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2021/02/16 - Regular Packet
NEWS RELEASE 2116/21 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 NEWS RELEASE February 16, 2021 MASON COUNTY COMMISSIONERS 411 NORTH 5T" 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. The three-year term ends on May 31. 2022. 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 5th 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 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 property will not be s rp ayed. BOARD OF MASON COUNTY COMMISSIONERS Randy Neatherlin Kevin Shutty Sharon Trask Chair Vice Chair Commissioner MASON COUNTY TO: BOARD OF MASON COUNTY COMMISSIONERS Reviewed: FROM: Ginger Kenyon Ext. 380 DEPARTMENT: Support Services Action Agenda DATE: February 16, 2021 No. 4.1 ITEM: Correspondence 4.1.1 Received a letter from Brenda Windom regarding Proposed New Subdivision. 4.1.2 Paddy McGuire Mason County Auditor sent in a letter of appreciation. 4.1.3 Kenneth Sebby sent in an Advisory Board application for the Timberland Regional Library Board of Trustees. 4.1.4 Fire Chief Clint Volk from Mason County Fire District 6 sent in a letter regarding the Requesting a review of appraisal process/result for Area 3, N1. Attachments: Originals on file with the Clerk of the Board. 2/3/2021 Mail-GKenyon@co.mason.wa.us Cc:CMMRS Neatherlin, Shutty, Trask � FW: Proposed New Subdivision C:CIerk� McKenzie Smith Tue 2/2/2021 3:46 PM To:Ginger Kenyon <GKenyon@co.mason.wa.us>; Good afternoon Ginger, Would you please add this as correspondence for the next Commission meeting? n PE,T'JFEE D Thank you so much, IFE-B 03 2021 McKenzie Smith Clerk of the Board,Records Specialist Mason County Mason County Commissioners Office Commissioners (360)427-9670 ext.589 1 msmith@co.mason.wa.us hftp://www.co.mason.wa.us/ 'Please note:Mason County complies with the Public Records Act Chapter 42.56 RCW.As such,any e-mail sent to and/or from the County may be subject to public disclosure. From: Brenda Windom<rose—iz—rose@hotmail.com> Sent:Tuesday, February 2, 20213:16 PM To: McKenzie Smith<msmith@co.mason.wa.us> Subject: Proposed New Subdivision Commissioners; I would like to speak in favor of allowing the proposed subdivision. Advantages: 1)Shelton area sorely needs affordable housing. 2)Location is near shopping,schools, and bus transportation 3)Agreement provides for'affordable rental housing'for 30 years, making room for changes at that time if necessary. 4)Affordable rentals are an ideal starting place for'working poor'who move on to home ownership as their circumstances improve. 5)Mid-income families need affordable,safe, quality places to raise their families. 6)Light manufacturing and other industries can't come here without a decent workforce—or decent housing for an imported workforce. Disadvantages: 1)4 units/acre is too many.The space would feel more like a mobile home park than a subdivision. Leave room and require a tree or two per lot? 2)More car traffic, more trash and pollution, BUT:Shelton area is growing now,and is likely to continue growing. Making proper spaces for people is far better than not. 3)More water/sewer use 4)Watershed diversion issues. Actually;this concern could be addressed by requiring French drains around every home that puts rainwater from the roof directly back into the ground.Also perhaps a holding pond for storm water that would be designed to filter,then put water into the ground instead of the sewer. Thank You, Brenda J Windom Shelton,WA https://owa.co.mason.wa.us/owa/#path=/mail 1/2 Cc:CMMRS Neatherlin, Shutty, Trask CC-erk9 Mason County Auditor Phone: (360)427-9670 ext. 468 411 NFifth Street Fax: (360)427-1753 PO Box 400 Email: pmcguire@co.mason.wa.us Shelton, WA 98584 Website: www.co.mason.wa.us/auditor February 2,2021 The Honorable Randy Neatherlin Chair Mason County Board of County Commissioners 411 N 5"Street Shelton,WA 98584 Dear Commissioner Neatherlin: I want you and the other commissioners to know how much I and the rest of the Auditor's Office appreciate the work of Kelly Frazier and all of the Facilities staff. Last year was incredibly busy for us and we made request after request for assistance. Some of those requests were large,like redesigning and building out the Ballot Processing Room into a full-fledged Covid-safe Vote Center. Some requests were smaller,like posting flags at each ballot box. Every request was dealt with promptly,with good humor, and with an understanding of our needs and timelines. We are all incredibly appreciative of the work that the Facilities staff does for us day in and day out and want you to be aware. I am, Sincerely yours, Paddy McGuire Auditor Cc: Commissioner Shutty Commissioner Trask Kelly Frazier Iveamenin, Shutt , Trask Clerk cleft tf4,��<l 7�" 6 e e rP ' Co � ,� ' MASON COUNTY c:vlvllvu,�osv1rL12S 411 NORTH FIFTH STREET SHELTON WA 98584 --— Fax 360-427-8437; Voice 360-427-9670, Ext. 419;275-4467 or 482-5269 1854 Mason County Commissio �sL- I AM SEEKING APPOINTMENT TO 1 (� onr- a g' ro6tr-e-53 NAME: en n 6+ ADDRESS: PHONE. CITY/ZIP: VOTING PRECINCT: WORK PHONE: (OR AREA'IN THE COUNTY YOU LIVE) E-MAIL. ------------------------------------------------------------------------------------------- COMMUNITY SERVICE EMPLOYMENT: (IF RETIRED. PREVIOUS EXPERIENCE) (ACTIVITIES OR MEMBERSHIPS) COMPANY: aTi,(1e a A Plea Se-. See YRS �(Y1 �n�.las�d GJ nalf'Oal ct-. �riodie- W,,L,,6 .�pQ,'+ 4 POSITION: 1-4Ckr64j'.1j IJ- cn--ne (-9w,)wr5 A%M, COMPANY: YRS Ida&+ Pre-',don't POSITION: -------------------------------------------------------------------------------------------- In your words,what do you perceive is the role or purpose of the Board, Committee or Council for which you are applying: cam Qh QV®G,A i F ocP An� �� Ccaw�'�c�')�� l ke- Porpa5 ®S-' +k-e -B®c,r4 'I--:0 +C' Pr o'ne-te 2GA Oi N �- g-- L F,a64 j fj G-- •+o ALL, i�S�C-I & \'uve� o� uir" n rr3i�_5 OV CA +g,1750 �5iU�.5, A � ra j shuwld- k0 1;9-SW1 I cti 'e cP +ke- CVVnM01" 1 !a h6 i^v ,sh��i d �� �- .disc I ltii s�� a - . P1u� F� What interests, skills do}Lou wish to offer t Board, Committee, or Council? � i 4W-) ci n el ,d lC Fja O F'2 (�rr� �U C'! s ir��C� L`)y'i` - `F uf-1-2 e.- I Ii-nb -riot j �i�h1t lh �s °i- CCe �Gn`)I W dC 6PO4�� IX,a;r C)e) ct + elcd husi5 n no+ �+ravvi w� v� y iklx' a5+�l Please list any financial, professional, or voluntary affiliations which may influence or affect your position on this Board: (i.e. reate 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 a d Public Records).The trainings would be at no cost to you.Would you be able to attend such trainings? Ye'-5 f2aeSpvc+-r-'i i IV) Reallstically ho ch time can you give tolWs position? Quarter) Monthly ;W3e DailyOffice Use Oniy irh ►►, " 1e, Gr�t9t.� U2 U Appointment Date Signature Date 2-02-9 Term Expire Date CURRICULUM VITAE Kenneth R Sebby MD Education: High School: Beatrice High School, Beatrice, NE 1960-1964 College: University of Nebraska, Lincoln, NE 1964-1968 B.S. Medical School: University of Nebraska COM, Omaha,NE 1968-1972 Internship: LA County-USC Med Center, Los Angeles, CA 1972-1973 Residency: Tulane School of Medicine, New Orleans, LA 1973-1977, including Charity Hospital, New Orleans, LA, VAH &Touro Infirmary, New Orleans, LA, Columbus Medical Ctr, Columbus, GA, Shriners CrippledChildren Hospital, Shreveport, LA, Huey P. Long Charity Hospital, Pineville, LA, Chief Resident, VAH, New Orleans, LA, Military: March AFB Regional Hospital, Riverside, CA 1977-1979/USAF Commendation Medal Hospital Affiliations: Mason General Hospital, Shelton, WA 2002-2007 Beatrice Community Hospital, Beatrice, NE 2000-2002 Trinity Medical Center & Unimed Medical Center, Minot, ND, 1998-2000 Eisenhower Memorial Hospital, Rancho Mirage, CA, Emeritus Staff 1079-1098 Desert Hospital, Palm Springs, CA 1979-1998 Indio Community Hospital, Indio, CA 1979-1984 Riverside Community Hospital, CA ER Staff 1977-1979 March AFB Regional;Hospital, Riverside,CA 1977-1979 Teaching Positions: i Kern Medical Center, Bakersfield, CA Professor of Orthopaedic Surgery 1978-1979 Rotorua Hospital, New Zealand, Lakes District Health Board 2008 . . i Sacramento VHA, St. Louis VHA, Des Moines, Iowa VHA 2009-2013 Locums Ortho Positions: MDA/St.Mary Medical Center, Walla Walla, WA June, 2006 MDA/Puliman Regional Hospital, Pullman, WA October 2007-2009 Global Medical/Grand Cayman, Cayman Islands & Rotorua, NZ 2008 MDA/Juan F Luis Hospital, St. Croix, USVI August, 2008 MDA/Sacramento, CA VAH, January-March 2009 Onyx MD/Multicare, Covington, WA June-July, 2009 Onyx MD/Hazel Hawkins Memorial Hospital, Hollister, CA August 2009 StaffCare/Mee Memorial Hospital, King