Loading...
HomeMy WebLinkAbout2023/02/27 - Briefing Packet MASON COUNTY COMMISSIONER BRIEFING INFORMATION FOR THE WEEK OF February 27, 2023 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. Cou. �A+ t 1854 BOARD OF MASON COUNTY COMMISSIONERS DRAFT BRIEFING MEETING AGENDA 411 North Fifth Street, Shelton WA 98584 co"b Week of February 27, 2023 xs� Monday Noon WA State Association of Counties Zoom Meeting* Virtual Assembly *This is being noticed as a Special Commission meeting because a quorum of the Mason County Commission may attend this event and notification is provided per Mason County Code Chapter 2.88.020-Special Meetings. Monday, February 27, 2023 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. WSU Extension—Kela Hall-Wieckert 10:05 A.M. Clerk's Office—Charles Rhodes 10:15 A.M. Community Development—Kell Rowen 10:35 A.M. Public Health—Dave Windom 10:50 A.M. Public Works—Loretta Swanson Utilities&Waste Management 11:10 A.M. Support Services—Mark Neary Commissioner Discussion—as needed Commission meetings are live streamed at hiip://www.masonwebtv.com/and public commented is accepted via email msmithAmasoncountywa.gov;mail to Commissioners Office,411 N 5t'Street, Shelton, WA 98584;or phone at(360)427-9670 ext.419. If you need to listen to the Commission meeting via telephone,please provide your telephone number to the Commissioners' office no later than 4 p.m.the Friday before the meeting. If special accommodations are needed,contact the Commissioners'office at Shelton(360)427-9670 ext.419 Briefing Agendas are subject to change,please contact the Commissioners' office for the most recent version. Last printed 02/22/23 at 3:44 PM r f Mason County Agenda Request Form T To: Board of Mason County Commissioners From: Kela Hall-Wieckert Ext. 592 Department: WSU Extension Briefing: ❑X Action Agenda: ❑ Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 27,2023 Agenda Date: Click or tap here to enter text. Internal Review: ❑ Finance ❑ Human Resources ❑X Legal ❑ Information Technology ❑X Risk (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: Interagency Agreement#IA 123-503 between Washington State Parks and Recreation Commission and Mason County Noxious Weed Control Board to survey for and control noxious weed species within state parks in Mason County, for the period of March 1, 2023,to June 30,2025 Background/Executive Summary: Since 2007,MCNWCB has intermittently collaborated with WA State Parks on noxious weed control activities,including at Lake Isabella, Hope Island,Belfair, and Potlatch State Park. Grant funding supplements county resources to promote citizen engagement and survey, document, and control noxious weed species on WA State Park property. Interagency Agreement#lA 123-503 will cover salaries, wages, and benefits; supplies and equipment costs; travel to and from control sites; and indirect services. Budget Impact(amount,funding source,budget amendment): $17,500 total to be awarded to the Mason County Noxious Weed Control Board: $7,500 before June 2023 (requires supplemental appropriation), and$10,000 in 2024-2025. Public Outreach (news release,community meeting, etc.): N/A Requested Action: Approval of the Washington State Parks and Recreation Commission Interagency Agreement#IA 123-503 to survey for and control noxious weed species within state parks in Mason County, for the period of March 1, 2023,to June 30,2025. Attachments Interagency Agreement#IA 123-503 INTERAGENCY AGREEMENTS°N `'^rF Between WASHINGTON STATE PARKS AND RECREATION COMMISSION And v MASON COUNTY NOXIOUS WEED BOARD AGREEMENT NO. IA 123-503 THIS AGREEMENT is made and entered into by and between the Washington State Parks and Recreation Commission, hereinafter referred to as "State Parks," and Mason County Noxious Weed Board hereinafter referred to as the "County". This agreement is authorized to be entered into through Chapter 39.34 RCW, the Interlocal Cooperation Act. IT IS THE PURPOSE OF THIS AGREEMENT to provide the professional expertise that does not exist within the limited staff availability of State Parks and that the County can perform on a mutually beneficial basis. THEREFORE, IT IS MUTUALLY AGREED THAT: STATEMENT OF WORK The County shall furnish the necessary personnel, equipment, material, and/or services and otherwise do all things necessary for or incidental to the performance of the work set forth below: The County shall perform services necessary to control noxious weed species as needed within state parks in Mason County. State Parks and the County will confer and agree upon species and control approaches in advance of control treatments. Timing of control will be flexible and is dependent on weather and the appropriate growth state of each species. The County shall provide all necessary labor, equipment, materials, licensing, permitting, and reporting to complete weed control work on State Park properties as requested. The County shall notify State Parks staff at least one week prior to conducting any work. State Parks may provide support staff as possible. State Parks and the county may collaboratively map the distributions of the noxious weed species and conduct follow-up surveys to assess success rates. PERIOD OF PERFORMANCE Subject to its other provisions, the period of performance of this Agreement shall commence on the date signed by State Parks, unless terminated sooner as provided herein. Unless otherwise amended in writing, this agreement shall automatically terminate on June 30, 2023, due to the Cost Code:31000 Page 1 of 5 end of biennial funding by the legislature. If adequate funding is established for the project into the next biennium, this agreement will continue in full force and effect until June 30, 2025. without interruption. PAYMENT Compensation for the work provided in accordance with this agreement has been established under the terms of RCW 39.34.130. The parties have estimated that the cost of accomplishing the work herein will not exceed Seventeen Thousand, Five Hundred and No/100ths Dollars ($17,500.00) Payment for satisfactory performance of the work shall not exceed this amount unless the parties mutually agree to a higher amount prior to the commencement of any work which will cause the maximum payment to be exceeded. Compensation shall not exceed $7,500 before June 30, 2023, without State Parks prior approval. An additional allotment of$10,000 shall be made available starting July 1, 2023, to June 30, 2025. BILLING PROCEDURE The County shall submit invoices no more often than monthly. Payment to the County for approved and completed work will be made by warrant or account transfer by State Parks within 30 days of receipt of the invoice. Upon expiration of the contract, any claim for payment not already made shall be submitted within 30 days after the expiration date or the end of the fiscal year, whichever is earlier. RECORDS MAINTENANCE The parties to this contract shall each maintain books, records, documents and other evidence which sufficiently and properly reflect all direct and indirect costs expended by either party in the performance of the services described herein. These records shall be subject to inspection, review or audit by personnel of both parties, other personnel duly authorized by either party, the Office of the State Auditor, and federal officials so authorized by law. All books, records, documents, and other material relevant to this Agreement will be retained for six years after expiration and the Office of the State Auditor, federal auditors, and any persons duly authorized by the parties shall have full access and the right to examine any of these materials during this period. Records and other documents, in any medium, furnished by one party to this agreement to the other party, will remain the property of the furnishing party, unless otherwise agreed. The receiving party will not disclose or make available this material to any third parties without first giving notice to the furnishing party and giving it a reasonable opportunity to respond. Each party will utilize reasonable security procedures and protections to assure that records and documents provided by the other party are not erroneously disclosed to third parties. RIGHTS IN DATA Unless otherwise provided, data which originates from this Agreement shall be "works for hire" as defined by the U.S. Copyright Act of 1976 and shall be owned by the state of Washington. Data shall include, but not be limited to, reports, documents, pamphlets, advertisements, books magazines, surveys, studies, computer programs, films, tapes, and/or sound reproductions. Ownership includes the right to copyright, patent, register, and the ability to transfer these rights. Cost Code:31000 Page 2 of 5 INDEPENDENT CAPACITY The employees or agents of each party who are engaged in the performance of this Agreement shall continue to be employees or agents of that party and shall not be considered for any purpose to be employees or agents of the other party. AGREEMENT ALTERATIONS AND AMENDMENTS This agreement may be amended by mutual agreement of the parties. Such amendments shall not be binding unless they are in writing and signed by personnel authorized to bind each of the parties. TERMINATION Either party may terminate this Agreement upon 30 days' prior written notification to the other party. If this Agreement is so terminated, the parties shall be liable only for performance rendered or costs incurred in accordance with the terms of this Agreement prior to the effective date of termination. INDEMNIFICATION Each party shall be responsible for the actions and inactions of itself and its own officers, employees, and agents acting within the scope of their authority. TERMINATION FOR CAUSE If for any cause, either party does not fulfill in a timely and proper manner its obligations under this Agreement, or if either party violates any of these terms and conditions, the aggrieved party will give the other party written notice of such failure or violation. The responsible party will be given the opportunity to correct the violation or failure within fifteen (15) working days. If failure or violation is not corrected, this Agreement may be terminated immediately by written notice of the aggrieved party to the other. DISPUTES In the event that a dispute arises under this Agreement, it shall be determined by a Dispute Board in the following manner: Each party to this agreement shall appoint one member to the Dispute Board. The members so appointed shall jointly appoint an additional member to the Dispute Board. The Dispute Board shall review the facts, contract terms and applicable statutes and rules and make a determination of the dispute. The determination of the Dispute Board shall be final and binding on the parties hereto. As an alternative to this process, either of the parties may request intervention by the Governor, as provided by RCW 43.17.330, in which event the Governor's process will control. GOVERNANCE This contract is entered into pursuant to and under the authority granted by the laws of the state of Washington and any applicable federal laws. The provisions of this agreement shall be construed Cost Code:31000 Page 3 of 5 to conform to those laws. In the event of an inconsistency in the terms of this Agreement, or between its terms and any applicable statute or rule, the inconsistency shall be resolved by giving precedence in the following order: a. applicable state and federal statutes and rules; b. statement of work; and C. any other provisions of the agreement, including materials incorporated by reference. ASSIGNMENT The work to be provided under this Agreement, and any claim arising thereunder, is not assignable or delegable by either party in whole or in part, without the express prior written consent of the other party, which consent shall not be unreasonably withheld. WAIVER A failure by either party to exercise its rights under this agreement shall not preclude that party from subsequent exercise of such rights and shall not constitute a waiver of any other rights under this Agreement unless stated to be such in a writing signed by an authorized representative of the party and attached to the original Agreement. SEVERABILITY If any provision of this Agreement or any provision of any document incorporated by reference shall be held invalid, such invalidity shall not affect the other provisions of this Agreement which can be given effect without the invalid provision, if such remainder conforms to the requirements of applicable law and the fundamental purpose of this agreement, and to this end the provisions of this Agreement are declared to be severable. ALL WRITINGS CONTAINED HEREIN This Agreement contains all the terms and conditions agreed upon by the parties. No other understandings, oral or otherwise, regarding the subject matter of this Agreement shall be deemed to exist or to bind any of the parties hereto. PROJECT MANAGEMENT The project representative for each of the parties shall be responsible for and shall be the contact person for all communications and billings regarding the performance of this Agreement. Cost Code:31000 Page 4 of 5 The Project Representative for County is: Kela Hall-Wieckert, phone number: (360) 427-9670 Ext. 592. The Project Representative for State Parks is: Nathan Johnson, phone number: (360) 485-0665 IN WITNESS WHEREOF, the parties have executed this Agreement. Mason County Board of Washington State Parks and County Commissioners Recreation Commission By: By: Manager, Contracts, Title: Title: Grants & Procurement Services Date: Date: Approved As To Form: William Van Hook Asst.Attorney General 02/20/07 Cost Code:31000 Page 5 of 5 r f Mason County Agenda Request Form T To: Board of Mason County Commissioners From: Kela Hall-Wieckert Ext. 592 Department: WSU Extension Briefing: ❑X Action Agenda: ❑ Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 27,2023 Agenda Date: Click or tap here to enter text. Internal Review: ❑ Finance ❑ Human Resources ❑X Legal ❑ Information Technology © Risk (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: Contract#K4369 between Washington State Department of Agriculture and Mason County Noxious Weed Control Board to survey for and control Giant Hogweed within Mason County, for the period of February 15,2023,to December 31, 2024. Background/Executive Summary: Since 2007,MCNWCB has prioritized documentation,control,and eradication of giant hogweed. Grant funding supplements county resources to support surveys for giant hogweed,initiate property owner contacts,and provide control assistance. Contract#K4369 will cover salaries,wages, and benefits; supplies and equipment costs related to hosting a giant hogweed workshop in April;travel to and from control sites; and indirect services. Budget Impact(amount,funding source,budget amendment): $5,000 total to be awarded to the Mason County Noxious Weed Control Board: $3,000 in 2023 (requires budget revision),and$2,000 in 2024. Public Outreach (news release,community meeting, etc.): N/A Requested Action: Approval of the contract between Washington State Department of Agriculture and Mason County Noxious Weed Control Board to survey for and control Giant Hogweed within Mason County,for the period of February 15,2023,to December 31,2024. Attachments Contract#K4369 Attachment A—Plan of Work Attachment B—Budget Contract Number: K4369 INTERAGENCY AGREEMENT BETWEEN WASHINGTON STATE DEPARTMENT OF AGRICULTURE AND MASON COUNTY AND ITS AGENT MASON COUNTY NOXIOUS WEED CONTROL BOARD THIS AGREEMENT is made and entered into by and between the Washington State Department of Agriculture (WSDA) and Mason County and its agent, Mason County Noxious Weed Control Board. IT IS THE PURPOSE OF THIS AGREEMENT to provide Mason County and its agent, Mason County Noxious Weed Control Board, funding for a project to survey for and control Giant Hogweed (Heracleum mantegazzianum) within Mason County. THEREFORE, IT IS MUTUALLY AGREED THAT: STATEMENT OF WORK Mason County through its agent, Mason County Noxious Weed Control Board, shall furnish the necessary personnel, equipment, material and/or service(s) and otherwise do all things necessary for or incidental to the performance of the work set forth in Attachment "A" which is attached hereto and incorporated herein. PERIOD OF PERFORMANCE Regardless of the date of signature and subject to its other provisions, this Agreement shall begin on February 1, 2023 and end on December 31, 2024, unless terminated sooner or extended by WSDA as provided herein through a properly executed amendment. PAYMENT Compensation for the work provided in accordance with this Agreement has been established under the terms of RCW 39.34.130. The parties have determined that the cost of accomplishing the work herein will not exceed $5,000.00. Only reasonable costs identified in Attachment "A", incurred directly related to the Mason County Giant Hogweed Survey and Control Project, will be reimbursed to Mason County under this Agreement. Payment for satisfactory performance of the work shall not exceed this amount unless the parties mutually agree in writing to a higher amount prior to the commencement of any work that will cause the maximum payment to be exceeded. Compensation for service(s) shall be as set forth in accordance with the budget in Attachment"B" which is attached hereto and incorporated herein. BILLING PROCEDURE Mason County shall submit properly completed invoices quarterly to the WSDA Agreement administrator. Reference WSDA Contract Number K4369 on all invoices. Payment to Mason County for approved and completed work will be made by warrant or account transfer by WSDA within 30 days of receipt of the properly completed invoice. If Contractor does not have an invoice template to request payment, Contractor can request a copy of a Certified State Invoice Voucher (Form A-19) from WSDA. Upon expiration of the Agreement, any claim for payment not Page 1 of 6 Contract Number: K4369 already made shall be submitted within 30 days after the expiration date or the end of the fiscal year, whichever is earlier. DUPLICATION OF BILLED COSTS The Contractor shall not bill the Agency for services performed under this contract, and the Agency shall not pay the Contractor, if the Contractor has been or will be paid by any other source, including grants, for that service. FUNDING CONTINGENCY In the event funding from state, federal, or other sources is withdrawn, reduced, or limited in any way after the effective date of this Agreement and prior to completion of the work in this Agreement, the Agency may: a. Terminate this Agreement with 10 days advance notice. If this Agreement is terminated, the parties shall be liable only for performance rendered or costs incurred in accordance with the terms of this Agreement prior to the effective date of termination. b. Renegotiate the terms of the Agreement under those new funding limitations and conditions. c. After a review of project expenditures and deliverable status, extend the end date of this Agreement and postpone deliverables or portions of deliverables. Or, d. Pursue such other alternative as the parties mutually agree to writing. RECORDS MAINTENANCE The parties to this Agreement shall each maintain books, records, documents and other evidence that sufficiently and properly reflect all direct and indirect costs expended by either party in the performance of the services described herein. Documents must also support performance and costs of any nature expended in the performance of this Agreement. These records shall be subject to inspection, review or audit by personnel of both parties, other personnel duly authorized by either party, the Office of the State Auditor, and federal officials so authorized by law. All books, records, documents and other material relevant to this Agreement will be retained for six years after expiration of the Agreement and the Office of the State Auditor, federal auditors and any persons duly authorized by the parties shall have full access and the right to examine any of these materials during this period. If any litigation, claim or audit is started before the expiration of the six (6) year period, the records shall be retained until all litigation, claims, or audit findings involving the records have been resolved. Records and other documents, in any medium, furnished by one party to this Agreement to the other party, will remain the property of the furnishing party, unless otherwise agreed. The receiving party will not disclose or make available this material to any third parties without first giving notice to the furnishing party and giving it a reasonable opportunity to respond, consistent with applicable laws. Each party will utilize reasonable security procedures and protections to assure that records and documents provided by the other party are not erroneously disclosed to third parties. Page 2of6 Contract Number: K4369 RIGHTS IN DATA Unless otherwise provided, data that originates from this Agreement shall be "works for hire" as defined by the U.S. Copyright Act of 1976 and shall be owned by WSDA. Data shall include, but not be limited to, reports, documents, pamphlets, advertisements, books, magazines, surveys, studies, computer programs, films, tapes and/or sound reproductions. Ownership includes the right to copyright, patent, register, and the ability to transfer these rights. INDEPENDENT CAPACITY The employees or agents of each party who are engaged in the performance of this Agreement shall continue to be employees or agents of that party and shall not be considered for any purpose to be employees or agents of the other party. AGREEMENT ALTERATIONS AND AMENDMENTS This Agreement may be amended by mutual agreement of the parties. Such amendments shall not be binding unless they are in writing and signed by personnel authorized to bind each of the parties. SUBCONTRACTING "Subcontractor" means one not in the employment of a party to this Agreement, who is performing all or part of those services under this Agreement under a separate contract with a party to this Agreement. The terms "subcontractor" and "subcontractors" mean subcontractor(s) in any tier. Except as otherwise provided in the Agreement, the Contractor shall not subcontract any of the contracted services without the prior approval of the Agency. The Contractor is responsible to ensure that all terms, conditions, assurances and certifications set forth in this Agreement are included in any and all Subcontracts. Any failure of Contractor or its Subcontractors to perform the obligations of this Agreement shall not discharge Contractor from its obligations under this Agreement. TERMINATION FOR CONVENIENCE Either party may terminate this Agreement upon 30 days' prior written notification to the other party. If this Agreement is so terminated, the parties shall be liable only for performance rendered or costs incurred in accordance with the terms of the Agreement prior to the effective date of termination. TERMINATION FOR CAUSE If for any cause, either party does not fulfill in a timely and proper manner its obligations under this Agreement, or if either party violates any of these terms and conditions, the aggrieved party will give the other party written notice of such failure or violation. The responsible party will be given the opportunity to correct the violation or failure within 15 working days of receipt of written notice. If the failure or violation is not corrected, this Agreement may be terminated immediately upon receipt of written notice of the aggrieved party to the other. CONFLICT OF INTEREST WSDA may, by written notice to Mason County, terminate this Agreement if it is found after due notice and examination by the Director of the Department of Agriculture, and/or the designee authorized in writing to act on the Director's behalf, that there is a violation of the State Ethics Law, chapter 42.52 RCW; chapter 42.23 RCW; or any similar statute involving Mason County in the procurement of or performance under this Agreement. Unless stated otherwise, the signatory of this Agreement is the Director's designee. Page 3 of 6 Contract Number: K4369 In the event this Agreement is terminated as provided above, WSDA shall be entitled to pursue the same remedies against Mason County and its agent, Mason County Noxious Weed Control Board, as it could pursue in the event of a breach of the Agreement by Mason County or its agent, Mason County Noxious Weed Control Board. The rights and remedies of WSDA provided for in this clause shall not be exclusive and are in addition to any other rights and remedies provided by law. The existence of facts upon which the Director of the Department of Agriculture, and/or the designee authorized in writing to act on the Director's behalf, makes any determination under this clause shall be an issue and may be reviewed as provided in the "Disputes" clause of this Agreement. DISPUTES In the event that a dispute arises under this Agreement, it shall be determined by a Dispute Board in the following manner: Each party to this Agreement shall appoint one member to the Dispute Board. The members so appointed shall jointly appoint an additional member to the Dispute Board. The Dispute Board shall review the facts, agreement terms and applicable statutes and rules and make a determination of the dispute. The determination of the Dispute Board shall be final and binding on the parties hereto. GOVERNING LAW AND VENUE This Agreement shall be construed and interpreted in accordance with the laws of the state of Washington and the venue of any action brought under this Agreement shall be in Superior Court for Thurston County. ASSURANCES The parties agree that all activity pursuant to this Agreement shall be in accordance with all applicable federal, state and local laws, rules, and regulations as they currently exist or as amended. LICENSING, BONDING, INDUSTRIAL INSURANCE AND OTHER INSURANCE COVERAGE Mason County and its agent, Mason County Noxious Weed Control Board, shall ensure that all contractors hired to perform services under this Agreement shall comply with all applicable licensing and bonding requirements for the type of service to be performed, and with the provisions of Title 51, Industrial Insurance. Mason County and its agent, Mason County Noxious Weed Control Board, shall also ensure that all contractors provide proof of an adequate amount of commercial general liability insurance coverage for the activities to be performed under any subcontract. ORDER OF PRECEDENCE In the event of an inconsistency in the terms of this Agreement, or between its terms and any applicable statute or rule, the inconsistency shall be resolved by giving precedence in the following order: a. Applicable state and federal statutes and rules; b. Terms and conditions contained within this Contract; c. Plan of Work (Attachment A); d. Budget (Attachment B); e. Any other provisions of the Agreement, including material incorporated by reference. Page 4 of 6 Contract Number: K4369 ASSIGNMENT Mason County and its agent, Mason County Noxious Weed Control Board, are responsible for ensuring that all terms, conditions, assurances and certifications set forth in this Agreement are carried forward to any subcontracts. In no event shall the existence of any subcontract operate to release or reduce the liability of Mason County and its agent, Mason County Noxious Weed Control Board, to WSDA for any breach in the performance of Mason County and its agent Mason County Noxious Weed Control Board's duties. WAIVER A failure by either party to exercise its rights under this Agreement shall not preclude that party from subsequent exercise of such rights and shall not constitute a waiver of any other rights under this Agreement. Waiver of any default or breach shall not be deemed to be a waiver of any subsequent default or breach. Any waiver shall not be construed to be a modification of the terms of this Agreement unless stated to be such in writing signed by an authorized representative of the party and attached to the original Agreement. SEVERABILITY If any term or condition of this Agreement is held invalid, such invalidity shall not affect the validity of the other terms or conditions of this Agreement. ALL WRITINGS CONTAINED HEREIN This Agreement contains all the terms and conditions agreed upon by the parties. No other understandings, oral or otherwise, regarding the subject matter of this Agreement shall be deemed to exist or to bind any of the parties hereto. CONTRACT MANAGEMENT The Agreement administrator for each of the parties shall be responsible for and shall be the contact person for all communications and billings regarding the performance of this Agreement. The Agreement administrator for WSDA is: Greg Haubrich, Pest Program Manager Washington State Dept. of Agriculture Plant Protection Division PO Box 42560 Olympia, Washington 98504-2560 (360) 902-2071 ghaubrich@agr.wa.gov The Agreement administrator for Mason County is: Kela Hall-Wieckert, Coordinator Mason County Noxious Weed Control Board 303 N. 41" Street Shelton, WA 98584 (360) 427-9670 X 592 khall-weckert@masoncountywa.gov Page 5 of 6 Contract Number: K4369 All communications between the parties relating to this Agreement and any billings and payments will be directed to those persons. Either party may change administrators by notifying the other in writing. IN WITNESS WHEREOF, the parties have executed this Agreement. STATE OF WASHINGTON MASON COUNTY DEPT. OF AGRICULTURE By: By: Title: Title: Date: Date: Page 6 of 6 Contract Number: K4369 ATTACHMENT A Plan of Work Mason County and its agent Mason County Noxious Weed Control Board Giant Hogweed Survey and Control Project February 1, 2023 to December 31, 2024 County Control Criteria: Mason County through its agent, Mason County Noxious Weed Control Board, will conduct survey and control of Giant Hogweed (Heracleum mantegazzianum) located within Mason County. Minimum work specifications: Mason County staff and/or subcontractors will use an integrated weed management approach, in conjunction with the best management practices for the control of Giant Hogweed. All control methods will be employed consistent with the laws, rules and regulations of Washington State, Mason County, the Noxious Emergent Plant Management Environmental Impact Statement (EIS)first published in November 1993, and all subsequent amendments to the EIS. Mason County must enter into a contract with WSDA under which Mason County, or subcontractors to Mason County, act as limited agents to carry out noxious and quarantine weed control for WSDA under the "National Pollutant Discharge Elimination System (NPDES) - Aquatic Noxious Weed Control General Permit" prior to the performance of any activity pursuant to this Agreement that discharges herbicides indirectly into streams, rivers, estuaries, wetlands, along lake shorelines, or in other wet areas. If Mason County, or subcontractors to Mason County, carries out aquatic noxious weed control by chemical treatments directly into fresh water (lakes, streams, and rivers), then the "National Pollutant Discharge Elimination System (NPDES) - Aquatic Plant and Algae Management General Permit", must be obtained prior to the performance of any activity pursuant to this Agreement from the Washington State Department of Ecology. Treatments under either permit may only occur at times allowed under provisions of the NPDES permit and must comply with conditions specified in such permit. The Mason County Giant Hogweed Survey and Control Project Coordinator will work closely with the WSDA Noxious Weed Coordinator. Work will only take place on property for which the Mason County Noxious Weed Control Board has obtained prior written permission for entry and treatment. Mason County Noxious Weed Control Board will also provide access to these properties for the WSDA Noxious Weed Coordinator. Changes made to any permission form must be approved by WSDA prior to the performance of any work on that property undertaken under terms of this Agreement. Program Needs Provided by WSDA: WSDA may furnish herbicide, surfactants and equipment as the WSDA Noxious Weed Coordinator deems necessary. All unexpended items remain the property of WSDA. Expenditures: The funds provided for the Mason County Giant Hogweed Survey and Control project will primarily go towards staff salaries and benefits and travel. All supplies furnished by WSDA will Page 1 of 2 Contract Number: K4369 be used in Washington State and under the supervision of county personnel. An inventory list will be furnished to WSDA upon request. Items such as computer programs, models, food and beverage, or other costs not specified in this document will not be reimbursed unless the expenditure is specifically authorized in advance in writing by WSDA. Coordination: The Mason County Giant Hogweed Survey and Control Project will be coordinated with state, local and private control efforts. Deliverables: The county noxious weed coordinator or program manager will submit a written report to the WSDA agreement administrator, documenting the work conducted on this project. The report is due January 15, 2025, and will include the following: • Date(s) of survey and control activities, • The type of control conducted, • Difficulties encountered (if any), • Solid acres (or square feet) of each species treated, • Number of acres and/or miles surveyed (if any), • GPS derived locations of any noxious weed locations, • Number and type of landowners assisted (if any), • Photo documentation of selected sites, including before and after treatment photos. Final payment under this Agreement will not be made until the final report is accepted by WSDA. These deliverables are separate from and in addition to any reporting requirements associated with limited agent status under WSDA's Aquatic Noxious Weed Control NPDES General Permit coverage. Page 2 of 2 Contract Number: K4369 ATTACHMENT B Budget Mason County and its agent Mason County Noxious Weed Board Giant Hogweed Survey and Control Project February 1, 2023 to December 31, 2024 Total payment to Mason County and its agent Mason County Noxious Weed Control Board will not exceed $5,000.00. 1. Salaries, wages and benefits...........................................................................$4,428.00 2. Supplies and equipment.........................................................................................$56.00 3. Travel ...................................................................................................................$295.00 3. Contracted services..................................................................................................$0.00 4. Indirect .................................................................................................................$221.00 TOTAL: ......................................................................................................$5,000.00 If the total cost of a budget category varies by more than 10% from what is listed above, written approval via email with the WSDA Agreement Administrator is required. Reimbursement for travel expenditures shall not exceed allowable costs as set forth in Washington State travel regulations, contained in the Office of Financial Management State Administrative and Accounting Manual, Chapter 10, Section 90. Page 1 of 1 r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Charles Rhodes Ext. 344 Department: Superior Court Clerk Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 27,2023 Agenda Date: March 14,2023 Internal Review: ® Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Risk (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• Full-Size Security Door w/Window and Combination Code Background/Executive Summary: The current half door between the lobby and work area in the Clerk's office does not lock; allowing anyone to come through that door creating a safety concern for employees. Employees need to be able to control who removes or views documents. Budget Impact(amount,funding source,budget amendment): Approximately$3,000 from REET 1 Public Outreach (news release, community meeting,etc.): N/A Requested Action: Approval to use$3,000 from Real Estate Excise Tax(REET) 1 to install a full-size door with window and combination code between the lobby and Clerk's Office work area. Attachments: Mason County Community Development Briefing February 27, 2023 Briefing Items All Staff Meeting for Community Development on March 14—Kell Rowen Planning Advisory Commission News Release—Kell Rowen Shoreline Master Program User Guide News Release—Marissa Watson 2023 Heritage Grant Applications and Awards—Luke Viscusi Historical Building, Structure, or Place Plaque Program—Luke Viscusi r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Kell Rowen Ext.286 Department: Community Services Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 27,2023 Agenda Date: 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• All-Staff Meeting for Community Development Background/Executive Summary: The Community Development Department requests an office closure for the afternoon of Tuesday,March 14,2023 for the purpose of an All-Staff Training Day to be held at Public Works.An agenda, focused on SmartGov training,will be available prior to the meeting. Budget Impact(amount,funding source,budget amendment): None Public Outreach(news release, community meeting,etc.): Notice will be made in advance of closure. Requested Action: Discussion and approval to close the Permit Assistance Center from noon to 4:30 on March 14, 2023. Attachments: None r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Kell Rowen Ext.286 Department: Community Services Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 27,2023 Agenda Date: February 28,2023 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• News Release for Planning Advisory Commission Background/Executive Summary: Isaiah Johnston has stepped down from the PAC and staff is requesting to fill the vacant seat with someone representing the 2nd or 3rd District. Budget Impact(amount,funding source,budget amendment): None Public Outreach(news release, community meeting,etc.): News Release and County website Requested Action: Place"News Release"on BOCC Agenda for February 28, 2023 Attachments: PAC Roster News Release CO NEWS RELEASE February 28, 2023 MASON COUNTY COMMISSIONERS' OFFICE 1854^y 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: Planning Advisory Commission Vacancy Mason County is seeking a motivated and engaged individual to serve as a volunteer member of the Planning Advisory Commission. The Commission will play a crucial role this year and next in updating the County's Comprehensive Plan, which outlines the vision and goals for the County's future growth and development.There is one open seat represented as either Commissioner District 2 or 3 (Shelton,Union,Hoodsport,Matlock, Lilliwaup,Kamilche area). The Planning Advisory Commission is a seven-member citizen board appointed to advise the Board of County Commissioners on policies related to amendments to the Comprehensive Plan,Shoreline Master Program, Resource Ordinance and other development regulations including making recommendations on rezone applications. The Commission typically meets at least once per month on the third Monday at 6:00 p.m., with special meetings scheduled as necessary. Appointed Commissioners normally serve a four-year term. The Commissioner District 2/3 position will be filling a vacancy set to expire in January of 2026. Applications to serve on the board are being accepted until the position is filled, and should be submitted to the Mason County Commissioners,411 N. 5t1i St., Shelton,WA 98584. Application forms may be obtained from the Commissioner's Office, (360) 427-9670 ext. 419 or visit our website at www.masoncountywa.gov. BOARD OF MASON COUNTY COMMISSIONERS Sharon Trask, Randy Neatherlin, Kevin Shutty, Chair Vice-Chair Commissioner Mason County Planning Advisory Commission-2022 Position Comm Name Phone Mailing Address Initial Appointment Term Expires District No. 1 1 Jeff Carey 9/27/2022 1/31/2026 2 2 Joseph Myers 6/2/2020 1/31/2024 3 VACANT 1/31/2026 At 4 Large Terri Arcieri 11/23/2021 1/31/2025 3 5 Bob Wilkerson 7/6/2021 1/31/2025 1 6 Mac McLean 11/26/2019 1/31/2024 1 7 Tim Opiela 6/2/2020 1/31/2026 Contact: Kell Rowen, Dept. of Community Services, Planning Division @ Ext. 286 Updated 2/15/2023 r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Marissa Watson Ext. 367 Department: Community Development: Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 27,2023 Agenda Date: February 28,2023 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: News Release to solicit community input on Shoreline Master Program User Guide Background/Executive Summary: The Community Development Department was awarded a competitive grant by the Department of Ecology to create a Mason County shoreline development website with a shoreline master program user guide integrated within it. Staff and consultants have developed the website with a focus on helping the public understand the requirements for mitigation when developing within the shoreline setback, anywhere from 115 feet to 165 feet from Ordinary High-Water Mark. The consultants,The Watershed Co.,have put together a survey for the public to provide input on their understanding of the Mason County Shoreline Master Program as it is and how certain policies and concepts could be better illustrated. Before finalizing concepts for the website, staff hopes to receive additional public input by the March 28, 2023 cut-off deadline. Budget Impact(amount,funding source,budget amendment): N/A, funded by WA State Department of Ecology Public Outreach(news release, community meeting,etc.): The Community Development Department has reached out to various stakeholders: tribal, state,EDC, Environmental Consultants,Architects, and real estate professionals for input.We provided a stakeholder workshop in December(15t1i)with a survey.Now we are hoping to provide time for the general public to add input. Requested Action: Read news release during February 28,2023 BOCC meeting. Attachments: N/A CO NEWS RELEASE February 28, 2023 MASON COUNTY COMMISSIONERS' OFFICE 1854^y 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: Mason County Shoreline Master Program User Guide—Community Input Needed Mason County is developing a Shoreline Master Program (SMP) User Guide to better convey regulatory provisions, mitigation requirements, and development allowances within shoreline jurisdiction. Shoreline jurisdiction roughly includes areas 200 feet landward and in-water marine shorelines, lakes 20 acres or greater, rivers of a certain size and associated wetlands, shown here: https://masoncounbywa.gov/community- services/smp-update/2017/SMP-SED-082017.pdf. This guide will be made available as an interactive online website on the County Community Development webpage. The public is invited to provide feedback within the next month to guide this effort through the following survey link: https://www.surveymonkey.com/r/Z77F6NC. This project is made possible through a Department of Ecology grant with work set to conclude by the end of June 2023. BOARD OF MASON COUNTY COMMISSIONERS Sharon Trask, Randy Neatherlin, Kevin Shutty, Chair Vice-Chair Commissioner r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Luke Viscusi Ext.282 Department: Community Services Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 27,2023 Agenda Date: March 14,2023 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• The Mason County Historic Preservation Commission is seeking approval for funding five 2023 Mason County Heritage Grant applications for$22,000.00. This amount was previously budgeted for. Background/Executive Summary: At their February 2023 monthly meeting,the Mason County Historic Preservation Commission voted to forward the following Heritage Grants to the BOCC for approval: • Mason General Hospital Foundation's Arts Commission Chapter: $5,000.00 towards the showcasing of Mason County's history through historic pictures within Mason Health's Rehabilitation Services/Patient Connection Center and the creation of promotional material. • McReavy House Museum of Hood Canal: $5,000.00 towards the purchase of four period style windows and seven reproduction redwood corbels, along with taxes and shipping. • North Bay Historical Society: $5,000.00 towards the restoration and reinstallation of windows for the Sargent Oyster Building. • Peninsular Railway&Lumbermen's Museum: $2,000.00 towards the purchase and moving expenses for Simpson Timber Caboose 1201. • Pickering Homemakers Club (DBA. Pickering Community Club): $5,000.00 towards cleaning and re-oiling the original fir floors of the Grant School. Budget Impact(amount,funding source,budget amendment): The Historic Preservation Commission budgeted$25,000.00 for Heritage Grants for fiscal year 2023. If approved by the BOCC,this grant cycle will cost the Historic Preservation fund$22,000.00. This will leave a remaining balance of$3,000.00 from what was budgeted for Heritage Grants in fiscal year 2023. Public Outreach(news release, community meeting,etc.): The Mason County Historic Preservation Commission held their regular,public monthly meeting on February 9,2023. During this meeting, applicants and their representatives had the opportunity to present their proposal and answer questions r f Mason County Agenda Request Form r- lh'�d from the Commission. The Commission then scored the applications in the public meeting. Requested Action: Approval of the following 2023 Mason County Heritage Grants: Mason General Hospital Foundation's Arts Commission Chapter$5,000; McReavy House Museum of Hood Canal $5,000;North Bay Historical Society$5,000; Peninsular Railway and Lumbermen's Museum$2,000; and Pickering Homemakers Club DBA Pickering Community Club $5,000; for a total amount of$22,000.00. Attachments: • Mason County Heritage Grant Program Guidelines • Memo from Tim Whitehead approving contracts • Grant Contract with Scope of Work(Exhibit"A") • 2023 Mason County Heritage Grant Application from Mason General Hospital Foundation's Arts Commission Chapter Grant Contract with Scope of Work(Exhibit"B") • 2023 Mason County Heritage Grant Application from McReavy House Museum of Hood Canal Grant Contract with Scope of Work(Exhibit"C") • 2023 Mason County Heritage Grant Application from North Bay Historical Society • Grant Contract with Scope of Work(Exhibit"D") • 2023 Mason County Heritage Grant Application from Peninsular Railway&Lumbermen's Museum Grant Contract with Scope of Work(Exhibit"E") • 2023 Mason County Heritage Grant Application from Pickering Homemakers Club ril .MQ"IfyW Mason County Heritage Grant Program Guidelines Mission: The Mason County Heritage Grant Program provides resources to assist in the collection, preservation, and interpretation of Mason County's heritage. About the Program: On behalf of the Board of County Commissioners, the Mason County Historic Preservation Commission(MCHPC) administers the Mason County Heritage Grant Program(HGP)to assist projects that promote the public's access to County history. The program is funded with a portion of document recording fees collected by the Mason County Auditor. The allocation of these fees for projects that "promote historical preservation or historical programs, which may include preservation of historic documents"is authorized under RCW 36.22.170. The revenues accrue to a dedicated fund and may not be used for any purposes other than those stipulated in the statute. The program is operated in such a way that revenues accruing to the fund in one year are allocated in the following year, ensuring that project awards will be available regardless of prevailing economic conditions. Eligibility: 1. Who can apply: Non-profit organizations currently registered with the Washington Secretary of State or 501(c)(3), government entities, including tribes, are eligible for consideration as long as they have a clear focus on heritage within Mason County. Projects sponsored by individuals are not eligible. 2. Project Categories: To qualify for assistance,projects must fall into one of the following categories: • Professional Development • Public Education • Small Capital Projects • Collections Management • Heritage Investigations • Historic Preservation 3. Project Ranking Criteria: The evaluation of the grant proposals will be based on the following criteria. (Points in parentheses): • Promotes heritage, preservation and history in Mason County(25 pts. maximum) • Public benefit, shows public need and scope, and will increase public understanding, exposure and experience of Mason County history(20 pts. maximum) • Applicant has the capacity to complete the project using professional standards (15 pts. maximum) • Immediate need or opportunity and relates to applicants mission and/or goals (15 pts. maximum) • Measurable outcomes (10 pts. maximum) • Well defined budget as well as effectively leveraged funding and support from other sources (total project costs, i.e. grant amount plus hard and soft match; enhancing historic visibility) (10 pts. maximum) • Economic benefit to Mason County(5 pts. maximum) Mason County Heritage Grant Program Guidelines March 14,2019 Page 1 Note - Ongoing operational costs (staff,utilities, rent, etc.) are not eligible for HGP funding. Available Funds: Grant proposals may be requested up to $5,000. Total funding level for the Mason County Heritage Grant Program will be determined by the number and quality of the proposals. Proposal Process: The program operates on a calendar year budget with one proposal period during the calendar year. The proposal deadline for each calendar year is the third Friday of January by 12:00 p.m. Projects to be completed within 6 months of grant award. Grant recipients can request a one time six-month extension. Extension requests must be in writing and be submitted to the Mason County Historic Preservation Commission for approval no later than 12:00 p.m. four months from date of award. Applicants are allowed to submit one proposal per grant period. If a six-month time extension has been granted for a previously approved grant, the grant recipient will not be eligible to request grant funding until completion of the participants current grant. Grant recipients not completing projects within the initial six month period and do not have an approved time extension will not be eligible for grant funding for one year from the date of the completed grant. Only an authorized official for the organization is allowed to sign the proposal (i.e. city official, organization president, etc.). The application must also be signed by the organization's financial officer. 1. Submittal/Review: • Develop grant proposals addressing each element in the order identified under Project Ranking Criteria. • Complete the grant proposal and submit one original signed proposal, one set of support materials (optional), and five additional copies of all materials to the Mason County Historical Preservation Commission, Mason County DCD, 615 W. Alder Street Shelton, WA 98584. Proposals which are mailed to the above address must be postmarked by the deadline dates established for each period. Hand delivered proposals must be received no later than by 12:00 p.m. for the deadline dates established for each period. If proposal deadline dates fall on a non-county business day, proposals are due by 12:00 p.m. the next business day. Late or incomplete proposals will not be accepted. • Proposals will be reviewed for completeness by staff. After the proposal deadline closes, staff will forward completed proposals to the MCHPC Subcommittee for review and ranking using the MCHPC approved ranking criteria. The Subcommittee will forward a ranking report to the MCHPC for endorsement by a majority of the MCHPC. A recommendation will then be forwarded to the Board of County Commissioners (BOCC). The BOCC will make all final funding and approval decisions. 2. Contract/Scope of Work: Approved grant proposal recipients will sign a contract with Mason County, and will provide a scope of work. The scope of work will be an attachment to the contract. 3.Reimbursement: The HGP is a reimbursement program. The grantee will complete their projects and invoice the County for reimbursement of the approved expenditures. Grantees will allow at least 30 days for reimbursement after the invoice has been received by the County. A Mason County Heritage Grant Program Guidelines March 14,2019 Page 2 progress report and documentation of expenditures will be required for the advance of funds before the completion of a project. 4. Final Report: Upon completion of the granted project, a final report shall be submitted by the grantee to the MCHPC. The final report should briefly report the completion and the outcome of the granted project and shall be submitted to the Mason County Historical Preservation Commission, Mason County DCD, 615 W. Alder Street, WA 98584 within 10 calendar days of the authorized grant completion date. 5. Special Notice: Properties listed on the Mason County Register of Historic Places must have a Certificate of Appropriateness submitted with the application package if the project meets the review requirements of the Mason County Historic Preservation Ordinance Chapter 17.40.150. Mason County Heritage Grants will not be approved for projects that would result in the disqualification of properties on federal, state or county historic registers. 6. Compliance With Local, State and Federal Permits, Requirements, Ordinances, Regulations and Laws: Applicants are responsible for compliance with all local, state and federal permits, requirements, ordinances, regulations and laws associated with approved Heritage Grants. Non- compliance can result in revocation of reimbursement of approved funds. ADDITIONAL INFORMATION: Proiect Categories: The following are examples of activities which are meant to illustrate the types of potentially eligible projects. The examples listed below are not meant to be exclusive. Applicants unsure of a potential project's eligibility should contact the Mason County Historical Preservation Commission, at Mason County DCD, 615 W. Alder Street Shelton, WA 98584, 360-427-9670 for a determination. Projects may fall under more than one category. • Professional Development: This category provides support for activities, which enhance the capabilities of the board, staff and volunteers of non-profit organizations to collect, preserve and interpret history in Mason County. Examples: o Development or sponsorship of programs for the professional training of non- profit staff and volunteers related to historical preservation. o Provide capacity-building training for the boards and staff of non- profit heritage organizations. • Public Education: This category provides support for activities that incorporate Mason County history into the educational infrastructure and the general public discourse. Examples: o Research, design,production, installation and promotion of permanent and semi-permanent exhibits, both on-site and off-site. o Research, design, production and management of traveling exhibits for schools. o Original research that will result in publication, exhibit, public event, or some other product that places the outcome of the research before the public on a not for profit basis. Mason County Heritage Grant Program Guidelines March 14,2019 Page 3 o Production and distribution costs for books, articles, videos, oral history tapes, DVDs, etc., on a not for profit basis which address some aspect of Mason County history. • Small Capital Projects: This category provides support for historical preservation projects that assist an organization in meeting health, safety and welfare needs that preserve its facility assets and enhance service to the public. If a small capital project is located within a local historic preservation jurisdiction, evidence of review and approval by the local jurisdiction that the project meets the U.S. Secretary of the Interior Standards is required. o Design and installation of modifications to meet ADA requirements. o Exterior maintenance (roofing, painting, relevant landscaping, etc.) of substantive value/nature, i.e., more than routine and periodic maintenance expected of a prudent owner or tenant if such maintenance is necessary to protect historic archival exhibits. o Substantial interior projects that preserve the structural and/or signature design integrity of heritage facilities. o Acquisition of technology hardware with a projected useful life of three or more years that is used in direct support of the applicant's project. • Collections Management: This category provides support for projects that assist nonprofit organizations to effectively execute their stewardship obligations for their collections. Examples: o Acquisition of significant additions to the collections of non-profit heritage or historical organizations. o Professional services related to conservation of key items in the collections of nonprofit heritage agencies. o Acquisition of software to computerize collections management(For technology hardware, refer to Small Capital Projects). o Provision of a portion of the local share of the cost for an operational assessment by a qualified professional or an accredited institutional program (e.g., the Museum Assessment Program). • Heritage Investigations: This category provides support for activities that involve recovery, recording and reporting/presentations of Mason County heritage materials. Examples: o Archaeological surveys, excavations and reporting of heritage sites and artifacts, in consultation with local Indian Tribes, within Mason County. o Archival investigations and reporting of documents involving the heritage of Mason County. o Recording and reporting ancient and historic artifact collections in public and private ownership from Mason County. Artifacts in this category can vary in scale, e.g., from barns/buildings down to projectile points and oxen shoes. • Historic Preservation: This category provides support for activities that directly result in the identification, evaluation and and protection of significant heritage resources. Examples: Mason County Heritage Grant Program Guidelines March 14,2019 Page 4 o Survey efforts. o Historic designation. o Site condition analysis or evaluation. o Research/documentation efforts. o Completion of preservation planning documents. o Other efforts that result in the protection of Mason County heritage. Enabling Legislation for this Program: RCW 36.22.170: The Revised Code of Washington can be viewed online at: hqp:Hgpps.leg.wa.gov/rcw/. Professional Standards Guidelines for Applicants: If the core of the grant project is historic preservation, it shall be carried out in compliance with the U.S. Secretary of the Interior Standards for such projects and other applicable codes and regulations at the federal, state and local levels. Please see link below. American Association of Museums Best Practices: https://www.aam-us.org/?s=standards Secretary of the Interior Standards for Rehabilitating, Restoring, and Reconstructing Historic Buildings: hLtp://www.Lips.gov/hps/t2s/standguide Oral History Standards: hLtp://www.oralhistory.org/?s=Standards Americans with Disabilities Act Guidelines: http://www.ada.gov/ Digital Project Standards Resources: hllp:Hcontent.lib.washington.edu/cmpweb/prof ect/proj-resources.html Mason County Historical Preservation Commission http://www.co.mason.wa.us/historic/index.php Mason County Heritage Grant Program Guidelines March 14,2019 Page 5 Luke Viscusi From : Tim Whitehead Sent : Tuesday, February 21 , 2023 3 :48 PM To : Luke Viscusi Subject: RE : Historic Preservation Commission Heritage grants 2023 Contracts Hi Luke , They all look just fine . Thanks for reaching out and if you ever have any questions don ' t hesitate to email or call . Timothy W Whitehead Mason County Prosecutor' s Office Chief Deputy Prosecuting Attorney P : ( 360 ) 427 -9670 ext . 417 F : ( 360 ) 427 -7554 From : Luke Viscusi < LViscusi@masoncountywa . gov> Sent : Tuesday, February 21, 2023 11 : 35 AM To : Tim Whitehead <TimW@masoncountywa . gov> Subject : Historic Preservation Commission Heritage grants 2023 Contracts Hello Tim , I am the new staff person for the Historic Preservation Commission and am currently working to get the 2023 Heritage Grant contracts approved by the BOCC . I was told that before they go to the BOCC, I needed to get the contracts approved by you . Please see the 5 contracts attached . Let me know if you have any questions or concerns ! Sincerely, Luke Viscusi ( he/ him ) Planner Mason County Community Services Office # 360-427 -9670 ext . 282 Cell # 360 -490-3103 LViscusi@MasonCountVWA . gov 1 HERITAGE GRANT CONTRACT This Heritage Grant Contract(this"Contract")is entered into as of March 28,2023,by and between Mason County(the"County"),and the Mason General Hospital Foundation's Arts Commission Chapter(the "Grantee"). Mason General Hospital Foundation Mason County Arts Commission Chapter c/o Mason County Historic Preservation Commission Attn: Terri Gushee 615 W Alder Street PO Box 1668 Shelton,WA 98584 Shelton,WA 98584 Attn:Luke Viscusi (360)432-7739 (360)427-9670 ext.282 RECITALS 1.The Grantee has applied for a grant in the amount of$5,000 towards the showcasing of Mason County's rich history through historic pictures within Mason Health's Rehabilitation Services/Patient Connection Center and the creation of promotional material. 2.The County is granting up to the$5,000 requested for this project on a reimbursement basis,based on receipts.All persons performing the work associated with this grant shall act as an independent contractor(s),and not as an employee(s),on the terms and conditions set forth herein.The money for this grant comes from fees collected by the Mason County Auditor as authorized by RCW 36.22.170,which established a dedicated fund for support local historic preservation. AGREEMENT In consideration of the foregoing and of the mutual promises set forth herein,and intending to be legally bound,the parties herein agree as follows: 1.Eng_agement (a)The County hereby agrees to reimburse the Grantee up to the full amount of the grant based on an invoice and a final report of the completion of the showcase of historic pictures and creation of promotional material as described in the scope-of-work (Exhibit "A"), which shall be performed by independent contractor(s). (b)The Grantee hereby accepts the engagement to have said work performed, to present an invoice and a final report for reimbursement and agrees to an inspection of the final product prior to receiving payment under the terms and conditions set forth herein. 2.Term. (a) This Contract will commence on the date written above, and unless modified by the mutual written agreement of the parties, shall continue until six months from that date. March 28,2023,to September 28,2023 The Grantee may request a one-time six-month extension.Extension request must be in writing and be submitted to the Mason County Historic 2023A Preservation Commission for approval no later than 5:00 p.m. four months from the date of the award(July 28,2023). 3.Grantee's Obligations (a) The Grantee shall provide a scope-of-work, consistent with the grant application,which shall be attached to this contract as Exhibit A. (b) Upon completion of the project the Grantee shall provide the County with an invoice for reimbursement for the work approved by this grant award.At a minimum the invoice shall include the organization's name, remittance address,date,details of expenses(paid receipts),invoice total and program or grant being billed. Grantees will allow at least 60-days for reimbursement after the invoice has been received by the County. (c) Upon completion of the granted project,a final report shall be submitted by the Grantee to the Mason County Historic Preservation Commission. The final report shall summarize the project,its completion and outcome. The final report shall be submitted to the Mason County Historic Preservation Commission, 615 West Alder St, Shelton, WA 98584 within 10 calendar days of the authorized grant completion date(October 12,2023). (d) Grant recipients are required to comply with all local, state,and federal permit requirements,ordinances and laws.Non-compliance can result in the revocation of approved funding. Chair,Mason County Board of County Commissioners Date Chair,Mason County Historic Preservation Commission Date Authorized Representative of the Grantee Date 2023A EXHIBIT A Mason General Hospital Foundation's Arts Commission Chapter - $5,000.00 Mason General Hospital Foundation's Arts Commission Chapter will use the funds to purchase and install panels, plaques, and mounting fixtures to showcase a variety of historical pictures within Mason Health's Rehabilitation Services/ Patient Connection Center, as well as create brochures and flyers in both English and Spanish. They will partner with local artists and installers to curate custom pictures from a variety of sources. The overall project will educate, inform, display, and teach patients and staff about the rich history of Mason County. 2023A Mason County Heritage Grant Application Applicant:- �'l� IIW,4 ate : 01 / 10 /2023 Mailing Address : C) . / ) �5 'J� /� "WY Email : Tgushee@masongeneral . com Phone : 360432J739 Project Description Attached on Separate Page : Yes No Total Project Cost` / iS , tSv� E 40 Grant Request Amount : $ 5 , 0 0 0 Heritage grants are available to non-profits , government agencies and tribes . If your organization is a non-profit, please attach proof that your organization is currently registered with the Washington Secretary of State or is 501 (c) . ( 3 ) . Proof of non-profit status is attached : Yes X No How many of the following categories does your project fall into ? Please marls all that apply: Professional Development : Yes _ No. Public Education : Yes X No Small Capital Projects : Yes No Collections Management : Yes_No Heritage Investigations : Yes X No Historic Preservation : Yes X No Does your organization have a current incomplete Heritage Grant project pending? Yes No X Does your organization have a previously approved six month time extension for an incomplete approved project? Yes No X Rev. 0210112018 If your organization had a previously approved six month time extension, has one year elapsed since the completion of the project? Yes_ No. i Has the person completing this application read the Heritage Grant Guidelines published on the Mason County website? Yes X No Does your organization understand that this is a reimbursement grant not to exceed $ 5 , 000? Yes X No Does your organization have the funding ability to complete the project prior to reimbursement? Yes X No Signature of official for your organization (Le, city official, organizational president, etc . ) : r Lid", r� S ✓ Date : { Signature of your organization ' s financial officer : T )17V� KVv. ce CcwAA, l ee-Date :/11 Rev. 0210112018 Department of the Treasury IIIIIIIIiilllllllllll111111 ] Illllllllllill lllllll ( II ] { I Internal Revenue Service Date Taxpayer donnenotice : SEP . 18 , 1995 Taxpayer Indentitying Number 91 1529293 FRESNO ) CA 93888 Form : Tax Period : For assistance you may oal ► usat: 1 - 800 - 829 - 1040 ST . OF MASON GENERAL HOSPITAL FOUNDATION LAURIE MCCLANAHAN SECY PO BOX 789 SHELTON WA 98584 - 0789895 WE CHANGED YOUR NAME AND / OR ADDRESS THANK YOU FOR YOUR CORRESPOND (EwNGE . AS YOU REQUESTED , . WE ! VE MADE THE FOLLOWING CHANGES TO YOUR NAME AND / OR ADDRESS : NAME AND ADDRESS PREVIOUSLY NAME AND ADDRESS NOW SHOWN ON YOUR ACCOUNT SHOWN ON YOUR ACCOUNT PENINSULA HEALTH CARE FOUNDATION MASON GENERAL HOSPITAL FOUNDATION LAURIE MCCLANAHAN SECY % LAURIE MCCLANAHAN SECY PO BOX 789 PO BOX 789 SHELTON WA 98584 � 0789895 SHELTON WA 98584 - 0789895 IF YOU DON ' T AGREE WITH THIS CHANGE , PLEASE LET US KNOW . t INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY DISTRICT DIRECTOR 2 CUPANIA CIRCLE MONTEREY PARK , CA 91. 754 Employer Identification Number : 91 - 152 ?293 Date : OCT . 31 , 1991 Case Number : 951280045 THE PENINSULA HEALTH CARE Contact Person : FOUNDATION JULES , NORMA JEAN C / O MARGARET MCPHEE Contact Telephone Number : PO BOX 789 ( 213 ) 725 - 7876 SHELTON , WA 98584 Accounting Period Ending : Dcumber 31 Form 990 Required : Yes Addendum Applies : No Dear Applicant . Based on information supplied , and assuming your operations will be as stated in your application for recognition of exemption , we have determined you are exempt from Federal income tax under section 501 ( a ) of the Internal Revenue Code as an organization dv� ; cribed in section 501 ( c ) ( 3 ) . We have further determined that you are not a private foundation within the meaning of section 509 ( a ) of the Code , because you are an organization described in section 509 ( a ) ( 3 ) . If your sources of support , or your purposes , character , or method of operation c. hangei please let us know so we can consider the effect of the change on your exempt status and foundation status . In the case of an amend - ment to your organizational dncum () nt or bylaws, , please send usi a copy of the amended document or bylaws . Also , you should inform us of all changes in your name or address . As of January 1 , 1984 , you are, liable for taxes under the Federal Insurance Contributions Act ( t, ocial security taxes ) on remuneration of 11100 or more you pay to each of your employees during a calendar year . You are not liable for the tax imposed under the Federal. Unemployment 1' ax Art ( FUTA ) . Since you are not a private foundation , you are not subject to the excise taxes under Chapter 42 of they Code . However , you are not automatically exempt from other Federal excise taxes . If you have any questions about excise , employment , or other Federal taxers , please let us know . Donors may deduct contributions to you as provided in section 170 of the Code . Requests , legacies , devised; , transfers , or gifts to you or for your use are deductible for Federal estate and gift tax purposes if they meet the applicable provisions of Code Sections 2055 , 2106 , and 252. 2 . Contribution deductions are allowable to donors only to the extent that their contributions are gifts , with no consideration received . Ticket pur -- Letter 947 ( CG ) THE PENINSULA HEALTH CARE chases and similar payments in conjunction with fundraising events may not necessarily qualify .rs deductible contributions , depending on the circ; Eam - stances . See Revenue Ruling 67 - 246 , published in Cumulative Bulletin 1967 - 21 on page 104 , which scar, forth guideline , regarding thca deducti. bili, ty , as charity table contributions , of payments made by taxpayers for admission to or other participation in fundrdit5ing activities for charity . In the heading of this letter we have indicated whether you must file Form 990 , Return of Organization Exempt From Income Tax . If Yes is Indicated , you are required to file Form 990 only if your gross receipts each year are normally more than $ 25 , 000 , However , if you receive a Form 990 package in the mail , pleases file the return even if you do not exceed the gross receipts test . If you are not required to file , simply attach the label, provided , check the box in the heading to indicate that your annual gross receipts are normally $ 257000 or lass , and sign the return . If a return is required , it must be filed by the 15th day of the fifth month after the end of your annual accounting period . A penalty of $ 10 a day is charged when a return is filed late , unless there is reasonable cause for the delay . However , the maximum penalty charged cannot exceed $5 , 000 or 5 per - cent of your gross receipts for the year , whichever is less . This penalty ri «ry also be charged if a return its nol complete , sic please be sure your return it; complete before you file it . You are not required to file Federal income tax returns unless you are subject to the tax on unrelated business income under section 51. 1 of the Code . If you are subject to this tax , you must file an income tax return an Form 990 -- T , Exempt llrganixatinn Business income Tax Return . In this letter we are not determining whether any of your present or proposed activities are unre - lated trade or bu % iness as defined in section 51. 3 of the Code . You need an employer identification number even if you have no employees . If an employer identification number was not entered on your application , a number will be assigned to you and you will be advised of it . Please use that number on all rPtUrTIS you file and in all corres, pondence with the Internal. Revenue Service . If we have indicated in the heading of this letter that an addendum applies. , the enclosed addendum iri an integral part of this, letter . Because this letter could help resolve any questions about your exempt status and foundation status , you should keep it in your permanent records . We have sent a copy of this letter to your representative as indicated in your power of attorney . If you have any questions , please contact the person whose name and telephone number are shown in the heading of this .letter . Letter 947 ( CG ) THE PENINSULA HEALTH CARE Sincerely yours , Michael J . Quinn District, Director Letter 947 ( CG ) O$ O� v� H d h FOUNDATION Arts Commission Mason General Hospital Foundation Arts Commission Chapter PO BOX 1669 , Shelton, WA 98584 (360) 427-3623 Mason General Hospital Foundation (MGHF), Arts Commission Chapter Proposal Mason General Hospital Foundation' s Arts Commission Chapter respectfully requests $ 5000 from the 2023 Mason County Heritage Grant Program. The Arts Commission will use the grant money to promote Mason County ' s rich history of forestry, fishing, shellfish, and tourism. The Arts Commission and Cooper Studios will collaborate to showcase a variety of historical pictures within Mason Health' s, Rehabilitation Services/ Patient Connection Center which is now located in the newly remodeled Cedar Building. The custom pictures will be curated from a variety of sources, including local archives, museums , and private collections . Historical and Educational information will be made available to the public through : 1 . On site viewing by patients and community members 2 . Informational onsite plaques 3 . Brochures and flyers in English and Spanish 4 . Mason General Hospital Foundation and Mason Health social media Heritage Grant Application Eligibility Mission of the MGHF Arts Commission Mason General Hospital Foundation is a registered 501 (c) (3 ) non-profit organization, tax identification number, 91 - 1529293 . MGHF is a sperate organization from Mason Health. It is the mission of Mason General Hospital Foundation to provide funding to Public Hospital District No . 1 of Mason County which is now known as Mason Health. No funding from Mason Health is distributed to the Arts Commission. See attached paperwork from the Department of Treasury for non- profit status and the IRS determination letter. The purpose of the MGHF Arts Commission is organized exclusively for charitable and educational purposes . The purpose of Mason General Hospital Foundation and the Arts Commission Chapter is to aid in the promotion of health and healing through the integration of quality art in the environment . Requirements Met Our project meets the Heritage Grant Project Categories as outlined below : 1 . Public education 2 . Heritage investigation 3 . Historic preservation Our project also meets the Heritage Grant Project Ranking Criteria as defined in the program guidelines, listed below : 1 . Promotes Heritage, preservation, and history in Mason County through : 1 Page • Display of historical photographs that represent the cultural and rural heritage of Mason County, preserved in custom prints , and displays that promote a rich past and visual record of Mason County ' s history • Preservation: In collaboration with Cooper Studios, each photograph chosen will be curated from a variety of relevant sources . This archival research will be held, in perpetuity, at the MGHF Arts Commission office as backup and historical guidepost for future generations . Criteria for archival preservation includes : o Geographic location (may include historical name changes over time, such as j streets , buildings, etc .) o Date photo was taken (if known) o Photographic content, person or event shared in the picture • Pictorial research of all artworks will then be shared across multiple media channels including Mason Health and NIGH Foundation social media, website, brochures and flyers , electronic media such as Pulse eNewsletter, and mass media print such as SCOPE magazine. These items will be made available in English and Spanish. 2 . Public benefit, shows public need and scope, and will increase public understanding, exposure, and experience of Mason County history by: • Displaying historical pictures of Mason County benefits the public by providing a visual record of our past , our heritage and culture, and can be used as a teaching tool to educate our community about context and perspective on important events over time • Historical pictures where our ancestors lived and worked can foster a sense of identity, belonging, and a sense of connection to the past where they may not otherwise be able to see and read about the history of our county • The intent is to educate, inform, display, and teach the community about the rich history of Mason County as displayed throughout the Cedar Building 3 . Capacity to complete the project using professional standards • Archival information will be curated through Mason County Historical Society • Brochures and flyers will be created by contracted vendors of MGHF , and local businesses as available • Working with local professional artist(s) and installer (s) , such as Cooper Studios , to accomplish professional installation and curating services 4. Immediate need or opportunity and relates to applicant' s mission and/or goals • Opportunity to display quality, custom and professional portraits in a meaningful way • Promote our mission of health and healing through the integration of historical art pieces in the Mason Health Cedar Building, located at 939 Mt. View Drive, Shelton, WA 98584, to aide in the healing process • Fulfills the Arts Commission educational goal to promote knowledge through physical, visual representation of historic events , people, and places , throughout Mason County 5 . Measurable outcomes • Tracking the number of people who take brochures and flyers • The number of people who interact or engage through social media with sharing of the photos by liking, commenting, and sharing the social media post(s) • Tracking comments on social media, through the mail, or by phone 6. Well defined budget as well as effectively leveraged funding and support from other sources (total project costs, i. e. grant amounts plus hard and soft match, enhancing historic visibility) • Total project $ 18 , 822 . 40 ( See enclosed proposal from Cooper Studios) 2 Page • Donations from Copper Studios of $ 3 ,500 and an additional 30x48 Metal Wall print valued at $ 1 , 579 . 00 • Mason County Heritage Grant ($ 5000) will be used to purchase : o 2 Custom metal 3602 hanging panels o 2 16x20 History plaques o Installation and mounting fixtures o Brochures and Flyers in English and Spanish - $ 350 o Work to be completed within 6 months of grant award • Mason General Hospital Foundation, will cover up to $ 5000 in expenses and will invoice the County for reimbursement of the approved expenditures • Arts Commission and MGHF Board members will continue to raise funds to complete the project through o Grant funding opportunities o Community outreach and fundraising efforts 7. Economic benefit to Mason County • Benefit to Mason County includes building a knowledge base for Mason Health patients , staff, and community that reference the Historical Society, which draws community interest that may benefit the labor, services , and impact of the Historical Society' s work. This was successfully executed in 2019 with the grand opening of Mason Health' s new medical office building, Mason Clinic . You can learn more on our website via this link: https : //www . masongeneral . com/media/forms/Mason-Health- SCOPE-Low-Res-FINAL- 9 .pdf • Additional economic benefit to Mason County includes the contracting of professional services from local vendors, artists , installers , and consultants that keeps dollars and taxes within the boundaries of our county . • Promoting high-level professional artwork at the Cedar Building also impacts the work of medical professionals and a sense of pride they have in working in a stylish and impactful workspace, which translates into loyal staff, successful retaining of patient services , and positive feedback from the community • Monthly patient visits to the Cedar Building for 2023 is projected to exceed 1 , 500 visits . In fiscal year 2022 the total number of visits to the Rehabilitation Services Department was 1200 visits , and we expect this number to continue to grow in the future. This does not include employees , other staff and professionals who work on the second floor. 3 Page Proposal to : Mason General Hospital Foundation Arts Commission Cedar Building Art Pro j ect Janurary 16, 2023 oloper Shelton , Cooper Studios 409 w Railroad Ave Shelton , WA 98584 ( 360 ) 426 - 6646 III Mount Aluminum channel vath SS � ' Wort back tended to another aluminum channel suspended bellow the panels to 36"% 72" ,t : create tension and reduce sway Laminatedphotographic riot phoro panels mounted it whh rou P standoffs toss rods for adjmt mountedto .080Aluminum (4 Panels ) �> r _ 24"x 96' ' Acrylic Letters. q I LED edgrlit illumination from Laminatedphotographic rint { ttO;'.. LED frostrmiluI10%v on P +_ �/ from bellow, mounted to .080 Aluminum (3 Panels) / 1 —low At Wr History Panel. ` HistoryPanel. Law etched lacquered bass. laser etched lacquered Mass ■ \ / ! I MasonkP tq - • . r Building i and edge lit led ACEDARO letters ahm reception. VAN &0 Include histork painels that Wit tell a stoty related to Sheltorfs historic past This enuimple Is the high Cooper Studios I I I Cedar Building Art : Installation Detail Cooper Studios 409 w Railroad Ave, Shelton , WA (360 ) 426-6646 < -- Aluminum Track Stainless Steel (SS) Rod Hanger 1 /4" SSRodfl (4 - 36" Sections) Setscrew to adjust height 1 - m4 *— 1 " Diameter standoffs 13' Aluminum Art Print i }i Setscrew to adjust height A— 1 " Diameter standoffs Ye i Cedar Acrylic Letters —� Aluminum Art Print LED UP Light p < LED Edge Light 8' Optional cross cable if air from vent causes movement FC Shelton, WA From To Quote 5575368 Cooper Studios Mason General Hospital Foundation Issued January 16, 2023 409 W Railroad Ave . Jennifer Capps valid Until April 30, 2023 Shelton , WA 98584 Po Box 1668 Shelton, WA ITEM QUANTITY PRICE TOTAL Custom Metal Display Panels 1 $ 151300 . 00 $ 15, 300 . 00 Four 36"x72" hanging panels and three 16'x96" panels, " CEDAR" letters and two 1420 history plaques. Includes mounting fixtures and LED lighting Art Consultation & Design 1 $ 800 . 00 $800 .00 Installation Service 1 $ 1 , 200 . 00 $ 1 , 200 . 00 Delivery and hanging of artwork RESTORE - Art Work 1 /2 Hour 10 $ 35 . 