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2023/03/20 - Briefing Packet
MASON COUNTY COMMISSIONER BRIEFING INFORMATION FOR THE WEEK OF March 20, 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 March 20, 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, March 20, 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. Housing Authority Board Interview 10:05 A.M. Parks Advisory Board Interview 10:10 A.M. Superior Court—Paddy McGuire 10:15 A.M. Assessor's Office—Patti McLean 10:20 A.M. Support Services—Mark Neary 10:50 A.M. Public Health—Dave Windom 11:05 A.M. Public Works—Loretta Swanson Utilities&Waste Management Commissioner Discussion—as needed Commission meetings are live streamed at hiip://www.masonwebtv.com/and public commented is accepted via email msmith(&masoncountywa.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 03/16/23 at 8:32 AM r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Paddy McGuire Ext.206 Department: Superior Court Briefing: Action Agenda: ❑ Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 20,2023 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: Revision to Memorandum of Understanding with Homes First Background/Executive Summary: Homes First manages a County-owned property for Therapeutic Courts under terms of a Memorandum of Understanding(MOU)and has notified the County that it will raise the management fee by$100 a month from$1,000 to $1,100 effective February 1,2023. This is the first increase since the MOU was signed February 2020. Budget Impact(amount,funding source,budget amendment): A net increase in the cost of management of the property by$1,100 in 2023 which can be absorbed by the Housing Assistance line in Therapeutic Court's budget and not require a budget amendment. Public Outreach(news release, community meeting,etc.): N/A Requested Action: Approval of the amendment to the Memorandum of Understanding with Homes First to raise the management fee by$100 a month from$1,000 to $1,100 effective February 1,2023. Attachments: Memorandum of Understanding Proposed Amendment Homes First aLebRomes b1c cM1n; ina.023 Memarantlum of Understanding 6eMenge Maaon GumYArreln,Re.M[ mrrAelM1enPNkGrel[ A[rarygry,rMRc4me xomas mrl mmrwm..wm. . wnpm mepWoamrma Mou kmammm�.r<.N.mN.mnMrmenrnrxeme.rn,a,m Mamn eNlNmlmwuMcrt p0Nuwm menresuomNached':s UdI xreMmna Tlapbw 6mmolMkpanneeNlp yrkr MC![gnkyanvmaeN¢NryvrblAly themoth the pmM9nd wnomba:gwrinxlmmlry. luvgr�nuMbnmpucerprtep)m Npjpepklntleleme, OONFImt I. 4mW[yy NP homm"oonnlfwMnfmm xvnu WM1 WUNngmn I le meow My vYNgeldomme of It ben aWree Note orm4n VeMrns':rM vmYg prM4Jby Me Moen Uunay Velerrn Memnpmpm M amenbmemm Nkyyeenu:r Im4oNIn1mJbaMrLnpeeJWkMenaEaa:q,ryNrep We lureado m et pwlLL:ge M6R'poa:e. 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CNId CPA Homes Elect jowl, 5303 Lacey BIM 5E, SEE. A, oo . 0 FIRST Iacey, WA 99503 1360.3360330 I Homesfim.org Norember3jamay Mason UuntyThenpeurc Wm[s 1HSOR Shehhammk N0 OearMR[, This Mond 6 to Mwm ywthat krone Flrsr will be string your rent stetting Rbury 1, t0E3. As You road, msR are Increasing for everyone,and Hpnn First r no exception.we MII mminueto deep rents as low as we pmidy can;howxvn,one need to raise reMa In an study be make up some of me Increase in wets her m. Attached SMe MOU Ai¢entlment Indicating the Incomes. Hang rMew,sign and return to our alfae.We will also and return a rape to your her your puss. We demal your entertainment, If you cram any memory, press let us know. Sherman, PPhope gelm Oy M®rocou wne Manager EnrolWf36Wi¢Frt]or Email: Mmes®M1omesllrs n Err: 1. MOU amendment 3. WE coal �cal �'^ __ �, Momoilnt jifip 5203 LaceyMM SE, Ste. A xo . er FIRS ] Lacey, WA W503 13W23"920 I HamesFlrstog Memorandum of Understanding Amendment p.mmrv+amea,: an S 7th St. Shelton, WA 985M mu Memomodom olunaersunalrxlMo0l mnendmenl made amemaale IS that brain on bablieneldwly hart as prunarty awnyar: lmmea Hm Proyrty alanraerA m ; on le[re and 54 amer A LOW WA 98503 TenanUsl: Masan County ThalaWlln Gourdr Tm nt madbx Aaentt: an SM St. Shelton, WA NI M par om mn that[unbM MOU beeveen the pmpMy Manyer am me Temnlsl Is ambled as blown: For the penpa be9immp Ovid rom the Rnaminl Shot be rcxmndw For 1,100 per that In 8=m n¢FOUR lore terms am cadwons of the Form India aOawl.Jy and mmem to the Inclusion or the aloramemmwa nrdsorye Imn Ne I a®eerr.„c Anv m.yas made are lyslra binelnp Stan ,prm,m of both somas. mpem M.mwwsenawr<: f pmtxa_me: padho npwye Laos: 11121=22 Tenam slamwa. _ _ - phnxame. Mason County Thmaprmoeoulm Lax: 11012022 r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Patti McLean Ext.498 Department: Assessor's Office Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 20,2023 Agenda Date: March 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• Senior Appraiser Analyst Position Addition Background/Executive Summary: This position is being requested as an additional position in the Assessor's Office. Currently,there are two Appraiser Analyst positions; however,one is more of a lead position as they are tasked with supervising and training all appraisers along with review of their work. That position also creates the reval plan and monitor work to ensure it is done in a timely manner. This position also requires different training from the Department of Revenue regarding annual updates. Budget Impact(amount, funding source,budget amendment): None Public Outreach(news release, community meeting,etc.): N/A Requested Action: Approval of the additional Senior Appraiser Analyst position within the Assessor's Office. Attachments: Job Description Mason County Classification Description 1 Senior/ Lead Sales Analyst Date : March 8 , 2023 Title : Senior/ Lead Analyst Department : Assessor' s Office Reports to : Assessor/Chief Deputy Summary : Performs supervision of residential , commercial , and industrial appraisers . Incumbents perform higher level technical appraisal work to establish fair and equitable market value using methods prescribed by the appraisal profession including Mass Appraisal modeling . SPECIFIC DUTIES : Provides supervision , administrative direction and necessary co- ordination for all personnel appraising real and personal property . Review of appraisal assignments completed by an appraiser in a lower classification . Assists in training and guiding other appraiser and trainees in their work . Assists the Assessor in determining the best re- evaluation schedule with consideration given to manpower , budget limitations , parcel count and physical size of area . Coordinates efforts of all field appraisal teams between re -evaluation schedules and other work necessary to assure new construction , remodels , etc . , are timely placed on assessment rolls . Coordinates activities of the appraisal section with other sections within the Assessor' s Office . Assists in the establishment of a schedule for forwarding re-evaluation notices to insure property owner awareness . Responsible for Mass Appraisal of properties that may include Residential and Commercial . Develops valuation data and rates (through computer application ) to be used in conjunction with the re -evaluation cycles . Selects and applies any combination of complex appraisal techniques applicable and necessary to the accuracy and defensible determination of property values . Provides technical assistance to resolve complex or unusual appraisal problems . Mason County Classification Description 2 Senior/ Lead Sales Analyst Provides guidelines and assistance in preparation of appeals to the Board of Equalization or Board of Tax Appeals . In addition , prepares and presents evidence of fair market value for hearings before the Board of Equalization ( BOE ) and State Board of Tax Appeals and may attend hearings to present data documenting the appraisal process . Serves as an expert witness on appeal/appraisal matters . Collects , analyzes income/expense data and uses this market-driven data to determine income capitalization rates . Assists with the research and analysis of sales . Assists and participates in developing appraisal procedures , organizing , and completing special appraisal projects . Develops , tests , and implements Mass Appraisal Models . Maintains a continuous training program for upgrading appraisal personnel qualifications and capabilities . Works with property owners on a one - on - one basis to explain appraisal methods and procedures . Discusses and reviews work accomplished by employees . Will assist in appraising the current cycle and new construction . Takes charge of office staff in the absence of both the Assessor and Chief Deputy , Other Job Functions : May perform any of the duties of the Appraiser Trainee , Appraiser , & Senior Appraiser . Performs related duties as required Qualifications . Knowledge of: • Real estate appraisal principles , procedures , laws and regulations . • County building codes , regulations , ordinances , and zoning codes . Current computer assisted mass appraisal ( CAMA) systems and current office software programs . • Principles and methodologies of statistical analysis . Mason County Classification Description 3 Senior/ Lead Sales Analyst • Accounting and auditing practices and procedures relative to commercial , industrial , statistical , and /or personal property appraisal . • Customer service techniques . Must have the ability to : • Use independent judgement and effective decision - making in the application of a wide variety of laws , policies , and procedures and in effective problem - solving . • Read , understand and apply appraisal principles and techniques applicable to the work assignment . • Prepare and present written or verbal evidence of fair market value when disputed . • Read , communicate , and understand legal descriptions and appraisal manuals . • Understand and follow written and verbal instructions . • Apply basic mathematical skills and make accurate mathematical calculations . • Prepare and submit technical reports . • Effectively coordinate , perform , and complete multiple duties and assignments concurrently and in a timely manner . • Operate a personal computer and office software . • Use tools and equipment required to perform the job functions . • Use digital imaging devices , field tablets , including a camera & scanner . • Select appraisal methods and techniques best suited to particular property and conditions . • Effectively communicate , both orally and in writing . • Meet the physical requirements of the position . • Maintain regular , punctual attendance during scheduled work hours at assigned worksite . Mason County Classification Description 4 Senior/ Lead Sales Analyst Education and Experience : Must possess the following licenses or certificates and have attended and /or successfully passed the following : • High School Diploma or its equivalent Valid Washington State Driver' s License Accreditation Examination , or its equivalent , resulting in certification as a Real Property Appraiser . Fundamentals of the Assessor' s Office IAAO Course 101 ( Fundamentals of Real Property Appraisal ) i IAAO Course 102 ( Income Approach to Valuation 1 ) , or its equivalent IAAO Course 201 (Appraisal of Land ) , or its equivalent • IAAO Course 300 ( Fundamentals of Mass Appraisal ) , or its equivalent • IAAO Course 650 — 162 Marshal & Swift Cost Approach • Continuing education — 15 hours every 2 years to maintain Accreditation from DOR USPAP COURSE May substitute any combination of experience and education which demonstrates the ability to perform the position . r Mason County Administrator 411 N 5th Street Shelton, WA 98584 (360) 427-9670 ext. 419 Mason County Commissioner Briefing Items from County Administrator March 20, 2023 Specific Items for Review National County Government Month proclamation—Diane Zoren Selection of the official County newspaper—Diane Zoren — Emergency Management Performance Grant E23-206—John Taylor February financial report—Jennifer Beierle Temporary promotion of CSO Brad McQuade—Mary Ransier County Administrator level of authority—Mark Neary CGI Video proposal—Mark Neary Administrator Updates Commissioner Discussion Commissioner calendar updates Proclamation National County Government Month April 2023 WHEREAS,the nation's 3,069 counties serving more than 330 million Americans provide essential services to create healthy, safe, and vibrant communities; and, WHEREAS,counties fulfill a vast range of responsibilities and deliver services that touch nearly every aspect of our residents' lives such as providing health services, administering justice, keeping communities safe, fostering economic opportunities, and so much more; and, WHEREAS, Mason County and all counties take pride in our responsibility to protect and enhance the health, wellbeing, and safety of our residents in efficient and cost-effective ways; and, WHEREAS, under the leadership of National Association of Counties President Denise Winfrey, NACo is demonstrating how "Counties RISE!", demonstrating exemplary Resiliency, Inclusion, Solvency, and Empowerment; and, WHEREAS, each year since 1991 the National Association of Counties has encouraged counties across the country to elevate awareness of county responsibilities,programs, and services; and, NOW,THEREFORE,BE IT RESOLVED,that the Board of Mason County Commissioners hereby proclaims April 2023 as National County Government Month and encourages all county officials, employees, schools, and residents to participate in county government celebration activities. Signed this day of November 22',2022. 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: McKenzie Smith Ext. 589 Department: Support Services Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 20,2023 Agenda Date: March 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• Selecting the Shelton-Mason County Journal as the Official County Newspaper Background/Executive Summary: Per RCW 36.72.075,the County legislative authority,at its first April meeting, shall select a legal newspaper as the official County newspaper for a term of one year. The Shelton-Mason County Journal is the only newspaper published in Mason County that qualifies as a legal newspaper under RCW 65.16.020. Budget Impact(amount, funding source,budget amendment): N/A Public Outreach(news release, community meeting, etc.): N/A Requested Action: Approval of the Resolution selecting the Shelton-Mason County Journal as the official County newspaper for publishing certain legal publications. Attachments: Resolution RESOLUTION NO. Amending Resolution No. 2022-022 Selecting the Official Mason County Newspaper WHEREAS, RCW 36.72.075 requires the County legislative authority to let a contract to a legal newspaper to serve as the official County newspaper for the term of one year; and, WHEREAS, if there is at least one legal newspaper published in the County, the contract shall be let to a legal newspaper published in the County; and, WHEREAS, the Shelton-Mason County Journal is published in Mason County and qualifies as a legal newspaper in accordance with RCW 65.16.020; and, NOW, THEREFORE, BE IT RESOLVED, that the Board of County Commissioners of Mason County hereby declares the Shelton-Mason County Journal as the official County newspaper for furnishing certain legal publications for the period of one year beginning April 1,2023. DATED this 28t`day of March,2023. BOARD OF COUNTY COMMISSIONERS ATTEST: MASON COUNTY,WASHINGTON McKenzie Smith,Clerk of the Board Sharon Trask,Chair APPROVED AS TO FORM: Randy Neatherlin,Vice-Chair Tim Whitehead,Chief Deputy Prosecuting Attorney Kevin Shutty,Commissioner r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: John Taylor Ext. 806 Department: Emergency Management Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 20,2023 Agenda Date: March 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• FY22—Emergency Management Performance Grant(EMPG)Contract No.E23-206 Backuround/Executive Summary: This grant originates from the US Department of Homeland Security to Washington State Military Department to State EMD then to us at the county level.The EMPG grant is a yearly reimbursable grant we have been receiving since 2007. The purpose of EMPG is to assist with the enhancement, sustainment and improvement of state, local,and tribal emergency management programs. This grant will assist with establishing a North Mason Emergency Operations&Training Center to mirror the current Emergency Operations Center,along with mobile communications upgrades for the two EOC's and the mobile communications vehicle. The 2022 amount is$3,274 more than in 2021 ($35,738). We will be receiving$39,012 for the 2022 grant. There is a 50%match to the grant,which comes from the 2022 DEM salaries and supplies budget lines. The grant paperwork has been reviewed by the Mason County Prosecuting Attorney's Office as to form. Budget Impact(amount,funding source,budget amendment): DEM budget revenue of$39,012 for FY 2023 Public Outreach(news release, community meeting,etc.): N/A Requested Action: Approval for the County Administrator to sign the FY22—Emergency Management Performance Grant (EMPG)Contract No.E23-206. Attachments: Contract Washington State Military Department EMERGENCY MANAGEMENT PERFORMANCE GRANT AGREEMENT FACE SHEET 1. Subrecipient Name and Address: 2. Grant Agreement Amount: 3. Grant Agreement Number: Mason County $39,012 E23-206 Division of Emergency Management(DEM) 100 W Public Works Drive Shelton,WA 98584-9714 4. Subrecipient Contact, phone/email: 5. Grant Agreement Start Date: 6. Grant Agreement End Date: Tammi Wright,360-427-9670 x800 June 1, 2022 September 30,2023 tam miw co.mason.wa.us 7. Department Contact, phone/email: 8. Unique Entity Identifier(UEI): 9. UBI#(state revenue): Christopher Burd,253-512-7482 SNAXPBGW4VR4 232-002-101 christopher.burd@mil.wa.gov 10. Funding Authority: Washington State Military Department(the"DEPARTMENT")and the U.S. Department of Homeland Security (DHS) 11. Federal Award ID#(FAIN): 12. Federal Award Date: 13.Assistance Listings#&Title: EMS-2022-EP-00006-S01 08123/2022 97.042 22EMPG 14. Total Federal Amount: 15. Program Index#&OBXSUB-OBJ: 16. EIN: $8,625,483 723PT NZ 91-6001364 17. Service Districts: 18. Service Area by County(ies): 19.Women/Minority-Owned, State (BY LEGISLATIVE DISTRICT): 35 Mason Certified: IS NIA ❑ NO (BY CONGRESSIONAL DISTRICT): 6, 10 ❑ YES, OMWBE# 20.Agreement Classification: 21. Contract Type (check all that apply): ❑ Personal Services ❑ Client Services © Pub€ic/Local Gov't ❑ Contract 0 Grant 0 Agreement ❑ Research/Development ❑ A/E ❑ Other ❑ Intergovernmental(RCW 39.34) ❑ Interagency 22. Subrecipient Selection Process: 23. Subrecipient Type(check all that apply): Z "To all who apply&qualify" ❑ Competitive Bidding ❑ Private Organization/Individual ❑ For-Profit ❑ Sole Source ❑ AIE RCW ❑ NIA © Public Organization/Jurisdiction ❑ Non-Profit ❑ Filed w10FM? ❑ Advertised? ❑ YES ❑ NO ❑ CONTRACTOR 0 SUBRECIPIENT ❑ OTHER 24, PURPOSE& DESCRIPTION: The purpose of the Fiscal Year(FY) 2022 Emergency Management Performance Grant (22EMPG) program is to provide U.S. Department of Homeland Security (DHS)1Federal Emergency Management Agency (FEMA) Federal award funds to states to assist state, local, territorial, and tribal governments in preparing for all hazards through sustainment and enhancement of those programs as described in the Work Plan. The Department is the Recipient and Pass-through Entity of the 22EMPG DHS Award Letter for Grant No.EMS-2022-EP-00006- S01 ("Grant"),which is incorporated in and attached hereto as Attachment C and has made a subaward of Federal award funds to the Subrecipient pursuant to this Agreement. The Subrecipient is accountable to the Department for use of Federal award funds provided under this Agreement and the associated matching funds. IN WITNESS WHEREOF,the Department and Subrecipient acknowledge and accept the terms of this Agreement, including all referenced Attachments which are hereby incorporated in and made a part hereof, and have executed this Agreement as of the date below. This Agreement Face Sheet;Special Terms&Conditions(Attachment A); General Terms and Conditions(Attachment B);22EMPG Award Letter EMS-2022-EP-00006-S01 (Attachment C); Work Plan (Attachment D); Timeline (Attachment E); Budget (Attachment F); and all other documents expressly referenced and incorporated herein contain all the terms and conditions agreed upon by the parties and govern the rights and obligations of the parties to this Agreement. 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. In the event of an inconsistency in this Agreement, unless otherwise provided herein, the inconsistency shall be resolved by giving precedence in the following order: 1. Applicable Federal and State Statutes and Regulations 4. Special Terms and Conditions 2. DHS/FEMA Award and program documents 5. General Terms and Conditions, and, 3. Work Plan,Timeline,and Budget 6. Other provisions of the Agreement incorporated by reference WHEREAS, the parties hereto have executed this Agreement on the day and year last specified below. FOR THE DEPARTMENT: FOR THE SUBRECIPIENT: Signature Date Signature Date Regan Anne Hesse, Chief Financial Officer Mark Neary, County Administrator Washington State Military Department Mason County BOILERPLATE APPROVED AS TO FORM: APPROVED AS TO FORM (if applicable): Dierk Meierbachtol August 1, 2022 �� 3IL_ Assistant Attorney General Signature Da e DHS-FEMA-EMPG-FY22 Page 1 of 40 Mason County DEM, E23-206 Attachment A SPECIAL TERMS AND CONDITIONS ARTICLE I. KEY PERSONNEL The individuals listed below shall be considered key personnel for point of contact under this Agreement. Any substitution of key personnel by either party shall be made by written notification to the current key personnel. SUBRECIPIENT DEPARTMENT Name Tammi Wright Name I Christopher Burd Title Senior EM Planner Title Program Coordinator Email tam miw co.mason.wa.us Email christopher.burd@mil.wa.gov Phone 360-427-9670 x800 Phone 253-512-7482 Name John M. Taylor Name Courtney Bemus Title Emergency Management, Parks & Title Program Assistant Recreations Manager Email jtaylor@masoncountywa.gov Email courtney.bemus@mil.wa.gov Phone 360-427-9670 x806 Phone 263.512-7141 Name Diane Zoren Name Sierra Wardell Title Central Services Manager Title Financial Operations Section-Manager Email dlz@co.mason.wa.us Email sierra.wardell@mil.wa.gov Phone 360-427-9670 x747 Phone 263-512-7121 ARTICLE II. ADMINISTRATIVE AND/OR FINANCIAL REQUIREMENTS The Subrecipient shall comply with all applicable state and federal laws, rules, regulations, requirements and program guidance identified or referenced in this Agreement and the informational documents published by DHS/FEMA applicable to the 22EMPG Program, including, but not limited to, all criteria, restrictions, and requirements of The Department of Homeland Security (DHS) Notice of Funding Opportunity (NOFO) Fiscal Year (FY) 2022 Emergency Management Performance Grant (EMPG) document, the FEMA Preparedness Grants Manual document, Version 3, May 2022 (the Manual), the DHS Award Letter for the Grant, and the federal regulations commonly applicable to DHS/FEMA grants, all of which are incorporated herein by reference. The DNS Award Letter is incorporated in this Agreement as Attachment C. The Subrecipient acknowledges that since this Agreement involves federal award funding, the performance period may begin prior to the availability of appropriated federal funds. The Subrecipient agrees that it will not hold the Department, the state of Washington, or the United States liable for any damages, claim for reimbursement, or any type of payment whatsoever for services performed under this Agreement prior to distribution of appropriated federal funds, or if federal funds are not appropriated or in a particular amount. A. STATE AND FEDERAL REQUIREMENTS FOR DHS/FEMA PREPAREDNESS GRANTS: The following requirements apply to all DHS/FEMA Preparedness Grants administered by the Department. 1. SUBAWARDS &CONTRACTS BY SUBRECIPIENT a. The Subrecipient must make a case-by-case determination whether each agreement it makes for the disbursement of 22EMPG funds received under this Agreement casts the party receiving the funds in the role of a subrecipient or contractor in accordance with 2 CFR 200.331. b. If the Subrecipient becomes a pass-through entity by making a subaward to a non-federal entity as its subrecipient: i. The Subrecipient must comply with all federal laws and regulations applicable to pass-through entities of 22EMPG funds, including, but not limited to, those contained in 2 CFR 200. ii. The Subrecipient shall require its subrecipient(s) to comply with all applicable state and federal laws, rules, regulations, requirements, and program guidance identified or referenced in this Agreement and the informational documents published by DHS/FEMA applicable to the 22EMPG Program, including, but not DHS-FEMA-EMPG-FY22 Page 2 of 40 Mason County DEM, E23-206 limited to, all criteria, restrictions, and requirements of The Department of Homeland Security (DHS) Notice of Funding Opportunity (NOFO) Fiscal Year (FY) 2022 Emergency Management Performance Grant(EMPG) document, the Manual, the DHS Award Letter for the Grant in Attachment C, and the federal regulations commonly applicable to DHS/FEMA grants. iii. The Subrecipient shall be responsible to the Department for ensuring that all 22EMPG federal award funds provided to its subrecipients, and associated matching funds, are used in accordance with applicable federal and state statutes and regulations, and the terms and conditions of the federal award set forth in Attachment C of this Agreement. 2. BUDGET, REIMBURSEMENT, AND TIMELINE a. Within the total Grant Agreement Amount,travel, subcontracts, salaries, benefits, printing, equipment, and other goods and services or other budget categories will be reimbursed on an actual cost basis upon completion unless otherwise provided in this Agreement. b. The maximum amount of all reimbursement requests permitted to be submitted under this Agreement, including the final reimbursement request, is limited to and shall not exceed the total Grant Agreement Amount. C. If the Subrecipient chooses to include indirect costs within the Budget (Attachment F), additional documentation is required based on the applicable situation. As described in 2 CFR 200.414 and Appendix VI to 2 CFR 200: i. If the Subrecipient receives direct funding from any Federal agency(ies), documentation of the rate must be submitted to the Department Key Personnel per the following: A. More than $35 million, the approved indirect cost rate agreement negotiated with its federal cognizant agency. B. Less than $35 million, the indirect cost proposal developed in accordance with Appendix VII of 2 CFR 200 requirements. ii. If the Subrecipient does not receive direct federal funds (i.e., only receives funds as a subrecipient), the Subrecipient must either elect to charge a de minimis rate of ten percent(10%) or 10% of modified total direct costs or choose to negotiate a higher rate with the Department. If the latter is preferred,the Subrecipient must contact Department Key Personnel for approval steps. d. For travel costs, the Subrecipient shall comply with 2 CFR 200.475 and should consult their internal policies, state rates set pursuant to RCW 43.03.050 and RCW 43.03.060 as now existing or amended, and federal maximum rates set forth at https://www.gsa.gov, and follow the most restrictive. If travel costs exceed set state or federal limits, travel costs shall not be reimbursed without written approval by Department Key Personnel. e. Reimbursement requests will include a properly completed State A-19 Invoice Form and Reimbursement Spreadsheet (in the format provided by the Department) detailing the expenditures for which reimbursement is sought. Reimbursement requests must be submitted to Reimbursements(a)mil.wa.gov no later than the due dates listed within the Timeline (Attachment E). Reimbursement request totals should be commensurate to the time spent processing by the Subrecipient and the Department. f. Receipts and/or backup documentation for any approved items that are authorized under this Agreement must be maintained by the Subrecipient consistent with record retention requirements of this Agreement and be made available upon request by the Department and auditors. g. The Subrecipient must request prior written approval from Department Key Personnel to waive or extend a due date in the Timeline (Attachment E). For waived or extended DHS-FEMA-EMPG-FY22 Page 3 of 40 Mason County DEM, E23-206 reimbursement due dates, all allowable costs should be submitted on the next scheduled reimbursement due date contained in the Timeline. Waiving or missing deadlines serves as an indicator for assessing an agency's level of risk of noncompliance with the regulations, requirements, and the terms and conditions of the Agreement and may increase required monitoring activities.Any request for a waiver or extension of a due date in the Timeline will be treated as a request for Amendment of the Agreement. This request must be submitted to the Department Key Personnel sufficiently in advance of the due date to provide adequate time for Department review and consideration and may be granted or denied within the Department's sole discretion. h. All work under this Agreement must end on or before the Grant Agreement End Date, and the final reimbursement request must be submitted to the Department within forty-five (45) days after the Grant Agreement End Date, except as otherwise authorized by either (1) written amendment of this Agreement or(2)written notification from the Department to the Subrecipient to provide additional time for completion of the Subrecipient's project(s). i. No costs for purchases of equipment/supplies will be reimbursed until the related equipment/supplies have been received by the Subrecipient, its contractor, or any non- federal entity to which the Subrecipient makes a subaward and is invoiced by the vendor. j. Failure to submit timely, accurate, and complete reports and reimbursement requests as required by this Agreement (including, but not limited to, those reports in the Timeline)will prohibit the Subrecipient from being reimbursed until such reports and reimbursement requests are submitted and the Department has had reasonable time to conduct its review. k. Final reimbursement requests will not be approved for payment until the Subrecipient is current with all reporting requirements contained in this Agreement. I. A written amendment will be required if the Subrecipient expects cumulative transfers to approved, direct budget categories, as identified in the Budget (Attachment F), to exceed ten percent(10%)of the Grant Agreement Amount.Any changes to budget category totals not in compliance with this paragraph will not be reimbursed without approval from the Department. M. Subrecipients shall only use federal award funds under this Agreement to supplement existing funds and will not use them to replace(supplant) non-federal funds that have been budgeted for the same purpose. The Subrecipient may be required to demonstrate and document that a reduction in non-federal resources occurred for reasons other than the receipt or expected receipt of federal funds. 3. REPORTING a. With each reimbursement request, the Subrecipient shall report how the expenditures, for which reimbursement is sought, relate to the Work Plan (Attachment D) activities in the format provided by the Department. b. With the final reimbursement request,the Subrecipient shall submit to the Department Key Personnel a final report describing all completed activities under this Agreement. C. The Subrecipient shall comply with the Federal Funding Accountability and Transparency Act (FFATA)and related OMB Guidance consistent with Public Law 109-282 as amended by section 6202(a) of Public Law 110-252 (see 31 U.S.C. 6101 note) and complete and return to the Department an Audit Certification/FFATA Form. This form is required to be completed once per calendar year, per Subrecipient, and not per agreement. The Department's Contracts Office will request the Subrecipient submit an updated form at the beginning of each calendar year in which the Subrecipient has an active agreement. 4. EQUIPMENT AND SUPPLY MANAGEMENT a. The Subrecipient and any non-federal entity to which the Subrecipient makes a subaward shall comply with 2 CFR 200.317 through 200.327, and all Washington State procurement statutes,when procuring any equipment or supplies under this Agreement,2 CFR 200.313 for management of equipment, and 2 CFR 200.314 for management of supplies, to include, but not limited to: DHS-FEMA-EMPG-FY22 Page 4 of 40 Mason County DEM, E23-206 i. Upon successful completion of the terms of this Agreement, all equipment and supplies purchased through this Agreement will be owned by the Subrecipient, or a recognized non-federal entity to which the Subrecipient has made a subaward, for which a contract, Subrecipient grant agreement, or other means of legal transfer of ownership is in place. ii. All equipment, and supplies as applicable, purchased under this Agreement will be recorded and maintained in the Subrecipient's inventory system. iii. Inventory system records shall include: A. Description of the property B. Manufacturer's serial number, or other identification number C. Funding source for the property, including the Federal Award Identification Number (FAIN) (Face Sheet, Box 11) D. Assistance Listings Number (formerly CFDA Number) (Face Sheet, Box 13) E. Who holds the title F. Acquisition date G. Cost of the property and the percentage of federal participation in the cost H. Location, use, and condition of the property at the date the information was reported I. Disposition data including the date of disposal and sale price of the property. iv. The Subrecipient shall take a physical inventory of the equipment, and supplies as applicable, and reconcile the results with the property records at least once every two years. Any differences between quantities determined by the physical inspection and those shown in the records shall be investigated by the Subrecipient to determine the cause of the difference. The Subrecipient shall, in connection with the inventory, verify the existence, current utilization, and continued need for the equipment. V. The Subrecipient shall be responsible for any and all operational and maintenance expenses and for the safe operation of the equipment and supplies including all questions of liability. The Subrecipient shall develop appropriate maintenance schedules and procedures to ensure the equipment, and supplies as applicable, are well maintained and kept in good operating condition. vi. The Subrecipient shall develop a control system to ensure adequate safeguards to prevent loss, damage, and theft of the property.Any loss, damage, or theft shall be investigated, and a report generated and sent to the Department's Key Personnel. vii. The Subrecipient must obtain and maintain all necessary certifications and licenses for the equipment. viii. If the Subrecipient is authorized or required to sell the property, proper sales procedures must be established and followed to ensure the highest possible return. For disposition, if upon termination or at the Grant Agreement End Date, when original or replacement supplies or equipment acquired under a federal award are no longer needed for the original project or program or for other activities currently or previously supported by a federal awarding agency, the Subrecipient must comply with the following procedures: A. For Supplies: If there is a residual inventory of unused supplies exceeding $5,000 in total aggregate value upon termination or completion of the DHS-FEMA-EMPG-FY22 Page 5 of 40 Mason County DEM, E23-206 project or program and the supplies are not needed for any other federal award, the Subrecipient must retain the supplies for use on other activities or sell them, but must, in either case, compensate the federal government for its share. The amount of compensation must be computed in the same manner as for equipment. B. For Equipment: 1) Items with a current per-unit fair-market value of$5,000 or less may be retained, sold,transferred, or otherwise disposed of with no further obligation to the federal awarding agency. 