HomeMy WebLinkAbout2021/08/02 - Elected/Directors Packet To be in compliance with Proclamation by the Governor 20-25.14 and Order of the Secretary of
Health 20-03.3, in-person attendance is restricted and this meeting will be held via Zoom.
Please go to www.co.mason.wa.us and use briefing meeting link.
Mason County Elected Official/Director Meeting
Draft Agenda
Commission Chambers, 411 North 5th Street, Shelton
Monday, August 2, 2021
2:00 p.m.
1. Welcome - Call to Order
2. Support Services Reorganization/County Administrator — Frank Pinter
2 (a) Organizational Chart
2 (b) Job Description Priorities
3. County's Public Record Management software — Gov QA — Diane Zoren
4. 2022 budget process — Jenn Beierle
5. MUNIS Expansion — Jenn Beierle
6. WA State Long Term Care Trust Act — Dawn Twiddy
7. Introduction of Information Technology Steering Committee - Frank
8. Updates from Elected Officials/Directors
9. Next Meeting — Monday, October 4 @ 2 p.m.
Agendas are subject to change, please contact the Commissioners'office for the most recent version.
Last printed 07/27/21 at 5:28 PM
If special accommodations are needed,contact the Commissioners'office at ext. 419, Shelton #360-427-9670;
Belfair #275-4467, Elma #482-5269.
3:\AGENDAS\2021\2021-08-02 EO-DH mtg.docx
Voters
Assessor Autlitor Coroner Treasurer Board of Mason County Commissioners Clerk DI rlct Court Prosecutor Sheriff Superior Court
Panl McLean Paddy McGuire Wes Stockwell Elisabeth Frazier Randy Heatherlso Kevin Shutty,Sharon Tnsk Sharon Fogo George Steele Michael Dorcy Casey Salisbury
Probatlon Juvenile court Therapeutic
Recording Licensing Elections Flnanclal5ervices (Adult) CA Criminal fall services courts
I
i - Budget&Finance County Administrator Human Resources
Manager Administrator
Labor Risk CiNI Board of
Relations Management Service Equalization
Central Services Manager Community Services Director Public Works&
Utilities/Waste Director
Finance Environmental Family Public WSU
Health Community Development Services
Health Defense Extension
Commissioner Facilities DEM/lT/Parks&Tolls Publi[Works Utilities&Waste
Administration Management Management Management
Department of Emergency Information Parks&Trails Finance Engineer/ Landfill Sewer/water
ERoads utilities
Management Technology - Management Technical Operations
Mason County Organizational Chart—2021
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WASHINGTON
COUNTY ADMINISTRATOR
$ 1439608 - $ 175,000
Plus Excellent Benefits
Apply by
August 15, 2021
(First Review, Open Until Filled)
At RUTHMAN
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• • U NTY1 WASHINGTON • U N T Y A . M I N I S T -
WHY APPLY?
J The Mason County
Commissioners have
voted to have a County
Administrator work with
them to lead the Coun- '
..___ ty's government and
guide the County into y
the future. This is a rare and exciting opportunity
for a talented local government administrator to
utilize one's experience and leadership to expand
professional county management in Mason Coun-
ty and provide high quality and effective services Shelton is in close proximity to Hood Canal, the
to the County's citizens! only true saltwater fjord in the lower United States.
Its clear deep waters provide world-class clam-
THE REGION ming, shrimp and salmon fishing, scuba diving,
and miles of pristine shoreline for boaters, kayak-
Located between the Puget Sound and the Olym- ers, and beachcombers to enjoy year-round. Im-
pic Mountains, Mason County has approximately mediately west of Shelton is Olympic National
67,000 residents and covers 1,051 square miles. Park and Olympic National Forest. Here you will
The City of Shelton is the only incorporated city find mountain trails, thrilling vistas, temperate rain-
within Mason County, with the surrounding com- forests, waterfalls and more. Lake Cushman, the
munities of Allyn, Grapeview, Belfair, Hoodsport, Mt. Ellinor Trail and the Staircase entrance to
Kamilche, Skokomish, and Union offering resi- Olympic National Park are just three of the top at-
dents breathtaking views, world-class activities tractions.
including scuba and skydiving, a thriving culinary
scene from locally sourced and wild-caught food, The school district is composed of seven schools:
and an active social calendar packed with live mu- three elementary, one middle school for sixth and
sic and multiple community events. seventh grades, one junior high for eighth and
ninth grades, one high school, and one CHOICE
Shelton is the county seat and occupies an area of alternative school. Olympic College, a two-year
6.1 square miles. With over 10,000 residents, the community/technical college, has a campus in the
city is the population center and service provider for northeast part of town.
the region. Logging and lumber milling have long
been the economic foundation for Shelton, but the THE COUNTY
economy has expanded in other areas as well.