City, CA January 2010 & 2011 Onyx MD/St. Louis, MO VAH June-August 2010 StaffCare/Des Moines, Iowa VAH May-August 2011 & Nov 2011-Febr 2012 & May - August 2012 (Last Assignment) ; Consultant State of Washington.Department of Health Medical License(active) Washington MD00031767.Exp:.03/28/2026 CME Credits Attendance Yearly at Annual Meetings of American Academy of Orthopedic Surgeons Member of doximity.com & sermo.com with online learning and communication I DEA#AS8031673 Exp: 02/29/2017 NPI # 1881703643 ME# 03005720817 Medicare#GAB32681 Medicaid # 116243 _ L&I # 162846 . BLS 10-2016 ACLS 12-2013; Credentials: Board Certified American Board of Orthopaedic Surgery, September 15, ,1978 Fellow, American Academy of Orthopaedic Surgeons, March 1, 1981 i Fellow,American Academy of Orthopaedic Society for Sports Medicine, July 15, , 1982 Fellow,American College of Surgeons,October 16, 1983 Publications: Magnesium Metabolism In Man with Special Reference to Jejunoileal Bypass for Obesity; Swenson, S., Lewis, J.I., and Sebby, K.R.;American Journal of Surgery, Vol 127, pp 250-255, 1974 Double Loop Coracoclavicular Wire Fixation for Complete A-C Separation, a Foilowup Study, Hughston, J. and Sebby K.R. A Bridal for the Unbalanced Spastic Foot; Riordan, D., and Sebby, K.R. The Kantankerous Kiddy Knee; Rambach, B. and Sebby, K.R. Activities and Honors: Phi Rho Sigma Medical Fraternity Upjohn Achievement Award 1972 Medical School Admission Committee 1972 Service Award, Los Angeles Indian Free Clinic 1973 Air Force Commendation Medal 1979 Chairman of Mediation Committee, RCMA 1983-1991 Secretary-Treasurer, Indio Community Hospital, 1980-1981 Chief of Orthopaedic Surgery, EMC 1984-1986 Chief of Orthopaedic Surgery, DH 1990-1992 Vice-Chief Dept of Surgery, DH 1992-1993 Team Physician, College of the Desert and Indio High School, 1979-1989 Guardian Award, Boy Scouts of America Board Member, Coachella Valley Boys Club 1982-1992 Chart Member, La Quinta Hotel Golf Club 1980 Board Member, Coachella Valley Historical Society 1984-1988 Member Hughston Society _ Board Member Coachella Valley Physicians Association, 1987-1993 Member Eisenhower Physican Medical Group 1987-1997 Member Eisenhower Five Star Medical Group 1995-1997 Member California AAdvantage LTD 1995-1997 Member Riverside County Medical Association Member Union of American Physicians and Dentists Member American Medical Association FATHER of USAF and USMC SONS & DAUGHTER Res %cffully submitted Kenneth R Sebby, MD 0210=021 i 10/30/2019 Cc:CMMRS Neatherlin, Shutty, Trask Clle-r✓ Fire Chief Clint Volk PO Box 39 Union, WA 98592 • 50 E Seattle St. Union,WA 98592 Phone 360-898-4871 a Fax 360-898-4870 • Chief@mcfd6.com To: Honorable Mason County Assessor Patti McLean Cc: Honorable Commissioners Shutty, Neatherlin & Trask Re: Requesting a review of appraisal process/result for Area 3, N1. On 1/27/2021 Mason County Fire District # 6 received our 2021 certified levy rates. With the certified levy rates, the expense and EMS assessed valuations are included. After reviewing these numbers, 1 am shocked at what 1 have discovered. Every single fire district's assessed valuation went up a minimum of 27 million dollars across their expense and EMS valuations. The average increase across the smaller fire district's in Mason County (Fire District's 1,3,11,12,13,16, 17,18) was 49.75 million dollars. In Union, one of the most desired communities in Mason County, your staff reduced the valuation by 45.37 million dollars. 1 have spoken to your staff in an attempt to understand this result. The best answer I received was all the good lots in Alderbrook are gone and now the only ones left sell for$5,000. 1 reject this methodology as we are in an incredibly stable economy and real estate market. Also, there must be another metric to judge a premium community that has sold all its premium lots. Home sales are at least stable, if not sharply up in Area 3, N1. Please understand my concern when every other fire district increases their valuation by at least 27 million dollars and Area 3, N1 sees a 45.37-million-dollar reduction. 1 am respectfully requesting a full review of the 2021 appraisal process for Area 3, N1. Respectfully, Clint Volk �� BOARD OF MASON COUNTY COMMISSIONERS' BRIEFING MINUTES Mason County Commission Chambers,411 North 5th Street,Shelton,WA February 1,2021 9:00 A.M. Executive Session—RCW 42.30.110(1)(i)Litigation Commissioners Neatherlin, Shutty and Trask met in Executive Session with Tim Whitehead from 9:00 a.m.to 9:45 a.m. Also in attendance was Tim Higgs,Dave Windom,Kell Rowen and Nichole Wilston. Respectfully submitted, Diane Zoren,Administrative Services Manager BOARD OF MASON COUNTY COMMISSIONERS Randy Neatherlin Sharon Trask Kevin Shutty Chair Commissioner Commissioner Board of Mason County Commissioners IN Proceedings Commission Chambers h 411 N 5th St, Shelton, WA 98584 February 2, 2021 1. Call to Order—The Chairperson called the regular meeting to order at 9:00 a.m. 2. Pledge of Allegiance— Dedrick Allen led the flag salute. 3. Roll Call— Present: Present: Commissioner District 1 — Randy Neatherlin; Commissioner District 2— Kevin Shutty; Commissioner District 3—Sharon Trask. 4. Correspondence and Organizational Business 4.1 Correspondence 4.1.1 Federal Energy Regulatory Commission sent in a letter regarding Flow and Ramping Rate Deviations—Articles 407 and 411. 4.1.2 Randy Neff sent in an application for the Planning Advisory Commission. 4.1.3 Cheryl Heywood of Timberland Regional Library sent in a response to former trustee Kathleen Varney's letter from December 4, 2020. 4.1.4 Terrance and Jamie Austad sent in a letter concerning the COVID-19 shot. 4.2 Mike Collins announced the Consultant Selection for On-Call Structural, Geotechnical, and Hydraulic Services for Calendar Year 2021 and 2022. 5. Open Forum for Citizen Input No citizen input. 6. Adoption of Agenda Cmmr.Trask/Shutty moved and seconded to adopt the agenda as published. Motion carried unanimously. N-aye; S-aye; T-aye. 7. Approval of Minutes Cmmr. Shutty/Trask moved and seconded to adopt the December 8, 2020 Regular Minutes and January 11, 2021;January 25, 2021 Briefing Minutes; and January 26, 2021 Special Minutes as presented. Motion carried unanimously. N-aye; S-aye;T- aye. 8. Approval of Action Agenda 8.1 Approval of Warrants&Treasure Electronic Remittances Claims Clearing Fund Warrant# 8077110-8077398 $ 1,571,236.19 Direct Deposit Fund Warrant# 74641-75027 $ 778,028.82 Salary Clearing Fund Warrant# 7005694-7005718 $ 544,295.63 Treasurer Electronic Remittances $ 8.2 Approval to set a Public Hearing on Tuesday, February 23, 2021 at 9:15 a.m. to consider a petition from Fire Protection District No. 16 for annexation of additional property into Fire Protection District No. 16. 8.3 Approval for the Board to authorize the Chair to execute the Road Levy Certification for 2021. 8.4 Approval for the Board to authorize Public Works to purchase two Automated Flaggers through the Washington State contract for a total of$26,695.00 plus sales tax. 8.5 Approval for the Board to authorize Public Works to purchase a Midland Road Widener attachment off the County's Cooperative BuyBoard contract from Cooper Equipment Company for a total of$227,733.50 plus sales tax. 8.6 Approval for the Board to authorize the transfer of ownership within the Public Works Department allowing the Utilities and Waste Management Division to trade their Vactor Truck to the Roads Division in exchange for a 2004 John Deere backhoe, 2009 Ford Escape, and $69,891.03. 8.7 Approval for the Board to consider the Hearing Examiner's recommendation to approve Road Vacation no. 406, vacating formally by operation of law, a portion 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. (Exhibit A) 8.8 Approval for the Board to consider the Hearing Examiner's recommendation to approve Road Vacation no. 408, vacating a public easement in the Plat of Skookum Point Tracts along the south boundary of Assessor's parcel # 32024-51-00027, Recorded in Volume 4, of Plats at pages 54 and 55, Records of Mason County, Washington. (Exhibit B) 8.9 Approval for the Board to set a Public Hearing for Tuesday, March 2, 2021 at 9:15 a.m. to consider approving the franchise agreement between Mason County and City of Shelton to construct, operate, and maintain their water system on county roads within the City of Shelton city limits and the Urban Growth Area. 8.10Approval for the Board to authorize the payback to County Road from Non-Departmental the 2020 ineligible and capital traffic diversion expenditures in the amount of$64,940.84. Cmmr. Shutty/Trask moved and seconded to approve action items 8.1 through 8.10 with the removal of item 8.8 for separate discussion and vote. Motion carried unanimously. N-aye; S-aye;T-aye. Item 8.8 Cmmr. Neatherlin commented that he does not see the benefit for the County or the community regarding this road vacation. Cmmr.Trask/Shutty moved and seconded to approve item 8.8 approval for the Board to consider the Hearing Examiner's recommendation to approve Road Vacation no. 408, vacating a public easement in the Plat of Skookum Point Tracts along the south boundary of Assessor's parcel # 32024-51-00027, Recorded in Volume 4, of Plats at pages 54 and 55, Records of Mason County,Washington. Motion carried unanimously. N-nay; S-aye;T- aye. 9. Other Business (Department Heads and Elected Officials) No other business. 