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Home My WebLink About2022/10/24 - Briefing PacketMASON COUNTY COMMISSIONER BRIEFING INFORMATION FOR THE WEEK OF October 24, 2022 In the spirit of public information and inclusion, the attached is a draft of information for Commissioner consideration and discussion at the above briefing. This information is subject to change, additions and/or deletion, and is not all inclusive of what will be presented to the Commissioners. Please see draft briefing agenda for schedule. Briefing Agendas are subject to change, please contact the Commissioners’ office for the most recent version. Last printed 10/19/22 at 4:24 PM If special accommodations are needed, contact the Commissioners' office at Shelton (360) 427 -9670 ext. 419 Our Commission meetings are live streamed at http://www.masonwebtv.com/ and we will accept public comment via email msmith@masoncountywa.gov; or mail to Commissioners Office, 411 North 5th Street, Shelton, WA 98584; or call 360-427-9670 ext. 419. If you need to listen to the Commission meeting via your telephone, please provide your telephone number to the Commissioners’ office no later than 4 p.m. the Friday before the meeting. BOARD OF MASON COUNTY COMMISSIONERS DRAFT BRIEFING MEETING AGENDA 411 North Fifth Street, Shelton WA 98584 Week of October 24, 2022 Monday Noon WA State Association of Counties Zoom Meeting* Virtual Assembly Monday, October 24, 2022 Commission Chambers Times are subject to change, depending on the amount of business presented 9:00 A.M. Closed Session – RCW 42.30.140(4) Labor Discussion 10:00 A.M. Sheriff’s Office – Undersheriff Adams 10:15 A.M. Support Services – Mark Neary 10:45 A.M. Community Development – Kell Rowen 11:00 A.M. Public Works – Loretta Swanson Utilities & Waste Management Commissioner Discussion – as needed Mason County Agenda Request Form To: Board of Mason County Commissioners From: Travis Adams/Kevin Hanson Ext. 313 Department: Sheriff's Office Briefing: ☒ Action Agenda: ☐ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): October 24, 2022 Agenda Date: Click or tap here to enter text. Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ Information Technology ☐ Other (This is the responsibility of the requesting Department) Below for Clerk of the Board’s Use Only: Item Number: __________ Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: 1) Shelton Jail Contract with Mason County - we would like to update the BOCC on the status of the city’s pursuit to outsource individuals to the Nisqually Jail. The city intends to change their contract with MC which will result in a decrease in revenue. 2) Outsourcing Opportunities - we would like to follow-up on our discussion about the potential to outsource some county prisoners. We have several options to present, a range of potential costs, and thoughts on how each option will benefit the citizens of Mason County. Our hope is to gauge the interest in various “large picture” options before we get granular with the details. Background/Executive Summary: Budget Impact (amount, funding source, budget amendment): 1) We currently budget a $250k revenue from the City of Shelton for bed space within the Mason County Jail. The city has preliminarily requested to scrap the current contract for 7 beds and change to a per diem rate. Given the city’s intent to outsource their inmates to the Nisqually Jail and only use the MC Jail for brief stays I anticipate there will be a significant drop in revenue. 2) The cost of outsourcing MC inmates will depend entirely upon the outcome of our discussion. There are many different options to consider, and each would have a different financial impact to the county. Public Outreach (news release, community meeting, etc.): Requested Action: None at this time. This briefing will give guidance for future action. Attachments: Mason County Administrator 411 N 5th Street Shelton, WA 98584 (360) 427-9670 ext. 419 Mason County Commissioner Briefing Items from County Administrator October 24, 2022 Specific Items for Review → November 14 briefing; Cmmr. Trask is attending a WSAC conference – Diane Zoren → Sandhill park host news release – John Taylor → Lead pay annual review and approval – Jennifer Beierle → Take home vehicle requests – Jennifer Beierle → Set 2023 budget hearings – levy certification November 22; 2023 budget hearing December 5 – Jennifer Beierle → Request for .09 funding from the Port of Grapeview – Jennifer Beierle → Personnel Policy amendments – Mary Ransier → Lead pay request for Superior Court – Mary Ransier → Joint City/County meeting on November 4 at 8:30 a.m. at the Ridge – Mark Neary Administrator Updates Commissioner Discussion NEWS RELEASE October 25, 2022 MASON COUNTY COMMISSIONERS’ OFFICE 411 N 5TH ST, BLDG 1, SHELTON, WA 98584 TO: KMAS, KRXY, SHELTON-MASON COUNTY JOURNAL, THE OLYMPIAN, SHELTON CHAMBER OF COMMERCE, NORTH MASON CHAMBER OF COMMERCE, CITY OF SHELTON, ECONOMIC DEVELOPMENT COUNCIL, THE SUN RE: Park Host Needed for Mason County Sandhill Park The Mason County Parks and Trails Department is recruiting an on-site Park Host/Caretaker for Sandhill Park. The successful candidate must provide their own RV. The County will provide water, power, and septic at no charge. Caretakers are responsible for opening and closing the park, site security, customer service, cleaning restrooms, and light maintenance duties in return for utilities. There is no salary or pay associated with this opportunity. Parks and Trails is looking for a person(s) who are willing to work evenings, weekends, and holidays; can physically make rounds of the park, and have good communication and customer service skills including the ability to remain calm and friendly when confronted with problems. Sandhill Park is located at 1000 Sand Hill Road in Belfair. The park has seven baseball fields and restrooms. Caretakers need to be present in the evenings Monday-Friday and all day on weekends year-round. Please apply by completing a Park Host application located on the Mason County website at https://masoncountywa.gov/forms/parks/park_host_application.pdf or contact Anne White at (360) 427-9670 ext. 535 with any questions. BOARD OF MASON COUNTY COMMISSIONERS ______________________ Kevin Shutty, Chair ______________________ Sharon Trask, Commissioner ______________________ Randy Neatherlin, Commissioner Mason County Agenda Request Form To: Board of Mason County Commissioners From: Jen Beierle and Mary Ransier Ext. 422 Department: Human Resources Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): October 24, 2022 Agenda Date: October 25, 2022 Internal Review: ☒ Finance ☒ Human Resources ☐ Legal ☐ Risk ☐ Information Technology (This is the responsibility of the requesting Department) Below for Clerk of the Board’s Use Only: Item Number: __________ Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Lead Pay Annual Review Background/Executive Summary: As part of the 2023 Budget process, lead pays are reviewed annually for ongoing need, essential functions, and financial impact. Budget Impact (amount, funding source, budget amendment): Lead pay is included in the 2023 proposed budget. Public Outreach (news release, community meeting, etc.): N/A Requested Action: Approval of Lead Pay list as presented for 2023. Attachments: 2023 Lead Pay List Pay RequestUnion Status Union First Name Last Name Department Job TitleProposed IncreaseFunding SourceEffective DateEnd Date Job Duties Outside Of Current Position Department Head EmailLead Pay Non‐Union Nichole WilstonHuman ResourcesRisk Manager 10% Salary ongoing 6/1/2023Cross training with HR Director, leading Claims work for Public Works in conjunction with PW Personnel Analyst, taking on extra duties relating to Labor until additional resources are added.mransier@masoncountywa.govLead Pay Union Teamsters Mariah FrazierCommunity DevelopmentClerical Senior 10% 01/01/2023 12/31/2023Lead Clerical staff to train and assign daily functions of the clerical team as well as lead the Scanning Project team. Public records officer; clerk to Hearing Examiner, Planning Advisory Commission and Historic Preservation Commission; Addressor.krowen@masoncountywa.govLead Pay Union Teamsters Josh LuckCommunity DevelopmentBuilding Inspector V10% now 12/31/2023Assigns daily inspection routes; assigns plan review; trains new employees; investigates complaints; responsible for keeping Title 14 updated and bringing amendments to the BOCC; set policy implementation and interpretation of Title 14, the IBC and IRC for staff consistency and setting the Building Community's expectation; assists Supervisor in drafting letters of Administrative Determinations as required when code challenges are made.krowen@masoncountywa.govLead Pay Union Teamsters Genie McFarlandCommunity DevelopmentSenior Permit Tech10% 01/01/2023 12/31/2023Same as previous year. Leads/trains other permit techs on duties, assigns workloads and handles problem cases.krowen@masoncountywa.govLead Pay UnionEngineer's GuildTodd CannonInformation ServicesNetwork Engineer10%IT Fund ‐#5001/1/23 12/31/23Todd provides day‐to‐day supervision of IT staff and coordinates the daily activities for the IT Dept. Todd monitors the IT budget andmanages the purchase of IT equipment/software. He also responds to after‐hours phone calls for the IT Dept.dlz@masoncountywa.govLead Pay Union Teamsters Scott RuedyCommunity DevelopmentSenior Planner 10% 10/01/2022 09/30/2023Responsibility of all commercial development review and permitting including:Preparation of reports and information related to commercial development within the three Urban Growth Areas and the rural areas of the county. Act as staff lead to the Hearing Examiner for all Type III permits related to commercial development. Attendance at project feasibility meetings and on‐site evaluation of conditions for future development or rebuild. Investigates inquiries from specific developers related to feasibility and project flow. Prepare technical reports, letters, and contracts and maintain records of work performed. As directed; trains front line and planning staff related to application of permitting and specific technical subjects related to code administration and application and the use of Smartgov and Bluebeam permitting and plan review software. Trains other employees in the subject of commercial plan review technical provisions and statutes including, state and federal codes, SEPA Rules and RCW’s and WAC as applicable to codes and various subjects related to legal aspects of codes administration. Evaluates and reviews feasibility for various projects related to pre‐submittal with customers to determine compliance with codes MCC, State Codes and other RCW’s. Acts as the facilitator to commercial pre‐application submittals with various stakeholders providing internal and external customer care to submittal and completion. Provides review and assistance for recommendations of alternate methods of meeting development regulations to meet the intent of each krowen@masoncountywa.govLead Pay Union Teamsters Carl Olson ParksMaintenance IV10% FY 2023End of FY 2023Because the Park's Department doesn't have a full time on‐site manager, Bud serves as the day‐to‐day supervision of all 20 County parks and park's staff. Bud supervises the various projects and provides advice/guidance to the department manager when maintenance and improvements project are needed.jtaylor@masoncountywa.gov Mason County Agenda Request Form To: Board of Mason County Commissioners From: Jennifer Beierle Ext. 532 Department: Support Services Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): October 24, 2022 Agenda Date: October 25, 2022 Internal Review: ☒ Finance ☐ Human Resources ☐ Legal ☐ Information Technology ☐ Other (This is the responsibility of the requesting Department) Below for Clerk of the Board’s Use Only: Item Number: __________ Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: 2023 Take Home Vehicle assignment approval by Board of County Commissioners. Background/Executive Summary: Take-Home Vehicles are only to be assigned to those meeting the IRS requirements of qualified non- personal use vehicles as identified in Publication 5137, or meet the Emergency Response, Specialized Equipment, or Economic Benefit as defined by IRS and outlined in the Mason County Personnel Policy, Chapter 13, Vehicle Use Policy. Budget Impact (amount, funding source, budget amendment): Estimated county take home vehicle costs are included in the 2023 proposed budget Public Outreach (news release, community meeting, etc.): N/A Requested Action: Approval of 2023 Take Home Vehicle list as presented for 2023. Attachments: 2023 Take Home Vehicle Assignment Spreadsheet First Name Jeremy Grant Rod Roy John Pete Kelly CindyLast Name Seymour Dishon LaRue Beierle Ronald Medcalf Frazier BrewerMunis Employee Number 1363 1117 1227 1024 1654 1257 1152 1051Position Manager Supervisor Supervisor Supervisor Foreman Supervisor Evidence EvidenceDepartment Roads Roads Roads Roads Sign Shop ER&R Facilities MCSOVehicle #180 181 182 190 255 214 119 157Vehicle MakeFord Ford Ford Ford Ford Chevrolet Ford FordVehicle Model1/2 Ton F150 F150 F150 F150 Silverado F150 F150COMM Miles10 1.7 29 34 18 12 8 1.2Daily Business MilesVariable 100 120 160 Variable 120 Variable 50Vehicle ValueLease ValueDays per year219 219 219 219 219 219 219 219Days in 2019 Starting 1/1/19219 219 219 219 219 219 219 219Commute Trips438 438 438 438 438 438 438 438Vehicle Take‐Home Assignment Authorization Request for 2023 Mason County Agenda Request Form To: Board of Mason County Commissioners From: Jennifer Beierle Ext. 532 Department: Support Services Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): October 24, 2022 Agenda Date: October 25, 2022 Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ Information Technology ☐ Other (This is the responsibility of the requesting Department) Below for Clerk of the Board’s Use Only: Item Number: __________ Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Approval to set a public hearing for Tuesday, November 22, 2022, at 9:15 a.m. to certify to the County Assessor the amount of taxes levied for Current Expense and County Road for 2023. An increase to the Current Expense and County Road property tax levies for 2023 may be considered. Background/Executive Summary: Pursuant to RCW 84.52.070, the Commissioners must certify to the County Assessor the amount of taxes levied for county purposes and for each taxing district by adoption of a resolution by November 30th. Budget Impact (amount, funding source, budget amendment): The estimated levies for Current Expense and County Road are included in the 2023 proposed budget. Public Outreach (news release, community meeting, etc.): The notice of public hearing will be advertised in the Shelton-Mason County Journal for two weeks prior to the hearing. Requested Action: Approval to set a public hearing on November 22, 2022, at 9:15 a.m. to certify to the County Assessor the amount of taxes levied for county purposes and the amount of taxes levied for each taxing district for 2023. An increase to the Current Expense and County Road property tax levies for 2023 may be considered. Attachments: Notice NOTICE OF HEARING NOTICE IS HEREBY GIVEN that the Board of Mason County Commissioners will hold a public hearing via Zoom and in person at Mason County Building I, Commission Chambers, 411 North 5th Street, Shelton, WA 98584 on Tuesday, November 22, 2022 at 9:15 A.M. To join the Zoom meeting go to our website: www.masoncountywa.gov and click on the “Join the Board of County Commissioners Regular Zoom Meeting” link. SAID HEARING will be to take public comment on the certification to the County Assessor the amount of taxes levied for county purposes and the amount of taxes levied for each taxing district for 2023. An increase to the Current Expense and County Road property tax levies for 2023 may be considered. PUBLIC COMMENT will be accepted via email msmith@masoncountywa.gov; or mail to Commissioners’ Office, 411 North Fifth Street, Shelton, WA 98584; or call (360) 427-9670 ext. 419. If you need to listen to the Commission meeting via your telephone, please provide your telephone number to the Commissioners’ Office no later than 4:00 p.m. the Friday before the meeting. If special accommodations are needed, contact the Commissioners' office, 427-9670, Ext. 419. DATED this 25th day of October, 2022. BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON __________________________________ Clerk of the Board c: Journal - Publ 2t: 11/3 & 11/9 (Bill: Commissioners – 411 North 5th Street, Shelton, WA 98584) Mason County Agenda Request Form To: Board of Mason County Commissioners From: Jennifer Beierle Ext. 532 Department: Support Services Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): October 24, 2022 Agenda Date: October 25, 2022 Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ Information Technology ☐ Other (This is the responsibility of the requesting Department) Below for Clerk of the Board’s Use Only: Item Number: __________ Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Approval to set a public hearing for Monday, December 5, 2022 at 9:00 a.m. to consider adoption of the 2023 budget for Mason County. Copies of the 2023 preliminary budget will be available to the public on November 21, 2022. Background/Executive Summary: Pursuant to RCW 84.52.070, the Commissioners must hold a public hearing on the 2023 preliminary budget to allow taxpayers to “appear and be heard for or against any part of the budget”. The public hearing also allows county departments to publicly testify if they so desire. Budget Impact (amount, funding source, budget amendment): 2023 Adopted Budget Public Outreach (news release, community meeting, etc.): The 2023 proposed budget will be posted on the County’s website: www.masoncountywa.gov by November 21, 2022 Requested Action: Approval to set a public hearing on Monday, December 5, 2022 at 9:00 a.m. to consider adoption of the 2023 budget for Mason County. Copies of the 2023 preliminary budget will be available to the public on November 21, 2022. Attachments: Notice NOTICE OF HEARING NOTICE IS HEREBY GIVEN that the Board of Mason County Commissioners will hold a public hearing via Zoom at Mason County Building I, Commission Chambers, 411 North 5th Street, Shelton, WA 98584 on Monday, December 5, 2022 at 9:00 a.m. To join the Zoom meeting go to our website: www.masoncountywa.gov and click on the “Join the 2023 Budget Workshop Zoom Meeting” link. SAID HEARING will be to take public comment on the adoption of the 2023 Mason County Budget. The 2023 preliminary budget will be available to the public on November 21, 2022. You may request a copy via email msmith@masoncountywa.gov; or go to our website – www.masoncountywa.gov . PUBLIC COMMENT will be accepted via email msmith@masoncountywa.gov; or mail to Commissioners’ Office, 411 North Fifth Street, Shelton, WA 98584; or call (360) 427-9670 ext. 419. If you need to listen to the Commission meeting via your telephone, please provide your telephone number to the Commissioners’ Office no later than 4:00 p.m. the Friday before the meeting. If special accommodations are needed, contact the Commissioners' office, 427- 9670, Ext. 419. From the Belfair area, please dial 275-4467. DATED this 25th day of October, 2022. BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON __________________________________ Clerk of the Board c: Journal - Publ 2x 11/3 & 11/9 (Bill: Commissioner, 411 North 5th, Shelton, WA 98584) Mason County Agenda Request Form To: Board of Mason County Commissioners From: Jennifer Beierle Ext. 532 Department: Support Services Briefing: ☒ Action Agenda: ☐ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): October 24, 2022 Agenda Date: Click or tap here to enter text. Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ Information Technology ☐ Other (This is the responsibility of the requesting Department) Below for Clerk of the Board’s Use Only: Item Number: __________ Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Request from Port of Grapeview for $20,000 of .09 Rural County Sales & Use Tax from County Fund No.103 Background/Executive Summary: One application has been received for 2023 funding from the Economic Development Council for $90,000. After sending out notices to the City of Shelton and port districts located within Mason County, an informal request for $20,000 in funding has come in from the Port of Grapeview to support operations and maintenance of the port boat launch, restroom areas and boat dock. This request as presented is an eligible use of .09 Rural County Sales & Use Tax. From RCW 82.14.370 - “Moneys collected under this section may only be used to finance public facilities* serving economic development purposes in rural counties and finance personnel in economic development offices**. The public facility must be listed as an item in the officially adopted county overall economic development plan***, or the economic development section of the county's comprehensive plan…” *”Public facilities" means bridges, roads, domestic and industrial water facilities, sanitary sewer facilities, earth stabilization, storm sewer facilities, railroads, electrical facilities, natural gas facilities, research, testing, training, and incubation facilities in innovation partnership zones designated under RCW 43.330.270, buildings, structures, telecommunications infrastructure, transportation infrastructure, or commercial infrastructure, and port facilities in the state of Washington. **”Economic development office" means an office of a county, port districts, or an associate development organization as defined in RCW 43.330.010, which promotes economic development purposes within the county. (Mason County Economic Development Office) ***Comprehensive Economic Development Strategy Project List (CEDS) that is adopted by resolution by the Commissioners. Mason County Agenda Request Form Budget Impact (amount, funding source, budget amendment): Public Outreach (news release, community meeting, etc.): The County is required to circulate for comment. RCW 82.14.370 (3)(b) states “…the county must consult with cities, towns, and port districts located within the county and the associate development organization serving the county to ensure that the expenditure meets the goals of chapter 130, Laws of 2004 and the requirements of (a) of this subsection” Requested Action: Request the Board review the informal request from the Port of Grapeview for $20,000 of .09 Rural Sales & Use Tax funding Attachments: Port of Grapeview request for .09 Rural County Sales & Use Tax funding PORT OF GRAPEVIEW PO BOX 3 GRAPEVIEW WA 98546 WWW.PORTOFGRAPEVIEW.COM 360 801 1988 October 8, 2022 Mason County Support Services Dept. 411 North 5th St. Shelton WA 98584 RE: Mason County Rural County Sales & Use Tax Fund (.09) I would like to explain the project the Port of Grapeview has been asked, by the citizens in our district, to put together. About a year ago I had several long term citizens ask me to investigate why there are very little fish in Case Inlet. Avid fisherman, they had noticed over the years the lack of viable fish. As a Port of Grapeview commissioner, we had just finished a 2 million dollar upgrade to our boat launch, mostly done with grants. Because we have an extremely low levy (approx. 2.8 cents per thousand) and we are the smallest port in the state, I knew we would have to have volunteers. So we put together a committee of qualified individuals, from fish biologists, educators, tribal connections etc. All these people are volunteers and meet monthly to report their work to the Port of Grapeview commission. Please check out our website caseinletfish.com. The link is on the Ports website portofgrapeview.com Case Inlet Fisheries Task Force has 8 individuals on their task force and we have worked hard to restore the Chinook salmon population. We have looked at the two hatcheries affected; we have had several meetings with the Squaxin tribe members. All of this is not possible without some sort of financial support. PORT OF GRAPEVIEW PO BOX 3 GRAPEVIEW WA 98546 WWW.PORTOFGRAPEVIEW.COM 360 801 1988 All our communities will benefit with a healthy ecosystems. Our boat launch supports a very healthy and robust commercial oyster, clam and geoduck businesses. Those businesses launch daily, 2 to 3 times a day. The largest business is Taylor Shellfish, the largest clam company in the United States. We also have small commercial businesses that utilize our boat launch. These shellfish companies provide many well-paying family jobs. We expect with the success of our Fisheries Task Force and even stronger and busier boat launch. Last year we tried unsuccessfully to ask the voters for a .01 levy increase. This failed. This money would have been used to maintain the boat launch, parking area and restrooms. As we move forward to putting together budgets this year, we are extremely taxed. I believe that the .09 monies would be used for the exact purpose it was created. This would support a cause that creates and supports jobs in our county and supports the economic vitality and growth of Mason County. Please consider us for this funding. Respectfully, Jean F Farmer Port of Grapeview Commissioner President Caution: External Email Warning! This email has originated from outside of the Mason County Network. Do not click links or open attachments unless you recognize the sender, are expecting the email, and know the content is safe. If a link sends you to a website where you are asked to validate using your Account and Password, DO NOT DO SO! Instead, report the incident. From:portofgrapeview3@gmail.com To:Jennifer Beierle Subject:RE: .09 funding Date:Monday, October 17, 2022 9:18:48 AM Jennifer, The use of the money will go to operations and maintenance of the port boat launch, restroom areas and boat dock. As you know, Ports are economic development drivers. Out of our small, underfunded port are several shellfish companies that launch and use our facilities all year round. Their companies provide excellent jobs that support our families in this county. On top of that, you have recreational boating that support our boat launch financially. The port has two means of financial support, monies from the boat launch and levy. That levy is approx.. 2.8 cents per thousand, the smallest in the state. Maintaining the facility and paying for our one employee has become extremely difficult. The 3 commissioners do not get a salary and in fact for the 2023 budget year we will probably not be able to get per diems to meet our budget. This 20,000.00 is a perfect fit for .09 money. We are economic drivers as well as you are too. I hope you choose to support those that work out of our boat launch daily, and those jobs that provide for these families. Jean From: Jennifer Beierle <Jb@masoncountywa.gov> Sent: Monday, October 17, 2022 9:00 AM To: portofgrapeview3@gmail.com Subject: RE: .09 funding Good Morning Jean, Can you give me more detail on how you plan to spend the $20,000? Specifically, would it be for professional services or salaries and what would the scope of work look like that you are requesting? I am in conversation with our County Deputy Prosecuting Attorney trying to determine if this would be an eligible use of .09 funding. Thank you, Jennifer From: portofgrapeview3@gmail.com <portofgrapeview3@gmail.com> Sent: Thursday, October 13, 2022 1:23 PM To: Jennifer Beierle <Jb@masoncountywa.gov> Subject: RE: .09 funding Caution: External Email Warning! This email has originated from outside of the Mason County Network. Do not click links or open attachments unless you recognize the sender, are expecting the email, and know the content is safe. If a link sends you to a website where you are asked to validate using your Account and Password, DO NOT DO SO! Instead, report the incident. Caution: External Email Warning! This email has originated from outside of the Mason County Network. Do not click links or open attachments unless you recognize the sender, are expecting the email, and know the content is safe. If a link sends you to a website where you are asked to validate using your Account and Password, DO NOT DO SO! Instead, report the incident. Jennifer, the Port of Grapeview would like to ask for $20,000, to support the operations of the Port boat launch facility that promotes economic development in the Shellfish industry as well as recreational fishing. Thank you Jean Farmer From: Jennifer Beierle <Jb@masoncountywa.gov> Sent: Monday, October 10, 2022 4:40 PM To: portofgrapeview3@gmail.com Subject: RE: .09 funding Hello Jean, Thank you for sending in your request. Can you tell me how much money you are requesting and specifically what the money will be used for? Attached is a link to RCW 82.14.370 which outlines qualified uses of the .09 Sales use tax funds: https://apps.leg.wa.gov/rcw/default.aspx?cite=82.14.370#:~:text=RCW%2082.14.370- ,Sales%20and%20use%20tax%20for%20public%20facilities%20in%20rural%20counties,the%20terms %20of%20this%20chapter. Jennifer Beierle Budget & Finance Manager Mason County Support Services 411 N 5th St, Shelton, WA 98584 (360) 427-9670 ext. 532 From: portofgrapeview3@gmail.com <portofgrapeview3@gmail.com> Sent: Sunday, October 9, 2022 10:53 AM To: Jennifer Beierle <Jb@masoncountywa.gov> Subject: FW: .09 funding Please see attachment as our request. Thank you, Jean Farmer From: Jean Farmer <Tom-JeanFarmer@outlook.com> Sent: Sunday, October 9, 2022 10:50 AM To: JEAN fARMER <portofgrapeview3@gmail.com> Subject: Mason County Agenda Request Form To: Board of Mason County Commissioners From: Mary Ransier Ext. 422 Department: Human Resources Briefing: ☒ Action Agenda: ☐ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): October 24, 2022 Agenda Date: Internal Review: ☐ Finance ☒ Human Resources ☐ Legal ☐ Risk ☐ Information Technology (This is the responsibility of the requesting Department) Below for Clerk of the Board’s Use Only: Item Number: __________ Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Draft Personnel Policy updates for initial review by the Board. Updates include: • Addition, removal, reorganization, updated language to ensure best practices are incorporated, and clarification of current processes. • Specific updates to Policy 3.1 Recruiting to comply with RCW 49.58.110 and include information about compensation and benefits. • Addition of Policy 8.2 Workplace Safety (under legal review) • Addition of Policy 8.13 Drug Free Workplace (under legal review) Background/Executive Summary: Human Resources has updates to assist the Board in the coordination of county administrative and personnel programs and follow guidance from the Risk Pool. Changes and additions are necessary at this time to reflect best practices, clarification of what is currently practiced, and ensure the document is organized and updated appropriately. Budget Impact (amount, funding source, budget amendment): N/A Public Outreach (news release, community meeting, etc.): N/A Requested Action: Initial review by the Board Attachments: Personnel Policy Draft MASON COUNTY PERSONNEL POLICIES Revised August 3, 2021October 1, 2022- RESOLUTION No. 2021-047 Formatted: Centered Mason County Personnel Policies Page ii MASON COUNTY PERSONNEL POLICIES ADOPTION CHRONOLOGY Original Adoption--RESOLUTION No. 148-99, December 21, 1999 Revised Chapter 6.3--RESOLUTION No. 63-00, July 5, 2000 Add Chapter 5.8--RESOLUTION No. 7-01, January 23, 2001 Revised Chapter 5.6—RESOLUTION No. 93-01, August 28, 2001 Revised Chapter 4.6 and 7.11—RESOLUTION No. 37-14, July 8, 2014 Revised Chapter 5.3-RESOLUTION No. 71-15, December 22, 2015 Revised Chapter 8.3 – RESOLUTION No. 27-16, May 24, 2016 Added Chapter 15.1-15.4 – RESOLUTION No. 56-16, September 20, 2016 Revised Chapter 4.5 – RESOLUTION No. 70-16, October 18, 2016 Added Chapter 16.1-16.7 – RESOLUTION No. 102-16, December 20, 2016 Revised Chapter 13 – RESOLUTION No. 19-17, April 11, 2017 Revised Chapter 7 & 13 – RESOLUTION No. 04-18, February 6, 2018 Added Chapter 2.3 – RESOLUTION No. 22-18, April 3, 2018 Revised Chapter 14.5 & Added Chapter 14.6 – RESOLUTION No. 68-19, July 23, 2019 Revised Chapter 4.2, 4.3, 5.5, 5.10, 7.9, and 13 – RESOLUTION No. 89-19, September 3, 2019 Revised Chapter 16.7 – RESOLUTION No. 96-19, October 8, 2019 Revised Chapter 7.9 and 8.5 – RESOLUTION No. 2020-01, January 7, 2020 Revised Chapter 13 – RESOLUTION No. 2020-24 March 3, 2020 Revised Chapter 4.5 – RESOLUTION No. 2020-28, March 17, 2020 Revised Chapter 4.3 and 7.10 – RESOLUTION No. 2020-86, November 3, 2020 Revised Chapter 3.5, 5.1, 5.2, 5.3, 5.12, 7, 7.1, 7.3, 7.6, 7.10, 7.11, and 17 – RESOLUTION No.2021- 047, August 3, 2021 TBD Formatted: Line spacing: single Formatted: Line spacing: single Mason County Personnel Policies Page iii Table of Contents CHAPTER 1 PURPOSE AND SCOPE ........................................................................................................ 1 1.1 INTRODUCTION ....................................................................................................................1 1.2 INTENT OF POLICIES .............................................................................................................1 1.3 SCOPE OF POLICIES ............................................................................................................ 21 1.4 CHANGING THESE POLICIES ................................................................................................ 2 1.5 DEFINITIONS ........................................................................................................................ 2 CHAPTER 2 GENERAL POLICIES AND PRACTICES ................................................................................... 3 2.1 EMPLOYEE PERSONNEL RECORDS ..................................................................................... 3 2.2 EMPLOYMENT VERIFICATION ............................................................................................. 3 CHAPTER 3 RECRUITING AND HIRING ................................................................................................... 6 Employment, practices to include recruitment and hiring will be established by Human Resources. They are based solely on an applicant’s ability, merit, qualifications, and competence without regard to race, color, religion, national origin, sex, marital status, pregnancy, disability, age, or other protected status by Federal or State statute. ................................ 6 3.1 RECRUITING ........................................................................................................................ 6 3.2 HIRING ................................................................................................................................. 6 3.3 EXTRA HELP EMPLOYEES .................................................................................................. 98 3.4 EMPLOYMENT OF RELATIVES (NEPOTISM) ...................................................................... 98 3.5 PROMOTIONS .................................................................................................................. 109 CHAPTER 4 HOURS AND ATTENDANCE ........................................................................................... 1110 4.1 WORKING HOURS ........................................................................................................... 1110 4.2 HOURS OF WORK AND OVERTIME .................................................................................. 1110 4.3 COMPENSATORY TIME .................................................................................................... 1211 4.4 ATTENDANCE .................................................................................................................. 1312 4.5 UNUSUAL WEATHER CONDITIONS/EXTREME CIRCUMSTANCES ................................... 1312 4.6 BREAKS AND MEAL TIME ............................................................................................... 1514 4.7 CALL BACK ...................................................................................................................... 1817 4.8 PAYROLL RECORDS ........................................................................................................ 1817 CHAPTER 5 COMPENSATION .......................................................................................................... 1918 5.1 SALARY CLASSIFICATION AND GRADES ......................................................................... 1918 5.2 EMPLOYEE PAY RATES ................................................................................................... 1918 Mason County Personnel Policies Page iv 5.3 LONGEVITY ..................................................................................................................... 2019 5.4 RECLASSIFICATION ......................................................................................................... 2120 5.5 PAYDAYS ....................................................................................................................... 2220 5.6 SALARY FOR EXEMPT EMPLOYEES ................................................................................ 2221 5.7 DEDUCTIONS .................................................................................................................. 2221 5.9 COMPENSATION UPON SEPARATION ............................................................................ 2621 5.10 UNIFORM ALLOWANCE ................................................................................................. 2722 5.11 PERSONNEL ACTION POLICY......................................................................................... 2823 5.12 CAREER INCENTIVE PAY POLICY ................................................................................... 2925 CHAPTER 6 BENEFITS ..................................................................................................................... 3328 6.1 RETIREMENT BENEFITS ................................................................................................. 3328 6.2 WORKERS COMPENSATION .......................................................................................... 3328 6.3 HEALTH INSURANCE BENEFITS ..................................................................................... 3429 6.4 CONTINUATION OF INSURANCE COVERAGE ................................................................ 3429 6.5 UNEMPLOYMENT COMPENSATION .............................................................................. 3530 CHAPTER 7 LEAVES......................................................................................................................... 3631 7.1 VACATION LEAVE ........................................................................................................... 3631 7.2 SICK LEAVE ..................................................................................................................... 3732 7.3 LEAVE WITHOUT PAY .................................................................................................... 4641 7.4 JURY AND WITNESS LEAVE ........................................................................................... 4742 7.5 ADMINISTRATIVE LEAVE ............................................................................................... 4742 7.6 MILITARY LEAVE ............................................................................................................ 4742 7.7 FAMILY LEAVE ............................................................................................................... 4842 7.8 BEREAVEMENT LEAVE ................................................................................................... 5045 7.9 WASHINGTON PAID FAMILY & MEDICAL LEAVE ........................................................... 5045 7.10 WASHINGTON STATE LONG TERM CARE TRUST ACT “WA CARES” COMPLIANCE....... 5247 7.11 HOLIDAYS ...................................................................................................................... 5347 7.12 HOLIDAYS FOR REASONS OF FAITH OR CONSCIENCE .................................................. 5448 7.13 BENEFITS FOR PART-TIME AND EXTRA HELP EMPLOYEES ........................................... 5448 CHAPTER 8 EMPLOYEE RESPONSIBILITIES AND CONDUCT .............................................................. 5550 8.1 GENERAL CODE OF CONDUCT ....................................................................................... 5550 8.2 WORKPLACE SAFETY AND VIOLENCE PREVENTION ..................................................... 5550 Mason County Personnel Policies Page v 8.3 OUTSIDE EMPLOYMENT AND CONFLICTS OF INTEREST .............................................. 5954 8.4 REPORTING IMPROPER GOVERNMENTAL ACTION ...................................................... 5954 8.4 POLITICAL ACTIVITIES ................................................................................................... 6257 8.5 NO SMOKING POLICY .................................................................................................... 6257 8.6 PERSONAL POSSESSIONS AND ELECTRONIC COMMUNICATIONS ............................... 6459 8.7 USE OF COUNTY EQUIPMENT ....................................................................................... 6459 8.8 BULLETIN BOARDS ........................................................................................................ 6459 8.9 CONTACT WITH THE NEWS MEDIA ............................................................................... 6560 8.10 SOLICITATIONS .............................................................................................................. 6560 8.11 SAFETY ........................................................................................................................... 6560 8.12 SUBSTANCE ABUSE ....................................................................................................... 6661 8.13 DRUG FREE WORKPLACE .............................................................................................. 6762 8.14 USING POSITION FOR PERSONAL GAIN ........................................................................ 7166 CHAPTER 9 SEPARATION ................................................................................................................ 7267 9.1 LAYOFF .......................................................................................................................... 7267 9.2 RESIGNATION ................................................................................................................ 7267 CHAPTER 10 COMPLAINT PROCEDURES ......................................................................................... 7368 10.1 COMPLAINT PROCEDURES............................................................................................ 7368 CHAPTER 11 EDUCATIONAL ASSISTANCE ........................................................................................ 7569 11.1 INTRODUCTION ............................................................................................................. 7569 11.2 OBJECTIVE ..................................................................................................................... 7569 11.3 PROCEDURES ................................................................................................................ 7569 CHAPTER 12 EQUAL EMPLOYMENT OPPORTUNITY ........................................................................ 7771 12.1 PURPOSE ........................................................................................................................ 7771 12.2 POLICY ............................................................................................................................ 7771 12.3 PROHIBITION OF DISCRIMINATION, HARASSMENT, AND RETALIATION ...................... 7871 12.4 EMPLOYMENT OF PERSONS WITH DISABILITIES .......................................................... 7972 12.5 EMPLOYEE RESPONSIBILITIES ...................................................................................... 7973 12.6 SUPERVISOR / MANAGER RESPONSIBILITIES ............................................................... 8073 12.7 COUNTY RESPONSIBILITIES .......................................................................................... 8073 12.8 COMPLAINT PROCEDURE ............................................................................................. 8073 CHAPTER 13 VEHICLE USE POLICY .................................................................................................. 8476 Mason County Personnel Policies Page vi 13.1 VEHICLE USE AND SCOPE .............................................................................................. 8476 13.2 DEFINITIONS .................................................................................................................. 8476 13.3 ASSIGNMENT OF COUNTY VEHICLES FOR TAKE-HOME and OPERATIONAL CONSIDERATIONS ......................................................................................................... 8678 13.4 QUALIFIED NON-PERSONAL USE VEHICLES (as of 12/31/16) .......................................... 8678 13.5 EMERGENCY RESPONSES .............................................................................................. 8779 13.6 SPECIAL EQUIPMENT VEHICLES ................................................................................... 8880 13.7 ECONOMIC BENEFIT TO THE COUNTY ......................................................................... 8880 13.8 TEMPORARY TAKE-HOME VEHICLE ASSIGNMENT ....................................................... 8880 13.9 BOARD OF COUNTY COMMISSIONERS RESPONSIBILITIES .......................................... 8981 13.10 BUDGET MANAGEMENT RESPONSIBILITIES ................................................................. 8981 13.11 DEPARTMENT HEADS AND ELECTED OFFICIALS RESPONSIBILITIES ............................ 8981 13.12 SHERIFF’S OFFICE RESPONSIBILITIES ........................................................................... 9082 13.13 EMPLOYEE’S RESPONSIBILITIES ................................................................................... 9183 13.14 FINANCIAL SERVICES – PAYROLL RESPONSIBILITIES ................................................... 9183 13.15 DRIVERS LICENSE AND INSURANCE REQUIREMENTS .................................................. 9183 13.16 USE OF PERSONAL VEHICLES FOR COUNTY BUSINESS ................................................ 9284 13.17 USE OF COUNTY VEHICLES FOR PERSONAL BUSINESS ................................................ 9284 13.18 INCIDENTAL TRAVEL AND STOPS .................................................................................. 9284 13.19 POLITICAL USE OF COUNTY VEHICLES .......................................................................... 9385 13.20 USE OF COUNTY VEHICLES BY OTHER INDIVIDUALS .................................................... 9385 13.21 PERMITTED AND PROHIBITED USES OF COUNTY AND PERSONAL VEHICLES FOR COUNTY BUSINESS ...................................................................................................................... 9385 13.22 VEHICLE USE AGREEMENT (VUA) - REQUEST FOR DRIVING RECORD .......................... 9587 13.23 DRIVER DISQUALIFICATION AND REVIEW .................................................................... 9587 13.24 ACCIDENTS AND CITATIONS ......................................................................................... 9688 13.25 COMMERCIAL DRIVER LICENSE ................................................................................... 9688 13.26 COUNTY VEHICLE RELATED PURCHASES ...................................................................... 9789 13.27 ER&R VEHICLES FUEL POLICIES AND FUEL CREDIT CARD USES ................................... 9789 13.28 MOTOR POOL REPAIRS AND PREVENTATIVE MAINTENANCE ...................................... 9789 13.29 REPAIRS AND PREVENTATIVE MAINTENANCE .............................................................. 9789 13.30 GENERAL MOTOR VEHICLE SAFETY ............................................................................. 9890 Mason County Personnel Policies Page vii 13.31 SAFETY .......................................................................................................................... 9890 CHAPTER 14 TRAVEL ................................................................................................................... 10092 14.1 TRAVEL EXPENSE REIMBURSEMENT .......................................................................... 10092 14.2 PER DIEM (meal reimbursement) ................................................................................... 10193 14.3 SINGE DAY PER DIEM (meal reimbursement) ................................................................. 10193 14.4 PER DIEM (meal reimbursement) WHILE IN OVERNIGHT TRAVEL STATUS ...................... 10193 14.5 THREE HOUR RULE FOR PER DIEM (meal reimbursement) ............................................. 10193 14.6 SPECIAL CIRCUMSTANCES ..............................................................................................10294 14.7 LODGING .......................................................................................................................10294 14.8 TRANSPORTATION ........................................................................................................10294 CHAPTER 15 ELECTRONIC INFORMATION ACCEPTABLE USE POLICY .............................................. 10496 15.1 ELECTRONIC INFORMATION POLICY .......................................................................... 10496 15.2 DEFINITIONS ................................................................................................................ 10496 15.3 ROLES AND RESPONSIBILITIES ................................................................................... 10496 15.4 EQUIPMENT AND PROGRAMS ..................................................................................... 10597 15.5 E-MAIL AND VOICE MAIL (Electronic Communications)............................................... 10597 15.6 EMAIL MANAGEMENT ................................................................................................. 10698 15.7 INTERNET ACCESS ...................................................................................................... 108100 15.8 GENERALLY PROHIBITIED USES OF INFORMATION RESOURCES ............................... 109101 15.9 MONITORING, AUDITING AND INSPECTION ............................................................... 110102 CHAPTER 16 – SOCIAL MEDIA POLICY ............................................................................................ 111103 16.1 DEFINITIONS .................................................................................................................. 111103 16.2 ADMINISTRATION OF SOCIAL MEDIA ............................................................................ 113104 16.2 MASON COUNTY WEBSITE ............................................................................................ 113105 16.3 SOCIAL MEDIA PUBLIC RECORDS ................................................................................... 114105 16.4 USERS AND VISITORS OF MASON COUNTY SOCIAL MEDIA ............................................ 115106 15.2 BLOGGING POLICY ....................................................................................................... 116107 15.3 FACEBOOK STANDARDS POLICY ................................................................................. 119109 15.4 TWITTER STANDARDS POLICY ..................................................................................... 122111 CHAPTER 16 CELLULAR TELEPHONE POLICY................................................................................ 124114 16.1 DEFINITIONS ................................................................................................................ 124114 16.2 COUNTY OWNED CELLULAR PHONES......................................................................... 124114 Mason County Personnel Policies Page viii 16.3 USE OF CELLULAR PHONES ........................................................................................ 125115 16.4 PERSONAL USE OF CELLULAR PHONES ...................................................................... 125115 16.5 TERMINATION OF USE OF COUNTY OWNED CELLULAR PHONES .............................. 125115 16.6 RECORDS RETENTION OF CELL PHONE RECORD ........................................................ 125115 16.7 SERVICE BILLING ......................................................................................................... 126116 CHAPTER 17 TELEWORK POLICY..................................................................................................... 127117 17.1 PURPOSE ..................................................................................................................... 127117 17.2 ELIGIBILITY .................................................................................................................. 127117 17.3 JOB RESPONSIBLITIES AND CONDITIONS ................................................................... 127117 17.4 TELEWORK SITE ........................................................................................................... 127117 17.5 COMPUTERS, SOFTWARE, SUPPLIES, AND SUPPORT ................................................ 128118 17.6 WORKERS’S COMPENSATION ..................................................................................... 128118 17.7 OVERTIME, LEAVE, AND COMPENSATION .................................................................. 129119 17.8 LIABILITY ..................................................................................................................... 129119 17.9 INCLEMENT WEATHER ................................................................................................ 129119 17.10 CONFIDENTIALITY ...................................................................................................... 130120 CHAPTER 1 PURPOSE AND SCOPE ........................................................................................................ 1 1.1 INTRODUCTION ....................................................................................................................1 1.2 INTENT OF POLICIES .............................................................................................................1 1.3 SCOPE OF POLICIES ..............................................................................................................1 1.4 CHANGING THESE POLICIES ................................................................................................ 2 1.5 DEFINITIONS ........................................................................................................................ 2 CHAPTER 2 GENERAL POLICIES AND PRACTICES ................................................................................... 3 2.1 EMPLOYEE PERSONNEL RECORDS ..................................................................................... 3 2.2 EMPLOYMENT REFERENCES ............................................................................................... 3 CHAPTER 3 RECRUITING AND HIRING ................................................................................................... 6 3.1 RECRUITING ........................................................................................................................ 6 3.2 HIRING ................................................................................................................................. 6 3.3 EXTRA HELP EMPLOYEES .................................................................................................... 7 3.4 EMPLOYMENT OF RELATIVES (NEPOTISM) ........................................................................ 7 3.5 PROMOTIONS ...................................................................................................................... 8 CHAPTER 4 HOURS AND ATTENDANCE ................................................................................................. 9 Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default 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........................................................................................................................ 10 4.4 ATTENDANCE ..................................................................................................................... 11 4.5 UNUSUAL WEATHER CONDITIONS/EXTREME CIRCUMSTANCES ...................................... 11 4.6 BREAKS AND MEAL TIME ................................................................................................... 13 4.7 CALL BACK ......................................................................................................................... 16 4.8 PAYROLL RECORDS ........................................................................................................... 16 CHAPTER 5 COMPENSATION .............................................................................................................. 17 5.1 SALARY CLASSIFICATION AND GRADES ............................................................................. 17 5.2 EMPLOYEE PAY RATES ....................................................................................................... 17 5.3 LONGEVITY ........................................................................................................................ 18 5.4 RECLASSIFICATION ............................................................................................................ 18 5.5 PAYDAYS ........................................................................................................................... 19 5.6 SALARY FOR EXEMPT EMPLOYEES ................................................................................... 19 5.7 DEDUCTIONS ..................................................................................................................... 20 5.8 TRAVEL EXPENSE REIMBURSEMENT ................................................................................ 20 5.9 COMPENSATION UPON TERMINATION ............................................................................ 23 5.10 RECRUITING EXPENSES ..................................................................................................... 24 5.11 UNIFORM ALLOWANCE .................................................................................................... 24 5.12 PERSONNEL ACTION POLICY............................................................................................. 25 CHAPTER 6 BENEFITS ......................................................................................................................... 28 6.1 RETIREMENT BENEFITS ..................................................................................................... 28 6.2 WORKERS COMPENSATION .............................................................................................. 28 6.3 HEALTH INSURANCE BENEFITS ......................................................................................... 