Mason County is governed by a three-member
Board of County Commissioners serving four-year
staggered terms. The County employs 381 FTEs
and has a 2021 budget of $125,853,487 including
a general fund of $53,464,511. County depart-
ments include: Board of Equalization, Civil Service,
Community Services (Building, Fire Marshal, Plan-
ning, Public Health), Emergency Management, Fa-
cilities and Grounds, GIS/Mapping, Hearing Exam-
iner, Human Resources, Information Technology,
LEOFF Board, Parks and Trails, Juvenile Proba-
tion, Public Defense, Public Works/Roads, Utili-
ties/Waste Management, and WSU Extension.
Elected County positions include the Assessor,
Auditor, Clerk of the Court, the Commissioners,
Coroner, District Court, Prosecutor, Sheriff, Supe-
rior Court, and Treasurer.
-iZOr17'.'.►MAN 2 1 P a g e
. • . •
THE POSITION 5. The Federal Government passed the American
Recovery Plan Act and Mason County will receive
Under the direction of the Board of County Com- almost $13M. This position will assist the BOCC in
missioners (BOCC), the County Administrator developing a plan to utilize these funds to benefit
manages all appointed department heads under the county and its citizens. This will include priori-
the jurisdiction of the BOCC, answers to the tizing the many opportunities available to use the
BOCC for the operational efficiencies and effec- funds, and establishing a mechanism to use the
tiveness of Appointed Departments and recom- proceeds, and creating accounting models to track
mends long term plans of capital improvement the funds.
with accompanying financial plans. This position
will also recommend to the BOCC a balanced an- IDEAL CANDIDATE
nual county budget and exercises continuous
budgetary supervision to the Budget and Finance Education and Experience:
Manager, supervise staff, conduct staff evalua- A master's degree in public administration, public
tions, train, and provide performance counseling to policy, business administration or related field, and
the appointed Directors and Managers of County 10 years of executive-level management experi-
Government, and operate under the ethical stand- ence in a governmental organization is required.
ards established by the Revised Code of Washing- The ideal candidate will have budget experience
ton. The Administrator is designated as County governmental in nature and knowledge of gov-
ADA coordinator and County Property Manager. ernmental budgeting processes. Experience in
For a full job description, please view the attach- Lean (Six Sigma) application and management,
ment found here. Lean (Sigma Six) management analysis and plan-
ning techniques, and an understanding of social
OPPORTUNITIES & CHALLENGES media and communication techniques is also high-
1. The County hiring a County Administrator is a ly sought.
big change for the Commissioners and the organi-
zation. The new Administrator will need the skills to
facilitate the Commissioners through this change,
be able to build a cohesive executive management
team, and support additional new staff.
2. The County is working with KMB Archi-
tects/Engineers in a study of County Jail Facility
needs for the next 25 — 30 years. The County's
current facility is 40+ years old and undersized by
a factor of 2 and needs updating. The County Ad-
ministrator will play an integral role in assisting the
BOCC in decision making for this issue. -
3. The County purchased Munis, a Tyler Technol-
ogies ERP software system. The successful can-
didate will take a leadership role in continuing to
implement expanding modules of the program.
This will include working with the provider, internal
accounting, and various departments in develop-
ing implementation strategies to fully utilize the
integrated software.
4. This position will use Lean or Six Sigma tech-
niques, with the assistance of the SAO or an out-
side CPA to develop process improvements, com-
plete a staffing needs analysis, and improve cus-
tomer/citizen service levels countywide.
- i OTHMAN 3 1 P a g e
• n • TO OUNTY ADMINISTRATOR
Necessary Knowledge, Skills & Abilities: COMPENSATION & BENEFITS
• Knowledge of the federal, state, and local laws y $143,608 - $175,000 DOQ
regarding the conduct of business by a County's Medical, Dental, and Vision Insurance
legislative body. ➢ Life Insurance and AD&D
• Knowledge of principles, methods and tech-
niques of public administration, including policy ' 12 Days Vacation
➢ 12 Days Sick Leave
and decision-making, budget preparation and ad- ➢ 12 Paid Holidays
ministration, personnel management. ➢ 2 Paid Personal Holidays
• Knowledge of participative management theo- ➢ Washington PERS
ries, principles of community organization and citi- ➢ Employee Assistance Program
zen involvement; principles of group dynamics and
group decision-making.
Skills to coordinate diverse groups with diverse ` c "'>
goals and objectives into a viable organization to
deliver governmental services in an efficient and
effective manner.