00 $350 .00 Restoration Artwork fee Cooper Studios Donation to MGHF 1 $ -31500 . 00 $-3, 500. 00 Thank you for your continued support of our small business ! Notes : 1 $ 0 . 00 $0 .00 Mason County Historical Society Grant ($ 5000) will be put toward two of the large hanging panels and the two historical informational plaques . Subtotal : $ 14, 150000 Discount : -$350 . 00 Sales Tax (8. 8%) $ 1 , 514. 79 Total : $ 15, 314.79 . . E ner L C Shelton, WA From To Quote 5580268 Cooper Studios Mason General Hospital Foundation Issued January 18, 2023 409 W Railroad Ave. Jennifer Capps Shelton , WA 98584 Po Box 1668 Shelton, WA ITEM QUANTITY PRICE TOTAL 30x48 Metal Wall Print 1 $ 1 , 579900 $ 1 , 579* 00 30x48 photographic print mounted to metal with luster over- laminate. Stand -off or Float hanging option . FULL DONATION from Cooper Studios 1 $ - 11579 , 00 $-1 , 579 .00 This product and install will be fully comped by Cooper Studios Subtotal : $0 . 00 Tax: $0 . 00 Total : $0800 HERITAGE GRANT CONTRACT This Heritage Grant Contract(this"Contract")is entered into as of March 28,2023,by and between Mason County(the"County"),and the McReavy House Museum of Hood Canal(the"Grantee"). McReavy House Museum of Hood Canal Mason County Attn: Jayni Kamin c/o Mason County Historic Preservation Commission PO Box 388 615 W Alder Street Union,WA 98592 Shelton,WA 98584 (360)239-6790 Attn:Luke Viscusi (360)427-9670 ext.282 RECITALS 1.The Grantee has applied for a grant in the amount of$5,000 towards the purchase of four period style windows and seven reproduction redwood corbels,along with taxes and shipping. 2.The County is granting up to the$5,000 requested for this project on a reimbursement basis,based on receipts.All persons performing the work associated with this grant shall act as an independent contractor(s),and not as an employee(s),on the terms and conditions set forth herein.The money for this grant comes from fees collected by the Mason County Auditor as authorized by RCW 36.22.170,which established a dedicated fund for support local historic preservation. AGREEMENT In consideration of the foregoing and of the mutual promises set forth herein,and intending to be legally bound,the parties herein agree as follows: 1.Eng_agement (a)The County hereby agrees to reimburse the Grantee up to the full amount of the grant based on an invoice and a final report of the completion of purchasing four period style windows and seven reproduction redwood corbels, as described in the scope-of-work (Exhibit "B"), which shall be performed by independent contractor(s). (b)The Grantee hereby accepts the engagement to have said work performed, to present an invoice and a final report for reimbursement and agrees to an inspection of the final product prior to receiving payment under the terms and conditions set forth herein. 2.Term. (a) This Contract will commence on the date written above, and unless modified by the mutual written agreement of the parties, shall continue until six months from that date. March 28,2023,to September 28,2023 The Grantee may request a one-time six-month extension.Extension request must be in writing and be submitted to the Mason County Historic Preservation Commission for approval no later than 5:00 p.m. four months from the date of the award(July 28,2023). 2023B 3.Grantee's Obligations (a) The Grantee shall provide a scope-of-work, consistent with the grant application,which shall be attached to this contract as Exhibit B. (b) Upon completion of the project the Grantee shall provide the County with an invoice for reimbursement for the work approved by this grant award.At a minimum the invoice shall include the organization's name, remittance address,date,details of expenses(paid receipts),invoice total and program or grant being billed. Grantees will allow at least 60-days for reimbursement after the invoice has been received by the County. (c) Upon completion of the granted project,a final report shall be submitted by the Grantee to the Mason County Historic Preservation Commission. The final report shall summarize the project,its completion and outcome. The final report shall be submitted to the Mason County Historic Preservation Commission, 615 West Alder St, Shelton, WA 98584 within 10 calendar days of the authorized grant completion date(October 12,2023). (d) Grant recipients are required to comply with all local, state,and federal permit requirements,ordinances and laws.Non-compliance can result in the revocation of approved funding. Chair,Mason County Board of County Commissioners Date Chair,Mason County Historic Preservation Commission Date Authorized Representative of the Grantee Date 2023B EXHIBIT B McReavy House Museum of Hood Canal - $5,000.00 The McReavy House Museum of Hood Canal will use the funds to purchase four period style windows and seven reproduction redwood corbels, along with taxes and shipping. They will partner with volunteers and licensed contractors to install the windows and corbels as part of a larger project to restore the historical focal point of the entry to the house. Restoration of the box bay window will further preserve the history of the McReavy family and allow them to share that history with local residents and tourists. 2023B Mason County Heritage Grant Application Applicant ; cTwA l Pa � cx Sc �lu um � � �GnUlD ate : January 16 , 2023 Mailing Address : Cl , L`%x ���� t �,l') VIA � R Email : jayni@kaminpro . com Phone : 360 - 23M790 Project Description Attached on Separate Page : Yes X No. Total Project Cost : $ 5000000 Grant Request Amount : M O M Heritage grants are available to non-profits , government agencies and tribes . If your organization is a non-profit, please attach proof that your organization is currently registered with the Washington Secretary of State or is 501 (c) . ( 3 ) . Proof of non-profit status is attached : Yes X No How many of the following categories does your project fall into? Please mark all that apply: Professional Development : Yes No_ Public Education : Yes No Small Capital Projects : Yes XNo Collections Management : Yes_No Heritage Investigations : Yes No Historic Preservation : Yes X No Does your organization have a current incomplete Heritage Grant project pending? Yes No X Does your organization have a previously approved six month time extension for an incomplete approved project? Yes No X Rev. 0210112018 If your organization had a previously approved six month time extension, has one year elapsed since the completion of the project? Yes No X Has the person completing this application read the Heritage Grant Guidelines published on the Mason County website? Yes X No Does your organization understand that this is a reimbursement grant not to exceed $ 5 , 000 ? Yes X No Does your organization have the funding ability to complete the project prior to reimbursement? Yes X No Signature of official for your organization (i . e . city official, organizational president, etc . ) : U Date : January 16 , 2023 Signature of your organization ' s financial officer : Date : 23 Rev. 02/01/2018 Mason County Heritage Grant Application Proiect Description : Purchase New Energy Efficient Period Style Windows and Additional Reproduction Wood Corbels for the Reconstruction of the Front Box Bay ( Phase 1 ) to 1890 Appearance and Function We are requesting funds to purchase four windows and seven reproduction corbels for the first phase of the reconstruction efforts of the two story bay on the west side of the house . This small capital project is to be completed in two phases and will consist of totally reconstructing the two -story box bay structure . The first phase will be to rebuild the first floor bay with four double - hung wood windows, reproduction wooden corbels, shingles and molding detail as per the original 1890 home . The second phase which we hope to start next year will be the reconstruction of the second -floor bay and windows . The original elegant eight window bay was removed and replaced in the 1970s with two large picture windows . As evidenced by family photos of the era , the original box bay and entry porch was the focal point of the house . The removal of the bay dramatically altered the entire front entry side of the house and is inconsistent with our goal of restoring the historical appearance of the home . We hope that by restoring the bay windows and rebuilding the entry porch ( which we did last year) the exterior of the home will be vastly improved and will once again stand as a proud monument to the pioneering spirit of John McReavy . Our primary cost is the purchase of the four new energy efficient double-hung wood windows custom ordered from Jen -Weld windows . These windows will match the twenty-one windows we have already replaced as part of our four year window campaign . Because replacing the box bay windows is a unique and more costly venture we kept its construction separate from the other windows in the campaign . The remainder of the request is for 7 additional corbels ( identical to what we had milled last year) from Mad River Millworks of Arcata , CA which mills vintage materials specifically for historic projects such as ours . As with everything else, the cost of the windows and the corbels has gone up significantly . We feel it is imperative that we secure these items as soon as we can . Promotes heritage, preservation and history in Mason County-(25 points maximum ) - The McReavy House of Hood Canal was built in 1890 by pioneer John McReavy, He platted Union City in 1889 with dreams of it becoming a railroad terminal for goods traveling between Port Townsend and Tacoma . The elegant mansion was a fitting capstone to the bustling metropolis he envisioned for Union City . Unfortunately, those dreams dissolved with the world -wide economic crash of 1893 . McReavy built the first hotel in Union City, The Occidental Hotel ; owned a mercantile and sawmill ; as well as several logging operations throughout the Hood Canal area . He was a member of the 1889 Washington State Constitutional Convention and served as a legislator in the Territorial and first state legislature for many years . He served as the school superintendent, postmaster, hotel and store owner, and real estate agent during his time in Union . His home was the center of cultural , social and business activities in the Hood Canal area for many years . Our organization has been working to preserve and renovate the historic McReavy House for the last 9 years with the goal of preserving the history of this pioneering family and also to provide a special place that celebrates the unique spirit of Hood Canal and its community . Public benefit , shows public need and scope , and will increase public understanding, exposure and experience of Mason County history ( 20) pts . Maximum ) - We are hoping to offer weekly tours during the summer months to share the history of the home with local residents as well as the many tourists who frequent the area . The McReavy House is likely the oldest existing residential structure on the lower Hood Canal . Restoring and maintaining the house will help keep this history alive . Applicant has the capacity to complete the project using professional standards ( 15 points maximum ) Several of our volunteers are experienced carpenters and handymen . Most of the actual construction will be done by licensed contractors . Immediate need or opportunity and relates to applicants mission and/or goals ( 15 points) Reconstruction of the two -story box bay will be the most ambitious of our projects but we believe that it is imperative to completing our goal of restoring the exterior to its original glory . Our hope is to one day begin the long-term effort to rebuild the roof which was removed along with the box bay in the 1970s but until then we feel that rebuilding this box bay will restore much of the house' s original elegance . Our small but committed group of volunteers has worked tirelessly to procure materials and expertise when needed to achieve our mission . Every item or service has either been donated to the house or purchased with donated funds . As we are such a small group, we have put our energy into the preservation of the house first then to restoring as much as we can within our limited budget rather than in fund raising . Consequently, each project may take years to complete as we gather the materials and find the necessary volunteer expertise, always with the goal of creating a special place to preserve and celebrate the unique history of our illustrious founder and the Hood Canal . We believe now is the time to begin the restoration of the box bay window which is so crucial to the historical integrity and appearance of the home . We have done extensive renovation in the interior and exterior in the past few years and will be ready soon to start using the house for events and tours . This grant will help us complete the exterior of the west side of the house which will restore the historical focal point of the entry to the house Measurable outcomes-( 10 points maximum ) - Measurable outcomes will be the purchase of four period style windows and seven reproduction redwood corbels as part of phase one of the reconstruction of the box bay . Well -defined budget as well as effectively leveraged funding and support from other sources (total Proiect costs , i . e . grant amount plus hard and soft match ; enhancing historic visibility) ( 10 Pts. Maximum )= As with most of the projects we have already completed , most of the labor and materials will be donated , although we plan to use a licensed contractor to install the windows . A rough bid from Mad River Millworks for the seven redwood corbels will be $ 196 each ( up from last year' s cost of $ 116 ) for a total of $ 1372 without taxes and shipping . Four Jen-Weld wood windows will cost $813 . 16 each ( up from last year' s cost of $ 756 each ) for a total of $ 3252 . 24 . The grand total without taxes and shipping is $4, 624 . 24 . We are requesting up to the full $ 5000 to cover taxes and shipping costs . Economic benefit to Mason County (5 pts . Maximum ) - Union envisions itself as a gateway destination, a jumping off point for people traveling to the Olympic Peninsula . Local businesses and the Alderbrook Resort are positioning themselves to increase the draw to the area . Creating another cultural and community venue to attract tourists and businesses to Union and the lower Hood Canal will assist in these efforts and have a positive impact on the local area and the region . The restored McReavy House will serve as the primary historical site of Union and Hood Canal, educating residents and visitors alike on the important historical role this region played in local and Washington state history . Corporations and Charities Division Physical/Overnight address: WAyliaNG TON 801 Capitol Way S Olympia, WA 985U1 - 1226 Secretary of Mate Mailin address: is -_. g ��___ Corporations & Charities Division PO Box 40234 Olympia, WA 98504-0234 Tel : 360.725 .0377 sos .wa . aov/corps 09/27/2022 THE MCREAVY HOUSE MUSEUM Or HOOD CANAL JAYNI KAMIN 500 SE COLE RD SHELTON WA 98584-7755 i UBI Number: 602 642 447 Business Name: THE MCREAVY HOUSE MUSEUM OF HOOD CANAL Expiration Date: 08/31/2023 Dear JAYNI KAMIN, Thank you for our recent submission. on. This letter is to confirm that the following documents have been received and successfully filed: ANNUAL REPORT You can view and download your filed document(s) for no charge at our website, www .sos.wasrov/ccfs If you haven't already, please sign up for a user account on our website, www.sos.wa.aov/cefs to file online, conduct searches, and receive status updates. Please contact our office at corpsOsos.wa. goy or (360) 725-0377 if you have any questions. Sincerely, Corporations and Charities Division Office of the Secretary of State www.sos.wa.gov/cores IF IF ' i ^ aoff , s "` •y i , FFI IF Joe A •: _ r IF Fore . ; . - , ,► 411110 . - - - �- tt • tf Nu z 6 k*4,q� � i 5 Ft- +ill + ~ {' � q +ills ! ♦ ` �'s • ; , ...> IF �'C �' " ' r � • . IF! .. _ ; ` IF It I - , IF IF .rIF lotIF If - IF ' 4 IF Atj JI, IF IF rA IF pr V ] t FIT s' IF - r - - - IF - - r IF rl For FIFF'F g Y. IF FIF IF W Far IFF IF kip IF tL It IF OF FaFF OF IF S Al f , h ,��� �(y�],���pp d; �kale ,j,�� Rke F. L !-a We 'for ''M 1 t— _ — 1 GI flbe k �IIiiIR- t •I tiny ' f sW air el - . . S 1 a No - Waal IF 44 1 s . JMP ' a c yy ' .r sa�r bb 4 age dv —efflF Mae , met t Aw ne j ' 7 ; - elt 041 ear — . . ..y .owe.,^�.M - _-. 1ls -.�'y , J wmaw ea to;a ow Ai ew eve Be r AN I at n uWL I r y l . 1e w ,rr Nidg. AV \ c , Y The Home Depot Special Order Quote ` Customer Agreement #: H4724457735 Printed Dates 1/ 12/2023 Customer: JAYNI KAMIN Store : 4724 Pre-Savings Total : Address : 500 COLE RD Associate* BETH Total Savings : SHELTON , WA 98584 Address : 1101 Kingswood Dr Sw Pre-Tax Price : Phone 1 : 360-239-6790 Tumwater, WA 98512 Phone 2 : Phone : ( 360) 786- 9890 Email : JAYNI@KAMINPRO . COM All prices are subject to change. Customer is responsible for verifying product selections. The Home Depot will not accept returns for the below products. Frame Width = 37 3/8" ( Frame Height = 76 " Sash Split = Even Divide JELaWEN \% IXDU S k 0011S Catalog Version 128 100-1 JELD-WEN 37. 375 " x 76" Clad W-2500 Double Hung $813 . 16 $813 . 16 1 $0 .00 $813 . 16 Begin Line 100 Description ---- Line 1004 ---- JELD-WEN Clad W-2500 Double Hung Energy Star Zone = Energy Star - Northern Exterior Trim Options = No Is This a Remake = No STC / OITC Rating = Standard Rating = PG 35 Specific Information = 4 Glazing = Insulated Prep for Stool = No Assembly = Full Unit Glass Energy Options = SunResist with HeatSave Drip Cap = Color Match Metal Regional Compliance = US NationakWDMA/ASTM Glass Color = SunResist with HeatSave Certification = None Order By = Rough Opening Size Glass Type = Annealed Jambliner = White lambliner Rough Opening Width = 381/8" Neat Glass = Neat Sash Limiter = No Sash Limiter Rough Opening Height = 76 3/4" Glass Thickness = Standard Default Thickness Grid Type = No Grids Vent Division = Even Divide Protective Film = No Protective Film U - Factor = 0.25 Jamb Width = 4 9/16" Spacer Color = Black Spacer Solar Heat Gain Coefficient = 0. 21 Sash Model = Standard Glass Options = Argon Visible Light Transmittance = 0. 5 Species = Auralast Pine Hardware Finish - Interior = Oil Rub Bronze Condensation Resistance = 44 Interior Finish Type = Natural Number of Locks = 2 CPD# = JEL-W850-02074-00001 Finish - Interior = Natural Storm Screen/Combo = No Combo Manufacturer = JELD-WEN , Rantoul ( IL) Finish - Exterior = Chestnut Bronze Screen Options = BetterVue Mesh Contact Number = 1-800-246-9131 Option 2 Sash to Match Exterior Finish = Yes Screen Finish = Chestnut Bronze Catalog Version Date = 11/03/2022 Finish - Sash ( Exterior) = Chestnut Bronze Exterior Trim Type = Nail Fin (Standard ) Catalog Version = 22 . 5 . 12 . 1 Energy Efficiency = Energy Star End Line 100 Description Page 1 of 6 Date Printed : 1/12/2023 I ' Mad River Construction 1499 10th St. Arcata , CA 95521 US +17074965940 AlexanddConstruction@gmail. com Estimate ADDRESS ESTIMAI L 1004 Jayni Kamin DATE 01 /13/2023 SERVICE DESCRIPTION QTY RATE 11, 1 Quoted Price Custom corbels to match ones made by Tim in April , 2022 7 196 ,00 11372 ,00 shipping and handling 1 150 ,00 150 . 00 SUBTOTAL 11522000 1AX 0 . 00 TOTAL $ 1 , 52100 Accepted By Accepted Date Page 1 of i rr - • • , 41 1 � I HERITAGE GRANT CONTRACT This Heritage Grant Contract(this"Contract")is entered into as of March 28,2023,by and between Mason County(the"County"),and the North Bay Historical Society(the"Grantee"). North Bay Historical Society Mason County Attn: Bonnie Knight c/o Mason County Historic Preservation Commission PO Box 1313 615 W Alder Street Allyn,WA 98524 Shelton,WA 98584 (360)801-1064 Attn:Luke Viscusi (360)427-9670 ext.282 RECITALS 1.The Grantee has applied for a grant in the amount of$5,000 towards the restoration and reinstallation of windows for the Sargent Oyster Building. 2.The County is granting up to the$5,000 requested for this project on a reimbursement basis,based on receipts.All persons performing the work associated with this grant shall act as an independent contractor(s),and not as an employee(s),on the terms and conditions set forth herein.The money for this grant comes from fees collected by the Mason County Auditor as authorized by RCW 36.22.170,which established a dedicated fund for support local historic preservation. AGREEMENT In consideration of the foregoing and of the mutual promises set forth herein,and intending to be legally bound,the parties herein agree as follows: 1.Enga eg merit (a)The County hereby agrees to reimburse the Grantee up to the full amount of the grant based on an invoice and a final report of the restoration and reinstallation of the remaining windows, as described in the scope-of-work (Exhibit"C"),which shall be performed by independent contractor(s). (b)The Grantee hereby accepts the engagement to have said work performed, to present an invoice and a final report for reimbursement and agrees to an inspection of the final product prior to receiving payment under the terms and conditions set forth herein. 2.Term. (a) This Contract will commence on the date written above, and unless modified by the mutual written agreement of the parties, shall continue until six months from that date. March 28,2023,to September 28,2023 The Grantee may request a one-time six-month extension.Extension request must be in writing and be submitted to the Mason County Historic Preservation Commission for approval no later than 5:00 p.m. four months from the date of the award(July 28,2023). 2023 C 3.Grantee's Obligations (a) The Grantee shall provide a scope-of-work, consistent with the grant application,which shall be attached to this contract as Exhibit C. (b) Upon completion of the project the Grantee shall provide the County with an invoice for reimbursement for the work approved by this grant award.At a minimum the invoice shall include the organization's name, remittance address,date,details of expenses(paid receipts),invoice total and program or grant being billed. Grantees will allow at least 60-days for reimbursement after the invoice has been received by the County. (c) Upon completion of the granted project,a final report shall be submitted by the Grantee to the Mason County Historic Preservation Commission. The final report shall summarize the project,its completion and outcome. The final report shall be submitted to the Mason County Historic Preservation Commission, 615 West Alder St, Shelton, WA 98584 within 10 calendar days of the authorized grant completion date(October 12,2023). (d) Grant recipients are required to comply with all local, state,and federal permit requirements,ordinances and laws.Non-compliance can result in the revocation of approved funding. Chair,Mason County Board of County Commissioners Date Chair,Mason County Historic Preservation Commission Date Authorized Representative of the Grantee Date 2023 C EXHIBIT C North Bay Historical Society - $5,000.00 The North Bay Historical Society will use the funds to help complete the restoration and reinstallation of the remaining windows for the Sargent Oyster Building. They are working on a larger project to restore the historic Sargent Oyster Building and turn it into a nationally recognized museum detailing the shellfish, marine, and general history of the North Bay area. Completion of this project will allow the North Bay Historical Society to preserve the unique architecture of the building and share the impact it had on the North Bay area of Mason County. 2023 C Mason County Heritage Grant Application North Bay Historical Society 1 /20/23 Applicant : Date : Mailing Address : PO Box 1313 Allyn , WA 98524 Email : 3Knight173@aol . com Phone : 36M01 - 1064 Project Description Attached on Separate Page : Yes No $ 507 , 500 Total Project Cost: Grant Request Amount : $ 55000 Heritage grants are available to non-profits , government agencies and tribes . If your organization is a non-profit, please attach proof that your organization is currently registered with the Washington Secretary of State or is 501 (c) . (3 ) . Proof of non-profit status is attached : Yes No How many of the following categories does your project fall into? Please mark all that apply: Professional Development: Yes _ No. Public Education : Yes No Small Capital Projects : Yes No Collections Management: Yes_No Heritage Investigations : Yes No Historic Preservation : Yes No Does your organization have a current incomplete Heritage Grant proj ect pending . Yes NoX Does your organization have a previously approved six month time extension for an incomplete approved project? Yes No X Rev. 0210112018 If your organization had a previously approved six month time extension, has one year elapsed since the completion of the project? Yes No Has the person completing this application read the Heritage Grant Guidelines published on the Mason County website? Yes X No Does your organization understand that this is a reimbursement grant not to exceed $ 5 ,000? Yes X No Does your organization have the funding ability to complete the project prior to reimbursement? Yes X No Signature of official for your organization (i.e . city official, organizational president, etc .) : 1 /20/23 Date : Oor Signature of your organization ' s financial officer: 01A `� 1 /20/23 � 4cb" y Date ,• Rev. 0210112018 North Bay Historical Society PO Box 1313 Allyn, WA 98524 January 20, 2023 Historic Preservation Commission Mason County DCD 615 West Alder ST Shelton, WA 98584 Dear Commissioners : The North Bay Historical Society is working to restore the historic Sargent Oyster Building and turn it into a maritime and general history museum. In 2011 the building was to be destroyed in a shoreline restoration project. The Society and Port of Allyn worked to protect the building and in January of 2015 it was moved to its temporary location near the Port of Allyn administrative building for restoration. NBHS is taking the lead for restoration to assure compliance with all historic restoration standards and the end is in sight. We are requesting $ 5 ,000 to help complete restoration and reinstallation of the windows . We are about half-way done with the windows and the money will help us complete that portion of the project. When the doors and windows are in and the building secure, we can finish the interior. ABOUT THE ORGANIZATION The NBHS has been registered in Washington State as a 501 (c)(3 ) non-profit organization since 1997 and is dedicated to the discovery, preservation and dissemination of knowledge about the history of the North Bay area of Mason County both before and after statehood . Our goal is to establish a nationally recognized museum that will provide a fun, educational and historic attraction for local residents and draw over 5 ,000 out of town visitors per year. This will give a tremendous boost to the local economy and preserve an important piece of local history . Even though Allyn is an unincorporated town building a museum is listed as a top priority in the Urban Growth Area Comprehensive Plan adopted by the Allyn Community Association and Mason County . We sincerely hope you will support preservation of this important part of Mason County history . Respectfully, Bonnie Knight President Attachments : Project Application, 501 (c) ( 3 ) documentation, Project Description, Project Ranking Criteria , Detailed Budget i PROJECT DESCRIPTION The North Bay Historical Society is restoring the historic Sargent Oyster processing building to preserve the unique architecture of the building, the history of the building and business . We will document an important piece of local history and the impact of the oyster industry on Allyn and the surrounding area. Our goal is to establish a nationally recognized museum detailing the shellfish, maritime, and general history of the North Bay area. The building has been recognized as the last known, unaltered building of its kind on Puget Sound and qualifies for the National Historic Register. The Historical Society is nearing completion of the project. To date the building has been moved from its original location to the Port of Allyn property in Allyn, stabilization is complete, new roof and chimney installed, siding is complete, windows are over half restored and reinstalled and a local electrician is donating his time to complete all necessary electrical work and the Port of Allyn has removed the old launch ramp to clear a place to build the foundation for final placement of the building . We are requesting $ 5 ,000 from the Mason County Heritage Commission to help us cover the cost to complete the restoration and installation of the remaining windows . We are working on the inter and hoping to have volunteers help with some of it. We continue to have fundraisers , request grants and solicit donations of time, materials and funding . We ' ve come a long way but still need help with things we can' t get any other way . We would like to have the building finished by this Fall. I NORTH BAY HISTORICAL SOCIETY SARGENT OYSTER BUILDING RESTORATION PROJECT RANKING CRITERIA Promotes heritage, preservation and history of Mason County : It has been acknowledged by the State office of Archeology and Historic Preservation and the Army Corps of Engineers that the building does qualify for inclusion in State and National Historic Registers . The Sargent Oyster business has been an integral part of the history of Allyn and the North Bay area since the early 1900 ' s . According to Artifacts Consulting , Inc . from Tacoma, the Sargent oyster building is the last known, unaltered building of its kind on Puget Sound . This project will preserve the unique architecture of the building, the history associated with the Sargent Business and the impact it had on the North Bay area of Mason County . The museum will include the general history of the Allyn and North Bay area of Mason County . Public Benefit : There is limited historic information on the North Bay area available to the public, Through the process of protecting and acquiring the building there have been many news articles written about the building which has generated much interest in the history of this area . The Sargent Oyster building museum will provide an opportunity for the public to learn not only about the Sargent building and business but the history of the shellfish and maritime industries and general history of the North Bay and Allyn areas . Capacity to complete project using Professional Standards : The North Bay Historical Society will assure that all Professional Standards are adhered to . We have been working with the state and Mason County to assure compliance . With a prior Heritage grant we hired a professional videographer to record first-hand accounts of what the building looked like and how the business operated . These will be used as a base of information throughout the project as different people are involved to assure that the restoration efforts are consistent and true to the original building . These videos will become part of our permanent archives and portions will be used as informational displays in the museum. Immediate Need : We are nearing completion of the restoration. The building has been stabilized and repaired where necessary, a new roof and siding have been installed, and a local electrician is donating his time to do the electrical work, and restoration and installation of the windows is about half done but we are nearly out of funds . Measurable Outcomes : We believe the museum will have upwards of 5 , 000 visitors per year including those for special events and educational functions . The University of Washington brought aquaculture students here for field training include local residents . We plan to provide training opportunities in the historic ways of processing shellfish and the importance of the environment. Well defined budget. -Attached Economic Benefit to Mason County : It is anticipated that over 5 , 000 visitors per year will come to the museum from out of the area. These visitors will stop at local restaurants, grocery stores, gift shops and gas stations which will support local businesses, provide jobs and increase tax revenues to the county . WASHINGTON Filed Secretary of State Secretary of State a' �6 State of Washington ~�� °' w•�"' Corporations & Charities Division Date Filed: 01 /20/2023 Effective Date : 01 /20/2023 i UBI #: 601 836 871 Annual Report BUSINESS INFORMATION Business Name : NORTH BAY HISTORICAL SOCIETY UBI Number: 601836 871 Business Type: WA NONPROFIT CORPORATION Business Status : ACTIVE Principal Office Street Address : 31 E WADE ST, ALLYN, WA, 98524-7760, UNITED STATES Principal Office Mailing Address: 31 E WADE ST, ALLYN, WA, 98524, UNITED STATES Expiration Date : 12/31 /2023 Jurisdiction: UNITED STATES, WASHINGTON Formation/Registration Date : 12/04/1997 I Period of Duration: PERPETUAL Inactive Date: Nature of Business: CULTURAL, EDUCATIONAL NONPROFIT GROSS REVENUE CERTIFICATION Per RCW 24 . 03A . 960 does the Nonprofit certify that its total gross revenue in the most recent fiscal year was less than $500,000? - Yes NONPROFIT CORPORATION ' S EIN Nonprofit EIN : 91-2003532 REGISTERED AGENT RCW 2195A10 Registered Agent Street Address Mailing Address Name This document is a public record. For more information visit www . sos . wa . gov/coll)s Work Order #: 2023012000054940 - 1 Received Date: 01 /20/2023 Amount Received : $20.00 BONNIE KNIGHT 31 E WADE ST, ALLYN, WA, 98524-00001 PO BOX 84, ALLYN, WA, 98524-0000 , UNITED STATES UNITED STATES PRINCIPAL OFFICE Phone: 3608011064 Email. BKN1GHT173@A0L.00M Street Address : 31 E WADE ST, ALLYN, WA, 98524-7760, USA Mailing Address : 31 E WADE ST, ALLYN, WA, 98524, USA GOVERNORS Title Type Entity Name First Name Last Name GOVERNOR INDIVIDUAL BONNIE KNIGHT NATURE OF BUSINESS . CULTURAL . EDUCATIONAL CHARITABLE NONPROFIT CORPORATION Is the Nonprofit Corporation a Charitable Nonprofit as defined by RCW 24 . 03A . 010 ( 6)? - Yes REPORTING CHANGES FOR THE CHARITABLE NONPROFIT CORPORATION Does the Nonprofit Corporation meet exemptions of reporting as outlined in RCW 24 . 03A . 0759 - Yes CONTROLLING INTEREST 1 . Does this entity own (hold title) real property in Washington, such as land or buildings, including leasehold improvements? - No 2 . In the past 12 months, has there been a transfer of at least 16-2/3 percent of the ownership, stock, or other financial interest in the entity? - No a. If "Yes" , in the past 36 months, has there been a transfer of controlling interest (50 percent or greater) of the ownership , stock, or other financial interest in the enti st tY? - No 3 . If you answered "Yes" to question 2a, has a controlling interest transfer return been filed with the Department of Revenue? - No You must submit a Controlling Interest Transfer Return form if you answered "yes" to questions 1 and 2a. Failure to report a Controlling Interest Transfer is subject to penalty provisions of RCW 82 .45 . 2204 This document is a public record. For more information visit www , sos . wa . govicorps Work Order #: 2023012000054940 - 1 Received Date: 01 /20/2023 Amount Received: $20.00 For more information on Controlling Interest, visit www . dor.wa .gov/REET . RETURN ADDRESS FOR THIS FILING Attention: Email: BKNIGHT173@AOL.COM Address : PO BOX 84, ALLYN, WA, 98524-0084, USA UPLOAD ADDITIONAL DOCUMENTS Do you have additional documents to upload? - No EMAIL OPTdN ❑ By checking this box, I hereby opt into receiving all notifications from the Secretary of State for this entity via email only. I acknowledge that I will no longer receive paper notifications. AUTHORIZED PERSON R I am an authorized person. Person Type: INDIVIDUAL First Name: BONNIE Last Name : KNIGHT Title : PRESIDENT This document is hereby executed under penalty of law and is to the best of my knowledge, true and correct. This document is a public record. For more information visit www . sos . wa . gov/ cores Work Order #: 2023012000054940 - 1 Received Date: 01 /20/2023 Amount Received : $20.00 Sargent Oyster Project Budget Cost Category Cash Match In Kind Match State Grant TOTAL Architecure & Engineering 51000 3, 000 81000 Construction / Restoration 185, 300 142, 000 155, 200 482, 500 Consultants 10,000 71000 17 , 000 TOTAL BUDGET 200, 300 152, 000 155, 200 507, 500 NBHS EXPENDITURES TO DATE 267, 914 39, 805 Grant expenditures to date 307, 719 139, 808 TOTAL TO DATE 447, 527 NEEDED TO COMPLETE RESTORATION 59 , 973 TOTAL AVAILABLE GRANT FUNDS 15 , 392 SHORTFALL 44, 581 HERITAGE GRANT CONTRACT This Heritage Grant Contract(this"Contract")is entered into as of March 28,2023,by and between Mason County(the"County"),and the Peninsular Railway&Lumbermen's Museum(the"Grantee"). Peninsular Railway& Mason County Lumbermen's Museum c/o Mason County Historic Preservation Commission Attn: Josh Kaivo 615 W Alder Street PO Box 1333 Shelton,WA 98584 Shelton,WA 98584 Attn:Luke Viscusi (360)589-9201 (360)427-9670 ext.282 RECITALS 1.The Grantee has applied for a grant in the amount of$2,000 towards the purchase and moving expenses for Simpson Timber Caboose 1201. 2.The County is granting up to the$2,000 requested for this project on a reimbursement basis,based on receipts.All persons performing the work associated with this grant shall act as an independent contractor(s),and not as an employee(s),on the terms and conditions set forth herein.The money for this grant comes from fees collected by the Mason County Auditor as authorized by RCW 36.22.170,which established a dedicated fund for support local historic preservation. AGREEMENT In consideration of the foregoing and of the mutual promises set forth herein,and intending to be legally bound,the parties herein agree as follows: 1.Enga eg merit (a)The County hereby agrees to reimburse the Grantee up to the full amount of the grant based on an invoice and a final report of the purchase and moving expenses for Simpson Timber Caboose 1201, as described in the scope-of- work(Exhibit"D"),which shall be performed by independent contractor(s). (b)The Grantee hereby accepts the engagement to have said work performed, to present an invoice and a final report for reimbursement and agrees to an inspection of the final product prior to receiving payment under the terms and conditions set forth herein. 2.Term. (a) This Contract will commence on the date written above, and unless modified by the mutual written agreement of the parties, shall continue until six months from that date. March 28,2023,to September 28,2023 The Grantee may request a one-time six-month extension.Extension request must be in writing and be submitted to the Mason County Historic Preservation Commission for approval no later than 5:00 p.m. four months from the date of the award(July 28,2023). 2023D 3.Grantee's Obligations (a) The Grantee shall provide a scope-of-work, consistent with the grant application,which shall be attached to this contract as Exhibit D. (b) Upon completion of the project the Grantee shall provide the County with an invoice for reimbursement for the work approved by this grant award.At a minimum the invoice shall include the organization's name, remittance address,date,details of expenses(paid receipts),invoice total and program or grant being billed. Grantees will allow at least 60-days for reimbursement after the invoice has been received by the County. (c) Upon completion of the granted project,a final report shall be submitted by the Grantee to the Mason County Historic Preservation Commission. The final report shall summarize the project,its completion and outcome. The final report shall be submitted to the Mason County Historic Preservation Commission, 615 West Alder St, Shelton, WA 98584 within 10 calendar days of the authorized grant completion date(October 12,2023). (d) Grant recipients are required to comply with all local, state,and federal permit requirements,ordinances and laws.Non-compliance can result in the revocation of approved funding. Chair,Mason County Board of County Commissioners Date Chair,Mason County Historic Preservation Commission Date Authorized Representative of the Grantee Date 2023D EXHIBIT D Peninsular Railway & Lumbermen's Museum - $2,000.00 The Peninsular Railway & Lumbermen's Museum will use the funds to purchase and move Simpson Timber Caboose 1201 back to its home rails. They are working on a larger project to restore the caboose to its previous working/as-built condition while it was on the Simpson Timber Railroad. Completion of this project will allow the Peninsular Railway & Lumbermen's Museum to share the caboose's significant historical value with residents and visitors of Mason County. 2023D Mason County Heritage Grant Application Applicant : Peninsular Railway & Lumbermen ' s Museum Date : 1 /20/2022 Mailing Address : P. O. Box 1333 Contact@simpsonrailroad.org 360-589 -9201 Email : Phone : Project Description Attached on Separate Page : Yes x No Total Project Cost : $49000 Grant Request Amount : $ 2 ,000 Heritage grants are available to non -profits , government agencies and tribes . If your organization is a non -profit , please attach proof that your organization is currently registered with the Washington Secretary of State or is 501 (c) . ( 3 ) . Proof of non -profit status is attached : Yes x No How many of the following categories does your project fall into ? Please mark all that apply : Professional Development : Yes No Public Education . Yes No Small Capital Projects : Yes'No No Collections Management : Yes No Heritage Investigations : Yes No Historic Preservation : Yes x No Does your organization have a current incomplete Heritage Grant project pending? Yes No x Does your organization have a previously approved six month time extension for an incomplete approved project? Yes No x If your organization had a previously approved six month time extension , has one year elapsed since the completion of the project? Yes No Has the person completing this application read the Heritage Grant Guidelines published on the Mason County website? Yes No x Does your organization understand that this is a reimbursement grant not to exceed $ 5 , 000? Yes x No Does your organization have the funding ability to complete the project prior to reimbursement? Yes ` No Signature of official for your organization ( i . e . city official , organizational president, etc . ) . Date : l a 01 Signature of your organization ' s financial officer : J a 4y K. a�vv-a- 1 / 19 /zoz. z Datc : IRSDEPARTMENT OF THE TREASURY 1NTERNAL REVENUE SERVICE CINCINNATI OH 45999- 0023 Date of this notice : 01 - 03 - 2017 Employer Identification Number : 81 - 4827245 Form : SS - 4 Number of this notice : CP 575 E PENINSULAR RAILWAY & LUMBERMENS MUSEUM JOSH KAIVO For assistance you may call. us at : 613 N UNION AVE 1 - 800 - 829 - 4933 TACOMA , WA 98406 IF YOU WRITE , ATTACH THE STUB AT THE END OF THIS NOTICE. . WE ASSIGNED YOU AN EMPLOYER IDENTIFICATION NUMBER Thank you for applying for an Employer Identification Number ( EIN ) . We assigned you EIN 81 - 4827245 . This EIN will identify you , your business accounts , tax returns , and documents , even if you have no employees . Please keep this notice in your permanent records . When filing tax documents , payments , and related correspondence , it is very important that you use your EIN and complete name and address exactly as shown above . Any variation may cause a delay in processing , result in incorrect information in your account , or even cause you to be assigned more than one EIN . If the information is not correct as shown above , please make the correction using the attached tear -off stub and return it to us . When you submitted your application for an EIN , you checked the box indicating you are a non-profit organization . Assigning an EIN does not grant tax-exempt status to non -profit organizations . Publication 557 , Tax -Exempt Status for Your Organization , has details on the application process , as well as information on returns you may need to file . To apply for recognition of tax - exempt status under Internal Revenue Code Section 501 ( c ) ( 3 ) , organizations must complete a Form 1023 - series application for recognition . All other entities should file Form 1024 if they want to request recognition under Section 501 ( a ) . Nearly all organizations claiming tax-exempt status must file a Form 990 - series annual information return ( Form 990 , 990-EZ , or 990 - PF ) or notice ( Form 990-N ) beginning with the year they legally form , even if they have not yet applied for or received recognition of tax-exempt status . Unless a filing exception applies to you ( search www . irs . gov for Annual Exempt Organization Return : Who Must File ) , you will lose your tax - exempt status if you fail to file a required return or notice for three consecutive years . We start calculating this three - year period from the tax year we assigned the EIN to you . If that first tax year isn ' t a full twelve months , you ' re still responsible for submitting a return for that year . If you didn ' t legally form in the same tax year in which you obtained your EIN , contact us at the phone number or address listed at the top of this letter . For the most current information on your filing requirements and other important information , visit www . irs . gov/ charities . P1, lay & UrbwTufs Nkwzn P . O . Box 1333 , Shelton Washington 98584 simpsonrailroad . org Simpson Timber Caboose 1201 ji � 0 1201 i , k 7f� . �_ `-e 0 „ems• -- Brief History Caboose 1201 was home built by Simpson Timber in early 1960 ' s at the cars shops located at the Simpson mill in downtown Shelton . In typical logging railroad fashion Simpson reused a steal caboose frame from a Great North- ern Railroad caboose originally built by Pacific Car & Founder in Renton WA . The 1201 ' s entire working life was spent on the Simpson Timber Railroad based in Shelton WA . After it retirement it was sold into private hands and moved away from Shelton . Recently it was made available to the PRLM . Having significant historic value to Mason County and the Simpson Railroad the PRLM I wishes to purchase and bring the 1201 back to it ' s home rails . PI, 0M & laybeanafs museum P . O . Box 1333 . Shelton Washington 98584 sirripst > nraiIrc ) ad . ciorg S impson Timber Caboose 1201 Restoration and Use Once caboose 1201 is moved onsite a complete restoration assessment and plan will be developed . The restoration will be to restore in kind to it ' s working/as built life on the Simpson Timber Railroad using best avail& ble museum practices . The Preliminary assessment shows it to be a great candidate for restoration do to it ' s simple constriction and steel frame . Once restored the caboose will be available for use giving rides aboard a piece of liv - ing history on the Simpson Railroad where it worked for many years . Restoration efforts will be lead by Dale Campbell an experience railroad restoration volunteer and museum President Josh Kaivo . Once on site and a resto- ration plan developed a list of material will be on hand and flee restoration phase of the project can commence . Asking For What the museum is asking for is $ 1500 purchase price for Caboose 1201 Plus $ 500 towards the estimated $ 2500 for moving expenses . Will Simpson homebuilt caboose #1201 — o D � 0 11mbanvifs P . O . 98584 LLLL a , Ir 1 � SOUTHERN • ' �S'ERN ` - HERITAGE GRANT CONTRACT This Heritage Grant Contract(this"Contract")is entered into as of March 28,2023,by and between Mason County(the"County"),and the Pickering Homemakers Club(the"Grantee"). Pickering Homemakers Club Mason County DBA:Pickering Community Club c/o Mason County Historic Preservation Commission Attn: Jonelle Adams 615 W Alder Street 2736 Gravelly Beach Loop NW Shelton,WA 98584 Olympia,WA 98502 Attn:Luke Viscusi (206)235-7830 (360)427-9670 ext.282 RECITALS 1.The Grantee has applied for a grant in the amount of$5,000 towards cleaning and re- oiling the original fir floors of the Grant School. 2.The County is granting up to the$5,000 requested for this project on a reimbursement basis,based on receipts.All persons performing the work associated with this grant shall act as an independent contractor(s),and not as an employee(s),on the terms and conditions set forth herein.The money for this grant comes from fees collected by the Mason County Auditor as authorized by RCW 36.22.170,which established a dedicated fund for support local historic preservation. AGREEMENT In consideration of the foregoing and of the mutual promises set forth herein,and intending to be legally bound,the parties herein agree as follows: 1.Enga eg merit (a)The County hereby agrees to reimburse the Grantee up to the full amount of the grant based on an invoice and a final report of the cleaning and re-oiling of the original fir floors in the Grant School, as described in the scope-of- work(Exhibit"E"),which shall be performed by independent contractor(s). (b)The Grantee hereby accepts the engagement to have said work performed, to present an invoice and a final report for reimbursement and agrees to an inspection of the final product prior to receiving payment under the terms and conditions set forth herein. 2.Term. (a) This Contract will commence on the date written above, and unless modified by the mutual written agreement of the parties, shall continue until six months from that date. March 28,2023,to September 28,2023 The Grantee may request a one-time six-month extension.Extension request must be in writing and be submitted to the Mason County Historic Preservation Commission for approval no later than 5:00 p.m. four months from the date of the award(July 28,2023). 2023E 3.Grantee's Obligations (a) The Grantee shall provide a scope-of-work, consistent with the grant application,which shall be attached to this contract as Exhibit E. (b) Upon completion of the project the Grantee shall provide the County with an invoice for reimbursement for the work approved by this grant award.At a minimum the invoice shall include the organization's name, remittance address,date,details of expenses(paid receipts),invoice total and program or grant being billed. Grantees will allow at least 60-days for reimbursement after the invoice has been received by the County. (c) Upon completion of the granted project,a final report shall be submitted by the Grantee to the Mason County Historic Preservation Commission. The final report shall summarize the project,its completion and outcome. The final report shall be submitted to the Mason County Historic Preservation Commission, 615 West Alder St, Shelton, WA 98584 within 10 calendar days of the authorized grant completion date(October 12,2023). (d) Grant recipients are required to comply with all local, state,and federal permit requirements,ordinances and laws.Non-compliance can result in the revocation of approved funding. Chair,Mason County Board of County Commissioners Date Chair,Mason County Historic Preservation Commission Date Authorized Representative of the Grantee Date 2023E EXHIBIT E Pickering Homemakers Club - $5,000.00 The Pickering Homemakers Club will use the funds to work with experts in cleaning and re-oiling the original fir floors of the Grant School. Upkeep and continued preservation of the Grant School allows the Pickering Homemakers Club to share Mason County's history with their various communities. Completion of this project will allow the Grant School to continue being a local hub for gatherings, events, and historical education. 2023E 0 r3 1'1a l Mason County Heritage Grant ApplicaCioUt Applicant: P, cker I V\ q Homemuk& r �s Club Date : Ja/I • /7 24 3 Mailing Address . Q�et V e « &:'Poel t • NI rn /.r1 A ?5-Dz Email : Qhlle . Corn Phone : 7- 0 & -3D Project Description Attached on Separate Page : Yes& No. Total Project Cost: Grant Request Amount: 5, p e) o v D Heritage grants are available to non-profits, government agencies and tribes . If your organization is a non-profit, plcasc attach proof that your organization is currcntly registered with the Washington Secretary of State or is 501 (c) . (3 ) . Proof of non-profit status is attached: Yes No How many of the following categories does your project fall into? Please mark all that apply: Professional Development: Yes _ No. Public Education : Yes No Small Capital Projects : Yes X No Collections Management: Yes No Heritage Investigations : Yes No Historic Preservation: Yes No Does your organization have a current incomplete Heritage Grant project pending? Yes No X Does your organization have a previously approved six month time extension for an incomplete approved project? Yes No > � k Rev. 0210112018 If your organization had a previously approved six month time extension, has one year elapsed since the completion of the project? Yes No X Has the person completing this application read the Heritage Grant Guidelines published on the Mason County website? Yes X No Does your organization understand that this is a reimbursement grant not to exceed $ 5 , 000? Yes No Does your organization have the funding ability to complete the project prior to reimbursement? Yes X No Signature of official for your organization (i . e . city official , organizational president, etc . ) : Date : S 1. / 2 40 Z A Signature of your organization ' s financial officer : 2Of �r Date : wl lr al? 4 ; 5' Rev. 0210112018 INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY P . O . BOX 2508 CINCINNATI , OH 45201 'JAN 15 2002 Employer Identification Number : Date : 91 - 1275293 DLN : 17053355012021 PICKERING HOMEOWNERS CLUB INC Contact Person : C / O JANICE E EDWARDS VICTORIA LAHEY ID# 31304 4240 E PICKERING RD Contact Telephone Number : SHELTON , WA 98584 ( 877 ) 829 - 5500 Accounting Period Ending : December 31 Form 990 Required : Yes Addendum Applies : No Dear Applicant : Based on information supplied , and assuming your operations will be as stated in your application for recognition of exemption , we have determined you are exempt from federal income tax under section 501 ( a ) of the Internal Revenue Code as an organization described in section 501 ( c ) ( 3 ) . We have further determined that you are not a private foundation within the meaning of section 509 ( a ) of the Code , because you are an organization described in sections 509 ( a ) ( 1 ) and 170 ( b ) ( 1 ) ( A ) ( vi ) . If your sources of support , or your purposes , character , or method of operation change , please let us know so we can consider the effect of the change on your exempt status and foundation status . In the case of an amend - ment to your organizational document or bylaws , please send us a copy of the amended document or bylaws . Also , you should inform us of all changes in your name or address . As of January 1 , 1984 , you are liable for taxes under the Federal Insurance Contributions Act ( social security taxes ) on remuneration of $ 100 or more you pay to each of your employees during a calendar year . You are not liable for the tax imposed under the Federal Unemployment Tax Act ( FUTA ) . Since you are not y a private foundation , you are not subject to the excise p y J taxes under Chapter 42 of the Code . However , if you are involved in an excess benefit transaction , that transaction might be subject to the excise taxes of section 4958 . Additionally , you are not automatically exempt from other federal excise taxes . If you have any questions about excise , employment , or other federal taxes , please contact your key district office , Grantors and contributors may rely on this determination unless the Internal Revenue Service publishes notice to the contrary . However , if you lose your section 509 ( a ) ( 1 ) status , a grantor or contributor may not rely on this determination if he or she was in part responsible for , or was aware of , the act or failure to act , or the substantial or material change on the Letter 947 ( DO / CG ) - 2 - PICKERING HOMEOWNERS CLUB INC part of the organization that resulted in your loss of such status , or if he or she acquired knowledge that the Internal Revenue Service had given notice that you would no longer be classified as a section 509 ( a ) ( 1 ) organization . Donors may deduct contributions to you as provided in section 170 of the Code . Bequests , legacies , devises , transfers , or gifts to you or for your use are deductible for federal estate and gift tax purposes if they meet the applicable provisions of Code sections 2055 , 2106 , and 2522 . Contribution deductions are allowable to donors only to the extent that their contributions are gifts , with no consideration received . Ticket pur - chases and similar payments in conjunction with fundraising events may not necessarily qualify as deductible contributions , depending on the circum - stances . See Revenue Ruling 67 - 2461 published in Cumulative Bulletin 1967 . 2 , on page 104 , which sets forth guidelines regarding the deductibility , as chari - table contributions , of payments made by taxpayers for admission to or other participation in fundraising activities for charity . In the heading of this letter we have indicated whether you must file Form 990 , Return of Organization Exempt From Income Tax . If Yes is indicated , you are required to file Form 990 only if your gross receipts each year are normally more than $ 25 , 000 , However , if you receive a Form 990 package in the mail , please file the return even if you do not exceed the gross receipts test . If you are not required to file , simply attach the label provided , check the box in the heading to indicate that your annual gross receipts are normally $ 25 , 000 or less , and sign the return . If a return is required , it must be filed by the 15th day of the fifth month after the end of your annual accounting period . A penalty of $ 20 a day is charged when a return is filed late , unless there is reasonable cause for the delay . However , the maximum penalty charged cannot exceed $ 10 , 000 or 5 percent of your gross receipts for the year , whichever is less . For organizations with gross receipts exceeding $ 1 , 000 , 000 in any year , the penalty is $ 100 per day per return , unless there is reasonable cause for the delay . The maximum penalty for an organization with gross receipts exceeding $ 1 , 000 , 000 shall not exceed $ 50 , 000 . This penalty may also be charged if a return is not complete , so be sure your return is complete before you file it . You are required to make your annual information return , Form 990 or Form 990 - EZ , available for public inspection for three years after the later of the due date of the return or the date the return is filed . You are also required to make available for public inspection your exemption application , any supporting documents , and your exemption letter . Copies of these documents are also required to be provided to any individual upon written or in person request without charge other than reasonable fees for copying and postage . You may fulfill this requirement by placing these documents on the Internet . Penalties may be imposed for failure to comply with these requirements . Additional information is available in Publication 557 , Tax - Exempt Status for Your Organization , or you may call our toll free number shown above . Letter 947 ( DO / CG ) - 3 - PICKERING HOMEOWNERS CLUB INC You are not required to file federal income tax returns unless you are subject to the tax on unrelated business income under section 511 of the Code , If you are subject to this tax , you must file an income tax return on Form 990 - T , Exempt Organization Business Income Tax Return . In this letter we are not determining whether any of your present or proposed activities are unre - lated trade or business as defined in section 513 of the Code . You need an employer identification number even if you have no employees . If an employer identification number was not entered on your application , a number will be assigned to you and you will be advised of it . Please use that number on all returns you file and in all correspondence with the Internal Revenue Service . If we have indicated in the heading of this letter that an addendum applies , the enclosed addendum is an integral part of this letter , Because this letter could help resolve any questions about your exempt status and foundation status , you should ]seep it in your permanent records . If you have any questions , please contact the person whose name and telephone number are shown in the heading of this letter , Sincerely yours , e NOW 4% �, � Steven T . Miller Director , Exempt organizations I Letter 947 ( DO / CG ) Corporations and Charities Division Physical/Overniuht address : WASH801 Capitol Way S 3 O Olympia, WA 98501 - 1226 Secretary of State(0� e)e iE'dalling a(1(Di`eSs: Corporations & Charities Division PO Box 40234 ^1 _ .,,, ._ : _ 117A A8Cn .l nn1 A VlY' lllplµ• vvry IUJVY- VLJY Tel : 360 , 725 , 0377 sos ' a . Coy colds 12/07/2022 YIC&EK1NU HUMEMAK M' ULUB, INC, PICKERING HOMEMAKERS CLUB INC 2736 GRAVELLY BEACH LOOP NW OLYMPIA WA 98502- 8826 UDI Number: bill tiYl boI Business Name: PICKERINC HOMEMAICERS' CLUB, INC. Expiration Date: 11/30/2023 Dear PICKERING HOMEMAKERS CLUB INC, 1 hank you for your recent submission. I his letter is to continn that the tollowmg documents have been received and successfully filed : ANNUAL REPORT You can view and download your filed document(s) for no charge at our website, w « .sos . \ a. Vo\ /ccfs It you haven ' t already, please sign up for a user account on our webs(te, X w w .sos .wa .uov/cots to tile online, conduct searches, and receive status updates. Please contact our office at corps(ar sos. wa. eov or (360) 725 - 0377 if you have any questions. Sincerely, Corporations and Chanties Division Office of the Secretarcm of State 1N1 \rsos .wa.Rov/con)s i I I FILED t3''iA H I N D T' O N Contact Inti)rtttati(tn �f Secretary of St:2tte ro ,a 3ti0,725,UJ77 � Secretary of State t.. State of Washington t- Vw Corporations g Charities Division w«'a'.Mos.n a, kor /cort)x v Date Filed: 12/07/2022 s u + :rit,n� in c► ni inii i 'ntriini li u� 0; i , i 'iaYiii - I Asir �`1' R#'�9e D"=+a: 1210VOMA29 ii✓F< i ur !ia « : v rt a 1in . 4hlr : •, : t?< ) t?:6k 49234 t )t, :::,t:r . M . t9h4s4-to±3.t 07 UBI No: 601 591 607 Select one riling fee option M ❑ Filing Fee $60 on Default :c ta► rui„� �'e,, a1n r �.N(�n . .." Or ^;i . ' , ...t r. .,,..:..nM - 'ro txpeditc tiling, Atld ti4t► NONPROFIT CORPORATION ANNUAL RIsPOR1 RC %i' 24.03 A & WAN 33 .95, 255 .sii iiritis i�, i +lirii�e: u tit,tier� uieace ►rise slieciiieui ( t i ,U tIlsit) essh 'tiatuwa Pickering Hutneinakr is flub Inc ( W ) UBI No 6a01 - M4rt _ tu) 7 Per the IRS a Noal'i•(,tit Corp oration it. i-equirs(I to }bill r, an EIN . se tiv,4 (3) E I : 91 - I .` 75AwN3 - -- - instructions for the IRS website regarding thi.s process , (4) GROSS REVENUE CERTIFIt `ATION : - -Per R ( %W 24403A , 9ti0 does the Nonprofit certfAw that its total gross revenue in the most recent fiscal Near was less than S500,000 ') {Check one ) 0 VES ❑ tit) i tf' . •),<�s, , the tilitt� fee is reduced to S2t11 ( S ) 11 >t , t) al ► registered Agent changed` ( Check one ) [ ] �r' ES 0NO If Yes . complete page 3 --�-- .. ( 0 ) PRINCIPAL. 01, ICE : The location )There the bueiness 's words are kept Street Address MMina )) Address ( uptionui) ( -Must in a Ift sicai addles; No PO Do% or KNIH ) ( . fleck if nuliting ;tt►dress to the some as ,treet address Address : l s I E . C'un)ntunitw- Club R()a(! Address : 2730 ( itav*ee } } Beach L. p NW 21 118 .5 4 Ctt}' : Shelton _ ....._. _ - - c► eS i " p ' il'i l� : i City: t.� I� n)pta State : WA Countrv : USA State : WA Country : USA Pl) tltt@ : 06-2 : 5_'l4 :it Entail :does itltlal tnl �-i litr .�s�rtt _ _ ( 7 ) GOVERNOR( s): 1. iat at last tote, itttitch additional Pages if necessary . A huciness cannot setwc, .js iitr z►nu (ymernor V Name : lonelleAdarns Natne: Named t2oxututa Siiven }u) rn (9) NATURE OF H SINESS ; lfrieM describe the tipt' of t)ttoittt�5 t4►ttr itusine%s conduct% in the state (►f 1N 11shin4„ t+ on WA tic)it-eroiit C_fi<iritc: blc (9 ) RENEWAL OF PUBLIC BENEFIT DESIGNATION , Itt`V 24 . 0 A* 245l2S1} if the Nonnro it Corporation is curreiuly deslartatted as a 1) Itl?: ie IIL'ISC' fit C't)rc)arati (ytt With the Office (if the Secretary of State the bolo« questions must be answered , ( . [)r)cs the Nani)rotit C 'Orlll)IYlttt)t1 titi } } Iltt'Ct the rcgairewents to maintain its Public Benefit desiguation f (Check one) ® VES ❑ NO if "uu " is se/wed the Aunprujit will nal /lltlililain lite de±viguution of a Public /ktreJit Ctirpuruduu { a . [ f ties does the Nonprofit C'urit( rratiutt Still ele( t 1 () htt � e lire Public Benefit Designation ? ( ClIcck one) Rj YES (J NO Annual ReportWork Order N : 2022110100676322 - 1 Received Date: 11 /01/2022 nh I ReviLwd2 . 2022 Page: 1 of � .._ _ . .._. ,, _ _ . • _ 1 % ( 10) CHARITABLE NONPROFIT CORPORATION : nliro is tllz ) ;ottlartitit Corporation a Charitable Not as defined by Kt" �'�;-'a�.t)�.� . t�l �}�1' (Check one) ] YES F1 NO If "no " coWlnue to sertlnn I•?! r% \GE'.S FOR THE CHARITABLE NONPIi0I:1T CORPORATION * Docks the' � onprotlt Corporation meet exempt of reporting as outlined in R�' t�' ?44t�_; Ari ! ?� ` ' ( Chvvk cold �` g:S [ N0 116ono the relmribig questions below are' required to be anwered ( 12 ) REPORTING; Qt' ESTIONS : lj .su fill;itting tier Aitit lid i Report jer a I•i+reigtt No tip r4it corporation or f itreitjn .ti"nnprojlt Nrojis.,iuntzl 1'cr+lice Corporation ont) questtatt l is required. 1 . I las t11r ?3tttlprotit C.ur1tE>ratiotl filed utt Amendment in tilt: la t year that t 1l�ttigt eP onectl el ►ure purposes of tl►e corporation recorded in its initial Articles of incorporatioW (C iv c+ nel C� �' L � As Ilit tltC iVUilpittilt t Urlxltatit?ID opt:tztiYU ti signil Catli prograili of c1clivily that is d Il.ClClil itVni : a. A pxogx;tm ter activity tlt.3t the \atlpritit has previous l } operatt d ; and K A program or activity described in the most recent aplalicatian for recognition of exemption from federal tax incontz? ( Check one) 0 YES 0 NO ( 0 ) Controlling Interest 1RCiW 82 .45.224l Answer all ques410114 11cloW 1 . Does this entM own ( hold title ) real property in Washington , Shell as land or buildings , including leasehold illlprovements) ® YES 0 NO 2 . In the past 12 months, has there been a transter of at least 16 - > t7erca; t ;►f the crtviterr;llip. stock. or other financial interest in life entity, L7 YES ONO 2a. if "yes' in the past •30 months, has there been a transfer of controlling interest ( 50 percent or *rcatcr) at' thc ownership, stock, or other financial interest in the entity', © YFfi 0 NO A . If Vail :lncu•ered " r>Pc ' to ntwgtinn ?:t , hst � the c r►ttirnititi�? intt�rHaf trnncter return been ri1t2+ 3 tuitt, r)omiriment 4 Revenue'? L YES 0 NO For more infarmation on 01ttVIU119 Interest, contact Defrartment of ' Re►ventie f?t� visiting rt wlv. tlrrr'. etn. gtti 'RF. 1s" T ( 13) POSTAL MAIL OP i W lN c the checking the hax the business and Registered Agent will not receive email notifications t.1 t itt= UUtIK:J� W �Xtllti LV IC4Ui � l% iqf llUtlt / LtYill+lll t�l 11iG l\G�'jtAtG1GU It �'l' tll t/�! iillltalt lltallt ( IS ) I hereby ecrtify, under penalty of law . that the above intormation is accurate and complies ti�►�th the filing requirements of state law. �t Signature of Authorized Person : &I, e, ,a. Print Nance and Title of annlicabte) : onelle Adatrts - - Phone : (optiullat) ? ot+-? 35 .7g3U _ Email : (uprtouai) a;litm. l 5444U1; lit'e.Wrlt - - Work Order # : 2022110100676K Received Date: 11 /011 Annual Repots Page : 2 of 2 Amount Received: $: Pg 2 1 Revised 2.2022 Mason County Heritage Grant ' Date of Grant Application : Jan . 17, 2023 Organization : Pickering Homemakers Club Inc . dba — Pickering Community Club www .thegrantschool . org Address : 151 E . Community Club Road — Shelton , WA 98584 President : Bill Gaines Contact person and Mailing Address . Jonelle Adams, Treasurer — 2736 Gravelly Beach Lp . NW, Olympia , WA 98502 Cell Phone : 206- 235 -7830 Email : jadams13444@live . com Mason County Heritage Grant Application for 2023 Applicant : Pickering Homemakers Club Inc dba - Pickering Community Club Category : Small Capitol Improvement Project Description : Pickering Community Club is seeking funds to help clean and protect the original fir floors of Grant School . Since the school opened in 1914, the original fir floors have set the stage for both school activities and gymnasium play time . The original floors are a substantial part of the interior integrity and a design feature of the one room schoolhouse . The floors have captured all the wear of the school ' s history and activities throughout the years . All the unique scars and marks in the old fir floors make a lasting impression on visitors and community members . The school floors remind us about the legacy of Mason County' s timber industry and the beauty of the wood used to build the Grant School . To keep the fir floors in good condition ( beyond general maintenance ) it is recommended and necessary to professionally clean and oil them every decade or so . The Pickering Community Club is requesting a grant to help preserve the original fir floors . What will the work entail ? The work will entail clearing the building of all furniture and then having the floors professionally cleaned and re-oiled . Re-oiling will preserve the fir floors and prevent dirt from discoloring/graying the wood and breaking down wood fibers . Re - oiling will fill or soften scratches and dents, but existing black marks or dents will remain . No plastic filler or resin will be used . Christopherson Wood Floors are experts in restoring old fir floors and are familiar with the school ' s floors and their condition . I 1 I If I trial .. Fri IL __"'S< '"s 5 � x.. Fr r _ - fp �. - IF Fir ir� Iff .:spij ue /+' _ p � C _ p • 4PP { vprip imFF . {FILL 4� IY1IL r- s 6s f F � ill , i { , jF ` LipLLL _ 'NI ' d I . j ki r' I! !� I L. I F , . f $. 'f' It fll 1 �Iti) I � k• ; , i ., l, Ff Lily }Uk I , �( trill PLO L 1nl y �;4� ;it it ,lr��I1 �l1 , , I It L it Lp Lj i h ,� s` , �kFo + ' .� j 1 ,�� n � ) tp �Flit � a /J r t ` At L pil IIF 9 x�l Lip ILL, < y.. ' P pr 61 1pripp s F .i:�.j' ! . � F, .,'` 1 � I What materials will be used ? The cleaning process begins with an application of non -toxic cleaning solution and then wiped clean . The floors are allowed to dry for 24 hours . The next step is to apply an oil based finish product applied to protect the floors . The process will take about two days for cleaning and then applying the finish coat . Overall Total Project Budget: Cleaning and re -oiling x 1515 ft. of wood floors = $70575 . 00 643 . 88 Tax Total Budget $ 8, 218. 88 Request for Grant funding: $ 5,000 Pickering Community Club will cover the remaining cost of $ 3, 218 . 88 How does this project promote heritage, preservation, and history of Mason County? In 1946, the Pickering Homemakers Club, alumni and residents of the surrounding neighborhoods were concerned about the future of an old one room schoolhouse called the "Grant School " established in 1914 and closed in 1942 . The Pickering Homemakers Club had just incorporated in 1946 which gave it a solid community presence and they agreed to take over the stewardship of the old school with full responsibility for its upkeep and continued preservation . Subsequently, the property was then deeded to the Pickering Homemakers Club and their meetings and activities were located at the school . Sometime later, the masculine gender joined the membership as the "homemakers" responsibilities began to include building repairs, roof replacement and social events . The school also had the honor of being used as a precinct polling site . In 2002, the Pickering Homemakers Club filed for non - profit status ( 5016 ) and several years later changed their name to Pickering Community Club as filed with the Washington State Secretary. As caretakers of The Grant School, the Pickering Community Club has the following goals : • To preserve the 1914 Grant School historic flavor for the Pickering neighborhood ' s use and enjoyment. • To invite neighbors and friends to share in the experience of The Grant School and to be a part of our community engagement events . • To create a living classroom museum available to children for educational school field trips . • To support community engagement and provide outreach to K- 12 education to our area . 3 Through the interest, participation and monetary support of friends and neighbors in the Pickering area, Mason County Heritage Grant program, and Green Diamond Grants, the school ' s history and structures are being preserved . Fund - raising for the restoration or improvement of The Grant School is an ongoing project . We wish to acknowledge past support from Mason County Historical Preservation Commission and the Green Diamond Corporation for funding past improvements which included, updating a bathroom , return of the original school bell to the roof-top, repair of 191 &era maps and map case, meeting room ceiling replacement, a new flagpole, the rebuilding of three porch railings and outside shed, a new roof, electrical , new heating and cooling system, additional attic and floor insulation, and recent updated well building and tanks . Grant School is proudly being preserved for future generations of the Pickering community to use and enjoy. How does this project benefit the public and increase public understanding, exposure, and experience of Mason County history? The Pickering Community Club is responsible for the preservation of the Grant School and is very proud to promote the legacy and history of the Pickering Community . By providing this grant to restore the floors and keep them in good shape is helping Grant School remain a treasure in our Pickering Community . Through community projects and community volunteerism, the Grant School property is known as a local hub for community gatherings and fundraising events for its ' historic preservation - examples : annual plant and bake sale and special fund - raising auctions . During covid, Pickering Community Club members produced a 751h Anniversary Cookbook with historic photos of Grant School ' s history. Summer Music Concerts were added in 2022 . The Grant School also serves our community by providing exercise classes, monthly Club meetings, a venue for memorials, community classes and family/social events . The Pickering Community Club has also partnered with Pioneer School District to engage students in a STEM project to help replant native plants on the old playground area . Students learned to apply plant identification skills, soil conservation and erosion prevention techniques and the importance of preserving beaches along the Puget Sound . This project was funded by a Green Diamond Grant, Pickering Community Club also continues to promote Mason County history by offering field trips for surrounding school districts . Grade school students visit Grant School and learn how students were educated back in 1914 . Students learn the history of the area by participating in a hand - on - experience, while pretending to be a student at Grant School . Volunteer members conduct the educational field trip and help students experience "a day in the life of Mason County history in 1914 . " Our new photo gallery displays historic photos of Grant School ' s history from 1914- 1942 . The gallery showcases the history of our Pickering pioneer families and celebrates the support and restoration for the Grant School by volunteer members . 4 Does the applicant have the capacity to complete the project using professional standards ? The Pickering Community Club has received previous grants and has proven capacity to complete past projects using professional standards and following grant procedures with final report filing . Past grants were received in 201112013; 2017, 2018, and 2019 . What is the immediate need and relationship to our mission ? Preserving the original fir floors are a necessary task and if left unprotected , the floors will turn grey, and the wood fibers will break down overtime . According to the floor experts, deep cleaning of these floors to remove the dirt is an absolute necessity especially in high traffic areas . There are specific areas on the floor that have been damaged and have exposed some bare wood . These areas need to be oiled and sealed to protect them from further damage . Pickering Community Club is dedicated to the preservation of Grant School and has been conducting continuous fundraising events to accomplish this goal . We have just completed several ambitious capital improvement projects which have drawn down our capital improvement reserve fund . Our large capital improvements have included a new roof, new attic and under floor insulation, new heating, and cooling system, updated kitchen with new appliances, updated electrical wiring, and well repairs . Our membership participates in volunteer work groups to keep the school in working order and hosts limited fundraising opportunities to raise funds for capital improvements . We are a dedicated group of volunteers with a proven track record for the continuous preservation of Grant School . We have set ambitious goals and hope our commitment to the long-term investment and preservation of the Grant School is worthy of your support. What are the measurable outcomes? Pickering Community Club is committed to assure that the work is completed with quality materials and done by professionals with the expertise to complete the tasks as outlined in this grant . Board members will monitor the cleaning and re - oiling of the floors with photos to provide evidence of completion of this grant . What is the economic benefit to Mason County? The overall economic benefit to Mason County is the preserving and enhancing as the Grant School a community facility for continued community use and supportive resources . One example is Pickering Community Club has just added an Emergency Preparedness Committee to map and establish neighborhood block watches in the Pickering Community . Using the Grant School as the headquarters for Emergency Preparedness events is helpful and economic benefit . By establishing these volunteer groups to be prepared to handle emergency situations is an added economic benefit especially when Fire Departments and Police are understaffed and under resourced in our area . We also provide support to Pioneer School District with STEM projects and donate back to Pioneer Schools through volunteer projects, financial support and scholarships . 5 Christopherson Wood Floors Estimate PO Box 592 DATEI ESTIMATE # Olympia WA 98507 1 / 11 /2023 9759 (360 ) 357 - 7919 Fax 352 = 9474 WmNr Nntional 1 1Vood Flooring „ Association Jonelle Adams Jobsite Address 2736 Gravelly Beach Loop NW 151 E Community Club Rd Please visit our website @ Olympia, WA 98502 Shelton, WA 98584 www.christophersonwoodfloors.coni JOB DESCRIPTION Estimate Option 1 reoil Clean and re-oil 1515 sq ft of Fir wood floors with 1 coat of finish. WE CANNOT GUARANTEE 7 , 575 . 00T RE-COATS . Depending on the type of original finish, how the floors have been maintained, the existing wear and damages, there may be issues that you may not be happy with such as sheen or finish adhesion issues , existing cracks, dents, scratches and sunlight fading. Re-oiling will fill or soften existing dents and scratches but many may still be present. Unfortunately, these issues may require that the floor be completely refinished . THIS WOULD BE AT THE HOMEOWNERS or CONTRACTORS EXPENSE , i li I I I Thank you for considering Christopherson Wood Floors! Subtotal S7,575 .00 Christopherson Wood Floors guarantees our workmanship for as long as you own your home. S»Ies. Taz (8.S%) $643 .88 WE REQUIRE a 25% non-refundable deposit once bid is accepted to insure schedule cotmnitment. Estimate $g 21< 8.