2021 -January 2021 Financial Report.doc ors°� °aNa� JANUARY W MASON COUNTY MONTHLY 1854 FINANCIAL REPORT 2021 J:\Financials\2021 Financials\2021 January Financial Report.xlsx 1 rotin6o� coP�.. A MASON COUNTY MONTHLY FINANCIAL ;hsa REPORT JPMARY 2021 2020.vs 2021.�Currenf.:Expense Revenue Comparison Revenue :. Revenue Collected- Collected Actual dif 2020' Department Name 2020 Budget Uncollected: %2020• 2021,.Budget Uncollected; %2021 Through End Through End. vs 2021:, :Revenue Revenue. of Month of Month WSU Extension $ 19,000 $ - (19,000) 0% 23,500 - (23,500) 0% - Assessor 7,000 32 (6,968) 0% 7,000 - (7,000) 0% (32) Auditor 1,029,190 49,510 (979,680) 5% 1,130,017 132,678 (997,339) 12% 83,168 Emergency Management 64,648 - (64,648) 0% 118,762 1,020 (117,742) 1% 1,020 Facilities&Grounds - 100 100 0% - 100 100 0% - Human Resources - - - 0% - - - 0% - Clerk 328,058 627 (327,431) 0% 366,348 20,876 (345,472) 6% 20,248 Commissioners - - - 0% - - - 0% - Support Services 700 66 (634) 9% 700 - (700) 0% (66) District Court 978,652 85,499 (893,153) 9% 1,010,757 151,299 (859,458) 15% 65,800 Community Development 1,790,810 182,431 (1,608,379) 10% 2,177,600 238,417 (1,939,183) 11% 55,987 Historical Preservation 0% 76,000 50,196 (25,804) 66% 50,196 Parks&Trails 44,000 9,332 (34,668) 21% 44,000 - (44,000) 0% (9,332) Juvenile Court Services 1,161,972 76,376 (1,085,596) 7% 1,161,438 99,721 (1,061,717) 9% 23,345 Prosecutor 192,951 14,076 (178,875) 7% 248,575 11,453 (237,122) 5% (2,622) Child Support Enforcement 209,515 29,280 (180,235) 14% 159,126 14,230 (144,896) 9% (15,050) Coroner 35,000 - (35,000) 0% 35,000 - (35,000) 0% - Sheriff 1,017,443 64,384 (953,059) 6% 1,000,835 63,651 (937;184) 6% (733) Indigent Defense 204,767 61,730 (143,037) 30% 240,767 62,172 (178,595) 26% 442 Superior Court 68,927 318 (68,609) 0% 68,350 31,251 (37,099) 46% 30,933 Family Court 2,500 128 (2,372) 5% 2,500 168 (2,332) 7% 40 Therapeutic Court 610,884 4,094 (606,790) 1% 636,507 17,324 (619,183) 3% 13,230 Murder Expenditures - - - 0% - - - 0% - Treasurer 26,348,450 1,064,132 (25,284,318) 4% 26,206,041 1,075,749 (25,130,292) 4% 11,617 Non Departmental 3,829,804 119,127 (3,710,677) 3% 4,303,486 143,503 (4,159,983) 3% 24,376 Motor Pool - - 0% 447,202 9,945 (437,257) 2% 9,945 Totals; $ 37,944,271. $ 1`3761',241 $ . (36,183 030) 5% $'39,464,511 : :$ 2,123,7.53 $ (37;340,758) 5% 362,512. Unaudi'ed *Be;c-- ,ar'k.�r • ron�'h is S. 3'°0 J:\Financials\2021 Financials\2021 January Financial Report.xlsx 2 MASON COUNTY MONTHLY JANWARY FINANCIAL REPORT 2021 lSs.f Tr eas urer Department Receipfs.r l Treasurer#001-260-000 2020 Budget 2020YTD I .This Month %2020 2021 Budget 2021 YTD This Month %2021 REAL&PERSONAL PROPERTY TAXES 10,383,385 28,826 28,826 0% 11,546,496 31,476 31,476 0% SALES TAX TITLE PROPERTY - - 0 0% - - 0 0% LOCAL RETAIL SALES&USE TAX 6,000,000 455,734 455,734 8% 6,250,000 571,995 571,995 9% LOCAL PUBLIC SAFETY-CITY 37,000 3,980 3,980 11% 37,000 4,169 4,169 11% CRIMINALJUSTICE 600,000 58,651 58,651 10% 750,000 69,544 69,544 9% LEASEHOLD EXCISE TAX 35,000 - 0 0% 26,000 0 0% FOREST EXCISE TAX 225,000 - 0 0% 100,000 - 0 0% FRANCHISE FEES 520,000 77,507 77,507 15% 500,000 76,063 76,063 15% PAYMENT IN LIEU OF TAX/B OF L 289,000 - 0 0% 315,000 - 0 0% PUD PRIVILEGE TAX 725,000 - 0 0% 735,000 - 0 0% DNR OTHER TRUST 2 100 - 0 0% 100 23 23 23% CITY-COUNTY ASSISTANCE 1,415,000 - 0 0% 1,415,000 - 0 0% DNR PILT NAP/NRCA 4,000 - 0 0% 4,000 - 0 0% CRIMINALJUSTICE-COUNTIES 680,000 185,157 185,157 27% 700,000 191,613 191,613 27% ADULT COURT COST-JUVENILE OFFE 5,000 412 412 8% 5,000 402 402 8% CRIMINAL JST-MARIJUANA ENFORCE 85,000 - 0 0% 85,000 - 0 0% DUI-OTHER CRIMINALJUSTICEA 15,400 3,606 3,606 23% 14,500 4,275 4,275 29% LIQUOR/BEER EXCISE TAX 116,920 - 0 0% 125,000 38,895 38,895 31% LIQUOR CONTROL BOARD PROFITS 205,000 29,996 29,996 15% 200,000 - 0 0% IN LIEU OF-CITY OFTACOMA 190,000 15,975 15,975 8% 190,000 16,870 16,870 9% TREASURER'S FEES - 8 8 0% - 8 8 0% PAYMNT FOR-SRVCS-MASON LK DIST 475 - 0 0% 360 - 0 0% PAYMNT FOR SRVCS-SPENCER LK FND 0 0% 100 - 0 0% PAYMNT FOR SRVCS-ISLAND LK FND 120 - 0 0% 100 - 0 0% CHARGES FOR SRVCS-MACECOM 1,300 - 0 0% 1,325 - 0 0% RETURNED REMITTANCE(NSF)FEES 2,400 40 40 2% 2,500 - 0 0% REET COLLECTION FEES 100,000 5,405 5,405 5% 100,000 9,317 9,317 9% REET COLLECTIONS COSTS 9,000 710 710 8% 9,000 635 635 7% 3 � T �- ✓.O :e'.£ d 9" Jam' reasarer Depar�t�rnent Re�.eipts r: Treasurer#001-260-000 2020 Budget,, 2020 YTD This Month %2020' 2021 Budget:: 2021 YTD This Month.! %2021 TREAS.FIRE PROTECTION ASSESSM 15,000 60 60 0% 15,000 74 74 0% TREAS OTHER WORD PROCESSING 575 35 35 6% 425 32 32 8% PUBLIC DISCLOSURE CHGS SRVCS 5 - 0 0% 5 - 0 0% DATA PROCESSING SERVICES - - 0 0% - - 0 0% GAMBLING TAX PENALTY - - 0 0% - - 0 0% REAL&PERSONAL PENALTY 350,000 17,832 17,832 5% 350,000 26,572 26,572 8% PERSONAL PROP FILING PEN 5,000 437 437 9% 20,000 605 605 3% PENALTY ON REAL&PERSONAL PRO - 4,026 4,026 0% - 167 167 0% FAILURE TO LIST PERSONAL PROP - - 0 0% _ _ o 0 0/ INTEREST&OTHER EARNINGS 800,000 70,188 70,188 9% 500,000 10,003 10,003 2% INVESTMENT SERVICE FEES(TREAS. 25,000 1,831 1,831 7% 20,000 507 507 3% INT.ON CONT.NOTES-ACCTS.HELD,S 8,500 1,352 1,352 16% 8,500 915 915 11% LEASEHOLD EXCISE TAX INTEREST - - 0 0% - - 0 0% EXCISE INTEREST 50 3 3 5% 50 - 0 0% INV PURCHASED INT - - 0 0% _ o (23) (23) 0/ INTEREST ON DELINQUENT PR TAX 650,000 26,358 26,358 4% 600,000 25,555 25,555 4% RENTS/LEASES-DNR TRUST 1,000 2,741 2,741 274% 10,000 721 721 7% RENTS/LEASES-DNR TMBR TRUST 1 500,000 54,132 54,132 11% 250,000 24,753 24,753 10% UNCLAIMED MONEY/PROCEEDS-SALES 60,000 - 0 0% 225,000 - 0 0% TREASURER TAX FORECLOSURE TRUST 64,000 - 0 0% - - 0 0% CASH ADJUSTMENTS/OVER-UNDER 20 (1) (1) -5% 10 °(23) (23) -230/ TAX DISTRIBUTION ROUNDING - - 0 0% 10 (4) (4) -44% MISCELLANEOUS-OTHER REVENUE 100 - 0 0% 100 - 0 0% ROAD DIVERSION 2,160,000 5,690 5,690 0% 1,080,000 (13,091) (13,091) -1% SALE OF TAX TITLE PROPERTY - - 0 0% - - 0 0% LEASEHOLD EXCISE TAX 5,000 - 0 0% 2,000 (2,368) (2,368) -118% TIMBER EXCISE TAX 53,000 - 0 0% 10,000 - 0 0% DNR OTHER TRUST 2 50 - 0 0% 900 %(915) (915) -102/ OTHER INT-DNR INTEREST 50 2 2 3% 50 2 2 5% RENTS&LEASES/DNR OTHR TRST 1 2,500 13,440 13,440 538% 10 (5) (5) -46% SPACE AND FACILITIES LEASES 4,500 - 0 0% 2,500 (13,009) (13,009) -520% Grand Total ?' $26,348,450 $1,064,132 $1,064,132 YN 434 '-$26,206,041 $1,075,749 $1,075,749 4%f Unaudited*Benchmark for Month is 8.33% - 4 MASON COUNTY MONTHLY FINANCIAL JPUARY 2021 u.Y REPORT 2026 us202.1;Current Expense Expenditure Comparison Expenditures Expenditures• Unexended 2020 Budget: through End of Unexended / 2020 2021 Budget through End of ; Budget' %2021 Actual dif 2azo Department Name � g g _ g g g vs�zozl Month: Budget Authority ." 'Month. Authority WSU Extension 289,539 $ 15,266 $ 274,273 5% 313,520 15,444 $ 298,076 5% 179 Assessor 1,431,829 103,099 1,328,730 7% 1,420,286 165,707 1,254,579 12% 62,607 Auditor 1,562,467 119,821 1,442,646 8% 1,705,618 113,892 1,591,726 7% (5,929) Emergency Management 231,362 12,719 218,643 5% 309,069 21,270 287,799 7% 8,551 Facilities&Grounds 1,261,412 92,878 1,168,535 7% 1,372,654 105,452 1,267,202 8% 12,575 HR/Risk Mngt 587,483 41,022 546,461 7% 608,086 40,971 567,115 7% (52) LEOFF 100,044 9,060 90,984 9% 100,044 9,068 90,976 9% 8 Clerk 1,031,143 83,275 947,868 8% 1,108,730 84,386 1,024,344 '8% 1,111 Commissioners 348,669 28,149 320,520 8% 355,610 28,384 327,226 8% 234 SupportServices 706,210 57,329 648,881 8% 745,933 59,173 686,760 8% 1,843 District Court 1,289,657 88,279 1,201,378 7% 1,351,019 103,918 1,247,101 8% 15,639 Community Development 2,254,222 168,044 2,086,178 7% 2,700,009 215,199 2,484,810 8% 47,155 Historical Preservation - 0% 16,000 1,022 14,978 6% 1,022 Parks&Trails 546,795 26,075 520,720 5% 563,621 42,001 521,620 7% 15,926 Juvenile Court Services 1,934,750 147,254 1,787,496 8% 2,028,280 157,671 1,870,609 8% 10,417 Prosecutor 1,664,147 117,097 1,547,050 7% 1,876,838 126,748 1,750,090 7% 9,651 Child Support Enforcement 209,515 14,836 194,679 7% 160,462 8,267 152,195 5% (6,569) Coroner . 321,934 16,659 305,275 5% 345,276 33,838 311,438 10% 17,180 Sheriff 10,676,102 877,917 9,798,185 8% 13,475,735 926,266 12,549,469 7% 48,349 Traffic Policing 2,597,217 187,879 2,409,338 7% 1,080,000 169,233 910,767 16% (18,647) Courthouse Security 170,740 12,955 157,785 8% 170,740 15,434 155,306 9% 2,479 Indigent Defense 1,123,875 98,782 1,025,093 9% 1,261,101 91,336 1,169,765 7% 7,446) Superior Court 980,806 69,751 911,055 7% 1,017,332 75,234 942,098 7% 5,483 Family Court 2,500 - 2,500 0% 2,500 - 2,500 0% 0 Therapeutic Court 614,669 48,074 566,595 8% 640,495 42,727 597,768 7% (5,347) Murder Expenditures 50,000 - 50,000 0% 50,000 - 50,000 0% 0 Treasurer 821,533 71,677 749,856 9% 872,579 101,793 770,786 12% 30,116 Non Departmental 4,202,036 282,802 3,919,234 7% 4,884,779 243,308 4,641,471 5% (39,494) Motor Pool 0% 55,968 1,008 54,960 2% 1,008 Transfers Out to Other Funds 913,913 1 67,135 846,778 7% 91,339 - 91,339 0% (67,135) Totals $ ' -37,924,569' .$ 2,857,935. $, 35,066,734 8%. $ 40,683,623 -$ 2,998;751 $ 37;684,872 7%:! '140,916 • Unaudited<'BenchmarJrforMonth ii8:33% ' J:\Flnancials\2021 Financials\2021 January Financial Report.xlsx 5 JANUARY 42021 Six Year Specific Revenue Streams Comparison 1/31/2016 1/31/2017 1/31/2018 1/31/2019 1/31/2020 1/31/2021 Community Development Revenues 170,588 116,153 129,940 112,889 182,431 238,417 Detention &Correction Services 14,502 9,166 1,688 13,318 10,195 14,241 Current Expense Property Taxes 62,339 47,020 39,770 47,876 28,826 31,476 Road Diversion Property Tax 8,903 5,046 5,864 5,216 5,690 (13,091) County Road Property Tax 53,487 29,343 31,788 43,751 24,034 49,659 Current Expense Sales Tax 290,725 359,736 372,449 417,708 455,734 571,995 Criminal Justice Taxes/Entitlements 213,147 221,248 218,020 223,526 247,826 265,834 Rural Sales&Use Tax Fund 39,557 47,790 49,251 57,341 62,108 73,306 100,000 50,000 M � Com Srvcs-Homelessess Preven Filings 26,465 32,292 33,135 49,211 59,838 59,838 1 00,000 50,000 Lodging (Hotel/Motel)Tax 24,818 15,420 19,031 30,095 31,314 74,428 100,000 50,000 REET 1 Excise Tax Only 31,954 76,648 74,533 70,082 61,781 113,312 REET 2 Excise Tax Only 31,954 76,648 74,533 70,082 61,781 113,312 z00,000 t0a,000 J:1Financials\2021 Financials\2021 January Financial Report.xlsx 6 ° N�F JANUARY MASON COUNTY MONTHLY ; r FINANCIAL REPORT 2021 REVENUE MONTH 12020 REVENUE 1 2021 REVENUE DIFFERENCE JANUARY $ 455,733.71 $ 571,994.75 $ 116,261.04 FEBRUARY $ 590,257.14 $ (590,257.14) MARCH $ 449,177.66 $ (449,177.66) APRIL $ 427,572.82 $ (427,572.82) MAY $ 487,803.83 $ (487,803.83) JUNE $ 460,999.44 $ (460,999.44) JULY $ 628,587.98 $ (628,587.98) AUGUST $ 702,582.07 $ (702,582.07) SEPTEMBER $ 671,554.81 $ (671,554.81) OCTOBER $ 653,529.82 $ (653,529.82) NOVEMBER $ 703,295.80 $ (703,295.80) DECEMBER $ 652,599.03 $ (652,599.03) TOTAL COLLECTED REVENUE $ 6,883,694.11 $ 571,994.75 PROJECTED END OF YEAR REVENUE REVENUE BUDGETED $ 6,000,000.00 $ 6,250,000.00 $ 6,921,257.70 YET TO BE COLLECTED $ (5,678,005.25) ANTlC1PATED INCREASE $ 671,257.70 ®NTH ®L G 1/- GE C7 GE 9RMA PRIOR ONTH M©. -O Ld G A1/G C�HAN� - g goo J:\Financials\2021 Financials\2021 January Financial Report.xlsx 7 ��P{ON COpy�A .=1854 JANUARY 2021 Six Year Financial Re:c,a"p Current Expense.Recap 1/31/2016 13.1/2017.; 1131/201.8 1/31/2019 1/31-/2020„ :, 1/31/2021, Account Receivable from Belf air Sewer 1,200,000 General Fund Operating Reserves 6,520,791 6,817,603 10,044,540 Contingency Reserve 1,000,000 1,000,000 1,000,000 Technology Replacement Reserves 200,000 200,000 200,000 Equipment&Vehicle Replacement Reserves 525,000 525,000 525,000 Accrued Leave Reserve 520,000 530,805 347,742 Current Expense Unreserved Cash (1,832,241) 1,989,739 3,199,687 This Month Current Expense Cash $ 5,489,924 $ 2,606;953 `$' 3,182,309 $ 6;933,550 $` 11O63,147 $ 15;316,969 Adopted Budget on December 31st 40,787,973 38,545,163 36,930,990 , 41,404,349 49,581,229 53,464,511 Supplemental Appropriations Total Budget including Supplementals $ 40,787,973 $ 38,545,163 $ 36,930,990 $ 41,404,349 $ 49,581,229 53,464,511 Budgeted Beginning Fund Balance 8,019,728 7,309,944 3,061,750 5,786,719 11,636,958 14,000,000 Budgeted Ending Fund Balance 3,219,132 4,482,808 3,261,456 5,786,719 11,656,660 12,780,888 Revenue Budgets 33,632,301 32,398,445 33,869,240 35,617,630 37,944,271 39,464,511 Revenues thru This Month of each year 1,528,258 1,583,616 1,5971136 1,671,482 1,761,241 2,123,753 Budgeted.Revenues Received 5% 5% 5% 5%0 5% 5% Expenditure Budgets 38,534,.111 35,261,269 33,669,534' 34,721,442 37,924,5.69 40,683,623 Expenditures thru This Month of each year 2,917,509 2,480,642 2,936,212 2,697,629 2,857,835 2,998,751 Budgeted.Expenditures.Expended 81% 7% 8% 8% 7% 8 J:1Financials\2021 Financials12021 January Financial Report.xlsx Special.Fund Cash Balances . 1/31/2016 1/31/2017 1/31/2018 113112019 .1/31/2020 . 1/31/2021 . Rural County Sales&Use Tax Fund (.09) $ 552,304 $ 93,230 $ 80,354 $ 727,759 $ 803,219 1,060,086 Auditor's 0&M 259,891 191,829 223,673 238,532 257,577 303,295 County Roads Fund 7,992,909 10,136,500 9,684,451 10,267,705 10,057,716 10,441,108 Paths&Trails 221,201 233,366 246,460 258,404 271,959 280,861 Election Equipment Holding 237,623 262,036 295,933 164,717 162,418 234,483 Crime Victims 238,615 212,552 238,338 197,430 204,416 212,582 Victim Witness Activities 80,688 89,194 26,740 24,415 32,594 21,736 Historical Preservation Fund 52,288 38,857 38,494 35,851 29,691 Community Support Services Fund 434,810 338,784 543,657 769,308 858,917 1,283,964 Abatement/Repair/Demolition Fund 264,273 266,582 269,759 273,982 278,603 278,709 Reserve for Technology Fund 16,516 101,970 160,809 117,147 REET&Property Tax Admin Asst 55,000 73,049 85,840 74,842 74,072 69,272 National Forest Safety 66,173 63,080 34,048 39,520 25,186 16,030 Trial Court Improvement Fund 46,150 68,819 83,082 106,283 111,561 71,515 Sheriff Special Funds 267,327 270,492 249,259 241,323 246,597 Sheriff's Boating Program 118,702 Narcotics Investigation 94,308 Public Health Fund 345,778 526,646 358,051 351,485 561,304 809,497 Law Library 82,646 82,776 81,376 75,692 70,213 57,931 Lodging(Motel/Hotel)Tax Fund 373,365 359,134 397,769 582,938 757,681 800,887 Mental Health Tax Fund 1,280,123 1,478,913 1,287,451 1,324,987 1,243,591 1,455,596 Treasurer's M&O Fund 120,232 102,506 94,460 86,336 99,651 87,247 Veterans Assistance 120,954 212,452 194,529 75,970 54,940 95,550 Skokomish Flood Zone 109,054 198,281 140,888 53,188 89,486 24,133 Mason Lake Management District 88,616 97,253 112,579 138,253 112,230 73,732 Spencer Lake Management District 6,795 Island Lake Management District 8,910 17,581 17,099 19,750 29,692 30,271 Capital Improvement/Reet 1 Fund 840,540 1,575,202. 1,189,427 1,831,018 1,897,767 2,392,611 Capital Improvement/Reet 2 Fund 1,738,826 1,515,351 2,204,446 2,457,110 2,868,849 3,266,226 Mason County Landfill 788,931 750,670 673,341 638,341 678,406 1,219,029 N. Bay/Case Inlet Utility 787,838 939,560 981,461 1,096,479 1,171,898 1,519,283 N. Bay/Case Inlet Utility Reserve 715 717 723 734 0 Wastewater System Development 3,986 3,986 3,986 3,986 3,986 3,986 Rustlewood Sewer&Water 17,241 343,098 295,198 266,023 137,722 77,590 Beards Cove Water 249,571 272,412 360,435 335,314 481,661 552,316 Belfair WW&Water Reclamation 702,887 455,674 409,578 124,382 308,003 476,013 Reserve Landfill 508,097 510,333 512,820 481,413 460,814 444,891 Reserve Beards Cove Ulid 316,373 328,579 342,809 191,103 201,841 209,520 Storm Drain System Development 232,966 113,746 8,544 188,680 181,567 179,771 Information Technology 234,965 387,256 364,037 231,430 133,444 124,059 Equipment Rental&Revolving Fund 5,360,014 3,545,452 3,609,919 4,013,707 1 3,874,882 4,010,059 Unemployment Fund 156,355 162,807 151,699 151,682 138,729 180,388 TOTALS. •$25,254,748 $26,420,726 ' $26,053,520 $28,257,2171 $28,972,885 $32;584,035 9 J:\Financials\2021 Financials\2021 January Financial Report.xlsx MONTHLY ��sv[lARY FINANCIAL Ixsa REPORT 2021 2021 Current Expense and Health Fund.Motor Pool Budget.to Actual Expenditures FUND-OR DEPARTMENT ORIGINAL. REVISED YTD MP` . AVAILABLE % USED;• APPROP. BUDGET EXPENDED BUDGET. ASSESSOR 34,908 34,908 2,760 32,148 7.91% FACILITIES&GROUNDS 10,377 10,377 1,164 9,213 11.22% COMMUNITY SERVICES 46,151 46,151 3,538 42,613 7.67% PARKS &TRAILS 3,555 3,555 111 3,444 3.12% JUVENILE COURT SERVICES 8,480 8,480 533 7,947 6.29% PROSECUTOR 6,646 6,646 506 6,140 7.61% CORONER 25,717 25,717 2,123 23,594 8.26% SHERIFF ADMIN 1,078,726 1,078,726 87,861 990,865 8.14% MOTOR POOL 7,296 7,296 44 7,252 0.61% Total 001 GENERAL FUND 1,2211856 1,221;856 98,641 1,123,215 COMMUNITY SERVICES HEALTH 59,360 59,360 4,241 55,119 7.15% TOTAL SPECIAL.FUNDS - 59,360 59,360 4,241 755,119 7A5% Total GENERAL FUND&SPECIAL FUNDS 1,281;2'16'' 1,281,216. 102;882 , 1;178334 8'.039/6 'Unaudited *Benchmark for month is 8.33% TOTAL MOTOR POOL'EXPENDITURES BY ORIGINAL' REVISED YTD MP AVAILABLE ' OBJECT CODE APPROP BUDGET EXPENDED BUDGET %�OF:TOTAL MOTOR POOL SUPPLIES 300 300 10,411 -10,111 3470.35% MOTOR POOL FUEL 216,250 216,250 15,112 201,138 6.99% MOTOR POOL LEASE 100 100 43,754 -43,654 43754.45% MOTOR POOL MAINT-MONTHLY 6,234 6,234 4,130 2,104 66.26% MOTOR POOL REPAIRS 79,836 79,836 8,638 71,198 10.82% MOTOR POOL INSURANCE 45,719 45,719 1,152 44,567 2.52% MOTOR POOL CAPITAL LEASE 559,158 559,158 0 559,158 0.00% MOTOR POOL CAP UPFIT 373,619 373,6.19 19,684 353,935 5.27% Total GENERAL FUND&HEALTH,FUND 1,281216 1,281,216 1,021882 1;178334 8.03% Unaudited *.B'enchrnark.for month is 8.33%; 10 /1. Cc:CMMRS Neatherlin, Shutty,Trask Clerk jzn ChEUr'9 0ay'ri r RECE co IIlASON COUNTY COMMISSIONERS 411 NORTH FIFTH STREET SHELTON.WA 98584 Mason County Fax 360-42.7--8437;Voice 360-427-9670,Ext.419;275-4467 or482-5269 GornrntssiOners I AM SEEKING APPOINTMENT TO LMTAAA Advisory Council. NAME: Janeen A, McLaughlin ADDRESS: PHONE CITY/ZIP'. VOTING PRECINCT:: WORKPHONE: � E-MAIL: COMMUNITY SERVICE EMPLOYMENT: (IF RETIRED. PREVIOUS EXPERIENCE) (ACTIVITIES OR MEMBERSHIPS] COMPANY:. Pioneer School Qistrict 1;y Pioneer School District Board of Directors YRS POSITION: COMPANY: YRS POSITION: ---------------------------------------------------------------------------------------------- In your words,what do you perceive is the role or purpose of the Board, Committee or Council for which you.are applying: As I understand it,this role is important to assist our seniors and.adults with disabilities in advocating for their needs. s a woman that takes care of my 82 year o gran mo er, I Know-Tirstan ow important it Is to.advocate orour senior membem of cnriPty What interests,skills do you wish to offer the Board,Committee,or Council? My 89 year old grandmother lives in In home and is a member of the Mason County Senior Center: I have a personal. interest in helping our Seniors feel included and respected.in our community.l have Lived in Mason County for my id&FR Fsel e a growing leader v ith hA Ability to ligban,;earn and Qive valued input where needed, Please list any financial, professional, or voluntary affiliations which may influence or affect your position on this Board: (i.e.create apotential conflict of interest) I am a School'Board Director for Pioneer School District(volunteer) 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 to attend such trainings? Yes Realistically,how much-time.can you give to this position? Quarterly X Monthly X Weekly Daily Office-Use Only k Janeen A McLau_ghlin:(signed electronically) 11-23-202 Appointm%entDafe Signature Data Term Exptze Date .............. j --- Cc:CMMRS Neatherlin,Shut , Trask. Clerk �' !