• Skills to develop a collaborative team to = 1444
achieve the goals and objectives established by
the BOCC. Please visit:
• Ability to communicate effectively in oral and WWW.co.mason.Wa.us
written communications with diverse groups.
Mason County is an Equal Opportunity Employer. All qualified candidates are strongly encouraged to
apply by August 15, 2021 (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 "Open Recruitments", select "Mason County, WA — County Administrator", and click "Apply
Online", or click here. Resumes, cover letters and supplemental questions can be uploaded once you
have logged in.
...ry
www.prothman.com
371 NE Gilman Blvd., Suite 310
Issaquah, WA 98027
206.368.0050
0 2021 Prothman. All Rights Reserved. 4 1 P a g e
MASON COUNTY
ELECTED OFFICIAL/DIRECTOR MEETING AGENDA ITEM
TO: MASON COUNTY ELECTED OFFICALS AND DIRECTORS
FROM: Jennifer Beierle
DEPARTMENT: Support Services EXT: 532
MEETING DATE: August 2, 2021
PREVIOUS BRIEFING DATES: N/A
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
ITEM: 2022 Budget Process
EXECUTIVE SUMMARY: The call for budgets is required to go out to departments on or
before the second Monday in July, per RCW 36.40.010. This year the Board and Auditor were
ahead of schedule. The Commissioners' 2022 (and 2023 shadow) budget guidelines were
signed on June 22"d and the Auditor's notice to file and preliminary budget instructions were
sent out to departments on June 29tn
Important budget dates to remember:
• Budget entry of all estimated 2022 (and shadow budget 2023) revenue and
expenditures is due in the Munis financial system by close of business on Monday,
August 9, 2021.
• The Auditor's Office will present the 2022 preliminary budget to the Board on
Tuesday, September 7, 2021.
• Budget Narratives and Project Level Requests (PLRs) are due to the Budget Office via
email (no paper copies) by Tuesday, September 14, 2021
Draft Budget Level 3 expenditures have been emailed to departments and completed Budget
Level 3 revenues and expenditures will be emailed sometime in mid to late August. Budget
Workshops with the Board will begin in late September or early October. The Board should
decide if they will plan on in-person budget meetings or by Zoom.
BUDGET IMPACT: The preliminary budget will have a direct impact on the Commissioners'
2022 adopted budget decisions.
ATTACHMENTS: BOCC 2022 and 2023 Preliminary Budget Preparation Guidelines
Briefing Summary 7/28/2021
coe���
June 22, 2021
To: Elected Officials& Department Heads
Re: Mason County Commissioners'2022 and 2023 Preliminary Budget
Preparation Guidelines
1854 The following are the Board of County Commissioners' guidelines for the
Preliminary Budget. Preliminary budgets are due to the Auditor in the Munis
Financial System by close of business on Monday,August 9, 2021.
MASON COUNTY The economic forecast for 2022 is uncertain due to the on-going implications of
BOARD COVID-19. Elected Officials and Department Heads are asked to present a 2022
OF status quo budget at 2021 adopted budget levels, and a 2023 "shadow budget"
COMMISSIONERS at 2022 levels.Approved contractual increases are added to the department's
bottom line in a status quo budget.
Please implement the following guidelines when developing both 2022 and 2023
1sT District RANDY NEATHERLIN Preliminary Budgets:
BEGINNING FUND BALANCE (BFB)
2"District
KEVIN SHUTTY ■ BFB estimates are attached. Any differences in calculation should be
communicated back to the Budget Office.
3`d District
SHARON TRASK REVENUE LEVELS
■ Current Expense Property Tax levy will include no increase.
Mason County Building 1 ■ Roads Property Tax levy will include no increase.
■ Budget with existing fees and service charge schedules; review for proposed fee
41 l North Fifth Street increases if possible.
Shelton, WA 98584-3400 ■ Grants should be budgeted conservatively with projected amounts to be
(360)427-9670 ext. 419 received within the proper budget year.
■ Interest rates on investments will be .15%.
(360)275-4467 ext. 419
■ Transfers in—Fill out the attached transfer form and send to the transferring
(360)482-5269 ext. 419 department for signature, and return to the budget office.Transfers in without a
form or equivalent transfer out offset will not be considered in the budget.
Fax(360)427-8437
■ Reimbursable interdepartmental revenue budgeted in one fund should be
budgeted as an expense in another fund via the attached form. Requests without
a form or equivalent offset will not be considered in the budget.This includes
departments receiving Mental Health Fund revenue.
EXPENDITURE LEVELS
■ Salary& Benefit Projections will be emailed to Departments by the Budget
Office. Differences in calculations should be entered into the spreadsheet
provided and sent back with an explanation.
