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2023/12/05 - Regular Packet
Board of Mason County Commissioners Draft Meeting Agenda Commission Chambers 411 N 5th St, Shelton, WA 98584 December 5, 2023 9:00 a.m. December 5.2 Commission meetings are live streamed at http://www.masonwebtv.com/ Effective May 10, 2022, regular Commission business meetings will be held in -person and via Teams. Please click the Teams meeting link posted on the Mason County homepage and use the “raise hand” feature to be recognized by the Chair to provide your comments and testimony. Public comment and testimony can be provided in -person, and you can also e-mail msmith@masoncountywa.gov; mail in to the Commissioners’ Office at 411 N 5th St, Shelton, WA 98584; or call (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 4:00 p.m. the Friday before the meeting. 1. Call to Order 2. Pledge of Allegiance 3. Roll Call 4. Correspondence and Organizational Business 4.1 Correspondence 4.2 Short-Term Vacation Rentals and Public Engagement Opportunities News Release 5. Open Forum for Citizen Input Please see above options to provide public comment; 3 minutes per person, 15-minute time limit. 6. Adoption of Agenda Items appearing on the agenda after “Item 10. Public Hearings” may be acted upon before 9:15 a.m. 7. Approval of Minutes – October 9, October 16, and October 23, 2023 Briefing Minutes; October 10, 2023 Regular Minutes; and October 24, 2023 Finance Minutes 8. Approval of Action Agenda Items listed under “Action Agenda” may be enacted by one motion unless a Commissioner or citizen requests an item be removed from the Action Agenda and considered a separate item. 8.1 Approval of Warrants and Treasurer Electronic Remittances Claims Clearing Fund Warrant # 8100711-8100862 $3,816,535.68 Direct Deposit Fund Warrant # 101701-102107 $ 883,237.21 Salary Clearing Fund Warrant # 7007762-7007787 $ 589,125.34 8.2 Approval of the Resolution formally adopting a Facilities and Parks Memorial and Donations Policy. 8.3 Approval to appoint Steven Payne to the Parks and Trails Advisory Board for a term expiring December 31, 2027. 8.4 Approval of the following Lodging Tax awards and contracts: Northwest Event Organizers, Inc. $49,500 for a tourism progressive application. Visitor Information Services for 2024/2025: North Mason Chamber of Commerce $43,100; Shelton-Mason County Chamber of Commerce $94,500; and Mason County Historical Society $16,900. Northwest Event Organizers, Inc. for tourism development and marketing services and support of local festivals and events for 2024/2025 in the amount of $645,307 each year. 8.5 Approval of the contract with ABA Cleaning Services for janitorial services for County facilities from January 1, 2024 through December 31, 2024. 8.6 Approval for the Mason County Board of Equalization (BOE) to hear completed and timely filed appeals for the 2023 assessment year. 8.7 Approval of the Interagency Agreement between the Washington State Department of Agriculture and the Mason County Noxious Weed Control Board No. K4795 for the Class A and B Designate Noxious Weed Eradication Program. 8.8 Approval to reappoint Tamara Cowles to the Mason County Noxious Weed Control Board District No. 3 for a term expiring December 5, 2027. 8.9 Approval to purchase the ClearPoint Strategy software to automate reporting processes for contracts and grants for the amount of $20,000 per year using funding from the Consolidated Contract (CONCON) amendments 13 and 14. 8.10 Approval to reappoint Glenn Landram to the Mason County Clean Water District Advisory Committee for a term expiring October 26, 2026. 8.11 Approval to set a Public Hearing for Tuesday, January 2, 2024 at 9:15 a.m. to consider the rezone of two parcels within rural lands, parcel no. 32003-13-00100 and 32003-31-00010 from Rural Commercial 2 (RC2) to Rural Industrial (RI). 8.12 Approval of the SCJ Alliance contract amendment for consultant services to assist with the 2025 Comprehensive Plan Periodic Update for climate planning in the amount of $125,000. 8.13 Approval of the Resolution updating the Purchasing and Contracting Policy. 8.14 Approval of the budget movement of up to $40,000 in the 2023 Beards Cove Fund 412 from Salaries and Benefits to Operating. 8.15 Approval of the budget movement of up to $240,000 in the 2023 Sheriff’s Office budget from Salaries and Benefits to Operating leaving capacity to move an additional budget amount up to $50,000 until the end of 2023 as per Resolution no. 26-17. 8.16 Approval to set a Public Hearing for Tuesday, December 19, 2023 at 9:15 a.m. to consider the sale of parcel no. 12220-50-58012 to Jon and Kim Rice for the purchase price of $1,600. 9. Other Business (Department Heads and Elected Officials) 10. 9:15 a.m. Public Hearings and Items Set for a Certain Time Please see above options to provide public testimony. 10.1 Public Hearing continued from Tuesday, November 7, 2023 to consider continuing the Solid Waste Long Haul Transportation and Disposal contract Public Hearing to Tuesday, January 16, 2024 at 9:15 a.m. Staff: Richard Dickinson 10.2 Public Hearing continued from Tuesday, November 21, 2023 to consider certifying to the County Assessor the amount of taxes levied for County purposes for collection in 2024; the Current Expense and Road property tax levy Resolutions were approved by the Board of County Commissioners at the Tuesday, November 21, 2023 Public Hearing. Staff: Jennifer Beierle 11. Board’s Calendar and Reports 12. Adjournment MASON COUNTY TO: Board of Mason County Commissioners Reviewed FROM: Danielle Thompson Ext. 419 DEPARTMENT: Support Services Action Agenda DATE: December 5, 2023 No. 4.1 ITEM: Correspondence 4.1.1 Received Levy Certifications, Resolutions, and Budgets from: • Mason County Fire District No. 3 • Mason County Assessor • Educational Service District No. 113 • Mason County Fire Protection District No. 6 • Port of Hoodsport • Maggie Lake Water District • Public Hospital District No. 1 4.1.2 Received Preliminary Petition for County Road Improvement in regard to formations of CRID to improve Shetland Road to county standards. 4.1.3 Letter received from the new Commander of U.S. Coast Guard Sector Puget Sound requesting a meeting to discuss opportunities to strengthen strategic partnerships. 4.1.4 Correspondence received from the Federal Energy Regulatory Commission about the Deflection Monitoring Program Assessment Report and 2022 Part 12S Supplement No.1 for the Cushman Project Attachments: Originals on file with the Clerk of the Board. NEWS RELEASE DECEMBER 5, 2023 MASON COUNTY COMMISSIONERS’ OFFICE 411 N 5TH ST, BLDG 1, SHELTON, WA 98584 TO: KMAS, KRXY, SHELTON-MASON COUNTY JOURNAL, THE OLYMPIAN, SHELTON CHAMBER OF COMMERCE, NORTH MASON CHAMBER OF COMMERCE, CITY OF SHELTON, ECONOMIC DEVELOPMENT COUNCIL, THE SUN RE: Mason County Short-Term Vacation Rentals and Public Engagement Opportunities The Planning Department is conducting public outreach regarding short-term vacation rentals in our communities. The outreach is intended to gather community and stakeholder opinions on the issues and advantages of short-term rentals to better inform the Planning Advisory Commission and the Board of County Commissioners as they work on drafting regulations. The first part of this outreach process has commenced with postcards sent to shoreline lot owners within the County. These postcards request their input on the issue through a survey accessed by QR code or by link provided on a project page on the County website. The purpose of this news release is to reach community members beyond shoreline lot owners and direct them to the project webpage that highlights project news, upcoming meeting dates with pertinent draft documents, finalized documents when available, project manager contact information, link to notification list sign up, and a survey. The deadline for submitting survey input is January 12, 2024. The public can learn more about engagement opportunities related to the review and drafting of short-term vacation rental regulations within Mason County by visiting https://www.masoncountywa.gov/community-services/planning/short-term-vacation- rentals/index.php. BOARD OF MASON COUNTY COMMISSIONERS ______________________ Kevin Shutty, Commissioner ______________________ Sharon Trask, Chair ______________________ Randy Neatherlin, Commissioner Page | 1 BOARD OF MASON COUNTY COMMISSIONERS’ BRIEFING MINUTES Mason County Commission Chambers, 411 North 5th Street, Shelton, WA Week of October 9, 2023 Monday, October 9, 2023 9:00 A.M. Closed Session – RCW 42.30.140(4) Labor Discussion Commissioners Neatherlin, Shutty, and Trask met in closed session for labor negotiation via Zoom from 9:00 a.m. to 10:00 a.m. Mark Neary, Mary Ransier, Misty Kuhl, Cabot Dow, and Lindsey Smith were also in attendance. 10:00 A.M. Auditor’s Office – Steve Duenkel Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Steve requested to reclassify Michele Crow and Shannon McGregor from Financial Analyst to Senior Financial Analyst with the recommendation from Human Resources. Budget impact is about $2,700. Approved to move forward. 10:05 A.M. Coroner’s Office – Jaime Taylor Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Jaime requested to purchase a body lift, storage rack, and storage boards from Southland Medical, LLC for the estimated cost of $10,640.64. Approved to move forward. 10:10 A.M. Superior Court – Paddy McGuire & Kayla Henley Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Paddy shared the Department of Justice Office of Juvenile Justice and Delinquency Prevention grant award agreement for the award of $890,675 beginning October 1, 2023 and ending September 30, 2026. Approved to move forward. 10:15 A.M. Sheriff’s Office – Chief Hanson Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Lieutenant Schoenberg shared a contract renewal for Summit Food Services to provide inmate meal services. This renewal would increase the cost by $0.62 to $4.24. The total annual increase is estimated at $31,540. Approved to move forward. 10:20 A.M. Public Works – Loretta Swanson Utilities & Waste Management Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Richard Dickinson shared the Washington State Department of Transportation (WSDOT) is in the late design stages of a Fish Barrier Removal project that will replace the existing Victor Creek culvert. The existing 4” high density polyethylene (HDPE) sewer force main will need to be relocated. Estimated cost is $40,000. Public Works asked to use the same consultant as WSDOT, David Evans & Associates, Inc. Approved to move forward. • Mike Collins shared a petition for a Road Improvement District (RID) for Stonebriar Place off Jensen Road for repair and asphalt overlay. Cost would be $70,000 and divided amongst 21 customers for a total of $3,333.33 each. A chip seal overlay can be done to reduce the cost to about $32,000 for a total of $1,500 each. • Loretta gave a reminder about the upcoming Public Hearing to consider establishing speed limits on Kelly Hall Road and Sunnyslope Road and changing the speed limit on a section of Brockdale Road. • Loretta shared Blue Zones will host an open house at Public Works tomorrow from 9:00 a.m. to 12:00 p.m. regarding infrastructure. Page | 2 • Legislators reminded staff that it is a short session and the necessity of getting information to them quickly. Mark requested a prioritized list from utilities documenting projects that need funding by the end of October. 10:30 A.M. Support Services – Mark Neary Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Mary Ransier shared changes to the Non-Represented Salary Schedule to add the WIC Coordinator/Certifier position and retitle for Elections Superintendent to Elections Administrator. Approved to move forward. • Mary discussed additional Lead Pay requests for Tammi Wright and Thomas Gibbons for January 1, 2024 through December 31, 2024. Approved to move forward. • Nichole Wilston shared a Mason County Officers, Employees, and Volunteer(s) request for Defense and Indemnification coverage for Kevin Hanson, Shane Schoeneberg, and Randy Newell. Approved to move forward. • Jennifer Beierle discussed an additional 2024 vehicle take-home request for Erin Tesch. Approved to move forward. • Jennifer shared the draft Purchasing and Contracting Policy. The Audit Committee approved the policy with a vote of 3-1. The State Auditor’s Office requested two small changes. Tabled. • Jennifer gave an overview of the 2024 proposed Budget. A 2% increase to non-represented $115,347. MRSC sent an email sharing the implicit price deflator is above 1% so a resolution of substantial need is not needed. Mental Health tax revenue should be $1.21 million. The reclass of two Financial Analysts to Senior Financial Analysts will need to be added $11,570. Blake reimbursements additional $32k total for $60,500 in revenue. Clerk copier increase to $5k. Therapeutic Courts rescinded their request for additional Mental Health tax funding. Total from Ending Fund Balance and General Fund $6,258,981. Approved Policy Level Requests (PLRs) $514,375. $3.3 million was approved in PLRs for Public Works Utilities & Waste. Cmmr. Shutty supported the following Full-Time Employee (FTE) positions: Grant Writer and Sheriff Deputy. Cmmr. Neatherlin supported: Grant Writer, Sheriff Deputy, potentially consolidating the Elections position into a Chief Deputy position, Clerical, and Maintenance. Cmmr. Trask supported: Grant Writer, Sheriff Deputy, Clerical, and potentially Maintenance. Cmmrs. asked if the Maintenance position could be covered by Real Estate Excise Tax (REET) and if the cost would be offset by removing part-time positions. Respectfully submitted, McKenzie Smith, Clerk of the Board BOARD OF MASON COUNTY COMMISSIONERS ______________________ Sharon Trask, Chair _______________________ Randy Neatherlin, Vice-Chair _______________________ Kevin Shutty, Commission Page | 1 BOARD OF MASON COUNTY COMMISSIONERS’ BRIEFING MINUTES Mason County Commission Chambers, 411 North 5th Street, Shelton, WA Week of October 16, 2023 Monday, October 16, 2023 9:00 A.M. Closed Session – RCW 42.30.140(4) Labor Discussion Commissioners Neatherlin, Shutty, and Trask met in closed session for labor negotiation via Zoom from 9:00 a.m. to 10:00 a.m. Mark Neary, Mary Ransier, Misty Kuhl, Cabot Dow, and Lindsey Smith were also in attendance. 10:00 A.M. Executive Session – RCW 42.30.110 (1)(i) Potential Litigation Commissioners Neatherlin, Shutty, and Trask met in executive session for potential litigation from 10:00 a.m. to 10:30 a.m. Mark Neary and Tim Whitehead were also in attendance. 10:30 A.M. Economic Development Council – Jennifer Baria Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Tiana Dunbar, Economic Development Council, an d Jason Robertson, Project Advisor for Pacific-Salish Economic Development Council, shared a presentation. Topics included: goals, context, eligible projects for funding, pathway to EDD formation, proposed Pacific - Salish economic development, major plan elements, vision statement, four major plan focus areas, objectives – industry and entrepreneur, objectives – infrastructure capacity and modernization, objectives – economic opportunity for all, objectives – environmental stewardship, and resiliency, priority projects and actions, and evaluation framework. Approved to move forward. 10:50 A.M. Assessor’s Office – Patti McLean Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Patti requested to reclass an Appraisal Analyst position to Senior Appraisal Analyst. Position description exists but a preliminary budget approval is needed before being brought to the Union. Tabled. 10:55 A.M. Community Development – Kell Rowen Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Luke Viscusi shared a news release for two open positions on the Historic Preservation Commission. Approved to move forward. 11:00 A.M. Public Health – Dave Windom Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Melissa Casey shared a news release for Request for Proposal (RFP) for Emergency Housing Funds. The Department of Commerce allocated $884,950 for 2024 and there is $101,071 available. Eligible agencies operate emergency shelters and outreach. Approved to move forward. • Melissa gave an update on Community Lifeline. April 2022 Community Lifeline was put on a Corrective Action Plan for ongoing invoicing errors. There has been no improvement, so a Quality Improvement Plan was implemented through June 2023. There continues to be no improvement, beginning July 2023 Community Lifeline was put on Pro bation Status due to failing to effectively implement the quality improvement plan and not following through on actions on the corrective action plan. More fraudulent activity has been noticed on invoices. Community Lifeline is also not operating in compliance with the contracted Scope of Work. The application indicated that Community Lifeline is a 24-hour 35-bed night-by-night shelter. Page | 2 This means 35 beds should be available each night on a first-come first-serve basis. At this time there are 14 drop-in beds, and the remainder are continuous stay. Intakes for coordinated entry for permanent housing are not being done. Recommendation is to reduce funding with the opportunity to earn funding back with shown improvement. 11:05 A.M. Public Works – Loretta Swanson Utilities & Waste Management Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Loretta shared the one-year contract extensions for Public Works consultant and project agreements and asked to remove the on-call geotechnical services. The Lower Uncle Johns Creek Culvert will be brought forward separately. Approved to move forward. • Cmmr. Shutty asked if there is an opportunity for permit and plan review? Public Works would need to go out for a Request for Qualifications (RFQ) and would need an associated fee schedule to collect the appropriate fees to reimburse the consultant. • Loretta announced today is Stephanie Buhrman , Public Works Finance Manager, first day. • Loretta shared Public Works received a $250k grant from the Department of Commerce for North Bay and Beard’s Cove. The net award is $242,500. • Loretta discussed meeting with the Evergreen Estates Board to secure commitment to the City water connection. An RFQ is needed for design work and construction services but will need to go to the Community Development Block Grant (CDBG) manager prior to advertisement. • Richard Dickinson shared additional workdays will need to be authorized for the Belfair sewer extension due external scheduling conflicts. Power to the pump station is needed. PUD3 is waiting for the emergency vehicle access road that must be constructed for the Olympic Ridge development. The contract will need to be extended to the end of December, which will still allow for the 0.54% interest rate. Documents needed for project completion include project described in the scope of work is complete and meets required standards, certified statement of actual dollars spent from all funding sources, certification that all costs are incurred and accounted for, submittal of final voucher for remaining eligible funds, and photos of completed project. • Richard added the UV disinfection screens have been rebuilt. 11:15 A.M. Support Services – Mark Neary Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Jennifer Beierle requested to set a Public Hearing for Tuesday, November 21, 2023, at 9:15 a.m. to certify to the County Assessor the amount of taxes levied for Current Expense and County Road for 2024 and to set a Public Hearing for Monday, December 4, 2023 at 9:00 a.m. to consider adoption of the 2024 budget for Mason County. Copies of the 2024 preliminary budget will be available to the public on November 20, 2023. Approved to move forward. • Jennifer shared the September 2023 Financial Report. Current Expense revenue $33,425,959 at 78%; last year $32,840,530 at 81%. Treasurer Department receipts $22,339,617 at 79%; last year $22,903,585 at 85%. Current Expense expenditure $31,707,057 at 66%; last year $29,262,509 at 67%. Six-Year specific revenue streams: Community Development revenue $2,043,911; Detention and Correction services $46,452; Current Expense property taxes $6,332,533; Road Diversion property tax $662,571; County Road property tax $6,323,415; Current Expense sales tax $7,013,978; Criminal Justice $1,486,869; Rural Sales and Use tax $846,368; Homelessness Prevention filings $405,386; Lodging tax $765,370; REET 1 and 2 $1,160,895 each. Total collected revenue $7,013,978.97; projected $9,669,595.44; budgeted $8.4 million. Current Expense cash $2 8,460,634. Special Fund cash $60,703,602. Motor Pool expenditure comparison $1,011,543 at 59.09%; last year $1,212,439 at 80.57%. Special and Other Funds revenue $42,937,112 at 71%; last year $46,754,895 at 58%. Special and Other Funds expenditures $35,696,446 at 47%; last year $33,709,533 at 38%. Page | 3 • Mary Ransier discussed the January 2024 – December 2027 Collective Bargaining Agreement (CBA) for Mason County Office of Public Defense and Woodworkers Local Lodge W38, I.A.M. Approved to move forward. • Mark discussed the final buildout of Building 10 – District Court. Estimated costs include construction $1,875,000 and Architectural and Engineering fees $250k for a total project cost of $2,125,000. Mason County received Local Assistance and Tribal Consistency Funds (LATCF) in the amount of $797,000 and there is $1.5 million budgeted for capital projects in the REET 1 fund. • Cmmr. Trask shared the Operation Green Light for Veterans proclamation in support of veterans. Approved to move forward. • Cmmr. Trask requested Mark to schedule quarterly Department Head and Elected Official meetings and potentially quarterly Commissioner Retreats. Respectfully submitted, McKenzie Smith, Clerk of the Board BOARD OF MASON COUNTY COMMISSIONERS ______________________ Sharon Trask, Chair _______________________ Randy Neatherlin, Vice-Chair _______________________ Kevin Shutty, Commission Page | 1 BOARD OF MASON COUNTY COMMISSIONERS’ BRIEFING MINUTES Mason County Commission Chambers, 411 North 5th Street, Shelton, WA Week of October 23, 2023 Monday, October 23, 2023 9:00 A.M. Closed Session – RCW 42.30.140(4) Labor Discussion Commissioners Neatherlin, Shutty, and Trask met in closed session for labor negotiation via Zoom from 9:00 a.m. to 10:00 a.m. Mark Neary, Mary Ransier, Misty Kuhl, Cabot Dow, and Lindsey Smith were also in attendance. 10:00 A.M. Treasurer’s Office – Lisa Frazier Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Lisa requested to cancel outstanding warrants as required by RCW 39.56.040 for a total of $19,811.60. Approved to move forward. 10:05 A.M. Sheriff’s Office – Chief Hanson Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Chief Hanson provided an update regarding jail outsourcing. Total days outsourced: 213 ; inmates outsourced: 17; estimated cost: $27,600. There are 18 staff, plus 2 being hired. 3 staff are on full-time FMLA, 1 testing to go to patrol, and 1 to another agency. There are 4 “background” staff. Recruitment includes magnetic signs for the litter trailer, banner in front of the Jail, Public Safety testing events, free online testing, a full -time Recruitment Officer, hiring bonus, job fairs, reader boards, yard signs, brochures, and reaching out to candidates on the Public Safety website. Average daily population in the Jail is 20, 6 people on home monitoring, and 10 booked for alternative DUI sentencing. 10:15 A.M. Community Development – Kell Rowen Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Kell shared House Bill 1181 requires the County, under the Growth Management Act (GMA), to add a climate element to the Comprehensive Plan. The grant application to the Department of Commerce requires a letter of support from the Commission. The scope of work with SCJ Alliance will need revised. Approved to move forward. • Kell requested to post and fill a Building Official Manager position at Range 38 on the Non- Represented Salary Scale. Approved to move forward. • Marissa Watson requested to set a Public Hearing for Tuesday, November 21, 2023 at 9:15 a.m. to consider the rezone of two parcels within the Allyn Urban Growth Area (UGA). Parcels no. 12220-50-58009 and 12220-50-58010 from Village Commercial (VC) to Multi- Family Medium Density (R2). Approved to move forward. 10:25 A.M. Public Health – Dave Windom Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Dave presented the quarterly Public Health finance update. • Melissa Casey shared the amendment for Community Lifeline to put Community Lifeline on Reduced Funding Status due to ongoing noncompliance with the scope of work not operating at 35 beds on a night-by-night basis. The written standard allows up to a 20% reduction in funding $40,860.24. There is the opportunity to reallocate the funding back to Community Lifeline if corrective action is shown. Approved to move forward. • Dave added he has been working with Mott MacDonald and the Squaxin Island Tribe on the last part of the Memorandum of Agreement. 10:35 A.M. Public Works – Loretta Swanson Page | 2 Utilities & Waste Management Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • Loretta shared an application from William Harris for the Transportation Improvement Program Citizen Advisory Panel (TIP-CAP). • Mike Collins discussed Road Vacation no. 416 for Four Corners Road between Eells Hill and California Road. Four Corners Road is 3.27 miles long, has no residences, and travels through private timberland. A preliminary request was received by adjacent property owners concerned about waste issues. Public Works is proposing to put a gate up and still allow pedestrians and bicycles. • Loretta and Stephanie Buhrman will be meeting with TDJ to discuss rates and schedules for utilities. • Loretta will share a draft response letter to Republic Services. 10:45 A.M. Support Services – Mark Neary Commissioners Neatherlin, Shutty, and Trask were in attendance via Zoom. • John Taylor requested to accept Wildwood Playgrounds NW bid for Sandhill Park playground equipment for a total cost of $137,177.64. A rubber playground surface is recommended for falls and younger age group. Approved to move forward. • Mary Ransier shared draft updates to the Mason County Personnel Policy. Updates include new positions, performance evaluations, compliant procedure, equal opportunity employment , and telework. Approved to move forward. • Jennifer Beierle gave updates on American Rescue Plan Act (ARPA) funding. Grand total obligated funds $12,649,827. Updates were received from all recipients except the Housing Authority. It is recommended to move to a reimbursement basis for the Housing Authority. A total of $750k was provided upfront for upgrades to facilities. Mark suggested allowing funds to be used for administrative costs. The Sheriff’s Office vehicle camera and installation there is $14,211 left and it is requested to change that to include office equipment. Funding has been turned back from completed projects: Hood Canal Communications $87 ,261; Jail elevators and doors $6,409; and Public Works Lakeland pump station $2,567. $46,938 total unexpended. • Jennifer gave an update on the 2024 Budget. Beginning Fund Balance $28 million; Revenue $43,047,071; Salaries and Benefits $33,680,091; Operating $15,907,624; Expenditures $49,587,715; and FTEs 282.67. Special Fund Beginning Balance $47,093,993; total Revenue $110,912,496; Salaries and Benefits $15,406,574; Operating $57,954,514; Expenditures $110,912,496; and FTEs 131.13. The 2023 adopted Budget has 410.02 FTEs . In 2023, added FTEs include no temporary positions and 2.77 permanent positions. 3 FTEs have tentatively been added to the 2024 Budget – Grant Writer in Support Services, Clerical in Prosecutor’s Office, and Sheriff Deputy. Total 2024 Budget FTEs 415.79. There are 33.5 vacancies. Therapeutic Courts will need $89,700 in Treatment Sales Tax (TST) funding. Rustlewood transfer out $100k. $122k will be removed from Blake revenue and expense and $35k for passport revenue will be removed. 2023 Budget amendment requests are due by November 6. • Jennifer shared the funding request for $125k from .09 Rural County Sales and Use Tax Fund from the City of Shelton. Approved to move forward. • Mark discussed moving to weekly regular Commissioner meetings. Respectfully submitted, McKenzie Smith, Clerk of the Board Page | 3 BOARD OF MASON COUNTY COMMISSIONERS ______________________ Sharon Trask, Chair _______________________ Randy Neatherlin, Vice-Chair _______________________ Kevin Shutty, Commission Board of Mason County Commissioners Proceedings Commission Chambers 411 N 5th St, Shelton, WA 98584 October 10, 2023 1. Call to Order – The Chairperson called the regular meeting to order at 9:01 a.m. 2. Pledge of Allegiance – Mark Neary led the flag salute. 3. Roll Call – Present: Present: Commissioner District 1 – Randy Neatherlin; Commissioner District 2 – Kevin Shutty; Commissioner District 3 – Sharon Trask. 4. Correspondence and Organizational Business 4.1 Correspondence 4.1.1 U.S. Fish and Wildlife Service announced a proposal to list the Northwestern Pond Turtle and Southwestern Pond Turtle as threatened under the Endangered Species Act. 4.1.2 National Park Service and U.S. Fish and Wildlife Service shared an Environmental Impact Statement evaluating options for restoring grizzly bears. 4.1.3 Monte Ritter submitted a letter to the Federal Emergency Management Agency regarding the Vance Creek Trestle Preservation Society. 4.2 Kell Rowen read the Planning Advisory Commission Vacancy news release. 5. Open Forum for Citizen Input Lary Bickett, Union Representative for Woodworkers Local Lodge W38 I.A.M. Corrections and Support Staff, shared that Corrections Officers are facing severe staffing shortages and are not compensated adequately for the crucial work being performed. Understaffing has reached a critical level posing serious risk to the safety of both officers and inmates. Compensation does not reflect the demand and high stress nature of Corrections Officers jobs. Wage disparity demoralizes the Officers and makes it challenging to attract and retain qualified individuals. Lary urged the Commissioners to 1) increase staffing levels, 2) fair compensation review making them comparable with other counties, and 3) invest in training and support programs. 6. Adoption of Agenda Cmmr. Shutty/Neatherlin moved and seconded to adopt the agenda as published. Motion carried unanimously. N-aye; S-aye; T-aye. 7. Approval of Minutes Cmmr. Neatherlin/Shutty moved and seconded to adopt the August 28, 2023 Briefing Minutes and August 29, 2023 Regular Minutes as presented. Motion carried unanimously. N-aye; S-aye; T-aye. 8. Approval of Action Agenda 8.1 Approval of Warrants and Treasurer Electronic Remittances Claims Clearing Fund Warrant # 8099648-8099916 $1,846,911.83 Direct Deposit Fund Warrant # 100054-100475 $ 901,333.86 Salary Clearing Fund Warrant # 7007635-7007660 $ 594,277.85 Treasurer Electronic Remittance $ 177,816.56 8.2 Approval of the Criminal Justice Treatment Account (CJTA) Plan and the 2023-2025 CJTA Funded Treatment and Recovery Support Services contract in the amount of $182,950. 2 | O c t o b e r 1 0 , 2 0 2 3 C o m m i s s i o n M i n u t e s 8.3 Approval of the contract with Wendy Wong, RPh to provide oversight and education as the Hepatitis C Pharmaceutical Provider for Mason County Public Health. 8.4 Approval of the Health Care Authority contract no. K7135 for Law Enforcement Assisted Diversion (LEAD) Program Expansion Services and subcontract with Olympic Health & Recovery Services (OHRS) in the amount of $935,000. 8.5 Approval of the WIC (Women, Infants, and Children) Program Coordinator/Certifier job classification and to post the position. 8.6 Approval of the Mason Conservation District and Mason County Environmental Health contract for National Estuary Program Funds in the amount of $57,480 to implement education and outreach campaigns related to property maintenance and water quality. 