�8 Install jobs require a 50% non-refundable deposit for materials. Installed flooring: 66% rough-in amount due at completion of install. All estimates are valid for 30 days (HOWEVER, currently, with prices fluctuating, materials pricing on installs is only good for 15 days. After 15 days, at time of scheduling we will let you know if there's a price increase for materials.) CWF is not responsible for moving furniture or appliances. CWF does not remove or reconnect plumbing fixtures. PLEASE USE EXTREME CARE WHEN MOVING THE REFRIGERATOR AND LARGE OBJECTS AS THIS MAY CAUSE FLOORS TO BE SCRATCHED. While we strive to keep dust to a minimum, final dust clean-up is the responsibility of the homeowner. TERMS: PAYMENT DUE UPON RECEIPT OF INVOICE. A SERVICE CHARGE of 1 .5% will be added to all balances of 10 or more days past date of invoice. CC subject to 3% fee. r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Luke Viscusi Ext.282 Department: Community Services Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 27,2023 Agenda Date: February 28,2023 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• Launch of the Mason County Historic Preservation Commission's Historical Building, Structure, or Place Plaque Program News Release Background/Executive Summary: The Mason County Historic Preservation Commission administers the Plaque Program to acknowledge the historical value of buildings, structures, or places in Mason County that should be considered historically important,possess unique architectural or other characteristics, are associated with important events in Mason County history, or some or all of these values. While not the same as having a property listed into the Mason County Historic Register,the Plaque Program acknowledges and recognizes our County's historical places through a simpler process, culminating in the award of a mountable plaque. Budget Impact(amount,funding source,budget amendment): N/A Public Outreach(news release, community meeting, etc.): News release Requested Action: Immediate release to communications partners Attachments: News Release CO NEWS RELEASE FEBRUARY 28, 2023 MASON COUNTY COMMISSIONERS' OFFICE 1854^y 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: Mason County Historical Building, Structure, or Place Plaque Program The Mason County Historic Preservation Commission is pleased to announce launch of the Historical Building, Structure, or Place Plaque Program. The Mason County Historic Preservation Commission administers the Plaque Program to acknowledge the historical value of buildings, structures, or places in Mason County that should be considered historically important, possess unique architectural or other characteristics,are associated with important events in Mason County history,or some or all of these values. While not the same as having a property listed into the Mason County Historic Register,the Plaque Program acknowledges and recognizes our County's historical places through a simpler process, culminating in the award of a mountable plaque.Applying for a plaque is straightforward—fill out the application form with the history and/or historical associations of a building,structure,or place, then attach photos and other relevant documentation, and either submit in-person to Luke Viscusi at the Mason County Planning Department(615 W Alder St, Shelton, WA 98584), or by email to hpc@masoncountMa.gov. gov. The digital application can be found on our website at:htips://masoncoggtywa.gov/historic/plaque- pro rg am.php.Hard copies can also be picked up at the Mason County Assessor's office(411 N 5th St, Shelton, WA 98584), the Mason County Historical Society Museum (427 W Railroad Ave, Shelton, WA 98584), or the Mason County Planning Department (615 W Alder St, Shelton, WA 98584). If you are considering applying for a plaque and have questions, please feel free to call Luke Viscusi at (360) 427-9670 ext. 282 or contact the Mason County Historic Preservation Commission via email at: hpc(a�masoncoun a..ov. BOARD OF MASON COUNTY COMMISSIONERS Sharon Trask, Randy Neatherlin, Kevin Shutty, Chair Vice-Chair Commissioner M ,soN c°�,yr�HOUSE OF HOUSE IWV�;, Mason County Historic Preservation Commission Application for a Historical Building, Structure, or Place Plaque Program Thank you for your interest in applying to the Mason County Historic Preservation Commission's Historical Building, Structure, or Place Plaque Program. The intent of the program is to acknowledge the historical value of buildings, structures, or places in Mason County that should be considered historically important, possess unique architectural or other characteristics, are associated with important events in Mason County history, or some or all of these values. Please note that the Plaque Program application is not the same as applying to have a property listed into the Mason County Historic Register. The primary requirements for the award of a plaque is straightforward and rests on the applicant providing sufficient information in the application form about the history and/or historical associations, if any, of a Mason County building, structure, or place (see Application Form, below). Providing such detailed information in the application enables the Historic Preservation Commission to evaluate and consider whether the building, structure or place should be recognized as important in the County's history and awarded a plaque that can then be mounted. If you are considering applying for a plaque and have questions, please feel free to contact the Mason County Historic Preservation Commission via email (hpc@masoncountywa.gov), by phone (360-427-9670, ext. 282), or in person (615 W Alder St, Shelton, WA 98584). Sources of Information: Appendix A, below, provides useful information and definitions about the historical and architectural values of structures, buildings, and places. Please note that the information in Appendix A is meant only as an aid and guide to the applicant in assessing whether a building, structure, or place may have importance and/or significance, and therefore could be potentially qualified for receiving a Mason County 'Place of Historic Interest' or 'House of Historic Interest' plaque. Again, the items in Appendix A are only informative and provide additional background information sources and guidelines to assist those interested in submitting a Plaque Program application. Rev. 0112012023 1 Application Form for a Historical Building, Structure, or Place Plaque In this application form, please provide as much information as possible in response to each of the questions, below. Please attach copies of any relevant supporting documents or other information along with any period photographs if any of these are available. Current photographs of the building, structure, or place should each have a caption and brief description (e.g., front view, side view overview of front of building, detail of porch, detail of west addition). At the end, please provide a brief summary of why the building, structure, or place should be considered as important in the history of Mason County. If you have questions, please feel free to contact the Mason County Historic Preservation Commission via email (hpcCa@masoncountywa.gov), by phone (360-427-9670, ext. 282), or in person (615 W Alder St, Shelton, WA 98584). Provide the Following Information about the Building, Structure, or Place: A. Location (Physical address) of the building, structure, place: B. Application prepared by (contact information: name, address, email, telephone) C. When was the building or structure built, or when was the place in use: Rev. 0112012023 2 D. If known, what was the historical or original function or use of the building, structure, or place? E. What is the current function or use of the building, structure, or place? For example, as a residence, as a business or other commercial use, a barn, transportation-related, a community gathering area, schoolhouse, etc.? Is it within a known historical district? F. Have there been any additions or remodeling to the original structure or building (exterior and or interior)? Please describe them briefly. If known, please mention when these additions or remodels were done. Rev. 0112012023 3 G. Briefly describe what is known or suspected about the historical significance of the building, structure, or place. Please also describe if the building, structure, or place is or could be associated with: Historically significant in national, state, or local events?; O r, Significant persons who may have lived in or visited the building, structure, or place?; Rev. 0112012023 4 (G. Significant persons, continued) O r, Was designed or built by a significant architect or builder?; Rev. 0112012023 5 O r, Does the building, structure, or place reflect a particular historical architectural design or construction method?; O r, Has potential to yield important information about history or prehistory? Rev. 0112012023 6 H. Brief summary of why the building, structure or place should be considered as important in the history of Mason County. Rev. 0112012023 7 Attachments: Documents and Photos (required). Please attach as many additional numbered pages as necessary. Rev. 0112012023 8 Appendix A — Useful Guidelines and Links The following National Register evaluation criteria information is excerpted from the National Park Service's National Register Bulletin 15: How to Apply the National Register Criteria for Evaluation (National Park Service 1997). For detailed information about the process and requirements in evaluating the significance and National Register eligibility of historic buildings, structures, or places discussed in National Register Bulletin 15, an online link to a brief overview of the National Register of Historic Places is presented below, along with a link to the full Bulletin 15 as a PDF document at: https://www.nps.gov/subiects/nationalregister/upload/NR Brochure Poster web508.pdf https://www.nps.gov/subiects/nationalregister/upload/NRB-15 web508.pdf Also useful are historical building guidelines and definitions found on the State of Washington Department of Archaeology and Historic Preservation (DAHP) public website pages at: https://dahp.wa.gov/historic-preservation/historic-buildings/architectural-style-guide https://dahp.wa.gov/historic-preservation/preservation-topics/cultural-landscape-preservation https://dahp.wa.gov/historic-registers/washington-heritage-register National Register Criteria for Evaluation (NPS Bulletin 15) - excerpted The quality of significance in American history, architecture, archeology, engineering, and culture is present in districts, sites, buildings, structures, and objects that possess integrity of location, design, setting, materials, workmanship, feeling, and association, and: A. That are associated with events that have made a significant contribution to the broad patterns of our history; or B. That are associated with the lives of persons significant in our past; or C. That embody the distinctive characteristics of a type, period, or method of construction, or that represent the work of a master, or that possess high artistic values, or that represent a significant and distinguishable entity whose components may lack individual distinction; or D. That have yielded, or may be likely to yield, information important in prehistory or history Rev. 0112012023 9 Criteria Consideration In reviewing the following criteria and definitions, applicants should consider whether the building or structure is or may be associated with or possesses any of the qualities discussed below. Please mention any that may apply where relevant in the application above. Ordinarily cemeteries, birthplaces, or graves of historical figures, properties owned by religious institutions or used for religious purposes, structures that have been moved from their original locations, reconstructed historic buildings, properties primarily commemorative in nature, and properties that have achieved significance within the past 50 years shall not be considered eligible for the National Register. However, such properties will qualify if they are integral parts of districts that do meet the criteria or if they fall within the following categories: a. A religious property deriving primary significance from architectural or artistic distinction or historical importance; or b. A building or structure removed from its original location but which is significant primarily for architectural value, or which is the surviving structure most importantly associated with a historic person or event; or c. A birthplace or grave of a historical figure of outstanding importance if there is no appropriate site or building directly associated with his or her productive life; or d. A cemetery which derives its primary significance from graves of persons of transcendent importance, from age, from distinctive design features, or from association with historic events; or e. A reconstructed building when accurately executed in a suitable environment and presented in a dignified manner as part of a restoration master plan, and when no other building or structure with the same association has survived; or f. A property primarily commemorative in intent if design, age, tradition, or symbolic value has invested it with its own exceptional significance; or g. A property achieving significance within the past 50 years if it is of exceptional importance. Definitions Buildings A building, such as a house, barn, church, hotel, or similar construction, is created principally to shelter any form of human activity. "Building" may also be used to refer to a historically and functionally related unit, such as a courthouse and jail or a house and barn. Rev. 0112012023 10 Examples of buildings include: administration building carriage house church city or town hall courthouse detached kitchen, barn, and privy dormitory fort garage hotel house library mill building office building Post office school social hall shed stable store theater train station Structures The term "structure" is used to distinguish from buildings those functional constructions made usually for purposes other than creating human shelter. Examples of structures include: aircraft apiary automobile bandstand boats and ships bridge cairn canal carousel corncrib dam earthwork fence Rev. 0112012023 11 gazebo grain elevator highway irrigation system kiln lighthouse railroad grade silo trolley car tunnel windmill Places The term "place" is used to distinguish from buildings and structures those functional constructions made usually for purposes other than creating human shelter. Examples of places include: cemeteries birthplaces and graves prehistoric and historical period archaeological sites sites associated with traditional cultural communities practices rural communities that reflect patterns of cultural traditions urban neighborhoods associated with particular cultural groups Rev. 0112012023 12 • MASON COUNTY Public Health & Human Services Briefing February 27, 2023 Briefing Items Public Health and Human Services Strategic Plan—Dave Windom Housing Needs Assessment—Melissa Casey Youth Cannabis and Commercial Tobacco Prevention Program—Melissa Casey Consolidated Homeless Grant Amendment—Melissa Casey r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: David Windom Ext.260 Department: Public Health Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): Feb 27,2023 Agenda Date: March 14,2023 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• Public Health and Human Services Strategic Plan Background/Executive Summary: Spring 2022 saw the development of the latest strategic plan utilizing staff input through a Strengths, Weakness, Opportunities, and Threats assessment and using those results,built upon the 2018 strategic plan. The department has concluded this planning process with the 2023 work plans presented in this document. Our main goals for 2023 are to transition from COVID response, address latent hepatitis C across Mason County, address homelessness and housing, and support behavioral health and substance abuse interventions. Budget Impact(amount,funding source,budget amendment): N/A Public Outreach(news release, community meeting,etc.): Briefing and Action Agenda. The plan will be released to the public and used to guide community forum work. Requested Action: Approval of the Public Health and Human Services Strategic Plan for 2023. Attachments: Strategic Plan and Work Plan 2023. fTi MASON COUNTY Public Health & Human Services I Strategic2023 -2025 Plan Creating a safe and healthy Mason County The 2023-2025 Mason County Public Health Strategic Plan serves as a tool for guiding the allocation of agency resources and focusing development efforts proactively. It also serves as a vehicle for communicating with our partners to ensure that all people have the opportunities they need to thrive in a safe and healthy Mason County. w Contents I.Introduction.....................................................................................................................................................................................3 Il.Planning Process.........................................................................................................................................................................4 III.Guiding Statements..................................................................................................................................................................4 Vision................................................................................................................................................................5 Mission.............................................................................................................................................................5 Values...............................................................................................................................................................5 IV.Context and Challenges..........................................................................................................................................................5 PublicHealth....................................................................................................................................................6 Workingin the Community..............................................................................................................................7 V.Strategic Goals,Objectives,and Initiatives...................................................................................................................9 VI.Implementation.......................................................................................................................................................................11 2 1 P a g e I. Introduction Mason County Public Health the functions of community health, environmental health, behavioral health, housing and vital statistics to create an integrated public health and human services delivery model. In an effort to become nimbler, keeping pace and anticipating changing needs in our business areas, we launched a strategic planning process in 2022 and completed it in 2023. The planning process aimed to address five (5) strategic questions: ✓ How do we remain responsive to changing community needs? ✓ How do we communicate who we are and what we do? ✓ How do we maximize our resources across all offices? ✓ What is an effective process for determining our priorities? ✓ What competencies should we build in the organization? In response to these questions we developed: SEVEN (7) CORE PUBLIC HEALTH OBJECTIVES • Effective Internal & External Communications • Responsive Customer Service • Coordinated Community Planning • Technology to Improve Outcomes • Employ Continuous Quality Improvement • Standardize Departmental Policies & Procedures • Maintain Competent Workforce 3 Page II. Planning Process Mason County conducts many data collection and planning efforts, both within the agency and in coordination with other organizations in the region. The 2023-2025 Mason County Public Health Strategic Plan does not attempt to duplicate other planning efforts, but rather serves as a tool for guiding us in our organizational development. Recognizing that community health and community development are both are changing very rapidly made constructing a five (5) year plan less feasible than in times past, so a shorter-term plan was developed. New factors that have influenced our planning and our goals include: Public Health • Healthier Washington Initiative ' • Accountable Communities of Health (ACH — Regional Level) • Mini-Communities of Health (County Level) • Foundational Public Health Services (ensuring a basic level of foundational public health services is available in all Washington counties) Human Services Ongoing planning efforts will continue to emphasize staff involvement, interdepartmental coordination, dialogue, learning, and creativity. The approach to planning for Mason County Public Health is not "what more can we do?" but rather, "how can we best fulfill our mission and uphold our mandates in a way that is sustainable and meets our community's needs?" III. Guiding Statements 4 1 P a g e Vision A Healthy and Safe Mason County Mission Mason County Public Health is a collaborative effort that strives to protect quality of life by working to create and maintain a safe, vibrant, and healthy community. Values ■ Mason County Public Health fosters and endorses an environment of Respect in all areas of our daily activities along with a non judgmental outlook toward the people we serve and those with whom we work amongst. ■ Integrity guides each employee to uphold professional ethics and serve with honesty,fairness, and loyalty. ■ As stewards of the community, we hold ourselves Accountable for our behavior, performance, and all resources entrusted to our department. ■ We are Committed to using the least intrusive method possible to achieve optimal public health—informing and educating wherever possible, directing and regulating only when necessary. ■ Recognizing individual strengths, we encourage Teamwork throughout our Department by the active collaboration to,solve problems, make decisions, and achieve common goals. IV. Context and Challenges 5 1 P a g e Public Health Over the past 100 years, the lifespan of the average American has increased by thirty (30) years with twenty-five (25) of those attributed to improvements in public health. Today, public health is challenged to continue those advancements. Across the United States, public health departments are undergoing major changes. There is a growing understanding that public health must be viewed as a community system, not as a centralized agency providing one-on- one services. To make a lasting impact, the focus of public health agencies has been shifting towards prevention, community engagement, and system change. With reduced funding and staffing levels stretched thin, even the direct public health services mandated by federal, state, and county legislature are being re-examined as opportunities to encourage community awareness and collaboration. The Three Core and Essential Public Health Services are: Assessment • Monitor health status to identify community health problems • Diagnose and investigate public health problems and hazards in the community • Evaluate effectiveness, accessibility, and quality of personal and population-based health services Policy Development • Develop policies and plans that support individual and community health efforts • Enforce laws and regulations that protect health and ensure safety Assurance • Link people to needed personal health services and assure the provision of healthcare when otherwise unavailable • Assure a competent public health workforce • Inform, educate, and empower people about health issues • Mobilize community partnerships to identify and solve health problems Mandated Public Health Services include: ➢ Monitor, investigate, and report on communicable diseases ➢ Control communicable diseases through appropriate vaccine distribution and monitoring ➢ Improving the health of families and communities ➢ Enforce environmental health regulations including on-site sewage, solid waste disposal, food safety, water, and air quality ➢ Maintain vital records (e.g. birth and death certificates) in partnership with the Washington State Department of Health (DOH) ➢ Respond to public health emergencies and natural disasters The local Board of Health advises the department, county, and partner groups by advocating for policies and systems to protect the most vulnerable populations. In addition, Mason County Public Health, holds a much larger responsibility for monitoring the overall health of the community and directing public resources toward the greatest benefit. 6 1 P a g e Working in the Community Rural community vitality depends on maintaining adequate infrastructure, having access to services, enhancing business and economic opportunities, and establishing policy settings to foster desired outcomes. Local vitality relies on communities "rethinking' assets, developing networks, building local cooperation, and acting on local passion and motivation. In addressing these aspects, current approaches to rural and regional development in Mason County represent only a partial approach. Current legal requirements and fee-driven services largely focus on permitting by; Board directives, adopted codes, and provisions established in past practices have been reactive processes. While these continue to be crucial elements of Public Health, a more comprehensive approach is necessary including: ➢ Reexamining agency assumptions, ➢ Better fostering community confidence, ➢ Understanding assets by addressing data gaps, ➢ Fostering new and existing public and private partnerships. To develop a strategic plan for Mason County Public Health as a whole, staff analyzed internal strengths and weaknesses, and external opportunities and threats (SWOT), identified by staff during the first quarter of 2022. Strengths • Dedicated employees • Talented employees • Educated employees • We educate! • Accomplish a lot with limited resources; creative • Community partnerships and relationship building • Focused forward • Funding • Measurable outcomes/addressing goals • Employees work independently—intrinsically motivated • Flexibility and growth to meet evolving needs/not so rigid that we can't bend Weaknesses • Retention • Loss of institutional knowledge • Presentation—regarding building space and ADA accessibility • Onboarding and consistent training • Clear expectations • Formal implementation of training • General/basic computer skills • Salary(tied to retention,competitiveness) • Communication • County website(public records request) 7 Page • Medical officer involvement • Written standards • Job descriptions vs. classifications • Lack of county car • Non-profit capacity/ability(subcontractors) • Interdepartmental collaboration (silos between programs)for collective Impact • Thurston-Mason (Mason gets crumbs) • Enforcement and accountability regarding compliance Opportunities • Communication • Opportunities for mobility • County website(interactive, informative,vibrant and attractive) • Written standards • FPHS definitions • Compliance • Partnership with hospital and YMCA for WIC and family planning • County-wide programming(all areas, not just North/South Mason) • Local forum and HBH for gaps Threats • Budgets(grants not sustainable;volume of grants/grant management • Public will • Political will • Compliance • Non-competitive salaries; no opportunities for growth or mobility= poor retention • (even within classification and/or with added responsibilities vs.time in seat) • Public records requests GOALS • SmartGov=July priority; at least one SME in each department(EH, CH, clerical,finance) • Code Enforcement: different lines of authority and processes (i.e. legislation, constitution, etc)— would a supervisor approve? • Website: county website must be primary; link to healthymason.com?; include other programs(i.e. land records) • Re-branding Public Health: logo still relevant, change the name on the logo • Drought plan mostly PH vs. building due to water(comp plan) • BOH: nearly done; need to implement term limits • Maintaining and transitioning Covid team/post-covid priorities(duties include assessing leading causes of death) • 4 regional PH coordinators/officers: we already have existing relationships (individually)with DOH • Vital records website(free,ordered on-line; convenience fee($4)to person ordering; 107 different languages • Concerns include: eligibility,tech support(i.e. kiosk in lobby), matching photo ID w/forms • Additional Goals: sustainable funding and expansion of BH programs; retention and sustaining institutional knowledge; other departments grow,what about our department? 8 1 P a g e FPHS/Other Gaps • Measurable outcomes • Crisis response/stabilization • Navigator program (coverage for tribes,youth, elderly, N. Mason underserved, rely on DCR—rarely show or very delayed (stationed out of Thurston) • N. Mason prevention grant for youth/adolescents and other outlying schools (lack of MH/SUD prevention services statewide (for youth) • Solid Waste vouchers/expansion (removal, including RV's; overflow of dumps; lack of transportation to dumps biggest issue) • ACE's and impact on life expectancy: make a foundation in healthcare, environment, etc. • Software- upgrade to full Adobe suite/pro; data encryption/encrypted email (Outlook only encrypts internally) • MCH—autism assessments/long wait list and limited funding; centralized referral system (how do we do and fund here); early learning coalition, parents as teachers,etc. (require BSN,workforce gaps) • Community Health Car—needed for home visits • Sexual assault services for males—expand Turning Pointe's services • Monthly Forum/Resource Event; cover a specific topic,and showcase our programs to the community;the opportunity to ask questions and conduct general education; people are more informed (less fear), safe space to talk about uncomfortable topics; rotate where hosted Challenge#1: Build a strong organizational culture that demonstrates confidence and pride in our department's collaborative approach, diversified expertise, and problem-solving skills to provide quality services to our community. Challenge#2: Strengthen, expand and enhance community partnerships to facilitate improved, integrated Public Health. Challenge#3: Streamline workflow processes by capitalizing on today's technology and utilizing quality improvement tools to increase efficiency and reduce department and consumer costs. Challenge#4: Think proactively, monitor, and strategically plan to anticipate forces of change, (trends, events, and factors occurring from the broader environment) that may impact our community. Identify and implement strategies for potential threats and opportunities. V. Strategic Goals, Objectives, and Initiatives Strategic Goal I: Transition from COVID (Challenges 3, 4) Objective A: Redirect COVID team efforts 9 1 P a g e 1. Transition COVID team members to address gaps within the department in epidemiology, program evaluation, and community assessments 2. Direct efforts towards programs that benefit the most vulnerable populations in Mason County by providing services such as WIC, health education, and data gathering and interpretation 3. Increase focus on housing, mental health, and behavioral health as aspects of a healthy community Objective 8: Seek New Revenue 1. Seek grant funding that either supplements current work or allows a shift from low return on investment programs into higher performing or more relevant programs based on needs assessments (promote multi- family development, low-income projects, and transitory housing programs) 2. Seek non-traditional partners in funding that have a vested interest in keeping populations healthy and out of the healthcare system thereby reducing overall healthcare costs such as managed care organizations 3. Actively participate in the Foundational Public Health Services works that seek to design a permanent, stable funding methodology that addresses citizen health and safety across the county 4. Participate in regional collaboratives which are tasked with sharing revenue across the region (emergency preparedness, promoting professional development and retention practices) Strategic Goal 2: Build and Strengthen Public Health and Engagement (Challenges 1, 2, 3) Objective A: Build community understanding and investment in Public Health 1. Develop strong communication plans that are adaptive and vibrant 2. Participate and lead in local community coalitions to implement interventions and community-based solutions to prevention priorities 3. Use the inherent skills of public health to serve as the chief health strategist for local communities Objective 8: Create a Culture of Quality Improvement 1. Increase program accountability and performance 2. Ensure all staff have a working understanding of program development and evaluation 3. Increase intradepartmental knowledge of all programs and/or services Objective C: Reinforce and Support a Skilled and Informed Workforce 1. Advance the expertise and capacity to identify, track, analyze, and communicate department information and data 101 Page 2. Establish ongoing training programs to promote a culture of flexibility, adaptability, and customer service 3. Assure appropriate tools and technology are available for staff to perform required tasks 4. Cross-train staff and provide training for possible future initiatives Strategic Goal 3: Promote Healthy Environments and Lifestyles (Challenges 1,2,3,4) Objective A: Promote Developed and Natural Environments That Protect the Public's Health and Safety 1. Collaborate with community partners and stakeholders 2. Convene community partnerships to inform, educate and share resources 3. Collaborate with state, county, and regional entities that provide expertise related to issues of concern within our communities 4. Participate in community-based outreach to address issues of public concern Objective 8: Promote Behaviors That Protect and/or Improve Lifestyles 1. Collaborate with community partners and stakeholders 2. Participate in projects or initiatives to change behaviors 3. Educate the public, empowering individuals to initiate change 4. Initiate workflow processes that increase departmental efficiencies and improve public perception VI. Implementation The 2023-2025 Mason County Public Health Strategic Plan represents an ongoing process of setting priorities, reflecting on what is being learned, and taking realistic steps forward. The Strategic Plan provides the organizational guideposts for staff and management to discuss and determine where to focus time and resources. At the broadest level, the implementation of the three (3) year Strategic Plan occurs through the development and monitoring of the annual work plans. In addition to reviewing the work plans annually, the Strategic Planning Team will review indicator data yearly. Upon review of this data, the Strategic Plan will be updated or changed as needed. Following the data review in 2020, the Strategic Planning Team will begin revising the Strategic Plan for the next two (2) year cycle. Objectives and initiatives for strategic goals are not listed in rank order. They will be addressed through various methods concurrently. Once this Strategic Plan has been accepted and approved, the work plans will be developed and reviewed on the following schedule: 111 Page Quarter/Year Activity Q1—2023 Develop 2023 work plans Q3—2023 Adopt the 2023-2025 Strategic plan Q4—2023 Review 2023 work plans Develop 2023 work plans Q2—2024 Review indicator data Q4—2024 Review 2023-2025 Strategic Plan Review 2024 work plans Develop 2025 work plans Q1—2025 Review current data, reassess community needs Q2—2025 Publish 2025 work plans Q4—2025 Review 2025 work plans Develop 2026-2029 strategic plan Develop 2026 work plans Q1—2026 Adopt the 2026-29 Strategic Plan 12 Page Mason County Public Health & Human Services Community Family Health/Environmental Health 2023 Logic Model &Work Plan Inputs Outputs Outcomes • Staff ACTIVITIES REACH SHORT-TERM/1-YEAR • Training&Technical 1. Cross-training and development of 1. Community Health staff with 1. All staff demonstrate intradepartmental Assistance an internal process for coordinating engagement of clerical and knowledge of all programs and services, and referring services within Public Environmental Health staff as needed adopt a consistent and accurate elevator • Data&information Health speech to promote collective programs, 2. Public;community members;key and refer clients/partners according to the • Education 2. Transition outreach,education,and stakeholders;community partners established process communication to video and • Navigation infographic formats to enhance and 3. Community Health Specialists 2. Launch and maintain re-branded Public increase reach Health&Human Services website,social • Funding 4. Public;community members;key media,and"Vlog"for health education, 3. Conduct grant management stakeholders and decision-makers at program promotion,and to showcase training(s)to reinforce and support a partner agencies,county leadership, Public Health"in action" skilled and informed workforce and City of Shelton government 3. Community Health Specialists and staff 4. Conduct quantitative and qualitative 5. Public;community members with duties that include grant management analysis of program deliverables and and oversight of subcontracts demonstrate outcomes to measure impact of 6. Public;community members;key competency in RFP process,program interventions/program activities stakeholders and decision-makers at development,contract deliverables,and partner agencies,county leadership, measuring outcomes/evaluation 5. Partner with Mason Health and and City of Shelton government Shelton Family YMCA to provide 4. Impact Reports are published for all Women,Infant,and Children(WIC) 7. Partner agencies and community programs,describing services offered, services members/citizens with expertise outcomes,and appropriate contact(s) across disciplines 6. Update 2021 Community Health 5. Access to in-person and remote WIC Assessment(CHA)with most recent 8. Subcontractors and community services is restored in South Mason County data to determine current gaps and partners health priorities of focus for 2022- 6. Publish 2022-2026 Community Health 2026 CHIP Improvement Plan(CHIP) 7. Conduct outreach and promotion of 7. Reconvene Mason County Health Coalition Mason County Health Coalition and priority workgroups mission&vision;recruit workgroup leads 8. Create and maintain repository of training modules,Policies&Procedures,and 8. Conduct trainings and demonstrate presentations to provide ongoing technical best practices to give assistance,refresher training,and subcontractors/partners tools to onboarding for subcontractors and partner increase efficiency and compliance agency staff Mason County Public Health & Human Services Community Family Health/Environmental Health 2023 Logic Model &Work Plan Activity Measurement/Indicator Person/Program Timeline Responsible • Pre-post self-efficacy evaluation measuring staff confidence in intradepartmental Cross-training and development of an internal knowledge process for coordinating and referring services • All staff develop an elevator speech to promote their own programs as well as the within Public Health (Strategic Goal Z Objective collective programs and services offered at Public Health All TBD 0 • Documented coordination/flow chart for referring services • Ongoing CQI/feedback discussions in monthly staff meetings and 1:1 mgmt check-ins Transition outreach,education,and Manager communication to video and infographic formats • healthymasoncounty.com launched and promoted to enhance and increase reach(Strategic Goal2, . Health Educator March 2023 ( 9 Schedule for Vlog content and social media posts through end of year Objective A) Epidemiologist Conduct grant management training(s)to 0 Pre-post self-efficacy evaluation measuring staff confidence in grant management Manager reinforce and support a skilled and informed procedures Community Health March 2023 workforce(Strategic Goal Z Objectives 8&Q • Ongoing CQI/feedback discussions in monthly staff meetings and 1:1 mgmt check-ins Specialists Conduct quantitative and qualitative analysis of . Impact Reports published on healthymasoncounty.com program deliverables and outcomes to measure Impact Reports presented to BOH, BoCC, Housing&Behavioral Health Advisory All June 2023 impact of interventions/program activities (Strategic Goals 1-3) Board Partner with Mason Health and Shelton Family • WIC Coordinator and WIC Certifier hired and completing required WIC training YMCA to provide Women, Infant,and Children within the first 6-12 months of onboarding Manager August 2023 (WIC)services(Strategic Goal1, Objective A) • Client caseload re-established through outreach and promotion Update 2021 Community Health Assessment . 2021 CHA published on healthymasoncounty.com (CHA)with most recent data to determine current Manager • Presentation of current gaps and recommendations for the 2022-2026 CHIP March 2023 gaps and health priorities of focus for 2022-2026 Health Educator CHIP(Strategic Goals 2 and 3) presented to the Health Coalition Executive Committee Conduct outreach and promotion of Mason . Host Mason County Health Coalition kick-off event Manager County Health Coalition mission&vision;recruit • Schedule established for Executive Committee/workgroup meetings Health Educator March 2023 workgroup leads(Strategic Goal2, Objective A) • Standardized onboarding presentations in any format(i.e., PowerPoint,infographic, to give subccini Conduct tr and demonstrate best practices video)are developed,tested,and accessible on a web-based repository and internal Manager onttrara ctors/partners tools to increase shared drive efficiency and compliance(Strategic Goal2, Community Health TBD Objectives B& C) • All training modules and reporting tools that are standard to most programs are Specialists accessible on a web-based repository and internal shared drive Mason County Public Health & Human Services Community Family Health/Environmental Health 2023 Logic Model &Work Plan Staff Member Goal For Activity Responsible How Success Will Be Measured Completion Full online permitting services for all permit EH Manager& IT Staff . #of completed online permit submittals Q4 2023 types Full online Sewage Contractor Licenses EH Manager& IT Staff • #of completed online initial applications and renewals Q4 2023 Train new hires thoroughly in their assigned EH Manager and . New staff able to handle 90%of duties without supervisor input. Ongoing programs within 6mo of hire Program Staff • New policy on webpage and distributed to all Septic Designers on Revise Environmental Health Building Permit Rhonda Thompson and Mason County Designers list. Policyand have it approved b the BoH Ian Tracy Q1 2023 pp Y Y Staff briefed on new policy and utilizing it during all EH building permit reviews, Pre-apps and EH permit applications. Explore software options for paperless food • Signed contract with vendor for inspection software inspections using Microsoft Surface tablets Food Program Staff Q4 2023 p g Eliminate staff time spent data entering inspections into SmartGov Expand capacity for investigation of harmful WQ Staff . #of algae blooms cases opened and#of samples analyzed. Q2 2023 algal blooms in Lakes Work with BoCC to develop strategy for EH Manager and . Establish fund.Abate two properties per year that have extreme solid abatement of properties with extreme solid Q4 2023 waste accumulations Director waste accumulations. Provide incentive for staff to attain RS/REHS EH Manager and • Signed and approved revised position descriptions Q4 2023 Director Clean-up and revise MCC Title 6 regulations EH Manager and for clarity and consistency and to bridge gaps Program Staff • Code revisions approved by BoCC Ongoing in coverage. Increase number of solid waste facilities Wendy Mathews • Number of facilities inspected Q4 2023 inspected Onsite Sewage Advisory Committee bylaws Rhonda Thompson and 0 Approved bylaws Q2 2023 approved by Board of Health Ian Tracy Clean Water District Advisory Committee bylaws drafted and approved by Board of Erik Doran and JJ Stepan • Approved bylaws Q4 2023 Health Mason County Public Health & Human Services Community Family Health/Environmental Health 2023 Logic Model &Work Plan Establish a schedule of regular Field days with Manager and EHS to help establish and Manager and Staff • At least two field days per year with each staff member Q4 2023 maintain operational consistency. Implement paperless process for filing EH Shelly and Onsite staff • Process established Q2 2023 land records Establish updated SOPS for Water quality Ian Tracy,JJ Stepan, Erik • SOP produced and implemented Q4 2023 program Doran Integrate Permitium across all users Admin Staff • 80%of private and 100%funeral homes using Permitium Q2 2023 • Project funding based on 2023 Legislative session and FPHS changing Monitor funding at state levels Admin Staff Q2-Q3 allocations Build administrative support for WIC Admin and CH 0 WIC is fully support with administration and technology Q2-Q3 • Using FPHS communication dollars, increase public awareness as Build brand recognition for PH All Q1-Q4 measured by initial spring surveys and late fall follow up Develop term limits and rotation policies for Director • Term limits and rotations are established for BOH Q-1 BOH to comply with latest legislation Build workplans for 2024 All • Workplans for 2024 completed and published by December 2024 Q4 • Performance reviews for all employees completed by end of Q1 using Complete annual performance reviews All Q1 latest HR guidance and software r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Melissa Casey Ext.404 Department: Public Health Briefing: Action Agenda: ❑ Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 27,2023 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• Housing Needs Assessment Background/Executive Summary: In December 2021,Mason County contracted with the FCS Group to conduct a Housing Needs Assessment,which will inform the Housing Chapter of the Comprehensive Plan and identify the highest needs for affordable housing in Mason County. The final report has been received, and the findings presented to the Housing&Behavioral Health Advisory Board and Board of Health. Budget Impact(amount,funding source,budget amendment): None Public Outreach(news release, community meeting,etc.): None Requested Action: Review and approval to publish on the Mason County website. Attachments: Mason County Housing Needs Assessment Final Report Ok-,L, x7 Mason County Housing Needs Assessment Report December 2022 AT 0*41' oil I k j, 1' 114 v r 1 AhL 4ML AV. r •���•�~�..._._I v.`L 2FSi•..a...II,�l.Il.�. I � _ 'Ic'` _- ..•�k _ '� .liE ^ �. IY►Fr �. .... Cott Cott Court Daplex nialtiplex Live Work Estab hed 988 **A FCS GROUP Firm Headquarters on14 5.8671802 Redmond Town Center Washington 425.867.1802 Solutions-Oriented Consulting 7525166"h Ave NE,Ste.D-215 Oregon 1503.841.6543 Redmond,Washington 98052 Colorado 1719.284.9168 ACKNOWLEDGEMENTS Mason County is focused on new opportunities to provide safe and affordable housing. This work is funded through HB 1406. The findings contained are intended for land use planning purposes and depict trends and forecasts of housing needs throughout Mason County. This Housing Needs Assessment reflects input received from the Project Advisory Committee and community stakeholders and FCS GROUP (project consultant). We specifically recognize and appreciate the time and commitment provided by the following individuals. Board of Mason County Commissioners Randy Neatherlin Kevin Shutty Sharon Trask Mason County Housing & Behavior Health Advisory Board Kevin Shutty, BOCC Cappy Shapiro, Citizen Beau Bakken, Citizen Peggy VanBuskirk, MC Board of Health Randy Olson, Citizen Eric Onisko, Mayor, City of Shelton Mark Freedman, Behavior Health Administrative Service Organization Project Advisory Committee Members Todd Parker, Mason County Public Health Kell Rowen, Mason County Community Development Administrator Jason Dose, City of Shelton, Senior Planner Stakeholder Advisors Kyle Cronk Jim Morrell Frank Pinter Jill Stanton Katrina Kahler-Wilson Colleen Carmichael Justin Holzgrove David Overton Mason County December 2022 Housing Needs Assessment page i TABLE OF CONTENTS Acknowledgements......................................................................................................................................... 1 Tableof Contents ............................................................................................................................................ i Appendices ii Listof Exhibits.................................................................................................................................................ii Glossary iv 1. Introduction................................................................................................................................. 1 Purpose .................................................................................................................................................................1 RegionalContext....................................................................................................................................................1 RecentAccomplishments........................................................................................................................................2 Approach................................................................................................................................................................3 11. Community Overview...................................................................................................................4 Population..............................................................................................................................................................4 HousingCost Burdens............................................................................................................................................7 HomelessResidents...............................................................................................................................................9 Workforce Commuting Patterns ............................................................................................................................10 Employmentby Place of Work..............................................................................................................................11 III. Housing Conditions and Needs.................................................................................................. 13 ExistingInventory.................................................................................................................................................13 Subsidized and Income-Restricted Units...............................................................................................................15 NewConstruction Activity.....................................................................................................................................16 HousingValues and Rents....................................................................................................................................17 HousingGap Analysis ..........................................................................................................................................18 PopulationGrowth Forecast..................................................................................................................................19 HousingNeed Forecast........................................................................................................................................20 IVPolicy Considerations............................................................................................................................... 23 PlanningPolicies..................................................................................................................................................23 AffordableHousing Strategies...............................................................................................................................23 Create New Funding Resources............................................................................................................................24 •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page ii NextSteps...........................................................................................................................................................25 APPENDICES APPENDIX A: Housing Stakeholder Participants APPENDIX B: Draft Comprehensive Plan Consistency Edits APPENDIX C: Potential Policy Measures APPENDIX D. Funding Resources for Affordable Housing APPENDIX E: Preliminary Funding Evaluation LIST OF EXHIBITS Exhibit 1: Population Trends (2010-2020) ..................................................................................... 4 Exhibit 2: Population Age, Washington, Mason County, Shelton, 2000-2019.......................................... 5 Exhibit 3: Population Identifying as Hispanic or Latino, Washington, Mason County, Shelton, 2019 ............. 5 Exhibit 4: Average Household Size ............................................................................................. 6 Exhibit 5: Group Quarters Population........................................................................................... 6 Exhibit 6: Median Household Income by Household Type, Mason County, 2009 and 2019........................ 7 Exhibit 7: Severe Rent Cost Burden, Mason County........................................................................ 8 Exhibit 8: Poverty and ALICE Households, Washington, Mason County, City of Shelton, 2018................... 9 Exhibit 9: Point in Time Homeless Count, Mason County, 2022.........................................................10 Exhibit 10: Mason County Population and Households by At-Risk Subgroup, 2021*.................................10 Exhibit 11: Work Commute Characteristics, Mason County, 2019........................................................11 Exhibit 12: Employment Trends in Mason County. 2010 to 2020 .........................................................11 Exhibit 13: Unemployment Rates in Mason County,Washington State..................................................12 Exhibit 14: Average Wages, Mason County ...................................................................................12 Exhibit 15: Existing Housing Mix .................................................................................................13 •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page iii Exhibit 16: Existing Housing Tenancy, 2015-2019, Mason County .......................................................14 Exhibit 17: Dwelling Units by Year Built, Mason County.....................................................................15 Exhibit 18: New Residential Housing Units Permitted, Mason County(2017-2021)...................................17 Exhibit 19: Home Value Price Index in Select Markets......................................................................18 Exhibit 20: Maximum Rent Limits for HOME Projects, Mason County ...................................................18 Exhibit 21: Rental Housing Market Gap Analysis, Mason County.........................................................19 Exhibit 22: Mason County Population Trend and Forecast(2010-2042).................................................19 Exhibit 23: Mason County Net New Housing Needs by Type: 2022-2042...............................................20 Exhibit 24: Mason County Net New Housing Needs by Type: 2022-2042...............................................21 Exhibit 25: Projected Net New Housing Demand by Subarea .............................................................22 Exhibit 26: Affordable Housing Funding Programs in Washington........................................................26 •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page iv GLOSSARY Accessory Dwelling Unit(ADU): A small living space located on the same lot as a single-family house. Affordable For-Sale Housing: An owner-occupied dwelling with an annual housing cost (mortgage payments, utilities, property taxes, etc.) that equates to no more than 30% of household income.* Affordable Rental Housing: A dwelling that is rented by a person or household whose monthly housing costs, including utilities other than telephone, do not exceed 30% of the household's monthly income. If income-restricted or government supported,U.S. Housing and Urban Development (HUD) income restrictions vary by family size.* *A healthy housing market includes a variety of housing types that are affordable to a range of household income levels. However, the term "affordable housing" is often used to describe income- restricted housing available only to qualifying low-income households. Income-restricted housing can be located in public, non-profit or for profit developments. It can also include housing vouchers to help pay for market-rate housing (see "Vouchers" below for more details). American Community Survey (ACS): This is an ongoing nationwide survey conducted by the U.S. Census Bureau. It is designed to provide communities with current data about how they are changing. Area median income (AMI): This term refers to area-wide median family income calculations provided by the federal Department of Housing and Urban Development (HUD) for a county or region. Income limits to qualify for affordable housing are often set relative to AMI in this report,unless otherwise indicated. Buildable Lands Inventory(BLI): An assessment of the capacity of land to accommodate forecasted housing and employment needs. Buildable Residential Land: Includes land that is designated for residential development that is vacant and part-vacant and not constrained by existing buildings or environmental issues. Rent Burdened: Defined by US Department of Housing and Urban Development(HUD)as households who spend over 30% of their income on rent. Cottages: Small, single-level, detached units, often on their own lots and sometimes clustered around pockets of shared open space. A cottage is typically under 1,000 square feet in footprint. Density: Defined by the number of housing units on one acre of land. Development density: Expected number of dwelling units (per acre) based on current zoning designations. Fair market rent(FMR): HUD determines what a reasonable rent level should be for a geographic area and sets this as the areas FMR. Housing choice voucher program holders are limited to selecting units that do not rent for more than fair market rent. •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page v Family: A group of two or more people (one of whom is the householder) related by birth, marriage, or adoption and residing together. Group Quarters: People living in shared housing facilities, such as a college dormitory, military barrack, nursing home or temporary shelter are not considered households and are counted as group quarters population. High Density: Lots with the average density of 12+ dwelling units per acre. Best suited for multifamily housing such as apartments and condominiums. Housing Unit(or Dwelling Unit): A house, an apartment or other group of rooms, or a single room is regarded as a housing unit when it is occupied or intended for occupancy as separate living quarters; that is, when the occupants do not live and eat with any other person in the structure and there is direct access from the outside or common hall. Household: Consists of all people that occupy a housing unit. The people can be related, such as a family or unrelated. A person living alone is also a household. HUD: Acronym for US Department of Housing and Urban Development,the federal agency dedicated to strengthening and supporting the housing market. Low Density: Lots with an average density of 3-5 dwelling units per acre. Best suited for family housing such as single-family detached homes. Low-Income: Families designated as low-income may qualify for subsidized housing and/or income- based deed-restricted housing units. HUD classifies families based on median family income levels as shown below: Income Category Household Inconne* Extremely low-income 30%of MFI or less Very-low income 30-50%of MFI Low income 50-80%of MFI Moderate income 80-100%of M F I Above median income > 100%of MFI "Median Family Income(MR)for the HUD defined market area. Manufactured Housing: A type of prefabricated home that is largely assembled of site and then transported to sites of use. The definition of the term in the United States is regulated by federal law (Code of Federal Regulations, 24 CFR 3280): "Manufactured homes are built as dwelling units of at least 320 square feet in size, usually with a permanent chassis to assure the initial and continued transportability of the home. The requirement to have a wheeled chassis permanently attached differentiates "manufactured housing" from other types of prefabricated homes, such as modular homes. Median Family Income (MFI): The median sum of the income of all family members 15 years and older living in the household. Families are groups of two or more people (one of whom is the householder) related by birth, marriage, or adoption and residing together; all such people (including related subfamily members) are considered as members of one family. Median income of non-family •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page vi households tends to be lower than for family households. In this report both MFI and AMI refer to the U.S. Department of Housing and Urban Development Area Median Family Income (AMI) unless otherwise specified. Medium Density: Lots with the average density of 6-12 dwelling units per acre. Best suited for small lot housing such as single family attached, townhomes, plexes and cottages. Middle Housing: Housing types that are generally attainable for households earning less than 120% of the area median income level. Typically includes plexes (2-4 units per structure), townhomes, apartments, accessory dwellings, cottage homes and manufactured homes. Mixed Use: Characterized as two or more residential, commercial, cultural, institutional, and/or industrial uses into one combined building or building(s) on the same parcel of land. Multi-Family Housing: Stacked flats in a single buildings or groups of buildings on a single lot with 5 or more units per structure. Parking is shared, and entrance to units is typically accessed through a shared lobby. Part-vacant land: Unconstrained land that has some existing development but can be subdivided to allow for additional residential development. Permanent Resident Population: This refers to the count of all people(citizens and noncitizens) who are living in the location at the time of the census. People are counted at their usual residence, which is the place where they live and sleep most of the time. Plexes: two to four separate dwelling units within one structure on a single lot. In most instances each duplex, triplex or quadplex unit has its own separate entry. Residual Land Value: The amount a developer would typically be willing to pay for the land/site in order to build a specific real estate improvement based on underlying assumptions and market conditions. Seasonal dwellings: These units are intended by the owner to be occupied during only certain seasons of the year. They are not anyone's usual residence. A seasonal unit may be used in more than one season; for example, for both summer and winter sports. Published counts of seasonal units also include housing units held for occupancy by migratory farm workers. While not currently intended for year-round use, most seasonal units could be used year-round. Severely Cost Burdened: Defined US Department of Housing and Urban Development(HUD) as households who spend over 50% of their income on housing. Single Family Attached: Residential structures comprised of two to four housing units with a shared wall that separates each unit. "Attached" duplexes require a single building permit for both dwelling units. Single Family Detached: Free standing residential building,unattached, containing separate bathing, kitchen, sanitary, and sleeping facilities designed to be occupied by not more than one family, not including manufactured and mobile homes. •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page vii Subsidized Housing: Public housing, rental assistance vouchers, and developments that use Low- Income Housing Tax Credits (LIHTC) area examples of subsidized housing. Subsidized housing lowers overall housing costs for its occupants. Affordable housing and subsidized housing are different even though the terms are sometimes used interchangeably. Tenure: Tenure refers to the ownership of the housing unit in relation to its occupants. According to the U.S. Census Bureau, a housing unit is "owned" if the owner or co-owner(s) live in the unit, even if it is mortgaged or not fully paid for. A cooperative, condominium or mobile home is "owned" only if the owner or co-owner lives in it. All other occupied housing units are classified as "rented." Townhome (also known as duplexes, rowhouse, etc.): Attached housing units, each on a separate lot, and each with its own entry from a public or shared street or common area. Unstably Housed: Any individual or family who 1) Is at-risk of losing their housing. 2) Have been notified to vacate current residence or otherwise demonstrate a risk of losing current housing, and 3) Lacks the resources or support networks to obtain other permanent housing. Vacant housing unit: A housing unit is vacant if no one is living in it at the time of enumeration unless its occupants are only temporarily absent. Units temporarily occupied at the time of enumeration entirely by people who have a usual residence elsewhere are also classified as vacant. Vacant land: Vacant and part-vacant land identified within the local buildable land inventory that is not developed and unconstrained for future planned residential development. Vouchers (Tenant-based and Project-based): HUD provides housing vouchers to qualifying low- income households to off-set a portion of their rents. These are typically distributed by local housing authorities. Vouchers can be "tenant-based," meaning the household can use them to help pay for market-rate housing in the location of their choice. The tenant pays the difference between the fair market rent and 30% of the tenant's income. Or vouchers can be "project-based,"meaning they are assigned to a specific building. •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 1 1 . INTRODUCTION Purpose Communities across the nation are facing unprecedented challenges with providing safe and affordable housing for people at all income levels. In response, Mason County continues to pursue policies and planning activities aimed at understanding housing needs and implementing local actions to preserve affordable housing and foster additional housing development. The Mason County Housing Needs Assessment (HNA) examines current housing conditions; forecasts long-term housing needs; and identifies potential policies that support a fair and equitable housing environment. The HNA process included a review of current land use and public facility plans, and local development regulations to determine existing conditions and perceived barriers to new development. Community input through stakeholder interviews and meetings with the Mason County Housing & Behavioral Health Board served to identify issues and to discuss potential policies designed to increase production of affordable and market-rate housing. The overall goal of the Housing Needs Assessment is to help focus community efforts on the most critical local housing issues. The Mason County Housing Needs Assessment is intended to identify long-term housing needs and to analyze and recommend housing policy strategies that will help foster new housing opportunities for households of all income The policies and practices discussed in this Memorandum are intended to build upon the efforts already undertaken by Mason County and the City of Shelton. The four primary objectives of the Housing Needs Assessment aim to: 1. Evaluate housing options and recommend housing needs that will inform the Housing Chapter of the Comprehensive plan and identify the highest needs for affordable housing in Mason County. 2. Inform the community on its housing needs for households that are low and very low income. 3. Aid officials in assigning priority and resources to the housing needs identified. 4. Provide a necessary guide in developing appropriate housing policies, programs, and strategies. Regional Context Because housing markets are rarely contained within a single jurisdiction, a regional perspective is necessary to understand market dynamics. For example, if safe and affordable housing is not sufficient in one community, people are likely to search for housing in nearby jurisdictions rather than leave the region altogether. The focus of this HNA is on Mason County, which includes the urban areas of Shelton, Belfair and Allyn and unincorporated portions of Mason County. While Mason County overall is relatively rural in nature, the proximity to Pierce and King counties has made it an attractive destination for people who want to escape the high cost of living in those urban counties (the latest HUD data indicates fair •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 2 market rent fora o�F �~'i Islam one-bedroom apartment in �}, i_ I Mason County is 20% less H d.f expensive than in u ` 4 Pierce County and - 44% less °^ .-Hp expensive than in ■ King County). As !� r �' !•91iri , discussed later in �°�� o ' o. Fd this report, Mason County has seen _ T urn � Q • as � '��- �m��. To wp an influx of new Saea � s r o residents and t ° second-home ^ � Kam rt § buyers since they _A 36A„ beginning of the global Covid pandemic (2020+) which has exacerbated the housing market imbalance. Recent Accomplishments Mason County and the City of Shelton have already taken significant steps to address housing challenges and to create new development opportunities. Recent accomplishments include: • In 2018, the Mason County Housing Authority Board of Commissioners established a local Housing Authority Fund (per RCW 35.83) for supporting affordable housing initiatives, generating revenues and accounting for expenditures. • In 2019 the City of Shelton partnered with Quixote Communities to provide 30-units of supportive housing for homeless veterans in the form of a "tiny home" village on publicly owned property. The project is slated for completion in 2023. • In 2019, Mason County convened for a Workforce Housing Summit. The event included presentations and discussions with local and state housing experts and major local employers. The 2019 Workforce Housing Summit report provides a central resource for data, recommended actions, and information regarding housing issues in Mason County. • The Belfair UGA Subarea Plan and Planned Action EIS Ordinance was adopted in March 2022. The adoption of these documents enabled Mason County to amend its land use code to accommodate an increase in housing development within the Belfair UGA. • Shelton recently completed updates to the municipal development code to lower barriers to housing development within city limits, including lowering the minimum lot size in its most broad residential zone (Neighborhood Residential), lowering restrictions on Accessory/Secondary Dwelling Units in the zone, and allowing for the provision of duplex and triplex residential structures in more places within the zone. •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 3 • Mason County now provides rent assistance and eviction prevention programs to residents experiencing housing instability. • The Mason County Community Services division maintains a robust summary of housing resources on its website ranging from shelter locations, food resources, and contact information for providers in the County. • This Housing Needs Assessment for Mason County is a major step in understanding and defining the current challenges and opportunities facing Mason County. It is recommended that the report findings be circulated widely and discussed with local officials to generate momentum needed to spur positive change and actions that lower barriers to development of affordable housing. Approach The process used to create this HNA report is illustrated in the following graphic and included: • Housing Needs Projection based on current demographic and socio-economic trends and population projections to determine housing needs in the county over the next 20 years. These projections also included affordability considerations for at-risk subpopulation groups. • Economic and Infrastructure Assessment of commute patterns of local workers and residents and current economic conditions. Public facility providers were interviewed, and facility master plans were reviewed to determine the general sufficiency of water, sanitary sewer, and power infrastructure required to accommodate projected housing demand. • The Housing Policy Assessment included a review of current local housing policies and identification of potential regulatory and financial incentives that the County and City of Shelton should consider for increasing the affordable housing supply. • Community Engagement with input from county and city planners and engineers as well as local developers, real estate lenders and brokers that are actively involved in the housing market. Outreach and coordination meetings were also held between consultants and County and City of Shelton staff and the Mason County Housing & Behavioral Health Board to review, advise, and refine key findings and recommendations. A list of stakeholders that provided input is provided in Appendix A. HNA Work Plan Approach Co older Involvement �thesls Housing Economic ous n� HNA Report Needs Infra Palicy i Rollout ,analysis Assessment Review �iantl� f4lonth I,,�ntb Month hlant#� •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 4 II . COMMUNITY OVERVIEW Population Mason County continues to set yearly record high population levels and has added over 5,000 residents over the last decade (2010-2020). According to OFM, Mason County population had 65,750 year-round residents in 2021 (Exhibit 1). Mason County experienced a record increase in net in- migration of 1,020 people in 2019 with a smaller increase of 719 people in 2020 (OFM). Several factors, including broader regional growth, increasing share of remote workers, and quality of life, are driving recent population increases in Mason County. The unincorporated portions of Mason County account for 84% of the total residents. The City of Shelton (pop. 10,410) is the largest city. Other major rural service centers include Shelton UGA(pop. 3,751), Allyn UGA (pop. 2,221) and Belfair UGA (pop. 1,054). Exhibit 1: Population Trends(2010-2020) Washington 6,724,540 7,707,047 7,766,975 1.32% Mason County Total 60,699 65,726 65,750 0.73% City of Shelton 9,834 10,371 10,410 0.52% Shelton UGA 3,717 3,751 0.09% Allyn UGA 1,972 2,221 1.20% Belfair UGA 987 1,054 0.66% Other Unincorp.Mason County 44,189 48,329 0.90% Source:Washington State Office of Financial Management Intercensal Estimates;April 1,2021 CAGR:Compound Annual Growth Rate Note:*Data for unincorporated communities is not provided. The median age of Mason County residents (45.6) has increased steadily for nearly two decades. However, the median age in Shelton(36) is well below the county and statewide (37.7) figures (Exhibit 2). •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 5 Exhibit 2: Population Age, Washington, Mason County, Shelton, 2000-2019 Median Age, 2000, 2010, and 2019 50 43.6 45.6 45 40.3 40 35.3 37.0 37.7 35.8 37.8 36.0 35 30 25 20 15 - 10 5 - 0 - Washington Mason County Shelton ■2000 ■2010 ■2019 Source:U.S. Census Bureau,American Community Survey 5-Year Estimates(Table S0101) The largest ethnic group in the area includes the Hispanic/Latino segment. Hispanic/Latino population accounts for 10% of all residents within the County compared with 13% statewide. In Shelton, Hispanic/Latino residents account for 21% of the population (Exhibit 3). Exhibit 3: Population Identifying as Hispanic or Latino, Washington, Mason County, Shelton, 2019 Population Identifying as Hispanic or Latino, 2019 25% 20°� - 15% 13% 100/0 10% - 5% 0% Washington Mason County Shelton Source:U.S.Census Bureau,American Community Surveys-Year Estimates(Table DP05) Average household size in Mason County remained relatively steady over the last two decades, ranging between 2.49 and 2.63 residents per household. In 2019, there were 2.58 residents per household, slightly above the statewide average of 2.55 (Exhibit 4). In Shelton, where the average household size has steadily increased, the 2019 average household size was 2.76. •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 6 Exhibit 4: Average Household Size Average Household Size,2000, 2010, and 2019 3.0 2.5 2.0 1.5 1.0 0.5 0.0 Mason County ■2000 ■2010 ■2019 Source:U.S.Census Bureau,American Community Survey 5-Year Estimates(Table B25010) The number of Mason County residents living in group quarters (institutionalized settings including state prison and cognitive care establishments) increased slightly over the last decade to 2,455 (Exhibit 5). This represents a 3.7% share of total county population in 2020, which is above the statewide average of 2.1%. It is estimated that approximately 1,100-1,300 people living in group quarters were inmates at the Washington Correction Center in Shelton. Exhibit 5: Group Quarters Population Mason County Group Quarters Population,2000, 2010, and 2020 2,500 2,450 2,400 2,350 ' 2,300 2,250 2,200 2,150 2,100 2,050 2,000 ■2000 ■2010 ■2020 Source:U.S.Census Bureau,Decennial Census(Tables P037,P42,P5) Income levels in Mason County have risen substantially over the last decade, especially among non- family households whose median income increased by 38%between 2009 and 2019 (Exhibit 6). Median income for non-family households increased to $39,543 in 2019. The median income for -%4 FCS GROUP Mason County December 2022 Housing Needs Assessment page 7 family households increased to $71,611 in 2019'. Presently, 2.5% of residents of Mason County receive some form of SSI assistance. Exhibit 6: Median Household Income by Household Type, Mason County, 2009 and 2019 Median Household Income by Type, Mason County $80,000 $71,611 $70,000 $60,565 $ $56,809 60,000 $50,000 $48,104 $40,000 $39,543 $30,000 $28,641 $20,000 $10,000 $0 All Households Family Non-Family Source:U.S.Census Bureau,American Community Survey 5-Year Estimates(Table B25010) Housing Cost Burdens According to U.S. Housing and Urban Development (HUD), households are considered to be "rent burdened"if they pay over 30% of their income on rent. Households are "severely rent burdened" when they pay over 50% of their income on rent. As shown in Exhibit 7, about 20% of the renter households in Mason County were severely rent burdened in 2020, which compares favorably to Washington state as a whole (21%). However,within the City of Shelton, nearly 3 out of 10 rental households (29%) were severly rent burdended in 2020. More recent socio-economic indicators portend a rising share of severely rent burdened households for 2021 and 2022, as rents tend to rise faster than income levels. 1 Census money income is defined as income received on a regular basis(exclusive of certain money receipts such as capital gains)before payments for personal income taxes,social security,union dues, Medicare deductions,etc. Therefore,money income does not reflect the fact that some families receive part of their income in the form of noncash benefits,such as food stamps, health benefits,subsidized housing,and goods produced and consumed on the farm. •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 8 Exhibit 7: Severe Rent Cost Burden, Mason County Severely Rent-Burdened Households,2020 35% 30°/6 25% 20% 15% 10% 20 0 5% - 0 Washington State Mason County City of Shelton Source:U.S.Census Bureau, American Community Surveys-Year Estimates(Table B25070) It should be noted that there are other factors referenced by HUD that impact"affordability" more than just house rent/price and number of bedrooms. Costs also account for neighborhood school quality,public safety, and access to jobs and amenities. The percentage of income standard for housing affordability may not fully consider the effects of housing and neighborhood quality. Housing that may appear affordable based on cost alone, for example, might be far from employment centers, increasing the percentage of income a household dedicates to transportation. A household may also choose a low-quality housing unit or a low-opportunity neighborhood to reduce housing costs. As a result, the conventional measure of affordable housing likely underestimates the number of households who are burdened by combined housing and transportation costs as well as the number of households in need of quality affordable housing" Like many rural communities across the U.S., an increasing share of Mason County households are experiencing economic hardship as the overall cost of living rises faster than income levels. Since the War on Poverty began in 1965,the Federal Poverty Level (FPL) has provided a standard for determining the proportion of people living in poverty in the U.S. Despite the FPL's benefit of providing a nationally recognized income threshold for determining who is poor, its shortcomings include the fact that the FPL is not based on the current cost of basic household necessities, and except for Alaska and Hawaii, it is not adjusted to reflect cost of living differences across the U.S. In fact, federal poverty statistics indicate that the number of Mason County households living in poverty decreased by 15.7% since 2010. In recognition of the shortcomings associated with federal poverty statistics, the United Way now provides a new measure of economically distressed households struggling in each county in a state. This effort provides a framework to measure households that do not earn enough to afford basic necessities, with a population segment called ALICE (Asset Limited, Income Constrained, Employed). The ALICE methodology takes into account the total cost of household essentials—housing, childcare, food,transportation,technology, •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 9 and health care, plus taxes and a 10 percent contingency. ALICE data are calculated separately for each county, and for six different household types. For more information, please check out: https://www.unitedforalice.org/methodology In 2018, 41% of the households in Mason County were either living in poverty or classified in the ALICE category, which is well above the Washington state average of 33% (Exhibit 8). Measures of"economic deprivation" are tracked by the WA Dept. of Health and Social Services for each county. Recent Mason County benchmarks from 2020 include: • Eligible students for free/reduced price lunch have shown little change over past 3 years with a range of 55.9 in 2018 to 54.3 in 2020 (per 100 students enrolled in lunch programs). • Temporary Assistance to Needy Families (TANF) child support(per 100 children 1-17 of age) has shown slight increase from 7.6 in 2018 to 8.1 in 2020. • Food Stamp recipients (per 100 persons of all ages) has also shown a measured increase from 22.7 in 2018 to 23.8 in 2020. Exhibit 8: Poverty and ALICE Households,Washington, Mason County, City of Shelton, ALICE Households, Washington, Mason County, Shelton Shelton • .', 34.9% 45.5% Mason County 28.1 Washington State ML 23.2% 0.01/0 20.0% 40.0% 60.0% 80.0% 100.00/0 ■Poverty Households ■ALICE Households ■Above ALICE Households Source:UnitedforALICE,ALICE Report 2018 Homeless Residents According to the U.S. Department of Housing& Urban Development (HUD), a person is considered homeless if they are: • Fleeing Domestic Violence • Sleeping in an area or structure not meant for human habitation (e.g., outside, vehicle, etc.) •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 10 • Staying in an emergency shelter or in a transitional housing program Recent Point-in-Time Counts for Mason County indicate that the total number of unsheltered and sheltered homeless residents in Mason County included approximately 238 people in 2022 (Exhibit 9). Mason County HNA Advisory Committee members indicated that the number of homeless residents within the county may be much higher than what the Washington Dept. of Commerce survey data suggests. Surveys tend to omit residents that are living in"transitional locations" (such as staying with friends or relatives) due to limited available housing options and/or inadequate income levels. Exhibit 9: Point in Time Homeless Count, Mason County, 2022 Households"Persons ...in households with no minors under 12 135 132 ...in households with at least one minor under 12 103 35 ...in youth households with no adults over 25 - - TOTAL 238 167 Source:Washington Dept.of Commerce. While the latest point-in-time counts did not include subpopulation estimates of homeless residents, the results from the prior counts indicated that homeless and unstable housing extends to seniors, persons with disabilities and veterans. The overall at-risk population within these subgroups is depicted in Exhibit 10. Exhibit 10: Mason County Population and Households by At-Risk Subgroup,2021* . . Homeless families with children 103 35 Homeless families no kids 135 132 Individuals with mental illness 2,679 1,088 Veterans 7,829 5,220 Persons with disabilities 12,553 6,276 Senior Citizens(65+) 15,381 10,415 Victims of domestic violence A-222,938 11,095 Sources:U.S.Census,American Community Survey,National Statistics on Domestic Violence,Wounded Warrior.org;WA Dept.of Commerce. Workforce Commuting Patterns Mason County is home to an estimated 66,768 people and nearly 14,000 jobs. Historically, the economy was driven primarily by the timber and fishing industries, with more recent gains in the services and retail sectors. Over half(53%) of the jobs in Mason County are filled by local county residents. Approximately 4 in 10 workers commute less than 10 miles to their job. A slightly higher share (43%) commute 10 and 50 miles each way (Exhibit 11). •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 11 Exhibit 11: Work Commute Characteristics, Mason County, 2019 f_ O 3 Sea 6,506 16,745 C IEg 7,492 K Federal Way � Tacoma ,hut 0 ,a� ,z Employment by Place of Work Employment (as measured by at-place-of-work jobs covered by unemployment insurance) within Mason County is growing across most job sectors with the exception of industrial trade. Overall, the county added 391 jobs between 2010 and 2020 (Exhibit 12). Between 2010 and 2020, the industrial sector lost 446 jobs while the retail sector added 427 jobs. During this time frame the government sector added 279 jobs and the services sector added 121 jobs. Exhibit 12: Employment Trends in Mason County. 