1
. ■ Wages for union represented employees with signed union contracts should
reflect general wage, step, and COLA increases as outlined in the contracts.
■ Wages for non-represented employees shall reflect step increases only.The
BOCC may increase non-represented wages at a later date.
■ Wages for Elected Officials shall reflect the increase stated in Resolution No. 39-
I854 19, except for Prosecuting Attorney wages in Resolution No. 22-19, and BOCC
wages in Resolution No.73-12.
■ The total dollar amount of salary and benefits for each new position request
MASON COUNTY should be entered on a BARS line titled "2022 Unapproved Budget Request".
BOARD ■ 2022 Motor Pool rates are attached (use budget expense accounts ending in
OF 5xx777 &5xx778)
COMMISSIONERS
■ 2022 ER&R vehicle rates are attached (use budget expense accounts ending in
545951).
1 IT District
RANDY NEATHERLIN ■Traffic Policing Diversion at$1,080,000—Funding from Roads Property Tax Levy.
The BOCC may change the diversion amount during budget preparation.
2nd District
KEVIN SHUTTY ■ Budget any debt service per the attached Treasurer's Debt Service schedule.
3`d District ■Transfers out—The attached transfer form is signed by the transferring from
S14ARON TRASK department and returned to the budget office for processing during the budget
year.
■ Reimbursable interdepartmental expenses budgeted in one fund should be
Mason County Building 1 budgeted as revenue in another fund and approved by the other department via
the attached form.
411 North Fifth Street
■ Human Resources will supply the Benefit Rate Sheet and Medical Allocation (use
Shelton, WA 98584-3400 budget expense accounts ending in 520040 for medical)for 2022 and 2023.
Medical budgets should reflect maximum amounts paid by the County times the
(360)427-9670 ext. 419 number of FTE's.
(360)275-4467 ext. 419 ■ 2022 and 2023 Unemployment rates are attached. Rates are$200 per FTE
based on 2021's adopted budget FTE counts. Elected Officials do not receive an
(360)482-5269 ext.419 unemployment rate charge. (Use budget expense accounts ending in 546096).
Fax(360)427-8437 ■ 2022 internal allocation amounts are attached—see tab A-1 (use budget
expense accounts ending in 541019).
■ 2022 Information Technology charges are attached (use budget expense
accounts ending in 545952).
■ 2022 State Auditor Charges are attached (use budget expense accounts ending
in 541510).
■ Building remodel request forms emailed to departments should be returned to
Facilities so that Facilities may budget accordingly.
2
■ Expenditure authority shall be adopted as two bottom lines for all Elected
CO°'t'Tp Officials and County Department budgets, including Special Funds, in accordance
with Resolution No. 26-17: one bottom line for the total salaries and benefits and
one bottom line for operational expenses. Ending Fund Balance is not an
appropriation.
1 54 ■ Overall expenditures will be reviewed in relation to reserve requirements
identified in Resolution No. 58-17.
■ Departments are encouraged to seek out new grant awards. Additional
MASON COUNTY expenditure requests in order to hire a grant writer will be considered by the
BOARD BOCC.
OF MUNIS BUDGET
COMMISSIONERS Prepare your internal budget analysis via any mechanism you prefer in
preparation of Munis entry.The Auditor will send processing instructions to
1ST District submit budgets in Munis.
RANDY NEATHERLIN The 2022 Munis budget entry will include the following:
2nd District ■ Budget 1—Preliminary Budget Request—Budget Level 1 will be populated with
KEVIN SHUTTY 2021 adopted budget numbers at 1/1/21. Departments may change the numbers
3`d District to the requested amounts.
SHARON TRASK ■ Budget 2—Auditor's Preliminary Budget—The Auditor will make error
correction changes to preliminary budget requests.
■ Budget 3-Maintenance Level Changes (MLC)—This is departments' 2021
Mason County Building 1 adopted budget plus non-discretionary changes, i.e. CBA's in effect, L&I, DRS, and
411 North Fifth Street medical changes. Budget Level 3 will be entered by the Budget Office.
■ Budget 4—Policy Level Requests(PLR)—This is the difference between Budget
Shelton, WA 98584-3400 Level 2 and Budget Level 3, and will populate automatically.The Budget Office
(360)427-9670 ext. 419 will email the budget level spreadsheet to departments after August 9th.An
explanation or justification and project number should be entered into the
(360)275-4467 ext. 419 'Comments' and 'Project No.' columns for any amount in Budget Level 4. In
addition, the attached project form may be filled out for EACH new"project"
(360)482-5269 ext.419 requested in the 2022 budget. A project request may include multiple BARS lines,
and both revenue and expenses to show how the "project" was derived.The
Fax(360)427-8437 following are considered projects:
1. New staffing request(s)
2. Capital &Vehicle Purchases
3. Operational requests by project
4. All other items over Maintenance Level Changes
The 2023 Munis budget entry will include the following:
■ Budget 1—Enter any changes to the 2022 budget for the 2023 budget.
