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HomeMy WebLinkAbout2021/04/12 - Briefing Packet Attachment B MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Jim Madsen DEPARTMENT: Juvenile Court Services EXT: 332 BRIEFING DATE: 4/12/21 PREVIOUS BRIEFING DATES: If this is a follow-up briefing, please provide only new information ITEM: Juvenile Detention Officer EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): The Mason County Juvenile Detention Center recently lost one of its full-time Juvenile Detention Officers (male). Our department would like to fill the position and bring the facility back up to regular staffing. We just completed a round of interviews in February for a different Juvenile Detention Officer vacancy and we had very qualified applicants from that pool that we would like to use for our selection process. BUDGET IMPACTS: There are not any financial impacts of hiring this position. All funding for this position is already accounted for in the approved Juvenile Detention budget. RECOMMENDED OR REQUESTED ACTION: Allow Juvenile Court Services to fill the vacant Juvenile Detention Officer (male) position utilizing the recent pool of applicants. ATTACHMENTS: N/A Briefing Summary 4/6/2021 MASON COUNTY PUBLIC WORKS—COMMISSIONER BRIEFING APRIL 12,2021 Briefing Items • Set Public Hearing for May 22, 2021 @ 9:15am to receive public comment of the updates to Ch. 12.08—"Highway Approaches"of the Mason County Code. • Withdrawal grant funding for CRP 1993, Shelton Matlock Road culvert replacement project at milepost 8.03. (Request to be moved to the April 13, 2021 Commission Mtg) Discussion Items • Arcadia Place Commissioner Follow-Up Items Upcoming Calendar/Action Items Attendees: Commissioners: Public Works: Other Dept. Staff: Public: _Randy Neatherlin _Loretta Swanson _Kevin Shutty _Mike Collins _Sharon Trask _Richard Dickinson —Other(list below): MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Mike Collins, PLS, PE, Deputy Director/County Engineer DEPARTMENT: Public Works EXT: 450 BRIEFING DATE: April 12 2021 PREVIOUS BRIEFING DATES: If this is a follow-up briefing, lease provide only new information INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources 41-egal ❑ Other — please explain ITEM: Mason County Code update to Chapter 12.08 - Highway Approaches —Set hearing EXECUTIVE SUMMARY: Mason County Code, Chapter 12.08 for Highway Approaches was adopted in December of 1973. This code is the procedure for road approaches along County roads and is considerable outdated. Public Works is recommending the numerous changes highlighted in red on attached "Draft" document. These changes will bring the code up to current state laws, defined in RCW 36.75 and a new permit application, along with a checklist and diagrams will benefit applicants doing business with the County. BUDGET IMPACT: Currently, Public Works requires a re-fundable $25 bond to accompany a Road Approach Application. Once a permit has passed the final inspection the bond is returned to the applicant. With the recommended code update, the County would be charging a $200 non- refundable Road Approach Permit fee. This fee will cover administrative processing and field site inspections costs. PUBLIC OUTREACH: Notice of the hearing will be posted in the local newspaper for two-weeks and a copy of the code updates will be available on the County website under"What's New". RECOMMENDED OR REQUESTED ACTION: Recommend the Board of County Commissioners set a public hearing for May 25, 2021 @ 9:15am to allow public comment on the recommended code changes to Chapter 12.08 - Highway Approaches. ATTACHMENTS: 1. Draft Code Changes 2. Notice of Hearing 3. New Road Approach Permit form/Diagrams/Checklist Briefing Summary DRAFT Chapter 12.08 - HIGHWAY APPROACHES" Sections: 12.08.010— Purpose 12.08.020— Regulations adopted -Scope — Conformance required 12.08.030—Access 12.08.040 —Approach Construction Required 12.08.050 — Permit Required, Application Review 12.08.060— Permit Fees 12.08.070— Inspections 12.08.080 — Construction- Requirements 12.08.090 — Construction - Improper 12.08.100— Responsibility for Cost 12.08.110— Maintenance 12.08.120— Expectations 12.08.010 — Purpose. The purpose of this chapter is to provide reasonable rules for the construction of road approaches from abutting property to county roads pursuant to RCW 36.75.130 et seq. This chapter requires permits, provides for inspection of proposed and actual construction of said approaches, and provides penalties for violations of this chapter. 12.08.0240 - Regulations adopted—Scope—Conformance required. The following rules and regulations for the location and construction of approaches to county roads in Mason County are adopted-erg as of 2021 DeeembeF 24, 1973— These amended regulations shall supersede all prior regulations and practices in Mason County and shall govern all approaches, including but not necessarily limited to driveways and private access roads., . Any person wishing to construct or modify an approach onto any mason county roadway shall obtain a permit for such work within the right-of-way from the Public Works Department and shall comply with these regulations county road standards and Chapter 36.75 RCW. . The County Engineer or their designee shall be authorized to issue permits for road approaches to county roads; provided that the applicant complies with appropriate rules regulations and conditional requirements of the issued permit. The county may limit the number, width, location and configuration of driveway(s) to provide access to any property, as may be necessary in the public interest for reasons of safety. 12.08.030 — Access. Each property owner is entitled to reasonable access to the county road system. Access to a particular roadway and/or at a particular location may be restricted in certain circumstances including, but not limited to: 1. Locations where limited access rights have been obtained by the county. 2. When reasonable access can be established through other roadways or lanes DRAFT both public and private. 3. When topographic features may cause the access to be unsafe or undesirable to the county. 12.08.0420--Approach Construction Required. All property owners shall be required to construct a new road approach, to County standards, any time an access point is added to the County road system or in conjunction with any construction or chanqe in use of the property that may increase the traffic volume or change the type of traffic entering or exiting the roadway. A building permit issued by the Mason County Building Department shall not pass a final inspection until the County Engineer or their designee has verified that permitted access exists or an approach permit has been issued for the intended use. In evaluating if a new road approach is required or if an existing approach must be brought up to current standards as a condition of issuing a permit required by the Mason County Building Department, the County Engineer or their designee,will use the following thresholds: • Construction of any dwelling or accessory dwellinq • Construction of any commercial or industrial structure • Placement or replacement of a manufactured home • Ingress or egress to a county road for commercial or industrial purposes other than temporary approaches Any subdivision or modification of parcel boundaries that results in an approach serving more than a single parcel shall be required to construct one approach, unless circumstances warrant more than one (sight distance, topography, etc.) for the new parcels lacking an approach to county standards as a condition of approval and must be surveyed and recorded with the Mason County Auditor's Department. A road approach permit will need to be issued and pass final inspection as part of this process. For new joint use approaches that are not a result of a division of land,the first applicant for a road approach permit shall be required to constructthe approach to County standards. 12.08.050 - Permit Required, Application Review All property owners constructing a new road approach or making upgrades or modifications to an existing approach shall first file an approach permit application with the Public Works Department. The application forms are available from the department and online. Applications that are turned in incomplete will not be accepted and returned to applicant. When a completed application is received, the County Engineer or their designee, will review the application and approve, deny or request additional information. Public Works will make every effort to complete the application review and inspection process within 7-10 business days. The review of the application will include: DRAFT • Ensuring the information on the application is accurate and appropriate to the subject property. • Ensuring the site sketch is accurate as to the location and type of approach requested by the applicant. • A site visit to determine any conditional requirements that may need to be added to the permit (the access shall be marked by the applicant). If approved, the applicant will then proceed with construction of their access if the required permit fees have been paid. If not approved, the County Engineer or their designee will notify the applicant. If during the course of the review it is determined that the approach is already permitted, and conforms to all permit requirements at the time of original issuance, and the permittee is not proposing any modifications to the approach, the reviewer will update the current County permitting program and notify applicant that no additional action is required in relation to the approach. Generally, no new approach permit will be issued. 12.08.060 - Permit regaifedfees. . No new approach or alteration of an existing approach to any County road shall be constructed until the person benefitted by or desiring such approach shall havehas been issued a permit by the Public Works Department on a form which will be provided; except that the Csounty may alter or improve any existing approach to a county road when such alteration or improvement is necessary to the proper maintenance of the county road. After approval of the permit for a new approach or modification to an existing approach the applicant shall pay a non-refundable permit fee of$200 dollars. The fee may be waived in the following circumstances: • The approach is existing and found to be in conformance with the standard and policies at the time of its original permitting and no modifications to the approach are proposed or required. • The approach connects directly to a private road which provide access to the County road system If the permit expires or the work has not been completed after 360-days the applicant shall re- apply and pay the permit fee again. In addition to the permit fee, a bond (or cash deposit) may be required in an amount to be determined by the County Engineer or designee. DRAFT 12.08.070 —Inspection. All construction within the county right of way is subject to inspection and approval by the County Engineer or their designee for the permit to be considered valid. All debris including wind blow sand/dirt and debris shall be removed from the roadway, road shoulder and roadside ditch along the entire frontage of the property before final inspection will be approved. Inspection of the work may include, but is not limited to, the following: • Verification that the geometric layout is consistent with permit requirements • Verification and/or testing of compaction for base course and pavement within the County right of way • Verification of laver thickness for base course and pavement within the County right ofway • Verification that all conditional requirements have been satisfied The applicant shall request an inspection by calling or emailing the Public Works Department when their access is ready for inspection. If the work is not ready for inspection the inspection will be failed and the applicant will be required to schedule a new inspection. If the applicant establishes a history of requesting inspections when the work to be inspected has not been completed, an additional hundred dollars ($100)fee may be added to the permit in order to compensate the County for costs incurred. Work completed without a required prerequisite inspection being approved will be automatically failed and Public Works will require the permittee to demonstrate that the previous work meets all permit requirements or all such work shall be removed by the owner at their own expense. Records for each road approach will be kept on file in the Public Works Department. Records will consist of all applications, whether approved or not, and all permits with supporting construction records. Records will be maintained in accordance with Mason County record retention policy and applicable state laws. 12.08.030 - Responsibility for Gast, speGifiG FequiFeMeRtS stipulated by the board and issued by the Masen County Fead 12.08.0480 - Construction—Requirements. After approval of permit application and permit fee has been paid, the applicant will be issued the permit. The permittee shall install the access per their permit requirements and current minimum standard specifications DRAFT (b) NE) appmaGh shall be less thaR fifteeR feet on width eut to 4E)iRt fiVe feet fFE)m the shoulder ef the GGunty Fead, and Re approaGh GU'VeFt shall be less thaR tWeRty feet iR IeRgthd (G) The gFade of the appmaGh shall slope dGWR fFGM the shewideF of the read at a Fate RGt (e) AppmaGhes shall bee surf-ar-,ed with a maternal whiGh Well ROt 6pill, wash, tFaGk oF ether-wise These minimum standard specifications may not be sufficient for all approach types. It is the sole responsibility of the permittee to provide a road approach design that is appropriate for the intended use. Public Works makes no certification that approaches constructed to minimum standards will be sufficient and, if due to special use of or conditions on an approach, the County Engineer and their designee may direct that additional design work be required. This may include, but not be limited to, certification of the adequacy of the approach by a licensed engineer. All approaches shall pass a final inspection by the County Engineer or their designee in order for the permit to be finalized. Final inspection shall include a review of the approach surface, size and location. All debris, including wind blow sand/dirt and debris shall be removed from the roadway, road shoulder and roadside ditch along the entire frontage of the property before final inspection will be approved. Any damage to the roadway, roadway shoulder or drainage ditch resulting from the permittee's activities shall be repaired at the permittee's sole cost and expense and paid prior to final approval of the road approach permit. In accordance with RCW 19.122.030, the property owner shall be responsible to obtain utility locates by using the statewide one-number locating service. 12.08.09050 - Construction—Improper. All access points to the county road system shall have a permit and shall comply with all requirements of that permit. Approaches that were constructed under previous versions of this policy, but are considered to be non-conforming approaches under the current version, shall be considered unpermitted approaches when changing property use and will need to re-apply. Pursuant to RCW 36.75.130, any person failing to obtain the permission from the Public Works Department prior to constructing an approach is guilty of a misdemeanor and subject to prosecution. The Public Works Department will issue a warning to any property owner observed to be constructing or have constructed an unpermitted approach. The warning will give the DRAFT property owner ten (10) business days in which to remove said approach or complete an approach permit application. If the property owner fails to comply with the conditions of the warning letter,the matter will be forwarded to the Mason County Sheriff Department for further action. Upon failure of the permittee to use, occupy, or maintain an approach the County Engineer orr their designee will notify the permittee verbally (if possible) and by first class letter of the non-compliance. If, after thirty (30) days the non-compliance has not been corrected, the County Engineer or their designee may order any such work to be done to remove the approach. The County Engineer or their designee reserves the right to revoke or deny any and all approach permits when the approach creates a danger to the traveling public. In addition to all other enforcement actions authorized under the code, any person, firm, partnership, association, joint venture, corporation or other legal entity who fails to correct an approach will be required to compensate the county for the removal of the approach. Compensation shall include administration time as well as equipment and materials to remove or improve the approach. Reimbursement shall be made to the Public Works Department. depaFtMeRt will, at the expense Of the app'!GaRt, GORStFUGt appFOaGhes out te the limit E)f the GGWRty Fight of way. At the time of appliGatiOR feF peFmit, the appliGaRt shall depGsit with the GhaFged as ewsr , , urgenGy of the GORStFUGtiOR by the GGunty will be at the GGRvenienGe Of the GGunty, with due GeRsideratieR fqF S Reed. 12.08.100 - Responsibility for Cost. Pursuant to RCW 36.75.130, all costs of construction and maintenance of approaches to any county road shall be at the expense of the person benefitted by or desiring such approach and all work shall be done in accordance with specific requirements stipulated by the County Engineer or their designee and permit issued by the Public Works Department. DRAFT 12.08.110 - Maintenance. The maintenance of a-an approaches outside the Feadway 16FRits of the GOURty Foad off of a county-maintained road is the responsibility of the person,_whose property is served by the approach, including culvert replacements. In the event a culvert needs emergency maintenance or replacement, to preserve a County road, or, if, because of a County road or maintenance project, a culvert needs to be relocated or removed, the County will be responsible for the cost. In the event a culvert needs replacement due to age or damage, it is the property owner's responsibility. If a culvert is causing damage to a County road, the County may opt to replace the culvert, and back charge the property owner associated costs. Clearing of snow from approaches is the responsibility of the property owner. 12.08.12080 - Expectations. WheFe the -hA--;;Pd flAds; that extFa9Fd6RaFY hardship well Fesult from StFiGt GGFnpIiaRGe with all Nothing in these regulations shall be construed to prohibit the Csounty from building approaches to replace existing approaches during reconstruction or major maintenance of any county road, or providing necessary access to property adjacent to roads constructed on new alignment. The construction of approaches on new construction shall be as 'negotiated by the County and the property owner at the time right-of-way is secured for the improvement. NOTICE OF HEARING NOTICE IS HEREBY GIVEN that the Board of Mason County Commissioners will hold a live stream public hearing at http://masonwebtv.com/ on Tuesday, May 25, 2021 at 9:15am. SAID HEARING will be to present updates to County Code, Chapter 12.08, Highway Approaches. Copies of the code updates are available on the County website at: www.co.mason.wa.us on the Mason County homepage under"What's New". Pursuant to Proclamation by the Governor 20-28.9, 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 — 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 Commissioners Office, 411 North 5th Street, Shelton, WA 98584; or call 360-427- 9670 ext. 230. If special accommodations are needed, please contact the Commissioners' office, (360) 427-9670 (Shelton), (360) 482-5269 (Elms) or (360) 275-4467 (Belfair), Ext. 419 DATED this 27th day of April 2021. BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON McKenzie Smith, Clerk of the Board cc: Journal - Publ 2t: 5/6/21 and 5/13/21 (Bill: Public Works, 100 W Public Works Drive, Shelton, WA 98584) Mason County _OFFICE USE ONLY= Public Works Department PERMIT NUMBER: 100 W Public Works Drive ROAD NUMBER: Shelton, WA 98584 ROAD NAME: Phone: (360)427-9670 x 450 PERMIT EXPIRES ON:PERMIT FEE: $ PAID BY:[—]CHARGE a CASH 0 CHECK RECEIPT#: ROAD APPROACH/ENCROACHMENT PERMIT APPLICATION ASSESSOR'SO, ADDRESS/LOCATION Applicant Name Mailing Address City/State/Zip Code Daytime Telephone Email Address Contractor Mailing Address Code Daytime Telephone Contractor's License Number Expires on: Site map showing the access or work in the county right-of-way must be included with this application. WORK TO BE PERFORMED (Check One) SURFACE OF ACCESS ❑ Single Family Access WILL BE (Check One) ❑ Multi-Use Access How many parcels will this access serve?0 ❑Crushed Rock ❑ Commercial Access What type of business? ❑ Logging Access—temporary only ❑Asphalt ❑ Ri I Ot-of-Way Work—Please give a brief description of work below: ❑Concrete ATTENTION THIS APPLICATION IS FOR WORK PERFORMED WITHIN THE COUNTY RIGHT-OF-WAY ONLY. IT IS THE RESPONSIBILTY OF THE APPLICANT TO VERIFY THE LOCATION OF THE RIGHT-OF-WAY. SURVEYING MAY BE REQUIRED. FOR WORK PERFORMED ON PRIVATE PROPERTY,CONTACT THE COUNTY COMMUNITY DEVELOPMENT DEPARTMENT FOR PERMIT REQUIREMENTS. NOTICE I certify that I have read and examined this application and know the same to be true and correct. All provisions of laws and ordinances governing this type of work will be compiled with whether specified herein or not. The granting of a permit does not presume to give authority to violate or cancel the provisions of any other state or local law regulating construction or performance of construction. The undersigned hereby applies for permission,pursuant to RCW 36.75.130,to have,construct and maintain a private access road approach. Further,I hereby certify that I am a licensed contractor and that said license is in full force and effect,OR that I am the legal owner of the above described real property. Signature of Contractor or Authorized Agent Signature of Owner Print Name: Print Name: Date: Date: OFFICE USE ONLY Permit Number: ROAD APPROACH/ENCROACHMENT PERMIT SITE PLAN In order to process Encroachment Permits,all submissions shall include a complete site map of the work site location; submission of an incomplete site plan map will be considered an incomplete application and returned to the applicant. The site plan shall include a plot plan of your lot showing the location of the proposed work being applied for as well as any ditches,canals,or landscaping that may have an effect on the location of or site distance of approach. The applicant shall show the name of the road the approach will front. Applicant Name: Date: Directions to the site: RETURN RADIUS R RESIDENTIAL APPROACH — LOCAL ROAD 10' MIN. 12' DIA, CULVERT RESIDENTIAL APPROACH — RURAL MINOR COLLECTOR 15' W/BEVELEO END TO RESIDENTIAL APPROACH — RURAL MAJOR COLLECTOR 20' MATCH SLOPE MIN. V COVER RESIDENTIAL APPROACH — URBAN MINOR 25' �� AP ^ RESIDENTIAL APPROACH — URBAN MAJOR 30, Di— Fl pR0 �D !1 MAJOR APPROACH — AIL CLASSIFICATIONS 35' SkOUCOERLIMITS APPROACH WIDTH .....IypAOPCN. F R1GNT OF WAY "' • 5 N RESIDENTIAL 12' MIN./22' MAX, 5. MATCH EXISTING ROADWAY MAJOR SLOPE SEE TABLE FOR 22'MIN./38' MAX. J� k MATERIAL TO RETURN RAOIUAS EDGE Oi y y " / CENTER OF DITCH PA Sysy 0 TC}JJ Too PLACED 5' x 5' x 1' QUARRY SPALLS AT CULVERT ENDS PLAN N TS NOTES: 1. APPROACH PAVING MIN 2' COMPACTED DEPTH HMA OVER MIN 2'COMPACTED DEPTH CSTC, OR MIN 8' CEMENT CONCRETE CLASS 4000. EXPANSION JOINT 8%MAX. CHANGE IF CONCRETE ROW 2, ALL PORTLAND CEMENT CONCRETE APPROACHES REWIRE AN INSPECTION OF THE FORMS AND IN GRADE O EP EXPANSION JOINT LOCATIONS PRIOR TO CONCRETE INSTALLATION. 3. APPROACH SHALL NORMALLY BE AT 90 DEGREES TO ROAD CENTERLINE, BUT CAN VARY FROM MATCH�{tQAQS�Y CROSS SLOPE +5%MAX TO ROW LINE OR 20' MIN. 75 TO 105 DEGREES. 7-7 4. CULVERT PIPE MUST BE CONCRETE, CMP, OR CPEP WTH QUARRY SPALLS. MINIMUM LENGTH IS —5x MAX TO ROW LINE OR 20'MIN. 20' OR DETERMINED BY THE WIDTH OF APPROACH PLUS 5' EACH END (EXCLUDING BEVELED ENDS). 5. IF EXISTING COUNTY ROAD SURFACE IS OTHER THAN ASPHALT CONCRETE PAVEMENT, A LIKE MATERIAL MAY BE USED ON ROAD APPROACH. 2' CSTC (TYP) SECTION A N TS RURAL RESIDENTIAL /MAJOR APPROACH DETAIL r 5 =+ APPROVED BY: w1A�I I1n�U COUNTY ENGINEER DATE LINE OF SIGHT RIGHT OF WAY EDGE OF LANE - _ CENTERED IN LANE 3M OBJECT HEIGHT CENTERLINE CENTERED IN LANE l"• 3.50' OBJECT HEIGHTI' .•••'`•_.! EDGE OF LANE •� "' 1�.5' MIN. •' e �3.50' ENTERING DRIVES EYE HEIGHT } RIGHT OF WAY I � i I ROAD OR DRIVEWAY ACCESS SIGHT DISTANCE DETAIL N TS SIGHT DISTANCE TABLE POSTED SPEED 1 25 1 30 1 35 1 40 1 45 1 50 SIGHT DISTANCE 1 155 1 200 1 250 1 305 1 360 1 425 EYE AND OBJECT HEIGHT 3.5 FT NOTES: (1) measured from the edge of through lane. If desirable 18 foot setback cannot be acheived, obtain as much as prcticable, down to 10 foot minimum MASON COUNTY PUBLIC WORKS t��-'� • , SIGHT DISTANCE DIAGRAM Date: X 100 WEST PUBLIC WORKS DRIVE " SHELTON, WASHINGTON 98584 (360) 427-9670 X Figure: X Mason County Public Works Department ` 100 W Public Works Drive Shelton, WA 98584 N CQ Ph: (360) 427-9670 ext. 450; Fax: (360) 427-7783 Email: pwpermits6c�co.mason.wa.us ROAD APPROACH/ENCROACHMENT PERMIT APPLICATION CHECKLIST 1 ) Apply for Road Approach/Encroachment Permit. • Complete application • Create site plan • Turn in Application and site plan, along with permit fee listed below to Public Works via email, mail or in person. 2) Review by Mason County Public Works Department. a) The County Engineer or their designee will make every effort to complete the application review and inspection within 7-10 business days. • If approved, the issued application will be email or mailed to the applicant. The applicant is required to install the road approach or any encroachment with the County right-of-way to County standards and conditional permit requirements. • If additional information is required, the County Engineer or their designee will contact the applicant. b) If the existing approach meets currents County Standards without additional work, proceed to step 6 (Fee may be waived). 3) Before a permit can be issued, permittee shall pay a non-refundable $200.00 fee, this fee may be paid with submittal of application or after the first site inspection. 4) Once payment has been made and inspection has been completed the applicant will be issued a Permit and installation can proceed. Page 1 of 2 5) Applicant will have 180-days to complete construction of the road approach or any encroachment with the County right-of-way in accordance with County Standards and conditional permit requirements. • If construction is not going to be completed within the 180- day, applicant may contact the Public Works Department to request a one-time permit extension to extend the permit another 180-days (if permit expires before request or work is still not completed after an extension, the applicant will need to re-apply for a new permit). • Once construction is completed, call the Public Works Department to request Final Inspection. 6) Upon Approval of Final Inspection, the Public Works will forward the Final approved Permit to the Applicant. Permit information is available on the County Website under (information is downloaded Thursday of every week): https://co-mason-wa.smartgovcommunity.com/Public/Home Page 2 of 2 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Mike Collins, PLS, PE, Deputy Director/County Engineer DEPARTMENT: Public Works EXT: 450 BRIEFING DATE: April 12, 2021 PREVIOUS BRIEFING DATES: April 5. 2021 If this is a follow-up briefing, please provide only new information INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources f] Legal 11 Other— please explain ITEM: Withdrawal grant funding for County Road Project (CRP) 1993 — Shelton Matlock Culvert Replacement Project EXECUTIVE SUMMARY: Public Works received $432,000 funding through the 2015 Rural Arterial Program (RAP) for the above project that was originally approved in 2015 with a local match of $68,000 for a total $500,000. Due to unanticipated engineering and construction issues, along with an adjacent property owner refusing to sell the County additional right of way needed to construct this project; the project is estimated to cost $1,200,000, which would require additional $700,000 of local funds. At this time, Public Works is recommending to return the RAP grant funding and revisit the culvert replacement in 10-years, where we will again seek RAP and other grant funding. BUDGET IMPACT: Public Works will have to pay back up to $53,000 to the County Road Administration Board (CRAB) for monies previously reimbursed. This will come out the County Road Fund. RECOMMENDED OR REQUESTED ACTION: Recommend the Board of County Commissioners do the following: 1. Move this item to the April 13, 2021 Commission meeting 2. Authorize the Chair to sign the letter to the County Road Administration Board (CRAB) that returns RAP grant funding for CRP 1993, Shelton Matlock culvert replacement project at milepost 8.03. Attachment: 1. Letter Briefing Summary April 5,2021 Mr.Steve Johnson,PE County Road Administration Board 2404 Chandler Court SW,Suite 240 Olympia WA 98504-0913 Re: Shelton Matlock Culvert Replacement,CRP-1993 Dear Mr.Johnson, Mason County is requesting that the County Road Administration Board(CRAB)terminate the subject project.After careful consideration,it is unlikely the County has the ability to deliver this project within the next 2 years. We will repay$52,045.63,which the CRAB Board reimbursed the County for preliminary engineering through 8/15/2020.The County has actively pursued this project and for various reasons that were unknown to us at the time of the application,now believe the better option is wait until the property changes hands in the future so the right-of-way can be purchased. The original project funding was approved on 04/16/2015 for CRAB funding.At that time, it was believed that the funding was adequate to complete the culvert replacement.The original scope would have replaced the existing 40-inch concrete culvert with an 18 to 20- foot box or arch culvert providing fish access.The existing culvert is buried 30 feet deep. The estimated project cost at the time of the application in 2015 was$500,000.During the preliminary engineering phase,the cost estimate increased significantly from$500,000 to currently$1.3 million dollars. Once design was underway,we realized there was going to be substantially more grading and excavating needed to replace the culvert with a 30-foot wide fish passable structure.We appealed to the Department of Fish and Wildlife to consider a 20-foot culvert;however,30 feet was as small as they would consider. The 30-foot culvert also requires additional retaining walls,a much larger construction footprint and window,and a significant increase in temporary traffic control costs to keep the road open during construction;all significant increases in cost that we never anticipated. During subsequent field investigations,it was determined there was a downstream fish barrier project under the jurisdiction of the Washington Department of Fish and Wildlife that was recently replaced with a much smaller culvert than 30 foot.This smaller downstream culvert would preclude many of the upstream benefits to fish access provided by this CRAB funded project,if implemented with the 30-foot wide culvert. Last week,the attorney representing one of the adjacent property owners informed us there is"no way the JOHNSON April 5,2021 Page 2 owner will ever sell"the County an easement.Without that easement,the project cannot move forward. County designers have considered several alternative design options in order to move the project forward.One option was to realign the centerline of the road to the north by nearly 12 feet and realign the stream channel to avoid the unwilling seller's property,and lower the centerline profile in order to reduce the depth of the fill. This option was rejected because the existing profile is in a sag vertical curve already,and lowering the profile further creates both stopping and entering sight distance issues. Another option that was considered is to realign the stream channel,to move it away from the property that we are unable to purchase.The Department of Fish and Wildlife is not receptive to a realignment of the stream channel at this time. Another option considered was to install two 15-foot box culverts side-by-side in place of the one 30-foot structure,and move the stream to the east in order to lessen right