8.7 Approval of the Resolution setting a hearing date with the Hearings Examiner for Wednesday, November 8, 2023 at 1:00 p.m. via zoom to consider public comment on Road Vacation no. 415. (Exhibit A, Resolution No. 2023-051) 8.8 Approval to adopt the Emergency Support Function Seventeen (ESF 17) Mason County Cyber Security Group (MCCSG). 8.9 Approval of lead pay for the following: Todd Cannon, Information Services; Carl “Bud” Olson, Parks and Trails; Mariah Frazier, Community Development; Genie McFarland, Community Development; Josh Luck, Community Development; Todd Cunningham, Community Development; and Scott Ruedy, Community Development from January 1, 2024 through December 31, 2024; and Julie Lewis, Community Development from September 1, 2023 through December 31, 2024. 8.10 Approval of the 2024 vehicle take home requests for Kelly Frazier, Roy Beierle, Jeremy Seymore, Grant Dishon, John Ronald, Roy LaRue, and Pete Medcalf. 8.11 Approval of the Nisqually Jail Service Agreement to house inmates of Mason County in the Nisqually Detention and Correction Center for the rate of $130 per inmate per day. 8.12 Approval of the two-year 2023-2025 Jail Peer Support Program contract with Olympic Health & Recovery Services (OHRS) for a total amount of $76,000 from the Non-County Operated Treatment Sales Tax (TST) Fund. 8.13 Approval to close a portion of Elfendahl Pass Road from approximately milepost 0.00 to milepost 1.85 on Sunday, October 22, 2023 from 8:00 a.m. to 6:00 p.m. for the filming of a car commercial. 8.14 Approval for Public Works to advertise, set bid opening dates and times, award contracts, and to allow the Chair to sign all pertinent documents for the Call for Bids for routine paint line, asphalt emulsion, and manufacturing and stockpiling of chip seal aggregate for 2024. 8.15 Approval of the Resolution establishing the 2024 Field Rental Rates for the Mason County Parks and Trails Department and approval of the revised Field Use Agreement. (Exhibit B, Resolution No. 2023-054) 8.16 Approval to participate in the Washington Counties Risk Pool (WCRP) optional $5 Million excess of $20 Million policy. 8.17 Approval to reclassify Michele Crow and Shannon McGregor from Financial Analyst to Senior Financial Analyst. 8.18 Approval for the Coroner to purchase a body lift, storage rack, and storage boards from Southland Medical, LLC for the estimated cost of $10,640.64. 8.19 Approval for the Chair to sign the Department of Justice Office of Juvenile Justice and Delinquency Prevention grant award agreement for the award of $890,675 beginning October 1, 2023 and ending September 30, 2026. 8.20 Approval of the following Mason County Officers, Employees, and Volunteer(s) request for Defense and Indemnification coverage assigned by the County as named defendants in the case of Zachary Boyce # 318535, Case no. 3:23-cv-05809-JHC-GJL United States District Court Case served upon them on October 3, 2023 via USPS: Kevin Hanson, Shane Schoeneberg, and Randy Newell. 3 | O c t o b e r 1 0 , 2 0 2 3 C o m m i s s i o n M i n u t e s Cmmr. Shutty/Neatherlin moved and seconded to approve action items 8.1 through 8.20. Motion carried unanimously. N-aye; S-aye; T-aye. 9. Other Business (Department Heads and Elected Officials) Steve Duenkel, Auditor, intends to apply for a second round of grant funding from the Secretary of State’s Office for information security. Almost everything on the initial list was approved. 10. 9:15 a.m. Public Hearings and Items Set for a Certain Time Please see above options to provide public testimony. These options are available only while COVID-19 OPMA meeting restrictions are in place. No Public Hearings set for this time. 11. Board’s Calendar and Reports – The Commissioners reported on meetings attended the past week and announced their upcoming weekly meetings. 12. Adjournment – The meeting adjourned at 9:38 a.m. ATTEST: ____________________________ McKenzie Smith, Clerk of the Board BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON _______________________________ Sharon Trask, Chair _______________________________ Randy Neatherlin, Vice-Chair ________________________________ Kevin Shutty, Commissioner Board of Mason County Commissioners Special Finance Meeting Agenda Commission Chambers 411 N 5th St, Shelton, WA 98584 October 24, 2023 10:00 a.m. 1 | S p e c i a l F i n a n c e C o m m i t t e e M e e t i n g 1. Call to Order – The Chairperson called the special meeting to order at 10:17 a.m. 2. County Finance Committee Balances Current Expense cash balance as of September 30, 2023 was $28,296,767.15; last year $25,256,375.27. Total Reserves $7,589,000. Total cash and investments $267,063,352.66. Investment Portfolio cost $251,870,008.57 and market value $251,394,117.09. 90-day T-Bill rate 5.32%. Banking costs $2,126. Outstanding debt $17,939,480.08. 3. Old Business a. Project funding update b. Skokomish River restoration Loretta Swanson shared this is still in the acquisition phase. The Army Corps of Engineers projected a construction cost increase and the best approach to keep within the project budget will be discussed. Mark discussed revising the original design based on individual property owners that do not want to participate allowing the project to be downsized and kept within the original budget. Loretta added that the overall project consists of five distinct projects. This will be a short-term loan. The local share will be processed and then the Conservation District will be billed. The Conservation District will then turn in those bills to be reimbursed by the grant. c. Belfair Wastewater System Lisa shared construction has begun and American Rescue Plan Act (ARPA) funding for $1.5 were used. The remaining amount is being paid through the Public Works Commerce loan. d. Other Lisa added that Loretta will attend the Finance Committee to discuss a Road Improvement District (RID) for Shetland Road that will need funding. Cmmr. Neatherlin asked what the requirement is on internal loan rates and if the State pool is based on investments, if taken out of the General Fund could a development fund be set up. Lisa answered the Board will determine the interest rate and the recommendation is to at least match the current Federal or State pool rate. Mark added this is under one fund benefiting another, the fund being borrowed from must be compensated. Lisa included that the former policy had the State pool rate plus a percentage. When a RID fund is created, the assessment would go into the fund and be paid from the fund. It does not stay within the General Fund of Public Works. These funds are set up specifically and RIDs are longer term which would need financed. 4. New Business a. Investment Authorization Agreement Lisa shared that RCW 39.29.020 grants the Treasurer authority to invest County funds and requires reauthorization every four years. 2 | S p e c i a l F i n a n c e C o m m i t t e e M e e t i n g Cmmr. Trask/Auditor Duenkel moved and seconded to adopt the Investment Authorization Agreement for the Mason County Treasurer. Motion carried. b. Investment Policy annual review Lisa shared the Mason County Investment Policy. There are no recommended changes at this time. The State Treasurer’s Office and Washington Public Treasurer’s Association (WPTA) has reviewed this policy. Lisa annual review of investment policy, no recommended changes at this time. Vetted through State Treasurer’s Office and? Cmmr. Trask/Auditor Duenkel moved and seconded to approve the Mason County, Washington Investment Policy. Motion carried. c. External Investment Pool Policy Lisa shared the Mason County External Investment Pool Policy. The State Auditor’s Office determined that the State pool is considered an external investment, and a policy is needed. This policy includes the same information as the financial statements audited by the State Auditor each year. The external investment pool is not registered with the U.S. Securities and Exchange Commission (SEC) and is not subject to any formal oversight other than what is provided by the Mason County Finance Committee. The County is a voluntary participant. Approximately 36% of the County Treasurer’s Investment Pool through the Local Government Investment Pool consists of involuntary participants. The Treasurer does not require written consent from involuntary participants but does for voluntary participants. Auditor Duenkel/Cmmr. Trask moved and seconded to approve the Mason County External Investment Pool Policy. Motion carried. 5. Adjournment – the meeting adjourned at 10:37 a.m. ATTEST: ____________________________ McKenzie Smith, Clerk of the Board BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON _______________________________ Sharon Trask, Chair _______________________________ Randy Neatherlin, Vice-Chair ________________________________ Kevin Shutty, Commissioner Mason County Agenda Request Form To: Board of Mason County Commissioners From: Danielle Thompson Ext. 419 Department: Support Services Briefing: ☐ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): Click or tap here to enter text. Agenda Date: December 5, 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: Approval of Warrants & Treasurer Electronic Remittances Claims Clearing Fund Warrant # 8100711-8100862 $ 3,816,535.68 Direct Deposit Fund Warrant # 101701-102107 $ 883,237.21 Salary Clearing Fund Warrant # 7007762-7007787 $ 589,125.34 Background/Executive Summary: The Board approved Resolution no. 80-00 Payment of Claims Against County: Procedure Authorizing Warrant Issue and Release Prior to Board Claim Approval. Mason County Code 3.32.060(a) requires that the Board enter into the minutes of the County Commissioners the approval of claims listing warrant numbers. Claims Clearing YTD total $ 51,129,805.68 Direct Deposit YTD total $ 19,573,958.14 Salary Clearing YTD total $ 19,200,456.16 Requested Action: Approval of the aforementioned Claims Clearing Fund, Direct Deposit Fund, Salary Clearing Fund, and Treasurer Electronic Remittance warrants. Attachments: Originals on file with the Auditor/Financial Services; copies on file with the Clerk of the Board Mason County Agenda Request Form To: Board of Mason County Commissioners From: John Taylor Ext. 806 Department: Parks & Trails Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): November 13, 2023 Agenda Date: November 21, 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: Mason County Parks/Facility Memorial and Donation Policy Background/Executive Summary: In the past year, it is becoming more frequent that family members are requesting memorials and are donating to Mason County in memory of their passing loved-one(s). The purpose of this policy is to establish guidelines, standards, and procedures for the installation and care of donated facility or park improvements for Mason County. Donations can be either a cash or physical property donation. These donations may include, but are not limited to, park benches, bicycle racks, picnic tables, monuments (by exception only), drinking fountains, flags, and other types of accessories. This policy does not apply to donations of buildings or land. The County desires to encourage donations while at the same time managing aesthetic impacts and mitigate on-going maintenance costs. The development of public facilities is expected to be the result of careful planning and quality construction. In addition, public facilities are expected to be maintained to a standard acceptable to the community. Guidelines established by this policy will apply to all donations made after the effective date of this policy. Donations made prior to the adoption of the policy shall be subject to any sections of this policy that may be applicable. Standards established by this policy will apply to purchased equipment, installation techniques, donation acknowledgements, and long-term care of all donations made after the adoption of this policy. Budget Impact (amount, funding source, budget amendment): TBD Public Outreach (news release, community meeting, etc.): N/A Mason County Agenda Request Form Requested Action: Approval of the Resolution adopting a Facilities and Parks Memorial and Donations Policy. Attachments: Resolution Parks/Facility Memorial and Donation Policy Resolution No. A RESOLUTION ADDING A CHAPTER TO THE MASON COUNTY CODE TITLE 2 ADMINISTRATION AND PERSONNEL ADOPTING A FACILITIES AND PARKS MEMORIAL AND DONATIONS POLICY WHEREAS, it is necessary to establish guidelines, standards, and procedures for installation and care of donated facility or park improvements for Mason County. This policy does not apply to donations of buildings or land. The County desires to encourage donations while at the same time managing aesthetic impacts and mitigate on-going maintenance costs. WHEREAS, the development of public facilities is expected to be the result of careful planning and quality construction. In addition, public facilities are expected to be maintained to a standard acceptable to the community. WHEREAS, guidelines established by this policy will apply to all donations made after the effective date of this policy. Donations made prior to the adoption of the policy shall be subject to any sections of this policy that may be applicable. WHEREAS, standards established by this policy will apply to purchased equipment, installation techniques, donation acknowledgment, and long-term care of all donations made after the adoption of this policy NOW, THEREFORE, BE IT RESOLVED, that the Board of County Commissioners of Mason County hereby adopt the Facilities and Parks Memorial and Donations Policy ( Attachment A) and add to Title 2 of Mason County Code. DATED this day of _____________, 2023. ATTEST: ________________________________ McKenzie Smith, Clerk of the Board APPROVED AS TO FORM: ________________________________ Tim Whitehead, Chief Deputy Prosecuting Attorney BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON ___________________________________ Sharon Trask, Chair ___________________________________ Randy Neatherlin, Vice-Chair ___________________________________ Kevin Shutty, Commissioner C:\Users\MSmith\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\8PXBJRCN\Facility and Park Memorials_Donations Policy.docx MASON COUNTY, WASHINGTON PARK/FACILITY MEMORIAL AND DONATIONS POLICY Adopted November 21, 2023 C:\Users\MSmith\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\8PXBJRCN\Facility and Park Memorials_Donations Policy.docx INTRODUCTION Purpose: The purpose of this policy is to establish guidelines, standards and procedures for the installation and care of donated facility or park improvements for Mason County, either because of a cash or physical property donation. These donations may include, but are not limited to, park benches, bicycle racks, picnic tables, monuments (by exception only), drinking fountains, flags, and other types of accessories. This policy does not apply to donations of buildings or land. The County desires to encourage donations while at the same time managing aesthetic impacts and mitigate on-going maintenance costs. The development of public facilities is expected to be the result of careful planning and quality construction. In addition, public facilities are expected to be maintained to a standard acceptable to the community. Guidelines established by this policy will apply to all donations made after the effective date of this policy. Donations made prior to the adoption of the policy shall be subject to any sections of this policy that may be applicable. Standards established by this policy will apply to purchased equipment, installation techniques, donation acknowledgements, and long-term care of all donations made after the adoption of this policy. GUIDELINES FOR EXISTING DONATIONS Definition of an Existing Donation: For this policy, existing donations are those donations installed prior to the adoption of this policy. Appearance and Aesthetics: The County and the community have an interest in ensuring that existing donations remain in the best appearance and aesthetic quality. Maintenance: Existing donations are to be maintained by the County until removal and/or relocation is necessary (See CONDITIONS Section). STANDARDS FOR NEW DONATIONS Definition of New Donation: New donations are those made after the adoption of this policy. C:\Users\MSmith\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\8PXBJRCN\Facility and Park Memorials_Donations Policy.docx Purchase and Installation: County staff will be responsible for the purchase and installation of all facility/park elements. Appearance and Aesthetics: The County and the community have an interest in ensuring the best appearance and aesthetic quality of their public facilities. Donations should reflect the character of the park or facility. All donations will be installed in such a manner that will not substantially change the character of a facility or its intended use. Maintenance: Upon donation, facility/park elements and/or their associated donation acknowledgement become County property. Accordingly, the County has the duty to maintain the donation until removal and/or relocation is necessary (See CONDITIONS Section). If information on file continues to be current or is updated by the donor, the donor will be informed and given the opportunity to have input before the removal and/or relocation of donation. Repair: The community has an interest in ensuring that all facility/park elements remain in good repair. In addition, the public has an interest in ensuring that the short- and long-term repair costs are reasonable. Repair parts and materials must be readily available. Donated facility/park elements must be of high quality to ensure a long life and be resistant to the elements, wear and tear, and acts of vandalism. Cost: The County has an interest in ensuring that the donor covers the full cost for purchase and installation. The County also has an interest in ensuring that on-going maintenance costs do not negatively impact the resources available for maintenance of other County facilities. Consequently, the County may assess, at the time of donation, a charge sufficient to cover anticipated on-going maintenance of donated elements during their expected life expectancy. PROCEDURE FOR MAKING A DONATION The County Parks and Trails Manager and Facilities Manager or their designee will manage all donations located on County property, with the assistance of staff. C:\Users\MSmith\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\8PXBJRCN\Facility and Park Memorials_Donations Policy.docx Application: The donor must contact the Parks and Trails Manager or Facilities Manager to determine whether a donation is acceptable based upon criteria contained in this policy. If a donation can be accepted, the donor will complete an application form. Applications are available on the County’s website – www.masoncountywa.gov or by contacting the Parks or Facilities Department. The Parks and Trails Manager or Facilities Manager will bring forward the request to the County Commission. The County Parks and Trails Advisory Board may review requests for donations made to the parks system. Once approved, donors will be contacted, and payment must be made to the County Treasurer prior to purchase or installation of the donated element. ACCEPTANCE OF A DONATION Criteria: To accept a donated park element, the donation must meet certain conditions. The donations shall: 1) Meet a true need of a park or facility. 2) Not interfere with the intended current or future use of a park or facility. 3) Not require the relocation of other equipment or infrastructure. The County reserves the right to determine whether a park or facility is fully developed and therefore, no donations would be accepted for that park or facility. PLAQUE/MEMORIAL ACKNOWLEDGEMENTS Plaque Definition: A flat tablet or metal, plastic, stone, or other appropriate material which includes text and/or images commemorating a person or an event and/or providing historical text or information relevant to its location. Such tablet shall be affixed to an object, building or pavement. Memorial Definition: An object established in memory of a person or event. Categories: Subjects for plaques and memorials will be limited to the following: 1) An individual or association that has contributed significantly to the cultural, political, or social aspects of Mason County development. 2) An individual or association strongly linked to the County and its history. 3) A significant anniversary of an event unique to Mason County history and development. 4) Historical or other information relevant to the site/location of the plaque. 5) An individual or association that has financially contributed significantly to either the Mason County Parks or Facilities System or designated entities. Plaques and memorials will represent and acknowledge the diverse makeup of our community. C:\Users\MSmith\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\8PXBJRCN\Facility and Park Memorials_Donations Policy.docx Applicants should nominate a preferred site (general location) for the placement of the plaque or memorial. Only sites that have relevance to the person, group or event being commemorated should be nominated. Approval for a particular site will only be granted if consistent with the County’s Master Plan or strategic development framework for that site and the proposed plaque or memorial is relevant to the site. The donor will also consider the number of existing plaques and memorials, artworks, fountains, and other objects in the vicinity of the proposed new plaque or memorial. The County has final approval of appropriate sites and will determine the exact location of any plaque or memorial. The plaque or memorial shall be located at the designated site for a period of not less than five (5) years from the time of installation with the following exceptions: • The area in which the item is sited is to be redeveloped. • The use of the area in which the item is sited changes significantly in character and the item is not deemed suitable for the site. • The structure or support on which the item is located is to be removed or permanently altered. The County does not guarantee the retention of the plaque or memorial after a period of five(5) years. These types of plaques and memorials must conform to the intent of this section. To prevent obscene or potentially offensive text from being displayed on County property, the County must approve all text for donation acknowledgements/plaque or memorial. Notification: This criterion is a requirement for both existing (at the expiration of its life-cycle period) and new donations. It shall be the responsibility of the donor to provide the Parks & Trails Department or Facilities Department with a current address for purposes of notification regarding donations. For the purposes of notification, the County will send a letter to the donor, notifying the donor of changes related to the status of the donation, such as a need to remove, relocate or comply with other conditions set forth in this policy. PARK BENCHES, BICYCLE RACKS, PICNIC TABLES AND PLAYGROUND COMPONENTS Park benches, bicycle racks, picnic tables and playground components may be sited in locations approved by the County. . Items donated must be of a product approved by the County and these items become County property at the time of acceptance. TREES AND SHRUBS C:\Users\MSmith\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\8PXBJRCN\Facility and Park Memorials_Donations Policy.docx Landscaping and plant selection for parks or facilities is critical due to the environment in Mason County. Accordingly, the location, size and species of trees and shrubs donated shall be limited to those predetermined by the County. MONUMENTS Upright monuments or monuments resembling those typically found in cemeteries may not be installed at any County park or facility. Exceptions to this policy are the Veteran’s monuments installed with approval of the County Commission, commemorating the history and/or dedication of a Veteran monument. FLAGS Flags may be sited in locations approved by the County . Flags deteriorate quickly when exposed to the elements and the size of a flag is determined by the type, size, and configuration of the pole on which it is to be mounted. Consequently, donated flags must be of a size and quality suitable for the site and the environment in which they are to be located. Flags may be subject to replacement, which are to be paid by the donor at the time when the County determines replacement is needed. INTERPRETIVE SIGNS Interpretive signs may be installed at sites that are appropriate for describing the history, geology, environment, flora, and fauna of a particular area. Interpretive signs shall be of a size that is in keeping with the character of the site. Interpretive signs shall be designed to meet requirements for access to the disabled. Interpretive signs shall be designed in a manner that is consistent with other interpretive signs on the site. Interpretive signs shall be constructed of materials that are of high quality, vandal resistant, and able to withstand harsh environmental conditions. OTHER DONATIONS Donations other than those expressly listed or contained within this policy may be possible. The County may accept such donations, subject to a review by the County Commission. BUILDINGS, STRUCTURES AND PUBLIC ART Donated buildings, structures (including playgrounds) and public art are subject to full review and approval of the County Commission and are not considered to be part of this policy. CONDITIONS Installation: Installation of donated elements, including the donor acknowledgement, memorial, C:\Users\MSmith\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\8PXBJRCN\Facility and Park Memorials_Donations Policy.docx or plaque, will be completed by County personnel. If County personnel are unable to install the donated elements, then the County will hire a contractor to perform the installation. The installation will be scheduled at a time and date as determined by the County so as not to unnecessarily interfere with routine maintenance activities. Removal and/or Relocation: This section applies to both existing and new donations. The County reserves the right to remove and/or relocate donated elements and their associated donation acknowledgements/memorial plaques when they interfere with site safety, maintenance, or construction activities. In accordance with previously stated procedures in this policy, the County will send a letter to an identifiable donor notifying the donor of any action related to the disposition of the donation. In certain situations, such as safety or emergency situations, the notification may be made after the action has been taken. In the event a donation must be permanently removed, the County will seek an alternative location consistent with this policy. MAINTENANCE AND REPAIR The long-term care and maintenance of donated elements is important to both the donor and the County. The County has the duty to maintain the donation until removal and/or relocation is necessary. The County reserves the right to remove a donated element if the maintenance and repair cost become too high. At the end of the life-cycle term, the donor may choose to extend the life-cycle term by paying the current value of a new donation. The County reserves the right to seek a new donor for the donation at the end of the established life cycle should the original donor choose not to renew the donation or if the County has not been able to contact the original donor. Applicant Information Name: Phone First Name Last Name Address: Email: Street City State Zip To accept a donated park or facility element, the donation must meet certain conditions. The donations shall: Meet a true need of a park or facility. Not interfere with the intended current or future use of a park or facility. Not require the relocation of other equipment or infrastructure. The County reserves the right to determine whether a park or facility is fully developed and there- fore, no donations would be accepted for that park or facility. Mason County Facilities and Park Memorial and Donation Application Memorial / Donation Memorial Plaque A flat tablet or metal, plastic, stone, or other appropriate material which includes text and/or images commemorating a person or an event and/or providing historical text or information relevant to its location. Such tablet shall be affixed to an object, building or pavement. _____________________________ Bench Bicycle Rack Picnic Table Park benches, bicycle racks, picnic tables and playground components may be sited in locations approved by the County. Items donated must be of a product approved by the County and these items become County property at the time of acceptance. Please select the item you wish to donate to Mason County. **Donated buildings, structures (including playgrounds) and public art are subject to full review and approval of the County Commission and are not considered to be part of this policy.