@r( � � jei, 6j MASON COuiv.2'Y uujv=j-toos-f2Vj.1RS 411 NORTH FIFTH STREET SHEL?'ON WA 98584 � ¢Ii Fax 360-427-8437, Voice 360-427:9670, Ext..419,275-4467 or482=5269 M54 I AM SEEKING APPOINTMENT TO NAME: ADDRESS: FaHONE.- CITYrZIP: VOTING PRECINCT: WORK PHONE: ✓� ,(OR AREA Ill THE COUNTY YOU WE) E MAI COMMUNITY SERVICE EMPLOYMENT: (IF RETIRED. PREVIOUS EXPERIENCE) (ACTIVITIES OR MEMBERSHIPS) COMPANY: QLlfre C} See YRS Inai P Goaryj POSITION: V n C lased CV COMPANY: YRS POSITION: In 3�22,r words,what do you perceive is the role or purpose of the Board, Committee or Council for which you are applying: .�._. c4rn Ct f'1 A- OVoc,,AT F vc ��n� �� etv +era's � i �� P r p'65*� ap +k,e. Bcgrr . i r.� +o p a nete QgA of �r & 4- Lam,-2r1 i rJ 6— +p AL,1L. i 61-4-- e a PIQ G 1 Gt I t \ u un I►"1 u t�. h C m►r -5 OC G 5'e.1 0 Ct Si o�'S, tt r. What interests,skills do yy�ou wish to offer thpBoard,Committee,gr Council? 1 an t+fuy;d t- r � I—C'n o (5 i'�a�^ ca Z ilk-` . �r hc�rteiag® � O iI y �i�rd' Ih 1 r'1fJ`f" Y'ai. l�� Al ��I �. Please list any financial, professional, or voluntary affiliations which may influence or affect your position on.this Board: (i.e.greate a potential conflict of interest) Your participation is dependent upon attending certain trainings made available by the County during regular business hours (such as Open Public Meetings Act.pgd Public Records).The trainings would be at no cost to you.Would you he able to attend such'trainirigs? `i'LIP s r2�s�G�-Ks'N i Yj � Realistically ho ch time can you ive to s position? , Quarted Monthly Weeks Daily Office Use Only Ice) I" ti w �` LOO-" �� AppomtmentDate� Signature ( Date 2-OZ �®,,J Te'rm Expire Date MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Dave Windom / Todd Parker DEPARTMENT: Community Services EXT: 260 BRIEFING DATE: 2/8/21 PREVIOUS BRIEFING DATES: 7/20/20, 11/9/20, 12/7/20 If this is a follow-up briefing, lease provide only new information INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources ❑ Legal ❑ Other— please explain ITEM: Eviction Rent Assistance Program Grant: Final Funding Distribution EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): The Eviction Rent Assistance Program contract is with the Dept. of Commerce and is in the amount of$500,876. We budgeted the maximum administration allocation at $75,131 (7%). Only 2.3% of the funds will go toward administration leaving a balance of$34,223 that can be re-allocated to rent assistance. Crossroads Housing has over 100 households on a waiting list with all ERAP forms completed and can immediately spend this allocation. BUDGET IMPACT: none PUBLIC OUTREACH:(Include any legal requirements, direct notice,website,community meetings, etc.) technical assistance to subcontractors RECOMMENDED OR REQUESTED ACTION: Move to action agenda meeting on February 15 to approve the ERAP contract amendment. ATTACHMENTS: Amendment 3 Briefmg Summary 1/29/2021 Contract Between Mason County and Crossroads Housing Professional Services Contract#CH:CaresAct.ERAP (MC Contract#20-084) Amendment#3 The purpose of this amendment is to increase the total contract award for the Eviction Prevention Pro ram IT 1S MUTUALLY AGREED THEREFORE: That the Original Contract is hereby amended as follows: 1. FUNDING SOURCE: Coronavirus Aid, Relief, and Economic Security (CARES) Act (P.L. 116-136) 2. AMENDMENT TERM: November 1 —June 30, 2021 3. TOTAL ADDITIONAL AWARD: $34,223 4. INVOICE: Include with the Covid-19 invoice with the title "CH:CaresAct.ERAP" 5. EXHIBIT C— BUDGET a. $34,223 awarded to budget category Rent Assistance. 6. SCOPE OF SERVICE: a. Prioritize households that are under 50% AMi and ensure equitable access as referenced in the grant guidelines item 7.1. ALL OTHER TERMS AND CONDITIONS of the original Contract remain in full force and effect. IN WITNESS WHEREOF, the undersigned has affixed his/her signature in execution thereof on the day of , 2021. CONTRACTOR - MASON COUNTY zli Randy Veatherin, Chairn razier eEx fv Director, Crossroads Housing Mason County Board of County Commissioners t MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Dave Windom / Todd Parker DEPARTMENT: Community Services - CFH EXT: 260 BRIEFING DATE: 2/8/20 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: Housing and Behavioral Health Board's Annual Report EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): By resolution 33-18 the Housing and Behavioral Health advisory board is to submit an annual report each January. Included is a press release announcing the report. BUDGET IMPACT: None PUBLIC OUTREACH:(Include any legal requirements, direct notice,website,community meetings, etc.) RECOMMENDED OR REQUESTED ACTION: Approve the annual report to be uploaded to the Housing and Behavioral Health Advisory Board's section of the County's webpage Approval of the press release ATTACHMENTS: Annual Report & Press Release Briefmg Summary 1/29/2021 NEWS RELEASE 2115121 MASON COUNTY COMMISSIONERS 411 NORTH 5T" ST SHELTON, WA 98584 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: HOUSING AND BEHAVIORAL HEALTH ADVISORY BOARD UPATES On January 27nd, 2021, the Housing and Behavioral Health Advisory Board met to finalize their annual report to the Board of County Commissioners for funding priorities in 2021. The Housing and Behavioral Health Advisory Board began in August of 2018, with the purpose of strategically aligning housing, homelessness, mental health, and chemical dependency grant awards to improve the health of Mason County residents. The Board's actions for 2020 and recommendations for 2021 are compiled in an annual report that can be accessed by visiting the Mason County website under the Housing and Behavioral Health Advisory Board section. The Housing and Behavioral Health Advisory Board recommends a focus on affordable housing and to continue support of the expansion of grants and services occurring in the behavioral health crisis response system. For questions, please call our office at 360-427-9670 ext. 400. Randy Neatherlin Sharron Trask Kevin Shutty Chair Commissioner Commissioner January 27, 2021 The Housing and Behavioral Health Advisory Board Annual Report According to resolution 33-18 the Housing and Behavioral Health Advisory Board will submit report containing recommendations for funding priorities to the Board of County Commissioners (BOCC) by January 31 of each calendar year. The Housing and Behavioral Health Advisory Board (HBHAB) started August 22, 2018. This is the third annual report that will attempt to summarize the work that has been done throughout 2020, to identify gaps, and to recommend priorities for the next year. Summary: In 2020, COVID-19 has had a significant impact on the homeless and behavioral health crisis response system, including the loss of shelter beds due to social distancing requirements combined with increased costs resulting from moving to 24-hour operations and a reduction in the use of volunteers, as examples. In the behavioral health sector, many agencies have had to implement new methods of interacting with clients such as telehealth and strategizing on how to respond to individuals and communities that are feeling the increased stresses of stay-at-home orders, feelings of isolation and economic down turns. The Covid-19 response has resulted in increased funding sources to local communities. A total of$2,367,003 dollars has been committed to the Mason County Homeless Crisis Response System in response to Covid-19. The highlights of this new funding are as follows: • C19 Outbreak EHG: As part of the planning and preparing for isolation and quarantine beds for people experiencing homelessness and to help increase shelter bed capacity due to a loss of beds from physical distancing this grant has added 20 beds to Community Lifeline. The installation of a fire suppression system will allow Community Lifeline to provide year-round emergency shelter operations. • Eviction Rent Assistance Program: Over 100 households throughout Mason County have been provided rental assistance to avoid eviction. • Shelter Program Grant: This grant provides construction funds that has allowed Community Lifeline to complete interior renovations to add increase the female bed count from 7 to 15. It will also allow the operational funding so Community Lifeline can remain open year-round to serve single adults. • CARES ACT Emergency Solutions Grant(ESG-CV): This grant will expand non- congregate emergency shelter capacity by adding up to 30 beds. Currently there are 7 units of family shelter with 20 households on the wait list impacting over 60 individuals. Single parents with one minor child make up 75% of the households on the wait list and these new emergency shelters will provide a safe place for these families. In the Behavioral Health Sector, Mason County Public Health has partnered with community organizations on grant applications. A following is a summary of the new programs funded by these collaborative efforts: • HRSA RCORP: Rural Community Opioid Response Program- Mason County Public Health was awarded $1,000,000 over 3 years, in partnershipwith Peninsula Community Health Services, North Mason Regional Fire Authority and Mason Health to further the community work around substance use recovery through developing Peer Support services. • LEAD Program: Law Enforcement Assistant Diversion, became operational in August. This grant will go on arrests first and then social contact referrals second. Social contact referrals will come from law enforcement and community partners. Mason County has 16 January 27, 2021 law violations that will constitute an individual as program eligible. There will be a priority for substance use disorder and mental health and for those experiencing extreme poverty. • Criminal Justice Treatment Account (CJTA): The Criminal Justice Treatment Account (CJTA) began in 2002 to aid those involved in the criminal justice system gain access to substance use disorder treatment. Specifically, this funding was dedicated to support defendants with a substance use disorder, including those enrolled in a drug court program. The additional funding supports a peer case management and mentorship program, through Northwest Resources. This is a one-time funding to the end of July 2021 with the goal to make this a sustainable position. • Jail re-entry and MAT program: In partnership with Olympic Health and Recovery Services (OHRS), Mason County Public Health has worked to implement a shared peer position, that is helping incarcerated individuals start MAT as well as connecting them to recovery support services upon re-entry. The work being done in the Mason County jail is funded by TST dollars (.5). This position is supplementing other work in Mason County (LEAD, Trueblood) and is funded by OHRS (.5). The Housing and Behavioral Health Advisory Board presents the following priority recommendations to the Board of County Commissioners for the 2021 year: 1. Housing a. Reduce the number of people living in poverty b. Increase affordable housing units in Mason County especially for single adults 2. Behavioral Health a. Reduce the number of people that are in the criminal justice system, especially the jail, due to behavioral health conditions b. Use the fund balance in the TST to create behavioral health dedicated supportive housing units Introduction As many people will remember, 2020 has been an interesting year that has brought many challenges with the Covid-19 pandemic. The board did not meet from March through May 2020 due to meeting restrictions during the Covid-19 pandemic. Meetings resumed through Zoom in June 2020. While many positive outcomes have resulted from the pandemic and additional funding, the necessary focus and response has limited the ability of organizations to fully implement the recommendations from 2019. COVID-19 has had a significant impact on the homeless crisis response system, including the loss of shelter beds due to social distancing requirements combined with increased costs resulting from moving to 24-hour operations and a reduction in the use of volunteers, as an example. It appears these impacts will continue into and through 2021. In the homeless sector, the emergency shelters have had to make many adaptations and have risen to meet the challenges head on. For example, Community Lifeline staffed up and moved to 24/7 operations serving three meals a day. Two-years ago they operated as a temporary cold-weather shelter whose opening was temperature dependent. The Covid-19 pandemic has also brought several new grants to local communities to prepare for and respond to the pandemic as well as some new grants that were already in the works such as the Shelter Grant Program. The pandemic has exposed the vulnerability of congregate shelters and forced communities to work toward finding alternative sheltering solutions that are non- congregate and offer trauma informed care approaches. January 27, 2021 The Housing and Behavioral Health Advisory Board is tasked with several areas from identifying gaps, prioritizing funds, making funding recommendations, and evaluating effectiveness of the programs. A summary of the recommendations from 2019 and the actions taken in 2020 by the Advisory Board are described in the tables below: 1. Funding prioritization and gap identification which can be addressed utilizing available funding sources: a. Behavioral Health Gap/ Prioritization Identified Result 1. Therapeutic Courts- Research efficiency 1. Pending of court costs to#served, R01 2. Mason County Public Health has 2. County Departments-partnering with partnered with community other providers,what are the community organizations such as non-profits, needs Hospital, and Federally Qualified 3. Community Behavioral Health Tx& Health Clinics on grant applications. Support Service integration-assess if 2 grants were awarded that foster Medicaid funds are being used for relationships and care coordination services verses TST and utilize TST more among these groups. for projects that cannot be funded by 3. Opted not to renew contract and further investigate behavioral health Medicaid (i.e. BHR for school services. needs and gaps within school districts Check on ESD 114 BH treatment services 4. Under consideration offered in N. Mason) 5. MC Public Health is co-funding a BH 4. Fee for service vs block grant-capitated position in the jail to coordinate costs to actual costs- Fee for Service for services upon reentry grants 5. Leveraging funding, not using Full-time positions but share between agencies b. Housing Gap/ Prioritization Identified Result 1. Affordable Housing 1. Letter of support to ROC Northwest/Northwest Cooperative Development for a loan application to help make the Evergreen Mobile Estates on Blevins Rd. a residential owned cooperative development that has potential for additional affordable housing. 2. Request for Proposals (RFP): Review, evaluate, score, and provide funding recommendations to Mason County Community Services to ensure funding is prioritized in the areas of greatest need: Affordable Housing: The Advisory Board recommended to award funding to Quixote Communities to aid in the development and construction of the Veteran Tiny Home Village. One of the goals has been to increase housing especially for single adults. The tiny home January 27, 2021 village plans to create 30 tiny homes for single veterans and open September 2021. Due to the Covid-19 pandemic several new grants became available to plan, prepare for, and respond to Covid-19. Many of these grants have had tight turnaround times and the Advisory Board has been highly responsive to make funding recommendations under these circumstances. The table below summarizes all the housing/homeless crisis response system grants. An asterisk is placed next to the grants that are specific to Covid-19 response. Grant Total Annual Start Date End Date Renewable Agency Amount Amount Local Document Recording Fees(2163) $479,000 $479,000 7/1/2020 6/30/2020 Yes CH,CL,SFC,TPSA Consolidated Homeless Grant $224,100 $224,100 7/1/2020 6/30/2020 Yes Crossroads Housing Community Action Housing and Essential Needs(HEN) $998,761 $998,761 7/1/2020 6/30/2020 Yes Council CL,Crossroads,I&Q C19 Outbreak EHG* $505,405 3/15/2020 12/31/2020 No Needs Eviction Rent Assistance Program(ERAP)* $500,876 8/1/2020 12/31/2020 Unknown CH,SFC,NMR Shelter Program Grant $344,428 $114,809 8/1/2020 6/30/2023 Unknown Community Lifeline CARES ACT ESG-CV R1* $165,874 $82,937 7/1/2020 6/30/2022 Yes CH,SFC CARES ACT ESG-CV R2* $850,420 $425,210 10/1/2020 9/30/2022 Unknown CH,SFC,TPSA Diversion/CE Pilot $110,000 $110,000 7/1/2020 1 6/30/2021 Unknown direct award to CH SUBTOTAL $4,178,864 $2,434,817 3. Set community and program goals and ensure alignment of strategic plans: a. Housing: i. The Mason County 5-year Homeless Crisis Response Plan is used to guide funding decisions ii. Given the number of new grants, all efforts are made to braid funding where possible and fill gaps to work collectively as a response system. For example, rather than emergency shelters operating in silo's we are working toward a systems approach to maximize bed capacity, especially during the pandemic where physical restrictions have made this challenging. b. Behavioral Health: i. The original priorities from the treatment sales tax remain and include increasing behavioral health access, reducing recidivism, decreasing the number of individuals that cycle through the jail and hospital. ii. Mason County Public Health has received additional grants for the opioid crisis response, LEAD (law enforcement assisted diversion) and cooperative grant that increase behavioral health peers in the jail and medical centers. All efforts to align priorities and support efforts are made with the different funding sources. c. The Advisory Board updated the Resolution and By-laws to open membership to include the federally recognized tribes to promote cooperative efforts throughout Mason County. January 27, 2021 4. Examine and evaluate the identification of goals, performance measures, strategies, and costs and evaluation of progress towards established goals: a. The Advisory Board hears presentations from community agencies that are directly funded or impact the housing and behavioral health crisis response systems. The agencies share data around inputs, outputs and outcomes as well as discuss some of the gaps, successes and challenges to help develop strategies for system improvements. b. The PIT Count identified 111 unsheltered homeless individuals with 15 identified veterans and 5 from the Belfair area. These results are consistent from previous years. The single adult household represents the largest proportion and supports the need for more housing that caters to the single adult. c. Coordinated Entry: While the number of unsheltered individuals has been relatively consistent from the Point in Time Count the past three years the number of households experiencing a housing crisis has seen a large decline as evidenced by the number that have been connected to Coordinated Entry. The table below reports the number of households seeking prevention assistance and those that are literally homeless. It is interesting to note that over the past three years Coordinated Entry has improved in outreach efforts and has more agencies engaged in making referrals. The reporting dates are from July 1 through June 30 of each year. 2017 - 2018 - 2019 - 2018 2019 2020 Prevention Assistance count 152 83 75 BelfairArea subset 49 17 12 Literally Homeless Count 353 241 172 Belfair Area subset 103 43 20 During the past three years, the number of households requesting prevention assistance and that are literally homeless has declined 49%. Homeless prevention refers to households that have a pay or vacate notice and literally homeless refers to households that are living in the following situations unsheltered, in a vehicle, RV not meant for habitation or abandoned building. 