2) Items with a current per-unit fair-market value in excess of $5,000 may be retained or sold. The Subrecipient shall compensate the federal awarding agency in accordance with the requirements of 2 CFR 200.313 (e) (2). ix. Records for equipment shall be retained by the Subrecipient for a period of six years from the date of the disposition, replacement, or transfer. If any litigation, claim, or audit is started before the expiration of the six-year period, the records shall be retained by the Subrecipient until all litigation, claims, or audit findings involving the records have been resolved. b. The Subrecipient shall comply with the Department's Purchase Review Process, which is incorporated by reference and made part of this Agreement. No reimbursement will be provided unless the appropriate approval has been received. C. Allowable equipment categories for the grant program are listed on the Authorized Equipment List (AEL) located on the FEMA website at https://www.fema.gov/-grants/-guidance-tools/authorized-equipment-list. It is important that the Subrecipient and any non-federal entity to which the Subrecipient makes a subaward regard the AEL as an authorized purchasing list identifying items allowed under the specific grant program; the AEL includes items that may not be categorized as equipment according to the federal, state, local, and tribal definitions of equipment. The Subrecipient is solely responsible for ensuring and documenting purchased items under this Agreement are authorized as allowed items by the AEL at time of purchase. If the item is not identified on the AEL as allowable under the grant program, the Subrecipient must contact the Department Key Personnel for assistance in seeking FEMA approval prior to acquisition. d. Unless expressly provided otherwise, all equipment must meet all mandatory regulatory and/or DHS/FEMA adopted standards to be eligible for purchase using federal award funds. e. If funding is allocated to emergency communications, the Subrecipient must ensure that all projects comply with SAFECOM Guidance on Emergency Communications Grants, located at hips://www.cisa.gov/safecom/funding, ensuring the investments are compatible, interoperable, resilient, and support national goals and objectives for improving emergency communications. f. Effective August 13, 2020, FEMA recipients and subrecipients, as well as their contractors and subcontractors, may not obligate or expend any FEMA award funds to: i. Procure or obtain any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology of any system; ii. Enter into, extend, or renew a contract to procure or obtain any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology of any system; or DHS-FEMA-EMPG-FY22 Page 6 of 40 Mason County DEM, E23-206 iii. Enter into, extend, or renew contracts with entities that use covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. This prohibition regarding certain telecommunications and video surveillance services or equipment is mandated by section 889 of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (FY 2019 NDAA), Pub. L. No. 115-232 (2018). Recipients and subrecipients may use DHS/FEMA grant funding to procure replacement equipment and services impacted by this prohibition, provided the costs are otherwise consistent with the requirements of the Manual and applicable NOFO. Per subsections 889(f)(2)-(3) of the FY 2019 NDAA, and 2 CFR 200.216, covered telecommunications equipment or services means: iv. Telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities); V. For the purpose of public safety, security of government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities); vi. Telecommunications or video surveillance services provided by such entities or using such equipment; or vii. Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the government of a covered foreign country. g. The Subrecipient must pass through equipment and supply management requirements that meet or exceed the requirements outlined above to any non-federal entity to which the Subrecipient makes a subaward under this Agreement. 5. ENVIRONMENTAL AND HISTORICAL PRESERVATION a. The Subrecipient shall ensure full compliance with the DHS/FEMA Environmental Planning and Historic Preservation (EHP) program. EHP program information can be found at hftps://www.fema.gov/qrants/guidance-tools/environmental-historic all of which are incorporated in and made a part of this Agreement. b. Projects that have historical impacts or the potential to impact the environment, including, but not limited to, construction of communication towers; modification or renovation of existing buildings, structures and facilities; or new construction including replacement of facilities, must participate in the DHS/FEMA EHP review process prior to initiation. Modification of existing buildings, including minimally invasive improvements such as attaching monitors to interior walls, and training or exercises occurring outside in areas not considered previously disturbed, also require a DHS/FEMA EHP review before project initiation. C. The EHP review process involves the submission of a detailed project description that includes the entire scope of work, including any alternatives that may be under consideration, along with supporting documentation so FEMA may determine whether the proposed project has the potential to impact environmental resources and/or historic properties. d. The Subrecipient agrees that to receive any federal preparedness funding, all EHP compliance requirements outlined in applicable guidance must be met. The EHP review process must be completed and FEMA approval received by the Subrecipient before any work is started for which reimbursement will be later requested. Expenditures for DHS-FEMA-EMPG-FY22 Page 7 of 40 Mason County DEM, E23-206 projects started before completion of the EHP review process and receipt of approval by the Subrecipient will not be reimbursed. 6. PROCUREMENT a. The Subrecipient shall comply with all procurement requirements of 2 CFR Part 200.317 through 200.327 and as specified in the General Terms and Conditions (Attachment B, A.10). b. For all sole source contracts expected to exceed $250,000, the Subrecipient must submit to the Department for pre-procurement review and approval the procurement documents, such as requests for proposals, invitations for bids and independent cost estimates. This requirement must be passed on to any non-federal entity to which the Subrecipient makes a subaward, at which point the Subrecipient will be responsible for reviewing and approving sole source justifications of any non-federal entity to which the Subrecipient makes a subaward. 7. SUBRECIPIENT MONITORING a. The Department will monitor the activities of the Subrecipient from award to closeout. The goal of the Department's monitoring activities will be to ensure that agencies receiving federal pass-through funds are in compliance with this Agreement,federal and state audit requirements, federal grant guidance, and applicable federal and state financial regulations, as well as 2 CFR Part 200 Subpart F. b. To document compliance with 2 CFR Part 200 Subpart F requirements, the Subrecipient shall complete and return to the Department an Audit Certification/FFATA form. This form is required to be completed once per calendar year, per Subrecipient, and not per agreement. The Department's Contracts Office will request the Subrecipient submit an updated form at the beginning of each calendar year in which the Subrecipient has an active agreement. C. Monitoring activities may include, but are not limited to: viii. Review of financial and performance reports ix. Monitoring and documenting the completion of Agreement deliverables X. Documentation of phone calls, meetings (e.g. agendas, sign-in sheets, meeting minutes), a-mails and correspondence A. Review of reimbursement requests and supporting documentation to ensure allowability and consistency with Agreement work plan, budget, and federal requirements xii. Observation and documentation of Agreement related activities, such as exercises, training, events, and equipment demonstrations Ail. On-site visits to review equipment records and inventories, to verify source documentation for reimbursement requests and performance reports, and to verify completion of deliverables. d. The Subrecipient is required to meet or exceed the monitoring activities, as outlined above, for any non-federal entity to which the Subrecipient makes a subaward as a pass- through entity under this Agreement. e. Compliance will be monitored throughout the performance period to assess risk. Concerns will be addressed through a Corrective Action Plan. 8. LIMITED ENGLISH PROFICIENCY(CIVIL RIGHTS ACT OF 1964 TITLE VI) a. The Subrecipient must comply with the Title VI of the Civil Rights Act of 1964 (Title VI) prohibition against discrimination on the basis of national origin, which requires that subrecipients of federal financial assistance take reasonable steps to provide meaningful access to persons with limited English proficiency (LEP) to their programs and services. Providing meaningful access for persons with LEP may entail providing language assistance services, including oral interpretation and written translation. Executive Order DHS-FEMA-EMPG-FY22 Page 8 of 40 Mason County DEM, E23-206 13166, Improving Access to Services for Persons with Limited English Proficiency(August 11, 2000), requires federal agencies to issue guidance to recipients, assisting such organizations and entities in understanding their language access obligations. DHS published the required recipient guidance in April 2011, DHS Guidance to Federal Financial Assistance Recipients Regarding Title VI Prohibition Against National Origin Discrimination Affecting Limited English Proficient Persons, 76 Fed. Reg. 21755-21768, (April 18, 2011). The Guidance provides helpful information such as how a recipient can determine the extent of its obligation to provide language services, selecting language services, and elements of an effective plan on language assistance for LEP persons. For additional assistance and information regarding language access obligations, please refer to the DHS Recipient Guidance at https://www.dhs.gov/guidance-published-help- department-supported-organizations-provide-meaningful-access-people-limited and additional resources on httns://www.lep.gov. 9. NIMS COMPLIANCE a. The National Incident Management System (NIMS) identifies concepts and principles that answer how to manage emergencies from preparedness to recovery regardless of their cause, size, location, or complexity. NIMS provides a consistent, nationwide approach and vocabulary for multiple agencies or jurisdictions to work together to build, sustain, and deliver the core capabilities needed to achieve a secure and resilient nation. b. Consistent implementation of NIMS provides a solid foundation across jurisdictions and disciplines to ensure effective and integrated preparedness, planning, and response. NIMS empowers the components of the National Preparedness System, a requirement of Presidential Policy Directive 8, to guide activities within the public and private sector and describes the planning, organizational activities, equipping, training, and exercising needed to build and sustain the core capabilities in support of the National Preparedness Goal. C. In order to receive federal preparedness funding from the Department, the Subrecipient must achieve,or be activelyworking to achieve, all of the NIMS Implementation Objectives located at https://www.fema.gov/emergency-managers/nims/implementation-training. B. EMPG PROGRAM SPECIFIC REQUIREMENTS The Department receives EMPG funding from DHS/FEMA, to assist state, local, and tribal governments to enhance and sustain all-hazards emergency management capabilities as authorized by Robert T. Stafford Disaster Relief and Emergency Assistance Act, as amended (42 U.S.C. §§ 5121 et seq.) and Section 662 of the Post Katrina Emergency Management Act(6 U.S.C. § 762). A portion of the grant program is passed through to local jurisdictions and tribes with emergency management programs to supplement their local/tribal operating budgets to help sustain and enhance emergency management capabilities pursuant to Washington Administrative Code (WAC) 118-09. a. The Subrecipient shall use the EMPG funds authorized under this Agreement only to perform tasks as described in the Work Plan of the Subrecipient's application for funding, as approved by the Department and incorporated into this Agreement. b. Funding may not be used to replace or supplant existing local or tribal government funding of emergency management programs. C. The Subrecipient shall provide a fifty percent cash match of non-federal origin. The Federal share applied toward the EMPG budget shall not exceed fifty percent of the total budget as submitted and approved in the application and documented in the Budget(Attachment F). To meet matching requirements, the Subrecipient's cash matching contributions must be verifiable, reasonable, allowable, allocable, and necessary under the grant program and must comply with all Federal requirements and regulations, including, but not limited to, 2 CFR Part 200. An appropriate mechanism must be in place to capture, track, and document matching funds. In the final report, the Subrecipient shall identify how the match was met and documented. DHS-FEMA-EMPG-FY22 Page 9 of 40 Mason County DEM, E23-206 d. The Subrecipient shall participate in the State's annual Stakeholder Preparedness Review(SPR), Threat and Hazard Identification and Risk Assessment (THIRA), core capabilities assessments, and data calls. Non-participation may result in withholding of funding under future grant years. e. Subrecipients shall participate in the State's annual Integrated Preparedness Planning Workshop (IPPW). Non-participation may result in withholding of funding under future grant years. f. If funding is allocated to non-DHS FEMA training, the Subrecipient must request prior written approval from the Department Key Personnel before attending the training. The Department will coordinate approval with the State Training Point of Contact. Pursuant to DHS/FEMA Grant Programs Directorate Information Bulletin No. 432, Review and Approval Requirements for Training Courses Funded Through Preparedness Grants, https://www.fema-gov/sites/default/files/2020- 04/Training Course Review and Approval IB Final 7 19 18 pdf, the training must fall within the FEMA mission scope and be in alignment with the Subrecipient's Emergency Operations Plan. This requirement only applies to training courses and does not include attendance at conferences. Furthermore, additional federal approvals are required for courses that relate to Countering Violent Extremism prior to attendance. g. All personnel funded in any part through federal award or matching funds under this Agreement shall complete and record proof of completion of: i. NIMS training requirements outlined in the NIMS Training Program located at https://www.fema.gov/emergency-managers/nims/implementation-training (to include ICS- 100, ICS-200, IS-700, and IS-800 for most personnel) and ii. Either (1) the FEMA Professional Development Series IS-120, IS-230, IS-235, IS-240, IS- 241, IS-242, and IS-244, or (2)the National Emergency Management Basic Academy. The Subrecipient will report training course completion by individual personnel along with the final report. h. In conjunction with the final report, the Subrecipient shall submit a separate report detailing how the EMPG Training requirements were met for all personnel funded by federal or matching funds under this Agreement. C. DHS TERMS AND CONDITIONS As a Subrecipient of 22EMPG funding, the Subrecipient shall comply with all applicable DHS terms and conditions of the 22EMPG Award Letter and its incorporated documents for the Grant, which are incorporated and made a part of this Agreement as Attachment C. DHS-FEMA-EMPG-FY22 Page 10 of 40 Mason County DEM, E23-206 Attachment B Washington State Military Department GENERAL TERMS AND CONDITIONS Department of Homeland Security (DHS)/ Federal Emergency Management Agency (FEMA) Grants A.1 DEFINITIONS As used throughout this Agreement, the terms will have the same meaning as defined in 2 CFR 200 Subpart A (which is incorporated herein by reference), except as otherwise set forth below: a. "Agreement" means this Grant Agreement. b. "Department" means the Washington State Military Department, as a state agency, any division, section, office, unit or other entity of the Department, or any of the officers or other officials lawfully representing that Department. The Department is a recipient of a federal award directly from a federal awarding agency and is the pass-through entity making a subaward to a Subrecipient under this Agreement. G. "Investment" means the grant application submitted by the Subrecipient describing the project(s) for which federal funding is sought and provided under this this Agreement.Such grant application is hereby incorporated into this Agreement by reference. d. "Monitoring Activities" means all administrative, financial, or other review activities that are conducted to ensure compliance with all state and federal laws, rules, regulations, authorities, and policies. e. "Stakeholders Preparedness Report(SPR)"The SPR is an annual three-step self-assessment of a community's capability levels based on the capability targets identified in the THIRA. f. "Subrecipient"when capitalized is primarily used throughout this Agreement in reference to the non-federal entity identified on the Face Sheet of this Agreement that has received a subaward from the Department. However, the definition of"Subrecipient" is the same as in 2 CFR 200.1 for all other purposes. g. "Threat and Hazard Identification and Risk Assessment(THIRA)" The THIRA is a three-step risk assessment. The THIRA helps communities understand their risks and determine the level of capability they need in order to address those risks. The outputs from this process lay the foundation for determining a community's capability gaps during the SPR process. A.2 ADVANCE PAYMENTS PROHIBITED The Department shall make no payments in advance or in anticipation of goods or services to be provided under this Agreement. Subrecipient shall not invoice the Department in advance of delivery and invoicing of such goods or services. A.3 AMENDMENTS AND MODIFICATIONS The Subrecipient or the Department may request, in writing, an amendment or modification of this Agreement. However, such amendment or modification shall not be binding, take effect or be incorporated herein until made in writing and signed by the authorized representatives of the Department and the Subrecipient. No other understandings or agreements, written or oral, shall be binding on the parties. The Agreement performance period shall only be extended by (1) written notification of DHS/FEMA approval of the Award performance period, followed up with a mutually agreed written amendment, or(2) written notification from the Department to the Subrecipient to provide additional time for completion of the Subrecipient's project(s). A.4 AMERICANS WITH DISABILITIES ACT (ADA) OF 1990 PUBLIC LAW 101-336 42 U.S.C. 12101 ET SEQ. AND ITS IMPLEMENTING REGULATIONS ALSO REFERRED TO AS THE "ADA" 28 CFR Part 35. The Subrecipient 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 telecommunication. DHS-FEMA-EMPG-FY22 Page 11 of40 Mason County DEM, E23-206 A.5 ASSURANCES The Department and Subrecipient agree that all activity pursuant to this Agreement will be in accordance with all the applicable current federal, state and local laws, rules and regulations. A.6 CERTIFICATION REGARDING DEBARMENT, SUSPENSION OR INELIGIBILITY As federal funds are a basis for this Agreement, the Subrecipient certifies that the Subrecipient is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in this Agreement by any federal department or agency. The Subrecipient shall complete, sign, and return a Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion form located at https://mil.wa.gov/requiredgrantforms.Any such form completed by the Subrecipient for this Agreement shall be incorporated into this Agreement by reference. Further, the Subrecipient agrees to comply with all applicable federal regulations concerning the federal debarment and suspension system, including 2 CFR Part 180.The Subrecipient certifies that it will ensure that potential contractors or subrecipients or any of their principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in "covered transactions' by any federal department or agency. "Covered transactions" include procurement contracts for goods or services awarded under a non-procurement transaction (e.g. grant or cooperative agreement) that are expected to equal or exceed $25,000, and subawards to Subrecipients for any amount. With respect to covered transactions, the Subrecipient may comply with this provision by obtaining a certification statement from the potential contractor or subrecipient or by checking the System for Award Management(httpL//sam.gov/SAM/) maintained by the federal government. The Subrecipient also agrees not to enter into any arrangements or contracts with any party on the Washington State Department of Labor and Industries' "Debarred Contractor List' (https://secure.Ini.wa.gov/debarandstrike/ContractorDebarList aspx). The Subrecipient also agrees not to enter into any agreements or contracts for the purchase of goods and services with any party on the Department of Enterprise Services' Debarred Vendor List(https://www.des.wa.gov/services/contracting- purchasing/doing-business-state/vendor-debarment). A.7 CERTIFICATION REGARDING RESTRICTIONS ON LOBBYING As required by 44 CFR Part 18, the Subrecipient hereby certifies that to the best of its knowledge and belief: (1) no federally appropriated funds have been paid or will be paid by or on behalf of the Subrecipient to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement; (2) that if any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Agreement, grant, loan, or cooperative agreement, the Subrecipient will complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions; (3) and that, as applicable, the Subrecipient will require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all Subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into and is a prerequisite for making or entering into this transaction imposed by 31 U.S.C. 1352. A.8 COMPLIANCE WITH APPLICABLE STATUTES RULES AND DEPARTMENT POLICIES The Subrecipient and all its contractors and subrecipients shall comply with, and the Department is not responsible for determining compliance with, any and all applicable federal, state, and local laws, regulations, executive orders, OMB Circulars, and/or policies. This obligation includes, but is not limited to: nondiscrimination laws and/or policies, Energy Policy and Conservation Act(PL 94-163, as amended), the Americans with Disabilities Act (ADA), Age Discrimination Act of 1975, Title VI of the Civil Rights Act of 1964, Civil Rights Act of 1968, the Robert T. Stafford Disaster Relief and Emergency Assistance Act, (PL 93-288, as amended), Ethics in Public Service (RCW 42.52), Covenant Against Contingent Fees (48 CFR Section 52.203-5), Public Records Act (RCW 42.56), Prevailing Wages on Public Works (RCW 39.12), State Environmental Policy Act(RCW 43.21 C), Shoreline Management Act of 1971 (RCW 90.58), DHS-FEMA-EMPG-FY22 Page 12 of 40 Mason County DEM, E23-206 State Building Code (RCW 19.27), Energy Related Building Standards (RCW 19.27A), Provisions in Buildings for Aged and Handicapped Persons (RCW 70.92), and safety and health regulations. In the event of noncompliance or refusal to comply with any applicable law, regulation, executive order, OMB Circular or policy by the Subrecipient, its contractors or subrecipients,the Department may rescind, cancel, or terminate the Agreement in whole or in part in its sole discretion. The Subrecipient is responsible for all costs or liability arising from its failure, and that of its contractors and subrecipients, to comply with applicable laws, regulations, executive orders, OMB Circulars or policies. A.9 CONFLICT OF INTEREST No officer or employee of the Department; no member, officer, or employee of the Subrecipient or its designees or agents; no member of the governing body of the jurisdiction in which the project is undertaken or located; and no other official of the Subrecipient who exercises any functions or responsibilities with respect to the project during his or her tenure, shall have any personal or pecuniary gain or interest, direct or indirect, in any contract, subcontract, or the proceeds thereof, for work to be performed in connection with the project assisted under this Agreement. The Subrecipient shall incorporate, or cause to incorporate, in all such contracts or subawards, a provision prohibiting such interest pursuant to this provision. A.10 CONTRACTING & PROCUREMENT a. The Subrecipient shall use a competitive procurement process in the procurement and award of any contracts with contractors or subcontractors that are entered into under the original agreement award. The procurement process followed shall be in accordance with 2 CFR Part 200.318, General procurement standards, through 200.327, Contract provisions. As required by Appendix II to 2 CFR Part 200, all contracts entered into by the Subrecipient under this Agreement must include the following provisions, as applicable: 1) Contracts for more than the simplified acquisition threshold currently set at$250,000, which is the inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations Council (Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as appropriate. 2) All contracts in excess of$10,000 must address termination for cause and for convenience by the non-federal entity including the manner by which it will be effected and the basis for settlement. 3) Equal Employment Opportunity. Except as otherwise provided under 41 CFR Part 60, all contracts that meet the definition of"federally assisted construction contract" in 41 CFR Part 60-1.3 must include the equal opportunity clause provided under 41 CFR 60-1.4(b), in accordance with Executive Order 11246, "Equal Employment Opportunity' (30 FIR 12319, 12935, 3 CFR Part, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, "Amending Executive Order 11246 Relating to Equal Employment Opportunity," and implementing regulations at 41 CFR part 60, "Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor." 4) Davis-Bacon Act, as amended (40 U.S.C. 3141-3148). When required by Federal program legislation, all prime construction contracts in excess of $2,000 awarded by non-federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. 3141- 3144, and 3146-3148) as supplemented by Department of Labor regulations (29 CFR Part 5, "Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction"). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-federal entity must report all suspected or reported violations to the federal awarding agency. The contracts must also include a provision for compliance with the Copeland "Anti-Kickback" Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part 3, "Contractors and DHS-FEMA-EMPG-FY22 Page 13 of 40 Mason County DEM, E23-206 Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States'). The Act provides that each contractor or Subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-federal entity must report all suspected or reported violations to the federal awarding agency. 5) Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708). Where applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. 3702 and 3704,as supplemented by Department of Labor regulations(29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. 6) Rights to Inventions Made Under a Contract or Agreement. If the federal award meets the definition of"funding agreement' under 37 CFR §401.2 (a) and the recipient or Subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that "funding agreement," the recipient or Subrecipient must comply with the requirements of 37 CFR Part 401, "Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,"and any implementing regulations issued by the awarding agency. 7) Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as amended—Contracts and subgrants of amounts in excess of $150,000 must contain a provision that requires the non-federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act(42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-1387). Violations must be reported to the federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA). 8) Debarment and Suspension (Executive Orders 12549 and 12689)—A contract award (see 2 CFR 180.220) must not be made to parties listed on the government-wide exclusions in the System for Award Management(SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), "Debarment and Suspension." SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. 9) Byrd Anti-Lobbying Amendment(31 U.S.C. 1352)—Contractors that apply or bid for an award exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award. Such disclosures are forwarded from tier to tier up to the non-federal award. 10) Procurement of recovered materials -- As required by 2 CFR 200.323, a non-federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency(EPA) at 40 CFR part DHS-FEMA-EMPG-FY22 Page 14 of 40 Mason County DEM, E23-206 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines. 11) Notice of federal awarding agency requirements and regulations pertaining to reporting. 12) Federal awarding agency requirements and regulations pertaining to copyrights and rights in data. 13) Access by the Department, the Subrecipient, the federal awarding agency, the Comptroller General of the United States, or any of their duly authorized representatives to any books, documents, papers, and records of the contractor which are directly pertinent to that specific contract for the purpose of making audit, examination, excerpts, and transcriptions. 14) Retention of all required records for six (6) years after the Subrecipient has made final payments and all other pending matters are closed. 15) Mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (Pub. L. 94-163, 89 Stat. 871). 16) Pursuant to Executive Order 13858 "Strengthening Buy-American Preferences for Infrastructure Projects," and as appropriate and to the extent consistent with law, the non- Federal entity should, to the greatest extent practicable under a Federal award, provide a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States, as required in 2 CFR Part 200.322, in every contract, subcontract, purchase order, or sub-award that is chargeable against federal financial assistance awards. 17) Per 2 C.F.R. § 200.216, prohibitions regarding certain telecommunications and video surveillance services or equipment is mandated by section 889 of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (FY 2019 NDAA), Pub. L. No. 115- 232 (2018). b. The Department reserves the right to review the Subrecipient's procurement plans and documents and require the Subrecipient to make changes to bring its plans and documents into compliance with the requirements of 2 CFR Part 200.317 through 200.327. The Subrecipient must ensure that its procurement process requires contractors and subcontractors to provide adequate documentation with sufficient detail to support the costs of the project and to allow both the Subrecipient and Department to make a determination on eligibility of project costs. C. All contracting agreements entered into pursuant to this Agreement shall incorporate this Agreement by reference. A.11 DISCLOSURE The use or disclosure by any party of any information concerning the Department for any purpose not directly connected with the administration of the Department's or the Subrecipient's responsibilities with respect to services provided under this Agreement is prohibited except by prior written consent of the Department or as required to comply with the state Public Records Act, other law or court order. A.12 DISPUTES Except as otherwise provided in this Agreement, when a bona fide dispute arises between the parties and it cannot be resolved through discussion and negotiation, either party may request a dispute resolution board to resolve the dispute. A request for a dispute resolution board shall be in writing, state the disputed issues, state the relative positions of the parties, and be sent to all parties. The board shall consist of a representative appointed by the Department, a representative appointed by the Subrecipient and a third party mutually agreed upon by both parties. The determination of the dispute resolution board shall be final and binding on the parties hereto. Each party shall bear the cost for its member of the dispute resolution board and its attorney fees and costs and share equally the cost of the third board member. A.13 LEGAL RELATIONS DHS-FEMA-EMPG-FY22 Page 15 of 40 Mason County DEM, E23-206 It is understood and agreed that this Agreement is solely for the benefit of the parties to the Agreement and gives no right to any other party. No joint venture or partnership is formed as a result of this Agreement. To the extent allowed by law, the Subrecipient, its successors or assigns, will protect, save and hold harmless the Department, the state of Washington, and the United States Government and their authorized agents and employees, from all claims, actions, costs, damages or expenses of any nature whatsoever by reason of the acts or omissions of the Subrecipient, its subcontractors, subrecipients, assigns, agents, contractors, consultants, licensees, invitees, employees or any person whomsoever arising out of or in connection with any acts or activities authorized by this Agreement. To the extent allowed by law, the Subrecipient further agrees to defend the Department and the state of Washington and their authorized agents and employees in any litigation; including payment of any costs or attorneys' fees for any claims or action commenced thereon arising out of or in connection with acts or activities authorized by this Agreement. This obligation shall not include such claims, costs, damages or expenses which may be caused by the sole negligence of the Department; provided, that if the claims or damages are caused by or result from the concurrent negligence of(1)the Department, and (2) the Subrecipient, its agents, or employees, this indemnity provision shall be valid and enforceable only to the extent of the negligence of the Subrecipient, or the Subrecipient's agents or employees. Insofar as the funding source, FEMA is an agency of the Federal government, the following shall apply: 44 CFR 206.9 Non-liability. The Federal government shall not be liable for any claim based upon the exercise or performance of, or the failure to exercise or perform a discretionary function or duty on the part of a federal agency or an employee of the Federal government in carrying out the provisions of the Stafford Act. A.14 LIMITATION OF AUTHORITY—AUTHORIZED SIGNATURE The signatories to this Agreement represent that they have the authority to bind their respective organizations to this Agreement. Only the Department's Authorized Signature representative and the Authorized Signature representative of the Subrecipient or Alternate for the Subrecipient, formally designated in writing, shall have the express, implied, or apparent authority to alter, amend, modify, or waive any clause or condition of this Agreement. Any alteration, amendment, modification, or waiver of any clause or condition of this Agreement is not effective or binding unless made in writing and signed by both parties' Authorized Signature representatives, except as provided for time extensions in Article A.3. Further, only the Authorized Signature representative or Alternate for the Subrecipient shall have signature authority to sign reimbursement requests, time extension requests, amendment and modification requests, requests for changes to projects or work plans, and other requests, certifications and documents authorized by or required under this Agreement. A.15 LOSS OR REDUCTION OF FUNDING 