2010 to 2020 Industrial 3,020 2,690 2,574 (446) -1.6% Retail 1,416 1,765 1,853 437 2.7% Service 3,735 3,720 3,856 121 0.3% Government 5,245 5,483 5,524 279 0.5% Total 13,416 13,658 13,807 391 0.3% Source:Washington State Employment Security Department AGR=average annual growth rate. Mason County is now facing relatively higher unemployment levels than the state as whole. As of January 2022, the county had an unemployment rate of 7% compared with the statewide average of 4.3% (Exhibit 13). It should be noted that the official unemployment count includes workers that have been actively looking for work over the past 12 months. As such, it excludes workers that are under-employed or have decided to leave the workforce due to personal reasons. •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 12 Exhibit 13: Unemployment Rates in Mason County, Washington State 20% 18% 16% 14% — — 12 10% 8% 6% �•. 4% 2% 0% 4 N° �° NNO, N° ti'` ti'` ti'` 411 1 o0 �a� �a 1 a0 41 1 o0 1a� �a 'e11 o� 41\ Mason County Washington Source:Washington State Employment Security Department Exhibit 14 below shows average wages for industries throughout Mason County. The average wage in the county is $48,957 per year. Wage leaders in the county include Finance and Insurance ($76,241 per year), Professional and Technical Services ($67,489 per year), and Government ($62,630 per year. Exhibit 14: Average Wages, Mason County Average annu Industry wa Total $48,957 Agriculture,forestry,fishing and hunting $53,156 Utilities $25,005 Construction $42,133 Manufacturing $45,016 Finance and insurance $76,241 Real estate and rental and leasing $26,805 Professional and technical services $67,489 Administrative and waste services $38,626 Educational services $23,169 Healthcare and social assistance $36,489 Arts,entertainment,and recreation $23,893 Accommodation and food services $25,806 Other services,except public administration $33,021 Government $62,630 Source:2021 Washington ESD QCEW Data •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 13 III . HOUSING CONDITIONS AND NEEDS Existing Inventory Local housing inventory and tenancy patterns shed light on housing conditions and demand preferences. In 2019, there were 33,503 housing units in Mason County of which 24,278 units were classified as occupied and 9,225 units were not occupied by permanent year-round households. It is estimated that nearly all of these 9,225 housing units are used as seasonal second homes or investment properties. Like most counties in Washington, single-family detached housing is the most prevalent housing type representing 72% of the housing stock. The remaining inventory in Mason County includes mobile homes (20%), townhomes and plexes (5%), and multi-family(3%), as shown in Exhibit 15. Exhibit 15: Existing Housing Mix Housing Units by Housing Type, Mason County, 2019 20% ■ Single Family Detached 3% Townhomes / Plexes Multifamily (5+ units) Mobile home /other Source:U.S. Census Bureau,American Community Survey 5-Year Estimates(Table B25032) Owner-occupied housing units represent 77% of the housing inventory while renter-occupied units account for the other 23% of the inventory (Exhibit 16). •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 14 Exhibit 16: Existing Housing Tenancy, 2015-2019, Mason County Housing Unit by Housing Type and Tenure, Mason County, 2019 30,000 25,000 20,000 15,000 10,000 5,000 ■ Single Family Townhomes/Plexes Multi-Family(5+Units) Mfg.HomelOther Detached ■Owner-Occupied Dwelling Units ■Renter-Occupied Dwelling Units ■Other Seasonal &Vacant Source:U.S. Census Bureau,American Community Survey 5-Year Estimates(Tables B25032&CP 04) The current overall housing vacancy rate in Mason County is estimated at 1%. However, over 1 in 4 homes in Mason County (27% of the entire housing inventory) are used as second homes or seasonal housing by out-of-county residents. The second home inventory represents 9,225 housing units in Mason County. The share of seasonal housing in Mason County is now much higher than nearby Jefferson County(21%), Kitsap County (7.8%), Pierce County (6.8%), and Thurston County(5.6%). While there is no accurate count of short-term rentals in Mason County, interviews with real estate professionals indicate that the short-term rental market (units rented on a daily, weekly, or monthly basis) is fairly limited in the county, with the exception of some waterfront properties marketed through websites such as AirB&B or VRBO. Exhibit 17 reflects housing units by year of construction. As of 2018, the median age of all housing units in Mason County was 28 years (built in 1990). However, the median age for the rental housing inventory was much older at 39 years (built in 1979). In comparison with statewide averages, the median age of owner-occupied housing in Mason County was 26 years compared with 35 years for the state. The median age for rental housing in Mason County is slightly older than the state (39 years for Mason County vs. 35 years for the state). According to the U.S. Department of Housing and Urban Development (HUD), today's manufactured homes have an average life expectancy of 30-55 years, depending on the level of maintenance. With a current inventory of over 6,700 mobile homes, it is likely that many if not most of these units will need to be refurbished or replaced over the next 20 years. -%4 FCS GROUP Mason County December 2022 Housing Needs Assessment page 15 Exhibit 17: Dwelling Units by Year Built, Mason County 9,000 8.000 7.000 6,000 5,000 4,000 3,000 2,000 1,000 2014 or 2010 to 2000 to 1990 to 1980 to 1970 to 1960 to 1950 to 1940 to 1939 or later 2013 2009 1999 1989 1979 1969 1959 1949 earlier Source:U.S. Census Bureau,American Community Survey 5-Year Estimates(Table B25034) Subsidized and Income-Restricted Units Mason County has taken a proactive role in providing affordable housing to low income citizens for over five decades. The Housing Authority of Mason County, doing business as the Mason County Housing Authority,was organized in 1972. It operates a Rural Development property,which includes 109 subsidized housing units. Most properties were built in the late 1970's, including Goldsborough Cove (20 units), Fairmont Cove Apartments (40 units), and Pine Gardens (28 units). The most recent development includes a Section 8 property that was built in 1996 named Kneeland Park Apartments. The Mason County Housing Authority has also partnered with the Bremerton Housing Authority to help manage Section 8 Housing Voucher programs,which currently include: MCH Authority's 109 Units HUD Section 8 Project Based Units= 28 USDA Units = 60 Tax Credit Units =21 Government assisted housing with income restrictions are one of the most important types of housing required to ensure that all housing needs are met. Without such units, it is difficult for many low- income households to avoid being cost-burdened. Among these units variety is also necessary to meet a range of household size requirements. Within Mason County in 2022 there were 78 income- restricted subsidized units, split among several locations (Exhibit 18). -%4 FCS GROUP Mason County December 2022 Housing Needs Assessment page 16 Properties Restricted for Residents Earning < 120% MFI, Mason County . . Shelton 69 Union 3 Belfair 2 Grapeview 2 Hoodsport 1 Shorecrest 1 Total 78 Income Restricted . . of Bedrooms i 1 20 $1,098 2 34 $1,275 3 23 $1,732 4 1 $1,800 Source: Mason County Public Health Dept Representatives from the Mason County Housing Authority, Housing Kitsap, and Bremerton Housing Authority indicated that the waidist for low-income housing vouchers in both Mason County and Kitsap County exceeded 1,000 applicants. New Construction Activity New housing construction permits issued in the County indicate consistent development activity over the past several years. Mason County issued new residential construction permits at an average rate of 392 per year between 2017 and 2021. Within Mason County, the Urban Growth Areas of Shelton, Bellfair and Allyn added approximately 42 housing units per year during the past five years. In the City of Shelton, new housing construction averaged 29 units per year during the same timeframe (Exhibit 19). As shown below, most units were single family residential dwellings with a substantial number of mobile home units constructed in the county. •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 17 Exhibit 18: New Residential Housing Units Permitted, Mason County (2017-2021) Shelton Total 32 51 24 17 19 Single-Family Detatched 26 47 20 15 19 Plex 6 4 4 2 0 Multi-Family 0 0 0 0 0 Mobile Homes 0 0 0 0 0 Other Mason County Total 472 465 330 352 488 Single-Family Detatched 411 427 239 239 315 Plex 6 2 0 0 0 Multi-Family 0 0 0 0 0 Mobile Homes 55 36 91 113 173 Source: City of Shelton and Mason County Housing Unit Construction Permits in Mason County, 2017-2021 600 500 400 300 200 100 0 2017 2018 2019 2020 2021 ■City of Shelton ■UGAs(Shelton,Belfair,Allyn) ■Other County Source:City of Shelton and Mason County Housing Values and Rents Home values in Mason County have increased significantly in recent years. As indicated in Exhibit 20, median home price indices in Shelton and Belfair increased to $459,664 and $501,000 respectively (as of January 2022). In both of these communities, home prices have increased more than 20% annually since 2020. In comparison with other cities in the southern Puget Sound, Mason County home prices are increasing at a much faster rate. As of February 2022, there were only 77 housing units actively listed for sale in Mason County, of which only 5 units were priced below $271,000. Hence only 6% of the listed homes would be considered attainable to households earning 80% of the area median income. •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 18 Exhibit 19: Home Value Price Index in Select Markets i Belfair $329,000 $380,000 $501,000 23.4% Shelton $274,0 00 $346,000 $459,664 29.5% Olympia $355,000 $411,000 $510,000 19.9% Tacoma $340,0001 $398,000 $482,000 19.1% Source:Zillow.com;analysis byFCS 2/16/22 Currently, the HUD fair market rents within Mason County range from $710 for an efficiency unit to $1,529 for a four-bedroom unit, as shown in Exhibit 21. Fair Market Rents,2022 f Housing and Urban Development $710 $938 $1,069 $1,504 $1,529 - I_-nj Two-Bedroom Exhibit 20: Maximum Rent Limits for HOME Projects, Mason County Low Home Rent Limit $ 691 $ 740 $ 888 $ 1,026 $ 1,145 $ 1,263 $ 1,380 High Home Rent Limit(Max allowed) $ 710 $ 938 $ 1,069 $ 1,300 $ 1,431 $ 1,561 $ 1,690 For Information Only: Fair Market Rent $ 710 $ 938 $ 1,069 $ 1,504 $ 1,529 $ 1,758 $ 1,988 50%Rent Limit $ 691 $ 740 $ 888 $ 1,026 $ 1,145 $ 1,263 $ 1,380 65%Rent Limit $ 879 $ 943 $ 1,133 $ 1,300 $ 1,431 $ 1,561 $ 1,690 Source:U.S.Housing and Urban Development,June 15,2022. Housing Gap Analysis An analysis of rental housing demand and supply indicates that there are existing market gaps yet to be addressed by housing builders or developers. As shown in Exhibit 22, the most significant market gaps are contained within the upper- and lower-ends of the market. For example, with 2,051 existing rental households in Mason County earning $50,000+ annual income, the number of available rental units at attainable price levels included only 1,299 units. Hence, there is estimated pent-up demand for approximately 752 quality market-rate rental units at rents upwards of$1,250 per month (one bedroom units) and $1,875 or more (for two+bedrooms). There is also significant demand for additional lower-cost rental units priced at $500 or less per month. There are approximately 2,053 rental households in Mason County with incomes below $20,000 but only 1,402 rental units priced under $500 per month. This creates a market gap of 651 low-income rental units with an allocation of 60% studio/l bedroom; 30% 2 bedroom; and 10% 3 bedroom units. As a result of these market gaps, most low-income households are paying well over 50% of their income on inadequate rental housing; which is a factor driving up the share of severely rent burdened households in Mason County. •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 19 Exhibit 21: Rental Housing Market Gap Analysis, Mason County Affordab menferV01matel Capture Additional Monthly Ren • Demand Household Income Category Costs* Households Rental Units F( Analysis (units) $75,000ormore: $1,875 1,035 505 (752) market rate 50% $50,000 to$74,999: $1,250-$1,875 1,016 794 gap 376 $40,000 to$49,999 $1,00041,250 961 2,248 $20,000 to$39,999 30%to60%AMI $500-$999 665 781 Note1 Less than$20,000: 30%or belowAMI Less than$500 1,128 580 (651) subsidized 50% 326 Zero or Negative Income Requires subsidy 925 822 housing gap ° Total 5,730 5,730 1 (1,403) 702 Source:U.S.Census Bureau,American Community Survey2013-2018,tables B25103 8 B25063;FCS GROUP. Note 1:Manymiddle priced units are being occupied bylower-income households orupper-income households atthis time. Calculated as 30%of income range based on HUD guidelines Population Growth Forecast The medium and upper population growth forecasts provided by the Washington Office of Financial Management(extrapolated to 2042) for Mason County indicate that the county can expect to add between 19,250 and 33,938 residents over the next 20 years. This equates to an annual average growth rate (AGR) of between 1.13% and 1.67%. In light of the fact that county population has historically been increasing at 0.73% annually, the medium growth forecast (1.13% AGR) is utilized for this housing needs assessment (see Exhibit 23). Even with the potential incorporation of Belfair or other areas, the medium growth forecast is assumed to reflect most likely growth rates over the next two decades. Exhibit 22: Mason County Population Trend and Forecast(2010-2042) Population Trend and Forecast, Mason County, 2010-2042 90,000 86,903 85,000 i 80,000 75,000 70,000 67,217 6 65,000 lop 60,000 55,000 50,000 2010 2017 2020` 2022 2025 2030 2035 2040 2042 —Medium Growth Forecast Source:Washington State Office of Financial Management,2017 GMA Population Projections 'GMA forecast su perceded by decennial census data •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 20 Housing Need Forecast The baseline housing demand forecast considers net new housing needed to meet additional population growth and the mix of housing types that would most likely address future market requirements. The housing needs for Mason County take into account the following factors: • Medium-growth forecast of the net new permanent population expected to be added over the next 20 years throughout Mason County (per the Washington Office of Financial Management). • Current average household size (2.58 people per occupied dwelling). • Seasonal housing share based on current estimates (27.5%) • Conservative capture rates of the current housing shortfall for market rate rental apartments • Potential for development of additional government-subsidized housing. • Current allocation of population that resides in group quarters arrangements (3.7%) • Long range plans to provide adequate infrastructure (water, sewer, and road capacity) to create new planned unit developments or single-family subdivisions. The baseline forecast reflects a range in housing types to address market preferences and demand for more attainably priced"middle housing"types, such as apartments, plexes, manufactured homes and accessory dwellings. As indicated in Exhibit 25, the baseline forecast assumes 11,573 net new housing units are constructed in Mason County over the next 20 years. This includes: • 7,345 housing units for permanent year-round residents • 2,791 seasonal housing units for part-time residents • 371 market-rate apartments to address current demand shortfalls • 326 government-assisted housing units for year-round residents. Note, this is a financially constrained forecast based on current funding sources. Actual demand is likely to exceed this estimate if adequate federal grant funding is provided. • Shared housing for 735 people living in group quarters arrangements, such as assisted living, congregate care, transitional housing, emergency housing, etc. Exhibit 23: Mason County Net New Housing Needs by Type: 2022-2042 • 2022 2042 etimate forecast Change 7Co_,n�Population 67,217 86,903 19,687 Less Group Quarters(3.7%) 2,511 3,246 735 Pop in Households 64,706 83,657 18,951 Avg.Household Size 2.58 2.58 Households(year round) 25,080 32,425 7,345 Vacancy and Seasonal Housing Assumption 27.5% 27.5% 2,791 Growth-related Housing Demand(dwelling units) 34,610 44,746 10,137 Plus Pent-Up Demand for Market Apts. 376 Plus Pent-Up Demand for Gov't Assisted Units 326 Plus Group Quarters Demand 735 Total New Housing Demand 11,573 •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 21 Housing Replacement Demand In addition, to the baseline housing need, there will be a need to replace or refurbish an estimated 3,200 mobile homes (a portion of nearly 6,400 existing dwellings that are now reaching the end of their useful life). For analysis purposes, it is assumed that 50% of these units will need to be replaced over the next 20 years Projected Housing Demand by Income Level Near-term and long-term housing demand by income level is reflected in Exhibit 25. Over the next five years, we would anticipate that housing demand will be driven by a significant amount of pent- up market demand for rental housing, particularly market-rate apartments and government-subsidized dwellings of diverse sizes ranging from small studio apartments to 1, 2 and 3 bedroom homes. Exhibit 24: Mason County Net New Housing Needs by Type: 2022-2042 iTotal ProductsHousing Housing Housing Representative Housing Attainability Level Need Need Need Housing Upper(120%or more of MI) 1,013 3,038 4,051 Standard Homes, Townhomes Upper Middle(80% to 120%of M 1) 955 1,360 2,315 Cottage Homes, Townhomes,Apartments Lower Middle(60% to 80%of M 1) 434 1,302 1,736 Plexes,Mbd.Homes, Apts. Very Low(30%to 60%of M 1) 347 1,042 1,389 Accessory Dwellings, Govt Assisted Extremely Low(less than 30%of M 1) 289 868 1,157 Accessory Dwellings, Govt Assisted Group quarters&Special needs 231 694 926 Govt Assisted, Transitional Shelters Total 3,269 8,304 11,573 Source:estimates by FCS based on prior tables and stated assumptions. Exhibit 25 represents a potential allocation of future housing demand by submarket. This preliminary target allocation of housing demand takes into account current and projected population forecasts, and housing needs reflected by the Belfair Planned Action EIS, as well as emerging market trends identified herein. It should be noted that the community of Belfair has recently made a significant investment in sewer and transportation infrastructure. These investments are expected to increase near-term residential capacity in Belfair. In response,Mason County has adopted a preferred land use alternative aimed at creating new mixed-use and residential development opportunities in Belfair. •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 22 Exhibit 25: Projected Net New Housing Demand by Subarea Other Housing Type City Flelton UGAI - Allyn UGA ILIGA County ToJ Single Family Detached 428 2,058 1,218 578 4,282 8,564 Townhomes/flexes 255 74 44 21 69 463 Multi family(5+units per structure)* 492 46 27 13 - 579 Mfg. homes and cottages 197 368 218 103 1,082 1,967 Total 1,371 2,546 1,507 715 5,434 11,573 Source: allocation derived from Washington OFM, City of Shelton, and Belfair UGA Planned Action EIS;and current market trends. *includes group quarters units. •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 23 IV POLICY CONSIDERATIONS Planning Policies To meet Washington Growth Management Act (GMA) requirements, the City of Shelton, and communities of Allyn, Belfair and other unincorporated areas should plan to accommodate at least 11,573 additional housing units over the next 20 years. Actual housing demand will likely surpass this long-range forecast by 3,200 units over 20 years once replacement demand for aging mobile homes is considered. It is recommended that this Housing Needs Assessment be adopted by resolution. The adopted HNA would result in new housing targets for Mason County. This would necessitate a series of Comprehensive Plan consistency edits. A preliminary set of edits to tables and figures is provided in Appendix B. Once adopted, Mason County can utilize the findings contained herein to amend the Housing Element of the Comprehensive Land Use Plan with new goals and policies aimed at fostering housing production at all income levels. New actions are needed to encourage a wider mix of housing types, with particular emphasis on safe and affordable housing. A list of potential policy actions that are considered"best practices" are provided in Appendix C. It is recommended that Mason County continue to work with the City of Shelton and local residents and housing stakeholders to implement some of these actions during or prior to the next periodic update of the Mason County Comprehensive Plan. Affordable Housing Strategies It is recommended that Mason County follow the approach used by the Bremerton Housing Authority to formally appeal the current HUD-calculated income limits for determining housing voucher eligibility levels. HUD income levels are used to determine fair market rents which in turn determines the value of housing vouchers. The wide variance between HUD income limits for Kitsap County (median income $102,500) and Mason County ($77,200) is significant. And this results in a large variance in current HUD fair market rents as shown in the following table for 2021-22. Mason County 1 $7791 $1,029 1 $1,1731 $1,652 1 $1,659 1 $1,9311 $2,183 Kitsap County 1 $1,406 1 $1,639 1 $2,1161 $2,920 1 $3,488 1 $4,012 1 $4,535 While appealing the current HUD calculated income levels for Mason County will come with a legal and technical cost, the benefits to low income households would be significant for many years. -%4 FCS GROUP Mason County December 2022 Housing Needs Assessment page 24 Create New Funding Resources Mason County and the City of Shelton have also concurrently implemented a new source of funding for affordable housing by adopting the supplemental Document Recording Fee (SHB 2060) and the Affordable Housing Sales Tax Credit (HB 1406, RCW 82.14.540). The Affordable Housing Sales Tax Credit enables Mason County and the City of Shelton to "capture" a portion of the state sales tax revenue that was generated during the base year (2019) to be utilized as a credit for funding eligible infrastructure projects and activities that support affordable housing. It is estimated that the Sales Tax Credit program will generate over $200,000 annually for programs and services that help increase affordable housing. It is recommended that new funding sources for affordable housing be further evaluated and adopted. A list of funding resources available to local governments and housing authorities (non-profit organizations) is provided in Exhibit 27 and Appendix D. While it is beyond the scope of this HNA to recommend specific funding resources and requirements, there are at two additional affordable housing funding techniques that the Washington State Legislature has authorized which are described below (preliminary analysis of each provided in Appendix E). Affordable Housing Levy (RCW 82.52.105) This legislation allows cities and counties to seek voter approval for up to a $0.50 levy milage rate to be used for eligible affordable housing developments and related infrastructure.* • Property tax—additional levy up to $0.50 per $1,000 assessed valuation. • Revenues restricted to finance affordable housing for"low-income" and"very low-income" households. • Requires simple majority voter approval. • Subject to $10 constitutional limit but not $5.90* *The affordable housing levy is not subject to the$5.90 local limit, but it is subject to the$10 constitutional limit and may be subject to prorationing if the$10 limit is exceeded. In the event that both a county, and a city or town within the county,pass affordable housing levies, the combined rates of these levies may not exceed $0.50 per$1,000 of assessed valuation in any area within the county. If the combined rates exceed$0.50, the levy of the last jurisdiction to receive voter approval must be reduced or eliminated so that the combined rate does not exceed$0.50. Preliminary analysis by FCS indicates that the unincorporated area within Mason County generated approximately $10,978,000,000 in assessed property value (AV) in 2020. If Mason County were to participate in this program for affordable housing at the maximum level of$0.50 per$1000 AV, the gross annual revenue could exceed $5.4 million. Similarly, the incorporated area within the City of Shelton generated approximately $1,196,000,000 in assessed property value (AV) in 2020. If the participated in this program at the maximum level of $0.50 per $1000 AV, the gross annual revenue could exceed $500,000. •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 25 Affordable Housing Real Estate Excise Tax (HB 1219, RCW 82.46.035 and 2011) This program allows counties to apply a 0.25%tax surcharge on real estate transactions for all areas within the county (including City of Shelton). No public vote is required. • REET tax—additional tax of up to 0.25% on real estate transactions. • This program is set to expire at the end of 2026 (unless extended by the WA state legislature). • Funds are be utilized for affordable housing projects. Limitations apply to the use of funds for public capital facility construction and maintenance. Preliminary analysis by FCS indicates that Mason County and the City of Shelton generated a combined total of approximately $240 million in non-exempt real estate sales transactions in 2021. Based on this level of sales activity, the 0.25% REET surcharge would have generated over $600,000 in gross revenues that year. Other Funding Techniques There are several additional funding programs that may be considered to leverage private investment in housing throughout Mason County. This includes utilizing local funding to leverage federal and state public grants and loans through the Washington State Housing Commission, and Washington State Housing Trust Fund. Please refer to Appendix C for a more complete list of local, state, and federal funding resources. Next Steps This Housing Needs Assessment is an important step in updating Mason County's growth needs for housing and related actions to help foster additional safe and affordable housing for all income levels. With adoption of this HNA document, Mason County is in a better position to seek state and federal grants for updating local plans and regulations; and leveraging public and private investment for new housing. -%4 FCS GROUP Mason County December 2022 Housing Needs Assessment page 26 Exhibit 26: Affordable Housing Funding Programs in Washington Affordable Housing& 60%of the Area Median Income Homelessness Creation of new units (AMI)or below Affordable Housing& Preservation,creation of new 80%of the AMI or below with Homelessness units,and supportive services special focus on those at 30%of AMI or below Affordable Housing Development of new units& 60%of the AMI or below housing-related services Affordable Housing Subsidizing rents 50%of the AMI or below Renovations to housing stock& Affordable Housing affordable home ownership 80%of the AMI or below opportunities • Affordable Housing Development and maintenance of 50%of the AMI or below affordable units,subsidized rents Affordable Housing Programs identified in local 50%of the AMI or below affordable housing plans Local investments in affordable �• Affordable Housing 60%of city median family income housing Homelessness Housing and wrap-around services N/A for the homeless Development of homeless Homelessness housing units,homelessness N/A prevention activities 1 Housing and wrap-around services Homelessness for mentally ill ordrug addicted N/A residents Development,planning,property Affordable Housing& acquisition,maintenance of Homelessness affordable housing,especially for N/A the homeless Paying down debt issued to fund Workforce Housing transit adjacent workforce N/A housing. Workforce Housing&Business Usually entails private Development construction of housing or Varies commercial on public land Source:Association of Washngton Cities and Muncipal Research Service Center;and FCS GROUP. :;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 27 APPENDIX A: HOUSING STAKEHOLDER PARTICIPANTS In addition to feedback received from interim meetings/presentations with the Mason County Board of Health and the Mason County Housing & Behavior Health Advisory Board, interviews were conducted with the following local, regional and state housing stakeholders: • James Burnett, Mason County Housing Authority • Kyle Cronk, President/CEO of the South Sound YMCA • Jim Morrell, Peninsula Credit Union CEO • Katrina Kahler-Wilson, Community Action Council Housing Program Director • Colleen Carmichael, Quixote Communities Executive Director • Justin Holzgrove, Director of Engineering & Utility Services Mason PUD • Emily Grossman, Washington State Department of Commerce Policy Advisor • Janine Stevens, Bremerton Housing Authority (also manages Mason County vouchers) • Betty Sue Jamison, Housing Kitsap (also manages Self Help Program with Mason County) • Jill Stanton, Bremerton Housing Authority, Executive Director •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 28 APPENDIX B: DRAFT COMPREHENSIVE PLAN CONSISTENCY EDITS In order to ensure consistency between the findings contained in the Mason County Housing Needs Assessment and the Mason County Comprehensive Plan, it is recommended that County planning staff work with the City of Shelton planning staff and housing stakeholders to refine long range housing capacity targets. The following tables are identified for potential replacement to provide consistency with growth assumptions provided by the Washington Office of Financial Management, City of Shelton and Belfair UGA Plan. •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 29 Remove Table 1 Table 1.Mason County Population Growth Assumptions:2016.2036 Population Percent 2016 2036 Increase Increase Mason County Total 62,320 83,800 21,480 34% City of Shelton 10,070 16,200 6,130 61% Shelton UGA 3,740 7,220 3,480 93% UGA:Allyn 1,990 3,290 1,300 65% UGA:Belfair 1,000 6,510 5,510 551% Rural County 45,520 50,580 37,900 83% Replace Table 1 as follows: Table 1.Mason County Population Growth Assumptions:2016 and 2020-2042 Population Percent 2016 2020 2022 est 2042 Increase Increase Mason CountyTotal 62,320 65,726 67,217 86,903 19,687 29% City of Shelton 10,070 10,371 10,606 16,200 5,594 53% Shelton UGA 3,740 3,751 3,836 7,220 3,384 88% UGA:Allyn 1,990 2,221 2,271 3,290 1,019 45% UGA:Belfair 1,000 1,054 1,078 6,510 5,432 504% Rural County 45,520 48,329 49,425 53,683 4,258 9% Source:Mason County Housing Needs Assessment,Washington Office of Financial Management,City of Shelton,and Belfair UGA Plan. Remove Table 14 Share of Percent of Additional Population Total Land Area Population Growth Area Shelton Urban Growth Area* 9,610 45% 1.5% Belfair Urban Growth Area 5,510 26% 0.4% Allyn Urban Growth Area 1,300 6% 0.1% Fully Contained Community Reserve 600 3% 0% RAC-LAM IRDS 400 2% <1% Rural Lands 4,060 19% 63% Total County 21,480 100% *includes Cityof Shelton Replace Table 14 as follows... Share of Percent of Additional Population Total Land Area Population Growth Area Shelton City+Urban Growth Area* 8,978 46% 1.5% Belfair Urban Growth Area 5,432 28% 0.4% Allyn Urban Growth Area 1,019 5% 0.1% Fully Contained Community Reserve 600 3% 0% RAC-LAM IRDS 400 2% <1% Rural Lands 3,258 17% 63% Total County 19,687 100% *includes City of Shelton -%4 FCS GROUP Mason County December 2022 Housing Needs Assessment page 30 Remove Table 15 Number of 2016 2036 New Housing Housing Housing 2016 Housing Units Units Units Units %Increase Mason County Total 33,400 44,000 10,650 32% City of Shelton 3,900 5,000 1,150 29% Urban Growth Areas(Allyn,Belfair,Shelton) 3,000 6,600 3,600 120% Rural County 26,500 32,400 5,900 22% Replace Table 15 as follows... New 2016 2022 2042 Housing Housing Housing Housing Units(2022- %Increase Units Units* Units 2042) (2022-2042) Mason County Total 33,400 35,503 47,076 11,573 35% City of Shelton 3,900 4,043 5,316 1,273 33% Urban Growth Areas(Allyn,Belfair,Shelton) 3,000 3,210 7,978 4,768 159% Rural County 26,500 28,250 33,782 5,532 21% 'estimate as of January 1,2022. Remove Table 16 Non Residential Residential Total Area(all acres in net acres) Capacity Capacity Capacity Urban Growth Areas 3,100 1,710 4,810 Shelton UGA** 1,650 1,430 3,080 Belfair UGA*** 1,652 564 2,216 Allyn UGA** 220 30 250 *Exclusively non-residential. **Net acres excludes unavailable lands,unsuitable lands;20 percent roads&25%market factor. ***See Belfair UGA Plan and EIS.Excludes unavailable and unsuitable lands and applies discount factor. Replace Table 16 with 2022 estimates as follows... Non Residential Residential Total Area(all acres in net acres) Capacity Capacity Capacity Urban Growth Areas 3,312 1,710 5,022 Shelton UGA** 1,597 1,430 3,027 Belfair UGA*** 1,640 564 2,204 Allyn UGA** 75 30 105 *Exclusively non-residential. **Net acres excludes unavailable lands,unsuitable lands;20 percent roads&25%market factor. ***See Belfair UGA Plan and EIS.Excludes unavailable and unsuitable lands and applies discount factor. :;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 31 APPENDIX C: POTENTIAL POLICY MEASURES This table includes a list of local city and county"best practices"measures for accommodating housing development. Mason County and the City of Shelton should consider some of these measures during their next scheduled update of their Comprehensive Land Use plans. Action Number Description Amend Local Zoning Regulations Z-1:Reduce Minimum Lot Sizes Amend lot characteristic standards,such as setback requirements,lot size averaging,etc.to remove barriers to the development of a wider range of housing. Z-2:Require a Minimum Density Create a minimum density standard in all residential zones.Example:minimum density standard of at least 70%of maximum density permitted in any residential zone. Z-3:Up-zoning Develop criteria and a process for identifying land to up-zone(or rezone)to meet the deficit of land for multifamily development.The criteria may include considerations of location, transportation access,access to and capacity of infrastructure,site size,development constraints, and other relevant criteria. Z-4:Increase Building Height Evaluate removing maximum density standards and building height limitations. Z-5:Integrate or Adjust FAR Standards Floor area ratio(FAR)is the ratio of a building's total floor area(gross floor area)to the size of the piece of land upon which it is built.Since FAR focuses entirely on building massing,it's often seen as a good alternative to density regulations(maximum number of lots or dwelling units per acre)in multifamily and mixed-use zones. Z-5a:Increase Allowed Housing Types Encouraging a larger variety of housing types including plexes and smaller scale multifamily development. Z-6a:Cottage Housing Allow cottages to be developed in clusters with shared central amenities(such as open spaces)to allow for the development of small single-family detached housing. Z-6b:Duplexes,Triplexes and Fourplexes Allow triplexes and quadplexes in single-family zones,possibly using a form-based code approach to regulate the development of these units. Z-6c:Townhouses Allow townhomes in single-family zones,possibly using a form-based code approach to regulate the development of these units. Z-6d:Courtyard Apartments Allow courtyard apartments in single-family zones,possibly using a form-based code approach to regulate the development of these units. Z-6e:Micro-housing Allow micro-housing in single-family zones,possibly using a form-based code approach to regulate the development of these units. Z-7:Increase or Remove Density Limits Evaluate removing maximum density standards. Z-8:Revise ADU Standards Evaluate changing development standards for accessory dwelling units,including changing the size limit. Z-9:Offer Density and/or Height Incentives for Density bonuses for development of deed-restricted affordable housing. Desired Housing Other Regulatory Standards •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 32 R-1:Reduce Off-Street Parking Requirements Evaluate reductions to off-street parking requirements for multifamily housing,including housing serving seniors and other populations that may have lower car ownership. R-2:Relax Ground Floor Retail Requirements Relax or eliminate requirements for ground floor retail in mixed use developments. R-3:Reduce Setbacks,Lot Coverage and/or Amend lot characteristic standards,such as setback requirements,lot size averaging,etc.to Impervious remove barriers to the development of a wider range of housing. Standards R-4:Adopt Design Standards Communities adopt design standards on a neighborhood or citywide basis to promote design consistent with their vision.Design standards in themselves do not create additional housing but are helpful to assist new forms or high-density housing fit in communities. R-5:Use a Form-Based Approach Adopt a form-based code approach to regulate the development of small apartments,cottages, tiny houses,and desired multifamily housing types in more zones. R-6:PUD/PRD and Cluster Subdivisions Identify opportunities to streamline the process and standards for designing and approving planned developments R-7:Manufactured Home and Tiny House Manufactured homes must be allowed on all single-family lots and must not be regulated Communities differently than site-built housing,but jurisdictions may require certain standards. Economic Displacement Strategies ED-1:Community Land Trusts A community land trust(CLT)is a non-profit organization,owned by a collective of community members,which buys and holds land within a neighborhood.It may raise funds through public or private sources to build structures on this land to be used for community purposes or to be sold to low-or moderate-income residents. ED-2:Need-based Rehabilitation Assistance Need-based rehabilitation assistance helps low-income,disabled,or senior residents make needed home repairs and safety upgrades by offering favorable financing terms or time-limited tax abatements to qualified homeowners. ED-3:Down Payment Assistance Down payment or assistance programs proactively address barriers to home ownership by offering no-interest or low-interest capital for qualified buyers. ED-4:Property Tax Assistance Programs Provide limited property tax exemption for low-income households. Cultural Displacement Strategies CD-1:Grants/Loans to Directly Support Small Washington state law establishes local governments'authority to support businesses by using a Businesses variety of programs. CD-2:Financing Ground Floor Commercial Cities and counties can use federal and private funds to finance ground floor commercial space. CD-3:Preservation Development Authorities PDAs,as quasi-public corporations,serve and are accountable to the public and administer public (PDA)and funds,while having the flexibility of a corporation.PDAs are particularly useful for developing and Ports maintaining the ground floor space for commercial and arts activities and leasing to businesses and nonprofits. CD-4:Commercial Community Land Trust Nonprofit corporations secure and maintain access to land for public benefit,in this case,to preserve affordable commercial space. •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 33 CD-5:Community Benefits/Development Development agreements,or community benefits agreements,are voluntary,negotiated contracts Agreements between a developer and a city/county that specify the public benefits the development will provide and each parties'responsibilities.They can achieve affordable housing,affordable commercial space,community gathering space and other public amenities CD-6:Micro-retail and Flexible Cultural Space Preservation of existing affordable space is typically most effective for maintaining affordability, Design but if you must build new or adapt a space,design the ground floor with nontraditional commercial uses in mind. CD-7:Business Incubators,Co-working Spaces These types of shared workspaces allow businesses,artists/artisans,and nonprofits to pool and Artisan/Makers Spaces resources in a shared space and spark collaboration. Permitting Process Improvements P-1:SEPA Threshold Exemption Flexible thresholds in SEPA rules allow local governments to increase the number of dwelling units exempt from SEPA review. P-2:SEPA Infill Exemption RCW 43.21C.229 allows a city or county planning under GMA to adopt an infill exemption if the comprehensive plan was already subject to environmental analysis through an environmental impact statement(EIS). P-3:Subarea Plan with Non-Project EIS A sub-area plan can attract higher density housing to a community that desires to increase development in its urban center or by a major transit stop. P-4:Planned Action A community planning under GMA can develop a planned action EIS or threshold determination18 to facilitate development consistent with local plans and mitigation measures(see more under "When and Where Applicable"). P-5:Protection from SEPA Appeals on RCW 43.21C.500 provides an option to protect SEPA decisions from appeal for impacts to Transportation Impacts transportation elements of the environment when the approved residential,multifamily or mixed- use project in a GMA city or town is consistent with the locally adopted transportation plan,subject to locally adopted impact fees,and If Washington State Department of Transportation(WSDOT) determines the project would not present significant adverse impacts to the state-owned transportation system. JEFFMM P-6:Permitting Process Streamlining Providing an efficient,predictable,and user-friendly permitting process can encourage new housing construction by reducing potential confusion or perception of risk among developers as well as lowering their administrative carrying costs. P-7:Subdivision Process Streamlining Identify opportunities to streamline the process and standards for designing and approving subdivisions. Affordable Housing Incentives A-1:Multifamily Tax Exemption Provide limited multifamily tax exemptions to incentivize the development of higher density housing A-2:Density Bonuses for Affordable Housing Density bonuses for development of deed-restricted affordable housing. A-3:Alternative Development Standards for Relax development regulations in return for affordable housing development as an incentive.(ex. Affordable reduce minimum parking requirements(see R-1 Reduce Off-Street Parking)for projects that Housing include affordable housing.) A-4:Fee Waivers for Affordable Housing Waiving some,or all,fees(ex.impact fees,utility connection fees and project review fees)for income-restricted units can be a valuable incentive for encouraging the creation of income- restricted affordable units. •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 34 A-5:inclusionary Zoning Requires a portion of the units within a new development be set aside as affordable housing.This tool will often be combined with property tax exemptions,fee waivers,or development bonuses to offset the cost of affordable housing units.Careful consideration should be employed when enacting inclusionary zoning.Note:A number of studies,including those analyzing the IZ Ordinance in Portland,have shown that IZ suppresses,rather than increases,the creation of new housing.If IZ is proposed,the financial components need to be calculated to ensure that the inclusionary rate is not too high for the offsets provided and that overall housing production increases as a result Funding Options for Affordable Housing Development F-1:Local Option Taxes,Fees,and Levies Jurisdictions may provide direct project funding,through grants or loans,to encourage the production of income-restricted affordable housing(ex.local housing tax levy,sales and use tax, Real Estate Excise Tax(REET2)). F-2:Local Housing Trust Fund Create affordable housing fund to accumulate and dedicate funding for housing purposes. F-3:"Found Land":Surplus Land and Other Local agencies my designate surplus property for housing and mixed use development that Opportunities includes an affordable element. L F-4:Partner with Local Housing Providers A partnership with a housing nonprofit can be established to acquire naturally occurring affordable housing such as foreclosures and expansion of vacant property registration program for housing rehabilitation or purchase. Other Strategies 0-1:Strategic Infrastructure Investment Ensure that the City's Capital Improvement Plan includes funding for infrastructure improvements and maintenance necessary to support residential development. 0-2:Simplify Land Use Designation Maps One way to make it easier to make changes to zoning and encourage a variety of housing types is to simplify the land use map and the implementing zoning map. 0-3:Local Programs to Help Build Missing Offer homeowners a combination of financing,design,permitting or construction support to build Middle Housing ADUs or to convert a single-family home into a duplex,triplex or fourplex where those housing types are authorized.The idea is that a city may help property owners by identifying lenders, providing stock designs,and helping property owners develop housing. 0-4:Strategic Marketing of Housing Incentives Actively promoting the type of development,the community desires can include communicating the intention for new and innovative affordable housing,defining the benefits and development potential within the community,and collecting data that helps to tell the story and addresses perception issues. 0-5:Temporary Emergency Housing Review the local demographics for the lowest income segments and assess strategies to plan for those.Are regulations needed to ensure this housing is safe and healthy?Do they respond to strategies in countywide plans for reducing homelessness? Strategies to Mitigate Physical Displacement PD-1:Strategic Acquisition and Financing of To better retain affordable housing,cities,counties,and housing authorities can catalog naturally Existing Multifamily Development occurring affordable housing and housing with income restrictions or covenants that are about to expire. •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 35 PD-2:Support Third-party Purchases of Existing Using public resources to empower trusted institutions can preserve or create affordable housing Affordable Housing and space for community-serving organizations and businesses. PD-3:Notice of Intent to Sell/Sale Ordinance A"Notice of Intent to Sell"ordinance requires owners of multifamily buildings to provide official notification to tenants and local housing officials.The notice gives public authorities the opportunity to plan for a potential purchase in the interest of preserving housing that serves low- or moderate-income residents. PD-4:Foreclosure Intervention Counseling Foreclosure intervention counselors serve as intermediaries between homeowners and financial institutions to advocate for at-risk homeowners in need of budgeting assistance,refinanced loan terms or repaired credit scores.Cities can use affordable housing funds to support these programs. PD-5:Mobile Home Park Preservation and The Washington State Department of Commerce offers a manufacture/mobile home relation Relocation assistance program that provides financial resources to assist displaced residents,particularly Assistance those who meet low-income thresholds. PD-6:Mobile Home Park Conversion to The Washington State Housing Finance Commission,in partnership with Resident Owned Cooperative Communities(ROC)Northwest and ROC USA,offers the financial tools and expert guidance for manufactured-housing("mobile-home")communities to become self-owned cooperatives. AIL PD-7:Tenant Relocation Assistance Local governments,authorized by WAC 365-196-835 and detailed in RCW 59.18.440,can pass an ordinance that requires developers,public funds,or a combination of the two to provide relocation funds for those displaced by development of new housing in upzoned areas. PD-8:Just Cause Eviction Protections Local jurisdictions can pass just cause eviction protections that mandate that landlords provide tenants a legally justifiable reason when being asked to vacate. PD-9:'Right to Return"Policies for Promoting A"right to return"policy works to reverse the effects of past physical displacement by providing Home down payment assistance for first-time homebuyers who can prove that they have been victims of Ownership displacement.Programs may prioritize cases of displacement by direct government action. PD-10:Regulation Short-term Rentals A first step is to track STIR activity by requiring registration and reporting from owners of these units.Policy regulations should prioritize actions that reduce the likelihood of converting long-term rentals into STRs. •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 36 APPENDIX D. FUNDING RESOURCES FOR AFFORDABLE HOUSING Washington State Housing Trust Fund Provides state and federal funds for affordable housing construction and Department of preservation.HOME Investment and Partnership Program funds are also awarded Commerce through the Housing Trust Fund Process. (Commerce) Commerce Connecting Housing to The program helps affordable housing projects connect to water,sewer,and Infrastructure Program(CHIP) stormwater infrastructure by paying for waived connection fees, the infrastructure to connect to regional water,sewer,or stormwater systems,or for on-site stormwater facilities.Up to$1 M in funding per project.Applications outside Seattle/King County are given priority. Commerce Weatherization Commerce contracts with local agencies that weatherize low income homes and apartments. Commerce Washington(WA)Foreclosure Provides homeowner foreclosure assistance for Fairness Program offering free housing counseling,civic legal aid,and foreclosure mediation. Commerce Mobile/Manufactured Home Reimburses costs of mobile and manufactured home relocation up to$7,500 for a Relocation Assistance single-section home and$12,000 for a multi section home.Also reimburses for Program demolition,removal,and down payment for another manufactured home. Commerce Consolidated Homeless Grant The CHG provides resources to fund homeless crisis response systems to support (CHG) communities in ending homelessness.Grants are made to local governments and nonprofits.Funding is from document recording fees authorized through the Homeless Housing and Assistance Act. Commerce Brownfield Revolving Loan Provides technical assistance and low interest loans for cleanup activities on Fund(BRLF) contaminated properties for redevelopment activities,including affordable housing development. WA Federal historic tax credit A 20%Federal income tax credit on the qualified amount of private investment Department of program spent on certified rehabilitation of a National Register listed historic buildings. Archeology and Historic Preservation (DAHP) Washington State Low Income Housing Tax The nine percent Low-Income Housing Tax Credit Program(LIHTC) allocates Housing Finance Credits(LIHTC) federal income tax credit to developers to encourage the construction and Commission(WSHFC) rehabilitation of affordable multifamily housing.Housing credit is allocated through an annual competitive process in which projects are evaluated and scored according to the Commission's established criteria. •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 37 WSHFC Multifamily bond Multifamily Housing Bonds with programs 4%Low Income Housing Tax Credit provides access to bond and tax credit financing for affordable housing developers. L I WSHFC Bond financing for non-profit Helps 501(c)(3)nonprofits save money through lower-interest loans for facilities construction,capital improvements and equipment. WSHFC Manufactured The Commission helps preserve home community investment manufactured home communities by allowing them to purchase and manage their program communities. WSHFC Land acquisition(for housing The Land Acquisition Program assists eligible nonprofit organizations in non-profits) Washington state to purchase land suited for either multifamily or single family affordable housing development. WSHFC Home mortgage loan programs The Commission currently operates two mortgage loan programs:Home Advantage and House Key Opportunity and eleven down payment assistance programs.The Commission works through a network of participating lenders who originate and close the loans. AA"W -Ma- WSHFC Down payment Programs vary,but the assistance Commission offers down payment assistance loans for homebuyers who use the Commission's programs. WSHFC Homeowner-ship education Through local partnerships,WSHFC helps homebuyers learn how to purchase and programs maintain a home.Commission-sponsored homebuyer education seminars are free; open to the public;and include information about the Commission's first mortgage programs,down payment assistance,and other loan programs.Seminars are accepted by all affordable housing loan programs as meeting or exceeding educational requirements. 6 WSHFC Sustainable Energy Programs The Commission offers several ways to affordably develop energy-efficient buildings,upgrade existing buildings and create or conserve energy. Smaller loans are available through the Energy Spark home loan program.The Sustainable Energy Trust(SET)provides low interest loans for energy efficiency or renewable energy projects and a tax-exempt or tax credit bond for larger projects (over$1 Million). •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 38 US Department of Section 8,Public Housing The"Section 8"housing choice voucher program is the federal government's major Housing and Urban program for assisting very low-income families,the elderly and the disabled to Development(HUD) afford decent,safe,and sanitary housing in the private market.Since housing assistance is provided on behalf of the family or individual,participants are able to find their own housing,including single family homes,townhouses and apartments. Public(site-based)housing provides decent and safe rental housing for eligible low-income families,the elderly and persons with disabilities.Public housing comes in all sizes and types,from scattered single-family houses to high rise apartments for elderly families. HUD Home Rehabilitation Loan Provides deferred loans to rural,low-income households that need repairs and Program(HRLP)(2018) improvements on their primary residence for health,safety,or durability.Funding for the loan program comes from the Washington Capital Budget. HUD Continuum of Care(CoC) The CoC program provide funding for efforts by nonprofit providers,and State and Program local governments to quickly rehouse homeless individuals and families. MR HUD Emergency Solutions Grants Grants of federal funds to provide street outreach,emergency shelter,rental (ESG) assistance,and related services. HUD Section 811 Project Rental Federal funds provide project-based rental assistance.The program creates Assistance(PRA) collaboration between Commerce and Department of Social and Health Services demonstration (DSHS)that will increase rental housing units for persons with disabilities by integrating Section 811 PRA assisted units within existing,new,or rehabilitated multifamily properties. HUD Tenant-Based Uses federal funds to support communities providing utility,deposit,and ongoing Rental Assistance(TBRA) rental assistance.Eligible households are referred to TBRA through local coordinated entry systems. HUD Community Development Block Provides federal funds for the following activities:housing rehabilitation, Grant(CDBG) homeownership assistance,local connections to sewers and affordable housing plans.Can NOT fund new housing construction but can fund infrastructure in support of new affordable housing. •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 39 HUD Indian Community Provides direct grants for use in developing viable Indian Communities,including Development Block Grant decent housing,a suitable living environment and economic opportunities, (ICDBG)Program primarily for low and moderate income persons. US Department of Single Family Assists approved lenders in providing loans to low-and moderate-income Agriculture(USDA) Housing Guaranteed Loan households for adequate,modest,decent,safe,and sanitary dwellings as their Rural Development Program primary residence in eligible rural areas.The program provides a 90%loan note guarantee to approved lenders in order to reduce the risk of extending 100%loans to eligible rural homebuyers. 60 USDA Rural Single Family Housing Direct This program,also known as the Section 502 Direct Loan Program,assists low- Development Home Loans(Section 502 and very-low-income applicants to obtain decent,safe,and sanitary housing in Direct Loan Program) eligible rural areas by providing payment assistance to increase an applicant's repayment ability.Payment assistance is a type of subsidy that reduces the mortgage payment for a brief time.The amount of assistance is determined by the adjusted family income. USDA Rural Single Family This program provides loans to very-low-income homeowners to repair,improve or Development Housing Repair(Section 504 modernize their homes,or grants to elderly very-low-income homeowners to Home Repair)Loans and remove health and safety hazards. grants USDA Rural Rural Community Development RCDI grants are awarded to help support housing,community facilities and Development Initiative(RCDI)Grants community and economic development projects in rural areas.Can be used to provide training,such as homeownership education,or technical assistance,such as strategic plan development. Community New Market Tax Credit Permits taxpayers to receive a credit against federal income taxes for making Development Financial Program qualified equity investments in designated Community Development Entities Institution (CDEs)in low-income communities.Substantially all of the qualified equity investment must in turn be used by the CDE to provide investments in low-income communities.Investors may not redeem their investments in CDEs prior to the conclusion of the seven-year period. IN& WW Rural Community Housing Development(non- RCAC provides support to develop rental or for sale affordable housing and Assistance profits) community facilities in the rural west.Support includes technical assistance in Cooperation(RCAC) LIHTC,USDA Rural Development 515,514/516,HOME,CDBG,AHP,tax-exempt bonds,state housing trust funds,project-based Section 8,local and state resources,and conventional financing •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 40 RCAC Section 523 Mutual Self Help Low-income borrowers work together under the guidance of a non-profit public Housing housing entity(self-help grantee)to build each other's homes.With a construction supervisor on site,building groups perform at least 65%of the construction work required(known as"sweat equity").In most cases,the grantee also manages the construction loans,develops the building site,provides homeownership training,offers building plans,qualifies the borrower for his/her mortgage and markets the program in the service area. Local Sales and use tax for A local vote,or council approval(as of 2020),would authorize a local sales and affordable use tax of up to 0.1 percent per dollar spent.Funds must be used for construction housing of affordable housing or behavioral health-related facilities for named groups with incomes of 60%or less of county median income. Local Free or discounted public land Public agencies(local government or utility)can discount or gift land they own for "public benefit,"defined as affordable housing for households up to 80%AMI. Local Affordable housing property A local vote may authorize a levy of up to$0.50 per$1,000 assessed value for up tax levy to ten years to finance affordable housing for very low income households(equal to or under 50%AM I).Must declare an affordable housing emergency and have an affordable housing financing plan.Program was expanded in 2020 to allow the use of revenues to include affordable homeownership,owner-occupied home repair,and foreclosure prevention programs for"low-income"households up to 80%of median income. Local Affordable and Supportive RCW 82.14.540 created a revenue-sharing partnership between the state and Housing Sales and Use Tax counties and cities for affordable and supportive housing investments.It authorized a local sales tax option that is a credit against the state sales tax rate of 6.5%.Housing and services may be provided only to persons whose income is at or below 60%of the median income of the city or county imposing the tax. Local Sales and Use Tax for RCW 82.14.460 authorized counties to levy a one-tenth of one percent sales and Chemical Dependency,Mental use tax to fund new mental health,chemical dependency,or therapeutic court Health Services or Therapeutic service.Any county may impose a mental health and chemical dependency sales Courts tax up to 0.1%for mental health and drug treatment purposes. v), FCS GROUP Mason County December 2022 Housing Needs Assessment page 41 Local Real Estate Excise Tax 2 A 0.25%REET which may be imposed by any city,town or county fully planning (REET 2) under the Growth Management Act(GMA),to be used for"capital projects"specified in the capital facilities plan element of the jurisdiction's comprehensive land use plan,including affordable housing projects through January 1,2026. Jurisdictions may only use a portion of REET funds on affordable housing. Local Impact fee waivers Impact fee waiver for up to 1 of fees for permanently restricted affordable housing (for rental or purchase)for households earning less than or equal to 80%AMI. 80%may be waived;but if 100%of fees are waived,20%must be paid with other public money.A school district receiving impact fees must approve any exemption. Local Multifamily tax exemption 12-year property tax exemption on the value of improvements for 4+new or program rehabilitated,rental or ownership housing units if at least 20%of units are affordable to households earning 115%AMI or less.Must define a"residential targeted area"within an urban center within which the exemption would apply. Local Fee waivers for Waiver or delay of tap-in water or sewer connection charges,connection,or hook-up fees for low-income persons for water,sanitary or storm sewer,electricity,gas,or other utility. Local Sewage and solid waste fees Assistance for sewer and solid waste fees. Local Affordable Any GMA city or county may Housing enact or expand affordable Incentive housing incentive programs Programs through development regulations or conditions on rezoning or permit decisions,or both,on residential,commercial, industrial,or mixed-use development.The program may include mandatory or optional elements,such as density bonuses within the urban growth area,height,and bulk bonuses, fee waivers or exemptions, parking reductions,expedited permitting,or mandatory amount of affordable housing provided by each development. •:;> FCS GROUP Mason County December 2022 Housing Needs Assessment page 42 Local Community The CRF authorizes creation of Revitalization tax increment areas where Financing(CRF) community revitalization projects and programs are financed by diverting a portion of the regular property taxes imposed by local governments within the tax increment area. Local Local Provides funding for local Infrastructure infrastructure using sales tax, Financing Tool property tax and selected other Program(LIFT) excise tax increases generated by an economic development project as part of a revenue development area designated by the sponsoring local government. Local Local Authorizes cities and counties to Revitalization create"revitalization areas"and Tool(LRF) allows certain revenues to be used for payment of bonds issued for financing local public improvements within the revitalization area. Local Deferral of A claimant may apply to defer property tax payment of 50%of special assessments or real property taxes,or both,provided the household's combined disposable income is$57,000 or less and the claimant must have paid one-half of the total assessments and taxes for the year. Local Tax deferral for retired persons Allows eligible agencies to provide tax relief to eligible households(less than 75% AMI). Local Tax deferral for certain people Property tax exemption for seniors or veterans with certain qualifications. v), FCS GROUP Mason County December 2022 Housing Needs Assessment page 43 APPENDIX E: PRELIMINARY FUNDING EVALUATION The following tables represent a preliminary analysis of potential revenue that could be generated from new funding sources for affordable housing. Affordable Housing Funding Option A Mason County Local Prop.Tax for Affordable Housing Analysis,2020* Total Mason Estimated Mason County Est.Annual Assessed County Property Affordable Revenue from Valuation Gen. Tax Housing Local Local Option Year ($M)I Govt.Levyl Revenuel Option** ** 20201 $10,9781 $1.032251 $11,332,0551 $0.501 $5,489,000 Source:Office of the WA State Auditor,Financial Intelligence Tool. *Data reflects unincorporated areas only. **Voter approval required,limited to 10 years,for affordable housing. Affordable Housing Option B Mason County Real Estate Excise Tax Option for Affordable Housing Analysis* Assessed Mason City of Combined REET Annual Property Sales Mason County REET Shelton REET County and Affordable Revenue Valuation County Revenue Revenue City REET Housing Local from Local Year ($M) REETtax ($M) ($M) Revenue($M) Option** Option** 2018 $135.8 1.78% $2.401 $0.25 $2.65 0.25% $339,549 2019 $141.6 1.78% $2.50 $0.29 $2.79 0.25% $354,014 2020 $180.6 1.78% $3.20 $0.22 $3.42 0.25% $451,608 2021 $241.7 1.78% $4.27 $0.44 $4.71 0.25% $604,129 Source:Office of the WA State Auditor,Financial Intelligence Tool. *Data reflects revenue from city and unincorporated areas combined. **Affordable housing REET fund.No voter approval required,only allowed through 2026. Other Potential Strategies to Foster Housing Development Tax Increment Financing districts for funding infrastructure near Belfair or Shelton. Partnerships with Housing Non Profits and public land owners :;> FCS GROUP r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Melissa Casey Ext.404 Department: Public Health Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 27,2023 Agenda Date: March 14,2023 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: CHOICE Regional Health Network Youth Cannabis and Commercial Tobacco Prevention Program Background/Executive Summary: The Washington State Department of Health is funding the CHOICE Regional Health Network to serve as the Regional Lead Organization(RLO)coordinating the Youth Cannabis and Commercial Tobacco Prevention Program(YCCTPP) in the Cascade Pacific Action Alliance(CPAA)Region. Mason County Public Health and Human Services is subcontracted for the amount of$52,676.01 to work with CHOICE on events and activities focused on cannabis and commercial tobacco prevention efforts towards youth, school districts, and community members. Budget Impact(amount,funding source,budget amendment): None Public Outreach (news release, community meeting, etc.): None Requested Action: Approval of the CHOICE Regional Health Network Youth Cannabis and Commercial Tobacco Prevention Program contract in the amount of$52,676.01. Attachments: CHOICE Regional Health Network Contract No: CB027574-MCPHHS2023 CHOICE Regional Health Network Contract No: CB027574- CHOICE REGIONAL Cascade Pacific Action Alliance MCPHHS2023 HEALTH NETWORK 1217 4th Ave E., Suite 200 Olympia, WA 98506 ❑New Contract cascade Pacific Action Alliance (360) 539-7576 ❑Amendment No: CHOICE Regional Health Network, Regional Lead Organization (RLO) coordinator of Youth Cannabis and Commercial Tobacco Prevention Program Subcontractor Information Name Address Phone Number(s) Mason County Public Health and Street: 415 N 6th St 360-490-5698 Human Services City: Shelton State: WA Zip: 98584 Social Security or Federal ID# Contract Signatory Project Contact 91-6001354; DUNS 232-002-01 Kevin Shutty, County Commissioner Casey Bingham, Finance Manager Contact Phone Number Contract Signatory E-Mail Address Project Contact E-Mail Address 360-427-9670x400 KshuttV(@masoncountVwa.gov CaseVb(@masoncountVwa.gov RLO Subcontractor CHOICE Regional Health Network Project/Contract Youth Cannabis and Commercial Tobacco Prevention Program-CB027574 CHOICE Subcontract# Contact Person Contact Title CB027574-MCPHHS2023 Rob Molina Program Manager Contact Phone Number Contact Fax Number Contact E-Mail Address 786.663.3585 360.943.1164 molinar@crhn.org Funding Source Contract Amount Amendment Amount(if Washington State Department of $ 52,676.01 applicable) Health Grant#CB027574 $ Reason for Amendment Effective Date: Upon Execution July 1, 2022 to June 30, 2023 The terms and conditions of this Agreement, including all attachments and subsequent amendments constitute the entire and exclusive understanding between the parties. No other understandings, writings, and communications, oral or otherwise regarding the subject matter of this Agreement will exist to bind the Parties. The Parties signing below represent they have read and understand this Agreement, and have the authority to execute this Agreement. This A reement will be binding on CHOICE only upon signature by CHOICE. SUBCONTRACTOR SIGNATURE PRINTED NAME AND TITLE DATE SIGNED CHOICE SIGNATURE PRINTED NAME AND TITLE DATE SIGNED CHOICE Subcontractor Agreement Page 1 of 19 C13027574- MCPHHS2023 PURPOSE The Washington State Department of Health (DOH) will provide state funding to plan, implement, and evaluate cannabis and commercial tobacco (including vaping products) prevention and control activities focused in the Cascade Pacific Action Alliance (CPAA) Region, and to participate in the Coverage Study in partnership with the Washington State Healthcare Authority (HCA). State funding is further defined on Exhibit B, Funding, incorporated herein. GRANT REQUIREMENTS &STATEMENT OF WORK: The Subcontractor will furnish the necessary personnel, equipment, material and/or services and otherwise do all things necessary for or incidental to the performance of the work detailed in Exhibit A, Statement of Work (SOW), incorporated herein. PAYMENT PROVISIONS: Compensation for the work provided in accordance with this agreement has been established under the terms of RCW 39.34.130. The Parties have estimated that the cost of accomplishing the work described will not exceed $52,676.01 in accordance with Exhibit B, Funding. Payment will not exceed this amount without a prior written amendment. CHOICE will authorize payment only upon satisfactory completion and acceptance of deliverables and for allowable costs as outlined in the SOW and/or budget. BILLING PROCEDURE: Payment to the Subcontractor for approved and completed work will be made by CHOICE within 30 days of receipt of the Subcontractor's invoice (Exhibit C Subcontract Invoice Template) and approved deliverables. Upon expiration of the agreement, any claim for payment not already made will be submitted within 60 days after the expiration date or the end of the fiscal year, whichever is earlier. SUBCONTRACTOR RESPONSIBILITIES: A. The Subcontractor has full responsibility for the conduct and activity supported under this contract and for adherence to the contract conditions. Although the Subcontractor is encouraged to seek the advice and opinion of CHOICE and DOH on special problems that may arise, such advice does not diminish the Subcontractor's responsibility for making sound scientific and administrative judgments and should not imply that the responsibility for operating decisions has shifted to CHOICE or DOH. The Subcontractor is responsible for notifying CHOICE about any significant problems relating to the administrative or financial aspects of thecontract. B. The requirements of this contract are contained in the General Terms and Conditions and SOW unless otherwise specified in this contract. Certain applicable Federal standards are incorporated by reference. C. By acceptance of this contract, the Subcontractor agrees to comply with the applicable Federal requirements and management of all expenditures and actions affecting the contract. Documentation for each expenditure or action affecting this contract must reflect appropriate organizational reviews or approvals which should be made in advance of the action. Organizational reviews are intended to help assure that expenditures are allowable, necessary and reasonable for the conduct of the project, and that the proposed action: 1. Is consistent with the contract terms and conditions; 2. Represents effective utilization of resources; and 3. Does not constitute a significant project change. CHOICE Subcontractor Agreement Page 2 of 19 C6027574- MCPHHS2023 GENERAL TERMS & CONDITIONS AGREEMENT ALTERATIONS AND AMENDMENTS: This agreement may be amended by mutual agreement of the Parties. Such amendments will not be binding unless they are in writing and signed by those authorized to bind each of the parties. Only the Contracting Officer or his/her delegate will have the express, implied, or apparent authority to alter, amend, modify, or waive any clause or condition of this agreement on behalf of DOH. No alteration, modification, or waiver of any clause or condition of this agreement is effective or binding unless made in writing and signed by authorized parties. AMERICANS WITH DISABILITIES ACT (ADA) OF 1990, PUBLIC LAW 101-336, also referred to as the "ADA" 28 CFR Part 35: The Subcontractor must comply with the ADA, which provides comprehensive civil rights protection to individuals with disabilities in the areas of employment, public accommodations, state and local government services, and telecommunications. ASSIGNMENT: The work to be provided under this Contract, and any possible claim, cannot be assigned or delegated by either party in whole or in part, without the express prior written consent of the other party. CHANGE IN STATUS: In the event of substantive change in the legal status, organizational structure, or fiscal reporting responsibility of the Subcontractor, Subcontractor agrees to notify CHOICE of the change. Subcontractor will provide notice as soon as practicable, but no later than thirty (30) days after such a change takes effect. CONFIDENTIALITY/SAFEGUARDING OF INFORMATION: The use or disclosure by any party, either verbally or in writing, of any Confidential Information will be subject to Chapter 42.56 RCW and Chapter 70.02 RCW, as well as other applicable federal and state laws and administrative rules governing confidentiality. Specifically, the Subcontractor agrees to limit access to Confidential Information to the minimum amount of information necessary, to the fewest number of people, for the least amount of time required to do the work. The obligations set forth in this clause will survive completion, cancellation, expiration, or termination of this Contract. A. Notification of Confidentiality Breach Upon a breach or suspected breach of confidentiality, the Subcontractor will immediately notify CHOICE. CHOICE will subsequently notify the DOH Privacy Officer of the suspected breach. For the purposes of this Agreement, "immediately "will mean within one calendar day. The Subcontractor will take steps necessary to mitigate any known harmful effects of such unauthorized access including, but not limited to sanctioning employees, notifying subjects, and taking steps necessary to stop further unauthorized access. The Subcontractor agrees to indemnify and hold harmless CHOICE and DOH for any damages related to unauthorized use or disclosure by the Subcontractor, its officers, directors, employees, contractors or agents. Any breach of this clause may result in termination of the agreement and the demand for return of all confidential information. B. Subsequent Disclosure The Subcontractor will not release, divulge, publish, transfer, sell, disclose, or otherwise make the Confidential Information known to any other entity or person without the express prior written consent of the Secretary of Health, or as required by law. If responding to public record disclosure requests under RCW 42.56, the Subcontractor agrees to notify and discuss with CHOICE requests for all information that are part of this Contract, prior to disclosing the information. The Subcontractor further agrees to provide DOH and CHOICE a minimum of two calendar weeks to initiate legal action to secure a protective order under RCW 42.56.540. CHOICE Subcontractor Agreement Page 3 of 19 C6027574- MCPHHS2023 DEBARMENT: The Subcontractor, by signature to this Contract, certifies that the Subcontractor is not presently debarred,suspended, proposed for debarment,declared ineligible,or voluntarily excluded in any Federal department or agency from participating in transactions. The Subcontractor agrees to include the above requirement in all subcontracts into which it enters to complete this Contract. DISPUTES: The Subcontractor and CHOICE agree that any disputes that arise relating to the terms under this Contract will be submitted to mediation before either party starts litigation in any form. An impartial third party acceptable to both the Subcontractor and CHOICE will be appointed to mediate. The Subcontractor and CHOICE will pay an equal percentage of the mediator's fees and expenses. The mediation will be confidential in all respects, as allowed or required by law. GOVERNANCE: This agreement is entered into pursuant to and under the authority granted by the laws of the state of Washington and any applicable federal laws. The provisions of this agreement will be construed to conform to those laws. In the event of an inconsistency in the terms of this Contract, or between its terms and any applicable statute or rule, the inconsistency will be resolved by giving precedence in the following order: A. Federal statutes and regulations B. State statutes and regulations C. Agreement amendments D. The Contract (in this order) 1. Primary document (document that includes the signature page) 2. Statement of Work (Exhibit A) 3. Funding (Exhibit B) 4. Subcontractor Invoice Template (Exhibit C) HOLD HARMLESS: The Subcontractor will defend, protect, and hold harmless the State of Washington, DOH, CHOICE or any employees thereof, from and against all claims, suits or action arising from any intentional or negligent act or omission of the Subcontractor, or agents of either, while performing under the terms of this agreement. Claims will include, but not be limited to, assertions that the use or transfer of any software, book, document, report, film, tape or sound reproduction or material of any kind, delivered hereunder, constitutes an infringement of any copyright, patent, trademark, trade name, or otherwise results in an unfair trade practice. INDEPENDENT CAPACITY: The employees or agents of each party who are engaged in the performance of this Contract will continue to be employees or agents of that party and will not be considered for any purpose to be employees or agents of the other party. INDUSTRIAL INSURANCE COVERAGE: The Subcontractor will comply with the provisions of Title 51 RCW, Industrial Insurance. Prior to performing work under this agreement, the Subcontractor will provide or purchase industrial insurance coverage for the Subcontractor's employees, as may be required of an"employer"as defined in Title 51 RCW, and will maintain full compliance with Title 51 RCW during the course of this agreement. If the Subcontractor fails to provide industrial insurance coverage or fails to pay premiums or penalties on behalf of its employees as may be required by law, CHOICE may collect from the Subcontractor the full amount payable to the Industrial Insurance accident fund. CHOICE may deduct the amount owed by the Subcontractor to the accident fund from the amount payable to the Subcontractor by CHOICE under this agreement, and transmit the deducted amount to the Department of Labor and Industries, Division of Insurance Services. This provision does not waive any of L&I's rights to collect from the Subcontractor. CHOICE Subcontractor Agreement Page 4 of 19 C6027574- MCPHHS2023 Industrial insurance coverage through the Department of Labor & Industries is optional for sole proprietors, partners, corporate officers and others, per RCW 51.12.020. NONDISCRIMINATION: During the performance of this agreement, the Subcontractor will comply with all federal and state nondiscrimination laws, regulations, and policies. NONDISCRIMINATION LAWS NONCOMPLIANCE: In the event of the Subcontractor's noncompliance or refusal to comply with any nondiscrimination law, regulation, or policy, this agreement may be rescinded, canceled or terminated in whole or in part, and the Subcontractor may be declared ineligible for further contracts with CHOICE. The Subcontractor will, however, be given a reasonable time in which to correct this noncompliance. Any dispute may be resolved in accordance with the "Disputes" procedure set forth herein. RECORDS MAINTENANCE: The Parties to this agreement will each maintain books, records, documents, and other evidence which sufficiently and properly reflect all direct and indirect costs expended by either party in the performance of the services described herein. These records will be subject to inspection, review, or audit by personnel of both parties other personnel duly authorized by either party, the Office of the State Auditor, and federal officials so authorized by law. All books, records, documents, and other material relevant to this Agreement will be retained for six years after expiration and the Office of the State Auditor, federal auditors, and any persons duly authorized by the parties will have full access and the right to examine any of these materials during this period. Records and other documents, in any medium,furnished by one party in this Contract to the other party,will remain the property of the furnishing party, unless otherwise agreed. The receiving party will not disclose or make available this material to any third parties without first giving notice to the furnishing party and giving it a reasonable opportunity to respond. Each party