5. Development and/or approval of policies and procedures related to the request for proposal process, contract monitoring, performance, and corrective actions. a. The Advisory Board discussed options to measure contract performance and suggested this is done mid-contract to gauge progress and help the board in making future funding decisions. The Advisory Board was in favor of inviting subcontractors into the meetings throughout the year and create a process to send letters reflecting the good work being done in the community. 6. Define opportunities to better manage services and expected outcomes. a. One of the recommendations from the report last year was to "Evaluate how Coordinated Entry (CE) is working in the community to inform any shifts in how CE operates within the homeless crisis response system within the County." January 27, 2021 i. The Advisory Board listened to presentations from local agencies and reviewed a proposal for the Coordinated Entry System. As a result, the board recommended changes to the Coordinated Entry process that centralized more oversight with the lead agency and provided more outreach (service) to all parts of Mason County. As a result, households from Belfair and Hoodsport have been housed as part of the Rapid Rehousing program where none had in the previous 18 months. b. Community Lifeline reported that since they have been operating 24/7 they have seen general health improvements and many more individuals supporting each other in recovery from people staying in the adult emergency shelter. More people are receptive to housing. Community Lifeline is reporting 16 people have become housed in the first quarter of fiscal year 2021 (July— September). Recommendations: The H&BHAB continues to acknowledge the complexity of the action needed to end homelessness and will work in coordination with other planning efforts in the City and County to address issues of affordable housing and homelessness. The Board recognizes the need for innovative efforts in these areas, staff development within the non-profit sector, and partnership with the private sector to aid in the supply of housing to keep pace with population growth and is available to various income levels. The H&BH Advisory Board offers the following recommendations for the Board of County Commissioners to consider for 2021. General Recommendations: Goal: a) Reduce the number of people living in poverty in Mason County; b) Improve general operations of the crisis response system • Facilitate enhanced involvement from Economic Development Council, WorkSource, Economic Development Council and regional WorkForce Councils to expand job opportunities through the recruitment of industries that offer high paying jobs. Stimulating job growth may indirectly increase much needed housing development. • Set aside funding for research projects such as program return on investment (program effectiveness) and current housing vacancy rate. • Consider fee for service contracts rather than block funding where applicable • Request for Proposal Process o Consider renewal of critical Homeless Crisis Response System grants such as emergency shelters, HEN and rapid rehousing programs along with state mandated systems like coordinated entry. o Consider a bed-night calculation to determine funding adult emergency shelters o Continue with 2-year funding cycles Housing & Homelessness Goal: Increase the number of affordable housing units in Mason County Behavioral Health agencies and Homeless Service Providers both speak to the lack of housing stock as the single barrier to recovery and reducing homelessness. The following recommendations are focused on the problem of limited housing stock: • Guide the Housing Authority Board to a sustainable model that can flourish and add more supportive housing units in Mason County especially for single adults January 27, 2021 o Maximizing income from developer fees o Generating net cash flow from operations of new properties o Creating a sustainable pipeline of tax credit syndications and re-syndications o Pursue additional strategic dispositions to increase affordable housing stock o Apply for state capital budget funds to create new housing o Request quarterly briefings from the Housing Authority Board Chair on progress o Apply for a Housing Trust Fund grant: the above actions position an entity in Mason County to submit a competitive Housing Trust Fund application. Housing Authorities are routinely an entity type that is awarded Housing Trust fund grants. • Enact HB 1590 allowing a local sales and use tax for affordable housing to be imposed by a councilmanic authority • Leverage funds that can be used for capital projects such as HB 1406, 2060 local document recording fees and Treatment Sales Tax fund balance to support a supportive housing project • Continue to evaluate how to best preserve and expand affordable housing in Mason County • Explore housing code amendments that will create more housing options that increase density in otherwise areas designated for single family homes (e.g. duplex/triplex units on corner lots, ADU's, provisions for tiny homes, etc.) • Foster relationships with the City of Shelton on housing comprehensive plans and develop complimentary strategic plans for affordable housing • Encourage the Economic Development Council to prioritize housing developer recruitment in Mason County. • Encourage options that will recruit development in Urban Growth Areas and work with the Planning Commission to support these actions o Develop pre-approved housing stock plans to accelerate projects and reduce expenses including innovative prefabricated home solutions o Increase the number of ADU's (Accessory Dwelling Units) throughout the county o Continue to reduce permit times and other options that make building attractive to developers o Review the GMA/Comp Plan mandate that the housing element"make adequate provision for" housing for all economic segments. Consider options to enforce this mandate, and encourage the jurisdiction develop and adopt an "Affordable Housing Incentive Plan" which the RCW provides for • Develop or review a strategic plan that will support the infrastructure needed for housing development Behavioral Health Goal: a) Reduce the number of people that are in the criminal justice system, especially the jail, due to behavioral health conditions • Support efforts for Managed Care Organizations (MCO's) to provide additional resources beyond required minimums. • Support legislation that allows Medicaid to continue while a person is incarcerated. • Continue to support a portion of the Treatment Sales Tax funds to help pay for housing for people that are part of a coordinated mental health or substance use disorder treatment program. Currently 5% of the fund goes toward this. • Support sustainable funding for the LEAD program and True Blood program • Support a behavioral health navigator position in the Sherriff's department January 27, 2021 • Use the fund balance of the Treatment Sales Tax to secure behavioral health supportive housing • Support the expansion of diversion opportunities to reduce the number of people incarcerated due to behavioral health conditions • Continue to reinforce the need for SUD and mental health peers throughout the behavioral health system of care • Examine the percent of offenders by geographic area to inform strategies and supportive services reach areas of high need in Mason County • Expand safe place options for youth • Assist in the coordination of information from the different behavioral health meetings occurring in Mason County (e.g. EOC Social Services Task Force, OHRS Crisis Response System of Care, Board of Health) • Continue to focus on supporting a complete system of care, by filling gaps in the criminal justice system, crisis support system and the emergency response system, while encouraging and facilitating coordination between each entity to ultimately reduce recidivism and high utilization of each system • Consider using the Treatment Sales Tax to permanently fund a Public Health position to coordinate the Mason County Behavioral Health System of Care (i.e. many of the activities, grants, contracts and programs listed in this report and strengthen Mason County Public Health as the backbone organization in the community) MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Dave Windom / Todd Parker DEPARTMENT: Community Services EXT: 260 BRIEFING DATE: 2/8/21 PREVIOUS BRIEFING DATES: 7/20/20 and 11/9/20 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• Emergency Solutions Grant- Covid19 (ESG-CV) Amendment B EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): The Dept. of Commerce has issued Amendment A to contract 20-4613C-117 for additional ESG-CV funds in the amount of$852,048 through September 30, 2022. Amendment B is for adjustments to budget categories-as-Fisted-on-page 2—As-Commerce-------- - --_—___ and HUD have rolled out information on this grant our subcontractors have had to adjust money between categories to follow allowable expenditure guidelines. BUDGET IMPACT: none PUBLIC OUTREACH:(Include any legal requirements,direct notice,website,community meetings, etc.) RECOMMENDED OR REQUESTED ACTION: Move to action agenda meeting on February 15 to approve the ESG-CV contract Amendment B with the Dept. of Commerce. ATTACHMENTS: Amendment B Briefmg Summary 1/29/2021 Amendment Contract Number:20-4613C-117 Amendment:B Washington State Department of Commerce Community Services and Housing Division Housing Assistance Unit Emergency Solutions Grant—COVID 19 1.Grantee 2.Contractor Doing Business As(optional) Mason County Health Services 415 N 6TH ST N/A SHELTON,WA 98584 3.Grantee Representative 4.COMMERCE Representative Todd Parker Kim Murillo 1011 Plum Street SE Housing&Mental Health Program Coordinator Grant Manager Olympia,Washington,98504- (360)427-9670 Ext 293 (360)725-2763 2525 tparker@co.mason.wa.us kim.murillo@commerce.wa.gov 5.Original Grant Amount 6.Amendment Amount 7.New Grant Amount (and any previous amendments) $1,017,922 $0 $1,017,922 8.Amendment Funding Source 9.Amendment Start Date 10.Amendment End Date Federal:X State: Other: N/A: October 1,2020 September 30,2022 11.Federal Funds(as applicable): Federal Agency: CFDA Number: $1,017,922 HUD 14.231 12.Amendment Purpose: Adjusts spending amongst categories per Attachment`B"—Budget COMMERCE,defined as the Department of Commerce,and the Grantee,as defined above,acknowledge and accept the terms of this Grant As Amended and attachments and have executed this Grant Amendment on the date below to start as of the date and year referenced above. The rights and obligations of both parties to this Grant As Amended are governed by this Grant Amendment and the following other documents incorporated by reference: Grant Terms and Conditions including Attachment"A"—Scope of Work,Attachment`B"—Budget.A copy of this Grant Amendment shall be attached to and made a part of the original Grant between COMMERCE and the Grantee.Any reference in the original Grant to the"Grant"shall mean the"Grant as Amended". FOR GRANTEE FOR COMMERCE Signature Diane Klontz,Assistant Director Community Services and Housing Division Print Name and Title Date APPROVED AS TO FORM ONLY Date Sandra Adix Assistant Attorney General 3/20/2014 Date Department of Commerce Amendment This Grant is amended as follows: Attachment B Budget Budget Categories Amendment A Grant Amendment B New Total Amount $1,017,922 $1,017,922 $ 1,017,922 Admin(7%max) $ 71,254 $ (0) $ 71,254 HMIS $ 7,745 $ 2,255 $ 10,000 Outreach $ 110,293 $ (293) $ 110,000 Shelter Case Management $ 216,682 $ (71,682) $ 145,000 Shelter Operations $ 280,979 $ 100,689 $ 381,668 Rapid Rehousing Case Management $ 65,830 $ (15,830) $ 50,000 Rapid Rehousing Rental Assistance $ 203,671 $ (73,671) $ 130,000 Rapid Rehousing Other Financial I Assistance $ 30,979 $ 49,021 $ 80,000 Prevention Case Management $ - $ - Prevention Rental Assistance $ 30,489 $ 9,511 $ 40,000 Prevention Other Financial $ - $ Assistance Total $ 1,017,922 $ (0) $ 1,017,922 2 I MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Kell Rowen DEPARTMENT: Planning EXT: 286 BRIEFING DATE: February 8, 2021 PREVIOUS BRIEFING DATES: February 3 & 10, March 16, May 4, 2020 &January 4, 2021 If this is a follow-up briefing, please provide only new information INTERNAL REVIEW (please check all that apply): X Budget/Finance ❑ Human Resources ❑ Legal ❑ Other ITEM: Contract Amendment: Planned Action EIS for Belfair Subarea Plan EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): Mason County Community Services (Planning Department) is working with BERK Consulting to assist in preparing a Planned Action EIS for a defined area of the Belfair Urban Growth Area. The original scope included minimal work to be done on the Cultural Resources section of the EIS. Due to some recent developments, staff and the consultants agree that the Cultural Resources section needs more robust work under this Planned Action in order to provide better predictability for future development. BUDGET IMPACT: $8,300.00. RECOMMENDED OR REQUESTED ACTION: Place on the February 16, 2021 Action Agenda, proposed budget increase in the amount of$8,300 for the Cultural Resources section of the Planned Action EIS. ATTACHMENTS: Contract Amendment Briefmg Summary 2/2/2021 FORM OF AMENDMENT PROJECT: MASON COUNTY BELFAIR URBAN GROWTH AREA ENVIRONMENTAL IMPACT STATEMENT (R0010509) AMENDMENT NUMBER: 1 AMENDMENT EFFECTIVE DATE: 01 /06/2021 This Amendment (this "Amendment") is incorporated by reference into and made a part of the Consultant Services Agreement dated as of May 5, 2020 by and between the Mason County ("CLIENT") and BERK Consulting, Inc. ("BERK") including the attachments, schedules and exhibits attached thereto (the "Agreement"). Capitalized terms used but not defined herein have the meanings assigned to them under the Agreement. The parties to the Agreement agree to make the following additions or modifications to the SOW as follows: 1. Timeline: All services and deliverables to be performed no later than July 31, 2021 2. Additional Budget: This agreement increases the budget for Task 3.1 Cultural Resources by $8,300 for a total not to exceed contract budget amount of $208,249 attached hereto as Exhibit A Except as modified by this and any previously issued Amendment, all other terms and conditions of the Agreement remain in full force and effect. This Amendment may be executed in counterparts, each of which is deemed an original, but all of which constitutes one and the same agreement. Delivery of an executed counterpart of this Amendment electronically or by facsimile shall be as effective as delivery of an original signed counterpart of this Amendment. By their execution below, the parties hereto have agreed to all of the terms and conditions of this Amendment effective as of the Amendment Effective Date listed above, and each signatory represents that it has the full authority to accept this Amendment, and to bind her/his respective party to all of the terms and conditions herein. MASON COUNTY BERK CONSULTING, INC. By: By: ��- Title: Title: Principal Date: Date: 01/06/2021 Consultant Agreement & Amendment Summary— For Reference Only Amount Summary Description Original Consultant Agreement 199,949 Base agreement Amendment 1 8,300 Term extension, add scope, budget Total Consultant Amount 208,249 Base agreement and all amendments VII i EXHIBIT A Added Task 3.1 Cultural Resources Task 3.1.1 -Cultural Resource Review Applied Preservation Technologies will conduct a desktop review of cultural resources. Efforts include: 1) Review relevant written records, including the Washington State Department of Archaeology and Historic Preservation (DAHP) online database of historic properties and archaeological sites and surveys (i.e. the Washington Information System for Architectural &Archaeological Records Data,or WISAARD) 2) Provide a written report of the results of the cultural resource review and professional recommendations regarding additional cultural resource work deemed necessary [e.g. archaeological survey, archaeological monitoring during construction,traditional cultural property (TCP) study] 20 hours x $90 = $1800 Task 3.1.2- Development of Decision Tree Applied Preservation Technologies will assist BERK and the County to integrate a process of review that can be applied to future planned actions. Activities include: 1) Consult with involved parties (e.g. Squaxin Island Tribe, Skokomish Tribe,Mason County) to develop a decision tree guiding cultural resource reviews of future development projects in the UGA 2) Draft decision tree for inclusion in County planned action ordinance guiding future development 50 hours x $90 = $4500 Administrative duties related to contract: $200 Subtotal APT Cost Estimate Cultural Resources $6500 Task 3.1.3—Integration of Results into Environmental Impact Statement BERK will review and integrate the results of Applied Preservation Technologies into the Draft EIS and Planned Action Ordinance,and participate in meetings as part of Task 3.1.2. BERK Cost: $1,800 Grand Total Task 3.1 Cultural Resources: $8,300 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Kell Rowen DEPARTMENT: Planning EXT: 286 BRIEFING DATE: February 8, 2021 PREVIOUS BRIEFING DATES: January 11, 2021 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: Place on the February 16, 2021 Action Agenda to set a public hearing for March 16, 2021 to consider rezone of two parcels (96 acres) from Rural Residential 5 (RR5) to Rural Natural Resource (RNR) to allow for the expansion of the Johns Creek Sand &Gravel mine in Bayshore (parcels 32003-20-00030 and 32134-30-00000). EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): This request by Bayshore Sand and Gravel is to rezone two parcels totaling 96 acres adjacent to their existing sand and gravel mine from residential to Rural Natural Resource. The Planning Advisory Commission voted 6-0 to recommend approval of the application request after review of staff report, applicant testimony, public testimony and deliberation during three separate scheduled meetings on June 22, 2020, November 16, 2020 and December 21, 2020. BUDGET IMPACT: None PUBLIC OUTREACH:(Include any legal requirements, direct notice, website, community meetings, etc.) Site was posted, Public Hearing notice published in the Journal required for Planning Commission and Board. Residents within 300 feet of the proposed rezone plus the Rainbow Lake neighborhood, were also notified by mail. Posted to Planning Advisory Commission website and posted on the home page in the Commissioner agendas. RECOMMENDED OR REQUESTED ACTION: Place on the February 16, 2021 Action Agenda to set a public hearing for March 16, 2021. ATTACHMENTS: Map of rezone request Briefing Summary 2/2/2021 JL IL jj ,�y� gq ,i M' 3 -.A +�•! ^may.ki i�•"1''. *- ir' wvj Now 1 11 111 111 1 1 11 •11 '•.