** Trees/Shrubs Landscaping and plant selection for parks or facilities is critical due to the environment in Mason County. Accordingly, the location, size and species of trees and shrubs donated shall be limited to those predetermined by the County. _____________________________ Flags Flags may be sited in locations approved by the County. Flags deteriorate quickly when exposed to the elements and the size of a flag is determined by the type, size, and configuration of the pole on which it is to be mounted. Consequently, donated flags must be of a size and quality suitable for the site and the environment in which they are to be located. Flags may be subject to replace- ment, which are to be paid by the donor at the time when the County determines replacement is needed. _____________________________ Interpretive Signs Interpretive signs may be installed at sites that are appropriate for describing the history, geology, environment, flora, and fauna of a particular area. Interpretive signs shall be of a size that is in keep- ing with the character of the site. Interpretive signs shall be designed to meet requirements for access to the disabled. Interpretive signs shall be designed in a manner that is consistent with other interpretive signs on the site. Interpretive signs shall be constructed of materials that are of high quality, vandal resistant, and able to withstand harsh environmental conditions. _____________________________ Other Donation Donations other than those expressly listed or contained within this policy may be possible. The County may accept such donations, subject to a review by the County Commission. I acknowledge I have read the Facilities and Park Memorial and Donation Policy. I understand my responsibilities as a donor and accept the financial responsibilities associated with my donation. Preferred Location: Signature: Date: Mason County Agenda Request Form To: Board of Mason County Commissioners From: John Taylor Ext. 806 Department: Parks & Trails Briefing: ☒ Action Agenda: ☐ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): November 13, 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: Stephen Payne’s Parks Advisory Board Application Background/Executive Summary: The Parks and Trails Advisory Board consists of seven members serving four-year terms with one alternate. Each member is appointed by the Board of County Commissioners. Every effort is made to fill the Board with two members from each of the three Commissioner districts with one “at large” member. The purpose of the Mason County Parks and Trails Board is to provide guidance, direction, and recommendations regarding the planning, acquisition, developments, and operations of parks, trails, facilities, and programs serving the needs of Mason County. Currently there is one member in District 1, two members in District 2, and one member in District 3. Stephen Payne is located in District 2. Budget Impact (amount, funding source, budget amendment): None Public Outreach (news release, community meeting, etc.): None Requested Action: After review of Stephen Payne’s application, decide whether to interview or appoint the candidate. Attachments: Application Mason County Agenda Request Form To: Board of Mason County Commissioners From: Diane Zoren Ext. 747 Department: Support Services Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): November 20, 2023 Agenda Date: December 5, 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: Lodging Tax Awards Background/Executive Summary: A Request for Proposals (RFP) was issued for services that support tourism to include Visitor Information Centers (VICs), tourism promotion, and support of tourism-related facilities. The budget total was set at $204,000. The following proposals were received: → North Mason Chamber of Commerce $56,000 for VICs in Belfair and Union → Shelton-Mason County Chamber of Commerce $152,971 for VICs in Shelton and Hoodsport → Mason County Historical Society $25,000 for museum operations and VIC → Bailey Fuentes $204,000 for Hoodsport VIC and Townhall → Northwest Event Organizers, Inc. $127,500 for tourism support services The Lodging Tax Advisory Committee (LTAC) met July 19, 2023 and made the following recommendations. For 2024/2025: → North Mason Chamber of Commerce $43,100 for VICs in Belfair and Union → Shelton-Mason County Chamber of Commerce $94,500 for VICs in Shelton and Hoodsport → Mason County Historical Society $16,900 for museum operations and VIC For 2024: → Northwest Event Organizers, Inc. $49,500 for a tourism progressive application (2024 contract will implement Wild Side Tourism App then ongoing maintenance of the App will be in the Statement of Work for NEO’s master contract as part of concierge service) LTAC also recommended extending the contract with Northwest Event Organizers, Inc. for tourism development and marketing services and support of local festivals and events for 2024/2025 in the amount of $645,307 each year. Additional services are included as follows: → Staff and program support of the Wild Side Tourism App and ongoing costs Mason County Agenda Request Form → Create digital packet to fulfill tourism requests that is used by all VICs → Create a toolkit to share with VICs that includes QR codes and various tourism publications → Coordinate communications with the VICs to encourage and assist with compliance of the Wild Side campaign; this may include regular virtual meetings with tourism advocates → Expansion of the Wild Side concierge campaign Budget Impact (amount, funding source, budget amendment): $849,307 from Lodging Tax Public Outreach (news release, community meeting, etc.): LTAC met on July 19 and October 18, 2023 Requested Action: Approval of the following Lodging Tax awards and contracts: Northwest Event Organizers, Inc. $49,500 for a tourism progressive application. Visitor Information Services for 2024/2025: North Mason Chamber of Commerce $43,100; Shelton-Mason County Chamber of Commerce $94,500; and Mason County Historical Society $16,900. Northwest Event Organizers, Inc. for tourism development and marketing services and support of local festivals and events for 2024/2025 in the amount of $645,307 each year. Attachments: Statement of Work Mason County Agenda Request Form To: Board of Mason County Commissioners From: Kelly Frazier Ext. 519 Department: Facilities Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): November 20, 2023 Agenda Date: December 5, 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: Contract for Janitorial Services for County Facilities Background/Executive Summary: Mason County has facilities located throughout the County. Our current contract for janitorial services ends December 31,2023. We are seeking the services of a well-qualified company to provide janitorial services for County Facilities located in Shelton and Belfair. The Request for Proposals (RFP) was let with the submission period closing on September 29,2023. We received two proposals: Coastal Custodial (current contract) $279,528; ABA Cleaning Services LLC $197,075. Staff recommends awarding the contract to ABA Cleaning Services as low bidder. Staff have negotiated a contract for $197,075.00 with ABA Cleaning Services to define services and compensation. The performance period will be January 1, 2024 to December 31, 2024 with up to three (3) additional years based on the Contractor’s performance. Budget Impact (amount, funding source, budget amendment): The total value of the contract is $197,075. The 2023 budget for janitorial services is $200,000. Public Outreach (news release, community meeting, etc.): N/A Requested Action: Approval of the contract with ABA Cleaning Services for janitorial services for County facilities from January 1, 2024 through December 31, 2024. Attachments: ABA Cleaning Services Bid Proposal Contract 1 MASON COUNTY and ABA Cleaning Services LLC PROFESSIONAL SERVICES CONTRACT This CONTRACT is made and entered into by and between Mason County, hereinafter referred to as "COUNTY" and ABA Cleaning Services LLC, referred to as "CONTRACTOR.” RECITALS: WHEREAS, COUNTY issued a Request for Proposals (RFP) seeking the services of a well- qualified company to provide janitorial services for County facilities; and WHEREAS, CONTRACTOR submitted a proposal that was reviewed by a Review Team; and WHEREAS, CONTRACTOR warrants that it is qualified and competent to render the aforesaid services. NOW, THEREFORE, for and in consideration of the CONTRACT made, and the payments to be made by COUNTY, the parties agree to the following: Special Conditions: 1. Background Checks, Fingerprinting and CJIS Vendor Training: A. All employees and/or other company representatives must pass a Washington State Patrol background check prior to providing services. CONTRACTOR must provide copies of the reports as requested by COUNTY. B. All CONTRACTOR's employees or other representatives who will be working at COUNTY's facilities under this CONTRACT must submit to fingerprinting within 30 days of the start of this CONTRACT or, for new employees or representatives within 30 days of their start date with CONTRACTOR. C. All CONTRACTOR's employees or other representatives who will be working at COUNTY's facilities under this CONTRACT complete and pass Criminal Justice Information System (CJIS) Vendor Training within 30 days of the start of this CONTRACT or, for new employees or representatives within 30 days of their start date with CONTRACTOR. D. Fingerprinting and CJIS Vendor Training is to be coordinated with the Facilities, Parks and Trails Manager or his designee. 2. Uniforms and ID Badges: CONTRACTOR 's employees and other representatives must wear a readily identifiable company uniform and photo ID badge. CONTRACTOR may provide a company ID badge with photo or can request COUNTY to provide. Issuing of COUNTY provided ID badges are to be coordinated with Facilities, Parks and Trails Manager or his designee. 3. Employee List: CONTRACTOR must provide the Facilities Manager or his designee with a complete list of all individuals who will be providing janitorial services including employee, supervisors, owner(s) and other company representatives. CONTRACTOR must update the list prior to allowing anyone who is not on the list access to County facilities. Failure to comply with this requirement will be subject to a penalty up to $200 per occurrence and/or termination of the CONTRACT without notice. 2 4. Appearance and Demeanor: All employees and other company representatives of the CONTRACTOR must maintain a professional appearance and demeanor. 5. Communication: CONTRACTOR must ensure that employees are able to understand written and oral instructions as provided by COUNTY staff and represent 6. Facilities: Shelton- A. Building 1- 411 North 5th Street - 16,400 sq.ft. B. Building 2-410 North 4th Street - 2,000 sq.ft. C. Building 3-426 West Cedar Street - 7,000 sq.ft. D. Building 4-303 North 4th Street - 2,500 sq.ft. E. Building 5-521 West Alder Street - 1,300 sq.ft. F. Building 6-414 North 5th Street - 2,100 sq.ft. G. Building 7-521 North 4th Street - 3,900 sq.ft. H. Building 8-615 West Alder Street - 10,700 sq.ft. I. Building 9-423 North 5th Street - 1,700 sq.ft. J. Building 10 – 414 W Franklin Street – 22,000 sq. ft. K. Sheriff's Office-322 North 3rd Street - 8,500 sq.ft. L. Church House – 321 N 3rd Street – 1,000 sq. ft. M. Courthouse-419 North 4th Street - 16,350 sq.ft. N. Public Works/Building 1 and 2-100 West Public Works Drive - 28,000 sq. ft. O. Memorial Hall-210 West Franklin Street - 4,000 sq.ft. Belfair- P. N. Sheriff's North Precinct – 490 NE Old Belfair Highway - 3,000 sq.ft. Q. Public Works -600 Beck Road, Belfair, WA 98584 - 80 sq. ft 7. Services and Frequencies: CONTRACTOR will provide services as detailed in the Scope of Work Exhibit A. 8. Modifications, Additions and Reductions in Service Level and Frequency: A. COUNTY reserves the right to add, modify, reduce or delete work from any contracts executed with the CONTRACTOR. B. Upon mutual agreement the service and frequency level for the facilities can be adjusted as needed. C. Any associated cost adjustment will be determined by the Facilities Manager or designee. D. Adjustments in the value of $5,000 or less will be documented in written form and do not require a formal amendment to this CONTRACT. E. Adjustments and/or the additional work in excess of a $5,001 value must be executed as a formal Amendment to this CONTRACT. 9. Cost Increases: Except as detailed in 8. Modifications, Additions and Reductions in Service Level and Frequency, no cost increases will be allowed during the first term of the CONTRACT. Costs may be negotiated annually if the COUNTY elects to renew the CONTRACT. 3 10. Inspections: Facilities Manager or his designee will conduct inspections of the janitorial services provided on a monthly to quarterly basis as warranted by CONTRACTOR 's performance. Sub-standard work or skipped or missed tasks will be addressed with the CONTRACTOR. Failure to remedy the issues in an expedient manner will have consequence including withheld payments and/or CONTRACT termination for cause. 11. Deficiencies in Quality or Quantity of Work: A. CONTRACTOR shall satisfactorily complete all services as set forth in the contract. lf the Contractor fails to execute the work in accordance with the CONTRACT, and/or a dispute arises as to the quality and/or quantity of the work completed, the COUNTY reserves the right to withhold payment based on the task cost per occurrence. B. Any deficiencies in the work shall be brought to the attention of the CONTRACTOR or his/her employees by the Facilities Manager or designee or other authorized COUNTY representative. To the extent possible, the CONTRACTOR or his/her employees shall correct deficiencies on the same day or the following workday. When noted deficiencies have been corrected to the satisfaction of the Facilities Manager or designee the completed work shall be considered acceptable unless the same or similar deficiencies occur on a continuous basis. 12. Safety Precautions: CONTRACTOR and his/her employees and other company representatives shall exercise all necessary precautions to protect pedestrian traffic and all public and private property from injury or damage caused by the CONTRACTOR's operations. Signs, tape and/or barricades shall be used as necessary to mark wet/waxed areas, or to indicate restrooms or other facilities are temporarily closed for janitorial service. Any practice deemed hazardous shall be immediately halted upon verbal or written notification. 13. Material Safety Data Sheets (MSDS): CONTRACTOR must provide and have readily available MSDS for all products used in the performance of the work. CONTRACTOR must ensure that the MSDS sheets and other information required to do the job is provided for employees in a language they understand. 14. Industry Standards: It shall be the responsibility of CONTRACTOR to ensure that his/her employees complete the services in a manner consistent with the best management practices of the service industry, and that they are properly trained in the safe use and application of all materials and equipment used at County facilities. CONTRACTOR r's employees may be required to have additional training for site specific operations, including construction, hazards, preservation, safety, and/or security, that will be agreed upon by the Facilities Manager or designee and the CONTRACTOR at the time of CONTRACT award. 15. Lost or Mis-used Keys and Alarm Codes: CONTRACTOR must provide strict key control for any and all COUNTY issued keys and alarm codes. A lost key may result in the need to re-key all locks, doors and gates which the CONTRACTOR will be responsible for reimbursing the COUNTY up to a maximum cost of $100,000. It is recommended that CONTRACTOR include Lost Key insurance coverage. CONTRACTOR is responsible for ensuring that employees or other company representatives do not mis-use keys or alarm codes such as providing access to unauthorized individuals or accessing areas where janitorial services are not required. 4 16. Security: The work involved will often be in facilities with secured access, or areas closed to the public except during normal business hours. CONTRACTOR 's employees shall maintain the security of these areas by locking them immediately upon entering the facility and again when leaving the facility after completing the janitorial services. Prior to leaving the facility, CONTRACTOR 's employees will make a final check of all windows, exterior doors, gates or other access points to the building or site to ensure they have been locked and that all lights, except night lights, have been turned off. 17. Alarms and Security Systems: For those facilities equipped with burglar or other surveillance equipment, the CONTRACTOR 's employees shall be responsible for disarming the alarm immediately upon entering the facility and "setting" the alarm when leaving the facility. COUNTY reserves the right to deduct $100.00 from payments to the CONTRACTOR for each security failure that constitutes a potential hazard to a COUNTY facility, or where a false alarm is caused as a result of CONTRACTOR 's employee not properly operating the building's security system. 18. Entry Prohibited: CONTRACTOR will be responsible for ensuring that employees and other representatives of the Company do not enter areas where "Do Not Enter" signs have been posted particularly in the County's courthouses. 19. Removal of Property: CONTRACTOR and his/her employees shall not remove or consume any property belonging to the COUNTY, County employees or other contractors working for COUNTY. This includes any articles that may be deposited for disposal in recycling or trash containers. CONTRACTOR and his/her employees shall not use any County property, including computers, fitness equipment, telephones, FAX or copy machines, ladders, lifts, tools or other equipment, without the approval of the Facilities Manager or designee or other authorized COUNTY representative 20 Supplies, Equipment and Tools: A. CONTRACTOR will provide; all cleaning supplies, tools, equipment, cleaning rags and other items not specifically provided by County. B. COUNTY will provide; paper products including towels, toilet seat covers, toilet paper, hand soap and other consumable products. 21. COUNTY Provided Supplies and Equipment: CONTRACTOR and his/her employees shall not abuse the use of any COUNTY supplied material or equipment. Doing so may be grounds for immediate removal of the particular employee or, in more severe cases, termination of the CONTRACT. 22. Reporting Repairs, Damage and Hazards: CONTRACTOR and his/her employees and other company representatives shall immediately report any observed needs for repairs, damage or potential hazards to the Facilities Manager or designee or other authorized COUNTY representative. Damage and potential hazards include, but are not limited to, broken fixtures or pipes, building or system damage or needed repairs, HVAC issues, leaks, smells or smoke. 23. Drug-Free, Smoke-Free Campus: Mason County is a drug-free, smoke-free campus. Contractor will ensure that employees comply with these requirements. 5 24. Bonding Requirements: CONTRACTOR will provide COUNTY with a $10,000 Performance Bond or letter of credit from a bank or other approved financial institution. General Conditions Scope of Services: CONTRACTOR agrees to provide COUNTY the services and any materials as set forth as identified in "Exhibit A Scope-of-Services," during the CONTRACT period. No material, labor or facilities will be furnished by COUNTY, unless otherwise provided for in the CONTRACT. Performance Period: The initial performance period will be January 1, 2024 to December 31, 2024 with up to three (3) additional years based on the CONTRACTOR's performance. Term: Services provided by CONTRACTOR prior to or after the term of this CONTRACT shall be performed at the expense of CONTRACTOR and are not compensable under this CONTRACT unless both parties hereto agree to such provision in writing. The term of this CONTRACT may be extended by mutual consent of the parties; provided, however, that the CONTRACT is in writing and signed by both parties Compensation: CONTRACT total amount is not to exceed $197,075 unless modified as allowed in Special Conditions #8. Modifications, Additions and Reductions in Service Level and Frequency: Independent Contractor: A. CONTRACTOR's services shall be furnished by the CONTRACTOR as an independent contractor, and nothing herein contained shall be construed to create a relationship of employer-employee. All payments made hereunder and all services performed shall be made and performed pursuant to this CONTRACT by the CONTRACTOR as an independent contractor. B. CONTRACTOR acknowledges that the entire compensation for this CONTRACT is specified in Exhibit B Compensation and the CONTRACTOR is not entitled to any benefits including, but not limited to: vacation pay, holiday pay, sick leave pay, medical, dental, or other insurance benefits, or any other rights or privileges afforded to employees of COUNTY. The CONTRACTOR represents that he/she/it maintains a separate place of business, serves clients other than COUNTY, will report all income and expense accrued under this CONTRACT to the Internal Revenue Service, and has a tax account with the State of Washington Department of Revenue for payment of all sales and use and Business and Occupation taxes collected by the State of Washington. C. CONTRACTOR will defend, indemnify and hold harmless COUNTY, its officers, agents or employees from any loss or expense, including, but not limited to, settlements, judgments, setoffs, attorneys' fees or costs incurred by reason of claims or demands because of breach of the provisions of this paragraph. Taxes: A. CONTRACTOR understands and acknowledges that COUNTY will not withhold Federal or State income taxes. Where required by State or Federal law, the CONTRACTOR authorizes COUNTY to withhold for any taxes other than income taxes (i.e., Medicare). All compensation 6 received by the CONTRACTOR will be reported to the Internal Revenue Service at the end of the calendar year in accordance with the applicable IRS regulations. It is the responsibility of the CONTRACTOR to make the necessary estimated tax payments throughout the year, if any, and the CONTRACTOR is solely liable for any tax obligation arising from the CONTRACTOR's performance of this CONTRACT. The CONTRACTOR hereby agrees to indemnify COUNTY against any demand to pay taxes arising from the CONTRACTOR's failure to pay taxes on compensation earned pursuant to this CONTRACT. B. COUNTY will pay sales and use taxes imposed on goods or services acquired hereunder as required by law. The CONTRACTOR must pay all other taxes, including, but not limited to, Business and Occupation Tax, taxes based on the CONTRACTOR's gross or net income, or personal property to which COUNTY does not hold title. COUNTY is exempt from Federal Excise Tax. No Guarantee of Employment: The performance of all or part of this CONTRACT by the CONTRACTOR shall not operate to vest any employment rights whatsoever and shall not be deemed to guarantee any employment of CONTRACTOR or any employee of CONTRACTOR or any sub-contractor or any employee of any sub-contractor by COUNTY at the present time or in the future. Accounting and Payment for CONTRACTOR Services: A. Payment to the CONTRACTOR for services rendered under this CONTRACT shall be as set forth in "Exhibit B Compensation." Where Exhibit "B" requires payments by the COUNTY, payment shall be based upon written claims supported, unless otherwise provided in Exhibit "B," by documentation of units of work actually performed and amounts earned, including, where appropriate, the actual number of days worked each month, total number of hours for the month, and the total dollar payment requested, so as to comply with municipal auditing requirements. Acceptable invoices will be processed within 30 days of receipt. B. Unless specifically stated in Exhibit "B" or approved in writing in advance by the official executing this CONTRACT for COUNTY or his or her designee (hereinafter referred to as the "Administrative Officer"). COUNTY will not reimburse the CONTRACTOR for any costs or expenses incurred by the CONTRACTOR in the performance of this CONTRACT. Where required, COUNTY shall, upon receipt of appropriate documentation, compensate the CONTRACTOR, no more often than monthly, in accordance with COUNTY’s customary procedures, pursuant to the fee schedule set forth in Exhibit "B." Withholding Payment: In the event the CONTRACTOR has failed to perform any obligation under this CONTRACT within the times set forth in this CONTRACT, then COUNTY may, upon written notice, withhold from amounts otherwise due and payable to CONTRACTOR, without penalty, until such failure to perform is cured or otherwise adjudicated. Withholding under this clause shall not be deemed a breach entitling CONTRACTOR to termination or damages, provided that COUNTY promptly gives notice in writing to the CONTRACTOR of the nature of the default or failure to perform, and in no case more than ten (10) days after it determines to withhold amounts otherwise due. A determination of the Administrative Officer set forth in a notice to the CONTRACTOR of the action required and/or the amount required to cure any alleged failure to perform shall be deemed conclusive, except to the extent that the CONTRACTOR acts within the times and in strict accord with the provisions of the Disputes clause of this CONTRACT. COUNTY may act in accordance with any determination of the Administrative Officer which has become conclusive under this clause, without prejudice to any other remedy under the 7 CONTRACT, to take all or any of the following actions: (1) cure any failure or default, (2) to pay any amount so required to be paid and to charge the same to the account of the CONTRACTOR, (3) to set off any amount so paid or incurred from amounts due or to become due the CONTRACTOR. In the event the CONTRACTOR obtains relief upon a claim under the Disputes clause, no penalty or damages shall accrue to CONTRACTOR by reason of good faith withholding by COUNTY under this clause. Labor Standards: CONTRACTOR agrees to comply with all applicable state and federal requirements, including but not limited to those pertaining to payment of wages and working conditions, in accordance with RCW 39.12.040, the Prevailing Wage Act; the Americans with Disabilities Act of 1990; the Davis-Bacon Act; and the Contract Work Hours and Safety Standards Act providing for weekly payment of prevailing wages, minimum overtime pay, and providing that no laborer or mechanic shall be required to work in surroundings or under conditions which are unsanitary, hazardous, or dangerous to health and safety as determined by regulations promulgated by the Federal Secretary of Labor and/or the State of Washington. Prevailing Wage Contractor agrees to comply with Prevailing Wage requirements, RCW 39.12, and to file all required forms, certifications, and affidavits necessary to comply with Federal and State laws before payment shall be made to the Contractor. The State of Washington prevailing wage rates applicable for this public works project, which is located in Mason County, may be found at the following website address of the Department of Labor and Industries: https://lni.wa.gov/licensing-permits/public-works-projects/prevailing-wage- rates/ Based on the proposal submittal deadline for these services, the applicable effective date for prevailing wages for this project is September 29, 2023. A copy of the applicable prevailing wage rates is also available for viewing at the Mason County Commissioners’ Office, 411 North 5th Street, Shelton, WA 98584. Upon request, the County will mail a hard copy of the applicable prevailing wages for this project. Janitorial contracts require annual wage updates after the initial contract effective date. Debarment Contractor certifies that to the best of its knowledge and belief they are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency. Assignment and Subcontracting: The performance of all activities contemplated by this CONTRACT shall be accomplished by CONTRACTOR. No portion of this CONTRACT may be assigned or subcontracted to any other individual, firm or entity without the express and prior written approval of COUNTY. Conflict of Interest: If at any time prior to commencement of, or during the term of this CONTRACT, CONTRACTOR or any of its employees involved in the performance of this CONTRACT shall have or develop an interest in the subject matter of this CONTRACT that is potentially in conflict with the COUNTY’s interest, then CONTRACTOR shall immediately notify COUNTY of the same. The notification of COUNTY shall be made with sufficient specificity to enable COUNTY to make an 8 informed judgment as to whether or not COUNTY’s interest may be compromised in any manner by the existence of the conflict, actual or potential. Thereafter, COUNTY may require CONTRACTOR to take reasonable steps to remove the conflict of interest. COUNTY may also terminate this CONTRACT according to the provisions herein for termination. Non-Discrimination in Employment: A. COUNTY’s policy is to provide equal opportunity in all terms, conditions and privileges of employment for all qualified applicants and employees without regard to race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, disability, or veteran status. CONTRACTOR shall comply with all laws prohibiting discrimination against any employee or applicant for employment on the grounds of race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, disability, or veteran status, except where such constitutes a bona fide occupational qualification. B. Furthermore, in those cases in which CONTRACTOR is governed by such laws, CONTRACTOR shall take affirmative action to insure that applicants are employed, and treated during employment, without regard to their race, color, creed, religion, national origin, sex, age, marital status, sexual orientation, disability, or veteran status, except where such constitutes a bona fide occupational qualification. Such action shall include, but not be limited to: advertising, hiring, promotions, layoffs or terminations, rate of pay or other forms of compensation benefits, selection for training including apprenticeship, and participation in recreational and educational activities. In all solicitations or advertisements for employees placed by them or on their behalf, CONTRACTOR shall state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex or national origin. C. The foregoing provisions shall also be binding upon any sub-contractor, provided that the foregoing provision shall not apply to contracts or sub-contractors for standard commercial supplies or raw materials, or to sole proprietorships with no employees. Non-Discrimination in Client Services: CONTRACTOR shall not discriminate on the grounds of race, color, creed, religion, national origin, sex, age, marital status, sexual orientation, disability, or veteran status; or deny an individual or business any service or benefits under this CONTRACT; or subject an individual or business to segregation or separate treatment in any manner related to his/her/its receipt any service or services or other benefits provided under this CONTRACT; or deny an individual or business an opportunity to participate in any program provided by this CONTRACT. Confidentiality: CONTRACTOR, its employees, sub-contractors, and their employees shall maintain the confidentiality of all information provided by COUNTY or acquired by CONTRACTOR in performance of this CONTRACT, except upon the prior written consent of COUNTY or an order entered by a court after having acquired jurisdiction over COUNTY. CONTRACTOR shall immediately give to COUNTY notice of any judicial proceeding seeking disclosure of such information. CONTRACTOR shall indemnify and hold harmless COUNTY, its officials, agents or employees from all loss or expense, including, but not limited to, settlements, judgments, setoffs, attorneys' fees and costs resulting from CONTRACTOR's breach of this provision. Right to Review: This CONTRACT is subject to review by any Federal, State or COUNTY auditor. COUNTY or its designee shall have the right to review and monitor the financial and service components of this program by whatever means are deemed expedient by the Administrative Officer or by 9 COUNTY's Auditor’s Office. Such review may occur with or without notice and may include, but is not limited to, on-site inspection by COUNTY agents or employees, inspection of all records or other materials which COUNTY deems pertinent to the CONTRACT and its performance, and any and all communications with or evaluations by service recipients under this CONTRACT. CONTRACTOR shall preserve and maintain all financial records and records relating to the performance of work under this CONTRACT for six (6) years after CONTRACT termination, and shall make them available for such review, within Mason County, State of Washington, upon request. CONTRACTOR also agrees to notify the Administrative Officer in advance of any inspections, audits, or program review by any individual, agency, or governmental unit whose purpose is to review the services provided within the terms of this CONTRACT. If no advance notice is given to CONTRACTOR, then CONTRACTOR agrees to notify the Administrative Officer as soon as it is practical. Insurance Requirements: At a minimum, CONTRACTOR shall provide insurance that meets or exceeds the requirements detailed in "Exhibit C Insurance Requirements." Insurance as a Condition of Payment: Payments due to CONTRACTOR under this CONTRACT are expressly conditioned upon the CONTRACTOR’s strict compliance with all insurance requirements under this CONTRACT. Payment to CONTRACTOR shall be suspended in the event of non-compliance. Upon receipt of evidence of full compliance, payments not otherwise subject to withholding or set-off will be released to CONTRACTOR. Proof of Insurance: A Certificate of Insurance naming COUNTY as the Certificate Holder must be provided to COUNTY within five (5) days of CONTRACT execution. Industrial Insurance Waiver: With respect to the performance of this CONTRACT and as to claims against COUNTY, its officers, agents and employees, CONTRACTOR expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to its employees and agrees that the obligations to indemnify, defend and hold harmless provided in this CONTRACT extend to any claim brought by or on behalf of any employee of CONTRACTOR. This waiver is mutually negotiated by the parties to this CONTRACT. CONTRACTOR Commitments, Warranties and Representations: Any written commitment received from CONTRACTOR concerning this CONTRACT shall be binding upon CONTRACTOR, unless otherwise specifically provided herein with reference to this paragraph. Failure of CONTRACTOR to fulfill such a commitment shall render CONTRACTOR liable for damages to COUNTY. A commitment