will utilize reasonable security procedures and protections to assure that records and documents provided by the other party are not erroneously disclosed to third parties. RIGHT OF INSPECTION: The Subcontractor will provide right of access to its facilities to DOH and CHOICE, or any of its officers, or to any other authorized agent or official of the state of Washington or the federal government, at all reasonable times, in order to monitor and evaluate performance, compliance, and/or quality assurance under this agreement. The Subcontractor will make available information necessary for DOH and CHOICE to comply with the client's right to access, amend, and receive an accounting of disclosures of their confidential information according state and federal law. The Subcontractor's internal policies and procedures, books, and records relating to the safeguarding, use, and disclosure of confidential information obtained or used as a result of this agreement will be made available to DOH, CHOICE, and the U.S. Secretary of the Department of Health & Human Services, upon request. SAVINGS: In the event funding from state, federal, or other sources is withdrawn, reduced, or limited in any way after the effective date of this agreement and prior to normal completion, DOH may terminate the Grant under the "Termination" clause, subject to renegotiation under those new funding limitations and conditions. SEVERABILITY: If any provision of this Contract or any provision of any document incorporated by reference is deemed invalid, such invalidity will not affect the other provisions of this Contract which can be given effect without the invalid provision, and to this end the provisions of this Contract are declared to be severable. SUBGRANTING: The Subcontractor will not enter into subcontracts for any of the work contemplated under this agreement without prior written approval of DOH and CHOICE. In no event will the existence of the subcontract operate to release or reduce the liability of the Subcontractor to DOH or CHOICE for any breach in the performance of the Subcontractor's duties. This clause does not include contracts of employment between the Subcontractor and personnel assigned to work under this agreement, nor does it prevent vendor agreements from being issued y the Subcontractor. Please refer to the Statement of Work for final details on vendor agreements and contracts. Additionally, the Subcontractor is responsible for ensuring that all terms, conditions, assurances, and certifications set forth in this Contract are carried forward to any approved subcontracts. CHOICE Subcontractor Agreement Page 5 of 19 C6027574- MCPHHS2023 If, at any time during the progress of the work, DOH determines in it sole judgment that the Subcontractor is incompetent or undesirable, DOH will notify CHOICE and CHOICE will take immediate steps to terminate the Subcontractor's involvement in the work. This clause also includes any further approved subcontracts the Subcontractor may have entered into. SURVIVABILITY: The terms and conditions contained in this agreement, will survive the completion, cancellation, termination, or expiration of the agreement. SUSPENSION OF PERFORMANCE AND RESUMPTION OF PERFORMANCE: In the event of government closure, suspension or limitation of funding in any way after the effective date of this agreement and prior to normal completion, CHOICE may give notice to Subcontractor to suspend performance as an alternative to termination. CHOICE may elect to give written notice to the Subcontractor to suspend performance when CHOICE determines that there is a reasonable likelihood that the funding insufficiency may be resolved in a timeframe that would allow performance to be resumed prior to the end date of this agreement. Notice may include notice by facsimile or email to the Subcontractor's representative. The Subcontractor will suspend performance on the date stated in the written notice to suspend. During the period of suspension of performance, each party may inform the other of any conditions that may reasonably affect the potential for resumption of performance. When CHOICE determines that the funding insufficiency is resolved, CHOICE may give the Subcontractor written notice to resume performance and a proposed date to resume performance. Upon receipt of written notice to resume performance, Subcontractor will give written notice to CHOICE as to whether it can resume performance, and, if so, the date upon which it agrees to resume performance. If Subcontractor gives notice to CHOICE that it cannot resume performance, the Parties agree that the agreement will be terminated retroactive to the original date of termination. If the date the Subcontractor gives notice it can resume performance is not acceptable to CHOICE, the Parties agree to discuss an alternative acceptable date. If an alternative date is not acceptable to CHOICE, the Parties agree that the agreement will be terminated retroactive to the original date of termination. TAXES: All payments accrued on account of payroll taxes, unemployment contributions, any other taxes, insurance or other expenses for the Subcontractor or its staff will be the sole responsibility of the Subcontractor. TERMINATION: Either party may terminate this agreement upon thirty (30) days prior written notification to the other party. If this agreement is so terminated, the Parties will be liable only for performance rendered or costs incurred in accordance with the terms of this agreement prior to the effective date of termination. TERMINATION FOR CAUSE: If for any cause, either party does not fulfill in a timely and proper manner its obligations under this agreement, or if either party violates any of these terms and conditions, the aggrieved party will give the other party written notice of such failure or violation. The responsible party will be given the opportunity to correct the violation or failure within 15 working days. If the failure or violation is not corrected, this agreement may be terminated immediately by written notice of the aggrieved party to the other. WAIVER: A failure by either party to exercise its rights under this agreement will not preclude that party from subsequent exercise of such rights and will not constitute a waiver of any other rights under this agreement unless stated to be such in a writing signed by an authorized representative of the party and attached to the original agreement. CHOICE Subcontractor Agreement Page 6 of 19 C6027574- MCPHHS2023 EXHIBIT A STATEMENT OF WORK The Mason County Public Health and Human Services (MCPHHS) and CHOICE will work together on a series of events that will be focused on cannabis and commercial tobacco prevention efforts towards youth, school districts, and community members. With this relationship, we are hoping to strengthen the work being done around smoking and vaping, leverage the expertise of ESD 113 professionals in the region, and increase cessation by youth in the region. Responsibilities of Mason County Public Health and Human Services (MCPHHS): Responsibilities of Mason County Public Health Department: 1. Deliverable: Support schools in implementing effective and equitable Substance Use Discipline Policies, Practices, and Procedures, and in providing prevention resources on cannabis and tobacco prevention. Activities: a. Support at least 3 additional schools/Youth coalitions on school discipline topics through technical assistance on specific areas of need. Propose b. Compile, and disseminate prevention and cessation resources to school and coalition partners. c. Assess training needs of school partners in relation to School Substance Use d. Hold at least 1 training with school professionals on School Substance Use/ Fentanyl, Fetal Alcohol or vape. e. Promote Prevention Voices Tools and Resources to Mason County Substance Abuse Prevention Coalition Partners 2. Deliverable: Create a community engagement campaign around prioritized populations/communities on youth cannabis and tobacco prevention. Activities: a. Complete assessment of Mason County capacity needs related to inequities in youth cannabis and tobacco prevention in our region. Prioritized youth populations of focus may include: LGBTQ+, Rural, Low Hope, Native American, and/or Hispanic. b. Support regional equity training&TA opportunities to regional network partners via email, local coalition meetings, regional coalition coordinators meetings, and ESD promotion to school admin &SAPs. i. At least 1 regional equity training in the region 3. Deliverable: City and County tobacco and vape policies review Activities: a. Conduct Shelton City Tobacco and Marijuana Vape Policy assessment b. Share results of policy assessment and determined priorities to City Council and Mason County Board of Health partners via regional network meeting/email updates. c. Meet with City and County leadership. Council, County Commission meetings providing technical assistance as requested. d. YCCTPP coordinator to attend at least 1 capacity building/training event on prevention or related subject 4. Deliverable: Community education Activities• a. Host at least 1Region Wide Prevention Summit b. Create a regional positive community norms campaign addressing youth cannabis and tobacco prevention c. Create media plan for 22-23 to promote You Can, Under the Influence of You, WA Quitline and any additional Youth Cannabis and Tobacco Prevention campaigns and resources provided by WA DOH: i. Social media campaign ii. Traditional brick and mortar campaign d. Hold at least 2 focus groups/listening sessions on how to best support and assist Mason County Substance Abuse Prevention Coalition. Include CHOICE High, Cedar High and North Mason High schools CHOICE Subcontractor Agreement Page 7 of 19 C6027574- MCPHHS2023 S. Deliverable: Collaborate with regional partners to explore addressing safe storage of cannabis &tobacco products Activities: a. Plan and implement safe storage project or RX take back Day promotion Project in Spanish and English b. Promote safe storage project opportunities&safe storage messaging via email and social media and North Mason Safety Days project c. Implement "National Drug Take-back" day"Month" Partner with CHOICE High, Cedar High and North Mason High school Youth Coalitions and Prevention Groups d. Work with at least 2 private businesses to distribute safe storage materials in Mason Co. Responsibilities of CHOICE to Mason County Public Health Dept. 1. CHOICE will disburse funds to Mason County 2. CHOICE will provide technical assistance if needed CHOICE will report to DOH on implementation progress. Other Activities To ensure compliance and consistency with program requirements, CHOICE will conduct a series of monitoring activities throughout the life of this contract and any subsequent amendments and/or extensions made by either CHOICE or DOH. Those activities include, but are not limited to,the following: • Reporting on any other activities outlined in MCPH;s Work Plan as listed below: • Timely reporting by Subrecipient/Subcontractor • Audit of Subrecipient/Subcontractor invoices (if applicable) • Site visits • Regular attendance to network monthly meetings and activities Mason County Work Plan- 2022- 2023 Fiscal Year Coordination Plan Required Activities By DOH Activity Hire or assign project staff TE-TBA Assure all staff working with youth have an acceptable criminal background Complete and required in subcontracts check on file. that work directly with youtb Participate in performance measure data collection activities in collaboration Yes with DOH. Participate in project evaluation activities developed and coordinated by DOH. Yes Participate in meetin s with State YCCTPP contractors hosted by the DOH. Yes Participate in Monthly YCCTPP Practice collaborative meeting Attend a one-day workshop with other Department of Health YCCTPP Yes contractors to receive orientation and foster collaboration(Year 1 only. Travel aid by DOH). Provide workforce development training, technical assistance and support to Yes, see workplan project partners as needed. Participate in the recruitment of Healthy Youth Survey participation with school Yes, at county level districts in your community. CHOICE Subcontractor Agreement Page 8 of 19 CB027574- MCPHHS2023 Create data management plan to protect participant confidentiality Additional Coordination Efforts Network PSE Goal 1: Support schools in implementing effective and equitable Substance Use Discipline Policies, Practices,and Procedures, and in providing prevention resources on cannabis and tobacco prevention. Objective 1: Support at least 2 schools in the Conducting Social Norms Messaging Objective 2: Support at least 3 additional schools/coalitions on school discipline topics through technical assistance on specific areas of need. Which Stategoal(s) does this contribute to? 1,2,3,4 Network Activities Strategy 1: Network Management & Sustainability Activity ubstance(s) Funding Who is responsible? By when? Or Addressed Sources ow often? Participate in TA opportunities with regional Cannabis& Regional partners 2 twice a year, network partners Tobacco Fall 22& Spring 23 Strategy 2: Collaboration & Engagement Activity ubstance(s) Funding Who is responsible? By when? Or Addressed Source(s) ow often? Cannabis& Tobacco Strategy 3: Media & Communication Activity ubstance(s) Funding Who is responsible? By when? Or Addressed Sources ow often? Partner with Mason County Coalition and County YCCTPP staff Updates Media team and CHOICE and Cedar high youth Partner w/mason throughout the groups to develop social norms messages County Sub Abuse year Coalition Coordinator. Compile, and disseminate prevention and cessation Cannabis& CCTPP staff Annually resources to school and coalitionpartners/ Tobacco Partner w/mason 7 CHOICE Subcontractor Agreement Page 9 of 19 C13027574- MCPHHS2023 County Sub Abuse Coalition Coordinator Strategy 4: Education & Technical Assistance Activity ubstance(s) Funding Who is responsible? By when? Or Addressed Sources ow often? Sept 22—June 23 Assess training needs of school partners in relation Cannabis& YCCTPP staff Winter/Spring o School Substance Use DATA HYS, then Tobacco Partner w/mason 23 Coordinate related training opportunities and County Sub Abuse resources. Coalition Coordinator Strategy 5: Workforce Development Activity ubstance(s) Funding Who is responsible? By when? Or Addressed Sources ow often? Network PSE Goal 2: Explore and address inequities in relation to youth cannabis and tobacco prevention. Objective 1: Complete assessment and develop plan to address LGBTQ+youth and additional prioritized populations. Which Stategoal(s) does this contribute to? 1,2,3 Network Activities Strategy 1: Network Management& Sustainability Activity Substance(s) Funding Who is By when? Or Addressed ource s responsible? How often? Assist region with planning, reviewing and Cannabis& Mason YCCTPP Aug-Oct 22 feedback with YCCTPP Regional Network Tobacco staff/ Health Equity Planning Tool with regional network partners Assist with Assessment of Mason Cannabis& Mason YCCTPP Aug-Oct 22 County capacity/needs related to inequities in Tobacco staff/ elation to youth cannabis and tobacco prevention in our region. Prioritized youth populations of focus may include: LGBTQ+, Rural, Low Hope,Native American, and/or Hispanic. Strategy 2: Collaboration & Engagement Activity Substance(s) Funding Who is By when? Or Addressed ource s responsible? How often? Support Engagement with school and Cannabis& YCCTPP staff Fall 22- Spring community partners to provide TA and support Tobacco Partner with 23 around LGBTQ+youth Coalition Coordinator Mason Count Strategy 3: Media & Communication Activity Substance(s) Funding Who is By when? Or Addressed ource s responsible? How often? Support regional equity training & TA Cannabis& YCCTPP staff July 22-June 23 opportunities to regional network partners via: Tobacco Partner with CHOICE Subcontractor Agreement Page 10 of 19 C13027574- MCPHHS2023 email, local coalition meetings, regional Coalition coalition coordinators meetings, and ESD Coordinator Mason promotion to school admin & SAPs. County Strategy 4: Education & Technical Assistance Activity Substance(s) Funding Who is By when? Or Addressed Source(s) responsible? How often? Continue building Mason County TA and Cannabis& YCCTPP staff Summer/Fall— raining provided in Spring 22 to support Tobacco Partner with Assess needs and building spaces of safety and belonging with Coalition plan. Fall— LGBTQ+Youth. Assess needs and next steps Coordinator Mason Spring,provide for TA and support for a Mason County school County training and TA and coalition partners. Support additional priority population TA and Cannabis& Mason YCCTPP Fall -Assessment, raining provided based on Regional and Tobacco staff Winter—Summer network assessment - additional TA& raining Strategy 5: Workforce Development Activity Substance(s) Funding Who is By when? Or Addressed Sources responsible? How often? Promote training and TA opportunities Cannabis& Mason YCCTPP Sept 22—June provided by YCCTPP Priority Population Tobacco staff/ 23 Contractors, as well as other local/state/and national training addressing equity in cannabis and tobacco prevention to regional subcontractors and regional network partners. Network PSE Goal 4: Increase engagement of YCCTPP Staff prevention partners in involvement with LCB rulemaking, outreach to decision makers on cannabis and tobacco prevention topics, and in addressing local cannabis and tobacco policies&advertising and promotion practices. Objective 1: Objective 2: Increase confidence, skills, and engagement among regional prevention partners on outreach with decision makers and with LCB (Liquor and Cannabis Board)rulemaking process(as measured through network survey). Objective 3: Complete a regional scan of community tobacco and vape policies within the 5 counties in our region and identify at least one priority of focus per county. (Will also include cannabis,but focus will be on tobacco&vaping). Which Stategoal(s) does this contribute to? 1,2,3,4 Network Activities Strategy 1: Network Management & Sustainability Activity Substance(s) unding Source(s) Who is By when? Or How Addressed responsible? often? Engage network partners in reviewing Cannabis& YCCTPP staff inter/Spring assessment results and determining Tobacco Partner with 2023 priorities Coalition Coordinator Mason County Strategy 2: Collaboration & Engagement Activity Substance(s) Funding Source(s) Who is By when? Or How Addressed responsible? often? Participation in Prevention Voices. Cannabis& Mason YCCTPP July 22-June 23 [YCCTPP Staff will participate in monthly Tobacco staff CHOICE Subcontractor Agreement Page 11 of 19 C13027574- MCPHHS2023 information meetings as appropriate for Mason County Engage local coalition and youth groups Cannabis& Mason YCCTPP July 22-June 23 with advertising/promotion assessment Tobacco staff project opportunities Utilize Prevention Voices partnerships, Cannabis& Mason YCCTPP July 22-June 23 tools, and resources to engage in Tobacco staff education and advocacy re: youth marijuana and tobacco prevention regarding key topics in legislation and lemaking as appropriate for Mason Count Participate in Statewide Tobacco Tobacco Mason YCCTPP July 22-June 23 Prevention Coalition and Tobacco Policy staff Learning Circles. Promote opportunities o participate to subcontractors and regional network partners as appropriate for Mason Count Participate in Retailer Workgroup of WA Cannabis Mason YCCTPP July 22 -June 23, Practice Collaborative as appropriate for staff monthly meetings Mason County or as scheduled Strategy 3: Media and Communication Activity Substance(s) Funding Source(s) Who is By when? Or How Addressed responsible? often? Conduct Shelton City Tobacco and Cannabis& Mason YCCTPP July 22-June 23 Marijuana Vape Policy assessment Tobacco staff/Mason County Prevention Coalition Coordinator Share results of policy assessment and Cannabis& Mason YCCTPP inter/Spring determined priorities to City Council and Tobacco staff and Mason 2023 Mason County Board of Health partners county Coalition is regional network meeting/email coordinator dates Strategy 4: Education & Technical Assistance Activity Substance(s) Funding Source(s) Who is By when? Or How Addressed responsible? often? Prevention Voices Tools and Resources Cannabis& Mason YCCTPP July 22-June 23 ill be promoted to Mason County Tobacco staff Substance Abuse Prevention Coalition Partners Conduct 1 County Wide Prevention Cannabis& Mason YCCTPP inter/Spring Summit Tobacco staff/Mason County 2023 substance Abuse Coalition coordinator/FES S Family Support CHOICE Subcontractor Agreement Page 12 of 19 C13027574- MCPHHS2023 Strategy 5: Workforce Development Activity Substance(s) Funding Source(s) Who is By when? Or How Addressed responsible? often? Promote related training and TA Cannabis& Mason YCCTPP July 22-June 23 opportunities throughout Mason County Tobacco staff/Mason Web sites, and other social media sources other local/state/and national opportunities. Network PSE Goal 5: Increase Positive Community Norms around youth cannabis and tobacco prevention. Promote positive messaging and resources to youth and families through use of local,regional, and state messaging/campaigns. Objective 1: You Can and Under the Influence of You Campaign will be promoted through local channels in all 5 counties in the North Sound Region. Objective 2: Create regional positive community norms messages addressing youth cannabis and tobacco prevention. Which Stategoal(s) does this contribute to? 1,2,3 Network Activities Strategy 1: Network Management & Sustainability ActivitySubstance(s) Funding Who is By when? Or Addressed ounces responsible? How often? Strategy 2: Collaboration & Engagement ActivitySubstance(s) Funding Who is By when? Or Addressed ounces responsible? How often? Utilizing Regional HYS data and/or Cannabis& Mason YCCTPP Sept 22—June 23 community surveys, create shared Mason Tobacco staff/Mason County positive community norms messaging County Substance around youth cannabis and tobacco prevention Abuse Prevention Coalition/Shelton CHOICE Schools Strategy 3: Media and Communication ActivitySubstance(s) Funding Who is By when? Or AddressedSource(s) responsible? How often? Create media plan for 22-23 to promote You Cannabis& Mason YCCTPP Updated Media Can, Under the Influence of You, WA Quitline Tobacco staff/ Plan—Fall,Media and any additional Youth Cannabis and promotion July- Tobacco Prevention campaigns and resources June provided by WA DOH. Create promotion plan for regional positive Cannabis& Mason YCCTPP inter/Spring 23 community norms messages Tobacco staff//Mason Coalition Coordinator, Shelton CHOICE Sshool Strategy 4: Education & Technical Assistance ActivitySubstance(s) Funding Who is By when? Or AddressedSource(s) responsible? How often? Support and assist with development of Mason Cannabis& Mason YCCTPP all/Winter— County Substance Abuse Prevention Coalition Tobacco staff/Mason Planning with School Based positive community inter/Spring- orms/science of the positive messaging and I Training CHOICE Subcontractor Agreement Page 13 of 19 C13027574- MCPHHS2023 promotion. 2 focus groups or listening sessions Strategy 5: Workforce Development Activity ubstance(s) Funding Who is y when? Or ddressed ounces responsible? ow often? Network PSE Goal 6: Collaborate with regional partners to explore 1) addressing safe storage of cannabis&tobacco products,and 2)increase focus on youth mental health as a protective factor to decrease youth cannabis and tobacco use. Objective 1: Complete at Safe Storage project within Mason County"Safety Days and Rx Drug Take back promotion Objective 2: Based on data review&information gathering with local and statewide partners,determine&implement at least one mental health connection strategy. Which Stategoal(s) does this contribute to? 1,2,4 Network Activities Strategy 1: Network Management & Sustainability Activity ubstance(s) Funding Who is By when? Or How Addressed Sources responsible? often? Utilize network partner input in planning for Cannabis& Mason YCCTPP Spring 2023 safe storage project Tobacco staff/ Strategy 2: Collaboration & Engagement Activity ubstance(s) Funding Who is By when? Or How Addressed ource s res onsible? often? Mason County Rx Take safe storage Cannabis& Mason YCCTPP Spring 2023 project(s) Safety Days Project Promotion Tobacco staff/ Plan and implement safe storage project(s) Cannabis& Mason YCCTPP inter/Spring 2023 To include Spanish language translation and Tobacco staff/North Mason promotion School Dist. Public Health Hispanic translator Strategy 3: Media and Communication Activity ubstance(s) Funding Who is By when? Or How Addressed ource s res onsible? often? Gather input and share updates through Cannabis& Mason YCCTPP Fall/Winter/Spring regional network meetings and emails Tobacco staff/ Promote safe storage project opportunities & Cannabis& Mason YCCTPP Winter/Spring 23 safe storage messaging via email and social Tobacco staff/ media Strategy 4: Education & Technical Assistance Activity ubstance(s) Funding Who is By when? Or How Addressed ource s res onsible? often? Assess and coordinate related training needs Cannabis& Mason YCCTPP Assess Fall,training For Mason County YCCTPP Staff(such as Tobacco staff inter/Spring A Poison Control or other), or support local partners in attending statewide training Strategy 5: Workforce Development Activity ubstance(s) Funding Who is y when? Or How ddressed ource s responsible? loften? CHOICE Subcontractor Agreement Page 14 of 19 C13027574- MCPHHS2023 Attend and promote related state/national Cannabis& Mason YCCTPP July-June raining opportunities Such as (WA Tobacco staff Prevention Summit, Social Norms Training, SAPTS or related Substance Use Prevention Training, yearly ESD 112 rural prevention conference or other related tabaco and ari'uana trainin s CHOICE Subcontractor Agreement Page 15 of 19 C13O27574- MCPHHS2023 EXHIBIT B Funding The Youth and Cannabis and Commercial Tobacco Prevention Program's(YCCTPP)mission is to prevent initiation and reduce cannabis and commercial tobacco use by youth, ages 12-20, support adults who influence these youth,leverage resources for promoting and supporting commercial tobacco dependence treatment and reduce cannabis and commercial tobacco-related inequities within Washington State. The program itself is made up of four(4)different funding sources for cannabis and commercial tobacco: • The National and State Tobacco Control Program(NTCP) from the Centers for Disease Control and Prevention (CDC)and Office of Smoking and Health(OSH); • The Youth Tobacco and Vapor Product Prevention Account(YTVP); • The Dedicated Cannabis Account(DCA); and • The Tobacco Prevention Provision(TPP). Total consideration by DOH: $571,636 and is further divided as follows: Chart of Accounts,Program Funding Period Start Date Funding Period End Date Funding Amount Name or Title SFY23 Youth Tobacco Vapor July 1,2022 June 30,2023 $48,756.00 Products SFY23 Marijuana Education July 1,2022 June 30,2023 $312,880.00 SFY23 Tobacco Prevention July 1,2022 June 30,2023 $210,000.00 Provision 1. For the services performed hereunder, the Contractor shall be paid no more than $52,676.01 2. No payment shall be made for any work performed by the Contractor, except for work identified and set forth in this Contract or supporting exhibits or attachments incorporated by reference into this Contract. 3. The Monthly Activity Reports are to be submitted to CHOICE by the 5th day of each month for the previous month's activity, and the Expenditure Report and Invoice Request for Reimbursement must be provided to CHOICE by the 15th day of the month for the previous month's activity in order to receive reimbursement for the previous month. If CHOICE does not receive the Monthly Expenditure Report and Request for Reimbursement form by the end of the month, CHOICE may withhold approval and payment, at its discretion,until the 30th of the month following submittal. 4. Contractor will submit all reimbursement forms to finance&crhn.org and to YCCTPP Program Manager. 5. Reimbursement requests must include supporting documentation such as approved timesheets,payroll records, and receipts for equipment, goods, services, related travel, and payments to vendors contracted by MCPHHS. 6. Expectations related to monthly billing will remain consistent. Late invoices will be processed in the subsequent month. CHOICE will no longer accept end of year invoices with less than ten days before final deadline submission to DOH to allow CHOICE finance appropriate time to process all documents. CHOICE Subcontractor Agreement Page 16 of 19 C13027574- MCPHHS2023 Exhibit C Subcontract Invoice Template CHOICE REGIONAL CONTRACT NO. HEALTH NETWORK FUNDING SOURCE: Cascade Pacific Action AllianceTOTAL CONTRACT BUDGET: INVOICE NO. SUBCONTRACTOR NAME AND ADDRESS TAX ID: 'Reporting Month and Year: Date Description Amount TOTAL 0 CONTRACT EXPENDITURE AND REVENUE RECONCILIATION (a)Total Subcontract Amount: (b)Reimbursements Received to Date: Total Reimbursement Requested This Month: 0 (c)Balance of Total Contract Amount: For internal use only: Approved by: (Signature and date required to process payment to partner) Date 1217 4th Avenue,Suite 200,Olympia,WA 98506 (360)539-7576 CHOICE Subcontractor Agreement Page 17 of 19 C6027574- MCPHHS2023 Exhibit D Subcontractor/Vendor Proclamation 21-14—COVID-19 Vaccination Certification To reduce the spread of COVID-19, Washington state Governor Jay Inslee,pursuant to emergency powers authorized in RCW 43.06.220, issued Proclamation 21-14—COVIDI9 Vaccination Requirement(dated August 9, 2021), as amended by Proclamation 21- 14.2—COVID-19 Vaccination Requirement(dated September 27, 2021)and as may be amended thereafter. The Proclamation requires contractors/vendors who have goods, services, or public works contracts with a Washington state agency to ensure that their personnel (including subcontractors)who perform contract activities on-site comply with the COVID-19 vaccination requirements, unless exempted as prescribed by the Proclamation. I hereby certify, on behalf of Mason County Public Health and Human Services has or does not have a COVID-19 Contractor Vaccination Verification Plan that complies with the state's Vaccination Proclamation as defined below: 1. I have reviewed and understand the Subcontractor/Vendor obligations as set forth in Proclamation 21-14—COVID- 19 Vaccination Requirement(dated August 9,2021),as amended by Proclamation 21-14.2—COVID-19 Vaccination Requirement(dated September 27,2021); 2. I have developed a COVID-19 Vaccination Verification Plan for personnel that complies with the above-referenced Proclamation; 3. I have obtained a copay or visually observed proof of full vaccination against COVID-19 for my personnel who are subject to the vaccination requirement in the above-referenced Proclamation; 4. I am complying with the requirements for granting disability and religious accommodations for my personnel who are subject to the vaccination requirement in the above-referenced Proclamation; 5. I have operational procedures in place to ensure that any contract activities that occur in person and on-site at DOH premises performed by our organization will be performed by personnel who are fully vaccinated or properly exempted; 6. I have operational procedures in place to enable my personnel who perform contract activities on-site at DOH premises to provide compliance documentation that such personnel are in compliance with the above-referenced Proclamation; 7. I will provide to DOH and/or CHOICE,upon request,my COVD-19 Vaccination Verification Plan,and related records, except as prohibited by law, and will cooperate with any investigation or inquiry pertaining to the same. OR Mason County Public Health and Human Services does not have a current COVID-19 Vaccination Verification Plan and,is not able to develop and provide a COVID-19 Vaccination Verification Plan to ensure that personnel meet the COVID-19 vaccination requirements as set forth in the above-referenced Proclamation,and provide the same to DOH within twenty-four(24)hours of such request. (NOTE: Compliance with the Proclamation is mandatory and failure to comply could result in termination of Contract/purchase order.) I hereby certify,under penalty of perjury under the laws of the State of Washington,that the certifications herein are true and correct and that I am authorized to make these certifications on behalf of the organization listed above. SIGNATURE OF AUTHORIZED CERTIFYING OFFICIAL NAME AND TITLE Kevin Shutty, Commissioner SUBCONTRACTOR ORGANIZATION DATE SUBMITTED Mason County Public Health and Human Services CHOICE Subcontractor Agreement Page 18 of 19 C13027574- MCPHHS2023 Exhibit E SubcontractorNendor Background Check Verification Certification In accordance with Washington State Legislature RCW 43.150.080(At risk children—Collaborative program)and RCW 43.43.830 through 43.43.834(Background checks—Access to children or vulnerable persons), all Subcontractors and Vendors who work directly with youth (ages 0-17)are required to disclose that their background check policies include language that covers both volunteers and staff who may work with or have unsupervised access to youth and at-risk youth ages 0 to 17,, developmentally disabled persons or vulnerable adults. I hereby certify, on behalf of Mason County Public Health and Human Services has or does not have a Background Checks Policy that complies with RCW 43.150.080 and 43.43.830 through 43.43.834. I further understand that if I do not currently have a compliant Background Checks Policy,that I have 30 days from the date of this fully executed contract to amend any existing policy with relevant language based on the following RCW 43.43.830 language: 1. An"Applicant"or"Volunteer"means: a. Any prospective employee who will or may have unsupervised access to children,youth,and at-risk youth seventeen years or younger,or developmentally disabled persons or vulnerable adults during the course of their employment or involvement with the business or organization; b. Any prospective volunteer who will have regularly scheduled unsupervised access to children seventeen years or younger,developmentally disabled persons,or vulnerable adults during the course of their employment or involvement with the business or organization under circumstance where such access will or may involve groups of(i) five or fewer children under twelve years of age, (ii)three or fewer children and/or at-risk youth between twelve and sixteen years of age, (iii)developmentally disabled persons, or(iv)vulnerable adults 2. "Peer counselor"means a nonprofessional person who has equal standing with another person,providing advice on a topic about which the nonprofessional person is more experienced or knowledgeable, and who is a counselor for a peer counseling program that contracts with or is otherwise approved by the department, another state or local agency, or the court. a. With regard to peer counselors, "unsupervised"does not include incidental contact with children or at- risk youth under age seventeen at the location at which the peer counseling is taking place. b. "Incidental contact"means minor or casual contact with a child or at-risk youth in an area accessible to and within visual or auditory range of others. It could include passing a child or at-risk youth while walking down a hallway but would not include being alone with a child or at-risk youth for any period of time in a closed room or office. SIGNATURE OF AUTHORIZED CERTIFYING OFFICIAL NAME AND TITLE Kevin Shutty, Commissioner SUBCONTRACTOR ORGANIZATION DATE SUBMITTED Mason County Public Health and Human Services END OF CONTRACT CHOICE Subcontractor Agreement Page 19 of 19 C13027574- MCPHHS2023 r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Melissa Casey Ext.404 Department: Public Health Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 27,2023 Agenda Date: February 28,2023 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: Consolidated Homeless Grant Contract#22-46108-20 Amendment E Background/Executive Summary: The Department of Commerce has new funding from the 2022 Supplemental Operating Budget. It's estimated that over one third of Foundational Community Support(FCS)enrollees are eligible for Housing and Essential Needs (HEN). This new funding creates a bridge period of rent assistance for households enrolled in FCS,prioritizing households enrolled in Supportive Employment,who no longer have a HEN Referral from Department of Social and Health Services(DSHS) due to increased income or other changes in eligibility.Funds have been awarded to counties that have a HEN provider who is also an FCS provider. Budget Impact(amount,funding source,budget amendment): None Public Outreach (news release, community meeting, etc.): None Requested Action: Approval of the Consolidated Homeless Grant Contract#22-46108-20 Amendment E for the increased amount of$76,933. Attachments: CHG Contract 22-46108-20 Amendment E CAC Amendment 1 2021-2023.CHG.HEN DocuSign Envelope ID: D700D1FD-B59D-44F9-8D90-42BD60A53864 "mendment Contract Number: 22-46108-20 Amendment Number: E Washington State Department of Commerce Housing Division Homelessness Assistance Unit Consolidated Homeless Grant (CHG) 1.Contractor 2.Contractor Doing Business As(optional) Mason County Public Health 415 N. 61h St Shelton,WA 98584 3.Contractor Representative 4.COMMERCE Representative Casey Bingham Megan Kendig PO Box 42525 Fiscal Manager Grant Manager 1011 Plum St SE 360-427-9670 ext. 562 (360) 401-5149 Olympia, WA 98504-2525 caseyb@co.mason.wa.us megan.kendig@commerce.wa.gov 5.Original Contract Amount 6.Amendment Amount 7.New Contract Amount (and any previous amen(ments) $4,290,454 $761933 $4,367,387 8.Amendment Funding Source 9.Amendment Start Date 10.Amendment End Date Federal: State: X Other: N/A: February 1, 2023 June 30, 2023 11. Federal Funds (as applicable): Federal Agency: CFDA Number: N/A N/A N/A 12.Amendment Purpose: Adds HEN FCS Bridge funding to be granted to Community Action Council ofLMT. COMMERCE, defined as the Department of Commerce, and the Contractor,as defined above,acknowledge and accept the terms of this Contract As Amended and attachments and have executed this Contract Amendment on the date below to start as of the date and year referenced above. The rights and obligations of both parties to this Contract As Amended are governed by this Contract Amendment and the following other documents incorporated by reference: CHG Guidelines (as they may be revised from time to time), and Contract Terms and Conditions including Attachment"A"—Scope of Work,Attachment`B"—Budget,and Attachment "C"- CHG Guidelines Addendum for the HEN FCS Bridge funding.A copy of this Contract Amendment shall be attached to and made a part of the original Contract between COMMERCE and the Contractor. Any reference in the original Contract to the "Contract"shall mean the"Contract as Amended". FOR GRANTEE FOR COMMERCE ps Signature Corina Grigoras, Assistant Director Housing Division Print Name, Title Date APPROVED AS TO FORM ONLY Date Sandra Adix Assistant Attorney General 3/20/2014 Date Department of Commerce DocuSign Envelope ID: D700D1FD-B59D-44F9-8D90-42BD60A53864 Amendment This Contract is amended as follows: Attachment A CHG Guidelines Addendum for the HEN FCS Bridge funding It's estimated that over one third of Foundational Community Support (FCS)enrollees are eligible for Housing and Essential Needs (HEN). This new funding creates a bridge period of rent assistance for households enrolled in FCS, prioritizing households enrolled in Supportive Employment, who no longer have a HEN Referral from Department of Social and Health Services (DSHS) due to increased income or other changes in eligibility. The CHG guidelines apply to this funding, with the following additions: Eligible Households • HEN households who no longer have a HEN Referral from DSHS. This includes: o Households who: ■ Are currently receiving HEN rent assistance. o Homeless and at-risk households who: ■ Received a HEN Referral within the last six months, but were not able to identify permanent housing. OR ■ Received rent assistance in the past, but exited the program within the last six months. AND • Households enrolled in FCS. FCS households enrolled in the Supportive Employment should be prioritized. AND • Household income is at or below 80% Area Median Income. Allowable Expenses • Allowable expenses include Admin (7%), Rent, and Operations. • Rent assistance, including arrears, is not to exceed nine (9) months in total. Housing Stability Plan • The housing provider must work with the household on a housing stability plan to secure affordable permanent housing with the knowledge that this funding expires June 30, 2023. HMIS • New HMIS projects must be set up for this funding and data entered accurately. 2 DocuSign Envelope ID: D700D1 FD-B59D-44F9-8D90-42BD60A53864 Amendment Attachment B Budget Budget Categories Current Contract Amendment E New Total Amount (and any previous amendments and revisions) CHG Standard Admin $58,488.00 $0 $58,488.00 Rent/Fac Support Lease $150,628.00 $0 $150,628.00 Other Rent/Fac Support Lease and $90,101.00 $0 $90,101.00 Housing Costs Operations $124,000.00 $0 $124,000.00 PSH CHF PSH CHF Rent/Fac Support Lease $39,000.00 $0 $39,000.00 PSH CHF Other Rent/Fac Support $1,000.00 $0 $1,000.00 Lease and Housing Costs PSH CHF Operations $10,000.00 $0 $10,000.00 HEN SFY 2022 (July 2021-June 2022 HEN Admin 2022 $87,081.00 $0 $87,081.00 HEN Rent/Fac Support and Housing $867,722.00 $0 $867,722.00 Costs 2022 HEN Operations 2022 $289,240.00 $0 $289,240.00 HEN SFY 2023 (July 2022-June 2023) HEN Admin 2023 $87,081.00 $0 $87,081.00 HEN Rent/Fac Support and Housing $867,722.00 $0 $867,722.00 Costs 2023 HEN Operations 2023 $289,240.00 $0 $289,240.00 Hotel Leasing and Rapid Re-Housing Admin for Hotel Leasin /RRH $70,000.00 $0 $70,000.00 Hotel Leasing/RRH/Operations $399,446.00 $0 $399,446.00 Additional CHG Additional CHG Funding $98,098.00 $0 $98,098.00 Eviction Prevention EP Admin $133,312.00 $133,312.00 3 DocuSign Envelope ID: D700D1FD-B59D-44F9-8D90-42BD60A53864 Amendment E P Rent $422,135.00 $422,135.00 EP Operations $206,160.00 $206,160.00 HEN FCS Bridge HEN FCS Bridge Admin $0 $5,385.00 $5,385.00 HEN FCS Bridge Rent $0 $59,548.00 $59,548.00 HEN FCS Bridge Operations $0 $12,000.00 $12,000.00 Total $4,290,454 $76,933.00 $4,367,387 ALL OTHER TERMS AND CONDITIONS OF THIS CONTRACT REMAIN IN FULL FORCE AND EFFECT 4 Contract Between Mason County and Community Action Council Professional Services Contract #CAC:2021-2023 CHGHEN (MC Contract #20-056) Amendment# 1 The purpose of this amendment is to increase the total award of the contract for FCS Brid a Funding IT IS MUTUALLY AGREED THEREFORE: That the Original Contract is hereby amended as follows: 1. FUND SOURCE: Consolidated Homeless Grant 2. AMENDMENT TERM: January 1, 2023—June 30, 2023 3. TOTAL ADDITIONAL AWARD: $76,933 Current Amount Amendment E New Amount HEN FCS Bridge Admin - $0.00 $5,385 $2,693 HEN FCS Bridge Rent-$0.00 $59,548 $59,548 HEN FCS Bridge Operations - $0.00 $12,000 $12,000 Total $76,933 $76,933 4. INVOICE: Update invoice with the above categories separated out and submit with the CHG HEN Invoice no later than the 15t" of each month. 5. EXHIBIT A—SCOPE OF WORK Eligible Households • HEN households who no longer have a HEN Referral from DSHS. This includes: o Households who: ■ Are currently receiving HEN rent assistance. o Homeless and at-risk households who: ■ Received a HEN Referral within the last six months but were not able to identify permanent housing. OR ■ Received rent assistance in the past but exited the program within the last six months. AND • Households enrolled in FCS. FCS households enrolled in the Supportive Employment should be prioritized. AND • Household income is at or below 80%Area Median Income. Allowable Expenses • Allowable expenses include Admin (7%), Rent, and Operations. • Rent assistance, including arrears, is not to exceed nine (9) months in total. Housing Stability Plan • The housing provider must work with the household on a housing stability plan to secure affordable permanent housing with the knowledge that this funding expires June 30, 2023. ALL OTHER TERMS AND CONDITIONS of the original Contract remain in full force and effect. IN WITNESS WHEREOF, the undersigned has affixed his/her signature in execution thereof on the day of , 2023. CONTRACTOR MASON COUNTY Kirsten York Sharon Trask, Chair Executive Director, Community Action Council Mason County Board of County Commissioners 1 -� MASON COUNTY PUBLIC WORKS COMMISSIONER BRIEFING FEBRUARY 27, 2023 Action Items• Highway Safety Improvement Program(HSIP) Grant Application 2022 County Force Construction notification of final costs—per Ch. 36.77 RCW Establish CRP and buy structure—Rock Creek Bridge/Cloquallum Road Grinder Pump Purchase Discussion Items: Road Fund additional project program SWAC membership Commissioner Follow-Up Items: Upcoming Calendar/Action Items: r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Mike Collins Ext.450 Department: Public Works Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 27,2023 Agenda Date: March 14,2023 Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Risk (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 WSDOT Highway Safety Improvement Program(HSIP) Grant Background/Executive Summary: Public Works is requesting approval to submit a HSIP Grant to WSDOT for the purpose of seeking funding for a shoulder safety improvement project on Shelton Matlock Road from M.P. 1.76 to M.P. 7.67 (5.91 miles). The project would overlay the existing gravel shoulders with hot mix asphalt,remove and replace existing substandard guardrail,remove guardrail and install crash cushions around utility poles within the clear zone. Applications are due March 15,2023 and funding awards will to be announced by September 2023 Budget Impact(amount,funding source,budget amendment): The project is estimated to cost$1,424,000; Public Works is requesting 100%federal HSIP funding for all phases of the project. Projects are eligible for 100%federal HSIP funding for all phases authorized prior to April 30,2026.Any phases not authorized by this date may be subject to the remaining funds being rescinded Public Outreach(news release, community meeting,etc.): This grant proposal was reviewed with TIP-CAP during their January 11, 2023 meeting and members voted to recommend approval. Requested Action: Approval to authorize the County Engineer to submit the HSIP grant to for safety improvements on Shelton Matlock Road from MP 1.76 to M.P7.67, as well as approval to authorize the Chair to sign all pertinent documents for the grant. Attachments: Questionnaire Location Map and Drawing Highway Safety Improvement Program call for projects 2023 County Safety Program - Call for projects Open - Applications Due March 15, 2023 Available funding for 2022 $35 million of federal Highway Safety Improvement Program (HSIP) funds. $4 million of state Reducing Rural Roadway Departures funds. Program Purpose The purpose of this program is to reduce fatal and serious injury crashes on county roads using engineering improvements/countermeasures. Learn more about the Highway Safety Improvement Program. Eligibility • Only counties in Washington State are eligible to apply. Other organizations may work with a county to propose/develop a project. • Preliminary engineering/design, right-of-way, and construction phases of projects are eligible for funding. • Counties must submit a local road safety plan that addresses fatal and serious injury crashes in the county to be eligible to apply.A local road safety plan is a data-driven analysis and prioritization of an agency's roadways for traffic safety. Using specific information about the factors present at specific crash locations, the county must identify locations where those factors are present. They then must identify and prioritize improvements/countermeasures/projects to address the highest priority locations. This prioritized list of projects must be presented in the local road safety plan, which must be submitted with the application. The local road safety plan must document how and why the priorities were selected. Additional Considerations • Counties are encouraged to incorporate equity-specific safety data and consider equity-related safety risk factors in the development of the local road safety plan. In many communities, traditionally disadvantaged populations are disproportionately impacted by fatal and serious injury crashes. For more information please see Target Zero, pp. 217-221 (PDF 1.31VIB). Counties can access equity-related data through the Washington Tracking Network. • Counties should consider including projects related to smaller towns or tribes with interconnected roadways in their applications. • When upgrading an intersection's control type from traffic signs,the county must evaluate a roundabout and provide justification if a roundabout is not selected. Crash Data Summary Local Programs is providing each county with a crash data summary.The summary shows information about the fatal, serious injury, and total crashes in the county. It also shows how the county compares with other counties in the state.The summary does not include detailed crash data. Other Requirements • Projects are eligible for 100%federal HSIP funding for all phases authorized prior to April 30, 2026.Any phases not authorized by this date may be subject to the remaining funds being rescinded. • Projects must be fully funded between this funding and other funding sources, as applicable. • Only one application per county may be submitted.All prioritized projects should be shown on the application. • There is no maximum funding level for the application. • Projects must comply with all necessary federal and state requirements as detailed in the Local Agency Guidelines Manual. • Projects must be completed as selected once they have been awarded funding. • Recipients must report biannually on the status and expenditures of each project. • Recipients are required to submit monthly progress billings for projects to ensure timely reimbursement of eligible federal expenditures. • Costs incurred prior to federal fund obligation are not eligible for reimbursement. • Projects that are not actively pursued or that become inactive(23 CFR 630)are at risk of being cancelled and the funds reprogrammed. • All projects must be ADA compliant upon completion or federal funds must be repaid. Selection process • All properly submitted applications will be reviewed to ensure they are complete and eligible for funding. • All projects will be prioritized based on the anticipated cost effectiveness of the proposed work in reducing fatal and serious injury crashes in support of Target Zero. • WSDOT may conduct site visits with the applicant, as needed. • WSDOT's Local Programs Director will select the final County Safety projects by September 2023. Application form A completed application form (DOCX 45KB) or application form (PDF 208KB) is required. Applications must include: • A local road safety plan for the county applying for funding.The information in the application must match what is in the plan. • A vicinity map showing the location of all improvements/countermeasures/projects. • A conceptual plan and cross section showing the existing and final configurations for projects that add or revise travel lanes or sidewalks. • A detailed cost estimate for each phase (preliminary engineering, right of way, and construction). The cost estimate for construction must be determined assuming that the project is design-bid-build or design-build and not constructed by the agency's forces. Application forms and the above items can be completed electronically or in writing but must be submitted electronically by 11:59 p.m. on Wednesday, March 15, 2023 by email to HLPGrants@wsdot.wa.gov. Paper submittals will not be accepted.Applications received after the deadline will not be considered. Mason County GRANT QUESTIONNAIRE Date : February 16 , 2023 Office/ Department : Public Works Contact Person : Mike Collins . PLS , PE 1 . Name of Grant/Program : Highway Safety Improvement Program 2 . New Grant X Renewing Grant . Term ( # of years) 2 3 . Is the grant unchanged, and does not require Current Expense funding? (If Y, please skip to number 24) Y _ N X 4 . How will this grant benefit the County' s citizens? The grant will provide funding for a safety project on Shelton Matlock Road that will provide paved shoulders on 5 . 91 miles of roadway. 5 . Is this a program grant or an equipment grant? Program Grant. 6 . Is this a "one-time only grant" or is it renewable? If renewable, how long is grant anticipated to last? One-time only rant. 7 . If this is a new grant how will the grant support a current program OR how will the program change? New grant If the county is awarded the funding , project will be added to next year's program and TIP. 8 . Does this grant require upfront funds? Y X N If so, what is the source of the up-front funds needed to cover costs prior to initial and continuing reimbursements being received ? The Road Fund will cover the costs and be reimbursed . 9 . How many employees (new or current) will be paid by the grant? The grant will cover the cost of employees working on this project. a. If this grant requires new hire(s) and grant ends, how will unemployment costs be funded ? N/A. 10 . Will the grant require matching funds, i . e . , in - kind , cash , Employment Security , Social Security, FICA, PERS , etc. ? The grant is 100% funded for all phases authorized prior to April 30, 2026 . 11a Would the grant allow for an annual COLA in salary , increase in medical insurance premiums or increases in any personnel benefits? Covers salary increases, but not benefits. 12 . What fund would support a cash match (if required ) ?. Road Fund . 13 . If required what is the TOTAL cost of the match over the life of the grant? r Not eg uired . 14 . What fund would support the administration of the grant? Road Fund . Page 1 15 . Will the grant allow for the County cost allocation plan to be funded ? N /A 16 . Would the grant require the county to provide office space and/or additional equipment to administer the program ? If so, what are the requirements? No 17 . Would the program require use of a county vehicle or personal vehicle? Y X N 18 . If so , would the grant provide for the cost of the automobile and/or liability insurance? Y NX 19 . Would the grant require activities by other county offices/departments? ( i . e . legal review, technology services assistance, new BARS numbers. ) Y_ N X If so , what activities? 20 . Would acceptance and completion of the grant project in any way OBLIGATE the County to create/enact new ordinance or policies? Y _ N X If so , what obligations? 21 . Does this grant project include any activities that may fall outside the county' s standard policies ( personnel policies on travel , hours of work, training required , reimbursement for meeting refreshments, paying for meeting space, etc. ?) No 22 . Will outside consultants be solicited to work on the grant and if so, is a process in place for appropriate selection and oversight of consultant activities? Y _ N X If so, what is the funding source for consultant fees? 23 . For a program grant, how would the program be funded after the grant expires? ( It should be understood that once grant funding ends, either the program ceases OR the funding for the program needs to be absorbed within the department' s or office's existing budget) OR justification must be provided that the program has been and will continue to save or benefit taxpayers . Program would cease maintenance of the safety improvements would be covered through the road fund as it is today. 24 . Please provide (attached to questionnaire) a synopsis of the grant or a copy of the fact sheet. Please feel free to submit additional information as needed . Information regarding the Highway Safety Improvement Program and a copy of the County Safety Program : Call for Projects is attached . Official signature of requesting office/department : z1 zz � Elected Official/Department Head Date Approved by : Chair, Board of County Commissioners Date Page 2 Turtle Lah,. - Shoulder SafetyImprovementJ Project z Shelton Matlock Rd - MP 1 . 76-7 .67Z�q s p y ti Q North Ao P �'��, p5 R •rO Field sa .4rnLake nq. o�v/..- I 0 WALLACE�I oG d �ao� KNEELAND BLVD MP 7.67 Esy Jauey --- J ---� .� c600seLake% - Creek J TON 1 �.. �'°��� -o•Iilsh�r°�ek � ' '� ��_�� �♦ ce k ♦` w c Sr i 1 _ —��� `pa ►�`` '� __.� ,l Sj y Qn ire ,y�, helton ;,,rrou h�• en , 11 _� re MP 1.67 N VALLERD o `. ���^y' i - �� SHELTO �Z 0 1 2 Miles NRD w CIARX d � d SHELTON MATLOCK ROAD MP 1 . 76 TO 7 . 67 < SHOULDER SAFETY IMPROVEMENT PROJECT '0( 1 .00 5.00 12.00 2,00 5.00 z TRAVEL LANE TRAVEL LANE LACE 3.0' CSTC TYP, EXISTING PAVEMENT VARIES VARIES � NOTE: TACK COAT THE EXISTING ASPHALT EDGE REMOVE EXISTING SHOULDER MATERIAL AND PLACE 3.0' HMA SHOULDER TYPE XISTING GRAVEL PRIOR TO PLACING HMA, ALL COST INCLUDED IN 9 HMA ITEM. m NOTE: THE CONTRACTOR WILL GRADE AND COMPACT TYPICAL SECTION THE EXISTING GRAVEL SHOULDER PRIOR TO PLACING NTS n HMA. INCLUDED IN HMA BID ITEM. Y ai 00 ww 99 ii OR 3i n < r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Mike Collins Ext.450 Department: Public Works Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 27,2023 Agenda Date: March 14,2023 Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Risk (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• County Force Construction Projects—2022 Notification of Final Costs as per Chapter 36.77 RCW Background/Executive Summary: RCW 36.77.070 requires advertisement in County newspaper of construction projects performed by county forces over$1 Ok before projects initializes(brief description of work and engineers estimate of cost) and after completed(similar brief description of work with true and complete cost). The annual costs of projects performed in-house are limited by a set statute. Public Works is presenting to the Board a"Notification of Final Costs"of county force construction projects completed during the previous year to meet the project completion advertising requirements. Budget Impact(amount,funding source,budget amendment): N/A Public Outreach(news release, community meeting,etc.): All County Road Project(CRP's)resolutions are published in the Shelton Journal. When using County Forces to complete a CRP that is over$1 Ok, a notice of completion is posted in the Journal with estimated and final project cost as required by RCW. Requested Action: Approval to execute the"Notification of Final Cost"of County Road Construction projects completed in 2022 performed by county forces. Attachments: Notification of Final Cost BY ORDER OF THE BOARD OF COUNTY COMMISSIONERS OF MASON COUNTY,WASHINGTON NOTIFICATION OF FINAL COST COUNTY ROAD CONSTRUCTION—2022 BE IT HEREBY ORDERED,that the undersigned Board of County Commissioners of Mason County,Washington, gives official notification in conformance to RCW 36.77.070 of the actual construction expenditures for county force construction projects in Mason County for year 2022 where the estimated cost of the work exceeds $10,000. CRP/PROD.# COUNTY ROAD NAME COUNTY FORCES PROJECT TOTAL DATE 1995 North Shore Road $280,000 $242,117 9/7/2022 (Cady Creek) 2021 North Shore Road $500,000 $250,008 9/8/2022 (Great Bend Culvert Replacement) 2037 Sunnyside Road $145,000 $ 77,599 8/2/2022 (Road Resurfacing—Gravel to Chip Seal, M.P. 0.55 —M.P. 1.55) 2038 California Road $ 65,000 $ 82,870 8/22/2022 (Road Resurfacing- Gravel to Chip Seal) ** Total County Forces Expenditures: $ 652,594 * The preliminary cost estimate, covering the above-named project(s)was formerly ordered on the indicated days, as provided by RCW 36.77.070. ** This figure satisfies the requirement of RCW 36.77.065. Mason County's 2022 County Forces Construction limit was $1,269,485.00. DATED this day of , 2023. BOARD OF COMMISSIONERS CERTIFIED BY: MASON COUNTY, WASHINGTON MIKE COLLINS, PE County Engineer SHARON TRASK, Chair ATTEST: RANDY NEATHERLIN,Vice Chair MCKENZIE SMITH, Clerk of the Board KEVIN SHUTTY, Commissioner APPROVE AS TO FORM TIM WHITEHEAD, Ch. DPA cc: Commissioners Finance JOURNAL: Publ.It.:3/23/2023(Bill: Mason County Dept.of Public works) r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Mike Collins Ext.450 Department: Public Works Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 27,2023 Agenda Date: March 14,2023 Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Risk (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• County Road Project No. 2048 -Rock Creek Bridge Replacement on Cloquallum Road Background/Executive Summary: Recent inspection of the Rock Creek Bridge,located at approximately MP 5.82 on Cloquallum Road,has revealed a failing superstructure. The bridge is estimated to have been built in the early 60's as there are no plans on file. The superstructure is a laminated slab timber deck with an 18 ft span. The timber slab sets on concrete spread footings. Years ago, a marine plywood layer was lag bolted to the deck surface and asphalt was placed over top. This layer of plywood has rotted, allowing water to intrude into the top of the timber slab. It is recommended that we replace the timber superstructure with a new one. Public Works staff, solicited to the five(5) companies they found that could build this type of structure. Three(3)quotes were procured(the other 2 companies could not bid due to affiliation to other company providing quote).Public Works is requesting authorization from Commissioners to award to the low bidder,TrueNorth Steel Bridge (see attached quotes). Budget Impact(amount,funding source,budget amendment): This project is on the adopted 6-Year TIP for construction in 2024. Given the long lead time for bridge manufacturing and delivery,we request 2023 budget authority to expend approximately $220,000. Funds would be moved from Beginning Fund Balance. Public Outreach(news release, community meeting,etc.): Project resolutions will be published in the Shelton Journal. A one-week road closure is estimated to complete the project._Public Works will publish the closure dates in the Shelton Journal, county website, Channel 3,road closure hotline, email to road closure group and post reader boards, a week prior, at location. r R�i Mason County Agenda Request Form Requested Action: Approval to authorize the transfer of funds from Beginning Fund Balance; approval of the Resolution for County Road Project No. 2048 to replace the Rock Creek Bridge Superstructure; approval for the County Engineer to procure the bridge structure from the apparent low bidder,TrueNorth Steel Bridge; and approval for the County Engineer and Chair to sign all pertinent documents for the project. Attachments: Resolution Vicinity Map/Bridge Photos Quotes MASON COUNTY COMMISSIONERS RESOLUTION NO: COUNTY ROAD PROJECT NO. 2048 WHEREAS,on Mason County Road No. 10000,known locally as the Cloauallum Road and more specifically located in Sec.3,T. 19N,R 04W,WM at approximately mile post 5.82;work defined as"construction'in the BARS Manual,Page II-63,et seq,is determined to be necessary and proper; and, THEREFORE,BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS that it is their intention to: Replace the timber superstructure on the Rock Creek Bridle. SAID WORK is to be performed by Contract and/or County Forces in accordance with Washington State Standard Specifications for Road and Bridge Construction as adopted by Mason County(RCW 36.77.020 and/or RCW 36.77.065 and WAC 136-18). BE IT FURTHER RESOLVED that the described County Road Project is necessary and proper,and the estimated costs of said project are herewith set out as follows: Engineering: $ -0- Right of Way $ -0- Construction $ 220,000 The County Road project herein described in HEREBY DECLARED to be a public necessity,and the County Road Engineer is HEREBY ORDERED AND AUTHORIZED to report and proceed thereon as by law,provided and in accordance with RCW 36.75.050,36.80.080 and 36.80.070. ADOPTED this day of 2023. BOARD OF COUNTY COMMISSIONERS MASON COUNTY,WASHINGTON Sharon Trask,Chair ATTEST: Randy Neatherlin,Vice Chair McKenzie Smith,Clerk of the Board Kevin Shutty,Commissioner APPROVED AS TO FORM: Tim Whitehead,Ch. Deputy Prosecuting Attorney cc: Co.Commissioners Engineer JOURNAL: Publ.1t: Rock Creek Bridge Replacement CRP 2048 Clo uallum Rd MP 5.82 r WWAd -----L } d _ M P 5.82 f- a F cro MR �n . Rock reek a 0 Shelton ' Us lot 0 335 670 1,340 2,010 Feet urces: Esn, HERE pan, METI,Esri C ©OpenStreetMap(and) OpenStreetMap cont contributors,CC-BY-SA ..may�c ' :, I"l 'C• ,. i2 y j'� � - - - ._ 4'� f i -Jf •f ANN, 14 �� �� .i:° i1. , ''�yl.l - '�f,� t� :f - -'sq '�- Lrr�,' v._ �s� � •:j`.- - w 17 FT • ram. _/:� f ,��:� ;��• �F� - c+� i. ��S_....3.:�� _ •'" _ i - r .f;I -�r,:i���-��- :'r.a - r. ,..'�t,r `.7 liJ."?'.�ti.-.�_ .._. •.�: •�-^ - '�'rs�-�u'ti'�'�r'j"-r-'.,�-'ray..._�...�.����yC=�•��•�i.�--.�•Yip r", -•��� � ,6 S� ����,}� 'F rtr` r ..� Truenorth Steel Bridge" Quote 4401 Main Avenue 401 N. Loop 289 5405 Momont Road Fargo, ND 58103 Lubbock, TX 79403 Missoula, MT 59808 Phone: (866) 982-9511 Phone: (806) 762-3255 Phone: (406) 532-7103 Project Name: Rock Creek Bridge City, State: Shelton, WA Quote # B02231709 Date: 2/21/2023 Quotation is valid for 15 days due to steel and fuel volatility TrueNorth Steel Territory Manager: Tom Viall Cell: 406-698-5234 Email: tom.viall@truenorthsteel.com Estimate Prepared By: Clint LaRowe BOM Reference:00853 i Vehicular Mod Bridge QTY SIZE DESCRIPTION PRICE 1 30 X 18 VEHICLE BRIDGE $60,031 3 modules for bolt-together field installation Design Load HL-93 30 Feet Travel Way- inside of guardrail to inside of guardrail 18 Feet Travel Length - end to end of girder Top of deck to low steel is approximately 24 inches Estimated bridge weight is 13427 Ibs, estimated heaviest module is 4699 lbs. TO INCLUDE: • Structural Support Beams—A588 weathering steel, mill-rolled W-Beam • Bearing Plates, and Leveling Pads for up to an Elevation Rise of 1.5% • Rail—Galvanized W-Beam, Non-crash Tested. • Bridge Deck Surface— Galvanized, 12"x4-1/4" roll or press break formed panels Configured to accept gravel, timber, or asphalt wearing surface • Hardware -Weathering steel splice bolts (if required) and bearing assemblies (excludes anchor bolts) • Design drawings stamped by a WA Professional Engineer *Price does not include embedded anchor bolts for pre-cast or poured in place concrete. *TrueNorth Steel will design the anchor bolts for shear and tension of the bolt only for lateral and uplift forces.Embedment and foundation checks by the foundation engineer of record.Any request for TNS to perform checks will be at the cost of the contractor. *Hardware bolts and fasteners may include foreign/import content.It is TrueNorth Steel's intent to maximize domestic sourcing of raw materials and hardware when available. Below options are only available for purchase with this bridge for use with this bridge Page 1 of 4 Truenorth Steel Bridge'" Delivery FREIGHT- FOB JOBSITE Included in Bridge Includes delivery of all components listed above - unloading/installation by others All schedules and shipping sequences will be mutually agreed upon by customer and TrueNorth Steel - Schedule will be contingent on material availability and mill rollings. Freight is based on rates at time of quote, actual costs will be charged at time of delivery. SPECIFIC EXCLUSIONS Calculations and Load Ratings (unless otherwise noted specifically in quote); Galvanizing, Paint or any other finishes(unless otherwise noted in quote); Third-party inspection of bridge during fabrication; Design, excavation and construction of bridge abutments; Unloading and assembly of bridge at the project site; Site surveys, permitting or geotechnical evaluations; Supply and placement of reinforced concrete deck (if applicable); Anchor bolt design, supply and installation (unless otherwise specifically noted in quote); Any storage fees (unless otherwise noted specifically in quote); Any freight costs (unless noted specifically in quote); Any Federal, State, County, or Local Sales Tax. TRUENORTH STEEL, INC. -TERMS AND CONDITIONS 1.ACCEPTANCE.The following terms and conditions are attached to and incorporated in the quotation.ACCEPTANCE OF THE OFFER REPRESENTED BY THIS QUOTATION IS EXPRESSLY LIMITED TO THE TERMS AND CONDITIONS HEREOF.NO TERMS ADDITIONAL TO OR DIFFERENT FROM THOSE IN THIS OFFER ARE BINDING ON THE SELLER. 2.TERMS.Seller's quotation is firm for thirty(30)calendar days from the date of the quote,unless otherwise stated on the quote.TrueNorth Steel reserves the right to review and revise pricing based upon steel market conditions.Unless otherwise agreed to in writing by the Seller,the Buyer hereby agrees to take delivery of the materials on this order within the later of thirty(30)days after the mutually agreed upon delivery date or within thirty(30)days after notification,oral or written,that the materials are ready for shipment.In the event that the Buyer does not arrange to take delivery of the materials within thirty(30)days of the mutually agreed upon delivery date,seller may invoice the Buyer for the materials less freight if applicable and payment is required within thirty(30)days.As an option to Buyer the material may be stored in Seller's yard for a period not to exceed sixty(60)days from the date of invoice and Seller will charge Buyer a storage fee not to exceed 5%of the purchase price per month.Materials stored at Seller's yard in excess of(60)days will be subject to a storage fee of 10%of the purchase price and may be subject to additional charges related to any repair work to protective coatings harmed by weathering while such material is being stored. 3.CHANGES.Any requests to change or modify this quotation requires a WRITTEN REQUEST from Buyer to Seller.If quantities,design parameters or design layouts change from those detailed on the original quote,the original quote may be deemed invalid and Buyer must request a new quote reflecting actual conditions.Previous delivery schedules and commitments may be altered as a result of changes. 4.PAYMENT TERMS AND LATE CHARGES. All sales are COD unless credit is approved in advance.Upon approved credit,payment is due NET 30 DAYS from date invoiced.Down payment of 25%and progress payments may be required.Without credit 50%down and 50%prior to shipment.Buyer shall pay interest charges on all past due amounts at the rate of 1 3/4%PER MONTH(21%per annum),or if that rate is not allowed under applicable law or statute then at the highest rate allowed under applicable law or statute.Buyer is responsible for all costs of collection including without limitation reasonable attorneys'fees and court costs.If Buyer shall fail to comply with any provision or fail to make payments in accordance with the terms of this contract or of any other contract between Buyer or Seller,Seller may at its option defer further shipments,or without waiving any other rights it may have,terminate this contract.All deliveries shall be subject to Seller's Credit Department.Seller reserves the right before making any delivery to require payment in cash or security payment;and if Buyer fails to comply with such requirement,Seller may terminate this contract. 5.SALES TAX. Sales tax is NOT included in any quotation by Seller unless specifically included.All applicable taxes shall be added and paid by Buyer in addition to the purchase price. 6.FORCE MAJEURE.Seller does not assume the risk of and shall not be liable for failure to perform any obligation caused by civil insurrection,war,riot quarantine,terrorism,fire, strike,labor stoppages or other labor disturbances,acts of God,acts or omissions of Buyer,acts or omissions of any government body or entity,floods,epidemics,pandemics,freight embargoes,shortages of labor,fuel,energy or materials,failure of suppliers or subcontractors to satisfactorily meet scheduled deliveries,accidents to machinery,delays in transportation or any other cause beyond the reasonable commercial control of Seller.Upon the occurrence of any such event,Seller may terminate this Contract without liability.In no event shall Seller be liable to Buyer for any consequential damages or claims for labor resulting from failure or delay in delivery. Page 2 of 4 Truenorth Steel Bridge" 7.DESIGN DRAWINGS. Seller will commence with bridge design drawings and calculations upon receipt of signed agreement,required deposits,and receipt of all necessary documents from Buyer.Seller is dependent upon Buyer for supplying complete and accurate site information and design parameters.Designs supplied by Seller are based upon information provided by Buyer.Buyer or Buyer's representative is responsible for confirming that all information supplied to Seller is current,accurate and applicable.Scope of Seller's design is limited only to the bridge supplied unless additional design features are specifically requested by Buyer and agreed to by Seller. 8.DELIVERY. Site must be safely and reasonably accessible for an over-the-road truck under its own power.The Buyer is responsible for providing safe means for off-loading on-site and for all rigging equipment,connection of rigging to bridge and lifting and placement of the bridge.Two(2)hours of off-load time is included in the delivery/freight cost per truck. Additional off-load time is provided at$150/hour,per hour.Buyer will be responsible to reimburse freight carrier for any damage to delivery equipment as part of unloading or any other actions on delivery site. 9.MANUFACTURING VARIANCE.The materials sold hereunder shall be subject to the Seller's standard manufacturing variations,tolerances and classifications. 10.RETURNS. Materials associated with this order may not be returned unless Buyer has received specific approval from Seller in writing. 11. CANCELLATION FOR CONVENIENCE.Due to the project-specific engineered content inherent to the order,cancellations of orders must be mutually agreed upon between Buyer and Seller.If Buyer makes a written request to Seller to cancel this order,Seller at its sole discretion,and only by written notice to Buyer,may authorize Buyer to cancel this order. In that event,Seller shall charge Buyer fully for all services and materials(including raw materials Seller has incoming from outside suppliers)specific to this order and for all work performed. 12.CLAIMS BY BUYER.Passage of title to items sold to Buyer shall occur upon delivery and/or unloading by either party.If Buyer uses its own trucking or other means of pickup or delivery,then passage of title occurs upon completion of items being loaded at TrueNorth Steel facility.Any claims by Buyer must be made promptly in writing and in no event later than thirty(30)days after transfer of title.Written notification from Buyer must detail to the Seller the exact damage or shortcoming of the item and the reason Seller is claimed to be responsible.Seller must be given ten(10)working days to investigate the claim and should the Seller assume responsibility,Seller will be allowed ten(10)additional working days to replace the product or to provide a remedy deemed acceptable by the owner or owner's representative.In any case,Seller must be allowed a reasonable amount of time to correct any claim of deficiency.In no circumstance will Seller assume responsibility or accept charges from Buyer without written acceptance from Seller. 13.LIMITED WARRANTY.In order for there to be any coverage under the warranty herein,the following terms and conditions must be satisfied: (1)The bridge must be(i)installed within the United States and Canada;(ii)the bridge must be installed and maintained in accordance with all applicable manufacturer,owner and industry instructions,specifications and standards that were in effect as of the date of the shipment;(iii)the bridge must be installed and maintained in accordance with all applicable government laws,regulations,rules, ordinances,codes and other requirements that were in effect as of the date of shipment;(iv)the bridge's installation and maintenance must be upgraded in accordance with all manufacturer,industry and/or government instructions,specifications,standards,laws,regulations,rules,ordinances,codes and other requirements that may become effective after date of shipment.(2)Upon discovery of issues related to materials or workmanship or any other matter for which the warranty or other claim may be brought and in accordance with Section 11,the Seller,together with its representatives and anyone else acting on its behalf,must be given written notice of the event and must be given the opportunity to inspect and test the bridge and the site where the bridge was installed before,during and after any change in any condition that might affect the ability of the Seller to determine what happened and/or the cause of what happened.The owner will take all caution and responsibility to determine the safety of the bridge until due process is completed.The owner of the bridge bears the responsibility of establishing that any alleged issues related to materials or workmanship is covered by the warranty herein.(3)If it is established that the event is covered by the warranty herein,the Manufacturer will at its sole option:(i)repair the bridge;or(ii)replace the bridge with a bridge of approximately the same size,design,quality of material and workmanship specified for the original bridge.Manufacturer will repair or replace the bridge within a reasonable time period agreed upon by the manufacturer and owner.If the Manufacturer,at its sole discretion,is unable to repair or replace the bridge,it will refund the original purchase price of the bridge. What is covered by warranty:Provided that the terms and conditions set forth herein are fully satisfied,"TrueNorth Steel",a registered tradename and its Affiliates(hereinafter refer to as"Seller")warrants the bridge against defective steel materials or workmanship for up to one(1)year following the delivery of the bridge to the customer.Steel decks and wood carry no warranty,with the exception of naturally durable Ipe hardwood decking and Ipe hardwood attachments shall carry a one(1)year warranty against rot,termite damage,or fungal decay.The warranty coverage provided herein extends only to the initial end user.Extended warranty from the original purchase date must be granted upon written request by a dealer/distributer to the Manufacturer for the initial end user. What is not covered:(1)The Seller does not warrant any additional accessories and/or other attachments connected to the bridge.Under no circumstances will the Seller be liable for (i)the cost of repair or replacement of any accessories or other attachments to the bridge placed by others including pavement or other materials placed as a driving surface;or(ii) labor costs or other installation costs either for the bridge's original installation or for its repair or replacement or(iii)damage to the bridge or other property resulting from wind,rain, earthquake,building or earth collapse,explosions,and other acts of nature or man;or(iv)damage caused by installation,outside attachments not included in original bridge design, operating,service,maintenance(including de-icing agents)and/or repair practices;(v)failure due to defective materials and/or workmanship occurring later than one(1)year following delivery of the bridge,(vi)delivery to and from Seller's facility for repair or replacement;(vii)any exterior coatings unless specified in writing at time of purchase by the Seller and touch up to exterior coating as a result of delivery or installation,or(viii)any other damages as the result of delivery or installation.(2)This warranty shall not cover defects in the bridge caused by abuse,misuse,overloading,accident,improper installation,maintenance,alteration or any other cause not expressly warranted.This warranty does not cover damage resulting from or relating to the use of any kind of de-icing material.This warranty shall be void unless owner's records are supplied which show that the bridge has been properly maintained.(3)Warranty does not cover any issues related to the design,installation,failure or settlement of the bridge abutment,piling,retaining walls or other structures supporting the bridge.Seller is not responsible for scour,erosion or other design aspects related to soils,foundations or other hydraulic degradation of streams.(3)Warranty does not cover any issues related to the design,installation,failure or settlement of the bridge abutment,piling,retaining walls or other structures supporting the bridge. LIMITATIONS OF LIABILITY AND DAMAGES AND EXCLUSION OF OTHER REMEDIES.THE FORGOING REMEDY OF REPAIR,REPLACEMENT OR REFUND IS THE SOLE AND EXCLUSIVE REMEDY AVAILABLE FROM TRUENORTH STEEL AND ITS AFFILIATES.UNDER NO CIRCUMSTANCES SHALL THE LIABILITY OF TRUENORTH STEEL AND ITS AFFILIATES EXCEED THE PURCHASE PRICE OF THE BRIDGE.IN NO EVENT WILL THE MANUFACTURER OR ANY OF ITS EMPLOYEES OR REPRESENTATIVES BE LIABLE FOR ANY CLAIMS FOR SPECIAL,INCIDENTAL, INDIRECT OR CONSEQUENTIAL DAMAGES,INCLUDING BUT NOT LIMITED TO,LOSS OF PROFITS OR REVENUE,BUSINESS INTERRUPTION,LOSS OF USE,COST OF CAPITAL,COST OF SUBSTITUTE EQUIPMENT OR MATERIALS,DOWNTIME COST,ENVIRONMENTAL LOSS,LOSS OF ENJOYMENT,OR OTHER ITEM OF LOSS OR DAMAGE HOWEVER DESIGNATED,WHETHER SUCH CLAIMS SHALL BE FOR BREACH OF CONTRACT,BREACH OF WARRANTY,NEGLIGENCE,STRICT LIABILITY IN TORT,OR OTHER CLAIM HOWEVER DESIGNATED,WHETHER SUCH CLAIM ARISES OUT OF OR RESULTS FROM THE LIMITED WARRANTY HEREIN,OR FROM EXPRESS OR IMPLIED WARRANTIES,OR FROM THE DESIGN,MANUFACTURE,SALE,DELIVERY, RESALE,INSTALLATION,TECHNICAL DIRECTION,OR INSTRUCTION FOR INSTALLATION,INSPECTION,REPAIR,MAINTENANCE,SERVICE,OPERATION OR USE OF THE BRIDGE. Page 3 of 4 Truenorth Steel Bridge" DISCLAIMER OF ALL OTHER WARRANTIES THE FOREGOING LIMITED WARRANTY IS THE ONLY WARRANTY MADE,THERE ARE NO OTHER WARRANTIES,EXPRESS OR IMPLIED,INCLUDING,BUT NOT LIMITED TO,ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.TRUENORTH STEEL AND ITS AFFILIATES DO NOT WARRANT PRODUCTS FURNISHED BY OTHER MANUFACTURERS ATTACHED OR UNATTACHED TO THE BRIDGE BEYOND THE ORIGINAL MANUFACTURER'S WARRANTY. 14.INDEMNITY.To the fullest extent permitted by law,Buyer,for itself and its affiliates and subsidiaries,agrees to indemnify,defend and hold harmless Seller and its parent and affiliate companies and their respective officers,directors,shareholders,sureties,insurers,subsidiaries,employees,agents,representatives,and assigns from and against any and all losses,damages,liabilities,obligations,penalties,judgments,awards,costs and disbursements,including,without limitation,any and all costs and attorneys'fees associated with investigating,preparing for and defending against any claim asserted by a third party,arising out of or relating to(a)any personal injury(including death)or property or commercial damage arising out of the failure of any product relating to this Quotation,except to the extent caused by Seller's failure to comply with the plans and/or specifications Buyer provides to Seller for the product(s);(b)Buyer's failure to comply with applicable law,including,but not limited to,failure to warn;and/or(c)any gross negligence,recklessness,or intentional misconduct on the part of Buyer or its employees,agents,representatives,consultants,subcontractors and suppliers(other than Seller),officers,directors,subsidiaries,affiliates,or parent company.Seller shall also be entitled to recover from Buyer all attorneys'fees and costs Seller incurs to enforce this Order(including without limitation these General Terms and Conditions). 