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 or end date, the Department may unilaterally reduce the work plan and budget or unilaterally terminate all or part of the Agreement as a "Termination for Cause" without providing the Subrecipient an opportunity to cure. Alternatively, the parties may renegotiate the terms of this Agreement under "Amendments and Modifications"to comply with new funding limitations and conditions, although the Department has no obligation to do so. A.16 NONASSIGNABILITY Neither this Agreement, nor any claim arising under this Agreement, shall be transferred or assigned by the Subrecipient. A.17 NONDISCRIMINATION During the performance of this agreement, the Subrecipient shall comply with all federal and state nondiscrimination statutes and regulations. These requirements include, but are not limited to: a. Nondiscrimination in Employment: The Subrecipient shall not discriminate against any employee or applicant for employment because of race, color, sex, sexual orientation, religion, national origin, creed, marital status, age, Vietnam era or disabled veterans status, or the presence of any sensory, mental, or physical handicap. This requirement does not apply, however, to a religious corporation, DFIS-FEMA-EMPG-FY22 Page 16 of40 Mason County DEM, E23-206 association, educational institution or society with respect to the employment of individuals of a particular religion to perform work connected with the carrying on by such corporation, association, educational institution or society of its activities. b. The Subrecipient shall take action to ensure that employees are employed and treated during employment without discrimination because of their race, color, sex, sexual orientation religion, national origin, creed, marital status, age, Vietnam era or disabled veterans status, or the presence of any sensory, mental, or physical handicap. Such action shall include, but not be limited to, the following: Employment, upgrading, demotion, or transfer, recruitment or recruitment selection for training, including apprenticeships and volunteers. A.18 NOTICES The Subrecipient shall comply with all public notices or notices to individuals required by applicable local, state and federal laws and regulations and shall maintain a record of this compliance. A.19 OCCUPATIONAL SAFETY/HEALTH ACT and WASHINGTON INDUSTRIAL SAFETY/HEALTH ACT (OSHAMRSHA) The Subrecipient represents and warrants that its workplace does now or will meet all applicable federal and state safety and health regulations that are in effect during the Subrecipient's performance under this Agreement. To the extent allowed by law,the Subrecipient further agrees to indemnify and hold harmless the Department and its employees and agents from all liability, damages and costs of any nature, including, but not limited to, costs of suits and attorneys' fees assessed against the Department, as a result of the failure of the Subrecipient to so comply. A.20 OWNERSHIP OF PROJECT/CAPITAL FACILITIES The Department makes no claim to any capital facilities or real property improved or constructed with funds under this Agreement, and by this subaward of funds does not and will not acquire any ownership interest or title to such property of the Subrecipient. The Subrecipient shall assume all liabilities and responsibilities arising from the ownership and operation of the project and agrees to indemnify and hold the Department, the state of Washington, and the United States government harmless from any and all causes of action arising from the ownership and operation of the project. A.21 POLITICAL ACTIVITY No portion of the funds provided herein shall be used for any partisan political activity or to further the election or defeat of any candidate for public office or influence the approval or defeat of any ballot issue. A.22 PROHIBITION AGAINST PAYMENT OF BONUS OR COMMISSION The assistance provided under this Agreement shall not be used in payment of any bonus or commission for the purpose of obtaining approval of the application for such assistance or any other approval or concurrence under this Agreement provided, however, that reasonable fees or bona fide technical consultant, managerial, or other such services, other than actual solicitation, are not hereby prohibited if otherwise eligible as project costs. A.23 PUBLICITY The Subrecipient agrees to submit to the Department prior to issuance all advertising and publicity matters relating to this Agreement wherein the Department's name is mentioned, or language used from which the connection of the Department's name may, in the Department's judgment, be inferred or implied. The Subrecipient agrees not to publish or use such advertising and publicity matters without the prior written consent of the Department. The Subrecipient may copyright original work it develops in the course of or under this Agreement; however, pursuant to 2 CFR Part 200.315, FEMA reserves a royalty- free, nonexclusive, and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use the work for government purposes. Publication resulting from work performed under this Agreement shall include an acknowledgement of FEMA's financial support, by the Assistance Listings Number(formerly CFDA Number), and a statement that the publication does not constitute an endorsement by FEMA or reflect FEMA's views. A.24 RECAPTURE PROVISION In the event the Subrecipient fails to expend funds under this Agreement in accordance with applicable federal, state, and local laws, regulations, and/or the provisions of the Agreement, the Department reserves the right to recapture funds in an amount equivalent to the extent of noncompliance. Such right of recapture shall exist for the life of the project following Agreement termination. Repayment by the DHS-FEMA-EMPG-FY22 Page 17 of 40 Mason County DEM, E23-206 Subrecipient of funds under this recapture provision shall occur within 30 days of demand. In the event the Department is required to institute legal proceedings to enforce the recapture provision, the Department shall be entitled to its costs and expenses thereof, including attorney fees from the Subrecipient. A.25 RECORDS a. The Subrecipient agrees to maintain all books, records, documents, receipts, invoices and all other electronic or written records necessary to sufficiently and properly reflect the Subrecipient's contracts, subawards, grant administration, and payments, including all direct and indirect charges, and expenditures in the performance of this Agreement (the "records"). b. The Subrecipient's records related to this Agreement and the projects funded may be inspected and audited by the Department or its designee, by the Office of the State Auditor, DHS, FEMA or their designees, by the Comptroller General of the United States or its designees, or by other state or federal officials authorized by law, for the purposes of determining compliance by the Subrecipient with the terms of this Agreement and to determine the appropriate level of funding to be paid under the Agreement. C. The records shall be made available by the Subrecipient for such inspection and audit, together with suitable space for such purpose, at any and all times during the Subrecipient's normal working day. d. The Subrecipient shall retain and allow access to all records related to this Agreement and the funded project(s) for a period of at least six (6) years following final payment and closure of the grant under this Agreement. Despite the minimum federal retention requirement of three(3)years, the more stringent State requirement of six (6)years must be followed. A.26 RESPONSIBILITY FOR PROJECT/STATEMENT OF WORK/WORK PLAN While the Department undertakes to assist the Subrecipient with the project/statement of work/work plan (project) by providing federal award funds pursuant to this Agreement, the project itself remains the sole responsibility of the Subrecipient. The Department undertakes no responsibility to the Subrecipient, or to any third party, other than as is expressly set out in this Agreement. The responsibility for the design, development, construction, implementation, operation and maintenance of the project, as these phrases are applicable to this project, is solely that of the Subrecipient, as is responsibility for any claim or suit of any nature by any third party related in any way to the project. Prior to the start of any construction activity, the Subrecipient shall ensure that all applicable federal, state, and local permits and clearances are obtained, including, but not limited to, FEMA compliance with the National Environmental Policy Act, the National Historic Preservation Act, the Endangered Species Act, and all other environmental laws, regulations, and executive orders. The Subrecipient shall defend, at its own cost, any and all claims or suits at law or in equity, which may be brought against the Subrecipient in connection with the project. The Subrecipient shall not look to the Department, or to any state or federal agency, or to any of their employees or agents, for any performance, assistance, or any payment or indemnity, including, but not limited to, cost of defense and/or attorneys' fees, in connection with any claim or lawsuit brought by any third party related to any design, development, construction, implementation, operation and/or maintenance of a project. A.27 SEVERABILITY If any court of rightful jurisdiction holds any provision or condition under this Agreement or its application to any person or circumstances invalid, this invalidity does not affect other provisions, terms or conditions of the Agreement, which can be given effect without the invalid provision. To this end, the terms and conditions of this Agreement are declared severable. A.28 SINGLE AUDIT ACT REQUIREMENTS (including all AMENDMENTS) The Subrecipient shall comply with and include the following audit requirements in any subawards. Non-federal entities, as Subrecipients of a federal award, that expend $760,000 or more in one fiscal year of federal funds from all sources, direct and indirect, are required to have a single or a program- specific audit conducted in accordance with 2 CFR Part 200 Subpart F. Non-federal entities that spend less than $760,000 a year in federal awards are exempt from federal audit requirements for that year, except as noted in 2 CFR Part 200 Subpart F.As defined in 2 CFR Part 200, the term "non-federal entity" DHS-FEMA-EMPG-FY22 Page 18 of 40 Mason County DEM, E23-206 means a state, local government, Indian tribe, institution of higher education, or nonprofit organization that carries out a federal award as a recipient or subrecipient. Subrecipients that are required to have an audit must ensure the audit is performed in accordance with Generally Accepted Government Auditing Standards (GAGAS) as found in the Government Auditing Standards (the Revised Yellow Book) developed by the United States Comptroller General and the OMB Compliance Supplement. The Subrecipient has the responsibility of notifying its auditor and requesting an audit in compliance with 2 CFR Part 200 Subpart F, to include the Washington State Auditor's Office, a federal auditor, or a public accountant performing work using GAGAS, as appropriate. Costs of the audit may be an allowable grant expenditure as authorized by 2 CFR Part 200.425. The Subrecipient shall maintain auditable records and accounts so as to facilitate the audit requirement and shall ensure that any subcontractors also maintain auditable records. The Subrecipient is responsible for any audit exceptions incurred by its own organization or that of its subcontractors. Responses to any unresolved management findings and disallowed or questioned costs shall be included with the audit report. The Subrecipient must respond to Department requests for information or corrective action concerning audit issues or findings within 30 days of the date of request. The Department reserves the right to recover from the Subrecipient all disallowed costs resulting from the audit. After the single audit has been completed, and if it includes any audit findings, the Subrecipient must send a full copy of the audit and its Corrective Action Plan to the Department at the following address no later than nine (9) months after the end of the Subrecipient's fiscal year(s): Contracts Office Washington Military Department Finance Division, Building #1 TA-20 Camp Murray, WA 98430-5032 OR Contracts.Office@m1l.wa.gov The Department retains the sole discretion to determine whether a valid claim for an exemption from the audit requirements of this provision has been established. Conducting a single or program-specific audit in compliance with 2 CFR Part 200 Subpart F is a material requirement of this Agreement. In the absence of a valid claim of exemption from the audit requirements of 2 CFR Part 200 Subpart F,the Subrecipient's failure to comply with said audit requirements may result in one or more of the following actions in the Department's sole discretion: a percentage of federal awards being withheld until the audit is completed in accordance with 2 CFR Part 200 Subpart F; the withholding or disallowing of overhead costs; the suspension of federal awards until the audit is conducted and submitted; or termination of the federal award. A.29 SUBRECIPIENT NOT EMPLOYEE The Subrecipient, and/or employees or agents performing under this Agreement, are not employees or agents of the Department in any manner whatsoever. The Subrecipient will not be presented as nor claim to be an officer or employee of the Department or of the State of Washington by reason hereof, nor will the Subrecipient make any claim, demand, or application to or for any right, privilege or benefit applicable to an officer or employee of the Department or of the State of Washington, including, but not limited to, Workers' Compensation coverage, unemployment insurance benefits, social security benefits, retirement membership or credit, or privilege or benefit which would accrue to a civil service employee under Chapter 41.06 RCW; OFM Reg. 4.3.1.1.8. It is understood that if the Subrecipient is another state department, state agency, state university, state college, state community college, state board, or state commission, that the officers and employees are employed by the State of Washington in their own right. If the Subrecipient is an individual currently employed by a Washington State agency, the Department shall obtain proper approval from the employing agency or institution before entering into this contract. A statement of"no conflict of interest"shall be submitted to the Department. A.30 TAXES, FEES AND LICENSES Unless otherwise provided in this Agreement, the Subrecipient shall be responsible for, pay and maintain in current status all taxes, unemployment contributions, fees, licenses, assessments, permit charges and DHS-FEMA-EMPG-FY22 Page 19 of 40 Mason County DEM, E23-206 expenses of any other kind for the Subrecipient or its staff required by statute or regulation that are applicable to Agreement performance. A.31 TERMINATION FOR CONVENIENCE Notwithstanding any provisions of this Agreement, the Subrecipient may terminate this Agreement by providing written notice of such termination to the Department Key Personnel identified in the Agreement, specifying the effective date thereof, at least thirty (30) days prior to such date. Except as otherwise provided in this Agreement, the Department, in its sole discretion and in the best interests of the state of Washington, may terminate this Agreement in whole or in part ten (10) business days after emailing notice. Upon notice of termination for convenience,the Department reserves the right to suspend all or part of the Agreement, withhold further payments, or prohibit the Subrecipient from incurring additional obligations of funds. In the event of termination, the Subrecipient shall be liable for all damages as authorized by law. The rights and remedies of the Department provided for in this section shall not be exclusive and are in addition to any other rights and remedies provided by law. A.32 TERMINATION OR SUSPENSION FOR LOSS OF FUNDING The Department may unilaterally terminate or suspend all or part of this Grant Agreement, or may reduce its scope of work and budget, if there is a reduction in funds by the source of those funds, and if such funds are the basis for this Grant Agreement. The Department will email the Subrecipient ten (10) business days prior to termination. A.33 TERMINATION OR SUSPENSION FOR CAUSE In the event the Department, in its sole discretion, determines the Subrecipient has failed to fulfill in a timely and proper manner its obligations under this Agreement, is in an unsound financial condition so as to endanger performance hereunder, is in violation of any laws or regulations that render the Subrecipient unable to perform any aspect of the Agreement, or has violated any of the covenants, agreements or stipulations of this Agreement, the Department has the right to immediately suspend or terminate this Agreement in whole or in part. The Department may notify the Subrecipient in writing of the need to take corrective action and provide a period of time in which to cure. The Department is not required to allow the Subrecipient an opportunity to cure if it is not feasible as determined solely within the Department's discretion. Any time allowed for cure shall not diminish or eliminate the Subrecipient's liability for damages or otherwise affect any other remedies available to the Department. If the Department allows the Subrecipient an opportunity to cure, the Department shall notify the Subrecipient in writing of the need to take corrective action. If the corrective action is not taken within ten (10) calendar days or as otherwise specified by the Department, or if such corrective action is deemed by the Department to be insufficient, the Agreement may be terminated in whole or in part. The Department reserves the right to suspend all or part of the Agreement, withhold further payments, or prohibit the Subrecipient from incurring additional obligations of funds during investigation of the alleged compliance breach, pending corrective action by the Subrecipient, if allowed, or pending a decision by the Department to terminate the Agreement in whole or in part. In the event of termination,the Subrecipient shall be liable for all damages as authorized by law, including, but not limited to, any cost difference between the original Agreement and the replacement or cover Agreement and all administrative costs directly related to the replacement Agreement, e.g., cost of administering the competitive solicitation process, mailing, advertising and other associated staff time. The rights and remedies of the Department provided for in this section shall not be exclusive and are in addition to any other rights and remedies provided by law. If it is determined that the Subrecipient: (1) was not in default or material breach, or(2)failure to perform was outside of the Subrecipient's control, fault or negligence, the termination shall be deemed to be a termination for convenience. A.34 TERMINATION PROCEDURES In addition to the procedures set forth below, if the Department terminates this Agreement, the Subrecipient shall follow any procedures specified in the termination notice. Upon termination of this Agreement and in addition to any other rights provided in this Agreement, the Department may require the Subrecipient to deliver to the Department any property specifically produced or acquired for the performance of such part of this Agreement as has been terminated. DHS-FEMA-EMPG-FY22 Page 20 of 40 Mason County DEM, E23-206 If the termination is for convenience, the Department shall pay to the Subrecipient as an agreed upon price, if separately stated, for properly authorized and completed work and services rendered or goods delivered to and accepted by the Department prior to the effective date of Agreement termination, the amount agreed upon by the Subrecipient and the Department for(i) completed work and services and/or equipment or supplies provided for which no separate price is stated, (ii) partially completed work and services and/or equipment or supplies provided which are accepted by the Department, (iii) other work, services and/or equipment or supplies which are accepted by the Department, and (iv)the protection and preservation of property. Failure to agree with such amounts shall be a dispute within the meaning of the "Disputes"clause of this Agreement. If the termination is for cause, the Department shall determine the extent of the liability of the Department. The Department shall have no other obligation to the Subrecipient for termination. The Department may withhold from any amounts due the Subrecipient such sum as the Department determines to be necessary to protect the Department against potential loss or liability. The rights and remedies of the Department provided in this Agreement shall not be exclusive and are in addition to any other rights and remedies provided by law. After receipt of a notice of termination, and except as otherwise directed by the Department in writing, the Subrecipient shall: a. Stop work under the Agreement on the date, and to the extent specified, in the notice; b. Place no further orders or contracts for materials, services, supplies, equipment and/or facilities in relation to this Agreement except as may be necessary for completion of such portion of the work under the Agreement as is not terminated; C. Assign to the Department, in the manner, at the times, and to the extent directed by the Department, all of the rights, title, and interest of the Subrecipient under the orders and contracts so terminated, in which case the Department has the right, at its discretion, to settle or pay any or all claims arising out of the termination of such orders and contracts; d. Settle all outstanding liabilities and all claims arising out of such termination of orders and contracts, with the approval or ratification of the Department to the extent the Department may require, which approval or ratification shall be final for all the purposes of this clause; e. Transfer title to the Department and deliver in the manner, at the times, and to the extent directed by the Department any property which, if the Agreement had been completed, would have been required to be furnished to the Department; f. Complete performance of such part of the work as shall not have been terminated by the Department in compliance with all contractual requirements; and g. Take such action as may be necessary, or as the Department may require, for the protection and preservation of the property related to this Agreement which is in the possession of the Subrecipient and in which the Department has or may acquire an interest. A.35 MINORITY AND WOMEN-OWNED BUSINESS ENTERPRISES In accordance with the legislative findings and policies set forth in Chapter 39.19 RCW, the State of Washington encourages participation in all its contracts by MWBE firms certified by the Office of Minority and Women's Business Enterprises (OMWBE). To the extent possible, the Subrecipient will solicit and encourage minority-owned and women-owned business enterprises who are certified by the OMWBE under the state of Washington certification program to apply and compete for work under this contract. Voluntary numerical MWBE participation goals have been established, and are indicated herein: Minority Business Enterprises: (MBE's): 10% and Woman's Business Enterprises (WBE's): 6%. A.36 VENUE This Agreement shall be construed and enforced in accordance with, and the validity and performance shall be governed by, the laws of the state of Washington. Venue of any suit between the parties arising out of this Agreement shall be the Superior Court of Thurston County, Washington. The Subrecipient, by execution of this Agreement, acknowledges the jurisdiction of the courts of the state of Washington. DHS-FEMA-EMPG-FY22 Page 21 of 40 Mason County DEM, E23-206 A.37 WAIVERS No conditions or provisions of this Agreement can be waived unless approved in advance by the Department in writing. The Department's failure to insist upon strict performance of any provision of the Agreement or to exercise any right based upon a breach thereof, or the acceptance of any performance during such breach, shall not constitute a waiver of any right under this Agreement. DHS-FEMA-EMPG-FY22 Page 22 of 40 Mason County DEM, E23-206 Attachment C 22EMPG Award Letter EMS-2022-EP-00006-SO1 E �a'�,s,`•`„ ya,� R�fln=.xy.""`'�s.= , '., ��.. s ^�.+ �. :�Tkr.�.. �.: „ ',.���*�....,..'^,a.�:�`�°�'`'�r,� U.S. Department of Homeland Security VAR TA Washington,D.C.20472 61 JNq ig .;3 Yn `f ND S�' ' Bret Daugherty Washington Military Department Building 20 Camp Murray,WA98430-5122 Re: Grant Nc.EMS-2022-EP-00006 Dear Bret Daugherty: Congratulations, on behalf of the Department of Homeland Security, your application forfinancial assistance submitted under the Fiscal Year (FY)2022 Emergency Management Performance Grants has been approved in the amount of$8,625,483.00. As a condition of this award,you are required to contribute a cost match in the amount of$8,625,483.00 of non-Federal funds. or 60 percent ofthe total approved project costs of$17,260,966,00. Before you request and receive any ofthe Federalfuntls awarded to you,you must establish acceptance ofthe award. By accepting this award,you acknowledge that the terms of the following documents are incorporated into the terms of your award: • Agree ment Articles(attached tothisAwardLetter) • Obligating Document(attached to this Award Letter) • FY 2022 Emergency Management Performance Grants Notice of Funding Opportunity. • FEMA Preparedness Grants Manual Please make sure you read, understand, and maintain a copy of these documents in your official file forthis award. In orderto establish acceptance of the award and its terms, please fallowthese instructions: Step 1: Please log in to the NO Grants system at https://portal.fema.gcv. Step 2:After logging in,you will see the Home page with a Pending Tasks menu. Click on the Pending Tasks menu,select the Application sub-menu, and then click the link for"Award Offer Review"tasks.This link will navigate you to Award Packages that are pending review. Step 3: Click the Review Award Package icon (wrench)to review the Award Package and accept or decline the award. Please save or print the Award Package for your records. System for Award Management(SAM): Grant recipients are to keep all of their information up to date in SAM,in particular, your organization's name,address, Unique Entity Identifier (UEI) number,EIN and banking information. Please ensure that the UEI number used in SAM is the same one used to apply for all FEMAawards. Future payments will be contingent on the information provided in the SAM;therefore, it is imperative that the information is correct.The System for Award Management is located at http:/hvwN.sam oovv. If you have any questions or have updated your information in SAM, please let your Grants Management Specialist(GMS) know as soon as possible.Thiswill help us to make the necessary updates and avoid any interruptions in the payment process. DHS-FEMA-EMPG-FY22 Page 23 of 40 Mason County DEM, E23-206 PATRICK GERARD MARCHAM DHS-FEMA-EMPG-FY22 Page 24 of 40 Mason County DEM, E23-208 °Agreement$Lxtiele5 3 §'e"i,-�'`,.���v-,s.,"==.. t,*x i 't.�:�`�' ���€. �";•r'�j-;. "�`�'''3��,� A' '� "^.-".�y {� 3 �gT; s�r Fri Oct D1 00:00�00 GMT 2021 U.S. Department of Homeland Security Washington,D.C.20472 D ti t1ND sCc AGREEMENT ARTICLES Emergency Management Performance Grants GRANTEE: Washington Military Department PROGRAM: Emergency Management Performance Grants AGREEMENT NUMBER: EMS-2022-EP-00006-501 TABLE OF CONTENTS Article I DHS Standard Terms and Conditions Generally Article II Assurances,Administrative Requirements,Cost Principles, Representations and Certifications Article III General Acknowledgements and Assurances Article IV Acknowledgement of Federal Funding from DHS Article V Activities Conducted Abroad Article VI Age Discrimination Act of 1976 Article VI Americans with Disabilities Act of 1990 Article VIII Best Practices for Collection and Use of Personally Identifiable Information Article IX Civil Rights Act of 1964-Title VI Article X Civil Rights Act of 1968 Article XI Copyright Article XII Debarment and Suspension Article X I I I Drug-Free Workplace Regulations DHS-FEMA-EMPG-FY22 Page 25 of 40 Mason County DEM, E23-206 Article XIV Duplication of Benefits Article XV Education Amendments of 1972(Equal Opportunity in Education Act)-Title IX Article XVI Energy Policy and Conservation Act Article XVII False Claims Act and Program Fraud Civil Remedies Article XVII I Federal Debt Status Article XIX Federal Leadership on Reducing Text Messaging while Driving Article XX Fly America Act of 1974 Article XXI Hotel and Motel Fire Safety Act of 1990 Article XXII John S. McCain National Defense Authorization Act of Fiscal Year2019 Article XXIII Limited English Proficiency(Civil Rights Act of 1964-Title VI) Article XXIV Lobbying Prohibitions Article XXV National Environmental Policy Act Article XXVI Nondiscrimination in Matters Pertaining to Faith-Based Organizations Article XXVII Non-Supplanting Requirement Article XXVIII Notice of Funding Opportunity Requirements Article XXIX Patents and Intellectual Property Rights Article XXX Procurement of Recovered Materials Article XXXI Rehabilitation Act of 1973 Article XXXII Reporting of Matters Related to Recipient Integrity and Performance Article XXXIII Reporting Subawards and Executive Compensation Article XXXIV Required Use of American Iron, Steel, Manufactured Products, and Construction Materials Article XXXV SAFECOM DHS-FEMA-EMPG-FY22 Page 26 of 40 Mason County DEM, E23-206 Article XXXVI Terrorist Financing Article XXXVII Trafficking Victims Protection Act of 2000(TVPA) Article XXXVIII Universal Identifier and System of Award Management Article XXXIX USA PATRIOT Act of 2001 Article XL Use of DHS Seal, Logo and Flags Article XLI Whistleblower Protection Act Article XLII Environmental Planning and Historic Preservation(EHP) Review Article XLIII Applicability of DHS Standard Terms and Conditions to Tribes Article XLIV Acceptance of Post Award Changes Article XLV Disposition of Equipment Acquired Under the Federal Award Article XLVI Prior Approval for Modification of Approved Budget Article XLVII Indirect Cast Rate Article I-DHS Standard Terms and Conditions Generally The Fiscal Year(FY)2022 DHS Standard Terms and Conditions apply to all new federal financial assistance awards funded in FY 2022.These terms and conditions flow down to subrecipients unless an award term or condition specifically indicates otherwise. The United States has the right to seek judicial enforcement of these obligations. All legislation and digital resources are referenced with no digital links.The FY 2022 DHS Standard Terms and Conditions will be housed on dhs.gov at www.dhs.gov/publication/tyl5-dhs-standard-terms-and-conditions. Article II-Assurances,Administrative Requirements,Cost Principles, Representations and Certifications I, DHS financial assistance recipients must complete either the Office of Management and Budget(OMB) Standard Form 4248 Assurances-Non-Construction Programs, or OMB Standard Form 424D Assurances-Construction Programs, as applicable. Certain assurances in these documents may not be applicable to your program, and the DHS financial assistance office(DHS FAO) may require applicants to certify additional assurances. Applicants are required to fill out the assurances as instructed by the awarding agency. ll. DHS financial assistance recipients are required to follow the applicable provisions of the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards located at Title 2, Code of Federal Regulations (C.F.R.) Part 200 and adopted by DHS at 2 C.F.R. Part 3002, III. By accepting this agreement,recipients,andtheirexecutives,as defined in 2 C.F.R.section170.315,certifythat their policies are in accordance with OMB's guidance located at 2 C.F.R. Part 200, all applicable federal laws, and relevant Executive guidance. Article III-General Acknowledgements and Assurances All recipients,subrecipients, successors, transferees,and assignees must acknowledge and agree to comply with applicable provisions governing DHS access to records, accounts, documents, information, facilities, and staff. DHS-FEMA-EMPG-FY22 Page 27 of 40 Mason County DEM, E23-206 I. Recipients must cooperate with any DHS compliance reviews or compliance investigations conducted by DHS. II. Recipients must give DHS access to examine and copy records, accounts, and other documents and sources of information related to the federal financial assistance award and permit access to facilities or personnel. III. Recipients must submit timely, complete, and accurate reports to the appropriate DHS officials and maintain appropriate backup documentation to support the reports. IV. Recipients must comply with all other special reporting, data collection, and evaluation requirements, as prescribed by law, or detailed in program guidance. V. Recipients(as defined in 2 C.F.R. Part 200 and including recipients acting as pass-through entities)of federal financial assistance from DHS or one of its awarding component agencies must complete the DHS Civil Rights Evaluation Tool within thirty(30)days of receipt of the Notice of Award for the first award under which this term applies. Recipients of multiple awards of DHS financial assistance should only submit one completed tool for their organization, not per award. After the initial submission, recipients are required to complete the tool once every two(2)years if they have an active award, not every time an award is made. Recipients should submit the completed tool, including supporting materials,to CivilRightsEvaluation@hq.dhs.gov. This tool clarifies the civil rights obligations and related reporting requirements contained in the DHS Standard Terms and Conditions. Subrecipients are not required to complete and submit this tool to DHS.The evaluation tool can be found at https:/Mww.dhs.gov/publicationldhs-civil-rights-evaluation-tool. The DHS Office for Civil Rights and Civil Liberties will consider, in its discretion,granting an extension if the recipient identifies steps and a timeline for completing the tool. Recipients should request extensions by emailing the request to CivilRightsEvaluation@hq.dhs.gov prior to expiration of the 30-day deadline. Article IV-Acknowledgement of Federal Funding from DHS Recipients must acknowledge their use of federal funding when issuing statements, press releases, requests for proposal, bid invitations,and other documents describing projects or programs funded in whole or in part with federal funds. Article V-Activities Conducted Abroad Recipients must ensure that project activities performed outside the United States are coordinated as necessary with appropriate government authorities and that appropriate licenses, permits, or approvals are obtained. Article VI-Age Discrimination Act of 1976 Recipients must comply with the requirements of the Age Discrimination Act of 1975, Public Law 94-136 (1975) (codified as amended at Title 42, U.S. Code, section 6101 et seq.), which prohibits discrimination on the basis of age in any program or activity receiving federal financial assistance. Article VII-Americans with Disabilities Act of 1990 Recipients must comply with the requirements of Titles I, II, and III of the Americans with Disabilities Act, Pub, L. 101-336 (1990) (codified as amended at 42 U.S.C. sections 12101 -12213),which prohibits recipients from discriminating on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation,and certain testing entities. Article VIII-Best Practices for Collection and Use of Personally Identifiable Information Recipients who collect personally identifiable information(PII) are required to have a publicly available privacy policy that describes standards on the usage and maintenance of the PII they collect. DHS defines PII as any information that permits the identity of an individual to be directly or indirectly inferred, including any information that is linked or linkable to that