includes, but is not limited to, any representation made prior to execution of this CONTRACT, whether or not incorporated elsewhere herein by reference, as to performance of services or equipment, prices or options for future acquisition to remain in effect for a fixed period, or warranties. Defense and Indemnity Contract: A. Indemnification by CONTRACTOR. To the fullest extent permitted by law, CONTRACTOR agrees to indemnify, defend and hold COUNTY and its departments, elected and appointed officials, employees, agents and volunteers, harmless from and against any and all claims, damages, losses and expenses, including but not limited to court costs, attorney's fees and 10 alternative dispute resolution costs, for any personal injury, for any bodily injury, sickness, disease or death and for any damage to or destruction of any property (including the loss of use resulting therefrom) which 1) are caused in whole or in part by any act or omission, negligent or otherwise, of the CONTRACTOR, its employees, agents or volunteers or CONTRACTOR's subcontractors and their employees, agents or volunteers; or 2) are directly or indirectly arising out of, resulting from, or in connection with performance of this CONTRACT; or 3) are based upon CONTRACTOR’s or its subcontractors’ use of, presence upon or proximity to the property of COUNTY. This indemnification obligation of CONTRACTOR shall not apply in the limited circumstance where the claim, damage, loss or expense is caused by the sole negligence of COUNTY. This indemnification obligation of the CONTRACTOR shall not be limited in any way by the Washington State Industrial Insurance Act, RCW Title 51, or by application of any other workmen's compensation act, disability benefit act or other employee benefit act, and the CONTRACTOR hereby expressly waives any immunity afforded by such acts. The foregoing indemnification obligations of the CONTRACTOR are a material inducement to COUNTY to enter into this CONTRACT, are reflected in CONTRACTOR’s compensation, and have been mutually negotiated by the parties. B. Participation by County – No Waiver. COUNTY reserves the right, but not the obligation, to participate in the defense of any claim, damages, losses or expenses and such participation shall not constitute a waiver of CONTRACTOR’s indemnity obligations under this CONTRACT. C. Survival of CONTRACTOR’s Indemnity Obligations. CONTRACTOR agrees all CONTRACTOR’s indemnity obligations shall survive the completion, expiration or termination of this CONTRACT. D. Indemnity by Subcontractors. In the event the CONTRACTOR enters into subcontracts to the extent allowed under this CONTRACT, CONTRACTOR's subcontractors shall indemnify COUNTY on a basis equal to or exceeding CONTRACTOR’s indemnity obligations to COUNTY. Compliance with Applicable Laws, Rules and Regulations: This CONTRACT shall be subject to all laws, rules, and regulations of the United States of America, the State of Washington, political subdivisions of the State of Washington and Mason County. CONTRACTOR also agrees to comply with applicable Federal, State, County or municipal standards for licensing, certification and operation of facilities and programs, and accreditation and licensing of individuals. Administration of Contract: COUNTY hereby appoints, and CONTRACTOR hereby accepts COUNTY's Facilities Manager and his or her designee, as COUNTY’s representative, hereinafter referred to as the Administrative Officer, for the purposes of administering the provisions of this CONTRACT, including COUNTY’s right to receive and act on all reports and documents, and any auditing performed by the COUNTY related to this CONTRACT. The Administrative Officer for purposes of this CONTRACT is: Kelly Frazier Mason County Facilities Manager 411 North 5th Street Shelton, WA 98584 Phone: 360-427-9670 Ext. 519 E-mail: KellyF@masoncountywa.gov CONTRACTOR's Primary Contact Information: Nolvia Tello (253) 355-7980 E-mail: abacleaningservicesllc@gmail.com 11 Notice: Except as set forth elsewhere in the CONTRACT, for all purposes under this CONTRACT except service of process, notice shall be given by CONTRACTOR to COUNTY’s Administrative Officer under this CONTRACT. Notices and other communication may be conducted via e-mail, U.S. mail, fax, hand-delivery or other generally accepted manner including delivery services. Modifications: Either party may request changes in the CONTRACT. Any and all agreed modifications, to be valid and binding upon either party, shall be in writing and signed by both of the parties. Termination for Default: A. If CONTRACTOR defaults by failing to perform any of the obligations of the CONTRACT or becomes insolvent or is declared bankrupt or commits any act of bankruptcy or insolvency or makes an assignment for the benefit of creditors, COUNTY may, by depositing written notice to CONTRACTOR in the U.S. mail, terminate the CONTRACT, and at COUNTY’s option, obtain performance of the work elsewhere. If the CONTRACT is terminated for default, CONTRACTOR shall not be entitled to receive any further payments under the CONTRACT until all work called for has been fully performed. Any extra cost or damage to COUNTY resulting from such default(s) shall be deducted from any money due or coming due to CONTRACTOR. CONTRACTOR shall bear any extra expenses incurred by COUNTY in completing the work, including all increased costs for completing the work, and all damage sustained, or which may be sustained by COUNTY by reason of such default. B. If a notice of termination for default has been issued and it is later determined for any reason that CONTRACTOR was not in default, the rights and obligations of the parties shall be the same as if the notice of termination had been issued pursuant to the Termination for Public Convenience paragraph hereof. Termination for Public Convenience: COUNTY may terminate this CONTRACT in whole or in part whenever COUNTY determines, in its sole discretion, that such termination is in the interests of COUNTY. Whenever the CONTRACT is terminated in accordance with this paragraph, CONTRACTOR shall be entitled to payment for actual work performed in compliance with Exhibit A Scope-of-Services and Exhibit B Compensation. An equitable adjustment in the CONTRACT price for partially completed items of work will be made, but such adjustment shall not include provision for loss of anticipated profit on deleted or uncompleted work. Termination of this CONTRACT by COUNTY at any time during the term, whether for default or convenience, shall not constitute breach of CONTRACT by COUNTY. Termination for Reduced Funding: COUNTY may terminate this CONTRACT in whole or in part should COUNTY determine, in its sole discretion, that such termination is necessary due to a decrease in available services funding including State and/or Federal grants. Whenever the CONTRACT is terminated in accordance with this paragraph, the CONTRACTOR shall be entitled to payment for actual work performed in compliance with Exhibit A Scope-of-Services and Exhibit B Compensation. Disputes: A. Differences between the CONTRACTOR and COUNTY, arising under and by virtue of the AGREEMENT shall be brought to the attention of COUNTY at the earliest possible time in order 12 that such matters may be settled or other appropriate action promptly taken. For objections that are not made in the manner specified and within the time limits stated, the records, orders, rulings, instructions, and decisions of the Administrative Officer shall be final and conclusive. B. CONTRACTOR shall not be entitled to additional compensation which otherwise may be payable, or to extension of time for (1) any act or failure to act by the Administrative Officer of COUNTY, or (2) the happening of any event or occurrence, unless the CONTRACTOR has given COUNTY a written Notice of Potential Claim within ten (10) days of the commencement of the act, failure, or event giving rise to the claim, and before final payment by COUNTY. The written Notice of Potential Claim shall set forth the reasons for which the CONTRACTOR believes additional compensation or extension of time is due, the nature of the cost involved, and insofar as possible, the amount of the potential claim. CONTRACTOR shall keep full and complete daily records of the work performed, labor and material used, and all costs and additional time claimed to be additional. C. CONTRACTOR shall not be entitled to claim any such additional compensation, or extension of time, unless within thirty (30) days of the accomplishment of the portion of the work from which the claim arose, and before final payment by COUNTY, the CONTRACTOR has given COUNTY a detailed written statement of each element of cost or other compensation requested and of all elements of additional time required, and copies of any supporting documents evidencing the amount or the extension of time claimed to be due. Arbitration: A. Other than claims for injunctive relief brought by a party hereto (which may be brought either in court or pursuant to this arbitration provision), and consistent with the provisions hereinabove, any claim, dispute or controversy between the parties under, arising out of, or related to this CONTRACT or otherwise, including issues of specific performance, shall be determined by arbitration in Shelton, Washington, under the applicable American Arbitration Association (AAA) rules in effect on the date hereof, as modified by this CONTRACT. There shall be one arbitrator selected by the parties within ten (10) days of the arbitration demand, or if not, by the AAA or any other group having similar credentials. Any issue about whether a claim is covered by this CONTRACT shall be determined by the arbitrator. The arbitrator shall apply substantive law and may award injunctive relief, equitable relief (including specific performance), or any other remedy available from a judge, including expenses, costs and attorney fees to the prevailing party and pre-award interest, but shall not have the power to award punitive damages. The decision of the arbitrator shall be final and binding and an order confirming the award or judgment upon the award may be entered in any court having jurisdiction. The parties agree that the decision of the arbitrator shall be the sole and exclusive remedy between them regarding any dispute presented or pled before the arbitrator. At the request of either party made not later than forty-five (45) days after the arbitration demand, the parties agree to submit the dispute to nonbinding mediation, which shall not delay the arbitration hearing date; provided, that either party may decline to mediate and proceed with arbitration. B. Any arbitration proceeding commenced to enforce or interpret this CONTRACT shall be brought within six (6) years after the initial occurrence giving rise to the claim, dispute or issue for which arbitration is commenced, regardless of the date of discovery or whether the claim, dispute or issue was continuing in nature. Claims, disputes or issues arising more than six (6) years prior to a written request or demand for arbitration issued under this Agreement are not subject to arbitration. Venue and Choice of Law: In the event that any litigation should arise concerning the construction or interpretation of any of the terms of this CONTRACT, the venue of such action of litigation shall be in the courts of 13 the State of Washington and Mason County. Unless otherwise specified herein, this CONTRACT shall be governed by the laws of Mason County and the State of Washington. Severability: If any term or condition of this CONTRACT or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect other terms, conditions or applications which can be given effect without the invalid term, condition or application. To this end, the terms and conditions of this CONTRACT are declared severable. Waiver: Waiver of any breach or condition of this CONTRACT shall not be deemed a waiver of any prior or subsequent breach. No term or condition of this CONTRACT shall be held to be waived, modified or deleted except by an instrument, in writing, signed by the parties hereto. The failure of COUNTY to insist upon strict performance of any of the covenants of this CONTRACT, or to exercise any option herein conferred in any one or more instances, shall not be construed to be a waiver or relinquishment of any such, or any other covenants or contracts, but the same shall be and remain in full force and effect. Order of Precedence: A. Applicable federal, state and county statutes, regulations, policies, procedures, federal Office of Management and Budget (OMB) circulars and federal and state executive orders. B. Funding source agreement(s) including attachments C. Exhibit C Insurance Requirements D. Special Conditions E. General Conditions F. Exhibits A and B Entire Contract: This written CONTRACT, comprised of the writings signed or otherwise identified and attached hereto, represents the entire CONTRACT between the parties and supersedes any prior oral statements, discussions or understandings between the parties. IN WITNESS WHEREOF, COUNTY and CONTRACTOR have executed this CONTRACT as of the date and year last written below. ABA Cleaning Services LLC BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON ____________________________________ ____________________________________ Nolvia Tello, Corporate Officer Sharon Trask, Chair Dated: _____________________________ Dated: _____________________________ APPROVED AS TO FORM: ________________________________ Tim Whitehead, Chief DPA EXHIBIT A SCOPE OF SERVICES 1. CONTRACTOR will schedule a facility orientation meeting with the Facilities Manager or designee on or before December 22, 2023 2. CONTRACTOR will provide services as noted in the below "Building Cleaning Expectations/Frequency" detail. Closets, storage rooms, mechanical rooms, IT rooms and electrical rooms are not included in the services and will not be cleaned. 3. CONTRACTOR will collect and remove trash from each centralized receptacle from each building or floor for multi-storied buildings Monday-Friday with the exception of the following facilities: Public Works/Shelton, Sheriff’s North Precinct and Public Works/Belfair. 4. Cleaning frequency and or services may be adjusted as mutually agreed upon by CONTRACTOR and COUNTY. BUILDING CLEANING EXPECTATIONS/FREQUENCY Location All Shelton, unless noted # of Days for Daily Tasks # of Times per week for Weekly Tasks Quarterly- yes/no Annually - yes/no Building 1 411 N. 5th Street 5 days, M-F 1 day Yes Yes Building 2 410 N. 4th Street 2 days, T T 1 day Yes Yes Building 3 426 W. Cedar Street 3 days, MWF 1 day Yes Yes Building 4 303 N. 4th Street 2 day, T T 1 day Yes Yes Building 5 521 W. Alder Street 1 day, W 1 day Yes Yes Building 6 414 N. 5th Street 2 days, T T 1 day Yes Yes Building 7 521 N. 4th Street 3 days, MWF 1 day Yes Yes Building 8 615 W. Alder Street 5 days, M-F 1 day Yes Yes Building 9 423 N. 5th Street 2 days, T T 1 day Yes Yes Building 10 414 W Franklin Street 3 days, MWF 1 day Yes Yes Building 12 126 W Kneeland Street 1 day, W 1 day Yes Yes Sheriff’s Office 322 N. 3rd Street 3 days, MWF 1 day Yes Yes Church House 321 N. 3rd. Street 1 day, W 1 day Yes Yes Court House 419 N. 4th Street 5 days, M-F 1 day Yes Yes Public Works Buildings 1 and 2 100 W. Public Works Drive 3 days, MWF 1 day Yes Yes Memorial Hall 210 W. Franklin Street 1 day, W 1 day Yes Yes Belfair Sheriff’s N. Precinct 490 NE Old Belfair Highway 1 day 1 day Yes Yes Belfair Public Works 600 Beck Road 1 day 1 day Yes Yes Da i l y Dust/wipe: -tables, counters, chairs, file cabinets, light switches, door handles, horizontal surfaces, glass doors, and windows -general hallways and corridor walls Spot clean: -fingerprints, smudges, stains, and spills as needed -remove cobwebs Empty trash/recycling bins: -all rooms, open areas, hallways, corridors, dining/lunchroom areas, kitchen area, receptions area, employee cubicles, and all restroom receptacles -replace trash liners whenever stained, soiled, torn, and/or removed Entry way/outside clean up: -sweep within 10’ of each entrance -spot clean windows and entry way doors -remove trash and debris from 10’ of entrances -empty outside trash cans within 10’ of entrances General kitchen cleaning: -clean and disinfect all counters, outsides of cabinets, appliances, sink fixtures, and tables -sweep and wet mop all hard floor surfaces -vacuum carpeted areas -spot check and clean touch points -straighten/arrange chairs in conference, break, and meeting rooms -secure facility prior to leaving General restroom cleaning: -sanitize all toilets, urinals, and wash basins -sweep, damp mop, and disinfect floors -clean mirrors, faucets, exposed pipes, dispensers, counters, and door handles -fill all dispensers We e k l y Clean/wipe chrome fixtures: -drinking fountains (2x per week or as needed) -faucets (2x per week or as needed) -clean and disinfect toilet stall doors and walls (minimum 1x per week or as needed) If applicable: -cleaning of elevator cab (vacuum, wipe down panels, rails, walls, etc. 2 -3x per week) -dusting of vending machines Qu a r t e r l y Deep dusting of: -horizontal surfaces, moldings, blinds, picture frames, cloth panels, HVAC vents, grills, and recesses, ceiling vents, frills, and recesses An n u a l l y -strip and wax floors where appropriate -carpet shampooing Exhibit B COMPENSATION A. Compensation: CONTRACTOR will be compensated for the services as detailed in Exhibit A Scope of Services for an annual total not-to-exceed $197,075. B. Requests for Payment: 1. CONTRACTOR can submit invoices for payment on a monthly or quarterly basis. 2. At a minimum the invoice is to include: performance period; date of submission; CONTRACTOR's name, remittance address and phone number; cleaning service charges for the performance period; invoice total; and any additional applicable information. 3. Submit via e-mail or hard copy as preferred to: Kelly Frazier Mason County Facilities Manager 411 North 5th Street Shelton, WA 98584 Phone: 360-427-9670 Ext. 519 E-mail: kellyf@co.mason.wa.us 4. Payment will be made to CONTRACTOR within thirty (30) days of the receipt of a complete and accurate invoice EXHIBIT C INSURANCE REQUIREMENTS A. MINIMUM Insurance Requirements: 1. Commercial General Liability Insurance using Insurance Services Office “Commercial General Liability” policy form CG 00 01, with an edition date prior to 2004, or the exact equivalent and shall cover liability arising from premises, operations, independent contractors, products-completed operations, stop gap liability, personal injury and advertising injury, and liability assumed under an insured contract. Coverage for an additional insured shall not be limited to its vicarious liability. Defense costs must be paid in addition to limits. Limits shall be no less than $1,000,000 per occurrence for all covered losses and no less than $2,000,000 general aggregate, for bodily injury, personal injury, and property damage, including without limitation, blanket contractual liability, and $2,000,000 products-completed operations aggregate limit. The Commercial General Liability insurance shall be endorsed to provide the Aggregate Per Project Endorsement ISO form CG 25 02 11 85. There shall be no endorsement or modification of the Commercial General Liability insurance for liability arising from explosion, collapse or underground property damage. 2. Workers’ Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 3. Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including owned, non-owned and hired autos, or the exact equivalent. Limits shall be no less than $1,000,000 per accident, combined single limit. If CONTRACTOR owns no vehicles, this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described above. If CONTRACTOR or CONTRACTOR’s employees will use personal autos in any way on this project, CONTRACTOR shall obtain evidence of personal auto liability coverage for each such person. If necessary, the policy shall be endorsed to provide contractual liability coverage. 4. Employee Dishonesty coverage endorsed for third party fidelity coverage for COUNTY or endorsed to cover County Property with limits not less than $1,000,000 per occurrence and $2,000,000 aggregate. 5. Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements, shall provide coverage at least as broad as specified for the underlying coverages. Such policy or policies shall include as insureds those covered by the underlying policies, including additional insureds. Coverage shall be “pay on behalf”, with defense costs payable in addition to policy limits. There shall be no cross liability exclusion precluding coverage for claims or suits by one insured against another. Coverage shall be applicable to COUNTY for injury to employees of CONTRACTOR, subcontractors or others involved in the Work. The scope of coverage provided is subject to approval of COUNTY following receipt of proof of insurance as required herein. B. Certificate of Insurance: A Certificate of Insurance naming COUNTY as the Certificate Holder must be provided to COUNTY prior to CONTRACT start date. C. Basic Stipulations: 1. CONTRACTOR agrees to endorse third party liability coverage required herein to include as additional insureds COUNTY, its officers, officials, employees and volunteers, with respect to the work performed for the County using ISO endorsement CG 20 10 10 01 and Additional Insured-Completed Operations endorsement CG 20 37 10 01 or substitute endorsements providing equivalent coverage. CONTRACTOR also agrees to require all contractors, subcontractors, and anyone else involved in this CONTRACT on behalf of the CONTRACTOR (hereinafter “indemnifying parties”) to comply with these provisions. 2. CONTRACTOR agrees to waive rights of recovery against COUNTY regardless of the applicability of any insurance proceeds, and to require all indemnifying parties to do likewise. 3. All insurance coverage maintained or procured by CONTRACTOR or required of others by CONTRACTOR pursuant to this CONTRACT shall be endorsed to delete the subrogation condition as to COUNTY or must specifically allow the named insured to waive subrogation prior to a loss. 4. All coverage types and limits required are subject to approval, modification and additional requirements by COUNTY. CONTRACTOR shall not make any reductions in scope or limits of coverage that may affect COUNTY’s protection without COUNTY’s prior written consent. 5. CONTRACTOR agrees, upon request by COUNTY to provide complete, certified copies of any policies required within 10 days of such request. COUNTY has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests. Any premium so paid by COUNTY shall be charged to and promptly paid by CONTRACTOR or deducted from sums due CONTRACTOR. Any actual or alleged failure on the part of COUNTY or any other additional insured under these requirements to obtain proof of insurance required under this CONTRACT in no way waives any right or remedy of COUNTY or any additional insured, in this or in any other regard. 6. It is acknowledged by the parties of this CONTRACT that all insurance coverage required to be provided by CONTRACTOR or indemnifying party, is intended to apply first and on a primary non-contributing basis in relation to any other insurance or self-insurance available to COUNTY. 7. CONTRACTOR agrees not to self-insure or to use any self-insured retentions on any portion of the insurance required herein and further agrees that it will not allow any indemnifying party to self- insure its obligations to COUNTY. If CONTRACTOR’s existing coverage includes a self- insured retention, the self-insured retention must be declared to the COUNTY. The COUNTY may review options with CONTRACTOR, which may include reduction or elimination of the self- insured retention, substitution of other coverage, or other solutions. 8. CONTRACTOR will renew the required coverage annually as long as COUNTY, its officers, officials, employees or volunteers face an exposure from operations of any type pursuant to this CONTRACT. This obligation applies whether or not the CONTRACT is canceled or terminated for any reason. Termination of this obligation is not effective until COUNTY executes a written statement to that effect. 9. The limits of insurance as described above shall be considered as minimum requirements. Should any coverage carried by CONTRACTOR or a subcontractor of any tier maintain insurance with limits of liability that exceed the required limits or coverage that is broader than as outlined above, those higher limits and broader coverage shall be deemed to apply for the benefit of any person or organization included as an additional insured and those limits shall become the required minimum limits of insurance in all Paragraphs and Sections of this CONTRACT. 10. None of the policies required herein shall be in compliance with these requirements if they include any limiting endorsement that has not been first submitted to COUNTY and approved of in writing. 11. The requirements in this Exhibit supersede all other sections and provisions of this CONTRACT to the extent that any other section or provision conflicts with or impairs the provisions of this Exhibit. 12. Unless otherwise approved by COUNTY, insurance provided pursuant to these requirements shall be by insurers authorized to do business in Washington and with a minimum A.M. Best rating of A-: VII. 13. All insurance coverage and limits provided by CONTRACTOR and available or applicable to this agreement are intended to apply to the full extent of the policies. Nothing contained in this CONTRACT limits the application of such insurance coverage. 14. CONTRACTOR agrees require insurers, to provide notice to COUNTY thirty (30) days prior to cancellation of such liability coverage or of any material alteration or non-renewal of any such coverage, other than for non-payment of premium. CONTRACTOR shall assure that this provision also applies to any subcontractors, joint ventures or any other party engaged by or on behalf of contractor in relation to this agreement. Certificate(s) are to reflect that the issuer will provide thirty (30) days’ notice to COUNTY of any cancellation of coverage. 15. COUNTY reserves the right at any time during the term of the CONTRACT to change the amounts and types of insurance required by giving the CONTRACTOR ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the CONTRACTOR, the COUNTY and CONTRACTOR may renegotiate CONTRACTOR’s compensation. 16. Requirements of specific coverage features are not intended as limitation on other requirements or as waiver of any coverage normally provided by any given policy. Specific reference to a coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all-inclusive. 17. CONTRACTOR agrees to provide immediate notice to COUNTY of any claim or loss against CONTRACTOR arising out of the work performed under this agreement. COUNTY assumes no obligation or liability by such notice but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve COUNTY. D. Bonding Requirements: CONTRACTOR will provide COUNTY with a $10,000 Performance Bond or letter of credit from a bank or other approved financial institution. Said bond or letter of credit will be provided to COUNTY prior to CONTRACT start date. Mason County Agenda Request Form To: Board of Mason County Commissioners From: Becky Rogers Ext. 268 Department: Human Resources Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): 11/20/2023 Agenda Date: 12/5/2023 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: Approval for the Mason County Board of Equalization to hear completed and timely filed appeals for the 2023 assessment year. Background/Executive Summary: The Mason County Assessor has certified the assessment rolls for 2023 assessment year. Per RCW 84.48.010, petitions filed exceeded twenty-five, or ten percent of the number of appeals filed in the preceding year. Petitions filed for 2022 assessment year totaled 211. Petitions filed for 2023 assessment year total 610. Budget Impact (amount, funding source, budget amendment): Due to the significant increase in petitions filed this year, the Board of Equalization requests additional funding to hear appeals should that become necessary in 2024. Public Outreach (news release, community meeting, etc.): N/A Requested Action: Approval for the Mason County Board of Equalization to hear completed and timely filed appeals for the 2023 assessment year. Attachments: Notice of Approval to Hear Property Tax Appeals Mason County Legislative Authority Form (Rev 64 00049) NOTICE OF APPROVAL TO HEAR PROPERTY TAX APPEALS MASON COUNTY LEGISLATIVE AUTHORITY The county board of equalization, with the approval of the county legislative authority, may convene at any time when petitions filed exceed twenty-five, or ten percent of the number of appeals filed in the preceding year, whichever is greater. (RCW 84.48.010) Pursuant to RCW 84.48.010, the Mason County Legislative Authority hereby approves the Mason County Board of Equalization’s request to convene for the purpose of hearing appeals filed for the current year. This approval is based on a finding that the requirements for convening under RCW 84.48.010 have been satisfied. DATED THIS 5th day of December , 2023 (Month) (Year) Sharon Trask, Chairperson Kevin Shutty, Member Randy Neatherlin, Member To ask about the availability of this publication in an alternate format for the visually impaired, please call (360) 705-6715. Teletype (TTY) users may use the Washington Relay Service by calling 711. For tax assistance, call (360) 534-1400. REV 64 0049 (10/25/22) Mason County Agenda Request Form To: Board of Mason County Commissioners From: Kela Hall-Wieckert Ext. 592 Department: WSU Extension Briefing: ☒ Action Agenda: ☐ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): 11/27/2023 Agenda Date: Click or tap here to enter text. Internal Review: ☐ Finance ☐ Human Resources ☒ Legal ☐ Information Technology ☒ Risk (This is the responsibility of the requesting Department) Below for Clerk of the Board’s Use Only: Item Number: __________ Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Interagency Agreement between the Washington State Department of Agriculture & The Mason County Noxious Weed Control Board (Contract No. K4795) Background/Executive Summary: The Mason County Noxious Weed Control Board was awarded $2,150 from the Washington State Noxious Weed Control Board as part of their FY24 Class A and B Designate Noxious Weed Eradication Program to continue control of perennial pepperweed (Lepidium latifolium) along the Hood Canal shoreline. Budget Impact (amount, funding source, budget amendment): 2024 budget revision in the amount of $2,150 Public Outreach (news release, community meeting, etc.): n/a Requested Action: Approval to place Interagency Agreement Contract No. K4795 on the Action Agenda for signature. Attachments: Interagency Agreement Contract No. K4795 Contract Number: K4795 File Name: K4795_MasonPepperweedContract Page 1 of 7 INTERAGENCY AGREEMENT BETWEEN THE WASHINGTON STATE DEPARTMENT OF AGRICULTURE AND MASON COUNTY AND ITS AGENT THE MASON COUNTY NOXIOUS WEED CONTROL BOARD THIS AGREEMENT is made and entered into by and between the Washington State Department of Agriculture, hereinafter referred to as “WSDA,” and Mason County Noxious Weed Control Board, hereinafter referred to as “Mason County.” IT IS THE PURPOSE OF THIS AGREEMENT to provide funding for eradication and control of the Class B noxious weed perennial pepperweed (Lepidium latifolium) in Mason County. THEREFORE, IT IS MUTUALLY AGREED THAT: STATEMENT OF WORK Mason County, through its agent the Mason County Noxious Weed Control Board, shall furnish the necessary personnel, equipment, material and/or service(s) and otherwise do all things necessary for or incidental to the performance of the work set forth in Attachment “A and B” which are attached hereto and incorporated herein. PERIOD OF PERFORMANCE Subject to its other provisions, the period of performance of this Agreement shall commence on July 