10. 9:15 a.m. Public Hearings and Items Set for a Certain Time Please see above options to provide public testimony. These options are available only while COVID-19 OPMA meeting restrictions are in place. No Public Hearings set at this time. 11. Board's Calendar and Reports—The Commissioners reported on meetings attended the past week and announced their upcoming weekly meetings. 12. Adjournment—The meeting adjourned at 9:19 a.m. BOARD OF COUNTY COMMISSIONERS ATTEST: MASON COUNTY, WASHINGTON McKenzie Smith, Clerk of the Board Randy Neatherlin, Chair Kevin Shutty, Commissioner Sharon Trask, Commissioner MASON COUNTY ACTION AGENDA COVER SUMMARY FORM O: BOARD OF MASON COUNTY COMMISSIONERS FROM: Dawn Twiddy DEPARTMENT: Human Resources EXT: 260 AGENDA DATE: 2/16/2021 PREVIOUS BRIEFING DATES: 2/8/2021 his is a follow-up briefing, please provide only new information) NTERNAL REVIEW(please check all that apply): ❑Budget/Finance ❑ Human Resources Legal ❑ Other— please explain ITEM: Approval 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: 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 BUDGET IMPACT: The budgeted impact is $7,729.07. While District Court would like a budget supplement for the increase is wages, it can be absorbed, if required to. PUBLIC OUTREACH:(Include any legal requirements, direct notice,website,community meetings,etc.) NA RECOMMENDED OR REQUESTED ACTION: Approval 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 TEMPORARILY WORKING IN A HIGHER CLASS/ OUT OF CLASS/LEAD PAY - REQUEST FORM ElOut of Class Pay HLead Pay 7- 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, prior to the assignment of additional duties. Employee Name: Marie Gisl-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 duties 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 officors She also is responsible for providing budget information to the Administrator and/or Assistant Administrator in regards to program stats. She is responsible for preparing and balancing credit card Payment reports along with other reports as needed. Effective Date: 2/1/2021 End Date: n0 end Gate 'Attach a copy of the employee's current position description* Manager/Supervisor of Department Signature: i�r r._��t ;1 1' 1- I`-� i.:-.t -Date:- Department plead/Elected Official Signature: Date:_- f'`=r!.=•<' Support Services Director Signature: _% /� Date: 2 Z BOCC or Elected Official Signature: Date: c Ctvi M;t_</elecieU Official/Departmen:/i'ayrUN 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 1 lth and continuing thru 15th years 1.5% above base Beginning in 16th and continuing thru 20th years 3.0% above base Be inning in 215t 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 AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Frank Pinter Action Agenda x Public Hearing Other DEPARTMENT: Support Services EXT: 530 COMMISSION MEETING DATE: February 16, 2021 Agenda Item # 8 2 Commissioner staff to com lete BRIEFING DATE: February 8, 2021 BRIEFING PRESENTED BY: Frank Pinter [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency Item: Conflict of Interest Agreement between Mason County and Foster Garvey Review Proposed 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 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: Approval for the Chair to sign the Conflict of Interest Agreement with Foster Garvey regarding their intent to enter into an agreement with the Housing Authority of Mason County to develop and Intergovernmental Agreement between the Mason County Housing Authority and Mason County. Attachment: Conflict of Interest Agreement Fos-ter GArve 1111 Third Avenue Direct:(206)447-6406 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 51 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 AGENDA ITEM SUMMARY FORM TO: Board of Mason County Commissioners From: Frank Pinter Action Agenda x Public Hearing Other DEPARTMENT: Support Services EXT: S30 COMMISSION MEETING DATE: February 16, 2021 Agenda Item #8,2 Commissioner staff to complete) BRIEFING DATE: February 8, 2021 BRIEFING PRESENTED BY: Frank Pinter [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency Item: 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). 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: Recommend the Board approve the Resolution to define County responsibility to the City of Shelton for permanent Certificate of Occupancy for the new Mason County District Courthouse (Building 10). Attachment: Resolution MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Dave Windom / Todd Parker Action Agenda x Public Hearing Other DEPARTMENT: Community Services EXT: 260 DATE: 2/16/21 Agenda Item #8.16f Commissioner staff to complete) BRIEFING DATE: 2/8/21 BRIEFING PRESENTED BY: Todd Parker [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Emergency Solutions Grant— Covid19 (ESG-CV) Amendment B Background: - 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 listed 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 Impacts: none RECOMMENDED ACTION: Approval of Amendment B with the Department of Commerce contract number 20-4613C-117 Attachment(s): Amendment B Amendment Contract Number:20-4613C-117 Amendment:B Washington State Department of Commerce Community Services and Housing Division Housing Assistance Unit Emergency Solutions Grant—COVH)19 1.Grantee 2.Contractor Doing Business As(optional) Mason County Health Services 415N6THST 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 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 MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Dave Windom / Todd Parker Action Agenda x Public Hearing Other DEPARTMENT: Community Services EXT: 260 DATE: 2/16/21 Agenda Item #E3.5 Commissioner staff to complete) BRIEFING DATE: 2/8/21 BRIEFING PRESENTED BY: Todd Parker [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Eviction Rent Assistance Program Grant contract amendment Background: 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 Impacts: Less money retained in grant administration that projected RECOMMENDED ACTION: Approval of Amendment 3 with Crossroads Housing for the Eviction Rent Assistance Program Attachment(s): Amendment 3 Contract Between Mason County and Crossroads Housing Professional Services Contract#CH:CaresAct.ERAP (MC Contract#20-084) Amendment#3 '11The purpose of this amendment is to increase the total contract award for the Eviction Prevention Pro ram IT IS 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. $34,223 awarded to budget category Rent Assistance. 6. SCOPE OF SERVICE: a. Prioritize households that are under 50%AMI and ensure equitable access as referenced in the grant guidelines item 7.1. ALL OTHER TERMS AND CONDITIONS of the original Contract remain in full force and effect. IN WITNESS WHEREOF, the undersigned has affixed his/her signature in execution thereof on the day of , 2021. CONTRACTOR MASON COUNTY -Z/ 4an razler / Randy Neatherlin, Chair Ex ' tive DiLtor, Crossroads Housing Mason County Board of County Commissioners t MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: George Steele, Presiding Judge Action Agenda x Patsy Robinson, Administrator Public Hearing Other DEPARTMENT: District Court EXT: DATE: 2/16/2021 Agenda Item #g,Lp Commissioner staff to complete) BRIEFING DATE: 2/8/2021 BRIEFING PRESENTED BY: [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Interpreter Reimbursement Program (Interagency Agreement IAA21627) Background: District Court has been invited to participate in the Court Interpreter Reimbursement Program through the Administrative Office of the Courts (AOC). The Court will be reimbursed for a portion of the interpreter costs incurred between July 1, 2020 to June 30, 2021, up to a maximum of$ 10,269. The interagency Agreement must be signed and return to AOC. Tim Whitehead, Chief Deputy Prosecution attorney, has reviewed and approve the agreement. Budget Impacts: Potential of$ 10,269 additional revenue. RECOMMENDED ACTION: Sign Interagency Agreement IAA21627 Attachment(s): WAS H:INGT0N COURTS. ADMINISTRATIVE OFFICE OF THE COURTS Dawn Marie.Rubio,J.D. State Court Administrator August 28, 2020 Dear Interpreter Reimbursement Program Courts, We are pleased to invite your court to participate in the Court Interpreter Reimbursement Program for state fiscal year:2020-2021, 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, Dawn Marie Rubio, J.D. State Court Administrator STATE OF WASHINGTON 1206 QUINCE ST SE • P.O.Box 41170 ® Olympia,WA 98504-1170 360-753-3365 • 360-586-8869 Fax • www.courts.wa.gov 'r INTERAGENCY AGREEMENT IAA21627 BETWEEN a 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/Courtlnterpreter.