29 6.4 CONTINUATION OF INSURANCE COVERAGE .................................................................... 29 6.5 UNEMPLOYMENT COMPENSATION .................................................................................. 30 CHAPTER 7 LEAVES............................................................................................................................. 31 7.1 VACATION LEAVE ............................................................................................................... 31 7.2 SICK LEAVE ........................................................................................................................ 32 7.3 LEAVE WITHOUT PAY ........................................................................................................ 41 7.4 JURY AND WITNESS LEAVE ............................................................................................... 42 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Mason County Personnel Policies Page x 7.5 ADMINISTRATIVE LEAVE ................................................................................................... 42 7.6 MILITARY LEAVE ................................................................................................................ 42 7.7 FAMILY LEAVE ................................................................................................................... 43 7.8 BEREAVEMENT LEAVE ....................................................................................................... 45 7.9 WASHINGTON PAID FAMILY & MEDICAL LEAVE ............................................................... 45 7.10 WASHINGTON STATE LONG TERM CARE TRUST ACT “WA CARES” COMPLIANCE........... 47 7.11 HOLIDAYS .......................................................................................................................... 47 7.12 HOLIDAYS FOR REASONS OF FAITH OR CONSCIENCE ...................................................... 48 7.13 BENEFITS FOR PART-TIME AND EXTRA HELP EMPLOYEES ............................................... 48 CHAPTER 8 EMPLOYEE RESPONSIBILITIES AND CONDUCT .................................................................. 50 8.1 GENERAL CODE OF CONDUCT ........................................................................................... 50 8.2 OUTSIDE EMPLOYMENT AND CONFLICTS OF INTEREST .................................................. 50 8.3 REPORTING IMPROPER GOVERNMENTAL ACTION ........................................................... 51 8.4 POLITICAL ACTIVITIES ....................................................................................................... 53 8.5 NO SMOKING POLICY ........................................................................................................ 54 8.6 PERSONAL POSSESSIONS AND ELECTRONIC COMMUNICATIONS ................................... 55 8.7 USE OF COUNTY EQUIPMENT ........................................................................................... 55 8.8 BULLETIN BOARDS ............................................................................................................ 56 8.9 CONTACT WITH THE NEWS MEDIA ................................................................................... 56 8.10 SOLICITATIONS .................................................................................................................. 56 8.11 SAFETY ............................................................................................................................... 56 8.12 SUBSTANCE ABUSE ........................................................................................................... 57 8.13 USING POSITION FOR PERSONAL GAIN ............................................................................ 58 CHAPTER 9 LAYOFF AND RESIGNATION .............................................................................................. 59 9.1 LAYOFF .............................................................................................................................. 59 9.2 RESIGNATION .................................................................................................................... 59 CHAPTER 10 COMPLAINT PROCEDURES ............................................................................................. 60 10.1 COMPLAINT PROCEDURES................................................................................................ 60 CHAPTER 11 EDUCATIONAL ASSISTANCE ............................................................................................ 61 11.1 INTRODUCTION ................................................................................................................. 61 11.2 OBJECTIVE ......................................................................................................................... 61 11.3 PROCEDURES: ................................................................................................................... 61 Formatted ... 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Mason County Personnel Policies Page xi CHAPTER 12 NON-DISCRIMINATION & HARASSMENT POLICY ............................................................. 63 12.1 PURPOSE ........................................................................................................................... 63 12.2 NONDISCRIMINATION ....................................................................................................... 63 12.3 POLICY ............................................................................................................................... 63 12.4 EQUAL OPPORTUNITY FOR PERSONS WITH DISABILITIES ............................................... 64 12.5 EMPLOYEE RESPONSIBILITIES .......................................................................................... 65 12.6 SUPERVISOR / MANAGER RESPONSIBILITIES ................................................................... 65 12.7 COUNTY RESPONSIBILITIES .............................................................................................. 65 12.8 COMPLAINT PROCEDURE ................................................................................................. 66 12.9 INTERNAL DISCRIMINATION COMPLAINT FORM ............................................................. 68 CHAPTER 13 VEHICLE USE POLICY ...................................................................................................... 70 13.1 VEHICLE USE AND SCOPE .................................................................................................. 70 13.2 VEHICLE USE POLICY DEFINITIONS ................................................................................... 70 13.3 ASSIGNMENT OF COUNTY VEHICLES FOR TAKE-HOME and OPERATIONAL CONSIDERATIONS ............................................................................................................. 72 13.4 QUALIFIED NON-PERSONAL USE VEHICLES (as of 12/31/16) .............................................. 72 13.5 EMERGENCY RESPONSES .................................................................................................. 73 13.6 SPECIAL EQUIPMENT VEHICLES ........................................................................................ 74 13.7 ECONOMIC BENEFIT TO THE COUNTY .............................................................................. 74 13.8 TEMPORARY TAKE-HOME VEHICLE ASSIGNMENT ............................................................ 74 13.9 BOARD OF COUNTY COMMISSIONERS RESPONSIBILITIES .............................................. 75 13.10 BUDGET MANAGEMENT RESPONSIBILITIES ..................................................................... 75 13.11 DEPARTMENT HEADS AND ELECTED OFFICIALS RESPONSIBILITIES ................................ 75 13.12 SHERIFF’S OFFICE RESPONSIBILITIES ............................................................................... 76 13.13 EMPLOYEE’S RESPONSIBILITIES ....................................................................................... 77 13.14 FINANCIAL SERVICES – PAYROLL RESPONSIBILITIES ....................................................... 77 13.15 DRIVERS LICENSE AND INSURANCE REQUIREMENTS ...................................................... 77 13.16 USE OF PERSONAL VEHICLES FOR COUNTY BUSINESS .................................................... 78 13.17 USE OF COUNTY VEHICLES FOR PERSONAL BUSINESS .................................................... 78 13.18 INCIDENTAL TRAVEL AND STOPS ...................................................................................... 78 13.19 POLITICAL USE OF COUNTY VEHICLES .............................................................................. 79 13.20 USE OF COUNTY VEHICLES BY OTHER INDIVIDUALS ........................................................ 79 Formatted: Default Paragraph Font Formatted ... 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Mason County Personnel Policies Page xii 13.21 PERMITTED AND PROHIBITED USES OF COUNTY AND PERSONAL VEHICLES FOR COUNTY BUSINESS .......................................................................................................................... 79 13.22 VEHICLE USE AGREEMENT (VUA) - REQUEST FOR DRIVING RECORD .............................. 81 13.23 DRIVER DISQUALIFICATION AND REVIEW ........................................................................ 81 13.24 ACCIDENTS AND CITATIONS .............................................................................................. 82 13.25 COMMERCIAL DRIVER LICENSE ........................................................................................ 82 13.26 COUNTY VEHICLE RELATED PURCHASES .......................................................................... 83 13.27 ER&R VEHICLES FUEL POLICIES AND FUEL CREDIT CARD USES ....................................... 83 13.28 MOTOR POOL REPAIRS AND PREVENTATIVE MAINTENANCE .......................................... 83 13.29 REPAIRS AND PREVENTATIVE MAINTENANCE .................................................................. 83 13.30 GENERAL MOTOR VEHICLE SAFETY .................................................................................. 84 13.31 SAFETY ............................................................................................................................... 84 CHAPTER 14 ELECTRONIC INFORMATION ACCEPTABLE USE POLICY ................................................... 86 14.1 ELECTRONIC INFORMATION POLICY ................................................................................ 86 14.2 ELECTRONIC INFORMATION POLICY DEFINITIONS .......................................................... 86 14.3 ROLES AND RESPONSIBILITIES ......................................................................................... 86 14.4 EQUIPMENT AND PROGRAMS .......................................................................................... 87 14.5 E-MAIL AND VOICE MAIL (Electronic Communications).................................................... 87 14.6 EMAIL MANAGEMENT ....................................................................................................... 88 14.7 INTERNET ACCESS ............................................................................................................. 90 14.8 GENERALLY PROHIBITIED USES OF INFORMATION RESOURCES ..................................... 91 14.9 MONITORING, AUDITING AND INSPECTION ..................................................................... 92 CHAPTER 15 – SOCIAL MEDIA POLICY .................................................................................................... 93 15.1 SOCIAL MEDIA POLICY ...................................................................................................... 93 15.2 BLOGGING POLICY ............................................................................................................. 96 15.3 FACEBOOK STANDARDS POLICY ....................................................................................... 99 15.4 TWITTER STANDARDS POLICY ......................................................................................... 102 CHAPTER 16 CELLULAR TELEPHONE POLICY...................................................................................... 104 16.1 CELLULAR TELEPHONE POLICY DEFINITIONS ................................................................. 104 16.2 COUNTY OWNED CELLULAR PHONES............................................................................. 104 16.3 USE OF CELLULAR PHONES ............................................................................................. 105 16.4 PERSONAL USE OF CELLULAR PHONES ........................................................................... 105 Formatted ... 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Mason County Personnel Policies Page xiii 16.5 TERMINATION OF USE OF COUNTY OWNED CELLULAR PHONES ................................... 105 16.6 RECORDS RETENTION OF CELL PHONE RECORD ............................................................. 105 16.7 SERVICE BILLING ............................................................................................................. 106 CHAPTER 17 TELEWORK POLICY........................................................................................................... 107 17.1 PURPOSE .......................................................................................................................... 107 17.2 ELIGIBILITY ....................................................................................................................... 107 17.3 JOB RESPONSIBLITIES AND CONDITIONS ........................................................................ 107 17.4 TELEWORK SITE ................................................................................................................ 107 17.5 COMPUTERS, SOFTWARE, SUPPLIES, AND SUPPORT .................................................... 108 17.6 WORKERS’S COMPENSATION ......................................................................................... 108 17.7 OVERTIME, LEAVE, AND COMPENSATION ...................................................................... 109 17.8 LIABILITY ......................................................................................................................... 109 17.9 INCLEMENT WEATHER .................................................................................................... 109 17.10 CONFIDENTIALITY ............................................................................................................ 110 Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Formatted: Default Paragraph Font Mason County Personnel Policies Page 1 CHAPTER 1 PURPOSE AND SCOPE 1.1 INTRODUCTION These personnel policies serve as a general guide to the County's current employment practices and procedures. As such, we hope tThey will help you employees understand how the County operates and what is expected of you as an employeeexpectations. These policies also describe what the County provides you employees in terms of compensation and benefits. The County places a high value on our employees’ and their wellbeing. The County aims to provide the support necessary to achieve the mission and make productive contributions to the organization and residents of Mason County We want you to be a satisfied worker. We also want to provide the support necessary to achieve the objectives of your position, and to help you assist your department and the County to achieve their objectives. In this manner, your contribution to the County organization and the citizens of Mason County will be most productive. It is our belief that wWhen consistent personnel policies are known and communicated to all, the opportunities for greater job satisfaction increase. We encourage you to read these policies. If you haveAny questions, comments, concerns, or suggestions please contact your an appropriate supervisor, Department Head, or Elected Official. If you have ideas or suggestions, please do the same. 1.2 INTENT OF POLICIES These policies are intended as guidelines and do not constitute a contract, express or implied, or any type of promise or guarantee of specific treatment upon which any employee may rely, or as a guarantee of employment for any specific duration Although we the County hopes that youran employment relationship with us will be long term, we recognize that jobs do not always work out as hoped, and either the employee or Countyof us may decide to terminate the employment relationship. Unless specific rights are granted to you an employee in civil service rules, a collective bargaining agreement, an employment contract, or elsewhere, all employees of the County are considered at-will employees and as such, may be terminated from County employment at any time with or without cause and with or without notice. Please understand that no supervisor, manager or other representative of the County other than the Board of County Commissioners, or the Elected Official in the case of their employee, has the authority to enter into any agreement with an employee you for employment for any specified period or to make written or verbal commitments contrary to the foregoing. It is the intent and policy of Mason County to utilize best practice and industry standards when implementing personnel policies. Commented [MR1]: Streamline language Commented [MR2]: Additional language re: policy Mason County Personnel Policies Page 2 1.3 SCOPE OF POLICIES These personnel policies apply to all County employees unless exempted in a specific section. In cases where these policies conflict with any provision of the County Code, Civil Service rules and regulations, the provisions of a collective bargaining agreement, or state or federal law, the terms of that law, rule or regulation, or collective bargaining agreement prevail. In all other cases, these policies apply. The non-economic provisions of these policies shall apply to Elected Official's departments unless the Elected Official(s) have adopted policies covering the same subject(s) and filed those policies with the Board of county Commissioners. 1.4 CHANGING THESE POLICIES The County reserves the right to modify these policies at any time. The Board of County Commissioners or the County Administrator may deviate from these policies to achieve the primary mission of serving the citizens of Mason County. Employees may request specific changes to these policies by submitting suggestions to their Elected Official or Department Head. 1.5 DEFINITIONS Department Head: An employee who reports directly to the Board of County Commissioners or County Administrator and who is responsible for directing one or more departments. Regular Full-Time Employee: An employee who holds a budgeted position and who regularly works a minimum of forty (40) hours a week. Regular Part-Time Employee: An employee who holds a budgeted position and who regularly works less than forty (40) hours a week. Extra Help Employee: An employee who holds a job of limited duration due to special projects, seasonal or abnormal workloads, the absence of a regular employee or emergencies. Mason County Personnel Policies Page 3 CHAPTER 2 GENERAL POLICIES AND PRACTICES 2.1 EMPLOYEE PERSONNEL RECORDS A personnel file for each employee is kept in the Human Resources Department and/or in the department in which they work. An employee's personnel file contains the employee's name, title and/or position held, department to which the employee is assigned, salary, changes in employment status, training received, performance evaluations, insurance enrollment forms, personnel actions affecting the employee, including discipline, and other pertinent information. Medical information about employees is contained in a separate confidential file. Employees have the right to review their file. An employee may request removal of irrelevant or erroneous information in their personnel file. If the County denies the employee's request to remove the information, employees may file a written rebuttal statement to be placed in their file. Personnel files are kept confidential to the maximum extent permitted by law. Except for routine verifications of employment, no information from an employee's personnel file will be released to the public, including the press, without a written request for specific information and notification to the employee. 2.2 EMPLOYMENT VERIFICATIONREFERENCES Only the Elected Official, or Department Head, or Human Resources isare authorized to provide employment references verifications on current or former County employees to outside employers. Other employees shall refer requests for references employment verification to the appropriate Elected Official or Department Headpersonnel listed above. References Information will be limited to verification of employment and salary unless the employee has completed a written waiver and release. Standardized release forms are available at through the Human Resources Department. 2.3 EMPLOYEE BADGE POLICY To establish guidelines for the issuance of a photo identification badge to all employees and for the use of said badge by employees while at work or when representing Mason County in any official capacity in an effort to provide a safe and secure workplace for all employees. Because the policy and procedures described herein are intended to provide for the safety and security of County employees, all employees are expected to fully comply with all provisions of this policy. 2.3.1 Policy Statement Commented [MR3]: Definition Formatted: No bullets or numbering Mason County Personnel Policies Page 4 All employees will be issued and must wear and visibly display photo identification badges as provided by Mason County. Identification badges must be worn in a manner that allows the identification of an employee by photo, first and last names, department and, position. , and unique identifying number. 2.3.22.3.1 Definitions Employee: For the purpose of this policy, staff member shall refer to elected officials, full -time, part-time, extra help and seasonal employees, including volunteers and interns. Employee ID Badge: The official County ID badge for all employees. The ID badges will identify employees’ name, department and, position. and a unique identifying number. Official Capacity: Includes any time while on County property as well as any business where the employee is representing the County. This also includes wearing the ID badge while operating any vehicle owned or leased by the County. 2.3.32.3.2 Requirements • Because the policy and procedures described herein are intended to provide for the safety and security of County employees, all employees are expected to fully comply with all provisions of this policy. • 1. The Human Resources Department will provide all new staff members a copy of this policy at the time of new employee orientation. • 2. All employees are required to wear the ID badge at County work areas during official capacity. ID badges are to be prominently worn so the photo is clearly visible to others. The requirement may be temporarily waived at the department’s discretion when wearing the ID badge presents a safety issue. However, the employee must carry the ID badge at all times during work hours or when acting in an official capacity. It can be placed in a pocket or wallet. • The ID badge is to be worn between the shoulders and waist on a clip or lanyard. The County will provide a clip or lanyard for each employee to wear the ID badge. The ID badge shall not be defaced or altered with pins, stickers, decals, etc. • 3. Employees are responsible for safeguarding their own ID badge. Any lost or damaged ID badges should be reported immediately to the employee’s supervisor, who is responsible for reporting the lost or damaged ID badge to the Division of Emergency ManagementHuman Resources. 2.3.42.3.3 Procedure • 1. All employees of Mason County will be issued photo identification and clip or lanyard upon completion of the ID Badge Request Form (Attachment A). Commented [MR4]: Redundant language Formatted: Indent: Left: 0" Formatted: Indent: Left: 0.25", No bullets or numbering Commented [MR5]: Redundant language Formatted: Font: Not Bold Formatted: Indent: Left: 0", Hanging: 0.25", No bullets or numbering Commented [MR6]: Redundant language from above paragraph Commented [MR7]: Update language to current practice Commented [MR8]: Link to new form Mason County Personnel Policies Page 5 • 2. All new employees will have their ID badges made by Mason County Human Resources Division of Emergency Management (DEM) by appointment after completing all required new employee training (First-Aid/CPR, CORE Training, 907 Active ShooterICS 100 & 700…). • 3. Employees will be issued one ID badge. • 4. New ID badges will be issued to current employees who receive a transfer, promotion, demotion, etc. to a different department or a name change. An ID Badge Request Form will need to be completed along with the required proof of ICS training if not previous ly done. • 5. Supervisors shall report lost or damaged ID badges to Mason County Division of Emergency ManagementHuman Resources. Damaged ID badges shall be returned to DEMthe Human Resources Department. A reprint of the original ID badge will be done and sent to the department supervisor. • 6. Any lost ID badge that is found should be turned in to Mason County Human ResourcesDivision of Emergency Management, 100 W. Public Works Dr 411 North Fifth Street., Shelton. • 7. Upon termination of employment or retirement, an employee must turn in their ID badge to their supervisor. The supervisor is then required to send the ID badge to Mason County Human ResourcesDivision of Emergency Management. • 8. An employee placed on paid/unpaid administrative leave or who is out for an extended period of time on Federal Medical Leave, must turn in their ID badge to their supervisor pending return to work. 2.3.52.3.4 Identification Holder Responsibilities • 1. Do Employees will not lend your ID badges to anyone. • 2. Do not leave ID badge on dash of vehicle or other locations where exposed to extreme temperatures or theft. • 3. Do not fold, bend, deface, altered with pins, stickers, or decals, or mutilate your ID badges. • 4. Employees will Uuse your ID badges for official Mason County business only. • 5. Do not leave your ID badges unattended. • 6. Employees will Immediately notify your their supervisor if your their ID badge is lost or missing. RESOLUTION 22-18, 4/3/18 Formatted: Indent: Left: 0.25", No bullets or numbering Mason County Personnel Policies Page 6 CHAPTER 3 RECRUITING AND HIRING Employment, practices to include recruitment and hiring will be established by Human Resources. They are based solely on an applicant’s ability, merit, qualifications, and competence without regard to race, color, religion, national origin, sex, marital status, pregnancy, disability, age, or other protected status by Federal or State statute. 3.1 RECRUITING Recruiting practices are conducted solely on the basis of ability, merit, qualifications and competence without regard to race, color, religion, national origin, sex, marital status, pregnancy, disability, or age. When a position becomes vacant, and prior to any posting or advertisement of the vacancy, the Department Head shall review the position, its job description, and the need for such a position. The Department Head will complete the requisition process to fill the position. Approved and budgeted positions will be posted and/or advertised only after Human Resources and County Administrator have reviewed and approved. Unfunded positions must be briefed to the Board of County Commissioners before posting. County recruitments will include information about pay and other benefits for all postings in accordance with RCW 49.58.100. Interested applicants shall submit either a resume ora completed application to the Human Resources Department by the designated date Each applicant shall complete and sign an application form prior to being considered for any position. Applicants invited to an interview, must complete and sign the Resumes may supplement, but not replace the County's official application. Any applicant supplying false or misleading information may be disqualified from the hiring process, or terminated, if hired. 3.2 HIRING It is the policy of Mason County to select qualified applicants to fill job open ings based solely on job qualifications. When a position becomes vacant and prior to any posting or advertisement of the vacancy, the Department Head shall review the position, its job description, and the need for such a position. The Department Head will submit a Job Posting Recruitment Rrequest Form to fill the position to the Human Resources DepartmentBoard of County Commissioners. Approved and budgeted positions The position will be posted and/or advertised only after the Human Formatted: Font: Not Bold Formatted: Font: Not Bold Formatted: Font: Not Bold Commented [MR9]: Update language to reflect Title VII more clearly Formatted: Font: Not Bold Commented [WP10]: This isn’t being done Commented [MR11]: Update to current practice and new RCW requirements, moved language from 3.2 Formatted: Space After: 0 pt Commented [MR12]: Streamline language Commented [MR13]: Moved language to 3.1, updated language to reflect current practice Commented [WP14]: This isn’t being done Mason County Personnel Policies Page 7 Resources Director and County AdministratorBoard of County Commissioners has approved the request. 3.2.1 Screening The County may screen applicants for minimum qualifications and/or subject matter expertise. The Elected Official and Human Resources may decline to move forward with an applicant for specific reasons which may include but are not limited to false statements, used or attempted to use illegal or unethical means to secure an advantage in the application process, failure to reply to inquiries, the applicant arrived late or failed to appear for a scheduled test or interview or expressed lack of interest in the position, failed to provide a completed application packet by the designated date, or improper conduct on the part of the applicant during any examination process. Any applicant supplying false or misleading information may be disqualified from the hiring process, or terminated, if hired. 3.2.2 Examinations TheThe County may administer pre-employment examinations to test the qualifications and ability of applicants, as determined necessary by the County. The County may contract with any agency or individual to prepare and/or administer examinations. The County may also conduct certain background procedures as required by law. Examples of such procedures examinations include: requiring applicants/employees to show proof they are authorized to work in the United States, background checks, interviews, written, oral, or physical exercises, reference checks, education and requiring applicants/employees who have unsupervised access to children to complete a disclosure statementverification, disclosure statements, or other valid examination process. Human Resources specifies the nature and content of examinations based upon the advice and information of Elected Officials, Departments, and/or subject matter experts. 3.2.3 Applicant Travel Reasonable expenses incurred by candidates for management level or hard to fill technical or professional level positions may be reimbursed when such candidates are invited by the appointing authority in writing to Shelton for personal interviews. Expenses will be limited to transportation, lodging and meals. The transportation reimbursement shall be limited to the amount the County would pay for round trip coach class airfare. The written invitation to the interview shall include an explanation of those expenses that will be reimbursed and the method for claiming reimbursement. Such expenses shall be approved by the Board of County Commissioners in Formatted: Font: Bold Commented [MR15]: New language around screening options open to the County Formatted: Font: Bold Formatted: Font: Bold Commented [MR16]: Clearer language around examination of applicants Formatted: Font: Bold Commented [MR17]: Moved up from Chapter 5 Mason County Personnel Policies Page 8 Residency within the County shall not be a condition of initial appointment or continued employment; provided that an employee's selection of residence shall not interfere with the daily performance of their duties and responsibilities. Applicantsadvance. Applicants for positions in which the applicant is expectedthere are expectations to operate a motor vehicle will be required to present a valid Washington State driver's license with any necessary endorsements. Driving records of applicants may be checked. Applicants with poor driving records, as determined by the County, may be disqualified for employment with the County in positions requiring driving. 3.2.4 Veteran’s Preference In accordance with RCW 73.16.010 Mason County offers Veteran’s employment preference to service members claiming such benefit in the hiring process. 3.2.5 Employee Selection The employee requisition and selection process shall be completed before any offer of employment is made. After an contingent offer of employment has been made and prior to commencement of employment, the County may require persons selected for employment to successfully pass a test for the presence of alcohol and/or controlled substances. The offer of employment may be conditioned on the results of the examination. A candidate may be disqualified from consideration if the test reveals use of alcohol and /or controlled substances (other than legally prescribed medications), or if the candidate refuses to be tested. 3.2.6 Moving Expenses At the discretion of the Board of County Commissioners and with their approval in advance, reasonable moving expenses of a new employee in a management level or hard to fill technical or professional level position may be reimbursed. Such reimbursement shall not exceed $5,000. Moving expenses shall mean the cost of moving household goods, furnit ure, clothing and other personal effects of the new employee. To be eligible for reimbursement of moving expenses the new employee must agree in writing to refund to the County such moving expenses if they voluntarily terminate their employment within one year of their hire date. Formatted: Font: Bold Formatted: Font: Bold Commented [MR18]: New language re Veteran’s Preference and RCW requirements Formatted: Font: Bold Commented [MR19]: Update to reflect current practice Commented [MR20]: Moved up from Chapter 5 Mason County Personnel Policies Page 9 3.3 EXTRA HELP EMPLOYEES Elected Officials and Department Heads may use extra help employees to temporarily replace regular employees who are on vacation or other leave, to meet peak work load needs, or to temporarily fill a vacancy until a regular employee is hired. Extra help employees may be hired without competitive recruitment or examination, although all hiring processes must comply with state and federal laws. Compensation/Benefits: Extra help employees are eligible for overtime pay as required by law. Extra help employees normally do not receive retirement, vacation, sick leave, health insurance, holidays or any other benefits during their employment. Extra help employees pay contributions to the Social Security system and to Labor and Industries, as does the County on their behalf. Extra help employees are normally not placed on the state PERS retirement system, although there are a few exceptions based on PERS eligibility criteria, such as those who work over seventy (70) hours per month for five (5) months out of twelve on a long-term basis (see 7.12). 3.4 EMPLOYMENT OF RELATIVES (NEPOTISM) The immediate family, by blood or marriage, of current County employees, Elected Officials and County Commission members will not be employed by the County where: 1. One of the parties would have authority, or practical power, to supervise, appoint, remove, or discipline the other; 2. One party would handle confidential material that creates improper or inappropriate access to that material by the other; 3. One party would be responsible for auditing the work of the other; or 4. Other circumstances exist that might lead to potential conflict among the parties or conflict between the interest of one or both parties and the best interests of the C ounty. Immediate family for the purpose of this section shall include the employee's spouse, registered domestic partner, parent, child, grandchild, brother, sister, father-in-law, mother-in-law, brother-in-law, sister-in-law, son- in-law, and daughter-in-law and step relationships. Change in Circumstances: If two employees marry, or become related, or are in a relationship and begin sharing living quarters with one another, and in the County's judgment, the potential problems noted above exist or reasonably could exist, only one of the employees will be permitted to stay with the County, unless other arrangements are made, as determined by the Board of County Commissioners, can be made to eliminate the potential problem. The decision as to which employee will remain with the County must be made by the two employees within Commented [MR21]: Updated and streamlined language Mason County Personnel Policies Page 10 thirty (30) calendar days of the date they marry, or become related, or begin sharing living quarters. If no decision is made during this time, either employee may be terminated. 3.5 PROMOTIONS The County encourages promotion from within the organization whenever possible. All openings will be posted so that employees may become aware of opportunities and ap ply for positions in which they are interested and qualified. Before advertising a position to the general public, the Human Resources AdministratorHuman Resources Director may choose to circulate a promotional opportunity within the County. The County reserves the right to seek qualified applicants outside of the organization at its discretion. All openings will be posted on the bulletin boards where notices for employees are customarily postedposted, and sent via “all county email”. Employees must meet the qualifications for the vacant position to be considered for promotion. Before offering a position, the Employee Selection Process must be completed in accordance with current HR procedures. Commented [MR22]: Stated above – redundant language Mason County Personnel Policies Page 11 CHAPTER 4 HOURS AND ATTENDANCE 4.1 WORKING HOURS The County's normal work week is Monday through Friday from 8:00 a.m. to 5:00 p.m. with a one-hour unpaid lunch period. Due to the nature of the County's operations, longer hours may be necessary in some instances. A normal working schedule for regular, full-time employees consists of forty (40) hours each work week. Different work schedules may be established by the County to meet job requirements and provide necessary County services. Each employee's Elected Official or Department Head will advise the employee regarding their specific working hours. Part-time and extra help employees will work hours as specified by their Elected Official or Department Head. 4.2 HOURS OF WORK AND OVERTIME All County positions are designated as either "exempt" or "non-exempt" according to the Fair Labor Standards Act ("FLSA") and Washington Minimum Wage Act regulations. EmployeesYou will be informed of your their status by the County. For most County employees, the established work period is forty (40) hours within a seven (7) day work week. All personnel are responsible for accurately reporting all hours worked and leave taken on forms supplied by the County. Such forms shall be signed by the employee and th eir supervisor. Employees failing to accurately record time worked and leave taken are subject to discipline. 4.2.1 Non-Exempt Employees Non-exempt employees are entitled to additional compensation, either in cash or compensatory time off, when they work more than the maximum numbers of hours during a work period. All overtime must be authorized in advance by the employee's supervisor. Overtime pay is calculated at one and one-half times the employee's regular rate of pay for all time worked beyond the established work period. When computing overtime, time paid for but not worked (e.g., holidays, sick leave and vacation time), is not counted as hours worked. 4.2.2 Exempt Employees Exempt employees are not covered by the FLSA or Washington Minimum Wage Act ov ertime provisions and do not receive either overtime pay or compensatory time in lieu of overtime pay. Formatted: Font: Bold Formatted: Font: Bold Mason County Personnel Policies Page 12 Exempt employees who are absent from work shall use paid leave time or have their salaries reduced for the following types of absences: 1. FMLA leave; 2. Participation in political activity;’ 3. Outside employment, subject to approval; or 4. Other activities that would be in violation of the Conflict of Interest Policy if conducted during regular work hours. 5. A Partial-day of absence of four hours or more (half the employee’s regular workday for an employee working less than a full FTE). [RESOLUTION 89-19 – 9/3/19] 4.3 COMPENSATORY TIME Non-exempt employees entitled to overtime pay may request compensatory time off instead of cash payment. This is approved on a case-by-case basis by the supervisor. The County is not required to grant compensatory time instead of overtime pay. If the compensatory time option is exercised, the employee is credited with one and one-half times the hours worked as overtime. Maximum accruals of compensatory time shall not exceed forty (40) hours for regular employees unless a higher limit has been authorized in writing by the Board of County Commissioners. After maximum accrual, overtime compensation shall be paid by the appointing authority’s department. No rollover comp time can be banked, and the allowed forty (40) hours of accrued comp time must be used by the end of each year. If the employee does not use all their accumulated comp time, they will receive a payout for the unused comp time on the December 25 payroll check. Employees may use compensatory time within a reasonable time period after making a request to their supervisor, unless doing so would unduly disrupt County operations. Compensatory time should be used for short term absences from work during times mutually agreed to by the employee and their supervisor. Unused compensatory time is nontransferable. When an employee is transferring from one department to another and has a balance of unused compensatory time, the emplo yee is encouraged to use their compensatory time before the effective date of transfer. When this is not possible, the transferring employee shall receive payment in full for the accrued compensatory time from the employee’s former department. Payout for compensatory time is not eligible for a payout payment plan. Exempt regular employees shall not be entitled to any additional compensation for hours worked more than forty (40) hours per week. Employee’s transferring from non-exempt to exempt Formatted: Font color: Auto Mason County Personnel Policies Page 13 positions through either promotion or reclassification are encouraged to use their compensatory, banked holiday, and premium time before the effective date of transfer. When this is not possible, the transferring employee shall receive payment in full for the accrued compensatory, banked holiday, and/or premium time from the employee’s former department. Such payout shall be paid by the appointing authority’s budget, based on the rate of pay for the position from which the employee is transferring from, not the rate of the new position. Payout for compensatory time is not eligible for a payout payment plan. [RESOLUTION 89-19 – 9/3/19] [PER RESOLUTION 2020-86, 11/3/20] 4.4 ATTENDANCE Punctual and consistent attendance is a condition of employment. Each Elected Official and Department Head is responsible for maintaining an accurate attendance record of their employees. Employees unable to work or unable to report to work on time should notify their supervisor as soon as possible, ordinarily before the work day begins or within thirty (30) minutes of the employee's usual starting time. If an absence continues beyond one day, the employee is responsible for reporting in each day unless exc used from daily reporting by their supervisor. If the supervisor is unavailable, the employee may leave a message with the Elected Official/Department Head or their designated representative, stating the reason for being late or unable to report for work. Failure to notify of an absence or return to work shall, with the approval of Human Resources, be considered job abandonment and/or an automatic resignation. 4.5 UNUSUAL WEATHER CONDITIONS/EXTREME CIRCUMSTANCES During times of inclement weather or natural disaster, it is essential that the County continue to provide vital public services. Therefore, it is expected that employees make every reasonable effort to report to work without endangering their personal safety. An employee who is unable to get to work, arrives late to work, or leaves work early because of unusual weather conditions or other extreme circumstances shall charge the time missed to: vacation, floating holiday, compensatory time or if such leave is not available, to leave without pay. The employee shall advise their supervisor by phone or in person as in any other case of late arrival or absence. In some extreme circumstances, including, but not limited to, flooding, fire, total power outages, or other public health emergencies, one or more County work locations may not be suitable for employees to safely or effectively perform their jobs. Under such circumstances, if employees are sent home after reporting to work or told to report to work later th an their regular starting time, they shall be paid for hours missed from work that day. If employees are advised before Commented [MR23]: Additional language to address job abandonment Mason County Personnel Policies Page 14 reporting to work, or if reasonable efforts were made to advise them before reporting to work, that they should not report to work, such absence for time missed from work shall be charged to: vacation, personal holiday, compensatory time or if such leave is not available, to leave without pay. In no event shall the decision that some employees cannot work due to conditions at their work location, entitle other employees who worked, compensation beyond their regular pay. The decision to send employees home or tell them not to report to work shall be made by the Elected Official or Department Head responsible for the work location and is subj ect to the prior approval of the Board or a single Board member if only one Board member is available. If no Board member is available, the decision of the Elected Official or Department Head shall be final. Such decision shall include consideration of the expected duration of the condition, safety issues affecting employees or the public and alternative work locations. 4.5.1 County Office Closure Procedure 1. When a major snow, ice or storm event is taking place or appears to be imminent, the road operations manager or their designee shall collect information from a variety of community sources to prepare a road condition report as early as possible, but no lat er than 4:45 a.m. if possible. 2. On or about 4:45 a.m. the designated road operations manager shall contact the Public Works Director or their designee to discuss the road and weather conditions and latest weather forecast. 3. On or about 5:00 a.m. the Public Works Director or designee calls the Commission Chair to advise them of road conditions throughout the county and latest weather forecast and makes recommendation regarding suspending standard operations. 4. The Chair shall decide that: a. Situation does not merit suspending standard operations: The County will observe normal business operations because road conditions in most areas of the County are not hazardous; all County operations will be conducted to facilitate justice and commerce. Staff may use leave as provided in the Personnel Policy 4.5 Unusual Weather Conditions/Extreme Circumstances; or b. Opening standard operations will be delayed until specified time later in the day (preferably 10:00 a.m. or 12:30 p.m.) [or closed early if conditions merit] because extremely hazardous conditions currently exist and the safety risks of travel for employees and the public and the associated County liability outweigh the benefit of commencing designated standard operations at the normal time; or c. Extremely hazardous conditions exist and are likely to persist throughout the day and the safety risks of travel for employees, the public, and the associated County liability outweigh the benefit of conducting designated standard operations this Formatted: Indent: First line: 0.25" Mason County Personnel Policies Page 15 day. Conduct of standard operations is suspended until a specified time the following day. 5. The Chair will contact the Presiding Judges of Superior and District Courts to determine if it is necessary to make special accommodations for any of their operations during the suspension of standard operations. 6. By 6:00 a.m., the Chair calls Support Services staff to update the County closure information message number (360-427-9670 ext. 678) with information regarding the duration of the suspension. Support Services will contact the media and the Emergency Management/Information Technology Manager or designee. 7. The Emergency Management/Information Technology Manager or designee shall update the County website with the closure information and broadcast an AlertSense message. 8. If closure occurs during regular work hours, Support Services staff updates the County closure information message number (x678), contacts each county office, sends out an “all county" email, sends notice to website and the media. Emergency Management shall broadcast an AlertSense message. RESOLUTION 06-13 – 2/12/13, updated RESOLUTION 70-16 – 10/18/16 4.6 BREAKS AND MEAL TIME Employees will be allowed up to a one (1) hour unpaid lunch period as approved and scheduled by the employee’s supervisor. Employees may take one (1) fifteen-minute break for every four (4) hours worked. Breaks should be arranged so that they do not interfere with County business or service to the public. The scheduling of meal periods may vary depending on department workload. Meal periods are unpaid and usually one hour in length. Lunch periods and breaks shall not be combined and they may not be used to shorten an employee’s workday. BREAK TIME FOR NURSING MOTHERS PROVISION: Purpose and Overview The intent of this policy is to support Mason County employees who are breastfeeding and to meet the requirements of Section 7 of the Fair Labor Standards Act of 1938 (29 U.S.C. 207) as amended by the Patient Protection and Affordable Care Act (effective March 23, 2010). This policy applies to all Mason County employees. Procedures This policy provides the following information: 1. A reasonable amount of time to express milk or breastfeed (lactation time) 2. Private and secure rooms to express milk or breastfeed (lactation room) 3. Employee responsibilities Formatted: Font: Bold Formatted: Pattern: Clear (Background 1) Mason County Personnel Policies Page 16 4. Education and support 5. Anti-discrimination, harassment or retaliation 6. Employee Notification 4.6.1. Reasonable Amount of Time to Express Milk or Breastfeed (Lactation Time) Managers must provide an employee a reasonable amount of time to express milk or breastfeed their infants during the workday. The frequency of breaks and the duration may vary. In the early months of a baby’s life, nursing employees will typically need two to three breaks during an eight - hour shift. Typically, the act of expressing breast milk alone will take 15-20 minutes. However, the actual length of break may vary depending on additional factors, such as the location of the private space and the amenities nearby (proximity to sink, milk storage area, etc.) Reasonable accommodations shall be made to provide breaks of adequate timing and length to support the ongoing production of breast milk. This may nece ssitate total break time in excess of that regularly scheduled on a temporary basis during the breastfeeding experience. Managers and employees will discuss requested accommodations and any schedule adjustments needed. Nursing mothers may request a flexible work schedule, subject to approval by management, to address their individual needs (e.g. allow employee the flexibility to come in early or stay late, or use a portion of their lunch period, to make up time). 4.6.2. Private and Secure Rooms to Express Milk or Breastfeed (Lactation Room) Federal guidelines provide that a bathroom may NOT serve as a lactation room. Lactation rooms shall be: • private (window coverings are required); • secure (lockable from the inside, if possible); • accommodating (comfortable seating, a table, and power outlets); • reasonably close to the employee’s work area; • provided with a sign to designate the space is in use. Although not required, when possible, the lactation room should also: • Be near a sink with hot water and soap for hand washing and equipment cleaning. • Have a place where expressed breast milk can reasonably be stored. This does not mean refrigeration must be provided but employees must be allowed to bring insulated food containers and ensure there is a place to store a pump and containers while they are at work. Employees in outlying work locations that do not have a designated lactation room should arrange, with their managers, an intermittent or temporary location to be used as a lactation room. Designated lactation rooms may exist at some Mason County worksites; a list of rooms and Formatted: Indent: Left: 0.25", First line: 0.25" Formatted: Indent: First line: 0.5" Mason County Personnel Policies Page 17 scheduling information can be found at: https://masoncountywa.gov/forms/human- resources/lactation-rooms.pdf http://www.co.mason.wa.us/forms/human-resources/lactation- rooms.pdf If no lactation room or other suitable space is available, contact Human Resources for additional assistance or questions at extension 268. 4.6.3. Employee Responsibilities Any necessary equipment (breast pump, storage containers, etc.) should be securely stored at the employee's workstation or at another storage area agreed upon by the employee and manager. Employees are responsible for keeping milk expression areas clean, using antimicrobial wipes. Breast milk may be stored in a labeled personal storage cooler or in a tightly closed container in a staff refrigerator. 4.6.4. Education and Support Employees have access to additional support and education for breastfeeding through the following resources. • Health insurance benefits may cover breastfeeding-related resources and services. Employees should Ccontact your their specific health insurance provider to inquire about resources available. • Contact a Mason County Public Health Nurse at x400 for additional resource information. 4.6.5. Anti-Discrimination, Harassment or Retaliation Mason County is committed to supporting its employees who are nursing mothers. As with any right conferred under the FLSA, nursing mothers who express milk or nurse their infants during the workday are protected from discrimination, harassment or retaliation for doing so. In addition, Mason County does not tolerate discrimination, harassment or retaliation. Such action is a violation of this policy and any employee engaging in such misconduct may be subject to discipline, up to and including termination. Any county employee who experiences or witnesses what may be discrimination, harassment or retaliation toward a nursing mother, is strongly encouraged to address it by asking the person to stop the behavior; and/or reporting the alleged incident to the immediate supervisor, any other member of management within the agency, or to Human Resources. 4.6.6. Employee Notification • Human Resources shall notify all employees of Mason County’s Breastfeeding Accommodation Policy and Procedures upon adoption. Formatted: Indent: First line: 0.5" Formatted: Indent: First line: 0.5" Formatted: Indent: First line: 0.5" Formatted: Indent: First line: 0.5" Mason County Personnel Policies Page 18 • Employees will receive a copy of the Breastfeeding Accommodation Policy and Procedures during New Employee Orientation. • Human Resources or management shall provide a copy of the Breastfeeding Accommodation Policy and Procedures when they become aware of an employee preparing for an approaching childbirth or maternity leave. [PER RESOLUTION 37-14 – 7/8/14] 4.7 CALL BACK Employees are subject to call back in emergencies or as needed by the County to provide necessary services to the public. Non-exempt employees called back to duty will be paid their appropriate rate of pay for hours worked (the overtime rate for hours worked over the applicable overtime threshold). 4.8 PAYROLL RECORDS The official payroll records are kept by the Auditor. Each Elected Official and Department Head shall submit monthly, a signed payroll worksheet for all employees within their department, noting hours worked, leave taken, overtime worked and compensatory time taken for each employee. Each Department Head shall submit monthly, a signed statement noting regular hours worked and leave taken to the Board of County Commissioners at the Department Head's first briefing on the following month. Mason County Personnel Policies Page 19 CHAPTER 5 COMPENSATION 5.1 SALARY CLASSIFICATION AND GRADES Each regular job title within the County is classified into one of the County's job classifications for salary purposes. Each job classification is designated a particular salary or salary range shown on the County's salary range alignment, which is modified periodically by the Board of County Commissioners, or as specified in the applicable union agreement. Employee’s classifications, grades, and changes are to be tracked in the County’s MUNIS system to maintain the transparency, professionalism, integrity, accountability, respect and partnership between Mason County, its departments and the employees. 5.2 EMPLOYEE PAY RATES Employees shall be paid within the limits of the salary range to which their positio ns are assigned. Usually, new employees will start their employment at the minimum wage rate for their classification. However, a new employee may, upon the written request of the Elected Official or Department Head and approval of the Human Resources AdministratorHuman Resources Director, be employed at a higher rate than the minimum. When deemed appropriate, and approved by the Board of County Commissioners, an employee may be compensated at a Y-Rate, which is a rate of pay that either is between steps of the salary range or exceeds the top step of the salary range. A Y-Rate shall remain in effect until such time as a step of the salary range for the employee's job classification equals or exceeds the Y-Rate or the Board of County Commissioners rescinds their authorization for the Y-Rate. Pay increases are contingent on satisfactory performance. If an employee's performance is consistently unsatisfactory, the Elected Official or Department Head may defer a scheduled pay increase for a stipulated period of time or until the employee's job, performance is satisfactory. 