1, 2023, and be completed on or before June 30, 2024, unless terminated sooner as provided herein. COMPENSATION Compensation for the work provided in accordance with this Agreement has been established under the terms of RCW 39.34.130. This is a performance-based contract, in which payment to the recipient (Mason County) is based on the successful completion of expected deliverables. The parties have determined that the cost of accomplishing the work herein will not exceed $2,150. WSDA will not authorize reimbursement for administrative overhead charges. Only reasonable costs incurred directly related to the activities specified in the plan of work (Attachment A) and proposal (Attachment B) will be reimbursed under this Agreement. Payment for satisfactory performance of the work shall not exceed this amount unless the parties mutually agree in writing to a higher amount prior to the commencement of any work that will cause the maximum payment to be exceeded. BILLING PROCEDURE Mason County shall submit a properly completed invoice to the WSDA Agreement administrator. Reference WSDA Contract number [K4795] on each invoice. Payment to Mason County for approved and completed work will be made by warrant or account transfer by WSDA within 30 days of receipt of the properly completed invoice. Upon expiration of the Agreement, any claim for payment not already made shall be submitted within 10 days after the expiration date or the end of the fiscal year (June 30th, 2024) whichever is earlier. BILLING DETAIL Each invoice voucher submitted to Agency by the Contractor shall include such information as is necessary for the Agency to determine the exact nature of all expenditures. At a minimum, the Contractor shall specify the following: Contract Number: K4795 File Name: K4795_MasonPepperweedContract Page 2 of 7 a. WSDA Agreement Number K4795_________________. b. The cost for each deliverable, service provided, task completed, or item purchased. c. The total number of hours worked for each employee or contracted labor. d. The total amount of taxes. (If applicable) e. Any other applicable information. f. The total invoice charge. DUPLICATION OF BILLED COSTS The Contractor shall not bill the Agency for services performed under this contract, and the Agency shall not pay the Contractor, if the Contractor is entitled to payment or has been or will be paid by any other source, including grants, for that service. FUNDING CONTINGENCY In the event funding from state, federal, or other sources is withdrawn, reduced, or limited in any way after the effective date of this Agreement and prior to completion of the work in this Agreement, the Agency may: a. Terminate this Agreement with 30 days advance notice. If this Agreement is terminated, the parties shall be liable only for performance rendered or costs incurred in accordance with the terms of this Agreement prior to the effective date of termination; b. Renegotiate the terms of the Agreement under those new funding limitations and conditions; c. After a review of project expenditures and deliverable status, extend the end date of this Agreement and postpone deliverables or portions of deliverables; or, d. Pursue such other alternative as the parties mutually agree to writing. MAINTENANCE OF RECORDS The parties to this Agreement shall each maintain books, records, documents and other evidence that sufficiently and properly reflect all direct and indirect costs expended by either party in the performance of the services described herein. Documents must also support performance and costs of any nature expended in the performance of this Agreement. These records shall be subject to inspection, review or audit by personnel of both parties, other personnel duly authorized by either party, the Office of the State Auditor, and federal officials so authorized by law. All books, records, documents and other material relevant to this Agreement will be retained for six years after expiration of the Agreement and the Office of the State Auditor, federal auditors and any persons duly authorized by the parties shall have full access and the right to examine any of these materials during this period. Contract Number: K4795 File Name: K4795_MasonPepperweedContract Page 3 of 7 If any litigation, claim or audit is started before the expiration of the six (6) year period, the records shall be retained until all litigation, claims, or audit findings involving the records have been resolved. Records and other documents, in any medium, furnished by one party to this Agreement to the other party, will remain the property of the furnishing party, unless otherwise agreed. The receiving party will not disclose or make available this material to any third parties without first giving notice to the furnishing party and giving it a reasonable opportunity to respond, consistent with applicable laws. Each party will utilize reasonable security procedures and protections to assure that records and documents provided by the other party are not erroneously disclosed to third parties. However, the parties acknowledge that State Agencies are subject to chapter 42.56 RCW, the Public Records Act. SITE SECURITY While on Agency premises, Mason County, its agents, employees, or Subcontractors shall comply with the Agency security policies and regulations. RIGHTS IN DATA Unless otherwise provided, data that originates from this Agreement shall be “works for hire” as defined by the U.S. Copyright Act of 1976 and shall be owned by WSDA. Data shall include, but not be limited to, reports, documents, pamphlets, advertisements, books, magazines, surveys, studies, computer programs, films, tapes and/or sound reproductions. Ownership includes the right to copyright, patent, register, and the ability to transfer these rights. INDEPENDENT CAPACITY The employees or agents of each party who are engaged in the performance of this Agreement shall continue to be employees or agents of that party and shall not be considered for any purpose to be employees or agents of the other party. AGREEMENT ALTERATIONS AND AMENDMENTS This Agreement may be amended by mutual agreement of the parties. Such amendments shall not be binding unless they are in writing and signed by personnel authorized to bind each of the parties. TERMINATION Either party may terminate this Agreement upon 30 days’ prior written notification to the other party. If this Agreement is so terminated, the parties shall be liable only for performance rendered or costs incurred in accordance with the terms of the Agreement prior to the effective date of termination. TERMINATION FOR CAUSE If for any cause, either party does not fulfill in a timely and proper manner its obligations under this Agreement, or if either party violates any of these terms and conditions, the aggrieved party will give the other party written notice of such failure or violation. The responsible party will be given the opportunity to correct the violation or failure within 15 working days of receipt of written notice. If the failure or violation is not corrected, this Agreement may be terminated immediately upon receipt of written notice of the aggrieved party to the other. CONFLICT OF INTEREST WSDA may, by written notice to Mason County, terminate this Agreement if it is found after due notice and examination by the Director of the Department of Agriculture, and/or the designee authorized in writing to act on the Director’s behalf, that there is a violation of the State Ethics Law, chapter 42.52 RCW; or any similar statute involving Mason County in the procurement of Contract Number: K4795 File Name: K4795_MasonPepperweedContract Page 4 of 7 or performance under this Agreement. Unless stated otherwise, the signatory of this Agreement is the Director’s designee. In the event this Agreement is terminated as provided above, WSDA shall be entitled to pursue the same remedies against Mason County and its agent the Mason County Noxious Weed Control Board as it could pursue in the event of a breach of the Agreement by Mason County. The rights and remedies of WSDA provided for in this clause shall not be exclusive and are in addition to any other rights and remedies provided by law. FUNDING CONTINGENCY WSDA may unilaterally terminate all or part of this contract, or may reduce its plan 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 Agreement. DISPUTES In the event that a dispute arises under this Agreement, either of the parties may request intervention by the Governor, as provided by RCW 43.17.330, in which event the Governor's process will control. LICENSING, BONDING, INDUSTRIAL INSURANCE AND OTHER INSURANCE COVERAGE Mason County and its agent the Mason County Noxious Weed Control Board shall ensure that all contractors hired to perform services under this Agreement shall comply with all applicable licensing and bonding requirements for the type of service to be performed, and with the provisions of Title 51, Industrial Insurance. Mason County and its agent the Mason County Noxious Weed Control Board shall also ensure that all contractors provide proof of an adequate amount of commercial general liability insurance coverage for the activities to be performed under any subcontract. GOVERNANCE This Agreement is entered into pursuant to and under the authority granted by the laws of the state of Washington and any applicable federal laws. The provisions of this Agreement shall be construed to conform to those laws. In the event of a lawsuit involving this contract, venue shall be proper only in Thurston County, Washington. In the event of an inconsistency in the terms of this Agreement, or between its terms and any applicable statute or rule, the inconsistency shall be resolved by giving precedence in the following order: a. Applicable state and federal statutes and rules; b. The Terms and Conditions of this Agreement; c. Plan of work (Attachment A); d. Proposal (Attachment B); and e. Any other provisions of the Agreement, including material incorporated by reference. ASSIGNMENT The work to be provided under this Agreement, and any claim arising thereunder, is not assignable or delegable by either party in whole or in part, without the express prior written consent of the other party, which consent shall not be unreasonably withheld. WAIVER A failure by either party to exercise its rights under this Agreement shall not preclude that party from subsequent exercise of such rights and shall not constitute a waiver of any other rights under this Agreement. Waiver of any default or breach shall not be deemed to be a waiver of any subsequent default or breach. Any waiver shall not be construed to be a modification of the Contract Number: K4795 File Name: K4795_MasonPepperweedContract Page 5 of 7 terms of this Agreement unless stated to be such in writing and signed by personnel authorized to bind each of the parties. SEVERABILITY If any term or condition of this Agreement is held invalid, such invalidity shall not affect the validity of the other terms or conditions of this Agreement. ALL WRITINGS CONTAINED HEREIN This Agreement contains all the terms and conditions agreed upon by the parties. No other understandings, oral or otherwise, regarding the subject matter of this Agreement shall be deemed to exist or to bind any of the parties hereto. CONTRACT MANAGEMENT The Agreement administrator for each of the parties shall be responsible for and shall be the contact person for all communications and billings regarding the performance of this Agreement. The Agreement administrator for WSDA is: Mary Fee, Executive Secretary WA State Noxious Weed Control Board P.O. Box 42560 Olympia, Washington 98504-2560 Phone: (360) 902-2053 Fax: (360) 902-2094 mfee@agr.wa.gov The Agreement administrator for Mason County is: Lisa DeWall, WSU Ext. Office Manager Mason County WSU Extension 303 N. Fourth Street Shelton, WA 98584 Phone: (360) 427-9670 ext. 680 lisad@masoncountywa.gov All communications between the parties relating to this Agreement and any billings and payments will be directed to those persons. Either party may change administrators by notifying the other in writing. IN WITNESS WHEREOF, the parties have executed this Agreement. STATE OF WASHINGTON DEPT. OF AGRICULTURE MASON COUNTY By: By: Title: Title: Date: Date: Contract Number: K4795 File Name: K4795_MasonPepperweedContract Page 6 of 7 ATTACHMENT A Plan of Work Mason County and its agent the Mason County Noxious Weed Control Board Perennial Pepperweed Control Ending June 30, 2024 The Mason County Noxious Weed Control Board will treat the class B noxious weed, perennial pepperweed (Lepidium latifolium) with the goal of eradication and/or control. Reimbursement for travel expenditures shall not exceed allowable costs as set forth in Washington State travel regulations, contained in the Office of Financial Management State Administrative and Accounting Manual, Chapter 10, Section 90. DELIVERABLES The Mason County Noxious Weed Control Board will accomplish all proposed tasks as stated in the proposal (Attachment B). The Mason County Noxious Weed Control Board shall submit a final written report to the Washington State Noxious Weed Control Board, on or before June 30, 2024. The report shall include, at a minimum, the following information: 1. Details of herbicide use including application methods, rates and equipment. 2. Flower and seed head control details. 3. Copies of spray records where applicable. 4. Digital and hard copy photos of the infestation before, during and after treatment. 5. Details of communication with landowners where applicable. 6. Future plan for follow-up treatments and infestation monitoring. Contract Number: K4795 File Name: K4795_MasonPepperweedContract Page 7 of 7 Attachment B, Proposal Attached as a PDF separately. Mason County Agenda Request Form To: Board of Mason County Commissioners From: Kela Hall-Wieckert, MCNWCB Program Coordinator Ext. 592 Department: WSU Extension Briefing: ☒ Action Agenda: ☐ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): 11/27/2023 Agenda Date: Click or tap here to enter text. Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ Information Technology ☐ Risk (This is the responsibility of the requesting Department) Below for Clerk of the Board’s Use Only: Item Number: __________ Approved: ☐ Yes ☐ No ☐ Tabled ☐ No Action Taken Ordinance/Resolution No. __________ Contract No. __________ County Code: __________ Item: Recommendation for re-appointment of Tamara Cowles to the Mason County Noxious Weed Control Board, District 3 (Skokomish Valley Area). Background/Executive Summary: Tamara Cowles’s board member term expired on March 6, 2022. Due to program coordinator transition and subsequent lack of a quorum, the Board was unable to reappoint Tamara until the last meeting on October 13th, 2023. The Mason County Noxious Weed Control Board voted unanimously to recommend reappointment of Tamara Cowles to the Mason County Noxious Weed Control Board. Budget Impact (amount, funding source, budget amendment): n/a Public Outreach (news release, community meeting, etc.): On August 24th, 2023, a public notice of MCNWCB vacancies was published in the Shelton-Mason County Journal. Requested Action: Approval to place Tamara Cowles's reappointment application to Weed District #3 (Skokomish Valley Area) on Action Agenda for final appointment to the Mason County Noxious Weed Control Board. Attachments: Tamara Cowles’s Application of Re-Appointment Mason County Agenda Request Form To: Board of Mason County Commissioners From: David Windom Ext. 260 Department: Public Health Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): November 27, 2023 Agenda Date: December 5, 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: Clearpoint Strategy Software for Automating Reporting Processes Background/Executive Summary: Clearpoint consolidates goals, measures, and projects all in one platform. Provides a place to track key performance indicators for each contract or grant. Budget Impact (amount, funding source, budget amendment): Funds have already been received in CONCON amendments 13 and 14, no additional County funds will be required. The cost is $20,000 per year. Public Outreach (news release, community meeting, etc.): N/A Requested Action: Approval of the Clearpoint Strategy software to automate reporting processes for contracts and grants in the amount of $20,000 a year using funding from the Consolidated Contract (CONCON) amendments 13 and 14. Attachments: Proposal Service Level Agreement W9 Sole Proprietor Justification Proposal for Mason County, WA Prepared for David Windom Mason County, WA Prepared by Nicholas Scherr ClearPoint Strategy 1911 N. Fort Myer Drive #1100, Arlington, VA 22209 866-568-0590 | nscherr@clearpointstrategy.com Proposal for Mason County, WA Table of Contents A Customized Solution The ClearPoint Difference Trusted and Proven Pricing Overview Safe and Secure Sign Here to Subscribe Page 2 of 8 1911 N. Fort Myer Drive #1100, Arlington, VA 22209 866-568-0590 | nscherr@clearpointstrategy.com Proposal for Mason County, WA A Customized Solution David, Thank you for your time and for considering ClearPoint! I have enjoyed learning about Mason County, WA & your requirements for this project and am con dent that we have the best solution for your needs. Before diving into pricing, here is a brief summary of the project goals we discussed: • Automating your reporting process to cut down on manual work and rework • Simplifying data collection from both people and systems • Unlocking data that exist in silos across the organization • Aligning your projects, goals, and metrics • Saving time & increase productivity • Getting to a “single version of the truth” for all management reports • Showing clear alignment between projects & strategy • Building reports that show insights, not just data • Creating tailored reports based on audience from the same data source Thanks! Nicholas Page 3 of 8 1911 N. Fort Myer Drive #1100, Arlington, VA 22209 866-568-0590 | nscherr@clearpointstrategy.com Proposal for Mason County, WA The ClearPoint Di erence ClearPoint Strategy helps leading organizations around the world automate up to 70% of their manual their strategy reporting process. Only ClearPoint integrates and automates on-premise, SaaS, and manual reporting to save you time and money. With ClearPoint, organizations can automate their reporting process and eliminate the need for manual data collection and formatting reports. The easy to use interface makes creating dashboards, reports, scorecards and more easy for any end user, regardless of their technical expertise. Combined with an Award-Winning Customer Success team that is expert in both performance management and technology, you have a partner in ClearPoint Strategy that will help you drive breakthrough results. Page 4 of 8 1911 N. Fort Myer Drive #1100, Arlington, VA 22209 866-568-0590 | nscherr@clearpointstrategy.com Proposal for Mason County, WA Trusted and Proven Hundreds of companies from around the world choose ClearPoint to power their management reporting. We pride ourselves on building a great product that is backed up by a award-winning Customer Success team. A a r -W i n n i n g t r a t e gy e c u t i on a n e p or t i n g of t a r e Winning awards from Mid-Market to Enterprise, and Implementation through Support, ClearPoint continues to dominate the Strategy Execution category of G2. These awards are entirely based on customer feedback and experience. er v i c e a n u p por t h a t o A ov e a n e y on Your process is always changing and improving, and our partnership will too. ClearPoint will support you every step of the way. Page 5 of 8 1911 N. Fort Myer Drive #1100, Arlington, VA 22209 866-568-0590 | nscherr@clearpointstrategy.com Proposal for Mason County, WA Pricing Overview The pricing below is for a 36 month ClearPoint subscription, starting on April 1, 2024. Access to ClearPoint will begin on the day of contract execution. This pricing is valid until 2023-12-28. Prices are in USD. The pricing below is for the rst 12 months of the annual recurring subscription fees plus any one time costs. A n n u a l F e e s Name Category Unit Price Total Discount 2023 Professional Plan The Professional Plan has access to all features of ClearPoint. This plan includes 25 users with unlimited support through email and our support center. One designated Administrator also has Premium Support, which includes phone and live in-app messaging with our award-winning support team. As part of your included onboarding, you'll work directly with an Implementation Specialist during guided calls to get started, and they will provide an Excel template for you to populate that our team will load into ClearPoint to provide setup for your organization. During your rst 90 days, our Implementation Team can provide a 1/2 day of training and create up to 5 key reports and 3 Brie ng Books for your organization. Recurring $27,500.00 -$7,500.00 WordPress Dashboard One Time $0.00 $0.00 Total $20,000.00 Discounts if signed by December 8, 2023: - 3 months of free access: Billing to begin April 1, 2024 - $7,500 o Professional Plan with Community Facing Dashboard Page 6 of 8 1911 N. Fort Myer Drive #1100, Arlington, VA 22209 866-568-0590 | nscherr@clearpointstrategy.com Proposal for Mason County, WA Safe and Secure Your security is a top priority at ClearPoint. Your business documents contain information that only you and your employees need to see, and we intend to keep it that way. Every day we ensure that our security is parallel with industry standards and compliance. Amazon Web Services ClearPoint was designed from the ground up to ensure the safety and security of your important data. Our servers live in secure Amazon Web Services (AWS) locations in Ohio and Oregon, allowing both redundancy and failover capability from both coasts. The ClearPoint network at AWS is not interconnected with the company network, and all admin access is over a two-factor VPN. Proactive Monitoring & Testing Our servers are monitored for any emerging security threats nightly, and scanned monthly for all known threats. In addition, we perform a third-party penetration test twice annually to ensure there are no surfaces for attack or data leakage. SOC 2 Type 2 Certi cation ClearPoint has met and maintains the stringent security requirements set forth by the AICPA and CICA for Service Organization Control (SOC) 2, Type 2 certi cation. This certi cation demonstrates that an independent accounting and auditing rm has reviewed and examined ClearPoint’s control objectives and activities and tested those controls to ensure that they are operating e ectively. Page of 8 1911 N. Fort Myer Drive #1100, Arlington, VA 22209 866-568-0590 | nscherr@clearpointstrategy.com Proposal for Mason County, WA Sign Here to Subscribe By signing below, I hereby acknowledge I am authorized to enter into this contract and that I have read this Proposal and understand and agree to the terms and conditions of the ClearPoint End User License agreement. Cu st om er Pr i m a r y Con t a ct Cu st om er i l l i n g Con t a c t David Windom 3604279670 ext 562 3604279670 ext 260 CaseyB@masoncountywa.gov dwindom@masoncountywa.gov Bingham Casey A c cept e y Cu st om er A c cept e Da t e Subscription Terms One time fees are due upon execution of this agreement, paid net-30. The one-time fees will be held as a credit that will be drawn down over the rst 6 months of this agreement when used. Annual Recurring Fees will be invoiced in accordance with the Subscription Start Date, paid net-30. The Initial Term of this Agreement is 36 months. h er ea f t er , t h i s A gr e em en t i l l a ut om a t i c a l l y r en e f or su c c essi v e per i o s of 12 m on t h s. Renewal costs may escalate up to 5%. If you cancel ninety (90) days prior to an upcoming renewal date, you will not be charged on the following renewal date and henceforth. ClearPoint reserves the right to charge Late Fees on any outstanding payments of 30 days or more. Late fees will be the lesser of (1) 1.5% per month or (2) the maximum allowed by law. Payment Instructions y Ch ec ClearPoint Strategy 75 Arlington Street, 5th Floor Boston, MA 02116 F A C n st ru c t i on s Bank Name: First Horizon Bank SWIFT Code: FTBMUS44 ABA/RTN: 084000026 Account Number: 20002188570 Cr e i t Ca r Payment by credit card available with a 5% convenience fee Page 8 of 8 75 Arlington Street, 5th Floor | Boston, Massachusetts 02116 | phone (866) 568-0590 | fax (617) 848-2940 www.clearpointstrategy.com | support@clearpointstrategy.com Mason &ounty 3uElic +ealth &ommunity SerYices &lear3oint &ommunity 'ashEoarG Agreement Ascendant Strategy Management Group is committed to helping Mason County Public Health & Community Services con gure a public facing dashboard to showcase its key measures that can be found in ClearPoint. This document describes the buildout and signo process for a new community dashboard. There are four steps at which signo is required from your organization. This will ensure that neither our team nor yours is surprised by large changes at later steps in the process, which increase the scope of the project. 3roMect 3hases This section of the document describes the project phases, including the work completed, estimated time, and the areas to consider when signing o . Static MocNups anG AGGitional Features (1-2 weeNs elapseG time) Static MocNups During this phase of the project, ClearPoint will send a PowerPoint that has a variety of dashboard options. You will be able to choose the components of the dashboard design based on those options. Using this information, ClearPoint will mock up a landing page, mid-level page, and measure detail page in a static format for the client to review. These will be shared in PowerPoint unless the client requests a Marvel link with limited clickable hotspots. The client will then make revisions to the initial designs and return them to ClearPoint for correction until a design direction is agreed upon. The time estimate above is based on 3-4 rounds of revisions. The client will need to sign o on the mockups before moving forward with the next phase. The purpose of signing o on static mockups is to approve the general direction of the dashboard’s design and structure. Therefore, signo indicates approval on the following aspects of the dashboard: • Header and footer (whether they will be used, color scheme) • Background (general page structure, color/image scheme) • Placement of images on page 75 Arlington Street, 5th Floor | Boston, Massachusetts 02116 | phone (866) 568-0590 | fax (617) 848-2940 www.clearpointstrategy.com | support@clearpointstrategy.com • Content structure ◦ E.g., we will have these specific goals on main page, which will lead to mid-level pages displaying between x and y number of measures, which you can then click on to see measure detail pages ◦ Whether or not you will display data tables, as they are not mobile responsive. • Main page: Structure of goals (slider vs. icons vs. table format, etc.) • Mid-level page: Structure of measure information (table format vs. boxes vs. list, etc.) • Measure detail page: Structure of detailed information (tabs vs. accordion vs. paragraph) AGGitional Features Additional features are the features of the dashboard that do not come directly from ClearPoint. This might include the following: • Google Translation widget • Subscription or other email forms • Additional pages (e.g. “About”, “Summary”, “Feedback”, etc.) • Status legend/key • Google Analytics tracking • Custom page animations or other display elements requiring extensive CSS or JavaScript The time estimate above incorporates any additional time required for any research ClearPoint would need to do on the capabilities and widgets available in WordPress for the additional features requested, as well as any additional static mockups required. Depending on the complexity of any additional coding required for animated display elements, ClearPoint may adjust the time scoped in the proposal. Signing o on additional features indicates that no additional features or pages will be requested. :orG3ress MocNups (2- weeNs) During this phase, ClearPoint will take the mockups agreed upon in static form and con gure them in a clickable, tablet- and mobile-responsive format in WordPress. The client will then have the opportunity to review and revise the mockups. The time estimate above is based on 3 rounds of revisions once the pages are created in WordPress, assuming no changes to the aspects of the dashboard that were already signed o on during the Static Mockup phase. Page 2 of 7 75 Arlington Street, 5th Floor | Boston, Massachusetts 02116 | phone (866) 568-0590 | fax (617) 848-2940 www.clearpointstrategy.com | support@clearpointstrategy.com Signing o on the WordPress mockups is very important as these mockups will become the page templates used to build out the rest of the dashboard. Once signo is received on the mockups, ClearPoint will begin building out the rest of the dashboard with these templates, meaning that any additional changes will need to be made to several (if not all) webpages, which could cause changes to the scope of the project. Signo indicates approval on the following aspects of the dashboard: • Header & footer ◦ Formatting: background color, borders, images & logos (placement & size), font, text size & color, menu placement ◦ Content: menu items, functioning hyperlinks, contact information, social media icons, search function, no typos • Images and icons ◦ Formatting: placement, size, margins, quality ◦ Content: these are the images and icons the client wants to use and they will not change later • Colors ◦ Hex colors are up to organization standards ◦ Verify hex colors used for red/yellow/green statuses for ClearPoint • Background ◦ Images and colors • Text ◦ Font, size, placement, color • Navigation ◦ Content: all necessary breadcrumbs, return links, forward/back arrows, or other navigational features have been incorporated ◦ Format: font, size, background color, placement • Page structure ◦ Margins and padding, width, amount of scrolling, size of various components of the screen ◦ Areas to consider: ▪ Main page • Title/subtitle, placement of goals, images, and additional text ▪ Mid-level page • Title/subtitle, size and padding of boxes/table rows/other structure 3age of 7 75 Arlington Street, 5th Floor | Boston, Massachusetts 02116 | phone (866) 568-0590 | fax (617) 848-2940 www.clearpointstrategy.com | support@clearpointstrategy.com ▪ Detail page • Title/subtitle, size and placement of chart, placement of measure information • Mobile responsiveness ◦ All fields are properly displayed on mobile and tablet • Content ◦ Phrasing of titles and subtitles ◦ Main page: ▪ Correct goals and all necessary additional information (introduction/about, descriptions, etc.) ◦ Mid-level page: ▪ Displays correct types of information about each measure (status icon, status color, reporting period, actual and/or target data, description, name, etc.) ◦ Detail page: ▪ Displays correct types of information associated with each measure (metric definition, target definition, analysis, status, actual and/or target value, data table, etc.) • Additional features ◦ The features and pages specified under additional features have been successfully incorporated into the dashboard and require no changes to formatting or content. :orG3ress BuilGout anG Final Sign-off (1-2 weeNs) During this phase, ClearPoint creates page templates, widgets, and documentation based o of the completed WordPress mockups. ClearPoint then uses these templates to replicate the mockups for each necessary mid-level page and measure detail page, linking all the necessary information from ClearPoint. Before ClearPoint can begin building out pages, the client will need to have all elements and elds entered in ClearPoint that will be displayed on the dashboard, and they will provide su cient information to us on where to nd these elements in their account. ClearPoint will then let the client know that the dashboard is completed. Both