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 ores%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: 1) Reflecting Qualifying and non-qualifying Events, and any goods or services purchased, occurring between J..uly 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: ReimbursementProgram(a�-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. 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: s 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 t C Interpreter Scheduling Software or Service • Document Translations t • 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.nmcenterforlanquageaccess.orq/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 23 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 Charges 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"Roundtrip" 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 AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Daniel Goodell, Presiding Judge Action Agenda x Monty Cobb, Judge Public Hearing Amber Finlay, Jude Other DEPARTMENT: Superior Court EXT: 206 DATE: February 16, 2021 Agenda Item # (Commissioner staff to complete) BRIEFING DATE: February 8, 2021 BRIEFING PRESENTED BY: Daniel Goodell [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: UGA Interagency Agreement (IAA21649) to reimburse attorney and court visitor appointment costs Background: 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. Budget Impacts: Up to $16,000 additional revenue. RECOMMENDED ACTION: Sign the Interagency Agreement - IAA21649 and return the original to Superior Court so it may be forwarded to the Administrative Office of the Courts. Attachment(s): Original Interagency Agreement— IAA21649. 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 bursementPrograma-courts.wa.gov. Forms A-19 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: `AO.0 Progra"m Manager: Court Program 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 MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Daniel Goodell, Presiding 3udge Action Agenda x Monty Cobb, judge Public Hearing Amber Finlay, 7ud a Other DEPARTMENT: Superior Court EXT: 206 DATE: February 16, 2021 Agenda Item # Commissioner staff to com lete BRIEFING DATE: February 8, 2021 BRIEFING PRESENTED BY: Daniel Goodell [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Thurston-Mason Behavioral Health Organization Amendment to Interlocal Agreement [MC Contract #20-015] Background: 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 Impacts: None —funding remains the same and is included in the Superior Court 2021 budget. RECOMMENDED ACTION: Execute the Amendment to the Interlocal Agreement with the TMBHO to fund involuntary treatment court judicial services and costs and return to Superior Court. Attachment(s): Original Amendment to Interlocal Agreement THURSTON-MASON iB"EHA1%I'ORAL HEALTH ADMINISTRA IVE SERVI�CE'ORfGAN;IZATIOuN TV RR_ , AMEN®lill ENT.TO TIRE INTERLOCAL AGREEMENT;FOR II.NVOLUNTARY JUDICAL SERVICES ,. WITH .MASON--COUI TY SUPE , R,,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 ."Xs3.dm�r" �mk'd� '•a" �i- :'.I -__1. .i ?� ":�^, �k.^ aar� wik 'r ..a � wt�i^fin" Agreement Number: 2021 Amendment Number: 1 New Start Date January 1,2021 New End Date: December 31,2021 Thurston;-Mason BH-MO.Contacts; Tara Smith, Finance Director Phone: 360.763.5809 Email: tara.smithCa)tmbho.ore Mark Freedman,ASO Administrator Phone: 360.763.5791 Email: mark.freedmanC«�tmbho^ore 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,or 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 authorityto 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 i 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 p p y 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. i i I i� I TM BH-ASO Amendment#1 to Interlocal Agreement# Page 2 of 2 i' i• MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Dave Windom Action Agenda x Public Hearing Other DEPARTMENT: MCCS EXT: DATE: 16 February 2021 Agenda Item #8.0� Commissioner staff to complete) BRIEFING DATE: 8 February 2021 BRIEFING PRESENTED BY: Dave Windom [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Amendment to the Board of Health Membership Background: Following the recommendation from the Mason County Board of Health to add a medical provider to the Mason County Board of Health Budget Impacts: None RECOMMENDED ACTION: Approve proposed ordinance Attachment(s): BOH Ordinance vy 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 AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Kelly Bergh for Frank Pinter Action Agenda _x Public Hearing Other DEPARTMENT: Support Services EXT: 644 DATE: February 16, 2021 Agenda Item # e.\p Commissioner staff to complete) BRIEFING DATE: February 8, 2021 BRIEFING PRESENTED BY: Frank Pinter [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Approval to set a public hearing on Tuesday, March 16, 2021 at 9:15 a.m. to review final project performance on 2019 Public Services Grant and COVID 19 Amendment funded by the Community Development Block Grant (CDBG). BACKGROUND: Mason County coordinates with the Community Action Council of Lewis, Mason and Thurston Counties (CAC) on an annual basis to apply for, receive, and provide services through a PS-CDBG administered by the Washington State Department of Commerce. In 2019, the $105,732 of funding was used to provide service referrals for a minimum of 7,500 individuals in Mason and Lewis Counties of which a minimum of 3825 must meet HUD's 51% income qualification and provide direct services and referrals for a minimum of 350 child victims. This allotment of$105,732 included $3,500 to off-set a portion of our administration costs. This grant was amended to include COVID 19 funding of$126,878 with an extended end date from 6/30/2020 to 2/28/2021. The Board of Mason County Commissioners directed the COVID 19 response funding to be allocated as $50,000 for Microenterprise Assistance with forgivable loans to microenterprises 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. As a part of the PS-CDBG close-out process, grantees are required to review final project performance as well as receive comments from the public. This citizen input is to be solicited at a published Public Hearing. RECOMMENDED ACTION: Approval to set a public hearing on Tuesday, March 16, 2021 at 9:15 a.m. to review final project performance on 2019 CDBG Public Services Grant and COVID 19 Amendment as well as receive public comment. ATTACHMENTS: Notice of Public Hearing Beneficiary Report for annual Public Services Program YTD Micoenterprise Assistance Project Detail Report YTD Subsistence Report J:\Grants\CDBG Public Service Grant\2019-2020\Close Out\CLOSE OUT Agenda cover to set hearing.doc 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 20-28.15, 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 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)2754467, or Elma(360)482-5269, ext. 419. DATED this 0 day of ont ], 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 3`d Qtr.),July 15(for 4"Qtr.) Instructions follow. Grantee Name: Mason County 7/22/20 Sub recipient Community Action Council of Lewis,Mason and Thurston CDBG Contract Number: 19-62210-010 Name: Reporting Ell' Quarter(July-Sept) ❑2" Quarter(Oct-Dec) ❑Yd Quarter Jan-March X( ) ❑4` Quarter(Apr-June) Period 2019-2020 THE TOTAL NUMBER OF: 1 Quarter 2" .Quarter 3 Quarter 4 Quarter Cumulative PERSONS ASSISTED 3791 3838 5909 4207 17745 IN 2019-2020 -- ,'OF,THE-TOTAL.NUMBEW OF:PERSONS.ASSISTED,THE NUMBEKOF,PERSONS;.WTH NEW OR CONTINUING ACCESS TO SERVICE/BENEFIT IMPROVED ACCESS TO SERVICE/BENEFIT 3791 3838 5909 4207 77745 RECEIVING A SERVICEBENEFIT THAT IS NO LONGER SUBSTANDARD 1s`Quarter 2"'Quarter 3`°Quarter 4w Quarter Cumulative RACE/ETHNICITY OF BENEFICIARIES # #.of # #of # #of # #of # #of Hispanic His anic Hispanic Hispanic Hispanic WHITE 3280 1575 3303 1395 4950 2003 3330 6715 14873,. 