individual. Recipients may also find the DHS Privacy Impact Assessments:Privacy Guidance and Privacy Template as useful resources respectively. Article IX-Civil Rights Act of 1964-Title VI Recipients must comply with the requirements of Title VI of the Civil Rights Act of 1964(codified as amended at 42 U.S.C. section 2000d et sec.),which provides that no person in the United States will, on the grounds of race,color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity DHS-FEMA-EMPG-FY22 Page 28 of 40 Mason County DEM, E23-206 receiving federal financial assistance. DHS implementing regulations for the Act are found at 6 C.F.R. Part 21 and 44 C.F.R. Part 7. Article X-Civil Rights Act of 1968 Recipients must comply with Title VI I I of the Civil Rights Act of 1968, Pub, L. 90-284, as amended through Pub. L. 113-4, which prohibits recipients from discriminating in the sale, rental,financing, and advertising of dwellings, or in the provision of services in connection therewith,on the basis of race, color, national origin, religion, disability,familial status, and sex(see 42 U.S.C. section 3601 et seq.), as implemented by the U.S. Department of Housing and Urban Development at 24 C.F.R. Part 100.The prohibition on disability discrimination includes the requirement that new multifamily housing with four or more dwelling units-i.e.,the public and common use areas and individual apartment units(all units in buildings with elevators and ground-floor units in buildings without elevators)-be designed and constructed with certain accessible features. (See 24 C.F.R. Part 100, Subpart D.) Article XI-Copyright Recipients must affix the applicable copyright notices of 17 U.S.C. sections 401 or 402 and an acknowledgement of U.S. Government sponsorship(including the award number)to any work first produced under federal financial assistance awards. Article XII-Debarment and Suspension Recipients are subject to the non-procurement debarment and suspension regulations implementing Executive Orders(E.O.) 12549 and 12689, which are at 2 C.F.R. Part 180 as adopted by DHS at 2 C.F.R. Part 3002.These regulations restrict federal financial assistance awards,subawards, and contracts with certain parties that are debarred, suspended, or otherwise excluded from or ineligible for participation in federal assistance programs or activities. Article XIII-Drug-Free Workplace Regulations Recipients must comply with drug-free workplace requirements in Subpart B(or Subpart C, if the recipient is an individual) of 2 C.F.R. Part 3001,which adopts the Government-wide implementation(2 C.F.R. Part 182)of Sec. 5152-5158 of the Drug-Free Workplace Act of 1988 (41 U.S.C. sections 8101-8106). Article XIV-Duplication of Benefits Any cost allocable to a particular federal financial assistance award provided for in 2 C.F.R. Part 200, Subpart E may not be charged to other federal financial assistance awards to overcome fund deficiencies;to avoid restrictions imposed by federal statutes, regulations, or federal financial assistance award terms and conditions; or for other reasons. However, these prohibitions would not preclude recipients from shifting costs that are allowable under two or more awards in accordance with existing federal statutes, regulations, or the federal financial assistance award terms and conditions. Article XV-Education Amendments of 1972(Equal Opportunity in Education Act)-Title IX Recipients must comply with the requirements of Title IX of the Education Amendments of 1972, Pub. L. 92-318 (1972) (codified as amended at 20 U.S.C. section 1681 et seq.), which provide that no person in the United States will, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any educational program or activity receiving federal financial assistance. DHS implementing regulations are codified at 6 C.F.R. Part 17 and 44 C.F.R. Part 19. Article XVI-Energy Policy and Conservation Act Recipients must comply with the requirements of the Energy Policy and Conservation Act, Pub. L.94-163(1975) (codified as amended at 42 U.S.C. section 6201 et seq.),which contain policies relating to energy efficiency that are defined in the state energy conservation plan issued in compliance with this Act. Article XVII-False Claims Act and Program Fraud Civil Remedies Recipients must comply with the requirements of the False Claims Act, 31 U.S.C. sections 3729-3733,which prohibit the submission of false or fraudulent claims for payment to the Federal Government. (See 31 U.S.C. sections 3801-3812, which details the administrative remedies for false claims and statements made.) Article XVIII-Federal Debt Status DHS-FEMA-EMPG-FY22 Page 29 of 40 Mason County DEM, E23-206 All recipients are required to be non-delinquent in their repayment of any federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit disallowances, and benefit overpayments. (See OMB Circular A-129.) Article XIX-Federal Leadership on Reducing Text Messaging while Driving Recipients are encouraged to adapt and enforce policies that ban text messaging while driving as described in E.O. 13513, including conducting initiatives described in Section 3(a)of the Order when on official government business or when performing any work for or on behalf of the Federal Government. Article XX-Fly America Act of 1974 Recipients must comply with Preference for U.S. Flag Air Carriers(air carriers holding certificates under 49 U.S.C.)for international air transportation of people and property to the extent that such service is available, in accordance with the International Air Transportation Fair Competitive Practices Act of 1974, 49 U.S.C. section 40118, and the interpretative guidelines issued by the Comptroller General of the United States in the March 31, 1981, amendment to Comptroller General Decision B-138942. Article XXI-Hotel and Motel Fire Safety Act of 1990 Recipients must ensure that all conference, meeting, convention, or training space funded in whole or in part with federal funds complies with the fire prevention and control guidelines of Section 6 of the Hotel and Motel Fire Safety Act of 1990, 15 U.S.C. section 2225a. Article XXII-John S. McCain National Defense Authorization Act of Fiscal Year 2019 Recipients, subrecipients, and their contractors and subcontractors are subject to the prohibitions described in section 889 of the John S. McCain National Defense Authorization Act for Fiscal Year 2019, Pub. L. No. 115-232(2018)and 2 C.F.R. sections 200.216, 200.327, 200.471, and Appendix II to 2 C.F.R. Part 200, Beginning August 13, 2020, the statute -as it applies to DHS recipients, subrecipients, and their contractors and subcontractors-prohibits obligating or expending federal award funds on certain telecommunications and video surveillance products and contracting with certain entities for national security reasons, Article XXIII-Limited English Proficiency(Civil Rights Act of 1964-Title VI) Recipients must comply with Title VI of the Civil Rights Act of 1964, (42 U.S.C. section 2000d et seq.) prohibition against discrimination on the basis of national origin, which requires that recipients of federal financial assistance take reasonable steps to provide meaningful access to persons with limited English proficiency(LEP)to their programs and services. For additional assistance and information regarding language access obligations, please refer to the DHS Recipient Guidance: https://www.dhs.gov/guidance-published-help-department-supported-organizations-provide-mea ningful-access-people-limited and additional resources on http://www.lep.gov. Article XXIV-Lobbying Prohibitions Recipients must comply with 31 U.S.C. section 1352, which provides that none of the funds provided under a federal financial assistance award may be expended by the recipient to pay any person to influence, or attempt to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with any federal action related to a federal award or contract, including any extension, continuation, renewal,amendment, or modification. Article XXV-National Environmental Policy Act Recipients must comply with the requirements of the National Environmental Policy Act of 1969, (NEPA)Pub. L. 91-190 (1970) (codified as amended at 42 U.S.C. section 4321 et seq.) and the Council on Environmental Quality(CEQ) Regulations for Implementing the Procedural Provisions of NEPA,which require recipients to use all practicable means within their authority, and consistent with other essential considerations of national policy, to create and maintain conditions under which people and nature can exist in productive harmony and fulfill the social,economic, and other needs of present and future generations of Americans. Article XXVI-Nondiscrimination in Matters Pertaining to Faith-Based Organizations It is DHS policy to ensure the equal treatment of faith-based organizations in social service programs administered or supported by DHS or its component agencies, enabling those organizations to participate in providing important social DHS-FEMA-EMPG-FY22 Page 30 of 40 Mason County DEM, E23-206 services to beneficiaries. Recipients must comply with the equal treatment policies and requirements contained in 6 C.F.R. Part 19 and other applicable statues, regulations, and guidance governing the participations of faith-based organizations in individual DHS programs. Article XXVII-Non-Supplanting Requirement Recipients receiving federal financial assistance awards made under programs that prohibit supplanting by law must ensure that federal funds do not replace(supplant)funds that have been budgeted for the same purpose through non-federal sources. Article XXVIII-Notice of Funding Opportunity Requirements All the instructions, guidance, limitations, and other conditions set forth in the Notice of Funding Opportunity(NOFO)for this program are incorporated here by reference in the award terms and conditions. All recipients must comply with any such requirements set forth in the program NOFO. Article XXIX-Patents and Intellectual Property Rights Recipients are subject to the Bayh-Dole Act, 35 U.S.C. section 200 et seq, unless otherwise provided by law. Recipients are subject to the specific requirements governing the development, reporting, and disposition of rights to inventions and patents resulting from federal financial assistance awards located at 37 C.F.R. Part 401 and the standard patent rights clause located at 37 C.F.R. section 401.14. Article XXX-Procurement of Recovered Materials States, political subdivisions of states, and their contractors must comply with Section 6002 of the Solid Waste Disposal Act, Pub, L. 89-272(1965), (codified as amended by the Resource Conservation and Recovery Act, 42 U.S.C. section 6962.) The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency(EPA)at 40 C.F.R. Part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition. Article XXXI-Rehabilitation Act of 1973 Recipients must comply with the requirements of Section 504 of the Rehabilitation Act of 1973, Pub, L. 93-112(1973) (codified as amended at 29 U.S.C. section 794),which provides that no otherwise qualified handicapped individuals in the United States will, solely by reason of the handicap, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance. Article XXXII-Reporting of Matters Related to Recipient Integrity and Performance General Reporting Requirements: If the total value of any currently active grants, cooperative agreements, and procurement contracts from all federal awarding agencies exceeds$10,000,000 for any period of time during the period of performance of this federal award,then the recipients must comply with the requirements set forth in the government-wide Award Term and Condition for Recipient Integrity and Performance Matters located at 2 C.F.R. Part 200, Appendix XII, the full text of which is incorporated here by reference in the award terms and conditions. Article XXXIII-Reporting Subawards and Executive Compensation Reporting of first tier subawards: Recipients are required to comply with the requirements set forth in the government-wide award term on Reporting Subawards and Executive Compensation located at 2 C.F.R. Part 170, Appendix A, the full text of which is incorporated here by reference in the award terms and conditions. Article XXXIV-Required Use of American Iron,Steel, Manufactured Products,and Construction Materials Recipients and subrecipients must comply with the Build America, Buy America Act(BABAA), which was enacted as part of the Infrastructure Investment and Jobs Act Sections 70901-70927, Pub, L. No. 117-58(2021); and Executive Order 14005, Ensuring the Future is Made in All of America by All of America's Workers. See also Office of Management and Budget(OMB), Memorandum M-22-11, Initial Implementation Guidance on Application of Buy America Preference in Federal Financial Assistance Programs for Infrastructure. DHS-FEMA-EMPG-FY22 Page 31 of 40 Mason County DEM, E23-206 Recipients and subrecipients of federal financial assistance programs for infrastructure are hereby notified that none of the funds provided under this award may be used for a project for infrastructure unless: (1)all iron and steel used in the project are produced in the United States--this means all manufacturing processes,from the initial melting stage through the application of coatings, occurred in the United States; (2) all manufactured products used in the project are produced in the United States--this means the manufactured product was manufactured in the United States; and the cost of the components of the manufactured product that are mined, produced, or manufactured in the United States is greater than 55 percent of the total cost of all components of the manufactured product, unless another standard for determining the minimum amount of domestic content of the manufactured product has been established under applicable law or regulation;and (3) all construction materials are manufactured in the United States--this means that all manufacturing processes for the construction material occurred in the United States. The Buy America preference only applies to articles, materials, and supplies that are consumed in, incorporated into,or affixed to an infrastructure project.As such, it does not apply to tools, equipment, and supplies, such as temporary scaffolding, brought to the construction site and removed at or before the completion of the infrastructure project. Nor does a Buy America preference apply to equipment and furnishings,such as movable chairs, desks, and portable computer equipment,that are used at or within the finished infrastructure project, but are not an integral part of the structure or permanently affixed to the infrastructure project. Waivers When necessary, recipients may apply for, and the agency may grant,a waiver from these requirements. (a)When the federal agency has made a determination that one of the following exceptions applies,the awarding official may waive the application of the domestic content procurement preference in any case in which the agency determines that: (1)applying the domestic content procurement preference would be inconsistent with the public interest; (2)the types of iron, steel, manufactured products, or construction materials are not produced in the United States in sufficient and reasonably available quantities or of a satisfactory quality;or (3)the inclusion of iron,steel, manufactured products,or construction materials produced in the United States will increase the cost of the overall project by more than 25 percent. A request to waive the application of the domestic content procurement preference must be in writing.The agency will provide instructions on the format, contents, and supporting materials required for any waiver request.Waiver requests are subject to public comment periods of no less than 15 days and must be reviewed by the OMB Made in America Office. There may be instances where an award qualifies, in whole or in part, for an existing waiver described. For awards by the Federal Emergency Management Agency(FEMA), existing waivers are available and the waiver process is described at "Buy America"Prefere.n-.ce in FEMA Financial Assistance Programs for Infrastructure JFE_ A. ov. For awards by other DHS components, please contact the applicable DHS FAO. To see whether a particular DHS federal financial assistance program is considered an infrastructure program and thus required to include a Buy America preference, please either contact the applicable DHS FAO, or for FEMA awards, please see Programs-and Definitions: Build America Buy America Act �_gov. Article XXXV-SAFECOMI Recipients receiving federal financial assistance awards made under programs that provide emergency communication equipment and its related activities must comply with the SAFECOM Guidance for Emergency Communication Grants, including provisions on technical standards that ensure and enhance interoperable communications. Article XXXVI-Terrorist Financing Recipients must comply with E.O. 13224 and U.S. laws that prohibit transactions with, and the provisions of resources and support to, individuals and organizations associated with terrorism. Recipients are legally responsible to ensure compliance with the Order and laws. Article XXXVII-Trafficking Victims Protection Act of 2000(TVPA) Trafficking in Persons: DHS-FEMA-EMPG-FY22 Page 32 of 40 Mason County DEM, E23-206 Recipients must comply with the requirements of the government-wide financial assistance award term which implements Section 106(g) of the Trafficking Victims Protection Act of 2000(TVPA), codified as amended at 22 U.S.C. section 7104.The award term is located at 2 C.F.R. section 176.15,the full text of which is incorporated here by reference. Article XXXVIII-Universal Identifier and System of Award Management Requirements for System for Award Management and Unique Entity Identifier Recipients are required to comply with the requirements set forth in the government-wide financial assistance award term regarding the System for Award Management and Universal Identifier Requirements located at 2 C.F.R. Part 25,Appendix A, the full text of which is incorporated here by reference. Article XXXIX-USA PATRIOT Act of 2001 Recipients must comply with requirements of Section 817 of the Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act of 2001 (USA PATRIOT Act), which amends 18 U.S.C. sections 175-175c. Article XL-Use of DHS Seal, Logo and Flags Recipients must obtain permission from their DHS FAO prior to using the DHS seal(s), logos, crests or reproductions of flags or likenesses of DHS agency officials, including use of the United States Coast Guard seal, logo, crests or reproductions of flags or likenesses of Coast Guard officials. Article XLI-Whistleblower Protection Act Recipients must comply with the statutory requirements for whistleblower protections(if applicable)at 10 U.S.0 section 2409, 41 U.S.C. section 4712,and 10 U.S.C. section 2324, 41 U.S.C, sections 4304 and 4310. Article XLII-Environmental Planning and Historic Preservation(EHP)Review DHS/FEMA funded activities that may require an Environmental Planning and Historic Preservation(EHP)review are subject to the FEMA EHP review process. This review does not address all federal, state, and local requirements. Acceptance of federal funding requires the recipient to comply with all federal, state, and local laws. DHS/FEMA is required to consider the potential impacts to natural and cultural resources of all projects funded by DHS/ FEMA grant funds, through its EHP review process, as mandated by:the National Environmental Policy Act;National Historic Preservation Act of 1966, as amended,National Flood Insurance Program regulations;and any other applicable laws and executive orders. To access the FEMA EHP screening form and instructions, go to the DHS/FEMA website. In order to initiate EHP review of your project(s),you must complete all relevant sections of this form and submit it to the Grant Programs Directorate(GPD)along with all other pertinent project information.The EHP review process must be completed before funds are released to carry out the proposed project;otherwise, DHS/FEMA may not be able to fund the project due to noncompliance with EHP laws, executive orders, regulations, and policies. If ground disturbing activities occur during construction, applicant will monitor ground disturbance, and if any potential archeological resources are discovered the applicant will immediately cease work in that area and notify the pass-through entity, if applicable,and DHS/FEMA. Article XLIII-Applicability of DHS Standard Terms and Conditions to Tribes The DHS Standard Terms and Conditions are a restatement of general requirements imposed upon recipients and flow down to subrecipients as a matter of law, regulation, or executive order. If the requirement does not apply to Indian tribes or there is a federal law or regulation exempting its application to Indian tribes,then the acceptance by Tribes of,or acquiescence to, DHS Standard Terms and Conditions does not change or alter its inapplicability to an Indian tribe.The execution of grant documents is not intended to change, alter,amend, or impose additional liability or responsibility upon the Tribe where it does not already exist. Article XLIV-Acceptance of Post Award Changes In the event FEMA determines that changes are necessary to the award document after an award has been made, including changes to period of performance or terms and conditions, recipients will be notified of the changes in writing. Once notification has been made, any subsequent request for funds will indicate recipient acceptance of the changes to the DHS-FEMA-EMPG-FY22 Page 33 of 40 Mason County DEM, E23-206 award. Please call the FEMA/GMD Call Center at(866)927-5646 or via e-mail to ASK-GMD@fema.dhs.gov if you have any questions. Article XLV-Disposition of Equipment Acquired Underthe Federal Award For purposes of original or replacement equipment acquired under this award by a non-state recipient or non-state subrecipients,when that equipment is no longer needed for the original project or program or for other activities currently or previously supported by a federal awarding agency, you must request instructions from FEMA to make proper disposition of the equipment pursuant to 2 C.F.R. section 200.313. State recipients and state subrecipients must follow the disposition requirements in accordance with state laws and procedures. Article XLVI-Prior Approval for Modification of Approved Budget Before making any change to the FEMA approved budget for this award,you must request prior written approval from FEMA where required by 2 C.F.R. section 200.308. For purposes of non-construction projects, FEMA is utilizing its discretion to impose an additional restriction under 2 C.F.R. section 200.308(f) regarding the transfer of funds among direct cost categories, programs,functions, or activities.Therefore, for awards with an approved budget where the federal share is greater than the simplified acquisition threshold(currently $250.000), you may not transfer funds among direct cost categories, programs, functions, or activities without prior written approval from FEMA where the cumulative amount of such transfers exceeds or is expected to exceed ten percent(10%) of the total budget FEMA last approved. For purposes of awards that support both construction and non-construction work, FEMA is utilizing its discretion under 2 C.F.R. section 200.308(h)(5)to require the recipient to obtain prior written approval from FEMA before making any fund or budget transfers between the two types of work. You must report any deviations from your FEMA approved budget in the first Federal Financial Report(SF-425)you submit following any budget deviation, regardless of whether the budget deviation requires prior written approval. Article XLVII-Indirect Cost Rate 2 C.F.R. section 200.211(b)(15) requires the terms of the award to include the indirect cost rate for the federal award. If applicable, the indirect cost rate for this award is stated in the budget documents or other materials approved by FEMA and included in the award file. BUDGET COST CATEGORIES Personnel $4,529,534.00 Fringe Benefits $1,604,921.00 Travel $0.00 Equipment $10,000.00 Supplies $94,353.00 Contractual $10,598,626.00 Construction $0.00 Indirect Charges $405,086.00 Other $8,446.00 DHS-FEMA-EMPG-FY22 Page 34 of 40 Masan County DEM, E23-206 Obligntrng Document Award/Amen,dm@nt11 END 1 a.AGREEMENT NO. 12.AMENDMENT NO. E 3. 4.TYPE OF ACTION 15,CONTROL NO. - EMS-2022-EP-00006 SO] '"'"'" RECIPIENT AWARD 'SX00503N2022T, 1 NO. ,`' I SX00503N2022T N/A 3 6.RECIPIENT NAME AND 1{7.ISSUING FEMA OFFICE AND '8.PAYMENT OFFICE AND ADDRESS ADDRESS i ADDRESS FEMA Finance Center Washington Military FEMA-GPD 430 Market Street Department 1400 C Street,SW,3rd floor ;Winchester,VA 22603 Building 20 yy`Washington,DC 20472-3645 i Camp Murray,WA,98430- g POC: 866-927-5646 5122 2 ' 9.NAME OF RECIPIENT `'PHONE NO P 10 NAME OF FEMA PROTECT COORDINATOR W____ N PROJECT OFFICER 2535127456 i Central Scheduling and Information Desk i Tirzah Kincheloe ;Phone:800-368-6498 i Email:Askcsicl@dhs.gov 11.EFFECTIVE DATE OF $12 �'13.ASSISTANCE ARRANGEMENT 14.PERFORMANCE PERIOD THIS ACTION t METHOD Cost Reimbursement i 08/23/2022 IOF i From: To: I PAYMENT 10/01/2021 09/30/2024 t Budget Period i PARS 10/01/2021 09/30/2024 1 5.DESCRIPTION OF ACTION a.(Indicate funding data for awards or financial changes) t PROGRAM CFDA NO ACCOUNTING DATA PRIOR _ AMOUNT !CURRENT ;CUMULATIVE NON NAME ; ?(ACCS CODE) TOTAL AWARDED i TOTAL i FEDERAL COMMITMENT? ACRONYM F XXXX-XXX_1OO=- i AWARD THIS AWARD I XXXXX-XXXX-XXXX-X ACTION ' +OR(-) Emergency `97.042 ^2022-FA-GA01-RI07--4120-D $0.00' $7,560,609.00 $7,560,609,00` See Totals' Management ¥ Performance 3 Grants Emergency ;97.042 !2022 FE-GA01-R107 4120-D $000 $1,064,874 003 $1,064 874 00= _ M See Totals': Management s f Performance - Grants # ' $000 $8,625,483.00 $8,625,483.00 $8,625,483.00 b.To describe changes other than funding data or financial changes,attach schedule and check here. N/A 16 a.FOR NON-DISASTER PROGRAMS RECIPIENT IS REQUIRED TO SIGN AND RETURN THREE(3)COPIES OF THIS DOCUMENT TO FEMA(See Block 7 for address) Emergency Management Performance Grants recipients are not required to sign and return copies of this document.However,recipients r should print and keep a copy of this document for their records. 16b.FOR DISASTER PROGRAMS:RECIPIENT IS NOT REQUIRED TO SIGN This assistance is subject to terms and conditions attached to this award notice or by incorporated reference in program legislation cited above. 17.RECIPIENT SIGNATORY OFFICIAL(Name and Title) -�- �- -•DATE Sierra Wardell,Preparedness Grants Section Section Supervisor Fri Aug 26 21:02:34 GMT 2022 18.FEMA SIGNATORY OFFICIAL(Name and Title) m. 'DATE Tue Aug 23 16:59:20 GMT 2022 DHS-FEMA-EMPG-FY22 Page 35 of 40 Mason County DEM, E23-206 PATRICK GERARD MARCHAM, ; DHS-FEMA-EMPG-FY22 Page 36 of 40 Mason County DEM, E23-206 Attachment D WORK PLAN FY 2022 Emergency Management Performance Grant Emergg` `y Managerrle tOrganizationsI Mason County Division Emergency Management (DEM) The purpose of EMPG is to assist with the enhancement,sustainment and improvement of state, local, and tribal emergency management programs.Activities conducted using EMPG funding should relate directly to the five elements of emergency management: prevention, protection, response, recovery,and mitigation.Washington State does not require a specific number of activities to receive EMPG funding. However,there are required capabilities that must be sustained in order to remain eligible for EMPG funding, including but not limited to the ability to communicate and warn, educate the public, plan,train,exercise,and be NIMS compliant.The Work Plan delineates the Emergency Management Organization's emergency management program planning and priority focus forthis grant cycle (to include EMPG grant and local funds). 4.5 Incident Management • Primary Core Capability Operational Communications , Secondary Core Capability.: Public Information and Warning Build or Sustain Building WORK PLANNED IDENTIFIED GAP/NEED ANTICIPATED PROJECT IMPACT Purchase dual band mobile radios, "Emergency responders across the Once completed the mobile unit dual band stationary handheld state have difficulty communicating will be deployed and facilitate first radios, laptops,terminal node with each other due to unreliable radio responder point to point controller,storage lockers,associated coverage from outdated and communication.The outcome will cables, connectors and antennas, technologically inadequate equipment improve communications and cameras, lights,shelving, and and infrastructure. SPR p.304" reduce existing time delay between materials forthe EOC radio room and "Radio communication gaps across the first responders and the EOC's mobile communications vehicles. state in local jurisdictions due to aging and/or 911 Dispatch. equipment and infrastructure,changes in technology and the inability to keep pace,and challenges due to mountainous terrain. SPR p. 303" • 4.5 Incident Management rima lapability', Operational Coordination ecg greCapability'; Planning Build o Sustain Building WORK PLANNED IDENTIFIED GAP/NEED ANTICIPATED PROJECT IMPACT Establish a North Mason Emergency "Multiple communication channel gaps Establishing a second EOC in Operations &Training Center. have been identified across the northern Mason County would Modifications to the rooms in the jurisdiction.There is a need for provide a linkto the main EOC recently vacated fire station includes, established communication channels during disasters where northern but are not limited to,standard office between:multiple incident command county areas become isolated due equipment, laptops, projectors, posts and emergency operation centers to geographic limitations.This screen,satellite during emergency incidents.SPR p.36." second EOC would provide communicators/subscriptions, and The topography of Mason County coordination of information and televisions. isolates communities,especially during resources to the main EOC to natural disasters. North Mason has support incident management,to been isolated during numerous storm include on-scene operations. events in the past and it lacks an Emergency Operations Center.The Mason County CEMP establishes a requirement for a secondary EOC. DHS-FEMA-EMPG-FY22 Page 37 of 40 Mason County DEM, E23-206 Update and revise the CEMP and The CEMP is a requirement of RCW Revisions will provide clarity on the appendices,emergency operational 38.52.033 (3)and needs county's roles and responsibilities plans and policies to align with reviewed/updated every 5 years.Our for emergency management, Mason County's operational current plan requires review in 2024. ensuring plans are in place for a approach to using ICS/Area smooth transition of governmental Command. operations, emergency activation, and disaster response. ---------------------------------------------------- DHS-FEMA-EMPG-FY22 Page 38 of 40 Mason County DEM, E23-206 Attachment E TIMELINE FY 2022 Emergency Management Performance Grant DATE TASK June 1, 2022 Grant Agreement Start Date September 30, 2023 Grant Agreement End Date November 15, 2023 Submit final reimbursement request, final report, training requirement report, and/or other deliverables. The Subrecipient must request prior written approval from Department Key Personnel to waive or extend a due date in the above Timeline. For waived or extended reimbursement due dates, all allowable costs should be submitted on the next scheduled reimbursement due date contained in the above Timeline. DHS-FEMA-EMPG-FY22 Page 39 of 40 Mason County DEM, E23-206 Attachment F BUDGET FY 2022 Emergency Management Performance Grant 22EMPG AWARD $ 39,012.00 SOLUTION AREA BUDGETCATEGORY EMPG AMOUNT MATCH AMOUNT Personnel & Fringe Benefits $ - $ _ Z Travel/Per Diem $ - $ _ Z Supplies $ - $ _ .5 Consultants/Contracts $ - $ a Other $ $ Subtotal $ - $ - QPersonnel & Fringe Benefits $ - $ 39,012 F- Travel/Per Diem $ - $ _ n� Supplies $ - $ _ GConsultants/Contracts Other $ $ 0 Subtotal $ - $ 39,012 Personnel & Fringe Benefits $ - $ Travel/Per Diem $ - $ _ Supplies $ _ $ _ Consultants/Contracts $ Other $ $ Subtotal $ - $ - Personnel & Fringe Benefits $ - $ _ ZTravel/Per Diem $ Z Supplies $ Consultants/Contracts $ - $ _ f- Other $ _ $ _ Subtotal $ - $ - a j Equi pment $ 39,012 $ - d Subtotal $ 39,012 $ - Personnel &Fringe Benefits $ - $ .. Travel/Per Diem $ - $ _ Ca Su plies $ - $ _ Consultants/Contracts $ - $ _ Other $ $ Subtotal $ - $ - Indirect IndirecYCostRate an file 0.00% orTime Period • N/A TOTAL Grant Agreement AMOUNT: $ 39,012 $ 39,012 The Subrecipient will provide a match of$39,012 of non-federal origin, 50% of the total project cost(local budget plus EMPG award). Cumulative transfers to budget categories in excess of ten percent(10%)of the Grant Agreement Amount will not be reimbursed without prior written approval from the Department. Funding Source: U.S. Department of Homeland Security- PI#723PT— EMPG DHS-FEMA-EMPG-FY22 Page 40 of 40 Mason County DEM, E23-206 SIGNATURE AUTHORIZATION FORM WASHINGTON STATE MILITARY DEPARTMENT Camp Murray, Washington 98430-5122 Please read instructions on reverse side before completing this form. NAME OF ORGANIZATION DATE SUBMITTED Mason County Emergency Management 3/14/2023 PROJECT DESCRIPTION CONTRACT NUMBER FY22 EMPG E23-206 1. AUTHORIZING AUTHORITY SIGNATURE PRINT OR TYPE NAME TITLE/TERM OF OFFICE Sharon Trask Commissioner (Chair) Randy Neatheriin Commissioner (Vice-Chair) Kevin Shutty Commissioner 2. AUTHORIZED TO SIGN CONTRACTS/CONTRACT AMENDMENTS SIGNATURE PRINT OR TYPE NAME TITLE Mark Neary County Administrator John Taylor DEM Manager 3. AUTHORIZED TO SIGN REQUESTS FOR REIMBURSEMENT SIGNATURE PRINT OR TYPE NAME TITLE John Taylor DEM Manager Tammi Wright Sr. EM Coordinator MAC-MOLMOMEXARENM....IW \SIGNAUTH Revised 3143 r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Jennifer Beierle Ext. 532 Department: Support Services Briefing: Action Agenda: ❑ Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 20,2023 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 February 2023 Background/Executive Summary: Review of Cash Balances,and Budget to Actual Revenues and Expenditures for all County Funds through February 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 February 2023 PgoN CO f tUAR MASON COUNTY MONTHLY aer FINANCIAL REPORT 2023 i J : \Financials\2023 Financials\2023 February Financial Report 1 �PgoN co4,yrA MASON COUNTY MONTHLY FINANCIAL ,XS, F REPORT 97 "" RUARY 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 % 000 61090 ( 21911 ) 68% 71000 ( 7, 000 ) 0% ( 6, 090 ) Auditor 11142, 750 272, 574 ( 870, 176 ) 24% 1, 092, 250 183,421 ( 908, 829 ) 17% ( 89 , 153 ) Emergency Management 75, 912 16, 967 ( 58, 945 ) 22% 139 , 347 400 ( 138,948 ) 0% ( 16, 568 ) Facilities & Grounds - 100 100 0% - 91335 91335 0% 91235 Human Resources - - - 0% - - 0% - Clerk 378, 377 31, 658 ( 346) 719 ) 8% 378,377 60, 368 ( 318) 009 ) 16% 28, 710 Commissioners - - - 0% - - 0% - Support Services 92, 078 - ( 92, 078 ) 0% 86, 522 ( 86, 522 ) 0 % - District Court 11080,400 123 , 614 ( 956, 786 ) 11 % 852, 300 136, 007 ( 716, 293 ) 16% 12, 392 Community Development 21384, 000 435 , 616 ( 11948, 384) 18% 2, 666, 374 314, 247 ( 21352, 127 ) 12 % ( 121 , 369 ) Historical Preservation 24, 000 31384 ( 20, 616 ) 14% 20,000 11876 ( 18, 124) 9 % ( 11508 ) Parks & Trails 44, 000 41916 ( 39, 084 ) 11 % 44,000 13, 909 ( 30, 091 ) 32 % 81993 Juvenile Court Services 1, 255, 805 223, 670 ( 11032, 135 ) 18% 11366, 600 237, 543 ( 11129,057 ) 17% 13 , 873 Prosecutor 232, 091 20, 800 ( 211, 291 ) 9 % 216, 249 19 , 003 ( 197, 246 ) 9 % ( 11797 ) Child Support Enforcement 159 , 679 61, 025 ( 98, 654) 38% 171, 310 17, 962 ( 153 , 348 ) 10% (43, 063 ) Coroner 35 , 000 24, 180 ( 10, 820) 69 % 35, 000 32, 697 ( 2, 303 ) 93 % 81517 Sheriff 953, 505 102, 662 (850, 843 ) 11% 11143 , 172 132, 814 ( 11010, 358 ) 12 % 30, 153 Indigent Defense 240, 767 65, 360 ( 175 ,407 ) 27 % 240, 767 72, 154 ( 168, 613 ) 30% 61794 Superior Court 69, 650 15 , 815 ( 53 , 835 ) 23 % 108, 020 18, 281 ( 89, 739 ) 17% 21466 Family Court 21500 320 ( 2, 180) 13 % 21500 208 ( 21292 ) 8 % ( 112 ) Therapeutic Court 811, 347 37, 720 ( 773, 627 ) 5 % 776, 228 64, 922 ( 711, 306 ) 8 % 27, 202 Murder Expenditures - - - 0% - 0% - Treasurer 26, 983, 596 21211,428 ( 24, 772, 168 ) 8 % 28,4171341 2, 975, 347 ( 25 ,441, 994) 10% 763 , 919 Non Departmental 4, 619, 977 860, 230 ( 3, 759 , 747 ) 19 % 41709 , 045 11626, 554 ( 31082,491 ) 35 % 766, 323 Motor Pool 72, 000 - ( 72, 000 ) 0% - - 0% - Totals $ 40 , 688,434 1 $ 43518 , 131 1 $ (36 , 170 ,303) 11% 1 $ 423492,402 1 $ 53917 , 049 1 $ (36, 575,353) 14% 1 11398 , 917 J :\Financials\2023 Financials\2023 February Financial Report 2 MASON COUNTY MONTHLY FINANCIAL FE----,B--,) RUA r 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, 824 107, 536 86, 264 1% 10,389,391 313, 646 285, 801 3% SALES TAX TITLE PROPERTY 0 0% - 0 0% LOCAL RETAIL SALES & USE TAX 7, 2001000 11413, 645 735,574 20% 81400, 000 11523, 216 761, 134 18% LOCAL PUBLIC SAFETY-CITY 50,000 81760 41700 18% 50, 000 9, 700 4, 865 19% CRIMINALJUSTICE 800,000 164, 321 86, 173 21% 900,000 178,404 89, 391 20% LEASEHOLD EXCISE TAX 30,000 10, 134 91769 34% 35,000 490 0 1% FOREST EXCISE TAX 100, 000 23,847 23, 847 24% 200, 000 133, 269 133, 269 67% FRANCHISE FEES 500,000 117, 179 42, 920 23% 500, 000 69,360 0 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 0 19% 100 13 0 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% CRIMINALJUSTICE- COUNTIES 775, 000 193, 117 0 25% 775, 000 189,710 0 24% ADULT COURT COST-JUVENILE OFFE 51000 762 381 15% 5, 000 705 353 14% CRIMINALJST- MARIJUANA ENFORCE 85,000 - 0 0% 125,000 - 0 0% DUI - OTHER CRIMINAL JUSTICE A 17,000 41407 0 26% 17,000 121 0 1% LIQUOR/BEER EXCISE TAX 165,000 39, 970 0 24% 165,000 39, 939 0 24% LIQUOR CONTROL BOARD PROFITS 200,000 0 0% 200,000 0 0% IN LIEU OF-CITY OFTACOMA 210,000 34,415 17, 207 16% 210, 000 36, 127 18,064 17% 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% 1, 500 - 0 0% RETURNED REMITTANCE ( NSF) FEES 21500 200 160 8% 21500 160 160 6% REET COLLECTION FEES 125,000 23,729 12, 965 19% 170,000 131102 61858 8% REET COLLECTIONS COSTS 10,000 11257 629 13 % 10, 000 1, 228 630 12% TREAS . FIRE PROTECTION ASSESSM 15,000 230 175 2% 15, 000 744 664 5% 4 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 6 2 3% 200 18 17 9% PUBLIC DISCLOSURE CHGS SRVCS - 0 0% - 0 0% DATA PROCESSING SERVICES 0 0% 0 0% GAMBLING TAX PENALTY 100 100 0% - (50) 0% REAL & PERSONAL PENALTY 150,000 38, 240 20,482 25 % 150,000 12, 352 61308 8% PERSONAL PROP FILING PEN 20,000 11730 595 9% 30,000 456 371 2% PENALTY ON REAL & PERSONAL PRO - 0 0% - 0 0% FAILURE TO LIST PERSONAL PROP 0 0% - 0 0% INTEREST & OTHER EARNINGS 250,000 17, 731 10,561 7% 250, 000 338, 229 177, 252 135 % INVESTMENT SERVICE FEES (TREAS, 6,000 801 401 13 % 10,000 5, 758 21907 58% INT. ON CONT. NOTES-ACCTS . HELD,S 81500 11905 918 22% 10,000 71145 31730 71% LEASEHOLD EXCISE TAX INTEREST 1 0 0% - 4 0 0% EXCISE INTEREST 50 39 7 78% 100 3 1 3% INV PURCHASED INT - 0 0% - ( 1, 123 ) (547) 0% INTEREST ON DELINQUENT PR TAX 600,000 54, 162 33, 270 9% 600,000 51, 317 27, 249 9% RENTS/LEASES-DNR TRUST 10,000 31089 31035 31% 20,000 3, 641 527 18% RENTS/LEASES-DNR TMBR TRUST 1 250, 000 50, 676 0 20% 250, 000 - 0 0% UNCLAIMED MONEY/PROCEEDS-SALES 100,877 11310 11310 1% 100,000 ( 11738) 0 -2% TREASURER TAX FORECLOSURE TRUST - 0 0% - 0 0% CASH ADJUSTMENTS/OVER- UNDER 10 ( 13 ) ( 29) - 131% 10 4 28 41% TAX DISTRIBUTION ROUNDING 10 (3 ) ( 2) - 27% 10 - 1 0% MISCELLANEOUS-OTHER REVENUE 100 - 0 0% 100 0 0% ROAD DIVERSION 1, 080, 000 ( 11692) 81554 0% 11080,000 33,434 30, 540 3% SALE OF TAX TITLE PROPERTY (87) 0 0% - 0 0% LEASEHOLD EXCISE TAX 21000 ( 296) 991 - 15 % 11600 52 0 3 % TIMBER EXCISE TAX 10,000 (22,773 ) 21481 -228% 10,000 15j91 15, 191 152% DNR PILT NAP / NRCA 900 - 0 0% 11275 0 0% DNR OTHER TRUST 2 50 889 0 1777% 50 1 (0) 3% OTHER INT-DNR INTEREST 10 (426) 5 -4263% 50 35 27 69% RENTS & LEASES/DNR OTHR TRST 1 21500 ( 21469 ) 316 -99% 3, 800 385 60 10% RENTS & LEASES- DNR TMBR TRST 1 25,000 (75,022) 0 -300% 75, 000 - 0 0% Grand Total $26,983, 596 $2, 211, 428 $ 1, 103,762 8% $ 28,417,341 $2,975, 101 $ 1, 564,7991 10% Unaudited *Benchmark for Month is 16. 