ClearPoint and the client will then verify that each page is displaying the correct information and is properly linked. Page 4 of 7 75 Arlington Street, 5th Floor | Boston, Massachusetts 02116 | phone (866) 568-0590 | fax (617) 848-2940 www.clearpointstrategy.com | support@clearpointstrategy.com Signo on this phase indicates that the dashboard has been successfully completed in the following ways: • All specified elements have been included • All specified information has been included for each element • The information displayed for each goal and measure is correct ,nGiYiGuals inYolYeG The following people should plan to sign o at each phase of the project: Project Manager(s): These are the individuals who are leading the dashboard buildout process. Their signo not only signi es their approval at each step but also indicates that signo has been received from all necessary individuals. Communications: These are the individuals from the communications department who need to give their approval on your dashboard as a public-facing document associated with your organization. They will typically verify organizational standards such as hex colors, fonts, icons, and other design components of the dashboard (and would likely be the ones to provide any internal mockups). Leadership: Whether this is your manager, council, board of directors, or another group of individuals in executive positions, the leadership is the ultimate audience that needs to approve the design and content of the dashboard. Additional: If there are any additional individuals outside of those described above who need to approve the dashboard, please let us know in the rst round of signo . If we are not informed of the need for approval from additional persons and there are consequently changes in later parts of the process that change the scope of work, additional charges could be incurred. Project phase Static Mockups Additional Features WordPress Mockups Buildout and Final Signo Time estimate 1-2 weeks 2-3 weeks 1-2 weeks Project Manager(s)x x x x Communications x x x x Page 5 of 7 75 Arlington Street, 5th Floor | Boston, Massachusetts 02116 | phone (866) 568-0590 | fax (617) 848-2940 www.clearpointstrategy.com | support@clearpointstrategy.com Leadership x x x X Additional x x x X • “x” indicates that the identified party needs to sign off at each stage of the process. Managing the &ommunity 'ashEoarG after completion After the dashboard has been completed, ClearPoint will provide documentation on maintaining your Community Dashboard and ongoing support based on our agreement. Documentation will include: • How to update the reporting period displayed on the dashboard • How to update individual pages when you have made changes in ClearPoint that you want to display on the dashboard • Guide to the widgets and templates used for the dashboard • Instructions on how to use the widgets and templates to create new pages in case the goals or measures displayed were to change Ongoing support includes: • Assistance with making updates • Testing to verify that updates to WordPress, Divi, or the ClearPoint Plugin will not cause issues • Changes to the display of the pages will be considered based on the amount of additional support time contracted. Assumptions • This proposal assumes that the Client wants ClearPoint to build and maintain the public facing community dashboard in a WordPress site hosted by ClearPoint. ◦ Building the dashboard includes creating all web pages to the client’s specifications (as described in the process above), installing the theme engine, and using the ClearPoint Content Generator and Plugin to ensure that the client’s information from ClearPoint is properly linked to the dashboard. ◦ Maintenance includes responsibility for uptime, security, backup, and base software upgrades and compatibility. ClearPoint assumes responsibility for troubleshooting any issues that arise resulting from ClearPoint-made changes or Page 6 of 7 75 Arlington Street, 5th Floor | Boston, Massachusetts 02116 | phone (866) 568-0590 | fax (617) 848-2940 www.clearpointstrategy.com | support@clearpointstrategy.com updates. ClearPoint also assumes responsibility for system backups and making backups of previous versions available upon request per the contract. • Our scope is based on ClearPoint creating a client facing dashboard that has three levels to it, with the following assumptions about content (widgets are the HTML/shortcode templates used to display information about an element in ClearPoint on your WordPress site). ◦ Level 1 – This will be one page, with no more than 10 widgets that have no more than 5 characteristics (fields) pulled from ClearPoint. ◦ Level 2 – This will be no more than 10 pages with no more than 6 widgets per page, and no more than 6 characteristics associated with each widget. ◦ Level 3 – This will be no more than 50 pages (typically highlighting an individual measure on each page). Each page will have no more than 8 characteristics being pulled from ClearPoint. • ClearPoint is proposing to do the work as stated above, and will maintain this site and minor changes (up to 16 hours’ worth of changes) in the years after launch. • One round of revision is assumed to be a single document compiling changes after one or more meetings or 10 individual changes (to copy, color, image, etc.) sent separately. • ClearPoint assumes that the Client will have the technical skills to use the documentation provided to login to the WordPress site, update the reporting period and clear the cache in order to update the public facing community dashboard with new information on a regular (quarterly, for example) basis. • If the client is making additional tweaks to the dashboard, a knowledge of WordPress, HTML, and CSS is needed to understand the implications of the changes being made. Any changes that the client makes that need to be “rolled back” may result in additional charges from ClearPoint. Page 7 of 7 Copyright © 2023 ClearPoint Strategy. All Rights Reserved. Transform the way you manage performance. www.clearpointstrategy.com +1 866-568-0590 www.clearpointstrategy.com Prepared by Nicholas Scherr ClearPoint Strategy for Mason County, WA Copyright © 2023 ClearPoint Strategy. All Rights Reserved. 300+ Active Customers Copyright © 2023 ClearPoint Strategy. All Rights Reserved. We work with organizations like you Market Leader in Strategy Execution Copyright © 2023 ClearPoint Strategy. All Rights Reserved. A software solution built to help organizations achieve more of their strategic goals. Spend less time reporting on strategy, and more time executing it. •Automate the consolidation of data •Produce more efficient and effective workflows •Schedule reports to run a regular cadence •Create visibility and alignment across organization ClearPoint’s solution automates the entirety of a strategy reporting process. What Is ClearPoint? Copyright © 2023 ClearPoint Strategy. All Rights Reserved. Dashboards – Reports – Deliverables Copyright © 2023 ClearPoint Strategy. All Rights Reserved. Automation – AI – Integrations Copyright © 2023 ClearPoint Strategy. All Rights Reserved. ClearPoint Community Dashboards What are they? WordPress plugin that allows you to pull data in from ClearPoint onto a website Benefits Increases transparency Engages community conversation Shows progress on projects Visualizes data Buncombe County, NC Homepage view Copyright © 2023 ClearPoint Strategy. All Rights Reserved. Free Strategy Evaluation by ClearPoint Strategy Experts! Copyright © 2023 ClearPoint Strategy. All Rights Reserved. AnalyzeStep 1 Kick-Off & Goal Assessment Step 2 Strategy Review Step 3 Evaluation of Current Processes Step 4 Strategy Assessment & Report Card Presentation Limited time offer for 2023, usually priced at $5000 Strategy Organization Organization Alignment Project Management Results Communication Low Medium Strong Simplify Execution Get a report card with tailored recommendations to your needs Copyright © 2023 ClearPoint Strategy. All Rights Reserved. ClearPoint Automates 70% of the Reporting Process. ✓ Unification •Bringing Goals, Measures, and Projects across multiple departments under one roof ✓ Automated Reporting •Have full strategy reports, dashboards, and progress reports on your desk exactly when you need them✓ Save money, time, and effort •Right now, it is terribly manual to pull together information and show the whole story. •Perhaps you have thought to hire a data analyst – which is expensive. •Why do that when ClearPoint can do it for you at a fraction of the cost? Return On Investment! Why ClearPoint? Copyright © 2023 ClearPoint Strategy. All Rights Reserved. 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Name is required on this line ; do not leave this line blank. Ascendant Strategy Management Group, LLC C\i 2 Business name/disregarded entity name, if different from above a, ClearPoint Strategy g,f-----------""----------------------------------~------------- ~ 3 Check appropriate box for federal tax classification ; check only one of the following seven boxes: 0 D Individual/sole proprietor or D C Corporation D S Corporation D Partnership D Trust/estate 4 Exemptions (codes apply only to certain entities, not individuals; see instructions on page 3): 8_ § sing le-member LLC {] [Z] ~:~:~dF:::il:ti~;:~;::~e~n~:~t~;a:~: : 1 i:::;:r:::~ ~~=n~tc;~::~a~:~·; :~:c~~~:::::~~:;::::'.;h:~: :n-e_a_b-:-ve-f-or ~ _"@ the t ax classif ication of the sing le-member owner. Exempt payee code ~f any) ---- Exemption from FATCA reporting code (if any) D Other (see instructions) ... (App,es to accounts mmntafrieo ours;de the U.S.) ~~~5=A=d-d_r_e-ss~(n_u_m~b-e-r,-s-tr-e-~-.~a-nd~a-p_t._o_r_s_ui~te_n_o __ ~)-------------------~R-eq_u_e_s-te-r~'s_n_a_m_e~an-d~ad~d~r-e-ss~(o-p~ti-o-na-Q~----- ·o 8_ 75 Arlington Street, 5th Floor ~ f-6-C-ity-.-s-ta-=t-e,_a_n_d_Z_I_P_c_o_d_e __________________________ ~ Jl Boston, MA 02116 7 List account number(s) here (opt ional) Taxpayer Identification Number (TIN) Enter your T IN in the appropriate box. The T IN provided must match the name g iven on line 1 t o avoid backup withhold ing. For individuals, this 1s generall y you r social security number (SSN). However, for a res ident al ien, sole proprietor, or d isregarded entity, see the Part I in struction s o n p age 3. For other entities, it is your employer ident ification number (E IN). If yo u do no t have a number, see How to get a TIN on page 3. I Social security number [IJJ -DJ -I I I I I or Note. If the account is in more than one name, see the instructions for line 1 and the chart on page 4 for guideli nes on whose number to enter. I Employer identification number 2 6 1 9 1 3 4 9 6 Certification Under penalties of perj ury, I certify that: 1. The number shown on th is form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and 2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a resu lt of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and 3. I am a U .S. citizen or other U.S. person (defined below); and 4 . The FATCA code(s) entered on this form (if any) ind icat ing that I am exempt from FATCA reporting is correct. Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholdi ng because you have fail ed to report all interest and dividends on your tax return. For rea l estate transactions, item 2 does not apply. For mortgage interest paid , acqu is ition or abandonment of secured property, cancell ation of debt, contributions to an individual retirement arrangement (IRA), and generall y, payments other than interest a nd d iv idends, you are not required t o s ign the certification, b ut yo u must provide your correct TIN . See t he instructions on page 3 . Sign Signature of Here u.s. person.,. General Instructions Section references are to the Internal Rev enue Code un less otherwise noted. Futu re developme nts . Information about developments affecting Fo rm W-9 (such as legi slation enacted after we release it) is at www.irs.gov/fw9. Purpose of Form An individual or en tity (Form W-9 requester) who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) which may be your social security number (SSN), individual taxpayer identification number (ITIN), adoption taxpayer identification number (ATIN), or employer identification number (EIN), to report on an information return the amount paid to you , or other amount reportable on an information return . Examples of information returns includ e, but are not limited to , the fo llowing : • Form 1099-INT (inte rest earned or paid) • Form 1099 -DIV (dividends , including those from stocks or mutual funds) • Form 1099-MISC (various types of income , prizes , awards, or gross proceeds} • Form 1099-B (stock or mutual fund sa les and certain other transactions by brokers) • Form 1099 -S (proceeds from real estate transactions) • Form 1099 -K (merchant card and third party network transactions) Date.,. 7/31/~J • Form 1098 (home mortgage interest}, 1098-E (student loan interest), 1098-T (tuition) • Form 1 099 -C (canceled debt} • Form 1099-A (acqu isi ti on or abandonment of sec ured property) Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your correct TIN . If you do not return Form W-9 to the requester with a TIN, you might be subject to backup withholding. See What is backup withholding? on page 2. By signing th e fi ll ed-out form, you : 1. Certify that the TIN yo u are giving is correct (or you are waiting for a number to be issued), 2. Certify that you are not sub ject to backup withho lding, or 3. Claim exemption from backup withholding if you are a U.S. exempt payee. If applicable, you are also certifying that as a U.S. person , your allocable share of any partnership income from a U.S. trade or business is not subjec t to the withholding tax on foreign partners' share of effectively connected income, and 4. Certify that FATCA code(s) entered on this form (if any) indicating that you are exempt from the FATCA reporting , is correct. See What is FATCA reporting? on page 2 for further inform ation . Cat. No . 10231 X Form W-9 (Rev. 12-2014) 75 Arlington Street, 5th Floor • Boston, Massachusetts 02116 • phone (866) 568-0590 • fax (617) 848-2940 www.clearpointstrategy.com • info@clearpointstrategy.com ClearPoint Service Level Agreement Effective Date: January 1, 2019 This ClearPoint Strategy Service Level Agreement (“SLA”) is a policy governing the use of the ClearPoint Strategy (“ClearPoint”) under the terms of the ClearPoint Strategy End-User Agreement (the “ClearPoint Agreement”) between Ascendant Strategy Management Group LLC and its partners (“Ascendant”, “us” or “we”) and users of Ascendant’s services (“you”). This SLA applies separately to each account using ClearPoint. Unless otherwise provided herein, this SLA is subject to the terms of the ClearPoint Agreement and capitalized terms will have the meaning specified in the ClearPoint Agreement. We reserve the right to change the terms of this SLA in accordance with the ClearPoint Agreement. System Uptime Service Commitment Ascendant will use commercially reasonable efforts to make ClearPoint available with a Monthly Uptime Percentage (defined below) of at least 99.7% during any monthly billing cycle (the “Service Commitment”). In the event ClearPoint does not meet the Service Commitment, you will be eligible to receive a Service Credit as described below. Service uptime does not apply to installations at the client site, only to ClearPoint when it is provided in the Ascendant SaaS model. For local installations, the client is responsible for service uptime. Definitions “Error Rate” means: (i) the total number of minutes ClearPoint is inaccessible or returns system errors divided by (ii) the total number of minutes in the monthly billing cycle. We will calculate the Error Rate for each ClearPoint account as a percentage for each five minute period in the monthly billing cycle. The calculation of the number of internal server errors will not include errors that arise directly or indirectly as a result of any of the ClearPoint SLA Exclusions (as defined below). “Monthly Uptime Percentage” is calculated by subtracting from 100% the average of the Error Rates from each five minute period in the monthly billing cycle. A “Service Credit” is a dollar credit, calculated as set forth below, that we may credit back to an eligible ClearPoint account. Service Credits Service Credits are calculated as a percentage of the total charges paid by you for ClearPoint for the billing cycle in which the error occurred in accordance with the schedule below. Monthly Uptime Percentage Service Credit Percentage Equal to or greater than 99% but less than 99.7% 10% Less than 99% 25% 75 Arlington Street, 5th Floor • Boston, Massachusetts 02116 • phone (617) 379-0918 • fax (617) 848-2940 www.ascendantsmg.com • info@ascendantsmg.com We will apply any Service Credits only against future ClearPoint payments otherwise due from you; provided that, we may issue the Service Credit to the credit card that you used to pay for ClearPoint for the billing cycle in which the error occurred. Service Credits shall not entitle you to any refund or other payment from Ascendant. A Service Credit will be applicable and issued only if the credit amount for the applicable monthly billing cycle is greater than one dollar ($1 USD). Service Credits may not be transferred or applied to any other account. Unless otherwise provided in the ClearPoint Agreement, your sole and exclusive remedy for any unavailability or non -performance of ClearPoint or other failure by us to provide ClearPoint is the receipt of a Service Credit (if eligible) in accordance with t he terms of this SLA or termination of your use of ClearPoint. Credit Request and Payment Procedures To receive a Service Credit, you must submit a request by sending an e-mail message to support@clearpointstrategy.com. To be eligible, the credit request m ust (i) include your organization's name in the subject of the e-mail message; (ii) include, in the body of the e-mail, the dates and times of each incident of downtime that you claim to have experienced; (iii) include any logs that document the errors and corroborate your claimed outage (any confidential or sensitive information in these logs should be removed or replaced with asterisks); and (iv) be received by us within ten (10) business days after the end of the billing cycle in which the errors occurred. If the Monthly Uptime Percentage applicable to the month of such request is confirmed by us and is less than 99%, then we will issue the Service Credit to you within one billing cycle following the month in which the error occurred. Your failure to provide the request and other information as required above will disqualify you from receiving a Service Credit. ClearPoint SLA Exclusions The Service Commitment does not apply to any unavailability, suspension or termination of ClearPoint, or any other ClearPoint performance issues: (i) that result from Service Suspensions described in the ClearPoint Agreement; (ii) caused by factors outside of our reasonable control, including any force majeure event or Internet access or related problems beyond the demarcation point of ClearPoint; (iii) that result from any actions or inactions of you or any third party; (iv) that result from your equipment, software or other technology and/or third party equipment, software or other technology (other than third party equipment within our direct control); or (v) arising from our suspension and termination of your right to use ClearPoint in accordance with the ClearPoint Agreement (collectively, the “ClearPoint SLA Exclusions”). If availability is impacted by factors other than those used in our calculation of the Error Rate, we may issue a Service Credit considering such factors in our sole discretion. System Errors Service Commitment Ascendant and its partners are committed to having an error free application and will use commercially reasonable efforts to be responsive to all reported issues in the application. Any errors or perceived bugs must be submitted to Ascendant and its partners, and upon verification of the issue, Ascendant will categorize the bug/issue and respond according to the table below. Bugs and perceived issues must be reported via support@clearpointstrategy.com to create a ticket. 75 Arlington Street, 5th Floor • Boston, Massachusetts 02116 • phone (617) 379-0918 • fax (617) 848-2940 www.ascendantsmg.com • info@ascendantsmg.com Standard Premium Hours of coverage Standard business hours Standard business hours (24x7 for Severity 1 and 2) Support Channel Web and email Web, email, and phone Number of Cases Unlimited Unlimited Response Times Initial and Ongoing Initial Response Ongoing Response Severity 1 1 business day 4 hours 4 hours or as agreed Severity 2 2 business days 8 hours 8 hours or as agreed Severity 3 5 business days 1 business day 2 business days or as agreed Severity 4 10 business days 2 business days 5 business days or as agreed In order to provide the responsiveness for premium support, Ascendant requests that organizations identify a primary point of contact who will be available until the issue is resolved. Definitions Initial Response: The time it takes from when the initial problem is identified and confirmed to when Ascendant and its partners have communicated to the client what the issue is and when the resolution will take place. Ongoing Response: As long as the confirmed issue is still not resolved, this is the expected resolution time or maximum time before communication between Ascendant and the client. Severity 1 (urgent): A problem that severely impacts your use of the software in a production environment (such as loss of access to ClearPoint). The situation halts your business operations and no procedural workaround exists. Severity 2 (high): A problem where the software is functioning but your use in a production environment is severely reduced. The situation is causing a high impact to portions of your business operations and no procedural workaround exists. Severity 3 (medium): A problem that involves partial, non-critical loss of use of the software in a production environment or development environment. For production environments, there is a medium-to- low impact on your business, but your business continues to function, including by using a procedural workaround. For development environments, where the situation is causing your project to no longer continue or migrate into production. Severity 4 (low): A general usage question, reporting of a documentation error, or recommendation for a future product enhancement or modification. For production environments, there is low-to-no impact on your business or the performance or functionality of your system. For development environments, there is a medium-to-low impact on your business, but your business continues to function, including by using a procedural workaround. 1901 N. MOORE STREET, SUITE 502 | ARLINGTON, VA 22209 | 866-568-0590 | INFO@CLEARPOINTSTRATEGY.COM 10/26/2023 To Whom It May Concern, Sole Proprietor Justification Ascendant Strategy Management Group, LLC (doing business as ClearPoint Strategy) is the creator of the ClearPoint Strategy Software. Ascendant Strategy Management Group owns all the code for the proprietary software, ClearPoint Strategy. Additionally, Ascendant Strategy Management Group is the only qualified organization to purchase licenses to ClearPoint from as well as the only qualified organization to implement and support the ClearPoint Strategy software in the United States. Please reach out if you have any questions. Regards, Ted K. Jackson Cofounder and Managing Partner tjackson@clearpointstrategy.com 866-568-0590 Mason County Agenda Request Form To: Board of Mason County Commissioners From: Ian Tracy Ext. 544 Department: Public Health Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): November 27, 2023 Agenda Date: December 5, 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: Mason County Clean Water District Advisory Committee – Application for Re-appointment Background/Executive Summary: The Mason County Clean Water District Advisory Committee was formed under resolution 2021-052 to serve as a local advisory council for implementation of the County’s shellfish protection programs. Glenn Landram was appointed to the committee on October 26th, 2021 for a two-year term ending October 26th, 2023. Glenn has applied to extend his term and serve for an additional three years. Budget Impact (amount, funding source, budget amendment): None Public Outreach (news release, community meeting, etc.): None Requested Action: Approval to re-appointment Glenn Landram to the Mason County Clean Water District Advisory Committee for a term ending October 26, 2026. Attachments: Application Mason County Agenda Request Form To: Board of Mason County Commissioners From: Marissa Watson Ext. 367 Department Community Development: Briefing: ☒ Action Agenda: ☐ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): November 27, 2023 Agenda Date: December 5, 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: Rezone of two parcels within the rural lands, 32003-13-00100 & 32003-31-00010, from Rural Commercial 2 (RC2) to Rural Industrial (RI). Background/Executive Summary: Rezone two parcels, 32003-13-00100 & 32003-31-00010, from Rural Commercial 2 (RC2) to Rural Industrial (RI). The parcels were recently approved for a boundary line adjustment which sets new boundaries around the existing self-storage facility and Redi-mix concrete facilities and storage areas. The boundary line adjustment required adjusting the parcel line up into the rural residential parcel to the north under the same ownership. The use of at least a portion of the rural residential parcel for the Redi-mix business is noted on the application as existing since 1985. There is no proposal to expand any of the businesses existing on the parcels, the boundary line adjustment was made to better delineate the commercial uses from the industrial uses which have existed at least since the early 90s prior to zoning establishment within the County. The PAC, at their November 2023 meeting, recommended (unanimously) that the BOCC approve the request to rezone. Budget Impact (amount, funding source, budget amendment): N/A Public Outreach (news release, community meeting, etc.): The public hearing with the PAC on 11.20.23 was advertised in the Mason Shelton Journal on November 9, 2023 and November 16, 2023. This meeting of the BOCC to brief was advertised on the home page of the Mason County website and subsequent requests for action will also be advertised on the home page under the corresponding agenda. Requested Action: Approval to set a Public Hearing for Tuesday, January 2, 2024 at 9:15 a.m. to consider the rezone of two parcels within the rural lands, 32003-13-00100 & 32003-31-00010, from Rural Commercial 2 (RC2) to Rural Industrial (RI). Attachments: Map with subject parcels (current zoning), approved boundary line adjustment, and boundary line adjustment map with requested zoning. Notice of Hearing. Mason County WA GIS Web Map Source: Esri, Maxar, Earthstar Geographics, and the GIS User Community County Boundary No Filled Tax Parcels (Zoom in to 1:30,000) Rural Zoning Rural Multi Family Inholding Lands Rural Residential 2.5 Acres Rural Residential 5 Acres Rural Residential 10 Acres Rural Residential 20 Acres Agricultural Resource Lands 10/11/2023, 12:21:40 PM 0 0.05 0.10.03 mi 0 0.08 0.160.04 km 1:3,070 Maxar | Mason County WA GIS Web Map Application NOTICE OF HEARING NOTICE IS HEREBY GIVEN that the Board of Mason County Commissioners will hold a public hearing in Mason County Building I, Commission Chambers, 411 North Fifth Street, Shelton, WA 98584 on January 2, 2024 at 9a. SAID HEARING will be to take public comment on C Dietz Kadoun’s request for rezone of two parcels, 32003-13-00100 & 32003-31-00010, from Rural Commercial 2 (RC2) to Rural Industrial (RI). Public testimony will be available in-person or via Zoom. The URL is available on the County website https://www.masoncountywa.gov/ to sign into the meeting. Please use the “raise hand” feature to be recognized by the Chair to provide your testimony. You can also email testimony to msmith@masoncountywa.gov or mail to the Commissioners’ Office, 411 N 5th St, Shelton, WA 98584; or call (360) 427-9670 ext. 230. If special accommodations are needed, please contact the Commissioners' office, (360) 427- 9670 ext. 419. DATED this 5th day of December, 2023. BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON __________________________________ McKenzie Smith, Clerk of the Board Bill: Community Development Department 615 W. Alder Street Shelton, Wa 98584 Cc: Commissioners Shelton Journal: Publ. 2t: December 14, 2023 & December 21, 2023 Mason County Agenda Request Form To: Board of Mason County Commissioners From: Marissa Watson Ext. 367 Department Community Development: Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): November 27, 2023 Agenda Date: December 5, 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: Amendment to contract between Mason County and SCJ Alliance for consultant services to assist with the 2025 Comprehensive Plan Periodic Update. Background/Executive Summary: Planning previously brought the contract between SCJ Alliance and Mason County before the board for signing, in between that time and now the state has also made available grant money for Climate planning in the form of a climate resilience sub-element. DCD has requested that SCJ Alliance amend the contract to include the climate planning work in order to utilize the funds the state is providing now and fulfill any requirements of state law. Budget Impact (amount, funding source, budget amendment): The funding source for this project is a grant made available through the Washington State Department of Commerce. The total grant funding available is $300,000, this climate project sub-element is budgeted at $125,000. The total grant funding for the 2025 Comprehensive Plan Update is $475,000. Public Outreach (news release, community meeting, etc.): There will be many public outreach activities planned and implemented throughout the update process. Requested Action: Approval of the amendment to contract between Mason County and SCJ Alliance for consultant services to assist with the 2025 Comprehensive Plan Periodic Update. Attachments: Mason County 2025 Comprehensive Plan: Amendment No. 1 to agreement for professional services between SCJ Alliance and Mason County. AMENDMENT NO. 01 TO AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN Firm: Shea, Carr & Jewell, Inc (dba SCJ Alliance) (“SCJ”) Address: 8730 Tallon Lane NE, Suite 200, Lacey, WA 98516 Telephone: 360-352-1465 Fax: 360-352-1509 and Client: Mason County ("Client") Address: 615 W Alder Street, Shelton, WA 98584 Telephone: 360-427-9670 Email: mwatson@masoncountywa.gov The terms and provisions of the Agreement for Professional Services apply herein unless otherwise specifically revised. Date: November 17, 2023 Project Name: Mason County 2025 Comprehensive Plan Project No.: 23-000471 Amendment Description: Support development of the County’s required Climate Resilience Element and are contingent upon award of a Department of Commerce Climate Planning Grant. Reason for Amendment: Provide continued project support for the development of the County’s required Climate Resilience Element and are contingent upon award of a Department of Commerce Climate Planning Grant. Contract Price Time of Completion Original Contract: $ 350,000 Original Contract: N/A Prior Amendments: $ N/A Prior Amendment: N/A This Amendment: $ 125,000 This Amendment: 6/30/2025 Total Contract: $ 475,000 Approved By: Mason County SCJ Alliance By: By: Title: Title: Date: Date: Exhibit A Scope of Work 2025 Periodic Comprehensive Plan Update and EIS Mason County, WA Prepared For: Marissa Watson, Senior Planner, Mason County Department of Community Development Prepared By: Cristina Haworth, AICP, Project Manager Date Prepared: November 15, 2023 Introduction: SCJ Alliance is delighted to present the following scope of work to support contract amendment no. 1 for Mason County’s 2025 Periodic Comprehensive Plan Update and EIS. These services will support development of the County’s required Climate Resilience Element and are contingent upon award of a Department of Commerce Climate Planning Grant. Phase 6 Climate Planning—Resilience Sub-Element Task 1 Initiate Project Complete the Initiate Project tasks described in the Department of Commerce Climate Planning Grant Contract, anticipated to include: • Form Climate Policy Advisory Team • Establish engagement strategy that supports environmental justice Task 2 Explore Climate Impacts Complete the Explore Climate Impacts tasks described in the Department of Commerce Climate Planning Grant Contract, anticipated to include: • Identify community assets • Explore hazards and changes in the climate • Pair assets and hazards and describe exposure and consequences • Identify priority climate hazards 23-000471 Periodic Comprehensive Plan Update and EIS Contract Amendment No. 1, Mason County November 15, 2023 Page 2 of 3 8730 Tallon Lane NE, Suite 200 Lacey, WA 98516 Office 360.352.1465 Fax 360.352.1509 scjalliance.com Task 3 Audit Plans and Policies Complete the Audit Plans & Policies tasks described in the Department of Commerce Climate Planning Grant contract, anticipated to include: • Review existing Comprehensive Plan and Hazard Mitigation Plan for climate gaps and opportunities • Determine next step; for each climate hazard identified in Task 3.1.4, complete Climate Workbook questionnaire Task 4 Assess Vulnerability and Risk Complete the Assess Vulnerability & Risk tasks described in the Department of Commerce Climate Planning Grant contract, anticipated to include: • Assess sensitivity of community assets • Assess adaptive capacity of community assets • Characterize vulnerability of community assets • Characterize risk of community assets (for medium/high vulnerability assets) • Decide course of action Task 5 Pursue Pathways Complete the Pursue Pathways tasks described in the Department of Commerce Climate Planning Grant contract, anticipated to include: • Adapt/expand existing goals where possible and develop new goals where needed • Adapt/expand existing policies where possible and develop new policies where needed • Identify policy co-benefits Task 6 Integrate Goals and Policies Complete the Audit Plans & Policies tasks described in the Department of Commerce Climate Planning Grant contract, anticipated to include: • Review and finalize resilience goals and policies • Consult with partners and stakeholders Task 7 Public Review and Decision Process Complete the Audit Plans & Policies tasks described in the Department of Commerce Climate Planning Grant contract, anticipated to include: • Planning Advisory Commission and County Commission Meetings 23-000471 Periodic Comprehensive Plan Update and EIS Contract Amendment No. 1, Mason County November 15, 2023 Page 3 of 3 8730 Tallon Lane NE, Suite 200 Lacey, WA 98516 Office 360.352.1465 Fax 360.352.1509 scjalliance.com Phase 6 Conditions and Assumptions 1. The final scope of work will follow the Department of Commerce’s Climate Planning Grant contract with Mason County. Significant changes to the scope or deliverables initiated by Department of Commerce may require adjustments to the schedule and/or budget. 