11688 BLAGKIAFRI.CAN AMERIGAN 52 37 41 25 ASIAN 4 9 9 5 27 0 AMERIGAN INDIAN/ALASKAN NATIVE 51 94 168 155 468 p NATIVE HAWAIIAN/OTHER PACIFIC 14 15 23 14 66 0 ISLANDER AMERIGAN INDIAN/ALASKAN NATIVE p 0 0 ND INVITE A31AN AND WHITE 0 0, 0 BLACi</AFRICAN AMERIGAN AND WHITE 0 0` 0 AMERICAN,INDIAWALASKAN NATIVE 0 0. 0 AND BLACK/AFRICAN AMERIGAN OTHER;MULTF RACIAL 390 380 108 678 2156 A 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/African American,but cannot be designated only as Hispanic. BENEFICIARY INCOME DATA "/°OF HUD ADJUSTED MEDIAN 1ST Quarter 2nd Quarter 3`�Quarter 4a'Quarter Cumulative FAMILY INCOME 030%(1/ERY'LOW=INCOME) 1583 1124 1406 1243 ,-5356 31 50%'.(LOW-INCOME) 346 .362 742 579 2029 :"51=803X MODERATE'INCOME 7111 9621 1612 1079 4364 81%AND ABOVE 11511 13901 2149 1306 5996 TOTALS 3791 3838 5909 4207 1TT45 Briefly describe the quarter's public services accomplishments: (i.e., 150 meals provided to senior citizens,drug counseling provided to 25 people,etc.) Signature1 V� Date of Signature -7/9a/jLo I certify that all CDBG s expeli de or pers nnel 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 112912021 Microenterprise Assistance Details CDBG Requirements $Funding Information Low and Moderate-Income MHI) Medi an Household Income(MHI) C'• m mc7 N 2 fn G1 y O .a E o N O - O - -O O Z A W t v Co What is the `a } w m Funding c v Business funding for? � a o o Type: Loan Terms: Date of Project = m = a -1 °1 Z Agreement Type of (i.e.payroll, « m o m a $Amount of Grant or Term,Rate Executed Completion o o m o m m o Id# City Zip Code Business rent,utilities) - z w ��° w Assistance Loan (If applicable) Agreement Date t- c H 0 W 1 Shelton 98584 Restaurant rent,utlities Y N 2 $5,000.00 grant n/a 7/16/20 11/15/20 $41,300 2 Y 2 Shelton 98584 Retail rent,utlities, Y N 2 $5,000.00 inventory grant n/a 8/4/20 11/15/20 $ 55,750.00 5 Y 3 Belfair 98528 Retail rent,utilities, Y N 2 $5,000.00 grant n/a 7/16/20 11/15/20 $ 51,600.00 4 Y inventory 4 Shelton 98584 Services rent&utilities Y N 2 $5,000.00 grant n/a 8/6/20 11/1/20 $ 51,600.00 4 Y 5 Belfair 98528 Services rent,utilities, Y N 1 $5,000.00 grant n/a 9/16/20 11/15/20 $ 36,150.00 1 Y inventory 6 Belfair 98528 Retail Inventory Y N 4 $5,000.00 grant n/a 9/15120 11/1/20 $ 36,150.00 1 Y CDBG COVID 19 Utility/Rent/Mortgage Subsistence Payments Recap Households Qtr Ending Payment Mason Lewis Served Mason Lewis 4 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 25 0 25 Total $73,378.00 $5,000.00 $68,377.92 82 5 77 Average $ per household: $894.85 Grant Scope: Serve 73 households Utility 10 Rent 66 Mortgage 6 82 MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Becky Rogers Action Agenda X Public Hearing Other DEPARTMENT: Support Services EXT: 268 COMMISSION MEETING DATE: 2/16/2021 Agenda Item # .\ Commissioner staff to complete) BRIEFING DATE: 2/8/2021 BRIEFING PRESENTED BY: Dawn Twiddy [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Approval to appoint Carl Soper, as a regular member, to the Mason County Board of Equalization to fill a vacant position with a term ending May 31, 2021. Background: The Board of Equalization is a three-member board plus two alternates appointed by the Mason County Commissioners. The Board's responsibility is to ensure that all property valuations are at 100% of market value, so equitable tax assessment can be established. A position has become vacant due to the resignation of Deborah Reis. Current alternate members: Carl Soper (appointed 5/8/2019) and Brenda Hirschi (appointed 8/25/2020). Budget Impacts: Members receive $100 per diem, per day, when in session and this is budgeted. RECOMMENDED ACTION: Approval to appoint Carl Soper, as a regular member, to the Mason County Board of Equalization to fill a vacant position with a term ending May 31, 2021. Attachment(s): None MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Diane Zoren Action Agenda _x_ Public Hearing Other DEPARTMENT: Support Services EXT: 747 DATE: February 16, 2021 Agenda Item # B.12 Commissioner staff to complete) BRIEFING DATE: February 8, 2021 BRIEFING PRESENTED BY: Diane Zoren [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Approval to appoint Kenneth Sebby to the Timberland Regional Library Board of Trustees to fill an unexpired term ending December 31, 2024. Background: This position has been vacated and Mr. Sebby will represent Mason County on the library board. TRL is a five county rural library district consisting of Grays Harbor, Mason County, Lewis, Pacific and Thurston counties. RECOMMENDED ACTION: Approval to approve the appointment of Kenneth Sebby to the Timberland Regional Library Board of Trustees to fill an unexpired term ending December 31, 2024 2/9/2021 CO _ February 16, 2021 7854 Kenneth Sebby 100 E Madrona Beach Ln Union, WA 98592 MASON COUNTY BOARD Dear Mr. Sebby, OF We are pleased to inform you that we have selected you to serve on COMMISSIONERS the Timberland Regional Library (TRL) Board of Trustees. Your term will expire on December 31, 2024. 1ST District We have informed Cheryl Heywood, TRL Library Director, of our choice RANDY NEATHERLIN and we will need to have concurrence of the appointment from the county commissioners in Grays Harbor, Lewis, Pacific and Thurston 2°d District KEVIN SHUTTY Counties. 3'District We truly appreciate your willingness to serve on this valuable board. SHARON TRASK You should receive the appointment confirmation and meeting information TRL in the near future. Thank you. Mason County Building 1 BOARD OF MASON COUNTY COMMISSIONERS 411 North Fifth Street Shelton, WA 98584-3400 (360)427-9670 ext.419 Randy Neatherlin, Kevin Shutty, Sharon Trask, Chairperson Commissioner Commissioner (360)275-4467 ext.419 (360)482-5269 ext.419 Fax(360)427-8437 CC:TRL,415 Tumwater Boulevard SW Tumwater,Washington 98501 MASON COUNTY AGENDA ITEM SUMMARY FORM .TO: BOARD OF MASON COUNTY COMMISSIONERS From: Diane Zoren Action Agenda x Public Hearing Other DEPARTMENT: Commissioners EXT: 747 COMMISSION MEETING DATE: February 16, 2021 Agenda Item # Commissioner staff to complete) BRIEFING DATE: February 8, 2021 BRIEFING PRESENTED BY: Diane Zoren [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Approval to appoint Janeen McLaughlin to the Lewis-Mason-Thurston Area Agency on Aging for two-year term ending January 31, 2023. Background: This Lewis-Mason-Thurston Area Agency on Aging is a local governmental agency that provides home and community services for seniors and adults with disabilities to help them remain living in their own homes. The Advisory Council makes recommendations to the Council of Governments and staff. Recommended Action: Approval to appoint Janeen McLaughlin to the Lewis-Mason- Thurston Area Agency on Aging for two-year term ending January 31, 2023. 2/10/2021 MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Jennifer Beierle Action Agenda _X_ Public Hearing Other DEPARTMENT: Support Services EXT: 532 DATE: February 16, 2021 Agenda Item # g, �A- Commissioner staff to complete) BRIEFING DATE: February 8, 2021 BRIEFING PRESENTED BY: Jennifer Beierle [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency Item: Approval to call for Request for Proposals to provide services to the poor or infirm with a preference towards veterans in Mason County Background: During the 2021 budget process, the Board set aside $5k in the Current Expense, Non-Departmental budget to provide essential items to the poor and infirm with a strong preference towards veterans. The idea is to obtain contractor(s) through the RFP process to provide $2,500 to the North end of the County and $2,500 to the South end of the County. Recommended Action: Approval to call for Request for Proposals to provide services to the poor or infirm with a preference towards veterans in Mason County Attachment: Request for Proposals J:\Budget Office\Briefmg,Agenda,&Public Hearing Items\2021\Action Agenda 2.16.2021 -RFP Veterans Services.doc Request for Proposals Provide Services to the Poor or Infirm with Preference towards Veterans in Mason County I. Introduction and Summary Mason County, Washington is requesting proposals from qualified firms (Defined in Article 8, Section 7, of the Washington State Constitution "...for the necessary support of the poor and infirm...") for providing the following service: issue basic essential items to the poor or infirm with a strong preference towards veterans in Mason County. Individuals served under the awarded contract(s) by the Contractor must meet the definition of poor or infirm as stated in this request for proposals. Each individual served under the contract