67Yo 4 � ! MASON COUNTY MONTHLY FINANCIAL FEBRUARY 2023 - 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 2022 Department Name g g g g g vs zoz3 Month Budget Authority Month Authority WSU Extension 334,722 28,501 306, 221 9% 383,372 460399 336,973 12% 17,898 Assessor 114530707 304,867 11148,840 21% 11475,815 281,679 11194, 136 19% (23, 188) Auditor 11901,225 317,703 11583,522 17% 1, 881,812 275,305 1, 606,507 1 15% (42,399) Emergency Management 330, 143 38,378 291,765 12% 359,683 51,050 308,633 14% 12,673 Facilities & Grounds 11448, 148 227,586 11220,562 16% 11545, 159 260,405 11284,754 17% 32,819 HR/ Risk Mngt 687,310 83,342 603,968 12% 875,434 131,326 744, 108 15% 47,984 LEOFF 100,000 16,032 83,968 16% 100,000 20,060 79,940 20% 41028 Clerk 11142,716 188,398 954,318 16% 11108,905 176,578 932,327 16% (11,820) Commissioners 357,704 58,941 298,763 16% 390,615 66,986 323, 629 17% 81045 Support Services 11005,923 169,184 836,739 17% 11064,379 155, 158 909,221 15% ( 14,025) District Court 11476,412 215,319 11261,093 15% 11526,343 221,974 11304,369 15% 61655 Community Development 21872,143 480,492 21391,651 17% 31256,041 459,150 21796,891 14% 1 (21,342) Historical Preservation 24,000 891 23, 109 4% 41,150 539 40,611 1% (352) Parks & Trails 638,707 111,467 527, 240 17% 790,080 113,207 676, 873 14% 1,740 Juvenile Court Services 21022,773 287,724 11735,049 14% 21155,933 315,668 11840, 265 15% 27,944 Prosecutor 21080, 150 260,424 11819,726 13% 21169,613 289,397 11880,216 13% 28,973 Child Support Enforcement 161,447 17, 138 144,309 11% 174,363 20, 287 154,076 12% 31149 Coroner 351,914 610112 290,802 17% 640,942 78,754 562, 188 12% 17,642 Sheriff 14,913,350 21354,799 12,558,551 16% 16,089,917 21819,947 13, 269,970 18% 465, 148 Courthouse Security 303,755 44,906 258,849 15% 309,300 45,702 263,598 15% 796 Indigent Defense 11267,347 213,319 11054,028 17% 11538, 125 260,836 11277,289 17% 47,517 Superior Court 10105,610 166,205 939,405 15% 1,275,932 224,777 11051,155 18% 58,572 Family Court 21500 21500 0% 21500 21500 0% 0 Therapeutic Court 816,662 76,457 740,205 9% 783,709 78,012 705,697 10% 11555 Murder Expenditures 50,000 470 49,530 1% 925 (925) 0% 455 Treasurer 878,239 187,946 690,293 21% 913,511 191,675 721,836 21% 31728 Non Departmental 5,3161129 548, 145 40767/ 984 10% 5,856,719 711,908 51144,811 12% 163,763 Motor Pool 50,829 31618 47,211 7% 1 1 51087 (5,087) 0% 11470 Transfers Out to Other Funds 466, 282 67, 375 398, 907 14% 4641021 65, 112 398, 909 14% (21262) Totals $ 43, SS%847 $ 61S30,737 $ 37,029 , 110 15% $ 47, 173, 373 $ 71367,903 $ 39,805,470 16% 837, 166 Unaudited *Benchmark for Montlr is 16. 67% J :\Financials\2023 Financials\2023 February Financial Report 5 FEBRUARY 2023 Six Year Specific Revenue Streams Comparison 1 /31 /2018 1 1 /31 /2019 1 1 /31 /2020 1 /31 /2021 1 /31 /2022 1 /31 /2023 Community Development Revenues 1293940 1129889 182 , 431 238 , 417 212 , 179 3143247 Detention & Correction Services 11688 133318 103195 14, 241 81458 12 , 163 205 ,270,342, 30. Current Expense Property Taxes 39 , 770 47 , 876 28 , 826 313476 213272 313 , 646 Road Diversion Property Tax 53864 51216 5 , 690 ( 13 , 091 ) ( 10 , 245 ) 333434 County Road Property Tax 31 , 788 433751 245034 49 , 659 31 , 720 311 , 549 Current Expense Sales Tax 372 , 449 4173708 455 , 734 5713995 678 , 071 11523 , 216 001 .260.000 , 313 , 11 Criminal Justice Taxes/ Entitlements 2183020 223 , 526 247 , 826 265 , 834 2763054 368 , 940 see bottom of revenu( Rural Sales & Use Tax Fund 49 , 251 57 , 341 62 , 108 73 , 306 81 , 673 188 , 882 103- 313, 18 200,000 i5 ,000 100,000 50,000 - 7E4 Com Srvcs -Homelessess Preven Filings 33 , 135 49 , 211 59 , 838 743428 64, 707 72 , 862 117 . 000.200 .341 .27. 75,000 50,000 25,000 Lodging ( Hotel / Motel ) Tax 1 % 031 30 , 095 313314 34, 594 52 , 626 1023396 163- 313.31 150,000 100,000 _ 50,000 r7777= REET 1 Excise Tax Only 74, 533 70 , 082 61 , 781 1133312 110 ,464 1373143 REET 2 Excise Tax Only 743533 70 , 082 61 , 781 113 , 312 110 ,464 137 , 143 150,000 100,000 50,000 J : \Financials\2023 Financials\2023 February Financial Report 6 SPOON CO RUAf tY MASON COUNTY MONTHLY 18=4 } FINANCIAL REPORT 2023 REVENUE MONTH 12022 REVENUE 1 2023 REVENUE DIFFERENCE JANUARY $ 678 , 071610 $ 7621082470 $ 84 , 011 , 60 FEBRUARY $ 7351573 , 58 $ 7611133 , 57 $ 251559 , 99 MARCH $ 6051844 , 73 $ (605 , 844 , 73 ) APRIL $ 6481208 , 19 $ (648 , 208 , 19 ) MAY $ 8191079 , 72 $ ( 819 , 079 , 72 ) JUNE $ 7581195422 $ ( 758 , 195 , 22 ) JULY $ 789 , 558 , 43 $ (789 , 558043 ) AUGUST $ 8681091 , 16 $ ( 868 , 091a16 ) SEPTEMBER $ 835 , 635 . 35 $ ( 835 , 635 , 35 ) OCTOBER $ 8741640 , 36 $ ( 874 , 640 , 36 ) NOVEMBER $ 933 , 808 , 65 $ ( 933 , 808 , 65 ) DECEMBER $ 847 , 167 , 46 $ ( 847 , 167 , 46) TOTAL COLLECTED REVENUE $ 91393 , 873 , 95 $ 11523 , 216 , 27 PROJECTED END OF YEAR REVENUE REVENUE BUDGETED $ 71200 , 000 , 00 $ 8 , 400 , 000 . 00 $ 9 , 503 , 445 . 54 YET TO BE COLLECTED $ ( 61876 , 783 , 73 ) ANTICIPATED INCREASE $ 1, 103, 445. 54 12 MONTH ROLLING AVERAGE CHANGE 9. 3 % PRIOR MONTH 12 MO . ROLLING AVG CHANGE 9. 5% J : \Financials\2023 Financials\2023 February Financial Report 7 tt PQ,OK CORu ARY 2023 �xsr Six Year Financial Recap Current Expense Recap 2/28/2018 2/28/2019 2/28/2020 2/28/2021 2/28/2022 2/28/ 2023 General Fund Operating Reserves 61520, 791 6, 8171603 10, 044, 540 91614, 040 10, 191, 954 Contingency Reserve 11000) 000 11000, 000 11000, 000 1, 0001000 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 5, 000, 000 Current Expense Unreserved Cash ( 11832, 241 ) 11989, 739 31199, 687 31086, 724 71466, 550 This Month Current Expense Cash 31182,309 6,9331550 11,063, 147 15, 316, 969 20,579,264 251247,503 Adopted Budget on December 31st 36, 9301990 41,4041349 49, 581, 229 53 , 4641511 62, 188,434 68,492,402 Supplemental Appropriations Total Budget including Supplementals 36, 930, 990 41,404, 349 49, 581, 229 53,464, 511 62, 188, 434 68,492,402 Budgeted Beginning Fund Balance 31061, 750 51786, 719 11, 636, 958 14, 000, 000 21, 5001000 26, 000, 000 Budgeted Ending Fund Balance 3, 261,456 51786, 719 11, 6561660 12, 780, 888 18, 628, 587 21, 319, 029 Revenue Budgets 33, 869, 240 35 , 6171630 37, 944, 271 39,464, 511 40, 6881434 42, 492,402 Revenues thru This Month of each year 3, 1611626 31544, 749 3 , 938, 452 4, 644, 172 41518, 131 51917, 049 Budgeted Revenues Received 9 % 10 % 10% 12% 11 % 14% Expenditure Budgets 33 , 669, 534 34, 721,442 37, 924, 569 40, 683, 623 43 , 559, 847 47, 173 , 373 Expenditures thru This Month of each year 51353 , 972 5 , 342, 573 5, 678, 605 61089, 329 61530, 737 7, 302, 790 Budgeted Expenditures Expended 16% 15% 15% 15% 15% 15% 8 Special Fund Cash Balances 2/28/2018 2/28/2019 2/28/2020 2/28/2021 2/28/2022 2/28/2023 Rural County Sales & Use Tax Fund ( . 09 ) 143, 642 799, 700 881, 811 11147, 168 1, 525 , 084 11931,424 Auditor' s O & M 223,401 238,463 256, 113 307, 035 401, 033 445 , 177 County Roads Fund 91493 , 699 81941, 998 91768, 486 81852, 275 81490, 328 11, 289, 591 Paths & Trails 247, 676 259, 638 273, 127 281, 278 28 % 945 301, 387 Election Equipment Holding 294, 754 164, 984 187 , 967 236, 334 272, 359 306, 779 Crime Victims 234, 950 194, 931 205 , 695 212, 391 213, 519 191, 126 Victim Witness Activities 26, 740 24,415 28, 124 21, 736 13, 694 14, 952 Historical Preservation Fund 35, 525 36, 920 31, 043 Community Support Services Fund 458, 065 796, 630 868 , 178 11264, 818 11388, 655 2, 0561647 Abatement/Repair/Demolition Fund 270, 069 274, 511 278, 990 278,453 277,453 281, 553 Reserve for Technology Fund 133 , 368 97, 328 - REET & Property Tax Admin Asst 59, 054 65 , 691 66, 293 68, 879 80, 897 84, 154 National Forest Safety 31, 418 39, 514 25 , 186 14, 002 11304 24, 118 Trial Court Improvement Fund 88, 889 111, 983 111, 561 71, 377 91, 832 93, 170 Sheriff Special Funds 263, 822 240, 079 246, 016 Sheriff' s Boating Program 116, 697 155, 049 82, 314 Narcotics Investigation 921997 97,405 94, 620 Mason County Clean Water District 11477 184, 220 Public Health Fund 325, 671 339, 956 563 , 508 687, 029 11734, 543 31208, 638 American Rescue Plan Act 51014, 673 71490, 392 Law Library 80, 074 76, 860 69, 909 57, 561 46, 574 37, 786 Lodging ( Motel/ Hotel ) Tax Fund 420, 950 613 , 193 786, 622 803 , 588 11195, 389 11768, 786 Mental Health Tax Fund 11351, 906 11405, 674 11322, 186 11533 , 284 11742, 761 21219, 228 Treasurer's M &O Fund 112, 155 98, 177 114, 215 83, 215 86, 509 111,402 Veterans Assistance 184, 610 66, 784 42, 325 87, 150 142, 426 205 , 084 Skokomish Flood Zone 134, 552 53, 200 89, 507 21, 789 14, 301 71168 Mason Lake Management District 113 , 356 139, 329 112, 979 73 , 706 68, 587 69, 728 Spencer Lake Management District 71287 71158 81471 Island Lake Management District 17, 385 20, 093 29 , 941 30, 378 28 , 963 25 , 994 Capital Improvement / Reet 1 Fund 11238, 787 11582, 373 11936, 021 11470, 524 11696, 707 21133, 692 Capital Improvement / Reet 2 Fund 21261,422 21530, 052 2, 9271128 31383, 263 41454, 226 51301, 597 Mason County Landfill 519 , 142 583 , 871 719, 616 11199, 957 1, 9251262 21732, 048 N . Bay/Case Inlet Utility 893 , 955 697, 554 11078, 599 1, 387, 383 11812, 179 2,475 , 287 N . Bay/Case Inlet Utility Reserve 724 735 Wastewater System Development 3, 986 31986 31986 31986 Rustlewood Sewer & Water 280, 977 241, 564 119, 371 66, 517 140, 245 127, 186 Beards Cove Water 370, 150 417,447 482, 339 546, 791 617, 577 932, 023 Belfair WW & Water Reclamation 394, 236 120, 808 223, 844 320, 397 1, 137, 424 2, 2761658 Reserve Landfill 507, 334 480, 060 461,448 444,496 443 , 186 444, 282 Reserve Beards Cove Ulid 344, 167 192, 277 203 , 018 209, 252 216, 016 Storm Drain System Development 1, 418 188, 676 181, 567 179, 591 178, 727 Information Technology 31% 346 192, 283 92, 349 44, 904 58 , 229 91392 Equipment Rental & Revolving Fund 31746, 232 41062, 784 31768, 701 31193 , 101 41562, 644 1 41689, 677 Unemployment Fund 129 , 050 151, 662 138, 729 158, 190 178,413 214,081 TOTALS 2557565658 26 , 546 , 179 28, 6963498 28 , 958 , 780 40 , 8029755 53 , 8693830 +�bON co4NTF MASON COUNTY MONTHLY FINANCIAL F RUARY 0 ;N51 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 , 656 - 566 127 , 09 % ASSESSOR 29 , 963 4, 471 25 , 492 14 . 92 % 32 , 910 41887 28, 023 14 . 85 % EMERGENCY MANAGEMENT 990 240 750 24 . 21 % 2540 111 2 , 429 4 . 37 % FACILITIES & GROUNDS 27 , 731 31118 24, 613 11 . 24% 85 , 685 31382 82 , 303 3 . 95 % COMMUNITY SERVICES 47 , 254 7, 426 39 , 828 15 . 72 % 66 , 645 9 , 012 57 , 633 13 . 52 % PARKS & TRAILS 57 , 615 21050 551565 3 . 56 % 45 , 043 91347 35 , 696 20 . 75 % JUVENILE COURT SERVICES 81006 2 , 204 51802 27 . 53 % 81570 11344 71226 15 . 68 % PROSECUTOR 6, 691 999 51692 14 . 93 % 71127 11001 61126 14 . 05 % CORONER 141250 21475 11, 775 17 . 37 % 50, 891 2, 292 48 , 599 4 . 50 % SHERIFFADMIN 11202 , 975 181, 046 11021, 929 15 . 05 % 11354, 357 197 , 406 17156 , 951 14 . 58 % MOTOR POOL 50, 829 31618 47 , 211 7A2 % 0 11422 - 11422 0% Total 001 GENERAL FUND 1, 4461304 207, 647 11238, 657 14 . 36% 11655 , 858 232, 860 11422 , 998 14 . 06 % SHERIFF ' S BOATING PROGRAM 0 13 - 13 0% 0 13 - 13 0 % COMMUNITY SERVICES HEALTH 57 , 077 91042 48 , 035 15 . 84% 471172 7, 009 40, 163 14 . 86 % AMERICAN RESCUE PLAN ACT 0 0 0 % TOTAL SPECIAL FUNDS 57, 077 % 055 48, 022 15 . 87 % 47, 172 71022 40, 150 14 . 89% Total GENERAL FUND & SPECIAL FUNDS 1 1, 503, 3811 216, 7031 1, 286, 6781 14 . 41 % 1 1 , 703 , 0301 239, 882 11463, 148 14 . 09 % 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 3 , 592 361097 9 . 05 % 40, 275 31561 36, 714 8 . 84% MOTOR POOL SUPPLIES 801150 5 , 223 74, 927 6 . 52 % 54, 050 8 , 472 451578 15 . 67 % MOTOR POOL FUEL 245 , 045 441316 200, 729 18 . 08 % 4021000 451068 356, 932 11 . 21 % MOTOR POOL LEASE 226 , 180 80, 035 146 , 145 35 . 39 % 706 , 272 113 , 548 592 , 724 16 . 08 % MOTOR POOL MAINT- MONTHLY 15 , 730 1 , 836 13 , 894 11 . 67 % 121000 4, 009 7 , 991 33 . 41 % MOTOR POOL REPAIRS & MISC . 621100 51396 561704 8 . 69 % 70, 075 13, 639 56 , 436 19 . 46 % MOTOR POOL INSURANCE 20, 170 616 19 , 554 3 . 05 % 16, 640 644 15 , 996 3 . 87 % MOTOR POOL CAPITAL LEASE 406, 717 244 406, 473 0 . 06 % 147, 000 331960 113 , 040 23 . 10% MOTOR POOL CAP UPFIT 4071600 75 , 445 332 , 155 18 . 51 % 254, 718 20, 542 2341176 8 . 06 % Total GENERAL FUND & HEALTH FUND 1 1, 503 , 381 216 , 703 1, 286, 678 14s41 % j 1, 703 , 030 243 ,443 11459 , 587 14 . 29 % Unaudited * Benchmark for month is 16 . 67 % 10 MASON COUNTY MONTHLY FINANCIAL REPORT FEBRUARY 2023 2022 vs 2023 Special and Other Funds Revenue Comparison Revenue Revenue Fund Collected Collected Actual dif 2022 No Fund Name 2022 Budget Through End Uncollected % 2022 2023 Budget Through End Uncollected % 2023 vs 2023 of Month Revenue of Month Revenue 103 Sales & Use Tax 866,000 173,446 ( 692,554) 20% 963,000 202,949 (760,051) 21% 29,502 { 104 Auditor's 0 & M 14012SO 11,734 ( 128,517) 8% 12712SO 91109 ( 118, 141) 7% ( 21624) 105 lCounty Road 20,0671763 11524,393 ( 18,543,370) 8% 21,099, 126 21459,474 ( 18, 639, 652) 12% 935,082 106 Paths & Trails 10, 136 1,809 (81327) 18% 91707 21785 ( 61922) 29% 976 109 Election Equipment Holdings 42,250 24,599 ( 17,651) 58% 42, 250 12,071 (30, 179) 29% ( 120528) 110 Crime Victims 41,910 11, 974 (29,936) 29% 59,010 17,242 (41,768) 29% 51268 114 Victim Witness Activities 55, 683 5,895 (49,788) 11% 51, 191 11,228 ( 39,963) 22% 5,333 117 Community Support Services 2,772,928 21436,360 (336,568) 88% 21254,928 546, 230 ( 11708, 698) 24% ( 11890, 130) 118 lAbatement 71920 41 (7) 879) 1% 11200 11922 722 160% 11882 120 REET & Property Tax Admin 25,600 31436 (22, 164) 13% 25,750 1 2,999 ( 22,751) 12% (438) 134 National Forest Safety 211457 (21,457) 0% 21, 500 - ( 21,500) 0% - 135 Trial Court Improvements 22, 652 - (22, 652) 0% 22,684 30 1 ( 22,654) 0% 30 141 Sheriffs Boating Program 38,800 - (38,800) 0% 38,800 (38,800) 0% 142 Narcotics Investigation Fund 61000 278 (51722) 5% 61500 522 (50978) 8% 245 145 Mason County Clean Water District 190,000 11477 ( 1880523) 1% 190,000 81040 ( 1810960) 4% 61563 F Community Services Health 2,948, 154 1, 113,374 (11834,780) 38% 31349,997 1,534,083 ( 11815,914) 46% 420,709 American Rescue Plan Act 61484,450 689 ( 61483,761) 0% 22, 500 57, 526 35,026 256% 56,837 Law Library 24,900 3, 238 (21, 662) 13% 23,260 5,745 ( 17,515) 25% 2,507 LodgingTax ( Hotel/Motel ) 500,500 105,385 (395, 115) 21% 600,750 106,817 (493,933) 18% 1,432 Mental Health 11243,736 195,665 ( 11048,071) 16% 11414,765 232,048 ( 11182,717) 16% 36,383 180 Treasurer's M &O Fund 338,700 52, 617 ( 286,083) 16% 274,062 22,405 ( 251, 657) 8% (30, 211) 190 Veterans Assistance 141,340 2,381 ( 138,959) 2% 146,524 71406 ( 139, 118) 5% 51025 192 Skokomish Flood Zone 10,020,250 ( 10,020, 250) 0% 61897, 203 - ( 61897,203 ) 0% 194 Mason Lake Mngmt Dist #2 37,900 181 (37,719) 0% 39,990 11701 (38,289) 4% 11520 195 Spencer Lake Mngmt Dist #3 15,225 53 ( 15, 172) 0% 16,036 794 ( 15,242) 5% 740 199 Island Lake Mngmt Dist #1 10,000 4 (%996) 0% E712161147 176 76 176% 172 350 REET 1 Capital Improvements 1, 562,000 241,573 ( 11320,427) 15% 152,387 ( 11713, 613) 8% (89, 186) 351 REET 2 Capital Improvements 11505,000 241,928 ( 11263,072) 16% 176,420 ( 11636,580) 10% ( 65,508) 402 Mason County Landfill 51868,714 617,266 (51251,448) 11% 11000,566 ( 61215,581) 14% 383,300 403 N . Bay / Case Inlet Utility 21404,398 364,722 ( 21039, 676) 15% 405, 997 ( 11931,007) 17% 411275 411 Rustlewood Sewer & Water 4821257 52,704 (429,553) 11% 576,560 109, 892 (466,668) 19% 57, 188 412 Beards Cove Water 332,230 350909 ( 296,321) 11% 367,564 45,776 (321,788) 12% 91867 413 Belfair WW & Water Reclamation 11, 209, 208 108,977 ( 11, 100, 231) 1% 31707,003 387,471 (31319,532) 10% 278,494 428 Reserve Landfill 700 65 (635) 9% 700 31066 21366 438% 31001 429 Reserve Beards Cove ULID 10,800 11737 (91063) 16% - 0% ( 1,737) 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 84,512 ( 21751,753) 3% 21812,088 2620265 ( 21549,823) 9% 177,753 502 Unemployment Fund 73,420 - (73,420) 0% 76, 204 - (76, 204) 0% Totals $ 731282, 815 75418 , 422 $ ( 65 , 8645393 ) 10% $ 5%6211586 7,7875143 $ (51 , 8341443 ) 13% 1 3689721 Unaudited *Benchmark for Month is 16, 67% J : \Financials\2023 Financials\2023 February Financial Report 11 MASON COUNTY MONTHLY FINANCIAL REPORT MRUARY 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 11713 658,702 0% 678,711 111,957 566,754 16% 110,244 104 Auditor's O & M 108,074 41,793 66,281 39% 111, 635 41,027 70, 608 37% (765) 105 County Road 23, 638, 929 21641,558 20,997,371 11% 23,793,040 3,0661263 20,7261777 13% 424,705 106 Paths & Trails 21223 474 1,749 21% 21047 452 11595 22% (22) 109 Election Equipment Holdings 51,781 370 51,411 1% 51, 642 354 51,289 1% ( 17) 110 Crime Victims 99,426 11, 682 87,744 12% 106,491 14,868 91, 623 14% 31186 114 Victim Witness Activities 55, 635 6, 183 49,452 11% 52,740 41926 470814 9% ( 11258) 117 Community Support Services 21450, 242 21283,486 1660756 93% 21456,488 502, 283 11954,205 20% (11781, 203) 118 Abatement 54, 296 282 540014 1% 54, 155 1 278 53,877 1% (4) 120 REET & Property Tax Admin 100,589 11,757 88,832 12% 110,750 14,705 96,045 13% 21948 134 National Forest Safety 31,457 31764 27,693 12% 36,500 382 36, 118 1% (3)382) 135 Trial Court Improvements 54,213 491 53,722 1% 53,715 155 53,560 0% (336) 141 Sheriff's Boating Program 42,533 674 41,859 2% 420083 11075 41,008 3% 401 142 Narcotics Investigation Fund 7, 669 747 61922 10% 51869 457 1 5,412 8% (290) 145 Mason County Clean Water District 100,000 100)000 0% 190, 153 - 190, 153 0% 150 lCommunity Services Health 31382,359 743,275 2, 639,084 22% 41077,531 649,499 31428,032 16% (93,776) 155 American Rescue Plan Act 12,584,450 43, 178 12,541,272 0% 10,000,000 131,226 91868,774 1% 88,048 160 Law Library 36,307 51872 30,435 16% 34,856 61133 28,723 18% 261 163 Lodging Tax ( Hotel/Motel) 772,900 12,531 760,369 2% 988,514 12,013 9761501 1% (519) 164 Mental Health 11479, 258 96,967 11382, 291 7% 11464,058 50,078 11413, 980 3% (46,889) 180 Treasurer's M&O Fund 395, 672 23, 236 3721436 6% 354,062 18,459 335,603 5% (41777) 190 Veterans Assistance 241,340 20,741 220,599 9% 252,000 21,702 230,298 9% 961 192 Skokomish Flood Zone 10,037, 105 11069 100036,036 0% 61914, 198 31865 61910,334 0% 21796 194 Mason Lake Mngmt Dist #2 107,900 571 107,329 1% 129,990 350 1290640 0% (221) 195 Spencer Lake Mngmt Dist #3 22,017 84 21,933 0% 20, 201 163 20,038 1% 79 199 Island Lake Mngmt Dist #1 30,000 149 29,851 0% 35, 100 160 34, 940 0% 11 35 REET 1 Capital Improvements 2, 101,978 558,519 11543,459 27% 21101, 804 332, 174 1,769, 630 16% (226,346) 351 1 REET 2 Capital Improvements 21041,831 18, 135 21023, 696 1% 21103,875 88,061 2,0151814 4% 69,926 402 Mason County Landfill 61188,733 766,209 51422, 524 12% 61760,452 901,045 5, 859,407 13% 134,835 403 N . Bay / Case Inlet Utility 21116, 504 329,585 1,786,919 16% 21235,214 168,250 21066,964 8% ( 161,335) 405 Wastewater System Development - - - 0% 0% 411 Rustlewood Sewer & Water 667,517 45,473 622,044 7% 677, 661 54,843 622,818 8% 91370 412 Beards Cove Water 328,460 22, 668 305,792 7% 335,427 30,421 305,006 9% 71753 413 Belfair WW & Water Reclamation 71606,541 165, 847 71440, 694 2% 7, 142,083 726, 274 61415,809 10% 560,427 L428Reserve Landfill 301,597 399 301, 198 0% 300, 950 238 300,713 0% ( 162) erve Beards Cove ULID 4,508 1, 127 3,381 25% - - - 0% (11127) rm Drain System Development 571 93 478 16% - - - 0% (93) ormation Technology Dept 11031,504 169, 108 862,396 16% 11174,995 242,689 932,306 21% 73,580 uipment Rental & Revolving 31987,878 323, 961 31663,917 8% 31345,768 298, 723 31047,045 9% (25,238)employment Fund 234, 420 17,815 216, 605 8% 276, 204 476 275,728 0% ( 17,339) Totals $ 83, 1583832 $ 8,371 ,586 1 $ 743787 , 246 10% $ 789470 ,962 $ 79496, 022 $ 703974, 940 10% (875 , 565 ) Unaudited "Benchmark for Month is 96. 67% J :\Financials\2023 Financials\2023 February Financial Report 12 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): March 20,2023 Agenda Date: March 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• Temporary Promotion Extension of Corrections Support Officer(CSO)Brad McQuade to Alternative Sentencing Unit(ASU)Coordinator Background/Executive Summary: Currently,Corrections is experiencing a staffing crisis and do not have the capability for deputies to continue coordinating the ASU. In order to keep the program operational,and ensure deputies are engaged in higher need areas,there is need to temporarily promote CSO Brad McQuade to the ASU Coordinator in accordance with Section 14.3 of the current Collective Bargaining Agreement.Due to Officer McQuade's experience and coverage of additional duties,compensation is recommended at Step 2 of the Corrections Deputy Range beginning August 8,2022 when duties began. This temporary promotion would be in effect to May 17,2023. Budget Impact(amount,funding source,budget amendment): Currently funded position(salary savings). Public Outreach(news release, community meeting, etc.): N/A Requested Action: Approval of the temporary promotion of Corrections Support Officer(CSO)Brad McQuade to Alternative Sentencing Unit(ASU)Coordinator from March 16,2023 through May 17,2023 at Corrections Deputy Range Step 2. Attachments: Memorandum of Understanding Memorandum of Understanding Between Mason County Sheriff's Office And Woodworkers Local Lodge W38 I.A.M. Corrections/Support Staff Temporary Essential Work Promotion The Union,(International Association of Machinist and Aerospace Workers)and the Sheriff's Office, (Mason County Sheriff's Office),agree to Temporary Promotion of Brad McQuade. Whereas; Brad McQuade,temporarily be promoted to the Alternative Sentencing Unit(ASU) Coordinator. Whereas;Brad is currently assigned to the ASU and has trained past ASU Coordinators. Considering the exigent circumstances that currently exist at the Mason County Jail,the Union and the Sheriff's Office feel this is a good alternative to temporarily help keep Corrections Deputy's in much needed areas and keep the ASU program in operation. Whereas;The Union and the Sheriff's Office agree that Brad McQuade has extensive knowledge of the ASU,years of service,and the duties of supervising others in the(ASU)program. We came to an agreement that a fair compensation would be a Step 2 Correction Deputy starting August 8,2022 to cover the additional responsibilities and recognition of experience. Whereas;the Union and the Sheriff's Office agree to extend the Temporary Promotion frorn March 16, 2023-May 16,2023 and at such time reevaluate any additional needed extensions not to exceed more than three months between evaluation. Whereas;the Union and the Sheriff's Office agree that this MOU applies only to the Mason County Jail ASU Supervisor Position. Whereas;the Union and the Sheriff's Office agree that this will be a non-precedence setting event and is only being done due to the staffing crisis that has created the aforementioned exigent circumstances that the Mason County Jail is currently facing. Date: March 15,2023 For the Union For the County Business Rep. Commissioner. Larry A.Bickett Sharon Trask fi C 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): March 6 and 20,2023 Agenda Date: March 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• County Administrator's Level of Authority Backuround/Executive Summary: Continued from the March 6,2023 briefing. To further improve the overall efficiency and effectiveness of the Commissioners' office, staff is recommending amending the level of authority the County Administrator has to carry out the policies and projects approved by the County Commissioners. Providing this authority to the Administrator creates a more efficient process and the Administrator will provide progress reports in public briefings. From the amended Resolution: "...this approving and signature authority includes,but is not limited to, contracts and contract extensions $50,000 and under if expenditure authority exists within the adopted budget;budgeted motor pool business;budgetary documents to carry out the adopted budget;requests to fill vacant budgeted positions;temporary higher class/lead pay requests that do not require a budget adjustment; urgent news releases;updating procedures; documents to correct scrivener's error; credit card program documents; documents from the WA State Liquor and Cannabis Board; letters of support that have no budge impaet and other duties as assigned." 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 County Administrator's level of authority. Attachments: Resolution Resolution A Resolution Amending Resolution 2022-033,County Administrator's Level of Authority WHEREAS,the County Administrator position is-established in Mason County Code Chapter 2.06; WHEREAS,duties of the County Administrator include ensuring that policies and projects approved by the County Commissioners are fully implemented,and presenting policy alternatives and analysis to the Commissioners for consideration; WHEREAS,the County Administrator position was filled in 2021 and Resolution 2022-033 was adopted detailing the level of authority for this position; WHEREAS,to improve the overall efficiency and effectiveness of county government,the authority of the County Administrator needs to be expanded as follows; NOW,THEREFORE BE IT RESOLVED by the County Commissioners to grant the County Administrator the day-to-day responsibility and authority to approve and sign a variety of documents to carry out the mission of the Commissioners. The County Administrator will provide progress reports to the County Commissioners in public briefings;and BE IT FURTHER RESOLVED that this approving and signature authority includes,but is not limited to,contracts and contract extensions tinder$50,000 and under if expenditure authority exists within the adopted budget;re nt..,e#;^d GnRt.raet,..,t,....ien-.th.t I ., . . .t ; budgeted motor pool business that is budgeted;budgetary documents to carry out the adopted budget;requests to fill vacant budgeted positions;temporary higher class/lead pay requests that do not require a budget adjustment; urgent news releases,,updating procedures- documents to correct scrivener's error;credit card program documents;documents from the WA State Liquor and Cannabis Board; and other duties as assigned. Dated this of 2023-2 Formatted:Normal BOARD OF COUNTY COMMISSIONERS ATTEST: MASON COUNTY,WASHINGTON McKenzie Smith,Clerk of the Board Kevi..Sh tty Sharon Trask,Commissioner APPROVED AS TO FORM: .Kevin Shutty,Commissioner C:\Users\Mmmith\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\8PXBJRCN\Administrator Responsibilities- amended ecX Tim Whitehead, Randy Neatherlin,Commissioner Chief Deputy Prosecuting Attorney C:\Users\Msmith\APPData\Local\Microsoft\Windows\INetCache\Content.Outlook\8PXBJRCN\Administrator Responsibilities- amended ecx 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): March 20,2023 Agenda Date: March 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• CGI Digital Proposal Background/Executive Summary: CGI has contacted the County to renew our relationship with their company. The County contracted with CGI in 2016 and that contract has expired. The County Showcase Video Program provides a way for counties to effectively tell their story through the power of video at no cost. This program promotes the assets and attributes of counties through a series of custom videos that welcome new residents,recruit businesses, showcase sustainability efforts,promote workforce development,highlight quality of life and more. The finished content is placed on the County's official website, social media platforms and other local websites that aid in the promotion of the area. The topics covered on our past Video Tour included a Welcome, Start A Business,Tourism,Buy A House,and Aquaculture. CGI Digital works in partnerships with the National League of Cities,US Conference of Mayors and is a Premier Corporate Partner of NACo. Click here for more information on our County Program: https://www.naco.org/sponsor/cgidi ig tal CGI Digital does the outreach to the businesses to secure sponsorship participation. The business sponsorship is done concurrently with the video production. There is no minimum sponsor requirement and the program is cost free regardless of how many sponsors partake. Budget Impact(amount,funding source,budget amendment): None Public Outreach(news release, community meeting,etc.): Video link will be placed on County website. r f Mason County Agenda Request Form r- T Requested Action: Approval of the contract renewal with CGI for the Community Video Program. Attachments• Information Agreement GET THE MOST OUT OF YOUR VIDEO TOUR ! W E B S I T E S SOCIAL MEDIA • Feature the Video Tour on • Facebook the official community • Instagram homepage • Twitter • Provide video tour for your: • Linkedln • Chamber of Commerce • Internal departments social a Economic Development media platforms Agencies • Main Street Association • Convention and Visitors Share your videos at least once a Bureau Pro-tip month on social media platforms to reach new audiences! a Other websites that aid in the promotion of the area EMAIL / TEXT OTHER • Embed video link into email • Play videos on your local signatures cable access channel • Send specific video • Play videos prior to State of chapters to residents, the City Address, meetings, visitors and businesses and presentations • Share Video Tour with local real estate agencies and school districts • Local businesses, non-profits, and organizations can also ,^ ■ feature the Video Tour on � I their website and social DIGITAL media platforms Name: Mark Neary Title: County Administrator Address:411 N 5"'St City, State,Zip: Shelton,WA, 98584 9 M Phone number: 360-427-9670 x 530 COMMUNITY SHOWCASE VIDEO PROGRAM Website: www.masoncountywa.gov Email: mneary@masoncountywa.gov This Agreement is between CGI Communications, Inc. D/B/A CGI Digital ("CGI")and the County of Mason(the "County") and shall remain in effect from the date it is signed by both parties until the third anniversary of the date that the completed and approved Community Video Program is made available for viewer access on different devices via a link on the www.masoncountywa.gov including any alternate versions of that homepage. During the term of this Agreement,CGI shall: • Produce up to five video with subject matter that may include but is not limited to:Welcome, Education,Healthy Living,Homes/Real Estate, or Community Organizations • Multiple segments of aerial footage pending approval from FAA and any airports within a 5 mile radius of filming location(s) • Provide script writing and video content consultation • Send a videographer to City locations to shoot footage for the videos • Reserve the right to use still images and photos for video production • Create all aspects of video production which includes,storyboarding,shot lists,filming,graphics,color grading,music selection and audio mastering • Provide our patented OneClickTm Technology and encode all videos into multiple streaming digital formats to play on all computer systems, browsers,and Internet connection speeds;recognized player formats include WindowsMediaTm and QuickTimeTM • Store and stream all videos on CGI's dedicated server • Afford businesses the opportunity to purchase various digital media products and services from CGI and its affiliates • Feature business sponsors around the perimeter of video panels • Be solely responsible for sponsorship fulfillment including all related aspects of marketing,production,printing,and distribution • Facilitate viewer access of the Community Video Program from City website, including any alternate versions of City's homepage,for different devices, by providing HTML source code for a graphic link to be prominently displayed on the www.masoncountywa.gov website homepage as follows: "Coming Soon" graphic link designed to coordinate with existing website color theme to be provided within 10 business days of execution of this Agreement. "Community Video Program"graphic link to be provided to replace the"Coming Soon"link upon completion and approval of videos • Grant to City a license to use CGI's Line of Code to link to and/or stream the videos • Own copyrights of the master Community Video Program • Assume all costs for the Community Video Program During the term of this Agreement,the City shall: • Provide a letter of introduction for the program on City's letterhead • Assist with the content and script for the Community Video Program • Provide notice of any changes, revisions,requests or modifications to final video content within 30 days of its receipt • Grant CGI the right to use City's name in connection with the preparation,production,and marketing of the Community Video Program • Display the "Coming Soon" graphic link prominently on the www.masoncountywa.gov within 10 business days of receipt of HTML source code • Display the "Community Video Program" link prominently on its www.masoncountywa.gov homepage, including any alternate versions of your home page,for viewer access on different devices for the entire term of this Agreement • Ensure that this Agreement remains valid and in force until the agreed upon expiration date, regardless of change in administration • Grant full and exclusive streaming video rights for CGI and its subsidiaries, affiliates, successors and assigns to stream all video content produced by CGI for the Community Video Program • Agree that the City will not knowingly submit any photograph,video,or other content that infringes on any third party's copyright,trademark or other intellectual property, privacy or publicity right for use in any video or other display comprising this program. Submissions should be received by CGI by the agreed-upon primary filming date. This Agreement constitutes the entire Agreement of the parties and supersedes any and all prior communications,understandings and Agreements,whether oral or written.No modification or claimed waiver of any provision shall be valid except by written amendment signed by the parties herein. City warrants that it is a tax exempt entity.The undersigned,have read and understand the above information and have full authority to sign this Agreement. Mason County,WA CGI Communications,Inc.D/B/A CGI Digital Signature: Name(printed): Name(printed): Nicole Rongo Title: Title: Vice President,Government Relations&Strategic Partnerships Date: Date:3/16/23 ♦'` 130 East Main Street, 5th Floor Phone: 800.398.3029 �► DIG17gl� Rochester, NY 14604 cgidigital.com • MASON COUNTY Mh Public Health & Human Services Briefing March 20, 2023 Briefing Items WIC space agreement with Public Hospital District No. I —Melissa Casey Updated Homeless Response System Written Standards—Melissa Casey Request for Proposals for Homeless Response grant funds—Melissa Casey Department of Ecology Solid Waste grant contract amendment—Ian Tracy Solid waste abatement—Ian Tracy Code enforcement and infractions—Ian Tracy 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): March 20,2023 Agenda Date: March 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• WIC Space Agreement Background/Executive Summary: Public Health&Human Services will operate the Women,Infants, and Children(WIC)utilizing the Mason Health clinic space located inside the Shelton Family YMCA.A space agreement has been prepared between Public Health&Human Services and Public Hospital District No. 1. Budget Impact(amount,funding source,budget amendment): None Public Outreach(news release, community meeting,etc.): None Requested Action: Approval to sign WIC Space Agreement with Public Hospital District No. 1 Attachments: Health Department-MGH Agreement Agreement Between Public Hospital District No. 1 of Mason County And Mason County Department of Health THIS AGREEMENT is dated this day of March 2023, by and between Public Hospital District No. 1 of Mason County, a municipal corporation, hereinafter referred to as the "District" and Mason County Department of Health, a Washington County, hereinafter referred to as the "Health Department". RECITALS A. The District was formed pursuant to Chapter 70.44 RCW as a public hospital districts to own and operate hospitals and other health care facilities and to provide hospital services and other health care services for the residents of such districts and other persons. B. With the closing of the local Women's, Infants and Children Clinic in Shelton, the Health Department desires to bring these services back to Mason County under their direction. C. The District has the authority under RCW 70.44.060 to lease existing hospital and other health care facilities and equipment and/or other property used in connection therewith, and a District has the authority to contract with other communities, corporations, or individuals for the healthcare services. D. The District rents clinic space at South Sound YMCA, located at 3101 N Shelton Springs Rd, Shelton, WA 98584 which is suitable for the establishment of a part time Women's, Infant, and Children Clinic at the YMCA clinic. E. The Health Department and District find it in the bests interests of the community to sublet the YMCA clinic space to the Health Department for such a clinic. NOW, THEREFORE, in consideration of the mutual covenants and conditions hereinafter provided agree as follows: 1. The District, for and in consideration of the services to be provided by the Health, Department and the covenants and provisions herein contained, do hereby sub-lease and let to the Health Department the use of the YMCA clinic space on each week. No monetary rent is required. 