of way issues.This option was rejected by the Department of Fish and Wildlife. We are committed to replacing the culvert with one specified by the Department of Fish and Wildlife.However,at this time,we do not have adequate funding or right of way to move this project forward into construction.The County proposes that when property ownership changes on the parcel refusing to provide an easement,the County at that time,will move the project forward to construction. The preliminary engineering work completed to date,such as the geotechnical report, project survey,preparation of plans,and the culvert design can be utilized in the future. When the property changes hands or otherwise becomes available,we will proceed with acquiring the property rights for a full culvert replacement to be prepared for a future fish habitat improvement project. If you have any questions please contact David Smith,P.E.,Engineering and Construction Manager,at 360-427-9670 ext.523. Sincerely, Randy Neatherlin,Chair Mason County Commissioner RN:DNS Cc: File MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Dave Windom / Todd Parker DEPARTMENT: Community Services — Community EXT: 260 Health BRIEFING DATE: 4/12/21 PREVIOUS BRIEFING DATES: 3/29/21 If this is a follow-up briefing, please provide only new information INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources ❑ Legal ❑ Other— please explain ITEM: Treasury Rent Assistance Program (T-RAP) Contract with the Department of Commerce EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): The Treasury Rent Assistance Program Grant is intended to prevent evictions by paying past due and future rent, and past due utilities while targeting limited resources to those with the greatest needs and distributing funds equitably. The funds are from the U.S. Department of the Treasury in the amount of $3,459,027. Grant funds are administered by the Local Government Coronavirus Relief Fund thru the Washington State Department of Commerce. Subcontracting plan is to continue with the agencies administering the Eviction Rent Assistance Programs: Crossroads Housing and Shelton Youth Connection. We've established a connection with PUD1 and Crossroads and are now working on PUD3. BUDGET IMPACT: No impact to general fund. PUBLIC OUTREACH:(include any legal requirements, direct notice, website, community meetings, etc.) Outreach efforts will continue and follow the same strategy as with the Eviction Rent Assistance Program with additional to PUD's. RECOMMENDED OR REQUESTED ACTION: Move to action agenda on April 13 for approval of subcontracts ATTACHMENTS: 2 Contracts: Crossroads Housing and Shelton Youth Connection Briefmg Summary 4/5/2021 MASON COUNTY PROFESSIONAL SERVICES CONTRACT CONTRACT# CH.2021.T-RAP THIS CONTRACT is made and entered into by and between Mason County, hereinafter referred to as "COUNTY" and Crossroads Housing hereinafter referred to as"CONTRACTOR." Contracted Entity Crossroads Housing Address 71 Sar ison Loop / P.O. Box 1777 City, State, Zip Code Shelton, WA 98584 Phone 360-427-6919; Primary Contact Name, Title Tana Frazier, Executive Director Primary Contact Phone & E-mail 360-427-6919; exdirector hcc.net Contractor Fiscal Contact Carolyn Malanowski Contractor Fiscal Phone & Email 360-427-9670; csk hcc.net Washington State UBI# 601399556 Federal EIN 91-1569401 Total Award/Contract Value $2,034,259 Contract Term Duration March 11, 2021 —September 30, 2022 County Contract Contact Lydia Buchheit, Community Health Manager County Contract Email & Phone L diab co.mason.wa.us 360-427-9670 ext 404 County Fiscal Contact Casey Bingham, Fiscal Manager County Fiscal Email & Phone Caseyb@co.mason.wa.us 360-427-9670 ext. 562 PURPOSE The Treasury Rent Assistance Program Grant is intended to prevent evictions by paying past due and future rent, and past due utilities while targeting limited resources to those with the greatest needs and distributing funds equitably. COUNTY and CONTRACTOR, as defined above, acknowledge, and accept the terms of this contract and EXHIBITS and have executed this contract on the date below to start as of the date and year referenced above. The rights and obligations of both parties to this contract are governed by this contract including Special Conditions, General Terms and Conditions, Exhibits, and the following other documents incorporated by reference: Housing RFP Application, instructions, and disclosures. CONTRACTOR BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON r ncy Name Randy Neatherlin, Chair -hut a ignat 1e Date APPROVED AS TO FORM: _Prinf Name &Title r iLg / J 2 im Whitehead, Chief DPA Date Professional Services Contract(rev 04/2019) Page 1 Special Conditions CONTRACTOR agrees to the following: The award of funds does not guarantee that the CONTRACTOR will receive funding if special conditions are not met. The following documents are requirements and must be received within 30 days of the contract award start date for the CONTRACTOR to submit an invoice and receive funding. If the agency has provided these documents under a previous contract, only updated documents need to be provided. For tracking purposes, please notify COUNTY on each item stating "no updates" if this is the case. 1. CONTRACT REQUIREMENTS to receive funding: a. Vendor Payment Form b. Certificate of Insurance (see requirements Exhibit B) c. Organizations Strategic Plan (if available) d. Annual Report (if available) e. Overall Organizational Budget (previous calendar or fiscal year) f. Organizational Chart g. Program Policies and Procedures h. Job Descriptions of personnel working directly or indirectly in the program. Funding Source: Department of Commerce Treasury Rent Assistance Program (T-RAP) Acknowledgement of Federal Funds: Recipient understands and agrees that the funds disbursed under this award may only be used for the purposes set forth in Section 501 of Division N of the Consolidated Appropriations Act, 2021, Pub. L. No. 116-260 (Dec. 27, 2020) (referred to herein as "Section 501"). The Grantee agrees that any publications (written, visual, or sound) but excluding press releases, newsletters, and issue analyses, issued by the Grantee describing programs or projects funded in whole or in part with federal funds under this Grant, shall contain the following statements: "This project was supported by a grant awarded by US Department of the Treasury. Points of view in this document are those of the author and do not necessarily represent the official position or policies of the US Department of the Treasury. Grant funds are administered by the Local Government Coronavirus Relief Fund thru the Washington State Department of Commerce." General Terms and Conditions Scope of Services: CONTRACTOR agrees to provide COUNTY all services and any materials as set forth as identified in EXHIBIT A SCOPE OF SERVICES, the most recent Housing RFP Application, instructions, and disclosures during the CONTRACT period. No material, labor or facilities will be furnished by COUNTY, unless otherwise provided for in the CONTRACT. Term: Services provided by CONTRACTOR prior to or after the term of this CONTRACT shall be performed at the expense of CONTRACTOR and are not compensable under this CONTRACT unless both parties hereto agree to such provision in writing. The term of this CONTRACT may be extended by mutual consent of the parties; provided, however, that the CONTRACT is in writing and signed by both parties. COMMERCE and the State of Washington are not liable for claims or damages arising from a Subgrantee's performance of the subgrant. All subgrants shall bind the Subgrantee to follow all applicable terms of the Grant. Professional Services Contract(rev 04/2019) Page 2 1 Amendments and Extension: This contract 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. The duration of this CONTRACT may be extended by mutual written consent of the parties, for a period of up to one year, and for a total of no longer than three years. Change in Personnel: The success of the approved program is largely contingent on the approved staffing identified in the proposal application and/or related to the final award amount and related services. Should there be any material change in job description, level of authority, or employment status of program staffing (or projected staff start dates for new programs) during the term of the CONTRACT, the COUNTY requires that the CONTRACTOR notify the COUNTY in writing within 15 days of the change and includes a staffing plan to minimize any disruption in services. CONTRACTOR will provide updates if there are any changes to the staffing plan or hiring delays. Independent Contractor: CONTRACTOR's services shall be furnished by the CONTRACTOR as an independent contractor, and nothing herein contained shall be construed to create a relationship of employer-employee. All payments made hereunder, and all services performed shall be made and performed pursuant to this CONTRACT by the CONTRACTOR as an independent contractor. CONTRACTOR acknowledges that the entire compensation for this CONTRACT is specified in Exhibit C-Budget, and the CONTRACTOR is not entitled to any benefits including, but not limited to: vacation pay, holiday pay, sick leave pay, medical, dental, or other insurance benefits, or any other rights or privileges afforded to employees of COUNTY. The CONTRACTOR represents that he/she/it maintains a separate place of business, serves clients other than COUNTY, will report all income and expense accrued under this CONTRACT to the Internal Revenue Service, and has a tax account with the State of Washington Department of Revenue for payment of all sales and use and Business and Occupation taxes collected by the State of Washington. CONTRACTOR will be responsible for and will pay all taxes related to the receipt of payments from the COUNTY. CONTRACTOR will defend, indemnify and hold harmless COUNTY, its officers, agents or employees from any loss or expense, including, but not limited to, settlements, judgments, setoffs, attorneys' fees or costs incurred by reason of claims or demands because of breach of the provisions of this paragraph. Billing Procedures and Payment: The funding awarded may only be used for eligible activities and expenses. COUNTY will pay CONTRACTOR upon acceptance of services provided and receipt of properly completed invoices, which shall be submitted to the COUNTY representative as outlined in Exhibit C: Budget. The CONTRACTOR shall only be paid as a reimbursement of allowable costs incurred during each invoice period, according to the terms provided in EXHIBIT A, if CONTRACTOR performs the services and submits all reporting to a satisfactory level. The COUNTY may, in its sole discretion withhold payments claimed by the Grantee for services rendered if the CONTRACTOR fails to satisfactorily comply with any term or condition of this Grant. The invoices shall describe and document, to the COUNTY'S satisfaction, a description of the work performed, the progress of the project and fees. The invoice shall include the contract number. Provide a detailed breakdown of expenses invoiced by allowable intervention type and budget category. CONTRACTOR must keep all back up documentation and receipts on file. The COUNTY may request a review of the documentation prior to payment or as part of a contract monitoring process. Professional Services Contract(rev 04/2019) Page 3 Funding will be disbursed upon submitting the program reports and expenditure invoice according to the vendor payment schedule of the County Assessor's Office. Payment shall be considered timely if made by the COUNTY within thirty (30) calendar days after receipt of properly completed invoices and any accompanying reports. Duplicate Payment: The COUNTY shall not pay CONTRACTOR, if the CONTRACTOR has charged or will charge any other party under any other Grant, subgrant/subcontract, or agreement, for the same services or expenses. If it is determined that CONTRACTOR has received duplicate payment, the CONTRACTOR must pay back the COUNTY for these expenses. Payment Information: CONTRACTOR agrees to complete or make sure a current Vendor Payment Form is on file providing the COUNTY with all information necessary to correctly issue such payments. COUNTY will reimburse CONTRACTOR for actual expenditures incurred each report period, according to the terms provided in EXHIBIT A, Scope of Service, provided that the CONTRACTOR performs the services and submits all reporting to a satisfactory level. Payment is on the assumption that State and local funds are available to the COUNTY for disbursement to the CONTRACTOR and have been expended and program requirements met, or earlier in the event of non-compliance. If State or local funds are not available to the COUNTY, the COUNTY reserves the right to amend the payment terms and the amount of the maximum contract total. The term of this CONTRACT begins on the Effective Date, and the CONTRACTOR agrees not to incur any expenses on the program using COUNTY funding prior to the effective date. Budget: CONTRACTOR further agrees that funds provided under this CONTRACT will be expended as specifically itemized line by line in the Budget provided in Exhibit C, and that CONTRACTOR will follow the Budget Amendment Process for quarterly expense transfers within a budget category (i.e. Operations, Administration, By and For). Budget transfers will not be made unless approved by the COUNTY. Late requests will not be accepted. Recordkeeping: CONTRACTOR agrees to keep records in an easily read form sufficient to account for all receipts and expenditures of contract funds. These records, as well as supporting documentation, will be archived by the CONTRACTOR'S office for at least six (6) years after the end of the contract. CONTRACTOR agrees to make such books, records, and supporting documentation available to the COUNTY for inspection when requested. Accounting and Payment for CONTRACTOR Services: Payment to the CONTRACTOR for services rendered under this CONTRACT shall be as set forth in "Exhibit C BUDGET". Where Exhibit "C" requires payments by the COUNTY, payment shall be based upon written claims supported, unless otherwise provided in Exhibit "C," by documentation of units of work performed and amounts earned, including, where appropriate, the actual number of days worked each month, total number of hours for the month, and the total dollar payment requested, to comply with municipal auditing requirements. Unless specifically stated in Exhibit "C" or approved in writing in advance by the official executing this CONTRACT for COUNTY or his or her designee (hereinafter referred to as the "Administrative Officer"). COUNTY will not reimburse the CONTRACTOR for any costs or expenses incurred by the CONTRACTOR in the performance of this CONTRACT. Payment shall be considered timely if made by the COUNTY within thirty (30) calendar days after receipt of properly completed invoices and any accompanying reports. Professional Services Contract(rev 04/2019) Page 4 1 Reporting and Other Contract Requirements: CONTRACTOR agrees to submit program and expense reports, as well as perform all other requirements outlined in Exhibit A— SCOPE OF SERVICE, on or before the dates indicated therein. The COUNTY reserves the right to aggregate, disaggregate, analyze, reproduce, and/or disseminate the data provided in program reports, financial activity reports, or any other reports submitted to the COUNTY with respect to the program. Federal and State Benchmarks, Data Collection, and Evaluation: The Department of Housing and Urban Development (HUD) and the Department of Commerce may require additional reporting of programs and continuums of care directly or indirectly related to the funding awarded such as, but not limited to, Coordinated Entry, Data Quality, Data Timeliness, Housing Inventory Report, Annual Performance Report, Point in Time Count and System Performance Measures. CONTRACTOR agrees to participate in these evaluation efforts, meet individual benchmarks that contribute to the system and will fulfill the data collection and reporting requirements specified at the time of the request. It will be the obligation of the COUNTY representatives, CONTRACTOR and other contractors to provide protections and assurances regarding the confidentiality of data, samples of work (in any media format) and/or interview comments provided by participants. CONTRACTOR also agrees to provide the COUNTY with the results of any independent or self-directed evaluation or research undertaken in respect to the funded program. Taxes: CONTRACTOR understands and acknowledges that COUNTY will not withhold Federal or State income taxes. Where required by State or Federal law, the CONTRACTOR authorizes COUNTY to withhold for any taxes other than income taxes (i.e., Medicare). All compensation received by the CONTRACTOR will be reported to the Internal Revenue Service at the end of the calendar year in accordance with the applicable IRS regulations. It is the responsibility of the CONTRACTOR to make the necessary estimated tax payments throughout the year, if any, and the CONTRACTOR is solely liable for any tax obligation arising from the CONTRACTOR's performance of this CONTRACT. The CONTRACTOR hereby agrees to indemnify COUNTY against any demand to pay taxes arising from the CONTRACTOR's failure to pay taxes on compensation earned pursuant to this CONTRACT. COUNTY will pay sales and use taxes imposed on goods or services acquired hereunder as required by law. The CONTRACTOR must pay all other taxes, including, but not limited to, Business and Occupation Tax, taxes based on the CONTRACTOR's gross or net income, or personal property to which COUNTY does not hold title. COUNTY is exempt from Federal Excise Tax. No Guarantee of Employment: The performance of all or part of this CONTRACT by the CONTRACTOR shall not operate to vest any employment rights whatsoever and shall not be deemed to guarantee any employment of CONTRACTOR or any employee of CONTRACTOR or any sub-contractor or any employee of any sub-contractor by COUNTY now or in the future. Intellectual Property: CONTRACTOR shall retain all copyrights and other intellectual property rights to written work produced because of this award, including but not limited to, work product listed in SCOPE OF SERVICES. CONTRACTOR grants to COUNTY a nonexclusive, irrevocable, perpetual, and royalty- free license to access, reproduce, publish, copy, or otherwise use such written work. Program materials may be reproduced (but not morphed, amended, revised, or redesigned) by any other party, on a worldwide, non-exclusive basis and without fee in connection with their own educational or program purposes, but may not be used in connection with sales or distribution for profit. The owner must approve any use of project materials not specifically permitted under this provision, in advance and in writing. As appropriate, all materials shall contain an attribution of ownership. Professional Services Contract(rev 04/2019) Page 5 Third-Party Rights: CONTRACTOR warrants that written work product(s) produced under the terms of this CONTRACT will not infringe, misappropriate, or violate the rights of any third party, or incorporate or be derived from the intellectual property of any third party, without the COUNTY'S prior written consent. Audit Provisions and Non-Compliance: Throughout the course of the CONTRACT term, the COUNTY will monitor compliance with contract requirements and performance, invoices, reports and Scope of Services (Exhibit A). If the COUNTY, a) encounters non-compliance with the terms outlined in the CONTRACT on the part of the CONTRACTOR, or (b) is not satisfied, in its sole discretion, with the quality of CONTRACTOR'S work, the COUNTY will follow to make a reasonable attempt to assist CONTRACTOR with technical assistance to resolve issues that impede quality and compliance. If compliance and/or quality issues are not resolved through standard technical assistance, or reasonable efforts to provide such assistance, CONTRACTOR will be engaged in corrective action through a Corrective Actions and/or Performance Improvement Plan, as outlined in Contract Guidance Manual. Failure to meet the corrective actions can result in early contract termination, as outlined in Contract Guidance Manual. Contract Close out: Final payment is contingent upon the CONTRACTOR'S ability to provide the COUNTY with all invoices and work product including plans, narrative reports, and data reports, to release the final payment for services within sixty (60) calendar days of contract completion or termination. The COUNTY shall have no further obligation to pay CONTRACTOR if any invoices or reports are past due for the sixty (60) day period following the contract term end date. Early Termination: The COUNTY may terminate the contract prior to the end of the term if satisfactory compliance is not reached after reasonable efforts have been made to restore compliance, as outlined in Contract Guidance Manual. In the case of such termination, CONTRATOR is required to immediately repay the full amount of any funds which CONTRACTOR did not spend as of the date of the notice of termination. CONTRACTOR must submit a final invoice and all reports to a satisfactory level within sixty (60) days of termination to receive payment for any services up until the day of termination. The COUNTY shall have no further obligation to pay CONTRACTOR if any invoices or reports are past due for the sixty (60) day period following termination. Termination for Default: If CONTRACTOR defaults by failing to perform any of the obligations of the CONTRACT or becomes insolvent or is declared bankrupt or commits any act of bankruptcy or insolvency or makes an assignment for the benefit of creditors, COUNTY may, by depositing written notice to CONTRACTOR in the U.S. mail, terminate the CONTRACT, and at COUNTY's option, obtain performance of the work elsewhere. If the CONTRACT is terminated for default, CONTRACTOR shall not be entitled to receive any further payments under the CONTRACT until all work called for has been fully performed. Any extra cost or damage to COUNTY resulting from such default(s) shall be deducted from any money due or coming due to CONTRACTOR. CONTRACTOR shall bear any extra expenses incurred by COUNTY in completing the work, including all increased costs for completing the work, and all damage sustained, or which may be sustained by COUNTY by reason of such default. If a notice of termination for default has been issued and it is later determined for any reason that CONTRACTOR was not in default, the rights and obligations of the parties shall be the same as if the notice of termination had been issued pursuant to the Termination for Public Convenience paragraph hereof. Termination for Public Convenience: COUNTY may terminate this CONTRACT in whole or in part whenever COUNTY determines, in its sole discretion, that such termination is in the interests of COUNTY. Whenever the CONTRACT is terminated in accordance with this paragraph, CONTRACTOR shall be entitled to payment for actual Professional Services Contract (rev 04/2019) Page 6 work performed in compliance with Exhibit A-SCOPE OF SERVICES. An equitable adjustment in the CONTRACT price for partially completed items of work will be made, but such adjustment shall not include provision for loss of anticipated profit on deleted or uncompleted work. Termination of this CONTRACT by COUNTY at any time during the term, whether for default or convenience, shall not constitute breach of CONTRACT by COUNTY. Termination for Reduced Funding: COUNTY may terminate this CONTRACT in whole or in part should COUNTY determine, in its sole discretion, that such termination is necessary due to a decrease in available project funding including State and/or Federal grants. Whenever the CONTRACT is terminated in accordance with this paragraph, the CONTRACTOR shall be entitled to payment for actual work performed in compliance with Exhibit A Scope-of-Services and Exhibit B Compensation. Withholding Payment: In the event the CONTRACTOR has failed to perform any obligation under this CONTRACT within the times set forth in this CONTRACT, then COUNTY may, upon written notice, withhold from amounts otherwise due and payable to CONTRACTOR, without penalty, until such failure to perform is cured or otherwise adjudicated. Withholding under this clause shall not be deemed a breach entitling CONTRACTOR to termination or damages, provided that COUNTY promptly gives notice in writing to the CONTRACTOR of the nature of the default or failure to perform, and in no case more than ten (10) days after it determines to withhold amounts otherwise due. A determination of the Administrative Officer set forth in a notice to the CONTRACTOR of the action required and/or the amount required to cure any alleged failure to perform shall be deemed conclusive, except to the extent that the CONTRACTOR acts within the times and in strict accord with the provisions of the Disputes clause of this CONTRACT. COUNTY may act in accordance with any determination of the Administrative Officer which has become conclusive under this clause, without prejudice to any other remedy under the CONTRACT, to take all or any of the following actions: (1) cure any failure or default, (2) to pay any amount so required to be paid and to charge the same to the account of the CONTRACTOR, (3) to set off any amount so paid or incurred from amounts due or to become due the CONTRACTOR. In the event the CONTRACTOR obtains relief upon a claim under the Disputes clause, no penalty or damages shall accrue to CONTRACTOR by reason of good faith withholding by COUNTY under this clause. Disputes: 1. Differences between the CONTRACTOR and COUNTY, arising under and by virtue of the AGREEMENT shall be brought to the attention of COUNTY at the earliest possible time in order that such matters may be settled, or other appropriate action promptly taken. For objections that are not made in the manner specified and within the time limits stated, the records, orders, rulings, instructions, and decisions of the Administrative Officer shall be final and conclusive. 2. The CONTRACTOR shall not be entitled to additional compensation which otherwise may be payable, or to extension of time for (1) any act or failure to act by the Administrative Officer of COUNTY, or (2) the happening of any event or occurrence, unless the CONTRACTOR has given COUNTY a written Notice of Potential Claim within ten (10) days of the commencement of the act, failure, or event giving rise to the claim, and before final payment by COUNTY. The written Notice of Potential Claim shall set forth the reasons for which the CONTRACTOR believes additional compensation or extension of time is due, the nature of the cost involved, and insofar as possible, the amount of the potential claim. CONTRACTOR shall keep full and complete daily records of the work performed, labor and material used, and all costs and additional time claimed to be additional. 3. The CONTRACTOR shall not be entitled to claim any such additional compensation, or extension of time, unless within thirty (30) days of the accomplishment of the portion of the work from which the claim arose, and before final payment by COUNTY, the CONTRACTOR has given COUNTY a detailed written statement of each element of cost or other compensation requested and of all elements of additional time required, and copies of any supporting documents evidencing the amount or the extension of time claimed to be due. Professional Services Contract(rev 04/2019) Page 7 Arbitration: Other than claims for injunctive relief brought by a party hereto (which may be brought either in court or pursuant to this arbitration provision), and consistent with the provisions hereinabove, any claim, dispute or controversy between the parties under, arising out of, or related to this CONTRACT or otherwise, including issues of specific performance, shall be determined by arbitration in Shelton, Washington, under the applicable American Arbitration Association (AAA) rules in effect on the date hereof, as modified by this CONTRACT. There shall be one arbitrator selected by the parties within ten (10) days of the arbitration demand, or if not, by the AAA or any other group having similar credentials. Any issue about whether a claim is covered by this CONTRACT shall be determined by the arbitrator. The arbitrator shall apply substantive law and may award injunctive relief, equitable relief(including specific performance), or any other remedy available from a judge, including expenses, costs and attorney fees to the prevailing party and pre-award interest, but shall not have the power to award punitive damages. The decision of the arbitrator shall be final and binding and an order confirming the award or judgment upon the award may be entered in any court having jurisdiction. The parties agree that the decision of the arbitrator shall be the sole and exclusive remedy between them regarding any dispute presented or pled before the arbitrator. At the request of either party made not later than forty-five (45) days after the arbitration demand, the parties agree to submit the dispute to nonbinding mediation, which shall not delay the arbitration hearing date; provided, that either party may decline to mediate and proceed with arbitration. Any arbitration proceeding commenced to enforce or interpret this CONTRACT shall be brought within six (6) years after the initial occurrence giving rise to the claim, dispute or issue for which arbitration is commenced, regardless of the date of discovery or whether the claim, dispute or issue was continuing in nature. Claims, disputes or issues arising more than six (6) years prior to a written request or demand for arbitration issued under this Agreement are not subject to arbitration. Labor Standards: CONTRACTOR agrees to comply with all applicable state and federal requirements, including but not limited to those pertaining to payment of wages and working conditions, in accordance with RCW 39.12.040, the Prevailing Wage Act; the Americans with Disabilities Act of 1990; the Davis-Bacon Act; and the Contract Work Hours and Safety Standards Act providing for weekly payment of prevailing wages, minimum overtime pay, and providing that no laborer or mechanic shall be required to work in surroundings or under conditions which are unsanitary, hazardous, or dangerous to health and safety as determined by regulations promulgated by the Federal Secretary of Labor and/or the State of Washington. Equipment Purchase, Maintenance, and Ownership: The CONTRACTOR agrees that any depreciable equipment purchased, in whole or part, with contract funds at a cost of$1,000 per item or more, is upon its purchase the property of the COUNTY and will be used only for the program funded. The CONTRACTOR agrees to establish and maintain transaction documents (purchase requisitions, packing slips, invoices, receipts) and maintenance records of equipment purchased with Contract funds. The CONTRACTOR shall be responsible for any loss or damage to property of the COUNTY that results from the negligence of the contractor or that results from the failure on the part of the contractor to maintain and administer that property in accordance with sound management practices. In the case of Early Termination, the CONTRACTOR agrees that all such equipment will be returned to the COUNTY unless otherwise agreed upon in writing by the CONTRACTOR and the COUNTY. Assignment and Subcontracting: The performance of all activities contemplated by this CONTRACT shall be accomplished by CONTRACTOR. No portion of this CONTRACT may be assigned or subcontracted to any other individual, firm or entity without the express and prior written approval of COUNTY. If subcontracting is approved, the CONTRACTOR is responsible to COUNTY should the subcontractor fail to comply with any applicable term or condition of this contract. All terms and conditions of the contract and grant guidelines must be passed on to the subcontractor. CONTRACTOR shall audit and monitor the P-1 Professional Services Contract(rev 04/2019) Page 8 1 activities of the subcontractor during the contract term to assure fiscal conditions and performance metrics are met. COUNTY will be included on any audit or monitoring activities and reports. Conflict of Interest: If at any time prior to commencement of, or during the term of this CONTRACT, CONTRACTOR or any of its employees involved in the performance of this CONTRACT shall have or develop an interest in the subject matter of this CONTRACT that is potentially in conflict with the COUNTY's interest, then CONTRACTOR