• .•- •• • 11 111 •- Ir •- 1 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: David Windom DEPARTMENT: MCCS EXT: 260 BRIEFING DATE: February 8, 2021 PREVIOUS BRIEFING DATES: If this is a follow-up briefing, please provide only new information NA INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources ❑ Legal x❑ Other— please explain BOH ITEM: Amendment the Board of Health Membership EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): Following the recommendation from the Mason County Board of Health to add a medical provider to the Mason County Board of Health BUDGET IMPACT: None PUBLIC OUTREACH:(Include any legal requirements, direct notice, website, community meetings, etc.) Briefing and action agenda RECOMMENDED OR REQUESTED ACTION: Approve proposed Ordinance ATTACHMENTS: BOH Ordinance Briefing Summary 2/3/2021 Ordinance N o.xx-21 An Ordinance Amending Board of Health Ordinance No. 03-16 Concerning the Composition of the Mason County Board of Health WHEREAS, RCW 70.05.030 allows the board of county commissioners/board of health, at its discretion, to expand of the size and composition of the board of health to include elected officials and persons other than elected officials as members so long as persons other than elected officials do not constitute a majority. WHEREAS, the Board of Mason County Commissioners believe that having officials representing other governments within Mason County will enrich the Mason County Board of Health through discussion of public health policy to ensure that the public health needs of the citizens of Mason County are being met.At the September 27, 2016 meeting the Board of Health added school district representatives to the composition however an ordinance was not signed and this item was re-visited and affirmed at the May 23, 2017 Board of Health meeting; NOW, THEREFORE BE IT ORDAINED by the Mason County Board of Commissioners as the Board of Health that the composition of the Mason County Board of Health shall consist of eleven (11) members as follows: Three (3) elected members of the Mason County Commission One (1) elected member of the City of Shelton Commission One (1) elected member of Mason County Hospital District 1 One (1) elected member of Mason County Hospital District 2 One (1) elected member of the Mason County Fire Commissioners Association One (1) representative of the Squaxin Island Tribe One (1) representative of the Skokomish Tribe Two (2) representatives from Mason County School Board Districts; one from the south end and one from the north end of Mason County. One(1)active medical provider(MD, DO,ARNP, or PA) practicing in Mason County BE IT FURTHER ORDAINED that all members of the Board of Health shall have the ability to vote on all issues pertaining to public health policy and priorities. However, any Board of Health supported issue requiring additional funding from the County will be forwarded as a recommendation to the Board of County Commissioners for final action, and BE IT FURTHER ORDAINED that a quorum shall consist of at least one County Commissioner and at least three other members. BE IT FURTHER ORDAINED that the members of the Mason County Board of Health shall serve terms consistent with the terms of the entity they represent, and BE IT FURTHER ORDAINED that members will serve without compensation, but may be reimbursed for travel expenses approved by the Mason County Board of Health. Final adoption February_, 2021 ATTEST MASON COUNTY, WASHINGTON BOARD OF HEALTH McKenzie Smith, Clerk of the Board Randy Neatherlin, Chair APPROVED AS TO FORM: Kevin Shutty, Commissioner Tim Whitehead, Chief Civil Deputy Prosecutor Sharon Trask, Commissioner MASON COUNTY PUBLIC WORKS—COMMISSIONER BRIEFING FEBRUARY S,2021 Briefing Items • News Release 2021 Herbicide Program • On call services for real estate services for appraisals reviews for right of way • Approval of the 2021 HMA Overlay Projects: CRP 2029,Agate Road and CRP 2030, Old Belfair Highway • Cooperative agreement with USGS for streamflow monitoring gages on the Skokomish River • Two (2) Adopt a Road Program Applications 1. Webb Family to pick up road side litter on Insel Road (from MP 0.00 to MP 0.399) and Delight Park Road(from MP 0.00 to MP 0.931) from 2. Friend of Lynch Creek Farm to pick up road side litter on Johns Prairie Road (from MP 0.510 to MP 2.505) • Correction to approved Road Vacation#406 • Set Hearing for March 16, 2021 at 9:15am to receive public comment on the award of the Solid Waste and Recycle Materials Hauling services agreement to Mason County Garbage Company, Incorporated. Discussion Items Commissioner Follow-Up Items • Road Vacation 404 PCI—Hearings Examiner Recommendations Upcoming Calendar/Action Items Attendees: Commissioners: Public Works: Other Dept. Staff: Public: _Randy Neatherlin _Loretta Swanson _Kevin Shutty _Mike Collins _Sharon Trask _Richard Dickinson Other(list below): NEWS RELEASE February 16, 2020 MASON COUNTY COMMISSIONERS 411 NORTH 5T" 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 Monday, March 1, 2021, 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 rp operty will not be s rp ayed. BOARD OF MASON COUNTY COMMISSIONERS Randy Neatherlin Kevin Shutty Sharon Trask Chair Vice Chair Commissioner MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Loretta Swanson, Director DEPARTMENT: Public Works EXT: 450 BRIEFING DATE: February 8, 2021 PREVIOUS BRIEFING DATE: ITEM: On-call right of way appraisal services BACKGROUND: Public Works would like authorization to use the County MRSC Consultant Roster to select and enter into an agreement for right of way appraisal services, on an as needed basis for 2021-2022 calendar year. We anticipate appraisal and appraisal review services to be required for certain county road projects and other public works activities that may involve right of way acquisitions or relocations. RECOMMENDED ACTION: Recommend the County Board of Commissioners authorize Public Works to select and enter into agreements for right of way appraisal services from the County MRSC Consultant Roster. The maximum pay-out for the agreement not to exceed $200,000; Public Works will announce the consultant selection during a regular scheduled Commissioner meeting. MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Mike Collins, PLS, PE, Deputy Director/County Engineer DEPARTMENT: Public Works - EXT: 450 BRIEFING DATE: February 8, 2021 INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources ❑ Legal ❑ Other— please explain ITEM: 2021 Hot-Mix-Asphalt (HMA) Overlay Projects EXECUTIVE SUMMARY: The following 2021 HMA County Road Projects need approved by the Board of County Commissioners: CRP ROAD NAME ROAD NO. MILEPOST 2029 Agate Road 23910 3.10 -3.78 2030 Old Belfair Highway 98250 0.20-1.20 These projects are identified as 01 and 02 on the 2021 Annual Construction Program. The projects provide improvement to .68 miles of Agate Road, from milepost 3.10 to 3.78 miles and 1 mile of Old Belfair Highway, from milepost 0.20 to 1.20. BUDGET IMPACTS: Agate Road estimated expenditures/grant funding $455,866 - Project Total Cost 394 324 - Transportation Program (STP) Grant Funding $ 61,542- County Road Fund Old Belfair Highway estimated expenditures/grant funding $428,809 — Project Total Cost 370 919 - Transportation Program (STP) Grant Funding $ 57,890- County Road Fund RECOMMENDED OR REQUESTED ACTION: Recommend the Board of Commissioners execute the resolution for CRP 2029, Agate Road and CRP 2030, Old Belfair Highway HMA overlay projects, authorize the Chair to sign all pertinent documents and Public Works to advertise, set bid opening date/time and award contract. ATTACHMENT: 1. Resolution 2. Vicinity maps RESOLUTION NO: BEFORE THE BOARD OF COUNTY COMMISSIONERS OF MASON COUNTY,WASHINGTON. In the matter of initiating countyrRoad projects and assigning CRP numbers. IT IS HEREBY RESOLVED THAT the roads listed below be improved as shown between the points indicated. These projects are hereby declared to be public necessity and the county road engineer is hereby ordered and authorized to report and proceed as by law provided.(RCW 36.75.050,36.80.030,36.80.070 and/or WAC 136-18-030). IT IS FURTHER RESOLVED that appropriations from the officially adopted road fund budget and based on the county engineers estimates are hereby made in the amount and for the purposes shown: Cost Estimate(Thousand ) Annual s Road Log M.P. Type of County Project CRP No. Road Name to ; Work Local Grant Engr R/W Contract Forces Total Section,Township,Range Prog.Item No. No. M.P. (See Code) 2029 1 23910 Agate Rd 3.10-3.78 D 62 394 30 0 426 0 456 S13,14,T20N,R3W 2030 2 98250 Old Belfair Highway 0.0-0.2 D 58 371 30 0 399 0 429 S20,29,T23N,RI W 120 765 60 0 825 0 885 (1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12) (13) (14) (6) TYPE OF WORK CODE A.Grading&Draining F.Sidewalks K.Environmental Mitigation (9) The construction is to be accomplished by contract B. Base&Top Course G.Traffic Facilities L.Fish Passage in accordance with RCW 36.77.020 et.seq. C. B.S.T./Seals H.Paths,Trails,Bikeways (10) The construction is to be accomplished by county D. HMA Overlay I. Bridges forces in accordance with RCW 36.77.065 and WAC 136.18 E. Curbs and Gutters J. Ferry Facilities ADOPTED this day of 2021 BOARD OF COUNTY COMMISSIONERS MASON COUNTY,WASHINGTON ATTEST: Randy Neatherlin,Chair McKenzie Smith,Clerk of the Board APPROVE AS TO FORM: Kevin Shutty,Vice Chair Tim Whitehead, Deputy Prosecuting Attorney Sharon Trask,Commissioner cc: Commissioners Engineer JOURNAL: Publ. It: 2/25/21(Bill Rd Dept.) CRP 2029 Agate Road MP 3.10 3.10 i 3.20 E GARRETT CT 3.30 E LONESOME CREEK RD a � c� a W 3.50 3.60 I :TO MP 3.78 0 r {� Shelton E CRESTVIEW-DR -L JW WA 3 ��. t O N Wn "0 170 340 680 1,020 - a C Feet , W �� .� _ ,•©•OpenSt�eetMap'(and) _, W ebntnbUfv§ CC BY SA CRP 2029 Old Belfair Highway AIE MAKELA V �2 o J MP 1.20 W 1.10 W z NE NEWKIRK RD 1_.0.0 = NE-TEHILLAH WAY IL 0.91w m 0 J O W z / 0.80 I I 0.70 NE TIMBERLINE DR 0.60 NE MCKNIGHT RD 0.50 s. a 0.30 =� WLU WA i I - N (1--0r20 A ,0 225 450 900 1,350 MP 0.20 Feet T 0,periStreethilap(and) �� contributors, CC�tBY=SA MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Mike Collins, PLS, PE, Deputy Director/County Engineer DEPARTMENT: Public Works EXT: 450 BRIEFING DATE: February 8, 2021 INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources ❑ Legal ❑ Other — please explain ITEM: Cooperative Agreement between USGS and Mason County Public Works for streamflow monitoring gage stations on the Skokomish River EXECUTIVE SUMMARY: The Department of the Interior U.S. Geological Survey (USGS) operates and maintains the network of streamflow monitoring gage stations on the Skokomish River near Potlatch and Union for the purpose of flood forecasting, documentation, flow regulations and fisheries enhancement. Most of these stations are funded through a joint agreement between the USGS and Tacoma Public Utilities; however, Mason County, the Department of Ecology and the U.S. Geological Survey fund the South Fork Skokomish gage. The river at this site is unregulated by dams and provides an excellent measure of the natural runoff of the upper basin, particularly during floods. Mason County also participates in funding real time data transmission at the gage near Potlatch. BUDGET IMPACTS: The total fixed cost of this program is $10,363, of which Mason County's portion of the annual cost is $6,900. The remainder ($3,463) is funded by the USGS Federal Priority Streamgage Program. Mason County's share is paid out of the Skokomish Flood Control Zone Fund. RECOMMENDED OR REQUESTED ACTION: Recommend the Board authorize the Chair to sign Joint Funding Agreement #21YGJFA03400 with the US Department of the Interior, U.S. Geological Survey, for the period October 1, 2020, to September 30, 2021 for streamflow monitoring gage stations on the Skokomish river. ATTACHMENT: 1. Agreement 2. Cost Breakdown 6000000725/21YGJFA03400/FY21 Form 9-1366 U.S. Department of the Interior Customer#:6000000725 (May 2018) U.S.Geological Survey Agreement#:21YGJFA03400 Joint Funding Agreement Project#:YGOOHIU FOR TIN#:91-6001354 Water Resource Investigations Fixed Cost Agreement YES[X] NO[ ] THIS AGREEMENT is entered into as of the October 1,2020, by the U.S.GEOLOGICAL SURVEY,Washington Water Science Center, UNITED STATES DEPARTMENT OF THE INTERIOR, party of the first part, and the Mason County party of the second part. 1.The parties hereto agree that subject to the availability of appropriations and in accordance with their respective authorities there shall be maintained in cooperation for operation and maintenance of the cooperative streamgaging program between the USGS and the Mason County Public Works Department(County) (per attachment), herein called the program.The USGS legal authority is 43 USC 36C;43 USC 50, and 43 USC 50b. 2.The following amounts shall be contributed to cover all of the cost of the necessary field and analytical work directly related to this program.2(b)include In-Kind-Services in the amount of$0.00 (a) by the party of the first part during the period October 1,2020 to September 30,2021 (b) $6,900 by the party of the second part during the period October 1,2020 to September 30,2021 (c) Contributions are provided by the party of the first part through other USGS regional or national programs,in the amount of:$3,463 Description of the USGS regional/national program: USGS Federal Priority Streamgage Program (d) Additional or reduced amounts by each party during the above period or succeeding periods as may be determined by mutual agreement and set forth in an exchange of letters between the parties. (e) The performance period may be changed by mutual agreement and set forth in an exchange of letters between the parties. 3.The costs of this program may be paid by either party in conformity with the laws and regulations respectively governing each party. 4.The field and analytical work pertaining to this program shall be under the direction of or subject to periodic review by an authorized representative of the party of the first part. 5.The areas to be included in the program shall be determined by mutual agreement between the parties hereto or their authorized representatives.The methods employed in the field and office shall be those adopted by the party of the first part to insure the required standards of accuracy subject to modification by mutual agreement. 6. During the course of this program, all field and analytical work of either party pertaining to this program shall be open to the inspection of the other party,and if the work is not being carried on in a mutually satisfactory manner, either party may terminate this agreement upon 60 days written notice to the other party. 7.The original records resulting from this program will be deposited in the office of origin of those records. Upon request, copies of the original records will be provided to the office of the other party. 8.The maps, records or reports resulting from this program shall be made available to the public as promptly as possible.The maps, records or reports normally will be published by the party of the first part. However,the party of the second part reserves the right to publish the results of this program, and if already published by the party of the first part shall, upon request, be furnished by the party of the first part, at cost, impressions suitable for purposes of reproduction similar to that for which the original copy was prepared.The maps, records or reports published by either party shall contain a statement of the cooperative relations between the parties. The Parties acknowledge that scientific information and data developed as a result of the Scope of Work(SOW)are subject to applicable USGS review,approval,and release requirements,which are available on the USGS Fundamental Science Practices website(httr)s://www.usgs.gov/about/organization/science-sur)r)ort/science-quality-and-integrity/fundamental-science- ractices . 6000000725/21YGJFA03400/FY21 Form 9-1366 U.S. Department of the Interior Customer#:6000000725 (May 2018) U.S.Geological Survey Agreement#:21YGJFA03400 Joint Funding Agreement Project#:YGOOHIU FOR TIN#:91-6001354 Water Resource Investigations 9. Billing for this agreement will be rendered annually. Invoices not paid within 60 days from the billing date will bear Interest, Penalties, and Administrative cost at the annual rate pursuant the Debt Collection Act of 1982, (codified at 31 U.S.C.§3717)established by the U.S.Treasury. USGS Technical Point of Contact Customer Technical Point of Contact Name: Raegan Huffman Name: Michael Collins Deputy Director, County Engineer Address: 934 Broadway, Suite 300 Address: 100 W Public Works Dr. Tacoma,WA 98402 Shelton,WA 98584 Telephone: 253-552-1651 Telephone: (360)427-9670 Ext 769 Fax: Fax: Email: rhuffman@usgs.gov Email: mcollins@co.mason.wa.us USGS Billing Point of Contact Customer Billing Point of Contact Name: Sharbra Gordon-scott Name: Michael Collins Budget Analyst Deputy Director, County Engineer Address: 934 Broadway Suite 300 Address: 100 W Public Works Dr. Tacoma,WA 98402 Shelton,WA 98584 Telephone: (253)552-1698 Telephone: (360)427-9670 Ext 769 Fax: (253)552-1581 Fax: Email: sgordon-scott@usgs.gov Email: mcollins@co.mason.wa.us U.S.Geological Survey United States Mason County Department of Interior Signature Signatures 3',BARTiONignedbyCYNTHIA CYNTHIA BARYON t.-Date:2020.10.0514:37:41 By BARTON By Date: Name: Cynthia Barton, Ph>D., L.H.G., L.G. Name: Title: Center Director Title: By Date: Name: Title: By Date: Name: Title: USGS-Mason County Cooperative Streamgaging Program,October 1,2019-September 30,2020 USGS Federal Priority USGS Station Streamgage No. Station Name Mason County Program Total Remarks WESTERN WASHINGTON FIELD OFFICE(TACOMA),253-552-1670 12060500 South Fork Skokomish River near Union Streamflow discharge $6,150 $3,463 $9,613 The remainder of this gage is funded by the Washington State Dept.of Ecology and USGS. 12061500 Skokomish River near Potlatch Data transmission via telephone $750 $750 Streamflow discharge with priority real-time data transmission is funded by the City of Tacoma and USGS. TOTAL $6,900 $3,463 $10,363 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Mike Collins County Engineer/Deputy Director DEPARTMENT: Public Works EXT: 450 BRIEFING DATE: February 08 2021 INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources ❑ Legal ❑ Other— please explain ITEM: Adopt A Road Applications EXECUTIVE SUMMARY: Mason County Board of Commissioners established the Adopt-A-Road litter control program (County Code Chapter 12.48) allowing volunteers to register to pick up roadside litter off of County maintained roads. Public Works has received two applications submitted by the following volunteer organizations: 1. Jerry and Jeannette Webb, herein referred to as Webb Family, requesting to adopt Insel Road from milepost 0.00 to milepost 0.399 and Delight Park Road from 0.00 to milepost 0.931. 2. Lynch Creek Farm, herein referred to as Friends of Lynch Creek Farm requesting to adopt Johns Prairie Road from milepost 0.510 to milepost 2.505. The authorized volunteer representatives are Andrew Hunter and Everardo Munguia. It has been determined that both organizations are eligible to participate in the program. Public Works Transportation Technician, Tim Rhoades, has spoken with them and will meet with each group on site, if approved by the Board, to go over risks, responsibilities, safety rules and answer any questions. The Agreements are for a period of two years and volunteers commit to picking up litter at least twice per year along with other conditions spelled out in the Agreement. Public Works agrees to furnish and pick up trash bags, provide safety materials and training aids, along with other provisions spelled out in the Agreement. Pick up and disposal of the trash happens under the Community Litter Cleanup program overseen by the Sheriff's office. RECOMMENDED OR REQUESTED ACTION: Recommend the Board of County Commissioners authorize the Chair to execute the Adopt-A-Road Agreement between Mason County and the following volunteer organization: 1. Webb Family, assigning Insel Road from milepost 0.00 to milepost 0.399 and Delight Park Road from 0.00 to milepost 0.931 as their designated adopted area. 2. Friends of Lynch Creek Farm assigning Johns Prairie Road from milepost 0.510 to milepost 2.505 as their designated adopt area. ATTACHMENTS: Adopt-A-Road Applications and Vicinity Maps APPENDIX 1 Fr-i3 20 , �" Date Application Received To be filled in by County ADOPT-A-ROAD APPLICATION Name of Volunteer Organization Mailing Address, City, State, ZIP Code List the sections of road you are interested in cleaning in order of preference: Road Name Vicinity 2. -T R.1 j'EL /�S' - `CI 414. -T S A 136L C. Road Name unity 3. Road Name Vicinity Sections of County road are assigned on a safety and first-come, first-serve basis. if the sections your group have identified above are not available the Mason County Public Works Department will suggest other alternatives. Volunteer Organization Representatives: (M,to:—F[e5redentative#1 Name of Representative(Print or Type) Mailing Address, City, State, Zip Code Day phone number Evening phone number JE A au�Trg e W�Qa gnature: Representative#2 Name of Representative (Print or Type) -- Day phone number Evening phone number Return this application to: Adopt-A-Road Coordinator Mason County Public Works 100 W Public Works Drive Shelton,WA 98584 ADOPT-A-ROAD APPENDIX 2 AGREEMENT Page 1 of 4 ADOPT-A-ROAD AGREEMENT This agreement is made and entered into this day and between Mason County, a municipal subdivision of the State of Washington herein known as the "County" and j6FR P- r :A-- J CFA 9IJ6 1-16- 019-6 8 ;a volunteer organization herein known as the "Grantee". Whereas, the County has the authority to establish a County-wide Adopt A-Road litter Control Program (Adopt-A-Road Program) pursuant to RCW 47.40; and Whereas the Grantee wishes to contribute toward the effort to reduce roadside litter by volunteering to assist in picking up litter on the section of road specified herein; Now,therefore,the County does hereby authorize the Grantee to participate in the Adopt-A-Road Program by picking later within the assigned section of County road designated below, in accordance with the following terms and conditions_ A. The Grantee does hereby agree:. 1. To conduct clean up activities in a safe manner and under any conditions as may be required by the County for the safety of the participants. Safety of.participants is the number one priority of the program, and the volunteer organization agrees to take full responsibility for the safety of each of its participants. 2. To assign a leader to each cleanup crew, and that crew leader shall have a copy of this agreement with himfher during the cleanup activity. 3. To pick up titter no less than four times per year. Additional clean ups should be done as necessary to maintain a neat appearance. Recommended interval for cleanup is once every three months. 4. To furnish and require all participants wear a hard hat and safety vest during cleanup activities. 5. To allow no more the ten people to participate in the cleanup activity at one time over a one-mile section. 6. To have no more than two vehicles per one-mile section of assigned road parked on the County road shoulder within the assigned area during a cleanup activity. (A minimum number of vehicles shall be used to transport the participants to the assigned area.) All parking of vehicles shall be in compliance with State law. 7. To require that all participants shall be 15 years of age or older. The Grantee shall furnish supervision by one more adults for every eight (8) minors (between ages of 15 to 18 years of age) participating in the cleanup activity. ADOPT-A-ROAD APPENDIX 2 AGREEMENT I V-IS WEB3 Page 2 of 4 8. To conduct a yearly safety training session for volunteers utilizing materials and.training aids provided by the County prior to participating in a roadside cleanup. 9. Provide supplies and materials from Mason County Building I during regular business hours at the address shown on page 4 of this agreement. 10. To place filled trash bags at the County road shoulder for pickup and disposal by the County and notify the County at the time of cleanup to,coordinate the pickup time and locations. 11. To notify the County immediately in the event of any emergency on County road right-of-way. Participants who find anything that is hazardous or suspected to be hazardous shall not touch, but take appropriate precautions flag it and leave it for disposal by the proper authorities. Participants shall also not pick up syringes, hypodermic needles, or exceptionally large, heavy or unyielding objects. These kinds of materials should be flagged and the County notified as soon as possible to arrange for proper disposal. 12. Cleanups shall not be scheduled during a legal holiday,during the afternoon on the day before a legal holiday, or during holiday weekends. 13. To provide the County a roster(Medical Aid Coverage Record)of individual participants in the cleanup within seven(7) calendar days following the cleanup activity. 14. To report any injuries,incurred by participants during cleanup activities,to the County,within two (2) working days of the injury. Notification shall include: o Name of injured person o Nature of injury o Date and time of injury o How the injury occurred 15. Furnish to the County an "Adopt-A-Road Registration Form"for each of the participants taking part in litter pickup activities. 16. It is recommended that the Grantee have a first aid kit available at the cleanup site,and at least one person with a valid First Aid Card be present during cleanup activities. B. The County does hereby agree to: 1. To designate a program administrator to act as a contact person for this agreement 2. To furnish and install a maximum of two (2)Adopt-A-Road signs with the Grantee name and/or acronym displayed within the assigned area. 3. Furnish the Grantee with trash bags. 4. Remove the filled trash bags from County road shoulder upon notification by Grantee. ADOPT-A-ROAD APPENDIX 2 AGREEMENT I1.�� I�E'u►3 Page 3 of 4 5. Assist the Grantee,in cleaning up litter if necessary(.e.,when large,heavy,or hazardous items are found). 6. Provide safety materials and training aids to the Grantee's representative for use by the Grantee in training participants. 7. To furnish a portable"Volunteer Litter Crew Ahead" advanced warning sign and stand,and make available hard hats,safety vests for all participants,and other equipment as deemed necessary (a deposit may be necessary). C. General Conditions, 1. Recycling is an accepted and encouraged activity. Recyclable items collected by participants may be removed from the site at the option of the Grantee. Profits from the sale of recyclable items shall belong to the Grantee. 2. The County may suspend this agreement temporarily because of future construction that will take place within the limits of the assigned area. Once these have been completed,the Grantee will be notified and the agreement restored_ 3. The terms of this agreement shall commence on the date of execution indicated below,and shall end on the date of termination unless terminated by the County, or the Grantee on 30 days notice. Upon termination of this agreement the Adopt-A-Road sign shall be removed and remain the property of the Department. ADOPT-A-ROAD APPENDIX 2 AGREEMENT I FI S Page 4 of 4 D. ASSIGNED ROAD SECTION: Office Use Only Road Name .P 11 * S 4 From � 1 y �L,vi S L� Rd to 17'E a Side of roadway: North South as .0 (Circle assigned sidels) Date of Execution: Date of Termination:January 31 Name of Volunteer Organization Mailing Address, City, State,ZIP Code Id Sigr►'a - Mailing Address, City, State, Zip Code of Representative#1 Day phone number Evening phone number Jr,v�r� 7� W,6 8 9 gnature: Representative�#2 �� Name of Representative (Print or Type) Mailing Address, City, State, Zip Code o Representative#2 Day phone number Evening phone number Chairman of the.Board, Mason County Return To: Mason County Public Works 100 W Public Works Drive Shelton,WA 98584 ADOPT-A-ROAD APPENDIX 3 AGREEMENT111�1 } ADOPT-A-ROAD REGISTRATION FORM Name of Participant(Print or Type) Date of Birth Social Security Number J69(Z`i` - ��� WEBB Address City Z1P Phone Number Peron to notify in case of emergency Retationrhip c dk 2 c 13!}R Alga C46SC- Fglewz Address WARNINGI - PLEASE READ CAREFULLY Participants in the Mason County Public Works Adopt-A-Road Utter Control Program are advised that working adjacent to a County road is a VERY DANGEROUS ACTIVITY,with risks os serious injury or even death. Each participant is further advised that the risk of harm is present even if all safety precautions are followed. Each participant shall exercise due care in performing Utter pickup activities. Participants must receive safety training provided by the Grantee Organization utilizing materials and training aids famished by the County prior to participating in any cleanup activities. Participants shall wear a hard hat and vest furnished by the Organization and appropriate protective clothing during cleanup activities. By signature below, I acknowledge that 1 have read this fort completely, and I understand the responsibilities, the hazards, and the privileges of participation in the Adopt-A-Road Program. My participation in this program is voluntary,and I agree to accept the risks connected with this activity, and further agree on damages,including injury or death resulting from participation in this program. Sig lure of Participant Sign are of Oarent of Guardian if Participant is under 18 years of age Adopt-A-Road- Delight Park Rd MP 0.000-.931 - Insels Rd-MP 0.000-_399_"Webb Family and Friends" a ^o �cam• � ��� LU �cc •20 W MEy o ;a W THORIN LINKE LN i 0.3 i i i W INSELS RD i � o N ' O O O i I I I O I o I I v I z I i W DELIGHT PARK RD I I I O LO d; M O 9 I o 0 0 o r;O�ui CDZA m ,--' \ Horsdd She lton [{� Islort \\ US 101 i� r \ i x \\ Adopt-A-Road W-0 Roads ©(ppentStreetMap(and)'. cont`ntiutors @ZC BY�P.p ate.. APPENDIX 1 �ktR� Date Application kReceived To be filled in by County ADOPT-A-ROAD APPLICATION Name of Volunteer Organization Mailing Address, City, State, ZIP Code List the sections of road you are interested in cleaning in order of preference: ?ZA,��� 1 (,� v +5 Road Name Vicinity 2. Road Name Vicinity 3. Road Name Vicinity Sections of County road are assigned on a safety and first-come, first-serve basis. If the sections your group have identified above are not available the Mason County Public Works Department will suggest other alternatives. Volun iz io..'Representatives: ndrew 45n 4G�f tgf ture. epres ntative#1 Name of Representative(Print or Type) Mailing Address, City, State,Zip Code r- Day phone number Evening phone number Signature: Representative#2 Name of Representative(Print or Type) Day phone number Evening phone number Return this application to: Adopt-A-Road Coordinator Mason County Public Works 100 W Public Works Drive Shelton,WA 98584 ADOPT-A-ROAD APPENDIX 2 AGREEMENT i 1 Z F*�J Page 1 of 4 ADO PT-A-ROAD AGREEMENT This agreement is made and entered into this day and between Mason County,a municipal subdivision of the State of Washington herein known as the"County"and �, ►� Creekk 1 rdl...' ;a volunteer organization herei own as the "Grantee"_ Whereas, the County has the authority to establish a County-wide Adopt-A-Road litter Control Program (Adopt-A-Road Program) pursuant to RCW 47:40; and Whereas the Grantee wishes to contribute toward the effort to reduce roadside litter by volunteering to assist in picking up litter on the section of road specified herein; Now,therefore,the County does hereby authorize the Grantee to participate in the Adopt-A-Road Program by picking litter within the assigned section of County road designated below, in accordance with the following terms and conditions: A. The Grantee does hereby agree:. 1. To conduct clean up activities in a safe manner and under any conditions as may be required by the County for the safety of the participants. Safety of-participants is the number one priority of the program, and the volunteer organization agrees to take full responsibility for the safety of each of its participants. 2. To assign a leader to each cleanup crew, and that crew leader shall have a copy of this agreement with him/her during the cleanup activity. 3. To pick up litter no less than four times per year. Additional clean ups should be done as necessary to maintain a neat appearance. Recommended interval for cleanup is once every three months. 4. To fumish and require all participants wear a hard hat and safety vest during cleanup activities. 5. To allow no more the ten people to participate in the cleanup activity at one time over a one-mile section. 6. To have no more than two vehicles per one-mile section of assigned road parked on the County road shoukierwithin the assigned area during a cleanup activity. (A minimum number of vehicles shall be used to transport the participants to the assigned area.) All parking of vehicles shall be in compliance with State law. 7. To require that all participants shall be 15 years of age or older. The Grantee shall furnish supervision by one more adults for every eight (8) minors (between ages of 15 to 18 years of age) participating in the cleanup activity. ADOPT-A-ROAD APPENDIX 2 AGREEMENT v l Page 2 of 4 8. To conduct a yearly safety training session for volunteers utilizing materials and training aids provided by the County prior to participating in a roadside cleanup. 9. Provide supplies and materials from Mason County Building I during regular business hours at the address shown on page 4 of this agreement. 10. To place filled trash bags at the County road shoulder for pickup and disposal by the County and notify the County at the time of cleanup to'coordinate the pickup time and locations. 11. To notify the County immediately in the event of any emergency on County road right-of-way. Participants who find anything that is hazardous or suspected to be hazardous shall not touch, but take appropriate precautions flag it and leave it for disposal by the proper authorities. Participants shall also not pick up syringes, hypodermic needles, or exceptionally large, heavy or unyielding objects. These kinds of materials should be flagged and the County notified as soon as possible to arrange for proper disposal. 12. Cleanups shall not be scheduled during a legal holiday, during the afternoon on the day before a legal holiday, or during holiday weekends. 13. To provide the County a roster.(Medical Aid Coverage Record)of individual participants in the cleanup within seven(7) calendar days following the cleanup activity. 14. To report any injuries,incurred by participants during cleanup activities,to the County,within two (2) working days of the injury_ Notification shall include: o Name of injured person o Nature of injury o Date and time of injury o How the injury occurred 15. Furnish to the County an "Adopt-A-Road Registration Form"for each of the participants taking part in litter pickup activities. 16. It is recommended that the Grantee have a first aid kit available at the cleanup site,and at least one person with a valid First Aid Card be present during cleanup activities. B. The County does hereby agree to: 1. To designate a program administrator to act as a contact person for this agreement. 