is limited to one transaction per week with a maximum value of fifty dollars in any one transaction. It is anticipated that one contract for$5,000 or two contracts for$2,500 each will be awarded. If one contract is awarded, approximately half of the individuals served must live in the North end of Mason County and half of the individuals served must live in the South end of Mason County. If two contracts are awarded, one contract is to serve individuals that live in the North end and one in the South end of Mason County. This is for services commencing April 19, 2021. Providing basic essential items to the poor or infirm with a strong preference towards veterans' services will be provided at the direction of the Mason County Board of Commissioners. All County contracts require approval of the Mason County Board of Commissioners. Deadline for receipt of proposals is 4 p.m., Wednesday, March 17, 2021. Proposals should be prepared in accordance with this RFP and mailed or delivered to: Jennifer Beierle Budget Manager Department of Support Services 411 N. 5th Street Shelton, WA 98584 (360) 427-9670 ext. 532 Email: jb@co.mason.wa.us Ten hard copies of the submittals must be received by the deadline indicated above. Postmarks will not be accepted. Proposals will be evaluated by Mason County and respondents may be interviewed by the Board of Mason County Commissioners. The Mason County Board of Commissioners will make final selection. Respondents should not lobby Mason County employees or the Board of Commissioners. Respondents should contact Jennifer Beierle by phone or email for additional information. All proposals are public records. The committee reserves the right to request additional information from respondents. The County reserves the right to reject all submittals. Page 1 of 4 J:\Budget Office\Contracts\2021 RFP Process for veterans Services\RFP for 2021 veteran's services.docx Contract Terms: Contracts will be awarded for the period of 8.5 months with an option for renewal. Contract performance review will occur annually. Insurance Requirements. All insurance provided shall be primary and non-contributory. 1)Comprehensive General Liability. $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage, $2,000,000 general aggregate; 2) Automobile Liability. $1,000,000 combined single limit per accident for bodily injury and property damage; 3) Workers' Compensation. Workers' compensation limits as required by the Workers' Compensation Act of Washington; 4) Consultant's Errors and Omissions Liability. $1,000,000 per occurrence and as an annual aggregate. II. Statement of Need Mason County, Washington is in need of contractor(s) to provide the following service: issue basic essential items to the poor or infirm with a strong preference towards veterans in Mason County. Individuals served under the awarded contract(s) by the Contractor must meet the definition of poor or infirm and must be receiving one of the following types of public assistance:Temporary assistance for needy families, ages, blind, or disabled assistance benefits, pregnant women assistance benefits, poverty-related veterans' benefits, food stamps or food stamp benefits transferred electronically, refugee resettlement benefits, Medicaid, medical care services, or supplemental security income; AND the individual's household receiving an annual income, after taxes, of up to one hundred fifty (150) percent or less of the current federally established poverty level. Each individual served under the contract is limited to one transaction per week with a maximum value of fifty dollars in any one transaction. There shall be a ten percent allowance for administrative costs as part of the awarded contract(s) that shall be included as part of the total contract amount and not over and above the contract amount. Services provided shall include issuing basic essential items to the poor or infirm with a strong preference towards veterans in Mason County. Examples of basic essential items include but are not limited to: food, water, shower tokens, bus passes, hygiene kits,towels, propane, fuel, and blankets. Respondents will be required to provide copies of receipts for all items purchased under the contract and bank statements showing the debit of the receipts, and proof of disbursement to the poor or infirm veteran before reimbursement is authorized by Mason County. III. Form of Proposal Respondent proposals should not exceed 10 pages, including attachments and should include: 1) Contact name, address,telephone number, and e-mail address. 2) Detailed description of proposed basic essential items to be distributed to the poor or infirm with a strong preference towards veterans in Mason County. Page 2 of 4 J:\Budget office\Contracts\2o21 RFF Process for veterans Services\RFP for 2021 veteran's services.docx 3) Statement of qualifications including experience in providing basic essential items to the poor or infirm. 4) Strategy for distributing and tracking the basic essential items to the poor or infirm veterans in Mason County. 5) A detailed budget of cost for providing basic essential items to the poor or infirm veterans in Mason County. No capital costs are allowed. IV. Evaluation Criteria: Proposals will be evaluated based on the following criteria. The evaluation criteria are subject to change without notice. 1) Strategy for distributing the basic essential items to the poor or infirm veterans in Mason County (i.e. location, how services will be provided and documented, training of staff/volunteers). 2) What types of basic essential items are offered. 3) Experience providing basic essential items to the poor or infirm. 4) Strategy for distributing and tracking the basic essential items to the poor or infirm veterans in Mason County. 5) Hours of operation and level of staffing. 6) Cost of the proposal and the degree to which the budget reflects the requested activities. V. Independent Contractor It is the intention and understanding of the County that Vendor shall be an independent contractor and that the County shall be neither liable for nor obligated to pay sick leave, vacation pay or any other benefit of employment, nor to pay any social security or other tax that may arise as an incident of employment. Contractor shall pay all income and other taxes as due. Industrial or other insurance that is purchased for the benefit of Contractor shall not be deemed to convert this Contract to any employment contract. It is recognized that Contractor may or will be performing services during the term of the Contract for other parties and that the County is not the exclusive user of the Contractor's services. VI. Prevailing Wage If required by RCW 39.12, prevailing wages shall be paid. Contractor specifically agrees to comply with RCW 39.12 and to file all required forms, certifications, and affidavits necessary to comply with Federal and State laws before final payment shall be made to the Contractor. The latest prevailing wage rate information is available per the State of Washington, Department of Labor and Industries, Industrial Relations Division. Page 3 of 4 J:\Budget Off ice\Contracts\2021 RFP Process for veterans Services\RFP for 2021 veteran's services.docx VII. Equal Opportunity Employer Mason County is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age,veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply. Page 4 of 4 J:\Budget Office\Contracts\2021 RFP Process for Veterans Services\RFP for 2021 Veterans services.docx MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Mike Collins, PE, PLS, County Engineer Action Agenda DEPARTMENT: Public Works EXT: 450 COMMISSION MEETING DATE: February 16, 2021 Agenda Item #g,15 BRIEFING DATE: February 8, 2020 BRIEFING PRESENTED BY: Mike Collins [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency 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 in a two-year period; Public Works will announce the consultant selection during a regular scheduled Commissioner meeting. - - ---- -- ---- -- - -- — - MASON COUNTY --- AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Mike Collins, PE, PLS, County Engineer Action Agenda DEPARTMENT: Public Works EXT: 450 COMMISSION MEETING DATE: February 16, 2021 Agenda Item #8.ku BRIEFING DATE: February 8, 2020 BRIEFING PRESENTED BY: Mike Collins [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: 2021 Hot-Mix-Asphalt (HMA) Overlay Projects BACKGROUND: 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. 