shall immediately notify COUNTY of the same. The notification of COUNTY shall be made with sufficient specificity to enable COUNTY to make an informed judgment as to whether or not COUNTY's interest may be compromised in any manner by the existence of the conflict, actual or potential. Thereafter, COUNTY may require CONTRACTOR to take reasonable steps to remove the conflict of interest. COUNTY may also terminate this CONTRACT according to the provisions herein for termination. Non-Discrimination in Employment: COUNTY's policy is to provide equal opportunity in all terms, conditions and privileges of employment for all qualified applicants and employees without regard to race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, disability, or veteran status. CONTRACTOR shall comply with all laws prohibiting discrimination against any employee or applicant for employment on the grounds of race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, disability, or veteran status, except where such constitutes a bona fide occupational qualification. Furthermore, in those cases in which CONTRACTOR is governed by such laws, CONTRACTOR shall take affirmative action to insure that applicants are employed, and treated during employment, without regard to their race, color, creed, religion, national origin, sex, age, marital status, sexual orientation, disability, or veteran status, except where such constitutes a bona fide occupational qualification. Such action shall include, but not be limited to: advertising, hiring, promotions, layoffs or terminations, rate of pay or other forms of compensation benefits, selection for training including apprenticeship, and participation in recreational and educational activities. In all solicitations or advertisements for employees placed by them or on their behalf, CONTRACTOR shall state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex or national origin. The foregoing provisions shall also be binding upon any sub-contractor, provided that the foregoing provision shall not apply to contracts or sub-contractors for standard commercial supplies or raw materials, or to sole proprietorships with no employees. Non-Discrimination in Client Services: CONTRACTOR shall not discriminate on the grounds of race, color, creed, religion, national origin, sex, age, marital status, sexual orientation, disability, or veteran status; or deny an individual or business any service or benefits under this CONTRACT; or subject an individual or business to segregation or separate treatment in any manner related to his/her/its receipt any service or services or other benefits provided under this CONTRACT; or deny an individual or business an opportunity to participate in any program provided by this CONTRACT. Waiver of Noncompetition: CONTRACTOR irrevocably waives any existing rights which it may have, by contract or otherwise, to require another person or corporation to refrain from submitting a proposal to or performing work or providing supplies to COUNTY, and CONTRACTOR further promises that it will not in the future, directly or indirectly, induce or solicit any person or corporation to refrain from submitting a bid or proposal to or from performing work or providing supplies to COUNTY. Patent/Copyright Infringement: CONTRACTOR will defend and indemnify COUNTY from any claimed action, cause or demand brought against COUNTY; to the extent such action is based on the claim that information supplied by the CONTRACTOR infringes any patent or copyright. CONTRACTOR will pay those costs and Professional Services Contract (rev 04/2019) Page 9 damages attributable to any such claims that are finally awarded against COUNTY in any action. Such defense and payments are conditioned upon the following: A. CONTRACTOR shall be notified promptly in writing by COUNTY of any notice of such claim. B. CONTRACTOR shall have the right, hereunder, at its option and expense, to obtain for COUNTY the right to continue using the information, in the event such claim of infringement, is made, provided no reduction in performance or loss results to COUNTY. Confidentiality: CONTRACTOR, its employees, sub-contractors, and their employees shall maintain the confidentiality of all information provided by COUNTY or acquired by CONTRACTOR in performance of this CONTRACT, except upon the prior written consent of COUNTY or an order entered by a court after having acquired jurisdiction over COUNTY. CONTRACTOR shall immediately give to COUNTY notice of any judicial proceeding seeking disclosure of such information. CONTRACTOR shall indemnify and hold harmless COUNTY, its officials, agents or employees from all loss or expense, including, but not limited to, settlements, judgments, setoffs, attorneys' fees and costs resulting from CONTRACTOR's breach of this provision. Right to Review: This CONTRACT is subject to review by any Federal, State or COUNTY auditor. COUNTY or its designee shall have the right to review and monitor the financial and service components of this program by whatever means are deemed expedient by the Administrative Officer or by COUNTY's Auditor's Office. Such review may occur with or without notice and may include, but is not limited to, on-site inspection by COUNTY agents or employees, inspection of all records or other materials which COUNTY deems pertinent to the CONTRACT and its performance, and any and all communications with or evaluations by service recipients under this CONTRACT. CONTRACTOR shall preserve and maintain all financial records and records relating to the performance of work under this CONTRACT for six (6) years after CONTRACT termination, and shall make them available for such review, within Mason County, State of Washington, upon request. CONTRACTOR also agrees to notify the Administrative Officer in advance of any inspections, audits, or program review by any individual, agency, or governmental unit whose purpose is to review the services provided within the terms of this CONTRACT. If no advance notice is given to CONTRACTOR, then CONTRACTOR agrees to notify the Administrative Officer as soon as it is practical. Insurance Requirements: At a minimum, CONTRACTOR shall provide insurance that meets or exceeds the requirements detailed in "Exhibit B-Insurance Requirements." Insurance as a Condition of Payment: Payments due to CONTRACTOR under this CONTRACT are expressly conditioned upon the CONTRACTOR's strict compliance with all insurance requirements under this CONTRACT. Payment to CONTRACTOR shall be suspended in the event of non-compliance. Upon receipt of evidence of full compliance, payments not otherwise subject to withholding or set-off will be released to CONTRACTOR. Industrial Insurance Waiver: With respect to the performance of this CONTRACT and as to claims against COUNTY, its officers, agents and employees, CONTRACTOR expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to its employees and agrees that the obligations to indemnify, defend and hold harmless provided in this CONTRACT extend to any claim brought by or on behalf of any employee of CONTRACTOR. This waiver is mutually negotiated by the parties to this CONTRACT. Professional Services Contract (rev 04/2019) Page 10 CONTRACTOR Commitments, Warranties and Representations: Any written commitment received from CONTRACTOR concerning this CONTRACT shall be binding upon CONTRACTOR, unless otherwise specifically provided herein with reference to this paragraph. Failure of CONTRACTOR to fulfill such a commitment shall render CONTRACTOR liable for damages to COUNTY. A commitment includes, but is not limited to, any representation made prior to execution of this CONTRACT, whether or not incorporated elsewhere herein by reference, as to performance of services or equipment, prices or options for future acquisition to remain in effect for a fixed period, or warranties. Defense and Indemnity Contract: Indemnification by CONTRACTOR. To the fullest extent permitted by law, CONTRACTOR agrees to indemnify, defend and hold COUNTY and its departments, elected and appointed officials, employees, agents and volunteers, harmless from and against any and all claims, damages, losses and expenses, including but not limited to court costs, attorney's fees and alternative dispute resolution costs, for any personal injury, for any bodily injury, sickness, disease or death and for any damage to or destruction of any property (including the loss of use resulting there from) which 1) are caused in whole or in part by any act or omission, negligent or otherwise, of the CONTRACTOR, its employees, agents or volunteers or CONTRACTOR's subcontractors and their employees, agents or volunteers; or 2) are directly or indirectly arising out of, resulting from, or in connection with performance of this CONTRACT; or 3) are based upon CONTRACTOR's or its subcontractors' use of, presence upon or proximity to the property of COUNTY. This indemnification obligation of CONTRACTOR shall not apply in the limited circumstance where the claim, damage, loss or expense is caused by the sole negligence of COUNTY. This indemnification obligation of the CONTRACTOR shall not be limited in any way by the Washington State Industrial Insurance Act, RCW Title 51, or by application of any other workmen's compensation act, disability benefit act or other employee benefit act, and the CONTRACTOR hereby expressly waives any immunity afforded by such acts. The foregoing indemnification obligations of the CONTRACTOR are a material inducement to COUNTY to enter into this CONTRACT, are reflected in CONTRACTOR's compensation, and have been mutually negotiated by the parties. Participation by County— No Waiver. COUNTY reserves the right, but not the obligation, to participate in the defense of any claim, damages, losses or expenses and such participation shall not constitute a waiver of CONTRACTOR's indemnity obligations under this CONTRACT. Survival of CONTRACTOR's Indemnity Obligations. CONTRACTOR agrees all CONTRACTOR'S indemnity obligations shall survive the completion, expiration or termination of this CONTRACT. Indemnity by Subcontractors. In the event the CONTRACTOR enters into subcontracts to the extent allowed under this CONTRACT, CONTRACTOR's subcontractors shall indemnify COUNTY on a basis equal to or exceeding CONTRACTOR's indemnity obligations to COUNTY. Compliance with Applicable Laws, Rules and Regulations: This CONTRACT shall be subject to all laws, rules, and regulations of the United States of America, the State of Washington, political subdivisions of the State of Washington and Mason County. CONTRACTOR also agrees to comply with applicable Federal, State, County or municipal standards for licensing, certification and operation of facilities and programs, and accreditation and licensing of individuals. Conflict of Interest: Notwithstanding, any determination by the Executive Ethics Board or other tribunal, the COUNTY may, in its sole discretion, by written notice to CONTRACTOR terminate this contract if it is found after due notice and examination by the COUNTY that there is a violation of the Ethics in Public Service Act, Chapter 42.52 RCW or any similar statute involving CONTRACTOR, or any activities performed pursuant to the contract. Professional Services Contract(rev 04/2019) Page 11 Unilateral Contract Changes: The CONTRACTOR acknowledges that the COUNTY may correct typographical errors, numbering errors or other minor grammar or punctuation error without the need to amend the agreement. The CONTRACTOR shall be notified when any correction take place and will be provided with a corrected copy of the contract. Contract Monitoring and Program Review: CONTRACTOR will permit Mason County staff to visit CONTRACTOR'S premises and review CONTRACTOR'S activities with respect to the program, and will permit the COUNTY at its own expense, to conduct an independent financial and/or programmatic audit of the expenditures related to this contract. Contract Administration: COUNTY hereby appoints, and CONTRACTOR hereby accepts, the Mason County's Community Services Director and his or her designee, as COUNTY's representative, hereinafter referred to as the Administrative Officer, for the purposes of administering the provisions of this CONTRACT, including COUNTY's right to receive and act on all reports and documents, and any auditing performed by the COUNTY related to this CONTRACT. The Administrative Officer for purposes of this CONTRACT is: Lydia Buchheit, Community and Family Health & Human Services Manager Mason County Community Services 415 N. 6th Street Phone: 360-427-9670 Ext. 404 Fax: 360-427-7787 E-mail: LydiaB(cDco.mason.wa.us Financial Contact: Casey Bingham, Finance Manager Mason County Public Health and Human Services 415 N. 6th Street Phone: 360-427-9670 Ext. 562 Fax: 360-427-7787 E-mail: caseyb(ac-)-co.mason.wa.us Notice: Except as set forth elsewhere in the CONTRACT, for all purposes under this CONTRACT except service of process, notice shall be given by CONTRACTOR to COUNTY's Administrative Officer under this CONTRACT. Notices and other communication may be conducted via e-mail, U.S. mail, fax, hand-delivery or other generally accepted manner including delivery services. Modifications: Either party may request changes in the CONTRACT. Any and all agreed modifications, to be valid and binding upon either party, shall be in writing and signed by both of the parties. Venue and Choice of Law: In the event that any litigation should arise concerning the construction or interpretation of any of the terms of this CONTRACT, the venue of such action of litigation shall be in the courts of the State of Washington and Mason County. Unless otherwise specified herein, this CONTRACT shall be governed by the laws of Mason County and the State of Washington. Severability: If any term or condition of this CONTRACT or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect other terms, conditions or applications Professional Services Contract(rev 04/2019) Page 12 which can be given effect without the invalid term, condition or application. To this end, the terms and conditions of this CONTRACT are declared severable. Waiver: Waiver of any breach or condition of this CONTRACT shall not be deemed a waiver of any prior or subsequent breach. No term or condition of this CONTRACT shall be held to be waived, modified or deleted except by an instrument, in writing, signed by the parties hereto. The failure of COUNTY to insist upon strict performance of any of the covenants of this CONTRACT, or to exercise any option herein conferred in any one or more instances, shall not be construed to be a waiver or relinquishment of any such, or any other covenants or contracts, but the same shall be and remain in full force and effect. Order of Precedence: A. Applicable federal, state and county statutes, WAC's, RCW's, regulations, policies, procedures, federal Office of Management and Budget (OMB) circulars and federal and state executive orders. B. Contract Face Sheet C. Special Conditions D. General Terms & Conditions E. Exhibit B Insurance Requirements F. Exhibit A, Scope of Service G. Exhibit C, Budget H. Grant Guidelines Entire Contract: This written CONTRACT, comprised of the writings signed or otherwise identified and attached hereto, represents the entire CONTRACT between the parties and supersedes any prior oral statements, discussions, or understandings between the parties. (blank space intentional) Professional Services Contract(rev 04/2019) Page 13 EXHIBIT A Scope of Service The Treasury Rent Assistance Program (T-RAP) Grant is intended to prevent evictions by paying past due and future rent, and past due utilities while targeting limited resources to those with the greatest needs while working to distribute funds equitably. The COUNTY and Department of Commerce will monitor spending regularly to help ensure grantees are on track to spend out at least 65 percent of their award by September 30, 2021. CONTRACTOR agrees to adhere to the Department of Commerce T-RAP Grant Guidelines and be responsible for the use of all current documents and forms. Eligibility and Prioritization The purpose of eligibility screening criteria is to target those most likely to become homeless but for this assistance. Households must meet all three of the initial screening criteria: ✓ Income at or below 80% of Area Median Income (AMI). ✓ Experiencing a financial hardship directly or indirectly due to the COVID-19 outbreak that threatens the household's ability to pay the costs of the rental property when due. ✓ At risk of experiencing homelessness or currently experiencing housing instability. In addition to following the eligibility criteria, the following households must be prioritized: ✓ Income at or below 50% Area Median Income (AMI). ✓ Households with one or more individuals who are unemployed and have been unemployed for 90 days before application date. Performance Measurement CONTRACTOR must ensure equitable access to T-RAP. Equitable access means that the race and ethnicity of people entering T-RAP are equal to the community demographics. Equitable access is measured by comparing the percent of people in poverty by race and ethnicity to the percent of people entering T-RAP by race and ethnicity. The percentage of head of households provided rent assistance must at least be equal the proportion to the population living in poverty in the county for each of the following groups: ✓ People of Color (includes Black or African American, American Indian and Alaska Native, Native Hawaiian or other Pacific Islander, Hispanic/Latinx, Asian, Other/Multi-Racial) ✓ Black or African American ✓ American Indian and Alaska Native ✓ Hispanic/Latinx Data from all T-RAP subgrantees in the county will be combined for the purpose of performance measurement and performance monitoring. Additional performance target includes: ✓ Ten percent of households served must be youth or young adults age 18-24, this includes emancipated 16 and 17 year olds. Professional Services Contract (rev 04/2019) Page 14 ✓ Crossroads Housing agrees to partner with Shelton Youth Connection to help ensure this deliverable is met. By and For Subgrants CONTRACTOR must actively work to subcontract with By and For organizations in their communities that assist and serve marginalized populations. It is incumbent on the CONTRACTOR to identify By and For service providers that can best support their community members in accessing assistance. By and For organizations are operated by and for the community they serve. Their primary mission and history is serving a specific community and they are culturally based, directed, and substantially controlled by individuals from the population they serve. At the core of their programs, the organizations embody the community's central cultural values. These communities may include ethnic and racial minorities; immigrants and refugees; individuals who identify as LGBTQ+, individuals with disabilities or who are deaf; and Native Americans. Partner with Dispute Resolution Centers CONTRACTOR must coordinate with their local Dispute Resolution Centers (DRC) if one exists within their service region. DRCs can be an important pathway to prevent evictions and providing rent assistance can be critical to settling disputes. (blank space intentional) Professional Services Contract(rev 04/2019) Page 15 EXHIBIT B INSURANCE REQUIREMENTS A. MINIMUM Insurance Requirements: 1. Commercial General Liability Insurance using Insurance Services Office "Commercial General Liability" policy form CG 00 01, with an edition date prior to 2004, or the exact equivalent. Coverage for an additional insured shall not be limited to its vicarious liability. Defense costs must be paid in addition to limits. Limits shall be no less than $1,000,000 per occurrence for all covered losses and no less than $2,000,000 general aggregate, for bodily injury, personal injury, and property damage, including without limitation, blanket contractual liability. 2. Workers' Compensation on a state-approved policy form providing statutory benefits as required by law with employer's liability limits for CONTRACTOR's, with two (2) or more employees and/or volunteers, no less than $1,000,000 per accident for all covered losses. 3. Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including owned, non-owned and hired autos, or the exact equivalent. Limits shall be no less than $1,000,000 per accident, combined single limit. If CONTRACTOR owns no vehicles, this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described above. If CONTRACTOR or CONTRACTOR's employees will use personal autos in any way on this project, CONTRACTOR shall obtain evidence of personal auto liability coverage for each such person. B. Certificate of Insurance: A Certificate of Insurance naming COUNTY as the Certificate Holder must be provided to COUNTY within five (5) days of CONTRACT execution. C. Basic Stipulations: 1. CONTRACTOR agrees to endorse third party liability coverage required herein to include as additional insureds COUNTY, its officials, employees and agents, using ISO endorsement CG 20 10 with an edition date prior to 2004. CONTRACTOR also agrees to require all contractors, subcontractors, and anyone else involved in this CONTRACT on behalf of the CONTRACTOR (hereinafter"indemnifying parties") to comply with these provisions. 2. CONTRACTOR agrees to waive rights of recovery against COUNTY regardless of the applicability of any insurance proceeds, and to require all indemnifying parties to do likewise. 3. All insurance coverage maintained or procured by CONTRACTOR or required of others by CONTRACTOR pursuant to this CONTRACT shall be endorsed to delete the subrogation condition as to COUNTY or must specifically allow the named insured to waive subrogation prior to a loss. 4. All coverage types and limits required are subject to approval, modification and additional requirements by COUNTY. CONTRACTOR shall not make any reductions in scope or limits of coverage that may affect COUNTY's protection without COUNTY's prior written consent. 5. CONTRACTOR agrees to provide evidence of the insurance required herein, satisfactory to COUNTY, consisting of: a) certificate(s) of insurance evidencing all the coverages required and, b) an additional insured endorsement to CONTRACTOR's general liability policy using Insurance Services Office form CG 20 10 with an edition date prior to 2004. CONTRACTOR agrees, upon request by COUNTY to provide complete, certified copies of any policies required within 10 days of such request. COUNTY has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests. Any premium so paid by COUNTY shall be charged to and promptly paid by CONTRACTOR or deducted from sums due CONTRACTOR. Any actual or alleged failure on the part of COUNTY or any other additional insured under these requirements to obtain proof of insurance required under this CONTRACT in no way waives any right or remedy of COUNTY or any additional insured, in this or in any other regard. 6. It is acknowledged by the parties of this CONTRACT that all insurance coverage required to be provided by CONTRACTOR or indemnifying party, is intended to apply first and on a primary non-contributing basis in relation to any other insurance or self-insurance available to COUNTY. Professional Services Contract (rev 04/2019) Page 16 7. CONTRACTOR agrees not to self-insure or to use any self-insured retentions on any portion of the insurance required herein and further agrees that it will not allow any indemnifying party to self- insure its obligations to COUNTY. If CONTRACTOR's existing coverage includes a self-insured retention, the self- insured retention must be declared to the COUNTY. The COUNTY may review options with CONTRACTOR, which may include reduction or elimination of the self-insured retention, substitution of other coverage, or other solutions. 8. CONTRACTOR will renew the required coverage annually as long as COUNTY, or its employees or agents face an exposure from operations of any type pursuant to this CONTRACT. This obligation applies whether the CONTRACT is canceled or terminated for any reason. Termination of this obligation is not effective until COUNTY executes a written statement to that effect. 9. The limits of insurance as described above shall be considered as minimum requirements. Should any coverage carried by CONTRACTOR or a subcontractor of any tier maintain insurance with limits of liability that exceed the required limits or coverage that is broader than as outlined above, those higher limits and broader coverage shall be deemed to apply for the benefit of any person or organization included as an additional insured and those limits shall become the required minimum limits of insurance in all Paragraphs and Sections of this CONTRACT. 10. None of the policies required herein shall be in compliance with these requirements if they include any limiting endorsement that has not been first submitted to COUNTY and approved of in writing. 11. The requirements in this Exhibit supersede all other sections and provisions of this CONTRACT to the extent that any other section or provision conflicts with or impairs the provisions of this Exhibit. 12. Unless otherwise approved by COUNTY, insurance provided pursuant to these requirements shall be by insurers authorized to do business in Washington and with a minimum A.M. Best rating of A:VII. 13. All insurance coverage and limits provided by CONTRACTOR and available or applicable to this agreement are intended to apply to the full extent of the policies. Nothing contained in this CONTRACT limits the application of such insurance coverage. 14. CONTRACTOR agrees require insurers, to provide notice to COUNTY thirty (30) days prior to cancellation of such liability coverage or of any material alteration or non-renewal of any such coverage, other than for non-payment of premium. CONTRACTOR shall assure that this provision also applies to any subcontractors,joint ventures or any other party engaged by or on behalf of contractor in relation to this agreement. Certificate(s) are to reflect that the issuer will provide thirty (30) days' notice to COUNTY of any cancellation of coverage. 15. COUNTY reserves the right at any time during the term of the CONTRACT to change the amounts and types of insurance required by giving the CONTRACTOR ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the CONTRACTOR, the COUNTY and CONTRACTOR may renegotiate CONTRACTOR's compensation. 16. Requirements of specific coverage features are not intended as limitation on other requirements or as waiver of any coverage normally provided by any given policy. Specific reference to a coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all-inclusive. 17. CONTRACTOR agrees to provide immediate notice to COUNTY of any claim or loss against CONTRACTOR arising out of the work performed under this agreement. COUNTY assumes no obligation or liability by such notice but has the right(but not the duty) to monitor the handling of any such claim or claims if they are likely to involve COUNTY. Professional Services Contract(rev 04/2019) Page 17 EXHIBIT C BUDGET Submit monthly invoices electronically to Stacey Ells, staceve ,co.mason.wa.us, and Todd Parker, tparker(cr-co.mason.wa.us The COUNTY and Department of Commerce will monitor spending regularly to help ensure grantees are on track to spend out at least 65 percent of their award by September 30, 2021. March 1, 2021 — December 31, 2021 Crossroads Housing Award Amount Administration and Operations $256,928 Rent and Utilities $1,670,043 By and For $107,288 Total $2,034,259 Report and Invoice Period: The report period will be Thursday through Wednesday with the exception that the first invoice may have a starting date other than Thursday. Invoices may be submitted weekly. Payment: The funding awarded may only be used for eligible activities and expenses. Payment is based on a reimbursement of allowable expenses. The COUNTY will make a one-time pre-payment of$200,000 for Rent and Utilities to assist with cash flow. All invoices will include reimbursable expenses for Tent and Utilities and match the T-RAP Report Form. Pre-payment will be collected at the end of the grant. The Subcontractor must submit their own invoice request document and ledger. Each invoice must include: • the name of the agency, • date submitted, • dates of service (e.g. report period), • contract number, • funding source, • reimbursement request per funding source, • any additional voucher detail worksheets, if required by the grant, • a total reimbursement request for each funding source, and • a signature from the Executive Director, CEO, and/or Board Member. Approved invoices will be disbursed according to the vendor payment process of the County Auditor's Office. Refer to the Billing Procedures and Payment clause of this contract for additional information. In the event State, Federal or local funding changes, the COUNTY reserves the right to amend the payment terms and the amount awarded in this contract. Professional Services Contract (rev 04/2019) Page 18 MASON COUNTY PROFESSIONAL SERVICES CONTRACT CONTRACT#SYC.2021.T-RAP THIS CONTRACT is made and entered into by and between Mason County, hereinafter referred to as "COUNTY" and Shelton Family Center hereinafter referred to as"CONTRACTOR." Contracted.Entity Shelton Family Center(dba Shelton Youth Connection) Address PO Box 2341 / 123 S. 2nd St. City, State, Zi .Code Shelton, WA 98584 Phone 360463-6972 Primary Contact Name, Title Susan Kirchoff, Executive Director Primary Contact Phone,&E-mail 360-463-6972; susan@sheltonfamilycenter.org Contractor Fiscal Contact Becca Blanton,Treasurer Contractor fiscal Phone&Email 360-432-0125; bamka5@hotmail.com Washington State UBI# 604 211 635 Federal EIN 82-3875497 Total Award/Contract Value $214,108 Contract Term Duration March 13, 2020 - December 31, 2021 County Contract Contact Lydia Buchheit, Community Health Manager County Contract Email & Phone L diab co.mason.wa.us 360-427-9670 ext 404 County Fiscal Contact Casey Bingham, Fiscal Manager County Fiscal Email & Phone Caseyb(a co.mason.wa.us 360-427-9670 ext. 562 PURPOSE The Treasury Rent Assistance Program Grant is intended to prevent evictions by paying past due and future rent, and past due utilities while targeting limited resources to those with the greatest needs and distributing funds equitably. COUNTY and CONTRACTOR, as defined above, acknowledge, and accept the terms of this contract and EXHIBITS and have executed this contract on the date below to start as of the date and year referenced above. The rights and obligations of both parties to this contract are governed by this contract including Special Conditions, General Terms and Conditions, Exhibits, and the following other documents incorporated by reference: Housing RFP Application, instructions, and disclosures. CONTRACTOR BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON cy Name Randy Neatherlin, Chair I VU A orize Signat r Date IJ APPROVED AS TO FORM: Print Name &Title 202-- f Tim Whitehead, Chief DPA Date Professional Services Contract(rev 04/2019) Pagel Special Conditions CONTRACTOR agrees to the following: The award of funds does not guarantee that the CONTRACTOR will receive funding if special conditions are not met. The following documents are requirements and must be received within 30 days of the contract award start date for the CONTRACTOR to submit an invoice and receive funding. If the agency has provided these documents under a previous contract, only updated documents need to be provided. For tracking purposes, please notify COUNTY on each item stating "no updates" if this is the case. 1. CONTRACT REQUIREMENTS to receive funding: a. Vendor Payment Form b. Certificate of Insurance (see requirements Exhibit B) c. Organizations Strategic Plan (if available) d. Annual Report (if available) e. Overall Organizational Budget (previous calendar or fiscal year) f. Organizational Chart g. Program Policies and Procedures h. Job Descriptions of personnel working directly or indirectly in the program. Funding Source: Department of Commerce Treasury Rent Assistance Program (T-RAP) Acknowledgement of Federal Funds: Recipient understands and agrees that the funds disbursed under this award may only be used for the purposes set forth in Section 501 of Division N of the Consolidated Appropriations Act, 2021, Pub. L. No. 116-260 (Dec. 27, 2020) (referred to herein as "Section 501"). The Grantee agrees that any publications (written, visual, or sound) but excluding press releases, newsletters, and issue analyses, issued by the Grantee describing programs or projects funded in whole or in part with federal funds under this