2. The Health Department shall: a. Be entitled to use the furniture and exam tables but shall not use any of the District's supplies, computers or other equipment. b. Leave the clinic space in a good and clean condition after each use so the clinic space may be utilized by the District when the Health Department is not using the space. c. Repair any damages caused by the Health Department employees, agents and/or guests or invitees. 3. The term of this sub-lease shall be from March 2023 to February , 2024. Thereafter this agreement shall automatically renew of one-month terms until cancelled. Either party may terminate this agreement without cause by giving the other party 30 days written notice. 4. The Health Department shall have the right to reasonable use of the common parking area, so long as such use does not unreasonably interfere with the use of the Landlord or other Lessees. 5. The Health Department agrees that parking is provided for the convenience of customers frequenting the clinic. Employees of the Health Department are encouraged to park off site. 6. The Health Department shall indemnify, protect, defend and hold harmless the District and Landlord and their agents, partners, and lenders, from and against any and all claims, loss of rents and/or damages, liens,judgments,penalties, attorneys' and consultants' fees, expenses and/or liabilities arising out of, involving or in connection with, the use and/or occupancy of the Leased Premises by the Health Department, except to the extent caused by District or Landlord's negligence or willful misconduct. If any action or proceeding is brought against the District or Landlord by reason of any of the foregoing matters, the Department of Health shall upon notice defend the same at the Department's expense by counsel reasonably satisfactory to the District and the Landlord and said parties shall cooperate with the Department in such defense. The Department of Health shall also pay the reasonable fees and costs of the District and Landlord's counsel to monitor defense counsel and legal matters. 7. The Health Department agrees that the building's Landlord shall at all times have the exclusive control and management of all parking areas, access roads, driveways, entrances, loading areas, signs, drainage facilities, landscaped areas, and other areas, improvements, facilities, and special services provided by Lessor for the general use, in common, of Lessees of the medical center(common areas and facilities.). Lessor had exclusive control over the common areas and facilities and do and perform such other acts in the common areas and facilities Lessor deems necessary or desirable. The Health Department agrees to comply with all common area rules and regulations established by Lessor. 8. The Health Department may not assign this lease or sublet the whole or a portion of the leased premises to any individual or business without the written consent of the District and the Landlord withheld,provided such assignment or subletting shall not release the Health Department of its obligations hereunder. 9. The Health Department shall abide by all terms and conditions of that certain Service Lease dated December 20, 2019, between Public Hospital District No. 1 of Mason County and South Sound Young Men's Christian Association. 10. The Health Department further covenants and agrees that it will not do or suffer any waste in said leased premises; that it will use the same for lawful purposes only. 11. Nothing in this Agreement shall constitute, or be deemed or construed to create a partnership,joint venture, or similar relationship between the Parties. Neither Party shall be deemed to be the agent of the other Party by virtue of this Agreement, it being understood and agreed that the District and Health Department are independent parties contracting for clinic space Neither Party has, and neither party shall, hold itself out as having any authority to enter into any contract or create any obligation or liability on behalf of the other Party. Dated this day of , 2023. Public Hospital Dist. No. 1 of Mason County Health Department Mason County Eric Moll, CEO Approved: South Sound Young Men's Christian Association Kyle Cronk, Executive Director 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): March 20,2023 Agenda Date: March 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• Homeless Response System Written Standards Background/Executive Summary: Public Health&Human Services has adopted the Department of Commerce Consolidated Homeless Grant Guidelines as the policy and procedure document for Mason County's homeless response system. The Housing&Behavioral Health Contract Guidance Manual has been updated to focus exclusively on the homeless response system and to reflect Commerce's guidelines; it includes a more comprehensive overview of the homeless response system and provides system-level guidance regarding: the funding sources;best practices; fiscal and programmatic reporting requirements; a summary of contract deliverables;program expectations; ineligible use of funds; and contract monitoring/corrective action procedures. Budget Impact(amount, funding source,budget amendment): None Public Outreach (news release, community meeting,etc.): None Requested Action: Review and approval to replace Housing Contract Guidance Manual with updated Homeless Response System Written Standards on Mason County website Attachments: Mason County Homeless Response System Written Standards Mason • unty Homeless Response • . • Table of Contents 1. Overview 2. Vision and Priorities 3. Funding Sources 4. Preventing Duplication of Benefits 5. Guiding Principles and Best Practices 6. Allowable Project Types: General Descriptions/ Project Expectations and Goals a. Service Only Interventions: Diversion & Coordinated Entry, Street Outreach, Point in Time Count, and Flexible Funding b. Temporary Housing Interventions: Emergency Shelters and Transitional Housing c. Permanent Housing Interventions: Homeless Prevention, Rapid Rehousing, Permanent Supportive Housing 7. Reporting Requirements • Fiscal and Programmatic Requirements o Monthly Invoices o Program Enrollment and/ or Housing Placement Report o Quarterly Performance Report o Landlord Outreach o Bi-annual program narrative report 8. Policies and Procedures • Coordinated Entry • PIT Count • Ineligible Use of Funds • Emergency Shelter • Permanent Housing • Eviction Prevention 9. Homeless Management Information Systems (HMIS) 10. Contract Monitoring 11. Required Performance Measures 12. Compliance, Corrective Actions and Performance Management MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 1 • Mason County Public Health and Human Services (MCPHHS) administers local, state, and federal funds to support a homeless crisis response throughout Mason County. While these funds are a critical resource in the crisis response system, individual organizations may contribute to this system through various grants secured independently or through their own organizational fundraising. All information that is entered into the Homeless Management Information System (HMIS) database is governed by the Department of Commerce and local governments are accountable to the data quality and outcomes. This document is meant to provide an overview of the Homeless Crisis Response System and provide system-level guidance. This document also guides the overall use of funds that support the homeless crisis response system throughout Mason County. MCPHHS has adopted the Consolidated Homeless Guidelines as the policy and procedure document for Mason County's homeless crisis response system. These guidelines specify program eligibility requirements, allowable expenses, HMIS data standards, client file documentation and program operational expectations that will also govern the use of local document recording fees. In this document, MCPHHS will expand on and emphasize components of the Homeless Crisis Response System that will enhance program design and clarify program expectations and best practices to achieve the desired outcomes. Contractor role is to implement the program design, not create a program. Funding is provided to provide the framework and design for a homeless crisis response system. It is recognized that the funding referenced in this document is not sufficient to meet every need to prevent and end homelessness. When we view the entire homeless response system, it takes many partnerships and fund sources to make a complete system that can rapidly respond to people experiencing or at-risk of experiencing homelessness. The overreaching goal is to make homelessness rare, brief, and one-time. We expect for all subcontractors to be leaders in the crisis response system, to facilitate partnerships with organizations within and outside of the county and promote evidence-based best practices. We are here to support these efforts from developing strategic plans, action plans, technical assistance, and to providing support in training employees. These written standards will be updated as necessary throughout the grant period. Subgrantees need to stay in communication about changes to your program's funding, interventions, scope of service, or population served. Mason County is responsible for updating the Department of Commerce on such changes. Vision • Priorities Vision: No person left living outside Homeless Crisis Response System Priorities: MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 2 • Quickly identify and engage people experiencing homelessness under the state definition, and all unaccompanied youth under any federal definition, through outreach and coordination between every system that encounters people experiencing homelessness. • Prioritize housing for people with the greatest need. • Operate an effective and efficient homeless crisis response system that swiftly moves people into stable permanent housing. • Address racial disparities among people experiencing homelessness. It is important to note that this document summarizes guiding principles, a vision for the whole homeless crisis response system, an explanation of the fund sources and an overview of the allowable activities. It is not intended to replace the Department of Commerce Grant Guidelines, RCW requirements of the funding or any applicable federal, state, or local laws. Funding Sources Recognizing the seriousness of the homeless crisis, the Washington State Legislature passed the Homeless Housing and Assistance Act (Chapter 43.185C RCW) in 2005 (the "Act"). The Act, along with legislation, allows the collection of surcharges on documents recorded for the sale and/or transfer of real property to fund homeless programs. The document recording surcharge funds ("surcharge funds") are used by the state and local government agencies to reduce homelessness (RCW 36.22.179). Mason County reserves the right to determine which fund source will fund the awarded programs and if funds will be braided to be able to support the program. Agencies receiving awards from multiple fund sources may have more reporting and grant guideline requirements. These funds are more commonly referred to and explained as follows: Consolidated Homeless Grant Program: The Consolidated Homeless Grant Program (CHG) is administered by the Department of Commerce and has several fund sources, including state general fund and document recording fees. Counties subgrant these funds to support a homeless crisis response system. These funds are governed by the "Guidelines for the Consolidated Homeless Grant". These funds support administration, operations, rent, and facilities support for such programming as emergency shelters, transitional housing, rapid re-housing, permanent supportive housing, street outreach, diversion, coordinated entry, homeless prevention, and data collection and reporting. As a recipient of these funds, Mason County is responsible for operating a homeless crisis response system throughout the county and for all projects that enter data into HMIS. Local Document Recording Fees (RCW 36.22.179): Homeless Housing and Assistance ("2163") MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 3 The local document recording fees are obtained through an imposed surcharge on document recording fees of real property, dedicating funding to low-income and very-low-income individuals. The Homeless Housing Grant Program was created in Washington State by Engrossed Second Substitute House Bill (ESSHB) 2163 on August 1, 2005. The law created a document recording fee on certain documents to be utilized by local jurisdictions to reduce homelessness. Administration of the grant funds are shared between local governments and the state. Eligible uses of the funds are to provide housing and shelter for homeless people including, but not limited to: Grants to operate, repair, and staff shelters; grants to operate transitional housing; partial payments for rental assistance; consolidated emergency assistance; overnight youth shelters; grants and vouchers designated for victims of human trafficking and their families; and emergency shelter assistance; and fund the homeless housing grant program. Mason County aligns with the Consolidated Homeless Grant Guidelines when administering funds to support the homeless crisis response system. Grantees should become familiar with the allowable expenses, principles, performance outcomes and intervention types within these grant guidelines. Preventing Duplication of Benefits All subcontractors must establish and maintain adequate procedures to prevent any duplication of benefits with allocated funds. "Duplication of benefits" occurs when an individual or household receives financial assistance for the same service from multiple funding sources. Grantees must determine and document if the household is receiving assistance from other sources (e.g. philanthropy, faith-based, CDBGCV, CHG, etc.) to avoid duplication of benefits as well as verify that the other form of assistance does not disqualify the eligibility of the individual or household. To avoid possibilities that an individual or household receives financial assistance for the same service, during the same time frame, from multiple funding sources subcontractors will: • Upon intake and eligibility determination the subcontractor will document assistance the household is receiving by funding sources whether donated or through grants and contracts. Proper documentation is aimed to avoid duplication of benefits and/or disqualification of the household from assistance. • A subcontractor may reference any checklists or forms used to evaluate if the household is receiving assistance from other sources. • During re-evaluation, the subcontractor will cross-reference forms, checklists, and institute questions to assess if the program participant is receiving additional funds to ensure duplication is not occurring. Any additional sources of financial assistance and services provided to a household must be documented, and a determination must be made that there is no duplication of benefits. Guiding Principles MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 4 MCPHHS is committed to making homelessness rare, brief, and one-time with all efforts dedicated to eliminating homelessness within subpopulations. We support Washington States vision that no person is left living outside. We believe this is possible when all organizations respond as leaders, work collaboratively as a team, and pursue other available funds as able to help build the necessary components of the homeless response system to prevent and end homelessness. We value innovative approaches and resourcefulness when faced with challenges. As leaders, subcontractors must respond to the disproportionate access to services, service provision and outcomes and address inequities in the system. We all have a responsibility to combat disparities and ensure that all people receive access and are served with respect and dignity regardless of race, circumstance, ability, or identity. • Housing First— an approach to quickly and successfully connect individuals and families experiencing homelessness to permanent housing without preconditions. It is Guided by the belief that people need basic necessities a place to live before attending to anything less critical, such as getting a job, budgeting properly, or attending to substance use issues. Once the person is housed, working on goals the client has identified can begin. No pre-conditions to housing such as sobriety, treatment, or service participation requirements. • Prioritization —When funds and resources are limited, program eligible persons are prioritized by vulnerability according to a uniform, standardized prioritization tool. The most vulnerable are first referred to and served by housing programs that will best achieve long-term housing stability. Unsheltered homeless households and households fleeing domestic violence must be prioritized for services and programs. If projects, have enough funding to assist all, then prioritization is not needed and can go off first-come, first-serve basis. • Progressive Engagement—service delivery model that focuses on the immediate housing crisis and frequently re-assesses the need for additional services. For example, reassessing monthly to see what the household needs, versus a blanket policy of 3 months of assistance offered regardless of need. Some clients may need more case management than others. The services are individualized and client-driven, responsive to the needs of each household, households exit to permanent housing as soon as possible, considers each unique situation and is not linear. No "one size fits all"- quite opposite and having already received assistance does not negatively impact a household's eligibility if they face homelessness again. • Targeted Prevention —A method for predicting who is most likely to become homeless such as previous experience of homelessness, individuals with serious health conditions, disabling conditions, experience of domestic violence, are in unstable housing, have pending evictions or eviction history, disruptions due to household's member demographics, or exiting an institution. It relies on nationally identified risk factors to assess vulnerability to homelessness. It is very difficult to predict who will become MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 5 homeless without this assistance. It uses a scored assessment tool to rank vulnerability for homeless prevention programs. • Shared Housing — Many individuals, especially the elderly experiencing homelessness are on fixed incomes. With the rising costs of rent and the low number of units that are studio or one-bedroom, shared living arrangements are a best practice to help house people and share the expenses. It may be a temporary solution where a person is able to move into and sustain housing on their own or it may become a longer-term solution for some. • Onboarding/Training —This refers to the training and onboarding that occurs within an agency, is specific to the program the person operates in and more holistically to become familiar with the entire homeless response system. There are many resources available in Mason County and tools to help refer households to these various programs. The better everyone is informed and knowledgeable about available resources, the more people can be connected to the resources that will help obtain and promote housing stability. • Certifications and/or Degrees — Certifications are encouraged whenever possible. This gives employees the tools and confidence to excel in their chosen role and help advance in their career. Certifications also provide the specialized knowledge to also best help households connect to services, become enrolled in supportive programs and aid in producing positive, trauma informed experiences for the household's experiencing homelessness or a housing crisis. Example certifications can include SOAR (SSI/SSDI, Outreach, Access, and Recovery), SUDP (Substance Use Disorder Professional), NCPS (National Certified Peer Specialist), or Certified Peer Counselor. • Outcome driven —Agencies shall use HMIS to monitor progress toward outcome goals at least monthly. An example of outcome driven practices is reviewing each month the percentage of exits to permanent housing. Another example around program enrollment is to use the Program Roster report to ensure that an appropriate amount (90%) of the household's enrolled in a rapid re-housing program have a move-in date. • Policies and Procedures —The best programs have well developed policies and procedures. These policies and procedures guide the work that is done and aid in creating standardized processes across the response system. Well-developed procedures become part of the on-boarding process of new employees and create predictable outcomes when followed by everyone. It is encouraged to share policies and procedures with other agencies operating similar projects. • Collaboration — It takes the expertise and specialization of many agencies working together to drastically reduce homelessness. A highly collaborative system involves agencies from various sectors such as housing services, behavioral health (mental health and substance use disorder), employment, education, language access and healthcare. A highly collaborative system has efficient and effective referral systems where households are matched to the programs they qualify for and will be able to achieve housing stability. An example of this is using Mason County's program capacity list to match households to the best programs. Agencies and employees, such as case managers, work collaboratively to support each other and the households they are working with to achieve their housing goals. Goals should use best practices such as SMART or CLEAR goals. • Braid Funding / Diversification —Additional fund sources are provided through the Balance of State Continuum of Care, Health Care Authority, and other grants. A best practice is for agencies to leverage mainstream housing and healthcare resources in program design to promote long-term sustainability and build resilient programs. Some MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 6 funds are not accessible to local governments. With the homeless housing funds rooted in local document recording fees this fund source can fluctuate with the economic market. Braiding fund sources when creating programs only makes the programs able to withstand these market variations and still provide services to vulnerable households. • Low Barrier (CHG 2.1.3) Each county must have at least one low barrier project operating year-round serving homeless adults and at least one low barrier project serving homeless households with children. Low barrier projects have rules narrowly focused on a safe environment and avoid exiting program participants into homelessness. Program participants are "screened-in" rather than "screened-out" due to such challenges as having a criminal background as a barrier to housing, failure to participate in supportive services or treatment programs, failure to make progress on a housing stability plan, and/or substance use in and of itself is not considered a reason for termination. Homeless households are not screened out based on the following criteria: having too little or no income, having poor credit or financial history, having poor or lack of rental history, not following rules that don't follow housing first principles, having involvement with the criminal justice system, having active or history of alcohol and/or substance use, having a history of victimization, type or extent of disability related services or supports, lacking of ID or proof of U.S. Residency Status, or other behaviors that are perceived as lack of"housing readiness". o A low-barrier housing project has minimum requirements to enter and remain in housing. Low-barrier housing contains most of the following components: ■ ADA accessibility ■ Allows couples and families to stay together ■ Accommodates service and companion animals ■ Does not discriminate based on protected classes ■ Sobriety and treatment are voluntary ■ Does not exclude people with minor criminal convictions, poor credit, or eviction history ■ Does not require documentation of identification, custody, or citizenship ■ People are not turned away because of a lack of income, the appearance of motivation, or willingness to participate in services or employment • Case Management: Case management is used as a comprehensive term to include all types of positions within the homeless crisis response system that work with program participants to improve housing stability and positive housing outcomes. It may be navigators, care coordinators, case managers, or similar job titles that perform these functions. The role of these individuals is critical to the success of program participants by reducing the length of time homeless, reducing returns to homelessness, and achieving housing stability quickly. All programs with a case management component will be required to attend trainings and care coordination meetings as determined by Mason County. It is also encouraged for a case manager to become certified. o Case Management Supervision: A best practice is for case managers to have clear expectations on client interactions, number of appointments, procedures, referral process, program enrollment accuracy, improving appointment show rates, program participant retention. The supervisor sets the expectations and inspects what they expect. Supervisors also provide excellent coaching and feedback to help case managers grow in their positions and help clients achieve their goals. Conducting regular observations on phone calls, appointments, MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 7 reviewing case notes, etc. all contribute to an effective and efficient homeless response system. Allowable Pr • - Allowable interventions are dependent on the fund source. Projects are funded based on the priorities set by the Housing and Behavioral Health Advisory Board, RFP application scores, compliance risk, and available funding. Project Type and Intervention Services Only Interventions Diversion & Coordinated Entry (CHG 2.1.4): Coordinated Entry refers to the process used to assess and assist in meeting the housing needs of people at-risk of homelessness and people experiencing homelessness. Diversion can sometimes include a small amount of financial assistance, sometimes just case management type services. When thinking about diversion, think of this as a one-time financial assistance to help resolve a housing crisis. Key components are problem solving conversation and creativity. Some communities have been investing more energy in Diversion efforts and have their diversion staff trained in mediation (Pierce). Diverting people from needing more intensive housing interventions can be helpful in maximizing funds. Diversion can be used for move-in costs, transportation, housing, etc. Coordinated Entry follows the assess, referral, enroll model. Coordinated Entry is used for required projects that need prioritization because not everyone could be assisted so it is based off need. Coordinated Entry has universal model policy and procedures that should be updated to meet the needs of Mason County. Street Outreach (CHG 1.4.3.1): Tool used to engage some of the most vulnerable and marginalized community members. Outreach teams can help build trust and help people engage with the system who otherwise wouldn't. Some members of highly vulnerable populations are weary of systems (youth and veterans). Outreach helps people get connected to mainstream resources. Outreach could be going to partner agencies or mainstream services to get people connected to the system. Outreach could also be going to encampments, parking lots, or other locations where the vulnerable populations may congregate. PIT Count (CHG 2.1.5.3): The Point in Time Count is an annual census of how many people and households are experiencing homelessness in one night. The pop-up event is usually held on the last Friday in January. PIT Count requires a lot of preparation with planning meetings and engaging the population prior to the event. Ensure a comprehensive and accurate count of people experiencing homelessness across all target populations. All recipients of 2163 Local Document Recording fees are required to partner with the lead agency, in a leadership capacity, to aid in the planning through implementation of events, outreach, marketing, and count surveys. The ability to connect with and survey/count people experiencing homelessness is a demonstration of the organizations' relationships with their population(s) served and is a factor used to determine future funding from the state. The PIT Count planning team can be viewed as a subset of Complete Count Committees (part of U.S. Census)—These committees play an MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 8 integral part in each community in ensuring a complete and accurate count of the community, and specifically work toward increasing participation with hard-to-count groups such as immigrants, the homeless and children younger than 5. Flexible Funding (CHG 6.3.3): Flexible Funding is the provision of goods or payments of expenses not included in other allowable expense categories, which directly help a household to obtain or maintain permanent housing or meet essential household needs. Examples of essential needs include personal health and hygiene items, cleaning supplies, transportation passes and other personal need items. Temporary Housing Interventions Emergency Shelter(ES) (CHG 1.4.1.1)— Emergency Shelters provide short-term, temporary overnight shelter for people experiencing homelessness. Emergency shelters meet the immediate need for shelter, can be facility-based, or operated through hotel/motel vouchers. Emergency Shelters are measured on the ability to be at capacity, are racially equitable, and the number of households that exit shelters into positive housing outcomes. • Drop-in Shelter: Drop-in shelters offer night by night living arrangements that allow households to enter and exit on an irregular or daily basis. • Continuous-stay Shelter: Continuous-stay shelters offer living arrangements where households have a room or bed assigned to them throughout the duration of their stay. Emergency Shelters should make every attempt to not have time-limited stay policies that exit individuals or households into homelessness. Goal: 50% exits to permanent housing and less than 10% returns to homelessness within two years of exiting a positive housing destination. 