2. SCJ Alliance is flexible in completing this scope of work. Minor changes and adjustments can be made upon request received in writing. Changes may require an adjustment to the schedule and/or budget allocations. Phase 6 Deliverables • Climate Element Workbook (five in-progress updates and one final workbook) • Public Participation Plan—Environmental Justice Section • Draft Climate Element with Resilience Goals and Policies • Adopted Climate Element with Resilience Goals and Policies Budget This Amendment No. 1 scope of work will be completed on a time and materials basis, not to exceed $125,000. Mason County Agenda Request Form To: Board of Mason County Commissioners From: Jennifer Beierle Ext. 532 Department: Support Services Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): 11/27/23, 11/20/2023 & 10/9/2023 Agenda Date: 12/5/2023 Internal Review: ☒ Finance ☐ Human Resources ☒ Legal ☐ Information Technology ☒ Other (This is the responsibility of the requesting Department) Audit Committee & SAO 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: Final Review of Draft Purchasing and Contracting Policy – Clean Version Background/Executive Summary: Mason County adopted a purchasing policy, Resolution No. 106-16, that is in desperate need of updating, according to our State Auditor’s Office. A draft purchasing policy has been written and has been circulated and approved with some reservation through the County’s Audit Committee. Budget Impact (amount, funding source, budget amendment): N/A Public Outreach (news release, community meeting, etc.): N/A Requested Action: Request the Board review the clean version of the draft purchasing and contracting policy and move to adopt the policy on December 5, 2023. Attachments: Draft Purchasing and Contracting Policy RESOLUTION NO. _____ AMENDING RESOLUTION NO. 106-16 AND AMENDING MASON COUNTY CODE TITLE 2, CHAPTER 2.21 MASON COUNTY PURCHASING AND CONTRACTING POLICY WHEREAS, the Board of Mason County Commissioners has “the care of the county property and the management of the county funds and business…”, per RCW 36.32.120, and; WHEREAS, it is in the best interest of Mason County to update the purchasing and contracting policy to guide county employees in the practice of procurement in compliance with federal and state laws and internal county guidelines. NOW, THEREFORE, BE IT RESOLVED, that the Board Mason County Commissioners does hereby adopt the Mason County Purchasing and Contracting Policy (Attachment A) to this resolution. DATED this day of _______ 2023. ATTEST: ________________________________ McKenzie Smith, Clerk of the Board APPROVED AS TO FORM: ________________________________ Tim Whitehead, Chief DPA BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON ___________________________________ Sharon Trask, Chair ___________________________________ Kevin Shutty, Commissioner ___________________________________ Randy Neatherlin, Commissioner 1 Mason County Purchasing and Contracting Policy Chapter 1 – PURPOSE AND SCOPE 1.1 Purpose 1.1.1. The purpose of this procurement and contracting policy is to ensure that all persons involved in the procurement process follow applicable laws and maximize the value of products and services purchased with public funds consistent with the Mason County Conflict of Interest Policy, County Code Chapter 2.24. 1.1.2. This policy does not create any enforceable rights or causes of action in third parties and does not in any way limit the County’s ability to procure goods and services or enter into contracts in accordance with state and federal law. If there is any conflict between this policy and state and federal law, the applicable state and federal law supersedes this policy. 1.1.3. Nothing in this policy prevents the County from complying with the terms and conditions of any grant, gift, or bequest which is otherwise consistent with federal, state, and local laws, provided the grant, gift or bequest does not obligate another Office or Department to incur unanticipated expenses without its approval by the affected Office or Department and the Board of County Commissioners (BOCC). 1.2 Scope 1.2.1. All elected officials, directors, employees, and agents of the County must comply with this policy except where otherwise governed by federal or state law. Offices and Departments may develop their own internal policies which may be more detailed or more stringent than the minimum County requirements listed in this policy. Chapter 2 - GENERAL PROCUREMENT AND CONTRACTING POLICY 2.1. All Offices and Departments must purchase goods and services in compliance with federal and state laws, County code, and all applicable rules and policies including Attachment A, B, & C Purchasing Policy Work Flow Elements attached and incorporated into this policy. 2.2. The purchase of goods and services and associated contracting shall comply with approved 2 budgetary authority or approved budget amendments. 2.3. All Offices and Departments must use the Total Cost of Acquisition (TCA) as defined in this policy to determine the dollar thresholds in applying this policy. 2.4. The County encourages competitive bidding. 2.5. The Board of County Commissioners delegates authority to elected officials, directors, or their designee to approve, award, execute and amend all contracts, except those listed in the Attachments to this policy, provided they do so in compliance with federal and state law and the provisions of this policy and its supporting procedures. In circumstances where contracting authority is unclear, or where there is a joint commitment, signatures of the Board and an elected official may be required. 2.6. Board approval is required for: 2.6.1. All contracts entered into by an Office/Department following a formal bidding or competitive request for proposals (RFP) as stated in the Procurement Policy Work Flow Elements, Attachments A, B, & C; 2.6.2. All multi-year expenditure contracts, unless a non-appropriation clause is included in the contract; 2.6.3. All noncompetitive procurement contracts over $50,000; 2.6.4. All real property acquisitions and disposals, including leases; 2.6.5. All union labor agreements; 2.6.6. Interlocal agreements; 2.6.7. New grant applications so that the Board may evaluate the financial impact of the program and recognize new revenue and expenditure authority as necessary; 2.6.8. Recurring grant applications if there is a required County match; 2.6.9. Any contract that, by statute, must be approved by the governing body of the County. 2.6.10. All amendments for contracts requiring a formal bidding or competitive RFP that causes cumulative change orders/amendments that exceed 10% of the original amount of the contract. 2.7. The Board may waive the competitive bid requirements of this policy and in Attachment C for service contracts upon request of an elected official or department director, as permitted by state law. 2.8. Offices and Departments must not break any project into units or phases if it is done for the purpose of avoiding the dollar threshold of a contract that would require using one of the County Rosters or a competitive bid process. 2.9. Architectural and engineering (A&E) services must be procured pursuant to RCW 39.80. See Section H, Procurement Using Federal Funds, below, for A&E restrictions when using Federal funds. 2.10. The County is committed to providing Women and Minority Business Enterprises (WMBE) full access to County purchasing and contracting opportunities. Chapter 3 – PUBLIC WORK CONTRACTS (not limited to the Public Works Department- see definition of Public Work and RCW 39.04.010) 3.1. See Attachment A- Procurement Policy Work Flow Elements for specific dollar limits and other requirements that apply to the following: 3 3.1.1. Under a specific dollar limit, an Office or Department may award Public Works Contracts without advertising, competitive bidding, and/or the alternate requirements of the Small Works Roster process (RCW 36.2.250). 3.1.2. Within specific dollar limits, an Office or Department may use the Limited Public Works Process as defined in RCW 39.04.155(3) for Public Works Contracts. 3.1.3. Within specific dollar limits, an Office or Department may award Public Works Contracts through the Small Works Roster process, competitive bidding, or any other means so long as all legal requirements to enter into such contract are met. Those requirements include: 3.1.3.1. Obtaining a performance and payment bond or an acceptable substitute, and 3.1.3.2. Meeting prevailing wage and meeting retained percentage requirements, regardless of funding source. 3.1.3.3. Above a specific dollar amount, a competitive sealed bid process is required for Public Works Contracts. Chapter 4 - CONTRACTS OTHER THAN PUBLIC WORKS 4.1. See Procurement Policy Work Flow Elements, Attachments A, B, & C, for specific dollar limits and other requirements that apply to the following: 4.1.1. Under a specific dollar limit, an Office or Department may authorize goods and/or services purchases without advertisement, formal competitive process or written contract (RCW 36.32.245). All such purchases must be for the business of the County, considering the best interests of the County and in conformance with policies published by the County, including the Financial Policies and Procedures. 4.1.2. Within specific dollar limits, an Office or Department may award contracts for goods and/or services without advertising or a formal sealed bid process, provided the vendor was selected pursuant to RCW 39.04.190 and the Mason County Purchasing Procedure (RCW 36.32.245). 4.1.3. Above a specific dollar amount, an Office or Department must issue a Request for Quotes (RFQ) or Request for Proposals (RFP). Chapter 5- INORMATION TECHNOLOGY PURCHASES (RCW 39.04.270) 5.1. The Information Technology (IT) Steering Committee will establish all information technology equipment standards in accordance with County policy. If the desired purchase is included in the current standards, the IT Department will order through existing government contracts and the benefitting Department will make the purchase. The IT Department will maintain such contracts to ensure the best available technology pricing for the County. 5.2. All IT related purchases or leases require IT Department review- see Attachments B & C Information Technology Purchases. Chapter 6 - PROCUREMENT USING FEDERAL FUNDS 6.1. Federal Procurement Standards 6.1.1. When procuring goods or services using direct or indirect (pass-through) Federal award funds, Offices/Departments must utilize the procurement methods outlined in 4 this policy and Attachments A, B, & C, and will also comply with Federal procurement standards outlined in §200.213, and §200.318 through §200.326 of 2 CFR 200 – Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (the “Uniform Guidance” or “Super Circular”) 6.1.2. Refer to Attachment A for a comparison of Federal and non-federal procurement thresholds and authorized procurement methods. 6.1.3. Where there is a difference between County procurement policy and Federal procurement policy, the most restrictive policy will govern, in accordance with §200.319(c). 6.1.4. Offices and Departments will follow the grant guidelines in Financial Policies and Procedures Resolution when receiving and expending state and federal funds. 6.2. 2 CFR 200.324 Contract cost and price. 6.2.1. The non-Federal entity must perform a cost or price analysis in connection with every procurement action in excess of the Simplified Acquisition Threshold including contract modifications. The method and degree of analysis is dependent on the facts surrounding the particular procurement situation, but as a starting point, the non-Federal entity must make independent estimates before receiving bids or proposals. 6.2.2. The non-Federal entity must negotiate profit as a separate element of the price for each contract in which there is no price competition and in all cases where cost analysis is performed. To establish a fair and reasonable profit, consideration must be given to the complexity of the work to be performed, the risk borne by the contractor, the contractor’s investment, the amount of subcontracting, the quality of its record of past performance, and industry profit rates in the surrounding geographical area for similar work. 6.2.3. Costs or prices based on estimated costs for contracts under the Federal award are allowable only to the extent that costs incurred or cost estimates included in negotiated prices would be allowable for the non-Federal entity under subpart E of 2 CFR 200.324. The non-Federal entity may reference its own cost principles that comply with the Federal cost principles. 6.2.4. The cost plus a percentage of cost and percentage of construction cost methods of contracting must not be used. 6.3. Suspension and Debarment 6.3.1. County Offices/Departments receiving federal awards must comply with debarment and suspension regulations implementing Executive Orders 12549 and 12689, 2 CFR Part 180, per §200.213. 6.3.2. County Offices/Departments will ensure and document that no agreement for goods or services is entered into with any entity or person (including subrecipients, contractors, vendors, and consultants) who has been disqualified (suspended or debarred) from participation in Federal programs or activities. 6.3.3. County Offices/Departments will ensure that subrecipients, contractors, vendors, and consultants include suspension and debarment requirements in lower-tier agreements under the award. 6.4. Subrecipients vs. Contractors 6.4.1. County Offices/Departments must determine and document whether each agreement it intends to make for the disbursement of Federal program funds casts the party 5 receiving the funds in the role of a subrecipient or a contractor, in accordance with the definitions outlined in §200.93 and §200.23, respectively, and the defining characteristics of each outlined in §200.330(a)-(c). 6.5. Subrecipient Risk Assessments and Monitoring 6.5.1. County Offices/Departments will evaluate each subrecipient’s risk of noncompliance with Federal statutes, regulations, and the terms and conditions of the subaward in accordance with the risk factors outlined in §200.331(b)(1)-(4) to determine the appropriate levels of subrecipient monitoring and to determine whether additional subaward conditions should be imposed upon a subrecipient, per §200.207 and §200.331(c). 6.5.2. County Offices/Departments must conduct risk assessments prior to entering into any subaward and subsequent subaward amendment, and annually thereafter for the life of each subaward. 6.5.3. County Offices/Departments will monitor subrecipient financial and program performance to ensure that subawards are used for authorized purposes; that they are in compliance with Federal statutes, regulations, and the terms and conditions of the subaward; and that subaward performance goals are achieved, in accordance with §200.331(d), 6.5.4. Each subaward must be monitored in accordance with the grant requirements. Because the nature of grant funded activities varies depending on the program-specific needs and compliance requirements, Offices/Departments will use their best judgement in developing monitoring schedules and systems tailored to their programs’ needs. 6.6. Subaward Agreements 6.6.1. Offices/Departments must obtain prior written approval from the Federal or pass- through funding agency to subaward out non-construction services using Federal funds, in accordance with §200.308(c)(1)(vi). 6.6.2. Each subrecipient agreement (subaward) and each subsequent modification or amendment must be clearly identified to the subrecipient as a subaward and provide the federal award information outlined in §200.331(a)(1)-(6). 6.6.3. Each subaward will include appropriate Single Audit Act requirements pursuant to 2 CFR 200, Subpart F, including: 6.6.3.1. Subrecipient compliance with the Single Audit Act of 1984, as modified. 6.6.3.2. Independent auditor access to the subrecipient’s financial records. 6.6.3.3. Provision by the subrecipient of any required Single Audits to the County within the time limit set forth in the Single Audit Act. 6.6.3.4. Access by the County to review of the subrecipient’s financial records, in the event a Single Audit is not required. 6.6.3.5. Notification by the subrecipient and voiding of the subaward in the event of subrecipient suspension or debarment. 6.6.3.6. Verification by the subrecipient of non-suspension and non-debarment status prior to issuing lower-tier subawards or contracts. 6.6.4. Offices/Departments will verify that subrecipients whose aggregate Federal award funding expended during the respective fiscal year equaled or exceeded $750,000, including direct and pass-through, were audited in accordance with §200.501. 6 6.6.5. Offices/Departments must review subrecipients’ audit reports annually to ensure compliance in Federal program areas in which the Office/Department passed through Federal award funds to the subrecipient, per §200.331(f). 6.7. Subrecipient and Contractor Payments 6.7.1. Offices/Departments must ensure that payments are made to subrecipients and contractors in accordance with contract provisions (§200.305(b)(1) and will be made within 30 calendar days after receipt of the contractor billing unless there is reasonable belief that the request is improper, per §200.305(b)(3). 6.8. Conflicts of Interest 6.8.1. County employees must abide by the Ethics and Conflict of Interest Policy, County Code Chapter 2.24. 6.8.2. The procurement of any contract supported by a Federal award must also comply with the more restrictive provisions of §200.318(c)(1), whereby all officers, employees, and agents of the County participating in the procurement process, including selection, award, or administration of a contract, must not have any real or apparent conflicts of interest regarding a purchase or contract. 6.8.3. Offices/Departments must report suspected violations of this policy to the Financial Management Committee and/or Internal Auditor for thorough and impartial investigation. Determined violations will be subject to disciplinary action, as deemed appropriate by the Financial Management Committee and the respective Director/Elected Official, in consultation with the Department of Human Resources. 6.8.4. Violations of this section may be grounds for dismissal or forfeiture of office. 6.8.5. Employees found to be in violation may also be liable to the County for monetary penalties as allowable by state law, in addition to any civil or criminal liabilities or penalties that may be imposed by law enforcement. 6.8.6. Contracts entered into in violation of this policy will be voided. 6.9. Gifts and Gratuities 6.9.1. County officers, employees and agents involved in Federally supported procurement or contract administration must neither solicit nor accept gifts, including gratuities, favors, or anything of monetary value from contractors, subrecipients, or parties to subcontracts, per §200.318(c)(1). 6.10. Mandatory Disclosures 6.10.1. Offices/Departments must disclose in writing to the Federal awarding agency or pass-through entity all violations of Federal criminal law involving fraud, bribery, or gratuity violations potentially affecting the Federal award, in accordance with §200.113. 6.10.2. Disclosures must be made within 14 (fourteen) calendar days of violation determination. 6.11. Architectural and engineering (A&E) services have more restrictive Federal requirements than RCW 39.80. 6.11.1. Proposals: A procurement method in which either a fixed price or cost- reimbursement type contract is awarded. Proposals are generally used when conditions are not appropriate for the use of sealed bids. They are awarded in accordance with the following requirements: 6.11.2. Requests for proposals must be publicized and identify all evaluation factors and their relative importance. Proposals must be solicited from an adequate number of 7 qualified offerors. Any response to publicized requests for proposals must be considered to the maximum extent practical; 6.11.3. The non-Federal entity must have a written method for conducting technical evaluations of the proposals received and making selections; 6.11.4. Contracts must be awarded to the responsible offeror whose proposal is most advantageous to the non-Federal entity, with price and other factors considered; and 6.11.5. The non-Federal entity may use competitive proposal procedures for qualifications- based procurement of architectural/engineering (A&E) professional services whereby offeror’s qualifications are evaluated and the most qualified offeror is selected, subject to negotiation of fair and reasonable compensation. The method, where price is not used as a selection factor, can only be used in procurement of A&E professional services. It cannot be used to purchase other types of services through A&E firms that are a potential source to perform the proposed effort. Chapter 7 - COOPERATIVE PURCHASING 7.1. The County recognizes that using bid processes and contracts awarded by another public agency (also known as “piggybacking”) can achieve efficiency and greater volume discounts. The County encourages the use of these opportunities in accordance with the provisions of Chapter 39.34 RCW requiring the public agency that awarded the bid, proposal, or contract to comply with its own procurement requirements and to post the bid or solicitation on the internet. The County is required to have an interlocal agreement with the public agency per RCW 39.34. 7.2. Offices and Departments may search for such opportunities, including but not limited to State of Washington contracts, Federal and U.S. Community contracts, and contracts offered by other municipal corporations within the State of Washington which conform with Chapter 39.34 RCW and Chapter 39.32 RCW. 7.3. The County has adopted Resolution No. 2023-004, which allows purchasing of various supplies, materials, and equipment from federal contracts (RCW 39.32.090). This is not technically considered “piggybacking” as such purchases are exempt from bidding and are not subject to RCW 39.34.030. Chapter 8 - RESPONSIBILITIES PRIOR TO ONSITE WORK 8.1. Certificates of Insurance 8.1.1. Certificates of Insurance requirements must be stated during the solicitation process. During solicitation contact the Risk Manager to assure the appropriate insurance requirements are being addressed. Certificates of Insurance must be submitted with the contract prior to on-site work. 8.2. Washington State Contractor’s License 8.2.1. It is the Office/Department’s responsibility to verify a current Washington State Contractor’s License and current Workers’ Comp status. 8.2.2. The Office/Department will also verify that the contractor is not on the federal debarment listing. 8.3. Business License 8 8.3.1. It is the Office/Department’s responsibility to verify current business with the Department of Revenue. 8.4. Prevailing Wage Requirements – Ongoing, Pursuant to RCW 39.12 8.4.1. Prior to Getting an Estimate or a Quote – Notify the vendor that they are to pay prevailing wages and a Certification of Compliance with Wage Payment Statutes is required; 8.4.2. After a Vendor has been selected – The vendor is required to file a “Statement of Intent to Pay Prevailing Wages” with the Department of Labor and Industries; 8.4.3. After the work is completed – The vendor must also file an “Affidavit of Wages Paid” with the Department of Labor and Industries. 8.4.4. Payment will not be released until certified intents and affidavits have been received. Chapter 9 - POLICY EXCEPTIONS 9.1. See Attachment D, Procurement Policy Exceptions and Exemptions. Chapter 10 - POLICY DEFINITIONS 10.1. See Attachment E, Procurement Policy Definitions. Chapter 11 - POLICY COMPLIANCE 11.1. Elected Officials, Directors and employees who are responsible for conducting procurements and working with contracts are expected to read, understand, and follow this policy. Directors and employees who violate this policy may be disciplined, up to and including termination. Elected Officials, Directors and employees who violate federal or state laws and regulations regarding contracting and purchasing are subject to RCW 39.30.020. Public Work Contracts Contracts Contracts Non‐Federal Award Less than $40,000 $40,000 to $350,000 Larger than $350,000 Federal Award Up to $10,000 Over $10,000 to $250,000 Larger than $250,000 Written Contract Required (RCW 39.04.010) Required (RCW 39.04.010) Required (RCW 39.04.010) Contract Review Non‐standard only (Policy Only) Risk Management; Prosecuting Attorney Risk Management; Prosecuting Attorney Approvals Department Director or Elected Official (RCW 39.04.020) Department Director or Elected Official (RCW 39.04.020) BOCC (RCW 39.04.020) Bidding Use Small Works Roster (RCW 39.04.155) Use Small Works Roster (RCW 39.04.155) Formal Bid Required (RCW 39.04.010); Risk Management Review required prior to going out to bid Advertising Use Small Works Roster ‐ yearly Roster ad req. Contact 5 on roster. Rotate contacts (RCW 39.04.155) Use Small Works Roster ‐ yearly Roster ad req. Contact all for type of work on roster (RCW 39.04.155) Required (RCW 39.04.020) Bid Deposit At County's Discretion At County's Discretion Required (RCW 36.32.250) Award Soliciting Office/Dept. to responsible bidder with the lowest responsive bid (RCW 39.04.010; RCW 39.04.350) Soliciting Office/Dept to responsible bidder with the lowest responsive bid (BOCC delegated by policy; RCW 39.04.010; RCW 39.04.350) BOCC awards to responsible bidder with the lowest responsive bid (RCW 39.04.010; RCW 39.04.350) Execution of Contract Dept. Director or Elected Official (Policy Only) Dept. Director or Elected Official per provisions of Award (Policy Only) Dept. Director or Elected Official per provisions of Award (Policy Only) Identify Subcontractor(s) Not required Not required For contracts $1 million or more (RCW 39.30.060) Performance and Payment Bond Required. Contractor may choose to have the County hold 10% of funds earned in lieu of bond for public work of $150,000 or less. (RCW 39.08.010) Required. Contractor may choose to have the County hold 10% of funds earned in lieu of bond for public work of $150,000 or less. (RCW 39.08.010) Bond required from state‐approved surety company (RCW 39.08.010) Prevailing Wage Required (RCW 39.12) Required (RCW 39.12) Required (RCW 39.12) Retained Percentage 5% Required unless funded by Federal Transportation Funds, then bond only (RCW 60.28.011) 5% Required unless funded by Federal Transportation Funds, then bond only (RCW 60.28.011) 5% Required unless funded by Federal Transportation Funds, then bond only (RCW 60.28.011) Federal Funds Attachment A ‐ Procurement Policy Work Flow Elements Determine whether the recipient is: (a) a vendor or a subrecipient ‐ subrecipients require special contract language, or (b) Debarred or suspended or otherwise excluded from or ineligible for participation in Federal programs. The County must also perform a contract cost and price analysis when using federal funds as outlined in this policy under Chapter 6 ‐ Procurement Using Federal Funds, Section 2. Public Work * not limited to Public Works Department‐ see definition of Public Work & RCW 39.04.010 Less than $10,000 $10,000 to $50,000 Greater than $50,000 Written Contract Not required, except for leases Not required, except for leases Required (RCW 36.32.245) Contract Review Not required, except for lease contracts Not required, except for lease contracts Risk Management; Prosecuting Attorney (lease contracts only) Approvals Elected Official or Department Director (BOCC delegated by Policy) Elected Official or Department Director (RCW 39.04.190; BOCC delegated by Policy) BOCC (RCW 36.32.245) Bidding Not required Formal bidding not required if using RCW 39.04.190 process (vendor list), obtain telephone or written quotes from at least 3 different vendors (RCW 39.04.190) RFQ/ RFP Competitive bids on bid specifications required (RCW 36.32.245); Risk Management review required prior to going out to bid Advertising Not required Vendor List ‐twice yearly adv. Vendor list (RCW 39.04.190) Required (RCW 36.32.245) Bid Deposit Not required Not required Recommended Award n/a Director or Elected Official to lowest responsive responsible bidder, Document the quotes & the award by completing a form & register with Clerk of the BOCC. Clerk will post the awards for public inspection. (RCW 39.04.190) BOCC to lowest responsive bidder clerk will post the award for public inspection. Execution of Contract n/a Elected Official or Dept. Director per provisions of award Elected Official or Dept. Director per provisions of award Federal Funds Information Technology Purchase Attachment