15.RIGHTS AND REMEDIES NOT EXCLUSIVE.The foregoing paragraphs of these Terms and Conditions are in addition to,and do not limit Seller's other rights or remedies. A reference to certain rights or remedies in any one paragraph of these Terms and Conditions does not limit Seller's rights or remedies under any other paragraph of these Terms and Conditions, or otherwise under this Purchase Order or at law,in equity or under applicable statute. 16.SEVERABILITY.If any provision of this contract shall be declared unenforceable,only that portion necessary shall be modified or stricken and all other provisions shall remain in full force and effect. 17.WAIVER.Failure of Seller to enforce any right or remedy shall not be construed as a waiver of such right or remedy. 18.GOVERNING LAW.This contract shall be construed,interpreted,and governed by the laws of North Dakota.The exclusive forum for any disputes arising out of or relating to this Contract shall be any federal or state court sitting in North Dakota.The parties irrevocable consent to such exclusive jurisdiction in such courts and to the proper venue therein.If Seller must resort to legal action or remedies,Buyer shall reimburse Seller for all of Seller's legal fees and expenses,whether or not suit is filed by Seller. BUYER/CUSTOMER PLEASE SIGN HERE: We hereby order the described material subject to all Terms and Conditions included in this quotation. Accepted By: Printed Name: Title: Company: Date: Page 4 of 4 BUDGET/ ENGINEER'S ESTIMATE CV411ONTECH 2022 Budget Date: 12 15 g / / BIG R ENGINEERED SOLUTIONS Project No.: TBD a R i D G E A 411IN(lEWCOMPANY Project Name: Mason County RG Location: Mason,WA Item Description Qty Unit Price Total Price 1 The following is a Big R Rolled Girder Vehicular Bridge System ENGINEER'S 1 ea. Lump Sum $67,300.00 COST ESTIMATE for the subject project.This ESTIMATE is intended for preliminary Includes Freight estimating purposes only and should not be interpreted as a final QUOTATION.The information presented is based on the most current data made available to Contech Engineered Solutions,LLC(CES). Prefabricated steel bridge superstructure with features as described below: Bridge Model: Site-Specific Modular Length: 18 ft(out to out girder dimension) Width: 30 ft(clear between rails) Design Code: AASHTO LRFD Bridge Design Specifications,9th Edition,2020(ABDS) Live Load: HL-93 Design Vehicle Owner Vehicle: No Owner-Specified Vehicle Deflection: L/500 Number of Pieces: 3(field bolting by others) Finish: Weathering SP6 Bridge Decking: 12 x 41/4 Steel Bridge Plank x 9 gauge Wearing Surface: Asphalt(by others) Railing Type: TL-2 Design Rated;12 Ga Thrie-Beam;Galvanized Girder Mounted-Not Crash Tested Railing Height: 27 Inches-Vehicle Only Bearing: Contech Designed Bearings are included: Elastomeric Leveling Pads Preliminary Superstructure Weight lbs.: 16,000 Shop drawings will be provided,signed and sealed by a Professional Engineer registered in the State of WA Special Considerations: Top of steel bridge plank to low steel dimension is: 18.2" Figure an additional 3"for asphalt and 1.5"for bearings. Doug Myers Doug.Myers@ContechES.com 253-797-8293 C aNTECH' ENGINEERED SOLUTIONS BIG A IJUINRETE-COMPANY r: �: To ensure quality standards are followed,Contech holds the following certifications: ■ In the United States we are certified under the AISC Quality Certification Program for Simple,Major and Advanced(ABR)Steel Bridges with Fracture Critical and Sophisticated Paint endorsements. Lead time for submittal drawings and calculations is 8-10 weeks from formal notice to proceed and receipt of all necessary project information. Due to fluctuations in backlog which occur between the date of this quotation and approval of submittals,material availability,and other supply chain issues,fabrication lead time will be communicated upon receipt of approved submittals. Dimension&Weight Disclaimer: ■ All dimensions and weights listed in this proposal are approximate and are subject to change upon final design parameters and customer approval of engineered submittal drawings. ■ Do not base the selection and/or mobilization of installation equipment off of approximate dimensions and weights. ■ Final dimensions and weights will be noted on customer approved submittal drawings. The following items are not included with this proposal: § third party inspections at any time during the project duration, § design,excavation and construction of bridge abutments, § anchor bolt design,supply and installation, § unloading and assembly of bridge at the project site, § supply and placement of reinforced concrete deck(if applicable), § site surveys,permitting or geotechnical evaluations, § any federal,state,county or local sales tax § approach rail,transitions,or terminal ends § expansion/sealed or compression joints, § UT or RT testing, § Skewed Ends § Bridge Grade Prepared by: Doug Myers Bridge Consultant Contech Engineered Solutions 253-797-8293 Doug.Myers@ContechES.com Project No.: TBD Project Name: Mason County RG Quote Number � ■ 322131 December 22, 2022 nAoQuik Jeremy Seymour BRIDGING SYSTEMS Mason County Public Works 411 N 5th Street Shelton,WA 98584 Project Name: Mason County Bridge Deck-only InQuik Bridge— BUDGET PROPOSAL Based on available information, we have developed the following budget proposal for InQuik deck panels on by-others, existing abutment: Option Heaviest Pick 5000 psi concrete Price required 30 LF Wide x 21 LF Span 2.5 ton 24 cubic yards $82,600 Prices include: InQuik standard design report/AASHTO verification, project-specific shop drawings, on-site installation support, QC and material certifications Prices exclude: site-specific stamped engineering, delivery to site (estimated at$5,500),guardrails, abutments, abutment design, foundation design, abutment connection design Notes QUOTATION VALIDITY This is a budget proposal based on limited information; pricing is approximate and subject to change without notice LEAD TI M E 16-24 weeks from design finalization, subject to workload at time of order. Urgent bridge replacements may be eligible for priority treatment. PAYMENT 50% upon signing a contract between the parties within 14 days,the remainder upon delivery of bridge components, unless otherwise agreed by InQuik. Design and manufacture of bridge components will not commence until contract documents have been signed and returned, and the deposit has been received. 1644 Platte Street, Suite 322, Denver, CO 80202 Phone: 866-2498-9661 1 Email: sales@inguikbridge.com Website:www.inguikbridge.com r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Richard Dickinson Ext. 652 Department: Utilities&Waste Management Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 27,2023 Agenda Date: March 14,2023 Internal Review: ❑ Finance ❑ Human Resources ® Legal ❑ Information Technology ❑ Risk (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: Sole Source Bulk Purchase of Grinder Pumps from Correct Equipment Background/Executive Summary: Public Works(U&W Management Division)has a service maintenance agreement with Correct Equipment to provide service for the grinder pumps for the North Bay and Belfair Sewer Systems. The agreement includes a price list for pumps and parts. Due to the age of the equipment,many of the service problems result in the purchase and installation of a new pumping unit. Correct Equipment is still offering to provide a discount on the pumps if we purchased a minimum of 50 at one time because the pump company gives Correct Equipment discounts for large orders. Without discount pricing,the grinder pumps would cost$3,486.00 each. With the discount pricing,the grinder pumps cost$2,606.00. This is a savings of—25.25%, equal to $880.00 per pump. In the last three years,there has been an average of 72 Dry well and 8 Wet well grinder pumps replaced per year in North Bay and Belfair. Public Works would like to order 65 Dry Well and 10 Wet Well grinder pumps for this year. Budget Impact(amount,funding source,budget amendment): Funding is available in current budget. The pumps would be paid for primarily out of North Bay Fund #403,with 5%out of Belfair Fund#413. The North Bay system is older, almost all the pump replacements are in that system. Public Outreach(news release, community meeting,etc.): N/A Requested Action: Approval of the Resolution for the sole-source purchase from Correct Equipment of 75 grinder pumps and conversion kits for a total of$212,877. r f Mason County Agenda Request Form r- lh'a.�— Attachments: Resolution Quote RESOLUTION NO. A RESOLUTION WAIVING PUBLIC BIDDING REQUIREMENTS AND APPROVING A SOLE SOURCE PROCURMENT FOR THE PURCHASE OF E-ONE GRINDER PUMPS FOR COUNTY MAINTAINED AND OPERATED GRINDER PUMP SYSTEMS WHEREAS, Mason County is responsible for the maintenance and operation of approximately 450 grinder pump systems for single-family residential properties that have been designated as low-pressure sewer areas that connect to either the North Bay Sewer System or the Belfair Sewer System; and WHEREAS, many of the pumps used at the North Bay Sewer System have met their maximum operational lifespan and the availability of parts for these older systems are limited. WHEREAS, the County has been upgrading the older pumps to the newer E-One pump, given that they are the only pumps that fit the size of the older tanks; and WHEREAS, the County currently has a maintenance services agreement with Correct Equipment, which are the only licensed supplier of the E-One Pumps in Washington State to provide the replacement parts and pumps that meet our specifications. WHEREAS, RCW 39.04.280(1) (a) specifies exemption to competitive bidding if the purchase is clearly and legitimately limited to a single source supplier; NOW, THEREFORE, BE IT RESOLVED, by the Board of Mason County Commissioners as follows: 1. Correction Equipment is a sole source supplier of the E-one grinder pumps that are used at the North Bay Sewer and Belfair Sewer Systems. 2. That the County is authorized to purchase (75) E-One Grinder Pumps without proceeding to secure competitive bids, estimated at $212,877.00. ADOPTED this day of , 2023 BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON ATTEST: Sharon Trask, Chair McKenzie Smith, Clerk of the Board Randy Neatherlin,Vice Chair APPROVED AS TO FORM: Kevin Shutty, Commissioner Tim Whitehead, Ch. DPA _srarFo� g M` 7 MASON COUNTY O A U 0 Y o T o z SOLE SOURCE JUSTIFICATION FORM 2 Y Y 1200 �O 1864 Date: February 22, 2023 Department: Public Works Department Contact: Richard Dickinson, Ext. 652 Recommended Vendor: Correct Equipment Address: 14576 NE 95th Street, Redmond, WA 98052 Phone: 877.371.4555 Cost Estimate: $212.877. Describe the item requested and its function: E-One Grinder Pumps and Conversion Kits 1. Check the reasons for the sole source request: ® Sole Source: No other items are known to exist which performs the same function ❑ Special Design: Item is of specific design to fit in with an existing installation ❑ Consultant: Providing professional or technical expertise of a unique nature or location availability ❑ Proprietary: Item is held under exclusive title,trademark or copyright ❑ Warranty Service:The vendor is the sole provider of goods and services which the County has established a standard. ❑ Used item: 3. Is this product available from other sources? ❑ Yes ❑ No 4. What necessary features does the vendor provide which are not available from other vendors? Correct Equipment is the only licensed supplier of the specific pumps that the County must use due to the size of the sewer tanks. 5. Can your requirements be modified so that competitive products or services may be used? ❑ Yes ❑ No If yes, please explain modifications and potential costs: 6. How does the recommended vendor's prices or fees compare to the general market?The vendor's price is reasonable and discounted for buying in bulk. 7. What steps were taken to verify that these features were not available elsewhere? ❑ Other brands manufactures were examined. Provide a list of phone numbers and names and explain why these did not meet the requirement: ❑ Other vendors were contacted but did not meet the requirements. Provide a list of companies and phone numbers and why they did not meet the requirements: ❑ Other, please explain: These pumps are the only ones that fit the older tanks, which have the older version of the new E-One pumps. My department's recommendation for sole source is based upon an objective review of the product/service required and appears to be in the best interest of the County. I know of no conflict of interest on my part or personal involvement in any way with this request. No gratuities, favors or compromising action have taken place. Neither has my personal familiarity with particular brands,types of equipment, materials or firms been a deciding influence on my request to sole source this purchase when there are other known suppliers to exist. Elected Official or Director Signature for Approval: Date: Correct ui ►w Quote 9 � E ent Date Quote# 14576 NE 95th St 1/24/2023 5813 Redmond,WA 98052 877-371-4555 Name/Address Mason Co.Util.&Waste Manage 100 West Public Works Drive Shelton,WA 98584 Job Name Rep Project NET 30 Days DW Item Description d Qty Cost Total E1 D200AOIAOIAA Part#D200AOIAOIAA 65 2,606.00 169,390.00T 240 Volt Model Wired Pressure Switch Level Sensing 7' Core Cable Candy Cane Discharge. No Tank-Core only E1 W200PIOAAF Part#W200PIOAAF 10 2,606.00 26,060.00T Squat Core(Wired) E1 ND0058GOI Part#ND0058GO1 75 0.00 O.00T Conversion Kit,2000 Series Tank with EXTREME Core, Permanent Freight Freight Estimate(prepay and add)*****Freight is only 1 750.00 750.00T Estimated and will be adjusted upon delivery. Please note: Your freight charges may differ from the freight estimated Mason County 8.50% 16,677.00 Total $212,877.00 Toll Free:877-371-4555 www.correctequipment.com Fax:425-869-1033 r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Mike Collins Ext.450 Department: Public Works Briefing: Action Agenda: ❑ Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 27,2023 Agenda Date: Click or tap here to enter text. Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Risk (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• Recommendation for additional 2023 Road Fund Project Program Discussion Background/Executive Summary: The Road Fund increased by$1.04 million dollars during the 2023 budget process. The Public Works County Engineer and Public Works staff,along with TIP-CAP members input,put a list of road projects together and recommend the following projects to County Commissioners: Project: Project Description: Work by: Dollar Amount: Cloquallum Road The timber superstructure is failing. County Forces $80,000 (Rock Creek Bridge) Project would replace structure with a Big R(metal) superstructure Skokomish Valley Rd. Repair damaged girder Contracted $150,000 (Vance Creek Div. Bridge) North Shore Road Raise superstructure for more debris Contracted $150,000 (Tahuya Post Office Bridge) clearance. Lakeland Drive Paving 0.45 miles County Forces $63,000 for materials Homestead Drive Paving 0.22 miles County Forces $31,000 for materials North Shore Road Cross culvert replacement at County Forces $200,000 for (Little Shoe Fly) M.P. 8.18 materials. r f Mason County Agenda Request Form r- lh'd Belfair Tahuya Road Raising cross culvert 3.8' ft. and County Forces $100,000 for roadway 1,000' ft. at MP 11.49 materials Grapeview Road Shoulder Paving from M.P. 0.00 to County Forces $79,000 for M.P. 1.36. materials Lynch Road Extending shoulder paving from County Forces $22,000 for M.P. 8.37 to M.P.9.1. materials Total amount for these projects is$875,000, leaving$125,000 for contingency. Budget Impact(amount,funding source,budget amendment): N/A Public Outreach(news release, community meeting,etc.): 2023 Budget briefings and action. TIP-CAP action to support the County Engineer's project list during the January 11,2023 meeting that is open to the public. Requested Action: Commissioner discussion and recommendation. Attachments: N/A Mason County Administrator 411 N 5th Street Shelton, WA 98584 (360) 427-9670 ext. 419 Mason County Commissioner Briefing Items from County Administrator February 27, 2023 Specific Items for Review →Parks and Trails Advisory Board applicant – John Taylor →Housing Authority Board applicant – Diane Zoren →Personnel Policy updates – Mary Ransier →Reclass of Stephen Thur in Public Health – Mary Ransier →Employee Engagement Survey results – Mary Ransier →Non-Represented Class/Comp Study – Mary Ransier →Flex Spending Account (FSA) – Mary Ransier →Memorandum of Understanding with Appraisers – Mary Ransier →Memorandum of Understanding with Corrections – Mary Ransier →Memorandum of Understanding with Woodworkers – Mary Ransier →Travel Policy amendment – Mark Neary →Letter supporting Jail system study and Jail Modernization Task Force proviso – Mark Neary →Foreign-Trade Zone (FTZ) Application by Port of Port Angeles – Mark Neary →January financial report – Mark Neary Administrator Updates Commissioner Discussion r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: John Taylor Ext. 806 Department: Parks&Trails Briefing: Action Agenda: ❑ Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 27,2023 Agenda Date: Click or tap here to enter text. Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Risk (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• Applicant for Parks Advisory Board Background/Executive Summary: Dennis Hamilton has applied to be on the Parks Advisory Board. Budget Impact(amount, funding source,budget amendment): None Public Outreach(news release, community meeting,etc.): N/A Requested Action: On review of the application,would the Board like to interview or appoint the candidate? Attachments• Application HEcF.IVED MASON COUNTY COMMISSIONERS EB 1 5 M3 411 NORTH FIFTH STREET SHELTON WA 98584 Mason County Fax 360-427-8437, Voice 360-427-9670, Ext. 419;275-4467 or 482-5269 Commis:.iunerS I AM SEEKING APPOINTMENT TO NAME: ADDRESS. C 2I y VOTING P ECINCT: WORK PHONE: � (OR AREA IN THE COUNTY YOU LNE) E-MAIL. -------------------------__________________________________________________________ COMMUNITY SERVICE EMPLOYMENT::QE RETIRED. PREVIOUS EXPERIENCE) / (p{dNIT OR�yEMB�,RSHIPS) - COMPANY: -1YRS � ,��� / POSITION: ��W�</"���/fT//C� COMPANY: g41#11i �SfiC/ 41 C ,`'YRS POSITION: ------------------------------------------------------------------------------------- In your words,what do you percei is the rol or purpo of the Boar , Committee o Cou 'I fo0w�h ypu are apply; : iv 5p; p Oc Ol iL nteres kills do you,wish tp�ff¢r,the B Committee,or Council? �Jir'7/A� ti Please list any financial, professional, or voluntary affiliations which may influence or affect your position on this Board: (i.e.create a potential conflict of interest) Your participation is dependent upon attending certain trainings made available by the County during regular business hours (such as Open Public Meetings A Public Records).The trainings would be at no cost to you.Would you be able to attend such trainings? ¢ Realistically,how much me can you a this position? Qua � Daily Office Use Only Appointment Date gnature /Dale Term Expire Date r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Diane Zoren Ext. 747 Department: Support Services Briefing: Action Agenda: ❑ Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 27,2023 Agenda Date: Click or tap here to enter text. Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Risk (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• Appoint Becky Cronquist to the Mason County Housing Authority Board of Commissioners Background/Executive Summary: The Housing Authority of Mason County, doing business as the Mason County Housing Authority, was organized in 1972 and serves citizens with low income in Mason County. It operates the Goldsborough Cove and Fairmont Cove apartments,Pine Gardens,and the Kneeland Park Apartments. Budget Impact(amount,funding source,budget amendment): None Public Outreach(news release, community meeting,etc.): None Requested Action: Approval to appoint Becky Cronquist to the Mason County Housing Authority Board of Commissioners for a 5-year term expiring February 27,2028. Attachments: Application RECEIVED MASON COUNTY COMMISSIONERS 411 NORTH FIFTH STREET �;�•. SHELTON WA 98584 Fax 360-427-8437; Voice 360-427-9670, Ext. 419;275-4467 or 482-5269 — 3. Mason County I AM SEEKING APPOINTMENT TO Housing Authority Advisory Board Ngf. Becky Cronquist ADDRESS: {PF ONE ScIl'QIP VOTING PRECINCT: WORK PHONE: (OR AREA IN THE COUNTY YOU LNE) E-MAIL' ------------------------------------------------__-------------------------------- COMMUNITY SERVICE EMPLOYMENT: (IF RETIRED. PREVIOUS EXPERIENCE) (ACTIVITIES OR MEMBERSHIPS) COMPANY: DI -Department of Defense Habitat for Humanity YRS Lions Rotary POSITION: Supply Spec Kawanis Guardian Ad Litem COMPANY: USDA Rural Housing YRS Sound earning PgSR10N; Technician -------------------------------------------------------------------------------------------- In your words, what do you perceive is the role or purpose of the Board, Committee or Council for which you are applying: Oversee the various properties, ensuringth a mangement companies are keeping the property in good order, auditing the recordss of properties, doing periodic inspections of the properties. eview, update, revise policy and procedures ae PBE♦U4ed What interests, skills do you wish to offer the Board, Committee, or Council? Worked for USDA Rural housing for 10 years. We managed low income apartment complexs such as Fairmoont cove and Goldsbourgh cove as well as numerous others throughtout the state. inspected the properties, audited the reco ft tornonitoi that they were Pi compliance. pra=3eden d ionitoedrentalsubMdea Please list any financial, professional, or voluntary affiliations which may influence or affect your position on this Board: (i.e. create a potential conflict of interest) None Your participation is dependent upon attending certain trainings made available by the County during regular business hours (such as Open Public Meetings Act and Public Records).The trainings would be at no cost to you.Would you be able to attend such trainings? Yes Realistically,how much time can you give to this position? Quarterly X Monthly Weekly Daly Office Use Only Appointment Date Signature Term Expire Date r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Mary Ransier Ext.422 Department: Human Resources Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 27,2023 Agenda Date: February 28,2023 Internal Review: ❑ Finance ® Human Resources ® Legal ❑ Information Technology N Risk (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 Updates to Mason County Personnel Policy Background/Executive Summary: Human Resources has updates to assist the Board in the coordination of County Administrative and Personnel Programs and to follow guidance from Risk Pool. Changes and additions are necessary at this time to reflect best practices, clarification of what is currently practiced, and to ensure the document is organized and updated appropriately. Updates include: Updates throughout for grammar and plain talk language Section 4.5.1 Include County Administrator as advising party to Chair and Presiding Judge during emergency closures Section 4.8 Payroll Records current procedure to include the Auditor's Office Section 5.2.2 Lead Pay to include County Administrator authority per Resolution 2022-033 Section 5.2.3 Out of Class Pay to include County Administrator authority per Resolution 2022-033 Section 5.3.1 Definitions of eligible employees for longevity Section 5.4 Reclassifications to include language from request form,positions in open negotiations, and providing a 60-day window for response Section 7.2.3 Leave accrual to remove confusing language around sick leave and RCW 49.46.210 Budget Impact(amount,funding source,budget amendment): N/A Public Outreach (news release, community meeting,etc.): N/A Requested Action: Approval of the Resolution amending the Mason County Personnel Policy to include the proposed changes. r f Mason County Agenda Request Form r- lh'a.�— Attachments: Resolution Personnel Policy 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 make the following changes : • Updates throughout for grammar and plain talk language • Update to 4 . 5 . 1 to include the County Administrator as the advising party to the Chair and Presiding Judge during Emergency Closures • Update to current procedure in 4 . 8 Payroll Records to include the Auditor ' s Office • Update to 5 . 2 . 2 Lead Pay to include County Administrator authority from Resolution 2022 - 033 . • Updated to 5 . 2 . 3 Out of Class Pay to include County Administrator authority from Resolution 2022 - 033 . • Update to 5 . 3 . 1 Definitions of eligible employees for longevity • Update to 5 . 4 Reclassifications to include language from the request form , positions in open negotiations , and providing a 60 -day window for response . • Update to 7 . 2 . 3 Leave Accrual to remove the confusion of language around sick leave and RC W 49 . 46 . 210 NOW, THEREFORE, BE IT RESOLVED, the Board of Mason County Commissioners hereby amends Resolution 2022- 087 Mason County Personnel Policy to include the updates above . This resolution shall become effective immediately upon its passage . ADOPTED THIS day of BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON ATTEST . Sharon Trask, Chair McKenzie Smith Clerk of the Board Randy Neatherlin , Commissioner APPROVED AS TO FORM Kevin Shutty, Commissioner Timothy Whitehead , Chief DPA �• F matted:Header,Indent:Left: -0.08" F matted:Header,Centered F matted:Header,Right,Right: -0.08" F matted Table F matted:Header �5p13 coU Style Definition:TOC 1 1854 MASON COUNTY PERSONNEL POLICIES Revised December 6,202February 28,2023-RESOLUTION No.20232-0823-xx F matted:Header,Indent:Left: -0.08" EFc matted:Header,Centered F matted:Header,Right,Right: -0.08" F matted Table CFc matted:Footer a �• F I matted:Header,Indent:Left: -0.08" F matted:Header,Centered Table of Contents FC matted:Header,Right,Right: -0.08" F matted Table CHAPTER 1 PURPOSE AND SCOPE 1 F matted:Header 1.1 INTRODUCTION.........................................................................................................................1 Formatted:Normal 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 Formatted:Normal 2.1 EMPLOYEE PERSONNEL RECORDS.........................................................................................3 2.2 EMPLOYMENT VERIFICATION.................................................................................................3 2.3 EMPLOYEE BADGE POLICY.....................................................................................................3 CHAPTER 3 RECRUITING AND HIRING 6 t Formatted:Normal 3.1 RECRUITING..............................................................................................................................6 3.2 HIRING......................................................................................................................................6 3.3 EXTRA HELP EMPLOYEES........................................................................................................7 3.4 EMPLOYMENT OF RELATIVES(NEPOTISM)...........................................................................8 3.5 PROMOTIONS...........................................................................................................................9 CHAPTER 4 HOURS AND ATTENDANCE 10 t...-- Formatted:Normal 4.1 WORKING HOURS..................................................................................................................10 4.2 HOURS OFWORKAND OVERTIME.......................................................................................10 4.3 COMPENSATORY(COMP)TIME.............................................................................................11 4.4 ATTENDANCE...........................................................................................................................12 4.5 EMERGENCY CLOSURES.........................................................................................................12 4.6 BREAKS AND MEALTIME.......................................................................................................14 4.7 CALLBACK...............................................................................................................................17 4.8 PAYROLL RECORDS.................................................................................................................17 CHAPTER 5 COMPENSATION 18 Formatted:Normal 5.1 SALARY CLASSIFICATION AND GRADES...............................................................................18 5.2 EMPLOYEE PAY RATES...........................................................................................................18 5.3 LONGEVITY.............................................................................................................................19 Mason County Personnel Policies Page ii a (7F I matted:Header,Indent:Left: -0.08" ER -matted:Header,centered 5.4 RECLASSIFICATION................................. .................................................20 ER matted:Header,Right,Right: -0.08" 'CF:c -matted Table 5.5 PAYDAYS........................... ............................. _...2121G Fc matted:Header 5.6 DEDUCTIONS............................................... ..............................................21 5.97 COMPENSATION UPON SEPARATION.................................................... .21 5.8 UNIFORM ALLOWANCE............................. ..............................................22 5.9 PERSONNEL ACTION POLICY................................................... 5.10 CAREER INCENTIVE PAY POLICY............................................ CHAPTER 6 BENEFITS 28 Formatted:Normal 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..................................... CHAPTER 7 LEAVES 31 Formatted:Normal 7.1 VACATION LEAVE..................................................................................................................31 7.2 SICK LEAVE..............................................................................................................................32 7.3 LEAVE WITHOUT PAY.............................................42 7.4 JURYAND WITNESS LEAVE...... ............................. —.43 7.5 ADMINISTRATIVE LEAVE............................. .............................................43 7.6 MILITARY LEAVE............................. ............................. 43 7.7 FAM I LY LEAVE........ ............................. 43 7.8 BEREAVEMENT LEAVE....................................................... .1 7.9 WASHINGTON PAID FAMILY&MEDICAL LEAVE..................................................................46 7.10 WASH INGTON STATE LONGTERM CARE TRUST ACT"WA CARES"COMPLIANCE...... ..48 7.11 HOLIDAYS................................................... ..............................................48 7.12 HOLIDAYS FOR REASONS OF FAITH OR CONSCIENCE........................................................49 7-13 BENEFITS FOR PART-TIME AND EXTRA HELP EMPLOYEES.................................................49 CHAPTER EMPLOYEE RESPONSIBILITIES AND CONDUCT 51 t Formatted:Normal 8.1 GENERAL CODE OF CONDUCT....................................................... 51 8.2 WORKPLACE SAFETY AND VIOLENCE PREVENTION.............................................................51 8.3 OUTSIDE EMPLOYMENT AND CONFLICTS OF INTEREST.....................................................55 Mason County Personnel Policies Page iii �• F matted:Header,Indent:Left: -0.08" 'ER matted:Header,Centered 8.4 REPORTING IMPROPER GOVERNMENTAL ACTION................................. 5 F matted:Header,Right,Right: -0.08" F matted Table 8.4 POLITICAL ACTIVITIES............................................................................................................58 Fc matted:Header 8.5 NO SMOKING POLICY............................................................................................................59 8.6 PERSONAL POSSESSIONS AND ELECTRONIC COMMUNICATIONS....................................60 8.7 USE OF COUNTY EQUIPMENT...............................................................................................60 8.8 BULLETIN BOARDS.................................................................................................................61 8.9 CONTACT WITH THE NEWS MEDIA.......................................................................................61 8.10 SOLICITATIONS.......................................................................................................................61 8.11 SAFETY....................................................................................................................................61 8.12 SUBSTANCEABUSE................................................................................................................62 8.13 USING POSITION FOR PERSONAL GAIN...............................................................................I- CHAPTER 9 SEPARATION 64 F Formatted:Normal 9.1 LAYOFF....................................................................................................................................64 9.2 RESIGNATION.........................................................................................................................64 9.3 RETIREMENT............................................................................................................................64 9.4 OFFBOARDING.........................................................................................................................64 CHAPTER 10 COMPLAINT PROCEDURES 65 t.... Formatted:Normal 10.1 COMPLAINT PROCEDURES....................................................................................................65 CHAPTER 11 EDUCATIONAL ASSISTANCE 66 F- Formatted:Normal 11.1 INTRODUCTION......................................................................................................................66 11.2 OBJECTIVE.. ............................. ....................................66 11.3 PROCEDURES.........................................................................................................................66 CHAPTER 12 EQUAL EMPLOYMENT OPPORTUNITY 68 F Formatted:Normal 12.1 PURPOSE................................................................................................................................68 12.2 POLICY....................................................................................................................................68 12.3 PROHIBITION OF DISCRIMINATION,HARASSMENT,AND RETALIATION..........................68 124 EMPLOYMENT OF PERSONS WITH DISABILITIES.................................................................- 12.5 EMPLOYEE RESPONSIBILITIES..............................................................................................69 12.6 SUPERVISOR LMANAGER RESPONSIBILITIES......................................................................70 12.7 COUNTY RESPONSIBILITIES.................................................................................................70 12.8 COMPLAINT PROCEDURE......................................................................................................70 Mason County Personnel Policies Page iv a t F matted:Header,Indent:Left: -0.08" F matted:Header,Centered CHAPTER 13 VEHICLE USE POLICY 72 F matted:Header,Right,Right: -0.08" F matted Table 13.1 VEHICLE USE AND SCOPE......................................................................................................72 F matted:Header 13.2 DEFINITIONS....................... 7 Formatted:Normal 13.3 ASSIGNMENT OF COUNTY VEHICLES....................................................................................74 13.4 QUALIFIED NON-PERSONAL USE VEHICLES(as of 12/31/16)................................................74 13.5 EMERGENCY RESPONSES......................................................................................................75 13.6 SPECIAL EQUIPMENT VEHICLES............................................................................................75 13.7 ECONOMIC BENEFITTO THE COUNTY...._............................................................................-6 13.8 TEMPORARY TAKE-HOME VEHICLE ASSIGNMENT..............................................................76 13.9 BOARD OF COUNTY COMMISSIONERS RESPONSIBILITIES.................................................-6 a.10 BUDGET MANAGEMENT RESPONSIBILITIES........................................................................77 13.11 DEPARTMENT HEADS AND ELECTED OFFICIALS RESPONSIBILITIES..................................77 13.12 SHERIFF'S OFFICE RESPONSIBILITIES................................................................................... 13.13 EMPLOYEE'S RESPONSIBILITIES...........................................................................................79 13.14 FINANCIAL SERVICES-PAYROLL RESPONSIBILITIES..........................................................7R 13.15 DRIVERS LICENSE AND INSURANCE REQUIREMENTS.........................................................79 13.16 USE OF PERSONAL VEHICLES FOR COUNTY BUSINESS.......................................................80 13.17 USE OF COUNTY VEHICLES FOR PERSONAL BUSINESS.......................................................80 13.18 INCIDENTAL TRAVEL AND STOPS. ............................. .8o 13.19 POLITICAL USE OF COUNTY VEHICLES.................................................................................80 a.20 USE OF COUNTY VEHICLES BY OTHER INDIVIDUALS..........................................................81 13.21 PERMITTED AND PROHIBITED USES OF COUNTY AND PERSONAL VEHICLES FOR COUNTY BUSINESS................................................................................................................................81 13.22 VEHICLE USE AGREEMENT(VUA)-REQUEST FOR DRIVING RECORD................................82 1323 DRIVER DISQUALIFICATION AND REVIEW...........................................................................83 13.24 ACCIDENTS AND CITATIONS..................................................................................................84 13.25 COMMERCIAL DRIVER LICENSE............................................................................................84 13.26 COUNTY VEHICLE RELATED PURCHASES.............................................................................84 13.27 ER&R VEHICLES FUEL POLICIES AND FUEL CREDIT CARD USES........................................85 13.28 MOTOR POOL REPAIRS AND PREVENTATIVE MAINTENANCE............................................85 13.29 REPAIRS AND PREVENTATIVE MAINTENANCE.. ....................................85 13.30 GENERAL MOTOR VEHICLE SAFETY......................................................................................85 Mason County Personnel Policies Page v a h - F I matted:Header,Indent:Left: -0.08" h F matted:Header,Centered F matted:Header,Right,Right: -0.08" 13.31 SAFETY....................................................................................................................................86 F matted Table CHAPTER14 TRAVEL.......................................................................................................................88 Fc matted:Header 14.1 TRAVEL EXPENSE REIMBURSEMENT....................................................................................88 14.2 PER DIEM(meal reimbursement)............................................................................................89 14.3 SPECIAL CIRCUMSTANCES.......................................................................................................89 14.4 LODGING.................................................................................................................................go 14.5 TRANSPORTATION..................................................................................................................go CHAPTER 15 ELECTRONIC INFORMATION ACCEPTABLE USE POLICY 92 Formatted:Normal 15.1 ELECTRONIC INFORMATION POLICY..................................................................................-92 15.2 DEFINITIONS...........................................................................................................................92 15.3 ROLES AND RESPONSIBILITIES.............................................................................................92 15.4 EQUIPMENT AND PROGRAMS..............................................................................................93 15.5 E-MAILAND VOICE MAIL(Electronic Communications)......................................................93 15.6 EMAIL MANAGEMENT...........................................................................................................94 15.7 INTERNET ACCESS..................................................................................................................96 15.8 GENERALLY PROHIBITIED USES OF INFORMATION RESOURCES......................................97 15.9 MONITORING,AUDITING,AND INSPECTION.......................................................................98 CHAPTER 16-SOCIAL MEDIA POLICY 99 Formatted:Normal 16.1 DEFINITIONS............................................................................................................................99 16.2 ADMINISTRATION OF SOCIAL MEDIA....................................................................................100 16.2 MASON COUNTY WEBSITE.....................................................................................................101 16.3 SOCIAL MEDIA PUBLIC RECORDS............................................................................................101 16.4 USERS AND VISITORS OF MASON COUNTY SOCIAL MEDIA...................................................102 15.2 BLOGGING POLICY...............................................................................................................103 15.3 FACEBOOK STANDARDS POLICY.........................................................................................106 15.4 TWITTER STANDARDS POLICY............................................................................................108 CHAPTER 17 CELLULAR TELEPHONE POLICY 111 t..- Formatted:Normal 17.1 DEFINITIONS...........................................................................................................................111 17.2 COUNTY OWNED CELLULAR PHONES..................................................................................111 17.3 USE OF CELLULAR PHONES..................................................................................................112 17.4 PERSONAL USE OF CELLULAR PHONES..............................................................................112 Mason County Personnel Policies Page vi a h - F matted:Header,Indent:Left: -0.08" h � Fc matted:Header,Centered 17.5 TERMINATION OF USE OF COUNTY OWNED CELLULAR PHONES.....................................112 F matted:Header,Right,Right: -0.08"`,,'., F matted Table 17.6 RECORDS RETENTION OF CELL PHONE RECORD................................................................112 F matted:Header 17.7 SERVICE BILLING...................................................................................................................113 CHAPTER 18 TELEWORK POLICY 114 Formatted:Normal 18.1 PURPOSE...............................................................................................................................114 18.2 ELIGIBILITY............................................................................................................................114 18.3 JOB RESPONSIBLITIES AND CONDITIONS...........................................................................114 18.4 TELEWORK SITE.....................................................................................................................115 18.5 COMPUTERS,SOFTWARE,SUPPLIES,AND SUPPORT........................................................115 18.6 WORKERS'SCOMPENSATION..............................................................................................116 18.7 OVERTIME,LEAVE,AND COMPENSATION..........................................................................116 18.8 LIABILITY................................................................................................................................117 18.9 INCLEMENT WEATHER..........................................................................................................117 18.10 CONFIDENTIALITY.................................................................................................................117 HAPT€R 1 PURPOSE AND SCOPE...............................................................................................I.............' Formatted:Default Paragraph Font INTRODUCTION.........................................................................................................................1 Formatted:Default Paragraph Font .-2 T OF POLICIES. ........................................................1 �-� Formatted:Default Paragraph Font J-3 SCOPE F POLICIES...................................................................................................................1 Formatted:Default Paragraph Font Ck#1`"'�'"'rTvNGTHETHES€POLICIES...................... .................................................2 Formatted:Default Paragraph Font J. WFormatted: fault Paragraph Font E PT€R�C€{ME AL ROL461€rA NIP�oonC............................................................................................8 fault Paragraph Font 2T EMPLOYEE PERSONNEL RECORDS.........................................................................................' fault Paragraph Font ,2.2 EMPLOYMENT VERIFICATION................................................................................................. fault Paragraph Font ,.3 EMPLOYEE BADGE POLICY..................................................................................................... efault Paragraph Font ,CHAPTER 3 R€ERIATING-AND HIRING 6 �Formatted: rmatted:Default Paragraph Font Default Paragraph Font 3.2 HIRING......................................................................................................................................6 Formatted:Default Paragraph Font a.:3= EXTRA HELP EMPLOYEES........................................................................................................ Formatted:Default Paragraph Font 3.4 EMPLOYMENT OFF RELATIVES{N TISAA)............................... ......................................8 Formatted:Default Paragraph Font 3.5 PROMOTIONS........................................................................................................................... Formatted:Default Paragraph Font ,6#A°T€RrklOioS AninTr_n�nn.E€...................................................................................................18 Formatted:Default Paragraph Font Mason County Personnel Policies Page vii a �• F I matted:Header,Indent:Left: -0.08" F matted:Header,Centered WORKING HOURS......................................................................................................--.......119 N FC matted:Header,Right,Right: -0.08" F matted Table HOURS OF A/l1D OVERTIME(1\/"Irl(1VERTIME .............................................�ii: F matted:Header y3 COMPENSATORY C AD\TIME Formatted:Default Paragraph Font J Formatted:Default Paragraph Font —++ ATTENDANCE........................................................................................................................... Formatted:Default Paragraph Font Formatted:Default Paragraph Font ...................................................................................................... Formatted:Default Paragraph Font Formatted:Default Paragraph Font Formatted:Default Paragraph Font $ PAYROLL RECORDS.................................................................................................................17 Formatted:Default Paragraph Font ,FHAPTER S 6 n FAKATION...................................................................................................................�S Formatted:Default Paragraph Font SALARY CLASSIFICATION AND GRADES...............................................................................18 Formatted:Default Paragraph Font 11 EMPLOYEE PAY RATES........................................................................................................... Formatted:Default Paragraph Font 11 Formatted:Default Paragraph Font Formatted:Default Paragraph Font 5.5 PAYDAYS.................................................................................................................................29 Formatted:Default Paragraph Font ..........................................................................................................................20 Formatted:Default Paragraph Font ...................................................................................N Formatted:Default Paragraph Font Formatted:Default Paragraph Font 11 .................................................................................................22 Formatted:Default Paragraph Font Formatted:Default Paragraph Font C#APT€R6R€IN,E-p ITS...............................................................................................................................28 Formatted:Default Paragraph Font �1 RETIREMENT BENEFITS.........................................................................................................'Q Formatted:Default Paragraph Font WORKERS COMPENSATION..................................................................................................2$ Formatted:Default Paragraph Font 6.3 HEALTH INSURANCE BENEFITS.............................................................................................2y Formatted:Default Paragraph Font CONTINUATION OF INSURANCE COVERAGE.......................................................................2y Formatted:Default Paragraph Font .....................................................................................30 ,, Formatted:Default Paragraph Font HAPT-ER 7L€AV€S..................................................................................................................................21 Formatted:Default Paragraph Font 2.1 VACATION LEAVE....................................................................................................................31 Formatted:Default Paragraph Font '7.2 SICK LEAVE..............................................................................................................................32 Formatted:Default Paragraph Font LEAVE I.A."THPI IT 1243� ............................................................................................................42 Formatted:Default Paragraph Font 2.4 jURYAND WITNESS LEAVE................................................................................................... Formatted:Default Paragraph Font IT-5 ADMINISTRATIVE LEAVE........................................................................................................43 Formatted:Default Paragraph Font 2.6 MILITARY LEAVE.....................................................................................................................43 Formatted:Default Paragraph Font Mason County Personnel Policies Page viii a �• F matted:Header,Indent:Left: -0.08" Fc matted:Header,Centered F matted:Header,Right,Right: -0.08" F matted Table Y.8 BEREAVEMENT LEAVE........................................................................................................... F matted:Header .................................................................. Formatted:Default Paragraph Font CARES" Formatted:Default Paragraph Font WASH INGTON STATE LONG TERM CARE TRUST ACT"W-A COMPLIANCE...........47 Formatted:Default Paragraph Font Formatted:Default Paragraph Font ,7.42 HOLIDWS FOR REASONS OF FAITH OR CONSCIENCE ................................................49 Formatted:Default Paragraph Font Formatted:Default Paragraph Font . .................................................49 Formatted:Default Paragraph Font 6WAPTER 9 ENA$L$Y€€R-ESPGNS1$rI-ITIES AND CONPIIIICT.....................................................................€A Formatted:Default Paragraph Font ,5-1 FS r€{ E-R.k€ Q^ 9 rE9A 1 E € ..) CT...............................................................................................59 Formatted:Default Paragraph Font 11 8.2 WORKPLACE SAFETY nnl�PVIOLENC€PREVENTION........................................ Formatted:Default Paragraph Font 11 .8.3 0UTSIDE EMPLOYMENT ND CON FLICTS0r INTEREST 54 Formatted:Default Paragraph Font S 4 REPORTING IMPROPERGOVERNMENTAL ACTION Formatted:Default Paragraph Font Formatted:Default Paragraph Font S-5 NO SMOKING POLICY................................ Formatted:Default Paragraph Font PERSONAL, € NAND ELECTRONIC COMMUNICATIONS ............... ,� Formatted:Default Paragraph Font _87- USE OF CQWNP� ............................................................................59 Formatted:Default Paragraph Font 8.8 BU66€TIA,BOARDS..................................... 6A Formatted:Default Paragraph Font Formatted:Default Paragraph Font Q,:SSA€4E�TnT, ,nnlS.......................................................................................................................6A Formatted:Default Paragraph Font 8 1 SAFETY....................................................................................................................................60 Formatted:Default Paragraph Font 8.12 S€J13ST4 NCE ABUSE................................................................................................................64 Formatted:Default Paragraph Font r o . Tl�USING ION FOR PERSONAL� , GAIN............................................................... Formatted:Default Paragraph Font 11 C#ATT€R 9 S€rAmnTlnnl.........................................................................................................................6A Formatted:Default Paragraph Font .................................................................................................................................... Formatted:Default Paragraph Font Formatted:Default Paragraph Font Formatted:Default Paragraph Font .......................................................................................................................63 Formatted:Default Paragraph Font ,CHAPTER 49 CO A.Aol_.A.14.T�onC€$b,°r-S.................. ................................................64 Formatted:Default Paragraph Font :+9C0MDI IA TIT D„D Q ,.,T-on-ITnT1RE ....................................................................................................64 Formatted:Default Paragraph Font ,CHAPTER!I: €DU6P.TrIln �nLASS1STAr.....................................................................................................INTRODUCTION Formatted:Default Paragraph Font 11 ......................................................................................................................65 Formatted:Default Paragraph Font 1.' OBjECTIVE.............................................................................................................................. Formatted:Default Paragraph Font Mason County Personnel Policies Page ix a �• F I matted:Header,Indent:Left: -0.08" h F matted:Header,Centered PROCEDURES ........................................................................... �\ FC matted:Header,Right,Right: -0.08" F matted Table CHAPTER12 EQUAL EMPLOYMENT OPPORTUNITY ..................................................OT ............................ F matted:Header 42.1 PURPOSE................................................................................................................................67 Formatted:Default Paragraph Font Formatted:Default Paragraph Font POLICY.................................................................................................................................... Formatted:Default Paragraph Font P.3 PROHIBITION OF DISCRIMINATION,HARASSMENT,AND RETALIATION........................•• Formatted:Default Paragraph Font 2._EMPLOvYAENT OF PERSONS WITH DISABILITIES co Formatted:Default Paragraph Font 12EMPLOYEEFormatted:Default Paragraph Font Formatted:Default Paragraph Font 2.6 SUPERVISOR j MANAGER RESPONSIBILITIES T .................69 Formatted:Default Paragraph Font ..................................................................................................69 Formatted:Default Paragraph Font AA DI A INT PROCEDURE 2. .. � ......................................................................................................6 9�_ Formatted:Default Paragraph Font ,CHAPTER 13 VEHIE6€l_1_S€POI_-1 6Y...........................................................................................................71- Formatted:Default Paragraph Font _454- VEHICLE USE AND SCOPE.......................................................................................................71 Formatted:Default Paragraph Font j3.2 DEFINITIONS............................................................................................................................ Formatted:Default Paragraph Font .................................................................................... Formatted:Default Paragraph Font j j. QUALIFIED",.^O,N PERSONAL USE VEHICLES Of 12f3'1'6). 7-j .�� Formatted:Default Paragraph Font ...................................................................................................... Formatted:Default Paragraph Font Formatted:Default Paragraph Font �13.7 ECONOMIC BENEFIT TO THE GGYPITY.................................................................................. Formatted:Default Paragraph Font 13.8 PO ADV TAI! /111A AMA T ,T�. T€AAA€k�.,TE—V€kNE6€A���G...,r€P! .............................................................. �5 Formatted:Default Paragraph Font 13 9 BOARD OFCOUNTY COMMISSIONERST .................................................1 Formatted:Default Paragraph Font 11 J3.19 BUDGET MANAGEMENT RESPONSIBILITIES........................................................................75 Formatted:Default Paragraph Font 13„ DEPARTMENT HEADS AND ELECTED OFFICIALS RESPONSIBILITIES.................... Formatted:Default Paragraph Font j3.12 SHE-RI WS OFFICE RESPONSIBILITIES � Formatted:Default Paragraph Font 11 EMPLOYEE'S RESPONSIBILITIES...........................................................................................77 Formatted:Default Paragraph Font Formatted:Default Paragraph Font Formatted:Default Paragraph Font 13 6 USE OF PERSONAL VEHICLES FOR COUNTY BUSINESS. Formatted:Default Paragraph Font ,43.17 USE OF COW PITY%'EH IGLES FOR PERSONAL BUSMESS....................................................... Formatted:Default Paragraph Font ..........................................................................................79 Formatted:Default Paragraph Font 'T'9 POLITICAL USE OF COUNTY VEHICLES.................................................................................79 �-� Formatted:Default Paragraph Font i3.2o USE OF COUNTY VEHICLES BY OTHER INDIVIDUALS.......................................................... Formatted:Default Paragraph Font Mason County Personnel Policies Page x a (7F I matted:Header,Indent:Left: -0.08" F matted:Header,Centered C ER matted:Header,Right,Right: -0.08" j3-21 PERA41TTED AND PROHIBIT-ED USES OF COUNTY AND PERSONAL VEHICLES-FOR COIJNP� "CF:c -matted Table F [Matted:Header 5-22 VEHICLE USE AGREEMENT(VUA) REQUEST FOR DRIVING RECORD................................8! Formatted:Default Paragraph Font 13.23 DRIVER DISQUALIFICATION AND REVIEW..........................................................................92 Formatted:Default Paragraph Font ,13.24 ACCIDENTS AND CITATIONS..................................................................................................82 Formatted:Default Paragraph Font Formatted:Default Paragraph Font j3.25 COMMERCIAL DRIVER LICENSE............................................................................................83 Formatted:Default Paragraph Font ,13.26 COUNTY VEHICLE RELATED PURCHASES.. ......................................83 Formatted:Default Paragraph Font W_ 95.4T---&R&R-VEH I C LES FUEL POLICIES AND FUEL CREDIT CARD USES.........................................83 Formatted:Default Paragraph Font ...................................8q Formatted:Default Paragraph Font j3.29 REPAIRS AND PREVENTATIVE MAINTENANCE....................................................................8 Iq Formatted:Default Paragraph Font -Default j3.30 GENERA L MOT-OR VEHICLE SAFETY......................................................................................811 Formatted:Default Paragraph Font SAFETY............_1_1_...............................................................................................................95 Formatted:Default Paragraph Font ,CHAPTER 14 TRAVEL........................................................................................................ Formatted:Default Paragraph Font 11 4.4 TRAVEL EXPENSE REIMBURSEMENT........ ........................................86 Formatted:Default Paragraph Font J4.2 PER DIEM(Fneal reimbursernent).........................................................................................87 Formatted:Default Paragraph Font Formatted:SPECIAL CIRCUMSTANCES....................................................................................................87 For.:,Default Paragraph Font ,14.4 LODGING.................................................................................................................................9-9- �Formatted:Default Paragraph Font J4.5 TRANS.ORTATION................................................................................................................88 Formatted:Default Paragraph Font �;WAPTER 19 9l=_r6T-R_QlSJ;6 11S.190-R-NA.A.TJOIS' ACCrPTARI r I 120'WY ...................................................QG Formatted:Default Paragraph Font ,15.1 ELECTRONIC INFORMATION POLICY...................................................................................90 �Formatted:Default Paragraph Font 5.2 DEFINITIONS...........................................................................................................................90 Formatted:Default Paragraph Font _+5-3 RC)LES.A.ISID Ar�1204191RIIIT-'Fg . . .........................................................................................................99 Formatted:Default Paragraph Font J 5.4 EQUIPMENTAND PROGRAMS..............................................................................................91 Formatted:Default Paragraph Font ---------— j 5.5 EMAIL AD VOICE MAIL(E'eEtFOR*E C0199FALINEations)......................................................91 Formatted:Default Paragraph Font ,15.6 EMAIL MANAGEMENT...........................................................................................................92 rFormatted:Default Paragraph Font 5. NTERN ET ACCESS..................................................................................................................7 Formatted:Default Paragraph Font Formatted:,15.8 GENERALLY PROHIBITIED USES OF INFORMATION RESOURCES.................... Default Paragraph Font —IF— ,15.9 MONITORING,AUDITING AND INSPECTION........................................................................96 Formatted:Default Paragraph Font ,FHAPT-ER 16 SOCIAL MEDIA POLICY.........................................................................................................97 Formatted:Default Paragraph Font ,6.i DEFINITIONS..........................................................................................................................97 Formatted:Default Paragraph Font 6.2 ADMINISTRATION OF SOCIAL MEDIA...................................................................................98 Formatted:Default Paragraph Font MASON COUNTYWEBSITE....................................................................................................99 Formatted:Default Paragraph Font Mason County Personnel Policies Page xi �• F I matted:Header,Indent:Left: -0.08" F matted:Header,Centered \' F matted:Header,Right,Right: -0.08" MEDIA PUBLIC RECORDS.........................................................................................99 \ F matted Table ",v.—USERS AND VISITORS OF MASON COUNTY SOCIAL MEDIA............................................. F matted:Header Wi BLOGGING POLICY ........................................................101 Formatted:Default Paragraph Font Formatted:Default Paragraph Font FACEBOOK STANDARDS POLICY......................................................................................... 103 Formatted:Default Paragraph Font TWITTER STANDARDS POLICY............................................................................................ Formatted:Default Paragraph Font C#/PT€R 47 C€661-iL-ART€6€P W G)N'€P C) CY............. I ng Formatted:Default Paragraph Font DEFINITIONS 108 Formatted:Default Paragraph Font COUNTY Formatted:Default Paragraph Font OWNED TAD PHONE ,-,�., ................................................................................"^ Formatted:Default Paragraph Font .................................................................................................log Formatted:Default Paragraph Font R.4 PERS9",-:T^L USE OF CELLULAR PHONE Formatted:Default Paragraph Font —47-.5 TERMINATION OF USE OF COUNTY OWNED CELLULAR PHONES....................................iog Formatted:Default Paragraph Font p.6 RECORDS RETENTION OF CELL PHONE RECORD...............................................................109 Formatted:Default Paragraph Font R.31 SERVICE BILLING................................................................................................................... Formatted:Default Paragraph Font MAP T€R 48 T€6€.A.4no�DnILICY........................................................................................................... Formatted:Default Paragraph Font °.4 RURROSE. ...............................................................ill Formatted:Default Paragraph Font 4 4- E GII1cl1E;TX.............................................................................................................................!I! Formatted:Default Paragraph Font "4 Q DC AI IC Al r\ �I rI ITIQ IS ,aTdA,T,T��RO,-��NT S-A,-.,rCA,.,nTTo,t6............................................................................'FI1 ,�- Formatted:Default Paragraph Font ;o.—TELEWOR SITE.....................................................................................................................112 Formatted:Default Paragraph Font .18 r COMPUTERS,SOFTWARE,SkhDDN SUPPLIES, �DDlDT ........................................................112 ;- Formatted:Default Paragraph Font 18 G4V9,D!€RS'5 E9MP€P54TIOA ................................... . .............................113 ;- Formatted:Default Paragraph Font 48.7 OVERTIME,LEAME,AND COMPENSATION..........................................................................i9 Formatted:Default Paragraph Font 48. LIABILITY................................................................................................................................114 Formatted:Default Paragraph Font 8.9N CLEMFENT ln/�nTuE R144 Formatted:Default Paragraph Font TF "o"^ EONFIDENTIALITv 114 Formatted:Default Paragraph Font Mason County Personnel Policies Page xii a 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. They w4l—help employees understand hRw the County operationses and expectations. These policies also describe what th'"^ County provideds ^^ ^'^ ^^ i^ *^•m�,; ^F compensation and benefits to employees. The County places a high value on employees'and their wellbeing,.The CeuRty aims to provide the support necessary to achieve the mission, and make productive contributions to the organization and residents of Mason County When consistent personnel policies are known and communicated to all,the opportunities for greater job satisfaction increase. Any questions, comments, concerns, or suggestions please contact an appropriate supervisor,Department Head,or Elected Official. 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 the County hopes an employment relationship will be long term, either the employee or County may decide to terminate the employment relationship. Unless specific rights are granted to 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 tf No supervisor, M@RageKmanager, 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 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. 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 Mason County Personnel Policies Page 1 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. Appointed Employee:An employee appointed by an elected official in their office. For example, --I Formatted:Font:Bold Chief Deputy Treasurer,Chief Deputy Clerk,Chief Deputy Prosecutor,etc. Continuous Service: The most recent period of County employment unbroken by periods of unauthorized absence, separation from employment due to discharge, resignation, . .. .,,—^ ^^*retirement, or other reason where the employment relationship has ceased, or periods of layoff twelve(12)months or longer. Mason County Personnel Policies Page 2 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,they 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 VERIFICATION Only the Elected Official, Department Head, or Human Resources are authorized to provide employment verifications on current or former County employees to outside employers. Other employees shall refer requests for employment verification to the personnel listed above. 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 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 badges by employees while representing Mason County in an official capacity in an 444 to provide a safe and secure workplace for all employees. Employees are expected to fully comply with all provisions of this policy. 2.3.1 Definitions Employee: For the purpose of this policy,staff member shall refer to elected officials,full-time, part-time,extra whelp,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,depaFt 4efftclepartment,and position. Mason County Personnel Policies Page 3 Official Capacity: Includes any time while on County property •m-.cell a" `and or any business where the employee is representing the County.This includes operating any vehicle owned or leased by the County. 2.3.2 Requirements The Human Resources Department will provide all new staff members a copy of this policy at the time of new employee orientation.All employees are required to wear ID badges 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,.a...•the'^badge-A all carry the ID badge when acting in an official capacity. 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 it to Human Resources. 2.3.3 Procedure 1. All employees of Mason County will be issued photo identification,clip,and lanyard upon completion of the ID Badge Request Form. 2. All new employees will have their ID badges made by Human Resources by appointment after completing all required new employee training (First-Aid First Aid CPR, CORE Training,IS907 Active Shooter...). Formatted:Line spacing: Multiple 1.15 li 3. Employees will be issued one ID badge. Formatted:Line spacing: Multiple 1.15 li 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 previously done. Formatted:Line spacing: Multiple 1.15 li 5. Supervisors shall report lost or damaged ID badges to Human Resources. Damaged ID badges shall be returned to the Human Resources Department.A reprint of the original ID badge will be done and sent to the department supervisor. Formatted:Line spacing: Multiple 1.15 li Mason County Personnel Policies Page 4 6. Any lost ID badge that is found should be turned in to Human Resources. Formatted:Line spacing: Multiple 1.15 li 7. Upon separation of employment, an employee must turn in their ID badge to their supervisor.The supervisor will send the ID badge to Human Resources. Formatted:Space After: 10 pt,Line spacing: Multiple 1.15 li 8. An employee placed on paid/unpaid administrative leave,or that is out for an extended period of tim'e ep riod on other leave, must turn in their badge to their supervisor until returning to work. Formatted:List Paragraph,Left,Add space between paragraphs of the same style 2.3.4 Identification Holder Responsibilities Formatted:Indent:Left: 0.5" 1. Employees will not lend ID badges to anyone. 2. Do not leave ID badge on dash of vehicle or other locations wee exposed to extreme temperatures or theft. Formatted:Space After: 10 pt,Line spacing: Multiple 1.15 li 3. Do not fold,bend,deface,altered with pins,stickers,or decals,or mutilate ID badges. Formatted:Space After: 10 pt,Line spacing: Multiple 1.15 li 4. Employees will use ID badges for official Mason County business only. 5. Do not leave ID badges unattended. 6. Employees will Immediately notify their supervisor if their ID badge is lost or missing. RESOLUTION 22-18.4/3/18 Mason County Personnel Policies Page 5 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 When a position becomes vacant, 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 a completed application to Human Resources by the designated date prior to being considered for any position. 3.2 HIRING 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. 3.2.2 Examinations The 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. Examples of such 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 verification,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. Mason County Personnel Policies Page 6 Applicants for positions in which there 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. 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 for personal interviews and approved by the Board of County Commissioners.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. 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 a 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 tests reveal 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 their advance approval,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 personal effects of the new employee. To be eligible for reimbursement the new employee must agree in writing to refund to the County such moving expenses if they voluntarily terminate their employment within one(1)year of their hire date. 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 werk Inadworkload needs, Mason County Personnel Policies Page 7 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. Extra help employees are eligible for overtime pay and sick leave as required by law. Extra help employees normally do not receive retirement, vacation, slek leave, health insurance, helidayFiholidays,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. 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 etherother. 2. One party would handle confidential material that creates improper or inappropriate access to that material by the ether-,other. 3. One party would be responsible for auditing the work of the eother: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 County. 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, san in law son-in-law, d'��--^"r�i^ 'awdaughter-in-law, and step relationships. 3.4.1 Change in Circumstances If two employees marry, become related, or are in a relationship and begin sharing living quarters,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,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 thirty (30) calendar days of the date they marry, become Mason County Personnel Policies Page 8 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 apply for positions in which they are interested and qualified. Before advertising a position to the geneFal up blic, Human Resources 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. 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. Mason County Personnel Policies Page 9 CHAPTER 4 HOURS AND ATTENDANCE 4.1 WORKING HOURS 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. 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. Employees will be informed of 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 using the County process. 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 (comp)time off,when working 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(1%)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 leaveleave,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 overtime provisions and do not receive either overtime spay,or comp time in lieu of overtime pay. Exempt employees who are absent from work shall use paid leave time or have their salaries reduced for the following types of absences: • FM LAIea ,eave. • Participation in political aetkAty;activity. • Outside employment,subject to approval;or • Other activities that would be in violation of the r^~FI;a^c Int ^'Conflict-of-Interest Policy if conducted during regular work hours. • A dial-c�ayPartial day of absence of four (4) hours or more (half the employee's regular workday for an employee working less than a full FTE). [RESOLUTION 89-19-9/3/191 Mason County Personnel Policies Page 10 4.3 COMPENSATORY(COMP)TIME Non-exempt employees entitled to overtime pay may request comp time off in lieu of cash payment.This is approved on a case-by-case basis by the supervisor.The County is not required to grant comp time instead of overtime pay. If the comp time option is exercised and approved, the employee is credited with one and one-half(1%)times the hours worked as overtime. 4.3.1 Comp Time Use Employees may use comp time within a reasonable t+me-pe4e4time after making a request to their supervisor, unless doing so would unduly disrupt County operations. Comp time should be used for short term absences from work during times mutually agreed to by the employee and their supervisor. 4.3.2 Maximum Accruals Maximum accruals of comp 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.Comp time cannot be rolled over,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. 4.3.3 Comp Time Upon Transfer Unused comp time is nontransferable.When an employee is transferring from one department to another and has a balance of unused comp time, the employee is encouraged to use their comp time before the effective date of transfer. When this is not possible, the transferring employee shall receive payment in full for the accrued comp time from the employee's former department.Payout for comp 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 positions are encouraged to use their comp, banked holiday, and premium time before the effective date of transfer. When this is not possible, the transferring employee shall receive payment in full forthe accrued comp,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 comp time is not eligible for a payout payment plan. [RESOLUTION 89-19-9/3/191[PER RESOLUTION 2020-86,11 3 201 Mason County Personnel Policies Page 11 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 werl dayworkday 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 excused 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 EMERGENCY CLOSURES 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 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, comp 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 be unsuitable for employees to safely er effectively perferm thei. ebsperform their lobs safely or effectively. Under such circumstances,if employees are sent home after reporting to work or told to report to work later than their regular starting time,they shall be paid for hours missed from work that day. If employees are advised before reporting to work, or if reasonable efforts were made to advise them before reporting to work,that they should not report to work,such absence for time missed from work shall be charged to vacation, personal holiday, comp time or if such leave is not available,to leave without pay. In no event shall the decision that some employees cannot work due to conditions at their work location, entitle other employees who worked, compensation beyond their regular pay. The decision to send employees home or tell them not to report to work shall be made by the Elected Official or Department Head responsible for the work location and is subject to the prior approval of the Board or a single Board member if only one Board member is available. If no Board member is available,the decision of the Elected Official or Department Head shall be final. Mason County Personnel Policies Page 12 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 later than 4:45 a.m.if possible. 2. On or about 4:45 a.m.the designated road operations manager shall contact the Public Works Director or their designee to discuss the road and weather conditions and latest weather forecast. 3. On or about 5:00 a.m. the Public Works Director or designee calls the «^^ C4a4County Administrator to advise them of road conditions throughout the county and latest weather forecast and makes recommendation regarding suspending standard operations. The County Administrator shall notify the Commission Chair and Presiding Judges. 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 CiFG FR5t@^^^;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 day. Conduct of standard operations is suspended until a specified time the following day. Mason County Personnel Policies Page 13 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 mall-county" email, sends notice to website and the media. Emergency Management shall broadcast an AlertSense message. RESOLUTION 70-16-10/18/16 4.6 BREAKS AND MrA,.. Al TIMTIMEMEALTIME 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. Lunch periods and breaks shall not be cembiRL-dcombined,and they may not be used to shorten an employee's workday. BREAK TIME FOR NURSING MOTHERS PROVISION: 4.6.1 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. 4.6.2 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 4. Education and support LMason County Personnel Policies Page 14 5. Anti-discrimination,"a•a ^ ^Rtharassment,or retaliation 6. Employee Notification 4.6.3 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 fifteen to twenty(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 necessitate total break time+R-e ____ efineee4 aw more than 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 e. ., allow employee the flexibility to come in early or stay late,or use a portion of their lunch period,to make up time). 4.6.4 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: 1. private(window coverings are required-);). 2. secure(lockable from the inside,if possible);). 3. accommodating(comfortable seating,a table,and power outlets);). 