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 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 ) Costl Road Log M.P. Type of County Project CRP No. grog.Item No. Road Name to Work Local Grant Engr R/W Contract Forces Total Section,Township,Range 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,R1W 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 1. 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 I T3.10 3.20 E GARRETT CT 3.30 E LONESOME CREEK RD w a a . w 3.50 3.60 3-TO Awl �r MP378 o ' 00 E �- STVIEWDR she�coa Z ----- LU o Nco 0 170 MO 680 1,020 - w c Feet �,� ,-�,�, ;©O enStreetMa ands P P( ) > , W � '�,fi - contnliutors CC�B�Y SA CRP 2029 Old Belfair Highway NE MAKELARO ti4 0 � J MP1.20J' LU 1.10 > w z NE-NEWKIRK RD = NE-TEHILLAH WAY CQ LL 0.91w m O w' z 0.80 t 0.70 NE TIMBERLINE DR 0.60 NE MCKNIGHT RD .50 0.40 o � Q 0.30 w LU es N 0.20 0 225. 450 900 1,350 Feet �+ D OpenSt'reetMap�(and) _ �..cont_ritiutors,,C,C'BXis MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Mike Collins, PE, PLS, County Engineer Action Agenda DEPARTMENT: Public Works EXT: 450 COMMISSION MEETING DATE: February 16, 2021 Agenda Item # 8 �� BRIEFING DATE: February 8, 2020 BRIEFING PRESENTED BY: Mike Collins [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Cooperative Agreement between USGS and Mason County Public Works for streamflow monitoring gage stations on the Skokomish River BACKGROUND: 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. 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 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#:Y0001-11U 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 parry 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(httpS://www.usgs.cioy/abouttorganization/science-supr)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 A:BARTON signed by CYNTHIA BARYON :Date:2020.10.0514:37A1 By 07�60' By Date: Name: Cynthia Barton, Ph>D.,L.H.G., L.G. Name: Randy Neitherlin Title: Center Director Title: Chair By Date: Name: Kevin Shutty Title: Vice Chair By Date: Name: Sharon Trask Title: Commissioners Approve as to Form Tim Whitehead,Ch. DPA MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Mike Collins, PE, PLS, County Engineer Action Agenda DEPARTMENT: Public Works EXT: 450 COMMISSION MEETING DATE: February 16, 2021 Agenda Item #B. BRIEFING DATE: February 8, 2020 BRIEFING PRESENTED BY: Mike Collins [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Adopt-A-Road Applications BACKGROUND: Public Works has received two Adopt-A=Road 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 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 w/Vicinity Maps APPENDIX 1 VS 8 'ZP , —0` 0 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 Vanity 2. �,�'EL . Rd /_A. Road Name Vanity 3. Road Name Vanity 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: Repr entative#1 Name of Representative (Print or Type) � Mailing Address, City, State, Zip Code Day phone number Evening phone number J e A uuX77W W�aa 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 5 ADOPT-A-ROAD APPENDIX 2 AGREEMENT 14T1�i LOE53 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 je�p u r c��}1U NCc � W 6 ;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 Utter 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 fitter 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 himther 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 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. 6 ADOPT-A-ROAD APPENDIX 2 AGREEMENT 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 fitter 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 Page 3 of 4 S. 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. 8 ADOPT-A-ROAD APPENDIX 2 AGREEMENT Page 4 of 4 D. ASSIGNED ROAD SECTION: Office Use Only Road Name P ►f t /� S f�`f�d From w6l r/ to ELI rE YlvK eQ. Side of roadway: North South yQ (Circle assigned side/s) Date of Execution: Date of Termination:January 31, JEA l- Sy ' J A-AI A16 7tZF /J6f3 P Name of Volunteer Organization Mailing Address, City, State,ZIP Code signa Vr . R-epresllntative#1 Name of Representative (Print or Type) Mailing Address, City, State, Zip Code of Representative#1 Day phone number Evening phone number Qggn�aWture- Representative#2 // Name of Representative (Print or Type) Mailing Address, City, State, Zip Code of Representative 92 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 9 ADOPT-A-ROAD APPENDIX 3 ' AGREEMENT 1 1-1"1 1:2�E3P� } ADOPT-A-ROAD REGISTRATION FORM Name of Participant(Print or Type) Date of Birth Social Security Number WEBB � Addreea city ZIP Phone Number Person to notify in case of emergency Relationship I C!�/� 1 ��}�1(JZS�S C�4�sc- r-g16-N.b Address � WARNINGI - PLEASE READ CAREFULLY J 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 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 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. Signature of Participant Sign ure of anent of Guardian if Participant is under 18 years of age 10 Adopt-A-Road- Delight Park Rd MP 0.000-.931-_Insels Rd MP 0.000-.399_"_Webb __ _ Famil and Friends" a .20 D ME If/THORIN LINKE LN i i i W INSELS RD C � I I I � I I O I v I I I I I i W DELIGHT PARK RD I I O LO d; M O 9 O C O r C CD ?1 p � rC 03 f� !�i Shelton - Wand 9 10 Q/ us tot wj Adopt-A-Road � w t \; Roads t %hS ree MaP(aid) APPENDIX 1 —_ ANg -2 , 207- 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: 5 ?zA; L Road Name Vanity 2. Road Name Vanity 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. Volunte i Iz o Representatives: 06reW 40nAe,r 4ig mature. epres ntative#1 Name of Representative (Print or Type) Mailing Address, City, State, Zip Code 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 5 ADOPT-A-ROAD APPENDIX 2 AGREEMENT �f 1 Z F A 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 L, 1i Cws� 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 titter 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 Utter 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 fitter 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 Vdhin 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. 6 ADOPT-A-ROAD APPENDIX 2 AGREEMENT Ll 0 Z �IZ� t✓ 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( 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. 7 i ADOPT-A-ROAD APPENDIX 2 AGREEMENT 9 1 '1 Z ',r—ZI 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. 8 ADOPT-A-ROAD APPENDIX 2 AGREEMENT Page 4 of 4 D. ASSIGNED ROAD SECTION: Office Use Only Road Name= -�t a S From to j� 2.505 Side of roadw (So Soh— ast West (Circle assigned side/s) Date of Execution: Date of Termination:January 31, Sri Lr'1C� S 04 1, ADCY1. Cf ee'4, h11 Gg- Name of Volunteer Organization Ma=,ZIPCode `` Si ature: IkeeseKtatiW# Name of Representative (Print or Type) Mailing Address, City, State, Zip Code of Representative#1 Day phone number Evening phone number Signature: Repre'sentaflCe If2 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 9 ADOPT-;A-ROAD APPENDIX 3 AGREEMENT O IT L �z1 ADOPT-A-ROAD REGISTRATION FORM Name of Participant(Print or Type) Date of Birth Social Security Number Address City LP Person to notify in case of emergency Address City zip Phone Number WARNINGI - PLEASE READ CAREFULLY J Participants in the Mason County Pubic 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 Etter pickup activities. Participants must receive safety training 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, f acknowledge that I 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 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. Signature of Pa i Sign a of Parent of Guardian if Participant is der 18 years of age 10 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 �y`s1 p4RK LN LDR p 2.50 Y w 2.4w E JOH �,H�C�M LM E RHODODFN 7� oQ �R p O ti \� Johns Creek m� •30 ALO►lA, . pp r W CZ ,�• rn c o 2p 7 i rn c CM N M '?O E CHALLENGER MT t plz a N W�CBURS rn. o J 0.10 �g = E END a 'oo < g a C -+ 0.20 E SATSTONE CUT ~ w ~ E HAUL RD tY OFF Rp a OR - - 0 30 a. x O �p w z O Ada a \ O• c) ' o �O m w 0.5.0 C WAY - - I w OGLE RIDGE DRcz 1 N Adopt-A-Road a 1.10 � a - W* _ 7 Roads t��QQ _ • - � — ,....: . s a �©_OpenStreetMap(and) rcoritri6utor•'s,CC=BY-`SA 1.20 MASON COUNTY AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Richard Dickinson, Deputy Director/ U&W Management Action Agenda DEPARTMENT: Public Works EXT: 652 COMMISSION MEETING DATE: February 16, 2021 Agenda Item # BRIEFING DATE: February 8, 2021 BRIEFING PRESENTED BY: Richard Dickinson [ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency 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. RECOMMENDED 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 51' 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 16"' 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) N/AS"rla C:ONNEcriONS Connect with the Frrntre° Table of Contents ExecutiveSummary.............................................................................................1 Introduction................................................................................................................................1 Solid Waste Handling Qualifications and Experience.......................................2 About Waste 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 WASTE CONNECTIONS Connect witli the Furtury 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 1 WASTE CONNECTIONS Conneer 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 http://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. ``€ ;� • ` • rra ,a "" • a �M i � t Fes'' 'fir � x•• " �� � <, - __ �.z(( ,s' µ Y f 3w a• f L• �T• .n'„.