5.2.1 Pay Adjustments The Board of County Commissioners may grant a pay adjustment from time to time, raising the salaries of all classifications, a defined group of classifications, or a single classification. Such adjustments, if any, will not normally change an employee's pay anniversary date. The actual day of any pay increase shall be the 1st or 16th of the month, with the exception of working out of class, depending on the date of the anniversary day (e.g., if an employee’s anniversary date is on January 14, the pay increase will take effect January 1). 5.2.2 Lead Pay Formatted: Indent: First line: 0.5" Commented [MR24]: Addition of Lead Pay to reflect current practice Mason County Personnel Policies Page 20 The County may designate an employee as a Lead and assign Lead Pay. This designation is not considered to be a “job vacancy” or “newly created position”. An employee may be designated a lead if they are directing, overseeing, organizing or overseeing the work of other employees or specific projects. The County reserves the right to make a Lead designation based on other factors and rationale with the approval of Human Resources. A Lead cannot hire, fire, or discipline employees. Employees acting as Lead will receive an additional ten (10) percent increase over their current rate of pay. Lead Pay statuses will be reviewed annually as part of the budget process. 5.2.3 Out of Class Pay An employee who has been assigned to perform all of the significant duties of a higher level job classification, due to the absence of the employee who normally holds that posi tion, and who performs such duties for five (5) or more consecutive days, shall be compensated on that step of the salary range of the higher job class that provides at least a five (5) percent increase over their (the employee working out of class) current rate of pay. 5.2.4 Transfers and Promotions Any current employee who accepts a position in another Ccounty office or department (that is, a position under a different Elected Official or Department Head) and that position is of a higher classification and salary range than the employee's current position, will preferably be placed on the step which results it a 5% increase over the employee's current salary. In the event that the Elected Official or Department Head determines that significant training i s needed for the employee in the new position, the Elected Official or Department head may offer the position at any step in the higher classification and salary range. [RESOLUTION 61-06, 6/20/06] Upon the request of the Elected Official or Department Head and approval of the Human Resources Administrator Human Resources Director, a promoted employee may be placed in a step higher than that specified above. If the Human Resources AdministratorHuman Resources Director does not concur in a request for advanced step placement for a newly hired , transferred, or promoted employee, the Elected Official or Department Head may appeal that decision to the County Administrator.. 5.3 LONGEVITY The County shall provide additional monthly compensation, beginning January 1, 2023, above each eligible employee’s base salary to recognize continuous length of service as a County employee, as follows: Total Years of Service Completed Additional Pay Increment Formatted: Indent: First line: 0.5" Formatted: No underline Formatted: Font: 12 pt Mason County Personnel Policies Page 21 1-10 Years 0 % 11-15 Years 1.5 % 16-20 Years 3.0 % 21-25 Years 4.5 % 26 or more Years 6.0 % Eligible regular part-time employees shall receive longevity pro-rated in proportion to the part- time employee is in pay status during the month as compared to that required of full-time employment. 5.4 RECLASSIFICATION A reclassification is a change in the allocation of a position from its current job classification to a different job classification as a result of changed duties, responsibilities, and/or authority of a position. Reclassification will be considered when an employee has been permanently assigned to perform the primary functions of a different job classification or has been permanently assigned significantly different duties, which may warrant establishing a new job classification. An employee, Department Head, or Elected Official may request reclassification by submitting a written request, which includes a justification . , to their Elected Official or Department Head, to the Human Resources Director. The Elected Official or Department HeadThe Human Resources Director shall conduct a position analysis and respond with a recommendation to the employee in writing within thirty (30) working days. An Elected Official/Department Head may request reclassification of a position by submitting a written request with justification and a revised Job Description to the Human Resources. Human Resources shall respond to the request in writing within thirty (30) working days of receipt of the request. If approved or denied by Human ResourcesThe recommendation, the request may then be submitted to the Board of County ,Commissioners with with written justification from the Elected Official/Department Headsupporting documentation for their review. The BOCC shall respond to the request in writing within thirty (30) working days of their receipt of the request. If approved by the Board, the reclassification shall be effective as of the date of Board’s action or other effective date as may be set by the Board in such action. If the Board denies the request, the matter is closed. Step placement of an employee who has been reclassified shall be the same as if the employee had been promoted, transferred, or demoted, whichever is applicable. [PER RESOLUTION 71-15 – 12/22/15] Formatted: Space After: 0 pt, Don't hyphenate, Tab stops: -0.5", Left Commented [MR25]: Clean up of language Mason County Personnel Policies Page 22 5.5 PAYDAYS County employees are paid semi-monthly on the 10th and 25th of each month and the payroll will be a direct deposit into the bank of the employee's choice. If a regularly scheduled payday falls on Saturday or Sunday, payroll will be a direct deposit on Friday. If a regularly scheduled payday falls on a holiday, payroll will be a direct deposit on the last regular work day pr ior to the holiday. [PER RESOLUTION 04-08, 1/8/08] 5.6 SALARY FOR EXEMPT EMPLOYEES The County shall pay exempt employees on a salary basis. The appointing authority shall deduct leave or reduce pay for an exempt employee who is absent from work for the following types of absences: 1. FMLA leave; 2. Participation in political activity; 3. Outside employment, subject to approval; or 4. Other activities that would be in violation of the Conflict of Interest Policy if conducted during regular work hours; 5. A Partial-day of absence of four hours or more (half the employee’s regular workday for an employee working less than a full FTE). [RESOLUTION 89-19 – 9/3/19] 5.7 DEDUCTIONS Some regular deductions from the employee's earnings are required by law; other deductions are specifically authorized by the employee. The County will withhold from the employee's paycheck those deductions required by law and any voluntary deductions authorized by the employee, by applicable union contract, or by statute. All deductions from pay are deducted from the last check of the month. If an employee is overpaid or required deductions were not withheld, the amount overpaid or not withheld will be deducted from future pay on a reasonable basis unless excused by the Board of County Commissioners. [PER RESOLUTION 150-07, 11/27/12] 5.8 TRAVEL EXPENSE REIMBURSEMENT Mason County recognizes that out of town travel and related business expenses can be an integral and necessary component of the operation of local government. This policy is intended to establish equitable standards and to provide consistent and fair trea tment to all employees Commented [WP26]: This info is in 4.2.2 Exempt Employees Commented [MR27]: Moved to Chapter 14 Mason County Personnel Policies Page 23 who incur such expenses. It is also intended to establish and maintain effective controls over those expenses. County officials (department heads and elected officials) and County employees are expected to exercise prudent judgment when incurring travel expenses on behalf of the County doing official County business. The failure of employees to follow this policy, or incur excessive expenses, may be cause for disciplinary action. Non-business-related expenses and/or expenses not made in accordance with this policy will not be approved or reimbursed. All travel and associated expenses must be approved in advance by the department head or elected official. Employees will be reimbursed for reasonable and customary expenses actually incurred in connection with doing business on behalf of the County. These may include meals, lodging, transportation and other necessary expenses while away from the office. These expenses may not include: alcoholic beverages; tobacco; tips exceeding 15%; meals, lodging or transportation provided for the employee by an outside entity as part of the employees participation; any expenses for a person(s) traveling with the employee; any expenses incurred that are not in connection with the business of the County All requests for payment of travel must be submitted to the Auditor's Financial Services department on forms approved and provided by the Auditor. All required documentation must also be submitted on the approved travel document form. Required travel documents include all itemized receipts, conference/seminar agendas, and all proof of costs incurred while doing business on behalf of the County. Travel documents should be presented to the Auditor's Financial Services department in the month the charges occur. If an employee chooses to travel to a destination in advance of the necessary time for arrival, or remain at the destination following the official closing of the event, there will be no additional per diem, lodging or miscellaneous expenses paid to the employee. All requests for payment must be signed by the department head or elected official and the employee that is requesting reimbursement. An employee may not request reimbursement on behalf of another employee. If an employee is compensated by an outside entity for any travel costs while traveling on behalf of Mason County, the employee will deposit those funds with the Mason County Treasurer. The employee will provide the Auditor's Financial Services department with a copy of the Treasurer 's deposit receipt and a detail of the expenses covered. Any member of a board, committee or commission that is not a Mason County employee, but is an appointed member to do business on behalf of Mason County is subject to all travel rules and documentation noted herein. Mason County Personnel Policies Page 24 PER DIEM (meal reimbursement) All requested meal reimbursement must have a detailed receipt. Meals will be reimbursed, minus any alcohol or a tip exceeding 15%, using the Washington State Office of Financial Management (OFM) per diem rates and, for out of state travel, the U.S. General Services Administration (GSA) per diem rates. The meals will be reimbursed up to the allowable rate for the area and meal on those rate maps. Per diem will be reduced for any meals provided through conference registration, seminars or similar events. Reimbursement will not be made if the employee chooses not to eat the meal provided and eats elsewhere. Single Day Per Diem (meal reimbursement): Single day per diem occurs when no overnight stay is required. Single day meal reimbursements are considered taxable wages according to the IRS and will be included as gross taxable income of the employee. An employee must use the single day per diem form and include it with their payroll timesheet information. The department supervisor will forward the per diem form to the Auditor's Financial Services department. The meal will be added to their taxable gross wages and taxed accordingly. Per Diem (meal reimbursement) while in overnight travel status: If an overnight stay is required, per diem will be based on either OFM (in state) or GSA (out of state) rates for each day the employee is in full travel status. The per diem rate will be based on the location the employee is in for that meal. On days of departure and return, an employee will apply the Three Hour Rule (see rule below). Three Hour Rule for per diem (meal reimbursement): If an employee is in travel status for three hours beyond their regular work schedule for a single day, they may receive meal reimbursement. The three hours may consist of hours occurring before, after or a combination of both before and after the employee's regular work schedule for the day. The employee may not stop for a meal just to meet the three-hour rule. Special Circumstances: During emergency situations such as, but not limited to, initial crime scene investigations, major crimes, emergency weather situation, natural disasters, etc., when employees are working extended hours and stopping for a meal break could worsen the emergency or increase costs to the County, departments may provide an on -scene meal of nominal cost. A detailed receipt, including names of all employees/volunteers involved, must be provided. All receipts and pertinent information involving the emergency situation must be included on the claim for payment voucher submitted to the Auditor's Financial Services department. An e mployee may not claim a per diem meal reimbursement if their County department is also submitting a claim for payment voucher for the same incident. Formatted: Indent: First line: 0.5" Formatted: Indent: First line: 0.5" Formatted: Indent: First line: 0.5" Formatted: Indent: First line: 0.5" Formatted: Indent: First line: 0.5" Mason County Personnel Policies Page 25 Lodging All lodging is to be reserved using a government, or most economical, rate whenever possible. County credit cards may be used to secure lodging for a County employee. Reimbursement for lodging is allowed when the temporary duty station is located more than fifty (50) miles, using the most direct route, of the closer of either the traveler's official residence or official work station. Reimbursement will be made for the actual lodging expense and any applicable taxes. If there are additional charges for a person(s) traveling with the employee, who is not traveling on behalf of County business, the employee is responsible for all charges for that additional person(s) and it will not be reimbursed. An itemized statement is required for all charges. If an employee shares an accommodation with another employee or an employee of another entity who is attending the same event, an equal share of the double room rate will be paid on behalf of the Mason County employee. Each employee must submit an original invoice showing the lodging charge for their portion of the room rate. Not eligible for reimbursement on a lodging receipt are, but not limited to: laundry services; valet service; entertainment expenses; athletic room (gym) charges, internet charges (unless required by their supervisor). Transportation Any employee driving a vehicle (either County car or personal vehicle) must have and must be able to provide proof of valid car insurance. Employees are encouraged to reserve and use a pool car from ER&R as much as possible. All county vehicles shall be used in accordance with Mason County ER&R use policy. If a personal vehicle is used, the mileage will be based on the current IRS standard POV rate. Mileage will be prohibited for normal travel between the usual place of business and employee's main place of residence. When traveling on behalf of the County, mileage will be paid from either the official workstation or the employee's main residence, whichever is the closer and most direct route of the two, to the travel destination. Mileage shall not exceed what the sum of a round trip coach airfare from a comm on carrier; any needed local ground transportation and other related costs for that destination. Airfare (coach rate), car rentals, trains, ferry, tolls, shuttle/taxi, etc. will be reimbursed with a receipt and paid at actual costs. Personal travel insurance will not be reimbursed. Tickets purchased with an employee's individual frequent flyer miles will not be reimbursed. Formatted: Indent: First line: 0.5" Formatted: Indent: First line: 0.5" Mason County Personnel Policies Page 26 [PER RESOLUTION 82-12, 11/27/12] 5.9 COMPENSATION UPON TERMINATIONSEPARATION When an employee's employment with the County is terminated, the employee will receive the following compensation on the next regularly scheduled payday: 1. Regular wages for all hours worked up to the time of termination, which have not already been paid. 2. Any overtime or holiday pay due. 3. A lump sum payment for accrued but unused vacation provided the employee has completed six (6) months of employment, compensatorycomp time and, for eligible employees, accrued but unused sick leave. 4. A lump sum payment for accrued but unused sick leave for eligible employees hired prior to April 13, 2010 (see Chapter 7.2 for eligibility requirements) [PER RESOLUTION 23-10, 4/13/10] Terminating employees entitled to payment for accrued leave time, and in the case of employees of the Sheriff's Department, banked holiday time, may request payment for such time in scheduled payments rather than a lump sum. To be eligible for scheduled payments the amount due must be $10,000 or more, the scheduled payments must be $500 or more per month and the employee must agree to conditions established by the county. [PER RESOLUTION 95-04, 10/26/04] 5.10 RECRUITING EXPENSES Reasonable expenses incurred by candidates for management level or hard to fill technical or professional level positions may be reimbursed when such candidates are invited by the appointing authority in writing to Shelton for personal interviews. Expenses will be limited to transportation, lodging and meals. The transportation reimbursement shall be limited to the amount the County would pay for round trip coach class airfare. The written inv itation to the interview shall include an explanation of those expenses that will be reimbursed and the method for claiming reimbursement. Such expenses shall be approved by the Board of County Commissioners in advance. At the discretion of the Board of County Commissioners and with their approval in advance, reasonable moving expenses of a new employee in a management level or hard to fill technical or professional level position may be reimbursed. Such reimbursement shall not exceed $5,000. Moving expenses shall mean the cost of moving household goods, furniture, clothing and other Commented [MR28]: Moved to Chapter 3 Mason County Personnel Policies Page 27 personal effects of the new employee. To be eligible for reimbursement of moving expenses the new employee must agree in writing to refund to the County such moving expenses if they voluntarily terminate their employment within one year of their hire date. 5.101 UNIFORM ALLOWANCE Compensation for required employee work apparel shall be based on RCW 49.12.450, which obligates the employer to furnish or compensate an employee for apparel required during work hours, if it is a uniform. Non-Represented employees requesting reimbursement, upon presentation of receipt, under this policy, shall be reimbursed for the purchase of a uniform meeting the following conditions: 1. Notwithstanding the provisions of chapter 49.46 RCW or other provisions of this chapter, the obligation of the employer to furnish or compensate an employee for apparel required during work hours shall be determined only under this section. 2. Employers are not required to furnish or compensate employees for apparel that the employer requires an employee to wear during working hours unless the required apparel is a uniform. 3. As used in this section, "uniform" means: a. Apparel of a distinctive style and quality that, when worn outside of the workplace, clearly identifies the person as an employee of Mason County; b. Apparel that is specially marked with the employer's logo; 4. Except as provided in subsection (5) of this section, if the employer requires an employee to wear apparel of a common color that conforms to a general dress code or style, the employer is not required to furnish or compensate an employee for that apparel. For the purposes of this subsection, "common color" is limited to the following colors or light or dark variations of such colors: White, tan, gray, blue, or black for tops; and tan, black, blue, or gray, for bottoms. The employer is permitted to require an employee to obtain two sets of wearing apparel to accommodate for the seasonal changes in weather, which necessitate a change in wearing apparel. 5. If the employer changes the color or colors of apparel required to be worn by any of theirof their employees during a two-year period of time, the employer shall furnish or compensate the employees for the apparel. The employer shall be required to furnish or compensate only those employees who are affected by the change. The two-year time period begins on the date the change in wearing apparel goes into effect and ends two years from this date. The beginning and end of the two-year time period applies to all employees regardless of when the employee is hired. Mason County Personnel Policies Page 28 6. For the purposes of this section, personal protective equipment required for employee protection under chapter 49.17 RCW is not deemed to be employee wearing apparel. [RESOLUTION 89-19 – 9/3/19] 5.112 PERSONNEL ACTION POLICY The Personnel Action Form (PAF) is used to report all changes, such as, but not limited to; Appointments, Terminations, Change in Status, Leave, Compensation of an individual employee, and shall be entered into the County’s financial system MUNIS. Since the information on the PAF form can affect employee’s paycheck, benefits, and receipt of information such as state retirement and W -2’s, it is critical that it be completed by the department in a timely manner, as outlined by Mason County Auditor’s Office annually. It is important that Human Resources and Payroll receive the PAF, from the departments, by the established deadline, per the PAF schedule, to ensure timely, accurate, posting and processing payment to employees. All County departments are required to enter PAF’s into MUNIS for the following (but not limited to) purposes: 1. Hire (This category only is typically entered by HR, once a New Hire Selection Form is submittedthe Employee Selection Process has been completed): a. New Hire b. Extra Help c. Seasonal Help d. Temporary Position, etc. 2. Leave: a. Administrative Leave (Admin/Disciplinary Leave With or Without pay) b. Family Medical Leave Act (FMLA Leave With or Without pay) c. Leave Without Pay (LWOP) d. Military Leave (Leave With or Without pay) e. Continued FMLA Leave – Doctor Approval f. Workers Compensation Time Loss (L&I) g. Authorized Leave of Absence h. Transfer from Paid to Unpaid Leave (or vice-versa) i. Return Fromfrom Any Leave (Admin/FMLA/LWOP/MIL/L&I/Authorized With or Without Pay), etc. 3. Master: a. Address, E-Mail, Phone, or Emergency Contact Change or Update b. Name Change c. Supervisor Change Formatted: Font: 12 pt, Font color: Blue Formatted: Font: 12 pt, Font color: Blue Mason County Personnel Policies Page 29 d. Demographic Change e. Update an Employee’s Service Date, etc. 4. Re-Hire: a. Re-hire or Re-Activate (Previous Full time/Part Time/Extra Help/Seasonal/Temporary/Project Employees b. Re-Activate for Collective Bargaining Agreement Payouts On inactiveInactive Employees, etc. 5. Salary: a. BARs and/or Account Code Changes b. Additional Positions/Job Classes c. Change in Employee Status (Full Time to Part Time/Extra Help or vice versa) d. Employee Payroll Allocation e. Promotions/Demotions f. Addition and/or Removal of Pays (Special Pay/Assignment Pay/Lead Pay/Out of Class Pay) g. Position and/or Departmental Transfer h. Reclassifications (Temporary & Permanent) i. Salary Increases/Decreases j. L&I Code Changes k. Probationary Period Ended or Extended l. Longevity Increases (Hourly Longevity for Public Works & Juvenile Courts only) m. Change Base Pay Type n. Payment Plan (Move to Payment Plan or End of Payment Plan) o. Job Class or Salary Table Corrections, etc. 6. Terminations: a. Termination (Termed/Retire/Resign/End of Term/Lay Off/Position Term/Extra Help & Seasonal Term) b. Deceased Employee’s c. Inactive (Return to Inactive, Military Out on Lon Term Military Leave, Ex/PT/FT/Seasonal changed to Inactive), etc. 5.123 CAREER INCENTIVE PAY POLICY The following Career Incentive Policy has been established in order to achieve the goal of encouraging the career growth, education and development of its employees, as well as attract qualified and professional applicants. Employees are encouraged to take advantage of educational and training opportunities which increase their knowledge and skill in their present jobs, or to prepare them for specific career goals within their departments. Formatted: Font: (Default) +Body (Calibri), 12 pt Formatted: Normal, Indent: Left: 0" Mason County Personnel Policies Page 30 5.13.1 Definitions Licensure: A state’s grant of legal authority to practice a profession within a designated scope of practice. Professional Certification: A standardized process that enables an individual to demonstrate a certain level of competency in a specific career or job function. Upon completion of professional certification requirements, which typically entail passing an exam administered by an industry specific credentialing organization, a certification credential is awarded. Professional certification holders must complete continuing education requirements to retain the credential. Certification Program: A training program on a specialized topic for which participants receive a certificate after completing the course and passing an assessment instrument. The County has identified and continues to identify key licenses and professional certifications that are essential to the efficient and cost-effective operation of the department. As a result, upon approval, the acknowledged employee will be eligible to r eceive a Professional AchievementCareer Incentive incentive pay in accordance with the following table, which may be modified from time to timeat any time by the Board of County Commissioners or designee, in consultation with the Human Resources Department. An employee shall only be approved for one (1) incentive pay from the Professional Certification or Licensure level, but not both. Certification incentives shall be limited to up to four (4) certifications per employee and may be earned in addition to an incentive for a Licensure or Professional Certification. Licensures Type: Amount Payment Period Certified Public Accountant (CPA) Licensure $10,000 12 Month Professional Engineering (PE) Licensure $10,000 12 Month Professional Land Surveyor (PLS) Licensure $10,000 12 Month Professional Certifications Type: Amount Payment Period Engineer-In-Training Professional Certification $5,000 12 Month Land Surveyor-In-Training Professional Certification $5,000 12 Month Formatted: Indent: First line: 0" Commented [MR29]: Moved definitions up from below Mason County Personnel Policies Page 31 Certification Program Type: Amount Payment Period TBD TBD TBD Key Definitions: Licensure: A state’s grant of legal authority to practice a profession within a designated scope of practice. Professional Certification: A standardized process that enables an individual to demonstrate a certain level of competency in a specific career or job function. Upon completion of professional certification requirements, which typically entail passing an exam administered by an industry specific credentialing organization, a certification credential is awarded. Professional certification holders must complete continuing education requirements to retain the credential. Certification Program: A training program on a specialized topic for which participants receive a certificate after completing the course and passing an assessment instrument. All regular County employees who have completed their probationary period (if applicable) shall be eligible to participate, provided that the employees meet certain eligibility requirements and obtain approval per the policy. The approved incentive pay shall cease when an employee separates from employment in that classification related to the license and/or certification receiving the incentive pay, or the employee no longer has the certification. Career Incentives are neither a guaranteed benefit nor an entitlement of employment with Mason County and is limited by the availability of funds. Incentive pay under this policy is subject to all applicable federal, state and local taxes. Employees assigned to fully grant funded positions are not eligible, unless the grant has funded this benefit. Class attendance, transportation, travel expenses, and classwork are non-compensable, not eligible for reimbursement, and county equipment is not authorized for use. While an employee is working to attain their certification/license, attendance at classes is not part of an employee’s job duties. Transportation to classes is the responsibility of the employee. Employees may not use County cars to commute to classes and will not receive reimbursement for travel expenses. Homework is not allowed to be done during work time. In order to qualify for the incentive, the attained license or professional certification, listed in the table above, must be from a nationally or regionally accredited institution in a field of study directly related to improvement of knowledge and skills in the employee’s current job. Formatted: Indent: First line: 0.5" Formatted: Font: Bold Commented [MR30]: Moved to previous page Commented [MR31]: Streamline language Mason County Personnel Policies Page 32 Employees meeting the criteria will be required to submit a written request, along with an official transcript and/or copy of the license or certification earned, to their Department Head or designee. The Department Head or designee shall submit to the Human Resources Department all requests with supporting documents for final review and approval. Professional Achieveme nt incentive pay shall be paid in twelve (12) equal installments over a one (1) year fiscal year beginning January 1. The incentive pay shall be prorated based on the date of approval for the first year. In order for approved employees to continue to receive the annual incentive, proof of a current license or certification must be submitted no later than January 15 of the new year. An employee is responsible for notifying the Human Resources Department in writing of any changes to their license and/or cer tification. Should an employee submit documentation that the employee knows is false or intentionally misleading in order to receive benefits for which the employee is not entitled, the employee will be deemed ineligible to continue to participate in the Career Incentive Policy and must repay Mason County for any incentive pay received from submittal of the false or misleading documents. The employee may also be subject to disciplinary action. All documents relating to this plan, including originals or copies of certificates, certifications, diplomas or transcripts demonstrating employee educational efforts and accomplishments shall become a part of the employee’s permanent file in the Human Resources Department and shall be considered educational achievements and accomplishments in rating and assessing employees for purposes of promotion and transfer. Mason County reserves the right to terminate, suspend, restrict, withdraw, amend or modify the Career Incentive Policy in whole or in part at any time based upon the availability of funds or for any other business reason as determined by Mason County. The Board of County Commissioners or designee, in consultation with the Human Resources Department is authorized to establish and modify, as needed, a procedure for implementing this policy. If sufficient funds are not available, the Board of County Commissioners or designee in consultation with the Human Resources Department, and Budget & Finance Manager will meet to discuss whether to reduce the amount of the bonus or to delay some or all of the payments until the next fiscal year in which sufficient funds are available. Mason County Personnel Policies Page 33 CHAPTER 6 BENEFITS 6.1 RETIREMENT BENEFITS The County makes contributions to the Social Security System on behalf of all eligible employe es in addition to those contributions made by the employee through FICA payroll deductions. All regular uniformed employees in the Sheriff's Department are covered by the Law Enforcement Officers and Firefighters Retirement System (LEOFF). Benefit levels and contribution rates are set by the State of Washington. All regular full -time and eligible part-time non-uniformed employees are covered under the Public Employees Retirement System (PERS). Benefit levels and contribution rates are set by the State of W ashington. Membership in PERS is optional for Elected Officials and the Board of County Commissioners. Employees intending to retire should notify their Elected Official or Department Head of their intent to retire at least six (6) months prior to the date of retirement. The County participates in a Section 457 Deferred Compensation Plan which allows employees to make tax deferred contributions up to certain dollar limits defined by the IRS. Contributions and interest earnings from investments are not subject to income tax withholding until time of receipt. 6.2 WORKERS COMPENSATION Most employees are covered by the State Workers' Compensation Program. This insurance covers employees in case of on-the-job injuries or job-related illnesses. For qualifying cases, State Industrial Insurance will pay the employee for workdays lost and medical costs due to job-related injuries or illnesses. All job-related accidents should be reported immediately to the supervisor along with a completed accident/incident report. When an employee is absent for one or more days or receives medical attention due to an on - the- job injury, they are required to file a claim for Workers' Compensation. If the employee files a claim and is unable to work, the County will continue to pay (b y use of the employee's unused sick leave) the employee's regular salary pending receipt of Workers' Compensation benefits unless the employee requests that sick leave not be used. If the employee has no accrued sick leave, they may request use of vacation leave. 6.2.1 Coordination of Benefits: When the employee receives Workers' Compensation benefits, they are required to repay to the County the amount covered by Workers' Compensation and previously advanced by the County. This policy is to ensure that employee will receive prompt and regular payment Formatted: Font: (Default) +Body (Calibri), 12 pt, Bold Formatted: List Paragraph, Outline numbered + Level: 3 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 0.25" + Indent at: 0.75" Formatted: Font: (Default) +Body (Calibri), 12 pt Formatted: Indent: Left: 0.25" Mason County Personnel Policies Page 34 during periods of injury or disability caused by a work relatedwork-related injury so long as accrued leave is available, while ensuring that no employee receives more than they would have received had the injury not occurred. Upon the repayment of funds advanced, the appropriate amount of leave shall be restored to the employee's account. The County may require an examination at its expense to determine when the employee can return to work and if they will be capable of performing the essential duties of the position with or without reasonable accommodation. 6.3 HEALTH INSURANCE BENEFITS Regular full-time employees and regular part-time employees working at least eighty (80) hours per month and their dependents are eligible to participate in the County's various insurance programs on the first day of the month following employment, except that if the first day of employment is the first of the month their eligibility shall commence immediately. The programs and criteria for eligibility will be explained upon hire. The County contributes toward the cost of premiums in the amounts authorized by the Board of County Commissioners. The remainder of the premiums, if any, shall be paid by the employee through payroll deducti on. The County reserves the right to make changes in the carriers and provisions of these programs at its discretion, with prior notice to affected employees. Employees electing not to take coverage for those insurance programs that the County contributes toward the cost of premiums may be required to sign a waiver of coverage. Extra help employees will normally not be eligible for insurance coverage. 6.4 CONTINUATION OF INSURANCE COVERAGE 6.4.1 Workers Compensation Leave: An employee receiving Workers Compensation benefits who has exhausted their sick and vacation leave continues to accrue vacation leave and sick leave for up to six (6) months. The County also continues to pay for the employer's portion of health insurance premiums, provided that the employee continues to pay their share of premiums, if any. After six (6) months, the employee's benefits shall cease unless the Board of County Commissioners makes an exception based on the criteria stated in Section 1.4 of thes e policies. The employee may continue health care benefits by self-paying insurance premiums for the remainder of the time they receive Workers Compensation benefits. 6.4.2 COBRA Rights: When certain qualifying events occur, including an employee's termin ation from County employment, beginning an unpaid leave of absence, or a reduction in hours worked, at the Formatted: Font: Bold Formatted: Font: Bold Mason County Personnel Policies Page 35 employee's option and expense, the employee may be eligible to continue County health insurance benefits to the extent provided under the federal COBRA statutes and regulations. Covered dependents may also be eligible, at their option and expense, to continue County health insurance coverage. To the extent allowed by law, an administrative handling fee over and above the cost of the insurance premium may be charged the employee or theiror their dependents who elect to exercise their COBRA continuation rights. An explanation of COBRA rights will be provided to new hires, annually to current employees, and when a qualifying event occurs. 6.4.3 Termination, Retirement, Leave of Absence: For eligible employees who terminate, retire or are on an approved leave of absence, the County will pay the premium for the month the employee is leaving, provided the employee is on paid status for the eighty (80) hours in the month.. 6.5 UNEMPLOYMENT COMPENSATION County employees may qualify for State Unemployment Compensation after termination from county employment depending on the reason for termination from employment. Formatted: Font: Bold Mason County Personnel Policies Page 36 CHAPTER 7 LEAVES Some leaves listed in Chapter 7 affect an employee’s paycheck, benefits, and receipt of information such as state retirement and W -2’s, therefore a Personnel Action Form may be required to be entered into the County’s financial system as outlined in Chapter 5.11 Perso nnel Action Policy. 7.1 VACATION LEAVE Each regular full-time employee shall accrue paid vacation leave as follows: Years of Continuous Service Vacation Days Earned 1-3 years 12 days per year 4-7 years 15 days per year 8-9 years 18 days per year 10-11 years 20 days per year 12-14 years 22 days per year 15-16 years 23 days per year 17-19 years 24 days per year 20 or more years 25 days per year All new employees must satisfactorily complete their trial period to be entitled to the accrual and use of vacation leave. Regular part-time employees will receive vacation on a pro-rata basis. Extra help employees are not eligible for any vacation benefits. Employees do not accrue vacation benefits during a leave without pay. Usually, new employees will start their employment at the minimum vacation accrual rate. However, as part of the negotiated compensation package, for an at will position, a new employee may, upon the written request of the Elected Official or Department Head and approval of the Human Resources AdministratorHuman Resources Director, be employed at a higher accrued vacation rate than the minimum. Regular full-time employees must work, or be in a paid status, at least eighty (80) hours in a month to accrue vacation for the month Regular part-time employees must work, or be in a paid status, at least in the same proportion to eighty (80) hours as their regular hours are to full -time employment to accrue vacation for that the month. [PER RESOLUTION 95-04, 10/26/04] The first day of the month of hire shall be the effective date of subsequent increases in the vacation accrual rate for employees hired between the first and the fifteenth of the month. The first day of the month following the month of hire shall be the effective date of subsequent Formatted: Font: 12 pt Mason County Personnel Policies Page 37 increases in the vacation accrual rate for employees hired between the sixteenth and the last day of the month. Each department is responsible for scheduling its employees' vacations without undue disruption of department operations. Leave requests shall normally be submitted at least two weeks prior to taking vacation leave. The maximum number of vacation days, which may be accrued, is fifty (50) days. Any vacation days earned beyond fifty (50) days shall be forfeited. Employees will be paid for unused vacation time upon termination of employment, except in the case of termination during the first six months of employment. Employees who resign their position to assume an Elected Office will be paid for unused vacation time upon termination of employment. 7.2 SICK LEAVE Paid sick leave is available for employees to care for their own health and for the health of their family members. 7.2.1 Eligibility Requirements • Regular and Part-Time Regular employees are eligible to use sick leave from their date of hire and may use paid sick leave hours as they are earned; and • Employees in part-time, on-call and seasonal and, non-regular positions will accrue sick leave from the date of hire, but are not eligible to use accrued leave until 90 days after their hire date. • Per RCW, 3.34.100 district judges shall be granted sick leave in the same manner as other county employees. 7.2.2 Exempt from Eligibility (RCW 49.46.010) • Elected Officials • Any individual engaged in volunteer work for the county, where the employer -employee relationship does not in fact exist or where the services are rendered gratuitously. If the individual receives a reimbursement in lieu of compensation for normally incur red out- of-pocket expenses or receives a nominal amount of compensation per unit of voluntary services rendered, an employer-employee relationship is deemed not to exist for the purpose of this policy (Boards, Commissions, BOE, etc.). • Individuals whose duties require that they residethey reside or sleep at the place of their employment or who otherwise spends a substantial portion of their work time subject to call, and not engaged in the performance of active duties (Any on call staff who are not working in the office/field engaged in active duties for their entire shift.) • Any resident or inmate of the county correctional, detention, treatment or rehabilitative institution. 7.2.3 Leave Accrual Formatted: Indent: First line: 0.25" Formatted: Indent: First line: 0.25" Formatted: Indent: First line: 0.25" Mason County Personnel Policies Page 38 All employees shall accrue Washington paid sick leave (WPSL) at the rate of one hour (1) per 40 hours worked, beginning from their date of hire. There is no cap on the number of leave hours that can be accrued during the accrual year. All regular and part-time regular employees, who are in a paid status, at least eight (80) hours in a month, shall also accrue Mason County sick leave (MCSL) in addition to the Washington paid sick leave. MCSL for all regular part-time employees will be pro-rated based on their full timefull- time equivalency (FTE) percentage. The combined total of Washington paid sick leave and Mason County sick leave for all regular and part-time regular exempt positions, and those in non-represented positions, shall not exceed 8 hours in any given month. Employees in regular and part-time regular exempt positions, and those in non-represented positions, shall accrue additional sick leave in accordance with the following schedule: WPSL SICK LEAVE-INITIATIVE 1433 (EFF 1/1/18) MCSL-EXISTING LEAVE POLICY # of Hours Worked # of Hours of WPSL Hours Per Year (Based on FTE, all non-exempt employees receive additional hours for OT) Difference of amount earned on WPSL – Approximately 4 hours a month. (Pro-rated for Regular PT Employees) Approx. Hours Per Month (Total of WPSL & MCSL is 8 hours per month for FTE) Hours Per Year (FTE = 96, all others pro-rated) 40 1 52 44 8 96 Employees in regular and part-time regular non-exempt positions shall accrue additional sick leave in accordance with the amounts stated in their collective bargaining agreements. 7.2.4 Accrual Year The leave accrual year is December 16 to December 15. 7.2.5 Carryover of Paid Sick Leave Hours Any Washington paid sick leave that is accumulated during the accrual year, but unused as of December 15 in any year, shall be carried over to the succeeding year up to the following maximums: • For part-time (less than 80 hours a month), non-regular positions, 40 hours of will carry over to the succeeding year. • Employees in regular exempt, part-time regular exempt positions and non-represented employees will carry over a maximum of 150 days (1,200 hours). Formatted: Indent: First line: 0.5" Formatted: Indent: First line: 0.5" Mason County Personnel Policies Page 39 • For represented employees, the number of hours carried over is stated in the collective bargaining agreement. 7.2.6 Family Member Defined When using paid sick leave, the following definition of family member shall apply: a) A child, including a biological, adopted, or foster child, stepchild, or a child to whom the employee stands in loco parentis, is a legal guardian, or is a de facto parent, regardless of age or dependency status. b) A biological, adoptive, de facto, or foster parent, stepparent, or legal guardian of an employee or the employee’s spouse or registered domestic partner, or a person who stood in loco parentis when the employee was a minor child. c) A spouse; d) A registered domestic partner; e) A grandparent; f) A grandchild; g) A sibling; or h) Other relative or person living in the household of the employee with whom the employee has a familial relationship. 7.2.7 Authorized Uses of Paid Sick Leave Employees are eligible for sick leave for the following reasons: a) Personal mental or physical illness, injury, physical disability or health condition and/or preventative care such as a medical, dental or optical appointment; b) Care of a family member with an illness, injury, health condition and/or preventative care such as a medical, dental, or optical appointment; c) Employees must make a reasonable effort to schedule such appointments at times, which have the least interference with the workday; d) Quarantine of an employee by a physician for exposures to a contagious disease, where on-the-job presence of the employee would jeopardize the health of others; e) The need to care for a spouse, parent, or child of the employee who is ill or injured and requires the presence of the employee, except that no more than five (5) days of sick leave may be taken for any occurrence unless the condition of the spouse, parent, or child would qualify the employee for FMLA. The employee shall complete and submit FMLA paperwork to Human Resources within fifteen (15) days, as required by law, for any qualified event; f) Employees who are ill or injured and require more than five (5) days of sick leave for a FMLA qualified event, shall complete and submit FMLA paperwork to Human Resources within fifteen (15) days, as required by law; Formatted: Indent: First line: 0.25" Formatted: Indent: First line: 0.25" Mason County Personnel Policies Page 40 g) In the event of a death in the employee’s immediate family, the Board of County Commissioners may authorize an additional two (2) days be yond bereavement leave as outlined in Section 7.8, Bereavement Leave, in the Personnel Policy. Leave of absence is not to exceed five consecutive calendar days. Such leave is not included in any Family or medical leave period for which the employee is eligible under Section 7.7, Family Leave in the Personnel Policy; h) Use of a prescription drugs which impairs job performance or safety; i) Actual periods of temporary disability related to pregnancy or childbirth as outlined in Section 7.7 Family Leave; j) To attend the birth of and/or to care for a newborn child of an employee as outlined in Section 7.7 Family Leave; k) Closure of the employee’s place of business or a Child’s school/place of care by order of a public official for any health-related reasons; l) If an employee is sent home for signs and symptoms, and quarantine orders of pandemic related illnesses; and m) If the employee or the employee’s family member is a victim of domestic violence, sexual assault, or stalking. Authorized use of paid sick leave for domestic violence, sexual assault or stalking includes: • Seeking legal or law enforcement assistance or remedies to ensure the health and safety of the employee and their family members including but not limited to, preparing for, or participating in, any civil or criminal legal proceeding related to or derived from domestic violence, sexual assault or stalking; • Seeking treatment by a health care provider for physical or mental injuries caused by domestic violence, sexual, assault, or stalking; • Attending health care treatment for a victim who is a member of the employee’s family. • Obtaining, or assisting a family member in obtaining, services from: a domestic violence shelter; a rape crisis center; or a social services program for relief from domestic violence, sexual assault or stalking; • To obtain, or assist a family member in obtaining, mental health counseling related to an incident of domestic violence, sexual assault of stalking in which the employee or a family member of the employee was a victim of domestic violence, sexual assault or stalking; and • Participating, for the employee or for a family member, in: safety planning; or temporary or permanent relocation; or other actions to increase the safety from future incidents of domestic violence, sexual ass ault or stalking. • For the purpose of leave allowed for victims of domestic violence, sexual assault, or stalking, Chapter 296-135-010 WAC defines “family” members as: o any child, biological, adopted, or foster child, a stepchild, a legal ward, or a child of a person standing in loco parentis who is under eighteen years of age, Mason County Personnel Policies Page 41 or eighteen years of age or older and incapable of self-care because of mental or physical disability; o Spouse means a husband or wife, and individuals in state registered domestic partnerships; See RCW 49.12.265 (6) and 1.12.080 o Parent means a biological or adoptive parent of an employee or an individual who stood in loco parentis to an employee when the employee was a child; o Parent-in-law means a parent of the spouse or of a partner in a state registered domestic partnership of an employee; and o Grandparent means a parent of a parent of an employee. 7.2.8 Increments of Use for Paid Sick Leave Employees may use paid sick leave in 10-minute increments. 7.2.9 Rate of Pay When Using Sick Leave Paid sick leave hours will be compensated at the base salary rate, excluding any overtime, premiums, or other add to pays. Calculation of overtime shall be based on FLSA rules; therefore, use of paid sick leave shall not count towards the overtime calculation. 7.2.10 Reasonable Notice for Use of Sick Leave Employees must provide reasonable advanced notice of an absence from work for the use of paid sick leave to care for yourself or a family member. Reasonable notice shall be provided to the employee’s Elected Official, Department Head, or immediate supervisor. Any information provided will be kept confidential. If an employee’s absence is foreseeable, the employee must provide notice at least 10 working days, or as early as possible, before the first day paid sick leave is used. • Employees are required to submit an Employee Notice for Use of Paid Sick Leave form. • If possible, notification should include the expected duration of the absence. If an employee’s absence is unforeseeable, the employee must contact their Elected Official, Department Head or immediate supervisor as soon as possible. • If the need for paid sick leave is unforeseeable, and arises before the required start of the employee’s shift, notice should be provided no later than one (1) hour before the employee’s required start time. • In the event it is not possible to provide notice of an unforeseeable absence, a person on the employee’s behalf may provide such notice. • If possible, the notification should include the expected duration of the absence. • Employees are required to complete an Employee Notice for Use of Paid Sick Leave Form on the day following the employee’s return from paid sick leave. Formatted: Indent: First line: 0.5" Formatted: Indent: First line: 0.5" Formatted: Indent: First line: 0.5" Mason County Personnel Policies Page 42 An employee must give advance oral or written notice to their immediate supervisor as soon as possible for the foreseeable use of paid sick leave to address issues related to the employee or the employee’s family member being a victim of domestic violence, sexual assault or stalking. If an employee is unable to give advance notice because of an emergent or un foreseen circumstance related to the employee or the employee’s family member being a victim of domestic violence, sexual assault or stalking, the employee or a designee must give oral or written notice to their immediate supervisor no later than the end o f the first day that the employee takes such leave. 7.2.11 Verification for Absences Exceeding Three Days Employee’s seeking to use or using paid sick leave for authorized purposes for more than three (3) consecutive days, may be required to provide verification that establishes or confirms that the use of paid sick leave is for an authorized purpose. a) When an employee or the employee’s family member is sick for more than three (3) consecutive days for which the employee is required to work, acceptable verification may include: • A doctor’s note or a signed statement by a health care provider indicating that the use of paid sick leave is necessary to care for the employee or an employee’s family member; or • A written or oral statement from the employee indicating that the use of paid sick leave is necessary to take care of themselves or a family member. b) When an employee or a member of the employee’s family has been a victim of domestic violence, sexual assault or stalking, the employee may provide any one of the following documents or any combination thereof, to verify the use of leave: • A written statement that the employee, or a member of the employee’s family, is a victim of domestic violence, sexual assault, or stalking, and that the leave was taken to address related issues; • A police report indicating that the employee or a member of the employee’s family was a victim of domestic violence; • Evidence from a court or prosecuting attorney showing that the employee or a member of the employee’s family appeared, or is scheduled to appear, in court in connection with an incident of domestic violence, sexual assault, or stalking; • A court order of protection; • Documentation from any of the following persons from whom an employee or a member of the employee’s family sought assistance in addressing the Formatted: Indent: First line: 0.5" Mason County Personnel Policies Page 43 domestic violence situation indicating that the employee or a member of the employee’s family is a victim: 1) An advocate for victims of domestic violence, sexual assault, or stalking; 2) An attorney; 3) A member of the clergy; or 4) A medical professional. c) When an employee is absent due to the closure of a school or a place of care, attended by the employee’s child, by a public official due to health -related reasons: • A copy of the notice received by the employee regarding the closure. Verification must be provided within ten (10) calendar days of the first day that paid sick leave is used to care for either the employee or a family member. 7.2.12 Unreasonable Burden or Expense for Verification If an employee believes, obtaining verification for use of paid sick leave would result in an unreasonable burden or expense, please contact Human Resources in writing, prior to the required ten (10) calendar days allotted to provide the verification. Indicate that yourthat the absence is for an authorized purpose and explain why verification would result in an unreasonable burden or expense. for you. • If an employee chooses to put this in writing: o You can cComplete the “Employee Verification of Authorized Use of Paid Sick Leave” Form. This may be delivered to Human Resources at 423 N. 5th Street, Shelton, WA 98584 or emailed to humanresources@co.mason.wa.usmasoncountywa.gov Within ten (10) calendar days of receiving the employee’s request, Human Resources will work with the Elected Official or Department Head and employee to identify an alternative for the employee to meet the verification requirement in a way that does not result in an unreasonable burden or expense. • Company-provided transportation to the employee’s doctor; • Sharing the cost of getting a note from a medical provider; or • Providing a note of explanation in lieu of other forms of verification. Mason County may choose not to pay an employee for paid sick leave taken in excess of ten (10) consecutive days until verification is provided. Formatted: Indent: First line: 0.5" Formatted: Default Paragraph Font, Font: (Default) +Body (Calibri), 11 pt Mason County Personnel Policies Page 44 An employee has the right to contact the Mason County Prosecutor in the event they feel they are being discriminated upon or treated unfairly. 7.2.13 Abusing Sick Leave May Receive Discipline In the event an employee misuses, falsifies, or abuses sick leave, the employee will forfeit any leave compensation. The employee may become subject to disciplinary action up to and including termination of employment. 