4. reasonably close to the employee's work urea. 5. provided with a sign to designate the space is in use. Although not required,when possible,the lactation room should also: 1. Be near a sink with hot water and soap for hand washing and equipment cleaning. 2. 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 Mason County Personnel Policies Page 15 room. Designated lactation rooms may exist at some Mason County worksites; a list of rooms and scheduling information can be found at: https://masoncountywa.gov/forms/human- resources/lactation-rooms.pdf Contact Human Resources for additional assistance or questions. 4.6.5 Employee Responsibilities Any necessary equipment (breast pump, storage containers, etc.) should be securely stored at the employee's workstation or other 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. 4.6.6 Education and Support Employees have access to additional support and education for breastfeeding through the following resources. 1. Health insurance benefits may cover breastfeeding-related resources and services. Employees should contact their specific health insurance provider to inquire about resources available. 2. Contact a Mason County Public Health Nurse for additional resource information. 4.6.7 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, harassmentharassment, 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, ,iharassment, 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,member of management,or Human Resources. 4.6.8 Employee Notification 1. Human Resources shall notify all employees of Mason County's Breastfeeding Accommodation Policy and Procedures upon adoption. 2. Employees will receive a copy of the Breastfeeding Accommodation Policy and Procedures during New Employee Orientation. Mason County Personnel Policies Page 16 3. 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 37.14-7/8/141 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 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 werl(edworked, and comp time taken for each employee. Each Department Head shall submit monthly, a signed statement noting regular hours worked and leave taken to the Auditor's Office. The Board of County Commissioners will approve at regular board meetings.^`the DepaFt..eRt Wead's C.st bFiefiRg OR the f9ll,..,iRg FRO th Mason County Personnel Policies Page 17 CHAPTER 5 COMPENSATION 5.1 SALARY CLASSIFICATION AND GRADES Each regular job title 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, Fespeetrespect, and partnership between Mason County, its departm��sdepartments,and the employees. 5.2 EMPLOYEE PAY RATES Employees shall be paid within the limits of the salary range to which their positions 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 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 e eriod 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 15t or 16th of the month,with the^)(Geptie^^fexcept for 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 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, or a ga+i+z+�gorganizin ,e�eveFseeF�g the work of other Mason County Personnel Policies Page 18 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 may be approved by the County Administrator, in coniunction with Human Resources, if no budget adiustments are necessary. Requests requiring a budget adjustment shall be brought to the Board of County Commissioners. 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 position, 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.Out of class pay may be approved by the County Administrator, in conjunction with Human Resources, if no budget adjustments are necessary. Requests requiring a budget adiustment shall be brought to the Board of County Commissioners. 5.2.4 Transfers and Promotions Employees that accept a position in another County office or department (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 in a five (5) percent increase over the employee's current salary. '^the eve-Ft thatlf the Elected Official or Department Head determines that significant training is 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 Director, a promoted employee may be placed in a step higher than that specified above. If the Human 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 5.3.1 Definitions Eligible Employees For section 5.3 eligible employees are defined as regular full-time- Formatted:Font:12 pt employees,appointed employees,and regular part-time employees. Formatted:indent:First line: o^ LMason County Personnel Policies Page 19 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 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 a result 9 because 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. Reclassification requests will not be considered for factors such as increased work volume of the same level of work, added duties of a similar nature already covered by the classification, requiring similar skills,education,or experience,duties within the current classification that have not been previously assigned, additional duties assigned in a higher classification unless those duties become a majority of the current position, enhanced technological tools to perform current duties, salary differences for similar lobs in other jurisdictions, reclassifications which occur in other departments. Reclassification requests may not be considered for positions covered by a Collective Bargaining Agreement that is in open negotiations. An employee,Department Head,or Elected Official may request reclassification by submitting a written request, which includes a justification,to the Human Resources Director. The Human Resources Director shall conduct a position analysis and respond with a recommendation in writing within sixty(6-30)working days. The F^r_ernmendatt n^Recommendations requiring action may then be submitted to the Board of County Commissioners with supporting documentation for their review. If approved by the Board, the reclassification shall be effective as of the date of Board's action or other effective Mason County Personnel Policies Page 20 date as FA@y 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-�'"� 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"'Gworkday prior to the holiday. [PER RESOLUTION 04-08,1/8/081 [RESOLUTION 89-19-9/3/191 5.6 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 150-07,11/27/121 5.97 COMPENSATION UPON SEPARATION When 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,comp time and,for eligible employees,accrued but unused sick leave. LMason County Personnel Policies Page 21 4. A lump sum payment for accrued but unused sick leave for eligible employees hired prior to April 13,2010. [PER RESOLUTION 23-10,4/13/10] T^�,t ,, ,n�rt^,*^sSeparatin 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 95-04,10/26/041 5.8 UNIFORM ALLOWANCE Compensation for required employee work apparel shall be based on RCW 49.12.450. 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 y,County. b. Apparel that is specially marked with the employer's legejogo• 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. Mason County Personnel Policies Page 22 5. If the employer changes the color or colors of apparel required to be worn by any of their employees during a two (2) year peFied ef time ep riod, 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(2)year tRrre periedtime 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 (2) year time periedtime applies to all employees regardless of when the employee is hired. 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 89-19-9/3/191 5.9 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. Human Resources and Payroll shall receive PAFs 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 the 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 Mason County Personnel Policies Page 23 h. Transfer from Paid to Unpaid Leave(or vice-versa) i. Return from 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 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 Inactive 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 I. 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. Mason County Personnel Policies Page 24 5.10 CAREER INCENTIVE PAY POLICY The following Career Incentive Policy has been established +e—eF4erteto achieve the goal of encouraging the career growth,^^' a'^^^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. 5.10.1 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 receive Career Incentive pay in accordance with the following table,which may be modified at 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 Mason County Personnel Policies Page 25 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 American Institute of Certified Planners Professional $5,000 12 Month Certification Certification Program Type: Amount Payment Period TBD TBD TBD 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,statestate, and local taxes. Employees assigned to fully grant funded positions are not eligible, sseligible 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. la erdeFt9T0 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. 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.Career 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. la girder ferFor Mason County Personnel Policies Page 26 approved employees to continue to receive the annual incentive, proof of a current license or certification must be submitted to Human Resources 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 certification.Should an employee submit documentation that the employee knows is false or intentionally misleading ORd-r tAto 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, d+plemasdiplomas, 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, amendamend, 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 will meet to discuss whether to reduce the amount of the bonus or to delay some or all-efall the payments until the next fiscal year in which sufficient funds are available. Mason County Personnel Policies Page 27 CHAPTER 6 BENEFITS 6.1 RETIREMENT BENEFITS The County makes contributions to the Social Security System on behalf of all eligible employees 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 Washington.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 orjob-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(by 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 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 LMason County Personnel Policies Page 28 based on the criteria of these policies.The employee may continue health care benefits by self- paying insurance premiums for the remainder of the time they receive Workers Compensation benefits. 6.2.2 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 during periods of injury or disability caused by a work-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 deduction. 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 When certain qualifying events occur, including an employee's termination from County employment, beginning an unpaid leave of absence, or a reduction in hours worked, at the 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 their dependents who elect Mason County Personnel Policies Page 29 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. 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. LMason County Personnel Policies Page 30 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 PAF may be required to be entered into the County's financial system. 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 12 4-7 15 8-9 18 10-11 20 12-14 22 15-16 23 17-19 24 20+ 25 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 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 95-04,10/26/041 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 increases in the vacation accrual rate for employees hired between the sixteenth and the last day of the month. Mason County Personnel Policies Page 31 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(6) 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 1. 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 2. Employees in part-time, on-call and seasonal an4-,and non-regular positions will accrue sick leave from the date of hiFe,hire but are not eligible to use accrued leave until (ninety)90 days after their hire date. 3. 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) 1. Elected Officials 2. 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 incurred 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.). 3. Individuals whose duties require that they 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.) LMason County Personnel Policies Page 32 4. Any resident or inmate of the county correctional, detention, *per^ treatment, or rehabilitative institution. 7.2.3 Leave Accrual All employees shall accrue WaShiRgtGR paid sick leave(Wmat the rate of one hour(1)per 40 hours worked, beginning from their date of hire (per RCW 49.46.210). 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 aimaccrue MaSGR Gewmy sick leave (MG9 ` ; additiAR to the`A'laShingtoR paid c'�p W.91 Sick leave for all regular part-time employees will be pro-rated based on their full-time equivalency(FTE)percentage. The w.F,O....fl tAtAl of INashi...teR paid sick leave.,.,.a A4.,,,, ,Sick leave for all regular and part-time regular exempt positions,and those in non-represented positions,shall not exceed eight(8)hours in any given month. pes P. (Ras z, IMPF,- AppFex-News all R A....Fexi...ately A D...A�ARth employees,:.,r�ti�-��:,c�^"Tps T�TI� Tc-r^Tem^ u...... m...V..... employees d-�Rth (T-Ota 1 of WPSL& /,[T`C-96,all fec-eive (PFe Fated faF AAQ' Og 2 hew'; others pro rated) #Of LI...... N..i NO ..lAAdditiAFIAI hQkFF5 D••••ulaF P PeF FROAth vF 49 1 52 44 8 16 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 Mason County Personnel Policies Page 33 Unused sick leave as of December 15 in any year, shall be carried over to the succeeding year up to the following maximums: 1. For part-time(less than 80 hours a month),non-regular positions,forty(40)hours el-will carry over to the succeeding year. 2. Employees in regular exempt, part-time regular exempt positions and non-represented employees will carry over a maximum of one-hundred and fifty (150) days or twelve hundred(1,200 hours). 3. 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: 1. 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. 2. 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. 3. A spouse;, p e. 4. A registered domestic paftRer—,partner. 5. A^^ r;grandparent. 6. A g grandchild. 7. A sibling;or 8. 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 Mason County Personnel Policies Page 34 Employees are eligible for sick leave for the following reasons: 1. Personal mental or physical illness,injury,physical disalailityclisabihty,or health condition and/or preventative care such as a medical,dental or optical appe+ntmerWjappointment. 2. Care of a family member with an illness,injury,health condition and/or preventative care such as a medical,dental,or optical appointment. 3. Employees must make a reasonable effort to schedule such appointments at times,which have the least interference with the werl(day;workday. 4. 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 ethers;others. 5. 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 euewA-,event. 6. 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 taw,law. 7. In the event of a death in the employee's immediate family, the Board of County Commissioners may authorize an additional two(2)days beyond bereavement leave as outlined in S^^+°�^'.4,the Bereavement Leave section off 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 Seetien the-Family Leave section o4rrthe Personnel o, Policy• 8. Use of a prescription drugs which impairs job performance or sa#ely;safety. 9. Actual periods of temporary disability related to pregnancy or ehildb -h;childbirth. 10.To attend the birth of and/or to care for a newborn child of an e^��,,p;eyee;employee. 11.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 Fie ns7reasons. Mason County Personnel Policies Page 35 12. If an employee is sent home for signs and symptoms,and quarantine orders of pandemic related illnesses;and 13. 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: a. 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 stalkingistalking. b. Seeking treatment by a health care provider for physical or mental injuries caused by domestic violence,sexual,assault,or stalk+ngstalking. c. Attending health care treatment for a victim who is a member of the employee's family. d. 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`talki gistalking. e. 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 assayassault,or stalking;and f_Participating, for the employee or for a family member, 4rin safety planning; or temporary or permanent relocation; or other actions to increase the safety from future incidents of domestic violence,sexual a-s- Dassault,or stalking. Formatted:Font:(Default)+Body(Calibri),12 pt • 1— Formatted:Left,Indent:Left: 0.5",Line spacing: Multiple 1.15 li, No bullets or numbering g. For the purpose of leave allowed for victims of domestic violence,sexual assault,or Formatted:Indent:Left: 0.75", No bullets or numbering 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, or eighteen years of age or older and incapable of self-care because of mental or physical disabilitpdisability. Mason County Personnel Policies Page 36 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 44d;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 self 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. 7.2.11 Foreseeable Absence If an employee's absence is foreseeable, the employee must provide notice at least ten (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. 7.2.12 Unforeseeable Absence If an employee's absence is unforeseeable, the employee must contact their Elected Official, Department#ea4Head,or immediate supervisor as soon as possible; but no later than one (1) hour before the employee's required start time.Notice should include the expected duration of absence. 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. Mason County Personnel Policies Page 37 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. 7.2.13 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. 1. 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. 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 b. 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. 2. 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. 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°Tissues. b. A police report indicating that the employee or a member of the employee's family was a victim of domestic vieleR^G^;violence. c. 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. d. A court order of prateetiei;protection. e. Documentation from any of the following persons from whom an employee or a member of the employee's family sought assistance in addressing the domestic violence situation indicating that the employee or a member of the employee's family is a victim: Mason County Personnel Policies Page 38 o An advocate for victims of domestic violence, sexual assault, or stalkingstalkins. o An attemey;attorney. o A member of the clergy;or o A medical professional. 3. 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 shall be provided. 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. 7.2.14 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 the absence is for an authorized purpose and explain why verification would result in an unreasonable burden or expense. 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. 1. Company-provided transportation to the employee's 4eae*,--doctor. 2. Sharing the cost of getting a note from a medical provider;or 3. 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 i^ excess ^Fmore than ten(10)consecutive days until verification is provided.An employee has the right to contact the Mason County Prosecutor in the event they feel they are being discriminated upon or treated unfairly. 7.2.15 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. 7.2.16 Sick Leave Coordinated with Workers'Compensation Mason County Personnel Policies Page 39 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 ^,�^« ^'^« ^{more than 100% of their regular straight-time income for the same peried of time ep riod. 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 their 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 disciplinary action for misuses, falsifying,or abusing sick leave. 7.2.17 Shared Leave Washington paid sick leave shall not be used in a shared leave program. [RESOLUTION 89-19-9/3/191 7.2.18 Sick Leave Cash-Out 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 (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 Public Mason County Personnel Policies Page 40 Employees Retirement System,and the employee was hired prior to April 13,24192 110, 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. 7.2.19 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 County sick leave in accordance with the terms stated in their collective bargaining agreement, and for exempt and non-represented employees,as stated abeve in the Sick Leave Cash-out section of the Personnel Policy. In the event any employee terminates their position with Mason County and returns within twelve-(121 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 forty I401 hours,the employee forfeits any unused balance greater than the maximum amount of fort 401 hours. Mason County sick leave hours shall not be paid out upon termination and will be F^4^i* ^'^«forfeited unless conditions are met in Section 7.2.13 or otherwise stated in a Collective Bargaining Agreement. 7.2.20 Reinstatement of Employment If an employee leaves employment and is rehired within twelve (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. Mason County Personnel Policies Page 41 Employees in part-time, non-regular positions who are rehired within twelve (12) months of separation,will not be required to wait ninety(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 ninety(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 twelve (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. 7.2.21 Payroll Employees will be notified of their paid sick leave balance each month on their pay stub. This information will include: 1. Washington paid sick leave & Mason County sick leave accrued since the last }notification. 2. Washington paid sick leave & Mason County sick leave used since the last notification; and 3. Current balances of Washington paid sick leave& Mason County sick leave available for use. 7.2.22 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 discriminated or retaliated against,the employee may contact the Human Resources Director. If an employee is not satisfied with the response received from the Human 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 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. Mason County Personnel Policies Page 42 7.4 JURY AND WITNESS LEAVE Jury Duty:The County provides all employees leave for jury service. Regular full-time and part- time employees 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. Employees must provide their supervisor with a copy of the jury duty summons as soon as possible after receiving it. Upon completion of jury duty, employees are required to provide 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 employees are paid by the County for time 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 the employee is 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 ^^ri ,2 ep riod. As determined by the Board of County Commissioners,administrative leave may be used in the best interests of the County 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 unpaid leave for a period of their military service.Military service includes active military duty and Reserve or National Guard training.Employees are required to provide their supervisor with copies of 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. 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. The FMLA provides up to 12 weeks of unpaid,job-protected leave every 12 months to eligible employees for certain family and medical reasons. Mason County Personnel Policies Page 43 Family Leave Eligibility: Employees must have worked for the County for at least one year, and for 1,250 hours over the previous 12 months. Unpaid FMLA leave is granted for any of the following reasons: 1.To care for an employee's child after birth or placement for adoption or foster case. 2.To care for a spouse,son,daughter-daughter,or parent who has a serious health condition. 3. For a serious health condition that makes an employee unable to perform the essential functions of the job. Leave to care for a child after birth or placement for adoption or foster care must be concluded within twelve(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 a normal weekly or daily work schedule. 7.7.1 Substitution of Paid Leave At the employee's or County's request,certain types 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 use. Employees using any sick leave available that may be used for FMLA leave taken,it is the County's policy that employees must use that paid sick leave as part of their FMLA leave. Use of vacation time for FMLA leave,however,is the employee's option. Employees using paid leave for an FMLA qualifying purpose,it is the County's policy to designate paid leave as counting against the employee's FMLA leave allowance.Employees are required to notify the County if using paid leave for a reason covered by the FMLA so the leave may be properly accounted for. 7.7.2 Advance Notice and Medical Certification The County requires employees provide advance leave notice,with medical certification,of the need for a leave related to a health condition,and with medical certification of fitness to return to duty after medical leave.Taking leave, or reinstatement after leave, may be denied if these requirements are not met. Employees are required to provide a medical certification to support a request for leave because of a serious health condition (own or child's,speuse3spouse's, or parent's)whenever the leave is expected to extend beyond five (5) consecutive working days or will involve intermittent or part-time leave.The County may require second or third opinions,at their option,at the County's expense. Mason County Personnel Policies Page 44 The County may require the employee to provide a medical certification of fitness for duty to return to work after a medical leave. 7.7.3 Periodic Reporting If employees take leave for more than two(2)weeks,the County may require reporting at least every two weeks on the status and intent to return to work. 7.7.4 Health Insurance If employees are covered by the group health plan (medical, dental or vision), the County will continue to provide paid health insurance during FMLA leave on the same basis as during regular employment.If employees don't return to work after the leave,they will be required to pay back the County's portion of the insurance premiums unless failure to return was beyond the employee's control. 7.7.5 Other Insurance If an employee is covered by other insurance plans through the County, such as life insurance, those coverages will continue during paid leave on the same basis as during regular employment. If employees take unpaid FMLA leave,they will be responsible during the leave for the premiums normally paid plus the premiums the County normally pays. If an employee doesn't pay these premiums, the County may choose to pay them for the employee,to keep the coverage from lapsing.The employee will be responsible for repaying the County wheth ^^ Retwhether they return to work. 7.7.6 Couples Employed If spouses or domestic partners work for the County and request leave for the birth, adeptienadoption,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 the couple for those purposes is typically (twelve) 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 the employee uses any FMLA leave. Leave Related to Pregnancy. If an employee takes leave for the disability phase of pregnancy or childbirth while physically unable to work,this time could be count against the annual 12-week FMLA leave allowance. Employees are entitled to unpaid leave for the full period of a physical disability resulting from pregnancy and childbirth, even if they are disabled for more than 12 weeks, and even if they don't qualify for leave under the federal law. LMason County Personnel Policies Page 45 7.8 BEREAVEMENT LEAVE The County provides regular,c,4-ti,;efull-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,nephewanephew,or niece. 7.9 WASHINGTON PAID FAMILY&MEDICAL LEAVE Effective December 31,201 g2019,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 89-19-9/3/191 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 an employee qualifies,this program will allow them to take up to 12 weeks,as needed,if they: 1. Welcome a child into the family(through birth,adept+e1}adoption,or foster placement) 2. Experience a serious illness or 44ur-yinfury 3. Need to care for a seriously ill or injured relatkwerelative. 4. 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 employees face multiple events in a year,they may be eligible to receive up to 16 weeks,and up to 18 weeks if they experience a serious health condition during pregnancy that results in incapacity. 7.9.1 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 Mason County Personnel Policies Page 46 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. Employers will calculate and withhold premiums from paychecks and send both the employee share and County share to ESD on a quarterly basis. 7.9.2 Eligibility and Use Starting Jan.1,2020,employees who have worked eight hundred and twenty-(8201 hours in the qualifying period(equal to sixteen 161 hours a week for a year)will be able to apply to take paid medical leave or paid family leave.The eight hundred and twenty (8201 hours are cumulative, regardless of the number of employers orjobs someone has during a year.All paid work over the course of the year counts toward the eight hundred and twenty(8201 hours,including part-time, seaseRa!seasonal,and temporary work. While on leave,employees are entitled to partial wage replacement.The benefit is generally up to ninety 901 percent of an employee's weekly wage, with a minimum of one hundred dollars J$1001 per week and a maximum of one thousand dollars-($1,0001 per week. Employees will be paid by the Employment Security Department rather than 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. 7.9.3 Returning from Leave Employees who return from leave under this law will be restored to a same or equivalent job if they work for an employer with fifty(501 or more employees,have worked for this employer for at least twelve 121 months,and have worked one thousand two hundred and fifty(1,2501 hours in the twelve 121 months before taking leave (about twenty four (24 hours) per week, on average). Employees can keep their health insurance while on leave.If employees contribute to the cost of their health insurance, they must continue to pay their portion of the premium cost while on leave. Mason County is prohibited from discriminating or retaliating against employees for requesting or taking paid leave. Mason County Personnel Policies Page 47 [RESOLUTION 89-19-9/3/191 7.10 WASHINGTON STATE LONGTERM CARE TRUST ACT"WA CARES"COMPLIANCE The parties acknowledge that RCW 5013.04.080 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 in accordance with RCW 506.04.080. Mason County and employees will comply with Washington State Long Term Care Trust Act. 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 19 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 Awe — jolidays falling on Saturday will be celebrated on the preceding Friday. AEI}Holidays 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 eR thp bari,; e based on staffing needs by the County. Floating holidays shall be used in whole hour increments.Christmas Eve Day may be taken off based on Mason County Personnel Policies Page 48 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 06-02,1/22/021[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. 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 takeof 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 GUStOMEIW-process iR whiehto request approval and scheduling ef-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 3 4 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 3 4 time shall receive one-half 1 2 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 Mason County Personnel Policies Page 49 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,hel+daysholidays,and insurance. LMason County Personnel Policies Page 50 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,effisleRtefficient,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,far0itiesfacilities,and resources;and providing orderly and cost-efficient services to its citizens. The County is a relatively small organization. To function as efficiently as possible, employees may be asked to perform SeeWiRgly "^ ^"'" duties outside their regular assignments. It is no reflection on an employee's worth to the County,but a necessary arrangement fer FF1estin small organizations. To make the most efficient use of personnel, the County also reserves the right to change an employee's work conditions and the duties originally assigned. If these arrangements become necessary,employee cooperation is expected. 8.2 WORKPLACE SAFETY AND VIOLENCE PREVENTION 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.Any 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, or disciplinary measures. 8.2.1 Definitions 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 would reasonably be known Mason County Personnel Policies Page 51 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- ^^'whether an injury,safety violation,or actual harm results. Acts of Violence:Includes but is not limited to,any deliberate act or behavior which: 1. Results in a physical assault against a person such as hitting, pushing, kicking, holding/restraining,spitting on,or blocking the movement of another person. 2. Constitutes a directly or indirectly communicated or reasonably perceived threat to cause harm,injure,or intimidate another�aindividual. 3. Endangers the safety of oneself or another individual, whpt"� �„p Ar netwhether an injury Fes result. 4. Would be reasonably perceived to constitute a threat of inflicting physical harm which in any way interferes with a person's safety,6Fsafety or consists of a directly or indirectly communicated or perceived threat to destroy property through the use of a weapon, a firearm or other ffwaF�sij eans. 5. Would constitute the violation of a protective or restraining order which lists County locations as being protected areas;or 6. 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. 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 locations, County parking lots,vehicles either employer owned or leased or privately owned when used on County business. 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 Mason County Personnel Policies Page 52 prisoners; and individuals who have or had personal relationships with County employees such as a current or former spouse,lover,relative,friend or acquaintance. 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, �•�"�^ or whether 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 of an unsafe act and/or act of violence shall include the name of the reporting party,the date,4metime,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,pel+eiespolicies,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: b. Immediately leave the area putting as much distance between themselves and the threat as possible. c. Tell others to leave as the area is evacuated. d. Call 911 and report the threat/emergency as soon as it is safe. e. Provide the 911 dispatcher with identification and the nature and location of the threat/emergency. f. 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: b. Notify their supervisor as soon as possible;and c. 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 representative and provide a copy of the granted order and a description of the person identified in the order. Mason County Personnel Policies Page 53 4. Report concerns about personal safety or violations of County policy to a supervisor, manager,or department head. 5. Immediately notify a member of management if there is reason to believe they may become or are victim of unsafe acts,threats,or acts of violence in the workplace. 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. Mason County Personnel Policies Page 54 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. 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. 8.3 OUTSIDE EMPLOYMENT AND CONFLICTS OF INTEREST Employees shall not, ydirectly,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}eb;Job. 2. is conducted during the employee's work#etw-s;hours. 3. utilizes County telephones, computers, supplies, or any other resources, facilities or equ pme44t-; uipment. 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 ^^rAMPRtcommitment, or self-employment,who are concerned about a conflict of interest should discuss the matter with their Elected Official or Department Head. Mason County Personnel Policies Page 55 8.4 REPORTING IMPROPER GOVERNMENTAL ACTION 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. 8.4.1 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 whether the action is within the scope of the employee's employment,and 2. in violation of any federal,statestate, or local law or rule, is an abuse of authority, is of substantial and specific danger to the public health or safety, safety or is a gross waste of public funds. "Improper 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 RCW Chapter 41.14 or 41.56. 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 , reassignment, 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 Mason County Personnel Policies Page 56 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. 3. The identity of a reporting employee shall be kept confidential to the extent possible under the laws:.les-slaw 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 for 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 government 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 Mason County Personnel Policies Page 57 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 law judge shall issue a final decision not later than forty-five (45)days after the date of the request for ,heaFi g u,^ ^lesshearing 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 maybe enforced by petition to superior court. 8.3.4 Policy Implementation The Board of County 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, managepsmanagers, and supervisors are responsible for ensuring the procedures are fully implemented within their areas of responsibility. 8.3.5 Prohibition of Intimidation and Nondisclosure 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 27-16.5/24/20161 8.4 POLITICAL ACTIVITIES County employees may participate in political or partisan activities of their choosing pFevided t4atif County resources and property are not utilized,and the activity does not adversely affect the responsibilities of the employees in their positions.employees 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,badgebadge, or sticker relevant to any candidate or ballot issue during working hours. Employees shall not solicit,on County property or County time,for a contribution for a partisan political cause. Mason County Personnel Policies Page 58 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+care prohibited in all buildings and vehicles owned or leased by the County are offices or other facilities rented or leased by the County. 8.5.1 Definitions Public Areas:The term"public area"is defined for the purpose of the No Smoking Policy,but not limited Cato 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 duriR^the ceurs^^'during employment. Smoking: The term"smoke"or"smoking" is defined for the purpose of the No Smoking 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 "County property" is defined as the grounds and parking lots surrounding county buildings and all County parks. County property does not include: 1. Private vehicles and residences unless otherwise required by individual or group contracts with the County. 2. Countyfea4s-;roads. 3. Any person passing by or through County property while on a public sidewalk or public right-of-way has not intentionally violated this 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 definedherein 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, Mason County Personnel Policies Page 59 or destroying a sign required by this policy is subject to a civil fine of up to one hundred dollars. The County Sheriff's Department shall enforce this policy by issuing a notice of civil infraction to be assessed in the same manner as traffic infractions. All County employees skull beare 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 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 County property. The appropriate Department Head or Elected Official sla-all--laeis 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 Smoking in Public Places,prohibiting smoking in all public places and places of employment. [PER ORDINANCE 91-06,8/22/2006][PER ORDINANCE 20-01,1/7/20201 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,eahiRL#,;cabinets, and furniture are County property for the purpose of 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 ^*"^ram„^ may be subject to public disclosure. County electronic communications systems are not for personal use. (See RESOLUTIGN -e. 129-04 attached as Appendix A fGF hirthe Af.,.-.. atm..R on the na-seR/ewnty WeGtreniG lnf.,.-matien Acceptable I se D.,IMG.,) [PER RESOLUTION 130-04,12/21/20041 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,including vehicles,should be used by employees for County business only.An employees' misuse of County services,telephones, vehicles, equipmenteguipment, or supplies can result in disciplinary action including termination. Mason County Personnel Policies Page 60 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 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 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 partiGular swb}eassubiects. 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 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 fundraising 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,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. Mason County Personnel Policies Page 61 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. Employee safety depends on the safety consciousness of everyone.�eTo 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 Employee Assistance Program, we encourage employees who are concerned about their alcohol or drug use to seek counseling, treat,,,^ ^n 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. Please contact 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 Commercial Driver's Licenses (CDL) and who operate commercial motor 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-e^ remployment. 2. reasonable susp+e+eFrsuspicion. 3. post-aGGideRt-,accident. 4. return to duty titesting• 5. random testing. CDL holders who test positive must be removed from service and are subject to disciplinary action,up to and including termination.CDL holders should consult the Mason County Drug and Alcohol Testing Policy and Procedure for Department of Transportation Regulated Employees for additional details concerning these rules. Mason County Personnel Policies Page 62 Drug-Free Workplace:The manufacturing,distribution,dispensation, pessessienpossession,and use of unlawful or alcohol on County premises or during work hours by County employees is strictly 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 R4ac-e orkplace Policy for additional details on this subject. 8.13 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,iitem,or benefit for personal use,which is not available to the general pubIiEpublic.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 95-04,10/26/041 LMason County Personnel Policies Page 63 CHAPTER 9 SEPARATION 9.1 LAYOFF The County may lay off employees for lack of work, budgetary restrictions, ___ RizatioRreorganization,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 laye#;i#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 Human Resources Director. 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. 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 ^^r i ,e ep riod on Federal Medical Leave may be subject to all or parts of the offboarding process. 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 werk-A4k)oworkstation. Mason County Personnel Policies Page 64 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 attempt 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,using the County Complaint Form to the Board of County Commissioners or their designee and Human Resources. The form 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 complainant 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. Employees represented by a bargaining unit or who are covered under civil service rules 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 65 CHAPTER 11 EDUCATIONAL ASSISTANCE 11.1 INTRODUCTION If budgetary considerations permit, the County may reimburse full-time regular employees for education costs for courses approved by their Elected Official or Department Head.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 MR an ^F��eto enhance current skills for the benefit of the County and the geReFal p4W4.p_mb1iic. 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. 2. Approval will be sought using the Educational Assistance Request form. 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 is required prior to approval of the courses required in that course of study.Accordingly,the Elected Official or Department Head will review employee applications for educational assistance on a course-by-course basis. 4. All relevant bachelor's degrees and asseciate'-sassociate degrees, a&s­un*�if the employee does not already have a bachelor's or iate'rassociate 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 regardless of the position the employee holds. 5. Certificates or continuing education units(CEU) required for continued certification may be reimbursed at 100 percent. 6. A second degree directly relevant to the employee's current position as determined by the Elected Official or Department 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 Mason County Personnel Policies Page 66 degree is not directly applicable to the employee's position;or,2)it is an advanced degree in a field of study relevant to the employee's current position. 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 this policy, paid status is defined as working the employee's regular schedule or on approved vacation leave. 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. 9. Reimbursement will be set by the current,lowest tuition rates at either the University of Washington or Washington State University, whichever institution offers the course of instruction concerned.This rate will apply to courses of instruction at private universities, correspondence programs or other high costhigh-cost programs. 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 67 CHAPTER 12 EQUAL EMPLOYMENT OPPORTUNITY 12.1 PURPOSE The purpose of this policy is to provide guidelines to Elected Officials, Department Heads, employees, volunteers, and members of the public to ensure equal employment opportunities regardless of a person's race, color, creed, national origin, gender, gender identity, sexual orientation,religion,age,veteran's status,HIV status,genetic information,families with children, sensory, memental, or physical disability, or any other protected class under federal or state statute.Additionally,the policy provides guidelines for identifying,reporting,and resolving claims of discrimination or related retaliation. 12.2 POLICY 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 training on the Non-Discrimination & Harassment Policy and to clarify management and employee responsibilities for effective implementation. This Non- Discrimination&Harassment Policy will be distributed and reviewed in new employee orientation. 12.3 PROHIBITION 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. Complaints of discrimination,harassment,and retaliation are taken seriously and will be investigated and resolved in a timely manner. 12.3.1 Definitions Discrimination:The County prohibits discrimination against Elected Officials,employees,and volunteers based on race,color,creed,religion,national origin,ethnicity,age,sex,marital status,veteran status,sexual orientation,disability(known or perceived),or any other protected class under federal or state statute. Mason County Personnel Policies Page 68 a Harassment: Harassment is a form of discrimination that is unwelcome verbal or physical conduct directed toward or relating to a person ^^ the har" ^F^� based on 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,innuendo,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:Sexual harassment 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. Retaliation Adverse employment action against employees for complaining in good faith of discrimination, harasspReRtharassment, 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 EMPLOYMENT OF PERSONS WITH DISABILITIES 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 eases "by-c� ase by case basis. It is the County's responsibility to determine 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 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 Mason County Personnel Policies Page 69 a 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 Department Head, Elected Official, or to the 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 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 Employees who feel that they may have been bullied, discriminated ag4p4 ainst, 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 using the Mason County Internal Discrimination Complaint Form. If the complaint is reported to the employee's supervisor or department official,they will notify the Human Resources Departmentto perform the investigation.Any person may file a complaint under this policy when the person believes: 1. They have been the target of discrimination or harassment(including bullying); 2. They have personal and first-hand knowledge of behavior believed to be in violation of this policy;or 3. They are being retaliated againstfor reporting behavierreporting behavior believed to be in violation Mason County Personnel Policies Page 70 a 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, addressaddress, 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 one-hundred and eighty(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 71 a 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,&4es�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,ve4nte^-volunteers,and citizens. 13.2 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. Mason County Personnel Policies Page 72 a 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, 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 W+iiqueunigue 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 causing damage or harm to 4vi4glive 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 weick 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 73 a 13.3 ASSIGNMENT OF COUNTY VEHICLES 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 respansblyEe nsibly,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. AUTHORITY and REFERENCES IRS Publication 15-B Fringe Benefit IRS Publication 5137 Fringe Benefit Guide IRS Substantiation Requirements§1.274-5 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 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) 1. Clearly marked police,fire,and public safety officer vehicles 2. Ambulances used as&w4such,or hearses used as suel4such. 3. Any vehicle designed to carry cargo with a loaded gross vehicle weight over 14,000 op unds. 4. Bucket trucks(cherry pickers) 5. Cement mixers 6. Combines 7. Cranes and derricks 8. Delivery trucks with seating only for the driver,or only for the driver plus a folding jump seat 9. Dump trucks(including garbage trucks) 10. Flatbed trucks 11. Forklifts 12. Passenger buses used as such with a capacity of at least 20 passenger-sn sj ngers. 13. Qualified moving vans Mason County Personnel Policies Page 74 a 14.Qualified specialized utility repair trucks(as defined in Publication 5137) 15. Refrigerated truckStrucks. 16.School buses 17.Tractors and other special purpose farm vehicles 18. Unmarked vehicles used by law enforcement officers if the use is officially ' ���^'authorized. 19. 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 yeah ayear 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. 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. Mason County Personnel Policies Page 75 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 we*-�workstation,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+care 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. 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 311t of each year,unless otherwise specified by a collective bargaining agreement. Mason County Personnel Policies Page 76 a 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,^,'e latpdcalculated,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 30th 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 301h each year or upon request by the Budget Manager. Apply the following standards and criteria for proposing all take-home assignments. 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. Mason County Personnel Policies Page 77 a 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 periedtime 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 stsstatus, 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-apA-a4all 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 30th 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 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. Mason County Personnel Policies Page 78 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 51h working day of the month. Monthly mileage reports are required for all Take-Home assignments,with the exeepti^^^Fexcept for Commissioned Officers of the Sheriff. 13.14 FINANCIAL SERVICES—PAYROLL RESPONSIBILITIES Payroll will update fringe benefit data in the payroll system. [PER RESOLUTION 19-17,04/11/20171 13.15 DRIVERS LICENSE AND INSURANCE REQUIREMENTS The County has auto liability coverage on its Mason County vehicles. wed e,,p:9yeeTA2tho6zed 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 County'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"priorto being offered the position. This applies to both internal and external applicants and only to those applicants whose job would require them to operate county owned or leased vehicles on a regular(routine) basis. Mason County Personnel Policies Page 79 a 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 current 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,eepaifsrepairs'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. 13.19 POLITICAL USE OF COUNTY VEHICLES No employee or person may use any vehicle owned,keasedleased,or operated by the county for any trip which is exclusively for the purposes of campaigning in support of,or in opposition to, Mason County Personnel Policies Page 80 a any candidate or cause for national,county or local office, unless use of the vehicle is required for purposes of security protection provided by the county or local governmental unit. 13.20 USE OF COUNTY VEHICLES BY OTHER INDIVIDUALS 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. 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. 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. Mason County Personnel Policies Page 81 a f. Drivers of motor vehicles are prohibited from reading, manually > 4timRg ng, 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 racks, 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 orthat 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. I. 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 with 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. 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,eei;*edrented,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 Mason County Personnel Policies Page 82 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 theirjob 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 personal 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- 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. L. Mason County Personnel Policies Page 83 7. A requested review will be investigated by the department head or elected ef#ieialofficial, 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.�i a 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. 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 Mason County Personnel Policies Page 84 a 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 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. 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. 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 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. 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. 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. 13.30 GENERAL MOTOR VEHICLE SAFETY 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 Mason County Personnel Policies Page 85 a equipped with necessary traction devices should be required to operate during hazardous conditions(e.g.,Sher##sSheriff's vehicles,seew-plaw-ssnowplows,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. 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 funetion4ffgfunctioning, and windows are cleaned to present a clear field of view. All items requiring repair shall be reported to 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. 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 parties'vehicle, equipmervtequipment,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 86 Washington Uniform Collision Report Form (WSP 161) within twenty-four hours of the accident. [UPDATED RESOLUTION 03/03/20201 Mason County Personnel Policies Page 87 a CHAPTER14 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 consistent 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 reimbursed for reasonable and customary expenses incurred in connection with doing business on behalf of the County. These may include meals, lodging, tFEIRspeFtatioRtransportation,and other necessary expenses while away from the office. These expenses may not ;^G'I,de-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 COURt 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 a"T,,,"l, efarrival 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 Mason County Personnel Policies Page 88 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, b+AfMployee 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,s^ rsseminars,or similar events. Reimbursement will not be made if the employee chooses not to eat the meal provided and eats elsewhere. 14.2.1 Single Day Per Diem 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. 14.2.2 Per Diem 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). 14.2.3 Per Diem Three Hour Rule 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. 14.3 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 Mason County Personnel Policies Page 89 a pertinent information involving the E?FneFgeRey situatk3, emergency 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. 14.4 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 wok statmonworkstation. 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�to laundry services; valet service; entertainment expenses; athletic room (gym) charges, internet charges (unless required by their supervisor). 14.5 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 common ;carrier,any needed local ground ttransportation,and other related costs for that destination. Mason County Personnel Policies Page 90 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 82-12,11/27/121 Mason County Personnel Policies Page 91 a CHAPTER 15 ELECTRONIC INFORMATION ACCEPTABLE USE POLICY 15.1 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. 15.2 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, lectures, u+�4eesvideos, 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. 15.3 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. Elected officials and Department Heads shall be responsible for the following: Mason County Personnel Policies Page 92 a 1. Informing their personnel of acceptable use policies and acceptable use of information resources. 2. Ensuring that personnel under their supervision comply with these polices. 3. Ensure the contract personnel under their supervision comply with these policies and procedures. 15.4 EQUIPMENT AND PROGRAMS 15.4.1 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. 15.4.2 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. 15.4.3 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. 15.5 E-MAIL AND VOICE MAIL(Electronic Communications) 15.5.1 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 mission. However,while they remain in the system, personal messages shall be eensi Bred *^ "^be in the possession and control of Mason County and shall be deemed public information, unless specifically protected by law. 15.5.2 Prohibited Use Prohibited activities when using government electronic mail shall include,but not be limited to, send+ngsendin ,or arranging to receive the following: 1. Information that violates county,state or federal laws and regulations. Mason County Personnel Policies Page 93 a 2. Any material that may defame,libel,abuse,tarnish,or portray in false light,the recipient, the sender,or any other person. 3. Pornographic, racist, sexually oriented, offensive material, chain letters, unauthorized mass mailings,or malicious code. 15.7.1 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. 15.6 EMAIL MANAGEMENT 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 agency 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 department's records retention staff for assistance. 15.6.1 Policy 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: Mason County Personnel Policies Page 94 • Was the email created i^the r ^A while doing County business? • 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? 1. 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/a rchives/recordsma nagement/loca I-govern ment-records- retention-schedules---alphabetical-list.aspx 2. 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. 3. 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. 4. 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. 5. 90 days after the received date,e-mails will be purged from the County's email system (Outlook). E-mails in 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. 6 ''^^�^��^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 official system of record for County email messages. Requests for alternative methods for retaining emails must be submitted to the Information Technology Department for approval. 7. The creation of new Microsoft Outlook Personal Storage Table(.pst)files is prohibited. 15.6.2 Definitions Mason County Personnel Policies Page 95 Public Record:Information in any format,that has been made by or received by Mason County in connection with the transaction of public business. 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: [PER RESOLUTION 68-19,07/23/20191 15.7 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. 15.7.1 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 interfere with the government's ability to perform its mission. Elected officials and Department Heads shall determine when usage is acceptable for their employees. 15.7.2 Prohibited Use Prohibited activities when using the Internet include,but are not limited to,the following: 1. Browsing explicit pornographic or hate-based web sites,hacker or cracker sites,or other sites that Mason County has determined to be off-limits. 2. Posting,sending,or acquiring sexually explicit or sexually oriented material, hate-based material,hacker-related material,or other material determined to be off-limits. 3. Posting or sending sensitive information without management authorization. 4. 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 the employee's County e-mail address. Mason County Personnel Policies Page 96 5. Using other services available on the Internet,such as FTP or Tel net,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. 6. Posting commercial announcements or advertising material. 7. Promoting or maintaining a personal or private business. 8. Receiving news feeds and push data updates, unlessupdates unless the material is required for government business. 9. Using non-work-related applications or software that occupy excess workstation or network processing time (e.g., processing in conjunction with screen savers, streaming aad+aaudio,or video feeds). 10.Conducting fund-raising, endorsing any product or service, lobbying, or participating in any political or campaign activity. 15.8 GENERALLY PROHIBITIED USES OF INFORMATION RESOURCES Generally prohibited activities when using government information resources shall include, but are not limited to,the following: 1. Stealing or copying of electronic files without permission. 2. Violating copyright laws. This includes downloading copyright music or video files. 3. Browsing the private files or accounts of others, except as provided by appropriate authority. 4. Performing unofficial activities that may degrade the performance of systems or waste employee time,such as the playing of electronic games. 5. 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. 6. 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. Mason County Personnel Policies Page 97 a 7. Accessing the County network via modem or other remote access service without the approval of management. 8. Promoting or maintaining a personal or private l.,.s «, ^.business or using County information resources for personal gain. 9. Using someone else's logon ID and password. 10. Disclosing any County information that is not otherwise public. 15.9 MONITORING,A-MITINGAUDITING,AND INSPECTION Elected Officials and Department Heads may monitor, 4+5pee4 n pect, or audit the e-mail, datadd or information their employees create or utilize on the County information services resources at anytime. System administrators and other personnel with unrestricted access to email,files,datadd 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,+espeet-4 spected,or audited only with the express authorization of the Prosecutor. Mason County Personnel Policies Page 98 a CHAPTER 16—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 palctiewlaF fE)Fwform of social media;rather social 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: 1. Mason County Electronic Information Acceptable Use Policy(Revision F) 2. Mason County Blogging Policy 3. Mason County Electronic Communications Policy 4. Mason County Personnel Policy 5. RCW 42.52 Ethics in Public Service 6. Mason County Social Media Standards for Facebook and Twitter 7. 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 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). Mason County Personnel Policies Page 99 a Mason County blog moderator:An authorized Mason County employee/official, who reviews, +" t z-authorizes,and allows content submitted by a Mason County blog authors and public commenters to be posted to a Mason County blog&it site. Page:The specific portion of a social media website where content is displayed,aaddispla)ed and managed by an individual or individuals with administrator rights. Post: Contents an individual 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 generated content,rather than static web pages.Some use this term interchangeably with social media. Wiki:Web page(s)that can be edited collaboratively. 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, Formatted:Adjust space between Latin and Asian text, permission b their Department Head. Adjust space between Asian text and numbers,Tab stops: p Y p Not at 1.25" Mason County Personnel Policies Page 100 a 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: • Standards and processes for managing and administration of,untsaccounts. • Written operational and use guideliResguidelines. • Secured budgeting for the approved retention and archiving pFegF@ 4program. 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 The Mason County website(https://masoncountVwa.gov/index.php)will remain the County's primary and predominant internet presences.The best,most appropriate Mason County uses of social media tools fall generally into two categories: 1. As channels for disseminating time-sensitive information as quickly as possible (example:emergency information). 2. As marketing/promotional channels which increase the County's ability to broadcast its messages to the widest possible audience. 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, dec, documents, or online services necessary to conduct business with Mason County. 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. 16.3 SOCIAL MEDIA PUBLIC RECORDS 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 subscriberssubscribers, and posted communication, is a public record.The Mason County Personnel Policies Page 101 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. 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. 16.4 USERS AND VISITORS OF MASON COUNTY SOCIAL MEDIA 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: 1. Comments not topically related to the particular social medium article being commented UPE)R;Upon. 2. Comments in support of or opposition to political campaigns, ballot measures or pending action efn-,;;items. 3. Profane language or^^�,rcontent. 4. Content that promotes, fosters, or perpetuates discrimination ^^ the hasis A based on race, creed, color, age, religion, gender, marital status, status with regard to public assistance,national origin,physical or mental disability or sexual orientation. 5. Sexual content or links to sexual Gentent content. Mason County Personnel Policies Page 102 6. Solicitations of eamme%e-,commerce. 7. Conduct or encouragement of illegal aet i-y;activity 8. Information that may tend to compromise the safety or security of the public or public systems;or 9. Content that violates a legal ownership interest of any other party. 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, 4at-edate and identity of the poster when available. Mason County Information Services Department reserves the right to restrict or remove any content that is deemed in violation of this social media y op Iic or any applicable law posted on a Mason County social media site. 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. 15.2.1 Procedures All County blogs shall be: 1. Approved and reviewed by the Mason County department/office Elected Official and the Mason County Information Services Manager 2. Published using the approved County blog sites(see Social Media Policy) 3. Administered by the Mason County Information Technology Department (except Mason County Sheriff's Office). All Mason County blogs shall adhere to the following Revised Codes of Washington and County policies: 1. Mason County Electronic Information Acceptable Use Policy(Revision F) 2. Mason County Electronic Communications Policy 3. Mason County Personnel Policy 4. RCW 42.52 Ethic in Public Service 5. Mason County Facebook Standards LMason County Personnel Policies Page 103 6. 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. 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 page that public disclosure requests must be directed to the department's public disclosure officer.(seeSee Mason County Social Media Policy) 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 period 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 because it is not topically related to the particular blog article being commented UpeR,,— + pon 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. 3. Each County blog shall include an introductory statement which clearly specifies the purpose and topical scope of the blog. 4. County blog articles and comments containing any of the following forms of content shall not be allowed for posting: a. Comments not topically related to the partiGular blegblol article being commented aupon. b. Profane language or eenteR';content. c. 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 eRtat^^^;orientation. d. Comments that support or oppose political campaigns or ballot measures. e. Sexual content or links to sexual^entent content. f. Solicitations of^^m�@-,Lcommerce. g. Conduct or encouragement of illegal aet4k-,p,activity h. Information that may tend to compromise the safety or security of the public or public s> s;systems. Mason County Personnel Policies Page 104 a i. Content that violates a legal ownership interest of any other party 5. Mason County blog moderators shall allow blog comments that are topically related to the PaFt*GU!a-.- egblog article being commented and thus within the purpose of the limited public forum, with the exeeptkw ^Fexcept for the prohibited content listed above. 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. 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. 15.2.2 Author and Commenter Identification All Mason County blog authors shall be clearly identified by entering their name at the end of the post. Public commenters shall be accompanied by valid contact information including the poster's Facebook or Twitter I.D. Anonymous posting shall not be allowed. 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. 15.2.3 Ownership and Moderation The content of each Mason County blog shall be the sole responsibility of the department/office producing and using the blog. 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. 15.2.4 Blog Comments&Responses All blog articles submitted with attached content shall be scanned using antivirus technology prior to posting. 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." Mason County Personnel Policies Page 105 a 15.3 FACEBOOK STANDARDS POLICY Facebook is a social networking site.Businesses and governments have joined individuals in using Facebook to promote activities,programs,picejeetsprolects,and events.This standard is designed for County departments / Offices looking to drive traffic to the Mason County Web sites (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. 15.3.1 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 logo. 15.3.2 Content 1. Type of'pages' a. The County department will create"pages"in Facebook not"groups". Facebook "pages" offer distinct advantages including greater visibility, GUStO Fn iZatiGR custom ization, 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 thrpot^^^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. Mason County Personnel Policies Page 106 a 4. Page Naming a. Page name should be descriptive of the department. o Departments will choose carefully with consideration for abbreviations, slang iterations,etc. o The Division Director will approve proposed names. 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 FeprzseRts the 6euRty at all timesalways represents the County. 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. Mason County Personnel Policies Page 107 a b. An application should not be used unless it serves a business purpose, adds to the user experience,comes from a trusted&^resource,and is approved by the Elected Official or Division Director. c. An application may be removed at anytime 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. 15.3.3 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-. Content that cannot be retrieved from Facebook via the approved retention and archiving program,but need to be retained as a record,will be wed rip nted,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 reg+steredregistered, 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. Mason County Personnel Policies Page 108 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" (Mason Parks, MasonPW and MasonPH). In cases where the username is too many characters,begin with"MC"(MCProsecutor). Formatted:Indent:Left: 0" 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 y uig ckly. b. Promote County-sponsored eveatsevents. c. Refer followers to content hosted at www.masoncountywa.gov 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. 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. 15.4.2 Archive 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 tewith RCW 42.56. In the retention and Mason County Personnel Policies Page 109 archiving program Twitter archives may not be visible to the public, b4tpubric but will be accessible for public document retention purposes. Mason County Personnel Policies Page 110 a CHAPTER 17 CELLULAR TELEPHONE POLICY This policy applies to all employees of Mason County, unless otherwise addressed by a current collective bargaining agreement or public safety policy. 17.1 DEFINITIONS Cellular Telephones:This includes-,-biAincludes but is not limited to: Mobile devices that can be used for phone calls and/or texting messages, and network features. Electronic Files: Information stored electronically residing on storage media containing data, images,pregrar4sprograms,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. 17.2 COUNTY OWNED CELLULAR PHONES It is the policy of Mason County to provide employees with efficient,C^#^"^^*'••^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 Department Head 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. Mason County Personnel Policies Page 111 a 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. 17.3 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. 17.4 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 reserves 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. 17.5 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. 17.6 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. Mason County Personnel Policies Page 112 a Cellular phone calls, text messages, e-mails, electronic €ifesfilfess 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. 17.7 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 individual'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. LMason County Personnel Policies Page 113 CHAPTER 18 TELEWORK POLICY 18.1 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. 18.2 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, supervise-cssupervisors, 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,equi erAeguipment,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 eeeds 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 requestsrequests. 18.3 JOB RESPONSIBILITIES 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. Mason County Personnel Policies Page 114 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. 18.4 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 ergonomically correct based upon Labor & Industries guidelines to prevent occupational disease or injuries. 1. Em ploy a�sEMployees telework sites 4sare 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. 18.5 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. Mason County Personnel Policies Page 11$ 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 IT Help Desk at 360-427-9670 ext. 558, via the County's IT Support Ticket System at http://helpdesk.mason.loca1/tickets/ elc via e Mail to tedde@mase to request an account. 18.6 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: https://masoncountywa.gov/forms/human- resources/Employee-Injury-Illness-Incident-Report.pdf 18.7 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. LMason County Personnel Policies Page 116 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 MaRager-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 M@Ragermanager 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. 18.8 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 efwith 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. 18.9 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). 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. 