B ‐ Procurement Policy Work Flow Elements Determine where the recipient is: (a)A vendor or a subrecipient ‐ Subrecipient requires special contract language (b)Debarred or suspended or otherwise excluded from or ineligible for participation in Federal assistance programs. Purchases of Materials, Equipment and Supplies, and Leases of Equipment (RCW 32.32.245) Information Technology Approval is required for all purchases that integrate into the County network. The Information Technology Department will determine if IT Steering Committee Approval is required ‐ see Chapter 5 of the Policy. Up to $10,000 $10,000 to $50,000 Greater than $50,000 Written Contract Not required Not required Required Contract Review Risk Management; Prosecuting Attorney not required Risk Management; Prosecuting Attorney not required Risk Management; Prosecuting Attorney Approvals Department Director or Elected Official Department Director or Elected Official (BOCC delegated by Policy) BOCC Bidding Not required. Refer to internal office/dept. procedures if applicable. Obtain telephone or written quotes from at least 3 different vendors Request for proposal (RFP) required Advertising Not Required Not Required Public Notice/notify vendors on the vendor list Bid Deposit Not Required Not Required Recommended Award Not Required Document the quotes & the award by completing a form & forwarding it to the Cleck of the BOCC. Clerk will post the award for public inspection. Send documentation to the Clerk of the BOCC. Clerk will post for public inspection. Execution of Contract Elected Official or Dept. Director Elected Official or Dept. Director Elected Official or Dept. Director Federal Funds Health Care Providers Information Technology Purchase Using other Public Agency Contract Information Technology Approval is required for all purchases that integrate into the County network. The Information Technology Department will determine if IT Steering Committee Approval is required ‐ see Chapter 5 of the Policy. Attachment C ‐ Procurement Policy Work Flow Elements Pursuant to Chapter RCW 39.34, including but not limited to State of Washington contracts, Federal and U.S. Community contracts, and contracts offered by other municipal corporations within the State of Washington. A contract is required between the county and the vendor. Also, an interlocal agreement is required between the public agencies. Determine whether the recipient is: (a) A vendor or a subrecipient‐ subrecipient requires special contract language. (b) Debarred or suspended or otherwise excluded from or ineligible for participation in federal assistance programs. HIPPA Language required in contract Cooperative Purchasing of Construction Materials and Procurement of Goods and Services Allowed, also known as "piggybacking" Contract for Services (Except for Architectural & Engineering (A&E) See section H of Policy Body) Election materials and ballots Comply with the Mason County Financial Policies and Procedures, Resolution No. 2021‐088 Pursuant to RCW 36.32.245(4) Exempt from bidding and competitive solicitation only Attachment D ‐ Procurement Policy Exceptions and Exemptions Exempt from Procurement Policy Special Conditions Interfund agreements Pursuant to RCW 39.04.280 Auction Purchases Brokerage, securities, and debt transactions Emergency Purchases Employment tests and employment test services Expert Witnesses for legal proceedings Insurance Bonds Pursuant to RCW 39.04.280 Water pollution control and/or solid waste handling facilities/services Pursuant to RCW 36.32.245(6) Pursuant to RCW 35.21.278 Pursuant to Chapter 39.35A RCW Pursuant to RCW 36.48 Use a Board‐approved selection process (may include an adv. Board or committee) Pursuant to RCW 39.04.280. The following steps are required to obtain Board approval for a noncompetitive procurement: (1) Conduct a screening process to justify the purchase of a specific good and service; (2) Document that the good or service is available only through one provider or manufacturer (or distributor, and manufacturer so certifies); (3) Document that the vendor certifies that the county is getting the lowest price it offers; and (4) Draft a sole source resolution justification documenting why the particular product or service is mandatory and what efforts were made to find other vendors and present to the Board for approval (5) Once approved, the Office/Department will place the order Pursuant to RCW 36.32.265 Legal and public defender services Park improvements or maintenance (Contracts with community service organizations) Performance based contracts for energy equipment Public depositaries Special facilities or market conditions See https://wsdot.wa.gov/engineering‐standards/design‐topics/design‐tools‐and‐support Pursuant to Chapter 39.34 RCW Service Contracts with community, social service, health providers Noncompetitive procurement (sole source): Purchases that are clearly and legitimately limited to a single source of supply. Examples where a sole source situation may exist: (1) Licensed, copyrighted, or patented products or services that only one vendor provides. (2) New equipment or products that must be compatible w/existing equipment that only one vendor provides. (3) Proprietary or custom‐built software or information systems that only one vendor provides. (4) Products or services where only one vendor meets the required certificaitons or statutory requirements. Federal Highway Administration Blanket Proprietary Approvals for Washington State. Interlocal Agreements (Requires written contract regardless of dollar amount) Pursuant to RCW 39.30.045 Pursuant to Mason County Investment and Debt Policies Pursuant to RCW 36.32.270 and RCW 39.04.280, must follow FEMA guidelines for declared Federal disasters Employment tests and employment testing services Pursuant to RCW 39.26.125 Award The formal decision to accept a Bid or proposal. Bid An offer to perform a Contract for work and labor or supplying materials at a specified price. The response submitted by a bidder to an invitation for bids. Board Mason County Board of County Commissioners Code of Federal Regulations (CFR) The Code of Federal Regulations (CFR) annual edition is the codification of the general and permanent rules published in the Federal Register by the departments and agencies of the Federal Government. Competitive Bidding The offer of firm bids to supply specified services by individuals or firms competing for a contract. Competitive Sealed Bid A method of selecting the lowest responsive bid for a specific Public Work project. Written Bids are submitted by contractors based on plans and specifications in the Call for Sealed Bids. No negotiation with bidders is permitted. Contract Any agreement (other than a purchase order) between two or more parties stipulating obligations of one to another. It is a mutually binding legal relationship obligating the seller to furnish the product, materials, or services and the buyer to pay for them. To be enforceable, a Contract must contain five essential elements: an offer and acceptance of the offer; consideration; legal subject matter; competent parties; and essential terms and conditions. Contractor A vendor who has been awarded a contract for goods and/or services and has entered into a contract with Mason County. Contract Officer The County employee designated by the elected official or Department director to manage a Contract in compliance with this policy. Consultant A contractor or vendor offering or providing engineering, architectural, or other professional services. Cooperative Contract (also Group Contract) An agreement that utilizes Bids, proposals or Contracts awarded by another public agency to achieve efficiency, easier access, or greater volume discounts. County Mason County County Administrator The top executive position reporting to the Board of County Commissioners. Department A Mason County department established by the Board with an appointed director or a board or commission appointed by the Board. Emergency Purchases Purchases made to maintain safety, security, and/or preservation of County assets during exigent events, provided an emergency is declared by the Board or other lawful authority as soon as practicable. Exempted Public Work (XPW)Public Work Contracts less than $40,000. (RCW 36.32.250 ) Fleet Acquisitions The acquisition of any vehicle (such as cars, trucks, or trailers) that must be licensed according to state law for use on public roads, ride‐on construction equipment (such as dozers, excavators, or pavers), and ride‐on commercial‐size equipment with wheels or tracks (such as lawn mowers, skid steer loaders, tractors, forklifts, and mobile work platforms). Grant Any gift, appropriation, donation, or advance by any donor, whether absolute or conditional, for any purpose. The County may be the donor (grantor) or the recipient (grantee). Information Technology (IT) The equipment, software and services used in storing, processing, copying, transmitting, and displaying all forms of electronic information. Information technology includes but is not limited to: equipment and services associated with personal computers, servers, laptops and portable computers, printers, and all associated peripheral devices. It also includes equipment and services associated with network components, backup systems, wireless networks, copy machines, fax machines, telephones, cell phones, software licenses, telecommunications equipment, imaging systems, and audio/visual/media systems. NOTE: Cabling and other IT related improvements to the infrastructure of a County owned or leased building is not included in this definition because such projects generally fall within the definition of a Public Work. Interlocal Agreement An agreement between the County and other public agency as defined under Chapter 39.34 RCW. Interfund Agreement A brief informal memo of understanding signed by the elected official or department director, which includes the scope of work and time period, may be written for work to be performed by one County office/department for another County office/ department. lnterfund agreements are not considered a "purchase" or "contract" for the purposes of this policy. Attachment E ‐ Procurement Policy Definitions Attachment E ‐ Procurement Policy Definitions Limited Public Work Process (LPW) RCW 39.04 .155(3)) Provides uniform Small Works Roster provisions to Award Contracts for work, construction, building, renovation, remodeling, alteration, repair, or improvement of real property that may be used by the County. These provisions may be used in lieu of other procedures to Award Public Work Contracts with an estimated cost of less than $35,000. However, the County has elected to invoke the authority provided to the Board to establish an alternative procedure for all Public Work Contracts under $40,000. (This definition and explanation is provided solely for the benefit of those who may be familiar with the RCW reference regarding the Limited Public Work Process. See definition ‐ Exempted Public Work lXPW)) . Office The office of a County elected official. Ordinary Maintenance Includes work to maintain an asset that is performed on a regular basis (i.e. weekly, monthly, or annually), except for janitorial services which include work performed by janitors, waxers, shampooers, and window cleaners only. Piggybacking An alternative to conducting a public bidding process, pursuant to RCW 39.34.030 Procurement The combined functions of purchasing, inventory control, transportation, receiving, inspection, store keeping, and salvage and disposal operations. Procurement Process All activities involved in finding, agreeing to terms, and acquiring goods, services, infrastructure, and public work either purchased or leased, including but not limited to: •idenƟfying the need to procure; •selecƟng vendors; •contracƟng and making purchases; and •managing contracts and vendors. Professional Services Contract A Contract for professional or technical expertise contracted to accomplish a specific study, project, task, or other work statement. Proposal An offer submitted by an vendor in response to a request for proposals and intended to be used as a basis for negotiation for a contract. Public Building Service Maintenance Contracts Janitorial service Contracts on public buildings and/or assets and cover only work performed by janitors, waxers, shampooers, and window cleaners, pursuant to WAC 296‐1 27‐01308. Public Work All work involving construction, alteration, repair, or improvement, other than Ordinary Maintenance, executed at the cost of the County. This includes, but is not limited to, demolition, remodeling, renovation, road construction, building construction, ferry construction, and utility construction. In terms of building construction, it includes anything that is permanently affixed to the building. (RCW 39.04.010) Public Work Contract A Contract in writing for the execution of Public Work for a fixed or determinable amount awarded per procedures required by state law, pursuant to RCW 39.04.010. Purchase Order A document generated by the County that authorizes a purchase transaction. When accepted by the seller, it becomes a contract binding on both parties. A purchase order sets forth the descriptions, quantities, prices, discounts, payment terms, date of performance or shipment, other associated terms and conditions, and identifies a specific seller. Request for Proposal (RFP) Excluding Engineering, Architecture, and other professional services described in Chapter 39.80 RCW) A method used to solicit written proposals for services. A RFP may include a Request for Information, Request for Qualifications or other similar methods used to solicit proposals for services. The intent of the RFP is to acquire, by the most advantageous and flexible method, the services needed at the highest possible quality. Unlike most material Contracts, where the primary concern is cost, in service procurement evaluative factors are generally based on qualifications and ability to do the job. A RFP differs from a Competitive Sealed Bid in three important ways: 1. It permits discussions and negotiations with competing proposers and allows changes in their proposals including price. Alterations by negotiation in the nature of a proposal and in prices may be made after proposals are opened. 2. It allows comparative evaluations to be made when selecting among acceptable proposals for Contract Awards. 3. It provides a flexible method of approaching a project which has limited specifications or requirements. The results wanted are known but there may not be a clear understanding of the specific requirements needed to identify how or what the methods may be, or what the services may entail. Responsible Bidder ‐ Public Work At the time of bid submittal, comply with the criteria set forth in RCW 39.04.350. For other types of contracting, the same criteria apply excepting those only related to the construction of facilities. Attachment E ‐ Procurement Policy Definitions Responsive Bidder A bidder that has adequately addressed the requirements of the contract as set forth in the RFP/RFQ or other soliciting document. A bidder must be a Responsive Bidder in order to be considered a Responsible Bidder. Risk Assessment The assessment of each subrecipient's risk of noncompliance with Federal statutes, regulations, and the terms and conditions of the subaward for purposes of determining the appropriate subrecipient monitoring, which may include consideration of such factors as: •The subrecipient's prior experience with the same or similar subawards; •The results of previous audits; •Whether the subrecipient has new personnel or new or substanƟally changed systems; and •The extent and results of other Federal awarding agency monitoring (e.g., if the subrecipient also receives Federal awards directly from a Federal awarding agency). Small Public Work (SPW) A Public Work of $300,000 or less, Total Net Cost of Acquisition. Small Works Roster (RCW 39.04.155) A list of pre‐qualified contractors used for the purpose of obtaining quotations and awarding Contracts for Public Work with an estimated cost of $300,000 or less, Total Net Cost of Acquisition. Standard Form Contract Written contracts specific to various types of commonly procured goods and services drafted by the Office of the Prosecuting Attorney, Civil Division. The Standard Form Contracts will be made available through the Risk Management Division of Human Resources. Subrecipient A non‐Federal entity that receives a subaward from a pass‐through entity to carry out part of a Federal program. An individual that is a beneficiary of a Federal program is not a subrecipient. A non‐ federal entity may concurrently receive Federal awards as a recipient, a subrecipient and a contractor (2 CFR 200.93). Characteristics which support the classification of the non‐Federal entity as a subrecipient include when the non‐Federal entity: (1) determines who is eligible to receive what Federal assistance; (2) has its performance measured in relation to whether objectives of a Federal program were met; (3) has responsibility for programmatic decision making; (4) is responsible for adherence to applicable Federal program requirements specified in the Federal award; and (5) in accordance with its agreement, uses the Federal funds to carry out a program for a public purpose specified in authorizing statute, as opposed to providing goods or services for the benefit of the pass‐ through entity (§200.330(a)(l)‐(5)). Sustainability Using natural, financial, and human resources in a responsible manner that meets existing needs without compromising the ability of future generations to meet their own needs. Total Cost of Acquisition (TCA) The total of sales price, sales or use tax, freight or shipping charges, installation or set up charges, security deposits, and any other charges applicable to the acquisition. Interest to be paid over the term of the Contract and bargain purchase option amount will be included, where applicable, for leases and installation purchases. Total Net Cost of Acquisition (TNCA) Total Cost of Acquisition less trade‐in or other applicable credit. Vendor A potential provider of goods and/or services. WMBE (Women and Minority Owned Business Enterprises) Companies that are certified by the State Office of Minority and Women's Business Enterprises as being owned at least 51% by a woman or minority. Some Departments also use the term HUB (Historically Underutilized Business) with the same definition . Mason County Agenda Request Form To: Board of Mason County Commissioners From: Jennifer Beierle Ext. 532 Department: Support Services Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): 11/20/2023 Agenda Date: 12/5/23 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: Budget Movement from Salaries and Benefits to Operating Background/Executive Summary: The Public Works Department briefed the Board of County Commissioners on November 20th regarding a major pump going out in Beards Cove. The cost of the pump is estimated at approximately $40,000. There is capacity in the salaries and benefits budget and I am recommending that the Board approve moving up to $40,000 from the salaries and benefits budget to the operating budget. Budget Impact (amount, funding source, budget amendment): Move $40,000 from the salaries and benefits budget to the operating budget Public Outreach (news release, community meeting, etc.): N/A Requested Action: Approval of the movement of up to $40,000 in the 2023 Beards Cove, Fund 412, budget from salaries and benefits to operating Attachments: Mason County Agenda Request Form To: Board of Mason County Commissioners From: Jennifer Beierle Ext. 532 Department: Support Services Briefing: ☒ Action Agenda: ☒ Public Hearing: ☐ Special Meeting: ☐ Briefing Date(s): 9/25/2023 & 10/2/2023 Agenda Date: 12/5/23 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: Budget Movement from Salaries and Benefits to Operating- Sheriff Background/Executive Summary: The Sheriff’s Office briefed the Board of County Commissioners on September 25th and October 2nd, on the need to outsource prisoners due to a jail staffing shortage. The Nisqually Jail Service Agreement to house inmates of Mason County in the Nisqually Detention and Correction Center for the rate of $130 per inmate per day was approved by the Board on October 10th, Action Agenda Item No. 8.11. The estimated cost is approximately $80,000 per month, for a total 2023 budget impact of approximately $240,000. The Sheriff’s Office will need to move up to $240,000 from the salaries/benefits budget to the operating budget to accommodate this expense. Budget Impact (amount, funding source, budget amendment): Move up to $240,000 from the salaries and benefits budget to the operating budget Public Outreach (news release, community meeting, etc.): N/A Requested Action: Approval of the movement of up to $240,000 in the 2023 Sheriff’s Office budget from salaries and benefits to operating, leaving capacity to move an additional budget amount up to $50,000 until the end of 2023, as per Resolution No. 26-17. Attachments: October 10, 2023 Agenda Action Sheet Mason County Agenda Request Form To: Board of Mason County Commissioners From: Diane Zoren Ext. 747 Department: Support Services Briefing: ☒ Action Agenda: ☒ Public Hearing: ☒ Special Meeting: ☐ Briefing Date(s): December 4, 2023 Agenda Date: January 2024 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: Surplus and Sale of Parcel No. 12220-50-58012 Background/Executive Summary: Robert Cook, Real Estate Agent at Windermere in Allyn representing Jon and Kim Rice, inquired about parcel no. 12220-50-58012. Mr. and Mrs. Rice wish to purchase the aforementioned parcel to combine with their currently owned parcels no. 12220-50-58009 and 12220-50-58010 at the assessed value and submitted a purchase and sale agreement for $1,600. On June 1, 1925 in a Public Hearing, the east 10’ and west 10’ of Sherwood Avenue was vacated by the Board of County Commissioners. However, in the Final Order of Vacation, parcel no. 12220-50-58012 was not included. This has been discussed with legal and the recommendation is to surplus and sell this parcel. Richard Beckman, Richard Beckman Realty, performed a market analysis of the parcel and shared the following: “the property appears to be in a residential area and sists between State Route 3 in Allyn and lightly developed land to the west. Due to its extremely small size, there are no readily available comparables… The property is worth about $2 per square foot or approx. $800. However, based on its size and location only has value and use to adjacent property owners. The County should add the $500 broker price opinion to the purchase price… and the buyer pay all closing costs”. The Board declared the parcel surplus on 10/24/23 by adoption of Resolution 2023-058. Budget Impact (amount, funding source, budget amendment): Recommended selling price is $1,600 to include recording fees and the excise affidavit fee. Public Outreach (news release, community meeting, etc.): Public Hearing notice will be published two times in the Shelton-Mason County Journal. Requested Action: Request to set a public hearing to consider the sale of the property for $1,600. Attachments: Purchase and sale agreement Mason County Agenda Request Form To: Board of Mason County Commissioners From: Richard Dickinson, Deputy Director/U&W Ext. 450 Department: Public Works Briefing: ☒ Public Hearing: ☒ Action Agenda: ☒ Special Meeting: ☐ Briefing Date(s): November 6, 2023 Agenda Date: July 18, 2023, July 31, 2023, August 29, 2023 November 7, 2023, and December 5, 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: Solid Waste Long Haul Transport and Disposal Contract - Hearing Background/Executive Summary: An Interlocal Agreement for the disposal of solid waste has been reviewed by Mason and Cowlitz County staff and was executed by Cowlitz County Commissioners on November 28, 2023. A contract for transportation to a disposal site is still under negotiation with Mason County Garbage and nearing conclusion. The Board previously authorized staff to advertise for a public hearing to be held on August 1st which was then extended to Tuesday, December 5, 2023. Staff respectfully requests a hearing continuation to provide adequate time for Mason County Garbage to receive and review the entire contract in final form and conclude negotiations. Budget Impact: Budget impacts are unknown. Last year approximately $3.1 million was spent to haul and dispose of solid waste. Public Outreach: A notice of a public hearing announcement was published July 20th and 27th in the Shelton Journal. Public Works will re-publish the hearing notice in the Shelton Journal (December 14th and 21st) of the new hearing date as it has been some time since it was last advertised. Requested Action: Request the Board continue the Solid Waste Long Haul Transportation and Disposal contract hearing to January 16, 2024 at 9:15am. Attachment: 1. Hearing Notice 2. ILA NOTICE OF HEARING NOTICE IS HEREBY GIVEN that the Board of Mason County Commissioners will hold a public hearing in Mason County Building I, Commission Chambers, 411 North Fifth Street, Shelton, WA 98584 on January 16, 2024 at 9:15am SAID HEARING will be to present the contract negotiation results and consider possible award of the Solid Waste Long Haul and Transport Disposal contract for the hauling and export of solid waste from the Mason County Transfer and Recycling Station. Public testimony will be available in-person or via Zoom. The URL is available on the County website https://www.masoncountywa.gov/ to sign into the meeting. Please use the “raise hand” feature to be recognized by the Chair to provide your testimony. You can also email testimony to msmith@masoncountywa.gov or mail to the Commissioners’ Office, 411 N 5th St, Shelton, WA 98584; or call (360) 427-9670 ext. 589. For questions contact Richard Dickinson, 360-427-9670, Ext. 652 or if special accommodations are needed, please contact the Commissioners' office, (360) 427-9670 ext. 419. DATED this _______day of ________, 2023. BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON _____________________________________ McKenzie Smith, Clerk of the Board Cc: Auditor Clerk of the Board Public Works Applicant Journal - Publ 2t: 12/14/23 & 12/21/23 (not less than 5 days prior to hearing) Mason County Agenda Request Form To: Board of Mason County Commissioners From: Jennifer Beierle Ext. 532 Department: Support Services Briefing: ☐ Action Agenda: ☐ Public Hearing: ☒ Special Meeting: ☐ Briefing Date(s): 10/16/2023 Agenda Date: 12/5/2023 (continued from 11/21/2023) Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ Information Technology ☒ Other- Assessor (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: Continuation of the public hearing from November 21, 2023, to certify to the County Assessor the amount of taxes levied for county purposes for collection in 2024. The Current Expense and Road property tax levy resolutions were approved by the Board of County Commissioners at the November 21, 2023, hearing. Background/Executive Summary: Pursuant to RCW 84.52.070, it is the duty of the County Commissioners, on or before the 15th day of December in each year, to certify to the County Assessor the amount of taxes levied upon the property in the county for county purposes, and on or before the first Monday in December the respective amounts of taxes levied by the board for each taxing district for district purposes. Budget Impact (amount, funding source, budget amendment): See Attached Public Outreach (news release, community meeting, etc.): The public hearing notice was advertised in the Shelton-Mason County Journal for two weeks prior to the public hearing. Requested Actions: 1. Move to adopt the resolution certifying to the County Assessor the property tax levies for collection in 2024. OR (if all levy requests have not been received and calculated by the Assessor’s Office) 2. Move to continue the public hearing to the December 19, 2023 Commission meeting at 9:15 A.M. to certify to the County Assessor the property tax levies for collection in 2024. Attachments: Property tax levy resolution RESOLUTION NO._____________ A RESOLUTION CERTIFYING PROPERTY TAX LEVIES FOR COLLECTION IN 2024 WHEREAS, the Board of Mason County Commissioners must by law (RCW 84.52.070) certify to the Mason County Assessor the amount of taxes levied upon the property in the county for county purposes, and the respective amounts of taxes levied by the Board for each city, town and taxing district, within or coextensive with the County, for city, town or district purposes; and, NOW, THEREFORE, BE IT RESOLVED, by the Board of Mason County Commissioners that the attached schedule constitutes the levies for the county, cities and taxing districts on all taxable property in Mason County, Washington, as shown by the assessment rolls for the year 2024. BE IT FURTHER RESOLVED, that the Mason County Board of Commissioners certify under penalty of perjury under the laws of the State of Washington that the following is true and correct: The taxes are levied in the amount and upon the property as shown in Attachment A for county, city, town or district purposes. Dated this day of 2023, signed and certified at 411 N 5th St, Shelton, WA 98584 ATTEST: ________________________________ McKenzie Smith, Clerk of the Board APPROVED AS TO FORM: ________________________________ Tim Whitehead, Chief DPA BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON ____________________________________ Sharon Trask, Chair ____________________________________ Randy Neatherlin, Commissioner ____________________________________ Kevin Shutty, Commissioner County 10,930,787.24$ 2,890,000.00$ Current Expense (CE)10,559,162.69$ General 2,298,000.00$ Mental Health 227,157.51$ EMS 592,000.00$ Veteran’s Relief 144,467.04$ Bond -$ Refund**31,318.47$ Refund**7,333.86$ County Road 11,665,201.30$ Road Fund (General)10,585,201.30$ 626,000.00$ Road Diversion to CE 1,080,000.00$ General 626,000.00$ Refund**21,760.57$ Refund**1,629.67$ Cemetery District General Refund**Total #1 25,206.30$ -$ 25,206.30$ Hospital Districts General Refund**Total #1 2,510,754.14$ 4,629.81$ 2,510,754.14$ #2 411,765.00$ -$ 411,765.00$ General Refund**IDD Levy Total 325,125.85$ 1,124.79$ -$ 325,125.85$ 47,430.00$ 74.70$ -$ 47,430.00$ 28,550.60$ 162.14$ 120,720.77$ 149,271.37$ 104,348.00$ -$ 104,348.00$ 881,478.61$ 1,478.61$ -$ 881,478.61$ School Districts Enrichment Bond Refund**Capital Projects Total Southside No. 42 686,064.48$ 14,379.88$ 2,209.40$ 688,273.88$ Grapeview No. 54 807,343.00$ 1,200,000.00$ -$ -$ 2,007,343.00$ McCleary No. 65*875,000.00$ 600,000.00$ -$ -$ 1,475,000.00$ Elma No. 68/137*3,422,623.00$ -$ 3,422,623.00$ Shelton No. 309 7,125,944.32$ 4,826,745.31$ 52,689.63$ -$ 11,952,689.63$ Mary M. Knight No. 311*639,631.00$ -$ -$ 639,631.00$ Pioneer No. 402 2,815,416.19$ 1,657,682.43$ 26,020.71$ 5,032.09$ 4,478,130.71$ North Mason No. 403*3,831,125.00$ 2,902,468.46$ -$ -$ 6,733,593.46$ Hood Canal No. 404 1,613,939.75$ 1,084.23$ 7,349.55$ 3,356.57$ 1,618,380.55$ Fire Districts Expense EMS Refund**Bond Total #3 895,214.89$ 392,026.91$ 1,735.80$ -$ 1,287,241.80$ #4 2,038,125.70$ 594,051.71$ 11,400.60$ 2,632,177.41$ #5 7,000,000.00$ 2,500,000.00$ 7,247.19$ 9,500,000.00$ #6 851,779.15$ 261,440.16$ 2,530.49$ 1,113,219.31$ NMRFA*2,579,960.09$ 927,251.50$ 18,107.86$ 580,000.00$ 4,087,211.59$ #12*225,000.00$ 93,000.00$ 1,716.90$ 318,000.00$ #13 401,095.08$ 135,410.87$ 1,505.95$ 536,505.95$ #16 454,082.48$ 14.96$ 454,082.48$ #17 205,772.37$ 63,567.07$ 64.44$ 269,339.44$ #18 762,255.53$ 179,843.49$ 30.68$ 942,099.02$ *Joint District **Refund levy amount intended for informational purposes only - included in Regular/Excess Levy Requests. Port of Hoodsport Port of Shelton City of Shelton Shelton Metropolitan Park 2024 MASON COUNTY LEVY CERTIFICATION REQUESTS (RCW's 84.52.020 & 84.52.070) Port Districts Port of Allyn Port of Dewatto Port of Grapeview