7.2.14 Sick Leave Coordinated with Workers’ Compensation An employee receiving worker’s compensation disability insurance payments during a medical related leave shall use only the number of sick leave hours that, together with the workers’ compensation benefits payments, represents the employee’s normal pay for the same period. Financial Services “Payroll” will calculate use of paid sick leave hours on a retroactive basis back to the first day in which the employee was off work. In no event shall the accumulation of sick leave and L&I income result in any employee receiving income in e xcess of 100% of their regular straight-time income for the same period of time. If the employee elects to use paid sick leave to supplement the employee’s earnings, the employee must notify Human Resources at the start of their disability leave. Once the employee elects to use paid sick leave to supplement their earnings, the employee may not reverse the election. An employee may not elect use only a portion of his/hertheir accrued sick leave. Employees who elect to use their accrued sick leave to supplement their wage while on disability shall bring their workers compensation check in to their department payroll to purchase back all or a portion of their leave hours used and paid to the employee during the disability. Once the employee makes payment to Mason County and Financial Services “Payroll” approves the deposit, the employee’s number of leave hours will be added back to the accrual record. Any employee who collects both a full-accrued leave paycheck and a worker’s compensation disability insurance payment SHALL remit the worker’s compensation disability insurance payment to the county. In the event an employee does not submit, the worker’s compensation disability insurance payment to the county may be subject to discipl inary action for misuses, falsifying, or abusing sick leave. 7.2.15 Shared Leave Washington paid sick leave shall not be used in a shared leave program. [RESOLUTION 89-19 – 9/3/19] 7.2.16 Sick Leave Cash-Out Formatted: Indent: First line: 0.5" Formatted: Indent: First line: 0.5" Formatted: Indent: First line: 0.5" Formatted: Indent: First line: 0.5" Mason County Personnel Policies Page 45 Payment for and balance up to the maximum amount allowed, by this policy and all other policies, shall be no greater than 1,200 hours of unused Mason County Sick Leave and shall be made only in the following circumstances: 1. Upon termination of employment with fifteen (fifteen (15) years of continuous service with Mason County, and the employee’s hire date was prior to April 13, 2010; or 2. Upon termination of employment with Mason County, when the termination is contemporaneous with retirement from the applicable Washington State pPublic Eemployees Rretirement sSystem, and the employee was hired prior to April 13, 2010 with continuous service; or 3. Upon the death of an employee, in which case payment shall be made to their estate, provided the employee was hired prior to April 13, 2010; or 4. Employees who terminate employment to become an Elected Official of Mason County, provided the employee was hired prior to April 13, 2010. 5. Per RCW 3.34.100 a district judge may receive when vacating office remuneration for unused accumulated leave and sick leave at a rate equal to one day’s monetary compensation for each four full days of accrued sick leave not to exceed the equivalent of thirty days’ monetary compensation. The district judge shall meet the requirements as outlined in items 1-3 of this section to be eligible for a payout. Terminating employees who are not eligible for payment of unused sick leave shall forfeit all sick leave accrual. 7.2.17 Separation from Employment When an employee in a part-time, seasonal, extra-help, or on-call, non-regular status position separates from employment, there will be no financial or other reimbursement given to the employee for any accrued, unused Washington paid sick leave at the time of separation. Employees in regular status positions will be cashed out for Mason C ounty sick leave in accordance with the terms stated in their collective bargaining agreement, and for exempt and non-represented employees, as stated above in Section 7.2.16 Sick Leave Cash-out In the event any employee terminates their position with Mason County and returns within 12 months of separation, only Washington paid sick leave balance shall be restored. If the year has rolled over, prior to the employee’s return to employment, and the employee’s balance was greater than the 40 hours, the employee forfeits any unused balance greater than the maximum amount of 40 hours. Mason County sick leave hours shall not be paid out upon termination and will be forfeited, unless conditions are met in Section 7.2.13 or otherwise stated in a Collective Bargaining Agreement. 7.2.18 Reinstatement of Employment Formatted: Indent: First line: 0.5" Formatted: Indent: First line: 0.5" Mason County Personnel Policies Page 46 If an employee leaves employment and is rehired within 12 months of separation, any accrued, unused Washington paid sick leave up to 40 hours will be reinstated to the employee’s accrued leave bank. Employees in part-time, non-regular positions who are rehired within 12 months of separation, will not be required to wait 90 days to use accrued their accrued sick leave bank if the employee met this requirement in the previous period of employment. If an employee did not meet the 90- calendar-day requirement prior to separation, prior employment time with the County will be counted for purposes of determining the eligibility of the employee for paid sick leave. If a regular status employee leaves and is rehired within 12 months of separation, any accrued, unused Mason County sick leave not previously paid out was forfeited upon termination of employment and shall not be restored. 7.2.19 Payroll Employees will be notified of their paid sick leave balance ea ch month on their pay stub. This information will include: • Washington paid sick leave & Mason County sick leave accrued since the last notification; • Washington paid sick leave & Mason County sick leave used since the last notification; and • Current balances of Washington paid sick leave & Mason County sick leave available for use. 7.2.20 Retaliation Prohibited Any discrimination or retaliation against an employee for lawful exercise of paid sick leave rights is not allowed. Employees will not be disciplined for the lawful use of paid sick leave. If an employee feels they are being discriminated or retaliated against, the employee may contact the Human Resources AdministratorHuman Resources Director. If an employee is not satisfied with the response that they receive from Human Resources AdministratorHuman Resources Director, the employee shall contact the Mason County Prosecutor for resolution prior to filing a complaint to Washington State Department of Labor & Industries. 7.3 LEAVE WITHOUT PAY The Elected Official or Department Head may grant leaves of absence without pay, or authorize a reduced work schedule, for absence from work not covered by any other type of leave or if other leave balances are exhausted. As appropriate for the type of leave requested, paid leave accruals Formatted: Indent: First line: 0.5" Formatted: Indent: First line: 0" Mason County Personnel Policies Page 47 will be utilized prior to unpaid leave, unless Washington Paid Family Medical Leave is utilized. Examples of situations for which leave without pay, or a reduced work schedule may be granted include time off work for personal reasons, such as prolonged illness, parenting, caring for an ill relative, or pursuing an education. Such leave will not normally exceed ninety (90) days. 7.4 JURY AND WITNESS LEAVE Jury Duty:. The County provides all employees leave for jury service. Regular full-time and part- time employees who have completed their trial period receive paid jury duty leave each time they are called for jury service. Payment provided by the courts during periods of paid jury duty leave must be paid over to the County, excluding expense reimbursements, such as mileage. You Employees must provide your their supervisor with a copy of the jury duty summons as soon as possible after receiving it. Upon completion of jury duty, you employees are required to provide your their supervisor with proof of jury service. Employees who have been released by the court during their period of jury duty service may be required to report to work. Witness Duty:. All employees summoned to testify in court are allowed time off for the period they serve as witnesses. If you employees are paid by the County for time you are testifying, payment provided by the courts during periods of paid witness duty must be paid over to the County, excluding expense reimbursements, such as mileage. In general, witness duty leave is paid unless you the employee isare a party in the case. 7.5 ADMINISTRATIVE LEAVE On a case-by-case basis, the County may place an employee on administrative leave with or without pay for an indefinite period of time. As determined by the BOCCBoard of County Commissioners, aAdministrative leave may be used in the best interests of the County (as determined by the Board) during the pendency of an investigation or other administrative proceeding. 7.6 MILITARY LEAVE Based on RCW 38.40.060, the County provides all employees leave while performing military service in accordance with federal and state law. Regular full-time and part-time employees receive paid military leave of up to 21 working days per year for military service. In general, if military service extends beyond 21 working days, the additional leave will be unpaid. All employees who are not eligible for paid military leave are provided un paid leave for a period of their military service. Military service includes active military duty and Reserve or National Guard training. You Employees are required to provide your their supervisor with copies of your the military orders as soon as possible after they are received. Reinstatement upon return from military service will be determined in accordance with applicable federal and state law. Mason County Personnel Policies Page 48 7.7 FAMILY LEAVE The County complies with the Federal Family and Medical Leave Act of 1993 (the FMLA) and all applicable state laws related to family and medical leave. This means that, in cases where the law grants you more leave than County leave policies provide, the Co unty will give you the leave required by law. Family Leave Eligibility: The FMLA provides up to 12 weeks of unpaid, job -protected leave every 12 months to eligible male and female employees for certain family and medical reasons. To be eligible you employees must have worked for the County for at least one year, and for 1,250 hours over the previous 12 months. Reasons for Taking Leave: Unpaid FMLA leave is granted for any of the following reasons: • 1. To care for your an employee’s child after birth or placement for adoption or foster case. • 2. To care for your a spouse, son, daughter or parent who has a serious health condition. • 3. For a serious health condition that makes you an employee unable to perform the essential functions of your the job. Leave to care for a child after birth or placement for adoption or foster care must be concluded within 12 months of the birth or placement. Under such circumstances as allowed by law, FMLA leave may be taken intermittently -- which means taking leave in blocks of time, or by reducing your a normal weekly or daily work schedule. Substitution of Paid Leave: At your request or the County'sAt the employee’s or County’s request, certain kinds of paid leave may be substituted for unpaid FMLA leave. Accrued vacation may be substituted for any type of FMLA leave. Accrued sick leave may be substituted only in the circumstances where County policies or state law allow you to use of that paid leave. If you haveEmployees using any sick leave available that may be used for the kind of FMLA leave you are takingtaken, it is the County's policy that you employees must use that paid sick leave as part of your their FMLA leave. Use of vacation time for FMLA leave, however, is at yourthe employee’s option. If you useEmployees using paid leave for a purpose for which FMLA leave would be available, it is the County's policy to designate your paid leave as counting agains t your the FMLAemployee’s FMLA leave allowance. You Employees are required to notify us the County if you useusing paid Formatted: Normal, Indent: Left: 0.25", No bullets or numbering Formatted: Font: (Default) +Body (Calibri), 12 pt Formatted: Font: (Default) +Body (Calibri), 12 pt Formatted: Font: (Default) +Body (Calibri), 12 pt Mason County Personnel Policies Page 49 leave for a reason covered by the FMLA so that wethe leave may properly account for the leavebe properly accounted for. Advance Notice and Medical Certifications: The County requires that youemployees provide us with advance leave notice, with medical certification, of the need for a leave related to a health condition, and with medical certification of your fitness to return to duty after medical leave. Taking leave, or reinstatement after leave, may be denied if these requirements are not met. You must give us at least 30 days' advance notice of your request for leave if the reason for the leave is foreseeable based on an expected birth, placement for adoption or foster care, or planned medical treatment. If 30 days’ notice is not practicable, you must give us notice as soon as practicable, usually within one or two business days of when the need for leave becomes known to you. If you do not give us 30 days' advance notice , and if the need for the leave and the approximate date of the leave were clearly foreseeable by you, we may deny your request for leave until at least 30 days after the date you give us notice. We Employees are required that you to provide a medical certification to support a request for leave because of a serious health condition (your own or your child's, spouse's or parent's) whenever the leave is expected to extend beyond five consecutive working days or will involve intermittent or part-time leave. We The County may require second or third opinions, at our their option, at our the County’s expense. We The County may require that youthe employee to provide a medical certification of your fitness for duty to return to work after a medical leave. Periodic Reporting: If you employees take leave for more than two weeks, we the County may require that you report to usreporting at least every two weeks on your the status and intent to return to work. Health Insurance: If you employees are covered by our the group health plan (medical, dental or vision), we the County will continue to provide paid health insurance during FMLA leave on the same basis as during regular employment. But if youIf employees don't return to work after the leave, you they will be required to pay us back the County’sfor our portion of the insurance premiums unless your failure to return was beyond your the employee’s control. Other Insurance: If you an employee isare covered by other insurance plans through usthe County, such as life insurance, those coverages will continue during paid leave on the same basis as during regular employment. If you employees take unpaid FMLA leave, you they will be responsible during the leave for the premiums you normally paidy plus the premiums we the County normally pays for you. If youIf an employee doesn't pay these premiums, we the County may choose to pay them for youthe employee, to keep your the coverage from lapsing. The Commented [MR32]: Redundant language to from FMLA policy Mason County Personnel Policies Page 50 employee, but you will be responsible for repaying us the Countys whether or not you they return to work. Couples Employed by UsMason County: If both you and your spouse workIf spouses or domestic partners work for the County for us and you request leave for the birth, adoption or foster care placement of a child, to care for a new child, or to care for a sick parent, the total annual FMLA leave available to you as athe couple for those purposes is typically 12 weeks. Determining Leave Availability: FMLA leave is available for up to 12 weeks during a 12 -month period. For purposes of calculating leave availability, the "12-month" period is a rolling 12-month period measured backwards from the date you the employee uses any FMLA leave. Leave Related to Pregnancy. If you an employee takes leave for the disability phase of pregnancy or childbirth while you are physically unable to work, this time is could be counted against your the annual 12-week FMLA leave allowance. For example, if you take six weeks of FMLA leave for childbirth and recovery from childbirth, you are entitled to only six weeks of FMLA leave after that to care for your new child. You Employees are entitled to unpaid leave for the full period of your a physical disability resulting from pregnancy and childbirth, even if you they are disabled for more than 12 weeks, and even if you they don't qualify for leave under the federal law. 7.8 BEREAVEMENT LEAVE We The County provides regular, full-time and part-time employees with paid bereavement leave for up to three (3) days in the event of the death of an immediate family member. Two additional days chargeable to accrued sick leave will be granted at the request of the employee. Immediate family for purposes of bereavement leave includes only the employee's spouse, parent, grandparent, child, grandchild, sister, brother, grandmother-in-law, grandfather-in-law, mother- in-law, father- in-law, sister-in-law, brother-in-law, son-in-law, daughter-in-law, aunt, uncle, nephew or niece. 7.9 WASHINGTON PAID FAMILY & MEDICAL LEAVE Effective December 31, 2019 Mason County shall remove the Shared Leave Program based on the Washington Paid Family & Medical Leave, which pays employees who qualify, for family medical leave based on a qualifying event. [RESOLUTION 89-19 – 9/3/19] Paid Family and Medical Leave Overview: Commented [MR33]: Removing example – not policy language Mason County Personnel Policies Page 51 Paid Family and Medical Leave, RCW 50A.05 is a mandatory statewide insurance program that will provide almost every Washington employee with paid time off to give or receive care. If you an employee qualifyies, this program will allow you them to take up to 12 weeks, as needed, if theyyou: • Welcome a child into theyour family (through birth, adoption or foster placement) • Experience a serious illness or injury • Need to care for a seriously ill or injured relative • Need time to prepare for a family member’s pre- and post-deployment activities, as well as time for childcare issues related to a family member’s military deployment. For specifics on military-connected paid leave, visit www.dol.gov/whd/regs/compliance/whdfs28mc.pdf If you employees face multiple events in a year, you they mightmay be eligible to receive up to 16 weeks, and up to 18 weeks if you they experience a serious health condition during pregnancy that results in incapacity. Payment of Premiums: The program is funded by premiums paid by both employees and employers. It will be administered by the Employment Security Department (ESD). Premium collection started on Jan. 1, 2019. In 2019, the premium is 0.4 percent of wages. Employers can either pay the full premium or withhold a portion of the premium from their employees. Employers who choose to withhold premiums from their employees may withhold up to about 63 percent of the total premium, or $2.44 per week for an employee making $50,000 annually. The employer is responsible for paying the other 37 percent. Businesses with fewer than 50 employees are exempt from the employer portion of the premium but must still collect or opt to pay the employee portion of the premium. Premium collection began Jan. 1, 2019. Your employerEmployers will calculate and withhold premiums from your paychecks and send both yourthe employee share and theirs County share to ESD on a quarterly basis. Taking Leave: Starting Jan. 1, 2020, employees who have worked 820 hours in the qualifying period (equal to 16 hours a week for a year) will be able to apply to take paid medical leave or paid family leave. The 820 hours are cumulative, regardless of the number of employers or jobs someone has during Mason County Personnel Policies Page 52 a year. All paid work over the course of the year counts toward the 820 hours, including part- time, seasonal and temporary work. While on leave, you employees are entitled to partial wage replacement. That means you will receive a portion of your average weekly pay. The benefit is generally up to 90 percent of your an employee’s weekly wage, with a minimum of $100 per week and a maximum of $1,000 per week. You Employees will be paid by the Employment Security Department rather than your the employer. Unlike the federal Family and Medical Leave Act (FMLA), employees of small businesses may take Paid Family and Medical Leave if they meet the standard eligibility requirements. Please go to paidleave.wa.gov for more information on applying for benefits. Leave Protection: Employees who return from leave under this law will be restored to a same or equivalent job if they work for an employer with 50 or more employees, have worked for this employer for at least 12 months, and have worked 1,250 hours in the 12 months before taking leave (about 24 hours per week, on average). You Employees can keep yourtheir health insurance while on leave. If you employees contribute to the cost of your their health insurance, you they must continue to pay your their portion of the premium cost while on leave. Your Mason County employer is prohibited from discriminating or retaliating against you employees for requesting or taking paid leave. [RESOLUTION 89-19 – 9/3/19] 7.10 WASHINGTON STATE LONG TERM CARE TRUST ACT “WA CARES” COMPLIANCE The parties acknowledge that RCW 50B.04.080 requires premium deductions for the Long-Term Services and Supports Trust Program beginning January 1, 2022. Employees shall be assessed a premium based on the individual’s wages at the current rate set in accordance with RCW 50B.04.080. An employee may apply for a premium exemption in accordance with RCW 50B.04.085. The parties agree that January 1, 2022, deductions will commence at the rate of fifty - eight hundredths of one percent (0.0058%) of the employee’s wages in accordance with RCW 50B.04.080 and such, or similar language will be included in the ratified agreement. Mason County Personnel Policies Page 53 7.11 HOLIDAYS The following are recognized as paid holidays for all regular full -time and part-time employees: Holiday Day Observed New Year's Day January 1 Martin Luther King’s Birthday 3rd Monday in January President's Day 3rd Monday in February Memorial Day Last Monday in May Juneteenth June 19th Independence Day July 4 Labor Day 1st Monday in September Veteran's Day November 11 Thanksgiving Day 4th Thursday in November Day after Thanksgiving Day after Thanksgiving Christmas Eve Day December 24 Christmas Day December 25 (2) Floating Holidays As scheduled with supervisor Any holiday falling on Saturday will be celebrated on the preceding Friday. Any holiday falling on Sunday will be celebrated on the following Monday. For any holiday to be paid, an employee must be in a paid status on the employee’s scheduled workday before and after the holiday. Use of floating holiday is to be at the discretion of the employee with the approval of the Supervisor in advance of the absence. Floating holiday(s) must be used by December 15, or will be forfeited, unless denied on the basis of staffing needs by the County. Floating holidays shall be used in whole hour increments. Christmas Eve Day may be taken off based on the operational needs of the County and Public Works, and if this cannot be accommodated, the employee will schedule an alternate date with their supervisor’s approval. [PER RESOLUTION 06-02, 1/22/02] [PER RESOLUTION 2020-86, 11/3/20] Non-exempt regular full-time or part-time employees will be given equivalent time off for any time worked on a holiday. Such work on a holiday must be pre -authorized by the supervisor. Extra help employees are not entitled to holiday and will be paid at their regular straight -time rate for hours worked on a holiday. Mason County Personnel Policies Page 54 7.12 HOLIDAYS FOR REASONS OF FAITH OR CONSCIENCE Employees are entitled to two unpaid holidays per calendar year for a reason of faith or conscience or an organized activity conducted under the auspices of a religious denomination, church, or religious organization, as pursuant to SB 5173 - 2013-14 (or successor legislation). The employee may select the days on which they desire to take the two unpaid holidays off with their supervisor’s approval. The unpaid holiday may be compensated through utilization of vacation or comp time or by making alternative work schedule arrangements and following the department’s customary process in which to request approval and scheduling of time off. Such requests shall not be unreasonably denied unless the absence would unduly disrupt operations, impose an undue hardship, or the employee is necessary to maintain public safety. The two holidays allowed by this section must be taken during the calendar year, if at all; they do not carry over from one year to the next. [PER RESOLUTION 37-14, 7/08/14 ] 7.13 BENEFITS FOR PART-TIME AND EXTRA HELP EMPLOYEES Unless noted otherwise in these policies, benefits for regular part-time and extra help employees are as follows: Regular Part-Time Employees: All leaves, including holidays, are pro-rated. Pro-rated means the ratio between the number of hours in the employee's normal work schedule and [forty (40) hours] per week. Regular part-time employees working three-quarter time or more shall receive the same insurance premium contribution as regular full -time employees. Regular part-time employees working between eighty (80) hours per month and three -quarter time shall receive one-half the insurance premium contribution of regular full-time employees. Regular part-time employees, whose hours may drop below the eligibility thresholds referenced above for one or more months during the calendar year due to work requirements, will be eligible for insurance premium contributions for all months if their average hours for the calendar year meet the eligibility criteria. Extra help Employees: Extra help employees normally are not eligible to receive benefits, including leaves, holidays and insurance. Formatted: Indent: Left: 0" Mason County Personnel Policies Page 55 CHAPTER 8 EMPLOYEE RESPONSIBILITIES AND CONDUCT 8.1 GENERAL CODE OF CONDUCT All County employees are expected to represent the County to the public in a professional manner which is courteous, efficient and helpful. Employees must maintain a clean and neat appearance appropriate to their work assignment, as determined by their position and Elected Official or Department Head. Since the proper working relationship between employees and the County depends on each employee's on-going job performance, professional conduct and behavior, the County has established certain minimum standards of personal conduct. Among the County's expectations are: Basic tact and courtesy towards the public and fellow employees; adherence to County policies, procedures, safety rules and safe work practices; compliance with directions from supervisors; preserving and protecting the County's equipment, grounds, facilities and resources; and providing orderly and cost efficientcost-efficient services to its citizens. The County is a relatively small organization. To function as efficiently as possible, we may askemployees may be you toasked to perform seemingly "menial" duties outside your their regular assignments. It is no reflection on your an employee’s worth to the County, but a necessary arrangement for most small organizations. To make the most efficient use of personnel, the County also reserves the right to change your an employee’s work conditions and the duties originally assigned. If these arrange ments become necessary, we employee cooperation is expected.expect your best cooperation. 8.2 WORKPLACE SAFETY AND VIOLENCE PREVENT ION This policy is intended to ensure that all employees adhere to work practices designed to make the workplace more secure and to refrain from verbal threats or physical actions which may create a safety or security hazard for others in the workplace. The safety and security of the employees of Mason County and members of the public seeking or receiving County services or using County facilities is of the utmost importance. Unsafe acts and/or acts of violence including: threats of violence, intimidation or intimidating acts, threatening acts or other acts of violence by employees, co -workers, supervisors, managers or members of the public will not be tolerated and will not be ignored. Any of these prohibited acts committed by employees or members of the public while on premises owned or leased or work sites otherwise occupied by Mason County will be prosecuted as appropriate and/or will cause the use of appropriate managerial, administrative or disciplinary measures to provide a workplace free from unsafe acts and/or acts of violence. Commented [MR34]: New policy recommended by Risk Pool Formatted: Font: (Default) +Body (Calibri), 12 pt Formatted: Justified, No bullets or numbering Mason County Personnel Policies Page 56 8.2.1 Definitions A. Unsafe Act - Includes but is not limited to, any deliberate act or behavior which jeopardizes the safety or security of oneself, another person, or County property; or failure to act, where there is a duty to act and/or take safety precautions or where such failure wo uld reasonably be known to jeopardize the safety or security of oneself, another person or County property. An unsafe act may include physical contact, such as “horseplay” and is prohibited, whether or not an injury, safety violation, or actual harm results. Acts of Violence. Includes but is not limited to, any deliberate act or behavior which: • Results in a physical assault against a person such as hitting, pushing, kicking, holding/restraining, spitting on, or blocking the movement of another person. • Constitutes a directly or indirectly communicated or reasonably perceived threat to cause harm, injure, or intimidate another individual; • Endangers the safety of oneself or another individual, whether or not an injury results; • Would be reasonably perceived to constitute a threat of inflicting physical harm which in any way interferes with a person’s safety, or consists of a directly or indirectly communicated or perceived threat to destroy property through the use of a weapon, a firearm or other means; • Would constitute the violation of a protective or restraining order which lists County locations as being protected areas; or • Interferes with the orderly conduct of Mason County operations. An unsafe act and/or act of violence does not include communicated direction by a supervisor to require appropriate performance on the job, the imposition of disciplinary action, or warnings that discipline could occur; or law enforcement employees acting within the scope and authority of their position. B. Workplace. Any building or areas constituting the place where work is performed or assigned; common areas such as reception areas, halls and private or personal work areas; and any other area where employees engage in official County business, including field loca tions, County parking lots, vehicles either employer owned or leased or privately owned when used on County business. C. Member of the Public. Any person who has no legitimate employment -related relationship with the County, including: strangers who have no legitimate business relationship with the County; customers or clients who currently or previously have received services from the County or who have or have had a custodial relationship with the County including inmates, criminal suspects or prisoners; and individuals who have or had personal relationships with County employees such as a current or former spouse, lover, relative, friend or acquaintance. Formatted: Font: Bold Formatted: Justified Formatted: Font: (Default) +Body (Calibri), 12 pt Formatted: Font: (Default) +Body (Calibri), 12 pt Formatted: Justified, Bulleted + Level: 1 + Aligned at: 0.25" + Indent at: 0.5" Formatted: Font: (Default) +Body (Calibri), 12 pt Formatted: Justified Formatted: Justified, Bulleted + Level: 1 + Aligned at: 0.25" + Indent at: 0.5" Formatted: Font: (Default) +Body (Calibri), 12 pt Formatted: Justified Formatted: Font: (Default) +Body (Calibri), 12 pt Formatted: Font: (Default) +Body (Calibri), 12 pt Mason County Personnel Policies Page 57 8.2.2 Responsibilities. County employees shall not commit an unsafe act and/or act of violence and employees shall be responsible for reporting any unsafe act and/or act of violence in the workplace, whether or not physical injury occurs. Employees who believe an unsafe act and/or act of violence has occurred, observe, or are informed of such an act, shall immediately notify their supervisor, department head or management representative. Insofar as possible, any report o f an unsafe act and/or act of violence shall include the name of the reporting party, the date, time and place of the act; the name or identity of the person alleged to have committed the act; a description of the act; and the names of any witnesses. All employees, including managers and supervisors, are responsible for using safe work practices, for following all directives, policies and procedures, and for assisting in maintaining a safe and secure work environment. A. Employee Responsibilities: 1. Imminent Threat or Act of Violence. a. Employees shall take the following steps if a threat of violence or act of violence presents an imminent danger to safety: (1) Immediately leave the area putting as much distance between themselves and the threat as possible. (2) Tell others to leave as the area is evacuated. (3) Call 911 and report the threat/emergency as soon as it is safe. (4) Provide the 911 dispatcher with identification and the nature and location of the threat/emergency. (5) Follow all directions from law enforcement. 2. Threat or Unsafe Act. a. Employees shall take the following steps if a threat or unsafe act does not present an imminent danger to safety: (1) Notify their supervisor as soon as possible; and (2) Complete a County incident report form (Incident Report Form) which can be found on the Risk Management website. 3. Employees who obtain a protective or restraining order which lists County locations as being protected areas or which prohibits contact with the employee while at work, shall immediately advise their supervisor, department head or management representat ive and provide a copy of the granted order and a description of the person identified in the order. Formatted: Font: (Default) +Body (Calibri), 12 pt, Bold Formatted: Font: (Default) +Body (Calibri), 12 pt Formatted: Font: (Default) +Body (Calibri), 12 pt Mason County Personnel Policies Page 58 4. Report concerns about their personal safety or violations of County policy that may impact employee safety to their supervisor, manager or department head. 5. Immediately notify their supervisor, manager or department head if they have reason to believe they may become a victim of an unsafe act and/or act of violence in the workplace or where verbal threats or physical violence against the employee have been made. Under no circumstances should employees put themselves at risk in a dangerous situation. Once the situation has been secured by proper authorities, employees shall then cooperate with supervisors, investigators, law enforcement personnel and any others as they conduct follow-up reviews of the incident. B. Department heads, Managers and Supervisors’ Responsibilities: 1. Provide this policy and educational opportunities to their employees about workplace safety and violence prevention and make workplace safety and violence prevention training and education programs available to all employees. 2. Immediately notify the Human Resources Department and their appropriate management of any incidents involving unsafe acts and/or acts of violence. 3. Address employee workplace safety concerns and ensure that such concerns are investigated. Safety concerns, and any other situation where an employee has been subjected to or threatened with an unsafe act and/or an act of violence, should be reported to Human Resources 4. Take immediate steps to diffuse or mitigate any situation that has potential to escalate into an unsafe act and/or an act of violence. 5. Forward a copy of the protective or restraining order to the Human Resources Department. 6. Notify appropriate law enforcement agencies about persons who violate a granted protective or restraining order and require the violator to leave the premises immediately. C. Human Resources Department Responsibilities: 1. Assess and investigate all alleged unsafe acts and/or acts of workplace violence as may be appropriate. 2. Provide or make available appropriate training and education about workplace safety and violence prevention, how to identify potentially unsafe acts and/or violent situations, and how to deal with them. 3. Maintain confidentiality of complaints and concerns to the extent allowed by law. Mason County Personnel Policies Page 59 4. Receive and investigate all reports of unsafe acts and/or acts of workplace violence, or threats of the same, made by a County employee. 5. Recommend to the Department Head what, if any, administrative or disciplinary action should be taken when an employee is found to have committed an unsafe act and/or an act of violence. 6. Upon completion of any investigation, notify employees affected by the unsafe act and/or act of violence or threat of the same that the matter has been concluded and that appropriate action has or will be taken. 8.32 OUTSIDE EMPLOYMENT AND CONFLICTS OF INTEREST Employees shall not, directly or indirectly, engage in any outside employment or financial interest which may conflict, in the County's opinion, with the best interests of the County or interfere with the employee's ability to perform their assigned County job. Examples include, but are not limited to, outside employment which: 1. prevents the employee from being available for work beyond normal working hours, such as emergencies or peak work periods, when such availability is a regular part of the employee's job; 2. is conducted during the employee's work hours; 3. utilizes County telephones, computers, supplies, or any other resources, facilities or equipment; 4. is employment with a firm which has contracts with or does business with the County; or 5. may reasonably be perceived by members of the public as a conflict of interest or otherwise discredits public service. Employees considering or engaged in an additional job, contractual commitment or self - employment, who are concerned about a conflict of interest should discuss the matter with their Elected Official or Department Head. 8.43 REPORTING IMPROPER GOVERNMENTAL ACTION General Policy: In compliance with the Local Government Employee Whistleblower Protection Act, RCW 42.41.050, this policy is created to encourage employees to disclose in good faith, improper governmental action taken by County officials or employees without fear of retaliation. This policy also safeguards legitimate employer interests by encouraging complaints to be made first to the County, with a process provided for speedy dispute RESOLUTION. Mason County Personnel Policies Page 60 8.3.1 Key Definitions: Improper Governmental Action: any action by a County Officer or employee that is: 1. undertaken in the performance of the official's or employee's official duties, whether or not the action is within the scope of the employee's employment, and 2. in violation of any federal, state or local law or rule, is an abuse of authority, is of substantial and specific danger to the public health or safety, or is a gross waste of public funds. "iImproper governmental action" does not include personnel actions including but not limited to employee grievances, complaints, appointments, promotions, transfers, assignments, reassignments, reinstatements, restorations, reemployment, performance evaluations, reductions in pay, dismissals, suspensions, reprimands, demotions, violations of the local government collective bargaining and civil service laws, alleged labor agreement violations or any action that may be taken under Chapter 41.14 or 41.56 RCW. Retaliatory Action: means any (a) adverse change in a local governments employee's employment status, or the terms and conditions of employment including denial of adequate staff to perform duties, frequent staff changes, frequent and undesirable office changes, refusal to assign meaningful work, unwarranted and unsubstantiated letters of reprimand or unsatisfactory performance evaluations, demotion, transfer , reass ignment, reduction in pay, denial of promotion, suspension, dismissal or any other disciplinary actions; or (b) hostile actions by other employees toward a local government employee that were encouraged by a supervisor or senior manager or official. Emergency: a circumstance that if not immediately changed may cause damage to persons or property. 8.3.2 Procedure for Reporting Improper Government Action: County employees who become aware of improper governmental action shall follow this procedure: 1. Bring the matter to the attention of the Board of County Commissioners or the Prosecuting Attorney, preferably in writing, stating in detail the basis for the employee's belief that an improper action has occurred. This shall be done as soon as the employee becomes aware of the improper action. 2. The Board of County Commissioners or the Prosecuting Attorney, or their designee, shall respond to the report of improper government action, within thirty (30) days of the employee's report. The employee shall be advised of the County's response. Mason County Personnel Policies Page 61 3. The identity of a reporting employee shall be kept confidential to the extent possible under the law, unless the employee authorizes the disclosure of their identity in writing. An employee who fails to make a good faith effort to follow this policy shall not be entitled to the protection of this policy against retaliation, pursuant to RCW 42.41.030. In the case of an emergency, where the employee believes that damage to persons or property may result if action is not taken immediately, the employee may bypass the above procedure and report the improper action directly to the appropriate government agency responsible fo r investigating the improper action. Employees may report information about improper governmental action directly to an outside agency if the employee reasonably believes that an adequate investigation was not undertaken by the County to determine whether an improper government action occurred, or that insufficient action was taken by the County to address the improper action or that for other reasons the improper action is likely to recur. Protection Against Retaliation: It is unlawful for a local governme nt to take retaliatory action because an employee, in good faith, provided information that improper government action occurred. Employees who believe they have been retaliated against for reporting an improper government action shall follow this procedure: 8.3.3 Procedure for Seeking Relief Against Retaliation: 1. Employees shall provide a written complaint to the Board of County Commissioners within thirty (30) days of the occurrence of the alleged retaliatory action. a. The written charge shall specify the alleged retaliatory action; and b. Specifies the relief requested. 2. The Board of County Commissioners or their designee shall respond in writing within thirty (30) days of receipt of the written charge. 3. After receiving the County's response, the employee may request a hearing before a state administrative law judge to establish that a retaliatory action occurred and to obtain appropriate relief under the law. The request for hearing must be delivered within the earlier of either fifteen (15) days of receipt of the County's response to the charge of retaliatory action or forty-five (45) days of receipt of the charge of retaliation to the Board of County Commissioners for response. 4. Within five (5) working days of receipt of a request for hearing the County shall apply to the State Office of Administrative Hearing's for an adjudicative proceeding before an administrative law judge. At the hearing, the employee must prove that a retaliatory action occurred by a preponderance of the evidence in the hearing. The administrative Mason County Personnel Policies Page 62 law judge shall issue a final decision not later than forty -five (45) days after the date of the request for hearing, unless an extension is granted. 5. The final decision of the administrative law judge is subject to judicial review under the arbitrary and capricious standard. Relief ordered by the administrative law judge may be enforced by petition to superior court. 8.3.4 Policy Implementation: The Board of County Commissioners is Commissioners are responsible for implementing these policies and procedures. This includes posting the policy on County bulletin boards, making the policy available to any employee upon request, and providing the policy to all newly hired employees. Officers, managers and supervisors are responsible for ensuring the procedures are fully implemented within their areas of responsibility. 8.3.5 Prohibition on intimidation of whistleblower – Nondisclosure of protected information: County Elected Officials or employees may not use their official authority or influence, directly or indirectly to threaten, intimidate, or coerce an employee for the purpose of interfering with that employee’s right to disclose information concerning an improper governmental action in accordance with the provisions of this policy. [PER RESOLUTION 27-16, 5/24/2016] 8.4 POLITICAL ACTIVITIES County employees may participate in political or partisan activities of their choosing provided that County resources and property are not utilized, and the activity does not adversely affect the responsibilities of the employees in their positions . eEmployees may not campaign on County time or in a County uniform or while representing the County in any way. Any County employee who meets with or may be observed by the public or otherwise represents the County to the public, while performing their regular duties, may not wear or display any button, badge or sticker relevant to any candidate or ballot issue dur ing working hours. Employees shall not solicit, on County property or County time, for a contribution for a partisan political cause. 8.5 NO SMOKING POLICY For health and safety considerations, the County prohibits smoking and vaping by employees on all County-owned, leased, or operated and all county property is designated as non-smoking and vaping free areas. Smoking and vaping is prohibited in all buildings and vehicles owned or leased by the County are offices or other facilities rented or leased by the County. Mason County Personnel Policies Page 63 8.5.1 Definitions Public Areas: The term “public area” is defined for the purpose of the No Smoking Policy , but not limited to: all hallways, conference rooms, elevators, restrooms, lobbies, stairwells, reception areas, and any other areas which are: (1) open to the public, or (2) areas which employees are required to pass through during the course of employment. Smoking: The term “smoke” or “smoking” is defined for the purpose of the No Smok ing Policy, but not limited to; the carrying or smoking of any kind of lighted cigarettes, pipes, cigars, chewing of tobacco, vaping and the use of e-cigarettes, or any other lighted smoking equipment. Vape: The term “vape” or “vaping” is defined for the purpose of this chapter as inhaling or exhaling the vapor produced by any noncombustible product that may contain nicotine or a marijuana product and that employs a heating element, power source, electronic circuit, or other electronic, chemical, or mechanical means, regardless of shape or size, that can be used to produce vapor or aerosol from a solution or other substance including any electronic cigarette, electronic cigar, electronic cigarillo, electronic pipe, or similar product or device. County Property: The term “Ccounty property” is defined as the grounds and parking lots surrounding county buildings and all Ccounty parks. County property does not include: (1) Private vehicles and residences unless otherwise required by individual or group contracts with the Ccounty; (2) County roads; (3) Any person passing by or through Ccounty property while on a public sidewalk or public right-of-way has not intentionally violated th is chapter. 8.5.2 No smoking signs and removal of ashtrays: The Facilities Department shall post and maintain no-smoking and no-vaping signs in all public areas and county property as defined herein, and remove ashtrays from those public areas. Pursuant to RCW Chapter 70.160.070 – Intentional Violators, any person intentionally violating this policy by smoking or vaping in a public place, place of employment or within twenty-five feet of doors, windows that open and ventilation intakes or any person removing, defacing or destroying a sign required by this policy is subject to a civil fine of up to one hundred dollars. The Ccounty Ssheriff’s Ddepartment shall enforce this policy by issuing a notice of civil infraction to be assessed in the same manner as traffic infractions. All Ccounty employees shall be encouraged to help educate the public about the non -smoking and vaping policy by reminding violators not to smoke or vape on the property and by adding the Mason County Personnel Policies Page 64 policy to all use agreements and event publications. Violators, who refuse to comply with the smoking and vaping policy, may be asked to leave the Ccounty property. The appropriate department director Department Head or Eelected Oofficial shall be responsible for educating employees about the non -smoking policy and shall resolve intentional employee violations of the policy through disciplinary action. Interpretation of this chapter shall be in a manner that is consistent with RCW Chapter 70.160 Washington Clean Indoor Air Act, prohibiting smoking in all public places and places of employment. [PER ORDINANCE 91-06, 8/22/2006] [PER ORDINANCE 20-01, 1/7/2020] 8.6 PERSONAL POSSESSIONS AND ELECTRONIC COMMUNICATIONS The County furnishes desks, closets, and/or lockers for security of employee coats, purses, and other personal possessions. Desks, closets, lockers, cabinets and furniture are Ccounty property for the purpose of C-county operations. The County also furnishes computers, voice mail, facsimile (fax) communications, electronic mail (E-Mail), data and file transfers using electronic means and Internet access for use in conducting County business only. Because these systems are for County business, none of the communications or information transmitted or stored on these systems is private and may be reviewed by the County and otherwise may be subject to public disclosure. County electronic communic ations systems are not for personal use. (See RESOLUTION No. 129-04 attached as Appendix A for further information on the Mason County Electronic Information Acceptable Use Policy.) [PER RESOLUTION 130-04, 12/21/2004] 8.7 USE OF COUNTY EQUIPMENT Use of County phones for local personal phone calls should be kept to a minimum; long distance personal use must be approved in advance by the Elected Official or Department Head. Other County equipment, includingintruding vehicles, should be used by employees for County business only. An employees' misuse of County services, telephones, vehicles, equipment or supplies can result in disciplinary action including termination. 8.8 BULLETIN BOARDS Information of special interest to all employees is posted regularly on the County bulletin boards. Employees may not post any information on these bulletin boards without the authorization of Mason County Personnel Policies Page 65 their Elected Official or Department Head. Legally required notices shall not be covered or obscured by other materials on any bulletin board. 8.9 CONTACT WITH THE NEWS MEDIA The Board of County Commissioners, Elected Officials or Department Heads authorized by the Board shallBoard shall be responsible for all official contacts with the news media, including answering of questions from the media. They may designate specific employees to give out procedural, factual, or historical information on particular subjects. Employees not designated should refer media personnel to an appropriate spokesperson. 8.10 SOLICITATIONS Most forms of selling and solicitations are inappropriate in the workplace. They can be an intrusion on employees and citizens and may present a risk to employee safety or to the security of County or employee property. The following limitations apply: 1. Persons not employed by us the County may not solicit, survey, petition, or distribute literature on our premises at any time. This includes persons soliciting for charities, salespersons, questionnaire surveyors, or any other solicitor or distributor. Exceptions to this rule may be made in special circumstances where the County determines that an exception would serve the best interests of the organization and our employees. An example of an exception might be the United Way campaign or a similar, community - based fund raising effort. 2. Employees may not solicit for any purpose during work time. Reasonable forms of solicitation are permitted during non -work time, such as before or after work, or during meal breaks, and/or break periods. Soliciting employees who are on non -work time may not solicit other employees who are on work time. Employees may not distribute literature for any purpose during work time or in work areas. The employee lunchrooms are considered a non-work area under this policy. 8.11 SAFETY Every employee is responsible for maintaining a safe work environment and following the County's safety rules. Each employee shall promptly report all unsafe or potentially hazardous conditions to their Elected Official or Department Head. The County will make every effort to remedy problems as quickly as possible. In case of an accident involving a personal injury, regardless of how serious, employees shall immediately notify their supervisor and complete an accident/incident report. Commented [MR35]: Specific direction to employees not designated as media personnel Mason County Personnel Policies Page 66 Employee safety depends on the safety consciousness of everyone. In order to facilitate a safe work environment, employees may not bring dangerous weapons to the workplace. This includes, but is not limited to, weapons for which employees have a valid permit. The only exception to this rule involves law enforcement positions for which the job regimes possession of dangerous weapons. Employees should consult the County's Safety Policy and Accident Prevention Program for additional details concerning safety. 8.12 SUBSTANCE ABUSE The County's philosophy on substance abuse has two focuses: (1) a concern for the well-being of the employee and (2) a concern for the safety of other employees and members of the public. Availability of Rehabilitation or Treatment: As part of our Eemployee Aassistance Pprogram, we encourage employees who are concerned about their alcohol or drug use to seek counseling, treatment and rehabilitation. Although the decision to seek diagnosis and accept treatment is completely voluntary, the County is fully committed to helping employees who voluntarily come forward overcome substance abuse problems. In most cases, the expense of treatment may be fully or partially covered by the County's benefit program. Ple ase contact the our EAP or Human Resources for more information. Employees who seek advice or treatment will not be subject to retaliation or discrimination. Substance Abuse Policy for Operators of Commercial Motor Vehicles: County employees who hold Ccommercial Ddriver’s Llicenses ("CDLs") and who operate commercial motor vehicles (vehicles (CMV) while employed by the County are subject to additional rules and regulations imposed by the federal government. These regulations require urine drug testing and alcohol breath testing in the following circumstances: 1. pre-employment; 2. reasonable suspicion; 3. post-accident; 4. return to duty testing; 5. random testing. CDL holders who test positive must be removed from service and are subject to discipline, up to and including termination. CDL holders should consult the County's DrugCounty’s Drug Free Workplace and Alcohol Policy for policy for additional details concerning these rules. Drug-Free Workplace: The manufacturing, distribution, dispensation, possession and use of unlawful or alcohol on County premises or during work hours by County employees is strictly Mason County Personnel Policies Page 67 prohibited. Employees also must notify the County within five (5) days of any conviction for a drug violation in the workplace Employees should consult the Drug-Free Work Place Policy for additional details on this subject 8.13 DRUG FREE WORKPLACE Mason County is committed to protecting the health, safety and well-being of its employees. Recognizing that drug and alcohol use and abuse can pose a serious threat to these goals, Mason County is committed to providing a drug and alcohol-free workplace for all of its employees. This policy is in accordance with Chapter 296 -800 of the State Administrative Code (WAC) and with the federal Drug Free Workplace Act. This policy applies to all employees of Mason County. Employees who are required to maintain a commercial driver’s license (CDL) are also subject to Mason County’s Drug and Alcohol Policy for DOT Regulated Employees. 8.13.1 Policy Mason County strictly prohibits the following in the workplace, on County property (including in County vehicles) or on work time: • the use, sale, distribution, dispensation, manufacture or possession of alcohol or drugs (including marijuana and other drugs included in Schedule I or II of the federal Controlled Substances Act) or drug paraphernalia; • the unauthorized use or distribution of prescription drugs; • the use of any legally obtained drug (prescriptions or over -the-counter medications) when such use may adversely affect an employee’s job performance, their safety of the safety of others, or any combination thereof; • reporting to work or working while under the influence of alcohol or drugs (including marijuana and other drugs included in Schedule I or II of the federal Controlled Substances Act). An employee will be deemed under the influence of a drug if the employee tests positive following a test conducted in accordance with this policy or when the employee acknowledges impairment. 