„ -,..r" w �ft i(b •D ' ". sry, .r- * f 3 • 6 r t C {{ Y ems. S Y t 74 +,w^z - a.� Sri •ai• ]'` ^, �' ►S :'C Gozpomt HQ. � � - � � • ♦ g ��l+(�rs-� `'."� s :O O I4�Wnil A��fLct, �'� � _ i,g. �' RitipomllLevdfiti 4 '~ A. 1 Pec`jenvg: ' m m t mffiaael WPM t avgk-Ufpaeel" Response to RFP for Hauling Contract—Mason County 2 WASTE CON'Ni EcrIONS Cor ica with the Fun(re- 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 CONNEcriONS 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 CONNEC 1ONS Connect 2Jfth the 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 CONNEC11ONS 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 CONI TEC'F'IONS Connect with the Future- 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 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 CONNEC11ONS Conneer witli 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 July-2 Jul -20 Current Proposed Current Proposed Haul $12,152.15 513,743.31 13.09% Haul $4,796.20 $4,498.90 -6% Rental $1,173;10 .$4,500.0.0 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 11-7% October-20 October-20 Haul $11,031.02 $12,522.51 Haul $3,652.46 $3;423.70 Rental $3,173.10 $4,500.00 Rental $782.50 $709.24 sub total $14,204.12 $2,818.39 $17,022.51 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 $4,132.94 11-7% CURRENT PROPOSED DIFFERENTIAL July $ 20,618.67 $ 20,057.21 272%d October $ 19,577.78 -$ 21,155.45 13 88% Combined $ 39,196.45 $ 41,212.66 5.14% Commodity Values 2020 Composition of Recycle * Aug** ** Oct** Nov**July Sep Dec** Tonnage OCC(Old Corrugated Containers)Price 30% $57.50 $40.00 $40.00 $40.00 $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 4% $45.061 $73.291 $47.561 $110.141 $64.741 $53.30 Glass Price i 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 - - -- $50.00 - - - - - ---- - $0.00 July* Aug** Sep** Oct** Nov* Dec** $50.00 --- -- -- -- -- i $100.00 — ----- - ------ —OCC(Old Corrugated Containers)Price _MWP(Mixed Waste Paper)Price —Plastic/Tin Price Aluminum Price —Glass Price MASON COUNTY AGENDA ITEM SUMMARY FORM o: Board of Mason County Commissioners From: Kell Rowen, Planning Manager Action Agenda Q Public Hearing ❑ Other ❑ Department: Community Services Ext: z86 Date: February 16, 2-021 Agenda Item# S.2.0 (Commissioner Staff To Complete) Briefing Date: January 11 and February 8, 2021 Briefing Presented By: Kell Rowen [ ] Item Was Not Previously Briefed With The Board Please Provide Explanation Of Urgency ITEM: Set a public hearing on March 16, 2021 at 9:15 a.m.to consider rezone of 96 acres(two parcels)from Rural Residential 5& 20 (RR5/2o)to Rural Natural Resource (RNR). BACKGROUND: 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-o 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, 2o2o and December 21, 2020. Request is considered an amendment to the Development Regulations (zoning) map and is not a change to the Comprehensive Plan. RECOMMENDED ACTION: Board of County Commissioners shall set a public hearing on March 16, 2021 at 9:15 a.m.to consider the rezone request. ATTACHMENT(S): Notice of Hearing 2/10/2021 NOTICE OF HEARING NOTICE IS HEREBY GIVEN that the Board of Mason County Commissioners will hold a public hearing from the Mason County Courthouse Building I, Commission Chambers, 411 North Fifth Street, Shelton, WA 98584 on Tuesday, March 16, 2021, at 9:15 A.M.These hearings will be held via Zoom, see below for details. SAID HEARING will be to consider adopting the following Development Areas amendment (zoning): • Rezone 96 acres from Rural Residential 5 & 20 (RR5/20)to Rural Natural Resource (RNR) (parcels 32124-30-00000 and 32003-20-00030. If you have questions, please contact Kell Rowen (360) 427-9670, Ext. 286. For zoom information please see County's home page: https://www.co.mason.wa.us/or if special accommodations are needed, please contact the Commissioners' office, 427- 9670, Ext. 419. DATED this 16th day of February 2021 BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON Clerk of the Board c: Journal-Publish 2x: February 25 & March 4,2021 (Bill: Community Development—615 W.Alder,Shelton,WA 98584) MASON COUNTY AGENDA ITEM SUMMARY FORM o: Board of Mason County Commissioners From: Kell Rowen, Planning Manager Action Agenda Q Public Hearing ❑ Other ❑ Department: Community Services Ext: 286 Date: February 16, 202s. Agenda Item #g.`Z\ (Commissioner Staff To Complete) Briefing Date: January 4, and February 8, 2021 Briefing Presented By: Kell Rowen [ ] Item Was Not Previously Briefed With The Board Please Provide Explanation Of Urgency ITEM: Contract amendment for Belfair Urban Growth Area (UGA) Planned Action Environmental Impact Statement(EIS). BACKGROUND: Mason County 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. Staff is recommending a contract amendment to include a more robust Cultural Resource section in the Environmental Impact Statement,which includes an increased budget of$8,300. RECOMMENDED ACTION: Board of County Commissioners shall approve the proposed contract amendment and increased budget in the amount of$8,300. ATTACHMENTO: Contract Amendment 2/10/2021 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 �111 1 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 AGENDA ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS From: Ginger Kenyon Action Agenda _X_ Public Hearing Other DEPARTMENT: Support Services EXT: 380 DATE: February 16, 2021 Agenda Item # 8,22 (Commissioner staff to complete) BRIEFING DATE: BRIEFING PRESENTED BY: [X] ITEM WAS NOT'PREVIOUSLY BRIEFED WITH THE BOARD Please provide explanation of urgency ITEM: Approval of Warrants &Treasure Electronic Remittances Claims Clearing Fund Warrant # 8077399-8077619 $ 1,205,751.42 Direct Deposit Fund Warrant # 75028-75412 $ 739,391.41 Salary Clearing Fund Warrant 7005719-7005754 $ 1,028,824.20 Treasurer Electronic Remittances $ 317,686.30 Macecom 1/8/21 $ 139,849.31 Mental Health 1/8/21 $ 1,964.75 Dispute Resolution Center 1/8/21 $ 1,255.00 Road Diversion Current Expense to County Road 1/20/21 $ 39,139.19 Historical Preservation to Current Expense 1/27/21 $ 48,146.93 Background: The Board approved Resolution No. 80-00 Payment of Claims Against County: Procedure Authorizing Warrant Issue and Release Prior to Board Claim Approval. Mason County Code 3.32.060(a) requires that the board enter into the minutes of the County Commissioners the approval of claims listing warrant numbers. Claims Clearing YTD Total $ 7,538,459.99 Direct Deposit YTD Total $ 2,266,135.82 Salary Clearing YTD Total $ 2,614,328.51 Approval of Treasure Electronic Remittances YTD Total $ 6,861,530.67 RECOMMENDED ACTION: Approval to: Move to approve the following warrants Claims Clearing Fund Warrant#8077399-8077619 $ 1,205,751.42 Direct Deposit Fund Warrant #75028-75412 $ 739,391.41 Salary Clearing Fund Warrant #7005719-7005754 $ 1,028,824.20 Treasurer Electronic Remittances $ 317,686.30 Attachment(s): Originals on file with Auditor/Financial Services (Copies on file with Clerk of the Board) 1/8/2021 BAR'S# Payment approval of Macecom: 2 () J1 1 J l ��b(p . FUND Account# Remittance RECEIPT Macecom 001.000000.300.300 $ 139,894.31 M-71196 714�!. •1 $ - 1/8/2027 Payment approval of Mental Health: FUND Account# Remittance RECEIPT# MENTAL HEALTH 164.000000.000.000 $ 1,964.75 M-71286 Is - im. 1/8l2021 FUND Account# Remittance IRECEIPT # . DISPUTE RESOLUTION CENTER 001.000000.100.000 $ 1,255.00 M-70458 $ - 20-Jan-21 FUND Account# Remittance RECEIPT # Road Diversion-Current Exp 001.000000.260.010 $ 39,139.19 1 M-71553 514.22.541010.0000.00. County Road 105.000000.000.000 $ 39,139.19 M-71553 27-Jan-21 FUND Account# Remittance RECEIPT# HISTORICAL PRESERVATION 116.000000.000.000 $ 48,146.93 M-71771 CURRENT EXPENSE 001.000000.126.000 $ 48,146.93 M-71772 Respectfully submitted by:Julie Richert,Chief Deputy Treasurer 1/31/2021 QED Mason County Commissioners