95% utilization rate for single beds or, when it is a family, by unit. Transitional Housing (CHG 1.4.1.2) —Transitional Housing (TH) is subsidized, facility-based housing that is designed to provide long-term (up to 2 years) temporary housing that moves households experiencing homelessness into permanent housing. Lease or rental agreements are required between the transitional housing project and the household. Master leasing is a common arrangement with transitional housing projects. The agency maintains the lease with the landlord and the agency subleases to tenants on a temporary basis (up to two years). The agency usually handles the tenant selection and supportive services to the tenant while the landlord maintains the building. Goal: 80% exits to permanent housing and less than 5% returns to homelessness. Performance is measured on how many households exit from the Transitional Housing into permanent housing and on returns to homelessness from two-years since the household exited. Case management and care coordination are critical elements to the success of this program. MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 9 Permanent Housing Interventions: Permanent housing is housing in which the household may stay if they meet the basic obligations of tenancy. Performance is measured on how many households remain housed after the subsidy ends housing and on returns to homelessness within a two-year span. Case management and care coordination are critical elements to the success of this program. We have found that providing subsidies for a longer period of time results in better outcomes: more households remain housed when the subsidy ends and the returns to homelessness are reduced. • Homeless Prevention / Eviction Prevention (HP) (CHG 1.4.2.1) - Eviction Prevention helps households who are at risk of homelessness to maintain or obtain stable housing and avoid homelessness. Services include housing-focused case management and temporary rent subsidies. For case management, housing first practices will be utilized. Performance is measured on how many households remain housed after the subsidy ends housing and on returns to homelessness within a two-year span. Case management and care coordination are critical elements to the success of this program. Other critical skills of program employees include conflict resolution and mitigation strategies to maintain housing stability. Partnerships with by and for organizations and Dispute Resolutions are required. Please refer to county prioritization policy and procedure for Homeless Prevention process. It is also important to utilize due diligence to prevent fraud or ineligible use of funds and please refer to county ineligible use of fund policy and procedure. Refer to the CHG Guidelines section 2.2.4 for the 10% set aside for By and For Organizations. • Rapid Rehousing (RRH) (CHG 1.4.2.2)—Quickly moves households from homelessness into permanent housing by providing move in assistance, time-limited rent subsidies and housing focused case management to maintain housing when the subsidy ends. Rapid Rehousing programs usually provide assistance for up to 2 years and makes available supportive services and housing stability case management that can continue for up to six-months after the rent subsidy ends. Performance is measured on how many households remain housed after the subsidy ends housing and on returns to homelessness within a two-year span. Case management and care coordination are critical elements to the success of this program. Other critical skills of program employees include conflict resolution and mitigation strategies with landlords. o Rapid Re-Housing (RRH) provides: ■ Housing Identification Services: Recruit landlords to provide housing for RRH participants and assist households with securing housing. ■ Financial Assistance: Full or partial assistance with move-in costs and deposits as well as ongoing rent and/or utility payments. ■ Case Management and Services: Provide services and connections to community resources that help households maintain housing stability and minimizes returns to homelessness. MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 10 RRH is a permanent housing project intervention type. If the tenant is asked to leave or is moved out and another tenant moves in after a few months this is not permanent housing. At least 90% of the program enrollments have a move-in date. Master Lease: RRH projects may master lease in two ways: 1) The lease is transitioned from the agency to the tenant (so the tenant has a lease with the landlord) when the tenant achieves housing stability and is exited from the RRH program; 2) The agency continues to sublease to the tenant and the tenant makes payments to the agency. The term is an on-going, permanent situation. Goal: 80% exits to permanent housing and less than 5% returns to homelessness from within two years of the household exiting the program. • Permanent Supportive Housing (PSH) (CHG 1.4.2.3) — Permanent Supportive Housing is subsidized, non-time-limited housing with support services for homeless households that include a household member with a permanent disability. Support services must be made available, but participation is voluntary. PSH may be provided as a rent assistance (scattered site) or facility-based model. For facility-based models, a lease or rental agreement is required between the PSH project and the household. The services and the housing are available permanently. Goal: 95% exits to permanent housing. Naming Conventions When Submitting Invoices and Reports Use the following procedure to name invoices and reports so there is a standardized process for all agencies and the departments that interact with the information. If there are any questions, please contact your grant coordinator. Up to a 4 letter agency abbreviation Month Abbreviation Year Grant Report Type Abbreviation Project Abbreviation Report Types = DQ (Data Quality), ME (Monthly Enrollment), Invoice (spelled out) Projects = CM (Case Management), ES (Emergency Shelter), RRH (Rapid Rehousing), CE (Coordinated Entry) Examples: CL Dec 2022 2163 DQ CM CH Dec 2022 2163 DQ ES MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 11 TPSA Dec 2022 2163 ME Fiscal Requirements: Agencies that receive Consolidated Homeless Grant funds are also held to all requirements in the contract between Mason County and the Department of Commerce and the most current version of the Consolidated Homeless Grant Guidelines. All COUNTY provided templates must be used and not modified without the expressed, written permission from the COUNTY. The COUNTY has the right to change the reporting requirements with notification to CONTRACTOR. Monthly Financial Invoice: a. All invoices and reports must be accurate, complete, and received to a satisfactory level before invoices will be approved and processed for reimbursement. b. CONTRACTOR will submit monthly financial invoice to the COUNTY no later than the 15th of each month. It is important to submit an invoice free from errors for the fastest turn around possible on reimbursements. We encourage subcontractors to include budget narratives when there has been a change or when expenses may vary more than the average. c. The CONTRACTOR may not manipulate, change, or adjust any template provided by the COUNTY without prior written permission from the COUNTY. d. Administration reimbursement requests cannot exceed the 1/12 monthly allotment. e. CONTRACTOR must retain all back up documentation including policies and procedures on how employee time is tracked to grants, and how holiday and overtime pay is calculated. f. Invoices must be easy to read with program expenses clearly organized and labeled. Arrange the backup documentation in the order items appear on the invoice. g. If invoice has significant increase or decrease in totals, include budget narrative to explain the change when invoice is submitted. h. If you make an error in any previous months or overpayments or underpayments, reach out to the COUNTY to determine next steps. i. If uncertain if expense is allowable, reach out to the COUNTY. j. Budget Revisions: All budget revision requests must use the budget revision tool. Budget revisions are allowable up to once per quarter. k. Submit monthly invoices electronically to Todd Parker, (tparker(a)masoncountywa.gov) and/or Haley Foelsch (haley(a�masoncountywa.gov). The Subcontractor must submit their own invoice request document and ledger. Each invoice must include: ■ The name of the agency, ■ Date submitted, ■ Dates of service (e.g. report period), ■ Contract number, ■ Invoice number MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 12 ■ Name of funding source, ■ Reimbursement request per funding source, ■ Salary and benefits separated out, ■ Total hours worked by employees for the pay period per grant when multiple fund sources are used. ■ General Ledgers or back up documentation which includes expenses broken out by category, they cannot include client names or identifying information. It is acceptable to use HMIS numbers. When rental and/or utility assistance payments are made, the landlords name is allowable. ■ Voucher detail worksheets, if required by the grant, ■ Spenddown sheet matching the voucher detail worksheet. ■ Any HMIS reports required by the grant. ■ Total reimbursement request for each funding source, and ■ Signature from the Executive Director, CEO, and/or Board Member. ■ Submitted by the executive director. Programmatic Reporting Requirements: Submit all monthly reports by the 101 of each month Scope of Service: The Scope of Service section in the contracts is meant to summarize the services offered by the program and is not a comprehensive view of the program and how it fits within the homeless crisis response system continuum of care. CONTRACTOR must adhere to the Scope of Services found in the Consolidated Homeless Grant Guidelines, Mason County Written Standards, Local 5-year Homeless Plan, Descriptions in the RFP, and Scope of Service section of the contracts. If a CONTRACTOR wishes to modify or request a change in the Scope of Service, a written Scope Change must be submitted to the contract administrator in Mason County Public Health and Human Services. Monthly Program Enrollment and/or Housing Placement Report: Contractor will use the templates provided by Mason County and will include a breakdown of all subpopulation groups the program serves: Adult, Family, Youth, Chronically Homeless and Veterans. The earlier the Monthly Enrollment Numbers are submitted the earlier the invoices can be approved for processing. The monthly enrollment report will include a breakdown of all subpopulation groups the program serves: Adult, Family, Youth, Chronically Homeless and Veterans. It will also include a referral and enrollment tracking. HMIS Data Quality (HUD 225) Reports will be submitted in PDF format monthly by the 10th of each month for each program being operated. Quarterly Performance Report: Due October 10, January 10, April 10, and July 10. Performance reports will include a breakdown of all subpopulation groups the program serves: MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 13 Adult, Family, Youth, Chronically Homeless and Veterans. This report will also include progress on program specific goals listed under"Program Goals" in the Scope of Service. i. Exits to Permanent Housing 1. Emergency Shelter = 50% 2. Rapid Rehousing = 80% 3. Transitional Housing = 80% 4. Increase percentage of exits to permanent housing from all housing intervention projects to the level of the top performing 20 percent of homeless crisis response systems nationwide. ii. Unsheltered Prioritization: Serving at least 60% unsheltered homeless households. iii. Returns to Homelessness 1. Raid Rehousing and Transitional Housing <_ 5% 2. Emergency Shelter<_ 10% iv. Shelter Utilization: 95% utilization rate by bed for adult shelters and room occupancy for family shelters. v. Data Quality 1. Rapid Rehousing and Transitional Housing Destination <_ 5% unknown responses 2. Emergency Shelters <_ 20% unknown responses vi. Data Timeliness: All program staff must enter/update project participant household data into HMIS within 7 calendar days following the date of project enrollment/exit. vii. Landlord Outreach: All programs that have an "exit to permanent housing" target must conduct landlord outreach. Documentation will include the date of the outreach and type. Any events will also include a sign-in sheet as supporting documentation. Outreach includes, but is not limited to, events, newsletters, in-person meetings, associations, and group meetings. CONTRACTOR is encouraged to partner with other providers to satisfy this requirement and maximize participant benefits. Include Mason County Program Coordinator on all electronic outreach efforts. viii. Action Plans: The agency must submit an action plan along with the quarterly performance report when the performance is below the targeted measure. The action plan will include the goal, timelines, and measurable action steps to remedy the current performance. Other Reporting Requirements: • Local Homeless Housing Plan (CHG 2.1.5.1): According to RCW 43.185c, the homeless response system must submit a local homeless housing plan every five years. All agencies that receive funding are required to actively participate in the development of the plan, the implementation, annual plan updates and be accountable to the measures of success and program/system performance requirements adopted in the plan. • Annual County Expenditure Report (CHG 2.1.5.2): All agencies that enter data into HMIS must coordinate with the COUNTY a complete and accurate report of program funding information to the Department of Commerce. MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 14 • Point in Time Count (CHG 2.1.5.3): All funded agencies must actively participate in the PIT Count to obtain a complete count of people experiencing homelessness in Mason County. Please refer to the section on the PIT Count that further explains participation and involvement. • Essential Needs Report (CHG 2.1.5.4): All HEN providers must submit an HEN Essential Needs Report at the end of each state fiscal year, which is a count of the total instances of Essential Needs Services. Summary of Contract Deliverables Item Date Due / Frequency Deliverable Name Description Criteria for Acceptance Target date July 30, but no All requested information must 1 later than thirty(30)days of Special Conditions Contract Requirements identified be current, complete, and the signature date by the in the Special Conditions Section accurate COUNTY Complete, accurate, and Monthly, as close to the 1st Executive Director review and approval signature. Follows 2 Invoice submit monthly invoice with Written Standards. Back up of each month as possible backup documentation documentation in the form of a general ledger A. Complete,timely,and accurate data using A. All new monthly program template(s)provided A. Monthly Enrollment enrollments and key community B. Data Timeliness: client On or before the 10th of Report program referral and enrollment data entered within 10 days of 3 project start and exit. each month B. Data Quality& tracking n Data Quality: <_5%unknow Timeliness (CHG 6.2) B. HMIS HUD 225"Data Quality" housing destination for now Report in PDF format. RRH and TH; <_20%unknown responses for emergency shelters A. Outcome of key performance measures- 1)exits to permanent A. Program housing,2)unsheltered Performance Report prioritization, 3)data quality and B. Coordinated Entry timeliness; Tracking (5 yr. Plan Obj B. Coordinated Entry—Lead A-F. All reports are received 1, MoS b) agency to provide Tracking Report on time and are accurate; Quarterly, on or before the C. Landlord Outreach (access points assist lead agency proper and complete use of 4 10th of Oct., Jan.,April., & (CHG 2.3, RCW in data collection,accuracy and templates; all directions July 43.185c.240) tracking); followed;Action plan to D. Training Log (CHG C. Landlord Outreach -list of accompany report for areas 2.1.6) qualifying activities performed; that are not tracking to meet E. Shelter Utilization D. Staff training for the quarter program outcome benchmarks Rate E. Shelter Utilization Rate F. Voucher Spend F. Only for RRH programs Down Report (broken out by funding source) and any voucher budget items (e.g. motel vouchers) MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 15 Annually, as described A. All activities associated with A. Attempt a complete count below: of people experiencing A. Point in Time Count planning, hosting event and homelessness in Mason A. PIT Count Event Planning and Event conducting surveys for the annual le County Planning and Conduct: PIT Count Report by Point in Time Homeless Census 5 lead agency(all other Count B. Truthful and accurate data, August—February; work with County and Dept of agencies assist in data B. Formal PIT Count Report of B. February 15-PIT Count Commerce to verify data verification) the event, homeless census data Report: C C. Attendance by Executive C. Contract Orientation July C. Contract Orientation and demographics or Program Director and 25, 1 pm C. Attend Contract orientation Program Manager CONTRACTOR must use templates when provided by Mason County Policies • Procedures The Consolidated Homeless Grant Guidelines will be the order of precedence when determining financial and program compliance. This section will expand on the sections of the guidelines on areas to provide standardization in program operation across the county. Agencies will be required to have their own policies and procedures that align with the Written Standards and Consolidated Homeless Grant Guidelines and to have procedures written in a manner each employee can follow that produces consistent, repeatable outcomes. Program Expectations It is expected that agencies will have policies and procedures that align with these Written Standards, CHG Guidelines and contain the elements below. 1. Staffing a. Hire and maintain staffing appropriate to serve the proposed number of households. b. Job Descriptions: keep on file job descriptions for all personnel related to the program to include the date created, date reviewed, or date revised, duties, responsibilities, authority, and performance expectations. 2. Program Eligibility (CHG sections 3.2 and 3.3) 3. Prioritization (CHG 2.1.1) When funds are limited and not every household can be served by a program, prioritization policies and procedures must be in place. With a minimum the homeless crisis response system must prioritize households that are experiencing unsheltered homelessness and households fleeing domestic violence. a. Coordinated Entry: must use the Mason County vulnerability index and program capacity list to prioritize households and provide the best match when referring potential program participants. b. Must use programmatic prioritization tools such as the Eviction Prevention tool. 4. Training Documentation (CHG 2.1.6): Contractor is to keep a training log for all program staff and ensure required trainings are completed every three years. All new staff follow a standard on-boarding training and systems are in place to train staff on policies and procedures, housing diversion, intake forms, customer service, de-escalation techniques, trauma informed care, mental health first-aid, HMIS (Homeless Management and Information Systems data base), data timeliness, motivational interviewing, quality MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 16 improvement and client file documentation. Additional training topics may be customized depending on the needs of the agency or clients. 5. Program Recruitment and Enrollment a. Policies and procedures relating to prioritization, enrollment criteria and program denial procedures. b. Reach and maintain program enrollment to achieve or exceed the goal listed in the RFP application (projected households served). c. Maintain a marketing and outreach plan on file or as part of the policies and procedures. d. Perform and document outreach activities to community providers or providers in neighboring counties if services are not provided or there is limited capacity in Mason County. e. Low barrier programs and services f. Participation in and collaboration with Coordinated Entry (Examples include participation in by name meetings and being part of the local governance body) g. Inter-Agency collaboration that improves program enrollments 6. Program Participation (CHG 2.1.3.2): Services will be provided to program participants on a voluntary basis. Coordinated Entry (CHG 2.1.4 and Washington State Coordination Entry Guidelines): All agencies awarded 2163 Local Document Recording fees are required to participate in Coordinated Entry. Participation means CONTRACTOR will send and receive referrals to and from Coordinated Entry. Participation can also means attending by name meetings and participating in governance body. Any person that is exiting a from any program into homelessness must be referred to coordinated entry. Agencies awarded funding to operate Coordinated Entry must comply with all HUD and the Washington State Coordinated Entry Guidelines. Additional expectations of Coordinated Entry: a. Create and maintain a pocket-sized Mason County housing and food services resource card for people in a housing crisis to connect with immediate needs (food and shelter). Items to include, but not limited to phone numbers and hours of operation for Coordinated Entry, Shelters, Food Banks, and community meals. b. Maintain the Mason County program capacity list and resources list in Google Excel. https://docs.google.com/spreadsheets/d/1 uZL9EKZyiiX4AUN120- wssmLkHhlKcPObd3aoZJgGF4/edit?usp=sharing https://docs.google.com/spreadsheets/d/lhGmeeA-19S7CsV-kh L010es4- xxQvcullzRKtug9FQ/edit?usp=sharing c. Implement diversion processes that will reduce the amount of people who need CE required projects (Example, if someone needs one-time assistance diversion could be used instead of using RRH funding). MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 17 d. Develop a regular visit schedule and document visits of at least once per week, but not less than once per month at places such as Veterans Memorial Hall, DSHS, HEN program, Community Lifeline, food banks, tribes, jail, schools, and hospital emergency room. In these meetings, discussion at these meetings will be to discuss if referrals/ enrollments were made, action steps needed for mutual clients, who will take the lead, and by when. These meetings are intended to help support wrap around services and connecting people experiencing homelessness to the correct resources. e. Organize and conduct the case staffing meetings. These are the by name meetings. There are 3 meetings a month that will be led by the CE lead agency. The lead agency will use the county's spreadsheet and follow county guide to CE for staff to have specific asks and action steps. Measured by documentation of the frequency of the meetings and provider attendance. f. Role of the CE supervisor is defined and provided to the county for coaching opportunities and training opportunities. g. Lead agency will have a coordinated process for referral and enrollments and will work with the community to ensure that good referrals are made and follow through until enrollment. Lead agency will do referrals outside of CE-required projects first and then if no other options that referrals can be made to CE- required projects based on project capacities. h. Develop multiple access points to ensure a "no wrong door" approach is employed, and intakes/referrals are seamless for potential households that present as homeless. A community standardize process will be used to ensure that a person presenting at any door can be routed to the appropriate resources and referrals. i. Develop community trainings that are approved by the governance body and ensure all community partners are trained on this process. j. Referrals and enrollments will be tracked for literally homeless households and the Mason County phased assessment process will be followed. https://docs.google.com/document/d/1- NaYk7NocRYsSoZrtQfrka3QdwytP2An/edit?usp=sharing&ouid=11396484868021 6743665&rtpof=true&sd=true k. Organize and manage the activities of the Coordinated Entry Advisory Board I. Oversee the Point in Time Homeless Census Count and the PIT Complete Count Committee to ensure a complete and accurate count of people experiencing homelessness. m. Build and maintain active lists that follow the dynamic prioritization process, oversee By-name meetings of people experiencing homelessness, and ensure key stakeholders are part of these meetings and confidently statements are on fill. n. Track the homelessness status of all households, engagements and housing placements for each household and submit a quarterly report with this data. o. Secure MOUs with access points. p. Modify BoS model policies and procedures to be adjusted for Mason County and update annual or when there is a guideline change. q. Utilize a prioritization process that ensure everyone has equal access to the CE required projects and is willing to be engaged in these projects. MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 18 r. Agency will have a achieve and exit process that complete due diligence before person is achieved or exited. s. It is recommended that agencies shadow other counties to learn and improve processes. t. Agencies will have one HMIS for diversion and one for CE-only projects. u. Coordinated Entry guides are available for Contractor training and processes. https:Hdocs.google.com/document/d/1 GxgxS206u556VOVFaolcxTbu3dyCopksb8ii vwrhwLw/edit?usp=sharing https:Hdocs.google.com/document/d/1 rg5VfmfzM3ReAQvIDmtN7XTiMvHCU75FT MtWCi kB20/edit?usp=sharing Point in Time Count Point in Time Count (CHG 2.1.5.3) Lead role in the annual Point in Time Homeless Census Count to accurately count persons experiencing homelessness in the populations served. a. PIT Count Report by lead agency for all events, at a minimum and due by February 15: a. Events held and a summary of the events, for each event and totals: b. Total number of event participants c. Unsheltered Homelessness d. Sheltered (includes emergency shelters, domestic violence shelter and transitional housing) e. Chronically Homeless f. Veterans b. All PIT Count forms are turned into Mason County within 30 days of the PIT Count event. c. Lead agency will follow template for what is expectations for Lead agency on marketing, event planning, data management, partnership, donations. d. Lead agency will organize planning meetings and provide leadership and invite multiple agencies. (Example: Agendas, Minutes, goals, who is doing what, etc) e. Camp liaison/ street outreach year-round so we have relationships with encampments. f. Lead agency will ensure that people are asked what supplies they need before to provide incentives for completing the survey. g. Surveys will be completed from Master List a week before so just confirming same situation on the day of the event. h. Vendor confirmation will happen before the event and set-up a day before the event. i. Lead agency will ensure that a pop-up event happens and take place in Mason County on the last Friday in January. j. Partnerships with churches and other community organizations. k. Confirmation of HMIS projects will be completed. I. Training logs of community training of surveys, Commerce training will be submitted to Mason County. Ineligible Use of Funds & Fraud Prevention Policy (CHG 7.5.1) MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 19 POLICY PURPOSE This policy is intended to create a standardized response to fraud or suspected fraud, and to provide good stewardship of public funds and to follow the ineligible use of funds requirement listed in Consolidated Homeless Grant guidelines. Fraud prevention and awareness are the first steps in ensuring the resources are getting to those most in need. This policy attempts to seriously examine the possibility of fraud while minimizing the impact of implicit bias in decision making and, by extension, the impact of those biases on overall access by marginalized populations. Additionally, it intends to protect employees from ambiguous instruction on fraud prevention and investigation. Mason County Public Health has their subcontractors work to ensure that fraud policies are in place at an organization level for each agency and each agency looks for"flags" of fraud. SCOPE Fraud is a criminal act in which individuals, groups, or businesses steal taxpayers' monies from local State and Federal programs. Tenants and landlords who make false statements regarding their income or family size, or alter official documents, are committing fraud. Employees who engage in bribery, embezzlement, or who alter, forge, or destroy records are committing fraud. POLICY Mason County Public Health and subcontractors will follow procedures to help reduce and prevent fraud from happening in every attempt to safeguard public funds. When encountering potential fraud, the reduction of bias will be minimized so overall access to the grant is not affected. Contractor will adopt Mason County's Ineligible Use of Funds and Fraud Prevention Policy. PROCEDURES • Subcontractors will confirm all information documented in client file is accurate to make the best attempt to prevent ineligible use of funds. • Subcontract will use due diligence when approaching ineligible use of funds. • Employees will look out for signs of fraud on applications and forms, or"flags." Employees will not rely on "hunches," "suspicions," "intuition," or other subjective and potentially biased evidence to flag fraud. • Employees will send client files or documentation that is believed to have signs of fraud to another employee or manager for review and to allow oversight. • If fraud is suspected, the employee will immediately notify their supervisor and more information from the client may be collected and keep a log. On the log be specific about the situation of ineligibility. • If suspicion of fraud is not alleviated, subcontractors will notify the appropriate law enforcement. • If any new grant funds were spent on any ineligible households or expenses, subcontractors will: a. Fill out completely and submit Tab A: Questionnaire for new fraud of the fraud log to Mason County Public Health within one week of identifying that there has been an ineligible use of funds and include information and documentation listed below on forms needed for the Department of Commerce. b. Mason County Public Health will inform the Department of Commerce of the ineligible use of funds and report to the State Auditor's Office. MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 20 c. After the initial questionnaire is submit the case would then be moved to Tab B and the subcontractor would provide updates every 6 months. d. If cases are closed, then the information can be moved to Tab C of the fraud log. • The following documentation and information shall be collected from the Subcontractor and sent to the grant manager at the Department of Commerce: a. Landlord Payment Obligation Form b. Copy of police report, and any other types of notes, communication, etc. that might fall into the category "incident report" by Subcontractor c. Total money lost. If unsure on how much was paid or how much was actually fraudulent, then just total amount paid to the third party d. Description of process put in place to ensure third party will be "flagged" if there is an application for future assistance. (Doesn't mean that they aren't eligible for assistance, must that there is awareness around this incident if they were to present for services). • Subcontractors will update Mason County every six months in March and September 1 st on reported cases by following up with law enforcement or the prosecutor's office. Mason County may be asked for information sooner based on if Commerce needs additional information. New cases will need to be provided immediately. a. Subcontractors will provide specific information in the six-month update in October fraud log and after October 2022, will use the questionnaire to update: • Date of last contact with the police and/or prosecutor's office. • Next steps that the police or prosecutors are going to take. • Date of court date if this has been set. • If there was a court hearing, results of the court hearing. • What happened with the funds? Emergency Shelters • Emergency shelters shall not have excessive rules that become barriers for unsheltered persons or households to stay in the shelter. • Emergency shelters shall not have excessive rules that exit a person or household to homelessness. • While we recognize that some behaviors are dangerous to shelter stayers and employees, the emergency shelter shall have policies and procedures that clearly outline any terms of debarment, opportunities to rectify the situation and provisions for additional chances to stay in the shelter. Many individuals experiencing homelessness have mental health conditions and/or substance use disorders that may prevent them from certain behavioral standards. The emergency shelter shall make all attempts to obtain the appropriate and adequate treatment for the individual(s) that may not be able to follow all the shelter rules. • Shelter rules are trauma informed. • Reimbursement: Emergency shelters will be reimbursed on bed/unit rate. o Night by Night Emergency Shelters offering single beds will be reimbursed at a rate of$12.91/occupied bed/night. Family units will be reimbursed at a rate of $25.50/occupied room/night. o Procedure: MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 21 ■ CONTRACTOR will keep a log of nightly occupancy and contain a calculation for the number of bed and/or unit occupancy for the month reimbursement is requested. ■ The nightly log will be submitted with the invoice for review and reimbursement determination. ■ The nightly log will be cross referenced with HMIS records. ■ CONTRACTOR will supply a list of expenses showing what the bed/unit rate is reimbursing along with the invoice. Only reimbursable costs are allowed. ■ A reserve is not allowed. Only expenses that can be reimbursed are allowable up to the amount the bed/unit rate generated for the month. Permanent Housing Program: Rapid Rehousing • RRH is a permanent housing project intervention type. If the tenant is asked to leave or is moved out and another tenant moves in after a few months this is not permanent housing. • At least 90% of the program enrollments have a move-in date. • Master Lease: RRH projects may master lease in two ways: 1) The lease is transitioned from the agency to the tenant (so the tenant has a lease with the landlord) when the tenant achieves housing stability and is exited from the RRH program; 2) The agency continues to sublease to the tenant and the tenant makes payments to the agency. The term is an on-going, permanent situation. RRH: Rent Limit Policy and Procedure Scope Section 8.4 of the CHG Guidelines states that lead/subgrantees must choose a standardized process for all units receiving a rent subsidy, including arrears, and must be completed before the rent subsidy is paid. Policy Contractor will adopt Mason County's Rent Limit Policy and Procedure. It is the policy of Mason County to determine if the given unit is under 150% Fair Market Rent. If the unit is under 150% FMR, the subcontractor may document that the unit was under 150% FMR in the client file and pay the rent subsidy. If over 150% FMR, then the subcontractor can use the rent reasonableness form to see if comparable units and document in the rent reasonableness form in the client file. Subcontractors will have a procedure for their methodology for documenting comparable rents and standards for certifying comparable rent as reasonable. Subcontractors may also include a procedure of how they handle Rent Limit Exceptions when circumstances require a rent amount that exceeds the limit. In Appendix A, there is the 2023 FMR table and the Rent Reasonableness Form. FMRs by unit bedrooms Year I Studio 1 bed 2 bed 3 bed MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 22 October 1, $790 $1,046 $1,181 $1,678 2022 - Present 150% FMR Year Studio 1 bed 2 bed 3 bed October 1, $1,185 $1,569 $1,771.50 $2,517 2022 - Present Eviction Prevention Eviction and Homeless Prevention Prioritization Policy and Procedure (CHG 4.3) Policy: Mason County will use a standardized process for prioritizing people for assistance for all homeless prevention programs under Consolidated Homeless Grant and 2163, excluding Housing and Essential Needs (HEN). All homeless prevention programs will follow Mason County's Prioritization Policy and Procedure and will use the targeted prevention scoring tool without a required score. Sample client files will be provided to the Contractor for training. Prioritization Policy and Procedure Policy: Mason County will use a standardized process for prioritizing people for assistance for all homeless prevention programs under Consolidated Homeless Grant and 2163, excluding Housing and Essential Needs (HEN). Procedure: 1) Case managers/processors will use the targeted prevention eligibility screening form to check for a) Minimum Eligibility Criteria b) Score an individual for a prioritization score. Once all paperwork is completed and in case file, then the individual may be added to the prioritization list. 2) Case managers will also ask clients and document the following: How many individuals are in the household, total income that household makes, date received all paperwork, number of minors under 18 years old. 3) Case manager will take information obtained to standardize income by dividing by number of HH members. Example: Total income=$20,000 and there is 4 HH members. Standardized total would be $5,000. 