8.13.2 Prescription Medication The possession and use of medically prescribed or over-the-counter drugs during work hours is permissible, subject to certain conditions. The employee shall have no obligation to inform Mason County of such use unless, according to a warning notice or the input of a physician or pharmacist, the drug may cause a possible impairment that could prevent the employee from performing their job safely or effectively. In such cases, the employee should notify their supervisor or Human Resources so that a determination can be made as to whether it is in the best interests of Mason County and the employee to work, not work or be reassigned during the period medication is used. Medical information will be handled in a confidential manner . Commented [MR36]: New policy as recommended by Risk Pool Formatted: Font: 12 pt Formatted: Justified Formatted: Font: 12 pt Formatted: Font: 12 pt, Not Bold Formatted: Font: 12 pt Formatted: Font: Bold Formatted: Font: 12 pt Mason County Personnel Policies Page 68 8.13.3 Marijuana While Washington State Initiative 502 decriminalizes adult marijuana use and Washington State Law (RCW 69.51.A) authorizes medical marijuana use, the Controlled Substances Act does not authorize the use of Schedule 1 drugs, including marijuana for any reas on. Mason County will not accept marijuana use as a valid medical explanation for an employee’s drug test result. 8.13.4 Workplace Drug Related Convictions The Drug Free Workplace Act of 1988 requires employees, as a condition of employment, to report any criminal convictions of drug-related activity in the workplace to Mason County no later than five (5) days following a conviction. Any such report should be directed to the immediate supervisor or Human Resources. Employees convicted of workplace drug -related crimes may be subject to discipline up to and including termination. 8.13. 5 Drug and Alcohol Testing Mason County asserts its right to test employees or applicants for alcohol and/or controlled substances to the extent allowed by law. All information received by the employer through the program is confidential. Mason County reserves the right to test for drugs and/or alcohol as defined below: 8.13.5.1 Reasonable Suspicion – Reasonable suspicion is based on specific observations that a Mason County Human Resource representative or a trained supervisor can describe and document (using an approved form) regarding an employee’s appearance, behavior, speech, breath odor, etc. Mason County will provide a supervisor training program to help supervisors recognize an employee with possible alcohol and/or drug problems. This program will train supervisors how to recognize specific performance or behavior criteria related to substance abuse and how to refer employees for assistance. 8.13.5.2 Post-accident – An employee involved in an accident that causes one or more of the following is subject to testing: 1. fatality 2. bodily injury to any person who, as a result of the accident, immediately receives medical treatment away from the scene of the accident; or 3. the driver receives a citation for a moving violation and one or more motor vehicles incur disabling damage as a result of the accident which require the motor vehicle(s) to be transported away from the scene by a tow truck or other motor vehicle. Formatted: Font: Bold Formatted: Font: 12 pt, Bold Formatted: Justified, No bullets or numbering Formatted: Font: 12 pt Formatted: Justified Formatted: Font: Bold Formatted: Font: Bold Formatted: Justified, Don't add space between paragraphs of the same style Formatted: Font: 12 pt Formatted: Justified Formatted: Font: Bold Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt Mason County Personnel Policies Page 69 8.13.5.3 Follow-Up – Except for unusual circumstances agreed to by the parties, an employee who is referred to the Employee Assistance Program related to alcohol misuse and/or use of drugs is subject to unannounced follow -up testing for a period not to exceed 12 months once returned to duty. The number and frequency of follow-up testing will be determined by Human Resources, but will not be less than six tests in the first 12 months following the employee’s return to duty. Mason County will follow the collection and drug testing guidelines and standards issued by the U.S. Department of Health and Human Services and the U.S. Department of Transportation (DOT). 8.13.6 Test Administration Upon identifying an event that requires testing (post-accident or reasonable suspicion), the employee will be transported by a Mason County trained supervisor to a clinic or authorized collection site with a Custody and Control Form and photo identification within a reasonable amount of time of notification. Samples will be collected by personnel who have met DOT collector training requirements as specified by U.S. Department of Transportation (DOT) Regulations 49 CFR Part 40. Collectors will follow standard DOT collection procedures and use a chain of custody form. A split sample collection is required. All negative results will be reported by an authorized SAMHSA -certified lab directly to Mason County. All results reported from the laboratory as positive, invalid, substituted or adulterated results will be reported to the MRO for review. The MRO will contact the employee by telephone to give that individual an opportunity to provide a valid medical explanation for the positive result. If the MRO accepts the employee’s explanation and/or documentation as a valid, medically acceptable explanation, the result may be deemed “negative” and reported to Human Resources as such. All results for which the MRO determines that there is no valid, acceptable medical explanation will be deemed a “confirmed positive” and reported to Human Resou rces as a failed test. The MRO may require a re-collection under direct observation in the event of some invalid results. 8.13.7 Outcomes An employee’s refusal to do any of the following when required is considered non -compliance and may result in disciplinary action, up to and including termination of employment: 1. Take a drug or alcohol test. Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Justified, No bullets or numbering Formatted: Justified Formatted: Justified, No bullets or numbering Formatted: Justified Formatted: Justified, No bullets or numbering Formatted: Justified Formatted: Justified, No bullets or numbering Formatted: Justified Formatted: Font: 12 pt Mason County Personnel Policies Page 70 2. Appear for testing. 3. Accept the EAP recommendations when required to use the EAP because of a positive drug or alcohol test or due to violating a Mason County r ule pertaining to drugs or alcohol. 4. Comply with the conditions of the Last Chance Agreement. First verified positive test: An employee may be terminated solely for a first-time confirmed positive drug or breath alcohol test. However, if not terminated, the employee will be given an opportunity for job retention through a Last Chance Agreement. This policy does not prohibit an employee from being terminated for reasons other than a confirmed positive test result. The availability of a Last Chance Agreement in a given situation, as well as the specific terms of that agreement, shall be subject to the Mason County’s discretion and approval. Employees who are offered a Last Chance Agreement in lieu of termination for a violation of this policy will be required to use the EAP and/or successfully complete a county-approved treatment program as a condition of continued employment. Second verified positive test: If an employee has a confirmed positive drug screen or positive alcohol test for a second time, the employee will be terminated immediately. 8.13.8 County Responsibilities Supervisor Training: Mason County will provide a supervisor training program to help supervisors recognize an employee with possible alcohol and/or drug problems. This program will train supervisors how to recognize specific performance or behavior criteria related to substance abuse and how to refer employees for assistance. Employee Education: Mason County will provide alcohol and drug awareness information for all employees. This will include the Mason County policy on alcohol and drug abuse; the dangers of alcohol and drug abuse; and treatment and counseling services available through the Employee Assistance Program. Employee Assistance Program: Mason County maintains an Employee Assistance Program (EAP). Employees may also have access to professional services through Mason County’s health insurance plans to aid them with any alcohol or drug problems. Employees are strongly encouraged to seek help to address their drug or alcohol problems before such issu es affect their performance or result in a positive drug or alcohol test. Seeking assistance after an employee has tested positive or demonstrated performance issues will not allow the employee to avoid the disciplinary consequences of his/her behavior. Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt, Bold Mason County Personnel Policies Page 71 8.143 USING POSITION FOR PERSONAL GAIN No County employee will use their position with Mason County for personal gain from any source. Personal gain is receiving any money, item or benefit for personal use, which is not available to the general public. Exception: Nominal value items ($10.00 or less) with company logos, given for advertising purposes such as samples, pens, calendars, coffee cups and ball caps are acceptable. Requesting, or knowingly accepting, discounts on purchases, tickets, meals, travel, clothing, etc., for personal use is not acceptable. Threats or promises of future business or lack of future business with the County to influence personal business will be referred to the Prosecuting Attorney. [PER RESOLUTION 95-04, 10/26/04] Mason County Personnel Policies Page 72 CHAPTER 9 LAYOFF AND RESIGNATIONSEPARATION 9.1 LAYOFF The County may lay off employees for lack of work, budgetary restrictions, reorganization or other changes that have taken place. In determining who is to be laid off, consideration will usually be given to individual performance and the qualifications required for remaining jobs. Seniority will be considered when performance and qualifications are equal, as determined by the County. Employees who are laid off may be eligible to be re-employed for up to one (1) year after layoff, if a vacancy occurs in a position for which they are qualified. 9.2 RESIGNATION An employee should provide two (2) weeks written notice of resignation to resign in good standing. Management is requested to give at least 30 days’ notice. Employee requests to change their separation date must be approved by the Department Head and the Hu man Resources Director. . This time limit may be waived by the employee's Elected Official or Department Head (if retiring see 6.1). 9.3 RETIREMENT Employees should provide six (6) months) written notice of resignation. Employee requests to change their retirement date must be approved by the Department Head and the Human Resources Director. See also section 6.1 for benefits information associated with Retirement. 9.4 OFFBOARDING Employees separating from the organization shall undergo an offboarding process to mitigate risk and recover assets. An employee placed on paid/unpaid administrative leave or who is out for an extended period of time on Federal Medical Leave may be subject to all or parts of the offboarding process. See also: Upon separation from employment, the Department Head or designee is responsible for offboarding an employee using the County Offboarding Checklist. Additional items may be necessary based on department. Offboarding should occur the employee’s last physical day at their work station. Commented [MR37]: Updates to best HR practice, language, etc. Giving managers tools to offboard appropriately. Formatted: Font: Bold Formatted: Font: Bold Commented [MR38]: Link to checklist Formatted: Font: (Default) +Body (Calibri), 12 pt Formatted: List Paragraph, Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 0.25" + Indent at: 0.5" Mason County Personnel Policies Page 73 CHAPTER 10 COMPLAINT PROCEDURES 10.1 COMPLAINT PROCEDURES The County recognizes that sometimes situations arise in which employees feel that they have not been treated in accordance with County policies. For this reason, the County provides its employees with procedures for resolving complaints. Step 1: Employees should first tryattempt to resolve any problem or complaint with their supervisor. Step 2: When normal communication between an employee and the supervisor is not successful, or when an employee disagrees with the application of County policies and procedures, the employee should attempt to resolve the problem with their Elected Official or Department Head. The Elected Official or Department Head will usually respond to the employee in writing within five (5) days after meeting with them, if possible. Step 3: If the employee is not satisfied with the response in Step 2 above, the employee may submit the problem, in writing,, using the County Complaint Form to the Board of County Commissioners or their designee and Human Resources. The written complaint must contain, at a minimum: 1. A description of the problem; 2. A specific policy or procedure which the employee believes has been violated or misapplied; 3. The date of the circumstances leading to the complaint or the date when the employee first became aware of those circumstances; 4. The remedy sought by the employee to resolve the complaint. The written complaintform must be filed within ten (10) working days of receiving a response from Step 2 above. The Board of County Commissioners or their designee and Human Resources may meet with the parties, either individually or together, and will usually respond in writing to the aggrieved employeecomplainant within ten (10) days of the meeting. The response and decision shall be final and binding. Certain employees may have more than one source of dispute RESOLUTION rights, i.e., the County's Civil Service rules, a collective bargaining agreement, etc.if any, and this complaint process. Employees represented by a bargaining unit or who are covered under civil service rules Formatted: Normal, No bullets or numbering Commented [MR39]: All info is on the Complaint Form Mason County Personnel Policies Page 74 should follow grievance procedures set out in their respective labor contracts or civil service rules, where applicable. In all other cases, the procedures described in this section shall be used. Under no circumstances shall an employee have the right to utilize both this process and any other complaint or appeal procedure that may be available to an employee. Mason County Personnel Policies Page 75 CHAPTER 11 EDUCATIONAL ASSISTANCE 11.1 INTRODUCTION If budgetary considerations permit, theMason County may reimburse full-time regular employees for education costs for courses approved by the respectivetheir Elected Official or Department HeadDepartment HeadDirector. Approval for reimbursement will be dependent upon the course and its relevance to the employee's current position. Approval must be obtained prior to commencement of each course per semester. Attendance at all course offerings will be outside the employee's regular duty schedule. 11.2 OBJECTIVE The objective of this policy is to assist employees in furthering their education in an effort to enhance current skills for the benefit of the County and the general public. 11.3 PROCEDURES: 1. Educational assistance will be authorized only when the budget of the Office or Department contains sufficient funds to support this policy AND the course of study will be of benefit to the Office or Department. Access to educational assistance will be solely determined by the Elected Official or Department Head, as appropriate. 1.2. Approval will be sought using the Educational Assistance Request form. 2.3. If approved, reimbursement for coursework relevant to the employee's current position is subject to the limitations in paragraphs 8 and 9, below. Approval of a course of study by the Elected Official or the Department Head Director is required prior to approval of the courses required in that course of study. Accordingly, the Elected Official or Department DirectorDepartment Head will review employee applications for educational assistance on a course-by-course basis. 3.4. All relevant bachelor's degrees and associate's degrees, assuming that the employee does not already have a bachelor's or associate's degree, may, upon approval of the Elected Official or Department Head, be reimbursed subject to the limitations in paragraphs 8 and 9, below. This would apply re gardless of the position the employee holds. 4.5. Certificates or continuing education units (CEU) required for continued certification may be reimbursed at 100 percent. 5.6. A second degree directly relevant to the employee's current position as determined by the Elected Official or Department DirectorDepartment Head to be in the best interests of the County may be reimbursed subject to the limitations in paragraphs 8 and 9, below, only if: 1) the first degree is not directly applicable to the employee's Commented [MR40]: Link form Mason County Personnel Policies Page 76 position; or, 2) it is an advanced degree in a field of study relevant to the employee's current position. 6.7. There is no limit to the number of credit hours eligible for reimbursement per semester/quarter. Employees are encouraged to be prudent in the selection of the number of courses attempted each semester. Employees must be in paid status when reimbursement is sought. For the purpose of this policy, paid status is defined as working the employee's regular schedule or on approved vacation leave. 7.8. Employees must satisfactorily complete the course work to be considered for reimbursement. Satisfactory completion is defined as award of a grade of "C" or higher, or the equivalent, in the coursework for which reimbursement is sought. 8.9. Reimbursement will be up toset by the current, tuitionlowest tuition rates at either the University of Washington or Washington State University, whichever institution offers the course of instruction concerned. If both Universities offer the course of instruction, the reimbursement rate will up to the lower rate of the two universities. This rate will apply to courses of instruction at private universities, correspondence programs or other high cost programs. 9. All required fees may be reimbursed at the designated approval percentage. Books, l ab and building use fees will be reimbursed at 50 percent, regardless of the course of study. 10. Initial approval of a course of study does not obligate the County to future/continued approval of courses in that course of study. Course approvals are only valid for the course and semester/quarter given. Mason County Personnel Policies Page 77 CHAPTER 12 NON-DISCRIMINATION & HARASSMENT POLICYEQUAL EMPLOYMENT OPPORTUNITY 12.1 PURPOSE The purpose of this policy is to provide guidelines to Eelected Oofficials, Ddepartment Hheads, employees, volunteers, and members of the public to ensure equal access to County services and employment opportunities regardless of a person's sex, race, national origin, religion, age, disability, marital status, creed, political belief, sexual orientation, veteran's status,race, color, creed, national origin, gender, gender identity, sexual orientation, religion, age, veteran’s status, HIV status, genetic information, families with children, sensory, mental or physical disability, or any other protected status class under federal or state statute. Additionally, the policy provides guidelines for identifying, reporting, and resolving claims of discrimination or related retaliation. This policy supersedes all previous non-discrimination and sexual harassment policies issued by Mason County. 12.2 NONDISCRIMINATIONPOLICY The Board of Mason County Commissioners shall demonstrate its commitment to non- discrimination and equal opportunity by making available this Non-Discrimination & Harassment Policy to recruiting sources, organizations representing protected groups, vendors, suppliers, contractors, community-based organizations, service organizations, community leaders, secondary and postsecondary schools, and other governments. The policy will be distributed on a continuing basis as appropriate individuals and entities are identified.It is the policy of Mason County that no person shall be subjected to employment discrimination based upon their race, color, creed, national origin, gender, gender identity, sexual orientation, religion, age, veteran’s status, HIV status, genetic information, families with children, sensory, mental or physical disability, or any other protected class under federal or state statute. No individual shall be subjected to retaliation because they have exercised a right protected under the law such as submitting, assisting with, participating in the resolution or investigation of, a complaint of discrimination or harassment. Any form of retaliation is prohibited, will not be tolerated, and is subject to disciplinary action up to and including termination of employment. The County will incorporate appropriate non-discrimination language in all its contracts and collective bargaining agreements. The words "Equal Opportunity Employer" will be included on employment applications and recruitment materials. To further promote the Board of County Commissioners' commitment to non-discrimination, the County will conduct periodic meetings training with executive, management, and supervisory personnel to explain the intent of theon the Nnon-Ddiscrimination & Harassment Ppolicyies and to clarify management and employee's responsibilitiesy for effective implementation. Commented [MR41]: Update language an include additional protected classes Formatted: Right: 0.25", Space Before: 0 pt Mason County Personnel Policies Page 78 Revised 12/2011 This Non-Discrimination & Harassment Policy will be distributed and reviewed in new employee orientation. sessions. 12.3 POLICYPROHIBITION OF DISCRIMINATION, HARASSMENT, AND RETALIATION Mason County is committed to a workplace that is free from unlawful discrimination, harassment, and retaliation. Discrimination, harassment, and retaliation are strictly prohibited. The County takes cComplaints of discrimination, harassment, and retaliation are taken seriously and will be investigated and resolved such complaints in a timely manner. 12.3.1 Definitions A. Discrimination. Mason County is committed to a workplace that is free from unlawful discrimination. The County prohibits discrimination against Eelected Oofficials, employees, andemployees, and volunteers based on race, color, creed, religion, national origin, ethnicity, age, sex, marital status, veteran status, sexual orientation, and disability (known or perceived), or any other protected class under federal or state statute. Employees who engage in discrimination will be subject to disciplinary action, up to and including termination of employment. B. Harassment. Mason County prohibits harassment and is committed to providing a workplace that is free from such harassment. Harassment is a form of discrimination that is unwelcome verbal or physical conduct directed toward or relating to a person on the basis of the person's race, color, creed, religion, national origin, ethnicity, age, sex, marital status, veteran's status, sexual orientation, or disability (known or perceived), where the conduct is sufficiently pervasive or severe as to alter the terms and conditions of employment. Such conduct can take many forms, including unwelcome slurs, comments, joking, touching, innuen do, gestures, display or transmission of materials, and other similar conduct. Employees who engage in harassment will be subject to disciplinary action, up to and including termination of employment. Sexual Harassment. Mason County prohibits sSexual harassment, which is a type of harassment that consists of unwelcome verbal or physical conduct directed toward or relating to a person because of their gender that is sufficiently pervasive or severe as to alter the terms or conditions of employment. Such conduct can take many forms including unwelcome slurs, comments, joking, touching innuendo, repeated request for dates, display or transmission of materials, gestures, compliments, and other similar conduct. Sexual harassment also includes unwelcome conduct based on an individual's gender where submission to the conduct or rejection of the conduct is used as a basis for employment decisions regarding the individual. Employees who engage in sexual harassment will be subject to disciplinary action, up to and including termination of employment. C. D. Retaliation. Mason County prohibits any aAdverse employment action against Formatted: Font: (Default) Calibri, 12 pt Formatted: Heading 3, Left, Right: 0" Formatted: Font: 12 pt Formatted: Font: Bold, No underline, Font color: Accent 1 Formatted: Font color: Accent 1 Formatted: List Paragraph, Indent: Left: 0.31", First line: 0", Right: 0", Space Before: 6 pt, Tab stops: 5.91", Right Formatted: Font: Bold, No underline, Font color: Accent 1 Formatted: Space After: 10 pt, No bullets or numbering, Tab stops: Not at 0.45" Formatted: Font: Bold, No underline Formatted: Font: Bold, No underline, Font color: Accent 1 Formatted: Indent: Left: 0.06", Space Before: 0 pt, After: 10 pt, No bullets or numbering, Tab stops: Not at 0.45" Formatted: Font color: Accent 1 Formatted: Font: Bold, No underline, Font color: Accent 1 Mason County Personnel Policies Page 79 employees for complaining in good faith of discrimination, harassment or retaliation, or for assisting or participating in an investigation of such complaints. Employees who engage in retaliation will be subject to disciplinary action, up to and including termination. 12.4 EQUAL OPPORTUNITY FOR PERSONSEMPLOYMENT OF PERSONS WITH DISABILITIES It is the policy of Mason County to guarantee equal opportunity to persons with disabilities to participate in and enjoy the benefits of County services, programs and activities, and to allow disabled employees a bias-free work environment. The County, upon request, will provide reasonable accommodation in compliance with the Americans with Disabilities Act (ADA) and the Americans with Disabilities Act Amendment Act (ADAAA). Mason County is committed to providing accessible facilities for public meetings and general public use. Services will be provided for County sponsored activities if such can be made available without undue hardship to the County. Upon receiving a request for services, the preference of the person with a disability will be given primary consideration. Mason County is committed to providing equal opportunities for current and potential County employees with disabilities. Every reasonable effort will be made to create an accessible work environment to the extent possible without undue hardship to the County. Judgements concerning the reasonableness of providing an accommodation shall be made by the County on a case by case basis. It is the County’s responsibility to determin e if a proposed accommodation is effective and reasonable. Employment practices will be administered to allow a person with a disability to participate at the same level as a person without a disability. Mason County is committed to providing equal opportunity for persons with disabilities seeking employment with the County or appointment to County boards and commissions. Every reasonable effort will be made to create an accessible hiring or selection process and a working environment for board and commission members that will allow a person with a disability to participate at the same level as a person without a disability. Board and commission meetings will be held in accessible locations. It is the responsibility of the person with the disability to disclose the existence of the disability if reasonable accommodation is to be requested. 12.5 EMPLOYEE RESPONSIBILITIES Each employee is responsible for supporting and adhering to this policy. It is the responsibility of all County employees to bring instances of inappropriate behavior to the attention of management. This includes employees who believe they are the recipient of discriminatory behavior as well as Commented [MR42]: Make ADA new section – include service animals from municode Commented [MR43]: Move out of personnel policy – is about the public. Commented [MR44]: Put in recruiting Commented [MR45]: Move out of personnel policy – refers to public Mason County Personnel Policies Page 80 those who believe they have witnessed such behavior directed at another employee. Employees should never tolerate inappropriate or harassing behavior. If possible, they should make their feelings known to the offending employee. Whether they confront the harasser or not, employees must promptly report any offending behavior to their Ddepartment Hhead or, Eelected Oofficial, or to the County Human Resources Department. Employees are strongly encouraged to report concerns about discrimination or harassment before behaviors become severe or pervasive. This will assist the County in its efforts to stop discrimination or harassment before it rises to the level of a violation of anti-discrimination laws. 12.6 SUPERVISOR / MANAGER RESPONSIBILITIES When a supervisor, manager, department head or elected official suspects or has reason to believe that discriminatory behavior has occurred, they shall immediately notify the Manager Director of Human Resources or the Office of the Prosecuting Attorney and report the incident. 12.7 COUNTY RESPONSIBILITIES County Management representatives will promptly and thoroughly investigate all reports of discrimination or harassment. Complaints against either the Human Resources Department or the Prosecuting Attorney's Office will be investigated by a non-county agency. Complaints of discrimination and harassment will be handled with sensitivity, discretion, and confidentiality to the extent allowed by the circumstances and the law. If the County concludes that a violation of this policy occurred, prompt and effective remedial action will be taken. This may include disciplinary action and/or other actions needed to remedy the effects of the discrimination and prevent further incidents. 12.8 COMPLAINT PROCEDURE Mason County is committed to maintaining a work environment free from bullying, discrimination, or sexual harassment. As such, Mason County shall strictly enforce this policy against unlawful discrimination, including sexual harassment, and encourages those who feel aggrieved to seek assistance as outlined in this policy. Persons Employees who feel that they may have been bullied, discriminated against or sexually harassed, or are aware of actions against another person that may be in violation of this policy, shall immediately contact either their immediate supervisor, their department official, or the Human Resources Department. Complaints should be submitted in writing using the Mason County Internal Discrimination Complaint Form., a copy of which must be submitted to the Human Resources Department. Commented [MR46]: Redundant language Commented [MR47]: Insert link to the form Mason County Personnel Policies Page 81 If the complaint is reported to the employee's supervisor or department official, that individual may investigate the complaint or may request that thethey will notify the Human Resources Department to perform the investigation. Any person may file a complaint under this policy when the person believes: • They have been the target of discrimination or harassment (including bullying); • They have personal and first-hand knowledge of behavior believed to be in violation of this policy; or • They have been retaliated against for having reported behavior believed to be in violation of this policy. The complaint must be filed within 180 days of the alleged violation of this policy. The complaint should include a description of the alleged violation, the date it occurred, and the name, signature, address and phone number of the person filing the complaint. The complaint must include sufficient information to allow for investigation into the allegations. In addition to filing a complaint with Mason County, an individual may file a written complaint within 180 days of the alleged violation with the Washington State Human Rights Commission and/or the Equal Employment Opportunity Commission. Employees are encouraged to exhaust administrative remedies outlined in this policy before outside agencies are consulted. The use of the County's internal discrimination complaint procedure is not a prerequisite to the pursuit of such statutory remedies. When an employee or union files both a grievance and an internal discrimination complaint regarding the same alleged acts or incidences, the investigation and processing of one shall be suspended until the other is completed. Mason County Personnel Policies Page 82 12.9 INTERNAL DISCRIMINATION COMPLAINT FORM Pursuant to Chapter 12 Non-Discrimination & Harassment Policy of the Mason County Personnel Policies, reports of discrimination and/or harassment may be reported to your department official/supervisor, to the Human Resources Department, or to the Prosecuting Attorney. _________________________________________________________________________N ame and department of person filing complaint _________________________________________________________________________ Work Phone Home Phone (optional) _________________________________________________________________________ Home address City State Zip Name of the person(s) whom you feel violated the Non-Discrimination & Harassment policy: Department involved: Alleged violation related to: [ ] Employment [ ] Services Commented [MR48]: This form is now digital Mason County Personnel Policies Page 83 Basis of alleged violation is: [ ] Race/Color [ ] Disability [ ] Age [ ] Religion [ ] Creed [ ] Retaliation [ ] Harassment/Sexual Harassment [ ] Marital Status [ ] Veteran's Status [ ] National Origin [ ] Sex [ ] Sexual Orientation [ ] Ethnicity Describe in detail the incidents or actions, including names, dates and times, that are believed to be in violation of this policy. Include the names and contact information of any individuals who may have witnessed this behavior. (Attach additional sheets as needed) _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _________________________________________________________________________ By signing below, I declare under penalty of perjury of the laws of the State of Washington that the foregoing information is true and correct. ____________________________________ ____________________ Signature Date __________________________________ Printed Name Mason County Personnel Policies Page 84 CHAPTER 13 VEHICLE USE POLICY 13.1 VEHICLE USE AND SCOPE This policy addresses assignment of county vehicles for business use, for home -to-work commuting and after-hours use, use of personal vehicles for county business, mileage allowances, general motor vehicle safety expectations, and reporting requirements for commercial vehicle operators as per RCW 46.25.030. All employees who operate motor vehicles for county-related business are responsible for operating the vehicle in a lawful, safe and prudent manner. This policy applies to: 1. Departments reporting to the Board of County Commissioners. 2. Elected Officials' Offices with the proviso that those officials are responsible for application of this policy, or a comparable alternative, in their departments. All allowances, mileage reimbursement rates, and other cash disbursements require approval of the Board of County Commissioners. 3. Represented and non-represented employees - Where permitted, the policy is applicable to bargaining unit employees depending on the collective bargaining agreement for that unit and the requirements of RCW 41.56. 4. Where provisions of this policy address topics covered in the Sheriff's Office Vehicle Use policy, those rules shall apply. 5. All users of county vehicles (owned, leased, or rented) or personal vehicles being used for county business purposes, including regular employees, temporary employees, contractors, volunteers and citizens. 13.2 VEHICLE USE POLICY DEFINITIONS Vehicle: Per RCW 46.04.670 includes every device capable of being moved upon a public highway an in, upon, or by which any persons or property is or may be transported or drawn upon a public highway, including bicycles. This includes motorized or non-motorized vehicle to include boats, aircraft, and utility tractors designed to transport persons or goods on public roadways, waterways, or federal airspace. Motor vehicle: Per RCW 46.04.320 means every vehicle that is self-propelled by electric poser obtained from overhead trolley wires, but not operated upon rails. Special Mobile Equipment: Per RCW 46.04.552 means every vehicle not designed or used primarily for the transportation of persons or property and only incidentally operated or moved over a highway, including but not limited to: ditch digging apparatus, well boring apparatus and road construction and maintenance machinery such as asphalt spreaders, bituminous mixers, Mason County Personnel Policies Page 85 bucket loaders, tractors another than truck tractors, ditchers, leveling graders, finishing machines, motor graders, road rollers, scarifiers, earthmoving carryalls and scrapers, power shovels and draglines, and transportation of persons or property to which machinery has been attached. Specialized Equipment: Per WAC 468-38-270 certain vehicles are designed and built for very unique functions other than transporting persons. The federal highway administration classifies and references some of these vehicles as specialized equipment in Title 23 C.F.R. Part 658.13(e) and sets minimum and/or maximum parameters for the vehicle to operate. The department adopted these specialized classifications and accepted or further defined the legal parameters for operation on state highways. Weapon: A tool or instrument used with the aim of caus ing damage or harm to living beings or artificial structures or systems. Assigned Take-Home Vehicle: A county vehicle, which is used by a County employee for county business and for regularly commuting to and from the employee's home and workstation. Assigned Vehicle: A county vehicle assigned to a department or county employee for county business, but not for employee commuting to and from the employee's home and workstation. Call-Out: A directive to an employee to report to a work site during off duty time or day, and to respond to emergencies, which require immediate response to protect life and property. Commissioned Officers: All officers commissioned by the Sheriff's Office. Commute Trip Mileage: The mileage from an employee's home to their regular place of work and back, or the actual daily mileage from home to the first work-site and from the last work-site to home. Designated Parking Area: A county parking facility or lot, which has been identified by an employee's Elected Official or the Risk Manager as an acceptable overnight location for parking the employee's assigned county vehicle. Emergency Response: An employee has primary responsibility for immediate response, to protect life and property, and to maintain and enforce law. Occasional overnight usage of county-owned vehicles: County employees taking home county- owned vehicles for conducting county business away from the employee's normal place of work and outside an employee's normally scheduled work hours. Mason County Personnel Policies Page 86 13.3 ASSIGNMENT OF COUNTY VEHICLES FOR TAKE-HOME and OPERATIONAL CONSIDERATIONS PURPOSE and RESPONSIBILTY It is the responsibility of the Board of County Commissioners (BOCC) to ensure the proper use of public funds concerning the County practice of allowing employees to commute to and from work in County-owned and leased vehicles. The BOCC is to assure all County owned and leased vehicles are used responsibly and centralized controls are in place to report taxable benefits if applicable. All Take-Home Vehicle assignments for County issued vehicles will be reviewed by the BOCC annually. The BOCC wish to restrict the number of county-owned and leased vehicles used by employees to commute to and from work. This policy is applicable to all Mason County Departments and Elected Officials’ Offices. AUTHORITY and REFERENCES IRS Publication 15-B Fringe Benefit IRS Publication 5137 Fringe Benefit Guide IRS Substantiation Requirements §1.274-5 Take-Home Vehicles areVehicles are only to be assigned to those meeting the IRS requirements of Qualified Non-personal Use Vehicles as identified in Publication 5137, or meet the Emergency Response, Specialized Equipment, or Economic Benefit as defined below. Take-Home Vehicle assignment must be preapproved by BOCC, unless for a temporary assignment. 13.4 QUALIFIED NON-PERSONAL USE VEHICLES (as of 12/31/16) (A) Clearly marked police, fire, and public safety officer vehicles (B) Ambulances used as such or hearses used as such (C) Any vehicle designed to carry cargo with a loaded gross vehicle weight over 14,000 pounds (D) Bucket trucks (cherry pickers) (E) Cement mixers (F) Combines (G) Cranes and derricks (H) Delivery trucks with seating only for the driver, or only for the driver plus a folding jump seat (I) Dump trucks (including garbage trucks) Mason County Personnel Policies Page 87 (J) Flatbed trucks (K) Forklifts (L) Passenger buses used as such with a capacity of at least 20 passengers (M) Qualified moving vans (N) Qualified specialized utility repair trucks (as defined in Publication 5137) (O) Refrigerated trucks (P) School buses (Q) Tractors and other special purpose farm vehicles (R) Unmarked vehicles used by law enforcement officers if the use is officially authorized (S) Pickup Trucks and Vans that meet the specifications as defined in Publication 15-B The use of County vehicles or travel reimbursement is preferred over the assignment of take- home vehicles for conducting county business. Assignment of a County vehicle is neither a privilege nor a right of any County employee. Assignment of a County vehicle shall not be made based on employee merit or employee status. The need for communication access (car radio, telephone, etc.) shall not be considered adequate justification for a County vehicle assignment. Wherever possible, assigned County vehicles shall be picked up and dropped off at designated County parking area, thereby avoiding the assignment of Take-Home Vehicles. 13.5 EMERGENCY RESPONSES Take-Home Vehicles may be assigned to county employees who: 1. Are called out at least 12 times per quarter, or 48 times a year and have primary responsibility to respond to emergencies which require immediate response to protect life or property; and 2. Cannot use alternative forms of transportation to respond to emergencies; and 3. Cannot pick-up County-owned assigned vehicles at designated sites without impacting the employee's ability to respond to emergencies, which require immediate response to protect life or property. Emergency response assignments should be supported by data demonstrating the actual number and nature of emergency responses in the prior year, and estimates of future emergency responses. There must be an explanation as to why an employee cannot use alternative forms of transportation to respond to the emergencies or pick up county-owned or leased assigned vehicles at designated parking areas. Mason County Personnel Policies Page 88 13.6 SPECIAL EQUIPMENT VEHICLES Take-home vehicles may be assigned if an employee needs specialized equipment or a special vehicle to perform county work outside of an employee's normally scheduled workday. 1. Communication access shall not normally be considered a valid justification for a specially equipped take-home vehicle. 2. Employees must have primary responsibility to respond to emergencies. 3. Special equipment vehicle assignments shall be supported by information describing the special equipment needed to perform the county work. 13.7 ECONOMIC BENEFIT TO THE COUNTY Take-home vehicles may be assigned if employee’s private vehicle mileage reimbursement costs are greater than the commuting costs for an assigned county vehicle with overnight vehicle usage. 1. Lost productivity costs, the cost of the time it takes an employee to travel from a designated county parking facility to their work station, shall not be included in the calculation of economic benefit to the county. 2. There must be an explanation as to why an employee cannot use alternative forms of transportation or pick up county-owned or leased vehicles at designated parking areas. 3. Tax treatment of all vehicle assignments shall be subject to current regulations. 13.8 TEMPORARY TAKE-HOME VEHICLE ASSIGNMENT Occasional overnight usage of County-owned or leased vehicles is permitted. Such occasional usage of County vehicles may occur when an employee conducts County business away from the employee's normal place of work, and outside an employee's normally scheduled workday. Other types of occasional overnight usage is permitted when the following conditions exist: 1. Inclement weather conditions: When employee is on-call and has primary responsibility to respond. 2. Emergency preparedness or seasonal assignment: County-owned or leased vehicle is permitted when an employee is on-call and vehicle is taken home less than 12 times per quarter on average. 3. Collective Bargaining Agreement: Authorization for take-home assignment may be granted to employees represented by collective bargaining agreements with language that provides for take-home vehicle assignment. Mason County Personnel Policies Page 89 13.9 BOARD OF COUNTY COMMISSIONERS RESPONSIBILITIES The BOCC will evaluate, authorize, or deny the current Take-Home vehicle assignments and any new requests from all departments and elected offices by October 31st of each year. Take-home vehicle authorization shall be for the following periods of time: January 1st to December 31st of each year, unless otherwise specified by a collective bargaining agreement. 13.10 BUDGET MANAGEMENT RESPONSIBILITIES Budget Management shall be the department in charge of the following provisions: 1. Maintaining the listing of BOCC approved Take-Home vehicle assignments. 2. Maintain the supporting documents for each Take-Home vehicle assignment. Documents will be compiled, calculated and submitted to payroll for fringe benefit, per the IRS rules and regulations. 3. Provide Fair Market Value of vehicles for auto fringe benefit calculation if applicable. 4. Develop and maintain records of all take-home vehicle assignments for Budget Management provisions. 13.11 DEPARTMENT HEADS AND ELECTED OFFICIALS RESPONSIBILITIES Department Heads and Elected Officials shall: Prepare a Vehicle Take-Home Authorization Request Form and submit to Budget Management for presentation to the BOCC. These forms should be submitted by September 30 th of each year or when a new Take-Home assignment is issued to Budget Management. Each department and office shall maintain a list of authorized Take-Home Vehicles. This list shall include: 1. Employee name 2. Rank or Title 3. Work location 4. Vehicle number 5. Vehicle type 6. County of residence 7. Miles outside the County, if applicable An updated list shall be transmitted to Risk Management by September 30th each year or upon request by the Budget Manager. Apply the following standards and criteria for proposing all take -home assignments. Mason County Personnel Policies Page 90 The employee shall reside within Mason County. The elected may propose a take-home vehicle assignment for employees residing outside the county if both the residence is within 15 miles of the county line and a reasonable 30-minute response time can be met. In addition, there are reasonable and compelling justifications and if such requests meet, the criteria contained in sections 1 through 6 found below. 1. The employee commute mileage shall not be greater than the business mileage. 2. In cases where the Take-Home Vehicle Assignment requests are based on Emergency Response or Special Equipment, the Elected must show that emergency response outside of the employee's normal working hours is necessary due to an eminent threat to life or property. 3. The employee must provide historical data showing the number of emergency responses made during the same time period in the previous year. 4. There must be no other employees on duty and available to respond or perform the emergency work during their normal work shift. 5. Before approving Take-Home Vehicle Assignment, the Elected shall first consider whether occasional overnight assignment, temporary on-call status or reimbursement for the use of a private vehicle will be of greater economic benefit to the county than a Take-Home Vehicle Assignment. 6. The employee has primary countywide custodial control of resources used during emergency response, and who must be available for any and all emergencies. 13.12 SHERIFF’S OFFICE RESPONSIBILITIES The Sheriff or the Sheriff's designee shall: Prepare a Vehicle Take-Home Authorization Request Form and submit to Budget Management for presentation to the BOCC. These forms should be submitted by September 30 th of each year or when a new Take-Home Vehicle assignment is issued to Budget Management. Each Department shall maintain a list of authorized Take-Home Vehicles. This list shall include: 1. Employee name 2. Rank or Title 3. Work location 4. Vehicle number 5. Vehicle type 6. County of residence 7. Miles outside the County, if applicable Mason County Personnel Policies Page 91 An updated list shall be transmitted to Budget Management by September 30th each year or upon request by the Budget Manager. Commissioned employees of the Sheriff's Office are exempt under IRS Publication 15-B Fringe Benefit, however, for Non-Commissioned employees, this is considered a fringe benefit and may create a tax liability. 13.13 EMPLOYEE’S RESPONSIBILITIES A County owned or leased Take-Home vehicle is a fringe benefit that may generate a tax liability. If a request for a Take-Home Vehicle is approved, it is the responsibility of the employee to contact payroll and determine the tax liability. The employee is also responsible for submitting monthly mileage report to Budget Management by the 5th working day of the month. Monthly mileage reports are required for all Take -Home assignments, with the exception of Commissioned Officers of the Sherriff. 13.14 FINANCIAL SERVICES – PAYROLL RESPONSIBILITIES Payroll will update fringe benefit data in the payroll system. [PER RESOLUTION 19-17, 04/11/2017] 13.15 DRIVERS LICENSE AND INSURANCE REQUIREMENTS The County has auto liability coverage on its Mason County vehicles. Authorized employees, appointed or authorized representatives and persons, or volunteers driving Mason County vehicles are covered under the County's liability coverage. However, employees using their personal vehicles for County business are not included in the Coun ty's insurance coverage and, therefore their personal vehicle insurance is responsible for accidents, regardless of whether the accident occurred while they were on County business. The mileage reimbursement received by employees for approved use of personal vehicles includes, in part, a reimbursement for personal insurance coverage. Employees should consult with their insurance agent/company to inquire about what coverage exists while using their personal vehicles for County business. 1. Employees shall provide valid proof of automobile liability/property damage insurance with policy coverage limits that meet the Washington State minimum requirements. 2. When an employee is using their privately owned vehicle pursuant to County policy, the individual's insurance shall be considered the primary insurance coverage with County coverage potentially available for secondary or excess coverage. 3. Job applicants who have reached the final interview stage of the employment selection process will provide the county with a "Driving Record" prior to being offered the position. This applies to both internal and external applicants and only to those applicants whose Mason County Personnel Policies Page 92 job would require them to operate county owned or leased vehicles on a regular (routine) basis. 13.16 USE OF PERSONAL VEHICLES FOR COUNTY BUSINESS Employee's use of personal vehicles for county business travel purposes is subject to the approval of the department head or elected official. Employees may be required to utilize a county vehicle based on cost or safety considerations. Authorization to use private vehicles may be given on a trip-by-trip or standing approval basis. Upon request, employees are required to provide to their supervisor proof that they possess a valid motor vehicle operator's license, proof of curr ent vehicle liability insurance and a current year Vehicle Use Agreement on file. Private vehicles utilized for county business are considered official vehicles and must conform to the following requirements: 1. The vehicle must meet legal requirements to operate on a public highway. 2. The vehicle must be in sound mechanical condition and present no safety risks. 3. Employees must submit a mileage reimbursement form, to receive reimbursement based on the county's current mileage rate allowance. The standard mileage rate reimbursement covers gas, maintenance, repairs and insurance for work related driving. 13.17 USE OF COUNTY VEHICLES FOR PERSONAL BUSINESS Employees using county vehicles on a continuing assignment or trip-by-trip basis are prohibited from using vehicles for personal business except as provided herein. Unauthorized personal use of a county vehicle may result in disciplinary action, up to and including termination of employment. All employees should exercise reasonable judgment regarding the use of a county vehicle for personal purposes. Personal use of a county vehicle may be permitted, subject to the approval of the applicable department head or elected official, when the use serves the county's interests, results in negligible expense, and/or is justified by compelling circumstances and doesn't pose a "bad appearance" even if on personal time — (e.g., at a bar or liquor store). 13.18 INCIDENTAL TRAVEL AND STOPS Employee-drivers should remember that public perception of county employees is important and influenced by how and where the public observes county vehicles being used. Employee -drivers should not make incidental stops at locations the public would generally perceive as inappropriate. Mason County Personnel Policies Page 93 13.19 POLITICAL USE OF COUNTY VEHICLES No employee or person may use any vehicle owned, leased or operated by the county for any trip which is exclusively for the purposes of campaigning in support of, or in opposition to, any candidate or cause for national, county or local office, unless use of the vehicle is re quired for purposes of security protection provided by the county or local governmental unit. 13.20 USE OF COUNTY VEHICLES BY OTHER INDIVIDUALS 1. Use of county vehicles by temporary employees or volunteers requires authorization from the department head or elected official. Temporary county employees and volunteers are subject to the applicable provisions of this policy, including signing the Vehicle Use Agreement and providing proof of valid driver’s license. 2. Interagency use of a county vehicle requires authorization from the county's elected official. Use of a county vehicle under an interagency agreement is subject to the provisions mutually agreed upon by the agencies involved. 13.21 PERMITTED AND PROHIBITED USES OF COUNTY AND PERSONAL VEHICLES FOR COUNTY BUSINESS The following policies govern all vehicle use for county business: 1. All drivers and passengers must comply with all the motor vehicles laws of the state of Washington or any other state in which the vehicle is operated, including seatbelt and cell phone laws. 2. Vehicles shall be locked when unattended with the engine turned off. Keys shall not be left in the ignition unless authorized by the department head or elected official. 3. No person may use a county vehicle, or permit the use of a county vehicle, or operate a personal vehicle for county business in the following prohibited manners: a. The driver is impaired by fatigue or any other known mental or physical condition that affects the safe operation of the vehicle. b. The driver is impaired because of prescribed appliances (e.g., cast, sling, brace), prescribed or over-the-counter medications that causes or results in adverse side effects (e.g., drowsiness or impaired reflexes or reaction time). As described in Policy 8.12- Substance Abuse, employees are responsible for informing their supervisor of the possible effects of the medication and expected duration of its use. c. Tobacco use (smoking and non-smoking products and devices) is prohibited in county-owned or leased vehicles. This does not include smoking in personal vehicles used for county-related business. Mason County Personnel Policies Page 94 d. Transporting non-county employee passengers, including family members, is not permitted unless authorized by the employee's department head or elected official. e. Permitting non-authorized individuals to drive a county-owned/leased vehicle unless it is for a bona fide emergency purpose. f. Drivers of motor vehicles are prohibited from reading, manually writing or sending a message on an electronic wireless communications device or holding a wireless communication device to their ear while the vehicle is moving. Exceptions to this section include: operators of an authorized emergency motor vehicle; a driver using a wireless communications device in the hands -free mode; using devices to report illegal activity or summon medical aid or other emergency assistance or to prevent injury to a person or property; using hearing aids. g. Use for personal gain, such as delivering goods or services. h. Modifications including affixing signs, stickers, antennas, bike racks, ski r acks, etc. Modifications to county vehicles may be undertaken only with the prior written consent of the department head or elected official. The County Shop or its designee will perform any modification to a county-owned or leased vehicle. i. Transporting of animals — Allowed only with prior written consent of the department head or elected official - (excludes Animal Control activities and transportation and use of canines or other animals by the Sheriff’s Office). j. Hauling loads that exceed the rated capacity of the vehicle or that could cause damage to the vehicle (i.e., hauling firewood or gravel in a passenger vehicle). k. Use of trailer hitches and towing – allowed only with prior approval by either the County Shop or Motor Pool Manager. The County Shop or Motor Pool must evaluate hitches and lights. l. Installation or use of any radar or speed detection devices. m. Transporting hitchhikers. n. Use or consumption of alcohol and/or illegal drugs is prohibited while operating a county-owned/leased vehicle or personal vehicle for county business. o. Use for vacations, side trips or any other use not expressly authorized by this policy or department head or elected official. Drivers who have questions regarding the appropriate use of a county vehicle or a personal vehicle while in use for county business should consult with their supervisor, department head, elected official, or the Risk Management Office. Mason County Personnel Policies Page 95 13.22 VEHICLE USE AGREEMENT (VUA) - REQUEST FOR DRIVING RECORD The purpose of the VUA is to ensure employees are licensed to operate a motor vehicle and possess auto liability insurance to operate their personal vehicle for county business. Use of a county (owned, rented or leased) or personal vehicle for business purposes is contingent upon the following conditions and requirements: 1. Vehicle Use Agreement - Each department head and elected official or their designee will acquire a signed Vehicle Use Agreement (VUA), annually from each of their employees that operate a personal or county-owned/leased vehicle for business purposes. This includes those employees required to hold a Commercial Driver's License (CDL). 