18.10 CONFIDENTIALITY A Teleworker is responsible for protecting the confidentiality, integrity, and availability of Mason County Personnel Policies Page 117 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 useby 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 �i� 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. IL_ Mason County Personnel Policies Page 118 MASON COUNTY PERSONNEL POLICIES ADOPTION CHRONOLOGY Action Resolution Number Date Original Adoption 148-99 December 21,1999 Revised Chapter 6.3 63-00 July 5,2000 Add Chapter 5.8 7-01 January 23,2001 Revised Chapter 5.6 93-01 August 28,2001 Revised Chapter 4.6 and 7.11 37-14 July 8,2014 Revised Chapter 5.3 71-15 December 22,2015 Revised Chapter 8.3 27-16 May 24,2016 Added Chapter 15.1-15.4 56-16 September 20,2016 Revised Chapter 4.5 70-16 October 18,2016 Added Chapter 16.1-16.7 102-16 December 20,2016 Revised Chapter 13 19-17 April 11,2017 Revised Chapter 7&13 04-18 February 6,2018 Added Chapter 2.3 22-18 April 3,2018 Revised Chapter 14.5 68-19 July 23,2019 Added Chapter 14.6 Revised Chapter 4.2,4.3, 5.5, 89-19 September 3,2019 5.10,7.9,and 13 Revised Chapter 16.7 96-19 October 8,2019 Revised Chapter 7.9 and 8.5 2020-01 January 7,2020 Revised Chapter 13 2020-24 March 3,2020 Revised Chapter 4.5 2020-28 March 17,2020 Revised Chapter 4.3 and 7.10 2020-86 November 3,2020 Revised Chapter 3.5, 5.1, 5.2, 2021-047 August 3,2021 5.3,5.12,7,7.1,7.3,7.6,7.10, 7.11,and 17 Added Chapter 5.13 2022-036 May,2022 Mason County Personnel Policies Page 119 a Revised Chapters 2-17 2022-087 December 6,2022 Revised Chapters 2-17 2023- January Mason County Personnel Policies Page 120 a r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Mary Ransier Ext.422 Department: Human Resources Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 27,2023 Agenda Date: February 28,2023 Internal Review: ❑ Finance ® Human Resources ❑ Legal ❑ Information Technology ❑ Risk (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• Stephen Thur Reclass from Accounting Technician to Senior Accounting Technician Background/Executive Summary: Human Resources conducted an analysis and review of the existing and requested position descriptions, documentation provided, desk audit, and conducted interviews with the requestor and the department. Human Resources has determined there is enough change in duties, authority, scope, education and/or experience which would warrant a reclassification to Senior Accounting Technician. The recommended range/step is in compliance with the current Teamsters General Services Collective Bargaining Agreement(CBA). Budget Impact(amount,funding source,budget amendment): For 2023 $4,585;projected future year budget impact$7,205. Public Outreach(news release, community meeting,etc.): N/A Requested Action: Approval of the reclassification for Stephen Thur in Public Health&Human Services from Accounting Technician to Senior Accounting Technician, Step 1. Attachments: Reclass Findings Budget Impact Human Resources Mason County Support Services Department 411 N 5t" Street Shelton, WA 98584 360.427.9670 ext. 422 V, MEMORANDUM To: Stephen Thur, Accounting Technician From: Mary Ransier, Human Resources Director Date: January 30, 2023 Subject: Program Support Technician Reclassification Request Union/Non-Represented:Teamsters Union Local No. 252—General Services Current Range/Step: 2022-2025 CBA—Accounting Technician (Step 2) Salary: $25.03/hour Requested Range/Step: 2022-2025 CBA—Program Support Technician (Step 1) Salary: $29.52/hour Requested New Title: Program Support Technician Background: (Employee's Request) Originally hired as an Accounting Technician Aug. 16,2021, to perform entry-level technical accounting work and assist with the maintenance of accounting records to provide the senior level Accounting Technician with necessary financial information for the Public Health Division of the Community Services Department. I process accounts payable, ensure purchases are made while adhering to established departmental procedures,perform bank deposits after reviewing and summarizing clerical staff daily cash deposits. I also process bi-monthly payroll and coordinate payroll with county auditors. Additionally, as explained in paragraph 2 below are what I feel are "expanded"duties of my position. I have an A.A. degree in Business Administration and have completed ALL accounting course work towards a B.S. degree (concentration in accounting)at Calif.State University Chico. This academic course work is far beyond the requirements of an Accounting Technician. My work experience(up until now has been in the private sector)was that of an Accountant,Senior Accountant, Accounting Manager, Internal Auditor, Budget Director, Controller, Business Manager and CFO in responsibility but not title. Many of these positions placed me in a supervisory role with regards to managing accounting departments and staff. Policy Qualification Analysis: Evidence of possible eligibility for reclassification: a. Most job duties have changed to the extent they are more accurately reflected in the requested classification description; ❑ Yes ❑X No b. Most job duties have changed to the extent the job entails a different skill set,which requires increased education or experience to perform essential job functions. ❑X Yes ❑ No Human Resources Analysis: Human Resources conducted an analysis and review of the existing and requested position descriptions, documentation provided, desk audit, and conducted interviews with the requestor and the department. Human Resources has determined there is not enough change in job duties, authority, scope, education, and/or experience to warrant a reclassification to Program Support Technician. However,there is enough change in duties, authority, scope, education and/or experience which would warrant a reclassification to Senior Accounting Technician. HR Recommendation: Recommendation is to deny the reclassification request to Program Support Technician. HR has determined a reclassification to Senior Accounting Technician would be appropriate. HR Recommended Range/Step: 2022-2025 CBA—Senior Accounting Technician Step 1 Salary: $26.85/hour Parties are encouraged to review the Reclassification chapter of the Personnel Policy. cc:Teamsters Department Director Department: Public Health Bargaining Unit: GST-General Services Teamsters Type: Comparison Effective: 1/1/2023 Position Title From: Accounting Technician Position Title To: Senior Accounting Technician Projected future year budget impact 2023 Budget using 2025 top Impact steps Monthly Salary-GST Accounting Monthly Salary-GST Accounting Tech, Step 2 $ 4,338.52 Tech, Step 6, 2025 scale $ 4,981.59 Annual Salary: $ 52,062.30 Annual Salary: $ 59,779.09 Monthly Salary-GST Senior Monthly Salary-GST Senior Accounting Tech, Step 1 $ 4,653.99 Accounting Tech, Step 6, 2025 scale $ 5,477.32 Annual Salary(NU): $ 55,847.89 Annual Salary(NU): $ 65,727.87 Difference: $ 3,786 Difference: $ 5,949 Total Salaries&Wages Increase: $ 3,786 Total Salaries&Wages Increase: $ 5,949 FICA 7.65% $ 290 FICA 7.65% $ 455 PERS 12.86% $ 487 PERS 12.86% $ 765 WA Paid FMLA 0.60% $ 23 WA Paid FMLA 0.60% $ 36 Industrial Insurance (rate/hr) $ 0.2392 Industrial Insurance (rate/hr) $ 0.2392 Medical Medical Medical Medical Medical Difference (Annually) $ - Medical Difference (Annually) $ - Teamsters Retirement(rate/hr) N/A Teamsters Retirement(rate/hr) N/A Unemployment(Annual) Unemployment (Annual) Reserve for Tech (Annual) Reserve for Tech (Annual) Total Benefits: $ 799 Total Benefits: $ 1,256 Total Salary& Benefits Increase: $ 4,585 Total Salary& Benefits Increase: $ 7,205 r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Mary Ransier Ext.422 Department: Human Resources Briefing: Action Agenda: ❑ Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 27,2023 Agenda Date: Click or tap here to enter text. Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Risk (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• 2022 Employee Engagement Survey Background/Executive Summary: Human Resources administered an Employee Engagement Survey for 2022. The survey questions used were from Gallup Employee Engagement Poll. The survey ran from November 16, 2022 through December 31,2022 and received a total of 142 responses. Approximately 73%of employees indicated as AGREE or STRONGLY AGREE to being overall satisfied with their job. Budget Impact(amount,funding source,budget amendment): N/A Public Outreach (news release, community meeting, etc.): N/A Requested Action: N/A Attachments: Report 2022 Employee Engagement Survey Report — Mason County Department Participation Count of Department Total ZS Zo 1s 10 ■Total s O O �o O o� ¢c Q 2 yc L d 5 0�5 CO° �¢s `�¢ ��a �`o Q J�� ,tea Qo Sr¢� yJ�e �Qo mow Ooa Q�� rxx,�art.r��r 2022 Employee Engagement Survey Report — Mason County My position is classified as: Count of MyPositionIsClassitiedAs2 90 86 50 50 ■Total 40 30 20 10 0 ■ ■ ■ ■ ■ ■ Department Director Elected Official Lead Manager Other Staff Member Supervisor Not Identified Head MyNsitionIsClassifiedAs — 2022 Employee Engagement Survey Report — Mason County I know what is expected of me at work: Count of IKnowWhaUsExpectedDfMeAtWork SCI 6c GII V ■Total 30 ZO 10 0 Agree Disagree Strongly Agree Strongly Disagree Not Identified IKnowWhatlsExpectedOfMeAtWork — 2022 Employee Engagement Survey Report — Mason County I have the materials I need to do my work right: Count of iHaveTheMaterialsAndEquipmentINeedToDoMyWorkRight g, jCl G ICI ■Total a( 20 1C� .gree Disagree Disag ree,Agree Not Identified Strongly Agree Strongly Disagree I HaveTheM aterials AndEqui p mentIN eedTo DaMyW o rkRi g ht 2022 Employee Engagement Survey Report — Mason County At work I have the opportunity to do what I do best every day: Count of AtWorktHaveTheOpportunityToDoWhatlDoBestEveryDay c,-, b0 70 s6 ■Total 2 4gree Disagree Disagree,Agree Not Identified Strongly Agree Strongly Disagree AtW o rk3 H aveTh eO p p o rtu n ityTo DoW h at3 Do BestEveryDay 2022 Employee Engagement Survey Report — Mason County In the last 7 days I have received recognition or praise for doing good work: Count of InTheLastSeven7l]aysIHaveReceivedRecognitionOrPraiseForOoingGoodWork Total �5 .�o 35 30 25 ■Total 20 hL 1� 10 Agree D sgrx Not G.pp c3b e Not Identified Strongly Agree Strongly Disagree Strongly Disagree, Disagree InTheLastSeven7DaysIHaveReceivedRecognitionOrPraiseFor6oingGoodWork - 2022 Employee Engagement Survey Report — Mason County My supervisor or someone at works seems to care about me as a person: Count of MySupervisorOrSomeoneAtWorkSeemsToCareAboutMeAsAPerson 70 60 50 L0 ■Total �n C- jc- r- I E 0 0 M Agree Disagree Not Applicable Not Identified Strongly Agree Strongly Disagree MySupervisorOrSomeoneAtWorkSeemsToCareAboutMeAsAPerson - 2022 Employee Engagement Survey Report — Mason County There is someone at work who encourages my development: Count of ThereIslsSomecneAtWcrkWhoEncouragesMyDevelopment G r ■Total 20 10 Agree Agree,Not Disagree Not Applicable Not Identified Strongly Agree Strongly Disagree Strongly Disagree, Applicable Disagree ThereIslsSom eon eAtWorkWhoEncouragesMyDevelopment — 2022 Employee Engagement Survey Report — Mason County At work my opinion seems to count: Ccunt cf AtWorkMyOpinionSeemsTo6ount 70 60 50 '0 ■Total 20 16 ■ Agree Disagree Disagree,Agree Not Applicable Not Identified Strongly Agree Strongly Disagree AtWcrkMyOpinionSeemsToCount — 2022 Employee Engagement Survey Report — Mason County The mission or purpose of our organization makes me feel my job is important: Count of TheMissicnOrPurposeOfOurOrganizaticnMakesMeFeelMylchIslmportant SO 70 00 50 V ■Total a r� 20 10 4gree D .gree D i sagr e e,Agf e e Not Applicable Not Identified Strongly Agree Strongly Disagree TheMissionOrPurpaseOfOurOrganizationMakesMeFeelMy]oblsImportant 2022 Employee Engagement Survey Report — Mason County My fellow employees are committed to doing quality work: Count of MyFellawFmployeesAreCammittedToDaingQualityWork jCl GII ■Total 2-I 11_I ?,gree D agree Disagree,Agree Not Identified Strongly Agree Strongly Disagree MyFel l awFm p l ayees A reCo m mittedT a Da in g Qu a l ityW o rk 2022 Employee Engagement Survey Report — Mason County My manager/supervisor is committed to doing quality work: Count of MyManagersupervisorlsCammittedTo6aingQualityWark aii 70 50 50 �e0 ■Total �n 20 10 .Agree Agree,Not Applicable Disagree Not Applicable Not Identified Strongly Agree Strongly Disagree MyManagersupervisorIsCammittedTo6oingQualityWork 2022 Employee Engagement Survey Report — Mason County In the last 6 months someone at works has talked to me about my progress: Count of InTheLastSix6MonthsSomegneAtWorkHasTalkedToMeAhoutMyPrcgress �n 5 an 25 ■Total 2C 15 10 Agree Disagree Not Applicable Not Identified Strongly Agree Strongly Disagree Strongly Disagree, Disagree InTh eLastSix6M o nthsSom ec n eAtW o rkHasTalkedToMeA be utMyProgress 2022 Employee Engagement Survey Report — Mason County In the last year I have had opportunities at work to learn and grow: Count of ThisLa stYea rl Havel-I ad Opp ortunitiesAtWorkToLearnAndGrow 6c G I(I III 2 CI 1 CI Agree Agree,Strongly Agree Disagree Not Applicable Not Identified Strongly Agree Strongly Disagree This LastYearlHaveHadOpportunitiesAtWorkTo Lea rnAndGrew 2022 Employee Engagement Survey Report — Mason County My supervisor/manager holds employees accountable for performance: Count of MySupervisormanagerHoldsEmployeesAcceuntableForPerformance b0 70 sn G r� ■Total 30 20 Agree Dsagree Disagree,Agree Not Appli cable Not Identified Strongly Agree Strongly Disagree MySupervisermanagerHoldsEmployeesAccountableFerPerformance 2022 Employee Engagement Survey Report — Mason County My department is inclusive and demonstrates support of a diverse workforce: Count of My6epartmentIsInclusiveAndl)emenstratesSupportOfADiverseWorkforce Total 70 j I�I G I�I �n ■Total 3 0 20 1 n P.gree D-agree Not Applicable Not Identified Strongly Agree Strongly Disagree MyDep a rtm entl s l n cl u s iveA n d Dem o n strates Su p p o rtOfA Divers eW o rkfo rce 2022 Employee Engagement Survey Report — Mason County Overall, I am satisfied with my job: Count of OveraIIIAmSatiefiedWithMyJoh a0 70 iII G ic, ■Total a rl 20 1 CI Agree Disagree ❑isagree,Agree Not Applicable Not identified Strongly Agree Strongly Disagree Overa I l I A m Sati sfi ed W ith MyJ o b 2022 Employee Engagement Survey Report — Mason County I would recommend Mason County as an employer: Count of IWouldRecommendMasonCountyAsAnEmployerToOthers Sri G(-I ■Total 20 1�1 s.gree Disagree Disagree,Agree Disagree,Strongly Not Identified Strongly Agree Strongly Disagree Agree IWauldRecommendMasanCountyAsAnEmployerToOthers r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Mary Ransier Ext.422 Department: Human Resources Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): January 30&February 27,2023 Agenda Date: February 28,2023 Internal Review: ❑ Finance ® Human Resources ❑ Legal ❑ Information Technology ❑ Risk (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• Second Proposal/Findings of Non-Represented Class/Comp Study with 2023 Data from Comp Counties Background/Executive Summary: The Board approved a classification and compensation study of the County's non-represented employees in 2022. This is the second recommendation and findings of the study with 2023 data from Comp counties. The presentation will include recommended changes to the Non-Represented Salary Alignment/Schedule for 2023 and 2024,Market Adjustments, and Retitling. Budget Impact(amount,funding source,budget amendment): $350,010 Public Outreach(news release, community meeting,etc.): N/A Requested Action: Approval of the Resolution reflecting a 2.5%increase between Steps 9 and 10 for all Ranges and the retitling of the following positions: Senior Deputy Coroner to Deputy Coroner, Clerk of the Board/Records Specialist to Clerk of the Board,Risk& Safety Compliance Manager to Risk Manager, Program Manager I to Solid Waste Manager,Administrative Manager to Prosecuting Attorney Administrative Manager, Attachments: Resolution 2022 Study Updates 2023 Illustrative Market Position 2022 Iterative Adjustments Briefing 2.27.2023 2022 Data-All Study Updates 1. Adjust current Non-Rep Salary Range Alignment—Change Steps 9 and 10 to 2.5% (all ranges) General Fund $43,844 Other Funds $30,126 Cost $73,970 2. Addition of new ranges to Salary Range Alignment—New 46, New 47, New 48 Cost: N/A 3. Non-Rep Salary Range Realignment/Title Changes—Get to Market Position Action New Title Current New Range Range Therapeutic Courts Caseworker Market Adj 10 16 Senior Deputy Coroner Market Adj Deputy Coroner 11 17 Retitle Clerk of the Board/Records Market Adj Clerk of the Board 19 24 Specialist Retitle Official Court Recorder/JA Market Adj 19 22 Official Court Recorder/Family Law Office Manager Market Adj 20 25 Noxious Weed Coordinator Market Adj 21 23 Financial Analyst Market Adj 21 24 Risk&Safety Compliance Manager Market Adj Risk Manager 21 29 Retitle Personnel Analyst Market Adj HR Analyst 21 27 Retitle Personnel & Risk Analyst Market Adj HR Analyst 21 27 Retitle Public Works Office Administrator Market Adj 23 27 Program Manager I Market Adj Solid Waste Manager 25 29 Retitle Administrative Manager Market Adj Prosecuting Attorney 29 33 Retitle Administrative Manager Chief Deputy Assessor Market Adj 29 32 Chief Deputy Clerk Market Adj 29 31 Chief Deputy Treasurer Market Adj 29 32 Juvenile Detention Manager Market Adj 29 31 Public Works Finance Manager Market Adj 31 36 Community Health Manager Market Adj 33 35 Briefing 2.27.2023 Environmental Health Manager Market Adj 33 35 Road Ops& Maint Manager Market Adj 34 36 Chief Civil Deputy Market Adj 38 42 Budget& Finance Manager Market Adj 39 41 Chief Finance Officer Market Adj 39 42 Central Services Manager Market Adj 40 42 County Engineer Market Adj 44 New 46 Cost of Range Realignment w/2.5%for Steps 9 and 10 General Fund $225,280 Other Funds $94,730 Cost $350,010 Cost of Range Realignment—Steps 9 and 10 as is General Fund $211,435 Other Funds $64,604 Cost $276,039 Briefing 1.30.2023 2023 Data—Get to Market 1. Addition of new ranges to Salary Range Alignment—New 46, New 47, New 48, New 49 Cost: N/A 2. 2023 Non-Rep Salary Range Realignment/Title Changes Position Action New Title Current New Range Range Therapeutic Courts Caseworker Market Adj 10 18 Senior Deputy Coroner Market Adj Deputy Coroner 11 19 Retitle Clerk of the Board/Records Market Adj Clerk of the Board 19 29 Specialist Retitle Official Court Recorder/JA Market Adj 19 24 Official Court Recorder/Family Law Office Manager Market Adj 20 28 Noxious Weed Coordinator Market Adj 21 24 Financial Analyst Market Adj 21 25 Public Records Coordinator Market Adj 21 26 Risk&Safety Compliance Manager Market Adj Risk Manager 21 30 Retitle HR Analyst Market Adj 21 29 Retitle HR Analyst Market Adj 21 29 Retitle Public Works Office Administrator Market Adj 23 29 Program Manager I Market Adj Solid Waste Manager 25 29 Retitle Elections Superintendent Market Adj 27 29 Administrative Manager Market Adj Prosecuting Attorney 29 34 Retitle Administrative Manager Chief Deputy Assessor Market Adj 29 33 Chief Deputy Clerk Market Adj 29 31 Chief Deputy Treasurer Market Adj 29 33 Juvenile Detention Manager Market Adj 29 33 Public Works Finance Manager Market Adj 31 37 Community Health Manager Market Adj 33 37 Environmental Health Manager Market Adj 33 37 Engineer III Market Adj 33 36 Road Ops & Maint Manager Market Adj 34 38 Chief Civil Deputy Market Adj 38 43 Budget & Finance Manager Market Adj 39 43 Chief Finance Officer Market Adj 39 43 Briefing 1.30.2023 Central Services Manager Market Adj 40 44 Chief Criminal Deputy Market Adj 43 45 County Engineer Market Adj 44 New 47 Briefing 1.30.2023 2022 Data-2023 to 2024 iteration Position Action New Title Current 2023 2024 Range Range Range Therapeutic Courts Caseworker Market Adj 10 13 16 Senior Deputy Coroner Market Adj Deputy Coroner 11 14 17 Retitle Clerk of the Board/Records Market Adj Clerk of the Board 19 24 29 Specialist Retitle Official Court Recorder/JA Market Adj 19 22 No Official Court Recorder/Family change Law Office Manager Market Adj 20 23 26 Noxious Weed Coordinator Market Adj 21 23 No change Financial Analyst Market Adj 21 24 No change Risk&Safety Compliance Market Adj Risk Manager 21 25 29 Manager Retitle HR Analyst Market Adj 21 24 27 HR Analyst Market Adj 21 24 27 Public Works Office Market Adj 23 25 27 Administrator Program Manager I Market Adj Solid Waste Manager 25 27 29 Retitle Administrative Manager Market Adj Prosecuting Attorney 29 31 33 Retitle Administrative Manager Chief Deputy Assessor Market Adj 29 32 No change Chief Deputy Clerk Market Adj 29 31 No change Chief Deputy Treasurer Market Adj 29 32 No change Juvenile Detention Manager Market Adj 29 31 No change Public Works Finance Manager Market Adj 31 34 36 Community Health Manager Market Adj 33 35 No change Environmental Health Manager Market Adj 33 35 No change Chief Civil Deputy Market Adj 38 41 43 Budget& Finance Manager Market Adj 39 41 No change Briefing 1.30.2023 Chief Finance Officer Market Adj 39 42 No change Central Services Manager Market Adj 40 42 No change County Engineer Market Adj 44 New No 46 change r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Mary Ransier Ext.422 Department: Human Resources Briefing: N Action Agenda: ❑ Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 27,2023 Agenda Date: Click or tap here to enter text. Internal Review: ❑ Finance N Human Resources ❑ Legal ❑ Information Technology ❑ Risk (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• Flex Spending Account(FSA)through Navia Benefits Solutions Background/Executive Summary: As a part of Human Resource's Strategic Plan and employee demand,HR has researched a Flex Spending Account(FSA)benefit. Mason County would increase competitiveness in the market with this additional benefit for prospective as well as existing employees. A FSA Benefit is the opportunity for employees to defer pre-tax dollars to an account they can use for health care or daycare related costs. Costs are dependent upon employee participation. Budget Impact(amount,funding source,budget amendment): N/A Public Outreach (news release, community meeting,etc.): N/A Requested Action: Administer a survey/poll to County employees to gauge interest in FSA programs to garner greater information for potential budget impacts. Attachments: FSA Information Aenavia Flexible Spending Account Guiding employees to simple and effective tax savings Flexible Spending Account Flexible Spending Accounts(FSAs)help employees save up to 40%on health and dependent care expenses.For employees enrolled in traditional health plans,health care FSAs are used to pay for prescription drugs,co-pays,deductibles,and other out-of- pocket costs.Employees enrolled in qualified HDHPs can use limited-purpose FSAs for vision and dental expenses,thereby maximizing their HSA savings.And dependent care FSAs are great options to save and pay for child care. Common Challenges Key benefits FSAs are a valuable employee benefit,yet changing regulations and technologies make FSAs complex to • Recurring claims processing manage.Common challenges we hear include: • FlexConnect • MyNavia mobile application • Slow/"no tech"claim reimbursement Payment card only works with the FSA Single-solution debit card • No coordination with other health benefits Participation growth campaigns • Confusing or inflexible options for handling year-end • 100%US-based,live customer support run-out and carry-over balances • FSA is tightly coupled to one health plan;doesn't work well with other plans or for retail purchases • Cumbersome administration • "Pass the buck"customer service responses Companies across the .w� FSA Healthcare nation report a 20% FSA employee participation rate, ee" while Navia's clients C�1�khen to✓W/r/oadantlsha re the vitlea average 33%. higher participation rate Navia FSA solutions Employee engagement Recurring claim submissions Avoid losing savings from low participation Stop wasting time resubmitting monthly expenses Navia drives adoption of your FSA programs through data Automate your dependent care and healthcare FSA claims. analysis,and 24/7 online access to benefit education that Fill out the form once,and receive automatic maximize opportunities for employees to enroll and elect. reimbursement for recurring expenses. FlexConnect Versatile, easy payment tools Eliminate multiple platforms to manage your benefits Eliminate account access,and payment headaches Get a summary of your medical,dental,and vision The Navia Card,the MyNavia mobile application,and insurance claims in one place.Review your claims,and pay convenient billpay and reimbursement tools give easy outstanding expenses with your remaining FSA balance. access to healthcare dollars,and work across benefits. Expenses Pending Reimbursements $1,202.25 '1919 HEALTH CARE FSA � �r,.G'�F-F oO�� $15 R 111 Flexible-Spending The ile app debit card are the predominant 5848.12 81,850.00 81,850300 forms.,x• •orFSA account holders. [wixfo> w[w ixw> w[wix,oprovide the quickest available,and are usable across multiple benefits. FlexConnect gives participants their medical,dental,and vision in one location,synced to their FSA. • product features Navia's clients have access toindustry-best • • • Employers Participants • Secure and easy file-basedor onlineadministration • for easy healthcarepayments • Analytics and campaigns to encourage participation * Online and MyNavia mobile access to balances and • Online • clownloaclablereports • • Coordinates for • dental • submissions • Dedicated implementation manager 0 Connect your bank account for electronic • Full compliance local regulationsno checks Responsive• Plan documents and materials to increase enrollment o FlexConnect to manage and pay medical,dental,and • • • vision • Customero online,byemail,or bytoll-free Connect with us today navia health navia life navia compliance Sales@naviabenefits.com Health FSA Daycare FSA `H SA Fitness N NDT DT (425) 452-3498 COBRA GoNavia POP MEC Adoption DOL IRS www.naviabenefits.c o m HRA Tuition ACA reporting Direct billing Home office ERISA Telemedicine Student loan r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Mary Ransier Ext.422 Department: Human Resources Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 27,2023 Agenda Date: February 28,2023 Internal Review: ❑ Finance ® Human Resources ® Legal ❑ Information Technology N Risk (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 Language to Article 10 Other Compensation of the 2022-2024 Teamsters Union Local No. 252 Appraisers Unit Background/Executive Summary: The County and Teamsters Union Local No. 252 Appraisers Unit entered into a Collective Bargaining Agreement for 2022-2024. The agreement does not provide for Lead Worker. Budget Impact(amount,funding source,budget amendment): N/A Public Outreach(news release, community meeting,etc.): N/A Requested Action: Approval of the Memorandum of Understanding with Teamsters Union Local No. 252 Appraiser's Unit to add Lead Worker language in Article 10 of the current 2022-2024 Collective Bargaining Agreement. Attachments: Memorandum of Understanding MEMORANDUM OF UNDERSTANDING between Mason County and Teamsters Union Local No. 252 representing the Appraiser's Unit Mason County and the Teamsters Union Local No. 252 representing the Mason County Appraiser's Unit agree to make adjustments to the current Collective Bargaining Agreement that expires on December 31, 2024. The current Collective Bargaining Agreement does not reflect Lead Worker language. Therefore the parties agree to the addition of the current Agreement in Article 10 to include: "Lead Worker The County Department with the approval of Human Resources, may designate an employee as a Lead Worker, such designation is not considered to be a `job vacancy"or "newly created position"as referenced in the SEN/OR1TY article. Employees who are assigned to act as working Lead shall receive an additional 10% above their applicable rate of pay. Such employee shall be subject to all conditions of the Collective Bargaining Agreement including distribution of overtime. A Lead Worker will typically direct, oversee and/or organize the work of other employees. The Lead Worker cannot hire, fire, or discipline other employees within the bargaining unit." As agreed, on this day of 2023. For Mason County: W=ZV . 252 Sharon Trask, Chair Brian Blais ell, Secretary Treasurer Kevin Shutty, Commissioner Randy Neatherlin, Commissioner Jim Jack, Uq�j,n Representative Approved as to Form: i `- rn- itehe ,E#ief-Deputy Prosecuting Attorney r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Mary Ransier Ext.422 Department: Human Resources Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 27,2023 Agenda Date: February 28,2023 Internal Review: ❑ Finance ® Human Resources ❑ Legal ❑ Information Technology ❑X Risk (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• Scrivener's error to the Appendix A—Wage Tables in the 2022-2024 Woodworkers Local Lodge W38 IAM Corrections& Support Staff Collective Bargaining Agreement Background/Executive Summary: The County and Woodworkers Local Lodge W38 IAM entered into a Collective Bargaining Agreement for 2022-2024 for MCSO Corrections and Support Staff. The scrivener's error located in the 2022-24 wage tables in Appendix A were missing step 6 and step 7 for the Evidence Tech classification. Additionally,there was not supposed to be a step 6 or 7 under the Accountant classification. Budget Impact(amount,funding source,budget amendment): N/A Public Outreach(news release, community meeting,etc.): N/A Requested Action: Approval of the Memorandum of Understanding for the 2022-2024 Woodworkers Local Lodge W38 IAM Corrections& Support Staff Collective Bargaining Agreement to correct a Scrivener's error to the Appendix A—Wage Tables. Attachments: Memorandum of Understanding MEMORANDUM OF UNDERSTANDING Between the WOODWORKERS LOCAL LODGE W38 I.A.M. CORRECTIONS & SUPPORT STAFF And MASON COUNTY SHERIFF'S OFFICE Mason County and Woodworkers Local Lodge W38 I.A.M. agree to correct a scrivener's error to the current Collective Bargaining Agreement as prescribed below. Whereas, the parties are in a current Collective Bargaining Agreement with a term expiring December 31, 2024; Whereas, the wage tables in Appendix A- Wages are incorrect due to an identified scrivener's error; Now, therefore, the parties agree to correct the wage tables as follows: Appendix A — Wage Tables 2021-2023 Effective June 1, 2022 Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 ACCOUNTANT $4,466.32 $4,562.35 $4,655.66 $4,744.78 $4,846.29 ANIMAL CONTROL OFFICER $3,677.61 $3,927.27 $4,184.11 $4,437.40 SUPPORT SPECIALIST 1 $3,448.88 $3,644.24 $3,839.66 $4,030.90 $4,224.43 $4,308.92 $4,395.10 SUPPORT SPECIALIST 11 $4,125.80 $4,213.73 $4,300.23 $4,384.01 $4,476.12 $4,565.64 $4,656.96 SUPPORT SPECIALIST 111 $4,336.56 $4,428.70 $4,519.40 $4,607.36 $4,702.23 $4,796.27 $4,892.20 FINANCIAL ASSISTANT $4,441.17 $4,624.04 $4,815.28 $5,009.31 $5,214.47 $5,318.76 $5,425.13 FOOD SERVICES COORDINATOR $3,554.00 $3,641.56 $3,725.62 $3,812.04 $3,900.85 EVIDENCE TECH $3,641.19 $3,805.87 $4,047.62 $4,304.69 $4,579.09 $4,670.67 $4,764.09 COMMUNITY SERVICES OFFICER $3,365.38 $3,547.65 $3,727.17 $3,908.03 $4,095.52 $4,281.71 $4,478.42 CORRECTIONS DEPUTY $4,664.53 $4,897.76 $5,142.65 $5,399.78 $5,669.77 CORRECTIONS CORPORAL $5,953.26 $6,072.32 CORRECTIONS SERGEANT $6,373.73 $6,501.21 $6,631.23 $6,763.85 $6,899.12 Effective January 1, 2023 Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 ACCOUNTANT $4,555.65 $4,653.60 $4,748.77 $4,839.68 $4,943.22 ANIMAL CONTROL OFFICER $3,751.16 $4,005.82 $4,267.79 $4,526.15 SUPPORT SPECIALIST 1 $3,517.86 $3,717.12 $3,916.45 $4,111.52 $4,308.92 $4,395.10 $4,483.00 SUPPORT SPECIALIST 11 $4,208.32 $4,298.00 $4,386.23 $4,471.69 $4,565.64 $4,656.96 $4,750.09 SUPPORT SPECIALIST 111 $4,423.29 $4,517.27 $4,609.79 $4,699.51 $4,796.27 $4,892.20 $4,990.04 FINANCIAL ASSISTANT $4,529.99 $4,716.52 $4,911.59 $5,109.50 $5,318.76 $5,425.13 $5,533.64 FOOD SERVICES COORDINATOR $3,625.08 $3,714.39 $3,800.13 $3,888.28 $3,978.87 EVIDENCE TECH $3,714.01 $3,881.99 $4,128.57 $4,390.78 $4,670.67 $4,764.08 $4,859.37 COMMUNITY SERVICES OFFICER $3,432.69 $3,618.60 $3,801.71 $3,986.19 $4,177.43 $4,367.34 $4,567.99 CORRECTIONS DEPUTY $4,757.82 $4,995.72 $5,245.50 $5,507.78 $5,783.17 CORRECTIONS CORPORAL $6,072.33 $6,193.77 CORRECTIONS SERGEANT $6,501.20 $6,631.23 $6,763.85 $6,899.13 $7,037.10 1 Effective January 1, 2024 Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 ACCOUNTANT $4,646.76 $4,746.67 $4,843.75 $4,936.47 $5,042.08 ANIMAL CONTROL OFFICER $3,826.19 $4,085.93 $4,353.15 $4,616.67 SUPPORT SPECIALIST 1 $3,588.21 $3,791.47 $3,994.78 $4,193.75 $4,395.10 $4,483.00 $4,572.66 SUPPORT SPECIALIST 11 $4,292.48 $4,383.96 $4,473.96 $4,561.12 $4,656.96 $4,750.09 $4,845.10 SUPPORT SPECIALIST 111 $4,511.76 $4,607.62 $4,701.98 $4,793.50 $4,892.20 $4,990.04 $5,089.84 FINANCIAL ASSISTANT $4,620.59 $4,810.85 $5,009.82 $5,211.69 $5,425.13 $5,533.64 $5,644.31 FOOD SERVICES COORDINATOR $3,697.58 $3,788.68 $3,876.14 $3,966.05 $4,058.44 EVIDENCE TECH $3,788.29 $3,959.63 $4,211.14 $4,478.60 $4,764.09 $4,859.36 $4,956.55 COMMUNITY SERVICES OFFICER $3,501.34 $3,690.98 $3,877.75 $4,065.91 $4,260.98 $4,454.69 $4,659.35 CORRECTIONS DEPUTY $4,852.98 $5,095.63 $5,350.41 $5,617.93 $5,898.83 CORRECTIONS CORPORAL $6,193.77 $6,317.64 CORRECTIONS SERGEANT $6,631.23 $6,763.86 $6,899.13 $7,037.11 $7,177.84 As agreed on this Day of , 2023. For Board of County Commissioners: For Woodworkers Local W38 IAM Sharon Trask; Chair Larry Bickett; Business Agent Brad McQuade; Local President 2 r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Mary Ransier Ext.422 Department: Human Resources Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 27,2023 Agenda Date: February 28,2023 Internal Review: ❑ Finance ® Human Resources ® Legal ❑ Information Technology N Risk (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• Addition to the 2021-2023 Woodworkers Local Lodge W38,I.A.M Mason County Office of Public Defense Collective Bargaining Agreement Background/Executive Summary: The County and Woodworkers Local Lodge W38, I.A.M Mason County Office of Public Defense entered into a Collective Bargaining Agreement for 2021-2023. The agreement does not provide for Lead Worker. Budget Impact(amount, funding source,budget amendment): N/A Public Outreach(news release, community meeting,etc.): N/A Requested Action: Approval of the Memorandum of Understanding to add Lead Pay language to Article VI Wages and Benefits of the 2021-2023 Woodworkers Local Lodge W38,LA.M Mason County Office of Public Defense Collective Bargaining Agreement. Attachments: Memorandum of Understanding MEMORANDUM OF UNDERSTANDING between Mason County And Woodworkers Local Lodge W38, LA.M Mason County and the Woodworkers Local Lodge W38, LA.M representing the Mason Office of Public Defense agree to make adjustments to the current Collective Bargaining Agreement as prescribed below. Whereas: The parties are in a current Collective Bargaining Agreement with a term expiring December 31, 2023 and; Whereas: The current Collective Bargaining Agreement does not reflect Lead Worker language; The parties therefore agree to the addition of the current Agreement in Article VI to include: "Lead Worker The County Department with the approval of Human Resources, may designate an employee as a Lead Worker;such designation is not considered to be a `job vacancy"or"newly created position"as referenced in the SENIORITY article. Employees who are assigned to act as working Lead shall receive an additional 10% above their applicable rate of pay. Such employee shall be subject to all conditions of the Collective Bargaining Agreement including distribution of overtime. A Lead Worker will typically direct, oversee and/or organize the work of other employees. The Lead Worker cannot hire, fire, or discipline other employees within the bargaining unit." As agreed, on this day of 2023. For Mason County: Wood .orkers Local Lodge W38, LA.M Sharon Trask, Chair rry Bickett Kevin Shutty, Commissioner Randy Neatherlin, Commissioner Approved as to Form: /"m- hi he�d�bi.af-Degdty Prosecuting Attorney r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Mark Neary Ext. 530 Department: County Administrator Briefing: N Action Agenda: N Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 27,2023 Agenda Date: February 28,2023 Internal Review: N Finance N Human Resources ❑ Legal N Audit Committee ❑ Risk (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 amend Chapter 14 Travel Policy in the Personnel Policies to include Advance Travel Background/Executive Summary: Mason County's Travel Policy(Chapter 14 in the Personnel Policy) only allows for reimbursement of meal expenses to employees in travel status for training/conferences and a detailed receipt is required. The reimbursement is up to the per diem rate 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. Certain employees may be in training for an extended period of time and requiring them to pay their meal expenses and keep detailed receipts can provide a hardship. A request was made to the Audit Committee to consider allowing advance travel in certain circumstances. The Audit Committee is recommending the Commissioners amend the Travel Policy to allow for advance travel as follows: 14.3 ADVANCE TRAVEL If an employee will be in training on behalf of the County and staying at the training location for four consecutive weeks or more they may request advance travel. All requests for payment of advance travel must be submitted to the Auditor's Financial Services department on forms approved and provided by the Auditor. Documentation of the training must be submitted with the approved advance travel request that includes the location and the training calendar. It is the responsibility of the employee to submit the advance travel request two weeks prior to travel to allow for processingthe he request. Per diem will be used for only advance travel 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. There is no requirement to provide receipts. All advance travel requests must be signed by the department head or elected official and the employee that is requesting the advance travel. r f Mason County Agenda Request Form r- lh'�d Budget Impact(amount,funding source,budget amendment): Advance Travel will be based on per diem using OFM or GSA per diem rates and paid from the department making the request. Public Outreach(news release, community meeting,etc.): N/A Requested Action: Approval of the Resolution amending the Personnel Policy. Attachments• In the Personnel Policy amendments provided by Mary Ransier. r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Mark Neary Ext. 530 Department: County Administrator Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 27,2023 Agenda Date: February 28,2023 Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Risk (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• Letter Supporting Jail System Study and Jail Modernization Task Force Proviso Background/Executive Summary: One of the Washington State Association of Counties' (WSAC)2023 legislative priorities is for the legislature to: (1) fund a holistic study and analysis of Washington State's jail system($263,000 in the 24-25 biennium); and(2) establish and fund a Jail Modernization Task Force to review and consider a variety of issues with the ultimate goal of developing strategies and recommended changes to plan for and create a modernized jail system that will support and promote recovery($395,000 split between the 24-25 and 25-27 biennia). This letter is requesting support for the aforementioned proviso in its entirety. Budget Impact(amount,funding source,budget amendment): N/A Public Outreach (news release, community meeting, etc.): N/A Requested Action: Approval to sign the Letter of Support supporting a holistic jail system study and analysis and the establishment of a Jail modernization Task Force. Attachments: Letters WASHINGTON �„�` o206 Tenth Ave SE Olympia,WA,: 501 STATE ASSOCIATION ��' � of COUNTIES February 20, 2023 Senator Rolfes, Chair, Ways & Means Senator Wilson, Ranking Member, Ways & Committee Means Committee Senator Mullet, Vice Chair, Capital Senator Robinson, Vice Chair, Operating & Ways & Means Committee Revenue, Ways & Means Committee Senator Gildon, Assistant Ranking Senator Rivers, Assistant Ranking Member, Member, Operating, Ways & Means Capital, Ways & Means Committee Committee Senator Warnick, Assistant Ranking Member, Capital, Ways & Means Committee RE: Jail System Study and Jail Modernization Task Force Proviso Dear Senate Budget Leaders: One of the Washington State Association of Counties' (WSAC) 2023 legislative priorities is for the legislature to: (1) Fund a holistic study and analysis of Washington State's jail system ($263,000 in the 24-25 biennium); and (2) Establish and fund a Jail Modernization Task Force to review and consider a variety of issues with the ultimate goal of developing strategies and recommended changes to plan for and create a modernized jail system that will support and promote recovery ($395,000 split between the 24-25 and 25-27 biennia). Washington State's county jails have become the de facto facilities for housing those suffering from behavioral health issues. This is despite the fact that county jails were not designed, built, or intended to care for individuals with specialized behavioral or physical health needs. In fact, over the years, counties have had to make facility and operational modifications to better accommodate the changing demographics of those housed in county jails, including separation of warring gang members, increased female populations, and those with behavioral health Senate Budget Leadership Page 2 February 20, 2023 needs. This, in part, has created capacity issues, leading to severe overcrowding and understaffing. Counties have already identified an immediate, statewide need for nearly$3 billion in either extensive facility remodels or altogether new jail facilities. For many counties, the existing jail configuration and footprint preclude any meaningful and permanent answers to space-related issues, meaning the only real solution is to build a new jail. Counties find it prudent to study the jail system prior to (1) beginning the feasibility, planning, and construction phases for jails and associated facilities that may not meet current societal needs, or state policy directives requesting funding for these facilities; or (2) requesting funding for these facilities. The requested study, to be conducted by the Washington State Institute for Public Policy (WSIPP) with data collection assistance provided by the Washington State Association of Counties (WSAC), will look at a number of issues associated with jail facilities and operations, including data related, but not limited, to the incarceration of individuals with behavioral health needs, the costs of competency restoration in jails,jail workforce issues, and other services, supports, and programming provided in jails. This is separate and distinct from the Jail Standards Task Force, which is currently determining standards that jails should comply with related to conditions, operations, inspections, enforcement, oversight, and living space, to name a few. Concurrent with the WSIPP study, the Ruckelshaus Center will convene stakeholders and interested parties to conduct an assessment to design a facilitated collaborative process and work plan. Upon completion of WSIPP's study and report, as well as the Ruckelshaus Center's assessment, the Ruckelshaus Center will facilitate a collaborative process with Jail Modernization Task Force members. The Task Force must review and consider a variety of issues including, but not limited to, the WSIPP report, and any resulting legislation and recommendations that have come from the Criminal Sentencing Task Force and the Jail Standards Task Force. The Task Force must develop statewide jail modernization recommendations and submit a final report to the legislature. For reference, the study followed by a resulting task force is modeled after the recent process the Criminal Sentencing Task Force went through. We are writing to request that you support this proviso request in its entirety. Given the backlog of Trueblood class members in jails (See SSB 5440), the emphasis on behavioral health issues in our state, and the ongoing interest in the provision of safe jail facilities and services, it is clear that this request is timely and necessary. While the time horizon for the completion of this proviso is longer than we would like, we also don't want to be in the position where we are two years down the road and wishing that we had the data and recommendations that this proviso sets out to provide. Senate Budget Leadership Page 3 February 20, 2023 Thank you for your time and attention to this very important issue. Sincerely, Eric Johnson Executive Director Cc: Senator Schoesler Senator Billig Senator Boehnke Senator Braun Senator Conway Senator Dhingra Senator Hasegawa Senator Hunt Senator Keizer Senator Muzzall Senator Nguyen Senator Pedersen Senator Saldana Senator Torres Senator Van De Wege Senator Wagoner Senator Wellman February 28,2023 Senator X Re: Jail System Study and Jail Modernization Task Force Proviso 1854 Dear Senator X, One of the Washington State Association of Counties' (WSAC)2023 legislative priorities is for the legislature to: MASON COUNTY 1. Fund a holistic study and analysis of Washington State's jail system($263,000 in BOARD the 24-25 biennium); and OF 2. Establish and fund a Jail Modernization Task Force to review and consider a COMMISSIONERS variety of issues with the ultimate goal of developing strategies and recommended changes to plan for and create a modernized jail system that will support and promote recovery($395,000 split between the 24-25 and 25-27 biennia). 1ST District RANDY NEATHERLIN Washington State's county jails have become the de facto facilities for housing those suffering from behavioral health issues. This is despite the fact that county jails were not 2"d District designed,built,or intended to care for individuals with specialized behavioral or physical KEVIN SHUTTY health needs. In fact, over the years,counties have had to make facility and operational modifications to better accommodate the changing demographics of those housed in county 3rd District jails, including separation of warring gang members,increased female populations,and SHARON TRASK those with behavioral health needs. This, in part,has created capacity issues,leading to severe overcrowding and understaffing. Counties have already identified an immediate, statewide need for nearly$3 billion in Mason County Building 1 either extensive facility remodels or altogether new jail facilities. For many counties,the existing jail configuration and footprint preclude any meaningful and permanent answers to 411 North Fifth Street space-related issues,meaning the only real solution is to build a new jail. Shelton,WA 98584-3400 Counties find it prudent to study the jail system prior to (1)beginning the feasibility, planning,and construction phases for jails and associated facilities that may not meet (360)427-9670 ext. 419 current societal needs, or state policy directives requesting funding for these facilities; or (2)requesting funding for these facilities. The requested study,to be conducted by the (360)275-4467 ext. 419 Washington State Institute for Public Policy(WSIPP)with data collection assistance provided by the Washington State Association of Counties (WSAC),will look at a number (360)482-5269 ext.419 of issues associated with jail facilities and operations,including data related,but not limited,to the incarceration of individuals with behavioral health needs,the costs of Fax(360)427-8437 competency restoration in jails,jail workforce issues, and other services, supports,and programming provided in jails. This is separate and distinct from the Jail Standards Task Force,which is currently determining standards that jails should comply with related to conditions, operations,inspections,enforcement,oversight, and living space,to name a few. Concurrent with the WSIPP study,the Ruckelshaus Center will convene stakeholders and interested parties to conduct an assessment to design a facilitated collaborative process and work plan. Upon completion of WSIPP's study and report,as well as the Ruckelshaus Center's assessment,the Ruckelshaus Center will facilitate a collaborative process with Jail Modernization Task Force members. The Task Force must review and consider a variety of issues including,but not limited to,the WSIPP report, and any resulting legislation and recommendations that have come from the Criminal Sentencing Task Force and the Jail Standards Task Force. The Task Force must develop statewide jail modernization recommendations and submit a final report to the legislature.For reference,the study followed by a resulting task force is modeled after the recent process the Criminal Sentencing Task Force went through. We are writing to request that you support this proviso request in its entirety. Given the backlog of Trueblood class members in jails(See SSB 5440),the emphasis on behavioral health issues in our state, and the ongoing interest in the provision of safe jail facilities and services, it is clear that this request is timely and necessary.While the time horizon for the completion of this proviso is longer than we would like,we also don't want to be in the position where we are two years down the road and wishing that we had the data and recommendations that this proviso sets out to provide. Thank you for your time and attention to this very important issue. Sincerely, Sharon Trask, Randy Neatherlin, Kevin Shutty, Chair Vice-Chair Commissioner Cc: Senator Schoesler Senator Billig Senator Boehnke Senator Braun Senator Conway Senator Dhingra Senator Hasegawa Senator Hunt Senator Keizer Senator Muzzall Senator Nguyen Senator Pedersen Senator Saldana Senator Torres Senator Van De Wege Senator Wagoner Senator Wellman Mason County Agenda Request Form To: Board of Mason County Commissioners From: Mark Neary Ext. 530 Department: Support Services Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): February 27, 2023 Agenda Date: February 28, 2023 Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ Information Technology ☐ Risk (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: Foreign-Trade Zone (FTZ) Application by Port of Port Angeles Background/Executive Summary: The Port of Port Angeles applied to the U.S. Foreign-Trade Zones (FTZ) Board for authority to use a new procedure called the “Alternative Site Framework” to provide quick and simple access to FTZ service for companies in the region. The Port of Port Angeles is the grantee of FTZ Clallam County/North Olympic Peninsula and sponsors a limited number of FTZ sites. This authority would allow the Port of Port Angeles to quickly bring FTZ designation to any company within the proposed service area of Clallam County, Grays Harbor County, Island County, Jefferson County, Kitsap County, Mason County, San Juan County, Skagit County, and Snohomish County. Budget Impact (amount, funding source, budget amendment): None Public Outreach (news release, community meeting, etc.): N/A Requested Action: Approval to sign the letter of support for the Port of Port Angeles’ application for a Foreign-Trade Zone (FTZ) in the proposed service area of Clallam County/North Olympic Peninsula. Attachments: Letters P.O. Box 1350 Board of Commissioners 338 West First Street Connie Beauvais, President Port Angeles WA 98362 Colleen McAleer, Vice President 360.457.8527 Steven Burke, Secretary PortofPA.com Executive Director Geoff James February 22, 2023 Mason County VIA CERTIFIED MAIL AND EMAIL Attn: Board of County Commissioners 411 N. 5th Street Shelton, WA 98584 randyN@masoncountywa.gov; kshutty@masoncountywa.gov; strask@masoncountywa.gov RE: Foreign-Trade Zone (FTZ) application by Port of Port Angeles This letter is intended to provide information to you pertaining to the Port of Port Angeles’ application to the U.S. Foreign-Trade Zones (FTZ) Board for authority to use a new procedure (the “Alternative Site Framework”) to provide quick and simple access to FTZ service for companies in our region. Our organization is the grantee of FTZ Clallam County/North Olympic Peninsula and currently sponsors a limited number of FTZ sites in our region. The authority we are requesting from the FTZ Board would enable us to quickly bring FTZ designation to any company within our proposed “service area.” Our proposed service area includes Mason County as well as Clallam County, Jefferson County, Grays Harbor County, Island County, Kitsap County, San Juan County, Skagit County, and Snohomish County. FTZ designation can provide companies with customs duty savings and logistical benefits that can help encourage them to establish or maintain operations in the U.S. As such, access to FTZ benefits can be an important tool in economic development efforts. If the FTZ Board approves our application, Port of Port Angeles will be able to bring FTZ designation to companies anywhere in the proposed service area based on those companies’ trade-related needs. We also note that FTZ access will be made available on a uniform basis to companies across the service area, in a manner consistent with the legal requirement that each FTZ be operated as a public utility. Regarding any local taxes for which collections may be affected by FTZ designation of sites, FTZ Clallam County/North Olympic Peninsula application to establish its “service area” under the Alternative Site Framework does not propose any specific new FTZ sites (and therefore can have no impact on tax collections). At the time that any specific new site is proposed for FTZ designation in the future, we will contact parties potentially affected by the site’s proposed designation (such as the county government) so that they can indicate their views on the impact on tax collections related to the proposed designation. If you have questions about the Port of Port Angeles’ application to the FTZ Board, please contact Caleb McMahon at Port of Port Angeles at calebM@portofpa.com. If you have comments you would like the FTZ Board to consider regarding the proposed inclusion of Mason County in the proposed service area of FTZ Clallam County/North Olympic Peninsula, please provide your comments to the staff of the FTZ Board by March 20, 2023. The FTZ Board staff also welcomes any questions you may have – the staff can be reached at 202-482-2862 or ftz@trade.gov The Port would appreciate your support of this FTZ in our region. We have included a support letter example. If you could please send a support letter to my email by March 1, 2023, we would appreciate it. Sincerely, Caleb McMahon, Director of Economic Development Port of Port Angeles P.O. Box 1350, Port Angeles, WA 98362 360-417-3366 desk Calebm@portofpa.com P.O. Box 1350 Board of Commissioners 338 West First Street Connie Beauvais, President Port Angeles Colleen McAleer, Vice President Washington 98362 Steven Burke, Secretary 360.457.8527 Executive Director Geoff James February 22, 2023 To Whom It May Concern: The Port of Port Angeles is applying for a Foreign-Trade Zone (FTZ) in Clallam County. Clallam County doesn’t have an FTZ. We have attached our information letter to you of this exciting opportunity for our region. The Port would appreciate your support. We have provided a sample support letter, which you can customize and return to us to be included with the Port’s application. If you have any questions, please contact me at 360-417-3366. Sincerely, Caleb McMahon Caleb McMahon, Director of Economic Development Port of Port Angeles P.O. Box 1350 Port Angeles, WA 98362 360-417-3366 Calebm@portofpa.com MASON COUNTY BOARD OF COMMISSIONERS 1ST District RANDY NEATHERLIN 2nd District KEVIN SHUTTY 3rd District SHARON TRASK Mason County Building 1 411 North Fifth Street Shelton, WA 98584-3400 (360) 427-9670 ext. 419 Fax (360) 427-8437 February 28, 2023 Foreign-Trade Zones Board U.S. Department of Commerce 1401 Constitution Ave NW Room 21013 Washington, DC 20230 Re: Foreign-Trade Zone (FTZ) Application by Port of Port Angeles To Whom It May Concern, The purpose of this letter is to document Mason County’s support of the Port of Port Angeles’ application to the U.S. Foreign-Trade Zones (FTZ) Board for authority to use the “Alternative Site Framework” to provide access to FTZ service for companies in our region. Authority from the FTZ Board would enable the Port of Port Angeles to quickly bring FTZ designation to any company within the proposed service area of Clallam County, Grays Harbor County, Island County, Jefferson County, Kitsap County, Mason County, San Juan County, Skagit County, and Snohomish County. FTZ designation can provide companies with customs duty savings and logistical benefits that can help encourage them to establish or maintain operations in the U.S. As such, access to FTZ benefits can be an important tool in economic development efforts. If approved, the Port of Port Angeles will be able to bring FTZ designation to companies anywhere in the proposed service area based on those companies’ trade-related needs. We also note that FTZ access will be made available on a uniform basis to companies across the service area, in a manner consistent with the legal requirement that each FTZ be operated as a public utility. Regarding state or local taxes for which collections may be affected by FTZ designation of sites, this letter is not intended to provide a position on state or local tax issues for any site within this jurisdiction. At the time that any specific site is proposed for FTZ designation, parties potentially affected by the site’s proposed designation (such as a local school board) will need to provide their own correspondence indicating their views on the impact on tax collections related to the proposed designation. Sincerely, Sharon Trask, Randy Neatherlin, Kevin Shutty, Chair Vice-Chair Commissioner r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Mark Neary Ext. 530 Department: Support Services Briefing: Action Agenda: ❑ Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): February 27,2023 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• Mason County Monthly Financial Report for January 2023 Background/Executive Summary: Review of Cash Balances,and Budget to Actual Revenues and Expenditures for all County Funds through January 2023. Budget Impact(amount,funding source,budget amendment): Budget to Actual Comparison of 2022&2023 Public Outreach(news release, community meeting,etc.): N/A Requested Action: N/A Attachments: Mason County Monthly Financial Report for January 2023 SPOON Co JANUARY MASON COUNTY MONTHLY 1854 FINANCIAL REPORT 2023 J : \Financials\2023 Financials\2023 January Financial Report. xlsx 1 SPOON COUNrA MASON COUNTY MONTHLY FINANCIAL y REPORT JANUARV 2023 2022 vs 2023 Current Expense Revenue Comparison Revenue Revenue Department Name 2022 Budget Collected Uncollected % 2022 2023 Budget Collected Uncollected % 2023 Actual dif 2022 Through End Revenue Through End Revenue vs 2023 of Month of Month WSU Extension 22, 000 - ( 22, 000) 0% 20, 000 ( 20, 000) 0% - Assessor 91000 61090 ( 21911 ) 68 % 71000 ( 7, 000) 0% ( 6) 090) Auditor 11142, 750 205 , 022 (937, 728 ) 18% 1 11092, 250 95 , 037 ( 997, 213 ) 9 % ( 109, 985 ) Emergency Management 75,912 - (75 , 912 ) 0% 139, 347 400 ( 138, 948 ) 0% 400 Facilities & Grounds - 100 100 0% - 91235 91235 0 % 9 , 135 Human Resources - - - 0% - - 0% - Clerk 378, 377 16, 272 ( 362, 105 ) 4% 378, 377 15 , 868 ( 362, 509 ) 4% (404 ) Commissioners - - - 0% - - 0% Support Services 92, 078 - ( 92 , 078 ) 0% 86, 522 ( 86) 522 ) 0% - District Court 11080,400 56, 675 ( 11023 , 725 ) 5% 852, 300 60, 726 ( 791, 574) 7% 4, 051 Community Development 2, 3841000 212, 179 ( 21171, 821 ) 9 % 21666, 374 173 , 270 ( 21493 , 104) 6 % ( 38, 909 ) Historical Preservation 24, 000 11763 ( 22, 237 ) 7% 20, 000 978 ( 1% 022 ) 5 % ( 785 ) Parks & Trails 44, 000 1, 925 (42 , 075 ) 4% 44, 000 6, 629 ( 37, 371 ) 15 % 41703 Juvenile Court Services 11255, 805 91, 544 ( 11164, 261 ) 7% 11366, 600 126, 252 ( 11240, 348 ) 9 % 34, 708 Prosecutor 232 , 091 10, 483 ( 221, 608 ) 5 % 216, 249 91908 ( 206, 341 ) 5 % ( 574 ) Child Support Enforcement 15 % 679 44, 273 ( 115, 406) 28% 171, 310 90592 ( 161, 718 ) 6% ( 34, 681 ) Coroner 35 , 000 - ( 35,000 ) 0% 35 , 000 ( 35 , 000 ) 0% - Sheriff 953, 505 19 , 618 ( 933, 887 ) 2% 1, 143, 172 108, 313 ( 1, 0341859 ) 9 % 88, 695 Indigent Defense 240, 767 61,455 ( 179 , 312 ) 26 % 240j767 31102 ( 237, 665 ) 1 % ( 58, 353 ) Superior Court 69, 650 81760 ( 60, 890) 13% 108, 020 61582 ( 101) 438 ) 6% ( 21178 ) Family Court 21500 128 ( 21372 ) 5 % 21500 80 ( 21420 ) 3 % ( 48 ) Therapeutic Court 811, 347 17, 130 ( 794, 217 ) 2 % 776, 228 3 % 680 ( 736, 548 ) 5 % 22, 550 Murder Expenditures - - - 0% - 0% - Treasurer 26, 983, 596 1, 107, 666 ( 25 , 875 , 930 ) 4% 28,417, 341 11410, 302 ( 27, 007, 039 ) 5 % 302, 636 Non Departmental 4, 6191977 223, 599 (41396, 378 ) 5 % 41709, 045 756, 619 ( 31952, 426 ) 16 % 533, 020 Motor Pool 72,000 - ( 72, 000) 0% - - 0% - Totals $ 405688 ,434 $ 29084,682 $ (38 , 603 , 752) 5 % $ 42 ,492,402 $ 21832 , 572 1 $ ( 39 , 6591830) 7% 1 747, 889 Unaudited *Benchmark for Month is 8. 33 % J :\Financials\2023 Financials\2023 January Financial Report .xlsx 2 MASON COUNTY MONTHLY FINANCIAL J ` N' U RY REPORT 2023 Treasurer Department Receipts Treasurer #001-260-000 2022 Budget 2022 YTD This Month % 2022 2023 Budget 2023 YTD This Month % 2023 REAL & PERSONAL PROPERTY TAXES 11, 331, 824 21, 272 21, 272 0% 10, 38%391 27, 845 27, 845 0% SALES TAX TITLE PROPERTY - - 0 0% - - 0 0% LOCAL RETAIL SALES & USE TAX 71200,000 678, 071 678,071 9% 81400, 000 762,083 762,083 9% LOCAL PUBLIC SAFETY-CITY 50,000 41060 4,060 8% 50, 000 41835 41835 10% CRIMINALJUSTICE 800, 000 78, 149 78, 149 10% 900,000 89, 013 89, 013 10% LEASEHOLD EXCISE TAX 30,000 366 366 1% 35,000 490 490 1% FOREST EXCISE TAX 100,000 - 0 0% 200,000 - 0 0% FRANCHISE FEES 500,000 74, 259 74, 259 15% 500, 000 69,360 69, 360 14% PAYMENT IN LIEU OF TAX/B OF L 340, 000 0 0% 350,000 0 0% PUD PRIVILEGE TAX 750,000 - 0 0% 800,000 - 0 0% DNR OTHER TRUST 2 100 19 19 19% 100 13 13 13 % LE & CJ LEG 1 TIME COSTS - 0 0% 0 0% CITY- COUNTY ASSISTANCE 11750,000 0 0% 21500, 000 0 0% DNR PILT NAP / NRCA 41000 0 0% 41000 - 0 0% CRIMINAL JUSTICE- COUNTIES 775, 000 193, 117 193, 117 25% 775,000 189, 710 189, 710 24% ADULT COURT COST-JUVENILE OFFE 51000 381 381 8% 51000 353 353 7% CRIMINALJST-MARIJUANA ENFORCE 85,000 0 0% 125, 000 0 0% DUI - OTHER CRIMINAL JUSTICE A 17,000 41407 41407 26% 17,000 121 121 1% LIQUOR/BEER EXCISE TAX 165, 000 39, 970 3 % 970 24% 165,000 39, 939 39, 939 24% LIQUOR CONTROL BOARD PROFITS 200,000 0 0% 200,000 0 0% IN LIEU OF-CITY OF TACOMA 210,000 17, 207 17, 207 8% 210, 000 18, 064 18, 064 9% TREASURER'S FEES 30 - 0 0% 30 - 0 0% PAYMNT FOR SRVCS-MASON LK DIST 360 - 0 0% 375 0 0% PAYMNT FOR SRVCS-SPENCER LK FND 100 0 0% 150 0 0% PAYMNT FOR SRVCS- ISLAND LK FND 100 0 0% 100 0 0% CHARGES FOR SRVCS- MACECOM 11375 0 0% 11500 0 0% RETURNED REMITTANCE ( NSF) FEES 21500 40 40 2% 21500 - 0 0% REET COLLECTION FEES 125,000 10,765 10, 765 9% 170,000 6, 244 61244 4% REET COLLECTIONS COSTS 10,000 628 628 6% 10,000 598 598 6% TREAS. FIRE PROTECTION ASSESSM 15,000 55 55 0% 15,000 80 80 1% 3 Treasurer Department Receipts Treasurer #001-260-000 2022 Budget 2022 YTD This Month % 2022 2023 Budget 2023 YTD This Month % 2023 TREAS OTHER WORD PROCESSING 200 4 4 2% 200 1 1 0% PUBLIC DISCLOSURE CHGS SRVCS 0 0% - 0 0% DATA PROCESSING SERVICES 0 0% 0 0% GAMBLING TAX PENALTY 0 0% 50 50 0% REAL & PERSONAL PENALTY 150,000 17,757 17,757 12% 150,000 61044 6,044 4% PERSONAL PROP FILING PEN 20,000 11135 11135 6% 30,000 85 85 0% PENALTY ON REAL & PERSONAL PRO 0 0% 0 0% FAILURE TO LIST PERSONAL PROP - 0 0% - - 0 0% INTEREST & OTHER EARNINGS 250,000 71170 71170 3% 250,000 160, 978 160,978 64% INVESTMENT SERVICE FEES(TREAS , 61000 400 400 7% 10,000 21851 21851 29% INT. ON CONT. NOTES-ACCTS . HELD,S 81500 987 987 12% 10, 000 31416 31416 34% LEASEHOLD EXCISE TAX INTEREST - 1 1 0% 4 4 0% EXCISE INTEREST 50 32 32 64% 100 2 2 2% INV PURCHASED INT - 0 0% (576) (576) 0% INTEREST ON DELINQUENT PR TAX 600,000 20, 892 20, 892 3% 600,000 24, 069 247069 4% RENTS/LEASES- DNR TRUST 10,000 54 54 1% 20,000 31114 31114 16% RENTS/LEASES- DNR TMBR TRUST 1 250, 000 50, 676 50, 676 20% 250, 000 - 0 0% UNCLAIMED MONEY/PROCEEDS-SALES 100,877 0 0% 100,000 ( 11738) ( 1, 738) -2% TREASURER TAX FORECLOSURE TRUST - - 0 0% - 0 0% CASH ADJUSTMENTS/OVER-UNDER 10 16 16 161% 10 (24) ( 24) -237% TAX DISTRIBUTION ROUNDING 10 ( 1 ) ( 1) - 10% 10 ( 1) ( 1) - 11% MISCELLANEOUS-OTHER REVENUE 100 0 0% 100 - 0 0% ROAD DIVERSION 11080, 000 ( 10, 245 ) ( 10, 245 ) - 1% 11080,000 21894 2, 894 0% SALE OF TAX TITLE PROPERTY ( 87) (87 ) 0% - 0 0% LEASEHOLD EXCISE TAX 21000 ( 11287) ( 11287 ) -64% 1, 600 52 52 3 % TIMBER EXCISE TAX 10,000 ( 25, 254) (25, 254) -253% 10,000 0 0% DNR PILT NAP / NRCA 900 0 0% 11275 - 0 0% DNR OTHER TRUST 2 50 889 889 1777% 50 2 2 4% OTHER INT- DNR INTEREST 10 (432) (432) -4317% 50 8 8 16% RENTS & LEASES/DNR OTHR TRST 1 21500 (21785 ) (21785) -111% 31800 325 325 9% RENTS & LEASES- DNR TMBR TRST 1 25,000 (75,022) (75, 022) -300% 75,000 0 0% Grand Total $ 26,983,596 $ 1, 107, 666 $ 1, 107,6661 4% $28,417,341 $ 1,410,302 $11410,302 5% Unaudited *Benchmark for Month is 8. 33% 4 .pn� co�N MASON COUNTY MONTHLY FINANCIAL J UARY 2023 Y REPORT 2022 vs 2023 Current Expense Expenditure Comparison Expenditures Expenditures Unexended 2022 Budget through End of Unexended % 2022 2023 Budget through End of Budget % 2023 Actual 0 z022 Department Name g g g g g vs 2023 Month Budget Authority Month Authority WSU Extension 334,722 14,871 319,851 4% 383,372 24,001 359,371 6% 91130 Assessor 11453,707 196, 137 11257,570 13% 11475,815 179,495 11296,320 12% (16,642) - Auditor 11901, 225 131, 291 11769,934 7% 1, 8811812 129,580 1,752,232 7% (11711) Emergency Management 330,143 19,339 310,804 6% 359,683 26,718 332,965 7% 7,379 Facilities & Grounds 11448, 148 126,294 11321,854 9% 11545, 159 138,780 11406,379 9% 12,487 HR/ Risk Mngt 687,310 37,626 649,684 5% 875,434 65, 108 810,326 7% 27,481 LEOFF 1000000 81709 91,291 9% 100,000 12, 864 87,136 13% 41155 Clerk 11142,716 85,357 11057,359 7% 111081905 85,140 11023,765 8% (218 Commissioners 357,704 29,430 328, 274 8% 390,615 30,520 360,095 8% 11090 Support Services 11005,923 83,335 922,588 8% 1,064,379 75,707 988,672 7% (71629) District Court 11476,412 105,300 1,371,112 7% 11526,343 107,782 11418,561 7% 2,482 Community Development 2,872, 143 216,866 21655,277 8% 31256,041 216,101 31039,940 7% (765) Historical Preservation 24,000 891 23, 109 4% 41, 150 539 40,611 1% (352) Parks & Trails 6380707 47,595 591, 112 7% 790,080 53, 236 736,844 7% 5,641 Juvenile Court Services 2,0221773 140,801 11881,972 7% 20155,933 162,551 11993,382 8% 21,750 Prosecutor 21080, 150 130,588 11949,562 6% 21169,613 147,637 21021,976 7% 17,049 Child Support Enforcement 161,447 81526 152,921 5% 174,363 10,981 163,382 6% 21455 Coroner 351,914 35,083 316,831 10% 640,942 43,609 597,333 7% 81526 Sheriff 14,913,350 1,0331986 13, 879,364 7% 16,089,917 1,367, 270 14,722,647 8% 333,285 Courthouse Security 303,755 25,034 278,721 8% 309,300 22, 201 287,099 7% (21833) Indigent Defense 11267,347 117,887 11149,460 9% 11538, 125 14%623 11388,502 10% 31,736 Superior Court 11105,610 80,850 11024,760 7% 11275,932 107,866 11168,066 8% 27,016 Family Court 21500 21500 0% 2,500 21500 0% 0 Therapeutic Court 816,662 42,518 774,144 5% 783,709 41,462 742, 247 5% (11055) Murder Expenditures 50,000 50,000 0% 925 (925) 0% 925 Treasurer 878, 239 121,978 756,261 14% 91%511 129,936 783,575 14% 71958 Non Departmental 51316, 129 337,600 41978,529 6% 51856,719 524,422 51332,297 9% 186,822 Motor Pool 50,829 768 50,061 2% - 3,574 (3,574) 0% 21805 Transfers Out to Other Funds 466,282 67, 375 398, 907 14% 464,021 65,082 398,939 14% (21292) Totals $ 43,559,847 $ 31246,033 $ 401313, 814 7% $ 471173, 373 $ 3,922,708 $ 43,250, 665 8% 676, 675 Unaudited *Benchmark for Month is 8.33% J :\Financials\2023 Financials\2023 January Financial Report.xlsx 5 JANUARY 2023 Six Year Specific Revenue Streams Comparison 1 /31 /2018 1 1 /31 /2019 1 /31 /2020 1 /31 /2021 1 /31 /2022 1 /31 /2023 Community Development Revenues 1293940 1123889 182 ,431 238 , 417 2125179 173 , 270 Detention & Correction Services 11688 13 , 318 10 , 195 14, 241 8 , 458 6 , 169 Current Expense Property Taxes 393770 473876 28 , 826 31 , 476 21 , 272 27 , 845 Road Diversion Property Tax 55864 51216 51690 ( 13 , 091 ) ( 10 , 245 ) 2 , 894 County Road Property Tax 31 , 788 433751 24, 034 49 , 659 313720 23 , 013 Current Expense Sales Tax 372 ,449 417 , 708 455 , 734 571 , 995 678 , 071 762 , 083 Criminal Justice Taxes/Entitlements 2183020 2233526 247 , 826 265 , 834 2763054 2793197 Rural Sales & Use Tax Fund 49 , 251 57 , 341 62 , 108 73 , 306 815673 94 , 094 100,000 75,000 - 50,000 25,000 _ _ _ �_ _ Com Srvcs - Homelessess Preven Filings 333135 49 , 211 59 , 838 74, 428 64, 707 383084 75,000 50,000 25,000 Lodging ( Hotel/Motel ) Tax 19 , 031 30 , 095 31 , 314 34, 594 52 , 626 49 , 681 75,000 50,000 25,000 't '€ REET 1 Excise Tax Only 74, 533 70 , 082 61 , 781 113 , 312 1 %464 60 , 834 REET 2 Excise Tax Only 743533 70 , 082 61 , 781 113 , 312 1103464 60 , 834 150,000 100,000 50,000 - JARnanciaM2023 Financials�2023 January Financial Report,xisx 6 �epN Co JANUARY MASON COUNTY MONTHLY I.Y.SJ FINANCIAL REPORT 2023 REVENUE MONTH 12022 REVENUE 1 2023 REVENUE DIFFERENCE JAN UARY $ 6781071 , 10 $ 7621082470 $ 841011 , 60 FEBRUARY $ 735 , 573 , 58 $ ( 735 , 573 , 58 ) MARCH $ 605 , 844073 $ ( 605 , 844 , 73 ) APRIL $ 648 , 208 , 19 $ ( 648 , 208 , 19 ) MAY $ 819 , 079472 $ ( 819 , 079072 ) JUNE $ 7581195 , 22 $ ( 758 , 195 , 22 ) JULY $ 789 , 558 . 43 $ ( 789 , 558043 ) AUGUST $ 868 , 091 , 16 $ ( 868 , 091 , 16 ) SEPTEMBER $ 835 , 635 , 35 $ ( 835 , 635035 ) OCTOBER $ 8741640 , 36 $ ( 874 , 640 , 36 ) NOVEMBER $ 933 , 808 , 65 $ ( 933 , 808 , 65 ) DECEMBER $ 8471167 , 46 $ ( 847 , 167 , 46) TOTAL COLLECTED REVENUE $ 91393 , 873095 $ 7621082 , 70 PROJECTED END OF YEAR REVENUE REVENUE BUDGETED $ 71200 , 000400 $ 814001000 , 00 $ 9 , 477 , 885 . 55 YET TO BE COLLECTED $ ( 716371917 . 30 ) ANTICIPATED INCREASE $ 11 077, 885m 55 12 MONTH ROLLING AVERAGE CHANGE 9. 5 % PRIOR MONTH 12 MO. ROLLING AVG CHANGE 9. 9 ° J : \ Financials\2023 Financials\2023 January Financial Report. xlsx 7 t pp& -N JANUARY 2023 I q 1 7A& • Current Expense Recap 1 /31 / 2018 1 /31 /2019 1 /31 /2020 1 /31 /2021 1 /31 /2022 1 /31 /2023 General Fund Operating Reserves 61520, 791 61817 , 603 10, 044, 540 91614, 040 10, 191, 954 Contingency Reserve 1, 0001000 11000, 000 1, 0001000 1, 000, 000 11000, 000 Technology Replacement Reserves 200, 000 200, 000 200, 000 336, 000 386, 000 Equipment & Vehicle Replacement Reserves 525, 000 525, 000 525 , 000 11040, 500 790, 000 Accrued Leave Reserve 520, 000 530, 805 347, 742 502, 000 413 , 000 Capital Reserve 51000, 000 51000, 000 Current Expense Unreserved Cash ( 11832, 241 ) 11989, 739 31199, 687 31086, 724 71850, 395 This Month Current Expense Cash 31182, 309 61933, 550 11, 063, 147 151316,969 20, 579, 264 25, 631,349 Adopted Budget on December 31st 36, 930, 990 41,4041349 49, 581, 229 53,464, 511 62, 188,434 68, 492, 402 Supplemental Appropriations Total Budget including Supplementals 36, 930, 990 41,404, 349 491581, 229 53 ,464, 511 62, 188,434 68,492,402 Budgeted Beginning Fund Balance 31061, 750 51786, 719 11, 636, 958 141000, 000 21, 500, 000 261000, 000 Budgeted Ending Fund Balance 3, 261,456 51786, 719 11, 656, 660 12, 780, 888 18, 628, 587 21, 319, 029 Revenue Budgets 33, 86% 240 35, 617, 630 37, 944, 271 39,464, 511 40, 688, 434 42, 492,402 Revenues thru This Month of each year 11597, 136 11671,482 11761, 241 21123 , 753 21084, 682 21832, 572 Budgeted Revenues Received 5 % 5% 5% 5 % 5% 7 % Expenditure Budgets 33 , 669, 534 341721, 442 37, 924, 569 40, 683, 623 43, 559 , 847 47, 173 , 373 Expenditures thru This Month of each year 21936, 212 21697, 629 21857, 835 21998, 751 31246, 033 31922, 708 Budgeted Expenditures Expended 9% 8 % 8% 7% 7% 8% 8 Special Fund Cash Balances 1 /31 /2018 1 /31 /2019 1 /31 /2020 1 /31 /2021 1 /31 /2022 1 /31 /2023 Rural County Sales & Use Tax Fund ( . 09 ) 80, 354 727, 759 803, 219 11060, 086 11435 , 117 1, 831, 944 Auditor' s O & M 223 , 673 238, 532 257, 577 303 , 295 398,463 444, 378 County Roads Fund 91684, 451 10, 2671705 10, 057, 716 10, 441, 108 8 , 3161623 10,487, 999 Paths & Trails 246,460 258,404 271, 959 280, 861 289,497 300,458 Election Equipment Holding 295 , 933 164, 717 162,418 234, 483 270, 081 298, 201 Crime Victims 238, 338 197,430 204,416 212, 582 212, 110 186, 662 Victim Witness Activities 26, 740 24,415 32, 594 21, 736 11, 818 61488 Historical Preservation Fund 38 ,494 35, 851 29, 691 Community Support Services Fund 543 , 657 769, 308 858, 917 1/ 283 / 964 682, 330 11999, 515 Abatement/ Repair/ Demolition Fund 269, 759 273, 982 278, 603 278, 709 277, 715 280, 834 Reserve for Technology Fund 160, 809 117, 147 REET & Property Tax Admin Asst 85 , 840 74, 842 74, 072 6% 272 80, 740 83, 836 National Forest Safety 34, 048 3 % 520 25 , 186 16, 030 51068 24, 500 Trial Court Improvement Fund 83, 082 106, 283 111, 561 71, 515 92, 323 93, 295 Sheriff Special Funds 249, 259 241, 323 246, 597 Sheriff' s Boating Program 118 , 702 155 , 717 83 , 383 Narcotics Investigation 94, 308 97, 772 94, 647 Mason County Clean Water District 1 176, 806 Public Health Fund 358, 051 351,485 561, 304 809,497 11560, 332 31235, 614 American Rescue Plan Act 51020, 970 71516, 683 Law Library 81, 376 75, 692 70, 213 57, 931 48, 678 37, 674 Lodging ( Motel/Hotel ) Tax Fund 397, 769 582, 938 757, 681 800, 887 1, 150, 317 11725 , 799 Mental Health Tax Fund 11287, 451 1, 324, 987 1, 2431591 11455 , 596 1, 684, 373 2, 116, 225 Treasurer' s M & O Fund 94,460 86, 336 99, 651 87, 247 62, 276 109, 493 Veterans Assistance 194, 529 75, 970 54, 940 95, 550 155, 518 210, 688 Skokomish Flood Zone 140, 888 53, 188 89,486 24, 133 15 , 370 11, 032 Mason Lake Management District 112, 579 138, 253 112, 230 73 , 732 68, 982 68, 689 Spencer Lake Management District 61795 7, 189 71866 Island Lake Management District 17, 099 1% 750 29, 692 30, 271 29, 110 26, 062 Capital Improvement / Reet 1 Fund 1118 %427 11831, 018 1, 897, 767 2, 392, 611 11692,403 21061, 860 Capital Improvement / Reet 2 Fund 21204,446 2,4571110 21868, 849 3, 266, 226 4, 334, 032 5 , 2701681 Mason County Landfill 673 , 341 638, 341 678,406 1, 21% 029 11911, 973 2, 7291733 N . Bay/Case Inlet Utility 981, 461 11096,479 11171, 898 11519, 283 11867, 378 21358, 613 N . Bay/Case Inlet Utility Reserve 723 734 Wastewater System Development 31986 31986 31986 31986 Rustlewood Sewer & Water 295 , 198 266, 023 137 , 722 77, 590 137, 721 66, 951 Beards Cove Water 360, 435 335, 314 481, 661 552, 316 612, 757 929, 275 Belfair WW & Water Reclamation 409, 578 124, 382 308, 003 476, 013 1, 152, 261 2, 367, 763 Reserve Landfill 512, 820 481, 413 460, 814 444, 891 443 , 552 442, 935 Reserve Beards Cove Ulid 342, 809 191, 103 201, 841 209, 520 216, 199 Storm Drain System Development 81544 188, 680 181, 567 179, 771 178, 820 Information Technology 364, 037 231,430 133,444 124, 059 139, 226 85, 644 Equipment Rental & Revolving Fund 31609, 919 41013, 707 3 , 874, 882 41010, 059 41719, 033 41808, 342 Unemployment Fund 151, 699 151, 682 138, 729 180, 388 178 , 843 214, 556 TOTALS 26, 053 , 520 28 , 2573217 28 , 9721885 32, 584, 035 39, 7121686 52, 795, 123 MASON COUNTY MONTHLY FINANCIAL JANUARY s REPORT 2023 2022 vs 2023 Motor Pool Expenditure Comparison FUND OR DEPARTMENT 2022 Expenditures Unexpended % 2022 2023 Expenditures Unexpended % 2023 Budget through End of Budget Budget through End of Budget Month Authority Month Authority WSU 0 0 % 21090 2 , 650 - 560 126 , 78 % ASSESSOR 29 , 963 21165 27 , 798 7 . 22 % 32 , 910 21336 30, 574 7 . 10% EMERGENCY MANAGEMENT 990 7 983 0 . 66 % 21540 31 21509 1 . 20 % FACILITIES & GROUNDS 27 , 731 11528 261203 5 . 51% 85 , 685 51272 80, 413 6 . 15 % COMMUNITY SERVICES 47 , 254 3 , 578 43 , 676 7 . 57 % 66 , 645 4, 491 621154 6 . 74 % PARKS & TRAILS 57, 615 815 56 , 800 1 . 41 % 45 , 043 6, 596 38, 447 14 . 64% JUVENILE COURT SERVICES 8 , 006 558 71448 6 . 96 % 81570 784 7, 786 9 . 15 % PROSECUTOR 6 , 691 500 61191 7 . 47 % 7, 127 501 6 , 626 7 . 02 % CORONER 14, 250 1, 174 13 , 076 8 . 24% 50, 891 11223 491668 2 . 40 % SHERIFFADMIN 11202 , 975 521116 1/ 150/ 859 4 . 33 % 1 , 354, 357 72 , 819 1; 281; 538 5 . 38 % MOTOR POOL 50, 829 768 50, 061 1 . 51 % 0 0 0 0% Total 001 GENERAL FUND 11446, 304 63, 208 1/ 3837096 4 . 37% 11655 , 858 96, 701 11559 , 157 5 . 84% SHERIFF ' S BOATING PROGRAM 0 7 - 7 0 % 0 7 - 7 0 % COMMUNITY SERVICES HEALTH 57 , 077 41382 52 , 695 7 . 68 % 47 , 172 31409 43 , 763 7 . 23 % AMERICAN RESCUE PLAN ACT 0 0 0 0% TOTAL SPECIAL FUNDS 57 , 077 41389 52 , 688 7 . 69% 47, 172 31416 43, 756 7 . 24% Total GENERAL FUND & SPECIAL FUNDS 11503 , 381 67 , 597 11435 , 784 4 . 50 % 11703 , 030 1001117 1, 6021913 5 . 88 % 2022 Expenditures Unexpended % 2022 2023 Expenditures Unexpended % 2023 TOTAL MOTOR POOL EXPENDITURES BY Budget through End of Budget Budget through End of Budget OBJECT CODE Month Authority Month Authority MOTOR POOL SALARIES & BENEFITS 39 , 689 762 38 , 927 1 . 92 % 40 , 275 3 , 066 37, 209 7 . 61 % MOTOR POOL SUPPLIES 80, 150 21807 77 , 343 3 . 50 % 1 54, 050 61698 47, 352 12 . 39 % MOTOR POOL FUEL 245 , 045 21 , 059 223 , 986 8 . 59 % 402 , 000 201645 381 , 355 5 . 14% MOTOR POOL LEASE 226, 180 381550 1871630 17 . 04% 706 , 272 56, 222 650, 050 7 . 96 % MOTOR POOL MAINT- MONTHLY 15 , 730 921 14, 809 5 . 86 % 12 , 000 11017 101983 8 . 47 % MOTOR POOL REPAIRS & MISC . 62 , 100 31190 581910 5 . 14% 70, 075 12 , 149 57 , 926 17 . 34 % MOTOR POOL INSURANCE 20, 170 308 19 , 862 1 . 53 % 16 , 640 322 16, 318 1 . 94 % MOTOR POOL CAPITAL LEASE 406, 717 0 4067717 0 . 00 % 147 , 000 0 147, 000 0 . 00 % MOTOR POOL CAP UPFIT 407 , 600 0 407, 600 0 . 00 % 254, 718 0 2541718 0 . 00% Total GENERAL FUND & HEALTH FUND 11503 , 381 67 , 597 1 11435 , 784 4 . 50 % 11703, 030 1001117 11602, 913 5 . 88 % Unaudited * Benchmark for month is 8 . 33 % 10 _ MASON COUNTY MONTHLY FINANCIAL ® REPORT JANUARY 2023 2022 vs 2023 Special and Other Funds Revenue Comparison Revenue Revenue Fund Fund Name 2022 Budget Collected Uncollected % 2022 2023 Budget Collected Uncollected % 2023 Actual dif 2022 No . Through End Revenue Through End Revenue vs 2023 of Month of Month 103 Sales & Use Tax 866,000 81,766 (784, 234) 9% 963,000 101,708 (861, 292) 11% 19,942 104 Auditor's O & M 140,250 61130 ( 134, 120) 4% 127,250 4, 657 ( 122,593) 4% ( 11474) 105 County Road 20,067,763 562,396 ( 19,505,367) 3% 21,09% 126 325,947 ( 20,773, 179) 2% ( 236,449) 106 Paths & Trails 10, 136 887 (91249) 9% 91707 1,405 (81302) 14% 518 109 Election Equipment Holdings 42, 250 21,950 ( 2%300) 52% 421250 31139 (39, 111) 7% ( 18,811) 110 Crime Victims 41,910 31878 (38,032) 9% 59,010 41232 (54,778) 7% 354 114 Victim Witness Activities 55,683 (55, 683 ) 0% 511191 ( 51, 191) 0% 117 Community Support Services 21772,928 795,769 ( 11977, 159) 29% 21254,928 277,049 ( 1) 977,879) 12% (518,720) 118 Abatement 7,920 20 (71900) 0% 11200 926 ( 274) 77% 906 120 REET & Property Tax Admin 25,600 11874 ( 23,726) 7% 25,750 11526 ( 24, 224) 6% (348) 134 National Forest Safety 211457 ( 21,457) 0% 21, 500 ( 21,500) 0% 135 Trial Court Improvements 22, 652 - (22, 652) 0% 22,684 ( 22, 684) 0% 141 Sheriff's Boating Program 38,800 (38,800) 0% 38,800 (38, 800) 0% 142 Narcotics Investigation Fund 61000 105 (51895) 2% 6,500 93 ( 61407) 1% ( 12) 145 Mason County Clean Water District 190,000 1 ( 189,999) 0% 190,000 626 ( 189,374) 0% 625 150 Community Services Health 21948, 154 550, 662 ( 21397,492) 19% 31349,997 11298, 298 ( 21051, 699) 39% 747,636 155 jAmerican Rescue Plan Act 61484,450 354 ( 61484,096) 0% 22,500 31,434 81934 140% 31,080 160 Law Library 24,900 11590 (23,310) 6% 23, 260 11796 (21,464) 8% 206 163 Lodging Tax ( Hotel/Motel) 500, 500 52,635 (447, 865 ) 11% 600,750 51,817 (548,933) 9% ( 818) 164 Mental Health 1, 243,736 92,671 ( 11151,065) 7% 11414,765 111,445 ( 1,3031320) 8% 18,773 180 Treasurer's M &O Fund 338,700 16,459 (322, 241) 5% 274,062 12, 162 ( 261,900) 4% (41297) 190 Veterans Assistance 141,340 888 ( 140,452) 1% 146,524 1,010 ( 145,514) 1% 122 192 lSkokomlsh Flood Zone 10,020, 250 ( 10,020, 250) 0% 61897, 203 - ( 61897, 203) 0% - 194 Mason Lake Mngmt Dist #2 37, 900 5 (37, 895) 0% 39,990 312 (39,678) 1% 307 195 Spencer Lake Mngmt Dist #3 15,225 1 ( 15,224) 0% 16,036 25 ( 16,011) 0% 25 199 Island Lake Mngmt Dist #1 10,000 2 (91998) 0% 100 84 ( 16) 84% 82 350 REET 1 Capital Improvements 11562,000 110, 602 ( 11451,398) 7% 11866,000 6% 239 ( 11797,761) 4% (42,363 ) 351 REET 2 Capital Improvements 11505,000 110,790 ( 11394, 210) 7% 11813,000 80,866 ( 11732, 134) 4% ( 29,924) 402 Mason County Landfill 51868,714 169, 119 (51699, 595 ) 3% 71216, 147 533,713 ( 61682,434) 7% 364,594 403 IN . Bay / Case Inlet Utility 21404,398 157,627 ( 21246,771) 7% 21337,004 202,589 ( 21134,415) 9% 44,962 411 Rustlewood Sewer & Water 482,257 23,298 (458,959) 5% 576,560 221447 (554, 113) 4% ( 851) 412 Beards Cove Water 332,230 16,341 (315,889) 5% 367,564 25,717 (341,847) 7% 91377 413 Belfair WW & Water Reclamation 11,20% 208 51,754 ( 11, 157,454) 0% 31707,003 44, 866 (31662, 137) 1% ( 61888) 428 Reserve Landfill 700 33 ( 667 ) 5 % 700 11481 781 212% 11449 429 Reserve Beards Cove ULID 10, 800 794 ( 100006) 7% - - 0% (794) 480 Storm Drain System Development 500 - (500) 0% - - 0% - 500 Information Technology Dept 922,819 ( 922,819) 0% 11151,233 ( 11151, 233) 0% - 501 Equipment Rental & Revolving 21836,265 66,335 ( 21769,930) 2% 21812,088r3jE4406400 (21581,058) 8% 1640696 502 Unemployment Fund 73,420 (73,420) 0% 76, 204 (76, 204) 0% - Totals $ 733282,815 $ 23896 ,734 $ (701386, 081 ) 4% $ 59 , 621 , 586 $ ( 56 , 180 ,945) 6% 1 5433906 11114 Unaudited *Benchmark for Month is 8. 3 J : \Financials\2023 Financials\2023 January Financial Report.xlsx 11 MASON COUNTY MONTHLY FINANCIAL REPORT JANUARY 2023 2022 vs 2023 Special and Other Funds Expenditure Comparison Fund Expenditures Expenditures Actual dif 2022 No Fund Name 2022 Budget through End of Unexpended % 2022 2023 Budget through End of Unexpended % 2023 vs 2023 Month Budget Authority Month Budget Authority 103 Sales & Use Tax 660,415 - 660,415 0% 678,711 110, 206 568,505 16% 110, 206 104 Auditor's O & M 108,074 38,725 69,349 36% 1111635 37,602 74,033 34% (11123 ) 105 County Road 23, 638,929 11853,266 21,785, 663 8% 23,793,040 11734,328 22,058,712 7% ( 118, 939) 106 Paths & Trails 21223 21223 0% 21047 21047 0% 109 Election Equipment Holdings 51,781 51,781 0% 51, 642 51, 642 0% 110 Crime Victims 99,426 41994 94,432 5% 106,491 61322 100, 169 6% 11327 114 Victim Witness Activities 55,635 2, 165 53,470 4% 52,740 21162 50,578 4% (4) 117 Community Support Services 21450,242 11310,083 11140, 159 53% 21456,488 290, 234 21166, 254 12% (11019,848) 118 Abatement 54, 296 54, 296 0% 54, 155 54, 155 0% 120 REET & Property Tax Admin 100,589 10,351 90, 238 10% 110,750 13, 550 97, 200 12% 31199 134 National Forest Safety 31,457 31,457 0% 36,500 36, 500 0% - 135 Trial Court Improvements 54,213 54, 213 0% 53,715 53,715 0% 141 Sheriff' s Boating Program 42,533 7 42, 526 0% 42,083 7 42,076 0% - 142 Narcotics Investigation Fund 71669 176 71493 2% 51869 51869 0% ( 176) 145 Mason County Clean Water District 100,000 100,000 0% 190, 153 190, 153 0% 150 Community Services Health 31382,359 368, 589 31013,770 11% 41077,531 305, 161 31772,370 7% (63,428) 155 American Rescue Plan Act 12,584,450 36,263 12, 548, 187 0% 10,0001000 107, 678 91892,322 1% 71,415 160 Law Library 36,307 21120 34, 187 6% 34,856 21297 32,559 7% 177 163 Lodging Tax ( Hotel/Motel ) 772,900 21427 770,473 0% 988,514 - 988,514 0% (21427) 164 Mental Health 1,47%258 421361 11436,897 3% 11464,058 32,478 11431,580 2% (91883) 180 Treasurer's M &O Fund 395, 672 10, 857 384,815 3% 354,062 10, 125 343,937 3% (732) 190 Veterans Assistance 241,340 61428 234,912 3% 252,000 91702 242, 298 4% 31274 192 Skokomish Flood Zone 10, 0371105 - 10,037, 105 0% 61914, 198 - 61914, 198 0% 194 Mason Lake Mngmt Dist #2 107,900 107,900 0% 129,990 129,990 0% 195 Spencer Lake Mngmt Dist #3 22,017 22,017 0% 20, 201 20,201 0% 199 Island Lake Mngmt Dist #1 30,000 30,000 0% 35, 100 35, 100 0% 350 REET 1 Capital Improvements 21101,978 544, 227 11557,751 26% 21101, 804 318, 190 11783, 614 15% (226,037) 351 1 REET 2 Capital Improvements 21041,831 71190 21034, 641 0% 21103,875 61392 21097,483 0% (798) 402 Mason County Landfill 61188,733 331,351 5, 857,382 5% 61760,452 436,505 61323, 947 6% 105, 154 403 N . Bay / Case Inlet Utility 20116,504 67,291 2,04% 213 3% 2, 235, 214 81,517 21153,697 4% 14,226 405 Wastewater System Development - - 0% 0% - 411 Rustlewood Sewer & Water 667,517 18,592 648,925 3% 6771661 27, 634 650,027 4% 91042 412 Beards Cove Water 328,460 71918 320,542 2% 335,427 13, 110 322,317 4% 51192 413 Belfair WW & Water Reclamation 71606,541 93,787 71512,754 1% 71142,083 292,564 6184%519 4% 198,777 428 Reserve Landfill 301,597 - 301,597 0% 300,950 - 300, 950 0% 429 Reserve Beards Cove ULID 4, 508 - 41508 0% - - 0% 480 Storm Drain System Development 571 571 0% - - 0% 500 Information Technology Dept 11031,504 80,548 1 950,956 8% 11174,995 166,837 11008, 158 14% 86, 289 501 Equipment Rental & Revolving 31987,878 149,395 31838,483 4% 3,3451768 148, 823 3, 196,945 4% (572) 502 Unemployment Fund 234,420 17, 385 217,035 7% 276, 204 276, 204 0% ( 17,385 ) Totals $ 83 , 158 , 832 $ 51006 ,496 $ 78, 1523336 6% $ 78 ,4701962 $ 4, 153 ,423 $ 74, 317,539 5% (853 ,073) Unaudited *Benchmark for Month is 8. 33 % J : \Financials\2023 Financials\2023 January Financial Report.xlsx 12