3
BUDGET NARRATIVES
90N copes
A Budget Narrative should include the following information and is due to the
Budget Manager via email (no paper copies) by September 14tn:
- ■ 2020, 2021, and 2022 FTE count, and Organizational Chart
1854 ■ FTE position allocations and funding sources, if any
■ Proposed Fee Increases
MASON COUNTY ■ Workload Indicators—include a 3 year history comparison
BOARD ■ Project Level Changes(Budget Level 4 in Munis—Instructions and training to
OF follow)
COMMISSIONERS Countywide trainings will be provided by the Budget Manager in the Commission
Chambers on July 1st at 9:00 am.There will be a Zoom option available for
1ST District training.
RANDY NEATHERLIN Departmental budget workshops with the Board will begin in October.The first
2nd District workshop scheduled will be an overview of the entire budget.
KEVIN SHUTTY Sincerely,
3`d District BOARD OF MASON COUNTY COMMISSIONERS
SHARON TRASK
Mason County Building 1 A-
RaVdy Nea erlin Kevin Shutty Sharon Trask
Chair Commissioner Commissioner
411 North Fifth Street
Shelton, WA 98584-3400
(360)427-9670 ext.419
(360)275-4467 ext. 419
(360)482-5269 ext.419
Fax(360)427-8437
4
MASON COUNTY
ELECTED OFFICIAL/DIRECTOR MEETING AGENDA ITEM
TO: MASON COUNTY ELECTED OFFICALS AND DIRECTORS
FROM: Jennifer Beierle
DEPARTMENT: Support Services EXT: 532
MEETING DATE: August 2, 2021
PREVIOUS BRIEFING DATES: N/A
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
ITEM: Munis Expansion
EXECUTIVE SUMMARY: At the time of Munis Financial System implementation back in 2014, the
Chart of Accounts (COA) was rewritten and went from a 7 segment, 20 digit structure to an 8
segment, 32 digit structure. Since that time, the County has researched and realized that one of the
segments and the 12 extra digits are not necessary. The Audit Committee is recommending going
back to the original 7 segment, 20 digit account code, while also simplifying the numbering system of
the account codes. The new account code rewrite will bring us into compliance with the State
Auditor's Office (SAO) Budgeting, Accounting and Reporting System (BARS) and simplify our accounts,
while also enabling the County to utilize current modules in Munis, not currently available due to
duplicate department and program numbering throughout the County's funds.
The Board has expressed an interest in expanding the modules used in Munis so that all departments
are utilizing the same system to its full capability and for consistency between accounting functions.
The following is the proper sequence, estimated implementation timeframes, and estimated costs if
any, necessary to expand Munis:
1. COA Rewrite- estimated implementation 1/1/2022- estimated cost of $100k
2. Mason County Position Control (Position Tracking)- estimated implementation 6/1/2022- no cost
3. Executime Time Keeping System —estimated implementation 6/1/2022—approximate cost $100k-
$150k
4. Open Finance—estimated implementation 2023— module is already purchased, but there will
most likely be an unknown cost to implement
S. Other modules necessary for Public Works inventory, vehicles, and utilities- 2023- unknown cost at
this time
BUDGET IMPACT: 2021 approximate total of$100k to rewrite the COA and any associated
programming costs for Terrescan and WinCAMS data conversions
ATTACHMENTS:
Chart of Accounts Redesign email from Munis
Current and Proposed Fund Structure
Briefing Summary 7/28/2021
Jennifer Beierle
From: Fenderson, Jason <Jason.Fenderson@tylertech.com>
Sent: Thursday,July 22, 2021 10:05 AM
To: Young, Christina; Mehlhorn, Greg P.;Jennifer Beierle
Subject: Chart of accounts redesign - Mason County,Wa
Attachments: COA Overview - Mason County,WA.xlsx
Hello everyone,
Jennifer, her co-workers and myself were able to meet this morning to discuss the restructuring of their chart of
accounts segments. As a group we went over the current design, which includes all 8 segments with an overall length of
32 characters. This will be reduced to not only 7 segments and 20 characters in length but certain segments will have
different functions going forward. Also some segments will be moved from their current segment position to a new
segment position. For example,the current segment "element",which is currently on the 6th segment will be moving to
the 5th segment in the redesign.
In total there are between 11,000 and 12,000 accounts in Production. The folks at mason County have already started
the translation and have spreadsheets with the proposed segments filled out to assist with the cross reference from old
to new segment structure. The goal is to have this fully implemented no later than January 15t of 2022.
The next step would be getting on Professional Services radar and getting a formal quote for the time needed for this
conversion. Jennifer has added that anything that can be done in advance by the folks at Mason County to assist can be
set up ahead of time as we wait to be assigned to Professional Services calendar. Mason County plans to devote an
employee to this project exclusively.
I've attached the spreadsheet that Jennifer had sent along with the current and future structure. The attached
screenshot (also found on the spreadsheet) is a condensed version of the revised structure that is being proposed that
we came up with as a group this morning.
Thank you,
Jason
i
FUND STRUCTURE
General Ledger Settings
NOW: 001.000000.030.031.514.23.542020.0000.00
REVISED: 001.030.031 514.23.42.0002 Current Proposed
Se¢Number Description Length Sea Number Description Length
FUND: 1 Fund 3 1 Fund 3
2 Special 6 2 Department 3
Position in current fund structure:Sea 1 3 Department 6 3 Program 3
Current:XXX.000000.000.000 4 Program 3 4 Base Sub 3
Proposed:XXX.000.000 5 Basub 2 5 Element 2
6 Element 6 6 Object 2
7 Object 4 7 Local Index 4
SPECIAL PURPOSE DISTRICTS(NON-COUNTY FUNDS): B Local 2 B Do Not use N/A
Position in current fund structure:Sea 2 Total length 32 Total length 20
C urrent:000.XXXXXX.000.000
Proposed:000.XXX.XXX Currently between 11,000and 12,000 accounts
Will use period as delimter
COUNTY DEPARTMENTS: Time frame-to be completed for use by1/1/22
Position in current fund structure:Sea 3
C urrent:000.000000.XXX.000
Proposed:000.XXX.000
COUNTY PROGRAMS:
Position in current fund structure:Sea 4
Current:000.000000.000.XXX
Proposed:000.000.XXX
BARS BASUB:
Position in current fund structure:Seq 5
Current:XXX.00.000000.0000.00
Proposed:XXX.00.00.0000
The BASUB portions of a BARS line will be assigned per
the current SAO BARS manual.
BARS ELEMENT:
Position in current fund structure:Seq 6
Current:000.X X.000000.0000.00
Proposed:000.XX.00.0000
The element portions of a BARS line will be assigned per
the current SAO BARS manual.
BARS OBJECT CODE:
Position in current fund structure:Seq 7
Current:000.00.XXXXXX.0000.00
Proposed:000.00.XX.0000
Going forward,Object codes will follow the standard BARS manual
format using two digits. Within those two digits,past practice of
separation of 31;32;33;34,etc will be used,
BARS LOCAL INDEX:
Position in current fund structure:Seq 8
Current:000.00.000000.XX XX.XX
Proposed:000.00.00.XXXX
If a local index is requested,it will be assigned on an as needed ba:
A standard format will be assigned by Financial Services.
r
What is the WA Cares Fund? A Long-Term
WA Cares is a new fund to which we all contribute when we're working. Core Fund
Through it we can access long-term care when we need it.
........................................................................................................................................................................._How Does WA Cares Work? For Everyone. t
Benefits
You can receive services and supports worth up to $36,500 (adjusted annually up to inflation)
over your lifetime. You choose how to use your benefits-for example, you can hire a home-
care aide, pay a family member, make home modifications, or receive care in a residential
setting or nursing home. Anyone who needs help with at least three activities of daily living, such
as eating, bathing, or toileting, who has met the vesting requirements below is eligible.
Contributions
WA Cares is self-funded entirely by worker contributions. The premium is 0.58% (your wages
x 0.0058). For the typical worker earning $52,075, it is $302/year. To earn benefits, you must
contribute at least 10 years (without a break of 5 of more years) or have contributed 3 of the
past 6 years at time of application for benefits.
AMA
'► Protect Your Retirement Savings Protect Your Family
7 in 10 of us will need long-term Most of us can't afford long-
I
WN
r care. Medicare doesnt pay for it. term care when we need it.
With WA Cares, most of us will no ' Our loved ones end up having
longer need to deplete our life to pay for- or provide-the
savings to get care. ° d care we need.
Employees who do not wish to participate in WA Family caregivers often have to reduce
Cares will need to purchase private insurance. work hours, turn down promotions, or
Private premiums can be much more expensive leave the workforce, sacrificing their own
and are owed till the day you die or need care economic and retirement security. With WA
and can be hard to afford on a fixed income.WA Cares, you and your family will have money
Cares offers affordable coverage, and you stop to hire a professional caregiver if you so
contributing the day you retire.When comparing desire, or a loved one can be your paid
t cost, compare lifetime - not annual - cost. caregiver.