2. Motor Pool User Agreement – Each department head and elected official or their designee will acquire a signed Motor Pool User Agreement (MPUA), annually from each of their employees that operate a motor pool county-owned/leased vehicle for business purposes. 3. Driving Record Request a. Employees who are required to operate a vehicle on a regular (routine) basis to perform their job shall, as part of the Vehicle Use Agreement, authorize Mason County to acquire a copy of their driving abstract from the Department of Licensing per RCW 46.52.130. b. All other employees who may drive a county vehicle or a pers onal vehicle for the use of county business may have their driver abstract requested from the Department of Licensing per RCW 46.52.130 if requested by their department head, elected official and/or the Risk Management Office. 13.23 DRIVER DISQUALIFICATION AND REVIEW County employees and other authorized agents of the county may become disqualified as a driver for county business for any of the following conditions: 1. Three or more moving violations in the past three years. 2. Two accidents if one or more results in injury, loss of life or significant property damage. Note: This includes only accidents where the driver was substantially at fault. 3. Suspension or revocation of driver's license. 4. Drivers must immediately inform their supervisor, department head, or elected official in writing if they become disqualified under this policy. 5. Any change in the status of an employee's driver record resulting in disqualification or the failure to report such change may result in revocation of the privilege to drive a county - Mason County Personnel Policies Page 96 owned/leased vehicle or a personal vehicle utilized for county business and/or disciplinary action up to and including termination. 6. Drivers denied the use of a county vehicle based on an unsatisfactory driving record may request a review of the denial through their department head or elected official. The Risk Management Office should be consulted regarding any requests for review. 7. A requested review will be investigated by the department head or elected official and the Risk Management Office then approved or denied by the elected official in writing. Approval or denial will be documented and kept on file in the Risk Management Office. 13.24 ACCIDENTS AND CITATIONS Employees are fully responsible to operate vehicles on county business in a legal, safe, and prudent fashion and are subject to appropriate corrective action for failure to do so, up to and including termination. 1. Employees shall immediately report all traffic accidents and/or damage to their vehicle to their supervisor or department head or elected official while operating a personal or county-owned/leased vehicle while on county business. In addition to any state required accident reports, employees shall complete the Risk Management Vehicle Accident Report form within the first business day following the accident. The report will be forwarded to Risk Management. A review by the department head or elected official may be convened to evaluate the accident depending on the severity. 2. Drivers are personally responsible for the cost of all traffic citations, parking tickets, etc. Passengers are personally responsible for the cost of any traffic citation they may receive while riding in a county-owned/leased vehicle or a personal vehicle being used for county business - (i.e. seatbelt violations, parking violations, throwing object from vehicle). The offending employee shall pay citation fines promptly. 3. Employees shall report moving violation citations that occur while operating a vehicle for county business within the first business day of the issuance of the citation. Employees will notify their immediate supervisor, who in turn, will forward the report to the Risk Management Office. 13.25 COMMERCIAL DRIVER LICENSE In addition to the conditions and requirements for all motor vehicle operators, employees who hold a commercial driver's license (CDL) are subject to all requirements applicable to state and federal laws. Mason County Personnel Policies Page 97 13.26 COUNTY VEHICLE RELATED PURCHASES Supervisors shall inform employees of acceptable vendors, gas stations, and other services that may be utilized for county vehicle related purchases. Repair and towing services are primarily acquired through county contracts. If services are needed while traveling out of the county, the employee should contact the County Shop for public works vehicles, the Facilities manager for motor pool vehicles, or use their best judgment if outside of work hours. 13.27 ER&R VEHICLES FUEL POLICIES AND FUEL CREDIT CARD USES 1. Public Works vehicles should use the county-owned fuel dispensers whenever possible. There is one fill up per fuel card use. No doubling up on one card with more than one respective, associated vehicle is permitted. Department supervisors should provide directions to those locations and instruct their assigned drivers on the uses of these dispensers. 2. Public Works vehicles may use public self-service, regular unleaded and diesel dispensers if county fuel dispensers are not available. The most cost-effective vendor should be used whenever possible. Receipts must be submitted for reimbursement. 3. The use of premium grades of fuel is not authorized, unless required by the vehicle's owner's manual. 13.28 MOTOR POOL REPAIRS AND PREVENTATIVE MAINTENANCE 1. Motor pool vehicles should use the assigned WEX Fleet card to purchase fuel from any authorized gas station (Shell or Chevron). Arco and AM/PM gas stations are not authorized vendors. There is one fill up per fuel card use. No doubling up on one card with more than one respective, associated vehicle is permitted. Department supervisors should provide directions to those locations and instruct their assigned drivers on the uses of these dispensers. 2. Motor pool vehicles may use public self-service, regular unleaded and diesel dispensers for emergency situations only. The most cost-effective vendor should be used whenever possible. Receipts must be submitted for reimbursement. 3. The use of premium grades of fuel is not authorized, unless required by the vehicle's owner's manual. 13.29 REPAIRS AND PREVENTATIVE MAINTENANCE When a vehicle is assigned to an employee or department, the driver or department supervisor is responsible for ensuring that all preventative maintenance is performed on schedule and the vehicle is serviced in a timely manner when notified by either the Facilities department or the County Shop. Mason County Personnel Policies Page 98 13.30 GENERAL MOTOR VEHICLE SAFETY 1. In the interest of safety, supervisors may elect to have assignments, jobs or tasks delayed or postponed during inclement weather until driving conditions improve. Only essential vehicles equipped with necessary traction devices should be required to operate during hazardous conditions (e.g., Sheriffs vehicles, snow plows, sanding trucks, etc.). Vehicles used during inclement weather may require the use of tire chains it is the responsibility of the vehicle/equipment operator to install tire chains when needed. 2. Operators shall conduct a safety check of the vehicle each day. The minimum operator's check should consist of a check for body damage, mechanical problems (tire inflation & tread, brakes, steering, turn signals, wipers, horn, etc.) and verification that all lights are functioning and windows are cleaned to pre sent a clear field of view. All items requiring repair shall be reported to your the immediate supervisor and the County Shop for public works vehicles, or by submitting a maintenance support ticket to the Facilities Department for motor pool vehicles. 3. County departments may have additional requirements for the safe operation of motor vehicles and equipment. 13.31 SAFETY In the event a county officer, employee, or volunteer is involved in an accident while operating a county vehicle or their own vehicle and conducting county business, the driver shall follow these safety rules: 1. Immediately provide first aid (if possible and if necessary) to any injured person. It is recommended that employees providing first aid/CPR have a valid first aid/CPR card. 2. The county driver shall then immediately notify their supervisor and the appropriate law enforcement agency. No vehicles shall be moved from the accident scene until law enforcement arrives unless a greater safety hazard would be created by not moving the vehicle(s). 3. The county employee/driver shall exchange information regarding driver’s license, vehicle registration, and insurance information with the operator(s) of the other vehicle(s). 4. If possible, the county employee/driver shall gather the names and addresses of all potential witnesses including passengers in all vehicles involved. 5. If possible, take photos of both the county vehicle and the other injured partiesparties’ vehicle, equipment or the scene itself. 6. The county employee/driver shall complete the vehicle accident checklist located in the glove compartment of each county vehicle. If the accident results in death, personal injury, or property damage in excess of five hundred dollars, complete the State of Mason County Personnel Policies Page 99 Washington Uniform Collision Report Form (WSP 161) within twenty-four hours of the accident. [UPDATED RESOLUTION 03/03/2020] Mason County Personnel Policies Page 100 CHAPTER 14 TRAVEL Mason County recognizes that out of town travel and related business expenses can be an integral and necessary component of the operation of local government. This policy is intended to establish equitable standards and to provide con sistent and fair treatment to all employees who incur such expenses. It is also intended to establish and maintain effective controls over those expenses. County officials (department heads and elected officials) and County employees are expected to exercise prudent judgment when incurring travel expenses on behalf of the County doing official County business. The failure of employees to follow this policy, or incur excessive expenses, may be cause for disciplinary action. Non-business-related expenses and/or expenses not made in accordance with this policy will not be approved or reimbursed. 14.1 TRAVEL EXPENSE REIMBURSEMENT All travel and associated expenses must be approved in advance by the department head or elected official. Employees will be reim bursed for reasonable and customary expenses incurred in connection with doing business on behalf of the County. These may include meals, lodging, transportation and other necessary expenses while away from the office. These expenses may not include: alcoholic beverages; tobacco; tips exceeding 15%; meals, lodging or transportation provided for the employee by an outside entity as part of the employee’s participation; any expenses for a person(s) traveling with the employee; any expenses incurred that are not in connection with the business of the County All requests for payment of travel must be submitted to the Auditor's Financial Services department on forms approved and provided by the Auditor. All required documentation must also be submitted on the approved travel document form. Required travel documents include all itemized receipts, conference/seminar agendas, and all proof of costs incurred while doing business on behalf of the County. Travel documents should be presented to the Auditor's Financial Services department in the month the charges occur. If an employee chooses to travel to a destination in advance of the necessary time for arrival, or remain at the destination following the official closing of the event, there will be no additional per diem, lodging or miscellaneous expenses paid to the em ployee. All requests for payment must be signed by the department head or elected official and the employee that is requesting reimbursement. An employee may not request reimbursement on behalf of another employee. Commented [MR49]: Moved to It’s own chapter from Chapter 5 Mason County Personnel Policies Page 101 If an employee is compensated by an outside entity for any travel costs while traveling on behalf of Mason County, the employee will deposit those funds with the Mason County Treasurer. The employee will provide the Auditor's Financial Services department with a copy of the Treasurer's deposit receipt and a detail of the expenses covered. Any member of a board, committee or commission that is not a Mason County employee, but is an appointed member to do business on behalf of Mason County is subject to all travel rules and documentation noted herein. 14.2 PER DIEM (meal reimbursement) All requested meal reimbursement must have a detailed receipt. Meals will be reimbursed, minus any alcohol or a tip exceeding 15%, using the Washington State Office of Financial Management (OFM) per diem rates and, for out of state travel, the U.S. General Services Administration (GSA) per diem rates. The meals will be reimbursed up to the allowable rate for the area and meal on those rate maps. Per diem will be reduced for any meals provided through conference registration, seminars or similar events. Reimbursement will not be made if the employee chooses not to eat the meal provided and eats elsewhere. 14.3 SINGE DAY PER DIEM (meal reimbursement) Single day per diem occurs when no overnight stay is required. Single day meal reimbursements are considered taxable wages according to the IRS and will be included as gross taxable income of the employee. An employee must use the single day per diem form and include it with their payroll timesheet information. The department supervisor will forward the per diem form to the Auditor's Financial Services department. The meal will be added to their taxable gross wages and taxed accordingly. 14.4 PER DIEM (meal reimbursement) WHILE IN OVERNIGHT TRAVEL STATUS If an overnight stay is required, per diem will be based on either OFM (in state) or GSA (out of state) rates for each day the employee is in full travel status. The per diem rate will be based on the location the employee is in for that meal. On days of departure and return, an employee will apply the Three-Hour Rule (see rule below). 14.5 THREE HOUR RULE FOR PER DIEM (meal reimbursement) If an employee is in travel status for three hours beyond their regular work schedule for a single day, they may receive meal reimbursement. The three hours may consist of hours occurring before, after or a combination of both before and after the employee's regular work schedule for the day. The employee may not stop for a meal just to meet the three-hour rule. Formatted: Font: Calibri, 12 pt Formatted: Heading 2, Left, Indent: First line: 0" Formatted: Font: Calibri, 12 pt Formatted: Font: Calibri, 12 pt Formatted: Heading 2, Left, Indent: First line: 0" Formatted: Font: Calibri, 12 pt Formatted: Font: Calibri, 12 pt, Italic Formatted: Font: Calibri, 12 pt Formatted: Heading 2, Left, Indent: First line: 0" Formatted: Font: Calibri, 12 pt Formatted: Font: Calibri, 12 pt, Italic Formatted: Heading 2, Left, Indent: First line: 0" Formatted: Font: Calibri, 12 pt Formatted: Font: Calibri, 12 pt, Italic Mason County Personnel Policies Page 102 14.6 SPECIAL CIRCUMSTANCES During emergency situations such as, but not limited to, initial crime scene investigations, major crimes, emergency weather situation, natural disasters, etc., when employees are working extended hours and stopping for a meal break could worsen the emergency or increase costs to the County, departments may provide an on -scene meal of nominal cost. A detailed receipt, including names of all employees/volunteers involved, must be provided. All receipts and pertinent information involving the emergency situation must be included on the claim for payment voucher submitted to the Auditor's Financial Services department. An employee may not claim a per diem meal reimbursement if their County department is also submitting a claim for payment voucher for the same incident. 14.7 LODGING All lodging is to be reserved using a government, or most economical, rate whenever possible. County credit cards may be used to secure lodging for a County employee. Reimbursement for lodging is allowed when the temporary duty station is located more tha n fifty (50) miles, using the most direct route, of the closer of either the traveler's official residence or official work station. Reimbursement will be made for the actual lodging expense and any applicable taxes. If there are additional charges for a person(s) traveling with the employee, who is not traveling on behalf of County business, the employee is responsible for all charges for that additional person(s) and it will not be reimbursed. An itemized statement is required for all charges. If an employee shares an accommodation with another employee or an employee of another entity who is attending the same event, an equal share of the double room rate will be paid on behalf of the Mason County employee. Each employee must submit an original invoic e showing the lodging charge for their portion of the room rate. Not eligible for reimbursement on a lodging receipt are, but not limited to: laundry services; valet service; entertainment expenses; athletic room (gym) charges, internet charges (unless required by their supervisor). 14.8 TRANSPORTATION Any employee driving a vehicle (either County car or personal vehicle) must have and must be able to provide proof of valid car insurance. Employees are encouraged to reserve and use a pool car from ER&R as much as possible. All county vehicles shall be used in accordance with Mason County ER&R use policy. If a personal vehicle is used, the mileage will be based on the current IRS standard POV rate. Mileage will be prohibited for normal travel between the usual place of business and employee's Formatted: Heading 2, Left, Indent: First line: 0" Formatted: Font: Calibri, 12 pt Formatted: Font: Calibri, 12 pt, Italic Formatted: Heading 2, Left, Indent: First line: 0" Formatted: Font: Calibri, 12 pt Formatted: Font: Calibri, 12 pt Formatted: Heading 2, Left, Indent: First line: 0" Formatted: Font: Calibri, 12 pt Formatted: Font: Calibri, 12 pt Mason County Personnel Policies Page 103 main place of residence. When traveling on behalf of the County, mileage will be paid from either the official workstation or the employee's main residence, whichever is the closer and most direct route of the two, to the travel destination. Mileage shall not exceed what the sum of a round trip coach airfare from a common carrier; any needed local ground transportation and other related costs for that destination. Airfare (coach rate), car rentals, trains, ferry, tolls, shuttle/taxi, etc. will be reimbursed with a receipt and paid at actual costs. Personal travel insurance will not be reimbursed. Tickets purchased with an employee's individual frequent flyer miles will not be reimbursed. [PER RESOLUTION 82-12, 11/27/12] Mason County Personnel Policies Page 104 CHAPTER 154 ELECTRONIC INFORMATION ACCEPTABLE USE POLICY 154.1 ELECTRONIC INFORMATION POLICY Mason County provides a communications and data network capable of offering Electronic Mail (e-mail), Voice Mail, Internet access, data storage and data processing to employees to assist and facilitate legitimate Mason County business operations. Mason County information and information resources shall be used in an approved, lawful manner to avoid loss or liability to Mason County and/or loss of public confidence in the operation of Mason County. Utilization of these systems is a privilege. Employees should never put information on or access services unless they would be comfortable with the information associated with their name in public. By using Mason County’s communications and data systems, employees agree that they are aware of, understand and comply with the provisions of this policy. 154.2 ELECTRONIC INFORMATION POLICY DEFINITIONS Computers Systems: Includes individual desktop and laptop computers (PCs), e -mail system, internet access, file servers, digital media such as floppy disks, Compact Digital disks (CDs) and Digital Video disks (DVDs), and all other components of Mason County’s computer systems. E-Mail: The County’s e-mail system. Intranet: Web site containing content for internal use. Internet: The worldwide network of computers. Software: The digital programs that perform functions on the PCs and network. All software normally has a copyright and is licensed. Streaming Audio (or Video): Technology used to “play” or view audio/video on a PC from a remote source or Web site over the network. Can be used for music, voice, lec tures, videos and other audio/video material. It generally consists of a continuous stream of data coming over the network. Web Browsing: Use of a software tool to access Web sites on the Internet. 154.3 ROLES AND RESPONSIBILITIES Mason County owns all information services resources; use of such resources constitutes consent to monitor, inspect and audit any data or information resident on those resources without permission or further notice. Board of County Commissioners shall approve the Acceptable Use Policy. Mason County Personnel Policies Page 105 Elected officials and Department Heads shall be responsible for the following: a. Informing their personnel of acceptable use policies and acceptable use of information resources. b. Ensuring that personnel under their supervision comply with these polices. c. Ensure the contract personnel under their supervision comply with these policies and procedures. 154.4 EQUIPMENT AND PROGRAMS Acquiring Hardware and Software: To prevent the introduction of malicious code and protect the integrity of County information resources, all hardware and software shall be obtained through or with the advice of Information Services. Complying with Copyright and Licensing: All software utilized shall be procured by Mason County and shall be licensed and registered in the name of Mason County. All personnel shall abide by software copyright laws and shall not obtain, install, replicate, or use software except as permitted by the software licensing agreements. Using Personally Owned Software: To protect the integrity of County resources and licensing requirements, personnel shall not use personally owned software on Mason County information systems. This includes, but not limited to, personally purchased and licensed applications and shareware. Exception: Personally owned Personal Digital Assistant (PDAs) that are compatible with the County systems, may be installed with the authorization of the Elected Official or Department Head. The software licensing that accompanies the PDA must allow concurrent home and business use. 154.5 E-MAIL AND VOICE MAIL (Electronic Communications) Acceptable Use: Mason County provides electronic communications to facilitate the conduct of government business. Occasional and incidental personal electronic communications use shall be permitted if it does not interfere with the government’s ability to perform its mi ssion. However, while they remain in the system, personal messages shall be considered to be in the possession and control of Mason County and shall be deemed public information, unless specifically protected by law. Prohibited Use: Prohibited activities when using government electronic mail shall include, but not be limited to, sending or arranging to receive the following: a. Information that violates county, state or federal laws and regulations. b. Any material that may defame, libel, abuse, tarnish, or portray in false light, thelight, the recipient, the sender, or any other person. Mason County Personnel Policies Page 106 c. Pornographic, racist, sexually oriented, offensive material, chain letters, unauthorized mass mailings, or malicious code. Encryption: Encrypting electronic mail, messages or data shall comply with the following: a. Use of encryption will be approved by the Commissioners. b. Place the key or other similar file for all encrypted electronic mail in a directory or file system that can be accessed by the responsible Elected Official or Department Head prior to encrypting email. c. Supply the key or other device needed to decrypt the electronic mail upon request by authorized management. d. Use of encryption without prior authorization will be considered violating this policy. 154.6 EMAIL MANAGEMENT Overview: Recognizing that e-mail messages that meet the definition of a public record must be managed according to approved records retention periods, Mason County has implemented a process to support the proper management of e-mail records. It is the responsibility of all County employees to manage records according to retention requirements mandated by federal, state and/or local statute, grant agreement, and/or other contractual obligations and Mason County’s policies and procedures. Storing every email is not the same as managing public records created and/or received as emails. Such a strategy is unlikely to be sustainable in the long run, will make it harder to locate the public records that do need to be retained and may not be the most efficient use of agenc y resources. Mason County supports appropriate management of e-mail messages through: • Implementation of an email archiving solutions that provides central storage and access of e-mail messages that meet the definition of a public record. • Development of user procedures and guidelines. • Training for email storage is available to all employees through the Secretary of State https://www.sos.wa.gov/archives/recordsmanagement/managing- emails.aspx. Please contact your department’s records retention staff for assistance. Policy:15.6.1 Policy 1. All e-mail messages sent or received that are related to the conduct of County business must be evaluated for the function and content of the record. The function/content of each e-mail message should be evaluated against the following criteria of a public record: • Was the email created in the course of doing County business? Formatted: Font: Bold Formatted: Font: Bold Mason County Personnel Policies Page 107 • Was the email received for action? • Does the email document County activities, decisions, or actions? • Is the email mandated by statutes or regulations? • Does the email support financial obligations or legal claims? • Does the email communicate County requirements? 2. Email messages that meet the definition of a public record must be managed according to their approved retention period in their native format. https://www.sos.wa.gov/archives/recordsmanagement/local-government-records- retention-schedules---alphabetical-list.aspx 3. All email messages sent or received from a County email address will be retained for a minimum of 90 days by the County’s email system. 4. Employees have 90 days from the date an email message was created or received to determine if an email meets the definition of a public record. All emails that are public records must be retained in their native format for their approved records retention period. Retention periods are based on functional use of the information contained in each message. 5. Employees shall place email messages in email storage folders for the appropriate retention period as approved by the Washington State Local Records Committee Records Retention Schedule. The email archiving system will retain email based on folder designation. It is critical to use the appropriate email storage folder. 6. 90 days after the received date, e-mails will be purged from the County’s email system (Outlook). E-mails in your an employee in-box will be retained by the county’s archiving system (Retain) for two years and deleted e-mails will be retained for one year. This process will purge archived emails that have met their required retention period and junk e-mails. Purged means deleted and unrecoverable. 7. In order to comply with records management requirements and the Washington State Public Records Act (RCW 42.56) email messages that meet the definition of a public record must be stored within technology systems supported by the County. The County’s email archiving solution is considered the offici al system of record for County email messages. Requests for alternative methods for retaining emails must be submitted to the Information Technology Department for approval. 8. The creation of new Microsoft Outlook Personal Storage Table (.pst) files is prohibited. Definitions & References: Public Record Information in any format, that has been made by or received by Mason County in connection with the transaction of public business. Mason County Personnel Policies Page 108 Transitory Record A public record with minimum retention value. These records can be deleted “as soon as no longer needed for agency business”. They are subject to public disclosure while they exist. Non-Record Non-records may be created or maintained by County employees, but do not document the organization, functions, policies, decisions, procedures, operations, or other activities of Mason County. Records Management Requirements: RCW 40.14 - Preservation and Destruction of Public Records http://apps.leg.wa.gov/rcw/default.aspx?cite=40.14 WAC 434-662-040 - PRESERVATION OF ELECTRONIC PUBLIC RECORDS Agency Duties and Responsibilities: http://apps.leg.wa.gov/WAC/default.aspx?cite=434-662-040 WAC 434-662-150 – Preservation of Electronic Public Records: Email Management http://apps.leg.wa.gov/WAC/default.aspx?cite=434-662-150 [PER RESOLUTION 68-19, 07/23/2019] 154.7 INTERNET ACCESS Access to the Internet is available to employees, contractors, whose duties require it for the conduct of government business. Since Internet activities may be monitored, all personnel accessing the Internet shall have no expectation of privacy. Acceptable Use: Mason County provides Internet access to facilitate the conduct of government business. Occasional and incidental personal internet use shall be permitted if it is not a Prohibited Use activity, is not conducted during county work time and does not inte rfere with the government’s ability to perform its mission. Elected officials and Department Heads shall determine when usage is acceptable for their employees. Prohibited Use: Prohibited activities when using the Internet include, but are not limited to , the following: Mason County Personnel Policies Page 109 a. Browsing explicit pornographic or hate-based web sites, hacker or cracker sites, or other sites that Mason County has determined to be off -limits. b. Posting, sending, or acquiring sexually explicit or sexually oriented material, hate -based material, hacker-related material, or other material determined to be off -limits. c. Posting or sending sensitive information without management authorization. d. Accessing outside personal e-mail accounts such as Hotmail or Yahoo mail. Downloads or attachments from these accounts could bypass the County e-mail virus software. Information needed from these accounts should be forwarded to your the employee’s County e-mail address. e. Using other services available on the Internet, such as FTP or Telnet, on systems for which the user does not have an account, or on systems that have no guest or anonymous account for the service being used. f. Posting commercial announcements or advertising material. g. Promoting or maintaining a personal or private business. h. Receiving news feeds and push data updates, unless the material is required for government business. i. Using non-work relatedwork-related applications or software that occupy excess workstation or network processing time (e.g., processing in conjunction with screen savers, streaming audio or video feeds). j. Conducting fund-raising, endorsing any product or service, lobbying, or participating in any political or campaign activity. 154.8 GENERALLY PROHIBITIED USES OF INFORMATION RESOURCES Generally prohibited activities when using government information resources shall include, but are not limited to, the following: a. Stealing or copying of electronic files without permission. b. Violating copyright laws. This includes downloading copyright music or video files. c. Browsing the private files or accounts of others, except as provided by appropriate authority. d. Performing unofficial activities that may degrade the performance of systems or waste employee time, such as the playing of electronic games. e. Performing activities intended to circumvent security or access controls of any organization, including the use of hardware or software tools intended to defeat software copy protection, discover passwords, identify security vulnerabilities, decrypt encrypted files, or compromise information security by any other means. Mason County Personnel Policies Page 110 f. Writing, copying, executing, or attempting to introduce any computer code designed to self-replicate, damage, or otherwise hinder the performance of or access to any computer, network, or information. g. Accessing the County network via modem or other remote access service without the approval of management. h. Promoting or maintaining a personal or private business, or using County information resources for personal gain. i. Using someone else’s logon ID and password. j. Disclosing any County information that is not otherwise public. 145.9 MONITORING, AUDITING AND INSPECTION Elected Officials and Department Heads may monitor, inspect or audit the e-mail, data or information their employees create or utilize on the County informatio n services resources at any time. System administrators and other personnel with unrestricted access to email, files, data and similar services shall receive approval from the supervising Elected Official or Department Head prior to decrypting, opening or reading the e-mail, data or information of their employees. If due to unusual circumstances, such as result of viruses, malicious programs, equipment failure or error, employee e-mail, data or information is read or intercepted, then system administrators and other employees that intercept, read, or view the information shall inform the responsible Elected Official or Department Head at the first opportunity. An Elected official may only be monitored, inspected or audited only with the express authorization of the Prosecutor. Mason County Personnel Policies Page 111 CHAPTER 165 – SOCIAL MEDIA POLICY 15.1 SOCIAL MEDIA POLICY To address the fast-changing landscape of the Internet and the way residents communicate and obtain information online, Mason County departments may consider using social media tools to reach a broader audience. The County encourages the use of social media to further the goals of the County and the missions of its departments, where appropriate. This policy is not meant to address one particular form of social media; rather soc ial media in general, as advances in technology will occur and new tools will emerge. Mason County personnel will approach the use of social media tools as consistently as possible, County Government wide. All Mason County social media sites shall comply with all appropriate Revised Code of Washington (RCW), Mason County policies and standards, including but not limited to: i. Mason County Electronic Information Acceptable Use Policy (Revision F) ii. Mason County Blogging Policy iii. Mason County Electronic Communications Policy iv. Mason County Personnel Policy v. RCW 42.52 Ethics in Public Service vi. Mason County Social Media Standards for Facebook and Twitter vii. State of Washington public records laws Mason County has an overriding interest and expectation in deciding what is "spoken" on behalf of the County on social media sites. This policy establishes guidelines for the use of social media. 16.1 DEFINITIONS 1. Definitions: BLOG: A self-published diary or commentary on a particular topic that may allow visitors to post responses, reactions, or comments. The term is short for "Web log." Blog article: An original posting of content to a Mason County blog site by a Mason County blog author. Blog commenter: A member of the public who submits a comment for posting in response to the content of a particular Mason County blog article. Blog comment: A response to a Mason County blog article submitted by a blog commenter. Mason County blog author: An authorized Mason County employee/official that creates and is responsible for posted blog articles (see blog article below). Formatted: Font: (Default) +Body (Calibri), 12 pt, Font color: Black Formatted: Normal, No bullets or numbering Commented [MR50]: Section moved up from below in policy Formatted: Font: (Default) Calibri, 12 pt Formatted: Heading 2, Left, Space After: 0 pt, Line spacing: single Formatted: Font: 12 pt Formatted: Indent: Left: 0" Formatted: Indent: Left: 0" Mason County Personnel Policies Page 112 Mason County blog moderator: An authorized Mason County employee/official, who reviews, authorizes and allows content submitted by a Mason County blog authors and public commenters to be posted to a Mason County blog site. Page: The specific portion of a social media website where content is displayed, and managedand managed by an individual or individuals with administrator rights. Post: Contents an individual sharesindividual share on a social media site or the act of publishing content on a site. Profile: Information that a user provides about their self on a social networking site. Social Media: A category of Internet-based resources that integrate user-generated content and user participation. This includes, but is not limited to, social networking sites (Facebook, MySpace), micro-blogging sites (Twitter, Nixle), photo- and video-sharing sites (Flickr, YouTube), wikis (Wikipedia), blogs, and news sites (Digg, Reddit). Social Networks: Online platforms where users can create profiles, share information, and socialize with others using a range of technologies. Speech: Expression or communication of thoughts or opinions in spoken words, in writing, by expressive conduct, symbolism, photographs, videotape, or related forms of communication. Web 2.0: The second generation of the World Wide Web focused on shareable, user generat ed content, rather than static web pages. Some use this term interchangeably with social media. Wiki: Web page(s) that can be edited collaboratively. Blog: (an abridgment of the term web log) is Facebook or Twitter accounts/website with regular entries of commentary, descriptions of events, or other material such as graphics or video. Mason County blog author: An authorized Mason County employee/official that creates and is responsible for posted blog articles (see blog article below). Blog article: An original posting of content to a Mason County blog site by a Mason County blog author. Blog commenter: A member of the public who submits a comment for posting in response to the content of a particular Mason County blog article. Blog comment: A response to a Mason County blog article submitted by a blog commenter. Mason County blog moderator: An authorized Mason County employee/official, who reviews, authorizes and allows content submitted by a Mason County blog authors and public commenters to be posted to a Mason County blog site. Formatted: Indent: Left: 0", Right: 0.17", Space After: 0 pt, Line spacing: At least 12 pt, Adjust space between Latin and Asian text, Adjust space between Asian text and numbers Formatted: Font: Font color: Black Formatted: Indent: Left: 0" Mason County Personnel Policies Page 113 16.2 ADMINISTRATION OF SOCIAL MEDIA The Mason County Information Services Department will maintain a list of social media tools which are approved for use by County departments and staff. The Mason County Information Services Department will maintain a list of all Mason County social media sites, a list of logins and passwords will be supplied by department / Office directors / managers. (The Mason County Information Services Department must be able to immediately edit or remove content from social media sites.) Official Mason County logo must appear somewhere on the “cover page” of the social media site. Mason County personnel use of personally owned devices to manage the County's social media activities or in the course of official duties is prohibited without express written permission by their Department Head. Mason County personnel shall observe and abide by all copyright, trademark, and service mark restrictions in posting materials to electronic media. For each social media tool approved for use by the County the following documentation and financial planning will need to be developed and adopted by each department/office: A. Standards and processes for managing and administrat ion of accounts B. Written operational and use guidelines C. Secured budgeting for the approved retention and archiving program The following social media sites and networks have been approved for use by Mason County: • Twitter – Mason County Twitter Standard • Facebook – Mason County Facebook Standard All additional social media tools proposed for County use will be forwarded to Information Services for review and processing for approval. 16.2 MASON COUNTY WEBSITE 2. The Mason County website (https://masoncountywa.gov/index.php www.co.mason.wa.us) will remain the County's primary and predominant internet presences. A. The best, most appropriate Mason County uses of social media tools fall generally into two categories: i. 1. As channels for disseminating time-sensitive information as quickly as possible (example: emergency information). ii. 2. As marketing/promotional channels which increase the County's ability to broadcast its messages to the widest possible audience. 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Wherever possible, content posted to Mason County social media sites should contain links directing users back to the County's official website for in -depth information, forms, documents or online services necessary to conduct business with Mason Cou nty. C. As is the case for Mason County’s web site, assigned department staff will be responsible for the content and upkeep of any social media sites their department may create. D.A. All Mason County social media sites shall comply with all appropriate Revised Code of Washington (RCW), Mason County policies and standards, including but not limited to: i. Mason County Electronic Information Acceptable Use Policy (Revision F) ii.i. Mason County Blogging Policy iii.i. Mason County Electronic Communications Policy iv.i. Mason County Personnel Policy v.i. RCW 42.52 Ethics in Public Service vi.i. Mason County Social Media Standards for Facebook and Twitter vii.i. State of Washington public records laws 16.3 SOCIAL MEDIA PUBLIC RECORDS 3. Mason County’s social media sites are subject to State of Washington public records laws (RCW 42.56). Any content maintained in a social media format that is related to County business, including a list of subscribers and posted communication, is a public record. The Department maintaining the site is responsible for responding completely and accurately to any public records request for public records on social media. Content related to County business shall be maintained in an accessible format and so that it can be produced in response to a request utilizing an approved retention and archiving program. Wherever possible, such sites shall clearly indicate that “any articles and any other content posted or submitted for posting are subject to public disclosure”. Users shall be notified that public disclosure requests must be directed to the relevant departmental public disclosure officer. 4. Washington state law and relevant Mason County records retention schedules apply to social media formats and social media content. Unless otherwise addressed in a specific social media standards document, the Department maintaining a site shall preserve records required to be maintained pursuant to a relevant records retention schedule for the required retention period on a County server in a format that preserves the integrity of the original record and is easily accessible through the approved retention and archiving program. Appropriate retention formats for specific social media tools are detailed in the Mason County Social Media Standards for Facebook and Twitter. Formatted: Font: (Default) +Body (Calibri), 12 pt, Font color: Black Formatted: Normal, No bullets or numbering Commented [MR51]: Moved to Section 16.1 Formatted: Font: Calibri Formatted: Heading 2, Left, Right: 0", Line spacing: single Formatted: Font: (Default) +Body (Calibri), 12 pt, Font color: Black Formatted: Normal, No bullets or numbering Formatted: Font: (Default) +Body (Calibri), 12 pt, Font color: Black Formatted: Font: (Default) +Body (Calibri), 12 pt, Font color: Black Formatted: Normal, No bullets or numbering Formatted: Font: (Default) +Body (Calibri), 12 pt Formatted: Font: (Default) +Body (Calibri), 12 pt, Font color: Black Mason County Personnel Policies Page 115 16.4 USERS AND VISITORS OF MASON COUNTY SOCIAL MEDIA 5. Users and visitors to social media sites shall be notified that the intended purpose of the site is to serve as a mechanism for communication between Mason County departments and members of the public. Social media pages should state, where possible, that “Opinions expressed by visitors to the page(s) do not reflect the opinions of Mason County”. Pages shall clearly indicate that posted comments will be monitored and that the department reserves the right to remove obscenities, off-topic comments, and personal attacks. Mason County social media site articles and comments containing any of the following forms of content shall not be allowed: A. Comments not topically related to the particular social medium article being commented upon; B. Comments in support of or opposition to political campaigns, ballot measures or pending action items; C. Profane language or content; D. Content that promotes, fosters, or perpetuates discrimination on the basis of race, creed, color, age, religion, gender, marital status, status with regard to public assistance, national origin, physical or mental disability or sexual orientation; E. Sexual content or links to sexual content; F. Solicitations of commerce; G. Conduct or encouragement of illegal activity; H. Information that may tend to compromise the safety or security of the public or public systems; or I. Content that violates a legal ownership interest of any other party. 6. These guidelines must be displayed to users or made available by hyperlink. Any content removed based on these guidelines must be retained, including the time, date and identity of the poster when available. 7. Mason County Information Services Department reserves the right to restrict or remove any content that is deemed in violation of this social media policy or any applicable law posted on a Mason County social media site. 8. Mason County personnel will approach the use of social media tools as consistently as possible, County Government wide. 9. Administration of Mason County’s social media sites. A. The Mason County Information Services Department will maintain a list of social media tools which are approved for use by County departments and staff. 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The Mason County Information Services Department will maintain a list of all Mason County social media sites, a list of logins and passwords will be supplied by department / Office directors / managers. (The Mason County Information Services Department must be able to immediately edit or remove content from social media sites.) C. Official Mason County logo must appear somewhere on the “cover page” of the social media site. D. Mason County personnel use of personally owned devices to manage the County's social media activities or in the course of official duties is prohibited without express written permission by their department director. E. Mason County personnel shall observe and abide by all copyright, trademark, and service mark restrictions in posting materials to electronic media. 10. For each social media tool approved for use by the County the following documentation and financial planning will need to be developed and adopted by each department/office: A. Standards and processes for managing and administration of accounts B. Written operational and use guidelines C. Secured budgeting for the approved retention and archiving program The following social media sites and networks have been approved for use by Mason County: • Twitter – Mason County Twitter Standard • Facebook – Mason County Facebook Standard All additional social media tools proposed for County use will be forwarded to the Information Services Manager for review and processing for approval with the Board of County Commissioners. 15.2 BLOGGING POLICY Mason County departments Facebook and Twitter accounts, commonly referred to as "blog" sites, provide County officials the ability to post short articles, exchanges of information, post status updates and photos, and receive notifications related back to those postings. County blogs facilitate further discussion of those articles by providing members of the public the opportunity to submit comments regarding the articles. Comments submitted by members of the public must be directly related to the content of the article. Submission of comments by members of the public constitutes participation in a limited public forum. 1. 15.2.1 Definitions: Blog: (an abridgment of the term web log) is Facebook or Twitter accounts/website with regular entries of commentary, descriptions of events, or other material such as graphics or video. Commented [MR53]: Moved up Formatted: Normal, Indent: Left: 0.25", No bullets or numbering Formatted: Font: Bold, Font color: Text 2 Commented [MR54]: Moved up to definitions section Mason County Personnel Policies Page 117 Mason County blog author: An authorized Mason County employee/official that creates and is responsible for posted blog articles (see blog article below). Blog article: An original posting of content to a Mason County blog site by a Mason County blog author. Blog commenter: A member of the public who submits a comment for posting in response to the content of a particular Mason County blog article. Blog comment: A response to a Mason County blog article submitted by a blog commenter. Mason County blog moderator: An authorized Mason County employee/official, who reviews, authorizes and allows content submitted by a Mason County blog authors and public commenters to be posted to a Mason County blog site. 15.2.2 Procedures 2. All County blogs shall be: A. Approved and reviewed by the Mason County department/office Elected Official and the Mason County Information Services Manager B. Published using the approved County blog sites (see Social Media Policy) C. Administered by the Mason County Information Technology Department (except Mason County Sheriff’s Office). 3. All Mason County blogs shall adhere to the following Revised Codes of Washington and County policies: A. Mason County Electronic Information Acceptable Use Policy (Revision F) B. Mason County Electronic Communications Policy C. Mason County Personnel Policy D. RCW 42.52 Ethic in Public Service E. Mason County Facebook Standards F. Mason County Twitter Standards The Mason County department/office or Information Services Department reserves the right to restrict or remove any content that is deemed in violation of this blogging policy or any applicable law. F. 4.1. Mason County blogs are subject to State of Washington public records laws. All blog sites shall clearly indicate that any content posted or submitted for posting are subject to public disclosure. All blog sites shall include a notification on the home Formatted: Font: (Default) +Body (Calibri), 12 pt, Font color: Black Formatted: Normal, Indent: Left: 0.25", No bullets or numbering Formatted: Font: (Default) +Body (Calibri), 12 pt, Font color: Black Formatted: Normal, Indent: Left: 0.25", No bullets or numbering Formatted: Font color: Auto Formatted: Font: (Default) +Body (Calibri), 12 pt Formatted: Normal, No bullets or numbering Mason County Personnel Policies Page 118 page that public disclosure requests must be directed to the department's public disclosure officer. (see Mason County Social Media Policy) 5.2. Relevant Mason County records retention schedules apply to blogs and blog content. Records required to be maintained pursuant to a relevant records retention schedule shall be maintained for the required retention p eriod in a format that preserves the integrity of the original record and is easily accessible using the approved retention and archiving program. Content submitted for posting that is deemed not suitable for posting on a Mason County Blog by a moderator b ecause it is not topically related to the particular blog article being commented upon, or is deemed prohibited content based on the criteria in Section 7 of this policy, shall be retained pursuant to the records retention schedule along with a description of the reason the specific content is deemed not suitable for posting. 6. The Mason County department/office or Information Services Department reserves the right to restrict or remove any content that is deemed in violation of this blogging policy or any applicable law. 7.3. Each County blog shall include an introductory statement which clearly specifies the purpose and topical scope of the blog. 8.4. County blog articles and comments containing any of the following for ms of content shall not be allowed for posting: i. Comments not topically related to the particular blog article being commented upon; ii. Profane language or content; iii. Content that promotes, fosters, or perpetuates discrimination on the basis of race, creed, color, age, religion, gender, marital status, status with regard to public assistance, national origin, physical or mental disability or sexual orientation; iv. Comments that support or oppose political campaigns or ballot measures; v. Sexual content or links to sexual content; vi. Solicitations of commerce; vii. Conduct or encouragement of illegal activity; viii. Information that may tend to compromise the safety or security of the public or public systems; ix. Content that violates a legal ownership interest of any other party 9.5. Mason County blog moderators shall allow blog comments that are topically related to the particular blog article being commented and thus within the purpose of Formatted: Font: (Default) +Body (Calibri), 12 pt, Font color: Black Formatted: Normal, Indent: Left: 0.25", No bullets or numbering Commented [MR55]: Moved up Formatted: Font: (Default) +Body (Calibri), 12 pt, Font color: Black Formatted: Font: (Default) +Body (Calibri), 12 pt Mason County Personnel Policies Page 119 the limited public forum, with the exception of the prohibited content listed in Section 8 above. 10.6. All Mason County blog moderators shall be trained regarding the terms of this Mason County Blogging Policy, including their responsibilities to review article content submitted for posting to ensure compliance with the Policy. 11.7. All blog sites shall clearly indicate that they are maintained by a particular Mason County department/office and shall have the Mason County department’s/office contact information prominently displayed. Author and Commenter Identification 1. All Mason County blog authors shall be clearly identified by entering their name at the end of the post. 2. Public commenters shall be accompanied by valid contact information including the poster’s Facebook or Twitter I.D. Anonymous posting shall not be allowed. 3. Authentication credentials used for posting blog articles and blog comments by authorized Mason County department/office blog authors shall conform to the County's password standard. Ownership and Moderation 1. The content of each Mason County blog shall be the sole responsibility of the department/office producing and using the blog. 2. Comments submitted to a Mason County blog shall be moderated by an authorized blog moderator that has been trained and assigned by the department/office manager. Blog Comments & Responses 1. Whenever possible, all blog articles shall be reviewed and approved by an authorized blog moderator before posting on a Mason County blog. 2.1. All blog articles submitted with attached content shall be scanned using antivirus technology prior to posting. 3.2. The linked content of embedded hyperlinks within any Mason County blog articles or blog comments submitted for posting shall be evaluated prior to posting. Any posted hyperlinks shall be accompanied by a disclaimer stating that “Mason County guarantees neither the authenticity, accuracy, appropriateness nor security of the link, web site or content linked thereto.” 15.3 FACEBOOK STANDARDS POLICY Facebook is a social networking site. Businesses and governments have joined individuals in using Facebook to promote activities, programs, projects and events. This standard is designed for County departments / Offices looking to drive traffic to the Mason County Web sites Commented [MR56]: Redundant Mason County Personnel Policies Page 120 (www.co.mason.wa.us) and to inform more people about County’s activities. These standards should be used in conjunction with the County's Blogging Policy and Social Media Policy. As Facebook changes, these standards may be updated as needed. Establishing a Page When a department determines it has a business need for a Facebook account, it will submit a request through their chain of command to the Elected Official or Division Director. Once approved by their Elected Official or Division Director, the department social media personnel will create the page which will include the official County lo go. Content 1. Type of 'pages' A. The County department will create “pages” in Facebook not “groups”. Facebook “pages” offer distinct advantages including greater visibility, customization and measurability. Related community pages are unofficial representations of county business created by Facebook. Community pages will currently be accepted as is unless there is a copyright/trademark issue. B. For “type” description, choose “government”. 