2. To furnish and install a maximum of two(2)Adopt A-Road signs with the drantee name and/or acronym displayed within the assigned area. 3. Furnish the Grantee with trash bags. 4. Remove the filled trash bags from County road shoulder upon notification by Grantee. ADOPT-A-ROAD APPENDIX 2 AGREEMENT q 1 .1 Z FZI 'ItZ- Page 3 of 4 S. Assist the Grantee,in cleaning up fitter if necessary(.e.,when large,heavy,or hazardous items are found)_ 6. Provide safety materials and training aids to the Grantee's representative for use by the Grantee in training participants. 7. To furnish a portable"Volunteer Litter Crew Ahead" advanced warning sign and stand,and make available hard hats,safety vests for all participants,and other equipment as deemed necessary (a deposit may be necessary). C. General Conditions: 1. Recycling is an accepted and encouraged activity. Recyclable items collected by participants may be removed from the site at the option of the Grantee. Profits from the sale of recyclable items shall belong to the Grantee. 2. The County may suspend this agreement temporarily because of future construction that will take place within the limits of the assigned area. Once these have been completed,the Grantee will be notified and the agreement restored. 3. The terms of this agreement shall commence on the date of execution indicated below,and shall end on the date of termination unless terminated by the County, or the Grantee on 30 days notice. Upon termination of this agreement the Adopt-A-Road sign shall be removed and remain the property of the Department. ADOPT-A-ROAD APPENDIX 2 AGREEMENT a L 2 �21 Page 4 of 4 D. ASSIGNED ROAD SECTION: Office Use Only Road Name— From 'T 1 i. I-S M§'. C,s to i2 �s N�t�' 2-So5 Side of roadw, t3o So ast West (Circle assigned sides) Date of Execution: Date of Termination:January 31, Sri� S O� ti+D1V1CY1. �f�� 1—Gi•t"e`� Name of Volunteer Organization Mailing Add, ess, City, State,ZIP Code a nI ce-Lt-� ",)n+er- Si ature: R ese to" e A-- Name of Representative(Print or Type) Mailing Address, City, State, Zip Code of Representative#1 Day phone number Evening phone number !&wu 0 .9drCaJ'i� Signature: Representa a Name of Representative(Print or Type) Mailing Address, City, State,Zip Code of Representative#2 Day phone number Evening phone number Chairman of the.Board, Mason County Return To: Mason County Public Works 100 W Public Works Drive Shelton,WA 98584 ADOPT=A-ROAD APPENDIX 3 AGREEMENT ADOPT-A-ROAD REGISTRATION FORM Name of Participant(Print or Type) Date of Birth Social Security Number �a �' Address Person to notify in case of emergency - Relationship Address City. ZIP Phone Number WARNING! - PLEASE READ CAREFULLY Participants in the Mason County Public Works Adopt-A-Road Litter Control Program are advised that working adjacent to a County road is a VERY DANGEROUS ACTIVITY,with risks os serious injury or even death. Each participant is further advised that the risk of harm is present even if all safety precautions are followed Each participant shall exercise due care in performing Utter pickup activities. Participants must receive safety trailing provided by the Grantee Organization utilizing materials and training aids furnished by the County prior to participating in any cleanup activities. Participants shall wear a hard hat and vest furnished by the Organization and appropriate protective clothing during cleanup activities_ By signature below, i acknowledge that 1 have read this form completely, and I understand the responsibilities, the hazards, and the privileges of participation in the Adopt-A-Road Program. My participation in this program is voluntary, and 1 agree to accept the risks connected with this activity,and further agree on damages,including injury or death resulting from participation in this program. Signature of Pa Sign a of Parent of Guardian if Participant is der 18 years of age Adopt-A-Road - Johns Prairie Rd MP 0.510-2.505 "Friends.. Of Lynch Creek Farm" E MEY N 2.60 FPINE E PRAIRIE WOOD PL LDR P4RK LN 2.50 a E JOHNS 2.4� �NtiO�M LN E RHODOp � r EN�Rp� •�O ti 0 Z3� y3 "AL� Creek ca O OHA(y cb ^� t �• � c CV M o z0 ?O E CHALLENGER�� 3--7 0. N e�j C 7 > ti h D .� N BURs m. E EN v 0.10 �00 y M D o c �- o a 0.20 E 13ATSTO v NE CUT � w E HAUL RD OFF Rp O 30 x O o� a OR, � z �O w t- 080 '0.Q o ICY w O ��m w J 0.5.0 vJ �C'? &WAY O w GLE RIDGE DR 0.9g Q i a N Ado -A- t~ w ' a r 1.10 _ 1 w � S Roads V a (an O et d )OPStreenw contributors;CC=Bi-SA 1.20, MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Mike Collins County Engineer/Deputy Director DEPARTMENT: Public Works EXT: 450 BRIEFING DATE: February 08, 2021 INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources ❑ Legal ❑ Other— please explain ITEM: Correction to approved Road Vacation No. 406 EXECUTIVE SUMMARY: Mason County Board of Commissioners approved Road Vacation No. 406 on February 2, 2021 for the vacation of the north half of Fir Street adjacent to Block 8 Lots 21 through 28 in the Plat of Grays Harbor and Union City Railroad Addition to Union City. The vacation area is approximately 200x30 feet in size, that abuts the petitioners Neil and Julie Jones' property. The approved vacated area was supposed to include a 10'x200' unnamed alley that abuts the petition's property, that was an amended addition to the petition that was unintentionally let off of the approved Order of Vacation. Public Works did post a new public hearing's notice that included the unnamed alley and it was part of the requested vacation area that the hearings examiner recommended to vacate formally by operation of law. RECOMMENDED OR REQUESTED ACTION: Recommend the Board re-approve Road Vacation No. 406 that previously was approved February 2, 2021 to correct the vacation area to read as follows: The Vacation of the North half of Fir Street and the South half of an unnamed alley adjoining Lots 21 through 28 of Block 8 in Grays Harbor and Union City Railroad Addition to Union City is approved and formally vacated by operation of law, per RCW 36.87.090. ATTACHMENTS: 1. Hearing Examiner Findings of Fact, Conclusions of Law and Recommendations 2. Updated Order of Vacation 3. Previously approved Order of Vacation BEFORE.THE HEARING EXAMINER FOR:MASON COUNTY 2 Phil 01brechts,'Hearing Examiner 3 4 . RE .Road Vacation No.406 .FINDINGS OF;FACT .CONCLUSIONS. 5 OF LAW AND RECOMMENDATION Petition for.a Road.Vacation 6 ,7. SUMMARY MARY 8 Neil and:Julia Jones have petitioned for vacation of a:poition of Fir'Street between.E: 9 Port,Townsend St. and E.'Tacoma Street in Union and vacation of an undeveloped. -t he Commissioners approve the vacations to a utility 10 alley: It is. and drainage easement. 1l The Fir Street portion has.a gravel,road.constructed as a logging haul road.in the 1.970s: .1.2 This road►neanders through the width of.the right:of way; though it is not an official road and:is impassible .to:passenger vehicles bi:some seasons. Neighboring property 1'3 owners; Joe Cooper(Ex:, 3, 5 and 6)and.Jose.Flores (Ex. 7), argue the.vacation.area i4 of th:e road. provides"the only access to the southern, downhill portions of their:own lots_tivhich front Spruce Stre.etuphill'and to,the north; However, the road vacation_area 1 does not actually connect to the southern portions of their.properties and is separated f om their,properties by a road vacation approved in 2012. There is also no.evidence or 16 assertion that Mr: Cooper or Mr. Flores have:'a ry access rights fioin their property.to the vacation area. Approval of the.vacation.area will have no impacton-emergency 17 access to,the Cooper and Flores properties: 18 There is seasonal surface water runoff:,at,the northeast.corner of the Tones' property. 19 that.passes through one of the proposed vacation areas: County staff have noted the drainage across the Jones.property should be maintained. It is recommended that the 20 vacation be conditioned on a drainage easement across the vacation area that currently 21 provides seasonal drainage; 22 AlL other propertes.in the area.have other ways to acces"s tleir.properties: Conditioned. with the.drainage easement„the proposed vacation area is not necessary for County use 23 and should be.-approved.. 24. 25 Road Vacation P. l Recommendation TESTIMONY l 2 Staff Testimony Mike;Collins,Mason County Engineer;summarized the staff.report:Ex.B;.page..10 is a good depiction,of the vacation area.The parcels are Currently sorved,by another right 4 of way. There is no Countyroad there;but there is a path. The'three,adjacent lots:are 5 using the south half of the"right.of way.to access the properties This right of way is an Am The vacated area is:the back of the'existinQ lots that:are accessed from a right:of 6 way at:the.front: 7 Appl,icant;Testimony 8 Mr.Neif.Jones;Petitioner stated the trailer is.accessed:by Port:Townsend Street.None of the.lots is. accessed by-the-requested.right of way area. 9 10 Public Testitnoriy` I.I. Joseph Cooper-stated he has concerns regardingthe north,half of Fir Street. On the.left side::o.f the.vacation;he:found,a,survey marker on a:corner.That 3.0,-feet'phiS::vacation 12 goes to the center of the road. On the.east side,he couldn't find a pin. However; it appears t1 e.30=feet encompasses;the.entire road.-There'is a steep grade:aft narrow lots.. 13 These lots cannot be:accessed via Pine Street,:so:they will be.effectively landlocked., 14 There aret safety concerns for fire access:He:wants to ensure the Fire.Department has perpetual access to:the top of that hill„He.bo.ught his property knowing he has:access. 15 to the bottom half ofhis property;In response to the.examiner;Mr_Cooper;stated there needs to be:better improvements. The street is straight on the map_but is meandering. 1.6 on the. ground..because of the: topography. He::feels they Heed to do a better job of 17 working,out:where the road actually is and make sure.access:is,maintained to the other pai ts.:of thd.property.He..still has access to the northern p it,.but.this would remove the 18 access to the southern part:of his property: 19' Staff'I3eli ittal 20 Mr. Collins stated there.is adequate access to the lots to the south.The County did:not 21 perform a:road survey They:aren't sure where the trail/path:is in relation to the right of way. Mr. Collins stated he did not know how Mr. Cooper.will be affected.. Mr, 22 Cooper states he needs:Fir Street to reiiiaui pul lic'right:of way to access the southern portion of his:is:properly: However; only a„portion of the right.of way is beuigvacated, 23 there should.still be:an open access on the southern half of Fir Street. 24: Mr. Cooper stated the road meanders and is not centered. 25- In response to the:examiner;Mr.Collins stated there needs.to be a condition of approval. that ensures thexoad will still be accessible tb.properties to the east(across the vacated Road Vacation p: 2 Recommendation Tacoma Street right of.way);.This may require survey work. Mr..Cooper.bas access to l Pine.Street for the:top of his,property. 2 Applicant Rebuttal 3 Mr.Jones stated Port Townsend and McGreavy,can access the Fir S"treet area.Th ere is 4 access from both ends:.Tacoma Street.has been vacatedi The vacation he's asking for is a continuation of previous vacations along Fir Street. 5 6 Mr: Cooper stated he'd like to focus on:the:issue as being"a fire access problem. The topograpliy is.'�rery steep:_Access to the Southern portion:of hisproperty would become> 7 part of a,dead end:'He.also"noted the:ieigbbor next to Mr. Jones has,a right of'tivay vacation but of only 20 feet;not.the'30 feet.-Mr,Jones is asking for.This to him:implies 8 that the road uay.is closer'to the side of`the r gl t:of way rather than in the middle. The road.meanders.throughout the'"60-foot right;ofway: He needs drive through access..He purchased his property with the plat:as is because"it allows him.access. There is a 10 drainage culvert 9n.this road It_is being used:as open right of way.Mr..Coopergahnot. access his property from north to:south because of the yery,aeep slope: One neighbor' F l couldn't develop his property without this road.:He is not the only-person affected by tbis.vacation. 1' Mr Jones.Stated he doesn't want,to cause any.fire hazards. The vacation next to hire, 13 Mr. Hess,is 30 feet.He"used 15:feet:to build his house:while leaving the.road in place. 14 It is Mr..Jones' intention to:only use the"154eet. This will alleviate seasonal:water issues on his prOpetty: 15 EXHIBITS 16 The Staff Report was":admitted as.Ex. .1 with Attachments Al-D5_at the.October f4; 1.7 2020 public.hearing: Additional exhibitse ltered into the record after the;hearing:date: 18 include: 19 Ex. 2 Enlail;froni Joe Fassio(October; 19.2020) Ex. 3"Emailfrom Joe Cooper(Octob.er 20;.20.20.) 20 Ex.4 Emailfroin.Neil Jones(October 20,2020): Ex: 5 Email from Joe.Cooper(October 21,.2020.) 21. Ex: 6 Email from Joe.Cooper(October 22,.20220). 22 EX, 7 Embil.from Jose Flores with,attacliriier t(October 14,2020) Ex..8 Mason Coun_ty_Road.Vacation#382 23 Ex.9 Mason County Graphic Depicting Fir Street Improvements 24 25 Road Vacation p: 3 Recommendation I FINDINGS OF FACT 2 Procedural: 3 1. Heating. A virtual hearing on the petition for vacation was held on October . 4 14,2020 at 2:00 pm via Zoom.The record was left.operi until 5 pm November 3,2020 to allow for:additional opportunities for public comment: 5 'SubstariHve: 6 7 2, SitefProposal Description. The petitioners; Neil and Julia Jones, 'have petitioned for vacation of two portions of right of way. The first portion is the north g half of Fir Street adjacent to.Block 8.Lots 21. through=28 in the Planof Grays.Harbor and Union City Railroad Addition to Union City, an;area 200 feet'in vridth by.3Q feet. 9 in depth. The.Fir Street portion has a gravel road constructed as a logging:haul;road in the 1.970s..This 'road meanders tlirough.the.width.of the right of way,_though.it is not 10 an official.road;and is impassible to passenger vehicles in some seasons,. 11 The second ortionjs an.uno unopened alle ;right of wa' ad'acent.tu the south property P p y � y J P P rty 12 boundaries.of Block&Lots 21-28 in the Plan of Grays.Harbor and`Un on City Railroad. Addition to Union City..This vacation request.is for an area 200 feet in width by 10 feet 13 in depth. Tle alleyway liar Bever been developed:. 14 The Jones' Have requested the vacation because there is seasonal surface.water runoff l5 at the northeast corner of their which requires'a 30-foot septic system setback,. Because they wish to provide more of a buffer between:their house and the adjacent l6 county park,: and .because they wish tb:better control traffic on Fir Street which:is presently dangerous and prone to litter issues. The:Jones._note the neighbor to the.east, 17 Mr::Hess; Was granted the identical vacation(Vacation File No.. 382):(Ex. 8) and that: 1.8 the development profile of these:two lots would be.si Yiilar. 1.9 3 Utility of Vacation Area With Ille(exce0don that a portion ofthe proposed vacation area is used to accommodate sea.:sonal drainage, the proposed.vacation'areas 20 are not necessary to the County road system. A recommended condition of-approval. requires an.easement to'accommodate,.the:drainage. With:.that.condition,the vacation 21 areas can be.found not-necessary to,tho.road system: 22. '-The in,which the vacations are proposed was platted in 1890 with:very. 23 small urban style lots in a gridded.pattern:of h046ot wide roads and:streets and 20-foot wide all.eys.:mid,block (Ex. ..1, Att. A, Page 2). Most of the right of way was never 24 dev.eloped.because of steep topography:.There`is cbmttl lyno toad w..ithin`the alley:Ass noted inFinding:of:Fact.No 2,?the:Fir Street right of way does include;a rough gravel 25 road.that was originally used as'4 logging skid.road.Mr. Fassio testified his.father had: roughed- in;the road:ill the 1970s (Ex. 2.). This road is narrow, muddy, steep :and impassible b.ypassenger vehicles in wet.conditions. Road Vacation p. 4 Recommendation Public Works staff have noted the. proposed vacation areas are not necessary to 1 provide access to any lots and there is no evidence to -the contrary. Neighboring property owners,notably.Joe Cooper(Ex..3,5.and O and Jose Flores(Ex. 7.),argue.the 2 vacation area of the road provides the only access to the southern,downhill portions;of 3. their own lots:which.front,.Spruce Street uphill aild.to the north and that the proposed vacation.area,l as the potential.to provide emergency access;f&firef ghting should.a 4 firebreak out on the southern portion of the..lots to Spruce Street. However, the road vacation area does not.actually connect to the southern portions. of their 5 properties.and.is.separated from:tlleir properties by a road vacation approved in,2012: 6 There.is also no.evidence or:assertion that Mr. Cooper or Mr. Flores have any access fights froi i:their propertyAo.the vacation area. For:these reasons,'the:prdp.osed road 7 - acation will have no current or future.impact on emergency aceess-to th6Flores and Cooper,properties. S, There is seasonal drainage located in the northeastem:portion of the Tones'property"in 9 one of the vacation areas. Public Works. staff:have:recommended that a drainage 10 easement for this area, which is adopted by this recommendation:. With the . . : . .. recommended condition of approval, the,proposed vacation area is not.necessary.to the 11 County road"system. 12 4. Right of Way as Easement. .Mr. Franklin's report, Ex. 1, identifies the vacation area as a:Class Aber MCC 12.20.040 with::i o:required cornpensati' for fee 13 simple interest.;No appraisal.is required. 14 5.. Adininistrative Fees. The petitioner has paid.the$500 administrative:.fee as. 1.5' shown in:the:receipt entered as Ex. l;Att. A,.page 1, 16 CONCLUSIONS OF LAW 17 Procedural: 18 1. Authority.of Heai7nj4.Exak inei..: MCC 12,20.03.0 provides the Exam.i ier 19 with the authority to review road vacation.applications and make a recommendation'to 20 the Mason.Couiity.Board of Courity Coihmissioners. 21 Substantives 22 2. Review Criteria .and. Application. Chapter 1.2.20 MCC sets forth the 23: requirements for vacation of:roads. Furthei pore,MCC I IM.Q10 provides.that"County roads may be vacated in.:accordance with the provisions of Chapter 36.87.RCW. 24 Applicalile.reyiew.standards for vacation:under.Chapter 12.20 MCC., as well as those in Chapter 3'6 87,RCW, are quoted in italics;.below and applied -via corresponding 25 conclusions of law. MCC 12:20.010: Gottye hpsos of' i RCW 36 87; and Mason County may require asp a:condition precedent to the vacation Road Vacation P. 5 Recommendation the receipt of just compensation fr-onii the person or persons beneftina from .the 1 vacation. 2 RCW 36.87.020{ Oi-viiers o the nia or-i a .the• roirta eon ari Coun road or Ortion f J ' f f g Y. h P 3 thereof riiay.petition the county legislative authoriy to vacate.and abandon the sanxe or anyportioii thereof. The petition,inust.sh.ow the land owned by each petitioner-and 4 set forth that such county road is useless aspart of the county r oad.system and that the public:will be be.irejited.by its vacation.and abandonment. The legislative authority 5 nray:.. 6 (1) regaiire the petitioners to .make an appropriate cash deposit or furnish an 7 appropriate bond against all costs tried expenses incurred in the exanziimtion, report;.and proceedings pertaining to,the petition shall be charged; or 8 (2) by ordirran.ce or r•esolutioti require the petitioners to pay a fee,adequate.to cover 9 such costs and expenses. 10 RCVV 36.87.060: If the.cozcrity road ' found useful as apart of the coatniy road systent 11 it shall not.be vacated, but if it is not.useful and the public will be benefited by the Vacation; the county legislative authority niay vacate the,road or tierji portion thereof.. 12 11RCA..36.87;090; Any co.ur ly road, or part thereof; which remains.uhgpen for public 13 yse, or a eriod o , ive .ears a ter the order is made or authori raraitted for.opening f . . p fj.. Y f t1 0 14 it.,shall be thereby vacated, and the..authority for. building it;barred by lapse of`tiine: PROVIDED, That this section,shall not apply to.ariy I7rghtivay, road, street, alleli, or 15 other public place dedicated as such in:airy plat,.whether the-land.included in sirch plat is within or tifthozlt_the limits of an incorporated city,or town, or.to:arzv land conveyed 16 by deed to the state or .ta any county, city or town for-hi ghways, roads, streets, ai leys, 17 or other public places. 18 3 Vacation Area Meets Vacation Criteria. The:proposed vacation conforms to the;requirernents of the statufes quoted above.As detennined,by the findings of fact; 1.9 the:petitioner. owns all of the property abutting the, proposed vacation area. he petitioner has paid $500'in application..fees as required by County regulations (See 20 Finding of.Fact No..5).A's determined in Finding of.Fact;No.3;the vacation area is-not. 21 useful as:.a part of the countyroad.system.The public. will benefit from the vacation as, it will increase the size and developable area of: the Jones"property,;thus adding to 22 Assessor Rolls and it will. also: reduce., poteritial County liability aiid maintenance responsibilities of the vacation area: 23 The Jones'assert that their proposed vacation area has already bee'n,vacated as a;matter 24 of law by operation.ofRCW 36.87.090' This could very well,be the case; but would 25 likely.require a Judicial determination,probably a.quiet.itle action,ao resolve that issue. This,.recommendation only applies the procedures and;standards,available to the Mason- County Commissioners to vacate roads; which requires a finding that the proposed vacation areas are not useful to the County road system. Road Vacation p..6 Recommendation 1. 'MCC 12.20.040: For the:propose of vacating couni.,, roads, all roads shall be 2 classifies(as fo..11ou's; 3 (X}Class A, ;ill r`oaifs for rvlich the riglrt of-ivay is arz:easetze►it (2).Class B.. All roads fo► i hich,the r fight-of-tivayis owned i►z fee simple gird for ivlilelT 4. the county paid full.fair market value of the fee simple estate: 5. 4. Vacation Area Qualifies as Class.A Road.. As determined i.n.the.findings, 6 of fact,.the right of way subject to the requested vacation is an easement and therefore qualifies as a Class.A.road. 7 MCC.12.20:0..50:: Anyperson or persons desiring..to:have any portion.of any,courily. 8 road.vacc ted:s.liall be►•esliiii ed,by the Masoii County. Board of Coii rtv Coinfilissioners: as a°condition precedent to the vacation to compensate the county prior to the wication. 9 The:comp"61sation shall inelucle but not-be limited to;.the appraised,.fair market value 10. of the cotur.tj?'s fee siirzple rizterest iri the vacated road as:of the effective date of'the vacation, and the costs.of any and all appraisals deemed necessa►y.by[..j the Hearing 11 Exdmihei or the. Board of County C'ominissioners, 'together with any. and all administrative costs incarred by the comity in vacating.the road. Said adriinistratlVe: 12 costs shall.ihclzule.the costs of the Hear?iizgE_ta►niner iiz.holding the public hearing:and reporting recoM iendations: .fo the: Board of Cot i ty Conzni ss oilers: Si►ch 13: compensation must be.paid to Maso►►County within six months of the date the Vacation 14 tivas approver.by.the Mason.Cowity commissioners or the vacation shall be. mill and void. 15 5... .Required .Administrative.Fees:Paid.. Compensation for the value of the; 16 vacation area isaddressed;in Conclusion:of Law No.6 below. The petitioner has,paid . 17: S500 deposit for the petition,.as shown in'Ex.a,Att.:A. 18 MCC 12.20.060: The coiurty shall require;as a:co►idition:pi,ecedent to the vacation-of rows di'-poi tion.s.:t/zereof'ivitlzih the classifacatiOhS set forth in Section 12.20.04.0; that l g persons bextefztting r orri the vacation thereof compensate Maso►i Cotrrrty as set foi th i the following schedide: 20 21 (1) ClassARoads:I fifty percent of the appraised vizltte... (2) Class B Roads. One hundred percent of the appraised valite. 22 (3) Class.:C Roads. Ad c.o..mpensad6n other than,for tlie..adn7i fist►alive fee.of the: vacation:action. 23 At'rzo.ttme will the:conipensat on for Class A or B roads,be reimbursed less than the 24 county oraginally,paid for.the property: 25 6' Compensation Required. The version of the.MCC 1 2 M.060 in effect when the subject petition.was filed did not require compensation for Class A roads. That has since,bee.n amended to.,theaanguage quoted above,which.reauke.s.tlie petitioner to.pay Road Vacation pv 7 Recommendation M of appraised value.Vacation.petitions arguably do not vest to vacation regulations l in effect,at the:time of filing.Since 'most land use permit applications aren't subject to the vested rights.doctrine, street vacations also yould:likely not vest as they ar:e,.n ore legislative:in nature: See:Potala Village Klrldand,.,LLC v. City of Ki1•kland; 183 Wn. 3 AppA91(20.14).review dented, 182 Wri.2d 1004(2015)'. The Coniinissioners.should confer with the r legal counsel on this.issue; but it.does appear.that:they may have the 4 authority to require compensation for this vacation request. 5 MCC 12.20.080: Each petition foe vacation of a road shd1l beaccgmpai ied b1�a bond 6 or cash deposit.qf a minimunz of f ve.hundred dollars; which,shall be used to,defray exan_iinatcon, report, publication,. tnvestigdtcon and other costs.connected. t ith the 7 application:. When dee ned necessaryl;bv.the,county of gineet, an additiohal ddvosi.t amount :rnay be required to cover appraisal or other costs. Board of Cumty 8 Coninlissioilers[sic]For ai7ypetitiora, iti7etliergrantetl ordi?�zied;fortivhch tlie.deposit exceeds the total the excess deposit shall be r'gfunded to the petitioner: For"aiz} 9 p'etition, whether gran ted'or denied,for which the costs:exceeds the deposit; the excess 16 shall be billed to the petitiot er and.be due acid payable;inianediatehy 11 7• Required Dcposit Paid. The petitioner has paid a $500' cash deposit as shown in Ex.1,Att.A. The$500.fee.was in effect at the time it was due,.so the required 12 amount was properly paid: The administrative fee: is: distinguisl able from the con pensatioh issue.in.COL No.. 6-because the compensation amount has not. .yet 13. become due:: 14 RECOMMENDATION 15 16 i'The vested rights of the petitioner to former MCC 1`2.20.060.is legally ambiguous; 17 which is why tlus_.report. suggests:consultatibn with the Commissioners' legal.counsel. The Petitioner did pay a.$500:application fee for its petition, so the argument could be 18 ,. that.the Petitioner should, given vested rights because it has invested in:a.process 19 that:reguired no. compensat�on.for wacation,area. However, the sane argimient could be made for land.use permits;and the courts have made it clear under Potala that vested 20 rights only applies.for permits expressly conferred vested rights by state statute or:local ordinance.. The courts have also ruled thatroads vacated by nonuse under the non-user 21 statute, RCW`36.87.090, confer vested rights to the adjoining property,owner&who take title W them.. See Real Progress a City of Seattle, 91 Wn. App 833 (Wadi. Ct. 22 App. 1998). However; that only applies in situations where title;has already been 23 transferred. As noted in COL No. 7, that principle would apply to the $500 administrative fee, since that has already been paid;:but:it likely does_riot apply to the 24 compensation, issue,. since compensation is not yet due: Overall, given the wide discretion afforded to:street.vacation:decisions, it doesn't appear that a:court would 25 hn'd that a compensation requiremeut is subj"ect to the vested rights doctrine. Ultimately, a refind.ofthe administrative fee may be due if,the Petitioner doesn't want to pay compensation, but beyond that it appears that requiring.com.pensatiorl is likely legally defensible. Road Vacation P. 8 Recommendation .It is recommended that the Board of Commissioners approve the proposed vacations; 1 subject to existing easements for ingress and egress for any other purpose;,if ally; and in accordance with RCW 36 87.1.40, retaining an easement in favor of Mason County for any utilities present in:the proposed vacated right of'way. They proposed vacation 3 should also_be subject to a drainage easement to accommodate the seasonal drainage way ideniified;by.Public Work staff. 4 DATED this,2r day ofNoVember,2020 5 7 Phil A.:Olbrechts Mason,County Hearing.Examiner 8 9 10 11 l2 13 14 1.5. .16 17 18 19 20 21 22 23 24 25 Road Vacation p: 9 Recommendation RETURN TO MASON COUNTY PUBLIC WORKS 100 W. Public Works Drive Shelton,WA 98584 IN THE MATTER OF THE VACATION OF A ORDER OF VACATION PORTION OF NORTH HALF OF FIR STREET VACATION FILE NO. 406 AND SOUTH HALF OF AN UNNAMED ALLEY RCW 36.87 ADJOINING LOTS 21-28 OF BLOCK 8 IN THE PLAT OF GRAYS HARBOR&UNION CITY RAILROAD ADDITION TO UNION CITY. PETITIONER:NEIL&JULIE JONES WHEREAS, under RCW 36.87.090, any county road, or part thereof, which remains unopen for public use for a period of five years after the order is made or authority granted for opening it is automatically vacated by operation of law and; WHEREAS, the County desires to recognize and acknowledge that the petition to vacate the described right of way below has been vacated by operation of law: An unused portion of north half of Fir Street and the south half of an unnamed alley adjacent to Block 8 Lots 21 through 28 in the Plat of Grays Harbor and Union City Railroad Addition to Union City.The vacation area is approximately 20000 feet,on the Fir Street side, and 1 Ox200 feet on the unnamed alley side, in size and abuts the petitioner's property. WHEREAS, the date of the virtual hearing was set for October 14, 2020 at 1:00 p.m. and Notice of Hearing, Intent to Vacate, was published and posted according to law; and WHEREAS, the virtual hearing was held on October 14, 2020 and the Mason County Hearing Examiner considered the County Engineer's report, together with any evidence for or objection against said vacation; and WHEREAS, the Hearing Examiner has rendered to the Board of Mason County Commissioners, his Findings, Conclusions and Recommendations and the members of the Board have given them due consideration. NOW,THEREFORE, IT IS ORDERED that the above described right of way is hereby vacated; and IT IS FURTHER ORDERED that said vacation is subject to any existing easements for ingress and egress for any other purpose, if any and in accordance with RCW 36.87.140,retaining an easement in favor of Mason County for any utilities present in the proposed vacated right of way. The prosed vacation should also be subject to a drainage easement to accommodate the seasonal drainage way located in the northeast potion of the Jones's property in one of the vacation areas. DATED this day of 52021 ATTEST: BOARD OF COUNTY COMMISSIONERS MASON COUNTY,WASHINGTON McKenzie Smith, Clerk of the Board Randy Neatherlin, Chair APPROVED AS TO FORM: Kevin Shutty,Vice Chair Tim Whitehead, Ch. DPA Sharon Trask, Commissioner Cc: Vacation File No. 406 Treasurer RETURN TO MASON COUNTY PUBLIC WORKS 100 W.Public Works Drive Shelton,WA 98584 IN THE MATTER OF THE VACATION OF A ORDER OF VACATION PORTION OF NORTH HALF OF FIR STREET VACATION FILE NO. 406 ADJACENT TO BLOCK 8,LOTS 21 THROUGH 28 RCW 36.87 IN THE PLAT OF GRAYS HARBOR-20OX30 FEET IN SIZE PETITIONER:NEIL&JULIE JONES WHEREAS, under RCW 36.87.090, any county road, or part thereof, which remains unopen for public use for a period of five years after the order is made or authority granted for opening it is automatically vacated by operation of law and; WHEREAS, the County desires to recognize and acknowledge that the petition to vacate the described right of way below meets this requirement has been vacated by operation of law: An unused portion of north half of Fir Street adjacent to Block 8 Lots 21 through 28 in the Plat of Grays Harbor and Union City Railroad Addition to Union City.The vacation area is approximately 200x30 feet in size. WHEREAS, the date of the virtual hearing was set for October 14, 2020 at 1:00 p.m. and Notice of Hearing,Intent to Vacate,was published and posted according to law; and WHEREAS, the virtual hearing was held on October 14, 2020 and the Mason County Hearing Examiner considered the County Engineer's report, together with any evidence for or objection against said vacation; and WHEREAS, the Hearing Examiner has rendered to the Board of Mason County Commissioners, his Findings, Conclusions and Recommendations and the members of the Board have given them due consideration. NOW,THEREFORE, IT IS ORDERED that the above described right of way is hereby vacated; and IT IS FURTHER ORDERED that said vacation is subject to any existing easements for ingress and egress for any other purpose, if any and in accordance with RCW 36.87.140,retaining an easement in favor of Mason County for any utilities present in the proposed vacated right of way. The prosed vacation should also be subject to a drainage easement to accommodate the seasonal drainage way located in the northeast potion of the Jones's property in one of the vacation areas. DATED this Znd day of VebvxanA 2021 ATTEST: BOARD OF COUNTY COMMISSIONERS MASON COUNTY,WASHINGTON MNQ)O AND McKenzie S th, rk of the Board Rm7dy Neatherlm, Chair APPROVED AS TO FORM: ) Kelvin Shutt,Vice Chair Tim White ead, Ch. DPA Sharon�Commissioner Cc: Vacation File No. 406 Treasurer MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Richard Dickinson, Deputy Director DEPARTMENT: Public Works EXT: 450 BRIEFING DATE: February 8, 2021 INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources �l Legal ❑ Other—please explain ITEM: Contract Award Solid Waste and Recycle Material Hauling Services — Set Hearing EXECUTIVE SUMMARY: On August 25, 2020, the Board of County Commissioners authorized Public Works to put out a Request for proposals (RFP) for solid waste and recycle material hauling for the collection and hauling of drop boxes from the County Drop Box Station locations and the Eells Hill Transfer Station. Public Works has received one proposal in response to the RFP advertisement. The received proposal was from Mason County Garbage Company, Incorporated out of Shelton, WA. Public Works would like to award the contract to Mason County Garbage Co., Inc. and will need to set a public hearing prior to award, per RCW 36.58.090. PUBLIC OUTREACH: The RFP was advertised for 60-days after initial advertisement (per RCW 36.58.090) in the Shelton -Mason County Journal, the Daily Journal of Commerce and on the County and Builders Exchange of Washington websites. RECOMMENDED OR REQUESTED ACTION: Recommend the Board of County Commissioners set a public hearing for March 16, 2021 at 9:15am to receive public comment on the award of the Solid Waste and Recycle Materials Hauling services agreement to Mason County Garbage Company, Incorporated. ATTACHMENTS: 1. Notice 2. Proposal 3. Current Rates vs. Proposed 4. Comparable of Commodity Values NOTICE OF HEARING NOTICE IS HEREBY GIVEN that the Board of Mason County Commissioners will hold a public hearing in Mason County Building I, Commission Chambers, 411 North Fifth Street, Shelton, WA 98584 on March 16, 2021 at 9:15 a.m. SAID HEARING will be to consider the contract award of the Solid Waste Drop Box Hauling/Recycle Materials Collection and Marketing to Mason County Garbage out of Shelton! WA, for the collection and hauling of drop boxes from the County Drop Box Station locations and the Eells Hill Transfer Station. Pursuant to Proclamation by the Governor 20-28.14, in-person attendance to Commission meetings is temporarily restricted and during this time we will accept public testimony using Zoom. The URL is available on the County website https://www.co.mason.wa.us/ to sign into the meeting. Please use the ""raise hand" feature to be recognized by the Chair to provide your testimony. You can also email testimony to msmith@co.mason.wa.us or mail to the Commissioner's Office, 411 N 5th St, Shelton, WA 98584; or call (360) 427-9670 ext. 589. For questions contact Richard Dickinson, 360-427-9670, Ext. 652 If special accommodations are needed, please contact the Commissioners' office, Shelton (360) 427-9670, Belfair (360) 275-4467, or Elma (360) 482-5269, ext. 419. DATED this 16t' day of February, 2021. BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON McKenzie Smith, Clerk of the Board Cc: Auditor Clerk of the Board Public Works Applicant Journal - Publ 2t: 2 25 21 &3 4 21 (not less than 5 days prior to hearing) Post: 3 public places 15 days before hearing — No later than March 1, 2021 (Bill Public Works U&W— 100 W Public Works, Shelton, WA 98584) WASTE CONNECTIONS Connect tuzrfi ncc Future, Table of Contents ExecutiveSummary.............................................................................................1 Introduction................................................................................................................................1 Solid Waste Handling Qualifications and Experience.......................................2 AboutWaste Connections.........................................................................................................2 GeneralOverview.........................................................................................................2 Growth...................................................................................................................3 Management Philosophy and Financial Resources.....................................................3 Safety.....................................................................................................................4 TheWC Team.......................................................................................................................5 RelevantExperience.................................................................................................................6 SchedulingAvailability...............................................................................................................6 Costs of Providing Services.......................................................................................................6 Compatibility with Existing Facilities..........................................................................................7 Outline of Intended Data Reporting Procedures.......................................................................7 Conclusion.................................................................................................................................7 References................................................................................................................................8 Response to RFP for Hauling Contract—Mason County 1 WASTE CONNECTIONS Conneo with the Frctrrre- Executive Summary Introduction Waste Connections (WC) is pleased to submit its response to the RFP from Mason County(County) for private contracting services to haul the County's Solid Waste Transfer Station boxes and the Blue Box Recycling Program.WC understands public-private partnership arrangements which have become a niche of the solid waste business that we target.With our experience we can insure the job will be done safely and be done right.We are currently engaged in similar public-private partnerships across the United States. Response to RFP for Hauling Contract—Mason County WASTE CONTNECI IONS Connect with the Future 1 . Solid Waste Handling Qualifications and Experience About Waste Connections General Overview Waste Connections (WC) is the third largest publicly traded solid waste services company in North America. WC is a publicly traded (NYSE and TSX symbol WCN) regional, integrated environmental services company that provides solid waste collection, transfer, disposal, and recycling services, as well as petroleum exploration and production (E&P)throughout the United States and Canada. For more information, see hftp://www.wasteconnections.com/. From its principal executive offices in Vaughan, Ontario, Canada, and it principal administrative offices in The Woodlands, Texas,WC serves residential, commercial, industrial, and exploration and production (E&P) customers in 38 U.S. states and five Canadian provinces. WC owns or operates a network of 271 solid waste collection operations; 133 transfer stations; seven intermodal facilities;71 recycling operations;94 active municipal solid waste ("MSW"), E&P, and/or non-MSW landfills;23 E&P liquid waste injection wells; and 16 E&P waste treatment and oil recovery facilities illustrated in the map below. 44 f l - + r - X h i C PIT x{tom r Nt y a r ■rr 3r - t` � ♦. � t - } � `t tit * a�€. ` g. �, • € as ..,-, '� �_ p ll 5 ♦pp a at 2 � �'�.. ' Z ■y £ t F k �. "��». �� _ C _ } it .a♦iy 97 .y'�, rt 'a 3�,xr� 'Se;* y ■ y ya a £ii fly! �a 1 ♦ ulleclmn fir I I Landfill M Iafi�adal =�� :':� EEcP Aroeeacbe,R L4sroael. Response to RFP for Hauling Contract—Mason County 2 WASTE CONNECTIONS Connect witfi:he I iaun- Growth Since our founding in 1997 in Vancouver,Washington, WC has grown into the third largest solid waste and recycling services provider in North America through a series of acquisitions of private and publicly-traded waste companies;divestitures from other solid waste companies; privatization of governmental operations;and successfully bidding, securing, and maintaining a large number of municipal contracts. Management Philosophy and Financial Resources The WC corporate philosophy is based on the belief that the solid waste service business is a local business best managed by professionals living and working in the communities we serve. WC strives to provide service excellence for those communities that place their trust in our company and is always dedicated to putting our customers first. We look to technology and growth to help our customers, employees, and shareholders"Connect with the Future." Both corporate-wide and locally, we are committed to improving the environment for the future of the communities we live in and serve. We believe that our services play an integral part in improving the environment and are always mindful of having the most cost-effective waste management solutions for our customers. In addition,we are committed to the safety of our workers and have programs in place to continually upgrade our risk management and environmental policies. WC's ability to effectively and ethically operate has been driven by our emphasis on integrity since the inception of the Company. Integrity is imperative throughout the organization—not only in the financial and accounting arena, but also in compliance with laws governing our employees, anti-trust and competitive practices. It also applies to our environmental track record as we work with regulators in a large number of states. WC is committed to this value and continuously strives to have the systems in place to ensure the preservation of integrity. A strong internal and external audit program has been and will continue to be integral to the corporate philosophy. The WC Statement of Values, created by a team of corporate, region and district employees, guides our daily and long-term decisions. Statement of Values Honoring our commitments provides our stakeholders peace of mind and establishes us as the premier solid waste services company in the markets we serve. This creates a safe and rewarding environment for our employees while protecting the health and welfare of the communities we serve, thereby increasing the value for our shareholders. Operating Values Safety. We strive to assure complete safety of our employees, our customers, and the public in all of our operations. Protection from accident or injury is paramount in all we do. Integrity. We define integrity as"saying what you will do and then doing it." We keep our promises to our customers, our employees and our stockholders. Do the right thing, at the right time,for the right reason. Response to RFP for Hauling Contract—Mason County 3 WASTE CONNI EC11ONS Connect with the Future- Customer Service. We provide our customers the best possible service in a courteous, effective manner, showing respect for those we are fortunate to serve. A Great Place to Work. We maintain a growth culture where our employees can maximize their potential personally and professionally. Our objective is to provide an environment where people enjoy what they do and take pride in their work. We wish to embody a work hard, play harder culture. To Be the Premier Solid Waste Services Company in the U.S.and Canada. We continue to provide superior returns, remain environmentally responsible, and continue to grow in a disciplined way, deploying resources intelligently and benefiting communities we live in. Vision of the Future Our goal is to create an environment where self-directed, empowered employees strive to consistently fulfill our constituent commitments and seek to create positive impacts through interactions with customers, communities, and fellow employees, always relying on our Operating Values as the foundation for our existence. Safety WC's company culture is a major contributor to our success—and safety is a key component of that culture: it's our#1 Operating Value. At WC,we believe safety is not a department. Rather, safety is the responsibility of each and every employee; it is engrained in our culture 24/7. In fact, we have the best safety record in the solid waste industry. The safety of our employees, customers, and communities comes before anything else, period! It is WC's policy to conduct all operations in a safe and healthful manner. The safety and health of every employee is a fundamental consideration in every business decision, and all reasonable precautions will be taken to protect employees from injury and illness. We obsessively strive for zero incidents and to prevent the occurrence of all work-related injuries, illnesses, and property losses. It is our philosophy that, by tirelessly striving to eliminate unsafe conditions and actions, we will achieve this goal. All applicable safety regulations, codes, and accepted work practices will be trained upon and followed. Each employee will be informed of any hazards associated with his or her job and trained in safe work procedures,the use of personal protective equipment, and other means intended to provide required protection. Training is conducted upon hire of every new employee, prior to an employee being placed in a new position, prior to conducting different work from that to which they are accustomed, and monthly on required topics and as needed. WC's safety program includes accident and injury improvement, safety meetings, safety committee meetings,driver/operator management, reporting and safety assessments, route and work observations, spill response, regulatory training including lock-out/tag-out training, fire prevention training, medical and first aid training, heat and cold stress, accident prevention, defensive driving SMITH system training, PPE training, blood-borne pathogen training, etc. Response to RFP for Hauling Contract—Mason County 4 WASTE+CONNEcrioI\rS Connect with he Future- In addition, all prospective WC employees are subject to pre-employment, nine-panel drug testing, which includes screening for pain medications. Today, these drugs are widely abused and are not detected in the current U.S. Department of Transportation five-panel testing program. Throughout employment, all personnel in safety-sensitive positions are subject to Waste Connections' nine-panel random drug testing program. Additionally, U.S. Department of Transportation (DOT)-regulated employees are subject to the DOT's random drug testing program. The WC Team Vice President of Rainier Division - Matt O'Connell During the course of the contract, Matt O'Connell will offer support to District Manager,Tom Rupert, to satisfy expectations for services under the contract. Matt will offer his expertise as a resource and act as a sounding board for the District Manager to help ensure that the County's goals are met for solid waste and recycling operations. Background: Matt has worked in the solid waste industry since 1991, when he started as a yard boy at Vancouver Sanitary Service (now Waste Connections of Vancouver) in Washington. He progressed to driving all types of solid waste equipment and was promoted into management as a Route Supervisor for Waste Management of Oregon, Inc. in 1998. As Operations Manager at WC in Fife,Washington, Matt oversaw the successful rollout for the commingled recycling services in 2004, involving nearly 72,000 customers. He went on to become Site Manager and in January 2012— Division Vice President for all Alaska sites. Matt is happy to have moved back to his native Washington as the Division Vice President in charge of all WC's Northern Washington locations.As DVP, he serves as a link between the various districts, providing access to capital resources and managing contracts throughout Northern Washington. District Manager of Mason County Garbage Co. Inc. -Tom Rupert Tom will ensure that the team has the financial, staffing, and equipment resources needed to support the customers in the County. Tom will work directly with the Site Manager to ensure the District and County's goals for customer service, efficient and safe collection, and recycling goals are achieved. Background: Tom has 19 years of experience in solid waste contract management, including collection and disposal of garbage and collection, processing, and marketing of recyclables. Tom started in the industry in accounting with Allied Waste in the South King County Markets. He moved into operations as an Operations Supervisor in 2006 and was promoted to Operations Manager in 2007. In 2009 he became a Site Manager in Centralia overseeing the Lewis County Market and started to oversee the Grays Harbor Market in 2011. Tom is currently responsible for the administration of 17 city contracts in Grays, Mason, and Lewis Counties. Site Manager of Mason County Garbage Co. Inc.—Chad White Chad White will provide guidance for the entire team at Mason County Garbage. Chad will keep the District Manager, Tom Rupert, informed on the status of all hauling operations, drivers, safety issues, equipment needs and any other issues that need to be reported. He will manage safety and compliance programs, staffing, route planning, budgeting, and customer service.Additionally he will Response to RFP for Hauling Contract—Mason County 5 WASTE CON NiEC 11ONS Connect with the Future provide coaching, general instruction, and safety instructions to insure the County's goals are met for the solid waste and recycling operations. Background: Chad has worked for Mason County Garbage since June 2003, when he was hired as a residential rear load driver.After about a year he moved into the commercial rear load route. After a little over four years in that route he moved into a residential automated recycle route. Chad operated this route for about two years and then took on the responsibility of Route Supervisor. He performed this role for about a year before he was promoted to Operations Supervisor which includes dispatching for all routes, managing routes and scheduling, working with office staff and maintenance staff, and being responsible for safety meetings and managing the Drive Cam program. Chad was promoted to Site Manager in August 2018. Relevant Experience Our team has a strong background in municipal solid waste and recycling services on similar contracts in Western Washington as outlined above. In addition, Mason County Garbage has provided the services requested in this RFP under contract for Mason County since 2002. Each Waste Connections site operates as part of a larger team.The Rainier Division,which Mason County Garbage is part of, is able to share resources in experience, knowledge and operational assistance to be able to provide the best service. Schedule Availability Mason County Garbage currently provides the transfer station box and recycle box hauling services to the County as described in this RFP. This includes regularly scheduled and on-call hauls.Any changes to the current haul schedule will be mutually agreed upon between the County and WC. Costs of Providing Services Price is per haul except the Weekend On-Call rate which is per hour. Hauls are round trip. Recycle Transfer Station Boxes Boxes Monthly Rent per Box $100.00 $150.00 Shelton Transfer Station $100.19 $48.50 Belfair Transfer Station $197.34 $244.55 Hoods port Transfer Station $127.47 $185.65 Union Transfer Station $108.39 $166.56 Weekend on Call Rate—Per Hour $165.00 $225.00 Commodity Values Should the actual monthly combined proceeds of the value of the commodities sold by the contractor exceed a positive value of over five hundred dollars,the proceeds in excess of five hundred dollars shall be paid by the Contractor to the County. Response to RFP for Hauling Contract—Mason County 6 WASTE CONNFC11ONS Connect with the Futury Should the actual monthly combined proceeds of the value of the commodities collected and sold by the contractor fall below negative three thousand dollars the pricing above can be negotiated in good faith by both parties. Compatibility with Existing Facilities Mason County Garbage is currently performing the services outlined in this RFP. All of the equipment we use in carrying out these services is compatible with the County's facilities. Outline of Intended Data Reporting Procedures Working in conjunction with the county we would develop Excel formatted monthly and annual reports.These reports would be: • Monthly and Annual Reports for the monthly tonnage totals for each commodity hauled for each site including number of hauls per site. • Descriptions of how and where the material is being marketed for each commodity. • Monthly revenues or expenses paid for each of the commodities. Conclusion It has been our pleasure to provide this service to the county for the last 18 years and we appreciate the opportunity to respond to this RFP.Waste Connections' commitment to excellence will ensure that recyclable material is properly handled and drop stations will remain clean and presentable to the public. Mason County Garbage has proven to provide superior service and would love to continue our successful partnership with the County. Response to RFP for Hauling Contract—Mason County 7 WASTE CONNEC'1YONS Convect with the Future- References Mark Cox Grays Harbor County Director of Utilities and Community Development PO Box 511 Montesano,WA 98563 360-249-4222 Greg Gachowsky Lewis County Solid Waste Manager 1411 South Tower Ave Centralia,WA 98531 360-740-1451 Karen Weiss Financial and Asset Management Division Manager Interim Solid Waste Division Manager Thurston County Public Works 9605 Tilley Road S. Ste. C Olympia,WA 98512 360-701-5733 Response to RFP for Hauling Contract—Mason County 8 I CURRENT RATES VS NEW PROPOSED RATES RECYCLING DROP BOX Jul -20 Jul -20 Current Proposed Current Proposed Haul $12,152.15 $13 743,.31 13.09% Haul $4,796.2G $4,498.90 -6% Rental $3,173.10 $4,500.00 41.82% Rental $497.22 $450.00 -9% sub total $15,325.25 -$2,918.06 $18,243.31 19.04% sub total $5,293.42 $4,948.90 -7% Commodityi 1 $0.00 $3,135.00 Adj total $15,325.25 $216.94 $'15,108.31 -1.42% Adj total $5,293.42 $4,948.90 -7% October-20 October-20 Haul $11,031.02 $12,522.51 Haul $3652.46 $3,423.70 Rental $3,173.10 $4,500.00 Rental $782.50 $709.24 sub total $14,204.12 $2,818.39 $171022.51' 19.84% sub total $4;434.96 $4,132.94 -7% Commodity $0.00 $0.00 Adj total $14,204.12 -$2,818.39 $17,022.51 19.84% Adj total $4,434.96 1 $4,132.94 1 11-7% CURRENT PROPOSED DIFFERENTIA_ L. July $ 20,618.67 $, 20,057.21 2.72% October $ 18,577.78 $ 21,155.45 1388% Combined $ 39,,19.6.45 $ 41,212.6;6; 5'.14% I I I I Commodity Values 2020 Composition of Recycle July* Aug** Sep** Oct** Nov** Dec** Tonnage OCC(Old Corrugated Containers)Price 30% $57.50 $40.00 $40.00 $40.06 $40.00 $65.00 MWP(Mixed Waste Paper)Price 24% $150.00 $43.36 $80.05 $40.25 $64.93 $55.30 Plastic/Tin Price 27% $70.00 $39.00 $47.00 $49.00 $61.00 $71.00 Aluminum Price 1 4% 1 $4S.001 $73.291 $47.S61 $110.141 $64.741 $53.30 Glass Price 1 15% 1 $25.001 $33.001 $33.001 $33.001 $33.001 $33.00 *Prices derived from RecyclingMarkets.net Northwest USA Regional Average Commodity Price Index **Actual Commodity Values provided by MCG Recycling Commodity Values $200.00 ---------------- ------------ ------- — $150.00 - - -- $100.00 -- ---- - - ---- ---- -- -...----- ----------------- $0.00 July* Aug** Sep** Oct** Nov** Dec** $50.00 - -- -- - - -- ------ --- --- ---- __-- $100.00 - - -- - - ---- - _ .._. --- -..-. - ---- ..------- -OCC(Old Corrugated Containers)Price _MWP(Mixed Waste Paper)Price —Plastic/Tin Price ®Aluminum Price —Glass Price