Grant, shall contain the following statements: "This project was supported by a grant awarded by US Department of the Treasury. Points of view in this document are those of the author and do not necessarily represent the official position or policies of the US Department of the Treasury. Grant funds are administered by the Local Government Coronavirus Relief Fund thru the Washington State Department of Commerce." General Terms and Conditions Scope of Services: CONTRACTOR agrees to provide COUNTY all services and any materials as set forth as identified in EXHIBIT A SCOPE OF SERVICES, the most recent Housing RFP Application, instructions, and disclosures during the CONTRACT period. No material, labor or facilities will be furnished by COUNTY, unless otherwise provided for in the CONTRACT. Term: Services provided by CONTRACTOR prior to or after the term of this CONTRACT shall be performed at the expense of CONTRACTOR and are not compensable under this CONTRACT unless both parties hereto agree to such provision in writing. The term of this CONTRACT may be extended by mutual consent of the parties; provided, however, that the CONTRACT is in writing and signed by both parties. COMMERCE and the State of Washington are not liable for claims or damages arising from a Subgrantee's performance of the subgrant. All subgrants shall bind the Subgrantee to follow all applicable terms of the Grant. Professional Services Contract(rev 04/2019) Page 2 Amendments and Extension: This contract 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. The duration of this CONTRACT may be extended by mutual written consent of the parties, for a period of up to one year, and for a total of no longer than three years. Change in Personnel: The success of the approved program is largely contingent on the approved staffing identified in the proposal application and/or related to the final award amount and related services. Should there be any material change in job description, level of authority, or employment status of program staffing (or projected staff start dates for new programs) during the term of the CONTRACT, the COUNTY requires that the CONTRACTOR notify the COUNTY in writing within 15 days of the change and includes a staffing plan to minimize any disruption in services. CONTRACTOR will provide updates if there are any changes to the staffing plan or hiring delays. Independent Contractor: CONTRACTOR's services shall be furnished by the CONTRACTOR as an independent contractor, and nothing herein contained shall be construed to create a relationship of employer-employee. All payments made hereunder, and all services performed shall be made and performed pursuant to this CONTRACT by the CONTRACTOR as an independent contractor. CONTRACTOR acknowledges that the entire compensation for this CONTRACT is specified in Exhibit C-Budget, and the CONTRACTOR is not entitled to any benefits including, but not limited to: vacation pay, holiday pay, sick leave pay, medical, dental, or other insurance benefits, or any other rights or privileges afforded to employees of COUNTY. The CONTRACTOR represents that he/she/it maintains a separate place of business, serves clients other than COUNTY, will report all income and expense accrued under this CONTRACT to the Internal Revenue Service, and has a tax account with the State of Washington Department of Revenue for payment of all sales and use and Business and Occupation taxes collected by the State of Washington. CONTRACTOR will be responsible for and will pay all taxes related to the receipt of payments from the COUNTY. CONTRACTOR will defend, indemnify and hold harmless COUNTY, its officers, agents or employees from any loss or expense, including, but not limited to, settlements, judgments, setoffs, attorneys' fees or costs incurred by reason of claims or demands because of breach of the provisions of this paragraph. Billing Procedures and Payment: The funding awarded may only be used for eligible activities and expenses. COUNTY will pay CONTRACTOR upon acceptance of services provided and receipt of properly completed invoices, which shall be submitted to the COUNTY representative as outlined in Exhibit C: Budget. The CONTRACTOR shall only be paid as a reimbursement of allowable costs incurred during each invoice period, according to the terms provided in EXHIBIT A, if CONTRACTOR performs the services and submits all reporting to a satisfactory level. The COUNTY may, in its sole discretion withhold payments claimed by.the Grantee for services rendered if the CONTRACTOR fails to satisfactorily comply with any term or condition of this Grant. No payments in advance or in anticipation of services or supplies to be provided under this Grant shall be made by the COUNTY. The invoices shall describe and document, to the COUNTY'S satisfaction, a description of the work performed, the progress of the project and fees. The invoice shall include the contract number. Provide a detailed breakdown of expenses invoiced by allowable intervention type and budget category. CONTRACTOR must keep all back up documentation and receipts on file. The COUNTY may request a review of the documentation prior to payment or as part of a contract monitoring process. Professional Services Contract (rev 04/2019) Page 3 Funding will be disbursed upon submitting the program reports and expenditure invoice according to the vendor payment schedule of the County Assessor's Office. Payment shall be considered timely if made by the COUNTY within thirty (30) calendar days after receipt of properly completed invoices and any accompanying reports. Duplicate Payment: The COUNTY shall not pay CONTRACTOR, if the CONTRACTOR has charged or will charge any other party under any other Grant, subgrant/subcontract, or agreement, for the same services or expenses. If it is determined that CONTRACTOR has received duplicate payment, the CONTRACTOR must pay back the COUNTY for these expenses. Payment Information: CONTRACTOR agrees to complete or make sure a current Vendor Payment Form is on file providing the COUNTY with all information necessary to correctly issue such payments. COUNTY will reimburse CONTRACTOR for actual expenditures incurred each report period, according to the terms provided in EXHIBIT A, Scope of Service, provided that the CONTRACTOR performs the services and submits all reporting to a satisfactory level. No payments in advance or in anticipation of goods or services to be provided under this contract shall be made by the COUNTY. Payment is on the assumption that State and local funds are available to the COUNTY for disbursement to the CONTRACTOR and have been expended and program requirements met, or earlier in the event of non-compliance. If State or local funds are not available to the COUNTY, the COUNTY reserves the right to amend the payment terms and the amount of the maximum contract total. The term of this CONTRACT begins on the Effective Date, and the CONTRACTOR agrees not to incur any expenses on the program using COUNTY funding prior to the effective date. Budget: CONTRACTOR further agrees that funds provided under this CONTRACT will be expended as specifically itemized line by line in the Budget provided in Exhibit C, and that CONTRACTOR will follow the Budget Amendment Process for quarterly expense transfers within a budget category (i.e. operations, administration). Budget transfers will not be made unless approved by the COUNTY. Late requests will not be accepted. Recordkeeping: CONTRACTOR agrees to keep records in an easily read form sufficient to account for all receipts and expenditures of contract funds. These records, as well as supporting documentation, will be archived by the CONTRACTOR'S office for at least six (6) years after the end of the contract. CONTRACTOR agrees to make such books, records, and supporting documentation available to the COUNTY for inspection when requested. Accounting and Payment for CONTRACTOR Services: Payment to the CONTRACTOR for services rendered under this CONTRACT shall be as set forth in "Exhibit C BUDGET". Where Exhibit "C" requires payments by the COUNTY, payment shall be based upon written claims supported, unless otherwise provided in Exhibit"C," by documentation of units of work performed and amounts earned, including, where appropriate, the actual number of days worked each month, total number of hours for the month, and the total dollar payment requested, to comply with municipal auditing requirements. Unless specifically stated in Exhibit"C" or approved in writing in advance by the official executing this CONTRACT for COUNTY or his or her designee (hereinafter referred to as the "Administrative Officer"). COUNTY will not reimburse the CONTRACTOR for any costs or expenses incurred by the CONTRACTOR in the performance of this CONTRACT. Payment shall be considered timely if made by the COUNTY within thirty (30) calendar days after receipt of properly completed invoices and any accompanying reports. Professional Services Contract (rev 04/2019) Page 4 Reporting and Other Contract Requirements: CONTRACTOR agrees to submit program and expense reports, as well as perform all other requirements outlined in Exhibit A— SCOPE OF SERVICE, on or before the dates indicated therein. The COUNTY reserves the right to aggregate, disaggregate, analyze, reproduce, and/or disseminate the data provided in program reports, financial activity reports, or any other reports submitted to the COUNTY with respect to the program. Federal and State Benchmarks, Data Collection, and Evaluation: The Department of Housing and Urban Development (HUD) and the Department of Commerce may require additional reporting of programs and continuums of care directly or indirectly related to the funding awarded such as, but not limited to, Coordinated Entry, Data Quality, Data Timeliness, Housing Inventory Report, Annual Performance Report, Point in Time Count and System Performance Measures. CONTRACTOR agrees to participate in these evaluation efforts, meet individual benchmarks that contribute to the system and will fulfill the data collection and reporting requirements specified at the time of the request. It will be the obligation of the COUNTY representatives, CONTRACTOR and other contractors to provide protections and assurances regarding the confidentiality of data, samples of work (in any media format) and/or interview comments provided by participants. CONTRACTOR also agrees to provide the COUNTY with the results of any independent or self-directed evaluation or research undertaken in respect to the funded program. Taxes: CONTRACTOR understands and acknowledges that COUNTY will not withhold Federal or State income taxes. Where required by State or Federal law, the CONTRACTOR authorizes COUNTY to withhold for any taxes other than income taxes (i.e., Medicare). All compensation received by the CONTRACTOR will be reported to the Internal Revenue Service at the end of the calendar year in accordance with the applicable IRS regulations. It is the responsibility of the CONTRACTOR to make the necessary estimated tax payments throughout the year, if any, and the CONTRACTOR is solely liable for any tax obligation arising from the CONTRACTOR's performance of this CONTRACT. The CONTRACTOR hereby agrees to indemnify COUNTY against any demand to pay taxes arising from the CONTRACTOR's failure to pay taxes on compensation earned pursuant to this CONTRACT. COUNTY will pay sales and use taxes imposed on goods or services acquired hereunder as required by law. The CONTRACTOR must pay all other taxes, including, but not limited to, Business and Occupation Tax, taxes based on the CONTRACTOR's gross or net income, or personal property to which COUNTY does not hold title. COUNTY is exempt from Federal Excise Tax. No Guarantee of Employment: The performance of all or part of this CONTRACT by the CONTRACTOR shall not operate to vest any employment rights whatsoever and shall not be deemed to guarantee any employment of CONTRACTOR or any employee of CONTRACTOR or any sub-contractor or any employee of any sub-contractor by COUNTY now or in the future. Intellectual Property: CONTRACTOR shall retain all copyrights and other intellectual property rights to written work produced because of this award, including but not limited to, work product listed in SCOPE OF SERVICES. CONTRACTOR grants to COUNTY a nonexclusive, irrevocable, perpetual, and royalty- free license to access, reproduce, publish, copy, or otherwise use such written work. Program materials may be reproduced (but not morphed, amended, revised, or redesigned) by any other party, on a worldwide, non-exclusive basis and without fee in connection with their own educational or program purposes, but may not be used in connection with sales or distribution for profit. The owner must approve any use of project materials not specifically permitted under this provision, in advance and in writing. As appropriate, all materials shall contain an attribution of ownership. Professional Services Contract (rev 04/2019) Page 5 Third-Party Rights: CONTRACTOR warrants that written work product(s) produced under the terms of this CONTRACT will not infringe, misappropriate, or violate the rights of any third party, or incorporate or be derived from the intellectual property of any third party, without the COUNTY'S prior written consent. Audit Provisions and Non-Compliance: Throughout the course of the CONTRACT term, the COUNTY will monitor compliance with contract requirements and performance, invoices, reports and Scope of Services (Exhibit A). If the COUNTY, a) encounters non-compliance with the terms outlined in the CONTRACT on the part of the CONTRACTOR, or (b) is not satisfied, in its sole discretion, with the quality of CONTRACTOR'S work, the COUNTY will follow to make a reasonable attempt to assist CONTRACTOR with technical assistance to resolve issues that impede quality and compliance. If compliance and/or quality issues are not resolved through standard technical assistance, or reasonable efforts to provide such assistance, CONTRACTOR will be engaged in corrective action through a Corrective Actions and/or Performance Improvement Plan, as outlined in Contract Guidance Manual. Failure to meet the corrective actions can result in early contract termination, as outlined in Contract Guidance Manual. Contract Close out: Final payment is contingent upon the CONTRACTOR'S ability to provide the COUNTY with all invoices and work product including plans, narrative reports, and data reports, to release the final payment for services within sixty (60) calendar days of contract completion or termination. The COUNTY shall have no further obligation to pay CONTRACTOR if any invoices or reports are past due for the sixty (60) day period following the contract term end date. Early Termination: The COUNTY may terminate the contract prior to the end of the term if satisfactory compliance is not reached after reasonable efforts have been made to restore compliance, as outlined in Contract Guidance Manual. In the case of such termination, CONTRATOR is required to immediately repay the full amount of any funds which CONTRACTOR did not spend as of the date of the notice of termination. CONTRACTOR must submit a final invoice and all reports to a satisfactory level within sixty (60) days of termination to receive payment for any services up until the day of termination. The COUNTY shall have no further obligation to pay CONTRACTOR if any invoices or reports are past due for the sixty (60) day period following termination. Termination for Default: If CONTRACTOR defaults by failing to perform any of the obligations of the CONTRACT or becomes insolvent or is declared bankrupt or commits any act of bankruptcy or insolvency or makes an assignment for the benefit of creditors, COUNTY may, by depositing written notice to CONTRACTOR in the U.S. mail, terminate the CONTRACT, and at COUNTY's option, obtain performance of the work elsewhere. If the CONTRACT is terminated for default, CONTRACTOR shall not be entitled to receive any further payments under the CONTRACT until all work called for has been fully performed. Any extra cost or damage to COUNTY resulting from such default(s) shall be deducted from any money due or coming due to CONTRACTOR. CONTRACTOR shall bear any extra expenses incurred by COUNTY in completing the work, including all increased costs for completing the work, and all damage sustained, or which may be sustained by COUNTY by reason of such default. If a notice of termination for default has been issued and it is later determined for any reason that CONTRACTOR was not in default, the rights and obligations of the parties shall be the same as if the notice of termination had been issued pursuant to the Termination for Public Convenience paragraph hereof. Termination for Public Convenience: COUNTY may terminate this CONTRACT in whole or in part whenever COUNTY determines, in its sole discretion, that such termination is in the interests of COUNTY. Whenever the CONTRACT is terminated in accordance with this paragraph, CONTRACTOR shall be entitled to payment for actual Professional Services Contract (rev 04/2019) Page 6 work performed in compliance with Exhibit A-SCOPE OF SERVICES. An equitable adjustment in the CONTRACT price for partially completed items of work will be made, but such adjustment shall not include provision for loss of anticipated profit on deleted or uncompleted work. Termination of this CONTRACT by COUNTY at any time during the term, whether for default or convenience, shall not constitute breach of CONTRACT by COUNTY. Termination for Reduced Funding: COUNTY may terminate this CONTRACT in whole or in part should COUNTY determine, in its sole discretion, that such termination is necessary due to a decrease in available project funding including State and/or Federal grants. Whenever the CONTRACT is terminated in accordance with this paragraph, the CONTRACTOR shall be entitled to payment for actual work performed in compliance with Exhibit A Scope-of-Services and Exhibit B Compensation. Withholding Payment: In the event the CONTRACTOR has failed to perform any obligation under this CONTRACT within the times set forth in this CONTRACT, then COUNTY may, upon written notice, withhold from amounts otherwise due and payable to CONTRACTOR, without penalty, until such failure to perform is cured or otherwise adjudicated. Withholding under this clause shall not be deemed a breach entitling CONTRACTOR to termination or damages, provided that COUNTY promptly gives notice in writing to the CONTRACTOR of the nature of the default or failure to perform, and in no case more than ten (10) days after it determines to withhold amounts otherwise due. A determination of the Administrative Officer set forth in a notice to the CONTRACTOR of the action required and/or the amount required to cure any alleged failure to perform shall be deemed conclusive, except to the extent that the CONTRACTOR acts within the times and in strict accord with the provisions of the Disputes clause of this CONTRACT. COUNTY may act in accordance with any determination of the Administrative Officer which has become conclusive under this clause, without prejudice to any other remedy under the CONTRACT, to take all or any of the following actions: (1) cure any failure or default, (2) to pay any amount so required to be paid and to charge the same to the account of the CONTRACTOR, (3) to set off any amount so paid or incurred from amounts due or to become due the CONTRACTOR. In the event the CONTRACTOR obtains relief upon a claim under the Disputes clause, no penalty or damages shall accrue to CONTRACTOR by reason of good faith withholding by COUNTY under this clause. Disputes: 1. Differences between the CONTRACTOR and COUNTY, arising under and by virtue of the AGREEMENT shall be brought to the attention of COUNTY at the earliest possible time in order that such matters may be settled, or other appropriate action promptly taken. For objections that are not made in the manner specified and within the time limits stated, the records, orders, rulings, instructions, and decisions of the Administrative Officer shall be final and conclusive. 2. The CONTRACTOR shall not be entitled to additional compensation which otherwise may be payable, or to extension of time for (1) any act or failure to act by the Administrative Officer of COUNTY, or (2) the happening of any event or occurrence, unless the CONTRACTOR has given COUNTY a written Notice of Potential Claim within ten (10) days of the commencement of the act, failure, or event giving rise to the claim, and before final payment by COUNTY. The written Notice of Potential Claim shall set forth the reasons for which the CONTRACTOR believes additional compensation or extension of time is due, the nature of the cost involved, and insofar as possible, the amount of the potential claim. CONTRACTOR shall keep full and complete daily records of the work performed, labor and material used, and all costs and additional time claimed to be additional. 3. The CONTRACTOR shall not be entitled to claim any such additional compensation, or extension of time, unless within thirty (30) days of the accomplishment of the portion of the work from which the claim arose, and before final payment by COUNTY, the CONTRACTOR has given COUNTY a detailed written statement of each element of cost or other compensation requested and of all elements of additional time required, and copies of any supporting documents evidencing the amount or the extension of time claimed to be due. Professional Services Contract (rev 04/2019) Page 7 Arbitration: Other than claims for injunctive relief brought by a party hereto (which may be brought either in court or pursuant to this arbitration provision), and consistent with the provisions hereinabove, any claim, dispute or controversy between the parties under, arising out of, or related to this CONTRACT or otherwise, including issues of specific performance, shall be determined by arbitration in Shelton, Washington, under the applicable American Arbitration Association (AAA) rules in effect on the date hereof, as modified by this CONTRACT. There shall be one arbitrator selected by the parties within ten (10) days of the arbitration demand, or if not, by the AAA or any other group having similar credentials. Any issue about whether a claim is covered by this CONTRACT shall be determined by the arbitrator. The arbitrator shall apply substantive law and may award injunctive relief, equitable relief (including specific performance), or any other remedy available from a judge, including expenses, costs and attorney fees to the prevailing party and pre-award interest, but shall not have the power to award punitive damages. The decision of the arbitrator shall be final and binding and an order confirming the award or judgment upon the award may be entered in any court having jurisdiction. The parties agree that the decision of the arbitrator shall be the sole and exclusive remedy between them regarding any dispute presented or pled before the arbitrator. At the request of either party made not later than forty-five (45) days after the arbitration demand, the parties agree to submit the dispute to nonbinding mediation, which shall not delay the arbitration hearing date; provided, that either party may decline to mediate and proceed with arbitration. Any arbitration proceeding commenced to enforce or interpret this CONTRACT shall be brought within six (6) years after the initial occurrence giving rise to the claim, dispute or issue for which arbitration is commenced, regardless of the date of discovery or whether the claim, dispute or issue was continuing in nature. Claims, disputes or issues arising more than six (6) years prior to a written request or demand for arbitration issued under this Agreement are not subject to arbitration. Labor Standards: CONTRACTOR agrees to comply with all applicable state and federal requirements, including but not limited to those pertaining to payment of wages and working conditions, in accordance with RCW 39.12.040, the Prevailing Wage Act; the Americans with Disabilities Act of 1990; the Davis-Bacon Act; and the Contract Work Hours and Safety Standards Act providing for weekly payment of prevailing wages, minimum overtime pay, and providing that no laborer or mechanic shall be required to work in surroundings or under conditions which are unsanitary, hazardous, or dangerous to health and safety as determined by regulations promulgated by the Federal Secretary of Labor and/or the State of Washington. Equipment Purchase, Maintenance, and Ownership: The CONTRACTOR agrees that any depreciable equipment purchased, in whole or part, with contract funds at a cost of$1,000 per item or more, is upon its purchase the property of the COUNTY and will be used only for the program funded. The CONTRACTOR agrees to establish and maintain transaction documents (purchase requisitions, packing slips, invoices, receipts) and maintenance records of equipment purchased with Contract funds. The CONTRACTOR shall be responsible for any loss or damage to property of the COUNTY that results from the negligence of the contractor or that results from the failure on the part of the contractor to maintain and administer that property in accordance with sound management practices. In the case of Early Termination, the CONTRACTOR agrees that all such equipment will be returned to the COUNTY unless otherwise agreed upon in writing by the CONTRACTOR and the COUNTY. Assignment and Subcontracting: The performance of all activities contemplated by this CONTRACT shall be accomplished by CONTRACTOR. No portion of this CONTRACT may be assigned or subcontracted to any other individual, firm or entity without the express and prior written approval of COUNTY. If subcontracting is approved, the CONTRACTOR is responsible to COUNTY should the subcontractor fail to comply with any applicable term or condition of this contract. CONTRACTOR shall audit and monitor the Professional Services Contract (rev 04/2019) Page 8 activities of the subcontractor during the contract term to assure fiscal conditions and performance metrics are met. COUNTY will be included on any audit or monitoring activities and reports. Conflict of Interest: If at any time prior to commencement of, or during the term of this CONTRACT, CONTRACTOR or any of its employees involved in the performance of this CONTRACT shall have or develop an interest in the subject matter of this CONTRACT that is potentially in conflict with the COUNTY's interest, then CONTRACTOR shall immediately notify COUNTY of the same. The notification of COUNTY shall be made with sufficient specificity to enable COUNTY to make an informed judgment as to whether or not COUNTY's interest may be compromised in any manner by the existence of the conflict, actual or potential. Thereafter, COUNTY may require CONTRACTOR to take reasonable steps to remove the conflict of interest. COUNTY may also terminate this CONTRACT according to the provisions herein for termination. Non-Discrimination in Employment: COUNTY's policy is to provide equal opportunity in all terms, conditions and privileges of employment for all qualified applicants and employees without regard to race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, disability, or veteran status. CONTRACTOR shall comply with all laws prohibiting discrimination against any employee or applicant for employment on the grounds of race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, disability, or veteran status, except where such constitutes a bona fide occupational qualification. Furthermore, in those cases in which CONTRACTOR is governed by such laws, CONTRACTOR shall take affirmative action to insure that applicants are employed, and treated during employment, without regard to their race, color, creed, religion, national origin, sex, age, marital status, sexual orientation, disability, or veteran status, except where such constitutes a bona fide occupational qualification. Such action shall include, but not be limited to: advertising, hiring, promotions, layoffs or terminations, rate of pay or other forms of compensation benefits, selection for training including apprenticeship, and participation in recreational and educational activities. In all solicitations or advertisements for employees placed by them or on their behalf, CONTRACTOR shall state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex or national origin. The foregoing provisions shall also be binding upon any sub-contractor, provided that the foregoing provision shall not apply to contracts or sub-contractors for standard commercial supplies or raw materials, or to sole proprietorships with no employees. Non-Discrimination in Client Services: CONTRACTOR shall not discriminate on the grounds of race, color, creed, religion, national origin, sex, age, marital status, sexual orientation, disability, or veteran status; or deny an individual or business any service or benefits under this CONTRACT; or subject an individual or business to segregation or separate treatment in any manner related to his/her/its receipt any service or services or other benefits provided under this CONTRACT; or deny an individual or business an opportunity to participate in any program provided by this CONTRACT. Waiver of Noncompetition: CONTRACTOR irrevocably waives any existing rights which it may have, by contract or otherwise, to require another person or corporation to refrain from submitting a proposal to or performing work or providing supplies to COUNTY, and CONTRACTOR further promises that it will not in the future, directly or indirectly, induce or solicit any person or corporation to refrain from submitting a bid or proposal to or from performing work or providing supplies to COUNTY. Patent/Copyright Infringement: CONTRACTOR will defend and indemnify COUNTY from any claimed action, cause or demand brought against COUNTY; to the extent such action is based on the claim that information supplied by the CONTRACTOR infringes any patent or copyright. CONTRACTOR will pay those costs and Professional Services Contract (rev 04/2019) Page 9 damages attributable to any such claims that are finally awarded against COUNTY in any action. Such defense and payments are conditioned upon the following: A. CONTRACTOR shall be notified promptly in writing by COUNTY of any notice of such claim. B. CONTRACTOR shall have the right, hereunder, at its option and expense, to obtain for COUNTY the right to continue using the information, in the event such claim of infringement, is made, provided no reduction in performance or loss results to COUNTY. Confidentiality: CONTRACTOR, its employees, sub-contractors, and their employees shall maintain the confidentiality of all information provided by COUNTY or acquired by CONTRACTOR in performance of this CONTRACT, except upon the prior written consent of COUNTY or an order entered by a court after having acquired jurisdiction over COUNTY. CONTRACTOR shall immediately give to COUNTY notice of any judicial proceeding seeking disclosure of such information. CONTRACTOR shall indemnify and hold harmless COUNTY, its officials, agents or employees from all loss or expense, including, but not limited to, settlements, judgments, setoffs, attorneys' fees and costs resulting from CONTRACTOR's breach of this provision. Right to Review: This CONTRACT is subject to review by any Federal, State or COUNTY auditor. COUNTY or its designee shall have the right to review and monitor the financial and service components of this program by whatever means are deemed expedient by the Administrative Officer or by COUNTY's Auditor's Office. Such review may occur with or without notice and may include, but is not limited to, on-site inspection by COUNTY agents or employees, inspection of all records or other materials which COUNTY deems pertinent to the CONTRACT and its performance, and any and all communications with or evaluations by service recipients under this CONTRACT. CONTRACTOR shall preserve and maintain all financial records and records relating to the performance of work under this CONTRACT for six (6) years after CONTRACT termination, and shall make them available for such review, within Mason County, State of Washington, upon request. CONTRACTOR also agrees to notify the Administrative Officer in advance of any inspections, audits, or program review by any individual, agency, or governmental unit whose purpose is to review the services provided within the terms of this CONTRACT. If no advance notice is given to CONTRACTOR, then CONTRACTOR agrees to notify the Administrative Officer as soon as it is practical. Insurance