2. Page Design Requirements A. The Mason County logo is to be added to the cover photo. B. Departments will complete the Page Info section as fully as possible. C. If comments are turned on, the Facebook page should include a tab/link to a Comment Policy tab with the following disclaimer: Comments posted to this page will be monitored. Under the Mason County blogging policy, the County reserves the right to remove inappropriate comments including those that have obscene language or sexual content, threaten or defame any person or organization, violate the legal ownership interest of another party, support or oppose political candidates or ballot propositions, promote illegal activity, promote commercial services or products or are not topically related to the particular posting. 3. Link to the Mason County Website A. Link to (www.co.mason.wa.us) will be included on the “Page” information section. B. County department and project pages should be page favorites of other County Facebook pages. 4. Page Naming A. Page name should be descriptive of the department. 1. Departments will choose carefully with consideration for abbreviations, slang iterations, etc. 2. The Division Director will approve proposed names. Mason County Personnel Policies Page 121 5. Page Administrators A. A successful page requires "babysitting." Each department communications officer is responsible for monitoring the Facebook page. Posts should be approved by the Division Director or a designated alternate. B. The department communications officer is responsible for making sure content is not stale. Departments will designate a back-up editor in communications officer's absence. C. Information Service department will be provided logins, passwords and editing rights by the Division Director or Elected Official for emergency editing. 6. Comments and Discussion Boards A. Comments to department / office postings generally will be allowed but will be monitored by department / office communications officer for proper content. B. Discussion boards will be monitored by the communications officer for proper content. 7. Style A. County Department Facebook cover page will display the official County logo. The Information Services Department will provide departments with the official county logo. B. Departments will use proper grammar and standard Associated Press (AP) style, avoiding jargon and abbreviations. Facebook is more casual than most other communication tools but still represents the County at all times. 8. Applications and Security A. There are thousands of Facebook applications. Common applications can allow users to stream video and music, post photos, and view. While some may be useful to the page's mission, they can cause clutter and security risks. B. An application should not be used unless it serves a business purpose, adds to the user experience, comes from a trusted source and is approved by the Elected Official or Division Director. C. An application may be removed at any time if there is significant reason to think it is causing a security breach or spreading viruses. D. For security purposes, all Facebook accounts logins and password will be kept by the assigned department communications officers, Division Director / Elected Official, and Information Services. Archive • Each Facebook page will be set up in conjunction by Information Services to a designated county account. • Mason County’s social media sites are subject to State of Washington public records laws RCW 42.56 . Mason County Personnel Policies Page 122 • Content that cannot be retrieved from Facebook via the approved retention and archiving program, but need to be retained as a record, will be printed and maintained according to the County’s records retention policy by that individual department / office utilizing the account. 15.4 TWITTER STANDARDS POLICY Twitter is a micro blogging tool that allows account holders to tweet up to 140 characters of information to followers. By procuring and maintaining Twitter accounts, County departments will communicate information directly to their Twitter followers, alerting them to news and directing them to the Mason County Website (www.co.mason.wa.us) for more information. These standards should be used in conjunction with the County's Social Media Policy. 15.4.1 Content 1. Department communications officer shall hold and maintain their department's Twitter account. A. Each department will have only one Twitter account, unless otherwise approved by the Elected Official or Division Director. Account information, including usernames and passwords, shall be registered and updated with the department Communications officer, Division Director and Elected Official. Information Service department will be provided logins, passwords and editing rights by the Division Director or Elected Official for emergency editing. 2. All Mason County department's Twitter bio will read: (Department name) Comments, list of followers subject to public disclosure (RCW 42.56). If appropriate the following will be added: This site is not monitored. Call 911 for emergencies. 3. Twitter usernames shall begin with "Mason" (MasonParks, MasonPW and MasonPH). In cases where the username is too many characters, begin with "MC" (MCProsecutor). 4. Department Twitter account backgrounds will share an official Mason County logo provided by the Information Services Department. 5. Twitter accounts shall serve three primary purposes: A. Get emergency information in/out quickly B. Promote County-sponsored events C. Refer followers to content hosted at www.co.mason.wa.us 7. Information posted on Twitter shall conform to the policies and procedures of the County Social Media Policy and the department / office posting the information. Tweets shall be relevant, timely and informative. Mason County Personnel Policies Page 123 8. Twitter content is short synopsis of information presented on the Mason County Website and other existing information dissemination mechanisms. Department communications officer shall ensure that information is posted correctly the first time. Twitter does not allow for content editing. 9. Department communications officer shall be responsive to those citizens who communicate via Twitter's @reply or direct message functions. Communication with followers will be timely and consistent with existing protocols. 10. Mason County Information Services Department shall have the right to suspend or close a Twitter account for improper usage in alliance with the Mason County Social Media Policy. Archive 1. Department communications officer shall be responsible for archiving Twitter posts. Initial policy will be to archive Twitter postings with the approved retention and archiving program selected by the Information Services in accordance to RCW 42.56. In the retention and archiving program Twitter archives may not be visible to the public, but will be accessible for public document retention purposes. Mason County Personnel Policies Page 124 CHAPTER 176 CELLULAR TELEPHONE POLICY SCOPE: This policy applies to all employees of Mason County, unless otherwise addressed by a current collective bargaining agreement or public safety policy. 176.1 CELLULAR TELEPHONE POLICY DEFINITIONS Cellular Telephones: This includes, but is not limited to: Mobile devices that can be used for phone calls and/or texting messages, internet and network features. Electronic Files: Information stored electronically residing on storage media containing data, images, programs or other information. This includes all files produced or copied onto County - owned or operated hardware, or files produced or copied either to or from other information systems on behalf of the County. Text Messages: The act of composing and sending brief, electronic messages between two or more mobile phones, or fixed or portable devices over a phone network. Internet: Refers to connectivity with other agencies, networks and/or services outside local area networks established and maintained by Mason County. 176.2 COUNTY OWNED CELLULAR PHONES It is the policy of Mason County to provide employees with efficient, cost effective telephone communication equipment and services. The purchase and utilization of cellular telephones shall be limited to the requirement and specification contained in this policy. The acquisition of cellular telephones shall be limited to those instances in which there is a demonstrated need for such equipment to perform essential County business or to improve safety, increase productivity, increase service to the public, or in situations in which necessary communications cannot be provided by any other means. The purchase of cellular telephones shall be subject to approval by the Ddepartment Hhead and completed by Mason County Information Services. County Information Services Department shall install, service, and support cellular telephones software connected to the County’s network system. All equipment purchases, including hardware (phones) or software (applications), shall be approved, in writing, by the department head prior to purchase or installation on to cellular phone or communications equipment by Information Services. Additionally, electronic communication equipment purchased and owned by employees with the intent of using it for County purposes will not be eligible for County reimbursement or to be placed on the County’s network system. Mason County Personnel Policies Page 125 176.3 USE OF CELLULAR PHONES Discretion is to be used in discussing confidential information using cellular communication. Cellular transmissions can be overheard by others. Employees are responsible for taking reasonable precautions to prevent theft and/or vandalism of cellular equipment. In an event an employee fails to use reasonable precautions, the county may require the employee responsible for such cellular telephone to reimburse the county for the reasonable cost to replace such telephone. 176.4 PERSONAL USE OF CELLULAR PHONES The County recognizes that occasions arise in which personal calls or text messages need to be made or received on a cellular telephone. However, it is intended that cellular telephones be used for County business-related purposes. Personal calls and text messages are to be minimized. Calls or text messages home or to the family, etc., by County staff when required to work extended hours shall be considered business calls or texts. Making and receiving personal calls or text messages should be limited. Use of personal cellular telephones and/or County telephone equipment and services should not result in additional costs to the County and should not interfere with performance of official duties or normal business operations. Employees are trusted to exercise good judgment in both the duration and frequency of such calls and text messages. The County reser ves the right to monitor the billing and use of all County owned cellular telephones. The County normally does not reimburse employees for calls made on personal cellular phones. 176.5 TERMINATION OF USE OF COUNTY OWNED CELLULAR PHONES If the conditions of this policy are violated by the employee, the department head may restrict or terminate the use of County owned cellular phones by the employee. 176.6 RECORDS RETENTION OF CELL PHONE RECORD The County Auditor’s Office will retain copies of the County cellular telephone billing records. These billing records must include call history (all numbers called and text messages) in accordance with the laws set forth by the State of Washington. Billing records sent to the Auditor’s Office without the call history will not be paid and sent back to the department due to lack of information. Text message contents will be retained the in the same fashion as the County’s e-mails. Cellular phone calls, text messages, e-mails, electronic files and internet usage made on County owned phones are subject to the Public Records Act (RCW 42.56), and the Washington Court Rules and specifically General Rules (GR) 22, 31 and 31.1 for courts. Therefore, there is an extremely narrow scope of expectation of privacy. All calls and text messages are open to public records requests. Information Services will provide text message management; install the application for and storage of text messages. Mason County Personnel Policies Page 126 176.7 SERVICE BILLING Information Services will manage and administer all County cellular phone contracts to include service plans, maintenance agreements and upgrades. The retention software will be purchased and funded by Information Services. The cellular company will provide Information Services with individual department statements of monthly services. Information Services will provide individual departments a copy of their monthly statements. Each county department/office will be responsible for yearly budgeting and Support Services will voucher payment from the individual departmental budgets. The consolidated contract’s services will be shared by all County owned cellular telephones and will be subject to review by Information Services of individual’s usage. If indiv idual’s usage exceeds the County’s average usage and an overages fee is charged, those individual’s departments will be responsible for the payment of the overage fee. If individual’s usage is determined to be for non-county use, the individual shall be personally responsible for the overages fee. This Cellular Telephone policy coincides with the following County Personnel policies: Chapter 8 – Employee Responsibilities and Conduct Policy Chapter 12 – Non-Discrimination & Harassment Policy Chapter 14 – Mason County Electronic Information Acceptable Use Policy Chapter 15 – Social Media Policy Mason County Personnel Policies Page 127 CHAPTER 187 TELEWORK POLICY 187.1 PURPOSE To establish guidance and direction for when there is a determined need for qualified employees to conduct County business from a location outside the normal work location. 187.2 ELIGIBILITY Teleworking may be used on specific occasions or more often depending on the need. Qualified employees may request approval to telework, but all may not be eligible. Their work must: 1. Require minimal face-to-face interaction with co-workers, supervisors and customers. Writing, reading, telephoning, data analysis, computer programming, word processing and certain data entry functions are all tasks amenable to teleworking. 2. Have a minimal need for specialized material, equipment or supervision. An employee’s request to telework will be considered in light of the objectives of the office or department and must be approved by the Elected Official/County Administrator/Department Head for the office or department. Approval is discretionary and will be based on the following factors: 1. Office/Department needs; e.g., emergencies, special projects, critical position, etc. 2. Employee’s job performance history 3. Nature of work 4. Effect on service to clients and effect on office workload 5. Competing work schedule or leave requests 187.3 JOB RESPONSIBLITIES AND CONDITIONS 1. Employee salary, job responsibilities, benefits and insurance coverage will not change. 2. Professionalism in terms of job responsibilities, work, output, and customer service will continue to follow the high standards set by County policies. 3. Teleworkers are responsible for maintaining effective workflow among clients, coworkers, and the Elected Official/County Administrator/Department Head. 4. The amount of time an employee is expected to work will not change. Overtime hours will not be permitted unless requested and authorized in advance by the supervisor. 5. Teleworking is not a substitute for dependent care. 6. Teleworkers may withdraw or be withdrawn by the Elected Official/County Administrator/Department Head from the program at any time with three (3) days written notice, or sooner if there is an immediate need. 187.4 TELEWORK SITE The Teleworker must designate and maintain a clean, safe, and productive workspace that is adequate for accomplishing necessary tasks and free of obstructions and distractions. The site must also be Mason County Personnel Policies Page 128 ergonomically correct based upon Labor & Industries guidelines to prevent occupational disease or injuries. 1. Employee’s telework site is considered an extension of the office/department for limited purposes while employee is in official telework status. All County policies are in effect. 2. The County owned computing device, or any other equipment assigned to the employee while teleworking shall not be used for personal business. 3. The County may make on-site inspections of the telework work site and any County-owned equipment, at a mutually agreed upon time. 4. The County may electronically monitor employee’s activities while connected to County network. 5. Teleworkers will take precautions necessary to secure proprietary and confidential information and prevent unauthorized access to any County systems or paper files. 6. Employee’s in telework status shall be available during the approved work schedule for telephone calls. 7. The county will not pay for a telework site (physical facility), telephone lines, or internet connection. 8. A Teleworker must not conduct in-person meetings with customers or co-workers while working from home. 187.5 COMPUTERS, SOFTWARE, SUPPLIES, AND SUPPORT 1. Any hardware or software furnished by the County remains the property of the County and will be returned should a teleworking agreement be terminated. Information Technology (IT) will coordinate all transfers of equipment according to established procedures. 2. County owned software may not be duplicated except as formally authorized by the manufacturer’s licensing agreement. 3. Any requests for PCs or terminals with access to County networks, mainframes, or other applications must be reviewed and approved by the IT Department. 4. County equipment (computers, printers, modems, telephones, etc.) furnished to the teleworking employee is to be used only by authorized persons for official County business. 5. Supplies required to complete assigned work at the telework work site shall be obtained during the teleworker’s in-office work periods. 6. IT shall be responsible for any County equipment maintenance, installation of software, security access, or support. 7. Only County approved software will be installed on County approved teleworking equipment. 8. Teleworkers requiring access to the County’s Virtual Private Network (VPN) must contact I T Help Desk at 360-427-9670 ext. 558, via the County’s IT Support Ticket System at http://helpdesk.mason.local/tickets/ or via e-mail to toddc@co.mason.wa.usmasoncountywa.gov to request an account. 187.6 WORKERS’S COMPENSATION During Telework hours, the Teleworker is covered for any injury arising out of and in the course of employment pursuant to the Washington State Workers’ Compensation Act. A Teleworker injured while working at the Teleworker’s residence or other Remote Work Locations is required to follow established County procedures for reporting on-the-job injuries. This can be found on the Human Resources website: Field Code Changed Mason County Personnel Policies Page 129 https://masoncountywa.gov/forms/human-resources/Employee-Injury-Illness-Incident-Report.pdf https://www.co.mason.wa.us/forms/human-resources/index.php 187.7 OVERTIME, LEAVE, AND COMPENSATION In accordance with the County’s overtime policy, overtime must be approved in advance to preclude any unintended liability for premium pay. Teleworkers must receive supervisory approval prior to working beyond their normal hours of duty. Failure to obtain supervisory approval may result in the termination of the Telework Arrangement and possible disciplinary action. Procedures for requesting leave will remain unchanged. The teleworker is responsible for obtaining leave approval in advance and keeping appropriate personnel informed of leave usage in accordance with either the Personnel Policy or applicable Collective Bargaining Agreement policy and procedures. Teleworkers working at their Remote Work Location will be granted the same holidays as employees working at the Main Worksite. If a Teleworker becomes sick at any time while Teleworking, the Teleworker must immediately notify their Manager and use sick leave to cover those hours not worked. If a Teleworker must take some other form of leave, the Teleworker must request leave from their Manager immediately and use the leave to cover those hours not worked. A Teleworker’s compensation and benefits will not change due to participation in the Telework Program. A Teleworker must submit timesheets and leave requests in accordance with the normal policies and procedures. 187.8 LIABILITY The County will defend and indemnify a Teleworker who is Teleworking at their residence or other approved Remote Work Location for all claims arising out of and with the Teleworker’s scope of employment consistent with the provisions for the Local Government Tort Claims Act and other applicable laws and in accordance of Mason County’s Policy and Procedure for Defense and Indemnity of Employees, Ordinance No. 06-18. Mason County is not liable for any loss, destruction, or damage to property or for any injury or loss to third persons occurring at or around the Teleworker’s residence or other approved Remote Work Location. 187.9 INCLEMENT WEATHER It is a County priority to ensure continuity of operations during inclement weather or other emergency conditions. In the event of a County declared general, weather-related, or other public health emergency closes the Teleworker’s Main Worksite, a teleworking employee scheduled to Telework will be required to continue working remotely, unless it is impossible (power outage). Mason County Personnel Policies Page 130 County closures, or limited operation changes, are typically to accommodate the safety of employees who are risking the travel to and from the worksite. Teleworking is a privilege and does not include a risk of traveling to and from the worksite. 17.10 18.10 CONFIDENTIALITY A Teleworker is responsible for protecting the confidentiality, integrity, and availab ility of data, information, and paper files used when Teleworking. A Teleworker must follow all applicable County, federal, state, and departmental policies, laws, and regulations to protect data, accessed or maintained while Teleworking. In addition, Teleworking employees must adhere to the following: 1. Protecting information assets from unauthorized access and use by others, including family members, friends, and other visitors. 2. Leaving information assets only in secured locations and not in unattended or' unlocked vehicles, or other locations where they may be easily stolen. 3. Ensuring that any County issued equipment, such as cell phones, hot spots, or computers passwords are protected from unauthorized access and use by the Teleworker's personal equipment (i.e. County issued hot spot hooked up to personal laptop or cellphone, etc...) or used by others, including family members, friends, and other visitors. Costs incurred by personal use shall be paid by the Teleworker. Formatted: No bullets or numbering RESOLUTION NO. ________ A RESOLUTION AMENDING RESOLUTION 2022-047 MASON COUNTY PERSONNEL POLICY, TO ADD, REMOVE, AND UPDATE LANGUAGE IN THE PERSONNEL POLICY MANUAL AND MASON COUNTY CODE WHEREAS, it is the responsibility of the Board of Mason County Commissioners for the coordination of county administrative programs, which is accomplished through the adoption of the Personnel Policy; and WHEREAS, it is necessary and appropriate to add, remove, and update language to the Personnel Policy to ensure the best practices are incorporated, clarification of processes are implemented, and removal of outdated language is incorporated; and WHEREAS, it is necessary and appropriate to update position names throughout the document; and WHEREAS, it is necessary and appropriate to update, re-organize, and clarify language in Chapters 1, 2, 3, 4, 5, 7, 8, 9, 12, 14, 16, 17, and 18 to ensure the process and procedures are current with practices currently utilized , and/or best employment law and practice; and WHEREAS, it is necessary and appropriate to update grammar, numbering formats, removing acronyms, and writing in third person; and WHEREAS, it is necessary and appropriate to update Chapter 3.1 Recruiting Policy to comply with RCW 49.58.110 and include information about compensation and benefits for all job postings; and WHEREAS, it is necessary and appropriate to add Chapter 8.2 Workplace Safety and Violence Prevention Policy to ensure employees are safe and secure in the workplace; and WHEREAS, it is necessary and appropriate to add Chapter 8.13 Drug Free Workplace to protect the health, safety, and well -being of employees; and WHEREAS, it is necessary and appropriate to update Mason County Code Chapter 2.112 Drug Free Work Place Policy to reflect the updated Personnel Policy Chapter 8.13 Drug Free Workplace; and NOW, THEREFORE, BE IT RESOLVED, the Board of Mason County Commissioners hereby amends Resolution 2022-047 Mason County Personnel Policy to add, remove, clarify, and update language in Chapters 1, 2, 3, 4, 5, 7, 8, 9, 12, 14, 16, 17, and 18 , update grammar, numbering formats, and writing style, update Chapters 3.1 Recruiting, add 8.2 Workplace Safety, add 8.13 Drug Free Workplace, and Mason County Code Chapter 2.112. This resolution shall become effective immediately upon its passage. ADOPTED THIS ____ day of , 2022. BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON ATTEST: ________________________________ Kevin Shutty, Chair _____________________________ McKenzie Smith, Clerk of the Board ________________________________ Sharon Trask, Vice Chair APPROVED AS TO FORM ________________________________ Randy Neatherlin, Commissioner ______________________________ Timothy Whitehead, Deputy Prosecuting Attorney Mason County Agenda Request Form To: Board of Mason County Commissioners From: Mary Ransier Ext. 422 Department: Human Resources Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): October 24, 2022 Agenda Date: October 25, 2022 Internal Review: ☐ Finance ☒ Human Resources ☐ Legal ☐ Risk ☐ Information Technology (This is the responsibility of the requesting Department) Below for Clerk of the Board’s Use Only: Item Number: __________ Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Request for Lead Pay approval for Rachelle Osman in Superior Court October 1, 2022 - March 31, 2023. Background/Executive Summary: Ms. Osman will be tasked with managing the Protection Order statutes project. This body and scope of work includes managing/monitoring docket workloads, making recommendations on docket changes, leading the creation of policy, procedures, local court rules, and accompanying new documentation. She will be responsible for collaborating with and making recommendations to Superior Court Judges, Superior Court Clerk’s Office, District Court, and/or the Sheriff’s Office. She will also be researching and communicating with other Counties and local school districts per RCW. Budget Impact (amount, funding source, budget amendment): General Fund Supplement Public Outreach (news release, community meeting, etc.): N/A Requested Action: Approval for Rachelle Osman Lead Pay October 1, 2022 - March 31, 2023. Attachments: Superior Court Lead Pay request form Higher Class/Lead Pay Request Form Working in a Higher Class/Lead Pay requests must be submitted by the Department Head or Elected Official on this form to Human Resources for review and approval before moving to the Board of County Commissioners. Type of Pay Request Lead Pay Union Status Non-Union Name Rachelle Osman Department Superior Court Employee Current Job Title Official Court Recorder/Judicial Assistant Proposed Increase (%) 10% Funding Source General Fund Supplemental Effective Date 10/1/22 End Date 3/31/23 What specific job duties will this employee be performing outside of their current position description? Ms. Osman will be tasked with being the point person for the substantial changes in the Protection Order statutes. The specific job duties that will be performed outside of her current position will be: Managing and monitoring the Protection Order/Ex-Parte docket workloads and making recommendations on potential docket changes and/or additions; Creating policy, procedures, local court rules and accompanying new forms; Collaborating, making recommendations to and convening meetings with the Superior Court Judges, Superior Court Clerk’s, District Court, and/or Sheriff’s Offices; Researching and communicating with other Washington State counties; and Coordinating and communicating with local school districts per RCW. Attach job description for higher class Department Head Email jamesma@masoncountywa.gov Mason County Community Services – Briefing October 24, 2022 Briefing Items → Impact fees for transportation, school districts, and fire districts – Marissa Watson → Title 17 amendments with minor revisions to Title 8.52 – Marissa Watson Mason County Agenda Request Form To: Board of Mason County Commissioners From: Marissa Watson Ext. 367 Department Community Development: Briefing: ☒ Action Agenda: ☐ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): October 24, 2022 Agenda Date: Click or tap here to enter text. Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ Information Technology ☐ Other (This is the responsibility of the requesting Department) Below for Clerk of the Board’s Use Only: Item Number: __________ Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Impact fees for transportation, school districts, and fire districts. Background/Executive Summary: Planning staff presented two topics, impact fees and short-term rentals, to the Planning Advisory Commission at their August PAC meeting. These are both topics that were indicated by the BOCC as a priority for staff and the PAC to address and start forming a plan for the County. The PAC decided to address impact fees first since updating the Mason County Capital Facilities Plan (CFP) is in motion and impact fees go hand in hand with the CFP. If the County adopts impact fees this funding option must be included within the CFP document and any capital projects utilizing that funding must also be addressed in the Capital Improvement Program (6 year projects and financing portion) of the CFP. With that direction staff performed initial research regarding what the law requires within an impact fee ordinance and the options the County can consider. This research brought up a couple of issues that staff wanted to bring back to the BOCC for their input and direction. The attached staff brief elaborates on the issues that need to be reviewed and acted upon, prior to drafting impact fee ordinance language. Budget Impact (amount, funding source, budget amendment): Potential funding for rate studies. Public Outreach (news release, community meeting, etc.): All language drafted regarding impact fees will be presented at duly advertised public meetings of the PAC and BOCC. Requested Action: BOCC discussion and next steps moving forward. Attachments: Staff full brief 615 W. Alder Street  Shelton, Wa 98584  360.427.9670 ext. 352 |  masoncountywa.gov STAFF BRIEF IMPACT FEES Requirements based on RCWs Rate Studies The RCW indicates that those jurisdictions wishing to implement impact fees must provide some type of formula or other method [RCW 82.02.050(3)(b) & 82.02.060(1)] of calculating fees that must incorporate the following: 1. Cost of facilities necessitated by new development 2. Adjustment to the cost of those facilities for past or future payments made or reasonably anticipated to be made by new development to pay for particular improvements in the form of user fees, debt service payments, taxes, or other payments earmarked for or proratable to that system 3. The availability of other means of funding public facility improvements 4. Cost of existing public facility improvements 5. The methods by which public facility improvements were financed The resulting product is a rate study that will be highly important to develop for the fire districts and schools districts, as well as transportation. Each district wishing to be included should have current capital facility plans that are utilizing the population projections adopted RE: Impact fees; transportation, fire districts, and school districts. Review of studies needed prior/concurrently with drafting an impact fee ordinance, as well as the additional administrative processes that would be required. Department: Community Development – Planning Staff Contact(s): Marissa Watson, Senior Planner Ext. 367 or mwatson@masoncountywa.gov Date: October 24, 2022 Action Requested at this Meeting: BOCC direction 615 W. Alder Street  Shelton, Wa 98584 2  360.427.9670 ext. 352 |  masoncountywa.gov by the County and which support their capacity needs. The impact fee triggered by development has to be clearly linked to the added service cost to the County or districts. The question we need to address is who will be performing these studies as well as financing them. Different scenarios can occur, whether it is the County financing one study to encompass all the facilities/services it wishes to collect impact fees for, or in some cases the Regional Fire Authority and school districts conduct their own impact fee studies. It must also be considered that rate studies will have to be updated annually, unless indexing is incorporated and even so many jurisdictions still have to circle back to their rate studies every three years in order to reflect changes in facility costs. If the rates go without being updated for a period of time the result could be an eventual lack of service capacity or the need to make up those facility costs from other funds. The County will have to have an ILA (inter-local agreement) with the Regional Fire Authority and those school districts included in the impact fee ordinance, so that any funds, deferments, and exemptions performed or collected by the County, on the part of the district or RFA, are properly distributed or applied. Additional administrative process(es) The RCW requires each jurisdiction adopting an impact fee ordinance to have a deferral process for single-family residential development. A contractor is allowed 20 deferrals a year (RCW 82.02.050), unless the BOCC adopts a higher number with consultation of the school districts. The deferral is for 18 months and the County can collect a reasonable administrative fee to implement the deferral process as it will require setting up a method for tracking a contractor’s deferrals, not only the number but whether the deferred fee has come due and to make sure the department is not issuing a certificate of occupancy until the fee is retrieved. A solid tracking process for deferrals should be in place to provide the Department of Commerce data on these fees when appropriate and most importantly to avoid a situation where future applicants for development don’t get stuck with paying more than their fair share for impacts. The County may provide exemptions from impact fees for low-income housing, as well as development activities with a broad public purpose, i.e. early learning facility. The caveat is that this full exemption from impact fees would still have to be paid and they would have to be taken from public funds other than impact fee accounts. Partial exemptions are also allowable and require the developer to pay not more than 80% of the impact fee with the difference to be made up from impact fee accounts. School districts must be involved in the approval of these exemptions. A credit system shall also be in place to consider the developer’s dedication of land and any improvements to current infrastructure or new construction of system improvements to 615 W. Alder Street  Shelton, Wa 98584 3  360.427.9670 ext. 352 |  masoncountywa.gov facilities or services identified in the CFP. Developers shall also be given a provision for submitting studies/data that could potentially adjust the impact fee. Receipts for impact fees have to be specifically designated and retained in special interest bearing accounts with separate accounts established for each type of public facility for which fees are collected. Each school district would have an account with the County treasurer, MC RFA would have an account, as well as transportation (PW). Interest earned within these accounts must be expended for the purpose for which the fees were imposed. The amount and timing of funds transferred by the Finance Department can be set forth in the ILA with the specific district. Annually the Finance Department would provide the account holder records so that the account holder can compile annual reports (district CFP) showing the source and amount of all money collected, earned, or received and system improvements that were financed in whole or part by impact fees. In some cases the impact fee process is set up for the applicant to visit the district directly, pay the impact fee and receive a receipt to take to building permit submittal as proof of fulfillment. The annual report requirement, or update of the district CFP, is still applicable in this scenario. If the County or district does not expend funds within 10 years, the current owner of the property for which those funds were generated may receive a refund. A refund process/application shall be in place for this situation, as well as when a developer does not move forward with a project. IN SUMMARY The purpose of this short brief is to emphasize that implementation of impact fees, especially on part of special districts will involve not only collection and distribution of fees, but collaboration and agreement between the County and districts on many different occasions involving those fees (to be elaborated within each ILA). Prior to moving forward with this topic with the planning advisory commission, a rate study must first be considered for transportation, schools, and fire districts. There must be a consensus on whether all or some of the districts want to partake with clear direction that their CFPs need to be provided to the County when updated, as well as annual reports provided to the County regarding impact fee usage, if not already included within their CFPs. Commissioners and department heads should also be aware that the implementation of impact fees will add additional duties to DCD, the Finance Department, and the BOCC as briefly outlined in this summary. Mason County Agenda Request Form To: Board of Mason County Commissioners From: Marissa Watson Ext. 367 Department Community Development: Briefing: ☒ Action Agenda: ☐ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): October 24, 2022 Agenda Date: Click or tap here to enter text. Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ Information Technology ☐ Other (This is the responsibility of the requesting Department) Below for Clerk of the Board’s Use Only: Item Number: __________ Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Title 17 Amendments with minor revisions to Title 8.52 Background/Executive Summary: The goal of this amendment is to remove obsolete code, clarify, and evaluate any contradictions that may be present within the Title 17 development regulations, as well as make recommendations on revisions to the zoning code based on the changing nature of development within the County. There have been minor updates to various sections of the code over the years, but not a comprehensive cleanup. The review concentrated on the rural lands development regulations as well as the Urban Growth Areas code. The Shelton UGA code was reviewed during this process but at this time staff does not have any recommended changes. Changes made to the Mason County Resource Ordinance (RO) are minor with revisions in Title 17 requiring an update to MCC 8.52. Staff has also utilized MCC 17.03.031 to recommend language in regard to development requirements and connection to a Group A public water system required when within UGA boundaries. Please see attached matrix for language. The PAC, at their October 17, 2022 meeting, unanimously recommended the amendments be forwarded to the BOCC for consideration and approval. Budget Impact (amount, funding source, budget amendment): None Public Outreach (news release, community meeting, etc.): Staff and the PAC held three public workshops and one public hearing which were advertised according to the notification requirements of Title 15.07.030. Requested Action: Place on the November 8, 2022 Action Agenda to set a public hearing for December 20, 2022. Attachments: Amendment/Comment Matrix Title 17 -Zoning Code (may include changes to other titles) Title, Chapter & Section Reason for proposed revision Amended Language/Reference MCC 17.02.026-Allyn UGA Additional reference only The Allyn UGA is a "stand-alone" area not affiliated with any incorporated city. Development regulations for this area are intended to accommodate existing land use patterns and densities, while planning for future growth. Allyn UGA has separate zoning and development regulations in sections MCC 17.10 through MCC 17.15. 17.02.036-Long-term commercial forests; mineral resource lands. Additional reference only These land designations are intended to recognize and protect unique resources that, due to the nature of their operations, are sensitive to abutting land uses. This chapter sets forth regulations intended to minimize the impact of intrusion of less compatible land uses upon these land use types. Development regulations for long - term commercial forest lands and mineral resource lands are located in MCC 8.52.060 and MCC 8.52.090 of the Mason County Resource Ordinance. 17.02.038-Agricultural Resource Lands. Additional reference only This designation is intended to recognize and protect unique resources that, due to the nature of their operations, are sensitive to abutting land uses. This chapter sets forth regulations intended to minimize the impact of intrusion of less compatible land uses upon the resource use of the land. Development regulations for agricultural resource lands are located in MCC 8.52.061 of the Mason County Resource Ordinance. 17.02.049-Inholding Lands. Additional reference only Inholding lands are lands surrounded by long-term commercial forests, but which are not suitable due to parcel size or other constraint for that purpose. Inholding lands may be developed, but only in a manner which assures the viability of the abutting forest land. Development regulations are located in MCC 8.52.070 of the Mason County Resource Ordinance. 17.02.041(5)-Rural Residential This designation was to ensure "existing" multi-family residential developments in rural areas that were established prior to this code were able to continue/repair/replace without the limits of being defined as legal non-conforming. Rural Multi-Family (RMF). This district provides for designates existing multi-family residential development including mobile home parks. New RMF zoning designations are prohibited. Elimination of F.A.R (multiple areas in Title 17) Floor area ratio is not used when reviewed by planners, instead setbacks, density requirements, critical areas, stormwater regulations determine the lot coverage. It is confusing to the public to include a provision that is not utilized. Floor area ratio usage makes sense in an urban area rather than the rural. Please see redlined code. 17.02.043-Rural Commercial Again deletion of F.A.R in rural lands development regulations There are four types of rural commercial districts. These districts provide for a variety of commercial areas reflecting the diversity of existing business areas. Parcels with this designation that are located within RACs, hamlets, ICIAs, and other areas designated under RCW 36.70A.070(5)(d)(i) ("Dl LAMIRDs") shall be principally designed to serve the existing and projected rural population. The county's primary method of such design is to limit building size, and height, and floor to area ratios so that businesses of such size and intensity will ordinarily be oriented towards primarily serving the existing and projected rural population. Isolated LAMIRDs ("D2 and D3 LAMIRDs") of a commercial nature are not required to be principally designed to serve the rural population. These isolated commercial LAMIRDs, however, shall protect rural character, which is defined at RCW 36.70A.030(1423), by containing and limiting rural development, by not being in conflict with surrounding uses and by assuring that such development is visually compatible with the surrounding area. The county's primary method of achieving such purpose is by providing for buffer yards, limiting the character of rezones, by limiting building size, and height, and floor to area ratios in such a way as to be appropriate for the rural areas. Public services and facilities shall not be provided so as to permit low intensity sprawl. 17.02.045-Rural Industrial See above The rural industrial district provides for isolated areas of primarily existing industrial type uses. Rural industrial is not required to be principally designed to serve the existing and projected rural population. However, isolated LAMIRDs ("D2 and D3 LAMIRDs") of an industrial nature shall protect rural character, which is defined at RCW 36.70A.030(14 23), by containing and limiting rural development, by not being in conflict with surrounding uses, and by assuring that such development is visually compatible with the surrounding area. The county's primary method of achieving such Amendment Matrix Wednesday, June 29, 2022 1:44 PM Title 17-2022 Update (may incl. additional titles) Page 1 surrounding area. The county's primary method of achieving such purpose is by providing for buffer yards, limiting the character of rezones, by limiting building size, and height, and floor to area ratios in such a way as to be appropriate for the rural areas. Public services and facilities shall not be provided so as to permit low intensity sprawl. 17.02.047-Rural Tourist See above The rural tourism (RT) and rural tourist -campground (RTC) districts provide small scale recreational and tourist -related activities in addition to tangential commercial services to tourists and adjacent rural populations. Parcels with this designation that are located within RACs, hamlets, ICIAs, and other areas designated under RCW 36.70A.070(5)(d)(i) ("D1 LAMIRDs") shall be principally designed to serve the existing and projected rural population. The county's primary method of such design is to limit building size, and height, and floor to area ratios so that businesses of such size and intensity will ordinarily be oriented towards primarily serving the existing and projected rural population. Isolated LAMIRDs ("D2 and D3 LAMIRDs") of a tourist nature are not required to be principally designed to serve the rural population. These isolated commercial LAMIRDs, however, shall protect rural character, which is defined at RCW 36.70A.030(1423), by containing and limiting rural development, by not being in conflict with surrounding uses and by assuring that such development is visually compatible with the surrounding area. The county's primary method of achieving such purpose is by providing for buffer yards, limiting the character of rezones, by limiting building size, and height, and floor to area ratios in such a way as to be appropriate for the rural areas. Public services and facilities shall not be provided so as to permit low intensity sprawl. 17.02.060-Development Areas Map. Addition of reference to GIS map layers for designation of parcels, rather than just the physical map. The County has more applicants accessing mapping online rather than physical maps kept in office. The location and boundaries of the development area districts (zoning)established by this title are established as a series of GIS layers (“layers”) on the Mason County GIS (gis.masoncountywa.gov/mason). As indicated on a series of maps entitled "Mason County Development Areas Maps Panel 1 of 10 through Panel 10 of 10," a copy of which shall be on file in the Mason County department of community development. These The public web-based GIS is adopted as a part of this title insofar as it indicates such designations, locations and boundaries of zoning districts, and shall be deemed to be part of this title. The zoning designation on the development areas maps layers are deemed to be the original zoning designation of those parcels based on their use as of July 1, 1990, and all subsequently approved rezones through May 20, 2008 to the present. The boundaries and locations of all development areas within the county shall be as shown on these layers this map; however, where land use designations shown do not reflect the latest use designations, then the latest use designations shall guide pending revision of the development areas layers map. All future rezones must meet the rezone criteria. Except to correct scrivener's errors, expansions of a zoned area may only occur by rezone, where allowed by this chapter, and may not be allowed by boundary line adjustment or other mechanism. Wherever possible, boundaries shown on the map layers are drawn along property lines, or along generally recognized physical features. The administrator shall have sole authority to settle any dispute as to the actual location of a development area boundary shown on the layer map, using the best information available. 17.03.010-Permitted Uses, generally. Unnecessary, 17.03.036 has been deleted partially and the remainder placed at the end of 17.04. Portions of 17.03.036 have not been utilized because they only apply to Agricultural Resource Lands, Long Term Commercial Forest Lands, and Inholding Lands and the Resource Ordinance already regulates those designations. It is the intent of this chapter to provide the maximum amount of flexibility in the siting of differing types of land uses. For this reason, the performance standards and buffer yard requirements found at Section 17.03.036 have been developed. However, both the comprehensive plan and this chapter recognize that some uses and densities will create inherent conflicts with surrounding land uses, and with the intent of the comprehensive plan. Thus, some uses are prohibited in some areas, and the intensity of some uses (such as residential, expressed in dwelling units per acre, and industrial, expressed in floor area ratio) are restricted in others. Many of the requirements that apply to rural lands have been placed in Chapter 17.04 17.03.020-Matrix of Permitted Uses No need for matrix of permitted uses because each zoning district establishes the permitted uses and staff references the specific zone when evaluating if a use is allowed; staff wants to retain the list as it pertains to uses prohibited as cottage industries since enforcement utilizes when sending notices of violation. The intent of this section is to assist proponents and staff in determining whether a proposed land use is consistent with the applicable policies of the comprehensive plan. Those policies were formed with the intention to allow property owners and project proponents as much flexibility as possible in the use of their property, within the constraints of the Growth Management Act. Therefore, the following matrix identifies the permitted uses in the urban or resource land areas in Mason County; note that the public should consult the specific adopted urban growth area plan for land use designation as permitted or prohibited. Permitted uses, as they apply Title 17-2022 Update (may incl. additional titles) Page 2 designation as permitted or prohibited. Permitted uses, as they apply to rural lands, have been placed in Chapter 17.04. All uses not listed as permitted uses, accessory uses, or special permit uses in the matrix or Chapter 17.04 are prohibited uses. 17.03.021-Cottage Industries Many cottage industries attract customers and the code already allows ten (10) vehicles on a parcel (without being a nuisance). Unless noted by an asterisk (*)listed in Figure 17.03.021,any use shown in Figure 17.03.020 is permitted, subject to Department review,in any development area as a home-based occupation, or as a cottage industry. The activity shall comply with the criteria in RU524A, and shall be required to obtain a special use permit unless it compliesy with the following standards: (1) On-site pParking areas shall be accommodated for up to 10 vehicles for residents, customers and employees only; any provision for additional parking shall require a special use permit; Figure 17.03.020-Matrix of Permitted Uses. See above Mason County Matrix of Permitted Uses change to "Uses Prohibited as Cottage Industries", add "RV Repair" to the list of prohibited uses. See redline code. 17.03.024 -Residential Uses as Special Uses Airport overlay districts have their own regulations and would be referenced. Setbacks from railroads would be evaluated on a case by case basis. On any lot abutting a railroad track or airport, a special use permit shall be required for a residential use of that property. A residential dwelling located more than one hundred fifty feet from such a facility shall be exempt from this requirement, if the lot upon which the dwelling is to be placed is located within an urban growth area. 17.03.028 -Essential public facilities This is already outlined in each zoning district, repetitive and never referenced when reviewing. Essential public facilities shall require a special use permit in any development area. 17.03.029-Accessory Dwelling Unit Requirements In an effort to provide flexibility in the housing market and flexibility when applicants wish to convert an existing house to the ADU, we are proposing amendments. Staff has found that 1,000 sf, especially in the case of conversions, is usually hard for applicants to meet without having to convert a good portion of the space to unheated…non-habitable space. A recent Housing Needs Assessment the County had drafted by FCS Group suggested ADU size increases as a regulation change in support of greater housing options. (4) The ADU shall not exceed eighty percent of the area of the primary residence or one thousand two hundred 1,200 square footage feet, whichever is smaller. An existing residence can be converted to an ADU with the development of a new primary residence, the ADU shall not exceed eighty percent of the area of the primary residence and up to one thousand five hundred (1,500) square feet; of the habitable area of the primary residence or one thousand feet, whichever is smaller 17.03.030 - Development Requirements and Performance Standards The Shelton UGA was inadvertently left out of this section when it was last updated. (1) New Lots. (a) No new lots will be created within the boundaries of the Belfair, Shelton,and Allyn UGAs, which employ individual or community/group on-site sewage disposal systems except when the following circumstances may apply: (b) All residential subdivisions created after the adoption of this chapter shall have a maximum residential density of four units per gross acre in the R-4 zone and five units per gross acre in the R-5 zone consistent with MCC 17.22.010 and MCC 17.22.060. The R-10 zone shall have a minimum density of ten units per net developable acre as described in 17.22.110. (b) Location of sewer lines will be prelocated and easements established in conformance with the sewer analysis plan and as illustrated on the Belfair UGA Build-Out Sewer Connection Map. (2) Existing Lots of Record. (a) No new development or redevelopment on existing lots of record in the Belfair, Shelton,and Allyn UGAs shall be allowed using individual or community/group on-site septic systems except that: (1) It complies with all requirements and specifications of the Mason County Department of Community Services Environmental Health, and the Mason County Department of Utilities and Waste Management, and (8) Agreement to decommission the onsite septic system and connect to public sewer within ninety days of the public sewer system extending to within two five hundred feet of the subject property's nearest property line. The cost of any connection/extension required will be borne by the property owners. The developer of an extension may collect reasonable latecomer's fees for off-site improvements. (b) All residential, industrial and commercial structures, currently using on-site disposal systems, will be required to connect to public sewers once a public system is extended to within two five hundred feet of the closest property line regardless of the timing of the original on-site installation. The cost of any extension required will be borne by the property owners. The developer of an extension may collect latecomer's Title 17-2022 Update (may incl. additional titles) Page 3 owners. The developer of an extension may collect latecomer's fees for off-site improvements. (3) Existing Lot Consolidation or Boundary Adjustment. Within the Belfair, Shelton,and Allyn UGA, consolidation of existing residential lots to form a single lot greater than eight thousand square feet will not be allowed except to the extent that site conditions and site constraints impede the individual development of the lots combined by the consolidation, in accordance with subsection (2) above. 17.03.031 -Binding site plan require in the Belfair UGA (Southern Connection-Long-term UGA Zone) Deletion of language regarding "binding site plan", no longer relevant. Replacing section with language regarding development requirements - requirement to connect to public water system. 17.03.031 Development requirements –connection to Group A public water system required within UGA boundaries. The following development requirements apply to all property proposed for development, which is within the boundary of Mason County's Urban Growth Areas (UGA). (a) No new individual, two -party, or Group B private water sources shall be established in areas where water is available from an existing Group A public water system or within the service area of an existing Group A public water system. (b) Alternative water service shall be permitted on an interim basis, only if service from a Group A public water system cannot be provided in a timely and reasonable manner. (1) Interim water service from an existing Group B public water purveyor or the development of an individual well may be allowed with the following findings: (A) The applicant has submitted verification in writing of water availability from the water system Group A purveyor, as well as a letter from the same purveyor that demonstrates to the Community Development Department that receiving water from the purveyor at the time of construction is unfeasible and thus cannot be provided in a timely and reasonable manner as outlined by the process provided below: (i) The purveyor states in writing that it is unable or unwilling to provide service, or within 120 days, the purveyor and applicant are unable to negotiate an agreement on the schedule and terms providing service. The 120 day period commences at the first meeting between the purveyor and the applicant. Written confirmation of an agreement between the applicant and purveyor must be reached by the end of the 120 day period. (ii) If the applicant is unable to acquire a response from the purveyor, a certified letter to the purveyor requesting service shall serve as notice of the 120 day negotiation start date. (B) The applicant has provided a certificate of future connection from the appropriate Group A water purveyor that certifies that an irrevocable agreement has been entered into with the purveyor providing that the property shall be connected to the purveyor's water system upon availability of such water service and that the property owner shall pay all costs of connection. The applicant agrees to decommission any well that is abandoned in the process of connection to a Group A water system in conformance with applicable state law, WAC 173-160.This certificate shall be recorded in the real property records of Mason County and shall be a permanent condition on the property running with the land until such time as the costs for connection are fully paid to the purveyor. See redline version for deletions to "binding site plan" language 17.03.032- Development Densities and Dimensional Requirements Clarifications only and deletion of F.A.R which was discussed up above.