Key Dates Learn More
a
October 1, 2021 -December 31, 2022 Visit wacaresfund.wa.gov and get answers to your
Window to apply for coverage exemption. questions at wacaresfund.wa.gov/learn-more
October 31, 2021
Deadline for having private insurance to Attend a live webinar.Sessions are held weekly.
qualify for a lifelong exemption. View dates at wacaresfund.wa.gov/learn-more
January 1, 2022
Premiums begin for employees.
Self-employed can opt in to coverage. Washington State
January 1, 2025 1 Department of Social
1' 1 &Health Services
Benefits become available to qualified,
eligible individuals. transforming lives
WA Cares Fund: Affordability, choice, peace of mind
The passage of HB 1087 during the 2019 session established the Long-Term Services and
Supports Trust Program, recently renamed the WA Cares Fund. The purpose of the program is
to provide a long-term care benefit to Washington workers that otherwise would not have
coverage.
Washington is the first state in the nation to develop a public plan that makes long-term care
affordable. WA Cares Fund gives members access to a lifetime benefit they can use on a wide
range of long-term services and supports—should they need it. The .58% premium assessment
takes effect 1/1/2022 unless employees have their own LTC plan in place by 11/1/2021.
What if my employees already have a long-term care plan?
Workers who hold existing long-term care insurance or purchase a new private policy before
Nov. 1, 2021, can apply for an exemption from WA Cares coverage. If workers are approved for
an exemption, they will be permanently excluded from WA Cares benefits but they won't be
required to pay premiums.
Workers pay WA Cares premiums only while they're working—not after
retirement.
Private long-term care insurance usually requires payments even if people aren't working. That
can mean making payments while on a fixed income throughout retirement, or even while
unemployed. That's why it's important for workers to compare the lifetime cost, not annual
cost, of private plans vs. WA Cares.
If you have workers considering a WA Cares exemption, encourage them to check out our
Exemptions page so they can weigh their options.
Workers with approved exemptions will never be eligible for WA Care benefits. If they decide
to apply, applications will be available starting October 1, 2021.
• Deadline for having private insurance to qualify for a lifelong exemption is October 31,
2021.
• Window to apply for coverage exemption is October 1, 2021— December 31, 2022.
Did you miss it?
• We launched a brand new Learn More page! Check it out for answers to your frequently
asked questions about WA Cares. If you still can't find what you're looking for, please
email wacaresfund@dshs.wa.gov.
• We published a new flyer on our website to help Washington workers understand WA
Cares. Please distribute this resource to your employees and post it in common areas.
• Workers can now join live webinars to learn more about WA Cares Fund and get their
questions answered. Webinars are held each week and pre-registration to attend is not
required.
• Coming soon! We'll begin hosting employer webinars in early fall. We'll personally walk
you through the updates we're making to Paid Leave's reporting process so you can
easily report once for both programs.
How to know if an exemption is right for you.
Already have a long-term care plan?
Workers who hold existing long-term care insurance or purchase a new private
policy before November 1, 2021 can apply for an exemption from WA Cares coverage. If
approved, your exemption will mean that you aren't required to pay premiums and will be
permanently excluded from WA Care benefits.
Keep in mind, if your exemption application is approved, you'll be permanently disqualified
from WA Cares. This means you may never re-enroll and you'll be prohibited from getting WA
Cares benefits, even if you need them.
Your choice is permanent
Not sure if you want to give up your WA Cares benefits? Here are some things to consider:
o You only pay WA Cares Fund premiums while you're working—not after retirement. Private
long-term care insurance usually requires continuous payments. If you don't keep up, your
policy could lapse and leave you without coverage. Individuals with approved exemptions will
never be eligible for WA Care benefits.
o Group policies, like those provided by your employer, likely do not follow you to your next
employer. WA Cares will provide you with coverage as long as you work and retire in
Washington State.
o No matter your age or health status, the WA Cares Fund provides affordable long-term care
coverage. The current rate for premiums is only 0.58 percent of your earnings.
o After you're fully vested, your WA Cares benefits will be available when you need them, even if
it's 20 or more years after you retire. Learn more about permanent vesting.
o You may be eligible for benefits even if you're not permanently vested. Learn more about
temporary vesting.
o You can supplement your WA Cares coverage any time. If you choose to also purchase private
long-term care insurance, you'll still get the benefits of WA Cares.
o The WA Cares Fund will allow you to reimburse a qualified family member for providing care in
your own home, including a spouse. Learn more about WA Cares benefits.
Applying for an exemption
Requirements
To apply for a permanent exemption, you must:
o Have purchased a qualifying private long-term care insurance plan before Nov. 1, 2021. Learn
more about qualifying plans on the Office of the Insurance Commissioner's website.
o Be at least 18 years of age.
o Submit an exemption application to the Employment Security Department (ESD). Exemption
applications will be available starting Oct. 1, 2021.
ESD can only accept exemption applications through Dec. 31, 2022.
Next steps
ESD will review your application and notify you if you're eligible for an exemption from WA
Cares coverage.
If your application is approved, you'll get an exemption approval letter from ESD, at which point
you'll be:
o Expelled from the program with no option to re-enroll.
o Disqualified from accessing WA Cares benefits in your lifetime.
o Required to present your exemption approval letter to all current and future employers. If you
fail to present your ESD approval letter, employers will withhold non-refundable WA Cares
premiums.
Exemptions will take effect the quarter after your application is approved.
Need more info?
Email wacaresfund@dshs.wa.gov and a member of our team at the Employment Security
Department will follow up with you.
Private Long-Term Care Plan Options Available:
Human Resources is happy to announce that there are several Voluntary "Employee-Paid"
Long-Term Care Plans available:
WCIF is offering a Voluntary "Employee-Paid" Group Universal Life + Long-Term Care
Plan through Trustmark—This information is being gathered and will be sent out to all
employees. It will be available to all employees just like our Employee Assistance Program is.
Arthur J Gallagher is offering a Voluntary "Employee-Paid" Long-Term Care plan. For more
information contact Brian Riehs at 253-238-1140 or Brian Riehs@a*g.com
Nationwide is offering a Voluntary "Employee-Paid" Long-Term Care plan. For more information
contact Jake McMillen at 360-451-6963 or mcmi102@nationwide.com
New York Life is offering a Voluntary "Employee-Paid" Long-Term Care plan. For more
information contact Eric M. Smith at 360-229-8353 or he can be reached through Zoom:
https://nylife.zoom.us/my/ericsmithnyl
Eric has provided three video links to assist with your long-term care plan choices.
• MY CARE INTRO VIDEO:
• https://pIayers.brightcove.net/75123740001/defauIt default/index.html?videold=5808
478815001
• SECURE CARE INTRO VIDEO:
• https://Players.brightcove.net/75123740001/default default/index.html?videold=5990
207913001
• ASSET FLEX INTRO VIDEO:
• https://plaVers.brightcove.net/75123740001/default default/index.html?videold=5990
208012001
There may be additional options available through Valic, AFLAC, and others that I am unaware
of at this time, but will present and make available to employee's who wish to explore them as
they become available.
RESOLUTION NO. 202�- QA-5
A RESOLUTION FOR THE ESTABLISHMENT OF THE MASON COUNTY INFORMATION TECHNOLOGY STEERING COMMITTEE
WHEREAS,the Mason County Information Technology Steering Committee (IT Steering Committee) shall be
comprised of the Information Technology Manager,the Network Engineer, a Commissioner and their designees charged
by the Board of County Commissioners(BOCC)with overseeing how the County fulfills its responsibility for information
technology.The Information Technology Manager shall be the Chair of the committee; and
WHEREAS, an IT Steering Committee helps the BOCC meet its responsibility by creating a centralized framework
that institutionalizes the BOCC's ongoing oversight of the County's information technology regarding compatibility, risk,
safety, security,alignment with goals, prioritization of projects, and strategic planning; and
WHEREAS,an IT Steering Committee serves as a clearinghouse for administering, assisting and advising County
departments on the purchasing of new software and hardware; and
WHEREAS, departments shall get approval from the IT Steering Committee prior to purchasing new software or
hardware; and
WHEREAS,the size of the committee should be large enough to permit meaningful discussion and deliberation,
but not so large as to impede the committee's efficient operation; and
WHEREAS, in the course of its work,the IT Steering Committee should convene as a committee to develop
policies and procedures to align with and strategically plan for the adequacy of information technology of the County
and report back to the BOCC on at least a quarterly basis.
NOW THEREFORE BE IT RESOLVED, by the Mason County Board of Commissioners, that we hereby establish the
Mason County Information Technology Steering Committee to fulfill the County's responsibility regarding information
technology.
APPROVED this 'IU ' day of , 2021.
BOARD OF COUNTY COMMISSIONERS
MASON C NTY, WASHINGTON
1,141
Rand Neathe 1 , Chair
ATTEST: i
n k
McKenzie Sr ith, Clerk of the Board Kevin Shutty, Co m issioner
APPROVED AS TO FORM:
Tim White e Sharon Trask, Commissioner
Printed From Mason County DMA
Printed from Mason County DMS