Requirements: At a minimum, CONTRACTOR shall provide insurance that meets or exceeds the requirements detailed in "Exhibit B-Insurance Requirements." Insurance as a Condition of Payment: Payments due to CONTRACTOR under this CONTRACT are expressly conditioned upon the CONTRACTOR's strict compliance with all insurance requirements under this CONTRACT. Payment to CONTRACTOR shall be suspended in the event of non-compliance. Upon receipt of evidence of full compliance, payments not otherwise subject to withholding or set-off will be released to CONTRACTOR. Industrial Insurance Waiver: With respect to the performance of this CONTRACT and as to claims against COUNTY, its officers, agents and employees, CONTRACTOR expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to its employees and agrees that the obligations to indemnify, defend and hold harmless provided in this CONTRACT extend to any claim brought by or on behalf of any employee of CONTRACTOR. This waiver is mutually negotiated by the parties to this CONTRACT. Professional Services Contract (rev 04/2019) Page 10 CONTRACTOR Commitments, Warranties and Representations: Any written commitment received from CONTRACTOR concerning this CONTRACT shall be binding upon CONTRACTOR, unless otherwise specifically provided herein with reference to this paragraph. Failure of CONTRACTOR to fulfill such a commitment shall render CONTRACTOR liable for damages to COUNTY. A commitment includes, but is not limited to, any representation made prior to execution of this CONTRACT, whether or not incorporated elsewhere herein by reference, as to performance of services or equipment, prices or options for future acquisition to remain in effect for a fixed period, or warranties. Defense and Indemnity Contract: Indemnification by CONTRACTOR. To the fullest extent permitted by law, CONTRACTOR agrees to indemnify, defend and hold COUNTY and its departments, elected and appointed officials, employees, agents and volunteers, harmless from and against any and all claims, damages, losses and expenses, including but not limited to court costs, attorney's fees and alternative dispute resolution costs, for any personal injury, for any bodily injury, sickness, disease or death and for any damage to or destruction of any property (including the loss of use resulting there from) which 1) are caused in whole or in part by any act or omission, negligent or otherwise, of the CONTRACTOR, its employees, agents or volunteers or CONTRACTOR's subcontractors and their employees, agents or volunteers; or 2) are directly or indirectly arising out of, resulting from, or in connection with performance of this CONTRACT; or 3) are based upon CONTRACTOR's or its subcontractors' use of, presence upon or proximity to the property of COUNTY. This indemnification obligation of CONTRACTOR shall not apply in the limited circumstance where the claim, damage, loss or expense is caused by the sole negligence of COUNTY. This indemnification obligation of the CONTRACTOR shall not be limited in any way by the Washington State Industrial Insurance Act, RCW Title 51, or by application of any other workmen's compensation act, disability benefit act or other employee benefit act, and the CONTRACTOR hereby expressly waives any immunity afforded by such acts. The foregoing indemnification obligations of the CONTRACTOR are a material inducement to COUNTY to enter into this CONTRACT, are reflected in CONTRACTOR's compensation, and have been mutually negotiated by the parties. Participation by County— No Waiver. COUNTY reserves the right, but not the obligation, to participate in the defense of any claim, damages, losses or expenses and such participation shall not constitute a waiver of CONTRACTOR's indemnity obligations under this CONTRACT. Survival of CONTRACTOR's Indemnity Obligations. CONTRACTOR agrees all CONTRACTOR'S indemnity obligations shall survive the completion, expiration or termination of this CONTRACT. Indemnity by Subcontractors. In the event the CONTRACTOR enters into subcontracts to the extent allowed under this CONTRACT, CONTRACTOR's subcontractors shall indemnify COUNTY on a basis equal to or exceeding CONTRACTOR's indemnity obligations to COUNTY. Compliance with Applicable Laws, Rules and Regulations: This CONTRACT shall be subject to all laws, rules, and regulations of the United States of America, the State of Washington, political subdivisions of the State of Washington and Mason County. CONTRACTOR also agrees to comply with applicable Federal, State, County or municipal standards for licensing, certification and operation of facilities and programs, and accreditation and licensing of individuals. Conflict of Interest: Notwithstanding, any determination by the Executive Ethics Board or other tribunal, the COUNTY may, in its sole discretion, by written notice to CONTRACTOR terminate this contract if it is found after due notice and examination by the COUNTY that there is a violation of the Ethics in Public Service Act, Chapter 42.52 RCW or any similar statute involving CONTRACTOR, or any activities performed pursuant to the contract. Professional Services Contract(rev 04/2019) Page 11 Unilateral Contract Changes: The CONTRACTOR acknowledges that the COUNTY may correct typographical errors, numbering errors or other minor grammar or punctuation error without the need to amend the agreement. The CONTRACTOR shall be notified when any correction take place and will be provided with a corrected copy of the contract. Contract Monitoring and Program Review: CONTRACTOR will permit Mason County staff to visit CONTRACTOR'S premises and review CONTRACTOR'S activities with respect to the program, and will permit the COUNTY at its own expense, to conduct an independent financial and/or programmatic audit of the expenditures related to this contract. Contract Administration: COUNTY hereby appoints, and CONTRACTOR hereby accepts, the Mason County's Community Services Director and his or her designee, as COUNTY's representative, hereinafter referred to as the Administrative Officer, for the purposes of administering the provisions of this CONTRACT, including COUNTY's right to receive and act on all reports and documents, and any auditing performed by the COUNTY related to this CONTRACT. The Administrative Officer for purposes of this CONTRACT is: Lydia Buchheit, Community and Family Health & Human Services Manager Mason County Community Services 415 N. 6th Street Phone: 360-427-9670 Ext. 404 Fax: 360-427-7787 E-mail: LydiaB(a)co.mason.wa.us Financial Contact: Casey Bingham, Finance Manager Mason County Public Health and Human Services 415 N. 6th Street Phone: 360-427-9670 Ext. 562 Fax: 360-427-7787 E-mail: caseyb(cD-co.mason.wa.us Notice: Except as set forth elsewhere in the CONTRACT, for all purposes under this CONTRACT except service of process, notice shall be given by CONTRACTOR to COUNTY's Administrative Officer under this CONTRACT. Notices and other communication may be conducted via e-mail, U.S. mail, fax, hand-delivery or other generally accepted manner including delivery services. Modifications: Either party may request changes in the CONTRACT. Any and all agreed modifications, to be valid and binding upon either party, shall be in writing and signed by both of the parties. Venue and Choice of Law: In the event that any litigation should arise concerning the construction or interpretation of any of the terms of this CONTRACT, the venue of such action of litigation shall be in the courts of the State of Washington and Mason County. Unless otherwise specified herein, this CONTRACT shall be governed by the laws of Mason County and the State of Washington. Severability: If any term or condition of this CONTRACT or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect other terms, conditions or applications Professional Services Contract(rev 04/2019) Page 12 1 which can be given effect without the invalid term, condition or application. To this end, the terms and conditions of this CONTRACT are declared severable. Waiver: Waiver of any breach or condition of this CONTRACT shall not be deemed a waiver of any prior or subsequent breach. No term or condition of this CONTRACT shall be held to be waived, modified or deleted except by an instrument, in writing, signed by the parties hereto. The failure of COUNTY to insist upon strict performance of any of the covenants of this CONTRACT, or to exercise any option herein conferred in any one or more instances, shall not be construed to be a waiver or relinquishment of any such, or any other covenants or contracts, but the same shall be and remain in full force and effect. Order of Precedence: A. Applicable federal, state and county statutes, WAC's, RCW's, regulations, policies, procedures, federal Office of Management and Budget (OMB) circulars and federal and state executive orders. B. Contract Face Sheet C. Special Conditions D. General Terms & Conditions E. Exhibit B Insurance Requirements F. Exhibit A, Scope of Service G. Exhibit C, Budget H. Grant Guidelines Entire Contract: This written CONTRACT, comprised of the writings signed or otherwise identified and attached hereto, represents the entire CONTRACT between the parties and supersedes any prior oral statements, discussions, or understandings between the parties. (blank space intentional) Professional Services Contract(rev 04/2019) Page 13 EXHIBIT A Scope of Service The Treasury Rent Assistance Program (T-RAP) Grant is intended to prevent evictions by paying past due and future rent, and past due utilities while targeting limited resources to those with the greatest needs while working to distribute funds equitably. The COUNTY and Department of Commerce will monitor spending regularly to help ensure grantees are on track to spend out their award by September 30, 2021. CONTRACTOR agrees to adhere to the Department of Commerce T-RAP Grant Guidelines and be responsible for the use of all current documents and forms. Eligibility and Prioritization The purpose of eligibility screening criteria is to target those most likely to become homeless but for this assistance. Households must meet all three of the initial screening criteria: ✓ Income at or below 80% of Area Median Income (AMI). ✓ Experiencing a financial hardship directly or indirectly due to the COVID-19 outbreak that threatens the household's ability to pay the costs of the rental property when due. ✓ At risk of experiencing homelessness or currently experiencing housing instability. In addition to following the eligibility criteria, the following households must be prioritized: ✓ Income at or below 50% Area Median Income (AMI). ✓ Households with one or more individuals who are unemployed and have been unemployed for 90 days before application date. Performance Measurement CONTRACTOR must ensure equitable access to T-RAP. Equitable access means that the race and ethnicity of people entering T-RAP are equal to the community demographics. Equitable access is measured by comparing the percent of people in poverty by race and ethnicity to the percent of people entering T-RAP by race and ethnicity. The percentage of head of households provided rent assistance must at least be equal the proportion to the population living in poverty in the county for each of the following groups: ✓ People of Color (includes Black or African American, American Indian and Alaska Native, Native Hawaiian or other Pacific Islander, Hispanic/Latinx, Asian, Other/Multi-Racial) ✓ Black or African American ✓ American Indian and Alaska Native ✓ Hispanic/Latinx Data from all T-RAP subgrantees in the county will be combined for the purpose of performance measurement and performance monitoring. Additional performance target includes: ✓ Ten percent of households served must be youth or young adults age 18-24, this includes emancipated 16 and 17 year olds. Professional Services Contract (rev 04/2019) Page 14 ✓ Shelton Youth Connection agrees to partner with Crossroads Housing to help ensure this deliverable is met. Partner with Dispute Resolution Centers CONTRACTOR agrees to coordinate with their local Dispute Resolution Centers (DRC) if one exists within their service region. DRCs can be an important pathway to prevent evictions and providing rent assistance can be critical to settling disputes. (blank space intentional) Professional Services Contract(rev 04/2019) Page 15 EXHIBIT B INSURANCE REQUIREMENTS A. MINIMUM Insurance Requirements: 1. Commercial General Liability Insurance using Insurance Services Office "Commercial General Liability" policy form CG 00 01, with an edition date prior to 2004, or the exact equivalent. Coverage for an additional insured shall not be limited to its vicarious liability. Defense costs must be paid in addition to limits. Limits shall be no less than $1,000,000 per occurrence for all covered losses and no less than $2,000,000 general aggregate, for bodily injury, personal injury, and property damage, including without limitation, blanket contractual liability. 2. Workers' Compensation on a state-approved policy form providing statutory benefits as required by law with employer's liability limits for CONTRACTOR's, with two (2) or more employees and/or volunteers, no less than $1,000,000 per accident for all covered losses. 3. Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including owned, non-owned and hired autos, or the exact equivalent. Limits shall be no less than $1,000,000 per accident, combined single limit. If CONTRACTOR owns no vehicles, this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described above. If CONTRACTOR or CONTRACTOR's employees will use personal autos in any way on this project, CONTRACTOR shall obtain evidence of personal auto liability coverage for each such person. B. Certificate of Insurance: A Certificate of Insurance naming COUNTY as the Certificate Holder must be provided to COUNTY within five (5) days of CONTRACT execution. C. Basic Stipulations: 1. CONTRACTOR agrees to endorse third party liability coverage required herein to include as additional insureds COUNTY, its officials, employees and agents, using ISO endorsement CG 20 10 with an edition date prior to 2004. CONTRACTOR also agrees to require all contractors, subcontractors, and anyone else involved in this CONTRACT on behalf of the CONTRACTOR (hereinafter"indemnifying parties") to comply with these provisions. 2. CONTRACTOR agrees to waive rights of recovery against COUNTY regardless of the applicability of any insurance proceeds, and to require all indemnifying parties to do likewise. 3. All insurance coverage maintained or procured by CONTRACTOR or required of others by CONTRACTOR pursuant to this CONTRACT shall be endorsed to delete the subrogation condition as to COUNTY or must specifically allow the named insured to waive subrogation prior to a loss. 4. All coverage types and limits required are subject to approval, modification and additional requirements by COUNTY. CONTRACTOR shall not make any reductions in scope or limits of coverage that may affect COUNTY's protection without COUNTY's prior written consent. 5. CONTRACTOR agrees to provide evidence of the insurance required herein, satisfactory to COUNTY, consisting of: a) certificate(s) of insurance evidencing all the coverages required and, b) an additional insured endorsement to CONTRACTOR's general liability policy using Insurance Services Office form CG 20 10 with an edition date prior to 2004. CONTRACTOR agrees, upon request by COUNTY to provide complete, certified copies of any policies required within 10 days of such request. COUNTY has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests. Any premium so paid by COUNTY shall be charged to and promptly paid by CONTRACTOR or deducted from sums due CONTRACTOR. Any actual or alleged failure on the part of COUNTY or any other additional insured under these requirements to obtain proof of insurance required under this CONTRACT in no way waives any right or remedy of COUNTY or any additional insured, in this or in any other regard. 6. It is acknowledged by the parties of this CONTRACT that all insurance coverage required to be provided by CONTRACTOR or indemnifying party, is intended to apply first and on a primary non-contributing basis in relation to any other insurance or self-insurance available to COUNTY. Professional Services Contract (rev 04/2019) Page 16 1 7. CONTRACTOR agrees not to self-insure or to use any self-insured retentions on any portion of the insurance required herein and further agrees that it will not allow any indemnifying party to self- insure its obligations to COUNTY. If CONTRACTOR's existing coverage includes a self-insured retention, the self- insured retention must be declared to the COUNTY. The COUNTY may review options with CONTRACTOR, which may include reduction or elimination of the self-insured retention, substitution of other coverage, or other solutions. 8. CONTRACTOR will renew the required coverage annually as long as COUNTY, or its employees or agents face an exposure from operations of any type pursuant to this CONTRACT. This obligation applies whether the CONTRACT is canceled or terminated for any reason. Termination of this obligation is not effective until COUNTY executes a written statement to that effect. 9. The limits of insurance as described above shall be considered as minimum requirements. Should any coverage carried by CONTRACTOR or a subcontractor of any tier maintain insurance with limits of liability that exceed the required limits or coverage that is broader than as outlined above, those higher limits and broader coverage shall be deemed to apply for the benefit of any person or organization included as an additional insured and those limits shall become the required minimum limits of insurance in all Paragraphs and Sections of this CONTRACT. 10. None of the policies required herein shall be in compliance with these requirements if they include any limiting endorsement that has not been first submitted to COUNTY and approved of in writing. 11. The requirements in this Exhibit supersede all other sections and provisions of this CONTRACT to the extent that any other section or provision conflicts with or impairs the provisions of this Exhibit. 12. Unless otherwise approved by COUNTY, insurance provided pursuant to these requirements shall be by insurers authorized to do business in Washington and with a minimum A.M. Best rating of A:VII. 13. All insurance coverage and limits provided by CONTRACTOR and available or applicable to this agreement are intended to apply to the full extent of the policies. Nothing contained in this CONTRACT limits the application of such insurance coverage. 14. CONTRACTOR agrees require insurers, to provide notice to COUNTY thirty (30) days prior to cancellation of such liability coverage or of any material alteration or non-renewal of any such coverage, other than for non-payment of premium. CONTRACTOR shall assure that this provision also applies to any subcontractors,joint ventures or any other party engaged by or on behalf of contractor in relation to this agreement. Certificate(s) are to reflect that the issuer will provide thirty (30) days' notice to COUNTY of any cancellation of coverage. 15. COUNTY reserves the right at any time during the term of the CONTRACT to change the amounts and types of insurance required by giving the CONTRACTOR ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the CONTRACTOR, the COUNTY and CONTRACTOR may renegotiate CONTRACTOR's compensation. 16. Requirements of specific coverage features are not intended as limitation on other requirements or as waiver of any coverage normally provided by any given policy. Specific reference to a coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all-inclusive. 17. CONTRACTOR agrees to provide immediate notice to COUNTY of any claim or loss against CONTRACTOR arising out of the work performed under this agreement. COUNTY assumes no obligation or liability by such notice but has the right(but not the duty) to monitor the handling of any such claim or claims if they are likely to involve COUNTY. Professional Services Contract (rev 04/2019) Page 17 EXHIBIT C BUDGET Submit invoices and reports electronically to Stacey Ells, staceye(a--)co.mason.wa.us, and Todd Parker, tparker(a)-co.mason.wa.us. The COUNTY and Department of Commerce will monitor spending regularly to help ensure grantees are on track to spend out their award by September 30, 2021. March 13, 2021 — December 31, 2021 Crossroads Housing Award Amount Administration and Operations $28,548 Rent and Utilities $185,560 Total $214,108 Report and Invoice Period: The report period will be Thursday through Wednesday with the exception that the first invoice may have a starting day other than Thursday. Invoices may be submitted weekly. Payment: The funding awarded may only be used for eligible activities and expenses. Payment is based on a reimbursement of allowable expenses. The Subcontractor must submit their own invoice request document and ledger. Each invoice must include: • the name of the agency, • date submitted, • dates of service (e.g. report period), • contract number, • funding source, • reimbursement request per funding source, • any additional voucher detail worksheets, if required by the grant, • a total reimbursement request for each funding source, and • a signature from the Executive Director, CEO, and/or Board Member. Approved invoices will be disbursed according to the vendor payment process of the County Auditor's Office. Refer to the Billing Procedures and Payment clause of this contract for additional information. In the event State, Federal or local funding changes, the COUNTY reserves the right to amend the payment terms and the amount awarded in this contract. -; Professional Services Contract (rev 04/2019) Page 18 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Kell Rowen DEPARTMENT: DCD EXT: 286 BRIEFING DATE: April 12, 2021 PREVIOUS BRIEFING DATES: None If this is a follow-up briefing, please provide only new information INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance X Human Resources ❑ Legal ❑ Other— please explain ITEM: Part time extra help in the Permit Assistance Center. EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): DCD's Permit Assistance Center had a part time, temporary help clerical staff position that became vacant just before the Covid 19 shutdown last March. DCD is requesting to refill the position. BUDGET IMPACT: Budget neutral. This position can be absorbed within existing budget. PUBLIC OUTREACH:(Include any legal requirements, direct notice, website, community meetings, etc.) N/A RECOMMENDED OR REQUESTED ACTION: Permission to fill position and post to hire. ATTACHMENTS: None. Briefing Summary 4/7/2021 °x oOVH Mason County Support Services Department Budget Management e Street 411 North 5 th Commissioner Administration Emergency Management Shelton, WA 98584 Facilities, Parks&Trails 360.427.9670 ext. 419 Human Resources Information Services Y Labor Relations 1854 Risk Management MASON COUNTY COMMISSIONER BRIEFING ITEMS FROM SUPPORT SERVICES April 12, 2021 • Specific Items for Review o Continued review of process for replacement of Support Services Director— Frank Pinter o CARES Act Community Development Block Grant CV2 Coronavirus Funds—Frank Pinter o • Commissioner Discussion J:ADLZ\Briefing Items\202I\2021-04-12.docx MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Frank Pinter DEPARTMENT: Support Services EXT: 530 BRIEFING DATE: 4/12/2021 PREVIOUS BRIEFING DATES: 2/22, 3/8, 3/22, 3/29, 4/5 If this is a follow-up briefing, please provide only new information ITEM: Review proposed timeline for replacement hire of Support Services Director Background: The current Support Services Director noticed his retirement this year. The BOCC requested a proposed timeline for rehire of the position. 3/1 to 3/15 rewrite Job Description if necessary 3/1 to 4/1 Solicit Agency to post position if necessary 4/1 to 5/15 post position 5/15 to 6/1 Job Panel review — Select Hire — Hiree to give 2 to 4 weeks' notice 7/1 to 8/30 Work in tandem We are still on schedule based on the timeline above. We have three draft job descriptions available for final review and acceptance. Additionally we have two proposals for review and selection of so desired from Executive Search firms. RECOMMENDED ACTION: Review draft job descriptions to confirm applicable and review proposals from Executive Search firms and select one if so desired. Attachment: Job Descriptions Executive Search proposals Briefing Summary 4/8/2021 t POSITION DESCRIPTION tsu Title: Budget and Finance Manager Department: Support Services Affiliation: Reports to: County Manager Exempt: Non-Exempt: X Supervises/Directs: Finance Managers / Accounting Staff Job Class: Risk Class: Salary Range: 5306-07 Clerical JOB SUMMARY: Plans, organizes and directs the budgetary process for the County including: the budgets and accounting methodology management. Assists the County Manager in executing a broad variety of administrative accounting policies on a county wide basis. Performs various administrative related project work and studies for the County Manager as needed. SUPERVISES / DIRECTS: Directly supervises the Financial Analyst assigned to the Budget and Finance Manager. Directs all Finance Managers throughout the county and all county accounting staff (except for staff in the Auditor's Office) in Policy and Process, as it relates to the county wide application of accounting and budget, additionally, with the goal of unifying all Offices and Departments in the use of MUNIS to the fullest extent possible. ESSENTIAL JOB FUNCTIONS: (Any one position may not include all of the duties listed nor do the listed examples include all tasks which may be found in positions of this class.) Plans, organizes and coordinates the development, preparation, implementation and evaluation of the County's annual budget in compliance with the standards of the Generally Accepted Accounting Principles, GASB standards and/or Government Finance Officers Association as appropriate. Prepares the final budget for adoption by the BOCC. Assists the Chief Finance Manager in the implementation of the State Auditor's Office recommendations resulting from the audit process. Works with the Chief Finance Manager through the Audit Committee to develop county wide accounting and fiscal policies and procedures. Provides planning, leadership and direction to develop countywide short and long term strategic planning, performance measurements, goals and objectives for county wide accounting, financial and fiscal operations; reviews and updates annual budgetary and comprehensive plans for the service departments (IT, Parks and Trails, Facilities, DEM, Motorpool, Support Services and Commissioner Administration). Prepares and administers the Sales & Use Tax, Lodging Fund non-departmental, Transfers, Reserves, unemployment and REET funds. Conducts research and develops policy recommendations regarding a variety of difficult and complex administrative or management issues related to County-wide accounting, budget and fiscal programs, operations and services. POSITION DESCRIPTION Initiates, develops and prepares countywide monthly revenue and expenditure reports with charts and comparisons for elected officials, departments and the general public. Provides monthly updates on the county web page and briefs regularly with the BOCC on financial matters. Prepares all budget amendments for BOCC approval and verifies that the budget and all budget amendments are correctly adopted, processed and posted to accounting records by the Auditor's and Treasurer's offices. Works with the BOCC, County Manager and the Human Resources Administrator to provide financial analysis, impact statements and recommendations for labor negotiations strategy as needed. OTHER JOB FUNCTIONS: Analyzes and recommends improvements to existing facilities, equipment and operating systems of the department. Develops and maintains systems and records that provide for proper evaluation, control and documentation of assigned operations. Manages all fiscal and reporting requirements for the effective and efficient management of Motorpool. Directs the resolution of inquiries, complaints, problems or emergencies affecting the availability or quality of services. Responds to the most sensitive or complex inquires of service complaints. Develops and presents or contracts for training of county staff in areas of budget, accounting and use of MUNIS software. Performs other related work as required. WORKING CONDITIONS: QUALIFICATIONS: Knowledge of: Generally accepted accounting principles and procedures, governmental accounting and (BARS) Budgeting, Accounting, Reporting Systems financial management. State, federal and local laws and regulations relating to public accounting. Management and supervisory principles and practices. Ability to: Prepare, analyze and monitor budgets. Plan, organize and oversee assigned programs. Analyze and develop effective administrative standards and procedures on a County-wide basis. Establish and maintain accurate records of assigned activities and operations. POSITION DESCRIPTION Communicate effectively, both orally and in writing, with individuals and groups regarding complex or sensitive issues or regulations. Establish and maintain effective working relationships with co-workers, public officials, BOCC, labor union/guild representatives, representatives of other agencies and the general public. Physical ability to perform the essential functions of the job. EDUCATION AND EXPERIENCE: Any equivalent combination of education and experience which provides the applicant with the knowledge, skills, and abilities required to perform the job. A typical way to obtain the knowledge and abilities would be: Bachelor's degree in business administration finance, accounting or public administration and at least five years progressively responsible professional level experience in administrative management including budget and accounting. Audit experience preferred. LICENSES, CERTIFICATES AND OTHER REQUIREMENTS: Valid Washington State driver's license Select and remove from the list below. REQUIRED TRAINING FOR THIS POSITION: Sexual Harassment & Discrimination —Annually Blood Borne Pathogens—Annually Smart Risk Management—Once Slip, Trip and Fall —Annually Safe Lifting Practices —Annually FEMA IS 100 and 700-Once FEMA IS-907-Active Shooter-Annually FMLA - Once REGULAR MONITORED DRIVER: Yes No DEFENSIVE DRIVING-ALL ANNUALLY: Basics R is for Reverse Intersections Reduce Winter Weather Accidents General Auto Risk Program for Drivers Additional job specific trainings may be issued at a later date. Elected Official Signature of Approval: Date: Human Resources Signature of Approval: Date: POSITION DESCRIPTION I have read and understand the above position description: Name: Date: Signature: Font: Arial Size: 12 for everything except "POSITION DESCRIPTION" at the top, that is bold size 16, or whatever looks best. Margins are "custom" at .5 on all four sides and the entire,document is justified. You can do .75 on the left and right sides if it looks better. You can adjust the margins to make it fit appropriately. The revision changes are in the footer example: Rev 1.2000, Rev 2.2005, Rev 3.2018 (size 9 font in arial) To find date history of the position,look in the position descriptions files for that department. If you cant find any dates you can put"Est. Unknown/Rev 1 blah blah blah...continue with the example above. Regular, reliable and punctual attendance. (This is added under job duties section if it is not already listed. You can search the document for the word "attendance" to see if it needs to be added). Copy and paste the below info and then change it accordingly. REQUIRED TRAINING FOR THIS POSITION: Sexual Harassment & Discrimination —Annually Blood Borne Pathogens—Annually Smart Risk Management—Once Slip, Trip and Fall —Annually Safe Lifting Practices —Annually FEMA IS 100 and 700-Once FEMA IS-907-Active Shooter-Annually FMLA - Once REGULAR MONITORED DRIVER: Yes No DEFENSIVE DRIVING-ALL ANNUALLY: Basics POSITION DESCRIPTION R is for Reverse Intersections Reduce Winter Weather Accidents General Auto Risk Program for Drivers Additional job specific trainings may be issued at a later date. Union Representative Signature of Approval: Date: Elected Official/ Director Signature of Approval: Date: I have read and understand the above position description: Name: Date: Signature: X POSITION DESCRIPTION Title: Department: County Manager Support Services Affiliation: Job Class: Reports to: Non-Rep 1156 Board of Commissioners Salary Risk Class: Supervises/Directs: Range: 5306 Budget and Finance Manager, 46 Commissioner Administration, Emergency Management, Facilities, Parks &Trails, Information Services, Labor Relations BOCC Approval Date: Human Resources Approval Date: GENERAL DESCRIPTION: To provide organizational leadership, direction, and supervision to a group of internal services departments and other departments as assigned; to coordinate assigned activities with other County departments, offices, divisions and outside agencies; and to provide highly responsible organizational and administrative support, preparing reports and recommendations on County matters, goals and strategic objectives to the Board of County Commissioners (BOCC) and advises BOCC on county issues. Manages and supervises; Budget and Finance, Commissioner Administration, Emergency Management, Facilities, Parks &Trails, Information Services, Motorpool and Labor Relations as Chief Negotiator. ESSENTIAL JOB FUNCTIONS: (Anyone position may not include all of the duties listed nor do the listed examples include all tasks which may be found in positions of this class.) Receives administrative direction from the Board of County Commissioners Exercises direct supervision over management and professional staff. Assists the board in establishing and maintaining effective relationships with all elected officials, other jurisdictions, government entities, community organizations, and the general public. Represents Mason County at the local, regional, state and federal level of government as directed by the BOCC. Represents the BOCC in all labor matters including negotiations, grievances, arbitrations and disciplinary hearings assisted by the Budget and Finance Manager and the Human Resource Administrator. Advises Elected Officials, Department Heads and Supervisors on interpretations of labor contracts, fiscal issues and application of County policies. Conducts internal investigations (except for the MCSO) and participates in difficult personnel matters such as terminations or disciplinary hearings. Duties may include, but are not limited to, the following: Leads assigned staff and departments to ensure the efficient and effective delivery of services, consistent with County objectives and policies. Directs and manages the development and 1 Page implementation of goals, objectives, and priorities for assigned services; identifies resource needs; recommends and implements policies and procedures. Identifies opportunities for improving service delivery methods and procedures using Six Sigma techniques within assigned services and as assigned by the BOCC for other departments; reviews with appropriate management and staff and recommends or implements improvements as appropriate. Selects, trains, motivates and evaluates assigned staff; provides or coordinates staff training, works with employees to correct deficiencies; implements discipline and termination procedures. Participates on a variety of boards and commissions; attends and participates in professional group meetings including community and civic groups, stays abreast of new trends and innovations in all functions and departments as assigned. Coordinates activities with those of other departments and outside agencies and organizations, Advisory and Statutory Boards, prepares and presents staff reports and other necessary correspondence. Responds to and resolves difficult and sensitive internal, employee and citizen inquiries, grievances and complaints. Advises, communicates and collaborates with Elected Officials and Department Heads on labor, policy, finance and board discussions. Assist board in developing legislative priorities and strategies. Develops and maintains professional relationships with Elected Officials, Department Heads, Department Heads, WASC and County Administrators regarding Legislative Priorities of the other Elected Officials and or Department Heads, including County goals and strategic objectives This position is an at-will appointed position and serves at the pleasure of the BOCC. Performs special projects as requested by the Board. Performs related duties as assigned. OTHER JOB FUNCTIONS: Required to use independent judgment in the application of governance and service principles and governing laws, and in analyzing and making recommendations for change. WORKING CONDITIONS: Work is performed in an office environment while sitting at a computer or desk operating general office equipment. May lift or move up to 40 pounds. QUALIFICATIONS: Knowledge of - Principles, methods and techniques of public administration, including public policy and decision making, budget preparation and administration, and personnel/labor relations management. 2 Page - Management and supervision principles and practices. - Legal requirements, regulations, and laws applicable to county governance in the state of Washington. Leadership in organizational development, labor relations and employment practices. - Fiscal management, including budget preparation, expenditure control and record keeping. Personnel management, LEAN (Six Sigma) management analysis and planning techniques. - Conduct management surveys and studies. Legislative process, budgeting and fiscal management policies of Washington State. - Social Media and communication techniques. Ability to - Plan, organize and oversee assigned work programs. - Develop program goals and objectives. - Analyze complex problems and conflicting priorities and recommend alternatives and solutions. - Analyze and evaluate organizational, interdepartmental and workplace issues, develop and implement recommendations and/or corrective actions. - Direct staff in continuous efforts to improve quality productivity and effectiveness. - Oversee or serve as lead negotiator for collective bargaining and other assigned County agreements or contracts. - Establish and maintain effective working relationships. - Communicate effectively, both orally and in writing, with individuals and groups regarding complex or sensitive issues or regulations. - Maintain the confidentiality of sensitive and confidential information. - Physical ability to perform the essential functions of the job. EDUCATION AND EXPERIENCE: Any equivalent combination of education and experience, which provides the applicant with the knowledge, skills, and abilities, required to perform the job. A typical way to obtain the knowledge and abilities would be: Five years of supervisory responsibility, preferably in the public sector. In a senior administrative /executive position. A Master's Degree in Public Administration preferred or a Bachelor's Degree (with related relevant experience) from an accredited college or university with major course work in public administration or a related field. REQUIRED TRAINING FOR THIS POSITION: Sexual Harassment & Discrimination —Annually Smart Risk Management—Once Slip, Trip and Fall —Annually Safe Lifting Practices —Annually FEMA IS 100 and 700-Once FEMA IS-907-Active Shooter-Annually FMLA -Annually REGULAR MONITORED DRIVER: x Yes No DEFENSIVE DRIVING-ALL ANNUALLY: 3 Pa e Basics R is for Reverse Intersections Reduce Winter Weather Accidents General Auto Risk Program for Drivers Additional job specific trainings may be issued at a later date. Board of County Commissioner Signature of Approval: Date: Board of County Commissioner Signature of Approval: Date: Board of County Commissioner Signature of Approval: Date: I have read and understand the above position description: Name: Date: Signature: 4 Page �r�µ coL,yTF POSITION DESCRIPTION r Title: Department: Human Resources Administrator Human Resources / Risk Management Affiliation: Reports to: Non-Union BOCC Exempt: X Non-Exempt: Supervises/Directs: Risk Safety Compliance Manager, Personnel Analyst, BOE Administrative Clerk Job Class: Risk Class: Salary Range: 5306 JOB SUMMARY: Plans, organizes and directs the human resources, training, and safety functions of the County. Provides assistance and guidance to the County Manager, elected officials, department heads, and employees on a wide variety of human resources, training, and safety issues. Manages staff in the mitigation of the county wide exposure to risk and loss control. Reviews the development and management of the tracking systems to ensure proper evaluation, control, and documentation of'liability and insurance claims. Manages claims and incident reports to assess liability and minimize exposure to accidents and injuries. Manages County compliance with all state and federal regulations associated with worker health and safety issues. Manages the Board of Equalization petition process for the County as well as the administering the Civil Service program for planning, implementation, meetings, documents, recruitment, appeals and selection processes. Provides planning, leadership and direction and develops short and long range plans, goals and objectives for the Human Resources Department. Reviews and updates annual plans for the department. Assures human resources service delivery is in concert with the County's mission, vision, business goals, and operational objectives. Ensures human resources activities are aligned with industry best practices in the areas of recruitment, classification, benefits, disciplinary actions, performance management, personnel policy, leave administration, training, safety and risk working cooperatively with County Commissioners, the County Manager, other elected officials and county department heads. ESSENTIAL JOB FUNCTIONS: (Any one position may not include all of the duties listed nor do the listed examples include all tasks which may be found in positions of this class.) Assists the County Manager with labor contract negotiations, grievances, labor/management meetings, mediation and arbitration hearings. Develops and administers the County's human resources program including staffing, job classification, compensation, employee benefits, performance management, 1 I Page POSITION DESCRIPTION affirmative action, workers compensation, training, and safety. Provides oversight of the County's Risk Management program. Acts as a senior-level advisor and technical expert in human resource laws, policies and procedures, providing assistance to department heads, supervisors, elected officials, and employees in resolving employment and/or work performance issues as they arise. Investigates complaints from employees or applicants, makes recommendations to the department heads or elected officials and/or County Commissioners and responds to complainants. Oversees or conducts the investigation and response to claims for unemployment insurance and workers compensation claims. Prepares and justifies the human resources department budget in accordance with staffing and resource requirements, cost estimates with department and County goals and objectives. Administers and participates in the development and implementation of human resources policies and procedures that are consistent with state, federal and local laws and regulations. Prepares or oversees the preparation of classification descriptions. Performs research and makes recommendations to establish or adjust salary levels for County positions. Coordinates with elected officials and department heads in recruiting and hiring qualified personnel. Ensures the maintenance of personnel files for all county employees. Manages the recruitment, selection and on-boarding process for all new county employees as well as the off-boarding process for retirements, terminations and departing employees. Administers the County's employee benefit plans, Affirmative Action and Equal Employment Opportunity program, and the CDL Drug and Alcohol Testing program. Ensures proper reporting of incidents or accidents to WA Labor & Industries. Reviews and monitors federal and state laws and regulations related to safety and workers compensation, providing accurate interpretation of laws and regulations to department heads, elected officials, and employees. Oversees related activities with third-party administrator(s) and other stakeholders involved in the proper reporting of work place incidents or accidents, and in the administration of state and federal leave laws. OTHER JOB FUNCTIONS: Analyzes and recommends improvements to existing facilities, equipment, programs and operating systems for the human resources department. Develops and maintains systems and records that provide for proper evaluation, control and documentation of assigned operations. Performs special projects as requested by the Board 21Page POSITION DESCRIPTION WORKING CONDITIONS: Duties are primarily performed in an office environment while sitting at a desk or computer terminal. Attendance may be required at evening meetings and incumbents may be required to travel to off-site locations. QUALIFICATIONS: Knowledge of: Practices, principles and procedures of personnel management, risk management, civil service process, employee safety and workers compensation. Federal, State and Local laws, rules, and regulations applicable to assigned operations. County government or complex organizational structures. Employee benefits including employee group insurance Mathematical concepts sufficient to accurately assess the cost of changes in wages and benefits Ability to: Conduct employment investigations. Investigate grievances. Write clear and effective policies and procedures. Establish and maintain accurate records of assigned activities and operations. Analyze and make decisions and judgments relating to area of responsibility. Establish and maintain effective working relationships with department heads, elected officials, employees, attorneys, union representatives, and vendors. Communicate effectively, both orally and in writing, regarding complex or sensitive issues. Maintain confidentiality of sensitive information Physically perform the essential functions of the job EDUCATION AND EXPERIENCE: Any equivalent combination of education and experience which provides the applicant with the knowledge, skills, and abilities required to perform the job. A typical way to obtain the knowledge and abilities would be: Bachelor's degree in human resources, public administration, business administration, or related field. A minimum of five years of progressively responsible experience in public sector human resources service delivery, including two years as supervisor or manager of a human resources program. PHR/SPHR Certification may substitute for college level human resources education LICENSES, CERTIFICATES AND OTHER REQUIREMENTS: Valid Washington State driver's license Select and remove from the list below. REQUIRED TRAINING FOR THIS POSITION: Sexual Harassment & Discrimination —Annually 31Page POSITION DESCRIPTION Blood Borne Pathogens —Annually Smart Risk Management— Once Slip, Trip and Fall —Annually Safe Lifting Practices —Annually FEMA IS 100 and 700-Once FEMA IS-907-Active Shooter-Annually FMLA - Once REGULAR MONITORED DRIVER: Yes No DEFENSIVE DRIVING- ALL ANNUALLY: Basics R is for Reverse Intersections Reduce Winter Weather Accidents General Auto Risk Program for Drivers Additional job specific trainings may be issued at a later date. Elected Official Signature of Approval: Date: Human Resources Signature of Approval: Date: I have read and understand the above position description: Name: Date: Signature: Font: Arial Size: 12 for everything except"POSITION DESCRIPTION" at the top, that is bold size 16, or whatever looks best. 4 1 P a e POSITION DESCRIPTION Margins are "custom" at.5 on all four sides and the entire document is justified. You can do .75 on the left and right sides if it looks better. You can adjust the margins to make it fit appropriately. The revision changes are in the footer example: Rev 1.2000, Rev 2.2005, Rev 3.2018 (size 9 font in arial) To find date history of the position, look in the position descriptions files for that department. If you cant find any dates you can put "Est. Unknown/Rev 1 blah blah blah...continue with the example above. Regular, reliable and punctual attendance. (This is added under job duties section if it is not already listed. You can search the document for the word "attendance" to see if it needs to be added). Copy and paste the below info and then change it accordingly. REQUIRED TRAINING FOR THIS'POSITION: Sexual Harassment & Discrimination —Annually Blood Borne Pathogens —Annually Smart Risk Management— Once Slip, Trip and Fall —Annually Safe Lifting Practices —Annually FEMA IS 100 and 700-Once FEMA IS-907-Active Shooter-Annually FMLA - Once REGULAR MONITORED DRIVER: Yes No DEFENSIVE DRIVING- ALL ANNUALLY: Basics R is for Reverse Intersections Reduce Winter Weather Accidents General Auto Risk Program for Drivers Additional job specific trainings may be issued at a later date. Union Representative Signature of Approval: Date: 5 Page POSITION DESCRIPTION Elected Official / Director Signature of Approval: Date: I have read and understand the above position description: Name: Date: Signature: 6 1 P a g e Proposal to provide recruitment services for Mason County's next Support Services Director CO 1$Sd Leadership is Key to the Sustainability of Any Organization Character, integrity, and the commitment of a leader inspires those in the workplace to go the extra mile and can greatly influence the team's success in achieving its objectives. Finding great leaders is what we do! -POR T'HMAN Executive Recruitment Interim Staffing. Application Software. Job Board. STATEMENT OF QUALIFICATIONS ABOUT PROTHMAN Prothman specializes in providing national executive recruitment services to cities, counties, districts, and other governmental agencies throughout the western United States. Headquartered in the greater Seattle area, Prothman is known and respected for outstanding customer service, quality candidate pools, and depth of knowledge and passion for local government. OUR EXPERTISE Recruitment Knowledge and Experience: The Prothman team has conducted over 550 recruitments and interim placements. We have read and screened over 15,000 resumes, and we have personally interviewed over 6,500 semifinalist candidates. We know how to read between the lines, filter the fluff, and drill down to the qualities and experiences required to be a good manager. Firsthand Knowledge of Local Government: Every Prothman team member has worked in local government. Our talented consultants have a cumulative 175 years in local government service, with expertise ranging from organization management, police and fire management, human resources, finance, public works and elected official public service. OUR PROVEN PROCESS Clients and candidates continually tell us that we have the best process and client service in the industry. The tenure of our placements is among the best in the industry because we understand that "fit" is the most important part of the process; not just fit within the organization, but fit within the community, as well. OUR GUARANTEE We are confident in our ability to recruit an experienced and qualified candidate who will be the perfect "fit" for your organization. Should the selected finalist leave the position or be terminated for cause within one year from the employment date, we will conduct a replacement search with no additional professional fee. CONTACT INFORMATION Co-Owner: Sonja Prothman - sonja@prothman.com, 206.368.0050 371 NE Gilman Blvd., Suite 310, Issaquah, WA 98027 www.prothman.com www.prothman-jobboard.com Submittal Date: March 30, 2021 COMMITMENT TO PROVIDE SERVICE Prothman commits to performing all services represented in this proposal. -PWCYMMAN 2 STATEMENT OF QUALIFICATIONS Current Recruitments City of Ellensburg, WA — City Manager Bonner County, ID —Accountant Rio Blanco County, CO — Road and Bridge Director Port of Bellingham, WA — Director of Real Estate &Asset Management Elmhurst Mutual Power and Light, WA — Director of Finance and Administration Housing Kitsap, WA — Executive Director City of Coquille, OR— City Manager City of Belgrade, MT — City Manager City of Moses Lake, WA — Municipal Services Director City of Kalispell, MT — Fire Chief City of Bellingham, WA — Police Chief City of Toppenish, WA — Police Chief Sunrise Water Authority, OR—Project Engineer City of Lewiston, ID —Public Works Director Grant County Fire District 8, WA — Fire Chief City of Mills, WY—Asst. Fire Chief References & Past Recruitments Mason Transit Authority, WA - General Manager (in progress) Contact - Interim General Manager, Mike Ringgenberg - 360.432.5733 mringgenberg@masontransit.org Jefferson County, WA - gust signed 5 year contract for recruiting) Completed Recruitments: Planning Director, Central Services Director, Deputy Attorney Contact - HR Manager, Andy Rowlson - 360.385.9133 arowlson@co.jefferson.wa.us City of Tacoma, WA -Accounting Services Division Manager, Finance Director Contact - HR Director, Gary Buchanan - 253.363.1264 gbuchanan@ci.tacoma.wa.us A>ROTHMAN 3 AVAILABILITY, COMMUNICATION & SCHEDULE We are ready to start when you are! One of our first tasks will be to coordinate and commit to a schedule. Then, we protect your dates on a master schedule to assure we never miss a commitment. We provide you with our cell phone numbers so that you have direct access to your lead consultant and support staff, and we will communicate and update you as often as you desire. Our recruitments take approximately 10-14 weeks to complete, depending on the scope and direction from the client. You can expect approximately: 2-3 weeks for stakeholder interviews and profile development and approval, 5-6 weeks for recruitment, 2-3 weeks for screening and interviewing, and 2-3 weeks for coordinating final interviews. SAMPLE SCHEDULE Blue highlighted / bolded events represent meetings with the client. Meet via Zoom/phone or travel to Mason Weeks of April 12 & 19, 2021 County for stakeholder interviews. Gather information for position profile. Send position profile for review and edits. April 26, 2021 Post Profile & Start Advertising May 12, 2021 Send Direct Mail June 6, 2021 Application Closing Date Weeks of June 7 & 14, 2021 Prothman screens applications & interviews top 8 - 15 candidates Travel to Mason County or meet via Week of June 21 - 25, 2021 phone/Zoom for Work Session to review semifinalists and design final interviews Week of July 12 or 19, 2021 Travel to Mason County for Final Interview Process 7PROrTHMAN 4 STATEMENT OF QUALIFICATIONS - PROJECT TEAM Steve Worthington - Project Lead Steve is a senior consultant for Prothman and brings over 30 years of successful leadership in local government and is currently serving his second four-year term as a Council Member for the City of University Place, Washington, and is now serving as Mayor Pro Tem, as well. Prior to retirement after six years as the City Manager for the City of Fife, WA, Steve served as Community Development Director for six years in Fife and for nine years for the City of Cheney, WA. Steve was also an economic development specialist for the Spokane WA Economic Development Council, a member of the Association of Washington Cities Legislative Task Force, and an Economic Development Board Tacoma/Pierce County Trustee. Steve has a Bachelor of Arts degree in Speech Communications from the University of Washington, and a Master of Public Administration degree from Eastern Washington University. Sonja Prothman - Project Co-Lead As Co-Owner and Vice President, Sonja directs the day-to-day operations of the Prothman Company and has over 14 years of experience in local government recruiting, interim placements, and organizational assessments. Sonja is a former councilmember for the City of Normandy Park, Washington, and brings to Prothman the "elected official" side of government — a vital perspective for understanding our clients' needs. Sonja also brings private sector expertise having worked with the Boeing Company where she was on the start-up team as lead negotiator for schedules and deliverables for the first 777 composite empennage. A Seattle native, Sonja earned a bachelor's degree in Communications from the University of Washington. Barry Gaskins - Project Support Barry is responsible for candidate management. His attention to detail and understanding of timeliness to the customer and candidates is remarkable. Barry works with the lead consultant in following through with scheduling interviews, arranging candidate travel, managing candidate application packets, and assembly of candidate information to give to the client. Barry came to us from the Bill & Melinda Gates Foundation where he served as a Program Assistant for four years in the US Library Program. Barry earned his bachelor's degree from California State University in Los Angeles. Jared Eckhardt -Project Support Jared is responsible for profile development and candidate outreach. Jared works one-on-one with the client for the profile development and works with Sonja and the lead consultant on each client's outreach strategies. Jared graduated from the University of Washington, earning his BA in Communications. Madison Lindquist-Project Support Madison is responsible for social media placements, direct mail outreach and Online Application Service support. Madison works one-on-one with the client to ensure optimal outreach in all available social networking resources. Madison graduated from the University of Washington, earning her BA in Communications. MAN 5 EXECUTIVE SUMMARY Prothman has been in the business of finding highly qualified candidates for placement in local government organizations of various sizes with varying political ideologies for 17 years. We have worked for small organizations like Yachats, Oregon, population 800, to Belgrade, Montana, population 8,700, to large counties like King County, Washington, population 2+ million. We understand politics, council and board dynamics and community passion, and we are experts in facilitating. We have designed our recruitment process so that all stakeholders are included, listened to and treated with respect. Our company takes pride in and stakes its reputation on finding qualified candidates who are the right "fit" for our clients. COVID-19 Experience: We have successfully completed many recruitments during the current pandemic and social distancing regulations. We have implemented many levels of Zoom meetings with the client, including work sessions and final interviews with boards. We have held final interviews via Zoom to narrow the candidates down to the top one or two to be invited for a personal onsite interview. We have had a final candidate chosen based solely on the Zoom interviews and we have had boards narrow it down to one final candidate to bring in for in- person interviews based on the Zoom interviews. We have also had final interviews where all candidates were on site and social distancing parameters and masks were adhered to. There is no cookie cutter here; we work with you to address your concerns and comfort level with social distancing and we provide a process that supports your needs. PROPOSED SCOPE OF WORK 1. Develop a Tailored Recruitment Strategy Project Review The first step will be to: ♦ Review the scope of work and project schedule ♦ Review compensation and decide if a salary survey is needed Information Gathering and Research (Soliciting Input) We will travel to Mason County or meet via phone / Zoom and spend as much time as it takes to learn everything we can about your organization. Our goal is to thoroughly understand the values and culture of your organization, as well as the preferred qualifications you desire in your next Support Services Director. We will: ♦ Meet with the County Commissioners ♦ Meet with Retiring Support Services Director ♦ Meet with Leadership Team, as directed ♦ Meet with other stakeholders, as directed ♦ Review all documents related to the position Position Profile Development (Identifying the Ideal Candidate) We will develop a profile of your ideal candidate. Profiles include the following: ♦ A description of the ideal candidate's qualifications • Years of related experience, education required and ideal personality traits ♦ Organization-specific information • Description of the organization, position, and key responsibilities • Priorities and challenges facing the organization ♦ Community-specific information ♦ Compensation package details ♦ Information on how to apply i 6 RO�-r,rMAN 2. Identify, Target, and Recruit Viable Candidates Outreach and Advertising Strategy (Locating Qualified Candidates) We recognize that often the best candidates are not actively looking for a new position--this is the person we want to reach and recruit. We have an aggressive recruitment strategy which involves the following: ♦ Print and Internet-based Ads placed nationally and locally in professional publications, journals, and related websites. ♦ Targeted Direct Mail Recruitment Brochures sent directly to hundreds of county/city management professionals who are not actively searching for a new position. ♦ Focused Candidate Outreach via thousands of personal emails from our database of county/city employees, as well as personal networking and outreach. ♦ Posting the Position Profile on Prothman's Facebook and Linkedln pages and on the Prothman website, which receives over five thousand visits per month from potential candidates. 3. Conduct Preliminary Screening Candidate Screening (Narrowing the Field) Once the application deadline has passed, we will conduct an extensive candidate review designed to gather detailed information on the leading candidates. The screening process has 3 key steps: 1) Application Review: We will screen the candidates for qualifications based on the resumes, applications, and supplemental question responses (to determine a candidate's writing skills, analytical abilities and communication style). After the initial screening, we take the yes's and maybe's and complete a second screening where we take a much deeper look into the training, work history and qualifications of each candidate. 2) Internet Publication Background Search: We conduct an internet publication search on all semifinalist candidates prior to their interviews. If we find anything out of the ordinary, we discuss this during the initial interview and bring this information to you. 3) Personal Interviews: We will conduct in-depth videoconference or in-person interviews with the top 6 to 12 candidates. During the interviews, we ask the technical questions to gauge their competency, and just as importantly, we design our interviews to measure the candidate's fit within your organization. Candidate Presentation We will prepare and send to you a detailed summary report and binders which include each candidate's application materials and the results of the personal interviews and publication search. We will travel to Mason County or meet via phone/Zoom and advise you of the candidates meeting the qualifications, our knowledge of them, and their strengths and weaknesses relative to fit within your organization. We will give you our recommendations and then work with you to identify the top 3 to 6 candidates to invite to the final interviews. We will discuss the planning and design of the final interview process during this meeting. MAN 7 4. Prepare Materials and Process for Final Interviews Final Interview Process (Selecting the Right Candidate) The design of the final interviews is an integral component towards making sure that all stakeholders have the opportunity to learn as much as possible about each candidate. ♦ Elements of the design process include: • Deciding on the Structure of the Interviews We will tailor the interview process to fit your needs. It may involve using various interview panels, community tours and/or an evening reception. • Deciding on Candidate Travel Expenses We will help you identify which expenses your organization wishes to cover. • Identifying Interview Panel Participants & Panel Facilitators ♦ Background Checks Background checks include the following: • References We conduct 6-8 reference checks on each candidate. We ask each candidate to provide names of their supervisors, subordinates and peers for the last several years. • Education Verification, Criminal History, Driving Record and Sex Offender Check We contract with Sterling for all background checks. ♦ Candidate Travel Coordination After you have identified the expenses you wish to cover, we work with the candidates to organize the most cost-effective travel arrangements. ♦ Final Interview Binders The Final Interview Binders include the candidates' application materials and are the tool that keeps the final interview process organized. Each panel member will be provided a binder. ♦ Final Interviews with Candidates We will travel to Mason County and facilitate the interviews. The interview process usually begins with a morning briefing where schedule and process will be discussed with all those involved in the interviews. Each candidate will then go through a series of one-hour interview sessions, with an hour break for lunch. ♦ Panelists & Decision Makers Debrief: After the interviews are complete, we will facilitate a debrief with all panel participants where the panel facilitators will report their panel's view of the strengths and weaknesses of each candidate interviewed. The decision makers will also have an opportunity to ask panelists questions. ♦ Candidate Evaluation Session: After the debrief, we will facilitate the evaluation process, help the decision makers come to consensus, discuss next steps, and organize any additional candidate referencing or research if needed. ♦ Facilitate Employment Agreement: Once the top candidate has been selected, we will offer any assistance needed in developing a letter of offer and negotiating terms of the employment agreement. ROTH MAN 8 FEE, EXPENSES & GUARANTEE Professional Fee The fee for conducting a Support Services Director recruitment with a one-year guarantee is $18,500. The professional fee covers all Prothman consultant and staff time required to conduct the recruitment. This includes all correspondence and onsite meetings with the client, writing and placing the recruitment ads, development of the candidate profile, creating and sending invitation letters, reviewing resumes, coordinating and conducting semifinalist interviews, coordinating and attending finalist interviews, coordinating candidate travel, professional reference checks on the finalist candidates and all other search related tasks required to successfully complete the recruitment. Should Mason County desire to hire Prothman for any subsequent recruitments, the fee would be $17,500, plus expenses. Professional fees are billed in three equal installments throughout the recruitment, at the beginning, halfway, and upon completion of the final interviews. Expenses Expenses vary depending on the design and geographical scope of the recruitment. We do not mark up expenses and we work diligently to keep expenses at a minimum and keep records of all expenditures. Mason County will be responsible for reimbursing expenses Prothman incurs on your behalf. Expenses include: • Newspaper, trade journal, websites, and other advertising (approx. $1,700 - 1,900) • Direct mail announcements (approx. $1,600 - 1,800) • Interview Binders & printing of materials (approx. $200 - 500) • Delivery expenses for Interview Binders (approx. $75 - 150) • Consultant travel: Mileage at IRS rate, travel time at $65 per hour, lodging if required (approx. $150 - 350 per trip) • Background checks performed by Sterling (approx. $170 per candidate) Other Expenses Candidate travel: We cannot approximate candidate travel expenses because they vary depending on the number of candidates, how far the candidates travel, length of stay, if spouses are included, etc. If you wish, we will coordinate and forward to your organization the candidates' travel receipts for direct reimbursement to the candidates. Warranty Repeat the Recruitment: If you follow the major elements of our process and a top candidate is not chosen, we will repeat the recruitment once with no additional professional fee, the only cost to you would be for the expenses. Guarantee Prothman will guarantee with a full recruitment that if the selected finalist is terminated or resigns within one year from the employment date, we will conduct one replacement search with no additional professional fee, the only cost to you would be for the expenses. Cancellation You have the right to cancel the search at any time. Your only obligation would be the fees and expenses incurred prior to cancellation. 4>RO THMAN 9 DIVERSITY INITIATIVE Equal Opportunity All qualified applicants are considered in accordance with applicable laws prohibiting discrimination on the base of race, religion, color, gender, age, national origin, sexual orientation, physical or mental disability, marital status or veteran status or any other legally protected status. We will provide assistance in the recruitment, application and selection process to applicants with disabilities who request such assistance. Local government serves each and every community member regardless of ethnicity, gender, race, background, or economy and as we specialize in "public" organizations, we see firsthand how diversity in the workforce allows for government agencies to better understand, communicate with, and enlist cooperation from residents in multi-cultural communities. We can assure you that we recognize the importance and wisdom of a diversity rich candidate pool and for every recruitment we conduct, we have made it our mission to reach out to and attract the most qualified and diverse candidate pool as possible for our clients. If we are chosen to be your executive recruiting partner, and more specifically, if we are chosen to recruit for Mason County, we will do so with the common goal of finding the County a diverse and qualified pool of candidates. ,o #ZC" rA4AN PAST RECRUITMENTS City of Aberdeen, WA City of Bellevue, WA Bonner County, ID Public Works Director Utilities Deputy Director Director of Planning &Zoning Senior Planners Technology Director City of Albany, OR Utilities Asst. Dir., Engineering Information Systems Manager Police Chief Certified Residential Appraiser City of Bellingham, WA Staff Engineer City of Arlington, WA City Engineer Community Development Director City of Bonney Lake, WA City Administrator Ben Franklin Transit(WA) Public Works Director Fire Chief General Manager Finance Director Human Resources Manager City of Bothell, WA Utilities Manager Administrative Services Mgr. Public Works Director Public Works Director Chief Operations Manager Fire Chief Building Official Transit Operations Director Human Resources Director Police Chief Dir. of Planning & Service Dev. Deputy City Manager Transit Operations Asst. Dir. City Attorney Arvada Fire Protection Administrative Services Director Police Chief District, CO Director of Transit Operations Assistant City Manager Fire Chief Financial Services Director Parks & Recreation Director Community Development Director Association of Oregon City of Bend, OR Counties, OR Police Chief City of Bozeman,MT Executive Director Fleet Manager Chief Building Official Assistant Finance Director Human Resources Director Association of Washington Senior Purchasing Analyst Parks& Recreation Director Cities(A WC) Performance Analyst Public Works Director Chief Executive Officer Accounting & Fin. Reporting Mgr. Community Development Director Property Manager Information Technology Director City of Astoria, OR Community Development Director Port of Benton, WA City of Bremerton, WA City Planner Executive Director Public Works Director Police Chief City of Auburn, WA Benton County Emergency Fire Chief Planning, Building & Community Dir. Svcs., WA Director of Financial Services Director of Emergency Services Building Official City of Bainbridge Island, WA Emergency Management Manager City Administrator Communications Manager Brigham City, UT Finance Director Police Chief Community Development Dir. Benton County Fire District City Attorney #4, WA City& County of Broomfield, CO Deputy Finance Director Fire Chief Deputy City&County Manager Project Manager City&County Attorney Engineer Benton-Franklin Council of Director of City&County Vitality Governments(WA) City of Bandon, OR Executive Director City of Burlington, WA City Manager Fire Chief City of Billings,MT Police Chief Basin Disposal, Inc. (WA) City Engineer Chief Financial Officer Engineering Division Manager City of Burns, OR City Manager City of Battle Ground, WA City of Blaine, WA Deputy City Manager Public Works Director Camano Island Fire&Rescue, WA Public Works Director Finance Director Fire Chief Finance Director Police Chief Police Chief Campbell County Blaine County, ID Fire Department, WY City of Beaverton, OR County Administrator Fire Chief Human Resources Director City of Boardman, OR CAM-PLEX Multi-Event Facilities City of Belgrade,MT Police Chief (WY) City Manager General Manager 4>111ZOTHMAN 11 City of Canby, OR Clark County, WA Cowlitz Sewer Operating Police Chief Deputy Public Works Director Board, WA City Administrator Superintendent Clatsop County, OR Canby Fire District 62, OR County Manager Cowlitz-Wahkiakum Fire Chief Community Corrections Director Council of Governments, WA Building Official Executive Director City of Carnation, WA Development Services Manager Transportation Planner City Manager Community Development/Reg. Planner Public Works Director C/atsop County Sheriff's Office, OR Curry County, OR City of Casper, WY Jail Commander Finance Director City Manager County Administrator City of C/e Elum, WA Central Valley Fire District,MT City Treasurer City of Damascus, OR Fire Chief Community Development Dir. Fire Marshal City of Clyde Hill, WA City Manager City Administrator Central Whidbey Island Fire& Deschutes County, OR Rescue, WA City of Coburg, OR County Administrator Fire Chief City Administrator Fair& Expo Director Finance Director City of Centralia, WA City of College Place, WA Community Development Director Environmental Services Director Deschutes Valley Water Economic Development Director Police Chief District, OR City Administrator General Manager City of Chehalis, WA City Manager City of Colorado Springs, CO City of Dickinson, ND Police Chief Assistant City Manager Operations Manager Finance Manager Columbia County, WA Douglas County, OR City of Chelan, WA Pub. Wks. Dir./County Engineer Public Works Director City Administrator Solid Waste Division Manager Parks, Rec. &Community Svcs. Columbia River Fire&Rescue Information Systems Director Director (OR) Fire Chief City of Drain, OR Chelan County, WA City Administrator Community Development Dir. City of Connell, WA Regional Justice Center Director City Administrator City of DuPont, WA RJC Deputy Director City Administrator City of Coquille, OR Planning Director Chelan County Public Utility City Manager Finance Director District(WA) Public Works Director Managing Director- HR, Labor& City of Covington, WA Safety City Manager City of Duvall, WA Corporate Communications Planning Director Manager Covington Water District, WA Accountant Utilities Director City Administrator Clackamas Community District Engineer Finance Director College, OR Water Resources Manager Director of Campus Safety Assistant Water Resources Manager Eagle County, CO Project Engineer County Manager Clackamas County, OR Business Manager County Administrator Controller City of Eagle Point, OR Public Works Supervisor Clackamas Fire District#1 Cowlitz 911 (WA) (OR) Executive Director East Jefferson Fire Rescue, Finance Director WA Cowlitz County, WA Fire Chief Clackamas River Water Dist., Building & Planning Director OR Engineer 3 East Multnomah Soil& Water General Manager Conservation District(OR) Cowlitz County Fire Dist. #5, Executive Director WA Deputy Fire Chief /V/AN 12 East Olympia Fire District#6, WA City of Fircrest, WA City of Hermiston, OR Fire Chief City Manager City Manager Finance Director Finance Director East Pierce Fire&Rescue(WA) Fire Chief Franklin County, WA Holmes Harbor Sewer District, WA County Administrator General Manager City of East Wenatchee, WA Police Chief Front Range Fire Rescue, CO City of Hood River, OR Fire Chief City Manager Eastern Sierra Transit Authority, CA City of Gig Harbor, WA Hood River County, OR Executive Director City Administrator County Administrator Eastside Baby Corner(WA) Gig Harbor Fire&Medic One, WA Humboldt County, NV Executive Director Fire Chief Public Works Director eCityGov Alliance(WA) City of Gillette, WY Intercity Transit, WA Executive Director Public Works Director General Manager Community Development Director City of Edgewood, WA City Administrator Inyo County, CA City Manager Police Chief Information Services Director Public Works Director Deputy County Administrator Engineer City of Gladstone, OR County Administrative Officer Senior Planner City Administrator Fire Chief Island County, WA City of Emeryville, CA Engineering Manager City Manager Graham Fire&Rescue, WA Chief Financial Officer/District Island Transit(WA) City of Enumclaw, WA Secretary Executive Director Finance Director Fire Chief Grant County, WA Issaquah Food& Clothing Bank, Public Works Director WA City of Ephrata, WA County Engineer Executive Director Police Chief City of Grants Pass, OR City of Issaquah, WA Town of Erie, CO Public Safety Director Police Chief Finance Manager City Administrator Accounting Manager Grays Harbor Transit(WA) Deputy City Administrator Finance Director General Manager Deputy Finance Director Parks& Recreation Director City of Eugene, OR City of Great Falls, MT Finance Director Traffic Operations Manager City Attorney Human Resources Director Federal Public Defender- City of Green River, WY Jackson County, OR Northern District of California Community Development Director HR/Risk Management Director Computer Systems Administrator City of Gunnison, CO JEFFCOM 9-1-1, WA Public Works Director Director City of Federal Way, WA Community Development Director Finance Director Parks& Recreation Director Jefferson County, OR Community Development Director Health Director City Attorney Gunnison County, CO Public Works Director County Manager Community Development Director City of Ferndale, WA Community Development Director Buildings&Grounds Director Police Chief Airport Manager Public Works Director Human Resources Director Jefferson County, WA Finance Director Health& Human Services Director County Administrator IT Director Community Development Director City of Fife, WA Deputy County Attorney Deputy Prosecuting Attorney City Clerk Dir. of Community& Economic Dev. Central Services Director Community Development Director City Manager City of Hailey, ID Josephine County, OR Finance Director City Administrator Community Development Director Assistant Public Works Director PZO? MAN 13 City of Kalama, WA KITTCOM 911, WA City of Lebanon, OR Police Chief Director City Manager City Clerk City of Kelso, WA Kittitas County Habitat for Community Development Director Public Works Director Humanity, WA Human Resources Director Community Development Dir. Executive Director City Manager Lebanon Fire District, OR Klickitat County, WA Division Chief City of Kemmerer, WY Human Resources Director Fire Chief Public Works Director Public Health Director Lewis County, WA City of Kenmore, WA Kootenai County Fire& Pub. Wks. Dir./County Engineer City Manager Rescue, ID Dir. of Public Health& Social Svcs. Finance Director Fire Chief Community Development Director City Engineer County Manager Community Development Director City of La Center, WA Police Chief City of Lewiston, ID City of Kennewick, WA City Manager Planning Director City of Lacey, WA Transportation Manager City Manager City of Lincoln, NE Fire Chief City of Kent, WA Lacey Fire District 3, WA Finance Director Professional Land Surveyor Fire Chief Budget Officer Finance Director Health Director Information Tech. Director Lake Cushman Maintenance Company(WA) City of Lincoln City, OR City of Ketchum, ID General Manager Finance Director City Administrator City Manager City of Lake Forest Park, WA Human Resources Director Ketchum Community City Administrator Planning&Community Development Development Corporation,ID Director Executive Director City of Lake Oswego, OR City Manager Lincoln County, OR Key Peninsula Fire Water Treatment Plant Manager Personnel Director Department, WA Community Justice Director Fire Chief City of Lake Stevens, WA Community Development Director City of Littleton, CO King County, WA City Administrator Finance Director Director,Adult&Juvenile Police Chief Detention Local Government Lake Stevens Fire(WA) Personnel Institute(OR) King County Fire District 27, Fire Chief Executive Director WA Fire Chief Lake Whatcom Water&Sewer City of Long Beach, WA Dist., WA Community Development Director King County Housing General Manager Authority, WA Operations& Maintenance Mgr. City of Longview, WA Finance Director City Manager City of Lakewood, WA King County Sheriff's Office, City Manager Lopez Island Fire&EMS, WA WA Assistant City Manager Fire Chief Chief Financial Officer Lancaster County, NE Los Alamos County, NM King County Water Dist. #90(WA) Chief Administrative Officer County Administrator Operations Manager Lane County, OR LOTT Clean Water Alliance, WA City of Kirkland, WA County Administrator Finance Manager Water Division Manager Public Works Director League of Oregon Cities City of Louisville, CO Director of Fire& Building Services Legislative Director City Manager Kitsap Transit, WA City of Leavenworth, WA City of Lynden, WA Human Resources Director City Administrator Public Works Director Public Works Director City Administrator Finance Director/City Clerk �RO�TI.. MAN 14 City of Lynnwood, WA City of Monmouth, OR City of North Bend, OR Public Works Director City Manager Waste Water Treatment Plant Assistant Fire Chief Supt. Finance Director Mono County, CA Human Resources Director County Administrative Officer City of Oak Harbor, WA Assistant CAO City Attorney Lynnwood Public Facilities Human Resources Director District, WA City of Monroe, WA Executive Director City Administrator City of Ocean Shores, WA Police Chief City Engineer MACC 911, WA Director Morrow County, OR City of Olympia, WA Planning Manager Public Works Finance Manager Manchester Water District, WA General Manager City of Moscow, ID City of Ontario, OR Asst. Community Development Dir. City Manager City of Maple Valley, WA Pub. Wks. Dir./Community Dev. Dir. City of Moses Lake, WA City of Othello, WA City Manager City Administrator Maple Valley Fire&Life Safety Police Chief (WA) City of Mt.Angel, OR Community Development Director Fire Chief City Manager Ouray County, CO City of Marysville, WA Mountain View Fire&Rescue, WA Road& Bridge Superintendent Police Chief Deputy Fire Chief Public Works Director Pacific City Joint Water-Sanitary Engineering Services Manager City of Mountlake Terrace, WA Authority, OR Streets/Surface Water Manager City Manager Authority Manager Community Development Director Police Chief Public Works Director Pacific County, WA Marysville Fire District, WA Community& Econ. Dev. Director Public Works Director/County Engineer Fire Chief City of Mukilteo, WA Pacific Transit System, WA Mason County, WA City Administrator Director Public Works Director Finance Director Management Services Director City of Palos Verdes Estates, CA Mason County PUD#3(WA) Finance Director Engineering Manager Multnomah County, OR Human Resources Manager Park City, UT City of McMinnville, OR Community Development Director City Manager Municipal Research &Services City Engineer Center of Washington-MRSC City of Medford, OR Executive Director City of Pasco, WA Planning Director City Manager CFO/Assistant City Manager MuniFinancial, WA Finance Director Senior Financial Analyst Public Works Director City of Medina, WA Financial Analyst 1 Police Chief Public Works Director Deputy City Manager Planning Manager City of Nampa, ID City Engineer PenMet Parks, WA Metro Parks Tacoma, WA Executive Director Director of Planning& Development City of Newcastle, WA City Manager Pend Oreille County, WA City of Mill Creek, WA Public Works Director Public Works Director City Manager Community Development Director Pierce County, WA City of Milwaukie, OR City of Normandy Park, WA Human Resources Director City Manager Deputy City Manager/Finance Dir. Economic Development Director Planning Director City of Minot, ND City Manager City of Polson, MT City Manager City Manager Planning Director North Beach Public Finance Director Development Authority, WA Community Development Director General Manager MAN 15 City of Port Angeles, WA City of Roseburg, OR City of Shoreline, WA Police Chief City Recorder Deputy City Manager City Manager City Manager City Engineer Finance Director Planning Director Public Works Director City of Salem, OR Public Works Director Planning Manager Human Resources Director City Manager Electric Utility Operations Manager Deputy City Attorney City Attorney City Engineer Chief Financial Officer Parks, Rec. &Cultural Svcs. Dir. Pub. Wks. & Utilities Director Administrative Services Director Sallal Water Association, WA City of Port Townsend, WA General Manager City&Borough of Sitka,AK Development Services Director Deputy Finance Director Finance Director City of Sammamish, WA Controller Transportation Program Engineer Municipal Administrator City of Post Falls, ID Senior Project Engineer Human Resources Director City Administrator Project Engineer Community Development Director Parks Project Manager Skagit County, WA Public Works Director City of Poulsbo, WA San Juan County, WA Assistant County Engineer Chief of Police Public Works Director Youth& Family Services Admin. County Manager City of Prosser, WA City of Snohomish, WA City Administrator San Juan Island Fire Dept., WA City Engineer Finance Director Fire Chief Public Works Utilities Manager City Clerk Finance Director City of Sandy, OR Planning Director Puget Sound Regional Fire Police Chief Human Resources Manager/Clerk Authority(WA) Fire Chief City of Scappoose, OR Snohomish County, WA City Manager Executive Director City of Puyallup, WA Human Services Director Assistant City Manager City of Seattle, WA Surface Water Management Human Resources Director Fire Chief Utility Director City Manager Labor Standards Division Dir. Finance Director Dir. of Administration- HR City of Rawlins, WY Paine Field-Snohomish City Manager Port of Seattle, WA County Airport(WA) Fire Chief Airport Director City of Red Lodge,MT Police Chief City of Sedro-Woolley, WA Snohomish County Community Development Director Finance Director Emergency Radio System, WA Radio System Manager City of Renton, WA City of Sequim, WA HR& Risk Mgmt.Administrator Public Works Director Snohomish County PUD(WA) Administrative Svcs.Administrator Human Resources Director Assistant General Manager Chief Administrative Officer Asst. Gen. Mgr., Customer& City of Shelton, WA Energy Svcs. City of Richland, WA City Administrator Employee Resources Director Transportation Engineer Community Development Director Public Works Director Management Assistant Snohomish County Fire Parks Superintendent Public Works Director District 1 (WA) Police Chief Human Resources Director Richmond(VA)Redevelopment& Fire Chief Housing Authority-RRHA City of Sheridan, WY Sr. VP- Property Management& Finance&Administrative Svcs. Dir. Snohomish Health District, Assisted Housing City Administrator WA Police Chief Deputy Director City of Ridgefield, WA City Manager SNOPAC 9-1-1, WA Executive Director City of Riverton, WY City Administrator City of Snoqualmie, WA Spokane Valley Fire City of Tukwila, WA Fire Chief Department, WA Fire Chief Community Development Dir. Fire Chief Public Works Director Chief Financial Officer Police Chief City of Stanwood, WA Tulalip Tribes, WA Information Technology Director Finance Director Police Chief Parks&Public Works Director City Administrator Twin Transit, WA Snoqualmie Pass Utility City of Stevenson, WA General Manager District(WA) City Administrator General Manager City of Umatilla, OR City of Sultan, WA City Manager Snoqualmie Valley Food Bank, City Administrator Electrical Inspector WA Executive Director Summit County, UT Valley Transit, WA County Manager General Manager Snyderville Basin Special Recreation District City of Sun Valley, ID City of Vancouver, WA (UT) City Administrator Budget& Planning Manager District Director Human Resources Director City of Sunnyside, WA Parks &Recreation Director South County Fire, WA Finance/Admin. Svcs. Director City Attorney Fire Chief City Manager Assistant City Manager Deputy Human Resources City of South Lake Tahoe, CA City of Tacoma, WA Director City Manager Public Works Director Deputy Finance Director City Attorney Finance Director Labor Negotiator Vashon Island Fire&Rescue, South Sound 911, WA Accounting Svcs. Div. Mgr. WA Executive Director Fire Chief City of Thorne Bay,AK Assistant Fire Chief Southwest Clean Air Agency, City Administrator WA City of Waldport, OR Executive Director Thurston County, WA City Manager Human Resources Director Southwest Washington Fair Assistant CAO City of Walla Walla, WA Fair& Events Manager City Manager Tillamook County, OR Public Works Director Southwest Washington Human Resources Director Finance Manager Regional Transportation Council City of Toledo, OR Port of Walla Walla, WA Executive Director City Manager Executive Director Spokane Regional Clean Air Tri-Lakes Monument Fire Walla Walla County, WA Agency, WA Protection Dist., CO Chief of Road Ops. & Fleet Mgmt. Executive Director Fire Chief City of Warrenton, OR Spokane Regional City of Troutdale, OR Public Works Director Transportation Council(WA) City Manager Executive Director Public Works Director Washington Association of County Officials City of Spokane Valley, WA Tualatin Hills Park&Rec. Executive Director City Manager Dist., OR Deputy City Manager Human Resources Manager Washington Association of Finance Director Director of Communications Sewer& Water Districts, WA Public Works Director Executive Director Community Development Dir. Tualatin Valley Irrigation Building Official District, OR Washington Counties Risk Parks&Recreation Director District Manager Pool City Clerk Executive Director Assistant City Clerk Tualatin Valley Water District, City Attorney OR Washington Fire City Engineer Chief Executive Officer Commissioners Association Health Care Manager MAN 17 Washington School City of White Salmon, WA Woodinville Water District, WA Information Processing City Administrator/ General Manager Cooperative(WSIPC) Public Works Director Executive Director Public Works Operations Manager City of Woodland, WA Fire Chief Water&Sewer Risk Wood River Fire&Rescue, ID City Administrator Management Pool(WA) Fire Chief Public Works Director Executive Director City of Wood Village, OR City&Borough of Wrangell, City of West Linn, OR City Administrator AK City Manager City Manager Borough Manager Community Development Dir. City of Woodburn, OR City of Yachats, OR Town of West Yellowstone,MT City Administrator City Administrator Town Manager Community Development Director City Manager Human Resources Director Whatcom Transportation Finance Director Yakima County Fire District 4(WA) Authority, WA Police Chief Fire Chief General Manager Economic Development Director Finance Director Public Works Director City of Yakima, WA Director of Operations City Manager Planning Director Woodburn Fire District, OR Assistant City Manager Human Resources Director Fire Chief Director of Finance& Budget City of Whitefish, MT City of Woodinville, WA Town of Yarrow Point, WA City Manager City Manager Town Clerk Development Services Director City of Yelm, WA City Administrator Building Official ROWH MAN 18 EXAMPLE OF POSITION PROFILE "RO'77-/MAN CENTRAL SERVICES DIRECTOR $ • 4 • ApplyPlus Excellent Benefits February1 (First Review, ••- Filled) • • i 1 i i 1, = = • WHY APPLY? area is a center for boating and sailing. Jefferson County is also home to the beautiful Olympic Na- Located on the Olympic tional Park, including the Pacific coastline, the Peninsula in Western Olympic Mountains, and a temperate rainforest. Washington, Jefferson County is known for its The region is home to a diverse community of stunningly beautiful land- farmers, artists, long-time residents, boat folks and scapes and some of the those looking to live in an active community offer- most amazing outdoor ing a choice of urban and rural lifestyles. recreational opportunities you can find. Accessible The city hosts well over 50 major events each to Seattle by ferry or car, Jefferson County has year, including the opening of the award winning maintained a historic character while embracing a Port Townsend's Farmers Market in April, the progressive and creative way of life. Rhododendron Festival in May, and the Steampunk Festival in June. Centrum, located in This is an excellent opportunity for a senior level Fort Worden State Park, hosts nationally re- public sector professional looking to live in a beau- nowned week-long participatory workshops and tiful region and to make a difference in a profes- festivals throughout the summer, including Blues, sional county government serving an informed and Fiddle Tunes, Jazz, Voice, Chamber Music, engaged citizenry. Jefferson County offers the Choro, Ukulele, Dance This, and Writers' Confer- right candidate a chance to work with an excellent ence. Other events include the Wooden Boat Fes- County Administrator, Board of Commissioners, tival, Port Townsend Film Festival, and many and dedicated staff committed to professional more. management and teamwork! THE COMMUNITY Jefferson County is located on the Olympic Penin- .,5(, ' ar;— sula in Western Washington. With a population of approximately 31,000 residents, Jefferson County �li. offers everything from a remarkable natural envi- ronment to the vibrant arts and cultural center of Port Townsend. Port Townsend is a spectacular , seaport city designated as a National Historic Landmark and famous for its Wooden Boat, Film, Steampunk and Rhododendron Festivals. The community of Port Townsend is as varied as the geography that surrounds it Historically, Port Townsend was a major seaport in THE COUNTY the 1800's, and most of that era's unique architec- ture has remained. Port Townsend is the only in- Jefferson County covers 2,183 square miles, corporated city in Jefferson County and is the stretching from Puget Sound to the Pacific Coast, county seat. It is located just 41 miles northwest of and is home to 31,000 residents. Elected to four- Seattle. The city has a population of approximately year terms by the Citizens of Jefferson County, the 9,400, though the city's spectacular festivals, vi- Board of County Commissioners is the legislative brant cultural scene, and other unique attractions authority of Jefferson County, and is comprised of bring over a million visitors each year. three Commissioners. In addition, Jefferson County Citizens elect their Assessor, Auditor, From hiking, camping, rafting, or biking in the Clerk, District Court Judge, Prosecuting Attorney, Olympic Mountains, to the vibrant music and arts Sheriff, Superior Court Judge, and Treasurer to scene in Port Townsend, life here is connected to serve 4-year terms. The County has a General both the land and to the people. Surrounded by Fund for 2017 of $18.6 million and a total budget Puget Sound and the Strait of Juan de Fuca, the of $55.2 million. Jefferson County plans under Washington State's ➢ Analyze financial implications of County pro- Growth Management Act. The County has one grams & policies; recommend financial prac- incorporated urban growth management area - the tices and cost cutting efficiencies. Recommend City of Port Townsend - an unincorporated urban and help administer best financial manage- growth area in Port Hadlock, Master Planned ment practices. Resorts in Port Ludlow and Brinnon, several ➢ Assist with Risk Management as requested by limited areas of intense rural development, and the County Administrator. designated resource lands for agriculture, forestry ➢ Serve as a member of senior management to and mining. Unincorporated, but well established advise and assist the Administrator and Com- communities include Chimacum, Quilcene, missioners to establish and implement public Brinnon, Cape George, and Gardiner. administration best management practices and THE POSITION conduct strategic planning for the improved operation of County government. Reporting to the County Administrator, the Central ➢ Help establish service level goals, and a per- Services Director plans, organizes and directs all formance benchmark and monitoring system Central Service Department functions and divi- to support quality and efficient county opera- sions, including Information Services, Facilities, tions and delivery of services. and Fleet Services. The Director is responsible for implementing budgeting, capital planning, and fi- nancial planning and analysis on behalf of the County Administrator and County Commissioners, = in coordination with the County Auditor and Coun- ty Treasurer. As well, the Central Services Director will continually improve all processes and assure the efficient and economical use of County re- - sources, and participate as a member of the - County's senior management team. The Director will lead a highly energized staff of 22 FTEs and work with an annual budget of$9.4 million. Responsibilities include: ➢ Oversee Central Service's 3 Divisions: Infor- OPPORTUNITIES &CHALLENGES mation Services (including IT, GIS, & Records 1. Enhance Courthouse security in a challenging Management), Facilities, and Fleet Services in historic building, as a near term objective. support of the effective and efficient operation of all departments and branches of County 2. Scale his or her role as appropriate for each government, and accessible, quality services division of the Central Services Department; as- to citizens. sess and develop an appropriate mid- ➢ Manage the County's budget process in coor- management support structure for the Depart- Manage with the statutory authority of the ment s divisions. County Auditor and County Treasurer. 3. Integrate property management into the Facili- ➢ Develop multi-year facility capital improvement ties Division, enhance long-term facilities and program and prepare the annual facility con- property planning. struction program for adoption. 4. Harness the opportunities that new software ➢ In coordination with Public Works, assist with and technology in IT, GIS and electronic Records development & implementation of financing Management offer for enhancing the efficiency, options for the Road Fund and the Port accessibility & transparency of operations Hadlock Wastewater System. throughout County government. ➢ Work with the Department of Community De- 5. The new Director must stay up-to-date and velopment and other departments to develop, knowledgeable of various county issues and pro- update and monitor the Capital Facilities ele- jects to be an effective Acting County Administra- ment of the County's Comprehensive Plan. for in the absence of the regular administrator. 3 • • i 1 1 i • IDEAL CANDIDATE PROFILE EXPERIENCE & EDUCATION Jefferson County's new Central Services Director This position requires a Bachelor's degree from an will further the culture of service in the department, accredited college or university in Public Admin- and have a passion to help both internal county istration, Financial Management, Business Admin- departments and the public at large. He or she will istration, Accounting, or a closely related field. continue an effective and equitable budget pro- Candidates must have a minimum of five (5) years cess which balances the counties needs collabo- progressively responsible experience in a senior- ratively. Prioritization of department tasks, as well level public section management position. A Mas- as the county's capital budget, will be accom- ter's degree in a related field is strongly preferred. plished with a thoughtful, transparent method that Any combination of experience and education results in clear expectations and understandings. which provides the applicant with the level of re- Candidates should be adept at working with both quired knowledge and abilities may be considered. big picture and small details to cater to each divi- Candidates must possess a valid Washington sion's needs, as only one of the Central Services State Driver License or obtain one within 30 days Department's four divisions has a division manag- of employment. er. COMPENSATION & BENEFITS The preferred candidate will be the champion for the department's interests and insulate line em- ➢ $84,328 -$113,330 DOQ ployees from the distraction of requests made by ➢ Full Medical, Dental, Vision, Prescriptions directors or elected officials. As well, the Director's ➢ 11 Paid Holidays leadership will point the Central Services Depart- ➢ Up to 3 Floating Holidays according to tenure ment in a clear direction for the future. Projecting ➢ Personal Time Off (PTO) in place of vacation the vision of the department and Jefferson County and sick leave as well as being an ambassador for the depart- ➢ Washington State PIERS retirement ment, politically self-aware and setting large ex- ➢ Optional Deferred Compensation Plan pectations with a small ego, are all stand-out quali- ➢ Optional Flexible Spending Account ties in the ideal candidate. ➢ Employee Assistance Program Being aware of what each division is accomplish- �Q,ON ing without losing the value of self-directed work 2J teams will be a practiced skill for the best candi- date. The ideal candidate will have a strong knowledge of county government, accounting and budget management, particularly in Washington Please visit state, and facility management and technology in government. www.CO.jefferSOn.wa.uS Jefferson County is an Equal Opportunity Employer. All qualified candidates are strongly encouraged to apply by February 26, 2017 (first review, open until filled). Applications, supplemental questions, resumes and cover letters will only be accepted electronically. To apply online, go to www.prothman.com and click on "submit your application" and follow the directions provided. Resumes, cover letters and supplemental questions can be uploaded once you have logged in. MAN www.prothman.com 371 NE Gilman Blvd., Ste 310 Issaquah, WA 98027 206.368.0050 ©2017 Prothman.All Rights Reserved. 4 EXAMPLE OF INVITE LETTER rA 'ROTHMAN AN i sa ransi Connecting Communities Washington HUMAN RESOURCES DIRECTOR $ 1137922 = $ 153 , 130 First Review.- July 12, 2020 Apply at www.prothman.com Dear Colleague, Prothman is currently recruiting for the Human Resources Director position for Kitsap Transit, Washington. We invite you to review the position details on the back page, and if you find that this position isn't right for you, we ask that you please pass this on to other human resource professionals who may be ready for this next step in their career. Thank you for your consideration and help! The Prothman Company ROTHMAN EL INGTON 4 iUMAN RESOURCESDIRECTOR KITSAP COUNTY To the south of Bremerton, the City of Port Or- chard serves as the seat of Kitsap County. This 4 Headquartered in the City of small city is located on the Sinclair Inlet of the Pu- Bremerton, Washington, get Sound and is home to 14,734 residents. As a Bremerton directly across the Puget waterfront community, the City offers numerous �i Sound from Seattle, Kitsap marinas that provide all who visit with convenient Seattle Transit offers the right accommodations and a downtown corridor known pia. candidate the opportunity to for fantastic shop ping, museums, entertainment, work in a positive and stable galleries, and dining. work environment that is confirmed with a staff tenure averaging over 14 years, including the THE AGENCY, DEPARTMENT& POSITION General Manager who has been with the Agency for 37 years. The region offers affordable, quality Operating friendly, convenient public transit since living in a spectacular water and mountain setting 1983, Kitsap Transit is a medium-size transit where the ferry terminal and Bremerton agency with one of the most diverse array of Transportation Center at the foot of downtown modes in Washington state. Kitsap Transit trans- lead visitors into a growing community of galleries, ports more than 3.8 million riders a year across a theaters, shops, restaurants, museums, and cafes. multi-modal system of routed buses, passenger- only ferries, ACCESS and Dial-A-Ride shuttles, Kitsap County is located on the Kitsap Peninsula vanpools, and Worker/Driver buses for the Puget in the south-central Puget Sound and has a Sound Naval Shipyard. population of approximately 270,000 residents. The County's largest city, Bremerton, is home to Services are backed by a sales tax of 0.8 percent 42,000 residents, and serves as the urban center for transit and 0.3 percent sales tax for passenger- for the Bremerton-Silverdale Metropolitan Area. only ferries. As of 2020, Kitsap Transit serves a The City of Bremerton has been home to Puget 395-square-mile area (pop. 270,000), operates on Sound Naval Shipyard, which employs over 9,000 a budget of approximately $58 million, and em- civilians that service U.S. Navy ships; nearly 6,000 ploys 372.2 FTE's. Kitsap Transit is governed by a active duty military personnel are based at this 10-member Board that is comprised of 9 elected site. Bremerton is a great place to live and offers officials and a non-voting member who represents quality schools, vast recreation, a clean the agency's labor unions, as required by state environment, 35 beautiful parks, cultural law. programs, convenient shopping, and excellent medical facilities, such as the state-of-the-art The Human Resources department is a part of the Heart & Vascular Center at Harrison Medical General Administration of Kitsap Transit, along Center. Olympic College in Bremerton provides with the Executive Director and Finance Depart- advanced technical and 7 baccalaureate degrees ments. The 2020 General Administration budget is and enriches the community with many approximately $4.6 million, and the Human Re- educational and community services and a sources Department operates with 7 FTE's. Business Relations Center. Under the direction of the Executive Director, the Human Resources Director directs and adminis- ters a wide variety of human resource and risk k: management programs, and directs the staff, op- erations, and programs of the agency's HR De- " ` partment. The Director is a member of the execu- tive leadership team and is expected to be an ac- tive participant, and a hands-on Director. The Di- rector is also Kitsap Transit's risk manager and works with the Finance Director and contracted legal counsel relating to insurance and the as- sessment of risk with operations. Please visit www.prothman.com to review the detailed position profile and compensation package. Also visit the Prothman Job Board at prothman-jobboard.com for this and other great opportunities! ©2020 Prothman. All Rights Reserved. 4RXYMMAN REACTION SEARCH l �v �r �. RNa �rloNaLR Executive Search Specialists Forbes Overview whom I. Who We Are H. What Makes RSI Unique III. BSI's Search Process & Timelines IV. Diversity Recruitment V. RSI Team VI. Partial Client List VII. Benefits of Working with RSI VIH.Proj ect Pricing IX. Robert Boroff bio X. Testimonials Atlanta • Boston • Charlotte • Dallas • Chicago • Dallas • Denver • Detroit • Hawaii Houston • Los Angeles • Miami • New Jersey • New York • Philadelphia • Portland Sacramento • San Diego • San Francisco • Seattle • Tampa • Washington D.C. Worldwide 2 Who We Are &own ■ RSI is a privately-owned, Forbes-ranked, leading global executive recruitment company operating in 35 vertical markets -+ in over 53 locations across the globe. ■ We specialize in recruiting the top 5% of passive leadership talent for Public Our team works with our client Sector, Associations & non-profit RSI from the early planning stages strives to deliver the top qualified through the completion of each candidates to fit the job, culture, and future assignment. We identify, evaluate, goals of our clients. and secure the most qualified people to fill key roles in the evolution of our client companies. RecruitingtopLeadershiptalentis our business! Differentiators • Reaction Search International is a global executive searc recruiting the top 5% of public sector,association & non-profit leadership talent in f` the market. Direct recruitment methodology from the passive candidate pool. • Online Project Management System provides project transparency. , • The team at RSI stays ahead of industry trends with their inside market • knowledge and global presence in the professional environment. • Our 25 step search and selection process guarantees to produce results that meet p your needs. • With a global presence,RSI has a worldwide reputable influence and global ~ , knowledge of the executive recruiting process. • Each team has expertise in a specific industry or vertical. i= , 1 • Reaction Search utilizes Al,a unique private database, as well as an in-house data and research team. We the data in weekly status reports , • Extended 24-month replacement guarantee on every candidate placed. Our Process . Needs Analysis Determine the qualifications and requirements the client is seeking. Understand what will make candidates a good chemistry / cultural fit. Identify any target companies and candidates. Know the responsibilities and expectations of the position. Create a value proposition. 3. Compensation K If necessary, help you construct a compensation model. 5. Research Companies and Candidatesµ Identify competing companies with viable candidates. Identify any companies or candidates to specifically avoid L -r �r 11 a Al%;;TA F;:i rrT rrCjrf:-rij�-)rro-,a r )rir5rr(i "'7 • ' sj;);)qD ;)3tizm;)j-,)M t1jda wrl -T;) rt io I Search Process Timeline By implementing our 25 Step Search & Selection Process, RSI has successfully completed hundreds of challenging search projects according to the following schedule: 8 Search Process Timeline Week I Boom • Initial client meeting is conducted to discuss your organization. We will ask detailed questions to understand as much as we can about the role and company: • What makes your company unique? • What are your competitive advantages? • How should Reaction Search International represent you in the marketplace? • A detailed profile of the position and opportunity is created (white paper). • The interview process is determined. • Research is completed on what companies and industries now employ the ideal candidate. • The Search Assignment Profile is prepared within 24 hours of this meeting and submitted to the key decision makers for review and signatory approval. • A compelling presentation designed to attract qualified candidates to the position and company is prepared. 9 Search Process Timeline Weeks 2 & 3 • Initial contacts are made to target candidates. • Our nationwide network of contacts is mined for potential leads. • Behavioral-Based Interviews are conducted with qualified candidates. • A conference call is scheduled with the Hiring Authority to discuss the status of the search and provide an activity report of companies and candidates contacted. • We discuss your availability to begin scheduling first round interviews. 10 Search Process Timeline Weeks 4 & 5 • Shortlisted candidates are presented to the committee with a resume, interview summary, and supplemental information to illustrate each candidate's qualifications and interest in your opportunity. • Selected candidates are scheduled to interview with the hiring authority. • Time is scheduled for Reaction Search International to debrief with the Hiring Authority following each interview. • Candidates are prepared for the initial interview. 11 Search Process Timeline Weeks 6 & 7 • Candidates complete the interview phase with the Hiring Authority. • Candidates are debriefed by Reaction Search International following each interview and additional "Reasons Why" are gathered. • Hiring Authority is debriefed and final candidates are identified. • Candidate of choice is consulted around the resignation process and counter-offer. • Confidential reference and background checks are completed and submitted to the Hiring Authority. 12 Search Process Timeline Weeks 8 + • Newly hired candidate is contacted on a weekly basis through the start date. • Client is sent a post project survey to help Reaction Search International continually improve our customer satisfaction. • Client is asked to provide a reference letter and permission to use their name as a business reference. This schedule is provided as an example of a typical search project. More time must be allotted for additional steps requested by the client and is contingent upon open lines of communication as well as the client's availability to participate in the process. 13 Diversity Recruitment boom • RSI is committed to diversity recruitment and hiring, both for our clients and for our internal teams. • RSI proudly employs a diverse workforce, as we feel that having a diverse hiring force allows differing points of view (we walk the walk). • RSI creates inclusive job descriptions including using gender neutral language, considers broad demographic appeal when writing benefits, assesses a job description for inclusive language, and more. • We seek to engage groups that are traditionally underrepresented and find ways to cultivate them. We have found that sourcing from nontraditional talent pools and making the hiring process more accessible to underrepresented groups increases the diversity of the hiring pool and empowers more inclusive hiring decisions. • RSI also utilizes Affirmative Action and Voluntary Self-Identification forms (attached) as part of the process. • RSI utilizes pre-hire assessments - research has found that companies that use a pre-hire personality assessment have workplaces that are more racially diverse. Personality assessments help increase workplace diversity because personality scores do not significantly differ for minority group members. 14 Our Team boom., Regional Project Manager Managing Director • Supervises recruiting and sourcing efforts in • Manages overall relationship with our specific regions. clients and resolves concerns/problems. • Qualifies candidates. • Is responsible for the overall project and • May have contact with regional managers client satisfaction. depending on size and scope of project. Recruiter/Project Coordinator • Handles the day-to-day recruiting tasks. • Identifies, recruits, screens, qualifies and presents candidates to regional project manager for review. ! 15 Monroe Partial Client List . Clinic 1 t.Jude Children'sCIVITAN and Hos ital • „ „ , „ esearch HospitaAVOP ON— a,,,.I,,,, ,•• Foundation Findin<urp.$OYIn EAildml. CAPS WED IS HiM CENTRAL ARIZONA PROJECT ICAMEHAMEHA SCHOOLS Twsfocmiq the Aging Experience HAWAPI Be The eliminating racism AMERICAN FORESTS t < empowering women SINCE 1875 THE POWER OF COLLABORATION AT WORK . , ywca American Association i/�� CITY of BOSTO N tor Cancer ResearchREGENCY M%M FINDING CURES TOWNER. P A C I F I C Bringing hidrprnden,"trI Using awl qua ar m lifi GOLDENnn / 1 NATIONALTheNature Mi - - Conservancy '• D U R H A M SCHOOL SERVICES CONSERVANCY 16 Benefilts of Working with RSI boom MONA --7 RSI will save your company time and money by outsourcing your problems to a team of professionals. .We offer a customized hiring agenda, tailored to your flans and needs, which includes online project nngnit. Exclusivity gives you total commitment by a Reaction Search Project Team. M v coolr., ins . o.,_ o ., a e kale IIIII ria' Ana ne o. r ers. Weekly status reports that provide a clear picture for management. Project Pricing ■ Fees are based on a Service Fee of 30% of candidate's guaranteed compensation. ■ Fees will be paid in three installments: ■ First installment = 1/3 of total estimated fee; due upon assignment of search. ■ Second installment = 1/3 of total estimated fee due within 45 days from start of the search. Generally invoiced when the shortlist has been agreed upon. ■ Third & Final installment = Balance of remaining service fee due upon 90 days or within 30 days from offer acceptance from candidates. ■ Extended 24 month replacement guarantee 1.8 Robert Boroff MIA Robert Boroff is a Managing Director for Reaction Search International. Since joining RSI in 2002, Robert has led a national Public Sector, Association &Non-Profit Leadership recruitment practice group which matches his clients' needs with the top 5% of talent in the marketplace. He brings 20 years of successful executive search experience. Robert has successfully placed executives with a broad range of Association & non-profit organization's, He has placed top professionals with companies such as American Association for Cancer Research, Be The Change, Center for Family Services, St. Jude ALSAC, Kamehameha Schools, Des monies Public Schools, Civitan International, YWCA, NSF The University of Vermont Medical Center, Regency Pacific Peppers Ranch, Chance light Behavioral Health & Education, Prevention Alliance, Green Valley Recreation, Medical Lodges, D&S Community Services, Pioneer Center for Human Services, Eskaton, Crestwood, Phoebe Ministries, Port Aransas Chamber Commerce & Visitor Center, and many more. Robert prides himself on his commitment to understanding his clients' and combining old school practices with contemporary recruitment techniques to provide timely results. A consistent RSI President's Club Award winner, Robert's results-oriented strategy and drive for success have led to hundreds of successful placements. Specialties: • Uses his 20 years of industry experience to provide clients with proven recruiting strategies that command results. • Skilled at using traditional and contemporary recruiting practices. • Seasoned recruiting professional in running critical leadership searches under time-sensitive schedules. 19 Testimonials • "We are very happy with the hire of our new CIO through Reaction Search International. Robert Machen has blossomed in the role and we are delighted with him. Thank you so much for your efforts in helping us to fill this very important position."— Richard Shadyac, Chief Executive Officer, St. Jude's Children's Research Hospital ALSAC • "You would be amazed at how many calls I get from agencies (FAR more than I care to)on a daily basis - these are from your competitors. Robert Boroff set himself off from the beginning with his attitude, energy, and commitment to hearing what our needs were and responding accordingly, as proven by the fact that RSI has now earned its first placement here (and I am sure there will be many more in the months and years ahead if he continues with the excellent service he has provided thus far). While most companies have no issues writing to complain about poor quality service,far too few write to commend excellent quality service. Therefore, I wanted to simply take a moment and recognize a job well done."— Scott Long, Head of Executive Search, Computer Sciences Corporation (now DXQ • "We retained RSI on a confidential and critical President search for one of our subsidiaries. RSI kept in close communication with us throughout the search and was easy to get a hold of when needed. We were very impressed with both the flow and quality of candidates we received, ultimately having a tough decision between 3 strong finalist candidates. I would highly recommend RSI's services and would use them again."— Greg Certo, VP Human Resources, Penske Corporation Truck-Lite Divison. 20 estimonials - - smaAi • "Thanks to RSI, we have filled a critical role with a candidate we would not have found ourselves. Several key points about RSI.• 1)Introduced several candidates with high skills even small market, 2) Shorter than our expectation to find right person, and 3)Fair adjustments about compensation between applicants and us."- Katsumi (Kartz) Nakamoto, Division President, Mitsubishi Corporation • "I recently had the good fortune of working with RSI on an Executive Vice President search for my company. This position had been open for a number of months (without success)prior to my engaging Chris. Chris took over the search without hesitation and promptly responded with an initial slate of candidates. Subsequently we began to interview candidates and I found Robert&RSI Team to be very focused and responsive throughout the entire process. I was most impressed with RSI's high touch service approach and I would gladly use him and recommend him to others in the future."— David Alexander, CHRO, DFC Global • "We retained Robert Boroff and Reaction Search International to recruit our CEO& CFO. I found Robert and his team to be a great partner in filling these positions. RSI took the time and energy to understand our needs, our business, and our culture, and therefore was able to provide a strong selection of on-target candidates in a timely fashion. This was a time-sensitive and critically important search for our organization's top leader, and Robert worked hard to support our hiring needs. Robert handled himself with professionalism throughout the process, and put forth hard work and strong effort to identify impressive candidates on our behalf. He was very responsive throughout the search process, and it was a pleasure to work with him and his team. Our experience with Robert and Reaction Search International was a very positive RSI to others as well."— Andre Nieuwenhuizen, Chairman, Knight Piesold Group 21 RS, REACTION SEARCH I N T L R N A T l O N A L R Executive Search Specialists Robert Boroff, Executive Recruiter robertb@reactionsearch.com Reaction Search International Inc. 701 Fifth Ave 42na Floor Seattle, WA 98104 (206) 302-7200 Ext. 201 World Headquarters at Bishop Ranch 5000 Executive Parkway, Suite 240 San Ramon, CA 94583 925.275.0727 www.reactionsearch.com 22 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Kelly Bergh for Frank Pinter DEPARTMENT: Support Services EXT: 644 BRIEFING DATE: April 12, 2021 PREVIOUS BRIEFING DATES: ITEM: CARES Act Community Development Block Grant (CDBG) CV2 — Coronavirus Funds EXECUTIVE SUMMARY: The federal Coronavirus Aid, Relief, and Economic Security Act (CARES Act) has allocated supplemental CDBG Coronavirus (CDBG-CV) funds through the US Department of Housing and Urban Development (HUD) to the state CDBG program at Commerce. The CDBG-CV funding will be provided to Commerce in up to three separate funding rounds. The first $7.7 million CDBG-CV1 allocation was granted to CDBG nonentitlement city and county governments (cities with less than 50,000 population and not part of a CDBG entitlement urban county CDBG program; and counties with less than 200,000 in population excluding entitlement cities). CDBG CV1 funds were awarded to the County making these CDBG-CV1 funds of $584,114 available to the Community Action Council of Lewis, Mason and Thurston Counties (CAC) as grant subrecipient. These funds will result in new and increased CDBG eligible public services for the Mason and Lewis Counties CDBG-CV1 consortium service area. The project will provide essential assistance to help stabilize eligible households impacted by COVID-19 through subsistence payments. The project will benefit approximately 342 households over the two year term of the contract ending 1/31/2023 and target services to limited clientele with principally low-and moderate-incomes, based on the LMI household qualification process. The second $15 million CDBG-CV2 allocation is granted to CDBG nonentitlement city and county governments of $5 million and entitlement city and county governments of $10 million. CDBG CV2 funds are now available to extend and enhance the CV1 programs with the purpose to prevent, prepare for and respond to coronavirus. The total funds available are $481,296 with $209,385 for Mason County and $271,911 for Lewis County. These funds need to be spent by 6/30/2023. BUDGET IMPACTS: None at this time PUBLIC OUTREACH: A Public Hearing is not required if we continue the CV1 program. RECOMMENDED OR REQUESTED ACTION: Authorize Frank Pinter, Support Services Director, to apply to the Department of Commerce via the Zoom Grant application process for the CARES Act CDBG CV2 Coronavirus grant to extend and enhance the CV1 program for Mason & Lewis Counties through CAC using CV2 funds and move for action on April 13, 2021. Application is due 4/30/2021. ATTACHMENTS: Washington State CDBG — CV2 Funding Amounts CARES Act Community Development Block Grant (CDBG-CV) Overview J:\Grants\CDBG -Coronavirus Funds(CDBG-CV)\CDBG CV-2\Briefing Summary-CDBG CV-2.doc Washington State Community Development Block Grant - CV2 Funding ENTITLEMENT Eligible NONENTITLEMENT Eligible Counties GRANTEE Allocation GRANTEE Allocation in Service Area Anacortes, City of $24,968 Adams County $81,209 Auburn, City of $170,900 Asotin County $77,148 Bellevue, City of $173,748 Benton County $225,616 Benton, Franklin Bellingham, City of $184,887 Chelan County $212,603 Chelan, Douglas Bremerton, City of $87,751 Cowltitz County $257,152 Cowlitz, Wahkiakum Clark County $426,157 Dayton, City of $20,374 Columbia East Wenatchee, City of $23,760 Garfield County $12,998 Everett, City of $271,158 Grant County $353,847 Federal Way, City of $224,366 Grays Harbor County $268,761 Kennewick, City of $164,112 Island County $258,700 Kent, City of $286,580 Jefferson County $102,385 King County $1,487,027 Kittitas County $154,766 Kitsap County $340,365 Klickitat County $125,039 Lakewood, City of $136,706 Lincoln County $39,106 Longview, City of $83,013 Mason County $481,296 Mason, Lewis Lynnwood, City of $87,295 Okanogan County $172,917 Marysville, City of $133,791 Pacific County $91,487 Mount Vernon, City of $79,983 Pend Oreille County $56,801 Olympia, City of $93,036 Port Angeles, City of $253,478 Clallam Pasco, City of $145,090 San Juan County $56,428 Pierce County $879,919 Skagit County $238,145 Richland, City of $74,356 Stevens County $207,630 Stevens, Ferry Seattle, City of $1,195,823 Walla Walla County $77,148 Snohomish County $869,376 Whatcom County $385,466 Spokane, City of $445,201 Whitman County $190,654 Spokane County $421,419 Yakima County $598,844 Tacoma, City of $427,319 Nonentitlement Total $5,000,000 Thurston County $340,752 Vancouver, City of $387,954 Walla Walla, City of $61,485 Wenatchee, City of $58,523 Yakima, City of $213,181 Entitlement Total $10,000,000 3/16/2021 I �J COMMUNITY DEVELOPMENT BLOCK GRANT- CORONAVIRUS CARES Act Community Development Block Grant (CDBG-CV) Overview The state is o distribute What are CARES Act CDBG-CV funds? CARES The federal Coronavirus Aid, Relief, and Economic Security Act(CARES Act) and the US Department of Housing& Urban funds for state and local Development (HUD) awarded $38M in CDBG Coronavirus activities that prevent, (CDBG-CV)funds to the state CDBG program at Commerce. preparep. Who will receive state CDBG-CV funds? to the Commerce CDBG-CV funds are being distributed in four -U.S.Department of Housing and Urban programs to local jurisdictions and agencies as outlined Development below. O $7M CDBG-CV1 Grants - to rural CDBG nonentitlement Agency contact city and county government consortiums for local public services; microenterprise assistance programs; and Kaaren Roe public health, emergency response, or temporary housing managerCDBG-CV Section facilities. O $15M CD13G-CV2 Grants - to expand and extend CDBG- Local Government Division CV1 activities administered by urban CDBG entitlementkaaren.roe@commerce.wa.gov and rural CDBG nonentitlement cities and counties, to Phone: 360.725.3018 address COVID-19 and financial need. $10M is allocated to entitlement and $5M is allocated to nonentitlement jurisdictions. O $10.7M Hunger Relief Staffing &Services - to address the increase in need and decrease in volunteers at food banks and nutrition programs, by staffing food banks through AmeriCorps, workforce development councils and other job placement organizations across the state. O $3M COVID Prevent-Prepare-Respond (PPR) Grants - for state, local and tribal activities that meet a public health need, focus on underserved communities, and address . . Washington State emerging priorities. Department of ���� Commerce What will CDBG-CV fund? O Local public services such as health services, emergency payments (rent, mortgage, utilities),food bank operations, legal services, child care services, etc. O Local microenterprise assistance programs O Public health, emergency response, or temporary housing facilities All CDBG-CV activities must respond to the coronavirus, and meet a CDBG low- and moderate-income (LMI) or urgent need national objective. How do eligible cities, counties and service providers apply for CDBG-CV funds? They submit an application describing proposed uses of funds and how federal requirements are met. Online applications and guidance materials will be announced as available at www.commerce.wa.gov/CDBG for each CDBG-CV fund. What is the maximum grant amount? Grant amounts depend on the specific CDBG-CV fund and are listed in application materials. How do people or businesses impacted by COVID-19 access the assistance? The state CDBG program funds local services and projects. The state CDBG program does not award direct grants for individuals or businesses. Contact your local government, community action program, or associate development organization to learn if CDBG-funded assistance or other resources are available, and the eligibility criteria. When do the funds begin and end? Initial CDBG-CV funds may reimburse allowable costs for approved COVID-19 activities beginning March 27, 2020 (CARES Act authorization date). The funds must be expended in a timely manner to address immediate needs. The CDBG-CV contracts will establish the end date, which could extend to June 30, 2023. How do I find more information? Visit www.commerce.wa.gov/CDBG. Click on the CDBG-CV Funds site for application information and guidance materials. The website is updated regularly. CDBG-CV OVERVIEW 2