(a) Development Densities. Development densities for residential development are calculated as the allowed number of dwelling units per acre (DU/ac).For nonresidential development, development densities are calculated as the amount of building floor area allowed per gross acre of land, the "floor area ratio" (FAR).For all development areas within the county development densities are shown in Figure 17.03.032 or are included in Chapter 17.04 for rural lands and Chapter 8.52 for resource lands. Title 17-2022 Update (may incl. additional titles) Page 4 (3) (A) Except through an approved subdivision or performance subdivision, pursuant to Mason County Code Title 16, or through the provisions of subsection (b)(3)(B), (3)(C), or (3)(D) of this section, no residential lot of less than the standard residential density may be created or reduced in size except through the provisions of subsection (b)(3)(C)(iv). The allowed residential density (allowed number of dwelling units) of the entire original property is allocated to the lots created. For example, in the Rural Residential 5 Zone, the standard residential density is one dwelling unit per five acres. Therefore, a rural area property or parcel of twenty acres might be divided into three lots of two acres each and one lot of fourteen acres, provided that the fourteen-acre lot would have the right to only one dwelling, and could not be further subdivided for residential purposes; 17.03.032- Development Densities and Dimensional Requirements Clarifications 17.03.032(b)(3)(C)(iv) Boundary line adjustments in the Rural Residential 5, 10, and 20 districts may reduce the size of a lot to below the development density standard (5, 10, or 20 acres), provided that development density is not increased. For, example, in a Rural Residential 5 zone, a BLA between a 5 acre lot and a 7 acre lot cannot create a two -acre lot (minimum allowed lot size) and a 10 acre lot as the 10 acre lot would appear to have additional density;: the adjustment is solely for the purpose of resolving issues of encroachments by buildings or other improvements; the administrator finds sufficient evidence of the encroachment and the proposed adjustment is the minimum necessary to resolve the issue, or a court must order the change; and the resulting lot has a sufficient area and dimension to meet minimum requirements for width and area for a building site, exclusive of all setback, buffer, and open space requirements, to accommodate a residence, driveway, parking, and, where required, a well, stormwater system, and septic system and reserve area; 17.03.032- Development Densities and Dimensional Requirements Buffer yard language and standards are now in 17.04 17.03.032(b)(4) Title 16, Mason County Code, regulates land divisions in Mason County and establishes a review process by which all applicable regulations can be addressed. The allowable size and configuration of any given lot in a land division is determined through this process. Issues to be considered in establishing a minimum size for any particular lot shall include adequate provisions for buffer yards and,as setbacks as set forth in Section 17.03.036 or setbacks in Chapter 17.04. 17.03.032- Development Densities and Dimensional Requirements This information is found in each "zone, district, designation" of the rural lands, urban growth area plans, and resource ordinance. 17.03.032(c) Dimensional Requirements. Dimensional requirements include setbacks, building height restrictions, and maximum allowed lot coverage. These requirements for each development area are set forth in Figure 17.03.032; consult the specific adopted urban growth area plan for density and dimensional requirements for the applicable zone designation. Maximum height restrictions shall not apply to storage silos, antennas, transmission towers, water tanks on lands in all zones and on resource lands; and shall not apply to incineration facilities, boilers, electrical or generating plants, or industrial facilities on lands zoned as industrial areas. Elimination of figure 17.03.032 Development Densities; Dimensional Requirements 17.03.033-Performance Based Density Bonuses. Unnecessary, already addressed in 17.04, Title 16, and 17.03.037.17.03.033 Performance based density bonuses Where they are greater than the standard residential densities, the "Maximum Residential Densities" shown in Figure 17.03.032 and in Chapter 17.04 may be achieved only through the use of the performance standards set forth in this chapter and in Title 16, or through the provisions contained in Section 17.03.037 of this chapter. These standards are designed and intended to encourage the preservation of the character of the land surrounding the proposed land use. The achievement of these bonuses will, in most cases, require an analysis of the land to document existing conditions, opportunities and constraints. Use of this information will assist in determining the most appropriate development pattern for each individual site. (Ord. 108-05 Attach. B (part), 2005). 17.03.035-Land Divisions in Resource Lands. Clarification 17.03.035 Land divisions in resource lands (a) Cluster development, as provided in Chapter 16.23, Mason County Code, is required may be allowed for all residential Title 17-2022 Update (may incl. additional titles) Page 5 Lands.County Code, is required may be allowed for all residential subdivisions or short plats located in the following development areas: agricultural resource lands, long -term commercial forests and mineral resource areas. 17.03.036-Buffer and Landscape Requirements. Movement of sections utilized in review to a new more appropriate location in 17.04. Deletion of 17.03.036 Buffer and landscape requirements and corresponding figure (see redlined code) in current location and create a new section in 17.04 since "buffer standards" are referenced in 17.04. New section is now 17.04.800 Buffer and Landscape Requirements. 17.03.037-Density transfer and agricultural resource lands. Clarification 17.03.037 Density transfer and agricultural resource lands (4) In the urban growth areas, density transfer under the provisions of this section may be used on the receiving property in order to allow residential development up to the "Maximum Residential Density", shown in Figure 17.03.032,without a performance based subdivision and without compliance with the performance standards or criteria for such subdivisions as established in Chapter 16.22 of this code. Movement and re-numbering of figure 17.03.037 (now 17.04.802(1)) 17.03.036 (figures)Movement and re-numbering of figures 17.03.038 and 17.03.039(now 17.04.802(2) and 17.04.802(3) 17.03.105 Motor vehicle impound yards. Addressed as permitted use or permitted use with special use permit within urban growth areas, duplicative. Deletion of 17.03.105 Motor vehicle impound yards (see redlined code) 17.04.200-Rural Residential 2.5 Uses are indicated as permitted with a special use permit in section 17.04.217 and somehow didn't get listed under 17.04.212 17.04.212 Uses Permitted. (c) Special Permit Required Uses. Cemetery , commercial day care center, essential public facility, schools, and community and recreation centers. (d) Signs are permitted not to exceed twelve square feet in size and six feet in height except for temporary signs permitted by section 17.05.025. Signs prohibited by section 17.03.20 23 are not allowed. 17.04.200-Rural Residential 2.5 Staff has received multiple inquiries about larger accessory building sizes being allowed within the residential zones in the rural lands and because the code already allows you to have multiple 3000sf accessory buildings as long as setbacks are met, staff does not believe there is additional impact with increasing the allowable size. 17.04.214 Building regulations (a) Floor Area Ratio. One is to twenty, except for fire stations. (a b) Size. Three Four thousand eight hundred square feet maximum, for non-agricultural and accessory buildings except for dwelling and agricultural buildings. (b c) 17.04.220-Rural Residential 5 Deletion of F.A.R., discussed earlier in the matrix. Staff has received multiple inquiries about larger accessory building sizes being allowed within the residential zones in the rural lands and because the code already allows you to have multiple 3000sf accessory buildings as long as setbacks are met, staff does not believe there is additional impact. Parking setbacks in rural areas are nearly impossible to enforce, but this section already references the parking ordinance for land uses other than residential as appropriate. 17.04.222 Uses permitted. (d) Signs are permitted not to exceed twelve square feet in size and six feet in height except for temporary signs permitted by section 17.05.025. Signs prohibited by section 17.03.20 23 are not allowed. 17.04.224 Building regulations. (a) Floor Area Ratio. One is to twenty, except for fire stations. (ab) Size. Three Four thousand eight hundred square feet maximum for non-agricultural and accessory buildings,except for dwellings and agricultural buildings. 17.04.226 Off-street parking Two spaces per residence. See Parking Ordinance for other land uses ; parking setback for nonresidential land uses shall be twenty five feet . 17.04.230-Rural Residential 10 Deletion of F.A.R., discussed earlier in the matrix. Staff has received multiple inquiries about larger accessory building sizes being allowed within the residential zones in the rural lands and because the code already allows you to have multiple 3000sf accessory buildings as long as setbacks are met, staff does not believe there is additional impact. Parking setbacks in rural areas are nearly impossible to enforce, but this section already references the parking ordinance for land uses other than residential as appropriate. 17.04.234 Building regulations. (a) Floor Area Ratio. One is to twenty, except for fire stations. (ab) Size. Three Four thousand eight hundred square feet maximum for non-agricultural and accessory buildings, except for dwellings and agricultural buildings. (bc) 17.03.236 Off-street parking. Two Spaces per Residence. See Parking Ordinance for other land uses; parking setback for nonresidential land uses shall be twenty five feet. 17.04.240-Rural Residential 20 Deletion of F.A.R., discussed earlier in the matrix. Staff has received multiple inquiries about larger accessory building sizes being allowed within the residential zones in the rural lands and because the code already allows you to have multiple 3000sf accessory buildings as long as setbacks are met, staff does not believe there is additional impact. Parking setbacks in rural areas are nearly impossible to enforce, but this section already references the parking ordinance for land uses other than residential as appropriate. 17.04.244 Building regulations. (a) Floor Area Ratio. One is to twenty, except for fire stations. (ab) Size. Three Four thousand eight hundred square feet maximum, for non-agricultural and accessory buildings except for dwellings and agricultural buildings. (bc) 17.04.246 Off-street parking. Two Spaces per Residence. See Parking Ordinance for other land uses; parking setback for nonresidential land uses shall be twenty five feet. 17.04.250-Rural Multi- Family Clarification that this zoning designation is only for parcels with existing multi-family development and no new zoning is to be created. This is per GMA regulations. 17.04.251 Purpose. This district provides for designates existing multi-family residential development including mobile home parks. New RMF zoning designations are prohibited. Title 17-2022 Update (may incl. additional titles) Page 6 Addition of language that does allow development within these zones to reduce the standard setback with an administrative variance. designations are prohibited. 17.04.254 Building regulations. (a) Floor Area Ratio. One is to twenty. (ab) (bc) 17.04.257 Special provisions. (a)Mobile home park expansions shall comply with the mobile home park ordinance. (b) Front yard or rear yard setback may be reduced as provided in Section 17.05.034(c) or side yard setback may be reduced as provided in Section 17.05.034(d). 17.04.320-Rural Commercial 1 This rural commercial designation did not have any uses listed as permitted outright, staff suggested moving some uses from permitted with a special use permit to uses permitted, as well as suggesting the use of coffee stand which seems to be a popular use requested in the rural area. Staff has also suggested allowing single family residential as a permitted use because the whole goal of the GMA is to keep rural areas rural, thus allowing single family residential. 17.04.322 Uses permitted. (a) Uses. Convenience/general store, coffee stand, bed & breakfast, single family residential. (ba) Uses Permitted with Special Use Permit. Convenience/general store,gas station, restaurant, bed and breakfast,laundry. (b) Accessory Uses. Owner occupied residential. 17.04.323 Lot requirements. (a) Density. One owner/manager occupied residence per lot. Lot size. Dependent on subject property location. (b) Lot Width and Depth. All lots shall have a minimum average width of not less than one third of the median length and a minimum width at any point of fifty feet; designate limited and safe access(es) to roads. 17.04.324 Building regulations. (a) Floor Area Ratio. One is to five, except for fire stations. (ab) (bc) Height. Two floors Nnot to exceed thirty-five feet maximum except for agricultural buildings, antennas or water tanks. 17.04.330-Rural Commercial 2 Clarifications and deletions of obscure language. Lot width and depth, as currently worded would make it very hard to find a parcel to designate RC2 and staff and PAC haven't been able to deduce why this was made a provision in the first place. 17.04.333 Lot requirements. (a) Density. One residence per lot. Lot size. Dependent on subject property locations. (b) Lot Width and Depth. All lots shall have a minimum average width of not less than one third of the median length and a minimum width at any point of fifty feet; designate limited and safe access(es) to roads. 17.04.334 Building regulations. (a) Floor Area Ratio. One is to five, except for fire stations. (ab) (bc) Height. Two floors Nnot to exceed thirty-five feet maximum except for agricultural buildings, antennas or water tanks. 17.04.340-Rural Commercial 3 See above 17.04.342 Uses permitted. (a) Uses. Convenience/general store, retail, restaurant, small office, laundry, professional services, personal services, public meeting space, nursery, public facilities -post office/fire station/fish hatchery/library/ranger station, church, local community and recreation centers, lodging facilities, including motels, RV parks, campgrounds and bed and breakfast, marina -sales, service and storage, auto service and repair, medical/dental clinic, animal clinic, winery, commercial/government operated day care, and single -family residential accessory use or apartment. 17.04.343 Lot Requirements. (b) Lot Width and Depth. All lots shall have a minimum average width of not less than one third of the median length and a minimum width at any point of fifty feet; designate limited and safe access(es) to roads. 17.04.344 Building regulations. (a) Floor Area Ratio. One is to five, except for fire stations. (ab) (bc) Height. Two floors Nnot to exceed thirty-five feet maximum except for agricultural buildings, antennas, water tanks or necessary structural elements for an otherwise compliant permitted land use ,. Not to exceed fifty-five feet or within the rural activity center of Taylor Town I and II only, as reviewed by special use permit not to exceed fifty-five feet. 17.04.345 Signs. Signs are limited to: 1) a sign attached to the building with an area not to exceed ten percent of the area of the building face, and 2) a detached sign with an area size not to exceed ten percent of the building face, that is free-standing, and with a height maximum of twenty-five feet or height of building, whichever is less. Temporary Title 17-2022 Update (may incl. additional titles) Page 7 twenty-five feet or height of building, whichever is less. Temporary signs permitted by section 17.05.025 are allowed. Signs prohibited by section 17.03.2023 are not allowed. 17.04.350-Rural Commercial 4 Rural Commercial 4 language is almost identical to Rural Commercial 3 and there are no parcels within the County with the designation RC4, staff is suggesting deleting the current zoning language and reserving the section for future use; if additional uses beyond what is currently allowed within the other rural zones are desired, there is now a placeholder to create something. Deletion of current Rural Commercial 4 language, but reserving "Rural Commercial 4" for future use. There is no existing parcels with this designation at the time of this update. 17.04.360-Rural Commercial 5 See above 17.04.361 Purpose. This district provides for existing commercial development that includes open display vehicle sales land uses.(See section 17.02.043) 17.04.362 Uses Permitted. (a) Uses. Sales and service of automobiles and trucks, recreational vehicles, watercraft, and retail sales of manufactured homes, and single-family residential accessory use or apartment. 17.04.363 Lot Requirements. (b) Lot Width and Depth. All lots shall have a minimum average width of not less than one third of the median length and a minimum width at any point of fifty feet; designate limited and safe access(es) to roads. 17.04.364 Building regulations. (a) Floor Area Ratio. One is to three, except for fire stations. (ab) (bc) Height. Two floors Nnot to exceed thirty-five feet maximum except for antennas or water tanks ,. Not to exceed fifty -five feet or within the rural activity center of Taylor Town I and II only, as reviewed by special use permit , not to exceed fifty -five feet. 17.04.365 Signs. Signs are limited to: 1) a sign attached to the building with an area not to exceed ten percent of the area of the building face, and 2) a detached sign with an area size not to exceed ten percent of the building face, that is free-standing, and with a height maximum of twenty-five feet or height of building, whichever is less. Temporary signs permitted by section 17.05.025 are allowed. Signs prohibited by section 17.03.2023 are not allowed. 17.04.400-Rural Industrial Deletion of density and lot size, as currently written provides no direction on how to regulate. Deletion of F.A.R language 17.04.403 Lot requirements. (a) Density and Lot Size. Dependent on subject property location. (ab) (bc) (cd) (de) 17.04.404 Building regulations. (a) Floor Area Ratio. One is to five in rural areas or one is to three in RAC, except for fire stations. (ab) (bc) 17.04.407 Special provisions. Where development existed as of the date of the ordinance codified in this chapter, it shall not meet the above performance standards, but that development and the adjoining lands shall continue to meet buffer yard standards as provided in Section 17.03.036 setback and buffer provisions. 17.04.500-Rural Natural Resource Deletion of density and lot size, as currently written provides no direction on how to regulate. Deletion of F.A.R language 17.04.503 Lot requirements (a) Density and Lot Size. Five acres or greater. dependent on subject property location 17.04.504 Building regulations. (a) Floor Area Ratio. One is to twenty. (ab) (bc) 17.04.505 Signs. One monument sign, ten -foot height and one hundred forty-square foot size limit; one wall sign that faces towards street or public access, forty-square foot size limit, and no more than ten percent of wall area. Temporary signs permitted by section 17.05.025 are allowed. Signs prohibited by section 17.03.20 23 are not allowed. 17.05.507 Special provisions. Where development existed as of the date of the ordinance codified in this chapter, it shall not meet the above performance standards, but that development and the adjoining lands shall continue to meet Title 17-2022 Update (may incl. additional titles) Page 8 but that development and the adjoining lands shall continue to meet buffer yard standards as provided in Section 17.03.036 setback and buffer provisions. 17.04.600-Rural Tourist Addition of accessory uses that would generally be needed based on the primary allowed uses of this zone. See above for addition reasons for subsequent deletions. 17.04.602 Uses permitted. (b) Accessory Uses. Employee housing ; maintenance buildings/yards, offices, equipment storage and rental; retail and gas (one thousand square feet maximum building size); self-storage (contained space has one thousand square feet maximum building size; outdoor storage limited to recreation storage). 17.04.603 Lot requirements (a) Density and Lot Size. Dependent on subject property location. (ab) Lot Width and Depth. All lots shall have a minimum average width of not less than one third of the median length and a minimum width at any point of fifty feet; designate limited and safe access(es) to roads. (bc) (cd) 17.04.604 Building regulations. (a) Floor Area Ratio. One is to five in rural areas or one is to three in RC3, except for fire stations. (ab) (bc) Height. Two floors Nnot to exceed thirty-five feet maximum except for agricultural buildings, cell towers, antennas, or water tanks, or as reviewed by special use permit. 17.04.605 Signs. Signs are limited to: 1) a sign attached to the building with an area not to exceed ten percent of the area of the building face, and 2) a detached sign with an area size not to exceed ten percent of the building face, that is free-standing, and with a height maximum of twenty-five feet or height of building, whichever is less. Temporary signs permitted by section 17.05.025 are allowed. Signs prohibited by section 17.03.2023 are not allowed. 17.04.610-Rural Tourist Campground See above 17.04.613 Lot requirements. (a) Density and Lot Size. Dependent on subject property location. (ab) Lot Width and Depth. All lots shall have a minimum average width of not less than one third of the median length and a minimum width at any point of fifty feet; designate limited and safe access(es) to roads. (bc) (cd) 17.04.614 Building regulations. (a) Floor Area Ratio. One is to twenty in rural areas, except for fire stations. (ab) (bc) Height. Two floors Nnot to exceed thirty-five feet maximum except for agricultural buildings, cell towers, antennas, or water tanks, or as reviewed by special use permit. 17.04.615 Signs Signs are limited to: 1) a sign attached to the building with an area not to exceed ten percent of the area of the building face, and 2) a detached sign with an area size not to exceed ten percent of the building face, that is free-standing, and with a height maximum of twenty-five feet or height of building, whichever is less. Temporary signs permitted by section 17.05.025 are allowed. Signs prohibited by section 17.03.2023 are not allowed. 17.04.700-Master Planned Resort Any applicant for a master planned resort would be required to follow 17.70 17.04.701 Purpose. The master planned resort district provides for self -contained and fully integrated planned unit development in a setting of significant natural amenity, with the primary focus on destination resort facilities consisting of short-term visitor accommodations associated with a range of developed on -site indoor or outdoor recreational facilities. See section 17.70 Master Development Plans for development regulations. Deletion of the rest of language under 17.04.700 for Master Planned Resort 17.04.801 & 17.04.802 Buffer and Landscape Requirements Movement of sections utilized in review to a new more appropriate location in 17.04. Created new section within 17.04 for buffer and landscape standards transferring parts of the deleted section 17.03.036. 17.05.014-Alterations and Enlargements Clarifications 17.05.014 Alterations and enlargements. (a) Unless otherwise specifically provided in this chapter, Title 17-2022 Update (may incl. additional titles) Page 9 and Enlargements (a) Unless otherwise specifically provided in this chapter, nonconforming buildings shall not be enlarged or structurally altered unless the enlargement or alteration is required by law, or unless the enlarged building area is occupied by a conforming use. Any such enlargement or structural alteration shall meet the setback and buffer requirements of this chapter, as those setback and buffer requirements are applied to the entire parcel of land, subject to the determination of the administrator., as set forth in Section 17.03.036(3)(C). (b) Nonconforming nonresidential uses and structures located outside urban growth areas may be permitted to expand, subject to the following conditions: (1) The floor area of the existing building(s) shall not increase by more than twenty percent or ten thousand square feet, whichever is greater; and (2) The setback and buffer yard requirements of this chapter shall be applied to the entire parcel of land, and shall be met, subject to the determination of the administrator., as set forth in Section 17.03.036(3)(C). 17.05.025-Temporary Signs. Revision to match code amendments adopted for the Belfair UGA in 2018, in response to a decision handed down in the U.S. Supreme Court Ruling Reed vs. Town of Gilbert, 2015. 17.05.025 Temporary signs. Temporary signs are those signs associated with a particular event or short term activity such as, but not limited to; agricultural or garage sales signs, grand opening displays, festival, carnival or parade signs, political signs and real estate signs intended and designed to be displayed for a limited period of time and associated with a particular event or short term activity; which temporary signs are to be removed within ten days when of the event or activity end ings. (a) Signs shall not be placed within the county right -of-way unless otherwise approved with a road-use permit from the public works department, and with adjacent property owner's permission, except as allowed under section 17.03.202(a)C. (c) It shall be the responsibility of the owner to remove a temporary sign within ten days after such sign is no longer serving its purpose . including, but not limited to; the end of an event, meeting, festival, carnival or parage; the sale, lease, or rent of property; the end of an annual election cycle; the end of any type of sale. 17.05.036-Procedural Requirements for a variance Corrected reference 17.05.036 Procedural requirements for a variance. (c) Variance applications decided by the hearing examiner shall require a public hearing, as set forth in Section 17.05.050 of this chapter Title 15. 17.05.079-Amendments Corrected reference 17.05.079 Amendments. (3) Upon receipt of the recommendation of the commission, the board shall set a date for a public hearing on the amendment. Notice requirements for the public hearing shall be as set forth in Section 17.05.052 Title 15; (4) The board shall conduct its hearing in accordance with the provisions set forth in Section 17.05.054 Title 15; 17.05.080-Rezone Criteria Deletion of Rural Commercial 3 zoning only allowed in RACs and hamlets, staff could not find a premise within the Mason County Code or the RCWs that would require this zoning only within RACs and hamlets Referenced policy in comp plan does not currently exist. 17.05.080 Rezone Criteria. (b) Rural Commercial 3 zoning shall not be allowed outside of rural activity centers and hamlets. (c) Initial Zoning after Redesignation of Resource Land. Subsections (a) and (b) do not apply to a decision to initially zone land when it is redesignated from long-term commercial forest. pursuant to policy RE-105 of the comprehensive plan The board of commissioners shall determine the initial zoning for such redesignated land by applying the planning policies in Chapter III of the Comprehensive Plan. 17.06.010-Definitions Clarifying where the setback is measured from for front, side and rear setbacks. Updating definitions related to temporary signs in order to match previous amendments made in 2018 to the Belfair sign code 17.06.010 Definitions. "Agricultural sales sign" means a usually seasonal temporary sign used to announce and/or direct the public to a sale of locally grown agricultural products. "Front yard" and "front yard setback" mean the space extending the full width of the lot between a structure or building and the front lot line or road easement boundary, whichever is closer. The setback is measured from the furthest projection of the building to the closest point of the front lot line or road easement boundary, whichever is closer. See Figure 17.06 A. "Home occupation" means a business, occupation, or profession that is incidental to and carried on within a portion of a residential dwelling unit by a member or members of the household. The business may have up to three employees in addition to members of Title 17-2022 Update (may incl. additional titles) Page 10 business may have up to three employees in addition to members of the household. "Political sign" means a temporary sign advertising a candidate or candidates for public elective office, or a political party, or sign urging a particular vote on a public issue decided by ballot. "Real estate signs" means any temporary sign pertaining to the sale, lease or rental of land or buildings. "Rear yard" and "rear yard setback." The "rear yard" means the space extending the full width of the lot between a structure or building and the rear lot line and measured perpendicular to the building to the closest point of the rear lot line. The "setback" is measured from the furthest projection of means the closest distance from the structure to the rear lot line. See Figure 17.06 A. "Side yard" and "side yard setback" mean the space extending the full width of the lot between a structure or building and the side lot line and measured perpendicular to the building to the closest point of the side lot line. The side yard setback is measured from the furthest projection of the closest distance from the structure to the side lot line. See Figure 17.06 A. "Temporary signs" means those signs associated with a particular event or short term activity such as, but not limited to; agricultural or garage sales signs, grand opening displays, festival, carnival or parade signs, political signs and real estate signs intended and designed to be displayed for a limited period of time and associated with a particular event or short term activity; which temporary signs are to be removed within ten days when of the event or activity end ings. Chapter 17.10 through 17.15 Allyn (UGA) Zoning Code 17.10-17.15 Various scrivener's errors, clarifications, grammatical errors 17.10.200 Deletion of criteria for ADUs that is specific to Allyn UGA since it refers to 17.03.029 which contains the requirements for ADUs for the County. In the Allyn UGA, ADUs must meet the following requirements: (1) The ADU shall be subject to a special use permit, unless in the shoreline jurisdiction, it is subject to a shoreline permit; (2) In shoreline jurisdiction, the owner of the ADU must reside on the lot in either the principal residence or ADU; (3) The ADU shall not exceed fifty percent of the square footage of the habitable area of the primary residence or one thousand feet, whichever is smaller; (4) All setback requirements must be met by the ADU; (5) All applicable health district standards for water and sewer must be met by the ADU; (6) No recreational vehicles shall be allowed as ADU; (7) Only one ADU is allowed on any property; (8) An additional off-street parking space must be provided for the ADU. 17.10.320 Boundaries -Map Addition of language indicating the Allyn zoning districts are available as "layers" online at Mason County GIS The zoning districts established by this title are also available as a series of GIS layers (“layers”) on the Mason County GIS (gis.masoncountywa.gov/mason). The public web-based GIS is adopted as a part of this title insofar as it indicates such designations, locations and boundaries of zoning districts, and shall be deemed to be part of this title. 17.12.140 Use permitted subject to obtaining a special use permit Assisted living facilities are allowed in other residential districts of the Allyn UGA, the village commercial zone allows for a variety of residential development and staff is proposing allowing within this zone with a special use permit. Addition of the use "Assisted Living Facilities"to uses permitted with a special use permit 17.15 Allyn Sign Code In 2018 the Belfair UGA sign code was updated based on the U.S. Supreme Court ruling in Reed vs. Town of Gilbert (2015). This ruling reiterated that regulating by "content", placed restrictions on speech, would not pass strict scrutiny, and thus violated the First Amendment. Many of the temporary signs in the belfair sign code regulated by the sign's content, so amendments were adopted in 2018. The Allyn Sign code replicates the problems that were apparent in the Belfair Sign code in regards to temporary signs, so staff is proposing the same revisions for the Allyn Code. See the redline code for the updated language. Title 17.20 -17.35 Belfair (UGA) Zoning Code Title 17-2022 Update (may incl. additional titles) Page 11 Title 17.20 -17.35 Belfair (UGA) Zoning Code 17.20.040 Interpretation Correction (a) In the case where the wording of the code is not explicit or where its application is in dispute, the director of the department of community development or his/her designee shall have the authority to interpret the meaning of the code upon receipt of a written request stipulating the exact nature of the dispute. Such decisions may be appealed to the planning commission hearing examiner. 17.20.070 Definitions Business Services is listed as a use allowed in the Belfair UGA under certain zones, there was question to how it was defined. “Business Services” means establishments primarily engaged in rendering services to business establishments on a fee or contract basis, such as advertising and mailing; building maintenance; employment services; protective services; equipment rental and leasing; commercial research, development, and testing; photo finishing; and personal supply services. 17.20.090 District boundaries -Map Clarification that GIS layers also establish the zoning in the County and the physical maps are not the only reference. (a) A parcel specific official zoning map, designating the boundaries of zoning districts and approved overlay districts and planned unit developments, shall be adopted by the county board of commissioners. Said map shall be kept on file with the department of community development. The zoning districts established by this title are also available as a series of GIS layers (“layers”) on the Mason County GIS (gis.masoncountywa.gov/mason). The public web-based GIS is adopted as a part of this title insofar as it indicates such designations, locations and boundaries of zoning districts, and shall be deemed to be part of this title. 17.21.050 Prohibited uses, Also 17.22.045, 17.22.095, 17.22.145, 17.23.145 No need for a "prohibited uses" section in the belfair uga. The only use listed is adult entertainment. The code is already written to say what the allowed uses "are" and it is already assumed that if not listed it is prohibited. Plus there are specific zones where adult entertainment is called out as allowed within. Deletion of the sections "prohibited uses" the code is written as "if it isn't listed as permitted, it is prohibited". No need for this section. 17.22.090 Special Uses Creating an overlay area as well as the use going through a special use process is an extra step that is not really needed since the special use process will evaluate if the use is appropriate in the location for which it is being applied for. (f) Hotels. provided the following siting and design conditions are met: (1) Site is identified as a "hotel overlay" on the official zoning map for the Belfair UGA. 17.22.140 Special Uses Festival Retail district was eliminated during the recent Belfair EIS process and all zones were redesignated as mixed use. Creating an overlay area as well as the use going through a special use process is an extra step that is not really needed since the special use process will evaluate if the use is appropriate in the location for which it is being applied for. (f) All uses permitted in the festival retail mixed use district (MUFR) provided the following conditions are met: (1) Applicant successfully demonstrates to the county that the general commercial (GC) zoned lands east of the Burlington Northern line are built out;Site is identified as a "retail overlay" on the official zoning map for the Belfair UGA; (2) Development must comply with all bulk, dimensional, and design standards and guidelines of the mixed use district. 17.22.160 Retail overlay area Deletion of section, this overlay is only allowed as a special use in the R-10 district and is already listed in the R-10 section, under uses permitted as a special use. Creating an overlay area as well as the use going through a special use process is an extra step that is not really needed since the special use process will evaluate if the use is appropriate in the location for which it is being applied for. 17.22.160 Retail overlay area. Within the R-10 district, areas may be identified as a "retail overlay area" on the official zoning map for the Belfair UGA. Mapping of such an area allows for commercial development similar to that allowed in the festival retail district. Development allowed in the retail overlay areas must meet the bulk and dimensional requirements, and design standards and guidelines of the festival retail district. Establishment of a retail overlay area requires that the Belfair UGA plan be amended after a public participation process to allow such retail uses or that the zoning map be amended after the applicant successfully demonstrates to the county that the general commercial (GC) zoned lands east of the Burlington Northern Railroad line are built-out. 17.23.130 Allowed uses, also 17.24.020, 17.24.080 Because of the particular chemicals and processes dry cleaners use, staff is suggesting moving it to the special uses section which will allow extra review for such proposals. Part of the Belfair UGA is within a CARA making evaluation of placement of such uses necessary. Movement of "Dry cleaners and laundries, not including laundromats" to 17.23.140, 17.24.030, 17.24.100 Special uses and specifying that this use cannot be located in a Critical Aquafer Recharge Area 17.24.030 Special Uses Creating an overlay area as well as the use going through a special use process is an extra step that is not really needed since the special use process will evaluate if the use is appropriate in the location for which it is being applied for. (8) All uses permitted in the business-industrial district provided the following condition is are met: (A) Site is identified as a "general commercial -business industrial overlay" on the official zoning map for the Belfair UGA; Development must comply with all bulk and dimensional and design standards and guidelines of Chapter 17.24, Business Industrial District. (11) Dry cleaners and laundries not including laundromats (must not be located in a CARA). 17.24.080 Allowed Uses No where in the Belfair UGA doe the use "Warehouse, distribution" appear, (14) Warehouse, distribution. Title 17-2022 Update (may incl. additional titles) Page 12 17.24.080 Allowed Uses No where in the Belfair UGA doe the use "Warehouse, distribution" appear, yet it would be appropriate in the Business Industrial and according to 17.03.034 Classification of Land Uses warehouses would be appropriate in the intensity of use that industrial zoning allows. Therefore, staff is suggesting this addition to the Business Industrial district of the Belfair UGA (14) Warehouse, distribution. Title 8.52 -Mason County Resource Ordinance Amendments 8.52.060-Long Term Commercial Forest Lands Clarification Updating outdated references (see redlined code) Clarification Since the matrix of permitted uses was proposed for alteration to the now "uses prohibited as cottage industries", some uses under the agricultural resource lands category had to be transferred to the Resource Ordinance under the appropriate chapter. These uses should have been moved to the Resource Ordinance and included under the section "land uses" but some how was overlooked. This change makes the code more concise and efficient with one place to look for the AG regulations regarding land uses. Updated the density section to reflect the deletion of F.A.R as a measurement of density in the rural areas. 8.52.061 Agricultural Resource Lands. (B) Designation. Lands of Mason County which have been identified as meeting the classification criteria for Agricultural Resource Lands, and are so specified on the official Mason County map, available at the Mason County Planning Division as a layer on the public web-based Mason County GIS (gis.masoncountywa.gov/mason), titled, "Mason County Agricultural Resource Lands" or as thereafter amended, are designated as Agricultural Resource Lands. (C) Land Uses. Development and land uses and activities allowed in the Agricultural Resource Lands or on adjacent lands are as specified in the Mason County this chapter Development Regulations and other applicable ordinances, codes and regulations. (C) (3) Uses Permitted: Single family residential, accessory use or apartment, aquaculture, bicycle paths and walking trails, kennels, public parks, forestry, fuel storage tanks (above ground & underground, accessory use), livestock, stable(s), pasture, public parks, signs, cottage industry (must comply with criteria in 17.03.021). (4) Uses Permitted with Special Use Permit: Education Learning Center, Fire Station, bed & breakfast. (D) Development Standards. (1) (c) Density Floor Area Ratio: one is to twenty, except for fire stations one primary residence per ten acres and one accessory dwelling unit per parcel. (2)Proposed land uses shall meet the review standards for land uses established in the Mason County Resource Ordinance, development regulations, including Section 17.03.020(Matrix of Permitted Uses)and Section 17.03.021 (Home Occupation and Cottage Industries). Updated to indicate that we treat Inholding Lands similar to RR5 and allowance of one (1) adu per parcel. Also, includes proposed change to size of an accessory building 8.52.070 Inholding Lands. (D) (2) Each parcel currently below five acres in size may be developed for an individual primary single-family residence and one (1) Accessory Dwelling Unit (ADU). (4)(a)(iii) Floor area ratio: 1:20, except for fire stations. (iviii) Size: Four Three thousand eight hundred square feet maximum for nonagricultural and accessory buildings except for dwellings and agricultural buildings; (iv) (b) Water Supply. Inholding properties shall meet all water supply standards as required under Section 17.01.068 8.52.100(B)[sic]. Updated wetlands chapter to indicate what the buffers would be in a category III wetland buffer area when a unique situation occurs regarding a high level of function for habitat. This change was also a recommendation by Ecology. 8.52.110 Wetlands. Adding row to Category III wetlands for high level function for habitat High level of function for habitat (score for habitat 8 -9 points) Low -150 ft Moderate –225 ft High –300 ft SEPA Comments & County Response Title 17-2022 Update (may incl. additional titles) Page 13 High –300 ft SEPA Comments & County Response Agency Code Reference & Comment County Response ORCAA, Lauren Whybrew MCC 17.04.407 & MCC 17.04.507 Section 17.04.407 and 17.04.507 state that "Odor shall be controlled to comply with Olympic Air Pollution Control Authority Reg. 1, Section 9.11." ORCAA would like to note that our Agency name has changed from "Olympic Air Pollution Control Authority" to Olympic Region Clean Air Agency. Additionally, Reg. 1 Section 9.11 no longer exists in our regulations; ORCAA Rule 8.5 would be the equivalent citation under ORCAA's current regulations. Staff has updated each of the stated sections with the correct references, please see redline copy of the code. Title 17-2022 Update (may incl. additional titles) Page 14 Mason County Public Works – Briefing October 24, 2022 Briefing Items → Bridge weight restrictions – Mike Collins → Additional 1 FTE Solid Waste Booth Attendant – Richard Dickinson → Evergreen Estates water main extension project – Loretta Swanson Discussion Items Commissioner Follow-Up Items Upcoming Calendar Items Mason County Agenda Request Form To: Board of Mason County Commissioners From: Mike Collins, PLS, PE, County Engineer Ext. 450 Department: Public Works Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): October 24, 2022 Agenda Date: November 8, 2022 Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ Information Technology ☐ Other (This is the responsibility of the requesting Department) Below for Clerk of the Board’s Use Only: Item Number: __________ Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Bridge Weight Restrictions Background/Executive Summary: Each year, Public Works inspects and inventories 65 roadway bridges within Mason County (64 bridges owned by Mason County and 1 owned by City of Shelton). The last bridge inspection determined that bridge number 1 and number 5 need to be posted with maximum load limits and numbers 2-4 and 6-7 as one land travel bridges. 1. Stretch Island Bridge (Bridge #645000015, located on E. Eckert Road) 2. Hliboki Bridge (Bridge #102900035, located on Bulb Farm Road) 3. Gosnell Creek Bridge (Bridge #105100023, located on Bolling Road) 4. Eich Road (1) Bridge (Bridge #110700015, located on Eich Road) 5. Eich Bridge (Bridge #110700026, also on Eich Road) 6. Carlson Bridge (Bridge #016500405, located on Beeville Road) 7. Lower Dewatto Creek Bridge (Bridge #766900249, located on Dewatto Holly Road) Public Outreach (news release, community meeting, etc.): Resolution will be published one (1) time in the Shelton Journal, posted on the Public Work webpage and published in the County Code Requested Action: Recommend the Board approve, the Resolution establishing load/lane limits for traffic control on six (6) Mason County bridges. Attachments: 1. Resolution and map Ol y mpic Na tio nal Fores t WMatlockBradyRdMiddleSatsopRdD e c k e r v i l l e Fr i s k e n W y e M a tl o c k Lake Cushman EMcReavyRdMason S k o k o m i s h L i l l i w a u p P o tl a t c h D e w a tt o U n i o n H o o d s p o r t 108 W C lo q u a llu m R d E B r o c k d a l eRdSE Col eRdNUSHighway101NUS - 1 0 1 M a r m a c S h e l t o n D a y t o n O a k l a n d N e w K a m i l c h e K a m i l c h e M ason Lak eNEDewattoHollyRd KeyPeninsulaHwyNWE W A -1 0 6 EWA-302EWA-3W A-3SW Gr a p e v i e w Ta h u y a A l l y n S u n s e t B e a c h L i t t l e H o q u i a m S u n b e a c h B e l fa i r WhitemanRdSWSE Arcadia R d E W A -3 S q ua x in Island Res er vation L o n g b r a n c h B a y S h o r e N o r t h O l y m p i a G r a n t B e a c h c r e s t L a k e b a y 6 5 3 2 7 1 4 1. Stretch Island Bridge 2. Hliboki Bridge 3. Gosnell Creek Bridge 4. Eich Road (1) Bridge 5. Eich Bridge 6. Carlson Bridge 7. Lower Dewatto Creek Bridge 0 4 8 Miles Mason County Agenda Request Form To: Board of Mason County Commissioners From: Richard Dickinson, Deputy Director PW- U&W Ext. 652 Department: Utilities & Waste Management Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): October 24, 2022 Agenda Date: November 8, 2022 Internal Review: ☒ Finance ☒ Human Resources ☐ Legal ☐ Information Technology ☐ Other (This is the responsibility of the requesting Department) Below for Clerk of the Board’s Use Only: Item Number: __________ Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Request for an additional Solid Waste FTE (Booth Attendant-SWAII) Background/Executive Summary: U&W Management requests approval to add and hire one new FTE - Solid Waste Booth Attendant II to bolster our staffing. Increased solid waste volume, need for more vacation/sick leave coverage, desires to reduce last-minute transfer station closures, expand hours of operation, and reduce overtime hours are all factors justifying the requested addition. With the growth we’ve already documented (34% increase in tonnage since 2019, 6.7% increase this year alone) it is apparent we need to be open more to handle the volume and increase our level of service to the community. Budget Impact: $71,000 for wages/benefits added to the 2023 U&W Management Solid Waste Budget and approximately $10,000 assuming a start date of December 1, 2022 and some additional overtime. Public Outreach: If approved, advertisement of the opening will be posted in the Shelton Journal, on the County website and HR’s standard recruitment sources. The county website will be updated to reflect new transfer station hours of operation once reviewed and approved by the Board. Requested Action: Request Board approve the addition of one new Solid Waste II Booth Attendant. Attachments: Budget Amendment and Wage Breakdown 2022 BUDGET AMENDMENT REQUEST Date:Amendment Request # Supplemental Appropriation Non-Debatable Emergency Debatable Emergency X Budget Amendment REVENUE/SOURCE 402.000000.000.000 70,976.00 END FUND RESERVED EXPENDITURES From <> 402.000000.000.000 39,597.00 SW ATTNDT/SALARIES & WAGES 402.000000.000.000 3,029.00 FICA 402.000000.000.000 4,114.00 PERS 402.000000.000.000 238.00 WA PD FMLA 402.000000.000.000 3,742.00 INDUSTRIAL INSURANCE 402.000000.000.000 19,116.00 MEDICAL 402.000000.000.000 100.00 CLOTHING ALLOWANCE 402.000000.000.000 1,040.00 PENSION Date: Date: Amendment Denied Budget Manager signature:Budget ManagerAction taken by Budget Manager: Amendment Approved Title of authorizing signature:This section is for the department requesting the change.508.10.500000.0000.00 To +537.80.520040.0000.00 To +537.80.520991.0000.00 To +537.80.520035.0000.00 To + Reason for Amendment: $71,000 for a new Solid Waste Attendant II as requested for approval on the October 24, 2022 BOCC Action Agenda. Authorizing signature for department requesting change: EXT: To +537.80.520045.0000.00 To +537.80.520010.0000.00 To +537.80.520030.0000.00 To +537.80.510080.0000.00 To + PLEASE SUBMIT BUDGET CHANGE REQUESTS TO BUDGET MANAGER - SUPPORT SERVICES For increased expenditures due to unanticipated federal, state, or local funds For the relief of a stricken community requiring immediate address; to meet mandatory expenditures required by law For a Public emergency other than a non-debatable emergency which could not reasonably have been foreseen at the time of making the budget, requiring the expenditure of money not provided for in the budget. For increased expenditures to be funded using ending fund balance or transfer of expenditures from one department's budget to another within the general fund. 537.80.520020.0000.00 Department: Public Works ‐ Fund 402 Solid Waste Bargaining Unit: Teamsters General Services Position Title:Solid Waste Attendant II Wages based on: contract expired 12/31/21 2023 Budget Impact‐ 12 months at Bottom Step 1 Annual Salary 39,597$ Total Salaries & Wages:39,597$ FICA 3,029$ PERS 4,114$ WA Paid FMLA 238$ Industrial Insurance (rate/hr) 3,742$ Medical (Annual) 19,116$ Uniform 100$ Pension 1,040$ Unemployment (Annual) Estimated Info Tech. Charge: Total Benefits: 31,378$ Total Salary & Benefits Budget Impacts:70,975$ Mason County Agenda Request Form To: Board of Mason County Commissioners From: Loretta Swanson Ext. 450 Department: Public Works Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): October 24, 2022 Agenda Date: November 8, 2022 Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ Information Technology ☐ Other (This is the responsibility of the requesting Department) Below for Clerk of the Board’s Use Only: Item Number: __________ Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Evergreen Estates Water Main Extension Project Background/Executive Summary: Mason County is awarded a CDBG General Purpose Grant for the Evergreen Estates Water Main Extension. The project will result in compliance with drinking water standards and increased levels of service. Major components of the project include installation of water main, service line and meter connecting the mobile home park to the City of Shelton water system. The project will provide an area benefit to the Mason County service area consisting of approximately 2,015 persons with 1,080 having low- and moderate-incomes based on 2019 HUD LMI Block Group Data. The project will accomplish HUD’s outcome of increasing the community’s availability and access to sustainable infrastructure systems to achieve HUD’s objective of creating suitable living environments. Budget Impact (amount, funding source, budget amendment): Public Outreach (news release, community meeting, etc.): There was a significant amount of public outreach before submitting the grant application. Requested Action: Recommend the Board authorize the following for the CDBG General Purpose Grant for the Evergreen Estates Water Main Extension project: (1) Execute the grant contract; (2) Public Works to advertise, set bid date/time and award contract; (3) Public Works to procure engineering/architect consultant services for the project and enter into contract(s); and (4) County Engineer and/or the Chair to sign all pertinent documents for the grant and project. Attachments: Draft Face Sheet Scope of Work Face Sheet Contract Number: 22-62210-024 Washington State Department of Commerce Local Government Division Community Assistance and Research Unit CDBG General Purpose Grant 1. Grantee 2. Grantee Doing Business As (optional) Mason County PO BOX 429 Shelton,WA 98580-4292 N/A 3. Grantee Representative 4. COMMERCE Representative Loretta Swanson, Public Works Director (360) 427-9670 Ext 769 LorettaS@masoncountywa.gov Jacquie Andresen, Project Manager PO Box 42525/1011 Plum Street SE, Olympia, WA 98504 (360) 688-0822 | jacquie.andresen@commerce.wa.gov 5. Grant Amount 6. Funding Source 7. Start Date 8. End Date $551,764 Federal: State: Other: N/A: 08/08/2022 1/31/2027 9. Federal Funds $551,764 Federal Agency: U.S. Department of Housing and Urban Development (HUD) ALN (CFDA #): 14.228 Indirect Rate (if applicable): N/A 10. Tax ID # 11. SWV # 12. UBI # 13. UEI # On file SWV0001893-11 232002101 SNAXPBGW4VR4 14. Grant Purpose Evergreen Estates Water Main Extension - A full description of the project is in Attachment “A” Scope of Work and Budget. COMMERCE, defined as the Department of Commerce, and the Grantee, as defined above, acknowledge and accept the terms of this Grant and Attachments and have executed this Grant on the date below and warrant they are authorized to bind their respective agencies. The rights and obligations of both parties to this Grant are governed by this Grant and the following documents hereby incorporated by reference: Grantee Terms and Conditions including Attachment “A” – Scope of Work and Budget. FOR GRANTEE FOR COMMERCE Commissioner Kevin Shutty,Chair Date Mark K. Barkley, Assistant Director Local Government Division Date APPROVED AS TO FORM ONLY Sandra Adix, Assistant Attorney General 09-02-2022 ver.10.14.21 ATTACHMENT A ‐ SCOPE OF WORK AND BUDGET Grantee: Mason County | Contract No. 22‐62210‐024 Project Description / Deliverable Mason County is awarded a CDBG General Purpose Grant for the Evergreen Estates Water Main Extension. The project will result in compliance with drinking water standards and increased levels of service. Major components of the project include installation of water main, service line and meter connecting the mobile home park to the City of Shelton water system. The project will provide an area benefit to the Mason County service area consisting of approximately 2,015 persons with 1,080 having low‐ and moderate‐incomes based on 2019 HUD LMI Block Group Data. The project will accomplish HUD’s outcome of increasing the community’s availability and access to sustainable infrastructure systems to achieve HUD’s objective of creating suitable living environments. Project Budget Budget Code & Description 03J Water Improvements CDBG Funding $551,764 Project Activities and Milestones Project Activities Milestones  Execute grant contract with Commerce and establish administrative, financial, reporting and record keeping systems.  Complete the environmental review in compliance with Federal related laws and authorities listed at 24 CFR 58.5 and 58.6 and request CDBG release of funds. Before first payment request  Procure engineer/architect in compliance with state and CDBG requirements, including outreach to MWBE and Section 3 local business participation; verify all parties do not have an active exclusion record in SAM.gov and include required federal provisions in the contract. Before incurring costs for professional services  Prepare and submit payment requests with supporting documentation to Commerce. Not more than monthly  As necessary, arrange an audit with the Washington State Auditor in accordance with the Uniform Guidance, 2 CFR 200, Subpart F‐ Audit Requirements. Annually  Prepare bid documents in consultation with CDBG project manager. Before construction bid advertisement  Procure construction contract in compliance with state and CDBG requirements including outreach to MWBE and Section 3 local businesses.  Verify contractor/subcontractors do not have an active exclusion record in SAM.gov and include documentation in CDBG file. Before award of construction contract  Review certified payrolls and submit labor standards package. Before first construction payment request  Regularly monitor engineering, weekly certified payrolls, and construction for compliance with applicable federal and state regulations, and conduct progress meetings Weekly during construction  Meet the CDBG national objective of principally benefiting low‐ and moderate‐income persons. Before contract end date