4) Case manager will put HMIS ID number, HH size, income, standardized income, date received paperwork, number of minors under 18 years old, and case manager name in excel spreadsheet. 5) Before payment is made, excel sheet will be sorted by standardized income first and the top applications would receive payment. If ties, then next category would be prioritization scores, if still ties then next would be highest number of minors under 18, and finally if still tied than first come first serve. 6) Executive Directors will determine that only the individuals with the highest prioritization will be served with rental assistance. 7) Rental arrears are allowed back to June 30,2022 forward except if individuals were on the previous temporary emergency eviction programs list and did not receive assistance. MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 23 8) Prioritization will start with first time applicate and then if available funding is left over than recertifi cations can be readded to the prioritization list. Homeless Management Information Systems (HMIS) (CHG 7.2) • CONTRACTORS are required to enter data and conform to the HUD Data Standards for HMIS. CONTRACTORS are also required to review Housing Inventory Counts annually. Notify the COUNTY when any changes are made to the inventory. • CONTRACTORS are required to have each program set up correctly in HMIS. • CONTRACTOR must notify the COUNTY when any changes are made to the program and work with the COUNTY to ensure that HMIS accurately reflects the operations and services of the program. • CONTRACTOR agrees to meet all data entry quality standards of completeness (7.2.1.1), timeliness (7.2.1.2) accuracy (7.2.1.2), and consistency (7.2.1.4) for HMIS, to run monthly data quality reports and notify the COUNTY if any updates need to be made to your Agencies Projects or if you need any Projects added. • CONTRACTOR agrees to conduct internal data quality, completeness, accuracy and timeliness checks monthly. • Contractor agrees to implement processes and internal checks to ensure data timeliness benchmarks are met, namely the entry of client data within 7 days of meeting for both entry and exit. CONTRACTOR agrees to respond to any data timeliness reports within five (5) business with a plan to correct any records entered 14 or more days from meeting with the client. • Contractor is expected to run the Data Quality Report (HUD 225) in HMIS to monitor data quality, completeness, and timeliness monthly and email this to the Mason County Program Coordinator no later than the 10t" of each month to verify this has been completed and write a plan to correct data entry errors. • CONTRACTOR agrees to participate in all Department of Commerce quarterly data quality checks and data integrity for special reports such as Annual Point in Time Count, Housing Inventory Count and Annual Performance Report. CONTRACTOR is expected to communicate with the COUNTY within 5 business days from the date of contact to resolve any reporting issues and concerns. Procedures: HMIS Reports, tools, and what to look for in the reports • Program Roster FGNRL-1061 (under Program Based Reports). o Double check that the number of people served is accurate. ■ Enter anyone who is currently being served in your project but is not in HMIS yet. o Exit anyone who is no longer being served by your project. Make sure the entry and exit dates are correct. o Length of Stay (LOS): LOS is useful to examine if a person should be exited from the program, determined if other actions with case managers should be taken to MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 24 exit the person into positive housing outcomes and effectiveness of the program in resolving housing crisis. o Move-in Date: Do all participants in a RRH project (or at least 90%) have move-in dates? o Are names spelled correctly? o Are consent refused all entered the same way? • HMIS Data Quality Report [HUDX-2251 (under HUD Reports) o Use this report to assess the total number served and heads of households is correct. o Update records with errors (if the report is run in HTML mode, the record can be selected, and it will open a new page with the records that are in error. o Pay special attention to any element that shows over a 5% error rate (ignore name. If there is a high error rate, it is usually a "completeness" issue. o Destination: error rates in this category are the result of"unknown" exits. o Data Timeliness: the table quickly identify timeliness of project entries and exits to help manage timely record keeping. o Annual Assessments: all program participants that have been in the program for over a year, must have annual assessments. o Here is a link to the reference tool that will explain the different sections of the report: https:Hget.claritVhs.help/he/en-us/articles/115012435727--HUDX-225- H M I S-Data-Qual ity-Report • Program Details Report [GNRL-2201 (under Program Based Reports) in HMIS, keep these fields in mind: o Housing move-in date (element 3.20)for Rapid Re-housing and other Permanent Housing projects. Don't forget this important update! If this is blank it looks like the participant was never housed by your project. o Update Income and non-cash benefits before exiting (where required) —this is especially important for Continuum of Care-funded projects which are scored on this measure. o Enter a real exit destination — don't choose don't know, refused, data not collected, no exit interview completed, or"other"whenever it's avoidable. o Living Situation (element 3.917) for all projects —don't choose don't know, refused or data not collected whenever it's avoidable. o Household "groups" — is everyone enrolled in the project in the same group? This helps determine Household type, it's important to make sure it's right. • Program Outcome Measures [OUTS 101] under Program Based Reports o Run the report by head of household rather than by person. Select "HoW. o Exits to permanent housing = total discharged to permanent housing o Use the report for accuracy to make sure all discharge destinations are accurate for the month. • Annual Performance Report [HUDX-227]: o Q6c: Destination status — high error rate is due to unknown exit destinations. o Q63: Data Timeliness o Q7: Number of persons served o Q8a: Households served o Q15: Living Situation (can determine percent of people experiencing unsheltered homelessness served) o Q23c: Exit Destination MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 25 • Data Quality Dashboard (Dept. of Commerce Website): Contractor will use the data quality dashboard to help improve timeliness, accuracy, and completeness. https://public.tableau.com/app/profile/comhau/viz/DQDashboard 15719398928900/BoS Contract • • • All Consolidated Homeless Grant (CHG 2.2.3) contracts will be monitored to the Consolidated Homeless Grant Guidelines. Monitoring frequency will be based off risk. 1. All contracts funded with Local Document Recording fees may be monitored to compliance with some or all the following: 2. General operations, adherence to contract, and program policies and procedures 3. Financial invoices, statements, allowable expenses, duplicate payment, etc. 4. Client Files (Reference Appendix C of CHG Guidelines: At a minimum includes the following items: 5. CHG Appendices: Contractor will use appendices to ensure that required forms are in client files, Policies and Procedures are on file, performance measures are met, eligibility requirements are met, and HMIS practices are used. Client File HMIS Assessment HH Program Lease or Rent/ Checklist ROI &Housing Eligibility Agreement subsidy Stability Plan Determination determination Shelter X X X Services Only X X X X Case Management X X X X Transitional X X X X X X Housing RRH X X X X X X Additional required Policies and Procedures: • Participation in CE/ CE P&P if receive funding • Grievance • Program Termination and Denial • Low Barrier • Habitability complaint • Does not require participation in religious services • Households who receive rent assistance will receive WA State Landlord Tenant Act • Rent Limit • Hotel/motel if applicable Required Performance Measures The table below illustrates the minimum required performance measures by project intervention type. The Homeless Response System is evaluated at the program level and the system level. To ensure that system level performance requirements are met, the county reserves the right to modify the project level performance measures. MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 26 The following situations describe where performance measures have been modified to ensure system level performance measures are met: Emergency Shelters: • Emergency shelters that are continuous stay, have independent family units (e.g. similar to a studio apartment) or emergency shelters that use single family homes as scattered site emergency shelters are expected to have a higher exit to permanent housing rate. The goal is 70% exits to permanent housing. • 95% utilization rate for single beds or, when it is a family, by unit. Action Plans: When performance measures are more than 5% from the goal, the agency must submit a detailed action plan that includes a stated goal and lists the measurable, timebound activities that will accomplish the goal. Action plans are due along with Quarterly Performance Reports. Table 1:Required Housing Outcome Performance Measures Intervention Performance Measure HMIS Calculation Acceptable Progress Performance Target Type Increase Percent Exits to Permanent Of people in ES woo exited,those who exited Increase ay at east 5 At Least 50',6 Emergency _ Housing to aermaneit housing cestinations. perceitage poi its shelter(ES) — Reduce Median Length of Stay Ofthe people active in E5,the days iomeless ❑ec"ease by at leas:5 days 20 Days or Less `o as measu•ed by can client's start aid exit dates strictly as ertered into HMIS. O NEW!Increase Percent Exits to Positive Of people in Drcp-in ES F.exited,those Increase y at east 5 At least 50% Drop-in V Outcomes wro exited to Positive Outcome" perceitage poi its Emergency destinations. Shelte•1' Increase Percent Exits to Permanent Of people in TH who exited,those who exited Increase ay at east 5 At Least 80% Transitional Housing to eermaneit housing cestinations. perceitage poi its Housing(TH) Reduce Median Length of Stay Ofthe people active in TH,the days homeless ❑eL-ease by at leas.5 days 90 Days or Less `o as measu•ed by can client's start aid exit dates strictly as ertered into HMIS. O Increase Percent Exits to Permanent Of people in RRH who exited,those e,r. Increase oy at east 5 At Least 80% Rapic Re- Housing exitec to permanent 101,sing destinations perceitage poiits Hcus",g fRRHi s Increase Percent Exits to or Retention of Of people in PSH with a Housing Move-in Increase oy at east 5 At Least 95% Permanent Permanent Housing Date,those who remained in PSH o•ex ted to perceitage poi its Suppo-tive permanent lousing desti cations. Housing(PSH) Compliance, Corrections • Performance Improvement 1. Compliance. COUNTY will monitor CONTRACTOR compliance with the general terms, conditions, and requirements of this contract through audits (remote or on-site), and all reporting and financial activity through review of the following, though not limited to; CONTRACTOR monthly financial and enrollment reports, general ledger transaction detail, quarterly narrative reports, and meetings with CONTRACTOR. Contracts that are in non-compliance are at-risk of not qualifying for additional funding through the Request for Proposal Process. The Contractor agrees to ensure all Contractor Requirements, as MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 27 outlined in the Scope of Service. Failure to comply with or submit timely and complete materials related to Contract requirements may result in withheld or delayed payments. Reports, invoices, and documents must be submitted as detailed in the Scope of Service. 2. Corrective Action: assessed monthly with the submission of financial invoices and performance reporting. Corrective Actions are reserved for contract issues that are behavioral in nature. The steps are progressive, and the CONTRACTOR will remain in the non-compliance status corresponding to the infractions and delinquencies outlined below. a. In Compliance b. Corrective Action Status c. Probation Status d. Reduction in Funding e. Early Termination Corrective Action Notice Levels: Level 1: Issued for non-conformity that can be corrected on the spot and where no further corrective action response is necessary. Level 2: Issued when a contractual nonconformity cannot be corrected on the spot. Repeat Level 1 or 2: Non-conformities found within one-year for the same single point failure characteristics (or closely related points) shall be issued as a Level 3 Corrective Action Notice at the discretion of the Administrative Officer of the Contract. Level 3: Issued to the Executive Director and Board of Directors to call attention to serious contractual non-conformity. A Level 3 Corrective Action may be coupled with contractual remedies such as reductions of monthly invoice requests, cost disallowances, or reductions of administration allocations. All Level 3 Corrective Actions shall be coordinated with the Administrative Officer of the Contract. Level 4: A Corrective Action issued to the Executive Director and Board of Directors from the Board of County Commissioners or County Administrator when a Level 3 Corrective Action has been ineffective, or the contractual non-conformity is of such a serious nature to warrant contractual remedies such as possible early termination of the contract. 3. Non-Compliance Corrective Action Steps: a. Level 1 or 2: Late submissions, not following directions, missing documents, incomplete documents, low required meeting attendance, and/or discrepancies. CONTRACTOR will have five (5) business days to fix and return to a satisfactory level. COUNTY may withhold payment until the issues are resolved to a satisfactory level. Technical assistance will be provided by the COUNTY. b. Level 3 and continued Level 1 and 2 infractions: (consecutive or non- consecutive): CONTRACTOR will have 5 business days to respond, fix and return to a satisfactory level. If not fixed to a satisfactory level within five (5) business days, payments will be withheld until all invoices and/or reporting is completed to MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 28 a satisfactory level. CONTRACTOR must submit a Corrective Action Plan and is now in a Corrective Action Status. COUNTY will provide the CONTRACTOR written notice once it has determined satisfactory improvement has been met. Technical assistance will be provided by the COUNTY. A letter from the Administrative Contact will be sent to the Executive Director and Board of Directors. c. Level 4: Failure to make satisfactory improvement within the timeline outlined in Corrective Action Plan: The CONTRACTOR will be placed in Probation Status. Technical assistance will be provided by the COUNTY. Payments may be withheld until all invoices and/or reporting is completed to a satisfactory level. CONTRACTOR remains in Probation Status. A letter will be sent from the Director of Public Health & Human Services to the Executive Director and Board of Directors. i. If the CONTRACTOR is unable to effectively implement the actions and technical assistance provided to a satisfactory level, there may be a reduction in funds. Funding will first be reduced from the remaining "Administration" funds. CONTRACTOR will have five (5) business days to fix and return to a satisfactory level. If not fixed to a satisfactory level within five (5) business days, the withhold of payment action will go into immediate effect. Payments will be withheld until all invoices and/or reporting is completed to a satisfactory level. CONTRACTOR will be placed in a Reduced Funding Status. CONTRACTOR may apply for funding on the next Request for Proposal cycle, but future funding awards will be impacted. d. Unresolved Corrective Actions: Grounds for early contract termination or non- renewal of additional contract terms. If the contract is terminated early, the CONTRACTOR will be notified and expected to follow all contract obligations under the contract close-out clause. All contract terminations will be approved by the Board of County Commissioners. CONTRACTOR may apply for funding on the next Request for Proposal cycle but will start the contract term on Probation Status. 4. Performance Improvement Plan Status: Assessed monthly and quarterly with the submission of performance reports. Performance Improvement Plans are reserved for contract issues that impact deliverables around numbers served. a. In Compliance: CONTRACTOR meeting Contract Requirements and deliverables as outlined in Scope of Service. b. Step 1: Monitoring Status— Monthly performance is below 85% of projection. CONTRACTOR must submit an Action Plan to improve performance that is subject to monthly reviews with COUNTY staff. The Action Plan shall: cite and describe the CONTRACTOR'S specific area(s) in need of improvement, including, though not limited to compliance with contract requirements, model fidelity, performance progress, financial activity, and/or enrollment performance. For the specified area(s) in need of improvement, the Plan shall provide metrics or benchmarks to serve as indicators of satisfactory improvement; identify corrective action items and/or steps the CONTRACTOR shall comply with to address cited areas in need of improvement; identify technical assistance and/or other supports to be made available by COUNTY to the CONTRACTOR to assist the MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 29 CONTRACTOR in achieving satisfactory improvement; and outline a timeline for the completion of the Action Plan by the CONTRACTOR. c. Step 2: Performance Improvement Plan Status —Assessed at quarterly benchmarks. CONTRACTOR must submit a Performance Improvement Plan. CONTRACTOR will participate in a monthly Performance Improvement Plan meeting with COUNTY staff. The purpose of the meeting is to discuss the plan; gather information and feedback from the CONTRACTOR; share and review COUNTY data; other available program data; and other information related to areas in need of improvement which may be used to inform, evaluate, and update the Performance Improvement Plan. d. Step 3: Up to 20% reduction in funding over the balance of the contract if CONTRACTOR'S performance remains below projections for two or more quarters. e. Early Contract Termination. COUNTY may terminate this contract prior to the end of the Term if satisfactory progress toward the goals of the Performance Improvement Plan is not met by the CONTRACTOR, and/or if the CONTRACTOR is not able to or is not cooperative in development and Performance of the Performance Improvement Plan. f. Transition off Performance Improvement Plan Status: If satisfactory improvement in the specific area(s) indicated in Plan is met by the CONTRACTOR, within the timeline for completion of the Plan, the CONTRACTOR shall be transitioned out of Performance Improvement Status. COUNTY will provide the CONTRACTOR written notice of this transition once it has determined satisfactory improvement has been met following the timeline for completion of the Plan. 5. Contract Close-Out: In the event a CONTRACTOR is delinquent on final contract close- out invoicing and/or reporting, and they have been re-funded whether it is the same or a different program, the current contract will start in probation status under the Non- Compliance Corrective Action Steps. Under this condition, any missed deliverable or act of non-performance can lead to early termination. CONTRACTOR has until July 31 to close out previous contract by submitting all invoices and reports to a satisfactory level. COUNTY is not obligated for payment beyond this period. If funding has been awarded for the next grant term and there are outstanding invoices or reports that are not cleared to a complete and satisfactory level by July 31, the CONTRACTOR will start the new contract term in Probation Status. MC HCR Written Standards Created 6/11/19 Updated: 3/6/2023 Page 30 r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Melissa Casey Ext.404 Department: Public Health Briefing: M Action Agenda: M Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 20,2023 Agenda Date: March 28,2023 Internal Review: ❑ Finance ❑ Human Resources M Legal ❑ Information Technology ❑ Other (This is the responsibility of the requesting Department) Below for Clerk of the Board's Use Only: Item Number: Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken Ordinance/Resolution No. Contract No. County Code: Item• Request for Proposal Homeless Response Grant Funds Background/Executive Summary: Mason County Public Health&Human Services is pleased to announce the Request for Proposal Application for Homeless Response Grants is now open for the 2023-2025 grant term. The news release is a call for applications the new grant term. Budget Impact(amount,funding source,budget amendment): None Public Outreach(news release, community meeting,etc.): News Release Requested Action: Approval of News Release to be read at the March 28,2023 regular meeting Attachments• News Release CO NEWS RELEASE 3/20/23 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: Request for Proposal Homeless Response Grant Funds Mason County Public Health & Human Services is pleased to announce the Request for Proposal Application for Homeless Response Grants is now open for the 2023-2025 grant term. The Homeless Response Grant Program includes funds from the Consolidated Homeless Grant(CHG) and the Local Document Recording Fees (Engrossed Second Substitute House Bill (ESSHB) 2163) administered by Mason County. Mason County Public Health & Human Services is responsible for contracting and compliance activities related to these homeless response funds. These funds provide resources to agencies that respond to the immediacy and urgency of homelessness and make sure that everyone has a safe and appropriate place to live. Mason County Public Health& Human Services is committed to supporting agencies that have a primary objective of ending homelessness in Mason County. The RFP Application materials can be found on the Mason County website under Request for Proposals at: https://masoncountywa.gov/ CONTACT PERSON: Todd Parker Phone: (360)427-9670 ext. 293 Email: t1parker(a),masoncountMa.gov BOARD OF MASON COUNTY COMMISSIONERS Sharon Trask, Kevin Shutty, Randy Neatherlin, Chair Commissioner Commissioner r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Ian Tracy Ext. 544 Department: Public Health Briefing: Action Agenda: Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 20,2023 Agenda Date: March 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• Contract amendment with WA Dept. of Ecology for Solid Waste Grant. Background/Executive Summary: Mason County is currently under contract to perform local solid waste code enforcement work where Ecology provides $130k over two years and Mason County provides 25%matching funds for a total of $174k. Other counties were unable to spend their funds by June 30, 2023 and Mason County submitted a request for additional funds. This amendment adds $40k total; $30k from Ecology with $10k in matching funds from Mason County. The $1Ok in matching funds is covered by our tipping fees. Budget Impact None at this time. We might need an to make a budget for the new contract in July, 2023. Public Outreach(news release, community meeting,etc.): None Requested Action: Move to Action agenda for approval by the Commission. Attachments: Amended contract _ DEPARTMENT OF ECOLOGY State of Washington AMENDMENT NO. i TO AGREEMENT NO, SWMLSWFA-2021-MaCoPH-00078 BETWEEN THE STATE OF WASHINGTON DEPARTMENT OF ECOLOGY AND MASON COUNTY PUBLIC HEALTH DEPARTMENT PURPOSE: To amend the above-referenced agreement (AGREEMENT) between the state of Washington Department of Ecology (ECOLOGY) and MASON COUNTY PUBLIC HEALTH DEPARTMENT (RECIPIENT) for the SWE Mason County PH (PROJECT). This amendment will increase the agreement total eligible cost by $40,000.00 from $ 174,490.67 to $214,490.67 (and by $30,000.00 from $ 130,868,00 to $ 160,868.00 in state share). Funds to increase this AGREEMENT's budget come from de-obligation of funds from other RECIPIENT'S during the unspent process. The agreement scope of work and expected outcomes remain the same. Recipient underestimated the cost to achieve the expected outcomes. IT IS MUTUALLY AGREED that the AGREEMENT is amended as follows: Total Cost: Original: 174,490.67 Amended: 214,490.67 Total Eligible Cost: Original: 174,490.67 Amended: 214,490.67 Project Short Description: Original: Mason County Public Health will spend $174,490.67 to protect human health and the environment by preventing and correcting violations of solid waste rules and regulations. Amended: Mason County Public Health will spend $214,490.67 to protect human health and the environment by preventing and correcting violations of solid waste rules and regulations. CHANGES TO THE BUDGET Funding Distribution EG220042 Funding Title: Mason Co PH Template Version 10/30/2015 State of Washington Department of Ecology Page 2 of6 MASON COUNTY PUBLIC HEALTH DEPARTMENT SWE Mason County PH Project Agreement No. SWMLSWFA-2021-MaCoPH-00078 Funding Type: Grant Funding Effective Date: 07/01/2021 Funding Expiration Date: 06/30/2023 Funding Source: Title: Model Toxics Control Operating Account (MTCOA) Fund: FD Type: State Funding Source %: 100% Description: Local Solid Waste Financial Assistance Approved Indirect Costs Rate: Approved State Indirect: 30% Recipient Match %: 25% InKind Interlocal Allowed: No InKind Other Allowed: No Is this Funding Distribution used to match a federal grant? No Mason Co PH Task Total Solid Waste Enforcement $ 214,490.67 Total: $ 214,490.67 CHANGES TO SCOPE OF WORK Task Number: 1 Task Cost: $214,490,67 Task Title: Solid Waste Enforcement Task Description: Activity - Solid Waste Handling Facility/Site Compliance RECIPIENT will monitor solid waste handling facility for compliance with applicable state solid waste regulations including but not limited to Chapter 173-350 WAC (Solid Waste Handling Standards), Chapter 173-351 WAC (Criteria for Municipal Solid Waste Landfills), Chapter 173-304 WAC (Minimum Functional Standards for Solid Waste Handling), and any related local solid waste regulations, or codes. RECIPIENT will accomplish monitoring of solid waste handling facilities and sites as prescribed by the applicable solid waste regulation(s), including but not limited to permitting, inspections and oversight, review of groundwater data, and annual review of financial assurance. Permitted Solid Waste Facilities (7): Mason County Transfer Station (HHW), Mason County Belfair Drop Box, Mason County Hoodsport Drop Box, Mason County Union Drop Box, North Mason Fiber (Compost), North Mason Fiber (Rail Load), Wash. Correction Center (Compost) Permit Exempt Solid Waste Facilities (11): Allen Shearer Trucking, Bill McTurnal Enterprises, Brady Trucking (Site 1 — Public Template Version 10/30/2015 State of Washington Department of Ecology Page 3 of 6 MASON COUNTY PUBLIC HEALTH DEPARTMENT SWE Mason County PH Project Agreement No. SWMLSWFA-2021-MaCoPH-00078 Access; woodwaste recycling for retail sale), Brady Trucking (Site 2 - Woodwaste recycling operation), Associated Steel, Deer Creek Landscape, Mason County Garbage & Recycling, Peninsula Topsoil, Pay More Recycle & Salvage, Mason County Wood Recyclers, Pyramid Materials (former site of Ace Paving) Permitted Solid Waste Facilities in Post-Closure (3): Green Diamond Dayton Limited Purpose Landfill (Formerly known as Simpson), Green Diamond Matlock Woodwaste Landfill (Formerly known as Simpson), Mason County Municipal Landfill New solid waste permit applications and notices of exemption considered during the Agreement period for facilities not identified under this task may be managed under this Agreement. Activity - Solid Waste Investigation, Assistance and Enforcement RECIPIENT will investigate solid waste related complaints and concerns, including (at RECIPIENT's discretion) assisting in the proper handling of abandoned or illegally stored junk or nuisance vehicles. RECIPIENT will offer technical assistance about solid waste regulations and how to prevent or correct violations , and will enforce as necessary. RECIPIENT will provide public education about proper handling and disposal methods, and how to prevent violations. General: RECIPIENT employee participation in memberships, trainings, workshops, conferences, committees and or work groups must be pre-approved by ECOLOGY if not already listed as eligible in this scope of work. If travel is involved, RECIPIENT must follow the state of Washington travel requirements as prescribed in chapter 43 .03 RCW and Chapter 10 of the State Administrative & Accounting Manual from the Office of Financial Management. Travel costs, including per diem, are reimbursed up to the state rate. Costs eligible for reimbursement with supporting documentation include: • Recipient employee time to implement the scope of work. • Costs not listed here but pre-approved in writing by Ecology. Costs not eligible for reimbursement: • Overtime compensation (all hours are calculated at the regular rate of pay). • Costs not specifically identified in the task's scope of work or pre-approved in writing by Ecology. Task Goal Statement: The goal of this task is to protect human health and the environment by preventing and correcting violations of solid waste rules and regulations. RECIPIENT expects to accomplish this goal by providing technical assistance, education, compliance monitoring and enforcement when necessary. Task Expected Outcome: The RECIPIENT expects to resolve 280 solid waste complaints over the two year biennium. RECIPIENT plans to conduct 42 inspections of solid waste facilities or sites over the two year biennium. Template Version 1013042015 State of Washington Department of Ecology Page 4 of 6 MASON COUNTY PUBLIC HEALTH DEPARTMENT SWE Mason County PH Project Agreement No. SWMLSWPA-2021-MaCoPH-00078 RECIPIENT will issue 20 solid waste facility or site permits over the two year biennium. Recipient Task Coordinator: Wendy Mathews Deliverables Number Description Due Date 1 . 1 Task Expected Outcomes are the deliverables and achieved incrementally throughout the biennium. Template Version 10/3W015 State of Washington Department of Ecology Page 5 of 6 MASON COUNTY PUBLIC HEALTH DEPARTMENT SWE Mason County PH Project Agreement No. SWMLSWFA-2021-MaCoPH-00078 Funding Distribution Summary Recipient / Ecology Share Funding Distribution Name Recipient Match % Recipient Share Ecology Share Total Mason Co PH 25 % $ 53,622.67 $ 1605868,00 $ 214,490.67 Total $ 53,62167 $ 160,868.00 $ 214,490.67 Template Version 10/30/2015 State of Washington Department of Ecology Page 6 of 6 MASON COUNTY PUBLIC HEALTH DEPARTMENT SWE Mason County PH Project Agreement No. SWMLSWFA-2021-MaCoPH-00078 AUTHORIZING SIGNATURES All other terms and conditions of the original Agreement including any Amendments remain in full force and effect , except as expressly provided by this Amendment. The signatories to this Amendment represent that they have the authority to execute this Amendment and bind their respective organizations to this Amendment. This amendment will be effective 07/01/2021 . IN WITNESS WHEREOF: the patties hereto, having read this Amendment in its entirety, including all attachments, do agree in each and every particular and have thus set their hands hereunto. Washington State MASON COUNTY PUBLIC HEALTH DEPARTMENT Department of Ecology By: By: Laurie Davies Date Casey A Bingham Date Solid Waste Management Finance Manager Program Manager Sharon Trask Board of County Commissioners, Chair Date Template Approved to Form by Attorney General's Office Template Version 10/30/2015 r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Ian Tracy Ext. 544 Department: Public Health Briefing: Action Agenda: ❑ Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 20,2023 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• Solid Waste Abatement Background/Executive Summary: Mason County has a large and ever growing number of properties where there are significant accumulations of solid waste and junk vehicles. Many of the property owners are unable to respond to typical enforcement tactics due to a combination of financial and health related issues. Many of these property owners have stated that they would agree to the county performing the clean-up and liening the property. MCC 6.72.090 provides authority to the Health Director to abate violations of the solid waste code that are deemed to be a public nuisance and MCC 6.72.095 describes the process of recouping the costs of abatements conducted by the county. Mason County Public Health and Human Services does not currently have a funding source for conducting these abatements. Abatements like this would likely only occur on vacant properties where no response is received from the owner, or occupied properties where the owner voluntarily agrees to the terms of the abatement. Budget Impact(amount,funding source,budget amendment): TBD Public Outreach (news release, community meeting,etc.): None Requested Action: Commissioner discussion Attachments: None r f Mason County Agenda Request Form r- To: Board of Mason County Commissioners From: Ian Tracy Ext. 544 Department: Public Health Briefing: Action Agenda: ❑ Public Hearing: ❑ Special Meeting: ❑ Briefing Date(s): March 20,2023 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• Code enforcement and Infractions Background/Executive Summary: In Mason County, code officials have the authority under MCC 15.13.020 (d)to issue civil infractions for violations of Titles 6(Env. Health), 8(Planning), I I(Planning), 12(Public Works), 13(Public Works), 14(Building), 16(Planning), 17(Planning). On January 30t'Env. Health attempted to file an infraction with the District Court and it was rejected. We learned that in addition to the fines outlined in MCC,the State Administrative Office of the Courts requires that State mandated assessment fees also be included on the ticket. Our code currently does not allow this as it specifically outlines fees not to exceed$XXX based on the specific violation. Env. Health and the Prosecutors Office are working on a solution which will likely require an amendment to MCC. This issue impacts all departments which have code enforcement authority under Title 15. Budget Impact(amount,funding source,budget amendment): None Public Outreach (news release, community meeting,etc.): None Requested Action: Commissioner discussion Attachments: None -� MASON COUNTY PUBLIC WORKS COMMISSIONER BRIEFING MARCH 20, 2023 Action Items• Discussion Items: U&W Long Haul Solid Waste Service Day of Caring Vouchers: United Way(new location) address—790 E John's Prairie Road Public Works ARPA Funds Commissioner Follow-Up Items: Upcoming Calendar/Action Items: